Chapter 10 Rules for Disposition of Local Government Records

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29 - SECRETARY OF STATE

255 MAINE STATE ARCHIVES

Chapter 10 RULES FOR DISPOSITION OF LOCAL GOVERNMENT RECORDS

SUMMARY: This chapter governs the disposition of local government records.

1. DEFINITIONS

A. "Appraisal" means the archival process of determining the value and thus the disposition of records based on a study of their use, their subject content, their arrangement, their relationship to function and organization, and their relationship to other records.

B. "Current Records" means records needed and used in the day-to-day conduct of the current business of a local government office or official, and which therefore must be kept in office space and equipment for that purpose.

C. "Disposition" includes all actions taken with regard to semi-current and non-current records following their appraisal. These actions include (1) transfer of semi-current records to a temporary storage area or to a records center; (2) transfer of non-current records having archival value to a designated archival depository; (3) reproduction on microfilm or optical disk with or without destruction of the originals; and (4) destruction.

D. "Non-Current Records" means records which no longer have value--administrative, legal or fiscal--for the current business of the originating office or official, and which should be disposed of in accordance with law or rule.

E. "Record" means all documentary material, regardless of media or characteristics, made or received and maintained by a local government agency in accordance with law or rule or in the transaction of its official business.

F. "Records Disposition Schedule" means a listing of record series with retention periods as appropriate for their current and semi-current phases, and an indication or their ultimate disposition.

G. "Record Series" means file units (folders or volumes) or documents arranged in accordance with a filing system, or maintained as a unit because they relate to a particular function, result from the same activity, have a particular physical form, or because of some other relationship arising out of their creation, receipt, or use.

H. "Retention Period" means the period of time for which record series should be kept in offices and in records storage areas before their ultimate disposition. The time period is usually given in months or years, but is sometimes expressed as contingent upon the occurrence of a particular event, such as audit or death of claimant.

I. "Semi-Current Records" means records no longer needed frequently in the conduct of current business, but which, for administrative, fiscal, or legal purposes, must still be retained. The general rule is that any record series not consulted more than once per month per file drawer (or other file unit--such as a volume or case file) is semi-current, and should be transferred, if quantity warrants, to storage areas utilizing lower-cost space and equipment until eligible for final disposition.

J. "Record Copy" means a single copy of any document received or created by a local government agency during the transaction of official business, which shall be retained for the term set by the Disposition Schedules for Local Government Records. All other copies of the same document in the agency's possession are duplicate copies, held for convenience only, and may be destroyed when no longer of use.

K. "Local Government Agency" means a municipality, a quasi-municipal organization (such as a school administrative district, water or sewer district, etc.), an office of county government (such Register of Deeds, County Sheriff, etc.), and offices of District Attorney.

2. DISPOSITION OF LOCAL GOVERNMENT RECORDS

No record shall be destroyed or otherwise disposed of by any official, except as provided by these rules. All disposition of records not listed in the Disposition Schedules A through P must be approved as specified in Section 5 by these Rules in advance, and in writing, by the Archives Advisory Board.

3. RECORDS RETAINED

Records which are to be retained shall be preserved by the creating agency, deposited with an approved alternative institution as specified in Section 10, or deposited with the Maine State Archives. The State Archivist shall determine whether or not to accept transfers of local government records, based on space available at the Maine State Archives, condition of the records, and available alternatives to transfer. The State Archivist shall accept all permanent records of any deorganized Maine municipality.

4. RECORDS AUTHORIZED FOR DESTRUCTION

A. Destruction of Records. Unless otherwise specified by statute or rule, records may be destroyed by shredding, pulping, burning, burial, or other effective means. The removal and destruction process shall be supervised by the official in whose custody the records are held in order to prevent the inadvertent removal and destruction of records of continuing value.

B. Confidential Records. When destruction has been authorized, Confidential records shall be destroyed under the authorized supervision required by Section 4A.

C. Nonconfidential Records. When destruction has been authorized, nonconfidential records may be, at the discretion of the creating agency, 1) retained, 2) transferred to an approved alternative institution as specified in Section 10, or 3) destroyed under the supervision required by Section 4A. Nonconfidential records may be sold for waste provided there is reasonable assurance that they will be handled and processed carefully to destroy their identity.

D. Destruction of Records by Recycling. Nonconfidential records may be destroyed by recycling if the system employed for collecting them ensures that: 1) only records actually due for destruction are collected; 2) records intended for recycling are not at risk of removal by unauthorized persons, both while on site at the local government agency's offices and after removal to the recycling facility; 3) there is reasonable assurance that the recycling process will completely obliterate all information from the records. Confidential records may be recycled only if they are shredded before their removal from the local government agency's offices, or if destruction takes place under the direct observation of the official in whose custody the records were held (or under the direct observation of that official's designee).

5. DISPOSITION SCHEDULES

Disposition schedules included in these Rules shall be used primarily to identify those local government records that should be retained permanently by the local government agency, deposited with the Maine State Archives, or deposited with an approved alternative institution as described in Section 10. These disposition schedules also provide retention periods for records that do not have permanent value. Each quasimunicipal organization shall either retain its nonpermanent records for at least the recommended retention periods, or shall adopt and follow its own retention/disposition schedule for its nonpermanent records. All municipal and county government offices shall follow the records retention requirements provided in these Rules.

6. RECORDS CREATED PRIOR TO JANUARY 1, 1900

All records created prior to January 1, 1900 must be retained permanently, regardless of provisions in these rules, unless specifically authorized for destruction by the Archives Advisory Board.

7. RECORDS SUBJECT TO AUDIT OR LITIGATION

Under no circumstances shall these rules constitute authorization for a local government agency to destroy records when it is known that such records are still eligible for State or Federal audit, or other Federal requirements. These rules shall not provide authorization to destroy records which are known to be the subject of, or material to, potential or ongoing litigation.

8. APPROVED MEDIA FOR RECORDS STORAGE

Local government records which have been identified as having archival (permanent) value must be maintained on one or more of the following media: paper; microfilm produced according to archival standards, as established by the American National Standards Institute; microfiche produced according to archival standards, per ANSI. Permanently valuable records may be maintained for convenience on nonarchival media (such as magnetic tape, diskette, hard disk, or optical disk), but the same records must in every case be maintained on an archival medium or must be maintained on a system that meets the following requirements:

A. Imaging Systems:

1) The system must be able to produce output to a nonrewritable medium such as Write Once Read Many (WORM), Computer Output to Laser Disk (COLD), or Compact Disk - Read Only Memory (CD-ROM).

2) The system must use a non-proprietary digital image file format (preferably the most generic version of TIFF - Tagged Image File Format - available).

3) The system must use International Telecommunications Union (ITU) Group 3 and Group 4 compression techniques.

4) The system must use a standard Error Detection and Correction (EDAC) system; for example, the Small Computer System Interface (SCSI) command “Write and Verify” must be used when writing data to digital optical disks.

5) The indexing database must provide for efficient retrieval, ease of use, and up-to-date information about the digital images stored on the system. The software employed must be capable of producing ASCII output.

6) The local government agency must have a specific plan for an ongoing process of migrating long-term and permanent records stored on the system from older to newer hardware and software.

B. Electronic Information Systems:

1) The software and hardware used must be capable of copying data to one or more standard offline storage devices, such as standard-sized floppy disks, magnetic tapes, etc.

2) The system must be capable of exporting data in ASCII code or other standard file types, that can be imported by other commonly used software packages. The data must not be modified or truncated, except to conform with statutory Confidentiality requirements. The physical and logical formats shall be described in a manner to permit human interpretation of the files.

3) The local government agency must have a specific plan for an ongoing process of migrating long-term and permanent records stored on the system from older to newer hardware and software.

Whether or not the system is used to maintain permanent records, the public’s right to request and receive usable electronic copies of public records must be protected through compliance with A2, A3, and A5 above for imaging systems; and by compliance with B1 and B2 above for electronic information systems.

C. Effective Dates

This section is effective for all new systems installed after January 1, 2002 and for all systems in operation on January 1, 2006. The Board shall review the status of concerns about privacy issues raised by the provisions of this section before March 1, 2001.

9. REQUESTS FOR DISPOSITION

Requests for disposition of records not specified in the disposition schedules may be made in writing to the Archives Advisory Board, accompanied by sample copies of the records involved. Communications to the Archives Advisory Board should be addressed to: Local Government Records, Maine State Archives, 84 State House Station, Augusta, Maine 04333.

10. ALTERNATIVE INSTITUTIONAL PLACEMENT FOR NONCONFIDENTIAL RECORDS

A. General Guidelines. Nonconfidential records to be retained according to Section 3 or authorized to be destroyed according to Section 4.C or Section 4.D, may be deposited with an alternative institution as described in Subsection 10.B. The local government agency retains legal custody of these records and shall insure that they are not alienated from the institution except for placement, with approval of the local government agency, in another approved institution or for authorized destruction. The local government agency may regain possession of records deposited in an authorized institution at any time.

Local government agencies shall enter a written agreement with the institution insuring that issues of custody, regaining possession, security, preservation, and access are clarified, and that the institution will provide storage facilities capable of preserving records at least as well as those available to the local government agency. A copy of this agreement shall be sent to the Local Government Records Board Archives Advisory Board before any records are deposited at the alternative institution.

To become approved, the institution must meet the following criteria:

1) Provide security to prevent the loss of records both in storage and in reference areas. This shall at a minimum include locks on all doors and windows, plus an intruder alarm system and a fire alarm system. Minimum security shall also include direct supervision of researchers at all times when records are available for access.

2) Provide storage facilities situated in a physically safe location (i.e., not located in a flood plain; not located next to a hazardous chemical storage area; etc.). These facilities should have heating/ventilation/air conditioning capable of maintaining temperatures between 60 and 70 degrees Fahrenheit, and of holding relative humidity to less than 50 percent.

3) Provide reasonable access to the records as required by the Public Proceedings statute. “Reasonable” should at a minimum mean that the facility is open to the public, by regularly scheduled hours or by appointment, at least two days each week throughout the year. There shall be no charge for retrieving or viewing the records, and any charge for obtaining copies shall be limited to the organization’s actual cost to produce such copies. However, if the organization’s staff is requested to research the records for the requestor the organization may charge any fee that it would normally require for research services.

4) Show evidence of a capacity to care for the records by providing evidence 1) of a mission statement; and 2) that a person who cares for the records has had basic archival training, such as a workshop approved by the Maine State Archives, formal education, or related experience.

5) Maintain a non-profit corporate status.

6) May be inspected by Maine State Archives staff before approval is granted, with reinspection possible at any time after approval.

7) Notify the Archives Advisory Board of any changes in its facilities or policies that relate to the standards described in this section.

8) Approval may be revoked by the Board at any time, after notice and opportunity to correct, if standards do not continue to be met.

B. Approved Institutions. An institution must be approved by the Archives Advisory Board as a depository for local government records before a local government agency may deposit its records with the institution. The Board shall maintain a list of approved institutions at the Maine State Archives.

11. USE OF COMMERCIAL RECORDS CENTERS

Local government agencies may use commercial records centers to store their semi-current records. Before any records are transferred, the commercial records center must be approved in writing by the Archives Advisory Board. The following criteria must be met:

A. Security must be provided to prevent the loss of records, both in storage areas and during
transfer;

B. Fire protection must be provided;

C. Stored records may be released only to employees of the local government agency (which shall be
responsible for making records available to the public);

D. Only bonded employees of the Records Center may handle boxes or provide reference services;

E. Routine reference service must be available within one business day;

F. Emergency reference service must be available within 2 hours or less during normal business
hours;

G. Records must be stored in a physically safe facility (i.e., not located in a flood plain; not located
next to a hazardous chemical storage area).

Commercial records centers used by local government agencies shall be subject to periodic inspection by the Maine State Archives, which will notify the Archives Advisory Board of any failure to meet these standards. Local government agencies which use commercial records centers must maintain accurate listings of all records stored.

Commercial records centers used by local government agencies shall be liable for damage, destruction or loss of records, whether in storage at the facility or in transit between the facility and the local government agency's offices.

12. VAULT FOR PERMANENT RECORDS

State law requires each local government to have a fireproof safe or vault to protect permanently valuable records. Recent fires in several town provide a reminder about the perils of not protecting critical records. Here is the text of the law:

5 M.R.S.A. § 95-B. Local government records
The following provisions apply to local government records.

2. Safe or vault for preservation. Each local government shall provide a fireproof safe or vault for the preservation of all records that must be retained permanently but are not required for business purposes. The official having responsibility for those records shall deposit them in the safe or vault where those records must be kept except when required for use.

General Guidelines for Budgeting and Planning Purposes, to Insure Conformity With State Law:

Vault should be either ground-supported (i.e., capable of standing on its own if the building around it collapses) or located within a fire-resistive building (one that will not suffer structural collapse even if its contents is completely consumed). Walls of the building may only be used as walls of the vault if the building is fire-resistive.

The vault should be planned and its construction supervised by a registered engineer or architect. Its walls may only be pierced for necessary services, and should not be open to any type of shaft. Floor and roof may not be pierced. All walls, floor (if vault is structure-supported rather than ground-supported), and door should at a minimum meet 4-hour fire resistance standards per a nationally recognized standards organization. The vault door may not be a standard “fire door” or other design not specifically intended for vault use. The door locking mechanism should provide for escape by a person accidentally locked inside.

No combustible materials may be used in the vault’s construction, including in any necessary damp-proofing. A ventilating system that conforms to nationally recognized standards should be provided, and all services (electrical, heating, etc.) should conform to national and local codes. Open flame heating shall not be used under any circumstances.

The vault should be installed by qualified and experienced personnel, in conformity with its manufacturer’s requirements. “Fireproof” cabinets or other portable fire resistant records storage equipment may not be substituted for a properly designed and constructed vault.

Specific Guidelines for Vault Construction:

The National Fire Protection Association’s Guideline (NFPA 232, Protection of Records) provides guidance concerning vault construction. This copyrighted publication may be obtained from the NFPA at 800-344-3555 (One Batterymarch Park, P.O. Box 9101, Quincy, MA 02269-9101; www.nfpa.org).

13. VIOLATION OF RULES

Whoever violates any provision of these rules shall be guilty of a Class E crime.

AUTHORITY: 5 MRSA, Chapter 6, ss95-B; 30-A MRSA ss1705
EFFECTIVE DATE: September 3, 1990

AMENDED: August 11, 1991
AMENDED: March 9, 1992
AMENDED: October 4, 1992

EFFECTIVE DATE (ELECTRONIC CONVERSION): April 28, 1996

NON-SUBSTANTIVE CORRECTIONS: May 29, 1996 – added “are” in Attachment D.
Note: corrected reference to Attachments in
Attachment A.

NON-SUBSTANTIVE CORRECTIONS: February 10, 1997 – incorrect reference in Section 2 changed from “Section 10” to “Section 5”.

AMENDED: March 1, 1997
AMENDED: October 1, 2000
REPEALED AND REPLACED: October 1, 2005

BASIS STATEMENT

Chapter 10. Rules for Disposition of Local Government Records

This chapter implements that provision of 5 MRSA § 95-B which provides that no record shall be destroyed or otherwise disposed of by any local government official except as provided by the Archives Advisory Board. The rules prescribed in this chapter establish the procedures for the disposition of such records.

No one testified at the public hearing, and the Board received no written comments during the comment period. Before adopting the rules, the Board decided to clarify Section 10.A.4 as follows:
4) Show evidence of a capacity to care for the records by providing evidence 1) of a mission statement; and 2) that a person who cares for the records has had basic archival training, such as an approved a workshop approved by the Maine State Archives, formal education, or related experience.

The Board also decided to clarify Disposition Schedule E by deleting the extra DIS in its heading, and by rewording Item E.01 as follows:
E.01. Ballots Used for County Elections, Municipal Elections, Referenda Elections or Special Legislative Elections 1 year
2 months
Ballots used for county elections, municipal elections, referenda elections or special legislative elections. These ballots must be retained for 2 months. (21-A, section 23.7) Confidential
(Title 21-A, § 22.2)

The Board also decided to clarify Disposition Schedule K, Item K.05 by adding the following sentence:
This does not include wills deposited for safekeeping only, since these are private property and not public records.

Specific guidelines for vault construction (Section 12) were clarified to reflect the National Fire Protection Association’s discontinuance of NFPA 232AM, Archives and Records Centers as a separate hard copy publication.

DISPOSITION SCHEDULE A:
GENERAL DISPOSITION SCHEDULE FOR LOCAL GOVERNMENT RECORDS
Records (regardless of media) are scheduled for retention by the office which has legal accountability. Additional copies held only for convenience are not records, and may be destroyed when no longer needed. Drafts and notes may also be destroyed when no longer needed, except when these materials document the development of local government policy and are therefore incorporated into an official file. Drafts and notes incorporated into official files become part of that file, and have the same retention period as the other records contained therein.
Most record series listed on the General Disposition Schedule may be found in any office of local government, although several are unique to municipalities. Attachments B – Q are Disposition Schedules for specific offices/departments of local government.
The "retention" column indicates either 1) a limited period after which the records may be destroyed, or 2) the word "Permanent," indicating the records may not be destroyed and must be retained permanently.

Unless otherwise noted, please refer to the following citations for confidentiality restrictions:
(1) Federal Privacy Act of 1974 (Section 7 of Pub. L. 93-579), 5 U. S. C., § 552a;
(2) Social Security Act, 42 U. S. C. §§ 408(a)(8) and 405(c)(2)(C)(viii)(I);
(3) Family Educational Rights and Privacy Act, 20 U. S. C. § 1232g;
(4) Standards for Privacy of Individually Identifiable Health Information (HIPAA), 45 CFR Section 160 through 164.
For citations (1) and (2), the primary records concerns are redaction of social security numbers and proper disposal of nonpermanent records containing them. The presence of a social security number does not, by itself, render an entire document confidential.

Series Series Title / Description and Confidentiality Status Retention

A.01. Accident Reports Filed by Local Government Employees 6 years
Includes personal injury, property damage, vehicle accidents. Not Confidential

A.02. Administrative Calendars Current year
Employee calendars, facility use schedules, meeting schedules. Not Confidential

A.03. Aerial Photographs Permanent
Systematic documentation of land use; not casual photos, which may be destroyed when no longer useful. Not Confidential

A.04. Agendas 6 years
Meetings of official boards and committees. Not Confidential

A.05. Annual Reports Created by Local Government (one copy) Permanent
E.g., town reports, comprehensive reports of counties, school districts, etc. Not Confidential

A.06. Applications for Employment - Not Hired 2 years
Cover letters, application form, references, etc. (See A.53 for other personnel records.) Confidential
MRSA 30-A § 2702
— for school personnel, MRSA 20-A § 6101(2)

A.07. Appointments/Oaths 25 years
Appointments to boards, commissions, or other offices with accompanying oaths of office, usually in a bound volume or "book." Not Confidential

A.08. Audit Reports Permanent
Report issued by auditor following each official audit. Not Confidential

A.09. Audits, Internal (Working Papers) 6 years
Calculations and other backup materials used by auditors to generate final report. Not Confidential

A.10. Bank Reconciliations 6 years
Reconciliation of bank balance with local government agency account(s). Not Confidential

A.11. Bankruptcy Notices 10 years after debt dismissed
Notices filed with local government official by individuals who have been declared bankrupt, in order to have debt(s) owed to local government agency dismissed. Not Confidential

A.12. Bids 6 years
Bids made by potential vendors to provide goods or services for local government agency purchase. Not Confidential

A.13. Bills 6 years
Written requests for payment, to or from a local government agency. Not Confidential

A.14. Bills of Sale for Property That Must Be Filed with Municipal Clerk 6 years after property is sold or removed
Bills of sale for property owned by a local government agency, such as a house located on rented land. Not Confidential

A.15. Bond Records, Financial 6 years after expiration
Bonds (financial, representing funds invested) purchased or sold by municipality. Not Confidential

A.16. Bond Records, Performance 6 years after expiration
Bonds posted as insurance against employee theft. Not Confidential

A.17. Board of Appeals Files Permanent
Case files, including proposal initially refused by Planning Board, documents submitted in support or opposition to appeal, related correspondence. Not Confidential

A.18.a Budget Records - Summary Permanent
Final copy of the budget, listing anticipated revenues and expenses for year. Not Confidential

A.18.b Budget Records – Forms and Information Used to Compile Summary 6 years
Working files used to draw up the final budget, including estimates and requests submitted for compilation by individual departments. Not Confidential

A.19. Buildings and Grounds Records Destroy when building no longer exists, or transfer records to its new owner
Record of construction (if applicable), purchase, and on-going repair and alteration of buildings owned and/or operated by local government agency. Not Confidential

A.20. Cash Sheets and Other Accounting Records Summarized by Permanent Documents, Such as Ledgers 6 years
All “temporary” accounting records that are generated in the course of creating a local government agency’s permanent ledger. Not Confidential

A.21. Cemetery Lots Permanent
Record of ownership of lots in municipally operated cemeteries. Not Confidential

A.22.a Certified Mail Receipts - Routine 3 months
Receipts for items sent by certified mail, not used to transmit documents that are the subject of litigation or likely to become the subject of litigation. Not Confidential

A.22.b Certified Mail Receipts - Evidential Keep with file copy of item transmitted
Receipts for items sent by certified mail, used to transmit documents that are the subject of litigation or likely to become the subject of litigation. Not Confidential (unless transmitted item is Confidential)

A.23 Checks 6 yearsCanceled checks, or images of canceled checks, returned to local government agency by bank. Not Confidential

A.24. Clothing Records 3 years
Clothing allowances, uniform allowances, and uniform records, for employees whose work clothing is provided all or in part by the local government employer. Not Confidential

A.25.a Complaints Leading to Inspections See Municipal Inspections
Complaints to local government officials that result in inspection of the purported problem situation. Not Confidential

A.25.b Complaints - Other 3 years from resolution
Complaints to local government officials that do not result in inspections. Not Confidential

A.26 Contracts 6 years after completion. Contracts entered into by local government agencies for the purchase of goods, services, leasing of property, etc. Not Confidential

A.27.a Correspondence - Transitory 1 year
Letters of transmittal, requests for information, letters of application, of thanks, etc. Not Confidential

A.27.b Correspondence - Substantive File with related record seriesLetters and memoranda documenting actions taken by the local government agency. Not Confidential (unless matter documented makes it so)

A.27.c Correspondence Received from Parents by Schools File with student’s permanent record
(See Disposition Schedule L for School Records)
Letters and other written communications received by school administrators or school administrative offices from parents of students regarding the student’s school experience. (Notes and other written communications between parents and individual teachers are covered by Disposition Schedule L, Item 38 - Notes on Students). Confidential (3)

A.28. Deeds to Properties Owned by Local Government Agencies Permanent
Deeds (plus any related documents) to a local government agency’s real property. These deeds must also be recorded at the appropriate County Register’s Office. Not Confidential

A.29. Deposit Slips 6 years
Bank deposit slips for accounts maintained by local government agencies. Not Confidential

A.30. Depreciation Schedules 6 years after disposal of property
Depreciation schedules for non-real property owned by local government agencies. Not Confidential

A.31. Employee Drug Tests 5 years
Records of drug test and results for employees of local government agency. Confidential (4)

A.32. Equipment Records 2 years from disposal
All documents related to the purchase, upgrading, and maintenance of equipment such as motor vehicles, computers, etc. Not Confidential

A.33. Expense Reports 6 years
Expense account vouchers and supporting documents submitted for reimbursement by employees and elected/appointed officials. Not Confidential

A.34. Grants 3 years
Federal, state and privately funded grants sought and/or obtained by local government agencies: applications, reports, and supporting documentation. Not Confidential

A.35.a Hazardous Chemicals - Material Safety Data Sheets Current MSDS only
Material Safety Data Sheets explain the hazards and describe the measures that should be taken if employees are exposed to chemicals stored or used at the work site. Not Confidential

A.35.b Hazardous Chemicals - Chemical Identification List and Related Records 20 years (per Title 26, Chp. 823, 1716.1)
Each work site where hazardous chemicals are used or stored must maintain a list, with MSDS (see A.32.a above) and any related documents. Not Confidential

A.36.a Health Records - Clinics Sponsored by Local Government Agency 10 years
Immunizations, cholesterol/blood pressure screenings, etc. Does not include records maintained by government-operated hospitals or similar health care facilities. Confidential (4)

A.36.b Health Records - Individuals 60 years
Health records of local government employees, individuals visited by municipal nurses, etc. Does not include records maintained by government-operated hospitals or similar health care facilities. Confidential (4)

A.36.c Health Records - Historic Permanent
Records of health emergencies or disasters. Not Confidential

A.37.a Hospital Liens - Discharged 6 years
Liens filed with the municipality by a local hospital against a patient who has failed to arrange for payment for care, in cases where the lien is discharged because the obligation has been paid. Not Confidential

A.37.b Hospital Liens – Not Discharged Permanent
Liens filed with the municipality by a local hospital against a patient who has failed to arrange for payment for care, in cases where the lien has not been discharged because the obligation remains unpaid. Not Confidential

A.38. Insurance Claims Until settled plus 6 years
Includes both claims filed against local government agency, and claims filed against others by local government agency. Not Confidential

A.39.a. Insurance Policies, General Liability 30 years after expiration
Policies carried by local government agency to protect itself against liability claims. Not Confidential

A.39.b. Insurance Policies, All Other 6 years after expiration
Policies carried by local government agency to protect itself against all other losses except liability claims. Not Confidential

A.40. Inventories 6 years
Lists of capital equipment or minor equipment and other non-real property owned by local government agency. Not Confidential

A.41.a Job Descriptions – No Grievances Pending Retain current version only
Description of duties performed or to be performed by particular positions. Not Confidential

A.41.b Job Descriptions Grieved with Collective Bargaining Follow applicable collective bargaining agreement
Description of duties performed or to be performed by particular positions. Not Confidential

A.42. Labor Citations – Safety Violations Current plus one year
Record of safety violations discovered during inspection of local government facilities. Note: an uncorrected violation may not be destroyed. Not Confidential

A.43. Leases Permanent
Leases entered into by local government agency. Not Confidential

A.44. Ledgers/Journal Entries (Including Distribution Records) Permanent
Summary accounting records, showing line item totals of income and expenditures for year. Not Confidential

A.45. Minutes of Meetings, Notes (Handwritten or Stenographic) Until transcribed
(See also Item 51.) Notes taken during official meetings held by local government agency, for the purpose of producing minutes. Not Confidential

A.46. Minutes of Meetings Permanent
All official meetings held or conducted by local government officials, where official minutes are kept. Not Confidential

A.47. Minutes of Meetings, Transitory 2 years
Routine staff meetings, NOT the official proceeding of a board or committee. Not Confidential

A.48. Mortgages Permanent
Mortgages on property owned by local government agency, and discharges of these mortgages. Must also be recorded at the appropriate Registry of Deeds. Not Confidential

A.49.a Municipal Inspection Files, No Order Resulting 3 years
These files contain records of inspections performed by such municipal officials as the Building Inspector, Fire Chief, Code Enforcement Officer, Plumbing Inspector, Electrical Inspector, Health Officer, or any other municipal officer whose official duties require making inspections and keeping a record of the results, where the inspection does not result in an order of eviction, compliance, correction or remediation. Not Confidential

A.49.b Municipal Inspection Files, Order Resulting 3 years from closure of case
These files contain records of inspections performed by such municipal officials as the Building Inspector, Fire Chief, Code Enforcement Officer, Plumbing Inspector, Electrical Inspector, Health Officer, or any other municipal officer whose official duties require making inspections and keeping a record of the results, where the inspection results in an order of eviction, compliance, correction or remediation. Not Confidential

A.50. Municipal Ordinances Permanent
All ordinances adopted by a municipality, including documentation as to why the ordinance was proposed. Not Confidential

A.51. Parks and Recreation Facilities Until 6 years after facility ceases to be operated
Construction and maintenance of nature trails, playgrounds, and other facilities maintained by municipality, except for municipally owned and operated buildings. Not Confidential

A.52. Payrolls 6 years
All records used to create payrolls for local government agency employees. Confidential (1), (2)

A.53.a Personnel Records – Employment History 60 years unless employer has been notified that the former employee has died; in which case 10 years after former employee’s death
Employment history (including dates of employment, salary history, full time/part time status). Confidential
MRSA 30-A § 2702

A.53.b Personnel Records – Transitory 6 years or until destruction is permitted by applicable collective bargaining agreement
All other personnel records, including courses and workshops taken. Confidential
MRSA 30-A § 2702

A.53.c Personnel Records – Form I-9 1 year after termination or 3 years after hire, whichever is later
Federally required proof that employee has a legal right to work in the U.S. Confidential
(1), (2)

A.54. Property Records 6 years after disposal of property
Other than deeds to real estate — documentation for purchase and maintenance of property that the local government agency records on an inventory. Not Confidential

A.55. Receipts 6 years
Documentation for payments made to others by local government agency, and documentation for payments received from others by local government agency. Not Confidential

A.56.a Recordings of Meetings Without Verbatim Transcript 5 years
All official meetings held or conducted by local government officials. If both an audio and a video recording are made at the direction of the local government agency, only one or the other needs to be retained for 5 years. Not Confidential

A.56.b Recordings of Meetings With Verbatim Transcript Until transcribed
All official meetings held or conducted by local government officials, when a verbatim transcript has been made from the recording. Not Confidential

A.56.c Verbatim Transcript Permanent
All official meetings held or conducted by local government officials — verbatim transcript made from audio or video recording created at the direction of the local government agency. Not Confidential

A.57. Regulatory Statistics 6 yearsRegulatory statistics maintained for State or Federal agencies (such as affirmative action and equal opportunity records, OSHA-required records, etc.) Not Confidential

A.58. Retirement and Pension Records See Long Term Personnel Records
All records needed to document an employee’s retirement rights and status. Confidential
(1), (2)

A.59. Salmonella Analysis Reports 3 years after last batch of compost is sold, or 2 years after closure of facility (CH 419, sec. 6.A; CH 409, sec. 4.F)
Salmonella analysis reports from solid waste treatment plants, required by Dept. of Environmental Protection. Not Confidential

A.60.a Site Plans - Approved Permanent
Final plans submitted to planning boards and land use committees, approved to allow the work to proceed. Not Confidential

A.60.b Site Plans – Work in Progress Until no longer needed
Plans superseded by subsequent changes in execution, and all sketches, notes, and supporting documents to completed (final) plan. Not Confidential

A.61. Training and Education of Employees Update as needed
Training and education of employees: Information about available training/education opportunities. Not Confidential

A.62. Trees Until 3 years after tree is removed
Municipal arborist’s records of trees growing in municipality. Not Confidential

A.63. Union Agreements Retain until new agreement is signed and time limit for filing grievances under old agreement has expired
Collective bargaining agreements with unions representing employees of local government agency. Not Confidential

A.64. Vacation and Holiday Schedules Current year
Schedule for employee use of leave time. Not Confidential

A.65. Volunteer Files 6 years after separation
All records maintained on service of individual volunteers. Confidential
(1), (2)

A.66. Vouchers 6 years
Authorization to pay local government agency’s financial obligations. Not Confidential

A.67. Warrants – Financial and Treasurer’s 6 years
Warrants for payment of obligations, and warrants sworn by local government officials to guarantee proper discharge of their duties. Not Confidential

A.68. Warrants – Municipal Permanent
Municipal warrant used to call a town meeting. Not Confidential

A.69. Welfare records - applications and case files 3 years
General assistance, donated commodities, HEAP (Heating and Energy Assistance Program), ECIP (Energy Crisis Intervention Program), etc. Confidential (1), (2)

A.70. Wellness program records Current year
Records of employee participation in program designed to encourage behaviors thought to result in improved heath. Confidential
(4)

A.71.a Workers Compensation Records – First Report of Injury 1 year after close of case
No lost work time, so that the only record required is the initial report of injury. Confidential (4)

A.71.b Workers Compensation Records – Completed Claim 1 year after close of case
First report plus other records, when claim is finalized by a lump sum settlement. Confidential (4)

A.71.c Workers Compensation Records – Long Term Claim 20 years after last payment
First report plus other records where time is lost from work, and case is not finalized by lump sum payment. Confidential

DISPOSITION SCHEDULE B:
COUNTY CLERKS/COMMISSIONERS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

The "retention" column indicates either 1) a limited period after which the records may be destroyed, or 2) the word "Permanent," indicating the records may not be destroyed and must be retained permanently.

Series Series Title / Description and Confidentiality Status Retention

B.01. Census Reports Permanent
County copies of U.S. census reports. Not Confidential

B.02. Deputy Bonds 6 years after expiration
Deputy sheriff performance bonds. Not Confidential

B.03. Petitions for License 6 years
Petitions for licenses granted at the county level. Not Confidential

B.04. Revenue Sharing Records Permanent
Record of revenue sharing funds received and expended by county. Not Confidential

B.05. Road Petitions - Obsolete 10 years
Petitions for building or repair of roads. Not Confidential

B.06. Road Records - Obsolete Permanent
Records of road construction and repair. Not Confidential

DISPOSITION SCHEDULE C:
COUNTY TREASURERS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

C.01. Assessors’ Returns Permanent
Reports completed and filed by assessors on property valuations within county. Not Confidential

C.02. Canceled Bonds Permanent
Bonds that have been paid off by the county. Not Confidential

C.03. Distribution Book Permanent
Record of tax dollars collected and expended, by line item. Not Confidential

DISPOSITION SCHEDULE D:
DISTRICT ATTORNEYS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

D.01. Copies of Court and Law Enforcement Records 1 year
Copies of court and law enforcement records Not Confidential

D.02. District Attorney’s Notes Retain until any required action has been taken, or until any substantive information has been filed with appropriate record series
District Attorney’s notes about cases in progress. Confidential per Title 16, §614

D.03. District Court Cases 1 year after case closed
All documents related to District Court cases. Not Confidential

D.04. Extraditions 1 year
Extraditions of offenders apprehended in other jurisdictions. Not Confidential

D.05. Harassment Notice Files 1 year
Case files for Harassment Notices. Not Confidential

D.06. Juvenile Cases Treat as District Court cases
Cases in which the defendant is a juvenile. Confidential
(Title 15, Chapter 507, Sub-Section 3308)

D.07. No Complaint Issued Files 1 year
Cases that do not result in a complaint being issued. Not Confidential

D.08. Pleas at Arraignment 1 year
Pleas at arraignment. Not Confidential

D.09. Subpoenas, Witness List and Fees 1 year
Witness subpoenas, list of witnesses, and fees for subpoenas to be served. Not Confidential

D.10. Superior Court Cases 1 year after case closed
All documents related to Superior court cases. Not Confidential

D.11. URESA* Files (Now Handled by Dept. of Human Services) No retention Uniform Reciprocal Enforcement of Support Act collections made (formerly) by DA’s office. Not Confidential

D.12. URESA* Lists Received from Human Services 1 year
Uniform Reciprocal Enforcement of Support Act – lists of collections made by Dept. of Human Services. Not Confidential
Note: The above are minimum retention periods. Records should be retained as long as they continue to facilitate the District Attorney's legal and administrative needs.

DISPOSITION SCHEDULE E:
ELECTION RECORDS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

E.01. Ballots Used for County Elections, Municipal Elections, Referenda Elections or Special Legislative Elections 2 months
Ballots used for county elections, municipal elections, referenda elections or special legislative elections. These ballots must be retained for 2 months. (21-A, section 23.7) Confidential (Title 21-A, § 22.2)

E.02. Ballots, All Other Elections
Ballots used for all elections except municipal elections, referenda elections or special legislative elections. Ballots with candidates for federal offices must be kept for 22 months unless sooner released to the Secretary of State or required by the Secretary of State to be kept longer. Retain until any required action has been taken, or until any substantive information has been filed with appropriate record series Confidential (Title 21-A, § 22.2)

E.03. Incoming Voting Lists 2 years
The list of all of the voters in a municipality which is used by election officials at a voting place to record which voters have been issued a ballot at an election. (Title 21-A, section 1.21) Not Confidential

E.04. Posted Notices, Specimen Ballots, Instruction Posters to Which Materials Pertain Destroy after election
Posted notices concerning election matters, specimen ballots provided for public information, and instruction posters for voter information. Not Confidential

E.05. Receipt for Certified Copies of Voting List 1 year
Receipt for certified copies of voting list. Not Confidential

E.06. Record of Receipts for Ballots Issued and Received 1 year
Record of receipts for ballots issued and received. Not Confidential

E.07.a Registration and Enrollment Applications - Voters Removed from Voting List 2 years
Registration and enrollment cards for voters who have been removed from the current voting list. Not Confidential

E.07.b Registration and Enrollment Applications - All Other Voters Retain until voter is removed from voting list
Registration and enrollment cards for all voters currently active or inactive. Not Confidential

E.08. Election Records Not Specified in 1-7 2 years
All election records not otherwise listed on this disposition schedule. Not Confidential

E.09. Municipal Candidate Petitions 6 months
Petitions filed by candidates for municipal office. Not Confidential

E.10. Municipal Referendum Petitions 2 years
Petitions filed by citizens desiring to bring matters to municipal referendum. Not Confidential

DISPOSITION SCHEDULE F: FIRE DEPARTMENTS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Unless otherwise noted, please refer to the following citations for confidentiality restrictions:
(1) Federal Privacy Act of 1974 (Section 7 of Pub. L. 93-579 in Historical Note), 5 U. S. C., § 552a;
(2) Social Security Act, 42 U. S. C. §§ 408(a)(8) and 405(c)(2)(C)(viii)(I);
(3) Family Educational Rights and Privacy Act, 20 U. S. C. § 1232g;
(4) Standards for Privacy of Individually Identifiable Health Information (HIPAA), 45 CFR Section 160 through 164.
For citations (1) and (2), the primary records concerns are redaction of social security numbers and proper disposal of nonpermanent records containing them. The presence of a social security number does not, by itself, render an entire document confidential.

Series Series Title / Description and Confidentiality Status Retention

F.01. Auto Fires 5 years
Fire calls involving motor vehicles rather than structures. Not Confidential

F.02.a Bomb Threat Reports - Identified Until perpetrator reaches age 80*
Bomb threats in which the perpetrator is identified. Not Confidential

F.02.b Bomb Threat Reports - Anonymous 7 years
Bomb threats in which the perpetrator is not identified. Not Confidential

F.03. Complaints File with inspections
Complaints of fire hazards, made to Fire Department. Not Confidential

F.04. E-Bills (Firefighters Hired for Outside Jobs) 2 years
Bills for services of firefighters working temporarily for other employers. Not Confidential

F.05. Equipment Maintenance Records 2 years
Repairs and routine maintenance of departmental equipment, including ladders, vehicles, etc. Records should not be destroyed if a claim against the Department is pending or anticipated, and the records would be needed as evidence. Not Confidential

F.06. False Alarms 2 years
False alarm reports. Not Confidential

F.07. Fire Dispatch Records 6 years
Record of truck(s) dispatched in response to a reported fire. Not Confidential

F.08. Fire Prevention Files (also called Inspection Files) Life of building plus 6 years
Fire inspections on buildings within municipality. Not Confidential

F.09. Fire Prevention Permits Current year
Permits reissued each year for possession of explosives, flammables. Not Confidential

F.10. Forest Fire Reports 3 years
Report of a possible forest fire. Not Confidential

F.11. Form Letter to Owner of Building Where Fire Has Occurred - Obsolete 2 years
Letter sent to the owner of any building where a fire has occurred Not Confidential

F.12. General Notices Permanent
Notices issued to all firefighters by chief. Not Confidential

F.13. General Orders Permanent
Orders issued by the chief to be followed until canceled. Not Confidential

F.14. Investigation Files Permanent
Investigation of fires that have taken place within municipality. Confidential
(Title 16, Section 614)

F.15. Incident Reports 2 years
Answers to alarms. Not Confidential

F.16. Juvenile Fire-Starter Case Files Until former juvenile is 23 years old
Records of juveniles who have started fires, and of steps taken to prevent recurrence. Confidential
(Title 15, Chapter 507, Sub-Section 3308)

F.17. Manpower Reports 10 years
Report of all firefighters on duty and/or responding to calls. Not Confidential

F.18. Monthly Hazard Reports 2 years
after expiration
Report of hazards discovered during monthly safety inspections. Not Confidential

F.19. Narrative Reports 6 years
Report on a fire, prepared by the officer in charge. Describes the actions taken and the cause, property owner, dollar loss etc. This is made available to the owner and insurance companies.
. Not Confidential

F.20. Official Reports Other Than Fire 1 year
Reports, such as theft from vehicle, created by Fire Department but not concerning a fire. Not Confidential

F.21. Run Sheets 6 years
Form completed each time a truck leaves the station. Includes ambulances when these are municipally operated. Not Confidential EXCEPT when medical record information would be disclosed (4)

F.22. Sprinkler Records Permanent
Records of sprinkler systems in buildings protected. Not Confidential

F.23. Statistics 1 year
Sent to chief. Not Confidential

F.24. Structure Fires Permanent
Permanent records of fires that have damaged or destroyed buildings. Not Confidential

F.25. Underground Storage Tanks 25 years after removal of tank
All records documenting location, construction, and condition of any underground storage tank (which would generally be used, or have been used, for fuel). Not Confidential

F.26. Woodstove Inspections Until stove is removed
Inspections of woodstoves to verify their safe installation. Not Confidential

*Until age 80 IF State Police Bureau of Identification confirms no contact with Criminal Justice System in last 5 years.

DISPOSITION SCHEDULE G: LICENSES AND PERMITS
Note: This schedule lists licenses and permits that local government agencies are required to maintain, plus licenses and permits that may be maintained at the local government agency's option. Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

G.01. Air Emissions License Applications Until license expires
Licenses granted to businesses that discharge atmospheric pollutants. Not Confidential

G.02. Alcoholic Beverages (On Premises Consumption) Current year
Licenses for businesses to sell alcoholic beverages for on premises consumption. Not Confidential

G.03. Amusement Devices/Adult Amusement Devices 3 years
Licenses for various amusement devices. Not Confidential

G.04. Auctions 1 year
Auction permits. Not Confidential

G.05. Beano 1 year
Permits to hold beano games. Not Confidential

G.06. Billiard, Pool, Bagatelle Rooms 3 years
Licenses to operate billiard, pool, or bagatelle rooms. Not Confidential

G.07. Bottle Clubs 3 years
Licenses to permit consumption of liquor brought to the premises, not sold there. Not Confidential

G.08. Bowling Alleys 3 years
Permits to operate bowling alleys. Not Confidential

G.09. Buildings Used for Public Assembly 3 years
Permits for buildings used for public meetings. Not Confidential

G.10. Burial Permits See Disposition Schedule P
Permit to bury a human body. Not Confidential

G.11.a Building – Permit and File Information Life of building plus one year
Building permit and filing information. Not Confidential

G.11.b Building – Plans and Specifications 6 years
Detailed plans and specifications accompanying building permit application. Not Confidential

G.11.c Building – Never Built 6 years
Application and all supporting detail when the building is never constructed. Not Confidential

G.12. Burning 3 years
Permit to kindle a fire within a municipality’s limits, within stated limitations. Not Confidential

G.13. Cable Television Franchise 6 years after expiration
Franchise granted to company to supply cable television service to subscribers within municipality. Not Confidential

G.14. Carnival or Circus 6 years
after expiration
Permit to hold carnival or circus. Not Confidential

G.15. Clams/Shellfish 3 years
License to harvest clams or other shellfish. Not Confidential

G.16. Closing Out Sales 5 years
Permit to hold a going out of business or other type of closing out sale. Not Confidential

G.17. Conversion of Seasonal Dwelling Life of Building
Permit to convert a seasonal dwelling for year-round use. Not Confidential

G.18. Dogs/Kennels 3 years
License to keep a dog, or license to keep up to a specific number of dogs. Not Confidential

G.19. Drains, Connecting Private to Public Permanent
License to connect a private drainage pipe to a public system. Not Confidential

G.20. Driveway Permits Until driveway no longer exists
Permit to construct a driveway (sometimes called a Curb Cutting Permit). Not Confidential

G.21 Eating Establishments 3 years
Permit to operate an eating establishment. Not Confidential

G.22. Electrical Equipment/Installations 3 years
Permit to install new electric service, or to upgrade or otherwise substantially alter an existing installation. Not Confidential

G.23. Explosives, Keeping and Transportation of 6 years
Permit to transport or store explosives. Not Confidential

G.24. Farmers Market 3 years
Permit to operate a farmers market. Not Confidential

G.25. Fireworks Displays 6 years
Contracts entered into by local government agencies for the purchase of goods, services, leasing of property, etc. Not ConfidentialG.26. Fishing 3 years License to catch fish. Not Confidential

G.27. Flea Markets/Flea Market Dealers 3 years
Permit to operate a flea market, or to sell goods at a flea market. Not Confidential

G.28. Food Service Establishments 3 years
License to operate a food service establishment such as a restaurant. Not Confidential

G.29. Horse Drawn Cabs 3 years
License to operate a horse drawn cab. Not Confidential

G.30. Hunting 7 years
License to hunt deer, moose, birds, or other wildlife. Not Confidential

G.31. Innkeepers 3 years
License to operate a lodging establishment. Not Confidential

G.32. Installations in Public Right of Way (Water, Sewer, Natural Gas, etc.) 1 year after installation is removed
Water, sewer, natural gas, and other utility service installations that cross a public right of way. Not Confidential

G.33. Junk Collector/Junk Dealer 3 years
Permit to operate a junk business (other than for motor vehicles) or to hold goods that would normally be stocked by such a business. Not Confidential

G.34. Junkyards/Automobile Graveyards 5 years
Permit to operate a junkyard or other business that stocks inoperative motor vehicles. Not Confidential

G.35. Itinerant Vendors/Transient Sellers of Consumer Merchandise 3 years
License to sell consumer merchandise without establishing a permanent place of business. Not Confidential

G.36. Lodging Houses 3 years
License to operate a lodging house. Not Confidential

G.37. Lunch Wagons 3 years
License to operate a lunch wagon. Not Confidential

G.38. Massage Establishment 3 years
License to operate a massage establishment. Not Confidential

G.39. Massage Therapist 3 years
License to perform massage therapy. (This is a State license. Some municipalities require that a copy be filed locally.) Not Confidential

G.40. Mobile Home/Over-Limit Vehicles – Moving Permits 3 years
Includes both claims filed against local government agency, and claims filed against others by local government agency. Not Confidential

G.41. Mobile Home Parks 2 years
after park is discontinued
Permit to operate a mobile home park. Not Confidential

G.42. Moorings 3 years
Permit to place and use a boat mooring. Not Confidential

G.43. Motion Picture Theaters 3 years
Permit to operate a motion picture theater. Not Confidential

G.44. Municipal Building Permits for State Buildings Life of building plus one year
Building permit for a structure owned by the State of Maine. Not Confidential

G.45. Music, Dancing, Special Entertainment 3 years
Permit for a private club to allow performances by musicians, hold dances, etc.. Not Confidential

G.46. Oil Terminal Facility Applications Until license expires
State-licensed facility for storage of fuel oil. Not Confidential

G.47. Partnerships, Withdrawals, and Sole Proprietorships Until 6 years after the business ceases operations
Record of how each business operating within the municipality is organized. Not Confidential

G.48. Pawnbrokers 3 years
Permit to operate a pawn shop. Not Confidential

G.49. Pinball Machines 3 years
Permit to have a pinball machine operating on premises. Not Confidential

G.50.a Plumbing – Prior to 1974 No retention
Plumbing permits granted before 1974, with all related documentation. Not Confidential

G.50.b Plumbing – 1974 and After – Inside Building Only 4 years
Plumbing permits granted in 1974 and afterward, for inside of building only. Not Confidential

G.50.c Plumbing – 1974 and After – External (Outside Building) Permanent
Plumbing permits granted in 1974 and afterward, for work done outside of building. Not Confidential

G.51. Poles and Wires See Utility Location Permits
See Utility Location Permits. Not Confidential

G.52. Public Building Construction/Public Accommodation Occupancy (Accessibility for the Disabled) Life of building plus 1 year
Permit to construct a public building or public accommodation that must be accessible to the disabled. Not Confidential

G.53. Public Exhibitions 3 years
Permit to hold a public exhibition. Not Confidential

G.54. Public Markets 3 years
Permit to operate a public market. Not Confidential

G.55. Rendering Facilities 3 years
Permit to operate a rendering facility. Not Confidential

G.56. Roller Skating Rinks 3 years
Permit to operate a roller skating rink. Not Confidential

G.57. Secondhand Dealers 3 years
Permit to operate a business specializing in resale of personal property. Not Confidential

G.58. Septage Disposal Sites Permanent
Permit to dispose of human waste on a certain property. Not Confidential

G.59. Shooting Galleries 3 years
Permit to operate a shooting gallery. Not Confidential

G.60. Shoreland Zoning Permits/Zoning Permits Generally 3 years after expiration
Permit for an appropriate use within a particular zone of a municipality, including within a shoreland zone. Not Confidential

G.61. Special Amusements 3 years
Permit required before licensee for sale of liquor to be consumed on the premises may allow any live music, dancing or entertainment of any sort. Not Confidential

G.62. Street Excavations 3 years after expiration
Permit to dig in a street. Not Confidential

G.63. Subdivisions 3 years after expiration
Permit to divide a parcel of land into smaller lots for resale or development. Not Confidential

G.64. Taxicabs/Vehicles for Hire 3 years
Includes both taxicab business licenses and driver's licenses. Not Confidential

G.65. Trailer Parks see Mobile Home Parks
See Mobile Home Parks (since “trailer” in this case refers to a mobile home). Not Confidential

G.66. Transient Sellers 3 years
See G.35, Itinerant Vendors/Transient Sellers of Consumer Merchandise. Not Confidential

G.67. Trapping 7 years
License to trap animals, as permitted by Dept. of Inland Fisheries and Wildlife. Note: no longer issued at municipal level.Not Confidential

G.68. U.C.C. (Uniform Commercial Code) 10 years (or 5 years after maturity of instrument)
Filing with Corporations, Elections & Commissions (Dept. of the Secretary of State) to document debt secured by personal property. Not Confidential

G.69. Utility Location Life of pole plus 1 year
Pole permit. Not Confidential

G.70. Victualers 3 years
License to sell food already prepared for human consumption. Not Confidential

G.71. Waste Transfer 5 years
Permit to transport trash. Not Confidential

G.72. Weapons, Concealed - Obsolete 5 years
Permit to carry a concealed weapon, including the related case file. This is now done by the Dept. of Public Safety, so retention period applies to those permits and case files still on site at municipalities. Not Confidential

G.73. Wetlands Applications Until after public hearing
Application to drain or otherwise alter a wetland. Since this is handled by the Dept. of Environmental Protection, it only needs to be documented at the municipal level until the public hearing process has been completed. Not Confidential

G.74. Yard Sale 3 years
Permit to sell personal property from premises not otherwise licensed for this purpose. Not Confidential

DISPOSITION SCHEDULE H: LAW ENFORCEMENT
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

H.01.a Accident records, Nonfatality 25 years following accident
Copies of records maintained by Traffic Division, State Police, for traffic accidents in which no one was killed. Retained long enough so that any juvenile involved has time to attain majority and file suit before records are destroyed. Not Confidential

H.01.b Accident records, Fatality 15 years following accident
Copies of records maintained by Traffic Division, State Police, for traffic accidents resulting in at least one death. Not Confidential

H.02. Arrest Records Until age 80 and State Police Bureau of Identification confirms no contact with criminal justice system for past 5 years
Record of arrest, including mug shots and fingerprints. Not Confidential

H.03. Complaint Logs/Cards Permanent
Log kept in any format by law enforcement agency, recording all complaints. Not Confidential

H.04. Communications Records 2 years
Log of radio transmissions. Also called Dispatch Records. Not Confidential

H.05.a Investigative Case Records, Homicides Permanent
Investigation files for homicides. Confidential

(Title 16, Section 614)
H.05.b Investigative Case Records, Criminal Cases/Cleared Until age 80 and State Police Bureau of Identification confirms no contact with criminal justice system for past 5 years
Investigation files for criminal cases that have been closed. Confidential
(Title 16, Section 614)

H.05.c Investigative Case Records, Criminal Cases/Open Until age 80 and State Police Bureau of Identification confirms no contact with criminal justice system for past 5 years
Investigation files for criminal cases that remain open. Confidential
(Title 16, Section 614)

H.05.d Investigative Case Records, Sudden/Accidental Death Permanent
Investigation files for sudden or accidental deaths (not classified as homicides). Confidential
(Title 16, Section 614)

H.05.e Investigative Case Records, All Other 7 years
All other investigative cases not covered under H.05.a, H.05.b, H.05.c, or H.05.d. Confidential
(Title 16, Section 614)

H.06. Juvenile Records Until former juvenile is 23 years old
Records of juveniles who are the subject of investigations. Confidential
(Title 15, Chapter 507, § 3308)

H.07. Pawn Slips 6 years
Record of pawn shop activity. Not Confidential

H.08. Summonses Issued by Animal Control Officers and Local Shellfish Wardens 3 years
Summonses issued by local animal control officers and shellfish wardens. Not Confidential

H.09. Telecommunication Terminal Logs (Teletype) 2 years
Teletype from telecommunication terminals. Not Confidential

H.10.a Telecommunications Terminal Messages (Master Copy Retained by State Police) - NCIC III Inquiry Logs Until NCIC audit
National Crime Information Center inquiry logs. Not Confidential

H.10.b Telecommunications Terminal Messages (Master Copy Retained by State Police) – All Other Current plus one year
All telecommunications terminal messages except NCIC. Cannot be destroyed if METRO (Maine Telecommunications and Radio Operations) Manual requires otherwise. Not Confidential

H.11. Uniform Crime Reports Current month plus one year
Uniform Crime Reports. Not Confidential

H.12. Uniform Traffic Ticket and Complaint Until final court disposition
Traffic tickets. Not Confidential

*Until age 80 IF State Police Bureau of Identification confirms no contact with Criminal Justice System in last 5 years.

DISPOSITION SCHEDULE I: ASSESSOR’S RECORDS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

I.01. Callbacks 5 years
Record of property owners not available to assessor on first visit, who must be called to make an appointment so the assessor can gain access to the property. Not Confidential

I.02. Declaration of Value Forms 5 years
Forms filed as part of real estate transfer showing selling price of property. Not Confidential

I.03. Forest Fire Suppression Tax Landowner Return - Obsolete No retention
Obsolete program to fund suppression of forest fires. Not Confidential

I.04. Personal Property 6 years
Lists of taxable personal property owned by residents of municipality. Not Confidential

I.05. Property Transfers and Property Listings Permanent
Record of property transferred from owner to owner, and lists of real property in the municipality. Not Confidential

I.06. Revaluations 6 years
Detail created by the process of re-valuing properties. Before these records can be destroyed, the summary information (new valuation and effective date) should be incorporated in the Assessor’s permanent records. Not Confidential

I.07.a Tax Abatement Records, Municipal – Application for Abatement 3 years
Applications for tax abatement filed with municipality. Not Confidential

I.07.b Tax Abatement Records, Municipal – Record of Abatements Granted/Refused Permanent
Record of abatements granted and refused by municipality. Not Confidential

I.08. Tax Exemption Records 6 years
This series is defined as any record that states the name of a person or business granted an exemption; the amount of that exemption, and the reason for granting it. It includes Applications for Homestead and Veterans’ Exemptions. Tax exemptions must be recorded in the Valuation Book in order for records described in this item to be destroyed. Not Confidential

I.09. Tax Maps Retain
Maps showing municipalities’ lot numbers, owners, etc. Not Confidential

I.10. Tree Growth Files 3 years after last parcel or portion of a parcel included in original filing is totally withdrawn from program
Program to provide tax incentive to owners of forested land to manage it per guidelines. Not Confidential

I.11. Valuation Records Permanent
Valuation book, valuation cards, or any method used to track properties for that purpose. It is not necessary to retain a separate valuation list permanently, although one may be created for convenient use. Not Confidential

DISPOSITION SCHEDULE J: REGISTER OF DEEDS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

J.01. Attachments Permanent
Attachments filed against property for repayment of debt. Not Confidential

J.02. Bankruptcies Permanent
Bankruptcy filings and related documents. Not Confidential

J.03. Deeds Permanent
Deeds to real property. Not Confidential

J.04. Discharges Permanent
Discharges of indebtedness. Not Confidential

J.05. Foreclosures Permanent
Foreclosures; i.e., seizing of property to satisfy debt. Not Confidential

J.06. Instruments Permanent
Legal documents not otherwise identified on this schedule, also filed with Register of Deeds. Not Confidential

J.07. Leins Permanent
Notice of debt filed to prevent sale of encumbered property. Not Confidential

J.08. Mortgages and Discharges Permanent
Document(s) recorded to provide legal evidence of a mortgage against real property, and document(s) confirming that a mortgage has been discharged, including supporting schedules, required legal forms, and correspondence for mortgages and mortgage discharges filed with Registry. Not Confidential

J.09. Plans Permanent
Blueprints, specifications, drawings, and related documents submitted for recording. Not Confidential

DISPOSITION SCHEDULE K: REGISTER OF PROBATE
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

K.01. Adoptions Permanent
Adoptions processed by Probate Court prior to 8/8/1953 are not confidential. Adoptions processed on or after that date are confidential. Confidential
Title 18-A §9-310

K.02. Application for Emergency Involuntary Admission to a Mental Hospital 1 year
The “blue” form used for this purpose. Confidential
Title 34-B §1207

K.03. Changes of Name Permanent
Changes of name requested from Probate Court. Not Confidential

K.04. Correspondence with Judge of Probate Concerning Marriage of Persons Under 16 Years of Age 2 years
Correspondence with Judge above marriages involving persons less than 16 years old. Not Confidential

K.05. Decedents’ Estates, Formal and Informal Permanent
Filing of estate papers with Register of Probate, including wills, inventories, etc. This does not include wills deposited for safekeeping only, since these are private property and not public records. Not Confidential

K.06. Docket Books Permanent
Dockets of all Probate Court cases. Not Confidential

K.07. Miscellaneous Petitions Permanent
Petitions for matters not covered by other series, such as authority to handle custody and control of remains. Not Confidential

K.08.a Notice of Publication - Affidavits Permanent
Documentation that notice was published when the law requires this. Not Confidential

K.08.b Notice of Publication – Newspaper Clippings 1 year
Clippings containing published notices. Not Confidential

K.09. Proceedings Under Rule 81 Permanent
Proceedings taken to District or Superior Court. Not Confidential

K.10a. Protective Proceedings, Emergency Child Protective Permanent
Cases in which Probate Court is petitioned to provide a guardian or conservator for an individual lacking capacity. Confidential
(1), (4)

K.10b. Protective Proceedings, Guardians and Conservators for Minor Children Permanent
Cases in which Probate Court is petitioned to provide a guardian or conservator for an individual lacking capacity. Not Confidential

K.10c. Protective Proceedings, Guardians and Conservators for Individuals for Adults Permanent
Cases in which Probate Court is petitioned to provide a guardian or conservator for an individual lacking capacity. Not Confidential

K.11. Recording Information Not Duplicated in Other Series Permanent
Books or film of incoming documents. Not Confidential

K.12. State of Maine Tax List Form No retention (obsolete)
List of heirs who may be liable for inheritance taxes. Not Confidential

K.13. Surrender and Release Filings Permanent
Filing in which a birth mother surrenders custody of her child to the Dept. of Human Services. Confidential only if related to an adoption filed on or after 8/8/1953. Confidential
Title 18-A §9-310

K.14. Trusts Permanent
Trusts filed with Probate Court. Not Confidential

K.15. Waiver of Waiting Period Between Filing of Marriage Intentions and Issuing of License - Obsolete 2 years
Waiver granted so a marriage can take place before the waiting period normally required has been completed. Not Confidential

DISPOSITION SCHEDULE L: SCHOOL RECORDS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Please note: This disposition schedule applies to all school records, not to the records of exceptional students only. Chapter 101: Maine Special Education Regulations sets additional requirements. The passage relating specifically to retention and destruction of records of exceptional students is quoted below for convenience purposes.

15.10 Destruction of Information

The School Administrative Unit shall inform parents when the S.A.U. has determined that education records are no longer needed to provide educational services to the student or to demonstrate that the S.A.U. has provided the student with a free appropriate public education as required by these rules. Such records must be destroyed at the request of the parents or may be turned over to parents upon their request. However, a permanent record of a student's name, address, phone number, grades, attendance record, classes attended, grade level completed, and year completed shall be maintained without time limitations.
NOTE: Education records pertaining to students with disabilities may be useful in the future to the student or their parents if application is made for federal benefits.

Series Series Title / Description and Confidentiality Status Retention

L.01.a Accident Reports – Faculty and Other Employees of School System Treat as transitory personnel records (see Disposition Schedule A)
Accident reports completed when faculty members or other employees are injured on school property. Confidential (4)

L.01.b Accident Reports – Students Treat as part of Health Record
Accident reports completed when students are injured on school property. Confidential (4)

L.01.c Accident Reports – Others Injured on School Property 6 years
Accident reports completed when anyone not a faculty member, other employee, or student is injured on school property. Confidential
(4)

L.02.a Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Nonrecord Retain current information only
Informational copies of records. Not Confidential

L.02.b Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Transitory Current year
Faculty committees, extracurricular activities, phone logs, duty rosters, etc. Not Confidential except as may be provided by 20-A MRSA 6101(2)

L.02.c Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Substantive Minimum of 6 years
Accreditation Committee, Teacher Support Team, etc.; files which document policy-making and policy-implementing activities. Not Confidential
except as may be provided by 20-A MRSA 6101(2)

L.02.d Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Policy (Primarily Principals and Superintendents) Permanent
Policies such as the following: governing student behavior; governing student safety and well-being; curriculum content, emphasis, or themes; extracurricular activities; other policies documenting school or district educational development. Not Confidential

L.02.e Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Historical Permanent
Materials documenting unique aspects or special traditions of the school or district. Not Confidential

L.03. Adult Education Grants Until closed plus 6 years
Grants received for use in adult education programs. Not Confidential

L.04. Adult Education Student Records (Active and Inactive) Permanent
Records of grades, courses taken, attendance, etc. for students participating in adult education programs. Confidential (3)

L.05. Annual Registration/Emergency Cards Current year
Cards completed each year to register students for school and to serve as a source of emergency contact information (i.e., who should be called if student becomes ill or is injured, or for any other reasons needs to be picked up during the course of the school day). Confidential (3)

L.06.a Athletic Program Records – Athletic Trainer/Sports Medicine File with student insurance forms
Sports program records related to use of trainers, and to sports medicine. Confidential (3)

L.06.b Athletic Program Records – Budget Detail 2 years
Fiscal records for athletic/sports programs. Not Confidential

L.06.c Athletic Program Records – Coaches Reports/Summary of Season Permanent
Reports of all games played and their outcomes. Not Confidential

L.06.d Athletic Program Records – Income From Games 4 years
Report of income earned from games. Not Confidential

L.06.e Athletic Program Records – Injury Reports File with health record when athletic program use has ended
Reports completed whenever a student is injured during participation in program. Confidential (3, 4)

L.06.f Athletic Program Records – Permission Slips 6 years
Slips signed by student’s parent or guardian giving permission for participation in any part of the program. Confidential (3)

L.06.g Athletic Program Records – Sports Participation Records File with permanent record when athletic program use has ended
All records not specified in L.06.a – L.06.f that document participation by students in the program. Confidential (3)

L.07. Attendance Cards Current year
Used to notify administration of student absences; information transferred to permanent record. Confidential (3)

L.08. Attendance Letters Current year
Sent by school office to parents whose students have accumulated excessive absences. Confidential (3)

L.09. Buildings and Grounds Records Life of facility (or as long as owned by School Dept.)
Records of maintenance and improvements made by staff employed for that purpose. Destroy records when facility no longer exists, or transfer records to new owner. Not Confidential

L.10. Bus Transportation Forms 2 years
Record of bus taken by each student for the year. Confidential (3)

L.11.a Chapter One Records – Analytical Information 2 years
Statistical (summary) information from Chapter One programs. Not Confidential

L.11.b Chapter One Records – Individual Student Records Permanent
Records of each student enrolled in a Chapter One program. Confidential (3)

L.12. Child Abuse Reports 10 years
Reports of suspected abuse that are required by law; retention period is the same as at Dept. of Human Services, where these reports are received and investigated. Confidential (3)

L.13. Children’s Medications and Behavioral Plans File with health record until 6 years after student reaches age 18
Medications and behavioral plans for students requiring such assistance. Confidential (3)

L.14. Class Standing Lists Permanent
Lists of students in order of class standing. Not Confidential

L.15.a Curriculum (Syllabi, Lesson Plans, etc.) – Routine Materials Used by Teachers Retain current information only
Routine curriculum materials used by teachers. Not Confidential

L.15.b Curriculum (Syllabi, Lesson Plans, etc.) – Innovative, New, Experimental Materials (Introductory Year Only) Permanent
The introductory year only for innovative, new, or experimental curriculum materials. Not Confidential

L.16. Discipline Records See: notes on students
Records of disciplinary contact between administrators and students. Confidential (3)

L.17. District Registration Cards (Tuition Students) Current year
Cards documenting enrollment in a school district by each student who comes into it on a tuition basis. Confidential (3)

L.18. Driver Education Records 2 years
Records generated by student participation in driver education programs. Confidential (3)

L.19. Excuse Notes (Late/Absent/Dismissed) Current year
Notes from parents or guardians explaining student lateness, absence, or need for dismissal during the school day. Confidential
(3)

L.20. Faculty Meetings/Department Head Meetings, Agendas and Minutes Current year
Minutes, agendas, etc. for faculty meetings and department head meetings. Not Confidential

L.21. Federal and State Grants Until closed plus 6 years
Federal and state grant case files. Not Confidential

L.22. Food Service Files 3 years
All records of school food service operations. Not Confidential

L.23. GED Student Records Permanent
Federal, state and privately funded grants sought and/or obtained by local government agencies: applications, reports, and supporting documentation. Confidential (3)

L.24. Health Records 6 years after student reaches age 18, or return to parent or student
Records of student illnesses, injuries, vaccinations, etc. Confidential (3), (4)

L.25. Home Instruction Records Permanent
Records of those students being home schooled, whether temporarily or on-going. Confidential (3)

L.26. Honor Rolls Permanent
Lists of students making the honor roll. Not Confidential

L.27. Individual Student (“Permanent”) Records Retain at school last attended
When a student transfers to a new school, the permanent record folder may be transferred or copies provided in lieu of transfer. These files normally include a student’s health record, attendance, classes taken, grades received. Confidential (3)

L.28. Insurance Correspondence 6 years
Correspondence with the school’s insurers. Not Confidential

L.29. Insurance Policies See A.39a. and A.39.b
Policies issued to the school department for coverage of various hazards. Not Confidential

L.30. Inventories Current year
Books, furniture, etc. Not Confidential

L.31. Kindergarten Screening 5 years
Records created as children are evaluated against set standards to determine their readiness for enrollment in kindergarten. Confidential
(3)

L.32. Legal Files Until issue is resolved plus 6 years
Records of all legal actions in which the school department has been involved. Not Confidential

L.33. Legislative Information 4 years
Records of all legislation, pending or passed, that may affect the school department. Not Confidential

L.34.a Library Records – Audio Tape Circulation Until item is returned
Circulation records for audio tapes (and other audio format library materials). Not confidential

L.34.b Library Records – Book Circulation Until item is returned
Circulation records for library books. Not confidential

L.34.c Library Records – Scrapbooks Permanent
Scrapbooks created by school library. Not Confidential

L.34.d Library Records – Videotape Circulation Until item is returned
Circulation records for videotapes (and other audiovisual format library materials, such as movies on CD or DVD). Not confidential

L.34.e Library Records – Yearbooks Permanent
Noncirculating record copy maintained by school (whether or not as part of its library collection). Not Confidential

L.35. Local Copies of Reports Filed With the Maine Dept. of Education 6 years
DOE reports filed – local copy. Not Confidential

L.36. Maintenance Records 3 years plus current
Records of the school’s maintenance department. Not Confidential

L.37. Migrant Records File in permanent record folder
Records documenting the part of the student population classified as “migrant” (i.e., children of migrant workers), including services provided to them. Confidential (3)

L.38.a Notes on Students – Disciplinary – Infrequent Contact Current year
Notes kept by faculty members or administration concerning disciplinary contact with students who require this only occasionally during the course of the school year. Confidential (3)

L.38.b Notes on Students – Disciplinary – Frequent Contact Retain until student graduates or leaves school
Notes kept by faculty members or administration concerning disciplinary contact with students who require this repeatedly during the course of the school year. Confidential (3)

L.38.c Notes on Students – Nondisciplinary Current year
Notes kept by faculty members or administration concerning contact with students that is not disciplinary in nature. Confidential (3)

L.39. Parents Night Files Current year
Records of attendance at parents’ night events, and of programs offered on those occasions. Not Confidential

L.40. Permission Slips 6 years
Permission slips signed by parents allowing their students to participate in school activities such as field trips, viewing of films, etc. Confidential (3)

L.41. Permanent Record Cards Permanent
Cards created for each student showing essential information such as name, gender, home address, etc. Confidential (3)

L.42. Permanent Record Folders Permanent
See: Individual student records. Confidential (3)

L.43. Program Files 3 years plus current
Subject files maintained by school officials on various programs, such as Adult Education, Industrial Arts; Business Education, etc. Not Confidential

L.44. Record of Records Released Permanent
Record (including date and recipient) of all records released by the school or school department. Confidential (3)

L.45. Registrations for Recreational Activities 6 years
Registrations for students also enrolled in recreational activities. Confidential (3)

L.46. Retention Lists Permanent
List of students retained instead of being promoted. Confidential (3)

L.47. Retention Review Committee Files Permanent
Files of review committee that determines whether or not a student should be retained instead of promoted. Confidential (3)

L.48. Schedule Cards 1 year plus current
Cards or computer files containing each student’s class schedule for the year. Confidential (3)

L.49. Scholarship Awards Current year
Record of scholarships awarded to students. Not Confidential

L.50.a School Board Minutes Permanent
All official school board meetings. Not Confidential

L.50.b School Board – Committee Minutes Permanent
Minutes of committees appointed by school board. Not Confidential

L.50.c School Board – Reports and Special Studies Commissioned by the Board, That Relate to Policy, Curriculum, Or Have a Major Impact on the Community Permanent
Reports and special studies commission by the school board if they relate to policy, curriculum, or have a major impact on the community of which the school is part. Not Confidential

L.50.d School Board – Accreditation Reports Permanent
Accreditation reports. Not Confidential

L.50.e School Board – Crisis Response Plans 5 years after each revision
Title 20-A §1001requires that each school board annually approve a plan developed by the school unit administration working with local public safety, mental health and law enforcement officials to deal with crises and potential crisis situations involving violent acts by or against students in each school in the school administrative unit. Not Confidential

L.51. School Construction Records Life of building (or until no longer owned by school dept.)
Plans and related documents that provide history of school construction projects. Destroy records when building no longer exists, or transfer records to new owner. Not Confidential

L.52. School Lunch Records
See Food Service Files.

L.53. School Registers (Attendance) Permanent
Attendance registers. Confidential (3)

L.54. School Trust Fund Records Permanent
Records of all trust funds supporting school. Not Confidential

L.55. Special Education Students Records Permanent
Records of students enrolled in or eligible for special education programs and services. Confidential (3)

L.56. Student Activity Accounts 3 years
Accounting records for funds collected to support student activities. Not Confidential

L.57. Student Assistance Team Records 6 years after student reaches age 18
Student Assistance Teams perform the same function for students that an Employee Assistance Program performs for adults; the teams work to locate the right help for public school students whose performance is being affected by nonacademic problems such as family alcoholism, etc. These records should not be made part of the Individual Student (“permanent”) Record, because in most cases the problem will have been dealt with and a record should not remain in the person’s permanent file. Confidential (3)

L.58. Student Contracts
Contracts between students and teachers or administrators for improvement of problem behaviors. See notes on students.

L.59. Student Insurance Records 6 years
Records generated by purchase of school-sponsored student insurance. Confidential (3)

L.60. Substitute Folders Current year
Folders containing lesson plans and resource materials for use by substitute teachers.
Not Confidential

L.61. Substitute Reports 1 year
Reports of school department’s employment of substitute teachers to cover teacher absences. Not Confidential

L.62. Teacher Registers Until State reports filed
List of faculty members and their assignments. Not Confidential

L.63. Transcripts, Graduate and Nongraduate Permanent
For each student who has attended the school, a summary of classes taken and grades received. Confidential (3)

L.64. Truancies 6 years
Record of students truant from school. Confidential (3)

L.65. Vocational Education Records Permanent
Records generated by vocational programs. Confidential (3)

L.66. Work Permits Retain until student is 18
Work permits on file for students less than 16 years old. Confidential (3)

DISPOSITION SCHEDULE M: JAIL RECORDS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

M.01. Administrative Lockups 10 years
Record of prisoners separated from the general population. Not Confidential

M.02.a Administrator’s Files – Copies and Informational Materials Until no longer needed
Jail administrator’s nonrecord materials, such as publications and duplicate copies of records officially maintained elsewhere. Not Confidential

M.02.b Administrator’s Files – All Other Records 6 years
Jail administrator’s files that are record materials – that is, documents created or received in the course of business. Not Confidential

M.03. Admission/Release Documents 2 years
Used to prepare monthly report to Dept. of Corrections. Not Confidential

M.04. Board of Prisoners 6 years
Bills and receipts. Not Confidential

M.05. Complaint Cards No retention
Obsolete. Not Confidential

M.06. Contingency Reports 2 years
Boarding of inmates for or at other jurisdictions. Not Confidential

M.07. Audit Reports 10 years
Report issued by auditor following each official audit. Not Confidential

M.08. Correspondence from Sheriff’s Office 2 years
Communications between jail and Sheriff’s Office. Not Confidential

M.09. Cutlery Reports 2 years
Before and after each meal, cutlery is counted to make sure none is missing. Not Confidential

M.10. Daily Classification Log 10 years
Record of how many prisoners in each classification are housed each day. Not Confidential

M.11. Disciplinary Hearings 6 years
Hearings conducted to determine whether or not discipline is required, and if so what it should be. Not Confidential

M.12. Fines No retention
Now handled by courts. Not Confidential

M.13. Inmate Accounts 6 years
Receipts and daily balance sheets for personal funds held on behalf of inmates. Not Confidential

M.14.a Inmate Case Files – Admission/Release Forms 10 years
Forms completed to document admission and release of inmate. Not Confidential

M.14.b Inmate Case Files – Appearance Bonds 10 years
Appearance bonds and other records used to establish date of release. Not Confidential

M.14.c Inmate Case Files – Booking Cards 10 years
Records made when an inmate is booked. Not Confidential

M.14.d Inmate Case Files – Civil Papers *
Record of noncriminal papers served on this prisoner. Not Confidential

M.14.e Inmate Case Files – Commitment Orders Permanent
Court order committing prisoner to custody of jail. Not Confidential

M.14.f Inmate Case Files – Disciplinary Hearing Records **
Case file copy of record of disciplinary hearing involving inmate. Not Confidential

M.14.g Inmate Case Files – District Attorney’s Computation of Time Served **
The record of time served for the prisoner, as computed by the District Attorney. Not Confidential

M.14.h Inmate Case Files – Fingerprint Cards Retain clearest prints only (note: this may mean retaining more than one card)**
Card containing prisoner’s fingerprints, created each time prisoner is processed.. Not Confidential

M.14.i Inmate Case Files – Inmate Memos 6 years
Incident file documenting all significant interactions of staff with prisoner. Not Confidential

M.14.j Inmate Case Files – Inmate Photographs Retain most recent photo only
Photographs taken at required points of incarceration. Not Confidential

M.14.k Inmate Case Files – Judgments and Other Records Used for Risk Classification 5 years or most recent incarceration
Those records that must be used to judge the level of risk posed by the prisoner. Not Confidential

M.14.l Inmate Case Files – Money Records *
Case file copy of records documenting prisoner’s personal funds. Not Confidential

M.14.m Inmate Case Files – Printouts From Jail Database 2 years
All printouts from the jail database concerning this inmate, including booking printouts. Not Confidential

M.14.n Inmate Case Files – Property Records *
Personal property of inmate and prison property issued to inmate. Not Confidential

M.14.o Inmate Case Files – Request/Grievance Forms 6 years
Used by inmate to make requests or file grievances. Not Confidential

M.14.p Inmate Case Files – Request for Visitors *
Inmate’s request to be visited by specific persons. Not Confidential

M.14.q Inmate Case Files – State Police Bureau of Identification Printouts No retention
Printouts concerning prisoner’s history obtained from SBI. Not Confidential

M.14.r Inmate Case Files – Trustee/Work Release Records 6 years
Inmate’s record of service as a trustee, or of being granted work release. Not Confidential

M.15. Inmate Cards Destroy when case file is destroyed
Index to case files. Not Confidential

M.16. Intake Logs 10 years
Record in log format of all admissions to the jail. Not Confidential

M.17. Judgments and Commitments 10 years
Administrator’s copies of the documents that authorize the jail to hold the prisoner. Not Confidential

M.18. Key Log 6 years
Record of keys issued and returned. Not Confidential

M.19. Laundry Checklist and Inventory 1 year
List of prisoner clothing going to laundry and being returned; inventory of all clothing items owned by a prisoner. Not Confidential

M.20. Medical Records 10 years
Prisoner medical records for use when treatment is needed while in custody. Confidential (4)

M.21. Menus No retention
Menus of jail’s food service unit. Not Confidential

M.22. Officer Memos (Incident) 6 years
Corrections officer notes concerning incidents that require documentation. Not Confidential

M.23. Program Files 2 years
Inmate attendance at jail programs. Not Confidential

M.24. Random Cell Search Logs 6 years
Logs kept of random cell searches and their findings. Not Confidential

M.25. Rules and Regulations (Policies and Procedures) Permanent
The policies and procedures under which the facility operates. (Required by Maine Jail Standards) Not Confidential

M.26. Shave/Shower Log 6 years
Record of when prisoners have shaved and showered. Not Confidential

M.27. Summonses 6 years
Legal demands for court appearances. Not Confidential

M.28. Visitor Sign-In Sheets 6 years
Sheets on which all visitors are required to sign in. Not Confidential

M.29. Work Schedules Current year
Work schedules for jail staff. Not Confidential

M.30. “TPA” 6 years
Accounting for inmate canteen funds, or similar mechanisms - money from candy machines, etc. used for such items as newspapers and recreational equipment. Not Confidential

*Retain for most recent incarceration only.
**Destroy after inmate reaches age 80 and State Police Bureau of Identification confirms no contact with Criminal Justice System in last 5 years.

DISPOSITION SCHEDULE N: TAX RECORDS, COUNTY AND MUNICIPAL
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

N.01. County Tax Reports Permanent
Annual reports incorporating audited county financial statements, provided to each municipality within that county’s borders. Not Confidential

N.02. Duplicate Copies of Tax Bills 6 years
Duplicate copies of tax bills sent to taxpayers. Not Confidential

N.03. Excise Taxes (Auto) 5 years
Automobile excise tax documentation. Not Confidential

N.04. Poll Tax Records - Obsolete No retention
Records of poll tax collected. Not Confidential

N.05. Tax Abatement Decrees Granted by Counties 6 years
Tax abatement decisions made by County Commissioners are records in the minutes of the Commissioners’ meetings, which are retained permanently. These are copies of the decrees given to the applicants. Not Confidential

N.06. Tax Anticipation Notes 6 years
Notes from local government agency borrowing funds in anticipation of tax collection revenues. Not Confidential

N.07. Tax Collector’s Settlement Permanent
Tax collector’s settlement of funds collected from taxpayers. Not Confidential

N.08. Tax Commitments Permanent
Tax collector’s commitment of revenues. Not Confidential

N.09. Tax Demand Notices 6 years
Demand that overdue taxes be paid. Not Confidential

N.10.a Tax Liens – Discharged 10 years
Tax liens that have been discharged after the taxpayer paid the bill. All tax lien discharges must be recorded at the appropriate Register of Deeds office. Not Confidential

N.10.b Tax Liens – Not Discharged Permanent
Tax liens still in effect because the bill has not been paid. Not Confidential

N.10.c Tax Liens – 30-Day Notices (Taxpayer Paid Bill Before Lien Applied) 6 years
Tax liens that were never applied because the taxpayer responded to the 30-day notice with payment. Not Confidential

N.11. Taxpayer Lists Until updated
Note: municipalities may keep taxpayer lists in many formats. This item applies to whichever format the municipality regards as the official, or “record,” copy. Not Confidential

DISPOSITION SCHEDULE O: VEHICLE REGISTRATIONS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

O.01. ATVs 3 years
Registrations for all terrain vehicles. Not Confidential

O.02. Automobiles 5 years
Registrations for automobiles, trucks, etc. Confidential
Federal Driver Privacy Protection Act (18 U.S.C. Chapter 123)

O.03. Boats 3 years
Registrations for boats. Not Confidentia

lO.04. Snowmobiles 3 years
Registrations for snowmobiles. Not Confidential

O.05. Trailers 5 years
Registrations for trailers. Confidential
Federal Driver Privacy Protection Act (18 U.S.C. Chapter 123)

DISPOSITION SCHEDULE P: VITAL RECORDS
(THIS SCHEDULE FOR USE BY MUNICIPAL CLERKS)
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

P.01. Births Permanent
Record of births taking place within the municipality. Not Confidential except in cases of illegitimacy

P.02. Burial Transit Permit Permanent
Permit to transport human remains. Not Confidential

P.03. Consent to Marriage Given by Parents, Legal Guardians, or Judges of Probate Permanent
Consent to marriage from legal authorities when one or both partners has not reached majority. Not Confidential

P.04. Correspondence with Judge of Probate Concerning Marriage of Persons Under 16 Years Of Age 2 years
Correspondence with judge of probate when one or both marriage partners is under 16 years of age. Not Confidential

P.05. Deaths Permanent
Record of deaths occurring within the municipality. Title 22 §2706 allows disclosure of date of death, name, age and location by city or town where death occurred. The rest of the death record is confidential.

P.06. Divorces - Obsolete May be destroyed immediately
Certified copies filed prior to 8/4/1949. Not Confidential

P.07. Marriage Certificates Permanent
Record of marriages taking place within municipality. Not Confidential

P.08. Marriage Intentions Permanent
Intentions filed by a person planning to marry. Not Confidential

P.09. Premarital Medical Examination Forms - Obsolete No retention period
Forms no longer required (blood tests) before a couple can marry. Confidential (4)

P.10. Waiver of Premarital Medical Examination - Obsolete No retention period
Waiver of required blood test (no longer required in any case). Confidential (4)

P.11. Waiver of Waiting Period Between Filing of Marriage Intentions and Issue of License 2 years
Waiver of required waiting period before couple can marry. Not Confidential

DISPOSITION SCHEDULE Q: PUBLIC WORKS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.

Series Series Title / Description and Confidentiality Status Retention

Q.01. Excavation Permits 3 years
Permit to dig within municipal limits. Not Confidential

Q.02. Field Books Permanent
Measurements and survey notes for highways, streets, bridges, and other construction projects. Not Confidential

Q.03. Landfill Monitoring Permanent
Testing (and requirements for it) for municipal landfill, groundwater, and surrounding soil. Not Confidential

Q.04. Street Files Permanent
Record of all changes taking place on each street within municipality. May include street description, deeds to land street occupies, street plans, letters of easement, drainage issues, letters from citizens such as requests to fix potholes, work done (maintenance as well as changes), right-of-way documents. Not Confidential

Q.05. Work Orders 3 years
Order for Public Works staff to perform jobs. Not Confidential

This page was last on August 31, 2005.

Chapter 10 Rules for Disposition of Local Government Records

PLEASE NOTE: THIS RULE WILL TAKE EFFECT ON OCTOBER 1, 2005. UNTIL THEN, PLEASE USE IT FOR INFORMATIONAL PURPOSES ONLY. For the current rule prior to 10/1/05, please follow this link: ftp://ftp.state.me.us/pub/sos/cec/rcn/apa/29/255/255c010.doc

If you need to search within this document, you can do so by simultaneously typing CTRL and F. That will open the “find” dialog box so you can type in a keyword. Questions? Call 287-5799 or 287-5798.

PLEASE NOTE: THIS RULE WILL TAKE EFFECT ON OCTOBER 1, 2005. UNTIL THEN, PLEASE USE IT FOR INFORMATIONAL PURPOSES ONLY. For the current rule prior to 10/1/05, please follow this link:
ftp://ftp.state.me.us/pub/sos/cec/rcn/apa/29/255/255c010.doc