Schedule No. 25 Environmental Records

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Issued: July 2012

Updated: January 18th, 2013

General Description: Records relating to compliance with environmental protection requirements.

No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and useable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.


Records pertaining to monitoring, inspections, investigations, surveys, screenings, testing, remediation and similar activities relating to land uses and activities that could potentially impact air/soil/ground water/surface water quality, water supply and the environment, such as feedlot operations, commercial and industrial contamination and pollution, gravel pit and mined land reclamation, oil and gas well drilling, sludge application by other jurisdictions, landfills of other jurisdictions, uranium mining, etc.

Retention: Permanent


  1. Disposal Manifests Retained by Hazardous Waste Generator
    Retention: Permanent

  2. Inspections
    Retention: 5 years from date of inspection

  3. Reports
    Reports, including CDPHE-EPA biennial report form 8700-13A for off-site shipments of hazardous wastes, and reports of on-site treatment, storage or disposal of hazardous wastes.
    Retention: 3 years from due date of report [40 CFR 262.40(b), CRS 25-5-510, 6 CCR 1007.3 Subpart D]

  4. Test Results and Waste Analyses
    Retention: 3 years from date waste was last sent to on-site or off-site treatment, storage and disposal [40 CFR 262.40(c), 6 CCR 1007.3 Subpart D]


Employers must have a MSDS on file for each hazardous chemical they receive and use and ensure copies are readily accessible to employees in their work area. Employer must keep records of chemicals used, where they were used and for how long. [General Reference: 29 CFR 1910.1200]

Retention: Until superseded or 2 years after chemical is disposed of or consumed, provided that employer retains some record of identity (chemical name if known)of substance or agent, where it was used, and when it was used, for at least 30 years [29 CFR 1910.1020(d)(ii)(B)]


S.A.R.A Title III (EPCRA) Tier II emergency and hazardous chemical inventory forms submitted annually, or within 90 days of exceeding the EPCRA threshold, to the Colorado Department of Public Health and Environment (CDPHE) and the local fire department by the Denver facilities that use or store chemicals requiring a material safety data sheet in volumes exceeding the threshold amount. This report serves as a record of chemicals used, where they were used and how long they were used. Note: S.A.R.A. refers to the Superfund Amendments Reauthorization Act.

Retention: 30 years [29CFR 1910.1020(d)(ii)(B)]


Records related to aboveground and underground storage of regulated substances such as gasoline, crude oil, fuel oil and diesel oil, including permits, applications, site information, emission inspections, monitoring, spills and cleanups, testing, upgrade installations, reports of financial condition required by CDPHE, proof of insurance coverage and financial responsibility, revocations, etc. [General Reference: 7 CCR 1101-14]

  1. Approved Permits and Supporting Documentation
    Retention: Permanent

  2. Denied Permits and Supporting Documentation
    Retention: 3 years after denial


Records related to the identification and designation of sites that may have toxic contamination. Retention: Permanent


  1. Administrative Records
    Records relating to the adoption impoundment, care and disposition of stray animals. Retention: 2 years

  2. Case Records
    1. Animal Case
      Records relating to subpoenas, citations, notices, letters, other court-issued instruments, forms, payments plans, hearing records, etc. Retention: 5 years from date of issuance

    2. Bite Case
      Retention: 5 years from date of issuance

    3. Euthanasia records
      Retention: Permanent

    4. Pit Bull Case
      Records including Pit Bull evaluation forms, hearing letter, renewal/permit, transport permit, warn owner notification, etc.
      Retention: 4 years

    5. Medical History records
      Records relating to animal medical history, statistics reports, surgical release, etc.
      Retention: Until case is resolved then evaluate for continuing value prior to destruction
  3. Officer Logs – Routine
    Records relating to call activity which include activity number, date and area, assigned officer, etc.
    Retention: 4 years

  4. Vector Control
    Records relating to bat baiting, chemical transfer form, kennels inspection, mice/rat baiting, mosquito larviciding report, mosquito larviciding sites, pesticide app report, pet grooming shop inspection, pet stores/retail inspection prairie dog colonies, prairie dog colonies.
    Retention: 4 years

  5. Owner Relinquishment Form
    Retention: 15 years

  6. Micro-chipping Paperwork
    Retention: 15 years

25.080* OFFICE OF THE MEDICALEXAMINER RECORDS [Ref#CRS 30-10-601 to 30-10-622]

Records relating to the reporting of deaths, autopsy request, mortuary release, coroner’s report, investigations’ supporting documentations, etc.

Retention: Permanent


Records relating to public health inspections, investigations, education and enforcement actions in regulated facilities including food service operations, child care facilities and residential health and housing complaints. Records include but not limited to citations, penalty assessment letters, enforcement notices, and variance letter or a petition to the Board of Environmental Health.

Retention: 4 years

Cross References

Chemical application records– 95.050*.A, Chemical Application Records Correspondence – Schedule 145, Correspondence Records

Hazardous materials exposure - 90.070*,Employee Records– Active and Terminated; 90.110.B*, Employee Medical Records in General

Policies and procedures – 40.220*, Policies and Procedures Documentation Reports – 40.290, Reports

Rules, regulations and standards – 40.310, Rules ,Regulations and Standards

S.A.R.A. Tier II Reports– Fire Department's Copy – 100.060*.B, S.A.R.A. Tier II Reports – Fire Department's Copies Water and sewage treatment – 60.090, Water and Sewer Treatment System Records