Schedule No. 50 Historic Preservation Records
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Issued: July 2012
General Description: Records that have historical importance as documentation and evidence of the origins and evolution of Denver and its community and records that have value beyond their original reasons for creation.
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.
50.10 ARCHAEOLOGICAL AND HISTORICAL SITE RECORDS
Records relating to archaeological and historical sites.
Retention: Permanent [Important Note: It is recommended that the "record" copy of historical records be retained in paper format.]
50.11* BETTER DENVER BOND PROGRAM RECORDS
Records relating from 2007 when Denver’s citizens passed the ballot initiatives that established the Better Denver Bond Program, bond financing and to the completion of all related projects.
- PROGRAM RECORDS
Records relating to the program initiatives, establishment of the Infrastructure Task Force, task force’s studies, recommendations and reports. Include also documentations from the General Obligation Bonds, bond proposals, ballot initiatives, program goals and priorities, quarterly reports, public events and meetings records, news and media, website maintenance, etc.
Retention: Permanent
- PROJECT FILES
Records of bond projects to improve, preserve, and renovate Records of bond projects to improve, preserve, and renovate: 1) Public Office Facilities, 2) Deferred Maintenance of Cultural Facilities, 3) Health and Human Services Facilities, 4) Parks System Facilities, 5) Public Safety Facilities, 6) Streets and Transportation and Public Works Facilities, 7) Libraries, and 8) New Construction of Cultural Facilities. Projects records relating to the design, engineering, construction, major repair, renovation or demolition of structures, buildings, facilities, streets and roadways and communication structures and other infrastructure. Project files may include a collection of documentation such as final project reports, specifications and contract documents, certificates of insurance, project-related permits and licenses issued by other entities, notices to proceed and of final settlement, project pay estimates, change orders, project maps, progress reports, and general documentation.
Retention: Permanent
50.020 COMMUNITY AND DENVER HISTORIES
Narrative histories of Denver and its community prepared for reference and informational purposes.
Retention: Permanent [Important Note: It is recommended that the "record" copy of historical records be retained in paper format.]
50.030 COMMUNITY RECORDS
Significant historical records(often fragmentary) of early community groups, businesses and prominent individuals.
Retention: Permanent [Important Note: It is recommended that the "record" copy of historical records be retained in paper format.]
50.040* LANDMARK AND HISTORICDESIGNATION
Records relating to Denver, state or federal historic designations for buildings, structures or districts and preservation of historic structures. Includes records relating to approved state tax credits for historic properties, historical structure or district surveys, historical designation applications whether approved or not approved, historic designation research files, drawings, etc. [NOTE: The records, stored on-site at CPD for 3 years, will be transferred to the Denver Public Library Western History for permanent retention.]
Retention: Permanent
50.50 *NEWSPAPERS AND NEWS CLIPPINGS– DENVER
Newspapers or news clippings that have been preserved for reference or informational purposes.
Retention: Permanent for photographs, records, and other non-textual media with historical value. Other non-record photographs and other non-textual media should be retained for so long as needed and treated as Administrative Value.
50.51 *PLANNING,DESIGN AND CONSTRUCTION PROJECT FILES [This record belongs to the Planning, Design and Construction Division at the Denver Parks and Recreations Department]
Records of capital projects of planning and improvements to new and existing parks and recreations centers, professional services relating to capital improvements and projects relating to the design, engineering, construction, major repair, renovation of parks and recreations centers. Project files may include documentation such as final project reports, specifications, plans and contract documents, certificates of insurance, project-related permits and licenses issued by other entities, notices to proceed and of final settlement, project pay estimates, change orders and general documentation and critical communications correspondence. See below note.
Note: Denver Parks& Recreations and Denver Public Library Western History are the joint records custodian on these types of records.
Retention: Permanent PHOTOGRAPHIC RECORDS WITH HISTORICAL VALUE
Photographs, negatives, prints, digital images, slides, archival slide shows with sound tracks, videos and motion pictures of historical interest.
Retention: Permanent [Important Note: It is recommended that the "record" copy of historical records be retained in the original format.]
50.60* PUBLIC ART COMMITTEE FILES
Records relating to the establishing, on-going and decision-making of the Public Art Committee, including agendas, minutes, commission notes, etc.
Retention: Permanent
50.61* PUBLIC ART PROJECT FILES
Records relating to public art project information, history, budget and financials. Including project selection panel information, notes on selection process, contract with artist(s), selected and not selected presentations/proposals, engineering documentation, timelines/schedules, essential communications with artists on legal, budget, maintenance or engineering matters, dedication information, photo documentation, press and media, etc.
Retention: Permanent
50.070 RECORDS OLDER THAN 1900
The Denver (or other) records of any type dated prior to 1900 that may have historical or archival value.
Retention: Permanent if determined to have historical or archival value [Important Note: It is recommended that the "record" copy of historical records be retained in paper format.]
50.080 SCRAPBOOKS
Collections of photographs, newspaper clippings and other items pertaining to Denver in a scrapbook or album.
Retention: Permanent [Important Note: It is recommended that the "record" copy of historical records be retained in paper format.]
Cross References
Agreements and contracts – 40.030*, Agreements and Contracts Correspondence – Schedule 145 Correspondence Records
Policies and procedures – 40.220*, Policies and Procedures Documentation
Reports – 40.290, Reports Rules, regulations and standards – 40.310, Rules, Regulations and Standards