Local Records Commission Application No. 06:008 Illinois State Archives Page 1 of 20 Margaret Cross Norton Building Springfield, IL 62756

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1 Local Records Commission Application No. Illinois State Archives Page 1 of 20 Margaret Cross Norton Building Springfield, IL APPLICATION FOR AUTHORITY TO (217) DISPOSE OF LOCAL RECORDS COUNTY CITY ZIP LOCAL RECORDS COMMISSION APPROVAL DuPage Bensenville AGENCY Village of Bensenville ADDRESS #12 South Center Street John Curtin PHONE (630) CHAIRMAN I hereby request authority to dispose of local government records according to the schedule below. I certify that any microfilm copies will be made in accordance with standards of the Local Records Commission and will be adequate substitutes for the original records. David A. Joens DIRECTOR, STATE ARCHIVES Thomas M. Truty/Assistant Village Manager October 21, 2005 Signature of Agency Head Date January 4, 2006 Thomas M. Truty/Assistant Village Manager DATE RECORDS LISTED ON THIS APPLICATION MAY BE DISPOSED OF AFTER THEIR INDIVIDUAL RETENTION PERIOD IS COMPLETE AND: IF THEY ARE CORRECTLY LISTED ON A RECORDS DISPOSAL CERTIFICATE SUBMITTED TO AND APPROVED BY THE LOCAL RECORDS COMMISSION SIXTY (60) DAYS PRIOR TO DISPOSAL, PROVIDING ANY LOCAL, STATE, AND FEDERAL AUDIT REQUIREMENTS HAVE BEEN MET, AS LONG AS THEY ARE NOT NEEDED FOR ANY LITIGATION EITHER PENDING OR ANTICIPATED. THIS RECORDS RETENTION SCHEDULE DOES NOT RELIEVE LOCAL GOVERNMENTS OF RETENTION REQUIREMENTS MANDATED BY OTHER STATE AND FEDERAL STATUTES AND REGULATIONS. WHEN SUCH AN OBLIGATION DOES EXIST, THEN THE LONGER RETENTION PERIOD TAKES PRECEDENCE. DISPOSAL OF RECORDS AFTER MICROFILMING OR DIGITIZING MUST BE NOTED ON THE RECORDS DISPOSAL CERTIFICATE THIS APPLICATION AND ANY RELATED RECORDS DISPOSAL CERTIFICATES ARE TO BE RETAINED PERMANENTLY. This application supersedes #79:375, #84:232 & #97:187. RM/M RM-9.1

2 DISPOSE OF LOCAL RECORDS Page 2 of 20 DESCRIPTION OF S OR RECORDS SERIES CLERK & FINANCE 100. APPLICATIONS FOR AUTHORITY TO DISPOSE OF LOCAL RECORDS AND RECORDS DISPOSAL CERTIFICATES Dates: Retain permanently ADMINISTRATIVE CORRESPONDENCE FILES/INCLUDES Dates: May Cu. Ft. Annual Accumulation: ½ Cu. Ft. Alphabetical Retain for one (1) year, then dispose of records no longer possessing any further administrative, fiscal, legal, and/or historical value APPLICATIONS FOR EMPLOYMENT Dates: May Cu. Ft. Annual Accumulation: ½ Cu. Ft. Retain solicited applications and supporting documents for two (2) years from date of the application, then dispose Retain unsolicited applications and supporting documents for one (1) year from date of the application, then dispose

3 DISPOSE OF LOCAL RECORDS Page 3 of 20 DESCRIPTION OF S OR RECORDS SERIES 103. APPLICATIONS AND RECEIPTS FOR ANIMAL AND VEHICLE TAGS Dates: May ½ Cu. Ft. Annual Accumulation: 1 ½ Cu. Ft. & Numerical Retain for one (1) year following expiration of license, then dispose Retain receipts for two (2) years, then dispose 104. APPLICATIONS FOR RECREATIONAL PROGRAMS (FOR GOLF, HOCKEY, SOCCER, ETC.) Dates: Cu. Ft. Annual Accumulation: 2 Cu. Ft. Retain for three (3) years, then dispose 105. APPRAISALS (COPY) Dates: May Retain until administrative use is complete, then dispose 106. AUDITS (INCLUDES THE FIXED ASSETS REPORTS) Dates: Cu. Ft. Retain one copy of each audit report permanently. Retain duplicate audits for one (1) year, then dispose

4 DISPOSE OF LOCAL RECORDS Page 4 of 20 DESCRIPTION OF S OR RECORDS SERIES 107. BIDS, SPECIFICATIONS AND PROPOSALS Dates: May ½ Cu. Ft. Annual Accumulation: ½ Cu. Ft. Retain successful bids for ten (10) years after terms of the related contract are completed, then dispose Retain unsuccessful bids for three (3) years after rejection, then dispose Retain departmental copies until the bidding process is complete, then dispose 108. BUDGETS AND/OR BUDGET WORKSHEETS Dates: May ½ Cu. Ft. Retain budgets for seven (7) years, then dispose Retain budget worksheets for two (2) years following approval of budget, then dispose Copies: retain until usefulness of record is complete, then dispose 109. CANCELLED BONDS AND COUPONS Dates: May Retain for two (2) years after cancellation or due date, then dispose

5 DISPOSE OF LOCAL RECORDS Page 5 of 20 DESCRIPTION OF S OR RECORDS SERIES 110. CANCELLED CHECKS, BANK STATEMENTS AND DEPOSIT SLIPS Dates: May Cu. Ft. Annual Accumulation: 1 Cu. Ft. Retain for seven (7) years, then dispose 111. CASH RECEIPTS AND SUMMARIES Dates: May Cu. Ft. Annual Accumulation: 3 Cu. Ft. Retain for two (2) years, then dispose 112. CERTIFICATES OF PUBLICATION, NEWSPAPER CLIPPINGS, NOTICES OF HEARINGS, ETC. Dates: May Retain for one (1) year, then dispose 113. CERTIFICATES OF STATUS OF EXEMPT PROPERTIES Dates: May Retain for two (2) years, then dispose

6 DISPOSE OF LOCAL RECORDS Page 6 of 20 DESCRIPTION OF S OR RECORDS SERIES 114. CIRCUIT CLERK TRANSMITTALS Dates: May Retain for three (3) years, then dispose 115. CONTRACTORS STATEMENTS, CERTIFICATES FOR PAYMENTS AND WAIVERS OF LIENS Dates: May Waivers: Retain for one (1) year following settlement of claims, then dispose Retain construction plans, drawings, and specifications permanently. Retain other records for ten (10) years following completion of project, then dispose 116. EMPLOYEES EARNINGS RECORDS, INDIVIDUAL WORK AND SALARY HISTORIES Dates: Cu. Ft. Retain individual work and salary history records for sixty (60) years or until terminated employee s 78th birthday, whichever occurs first, then dispose If employee has not retired by age 78, retain individual work and salary history records for ten (10) years after termination of employment, then dispose

7 DISPOSE OF LOCAL RECORDS Page 7 of 20 DESCRIPTION OF S OR RECORDS SERIES 117. FEDERAL CENSUS RECORDS Dates: May Retain for ten (10) years, then dispose 118. GARAGE SALE APPLICATIONS (INCLUDES PERMITS) Dates: May Retain for one (1) year following expiration of permit, then dispose 119. GRANT RECORDS Dates: & Alphabetical Retain grant records for three (3) years following completion of the terms of the grant, then dispose 120. INDUSTRIAL DEVELOPMENT BOND TRANSCRIPTS Dates: ( ) Annual Accumulation: None Retain permanently.

8 DISPOSE OF LOCAL RECORDS Page 8 of 20 DESCRIPTION OF S OR RECORDS SERIES 121. INSURANCE RECORDS Dates: May Retain for three (3) years after expiration of policy, then dispose 122. INVESTMENT RECORDS Dates: May ½ Cu. Ft. Retain certificates of deposit, securities, and treasury notes for seven (7) years after date of maturity, then dispose Retain other records within this series for seven (7) years, then dispose 123. INVOICES, VOUCHERS AND PAID BILLS (INCLUDES CHECK COPIES) (ALSO ELECTRONIC SINCE MAY-2004) Dates: May Cu. Ft. Annual Accumulation: 16 Cu. Ft. Retain for seven (7) years, then dispose 124. JOURNAL ENTRY SLIPS Dates: May Cu. Ft. Annual Accumulation: 1 ½ Cu. Ft. Retain for two (2) years, then dispose

9 DISPOSE OF LOCAL RECORDS Page 9 of 20 DESCRIPTION OF S OR RECORDS SERIES 125. LEDGERS AND JOURNALS (ALL TYPES AND AREAS) (ALSO ELECTRONIC SINCE MAY-1996) Dates: May Cu. Ft. Annual Accumulation: 1 ½ Cu. Ft. Retain for seven (7) years, then dispose 126. LIQUOR LICENSE APPLICATIONS AND RECEIPTS Dates: May ½ Cu. Ft. Retain for one (1) year following expiration, then dispose 127. MAPS, PLATS, BLUEPRINTS AND DRAWINGS Dates: Cu. Ft. Retain permanently MINUTES AND AGENDAS (OF BOARDS, GROUPS, COMMITTEES, ETC.) Dates: Cu. Ft. Retain originals permanently. Retain duplicates for one (1) year, then dispose

10 DISPOSE OF LOCAL RECORDS Page 10 of 20 DESCRIPTION OF S OR RECORDS SERIES 129. MONTHLY AND YEAR-TO-DATE REPORTS (THESE MONTHLY AND ANNUAL REPORTS ARE FOR: LISTS OF PAYABLE BILLS, TREASURER, REVENUE, APPROVED WARRANTS, MANAGEMENT, EDITS AND BALANCES, ETC.) Dates: Cu. Ft. Annual Accumulation: ½ Cu. Ft. Retain monthly reports for two (2) years, then dispose Retain annual reports for seven (7) years, then dispose 130. MFT ALLOTMENT NOTICES Dates: May Retain for two (2) years, then dispose 131. MOTOR FUEL TAX RECORDS Dates: May Cu. Ft. Retain construction records for ten (10) years following completion of terms of the contract, then dispose Retain plans and specifications permanently. Retain other records contained in this record series for seven (7) years, then dispose

11 DISPOSE OF LOCAL RECORDS Page 11 of 20 DESCRIPTION OF S OR RECORDS SERIES 132. MUNICIPAL RETAILERS USE AND SERVICE/OCCUPATION TAX COLLECTED Dates: May Retain for seven (7) years, then dispose 133. ORDINANCES (INCLUDES ANNEXATION RECORDS) Dates: Cu. Ft. Annual Accumulation: ½ Cu. Ft. Retain ordinances permanently. Retain resolutions for sixty (60) days, then dispose of provided they are recorded in the minutes PAYROLL REPORTS AND WORKSHEETS (THIS RECORD SERIES CONSISTS OF: TIME SHEETS, EDITS, WORK SHEETS, BI-WEEKLY REPORTS, ETC.) Dates: May Cu. Ft. Annual Accumulation: 5 Cu. Ft. Retain for two (2) years, then dispose

12 DISPOSE OF LOCAL RECORDS Page 12 of 20 DESCRIPTION OF S OR RECORDS SERIES 135. PERSONNEL FILES Dates: May Cu. Ft. Annual Accumulation: 2 Cu. Ft. Alphabetical Retain individual work and salary history records for sixty (60) years or until terminated employee s 78th birthday, whichever occurs first, then dispose If employee has not retired by age 78, retain individual work and salary history records for ten (10) years after termination of employment, then dispose Retain all other records within this record series for five (5) years after termination of employment, then dispose 136. PETITIONS Dates: May Retain for one (1) year, then dispose of except for those relating to annexations, land dedications, street and alley vacations, which must be retained permanently RAFFLE AND BLOCK PARTY PERMITS Dates: May Retain for one (1) year after expiration, then dispose

13 DISPOSE OF LOCAL RECORDS Page 13 of 20 DESCRIPTION OF S OR RECORDS SERIES 138. RECEIPTS FOR BUSINESS LICENSES, VENDING LICENSES, ETC. Dates: May Cu. Ft. Annual Accumulation: 2 Cu. Ft. Retain for two (2) years, then dispose 139. RESOLUTIONS (INCLUDES CONTRACTS) Dates: Cu. Ft. Annual Accumulation: 1 Cu. Ft. Retain for sixty (60) days if incorporated in the minute books, then dispose Retain duplicates for sixty (60) days, then dispose 140. STATEMENTS OF CANDIDACY AND ELECTION PETITIONS Dates: May Retain for one (1) year, then dispose 141. STATEMENT OF ECONOMIC INTEREST LISTS Dates: May Annual Accumulation: NA Retain until superseded, then dispose

14 DISPOSE OF LOCAL RECORDS Page 14 of 20 DESCRIPTION OF S OR RECORDS SERIES 142. SURETY BONDS Dates: May Retain for three (3) years after expiration, then dispose 143. VEHICLE RECORDS Dates: Retain until sold, then dispose 144. VILLAGE OWNED PROPERTY FILES (DEEDS, TITLES, ETC.) Dates: Retain permanently or until property is sold VILLAGE VEHICLE LISTS (ELECTRONIC ALSO SINCE MAY-2004) Dates: May Cu. Ft. Alphabetical Retain until superseded by a new list, then dispose

15 DISPOSE OF LOCAL RECORDS Page 15 of 20 DESCRIPTION OF S OR RECORDS SERIES 146. WATER AND SEWER BILLING STUBS, ADJUSTMENTS, CUSTOMER READS, FINAL READS, ETC. Dates: May Cu. Ft. Retain for two (2) years, then dispose 147. WATER AND SEWER RECORDS (THESE RECORDS ARE FOR: SHUT OFFS, BILLING REQUESTS, CUSTOMER FILE UPDATES, DAILY CASH PROOFS, DELETION LISTINGS, APPLIED CASH, ETC.) Dates: May Cu. Ft. Annual Accumulation: 1 Cu. Ft. Retain for two (2) years, then dispose

16 DISPOSE OF LOCAL RECORDS Page 16 of 20 DESCRIPTION OF S OR RECORDS SERIES COMMUNITY DEVELOPMENT 200. ADMINISTRATIVE CORRESPONDENCE FILES Dates: Cu. Ft. Alphabetical Retain for one (1) year, then dispose of records no longer possessing any further administrative, fiscal, legal, and/or historical value BUILDING PERMIT FILES (THIS RECORD SERIES CONSISTS OF: PLANS, INSPECTION SHEETS, CORRESPONDENCE, PERMIT APPLICATIONS, ETC.) Dates: Cu. Ft. Annual Accumulation: 10 Cu. Ft. Numerical Retain for five (5) years after expiration of permit, then dispose Retain drawings and plans of village owned property for the life of the structure, then dispose

17 DISPOSE OF LOCAL RECORDS Page 17 of 20 DESCRIPTION OF S OR RECORDS SERIES 202. CASE FILES (Z.B.A., PLAN COMMISSION, SUBDIVISIONS, COMMUNITY DEVELOPMENT ETC.) Dates: Cu. Ft. Annual Accumulation: 1 ½ Cu. Ft. Numerical Z.B.A.-Approved: Retain permanently. Denied: Retain for one (1) year after denial, then dispose Subdivision and P.U.D. s: Retain permanently. Community Development: Retain for one (1) year, then dispose Community Development: Retain for ten (10) years after completion of project, then dispose 203. ELECTRICIANS AND PLUMBERS BONDS AND LICENSES Dates: May Cu. Ft. Alphabetical Retain for three (3) years after expiration or cancellation, then dispose 204. ENGINEERING FILES (THIS RECORD SERIES CONSISTS OF: CORRESPONDENCE, LEGAL NOTICES, PLANS, PAY REQUESTS, ETC.) Dates: Cu. Ft. Annual Accumulation: 3 Cu. Ft. Alphabetical Retain construction plans, drawings, and specifications permanently. Retain other records for ten (10) years following completion of project, then dispose

18 DISPOSE OF LOCAL RECORDS Page 18 of 20 DESCRIPTION OF S OR RECORDS SERIES 205. GRANT RECORDS Dates: Cu. Ft. Retain grant records for three (3) years following completion of the terms of the grant, then dispose 206. MAPS, PLATS AND BLUEPRINTS Dates: Cu. Ft. Annual Accumulation: ½ Cu. Ft. & Numerical Retain permanently MINUTES (OF THE Z.B.A. AND PLANNING COMMISSIONS) Dates: ½ Cu. Ft. Retain originals permanently. Retain duplicates for one (1) year, then dispose 208. MONTHLY AND YEAR-TO-DATE REPORTS (ALL TYPES) Dates: ½ Cu. Ft. Retain monthly reports for two (2) years, then dispose Retain annual reports for seven (7) years, then dispose

19 DISPOSE OF LOCAL RECORDS Page 19 of 20 DESCRIPTION OF S OR RECORDS SERIES 209. PROPERTY MAINTENANCE FILES (FOR PROPERTY THAT IS NOT OWNED BY THE VILLAGE) (THIS RECORD SERIES CONSISTS OF: VIOLATION NOTICES, SERVICE REQUESTS FORMS, CORRESPONDENCE, PROPERTY MAINTENANCE FORMS, FINDING OF FACT REPORTS, ETC.) Dates: Cu. Ft. Annual Accumulation: 1 ½ Cu. Ft. Alphabetical Retain for two (2) years, then dispose 210. PURCHASE ORDERS AND REQUISITIONS (COPIES) Dates: Cu. Ft. Annual Accumulation: 1 Cu. Ft. & Numerical Retain for one (1) year, then dispose 211. STOP WORK ORDER LISTS (PERMITS ISSUED, DATE, ADDRESS, OFFICER, ETC.) Dates: Retain for three (3) years, then dispose 212. TELEPHONE MESSAGE BOOKS Dates: Retain for two (2) years, then dispose

20 DISPOSE OF LOCAL RECORDS Page 20 of 20 DESCRIPTION OF S OR RECORDS SERIES 213. WORK & VACATION SCHEDULES Dates: Retain for two (2) years, then dispose

STATE OF ILLINOIS STATE RECORDS COMMISSION

TO DISPOSE OF STATE RECORDS Page 1 of 112 STATE RECORDS UNIT ILLINOIS STATE ARCHIVES SPRINGFIELD, IL 62756 (217)782-2647 STATE OF ILLINOIS STATE RECORDS COMMISSION AGENCY DIVISION Southern Illinois University