Municipal Records Retention Schedule - Records in Common/Buildings and Equipment

MUNICIPAL RECORDS

RETENTION SCHEDULE

Quick Guide

Updates and new schedules exported from the

Massachusetts Records Retention Schedule Database

on September 1, 2022

Table of Contents

Records in Common

Buildings and Equipment .......................................................................................................................... 1

Contracts ................................................................................................................................................... 3

Correspondence........................................................................................................................................ 4

Fiscal and Purchasing ................................................................................................................................ 5

General Administrative Schedules ............................................................................................................ 8

Grants ................................................................................................................................................... 11

Historically Significant Records............................................................................................................... 13

Information Technology........................................................................................................................... 14

Legal......................................................................................................................................................... 16

Licensing and Permits ............................................................................................................................. 18

Open Meeting Law................................................................................................................................. 21

Other Schedules..................................................................................................................................... 23

Personnel ................................................................................................................................................ 24

Receipts and Receipt Books ................................................................................................................... 30

Warrants ................................................................................................................................................. 31

Agency Specific Schedules

Accountant or Auditor ............................................................................................................................ 32

Board of Appeals..................................................................................................................................... 35

Board of Assessors .................................................................................................................................. 37

Board of Health ....................................................................................................................................... 43

Building Inspector ................................................................................................................................... 49

City and Town Clerks............................................................................................................................... 52

Collector.................................................................................................................................................. 63

Conservation Commission ...................................................................................................................... 67

Council on Aging...................................................................................................................................... 69

Department of Public Works................................................................................................................... 71

Fire Department and Fire District ........................................................................................................... 75

Historical Commission and Historic District Commissions...................................................................... 80

Licensing Board ....................................................................................................................................... 82

Parks and Recreation.............................................................................................................................. 85

Planning Board ........................................................................................................................................ 86

Police Department .................................................................................................................................. 88

Public Library........................................................................................................................................... 94

Public Utilities.......................................................................................................................................... 95

Purchasing............................................................................................................................................... 96

Retirement Board.................................................................................................................................... 97

School Department ............................................................................................................................... 103

Sealers of Weights and Measures......................................................................................................... 108

Select Boards......................................................................................................................................... 110

Shellfish Constable ................................................................................................................................ 115

Treasurer............................................................................................................................................... 116

Veterans’ Service Agent ........................................................................................................................ 121

09/01/2022

Municipal Records Retention Schedule

Records in Common/Buildings and Equipment

Schedule Number and Title Total Retention Schedule Description

01.004 Administration, Building Plans

Permanent.

01.025 Equipment Inventory

Retain until superseded by next inventory.

01.026 Equipment Inventory Form

Retain until superseded.

01.027 Equipment Loan Report

Retain until return of equipment.

01.028 Equipment Maintenance and Repair Records

Retain 1 year after disposal of equipment.

01.029 Equipment Warranties

Retain 1 year after disposal of equipment.

01.141 Plans

See sub-schedules for specific retention periods.

01.141 (a) Design Feasibility and Review Administration files

Retain 3 years from date proposals are due, then destroy.

Documents research into proposed projects: includes correspondence, memoranda, contracts,

financial documentation and application for reimbursement form state or Federal agencies.

01.141 (b) Design Feasibility, Program, and Review Studies

Retain permanently.

Final report of feasibility investigation, architectural building program, land acquisition, or

building conditions.

01.141 (c) Design Phase Drawings

Retain until superseded or obsolete, then destroy. Permission from Supervisor of Public

Records is not required for destruction.

Documents development of design of new building or renovations of existing structure.

01.141 (d) Design Proposals

Retain 3 years after due date for proposals, then destroy.

Documents application of non-selected architects to design projects; includes credentials,

financial data regarding firm, summary of comparable work performed, and in-house forms.

Page 1

09/01/2022

Municipal Records Retention Schedule

Records in Common/Buildings and Equipment

Schedule Number and Title Total Retention Schedule Description

01.141 (e) Designer Selection Case files

Retain 20 years, then destroy.

Documents selection of architect or engineer for municipal projects: includes submissions,

rating sheets, internal memoranda.

01.141 (f) Prequalifications

Retain 3 years after date prequalifications are due, then destroy.

Documents qualifications of designers, contractors, or sub-contractors prior to bidding process.

01.142 Project Management Case files

See sub-schedules for specific retention periods.

01.142 (a) Alteration and Repair Case files

Retain 7 years after completion of project, then destroy.

Documents response to requests for small-scale, routine, or emergency repairs to Municipal

owned structures.

01.142 (b) Preventive Maintenance Case files

Retain 2 years after completion of project, then destroy.

01.142 (d) Renovations and System Upgrades - Final Project records

Retain permanently.

Includes: building program books or memoranda, structural or soil studies, engineering and

boring reports, minutes, daily construction reports, certificate of final completion or

occupancy, and contractor evaluation form.

01.142 (c) Renovations and System Upgrades - Hazmat-related

Retain 30 years after expiration of last pertinent contract, then destroy.

Includes: memoranda, reports, manifests, relating asbestos abatement, hazardous materials

removal, or site remediation.

01.142 (e) Renovations and System Upgrades - Working files

Retain 20 years after expiration of last pertinent contract, then destroy.

Includes: designer selection and design development memoranda and reports, winning design

proposal, bid and sub-bid review memoranda, scope of work, work schedules, correspondence

and financial files, incident and dispute resolution documentation, punchlists, warrantees,

maintenance manuals, submittals, shops drawings, and photographs.

Page 2

09/01/2022

Municipal Records Retention Schedule

Records in Common/Contracts

Schedule Number and Title Total Retention Schedule Description

01.010 Bids for Contracts (a) Where no contract is awarded

Retain 3 years from date of opening.

01.011 Bids for Contracts (b) Where contract is awarded

Retain with Contract Files.

01.017

Contract Files – (a) where no debt is issued to pay the contract.

Retain until completion of audit of final year of contract and change order payments.

Includes documentation of award and performance of contract, original contract, change orders, all

related purchase orders, invoices and schedules of bills payable.

01.018

Contract Files – (b) where debt is issued to pay the contract.

Retain until completion of audit following year of final payment of all debt related to the project.

Includes documentation of award and performance of contract, original contract, change orders, all

related purchase orders, invoices and schedules of bills payable.

Page 3

09/01/2022

Municipal Records Retention Schedule

Records in Common/Correspondence

Schedule Number and Title Total Retention Schedule Description

01.019

Correspondence (a) Administrative Convenience

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

Duplicates of correspondence maintained for the convenience of governmental employees in

carrying out their duties. Records in this series are not the official file or record copy. Do not apply

this series if records fall under a more appropriate record series.

01.020

Correspondence (b) General Administrative

Retain 3 years.

General correspondence associated with administrative practices but does not create policy or

procedure.

01.021

Correspondence (c) Policy Development

Retain 5 years.

Correspondence documenting policy development, sent or received by individuals who exercise

decision-making authority on policy matters.

01.022

Correspondence (d) Transitory Messages

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

Includes messages created primarily to communicate information of short-term value. Examples:

messages reminding employees about scheduled meetings or appointments; telephone messages;

announcements of office events such as holiday parties or group lunches; and recipient copies of

announcements of agency-sponsored events such as exhibits, lectures, workshops, etc. Transitory

messages are not intended to formalize or perpetuate knowledge and do not set policy, establish

guidelines or procedures, certify a transaction, or become a receipt.

Page 4

09/01/2022

Municipal Records Retention Schedule

Records in Common/Finance and Purchasing

Schedule Number and Title Total Retention Schedule Description

01.002 Accounts Payable

Retain until completion of satisfactory audit.

01.003 Accounts Receivable

Retain until completion of satisfactory audit.

01.008 Audit Report

Retain 10 years.

01.143

Auditing - Support Documents

Retain 7 years after the final report is issued, then destroy.

Audits of municipal finances are conducted annually by an independent certified public accounting

firm. These files may include work papers, schedules, reconciliations, etc.

01.009 Bank Statements

Retain until completion of satisfactory audit.

01.012 Bills Outstanding, Statement of

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

01.144

Budget - Final record copy

Retain one official copy of the finalized budget permanently.

This record documents the amount of money along with any amendments that is appropriated for

each account or line item for the current and previous fiscal years for the entire municipality.

Additional copies may be destroyed when no longer administratively needed.

01.013 Budget Estimates

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

01.145 Budget requests from departments

Retain for three years after the record is superseded, then destroy.

Departmental copies of budget requests.

01.146

Budget summary and balance sheets

Retain while needed to verify the status of financial accounts. After have been verified, retain

records for three additional years, then destroy.

Records documenting the status of budgetary activities on each account. They identify the account

balances per month and year to date, activity within the month on each account, etc. Duplicate

copies may be destroyed when no longer administratively needed.

01.014 Cash Books

Permanent.

Page 5

09/01/2022

Municipal Records Retention Schedule

Records in Common/Finance and Purchasing

Schedule Number and Title Total Retention Schedule Description

01.015 Check Registers

Retain 7 years, or until completion of satisfactory audit.

01.016 Checks, cancelled

Retain 7 years, provided a satisfactory audit has been completed.

01.024 Deposits to Treasurer

Retain until completion of satisfactory audit.

01.030 Expenditures (estimated)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

01.034 Invoices and Vouchers

Retain until completion of satisfactory audit unless related to Contract Files.

01.147

Municipal audit supporting documentation

Retain 7 years after final report and then destroy.

Audits of Municipal finances are generally conducted annually by an independent certified public

accounting firm. Supporting documentation may include, but is not limited to, working papers,

schedules, and reconciliations.

01.082 Payment to Treasurer, Schedule of (copy)

Retain until completion of satisfactory audit.

01.120 Prison-made Goods, List of

Retain until superseded by receipt of new list.

01.121 Prison-made Goods, Requisition for

Retain until completion of satisfactory audit.

01.123 Purchase Orders

Retain until completion of satisfactory audit unless related to Contract Files.

01.124 Purchase Requisitions

Retain until completion of satisfactory audit unless related to Contract Files.

01.131 Reserve Fund Transfer (RFT) Request

Retain 1 year, provided satisfactory audit has been completed.

01.133 Schedule of Departmental Payments to Treasurer

Retain until completion of satisfactory audit.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/Finance and Purchasing

Schedule Number and Title Total Retention Schedule Description

01.134 Transfer of Funds

Retain until completion of satisfactory audit.

01.136 Vendor List

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

01.137 Vouchers – as approved by department head

Retain until completion of satisfactory audit unless related to Contract Files.

01.141 Work Sheets

Retain until completion of satisfactory audit.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/General Administrative Schedules

Schedule Number and Title Total Retention Schedule Description

01.148

Bids documents - Services and supplies

Retain 3 years from date bidding period closes.

Includes Requests for Proposals

01.149

Damaged or contaminated records

Damaged materials: Contact the Archives for an assessment of damages, possible recourse, and

remedies to prevent future occurrence report. If destruction is recommended: Retain Archives

recommendation report, destruction certification and audit documentation, and inventory listings

for 10 years.

Consists of files that were damaged to the point where they cannot be salvaged or may not be

worth salvaging. Includes the damaged materials, files inventories, assessments, and related

correspondence.

01.150

Directives - Originator's Record Copy

Retain permanently.

Directive by department head(s) or managers outlining policy to lower levels of authority. Recipient

copies may be destroyed without Supervisor approval when no longer administratively useful.

01.151

Directory listings and files

Retain until superseded or not longer administratively necessary. Permission from Supervisor not

required for destruction.

Lists the current or former employees and/or phone lists of contacts or service providers. Also

includes mailing lists.

01.152

Office procedures and instructions

Destroy when superseded. Permission from Supervisor not required for destruction.

Written procedures and instructions issued by departmental administration.

01.153

Planners and calendars

See sub-schedules for specific retention periods.

The Planners or Calendars may be electronic or manual (paper), that are used to track an

individual staff member's work-related meetings, assignments, and tasks. Individual employees are

responsible for retaining their planners or calendars for the duration of this retention period.

01.153 (a) Elected Officials, Executives, Department Heads and Directors or others

in policy-making positions Some communities may decide that these records are

historically significant and chose to review them for permanent retention. If records are

determined to not be of historical significance, they can be destroyed when not longer

administratively useful, without approval by Supervisor of Public Records.

01.153 (b) Non-policy making positions

Retain while administratively useful, then destroy. Permission from Supervisor of Public

Records not required for destruction.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/General Administrative Schedules

Schedule Number and Title Total Retention Schedule Description

01.154

Presentation materials

Retain as long as administratively necessary, then destroy. Permission from Supervisor of Public

Records not required for destruction.

Documents materials created for use in speeches, briefings, demonstrations, classes or seminars

(e.g., slides overheads, flip charts, and handouts). Does not include commercially available

materials.

01.155 Project Documentation files

See sub-schedules for specific records retention periods.

01.155 (a) Case files

Retain 7 years from end of project, then destroy.

Records may contain various working documentations pertaining to project(s) or individual

subject(s). May include supporting subject documentation and finalized project documents

such as final report, publication, etc.

01.155 (b) Other files

Retain until superseded, obsolete or rescinded, they destroy. Permission from Supervisor of

Public Records not required for destruction.

Documents design, development, control and monitoring of a specific project or group of

projects.

01.204

Public Relations and Communications records

See sub-schedules for specific retention periods.

Documents the department's efforts to promote an effective and cooperative working relationship

with the community and the public relating to projects, issues, and general work. Includes plans,

proposals, outreach projects, articles, speeches, news and press releases, brochures, flyers,

catalogs and related correspondence.

01.204 (a) Substantive records reflecting decisions, issues, concerns, events and

publications Retain permanently.

01.204 (b) All other records

Retain until administrative use ceases. Permission of Supervisor of Public Records not required

for destruction.

01.156

Records management files - Municipal copies

Retain 10 years from date of signed approval for destruction.

Documents the approval of retention and disposition schedules, approvals from the Supervisor of

Public Records for disposal of records,a nd certificates of records disposal. Schedules and approvals

are retained permanently with the Records Management Unit at the state level. Municipalities may

set internal policies to retain their copies longer than dictated by this schedule.

Page 9

09/01/2022

Municipal Records Retention Schedule

Records in Common/General Administrative Schedules

Schedule Number and Title Total Retention Schedule Description

01.157

Staff and administrative meeting records - Record copy

Retain three years from date of creation, then destroy.

These records may include meeting minutes, agendas, and distribution materials related to staff

meetings, routine business operations, etc. Includes records of electronically held meetings of

bodies without regulatory or decision-making powers. Non-record copies may be destroyed where

they are no longer needed, without approval from Supervisor.

Page 10

09/01/2022

Municipal Records Retention Schedule

Records in Common/Grants

Schedule Number and Title Total Retention Schedule Description

01.198

Grants awarded by municipality

See sub-schedules for specific retention periods.

This series documents the administration of programs to grant funds or aid to individuals,

institutions, the community, or agencies based on predetermined qualifications and subsequent

review. Includes documentation of grant program structure and policies, applications forms, interim

and final reports and grant deliverables. Also includes accounting records related to dispersal of

funds.

01.198 (a) Grant program development and policy records including copies of blank

forms

Retain permanently.

01.198 (b) Final reports and project deliverables

Retain permanently.

01.198 (c) All other records, including grant accounts payable records

Retain for a minimum of six years, beginning on the first day after the final payment under the

grant, or such longer period as is necessary for the resolution of any litigation, claim,

negotiation, audit or other inquiry involving the grant.

01.199

Grants received by municipality - Development and Proposal Records

See sub-schedules for specific retention periods.

This series documents efforts to dwevelop and submit grant proposals for outside funding.

Including discussion notes, lists of potential topics, sample grant proposals from outside agencies,

copies of rejected and accepted grant proposals and related correspondence.

01.199 (a) Summary planning documents and proposals that reflect the direction of

the agency

Retain permanently.

01.199 (b) Unfunded grants

Retain 3 years.

01.199 (c) All other records

Retain until administrative use ceases. Permission from Supervisor of Public Records not

required for destruction.

01.200

Grants received by municipality - Grant Administration Records

See sub-schedules for specific retention periods.

This series documents all phases of the administration of federal and other grants, contracts,

sponsored research projects, and agreements from negotiation to final performance. Includes

negotiation issues documentation, memos of understanding, agreements, contracts, amendments,

terms and conditions, budget proposals, and related correspondence.

01.200 (a) Summary documents and final reports

Retain permanently.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/Grants

Schedule Number and Title Total Retention Schedule Description

01.200 (b) All other records including accounts receivable

Retain for a minimum of six years, beginning on the first day after the final payment

under the grant, or such longer period as is necessary for the resolution of any

litigation, claim, negotiation, audit or other inquiry involving the grant.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/Historically Significant Records

Schedule Number and Title Total Retention Schedule Description

01.158

Historically significant correspondence files and subject files

Retain permanently.

Incoming and outgoing letters, memoranda, faxes, notes and their attachments containing

administrative, fiscal, legal, intrinsic, evidential and/or informational value justifying permanent

preservation These records explicitly include physical and digital formats.

01.159

Historically significant project documentation files

Retain permanently.

Documents design, development, control or monitoring of a specific project or group of projects,

which are historically significant. May include Reports, Studies, Surveys, Models, and Analyses.

01.160

Historically significant public relations files

Retain permanently.

Documents information provided to the public and business or government communities. Includes

statements, visual aids, news releases and news clippings regarding historically significant events.

01.161

Historically significant publications

Retain permanently.

One official copy of any historically significant publications.

01.162

Historically significant recordings, audio or video

Retain permanently.

Documents the collection of audio or visual recordings, created by or for a departmnt, that are of

an enduring historically significant nature or that describe the current function or organization of

the department's major administrative units. Commercially available material may be included, if

appropriate. Does not include records used in lieu of minutes or as temporary transcripts of

meetings.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/Information Technology

Schedule Number and Title Total Retention Schedule Description

01.163

Access Control records

Delete when no longer administratively useful. Permission from Supervisor of Public Records not

required for destruction.

Records documenting access controls to computers, programs, files or computer security areas or

records.

01.164

Computer System Test records

Retain 3 years, then destroy.

Documents created only to test computer, system or program performance.

01.165

Internet Access Policies and Agreements

Retain agreements only for active users. Non-active user agreements may be destroyed.

Permission from Supervisor of Public Records not required for destruction.

These documents define the terms of use and access of the Internet, information technology

resources, access to the network, etc. The documents are used to generate user accounts.

01.166

Programs, Program Documentation, and Instructions

Retain until all electronic records creating using the programs have been destroyed or converted to

another program or format; then delete or destroy. Permission from Supervisor of Public Records

not required for destruction.

Operating programs, application programs and their supporting documentation. Electronic or paper

documents required to enable data entry, maintenance, manipulation or retrieval of information

computers.

01.167

Security Access forms

Retain until authorization is revoked or changed. Permission from Supervisor of Public Records is

not required for destruction.

These forms identify personnel who are authorized to access municipal computer systems.

01.168

Security Backup and Recovery Copies of Electronic records or programs

Retain off-site until replaced or superseded, then delete. Permission from Supervisor of Public

Records not required for destruction.

These are copies of master databases, structured program data, and unstructured data, and are

created as redundant datasets used to restore systems only in the case of emergencies, and they

are overwritten on a regular basis. Includes copies of programs or instructions necessary to

retrieve copies information. These files are defined as "non-records."

01.169

Software License Agreements

Retain agreement until expired, then destroyed. Permission from Supervisor of Public Records not

required for destruction.

These agreements define how many users are licensed to access each software application.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/Information Technology

Schedule Number and Title Total Retention Schedule Description

01.170

Source code

Maintain all version until the source code is superseded or application is replaced. Permission from

Supervisor of Public Records not required for destruction.

Automated program code, which generates the machine-language instructions used to operate an

automated information system.

01.171

System Management or Control records

Delete when no longer administratively useful. Permission from Supervisor of Public Records not

required for destruction.

Logs, journals, reports and other supporting paperwork required to operate, manage and control

computer systems. Records involving solely with administration of a system.

01.172

Technology Network Maps and Documentation

Retain until superseded, then destroy. Permission from Supervisor of Public Records not required

for destruction.

These records are used to map and define the technology infrastructure and the wiring of phone

lines. They may include security information, identification numbers, and passwords and should be

protected appropriately.

01.173

Technology Service Requests

Retain current fiscal year or until no longer administratively useful, whichever is longer, then

destroy. Permission not required from Supervisor of Public Records for destruction.

This record is used to document problems with equipment and to generate repair tickets. It may

contain the user name, a description of the problem, the location of the equipment, and date and

time the request was received and resolved, etc.

01.174

Technology Training

Retain 3 years, then destroy.

The information technology staff may conduct training about the use of computer software or

equipment. These files may also contain curricula materials.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/Legal

Schedule Number and Title Total Retention Schedule Description

01.175

Complaints against the municipality leading to changes in Official Policy or

Procedures

Retain permanently.

Documents complaints against municipality or its departments, offices, agencies, boards,

commissions or public authorities. Includes complaints, investigatory materials, and related

correspondence.

01.176 Ethics and Conflict of Interest records

See sub-schedules for specific descriptions and retention periods.

01.176 (a) Annual Acknowledgment of Receipt of Summary of the Conflict of Interest

Law

Retain 6 years.

For full description of this record, please see the Conflict of Interest Law Education Training

Guidelines on the mass.gov website.

01.176 (b) Expired Certificates of Completion of online ethics training

Retain 6 years.

For full description of this record, please see the Conflict of Interest Law Education and

Training Guidelines on the mass.gov website.

01.076 (c) Conflict of Interest Disclosure Forms

Retain 7 years or following termination of employment, whichever date is later.

Many exemptions to G.L. c. 268A, Conflict of Interest Law, require a municipal employee to

file a public disclosure form. See also State Ethics Commission Regulations: 930 CMR 1.00 -

7.00. The appointing authority shall keep this Disclosure and Determination as a public record.

Check specific Forms for filing instructions.

01.177

Legal Case records - Finite value

Retain until 7 years after final decisions or closure, then destroy.

Records documenting legal actions brought against the municipality and any litigation to which the

municipality is a party; all case records other thant hose defined as legal case records of

permanent value.

01.178

Legal Case records - Permanent value

Retain permanently.

Records documenting legal actions brought against the municipality and any litigation to which the

municipality is a party. Documents the municipality's role in the litigation of cases involving the

municipality or its business where a complaint has been filed in court, and where cases are deemed

landmark, policy-setting or newsworthy. Includes investigative materials, attorney work product,

evidence, motions and briefs, proceeding transcripts, decisions and determinations, court

materials, and related correspondence. Includes summary case lists or dockets.

01.179

Legal Opinion records

Retain permanently.

Documents the agency's role in the process to develop, request, respond to, or present opinions on

legal matters directly relating to agency programs or functions. Includes legislative background

materials, legal counsel opinions, Attorney General requiests and opinions, Supervisor of Public

Records requests and opions, notes and related correspondence.

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09/01/2022

Municipal Records Retention Schedule

Records in Common/Legal

Schedule Number and Title Total Retention Schedule Description

01.180

Tort Claim records

Retain 3 years after resolution and then destroy.

Documents complaints which may result from accidents or other claims made against the

municipality. Includes accident reports for personal injuries, property damage claims, and other

incidents, or provides details about any unexpected incidents on municipal premises or property.

The reports may list the location of the accident, description of the accident, first aid

administration, witnesses, person injured, type of injury or property damage, action taken,

recommendations to prevent reoccurrence, etc. The reports may be reviewed and signed by

relevant administrators. These files may include related information, such as witness statements,

medical information, legal counsel, subsequent claims, etc. Includes incident or accident reports,

investigation reports, photographs, depositions, settlement and insurance documentation, and

related correspondence.

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Municipal Records Retention Schedule

Records in Common/Licenses and Permits

Schedule Number and Title Total Retention Schedule Description

01.035 Licenses and Permits, Applications for

Retain 1 year after closing or change of owner.

01.205

Licenses and Permits, Applications for Special Licenses and Permits

See sub-schedules for specific retention periods.

Applications for Special Permits issued by Local Licensing Authorities.

01.205 (a) Applications for Special One-Day Permit

Retain three years past duration of license.

Applications for Special Licenses (One Day Special Permit) for the sale of wines and/or malt

beverages to any enterprise; and Special Licenses (One Day Special Permit) for the sale of all

alcoholic beverages issued to non-profit organizations only.

01.205 (b) Applications for Farmer’s Market Permits

Retain 3 years past duration of license.

Applications for Special Licenses for the sale of wine manufactured by a licensed

Farmer-Winery at approved agricultural events.

01.036 Licenses and Permits, Auctioneers

Permanent.

01.037 Licenses and Permits, Billiard Saloons

Permanent.

01.038 Licenses and Permits, Bowling Alleys

Permanent.

01.039 Licenses and Permits, Carousels

Permanent.

01.040 Licenses and Permits, Dog Licenses

Retain until completion of satisfactory audit. Retain record thereof for 2 years.

01.041 Licenses and Permits, Druggist

Retain 7 years after termination.

01.042 Licenses and Permits, Exhibitions (Firefighting)

Permanent.

01.043 Licenses and Permits, Ferris Wheels

Permanent.

01.044 Licenses and Permits, Gasoline, Sale of, Manufacture, Storage (a) Licenses

Permanent.

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Municipal Records Retention Schedule

Records in Common/Licenses and Permits

Schedule Number and Title Total Retention Schedule Description

01.045

Licenses and Permits, Gasoline, Sale of, Manufacture, Storage (b) Renewals

(certificates of annual registration)

Retain 7 years.

01.046

Licenses and Permits, Hunting, Fishing, Trapping and Sporting Licenses,

Monthly Return of

Retain until completion of satisfactory audit.

01.047 Licenses and Permits, Inclined Railways

Permanent.

01.048 Licenses and Permits, Inn holder

Retain 7 years after termination.

01.049 Licenses and Permits, Junk Collectors

Permanent.

01.050 Licenses and Permits, Junk Dealers

Permanent.

01.051 Licenses and Permits, Kennel Licenses

Permanent.

01.052 Licenses and Permits, License Book

Permanent.

01.053 Licenses and Permits, Log Book (where applicable)

Permanent.

01.054 Licenses and Permits, Mobile Home Parks

Retain 1 year. Annual renewal is required.

01.055 Licenses and Permits, Pawnbrokers

Permanent.

01.056 Licenses and Permits, Picnic Groves

Permanent.

01.057 Licenses and Permits, Pool Rooms

Permanent.

01.058 Licenses and Permits, Raffles and Bazaars (a) Applications for

Permanent.

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Municipal Records Retention Schedule

Records in Common/Licenses and Permits

Schedule Number and Title Total Retention Schedule Description

01.059 Licenses and Permits, Raffles and Bazaars (b) Report

Retain until completion of satisfactory audit.

01.060 Licenses and Permits, Record of

Permanent.

01.061 Licenses and Permits, Renewal Affidavit

Permanent.

01.062 Licenses and Permits, Roller Skating Rinks

Permanent.

01.063 Licenses and Permits, Secondhand Articles

Permanent.

01.064 Licenses and Permits, Shellfish

Permanent.

01.065 Licenses and Permits, Stallion Breeding Certificates

Permanent.

01.066 Licenses and Permits, Statement of Interest

Permanent.

01.067 Licenses and Permits, Steam-Power Boats for Hire

Permanent.

01.068 Licenses and Permits, Stubs

Retain until completion of satisfactory audit.

Page 20

09/01/2022

Municipal Records Retention Schedule

Records in Common/Open Meeting Law

Schedule Number and Title Total Retention Schedule Description

01.070

Open Meeting Law: Complaints (Other than Open Meeting Law Complaints)

Retain 6 months by the public body and thereafter by the normal custodian of the record for the

period of retention either set in the Municipal Schedule or as otherwise required by law.

Includes complaints against the public body other than complaints violations of MGL c. 30A,

§§18-25.

01.071

Open Meeting Law: Correspondence

Refer to “Correspondence” in this schedule for retention period requirements.

Includes e-mails pertaining to the business of a public body between members of the public body,

and between members of the public body and non-members of the public body.

01.072

Open Meeting Law: Documents, Exhibits, or Other Records Used by a Public

Body

(a) Retain 6 months by the public body and thereafter by the normal custodian of the record for

the period of retention either set in the Municipal Schedule or as otherwise required by law. (b)

Retain drafts 90 days, unless an Open Meeting Law complaint is filed against the public body, in

which case retain all drafts relevant to the complaint until the complaint is resolved.

Includes all documents, exhibits, maps or notes or any other record reflected in the meeting

minutes of a public body as required by MGL c. 30A, §22(a).

01.073

Open Meeting Law: Meeting Agendas

Retain 1 year.

Includes final documents provided to members of the public body listing the topics and order in

which topics will be considered.

01.074

Open Meeting Law: Meeting Minutes

Permanent.

Includes the final version of the minutes of a meeting of a public body after approval by that public

body. Also includes drafts of the minutes if substantially different from the final version as

approved by the public body.

01.075

Open Meeting Law: Meeting Notices

Retain 1 year.

Includes the final, publicly posted version of all notices for meetings of public bodies.

01.076

Open Meeting Law: Notice to Individuals

Retain 6 years.

Includes notice given to individuals that a public body intends to convene in executive session as

that term is defined by MGL c. 30A, §18, for the purpose of discussing the reputation, character,

physical condition or mental health of the individual pursuant to MGL c. 30A, §21(a)(1).

Page 21

09/01/2022

Municipal Records Retention Schedule

Records in Common/Open Meeting Law

Schedule Number and Title Total Retention Schedule Description

01.077

Open Meeting Law: Open Meeting Law Certifications

Retain 6 months from the final day of the member’s term of office.

The Open Meeting Law Certification is a form provided by the Attorney General, which every

member of a public body must sign within two weeks of becoming eligible for their position on the

public body.

01.078

Open Meeting Law: Open Meeting Law Complaints

Retain 3 years.

Includes complaints filed against the public body for an alleged violation of the Open Meeting Law

and any correspondence and supporting materials related to a complaint.

01.079

Open Meeting Law: Recordings of Meetings for Public Television Access

Retain 6 months.

Includes any visual recording of a meeting for the purpose of airing on personal televisions or cable

television, whether created at the request of the public body or not, and if maintained by the public

body.

01.080

Open Meeting Law: Recordings of Meetings for Use in Drafting Minutes

Retain until final minutes are approved or administrative use ceases, whichever occurs later.

Includes any audio or visual recording of a meeting by the public body or authorized by the public

body. This includes recordings by public bodies to use as an aide in drafting the final version of

meeting minutes. This does not include recordings made by persons attending the meeting who

wish to record a meeting for their own purposes.

01.081

Open Meeting Law: Training Materials

Retain until superseded by new versions of educational materials.

Includes educational materials provided to members of public bodies pursuant to MGL c. 30A,

§19(b).

Page 22

09/01/2022

Municipal Records Retention Schedule

Records in Common/Other Schedules

Schedule Number and Title Total Retention Schedule Description

01.001

Abutters List

Retain 1 year

Retention after supercession and 20-day appeal period.

01.005 Annual Report

Permanent.

01.006 Audio Tapes, Hearings

Retain 1 year following expiration of appeals period.

01.007 Audio/Visual tape or Digital Recordings, security and surveillance tapes

Retain 1 month.

01.023 Data Processing Input Forms

Retain until verification of outputs.

01.031 Incident Reports

Retain 3 years.

01.032 Insurance Policies

Retain 7 years after expiration of policy.

01.119 Plans (referred to in Decisions)

Permanent if not filed with clerk.

01.122 Public Records Request Form

Retain 3 years.

Page 23

09/01/2022

Municipal Records Retention Schedule

Records in Common/Personnel

Schedule Number and Title Total Retention Schedule Description

01.181 Benefit Detail reports

Retain until superseded or obsolete plus 7 years, then destroy.

01.184

Direct Payroll Deposit - Other records

Retain until obsolete or superseded plus 7 years, then destroy.

Enrollees Detail Data; Hash Sheet; Pre-note Data; Transmittal listings

01.182 Direct Payroll Deposit Authorization

Retain until superseded or obsolete plus 7 years, then destroy.

01.183

Direct Payroll Deposit Authorization - Cancellation

Retain until obsolete or superseded plus 7 years, then destroy.

Enrollees detail data; hash sheet; pre-note date; and transmittal listings

01.185

Emergency Contacts

Retain until superseded or obsolete, then destroy.

These records identify the people that the employee wants to be contacted if they are involved in

an emergency situation.

01.186

Employee Injury Records - Exposure

Retain while individual is employed by municipality plus 30 years, then destroy.

These files include any reports of accidents or injuries involving exposure to toxic substances or

blood-borne pathogens. These files are maintained separately from the personnel file.These files

may include incident reports, medical reports, responses by supervisors and management,

requests for medical leave, insurance forms, applications for continuation of insurance, supporting

medical documentation, etc.

01.187

Employment Verification forms

Retain 30 days from date of creation, then destroy.

These forms are received from mortgage or credit companies that want to verify the employment

status of an employee.

01.188

I-9 files

03; 01:8 CFR 274 a.2 (1998) requires that employers maintained signed copies of I-9 forms for

three years after the date of hire or one year after termination, whichever is later.

Federal form I-9 includes verification by employers of identity and immigration status of all new

employees.

01-189

Internal Revenue Service (IRS) records

Retain until obsolete or superseded plus 3 years, then destroy.

This series contains: 1099-INT941-Employer's Quarterly Return W-2-Employer's Copies of Federal

Withholding Tax Statement W-4-employees Withholding Exemption Certificates W-9-Request for

taxpayer ID Number and Certification Series

Page 24

09/01/2022

Municipal Records Retention Schedule

Records in Common/Personnel

Schedule Number and Title Total Retention Schedule Description

01.190

Labor Relations - Collective Bargaining Agreements and Negotiations

Retain permanently.

These files document labor negotiations and resulting contracts with individual employees and

employee groups. It may include salary and benefit schedules, ground rules proposals and counter

proposals, secondary negotiations, meeting minutes, any agreements, final contracts, etc.

Employees may have individual contracts that are maintained in their personnel file. Separate files

are maintained for each employee negotiating groups.

01.191

Labor Relations - Grievances

Retain until the grievance is resolved, plus seven years, then destroy.

These files document employee grievances against the municipality and the resolution of the

grievance. They may include written grievances, correspondence, summary sheets, legal

documents, employee history information, etc.

01.192

Labor Relations - Seniority lists

Retain permanently.

These documents are sent to union presidents for notifications of seniority status.

01.069 Mileage Reports

Retain until completion of satisfactory audit.

01.193

Payroll Administration records

Retain until obsolete or superseded plus 7 years, then destroy.

Documents the daily routine administration and reporting of payroll related matters. Includes

payroll warrants, monthly reports, and related correspondence. Includes: Salary and Benefit

Schedules; Payroll Reports (various reports are generated after paychecks are issued to verify the

accuracy of the payroll, including payroll summaries, pay journals, check registers, account

distributions, payroll liabilities, payroll transactions, payroll account creation reports, gross pay

balance, deduction registers, etc.); Authorization for payroll deductions; Records of Attachments or

garnishment of wages or salaries.

01.083 Payroll Sheets (Departmental)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

01.194

Payroll Supporting Documents and Reports

Retain 7 years after completion of all audits, then destroy.

Documentation of status of and adjustments to payroll accounts. Includes substitute time reports.

01.084

Payroll, Registers

Retain until completion of satisfactory audit, provided information is recorded in quarterly report.

See Personnel, Payroll, Quarterly Reports (23.21).

01.085 Personnel, (a) Employment Applications (Hired)

Retain 20 years after termination of employment.

Page 25

09/01/2022

Municipal Records Retention Schedule

Records in Common/Personnel

Schedule Number and Title Total Retention Schedule Description

01.086 Personnel, (b) Employment Applications (Unhired)

Retain 1 year following filling of position or cancellation of vacancy, whichever is later.

01.087 Personnel, (c) Earning Records

Permanent.

01.088 Personnel, (d) Personnel Files Other than Earning Records

Retain 20 years after termination of employment.

01.206 (e)

Personnel, (e) Contractor or Subcontractor Certified Payroll Records

Retain 3 years after contract date of completion.

Payroll records kept by contractors or subcontractors or public bodies engaged in public works

projects for all employed mechanics, apprentices, teamsters, chauffeurs and laborers. Includes

names, addresses, occupational classifications, hours worked, wages paid, and may include copies

of apprentice identification cards.

01.089 Personnel, Accident Report Forms

Retain 3 years.

01.090 Personnel, Accident Reports (a) Personal Injury

Retain 7 years.

01.091 Personnel, Accident Reports (b) Property Damage

Retain 3 years.

01.201 Personnel, Annual benefits and insurance enrollment forms

Retain 1 year after policy is terminated or superseded.

01.092 Personnel, Appointment Certificates

Retain 20 years after termination (personnel file 23.50).

01.093 Personnel, Attendance Report

Retain for 20 years after termination

01.094 Personnel, Authorized Leave Report

Retain 3 years.

01.095 Personnel, Civil Service Approvals

Retain 20 years after termination

01.096 Personnel, Civil Service Forms

Retain 20 years.

Page 26

09/01/2022

Municipal Records Retention Schedule

Records in Common/Personnel

Schedule Number and Title Total Retention Schedule Description

01.097 Personnel, Court Witness Travel Expense

Retain until completion of satisfactory audit.

01.098 Personnel, Daily Assignment Sheets

Retain 3 years.

01.099 Personnel, Drill Reports

Retain 3 years.

01.100

Personnel, Earning Reports

Retain 1 year if record copy is kept centrally e.g., by Accountant/Auditor or Treasurer, otherwise

retain 60 years.

01.101 Personnel, Equipment Loan Report (for Long Term Use)

Retain until return of equipment.

01.102 Personnel, Group Insurance Reports (Blue Cross etc.)

Retain 3 years.

01.103 Personnel, Individual Training Report

Retain 7 years after termination of personnel.

01.203

Personnel, Intern and Volunteer records

Retain 6 years after separation.

Documents individual volunteer and intern involvement and agency. Includes resumes,

applications, agreements, work plans and related correspondence.

01.104 Personnel, Leave Reports (Authorized)

Retain 3 years.

01.105 Personnel, Overtime Reports

Retain 3 years.

01.106

Personnel, Payroll Deduction Reports

Retain until administrative use ceases if record copy is kept centrally e.g., by Treasurer, otherwise

retain until completion of satisfactory audit.

01.107

Personnel, Payroll, Quarterly Reports

Retain 1 year if record copy is kept centrally e.g., by Accountant/Auditor or Treasurer. Otherwise,

retain 60 years.

01.108

Personnel, Payroll, Weekly, Bi-weekly or Monthly Payroll

Retain until completion of satisfactory audit provided recorded elsewhere in a summary record. See

Payroll, Quarterly Reports.

Page 27

09/01/2022

Municipal Records Retention Schedule

Records in Common/Personnel

Schedule Number and Title Total Retention Schedule Description

01.109 Personnel, Performance Bonds

Retain 7 years.

01.110 Personnel, Personnel Files

Retain 20 years after termination.

01.202

Personnel, Recruitment records

Retain 3 years after hiring process is closed.

Documents the process to hire new employees. Includes job postings and advertisements for open

positions.

01.111 Personnel, Sick Leave Reports

Retain 3 years.

01.112

Personnel, Tax Exemption Certificates

Retain 1 year if record copy is kept centrally e.g., by Accountant/Auditor or Treasurer; otherwise

Retain 5 years, provided a satisfactory audit has been completed.

01.113

Personnel, Tax Withholding Statements

Retain 1 year if record copy is kept centrally e.g., by Accountant/Auditor or Treasurer; otherwise

Retain 5 years, provided a satisfactory audit has been completed.

01.114 Personnel, Time Sheets

Retain 3 years following completion of satisfactory audit.

01.115

Personnel, Training Report for Individual Employees

Retain 1 year if copy is filed in personnel file; otherwise retain 7 years after termination of

employee.

01.116 Personnel, Vacation Report

Retain 3 years.

01.117 Personnel, Weekly Personnel Report

Retain 5 years.

01.118 Physician's Accident Report

Retain 7 years.

01.195

Position Re-classification

Retain seven years from date of resolution, then destroy.

These files contain requests from an employee to have a position reclassified, copies of existing

and proposed job descriptions, decisions affecting the request and other related documents.

Page 28

09/01/2022

Municipal Records Retention Schedule

Records in Common/Personnel

Schedule Number and Title Total Retention Schedule Description

01.132 Retirement Board, Reports to

Retain until completion of satisfactory audit.

01.135 Travel Expense Reports

Retain until completion of satisfactory audit.

01.196

Unemployment Claims

Retain 3 years from date of creation, then destroy.

This form documents the annual gross wages, federal, state, Medicare, and local taxes withheld for

the purpose of reporting income taxes.

01.197

Workers Disability Compensation files

Files: Retain until the claim is settled plus seven years, then destroy. Reports: Retain seven years

from the date of creation, then destroy.

Files: These files document any claims made for workers disability compensation benefits. They

may consist of a copy of the report of the incident or injury made by the employee (original is sent

to the insurer), a copy of all reports from the occupational health center, etc. Any litigation is kept

in a separate file.

Reports: These reports are received from disability insurance providers. They identify the amount

of benefits that were paid from the policy.

Page 29

09/01/2022

Municipal Records Retention Schedule

Records in Common/Receipts and Receipt Books

Schedule Number and Title Total Retention Schedule Description

01.125 Receipt Book

Retain until completion of satisfactory audit.

01.126 Receipts

Retain until completion of satisfactory audit.

01.127 Receipts (estimated annual)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

01.128 Receipts for Preceding Year, Notice of

Retain until completion of satisfactory audit.

01.129 Receipts, Daily

Retain until completion of satisfactory audit.

01.130 Receipts, Schedule of

Retain until completion of satisfactory audit.

Page 30

09/01/2022

Municipal Records Retention Schedule

Records in Common/Warrants

Schedule Number and Title Total Retention Schedule Description

01.033 Invoice Warrants

Retain until completion of satisfactory audit.

01.138 Warrants – as signed by select board or the like

Permanent.

01.139 Warrants, Farm Animal, Equipment and Machinery Excise. Form 57FAE-ME

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

01.140

Warrants, Various Warrants to Collector

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

Includes all taxes, excises, betterments, special assessments liens (actual, original, omitted,

revised, supplemental, reassessed, apportioned, added to tax, special, recommitted).

Page 31

09/01/2022

Municipal Records Retention Schedule

Accountant and Auditor

Schedule Number and Title Total Retention Schedule Description

02.001 Accountant, Appointment of

Permanent.

02.002 Accountant, Oath of

Permanent.

02.003 Appropriation Statements, Monthly. Form AD 18

Retain until completion of satisfactory audit.

02.004 Appropriation, Notice of Expended

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

02.005 Appropriation, Notice of Transfer

Retain until completion of satisfactory audit.

02.006 Appropriations, Table of Estimated

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

02.007 Assistant, Appointment of

Permanent.

02.008 Assistant, Oath of

Permanent.

02.009 Bills Payable, Schedule of Departmental. Form AD 32, 33

Retain until completion of satisfactory audit.

02.010 Bills Receivable, Schedule of. Form AD 34, 35

Retain until completion of satisfactory audit.

02.011 Cash Book

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

02.012 Cash Sheets, Collector's. Form AD 26

Retain until completion of satisfactory audit.

02.013 Creditors, Notice of

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

02.014 Debt Record. Form AD 14

Retain 7 years after debt retired, provided a satisfactory audit has been completed.

Page 32

09/01/2022

Municipal Records Retention Schedule

Accountant and Auditor

Schedule Number and Title Total Retention Schedule Description

02.015 Disallowance, Notices of

Retain until completion of satisfactory audit.

02.016 Expenses, Report of Estimated

Permanent.

02.017 Journal

Permanent.

02.018 Laws, State

Retain until administrative use ceases.

02.019 Ledger, Appropriation. Form AD 8

Retain 10 years.

02.020 Ledger, Cemetery Trust Fund

Permanent.

02.021 Ledger, Classification. Form ADC 1-48

Retain 10 years.

02.022 Ledger, Debt

Retain 7 years after debt retired, provided a satisfactory audit has been completed.

02.023 Ledger, General. Form AD 3, 7

Retain 10 years.

02.024 Ledger, Retirement

Retain 10 years.

02.025

Motor Vehicle and Trailer Excise Tax Abatements, Monthly List of. Form AD

Retain until completion of satisfactory audit.

02.026 Motor Vehicle and Trailer Excise Tax Refunds, Schedule of. Form AD 74

Retain until completion of satisfactory audit.

02.027 Payments to Treasurer, Schedule of Collector's. Form AD 7, 8, 397

Retain until completion of satisfactory audit.

02.028 Payments to Treasurer, Schedule of Departmental. Form AD 9, 10

Retain until completion of satisfactory audit.

Page 33

09/01/2022

Municipal Records Retention Schedule

Accountant and Auditor

Schedule Number and Title Total Retention Schedule Description

02.029 Property Tax Abatements, Monthly List of. Form AD 12

Retain until completion of satisfactory audit.

02.030 Tax Title Accounts. Form CD 1

Retain until completion of satisfactory audit, after final disposition of account.

02.031 Taxation, Notice of Amount to be Raised by

Retain until administrative use ceases.

02.032 Temporary Officer, Appointment of

Permanent.

02.033 Temporary Officer, Bond for

Retain 7 years from termination of service.

02.034 Temporary Officer, Oath of

Permanent.

02.035 Trail Balance Book

Retain until administrative use ceases.

02.036 Treasurer's Receipts, Schedule of. Form AD 11

Retain until completion of satisfactory audit.

02.037

Vouchers, Schedules of Bills Payable and Payroll, as submitted by

departments

Retain until completion of satisfactory audit unless related to Contract Files.

02.038 Vouchers. Form AD 19

Retain until completion of satisfactory audit.

02.039

Warrants, Bill and Payroll, Form C1, C1, T1, T2, as signed by the select board

or the like

Retain until final settlement of levy or completion of satisfactory audit, whichever is later.

02.040

Water Charges Abated, Monthly List of. Form AD 37. Applies to any utility

charges (sewer, solid waste etc.).

Retain until completion of satisfactory audit.

Page 34

09/01/2022

Municipal Records Retention Schedule

Board of Appeals

Schedule Number and Title Total Retention Schedule Description

03.001 Applications (a) Appeals

Retain 1 year following expiration of 20-day appeal period.

03.002 Applications (b) Comprehensive Permits

Retain 1 year following expiration of 20-day appeal period.

03.003 Applications (c) Special Permits

Retain 1 year following expiration of 20-day appeal period.

03.004 Applications (d) Variances

Retain 1 year following expiration of 20-day appeal period.

03.005 Appointment of Zoning Administrator

Permanent.

03.006 Decisions on (a) Appeals

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

03.007 Decisions on (b) Comprehensive Permits

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

03.008 Decisions on (c) Special Permits

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

03.009 Decisions on (d) Variances

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

03.010 Decisions on (e) Decisions of Zoning Administrator

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

03.011 Notice For Public Hearings (a) Appeals

Retain 1 year following expiration of 20-day appeal period.

03.012 Notice For Public Hearings (b) Comprehensive Permits

Retain 1 year following expiration of 20-day appeal period.

03.013 Notice For Public Hearings (c) Special Permits

Retain 1 year following expiration of 20-day appeal period.

03.014 Notice For Public Hearings (d) Variances

Retain 1 year following expiration of 20-day appeal period.

Page 35

09/01/2022

Municipal Records Retention Schedule

Board of Appeals

Schedule Number and Title Total Retention Schedule Description

03.015 Petty Cash Records

Retain until completion of satisfactory audit.

03.016 Rules and Regulations (a) Board of Appeals

Permanent.

03.017

Rules and Regulations (b) Board of Appeals Acting as Special Permit

Granting Authority

Permanent.

Page 36

09/01/2022

Municipal Records Retention Schedule

Board of Assessors

Schedule Number and Title Total Retention Schedule Description

04.001

Abatement under c. 58 s. 8 Assessors' Request for Authorization and

Commissioner's Determination; retention following satisfactory audit and

completion of all appeals.

Retain 3 years.

04.002

Abatement, Applications for. Form 126, 127, 128, 129; retention following

satisfactory audit and completion of all appeals.

Retain 3 years.

04.003

Abatement, Certificates of. Form 146, 146B, 147; retention following

satisfactory audit and completion of all appeals.

Retain 3 years.

04.004 Abatements, Card Files of

Retain 3 years.

04.005

Agricultural or Horticultural and Recreational Land Classification Files

Retain for 10 years after following later of audit or final settlement of levy audit.

Including Application for Classification (CL-1), Prop. Owners' Acknowledgements (CL-1(61A),

CL-1(61B)), Notices of Action (CL-2, CL-7, CL-8, CL-10), Tax Lien (CL-3), Tax Lien Release (CL-9);

Certificate of Penalty Tax (CL-6)

04.006 Alphabetical File

Retain until administrative use ceases.

04.007

Amended Tax Base Growth Summary (including Tax Base Growth Parcel

Listing). Form LA-13A

Retain 5 years.

04.008

Appellate Tax Board (ATB) case files

Retain 3 years.

Including all relevant documentation, Petition under Formal Procedure and Petition under Informal

Procedure; retention after final settlement.

04.009

Application for Excise on Farm Animals, Machinery and Equipment. Form

FAE-ME

Retain 3 years.

04.010 Assessment/Classification Report. Form LA-4

Retain 5 years.

04.011 Assessors' Tax Maps

Permanent.

Page 37

09/01/2022

Municipal Records Retention Schedule

Board of Assessors

Schedule Number and Title Total Retention Schedule Description

04.012 Authorization to Issue Preliminary Tax Bills

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.013 Betterments, Card Records of

Retain for the duration of the apportionment.

04.014 Building Permits

Retain until administrative use ceases.

04.015 Certification of Unpaid Betterment Liens. Form 261

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.016 Classification Tax Rate Allocation. Form LA-5

Retain until approval of new tax rate.

04.017 Collector’s Schedule of Uncollectible Excises. Form 166/380 – MVE/BE

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.018 Cooperative Assessing Agreement

Retain 7 years following termination of agreement.

04.019 County Commissioners' Notification to Assessors

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.020 Data Processing Input Forms

Retain until verification of outputs.

04.021 Deed and Title Abstracts

Retain until administrative use ceases.

04.022 Department of Revenue Directives and Guidelines

Retain until superseded.

04.023 Divided Assessment, Notice of

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.024 Equalized Valuation LA-3 Status Report

Retain 3 years.

04.025 Estimated Growth Report

Retain 5 years.

Page 38

09/01/2022

Municipal Records Retention Schedule

Board of Assessors

Schedule Number and Title Total Retention Schedule Description

04.026 Exemption, Certificates of

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.027

Exemptions for Charitable Organizations, Application Files (includes 3ABC

and Annual Reports)

Retain 3 years following audit following final settlement of levy following termination of exemption.

04.028 Exemptions for Persons, Application Files, including Motor Vehicle Excise

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.029 Exemptions, Card Files of

Retain 3 years.

04.030

Forest Land Classification Files

Retain for 10 years after following later of audit or final settlement of levy audit.

Including Application for Classification (CL-1), Prop. Owners' Acknowledgements (CL-1(61), Notices

of Action (CL-2, CL-7, CL-8, CL-10), Tax Lien (CL-3), Tax Lien Release (CL-9); Certificate of

Penalty Tax (CL-6)

04.031 Forms of List. Form 2, 2HF

Retain 3 years.

04.032 Geographic (Street) File

Retain until administrative use ceases.

04.033 Income and Expense Statements

Retain 3 years.

04.034 Land Court Records

Retain until administrative use ceases.

04.035 List of Tax Bills Which Merit Exemption

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.036 Minimum Residential Factor Computation Form. Form LA-7

Retain until approval of new tax rate.

04.037

Monthly List of Abatements of Motor Vehicle and Trailer Excise (to

Accountant). Form 156

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.038 Monthly List of Taxes Abated, Real Estate and Personal Property. Form 155

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

Page 39

09/01/2022

Municipal Records Retention Schedule

Board of Assessors

Schedule Number and Title Total Retention Schedule Description

04.039 Municipal Liens and Releases

Retain 1 year after recording of release.

04.040

Notice from Collector that Certain Taxes Cannot be Collected. Form 380,

380A

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.041 Notice of Assessment. Form 1

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.042 Notice of Commitment (to Accountant). Form 54

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.043 Notification of Acceptance (of Section of Chapter, to Commissioner)

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.044 Notification of Collector's Bond

Retain until expiration of bond.

04.045 Office Expense Records

Retain until completion of satisfactory audit.

04.046 Omitted and Revised Assessment Report

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.047 Owners Unknown, Request for Approval to Assess to

Retain 1 year after Decree of Foreclosure by Land Court.

04.048 Personal Property Tax. Form 37S

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.049 Pro Forma Recapitulation

Permanent.

04.050 Probate Records

Retain until administrative use ceases.

04.051 Property History (Street or Legal) Cards

Permanent.

04.052 Property Record Cards

Retain until completion of two revaluation cycles.

Page 40

09/01/2022

Municipal Records Retention Schedule

Board of Assessors

Schedule Number and Title Total Retention Schedule Description

04.053 Property Sales Report. Form LA 3

Retain 3 years.

04.054 Real Estate Subsequently Divided, Notice of Apportionment of Taxes on

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.055 Real Estate Tax. Form 38S

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.056 Records of Abatement. Form 151

Permanent.

04.057 Reference Files (including Manuals and Text Books)

Retain until administrative use ceases.

04.058 Refusal to Abate Property Tax, Notice of. Form 135, 135E, 136

Retain 3 years.

04.059 Reimbursement Records, All Exemptions

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.060 Report of All Exemptions Granted (to Commissioner)

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.061 Return to Assessors, Boats Ships and Vessels. Form 2BE-1

Retain 3 years.

04.062 Sales Questionnaires

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

04.063 Schedule of Departmental Payments to Treasurer. Form AD-10

Retain until completion of satisfactory audit.

04.064

Schedule of Uncollected Motor Vehicle and Trailer Excise Taxes (to

Commissioner). Form 386

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.065 Separate Tax Bills, Record of Real Estate Assessments for

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.066 State and County Taxes, Payment of

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

Page 41

09/01/2022

Municipal Records Retention Schedule

Board of Assessors

Schedule Number and Title Total Retention Schedule Description

04.067 State Treasurer's Notification to Assessors

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.068

State-owned Land, Commissioner's Notification to Assessors of his

Determination of Value of

Retain 5 years.

04.069

State-owned Land, Request from Commissioner for Assessors to Notify of

Assessed Value of

Retain 5 years.

04.070

Tax Base Growth Summary (including all supporting documentation). Form

LA-13

Retain 5 years.

04.071 Tax Bills, Notifications and Demands (Assessors' copies)

Retain until completion of satisfactory audit.

04.072 Tax Deferral Files

Retain 1 year following release of lien.

04.073 Tax Rate Recapitulation. Form 31C

Permanent.

04.074 Total Valuation of All Property. Form LA-2

Retain until approval of new tax rate.

04.075 Uncollectible Taxes, Certification of Abatement. Form 166

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.076 Valuation Lists, (a) Motor Vehicle and Trailer

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

04.077 Valuation Lists, (b) all but Motor Vehicle and Trailer

Permanent.

04.078

Water and Sewer, Unpaid Lien Added to Taxes

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

Applies to all license added to a tax, e.g., municipal charges, fines, water, solid waste, sewer,

demolition, light plant, etc.

Page 42

09/01/2022

Municipal Records Retention Schedule

Board of Health

Schedule Number and Title Total Retention Schedule Description

05.001 Animal Inspector, Records of Inspection by

Permanent.

05.002 Animal, Certificate of Healthy Condition; retention by Animal Inspector.

Permanent.

05.003 Animal, Notice of Quarantine of Domestic; retention by Animal inspector.

Permanent.

05.004 Building Report - Animal Inspector to Director

Retain 1 year, provided copy recorded permanently in records of Animal Inspector.

05.005 Burial or Removal Permit. Form R-309

Permanent.

05.006 Cemeteries, Approval of Public (including plans thereof)

Permanent.

05.007 Communicable Disease among Animals, Notice of

Permanent.

05.008 Communicable Disease History Sheet

Retain 3 years following inactive status.

05.009 Communicable Disease, Notice of Carcass Infected with

Permanent.

05.010 Communicable Disease, Records of (ledger)

Permanent.

05.011 Communicable Disease, Weekly Report of Deaths

Permanent.

05.012

Contacts with Living Patients

Retain 7 years, if the contact is in good health, unless the provisions of c. 111 s. 70 apply, then

retain 30 years.

05.013

Deceased Contacts, Records of

Retain 7 years, if the contact is in good health, unless the provisions of c. 111 s. 70 apply, then

retain 30 years.

Page 43

09/01/2022

Municipal Records Retention Schedule

Board of Health

Schedule Number and Title Total Retention Schedule Description

05.014

Deceased Patients, Records of

Retain 7 years, if the contact is in good health, unless the provisions of c. 111 s. 70 apply, then

retain 30 years.

05.015 Dental Examination Records

Retain 1 year after inactive status.

05.016 Direct Patient Care Service, Records of (including Primary Care Center)

Retain 30 years.

05.017 Food Establishments and Bakeries, Floor Plans of

Retain 1 year after closing or change of owner.

05.018 Health Assessments

Retain 1 year after referral to physician or inactive status.

05.019

Immunization, Records of (excluding Influenza, see below)

Retain 7 years, if the contact is in good health, unless the provisions of c. 111 s. 70 apply, then

retain 30 years.

05.020 Index Cards

Retain 30 years.

05.021 Influenza Immunization, Records of

Retain 7 years, unless regulated by other statutory requirements.

05.022 Inspection Reports

Retain until superseded by subsequent report.

05.023 Living Contacts of Deceased Patients, Records of

Retain 7 years.

05.024 Milk Inspector, Records of

Permanent.

05.025

Noisome Trades, Assignment of Place for (approved plan must exist with a

letter and map)

Permanent.

05.026 Nuisance, Notice/Order to Abate

Retain 1 year.

Page 44

09/01/2022

Municipal Records Retention Schedule

Board of Health

Schedule Number and Title Total Retention Schedule Description

05.027 Occupancy, Certificate of

Retain until next certificate is issued.

05.028

Physicians' Orders

Retain 7 years, if the contact is in good health, unless the provisions of c. 111 s. 70 apply, then

retain 30 years.

05.029 Reports from Hospitals and Clinics

Retain 7 years.

05.030 Rules and Regulations

Permanent.

05.031 Sanitary Landfill, Assignment of Plans for

Permanent.

05.032 Sanitary Landfill, Plan for

Permanent.

05.033 School Health Records

Retain 5 years after graduation or departure from school system.

05.034

Screening, Records of (a) Positive Test

Retain 1 year after referral to physician or inactive status.

Including tuberculosis, lead poisoning, and related testing programs

05.035

Screening, Records of (b) Negative Test

Retain until administrative use ceases.

Including tuberculosis, lead poisoning, and related testing programs

05.036 Slaughter House, Approval of Operation of

Permanent.

05.037 Subdivision Plan to Planning Board, Report of Definitive

Permanent.

05.038 Subdivision Plan, Definitive

Permanent.

05.039 Subdivision Plan, Notice of Approval/Disapproval

Permanent.

Page 45

09/01/2022

Municipal Records Retention Schedule

Board of Health

Schedule Number and Title Total Retention Schedule Description

05.040 Subdivision Plan, Preliminary

Permanent.

05.045

Subsewer Disposal System records (Title 5)

See sub-schedules for specific retention periods.

The Approving Authority shall maintain records for each system within its jurisdiction and shall

keep on file copies of the documents listed in sub-sections below. This is determined in conjunction

with the Department of Environmental Protection regulations (Title 5).

05.045 (a) Applications, plans and specifications

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

Applications, plans and specifications for the construction, upgrade or expansion of on-site

subsurface seage disposal systems, including all forms and data submitted by the applicant

and Soil Evaluator.

05.045 (b) Disposal systems construction permits

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

05.045 (c) As-built plans

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

As-built plans indicating all modifications to the approved plans subsequent to the issuance of

a Disposal System Construction Permit.

05.045 (d) Reports of constructions inspections

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

Reports of construction inspections made prior to issuance of a Certificate of Compliance.

05.045 (e) Certificates of Compliance issues or denied

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

Page 46

09/01/2022

Municipal Records Retention Schedule

Board of Health

Schedule Number and Title Total Retention Schedule Description

05.045 (f) Inspection forms, plans and specifications

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

Inspection forms and plans and specifications for the upgrade or expansion of failing or

nonconforming on-site subsurface sewage disposal systems in compliance with 310 CMR

15.300 through 15.354.

05.045 (g) System pumping records

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

05.045 (h) Letters of Non-compliance issued

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

05.045 (i) Local enforcement actions taken

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

05.045 (j) Disposal system installers permits

The Approving Authority shall maintain the records set forth in 310 CMR 15.030 (a) until such

time as the system is abandoned in accordance with 310 CMR 15.000 or an approved

connection is made to a sewer in accordance with 314 CMR 7.00: Sewer System Extension and

Connection Permit.

05.041 Subsurface Sewer Disposal System

Retain until new system is installed.

05.042 Subsurface Sewer Disposal System, Inspection Report Records

Retain until new system is installed.

05.043 Veterans, Affidavit Relative to Burial

Retain 1 year.

Page 47

09/01/2022

Municipal Records Retention Schedule

Board of Health

Schedule Number and Title Total Retention Schedule Description

05.044

Well Child Clinic, Records of

Retain until child reaches age 21.

Including preschool immunization

Page 48

09/01/2022

Municipal Records Retention Schedule

Building Inspector

Schedule Number and Title Total Retention Schedule Description

06.001

Application for Permits (a) Building

Retain for life of building.

Record all permits in permanent log.

06.002

Application for Permits (b) Electrical Wiring

Retain 7 years.

Record all permits in permanent log.

06.003

Application for Permits (c) Elevator and Escalator

Retain 7 years.

Record all permits in permanent log.

06.004

Application for Permits (d) Erect, Alter or Repair

Retain for life of building.

Record all permits in permanent log.

06.005

Application for Permits (e) Gas Fitting

Retain 7 years.

Record all permits in permanent log.

06.006

Application for Permits (f) Plumbing Work

Retain 7 years.

Record all permits in permanent log.

06.007

Application for Permits (g) Signs

Retain for life of installation.

Record all permits in permanent log.

06.008

Application for Permits (h) Swimming Pool

Retain for life of installation.

Record all permits in permanent log.

06.009

Audit account form

Permanent.

Audit account form

06.010

Elevator and Escalator Inspection Records (a) Plans for Installation or

Alteration

Retain 7 years.

06.011 Elevator and Escalator Inspection Records (b) Specifications

Retain 3 years.

Page 49

09/01/2022

Municipal Records Retention Schedule

Building Inspector

Schedule Number and Title Total Retention Schedule Description

06.012 Elevator and Escalator Inspection Records (c) Certificate of Approval

Retain until superseded.

06.013 Elevator and Escalator Inspection Records (d) Inspection Reports

Retain until superseded provided Certificate of Approval is granted.

06.014

Elevator and Escalator Inspection Records (e) Certificate or Notice as to

Safety and Construction

Retain until superseded.

06.015

Elevator and Escalator Inspection Records (f) Reports as to Unsafe

Conditions and Accidents; Accident Reports; Receipts for Accident Reports

Retain 7 years after abatement.

06.016 Equipment Records

Retain 7 years.

06.017 Inspection Certificates (a) Egress

Retain for life of building.

06.018 Inspection Certificates (b) Occupancy

Retain for life of building.

06.019

Inspection Certificates (c) Other: Building, Elevator and Escalator, Gas

Fitting, Plumbing and Wiring, etc.

Retain until superseded.

06.020 Notices (a) To Affix Street Numbers

Retain 7 years.

06.021 Notices (b) Building in Dangerous Condition

Retain for life of building or 7 years after abandonment, whichever is sooner.

06.022 Notices (c) To Cease and Desist Illegal Work

Retain 7 years after abatement.

06.023 Notices (d) Violation

Retain 1 year.

06.024 Permit Log

Permanent.

Page 50

09/01/2022

Municipal Records Retention Schedule

Building Inspector

Schedule Number and Title Total Retention Schedule Description

06.025 Petty Cash Records

Retain until completion of satisfactory audit.

06.026 Plans and Specifications (a) Plans of Buildings with Public Access

Permanent.

06.027 Plans and Specifications (b) Plans of Private Dwellings

Retain for life of building.

06.028 Plans and Specifications (c) Specifications

Retain 7 years after completion of building.

06.029

Plans and Specifications (d) Plans and Specifications of Buildings Included in

the State Register of Historic Places, or Eligible for Inclusion

Permanent.

Please call the Mass. Historical Commission (617-727-8470) where clarification is needed.

06.030 Retired Vehicle Records

Retain 1 year after retirement of vehicle.

06.031 Sick Leave Reports

Retain 3 years.

06.032 Special Investigation Records

Retain 7 years.

06.033 Waiver of Code Regulation

Retain for life of building.

Page 51

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.001 Assignment, Creditors, Benefit of

Retain 7 years following dissolution of trust.

07.002 Assignment, Fenceviewers

Permanent.

07.003 Assignment, Wage

Permanent.

07.004 Bonds, Blasting

Retain 5 years from expiration date.

07.005 Bonds, City/Town Clerk

Retain 7 years from expiration date.

07.006 Bonds, Constable

Retain 5 years from expiration date.

07.007 Bonds, Fireworks, Manufacture of

Retain 5 years from expiration date.

07.008 Bonds, Performance

Retain 7 years from expiration date.

07.009 Bonds, Shooting Gallery License, Applicant for

Retain 5 years from expiration date.

07.010 Bulky Goods, Attachment of

Permanent.

07.011 Business Notices, Certificate

Retain 5 years.

07.012 Business Notices, Discontinuance, Change of Address, etc., Notice of

Retain 5 years.

07.013 By-Laws (including written approval of Attorney General"

Permanent.

07.014

Census, Annual Town

Retain 1 year or after publication of Street List, whichever is later. Permission from Supervisor not

required for destruction.

Page 52

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.015 Charters, Adoption, Certificate of

Permanent.

07.016 Charters, Adoption, Petition of

Retain 1 year following election.

07.017 Charters, Final Report

Permanent.

07.018 Charters, Nomination Papers (Charter Commission)

Retain 1 year.

07.019 Charters, Organization, Notice of

Retain 60 days following election at which proposed charter, revision, or amendment is approved.

07.020 Charters, Preliminary Report

Permanent.

07.021 Charters, Receipts and Expenditures, Account of

Retain 1 year following adoption of charter.

07.022

Chattel Mortgages, Pre-Uniform Commercial Code (all filings) (a) Pre-1920

Records

Permanent.

07.023

Chattel Mortgages, Pre-Uniform Commercial Code (all filings) (b) Records

from 1920-1958

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

07.024 Chattel Mortgages, Uniform Commercial Code (UCC) (all filings)

Retain 6 years, or 1 year following date of lapse.

07.025 Church Records

Permanent.

07.026 Claims of Payment

Retain 7 years.

07.027 Condensed Financial Returns

Retain 6 years.

Page 53

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.028

Conflict of Interest Disclosure Forms

Retain 7 years or following termination of employment, whichever date is later.

Many exemptions to G.L. c. 268A, Conflict of Interest Law, require a municipal employee to file a

public disclosure form. See also State Ethics Commission Regulations: 930 CMR 1.00 - 7.00. The

appointing authority shall keep this Disclosure and Determination as a public record. Check specific

Forms for filing instructions.

07.029 Debt, Statements of, Public Works, Labor and Material used in

Retain 7 years.

07.030 Debt, Statements of, Railroad, Work performed for

Retain 7 years.

07.031 Declarations of Trust

Permanent.

07.032 Deeds (Cemetery Lots)

Permanent.

07.033 Dog Owners, Annual List of

Retain 1 year. Permission from Supervisor not required for destruction.

07.034

Elections, Absentee Ballots, Applications and Envelopes for

Retain 30 days following the election (if no appeals are pending). Records of election in which

candidates for Federal office participate must be kept for 22 months following the election.

Permission from Supervisor not required for destruction.

07.035

Elections, Ballots, Regular and Absentee

Retain 30 days following the election (if no appeals are pending). Records of election in which

candidates for Federal office participate must be kept for 22 months following the election.

Permission from Supervisor not required for destruction.

07.036 Elections, Board of Registrars, Minutes of

Permanent.

07.037

Elections, Campaign Finance Statements. Form CPF M 102

Retain records required to be filed with the clerk until December 31st of the sixth year following the

relevant election. Records of election in which candidates for Federal office participate must be kept

for 22 months following the election. Permission from Supervisor not required for destruction.

07.038

Elections, Central Voter Registration System Acknowledgement Notice -

Federal office candidates

Retain 3 years.

Page 54

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.039

Elections, Central Voter Registration System Acknowledgement Notice -

non-Federal office candidates

Retain 1 year following date of mailing of final notice of removal or reinstatement of voter.

07.040

Elections, Central Voter Registration System Affirmation of Current

Residence

Retain 3 years. Permission from Supervisor not required for destruction.

07.041

Elections, Central Voter Registration System Confirmation Notice - Federal

office candidates

Retain 3 years.

07.042

Elections, Central Voter Registration System Confirmation Notice -

non-Federal office candidates

Retain 1 year following date of mailing of final notice of removal or reinstatement of voter.

07.043

Elections, Central Voter Registration System Final Notice of Removal -

Federal office candidates

Retain 3 years.

07.044

Elections, Central Voter Registration System Final Notice of Removal -

non-Federal office candidates

Retain 1 year following date of mailing of final notice of removal or reinstatement of voter.

07.045

Elections, Claim to Office, Statement of

Retain until withdrawal of claim or final adjudication of contest. Permission from Supervisor not

required for destruction.

07.046

Elections, Declaration of Intention to Contest Election

Retain until withdrawal of claim or final adjudication of contest. Records of election in which

candidates for Federal office participate must be kept for 22 months following the election.

Permission from Supervisor not required for destruction.

07.047

Elections, Electronic Vote Tabulation Records for federal elections

Retain intact for 22 months or retain for 22 months hardcopy output ("results tape") and the

electronic record of the programmable storage device. Retain the electronic program used to read

centralized counting devices, if the results from several devices are synthesized in a consolidated

report. It is the municipal clerk's responsibility to see that this material is retained and properly

disposed of when it is in the physical custody of a vendor. Permission from Supervisor not required

for destruction.

Includes removable storage devices from electronic vote tabulators such as OPTECH, VTOMATIC,

DATABOTE, ACCU-VOTE and EAGLE

Page 55

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.048

Elections, Electronic Vote Tabulation Records for state elections

Retain intact for 30 days following election (if no appeals are pending). It is the municipal clerk's

responsibility to see that this material is retained and properly disposed of when it is in the physical

custody of a vendor. Permission from Supervisor not required for destruction.

Includes removable storage devices from electronic vote tabulators such as OPTECH, VTOMATIC,

DATABOTE, ACCU-VOTE and EAGLE

07.049 Elections, Initiative Petition (Local Election) - Federal

Retain 3 years.

07.050 Elections, Initiative Petition (Local Election) - non-Federal

Retain 1 year.

07.051 Elections, Nomination Papers - Federal

Retain 3 years.

07.052 Elections, Nomination Papers - non-Federal

Retain 1 year.

07.053 Elections, Nomination, Certificate of - Federal

Retain 3 years.

07.054 Elections, Nomination, Certificate of - non-Federal

Retain 1 year.

07.055 Elections, Nomination, Certificate of Objection to - Federal

Retain 3 year.

07.056 Elections, Nomination, Certificate of Objection to - non-Federal

Retain 1 year.

07.057 Elections, Nomination, Certificate of Withdrawal from - Federal

Retain 3 years.

07.058 Elections, Nomination, Certificate of Withdrawal from - non-Federal

Retain 1 year.

07.059

Elections, Party Enrollment

Retain 5 years after supersession or 2 years after removal from voting list, which ever comes first.

Permission from Supervisor not required for destruction.

07.060

Elections, Political Committee, List of Officers and Members of (City, Ward,

Town)

Retain 5 years. Permission from Supervisor not required for destruction.

Page 56

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.061

Elections, Political Committee, Non-Elected, Statement of. Form CPF 101 (a)

Candidate's political committee

Retain records required to be filed with the clerk until December 31st of the sixth year following the

relevant election.

07.063

Elections, Political Committee, Non-Elected, Statement of. Form CPF 101 (b)

Committees other than those authorized by a candidate

Retain 3 years.

07.064

Elections, Recount, Petition and Statement for

Retain 30 days following election, if no appeals pending. Records of election in which candidates for

Federal office participate must be kept for 22 months following the election. Permission from

Supervisor not required for destruction.

07.065 Elections, Register of Voters, Affidavit of

Retain 2 years after cancelled registration.

07.066 Elections, Register of Voters, Annual

Permanent.

07.067 Elections, Register of Voters, General

Permanent.

07.068 Elections, Supplementary Registration, Certificates of

Retain 3 years. Permission from Supervisor not required for destruction.

07.069 Elections, Tally Sheets

Retain 3 years. Permission from Supervisor not required for destruction.

07.070 Elections, Voter Check-Off List

Retain 2 years. Records of election in which candidates for Federal office participate must be kept

for 22 months following the election. Permission from Supervisor not required for destruction.

07.071

Elections, Voter Registration, Affidavit of, Non-Resident

Retain 30 days following next state election. Records of election in which candidates for Federal

office participate must be kept for 22 months following the election.

07.072

Elections, Voting List, Certificate of Omission from

Retain 3 years after cancellation of registration. Permission from Supervisor not required for

destruction.

07.073 Federal Tax Liens (including Certificates of Discharge, Release)

Retain 1 year following discharge of lien.

Page 57

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.074 Initiative Petition (Sale of Liquor in Taverns)

Retain 30 days following election. Permission from Supervisor not required for destruction.

07.075 Inventory and Bond ("Closing Out" and similar sale)

Retain 3 years.

07.076 Jury List

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

07.077

Jury Selection List (a) Numbered Resident List; Numbered Resident File;

Random Number List; Typewritten List of Randomly Selected Jurors

Retain until the end of the calendar year following the year in which records were prepared.

Permission from Supervisor not required for destruction.

07.078 Jury Selection List (b) Prospective Juror List

Retain 7 years. Permission from Supervisor not required for destruction.

07.079 Low Lands; Petition, Order for Road to

Permanent.

07.080 Oaths, Office

Permanent.

07.081 Oaths, Public Records

Permanent.

07.082 Ordinances

Permanent.

07.083 Performance Certificates

Retain 7 years or following termination of employment, whichever date is later.

07.084 Persons Sworn, Record of

Permanent.

07.085 Planning Board, Plans and Records

Permanent.

07.086 Planning Board, Subdivision Control Records, Preliminary and Definitive

Permanent.

07.087 Planning Board, Subdivision Control, Rules and Regulations Relevant to

Permanent.

Page 58

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.088

Planning Board, Subdivision Plan, Definitive, Notice of Submission Relative

Permanent.

07.089 Planning Board, Subdivision Plan, Definitive, Relative to Certificate of Action

Permanent.

07.090 Planning Board, Subdivision Plan, Notice of Actions Relevant to

Permanent.

07.091 Planning Board, Subdivision Plan, Preliminary, Notice of Actions Relative to

Permanent.

07.092 Planning Board, Subdivision Plan, Preliminary, Notice of Submission

Permanent.

07.093

Pole, Wire, Conduit Locations, Orders for, Electricity in Public Ways,

Transmission of (from Alderman, Councilors, Selectmen)

Permanent.

07.094

Pole, Wire, Conduit Locations, Orders for, Electricity, Transmission of (From

State Dept. of Public Utilities)

Permanent.

07.095

Pole, Wire, Conduit Locations, Orders for, Gas Mains, Connecting Locations

for (From State Dept. of Public Utilities)

Permanent.

07.096 Pole, Wire, Conduit Locations, Orders for, Light and Power Lines in State

Forests (from State Dept. of Public Utilities)

Permanent.

07.097

Pole, Wire, Conduit Locations, Orders for, Poles, Wires, Cables, etc. (from

Metropolitan District Commission) (MDC)

Permanent.

07.098 Proprietor's Records

Permanent.

07.099 Public Market, Petition for

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

07.100 Public Ways, Appeal, Notice of (Change in Name of Public Way)

Retain 1 year from date of hearing.

Page 59

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.101 Public Ways, Board of Survey, Plans Submitted to

Permanent.

07.102 Public Ways, Injury, Notice of

Retain 5 years.

07.103 Public Ways, Layouts/Alterations/Discontinuations, Record of

Permanent.

07.104

Railroads, Notice of Intention to Claim Right of Action for Materials and

Labor Furnished to

Retain 7 years.

07.105

Registration, Certificates of, Architecture Certificate of Registration (Notice

of Revocation)

Permanent.

07.106 Registration, Certificates of, Electrolysis Certificate of Registration

Permanent.

07.107 Registration, Certificates of, Medicine Certificate of Registration

Permanent.

07.108 Registration, Certificates of, Optometry Certificate of Registration

Permanent.

07.109 Registration, Certificates of, Osteopathy Certificate of Registration

Permanent.

07.110 Registration, Certificates of, Podiatry Certificate of Registration

Permanent.

07.111 Resignations of City Officials

Permanent.

07.112 Rules, Regulations of all Town Boards and Officers

Permanent.

07.113 Special Permit Granting Authority, Records of

Permanent.

07.114 State Audit (City/Town Accounts)

Retain 10 years.

Page 60

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.115 State Tax Liens

Retain 1 year following redemption or waiver, or retain 7 years if not redeemed or waived.

07.116 Street List

Permanent.

07.117 Summons

Retain until final adjudication of contest.

07.118 Tenement Housing, Attorney, Appointment of

Retain for duration of appointment.

07.119 Tenement Housing, Owner, Notice of

Retain 1 year (on or after May 1st).

07.120 Tenement Housing, Plans, Specifications, etc.

Retain for lifetime of building.

07.121 Tenement, Agent for Owner of

Retain for duration of appointment.

07.122 Towels, etc., Registration of Rented

Permanent.

07.123 Town Meeting Records

Permanent.

07.124 Vessel, Statement of Lien on

Retain 7 years.

07.125

Vital Statistics, Birth, Death and Marriage (all official forms related to the

registration process)

Permanent.

07.126 Wills (Perpetual Care of Cemetery Lots)

Permanent.

07.127 Zoning Board of Appeals, Appeal to Superior Court, Notice of

Permanent.

07.128

Zoning Board of Appeals, Decisions and Proceedings (i.e., all official forms

related to the appeal process)

Permanent.

Page 61

09/01/2022

Municipal Records Retention Schedule

City and Town Clerks

Schedule Number and Title Total Retention Schedule Description

07.129 Zoning Board of Appeals, Rules

Permanent.

07.130

Zoning Board of Appeals, Subdivision Control Law, Notice of Appeal to

Superior Court

Permanent.

07.131 Zoning Board of Appeals, Subdivision Control Law, Proceeding Under

Permanent.

Page 62

09/01/2022

Municipal Records Retention Schedule

Collector

Schedule Number and Title Total Retention Schedule Description

08.001 Betterment Lien, Certificate Dissolving (Payment Stub). Form 374

Retain until completion of satisfactory audit.

08.002 Betterment Liens, Certification to Assessors. Form 261

Retain until completion of satisfactory audit.

08.003 Bills, Paid Receivables other than Taxes

Retain until completion of satisfactory audit.

08.004 Bills, Tax (paid)

Retain until completion of satisfactory audit.

08.005 Bonds, performance, Deputy Collector

Retain 7 years from date of expiration.

08.006 Bonds, performance, Special Collector

Retain 7 years from date of expiration.

08.007 Bonds, performance. Collector

Retain 7 years from date of expiration.

08.008

Cash Books, Motor Vehicle Excise. Form 200 MV

Retain until completion of satisfactory audit or final settlement of levy, whichever is later. If levy

not settled, 10 years.

08.009 Cash Books, Other

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

08.010 Cash Books, Property. Form 200 RE

Retain until all taxes actually collected or abated.

08.011 Cash Books, Sewer. Form AD26S

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

08.012 Cash Books, Water. Form AD26

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

08.013 Commitment Books (All)

Permanent.

08.014 Deputy Collector, Application for Appointment. Form 262

Retain 5 years following expiration of service.

Page 63

09/01/2022

Municipal Records Retention Schedule

Collector

Schedule Number and Title Total Retention Schedule Description

08.015 Deputy Collector, Approval of Appointment. Form 263

Permanent.

08.016 Municipal Lien Certificate Stubs. Form 290

Retain 3 years or following completion of satisfactory audit, whichever is later.

08.017

Municipal Lien, Renunciation of Rights under Statement to Continue. Form

291

Retain 3 years or following completion of satisfactory audit, whichever is later.

08.018 Municipal Lien, Statement Filed to Continue. Form 291

Retain 3 years or following completion of satisfactory audit, whichever is later.

08.019 Schedules, General, Collector's Payments to Treasurer. Form AD8

Retain until completion of satisfactory audit.

08.020

Schedules, General, Collector's Payments to Treasurer/District Taxes. Form

398

Retain until completion of satisfactory audits of both the municipality and the district.

08.021

Schedules, General, Collector's Payments to Treasurer/Property and other

Charges

Retain until completion of satisfactory audit.

08.022

Schedules, General, Motor Vehicle and Trailer Excise, Refunds through

Abatement of. Form 236

Retain until completion of satisfactory audit.

08.023 Schedules, General, Treasurer's Receipts

Retain until completion of satisfactory audit.

08.024 Schedules, General, Water Lien, Certificates. Form 370, 373, 260

Retain until completion of satisfactory audit.

08.025

Schedules, Uncollected Taxes, Property and Other Taxes to Assessors. Form

385

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

08.026 Tax Bill, Request for Separate. Form 208B

Retain until final settlement of levy.

08.027 Tax Claim, Unsecured

Retain until completion of satisfactory audit or resolution of claim, whichever is later.

Page 64

09/01/2022

Municipal Records Retention Schedule

Collector

Schedule Number and Title Total Retention Schedule Description

08.028

Tax Titles, Forms, Accounts, List of Recorded Sales or Takings to be set up as

Tax Title. Form 346

Permanent.

08.029

Tax Titles, Forms, Accounts, Subsequent Taxes to be Added to. Form 347 (b)

tax account is not redeemed by owner

Permanent.

08.030

Tax Titles, Forms, Bill, Affidavit of Time of First Sending. Form 214

Tax account redeemed by owner: Retain until final settlement of levy or completion of satisfactory

audit, whichever is later. Tax account not redeemed by owner: Permanent.

08.031

Tax Titles, Forms, Demand, Affidavit of - Two or More Persons. Form 331

Tax account redeemed by owner: Retain until final settlement of levy or completion of satisfactory

audit, whichever is later. Tax account not redeemed by owner: Permanent.

08.032

Tax Titles, Forms, Demand, for Action to Protect Property. Form 254

Tax account redeemed by owner: Retain until final settlement of levy or completion of satisfactory

audit, whichever is later. Tax account not redeemed by owner: Permanent.

08.033 Tax Titles, Forms, Invalid Title, Deed of Release of. Form 32

Permanent.

08.034 Tax Titles, Forms, Invalid Title, Disclaimer of

Permanent.

08.035

Tax Titles, Forms, Invalid Title, Notice of - Assessors to Collector*. Form 190

Tax account redeemed by owner: Retain until final settlement of levy or completion of satisfactory

audit, whichever is later. Tax account not redeemed by owner: Permanent.

08.036 Tax Titles, Forms, Invalid Title, Notice of Refusal to Release

Permanent.

08.037

Tax Titles, Forms, Invalid Title, Notice of*. Form 355

Tax account redeemed by owner: Retain until final settlement of levy or completion of satisfactory

audit, whichever is later. Tax account not redeemed by owner: Permanent.

08.038

Tax Titles, Forms, Lands of Low Value, Schedule of, to Commissioner*

Tax account redeemed by owner: Retain until final settlement of levy or completion of satisfactory

audit, whichever is later. Tax account not redeemed by owner: Permanent.

08.039

Tax, Certificate of Payment by Mortgagee or other Interested Person. Form

222

Retain until completion of satisfactory audit.

Page 65

09/01/2022

Municipal Records Retention Schedule

Collector

Schedule Number and Title Total Retention Schedule Description

08.040 Taxes, Uncollected, Certification of Abatement to Collector

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

08.041

Warrants & Notices from Assessors, All Taxes, Excises, Betterments, Special

Assessments, Liens All Taxes, Excises, Betterments, Special

Assessments-Actual, Original, Omitted, Revised, Supplement, Reassessed,

Apportioned, Added to Tax, Special, Recommitted

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

08.042 Warrants and Notices, Forest Land Tax Lien. Form 17D

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

08.043 Warrants and Notices, Forest Product Tax

Retain until completion of satisfactory audit or final settlement of levy, whichever is later.

Page 66

09/01/2022

Municipal Records Retention Schedule

Conservation Commission

Schedule Number and Title Total Retention Schedule Description

09.001 Certificate of Compliance

Retain until recorded in the Registry of Deeds.

09.002 Certificate of Compliance (Partial)

Retain until the complete Certificate of Compliance has been filed.

09.003

Certification of an Emergency Project

Retain until the complete Certificate of Compliance has been filed or until order/determination

expires.

09.004 Determination of Applicability, Reply of (Negative)

Retain until project is complete or until Determination of Applicability has expired.

09.005 Determination of Applicability, Reply of (Positive)

Retain until project is complete or until Determination of Applicability has expired.

09.006 Determination of Applicability, Request for

Retain 1 year.

09.007 Determination, Withdrawal of Request for

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

09.008 Engineering Drawings (Plans)

Permanent.

09.009 Environmental Data Form

Retain until Certificate of Compliance has been issued.

09.010 Gifts (copies of)

Retain until completion of satisfactory audit.

09.011 Ledger Books (Data on material recorded in the Registry of Deeds)

Permanent.

09.012 Notice of Exemption (Obsolete)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

09.013

Notice of Intent (Application). Includes supporting information narrative,

boring logs, plans, etc.

Retain until Certificate of Compliance has been issued and recorded in the Registry of Deeds.

09.014 Order of Conditions (Extension Permit)

Retain until Certificate of Compliance has been issued and recorded in the Registry of Deeds.

Page 67

09/01/2022

Municipal Records Retention Schedule

Conservation Commission

Schedule Number and Title Total Retention Schedule Description

09.015

Order of Conditions. Includes supporting information reports, photos, plans,

etc.

Retain until Certificate of Compliance has been issued and recorded in the Registry of Deeds.

09.016 Program Information (Community Activities, Camping Applications, etc.)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

09.017 Request for Compliance/Stop Work Order (Cease and Desist)

Retain until Certificate of Compliance has been issued and recorded in the Registry of Deeds.

09.018

Special Formal Agreements (Leases, Licenses, Letters of Understanding for

Public to use Conservation Land i.e., to hay a field, etc.)

Retain for the life of the agreement.

Page 68

09/01/2022

Municipal Records Retention Schedule

Council on Aging

Schedule Number and Title Total Retention Schedule Description

10.001 Applications for Programs

Retain 3 years.

10.002 Client Referrals

Retain 3 years.

10.003 Clinic Attendance Tally Sheets

Retain 3 years.

10.004 Equipment Maintenance and Repair Records

Retain 1 year after disposal of equipment.

10.005 Grant Files (Successful Applications)

Retain 7 years after completion of all terms of grant, retain EOEA-SGA permanently.

10.006 Grant Files (Unsuccessful Applications)

Retain until final rejection.

10.007 Informational Memoranda (from EOEA)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

10.008 Intake Reports (Client Case Files)

Retain 3 years after date of last contact.

10.009 Kitchen Audits

Retain 3 years.

10.010 Ledgers

Permanent.

10.011 Meals on Wheels Delivery Records

Retain 1 year, provided satisfactory audit has been completed.

10.012 Meals on Wheels Payment Books

Retain 1 year.

10.013 Monthly Statistics

Retain 3 years.

10.014 Outreach Reports

Retain 3 years.

Page 69

09/01/2022

Municipal Records Retention Schedule

Council on Aging

Schedule Number and Title Total Retention Schedule Description

10.015 Participant Directories

Retain 3 years.

10.016 Position Descriptions (including Volunteer Position Descriptions)

Retain 3 years.

10.017 Program Instructions (from EOEA)

Retain until superseded.

10.018 Surveys of Services

Retain 3 years.

10.019 Time Sheets

Retain 3 years.

10.020 Van Trip Reports

Retain 1 year.

10.021 Volunteer Travel Reimbursement Vouchers

Retain until completion of satisfactory audit.

Page 70

09/01/2022

Municipal Records Retention Schedule

Department of Public Works

Schedule Number and Title Total Retention Schedule Description

11.001 Assessment Books (a) Sewer

Retain until completion of satisfactory audit, provided originals are retained by Assessor.

11.002 Assessment Books (b) Sidewalk

Retain until completion of satisfactory audit, provided originals are retained by Assessor.

11.003 Assessment Books (c) Street Betterment

Retain until completion of satisfactory audit, provided originals are retained by Assessor.

11.004 Assessment Cards (a) Sewer

Permanent.

11.005 Assessment Cards (b) Sidewalk

Permanent.

11.006 Assessment Cards (c) Water

Permanent.

11.007 Auto Accident Report

Permanent, with employee's file.

11.008 Catch Basin Cleaning Report

Retain 1 year.

11.009 Catch Basin Location Files

Permanent.

11.010 Cemetery Records

Permanent.

11.011 Civil Service Approvals

Permanent.

11.045

Contractor or Subcontractor Certified Payroll Records for Department of

Public Works projects

Retain 3 years after contract date of completion.

Payroll records kept by contractors or subcontractors or public bodies engaged in public works

projects for all employed mechanics, apprentices, teamsters, chauffeurs and laborers. Includes

names, addresses, occupational classifications, hours worked, wages paid, and may include copies

of apprentice identification cards.

11.012 Employee Time Sheet

Retain 1 year from satisfactory completion of audit.

Page 71

09/01/2022

Municipal Records Retention Schedule

Department of Public Works

Schedule Number and Title Total Retention Schedule Description

11.013 Fire Pipe Connection Books

Permanent.

11.014 Flow Test Records

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

11.015 Foreman's Daily Reports - Hired Equipment

Retain 1 year from satisfactory completion of audit.

11.016 Gate Books

Permanent.

11.017 Hydrant Locations

Permanent.

11.018 Inventory Gas Card Ledgers

Retain until completion of satisfactory audit.

11.019 Job Cost Ledgers

Retain 7 years from date of opening.

11.020 Journal Vouchers (Departmental)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

11.021 Notice of Intent

Retain 1 year from date of hearing.

11.022 Operators Daily Reports

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

11.023 Parts Installation Book

Permanent.

11.024 Petitions (a) Driveways

Permanent.

11.025 Petitions (b) New Streets

Permanent.

11.026 Petitions (c) Sidewalks

Permanent.

Page 72

09/01/2022

Municipal Records Retention Schedule

Department of Public Works

Schedule Number and Title Total Retention Schedule Description

11.027 Plans (All)

Permanent.

11.028 Record of Vehicles

Retain 1 year after retirement of vehicle.

11.029 Releases on Private Ways

Permanent.

11.030

Permanent.

Sewer Connection Record Card Index

11.031

Permanent.

Shut-Off Locations

11.032 Sick Leave Reports

Retain 3 years.

11.033 Street Openings

Retain 7 years.

11.034 Valve Records

Permanent.

11.035 Water and Sewer Applications

Retain 7 years.

11.036 Water and Sewer Payments

Retain 1 year from satisfactory completion of audit.

11.037 Water Consumption Testing Record

Retain 7 years.

11.038 Water Pressure Records

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

11.039 Water Service (a) Journals

Retain 7 years.

11.040 Water Service (b) Meter Removals and Locations

Permanent.

Page 73

09/01/2022

Municipal Records Retention Schedule

Department of Public Works

Schedule Number and Title Total Retention Schedule Description

11.041 Water Service (c) Plates for Route Books

Retain until superseded.

11.042 Water Service (d) Rates and Service

Retain 7 years.

11.043 Water Service (e) Route Books

Retain until superseded.

11.044 Water Service (f) Water History Books (Commitments)

Permanent.

Page 74

09/01/2022

Municipal Records Retention Schedule

Fire Department and Fire District

Schedule Number and Title Total Retention Schedule Description

12.001 Ambulance Calls Report

Retain 7 years.

12.002 Apparatus Inspection Report

Retain 1 year after retirement of apparatus.

12.003

Application for Installation of Fire Alarm System; retention after satisfactory

filing of Certificate of Completion.

Retain 1 year.

12.004 Application for Permit to Install/Alter Fuel-oil Burning Equipment

Retain 1 year after satisfactory filing of Certificate of Completion.

12.005 Application/Permit for Open-air Fires

Retain 1 year.

12.006

Application/Permit for the Keeping and Storage of Explosives; retention

after expiration of permit.

Retain 7 years.

12.007

Application/Permit for the Use and Handling of Explosives; retention after

expiration of permit.

Retain 7 years.

12.008

Application/Permit to Conduct Supervised Display of Fireworks; retention

after issuance.

Retain 3 years.

12.009 Application/Permit to Conduct Supervised Firing of Canon; retention after

issuance.

Retain 3 years.

12.010

Application/Permit to Construct/Maintain a Tank or Container for the

Keeping, Use and Sale of Flammable Liquids and Compounds

Retain for life of installation.

12.011

Application/Permit to Disconnect, Shut Off, Remove, etc., Sprinkler or

Fire-sensing Device; retention after satisfactory completion of work.

Retain 3 years.

12.012

Application/Permit to Handle, Store, Sell, Buy, Transport or Ignite Model

Rockets or Rocket Engines; retention after expiration of permit.

Retain 3 years.

Page 75

09/01/2022

Municipal Records Retention Schedule

Fire Department and Fire District

Schedule Number and Title Total Retention Schedule Description

12.013

Application/Permit to Install Special Extinguishment System; retention after

completion of installation.

Retain 7 years.

12.014

Application/Permit to Keep, Store, and Use Flammable Liquids, Solids and

Gases

Retain for life of installation.

12.015 Application/Permit to Manufacture Fireworks

Retain 3 years after termination or discontinuance of permit.

12.016 Application/Permit to Operate Lumberyard

Retain 3 years after expiration of permit.

12.017 Application/Permit to Remove Underground Flammable Tank

Retain 3 years after issuance.

12.018 Authorized Leave Report

Retain 3 years.

12.019 Box Alarm Record

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

12.020 Box Test Record

Retain 1 year after replacement of box.

12.021 Building Fire, Report of

Permanent.

12.022 Certificate of Approval of Flameproof Decorations

Retain 5 years after issuance.

12.023

Certificate of Completion of Installation of (Solid Fuel) Fuel-oil Burning

Equipment

Retain 5 years.

12.024 Certificate of Completion of the Installation of Fire Alarm System

Retain 7 years.

12.025 Certificate of Flame proofing of an Impermanent Nature

Retain 5 years after issuance.

Page 76

09/01/2022

Municipal Records Retention Schedule

Fire Department and Fire District

Schedule Number and Title Total Retention Schedule Description

12.026 Company (Duty) Officer's Fire Report

Permanent.

12.027

Departmental Fire Record (summary record of daily operations of

department, known variously as Daily Blotter, Fire Alarm Record, etc.)

Permanent.

12.028 Deputy Chief's Report (Master Fire Report)

Permanent.

12.029 Equipment Loan Record

Retain until satisfactory return of equipment.

12.030 Equipment Maintenance Log

Permanent.

12.031 Final Building Inspection Report

Retain 1 year after subsequent inspection.

12.032 Final Fire Report to State Fire Marshal

Retain 10 years.

12.033 Fire Alarm Circuit Tests, Record of

Retain 1 year.

12.034 Fire Alarm Record Cards

Permanent.

12.035 Fire Hose Record

Retain 1 year after retirement of hose.

12.036 Fire Prevention Bureau Report

Permanent.

12.037 Fire Prevention Inspection Log

Permanent.

12.038 Fire Station Journal

Permanent.

12.039 Fuel Oil Record

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

Page 77

09/01/2022

Municipal Records Retention Schedule

Fire Department and Fire District

Schedule Number and Title Total Retention Schedule Description

12.040 Hydrant Cards

Retain 1 year after replacement of hydrant.

12.041 Inoperative Hydrant Report (Hydrant Trouble Report)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

12.042 Motor Vehicle Fires, Report of

Permanent.

12.043 No Loss Report

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

12.044 Notice of Inspection (Annual) of Tanks for the Storage of Fluids

Retain through subsequent inspection.

12.045

Notification of Cessation of a License to Construct/Maintain a Tank or

Container for the Keeping, Use and Sale of Flammable Liquids and

Compounds

Permanent.

12.046

Notification of Fire and/or Accident Caused by Model Rocket or Rocket

Engine

Retain 7 years.

12.047 Notification of Intent to Use Salamander

Retain 1 year.

12.048 Notification of Leak, Spill, Rupture, Overflow, etc. , of Flammable Liquids

Retain 3 years.

12.049 Notification of the Cessation of License to Store Explosives in Magazine

Permanent.

12.050

Notification of the Construction, Change or Alteration of Self-service Gasoline

Station

Retain through subsequent alteration or discontinuance of establishment.

12.051

Notification of Use of Canine Guards in a Mercantile or Commercial

Establishment

Retain until after discontinuance of use of canine guard.

12.052 Notification of Violation of Fire Laws

Retain 1 year after subsequent inspection reveals correction of violation.

Page 78

09/01/2022

Municipal Records Retention Schedule

Fire Department and Fire District

Schedule Number and Title Total Retention Schedule Description

12.053

Open-air Fires, Report of Shut Off, Remove, etc. , Sprinkler or Fire-sensing

Device

Permanent.

12.054 Partial Building Inspection Reports

Retain until superseded by Final Inspection Report.

12.055 Permit for Storage of Fuel Oil

Retain until superseded or terminated.

12.056 Permit to Install/Alter Fuel-oil Burning Equipment

Retain 1 year after satisfactory filing of Certificate of Completion.

12.057 Plans and Specifications for Dry Cleaning Plant

Retain through alteration or discontinuance of establishment.

12.058 Preliminary Report to State Fire Marshal

Retain until superseded by Final Report.

12.059 Preventive Maintenance Check-list

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

12.060 Receipt form Treasurer

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

12.061 Report of Alarms (daily/weekly)

Permanent.

12.062 Rescue Report

Permanent.

12.063 Tape Record From Fire Alarm Circuit

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

Page 79

09/01/2022

Municipal Records Retention Schedule

Historical Commission and Historic District Commissions

Schedule Number and Title Total Retention Schedule Description

13.001 Applications for Certificates (a) Appropriateness

Retain 1 year after the expiration of the 20-day appeal period.

13.002 Applications for Certificates (b) Nonapplicability

Retain 1 year after the expiration of the 20-day appeal period.

13.003 Applications for Certificates (c) Hardship

Retain 1 year after the expiration of the 20-day appeal period.

13.004 Archaeologist, Reports to State

Retain until superseded by another report.

13.005 Bids for Contracts (a) Where no contract is awarded

Retain 3 years from date of opening.

13.006 Bids for Contracts (b) Where contract is awarded

Retain with Contract Files.

13.007 Certificates (a) Appropriateness

Retain 1 year following lapse of certificate.

13.008 Certificates (b) Nonapplicability

Retain 1 year following lapse of certificate.

13.009 Certificates (c) Hardship

Retain 1 year following lapse of certificate.

13.010 Decisions, Demolition Delay

Retain 1 year after demolition or other disposition of property.

13.011 Demolition statement

Retain 1 year after the expiration of the 20-day appeal period.

13.012 Historic District Map

Permanent.

13.013 Historic Preservation Plan

Permanent.

13.014 Historic Resources Survey. Form A-H

Permanent.

Page 80

09/01/2022

Municipal Records Retention Schedule

Historical Commission and Historic District Commissions

Schedule Number and Title Total Retention Schedule Description

13.015 Maps

Permanent.

13.016 Massachusetts Preservation Program Fund Pre-Application Form

Retain until superseded by another application.

13.017 Modification of Application

Retain 1 year after expiration of the 20-day appeal period.

13.018 Modification of Recommendations

Retain 1 year after expiration of the 20-day appeal period.

13.019 Nominations for National Register (a) Accepted Nominations

Permanent.

13.020 Nominations for National Register (b) Unaccepted Nominations

Retain 1 year.

13.021 Plans

Permanent.

13.022 Public Hearing Waiver Notification

Retain 1 year after expiration of the 20-day appeal period.

13.023 Public Hearing Waiver Requests

Retain 1 year after expiration of the 20-day appeal period.

13.024 Publications of Commission

Permanent.

13.025 Reports

Permanent.

13.026 Review Standards

Permanent.

13.027 Site Plan Review Recommendations

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

13.028 Subdivision Control Recommendations

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

Page 81

09/01/2022

Municipal Records Retention Schedule

Licensing Board

Schedule Number and Title Total Retention Schedule Description

14.001 Application for License

Permanent.

14.002

Application for License and/or Permits Other Than Alcoholic and Liquor

Beverage, licenses granted and denied.

Retain 3 years after duration of license.

14.003 Application for Transfer of License

Permanent.

14.031

Applications for Special Licenses and Permits

See sub-schedules for specific retention periods.

Applications for Special Permits issued by Local Licensing Authorities.

14.031 (a) Application for Special One-Day Permit

Retain three years past duration of license.

Applications for Special Licenses (One Day Special Permit) for the sale of wines and/or malt

beverages to any enterprise; and Special Licenses (One Day Special Permit) for the sale of all

alcoholic beverages issued to non-profit organizations only.

14.031 (b) Applications for Farmer's Market Permits

Retain 3 years past duration of license.

Applications for Special Licenses for the sale of wine manufactured by a licensed

Farmer-Winery at approved agricultural events.

14.004 Automatic Amusement Devices Licenses

Permanent.

14.005 Billiard Tables and Bowling Alleys Licenses

Permanent.

14.006 Certificate of Conviction

Permanent.

14.007 Change of Location or Manager Position

Permanent.

14.008

Clubs, Societies, Associations Authorization to Dispense Food and Beverages

Other Than Alcoholic and Liquor Beverage

Permanent.

14.009 Coffee and Teahouses

Permanent.

Page 82

09/01/2022

Municipal Records Retention Schedule

Licensing Board

Schedule Number and Title Total Retention Schedule Description

14.010 Complaint Records

Permanent.

14.011 Copy of Transactions of Pawnbrokers

Permanent.

14.012 Decision of Commission Hearings

Permanent.

14.013 Fortune Teller

Permanent.

14.014 Hearing Records

Permanent.

14.015 Inn holder and Common Victualer

Permanent.

14.016 Inspection of Lodging Houses by Licensing Authorities

Permanent.

14.017 Junk Dealers

Permanent.

14.018 Letter of Approval from ABCC

Permanent.

14.019 Lodging Houses

Permanent.

14.020 Managers of Indoor and Outdoor Activities

Retain until completion of satisfactory audit.

14.021 Picnic Groves

Permanent.

14.022 Quarterly Reports to the Mayor

Permanent.

14.023 Retail Package Goods

Retain 7 years after termination.

Page 83

09/01/2022

Municipal Records Retention Schedule

Licensing Board

Schedule Number and Title Total Retention Schedule Description

14.024 Revoked, Suspended, Cancelled or Forfeited Licenses

Permanent.

14.025 Second-Hand Motor Vehicles

Permanent.

14.026 Shooting Galleries

Permanent.

14.027 Skating Rinks

Permanent.

14.028 Specific License Types, Clubs

Retain 7 years after termination.

14.029 Specific License Types, Common Victualers

Retain 7 years after termination.

14.030 Taverns

Retain 7 years after termination.

Page 84

09/01/2022

Municipal Records Retention Schedule

Parks and Recreation

Schedule Number and Title Total Retention Schedule Description

26.002 Program Attendance records

See sub-schedules for specific retention periods.

26.002 (a) Summary information

Retain permanently.

Includes compiled counts and statistics related to attendance of department camps, programs

and presentations; may be included in other reports and documentation.

26.002 (b) Rosters and sign-in sheets

Retain until applicable statistics are compiled and administrative use ceases. Permission from

Supervisor of Public Records not required for destruction.

Includes individual camp, program and presentation rosters and sign-in sheets.

26.001

Program Registration records

Retain 3 years from date of creation.

Includes registration forms, financial records including fee waivers and financial aid documentation,

and waivers of responsibility.

Page 85

09/01/2022

Municipal Records Retention Schedule

Planning Board

Schedule Number and Title Total Retention Schedule Description

15.001 Applications (a) Special Permit

Retain 1 year following expiration of 20-day appeal period.

15.002 Applications (b) Subdivision Control Not Required

Retain 1 year following expiration of 20-day appeal period.

15.003 Applications (c) Subdivision (Preliminary)

Retain 1 year following expiration of 20-day appeal period.

15.004 Applications (d) Subdivision (Definitive)

Retain 1 year following expiration of 20-day appeal period.

15.005 Decisions (a) Special Permit

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

15.006 Decisions (b) Subdivision Control Not Required

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

15.007 Decisions (c) Subdivision (Preliminary)

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

15.008 Decisions (d) Subdivision (Definitive)

Retain 1 year following expiration of 20-day appeal period, provided copy is filed with clerk.

15.009 Master Plan

Permanent.

15.010 Notice for Public hearings (a) Special Permits.

Retain 1 year following expiration of 20-day appeal period.

15.011 Notice for Public hearings (b) Subdivisions

Retain 1 year following expiration of 20-day appeal period.

15.012 Notice for Public hearings (c) Zoning Changes

Retain 1 year following expiration of 20-day appeal period.

15.013 Notice of Appeal to Superior Court

Permanent.

15.014 Official Map

Permanent.

Page 86

09/01/2022

Municipal Records Retention Schedule

Planning Board

Schedule Number and Title Total Retention Schedule Description

15.015 Petty Cash Records

Retain until completion of satisfactory audit.

15.016 Subdivision Files (a) Preliminary

Retain 1 year following date of decision.

15.017 Subdivision Files (b) Definitive

Retain until completion of subdivision.

15.018 Subdivision Rules and Regulations

Permanent.

Page 87

09/01/2022

Municipal Records Retention Schedule

Police Department

Schedule Number and Title Total Retention Schedule Description

16.001 Ambulance Calls Report

Retain 7 years.

16.002 Appointment Certificate

Permanent.

16.003 Arrest Records (a) Booking Sheet

Retain until completion of prosecution and exhaustion of appeals.

16.004 Arrest Records (b) Fingerprint Card

Retain until completion of prosecution and exhaustion of appeals.

16.005 Arrest Records (c) Vehicle Inventory

Retain until completion of prosecution and exhaustion of appeals.

16.006 Arrest Records (d) BOP Report

Retain until completion of prosecution and exhaustion of appeals.

16.007 Arrest Records (e) RMV Report

Retain until completion of prosecution and exhaustion of appeals.

16.008 Arrest Records (f) LEAPS Report

Retain until completion of prosecution and exhaustion of appeals.

16.009 Cell Monitoring Reports

Retain 3 years.

16.010 Civil Service Records

Permanent.

16.011 Civilian Complaints, no specific officers named

Retain 4 years following closure of investigation.

16.012 Civilian Complaints, substantiated

Retain 7 years following closure.

16.013 Civilian Complaints, unsubstantiated

Retain 5 years following closure of investigation.

16.014 Controlled Substance Seizure Report (no arrest or warrant)

Retain 7 years.

Page 88

09/01/2022

Municipal Records Retention Schedule

Police Department

Schedule Number and Title Total Retention Schedule Description

16.015

Criminal Offender Record Information (CORI) request form and Sexual

Offender Registry Information (SORI) request form

Retain 3 years.

16.016 Cruiser Maintenance Report

Retain 1 year after retirement of vehicle.

16.017 Death Report (Suicide, Sudden, Unexplained)

Permanent.

16.018 Disciplinary Case Files, resulting from administrative reprimand

Retain 7 years following closure; retain separately from personnel files.

16.019 Disciplinary Case Files, resulting from civilian complaint

Retain 7 years following closure; retain separately from personnel files.

16.020 Dog Bite Investigation Report

Retain 7 years.

16.021 E-911 Call Detail Record

Retain 3 years.

16.022 Employment History Records

Retain 20 years following termination of employment.

16.023 Equipment Inventory

Retain until superseded by next inventory.

16.024 Equipment Maintenance Log

Retain until retirement of equipment.

16.025 Evidence Control Form

Retain 3 years.

16.026 Firearm Identification Card

Retain until superseded. Permission from Supervisor not required for destruction.

16.027 Firearm, License to Carry (Application)

Retain until superseded. Permission from Supervisor not required for destruction.

16.028 Firearm, License to Carry. Form FA-19

Retain until superseded. Permission from Supervisor not required for destruction.

Page 89

09/01/2022

Municipal Records Retention Schedule

Police Department

Schedule Number and Title Total Retention Schedule Description

16.029 Firearms, License to Sell

Permanent.

16.030 Firearms, Wound Report

Permanent.

16.031 Found Property Form

Retain 3 years.

16.032 Gunsmith License

Permanent.

16.033 Incident Report (Miscellaneous non-criminal investigation)

Retain 3 years.

16.034

Internal Investigation Case Files

Retain 7 years following closure.

Documents informal or formal investigations into alleged employee misconduct. Includes

complaints, notes, statements, and determinations and record or actions taken.

16.035 Investigation Report (no arrest or warrant) (a) Armed Robbery

Retain 11 years.

16.036

Investigation Report (no arrest or warrant) (b) Assault with a Dangerous

Weapon

Retain 11 years.

16.037 Investigation Report (no arrest or warrant) (c) Unarmed Robbery

Retain 11 years.

16.038

Investigation Report (no arrest or warrant). (d) Confining or putting in fear

with intent to commit felony

Retain 11 years.

16.039

Investigation Report of all crimes except Murder and those covered by c.

265, s. 17, 18, 19, 21 (no arrest or warrant)

Retain 7 years.

16.040 Investigation Report, Murder (no arrest or warrant)

Permanent.

16.041 Journal

Permanent.

Page 90

09/01/2022

Municipal Records Retention Schedule

Police Department

Schedule Number and Title Total Retention Schedule Description

16.042 Juror Investigation Report

Retain 1 year.

16.043 Lock-up Rules and Regulations

Permanent.

16.044 Log (Blotter)

Permanent.

16.045 Missing Person Report

Retain 3 years after case is closed.

16.046

Motor Vehicle Accident Reports (a) Operator's Report (investigation or no

investigation)

Retain 3 years.

16.047 Motor Vehicle Accident Reports (b) Fatal

Permanent.

16.048 Motor Vehicle Accident Reports (c) Hit and Run

Retain 7 years.

16.049 Motor Vehicle Accident Reports (d) Personal Injury

Retain 7 years.

16.050 Motor Vehicle Accident Reports (e) Property Damage

Retain 3 years.

16.051 Motor Vehicle Accident Reports (f) Investigating Officer's Report

Retain 3 years.

16.052 Motor Vehicle Citation

Retain 1 year.

16.053 Motor Vehicle Citation Sheet

Retain 1 year.

16.054 Motor Vehicle Inventory Form

Retain 3 years.

Page 91

09/01/2022

Municipal Records Retention Schedule

Police Department

Schedule Number and Title Total Retention Schedule Description

16.074

Noncriminal Violation Citations

Retain 1 year following satisfactory completion of audit unless complaint issued, then retain 1 year

after audit following final disposition of case.

Any city or town may by ordinance or by-law provide for non-criminal disposition of violations of

any ordinance or by-law or any rule or regulation of any municipal officer, board or department;

the violation of which is subject to a specific penalty.

16.055 Parking Tickets

See sub-schedules for specific retention periods.

16.055 (a) Paid Tickets

Retain until completion of satisfactory audit.

16.055 (b) Parking Appeals

Retain 1 year following resolution of appeals process.

16.056 Permits/Applications (Sunday work, etc.)

Retain 1 year after issuance.

16.057 Premises Inspected Slips

Retain 1 year.

16.058 Prisoner Property Slip

Retain 1 year.

16.059 Procedural Rules

Permanent.

16.060 Protective Custody Report (All)

Retain 3 years.

16.061 Radar Log

Retain 3 years.

16.062 Recordings of Phone Calls (911 etc.)

Retain 1 year

16.063 Reprimands, administrative

Permanent.

16.064 Reprimands, resulting from civilian complaint

Retain 7 years following closure.

Page 92

09/01/2022

Municipal Records Retention Schedule

Police Department

Schedule Number and Title Total Retention Schedule Description

16.065 Roll Call Report

Retain 3 years.

16.066 Schedule of Departmental Payments to Treasurer

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

16.067 Stolen Goods Report

Retain 3 years.

16.068 Stolen Vehicle Report

Retain 3 years.

16.069 Taxi Cab Driver Records

Retain until superseded.

16.070 Travel Expense Report of Court Witness

Retain until completion of satisfactory audit.

16.071 Unclaimed Property, Notice of Sale

Retain 3 years.

16.072 Uniform National Crime Reports

Retain until superseded.

16.073

Vehicle and property impound records

Retain 3 years from date of incident.

This series documents the impounding of vehicles or property, including impound inventory lists.

Page 93

09/01/2022

Municipal Records Retention Schedule

Public Library

Schedule Number and Title Total Retention Schedule Description

17.001 Application for a Library Card

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

17.002 Bibliographic Database

Retain until deaccession.

17.003 Circulation Records

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

17.004 Complaint and Censorship Records

Retain until resolution.

17.005 Fine Payment Request Form

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

17.006 Library Building Program Files

Retain 20 years.

17.007 Library Improvement Program Files

Retain 7 years.

17.008 Long Range Program Files

Retain until superseded.

17.009 Master Plan

Permanent.

17.010 Patron Information Database

Retain until expiration of patron's borrowing privileges.

Page 94

09/01/2022

Municipal Records Retention Schedule

Public Utilities

Schedule Number and Title Total Retention Schedule Description

27.01

Municipally-Owned Public Utilities Records

Records custodians shall maintain the records according to the retention periods set forth in 220

CMR 75.05.

Records defined by 220 CMR 75.00 prepared by or on behalf of municipal public utilities, including

gas, electric, and water utility companies, subject to the jurisdiction of the Massachusetts

Department of Public Utilities. Includes all books of account and other records prepared by or on

behalf of the public utility, such as corporate and general records, general accounting records,

insurance records, operations and maintenance records, personnel records, plant and depreciation

records, and tax records.

Page 95

09/01/2022

Municipal Records Retention Schedule

Purchasing

Schedule Number and Title Total Retention Schedule Description

18.001 Emergency Procurement Files

Retain 7 years following final payment provided all relevant audits have been completed.

18.002 Procurement Officer's Delegation of Powers and Duties

Retain 7 years following expiration, revocation or amendment.

18.003 Purchase Logs

Retain 1 year following next satisfactory audit.

18.004

Purchase Order Files (including Vendor's Acknowledgement, Records of

Quotations, Purchase Requirements Descriptions)

Retain 7 years following payment provided all relevant audits have been completed.

18.005

Real Property, Acquisition and Disposition Files

Retain 7 years following fulfillment of all terms of contract, provided all relevant audits have been

completed.

18.006 Receiving Slips

Retain 1 year following satisfactory completion of audit.

18.007 Sheltered Market Program Files

Retain 7 years following termination or amendment.

18.008 Surplus Supply Disposition Files

Retain 7 years following final payment provided all relevant audits have been completed.

Page 96

09/01/2022

Municipal Records Retention Schedule

Retirement Board

Schedule Number and Title Total Retention Schedule Description

19.001

Accidental Death Records; retention after exhaustion of benefits and

completion of satisfactory audit.

Retain 1 year.

19.002 Administration and Finance, Accounts Journal

Permanent.

19.003 Administration and Finance, Actuarial Valuation Studies or Reports

Permanent.

19.004

Administration and Finance, Amount to be Paid to Pension Fund, Actuary's

Notification

Retain 7 years.

19.005

Administration and Finance, Amount to be Paid to Pension Fund, Certification

to Mayor or Selectmen and Disbursing Officer

Retain 7 years.

19.006 Administration and Finance, Annual Report, Request for Filing Extension

Retain 7 years.

19.007

Administration and Finance, Bonds of Fiduciaries; retention after expiration

of bond.

Retain 7 years.

19.008 Administration and Finance, Cash Book

Retain 7 years.

19.009 Administration and Finance, Establishment of System, Certificate of

Permanent.

19.010 Administration and Finance, General Ledger

Permanent.

19.011

Administration and Finance, Investment Control Cards; retention following

maturation or divestment of investment.

Retain 7 years.

19.012

Administration and Finance, Listing of Disabled Members Who Have Not Filed

an Annual Statement of Earnings

Retain 7 years.

19.013 Administration and Finance, Receipts for Administrative Expenses

Retain 7 years.

Page 97

09/01/2022

Municipal Records Retention Schedule

Retirement Board

Schedule Number and Title Total Retention Schedule Description

19.014

Administration and Finance, Requests for Reimbursement for COLA and

Statutorily Mandated Benefit Increases

Retain 7 years.

19.015 Administration and Finance, Supplementary Rules

Permanent.

19.016 Administration and Finance, Tax Withholding Statement (W2-P)

Retain 7 years.

19.017 Administration and Finance, Trial Balance Book

Retain 7 years.

19.018

Administration and Finance, Warrants (Payments to Retirees and

Beneficiaries and Refunds to Members Leaving Service)

Retain 7 years.

19.019

Disability, Disability Benefit Records

Retain until exhaustion of benefits, provided satisfactory audit has been completed withdrawn,

PERA 9-2 and 9-3 may be disposed of.

19.020 Disability, Hearing Records

Retain until completion of satisfactory audit.

19.021

Disability, Notification to Disabled Member of Failure to File Annual

Statement of Earnings

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.022 Elections, Appeals to Board of Election Officer's Decision

Retain 3 years after election.

19.023 Elections, Ballots (including Disqualified and Absentee)

Retain 3 years after election.

19.024 Elections, Nomination Papers

Retain 3 years after election.

19.025 Elections, Notice of Election

Retain 3 years after election.

19.026 Elections, Notification of Election Results

Retain 3 years after election.

Page 98

09/01/2022

Municipal Records Retention Schedule

Retirement Board

Schedule Number and Title Total Retention Schedule Description

19.027

Investments, Exemption File (Including Document Showing Why Exemption

Should Not Be Revoked, Application for Exemption and Continued Exemption,

Commissioner's. Form PERA 19-1

Retain 50 years.

19.028 Investments, Investment Advisors' Disclosure Statements

Retain 7 years after termination of employment of advisor.

19.029 Investments, Invoices Submitted by Investment Managers and Custodians

Retain 7 years after termination of employment of managers and custodians.

19.030

Investments, Monthly Report from System's Investment Manager and

Custodian

Retain 7 years after termination of employment of advisor and custodian.

19.031 Investments, Orders to and Brokers Confirmations of Purchases and Sales

Retain 7 years after transaction.

19.032

Investments, Semiannual Review of Investment Performance and Minutes of

Semi-Annual Meeting with Investment Advisor

Retain 7 years after termination of employment of investment advisor.

19.033

Investments, Statement of Investment Objectives (including Updates). Form

PERA 18-1, 18-2

Permanent.

19.034

Membership Files (includes elements of Retirement Benefits Case File but

may be treated individually for disposition), Accumulated Total Deductions,

Request for Return to Member

Retain 80 years.

19.035 Membership Files, Assignment Documents

Retain 7 years following exhaustion of benefits, provided satisfactory audit has been completed.

19.036 Membership Files, Calculation Verification Forms (from PERA)

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.037 Membership Files, Certificates of Birth, Marriage and Divorce

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.038

Membership Files, Certification that 18-to 22-year old Child is a Full-time

student

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

Page 99

09/01/2022

Municipal Records Retention Schedule

Retirement Board

Schedule Number and Title Total Retention Schedule Description

19.039 Membership Files, Change of Beneficiary Blank

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.040 Membership Files, Contributory Retirement Appeals Board Decisions

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.041 Membership Files, Disclosure of Member Information Records

Retain 3 years following exhaustion of benefits, provided satisfactory audit has been completed.

19.042

Membership Files, Documentation by Member of Time and Compensation for

Public

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.043 Membership Files, Membership Control Cards

Retain 80 years.

19.044 Membership Files, New Entrant Enrollment Blank

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.045

Membership Files, Non-Contributory Retirement Benefit Records (includes All

Veteran's Claim)

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.046 Membership Files, Notice of Injury from Member and/or Department Head

Retain 80 years.

19.047 Membership Files, Notification of Leave of Absence

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.048

Membership Files, Notification to Inactive Members that Interest has Ceased

to Accrue

Retain 80 years.

19.049 Membership Files, Options on Retirement, Election

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.050

Membership Files, Requests for Reimbursement for Prorated Pensions and

Transfer of Funds in Response Thereto

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.051 Membership Files, Retirement Payment Cards

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

Page 100

09/01/2022

Municipal Records Retention Schedule

Retirement Board

Schedule Number and Title Total Retention Schedule Description

19.052 Membership Files, Service Buy-back Forms or Letters

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.053 Membership Files, Survivorship Records (includes Benefits)

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.054

Membership Files, Veteran's Benefits Records and all Documentation

Establishing Status. Form DD-214, Veteran's 9-5

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.055 Membership Files, Waiver of Retirement Allowance

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.056 Membership Files, Worker's Compensation, History of

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.057 Rehabilitation Records, General

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.058

Rehabilitation Records, Request by Disabled Member to Reduce or Withdraw

Board's Request for Refund

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.059 Rehabilitation Records, Request for Refund from Disabled Member

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.060 Rehabilitation Records, Statement of Earnings from Member

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.061 Service 65-70, Annual Certification of Member's

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.062

Service 65-70, Appointing Authority Request for Medical Examination,

Request for. Form PERA 12-2

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.063 Service 65-70, Department Head's Statement 2 and 4 Members

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.064

Service 65-70, Medical Questionnaire to be Completed by Member. Form

PERA 12-3

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

Page 101

09/01/2022

Municipal Records Retention Schedule

Retirement Board

Schedule Number and Title Total Retention Schedule Description

19.065

Service 65-70, Notification that Member May Continue in Service Past Age

65. Includes Member Response. Form PERA 12-1

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.066

Service 65-70, Notification that Member May Not Continue in Service Past

Age 65

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.067 Service 65-70, Physician's Certification. Form PERA 12-1

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.068 Service After 70, Members Age 70 or over, Election of Deductions

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.069 Service After 70, Members Continuing in Service After Age 70 Records

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.070

Service After 70, Notice to Group 1 Member 180/120 Days Prior to 70th

Birthday

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.071 Service After 70, Notice to Member over Age 70 and Have Deductions Taken

Retain until exhaustion of benefits, provided satisfactory audit has been completed.

19.072

Superannuation Retirement Benefits Records. Includes Allowance and

Calculation Forms (PERA 9-1, 9-2 or 9-3) and Letter of Withdrawal of

Application). Form PERA 9-1, 9-2, 9-3

Retain until exhaustion of benefits, provided satisfactory audit has been completed, unless request

withdrawn. If application is withdrawn, PERA 9-1, 9-2 and 9-3 may be disposed of.

Page 102

09/01/2022

Municipal Records Retention Schedule

School Department

Schedule Number and Title Total Retention Schedule Description

20.001 Administration, Annual Notice to Public (Legal)

Retain 1 year.

20.002 Administration, Building Plans

Permanent.

20.003

Administration, Evidence Teaching Credentials; retention after termination of

employment

Retain 5 years.

20.004 Administration, Extended School Year Plan Records

Retain 3 years.

20.005 Administration, Plant, Maintenance Work Request Form

Retain until completion of satisfactory audit.

20.006 Administration, Plant, Posting Schedule of

Retain until completion of satisfactory audit.

20.007 Administration, Printing Request Form

Retain until completion of satisfactory audit.

20.008

Administration, Regional District Planning Board: Agreement on Proposals

for Formation of Regional School Districts

Permanent.

20.009 Administration, School Committee Report, Annual

Permanent.

20.010 Administration, School Returns, Annual Report to Superintendents

Permanent.

20.011 Administration, School, Condition of, Annual Report

Retain 7 years.

20.012 Administration, Superintendent of Schools, Annual Report of

Permanent.

20.013 Administration, Teaching Schedules

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

Page 103

09/01/2022

Municipal Records Retention Schedule

School Department

Schedule Number and Title Total Retention Schedule Description

20.014

Fiscal, Annual Audit of the Accounts of the Regional School District

Committee

Retain 7 years.

20.015 Fiscal, Bid Specifications and Responses for Equipment and Supplies

Retain with Contract Files.

20.016 Fiscal, Bond Coupon Statements

Retain until completion of satisfactory audit.

20.017 Fiscal, Bond Coupons

Retain 7 years after cancellation, provided a satisfactory audit has been completed.

20.018 Fiscal, Bus Contracts

Retain with Contract Files.

20.019 Fiscal, Bus Transportation Requests

Retain until completion of satisfactory audit.

20.020 Fiscal, Bus Vouchers

Retain 7 years provided a satisfactory audit has been completed.

20.021 Fiscal, Educational Television Program Fund

Retain until completion of satisfactory audit.

20.022 Fiscal, Equipment Inventory Form

Retain until superseded by next inventory.

20.023 Fiscal, Federal Projects (Title I, II, III, IV-B, etc.)

Retain 5 years provided a satisfactory audit has been completed.

20.024

Fiscal, Food Service Records (a) Breakfast Program Records

Retain 3 years after the end of the fiscal year to which they pertain, provided a satisfactory audit

has been completed.

20.025

Fiscal, Food Service Records (b) Commodity Distribution Program Records

Retain 3 years after the end of the fiscal year to which they pertain, provided a satisfactory audit

has been completed.

20.026

Fiscal, Food Service Records (c) Determining Eligibility for Free and Reduced

Price Lunches Records

Retain 3 years.

Page 104

09/01/2022

Municipal Records Retention Schedule

School Department

Schedule Number and Title Total Retention Schedule Description

20.027

Fiscal, Food Service Records (d) Lunch Program Records

Retain 3 years after the end of the fiscal year to which they pertain, provided a satisfactory audit

has been completed.

20.028

Fiscal, Food Service Records (e) Milk Program Records

Retain 3 years after the end of the fiscal year to which they pertain, provided a satisfactory audit

has been completed.

20.029 Fiscal, Food Service Records (f) Paid Invoices

Retain 7 years, provided a satisfactory audit has been completed.

20.030 Fiscal, Food Service Records (g) Policies and Memoranda

Retain 3 years if no informational or evidential value.

20.031 Fiscal, Food Service Records (h) Reimbursement Claims

Retain 7 years, provided a satisfactory audit has been completed.

20.032 Fiscal, Invoice Warrant

Retain until completion of satisfactory audit.

20.033 Fiscal, Ledger, Agency and Trust Accounts

Retain 10 years.

20.034 Fiscal, Ledger, Appropriation

Retain 10 years.

20.035 Fiscal, Ledger, General

Retain 10 years.

20.036 Fiscal, Reimbursement Claims

Retain 7 years, provided a satisfactory audit has been completed.

20.037 Fiscal, School Aid Records

Retain until completion of satisfactory audit.

20.038 Fiscal, Supporting Cost, Allocation and Computation

Retain until completion of satisfactory audit.

20.049

Intelligence Test Scores

Retention: In accordance with M.G.L. c. 71, § 87, the score of any group intelligence test

administered to a student enrolled in a public school shall be removed from the record of said

student at the end of the school year in which such test was so administered.

The score of any group intelligence test administered to a student enrolled in a public school.

Page 105

09/01/2022

Municipal Records Retention Schedule

School Department

Schedule Number and Title Total Retention Schedule Description

20.039 Payroll, Fiscal, Blue Cross, Reports to

Retain 3 years.

20.040 Payroll, Payroll, Substitute Teacher Attendance Report

Retain until completion of satisfactory audit.

20.041 Payroll, Retirement Ledgers

Permanent.

20.042 Payroll, Substitute Teacher Employment Applications

Retain 3 years after termination of employment.

20.043 Payroll, Tax Exemption Certificate

Retain 5 years or until administrative use ceases, whichever is later.

20.044 Payroll, Tuberculosis; Report of School Personnel, Freedom from

Retain 3 years upon reverification.

20.045 Payroll, Vacancy, Posting of Teaching

Retain 3 years.

20.046 Payroll, Weekly, Biweekly or Monthly Payroll

Retain until completion of satisfactory audit, provided recorded elsewhere in a summary record.

20.047 Payroll, Work Sheets

Retain until completion of satisfactory audit.

20.048

Student Records

See sub-schedule for specific retention periods.

The student record shall consist of the transcript and the temporary record, including all

information recording and computer tapes, microfilm, microfiche, or any other materials regardless

of physical form or characteristics concerning a student that is organized on the basis of the

student's name or in a way that such student may be individually identified, and that is kept by the

public schools of the Commonwealth. The term as used in 603 CMR 23.00 shall mean all such

information and materials regardless of where they are located, except for the information and

materials specifically exempted by 603 CMR 23.04 (Personal Files of School Employees).

Page 106

09/01/2022

Municipal Records Retention Schedule

School Department

Schedule Number and Title Total Retention Schedule Description

20.048 (a) Student temporary records (all other records)

Retention: The temporary record of any student enrolled on or after the effective date of 603

CMR 23.00 shall be destroyed no later than seven (7) years after the student transfers,

graduates, or withdraws from the school system. Written notice to the eligible student and

his/her parent of the approximate date of destruction of the record and their right to receive

the information in whole or in part, shall be made at the time of such transfer, graduation, or

withdrawal.

The temporary record shall consist of all the information in the student record which is not

contained in the transcript. This information clearly shall be of importance to the educational

process. Such information may include standardized test results, class rank (when applicable),

extracurricular activities, and evaluations by teachers, counselors, and other school staff.

20.048 (b) Student transcripts

Retention: The student's transcript shall be maintained by the school department and may

only be destroyed sixty (60) years following his/her graduation, transfer, or withdrawal from

the school system.

The transcript shall contain administrative records that constitute the minimum data necessary

to reflect the student's educational progress and to operate the educational system. These

data shall be limited to the name, address, and phone number of the student; his/ her

birthdate; name, address, and phone number of the parent or guardian; course titles, grades

(or the equivalent when grades are not applicable), course credit, grade level completed, and

the year completed, and highest performance level achieved on all MCAS tests required for the

competency determination.

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Municipal Records Retention Schedule

Sealers of Weights and Measures

Schedule Number and Title Total Retention Schedule Description

21.001 Administration, Annual Report

Retain until completion of satisfactory audit.

21.002

Administration, Certification of Sealer's Equipment; retention after retesting

and renewal.

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

21.003 Administration, Field Book - Sealing and Adjustment Record

Retain until completion of satisfactory audit.

21.004 Administration, Office Record and Ledger

Permanent.

21.005 Administration, Receipts from Treasurer

Retain until completion of satisfactory audit.

21.006

Field Records, Adjustments - Sealing - Not Sealed - Condemnations (Field

Card)

Retain 3 years beyond date of last entry.

21.007 Field Records, Commodities Reweighing Record

Retain 3 years.

21.008

Field Records, Field Inspections and Test (Markings - Licenses - Systems -

Certificates)

Retain 3 years.

21.009 Field Records, Fuel Delivery Inspection

Retain 3 years.

21.010 Field Records, Hawkers and Peddlers Inspection

Retain 3 years.

21.011 Field Records, Merchants Equipment Record

Retain 3 years beyond date of last entry.

21.012 Field Records, Meter Test Record (Sealing or Retest)

Retain 3 years.

21.013 Field Records, Petroleum Delivery Inspection Record

Retain 3 years.

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Municipal Records Retention Schedule

Sealers of Weights and Measures

Schedule Number and Title Total Retention Schedule Description

21.014 Field Records, Summary of Trial Weighing

Retain 1 year.

21.015 Field Records, Summary Record of Field Inspections and Tests Made

Retain 1 year.

21.016 Field Records, Tank Truck Calibration Record

Retain 1 year beyond discontinuance of apparatus.

21.017 Field Records, Taxi Inspection

Retain 3 years.

21.018 Field Records, Unit Pricing Inspection

Retain 1 year.

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09/01/2022

Municipal Records Retention Schedule

Select Boards

Schedule Number and Title Total Retention Schedule Description

22.001 Accounts and Receipts of Collector

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

22.002

Administration, Appeal to Appellate Tax Board (ATB); retention after final

settlement.

Retain 3 years.

22.003

Administration, Appointment Certificate; retention after termination of

appointment.

Retain 3 years.

22.004

Administration, Appropriation forms for the payment of unpaid bills of

previous years (a) Certificate of Order; retention after completion of

satisfactory audit.

Retain 7 years.

22.005

Administration, Appropriation forms for the payment of unpaid bills of

previous years (b) Certificate of Delivery; retention after completion of

satisfactory audit.

Retain 7 years.

22.006

Administration, Appropriation forms for the payment of unpaid bills of

previous years (c) Certificate of Receipt; retention after completion of

satisfactory audit.

Retain 7 years.

22.007

Administration, Appropriation forms for the payment of unpaid bills of

previous years (d) Certificate of Services Rendered; retention after

completion of satisfactory audit.

Retain 7 years.

22.008 Administration, Civil Service Forms

Permanent.

22.009 Administration, Employment Applications (a) hired employee.

Permanent.

22.010 Administration, Employment Applications (b) unhired.

Retain 3 years.

22.011 Administration, Rules for Police Stations, Lock-ups, Jails, etc

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

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Municipal Records Retention Schedule

Select Boards

Schedule Number and Title Total Retention Schedule Description

22.012 Administration, Schedule of Departmental Bills Payable

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

22.013 Administration, Special Town Meeting Petitions

Permanent.

22.014 Administration, Treasury Warrants

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

22.015 Animal Control, Complaint against vicious or barking dog

Retain 5 years.

22.016

Animal Control, Warrant returned from police officer, constable and/or dog

officer

Retain 5 years.

22.017 Animal Control, Warrant to police officer, constable and/or dog officer

Retain 5 years.

22.018

Boundary Records, Boundary Triangulation Points (as determined by State

D.P.W.)

Permanent.

22.019 Boundary Records, Descriptions of Obliterated Town Markers

Permanent.

22.020 Boundary Records, Perambulation Records

Permanent.

22.021 Boundary Records, Plan of Boundary Change

Permanent.

22.022 Boundary Records, Proposal for Boundary Change

Permanent.

22.023

Boundary Records, Ratification and Acceptance of Boundary Change by

General Court

Permanent.

22.024 Boundary Records, Receipts for registered notices to contiguous towns.

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

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09/01/2022

Municipal Records Retention Schedule

Select Boards

Schedule Number and Title Total Retention Schedule Description

22.025 Education, Regional School District Annual Report

Permanent.

22.026 Education, Regional School District Organization Proposal

Permanent.

22.027 Education, Regional School District Planning Board Report

Permanent.

22.028 Elections, Education, Notice of Vacancy in General Court

Retain 1 year from filling of vacancy.

22.029 Elections, Notice of Vacancy in County Office

Retain 1 year from filling of vacancy.

22.030

Elections, Notice of Vacancy in Municipal, County or State Office Caused by

Retirement

Retain 1 year from filling of vacancy.

22.031 Employment Service Record

Retain 20 years following termination of employment.

22.032 General, Deeds/Leases

Permanent.

22.033 General, Jury Service Questionnaire

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

22.034 General, Notice of Strike or Lockout

Retain 5 years.

22.035 General, Report of Insurance Commissioner Relating to Retirement Board

Permanent.

22.036

General, Report of Insurance Commissioner Relating to Weighing and

Measuring

Permanent.

22.037 General, Report of Violations Relating to Weighing and Measuring

Permanent.

22.038 Licenses and Permits, Application for License (a) License Granted

Retain 3 years past duration of license.

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Municipal Records Retention Schedule

Select Boards

Schedule Number and Title Total Retention Schedule Description

22.039 Licenses and Permits, Application for License (b) License Denied

Retain 3 years.

22.040 Licenses and Permits, Application for Permit (a) License Granted

Retain 3 years past duration of license.

22.041 Licenses and Permits, Application for Permit (b) License Denied

Retain 3 years.

22.042 Licenses, Alcoholic Beverages, Application for License

Permanent.

22.043 Licenses, Alcoholic Beverages, Application for Transfer of License

Permanent.

22.050

Licenses, Alcoholic Beverages, Applications for Special Licenses or Permits

See sub-schedules for specific retention periods. =

Applications submitted to Local Licensing Authorities for Special Permits for the sale of alcohol,

which include: Special Licenses (One Day Special Permit) and Farmer’s Market Permits.

22.050 (a) Applications for Special One-Day Permit

Retain three years past duration of license.

Applications for Special Licenses (One Day Special Permit) for the sale of wines and/or malt

beverages to any enterprise; and Special Licenses (One Day Special Permit) for the sale of all

alcoholic beverages issued to non-profit organizations only.

22.050 (b) Applications for Farmer’s Market Permits

Retain three years past duration of license.

Applications for Special Licenses for the sale of wine manufactured by a licensed

Farmer-Winery at approved agricultural events.

22.044 Licenses, Alcoholic Beverages, Change of Location or Manager Position

Permanent.

22.045 Licenses, Alcoholic Beverages, Club License

Retain 7 years after termination.

22.046 Licenses, Alcoholic Beverages, Common Victualer License

Retain 7 years after termination.

22.047 Licenses, Alcoholic Beverages, Letter of Approval to ABCC

Permanent.

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09/01/2022

Municipal Records Retention Schedule

Select Boards

Schedule Number and Title Total Retention Schedule Description

22.048 Licenses, Alcoholic Beverages, Retail Package Goods License

Retain 7 years after termination.

22.049 Licenses, Tavern License

Retain 7 years after termination.

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09/01/2022

Municipal Records Retention Schedule

Shellfish Constable

Schedule Number and Title Total Retention Schedule Description

23.001 Catch Reports (Daily or Monthly)

Retain 1 year following filing of annual report to Division of Marine Fisheries (DMF).

23.002 Closure, Notices of

Retain 3 years following reopening of area.

23.003 License and Permit Stubs and Duplicates

Retain 1 year following satisfactory completion of audit.

23.004 License Applications

Retain 1 year following expiration, provided satisfactory audit has been completed.

23.005

Noncriminal Violation Citations

Retain 1 year following satisfactory completion of audit unless complaint issued, then retain 1 year

following audit following final disposition of case.

23.006 Predator Control Permits and Reports

Retain 5 years.

23.007 Purification Plant, Reports of Transport of Shellfish to

Retain 3 years.

23.008 Relay Permits

Retain 1 year following reopening of area.

23.009 Seed Permits

Retain 1 year following expiration.

23.010 Shellfish Conservation and Management Plan

Retain until superseded.

23.011 Shellfish Grant Files

Retain 7 years following expiration of grant.

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09/01/2022

Municipal Records Retention Schedule

Treasurer

Schedule Number and Title Total Retention Schedule Description

24.001 Bills Receivable, Schedules of. Form AD 34, 35

Retain until completion of satisfactory audit.

24.002 Bonds, Performance, Assistant Treasurer

Retain 7 years from expiration date.

24.003 Bonds, Performance, Temporary Officer (C)

Retain 7 years from expiration date.

24.004 Bonds, Performance, Temporary Officer (T)

Retain 7 years from expiration date.

24.005 Bonds, Performance, Treasurer

Retain 7 years from expiration date.

24.006 Bonds, Performance, Treasurer to Comm. on Children's Health Camps

Retain 7 years from expiration date.

24.007 Cash Books

Permanent.

24.008 Collector's Payments to Treasurer, Schedule of. Form AD 7, 8, 397

Retain until completion of satisfactory audit.

24.009 Departmental Payments to Treasurer, Schedule of. Form AD 9, 10

Retain until completion of satisfactory audit.

24.010 Deposit Books

Retain until reconciliation of appropriate bank statement or statements.

24.011 Disallowance, Notices of

Retain 6 years.

24.012 Dog Licenses, Monthly Return of. Form DL6

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

24.013 Dog Licenses, Record of Payment for

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

24.014 Earning Records, Employees

Permanent.

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Municipal Records Retention Schedule

Treasurer

Schedule Number and Title Total Retention Schedule Description

24.015 Fines and Forfeitures (from Superior Court), Certificates of

Retain until completion of satisfactory audit.

24.016 Laws, Published (from State Secretary)

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

24.017 Loans, Bond Certificates and Coupons, Cancelled

Retain 7 years after debt retired, provided a satisfactory audit has been completed.

24.018 Loans, Borrowing, Report on

Retain 7 years, provided a satisfactory audit has been completed.

24.019 Loans, Debt Records

Permanent.

24.020 Loans, Notes and Certificates of Indebtedness, Cancelled

Retain 7 years after debt retired, provided a satisfactory audit has been completed.

24.021 Loans, Payment of Notes, Report to Director Concerning

Retain 7 years, provided a satisfactory audit has been completed.

24.022 Process, Service of

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

24.023 Public Welfare Lien, Certificate for Discharge of. Form 490

Permanent.

24.024 Receipts, Schedule of. Form AD11

Retain until completion of satisfactory audit.

24.025 Retirement Records

Permanent.

24.026 Tax Abatements, Notice of

Retain until final settlement of levy or completion of satisfactory audit, whichever is later.

24.027 Tax Exemption Certificates (M-4; W-4; 4-E)

Retain 5 years or until administrative use ceases, whichever is later.

24.028 Tax Titles, Account (with Betterment Assessments). Form 48B

Permanent.

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Municipal Records Retention Schedule

Treasurer

Schedule Number and Title Total Retention Schedule Description

24.029 Tax Titles, Account (without Betterment Assessments). Form 48A

Permanent.

24.030 Tax Titles, Account. Form 410

Permanent.

24.031

Tax Titles, Affidavit, Application for; to Foreclose Land of Low Value. Form

451

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later.Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.032 Tax Titles, Assignment, Instrument of. Form 431

Permanent.

24.033

Tax Titles, Assignment, Notice of Intention. Form 430

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.034

Tax Titles, Commissioner, Statement to. Form 452A

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Tax account not redeemed: Permanent.

24.035 Tax Titles, Deed - Insufficient Bid. Form 324

Permanent.

24.036 Tax Titles, Deed to Municipality - Land of Low Value. Form 475

Permanent.

24.037 Tax Titles, Deed to Person - Land of Low Value. Form 474

Permanent.

24.038

Tax Titles, Deeds and Instruments of Taking, Receipts for. Form 411

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.039

Tax Titles, Final Disposition, Notice to Collector of. Form 486

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Tax account not redeemed: Permanent.

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09/01/2022

Municipal Records Retention Schedule

Treasurer

Schedule Number and Title Total Retention Schedule Description

24.040

Tax Titles, Redemption, Certificate of Partial. Form 442

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.041

Tax Titles, Redemption, Certificate of Receipt for Money Paid for Purpose of.

Form 440

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.042 Tax Titles, Redemption, Instrument of - Title in Municipality. Form 441

Permanent.

24.043

Tax Titles, Redemption, Receipt of Partial Payment of*. Form 433

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.044 Tax Titles, Residence, Statement of

Permanent.

24.045

Tax Titles, Sale, Custodian's Notice of*. Form 472

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.046

Tax Titles, Sale, Notice of - Land of Low Value (Foreclosure of Tax Title).

Form 470A

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later.Permission from Supervisor not required for destruction. Tax account not

redeemed: Permanent.

24.047 Tax Titles, Sale, Notice of - Land of Low Value. Form 470

Tax account redeemed: Retain until final settlement of levy or completion of satisfactory audit,

whichever is later. Tax account not redeemed: Permanent.

24.048 Tax Titles, Taking, Instrument of. Form 301

Permanent.

24.049 Tax Withholding Statements. Form W-2, M-2

Retain 5 years, provided a satisfactory audit has been completed.

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09/01/2022

Municipal Records Retention Schedule

Treasurer

Schedule Number and Title Total Retention Schedule Description

24.050 Taxation, Notice of Amount to be Raised by

Retain until final settlement of levy or completion of satisfactory audit, whichever is later.

24.051 Taxation, Warrants, Bill and Payroll (T1, T2, C1, C2). Form T1, T2, C1, C2.

Retain until completion of satisfactory audit.

Page 120

09/01/2022

Municipal Records Retention Schedule

Veterans' Service Agent

Schedule Number and Title Total Retention Schedule Description

25.001 Administration, Audit of Monthly Report. Form VS-7

Retain 7 years.

25.002

Administration, Individual Payment Ledgers to Recipient

Retain until administrative use ceases. Permission from Supervisor not required for destruction.

Retention after reimbursement by state.

25.003 Administration, Monthly Reports to Commissioner. Form VS-5 and VS-6

Retain 7 years.

25.004 Burial Records, Affidavit Relative to Burial of Veterans

Retain until information is transferred onto "Grave Registration Card."

25.005 Burial Records, Application for Burial Expense (VS-9)

Retain until receipt of "Return of Expense for Burial."

25.006 Burial Records, Death Report

Retain until information is transferred onto "Grave Registration Card."

25.007 Burial Records, Grave Registration Card

Permanent.

25.008 Burial Records, Return of Expense for Burial

Retain 7 years, or completion of satisfactory audit, whichever is later.

25.009 Case History File, Adjutant. Form AGO-10

Permanent.

25.010 Case History File, Armed Forces Discharge Papers

Permanent.

25.011 Case History File, Assignment, Discharge of

Retain until reconciliation of Entire Case History File.

25.012 Case History File, Assignment, Form of

Retain until reconciliation of Entire Case History File.

25.013 Case History File, Assignment, Notice of

Retain until reconciliation of Entire Case History File.

25.014 Case History File, Assignment, Partial Discharge of

Retain until reconciliation of Entire Case History File.

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09/01/2022

Municipal Records Retention Schedule

Veterans' Service Agent

Schedule Number and Title Total Retention Schedule Description

25.015

Case History File, Bank Report

Retain until reconciliation of Entire Case History File, only if bank has indicated there are funds in

the account, otherwise until termination of case.

25.016

Case History File, Entire Case History File

Retain 20 years after last assistance granted, provided no indications of dependent claims in the

future.

25.017 Case History File, Income Report of Household Members

Retain until termination of case.

25.018 Case History File, Lien, Certificate of. Form VS-25

Retain until reconciliation of Entire Case History File.

25.019 Case History File, Lien, Discharge of. Form VS-26

Retain until reconciliation of Entire Case History File.

25.020 Case History File, Lien, Subordination Agreement. Form VS-12

Retain until reconciliation of Entire Case History File.

25.021 Case History File, Medical Report

Retain until termination of case.

25.022 Case History File, Order for Emergency Supplies (Food Order Book)

Retain until termination of case.

25.023 Case History File, Paid Medical Insurance Premiums

Retain until monthly audit or on destruction of VS-21A.

25.024

Case History File, Proof of Dependence i.e., Birth and Marriage Certificates,

Divorce and Adoption Papers

Retain until reconciliation of Entire Case History File.

25.025 Case History File, Unemployment Compensation Report (DES Inquiry)

Retain until termination of case.

25.026 Case History File, Veterans' Benefits, Application of. Form VS-1

Retain until reconciliation of Entire Case History File.

25.027 Case History File, Veterans' Benefits, Recommendation. Form VS-21A

Retain until completion of satisfactory audit.

Page 122

09/01/2022

Municipal Records Retention Schedule

Veterans' Service Agent

Schedule Number and Title Total Retention Schedule Description

25.028 Case History File, Wage Report

Retain until termination of case.

Page 123