A.64. Vacation and Schedules Current year Schedule for employee use of leave time. Not Confidential A.65. Volunteer Files 6 years after separation All records maintained on service of individual volunteers. Confidential (1), (2) A.66. Vouchers 6 years Authorization to pay local government agency’s financial obligations. Not Confidential A.67. Warrants – Financial and Treasurer’s 6 years Warrants for payment of obligations, and warrants sworn by local government officials to guarantee proper discharge of their duties. Not Confidential A.68. Warrants – Municipal Permanent Municipal warrant used to call a town meeting, with associated election notice. Not Confidential A.69. Welfare records - applications and case files 3 years General assistance, donated commodities, HEAP (Heating and Energy Assistance Program), ECIP (Energy Crisis Intervention Program), etc. Confidential (1), (2) Series Series Title / Description and Confidentiality Status Retention A.70. Wellness program records Current year Records of employee participation in program designed to encourage behaviors thought to result in improved heath. Confidential (4) A.71.a Workers Compensation Records – First Report of Injury 1 year after close of case No lost work time, so that the only record required is the initial report of injury. Confidential (4) A.71.b Workers Compensation Records – Completed Claim 1 year after close of case First report plus other records, when claim is finalized by a lump sum settlement. Confidential (4) A.71.c Workers Compensation Records – Long Term Claim 20 years after last payment First report plus other records where time is lost from work, and case is not finalized by lump sum payment. Confidential (4) A.72. E911 Project Lists Permanent Road name assignments and related documents generated by municipalities' E911 compliance activities. Not Confidential DISPOSITION SCHEDULE B:
Report of hazards discovered during monthly safety inspections. Not Confidential F.19. Narrative Reports 6 years Report on a fire, prepared by the officer in charge. Describes the actions taken and the cause, property owner, dollar loss etc. This is made available to the owner and insurance companies. . Not Confidential F.20. Official Reports Other Than Fire 1 year Reports, such as theft from vehicle, created by Fire Department but not concerning a fire. Not Confidential F.21. Run Sheets 6 years Form completed each time a truck leaves the station. Includes ambulances when these are municipally operated. Not Confidential EXCEPT when medical record information would be disclosed (4) F.22. Sprinkler Records Permanent Records of sprinkler systems in buildings protected. Not Confidential Series Series Title / Description and Confidentiality Status Retention F.23. Statistics 1 year Sent to chief. Not Confidential F.24. Structure Fires Permanent Permanent records of fires that have damaged or destroyed buildings. Not Confidential F.25. Underground Storage Tanks 25 years after removal of tank All records documenting location, construction, and condition of any underground storage tank (which would generally be used, or have been used, for fuel). Not Confidential F.26. Woodstove Inspections Until stove is removed Inspections of woodstoves to verify their safe installation. Not Confidential
L.01.b Accident Reports – Students Treat as part of Health Record Accident reports completed when students are injured on school property. Confidential (4) L.01.c Accident Reports – Others Injured on School Property 6 years Accident reports completed when anyone not a faculty member, other employee, or student is injured on school property. Confidential (4) L.02.a Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Nonrecord Retain current information only Informational copies of records. Not Confidential L.02.b Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Transitory Current year Faculty committees, extracurricular activities, phone logs, duty rosters, etc. Not Confidential except as may be provided by 20-A MRSA 6101(2) Series Series Title / Description and Confidentiality Status Retention L.02.c Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Substantive Minimum of 6 years Accreditation Committee, Teacher Support Team, etc.; files which document policy-making and policy-implementing activities. Not Confidential except as may be provided by 20-A MRSA 6101(2) L.02.d Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Policy (Primarily Principals and Superintendents) Permanent Policies such as the following: governing student behavior; governing student safety and well-being; curriculum content, emphasis, or themes; extracurricular activities; other policies documenting school or district educational development. Not Confidential L.02.e Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) – Historical Permanent
M.13. Inmate Accounts 6 years Receipts and daily balance sheets for personal funds held on behalf of inmates. Not Confidential M.14.a Inmate Case Files – Admission/Release Forms 10 years Forms completed to document admission and release of inmate. Not Confidential M.14. bInmate Case Files – Appearance Bonds 10 years Appearance bonds and other records used to establish date of release. Not Confidential M.14.c Inmate Case Files – Booking Cards 10 years Records made when an inmate is booked. Not Confidential Series Series Title / Description and Confidentiality Status Retention M.14.d Inmate Case Files – Civil Papers * Record of noncriminal papers served on this prisoner. Not Confidential M.14.e Inmate Case Files – Commitment Orders Permanent Court order committing prisoner to custody of jail. Not Confidential M.14.f Inmate Case Files – Disciplinary Hearing Records ** Case file copy of record of disciplinary hearing involving inmate. Not Confidential M.14.g Inmate Case Files – District Attorney’s Computation of Time Served ** The record of time served for the prisoner, as computed by the District Attorney. Not Confidential M.14.h Inmate Case Files – Fingerprint Cards Retain clearest prints only (note: this may mean retaining more than one card)** Card containing prisoner’s fingerprints, created each time prisoner is processed.. Not Confidential M.14.i Inmate Case Files – Inmate Memos 6 years Incident file documenting all significant interactions of staff with prisoner. Not Confidential
M.14.j Inmate Case Files – Inmate Photographs Retain most recent photo only Photographs taken at required points of incarceration. Not Confidential M.14.k Inmate Case Files – Judgments and Other Records Used for Risk Classification 5 years or most recent incarceration Those records that must be used to judge the level of risk posed by the prisoner. Not Confidential M.14.l Inmate Case Files – Money Records * Case file copy of records documenting prisoner’s personal funds. Not Confidential M.14.m Inmate Case Files – Printouts From Jail Database 2 years All printouts from the jail database concerning this inmate, including booking printouts. Not Confidential Series Series Title / Description and Confidentiality Status Retention M.14.n Inmate Case Files – Property Records * Personal property of inmate and prison property issued to inmate. Not Confidential M.14.o Inmate Case Files – Request/Grievance Forms 6 years Used by inmate to make requests or file grievances. Not Confidential M.14.p Inmate Case Files – Request for Visitors * Inmate’s request to be visited by specific persons. Not Confidential M.14.q Inmate Case Files – State Police Bureau of Identification Printouts No retention Printouts concerning prisoner’s history obtained from SBI. Not Confidential M.14.r Inmate Case Files – Trustee/Work Release Records 6 years Inmate’s record of service as a trustee, or of being granted work release. Not Confidential M.15. Inmate Cards Destroy when case file is destroyed Index to case files. Not Confidential M.16. Intake Logs 10 years