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Records Retention

The purpose of County Records Retention is to provide county agencies with the minimum length of time that county government records must be retained by county officers before records may be legally disposed of. The Retention Schedule establishes a systematic, standard procedure for the retention and disposal of records so that:

  1. Records are retained as long as needed for the county's legal, fiscal, administrative, and other uses.
  2. Records are retained for as long as required by local, State, and Federal regulations.
  3. Records of enduring value are retained permanently for historical and other research purposes.
  4. Records no longer needed are destroyed.

The program accomplishes the following economies in accordance with applicable statutes:

  • Office space, filing equipment, and network storage space is better utilized by removing those records no longer required for daily operation.
  • Storage area needs are minimized by the timely destruction of records no longer having retention value.
  • Cost savings result by reducing purchases of additional filing and storage equipment and supplies.
  • Personnel costs for filing and retrieval of records are minimized.

Any questions concerning the Retention Schedule Manual or its contents should be directed to:              

Larimer County I.T.
Business Administration
Records Services
Records Systems Coordinator

 

LINKS, DOCUMENTS, FORMS

Department Procedures Retention Schedule

Document Upload Instructions

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RECORD SERIES TITLE AND DESCRIPTION MINIMUM RETENTION PERIOD
1. WAGE GARNISHMENTS
File may include court order or other instruments restricting an employee's pay.		 3 YEARS + CURRENT
2. INSURANCE/DEFERRED COMPENSATION STATEMENT/BILLINGS 3 YEARS + CURRENT
3. LEAVE REQUESTS 1 YEAR + CURRENT
4. PAYROLL BALANCING RECORDS
Files may include: monthly, quarterly and year-end reconciliation, payroll change forms (voided paychecks, manual paycheck vouchers, adjustments to employee master file), individual balancing worksheet, payroll advance requests, employee standard change form.		 6 YEAR + CURRENT
5. PAYROLL DEDUCTION AUTHORIZATIONS
Employee form that authorizes and approves specific payroll deductions for health and other issues.		 UNTIL UPDATED
6. PAYROLL REGISTER PERMANENT
7. PAYROLL REPORTING PROCEDURES UNTIL UPDATED
8. PAYROLL REPORTS
Reports may include: check register, automatic deposit, year-to-date listing, updated 190, QTD, YTD-earnings, deductions and hours, employment verification, staffing documents, employee full status, pre-payroll, systems table file update, year-end W-2 and tape listing, 941, QTR end file maintenance, count of current employees, QTD terminated employee list, QTD unemployment insurance, unemployment, workers' compensation, retirement, final payroll calculation, mass change file maintenance, annual file maintenance, hours accounting, deduction register, employee audit, employment verification, status, 125/flexible spending, insurance, direct deposit, deferred compensation, credit union, miscellaneous deduction, manually adjusted insurance, and miscellaneous deduction register.		 3 YEARS + CURRENT
9. PAYROLL SUMMARY
Record may include: Name of employee, department accounting code, gross salary, net earnings and year to date pay out.		 UNTIL UPDATED PROVIDED PAYROLL REGISTER IS MAINTAINED PERMANENTLY
10. QUARTERLY AND YEAR-END RECONCILIATIONS 3 YEARS + CURRENT
11. TIME SHEETS (EMPLOYEE) 2 YEARS + CURRENT
12. W-2 FORMS 4 YEARS + CURRENT
13. W-4 FORMS UNTIL REVISED + 4 YEARS
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