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Chad,
Here in Fairfax County, the Zoning office operates the same way. It's been a challenging educational process, with no real rewards yet.  We asked them to provide justification for keeping everything, in writing, and with that in hand, left it alone.  I may be wrong but, some office policies do allow for the retention of records beyond their retention schedule if a justification or business need is provided, and kept by the records' officer.

Thanks.

Dilraj Sidhu
Supervisor, RID
703-324-8362



From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Chad Doran
Sent: Thursday, April 24, 2014 8:43 AM
To: [log in to unmask]
Subject: Permit vs. Zoning Records

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
I have a question for other localities that deal with retention of permit and zoning records.

Building permits and related information are identified as having a 3 year retention period (after final inspection/expiration of the permit) - see below.

000293: Building Records: Inspection and Permit Files
This series consists of commercial and residential building, electrical, mechanical, storage tank/container, and/or plumbing applications; drawings; issued permits; supporting documentation; and inspections.
Retention: Retain 3 year(s) after event
Disposition: Non-confidential Destruction

000316: Permits: Expired or Revoked
This series consists of expired or revoked permits not already listed on this schedule.
Retention: Retain 3 year(s) after expiration
Disposition: Non-confidential Destruction

Our Zoning division states that they refer to these building permits to make determinations - and should be kept permanently.  How do other localities deal with this situation?  Any feedback is much appreciated.

Thanks,

Chad

Chad J. Doran, CRM
Chief Records Management Officer
Arlington County Government
Department of Technology Services
703.228.4085
[log in to unmask]<mailto:[log in to unmask]>
The Vision of the Arlington County Records Management Program is: To provide leadership and direction to promote efficient and effective records management practices, to make records available to employees and constituents, to support knowledge sharing among departments and constitutional offices, and to inform decision making throughout the Arlington County Government.


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