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Building and Construction (Regulation and Inspection)

Building and Property Regulation

Building and Construction (Regulation and Inspection)
Title Major Revision Previous Schedules Schedule Item
Master summary record,

including index, log or journal, covering building code complaints, inspections, investigations, and violations:
RETENTION: PERMANENT

 CO2 52; MU1 58; MI1 589 108
Property maintenance or building inspection records,

including but not limited to complaints, inspection reports, notice of violation, cumulative building inspection record, appeal or review and final disposition of case
NOTES: For records that fall outside the building inspection process, see item no. 114.
Building inspection records relating to building permit issuance are covered by item no. 112.

 2020 (♦)
 CO2 53; MU1 59; MI1 590 109

a: Records documenting major issues (those that constitute a fire hazard or a serious threat to the life, health or safety of occupants) related to a school, public building, multifamily dwelling, commercial or industrial structure, or hazardous structure:
RETENTION: 6 years after building no longer exists, but not less than 21 years

b: Records documenting routine or minor issues related to a school, public building, multifamily dwelling, commercial or industrial structure, or hazardous structure:
RETENTION: 6 years after last entry in record

c: For single family home:
RETENTION: 6 years after last entry in record
Fire safety inspection records


CO2 727; MU1 917; MI1 591 110

a: Master summary record of inspections performed:
RETENTION: PERMANENT

b: Report on inspection at school, public building, multifamily dwelling, or commercial or industrial facility and notice of violation:
RETENTION: 21 years
NOTES: If fire safety inspection records are combined or interfiled with building inspection records, use item no. 109.

c: Report on inspection of single family dwelling and notice of violation:
RETENTION: 6 years
Building inspection data file

contained in building/property history system, and related records, created for informational and reference purposes, containing information on building inspections not related to building permit issuance, certificate of occupancy issuance, fire inspections, and other relevant detailed information:
RETENTION: 0 after no longer needed
NOTES: Counties should consider permanent retention of the basic data elements of this building inspection data for all parcels of property in the county, unless that data is preserved by the building/property history system overall summary data file (see item no. 105.) This information may be useful for long-range planning purposes, and for community, urban planning and architectural history research. More importantly, this data provides for ease of access to summary building permit data on individual parcels of real property and the structures located on them. In addition, this data file may be used to access more detailed building permit records in electronic data output or maps, plans, permits and other paper records in inactive storage. Contact the State Archives for additional advice.

 CO2 728; MU1 660; MI1 592 111
Building permit and certificate of occupancy issuance records


NOTES: Building permit files often contain plans, sketches, photographs, and other records that provide valuable information on individual structures. These records may have continuing value for historical or other research, and the State Archives suggests they be retained permanently.

 2020 (♦)
 CO2 54; MU1 60; MI1 593 112

a: Master summary record of applications for building, plumbing, electrical, demolition or related permits, or for certificates of occupancy granted:
RETENTION: PERMANENT

b: Log or other chronological list recording permits or certificates of occupancy issued:
RETENTION: 1 year after last entry in record, or 1 year after posting

c: Building, plumbing, electrical, demolition or related permit file, including application and supporting materials; plans, maps and drawings; specifications; inspection reports; copies of all required permits and approvals; affidavit of compliance or completion of work; records of appeal when permit is denied; certificate of occupancy and correspondence, when permit is granted:
RETENTION: 6 years after building no longer exists
NOTES: Certain records covered by this item may be included under item no. 113, such as in instances where they are maintained in electronic format and not created as hard-copy output and included in the building permit file. In these cases, the electronic records covered by item no. 113 must be retained as long as specified by this item.

d: Building, plumbing, electrical, demolition or related permit file, when permit is denied:
RETENTION: 6 years after final decision

e: Building, plumbing, electrical, demolition or related permit file, when application is discontinued, has lapsed or is incomplete:
RETENTION: 90 days after date of most recent entry in record

f: Building, plumbing, electrical, demolition or related permit file, for non-structural modifications to shopping mall, office complex or similar structure (modifications not involving changes to fire suppression or alarm systems), when permit is granted:
RETENTION: 10 years

g: Certificate of occupancy and application when not related to building permit application:
RETENTION: 6 years after building no longer exists

h: Pre-printed construction specifications submitted as part of building permit application as required by building trade or insurance companies:
RETENTION: 6 years after denial of permit or completion of work

i: Plumbing system review or similar records held by county health department which assists municipality in building permit application review and issuance:
RETENTION: 0 after no longer needed
NOTES: In cases where all documentation is not forwarded to the municipality, the county agency may wish to retain these records as long as the municipality retains the records covered by part parts "c" through "f," above.
Building permit issuance data file

contained in building/property history system, and related records, created for informational and reference purposes, containing information on applications for and issuance of building permits, including related inspections, certificate of occupancy issuance, and other relevant detailed information:
RETENTION: 0 after no longer needed
NOTES: Counties should consider permanent retention of the basic data elements of this building permit issuance data for all parcels of property in the county, unless that data is preserved by the master summary record (see item no. 108.) This information may be useful for long-range planning purposes, and for community, urban planning and architectural history research. More importantly, this data provides for ease of access to summary building permit data on individual parcels of real property and the structures located on them. In addition, this data file may be used to access more detailed building permit records in electronic data output or maps, plans, permits and other paper records in inactive storage. Contact the State Archives for additional advice in this area.

 CO2 729; MU1 661; MI1 594 113
Building condemnation and demolition files,

including application, copy of permit, correspondence, and notice of condemnation:
RETENTION: PERMANENT

 CO2 55; MU1 61; MI1 595 115
Contractors' liability insurance records


CO2 56; MU1 62; MI1 596 116

a: Certificate of insurance or copy of insurance policy:
RETENTION: 6 years after denial or expiration of relevant permit

b: Master summary record of contractors doing business in municipality/county and their insurance coverage:
RETENTION: 1 year after superseded or obsolete
Building complaints/violations records,

including data file contained in building/property history system, warrants, summonses, and related records, containing information on complaint tracking and violation processing, and other relevant information:
RETENTION: 6 years
NOTES: For citizen complaints and requests for services, not covered by items in this section, see item no. 77 in the General Administration section. For sanitary code violations, see item no. 406 in the Environmental Health section.
Counties should consider longer retention of the basic data elements of this complaints/violations data for all parcels of property in the county, unless that data is preserved by the building/property history system overall summary data file (see item no. 105). This information may be useful for long-range planning purposes in conjunction with building permit issuance and building inspection data. Contact the State Archives for additional advice.

 CO2 730; MU1 662; MI1 597 114
Construction escrow account records,

including agreement, disbursement records, and transfer or termination of account records:
RETENTION: 6 years after transfer or termination of account

 2020 (♦)
 117