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Building/Property History Systems

Building and Property Regulation

Building/Property History Systems
Title Major Revision Previous Schedules Schedule Item
Building/property history data file contained in building/property history system,

and related records, created for informational and reference purposes, containing information on such areas as building permit issuance, building inspection, certificate of occupancy issuance, site plan review or other planning actions, zoning variances, special use permits and fire inspections:
RETENTION: 0 after no longer needed
NOTES: Counties should consider permanent retention of the basic data elements of these building/property history systems for all parcels of property in the county. 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 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 records maintained in electronic data output or maps, plans, permits and other paper records in inactive storage. Contact the State Archives for additional advice.

 CO2 724; MU1 657; MI1 586 105
Street address/parcel number authority data file,

used to supply building/property history system with accurate, up-to-date information on real property tax parcel numbers, property owners' names and addresses, parcel sizes, E-911 or other street addresses, and other essential data necessary for system to operate:
RETENTION: Retain until superseding or updated file received.
NOTES: This data is often received from an assessor's or tax office. See items covering real property data systems in the Taxation and Assessment section.

 CO2 725; MU1 658; MI1 587 106
Lists, reports, studies, queries, searches for information, special project records and analyses

created from data contained in one or more data files in building/property history system

 CO2 726; MU1 659; MI1 588 107

a: Final reports and studies resulting from analysis of system data, including background materials and supporting documentation containing significant information on real property and structures located thereon, used for such purposes as long-range planning, change of zoning boundaries and regulations, or planning infrastructure improvements or new facility construction:
RETENTION: 6 years after project completed, or after date of final entry in record
NOTES: Appraise these records for historical significance prior to disposition. Records for important projects have historical value and should be retained permanently. Contact the State Archives for additional advice.

b: Reports and studies resulting from analysis of system data, including background materials and supporting documentation, queries, searches for information, lists, logs or other internal information records, containing routine information on real property and structures located thereon, or used to produce final reports and studies:
RETENTION: 0 after no longer needed
NOTES: Queries conducted in automated systems are not considered "records" unless the query and/or its results are saved in electronic or manual format. See also related items in the Information Technology section.