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Recreation

Recreation

Camps
Title Major Revision Previous Schedules Schedule Item
Facility information data record

containing basic data on camp facilities:
RETENTION: 6 years after facility no longer exists

 CO2 973; MU1 837; MI1 846 864
Permits and approvals

to operate camp, covering pool, beach, food service and all related permits, including applications and related materials:
RETENTION: 3 years after approval, denial, withdrawal or expiration

 CO2 974; MU1 838; MI1 847 865
Reports of camp operation and inspection,

including facility safety, health and food service reports:
RETENTION: 21 years

 CO2 975; MU1 839; MI1 848 866
Routine reports,

including analysis of pool or beach water samples:
RETENTION: 1 year

 CO2 976; MU1 840; MI1 849 867
Health records for individual camper:


RETENTION: 6 years, but not less 3 years after than camper attains age 18

 CO2 977; MU1 841; MI1 850 868
Log or list of illnesses, accidents, injuries

or other health and safety related incidents

 CO2 978; MU1 842; MI1 851 869

a: When information is also contained in individual health records files:
RETENTION: 1 year

b: When information is not contained in individual health records files:
RETENTION: 6 years, but not less than 3 years after youngest person listed in record attains age 18
Food management records


CO2 979; MU1 843; MI1 852 870

a: Program participation agreement, including attachments and amendments:
RETENTION: 6 years after termination of agreement

b: Other program records, including but not limited to application to participate as a sponsor, individual child participation application records, requisition and approval of requisition for donated commodities, and fiscal records such as adding machine tapes, purchase orders, claims and vouchers:
RETENTION: 6 years

c: Free and reduced meal policy statement, with attachments and certificate of acceptance:
RETENTION: 3 years after policy superseded

d: Meal counts and dietary services studies:
RETENTION: 3 years

e: Menus:
RETENTION: 1 year
Food inspection and investigation records,

including inspection report for preparation or serving area and food sanitation complaint investigation records

 CO2 980; MU1 844; MI1 853 871

a: When any significant problem is encountered:
RETENTION: 21 years

b: When no significant problem is encountered:
RETENTION: 3 years
Scholarship records

including but not limited to applications, recommendations, authorization of awards, financial statements, accounting data, list of scholarships awarded campers, and correspondence:
RETENTION: 6 years

 CO2 981; MU1 845; MI1 854 872
Parks, Recreational Programs and Civic Centers
Title Major Revision Previous Schedules Schedule Item
Participation, attendance, or enrollment records

for park, recreational facility, camp, civic center, or club

 CO2 609; MU1 569; MI1 506 853

a: Summary record or report:
RETENTION: 6 years

b: Records of original entry, including worksheets, used admission tickets and ticket stubs:
RETENTION: 6 years, or 1 year after posting to summary record or report, whichever is shorter

c: Statement of disposition of unused tickets, when a fee is charged:
RETENTION: 6 years
Park, recreational facility, marina, civic center, or club permits,

granted to individual, family, or organization, including but not limited to application, affidavit, and copy of stub or license

 CO2 610; MU1 570; MI1 507 854

a: Permit records, when a fee is charged:
RETENTION: 0 after invalid, but not less than 6 years

b: Permit records, when no fee is charged:
RETENTION: 0 after invalid, but not less than 1 year

c: Lease or rental agreement for marina slip:
RETENTION: 6 years after expiration, termination or denial

d: Records of dispensing of fuel or other goods or services at marina:
RETENTION: 6 years
Parental consent records

allowing child's participation in recreational activities, including authorization for medical treatment:
RETENTION: 6 years, or 3 years after child attains age 18, whichever is longer

 CO2 611; MU1 571; MI1 508 855
Planning and development records

covering such topics as facility construction, improvement and usage:
RETENTION: 6 years
NOTES: Construction records for recreation facilities are covered by item no. 806 in the Public Property and Equipment section.
Appraise these records for historical significance prior to disposition. Final reports and studies, especially for major facilities and significant programs, may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

 CO2 612; MU1 572; MI1 509 856
Special event file,

including but not limited to official copy of any program or promotional literature, or photographs of events or performances, background materials and supporting documentation:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Official copies of programs or promotional literature, or photographs of significant events or performances, may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

 CO2 613; MU1 573; MI1 510 857
Athletic program records


CO2 614; MU1 574; MI1 511 858

a: Lists of athletes or participants, records of competitions, and other records except scouting records and scouting and training videos:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Official score and record books, team and action photographs and videotapes of and programs for significant competitions may have historical value in documenting community-based amateur athletics. Records with historical value should be retained permanently.
Parental consents are covered by item no. 855.

b: Scouting reports and videotapes used for scouting and training purposes:
RETENTION: 0 after no longer needed
Field trip records,

including but not limited to trip request data; bus driver, staff and chaperone assignments; list of attendees and trip reports:
RETENTION: 6 years after date of most recent entry

 CO2 970; MU1 834; MI1 843 859
Bus or other vehicle use file,

covering school bus or other vehicle used for transporting persons involved in recreational activities, including but not limited to copies of contracts, certificates of insurance, driver information, daily logs or other reports, and copies of applicable rules and regulations:
RETENTION: 6 years

 CO2 971; MU1 835; MI1 844 860
Applications for individual acceptance to camp,

or participation in specific recreational programs and activities

 CO2 972; MU1 836; MI1 845 861

a: If applicant is accepted or allowed to participate, and a fee is charged:
RETENTION: 6 years after attendance or participation ends

b: If applicant is accepted or allowed to participate, and no fee is charged:
RETENTION: 3 years after attendance or participation ends

c: If applicant is not accepted:
RETENTION: 3 years
People With Developmental Disabilities Recreational Programs
Title Major Revision Previous Schedules Schedule Item
Master summary record

of participants in People With Developmental Disabilities recreation program:
RETENTION: 6 years after last entry

 CO2 615; MU1 575; MI1 512 862
Case record of participant in People With Developmental Disabilities recreational program,

including individual registration, medical evaluation, social development evaluation, intake/screening report and discharge evaluation:
RETENTION: 6 years after participation ends, or 3 years after individual attains age 18, whichever is longer

 CO2 616; MU1 576; MI1 513 863