Colorado Springs Public Records Retention Schedule

General Governance and Administration Colorado 3 Minutes Read · published February 08, 2026 Flag of Colorado

Colorado Springs, Colorado maintains a public records retention schedule that explains how long the city keeps official documents and where they are stored. This guide shows where to find the retention schedule, how to request records from the Records Office, and what departments oversee retention and disposal of city records. Use the official schedule before disposing of or transferring records to ensure legal compliance.

Where to find the retention schedule

The City Clerk’s Records Management page hosts the official retention schedule and related guidance; download or view the schedule from the Records Management/Retention page on the city site[1]. For specific records requests use the city’s public records request portal Public Records Request[2]. For department-specific retention questions contact the City Clerk’s office City Clerk[3].

Always confirm retention periods with the official schedule before disposing of records.

How the schedule is organized

  • By record type (e.g., personnel, financial, permitting) with retention periods and final disposition instructions.
  • Includes references to required forms or certificates for transfer or destruction where applicable.
  • May show retention triggers (e.g., years after creation, fiscal year end, or resolution of litigation).

Penalties & Enforcement

Retention schedules typically direct how long records must be kept; enforcement and penalties for noncompliance are managed through city administrative procedures and, where applicable, state law. Specific monetary fines or criminal penalties for improper destruction of records are not specified on the cited city pages; consult the Records Management page and the City Clerk for enforcement details and any statutory references Records Management[1].

  • Fines or monetary penalties: not specified on the cited page.
  • Escalation (first, repeat, continuing offences): not specified on the cited page.
  • Non-monetary sanctions: may include administrative orders to preserve or restore records, and referral to legal counsel or courts; specifics are not specified on the cited page.
  • Enforcer/contact: City Clerk, Records Management section; use the City Clerk contact page to file complaints or ask for inspections City Clerk[3].
  • Appeals/review routes and time limits: not specified on the cited page; appeal routes may reference Colorado public records law and judicial review if applicable.
If you suspect wrongful destruction, contact the City Clerk immediately.

Applications & Forms

The city publishes forms for records requests and occasionally retention-related transfer forms; the primary online request form is the Public Records Request portal and specific transfer/destruction forms are listed on the Records Management page when required Public Records Request[2].

Action steps

  • Locate the schedule: download the official retention schedule from the Records Management page Records Management[1].
  • Before disposing, verify item-by-item retention periods and required destruction certificates in the schedule.
  • Submit a public records request if you need archived copies or official confirmation via the Public Records Request portal Public Records Request[2].
Retention rules can vary by record type and legal trigger, so check the schedule for each record series.

FAQ

How do I find the city retention schedule?
Download the schedule from the City Clerk Records Management page or contact the City Clerk’s office for assistance.[1]
How do I request a public record or archival copy?
Use the City’s Public Records Request portal to file a request and track responses.[2]
Who enforces retention and what if records were destroyed prematurely?
The City Clerk’s Records Management function oversees retention; report suspected premature destruction to the City Clerk for review.[3]

How-To

  1. Open the City Clerk Records Management page and download the retention schedule.
  2. Identify the record series and read the retention period and final disposition instructions.
  3. If you need copies or have questions, submit a Public Records Request or contact the City Clerk.

Key Takeaways

  • Always consult the official retention schedule before destroying or transferring city records.
  • Contact the City Clerk’s Records Management for clarifications or to report issues.

Help and Support / Resources

  1. [1] City Clerk - Records Management and Retention page
  2. [2] Public Records Request portal
  3. [3] City Clerk contact and office information

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