Laura,
My dept has been responsible for maintaining all city contracts for many years.  We began scanning them about 2 years ago, using our document imaging program (LaserFiche). When they are terminated, they're moved into a terminated folder for that year, and will be destroyed 6 years later. We also have a procedures book for processing contracts (getting signatures, etc.) We're in the process of revising it now because of a new state law regarding verifying anyone's "lawful presence" in the U.S. in order to receive any "public benefit", which includes receiving payment for any services performed.  That piece hasn't been much fun.

Sharon G. Blackstock, CRM
Central Records Administrator
Lakewood City Clerk's Office
480 S. Allison Pkwy, Lakewood CO 80226-3127
Direct: 303-987-7091  Fax: 303-987-7088
Email: [log in to unmask]
Website: www.lakewood.org
Lakewood's records management objectives: 1) Information is available when needed; 2) Records of permanent value are preserved; 3) Non-permanent records are destroyed per approved retention schedules; 4) Discarded paper is recycled.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance