Katy,
I am a municipal clerk in Colorado who issues liquor licenses for my jurisdiction. We have adopted the Colorado Municipal Records Retention Schedule and the retention on alcohol beverage licenses is 2 years after the establishment ceases operation, or after final denial, expiration, revocation, termination or transfer. Those server records should be kept with the license file. I'm not sure what retention schedule you are following, but I don't believe the Colorado Department of Revenue, Liquor Enforcement Division keeps license files permanently. You might check with them an amend your schedule to match the states. What would be the reason for keeping an liquor license file permanently?
Laura Bauer, MMC
City Clerk
City of Commerce City
7887 E. 60th Ave.
Commerce City, CO 80022
(303)289-3676
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Kathryn Johnson
Sent: Friday, October 30, 2015 8:54 AM
To: [log in to unmask]
Subject: Liquor server clearance records
Good morning, all,
I'm in the Records Management department but work closely with our Archivist who came across records of liquor serving clearance that contain the name, age, home address, phone number, place of employment, birth date, place of birth, race, height, weight, and spouse's name and place of employment of employees getting approval to serve alcohol at licensed establishments were they work. The title at the top of the form is "Application Liquor Clearance". These were found among the actual liquor licenses for those establishments in boxes that our Archivist has.
We've never seen these before and she's wondering if they should be part of the liquor license files (which are kept permanently) or if they should be separate and, if so, whether or not they could be destroyed at some or should be kept permanently also. Also, if they should be kept with the liquor license, since those are available to the public, we believe at the very least, these pages should be redacted due to the PII they contain. Does anyone have any thoughts on these or seen something similar? We're not sure what to do with them. The boxes that contain these were accessioned to our Archives years ago when the program wasn't run very well or with any real documentation.
Thank you for any assistance you can offer!
Thank you!
Katy Johnson
303-271-8446
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Jefferson County Records Clerk
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