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Utilities (Operation and Maintenance)

Reference Number: MTAS-703
Reviewed Date: 09/15/2017


Description of Record

Retention Period

Legal Authority/Rationale

T-1. Bacteriological Records. Records indicating disinfection of mains, tanks, filters, wells.

*Retain 5 years.

Tenn. Admin. Rule 1200-5-1-.17(8).

T-2. Complaint Logs.

*Retain 5 years.

Tenn. Admin. Rule 1200-5-1-.20(1) (h).

T-3. Daily Worksheets and Shift Logs.

*Retain until next sanitary survey.

Tenn. Admin. Rule 1200-5-1-.20 (1) (g).

T-4. Facility maintenance Records.

*Retain 5 years.

Tenn. Admin. Rule 1200-5-1-.20(1) (h).

T-5. Flush and Free Chlorine Residual for New Taps Where Main Is Uncovered. Measurement of.

*Retain until next sanitary survey or 3 years.

Tenn. Admin. Rule 1200-5-1-.17(32).

T-6. Lead and Copper. Original records of all sampling data and analyses, reports, surveys, letter, evaluations, schedules, state determinations, and any other information required by Tenn. Admin. Rules 1200-5-1-.33(2) through (9).

*Retain for 12 years.

Tenn. Admin. Rule 1200-5-1-.33(12).

T-7. Underground Utilities, Location of. Record of location of all underground utilities maintained by the city.

NOTE: Under T.C.A. § 65-31-105, the city must record location of utilities with county, listing where facilities  are located and the name, title, address, and telephone number of operator’s representative. The county keeps this record permanently.

Permanent record.

These records allow the city to know the location and history of its underground facilities.

*Indicates a mandatory retention period based on state and federal law