The University of Tennessee, Knoxville

Tennessee County Municipal Advisory Service

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Planning and Zoning Schedule

Reference Number: MTAS-692
Tennessee Code Annotated
Reviewed Date: January 31, 2009
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PLANNING and ZONING RECORDS RETENTION SCHEDULE
Description of Record

Retention Period

Legal Authority/Rationale

L-1. Board of Zoning Appeals Action. Application or documentation for hearing and decision before Board of Zoning Appeals.

Application – 1 year after the application. Disapproval – 1 year after action. Approved Action – permanent record.

Statute of Limitations. Variance runs with land.

L-2. Minutes of Commissions and Boards. Recorded minutes of the planning commission and board of zoning appeals. All recorded actions of planning commission and board of zoning appeals, including records of members present and their voted on matters presented, the nature and results of votes.

Permanent record.

Actions recorded in minutes are effective until superseded or rescinded. Keep for historical purposes.

L-3. Plan and Plat Records. Drawings and blueprints of farms, subdivisions, cemeteries, city lots, and street improvements, showing name of subject, date of drawing, boundaries, scale used, location, name of engineer making survey, name of draftsman, and certificate of registration.

Permanent record.

Could have bearing on land title.

 

L-4. Reports/Recommendations of the Planning Commission to the Governing Body. All transmittals to governing body with recommendations regarding zoning, annexations, etc.

Permanent record.

Keep for historical purposes.

L-5. Request for Zoning Change. Request for permanent change to zoning map.

Retain for 5 years.

Appeals.

L-6. Studies and Reports of the Planning Commission. All studies and reports, including comprehensive plans, future facilities plans, etc.

Permanent record.

Keep for historical purposes.

L-7. Subdivision Regulations.

Permanent record.

Documents must be retained to provide evidence of their existence and proof of their lawful enactment. Superseded documents have historical and legal value.

L-8. Zoning Map and Ordinance.

Permanent record.

Documents must be retained to provide evidence of their existence and proof of their lawful enactment. Superseded documents have historical and legal value.

 

Responsible: