Managing Community Development Records

Best Practices for Managing Land Use Planning and Permitting Records

Land use and permitting records can require decades of retention. These practices ensure your records remain accessible and compliant with the Land Use Planning and Permitting Records Retention Schedule.

Before applying retention, you need to know what you actually have by asking:

Why was this record created or received? (Its function)
What is it about? (Its subject matter)
What business does it serve?
- Application review?
- Permit documentation?
- SEPA review?

Understanding these answers will help you match records to the correct retention categories and determine appropriate storage strategies

Next Steps: Apply these practices going forward and address backlogs in phases, starting with your most critical land use records.

Save in preservation-friendly formats (e.g., PDF/A, TIFF, CSV).
Avoid obsolete or proprietary formats tied to specific software.
When converting files, check that all content is intact (maps, attachments, signatures, etc.).

Pro Tip: Always test a converted file before deleting the original.

Save digital files in the official repository, not on personal drives, email accounts, or desktops.
Store paper records in approved, secure, climate-controlled areas.
Confirm cloud storage options with IT before use.

Pro Tip: Capture email and personal drive files before employees separate from your agency.

Consider including project name + case number + date (e.g., Permit_12345_SitePlan_2025-09-17.pdf).
Avoid special characters (&, %, #).
Keep naming conventions consistent across your team.

Record key details (case number, permit type, location, applicant) in system fields.
Use standard terms, not personal shorthand or jargon.
Update metadata when project details change (e.g., address renaming).

Following these practices prevents backlog growth. Use annual reviews to identify which records need attention next.

Last updated: November 2026