HomeMy WebLinkAbout05.C- City Clerk RESOLUTION (ID #3318) DOC ID: 3318 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Q Records
From: Georgeann"Gigi" Hanna M/CC Meeting Date: 07/07/2014
j Prepared by: Jacqueline R. Shook, (909) 384-
5002
Dept: City Clerk Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Repealing
Resolution No. 2008-299 and Adopting the State of California Records Retention Schedule.
(#3318)
Current Business Registration Certificate: Not Applicable
Financial Impact:
None.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
02-05-1996 Adopted Resolution No. 96-36 creating a Records Retention Schedule(RRS).
04-21-1997 Adopted Resolution No. 97-106 repealing Resolution No. 96-36- and updating the
Records Retention Schedule (RRS).
11-02-1998 Adopted Resolution No. 98-310 repealing Resolution No. 97-106 and adopting
the revised 1998 Records Retention Schedule.
08-04-2008 Adopted Resolution No. 2008-299 repealing Resolution No. 98-310 and adopting
the revised 2008 Records Retention Schedule.
Background:
It is important for every organization to have an established record retention policy that provides
for the retention and destruction of documents and other records maintained by the organization.
Over-saving records, storing them indefinitely or simply longer than needed, can create
unnecessary burdens that can easily be avoided. Costs directly related to storing and maintaining
unnecessary records is likely an expense that does not serve an organization's bottom line.
The City Clerk's Office follows minimum retention periods imposed by law for certain records,
including minutes, agendas and ordinances. But there are other documents throughout the
organization that have been digitized, thereby negating the need for continued paper storage, that
in reality, along with requests from other departments for a city-wide record retention policy, has
created a need for an updated resolution on this matter.
Note: No documents that fall under the auspices of the SEC's October 2012 Order to Retain will
be destroyed. Additionally,no documents will be destroyed while they are deemed by the City
Attorney's Office to be relevant to the city's bankruptcy case.
Synopsis of Previous Council Actions
Updated: 7/1/2014 by Linda Sutherland A Packet Pg. 83
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3318
On February 5, 1996, the Mayor and Common Council of the City of San Bernardino adopted
Resolution No. 96-36, which created the City Clerk's Office, Records and Information
r..r Management (RIM) Program, and adopted the Records Retention Schedule as an attachment to
said Resolution.
On April 21, 1997 the Mayor and Common Council of the City of San Bernardino adopted
Resolution No. 97-106 repealing the Records Retention Schedule by Resolution No. 96-36, and
adopted the 1997 Records Retention Schedule as an attachment to said resolution.
On November 2, 1998, the Mayor and Common Council adopted Resolution No. 98-310 which
repealed Resolution No. 97-106 and adopted the revised 1998 Records Retention Schedule.
On July 2, 2008 the Mayor and Common Council of the City of San Bernardino adopted
Resolution No. 2008-299 repealing the Resolution No. 98-310 and adopted the revised 2008
Records Retention Schedule.
Since the revised 2008 Records Retention Schedule was adopted, City departments have
expressed a desire to have a city-wide records retention schedule.
Staff Recommendation
In an effort to streamline, consolidate and organize all city records in a consistent manner, the
City Clerk's Office recommends the acceptance of the State of California Records Retention
Schedule as the policy for the City of San Bernardino.
City Attorney Review:
Supporting Documents:
reso 3318 (PDF)
California Records Retention Policy (PDF)
Updated: 7/1/2014 by Linda Sutherland A Packet Pg. 84
1 RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO REPEALING RESOLUTION NO. 2008-299 AND ADOPTING
THE STATE OF CALIFORNIA RECORDS RENTENTION SCHEDULE.
3
4 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
5
6 WHEREAS, On February 5, 1996 the Mayor and Common Council of the City of
7 San Bernardino adopted Resolution No. 96-36 which adopted the City Clerk's Office,
8 Records and Information Management (RIM) Program, and adopted the Records Retention
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10 Schedule as an attachment to said resolution; and v
11 WHEREAS, On April 21, 1997 the Mayor and Common Council of the City of San o
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12 Bernardino adopted Resolution No.97-106 repealing the Records Retention Schedule set by
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Resolution 96-36, and adopted the 1997 Record Retention Schedule as an attachment to said 0
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15 Resolution; and co
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16 WHEREAS, On November 2, 1998 the Mayor and Common Council of the City of
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17 San Bernardino adopted Resolution No. 98-310 repealing Resolution 97-106 and adopted the o
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18 Revised 1998 Records Retention Schedule as an attachment to said resolution; and r
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20 WHEREAS, On August 4, 2008 the Mayor and Common Council of the City of San
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21 Bernardino adopted Resolution No. 2008-299 repealing Resolution 98-310 and adopted the a
22 Revised 2008 Records Retention Schedule as an attachment to said resolution; and
23 WHEREAS, the City Clerk's Office has established said Records and Information
24
25 Management (RIM) Program, and request that the Mayor and Common Council continue its
26 support of said program; and
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1 WHEREAS, the continued objective of the City Clerk's Office, Records and
2 Information Management (RIM) Program is to improve information and records keeping
3 policies and procedures while providing records and information in a timely manner to
4 at the lowest practical cost; and
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6 WHEREAS, the City Clerk's Office finds it appropriate to amend the Records
7 Retention Schedule (RRS) at this time; and
8 WHEREAS, the Records and Information Management (RIM) Program
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9 demonstrates that the City of San Bernardino City Clerk's Office makes every reasonable
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11 attempt to retain and dispose of its records in accordance with applicable guidelines and Cl)
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12 good business practices; a
13 NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND
14 COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
15 SECTION 1. The Mayor and Common Council of the City of San Bernardino do co
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16 hereby continue their support of the City Clerk's Office Records and Information 00
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Management (RIM) Program by repealing Resolution No. 2008-299 and adopting the State y
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of California Records Retention Schedule attached hereto as Exhibit "A" and incorporated a
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20 herein.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO REPEALING RESOLUTION NO. 2008-299 AND ADOPTING
2 THE STATE OF CALIFORNIA RECORDS RENTENTION SCHEDULE.
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4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5 and Common Council of the City of San Bernardino at a meeting thereof,
6 held on the day of , 2014,by the following vote, to wit:
Council Members: AYES NAYS ABSTAIN ABSENT
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9 MARQUEZ
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10 BARRIOS
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11 VALDIVIA o
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15 JOHNSON co
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16 MULVIHILL co
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18 Georgeann Hanna, City Clerk
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The foregoing resolution is hereby approved this day of , 2014.
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22 R. CAREY DAVIS, Mayor
City of San Bernardino
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Approved as to form: I
24 GARY D. SAENZ, City Attorney
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RECORDS MANAGEMENT GUIDELINES
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SECRETARY OF STATE DEBRA BOWEN M
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ARCHIVES DIVISION
RECORDS MANAGEMENT a
(916) 653-3834
FEBRUARY 2006
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LOCAL GOVERNMENT
RECORDS MANAGEMENT GUIDELINES
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CALIFORNIA GOVERNMENT RECORDS MANAGEMENT PROGRAM............2-1000
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BACKGROUND..........................................................................2-1010 0
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AUTHORITY...............................................................................2-1020
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DEFINITIONS.............................................................................2-1030 M
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RECORDS MANAGEMENT......................................................................2-2000 0
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PRINCIPLES...............................................................................2-2010 0
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INVENTORY...............................................................................2-2020
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APPRAISAL AND SCHEDULING...................................................2-2030 0
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RETENTION SCHEDULES............................................................2-2040
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DISPOSITION OF RECORDS.............. .2-2050 '--
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SUMMARY.................................................................................2-2060 =
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ACKNOWLEDGEMENT................................................................2-2070
ADMINISTRATIVE RECORDS — TYPICAL RETENTION PERIODS..............ATTCH A
RECORDS MANAGEMENT AND ARCHIVES RESOURCES .....................ATTCH B
CITY RECORDS RETENTION GUIDELINES...........................................ATTCH C
COUNTY RECORDS RETENTION GUIDELINES.....................................ATTCH D
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LOCAL GOVERNMENT RECORDS MANAGEMENT
GUIDELINES
California Government Records Management Program 2-1000
Background 2-1010
In 1968 the Legislature passed the California Public Records Act (PRA) (Government (n
Code, Section 6250 et seq.) which is modeled after the federal Freedom of Information o
Act and details what government information is, and is not, available to the public. In
general, all records are open to the public except 28 specific exemption categories
listed in PRA, Section 6254. The PRA applies to all records, in whatever form,
maintained by either state or local public agencies. 0
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In 1978 the Information Practices Act (IPA) (California Civil Code, Section 1798 et seq.)
became effective to protect personal privacy rights for individuals. The IPA is modeled
after the Federal Privacy Act of 1974 and supercedes portions of the PRA. It does not
apply to local public agencies except under voluntary contractual agreements.
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The State Records Management Act (Government Code, Section 14740-14774) o
requires the Director of the Department of General Services (DGS) to establish and w
administer the state's records management program. The program applies "... to the r
creation, utilization, maintenance, retention, preservation, and disposal of state
records." DGS administers the program though the State Administrative Manual (SAM),
Chapter 1600 and the California Acquisition Manual (CAM). °
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SAM and CAM require every state agency to establish Records Retention Schedules 2
which, when approved, become the legal authority for the agency to dispose of official o
public records. Retention schedules are the key element in effective records
management programs for both government and private industry. State agencies must
revise and update their schedules every five years or whenever a change occurs that
impacts the keeping or disposing of agency records. The Records Management Act, E
SAM and CAM do not apply to local public agencies. w
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Since, with the exception of the PRA, legislation and directives establishing the state
Records Management Program do not apply to local government, county and/or city
government agencies do not have a standardized program of accountability for their
treatment of public records. Nor does local government have standard retention periods
for various record categories other than certain record types identified in government
codes that mandate specific local programs. To alleviate this situation the 1999
legislature added Section 12236 to the Government Code, which states in Section
12236 (a) "The Secretary of State shall establish the Local Government Records
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Program to be administered by the State Archives to establish guidelines for local
government retention and to provide archival support to local agencies in this state."
These guidelines are an initial attempt to provide some standards and structure to the
local government records management effort. Other attempts at standardization include
the California City Clerks Association's 1998 list of common local government records
and recommended retention periods. The goal of the State Archives in compliance with
GC 12236 is to consolidate information resources and provide local government with a
single source for archival and records management support and guidance.
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Authority 2-1020
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• California Public Records Act (Government Code, Section 6250 et seq.)
• Government Code, Section 12236 Y
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Definitions 2-1030
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• Active Records —As a measure of activity for records that are referred to at least
once a month per cubic foot of records. Also —As a retention period for a Perpetual M
Record that remains "active" until some event occurs to change its status, at which
time it has fulfilled its function. (See also Perpetual Record) 2
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• Administrative Records — Records commonly found in all offices and typically o
retained only for short time periods — less than five years. Examples include subject,
chronological, budget, and policy files.
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• Archival Records - Records with enduring value because they reflect significant o
historical events, document the history and development of an agency, or provide
valuable research data.
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• Discovery— The pretrial disclosure of pertinent facts or documents by one or both
parties to a civil action or proceeding. Anything requested during discovery must be ci
disclosed if it exists — even non-records and records that should have been
destroyed earlier. Discovery effectively freezes selected holdings until released by E
opposing attorney or the court.
• Local Government— Government Code, Section 6252 states: "'Local Agency' a
includes a county; city, whether general law or chartered; city and county; school
district; municipal corporation; district; political subdivision; or any board,
commission or agency thereof; other local public agency; or nonprofit entities that
are legislative bodies of a local agency pursuant to subdivisions (c) and (d) of
Government Code, Section 54952."
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• Non-Records - Material not usually included within the definition of records, such as
unofficial copies of documents kept only for convenience or reference, working
papers, appointment logs, stocks of publications and processed documents, and
library or museum material intended solely for reference or exhibition. Also,
documents such as rough notes, calculations or drafts assembled or created and
used in the preparation or analysis of other documents. (See also Discovery)
• Permanent Records — Records that are required in perpetuity, usually identified by
statute or other written guidance. Examples include original birth certificates, death
certificates, Spanish land grants, etc.
• Perpetual Records — Records retained for an indefinite period of time and then n
stored or destroyed after some event takes place. Examples include office o
personnel files which are kept until a person leaves the office, policy files kept until
the policy is changed, contract files kept until the contract terminates, etc.
• Program Records - Records that relate to the primary function of the agency in a
response to its daily mission. Examples include lien files, recorders files, election
files, probate records, medical records, etc.
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• Public Records - Any information relating to the conduct of the public's business M
prepared, owned, used, or retained by any state or local agency regardless of
physical form or characteristics. 2
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• Records - All papers, maps, exhibits, magnetic or paper tapes, photographic films o
and prints, punched cards, and other documents produced, received, owned or used
by an agency, regardless of physical form or characteristics.
• Records Retention Schedule - A list of all records produced or maintained by an o
agency and the actions taken with regards to those records. A retention schedule is
an agency's legal authority to receive, create, retain, and dispose of official public
records. It assists the agency by documenting which records require office or o
temporary storage, which records have historic or research value, and which records
should be destroyed because they no longer have any administrative, fiscal, or legal
value. In the event of litigation, courts accept a retention schedule as establishing
an agency's "normal course of doing business". E
• Retention Period — The length of time a record must be retained to fulfill its a
administrative, fiscal and/or legal function. Then a record should be disposed of as
soon as possible in accordance with an approved Records Retention Schedule.
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Records Management 2-2000
Principles 2-2010
According to Government Code, Section 14740, California's Records Management
Program is designed to "...apply efficient and economical management methods to the
creation, utilization, maintenance, retention, preservation, and disposal of state
records". Effective Records Management ensures that records are kept only as long as
they have some administrative, fiscal, or legal value.
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When records no longer fulfill the value for which they were created, they should be n
destroyed unless they also have some historic or research significance. If that is the o
case the records should be preserved by an appropriate historical agency. Staff
members should realize that an effective records management program is not only cost
effective, it will also make their jobs easier. They should also know that records
retained beyond their value "just in case" only extend the agency's legal liability in the
event of adverse litigation.
These principles apply to all levels of government. 00
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Inventory 2-2020 2
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The first step in records management is a records inventory. Agencies need to know o
what records they have, where the records are kept, the volume, and how the records
are used. This information is essential for developing a Records Retention Schedule to d
document the agencies normal course of doing business. a
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The Records Inventory Worksheet, state form STD 70, is available to assist agencies in
gathering information needed in a records management program. Regardless of the
form used, the following information should be obtained during any inventory of agency L
records: °
• Record Series - A record series is a group of similar records arranged under a single
filing system or kept together as a unit. They deal with a particular subject (budget,
personnel, etc.), result from the same activity (arrest reports, property assessments,
etc.), or have a special form (blueprints, maps, etc.). The title of each record series w
should be as accurate as possible, since future references to the records will be by
the record series name. Avoid vague titles such as "Corporate Papers", "Official
Documents", or "Vital Correspondence".
• Media — Determine the media for each record series such as paper, microfilm, etc.
Also note if the same record exists in several medium.
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• Years covered — Determine the period of years covered by each record series.
(Example: 1994-98).
• Activity Level - The amount of activity involving a record determines where the
record should be stored. Active records need to be readily available and are
generally stored in the office because they are accessed frequently. Inactive
records that are still needed but only accessed occasionally should be warehoused
in low cost storage.
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• Volume — Note the volume of each record series by the cubic feet of space they
occupy. This number is a spot count and should represent only those records on
hand at the time of inventory. A typical file drawer or archive box contains
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approximately one cubic foot of actual records. Folders, separators, tab cards, etc. o
are not considered part of a record. 2
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Appraisal and Scheduling 2-2030
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After the inventory, sound records management requires a realistic appraisal of records W
in relation to their period of usefulness and their value to the agency that owns them. Co
The appraisal will: M
• Establish reasonable retention periods. .2
• Identify records that can be destroyed immediately.
• Identify records that should be transferred to low cost storage. 0
• Identify vital and/or confidential records.
• Identify records with historic and/or research value.
• Determine the method of disposition. $
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Once records are inventoried, determine the immediate and future usefulness of the
records. In general, records should be retained only as long as they serve the Cz
immediate administrative, legal and/or fiscal purposes for which they were created. o
When records no longer serve these purposes, they should be disposed of or preserved 4-
for archival purposes, whichever is appropriate. v
Records with administrative value are created to help accomplish the functions for E
which an agency is responsible and have administrative value only as long as they U
assist the agency in performing current or future work. Their administrative use is a
exhausted when the transactions to which they relate are complete and from that point
on they lose value rapidly.
Records with legal value contain evidence of legally enforceable rights or obligations of
the agency. Examples are records that provide the basis for action, such as legal
decisions and opinions; fiscal documents representing agreements, such as leases,
titles and contracts; and records of action in particular cases, such as claim papers and
legal dockets.
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Fiscal records pertain to the financial transactions of the agency, such as budgets,
ledgers, allotments, payrolls and vouchers. After some records have served a basic
administrative function, they may still have sufficient fiscal value to justify additional
retention to protect the agency against court action and/or audits.
Some records will also have enduring value because they reflect significant historical
events or document the history and development of an agency. Others contain
accumulated data that can be useful for both scientific and genealogical research. At
the local level historical societies and/or public libraries may be able to assess this C3
potential value for the agency.
The final step in appraising records is determining their retention period. Keeping
records, either in offices or storage areas, is very expensive and the actual or potential
value of the records must be weighed against the cost. Most managers tend to keep a
records too long "just in case" and unwittingly extend the agency liability for as long as W
the records exist. Except for perpetual records, most administrative records should only
be kept two or three years and certainly not more than five. Program records (unique U
and representative of the function of the office) are typically large files and kept for W
longer periods of time. Attachment A contains recommended retention periods for
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common administrative records maintained by several state agencies. M
Questions to ask are how serious would it be if a particular record 5 or 10 years from
now were unavailable? What are the chances of it being needed? Are the 0
consequences serious enough to justify keeping a large volume of records for long o
periods of time at considerable cost? Is the information available anywhere else? What c
would it cost to reconstruct the record if necessary? Answering these questions will
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lead to a more realistic approach to the problem of determining how long records should
be kept.
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Establishing retention periods may also involve negotiation with the people who use the It
records. They should be encouraged to look realistically at their need for the records.
Don't accept the answer that `the records are used all the time and therefore must be ,0
kept permanently'. "Permanent" retention is very expensive, rarely necessary, and U
usually must be justified by a specific written requirement such as a statute, legal
opinion, government code, etc. The State assumes "permanent" to mean 500 years!
Will your records really have any value 500 years from now? s
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Once retention periods have been established for all records, a Records Retention a
Schedule can be developed. The schedule formalizes the retention and disposition of
the agency's records and establishes the agency's "normal course of doing business".
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Retention Schedules 2-2040
A properly prepared and approved Records Retention Schedule is an agency's legal
authority to do whatever needs to be done with records and documents entrusted to the
agency's care. It certifies the life, care, and disposition of all agency records. If
subpoenaed records have been destroyed, agency schedules (AND EVIDENCE OF
COMPLIANCE WITH THOSE SCHEDULES) will defend the agency's actions.
However, to prove there was no adverse intent when records were destroyed,
schedules must be specific and consistently used. Adverse intent (to keep records out
of court) is both a civil and criminal offense.
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The state uses two forms to create Records Retention Schedules: the Records
Retention Schedule Approval Request, STD Form 72 (pdf); and the Records Retention `C
Schedule, STD Form 73 (pdf). The Form 72 contains signature elements from the °
agency involved, the Records Manager, the approval authority, and an archival review.
The Form 73 is the schedule itself and contains an agency description or mission
statement plus the listing of all agency records. Both of these forms are for state $
agencies but could easily be adapted/modified for use by local government. U
Use of these or similar forms help an agency ensure their schedule contains all the
elements necessary to withstand legal scrutiny. The signatures of the program M
manager (record custodian) and agency Records Manager attest to the completeness -�
and accuracy of the information on the schedule. The approval authority should be the
government body having administrative authority over the agency. For local a
government this authority could be the County Board of Supervisors, County o
Administration, Mayor's Office, City Administrator or similar government functions.
Archival review at the local level could be from a county or city historical society,
historical museum, library, or similar organization.
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In state government schedules are considered current for five years unless amended
sooner due to a significant change in an agency's record keeping practices. A change
of mission, added functions, new programs, etc. would all trigger an amendment to an
existing schedule. Regardless of any amendments, a new schedule must be prepared o
and approved after five years to ensure the schedule accurately and completely reflects
the agency's records holdings and disposition. Renewing schedules more frequently is
always an option, and is required in some states. Local government agencies should
adopt whatever cycle is most practical within their jurisdiction.
Physical location, complexity, and activity levels of records are some of the factors to a
consider when determining how many schedules are needed to support an agency's
records management program. Small agencies housed in one facility with narrowly
focused missions may only need one schedule for the entire agency. Larger, more
complex agencies may need many schedules to efficiently and effectively document the
varied records maintained by the agency. For example, County Health Services in a
large populous county would probably require separate schedules for Children's
Services, Mental Health, Health Promotion, Elder Care Services, etc. On the other
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hand, a small county Health Services Agency might use a single schedule and list
record series in groups under each different agency function.
Disposition of Records 2-2050
Once records have fulfilled their administrative, fiscal, or legal function they should be
disposed of as soon as possible in accordance with their Records Retention Schedule.
A properly completed schedule provides an agency with the legal authority to dispose of
records entrusted to its care. Disposition may include sending appropriate records to an
archival facility, recycling unneeded records, and/or destroying unneeded confidential
records. Remember, in the event of litigation the court will want to know what the N
agency does in the normal course of doing business. Your Records Retention =
Schedule spells out the normal course of business for how your agency handles and °
disposes of its records.
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In general, most agencies keep records well beyond the record's administrative, fiscal,
or legal value "just in case" the records may be desired for future purposes. That is one 0
of the worst reasons to retain records because excess records over-burden staff, slow W
response times to public requests, and extend the agency's legal liability. A court can
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not demand an agency produce documents that have been destroyed in accordance M
with accepted and documented (your retention schedule) industry practices.
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Summary 2-2060 C
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Records Management's primary concern is the efficient, effective and economical CD
management of information. The guiding principle of Records Management is to insure W
that information is available when and where it is needed, in an organized and efficient
manner, and in a well-maintained environment. Records Management is more than a
retention schedules and the disposition of records; records management also W
encompasses all the record-keeping requirements that allow an organization to
establish and maintain control over information flow and administrative operations. ,0
Records Management seeks to control and manage records through the entirety of their
life cycle, from their creation to their final disposition. ;
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In today's litigious society Records Management is more important than ever but
unfortunately is still overlooked and under-funded at all levels of government. In court
an astute attorney can discredit an agency in the eyes of a judge or jury by attacking the a
way the agency handles its records. The fact that the records may refute or support a
particular position is obscured by the attack on how the agency accounts for and
handles those records. The agency's legal position in the litigation may be influenced
by how well or how poorly they comply with accepted records management practices.
A sound records management program doesn't cost— it pays. It pays by improving
customer service, increasing staff efficiency, allocating scarce resources, and providing
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a legal foundation for how an agency conducts its daily mission. It helps identify and
justify opportunities for new technology. Microfilm, optical disk, optical character
recognition, workflow, e-mail, bar code, and other related technologies cannot be
adequately evaluated and cost justified without a good records management program.
Other benefits of effective records management include:
• Space Savings
• Reduced expenditures for new filing equipment
• Increased efficiency in information retrieval
• Compliance with legal, administrative, and fiscal retention requirements
• Identification and protection of vital records
• Control over creation of new records in
• Identification of records with research value o
• Identification of records with historical value
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Acknowledgement 2-2070 W
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The California State Archives would like to acknowledge the League of California Cities
and the City Clerks Association of California for their major contribution to these
guidelines. Attachment C represents several years of effort by the League and the 00
Association to provide standard retention periods for record series common to most city
jurisdictions. Attachment D — County Records Retention Guidelines has been
permanently removed. 0
Please forward comments and/or corrections to these retention periods to the California w c
State Archives.
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For assistance in developing a Records Management Program or to comment on this
web site please contact: 0
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Laren Metzer
Deputy State Archivist
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Secretary of State "=
Archives Division
1020 O Street
Sacramento, CA 95814
(916) 653-3834, Fax (916) 653-7134
Imetzer@sos.ca.gov y
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Administrative Records - Typical Retention Periods
Type of Record Years Remarks
Correspondence
Chron Files 2
General/Public 3
Controlled 2
Reports 3
Subject Files 3
Reproduction/Printing Requests 2
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Financial >4/7 = 4 yrs for state funds/7 for federal funds<
Expense Reports 4/7 Or until audited, whichever is first
Budgets 4/7 Or until audited, whichever is first
Billing/Accounting Reports 4/7 Or until audited, whichever is first E
0
Budget Change Proposals 4/7 Or until audited, whichever is first
Budget Change Concepts 4/7 Or until audited, whichever is first
Audits 4/7 V-
Invoices 4/7 Or until audited, whichever is first M
Fees/Receipts 4/7 Or until audited, whichever is first
Checks/Ledgers/Registers 4/7 Or until audited, whichever is first 0
Cal Stars Reports Active+1 Active until new budget approved* C
Cost Recovery - Federal Active+7 Active until claim paid then 7 or until audited, c
whichever is first*
Cost Recovery - State Active+4 Active until claim paid then 4 or until audited,
whichever is first* -0
Grants Active+2 Active until end of grant ear*
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Equipment/Supplies/Space
-Inventory Active Active until revised* o
Purchase Request/Order Active+4/7 Active until items received 4/7 if subject to audit)*
Service Orders/Authorizations Active Active until service performed*
Vendor Information Active Active until revised*
Building Maintenance/Leases Active Active until lease terminates* U
Inspection Reports/Moves/Space Active Active until revised/rescinded/superseded*
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Equipment Maintenance Active+2 Active until maintenance complete* a
Hardware/Software Active Active until revised/rescinded/superseded*
Documentation
Vehicle Files 2
Personnel
Duty Statements Active Active until revised*
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Employee Records Active+1 Active until employee leaves/terminates. PRA 6254,
IPA 1798.40, Confidential Destruction. (CD)*
Attendance Active+1 Active until employee leaves/terminates. PRA 6254,
IPA 1798.40, CD.*
Travel Active+1 Active until travel complete. PRA 6254, IPA 1798.40,
CD.*
Training 3 PRA 6254, IPA 1798.40, CD.
Applications 2 PRA 6254, IPA 1798.40, GC 12946, CD.
Interview Documents 2 PRA 6254, IPA 1798.40, CD.
Affirmative Action Active Active until revised*
Merit Awards 3 PRA 6254, IPA 1798.40, CD.
Superior Accomplishments 3 PRA 6254, IPA 1798.40, CD. N
Labor Relations 2 0
Production/Assignment Los 2 c
Overtime Los 2 PRA 6254, IPA 1798.40, CD.
Action Requests/Grievances 2 PRA 6254, IPA 1798.40, CD.
Toxic Exposure Reports Active Active until employee leaves/terminates. PRA 6254, o
IPA 1798.40, CD. Transfer Rpt with employee.*
Polic /Procedure/Or anization
Policies (All) Active Active until revised*
Procedures (All) Active Active until revised*
Compliance Requirements Active Active until revised* o
Organization Charts Active Active until revised* _
Mission Statements Active Active until revised*
Associations Active Active while membership is current* r
Meetin s/Minutes/A endas 2
Activity Reports 2
Studies/Statistics 3
feasibility Studies 5
Request for Proposals 3
Delegation Orders Active Active until revised/superseded/Revoked* 0
Conferences/Committees 3
Contracts Active+4/7 Active until contract terminates/+4/7 if subject to Y
audit*
Emergency Preparedness Active Active until revised* U
Public Hearings 5
.Health/Safety 3 a
Plans and Goals Active Active until revised/rescinded/superseded/Complete*
Records Management
Records Retention Schedule Active Active until revised*
Records Transfer List STD 71 Active Active until disposal of records*
Records Destruction 4
Authorization
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Packet P9. 100
Forms File Active+1 Active until revised/rescinded/superseded*
Lec
iiislation/Reaulations/Legall
Bill Analysis 3 PRA 6254
Research Information 3 PRA 6254
Proposed 4 PRA 6254
Leg islation/Regulations
Legal Opinions Active+1 Active until issues resolved*
Law Suits/Small Claims Active+1 Active until litigation complete*
Enrolled Bill Report 4 PRA 6254
PRA/IPA Files 2 s
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Public Relations
Clippings 2
Press Releases 2
Speeches 2
* "Active" retention is for Perpetual Records that remain "active" until some event o
occurs. After the event occurs the records are disposed of or may require retention for
an additional short period of time.
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The "Remarks" section of a retention schedule also identifies records not subject to
public disclosure because of code or statute, as well as any other unusual or significant
characteristics about a record series. PRA refers to the California Public Records Act 0
and IPA refers to the Information Practices Act. CD stands for Confidential Destruction. °-
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Most administrative records are small in volume and the records retained for less than v
five years.
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Program Records: a
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There are no typical retention periods for program records because they are unique to
the individual office. They represent the reason the office exists and their retention is U
usually specified in some statute or regulation that established the office or program. A
CD
few program records may be identified for permanent retention however most will be E
retained for a specific number of years, or as perpetual records with an "Active" period,
just like administrative records. Q
Most program records are large in volume and may be required much longer than
administrative records. As with administrative records, program records should be
retained only as long as they have some administrative, fiscal, or legal value. After that
they should be disposed of in accordance with an approved Records Retention
Schedule.
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MOTOU1 1ECTOUN •'9j*.j LVI FAIL
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Records Management and Archives Resources
Many resources exist to assist you in your records management program. This list is
not all-inclusive but will provide you with several contacts where you can ask questions
and receive professional answers to many records management issues. All of these
resources provide information free of charge and some also offer membership in the
organization, which entitles you to additional benefits.
AIIM - Association for Information and Image Management, International.
AIIM is a global industry association connecting users and suppliers of enterprise
content management (ECM) technologies - tools and methods that help capture, in
manage, store, preserve and deliver content in support of business processes. AIIM is a c
neutral and unbiased source of information. They produce educational events and
conferences, provide up-to-the-minute industry information, and are ANSI/ISO-
accredited for standards development. Local chapters provide networking and W
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educational opportunities throughout the country.
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World Headquarters
1100 Wayne Avenue, Suite 1100 CO
Silver Spring, MD 20910 M
1-800-477-2446
http://www.aiim.org/
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ARMA International —Association of Records Managers and Administrators.
The mission of ARMA International is to provide education, research, and networking
opportunities to information professionals, to enable them to use their skills and
experience to leverage the value of records, information, and knowledge as corporate o
assets and as contributors to organizational success. ARMA has a network of local
chapters that provide educational opportunities for members and non-members alike.
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ARMA International "=
4200 Somerset Dr., #215
Prairie Village, KS 66208 a
1-800-422-2762 E
http://www.arma.org/
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NAGARA— National Association of Government Archives and Records Administrators.
NAGARA is an association dedicated to the improvement of federal, state, and local
government records and information management. Their goal is to promote the
availability of our documentary legacy by improving the quality of records and
information management at all levels of government
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Packet Pg. 102'
IL NAGARA
48 Howard Street
Albany, NY 12207
1-518-463-8644
http://www.nagara.org/
NARA- National Archives and Records Administration
Major source for national archives and records management issues and policies.
Develops standard Record Retention Schedules for federal agencies.
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National Archives and Records Administration
700 Pennsylvania Avenue, NW r-
Washington, D.C. 20408 °-
1-800-234-8861
http://www.archives.gov/index.htmI
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COSHRC
Council of State Historical Records Coordinators co
Provides internet links to all State Archives and Records Management Offices. M
http://www.coshrc.org/arc/states.htm
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InterPARES -
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International Research on Permanent Authentic Records in Electronic Systems o
Source for international research papers seeking to recommend standards in the
electronic records industry.
http://interpares.org/
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CA Secretary of State
Provides records management guidelines for local government agencies through the
California State Archives web site.
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California State Archives
1020 O Street
Sacramento, CA 95814
(916) 653-3834
Imetzer sos.ca.gov
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CA Department of General Services - California Records and Information
Management (CaIRIM)
CaIRIM establishes guidelines for state agencies to manage their records programs,
including the management of electronic records and using technology such as imaging.
CaIRIM provides training, Master Service Agreements to streamline the contracting
process for records and imaging technologies and consultation, and other services to
B-2
Packet Pg. 103
help customers establish and maintain effective records programs. CaIRIM also reviews
and maintains all state agency records retention schedules.
Department of General Services
Procurement Division
California Records and Information Management Program
15005 th Street, Suite 101
Sacramento, California 95814
(916) 324-4809 _
http://www.osp.dgs.ca.gov/calrim/default.htm ='
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S.C.b
• • 0-9 a '
LOCAL GOVERNMENT
RECORDS RETENTION
GUIDELINES
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August 1999 °
City Clerks' Association of California
California State Archives 2002 Version
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• ` • •'a
LOCAL GOVERNMENT RECORDS
RETENTION GUIDELINES
TABLE OF CONTENTS
DISCLAIMER.................................................................................0-3
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RECORD CLASSIFICATIONS...........................................................0-4 w
ITEM INDEX..................................................................................0-5
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LEGEND & CITATIONS..................................................................0-16 °
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ADMINISTRATIVE RECORDS..........................................................0-17 co
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DEVELOPMENT RECORDS............................................................0-25
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FINANCE RECORDS.....................................................................0-29 a°
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PUBLIC SAFETY RECORDS..........................................................0-32 c
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0
EMERGENCY MANAGEMENT...............................................0-32 0
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FIRESAFETY.....................................................................0-32 u
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HAZARDOUS MATERIALS...................................................0-33 _
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LAW ENFORCEMENT................ ........0-33
PUBLICWORKS..........................................................................0-42 0
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TRANSPORTATION.............. ..........0-47
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Disclaimer
Local Government Retention Schedule Guidelines
The guidelines as enclosed have been endorsed by resolution of the General Assembly
of the League of California Cities, and by the City Clerks Association of California. They n
represent extensive research as to the minimum legal requirements for the retention of =
local government records and do not reflect the administrative, operational, financial or 2
historical needs of the jurisdiction. It is strongly recommended that cities consult with w
legal counsel when formulating their retention schedules so as to best meet their
particular needs.
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The committee's research was as complete as possible and reviewed by many legal
officers but may not include every record series pertinent to local government. The
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guidelines are just that and are fluid, very much subject to additions and updates which M
will be coordinated through the office of the State Archivist under the Secretary of State. -�
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Reference to retention periods, unless otherwise indicated, refers to the current year 0 a.
plus the years shown. For example, Cu + 2 refers to the Current year plus two, or 1998 0
plus years 1997 and 1996.
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S.C.b
RECORDS RETENTION CLASSIFICATIONS — CITY GOVERNMENT
August 1999
ADMINISTR ATION PUBLIC SAFET
Audit Animal Control*
Community Services Emergency Management
Elections Fire Safety
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General Subject Administration
Grants Personnel
Human Resources Property N
Information Services Reports o
Legal/Legislative Hazardous Materials
Municipal Clerk Health & Welfare d
Policies & Procedures Law Enforcement
Public Information Administration $
Public Financing Authority Investigations
Risk Management Patrol
Services 00
DEVELOPMENT M
a
Administration PUBLIC WORK o
Building a
Code Enforcement Parks 0
Engineering Sanitation/Solid Waste/
Environmental Quality Wastewater
Housing Streets/Alleys
Municipal Facilities Utilities 0
Planning Water
Property
Redevelopment c
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FINANCE TRANSPORTATION
E
Accounting Administration a
Administrative Services Airport a
Fixed Assets Ground Transportation
License Harbor
Payroll
Purchasing
Reports
Treasurer
*Anticipate will be addressed by County Officials
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5.C.b
• • •UD 79
INDEX
ITEM CATEGORY PAGE
Abandoned Vehicles Development C-26
Abandonment Development C-28
Abandonment/Vacations Public Works C-43
Accident Reports -City Assets Administration C-24
Accounting/Cash Reconciliation Public Safety C-33
Accounts Payable Finance C-29
Accounts Receivable Finance C-29
Acquisition/Disposition Development C-28
Adjustments Finance C-29
Administration—General Subject Administration C-19
Administration—Public Financing Authority Administration C-23 N
Administrative/Internal Public Safety C-33
Affidavit Index Administration C-17 .2
Agenda Reports (Master, Subject Files) Administration C-22 w
Agendas Administration C-22
Agendas, Board Public Works C-42 y
Agreements Transportation C-47
Air Quality Development C-27 U
Airport Certification Transportation C-47
Airport Noise Monitoring and Complaint Transportation C-47
Alarm Records Public Safety C-33 °D
Annexation Case Files Development C-28 M
Annual Financial Report Administration C-17 >%
Apparatus/Vehicle Public Safety C-32
Appeals, Civil Administration C-22 a°
Applications -Aircraft Storage Transportation C-47 C
Applications- Parking Transportation C-47
Applications-Slip Rentals Transportation C-47 y
Applications-Special Events Transportation C-47
Applications Finance C-29 m
Applications, Absentee Ballots Administration C-17 a
Applications, Boards, Commissions, Committees Administration C-22 0
Appraisals Development C-28 w
Acquisition/Disposition Development C-28 cv
Arrest/Conviction Public Safety C-36
Articles of Incorporation Administration C-22 4-
Asbestos Development C-27 V
Assessment Districts Administration C-23
Assessment Districts Finance C-29
m
Asset Forfeiture- Investigations/Proceedings Case File Public Safety C-34 E
Asset Forfeiture- Notifications Public Safety C-34
Assisted, Challenged Voters List Administration C-17 f°
Audits Finance C-30 Q
Auto for Hire Transportation C-48
Ballots Administration C-17
Ballots—Prop.218 Administration C-17
Bank Reconciliation Finance C-29
Bank Statements Finance C-30
Benchmark Data Development C-25
Benefit Plan Claims Administration C-20
Benefit Plan Enrollment, Denied Administration C-20
C-5
Packet Pg. 109
5.C.b
INDEX
ITEM CATEGORY PAGE
Bids & Proposals (Unsuccessful) Development C-25
Bids, RFQ's, RFP's Finance C-30
Billing Records Finance C-29
Billing/Customer Records Public Works C-44
Biographies Administration C-19
Blueprints, Specifications Development C-26
Bond, Personnel Fidelity Administration C-20
Bonds-Administration Finance C-31 a,
Bonds-Security Development C-25
zs
Bonds- Development Development C-25 °
Bonds -Account Statements Finance C-31 N
Bonds - Bonds and Coupons Finance C-31 =
Bonds Administration C-17 °
Bonds Development C-27 =
m
Bonds, Insurance Administration C-24
Books, Fire Code Public Safety C-32
Brochures, publications, newsletter, bulletins Administration C-24 -L
Budget adjustments,journal entries Finance C-29 0
Budget Operating (copies) Administration C-17 m
Budget Operating (copies) Finance C-29
Budget Administration C-17 °'
Budget,Accounting Finance C-29
Budget,Adopted Finance C-29
Budget, Proposed Finance C-29 2
Business License Finance C-29 a
Calendar Administration C-17 =
Calendar, City Administration C-24 °
California Environmental Quality Act(CEQA) Development C-27 =
m
Canvass Administration C-17
Capital Improvement Projects Development C-27
Capital Improvements, Construction Development C-28 a
Cards- Dispatch Public Safety C-38 °
Cards- Field Interview Public Safety C-38 m
Case Books, Investigative Public Safety C-34
Case Files -Homicide Investigator's File Public Safety C-34 .L
Case Files-Narcotics (No arrest, Narcotics Cases) Public Safety C-34 ,0
Case Files-Officer Involved Shootings Public Safety C-34
Case Files Development C-26 v
Case Files, Planning and Zoning Development C-28 c
Case Log Administration C-22 E
l=
Case Records- (High Profile) Administration C-22 s
Case Records- (Routine) Administration C-22
Certificates (Building) Development C-26 a
Certificates (Planning) Development C-28
Certificates of Election Administration C-17
Charter-Amendments/Measures Administration C-17
Checks Finance C-29
Chemicals/Film Inventories Public Safety C-39
Citations- 11357(e),Juvenile Public Safety C-38
Citations- 11357b H&S, 11357c H&S, Public Safety C-38
11360b H&S Violations
Citations -California Vehicle Code Infractions (Duplicates) Public Safety C-39
C-6
Packet Pg. 110.
INDEX
ITEM CATEGORY PAGE
Citations- Cite and Release Public Safety C-38
Citations- Parking/Traffic, Duplicates Public Safety C-39
Citations -Transmittals Public Safety C-39
Claim Files Public Safety C-33
Claims, Damage Administration C-24
Classifications and Appointments Administration C-19
Closures Public Works C-43
Code Books Development C-25 as
Collections/Landfill Public Works C-42
Community Development Block Grant and Administration C-19
s
Urban Development
Community Services—Library Administration C-17
Community Services—Plaques Administration C-17 g
r
Community Services—Sports Organization Administration C-17
Congestion Management Development C-27
Connection Records Public Works C-44
Construction (Approved) Development C-26 -a
Construction Tracking, Daily Development C-27 c0i
Contractor Development C-25
Contracts and Agreements—Excl. Capital Improvement Administration C-22
Contracts and Agreements—Incl. Capital Improvement Administration C-22 00
Correspondence Administration C-19 M
Correspondence Development C-25
Court- Daily Schedule Public Safety C-34 2
Court-Sign-In Logs Public Safety C-34 0 a.
Court-Tracking System Records Public Safety C-34 C
Crime- Felony Crimes With Or Without Arrests Public Safety C-36 c
r
Crime- Misdemeanor/Infractions Public Safety C-36
a�
Crime- Supplemental, Felony Capital Crimes, Public Safety C-36 (D
Crimes Punishable by Death, Life Imprisonment
Deeds & Promissory Notes Development C-28 1000
Deferred Compensation Finance C-30 0
Department Manual Public Safety C-33
Deposits, Receipts Finance C-29 0
Destruction -Guns Public Safety C-36
Destruction - Narcotics Public Safety C-36 a
Development(includes CDBG) Development C-25 m
Development Agreements Development C-25 v
Development Conditions Development C-25 c
Development Standards Development C-25 E
E
Disposition of Arrest/Court Action Public Safety C-36
U
Drawings, Project Plan Development C-25 m
Drawings, Traffic Control Plan Development C-27 Q
Easements, Dedications, Rights-of-Way Public Works C-43
Employee Handbook Administration C-20
Employee Programs Administration C-20
Employee Rights Administration C-20
Employee Time Sheets Finance C-30
Environmental Review Development C-27
Equipment-Communication Public Safety C-33
Equipment- Inventory Public Safety C-33
Equipment- Inventory/Sign-out Cards- Photo Lab Public Safety C-39
C-7
Packet Pg. 111
INDEX
ITEM CATEGORY PAGE
Equipment-Operations Files- Photo Lab Public Safety C-39
Equipment- Radio Logs (Communication) Public Safety C-39
Evidence, Disposition Forms Public Safety C-34
Exposure- Personnel Public Safety C-32
Facilities (Sanitation/Solid Waste/Wastewater) Public Works C-42
Facilities (Utilities) Public Works C-44
Facility Rentals/Use Development C-28
Fair Political Practices-Administration, Statements Administration C-18 d
Fair Political Practices- Campaign disclosure, elected Administration C-18
Fair Political Practices -Campaign disclosure, not elected Administration C-18
Fair Political Practices -Campaign disclosure, unsuccessful Administration C-18 in
Fair Political Practices-Candidate Statements Administration C-18
Fair Political Practices- History Administration C-18
Fair Political Practices-Statement of Economic Interest, Administration C-18
d
Elected d
Fair Political Practices-Statement of Economic Interest, Administration C-18
not elected
False Alarm (Duplicate) Public Safety C-36 0
Federal and State Grants Administration C-19
Field Books Public Works C-43
Field, Non-fire and Logs Public Safety C-32 00
Financial,Annual Finance C-30 M
Financial Records-Grants Administration C-19
Financial Records, Public Financial Authority Administration C-24 2
Fingerprint-Applicants Files Public Safety C-34 0-0
Fingerprint- Inked/Palm Cards Public Safety C-34 0
Fingerprint- Records Latent Public Safety C-34 0
Fingerprint-Suspect, Adult/Juvenile Public Safety C-34
Fire, Non-arson and Logs Public Safety C-32
Flood Control - Drainage Facilities Public Works C-44
Flood Control - Flood Zones Public Works C-44 -a
L
Flood Control - Insurance Programs Public Works C-44 0
Flood Control - Polices/Procedures Public Works C-45 m
Flood Control - Reports/Studies Public Works C-45
Flood Control Development C-27 L
Flood Records Development C-28 0
Franchises Development C-25
Fueling Transportation C-47 V
Gas & Electric Rates Public Works C-44
General Administrative Administration C-23 E
1=
General Orders Public Safety C-39
U
General Orders, Policies/Procedures Public Safety C-32
General Plan Amendments-Approved Development C-28 Q
General Plan Amendments- Denied Development C-28
General Plan and Elements Development C-28
General Subject Files Development C-25
Goals &Objectives Administration C-19
Grants- Parks (refer to Admin.) Public Works C-42
Grants -Street/Alleys (see Admin.) Public Works C-43
Grants—Water(see Admin.) Public Works C-45
Grants, Community/Urban Development(includes CDBG) Development C-25
Grievance Files Public Safety C-40
C-8
Packet Pg. 112
190101-11 • RE im MA In ol ITTell
INDEX
ITEM CATEGORY PAGE
Guns, Dealers Record of Sale Public Safety C-34
Hazardous Waste Disposal Public Safety C-33
Hazardous Waste Disposal Transportation C-47
Hearing or Review Administration C-17
Historic Preservation Inventory Development C-25
History, Sanitation Public Works C-42
Hourly Employees Administration C-20
Immigrant Administration C-20 w
Incident Files Development C-25
Incident Reports Administration C-24 m
s
Incident Public Safety C-32
Incineration Plants, Sludge Public Works C-42 a
Incinerator Operations, Treatment Plant Public Works C-42 0_
Index, Attorney Case Administration C-22
Informant Files Public Safety C-34
Inspection Development C-26
Inspection, Runway Transportation C-47
Inspection, Safety Self Transportation C-47 U
Inspections, Fire Prevention Public Safety C-32 0
Insurance,ACCEL JT Powers Agreement Administration C-24
Insurance, Certificates Administration C-24 00
Insurance, Liability/Property Administration C-24
Insurance,Workers Compensation Administration C-24 a
Internet,World Wide Web Administration C-22 2
Interpretations Development C-28 0
Intersection Records Public Works C-43 =
Inventory Finance C-29 0
Y
Inventory, Equipment Parts &Supplies Transportation C-47 =
a�
Inventory, Equipment&Supplies Public Safety C-32&C-33
Inventory, Equipment- Parks Public Works C-42
Inventory, Equipment-Water Public Works C-45
Inventory, Information Systems Administration C-22 0
U
Inventory, Records Administration C-23 d
Inventory, Traffic Control Device Public Works C-43 ca
Inventory,Vehicle Ownership and Title Transportation C-47 E
Investigations - Background Public Safety C-40 ,o
Investigations - Background Hired Public Safety C-40
Investigations- Notifications Public Safety C-34 V
Investigations, Evidence Arson -Administration Public Safety C-32
Investigations, Evidence Arson - Reports Public Safety C-33 E
Investment Transactions Finance C-30
U
Invoices Finance C-29
r
Jail - Daily Logs Public Safety C-35 Q
Jail - Inmate Record Public Safety C-35
Jail -Inspection Files Public Safety C-35
Jail -Surveys Public Safety C-35
Journals- Utility Billing Finance C-29
Journals, Fire Station Public Safety C-32
Labor Distribution Finance C-30
Land Uses, non-conforming Development C-25
Landscape- Parks Public Works C-42
Landscaping -Streets/Alleys Public Works C-43
C-9
Packet Pg. 113
INDEX
ITEM CATEGORY PAGE
Ledger, General -Voucher Finance C-29
Legal Advertising Administration C-23
Licenses- Bicycle Public Safety C-35
Licenses- Bingo, Mace Public Safety C-35
Licenses- Business License Review Board Public Safety C-35
Administrative Files
Licenses- Duplicate(Pink), Secondhand Dealer, Public Safety C-35
Pawn Brokers m
Licenses, Permits Transportation C-47
Liens &Releases - Recorded Development C-26
Liens & Releases -Supporting Development C-26 in
Lighting Public Works C-43 =
Lobbyist Registration Administration C-18 0
Locations Public Works C-45 =
m
Logs Development C-27
Logs-Administration Development C-25
Logs-Auto Theft Public Safety C-35 -a
Logs- Case Assignment Public Safety C-35 0
Logs-Code Enforcement Development C-27 0
Logs - Daily, Activity Public Safety C-35
Logs - Daily, Officer Public Safety C-35 00
Logs- Daily, Report Summary Public Safety C-35
Logs- Investigative(Pre-Arrest) Public Safety C-35
Logs-Juvenile Detention Public Safety C-35 2
Logs- Property Control Public Safety C-35 00
Logs- Rap Sheet Public Safety C-35 =
Logs-Subpoena Public Safety C-35 0
Logs,Attorney Service Request Administration C-23 =
m
Logs, Fire Equipment/Gear Public Safety C-32 m
Lot Split Cases Development C-28
Maintenance and Operations Transportation C-47 -L
Maintenance and Operations - Municipal Facilities Development C-28 0
U
Maintenance and Operations- Parks Public Works C-42 0
Maintenance and Operations - Public Works C-42
Sanitation/Solid Waste/Wastewater L
Maintenance and Operations-Service Public Works C-45 ,o
Maintenance and Operations-Streets/Alleys Public Works C-43
Maintenance and Operations -Well & Pumping Public Works C-45 U
Maintenance, FAA Transportation C-47 c
Management Reports Administration C-24 E
Maps & Plats Development C-26 _
U
Maps - Parks Public Works C-42
Maps -Streets/Alleys Public Works C-43 Q
Maps-Water Public Works C-45
Maps, City Boundary Development C-28
Maps, Plans, Drawings, Exhibits, Photos Development C-28
Maps, Precincts/Voter Information Administration C-18
Maps, Septic Tank Public Works C-42
Master Plans-Streets/Alleys Public Works C-43
Master Plans-Water Public Works C-45
Master Plans,Annual Development C-26
QW.", Media Relations Administration C-24
C-10
Packet Pg. 114
6:B
INDEX
ITEM CATEGORY PAGE
Medical Leave Administration C-20
Medical - Personnel Public Safety C-32
Meter Operations Public Works C-45
Meter Reading Finance C-30
Minutes Administration C-23
Minutes, Board Public Works C-42
Motor Vehicle Pulls (DMV) Administration C-20
Municipal Code Administration C-23 c,
Mutual Aid, Strategic Plans Public Safety C-32
a
Negotiation Administration C-20
Network Information Systems (LAN/WAN) Administration C-22 v
Nomination Papers Administration C-18
Non-Criminal Occurrences Public Safety C-36 °
Non-Safety Employees Administration C-21
Notices, Meeting Administration C-23
Notifications and Publications Administration C-18
Oaths of Office Administration C-18
Opinions Administration C-23 0
Ordinances Administration C-23 0
Parades&Special Events File Public Safety C-40
Parking - Lots Public Works C-43 °0
Parking - Regulations Public Works C-43 M
Patrol Requests (Correspondence) Public Safety C-39 a
Pawn Slips/Tickets Public Safety C-35 2
Permits -Alcoholic Beverage Control License Public Safety C-40 d
Permits -Concealed Weapons Public Safety C-40 r_
Permits - National Pollutant Discharge Elimination Public Works C-45 °
System (NPDES)
Permits -Others Public Works C-45 Q
Permits Development C-26
Permits Public Works C-43 10
Permits, Construction Development C-26 °
U
Permits, Encroachment Public Works C-43 v
Permits, Hazardous Materials Storage Public Safety C-33
Permits, Improvement Public Works C-43 E
Permits, Other Development C-26 0
Permits, Oversize Load Public Works C-43
Permits, Parking Public Works C-43
Permits, Paving Public Works C-43
Permits, Uniform Fire Code Public Safety C-32 E
Permits, Use (Temporary) Public Works C-43
U
PERS Employee Deduction Reports Finance C-30
PERS, Social Security, SSI Administration C-21 4
Personnel Records (copies) Administration C-21
Pest Control Development C-27
Petitions- Elections Administration C-18
Petitions- Legal/Legislative Administration C-23
Photographs - Daily Report(Negatives) Public Safety C-35
Photographs- Inmates (Negatives) Public Safety C-35
Photographs- Negative Log Public Safety C-40
AVON Photographs- Negatives, Misc. Public Safety C-40
Photographs- Personnel Public Safety C-40
C-11
Packet Pg.115
• ' • •�-33k ' '
INDEX
ITEM CATEGORY PAGE
Photographs Development C-26
Photographs- Parks Public Works C-42
Photographs-Streets/Alleys Public Works C-43
Photographs, Negatives, Film Administration C-24
Plans, Capital Improvement, Projects Public Works C-43
Plans, Proposed Public Works C-42
Policies & Procedures, Departmental Administration C-19
Policies and Procedures- Naming and numbering Public Works C-43 m
Policies and Procedures-Speed Limits Public Works C-44
Policies and Procedures - Parks Public Works C-42
Policies and Procedures-Water Public Works C-45 N
Policy, Council/Proclamations Administration C-23 r-
Precinct Records Administration C-19 2
Press Releases Public Safety C-40
Press,Video Programs (Community Relations) Public Safety C-40
Program Files and Directories Administration C-22
Programs - Federal Aid Urban Public Works C-44 -a
Programs-Traffic Safety Public Works C-44 0
Programs Development C-27 d
Programs, Household Hazardous Waste Public Safety C-33
Projects, Not Completed or Denied Development C-26 00
Promotional Marketing —Eternal, Internal Administration C-19 M
Property Files Public Safety C-40
Property Original Public Safety C-37
Property, Pawn Broker/Secondhand Public Safety C-40 00
Public Records Request Administration C-23
Radar Calibration Records Public Safety C-39 0
Y
Railroad Right-of-way Public Works C-42
Range Inventory Public Safety C-37
Rates-Sanitation/Solid Waste/Wastewater Public Works C-42
Rates -Water Public Works C-45
Reclamation Public Works C-45 0
Records Management Disposition Certification Administration C-23
Records Management Administration C-23
Records Retention Schedule Administration C-23
Recruitment Administration C-21 ,-
Recycling Programs Public Works C-42
Redevelopment Development C-28 V
Register Finance C-30 c
Registers, Transient Vessel Reservation Transportation C-48 E
Registration Files, Arson, Sex and Narcotics Public Safety C-36
Regulations Development C-27
Regulations Public Works C-42 Q
Relocation Files Development C-28
Report,Accident(Copies) Transportation C-48
Reports-Accident and Incident(Aircraft) Transportation C-48
Reports-Accident Public Safety C-39
Reports-Accident Public Works C-42
Reports-Activity Public Safety C-33
Reports -Airport Operational (Administrative) Transportation C-47
Reports -Airport Operational (Regulatory) Transportation C-47
Reports-Audit Administration C-17
C-12
Packet Pg. 116'
INDEX
ITEM CATEGORY PAGE
Reports - Bridges &Overpasses Public Works C-44
Reports-Chemical Emissions Public Safety C-33
Reports-Conservation Public Works C-45
Reports- Consumption Public Works C-45
Reports- Corrosion Control Public Works C-45
Reports- Dealer of Gun Sales, Duplicate Public Safety C-40
Reports- Departmental Administration C-19
Reports- Discharge Monitoring Public Works C-45 3
Reports- Drinking Water Corrections Public Works C-45 3
Reports- Federal and State Tax Finance C-30 =
Reports- Human Resources Administration C-21 N
Reports- Hydrograph Public Works C-45
Reports- Inspection Public Works C-44 °
Reports- Lead Service Line Public Works C-45
Reports - NOTAM (Notice to Airmen) Transportation C-48
Reports -Others Public Works C-42
Reports- Public Education Public Works C-46
Reports-Quality Parameters Public Works C-46 U
Reports-Sanitary Surveys Public Works C-46 °
Reports-Source Water Public Works C-46
Reports- Staff Administration C-19 00
Reports-State Certification Public Works C-46 M
Reports -Studies (Sanitation/Solid Waste/Wastewater) Public Works C-42
Reports-Studies Public Works C-42 2
Reports-Studies Public Works C-43 a
Reports-Survey Response Files Public Safety C-33
Reports-Tonnage Public Works C-42 °
Reports-Traffic Collision Fatalities Public Safety C-39
m
Reports-Traffic Count Public Works C-44
Reports -Variances, Water System Public Works C-46
Reports-Vehicle Accident Public Works C-44
Reports-Well Level Public Works C-46 0
Reports Development C-26 °
Reports Public Safety C-37
Reports, Federal and State-Code Enforcement Development C-27
Reports/Studies Public Works C-43 ,o
Requisitions- Purchase Orders Finance C-40 .16-
Requisitions-Stores Finance C-40 U
Research Project Files Public Safety C-37 c
Resolutions Administration C-23 E
E
Resolutions, Board Public Works C-42
U
Restraining Orders, Emergency Protective Orders, Public Safety C-40 w
Temporary Restraining Orders, Legal Stipulations, Q
Orders After Hearing
Reviews, Internal/External Periodic Administration C-17
Risk Management Reports Administration C-24
Roster of Voters Administration C-19
Rosters (Divisional) Public Safety C-40
Routes, School Bus &Truck Public Works C-44
Safety Employees Administration C-21
Salary Records Finance C-30
C-13
Packet Pg. 117
5.C.b '
INDEX
ITEM CATEGORY PAGE
Schedules- Daily Public Safety C-40
Schedules-Municipal Clerk Administration C-23
Schedules-Watch Assignment/Timekeeping Records Public Safety C-40
Schedules, Class& Events Public Works C-42
Sealed -Adult Found Factually Innocent Public Safety C-38
Sealed -Juvenile Public Safety C-38
Seismic Retrofit Program Development C-26
Signage Public Works C-44 m
Signs (Temporary) Development C-26
Slip Rental Index Transportation C-48 d
t
Slip Rental Permits Transportation C-48 in
Slip Rental Waiting List Transportation C-48 a
Soil Development C-27 0
Soil Reports Development C-27 m
Sources Public Works C-46
Speaker Requests Public Safety C-40
Special Districts Development C-27 -a
Special Projects Administration C-19 0
State Controller Finance C-30
Statistical (Crime Analysis) Public Safety C-37
Statistical (UCR), Uniform Crime Reports Public Safety C-37 00
Street Names and House Numbers Development C-26 M
Street/Alley(Abandonment/Vacation) Development C-27
Studies, Special Projects&Areas Development C-26 2
Subpoenas (Duplicate) Public Safety C-38 00
Support Services Administration C-19 r_
Surplus Property-Auction Finance C-29
Surplus Property- Disposal Finance C-29 C
m
Surveyor Field Notes Public Works C-46 m
Surveys Development C-26
Surveys and Studies Administration C-21
Surveys,Water System Sanitary Public Works C-46 0
Tapes -Audio, Telephone and Radio Communications Public Safety C-38
Tapes -Audio, Video Administration C-23
Tapes- Surveillance/Security Video(Jail) Public Safety C-38 E
Tapes Information Systems Administration C-22 ,o
Taxes Receivable Finance C-29
Tests - Bacteriological Analysis Public Works C-46 V
Tests-Chemical Analysis Public Works C-46 c
Tests-Quality Public Works C-46 E
Tests, Densitometer Results (Photo Lab) Public Safety C-40
v
Traffic Signals Development C-27
Traffic Signals Public Works C-44 Q
Training - Bulletins Public Safety C-41
Training - Event Files Public Safety C-41
Training - Lesson Plans, Range Public Safety C-41
Training Materials Public Safety C-33
Training - Personnel Public Safety C-32
Training- Personnel (by name) Public Safety C-41
Training - Schedules, Range Public Safety C-41
Training Records- Non-Safety Administration C-21
Training Records- Personnel (by name) Administration C-21
C-14
Packet Pg. 118
INDEX
ITEM CATEGORY PAGE
Training Records-Safety Administration C-21
Travel Records Administration C-19
Underground Public Works C-44
Underground Storage Tank- Public Safety C-33
Maintenance and Operations
Underground Storage Tank-Compliance Public Safety C-33
Unsuccessful Grants Administration C-19
Use of Force Supervisory Review Files Public Safety C-38 a,
Utility Rebates Finance C-30
Valve Main Records Public Works C-46 d
s
Vehicle Assignment Transportation C-47
Cn
Vehicle Ownership&Title Finance C-29 =
Vehicle-Assignment Reports Public Safety C-39
Vehicle- Down Reports Public Safety C-39
Vehicle Mileage Reimbursement Rates Administration C-21
Vehicle - Repossession/Private Impounds Public Safety C-39
Vehicle-Service Schedules Public Safety C-39 "a
Vendor Register Finance C-30 0
Vests, Bulletproof Letters Public Safety C-39 m
a!
Violations, Drinking Water Public Works C-46
Violations, Building, Property&Zoning Development C-27 00
Volunteer Card Files Public Safety C-41 M
Voter Affidavits Administration C-19
Voter Registration Signature Copy Administration C-19 2
Warrant Register Finance C-29 0 a.
Warrants- Felony Public Safety C-38 =
Warrants- Misdemeanor Criminal Public Safety C-38
Warrants - Parking Public Safety C-39 =
m
Warrants -Served Public Safety C-38 d
Warrants -Traffic Public Safety C-39 W
Warrants - Unserved (Local) Public Safety C-38
Weapons, Database Public Safety C-39 0
Weed Abatement Public Safety C-33 0
Weigh Scales Public Works C-44 M
Workers Compensation Administration C-24 L
0
w
U
Y
_
cD
G
s
U
R
r
Q
C-15
Packet Pg. 119
9047-11weleIVA000 I A51:1 kq I M-.10041:1 1 ' kq ' 1 an III,I
LEGEND
Records Retention
AC = Active AD = Adoption
AU = Audit CL = Closed/Completion
CU = Current Year DOB = Date of Birth
E = Election L = Life
P = Permanent S = Supersede
T = Termination
d
Cn
C
CITATIONS
d
B&P — Business and Professions H&S — Health & Safety
CAC — California Administrative Code HUD — Housing and Urban
Development
�o
CCP — Code of Civil Procedure OSHA — Occupational Safety & Health
Act
�^ U
CCR — Code of California Regulations PC — Penal Code 0
0
CEQA— California Environmental POST— Police Officers Standards
Quality Act Training
CFR — Code of Federal Regulations UFC — Uniform Fire Code
0
EC — Election Code USC — United States Code
FMLA — Family & Medical Leave Act, WIC —Welfare & Institutions Code ,0
1993
U
GC — Government Code
E
s
U
f0
w
Q
a
C-16
Packet Pg. 120
5.C.b
ADMINISTRATION
Record Series Retention Citation Descriptor
AUDIT
Annual Financial CL+2 GC34090 Independent auditor analysis
Report
Bonds CL+ 10 GC34090; Final bond documentation
CCP 337.5
Budget P GC34090 Annual operating budget approved by Legislative
Body_
Budget Operating S GC34090 Departmental Reference 2
copies 'a
Hearing or Review AU +2 GC34090; Documentation created and or received in connection
OMB A-128 with an audit hearing or review to
Reports AU +4 GC34090; Internal and/or external o
OMB A-128 a.
c
Reviews, CU GC34090; Daily,weekly, monthly, quarterly or other summary,
Internal/External GC6250 review,evaluation, log, list,statistics, except a report
Periodic
L
0
j COMMUNITY
SERVICES
Libraries CU +2 GC 34090 Books, art, gifts, donations, exhibits,theatre, music, CIO
r
special events, etc. M
Plaques P Historic value
_U
Sports Organization S+2
0.
ELECTIONS o
Affidavit Index CL+5 EC 17001
Applications,Absentee E+ .5 EC 17505; From date of election
Ballots and Envelopes EC 17302
Assisted, Challenged E+ .5 EC 17304 From date of election
Voters List o
Ballots E+ .5 EC 17302 From date of election; ballots submitted to
precincts/City Clerk that were not used-unless
contested EC 17302(c)) retention by court order 7
L
Ballots P California Property related fees(Assessment Ballot proceeding) ,-
Prop.218 Constitution
(Assessment Art.XIII U
Districts)c
Calendar E+2 GC 34090
E
Canvass P GC 22932; Notifications and Publication of Election; Records
U
EC 17130; used to compile final election results, including tally t°
EC 2653 sheets,voting machine tabulation, detailed Q
breakdown of results; special election results
Certificates of Election T+4 GC 81009(a) Certificates of election; Original reports and
d statements
Charter P GC34458-60; Chapter designations by Secretary of State following
Amendments/ GC34090 adoption of voters
Measures
C-17
Packet Pg. 121'
ADMINISTRATION CONTINUED
Record Series Retention Citation Descriptor
Fair Political Practices
Administration/ CU +5 FPPC Opinions
Campaign
Statements and
Conflict of Interest
Campaign P GC81009(b) FPPC Filings
disclosure, Elected
Campaign E+ 5 GC81009(b) FPPC Filings
disclosure, .c
Not Elected u�
Campaign E+7 GC81009 FPPC Filings
0
disclosure-
Unsuccessful
(all other
committees)v,
Candidate E+4 Sample ballot retained permanently.
0
Statements 0
m
History P GC 34090 History of elections,sample ballots, certificates of
destruction, other resolutions re: elections co
Statement of T+7 GC FPPC Filings c i
economic interest- 81009(e)
Elected Officials
Statement of E+5 GC FPPC Filings o
economic interest- 81009(b) a
Not Elected 0
0
Lobbyist Registration P EC Statements
81009 b
m
Maps, Precincts/Voter E+2 GC 34090;
Information EC 17501; w
EC 17301 0
Nomination Papers
Successful E+4 EC 17100
Unsuccessful E+2 GC
81009(b) 0
Notifications and E+2 GC 34090 Proof of publication or posting, certification and listing 6
Publications of notice of posting; copy of newspaper notice and v
certification of offices to be voted for at forthcoming
election
Oaths of Office T+6 GC34090; Elected Officials
29 USC
1113 Q
Petitions .75 EC 17200, From date of filing or election; Initiative, referendum,
17400; GC recall, Charter Amendments
7253.5; EC
14700+GC
3756:8
C-18
Packet Pg. 122
5.C.b
• • •��
,ow"'
ADMINISTRATION CONTINUED
Record Series Retention Citation Descriptor
Precinct Records E+ .5 EC 17503 From date of election: Precinct official material;
declaration of intention, precinct board member
applications, orders appointing members of precinct
boards and designating polling places
Includes notice of appointment of office and record of
service
Roster(Of Voters) E+5 EC 17300 From date of election; Initiative, referendum recall,
general municipal election, Charter Amendments
Voter Affidavits CL+5 EC 17000
Voter Registration CU +5 EC 17000 Fire,special or school district v
Signature Co cn
GENERAL SUBJECT 0
_
Administration P GC 34090
Biographies CU +2 GC34090 a
Classifications and P GC 34090; Includes supplemental Personnel records. Wage rate
Appointments GC 12946; tables 2 years. o
29 CFR
516.6(2); 29
CFR 1602.4 co
Correspondence/ CU +2 GC34090(d) if not attached to agreement or project file M
Originating Department
1 Goals&Objectives CU+2 GC34090 Departmental goals &objectives v
Policies& Procedures, S+ 5 GC34090(d) Retain while current o
Departmental n-
_
Promotional Marketing r o
External CU +7 =
Internal 2 (D
Reports
N
Departmental CU +2 GC34090 Special/or final summary, review or evaluation
Staff CU +2 GC34090 Non-agenda related, includes supporting U
documentation °'
Special Projects CU +2 GC34090
Support Services CU +2 GC34090 Reproduction; printing; postal/mailing services, other o
internal resources
Travel Records CU+2 GC34090 1°
U
GRANTS (D
Community T+4 GC34090; Applications, reports,contracts,supporting documents;
Development Block 24 CFR *OMB Cir.A-102,A-110,A-128
Grant and Urban 570.502
Development 24
CFR85.42*
Federal and State CL+5 GC34090 Refer to grant application close-out procedure
Financial Records CL+ 5 GC34090 Refer to grant application close-out procedure
Unsuccessful CL+2 GC34090 Applications not entitled
C-19
Packet Pg. 123
5.C.b
O em iYA RAN ki ETTel s
ADMINISTRATION CONTINUED
Record Series Retention Citation Descriptor
HUMAN RESOURCES
Benefit Plan Claims P GC6250 et May include dental, disability,education, health, life and
seq; vision including dependent care and Employee
OMB A-129 Assistance
29 CFR *29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC
1602.30; 1113
32; Lab Re[
Sec 1174*
Benefit Plan CL+4 GC34090;
Enrollment, Denied OMB A-128
Bond, Personnel T+2 GC34090 Employee Fidelity Bonds u�
Fidelity o
Employee Handbook S+2 GC 34090 General employee information including benefit plans c
Employee Programs CL+2 GC 34090; Includes EAP and Recognition
GC 12946
Employee Rights GC12946; May include Arbitration, grievances, union requests,
General Employees T+2 29 CFR sexual harassment and Civil Rights, complaints, o
Safety(Police) T+ 5 1602; 29 disciplinary actions U
USC 211
(e); 203(m); 00
207 M
Hourly Employees T+6 GC12946; *29 CFR 1627.3, Labor Relations Section 1174 ==
j APOW GC34090*
Immigrant Immigratio 1-9's O
n a
Reform/Co 0
n-trol Act
1986 Pub. L
99-603 w
Medical Leave CL+30 FMLA 1993 May include Family leave; certifications; tests; W-4's; $
L
US OSHA; *29 CFR 1602.30.32; 49 CFR 193-9; o
29 CFR ;
1910.20*
Motor Vehicle Pulls CL+7 GC12946,* *CA 91009; 8 USC 1324(a) E
DM `o
Negotiation P 29 USC Notes, notebooks, correspondence, contracts, and
Sections Memorandums of Agreements V
211(c),
203(m),
207 s
is
Q
C-20
Packet Pg. 124
ADMINISTRATION CONTINUED
Record Series Retention Citation Descriptor
Non-Safety Employees T+3 Reference: Non-safety employees may include: Release
29 CFR Authorizations; Certifications; Reassignments; outside
1627.3; employment; commendations disciplinary actions;
CCR Sec terminations; Oaths of Office; evaluations-pre-employee
1174; 29 medicals;fingerprints; identification cards(ID=s)
CFR *1607.4; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR
1602.30.32; 1068.6(a)
GC6250 et
seq; 29 V
CFR; GC =
12946,
34090* c
Personnel Records CU +2 GC34090; Attendance; evaluations; drafts;worksheets; postings
(copies) GC6250 m
PERS, Social Security, P 29 CFR EEOC/ADEA w
SSI 1627.3(2);
GC 12946, o
34090
Recruitment CL+3 Reference: Applications, resumes, alternate lists/logs, indices; W
GC12946; ethnicity disclosures; examination materials;
co
GC6250 et examination answer sheets,job bulletins; eligibility; M
seq; electronic database �?
29 CFR
1602 et seq 0
29 CFR a0
1607; o
29CFR
1627.3
Reports CU +2 GC34090 Employee statistics, benefit activity; liability loss
Safety Employees T+ 5 Reference: Police,fire,emergency employees may include; Release
29 CFR Authorizations; Certifications Reassignments; outside o
16273; CCR employment; commendations disciplinary actions;
Sec 1174; terminations; Oaths of Office; evaluations-pre employee W
29 CFR medicals*29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR f°
1607.4; * 516.6 et seq; 45 CFR 1068.6 a i
0
Surveys and Studies CU +2 GC 12946, Includes classification,wage rates
34090; 29 j
CFR
516.6(2); 29
CFR E
1602.14
ca
Training Records CU +7 GC6250 et Employee applications,volunteer program training, a
Non-Safety seq class training materials, internships;
Personnel (by name) T+7 GC34090 Paperwork documenting officers internal and external
training
Safety CU+2 GC34090 Certifications/desig nations
Vehicle Mileage S+2 GC 34090 Annual mileage reimbursement rates
Reimbursement Rates
C-21
Packet Pg.125
5.C.b
115616111111110060:1 •V9
ADMINISTRATION CONTINUED
Record Series Retention Citation Descriptor
INFORMATION
SERVICES
Internet,World Wide S+2 GC34090 Management/Policies and supporting documentation
Web
Inventory, Information S+2 GC34090 Hardware/Software Inventory logs; systems manuals
Systems
Network Information CU +4 GC34090; Configuration maps and plans _
Systems(LANIWAN) CCP 337.2;
343 'a
Program Files and CU +2 GC34090; Annual backup
Directories CU+(2 GC34090.7 Daily backup vn
mos.)
0
CU + 1 Monthly backup
CU + .5 Weekly backup
Tapes Information CU +2 GC34090 System Generation
Systems N
L
Q
LEGAL/LEGISLATIVE
Agendas CU +2 GC34090 Original agendas and special meeting notices, including
certificates of posting,original summaries, original o0
communications and action agendas for Council, M
Boards and Commissions �-
Agenda Reports CU +2 GC34090 Documentation received, created and/or submitted to
Master, Subject Files d Council o
Appeals, Civil CU + 3 CCP a'
583.320(a)( o
3); GC
34090
W
Applications, Boards, CL+2 GC34090 Not selected
Commissions,
Committees o
Applications, Boards, T+5 GC34090; Selected
Commissions, GC40801
Committees c
L
Articles of P GC34090; ,0
Incorporation CCP 337.2 .a
Case Log CL+7 CCP 337.2; From Close of cases listed; Chronological listing of v
343 cases c
Case Records -(High P GC6254 Significant cases which have importance/or set legal E
Profile) precedence. Includes logs, complaints, police reports,
court orders, motions, notes, briefs w
Case Records CO+7 42 USC Includes logs, complaints, police reports, court orders, Q
s1983 motions, notes, briefs, closing statements(unless
minors-3 years after attaining 18
Contracts and T+5 CCP 337.2, Includes leases,equipment,services or supplies
Agreements 343; *PU7685;48 CFR:2; GC53066
Excl. Capital B&P7042.5;
Improvement
Incl. Capital P 2.08.110;* Construction
Improvement *GC37090a; 4004; H&S 19850
Index,Attorney Case I L GC6254 Including notations on activities related to case
C-22
Packet Pg. 126
9
ADMINISTRATION CONTINUED
Record Series Retention Citation Descriptor
Legal Advertising CU+4 CCP 343, Includes public notices, legal publications
349 et seq.;
GC 911.2;
GC 34090
Logs,Attorney Service CU +2 GC34090 Service request,summaries of monthly requests
Request
Minutes P GC34090(d) Official minutes and hearing proceedings of governing
GC36814; body or board, commission or committee
GC40801
Notices, Meeting CU +2 GC Special meetings
34090.7, u�
54960.1(c)( o
1 r
c
Opinions S+2 GC34090; Confidential ?;
GC6254
Ordinances P GC34090(d) Charter amendments; municipal code
40806 �-
0
Petitions CU + 1 GC50115; Submitted to legislative bodies
GC6253
Resolutions P GC34090(d) Legislative actions co
40801 M
Tapes,Audio/Video CU+3 GC 34090.7 When used for minute preparation and may have �?
MOS. historical value.
U
O
MUNICIPAL CLERK a
c
Assessment Districts P GC 34090 Original documentation o
Inventory, Records CU +2 GC34090; Inventory of non-current or inactive records holdings
80 OPS and location, indices.Tapes may be recycled. (D
Atty. Gen.
106
L
Municipal Code P GC 34090 Supplements included 0
Public Records CL+2 GC 34090
Request CU
Records Management CL+2 GC34090 Document includes retrieval,transfers-inactive
L
Records Management P GC34090 Documentation of final disposition or records 0
Disposition v
Certification
:r
Records Retention S+4 CCP 343
m
Schedules E
POLICIES/
PROCEDURES w
General Administrative S+2 GC34090; All city policies and procedures a
40801
Policy, Council/ S+2 GC34090 Policies, directives rendered by Council not assigned a
Proclamations resolution or ordinance number
PUBLIC FINANCING
AUTHORITY
Administration P GC 34090
C-23
Packet'Pg. 127
ADMINISTRATION CONTINUED
Record Series Retention Citation Descriptor
Financial Records P GC 34090,
40802,
53901
Management Reports 2 GC 34090
PUBLIC INFORMATION
Brochures, S+2 GC 34090
m
publications, 3
newsletter, bulletins
Calendar, City CU +2 GC 34090 v
Media Relations CU +2 GC 34090 Includes cable, newspaper, radio, message boards, cn
presentations. o
c
RISK MANAGEMENT
v
Accident Reports-City CL+7 29 CFR Reports and related records
Assets 1904.2; 29;* *CFR 1904.6
Bonds, Insurance P CCP 337.2; Bonds and insurance policies insuring city property and `ov
343 other assets
Claims, Damage CL+5 GC34090; Paid/Denied
GC25105.5 co
Incident Reports CL+7 29 CFR Theft, arson,vandalism, property damage or similar M
1904.2; 29 occurrence(excluding fire/law enforcement)
CFR 1904.6
Insurance,ACCEL JT P GC34090 (Authority California Cities Excess Liability Insurance) B a.o
Powers Agreement Accreditation/MOU=s/a reement/a endas
Insurance, Certificates P GC34090 Insurance certificates filed separately from contracts,
includes insurance filed by licensees
Q
Insurance, P GC34090 May include liability, property, Certificates of
Liability/Property Liability/Property Participation,deferred, use of facilities y
Insurance,Workers P GC6410; Indemnity; PERS-working files-originals with
L
Compensation 29 CFR Administrator U
1910.20 W
Photographs, CL+2 GC34090 cc
Negatives, Film a
Risk Management CL+ 5 OMB 1220- Federal OSHA Forms; Loss Analysis Report; Safety
Reports 0029; 29 Reports ;Actuarial Studies f°
v
CFR1904.4;
GC 34090
Workers P CCR 14311; Claim Files, Reports, Incidents E
Compensation 15400.2; (working files)originals filed with Administrator
CA
Labor Code Q
110-139.6
AV A
C-24
Packet Pg. 128
5.C.b
100TWO • - - •-�
DEVELOPMENT
Record Series Retention Citation Descriptor
ADMINISTRATION
Benchmark Data CU + 2 GC34090d Horizontal, vertical &control
Bids & Proposals CL+ 2 GC34090d
Unsuccessful
Bonds CL+ 10 CCP 337.5 Housing; Industrial Development
Development
Security CL+ 2 GC34090 Documentation created and or received in connection _
with the performance of work/services for the city, or
for parcel maps and subdivision work a
Code Books P GC34090e National Electrical Code, Uniform Building, Fire, .�
Mechanical, Plumbing &Supplements in
Contractor CU + 2 GC34090d Current listing0
0
Correspondence CU + 2 GC34090d Working documentation
Development L GC34090 Mitigation measures; filed with case files
Conditions o:
Development P CCP337, Infrastructure contracts,franchises. Original
Agreements 337.1(a), maintained for 7 years. o
337.15;
GC34090;4
8 CFR co
4.703 M
Development P GC34090a Landscape mediums, parkway landscape
Standards development, public works construction v
Drawings, Project Plan CU + 2 GC34090d Does not include those usually filed with case or a
project
c
Franchises P GC65864, Including subdivision agreements, contracts for sale o
65869.5, or purchase of property, cable, grant of easements
34090* and/pr involving construction of improvements W
*CCP 337.2, 343; AC16023 �=
General Subject Files CU + 2 GC34090d Internal working files including correspondence
Grants, CL+4 24CFR Project files, contracts, proposals, statements, reports, 0
Community/Urban 570.502(b) sub-recipient dockets, Environmental review, grant nr
Development(includes (3); documents, applications, inventory, consolidated plan,
CDBG) 241 CFR etc. Includes Section 108 loan guarantee *OMB Cir. L
85.42& A-102 & 128, HUD regulations ,°
OMB Cir.A-
110,Attach.
Y
C,
Historic Preservation 2 GC34090d Historic structures &landmarks E
Inventory
Incident Files 2 GC34090d Emergency Call Outs Y
Land Uses, P GC34090a Building or site usage which does not conform to Q
nonconforming current standards
Logs CU + 5 Logs, registers or similar records listing permits,
certificates of occupancy issued; may include
inspection, building activity, daily, plan check, utilit
C-25
Packet,Pg. 129'
5.C.b
• • •��
DEVELOPMENT CONTINUED
Record Series Retention Citation Descriptor
Maps&Plats P GC34090a Engineering &field notes and profiles; cross-section
of roads, streets, right-of-way, bridges; may include
annexations, parks, tracts, block, storm drains,water
easements, bench marks, trees, grading, landfill,fire
hydrants, base maps, etc.
Master Plans,Annual S+ 2 GC34090 Special or long range program plan for municipalitie s—
coordination of services; strategic planning
Permits, Construction P GC34090a; Plans, building, signs, grading, encroachment, T
H&S19850; including blueprints and specifications
4003; 4004
Permits, Other CL+ 2 GC34090d Alterations, encroachment, excavations, road, street U)
sidewalks &curb alterations,transportation, C
swimming pool drainage, temporary uses, etc.
Photographs S +2 GC34090d Aerial photographs +;
Projects, Not CL+2 GC34090d Building, engineering, planning
Completed or Denied
Reports CU +2 GC34090 Activity, periodic o
Seismic Retrofit P GC34090a Includes Certificates of Compliance
Program
Street Names and P GC34090a Street dedications, closings, address 00
House Numbers assignment/changes M
Studies, Special CL+ 2 GC34090d Engineering,joint powers, noise,transportation
Projects &Areas
Surveys P GC34090a Recording data and maps o
BUILDING a'
c
Blueprints, CL+2 GC34090d Submitted by contractors with application for permit o
Specifications and builds for Certificate of Occupancy
Certificates L GC34090a Compliance, elevation, occupancy which affect real
property
N
Construction P GC34090a; New commercial and residential construction, tenant 0
(Approved) 4003; 4004; improvements room additions,spa, signs, block wall, (D
H&S 19850, remodel including security bonds
19853 _
Inspection CL+2 GC34090d Correspondence,fees, appeal requests, reports o
Permits P GC34909a; Plans, building, signs, grading, encroachment permits cc
H&S 19850; V
4003;4004
Signs (Temporary) S +2 GC34090d Home occupations, off-premise signs
CODE ENFORCEMENT
Abandoned Vehicles CL+ 2 GC34090d
Case Files CL+2 GC34090d Building, housing and mobile home code violation Q
records including inspections; public nuisance
rubbish and weed abatement, vehicle abatement,
citations, massage parlor permits, general
Liens & Releases,
Supporting CL+2 GC34090 Utilities, abatement, licenses
Recorded P
C-26
Packet Pg. 130
• ' • •'Big Al F-11 0 FiTel 1
DEVELOPMENT CONTINUED
Record Series Retention Citation Descriptor
Los CU + 2 GC34090d Lien Recovery, citations, complaints
Regulations S + 2 GC34090d Includes rules
Reports, Federal and P GC34090a Code enforcement statistics; may contain records
State affecting title to real property or liens thereon
Violations, Building, CL+ 2 GC34090d Supporting code enforcement activity
Property&Zoning
ENGINEERING
Capital Improvement CL+ 10 CC337.15 Supporting documents including bidders list,
Projects specifications, reports, plans,work orders, schedules,
etc.
Construction Tracking, P CC337.15 Assesses value of real property o
Dail =
Drawings, Traffic P GC34090a Signs, signing &striping, road construction
Control Plan
Flood Control CL+2 GC34090d Storm Drains
Special Districts P GC34090a Supporting documents re: improvement, lighting, 0
underground utility; bonds, taxes &construction
Street/Alley CL+ 2 GC34090d Relinquishment of rights and fee title
(Abandonment)
Vacation) M
M
Traffic Signals CL+2 GC34090d Counts, collisions, accidents
U
ENVIRONMENTAL -
_ o.
QUALITY
Air Quality(AQMD) CU + 7 CCP Participants/voucher logs, Total Daily Mileage Survey °
:r
338(k); (TDM); various local authorities; Commute Alternative aci
GC34090
Asbestos P GC34090a Documents abatement projects, public buildings
California P GC34090a Exemptions, Environmental Impact Report, Mitigation o
Environmental Quality + CEQA monitoring, negative declaration, notices of U
Act(CEQA) Guidelines completion and determination, comments, statements W
of overriding considerations M
Congestion CU +2 GC34090d Ride sharing, trip reduction o
Management
Environmental Review CL+2 GC34090d Correspondence, consultants, issues, conservation
Pest Control CU +2 GC34090d Pesticide applications, inspections &sampling, ;
documents W
Soil CL+ 2 GC34090d Analysis, construction recommendations E
Soil Reports P GC34090d Final Reports
Q
HOUSING
Bonds CL+4 CCP 337 Revenue Bond Documentation
Programs CL + 3 24 CFR Includes comprehensive Housing Authority Strategy,
570.502(b)( Meeting Credit Certificate, Housing bond advisory,
3); 24 CFR HOME, In-Lieu Housing Mitigation, Low/Moderate
85.42 & Housing, Rental Housing Assistance
OMB Cir.A-
110,#C
C-27
Packet Pg. 131
k. DEVELOPMENT CONTINUED
Record Series Retention Citation Descriptor
Redevelopment
Budgets P GC 34090, Includes annual audit
40802,
53901
Bond Issues P GC43900 et
seq.
MUNICIPAL FACILITY
Capital Improvements, P 2.083110; Contains records re: Planning, design, construction, 2
Construction GC34090a; conversion or modification of local government-owned
4004; H&S facilities, structures &systems
19850; U)
GC34090a C
Facility Rentals/Use CU + 2 GC34090 Permits, contracts, diagrams, schedules, insurance
binders a;
Maintenance & CU +2 GC34090d Service requests, invoices, supporting documentation;
Q:
Operations buildings, equipment, field engineering, public
facilities including work orders and graffiti removal o
PLANNING
a�
Case files, Planning P GC34909a; Pertains to real property. May include blueprints,
and Zoning H&S 19850; drawings, maps, plans, reports, evaluations, co
4003;4004 correspondence, uses, permits, variances, studies,
appeals, compliance certificates, lot line adjustments
or other planning-related matters brought before
legislative bodyo
�- Certificates L GC34090 Retain during life of structure 0-
Flood Records CU +2 GC34090 0
General Plan and P GC34090 Includes sphere of influence
Elements
General Plan
Amendments
Approved CL+2 GC34090 0
Denied CU + 3 GC65103; * *GC50110
Interpretations CU + 2 GC34090
Maps, Plans, P GC34090; Zoning, tentative subdivision, parcel, land use map, L
Drawings, Exhibits, H&S 19850; aerial photos, specific plans ,o
Photos GC34090.7
PROPERTY V
Abandonment P GC34090a Buildings, Condemnation, Demolition
Acquisition/ CL+ 10 GC34090a; Supporting documents re: sale, purchase, exchange, E
Disposition GC6254 lease or rental of property by City
Disposition
Q
Annexation Case Files P GC34090a Reports, agreements, public notices
Appraisals CL+2 GC34090; Exempt until final acquisition or contract agreement
GC6254 h obtained
Deeds & Promissory P GC34090a* *24 CFR 570.502(b)(3); 24 CFR 8.42 &OMB Circ. SA-
Notes 110
Maps, City Boundary P GC34090d Recorded maps, surveys, monuments
Lot Split Cases P GC34090
Relocation Files CL+2 GC34090 e.g., Redevelopment
C-28
Packet Pg. 132
• ' • •'t ' I ENT a I I I k,I FEW=Mg
FINANCE
Record Series Retention Citation Descriptor
ACCOUNTING
Accounts Payable AU +4 GC34090 Invoices, check copies, supporting documents
Accounts Receivable AU +4 GC 34090
Applications CL+2 GC34090 Utility connections, disconnects, registers, service
Assessment Districts P GC 34090 Collection information; Original documentation files
with municipal clerk
Bank Reconciliation AU + 5 GC34090; 26 Statements, summaries for receipts, disbursements &
CFR 16001-1 reconciliation
Billing Records AU +2 GC34090 Customer name, service address, meter reading, usage,
d
payments, applications/cancellations
Budget AU +2 GC 34090 N
Budget adjustments, AU + 2 GC34090 Account transfers 0
journal entries
Checks AU + 5 GC34090; Includes payroll, canceled &voided checks
CCP 337
Deposits, Receipts AU +4 GC 34090; Checks, coins, currency
CCP 337 0
Invoices AU +2 GC34090 Copies sent for fees owed, billing, related documents
Journals
co
Utility Billing CU +2 GC34090 Billing including monthly activity
ledger, General P GC34090; * *CCP 337 cM�
Voucher AU +4 GC34090; Account postings with supporting documents
CCP 337 U
Taxes, Receivable AU + 3 CCP338 0
a
Warrant Register AU +2 GC 34090.7 0
ADMINISTRATIVE r
SERVICES
Budget Operating S GC34090 Departmental Reference
(copies)
0
Budget, Proposed CU +2 GC34090 Presented to Council
d
Adopted P GC 34090
ca
.E
FIXED ASSETS 0
Inventory AU +4 GC34090; 26 Reflects purchase date, cost, account number
CFR 301 65- v
1F
Surplus Property
Auction AU +2 GC34090 Listing of property s
Disposal AU +4 GC34090; Sealed bid sales of equipment w
CCP 337 Q
Vehicle Ownership & L VC 9900 et Title transfers when vehicle sold
Title seq.
LICENSE
Business T+4 GC34090; Paid &reports
CCP 337
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Packet Pg. 133"
FINANCE CONTINUED
Record Series Retention Citation Descriptor
PAYROLL
Adjustments AU +4 GC 34090 Audit purposes
29 CFR
516.5-516.6
Employee Time Sheets AU + 6 GC34090; 29 Signed by employee for audit& FEMA Reports
CFR 516.2* *20 CFR 516.6(1); IRS Reg. 31.6001-1(e)(z); R&T 19530;
LC 1174 d _
PERS Employee T+4 GC34090; Record of deductions
Deduction Reports CAC 22- (PERS Public Employee Retirement System) *26CFR
1085-2 31.6001-1;29 CFR 516.5, 516.6, LC 1174 d
Register P GC34090; Labor costs by employee & program en
GC37207 r_
0
Salary Records T+ 3 GC34090; 29 Deduction authorization, beneficiary designations,
CFR 516.2 unemployment claims, garnishments a
a�
PURCHASING
Bids, RFQ's, RFP's AU +4 GC34090; Requests for Qualifications; Requests for Proposals o
Successful AU + 5 CCP 337; * regarding goods and services * GC 25105-1; GC 34090
Unsuccessful CU + 2
Requisitions co
r
Purchase Orders AU +4 GC34090; Original documents M
M
CCP 337
Stores CU +2 GC34090 Completed forms for ordering
Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, a
account numbers and check date
0
REPORTS c
m
Audits P GC 34090
Deferred Compensation T+ 5 GC34090; 26 Records of employee contributions and city payments
CFR 16001- *29 CFR 1627.3(2)
1* U
Federal and State Tax AU +4 GC34090; Forms 1096, 1099,W-4's and W-2's
29USC 436 *26 CFR 31.6001.1-4; IRS REG 31.6001-1(e)(2);R&T co
* 19530;29 CFR 516.5-516.6
Financial,Annual AU + 7 GC 34090.7 _°
Investment P GC34090; Summary of transactions, inventory&earnings report
U
Transactions CCP 337;
GC 53607
Labor Distribution AU +2 GC34090 Costs by employee&program E
Meter Reading CU +2 GC34090
ca
State Controller P GC34090 Controller may destroy after 5 years
Utility Rebates CU +2 GC34090
TREASURER
Bank Statements AU +2 FC 3368, Financing authority
30210; GC
j 43900 et
seq.
AV I
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Packet Pg. 134
FINANCE CONTINUED
Record Series Retention Citation Descriptor
Bonds
Account CL+ 10 GC34090; Monthly statement of transactions.
Statements CCP 337.5
Administration CL+ 10 GC34090; Supporting documents
CCP 337.5
Bonds and CL+2 GC34090; Paid/canceled
Coupons 53921
'a
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U
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C
0
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L
0
U
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CO
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AF A
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0
0.
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0
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0
0
N
L
0
V
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L
0
W
U
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E
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U
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Q
C-31
Packet Pg. 135
LOCAL GOVERNMENT— RECORDS MANAGEMENT GUIDELINES ATTACHMENT C
PUBLIC SAFETY
Record Series Retention Citation Descriptor
EMERGENCY
MANAGEMENT
Mutual Aid, Strategic S +2 GC34090
Plans
FIRE SAFETY
ADMINISTRATION
Books, Fire Code S+3 GC34090.7 Include OPS manuals
CCP 340.5 a
General Orders, S +2 0
v
Policies/Procedures Cn
Inspections, Fire CL+ 3 UFC 103.34 Alarm/sprinkler systems, prevention efforts
Prevention }'
Investigations, P PC 799 Support prosecution resulting in homicide
Evidence Arson o:
Investigations, CL+ 6 PC 800 Great bodily harm, inhabited structure or property W
Evidence Arson o
Journals, Fire Station CU +2 GC34090 Activities, personnel, engine company
Permits, Uniform Fire CL+2 GC34090
Code co
M
M
PERSONNEL
Exposure T+ 30 29 CFR Sampling results, collection methodology, background 9
1910.1020 0
a
Exposure T+ 1 29 CFR Laboratory reports and worksheets =
1910.1020 0
Medical T+ 30 29 CFR
1910.1020 a+
Medical T+ 2 29 CFR Employees less than one year
1910.1020; * *GC34090 -a
Training T+ 2 GC34090 Certificati ons/des i g nations 0
ar
PROPERTY
Apparatus/Vehicle CU + 2 GC34090 Repair and Maintenance =
`o
CCP 340.5* *8 CAL Code Reg. 3203 b 1
Inventory, Equipment& CU +2 GC34090
Supplies
Logs, Fire CU +2 GC34090
Equipment/Gear
U
!4
REPORTS Q
Incident CL+ 3 GC34090 Dispatch and daily logs
CCP338* *CCP 340.5
Field, Non-fire and Los CU +2 GC34090
Fire, Non-arson and CU +2 GC34090
Logs
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Packet Pg. 136
5.C.b
9-D
PUBLIC SAFETY CONTINUED
Record Series Retention Citation Descriptor
Investigations, CL+ 3 PC 801; UFC Structure
Evidence Arson 104.32
Weed Abatement CL+2 GC34090 Reports, assessments, resolutions, documentation
HAZARDOUS
MATERIALS
Hazardous Waste CU + 10 CAL OSHA; Documentation re handling and disposal of hazardous
Disposal 40 CFR waste
122.21
Permits, Hazardous CU + 2 GC34090 Departments consistently recommend permanent
c.�
Materials Storage retention of environmentally sensitive materials. N
Programs, Household S +2 GC34090 0
Hazardous Waste
Training Materials S+ 2 Cal Code* Standards and Administration
*Reg. 3204(d), et seq. e:
Underground Storage
Tank P GC34090a Documents re: storage o
Compliance CU + 2 GC34090 Location, installation, removal, remediation
Maintenance &
Operation. co
c�
LAW ENFORCEMENT M
ADMINISTRATION car
Accounting/Cash CU +2 GC34090 0
Reconciliation
Alarm Records CU + 2 GC34090 g
Y
Claim Files CL+ 6 PC 832.5 Claim copy, correspondence, photographs, supporting c
a�
documents relative to incidents involving the Police y
Department filed by citizens
Department Manual S Changes to manual are recorded in the General Orders
(permanent)
Equipment T+2 GC34090 Retained until termination of equipment use; Manuals,
Communication instructions, procedures co
Inventory S+ 2 GC34090 Listing of equipment assigned to division,to whom it is i
assigned °_
Reports CU + 2 GC34090 Weekly/monthly/quarterly/
Activity annual activity/statistical reports by division. Retain V
only one form for retention period
m
Chemical Emissions CU +2 GC34090 1=
Survey CU + 2 GC34090 Surveys, responses, correspondence with other
Response agencies requesting statistical data Q
Files
INVESTIGATIONS
Administrative/Internal CL+ 5 PC 832.5 Initiated by citizens complaints or internally initiated;
EVC 1045 includes complaint, reports, findings
GC 12946
PC 801.5;
803(c)
VC 2547
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i
i
5.C.b
s I KOTOT-11 • •'�
fi
I
PUBLIC SAFETY CONTINUED
Record Series Retention Citation Descriptor
Asset Forfeiture CL+ 2 GC34090
Investigations/
Proceedings
Case File
Notifications CU +2 GC34090 To legal property owner prior to case filing that property
is subject to asset forfeiture proceedings. If case is _
filed, notification becomes part of forfeiture case file.
Case Books, CL+ 2 GC34090 Retained by division until a case is suspended/closed; a
Investigative transfer to Records Division to be filed with associated
Daily Report DR file cn
Case Files P PC 799 c
0
Homicide
m
Investigator's
File N
Narcotics (No CL+ 2 GC34090 Retained by division until no longer useful for
arrest, Narcotics Cases) investigative purposes
Officer Involved CL+ 25 GC34090
Shootings 00
Court CU + 1 GC34090.7 Printouts of daily court scheduling M
Daily
Schedule
j
Sign-in Los CU +2 GC34090 Logs officers' names, time in/out for court appearances .o
` Tracking CU + 2 GC34090 Database records subpoena number, officer name, case
System Records number, defendant name, district attorney name, court o
information disposition c
Evidence, Disposition Attach to duplicate Property Report,file w/DR in v
Forms Records Division
Fingerprint T+ 2 GC34090 Paperwork authorizing fingerprinting and background -a
Applicants Files checks for city employment applicants and business 0
license applicants
Inked/Palm AC+ 20 Persons booked into detention facility; (Copies
Cards distributed to county, state, federal agencies) .L
Records Approp. PC 1) Retain for applicable case statute of limitation; 2) or 0
Latents Section until evidence in case is destroyed; Hard copy and U
digitized
Suspect, CL Law Adults/juveniles suspected of a crime, taken for m
Adult/Juvenile Enforcement comparison. Destroy after original purpose achieved E
Management U
Guide by
POST Q
Guns, Dealers Record CU + 6 PC 12070 Applicants, Monthly Gun Audits,Applications Denied,
of Sale Stolen DOJ File
Informant Files T+ 10 Legal notifications, identification information, payment
information, activities information
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Packet Pg. 138
PUBLIC SAFETY CONTINUED
Record Series Retention Citation Descriptor
Record Series Retention Citation Descriptor
Jail CU + 6 GC34090 Daily report of staffing, bookings/releases,transfers,
Daily Los transportation
Inmate Record Dependent on facility's classification; see Laws and
Guidelines for Local Detention Facilities by Board of
Corrections State of California
Inspection Files CL+ 6 Inspections by various agencies
Surveys CL+2 GC34090 Prepared quarterly, forwarded to State Board of
Corrections -c
v
Licenses CU +2 GC34090 N
c
Bicycle o
Bingo, Mace CU +2 GC34090
Business T+ 1 GC34090
License Review Board
Administrative Files
L
Duplicate(Pink), CU +2 GC34090 Original to licensee, Blue duplicate to DOJ; Pink 0
U
duplicate retained by agency; renewals issued annually
Secondhand by local agency
Dealer, 00
Pawn Brokers
M
Logs S
Auto Theft }'
U
Case CU + 1 0
a.
Assignment c
Daily CU +2 GC34090 0
Activity
a�
Officer CU +2 GC34090 Daily activity of incidents not reported by use of official
report N
Report CU +2 GC34090 Report numbers, type, names, dates retained for o
Summary research value
Investigative CL+ 10 GC34090 Retained by division until cases are suspended and
Pre-Arrest closed
Juvenile CU + 2 GC34090 Logs document juvenile processing per CYA
Detention
Property CU + 2 GC34090 Logs items coming into and going out of property room
Control
Rap Sheet CL+ 2 GC34090 Requests for criminal historya=i
Subpoena CU +2 GC34090 Subpoenas received/served daily
Pawn Slips/Tickets CU + 3 B & P 21628
Photographs Crime Scene, Reg istrant/Ap pi i cant, Photo file, Accident. t
Retain according to practical and functional
association.
Daily Report T GC34090 Assigned DR number, retained as form of evidence,
(Negatives) destroyed at same time evidence for associated case is
.destroyed
Inmates CU + 20 By Prisoner number
(Negatives)
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I
S.C.b
• • •-111
PUBLIC SAFETY CONTINUED
Record Series Retention I Citation Descriptor
Registration Files, Life of Fingerprint Card, photo, information also forwarded to
Arson, Sex and registrant DOJ
Narcotics within juris-
diction
Arrest/Conviction H&S 2 (Man- H&S Applicable to convictions occurring after January 1,
Section 11357 (b), (c), datory 11361.5 1996 or arrests not followed by a conviction occurring
(d), (e)or H&S Section destruc- after January 1, 1996; Exception: H&S 11357(e), the _
11360 (b)violations tion from record shall be retained until a juvenile offender attains °_'
(Occurring after date of the age of 18 years,then destroyed pursuant to 11361.5 a
January 1, 1996) convic-tion
or date of v�
arrest with
0
no convic-
tion) d
Arrest/Conviction Man-datory H&S 11361.5 Applicable to convictions occurring prior to January 1,
H&S Section 11357(b), Destruc- (c) 1996 or arrests not followed by a conviction occurring
(c), (d), (e) or H&S tion prior to January 1, 1996 for violations of H&S Code o
Section 11360 (b) (Upon 11357, 11364, 11365 and 11550
violations (Occurring notice from Q:
before January 1, 1996) Depart- oa
ment of
c�
Justice)
Crime See PC 800 Prosecution for an offense punishable by imprisonment
Felony Crimes descriptor PC 801 in state prison for eight years or more must commence o
With within 6 years after offense commission. a.
Or Without Commencement of prosecution defined in PC 804. c
Arrests Exception: See PC 803-Tolling/Extension of time 2
periods; Appeals process and "Three Strikes" also a;
considerations in assigning retention. W
Q;
Misdemeanor/ CL+2 GC34090 No arrests, identifiable property or missing persons (n
Infractions See: Note 1 0
Supplemental P PC 799 No statutory limitation for prosecution. Includes
Felony Capital Crimes, Murder, kidnapping for ransom, treason, procuring
Crimes Punishable by execution by perjury, train wrecking, assault with a T
Death, Life deadly weapon by a life-term prisoner, bombing o
Imprisonment resulting in death or bodily injury, making defective war "=
materials that cause death
Destruction P *�
Guns o
Narcotics P
Disposition of Retention determined by action taken; i.e., recordable
Arrest/Court Action arrest or detention released no arrest Q
False Alarm Duplicate CU +2 GC34090
Non-Criminal CU + 2 GC34090 Injured or sick persons; missing persons where person
Occurrences has been returned; traffic collision reports not used as
the basis for criminal charges
Ar
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Packet Pg.140
i
PUBLIC SAFETY CONTINUED
Record Series Retention Citation Descriptor
Property Original Until case Copy retained in records case file; Refer to Managing
' is adjudi- Property in Law Enforcement Agencies (By POST)
cated/
disposi-tion
deter-
mined
Range Inventory S+ 2 GC34090 Quarterly reports of inventories of weapons and _
ammunition held by Department Range
Reports CU +2 GC34090 Arrest&Citation Register; Arson Offenses; Crimes 0
Against Senior Citizens; Death in Custody; Domestic
Violence; FBI Include Return A/Supp; un
Hate Crime Incidents; Homicide Reports, Supp.; 0
0
Officers Killed or Assaulted; Original to FBI - DOJ;
Uniform Crime Reports a;
Statistical (Crime CU +2 GC34090 Internally generated information using activity logs,
Analysis) citizen calls, current and past crime statistic reports,
finance dept expenditure and budget records; citations, o
crime reports, accident reports, permits, receipts.
Reports created for variety of purposes including
increases/decreases in criminal activity; officer co
workload, deployment, time usage
Statistical (UCR), CU +2 GC34090 Originals sent to FBI, DOJ `=
Uniform Crime Reports U
Mandatory to DOJ 'o
(LEIC); FBI Include n.
Return A/Supplement; 0
Supplementary
Homicide Report; Law a;
Enforcement Officers
Killed or Assaulted;
Monthly Return of
Arson Offenses Know 0
CD
to Law Enforcement; M
Number of Violent 2
Crimes Committed 0
`o
Against Senior Citizens;
Monthly Report of U
Domestic violence t:
Related Calls for
Assistance; Monthly E
Arrest and Citation U
Register; Monthly Hate
Crimes Incidents; Death
In Custody Reporting.
Research Project Files CL+ 2 GC34090 May include request forms, background materials, staff
reports,final project reports and supporting data
Q
C-37
Packet Pg. 141
PUBLIC SAFETY CONTINUED
Record Series Retention Citation Descriptor
Sealed Manda-tory PC 851.8 General provision: Upon petition, records of agency
Adult Found Destruc- must be sealed and destroyed in accordance with the
Factually Innocent tion Upon provisions set by court record; exceptions.
and Pursu-
ant to Court
Order
Juvenile Manda-tory WIC 826(a) Upon petition, local laws enforcement records within _
Destruc- &(b) WIC 826(b) may be destroyed as ordered by the court, if m
tion upon WIC 781 (a) related probation and juvenile court records have been v
and pursu- destroyed by the probation officer. Records involving t
ant to court arrests, detention and/or petitioning juvenile before in
order juvenile court o
Subpoenas Duplicate CU +2 GC34090 r
c
Tapes CU + 180 GC34090.6 Exception: Recordings used as evidence in a criminal a;
Audio, days prosecution or claim filed or litigation or potential W
Telephone and Radio claims and litigation shall be preserved for 100 days
Communications after conclusion of the court action
Surveillance/Se CU + 13 GC34090.6 v
a�
curity Video Jail mos.
Use of Force CU + 2 GC34090 Includes review forms, arrest report copies, logs co
Supervisory Review M
Files --
Warrants Recall after Recommended by the California Law Enforcement
Felony 10 years. Warrant Officer's Association o
Excep-tion: a-
Murder/ o
Escape c
Misdemeanor Recall after Recommended by the California Law Enforcement
Criminal 5 years Warrant Officer's Association
Served CU Includes Warrant Service Information Card, alpha index
card o
Unserved Until avi
(Local) served,
Q:
recalled or .E
purged o
PATROL U
Cards CU + 2 GC34090 c
Dispatch E
Field Interview CL+2 GC34090
U
Citations CL+ 2 11361.5 H&S
11357(e), Q
Juvenile
11357b H&S, CL+2 11361.5 *CA Admin Code, Chapter 1, Title II, Sec. 708
11357c H&S, 11360b H&S*
H&S Violations
Cite and CL+2 GC34090
Release
1!€
C-38
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i
WE
I
PUBLIC SAFETY CONTINUED
'i
Record Series Retention Citation Descriptor
California CU +90 GC34090 Original is forwarded to court.
Vehicle Code days
Infractions Duplicates
Parking/Traffic, CU + 2 GC34090.7 Originals are forwarded to court after agency
Duplicates processing; includes citations electronically created
Transmittals CU + 2 GC34090 Listing of citations forwarded to court,filed for
reference
Equipment CU + 2 GC34090 Documents problems, malfunctions, resolution to d
Radio Logs provide equipment performance history
Communication s
General Orders P N
Patrol Requests CU + 2 GC34090 From citizens for patrol presence
(Correspondenc
e)
Radar Calibration T+2 GC34090 Documentation of Radar instruments retained during
Records use/ownership
Reports CL+2 GC34090 Non-Jury `o
Accident m
Traffic Collision P
Fatalities co
r
Vehicle S Record of assignments M
Assignment
Reports v
Down Reports CU + 1 Printouts reporting which vehicles are down for repair, 0
maintenance, etc. c
Repossession/P CU + 2 GC34090 0
Y
rivate Impounds
m
Service S GC34090 a
Schedules
N
Vests, Bulletproof CU + 2 GC34090 Authorization to purchase
L
Letters o
v
Warrants Recall after Recommended by the California Law Enforcement
Parking 1 year Warrant Officer's Association
Traffic Recall after Recommended by the California Law Enforcement
5 years Warrant Officer's Association
Weapons, Database P Departmentally-owned weapons, personal weapons,
Ca
alternate weapons, secondary handguns; produces
inventory reports
CD
E
SERVICES
Chemicals/Film S Q
Inventories
Equipment T
Inventory/Sign-
out Cards- Photo
Lab
Operations Files T Retain until equipment no longer owned/used by
- Photo Lab department; Manuals, instructions, procedures for
use/operations of photographic equipment
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PUBLIC SAFETY CONTINUED
Record Series Retention Citation Descriptor
Grievance Files CL+2 GC34090 Grievance filed by employees, supporting
documentation
Investigations, CL+ 2 GC34090 Non hired
Background
Background P Include original reports re: PC 832.5 investigations
Hired
Parades&Special CL+2 GC34090 Reports, memos, correspondence, scripts, supplier
Events File information, assignments, deployments, supporting
documentation a
Permits L+ 2 GC34090 Approval process
Alcoholic in
Beverage Control o
License '
s
Concealed CL+2 GC34090 '
Weapons
a�
Photographs S + 2 GC34090
Personnel o
Negative Log CU +2 GC34090 m
Negatives, Misc. CU +2 GC34090 Not case-related (Public relations, promotions, events,
ceremonies, staff photos)
Press Releases CU + 2 GC34090
jPress,Video Programs CU + 2 GC34090 Collection of videos of programs and events; outside
(Community Relations press coverage of department v
Property Files CU + 2 GC34090 Original reports and supplemental documentation (Lost, o
Found, Safekeeping)
Property, Pawn CU + 2 GC34090 Sales, slips. Dealer required to file duplicate with o
Broker/Secondhand agency
Reports CU + 6 GC34090.7 Original maintained by DOJ. Dealer required to file 0
Dealer of Gun mos. duplicate with agency N
Sales, Duplicate o
L
Restraining Orders, CU Destroy after law enforcement actions described in PC 0
Emergency Protective (See 273.5, 273.6, 646.9, 12028.5, 13700 and Family Code
Orders, Temporary descriptor) Sections 6380-6383 are fulfilled and effective date of cv
Restraining Orders, restraining order has expired. _
L
Legal Stipulations,
Orders After Hearin
Rosters Divisional S+ 2 GC34090 Personnel assigned to division. V
c
a�
Schedules CU + 2 GC34090 Schedules of Officers on duty E
Dail v
Watch CU + 2 GC34090
Assignment/ `L
Timekeeping
Records
Speaker Requests CU +2 GC34090 Community and business requests for public
appearances, speakers
Tests, Densitometer T+ 2 GC34090 Daily tests of development chemicals/processes for
Results Photo Lab quality control.
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• • TOGIM W
PUBLIC SAFETY CONTINUED
Record Series Retention Citation Descriptor
Training P
Bulletins
Event Files CU + 2 GC34090 Correspondence, brochures, promotional materials, info
on speakers, guests, supporting documents
Lesson Plans, CL+ 15 Scope, content, time period of courses
Range
Personnel (by T+ 7 GC34090 Paperwork documenting officers' internal and external
name) training
M
Schedules, CU + 2 GC34090 Daily,weekly, monthly schedules of training events at
Range range =
Volunteer Card Files T+2 GC34090 Volunteers' identification, contact information
c
0
Note 1:The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports is
permitted providing: m
o:
1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S 11360
L
violations; Q
d
2. They do not relate to unserved warrants;
00
3. They do not involve identifiable items which have not been recovered; M
M
4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;
5. They do not relate to violations listed in PC Sections 799 and 800; .o
6. The cases are not presently involved in either a civil or criminal litigation. a
c
0
c
a�
Q
D!
N
L
0
0
N0
0f
L
0
.a
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c
W
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C-41
Packet Pg. 145
• • 'FAFTERN
PUBLIC WORKS
Record Series Retention Citation Descriptor
PARKS
Agendas, Board CU + 2 GC34090
Grants (refer to Admin.)
Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders
Landscape CU +2 GC34090 Drawings, contracts, complaints, specifications,
photos, reports v
Maintenance/ C + 2 GC34090 Includes work orders, inspection, repairs, cleaning, 0
Operations reports, complaints
Maps P GC34090 Irrigation, plot plans
c
Minutes, Board P GC34090 °
:r
Photographs S + 2 GC34090
Plans, Proposed CU +2 GC34090 Future plans, new sites, expansions
Policies and S+ 2 GC34090 Includes rules and regulations
Procedures
U
Railroad Right-of-way CL+ 3 36 CFR Land acquisitions, correspondence, improvements,
64.11 statutory records
I r
Reports
Accident CL+ 2 GC34090 Patrons, employees
Others CL+ 2 GC34090
Studies CL+2 GC34090 Future sites, expansions
Resolutions, Board P GC34090
c
Schedules, Class & CU + 2 GC34090 Enrollment, liability releases, evaluations, attendance, a;
Events flyers
I
N
i
SANITATION/SOLID o
U
WASTE/
WASTEWATER
Collections/Landfill CU + 2 GC34090 Daily records, usage
0
Facilities CU + 2 GC34090 Correspondence, maps, patron list
History, Sanitation P GC34090 Where City-owned `6
U
Incineration Plants, CU +2 40 CFR Sludge, sampling, charging rate to measure mercury
Sludge 61.54 content o
Incinerator Operations, CU + 2 40 CFR Gas flow through wet scrubbing, oxygen content of
Treatment Plant 60.153 exhaust gas, sludge rate, temperatures,fuel flow, total
solids and volatile solids Q
Maintenance and CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning,
Operations reports, complaints
Maps, Septic Tank P GC34090 Location maps
Rates CU +2 GC34090
Recycling Programs S + 2 GC34090
—Regulations S+ 2 GC34090 Includes legislation
Reports
Studies CL+2 GC34090
Tonnage CU + 2 GC34090
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1901401 0 1 1 In. 01.
PUBLIC WORKS CONTINUES
Record Series Retention Citation Descriptor
STREETS/ALLEYS
Abandonment/ P GC34090
Vacations
Closures P GC34090
Easements, P GC34090
Dedications, Rights-of-
way
Field Books P GC34090 d
Grants (see Admin.) y
Intersection Records CU + 2 GC34090 Includes correspondence, volume counts, accident o
history
Inventory, Traffic S+ 2 GC34090 Signs, lights
w
Control Device
w
Landscaping CU + 2 GC34090 Plants,tree maintenance,work orders
L
0
Lighting CU + 2 GC34090 Maintenance,work orders d
Maintenance/ CU + 2 GC34090 Includes work orders, inspection, repairs, cleaning,
Operations reports, complaints, signals, striping °r°
M
Maps P GC34090 Fire hydrants, lighting districts,wheel chair ramps, v;
storm drains, streets, sidewalks, sewers >,
U
Master Plans CU + 2 GC34090 Copies o
Parking C
Lots CU + 2 GC34090
_
Regulations S + 2 GC34090
a�
Reports/Studies CL+2 GC34090
N
Permits
0
Encroachment P GC34090
m
Improvement CL+ 2 GC34090 May include curbs, sidewalks; Applications for
2
excavation, fill, alterations L
Oversize CL+2 GC34090 °
Load V
Parking CL+ 2 GC34090 Residential
Paving CL+ 2 GC34090 m
E
Use CU +2 GC34090 Includes Special Events U
(Temporary) w
Photographs S+2 GC34090 Includes aerials `L
Plans, Capital P GC34090 Streets, curbs, gutters, sidewalks, storm drains
Improvement, Projects
Policies and S +2 GC34090 Includes rules, regulations, standards
Procedures
Naming and P GC34090
numbering
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• • •��
PUBLIC WORKS CONTINUES
Record Series Retention Citation Descriptor
Speed Limits S +2 GC34090
Programs
Federal Aid CL+ 23 CFR 633
Urban (a) &(c)
Traffic Safety S + 2 GC34090 Drivers Education, Pedestrian Safety, Bicycle Lanes
Reports
Bridges & L GC34090 Life of structure
Overpasses
Inspection CU + 2 GC34090 Includes intersection, sidewalks. Bridges and N
Overpasses, keep life of structure
Studies CL+ 2 GC34090 Traffic volume, accident history, requests, statistics,
drawings supporting traffic devices a;
Traffic Count CL+ 2 GC34090 Evaluation of traffic volume
Vehicle CL+2 GC34090
L
Accident 0
Routes, School Bus & S +2 GC34090 Truck routes, access ramps, rest areas
Truck
00
Signage L +2 GC34090 Log books, index register cards, inventory lists,
records of traffic signs ='
Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit
numbers, installation records, testing and
maintenance. .
Weigh Scales S + 2 GC34090 0
r
m
a�
UTILITIES
N
Facilities T+ 2 GC34090 If city owned a
L
Gas & Electric Rates S + 2 GC34090
Underground P GC34090 GC4003, GC4004; H&S 19850
.E
L-
0
WATER "-
Billing/Customer CU +2 GC34090 Billings, correspondence, complaints V
Records c
m
Connection Records P GC34090 Maps,water line connections E
U
M
Flood Control a
Drainage P GC34090 Includes dams, lakes, basins, creeks
Facilities
Flood Zones P GC34090 Includes flood maps
Insurance S+ 2 GC34090 Includes copies of policies, rules, programs
Programs
C
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•ley-Al welelvi •�� 9
PUBLIC WORKS CONTINUES
Record Series Retention Citation Descriptor
Policies/ S+ 2 GC34090 Rules and Regulations
Procedures
Reports/ CL+2 GC34090
Studies
Grants (see Admin.)
Inventory, Equipment CU +2 GC34090
Locations P GC34090 Mains,valves, hydrants, wells
Maintenance and CU +2 GC34090 Includes work orders, inspection, repairs, cleaning,
Operations reports, complaints in
Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service o
to property owners
c
Well & Pumping CU +2 GC34090 Times operational, power used and quantity
as
Maps P GC34090 Line location; easements
N
Master Plans CU +2 GC34090 Copies
0
Meter Operations CU +2 GC34090 Reader reports, orders, tests Maintenance Reports U
a�
Permits
National P 40 CFR Municipalities of 100,000/more, compliance with Clean M
Pollutant 122.28 Water Act re: pollutants
Discharge y,
Elimination 2
System o0
NPDES) c
0
Others CU +2 GC34090 May depend on terms of state or federal agency
Policies and S + 2 GC34090 Includes rules and regulations
Procedures
Rates S+ 2 GC34090
Reclamation CU + 5 40 CFR Daily operations including sewage flow, grit removal, a00
122.41 chlorine usage, lab analysis results, etc. 0�
Reports c
Conservation CU + 2 GC34090 0
Consumption CU + 2 GC34090 ca
U
Corrosion CU + 12 40 CFR Compliance documentation
Control 141.91
Discharge CU + 5 40 CFR Average amount of pollution discharged into waters of s
U
Monitoring 122.41 municipality.
Drinking CU + 10 40 CFR Q
Water 141.33
Corrections
Hydrograph P GC34090 Daily flow of streams
Lead CU + 12 40 CFR Compliance documentation
Service Line 141.91
C.
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PUBLIC WORKS CONTINUES
Record Series Retention Citation Descriptor
Public CU + 12 40 CFR Compliance documentation
Education 141.91
Quality CU + 12 40 CFR Compliance documentation
Parameters 141.91
Sanitary CU + 10 40 CFR Statistics, reports, correspondence
Surveys 141.33
Source CU + 12 40 CFR Compliance documentation, e.g. lead &copper d
Water 141.91 'aa
m
State CU + 12 40 CFR Compliance documentation
Certification 141.91 N
c
Variances, CU + 5 40 CFR g
Water System 141.33
Well Level CU + 2 GC34090
Sources CU +2 GC34090 May include wells, rivers, lakes, districts
Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations 0
Surveys,Water System CU + 10 40 CFR Statistics, reports, correspondence
Sanitary 141.33
w
Tests
M
M
Bacteriological CU + 5 40 CFR Compliance records include location, date, method
Analysis 141.33 and results; corrections, analysis of bacterial content
Chemical CU + 10 40 CFR Compliance records include location, date, method a
Analysis 141.33 used and results; corrections, analysis of chemical =
content o
Quality CU + 12 40 CFR Compliance documentation including sampling data,
141.91 analysis, reports, surveys, documents, evaluation, °1
schedules, valves, etc. N
Valve Main Records P GC34090 0
Violations, Drinking CU + 3 40 CFR Retention applies to each violation m
Water 141.33
L
O
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U
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Packet Pg. 150
TRANSPORTATION
Record Series Retention Citation Descriptor
ADMINISTRATION
Agreements T+4 CCP 337 Including concessionaire, slip rental,facility storage
Applications T+2 GC34090 Payment invoices, inventory listings, billing corresponde
Aircraft Storage and other related documents
Parking
Slip Rentals
Special Events CU +2 GC34090 Permits, correspondence, related documents re use of
rights of way
Fueling AU +3 CCP 337 Meter readings,fuel consumption reports, invoices, recei
and records pertaining to refueling operations U
Hazardous Waste CU + 10 CAL Documentation re: the handling and disposal of hazardou o
Disposal OSHA; waste
40 CFR
122.21
Inventory, Equipment L+2 Includes vehicles, aircraft, vessels and related document! -a
Parts &Supplies repairs 0
Inventory, Vehicle L+2 Owners manual,warranty documents, Department of Mot Q�
Ownership and Title Vehicle title and registration, and related documents co
r
Licenses, Permits CU +2 Forms, related documentation re: licenses and permits M
required by federal and state agencies
Maintenance/ L+ 2 GC34090 Related to requests for service and work orders for fuel, _�
Operations vehicle and equipment maintenance and repairs O
a.
Report, Accident CU +2 GC34090 Memos and working documents c
(Copies)
0
Vehicle Assignment CU + 2 GC34090 Log books, request forms, lists
AIRPORT
0
Airport Certification P 14 CFR Federal Aviation Administration (FAA) required manuals
139.207b &
171.13-
.E
171.213 0
w
Airport Noise CU + 10 Correspondence, studies, memos, reports, log books, m
Monitoring and documents related to assessment of noise levels at airpo v
Complaint and resolution of complaints c
m
Inspection, Runway CU + 10 Maintenance including Inspection reports,work orders ar E
related records U
ca
Inspection, Safety Self CU +2 CFR Safety inspection and related document include reviews i Q
139.327 analysis of all aspects of airport operation
Maintenance, FAA P 14 CFR Forms and reports required by FAA including Forms FAA
171.13- 198, -418, -6030-1, -6790-4
171.213
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Packet Pg. 151
TRANSPORTATION CONTINUED
Record Series Retention Citation Descriptor
Reports
Accident and CL+ 8 Accidents, injuries, property damages, general condition!
Incident pilot and aircraft
(Aircraft)
Airport P Annual and special reports to federal and state regulator}
Operational agencies.
(Regulatory)
Airport CU +2 Logs, statistical summaries; administrative records
Operational
(Administrative)
U)
NOTAM (Notice CU + 3 Reports re: conditions affecting airport C
to Airmen) maintenance/operations
d
GROUND
TRANSPORTATION
Auto for Hire T+4 GC34090 License, permits for Taxicabs, shuttles, etc
a:
HARBOR 0°
M
Registers, Transient AU + 3 Reservation applications, receipts, and index registers v
Vessel Reservation relating to boats in transit,temporarily moored >,
Slip Rental Index CU + 5 Annual and periodic reports of slip renters .2 75
Slip Rental Permits CL+2 Applications, statement of rental conditions, vessel c
inspection check sheets, copy of DMV registration, boat 0
owner information, and other documents re: dock slip
spaces
Slip Rental Waiting List CU +2
0
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