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HomeMy WebLinkAbout22-04 • • RESOLUTION NO. 22-04 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS BILLS APPROVING A RECORDS RETENTION SCHEDULE WHEREAS, the purpose of a records retention schedule is to ensure that a responsible program of records management is practiced and documented from creation to disposition in accordance with the law and in the best interest of the Town and the citizens of Los Altos Hills; and WHEREAS, the Records Retention Schedule attached hereto as Exhibit"A" and entitled "Local Government Records Retention Guidelines" is based upon statewide guidelines developed by the City Clerks Association of California and maintained by the Secretary of State; and WHEREAS, Section 34090 of the Government Code of the State of California provides the guidelines for destroying records that have served their purpose and are no longer required and adoption of this Resolution establishes a records retention schedule and authorizes the periodic destruction of certain records. NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Los Altos Hills does hereby approve the Records Retention Schedule hereto attached as Exhibit "A" and directs the City Clerk to continue to review annually state and federal regulations and update the Records Retention Schedule as necessary. PASSED AND ADOPTED this h today of M l , 2004 By: / ., May. ATTEST: -- c % _ ccreso04 • EIHIIBIT A LOCAL GOVERNMENT RECORDS RETENTION GUIDELINES August 1999 City Clerks' Association of California California State Archives 2002 Version C-1 • • LOCAL GOVERNMENT RECORDS RETENTION GUIDELINES TABLE OF CONTENTS DISCLAIMER C-3 RECORD CLASSIFICATIONS .C-4 ITEM INDEX C-5 LEGEND & CITATIONS C-16 ADMINISTRATIVE RECORDS C-17 DEVELOPMENT RECORDS C-25 FINANCE RECORDS C-29 PUBLIC SAFETY RECORDS C-32 EMERGENCY MANAGEMENT C-32 FIRE SAFETY C-32 HAZARDOUS MATERIALS C-33 LAW ENFORCEMENT C-33 PUBLIC WORKS .C-42 TRANSPORTATION C-47 C-2 • • LOCAL GOVERNMENT-RECORDS MANAGEMENT GUIDELINES ATTACHMENT 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 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 historical needs of the jurisdiction. It is strongly recommended that cities consult with legal counsel when formulating their retention schedules so as to best meet their particular needs. The committee's research was as complete as possible and reviewed by many legal officers but may rot include every record series pertinent to local government. The guidelines are just that andare fluid, very much subject to additions and updates which will be coordinated through the office of the State Archivist under the Secretary of State. Reference to retention periods, unless otherwise indicated, refers to the current year plus the years shown. For example, Cu + 2 refers to the Current year plus two, or 1998 plus years 1997 and 1996. C-3 • • RECORDS RETENTION CLASSIFICATIONS— CITY GOVERNMENT August1999 IAPPIPOWTIPSi PUBLiCS' FT Audit Animal Control* Community Services Emergency Management Elections Fire Safety General Subject Administration Grants Personnel e Human Resources Property Information Services Reports Legal/Legislative Hazardous Materials Municipal Clerk Health &Welfare Policies & Procedures . Law Enforcement Public Information Administration Public Financing Authority Investigations Risk Management Patrol Services DEVELOPPIIIIEI1 Administration leUBEI( t 00 Building Code Enforcement Parks Engineering Sanitation/Solid Waste/ Environmental Quality Wastewater Housing Streets/Alleys Municipal Facilities Utilities Planning Water Property Redevelopment FINAK-11 ITRANSEPALATIPN` Accounting Administration. Administrative Services Airport Fixed Assets Ground Transportation License Harbor Payroll Purchasing Reports Treasurer *Anticipate will be addressed by County Officials C-4 • • INDEX - ITEM CATEGORY PAGE Abandoned Vehicles Development C-26 Abandonment Development C-28 AbandonmentNacations 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 Administrative/Internal Public Safety C-33 Affidavit Index Administration C-17 Agenda Reports (Master, Subject Files) Administration C-22 Agendas Administration C-22 Agendas, Board Public Works C-42 Agreements Transportation C-47 Air Quality Development C-27 Airport Certification. Transportation C-47 Airport Noise Monitoring and Complaint Transportation C-47 Alarm Records Public Safety C-33 Annexation Case Files Development C-28 Annual Financial Report Administration C-17 ApparatusNehicle Public Safety C-32 Appeals, Civil Administration C-22 Applications-Aircraft Storage Transportation C-47 Applications-Parking Transportation C-47 Applications-Slip Rentals Transportation C-47 Applications-Special Events Transportation C-47 Applications Finance C-29 Applications,Absentee Ballots Administration C-17 Applications, Boards, Commissions, Committees Administration C-22 Appraisals Development C-28 Acquisition/Disposition Development C-28 Arrest/Conviction Public Safety C-36 Articles of Incorporation Administration C-22 Asbestos Development C-27 Assessment Districts Administration C-23 Assessment Districts Finance C-29 Asset Forfeiture-Investigations/Proceedings Case File Public Safety C-34 Asset Forfeiture- Notifications Public Safety C-34 Assisted, Challenged Voters List Administration C-17 Audits Finance C-30 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 ! • . 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 Personnel Fidelity Administration C-20 Bonds-Administration Finance C-31 Bonds -Security Development C-25 Bonds -Development Development C-25 Bonds -Account Statements Finance C-31 Bonds -Bonds and Coupons Finance C-31 Bonds Administration C-17 Bonds Development C-27 Bonds, Insurance Administration C-24 Books, Fire Code Public Safety C-32 Brochures, publications, newsletter, bulletins Administration C-24 Budget adjustments,journal entries Finance C-29 Budget Operating (copies) Administration C-17 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 Business License Finance C-29 Calendar Administration C-17 Calendar, City Administration . C-24 California Environmental Quality Act(CEQA) Development C-27 Canvass Administration C-17 Capital Improvement Projects Development C-27 Capital Improvements, Construction Development C-28 Cards-Dispatch Public Safety C-38 Cards-Field Interview Public Safety C-38 Case Books, Investigative Public Safety C-34 Case Files -Homicide Investigator's File Public Safety C-34 Case Files -Narcotics (No arrest, Narcotics Cases) Public Safety C-34 Case Files -Officer Involved Shootings Public Safety C-34 Case Files Development C-26 Case Files, Planning and Zoning Development C-28 Case Log Administration C-22 Case Records -(High Profile) Administration C-22 Case Records -(Routine) Administration C-22 Certificates(Building) Development C-26 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 • • 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 Collections/Landfill Public Works C-42 Community Development Block Grant and Administration C-19 Urban Development Community Services —Library. Administration • C-17 Community Services —Plaques Administration C-17 Community Services —Sports.Organization Administration C-17 Congestion Management -Development C-27 Connection Records Public Works C-44 Construction (Approved) Development C-26 Construction Tracking, Daily Development C-27 Contractor Development C-25 Contracts and Agreements—Excl. Capital Improvement Administration C-22 Contracts and Agreements —Incl. Capital Improvement Administration C-22 Correspondence Administration C-19 Correspondence Development C-25 Court-Daily Schedule Public Safety C-34 Court-Sign-In Logs Public Safety C-34 Court-Tracking System Records Public Safety C-34 Crime-Felony Crimes With Or Without Arrests Public Safety C-36 Crime-Misdemeanor/Infractions Public Safety C-36 Crime-Supplemental, Felony Capital Crimes, Public Safety C-36 Crimes Punishable by Death, Life Imprisonment Deeds & Promissory Notes Development C-28 Deferred Compensation Finance C-30 Department Manual Public Safety C-33' Deposits, Receipts Finance C-29 Destruction -Guns Public Safety C-36 Destruction- Narcotics Public Safety C-36 Development (includes CDBG) Development C-25 Development Agreements Development C-25 Development Conditions Development C-25 Development Standards Development C-25 Disposition of Arrest/Court Action Public Safety C-36 Drawings, Project Plan Development C-25 Drawings, Traffic Control Plan Development C-27 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 I/ • • 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 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 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 Elected Fair Political Practices -Statement of Economic Interest, Administration C-18 not elected False Alarm (Duplicate) Public Safety C-36 Federal and State Grants Administration C-19 Field Books Public Works C-43 Field, Non fire and Logs Public Safety C-32 Financial,Annual Finance C-30 Financial Records -Grants Administration C-19 Financial Records, Public Financial Authority Administration C-24 Fingerprint-Applicants Files Public Safety C-34 Fingerprint-Inked/Palm Cards Public Safety C-34 Fingerprint-Records Latent Public Safety C-34 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 Flood Control-Insurance Programs Public Works C-44 Flood Control-Polices/Procedures Public Works C-45 Flood Control- Reports/Studies Public Works C-45 Flood Control Development C-27 Flood Records Development C-28 Franchises Development C-25 Fueling Transportation C-47 Gas & Electric Rates Public Works C-44 General Administrative Administration C-23 General Orders Public Safety C-39 General Orders, Policies/Procedures Public Safety C-32 General Plan Amendments -Approved Development C-28 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 • 0 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 Incident Files Development C-25 Incident Reports Administration C-24 Incident Public Safety C-32 Incineration Plants, Sludge Public Works C-42 Incinerator.Operations, Treatment Plant Public Works C-42 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 Inspections, Fire Prevention Public Safety C-32 Insurance, ACCEL JT Powers Agreement Administration C-24 Insurance, Certificates Administration C-24 Insurance, Liability/Property Administration C-24 Insurance,Workers Compensation Administration C-24 Internet,World Wide Web Administration C-22 Interpretations • Development C-28 Intersection Records Public Works C-43 Inventory Finance C-29 Inventory,Equipment Parts &.Supplies Transportation C-47 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 Inventory, Records Administration C-23 Inventory, Traffic Control Device Public Works C-43 Inventory,Vehicle Ownership and Title Transportation C-47 Investigations-Background Public Safety C-40 Investigations-Background Hired Public Safety C-40 Investigations-Notifications Public Safety C-34 Investigations, Evidence Arson -Administration Public Safety C-32 Investigations, Evidence Arson -Reports Public Safety C-33 Investment Transactions Finance C-30 Invoices Finance C-29 Jail-Daily Logs Public Safety C-35 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 • • 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 Licenses, Permits Transportation C-47 Liens & Releases -Recorded Development C-26 Liens & Releases -Supporting Development C-26 Lighting Public Works C-43 Lobbyist Registration Administration C-18 Locations Public Works C-45 Logs Development C-27 Logs-Administration Development C-25 Logs-Auto Theft Public Safety C-35 Logs-Case Assignment Public Safety C-35 Logs-Code Enforcement Development C-27 Logs-Daily,Activity Public Safety C-35 Logs-Daily, Officer Public Safety C-35 Logs-Daily, Report Summary Public Safety C-35 Logs-Investigative (Pre-Arrest) Public Safety C-35 Logs-Juvenile Detention Public Safety C-35 Logs Property Control Public Safety C-35 Logs-Rap Sheet Public Safety C-35 Logs-Subpoena Public Safety C-35 Logs,Attorney Service Request Administration C-23 Logs, Fire Equipment/Gear Public Safety C-32 Lot Split Cases Development C-28 Maintenance and Operations Transportation C-47 Maintenance and Operations -Municipal Facilities Development C-28 Maintenance and Operations -Parks Public Works C-42 Maintenance and Operations - Public Works C-42 Sanitation/Solid Waste/Wastewater Maintenance and Operations -Service Public Works C-45 Maintenance and Operations -Streets/Alleys Public Works C-43 Maintenance and Operations -Well & Pumping Public Works C-45 Maintenance, FAA Transportation C-47 Management Reports Administration C-24 Maps & Plats Development C-26 Maps- Parks Public Works C-42 Maps- Streets/Alleys Public Works C-43 Maps-Water Public Works C-45 Maps, City Boundary Development C-28 Maps, Plans, Drawings, Exhibits, Photos Development C-28 Maps, PrecinctsNoter 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 Media Relations Administration C-24 • C-10 • 0 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 Mutual Aid, Strategic Plans. Public Safety C-32 Negotiation Administration C-20 Network Information Systems (LAN/WAN) Administration C-22 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 OfficeAdministration C-18 Opinions Administration C-23 Ordinances Administration C-23 Parades &Special Events File Public Safety C-40 Parking- Lots Public Works C-43 Parking-Regulations Public Works C-43 Patrol Requests (Correspondence) Public Safety C-39 Pawn Slips/Tickets Public Safety C-35 • Permits-Alcoholic Beverage Control License Public Safety C-40 Permits-Concealed Weapons Public Safety C-40 Permits-National Pollutant Discharge Elimination Public Works C-45 System (NPDES) • Permits-Others Public Works C-45 Permits Development C-26 Permits Public Works C-43 Permits, Construction Development C-26 Permits, Encroachment Public Works C-43 Permits, Hazardous Materials Storage Public Safety C-33 Permits, Improvement Public Works C-43 Permits, Other Development C-26 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 Permits, Use (Temporary) Public Works C-43 PERS Employee Deduction Reports Finance • C-30 PERS, Social Security, SSI Administration C-21 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 Photographs- Negatives, Misc. Public Safety C-40 Photographs-Personnel Public Safety C-40 CA11 i 0 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 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 Policy, Council/Proclamations Administration C-23 Precinct Records Administration C-19 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 Programs-Traffic Safety Public Works C-44 Programs Development C-27 Programs, Household Hazardous Waste Public Safety C-33 Projects, Not Completed or Denied Development C-26 Promotional Marketing—Eternal, Internal Administration C-19 Property Files Public Safety . C-40 Property Original Public Safety C-37 Property, Pawn Broker/Secondhand Public Safety C-40 Public Records Request Administration C-23 Radar Calibration Records Public Safety C-39 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 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 Register Finance C-30 Registers, Transient Vessel Reservation Transportation C-48 Registration Files,Arson, Sex and Narcotics Public Safety C-36 Regulations Development C-27 Regulations Public Works C-42 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 • • 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 Reports - Drinking Water Corrections Public Works C-45 Reports - Federal and State Tax Finance C-30 Reports -Human Resources Administration C-21 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 Reports -Sanitary Surveys Public Works C-46 Reports -Source Water Public Works C-46 Reports -Staff Administration C-19 Reports -State Certification Public Works C-46 Reports -Studies (Sanitation/Solid Waste/Wastewater) Public Works C-42 Reports -Studies Public Works C-42 Reports -Studies Public Works C-43 Reports -Survey Response Files Public Safety C-33 Reports -Tonnage Public Works C-42 Reports -Traffic Collision Fatalities Public Safety C-39 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 Reports Development C-26 Reports Public Safety C-37 Reports, Federal and State-Code Enforcement Development C-27 Reports/Studies Public Works C-43 Requisitions-Purchase Orders Finance C-40 Requisitions-Stores Finance C-40 Research Project Files Public Safety C-37 Resolutions Administration C-23 Resolutions, Board Public Works C-42 Restraining Orders, Emergency Protective Orders, Public Safety C-40 Temporary Restraining Orders, Legal Stipulations, 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 • • INDEX ITEM CATEGORY PAGE Schedules-Daily Public Safety C-40 Schedules-Municipal Clerk Administration C-23 Schedules-WatchAssignment/Timekeeping nment/Timekee in 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 Signs (Temporary) Development C-26 Slip Rental Index Transportation C-48 Slip Rental Permits Transportation C-48 Slip Rental Waiting List Transportation C-48 Soil Development C-27 Soil Reports Development C-27 Sources Public Works C-46 Speaker Requests Public.Safety C-40 Special Districts Development C-27 Special Projects Administration C-19 State Controller Finance C-30 Statistical (Crime Analysis) Public Safety C-37 Statistical(UCR), Uniform Crime Reports Public Safety C-37 Street Names and House Numbers Development C-26 Street/Alley(Abandonment/Vacation) Development C-27 Studies, Special Projects &Areas Development C-26 Subpoenas (Duplicate) Public Safety C-38 Support Services Administration C-19 Surplus Property-Auction Finance C-29 I Surplus Property- Disposal Finance C-29 Surveyor Field Notes Public Works C-46 Surveys Development C-26 Surveys and Studies Administration C-21 Surveys,Water System Sanitary Public Works C-46 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 Tapes Information Systems Administration C-22 Taxes Receivable Finance C-29 Tests- Bacteriological Analysis Public Works C-46 Tests-Chemical Analysis Public Works C-46 Tests-Quality Public Works C-46 (PhotoLab) Tests, Densitometer Results Public Safety C-40 Traffic Signals Development C-27 � Traffic Signals Public Works C-44 Training-Bulletins Public Safety C-41 Training-Event Files Public Safety C-41 Training-Lesson Plans, Range S 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 • • • 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 Utility Rebates Finance C-30 Valve Main Records Public Works C-46 Vehicle Assignment Transportation C-47 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 Vendor Register Finance C-30 Vests, Bulletproof Letters Public Safety C-39 , Violations, Drinking Water Public Works C-46 Violations, Building, Property&Zoning Development C-27 Volunteer Card Files Public Safety C-41 Voter Affidavits Administration C-19 Voter Registration Signature Copy Administration C-19 Warrant Register Finance C-29 Warrants-Felony Public Safety C-38 Warrants-Misdemeanor Criminal Public Safety C-38 Warrants-Parking Public Safety C-39 Warrants-Served Public Safety C-38 Warrants-Traffic Public Safety C-39 Warrants-Unserved (Local) Public Safety C-38 Weapons, Database Public Safety C-39 Weed Abatement Public Safety C-33 Weigh Scales Public Works C-44 Workers Compensation Administration C-24 C-15 • LOCAL GOVERNMENT RECORDS TVIANAGEMENT GUIDELINES ATTACHMENT • 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 CITATIONS B&P—Business and Professions H&S— Health &Safety CAC—California Administrative Code HUD—Housing and Urban Development CCP—Code of Civil Procedure OSHA—Occupational Safety & Health Act CCR—Code of California Regulations PC—Penal Code CEQA—California Environmental POST—Police Officers Standards Quality Act Training CFR—Code of Federal Regulations UFC—Uniform Fire Code EC—Election Code USC —United States Code FMLA— Family & Medical Leave Act, WIC—Welfare & Institutions Code 1993 GC—Government Code C-1 6 • • e • ;k i ► —.; •;r ► AN•G T A ►T • DEVELOPMENT Record Series Retention Citation Descriptor l 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/servicesfor the city, or for parcel maps and subdivision work Code Books •P GC34090e National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements Contractor CU.+.2 GC34090d' Current listing Correspondence CU +2 GC34090d Working documentation Development L GC34090 Mitigation measures;filed with case files Conditions Development P CCP337, Infrastructure contracts,franchises. Original Agreements 337.1(a), maintained for 7 years. 337.15; GC34090;4 8CFR 4.703 Development P GC34090a Landscape mediums, parkway landscape Standards development,_public works construction Drawings, Project Plan 'CU + 2 GC34090d Does not include those usually filed with case or project Franchises P . GC65864, Including subdivision agreements, contracts for sale 65869.5, or purchase of property,cable, grant of easements 34090* and/pr involving construction of improvements *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, Community/Urban 570.502(b) sub-recipient dockets, Environmental review, grant Development(includes (3); documents, applications, inventory, consolidated plan, CDBG) 241CFR etc. Includes Section 108 loan guarantee *OMB Cir. 85.42& 'A-102 &128, HUD regulations OMB Cir.A- 110,Attach. C;* Historic Preservation 2 GC34090d Historic structures &landmarks Inventory Incident Files 2 GC34090d Emergency Call Outs Land Uses, ' P GC34090a Building or site usage which does not conform to 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, utility C=25 i # LOCAL GOVERNMENT—RECORDS NIANAGENIENT GUIDELINES -ATTACHMENT.• 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 municipalities — coordination of services; strategic planning Permits, Construction P GC34090a; Plans, building, signs, grading, encroachment, H&S19850; including blueprints and specifications 4003; 4004 Permits, Other CL+2 GC34090d Alterations, encroachment, excavations, road,street sidewalks &curb alterations,transportation, 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 Seismic Retrofit P GC34090a Includes Certificates of Compliance Program Street Names and P GC34090a Street dedications,closings,address House Numbers assignment/changes Studies, Special CL+2 GC34090d Engineering,joint powers, noise,transportation Projects &Areas Surveys P GC34090a Recording data and maps BUILDING Blueprints, CL +2 GC34090d Submitted by contractors with application for permit Specifications and builds for Certificate of Occupancy Certificates L GC34090a Compliance,elevation, occupancy which affect real property Construction P GC34090a; New commercial and residential construction,tenant (Approved) 4003;4004; improvements room additions, spa, signs, block wall, H&S 19850, remodel including security bonds 19853 Inspection CL +2 GC34090d Correspondence,fees, appeal requests, reports Permits P GC34909a; Plans, building, signs, grading, encroachment permits H&S 19850; 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 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 S • e • ; ' u k —R CORD MANAG M NT GU ID 1N S" `: = • ! e .u ►� • DEVELOPMENT(CONTINUED) Record Series Retention Citation Descriptor Logs 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 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, underground utility; bonds,taxes &construction Street/Alley CL +2 GC34090d Relinquishment of rights and fee title (Abandonment! Vacation) Traffic Signals CL +2 GC34090d Counts, collisions, accidents ENVIRONMENTAL QUALITY Air Quality(AQMD) CU +7 CCP Participants/voucher logs,Total Daily Mileage Survey 338(k); (TDM); various local authorities; Commute Alternative GC34090 Asbestos P GC34090a Documents abatement projects, public buildings California P GC34090a Exemptions, Environmental Impact Report, Mitigation Environmental Quality +CEQA monitoring, negative declaration, notices of Act (CEQA) Guidelines completion and determination, comments, statements of overriding considerations Congestion .CU +2 GC34090d Ride sharing,trip reduction Management Environmental Review CL +2 GC34090d Correspondence, consultants, issues, conservation Pest Control CU +2 GC34090d Pesticide applications, inspections & sampling, documents Soil CL +2 GC34090d Analysis, construction recommendations Soil Reports P GC34090d Final Reports 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 • • • A • : u T-.' •"P Ai A i Cr ID I A i U ►T • 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 (copies) Hearing or Review AU +2 GC34090; Documentation created and or received in connection OMB A-128 with an audit hearing or review Reports AU +4 GC34090; Internal and/or external OMB A-128 Reviews, CU GC34090; Daily,weekly, monthly, quarterly or other summary, Internal/External GC6250 review, evaluation, log, list,statistics,except a report Periodic COMMUNITY SERVICES Libraries CU +2 GC 34090 Books,art, gifts, donations,exhibits,theatre, music, special events,etc. Plaques " P Historic value Sports Organization S + 2 ELECTIONS 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 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 Ballots P California Property related fees(Assessment Ballot proceeding) Prop.218 Constitution (Assessment Art.X111 Districts) Calendar E+2 GC 34090 Canvass P GC 22932; Notifications and Publication of Election; Records EC 17130; used to compile final election results, including tally EC 2653 sheets,voting machine tabulation, detailed 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 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES ATTACHMENT • 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 (g) Campaign E + 5 GC81009(b) FPPC Filings • disclosure, Not Elected Campaign E + 7 GC81009 FPPC Filings disclosure- Unsuccessful (all other committees) Candidate E +4 Sample ballot retained permanently. Statements History P GC 34090 History of elections, sample ballots, certificates of destruction, other resolutions re: elections Statement of T + 7 GC FPPC Filings economic interest- 81009(e) Elected Officials Statement of E + 5 GC FPPC Filings economic interest- 81009(b) Not Elected Lobbyist Registration P. EC Statements 81009(b) Maps, PrecinctsNoter E +2 GC 34090; Information EC 17501; EC 17301 Nomination Papers Successful E+4 EC 17100 Unsuccessful E +2 GC 81009(b) Notifications and E + 2 GC 34090 Proof of publication or posting,certification and listing Publications of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election Oaths of Office T+6 GC34090; Elected Officials 29 USC 1113 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 • • • A • C► i ►T- : •CP A' i kA • • G ' I ► • 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 re call, general municipal election,Charter Amendments Voter Affidavits CL+ 5 EC 17000 Voter Registration CU + 5 EC 17000 Fire, special or school district , Signature Copy GENERAL SUBJECT Administration P GC 34090 Biographies CU +2 GC34090 Classifications and P GC 34090; Includes supplemental Personnel records. Wage rate Appointments GC 12946; tables 2 years. 29 CFR 516.6(2);29 CFR 1602.4 Correspondence/ CU +2 GC34090(d) If not attached to agreement or project file Originating Department Goals &Objectives CU +2 GC34090 Departmental goals & objectives Policies&Procedures, S + 5 GC34090(d) Retain while current Departmental Promotional Marketing External CU + 7 Internal 2 Reports Departmental CU + 2 GC34090 Special/or final summary, review or evaluation Staff CU + 2 GC34090 Non-agenda related, includes supporting documentation Special Projects CU + 2 GC34090 Support Services CU +2 GC34090 Reproduction; printing; postal/mailing services, other internal resources Travel Records CU +2 GC34090 GRANTS Community T +4 GC34090; Applications, reports, contracts, supporting documents; Development Block 24 CFR *OMB Cir.A-102, /-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 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES ATTACHMENT 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 Rel Sec 1174* Benefit Plan CL +4 GC34090; Enrollment, Denied • OMB A-128 Bond, Personnel T+ 2 GC34090 Employee Fidelity Bonds Fidelity Employee Handbook S + 2 GC 34090 General employee information including benefit plans 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, Safety (Police) T+5 1602;29 disciplinary actions USC 211 (e);203(m); 207(g) Hourly Employees T +6 GC12946; *29 CFR 1627.3, Labor Relations Section 1174 GC34090* Immigrant lmmigratio I-9's n Reform/Co n-trol Act 1986 Pub. L 99-603 Medical Leave CL+30 FMLA 1993 May include Family leave; certifications;tests;W-4's; US OSHA; *29 CFR 1602.30.32; 49 CFR 193-9; 29 CFR; 1910.20* Motor Vehicle Pulls CL+7 GC12946,* *CA 91009; 8 USC 1324 (a) (DMV) Negotiation P 29 USC Notes, notebooks, correspondence, contracts, and Sections Memorandums of Agreements 211(c), 203(m), 207(g) C-20 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES ATTACHMENT:• 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 CFR;GC 12946, . 34090* Personnel Records CU +2 GC34090; Attendance; evaluations; drafts;worksheets; postings (copies) GC6250 PERS, Social Security, P 29 CFR EEOC/ADEA SSI 1627:3(2); GC 12946, 34090 Recruitment CL+3 Reference: Applications,resumes,alternate lists/logs,indices; GCI2946; ethnicity disclosures;examination materials; GC6250 et examination answer sheets,job bulletins; eligibility; seq; electronic database 29 CFR 1602 et seq 29 CFR 1607; 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 16273; CCR employment; commendations disciplinary actions; Sec 1174; terminations; Oaths of Office; evaluations-pre employee 29 CFR medicals*29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR 1607.4;* 516.6 et seq;45 CFR 1068.6(a) Surveys and Studies CU + 2 GC 12946, Includes classification,wage rates 34090;29 CFR 516.6(2);29 CFR 1602.14 Training Records CU +7 GC6250 et Employee applications,volunteer program training, 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/designations Vehicle Mileage S + 2 GC 34090 Annual mileage reimbursement rates Reimbursement Rates C-21 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES 'ATTACHMENT-• 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(LAN/WAN) CCP 337.2; 343 Program Files and CU +2 GC34090; Annual backup. Directories CU+(2 GC34090.7 Daily backup mos.) CU + 1 Monthly backup CU + .5 Weekly backup Tapes Information CU +2 GC34090 System Generation Systems LEGAL/LEGISLATIVE Agendas CU +2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for Council, Boards and Commissions Agenda Reports CU +2 GC34090 Documentation received, created and/or submitted to (Master, Subject Files) (d) Council Appeals, Civil CU +3 CCP 583.320(a)( 3);GC 34090 Applications, Boards, CL+2 GC34090 Not selected Commissions, Committees Applications, Boards, T + 5 GC34090; Selected Commissions, GC40801 Committees Articles of P GC34090; Incorporation CCP 337.2 Case Log CL+7 CCP 337.2; From Close of cases listed; Chronological listing of 343 cases Case Records -(High P GC6254 Significant cases which have importance/or set legal Profile) precedence. Includes logs, complaints, police reports, court orders, motions, notes, briefs Case Records CO +7 42 USC Includes logs, complaints, police reports, court orders, 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 L GC6254 Including notations on activities related to case C-22 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES = ,. =- ATTACHMENT • 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, 54960.1(c)( 1) Opinions S + 2 GC34090; Confidential GC6254 Ordinances P GC34090(d) Charter amendments; municipal code 40806 Petitions CU + 1 GC50115; Submitted to legislative bodies GC6253 Resolutions P GC34090(d) Legislative actions 40801 Tapes, Audio/Video CU+3 GC 34090.7 When used for minute preparation and may have mos. historical value. MUNICIPAL CLERK Assessment Districts P GC 34090 Original documentation Inventory, Records CU +2 GC34090;. Inventory of non-current or inactive records holdings 80 OPS and location;indices.Tapes may be recycled. Atty.Gen. 106 Municipal Code P GC 34090 Supplements included Public Records CL+2 GC 34090 Request Records Management CL + 2 GC34090 Document includes retrieval,transfers -inactive Records Management P GC34090 Documentation of final disposition or records Disposition Certification Records Retention S + 4 CCP 343 Schedules POLICIES/ PROCEDURES General Administrative S + 2 GC34090; All city policies and procedures 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 • • LOCAL GOVERNMENT RECORDS MANAGEMENT GUIDELINES ,ATTACHMENT • 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 publications, newsletter,bulletins Calendar, City CU +2 GC 34090 Media Relations CU +2 GC 34090 Includes cable, newspaper, radio, message boards, presentations. RISK MANAGEMENT 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 343 other assets Claims, Damage CL + 5 GC34090; Paid/Denied GC25105.5 Incident Reports CL +7 29 CFR Theft, arson,vandalism,property damage or similar 1904.2;29 occurrence(excluding fire/law enforcement) CFR 1904.6 Insurance,ACCEL JT P GC34090 (Authority California Cities Excess Liability Insurance) B Powers Agreement Accreditation/MOU=s/agreement/agendas Insurance, Certificates P GC34090 Insurance certificates filed separately from contracts, includes insurance filed by licensees Insurance, P GC34090 May include liability, property, Certificates of Liability/Property Participation,deferred, use of facilities Insurance,Workers P GC6410; Indemnity; PERS-working files -originals with Compensation 29 CFR Administrator 1910.20 Photographs, CL + 2 GC34090 Negatives, Film Risk Management CL + 5 OMB 1220- Federal OSHA Forms; Loss Analysis Report; Safety Reports 0029;29 Reports ;Actuarial Studies CFR1904.4; GC 34090 Workers P CCR 14311; Claim Files, Reports, Incidents Compensation 15400.2; (working files) originals filed with Administrator CA Labor Code 110-139.6 C-24 • • LOCAL GOVERNMENT —RECORDS MANAGEMENT GUIDELINES ATTACHMENT • 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, Construction GC34090a; conversion or modification of local government-owned 4004; H&S facilities, structures & systems 19850; GC34090a Facility Rentals/Use CU +2 GC34090 Permits, contracts, diagrams, schedules, insurance binders Maintenance & CU +2 GC34090d Service requests, invoices, supporting documentation; Operations buildings, equipment, field engineering, public facilities including work orders and graffiti removal PLANNING Case files, Planning P GC34909a; Pertains to real property. May include blueprints, and Zoning H&S 19850; drawings, maps, plans, reports, evaluations, 4003;4004correspondence, uses, permits, variances, studies, appeals, compliance certificates, lot line adjustments or other planning-related matters brought before legislative body Certificates L GC34090 Retain during life of structure Flood Records CU +2 GC34090 General Plan and P GC34090 Includes sphere of influence Elements General Plan Amendments Approved CL+2 GC34090 Denied CU +3 GC65103;* *GC50110 Interpretations CU +2 GC34090 Maps, Plans, P GC34090; Zoning, tentative subdivision, parcel, land use map, Drawings, Exhibits, H&S 19850; • aerial photos, specific plans Photos GC34090.7 PROPERTY Abandonment P GC34090a Buildings, Condemnation, Demolition Acquisition/ CL+10 GC34090a; Supporting documents re: sale, purchase, exchange, Disposition GC6254 lease or rental of property by City Disposition 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- N otes ANotes 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 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES. ATTACHMENT • 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, payments, applications/cancellations Budget AU +2 GC 34090 Budget adjustments, AU +2 GC34090 Account transfers journal entries Checks AU +5 GC34090; Includes payroll, canceled &voided checks CCP 337 Deposits, Receipts . AU +4 GC 34090; Checks, coins, currency CCP 337 ' Invoices AU +2 GC34090 Copies sent for fees owed, billing, related documents Journals Utility Billing 'CU +2 GC34090 Billing including monthly activity Ledger, General P GC34090; * *CCP 337 Voucher AU.+4 GC34090; 'Account postings with supporting documents CCP 337 Taxes, Receivable . AU +"3 CCP338 Warrant Register AU +2 GC 34090.7 ' ADMINISTRATIVE SERVICES Budget Operating S GC34090 Departmental Reference (copies) Budget, Proposed ' CU +2 GC34090. Presented to Council Adopted P GC 34090 FIXED ASSETS Inventory AU +4 GC34090;26Reflects purchasedate, cost account number CFR 301 65- 1(F) Surplus Property . Auction AU +2 GC34090 Listing of property Disposal ' ' AU +4 GC34090; Sealed bid sales of equipment CCP 337 Vehicle Ownership& L VC 9900 et Title transfers when vehicle sold Title seq. LICENSE Business T +4 GC34090; Paid &reports CCP 337 C-29 • • • ` • N - 1"1 liiki ►i IS = A T • 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 GC37207 Salary Records T + 3 GC34090;29 Deduction authorization, beneficiary designations, CFR 516.2 unemployment claims, garnishments PURCHASING Bids, RFQ's, RFP's AU +4 GC34090; Requests for Qualifications; Requests for Proposals Successful AU + 5 CCP 337;* regarding goods and services *GC 25105-1; GC 34090 Unsuccessful CU +2 Requisitions Purchase Orders AU +4 GC34090; Original documents CCP 337 Stores CU +2 GC34090 Completed forms for ordering Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, account numbers and check date REPORTS 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* 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 * 19530;29 CFR 516.5.516.6 Financial,Annual AU +7 GC 34090.7 Investment P GC34090; Summary of transactions, inventory & earnings report Transactions CCP 337; GC 53607 Labor Distribution AU +2 GC34090 Costs by employee & program Meter Reading CU +2 GC34090 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 43900 et seq. C-30 • • • _ • -►M T—R CORDS MANA M NT Ule I = ; 3-I T-• 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 C-31 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES ATTACHMENT.• 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 General Orders, S +2 Policies/Procedures Inspections, Fire CL+3 UFC 103.34 Alarm/sprinkler systems, prevention efforts Prevention Investigations, P PC 799 Support prosecution resulting in homicide Evidence Arson Investigations, CL+6 PC 800 Great bodily harm, inhabited structure or property Evidence Arson Journals, Fire Station CU +2 GC34090 Activities, personnel, engine company Permits, Uniform Fire CL+2 GC34090 Code PERSONNEL Exposure T+30 29 CFR Sampling results, collection methodology, background 1910.1020 Exposure T+ 1 29 CFR Laboratory reports and worksheets 1910.1020 Medical. T+30 29 CFR 1910.1020 Medical T+2 29 CFR Employees less than one year 1910.1020; * *GC34090 Training T +2 GC34090 Certifications/designations. PROPERTY ApparatusNehicle CU +2 GC34090 Repair and Maintenance CCP 340.5* *8 CAL Code Reg. 3203 (b) (1) Inventory, Equipment& CU + 2 GC34090 Supplies Logs, Fire CU +2 GC34090 Equipment/Gear REPORTS Incident CL+ 3 GC34090 Dispatch and daily logs CCP338 * *CCP 340.5 Field, Non-fire and Logs CU +2 GC34090 Fire, Non-arson and CU +2 GC34090 Logs C-32 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES • - ATTACHMENT • 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 Materials Storage retention of environmentally sensitive materials. Programs, Household S + 2 GC34090 Hazardous Waste Training Materials S + 2 Cal Code* Standards and Administration *Reg.32040), et seq. Underground Storage Tank P GC34090a Documents re: storage Compliance CU +2 GC34090 Location, installation, removal, remediation Maintenance& Operation. - LAW ENFORCEMENT ADMINISTRATION Accounting/Cash CU +2 GC34090 Reconciliation Alarm Records CU +2 GC34090 ClaimFiles CL+6 PC 832.5 Claim copy, correspondence, photographs, supporting documents relative to incidents involving the Police 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 Inventory S + 2 GC34090 Listing of equipment assigned to division,to whom it is assigned Reports CU +2 GC34090 Weekly/monthly/quarterly! Activity annual activity/statistical reports by division. Retain only one form for retention period Chemical Emissions CU +2 GC34090 - Survey CU +2 GC34090 Surveys, responses, correspondence with other Response agencies requesting statistical data 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 C-33 • . . • j • "► i ► - •-i A i V 1- • N A. A . l ► • (CONTINUED) SAFETY ( ) 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; Investigative transfer to Records Division to be filed with associated Daily Report (DR) file Case Files P PC 799 Homicide Investigator's File Narcotics (No CL+2 GC34090 Retained by division until no longer useful for arrest, Narcotics Cases) investigative purposes Officer Involved CL+25 GC34090 Shootings Court CU + 1 GC34090.7 Printouts of daily court scheduling Daily Schedule Sign-In Logs CU +2 GC34090 Logs officers' names,time in/out for court appearances Tracking CU + 2 GC34090 Database records subpoena number, officer name, case System Records number, defendant name, district attorney name, court information disposition Evidence, Disposition Attach to duplicate Property Report,file w/DR in Forms Records Division , Fingerprint T + 2 GC34090 Paperwork authorizing fingerprinting and background Applicants Files checks for cityemployment applicants and business license applicants Inked/Palm AC+20 Persons booked into detention facility; (Copies Cards distributed to county, state,federal agencies) Records Approp. PC 1) Retain for applicable case statute of limitation; 2) or Latents Section until evidence in case is destroyed; Hard copy and . digitized Suspect, CL Law Adults/juveniles suspected of a crime, taken for Adult/Juvenile Enforcement comparison. Destroy after original purpose achieved Management - Guide by POST 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 C-34 • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES ATTACHMENT • 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 Logs 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 Licenses CU +2 GC34090 Bicycle Bingo, Mace CU.*2 GC34090 Business T+ 1 GC34090 License Review Board Administrative Files Duplicate (Pink), CU +2 GC34090 Original to licensee, Blue duplicate to DOJ; Pink duplicate retained by agency; renewals issued annually Secondhand by local agency Dealer, Pawn Brokers Logs S Auto Theft Case CU + 1 Assignment Daily CU +2 GC34090 Activity Officer CU +2 GC34090 Daily activity of incidents not reported by use of official report Report CU +2 GC34090 Report numbers,type, names, dates retained for 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 history Subpoena CU +2 GC34090 Subpoenas received/served daily Pawn Slips/Tickets CU +3 B & P 21628 Photographs Crime Scene, Registrant/Applicant, Photo file,Accident. 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) C-35 • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES - • •'ATTACHMENT • PUBLIC SAFETY.(CONTINUED) Record Series . Retention Citation Descriptor Card, photo, information also forwarded to Registration Files, Life of Fingerprint Arson, Sex and registrant DOJ Narcotics within juris- diction • Arrest/Conviction H&S 2 (Man- H&S Applicable to convictions occurring after January 1, 11357(b), (c), datory11361.5 1996 or arrests not followed by a conviction occurring Section (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 January 1, 1996) convic-tion or date of arrest with no convic- tion) 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 Section 11360 (b) (Upon 11357, 11364, 11365 and 11550 violations (Occurring notice from before January 1, 1996) Depart- ment of 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 With within 6 years after offense commission. Or Without Commencement of prosecution defined in PC 804. Arrests Exception: See PC 803 -Tolling/Extension of time periods; Appeals process and "Three Strikes" also considerations in assigning retention. Misdemeanor/ CL+2 GC34090 No arrests, identifiable property or missing persons Infractions (See: Note 1) 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 Death, Life deadly weapon by a life term prisoner, bombing Imprisonment resulting in death or bodily injury, making defective war materials that cause death Destruction P Guns Narcotics P Disposition of Retention determined by action taken; i.e., recordable Arrest/Court Action arrest or detention (released no arrest) 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 C-36 • • • • R T—R CO-II IANM NT ID I 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) Gated/ 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 Against Senior Citizens;.Death in Custody; Domestic Violence; FBI Include Return A/Supp; Hate Crime Incidents; Homicide Reports, Supp.; Officers Killed or Assaulted; Original to FBI -DOJ; Uniform Crime Reports 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, crime reports, accident reports, permits, receipts. Reports created for variety of purposes including increases/decreases in criminal activity; officer workload, deployment,time usage Statistical (UCR), CU +2 GC34090 Originals sent to FBI, DOJ Uniform Crime Reports Mandatory to DOJ (LEIC); FBI Include Return A/Supplement; Supplementary ' Homicide Report; Law Enforcement Officers Killed or Assaulted; Monthly Return of Arson Offenses Know to Law Enforcement; Number of Violent Crimes Committed Against Senior Citizens; Monthly Report of Domestic violence Related Calls for Assistance; Monthly Arrest and Citation 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 C=37 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES • - ATTACHMENT e. PUBLIC SAFETY (CONTINUED) Record Series Retention Citation Descriptor Sealed Mandatory 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 tion upon WIC 781 (a) related probation and juvenile court records have been and pursu- destroyed by the probation officer. Records involving ant to court arrests, detention and/or petitioning juvenile before order juvenile court Subpoenas (Duplicate) CU +2 GC34090 Tapes CU +180 GC34090.6 Exception: Recordings used as evidence in a criminal Audio, days prosecution or claim filed or litigation or potential 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 curity,Video (Jail) mos. Use of Force CU +2 GC34090 Includes review forms, arrest report copies, logs Supervisory Review Files Warrants Recall after Recommended by the California Law Enforcement Felony 10 years. Warrant Officer's Association Excep-tion: Murder/ Escape 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 Unserved Until (Local) served, recalled or purged PATROL Cards CU +2 GC34090 Dispatch Field Interview CL +2 GC34090 Citations CL+2 11361.5 H&S 11357(e), 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 C-38 • • LOCAL GOVERNMENT-RECORDS MANAGEMENT GUIDELINES. ATTACHMENT • PUBLIC SAFETY (CONTINUED) 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 Radio Logs provide equipment performance history (Communication) General Orders P 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 Accident Traffic Collision P Fatalities Vehicle S Record of assignments Assignment Reports Down Reports CU + 1 Printouts reporting which vehicles are down for repair, maintenance,etc. Repossession/P CU +2 GC34090 rivate Impounds Service S GC34090 Schedules Vests, Bulletproof CU +2 . GC34090 Authorization to purchase Letters . 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, alternate weapons, secondary handguns; produces inventory reports SERVICES Chemicals/Film S 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 C-39 • • LOCAL GOVERNMENT---RECORDS MANAGEMENT GUIDELINES ATTACHMENT • 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 Permits L + 2 GC34090 Approval process Alcoholic Beverage Control • License Concealed CL+2 GC34090 Weapons . Photographs S + 2 GC34090 Personnel Negative Log CU +2 GC34090 Negatives, Misc. CU +2 GC34090 Not case-related (Public relations, promotions, events, ceremonies, staff photos) Press Releases CU +2 GC34090 Press,Video Programs CU +2 GC34090 Collection of videos of programs and events; outside (Community Relations) press coverage of department Property Files CU +2 GC34090 Original reports and supplemental documentation (Lost, Found, Safekeeping) Property, Pawn CU +2 GC34090 Sales, slips. Dealer required to file duplicate with Broker/Secondhand agency Reports CU +6 GC34090.7 Original maintained by DOJ. Dealer required to file Dealer of Gun mos. duplicate with agency Sales, Duplicate Restraining Orders, CU Destroy after law enforcement actions described in PC 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 Restraining Orders, restraining order has expired. Legal Stipulations, Orders After Hearing Rosters (Divisional) S + 2 GC34090 Personnel assigned to division. Schedules CU +2 GC34090 Schedules of Officers on duty Daily Watch CU +2 GC34090 Assignment/ 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. C40 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES • ATTACHMENT • 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 Schedules, CU +2 GC34090 Daily,weekly, monthly schedules of training events at Range range Volunteer Card Files T +2 GC34090 Volunteers' identification, contact information Note 1:The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports is permitted providing: 1. They do not relate to an unadjudicated arrest except for H&S 11357 or H&S 11360 violations; 2. They do not relate to unserved warrants; 3. They do not involve identifiable items which have not been recovered; 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; 6. The case s are not presently involved in either a civil or criminal litigation. • C-41 • • • A •V :► ► - _►: NT III • • - ' .0 k I 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 Maintenance/ C +2 GC34090 Includes work orders, inspection, repairs, cleaning, Operations reports, complaints Maps P GC34090 Irrigation, plot plans Minutes, Board P GC34090 Photographs S + 2 GC34090 Plans, Proposed CU +2 GC34090 Future plans, new sites, expansions Policies and S + 2 GC34090 Includes rules and regulations Procedures Railroad Right-of-way CL+'3 36 CFR Land acquisitions, correspondence, improvements, 64.11 statutory records Reports Accident CL +2 GC34090 Patrons, employees Others CL+2 GC34090 Studies CL +2 GC34090 Future sites, expansions Resolutions, Board P GC34090 Schedules,Class & CU +2 GC34090 Enrollment, liability releases, evaluations, attendance, Events flyers SANITATION/SOLID WASTE/ WASTEWATER Collections/Landfill CU +2 GC34090 Daily records, usage Facilities CU +2 GC34090 Correspondence, maps, patron list History,Sanitation P GC34090 Where City-owned Incineration Plants, CU +2 40 CFR Sludge, sampling, charging rate to measure mercury Sludge 61.54 content 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 Maintenance and CU +2 GC34090 Includes work orders, inspection, repairs, cleaning, Operations reports, complaints Maps, Septic Tank P GC34090 Location maps Rates V CU.+2 GC34090 Recycling Programs S + 2 GC34090 Regulations S + 2 GC34090 Includes legislation Reports Studies V CL+2 GC34090 Tonnage CU +2 GC34090 C-42 • • • • 2 —R C•RDS MANAG M NT Gll • IN ; H► NT 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 Grants (see Admin.) Intersection Records CU +2 GC34090 Includes correspondence,volume counts, accident history Inventory,Traffic S + 2 GC34090 Signs, lights. Control Device Landscaping CU +2 GC34090 Plants,tree maintenance,work orders Lighting CU +2 GC34090 Maintenance, work orders Maintenance/ CU +2 GC34090 Includes work orders, inspection, repairs, cleaning, Operations reports, complaints, signals, striping Maps P GC34090 Fire hydrants, lighting districts,wheel chair ramps, storm drains, streets, sidewalks, sewers Master Plans CU +2 GC34090 Copies Parking Lots CU +2 GC34090 Regulations S + 2 GC34090 Reports/Studies CL + 2 GC34090 Permits Encroachment P GC34090 . Improvement CL+2 GC34090 May include curbs, sidewalks; Applications for excavation,fill, alterations Oversize CL+2 GC34090 Load Parking CL+2 GC34090 Residential Paving CL+2 GC34090 Use CU +2 GC34090 Includes Special Events (Temporary) Photographs S + 2 GC34090 Includes aerials 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 C-43 • • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES ATTACHMENT • 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 Overpasses, keep life of structure Studies CL +2 GC34090 Traffic volume, accident history, requests, statistics, drawings supporting traffic devices Traffic Count CL +2 GC34090 Evaluation of traffic volume Vehicle CL+2 GC34090 Accident Routes, School Bus& S + 2 GC34090 Truck routes, access ramps, rest areas Truck 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 UTILITIES Facilities T + 2 GC34090 If city owned Gas & Electric Rates S + 2 GC34090 Underground P GC34090 GC4003, GC4004; H&S 19850 WATER BillinglCustomer CU +2 GC34090 Billings, correspondence, complaints Records Connection Records P GC34090 Maps,water line connections Flood Control 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-44 • '• I • -► I T— •;• u_► l P 1N ■ G . I T • 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 Service CU +2 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & Pumping CU +2 GC34090 Times operational, power used and quantity Maps P GC34090 Line location; easements Master Plans CU +2 GC34090 Copies Meter Operations CU +2 GC34090 Reader reports, orders, tests Maintenance Reports Permits National P 40 CFR Municipalities of 100,000/more, compliance with Clean Pollutant 122.28 Water Act re: pollutants Discharge Elimination System NPDES) 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, 122.41 chlorine usage, lab analysis re sults, etc. Reports - Conservation CU +2 GC34090 Consumption CU +2 GC34090 Corrosion CU + 12 40 CFR Compliance documentation Control 141.91 Discharge CU + 5 40 CFR Average amount of pollution discharged into waters of Monitoring 122.41 municipality. Drinking CU + 10 40 CFR Water 141.33 Corrections Hydrograph P GC34090 Daily flow of streams Lead CU +12 40 CFR Compliance documentation Service Line 141.91 C-45 • • LOCAL GOVERNMENT RECORDS MANAGEMENT GUIDELINES ATTACHMENT • 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, correwoondence Surveys 141.33 Source CU + 12 40 CFR Compliance documentation, e.g. lead & copper Water 141.91 State CU + 12 40 CFR Compliance documentation Certification 141.91 Variances, CU + 5 40 CFR 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 Surveys,Water System CU +10 40 CFR Statistics, reports, correspondence Sanitary 141.33 Tests 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 Analysis 141.33 used and results; corrections, analysis of chemical content Quality CU + 12 40 CFR Compliance documentation including sampling data, 141.91 analysis, reports, surveys, documents, evaluation, schedules,valves, etc. Valve Main Records P GC34090 Violations, Drinking CU + 3 40 CFR Retention applies to each violation Water 141.33 C-46 • LOCAL GOVERNMENT—RECORDS MANAGEMENT GUIDELINES" • ATTACHMENT • 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 correspondence 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, receipts and records pertaining to refueling operations Hazardous Waste CU + 10 CAL Documentation re:the handling and disposal of hazardous Disposal OSHA; waste 40 CFR 122.21 Inventory, Equipment L+2 Includes vehicles, aircraft, vessels and related documents re Parts & Supplies repairs Inventory,Vehicle L+2 Owners manual,warranty documents, Department of Motor Ownership and Title Vehicle title and registration, and related documents Licenses, Permits CU +2 Forms, related documentation re: licenses and permits 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 Report,Accident CU +2 GC34090 Memos and working documents (Copies) Vehicle Assignment CU +2 GC34090 Log books, request forms, lists • AIRPORT Airport Certification P 14 CFR Federal Aviation Administration (FAA) required manuals 139.207b & 171.13- 171.213 Airport Noise CU + 10 Correspondence, studies, memos, reports, log books, Monitoring and documents related to assessment of noise levels at airports Complaint and resolution of complaints Inspection, Runway CU + 10 Maintenance including Inspection reports, work orders and related records Inspection, Safety Self CU +2 CFR Safety inspection and related document include reviews and 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 AA171.13- 198,-418, -6030-1, -6790-4 171.213 C-47 • • • LOCAL GOVERNMENT—RECORDS 1VIANAGEMENT GUIDELINES • ATTACHMENT • TRANSPORTATION (CONTINUED) Record Series Retention Citation Descriptor Reports Accident and CL+8 Accidents, injuries, property damages, general conditions re Incident V pilot and aircraft (Aircraft) Airport P Annual and special reports to federal and state regulatory Operational agencies. (Regulatory) Airport CU +2 Logs, statistical summaries; administrative records Operational (Administrative) NOTAM (Notice CU +3 Reports re: conditions affecting airport V to Airmen) maintenance/operations GROUND • TRANSPORTATION Auto for Hire T+ 4 GC34090 License, permits for Taxicabs, shuttles, etc HARBOR Registers,Transient AU +3 Reservation applications, receipts, and index registers Vessel Reservation relating to boats in transit,temporarily moored Slip Rental Index CU + 5 Annual and periodic reports of slip renters Slip Rental Permits CL+2 Applications,.statement of rental conditions, vessel inspection check sheets, copy of DMV registration, boat owner information, and other documents re: dock slip spaces Slip Rental Waiting List CU +2 C-48