FA Resolution 1999-03RESOLUTION NO. FA 99-03
A RESOLUTION OF THE BOARD OF THE LA QUINTA
FINANCING AUTHORITY, ESTABLISHING A RECORDS
RETENTION SCHEDULE FOR THE DEPARTMENTS AND
OFFICES OF THE AUTHORITY AND APPROVING
DESTRUCTION OF RECORDS IN ACCORDANCE
HEREWITH
WHEREAS, except for records less than two years old and certain other
records, Government Code Section 34090 authorizes the head of the agency departments
to destroy any agency record, document, instrument, book or paper under his or her
charge, without making a copy thereof, after the same is no longer required, with the
approval of the City Council by resolution and written consent of the City Attorney; and
WHEREAS, the Authority Board desires to establish a retention schedule for
records under the control of the executive officers in charge of various Authority/City
departments and offices and to approve destruction of records in accordance therewith.
WHEREAS, the State of California is in the process of adopting a
recommended draft of a records retention schedule for use by municipalities; and
WHEREAS, the Authority Board believes there are benefits of ease of
administration to adopting said draft schedule.
NOW, THEREFORE, BE IT RESOLVED by the Board of the La Quinta
Financing Authority does hereby resolve as follows:
1. Definitions
For purposes of this resolution, the following terms shall have the following
meanings:
"Department" means an agency, department or office of the administrative
staff of the La Quinta Financing Authority/City of La Quinta.
"Department head" means the executive officer in charge of a department.
"Original" means the initial production of a record in its final form. It does not
include preliminary drafts or subsequent photocopies. In the case of a signed document,
the original is the document which was actually signed by the person or persons signing
the document.
Resolution No. 99-03
Page 2
"Public records" are writings in the custody of the La Quinta Financing
Authority/City of La Quinta and containing information relating to the conduct of the
business of the La Quinta Financing Authority/City of La Quinta. "Public record" does not
include transitory writings.
"Transitory writing" is a writing having no reason for retention after the
purpose for which it was created has expired, such as routing slips, notices of meetings or
events, writings retained solely for tickler, suspense or follow-up purposes, preliminary
writings, computer print-outs, temporary draft blueprints, which are produced solely for
temporary purposes, and the like.
"Writing" means a document in written or printed form.
2. Purpose
The purposes of this resolution are as follows:
a. To assure public records are not destroyed while they still serve a
useful purpose.
b. To avoid the loss of room and shelf space caused by the retention of
public records which no longer serve a useful purpose.
C. To provide guidelines to Authority/City staff as to when public records
may safely be destroyed.
d. To avoid the necessity of requesting Authority Board approval for each
individual case of public records destruction.
3. Scope
a. This resolution is limited to originals of public records, except as
otherwise provided in subsection "b" of this section. The department heads are authorized
to establish rules or schedules for the destruction of copies of public records held within
their respective departments which are not originals or copies subject to subsection "b" of
this section.
r
Resolution No. 99-03
Page 3
b. Whenever the original of a public record is sent to a location outside the
custody of the Authority/City (as, for example, correspondence for a Authority/City officer
or employee to a person outside of the Authority/City government), one copy of that record
shall be retained by the department sending the record as if it were the original of that
record.
C. This resolution is also limited to public records which are in the form
of writing on paper or microfilm.
d. Individual departments may adopt a policy of retaining documents for
additional time if approved by the Executive Director.
e. Where two guidelines appear to conflict, the longer of the two time
requirements shall be applicable.
f. Under the Development section "Building Construction" all permits and
final plans for such construction shall be kept permanently, however, the final plans of said
construction for residential non PUD development under two stories need not be retained
more than CL+2.
4. Authorization for destruction of records
a. The draft State Local Government Records Retention Guidelines, with
the exception of those relating to police and fire, attached hereto as Exhibit "A", providing
retention schedules for various types of public records, are hereby incorporated by
reference herein. Subject to the provision of subsection "b" of this section, each
department head may authorize the destruction of the public record or class of public
records which is within the custody of his or her department and which is listed in the
exhibits at any time after the time specified for retention of that record in the exhibits has
expired. This resolution constitutes the consent of the Authority Board for the destruction
of the public records in accordance with such retention schedules, and no further resolution
of the Authority Board shall be required for such destruction.
b. Prior to authorizing the destruction of any public record, the
department head shall submit a list of the records proposed for destruction to the
Authority's Legal Counsel for his or her consent to such destruction. The Authority's Legal
Counsel may require the retention of any public record or class of public records beyond
the period established for the retention of such records by the exhibits to this resolution,
whenever, in his or her opinion, the continued maintenance of such records is in the best
interest of the Authority/City. No record shall be destroyed without the written consent of
the Authority's Legal Counsel.
Resolution No. 99-03
Page 4
PASSED, APPROVED and ADOPTED this 3d day of August, 1999
by the following vote:
AYES: Board Members Adolph, Henderson, Perkins, Sniff, Chairman
Pena
NOES: None
ABSENT: None
— (-I, (XDk�c
JOHN J. E A, Cha n
La Quinta Financing Authority
W
SAUNDRA L. JUHOLA, Secretary
La Quinta Financing Authority
APPROVED AS TO FORM:
CZ'
DAWN C. HONEYWELL, Authority Counsel
La Quinta Financing Authority
AS2:
UU7
CALIFORNIA STATE RECORDS RETENTION CLASSIFICATIONS
LOCAL GOVERNMENT AGENCIES
DECEMBER 1998
`ADMINISTRATION
Audit
Community Services
Elections
General Subject
Grants
Human Resources
Information Services
Legal/Legislativ-e
Municipal Clerk
Policies & Procedures
Public Information
Public Financing Authority
Risk Management
EVEL`OPMENT(
Administration
Building
Code Enforcement
Engineering
Environmental Quality
Housing
Municipal Facilities
Planning
Property
Redevelopment
INANC
Accounting
Administrative Services
Fixed Assets
License
Payroll
Purchasing
Reports
Treasurer
*Anticipate will be addressed by County Officials
PUBLIC SAFETY(
Animal Control*
Emergency Management
Fire Safety
Administration
Personnel
Property
Reports
Hazardous Materials
Health & Welfare
Law Enforcement
Administration
Investigations
Patrol
Services
UBLIC'WORK
Parks
Sanitation/Solid Waste/
Wastewater
Streets/Alleys
Utilities
Water
TRANSPORTAT!
Administrr'Jon
Airport
Ground Transportation
Harbor
GLOSSARY OF RECORDS RETENTION DEFINITIONS
ACTIVE Recoras that are required for daN-to-day business and are sub;.-z: ;o
frequent use: generally referred to more than once per month per
file drawer.
ADMINISTRATIVE VALUE l A record that assists in the operation of governmcnt. and insures
administrative consastenc} and conunutn. serving a particular
purpose for that office at that particular timc In appraisal, the
usefulness of records for the conduct of current andior future
administrative business needs.
ADOPTION
Final action by a legislative bodN .
AGENCY -SPECIFIC
Retention schedule which specifies the approved disposition of a
SCHEDULE I
record series unique in purpose and function to its creating agency.
APPRAISAL
The process of determining the value and thus the disposition of
records based on their current administrative, fiscal, and legal
value: their evidential and informational value: their arrangement
and condition: their intrinsic value: and their relationship to other
-
records.
ARCHIVAL RECORDS
Records identified as having archival value or potential archival
value on the agency records retention schedule.
AUDIT
Reyic%% for acceptance of records relating to operations, policies and
procedures, financial documentation and historical documents by
resulatine asencies.
CLOSED/COMPLETED I
A file or record on which action has been completed and to which
an audit or further action is not likely to occur.
COPY
A reproduction of the contents of an original document which is not
the official file coP), of the agency. Copies are usually identified by
their function. i.e.. action coPe. reading file coPe. tickler file coPe.
etc. In most instances. copies mll have a shorter retention than the
official file coy (see Record Coos) of a record series.
CURRENT
Records %ylaen specified as the minimum retention period means that
superseded. rescinded. expired. or no longer useful records may be
removed from the files and mac be destroyed.
DATE OF BIRTH
The date on %%hich the birth of a person is documented.
DEPARTMENT OF RECORD
The depannnent that created or is responsible for retaining the
official record or record copy.
DISPOSITION
The predetermined action taken with regard to. inactive records_
including form of retention (hardcopy or image). period of time
retained (archive or destroy). where to store (on -site or oil -site). and
method of destruction (recycle. burn or shred).
DUPLICATE
A document produced at the same time the original is made by use
of a carbonized process (OCR or carbon paper).
EVIDENTIAL VALUE
In appraisal, the value of a record that documents the activities of an
organization or agency.
Accuracy, and completeness of the file / records.
FILE INTEGRITY
FISCAL VALUE
Documents and accounts for receipt of or expenditure of public
funds: such as budget, ledgers of accounts receivable and payable,
payrolls. and vouchers. Documents availability of funds for
operational purposes. In appraisal. records required until a
financial audit is completed or financial obligations are fulfilled.
HISTORICAL VALUE
In appraisal, the value attributed to a record which preserves
documentation on significant historical events including the City's
operations. origin. policies. authorities. functions. and
organizations. as well as significant administrative decisions.
61 U, 9
LEGAL VALLT I In appraisal. value attributed to a record series which documents
business ownershim agreements. and transactions
LIFE A record that i;as continuing value ;o the organization
MINI1i IUIN-I RETENTION I The least amount of time a record must be kept DETERMINED BY
PERIOD j ASS`.SS%tE:\T OF .ADNUMS T RATI\E_ LEGAL. FISCAL A\'D
! HISTORICAL. VALUES.
PER.ILANE\T
Recorded information %%hick is required b% late to b, retained: or
I which has been designated for continuous presen ation because of
its administrative or it istorical sienificanc:. i
RECORD COPY
The original or official coPy of a record maintained b> an agenc\
sometimes referred to as the designated original. or blue-ribbon
co v.
RECORD
Amv documentary material. re_ardless of physical form or
characteristic. made or received by an organization in pursuance of
law or in connection with the transaction of business. and used by
that Organization or its success or evidence of activities or because
of informational value.
RECORDS RETRIEVAL
I Locating documents and delivering thein for use.
RETENTION PERIOD
The period of time that records must be kept according to legal
and/or organizational requirements.
RETENTION SCHEDULE
A list or other instrument describing the record series. the length of
time records are retained (nta} include active and inactive storage
breakdown). the department of record. and the final disposition.
SUPERCEDE
The replacement of an existing document.
TERMLN- TATION
Designates the end of a specific terns. e.g.. appointed. elected
officials' tenns: employment'. training. course. program: use or
ownership.
VITAL RECORDS
Those records containing information necessan to continue the
operation of government. affirm the powers and duties of �
government and to protect the rights and interests of persons.
VITAL RECORDS
The document which identifies those records and record series that
RETENTION SCHEDULE
are classified as vital. specifies the means for the protection of those
.records. and provides each department with a complete listing of all
vital records for which the department is responsible.
CITATIONS
B&P - Business and Professions
CAC — California Administrative Code
CCP — Code of Civil Procedure
CCR — Code of California Regulations
CEQA — California Environmental
Quality Act
CFR — Code of Federal Regulations
EC — Election Code
FMLA — Family & Medical Leave Act,
1993
GC — Government Code
H&S — Health & Safety
HUD — Housing and Urban
Development
OSHA — Occupational Safety &
Health Act
PC — Penal Code
POST — Police Officers Standards
Training
UFC — Uniform Fire Code
USC — United States Code
WIC — Welfare & Institutions Code
LEGEND
Records Retention
AC = Active
AD = Adoption
AU = Audit
CL = Closed/Completion
CU = Current Year
D.O.B.=Date of Birth
E = Election
L = Life
P
= Permanent
S
= Supersede
T
=
Termination
CALIFORNIA RECORDS RETENTION GUIDELINES
INDEX
Abandoned Vehicles
Development
4
Abandonment
Development
8
Abandonments/Vacations
Public Works
3
Accident Reports - City Assets
Administration
10
Accounting/Cash Reconciliations
Law Enforcement
1
Accounts Payable
Finance
1
Accounts Receivable
Finance
1
Acquisition/Disposition
Development
8
Adjustments
Finance
2
Administration — General Subject
Administration
4
Administration — Public Financing Authority
Administration
10
Administrative/Internal
Law Enforcement
1
Affidavit Index
Administration
1
Agenda Reports (Master, Subject Files)
Administration
8
Agendas
Administration
8
Agendas, Board
Public Works
1
Agreements
Transportation
1
Air Duality
Development
5
Airport Certification
Transportation
2
Airport Noise Monitoring and Complaint
Transportation
2
Alarm Records
Law Enforcement
1
Annexation Case Files
Development
8
Annual Financial Report
Administration
1
Apparatus/Vehicle
Fire Safety
2
Appeals, Civil
Administration
8
Applications - Aircraft Storage
Transportation
1
Applications - Parking
'Transportation
1
Applications - Slip Rentals
Transportation
1
Applications - Special Events
Transportation
1
Applications
Finance
1
Applications, Absentee Ballots
Administration
1
Applications, Boards, Commissions, Committees
Administration
8
Appraisals
Development
8
Acquisition/Disposition
Development
8
Arrest/Conviction
Law Enforcement
5
Articles of Incorporation
Administration
8
Asbestos
Development
5
Assessment Districts
Administration
9
Assessment Districts
Finance
1
Asset Forfeiture - Investigations/Proceedings Case File
Law Enforcement
1
Asset Forfeiture - Notifications
Law Enforcement
2
Assisted, Challenged Voters List
Administration
1
Audits
Finance
3
Auto for Hire
Transportation
3
Ballots
Administration
1
Ballots — Prop. 218
Administration
2
Bank Reconciliations
Finance
1
Bank Statements
Finance
4
Benchmark Data
Development
1
Benefit Plan Claims
Administration
5
Benefit Plan Enrollment, Denied
Administration
5
Bids & Proposals (Unsuccessful)
Development
1
±13
INDEX
Bids, RFQ's, RFP's
Billing Records
Billing/Customer Records
Biographies
Blueprints, Specifications
Bond, Personnel Fidelity
Bonds - Administration
Bonds - Security
Bonds - Development
Bonds - Account Statements
Bonds - Bonds and Coupons
Bonds
Bonds
Bonds, Insurance
Books, Fire Code
Brochures, publications, newsletter, bulletins
Budget adjustments, journal entries
Budget Operating (copies)
Budget Operating (copies)
Budget
Budget, Accounting
Budget, Adopted
Budget, Proposed
Business License
Calendar
Calendar, City
California Environmental Quality Act (CEQA)
Canvass
Capital Improvement Projects
Capital Improvements, Construction
Cards - Dispatch
Cards - Field Interview
Case Books, Investigative
Case Files - Homicide Investigator's File
Case Files - Narcotics (No arrest, Narcotics Cases)
Case Files - Officer Involved Shootings
Case Files
Case Files, Planning and Zoning
Case Log
Case Records - (High Profile)
Case Records - (Routine)
Certificates (Building)
Certificates (Planning)
Certificates of Election
Charter - Amendments/Measures
Checks
Chemicals/Film Inventories
Citations-11357(e), Juvenile
Citations-11357b H&S, 11357c H&S,
11360b H&S Violations
Citations - California Vehicle Code Infractions (Duplicates)
Citations - Cite and Release
Citations - Parking/Traffic, Duplicates
Citations - Transmittals
Claim Files
Claims, Damage
N
Finance
Finance
Public Works
Administration
Development
Administration
Finance
Development
Development
Finance
Finance
Administration
Development
Administration
Fire Safety
Administration
Finance
Administration
Finance
Administration
Finance
Finance
Finance
Finance
Administration
Administration
Development
Administration
Development
Development
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
Development
Development
Administration
Administration
Administration
Development
Development
Administration
Administration
Finance
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
9
Law Enforcement
9
Law Enforcement
9
Law Enforcement
9
Law Enforcement
1
Administration
11
INDEX
Classifications and Appointments
Administration
4
Closures -
Public Works
?
Code Books
Development
1
Collections/Landfill
Public Works
2
Community Development Block Grant and
Administration
4
Urban Development
Community Services — Library
Administration
1
- Community Services — Placques
Administration
1
Community Services — Sports Organization
Administration
1
Congestion Management
Development
6
Connection Records
Public Works
6
Construction (Approved)
Development
4
Construction Tracking, Daily
Development ,
5.
Contractor
Development
1
Contracts and Agreements — Excl. Capital Improvement
Administration
9
Contracts and Agreements — Incl. Capital Improvement
Administration
9
Correspondence
Administration
4
Correspondence
Development
1
Court - Daily Schedule -
Law Enforcement
2
Court - Sign -in Logs
Law Enforcement
2
Court -Tracking System Records
Law Enforcement
2
Crime - Felony Crimes With Or Without Arrests
Law Enforcement
5
Crime - Misdemeanor/Infractions
Law Enforcement
6
Crime - Supplemental, Felony Capital Crimes,
Law Enforcement
6
Crimes Punishable by Death, Life Imprisonment
Deeds & Promissory Notes
Development
a
Deferred Compensation
Finance
3
Department Manual
Law Enforcement
1
-- Deposits, Receipts
Finance
1
Destruction - Guns
Law Enforcement
6
Destruction - Narcotics
Law Enforcement
6
Development (includes CDBG)
Development
2
Development Agreements
Development
1
Development Conditions
Development
1
Development Standards
Development
1
Disposition of Arrest/Court Action
Law Enforcement
6
Drawings, Project Plan
Development
1
Drawings, Traffic Control Plan
Development
5
Easements, Dedications, Rights -of -Way
Public Works
3
Employee Handbook
Administration
5
Employee Programs
Administration
5
Employee Rights
Administration
5
Employee Time Sheets
Finance
2
Environmental Review
Development
6
Equipment - Communication
Law Enforcement
1
Equipment - Inventory
Law Enforcement
1
Equipment - Inventory/Sign-out Cards- r aoto Lab.
Law Enforcement
10
Equipment - Operations Files - Photo Lab
Law Enforcement
10
Equipment - Radio Logs (Communication)
Law Enforcement
9
Evidence, Disposition Forms
Law Enforcement
2
Exposure - Personnel
Fire Safety
1
Facilities (Sanitation/Solid Waste/Wastewater)
Public Works
2
Facilities (Utilities)
Public Works
6
— Facility Rentals/Use
Development
7
Fair Political Practices - Administration, Statements
Administration
2
Fair Political Practices - Campaign disclosure, elected
Administration
2
INDEX
Fair Political Practices - Campaign disclosure, not elected
Administration
2
Fair Political Practices - Campaign disclosure, unsuccessful
Administration
2
Fair Political Practices - Candidate Statements
Administration
2
Fair Political Practices - History
Administration
2
Fair Political Practices - Statement of Economic Interest,
Administration
3
Elected
Fair Political Practices - Statement of Economic Interest,
Administration
3
not elected
False Alarm (Duplicate)
Finance
6
Federal and State
Administration
4
Field Books
Public Works
3
Field, Non -fire and Logs
Fire Safety
2
Financial, Annual
Finance
3
Financial Records - Grants
Administration
5
Financial Records, Public Financial Authority
Administration
10
Fingerprint - Applicants Files
Law Enforcement
2
Fingerprint - Inked/Palm Cards
Law Enforcement.
2
Fingerprint - Records Latents
Law Enforcement
3
Fingerprint - Suspect, AdLIUJuvenile
Law Enforcement
3
Fire, Non -arson and Logs
Fire Safety
2
Flood Control - Drainage Facilities
Public Works
6
Flood Control - Flood Zones
Public Works
6
Flood Control - Insurance Programs
Public Works
6
Flood Control - Polices/Procedures
Public Works
6
Flood Control - Reports/Studies
Public Works
6
Flood Control
Development
5
Flood Records
Development
7
Franchises
Development
1
Fueling
Transportation
1
Gas & Electric Rates
Public Works
6
General Administrative
-Administration
10
General Orders
Law Enforcement
9
General Orders, Policies/Procedures
Fire Safety
1
General Plan Amendments - Approved
Development
7
General Plan Amendments - Denied
Development
7
General Plan and Elements
Development
7
General Subject Files
Development
1
Goals & Objectives
Administration
4
Grants -Parks (refer to Admin.)
Public Works
1
Grants - Street/Alleys (see Admin.),
Public Works
3
Grants — Water (see Admin.)
Public Works
7
Grants, Community/Urban Development (includes CDBG)
Development
2
Grievance Files
Law Enforcement
11
Guns, Dealers Record of Sale
Law Enforcement
3
Hazardous Waste Disposal
Hazardous Materials
2
Hazardous Waste-Asposal
Transportation
1
Hearing or Revif,.i
Administration
1
Historic Preservation Inventory
Development
2
History, Sanitation
Public Works
2
Hourly Employees
Administration
5
Immigrant
Administration
5
Incident Files
Development
2
Incident Reports
Administration
11
Incident
Fire Safety
2
Incineration Plants, Sludge
Public Works
2
Incinerator Operations, Treatment Plant
Public Works
2
4.
s
INDEX
Index, Attorney Case
Administration
9
Informant files
Law Ercrcanent
..
— Inspection
Development
4
Inspection, Runway
Transportation
2
Inspection, Safety Self
Transportation
2
Inspections, Fire Prevention
Fire Safety
1
Insurance, ACCEL JT Powers Agreement
Administration
11
- Insurance, Certificates
Administration
11
Insurance, Liability/Property
Administration
11
Insurance, Workers Compensation
Administration
11
Internet, World Wide Web
Administration
7
Interpretations
Development
7
Intersection Records
Public Works
3
Inventory
Finance
2
Inventory, Equipment Parts & Supplies
Transportation
1
Inventory, Equipment & Supplies
Fire Safety
2
Inventory, Equipment - Parks
Public Works
1
Inventory, Equipment - Water
Public Works
7
Inventory, Information Systems
Administration
7
Inventory, Records
Administration
9
Inventory, Traffic Control Device
Public Works
3
Inventory, Vehicle Ownership and Title
Transportation
1
Investigations - Background
Law Enforcement
11
Investigations - Background Hired
Law Enforcement
11
Investigations - Notifications
Law Enforcement
2
Investigations, Evidence Arson - Administration
Fire Safety
1
Investigations, Evidence Arson - Reports
Fire Safety
2
Investment Transactions
Finance
3
— Invoices
Finance
1
Jail - Daily Logs
Law Enforcement
3
Jail - Inmate Record
Law Enforcement
3
Jail - Inspection Files
Law Enforcement
3
Jail - Surveys
Law Enforcement
3
Journals - Utility Billing
Finance
1
Journals, Fire Station
Fire Safety
1
Labor Distribution
Finance
3
Land Uses, non -conforming
Development
2
Landscape - Parks
Public Works
1
Landscaping — Streets/Alleys
Public Works
3
Ledger, General -Voucher
Finance
1
Legal Advertising
Administration
9
Licenses - Bicycle
Law Enforcement
3
Licenses - Bingo, Mace
Law Enforcement
3
Licenses - Business License Review Board
Law Enforcement
3
Administrative Files
Licenses - Duplicate (Pink), Secondhand Dealer,
Law Enforcement -
4
Pawn Brokers
Licenses, Permits
Transportation
1
Liens & Releases - Recorded
Development
4
Liens & Releases - Supporting
Development
4
Lighting
Public Works
3
Lobbyist Registration
Administration
3
Locations
Public Works
7
—' Logs
Development
5
Logs - Administration
Development
2
Logs - Auto Theft
Law Enforcement
4
INDEX
Logs - Case Assignment
Law Enforcement
Logs - Code Enforcement
Development
Logs - Daily, Activity
Law Enforcement
Logs - Daily, Officer
Law Enforcement
Logs - Daily, Report Summary
Law Enforcement
Logs - Investigative (Pre -Arrest)
Law Enforcement
Logs - Juvenile Detention
Law Enforcement
Logs - Property Control
Law Enforcement
Logs - Rap Sheet
Law Enforcement
Logs -Subpoena
Law Enforcement
Logs, Attorney Service Request
Administration
Logs, Fire Equipment/Gear
Fire Safety
Lot Split Cases
Development
Maintenance and Operations
Transportation
Maintenance and Operations - Municipal Facilities
Development
Maintenance and Operations - Parks
Public Works
Maintenance and Operations -
Public Works
Sanitation/Solid Waste/Wastewater
Maintenance and Operations - Service
Public Works
Maintenance and Operations - Streets/Alleys
Public Works
Maintenance and Operations - Well & Pumping
Public Works
Maintenance, FAA
Transportation
Management Reports
Administration
Maps & Plats
Development
Maps - Parks
Public Works
Maps - Streets/Alleys
Public Works
Maps - Water
Public Works
Maps, City Boundary
Development
Maps, Plans, Drawings, Exhibits, Photos
Development
Maps, PrecinctsNoter Information
Administration
Maps, Septic Tank
public Works
Master Plans - Streets/Alleys
Public Works
Master Plans - Water
Public Works
Master Plans, Annual
Development
Media Relations
Administration
Medical Leave
Administration
Medical - Personnel
Fire Safety
Meter Operations
Public Works
Meter Reading
Finance
Minutes
Administration
Minutes, Board
Public Works
Motor Vehicle Pulls (DMV)
Administration
Municipal Code
Administration
Mutual Aid, Strategic Plans
Emergency Management
Negotiation
Administration
Network Information Systems (LANIWAN)
_ Administration
Nomination Papers
.dminiStration
Non -Criminal Occurrences
Law Enforcement
Non -Safety Employees
Administration
Notices, Meeting
Administration
Notifications and Publications
Administration
Oaths of Office
Administration
Opinions
Administration
Ordinances
Administration
Parades & Special Events File
Law Enforcement
Parking - Lots
Public Works
6
4
U.Lt
INDEX
Parking - Regulations
Public Works
4
Patrol Requests (Correspondence)
Law Enforcement
9
— Pawn Slips/Tickets
Law Enforcement
4
Permits - Alcoholic Beverage Control License
Law Enforcement
11
Permits - Concealed Weapons
Law Enforcement
11
Permits - National Pollutant Discharge Elimination
Public Works
7
System (NPDES)
- Permits - Others
Public Works
7
Permits
Development
4
Permits
Public Works
4
Permits, Construction
Development
2
Permits, Encroachment
Public Works
4
Permits, Hazardous Materials Storage
Hazardous Materials
2
Permits, Improvement
Public Works
4
Permits, Other
Development
2
Permits, Oversize Load
Public Works
4
Permits, Parking
Public Works
4
Permits, Paving
Public Works
4
Permits, Uniform Fire Code
Fire Safety
1
Permits, Use (Temporary)
Public Works
4
PERS Employee Deduction Reports
Finance
2
PERS, Social Security, SSI
Administration
6
Personnel Records (copies)
Administration
6
Pest Control
Development
6
Petitions - Elections
Administration
3
Petitions - Legal/Legislative
Administration
9
Photographs - Daily Report (Negatives)
Law Enforcement
4
Photographs - Inmates (Negatives)
Law Enforcement
4
Photographs - Negative Log
Law Enforcement
11
Photographs - Negatives, Misc.
Law Enforcement
11
Photographs - Personnel
-Law Enforcement
11
Photographs
Development
2
Photographs - Parks
Public Works
1
Photographs - Streets/Alleys
Public Works
4
Photographs, Negatives, Film
Administration
11
Plans, Capital Improvement, Projects
Public Works
4
Plans, Proposed
Public Works
1
Policies & Procedures, Departmental
Administration
4
Policies and Procedures - Naming and numbering
Public Works
5
Policies and Procedures - Speed Limits
Public Works
5
Policies and Procedures- Parks
Public Works
1
Policies and Procedures - Water
Public Works
7
Policy, Council/Proclamations
Administration
10
Precinct Records
Administration
3
Press Releases
Law Enforcement
11
Press, Video P-;grams (Community Relations)
Law Enforcement
11
Program Files and Directories
Administration
8
Programs - Federal Aid Urban
Public Works
5
Programs - Traffic Safety
Public Works
5
Programs
Development
6
Programs, Household Hazardous Waste
Hazardous Materials
2
Projects, Not Completed or Denied
Development
2
Promotional Marketing — Eternal, Internal
Administration
4
Property Files
Law Enforcement
11
Property Original
Law Enforcement
6
Property, Pawn Broker/Secondhand
Law Enforcement
11
r .+
INDEX
Public Records Request
Administration
Radar Calibration Records
Law Enforcamem
Railroad Right-of-way
Public Works
Range Inventory
Law Enforcement
Rates - Sanitation/Solid Waste/Wastewater
Public Works
Rates - Water
Public Works
Reclamation
Public Works
Records Management Disposition Certification
Administration
Records Management
Administration
Records Retention
Administration
Recruitment
Administration
Recycling Programs
Public Works
Redevelopment
Development
Register
Finance
Registers, Transient Vessel Reservation
Transportation
Registration Files, Arson, Sex and Narcotics
Law Enforcement
Regulations
Development
Regulations
Public Works
Relocation Files
Development
Report, Accident (Copies)
Transportation
Reports -Accident and Incident (Aircraft)
Transportation
Reports - Accident
Law Enforcement
Reports - Accident
Public Works
Reports - Activity
Law Enforcement
Reports -Airport Operational (Administrative)
Transportation
Reports -Airport Operational (Regulatory)
Transportation
Reports - Audit
Administration
Reports - Bridges & Overpasses
Public Works
Reports - Chemical Emissions
Law Enforcement
Reports - Conservation
Public Works
Reports - Consumption
Public Works
Reports - Corrosion Control
Public Works
Reports - Dealer of Gun Sales, Duplicate
Law Enforcement
Reports - Departmental
Administration
Reports - Discharge Monitoring
Public Works
Reports - Drinking Water Corrections
Public Works
Reports - Federal and State Tax
Finance
Reports - Human Resources
Administration
Reports - Hydrograph_
Public Works
Reports - Inspection
Public Works
Reports - Lead Service Line
Public Works
Reports - NOTAM (Notice to Airmen)
Finance
Reports - NOTAM (Notice to Airmen)
Transportation
Reports - Others
Public Works
Reports - Public Education
Public Works
Reports - Quality Parameters
Public Works
Reports - Sanitary Surveys
Public Works
Reports - Source Water
Public Works
Reports - Staff
Administration
Reports - State Certification
Public Works
Reports - Studies (Sanitation/Solid Waste/Wastewater)
Public Works
Reports - Studies
Public Works
Reports - Studies
Public Works
Reports - Survey Response Files
Law Enforcement
Reports -Tonnage
Public Works
Reports -Traffic Collision Fatalities
Law Enforcement
INDEX
Reports -Traffic Count
Public Works
5
Reports - Variances, Water System
Public Works
9
— Reports -Vehicle Accident
Public Works
5
Reports - Well Level
Public Works
9
Reports
Development
3
Reports
Law Enforcement
7
Reports, Federal and State - Code Enforcement
Development
5
' Reports/Studies
Public Works
4
Requisitions - Purchase Orders
Finance
3
Requisitions - Stores
Finance
3
Research Project Files
Law Enforcement
7
Resolutions
Administration
9
Resolutions, Board
Public Works,
t
Restraining Orders, Emergency Protective Orders,
Law Enforcement
12
Temporary Restraining Orders, Legal Stipulations,
Orders After Hearing
Reviews, Internal/External Periodic
Administration
1
Risk Management Reports
Administration
11
Roster of Voters
Administration
3
Rosters (Divisional)
Law Enforcement
12
Routes, School Bus & Truck
Public Works
5
Safety Employees
Administration
7
Salary Records
Finance
3
Schedules - Daily
Law Enforcement
12
Schedules - Municipal Clerk
Administration
10
Schedules -Watch Assignment/Timekeeping Records
Law Enforcement
12
Schedules, Class & Events
Public Works
1
Sealed - Adult Found Factually Innocent
Law Enforcement
8
-- Sealed - Juvenile
Law Enforcement
8
Seismic Retrofit Program
Development
3
Signage
Public Works
5
Signs (Temporary)
Development
4
Slip Rental Index
Transportation
3
Slip Rental Permits
Transportation
3
Slip Rental Waiting List
Transportation
3
Soil
Development
6
Soil Reports
Development
6
Sources
Public Works
9
Speaker Requests
Law Enforcement
12
Special Districts
Development
5
Special Projects
Administration
4
State Controller
Finance
3
Statistical (Crime Analysis)
Law Enforcement
7
Statistical (UCR), Uniform Crime Reports
Law Enforcement
7
Street Names and House Numbers
Development
3
Street/Alley (Abandonment/ Vacation)
r,evelopment
5
Studies, Special Projects & Areas
Development
3
Subpoenas (Duplicate)
Law Enforcement
8
Support Services
Administration
4
Surplus Property - Auction
Finance
2.
Surplus Property - Disposal
Finance
2
Surveyor Field Notes
Public Works
9
Surveys
Development
3
-- Surveys and Studies
Administration
7
Surveys, Water System Sanitary
Public Works
9
Tapes - Audio, Telephone and Radio Communications
Law Enforcement
8
INDEX
Tapes -Audio, Video
Tapes - Surveillance!Security Video (Jail)
Tapes Information Systems
Taxes Receivable
Tests - Bacteriological Analysis
Tests - Chemical Analysis
Tests - Quality
Tests, Densitometer Results (Photo Lab)
Traffic Signals
Traffic Signals
Training - Bulletins
Training - Event Files
Training - Lesson Plans, Range
Training Materials
Training - Personnel
Training - Personnel (by name)
Training - Schedules, Range
Training Records - Non -Safety
Training Records - Personnel (by name)
Training Records - Safety
Travel Records
Underground
Underground Storage Tank -
Maintenance and Operations
Underground Storage Tank - Compliance
Uniform Vouchers (by name)
Unsuccessful Grants
Use of Force Supervisory Review Files
Utility Rebates
Valve Main Records
Vehicle Assignment
Vehicle Ownership & Title
Vehicle - Assignment Reports
Vehicle - Down Reports
Vehicle Mileage Reimbursement Rates
Vehicle - Repossession/Private Impounds
Vehicle - Service Schedules
Vendor Register
Vests, Bulletproof Letters
Violations, Drinking Water
Violations, Building, Property & Zoning
Volunteer Card Files
Voter Affidavits
Voter Registration Signature Copy
Warrant Register
Warrants - Felony
Warrants - Misdemeanor Criminal
Warrants - Parking
Warrants - Served
Warrants - Traffic
Warrants - Unserved (Local)
Weapons, Database
Weed Abatement
Weigh Scales
Workers Compensation
10
Administration
9
Law Enforcement
?
Administration
8
Finance
1
Public Works
9
Public Works
9
Public Works
9
.Law Enforcement
12.
Development
5
Public Works
6
Law Enforcement
12
Law Enforcement
12
Law Enforcement
12
Hazardous Materials
3
Fire Safety
1
Law Enforcement
12
Law Enforcement
12
Administration
7
Administration
7
Administration
7
Administration
4
Public Works
6
Hazardous Materials
3
Hazardous Materials
Law Enforcement
Administration
Law Enforcement
Finance
Public Works
.Transportation
Finance
Law Enforcement
Law Enforcement
Administration
Law Enforcement
Law Enforcement
Finance
Law Enforcement
Public Works
Development
Law Enforcement
Administration
Administration
Finance
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
Law Enforcement
Fire Safety
Public Works
Administration
N I+
CALIFORNIA RECORDS RETENTION GUIDELINES
Admini.stration
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
AUDIT
I
f
Annual Financial Report
CL + 2
1 GC34090
Independent auditor analysis
Bonds
CL + 10
GC34090;
CCP 337.5
Final bond documentation
Budget
P
GC34090
Annual operating budget approved by
Legislative Body
Budget Operating (co ies)
S
GC34090
Departmental Reference
Hearing or Review
AU + 2
GC34090;
OMB A-128
Documentation created and or received
in connection with an audit hearing or
review
Reports
i AU + 4
GC34090;
OMB A-128
j internal and/or external
Reviews, Internal/External
Periodic
CU
GC34090;
GC6250
Daily, weekly, monthly, quarterly or
other summary, review, evaluation, log,
list, statistics, except a report
COMMUNITY
SERVICES
Libraries
I CU + 2
GC 34090
Books, art, gifts, donations, exhibits,
theatre, music, special events, etc.
Plaques
I P
Historic value
Sports Organization
S + 2
ELECTIONS
Affidavit Index
CL + 5
EC 17001
Applications, Absentee
Ballots and Envelopes
E + .5
EC 17505;
EC 17302
From date of election
Assisted, Challenged
Voters List
E + .5 I
EC 17304
From date of election
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
000023
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
Record'5eries Title Retention citation Descriptor I�
Ballots
P
California
Property related fees (Assessment
Prop. 218
Constitution
Ballot proceeding)
(Assessment
Art. XIII
Districts)
Calendar
E + 2
GC 34090
�I
Canvass --
P
GC 22932;
Notifications and Publication of '
EC 17130;
Election; Records used to compile final
EC 2653
election results, including tally sheets,
voting machine tabulation, detailed
breakdown of results; special election
results i
Certificates of Election
T + 4
GC 81009(a)
Certificates of election; Original reports
(d)
and statements
Charter
P
GC34458-60;
Chapter designations by Secretary of
Amendments/
GC34090
State following adoption of voters
Measures
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,
Not Elected
Campaign
E + 7
GC81009
FPPC Filings
disclosure -
Unsuccessful(all
other committees
Candidate
E + 4
Sample ballot retained permanently.
Statements
I
History
P
GC 34090
History of elections, sample ballots.
certificates of destruction, other
resolutions re: elections
000021
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
Statement of
T + 7
GC 81009(e)
FPPC Filings
economic interest -
Elected Officials
Statement of
E + 5
GC 81009(b)
FPPC Filings
economic interest -
Not Elected -
Lobbyist Re istration
P
I EC 81009(b)
Statements
Maps, Precincts/Voter
E + 2
GC 34090;
Information
EC 17501;
EC 17301
Nomination Papers
Successful
E + 4
EC 17100
Unsuccessful
E + 2
GC 81009(b)
Notifications and
I E + 2
GC 34090
Proof of publication or posting,
Publications
certification and listing of notice of
posting; copy of newspaper notice and j
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;
17400; GC
Initiative, referendum, recall, Charter
7253.5; EC
Amendments
14700 + GC
3756:8
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
000025
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
s
IIRecord Series Title Retention Citation
Voter Registration
Signature Copy
CU + 5
EC 17000
Fire, special or school district
i
I
GENERAL SUBJECT
Administration
P
GC 34090
Biographies ICU
+ 2 1
GC34090 I
li
Classifications and
Appointments
P
GC 34090;
GC 12946; 29
CFR 516.6(2);
29 CFR
1602.4
Includes supplemental Personnel
records. Wage rate tables 2 years.
Correspondence/
Originating Department
CU + 2 (
GC34090(d)
If not attached to agreement or project
file
Goals & Objectives
CU + 2 1
GC34090 j
Departmental goals & objectives
Policies & Procedures, I
Departmental
S + 5 I
GC34090(d)
Retain while current
Promotional Marketin
External 1
CU + 7
Internal
12
Reports
Departmental
�CU+2
I 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
1 GC34090
GRANTS
Community Development
Block Grant and Urban
Development
T + 4
GC34090; 24
CFR 570.502
24 CFR85.42*
Applications, reports, contracts, j
supporting documents; *OMB Cir. A -
102, A-110, A-128
Federal and State
CL + 5
GC34090
Refer to grant application close-out
procedure
000026
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
— Final, December 1998
California City Clerks' Association
Record Series'Title Retention Citation
Financial Records
CL + 5
GC34090
Refer to grant application close-out };
procedure I
Unsuccessful
CL + 2
GC34090
Applications not entitled
------------
HUMAN RESOURCES
Benefit Plan Claims
P
GC6250 et
May include dental, disability,
seq;
education, health, life and vision
OMB A-129
including dependent care and
29 CFR
Employee Assistance
1602.30; 32;
*29 CFR 1637.3; 29 USC 1027; 29 CFR
Lab Rel Sec
1627.3; 29 USC 1113
1174*
Benefit Plan Enrollment,
CL + 4
GC34090;
Denied
OMB A-128
Bond, Personnel Fidelity
I T + 2
I GC34090 I
Employee fidelity Bonds
Employee Handbook
S + 2
GC 34090
General employee information
including benefit plans
Employee Programs
CL + 2
GC 34090;
includes EAP and Recognitions
GC 12946
Employee Rights
GC12946; 29
May include Arbitration, grievances,
General Employees
T + 2
CFR 1602; 29
union requests, sexual harassment and
Safety (Police)
T + 5
USC 211 (e);
Civil Rights, complaints, disciplinary
203(m);
actions
207(g)
Hourly Employees
T + 6
GC12946;
*29 CFR 1627.3, abor Relations
GC34090*
Section 1174
Immigrant
Immigration
1-9's
Reform/Con-
trol Act 1986
Pub. L 99-603
000027
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
!@cord 5eties Title Retention Citation Descri
Medical Leave
CL + 30
FMLA 1993
May include Family leave;
US OSHA;
certifications; tests; W-4's; *29 CFR
29 CFR; '
1602.30.32; 49 CFR 193-9; 1910.20 !I
Motor Vehicle Pulls DMV
CL + 7
GC12946, '
`CA 91009; 8 USC 1324 a �I
Negotiation
P
29 USC
Notes, notebooks, correspondence, !,
Sections
contracts, and Memorandums of
211(c),
Agreements II
203(m),
207( )
q
Non -Safety Employees
T + 3
Reference:
Non -safety employees may include:
29 CFR
Release Authorizations; Certifications;
1627.3; Lbr
Reassignments; outside employment;
Rltns Sec
commendations disciplinary actions;
1174; 29 CFR
terminations; Oaths of Office;
1602.30.32;
evaluations -pre -employee medicals;
GC6250 et •
fingerprints; identification cards (ID's
seq; 29 CFR;
*1607.4; 29 CFR 655.202; 29 CFR 516.o
GC 12946,
et seq; 45 CFR 1068.6(a)
34090'
Personnel Records
CU + 2
GC34090;
Attendance; evaluations; drafts;
(copies)
GC6250
worksheets; postings
PERS, Social Security, SSI
P
29 CFR
EEOC/ADEA
1627.3(2); GC
12946, 34090
Recruitment
CL + 3
Reference:
Applications, resumes, alternate
GC12946;
lists/logs, indices; ethnicity
GC6250 et
disclosures; examination materials;
seq;
examination answer sheets, job
29 CFR 1602
bulletins; eligibility; electronic
et seq
database
29 CFR 1607;
49 USC
2000(e)-8;
2000(c)-12
Reports
CU + 2
GC34090
Employee statistics, benefit activity;
liability loss
000028
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
II Record Series Title Retention Citation Descriptor
Safety Employees
T + 5
Reference:
Police, fire, emergency employees may
29 CFR
include; Release Authorizations;
16273; Lbr
Certifications Reassignments; outside
Rltns Sec
employment; commendations
1174;
disciplinary actions; terminations;
29 CFR
Oaths of Office; evaluations -pre
1607.4; '
employee medicals •29 CFR 1602.30.32;
29 CFR 655.202; 29 CFR 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
Non -Safety
seq • !
program training, class training
materials, internships;
Personnel (by
T + 7
GC34090
Paperwork documenting officers'
name)
I
internal and external training
Safety
CU + 2
GC34090
Certifications/designations
Vehicle Mileage
S + 2
GC 34090
Annual mileage reimbursement rates
Reimbursement Rates
INFORMATION
SERVICES
Internet, World Wide Web
S + 2
I GC34090
Management/Policies and supporting
S + 2
GC34090
documentation
Hardware/Software Inventory logs;
Inventory, information
Systems
systems manuals
Network Information
CU + 4
GC34090;
Configuration maps and plans
Systems (LAN/WAN)
CCP 337.2;
343
000029
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
[Record Series Title Retention Citation Desc
Program Files and
CU + 2
GC34090;
Annual backup
Directories
CU + (2
GC34090.7
Daily backup
mos.)
i
CU + 1
Monthly backup
CU + .5
1
Meekly 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 Commissior--
Agenda Reports (Master,
I CU + 2
GC34090 (d) I
Documentation received, created
Subject Files)
and/or submitted to 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, Committees
GC40801
Articles of Incorporation
P
GC34090;
CCP 337.2
Case Log
CL + 7
CCP 337.2;
From Close of cases listed;
343
Chronological listing of cases
Case Records - (High
f
GC6254
Significant cases which have
Profile)
{ z
importance/or set legal precedence.
Includes logs, complaints, police
reports, court orders, motions, notes,
briefs
Case Records- (Routine)
E
42 USC s1983
Includes logs, complaints, police
reports, court orders, motions, note
briefs, closing statements (unless
minors - 3 years after attaining 18
oao0 3n
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation
Contracts and Agreements
T + 5
CCP 337.2, Includes leases, equipment, services
Excl. Capital
343; or supplies
Improvement
B&P7042.5;* *PU7685; 48 CFR:2; GC53066
Incl. Capital
P
2.08.110;*
Construction
Improvement
I*GC37090a; 4004; H&S 19850 j
Index, Attorney Case
L
GC6254
Including notations on activities related
to case
Legal Advertising
CU + 4
CCP 343, 349
Includes public notices, legal
et seq.;
publications
GC 911.2;
GC 34090
Logs, Attorney Service
CU + 2
1 GC34090
Service request, summaries of monthly
I
Request
I
requests
Minutes
P
GC34090(d);
Official minutes and .hearing
GC36814;
proceedings of governing body or
GC40801
board, commission or committee
Notices, Meeting
CU + 2
GC 34090.71
Special meetings
54960.1(c)(1)
Opinions
S + 2
GC34090;
Confidential
GC6254
Ordinances I
P
GC34090(d)4
Charter amendments; municipal code
0806
Petitions
CU + 1
GC50115;
Submitted to legislative bodies
GC6253
Resolutions
P
GC34090(d)
Legislative actions
40801
Tapes, AudioNideo
CU + 3
GC 34090.7
When used for minute preparation and
�may
r
have historical value.
MUNICIPAL CLERK
Assessment Districts
P
GC 34090
Original documentation
Inventory, Records
CU + 2
GC34090; 80
Inventory of non -current or inactive
OPS Atty.
records holdings and location, indices.
Gen. 106
Tapes may be recycled.
Municipal Code
P
GC 34090
Su plements included
000031'
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
Public Records Request
CL + 2
1 GC 34090
Records Management
CL + 2
GC34090
Document includes retrieval, transfers -
inactive
Records Management
Disposition Certification
P
I GC34090
Documentation of final disposition or
records
Records Retention_
Schedules
S + 4
CCP 343
i
POLICIES/
PROCEDURES
General Administrative
S + 2
GC34090;
40801
All city policies and procedures
Policy, Council/
Proclamations
S + 2
GC34090
Policies, directives rendered by Council
not assigned a resolution or ordinar^9
number
PUBLIC FINANCING
AURTHORITY
Administration
P
GC 34090
Financial Records
P
GC 34090,
40802, 53901
Management Reports
12
1 GC 34090
PUBLIC INFORMATION
Brochures, publications,
newsletter, bulletins
S + 2
GC 34090
GC 34090
Calendar, City
CL + 2
Media Relations
CU + 2
GC 34090
Includes cable, newspaper, radio,
messa a boards, presentations.
RISK MANAGEMENT
Accident Reports - City
Assets
CL + 7
29 CFR
1904.2; 29;*
Reports and related records
* CFR 1904.6
Bonds, Insurance
I P
CCP 337.2;
343
_
Bonds and insurance policies insui g
ci property and other assets
000032
CALIFORNIA RECORDS RETENTION GUIDELINES
Administration
Final, December 1998
California City Clerks' Association
�I Record Series Title Retention Citation Descri
Claims, Damage
I CL + 5
GC34090;
IGC25105.5
Paid/Denied
Incident Reports
CL + 7
29 CFR
Theft, arson, vandalism, property
1904.2; 29
damage or similar occurrence
CFR 1904.6
(excluding fire/law enforcement)
Insurance, ACCEL.JT
P
GC34090
(Authority California Cities Excess
Powers Agreement
Liability Insurance) — Accreditation/
MOD's/a reement/a endas
Insurance, Certificates
P
GC34090
Insurance certificates filed separately
from contracts, includes insurance filed
by licensees
Insurance,
P
GC34090
May include liability, property,
Liability/Property
i
Certificates of Participation, deferred,
I
use of facilities
Insurance, Workers
P
GC6410;
Indemnity; PERS - working files -
Compensation
29 CFR
originals with Administrator
1910.20
Photographs, Negatives, I
CL + 2
GC34090
Film
Risk Management Reports
CL + 5
OMB 1220-
Federal OSHA Forms; Loss Analysis
0029; 29
Report; Safety Reports ; Actuarial
CFR1904.4;
Studies
GC 34090
Workers Compensation
P
CCR 14311;
Claim Files, Reports, Incidents
15400.2
(working files) originals filed with
Labor Code
Administrator
5405 Title 8
00003
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
Final, December 1998
California City Clerks' Association
Record series Title 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
I
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
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.
Agreements
337.1(a),
Original maintained for 7 years.
337.15;
GC34.090;48
CFR 4.703
Development
P
GC34090a
Landscape mediums, parkway
Standards
landscape 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,
65869.5,
contracts for sale or purchase of
34090*
property, cable, grant of easements
and/pr involving construction of
improvements
*CCP 337.2, 343; AC16023
General Subject Files
CU + 2
GC34090d
Internal working files including
correspondence
1
000034
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor j
Grants,
CL + 4
24CFR
Project files, contracts,. proposals,
Community/Urban
570.502(b)
statements, reports, sub -recipient
Development (includes
(3); 241CFR
dockets, Environmental review, grant
CDBG)
85.42 &
documents, applications, iriventory,
OMB Cir. A-
consolidated plan, etc. Includes Section
110, Attach.
108 loan guarantee 'OMB Cir. A-102 &
C; '
, 128, HUD regulations
Historic Preservation
2
GC34090d
Historic structures & landmarks
Inventory
Incident Files
l 2 1 GC34090d
Emergency Call Outs
Land Uses,
I P
GC34090a
,
Building or site usage which -does not
nonconforming
(
'
conform to current standards
Logs
CU + 5
Logs, registers or similar records listing
permits, certificates of occupancy
issued; may include inspection, building
activity, daily, Ian check, utility
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,
H&S19850;
encroachment, including blueprints and
4003; 4004
specifications
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
KJ
000035
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
Final, December 1998
California City Clerks' Association
Record'Sefies'Title Retention Citation Descriptor
Reports
CU + 2
I GC34090
Activity, periodic
Seismic Retrofit
Program
P
I GC34090a
Includes Certificates of Compliance
Street Names and
House Numbers
P
GC34090a
Street dedications, closings, address
assignment/changes
Studies, Special
Projects & Areas
CL + 2
GC34090d
Engineering, joint powers, noise,
transportation
Surveys
P
GC34090a
[-Recording data and maps
I
3
000036
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
BUILDING
I h
Blueprints,
CL + 2
GC34090d
Submitted by contractors with j
Specifications
application for permit and builds for
Certificate of Occupancy
Certificates
L
GC34090a
Compliance, elevation, occupancy which l
affect real property
Construction
P
GC34090a;
New commercial and residential
(Approved)
4003; 4004;
construction, tenant improvements room
H&S 19850,
additions, spa, signs, block wall,
19853
remodel including security bonds
Inspection
CL + 2
1 GC34090d
Correspondence, fees, appeal requests,
i
I
reports
Permits
P
GC34909a;
Plans, building, signs, grading,
H&S 19850;
encroachment permits
4003;4004
Signs (Temporary)
S + 2
GC34090d 1 Home occupations, off -premise signs
i
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 I
GC34090
Utilities, abatement, licenses
Recorded
P
4
000031
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
Final, December 1998
California City Clerks' Association
Record Series Title 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
State
contain records 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
Projects
list, specifications, reports, plans, work
orders, schedules, etc.
Construction Tracking,
P
CC337.15
Assesses value of real property
Daily
I
I
I
Drawings, Traffic
P
GC34090a
Signs, signing & striping, road
Control Plan
construction
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 (AGMD)
CU + 7
CCP 338(k);
Participants/voucher logs, Total Daily
GC34090
Mileage Survey (TDM); various local
authorities; Commute Alternative
Asbestos
P
GC34090a
Documents abatement projects, public
buildings
C1
00003.3
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
— Final, December 1998
California City Clerks' Association
LRecord Series Title Retention Citation Descriptor
-California
P
GC34090a +
Exemptions, Environmental Impact .
Environmental Quality
CEQA
Report, Mitigation monitoring, negative
Act (CEQA)
Guidelines
declaration, notices of 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,
I
conservation
Pest Control
CU + 2
I GC34090d
I Pesticide applications, inspections &
sampling, documents
Soil
I CL + 2
I 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
570.502(b)(
Authority Strategy, Meeting Credit
3); 24 CFR
Certificate, Housing bond advisory,
85.42 &
HOME, In -Lieu Housing Mitigation,
OMB Cir. A-
Low/Moderate Housing, Rental Housing
110, #C
Assistance
Redevelopment
Budgets
P
GC 34090,
Includes annual audit
40802,
53901
Br-nd Issues
P
GC43900 et
seq.
2
000039
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
MUNICIPAL
FACILITIES
Capital Improvements,
P
2.083110;
Contains records re: Planning, design,
Construction
GC34090a;
construction, conversion or modification
_
4004; H&S
of local government -owned facilities,
19850;
structures & systems
GC34090a
Facility Rentals/Use
I CU + 2
GC34090
Permits, contracts, diagrams, schedules,
insurance binders
Maintenance &
CU + 2
GC34090d
Service requests, invoices, supporting
Operations
documentation; buildings, equipment,
field engineering, public facilities
including work orders and graffiti
removal
PLANNING
Case files, Planning
P
GC34909a;
Pertains to real property. May include
and Zoning
H&S 19850;
blueprints, drawings, maps, plans,
4003;4004
reports, evaluations, correspondence,
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
El-ements - - =
General Plan
Amendments
Approved
CL + 2
GC34090
Denied
CU + 3
GC65103; `
` GC50110
interpretations
CU + 2
GC34090
7
000040
CALIFORNIA RECORDS RETENTION GUIDELINES
Development
Final, December 1998
California City Clerks' Association
Record Senes7itle Retention Citation Descriptor
Maps, Plans,
Drawings, Exhibits,
Photos
P
GC34090;
H&S 19850;
GC34090.7
Zoning, tentative subdivision, parcel,
land use map, aerial photos, specific
plans
PROPERTY
Abandonment
P
GC34090a
Buildings, Condemnation, Demolition
Acquisition/
Disposition
CL + 10
GC34090a;
GC6254
Supporting documents re: sale, j
purchase, exchange, lease or rental of J
property by City
Annexation Case Files
P
GC34090a
Reports, agreements, public notices
Appraisals
CL + 2
GC34090;
GC6254(h)
Exempt until final acquisition or contract
agreement obtained
Deeds & Promissory I
Notes
P
GC34090a' (' 24 CFR 570.502(b)(3); 24 CFR 8.42 &
( OMB Circ. SA-110
Maps, City Boundary
P
GC34090d Recorded maps, surveys, monuments
Lot Split Cases
P
GC34090
Relocation Files
CL + 2
GC34090 e.g., Redevelopment j
8
000041
CALIFORNIA RECORDS RETENTION GUIDELINES
Finance
Final, December 1998
California City Clerks' Association
[Record Series Title 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 Reconciliations
AU + 5
GC34090;
26 CFR
16001-1
Statements, summaries for receipts,
disbursements & reconciliations
Billing Records
AU + 2
GC34090
Customer name, service address,
meter reading, usage, payments,
applications/cancellations
Budget
J AU + 2
1 GC 34090
Budget adjustments,
journal entries
AU + 2
GC34090
Account transfers
Checks
AU + 5
GC34090;
CCP 337
Includes payroll, canceled & voided
checks
Deposits, Receipts
AU + 4
GC 34090;
CCP 337
Checks, coins, currency
Invoices
AU + 2
GC34090
Copies sent for fees owed, billing,
related documents
Journals
Utility Billin
CU + 2
GC34090
Billing including monthly activity
Leda-.7r, General
P
GC34090; *
* CCP 337
Voucher
AU + 4
GC34090;
CCP 337
Account postings with supporting
documents
Taxes, Receivable
AU + 3
CCP338
Warrant Register
AU + 2
GC 34090.7
ADMINISTRATIVE
SERVICES
Budget Operating (copies)
S
GC34090
Departmental Reference
000042
CALIFORNIA RECORDS RETENTION GUIDELINES
Finance
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Budget, Proposed
CU + 2
GC34090 I
Presented to Council
Adopted
P
GC 34090
FIXED ASSETS
Inventory
AU + 4
GC34090;
Reflects purchase date, cost, account
26 CFR 301
number
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 & Title
L
VC 9900 et
Title transfers when vehicle sold
seq.
LICENSE
Business
T + 4
GC34090;
Paid & reports
CCP 337
PAYROLL
Adjustments
AU + 4
GC 34090
Audit purposes
29 CFR
516.5 —
516.6
Employee Time Sheets
AU + 6
GC34090;
Signed by employee for audit & FEMA
29 CFR
Reports
516.2*
*20 CFR 516.6(1); IRS Reg. 31.6001-
1 e (z); R&T 19530; LC 1174 d
PERS Employee Deduction
T + 4
GC34090;
Record of deductions
Reports
CAC 22-
(PERS Public Employee Retirement
1085-2
System) *26CFR 31.6001-1;29 CFR
516.5,516.6,LC1174d
Register
P
GC34090;
Labor costs by employee & program
GC37207
000043
CALIFORNIA RECORDS RETENTION GUIDELINES
Finance
Final, December 1998
California City Clerks' Association
k-ec*ord'Sedes Title Retention
Salary Records
T.+ 3
GC34090;
29 CFR
516.2
Deduction authorization, beneficiary
designations, unemployment claims,
garnishments
PURCHASING
Bids, RFQ's, RFP's
Successful
Unsuccessful
AU + 4
AU + 5
CU + 2
GC34090;
CCP 337; *
Requests for Qualifications; Requests
for Proposals regarding goods and
services * GC 25105-1; GC 34090
Requisitions
Purchase Orders*
AU + 4
I GC34090;
CCP 337
Original documents
Stores
ICU + 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 CFR
16001=1*
Records of employee contributions
and city payments
*29 CFR 1627.3(2)
Federal and State Tax
AU + 4
GC34090;
29USC 436
Forms 1096, 1099, W-4's and W-2's
*26 CFR 31.6001.1-4; IRS REG 31.6001-
1 e (2);R&T 19530;29 CFR 516.6-516.6
Financial, Annual
AU + 7
GC 34090.7
Investment Transactions
P
GC340P",;
CCP 337;
GC 53607
Summary of transactions, inventory &
earnings report
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
000044
A
CALIFORNIA RECORDS RETENTION GUIDELINES
Finance
Final, December 1998
California City'Clerks' Association
Record Series Title Retention Citation
TREASURER
Bank Statements
AU + 2
FC 3368,
Financing authority
30210; GC
43900 et
seq.
Bonds --
Account Statements
CL + 10
GC34090;
Monthly statement of transactions.
CCP 337.5
Administration
CL + 10
GC34090;
Supporting documents
CCP 337.5
Bonds and Coupons
CL + 2
GC34090;
Paid/canceled
53921
0000455
CALIFORNIA RECORDS RETENTION GUIDELINES
Emergency Management
Final, December 1998
California City Clerks' Association
Record series Title Retention Citation
Mutual Aid, Strategic Plans I S + 2 1 GC34090
r
CALIFORNIA RECORDS RETENTION GUIDELINES
- Fire Safety
Final, December 1998
California City Clerks' Association
>eries Title Retention Citation
ADMINISTRATION
Books, Fire Code
S + 3
GC34090.1
CCP 340.5
Include OPS manuals
I
General Orders,
Policies/Procedures
I S + 2
Inspections, Fire Prevention
CL + 3
UFC.103.34
Alarm/sprinkler systems, prevention
efforts
Investigations, Evidence Arson
P
I PC 799
Support prosecution resulting in homicide
Investigations, Evidence Arson
CL + 6
PC 800
Great bodily harm, inhabited structure or
property
Journals, Fire Station
CU + 2
GC34090
Activities, personnel, engine company
Permits, Uniform Fire Code
CL + 2
GC34090
PERSONNEL
Exposure
T + 30
29 CFR
1910.1020
Sampling results; collection method -,logy,
background
Exposure
T + 1
29 CFR
1910.1020
Laboratory reports and worksheets
Medical
T + 30
29 CFR
1910.1020
Medical
T + 2
29 CFR
1910.1020; *
_
Employees less than one year
*GC34090
Training
T + 2
GC34090
Certifications/desi g nations
000040
CALIFORNIA RECORDS RETENTION GUIDELINES
Fire Safety
Final, December 1998
California City Clerks' Association
[Record:S e ties Title Retention Citation
Descri
PROPERTY
ApparatusNehicle
CU + 2
GC34090
CCP 340.5 •
Repair and Maintenance
'8 CAL Code Reg. 3203 b 1
Inventory, Equipment &
Supplies
CU + 2
GC34090
Logs, Fire Equipment/Gear
CU + 2
GC34090
REPORTS
Incident
CL + 3
GC34090
CCP338 '
Dispatch and daily logs
I *CCP 340.5
Field, Non -fire and Los
ICU + 2 1
GC34090
Fire, Non -arson and Los
CU + 2
I GC34090
Investigations, Evidence Arson
CL + 3
1104.32
PC 801 • UFC
Structure
Weed Abatement I
CL + 2 I
GC34090
Reports, assessments, resolutions,
documentation
CALIFORNIA RECORDS RETENTION GUIDELINES
Hazardous Materials
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Hazardous Waste Disposal
CU + 10
CAL OSHA;
Documentation re handling and disposal
40 CFR
of hazardous waste
122.21
Permits, Hazardous Materials
CU + 2
GC34090
Departments consistently recommend
Storage
permanent retention of environmentally
sensitive materials.
Programs, Household
S + 2
GC34090
Hazardous Waste
000047
CALIFORNIA RECORDS RETENTION GUIDELINES
Hazardous Materials
Final, December 1998
California City Clerks' Association
s Ttle Retention Citation De
Training Materials
S + 2
Cal Code *
Standards and Administration
*Reg. 3204(d), et seg.
Underground Storage Tank
Compliance
P
GC34090a
Documents re: storage
Maintenance & Oper.
CU + 2
GC34090
Location, installation, removal, remediation
I
000048
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
ADMINISTRATION
Accounting/Cash
CU + 2
GC34090
Reconciliations
Alarm Records
CU + 2
1 GC34090
Claim Files
CL + 6
PC 832.5
I Claim copy, correspondence, i
photographs, supporting documents
relative to incidents involving the
Police Department filed by citizens '.
Department Manual
DePes
is
Chanto manual are recorded in !
( 9
the General Orders (permanent)
Equipment
T + 2
GC34090
Retained until termination of
Communication
equipment use; Manuals, !
instructions, procedures
Inventory I
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
CU + 2
GC34090
Chemical Emissions
Survey Response
CU + 2
GC34090
Surveys, responses, correspondence
Files
with other agencies requesting
statistical data
INVESTIGATIONS
Administrative/Internal
CL + 5
PC 832.5
Initiated by citizens complaints or
EVC 1045
internally initiated; includes
GC 12946
complaint, reports, findings
PC 801.5;
803(c)
VC 2547
Asset Forfeiture
CL + 2
GC34090
Investigations/
Proceedings Case
File
000049
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
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, Investigative
CL + 2
GC34090
Retained by division until a case is j
suspended/closed; transfer to
Records Division to be filed with l
associated Daily Report (DR) file
Case Files
P
PC 799
it
Homicide
i
Investigator's File
i
Narcotics (No I
CL + 2
GC34090
Retained by division until no longer
arrest, Narcotics I
useful for investigative purposes
Cases
Officer Involved
CL + 25
I GC34090
Shootings
Court
CU + 1
GC34090.
Printouts of daily court scheduling
Dail Schedule
(
7
Sign -In Logs l
CU + 2
GC34090
Logs officers' names, time in/out for
court appearances
Tracking System
CU + 2
GC34090
Database records subpoena number,'
Records
officer name, case number,
defendant name, district attorney
name, court information disposition
Evidence, Disposition Forms
Attach to duplicate Property Report,
file w/DR in Records Division
Fingerprint
T + 2
GC34090
Paperwork au:;ilorizing fingerprinting
Applicants Files
and background checks for city
employment applicants and business
license applicants
Inked/Palm Cards
AC + 20
Persons booked into detention
facility; (Copies distributed to
county, state, federal agencies)
000050
CALIFORNIA RECORDS RETENTION GUIDELINES
Lave Enforcement
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor i
Records Latents
Approp.
1) Retain for applicable case statute
PC
of limitation; 2) or until evidence- in
Section
case is destroyed; Hard copy and
digitized
Suspect,
CL
Law
Adultsljuveniles suspected of a �I
Adult/Juvenile
Enforce-
crime, taken for comparison. Destroy
ment
after original purpose achieved
Manage-
ment
Guide by
POST
I�
Guns, Dealers Record of Sale
j CU + 6
PC 12070
Applicants, Monthly Gun Audits,
Applications Denied, Stolen (DOJ
File)
Informant Files
T + 10
Legal notifications, identification
information, payment information,
activities information
Jail
CU + 6
GC34090
Daily report of staffing,
Daily Logs
bookings/releases, transfers,
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
ICU + 2
GC34090
Business License
T + 1
GC34090
Review Board
Administrative Files
UGOi751
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
Duplicate (Pink),
CU + 2
GC34090
Original to licensee, Blue duplicate to
Secondhand Dealer,
DOJ; Pink duplicate retained by
Pawn Brokers
agency; renewals issued annually by
local a enc
Logs
S
I
�I
Auto Theft
Case Assignment
ICU + 1
j
Daily
i CU + 2
GC34090
!,
Activity!j
Officer ICU
+ 2
GC34090
Daily activity of incidents not !
reported by use of official report (!
Report ICU
+ 2
GC34090
Report numbers, type, names, dates
(
Summary I
retained for research value
Investigative (Pre- I
CL + 10
I GC34090
Retained by division until cases are
Arrest) j
suspended and closed
Juvenile Detention I
CU + 2
GC34090
Logs document juvenile processir
per CYA
Property Control I
CU + 2
I GC34090
Logs items coming into and going
out of property room
Rap Sheet j
CL + 2
GC34090
Requests for criminal history
Subpoena ICU
+ 2
GC34090
Subpoenas received/served daily
Pawn Slips/Tickets I
CU + 3
B & P
21628
Photographs
Crime Scene, Reg istrant/Appiicant,
Photo file, Accident. Retain
according to practical and functional
T
GC34090
association.
Assigned DR number, retained as
Eaily Report
(Negatives)
form of evidence, destroyed at same
time evidence for associated case is
destro ed
Inmates I
CU + 20
By Prisoner number l
(Negatives)
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Registration Files, Arson,
Life of
Fingerprint Card, photo, information
Sex and Narcotics
regis-
also forwarded to DOJ
trant
within
juris-
diction
Arrest/Conviction H&S
2 (Man-
H&S
Applicable to convictions occurring
Section 11357 (b), (c), (d), (e)
datory
11361.5
after January 1, 1996 or arrests not
or H&S Section 11360 (b)
destruc-
followed by a conviction occurring 1
violations (Occurring after
tion from
after January 1, 1996; Exception:
January 1, 1996)
date of
H&S 11357(e), the record shall be
convic-
retained until a juvenile offender
tion or
attains the age of 18 years, then
date of
destroyed pursuant to 11361.5
arrest
with no
,
convic-
tion)
Arrest/Conviction
Man-
H&S
Applicable to convictions occurring
H&S Section 11357(b), (c),
datory
11361.5
prior to January 1, 1996 or arrests
(d), (e) or H&S Section 11360
Destruc-
(c)
not followed by a conviction
(b) violations (Occurring
tion
occurring prior to January 1, 1996 for
before January 1, 1996)
(Upon
violations of H&S Code 11357, 11364,
notice
11365 and 11550
from
Depart-
ment of
Justice)
Crime
See
PC 800
Prosecution for an offense punishable
Felony Crimes With
descriptor
PC 801
by imprisonment in state prison for eight
Or Without Arrests
years or more must commence within 6
years after offense commission.
Commencement of prosecution defined
in PC 804. Exception: See PC 803 -
Tolling/Extension of time periods;
Appeals process and "Three Strikes"
also considerations in assigning
retention.
000053
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
Misdemeanor/
CL + 2
GC34090
I No arrests, identifiable property or
Infractions
i
missing persons (See: Note 1)I'
Supplemental,
P
PC 799
No statutory limitation for
Felony Capital
prosecution. Includes Murder,
Crimes, Crimes
kidnapping for ransom, treason,
Punishable by Death,
procuring execution by perjury, train
Life Imprisonment
wrecking, assault with a deadly
weapon by a life -term prisoner, j
bombing resulting in death or bodily
injury, making defective war l
materials that cause death
Destruction
P
I
Guns
II
Narcotics
P
I
6
Disposition of Arrest/Court
Retention determined by action
Action
taken; i.e., recordable arrest or
detention released no arrest)
False Alarm (Duplicate) J
CU + 2 I
GC34090
I
Non -Criminal Occurrences
CU + 2
GC34090
Injured or sick persons; missing
persons where person has been
returned; traffic collision reports not
used as the basis for criminal
charges
Property Original
Until case
Copy retained in records case file;
is adjudi-
Refer to Managing Property in Law
cated/
Enforcement Agencies (By POST)
disposi-
tion
deter-
mined
Range Inventory
S + 2
GC34090
Quarterly reports of inventories of
weapons and ammunition held by
Department Range
000054
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
lRecord Series Title Retention Citation
r
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 Analysis)
CU + 2
GC34090
Internally generated information
using activity logs, 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), Uniform Crime
CU + 2
GC34090
Originals sent to FBI, DOJ
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
000055
CALIFORNIA RECORDS RETENTION GUIDELINcj
Law Enforcement
Final, December 1998
California City Clerks' Association
Sealed
Manda-
PC 851.8
General provision: Upon petition,
Adult Found
tory
records of agency must be sealed
Factually Innocent
Destruc-
and destroyed in accordance with the
tion Upon
provisions set by court record;
and
exceptions.
Pursu-ant
'
to Court
Order
Juvenile
Manda-
WIC 826
Upon petition, local laws
tory
(a) & (b)
enforcement records within WIC
Destruc-
WIC 781
826(b) may be destroyed as ordered
tion upon
(a)
by the court, if related probation and
and
juvenile court records have been
pursu-ant
destroyed by the probation officer.
to court
Records involving arrests, detenti
order
and/or petitioning juvenile before
juvenile court
Subpoenas (Duplicate)
CU + 2
GC34090
Tapes
CU + 180
GC34090.
Exception: Recordings used as
Audio, Telephone
days
6
evidence in a criminal prosecution or
and Radio
claim filed or litigation or potential
Communications
claims and litigation shall be
preserved for 100 days after
conclusion of the court action
Surveillance/Security
CU + 13
I GC34090.
Video (Jail)
mos.
6
Use of Force Supervisory
CU + 2
GC34090
Includes review forms, arrest report
Review Files
copies, logs
Warrants
Recall
Recommended by the California —awl
Felony
after 10
Enforcement Warrant Officer's
years.
Association
Excep-
tion:
Murder/
Escape
000056
CALIFORNIA RECORDS RETENTION GUIDELINES
Lave Enforcement
Final, December 1998
California City Clerks' Association
IERecord Series Title Retention Citation Descriptor
Misdemeanor
Recall
Recommended by the California Law
Criminal
after 5
Enforcement Warrant Officer's
ears
Association
Served
CU
Includes Warrant Service Information
Card, alpha index card
Unserved (Local)
Until
served,
recalled
or purged
PATROL
Cards
CU + 2
GC34090
Dis atch
Field Interview
CL +. 2
GC34090
Citations
CL + 2
11361.5
11357(e), Juvenile
H&S
11357b H&S, 11357c
CL + 2
11361.5
'CA Admin Code, Chapter 1, Title 11,
H&S, 11360b H&S
H&S"
Sec. 708
Violations
Cite and Release
CL + 2
GC34090
California Vehicle
CU + 90
GC34090
Original is forwarded to court.
Code Infractions
days
Du licates
Parking/Traffic,
CU + 2
GC3409.0.
Originals are forwarded to court after
Duplicates
7
agency 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,
Radio Logs
resolution to provide equipment
Communicationperformance
history
General Orders
P
Patrol Requests
CU + 2
GC34090
From citizens for patrol presence
(Correspondence)
Radar Calibration Records
T + 2
GC34090
Documentation of Radar instruments
retained during use/ownership
000057
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
Reports
I CL + 2
I GC34090
I Non -Jury
Accident
Traffic Collision
P
!
Fatalities
Uniform Vouchers
CU + 2
I GC34090
Authorize purchase
(by name
I
Vehicle
Is
Record of assignments
Assignment Reports
I
Down Reports
CU + 1
Printouts reporting which vehicles i
are down for repair, maintenance,
etc.
Repossession/Private CU + 2
I GC34090
Impounds -
Service Schedules is
I GC34090
Vests, Bulletproof Letters ICU + 2
I GC34090 I
Authorization to purchase '
Warrants
Recall
Recommended by the California L i '
Parking
after 1
Enforcement Warrant Officer's
year
Association
Traffic
Recall
Recommended by the California Law
after 5
Enforcement Warrant Officer's
ears
Association
Weapons, Database
P
Departmentally -owned weapons,
personal weapons, alternate
weapons, secondary handguns;
produces inventory reports
SERVICES
IS
Chemicals/Film Inventorier
Equipment
T
Inventory/Sign-out
Cards- Photo Lab
Operations Files -
T
Retain until equipment no longer
Photo Lab
owned/used by department; Manuals,
instructions, procedures for
use/operations of photographic
equipment
000058
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerics' Association
Record Series Title Retention Citation Descriptor
Grievance Files
CL + 2
GC34090
! Grievance filed by employees, I
.
I
I supporting documentation II
Investigations,
CL + 2
GC34090
Non hired
Background
Background Hired
P
I
Include original reports' re: PC 832.5
investigation's
Parades & Special
CL + 2
GC34090
Reports, memos, correspondence,
Events File
scripts, supplier information,
assignments, deployments, !'
supporting documentation
Permits
L + 2
GC34090
I Approval process
Alcoholic Beverage
i
Control License
li
Concealed Weapons
L + C + 2
GC34090
I I!
Photographs
S + 2
GC34090
j
Personnel
Negative Log
ICU + 2 J
GC34090
Negatives, Misc.
CU + 2
GC34090
Not case -related (Public relations,
promotions, events, ceremonies,
staffphotos)
Press Releases
CU + 2
GC34090
Press, Video Programs
CU + 2
GC34090
Collection of videos of programs and
(Community Relations)
events; outside 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
Broker/Secondhand
duplicate with agency
Reports
CU + 6
GC34090.
Original maintained by DOJ. Dealer
Dealer of Gun Sales,
mos.
7
required to file duplicate with agency
Duplicate
000059
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
[:Record -series Title Retention Citation Descri
Restraining Orders,
Cu
Destroy after law enforcement
Emergency Protective
(see
actions described in .PC 273.5, 273.6,
Orders, Temporary
descriptor)
646.9, 12028.5, 13700 and Family
Restraining Orders, Legal
Code Sections 6380-6383 are fulfilled
Stipulations, Orders After
and effective date of restraining
Hearing
I order has expired.
Rosters Divisional)
J S + 2
GC34090
I Personnel assigned to division.
Schedules
CU + 2
GC34090
Schedules of Officers on duty
Dail
Watch Assignment/
CU + 2
GC34090
Timekeeping
Records
Speaker Requests
I CU + 2
GC34090
Community and business requests
for ublic appearances, s eaken
Tests, Densitometer Results
T + 2
GC34090
_
Daily tests of development
(Photo Lab)
chemicals/processes for quality
control.
Training
P
Bulletins I
Event Files
CU + 2
GC34090
Correspondence, brochures,
promotional materials, info on
speakers, guests, supporting
documents
Lesson Plans, Range
CL + 15
I Scope, content, time period of
courses
Personnel (by name)
T + 7
GC34090
Paperwork documenting officers'
internal and .xternal training
Daily, weekly, monthly schedules of
Schedules, Range
CU + 2
GC34090
training events at range
Volunteer Card Files
T + 2
GC34090
Volunteers' identification, contact
information
000060
CALIFORNIA RECORDS RETENTION GUIDELINES
Law Enforcement
Final, December 1998
California City Clerks' Association
Record'Series Title Retention Citation Descri
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 cases are not presently involved in either a civil or criminal litigation.
000061
CALIFORNIA RECORDS RETENTION GUIDELINES
Public Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
PARKS
Agendas, Board CU + 2 GC34090 I !
Grants (refer to
Admin.)
Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders #
Landscape CU + 2 GC34090 Drawings, contracts, complaints, j
specifications, photos, reports
Maintenance/
CU + 2
GC34090
Includes work orders, inspection, repairs,
Operations
I
cleaning, reports, complaints
Maps
j P
GC34090
Minutes, Board
I P
I GC34090
Photographs
S + 2
( GC34090
Plans, Proposed
CU + 2
' GC34090
Policies and
Procedures
S + 2
GC34090
Railroad Right-of-way
CL + 3
36 CFR
64.11
Reports
Accident
CL + 2
GC34090
Others
CL + 2
GC34090
Studies
CL + 2
GC34090
Resolutions, Board
P
GC34090
Schedules, Class &
CU + 2
I GC34090
Irrigation, plot plans
Future plans, new sites, expansions
Includes rules and regulations
Land acquisitions, correspondence,
improvements, statutory records
Patrons, employees
Future sites, expansions
Enrollment, liability releases, evaluation!
000062
CALIFORNIA RECORDS RETENTION GUIDELINES
Public Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
SANITATION/
SOLID WASTE/
WASTEWATER
Collections/Landfill
I CU + 2
GC34090 I
Daily records, usage
Facilities
CU + 2
GC34090 I
Correspondence, maps, patron list
History, Sanitation
( P
GC34090
Where City -owned
Incineration Plants,
Sludge
CU + 2
40 CFR
61.54
Sludge, sampling, charging rate to
measure mercury content
Incinerator Operations,
Treatment Plant
CU + 2
40 CFR
60.153
Gas flow through wet scrubbing, oxygen
content of exhaust gas, sludge rate,
temperatures, fuel flow, total solids and
volatile solids
Maintenance and
Operations
CU + 2
GC34090
Includes work orders, inspection, repairs,
cleaning, repo s, complaints
Maps, Septic Tank
P
I GC34090
Location maps
Rates
CU + 2
GC34090
Recycling Programs
S + 2
GC34090
Regulations
S + 2
GC34090
( Includes legislation
2
000063
CALIFORNIA RECORDS RETENTION GUIDELINES
Public Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Reports
Studies
CL + 2
GC34090
Tonnage _
CU + 2
GC34090
i
STREETSIALLEYS
I
I
I
Abandonments[
Vacations
I P
j
GC34090
Closures
P
I GC34090
Easements,
Dedications, Rights -
of -Way
P
GC34090
Field Books
P
GC34090
Grants (see Admin.)
Intersection Records
CU + 2
GC34090
Includes correspondence, volume counts,
accident history
Inventory, Traffic
Control Device
S + 2
GC34090
Signs, lights
Landscaping
CU + 2
GC34090
` pants, tree maintenance, work orders
Lighting
CU + 2
GC34090
Maintenance, work orders
Maintenance/
Operations
CU + 2
GC34090
Includes work orders, inspection, repairs,
cleaning, reports, complaints, signals,
striping
3
O00064
CALIFORNIA RECORDS RETENTION GUIDELINES
Public Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Maps
P
GC34090
Fire hydrants, lighting districts, wheel chair
ramps, storm drains, streets, sidewalks,
sewers
Master Plans
I CU + 2
GC34090
Copies
Parking
Lots
I CU + 2
( GC34090
Regulations
I S + 2
GC34090
Reports/Studies
CL + 2
I GC34090
Permits
Encroachment
P
I GC34090
Improvement
CL + 2
GC34090
May include curbs, sidewalks; Applications
for excavation, fill, alterations
Oversize
Load
CL + 2
GC34090
Parking
CL + 2
GC34090
Residential
Paving
CL + 2
GC34090
Use
(Temporary)
CU + 2
GC34090
Includes Special Events
Photographs
S + 2
GC34090
Includes aerials
Plans, Capital
Improvement, Projects
P
GC34090
Streets, curbs, gutters, sidewalks, storm
drains
El
000065
CALIFORNIA RECORDS RETENTION GUIDELINES
Pubfic.Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Procedures
Naming and
P
GC34090
numbering
Speed Limits
S + 2
GC34090
Programs
Federal Aid
CL + 3
23 CFR
Urban
633 (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
5
000066
CALIFORNIA RECORDS RETENTION GUIDELINES
Public Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Traffic Signals L Logs, drawings, wiring diagrams, codes,
circuit numbers, installation records,
testing and maintenance.
Weigh Scales S + 2 GC34090
UTILITIES I '
i
Facilities T + 2 GC34090 I if city owned
Gas & Electric Rates S + 2 I GC34090 i
Underground P GC34090 I GC4003, GC4004; H&S 19850
WATER
Billing/Customer
Records
CU + 2
GC34090
Billings, correspondence, complaints.
Connection Records
P
GC34090
Maps, water line connections
Flood Control
Drainage
Facilities
P
GC34090
Includes dams, lakes, basins, creeks
f
Flood Zones
P
GC34090
Includes flood maps
Insurance
Programs
S + 2
GC34090
Includes copies of policies, rules,
programs
Policies/
Procedures
S + 2
GC34090
Rules and Regulations
Reports/ I CL + 2 I GC34090
Studies
6
00006'7
CALIFORNIA RECORDS RETENTION GUIDELINES
Public Works
Final, December 1998
California City Clerks' Association
Record 'Series Title Retention Citation Descriptar
Grants (see Admin.)
Inventory, Equipment
CU + 2
GC34090
Locations
P
GC34090
Mains, valves, hydrants, wells I
Maintenance and y
CU + 2
GC34090
Includes work orders, inspection, repairs,
Operations
cleaning, reports, complaints
Service
CU + 2
GC34090
Includes work orders, entry cards,
manholes, service to property owners
Well &
CU + 2
GC34090
I
Times operational, power used and
Pumping
quantity
Maps
P I
GC34090 I
Line location; easements E
J
Master Plans
CU + 2
GC34090 I
Copies
Meter Operations
CU + 2
GC34090
Reader reports, orders, tests Maintenance
Reports
Permits
National
P
40 CFR
Municipalities of 100,000/more, compliance
Pollutant
122.28
with Clean Water Act re: pollutants
Discharge
Elimination
System
NPDES)
GC34090
May depend on terms -of state or federal
Others
CU + 2
agency
Policies and
S + 2
GC34090
Includes rules and regulations
Procedures
Rates
S + 2
GC34090
_J
7
00-0069
CALIFORNIA RECORDS RETENTION GUIDELINES
Public Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Reclamation
CU + 5
40 CFR
Daily operations including sewage flow,
122.41
grit removal, chlorine usage, lab analysis
results, etc.
Reports
Conservation
CU + 2
GC34090
I I
Consumption
CU + 2
GC34090
Corrosion
CU + 12
40 CFR
Compliance documentation
Control
141.91
Discharge
CU + 5
40 CFR
Average amount of pollution discharged
Monitoring
122.41
into waters of 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
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 &
Water
141.91
copper
State
CU + 12
40 CFR
Compliance documentation
Certification
141.91
8
000069
CALIFORNIA RECORDS RETENTION GUIDELINE
Public Works
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Variances,
CU + 5
40 CFR
Water
141.33
System
Well Level
I CU + 2
I GC34090
I ,
Sources
CU + 2
I GC34090
May include wells, rivers, lakes, districts
Surveyor Field Notes
P
GC34090
Notes preparatory to maps of water
installations j
Surveys, Water System
CU + 10
40 CFR
Statistics, reports, correspondence
Sanitary
141.33
Tests
Bacteriological
CU + 5
40 CFR
Cqmpliance records include location, da
Analysis
141.33
method and results; corrections,. analysis
of bacterial content
Chemical
CU + 10
40 CFR
Compliance records include location, date,
Analysis
141.33
method used and results; corrections,
analysis of chemical content
Quality
CU + 12
40 CFR
Compliance documentation including
141.91
sampling data, 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
E
Ou0070
CALIFORNIA RECORDS RETENTION GUIDELINES
Transportation
Final, December 1998
California City Clerks' Association
Record Series Title- Retention Citation Descriptor
ADMINISTRATION
Agreements
T + 4
CCP 337
Including concessionaire, slip rental, I
facility storage
Applications y
T + 2
GC34090
II
Payment invoices, inventory listings, billing
Aircraft Storage
correspondence and other related
Parking
documents
Slip Rentals
Special Events
CU + 2
GC34090
Permits, correspondence, related
documents re use of rights of way (I
Fueling
A + 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
OSHA;
disposal of hazardous waste
40 CFR
122.21
Inventory, Equipment
L + 2
Includes vehicles, aircraft, vessels and
Parts & Supplies
related documents re repairs
Inventory, Vehicle
L + 2
Owner's manual, warranty documents,
Ownership and Title
Department of Motor Vehicle title and
registration, and related documents
Licenses, Permits
CU + 2
Forms, related do.:umentation re: licenses
and permits required by federal and state
agencies
Maintenance/
L + 2
GC34090
Related to requests for service and work
Operations
orders for fuel, vehicle and equipment
maintenance and repairs
i
0000'71
CALIFORNIA RECORDS RETENTION GUIDELINES
Transportation
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
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)
139.207b
required manuals
& 171.13-
171.213
Airport Noise
CU + 10
Correspondence, studies, memos, report -
Monitoring and
log books, documents related to
Complaint
assessment of noise levels at airports an
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
139.327
include reviews and analysis of all aspects
of airport operation
Maintenance, FAA
P
14 CFR
Forms and reports required by FAA
171.13 -
including Forms FAA-198, -418,-6030-1, -
171.213
6790-4
Reports
-F—
Accident and
CL + 8
Accidents, injuries, property damages,
Incident
general conditions re pilot and aircraft
(Aircraft)
Airport
P
Annual and special reports to federal anc
Operational
state regulatory agencies.
(Regulatory)
2
0000742
CALIFORNIA RECORDS RETENTION GUIDELINES
Transportation
Final, December 1998
California City Clerks' Association
Record Series Title Retention Citation Descriptor
Airport
CU + 2
Logs, statistical summaries; administrative
Operational
records
(Administrative)
NOTAM (Notice
CU + 3
ii
Reports re: conditions affecting airport
to Airmen)
maintenance/operations II
III
GROUND
TRANSPORTATION
Auto for Hire
I T + 4
I GC34090 I
License, permits for Taxicabs, shuttles, etc
HARBOR
Registers, Transient
A + 3
Reservation applications, receipts, and
Vessel Reservation
index registers 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
CU + 2
List
3
0000741,