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CC Resolution 1999-095 Records Manual & Retention Schedule RESOLUTION NO. 99-95 a RESOLUTION Of THE CITY COUNCIL Of THE CITY OF LA QUINTA, ESTABLISHING A RECORDS RETENTION SCHEDULE FOR THE DEPARTMENTS AND OFFICES OF THE CITY 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 city department to destroy any city 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 City Council desires to establish a retention schedule for records under the control of the executive officers in charge of various 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; and WHEREAS, the City Council believes there are benefits of ease of administration to adopting said draft schedule. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California 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 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. 99-95 -- Page 2 "Public records" are writings in the custody of the City of La Quinta and containing information relating to the conduct of the business of the 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. PurDose 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 City staff as to when public records may safely be destroyed. d. To avoid the necessity of requesting City Council approval for each individual case of public records destruction, 3. ScoDe a. This resolution is limited to originals of public records, except as otherwise provided in subsection "b" of this section. The depadment 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. b. Whenever the original of a public record is sent to a location outside the custody of the City (as, for example, correspondence for a City officer or employee to a person outside of the City governmerit), one copy of that record shall be retained by the department sending the record as if it were the original of that record. ' Resolution No. 99-95 Page 3 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 City Manager. 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 City Council for the destruction of the public records in accordance with such retention schedules, and no further resolution of the City Council 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 City Attorney for his or her consent to such destruction. The City Attorney 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 City. No record shall be destroyed without the written consent of the City Attorney. Resolution No. 99-95 _ Page 4 PASSED, APPROVED and ADOPTED this 6th day of July, 1999 by the following vote: AYES: Council Members Adolph, Henderson, Perkins, Sniff, Mayor Peffa NOES: None ABSENT: None JOH~~j.~~E~A,'~yr~ City of La Quinta, California ATTEST: City of La Quinta, California APPROVED AS TO FORM: DAWN C. HON EYWE~'C, cCity Attorney City of La Quinta, California LO 'L.'G'OVERN'M NT ': -..--.!,~::::::L~"' . !RECORDS iRET:ENTION '., :::,,.: :'::::..1 .. ;;Final Draft ~ .., . ':December 1' 998 :! '!i~!!!.::!! :':":':'~; City C l e rk' s A s s ocia ti o n' 'o f C a lifo rni a' ~.;.:::?,i::~...-..:.:. ......... i':::.-,-:,"'::.,..~..:~: ':'.'': ' - :' '.' · ::..:!!~:::-;:~:: .-. ~.: ::::.:.::: .......... - '. . ,. · . , . ::.~::'s:- "-':::i:.:..-:~::-:.: . --- ..." :', · ,..: ' · ...: ,:... 6~7 CALIFORNIA STATE RECORDS RETENTION CLASSIFICATIONS ,- LOCAL GOVERNMENT AGENCIES DECEMBER 1998 ~DMINIS. TRA~TIOI~ ~DUBLIC SAFET'Yi Audit ° Animal Control* Community Services Emergency Management Elections Fire Safety General Subject Administration Grants Personnel Human Resources Property Information Services Reports LegallLegislativ~ Hazardous Materials Municipal Clerk Health &Welfare Policies & Procedures Law Enforcement Public Information Administration Public Financing Authority Investigations Risk Management' Patrol Services ~EVELOPMENT~ Administration pCIBLIC'WORKS~ Building Code Enforcement Parks Engineering Sanitation/Solid Waste/ Environmental Quality Wastewater Housing Streets/Alleys MUnicipal .Facilities Utilities Planning Water Property Redevelopment ~:INANCE~ J.TRANSPOR TA.TIOI~ Accounting Administration Administrative Services Airport Fixed Assets Ground Transportation License Harbor Payroll Purchasing Reports Treasurer *Anticipate will be addressed by County Officials GLOSSARY OF RECORDS RETENTION DEFINITIONS ACTI"V"E Recor~ tint are requi~d for ~y-to-~'ly business anti ure subj::: ~o frequent use: generally referred to more than once per month per file drawer. ADMINISTRATIVE VALUE A record that assists in the operanon of government, and insures administrative conszsten~' and contmus~., serving a panzcular) _ purpose for that office at that particular muc, 'in appraisal. tile usefulness of records for the conduct of current and/or future - administrative business needs. ADOPTION ~ Final action by a legislative bod.x. AGENCY-SPECIYIC Retention schedule which specifics the approved disposition of a SCHEDULE record series unique in purpose and function to its creating agent'. APPRAISAL The process of determining the value and thus the disposition of records based on their current administrative, fiscal, and legal value: their evidcntial 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 tile agenc?,' records retention schedule. AUDIT Review for acceptance of records relating to operations. policies and procedures, financial documenttalon and historical documents by regulating agencies. CLOSED/COMPLETED A file or record on which action ires been completed and to which an audit. or further action is not likely to occur. COPY A reproduction of tile contents of an original document which is not the official file copy of the agency. Copies are usually identified by their function. i.e.. action copy. reading file copy. tickler file copy. etc. in most instances. copies %~ill have a shorter retention titan the official file copy {see Record Copy) of a .record .series. CURRENT Records when specified as the minimum retention period means that superseded. rescinded. expired. or no longer useful records may be removed from the files and may be destroyed. DATE OF BIRTH The date on %vhich the birth of a person is documented. DEPARTMENT OF RECORD . The department 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 off-site). and method of destruclion {rec?,.'clc. 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 agent'. FILE INTEGRITY Accum~..' and completeness of the file / records. FISCAL VALUE Docmnents and accounts for receipt of or expenditure of public 'funds: such as budget, ledgers of accounts receivable and payable, payrolls, and vouchers. Documents availabilin.' of funds for operational purposes. In appraisal, records required until a financial audit is completed or financial obligations arc fu!filled. 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. 6G9 LEGAL VALU'E In appraisal. value attributed to n record series '.vtlzch documents business ownershin. agree, meats. and transactions f LIFE A record that ilas contirming value :o the orgamzauon MINI)IUM RETENTION The least amount of time a record must be kept DETERMINED BY ASSESS~IEN'T OF ADNIINqSTRATIV'E. LEGAL. FISC.M.. AND PERIOD HISTORIC.M. x,:ALUE$ PER,'~L-~NENT Recorded information which ~s rcqmred b.x lax~ to bc retame~: or which has been designated for conunuous presen'auon because of its admimstratn'e or historical significance, I' RECORD COPY TIle original or oft'~cial cop5' of a record maintained b.x an agentS.. sometimes referred to as the designated original. or blue-ribbon copy. RECORD An.,,' documentan.' material. regardless of physical. form or characteristic. made or received by an organization in pursuance of law or in connection with tile transaction of business. and used b.x that organization or its success or evidence of activities or because of informational value. RECORDS RETRIEVAL Locating documents and delivenng them for use. RETENTION PERIOD The period of mue that records must be kept according to legal { and/or oro. anizational reOuiremems. RETENTION SCHEDULE A list or other instrument describing the record series. the len~h of time records are retained (may include active and inactive storage breakdown). the de~anmem of record. and the final disposition. SUPERCEDE The replacement of an existing document. TERMINATION Designates the end of a specific tenn. e.g.. appomtect. elected officials' terms: employment: training. course. program: use or ownership. VITAL RECORDS Those records containing infomlauon necessan.' to continue tile operation of govemn~cnt. niTroll tile powers and dunes of government and to protect tile rights and interests of persons. VITAL RECORDS TIle document which identifies those records and record series that RETENTION SCHEDULE are classified as vital. specifies the means for tile protection of those .records. and provides each departmere with a complete listing of all vital records for which the department is responsible. 6.;.0 CITATIONS B&P - Business and Professions H&S - Health &Safety CAC - California Administrative Code HUD - Housing and Urban Development : CCP - Code of Civil Procedure OSHA - Occupational Safety & Health Act CCR - Code of California Regulations PC - Penal Code CEQA - California Environmental POST - Police Officers Standards Quality Act Training CFR - Code of Federal Regulations UFC - Uniform Fire Code EC- Election Code .USC- United States Code FMLA - Family & Medical Leave Act, · WIC - Welfare & Institutions Code 1993 GC - Government Code - LEGEND Records Retention -AC = Active AD = Adoption AU = Audit CL = Closed/Completion CU = Current Year D.O.B. = Date o~: Birth E = Election L = Life P = Permanent S = Supersede T = Termination CALIFORNIA RECORDS RETENTION GUIDELINES INDEX Abandoned Vehicles Development 4 Abandonment Development 8 _ AbandonmentsNacations 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 Quality 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 ApparatusNehicle 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, Boa.ffis, 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 INDEX Bids, RFQ's, RFP's Finance 3 Billing ;~ecords ]=inance ', Billing/Customer Records Public Works 6 Biographies Administration 4 Blueprints, Specifications Development 4 Bond, Personnel Fidelity Administration 5 Bonds - Administration Finance 4 ' Bonds - Security Development 1 Bonds - Deve, lopment Development 1 Bonds - Account Statements Finance 4 Bonds - Bonds and. Coupons Finance 4 Bonds Administration 1 Bonds Development 6 Bonds, Insurance Administration 10 Books, Fire Code Fire Safety 1 Brochures, publications, newsletter, bulletins Administration 10 Budget adjustments, journal entries Finance 1 Budget Operating (copies) Administration 1 Budget Operating (copie~) Finance 1 Budget Administration 1 Budget, Accounting Finance 1 Budget, Adopted Finance 2 Budget, Proposed Finance 2 Business License Finance 2 Calendar Administration 2 Calendar, City Administration 10 Califomia Environmental Quality Act (CEQA) Development 6 Canvass Administration 2 Capital Improvement Projects Development 5 Capital 'Improvements, Construction Development 7 Cards - Dispatch Law Enforcement 9 Cards - Field Interview Law Enforcement 9 Case Books, Investigative Law Enforcement 2 Case Files - Homicide investigator's File Law Enforcement 2 Case Files - Narcotics (No arrest, Narcotics Cases) Law Enforcement 2 Case Files - Officer Involved $hootings Law Enforcement 2 Case Files Development 4 Case Files, Planning and Zoning Development 1 Case Log Administration 8 ' Case Records - (Higl~ Profile) Administration '8' Case Records - (Routine) Administration ' 8 Certificates (Building) Development 4 Certificates (Planning) Development 1 Certificates of Election Administration 2 Charter - Amendments/Measures Administration 2 Checks ', Finance 1 Chemicals/Film Inventories Law Enforcement 10 Citations - 11357(e), Juvenile Law Enforcement S Citations - 11357b H&S, 11357c H&S, Law Enforcement 9 11360b H&S Violations Citations - California Vehicle Code Infractions (Duplicates) Law Enforcement 9 Citations - Cite and Release Law Enforcement 9 Citations - Parking/Traffic, Duplicates Law Enforcement 9 Citations - Transmittals Law Enforcement 9 Claim Files Law Enforcement 1 Claims, Damage Administration 11 INDEX Classifications and Appointments Administration 4 Closures .~jblic Works Code Books Development 1 CoilectionslLandfiil 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. 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 Crime - Misdemeanor/Infractions Law Enforcement 6 Crime - Supplemental, Felony Capital Crimes, Law Enforcement Crimes Punishable by Death, Life Imprisonment Deeds & Promisson/Notes Development 8 Deferred Compensation Finance 3 Department Manual Law Enforcement 1 Deposits, Receipts Finance 1 Destruction - Guns Law Enforcement 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 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- Photo 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 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, Adult/Juvenile 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 Flood Records Development 7 Franchises Development 1 Fueling Transportation Gas &Electric Rates Public Works General Administrative ,Administration 10 General Orders Law Enforcement 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 Aclmin.). 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 Disposal Transportation 1 Hearing or Review Administration 1 Historic Preservation Inventory Development 2 History, Sanitation Public Works 2 Hourly Employees Administration 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 INDEX Index, Attorney Case Adminisffation 9 Informant Files Law =_nf~,r:ame~ 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, Li, ability/Property Administration 11 Insurance, Workers Compensation Administration 11 Intemet, 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), Secondhart': 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 4 Logs - Code _=nforcement Development 5 Logs - Daily, Activity Law Enforcement 4 Logs - Daily, Officer Law Enforcement 4 Logs - Daily, Report Summan/· Law Enforcement 4 Logs - Investigative (Pre-Arrest) Law Enforcement 4 Logs -Juvenile Detention' Law Enforcement 4 Logs - Property Control Law Enforcement 4 Logs - Rap Sheet Law Enforcement 4 Logs - SubpOena Law Enforcement 4 Logs, Attorney Service Request Administration 9 Logs, Fire Equipment/Gear Fire Safety 2 Lot Split Cases Developmen.t 8 . Maintenance and Operations Transportation 1 Maintenance and Operations - Municipal Facilities Development 7 Maintenance and Operations - Parks Public Works 1 Maintenance and Operations - Public Works 2 Sanitation/Solid Waste/Wastewater Maintenance and Operations - Service Public Works 7 Maintenance and Operations - Streets/Alleys Public Works 3 Maintenance and Operations - Well &Pumping Public Works 7 Maintenance, FAA Transportation 2 Management Reports Administration 10 Maps & Plats Development 2 Maps - Parks Public Works 1 Maps - Straets/Alleys Public Works 4 Maps - Water PuhliC Works 7 Maps, City Boundan/ Development 8 Maps, Plans, Drawings, Exhibits, Photos Development 8 Maps~ Precincts/Voter Information Administration 3 Maps, Septic Tank public Works 2 Master Plans - Streets/Alleys Public Works 4 Master Plans - Water Public Works 7 Master Plans, Annual Development 2 Media Relations Administration 10 Medical Leave Administration 6 Medical - Personnel Fire Safety 1 Meter Operations Public Works 7 Meter Reading Finance 3 Minutes Administration 9 Minutes, Board * Public Works 1 Motor Vehicle Pulls (DMV) Administration 6 Municipal Code Administration 9 Mutual Aid, Strategic Plans Emergency Management 1 Negotiation Administration 6 Network Inform:tion Systems (!,AN/WAN) Administration 7 Nomination P pers Administration 3 Non-Criminal Occurrences Law Enforcement 6 Non-Safety Employees Administration 6 Notices, Meeting Administration 9 Notifications and Publications Administration 3 Oaths of Office Administration 3 Opinions Administration 9 Ordinances Administration 9 Parades &Special Events File Law Enforcement 11 Parking - Lots Public Works 4 INDEX Parking - Regulations Public Works 4 Patrol Requests '(Correspondence) Law Enforcemenu 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 Cd~le 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, CounciUProclamations Administration 10 Precinct Records Administration 3 Press Releases Law Enforcement 11 Press, Video Programs (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 BrokerlSecondhand Law Enforcement 11 INDEX Public Records Request Administration 10 Radar Calibration Records Law Enforcemen; -~ Railroad Right-of-way Public Works 1 Range Inventory Law Enforcement 6 Rates - Sanitation/Solid Waste/Wastewater Public Works 2 Rates - Water Public Works 7 Reclamation Public Works 8 ' Records Management Disposition Certification Administration 10 Records Management Administration 10 Records Retention Administration 10 Recruitment Administration 6 Recycling Programs Public Works 2 Redevelopment Development 6 Register Finance 2 Registers, Transient Vessel Reservation Transportation 3 Registration Files, Arson, Sex and Narcotics Law Enforcement 5 Regulations Development 5 Regulations Public Works 2 Relocation Files ~' Development 8 Re port, Accident (Copies) Transportation 2 Re ~orts -Accident and Incident (Aircraft) Transportation 2 Re }orts, Accident Law Enforcement 10 Re ~orts - Accident Public Works 1 Re ~orts - Activity Law Enforcement 1 Re ~orts -Airport Operational (Administrative) Transportation .3 Re ~orts - Airport' Operational (Regulatory) Transportation 2 Re ~orts - Audit Administration 1 Re ~orts - Bridges &Overpasses Public Works 5 Re sorts - Chemical Emissions Law Enforcement 1 Re sorts - Conservation , Public Works 8 Re sorts - Consumption ,=ublic Works 8 Re sorts - Corrosion Control Public Works 8 Re 3orts - Dealer of Gun Sales, Duplicate Law Enforcement 11 Re 3orts -.Departmental Administration 4 Re ~orts - DiScharge Monitoring Public Works 8 Re ~orts - Drinking Water Corrections Public Works 8 Re sorts - Federal aad State Tax Finance 3 Re ~orts - Human Resources Administration 6 Re }orts - Hydrograp.h Public Works 8 ' Re 3orts - Inspection Public Works '5- Re 3orts - Lead Service Lin'e Public Works ' 8 Re }orts - NOTAM (Notice to Airmen) Finance 3 Re }orts - NOTAM (Notice to Airmen) Transportation 3 Re }orts - Others Public Works 1 Re ~orts - Public Education Public Works 8 Re ~orts - Quality Parameters Public Works 8 Re ~orts - Sanitary Surveys ~>ublic Works 8 Re sorts - Source Water Public Works 8 Re 3orts - Staff Administration 4 Re ~orts -.State Certification Public Works 8 Re}orts -Studies (Sanitation/Solid Waste/Wastewater) Public Works 3 Re }orts - Studies Public Works 1 Re }orts - Studies Public Works 5 Re }orts - Survey Response Files Law Enforcement 1 Re }orts -Tonnage Public Works 3 Re~ )orts -Traffic Collision Fatalities Law Enforcement 10 INDEX Reports -Traffic Count Public Works 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. 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 Safety Employees Administration 7 Salary Records Finance 3 Schedules - Daily Law Enforcement 12 Schedules - Municipal Clerk Administration 10 Schedules - Watch Assignmentrrimekeeping 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 (Ab~-~donment/Vacation) Development 5 Studies, Speci~ 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 Tapes - Audio, Telephone and Radio Communications Law Enforcement 8 INDEX Tapes - Audio, Video Administration 9 Tapes - Surveillance!Security Video (Jail) .Law Enforcement ~- Tapes Information Systems Administration 8 Taxes Receivable Finance 1 Tests - Bacteriological Analysis Public Works 9 Tests - Chemical Analysis Public Works 9 Tests - Quality Public Works 9 - 'Tests, Densitometer Results (Photo Lab) .Law Enforcement 12 Traffic Signals Development 5 Traffic Signals . Public Works 6 Training - Bulletins Law Enforcement 12 Training -Event Files Law Enforcement 12 Training- Lesson Plans, Range Law Enforcement 12. Training Materials Hazardous Materials 3 Training - Personnel Fire Safety 1 Training - Personnel (by name) Law Enforcement 12 Training - Schedules, Range Law Enforcement 12 Training Records - Non-Safety Administration 7 Training Records - Personnel (by name) Administration 7 Training Records - Safety Administration 7 Travel Records Administration 4 Underground Public Works 6 Underground Storage Tank - Hazardous Materials 3 Maintenance and Operations Underground Storage Tank - Compliance Hazardous Materials 3 Uniform Vouchers (by name) Law Enforcement 10 Unsuccessful Grants Administration 5 Use of Force Supervisory Review Files Law Enforcement 8 Utility Rebates Finance 3 Valve Main Records Public Works 9 Vehicle Assignment ,Transportation 2 Vehicle Ownership &Title Finance 2 Vehicle - Assignment Reports Law Enforcement 10 Vehicle - Down Reports Law Enforcement 10 Vehicle Mileage Reimbursement Rates Administration 7 Vehicle - Repossession/Private Impounds Law Enforcement 10 Vehicle - Service Schedules Law Enforcement .10 Vendor Register Finance 3 Vests, Bulletproof Letters Law Enforcement 10 Violations, Drinking Water Public Works S Violations, Building, Property & ZOning Development 5 Volunteer Card Files Law Enforcement 12 Voter Affidavits Administration 3 Voter Registration Signature Copy Administration 4 Warrant Register Finance 1 Warrants - Felony Law Enforcement 8 Warrants - Misdemeanor Criminal Law Enforcement ~ Warrants - Parking Law Enforcement 10 Warrants - Sewed Law Enforcement S Warrants - Traffic Law Enforcement 10 Warrants - Unserved (Local) Law Enforcement 9 Weapons, Database Law Enforcement 10 Weed Abatement Fire Safety 2 Weigh Scales Public Works 6 Workers Compensation Administration 11 10 CALIFORNIA RECORDS RETENTION GUIDELINES Administration - Final, December 1998 California City Clerks' Association Record Series Title::'~:i~::':::'~:i-:':' !:':':':': :' !': :RetentionCitation Descril~tor t Annual Financial Report CL + 2 GC34090 Independent auditor analysis Bonds CL + 10 GC34090; Final bond documentation CCP 337.5 Budget P GC34090 Annual operating budget approved by ~ Legislative Body Budget Operating (copies) S GC34090 {Departmental Reference Hearing or Review AU + 2 GC34090; Documentation created and or received OMB A-128 in connection with an audit hearing or review 'Reports ~ AU + 4 ~ GC34090; i lnternal and/or external . OMB A-128 Reviews, Internal/External CU GC34090; Daily, weekly, monthly, quarterly or "' Periodic GC6250 other summary, review, evaluation, log, list, statistics, except a report COMMUNITY SERVICES 'Libraries CU + 2 GC 34090 BoOks, art, gifts, donations, exhibits, theatre, music, special events, etc. Plaques P Historic value Sports Organization IS + 2 ELECTIONS. 'Affidavit Index CL + 5 EC 17001 Applications, Absentee E + o5 EC 17505; From date of election Ballots and Envelopes EC 17302 Assisted, Challenged E + .5 EC 17304 From date of election Voters List Ballots E + .5 EC 17302 From date of election; ballots submitted to precincts/City Clerk that ,--- were not used - unless contested (EC 17302(c)) retention by court order 000023 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, December 1998 California City Clerks' Association '~:!:~s:Titl~' ::' ::::::::::::::::::::::::::::::::::::::: 'citati"n Descriptor Ballots P California Property related fees (Assessment Prop. 218 Constitution Ballot proceeding) (Assessment Art. XIII Districts) Calendar I E + 2 GC 34090 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 Certificates of Election T + 4 I 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 (g) Campaign E + 5 GC81009(b) FPPC Filings disclosure, Not Elected Campaign F · 7 GC81009 FPPC Filings disclosure - Unsuccessful(all other committees) Candidate E + 4 ~ Sample ballot retained permanently. Statements History P GC 34090 History of elections, sample ballots, certificates of destruction, other resolutions re: elections 00002-~ CALIFORNIA RECORDS RETENTION GUIDELINES · Administration -- Final, December 1998 California City Clerks' Association Record Series 'Title Retention Citation Descriptor 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 Registration P 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 E + 2 GC 34090 Proof of publication or posting, Publications certification and listing of notice of ' posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election Oaths of Office T + 6 GC34090; Elected Officials 29 USC 1113 Petitions .75 EC 17200, From date of filing or election; 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 applicatiop'., 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 'Record:Series Title Retention Citation Descriptor Voter Registration CU + 5 I EC 17000 Fire, special or school district Signature Copy GENERAL SUBJECT ,i Administration P GC 34090 Biographies ~- CU + 2 GC34090 Classifications and P -GC 34090; Includes supplemental Personnel Appointments GC 12946; 29 records. Wage rate tables 2 years. CFR 516.6(2); 29 CFR 1602.4 Correspondence/ CU + 2 t GC34090(d) If not attached to agreement or project Originating Department file Goals &Objectives CU + 2 ~GC34090 Departmental goals &objectives Policies & Procedures, S + 5 GC34090(d) Retain while current Departmental ' Promotional Marketing External CU + 7 ~ Internal 2 Reports Departmental CU + 2 GC34090 Special/or final summary, review or- evaluation. .. Staff CU + 2 GC34090 Non-agenda related, includes supporting documentation Special Projects CU + 2 GC34090 Support Services CU + 2 GC34090 Reproduction; printing; postal/mailing services, other int~,nal resources Travel Records CU + 2 GC34090 GRANTS Community Development T+ 4 GC34090; 24 Applications, reports, contracts, Block Grant and Urban CFR 570.502 supporting documents; *OMB Cir. A- Development 24 CFR85.42' 102, A-110, A-128 Federal and State CL + 5 GC34090 Refer to grant application close-out procedure 000026 CALIFORNIA RECORDS RETENTION GUI'DELINES Administration -- Final, December 1998 California City Clerks' Association ::~i~ii~'~!~:::Titi~~i:::~i::!:i?::::~:!:!::''':-~::::' :~:i::"~:'~Retention"::':!i-'Citation" ":Descriptor Financial Records CL + 5 GC34090 Refer to grant application close-out procedure Unsuccessful CL + 2 GC34090 Applications not entitled HUMAN RESOURCES Benefit Plan Claim 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 T + 2 GC34090 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 ' +6 ' GC12946; *29 CFR 1627.3, Labor Relations GC34090' Section 1174 Immigrant Immigration I-9's Reform/Con- trol Act 1986 Pub. L 99-603 000027 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, December 1998 California City Clerks' Association Record Series Title 'i:'?i:!!!i!~!!::*;~!~:-:R~te:ntion '.citation"'Descriptor 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 Motor Vehicle Pulls (DMV) CL + 7 GC12946, * *CA 91009; 8 USC 1324 (a) Negotiation P 29 USC Notes, notebooks, correspondence, _ Sections contracts, and Memorandums of 211 (c), Agreements 203(m), 207(g) 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 516.6 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 Reco'rd"$eries'Title 'Retention Citation Descrilztor ., 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) 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 GC34090 Management/Policies and supporting documentation Inventory, Information S + 2 GC34090 HardwarelSoftw,'re Inventory logs; Systems systems manuals Network Information CU + 4 GC34090; Configuration maps and plans Systems (LAN/WAN) CCP 337.2; 343 0'09029 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, December 1998 California City Clerks' AssOciation ~:~o~:~:~ies Title'!::':" :i .... '::::"':": Retention Citation Descriptor Program Files and CU + 2 GC34090; Annual backup Directories CU + (2 'GC34090.7 Daily backup mos.) CU + I Monthly backup CU + .5 Weekly backup Tapes Information~- CU + 2 GC34090 ~System Generation Systems I LEGAL/LEGISLATIVE I 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 Commission,~ ' 1 Agenda Reports (Master, }CU + 2 GC34090 (d) 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, IT+ 5 GC34090; Selected Commissions, Committees GC4080;I 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 I GC6254 'Significant cases which have Profile) t_c-+ 2. importance/or set legal precedence. Includes logs, complaints, police reports, court orders, motions, notes, briefs Case Records- (Routine) I 42 USC s1983 Includes logs, complaints, police Cc_+2-, reports, court orders, motions, notes, briefs, closing statements (unless minors - 3 years after attaining 18) 00003n CALIFORNIA RECORDS RETENTION+ GUIDELINES · Administration - Final, December 1998 California City Clerks' Association Record Series Title Retention Citation Descriptor ,. 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;* I Construction ~?. Improvement *GC37090a; 4004; H&S 19850 Index, Attorney Case 'L I GC6254 i including notations on activities relatedi to case Legal Advertising CU + 4 CCP 343, 349 Includes public notices, legal et seq.;. publications GC 911.2; GC 34090 Logs, Attorney Service I CU + 2 GC34090 Service request, summaries of monthly Request requests Minutes I P GC34090(d); Official minutes and .hearing GC36814; proceedings of governing body or GC40801 ' board, commission or committee Notices, Meeting {CU + 2 GC 34090.7, Special meetings 54960.1(c)(1) Opinions IS + 2 GC34090; Confidential GC6254 Ordinances P GC34090(d)4 Charter amendments; municipal code 0806 Petitions CU ~ I GC50115; Submitted to legislative bodies GC6253 Resolutions P GC34090(d) Legislative actions 40801 Tapes, At, Jio/Video CU + 3 GC 34090.7 When used for minute preparation and mos. may 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 Supplements included 000031' CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, December 1998 California City Clerks' Association Public Records Request CL + 2 t GC 34090 Records Management CL + 2 GC34090 Document includes retrieval, transfers -~ inactive Records Management P GC34090 Documentation of final disposition or Disposition Certification records Records Retentior~. S + 4 CCP 343 Schedules POLICIES/ PROCEDURES General Administrative S + 2 GC34090; All city policies and procedures 40801 Policy, Council/ S + 2 GC34090 Policies, directives rendered by Council Proclamations not assigned a resolution or ordinanc number PUBLIC FINANCING AURTHORITY Administration P GC 34090 'Financial Records P GC 34090, 40802, 53901 Management Reports 2 GC 34090 PUBLIC INFORMATION Brochures, publications, S + 2 GC 34090 newsletter, bulletins Calendar, City CU + 2 GC 34090 Media Relations CU + 2 GC 34090 Includes cable, newspaper, radio, message boards, presentations. RISK MANAGEMENT Accident Reports - City CL + 7 29 CFR Reports and related records Assets 1904.2; 29;* * CFR 1904.6 Bonds, Insurance P . CCP 337.2; Bonds and insurance policies insuffi 343 city property and other assets 000032 CALIFORNIA RECORDS RETENTION GUIDELINES Administration _ Final, December 1998 California City Clerks' Association · ReC~di:Series!'Title:' :: Retention :Citation Descrimor Claims, Damage ~CL + 5 GC34090; Paid/Denied GC25105.5 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, ACCELJT P GC34090 (Authority California Cities Excess Powers Agreement Liability Insurance) - Accreditation/ MOU'slagreement/agendas Insurance, Certificates P GC34090 Insurance certificates filed separately from contracts, includes insurance filed p by licensees Insurance, P GC34090 May include liability, property, Liability/Property Certificates of Participation, deferred, use of facilities Insurance, Workers P GC6410; Indemnity; PERS - working files - Compensation 29 CFR · originals with Administrator 1910.20 Photographs, Negatives, CL + 2 GC34090 Film Risk Management Reports CL + 5 OMB 1220- Federal OSHA Forms; Loss Ana!ysis 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 000033 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, December 1998 California City Clerks' Association Record S~ries Title!:::!!:!:::~:.~i~;~:~!?i!:~!!:'::.:~:.:':!::' !"-T:Retent'i~'n::: ~::: Citation: ::..Descriptor ADMINISTRATION Benchmark Data CU + 2 GC34090d Horizontal, vertical &control Bids &'Proposals CL + 2 GC34090d (Unsuccessful) Bonds - CL + 10 CCP 337.5 Housing; Industrial Development Development Security CL + 2 GC34090 Documentation created and or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work 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; GC34090;48 CFR 4,703 Development P GC34090a Landscape mediums, parkway Standards landscape development, public works construction Drawings, Project Plan CU + ~ 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 000034 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, December 1998 California City Clerks' Association :!:Re~'i:~rieS T~tle :Retention Citation Descriptor 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, app!ications, iriventory, ~ OMB Cir. A- consolidated plan, etc. Includes Section 110, Attach. 108 loan guarantee *OMB Cir. A-102 & C; * 128, HUD regulations Historic Preservation I 2 GC34090d Historic structures &landmarks Inventory Incident Files I 2 GC34090d Emergency Call Outs Land Uses, 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, plan check, utility Maps &Plats P ' GC34090a Engineering &field notes and profiles; cross-section of roads, streets, right-of- way, bridges; may include anne. xations, 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 tong range program plan for municipalities - coordination of services; strategic planning Permits, Construction P GC34090a; Plans, building, signs, grading, H&S19850; encroachment, including blueprints ant'.. 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 2 000035 CALIFORNIA RECORDS RETENTION GUIDELINES · Development Final, December 1998 California City Clerks' Association Record S~r~es Title ~:: '" Retention Citation Descriptor Reports CU + 2 GC34090 Activity, periodic Seismic Retrofit P GC34090a Includes Certificates of Compliance' Program Street Names and P GC34090a Street dedications, closings, address House Numbers assignment/changes Studies, Special CL + 2 GC34090d Engineering, joint powers, noise, Projects & Areas transportation Surveys P GC34090a ~ Recording data and maps I 000036 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, December 1998 California City Clerks"Association ':Re~orCl :SeriesTitle Retention Citation Descriptor BUILDING t Blueprints, CL + 2 GC34090d Submitted by contractors with Specifications application for permit and builds for Certificate of Occupancy Certificates _ L GC34090a Compliance, elevation, occupancy which 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 GC34090d Correspondence, fees, appeal requests, · reports Permits P GC34909a; Plans, building, signs, grading, H&S 19850; encroachment permits 4003;4004 · Signs (Temporary) S + 2 GC34090d Home occupations, off-premise signs CODE ENFORCEMENT Abandoned Vehicles CL + 2 GC34090d ~ Case .Files CL + 2 GC34090d Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement, vehicle abatement, citations, massage parlor permits, general Liens &Releases, ' Supporting CL + 2 GC34090 Utilities, abatement, licenses Recorded P CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, December 1998 California City Clerks' Association '!: Record'SerieS'T~tle "': ....: :-RetentionCitation Descriptor .Logs 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 t 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 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 (AbandonmenU Vacation) Traffic Signals CL + 2 GC34090d Counts, collisions, accidents ENVIRONMENTAL QbALITY Air Quality (AGMD) CU + 7 CCP 338(k); Participants/voucher Iogs,.Total Daily GC34090 Mileage Survey (TDM); various local authorities; Commute Alternative Asbestos P GC34090a Documents abatement projects, public buildings . CALIFORNIA RECORDS RETENTION GUIDELINES Development - Final, December 1998 California City Clerks' Association :!~:::~;!~ ::!~'~:~i~'T~t!~':'!:-!i:.i!!!:-:?:~i::~:!~!E~:i'~!!!iii~:~':::Rete:n~iOn::' :"::~ Citation :""""DescHptor '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, conservation Pest Control CU + 2 GC34090d Pesticide applications, inspections & sampling, documents Soil CL + 2 GC34090d I Analysis, construction recommendations Soil Reports P GC34090d I 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 Bond Issues P GC43900 et seq. 6 000039 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, December 1998 California City Clerks' Association '::':'~:~i::!~:~i~::Titi~'i~iii::i!~i~i::::T::!'i~i~!::~!~::'i'::~:::i! '~: 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 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 Ir, cludes sphere of influence Elements General Plan Amendments Approved CL + 2 GC34090 Denied CU + 3 GC65103; * * GC50110 Interpretations CU + 2 GC34090 7 l"tEirlR/C~ CALIFORNIA RECORDS RETENTION GUIDELINES Development - Final, December 1998 California City Clerks' Association Record Series Title ii!:::::::.~'.i~i~;~i!:ii~-:!::::::.~:"':::':;'RetentionCitationDescriptor Maps, Plans, P GC34090; Zoning, tentative subdiyision, parcel, Drawings, Exhibits, H&S 19850; land use map, aerial photos, specific Photos GC34090.7 plans PROPERTY~_ Abandonment P GC34090a Acquisition/ CL + 10 GC34090a; Supporting documents re: sale, Disposition GC6254 purchase, exchange, lease or rental of property by City Annexation Case Files P GC34090a ~ Reports, agreements, public notices Appraisals CL + 2 GC34090; I Exempt until final acquisition or contract GC6254(h) agreement obtained Deeds &Promissory P GC34090a * [ * 24 CFR 570.502(b)(3); 24 CFR 8.42 & Notes OMB Circ. SAo110 Maps, City Boundary P GC34090d ~ Recorded maps, surveys, monuments Lot Split Cases P GC34090 Relocation Files CL + 2 GC34090 } e.g., Redevelopment 000041 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, December 1998 California City Clerks' Association 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; Statements, summaries for receipts, 26 CFR disbursements & reconciliations 16001-1 Billing Records AU + 2 GC34090 Customer name, service address, meter reading, usage, payments, applications/cancellations Budget I AU + 2 [GC 34090' I Budget adjustments, AU + 2 G'C34090 i Account transfers journal entries Checks AU + 5 GC34090; Includes payroll, canceled &voided CCP 337 checks Deposits, Receipts AU + 4 GC 34090; . Checks, coins, currency CCP .337 Invoices AU + 2 GC34090 Copies sent for fees owed, billing, related documents Journals Utility Billing CU + 2 GC34090 Billing including monthly activity Ledger, ~TeJ~eral P · GC34090; *' * CCP 337 Vot~cher 'AU+ 4 GC34090; Account postings with supporting " CCP 337 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 ~:~:iS'eries':Titlei~::::ii~i!ii~i::~i::!i!i~:i~:.!!:: ~::::~::::: :*Retention Citation "'Descriptor Budget, Proposed CU + 2 GC34090 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 I 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- l(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, LC 1174(d) Register P GC34090; Labor costs by employee &program GC37207 · '000043 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, December 1998 California City Clerks' Association ' ~::i~i::::i::~:!:i::~!::iii:'::,.:?/" '-- ':"-' '-- · :. . .. Record Series Title *' "':::::i::Retention :Citation Descriptor Salary Records T.+ 3 GC34090; Deduction authorization, beneficiary · - 29 CFR designations, unemployment claims, 516.2 garnishments PURCHASING Bids, RFQ's, RFP's AU + 4 GC34090; Requests for Qualifications; Requests Successful AU + 5 CCP 337; * for Proposals regardin9 9oods and Unsuccessful CU + 2 services * GC 25105-1; GC 34090 Requisitions Purchase Orders' AU + 4 GC34090; Original documents CCP 337 Stores CU + 2 GC34090 Completed forms for ordering Vendor Register P GC34090 Alpha vendor listin9 of purchase orders, invoices, account numbers and check date REPORTS Audits P GC 34090 Deferred Compensation T + 5 GC34090; Records of employee contributions 26 CFR and city payments 16001 ;1 * *29 CFR 1627.3(2) Federal and State Tax AU + 4 GC34090; Forms 1096, 1099, W-4's and W-2's 29USC 436 *26 CFR 31.6001.1-4; IRS REG 31.6001- · I(e)(2);R&T 19530;29 CFR 516.5-5i6.6 Financial, Annual AU + 7 GC 34090.7 Investment Transactions P GC34090' Summary of transactions, inventory & CCP 33~; earnings report GC 53607 Labor Distribution AU + 2 GC34090 Costs by employee &program Meter Reading CU + 2 GC34090 State Controller P GC34090 Controller may destroy after 5 years Utility Rebates CU + 2 GC34090 000044 CALIFORNIA RECORDS RETENTION GUIDELINES Finance - Final, December 1998 California City 'Clerks' Association IRecord Series Title i.:, ========================= ::~:Retention' ....CitationDescriptor 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; Paidicanceled 53921 000045 CALIFORNIA RECORDS RETENTION GUIDELINES · Emergency Management Final, December 1998 California City Clerks' Association 'Record:':Series 'Title 'Retention Citation Descriptor Mutual Aid, Strategic Plans i S + 2 ~ GC34090 ' [ t. CALIFORNIA RECORDS RETENTION GUIDELINES --Fire Safety Final, December 1998 California City Clerks' Association ';~'~:~:~ii!~ries Title:": ': '::"!~::~'::: ":::'::"' Retention 'Citation ' · Descriptor~: '.-: .....'.:':" ADMINISTRATION I , Books, Fire Code S + 3 GC34090.1 Include OPS manuals CCP 340.5 General Orders, [S + 2 Policies/Procedures InSpections, Fire Prevention CL + 3 UFC .103.34 Alarm/sprinkler systems, prevention efforts Investigations, Evidence Arson P 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 Sampling results; collection methodr,.o'gy, 1910.1020 background Exposure T + I 29 CFR Laboratory reports and worksheets 1910.1020 Medical T + 30 29 CFR 1910.1020 Medical T + 2 29 CFR Employees less than one year 1910.1020; * *GC34090 .Training T + 2 GC34090 Certifications/designations 00004 CALIFORNIA RECORDS RETENTION GUIDELINES Fire Safety -- Final, December 1998 California City Clerks' Association :::!i.'~!~:~:fi~S Title '!:' Retention Citation Descriptor PROPERTY Apparatus/Vehicle CU + 2' GC34090 Repair and Maintenance CCP 340.5 ' *8 CAL Code Reg. 3203 (b) (1) InVentory, Equipment & CU + 2 GC34090 Supplies Logs, Fire Equipment/Gear CU + 2 GC34090 REPORTS Incident CL + 3 GC34090 Dispatch and daily logs CCP338' *CCP 340.5 Field, Non-tim and Logs CU + 2 ~GC34090 Fire, Non-arson and Logs I CU + 2 GC34090 Investigations, Evidence Arson { CL + 3 PC 801; UFC Structure 104.32 Weed Abatement ~ CL + 2 ~ 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 R~c~'~d 'Series Title .... Retention Citation Descdptor Training Materials S + 2 Cal Code · Standards and Administration · Reg. 3204(d), et seq. Underground Storage Tank Compliance P GC34090a Documents re: storage Maintenance & Oper. CU + 2 GC34090 Location, installation, removal, remediation 000048 CALIFORNIA RECORDS RETENTION GUIDELINES Law Enforcement - Final, December 1998+ California City Clerks' Association :R~:.~:a:'.:~;~i;~::Title'::':' ..: ': '. ::: ......RetentionCitation Descriptor ADMINISTRATION I J Accounting/Cash CU + 2 GC34090 Reconciliations Alarm Records CU + 2 GC34090 Claim Files CL + 6 PC 832.5 Claim copy, correspondence, ,. photographs, supporting documents relative to incidents involving the Police Department filed by citizens Department Manual S i Changes to manual are recorded in · the General Orders (permanent) Equipment T + 2 GC34090 Retained until termination of Communication equipment use; Manuals, instructions, procedures Inventory S + 2 IGC34090 ~ 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 Investigationsl . Proceedings Case File 000049 CALIFORNIA RECORDS RETENTION GUIDELINES Law Enforcement Final, December 1998 California City Clerks' Association -.'E...::': '.: · .. .... 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, inve.s. tigative CL + 2 GC34090 Retained by division until a case is suspended/closed; transfer to Records Division to be filed with Case Files P PC 799 associated Daily Report (DR) file Homicide Investigator's File Narcotics (No CL + 2 GC34090 Retained by division until no longer arrest, Narcotics useful for investigative purposes Cases) Officer Involved CL + 25 GC340S0 Shoorings Court · CU + 1 GC34090, Printouts of daily court scheduling Daily Schedule 7 Sign-in Logs 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 auth Jrizing fingerprinting Applicants Files and backgrou~,d checks for city employment applicants and business license applicants Inked/Palm Cards AC + 20 Persons hooked into detention facility; (Copies distributed to county, state, federal agencies) 000050 CALIFORNIA RECORDS RETENTION GUIDELINES · Law Enforcement - Final, December 1998 California City Clerks' Association :~.~ii::~:!'~;~:i~s Title.!:~' ,.: ~:i~!:..j ....;::i:Retention Citation Descriptor .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 Adults/juveniles suspected of a Adult/Juvenile Enforce- crime, taken for comparison. Destroy ment after original purpose achieved Manage- ment Guide by POST Guns, Dealers Record of Sale CU + 6 PC 12070 Applicants, Monthly Gun Audits, Applications Denied, Stolen (DOJ File) Informant Files tT + 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 :orrections Licenses CU + 2 GC34090 Bicycle Bingo, Mace CU + 2 GC34090 Business License T + I GC34090 Review Board Administrative Files 000051 CALIFORNIA RECORDS RETENTION GUIDELINES Law Enforcement Final, December 1998 California City Clerks' Association ::: :::~i:~::~,:!::,~!ii::iiiiiiiii;~:~ii:i~:~:,.!~::.i::::i::.... ::+::. ,. :::! :.:: :.. :~i~:~:i~f!~:~i~sTitie::::':: ':::::::: ':'!::' Duplicate (Pink), CU + 2 GC34090 Original to licensee, Blue duplicate to Secondhand Dealer, DO J; Pink duplicate retained by Pawn Brokers agency; renewals issued annually by local agency Logs S Auto Theft Case Assignment CU + 1 Daily CU + 2 [GC34090 Activity Officer CU + 2 GC34090 Daily activity of incidents not reported by use of official report Report CU + 2 GC34090 iReport numbers, type, names, dates Summary retained for research value Investigative (Pre- CL + 10 GC34090 Retained by division until cases are Arrest) suspended and closed Juvenile Detention CU + 2 GC34090 Logs document juvenile processin! per CYA Property Control CU + 2 GC34090 Logs items coming into and going out of property room Rap Sheet CL + 2 GC34090 Requests for criminal history Subpoena CU + 2 GC34090 Subpoenas received/served daily Pawn Slips/TiCkets CU + 3 B & P 21628 Photographs Crime Scene, Registrant/Applicant, Photo file, Accident. Retain according to practical and functional association. D,' ,~ly Report T GC34090 Assigned DR number, retained as (Negatives) form of evidence, destroyed at same time evidence for associated case is destroyed Inmates CU + 20 By Prisoner number (Negatives) CALIFORNIA RECORDS RETENTION GUIDELINES Law Enforcement - Final, December 1998 California City Clerks' Association 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 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 11 :~57(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-I, 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 'R:~o~i~'~ries Ti~ie :"' ....' 'Retention' Citation Misdemeanor/ CL + 2 GC34090 Infractions missing persons (See: Note 1 ) 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 Impri'~onment wrecking, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death Destruction P Guns Narcotics P Disposition of Arrest/Court Retention determined by action Action , taken; i.e., recordable arrest or detention (released no arrest) False Alarm (Duplicate) CU + 2 GC34090 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 cared/ 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 ..~:::~::::::::+!:~:i:::ii'~!!~:!:::i~:ii:!'i,:' ,. ReCi)~:,Se'ries Title Retention Citation Descriptor Reports CU + 2 GC34090 Arrest &Citation Register; Arson. Offenses; Crimes Aga!nst 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 - DO J; 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 FB!, 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 GUIDELINES Law Enforcement Final, December 1998 Califo. rnia City Clerks' Association Record Series Title Retention Citation Descriptor 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 pr. obation and and juvenile court records have been pursu-ant destroyed by the probation officer. to court Records involving arrests, detentio' 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 16GC34090. Video (Jail) mos. Use of Force Supervisory CU + 2 ~GC34090 Includes review forms, arrest report Review Files copies, logs Warrants Recall Recommended by the California L:.~' Felony after 10 Enforcement Warrant Officer's years. Association Excep- tion: Murder/ Escape 000056 CALIFORNIA RECORDS RETENTION GUIDELINES · Law Enforcement - Final, December 1998 California City Clerks' Association 'R~:~;~!:~ies Title :" ........ : ": ·:: .i Retention Citation Descriptor Misdemeanor Recall Recommended by the California Law Criminal after 5 Enforcement Warrant Officer's years Association Served CU Includes Warrant Service Information Card, alpha index card Unserved (.L. ocal) Until served, recalled or purged PATROL Cards CU + 2 GC34090 Dispatch I 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 II, 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. (Duplicates) Parking/Traffic, CU + 2 GC34090. 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 (Communication) performance 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 RecordSeries Title Retention Citation Descriptor r Reports CL + 2 JGC34090 Non-Jury Accident Traffic Collision P Fatalities , Uniform Vouchers ~ CU + 2 [GC34090 Authorize purchase (by name) 'Vehicle [S ~ Record of assignments Assignment Reports . Down Reports CU + 1 Printouts reporting which vehicles are down for repair, maintenance, etc. Repossession/Private CU + 2 IGC34090 Impounds ' Service Schedules S !GC34090 I Vests, Bulletproof Letters CU + 2 GC34090 i Authorization to purchase Warrants Recall · Recommended by the California La Parking after I Enforcement Warrant Officer's year Association Traffic Recall Recommended by the California Law after 5 Enforcement Warrant Officer's years Association Weapons, Database P Departmentally-owned weapons,- personal weapons, alternate weapons, secondary'handguns; produces inventory reports SERVICES Chemicals/Film Inventories - ~ S · 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 l 000058 CALIFORNIA RECORDS RETENTION GUIDELINES Law Enforcement Final, December 1998 California City Clerks' Association _ ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::-',::,:: ':~g~:!~:~:i~S Title Retention Citation Descriptor I' Grievance Files CL + 2 GC34090 ~Grievance filed by employees, supporting documentation Investigations, CL + 2 GC34090 Non hired Background Background Hired P Include original reports' re: PC 832.5 investigations Parades & Special CL + 2 GC34090 Reports, memos, correspondence, Events File scripts, supplier information, assignments, deployments, supporting documentation Permits L + 2 GC34090 Approval process Alcoholic Beverage Control License ~ Concealed Weapons ~L + C + 2 GC34090 Photographs S + 2 GC34090 Personnel Negative Log CU + 2 GC34090 Negatives, Misc. CU + 2 GC34090 Not case-related (Public relations, promotions, events, ceremonies, staff photos) Press Releases ' CU + 2 GC34090 Press, Video Programs CU + 2 GC34090 Collection of videos of programs and (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 BrokerlSecondhand 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 :=~'~!~*~:e~ie:~:Title+ ':":' :: ....':'RetentionCitation Descriptor Restraining Orders, CU Destroy after law enforcement Emergency Protective iSee 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 order has expired. Rosters (Divisior{E~l) S + 2 ~GC34090 I Personnel assigned to division. Schedules CU + 2 GC34090 Schedules of Officers on duty Daily Watch Assignment/ CU + 2 GC34090 Timekeeping Records Tests, Densitometer Results T + 2 GC34090 Daily tests of development (Photo Lab) chemicals/processes for quality control. Training P Bulletins · Event Files CU + 2 GC34090 Correspondence, brochures, promotional materials, info on speakers, guests, supporting documents Lesson Plans, Range CL + 15 Scope, content, time period of courses Personnel (by name) T + 7 GC34090 Paperwork documenting officers' internal and ~. ,ternal training Schedules, Range CU + 2 GC34090 Daily, weekly, monthly schedules of 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 Descriptor 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 ::RecorCl::Series Title Retention Citation Descriptor PARKS Agendas, Board CU + 2 GC34090 Grants (refer to .Admin.) ' Inventory, Equipment AU + 2 GC34090 ~ Warranties, purchase orders Landscape CU + 2 GC34090 Drawings, contracts, complaints, specifications, photos, reports Maintenance/ CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints Maps P GC34090 Irrigation, plot plans Minutes, Board P GC34090 ' Photographs S + 2 GC34090 i Plans, Proposed CU + 2 GC34090 Future plans, new sites, expansions Policies and S + 2 GC34090 Includes rules and regulations. Procedures Railroad Right-of-way CL + 3 36 CFR Land acquisitions, correspondence, 64.11 improvements, statutory records Reports Accident CL + 2 GC34090 Patrons, employees Others CL + 2 GC34090 Studies CL + 2 GC34090 Future sites, expansions Resolutions, Board P GC34090 Schedules, Class & CU + 2 GC34090 Enrollment, liability releases, evaluations 000062 CALIFORNIA RECORDS RETENTION GUI'DELINES Public Works Final, December 1998 California City Clerks' Association :Re~i~a:':S:~:ries'Title ::.~:::: :::' ::::':~: .-:Retention "citation Descriptor I SANITATION/ SOLID WASTE/ WASTEWATER Collections!Land~ll CU + 2 GC34090 Daily records, usage Facilities CU + 2 GC34090 Correspondence, maps, patron list History, Sanitation P ~ GC34090 Where City-owned -- Incineration Plants, CU + 2 40 CFR Sludge, sampling, charging rate to Sludge 61.54 me, asure mercury content Incinerator Operations, CU + 2 40 CFR Gas flow through wet scrubbing, oxygen Treatment Plant 60.153 content of exhaust gas, sludge rate, temperatures, fuel flow, total solids and volatile solids Maintenance and CU + 2 GC34090 Includes work orders, inspection, repairs; Operations cleaning, reports, complaints Maps, Septic Tank P GC34090 Location maps Rates , CU + 2 GC34090 Recycling Programs S + 2 GC34090 Regulations S + 2 GC34090 Includes legislation 2 000063 CALIFORNIA RECORDS RETENTION GUIDELINES P'ublic Works Final, December 1998 California City Clerks' Association Record Series Title"':: Retention Citation Descriptor Reports Studies CL + 2 GC34090 Tonnage .. CU + 2 GC34090 STREETS/ALLEYS Abandonments/ P GC34090 Vacations Closures i P GC34090 Easements, P GC34090 · Dedications, Rights- of-Way Field Books' P GC34090 Grants (see Admin.) Intersection Records CU + 2 GC34090 Includes correspondence, volume counts, accident history Inventory, Traffic S + 2 GC34090 Signs, lights Control Device Landscaping CU + 2 GC34090 F.ants, tree maintenance, work orders Lighting CU + 2 GC34090 Maintenance, work orders Maintenance/ CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints, signals, striping 000064 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, December 1998 California City Clerks' Association ;!:i~:~:~'~'~i~ Title ::~: :'!:::~/.:i'~':::Retention Citation Descriptor Maps P GC34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, side. walks, sewers Master Plans ~. CU + 2 GC34090 Copies Parking I Lots J CU + 2 GC34090 I Regulations S + 2 GC34090 Reports/Studies CL + 2 ,-- Permits Encroachment I P 1GC34090 ' Improvement CL + 2 GC34090 May include curbs, sidewalks; Applications for excavation, fill, alterations Oversize CL + 2 GC34090 Load Parking CL + 2 GC34090 Residential Paving CL + 2 GC34090 Use CU + 2 GC34090 Includes Special Events (Temporary) Photographs S + 2 GC34090 Ir. cludes aerials Plans, Capital P GC34090 Streets, curbs, gutters, sidewalks, storm Improvement, Projects drains 4 000065 CALIFORNIA RECORDS RETENTION GUIDELINES Public. Works Final, December 1998 California City Clerks' Association !~Record:"S~ries 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) & Ic) 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 0'00.0.66 .- -- CALIFORNIA RECORDS RETENTION GUIDELINES Public Works - Final, December 1998 California City Clerks' 'Association !~::'Record 'S~ries Title · Retention Citation Descriptor Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance. Weigh Scales S + 2 GC34090 i I I UTILITIES J Facilities T + 2 GC34090 ~ If city owned J Gas &Electric Rates S + 2 GC34090 j j Underground P GC34090 j GC4003, GC4004; H&S 19850 j i WATER Billing/Customer CU + 2 GC34090 Billings, correspondence, complaints. Records Connection Records P GC34090 Maps, water line connections Flood-Control Drainage P GC34090 Includes dams, lakes, basins, creeks Facilities Flood Zones P GC34090 Includes flood maps. Insurance S + 2 GC34090 Includes copies of policies, rules, '- Programs programs Policies/ S + 2 GC34090 Rules and Regulations Procedures Reports/ CL + 2 GC34090 Studies 000067 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, December 1998 California City Clerks' Association Record S~ries Titie ::i::: -~:::.::.'~:' · :iRetention Citation Descriptor Grants (see Admin.) Inventory, Equipment CU + 2 GC34090 Locations P GC34090 Mains, valves, hydrants, wells Maintenance and CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & CU + 2 GC34090 Times operational, power used and Pumping quantity Maps P GC34090 Line location; easements Master Plans CU + 2 GC34090 C~pies Meter Operations CU + 2 GC34090 Reader reports, orders, tests Maintenance Reports Permits National P 40 CFR Municipalities of 100,000/more, Compliance Po!lutant 122.28 with Clean Water Act re: pollutants Discharge Elimination System NPDES) Others CU + 2 GC34090 May depend on terms 'of state or federal agency Policies and S + 2 GC34090 Includes rules and regulations Procedures Rates S + 2 GC34090 000068 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works - Final, December 1998 · California City Clerks' Association Record S~ries Titie +'::!.':'~:E!'::!!i::~i:~:~:!:.~::::-R~tention ""CitationDescriptor 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 ~ 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 000069. CALIFORNIA RECORDS RETENTION GUIDELINES · 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 CU + 2 GC34090 Sources CU + 2 GC34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations Surveys, Water System CU + 10 40 CFR Statistics, reports, correspondence Sanitary 141.33 Tests Bacteriological CU + 5 40 CFR Cqmpliance records include location, date 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 9 000070 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, facility storage Applications T + 2 GC34090 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 fights of way 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 'dOt:'urr ~ntation 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 000071 CALIFORNIA RECORDS RETENTION GUIDELINES Transportation Final, December 1998 California City Clerks' Association ~::iReCord-SeriesTitle :::?::!:;i:-: :. :'Retention Citation Descriptor Report, Accident CU + 2 GC34090 Memos and working documents (Copies) Vehicle Assignment CU + 2 GC34090 Log books, request forms, lists I. 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, reports Monitoring and log books, documents related to Complaint assessment of noise levels at airports and resolution of complaints Inspection, Runway CU + 10 Maintenance including Inspection reports, work orders and related records Inspection, Safety Self CU + 2 CFR Safety inspection and related document 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 Accident and CL + 8 Accidents, injuries, property damages, Incident general conditions re pilot and aircraft (Aircraft) Airport P Annual and special reports to federal and Operational state regulatory agencies. (Regulatory) 000072 CALIFORNIA RECORDS RETENTION GUIDELINES Transportation ' Final, December 1998 California City Clerks' 'Association Record S~ries Title' "':~ ':' ."' .Retention' Citation Descriptor Airport CU + 2 Logs, statistical summaries; administrative Operational records (Administrative) NOTAM (Notice CU + 3 Reports re: conditions affecting airport - to Airmen) maintenance/operations GROUND TRANSPORTATION Auto for Hire ~ T + 4 ~ 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 000073