CC Resolution 2010-016 Record Manual & Retention ScheduleRESOLUTION NO. 2010 - 016
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
LA QUINTA, CALIFORNIA, ADOPTING A RECORDS
MANAGEMENT MANUAL, INCLUDING A RECORDS
RETENTION SCHEDULE, APPROVING THE
DESTRUCTION OF OFFICIAL CITY RECORDS IN
ACCORDANCE HEREWITH, AND RESCINDING
RESOLUTION NO. 1999-095
WHEREAS, the City Council desires to establish records management policies
and a records retention schedule governing the handling, disposition and
destruction of official city records in accordance with State and Federal laws, and
records management best practices; and
WHEREAS, the City Clerk's Office has prepared the Records Management
Manual incorporating State and Federal laws as well as records management
industry best practices in order to facilitate the efficient, effective and economical
management of information; and
WHEREAS, except for records less than two years old and certain other
records, Government Code Section 34090 authorizes the destruction of any city
record in accordance with a retention schedule, adopted by City Council resolution
and with written consent of the City Attorney; and
WHEREAS, the City Attorney has reviewed and approved the Records
Management Manual, including the Records Retention Schedule incorporated
therein.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of La
Quinta, California as follows:
1. The Records Management Manual, including the Records Retention Schedule,
attached as Exhibit A and incorporated as part of this Resolution is hereby
adopted.
2. The destruction of records no longer required for administrative, legal, fiscal or
historical reasons is approved provided it is done in strict compliance with the
retention period and policies and procedures set forth in the La Quinta Records
Management Manual.
3. Amendments and revisions to the Records Management Manual, with the
exception of the Records Retention Schedule, may be made and implemented by
the City Clerk's Office with the approval of the City Manager, without further
resolution of the City Council.
Resolution No. 2010-016.
Adopt Records Management Manual & Retention Schedule
Adopted: February 16, 2010
Page 2
4. Proposed amendments and revisions to the Records Retention Schedule will be
presented to the City Council for approval.
5. Resolution No. 1999-095 is hereby rescinded.
PASSED, APPROVED and ADOPTED this 16" day of February 2010 by the
following vote:
AYES: Council Members Evans, Franklin, Henderson, Sniff, Mayor Adolph
NOES: None
ABSTAIN: None
ABSENT: None
(LL4Z
DON ADOL H, M or
City of La Quinta, alifornia
ATTEST:
VERONICA-J.AONTECINO, CMC, City Clerk
City of La Q inta, California
(City Sea])
APPROVED AS TO FORM:
M. KATH INE JE , ON, City A torney
City of La Quinta, California
RECORDS
MANAGEMENT
MANUAL
EXHIBIT "A"
CITY ❑F LA QUINTA
CITY CLERK'S OFFICE
TABLE OF CONTENTS
PURPOSE............................................................................................................................4
APPLICABILITY...................................................................................................................5
DEPARTMENT RECORDS CUSTODIAN..............................................................................5
DEFINITION OF AN OFFICIAL CITY RECORD....................................................................5
DEFINITION OF A NON -RECORD .......................................................................................a
RECORDS RETENTION SCHEDULE...................................................................................7
RECORDSDESTRUCTION PROCEDURE...........................................................................9
RECYCLING EXPIRED RECORDS ............................................................................................................................
9
SHREDDING EXPIRED RECORDS.........................................................................................................................10
DELETING ELECTRONIC RECORDS .....................................................................................................................
10
DESTROYING RECORDS STORED ON OTHER MEDIA....................................................................................
10
MANAGEMENT OF E-MAIL DOCUMENTS ........................................................................
12
MANAGEMENT OF ELECTRONIC DOCUMENTS (ACTIVE) ..............................................
13
LAPTOPS, PDAS, CELL PHONES & OTHER NON -NETWORK DEVICES .....................................................
13
MANAGEMENT OF PAPER DOCUMENTS (ACTIVE)........................................................
14
MANAGEMENT OF SCANNED PAPER RECORDS...........................................................
15
LASERFICHESYSTEM.............................................................................................................................................
15
JDRIVE......................................................................................................................................................................
16
QUALITYCONTROL..................................................................................................................................................
16
MANAGEMENT OF INACTIVE RECORDS.........................................................................
1 B
STORAGE OF INACTIVE ELECTRONIC RECORDS.............................................................................................
18
STORAGE OF INACTIVE PAPER RECORDS........................................................................................................
18
MANAGEMENT OF DAMAGED RECORDS.......................................................................
20
MANAGEMENTOF SYSTEM DRIVES ...............................................................................
21
DATAMAP.................................................................................................................................................................
22
MANAGEMENT OF BACK UP DATA.................................................................................
23
MANAGEMENT OF INTE RN ET USE.................................................................................
24
DEFINITION OF A LEGAL HOLD.....................................................................................
25
MANAGEMENT OF LEGAL HOLDS..................................................................................
25
RECORD MANAGEMENT HOUSEKEEPING CHECKLIST ................................................
27
MANAGEMENT OF REQUESTS FOR PUBLIC RECORDS ................................................
2B
RESPONSETIME......................................................................................................................................................28
GUIDANCETO REQUESTER..................................................................................................................6................28
FORMATOF RESPONSE........................................................................................................................................629
PROCEDURE..............................................................................................................................................................
29
RESPONSIVENESS..................................................................................................................................................
30
EXEMPTFROM DISCLOSURE................................................................................................................. 6..............
30
NOTIFICATION...........................................................................................................................................................
30
FEES...........................................................................................................................................................................
30
MANAGEMENT OF CLAIMS, SUBPOENAS & SUMMONS ...............................................
32
CLAI M S.......................................................................................................................................................................
32
SUBPOENA FOR PRODUCTION OF BUSINESS RECORDS....... ..... 6 .................................................................
32
SUMMONS OR SUBPOENA TO APPEAR................................................................................................... 6..........
32
02/01/2010 Maysels - Page 2 of 36
RECORDS MANAGEMENT EDUCATION AND TRAINING ................................................ 34
ATTACHMENT INDEX .......................................................................................................
35
ATTACHMENT 1 : RECORDS RETENTION SCHEDULE........................................................................................
35
ATTACHMENT 2: RECORDS DESTRUCTION AUTHORIZATION FORM.............................................................
35
ATTACHMENT 3: INACTIVE RECORDS INVENTORY FORM................................................................................
35
ATTACHMENT 4: LEGAL HOLD NOTICE...............................................................................................................
35
ATTACHMENT 5: LEGAL HOLD RELEASE NOTICE.............................................................................................
35
ATTACHMENT 6: REQUEST FOR PUBLIC RECORDS FORM..............................................................................
35
02/01/2010 Maysels Page 3 of 36
RECORDS MANAGEMENT MANUAL
PURPOSE
Records Management is the "efficient, effective and economical management of
information. The guiding principle of Records Management is to ensure that
information is available when and where it is needed, in an organized and efficient
manner, and in a well -maintained environment. A sound records management
program pays by improving customer service, increasing staff efficiency, allocating
scarce resources, and providing a legal foundation for how an agency conducts its
daily mission."'
"When records no longer fulfill the value for which they were created, they should be
destroyed unless they also have some historic or research significance. If that is the
case, the records should be preserved by an appropriate historical agency. Staff
members should realize that an effective records management program is not only
cost effective; it will also make their jobs easier. They should also know that records
retained beyond their value 'just in case' only extend the agency's legal liability in the
event of adverse litigation.„2
The goal of the City of La Quinta is to reduce paper documents as much as possible,
as evidenced by the City's on -going project of scanning Records into the Laserfiche
system. Converting to electronic data improves service, efficiency and productivity.
• It improves active records management because of the ability to have
large volumes of active records available online and to minimize many
time-consuming filing and refilling operations common with paper record
systems.3
• It allows simultaneous access to documents and records from multiple
locations.'
• It provides quicker and more reliable retrieval to assist decision -making.'
• It increases security of confidential documents compared to paper filing
because of electronic systems capabilities to restrict access to sensitive
documents and to back up and protect vital records.'
• It allows easier disaster recovery because with paper files, once the files
are gone, they're gone for good — while digital systems can easily and
economically be backed up in multiple geographic locations.'
• It results in centralization of citywide information and forms.'
• It reduces the duplication of records and the use of paper.
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APPLICABILITY
Records Management applies to every employee because all employees create,
maintain, and use electronic and paper -based records. It is the responsibility of
individual employees to properly determine if a document (paper, electronic, etc) is an
Official City Record, which must be retained in accordance with the City's Records
Retention Schedule. It is incumbent upon each department to ensure proper
safekeeping and timely destruction of Records pursuant to the criteria set forth in this
manual.
DEPARTMENT RECORDS CUSTODIAN
Each department shall appoint a Department Records Custodian (DRC). This position
acts as gatekeeper of all departmental files. The DRC assists staff in classifying
documents, identifying the file in which a Record should be retained, and setting up e-
mail and shared drive folders and filing systems.
For the department, the DRC organizes and monitors the shared drive and paper files,
regularly removes duplicates, drafts and other Non -Records, retrieves files when
requested by the public or staff, packs boxes for long-term storage in the basement,
keeps an in/out log on files, prepares Records Destruction Authorization Forms,
monitors Legal Holds, directs document scanning, and performs quality control over
scanning. Upon request, the City Clerk's Office (hereafter, the "Clerk's Office") will
provide support to any DRC.
DEFINITION OF AN OFFICIAL CITY RECORD
Determining whether a document is an Official City Record or a Non -Record is a
judgment call that is made by nearly every employee several times a day. To assist
with that judgment, the definition of "Record" includes, but is not limited to, all of the
following:
• The original document/electronic creation of all information (e.g.
correspondence, applications, staff reports, etc.). The exception to this
rule is a Record, such as correspondence or applications, sent to a
location outside the custody of the City. In this case, one copy of that
Record shall be retained by the department sending the Record as if it
were the original of that Record.
• "Information
created, received, and maintained
as evidence
and
information
by an organization or person, in
pursuance of
legal
obligations or in the transaction of business"
As defined by
the
International
Organization for Standardization (ISO).
Generally, Official
City Records
(a) are created or received in connection
with official
City
02/01 /2010 Maysels Page 5 of 36
business; (b) document the formulation and implementation of City
policies and decisions; or (c) initiate, authorize or complete a transaction
of official City business.
• "All papers, maps, exhibits, magnetic or paper tapes, photographic films
and prints, punched cards, and other documents produced, received,
owned or used by an agency, regardless of physical form or
characteristics."9
• "Letters, words, sounds, or numbers, or their equivalent, set down by
handwriting, typewriting, printing, photostatting, photographing,
magnetic impulse, mechanical electronic recording, or other form of data
compilation, including still photographs, X-rays, X-ray films, video tapes
and motion pictures" as defined by the Uniform Rules of Evidence.
DEFINITION OF A NDWRECORD
Material not usually included within the definition of records include unofficial copies
of documents kept only for convenience or reference, working papers, appointment
logs, stocks of publications and processed documents, and library or museum material
intended solely for reference or exhibition. In addition, documents such as rough
notes, calculations or drafts assembled or created and used in the preparation or
analysis of other documents are not Official City Records.10
Note: Non -Records are subject to legal discovery and legal holds
even if they should have been destroyed earlier.
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RECORDS RETENTION SCHEDULE
There are only four reasons to keep a Record. Those reasons are:
1. Administrative value of a record is determined by the period during which an
organization uses a record to perform its primary function and the need to carry
on the daily business of the organization.
2. Legal value of a record is determined by the records required to be kept by law,
or those that may be required in case of litigation or government investigation.
3. Fiscal value of a record determines which records relate to the financial
transaction of the municipality, especially those required for audit or tax
purposes.
4. Historical value of a record pertains to those records with long-term value and
include organizational and administrative history, policies, and general social,
economic or other conditions.
"A retention schedule is an agency's legal authority to receive, create, retain, and
dispose of official public records. It assists the agency by documenting which records
require office or temporary storage, which records have historic or research value, and
which records should be destroyed because they no longer have any administrative,
fiscal, legal, or historical value. In the event of litigation, courts accept a retention
schedule as establishing an agency's normal course of doing business.""
The City of La Quinta's Records Retention Schedule is included in this Records
Management Manual as Attachment 1. It was prepared as a guideline to local
governments by the City Clerks Association of California and the League of California
Cities, and adopted by the California Secretary of State as the State's guide to local
governments. That schedule is adopted and incorporated herein by reference, and as
State and Federal laws affecting retention are enacted, they will automatically be
adopted and incorporated into the City's Retention Schedule. The La Quinta Clerk's
Office has overlaid the State's Schedule onto the City's filing system (Uniform
Functional Filing System) to produce a workable, customized schedule. As with all
Records Retention Schedules, departments will need to add file types over time. The
Clerk's Office or the City Attorney provides the research to determine the appropriate
retention for each new file type.
The Records Retention Schedule applies to all ORIGINAL Records regardless of format
(as well as copies of outgoing originals). The Schedule represents the MINIMUM
retention period for Records. Individual departments may adopt a policy of retaining
documents for additional time if there are compelling reasons to do so, and if the City
Attorney approves it in writing. The Clerk's Office will retain all original, signed
authorizations to exceed the State recommended retention period.
In the case of outgoing correspondence and documents, whenever the original of a
Public Record is sent to a location outside the custody of the City (as, for example,
correspondence from a City officer/employee to a person outside of City government),
02/01/2010 Maysels Page 7 of 36
one copy of that Record is retained by the department sending the Record as if it
were the original of that Record.
Retention is based on subject matter of the Record whether it is a paper document,
single e-mail, trail of e-mails, electronic doc — such as a Word, Excel or PowerPoint,
web page, audio recording, cell phone and voice mail recordings, tapes/discs as well
as all attachments thereto. Original Records, in any format/medium, may not be
destroyed without first obtaining authorization to do so. Attachment 2 is the City of
La Quinta's Records Destruction Authorization form. This form serves as a permanent
record, and would be utilized in any legal proceeding as evidence of proper
destruction.
"if systemically followed, a retention schedule preserves only official Records while
eliminating all other Non -Records within days of creation. Haphazard implementation
of retention schedules will not provide a defense in a negligent spoliation claim."12
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RECORDS DESTRUCTION PROCEDURE
Records whose mandatory retention periods have expired are destroyed as soon as
possible thereafter. There are five means of destruction: recycling, shredding,
deletion, reuse, and demolition.
Whether paper Records are to be recycled or shred, remove the following items after
the Department Head and City Attorney have signed the form:
• paper clips
• binder clips
• metal fasteners
• plastic covers
• plastic binding
• file folders - to be reused (or recycled if in poor condition)
(staples and rubber bands may remain)
The "TITLE OR DESCRIPTION" section of the form calls for the file name, which is
generally the title noted on the folder tab. However if this title is not sufficiently
descriptive, or if the file contains diverse cases, reports, or other material that it may
be helpful, in the future, to know the exact details of, take the time to list the
Records separately on the form.
The "UFFS#" on the form stands for the Uniform Functional Filing System number.
This is a widely used, standardized filing system adopted by the Clerk's Office as well
as other City Departments. The City's Retention Schedule has been synchronized
with this system. It is a flexible filing system that easily accepts additions and
deletions. In preparing the Records Destruction Authorization form, DRCs are
encouraged to contact the Clerk's Office if there is any question as to which UFFS#
and corresponding retention period to use.
Place a copy of the unsigned form on the box/stack of Records so they can be
identified and matched to the signed form on destruction day.
RECYCLING EXPIRED RECORDS
Records that are public information and contain no private details (such as an
applicant's home address, phone, drivers' license number, etc.) are recycled.
A Records Destruction Authorization form is filled out, Department Head and City
Attorney signatures obtained, and the original form delivered to the Clerk's Office.
The Clerk's Office schedules a time to witness the transfer of the Records from the
Department to the recycling bin. The City Clerk ("the "Clerk") then signs the form
certifying the destruction and scans the form into Laserfiche.
02/01 /2010 Maysels Page 9 of 36
SHREDDING EXPIRED RECORDS
Records that are confidential or those that contain personal information that could
expose a person to identity theft or simply contain private information such as an
individual's or business' income, are to be shred.
A Records Destruction Authorization form is filled out, Department Head and City
Attorney signatures obtained, and the original form is delivered to the Clerk's Office.
If the volume to be shred is manageable, the Department may opt to shred the
Records in-house. In this case, the Clerk's Office schedules a mutually convenient
time with the Department to witness the shredding of the Records. The Clerk then
signs the form certifying the destruction and scans the form into Laserfiche.
If a Department(s) informs the Clerk's Office that there is a large quantity of Records
to be shred, the Clerk's Office hires and schedules a shredding company for the job.
DELETING ELECTRONIC RECORDS
Electronic Records such as e-mails, Word/Excel docs, etc. follow the same Retention
Schedule and authorization procedure as paper Records. No matter what type of
device the Record is stored on, the same procedure applies (desktop, laptop,
Blackberry, PDA, flash drive, etc.) The destruction method for electronic Records is
deletion.
REMEMBER: this applies only to the electronic creations that have been
deemed an Official Public Record.
(see DEFINITION OF AN OFFICIAL PUBLIC RECORD, MANAGEMENT OF
E-MAIL DOCUMENTS AND MANAGEMENT OF ELECTRONIC
DOCUMENTS).
A Records Destruction Authorization form is filled out, Department Head and City
Attorney signatures obtained, and the original form is delivered to the Clerk's Office.
The Clerk's Office schedules a mutually convenient time with the Department to
witness the deletion of the Record(s). The Clerk then signs the form certifying the
destruction and scans the form into Laserfiche.
DESTROYING RECORDS STORED ON OTHER MEDIA
Records stored on a CD, DVD, or portable media also follow the same Retention
Schedule and authorization procedure as all other Records. The destruction method
for CDs, DVDs, and floppy discs is demolition by shredding or breaking apart. The
destruction method for Records on portable media, e.g. zip drives, is erasure and
reuse.
A Records Destruction Authorization form is filled out, Department Head and City
Attorney signatures obtained, and the original form is delivered to the Clerk's Office.
The Clerk's Office collects the medium from the Department and physically breaks it,
or certifies its reuse. In the event the media is to be reused, IS shall ensure that all
information on the media is fully erased as part of the destruction process. The Clerk
02/01/2010 Maysels Page 10 of 36
then signs the form certifying the destruction/reuse and scans the form into
Laserfiche.
Should any destroyed Record be requested by the public or via subpoena, the Records
Destruction Authorization form is a Record evidencing the destruction in accordance
with the City's legally adopted retention schedule. The Clerk's Office keeps all
original, signed forms permanently on file.
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MANAGEMENT OF EMAIL DOCUMENTS
The City's e-mail system is intended as a medium of communication only. Therefore,
e-mail is not used to store or maintain Records. E-mail SENT and INBOX volumes are
kept to a minimum to keep the system running at optimum speed and efficiency.
Individuals are responsible for the management of their e-mail documents. Proper
management involves frequent (ideally at first reading) classification of SENT and
INBOX items. This critical step requires the determination as to whether a document
is an Official City Record or a Non -Record.
Do not convert electronic files to paper files unless there is a compelling reason to do
SO.
If an item is determined to be a Record, move it out of the SENT / INBOX to a
common searchable drive such as the departmental drive or the citywide S drive.
This permits those responsible for complying with the California Public Records Act or
subpoenas to search all departmental data from their own computer, without the need
to go to multiple PCs to search individual e-mail folders. It also avoids confusion and
loss when employees transfer or separate from City employment.
If an item is determined to be a copy, draft or other Non -Record, it may be left in the
SENT / INBOX to be deleted automatically in sixty (60) days, or; it can be moved to
the DELETED ITEM folder to be automatically deleted in seven (7) days, or; if there is
some longer -term use for it, it can be moved to a subfolder.
E-mail subfolders are managed by individual users and are not emptied/deleted by
Information Services. Employees are cautioned against using subfolders as catchall
buckets to dump all a -mails for long periods of time. The volume to sort through can
become overwhelming very quickly.
Remember: Non -Records are subject to legal discovery and holds even if they
should have been destroyed earlier.
• Citywide, contents older than 60 days within all SENT and INBOX
folders, are automatically deleted from every computer by
Information Services daily.
• Citywide, contents older than 7 days within all DELETED ITEM
folders, are automatically deleted from every computer by
Information Services daily.
There is no personal privacy on City equipment, so it is not appropriate to retain
personal information and correspondence on the City network or City computers.
02/01 /2010 Maysels Page 12 of 36
MANAGEMENT OF ELECTRONIC DOCUMENTS
(ACTIVE)
Documents born digitally, i.e. produced electronically on software such as Word,
Excel, PowerPoint, H.T.E., Access, GIS/ArcView, SOL Server, RecTrac, pdf
documents, databases, etc. must also be classified as a Record or Non -Record.
Documents classified as Records must be on a common searchable drive such as the
departmental drive or the citywide S drive. Isolated, local computer hard drives,
such as C drives, are not to be used for any Record storage because only that PC user
would be aware of its existence, access would be limited to that one person with the
password, and data could be lost permanently if that PC crashes because these local
storage drives are not backed up.
In the case of confidential Records, place them on a common drive, but restrict
access. Department Directors or their designee control access passwords to all
restricted files, department drives and individual G drives.
With so many rules and access requirements impacting the storage of electronic
records, it is no longer enough to click "save as," create electronic folders on the fly
and use any name that comes to mind to store your electronic record. The volume of
e-records and the need for organization -wide accessibility prompts the
recommendation to systematically and proactively design electronic folder structures
and effective file -naming conventions. Shared drives must have a consistent, logical
filing system or it becomes unruly, frustrating, and unproductive. A Department
Records Custodian keeps the drive orderly and useful. The Clerk's Office can assist
the DRC with filing system design and implementation.
At a minimum, each Record put on a shared drive must have the date created and the
author. E-mail Records moved to the shared drive will have this information, but all
other Records should include in the footer, left aligned — mm/dd/yyyy +last name in
Univers 8-pitch font. This will permit the DRC and other in-house researchers to
access the information needed to manage and trace Records and contact the author
should any retention questions arise.
LAPTOPS, PDAS, CELL PHONES & OTHER NON -NETWORK DEVICES
As the definition of a Record indicates, all digital and audio information on these
devices is potentially an Official Public Record. Court cases inform us that these
portable, non -network devices, provided by the city to employees/officials, are subject
to discovery. This Manual calls for all communications created or received on these
devices, which are determined to be a Record, to be transferred to network storage.
Contact Information Services for instructions. Data/audio transfer of Records should
be done daily, or at a minimum, on a weekly basis. Departments will perform periodic
review to ensure compliance.
02/01/2010 Maysels Page 13 of 36
MANAGEMENT E3F PAPER DOCUMENTS (ACTIVE)
Every department maintains its own paper Records within a filing system that best
suits its function. An index or inventory of each department's files is maintained on
the citywide S drive: S:\RECORDS INVENTORY - ACTIVE. This provides all
employees with an understanding of the subject matters each department covers, and
provides a preliminary search tool for Records.
Every six to twelve months, files are examined to remove and destroy any duplicates,
drafts, notes and other Non -Records that have been placed in folders in error. At the
same time, files whose retention period has expired are removed and a Records
Destruction Authorization form prepared.
In accordance with California Government Code §34090.5, incorporated herein by
reference as amended from time to time, any original paper Records may be destroyed
at any time if the following two steps are taken:
(1) The Record is scanned into a permanent electronic format, such as
TIF or PDF (Laserfiche), and this format produces an accurate and
legible copy that does not permit additions, deletions, or changes,
and is accessible for public reference, and
(2) a true copy, in CD or other secondary format, is kept in a safe and
separate place.
02/01/2010 Maysels Page 14 of 36
MANAGEMENT OF SCANNED PAPER RECORDS
The City has two repositories for scanned Records: (1) Laserfiche for text documents
and attached maps/plans measuring 8%2x14 or smaller, and (2) the J drive for large
format maps, aerial photos, surveys, building / improvement plans for public property,
tract maps, grading plans, assessment districts, etc.
Records with retention periods less than ten (10) years are usually not scanned.
LASERFICHE SYSTEM
Laserfiche is a valuable tool for storing and searching Records dating back to the
City's incorporation. From Laserfiche, Records can be e-mailed or printed. For the
management of Records and Legal Holds, it is the ideal tool. The Clerk's Office
administers the Laserfiche system by providing training and oversight. The City pays
a substantial annual license fee for each authorized viewing and scanning station. At
present, there is at least one viewing station in each department, but the Clerk's
Office is the sole licensed scanning station.
The system converts scanned Records to TIF format, which cannot be manipulated,
so a true representation of the original is assured. TIF format is simply a picture of
the page scanned, black marks on a white sheet — it does not recognize letters or
words. For the system to be fully useful, i.e. searchable, key pages of scanned
Records are OCR'd (optical character recognition). This is an extra step for the
Scanner and is done for the first page of documents at a minimum. Departments will
discuss their needs regarding key pages to OCR with the Clerk's Office when they
deliver their Records for scanning.
The Clerk's Office routinely scans into Laserfiche, certain current paper Records from
all departments — Records with permanent or long-term retention periods. As time
allows, staff has been systematically scanning older paper Records into Laserfiche.
The result is a comprehensive, user-friendly, efficient and accessible e-Records library
available to every department.
Limitations of Laserfiche:
1. Use of the font UNIVERS 12 pitch produces the clearest scanned
documents. UNIVERS is recommended for all City forms, reports,
letters and documents. Other fonts often result in jumbled letters
and symbols.
2. Handwriting is not recognized by OCR. A TIF picture of the
handwritten portion of a Record would be saved in the system for
viewing and printing, but hand written text is not searchable.
02/01 /2010 Maysels Page 15 of 36
Preparing Records for Scanning into Laserfiche
The decision on which documents to scan is made by each department. Due to the
labor involved in the scanning process and the finite digital storage space, Records
with retention periods less than ten (10) years are generally not worth scanning.
Deliver files to be scanned to the Clerk's Office after completing the following:
• Remove staples (replace with clips)
• Remove tape or any other impediment to feeding sheets into the
scanner
• Remove duplicates
• Remove non -records
• Remove Records already scanned such as staff reports, resolutions,
contracts, etc.
• Organize documents in a consistent order. For example, if all project
files are to be scanned, arrange documents within each file in the
same order. This will make the end result on Laserfiche more user
friendly.
Security for Confidential Records
Security can be applied to confidential documents scanned into Laserfiche by setting
a unique password on those folders or files. Contact the Clerk's Office for
instructions on securing folders/files.
J DRIVE
Within the City's network, a dedicated system drive (J) stores all imaged maps, aerial
photos, surveys, building / improvement plans for public property, tract maps, grading
plans, master and specific plans, utility plans, building plans, permits, etc. Public
Works, Planning and Building & Safety departments have J drive folders, but only
Public Works plans are available to the public via a link to the web site. Access to
this valuable information is available from the City's website: > Public Works page
>Development Services Division >Archive section.
Scanned plans are saved in TIF format, and accompanying text documents are saved
in PDF format. As a result, the prerequisites for destroying originals per Government
Code §34090.5 is met provided departments perform quality control and prepare a
Records Destruction Authorization Form listing all paper originals. The goal is to get
all plans with long-term or permanent retention periods scanned and backed up so
that the mountain of paper plans can be shredded.
QUALITY CONTROL
Quality control is critical to this process. Before original Records are destroyed, every
scanned page is examined to ensure 100% legibility and completeness. Each
department is responsible for performing quality control on the Records it sends to the
Clerk's Office or Public Works to scan. The Clerk's Office holds Records in temporary
Laserfiche folders until quality control is completed. Those performing quality control
verify the following:
02/01 /2010 Maysels Page 16 of 36
1. Readability of each page of each document
2. Proper indexing of each document
3. Accurate page counts for each document
4. Accurate security for each document
5. Alert Clerk's Office/Public Works of any poor quality images requiring
rescanning.
02/01/2010 Maysels Page 17 of 36
MANAGEMENT OF INACTIVE RECORDS
Inactive Records are Records that must be kept permanently or long-term, but are not
needed in the daily operation of the City.
STORAGE OF INACTIVE ELECTRONIC RECORDS
Inactive electronic Records may be kept on shared drives if there is adequate memory
space. If a department wishes to free up space or clean up its drive, the Director
contacts Information Services (IS) to arrange to transfer these records off the drive to
removable media such as CD, magneto -optical media, tape, or other electronic storage
device. Information Services will advise on how and where the Records should be
preserved.
STORAGE OF INACTIVE PAPER RECORDS
Inactive paper Records are stored in the basement of City Hall in the room designed
for that purpose. This central records depository is managed by the Clerk's Office.
The Clerk allots storage space to each department; sets standards for box size,
weight and labeling; and establishes procedures for depositing Records.
Each department retrieves and returns its Records as needed in response to request
for information; keeps its allotted area neat and organized; provides the Clerk's Office
with copies of Inactive Records Inventory forms; amends the Inactive Records
Inventory form when files are added or removed from a box, and; notifies the City
Clerk's Office if its space needs grow or shrink.
Procedure for Depositing Records:
• Use a cardboard box measuring approximately 16" long x 12" wide x 10" deep.
• Fill the box about % full, allowing room to fully view files and make retrieving
easier.
• Limit the weight to 20-30 pounds.
• Purge all duplicates and other Non -Records.
• Purge unnecessary clips, fasteners, and bindings.
• Do not mix permanent retention files with non -permanent files in one box.
• Keep like files and the same years together.
• Prepare & save a detailed Inactive Records Inventory form (Attachment 3).
• Affix a completed Inactive Records Inventory form to the short end of each
box.
• Deliver the box to the basement and a copy of the form to the Clerk's Office.
• Insert Styrofoam fillers if necessary to keep files upright (supply in basement).
• The Clerk's Office verifies the "date to destroy" on the form.
• The Clerk's Office schedules the files for scanning if applicable.
• The Clerk's Office notifies the department that the form is complete &
accurate.
• The department then moves the completed form to the citywide S drive:
S:\RECORDS INVENTORY - INACTIVE
02/01/2010 Maysels Page 18 of 36
By storing active and inactive records inventories on the citywide S drive, even if
protected as "read only" by the publishing department, they become fully searchable
by all city employees. This is invaluable for research, cross-referencing,
understanding of city workflow, and reduction of duplicate records.
02/01 /2010 Maysels Page 19 of 36
MANAGEMENT OF DAMAGED RECORDS
In the event that Records are damaged, employees assess the damage, perform
recovery procedures, and when necessary, report Records that are unrecoverable to
the Clerk. Actions necessary to recover documents can range from simply air -drying
paper records to hiring restoration specialists for severely damaged Records of various
media types. When unsure about what recovery steps to take, consult the Clerk's
Office.
02/01/2010 Maysels Page 20 of 36
MANAGEMENT OF SYSTEM DRIVES
There are four drives available to most employees to use. Those drives and their
purposes are as follows:
The S DRIVE is a citywide network drive accessible to all employees. The purpose of
this drive is interdepartmental exchange, file sharing, reduction of duplication,
facilitate cooperative tasks and provide common knowledge.
The I Drive is a citywide network drive accessible to all employees. The purpose of
this drive is internal, informal communication. "Items of Interest" are posted and
viewed here.
The "X" DRIVE is a department network drive accessible to department staff and
Information Services (IS) only. Each department has a separate drive, e.g.
Building =U, Clerk =N, Community Services =H, Public Works =T, and so forth. The
purpose of this drive is storage of documents specific to that department, which are
of no value or concern to other departments. Sensitive and confidential information
may be on departmental drives, and locked -down by IS so that only authorized
personnel may view the files.
The G DRIVE is an individual employee network drive accessible to the employee and
IS only. The purpose of this drive is very limited. It is a "holding area" for drafts,
temporary files, reference material and other Non -Records not needed by coworkers.
This drive cannot be searched without obtaining the password from the employee, the
department director or IS, so it is not to be used to store Official City Records.
There are specialized programs/drives within the City system accessible to the
departments that utilize them. A brief description of those programs/drives is set
forth below:
J Drive - Storage for plans and related documents scanned by Public Works,
Building & Safety and Planning. The Public Works portion of the drive is
linked to the City's web site, and accessible to all.
M Drive - Storage for GIS and CAD created plans, maps, aerial photos, county
databases, and documents, accessible to employees with the ArcView or
AutoCAD programs.
R Drive - Retired drive used by Finance prior to the HTE database. This drive is
now used by Finance for reference only.
Z Drive - DMS (Document Management System) used by Finance and Code
Compliance for generating routine, standard letters and notices.
02/01/2010 Maysels Page 21 of 36
HTE - Financial tracking database used by Finance, Building & Safety, Code
Compliance, Human Resources, and Planning departments.
The following drive does not have a purpose under the City policy, and is not to be
used:
C DRIVE = hard drive within each computer box, isolated, non -network and available
to PC user only. It is not backed up, all contents would be lost if the PC crashed, it is
not easily accessible to anyone except the password holder, and it is not searchable.
DATA MAP
Auto
'Backup: -
Backup:
�Adcess
Location
Storage,e.
Delete
StorageTapes
All Employees, Public
Web site
No
2 Weeks
NONE
All Employees
S drive
No
2 Weeks
6 Weeks
All Employees
I drive
No
2 Weeks
6 Weeks
All Employees
Telephone system
No
2 Weeks
NONE
All Departments —
Laserfiche
No
2 Weeks
6 Weeks
selected computer stations
"X" drives
Department Employees
B&S:U, Clerk:N, CS:H, PW:T,
No
2 Weeks
6 Weeks
Finance:F, HR/RM:Y,
Planning:P
Building & Safety, Planning,
Public Works
J drive
No
2 Weeks
6 Weeks
Planning, Public Works
M drive
No
2 Weeks
6 Weeks
Building & Safety, Finance,
Planning, Human
H.T.E. database
Resources, Code
(on its own server)
No
2 Weeks
NONE
Compliance
Finance, Code Compliance
Z drive (HTE/DMS system)
No
2 Weeks
6 Weeks
Finance
R drive (retired, reference
No
2 Weeks
6 Weeks
only)
Individual Employees,
Information Services (IS)
G drives
No
2 Weeks
6 Weeks
(dept. head keeps list of pswds)
Individual Employees, IS
E-Mail inbox & sent box
60 days
2 Weeks
6 Weeks
(dept. head keeps list of pswds)
Individual Employees, IS
E-Mail deleted box
7 days
2 Weeks
6 Weeks
(dept. head keeps list of pswds)
Individual Employees, IS
E-Mail subfolders
No
2 Weeks
6 Weeks
(dept. head keeps list of pswds)
Select Employees, IS
Laptop computers
No
NONE
NONE
(dept. head keeps list of pswds)
Transfer Records to network daily
Select Employees
Blackberrys, cell phones,
(dept. head keeps list of pswds)
PDAs
No
NONE
NONE
Transfer Records to network daily
In order for shared drives to fulfill their purpose, they must be kept organized and
tidy.
02/01/2010 Maysels Page 22 of 36
MANAGEMENT OF BACK UP DATA
Back-up data is information that is not in use by the City, and is routinely stored
separately upon portable media. It serves as a source for recovery in the event of a
system problem or disaster. The City has two back up methods:
1. PORTABLE TAPES FOR ROUTINE RECOVERY. A full system back up is done
every Friday. Incremental daily back ups are done Monday through Thursday -
this only picks up changes since Friday's full system back up. The full system
back up includes e-mail, HTE, Laserfiche, and all network drives. Back up
tapes are rotated so that two weeks of data is always available before tapes
are erased and reused. Back up tapes are stored offsite.
2. SECONDARY DIGITAL STORAGE FOR CATASTROPHIC RECOVERY. A master
back up of all systems, except HTE, has been done. Every night, changes to
system files are sent via data -cable to an offsite storage box. Currently, this
data is held for six weeks. As the volume of data increases, the holding
duration decreases due to the finite amount of digital storage space.
02/01 /2010 Maysels Page 23 of 36
MANAGEMENT OF INTERNET USE
The internet is an invaluable tool for research to City employees. Other than work -
related research, there is little else for which the internet should be used.
Inappropriate use such as IM (instant messaging), downloading programs or software,
and downloading music, photos or games exposes the City to major security breaches
to its system, incapacitating viruses, steep fines for piracy, and severe reduction in
system capacity and speed.
To prevent overload or incompatibility, installation of any new software or program is
prohibited on any City equipment unless clearance is first obtained from Information
Services.
To prevent contamination, downloading any personal e-mail attachment into the City
system or onto City equipment is prohibited.
See the CITY OF LA QUINTA PERSONNEL POLICY; SECTION
1.96, USE OF ELECTRONIC EQUIPMENT AND SYSTEMS for
policies, prohibitions and consequences.
02/01 /2010 Maysels Page 24 of 36
DEFINITION OF A LEGAL HOLD
A Legal Hold suspends routine destruction of records and other documents upon a
finding that such suspension is necessary under applicable law due to actual or
reasonably anticipated litigation or governmental investigation or audit.13
"The obligation to preserve evidence arises (a) when the party has notice that the
evidence is relevant to litigation; or (b) when a party should have known that the
evidence may be relevant to future litigation."14
Legal Holds apply to all Records and Non -Records in every medium and format.
Material that responds to a Legal Hold is retained, separately if possible, until the
litigation is finally concluded, and the City Attorney issues a Legal Hold Release
Notice.
MANAGEMENT OF LEGAL HOLDS
The steps to the Legal Hold process15:
1. IDENTIFY TRIGGER EVENTS
Legal Holds may be initiated by a City Attorney, Risk Management, the Clerk's
Office, or any Department Director. Due to the serious nature of the need to
preserve evidence, and the severe consequences of spoliation, all employees
must be aware and inform their Department Director if they suspect an
issue/event will result in litigation sometime in the future.
2. ANALYZE PRESERVATION DUTY
If future litigation is suspected or anticipated, consult with the City Attorney,
who will determine if a need to preserve evidence exists.
3. DEFINE SCOPE OF HOLD
The City Attorney issues to Department Directors and other key players, a
Legal Hold Notice (Attachment 5) defining the scope of the hold. The Legal
Hold Notice provides instructions on what to preserve, how to preserve and
where to preserve Records. Information Services receives all Legal Hold
Notices to ensure that automatic deletion does not occur. The City Clerk's
Office receives all Legal Hold Notices to keep a citywide log of Legal Holds.
4. IMPLEMENT THE LEGAL HOLD
Department Directors distribute the Legal Hold Notice to the employees
responsible for the active and inactive documents/media on hold and directly
advises them of the duty to preserve. Note that Legal Holds can include
ongoing and future Records.
02/01/2010 Maysels Page 25 of 36
5. MODIFY THE LEGAL HOLD
Periodically, the City Attorney re -checks the scope of distribution of the Legal
Hold Notice. This may result in broadening or narrowing, adding departments
or file types, or other modifications as the case progresses or the details
surrounding a threatened litigation become clear.
6. MONITOR AND REMOVE THE LEGAL HOLD
Directors post, announce or otherwise periodically (once a month is
recommended) remind employees of the existence and obligations of the Legal
Hold. Regarding Records of terminated / separated employees, Directors or
their designee ensure the security, integrity, and control of Records left by
former employees.
The City Attorney notifies affected individuals and departments when the
Legal Hold is wholly or partially released by issuing a Legal Hold Release Notice
(Attachment 5).
7. RESUMPTION OF THE RECORDS LIFECYCLE
Once a Legal Hold Release Notice is received, Records immediately resume their
normal lifecycle. Those to be retained are refiled appropriately. If a Record
that has been on Hold is due or overdue for destruction based on the Records
Retention Schedule, a Records Destruction Authorization form is prepared.
02/01 /2010 Maysels Page 26 of 36
RECORD MANAGEMENT HOUSEKEEPING
CHECKLIST
Employees, individually and as a departmental unit, must perform periodic
housekeeping to comply with this Manual. This is not a fill-in or as -time -allows task,
but a vital part of City operations. If done regularly, it is neither overwhelming nor
time-consuming. Records management housekeeping is recommended at least every
six months.
Electronic Content Management experts from the Association for Information and
Image Management International (AIIM) have cited that:
o It costs $120 to find a misfiled document.
o It costs $220 to reproduce a lost document.
o Three percent (3%) of all documents are misfiled.
o People spend 50% of their document -related time looking for the document.
The following checklist will assist employees in performing periodic housekeeping16:
✓ Remove or destroy personal, non -business paper documents from your
work area.
✓ Remove or destroy personal electronic files from your computer system.
✓ If you have received a Legal Hold Notice, be sure any documents or
electronic files subject to it are not destroyed. Segregate and preserve
these files. If you are unsure which files are subject to the Legal Hold, be
sure to seek guidance from your supervisor.
✓ Be sure paper and electronic files in your work area and on your computer
are properly labeled.
✓ Dispose of any non -records not subject to a Legal Hold, such as drafts,
work notes, paper/electronic copies, working copies of other files, reference
materials, and articles.
✓ Box up expired records not subject to a Legal Hold, and prepare a Records
Destruction Authorization form.
✓ Organize, box up and inventory Inactive Paper Records for transfer to
basement storage.
✓ Organize electronic files on individual G drive, departmental drive, and the
citywide S drive.
02/01/2010 Maysels Page 27 of 36
MANAGEMENT OF REPUESTS FOR PUBLIC
RECORDS
Public Records requests are governed by California Government Code Sections 6250-
6270, which is incorporated herein by reference as amended from time to time. The
Code sets forth time limits, fees, records not subject to disclosure, information to
redact, etc. The full text of the Code is on file in the Clerk's Office and available on
line. The City strictly adheres to all the provisions of the Government Code.
GC 6252(e) defines a Public Record as "any writing containing information relating to
the conduct of the public's business prepared, owned, used, or retained by any state
or local agency regardless of physical form or characteristics."
Disclosure of Records involves two fundamental yet competing interests: (1)
prevention of secrecy in government, and (2) protection of individual privacy.
RESPONSE TIME
NOTE. Inspection of Records is permitted only in the presence of City personnel No
original Records are released.
Inspection of Records - GC Section 6253(a) requires that routinely available Public
Records be open to inspection at all times during normal office hours. The law does
require Requesters to make arrangements in advance for the inspection of voluminous
Records if staff cannot accommodate their request on the spot.
Copies of Records — GC Section 6253(b)(c) requires prompt response to Record
requests, but no later than ten (10) days after receipt of the request. The City may
invoke up to a fourteen (14) day extension under unusual circumstances. Unusual
circumstances include the need to search or collect Records from remote storage;
review voluminous records; or consult with another agency.
The exception is FPPC-related documents, which must be opened for inspection or
copies supplied, within two business days of the request.
GUIDANCE TO REOLIESTER
Most members of the public do not know all the types of records cities keep, nor do
they know the official name of forms, studies, print outs, files, etc. With this in mind,
the Public Records Act requires public employees to guide Requesters in the following
ways:
• Assist the person to identify records and information that are
responsive to the request or to the purpose of the request if
revealed.
• Describe the information technology in which the records exist.
• Provide suggestions for overcoming any practical basis for denying
access to the records or information sought.
02/01/2010 Maysels Page 28 of 36
A Request for Public Records cannot compel the City to compile data, gather
information, perform research, or otherwise create a Record that does not exist or
that is not maintained in the normal course of business."
FORMAT OF RESPONSE
State law specifies that if the Record(s) requested exist in electronic form, and the
Requester asks for them to be transmitted to him/her in electronic form, government
must comply. Copy fees cannot be charged for e-mailed documents. This does not
mean that paper records should be scanned and then e-mailed free of charge.
In keeping with the City's "green" policies, all copies are 2-sided unless there is a
compelling reason to use only one side of paper. To clarify, the City's copy charge is
per page, not per sheet of paper - a 2-sided document is 2 pages.
PROCEDURE
Requests for Public Records, whether they are in connection with a lawsuit via
subpoena or from any member of the public, are logged and tracked by the Clerk's
Office. In this way, there is a comprehensive, central record of dates and details of
every request received and completed by employees no matter how simple or
complex. Verbal or written requests are accepted; however, the City's Request for
Public Records form (Attachment 6) is preferred for tracking purposes. Refer
Requesters to the interactive form, and employees taking a verbal request are asked
to document the details directly onto the interactive form on the web site. The form
is submitted electronically to the Clerk's Office by clicking "submit" at the bottom.
All requests for public records and subpoenas are logged then e-mailed to the
pertinent Department(s) to research. The exception to this procedure is requests
made in person that can be fulfilled immediately. In this case, employees collect
copying fees if applicable, and provide the information first, then submit the Request
for Public Records form to the Clerk's Office to log.
If clarification of the request is needed, employees may contact the Requester
directly, or ask the Clerk's Office to do so.
Once Records responding to the request are identified by the department, the Clerk's
Office is contacted. The Clerk's Office arranges viewing, delivery, or pick up of the
Records, and issues an invoice if necessary. The exception to this procedure is the
reproduction of plans or oversized documents, which is done by an outside service.
In this case, the Requester, with the department's approval, arranges for pick up,
copying and return of originals by a bonded currier.
NOTE: Copyrighted or proprietary documents, such as architectural or engineering
plans, literature not published by the City, may never be released to the public
without first obtaining written authorization from the original author/designer. In most
cases, it is best to refer the Requester to the owner of the document to make
02/01 /2010 Maysels Page 29 of 36
arrangements directly. The exception to this is a Subpoena for Records, Court Order
or District Attorney investigation, where material is provided without the need to
obtain the author's/designer's authorization.
RESPONSIVENESS
The Clerk's Office does not keep copies of documents supplied to Requesters by all
departments, nor does the Clerk's Office review documents to determine if they are
responsive to the request. The department that is the custodian of the Records
requested is in the best position to make the determination that the request is fulfilled
completely and accurately. In addition, the department is responsible for redacting or
withholding exempt information before making copies or transmitting via e-mail.
EXEMPT FROM DISCLOSURE
The redaction of some information is necessary to protect individual privacy.
Confidential personal and financial information is not divulged e.g. social security
numbers, driver's license number, date of birth, home addresses and telephones, cell
numbers, personal or business income/net worth, copies of checks, etc. This type of
information is redacted prior to release of any Record.
Some Records are exempt from disclosure in their entirety. Examples of exempt
records include pending litigation/negotiations, closed session materials, eminent
domain proceedings, real estate appraisals, feasibility studies relative to property
acquisition or construction contracts, City personnel files (except employment
contracts, which are public), workers' compensation information, certain petition
signatures, archaeological site data, geological info concerning wells, etc. Direct any
question as to whether a Record is exempt from disclosure to a Clerk who will consult
with the City Attorney if necessary.
NOTIFICATION
If the requesting party self -identifies as a reporter, or is a known reporter, inform the
Director of the department that is the custodian of the records requested. If the
request has potential legal issues, notify the City Attorney.
FEES
The amount that may be charged for duplication of Records is set by City Council
Resolution. This Resolution conforms to Government Code Section 6253(b), which
permits only the reimbursement of direct costs of duplication. No charges for labor or
research are permitted, but postage or fax costs may be added. Electronically
transmitted Records are free.
There are four exceptions to the fee schedule set by City Council Resolution. They
are:
1. Current Agenda or Staff Report — free, unless an entire agenda
packet is requested in which case, the fee schedule set forth in the
City Council Resolution applies.
02/01/2010 Maysels - Page 30 of 36
2. Fair Political Practices Commission (FPPC) Records — copies of
reports and statements filed pursuant to FPPC regulations are
provided at 100 per page. If the request is for documents that are
older than five years, a $5 retrieval fee may be added. Government
Code Section 81008(a) (codified in the Political Reform Act of 1974)
is incorporated herein by reference as amended from time to time
and expressly made a part of this Manual.
3. Certified Payroll Records — copies of certified payroll records for
contractors and subcontractors of public works projects are provided
within 10 days, at the cost of $1 for the first page and 250 for each
page thereafter. Note: individuals' addresses and social security
numbers are redacted prior to release. California Code of
Regulations, Title 8, Section 16402 is incorporated herein by
reference as amended from time to time and expressly made a part
of this Manual.
4. Subpoenas related to Civil Proceedings (where the City is not a party)
— copies requested pursuant to a subpoena are provided at the cost
of 100 per page for 8'/2N14" or smaller. The actual cost is charged
for: reproduction of oversize documents; documents requiring special
processing, and; postage. In addition, labor fees are charged at the
rate of $6 per '/4 hour, or portion thereof, for locating and copying
documents. The deadline for compliance is stated on the subpoena.
Fees are charged to the party serving the subpoena for records.
California Evidence Code Section 1563(b)(1) is incorporated herein
by reference as amended from time to time and expressly made a
part of this Manual.
All fees are submitted to the Finance Department, and deposited into the revenue
account of the department that made the copies. The exception is fees related to
subpoenas. Subpoena fees collected for copies, labor, postage, appearance, etc. are
deposited into the MI (misc.) account.
02/01/2010 Maysels Page 31 of 36
MANAGEMENT OF CLAIMS. SUBPOENAS &
SUMMONS
The Clerk's Office is the receiver of all legal documents served on the City of La
Quinta or any of its officers or employees. Direct all Process Servers to the Clerk's
Office — refuse to accept or even handle the paper work. Ask the Server to read the
document to you if you are unsure of its type or content.
The Clerk or a Deputy Clerk will determine if the service is legal and proper before
accepting on behalf of the City. If the Clerk or a Deputy Clerk is unavailable,
schedule a date and time for the Server to return when a Clerk is available. The
claim, subpoena or summons is date stamped, logged, distributed and tracked by the
Clerk's Office. They are all scanned into Laserfiche and can be found in the City
Clerk folder > Scanned Miscellaneous Documents > Appeals -Claims -Summons -Legal.
CLAIMS
Claims should be submitted on the City's form Claim for Damages to Person or
Property located on the City's web site at: City Clerk page > Forms > Claim for
Damages. All claims are submitted to the Clerk's Office where it is processed and
forwarded to the City's Risk Manager, who transmits it to the City's claims
administrator. A copy is also given to the Department Head whose department is
named in the claim. The claims administrator reviews the claim and submits a
recommendation to the City. After a Council vote on the claim, the Clerk's Office
informs the claimant of the result in writing.
SUBPOENA FOR PRODUCTION OF BUSINESS RECORDS
The Clerk's Office receives all subpoenas and distributes them via e-mail to the
Department Records Custodian in each department holding related Records. The
DRCs gather responsive Records and contact the Clerk's Office with the volume and
type of Records collected. The Clerk's Office contacts the attorney who issued the
subpoena to discuss the best method of transmitting the Records. Depending upon
the attorney's needs and the volume of Records produced, the DRCs will either copy
their department's Records and deliver them to the Clerk's Office with a page count,
or provide the originals to the Clerk's Office to monitor copying/scanning by a service
hired by the attorney.
The deadline for delivering the Records to the Clerk's Office is always one week
before the date stated in Item 1 of the subpoena. This allows time for packaging and
mailing the copied Records, or arranging for the copying/scanning service.
SUMMONS OR SUBPOENA TO APPEAR
When received by the Clerk's Office, copies are immediately forwarded to the City
Attorney, the Assistant City Manager -Management Services, the Risk Manager, the
employee/officer summoned and his/her Department Head. If the City is a party to
the case, the City Attorney manages the City's interests in the case from that point.
02/01/2010 Maysels Page 32 of 36
If the City is not a party to the case, the Clerk's Office and noticed personnel work
together to satisfy the subpoena.
02/01 /2010 Maysels Page 33 of 36
RECORDS MANAGEMENT EDUCATION AND
TRAINING
"An organization can enhance its prospects for a successful retention program — and
reduce its risk of exposure — if it conducts periodic reviews and takes meaningful
steps to improve compliance with the program. Documentation of the organization's
efforts to educate and instruct employees can support the administration and
consistent application of the policy. It may also assist an organization in defending its
policy in legal proceedings.-"
The Clerk's Office holds responsibility for initial and ongoing staff training on records
management policies and procedures. Periodically, sessions are held to explain this
Manual to new employees, and refresher courses are offered to existing employees.
At any time, employees may contact the Clerk's Office regarding records
management questions.
02/01 /2010 Maysels Page 34 of 36
ATTACHMENT INDEX
Note: all Records Management forms can be found on the citywide S drive > City Clerk folder > Forms
ATTACHMENT 1 : RECORDS RETENTION SCHEDULE
ATTACHMENT 2: RECORDS DESTRUCTION AUTHORIZATION FORM
ATTACHMENT 3: INACTIVE RECORDS INVENTORY FORM
ATTACHMENT 4: LEGAL HOLD NOTICE
ATTACHMENT 5: LEGAL HOLD RELEASE NOTICE
ATTACHMENT 6: REQUEST FOR PUBLIC RECORDS FORM
02/01 /2010 Maysels Page 35 of 36
NOTES
1 California Secretary of State, Archives Division, Records Management, Local Government Records
Management Guidelines, February 2006
2 Ibid.
3 Dr. Mark Langemo, CRM, FAI, Winning Strategies for Successful Records Management Program
4 Ibid.
5 CR Ragan, JM Redgrave, LA Wagner, The Sedona Conference, Editors -in -Chief The Sedona
Guidelines: Best Practice Guidelines & Commentary for Managing Information & Records in the
Electronic Age
5 Dr. Mark Langemo, CRM, FAI, supra, Winning Strategies for Successful Records Management
Program
Ibid.
a Standards Board, Association for Information and Image Management International, Analysis,
Selection and Implementation of Electronic Document Management Systems, a Recommended Practice
Report
9 California Secretary of State, Archives Division, Records Management, supra, Local Government
Records Management Guidelines, February 2006.
10 Ibid.
t1 Ibid,
12 John Isaza, Esq., E-Discovery Compels A Seat for RIM at the Counsel Table, The Information
Management Journal, ARMA International, February 2007
13 John J. Isaza, Esq., Researcher for ARMA International Educational Foundation, ARMA meeting
presentation, January 2009
14 Legal precedence: Zubulake v. LIES Warburg (SDNY 2003) 220 F.R.D. 212.
15 John J. Isaza, Esq., Researcher for ARMA International Educational Foundation, supra, ARMA
meeting presentation, January 2009.
1a John J. Jablonski, Esq., Focusing on the Big Picture, Information Management Magazine, July
2009
" Debra Bowen, Secretary of State, State of California, Guidelines for Access To Public Records,
January 2007
18 CR Ragan, JM Redgrave, LA Wagner, The Sedona Conference, Editors -in -Chief, supra, The Sedona
Guidelines: Best Practice Guidelines & Commentary for Managing Informaiton & Records in the
Electronic Age.
02/01 /2010 Maysels Page 36 of 36
ATTACHMENT 1)
RECORD RETENTION
SCHEDULE
CITY OF LA QUINTA
CITY CLERK'S OFFICE
.,..y Vr, LN %X"r6 &64, VHbIrVf/�IN
RETENTION SCHEDULE
TABLE OF CONTENTS
100
ADMINISTRATION
PAGE
101
Correspondence & Reference
6
102
Publications
6
103
Policies & Procedures
6
104
Public Relations
7
105
Information Technologies
7
106
Records Management
8
200
IPLANNING AND REDEVELOPMENT
201
(Open)
_
202
Historic Preservation
9
_
203
IPlanning
9
204
Community Development Block Grant Prog
10
208
Redevelopment
10
300
ECONOMIC DEVELOPMENT AND MARKETING
301
Economic Development
11
302
Marketing
11
400
FINANCIAL AND FISCAL
401
(General Accounting
12
_
402
1 Banking Records
12
403
lAudits _
131
404
Payroll
131
405
Bonds
13
406
Retirement
1 141
407
Investments _ _1
141
408
Revenue
141
409
Taxes
141
411
Cost Analysis Studies
15
412
Accounts Payable and Purchasing
15
413
Bids
15
500
HUMAN RESOURCES AND RISK MANAGEMENT
501
Human Resources Administration
17
502
Personnel Records
17
503
Salary and Benefits
18
504
Classifications
18
505
Personnel Management
18
506
Recruitment and Selection
18
507
Education and Training
19
506
Safety and Medical Records
19
509
Labor Relations
19
510
Risk Management
20
21
600
CONTRACTS, SUPPLIES, AND EQUIPMENT
601
(Open)
602
Contracts and Agreements
22
603
Inventory, Supplies, and Maintenance
22
700
LEGAL AND LEGISLATIVE
701
Legislative (inclu Board & Commission Agendas, etc)
23
702
Elections
23
703
Legal Investigations and Litigations
24
704
Legal Operations
24
705
Assessment/Special Districts
25
800
CONSTRUCTION AND ENGINEERING
801
General Administration
26
802
Engineering Permits and Inspections
26
803
Engineering Maps, Plans, and Specs
26
804
Building Permits and Inspections
27
805
Building Plans and Specifications
27
806
Capital Projects
27
807
Streets, Bridges, Sidewalks, Curbs, Gutters, & Driveways
2$
808
Storm Drainage, Flood Control& Sanitation
28
809
Traffic Engineering
28
810
Parking
29
900
(open)
29
1000
PROPERTY
1001
Right -Of -Ways
30
1002
Real Property
30
1003
Boundary Files
30
1004
Annexations
30
1100
PUBLIC FACILITIES
1101
lAdministrative Buildings
31
1102
IParks and Open Space
31
1
1200
FUTILITIES, COMMUNICATIONS, AND TRANSPORTATION
1201
IGeneral Utilities
32
1202
IGas and Electric
32
1203
(Open)
1204
Water Service
32
1205
Telephone
32
1206
Cable Television
32
1207
Transportation
32
1300
SAFETY AND ENVIRONMENTAL
1301
General Administration
33
1302
Emergency Services
33
1303
Police Services
33
1304
Fire Services
34
1305
Animal Control
34
1306
lEnvironmental Issues & Conservation
34
1307
ICode Enforcement and Permits
35
1400
ARTS, RECREATION, AND EDUCATION
1401
Cultural Arts
37
1402
Recreation Programs and Activities
37
1403
Education
37
1500
GOVERNMENTAL ORGANIZATIONS & OFFICES
1501
United States
38
1502
State of California
38
1503
Regional
38
1504
Riverside County
38
1505
Intra-City
39
1 506
1 International
39
DEPARTMENT CODES
RETENTION SCHEDULE CITATIONS
B+S
Building & Safety/Code Compliance
B&P
Business and Professions
CC
City Clerk
CAC
California Administrative code
CS
_
Community Services
CCP
Code of Civil Procedure
CM
City Manager Dept
CCR
Code of California Regulations
F
Finance
CEQA
California Environmental Quality Act
PL
Planning
CFR
Code of Federal Regulations
PW
Public Works
EC
Election Code
FMLA
Family and Medical Leave Act, 1993
GC
IGovernment Code
H&S
Health and Safety Code
HUD
Housing and Urban Development
LQCC / CM
La Quinta City Council Resolution / City Manger approval
LQCC / CA
La Quinta City Council Resolution / City Attorney approval
OMB
IF Office of Management & Budget
OSHA
Occupational Safety and Health Act
PC
lPenalCode
POST
Post Office Standards Training
UFC
Uniform Fire Code
USC
United States Code
WIC
Welfare and Institutions Code
city of to 014isda, CaNformia
n
For all files, retention shou/d be PERMANENT if contents have historical value.
Retention pertains to original record, except where otherwise noted in the Records Management Manual
UFFS
Description
TOTAL
Primary
Scan/
Citation
Number
RETENTION
Responsibility
Image
100 ADMINISTRATION
6MINIm"I lg_ _:1D
101.01
RR...
Chronological Correspondence
mmi
current year + 2 years
all departments
P
CC:no
R
GC34090(d)
101.02
Conferences & Meetings (external)
destroy at will
all departments
CC:no
not a city record
101.03
City Boards, Commissions, Committees- General
current year + 2 years
supporting dept
CC:no
GC34090(d)
101.04
Council Chamber Reservations / Facility Use
current year + 2 years
CC:no
GC34090
101.05
Suspense & Tickler Files, General Subject
current year + 2 years
all departments
CC:no
GC34090
101.06
Departmental Staff Meetings, General Subject
current year + 2 years
hosting dept
CC:no
GC34090
101.07
Work & Vacation Schedules
until superseded
all departments
CC:no
copies
101.08
Telephone Directories
until superseded
_r
all department,
CC:no
copies
101.09
Reference Materials
until superseded
all departments
CC:no
copies
101.10
Instruction for Completing Specific Tasks
destroy at will
issuing dept
CC:no
GC34090
102.01
ICAT .......... .
AgL� FIR, R.El
iqy R5,, Q.1_
�'Yal;a ai�L'
Public Hearing Postings (non -legal)
L&REMMMUN '
current year + 2 years
M Ugg"Mi '= limm .
issuing dept
- M-7
I 1 51- -
27�'
CC:no
GC34090.7;
54960.1 (c)(1)
102.02
Meeting Notices, Other
current year + 2 years
issuing dept
CC:no
GC34090
102.03
Display Ads & Misc. (non -legal)
current year + 2 years
issuing dept
CC:no
GC34090
102.04
Subscriptions (non -City publications)
destroy at will
receiving dept
CC:no
copies
102.05
Publication Rates
until superseded
FINANCE
CC:no
copies
102.06
Web Site files
current year + 2 years
publishing dept
CC:no
GC34090
103.01
77�
1E§ I ! I E �i r" ... ..... . .... .. ..
Mission
Mission Statements
.%NuKEHM �'MMMB
CITY MANAGER
shared drive
GC34090;40801
103.02
Policies
until superseded + 5 years
CITY MANAGER
shared drive
GC34090d
103.03
(OPEN)
103.04 �
Goals & Objectives
current year + 2 years
CITY MANAGER
shared drive
GC34090
Number
RETENTION
Responsibility
Image
103.05
Organizational Charts
until superseded + 5 years
CITY MANAGER
shared drive
29 CFT 1627.3; Lbr Rltns
Sec 1174; 29 CFR
1602.30.32; GC6250 at
seq; 29 CFR; GC 12946,
34090
104.01 M
Public Inquires & Complaints
current year + 2 years
receiving dept
CC:no
GC34090
104.02
Press Releases, Issued by City
current year + 2 years
issuing dept
CC:no
GC34090
104.03
Newsletter, Created by City
until superseded + 2 years
issuing dept
CC:no
GC34090
104.04
Other Publications, Created by City
until superseded + 2 years
issuing dept
CS:no
GC34090
104.05
City Brochures & Calendars, Created by City
until superseded + 2 years
issuing dept
CS:no
GC34090
104.06
Public Ceremonies & Events, Produced by City
current year + 2 years
producing dept
CS:no
GC34090
104.07
City Anniversary Events
current year + 2 years
producing dept
CS:no
GC34090
104.08
Other Special Events, Produced by City
current year + 2 years
producing dept
CS:no
GC34090
104.09
Public Surveys/Questionnaires, Issued by City
current year + 2 years
issuing dept
CC:no
GC34090
104.10
Awards & Donations Received by the City
PERMANENT
CITY MANAGER
CC:no
GC34090
104.11
Awards, Proclamations & Donations Presented by the City
PERMANENT
issuing dept
CC:no
GC34090
104.12
Pillars of the Community Program
PERMANENT
CLERK+ COM SVC
CS:yes
GC 34090
104.13
Senior Inspiration Award Program
PERMANENT
COMMUNITY SVC
CS:yes
GC34090 _
104.14
Civic Organizations & Clubs
until superseded + 2 years
COMMUNITY SVC
CC:no
GC34090
104.15
Community Education
until superseded + 2 years
issuing dept
CC:no
GC34090
104.16
lPromotional Activities
current year + 2 years
issuing dept
CS:no
GC34090
104.17
_
Newspaper Clippings about City
PERMANENT
CLERK
CC:no
historic value
104.18
Photographs: Historic or Public Property
PERMANENT
receiving dept
CC: no
historic value
104.19
City Seal, Logo - Bird, Flower, Tree
PERMANENT
CLERK
CC:no
historic value
104.20
City Pins
PERMANENT
CLERK
CC:no
historic value
104.21
City Flag
PERMANENT
BUILDING
CC:no
historic value
104.22
lAcknowledgment Areas Program
PERMANENT
COMMUNITY SVC
CS:yes
historic value
104.23
1 Keys to the City
PERMANENT
CLERK
CC:no
historic value
104.24
(Sister City Program, designation/correspondence
PERMANENT
CLERK
CC:no
historic value
ADMIN.'105
105.01
I_NF_QRMATIO_N�TECHNQLOGIES
rComputer Software, programs & manuals
until superseded + 2 years
I INFO SERVICES
^CC:no
GC34090 r
105.02 Telephone System, programs & manuals
until superseded + 2 years
INFO SERVICES
CC:no
GC34090
105.03 Software Licenses
until superseded + 2 years
INFO SERVICES
CC:no
GC34090 _
105.04 (OPEN)
105.05 Warranties on Software & Equipment
until superseded + 2 years
INFO SERVICES
CC:no
GC34090
UFFS
Description
TOTAL
Primary
Scan /
Citation
Number
RETENTION
FResponsibility
Image
105.06
Configuration Maps & Plans of Systems
current year + 4 years
INFO SERVICES
CC:no
GC34090; CCP337.2,
343
105.07
Daily backup of system files
14 days
INFO SERVICES
NA
LQCC
105.08
Weekly backup of system files
14 days
INFO SERVICES
NA
LQCC
105.09
Monthly backup of system files
not done
INFO SERVICES
NA
NA
105.10
Annual backup of system files
not done
INFO SERVICES
NA
NA
105.11
E-Mail inbox and sent folders
60 days
every employee
no
LQCC
105.12
E-Mail deleted items folder
7 days
every employee
no
LQCC
aonn `:.. ......,
106.01
ANAGE i4.. _k... . .. ai._.. }4 F:..
Filing Systems & Procedures / Records Management Manual
SIM—
vv,. . nH
until superseded + 2 years
CLERK
CC:no
GC34090; 40801
106.02
Retention Schedule
until superseded + 4 years
CLERK
shared drive
CCP343
106.03
Records Destruction Authorizations
PERMANENT
CLERK
CC:yes
GC34090
106.04
Records Inventories, Inactive in basement
PERMANENT
depositing dept
CC:no
GC34090
106.05
Records Indexing Lists
PERMANENT
filing dept
CC:no
GC34090
106.06
Records Inventories, Active
PERMANENT
filing dept
CC:no
GC34090
106.07
Digital Imaging
based on content
CLERK
CC:no
NA
106.08
Records Storage Alternatives
destroy at will
CLERK
CC:no
GC34090
106.09
Electronic Files
based on content
creating dept
CC:no
NA
Number I I Kt I tN I IUN
I Kesponsibility
I Image
200 PLANNING & REDEVELOPMENT
{OPEN! .. ,;
201.00 (OPEN)
...
PLN/REDEI/202 HfSTORIC PRESERVATION
202.01 Historic Site Inventories
'
PERMANENT
' ''
PLANNING
i .,,.f a.
CC:no
_. ..�.:mr..... .... �..
GC34090d, LQCC/CM
202.02
Master Plans
until superseded + 2 years
PLANNING
CC:no
GC34090
202.03
Preservation Case Files
PERMANENT
PLANNING
PL:yes
GC34090
202.04
lArcheological Collections
PERMANENT
PLANNING
PL:no
GC30490
PLNIREDEU203
203.01 Tentative Tract Maps
..
PERMANENT
..;�
PLANNING
.-- -i +
PL:yes
GC34090.7; H&S19850
203.02
ITentative Parcel Maps
PERMANENT
PLANNING
PL:yes
same as 203.01
203.03
Zone Changes
PERMANENT
PLANNING
PL:no
GC34090
203.04
Variances
PERMANENT
PLANNING
PL:yes
GC34090.7; 4003;4004 50;
004
203.05
Major Use / Event Permits
PERMANENT
PLANNING
PL:no
GC34090d, LQCC/CM
203.06
Minor Use / Event Permits
PERMANENT
PLANNING
PL:no
GC34090d, LQCC/CM
203.07
Temporary Use Permits
until expiration + 5 years
PLANNING
PL:no
GC34090d, LQCC/CM
203.08
Conditional Use Permits
PERMANENT
PLANNING
PL:yes
same as 203.04
203.09
Zoning Interpretations (Maps)
current year + 2 years
PLANNING
PL:no
GC34090
203.10
(OPEN)
203.11
General Plan Amendments
PERMANENT
PLANNING
PL:yes
GC50110, LQCC/CM
203.12
Lot Line Adjustments / Cert. of Compliance
PERMANENT
PLANNING
PL:yes
GC34090a
203.13
Environmental Impact Files
PERMANENT
PLANNING
PL:yes
GC34090a
203.14
(OPEN)
203.15
Comprehensive Sign Programs
PERMANENT
PLANNING
PL:yes
GC34090, LQCC/CM
203.16
Temporary Signs (Real Estate, Political, etc.)
until expiration + 2 years
PLANNING
PL:no
GC34090d
203.17
Monument / Sign Permits
PERMANENT
PLANNING
PL:yes
same as 203.04
203.18
Directional Signs, City -owned
until superseded + 2 years
PUBLIC WORKS
PW:no
GC34090
203.19
Parcel Mergers w/o Parcel Maps
PERMANENT
PLANNING
PL:yes
same as 203.04
203.20
(OPEN)
203.21
Specific Plans
PERMANENT
PLANNING
PL:yes
same as 203.01
203.22
Moratoriums
Waivers
PERMANENT
PERMANENT
PLANNING
PL:no
same as 203.04
203.23
PLANNING
PL:yes
GC34090a
203.24
203.25
Plot Plans / Site Development Permits _
ISecond Unit Permits
I PERMANENT
PERMANENT
PLANNING
PLANNING
PL:yes
B+S:no
GC34090d, LQCC/CM
same as 203.04
Number
RETENTION
Responsibility
Image
203.26
(OPEN)
203.27
Demographics and Statistics
until completed + 4 years
CITY MANAGER
CC:no
GC34090d
203.28
(OPEN)
203.29
(OPEN)
203.30
Agricultural Preserves
PERMANENT
PLANNING
PL:no
GC34090a
203.31
Regional Planning
until superseded + 2 years
PLANNING
PL:no
GC34090
203.32
Appeals - case files
PERMANENT
dept. managing case
CC:yes, PL:yes
same as 203.04
- is - .
. . •�-. '_ .t'Yi+'
� :® iu
f .
. .. 6
-
24CFR570.502(b) (3);
204.01
General
until completed + 4 years
COMMUNITY
CC:no
241 CFR85.42; OMB Cir ASERVICES
110 (attach C), A102,
128; HUD regs
204.02
Applications - filed by Year
until completed + 4 years
PLANNING
CC:no
same as 204.01
a :. a X;�,.: 's �.:m:. • ''G 3"6� Shf.,,m.: a;�I �. ..:���artT-i.-}'a„a".�.:. °
E '�, CI v. :.. x= :�:.
°
�'�'
,+ r .�: �:a;'
MM
+b/REt3Ek+0fi
4µe� {L lilt ..,.I.R�'Hmaja : a£; �'�
r t h h v''vi (lei
: ii, .3W
rt
t 5i'bfN'�"i
,{
ai ft'R' r ±*' MIME
..
.'
...N EDEV2. .2
_ L R �% T it I
v.: i h
I. r< I.'P" k .. ii R
iElii .1 !Li
%
! .{P
NP iym»:
A 'E',.
...«.�.......d' W! de ......
v m �Luv
v..«`',P& .. ......
........v .w...
!a'
�t"i i`�-c., d
208.01
Redevelopment Plan
PERMANENT
RDA
CC:yes
GC34090.7; H&S19850
208.02
Project Areas
PERMANENT
RDA
CC:Yes
same as 208.01
GC34090;
208.03
Housing Loan Programs (case files)
PERMANENT
RDA
CC:yes
24CFR570.502(b)(3);
24CFR8.42; OMB circ SA-
110
208.04
Housing Loan Correspondence
current year + 2 years
RDA
CC:no
GC34090
208.05
Rental Program: Multi -Family Housing (case files)
PERMANENT
RDA
CC:yes
same as 208.03
208.06
Rehab Program: Residential (case files)
PERMANENT -
RDA
CC:yes
same as 208.03
208.07
Sewer Subsidy Program (case files)
PERMANENT
RDA
CC:yes
same as 208.03
208.08
Rental Program: Single -Family Housing (case files)
PERMANENT
RDA
CC:yes
same as 208.03
208.09
Assessment Subsidy Program (case files)
PERMANENT
RDA
CC:yes
same as 208.03
208.10
(OPEN)
208.11
Rehab Program: Commercial (case files)
PERMANENT
RDA
CC:yes
same as 208.03
208.12
Implementation Plans (5-year / Project Areas)
PERMANENT
RDA
PL:no
GC34090
UFFS
Description
TOTAL
Primary
Scan /
Citation
Number
I
RETENTION
Responsibility
Image
300 ECONOMIC DEVELOPMENT & MARKETING
ECONIMKT301;ECflNOMiC'OEVEL0PMENT:S
301.01 Economic Development Plan PERMANENT
CITY MANAGER
CC.no
GC34090
301.02 Studies / Research / Demographics
until completed + 2 years
CITY MANAGER
CC:no
GC34090d
301.03 Business Development / Projects
until completed + 2 years
CITY MANAGER
CC:no
GC34090d
ECON/MKT302, ;:MRflKETING ..:,.i ._. ,. .; ... ... _':...' .. ':
302.01 Marketing Studies
_... ..:,m .__._,.'xzc,
while current + 2 years
HU=........r
CITY MANAGER
Hn,
CC:no
GC34090d
302.02 Videos & Photos
while current + 2 years
CITY MANAGER
CC:no
GC34090
urra I uescription
TOTAL
Primary
Scan /
Citation
Number I
RETENTION
Responsibility
Image
400 FINANCIAL & FISCAL
401.01 Chart of Accounts
until audited + 7 years
FINANCE
F:no
GC34090
401.02
Budgetary Accounting
until audited + 7 years
FINANCE
F:no
GC34090
401.03
Budget Adjustments
until audited + 7 years
FINANCE
F:no
GC34090
401.04
Check Registers
until audited + 7 years
FINANCE
F:no
CCP337;GC34090
401.05
Fixed Assets: Inventory & Disposal
until audited + 7 years
FINANCE
F:no
GC34090; 26CFR301 66---
1 F)
401.06 -
Requests for Payment (check requests)
until audited + 7 years
FINANCE
F:no
GC34090
401.67
Demands and Warrants
until audited + 7 years
FINANCE
CC:no
GC34090
401.08
Petty Cash
until audited + 7 years
FINANCE
F:no
GC34090
401.09
Statements of Indebtedness
until audited + 7 years
FINANCE
CC:no
GC34090
401.10
Monthly Financial Statements (Rev/Exp Rpts)
current year + 2 years
FINANCE
CC:no
GC34090
401.11
Annual Financial Statements & Reports
until audited + 7 years
FINANCE
F:yes
GC34090.7
401.12
State Revenues (Mandated Costs)
until audited + 7 years
FINANCE
F:no
GC34090
401.13
Fiscal Analysis
current year
FINANCE
F:no
GC34090;GC6250
401.14
Revenue Studies
current year
FINANCE
F:no
GC34090;GC6250
401.15
(OPEN)
401.16
Gann Regulations (see 410.10 for Gann Limit)
until superseded + 2 years
FINANCE
CC:no
GC34090,40801
401.17
La Quinta Financing Authority
PERMANENT -------FINANCE
F:no
GC34090
401.18
Waste Management Fees
while current + 2 years
CLERK
CC:no
GC34090
401.19
Grants (granted BY City)
until audited + 7 years
managing dept.
F:no
GC34090
402.01
Bank Deposit Slips
IM, w WN
h Ippmol
R
until audited + 7 years
0.
FINANCE
F:no
GC34090;CCP337
402.02
Bank Statements
until audited + 7 years
FINANCE
F:no
GC34090; 26CFR1 6001 -1
402.03
Check Stubs, Canceled Checks
until audited + 7 years
FINANCE
F:no
GC34090;CCP337
402.04
Signature Cards and Authorizations
until separated + 5 years
FINANCE
F:no
see Oath
402.05
(OPEN)
402.06
Bank Reconciliation
until audited + 7 years
FINANCE
F:no
same as 402.02
402.07
Daily Balance Reporting
current year
FINANCE
F:no
GC34090; GC6250
402.08
Bad Checks
until audited + 7 years
FINANCE
F:no
GC34090;CCP337
402.09
Stale/Dated Checks
until audited + 7 years
FINANCE
F:no
GC34090;CCP337
402.10
Voided Checks
until audited + 7 years
FINANCE
F:no
GC34090;CCP337
402.11
Stop Payments
until audited + 7 years
FINANCE
F:no
GC34090;CCP337
UFF5
Uescrlptlon
I U I AL
I Primary
Scan /
I Utatlon
Number
RETENTION
Responsibility
Image
F1NAhiGJEl1
403.01
l#17A1TS. ... . .: .. ...: ..
Audit Reports, Internal
. _......... ........... ......
4 years
.:... .....
FINANCE
:: i, w ..e...... _
F;no
,. _ .. 7.._ . .-
GC34090; OMB:A-128
403.02
Audit Reports, External
4 years
FINANCE
F:no
GC34090; OMB:A-128
403.03
Audit Guidelines
until superseded + 2 years
FINANCE
F:no
GC34090; 40801
403.04
Audit Preparation Documents
until audited + 7 years
FINANCE
F:no
GC34090; OMB:A-128
403.05
Audit Working Files
until audited + 7 years
FINANCE
F:no
GC34090; OMB:A-128
FtNA i ''
_.._._____..m......m..»»e,_.._� �.
PAYROLL "'
Payroll Records, Active
`'
until separation + 3 years
FINANCE
"
F:no
GC34090; 29CFR516.2
404.01
404.02
Payroll Records, Terminated
3 years
FINANCE
F:no
GC34090; 29CFR516.2
404.03
Payroll Deductions and Authorizations
until separation + 3 years
FINANCE
F:no
GC34090; 29CFR516.2
404.04
Payroll Schedules
until superseded + 2 years
FINANCE
F:no
GC12946; 29CFR516.6(2)
& 1602.14
404.05
Time Sheets
until audited + 7 years
FINANCE
F:no
GC34090; 29CFR516.2;
20CFR516.6(1);IRS Reg
31.6001-1 (e)(z);
R&T19530; LC7174(d)
404.06
W-2 Forms
PERMANENT
FINANCE
F:no
29CFR1627.3 (2);
GC12946
404.07
Vacation and Sick Leave Balance Reports
current year + 2 years
FINANCE
F:no
GC34090
404.08
FICA - Medicare
PERMANENT
FINANCE
F:no
same as 404.06
404.09
Workers' Compensation
PERMANENT
HUMAN RESOURCES
F:no
same as 404.06
�ANCIAL"40.5'
90NDS
Municipal Bonds
_
until paid + 10 years
FINANCE
F no
GC34090; CCP337.5
405.01
405.02
Assessment Bonds
until paid + 10 years
FINANCE
F:no
GC34090; CCP337.5
405.03
ISurety Bonds (Notary Public, etc.)
until paid + 10 years
I CLERK
I CCtno
GC34090; CCP337.5
405.04
(Revenue Bonds
until paid + 10 years
I FINANCE
F:no
GC34090; CCP337.5
405.05
General Obligation Bonds
until paid + 10 years
I FINANCE
F:no
GC34090; CCP337.5
405.06
Tax Allocation Bonds
until paid + 10 years
FINANCE
F:no
GC34090; CCP337.5
405.07
Bond Annual Statements
until paid + 10 years
FINANCE
F:no
GC34090; CCP337.5
405.08
Bond Register
until paid + 10 years
FINANCE
F:no
GC34090; CCP337.5
405.09
Dev. Performance Bonds, Misc. w/o SIAS
Bond Foreclosures
until paid + 10 years
CLERK
CC:no
GC34090; CCP337.5
405.10
while current + 10 years
FINANCE
F:no
GC34090; CCP337.5
I
Number
RETENTION
Responsibility
Image
Public Employees Retirement System PERS
PERMANENT
HUMAN RESOURCES
CC:no
29CFR1627.3 (2);
GC12946;GC34090
406.01
406.02
Deferred Compensation Plans
PERMANENT
HUMAN RESOURCES
CC:no
same as 406.01
407.01
Investment Statements
PERMANENT
FINANCE
F:yes
GC34090; CCP337;
GC53607
407.02
Investment Confirmations
PERMANENT
FINANCE
F:no
same as 407.01
407.03
Investment Policy
until superseded + 5 years
FINANCE
F:yes
GC34090(d)
407.04
Investment Monthly Reports
until audited + 7 years
FINANCE
F:yes
GC34090; OMB A-128
.. .....;..
408.01
__
�, .., ..c.:u. S ».:.
Accounts Receivable
f. �:4t.:..e vi .v.-L :....,
until audited + 7 years
4v:.i.. .. ,�?. m;.v
FINANCE
F:no
I..
GC34090
408.02
Daily Cash Receipts
until audited + 7 years
FINANCE
F:no
GC34090; CCP337
408.03
Business Licenses
until expired + 4 years
FINANCE
F:no
GC34090; CCP337
408.04
Dog Licenses Fees
until audited + 7 years
FINANCE
F:no
GC34090
408.05
Permit Fees
until audited + 7 years
issuing dept
and FINANCE
pL:no
GC34090
408.06
Development Impact Fees
until audited + 7 years
PUBLIC WORKS
and FINANCE
CC:no
GC34090
408.07
Development Agreement Fees
until audited + 7 years
PUBLIC WORKS
and FINANCE
CC:no
GC34090
408.08
Fee Waiver Requests
until audited + 7 years
FINANCE
F:no
GC34090
408.09
Franchise Fees
until audited + 7 years
FINANCE
F:no
GC34090
408.10
Fee Schedules
until superseded + 2 years
imposing dept
PL:no
GC34090 & 40801
408.11
Funding Program (ERAF, etc.)
until completed + 5 years
FINANCE
F:no
GC34090
408.12
Grants (granted TO City)
until completed + 5 years
applying dept
F:no
GC34090
408.13
IVehicle Impound Fees
until audited + 7 years
FINANCE
F:no
GC34090
408.14
Fines
until audited + 7 years
FINANCE
F:no
GC34090
408.15
Surplus / Auction Sales
until audited + 7 years
FINANCE
F:no
GC34090; CCP337
FINAIAL-404'�rAXES
409.01
..{, .,' i ,.:. !I ,:.:., in. _, :rk', '::.r.
Sales Tax -
e ... _"'.+'! P* ...r.F.mm
until audited + 7 years
FINANCE
F:no
.,. qr.
CCP338
409.02
Property Tax
until audited + 7 years
FINANCE
F:no
CCP338
409.03
Transient Occupancy Tax ITOT)
until audited + 7 years
FINANCE
F:no
CCP338
409.04
Gas Tax
until audited + 7 years
FINANCE
F:no
CCP338
409.05
Documentary Transfer Tax
until audited + 7 years
FINANCE
F:no
CCP338
Number
RETENTION
Responsibility
Image
l
ANCIAL41
410.01 �
'B - -:
,......_.._,�...,:.: ......,...,-......�..:::
Budget Preparation Files
....mm. _,.. '
current year + 2 years
sx;
a._..
preparing dept
u
F:no
GC34090
410.02
Revenue Estimates
current year + 2 years
estimating dept
F:no
GC34090
410.03
Capital Expenditure Estimates
current year + 2 years
estimating dept
F:no
GC34090
410.04
Capital Improvements Budget, Approved
PERMANENT
FINANCE
F:yes
GC34090
410.05
Budget Manuals & Calendars
current year + 2 years
FINANCE
F:no
GC34090
410.06
Budget Status Reports
current year + 2 years
FINANCE
F:no
GC34090
410.07
(Budgets, Approved (CC, RDA, FA)
PERMANENT
FINANCE
F:no
GC34090
410.08
(Budgets, Special Projects
PERMANENT
supervising dept
F:no
GC34090
410.09
(Financial Support Requests
current year + 2 years
department
F:no
GC34090
410.10
Gann Appropriations Limit (for Regs see 401.16)
PERMANENT
FINANCE
F:no
GC34090
F1NAI9sIA4 411
I TUDIE
Development Impact Fee (DIF) Studies & Transportation Uniform
Mitigation Fee (TUMF) Studies
until completed + 2 years
PLANNING and
PUBLIC WORKS
r-
CC:no
s;.,
GC34090d
411.01
411.02
User Fee Studies
until completed + 2 years
oversight dept
CC:no
GC34090d
FWAN.CIAL;412 ,d
412.01
y :. ;,.. .:;:
Accounts Payable
until audited + 7 years
FINANCE
CC:no
GC34090
412.02
1099 Forms
until audited + 7 years
FINANCE
CC:no
GC34090
412.03
LQ Public Safety Officer Survivor Fund
until audited + 7 years
FINANCE
CC:no
GC34090
412.04
Purchase Orders
until audited + 7 years
FINANCE
CC:no
GC34090
412.05
Authorization to Purchase (other than bids)
until audited + 7 years
FINANCE
PL:no
GC34090
412.06
Products, Services, and Catalogs (reference)
destroy at will
all departments
CC:no
not a city record
412.07
Purchasing Policy
until superseded + 2 years
FINANCE
CC:no
GC34090; GC40801
412.08
Vendors Lists & Brochures
destroy at will
FINANCE
CC:no
not a city record
412.09
(Pricing Lists
destroy at will
FINANCE
CC:no
not a city record
412.10
Office Supplies Ordered by Depts.
destroy at will
all departments
PL:no
GC34090
412.11
Travel Request & Expense
until audited + 7 years
FINANCE
PL:no
GC34090
I�I
FINANCIAL413 BID
413.01
Invitation to Bid
until audited + 7 years
inviting dept
CC:no
GC34090 & 25105-1;
CCP337
413.02
Unsuccessful Bids, Cap Improv Projects & Formal > $25K
until completed + 2 years
CLERK
CC:no
GC34090d
413.03
Unsuccessful Bids, Services & Informal <$25K
until completed + 2 years
CLERK
CC:no
GC34090d
413.04
Bids, Vehicles & Equipment, Successful
until audited + 7 years
FINANCE
PL:no/F:no
same as 413.01
413.05
Bidders List, Pre -Qualified
destroy at will
PUBLIC WORKS
CC:no
reference
413.06
Consultant Information, General
destroy at will
interested dept
CC:no
reference
413.07
RFPs / RFQs, Unsuccessful
current year + 2 years
CLERK
CC: no
same as 413.01
UFFS
Description
TOTAL
Primary
Scan /
Citation
Number
RETENTION
Responsibility
Image
413.08
RFPs / RFQs, Successful
until audited + 7 years
CLERK
- PL:no
same as 413.01
413.09
Bids, Other Services, Successful
until audited + 7 years
CLERK
PL:no
same as 413.01
413.10
Bids, Informal, Successful
until audited + 7 years
CLERK
PL:no
same as 413.01
rvumoer I I I'fC I CIV I WIN I riesponslDlIlly
image
I
500 HUMAN RESOURCES Sc RISK MANAGEMENT
HR & RM i801 HUMAN RESOURCES ADMINISTRATION= "'
501.01 Personnel Policy until superseded + 2 years HUMAN RESOURCES
1-ol 7P
shared drive
`.
GC34090
501.02
Employee Assistance Program
until completed + 2 years
HUMAN RESOURCES
CC:no
GC34090, 12946
501.03
Employee Handbook
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
501.04
Employee Orientation
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
501.05
Employee Incentive & Service Awards
while current + 2 years
HUMAN RESOURCES
CC:no
GC34090; GC12946
501.06
Employee Newsletters
current year + 2 years
HUMAN RESOURCES
CC:no
GC34090; GC12946
501.07
Temporary Employment Agencies
until terminated + 6 years
HUMAN RESOURCES
CC:no
GC34090; GC12946
501.08
Affirmative Action Program
until completed + 2 years
HUMAN RESOURCES
CC:no
GC34090; GC12946
Y _ ;ONN
:. :: ...
Permanent Employees
i:: i .....
until separated + 5 years
HUMAN RESOURCES
CC:no
29CFT1627.3; l.br Rltns
Sec 1174;
29CFR1602.30.32,
655.202, 516.6 at seq;
GC6250et seq; GC12946,
34090, 1607.4;
45CFR1068.6(a)
502.01
502.02
Contract Employees
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 502.01
502.03
Part -Time Employees
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 502.01
502.04
Temporary Employees
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 502.01
502.05
Terminated Employees
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 502.01
502.06
(OPEN)
502.07
(OPEN)
502.08
(Fingerprint IDs
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 502,01
502.09
(Oaths of Office - Employees
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 502.01
Number
RETENTION
Responsibility
I Image
:..N t
ri6i ili
: :p e r
lip.�.._..
�._
-x-. �3{3 r
ti
503.01
Salary Benefit Plans
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
GC12946,34090;
503.02
Salary Surveys
current year + 2 years
HUMAN RESOURCES
CC:no
29CFR516.6121;
29CFR1602.14
503.03
Consumer Price Index (CPI) Files
current year + 2 years
HUMAN RESOURCES
CC:no
GC34090
503.04
Salary Schedules
current year + 2 years
HUMAN RESOURCES
CC:no
same as 503.02
503.05
Retirement Benefits
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
503.06
Medical Insurance
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
503.07
Sick Leave Policy
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
503.08
Life Insurance Benefit
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
503.09
Management Compensation
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
�'r"f...___.:
,
, .S ....:w:' ..........
t
29CFT1627.3,
504.01
Position Classifications
until superseded + 5 years
HUMAN RESOURCES
CC:no
1602.30.32; Lbr Rltns Sec
1174; GC 12946, 34090,
6250 et seq
504.02
Job Descriptions
until superseded + 5 years
HUMAN RESOURCES
CC:no
same as 504.01
504.03
Classification Surveys
current year + 2 years
HUMAN RESOURCES
CC:no
29CFR516.6121, 1602.14;
GC12946,34090
504.04
Reclassification Requests
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 504.01
504.05
Employee Evaluations
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 504.01
R6iSONtdEI:'1461uACMEtJT< ie., .... 3
I �,3
y 3I d ti
.,;c...w,.,..1..,_::wn«...,d...:.. .. ..
....... . ... .. „
..:..
- -;);
......,.
505.01
Personnel Progress & Activity Reports
current year + 2 years
HUMAN RESOURCES
CC:no
GC34090
505.02
Personnel Counseling
until separated + 2 years
HUMAN RESOURCES
CC:no
GC34090, 12946
505.03
Personnel Questionnaires
current year + 2 years
HUMAN RESOURCES
CC:no
29CFR516.6121, 1602.14;
GC12946,34090
Number
I
I RETENTION
Responsibility
I Image
l
29CFT7 627.3,
505.04
Personnel Actions
until separated + 2 years
HUMAN RESOURCES
CC:no
1602.30.32; Lbr Rltns Sec
1174; GC 12946, 34090,
6250 at seq
505.05
Planning & Organization
current year + 2 years
HUMAN RESOURCES
CC:no
GC34090
505.06
Organization Charts
until superseded + 5 years
HUMAN RESOURCES
CC:no
same as 505.04
-.
.J�..-----
HR & RM S06
R ITMENT & SELECTI
GC12946, 6250 at seq;
506.01
Applications for Employment
while current + 3 years
HUMAN RESOURCES
CC:no
29CFR1602 at seq, 1607;
49USC2000 (e)8 & (c)12
506.02
Tests & Examinations
while current + 3 years
HUMAN RESOURCES
CC:no
same as 506.01
506.03
Eligibility Lists, Active
while current + 3 years
HUMAN RESOURCES
CC:no
same as 506.01
506.04
Eligibility Lists, Inactive
while current + 3 years
HUMAN RESOURCES
CC:no
same as 506.01
506.05
Recruitment Advertising
while current + 3 years
HUMAN RESOURCES
CC:no
same as 506.01
29CFT1627.3,
1 Lbr Sec
506.06
Notifications of Appointment
until separated + 5 years
HUMAN RESOURCES
CC:no
174; GC 1;
, 34
1174; GC 12946, 34090,
6250 at seq
HR & RM'M
EDUCATION &_:TRAINING
507.01
en
Conferces & Seminars
current year + 7 years
attending dept
PL:no
GC6250
507.02
Educational Programs
current year + 7 years
sponsoring dept
PL:no
GC6250
507.03
Educational Reimbursement Program
current year + 7 years
HUMAN RESOURCES
CC:no
GC6250
507.04
Training Programs, In -House
current year + 7 years
HUMAN RESOURCES
CC:no
GC6250
507.05
Training Materials, In -House
current year + 7 years
HUMAN RESOURCES
CC:no
GC6250
HR & RM`508
-§AFETY &MEDICAL RECORDS
IIII' 29CFT1627.3,
0.32; Lbr Rltns Sec
346,
508.01
Individual Medical Records
until separated + 5 years
HUMAN RESOURCES
CC:no
1604;GC 34090,
6250 at
UFFS
Description
TOTAL
Primary
Scan /
Citation
Number
I
RETENTION
Responsibility
Image
508.02
Accident Reports
until disposition + 7 years
HUMAN RESOURCES
CC:no
29CFR1904.2, 1904.6;
29
508.03
Required Physical Exams
until separated + 5 years
HUMAN RESOURCES
CC:no
same as 508.01
508.04
Safety Reports
while current + 5 years
HUMAN RESOURCES
CC:no
OMB1220-0029;
29CFR1904.4; GC34090
508.05
Safety Investigation Files (OSHA, etc.)
until disposition + 5 years
HUMAN RESOURCES
CC:no
same as 508.05
508.06
Safety Policy & Procedures
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090, 40801
509.01
.; i
m.....
Labor Relations Policy
until superseded + 2 years
Nsv
HUMAN RESOURCES
CC:no
- GC34090, 40801
509.02
Fair Labor Laws and Standards
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090, 40801
509.03
Employee Associations & Unions
PERMANENT
HUMAN RESOURCES
CC:no
29USC21 1 (.c),
203(m),207(g)
509.04
Negotiations / Meet and Confer
PERMANENT
HUMAN RESOURCES
CC:no
same as 509.03
509.05
Memorandum of Understanding (MOU)
PERMANENT
HUMAN RESOURCES
CC:no
same as 509,03
509.06
Impasse Procedures
PERMANENT
HUMAN RESOURCES
CC:no
same as 509.03
509.07
Grievances, Non -Safety Employees
until separation + 2 years
HUMAN RESOURCES
CC:no
GC12946; 29CFR1602
509.08
Discrimination Complaints, Non -Safety Employees
until separation + 2 years
HUMAN RESOURCES
CC:no
GC12946; 29CFR1602
509.09
Discipline Policy
until superseded + 2 years
HUMAN RESOURCES
CC:no
GC34090
UFFS Description
TOTAL
Primary
Scan /
Citation
Number
RETENTION
Responsibility
image
HR & RM 5I70 RI IQ NF A .... NT
510.01 Claims for Damages Against the City
......
until disposition + 5 years
.n
CLERK CC:no
GC34090, 25105.5
510.02
Damage to City Property
until disposition + 7 years
RISK MANAGEMENT
CC:no
29CFR1904.2, 1904.6
510.03
Liability Insurance, Policies
PERMANENT
RISK MANAGEMENT
CC:no
GC34090
510.04
Property Insurance, Policies
PERMANENT
RISK MANAGEMENT
CC:no
GC34090
510.05
Unemployment Insurance, General Info
until superseded + 2 years
RISK MANAGEMENT
CC:no
GC34090
510.06
Workers' Compensation, General Info
until superseded + 2 years
RISK MANAGEMENT
CC:no
GC34090
510.07
Workers' Compensation, Case Files
PERMANENT
RISK MANAGEMENT
CC:no
CCR14311,15400.2;
LaborCode 5405 Title 8
510.08
C.O.B.R.A., Case files
PERMANENT
RISK MANAGEMENT
CC:no
GC6250; OMB A-129;
29CFR1602.30&1602.32
& 1637.3; Lab Rel Sec
1174;29USC1027&
1113
510.09
Accident & Injury Reports, Employee
( until disposition + 7 years
RISK MANAGEMENT
CC:no
29CFR1904.2; 29
510.10
Accident & Injury Reports, Non -Employee
until disposition + 7 years
RISK MANAGEMENT
CC:no
29CFR1904.2; 29
510.11
O.S.H.A.
while current + 5 years
RISK MANAGEMENT
CC:no
0MB1220-0029;
29CFR1904.4; GC34090
510.12
Certificates of Insurance, Misc.
PERMANENT
requiring dept
CC:no
GC34090
UFFS Description
TOTAL Primary
Scan
Citation
Number
I RETENTION ResponsitEV
Image
600 CONTRACTS, SUPPLIES & EQUIPMENT
Ml,g'� mlv IVV C
ryryMN ="R
602.01 a Contracts and Agreements: Capital
PERMANENT CLERK
CC:yes
GC37090a, 4004;
Improvements, Real Property, Settlements
H&S19850; 2.08.110
Contracts and Agreements:
CCP337.2, 343;
602.01 b
Services, Equipment, Maintenance, License Agr, etc.
until expiration + 5 years
CLERK
CC:yes
B&P7042.5; PU7685;
48CFR;2; GC53066
602.02
(OPEN)
GC34090a;
602.03
Promissory Notes (loans) & Grants to Residents
PERMANENT
CLERK
CC:yes
24CFR570.502(b)(3);
Code Compliance Assistance
24CFR8,42; OMB Circ.SA-
110
602.04
Lease Agreements
until expiration + 5 years
CLERK
CC:yes
same as 602.01 b
602.05
Franchise Agreements
until expiration + 5 years
CLERK
CC:yes
same as 602.01 b
602.06
Subdivision Improve Agr (incl, related bonds)
PERMANENT
CLERK
CC:yes
same as 602.01 a
M MU
MM-M MH
H. HM m
gg -O.0
603.01
Office Equipment Inventory & Manuals
destroy at will
using dept
CC:no
copies
603.02
Office Supply inventory & Information
destroy at will
using dept
CC:no
copies
603.03
Vehicle Titles & Registrations
until disposed + 2 years
CLERK
0
CC:no
GC34090
603.04
Vehicle Maintenance Records
until disposed + 2 years
BUILDING & SAFETY
C. .n
:no
CC:no
GC34090
603.05
Large Equipment Inventory & Manuals
until disposed + 2 years
using dept
CC:no
GC34090
603.06
Large Equipment Maintenance Records
until disposed + 2 years
BUILDING & SAFETY
CC:no
GC34090
603.07
Work Orders and Service Requests
until disposed + 2 years
issuing/receiving dept
CC:no
GC34090
603.08
Vehicle Inventory
until superseded
CLERK
CC:no
GC34090
Number
RETENTION
Responsibilitv
Image
700 LEGAL & LEGISLATIVE
f_WAL(LEGI.EGISLATfVE FILES
701.01 Minutes: CC, RDA, FA, HA
PERMANENT
CLERK
_
CC:Yes GC34090d, 36814,
40801
701.02
Agendas and Staff Reports: CC, RDA, FA, HA
current year + 2 years
CLERK
CC:yes
GC34090
701.03
Resolutions & Index: CC, RDA, FA, HA
PERMANENT
CLERK
CC:yes
GC34090d, 40801
701.04
Ordinances & Index & Reference Documents
PERMANENT
CLERK
CC:yes
GC34090d, 40801
701.05
(OPEN)
701.06
Agenda Packets: Boards, Commissions, Committees
5 years
supporting dept
CC:yes
GC34090 2yrs; dept
increased to 5 years
701.07
Minutes: Boards, Commissions, Committees
PERMANENT
supportingGC34090d,
dept
CC:yes
36814,
40801
701.08
Resolutions & Index: Planning Commission
PERMANENT
supporting dept
CC:yes
GC34090d, 40801
701.09
Successful App.: Boards, Commissions, Committees
until expiration + 5 years
CLERK
CC:no
GC34090, 40801
701.10
Unsuccessful App.: Boards, Commissions, Committees
until disposition + 2 years
CLERK
CC:no
GC34090
701.11
State Legislative Info (i.e. Brown Act)
until superseded
CLERK
CC:no
copies
701.12
Federal Legislative Info (i.e. FLSA)
until superseded
CITY MANAGER
CC:no
copies
701.13
Ethics Certificates - all electedlappointed
until expiration + 5 years
CLERK
CC:no
GC34090, 40801
701.14
La Quinta Muni Code, Supplements & Charter
PERMANENT
CLERK
CC:no
GC34090
701.15
City Council Appointments- Outside Agencies
until expiration + 5 years
CLERK
CC:no
GC34090, 40801
701.16
(OPEN)
701.17
Proclamations Issued by City Council
PERMANENT
CLERK
CC:no
GC34090(d), 40801
701.18
City Seal Logo Trademark Registration
PERMANENT
CLERK
CC:no
historic value
701.19
Historical Files
PERMANENT
all departments
PL:no
historic value
701.20
City Council Vacancy History
PERMANENT
CLERK
CC:no
GC34090
701.21
Handbook: Boards, Commissions, Committees
until superseded + 2 years
CLERK
CC:no
GC34090
701.22
Housing Authority By -Laws
PERMANENT
CLERK
CC:yes
GC34090; CCP337.2
701.23
Financing Authority By -Laws
PERMANENT
CLERK
CC:yes
GC34090; CCP337.2
701.24
Redevelopment Agency By -Laws
PERMANENT
CLERK
CC:yes
GC34090; CCP337.2
701.25
City Council Rules of Procedure
until superseded + 2 years
CLERK
CC:yes
GC34090
LEGAL/LEG 702
ELECTION
Election Reference Papers
PERMANENT
CLERK
CC:no
GC34090
702.01
702.02
Voter Registration Information
current year + 5 years
CLERK
CC:no
EC17000
702.03
Election Operation Files
current Year + 5 years
CLERK
CC:no
EC77000
702.64
Election Statistics Files
Election Ballots
PERMANENT
CLERK
CC:no
GC34090
702.05
election date+ % year
CLERK
CC:no
EC77302
702.06
Oaths of Office
I until expiration + 6 years
CLERK
CC:no
GC34090; 29USC1113
rvurnutir
I
I RETENTION
I Responsibility
I Image
702.07
Nomination Filings & Campaign Statements
election date+ 5 years
CLERK
CC:no
EC17100; FPPC Opinions
702.08
Election Historical Files
PERMANENT
CLERK
CC:no
historic value
702.09
Handbook: City Council
until superseded + 2 years
CLERK
CC:no
GC34090
702.10
Major Donor & Indep. Exp. Committee Stmts (Form 461)
PERMANENT
CLERK
CC:no
GC810091b)(g)
702.11
Candidate Election Manuals
until superseded + 2 years
CLERK
CC:no
-GC34090
702.12
Petitions, Recall
9 months
CLERK
CC:no
EC14700, 17200, 17400;
GC7253.5, 3756.8
702.13
Petitions, Initiatives & Referendums
9 months
CLERK
CC:no
same as 702.12
:.
703.01
..., _, . . __ ... ._. !.' r..t is
ursm
Requests for Public Records
-_
until completed + 2 years
`
CLERK
CC:yes
GC34090
703.02
Requests for Agenda Mailings
until completed
CLERK
CC:no
reference
703.03
Litigations (City a Party to Suit - Summons, Subpoenas)
until settled + 2 years
- CLERK
CC:yes
GC6254
703.04
(OPEN)
703.05
Protests / Petitions
current year + 1 year
CLERK
CC:no
GC50115 & 6253
703.06
Bankruptcy & Foreclosure Notices
PERMANENT
CLERK
CC:no
GC34090
703.07
Legal Investigations, Civil
until closed + 2 years
CLERK
no
GC34090
703.08
Subpoenas to Appear / Depositions (City not a Party)
current year + 2 years
CLERK
yes
GC34090
703.09
Subpoenas for Public Records (City not a Party)
current year + 2 years
CLERK
yes
GC34090
-
704.01
, •.._..
Legal Operations, General Reference
m�� �?�-, �F __. .. "1 ._.... .:,
while current + 2 years
related dept
CC:no
GC34090
704.02a
Notices of Violation / Citations / Incident Reports: ISSUED
until settled + 2 years
issuing dept
CC:no
GC34090
704.02b
Notices of Violation: RECEIVED by City
until settled + 2 years
receiving dept
CC:no
GC34090
704.03
Compliance Certification lie Prop. 218 property fees/taxes)
PERMANENT
FINANCE
CC:no
GC34090
704.04
Affidavits
PERMANENT
CLERK
CC:no
GC34090
704.05
Judgments and Dismissals
PERMANENT
CLERK
CC:no
GC34090
704.06
Proof of Publication (legal published notices)
PERMANENT
publishing dept
CC:yes, PL:yes
CCP343,349 et seq;
GC911 .2, 34090
704.07
Statements of Economic Interest (Form 700)
until separated + 7 years
CLERK
CC:no
GC81009(e)
704.08
Notices of Pendency (pre -lien notice) RECORDED
PERMANENT
CLERK
CC:yes
GC34090
704.09
Nuisance/Weed Abatements RECORDED RESOLUTIONS
(also see 1307.02)
PERMANENT
CLERK
CC:yes
GC34090
704.10
Code Enforce/Animal Control: Administrative Hearings
until disposition + 2 years
BUILDING & SAFETY
CC:no
GC34090d
704.11
City Attorney Opinions (confidential)
until superseded + 2 years
CLERK
CC:no
GC34090, 6254
704.12
City Attorney Correspondence, General
current year + 2 years
receiving dept
CC:no
GC34090
704.13
Audio Recordings -Public Meetings
Planning Com=PERMANENT
All others = 5 years
recording dept
CC/PL:FTR
GC34090.7, CC/CM
OFFS
Description
TOTAL
Primary
Scan /
Citation
Number
RETENTION
Responsibility
Image
704.14
FPPC Regulations (not filings)
until superseded
CLERK
CC:no
GC34090
704.15
Notary Public Certification
until separated + 5 years
CLERK
CC:no
29CFT1627.3&
29CFR1602.30.32; Lbr
Rltns Sec1174; GC6250,
12946, 34090
704.16
Small Claims
until settled + 5 years
CLERK
CC:no
GC34090; GC25105.5
704.17
Federal Laws (Labor, Public Works, etc.)
until superseded
interested dept
CC:no
reference
704.18
(OPEN(
704.19
Petitions
current year + 1 year
CLERK
CC:no
GC50115, 6253
704.20
Amicus Briefs / Amicus curiae
until settled + 2 years
CLERK
CC:no
GC34090; GC25105.5
704.21
(OPEN)
704.22
lAccidents Involving City Vehicles
current year + 2 years
RISK MANGEMENT
CC:no
GC34090
704.23
Confidential Attorney -Client Communications
until superseded + 2 years
receiving dept
CC:no
GC34090, 6254
704.24
Public Safety Notices
current year + 2 years
CLERK
CC:no
GC34090
704.25
(Conflict of Interest Code
until superseded + 5 years
CLERK
CC:no
FPPC Opinions
704.26
(Conflict of Interest Cases
CLERK
CC:no
LEGAL/GE0 7Q5 `ASSESSMENT
705.01
_
Sr`SPECIAL DLSS,. �R CTS::
Assessment Districts, General (Formation, Proposals)
while current + 2 years
PUBLIC WORKS
PW:yes
GC34090 W
705.02
Assessment Districts, Studies
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
705.03
Assessment District 1988-01
PERMANENT
CLERK
PW:yes
GC34090
705.04
Assessment District 1989-01
PERMANENT
CLERK
PW:yes
GC34090
705.05
Assessment District 1989-02
PERMANENT
CLERK
PW:yes
GC34090
705.06
Assessment District 1989-03
PERMANENT
CLERK
PW:yes
GC34090
705.07
Assessment District 1989-04
PERMANENT
CLERK
PW:yes
GC34090
705.08
Assessment District 1990-01
PERMANENT
CLERK
PW:yes
GC34090
705.09
Assessment District 1991-01
PERMANENT
CLERK
PW:yes
GC34090
705.10
lAssessment District 1992-01
PERMANENT
CLERK
PW:yes
GC34090
705.11
lAssessment District 1993-01
I PERMANENT
CLERK
PW:yes
GC34090
705.12
lAssessment District 1995-01
PERMANENT
CLERK
PW:yes
GC34090
705.13
lAssessment District 1997-01
PERMANENT
CLERK
PW:yes
GC34090
705.14
lAssessment District 2000-01
l PERMANENT
CLERK
PW:yes
GC34090
705.15
Assessment District 2000-02
PERMANENT
fl CLERK
PW:yes
GC34090
705.16
Historic Preservation Districts
PERMANENT
PLANNING
PL:no
GC34090
705.17
CSA 152 (Cty Service Areas Assess.- NPDES)
PERMANENT
PUBLIC WORKS
PW:no
GC34090
I
I
I I lwlmL I rMliary I auall I I l ILULIUII
Number
RETENTION
Responsibility
Image
BOO CONSTRUCTION
& ENGINEERING
801.01
Building Permit Statistic Reports until superseded + 2 years
BUILDING & SAFETY
IS
CC:no
GC34090d
801.02
Condemnations
PERMANENT
PUBLIC WORKS
CC:no
GC34030a
Contractor Workers' Comp. Certificates
CCRI 4311; 15400.2
801.03
(filed with Business Licenses)
PERMANENT
FINANCE
CC:no
Labor Cocle5405 Title8;
GC34090
801.04
Utility Clearances
PERMANENT
PUBLIC WORKS
CC:no
GC34090a
801.05
Infrastructure Improvement Standards
PERMANENT
PUBLIC WORKS
CC:no
GC34090a
-- , 1011111 .-� -1 - 22-1�
!N I
MOW--R& I
-77�7777=1-1-ml
-2; 50..r
00
802.01
1
Encroachment Permits
PERMANENT
PUBLIC
PW:yes
GC34090a; H&S19850;
4003,4004
802.02
Excavation Permits
PERMANENT
PUBLIC WORKS
PW:yes
GC34090a; H&S19850;
4003,4004
802.03
Grading Permits
PERMANENT
PUBLIC WORKS
PW:yes
GC34090a; H&S19850;
4003,4004
802.04
Mobile Home Permits
PERMANENT
BUILDING & SAFETY
PL+ PW:yes
GC34090a; H&S19850;
4003,4004
802.05
Haul Permits
until expiration + 2 years
PUBLIC WORKS
PW:yes
GC34090d
802.06
Plan Checks
current year + 5 years
BUILDING & SAFETY
PW:yes
CC Assoc of CA
and PUBLIC WORKS
802.07
Inspection Logs
current year + 5 years
inspecting dept
PW:yes
CC Assoc of CA
I NG80W
mM
R R
...... ....
RR
803.01
Final Tract Maps
PERMANENT
PUBLIC WORKS and
PW:yes
GC34090
PLANNING
803.02
Final Parcel Maps
PERMANENT
PUBLIC WORKS and
PW:yes
GC34090
PLANNING
803.03
Grading Plans, Precise & Rough
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
803.04
Street Improvement Plans
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
803.05
Drainage Improvement Plans
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
803.06
Sewer Improvement Plans
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
803.07
Water Improvement Plans
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
803.08
Survey Maps
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
803.09
Construction Codes, Engineering
PERMANENT
PUBLIC WORK:
PW:yes
GC34090A
803.10
Standard Drawings, Engineering
PERMANENT
PUBLIC WORK
PW:yes
OC34090A
Number I
I RETENTION
Responsibility
I Image
803.11
Landscape Specifications
PERMANENT
PUBLIC WORKS and
PW:yes
GC34090A
BUILDING & SAFETY
NSTRIENG804
BUILDING- PERMILS 4 INSEECTION
GC34090a; H&S 19850;
804.01
Building Permits
PERMANENT
BUILDING & SAFETY
PW:yes
4003,4004
804.02
(Demolition Permits (see 805.09 re: demo plans)
PERMANENT
BUILDING & SAFETY
PW:yes
same as 804.01
804.03
(Building Inspection Logs / Code Enforcement Logs
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090d
804.04
Inspection Requests
current year + 2 years
BUILDING & SAFETY
PW:yes
GC34090d
804.05
Utility Release Logs
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090d
804.06
School Fee Receipts for Bldg Permits
PERMANENT
BUILDING & SAFETY
CC:no
same as 804.01
TRfENG806
'. BUILDING FLANS`&5F ::.�' .., ..., "'
... I ,.. ..:: ...
h:
-::; ... ... ....
i ahe
r!''ry
... :..::
:n
rru._,_,.._,.._.......�...._, ::
805.01
Building Plans, Guidelines
PERMANENT
BUILDING & SAFETY
PW:yes
GC34090a
805.02a
Residential Plans - FINAL - not common interest
until closed + 2 years
BUILDING & SAFETY
B+S:yes
GC34090a; H&519850
GC34090a, 4003,4004;
805.02b
Residential Plans - FINAL - common interest
PERMANENT
BUILDING & SAFETY
PW:yes
H&S 19850, 79853
805.03
Multi -Family Residential Plans - FINAL
PERMANENT
BUILDING & SAFETY
PW:yes
same as 805.02b
805.04
Commercial Plans - FINAL
PERMANENT
BUILDING & SAFETY
PW:yes
same as 805.02b
805.05
IConstruction / Building Codes - State of CA, all editions
PERMANENT
CLERK
CC:no
GC34090a
805.06
Building Plans (prior to permit issuance)
until expired + 2 years
BUILDING & SAFETY
B+S:no
GC34090a
805.07
Building Plans (Permit Issued, No Final)
until expired + 2 years
BUILDING & SAFETY
B+S:no
same as 805.02b
805.08
Address Creation Maps
PERMANENT
BUILDING & SAFETY
B+S:no
GC34090a
805.09
Demo Plans/Bldg Plans for demolished bldgs, Res/Com
until closed + 2 years
BUILDING & SAFETY
B+S:yes
GC34090a; H&519850
CNSTRIENG806 CAFJTAL PROJECTS
806.01 Five - Year Plan
until superseded + 2 years
CITY MANAGER
CC:no
GC34090
806.02 ITen - Year Plan
until superseded + 2 years
I CITY MANAGER CC:no
GC34090
Number
I
RETENTION
Responsibility
Image
806.03
Projects, Reference Only
0
interested dept
CC:no
OC34090
806.04
Projects, In Progress
PERMANENT
PUBLIC WORKS
PW:yes
CC337.15
806.05
Projects, Completed
PERMANENT
PUBLIC WORKS
PW:yes
CC337.15
806.06
Building Plans, City Capital Projects
PERMANENT
PUBLIC WORKS
PW:yes
CC337.15
807.01
:i7
Street Improvements, General
'�5.�, '.. �':x"
until superseded
'rI'Si �i
PUBLIC WORKS
PW:yes
reference
807.62
Street Planning, General
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.03
Street Maintenance & Repairs
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.04
Striping: Crosswalks, Bike Lanes
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.05
Street Naming & Signs
PERMANENT
PUBLIC WORKS
PW:yes, PL:no
GC34090
807.06"
(OPEN)
807.07
Medians, maintenance & operation
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.08
Sidewalks, maintenance & operation
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.09
Curbs & Gutters, maintenance & operation
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.10
Driveway Approaches, maintenance & operation
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.11
Street Sweeping, maintenance & operation
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.12
Permits, Driveway
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
807.13
Permits, Haul / Oversize vehicles
until expiration + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.14
Street Lighting, maintenance & operation
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.15
Bridges & Overpasses, maintnenance & operation
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.16
Street Closures & Detour Plans, Temporary
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
807.17
Street Closures (Property Ownership Retained)
PERMANENT
CLERK
PW:yes
GC34090a
NST
808.01
. R INA.GEFL
Storm Drains �.._.
a�'f'.-'_-_ii
PERMANENT
Y.�IMN
u. !�r .. .�_ .........:h^�:.!..
PUBLIC WORKS
PW:yes
GC34090
808.02
Flood Control, Projects & Studies
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
808.03
Evacuation Channels
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
808.04'
Floodway Maps, by FEMA
PERMANENT
PUBLIC WORKS
PW:yes
GC34090
808.05
Solid Waste Management, General
destroy at will
PUBLIC WORKS
CC:no
reference
808.06
Sewer & Septic Systems, General
destroy at will
PUBLIC WORKS
CC:no
reference
809.01
Traffic Control, General Info _.....�.�,.,.�...._,_._,..
771
destroy at will
PUBLIC WORKS
CC:no
_Mt._;.�-.,.:;
reference
809.02
(OPEN)
809.03
Traffic Signals Maintenance
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090
809.04
(OPEN)
809.05
Traffic Studies & Surveys
current year + 2 years
PUBLIC WORKS
PW:yes
GC34090d
UFFS
Description
TOTAL Primary
Scan /
Citation
Number
RETENTION Responsibility
Image
809.06
Traffic Consultants / Marketing
destroy at will PUBLIC WORKS
PW:yes
reference
809.07
Speed Zoning Studies
current year + 2 years PUBLIC WORKS
PW:yes
GC34090d
809.08
Radar Equipment
until disposed + 2 years PUBLIC WORKS
PW:yes
GC34090
810.01
(OPEN)
--o
810.02
(OPEN)
810.03
(OPEN)
810.04
(OPEN)
810.05
(OPEN)
810.06
Street Parking: Limited & Restricted Zones
until superseded + 2 years
PUBLIC WORKS
PW:yes
GC34090
900(OPEN)
UFFS Description-
TOTAL
Primary
Scan
Citation
Number
RETENTION
Responsibility
Image
1 000 PROPERTY
. AO .N
..I, -M - N
.
1001.01 Easements, Granted BY the City
PERMANENT
CLERK
CC:yes
GC34090a
1001.02
Irrevocable Offers to Dedicate (I.O.D.)
PERMANENT
CLERK
CC:yes
GC34090a
1001.03
Encroachments
PERMANENT
PUBLIC WORKS
CC:yes
GC34090a
1001.04
Easements, Granted TO the City
PERMANENT
CLERK
CC:yes
GC34090a
N.
m n
F11" - r I-E
RUN
1002.01
Property Acquisitions
PERMANENT
RDA and CLERK
CC:yes
GC34090a
1002.02
Property Leases
until expired + 5 years
RDA and CLERK
:yes
CCP337.2, 343; B&P
7042.5
1002.03
Street Vacations (ownership relinquished)
PERMANENT
PLANNING and
CC:yes
GC34090a
CLERK
1002.04
Eminent Domain Acquisition
PERMANENT
RDA and CLERK
CC:yes
GC34090a
1002.05
Appraisals
until disposition + 2 years
RDA and CLERK
CC:no
GC34090, 6254(h)
1002.06
Quitclaim Deeds, Granted TO the City
PERMANENT
CLERK
CC:yes
GC34090a
1002.07
Grant Deeds, Granted BY the City (sold property)
PERMANENT
CLERK
CC:yes
GC34090a
t��
NOARY
WLAa
=0
T
—
Ig
1003.01
City Boundary Descriptions
PERMANENT
PLANNINGand
CC:yes
GC34090a
CLERK
1003.02
Sphere of Influence Files
PERMANENT
CLERK
CC:yes
GC34090a
"NNEXATJO�. N
1004.01
Annexation, General
until superseded
PLANNING
PL:no
reference
1004.02
lAnnexation, Studies & Reports (Potential)
until disposition + 10 years
PLANNING
PL:no
GC34090a; GC6254
1004.03
Annexations
PERMANENT
CLERK
yes
GC34090a
UFFS Description
TOTAL
Primary
Scan /
Citation
Number I
RETENTION
Responsibility
Image
1 100 PUBLIC FACILITIES
FACILITIES1110 ADMINISTRATIVE FACILITIES. maintenance & operation
. ......
"' ......
until superseded
BUILDING & SAFETY
CC:no
reference
1110.01
Administrative Facilities, General
1110.02
City Hall -Civic Center (construct. in project file)
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1110.03
Senior Center
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1110.04
Libraries
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1110.05
Police Facilities
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1110.06
Fire Stations
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1110.07
Museums
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1110.08
Corporate Maintenance Yard
current year + 2 years
PUBLIC WORKS
CC:no
GC34090
FACILITIES1110 PARKS & OPEN""SPACE
------ ---------- __u �.. 1120.01 Park Studies, General & Master Plan
PERMANENT
COMMUNITY SVC
CS:yes
GC34090
1120.02
Parks, Specific Master Plans
PERMANENT
COMMUNITY SVC
CS:yes
GC34090
1120.03
Park Naming & Acceptance Dates
PERMANENT
COMMUNITY SVC
and CLERK
CC:yes
GC34090d
1120.04
Park Operations & Maintenance
current year + 2 years
COMMUNITY SVC
CS:no
GC34090d
1120.05
Park Construction & Capital Improvements
PERMANENT
PUBLIC WORKS
CC:no
2.08.3110; GC34090a;
4004; H&S19850
1120.06
IRecreation Centers, General Into
until superseded
COMMUNITY SVC
CS:no
GC34090
1120,67
Dog Parks, General Info
until superseded
COMMUNITY SVC
CS:no
GC34090
1120.08
Skate Parks, General Info
until superseded
COMMUNITY SVC
CS:no
GC34090
OFFS Description TOTAL
Primary
Scan/
Citation
Number RETENTION
Responsibility
Image
I ZOO UTILITIES, COMMUNICATIONS & TRANSPORTATION
1201.01 Public Utilities Commission Reference until superseded interested dept
CC:no
GC34090
1201.02
underground Utilities
PERMANENT PUBLIC WORKS
PW:no
GC34090a
1201.03
Easements from Property Owners to Utilities
PERMANENT CLERK
CC:no
GC34090a
rI
1202.01
-F --7 . . ...... .... .... ..... ...
Southern California Gas Company
until superseded interested dept
CC:no
GC34090
1202.02
Imperial Irrigation District
until superseded interested dept
CC:no
GC34090
1202.03
Southern California Edison
until superseded interested dept
CC:no
GC34090
1202.04
Rates, Rules, Regulations & Misc. Correspondence
until superseded + 2 years interested dept
CC:no
GC34090d
1202.05
Solar Energy Information
until superseded interested dept
CC:no
GC34090
1203.01
-§4111tIC 42 t 1f-------
Coachella Valley Water District
- �R �m .......... . -
until superseded interested dept
CC:no
lji�HNN ' M� -75 22-ffl-[160012011111 ,; -a
R
GC34090
1203.02
Rates, Rules, Regulations & Misc. Correspondence
until superseded + 2 years interested dept
CC:no
GC34090d
1204.01
Telephone Services, Public
=-M ,MR,
until superseded interested dept
CC.no
GC34090
1204.02
Telephone Services, City Facilities
until superseded interested dept
CC:no
GC34090
1204.03
Communication Facilities (inclu. Cell Towers)
until superseded + 2 years interested dept
CC:no
GC34090d
1204.04
Rates, Rules, Regulations & Misc. Correspondence
until superseded + 2 years interested dept
CC:no
GC34090d
Television Cable Services, Public
until superseded CITY MANAGER
CC:no
1205.01
1205.02
Rates, Rules, Regulations & Misc. Correspondence
until superseded + 2 years CITY MANAGER
CC:no
-GC34090
GC34090d
1206.01
Regional Transportation, General
, - ...... gg
until superseded interested dept
M
CC:no
reference
1206.02
Transportation Uniform Mitigation Fee (TUMF)
until auditied + 7 years PUBLIC WORKS
CC:no
same as DIF
1206.03
Bus Shelters / SUNLINE
until superseded PUBLIC WORKS
CC:no
reference
1206.04
Taxi Service I Auto for Hire -Licenses & Permits
until termination + 4 years FINANCE
CC:no
GC34090
Number I
I RETENTION
Responsibility
Image
l
1 300 SAFETY & ENVIRONMENTAL
SAFEtENV130MAL ADMINISTRATION;
1301.01 Public Safety, General
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1301.02
Environmental, General
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
.�.._...__.,_._.....m..w.....�._
AFE V1302
1302.01
.��
EMERQENCYERVIreg
Emergency Operations Center (EOC)
PERMANENT
BUILDING & SAFETY
CC:no
GC34090
1302.02
Emergency Operations Plan (Standard OP)
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.03
Emergency Communications (FCC Radio License)
until expiration + 5 years
BUILDING & SAFETY
CC:no
CCP337.2 & CCP343;
8&P7042.5
1302.04
Emergency / Disaster Reporting
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.05
Hazard Materials Contingency Plans
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.06
Community Resources
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.07
Emergency Shelters
PERMANENT
BUILDING & SAFETY
CC:no
GC34090
1302.08
Mutual Aid
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.09
Warning System (Code Red)
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.10
FEMA Federal Emergency Management Agency
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.11
Emergency Training Programs (standards, admin.)
until superseded + 2 years
BUILDING & SAFETY
CC:no
CalCode 3204d at seq.
1302.12
Disaster Service Works / CERT Train. Materials
until superseded + 2 years
BUILDING & SAFETY
CC:no
CalCode 3204d at seq.
1302.13
Disaster Volunteers (CERT Applications)
until superseded + 2 years
BUILDING & SAFETY
CC:no
GC34090
1302.14
Disaster Exercises
until superseded + 2 years
BUILDING & SAFETY
CC:no
CalCode 3204d at seq.
SjaFE/ENV1303
1303.01
POLICESERVICES
Law Enforcement Services ,General
until supers11 eded + 2"years 1
CM: MGMT SVC
7 CC:no
I GC34090
1303.02
Crime Reports current year + 2 years CM: MGMT SVC
Accident Reports (no fatalities) current year + 2 years CM: MGMT SVC
CC:no GC34090
1303.03a
_
CC:no GC34090
1303.03b
lAccident Reports (involving a fatality(s) PERMANENT CM: MGMT SVC
CC:no GC34090
Number
I
RETENTION
Responsibilitv
Image
1303.04
Alarm Systems
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1303.05
Vehicle Code Enforcement, copy long to Court)
current year + 90 days
BUILDING & SAFETY
CC:no
GC34090
1303.06
Abandoned Vehicles
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1304.01
Fire Service, General
until superseded + 2 years
BUILDING &SAFETY
CC:no
t
GC34090
,ANIAM
1305.01
NNIN
Animal Shelters, General
current year + 2 years
BUILDING &SAFETY
B+S:no
GC34090
1305.02
Animal Licensing, General (408.04 for Lic.fees)
current year + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1305.03
Animal Inoculations, Spay/Neuter Records (with license)
until expiration + 2 years
FINANCE
F:no
GC34090
1305.04
Animal Disposal
current year + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1305.05
Dog Reports: Case files and Logs
current year + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1305.06
Restraining Orders, Vicious Animals
PERMANENT
BUILDING & SAFETY
B+S:no
GC34090
1305.07
Animal Complaints, Filed
until completed + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1305.08
Petitions, Barking Dog
current year + 1 year
BUILDING & SAFETY
B+S:no
GC50115 & 6253
1305.09
Reports, Animal Bites
PERMANENT
BUILDING & SAFETY
B+S:no
GC34090
1305.10
Animal Owner Release Forms
current year + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1305.11
Animal Control Officer Logs: daily, weekly, monthly
current year + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1305.12
Diseased / Injured Animal Treatment Authorization
current year + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1305.13
Animal Trap Lending Agreements
until expiration + 2 years
BUILDING & SAFETY
B+S:no
GC34090
$Q€EFENVA306 ui'r
1306.01
I :.•; ..i". •? »:
Environmental - EA files
.:•: _`.:_,. ...:.
PERMANENT
_...._ .::.
PLANNING
-w ... v.
PL`.yes
r ""
GC34090
1306.02
Landscaping Guidelines
until superseded + 2 years
PLANNING
PL:no
GC34090 & 40801
1306.03
Air Quality, Tests/Studies
while current + 2 years
PLANNING
PL:no
GC34090d
1306.04
Noise Control, Tests/Studies
while current + 2 years
PLANNING
PL:no
GC34090d
Number I
Ht 1 tN 11UN I
KesponSiblilty I
Image
1306.05
Water Quality, Tests/Studies
while current + 2 years
PLANNING
CC:no
GC34090d
1306.06
-
Water Conservation, General Info
destroy at will
PLANNING and
AG
CITY MANEfl
CC:no
reference
1306.07
Resource Conservation Areas
PERMANENT
PLANNING
CC:no
GC34090
1306.08
Hazardous Waste, General Info
until superseded
PLANNING and
CITY MANAGER
CC:no
GC34090
1306.09
Underground Storage Tanks, locations/issues
PERMANENT
BUILDING & SAFETY
B+S:no
GC34090
1306.10
Energy Conservation, General Info
until superseded
PLANNING and
CITY MANAGER
CC:no
GC34090
1306.11
City -Wide Clean Up Campaigns
while current + 2 years
PUBLIC WORKS
PW:no
GC34090
1306.12
Tree Trimming & Removal
current year + 2 years
PUBLIC WORKS
PW:no
GC34090
1306.13
Waste Collection & Recycling, General Info
destroy at will
CM: MGMT SVC
CC:no
reference
1306.14
ILandfills, General Info
destroy at will
PLANNING
CC:no
reference
1306.15
lArchaeological Surveys
PERMANENT
PLANNING
PL:no
GC34090
1306.16
C.E.Q.A: Calif. Environmental Quality Act
PERMANENT
PLANNING
PL:no
GC34090
1306.17
Endangered Species
PERMANENT
PLANNING
PL:no
GC34090
1306.18
CV Multi -Species Habitat Conservation Plan
PERMANENT
PLANNING and
CITY MANAGER
PL:no
GC34090, LQCC/CM
1307.01
.... ,=&=F.ERMITS .:.::.. .... ...: ..:
Weed Abatement, General (also see 704.09)
NflflfflSAPE/ENYK307::
....... a. ... ..�..., t
until superseded + 2 years
„r..... .. x-:...,
BUILDING & SAFETY
.. oufl�.� �,
B+S:no
+a, In. R.. _...
GC34090
1307.02
Weed Abatement Cases (also see 704.09)
until closed + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1307.03
Permits, Home Occupation / Home Businesses
PERMANENT
BUILDING & SAFETY
B+S:no
GC34090
1307.04
Permits, Garage Sale
until expiration + 2 years
BUILDING & SAFETY
B+S:no
GC34090d
1307.05
Permits, Handbill Distribution
until expiration + 2 years
BUILDING & SAFETY
B+S:no
GC34090d
1307.06
Permits, Soliciting or Peddling
until expiration + 2 years
BUILDING & SAFETY
B+S:no
GC34090d
1307.07
Permits, Photography / Film
until expiration + 2 years
BUILDING & SAFETY
B+S:no
GC34090d
1307.08
Permits, Pool Draining
until expiration + 2 years
BUILDING & SAFETY
B+S:no
GC34090d
1307.09
Permits, Massage Therapist incl Med, Fingerprint.
until expiration + 2 years
BUILDING & SAFETY
B+S:no
GC34090d
1307.10
(False Alarm Activation Notices
current year + 2 years
BUILDING & SAFETY
B+S:no
GC34090
1307.11
Lot Abatement Bids & Correspondence
until completed + 2 years
BUILDING & SAFETY
B+S:no
GC34090
UFFS
Description
TOTAL
Primary
Scan /
Citation
Number
RETENTION
Responsibility
Image
1307.12
Vehicle Abatements
until settled + 5 years
BUILDING & SAFETY
B+S:no
GC34090
1307.13
Municipal Code Violations
until completed + 2 years
BUILDING & SAFETY
B+S:no
GC34090
UFFS Description
TOTAL
Primary
Scan /
Citation
Number
RETENTION
Responsibility
image
1400 ARTS, RECREATION & EDUCATION
ARTIREC:T407 .. .' :.
1401 .01 Art in Public Places current year + 2 years
., .. ,;
COMMUNITYSVC
.
CS:yes
GC34090
1401.02
Civic Center Art Purchases
until audited + 7 years
COMMUNITY SVC
CS:yes
P if historic
1401.03
Cultural Master Plans
until superseded + 2 years
COMMUNITY SVC
CS:yes
GC34090
1401.04
Performing Arts
current year + 2 years
COMMUNITY SVC
CS:yes
GC34090
1401.05
Art Foundations / Art Centers, brochures & history
current year + 2 years
COMMUNITY SVC
CS:yes
GC34090
1401.06
Museum / Cultural Centers
current year + 2 years
COMMUNITY SVC
CS:yes
GC34090
1401.07
Tourism & Visitor Centers
current year + 2 years
CM: MGMT SVC
CS:yes
GC34090
PRT/REC3402g,rREATI,Jy PRdGRAMS&-ACTIVITIES:: ,: - .-
1402.01 Recreation Programs & Program Evaluations
I
.; �::.
current year + 2 years
COMMUNITY SVC
CS:no
GC34090
1402.02
Golf Courses, Public
until completed + 2 years
COMMUNITY SVC
CS:no
GC34090
1402.03
Skateboarding
until completed + 2 years
COMMUNITY SVC
CS:no
GC34090
1402.04
(Trails, Hiking, Biking, Equestrian
until completed + 2 years
COMMUNITY SVC
CS:no
GC34090
1402.05
Parades, Pageants &Community Events
until completed + 2 years
COMMUNITY SVC
CS:no
GC34090
1402.06
Equipment Rentals
until audited + 7 years
COMMUNITY SVC
CS:no
GC34090
1402.07
Facility Use Permits (incl. Park Permits)
current year + 2 years
COMMUNITY SVC
CS:no
GC34090
1402.08
Registrations, Adults
while current + 2 years
COMMUNITY SVC
CS:no
GC34090
1402.09
Registrations, Minors
age 18 + 2 years
COMMUNITY SVC
CS:no
GC34090 & Statute of
Limitation
ARTIREC j4Q33
1403.01
EDUCATION_
Desert Sands Unified School District
current year + 2 years
COMMUNITY SVC^
I
CC:nto
— ^ GC34090
1403.02
(Coachella Valley Unified School District
current year + 2 years
COMMUNITY SVC
CC:no
GC34090
1403.03
LaQuinta High School
current year + 2 years
COMMUNITY SVC
CC:no
GC34090
1403.04
College of the Desert
current year + 2 years
COMMUNITY SVC
CC:no
GC34090
1403.05
Univ. of Calif. Riverside, Palm Desert Campus
current year + 2 years
CITY MANAGER
CC:no
GC34090
Number
I RETENTION
I Responsibilitv
I Image
1500 GOVERNMENT ORGANIZATIONS & OFFICES
1501.01 (LIST ALPHABETICALLY) current year + 2 years interested dept
CC:no
GC34090
1502.01
(LIST ALPHABETICALLYI
:§M]
current year + 2 years
NNOM
interested dept
T'num'.. =—
CC:no
GC34090
1503.01
Local Agency Formation Commission (LAFCO)
current year + 2 years
.. ... ... .. ..
CITY MAZNA�GER
�CC:no
GC34090
1503.02
PS Desert Resorts Conv & Visitors Authority: CVA
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.03
PS International Airport Commission
current year + 2 years
CITY MANAGER
CC:no
GC34090'
1503.04
Coachella Valley Enterprise Zone Authority
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.05
Western Riverside Council of Gov't (WRCOG)
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.06
Coachella Valley Recreation & Parks District
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.07
So. Calif. Association of Governments (SCAG)
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.08
Coachella Valley Mts Conservancy Commission
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.09
Salton Sea Authority
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.10
Coachella Valley Assoc. of Governments (CVAG)
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.11
Coachella Valley Economic Partnership (CVEP)
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.12
Coachella Valley Mosquito & Vector District
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.13
Coachella Valley Joint Powers Insurance Authority
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.14
Jacqueline Cochran Regional Airport Authority
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.15
Chamber of Commerce, La Quinta
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.16
Chambers of Commerce, Other Areas
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.17
South Coast Air Quality Management District
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503,18
Coachella Valley Water District
current year + 2 years
CITY MANAGER
CC:no
GC34090
1503.19
Cal PERS
current year + 2 years
CITY MANAGER
CC:no
GC34090
604'Mi-RIVF
40;1
�Rye,,,de ountyG General
County, General
C I
...,:au, . .....
current year + 2 years
..... ...
�-Oi'
CITY MANAGER
CC:no
GC34090
1504.02
County Recorder & County Clerk
current year + 2 years
CLERK
CC:no
GC34090
1504.03
Auditor / Controller
current year + 2 years
FINANCE
CC:no
GC34090
1504.04
Board of Supervisors
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.05
Office of Disaster Preparedness
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1504.06
Flood Control / Water Conservation District
current year + 2 years
PUBLIC WORKS
CC:no
GC34090
1504.07
Housing & Community Development Dept.
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.08
Public Works Department
current year + 2 years
CITY MANAGER
CC:no
GC34090
1 1504.09 1
Registrar of Voters
current year + 2 years
CLERK
CC:no
GC34090
UFFS
Description
TOTAL
Primary
Scan /
Citation
Number
RETENTION
Responsibility
image
1504.10
Sheriff's Department
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.11
Traffic Advisory Commission
current year + 2 years
PUBLIC WORKS
CC:no
GC34090
1504.12
Treasurer / Tax collector
current year + 2 years
FINANCE
CC:no
GC34090
1504.13
Public Health Services
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.14
Riverside Cty Transportation Commission (ROTC)
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.15
Department of Animal Control
current year + 2 years
BUILDING & SAFETY
CC:no
GC34090
1504.16
Economic Development Program
while current + 2 years
CITY MANAGER
CC:no
GC34090
1504.17
Department of Planning & Land Use
current year + 2 years
PLANNING
CC:no
GC34090
1504.18
Assessor's Office
current year + 2 years
FINANCE
CC:no
GC34090
1504.19
Department of Social Services
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.20
Riverside County Library System
current year + 2 years
COMMUNITY SVC
CC:no
GC34090
1504.21
Department of Parks & Recreation
current year + 2 years
COMMUNITY SVC
CC:no
GC34090
1504.22
County Court System
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.23
Department of Vector Control
current year + 2 years
CITY MANAGER
CC:no
GC34090
1504.24
Fire Department
current year + 2 years
CITY MANAGER
CC:no
GC34090
1 504.25
Riverside Cty Airport Land Use Commission / COCHRAN Regional
airport
current year + 2 years
CITY MANAGER
CC:no
GC34090
QQMLQRG 1505 ANTER4 INTRA CITY HIES II • ,.i. '' . ; 'i :
)(LIST ALPHABETICALLY) current year + 2 years interested dept
qQWqAq 15, INTERyATIQIII({G'O�fIC�ES&)ORGANIZATIONS 77 —Ti : :i •: �;-,. .-'a ..... ........
(LIST ALPHABETICALLY) current year + 2 years interested dept
�
CC:no
a. rc„h
CC:no
:,
-t' .:in t "
ATTACHMENT 2
Qu&ta IRECORDS DESTRUCTION AUTHORIZATION
-- -- - - --
In accordance with the City's Records Retention Schedule as adopted by Resolution No. 99-95, it is requested that the records _
delineated below be destroyed. The Total Retention Period has expired. There is no known litigation or reasonably _anticipated
investigation or litigation that would tequire these records be held.
"A duty to preserve records exists when a party should have known that the evidence may be relevant to future litigation"
Zubulake IV (SDNY 2003)220F.R.D.212,216
Department Head Signature
Print Name
Department
IM. Katherine Jenson
amity Attorney Signature
iPrint Name
;Date
RECORDS TO BE DESTROYED:
{�
UFFS71 and TITLE or
DESCRIPTION OF RECORD
TYPE
FORMAT
RECORD DATES
E-IMAGE
EXIST?
REQUIRED
TOTAL
RETENTION
I
_
certify that the records described above and approved for destruction were o recycled o shredded on as
rescribed by law.
Susan Maysels (Deputy Clerk
:ity Clerk or Deputy City Clerk Signature
Print Name
Title
ype: Original Documents = O
Format: Paper documents to be shreded = PIS
Copies = C
Paper documents to be recycled = P/R
Electronic document to be deleted = E
CD, DVD, Tape to be destroyed = CDT
32/01/2010 Maysels
ATTACHMENT 4
a,
a
OF
LEGAL HOLD NOTICE
PRIVILEGED AND CONFIDENTIAL COMMUNICATION
DATE:
[date issued]
TO:
[list of custodians/departments involved]
FROM:
[name and title]
MATTER:
[name of case or party(s) or issue or event]
DESCRIPTION:
[brief description of case]
INSTRUCTIONS:
feg collect, protect & hold records or deliver records to...]
SCOPE OF HOLD:
[time frame and types of Records]
cc:
Information Services & City Clerk
COMPLIANCE WITH THISsNOTICE 'REQUIRES YOUR, IMMEDIATE -ATTENTION. THE DESTRUCTION OF
RECORDS �P,ERTINENT TO, THIS MATTER,'IS STRICTLY' PROHIBITED. EMPLOYEES WHO FAIL TO
COMPLY ARE ;SUBJECT, TO "DISCIPLINARY ACTION, INCLUDING DISMISSAL, IN ADDITION TO
POTENTIAL;CINIL O,R;CRIMINAL.PENALTIES'.
1. PRESERVE RELEVANT INFORMATION
Effective immediately and until further written notice, regardless of any past or existing policies or
procedures, retain and do not delete, destroy, or modify Records or Non -Records relating to the matter
named above. Records may include, but are not limited to letters, contracts, memoranda, drafts, notes,
presentations, spreadsheets, graphs, maps, animations, images, e-mail messages and attachments,
voicemail, instant messages, word processing docs, and calendar entries, regardless of whether these
documents are stored on paper or in a hard drive, network database or drive, backup tape, laptop, CD
ROM, DVD or similar removable storage media, home computer, PDA or handheld device, mobile phone or
paging device. When in doubt, PRESERVE.
2. IDENTIFY OTHER RELEVANT CUSTODIANS
If you are aware of someone within or outside City employment who may possess materials relevant to
this matter, please notify the City Attorney. Do not circulate or forward this Notice yourself.
3. HOW TO PRESERVE
• Identify, list (including file name & path) and protect all electronic records relating to the matter.
• Gather all paper files related to the matter in one location.
4. COOPERATE WITH THE CITY'S LEGAL SERVICES
Please cooperate fully and promptly with the City Attorney or City -appointed legal counsel on this matter.
Do not discuss the nature or substance of this matter or conversations regarding this matter with anyone
outside City employment.
5. ACKNOWLEDGEMENT
Kindly sign, date and return a copy of this Notice to the sender.
I acknowledge receipt of this Legal Hold. I understand the Legal Hold requirements and I will comply.
Signature print name date
S:\CC\forms\Legal Hold Notice
06111/2009 Maysels
ATTACHMENT 5
LO
04 �Ao �W
y OF Tt
LEGAL HOLD RELEASE NOTICE
PRIVILEGED AND CONFIDENTIAL COMMUNICATION
DATE:
[date issued]
TO:
[list of custodians/departments involved]
FROM:
[name and title]
MATTER:
[name of case or party(s) or issue or event]
DESCRIPTION:
[brief description of case]
INSTRUCTIONS:
[eg collect, protect & hold records or deliver records to...]
SCOPE OF HOLD:
[time frame and types of Records]
cc:
Information Services & City Clerk
The legal action for which a Legal Hold Notice was issued to you on DATE has concluded.
Please resume routine record retention schedule compliance as to all records and data currently on hold
regarding this matter. Records that have exceeded their retention period are to be destroyed. Records
requiring continued retention are to be returned to departmental files. All non -records may be eliminated.
Acknowledgement
Kindly sign, date and return a copy of this Notice to the sender.
I acknowledge receipt of this Legal Hold Release Notice. I understand that I have an affirmative obligation
to comply with the directives set forth in this Notice.
Signature print name date
S:\CC\forms\Legal Hold RELEASE Notice
06/11/2009 Maysels
CITY OF LA QUINTA ATTACHMENT 6
CITY CLERK'S DEPARTMENT
MAIL: PO Box 1504, La Quinta, CA 92253
LOCATION: 78-495 Calle Tampico, La Quinta
TEL 760.777.7000 1 FAX 760.777.7107
REQUEST FOR PUBLIC RECORDS
(COMPLETION OF THIS DOCUMENT IS REQUESTED TO FACILITATE RECORDS REQUESTS)
DATE: PHONE:
FAX:
COMPANY:
CITY: STATE: ZIP:
EMAIL:
DOCUMENT(S) REQUESTED (Please be specific):
Your request will be processed in compliance with the California Public Records Act, except with
respect to public records exempt from disclosure. While it is the City's policy to respond to requests for
public records as quickly as possible, the Public Records Act allows the City up to 10 days to determine
whether the documents will be disclosed.
In accordance with City Council Resolution No. 1994-007, a fee of 950 for the first page of each
document and 15C for each additional page will be calculated and charged. The City shall make records
promptly available for inspection during regular business hours; however, if a request to inspect records
entails numerous files and/or documents, the City reserves the right to set a date and time when the
records will be made available for inspection.
Official Use Only
Statutory Date: Department & Staff Member:
Staff Member/ Date Records Provided: Copy Cost:
/Clerk\Forms\Records Request.doc
:Is May 2009