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CC Resolution 2013-036 Records Retention ScheduleRESOLUTION NO. 2013 - 036 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA Q,UINTA, CALIFORNIA, ADOPTING THE RECORDS RETE14TION SCHEDULE FOR CITY DEPARTMENTS AND APPROVING THE DESTRUCTION OF RECORDS IN ACCORDANCE HEREWITH WHEREAS, except for records less than two years old and certain other records, Government Code Section 34090 authorizes the head of the city department to destroy any city record, document, instrument, book or paper under his/her charge, without making a copy thereof, after the same is no longer required, with the approval of the City Council by resolution and written consent of the City Attorney; and WHEREAS, the City Council believes there are benefits of ease of administration to adopting a Records Retention Schedule governing the disposition and destruction of official city records in accordance with state and federal laws, and records management best practices, and WHEREAS, the City Attorney has reviewed and approved the attached Records Retention Schedule . NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: SECTION 1 . The Records Retention Schedule, attached hereto ,as Exhibit A and incorporated as part of this Resolution is hereby adopted. _ SECTION 2. Records are not to be kept beyond the retention period set forth in the Records Retention Schedule. SECTION 3. The Record Retention Schedule adopted by Resolution 201 1-014 is hereby rescinded. Resolution No. 2013-036 Records Retention Schedule Adopted: August 6, 2013 Page 2 PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council held on this 6t" day of August, 2013 by the following vote: AYES: Council Members Evans, Franklin, Henderson, Osborne, Mayor Adolph NOES: None ABSENT: None ABSTAIN: None ATTEST: `sw�� K�� SUSAN MAYSELS, City rk City of La Quinta, California (CITY SEAL) APPROVED AS TO F M.XAfiHERfNE JE City of La Quinta, 1LF City Attorney is DON ADO PH, Maor City of La Quinta, California city vF to 014iNta, caeijorhia EXHIBIT A RETENTION SCHEDULE table of contents 100 JADMINISTRATION 101 ICorrespondence & Reference i 02 Pubiications 103 Policies & Procedures _ 104 Public Relations 105 Information_ Technologies _ 106 Records Management 200 PLANNING AND REDEVELOPMENT 201 (Open) 202 Historic Preservation 203 Planning _ 204 Community Development Block Grant Prog _ 208 Redevelopment 300 ECONOMIC DEVELOPMENT AND MARKETING 301 Economic Development 302 Marketing 400 FINANCIAL`AND FISCAL 401 General Accounting 402 Banking Records 403 Audits 404 _ Payroll 405 Bonds 406 Retirement _ 407 Investments 408 Revenue 409 Taxes 410 Budgets Page 1 of 32 41 1 Cost Analysis Studies 412 Accounts Payable and Purchasing 413 Bids 500 HUMAN RESOURCES AND RISK MANAGEMENT 501 Human Resources Administration 502 Personnel Records 503 Salary and Benefits 504 Classifications 505 Personnel Management 506 Recruitment and Selection 507 Education and Training 508 Safety and Medical Records 509 Labor Relations 510 Risk Management 600 CONTRACTS, SUPPLIES, AND EQUIPMENT 601 (Open) 602 Contracts and Agreements 603 Inventory, Supplies, and Maintenance 700 LEGAL AND LEGISLATIVE 701 Legislative linclu Board & Commission Agendas, etc) 702 Elections 703 Legal Investigations and Litigations 704 Legal Operations 705 Assessment/Special Districts 800 CONSTRUCTION AND ENGINEERING 801 General Administration 802 Engineering Permits and Inspections _ 803 Engineering Maps, Plans, and Specs 804 Building Permits and Inspections 805 Building Plans and Specifications 806 Capital Projects 807 Streets, Bridges, Sidewalks, Curbs, Gutters, & Driveways 808 Storm Draina e, Flood Control& Sanitation Page 2 of 32 809 Traffic Engineering 810 Parking 900 (open) 1000 PROPERTY 1001 Right -Of -Ways 1002 Real Property 1003 lBoundary Files 1004 Annexations 1100 PUBLIC FACILITIES 1101 Administrative Facilities 1102 IParks and Open Space 1200 UTILITIES, COMMUNICATIONS, AND TRANSPORTATION 1201 IGeneral Utilities 1202 Gas and Electric 1203 Water Service 1204 Telephone 1205 Cable Television 1206 Transportation 1300 ISAFETY AND ENVIRONMENTAL 1301 General Administration 1302 Emergency Services 1303 Police Services 1304 Fire Services 1305 Animal Control 1 306 Environmental Issues & Conservation 1307 Code Enforcement and Permits 1400 ARTS, RECREATION, AND EDUCATION 1401 Cultural Arts 1402 Recreation Programs and Activities 1403 Education Page 3 of 32 1500 GOVERNMENTAL ORGANIZATIONS & OFFICES 1501 United States 1503 State of California — 1503 Regional 1504 Riverside County 1505 Intra-City 1506 International 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 ICode of Federal Regulations PW I Public Works EC I Election Code FMLA Family and Medical Leave Act, 1993 H&S HUD Government Code Health and Safety Code Housing and Urban Development LQCC / CM La Quinta City Council Resolution / City Manger approval LQCC / CA La Quints City Council Resolution / City Attorney approval OMB Federal 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 Page 4 of 32 city of ca ati;NtA, a4ei forNia RETENTION SCHEDULE^ _.._am_____. v .___W__ , _ . _. _ _chi _ ____a For all files, retennon should be PERMANENT it 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 AOMIN '109 CORRE$gQNPEN GE & REFERF,NG< 101 .01 Chronological Correspondence current year + 2 years all departments CC:no GC34090(d) 101.02 Conferences & Meetings lexternal) destroy at will all departments CC:no non -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 CITY MANAGER 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 non -record 101.08 Telephone Directories until superseded all departments CC:no non -record 101.09 Reference Materials until superseded all departments CC:no non -record 101.10 Instruction for Completing Specific Tasks destroy at will issuing dept CC:no non -record 101 11 Tefephine Cogs }Message Pads_ current year + 2 yeatsi d(/ dBpartMenfs CC na 6C34094 . �. I c": ,;''' _sv.�.m...,.a.. ....d+.. _.._ a` ..., ..-. .�. _2 ........ _.v,_J .»..., .—.. '. •._..»....«' �...,. gg ktiMlti 102: PU IGATIONS __ L v1 BLCLW Crla' U." 102.01 Public Hearing Postings (non legal) current year + 2 years issuing dept CC no GC34090 7 54960 1(c)(1) � .. ..._.._. ...._-- . 102,02 : Public Hearing Notices returned wndefiveredby Post Offiee 2 years PLANNING PL n8 City Attorney Qpinian._. 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 non -record 102.05 Publication Rates until superseded FINANCE CC:no non -record 102.06 Web Site files current year + 2 years publishing dept ,CC no GC34090 16ib Postings to Facebook Twitter, :etc current year + 2 years publishing dept CGno '� GC34090 j 1 j1jRMIINN�03 ._. �.. ... ..,, : PQ4ICIES & PROP -_ l '. G __...._ .___......� _..__...... .I, _;.... .-.�..�..v..: ':.�.w'si.-..:....,....._.__: 103.01 Mission Statements until superseded + 2 years CITY MANAGER shared drive GC34090; 40801 103.02 lAdministrative Policies until superseded + 5 years CITY MANAGER shared drive GC34090d 103.03 (OPEN) 103.04 Goals & Objectives I current year + 2 years I CITY MANAGER shared drive GC34090 Page 5 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 29 CFT 1627.3; Lbr Rltns Sec 1174; 29 CFR 103.05 Organizational Charts until superseded + 5 years CITY MANAGER shared drive 1602.30.32; GC6250 at seq; 29 CFR; GC 12946, 34090 D 4 ��+ p C PL7 L ks, b yt{E ti ..: to Ei i �.. "�... € t tF je:,. �u�' �^ ,Y 3 4 4( F i I ® �' !'"!'i MC_ h,�.¢..L'..., 4v 4".-4 ._. .......� :"�i ,..aL4.wl. „�. M" �w..nes wv _ci BJL.Lr mo.. uires & Complaints current year + 2 years receiving dept CC:no GC34090leases, Avag Issued by Citycurrent year + 2 years issuing dept CC:no GC34090 er, Created by City until superseded + 2 years issuing dept CC:partial GC34090 104.04 Other Publications, Created by City until superseded + 2 years issuing dept CS:no GC34090 104.05 ICity 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 Gty `: - Burr nt "year + 2 years n CITYMANAGER CC no i : GC3Q090 ..: .; ,�LL unless ofihrst©nc'value _ 11� P current ygar + 2 yea?s Awards Proclamations &Donatons Presented by the Gry ' `rssurng dept `CC GC39090 n a less of-histork value na 104.12 Pillars Community of the Program _ PERMANENT CLERK+ COM SVC CS.yes GC34090 104.13 Senior Inspiration Award Program _ PERMANENT 1 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 Promotional 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 Acknowledgment Areas Program PERMANENT COMMUNITY SVC CS:yes historic value 104.23 Keys to the City PERMANENT CLERK CC:no historic value 104.24 Sister City Program, designation/correspondence PERMANENT CLERK CC:no historic value f\DM1N 105. _ F n IN��(j�t(JIIAT��N TECH_NOLQ¢IES ri i t t.. i , I i i t ;: 'i r 105.01� _ Computer Software, �� programs & manuals _ until superseded + 2 years INFO SERVICES CC:no GC34090 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 (PEN) O Page 6 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Res onsibil ty Image 105.05 Warranties on Software & Equipment until superseded + 2 years INFO SERVICES CC:no GC34090 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 Resolution 105.08 Weekly backup of system files 14 days I INFO SERVICES NA LQCC Resolution _ 105.D9 7Weph9ne or R_adio'Commun car on Recordings 100'days INFO SERVICES NA G34090 6 105.10 (OPEN) E-Mail inbox and sent folders - (60 days to move reocrds out, non -record, 105.11 remainder is non -records) 60 days every employee no LQCC Resolution 105.12 E-Mail deleted items folder (7 days to retrieve deleted items) 7 days every employee no non -record, LOCC Resolution ADMIN 'FD6 RE_CO_R_DS MANA13EMENT _ i' _ Filing Systems & Procedures / Records Management Manual :. _ ' until superseded + 2 Years ,.„ �. CLERK». a�u.,u CC:no i __...__... GC34090; 40801 _ 106.01 106.02 Retention Schedule until superseded + 4 years CLERK shared drive CCP343 106.03 Records Destruction Authorizations PERMANENT CLERK CC:yes GC34090 106.04 IRecords Inventories, Inactive in basement PERMANENT depositing dept CC:no GC34090 106.05 IRecords Indexing Lists PERMANENT filing dept CC:no GC34090 106.06 IRecords Inventories, Active PERMANENT filing dept CC:no GC34090 200 PLANNING & REDEVELOPMENT r . €3,k.3 n'v"�_a,aE� .F.: .! «�..«va3E ?c,r:c r�14.,.,?��.... +pw Eie.i 201.00 (OPEN) PBN1REbE11202IISTLIRIG ., .r-+- PRESERl+AT1DN :: v .,. i,a.,e,,rx .. i r sum: n rli rm'•� ,_Pw.,i.,.._ -; elrz mrm r• �t .. y� �� .y .sGi.:.:.'�t ,� a•3,arm 202.01 Historic Site Inventories PERMANENT PLANNING CC:no 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 Archeological Collections PERMANENT PLANNING PL:no GC30490 PEN/RfDy2Q3 PLANN,�.N _..._. u,. h w ... u ., _ ._.:_ ...c.�..,_ iflR :.. ': 203.01 Tentative Tract Maps PERMANENT PLANNING PL:yes GC34090.7; H&S19850 203.02 Tentative Parcel Maps PERMANENT PLANNING PL:yes same as 203.01 203.03 Zone Changes PERMANENT PLANNING PL:no GC34090 GC34090.7; H&S19850; 203.04 Variances PERMANENT PLANNING PL;yes 4003; 4004 203.05 Major Use I Event Permits PERMANENT PLANNING PL:no GC34090d, LOCC/CM 203.06 Minor Use / Event Permits PERMANENT PLANNING PL:no GC34090d, LQCC/CM Page 7 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Res onsibilit Image 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 / Cart. of Compliance PERMANENT PLANNING<11/2011 PUBLIC WORKS> 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 <11/2011 PUBLIC WORKS> PLyes same as 203.04 203.20 (OPEN) 203.21 Specific Plans PERMANENT PLANNING PL:yes same as 203.01 203.22 Moratoriums PERMANENT PLANNING PL:no same as 203.04 203.23 Waivers PERMANENT PLANNING PL:yes GC34090a 203.24 Plot Plans /Site Development Permits PERMANENT PLANNING PL:yes GC34090d, LQCC/CM 203.25 (Second Unit Permits PERMANENT PLANNING B+S:no same as 203.04 203.26 (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 "••"., P %1 (j QEV204 CCN}MUNtT'Y DE / ,L¢PMENT BL-CCK Gitj{NT P FI M fCD 6} 1®mmtmmu......Y4m 204.01 General - - _ 204.02 jApplications - filed by year PLNlREDEYY05 PEt� E PLN/REDEV2019.BEN.1. t '. _,_,........a„„ ....... �, ..e,,.�,.._:✓_..,_.,. e............... .�........,�.oc_..,.. e s t R j[•'R ' k I::� )., :, �4nAu„vauFdeivia'ev _Ev.d until completed + 4 years until completed + 4 years " " L I t� .._.__ .:..!C..... _m. .E..:... w . 3 {� i"'�"IC p 8 r F 'i x .zC +t I unsmv.�Lv!s..v's"�..6uuvem COMMUNITY SERVICES PLANNING 46 rt 4 ...mLw.....,....:...FW.r.w:.........,.W.,...,.,.._....r`-=.,.,.....,�w�(.a..;,a.._a..iL«,.,..._.t r 4 `F iF v � jF ":' I" 24CFR570.502(b)(3); CC:no 241 CFR85.42; OMB Cir A - 110 (attach C), A102, 128; HUD regs CC:no same as 204.01 ( ` `�u° v 3u�Lp- C' L t Page 8 of 32 OFFS Description TOTAL Primary I Scan / I Citation PLN/R£DEY2q rfOPE,Ui )." p;[ NIBEDEY204 REDEVEWPMENT & HOUSING,.: 208.01 (Redevelopment Plan PERMANENT RDA and CLERK CC:yes GC34090.7; H&S19850 208.02 Project Areas PERMANENT RDA CC:yes same as 208.01 GC34090; 24CFR570.502(b)(3); 208.03 Housing Loan Programs (case files) PERMANENT RDA and CLERK CC:yes 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 and CLERK CC:yes same as 208.03 208.06 Rehab Program: Residential (case files) PERMANENT RDA and CLERK CC:yes same as 208.03 208.07 Sewer Subsidy Program (case files) PERMANENT I RDA and CLERK CC:yes same as 208.03 208.08 Rental Program: Single -Family Housing (case files) PERMANENT RDA and CLERK CC:yes same as 208.03 208.09 Assessment Subsidy Program (case files) PERMANENT RDA and CLERK CC:Yes same as 208.03 208.10 Affordable Housing Database until superseded + 2 years RDA and CLERK CC:no GC34090 208.11 Rehab Program: Commercial (case files) PERMANENT RDA and CLERK CC:Yes same as 208.03 208.12 Implementation Plans (5 Year / Project Areas) PERMANENT RDA I PL no GC34090 .._ . ..._ .. _ _. _._. .. Housing qut6ority:4nnual Activity Report to State Dept of PERMANENT CLERK. CC yes HSC Section 34328 Housing & Community bevelopmenf ' 'Disso/utfon of the Redevelopment agency: genera(: CLERKIC/TYCiiy 2a 14: untitsettie dlclosad+5Yrs CCno Attorney & City CferF __ information &correspondence ,_, ;. _ , MANAGER.: _ 1 ! 712013 300 ECONOMIC DEVELOPMENT & MARKETING ECON/MKT30:1 EpgN011fIIC DEVELOPMENT . , .,. m., .,._ _ ..� ,.,....,.. _.:. _._..... __._.... 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 302.01 (Marketing Studies while current + 2 years CITY MANAGER CC: no GC34090d 3�02 Videos &Photos while current + 2 Years CITY MANAGER CC:no GC34090 Page 9 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 400 FINANCIAL & FISCAL FINANCIALd07 GENERA}I IN T ...e___A. m .. � ...., .. ..�... _ .,. . ,. _........a v..,..v.. _. .. ,. a__ ....'.., e._ 401.01 Chart of Accounts _w .'+....�.a until au..7 +...,_..: dited years FINANCE F:no GC34090 401.02 Budgetary Accounting until audited + 7 years FINANCE F:no GC34090 401.03 Budget Adjustments audited "+ 7 years FINANCE F:no GC34090 401.04 Check Registers - _until until audited + 7 years FINANCE F:no CCP337; GC34090 401.05 Fixed Assets: Inventory, Valuation & Disposal until audited + 7 years FINANCE F:no GC34090; 26CFR301 65- 1(F) 401.06 Requests for Payment (check requests) until audited + 7 years FINANCE F:no GC34090 401.07 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 non -record, compilation 401.14 Revenue Studies current year FINANCE F:no non -record, compilation 401.15 (OPEN) 401.16 Gann Regulations (see 410.10 for Gann Limit) until superseded + 2 years FINANCE CC:no GC34090, 40801 401.17 (OPEN) 401.18 Waste Management Fees while current + 2 years CLERK CC:no GC34090 401.19 Grants & Sponsorships (granted BY. City) until audited + 7 years managing dept. F:no GC34090 + Dept extension JNA C.fA.L 4421,jI�kING 402.01 - n: REC61iG5r ) I a k I " i t i€ Bank Deposit Slips ,� S _'T"" 7 urk ::� 4a ac; Rbnn.».6.e..v.iu.'+:M,}»,.....,}Yd.)auefia,.L.,rr!..b...!lvuta3irwiL�l,i'..,dnv.uuenJ until audited + 7 years .,Lp. I d1 �x`cr`.W'a N { (�T'"2>Faa 'E( l"•(I[�.yel FINANCE "s r 'u°'E ..«i:Rw3idid •• v F:no C m!-^m^... ••.,S4aa::.I:.G.:{uduiLL:dv&;ItaL�iiLd� GC34090; CCP337 402.02 Bank Statements until audited + 7 years FINANCE F:no GC34090; 26CFR16001-1 402.03 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 Cash Reports (renamed from Daily Balance Reports) current year FINANCE F:no non -record, working papers 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 FINA 403 �.. �.........� u..0 403.01 AUDI?S t....,..i� r_ ...-e.dv •.....1.v.• Audit Reports, Internal �. '. bwuut wL�a .��..,.. s®..dvin.vu_..a 4 years ' f.m _� �wJ'Jh 4�.w.„ .��,� FINANCE ,..�. ' ...a cr_ "F:no -K It 1 ai ...,: udiSLLw. v.�.�Je3wf GC34090; OMB:A-128 403.02 Audit Reports, External 4 years FINANCE F:no GC34090; OM l:A 1' 28 Page 10 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 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 Payroll Records, Active until separation + 3 years FINANCE F:no GC34090; 29CFR516.2 404.01 404.02 iPayroll 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; 29CFR516.612) & 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; LC1174(d) 404.06 W-2 Forms PERMANENT FINANCE F:no 29CFR1627.3 12); 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 RESOURCE F:no same as 404.06 ..;,,..., _ fiiNANCI"AL��406 405.01 EDNF]S i : v.,.,,.._.._ Municipal Bonds a.x ._-__'�_"'_ aa �'.,..,: until paid + 10 years a..1 �_:..._..,,R5ffi'4ir FINANCE F:no _ nnG 3-",��Ms..::L:»e GC34090; CCP337.5 405.02 Assessment Bonds until paid + 10 years FINANCE F:no GC34090; CCP337.5 405.03 Surety Bonds (Notary Public, etc.) until paid + 10 years CLERK CC:no GC34090; CCP337.5 405.04 Revenue Bonds until paid + 10 years FINANCE F:no GC34090; CCP337.5 405.05 General Obligation Bonds until paid + 10 years FINANCE F:no GC34090; CCP337.5 405.06 Tax Allocation Bonds until paid + 10 years FINANCE F:yes 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 Day. Performance Bonds, CDs, Letters of Cr (w/o SIAs) until paid + 10 years CLERK CC:no GC34090; CCP337.5 405.10 Bond Foreclosures _ while current + 10 years FINANCE F:no GC34090; CCP337.5 FINANCIAL 406 406.01 B.E?1� EB MENT ` Public Employees Retirement System PERS l PERMANENT ( HUMAN RESOURCES CC:no 29CFR1627.3 121; GC12946; GC34090 406.02 Deferred Compensation Plans PERMANENT HUMAN RESOURCES CC:no same as 406.01 Page 11 of 32 LIFFS Description TOTAL Primary Scan/ Citation Number RETENTION Responsibility Image Vht XI it E! " i I -I lil"I'l M. - L - -El " 2 2! " II GC3 4090; CCP337; 407.01 Investment Statements PERMANENT ENT FINANCE F:yes 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 N �rrnp'z"""" '�'�nr"7 M" , �7 '-TttF-pmrFNr w y1y.-'t7pR1'jI-Igrgj --na-"' Im it Q 408.01 Accounts Receivable until audited + 7 years FINANCE1":no 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 issuing dept 408.05 Permit Fees until audited + 7 years PL:no GC34090 and FINANCE PUBLIC WORKS 408.06 Development Impact Fees until audited + 7 years CC:no GC34090 and FINANCE PUBLIC WORKS 408.07 Development Agreement Fees until audited + 7 years CC'.no GC34090 and FINANCE 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 until completed + 5 years or 408.12 Grants Received and Donations TO City applying dept some GC34090 grant close-out procedure 408.13 Vehicle 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 408.16 Promissory Notes TO City until satisfied + 7 years FINANCE F:no GC34090; CCP337 408.17 Grant Applications, Unsuccessful until rejected + 2 years applying dept no GC34090 TAXES ...."'7Y Ift, 1 11 1. 7" ... ... In" JI-I . ..... III I ...... IJ -T U ,U L", I t 409.01 Sales Tax until audited + 7 years FINANCE F:no CCP338 409.02 Property Tax, Applied Refuse Levy, etc until audited + 7 years FINANCE F:no CCP338 409.03 Transient Occupancy Tax (TOT) 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 I R j. I ............. ... Y w- . II .... ..... . 'F-.'Io"" 410.01 Budget Preparation Files current year + 2 years 1, preparing dept GC34090 410.02 Revenue Estimates current year + 2 years estimating dept F:no GC34090 Page 12 of 32 UFFS Description TOTAL Primary Scan / Citation Number I RETENTION Responsibility Image 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 . ... .... ..». n�..,.» ._ Development Impact Fee (DIF) Studies & Trasportation Uniform Mitigation Fee (TUMF) StudiesM until superseded + 2 years PLANNING and PUBLIC WORKS CC.no GC34090d .. ... u _�iA»»......»»___. 411.01 411.02 User Fee Studies until superseded + 2 years oversight dept CC:no GC34090d - - F.INANCIAI, 4!1?, ,....»......,...®®.m'.® 412.01 ACCDtfNTS PAYA;@ & PUR SING -:' ��c.. �... w......»» _. m.m ... ».. .. .. ...,.. m». ,. ».....�m Accounts Payable :- t F h. F t t t _..:®".m..m.:emm._tilev:m_u_v"c"Lm until audited + 7 years ) 9 1i: r FINANCE i (I E 'Mr ..., 95�6�i i� CC:no Y "F: qpJ .:.e _d 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 non -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 non -record 412.09 Pricing Lists destroy at will FINANCE CC:no non -record 412.10 Office Supplies Ordered by Depts. (w/o POs) destroy at will all departments PL:no non -record 412.11 ITravel Request & Expense until audited + 7 years FINANCE PL:no GC34090 413,01 Invitation to Bid !' until audited + 7 years inviting dept _ CC:no 6 r.: t GC34090 & 25105-1; r.��..__.., CCP337 413,02 Unsuccessful Bids, Cap Improv Projects & Formal > $25K until completed + 2 years CLERK CC:no GC34090d 413.03 Unsuccessful Bids, Services & Informal <525K until completed + 2 years CLERK CC:no GC34090d 413.04 Bids, Vehicles & Equipment, Invitation, Results, etc until audited + 7 years FINANCE PL:no/F:no same as 413.01 413.05 IBidders List, Pre -Qualified destroy at will PUBLIC WORKS CC:no non -record, reference 413.06 Consultant Information, General destroy at will interested dept CC:no non -record, reference 413.07 RFPs / RFQs, Unsuccessful current year + 2 years CLERK CC:no same as 413.01 413.08 RFPs / RFQs, Successful until audited + 7 years CLERK PL:no same as 413.01 413.09 Bids, Other Services, Successful until audited + 7 years CLERK PL:no same as 413.01 413.10 Bids, Informal, Successful until audited + 7 years CLERK PL:no same as 413.01 Page 13 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 500 HUMAN RESOURCES & RISK MANAGEMENT ij�& RM'501 HUMAN RE$Ot1 C S ADMINISTRATION W H.,akw„t+... .......,..i. 501.01 Personnel Policy until superseded + 2 years HUMAN RESOURCE shared drive GC34090 _ 501.02 Employee Assistance Program until completed + 2 years HUMAN RESOURCE CC:no GC34090, 1 2946 501.03 Employee Handbook until superseded + 2 years HUMAN RESOURCE CC:no GC34090 501.04 Employee Orientation until superseded + 2 years HUMAN RESOURCE CC:no GC34090 501.05 Employee Incentive & Service Awards j while current + 2 years HUMAN RESOURCE CC:no GC34090; GC12946 501.06 _ Employee Newsletters current year + 2 years HUMAN RESOURCE CC:no GC34090; GC12946 501.07 Temporary Employment Agencies until terminated + 6 years HUMAN RESOURCE CC:no GC34090; GC12946 501.08 _ Affirmative Action Program until completed + 2 years HUMAN RESOURCE CC:no GC34090; GC12946 HR & 1iN1 502 A RSONNEL RECORDS 'n sc. r_ r rYnE ,:irs r�3r i r";�t ts. I*r a 'rg: p / .. n E" ;r'w..v k` ':„. `v:.m.G4..nwnd anrxaSw .L 4mf,M,,;G k.«a.a.�'w`t 29CFT1627.3; Lbr Rltns Sec 1174; 29CFR1602.30.32, 502.01 Permanent Employees (time sheets, etc) until separated + 5 years HUMAN RESOURCE CC:no 655.202, 516.6 at seq; GC6250et seq; GC 12946, 34090, 1607.4; 45CFR1068.6(a) 502.02 Contract Employees until separated + 5 years HUMAN RESOURCE CC:no same as 502.01 502.03 Part -Time Employees I} until separated + 5 years HUMAN RESOURCE CC:no same as 502.01 502.04 Temporary Employees until separated + 5 years HUMAN RESOURCE CC:no same as 502.01 502.05 Terminated Employees until separated + 5 years HUMAN RESOURCE CC:no same as 502.01 502.06 (OPEN) HUMAN RESOURCE 502.07 (OPEN) HUMAN RESOURCE 502.08 Fingerprint IDs until separated + 5 years HUMAN RESOURCE CC:no same as 502.01 502.09 of Office - all Employees, all classifications until separated + 5 years CLERK, per GC CC:no same as 502.01 1 HR & RM 503 +Li.,'AILAR .. ,. cOaths a_n BE�NEfITS t ,, t 1 �;: 7 :.. ,� .hh n.6vWv.:.w'a ............... N, u,. LW�...:.v i, r rr c Tt a t �Cp"pn `� of .tu.i ,LLv wv._.Wn�y..,�dF e'i_°WaY3 i.::.i ic"��s� LLt .' r..it:'.',.rex...mL:..e ife...l..eln�e6 "�:� "is,� .. .r,.t..tmdt6Nl 'tiay.,d..e � br,�i r FmiX u 3`I'1 wi. u..Ioueliri;; uilleitrl6asa� t as 503.01 Salary Benefit Plans until superseded + 2 years HUMAN RESOURCE CC:no GC34090 GC12946, 34090; 503.02 Salary Surveys current year + 2 years HUMAN RESOURCE CC:no 29CFR516.6(2); 29CFR1602.14 503.03 Consumer Price Index (CPI) Files _ current year + 2 years HUMAN RESOURCE CC:no GC34090 _ 503.04 Salary Schedules current year + 2 years HUMAN RESOURCE CC:no same as 503.02 503.05 _ Retirement Benefits - until superseded + 2 years HUMAN RESOURCE CC:no GC34090 503.06 Medical Insurance until superseded + 2 years HUMAN RESOURCE CC:no GC34090 503.07 ISick Leave Policy until superseded + 2 years HUMAN RESOURCE CC:no GC34090 503.08 ILife Insurance Benefit until superseded + 2 years HUMAN RESOURCE CC:no GC34090 Page 14 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 503.09 Management Compensation until superseded + 2 years HUMAN RESOURCE CC:no GC34090 GC6250 at seq; OMB A- 129; 29CFR1602.30, 503.10 Disability case files, short & long-term PERMANENT HUMAN RESOURCE HR:no 1602.32, 1627.31637.3; Lab Rel Sec 1174; 29USC1027,1113 FMLA 1993 US OSHA; 503.11 Family Medical Leave Closed + 30 years HUMAN RESOURCE No r29CFR 1602.30-32; 49CF0l93-9,- 19,10.20 HR & RM b04 I N r 29CFT1627.3, 1602.30.32; Lbr Rltns Sec1174; 504.01 Position Classifications until superseded + 5 years HUMAN RESOURCE CC:no GC 12946, 34090, 6250 at seq 504.02 Job Descriptions until superseded + 5 years HUMAN RESOURCE CC:no same as 504.01 504.03 Classification Surveys current year + 2 years HUMAN RESOURCE CC:no 29CFR516.6(2), 1602.14; - GC12946, 34090 504.04 Reclassification Requests until separated + 5 years HUMAN RESOURCE CC:no same as 504.01 504.05 Employee Evaluations until separated + 5 years HUMAN RESOURCE CC:no same as 504.01 RM 505�PRS6_m_ N __NEL,(+�}�4AGEMENT :.u" W >W _ z 41 ;: ;�: > ,. v. �,.u� ...m.,.�,Eo::.,...,_ ,..,..-�,�,c., sue,= ,. .... .,�::0.�.�a.., _..s Gr,�..._,._�._. 505.01Na��Personnel Progress &Activity Reports current year + 2 years HUMAN RESOURCE CC.no GC34090 505.02 Personnel Counseling until separated + 2 years HUMAN RESOURCE CC:no GC34090, 12946 29C1602.14; 505.03 Personnel Questionnaires current year + 2 years HUMAN RESOURCE CC:no C12946, 34090 GC12946, 29CFT1627.3, 1602.30.32; Lbr Rltns Sec 505.04 Personnel Actions until separated + 2 years HUMAN RESOURCE CC:no 1174; GC 12946, 34090, 6250 at seq 505.05 Planning & Organization current year + 2 years HUMAN RESOURCE CC= GC34090 505.06 Organization Charts until superseded + 5 years HUMAN RESOURCE CC:no same as 505.04 HR & RM 505' i ' ��LL.,:.-_ •. -' i .. :, .:, v sa: f. _ GC12946, 6250 at seq; 506.01 Applications for Employment while current + 3 years HUMAN RESOURCE CC:no 29CFR1602 et seq, 1607; 49USC2000 (e)8 & (c)l2 506.02 Tests & Examinations while current + 3 years HUMAN RESOURCE CC:no same as 506.01 Page 15 of 32 UFFS Description TOTAL Primary Scan / Citation Number I RETENTION ResponsibilityResponsiEty Image 506.03 Eligibility Lists, Active while current + 3 years HUMAN RESOURCE CC:no same as 506.01 506.04 Eligibility Lists, Inactive while current + 3 years HUMAN RESOURCE CC:no same as 506.01 506.05 Recruitment Advertising _ while current + 3 years HUMAN RESOURCE CC:no same as 506.01 29CFT1627.3, 506.06 Notifications of Appointment until separated + 5 years HUMAN RESOURCE CC:no 1602,30.32; Lbr Rltns Sec 1174; GC 12946, 34090, 6250 of seq F HR& RM1507� ��''rr�� (t''��''AT10N & T INWG ', 'tl :. F o� i s v`u...u.,.c " , `.' e II i ;'' "I I Yrr in ip i rv^ r�+'t-. _. _�..u..uat..^_. 507.01 ..s.. ...... .«.ne _.- J..m..h.. ::..H .®a...v.....lu ,� B.u.LvmuL.,..,..,..FWEg2.f„i....,M.W%w"l�nu�v®.4�fo,vvu_c.,..�.,uw`InFu:N�ua�R�ivt mm m'xi!.I:rv».: Conferences & 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 RESOURCE CC:no GC6250 507.04 _ Training Programs, In -House current year + 7 years HUMAN RESOURCE CC:no GC6250 507.05 Training Materials, In -House current year + 7 years HUMAN RESOURCE CC:no GC6250 :kI.B.$5-Brvrbu, �^y+AAA Y&MEDFCAh RF.GDRD$ry t< `: t».': I t'r t: i t ,. ': tt ('i'.. -*,`'�1"� r ..rE r 5 cl Fi .._..___...t,,., a .,« ....,-- ___®,_._.,.....,.>-c...__.._n....u.»vW �..e_" ...a.,e,�._.._ c, v_„. ..!...E�r. _i ,.m .,,i.«bsi.�,. 6uLeuv"m»i:m.....�suJui,6Gvavalur¢alu—vI M.: iFre�.ws.a '.vamw' 45ni'f•Nr .Y.G 29CFT1627.3, 508.01 Individual Medical Records until separated + 5 years HUMAN RESOURCE CC:no 1602.30.32; Lbr Rltns Sec 1174; GC 12946, 34090, 6250 et seq 508.02 Accident Reports until disposition + 7 years HUMAN RESOURCE CC:no 29CFRI904.2, 1904.6; 29 508.03 IRequired Physical Exams until separated + 5 years HUMAN RESOURCE CC:no same as 508.01 508.04 Safety Reports while current + 5 years HUMAN RESOURCE CC:no OMB1220-0029; 29CFR 1904.4; GC34090 508.05 Safety Investigation Files (OSHA, etc.) until disposition + 5 years HUMAN RESOURCE CC:no same as 508.05 508.06 Safety Policy & Procedures until superseded + 2 years HUMAN RESOURCE CC:no GC34090, 40801 DOT Testing: results exceeding .02, positive drug results, Omnibus Trans Emp refusals to submit to testing, employee assessments & referrals Testing Act of 1991; Fed 508.07a by Substance Abuse Professionals, calendar year summaries (re: 5 years HUMAN RESOURCE HR:no DOT reg of 1994- Commercial drivers only) 49CFR40 and382; Calif Vehicle Code 34520(a) DOT Testing: records documenting the collection process for 508.07b drug & alcohol test, training of supervisors (re: Commercial 2 years HUMAN RESOURCE HR:no same as 508.07a drivers only) 508.07c DOT Testing: results under .02, negative drug tests, canceled drug tests (re: Commecial drivers only) 1 year HUMAN RESOURCE HR:no same as 508.07a HR&RM 309 LABO XLATIONS is (, ':� ` ::r i ;t �i r 509.01 .. ..,.., .._,. .,..,,� u.it .., .. .u__...,.A.. Labor Relations Policy - .m,........in..4d...w.ry _.a.... m , . until superseded + 2 years skve✓:i✓_........,..�..3J.Wti HUMAN RESOURCE [»SSa.„..i,.,„«n+.I CC:no ...k.....Sw`Jur.Ci.: � GC34090, 40801 509.02 Fair Labor Laws and Standards until superseded + 2 years I HUMAN RESOURCE CC:no GC34090, 40801 Page 16 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 29USC211(.c), 509.03 (Employee Associations & Unions PERMANENT HUMAN RESOURCE CC:no 203(m1,2071g) 509.04 _ Negotiations / Meet and Confer PERMANENT HUMAN RESOURCE CC:no same as 509.03 509.05 Memorandum of Understanding IMOU) PERMANENT HUMAN RESOURCE CC:no same as 509.03 509.06 Impasse Procedures PERMANENT HUMAN RESOURCE CC:no same as 509.03 509.07 Grievances, Non -Safety Employees until separation + 2 years HUMAN RESOURCE CC:no GC12946; 29CFR1602 cno na n:.....:...:...,.:,.n Complaintshies cafe.., Employee- ��,,.a �e..e.x�,.., - � „ .- ui ihneni oocni Toro rr.e„ cri oonc. 1oro019n1 509.09 Discipline Policy until superseded + 2 years HUMAN RESOURCE CC:no GC34090 „,.. k1R & RNI S7(i Ali ui.n.n..... �.....i.wa _I4•MANASiEh"EN7 ;.. °i.... .... . .......,a....„-,....�..„... _.. _,.�.--_..... ----- _..w v.:.vw Id un..uGf3��Wlwr.ua.s.wi.::Suturtuwil,.vu...ouuw,Yu.�.urrn�mxu4 wavu:_,:.a.0 ..s ou5 gs P.h3R-laxdm:,ss 510.01 Claims for Damages Against the City until disposition + 5 years CLERK CC:no GC34090, 25105.5 510.02 IDamage to City Property until disposition + 7 years RISK MGMT CC:no 29CFR1904.2, 1904.6 510.03 Insurance Policies - Liability PERMANENT RISK MGMT CC:no GC34090 510.04 Insurance Policies - Property PERMANENT RISK MGMT CC:no GC34090 510.05 Unemployment Insurance, General Info until superseded + 2 years RISK MGMT CC:no GC34090 510.06 Workers' Compensation, General Info until superseded + 2 years RISK MGMT CC:no GC34090 C RI 1 510.07 Workers' Compensation, Case Files PERMANENT RISK MGMT CC:no 4540 Title LaborCode 5405 Title 8 orCode GC6250; OMB A-129; 29CFR1602.30&1602.32 510.08 C.O.B.R.A., Case files PERMANENT RISK MGMT CC:no & 1637.3; Lab Rel Sec 1174; 29USC1027& 1113 510.09 Accident & Injury Reports, Employee until disposition + 7 years RISK MGMT CC:no 29CFR1904.2; 29 510.10 Accident & Injury Reports, Non -Employee until disposition + 7 years RISK MGMT CC:no 29CFR1904.2; 29 OM61 220-0029; 510.11 O.S.H.A. while current + 5 years RISK MGMT CC:no 29CFR1904.4; GC34090 Certificates of Insurance required by the City from Parties to I follow retention of file to which 510.12 requiring dept CC:no GC34090 CCP 337 Contracts Permits, Events, etc 1111 rt relates t 510. 13 t . Insurance Policies-Earthquakel. PERMANENT RISK MGMT',. RM:no CCP 337.2, 343 510.14 Insurance Policies. -(Their PERMANENT RISk MGMT 1 RM.,no 510,15 Insurance Policies- Equipment Breakdown .. PERMANENT RISK MGMT. RNlmp 510. 16 ' Insurance Policies -:VolunteersPERMANENT RISK MGMT AM. -no 510,11 Insurance Policies -Pollution PERMANENT RISK MGMT I: RMino 510, 18 Underwriters' Report per insurance law ✓PIA 'No JPIA Page 17 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility_Image 600 CONTRACTS, SUPPLIES & EQUIPMENT fDPENI : , jOr. t i[[151 p,..tS rr[rw,--T� 1C h RAFT ° R M 7 & AG EE S ah t - s : m i� 1�`-�„ : s 4t v� r e re I• �Fvc'i r L L 1: r Jwi mmmn, u�°3 �rz..�....,^,3S.b.,..0 ,PENT 1.+ ..w .....b•. i .vtw...Fi[»...,..: aL53�',l F� ia.e.!-u 1 k7 �i..i._ 602.01a ...L4...�4 -_.v..uv�:.' Contracts and Agreements: AaS...«.,,.dU(u�e�h:.Cvu.i{I.w. Ce.I_dv��ui..i:.['�"�' Lvuwv �.{d9i:-vnh w1.�...: GC37 090a, 4004; Capital Improvements, Real Property, Settlements PERMANENT CLERK CC: CC:yes H&S19850; 2.08.110 602.01 b Contracts and Agreements: PERMANENT (State Dept request - research Services, Equipment, Maintenance, License Agr, etc. requires exp+5 yrs) CLERK CC:yes value 602.02 (OPEN) GC34090a; 602.03 Promissory Notes (loans) & Grants to Residents 24CFR570.502(b)(3); Code Compliance Assistance PERMANENT CLERK CC:yes CC: 24CFR8.42; OMB Circ.SA- 110 602.04 Lease Agreements g PERMANENT (State CLERK CC:yes Dept request - research _ requires exp+5 yrs) value 602.05 Franchise Agreements PERMANENT (State CLERK CC:yes Dept request - research requires exp+5 yrs) value 602.06 Subdivision Improve Agr (incl. related bonds) PERMANENT CLERK CC:yes same as 602.01 a CS $r E� 603 INVEj170RY $��QpLIES & MAINTEC PlANCE nnc... .. . ,.a.. .�.s.0 ...Aa.. au'�vsc.. �,.�.. ,i •u..v. nc •.w� .a �2 cv. ,..-+Tool... J.u. .i:k v_ v .,_k.__�..nF v..-........_ _.'gyp 603.01 Office Equipment Inventory &TManuals destroy at will using dept CC:no non -record 603.02 Office Supply Inventory & Information destroy at will using dept CC:no non -record 603.03 _ Vehicle Titles & Registrations _ until disposed + 2 years _ CLERK CC:no GC34090 603.04 Vehicle Maintenance Records until disposed + 2 years BLDG & SAFETY 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 BLDG & 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 non -record, compilation 700 LEGAL & LEGISLATIVE 6-hi P{Iw EFI LAT_.w 4;.._ _.,..: .�,.�..,..,. L ..+u�a.a 701.01 Minutes: CC RDA HA SA PERMANENT C CLERK CC:yes 1GC34090d,3x 6814 40801 iFA '_ ,• a :HA Paper CY+244 „ i State requires 2 701 02 Agendas and Staff fieporisl CC RDA FA SA �.. " CLERK CC yas -PERM Staff request_; .. eiecfromc PERMANENT ,�4t .� .. _.... ,::.. ••;.?_ ....... ..:. .. .. _..._' research value 701.03 (Resolutions & Index: CC, RDA, FA, HA, SA, OB PERMANENT CLERK CC yes GC34090d 40801 701.04 Ordinances & Index PERMANENT CLERK CC:yes GC34090d, 40801 Page 18 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility image 701.05 (OPEN) I _.-.... .. .............. .._._l_._.... __....�__._.. _. ..:..., .«.:..,., State requires 2 yrs 70Y.08 Agenda Packets: Boards, Commissions, Committees paper — GY+2 yrs T supporting dept CC,�yes PERM Staff request - electronic PERMAN€Ni =: research -va/ue .... .-_... 701.07 Minutes: Boards, Commissions, Committees, OB I PERMANENT supporting dept CC:yes GC34090d, 36814, 40801 701.08 Resolutions & Index: Planning Commission, Oversignt Board 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 Aoo.: 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 non -record 701.12 Federal Legislative Info (i.e. FLSA) until superseded CITY MANAGER CC:no non -record 701.13 lEthics Certificates - all elected/appointed until expiration + 5 years CLERK CC:no GC34090 40801 701.14 La Quinta Muni Code, Supplements & Charter PERMANENT CLERK CC:no GC34090 '. 701,15 _.. __,m ... City Council Appts to Outside Agencies +FPPC Form 806 .:. ,. _�_ �. until expiration + 5 years _ CLERK „ CC no ` GC34080 -40801 701.16 I I0 PENI 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 / Boards / Commissions Rules of Procedure until superseded + 2 years CLERK CC:yes GC34090 LEALtLES3 7ki2 KIfCIN FILES :,- .' ;; ? .._ 'v k:vuilu�v,.u..vu.ay.� .. c"' uvu:,i':•`•• Mrm a :; •••wv'«uw.vaiuw4A".i.»'fuvLuxv«,.:wwvivmii 702.01 Election Reference (calendar, precinct maps/lists, proof of election date + 2 years CLERK CC:no GC34090 pub/postings, cert. of offices) 702.02 Voter Registration, Roster of Voters current year + 5 years CLERK CC:no EC17000, EC1730O Election Record (notifications/publication of elec, data used to EC17130; GC22932; 702.03 complile results, statistics, canvass, sample ballots, PERMANENT CLERK CC:no EC2653; GC34458-60; certifications, history, Measures, Charter Amendments, results) GC34090 702.04 (OPEN) was election statistics 702.05a Election Ballots (all except 702.05b) election date+'%year CLERK CC:no EC17302 California Constitution 702.05b Election Ballots re: Assessments, Property -related Fees PERMANENT CLERK CC:no Article XIII 702.06 Oaths of Office - Elected & Appointed non -employees until expiration + 6 years CLERK CC:no GC34090; 29USC1113 Nomination Filings, Committee, Candidate & Campaign EC17100; GC81009(b); 702.07a Statements - UNELECTED Candidates election date+ 5 years I CLERK CC:no I FPPC Opinions Page 19 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 702.07b Nomination Filings, Committee, Candidate & Campaign GC81O09(b); FPPC Advice _ Statements - ELECTED Candidates PERMANENT CLERK CC:no Letter A-06-151 702.08 Election Historical Files PERMANENT _ CLERK CC:no historic value 702.09 Handbook: City Council until superseded + 2 years CLERK CC: no GC3409O 702.10 Major Donor & Indep. Exp. Cmte Stmts PERMANENT CLERK CC:no GC81OO9(b)(9) 702.11 Candidate Election Manuals until superseded + 2 years CLERK CC:no GC3409O 702.12 Petitions: Recalls 8 mos after election results are CLERK CC:no Election Code 17400(a) certified 702.13 Petitions: Initiatives, Referendums, Charter Amend. 8 mos after election results are CLERK CC:no Election Code 17200(a) certified �w- 4 �r LEGAULE�+_ AL INVESTIGATI N & LITIOATIONa usw vi+e R+, dv lei + v' F�:r4 ee t.. wii'•n }"i �. u.G:..tev..ca,l �'`,ie .__.._ s .. u.nr.,.€, 703.01 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, C/aims filed by.`City agamsf oFhers ':- i :; until settled + 2 years + CLERK =_ CC,yeaE GC&254 703.05 (Protests /Petitions, submitted to Council current year + 1 year CLERK CC:no GC50115 & 6253 Bankruptcy & Foreclosure Notices (non -City properties - City has 703 06 same as related file CLERK CC:no NA Ian interest eg. lender, contractor, etc) 703.07 I Legal Investigations, Civil until closed + 2 years CLERK CC:no GC3409O 703.08 Subpoenas to Appear / Depositions (City not a Party) current year + 2 years CLERK yes GC3409O 703.09 Subpoenas for Public Records (City not a Party) current year + 2 years CLERK yes GC3409O + AC OPERATIONS 1.' v+ s `tl ;: ` ! ! §�" � li is E`w' yr + I- Ir -cR v.¢ e r*, r*.,a ^.TM.,.YEWQ ... _.1.a�. a.r�WEic'i?i"'i':k.G .bCsis .;r...�......-,a+..�...... 704.01 Legal Operations, General Reference while current + 2 years related dept CC:no GC3409O 7O4.02a Notices of Violation / Citations / Incident Reports / Appeals: ISSUED until settled + 2 years issuing dept CC:no GC3409O 704,O21b Notices of Violation: RECEIVED by City until settled + 2 years receiving dept CC:no GC3409O 704.03 Compliance Certification lie Prop. 218 property fees/taxes) PERMANENT PUBLIC WORKS CC:no GC34090 704.04 (OPEN) 704.05 Judgments and Dismissals PERMANENT CLERK CC:no GC34090 704.06 Proof of Publication (legal published notices) PERMANENT publishing dept CC:yes, CCP343,349 et seq; PLyes GC911.2, 34090 704.07 iStatements 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 PERMANENT CLERK CC:yes GC34090 (also see 1307.021 704.10 1 Code Enforce/Animal Control: Administrative Hearings until disposition + 2 years BLDG & SAFETY CC:no ;C34090d 704.11 City Attorney Opinions (confidential) until superseded + 2 years CLERK CC:no I GC34090, 6254 704.12 (City Attorney Correspondence, General current year + 2 years receiving dept I CC:no I GC3409O Page 20 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 704.13 704.73a 71.04.14 704.15 Audio Recordings - Public Meetings Vided.Recordmgs -'Council Meetings FPPC Regulations in filings) Notary Public Certification Council, RDA, FA, HA, SA, OB, Planning Com = PERMANENT All others = 5 years 90.days until superseded l until separated + 5 years recording dept €7 CLERK CLERK CC/PL:FTR no CC. no CC:no GC34090.7, LQ Council Resolution 2011 GC341. 090 GC34090 29CFT1627.3& 29CFR7602.30.32; Lbr Rltns Seel 174; 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 (OPEN) was petitions - duplicate of 703.05 704.20 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 & Local Agency Biennial Notices until superseded + 5 years CLERK CC:no FPPC Opinions 704.26 .�.,, 704 P7 ' LEC9ALlEG�05 Conflict of Interest Cases I Disclosures / Waivers Nonpes Ire fee increases per GC-6607& ESSMEr+rT &,,,APE I D,�$T f`F,� gym. _- . m _®. �.. s _. Assessment Districts, General (Formation, Proposals) until settled + 5 years one'year ' L �';' w _. J__Mm _.L22- wn ___ �Mwhile current + 2 years CLERK CLERK ':. ___ PUBLIC WORKS CC:no CC N drive PW.yes GC34090; GC25105.5 GC&fi076 GC34090 ___..___ ._ 705.01 705.02 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 Assessment District 1992-01 PERMANENT CLERK PW:yes GC34090 705.11 Assessment District 1993-01 PERMANENT CLERK PW:yes GC34090 705.12 Assessment District 1995-01 PERMANENT CLERK PW;yes GC34090 705.13 Assessment District 1997-01 PERMANENT CLERK PW:yes GC34090 705.14 Assessment District 2000-01 PERMANENT CLERK PW:yes GC34090 705.15 Assessment District 2000-02 PERMANENT CLERK PW:yes GC34690 Page 21 of 32 UFFS Description TOTAL Primary Scan / Citation Number I RETENTION Responsibility Image 705.16 Historic Preservation Districts PERMANENT PLANNING PL:no GC34090 705 17 C S A 152 (Cty Service Areas Assess NPDES) PERMANENT PUBLIC WORKS PW:no GC34090 ��705i8 ,t AssessmentOrstirct Re%asegfLrans PERMANENT ,. GLERK :: Na {.iG34090i 705.13 a L &L 7 Engraeer s A»nua!°Levy Report' PERMANENT PlIBLfG WQRKS PWn }q ,, aGG34090�, ^' ,89 L&L-"'89 iF-A»nual AssessmenT Ro/! " = -PUBEICWORK$i ;;PW,rko 705:20 ,4 , ,,.,:, ;.'PERMANENT ;; ..... , . . Page 22 of 32 UFFS Description TOTAL Primary Scan / Citation Number I RETENTION Responsibility Image 800 CONSTRUCTION & ENGINEERING fl/ENGRQI GENERAL ADMINISTRATION :'. I; s:i 1 801.01 Building Permit Statistic Reports until superseded + 2 years BLDG &SAFETY CC:no GC34090d 801.02 Condemnations PERMANENT PUBLIC WORKS CC:no GC34030a CCR14311; 15400.2 Labor 801.03 Contractor Workers' Comp. Certificates PERMANENT FINANCE CC:no Code5405 Title8; (filed with Business Licenses) GC34090 801.04 Utility Clearances PERMANENT PUBLIC WORKS CC:no GC34090a 801.05 Infrastructure Improvement Standards PERMANENT PUBLIC WORKS CC:no GC34090a CNSTRIENGEU2 NGINEERit� P�j3fu11TS & INSPECTIONS : i _ I 11 _ _ W W ,,..=::sue,:a��,'„ ,,,; GC34090a; H&S19850; 802.01 Encroachment Permits PERMANENT PUBLIC WORKS PW:yes 4003,4004 GC34090a; H&S19850; 802.02 Excavation Permits PERMANENT PUBLIC WORKS PW:yes 4003,4004 GC34090a; H&S19850; 802.03 Grading Permits PERMANENT PUBLIC WORKS PW:yes 4003,4004 GC34090a; 50; 802.04 Mobile Home Permits PERMANENT BLDG & SAFETY PL+ PW:yes 4004 4003,4004 802.05 Haul Permits until expiration + 2 Years PUBLIC WORKS PW:yes GC34090d BUILDING & SAFETYand 802.06 Plan Checks current year + 5 Years PUBLIC WORKS PW:yes CC Assoc of CA 802.07 Inspection Logs current year + 5 Years inspecting dept PW:yes CC Assoc of CA CNSTR/ENCS03 IN RI( (ItiAPS PfANS S,y;$,g IECIEC FIGA'♦Z:1ONS .. .; :' .... :;'" �i ..,.., .....R�: us-- .... .,.,........_.........�..�._.......,_. 803.01 Final Tract Maps PERMANENT PUBLIC WORKS and PW:yes GC34090 PLANNING PUBLIC WORKS andPLANNING 803.02 Final Parcel Maps PERMANENT PW:yes GC34090 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 WORKS PW:yes GC34090A 803.10 Standard Drawings, Engineering PERMANENT PUBLIC WORKS PW:yes GC34090A PUBLIC WORKS and 803.11 Landscape Specifications PERMANENT BUILDING & SAFETY PW:yes GC34090A Page 23 of 32 LIFFS Description TOTAL Primary Scan/ Citation Number RETENTION Responsibility image WiWigdk 'h§V'!&' . ...... . -AW"i J '�u 804.01 Building Permits PERMANENT �Ed, flr"TP BLDG & SAFETY NO W:yesj GC34090,; H&S 19850; 4003,4004 804.02 Demolition Permits Isee 805.09 re: demo plans) PERMANENT BLDG & SAFETY PW:yes same as 804.01 804.03 Building InspectionLogs/ Code Enforcement Logs until case completed + 2 years BLDG & SAFETY CC:no GC34090d 804.04 Inspection Requests current year + 2 years BLDG & SAFETY PW:yes GC34090d 804.05 Utility Release Logs current year + 2 years BLDG & SAFETY CC:no GC34090d 804.06 School Fee Receipts for Bldg Permits PERMANENT me as 804.01 804.07 Permits, temporary structures/trailers until expired + 2 years GC34090d 805.01 805.02a 805.02b Building Plans, Guidelines Residential Plans - FINAL - not commoninterestuntil Residential Plans - FINAL - common interest or 3+ stories u C PERMANENT closed + 2 years PERMANENT BLDG & SAFETY BLDG & SAFETY BLDG & SAFETY PW:yes B + S:yes PW:yes K__ GC34090a GC34090a; H&519850 GC34090a, 4003,4004; H&S 19850, 19853 805.03 Multi -Family Residential Plans - FINAL PERMANENT BLDG & SAFETY PW:yes same as 805.02b 805.04 Commercial Plans - FINAL PERMANENT BLDG & SAFETY PW:yes same as 805.02b 805.05 Construction / Building Codes - State of CA, all editions PERMANENT BLDG & SAFETY CC: no GC34090a 805.06 Permit Application Packets w/ Plans (prior to permit) until expired + 2 years BLDG & SAFETY B + S:no GC34090a 805.07 Building Plans (Permit Issued, No Final) until expired + 2 years BLDG & SAFETY B + S:no same as 805.02b 805.08 Address Creation Maps PERMANENT BLDG & SAFETY B+S:no GC34090a 805.09 Demo Plans &, Bldg Plans for demolished bldgs, Res/Com until closed + 2 years BLDG & SAFETY B + S:yes GC34090a; H&519850_ 806.01 806.02 �PITAL PR . ....... .. ------- Five - Year Plan Ten - Year Plan until superseded + 2 years until superseded + 2 years CITY MANAGER CITY MANAGER CC:no CC:no GC34090 GC34090 806.03 lProjects, Reference Only 0 interested CC:no GC34090 806.04 Projects, In Progress PERMANENT PUBLIC WORKS PW:yes CC337.1 5 806.05 Projects, Completed PERMANENT PUBLIC WORKS PW:yes CC337 15 806.06 Building Plans, City Capital Projects PERMANENT PUBLIC WORKS PW:yes CC337.15 0618/11ENG 80701 807.02 IStreet 8 k 6'.T.6 E9TS � BRIDGES Street Improvements, General Planning, General until superseded current year + 2 years PUBLIC WORKS--- PUBLIC WORKS --- PW:yes PW:yes « -- ---- reference e-fe r ence 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) Page 24 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 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 DNSTRIENG808 RNI DRl„�, E''FLOOD CONTROL SANITATION ,W. ,, PERMANENT PUBLIC WORKS ,�,y ii PW:yes �W GC34090 808.01 Storm Drains 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 ONSTR/ENG808 809.01 `rRAF ENGINEERINO� ". �._.n�.,.. ......._.� ..__ ,u. ,---� _._____._.v .,_.,.,,.. .�a Traffic Control, General Info ;: ... ....,...,__.._�,. �w destroy at will rr: N wa., :ni,.ru. ..o-...:m._..,._ PUBLIC WORKS .....i.i.Y,._I��_... CC:no ... :< e.�_ .,v.,._._.v�.,,;.� .., ,,..,. , reference 809.02 (OPEN) 809.03 Traffic Signals Maintenance current year + 2 years PUBLIC WORKS PW:yes GC34090 809.04 I(OPEN) I 809.05 (Traffic Studies & Surveys current year + 2 years PUBLIC WORKS PW:yes GC34090d 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 GNSTR/EN13810 P...,_..,I..:.,. I�� pm 810.01 �IOPENI 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 Page 25 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 1000 PROPERTY PRO,)?ERTY'700'7 1001.01 1001.02 GRT QF WAYS t '. t n rt' Easements,_Granted BY the City .,u. (OPEN) was Irrevocable Offers to Dedicate, combined with 1002 �:' " :" 1 ......,,..s.,_a.._:... PERMANENT 01 ,�'S' b t t CLERK "; tI tte'F CC:yes GC34090a 1001.03 Encroachments _ _ PERMANENT PUBLIC WORKS CC:yes GC34090a 1001 .04 Easements, Granted TO the City �— PERMANENT CLERK CC:yes GC34090a PROPERTY =A 002� 1002.01� RP PROPERTY': le-1x_o-.: ,.: ,........_.T i. a»i. a Wm�''r Property Acquisitions _._,... . tu..'.,....,v_u.tt PERMANENT ,&k L__a.k..1,.F..�,�,..,_:, RDA and CLERK .jl�., .t'iC..a'�ilm. CC:Yes rG. .._....i"r. t :. ifs. GC34090a 1002.02 (OPEN) was Prop Leases - duplicates 602.04 _ 1002.03 Street Vacations (City ownership relinquished) PERMANENT PLANNING and CLERK CC:yes GC34090a 1002.04 (OPEN) was Eminent Domain Acq - incorp in 1002.01 1002.05 Appraisals until disposition + 2 years RDA and CLERK CC:no GC34090, 6254(h) 1002.06 (OPEN) was Quitclaim Deeds - incorp in 1002.01 1002.07 Grant Deeds, Granted BY the City (sold property) PERMANENT CLERK CC:yes GC34090a PROPERTY003 .«. ».n,....,.,. _. .v.._ 1003.01 v"u.'��ifiY FI .. tx R - ,"t i' w. _..,......»:»»»..c_... m.,a... ,L, k....»,,:,. City Boundary Descriptions :,' �r'CF st { n {5 :: xrt^t PERMANENT '•m of taaira C PLANNING and CLERK F.. C'x's x`" i..�s^: CC: Yes a:-"---++�,t re tr_s GC34090a 1003.02 Sphere of Influence Files PERMANENT CLERK CC:yes GC34090a PROPERI'4'-'F004 ... 1004.01 'A_N_Nr7FATI0NSs:.',.at.,,,,,?rrk!_.._._a:.v»tr ET t ...,. . _ .,. t. _,,.�, t s.M« Annexation, General ., N' t tt r ri t .ax »:.._t J.. �_ .». w,....L,»»�::. _ until superseded 3 t E s- r P iFu� ..:2ds ,w�u.+v. .. PLANNING xm v:w' i...: !i PL:no '.3e i '3.1�` non -record, reference _ 1004.02 Annexation, Studies & Reports (Potential) until disposition + 10 Years PLANNING PL:no GC34090a; GC6254 1004.03 Annexations PERMANENT CLERK yes GC34090a 1100 PUBLIC FACi�,j'#ESb7fl�1 W 1101.01 FACILITIES ,SDK1 TRATF_t9G1�IT,;x' m tntena,& gnerabon t + Administrative Facilities, General w s �� I :..i..r..ia,'.a until superseded j ;>.......,.c.. BLDG & SAFETY CC:no non -record, reference 1101.02 City Hall -Civic Center (construct. in project file) current year + 2 years BLDG & SAFETY CC:no GC34090 1101.03 Senior Center current Year + 2 years BLDG & SAFETY CC:no GC34090 1101.04 Libraries current year + 2 years BLDG & SAFETY CC:no GC34090 1101.05 Police Facilities current year + 2 years BLDG & SAFETY CC:no GC34090 1101.06 Fire Stations _ current year + 2 years BLDG & SAFETY CC:no GC34090 1101.07 Museums current year + 2 years BLDG & SAFETY CC:no GC34090 1101.08 Corporate Maintenance Yard current year + 2 years BLDG & SAFETY CCmo GC34090 Page 26 of 32 UFFS Description TOTAL Primary Scan / I Citation Number RETENTION Responsibility Image FACILITIES1102 PARKS .:& OPEN SPACE 1102.01 Park Studies, General & Master Plan PERMANENT COMMUNITY SVC CS:yes GC34090 1102.02 Parks, Specific Master Plans PERMANENT COMMUNITY SVC CS:yes GC34090 _ COMMUNITY SVC 1102.03 Park Naming & Acceptance Dates PERMANENT CC:yes GC34090d and CLERK 1102.04 Park Operations & Maintenance current year + 2 years COMMUNITY SVC CS:no GC34090d 1n1 no o...L e. Capital improvements ocvnnoni r•niT � of In, yr Inrnaec rr.,,,, 2.08.3110; GC34090a; , ..�..,.. ,..,..,,,.,.,....,...,... ....r...��...r�...,,��,.. �,., ........_....... ....._... .......... 4004; H&S19850 1102.06 Recreation Centers, General Info until superseded COMMUNITY SVC CS:no GC34090 1102.07 IDog Parks, General Info until superseded COMMUNITY SVC CS:no GC34090 1102.08 Skate Parks, General Info until superseded COMMUNITY SVC CS:no GC34090 7102.09 Adapt-a>Park Program .: .: :'. eomple7ton + 4 years ! COMMUNITY $VC -CS.'no :, GC34090CCP337 1200 UTILITIES, COMMUNICATIONS & TRANSPORTATION it C & T 720I7 GENERAL UTILITIES , ,,,,, 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 _ . I Pr h2 1202.01 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 tJ C & T1203 WATEi1 �F �CC:no - � _ 1203.01� Coachella Valley Water District until superseded interested dept GC34090 1203_02 (Rates, Rules, Regulations & Misc Correspondence until superseded + 2 years interested dept CC no GC34090d 1203.03q Lake Parris Dam current, year + 2 years=. CLERK !Jp GC34090 Ui, C &T 7204 TE6rFIONE ( ': 1204.01 Telephone Services, Public until superseded interested dept CC:no GC34090 1204.02 ITelephone Services, City Facilities until superseded interested dept CC:no GC34090 1204.03 Communication Facilities (inclu. Cell Towers) until superseded + 2 years interested dept I CC:no GC34090d 1204.04 Rates, Rules, Regulations & Misc. Correspondence until superseded + 2 years interested dept CC:no GC34090d Page 27 of 32 UFFS Description TOTAL Primary Scan / Citation Number _ RETENTION Responsibility Image U C& T T.2g5FjBLE .... .�...v .a 1205.01 1205.02 1206.01 ....,...,. u,.. ,.urz...a, L. .. N....,...... .....m....., t . s.,.....:.� Television Cable Services Public Rates Rules Regulations & Misc. Correspondence TRANSpOR`('ATION Regional Transportation, General ,d.L ..1 .,`.. ........ A-. ...Lu,.11 until superseded until superseded + 2 years until superseded ap , L..,',. i .. :.,� e.: ve e CITY MANAGER CITY MANAGER interested dept ,... , CC:no CC:no CC:no v ,... .:.i. i....l«....,sae. GC34090 GC34090d non -record, reference 1206.02 1206.03 Transportation Uniform Mitigation Fee (TUMF) Bus Shelters / SUNLINE until auditied + 7 years until superseded PUBLIC WORKS PUBLIC WORKS CC:no CC:no same as DIF reference _ 1206.04 Taxi Service ! Auto for Hire - Licenses & Permits until termination + 4 years FINANCE CC:no GC34090 1300 SAFETY & ENVIRONMENTAL - L r^ pr� ISAFErEN{/3:3g7 .. d„ FION}n:? 1301.01 Public Safety, General - t :st_,sa,."+ until superseded + 2 years f £kP t BLDG &SAFETY S P 5.% CC: no tfEGEt GC34090 1301.02 Environmental, General until superseded + 2 years BLDG & SAFETY CC:no GC34090 ! ^AFE/ENV9307.G m.., W 1302.01 1 S t o . ^^7'� i�,NLERGENCY SEpVICES d s:°r S s )_. cr o- .....„, „...... .w„.o,u..w ...xlC.. u.. r.. .m. _....r'::v.,nuea�wddtu Emergency Operations Center (EOC) f, r }.I x t w t - Irt ''i7 r.l uJ ,l- amuvunvu,.. PERMANENT F ;_, ! _ �. BLDG & SAFETY _ 1'_- �y CC:no r` P' _:`M GC34090 1302.02 Emergency Operations Plan (Standard OP) until superseded + 2 years BLDG & SAFETY CC:no GC34090 1302.03 Emergency Communications (FCC Radio License) until expiration + 5 years BLDG & SAFETY CC:no CCP337.2 & CCP343; B&P7042.5 1302.04 Emergency / Disaster Reporting until superseded + 2 Years BLDG & SAFETY CC:no GC34090 1302.05 Hazard Materials Contingency Plans until superseded + 2 Years BLDG & SAFETY CC:no GC34090 1302.06 Community Resources until superseded + 2 years BLDG & SAFETY CC:no GC34090 1302.07 Emergency Shelters PERMANENT BLDG & SAFETY CC:no GC34090 1302.08 Mutual Aid until superseded + 2 years BLDG & SAFETY CC:no GC34090 1302.09 Warning System (Code Red) until superseded + 2 years BLDG & SAFETY CC:no GC34090 1302.10 _ FEMA Federal Emergency Management Agency until superseded + 2 years BLDG & SAFETY CC:no GC34090 1302.11 Emergency Training Programs (standards, admin.) until superseded + 2 years BLDG & SAFETY CC:no CalCode 3204d at seq. 1302.12 Disaster Service Works / CERT Train. Materials until superseded + 2 years BLDG & SAFETY CC:no CalCode 3204d et seq. 1302.13 Disaster Volunteers (CERT Applications) until superseded + 2 years BLDG & SAFETY GC34090 1302.14 Disaster Exercises until superseded + 2 years BLDG & SAFETY _CC:no CC:no _ CalCode 3204d et seq. SAEF,RJU1343 �OLIj`E SERVIGE5 r ( ii :r .. ....... ..... ...}L., ,I,..E �_ ...�_.._ ..L r__...v.v t_..m.. ____ Law Enforcement Services, General r:: 4 ..r_.v..,vivL .a._v®._�.:®.. .,._._....:,,... until superseded + 2 years u...»......::.,.. ....... CM: MGMT SVC .....iuwi.,d.. ...i«x'.r: CC:no ..�..»,..... .,,..;w SiuF."AJ..._i_...m GC34090 ......_-.._ m.m._... 1303.01 1303.02 Crime Reports current year + 2 years CM: MGMT SVC CC:no GC34090 1303.03a Accident Reports (no fatalities) _ current year + 2 years CM: MGMT SVC CC:no L GC34090 1303.03b Accident Reports (involving a fatality(s) PERMANENT CM: MGMT SVC CC:no GC34090 1303.04 Alarm Systems current year + 2 Years BLDG & SAFETY CC:no GC34090 1303.05 Vehicle Code Enforcement, copy long to Court) current year + 90 days BLDG & SAFETY CC:no GC34090 Page 28 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 1303.06 lAbandoned Vehicles current year + 2 years BLDG & SAFETY CC:no GC34090 1304.01 Fire Service Gene.ral until superseded + 2 years BLDG & SAFETY CC:no GC34090 SAFE/ENV139 1305.07 A_NIMAI £ONTRQL,' Animal Shelters, General current year + 2 yearsy BLDG & SAFETY I B+S:no GC34090 1305.02 Animal Licensing, General (408.04 for Lic.fees) current year + 2 years BLDG & SAFETY B+S:no GC34090 1305.03 Animal Inoculations, Soav/Neuter Records (with license) until expiration + 2 years FINANCE F:no GC34090 1305.04 Animal Disposal current year + 2 years BLDG &SAFETY B+S:no GC34090 1305.05 Dog Reports: Case files and Logs current year + 2 years BLDG & SAFETY B+S:no GC34090 1305.06 Restraining Orders, Vicious Animals PERMANENT BLDG & SAFETY B+S:no GC34090 1305.07 Animal Complaints, Filed until completed + 2 years BLDG & SAFETY B+S:no GC34090 1305.08 Petitions, Barking Dog current year + 1 year BLDG & SAFETY B+S:no GC50115 & 6253 1305.09 Reports, Animal Bites PERMANENT BLDG & SAFETY B+S:no GC34090 1305.10 Animal Owner Release Forms current year + 2 years BLDG & SAFETY B+S:no GC34090 1305.11 Animal Control Officer Logs: daily, weekly, monthly current year + 2 years BLDG & SAFETY B+S:no GC34090 1305.12 Diseased / Injured Animal Treatment Authorization current year + 2 years BLDG & SAFETY B+S:no GC34090 1305.13 Animal Trap Lending Agreements until expiration + 2 years BLDG & SAFETY B+S:no GC34090 1305.14 Stat Reports: Animal Control destroy at will BLDG & SAFETY S drive non -record, compilations .,.. ..� SAFE ENV1 1306.01 _r ....m FljtaQN/IENTAL'ISSUES & £GiN^gF�RAsION .,..__.._._ ..__...._..":_______:i,.._e...__...I,..,ift�r,".,.,_a..uy,. Environmental - EA files r ..M. PERMANENT . PLANNING .. PL:yes .._ 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 1306.05 Water Quality, Tests/Studies while current + 2 years PLANNING CC:no GC34090d 1306.06 Water Conservation, General Info destroy at will PLANNING andCITY MANAGER CC:no reference 1306.07 IResource Conservation Areas PERMANENT PLANNING CC:no GC34090 1306.08 Hazardous Waste, General Info until superseded PLANNING andCITY MANAGER CC:no GC34090 1306.09 Underground Storage Tanks, locations/issues PERMANENT BLDG & SAFETY B+S:no GC34090 1306.10 Energy Conservation, General Info until superseded PLANNING andCITY 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 non -record, reference 1306.14 Landfills, General Info destroy at will PLANNING CC:no non -record, reference 1306.15 Archaeological Surveys PERMANENT PLANNING PL:no GC34090 Page 29 of 32 UFFS Description TOTAL Primary Scan / Citation Number j RETENTION Responsibility Image 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 SAFE/ENY-p 1 a, 130'7.. Qg P ------------- Weed Abatement, General (also see 704.09) until superseded + 2 years Pq Pr F , n F, P BLDG & SAFETY r7r4 ji, B + S:,o 7, GC34090 1307.02 Weed Abatement Cases false see 704.09 until closed + 2 years BLDG & SAFETY B + S:no GC34090 1307.03 Permits, Home Occupation / Home Business" PERMANENT BLDG & SAFETY B + S:no GC34090 1307.04 Permits, Garage Sale until expiration + 2 years BLDG & SAFETY B + S:no GC34090d 1307.05 Permits, Handbill Distribution until expiration + 2 years BLDG & SAFETY B+S:no GC34090d 1307.06 Permits, Soliciting or Peddling until expiration + 2 years BLDG & SAFETY B+S:no GC34090d 1307.07 Permits, Photography / Film until expiration + 2 years BLDG & SAFETY B+S:no GC34090d 1307.08 Permits, Pool Draining until expiration + 2 years BLDG & SAFETY B+S:no GC34090d 1307.09 1307.10 Permits, Massage Therapist incl Med, Fingerprint. False Alarm Activation Notices until expiration + 2 years current year + 2 years BLDG & SAFETY BLDG & SAFETY B+S:no B +S:no GC34090d GC34090 1307.1' Bids Correspondence until completed + 2 years BLDG & SAFETY B+S:no GC34090 1307.12 _& iVehicle Abatements until settled + 5 years BLDG & SAFETY 6 +S:no G,34090 1307.13 Municipal Code Violations PERMANENT BLDG & SAFETY B + S:no Dept. Request (State requires completed + 2) 1307.14 [Stat Reports. Code Compliance destroy at will BLDG & SAFETY S drive non -record, compilations 1400 ARTS, ART-.04,4 1401.01 RECREATION & EDUCATION T, Ain Public Places Art PERMANENT -] COMMUNITY SVC I L CS:yes n;q Dept request -historic (State requires 2 yrs) 1401.02 Civic Center Art Purchases PERMANENT COMMUNITY SVC CS:yes Dept request -historic (State requires audit+ 7) 1401.03 iCultural Master Plans until superseded + 2 years -1 COMMUNITY SVC CS:yes GC34090 1401.04 1 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: MGMTSVC CS:yes I GC34090 ABI/BErgli �, t!$jQRgATi0N 1402.0 PROGRAMS & APTIVITIIS 1 i rRecreation Programs & Program Evaluations current year + 2 years "A COMMUNITY SVC CS:no GC34090 1402.02 (Golf Courses, Public until completed + 2 years I COMMUNITY SVC CS:no GC34090 1402.03 (Skateboarding until completed + 2 years I COMMUNITY SVC CS:no GC34090 1402.04 ITrails, Hiking, Biking, Equestrian until completed + 2 years I COMMUNITY SVC CS:no GC34090 Page 30 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION Responsibility Image 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 IFacility 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 ART/REC 1403 1403.01 EDUCATION .. Desert Sands Um ied_School District r_ _ ,: current year + 2 years ..:.��.. _yy COMMUNITY SVC ..e �x.. CC.no ate:, 6C34_090 1403.02 ICoachella 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 1500 GOVERNMENT ORGANIZATIONS & C,bVlORG 15U11 ,I,�NI7EU'STA7ES iFED.fiCANIZATI�QP�S&OFFICESL ......, ___.,_..._. ___ ��. ............... . _.____ w,w.�..�....., .m. 1 501 .01 (LIST ALPHABETICALLY) OFFICES t - ,.,,,�vwavJZ>_.._a>�.rv_ current year + 2 years I:' interested deptW "'T °rr�r CC:noh—H iI. tiL�- GC34090 GC34090 G(TV RG 1502 1502.01 ST{37F'OF CALIFORN#A 6RGANIZATFdNS &yOFFICES _._ __y (LIST ALPHABETICALLY) ___: �, r=6� . current year + 2 years ry E, c. .,' _.. interested dept vy CC:no -� �_ GC34090 :C1U70RG Y503. 1503.01 _. .m AL': t_''L.O GANIZA7irgig l OFFI E .,_ _.,_ .. __::: r4+i Local Agency Formation Commission (LAFCO) J I.: r�:�y,�', ,::.:,u ., �a !..��.,:,.,.:;: current year + 2 years I ':;w M'��p+a'd% L--,g CITY MANAGER T ��.� ...� pmp.,-b CC no `°tt r x^'�T"'a tt^c� 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 year, 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 1 503.1 5 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 Page 31 of 32 UFFS Description TOTAL Primary Scan / Citation Number RETENTION _ Responsibility Image 1503.18 (OPEN) was CVWD - duplicates 1203.01 1503.19 Cal PERS current year + 2 years CITY MANAGER CC:no GC34090 1503.20 Coachella Valley Rescue Mission current year + 2 years COMMUNITY SVC CC:no GC34090 1503.21 Marth's Village & Kitchen current year + 2 years COMMUNITY SVC CC:no GC34090 GOUIORG 9504 RIVERSIDE COUN?Y FILES . . _____ __ ........»»...,. 1504.01 Riverside County, General current year + 2 years 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 BLDG & 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 1504.09 Registrar of Voters current year + 2 years CLERK CC:no GC34090 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 ITreasurer / 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 Cry Transportation Commission (RCTC) current year + 2 years CITY MANAGER CC:no GC34090 1504.15 Department of Animal Control current year + 2 years BLDG &SAFETY CC:no GC34090 1504.16 Economic Development Program while current + 2 years MANAGER CC:no GC34090 1504.17 Department of Planning & Land Use current year + 2 years _CITY 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 f 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 1504.25 Riverside Cty Airport Land Use Commission / COCHRAN Regional airport current year + 2 years CITY MANAGER CC:no GC34090 --GOVIORG 7505 INTER ! 1NTRA CITY FILES='' � �` H .: '•�, c r ... ;, 7 ai. r t` Kai n I ,�,Lt�I -ir I " li, � a u. iF.,"� ALPHABETICALLY) current year + 2 years interested dept CC no r rr' couroRciSoa d r r ».i,. ..» ... _____:._ �1LISTALPHABETICALLY) current year + 2 years interested dept CC:no I r-- mv- y Z.(LIST LE,,�,E Page 32 of 32