HomeMy WebLinkAbout6576_CCv0001.pdf RESOLUTION NO. 6576
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
ADOPTING REGULATIONS GOVERNING THE RETENTION AND
DISPOSITION OF RECORDS
WHEREAS,the City of Redlands(the"City")is required by law to maintain public records,
as defined by law, for certain periods of time; and
WHEREAS, the City may dispose of certain public records after the records have been
maintained for the required period of time; and
WHEREAS, the City desires to update its records retention policy to ensure that the City
satisfies its requirements under law and provides staff with a thorough and useful tool to manage,
retain and dispose of public records;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
REDLANDS AS FOLLOWS:
SECTION 1. That the Regulations Governing the Retention and Disposition of Records,
and the associated Retention Schedule, as attached in Exhibit "A,"are hereby adopted.
ADOPTED, SIGNED AND APPROVED this 20' day of February, 2007.
/Mayor of theT]ty of Redlands
ATTEST:
Cit Jerk, City 16Y60 lands
1,Lorrie Poyzer,City Clerk of the City of Redlands,hereby certify that the foregoing Resolution was
duly adopted by the City Council at a regular meeting thereof,held on the 20"day of February 2007,
by the following vote:
AYES: Counci Im embers Gilbreath, Gil, Gallagher, Aguilar; Mayor Harrison
NOES: None
ABSTAIN: None
ABSENT: None
Ci Clerk
1:',cc1erk',1Reso I utions',65 6.vvpd
EXHIBIT A
REGULATIONS GOVERNING THE RETENTION AND DISPOSITION OF
RECORDS FOR THE CITY OF REDLANDS
The following shall constitute the Regulations Governing the retention and disposition of
records for City of Redlands (the"City").
Section 1. Purpose of Rules and Regulations.
1.01. Guidelines. Public records,and other records governed by these regulations,shall
be retained for a specified period of time as required by law. These regulations set forth the period
of time during which a public record shall be retained by the City. The City may retain such records
indefinitely or the City may, after the expiration of such mandatory retention periods, destroy or
otherwise dispose of the records in accordance with these regulations and applicable law. These
regulations provide guidelines that should be followed if the City elects to destroy a public record
after the record has been retained for the period of time mandated by law. Questions regarding the
application of these regulations should be directed to the City Attorney.
1.02 Retention of Documents for Longer Periods of Time. A City department head may
elect to maintain certain records for a period of time that is longer than that called for in the
Retention Schedule (attached hereto) if the record is of value for historical, reference, legal, or
administrative reasons.
Section 2. Governing Law.
2.01 Rules. The retention and disposition of public records of the City shall be made
pursuant to these regulations ("Regulations") and applicable law.
Section 3. Definitions.
3.01 Department. A department of the City of Redlands.
3.02 Duplicate Record. The original record, paper, or document as photographed,
micro-photographed,reproduced by electronically recorded video images recorded in an electronic
data-processing system,recorded on optical disk,reproduced on film or any other medium that does
not permit additions,deletions or changes to the original document,or reproduced on film or optical
disk.
3.03 Public Records. Any writing containing information relating to the conduct of the
public's business prepared, owned, used, or retained by any Department of the City regardless of
physical form or characteristics, as defined by the Public Records Act, and any amendments to that
Act. A writing means any handwriting, typewriting, printing, photostating, photographing,
l:\cclerk\Resolutions\6576.wpd 2
photocopying,transmitting by electronic mail or facsimile,and every other means of recording upon
any tangible thing,any form of communication or representation,including letters,words,pictures,
sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the
manner in which the record has been stored. Computer software developed by the City is not itself
a public record. Computer software includes computer mapping systems, computer programs, and
computer graphics systems. "Public records"do not include materials not kept in the ordinary course
of business, such as transitory documents, voicemail, e-mail, unofficial copies of documents kept
only for convenience or reference, working papers, stocks of publications and blank forms, and
library or museum material intended solely for reference or exhibition. Also, documents such as
rough notes, calculations or drafts assembled or created and used in the preparation or analysis of
other documents. NOTE: A draft that contains substantive comments from a project applicant, an
applicant's attorney, consultant or agent, should be treated as a record of comments received from
that source,and the draft or portions showing the substantive comments should ordinarily be retained
accordingly.
3.04 Record Appraisal. The act of determining the relative activity in the use of records,
value of records with regard to administrative, legal, fiscal, or historical interest, adequate, and
essential periods of retention, and whether'destruction of the record is appropriate.
3.05 Record Retention Schedule. A timetable or roster of records by classification
category that lists the minimum periods of time that must elapse, as required by these Regulations
and state law,before records maybe destroyed. The Records Retention Schedule shall be considered
a part of these Regulations and is incorporated herein.
Section 4. Responsibility for Retention and Disposition.
4.01 Heads of City Departments. The head of each City Department shall be responsible
for the identification, classification, record appraisal, maintenance, protection, preservation,
retention,and disposition of public records and other records in accordance with these Regulations
and applicable law. The head of each City Department shall:
A. Categorize the Department's records using the attached Records Retention Schedule.
B. Maintain the Department's records in accordance with the Records Retention
Schedule, these Regulations, and applicable law.
C. Preserve and protect records and information collected and retained in the regular
course of the City's business.
D. Prepare and submit the appropriate forms for the destruction of records to the City
Council and City Attorney, as required by these Regulations prior to the destruction
of the record.
E. Conform to and implement the duplicate record requirements,standards,procedures,
and limitations as set forth in these Regulations.
I:Acclerk'\Resolutionsl6576.wpd 3
Section 5. Classification of Records.
5.01 Categorization of Records. The head of each Department,or an authorized designee,
shall identify and designate records maintained by his or her department according to one or more
of the classifications identified in the Records Retention Schedule. Once so classified, each record
shall be retained for the retention time period specified in the Records Retention Schedule. If a
record does not fit clearly into a specific category, the head of the Department shall request the
advice of the City Attorney.
Section 6. General Approval Procedure for the Destruction of Public Records and Other
Records Governed by These Regulations.
6.01 General Rule Prohibiting Destruction of Records. Except as otherwise provided in
these Rules or state law, no officer or employee of the City shall destroy, cause to be destroyed, or
permit to be destroyed, any public record as that term is defined in these Rules and the California
Public Records Act,except in accordance with these Regulations,the Records Retention Schedule,
and state law.
6.02 Approval by City Council and City Attorney is Required When Public Records Are
Destroyed Without Making a Duplicate Record.
A. Standard. In accordance with Government Code section 34090, unless otherwise
provided by law,with the approval of the City Council by resolution and the written consent of the
City Attorney, the head of a City Department may destroy any City record, document, instrument,
book,or paper without making a copy thereof,after the same is no longer required.This section does
not authorize the destruction of:
(1) Records affecting the title to real property or liens thereon;
(2) Court records;
(3) Records required to be kept by statute;
(4) Records less than two (2) years old; or
(5) The minutes,ordinances,or resolutions of the City Council or of a City board
or commission.
B. Procedure.
(1) Request for Document Destruction. In the event a City Department head,or
an authorized designee,determines a public record has been retained for the
requisite time period pursuant to the Records Retention Schedule and is no
longer required, the head of the City Department, or authorized designee,
shall prepare a request form as provided in subsection "C"below, to obtain
approval for destruction.
(2) Submission to City Attorney. The request form and certification constitute
the application for destruction of public records and shall be submitted to the
1:Acc1erVReso1utions\6576.wpd 4
City Attorney for approval,conditional approval,or denial. Written approval
of the City Attorney is a mandatory condition precedent to the destruction of
public records.
(3) Submission to City Council. The City Attorney shall forward his or her
decision to the head of the Department that submitted the application. If the
City Attorney approves or conditionally approves destruction,the head of the
City Department shall submit the application to the City Council. The City
Council may approve, conditionally approve, or disapprove, either in whole
or in part, the destruction of those records for which the City Attorney has
provided his or her written consent. The City Council shall approve or
conditionally approve the destruction of public records by adopting a
resolution that so states. The resolution of the City Council is a mandatory
condition precedent to the destruction of public records.
(4) Destruction of Documents. Upon receipt of the written approval of the City
Attorney and resolution of the City Council approving or conditionally
approving the destruction of public records,the head of the Department may
arrange for such destruction in accordance with the standards set forth in
these Regulations. If any conditions are attached to the approval by the City
Attorney or the resolution of the City Council,those conditions must be fully
satisfied prior to the destruction of any public record.
C. Request Forms. Requests for the authority to destroy public records shall be
submitted on forms supplied by the City Clerk, which shall require the following information:
(1) The title or description of the Department requesting record destruction.
(2) The title or subject matter description of the records.
(3) The location of such records.
(4) The number or quantity of such records.
(5) Whether the records are originals or duplicates.
(6) Dates of each record or inclusive dates of each record series listed for
destruction.
(7) Date,job title,and signature of the Department head,or authorized designee,
requesting the destruction of records.
D. _Certification. The head of the City Department,or authorized designee,shall make
the following certifications and attach the certification to the request form for the destruction of the
records:
(1) The record is under the management or control of the Department head;
(2) To the best of his or her knowledge, the descriptive titles, information, and
classifications contained in the request form are true and accurate;
(3) The minimum retention time periods required by these Regulations have been
satisfied for all records included in the request form;
(4) Retention of the record is no longer required for operation of the Department,
I:Iccierk, Resolutionsi6576.wpd 5
or to satisfy a City Council policy adopted by resolution, or a City Council
request,or by the City for administrative,historical,research,fiscal,legal,or
cultural purposes;
(5) The destruction or other disposition of the record will not violate state law,
these Regulations, or other applicable law; and
(6) A recommendation by the head of the applicable City Department that the
record(s)be destroyed.
E. Destruction of Records After Reproduction. In accordance with Government Code
section 34090.5, the City Department head having custody of any public records may, without the
approval of the City Council or the approval of the City Attorney, cause the public record to be
destroyed, if all of the following conditions are met:
(1) The public record is photographed, micro-photographed, reproduced by
electronically-recorded video images, recorded in the electronic data
processing system,recorded on optical disk,reproduced on film or any other
medium that is a trusted system and that does not permit additions,deletions,
or changes to the original document, or reproduced on film, optical disk, or
any other medium in compliance with Government Code section 12168.7 for
recording of permanent or nonpermanent records;
(2) The device used to reproduce the public record is one that accurately and
legibly reproduces the original in all details and does not permit additions,
deletions, or changes to the original document image;
(3) The reproductions are made as accessible to the public as were the original
records; and
(4) A true copy of archival quality of the reproduction shall be kept in the same
manner as the original public record.
No page of a public record, or any part thereof, shall be destroyed under this section if any page
cannot be reproduced with full legibility. Every page that cannot be satisfactorily reproduced shall
be permanently preserved in the same manner as a similar public record.
7.03 Declaration of Duplication.
A. The head of each Department shall cause a declaration to be prepared for the
duplication of an original public record contemplated to be destroyed that states with respect to the
duplicated record that:
(1) The original public record has been duplicated prior to destruction;
(2) The reproduction is a true and correct copy of the original document; and
(3) The reproduction was made under the direction or control of a City employee.
Lycc1erk\Reso1utions\6576.wpd 6
B. The declaration shall be contained within the image or array of images of the
reproduction and shall be signed by the City employee responsible for supervision of the duplication
or by the corporate officer or manager of an entity perfonning the reproduction service.
7.04 Tenn of Maintenance of Ori manal Records. If a reproduction of the original public
record is made and preserved, and if the necessary declaration is completed as set forth above, the
original public record may be destroyed without reference to the retention periods set forth in these
Regulations and the Records Retention Schedule.
7.05 Duplicate Record Deemed an Original. Compliance with these duplication
procedures ensures that every reproduction is deemed an original record and a transcript,
exemplification, or certified copy of any reproduction shall be deemed to be a transcript,
exemplification, or certified copy, as the case may be, of the original.
Section 8. Retention of Email.
8.01 Generally. Email is temporary in nature and is not a permanent repository for City
docurnents. The City's limited computer storage capacity prohibits the extended storage of email.
All emails that need to be preserved shall be done so pursuant to the City's Policy for Use of
Electronic Communications. To preserve documents for pending litigation,the City Attorney may
order that email or other electronic records be retained for a longer period then provided by this
section or the City's Policy for Use of Electronic Communications.
8.02 Deletion of Email. Except as stated in section 8.02,email shall be deleted pursuant
to the City's Policy for Use of Electronic Communications.
8.03 Email Messages to be Retained. Email messages shall be retained pursuant to the
City's Policy for Use of Electronic Communications.
Section 9- Force and Effect.
9.01 If any provision of these Regulations is held to be invalid by a court of competent
jurisdiction,that provision shall be deemed stricken from these regulations and all other provisions
shall remain in full force and effect.
1:',,cclu--rk\Resolution-,\6570.wpd 7
City of Redlands' Records Retention Schedule
The Records Retention Schedule specifies the retention period for City of Redlands records
to ensure that legal, regulatory, fiscal, historical, and administrative record retention requirements
are met, that records that are essential to the City are protected, and that proper procedures are
followed in the retention and/or destruction of City records.
The attached schedule lists the type of record and includes the legally required retention
period, a staff recommended retention period, and the appropriate legal citation, if applicable. The
records listed in this Schedule have a legal, fiscal, administrative or historical value to the City. In
most cases, public records not addressed in the attached schedule should be considered routine in
nature and retained for two(2)years unless specific laws,decisions,or opinions would apply to the
record. If a particular record is not addressed in the attached schedule and the department believes
other legal requirements apply or it is an essential record for legal,historical,fiscal or administrative
value, then that record can be added to the retention schedule with the assistance of the City
Attorney's Office.
1.Acclerk?Resolutions"6576.wpd 8
LEGEND
Records Retention:
A=Active
Ad=Adoption
AU=Audit
C= Current
CL=Closed
Co=Completion
E=Election
L=Life(of the equipment, structure, or item)
0= Obsolete
P =Permanent
S = Supersede
T=Termination
CITATIONS
B&P = California Business & Professions Code
CCP = Code of Civil Procedure
CCR= California Code of Regulations
CEQA= California Environmental Quality Act
CFR= Code of Federal Regulations
EC = Elections Code
EV= Evidence Code
GC = Government Code
H&S = Health & Safety Code
HUD = Housing&Urban Development
Local Government Guidelines = California Secretary of State's February 2006 Local
Government Records Management Guidelines
LC =Labor Code
OMB= Federal Office of Management and Budget
OSHA=Occupational Safety&Health Agency
PC=Penal Code
POST=Police Officers Standards Training
UFC = Uniform Fire Code
USC= United States Code
WIC=Welfare& Institutions Code
1:\cclerk,\Resolutions',0576,xvpd 9
RECORDS RETENTION SCHEDULE
CITY OF REDLANDS
City Department/ Legal Staff Authority Description
Record Series Title Retention Recommended
In Years Retention In
Years
ADMINISTRATIVE SERVICES DEPARTMENT
Building Maintenance
Bids: Are public records under GC§4004.
Successful: 2 2 GC § 34090 Includes repairs and maintenance of
Unsuccessful: 2 2 GC§ 34090 City facilities
Capital improvements, L P GC § 34090, Contains records re:planning,
construction H&S § 19850 design,construction,conversion or
modification of local government-
owned
overnmentowned facilities,structures and
systems. These are public records
under GC§4004,4005.
Facility rentals/use 2 5 GC§ 34090 Permits,contracts,diagrams,
insurance binders
Maintenance& 2 3 GC§ 34090, Service requests,invoices,
Operations CCP§ 338 supporting documentation;buildings,
equipment,field engineering,public
facilities work orders
Schedules,class and 2 C+5 GC§ 34090 Enrollment,liability releases,
event evaluations,attendance,fliers in
personnel files
Equipment
Maintenance
Accident reports 2 3 GC § 34090; Memos and working documents.
CCP§ 338
Fueling 4 4 GC§ 34090, Fuel consumption reports,invoices,
CCP § 337 receipts and records pertaining to
refueling operations.
Hazardous waste C+10 C+10 Local Government Documentation re the handling and
disposal Guidelines;40 CFR disposal of hazardous waste.
§ 122.21
Inventory,equipment, 2 L+2 GC§ 34090 Includes vehicles and related
parts and supplies documents re repairs.
Inventory,vehicle L L+2 GC § 34090, Owner's manual,warranty
ownership and title VC§ 9900 et seq. documents,DMV title and
registration and related documents.
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Licenses,permits 2 2 GC § 34090 Forms,related documentation re
licenses and permits required by
federal and state agencies.
Maintenance/ 2 L+2 GC § 34090 Related to requests for service and
operations work orders for fuel,vehicle and
equipment maintenance and repairs.
Vehicle assignment 2 2 GC § 34090 Log books,request forms,lists.
Personnel
Action Line Reports Later of 2 7 years after GC § 12946;29 May include complaints,grievances,
years or 2 personnel CFR§ 1602.14;29 sexual harassment and civil rights
years after action CFR§ 1627.3(b)(3) violations. *Final disposition is date
personnel of expiration of statutory period
action within which action may be brought
or the date on which litigation is
terminated
Action Line Reports Later of 2 10 years after GC § 34090
log years or 2 personnel
years after action
personnel
action
Administrative Later of 2 After greater of GC§ 12956;29 Miscellaneous misconduct;often line
investigation record-, years or 2 7 years after CFR§ 1602.14;29 department or City Manager will
years after case closure or CFR§ 1627.3(b)(3) forward these records to HR for
personnel 3 years after storage
action subject
separates from
City
employment
Discrimination/ Later of 2 After greater of 29 CFR§ 1602.14;
Harassment years,or 2 7 years after 29 CFR§ 1602.31;
complaints and years after case closure or 29 CFR§1627.3
investigative reports personnel 3 years after (b)(3);GC § 12946
action subject
separates from
City
employment
Discrimination/ Later of 2 10 years after GC §§ 34090,
Harassment years or 2 complaint date 12946
complaints log years after
personnel
action
[:`cc it-rk\Resolution,-1,6576,wpd
EEOC/DFEH 3 After greater of 29 CFR§ 1602.14;
complaints and City 7 years after 29 CFR§ 1602.32
responses case closure or
3 years after
subj ect
separates from
City
employment
EEOC/DFEH 3 10 years after 29 CFR§ 1602.14;
complaint log complaint date 29 CFR§ 1602.32
Eligibility lists Later of 2 7 years from GC § 34090
years or 2 certification
years after date
personnel
action
Employee benefits I year after T+5 29 CFR Destroy 5 years after expiration of
contracts for services termination §1627.3(b)(2) contract.
for current and former of plan
vendors(medical
plans,etc.)
Hearing transcripts 2 years or 5 years after 29 CFR§ 1602.14;
and related records re until final final disposition 29 CFR§ 1627.3
PERS appeal disposition (b)(2)
Informal complaints Later of 2 7 years after GC § 12946
(per Personnel Rules) years or 2 date of
years after complaint
personnel
action
Informal complaint Later of 2 10 GC § 12946;29 "Grievance log"
log years or 2 CFR§ 1602.14;29
years after CFR§ 1627.3(b)(3)
personnel
action
Meet and confer 3 20 29 USC §§211(c), Notes,correspondence,contracts,
agreements,notes and 203(m),2009(g) MOAs.
minutes
Personnel files for 2 years 10 years after 29 CFR§ 1627
separated regular full after date date of 3(a);GC § 12946;
time and part time of separation 29 CFR§ 1602.31
employees separation
Personnel files for 2 years 2 years after
separated temporary after date date of
employees of separation
I separation
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Recruitment records Later of 2 5 years after GC § 12946;29 Employment applications,resumes,
years or 2 exam final CFR§ 1602 et seq.; examination materials and test
year-,after filing date 29 CFR§ 1607; 29 answer sheets,correspondence,
personnel CFR§ 16273;40 eligibility lists,ethnicity disclosures,
action job bulletins,electronic database
CITY ATTORNEY
Chronological files 2 2 GC § 34090
Claims 2 CL+2 GC § 34090
Contract 4 4 GC § 34090
Damage reports 2 CL+2 GC § 34090
Department budget 2 2 GC § 34090
Department personnel 2 4 GC § 34090,
record-, CCP§ 337, § 338
Insurance documents 2 4 GC § 34090,
CCP § 337
Litigation files 2 CT GC§34090
Real property 2 2 GC§ 34090 Unless affecting title,then P.
documents
CITY CLERK
Elections
Affidavit,originals C+5 C+5 EC § 17000(a)
Affidavit index C+5 C+5 EC § 17001
(County Elections
Dept.maintains)
Applications,absentee E+22 if E+22 EC §§ 17505; From date of election. Includes those
ballots and envelopes federal 17302 spoiled,canceled and surrendered.
(ROV maintains) election on
ballot,else
E+6
months
Assisted challenged E+22 if E+22 months EC §§ 17303(b), From date of election.
voters list(ROV. federal 17304
maintains) election on
ballot,else
E+6
months
Ballots(ROV. E+22 if E+22 months EC§§ 17302, From date of election.
maintains) federal 17303(b), 17304
election on
ballot,else
E+6
months
1--\,ccierk`.Resolution,s',,6576.wpd 13
Ballots-Prop 218 2 P GC§ 34090; Property related fees(assessment
(Assessment Districts) California ballot proceedings)
Constitution,Art.
xill
Calendar,Election 2 2 GC § 34090
Campaign statements P P GC § 81009(b)(g) FPPC filings
Elected
Campaign statements: E+5 E+5 GC § 81009(b)(g) FPPC filings. If for state office,
Not elected,local indefinitely
office
Campaign statements: E+7 E+7 GC § 81009(c)(g) FPPC filings
PACs
Candidate statements E+4 E+4 EC§ 17100 Sample ballot retained permanently.
Canvass P P EC§ 15300 Records used to compile final
(ROV maintains) election results,including tally
sheets,voting machine tabulation,
detailed breakdown of results;
special election results.
History 2 P GC§ 34090 History of elections,sample ballots,
certificates of destruction,other
resolutions re elections.
Maps,precincts/voter E+6 E+6 GC§ 34090;
information(ROV. EC§ 17503
maintains)
New Resident Voters E+22 E+22 months EC§ 17506
List months
Nomination papers: EC § 17100
Successful: T+4 T+4 EC§ 17100
Unsuccessful: T+4 T+4
Oaths of office 2 T+6 GC § 34090,29 Elected officials
USC § 1113
Petitions E+8 E+8 months EC§§ 17200, From date of certification of results
months 17400 of election,initiative,referendum,
recall.
Precinct records E+6 E+6 months EC § 17503(b) From date of election: Precinct
(ROV maintains) months official material;declaration of
intention,precinct board member
applications,orders appointing
members of precinct boards and
designating polling places. Includes
notice of appointment of office and
record of service.
1:Acc1erk\Rcso1utionsy6576.wpd 14
Roster(of voters) E+5 E+5 EC§ 17300 From date of election,initiative,
(ROV maintains) referendum,recall,general municipal
election.
Statement of E+4 E+4 GC § 81009 (d)(f) FPPC filings. For state office,
economic interest, indefinite. (copies,originals filled
copies,elected,local. with FPPC).
Statement of 7 7 GC § 81009 (e) FPPC filings(originals).
economic interest,
originals,not elected;
and City employees
General Subject
Annexation files 2 P GC § 34090(a) Reports,agreements,public notices.
Bids,RFPs,RFQs, 2 3 GC§ 34090(d), Successful bids are filed in contract
unsuccessful/rejected CCP § 338 or public file.
Budget,official 2 P GC§ 34090 City annual operating budget.
Budget information 2 2 GC§ 34090(d) Documents used to prepare
department department budget.
Claims log 2 4 GC§ 34090(d), Log of claims against City,claims
CCP § 337 forwarded to City Attorney.
Correspondence 2 2 GC§ 34090(d) If not attached to agreement or
project file.
Deeds,easements P P GC§34090(a)
Goals/Objectives 2 2 GC§ 34090 Departmental goals and objectives.
Oaths of office 2 T+6 GC§ 34090
employee
Policies and C+2 S+5 GC§ 34090(d) Retain while current.
procedures
Proclamations 2 2 GC § 34090
Reports: Special/final summary;review or
Departmental: 2 2 GC § 34090 evaluation. Non agenda related,
Staff: 2 2 GC § 34090 includes supporting documentation.
Speaker slips 2 2 GC § 34090
Special projects 2 2 GC § 34090
Travel records 2 2 GC§ 34090
Legal
Affidavit of 2 2 GC § 34090
publication,public
hearing notices
I:lcclerk`,Resolutions"6576.wpd 15
Affidavit of 2 2 GC § 34090
publication,
ordinances
Agenda 2 2 GC § 34090(d) City Council agenda
Agenda reports 2 2 GC§ 34090(d) Documentation received,created
(master,subject files) and/or submitted to Council;retain
agenda reports regarding
development projects,planning,
zoning matters,ordinances and other
significant projects permanently in
project file.
Agreements excluding C+2 T+5 GC §34090, Includes leases,equipment,
subdivision CCP§§ 337.2,343
Agreements, 2 P GC§ 34090(a) Records potentially affecting title to
development real property. _
Agreements, 2 P GC § 34090(a) Records potentially affecting title to
subdivision real property.
Appeals,civil 3 3 CCP § 583.320 Appeals,civil.
Applications,boards,
commissions,
committees: 2 T+2 GC § 34090
Appointed: 2 2 GC§ 34090
Not Appointed:
Articles of 2 P GC§ 34090;
incorporation CCP § 337.2
Assessment districts 2 P GC § 34090 Original documentation
Claims log 2 4 GC § 34090,
CCP§ 337
Contracts,capital 2 P GC§ 37090(a);
improvement 4004;H&S § 19850
Contracts,real P P GC§34090, Can affect title to real property
property CCP§337
Contracts,street 4 P CCP§337
improvement
Insurance policies T+2 P CCP § 337
Legal Advertising 2 P CCP§§ 343,349 et Includes public notices,legal
seq.;GC§ 911.2; publications.
GC§40801
Minutes P P GC§34090(d);GC Official minutes and hearing
§368.14;GC. proceedings of governing body or
§40801,GC board,commission or committee.
§ 54957.2
1:',,ccierk-iResolutions\6576.wpd 16
Notices,meetings 2 2 GC§§ 34090.7, Special meetings.
54960.1(c)(1)
Notices,public 2 2 GC§ 34090
hearing
Ordinances P P GC § 40806 Municipal Code.
Petitions 2 2 GC § 50115 Submitted to legislative bodies.
Real property P P GC § 34090 Can affect title to property.
contracts
Resolutions P P GC §§ 34090(d), Legislative actions.
40801
Tapes,CDs, When used for minute preparation;
recordings: otherwise-2 years.
Audio: 30 days 30 days GC§§ 54953.5
Video: 90 days 90 days (b),34090.7
Inventory,records 2 2 GC § 34090 Inventory of non-current or inactive
records holdings and location,
indices. Tapes may be recycled.
Municipal Code P P GC§ 34090 Supplements included.
Public records request 2 2 GC§ 34090
Records management 2 2 GC § 34090 Document includes retrieval,
transfers-inactive.
1:\eclerk\Resolutions\6576.wpd 17
CITY COUNCIL l COMMISSIONS
Agenda 2 P GC§ 34090(d) City Commission agenda
Agenda reports 2 2 GC§ 34090 Documentation received,created
(master subject files) anchor submitted to City Council or
City Commission,retain agenda
reports regarding development
projects,planning,zoning matters,
ordinances and other significant
projects permanently in project file.
Agreements C+2 T+4 CCP §§ 337.2,343 Includes leases,equipment,services„
or supplies
Applications,boards,
commissions,
committees: 2 2 GC § 34090
Appointed: 2 2
Not appointed:
Contracts,capital C+2 P GC§ 37090(a); Construction
improvements 4004;H&S § 19850
Correspondence 2 2 GC§ 34090
General subject files 2 5 GC§ 34090(d) Internal working files including
correspondence. Some files may
require retention longer than
prescribed here.
Legal advertising 2 2 CCP § 343,349 et Includes public notices,legal
seq;GC§911.2; publications
GC§ 34090
Minutes P P GC§ 34090(d);GC Official minutes and hearing
§ 36814;GC proceedings of governing body,
§40801 board or commission.
Notices,meeting 2 2 GC§ 34090.7;GC Special meetings
§ 54960. 1c(1)
Petitions 2 2 GC§ 34090(d);GC Submitted to legislative bodies
§ 50115;GC § 6253
Policies and 2 2 GC§ 34090 Includes rules,regulations,standards
procedures
Resolutions P P GC§ 34090(d); Legislative actions
§40801
Tapes,CDs, GC§ 54953.5 (b); When used for minute preparation;
recordings GC § 34090.7 otherwise-2 years
Audio: 30 days 30 days
Video: 30 days 90 days
Request for proposals 2 2 GC§ 34090
(RFPs)
1:lcclerk\Resolutionsy6576.wpd 18
Brochures, 2 2 GC § 34090
publications,
newsletter,bulletins
CITY MANAGER
Reports to Council 2 2 GC§ 34090(d),GC
§ 50115
Speeches 2 2 GC§ 34090(d)
Subject Files 2 2 GC§34090(d)
Projects&Issues
General administrative 2 S+3 GC §§ 34090, All City policies and procedures.
40801,CCP§ 338
Policy,City Council 2 S+3 GC§ 34090,CCP Policies,directives rendered by City
§ 338 Council not assigned a resolution or
ordinance number.
COMMUNITY DEVELOPMENT DEPARTMENT
Administration
Agendas 2 P GC§ 34090(d) City Planning Commission agendas.
Agenda reports 2 P GC § 34090(d) Documentation received,created,
and/or submitted to City
Commissions.
Bids and proposals: 2 2 GC § 34090(d)
Unsuccessful
Code books P P GC § 34090(e) National Electrical Code,Uniform
Building Code,Fire Code,
Mechanical Code,Plumbing Code
and supplements.
Committees 2 P GC§ 34090 Member lists,minutes/agendas,
informational material,reports.
General subject files 2 2 GC § 34090(d) Internal working files including
correspondence.Some files may
require retention longer than
prescribed here.
Grants,community/ CL+4 P 24 CFR Project files,contracts,proposals,
urban development § 570.490(d), statements,reports,sub-recipient
(includes CDBG) 24 CFR dockets,environmental review,grant
§570,502(b)(3); documents,applications,inventory,
24 CFR§ 85.42& consolidated plan,etc.Includes
OMB Cir. 110, Section 108 loan guarantee. *OMB
Attachment C;* A-102& 128;HUD Regulations.
Legal advertising 2 P CCP §§ 343,349 et Legal publications(public notices
seq.; are part of project files).
1:1cclerk'iRcsolutions',6576.wpd 19
Historic preservation 2 P GC§ 34090(d) Historic structures and landmarks.
inventory
Logs 2 P GC § 34090 Logs,registers or similar records
listing permits,certificates of
occupancy issued(may include
inspection,building activity,daily
plan check,utility).
Maps and plats 2 P GC § 34090(a) Engineering and field notes and
profiles;cross-section of roads,
streets,rights-of-way,bridges(may
include annexations,parks,tracts,
block,storm drains,water easements,
bench marks,trees,grading landfill,
fire hydrants,base maps,etc.).
Master plans,annual 2 P GC § 34090 Special or long-range program plan
for municipalities-coordination of
services;strategic planning.
Minutes p P GC§§ 34090(2), Official minutes and hearing
36814,40801 proceedings of board,commission or
committee.
Policies and S+2 P GC§ 34090 Includes rules,regulations,standards.
procedures
Project files P P GC§ 34090(a); Pertains to real property,new
H&S §§ 19850; construction,storefront
4003,4004 improvements,rehabilitation
projects,and promotions.May
include blueprints,drawings,maps,
photos(including negatives),plans,
reports,evaluations,correspondence,
uses,permits,variances,studies,
appeals,compliance certificates,lot
line adjustments,or other planning-
related matters brought before the
legislative body.
Project files not 2 P GC§ 34090(d) Building,engineering,planning.
completed or denied
Resolutions P P GC § 34090 Board,commission or committee.
Speaker slips 2 2 GC § 34090
Seismic retrofit 2 P GC § 34090(a)
program
Street names and 2 P GC§ 34090(a) Street dedications,closings,address
house numbers assignment/changes.
Studies,special 2 P GC § 34090(d) Engineering,joint powers,noise.
projects and areas
1.ycc1erk\Reso1utions\6576.wpd 20
Subdivision P P GC § 34090 Potentially affecting title to real
agreements property,
Tapes,CDs, GC §§ 54953.5 (b); When used for minute preparation;
recordings: 34090.7 otherwise-2 years.
Audio: 30 days 30 days
Video: 30 days 90 days
California 2 P GC § 34090(a)and Exemptions,environmental impact
Environmental Quality CEQA Guidelines report,mitigation monitoring,
Act(CEQA) negative declaration,notices of
completion and determination,
comments,statements of overriding
considerations.
Environmental review 2 P GC § 34090(d) Correspondence,consultants,issues,
conservation.
Soils reports 2 P GC § 34090(d) Final reports.
1:Acclerk\Resolutions�6576.wpd 21
Building and Safety
Blueprints, L L H&S § 19850 Submitted by contractor for permits
specifications,for requiring plans.
building in which
permit issued
Blueprints, 2 2 GC § 34090(d) Submitted by contractors with
specifications,permit application for permit never issued.
not issued
Certificates 2 P GC § 34090(a) Compliance,elevation,occupancy
that affect real property.
Flood reports 2 P GC § 34090
Inspection 2 P GC § 34090(d) Correspondence,fees,appeal
requests,reports.
Permits 2 P GC § 34090;H&S New commercial and residential
§ 19850 construction,tenant improvements,
room additions,spa,signs,block
wall,remodel(including security
bonds,plans,building,signs).
Signs(temporary) 2 2 GC§ 34090(d) Home occupations,off-premise
signs.
Planning
Case files,Planning& P P GC§ 34090(a); Pertains to real property. May
Zoning H&S §§ 19850, include blueprints,drawings,maps,
4003,4004 plans,reports,evaluations,
correspondence,uses,permits,
variances,studies,appeals,
compliance certificates,lot line
adjustments,or other planning-
related matters brought before
Zoning Administrator,commission
or legislative body.
Correspondence 2 2 GC§ 34090(d) Working documentation.
Development L,but not P GC § 34090 Mitigation measures; filed with case
conditions less than 2 files.
Development P P CCP§§ 337, Infrastructure contracts,franchises,
agreements 337.1(a),337.15; original maintained for seven years.
GC§ 34090;48
CFR§4.703
Development 2 P GC § 34090(a) Landscape mediums,parkway
Standards landscape development,public works
construction.
Drawings,project plan 2 P GC § 34090(d) Does not include those usually filed
with case or project.
I:Acc1erk?Resolutions16576.wpd 22
Findings and decisions P P GC § 34090 Board,commission,committee or
City staff.
General Plan and P P GC § 34090 Includes sphere of influence.
elements and specific
plans
General and Specific GC§§ 34090,
Plan Amendments: 65103,50110
Approved: P P
Denied: P P
Maps,Plans, P P GC§ 34090;H&S Zoning,tentative subdivision,parcel,
drawings,exhibits, § 19850;GC land use map,aerial photos,specific
photos § 340903 plans.
Minutes P P GC § 34090 Planning and ARB.
FINANCE DEPARTMENT f TREASURER'S OFFICE
Accounting and
Administration
Audit Report P P GC § 34090
Audited Financial 2 P GC § 34090 Independent auditor analysis
Statements
Bonds Account CL+10 CL+10 GC § 34090;CCP Final bond documentation,monthly
Statements § 337.5 statement of transactions
Bonds,coupons and CL+2 P GC §§ 34090; Paid/canceled
other securities 53921
Budget AU+2 P GC§ 34090 Annual operating budget approved
by Legislative Body(original budget
retained by City Clerk)
Hearing or review 2 7 GC § 34090 Documentation created and/or
received in connection with audit
hearing or review
Reports 2 7 GC § 34090 Internal and/or external
Reviews,internal/ 2 7 GC§ 34090 Daily,weekly,monthly,quarterly,or
external periodic other summary,review,evaluation,
log,list,statistics,except a report
Accounts payable AU+4 AU+4 GC§ 34090 Invoices from and payments to
vendors,check copies,supporting
documents
Agenda reports 2 2 GC § 34090 Council discretionary fund,City
Manager discretionary fund,
Investment policy,monthly
investment reports,formal quotations
for supplies and services
1:\cclerk"Re,solutiotis\6576.xvpd 23
Accounts receivable AU+4 AU+4 GC § 34090 Cash receipts for payments made to
the City
Assessment districts P P GC § 34090 Collection information;original
documentation filed with City Clerk
Bank statements AU+5 AU+5 GC§ 34090;26 Statements,reconciliations
CFR 16001-1
Budget adjustments, 2 2 GC § 34090(d) Documents used to prepare
journal entries d I epartment budget
Checks AU+5 AU+5 GC§ 34090; Includes payroll,canceled and
CCP § 337 voided checks
Deposits,receipts AU+4 AU+4 GC§ 34090; Checks,coins,currency
CCP§337
Invoices AU+2 AU4.2 GC § 34090 Copies sent for fees owed,billing,
related documents
Ledger,general P P GC §34090;
CCP§ 337
Voucher AU+4 AU+4 GC§ 34090; Account postings with supporting
CCP§ 337 documents
Petty cash AU+2 AU+2 GC § 34090
reimbursements
Taxes,receivable AU+2 AU+2 CCP § 338
Warrant register AU+2 AU+2 GC § 34090
Licenses
Business C+2 7 GC § 34090; Paid and reports
CCP § 337
Parking Citations
Citations P P GC § 34090
L�\cclerk\Resolutions'\6576.kv-pd 24
Payroll
Adjustments AU+4 AU+4 GC§ 34090;29 Audit purposes
CFR§ 516.5-516.6
Deferred T+5 T+5 GC§ 34090;26 Records of employee contributions
compensation CFR§ 16001-1* and City payments*29 CFR§
1627.3(2)
Employee time sheets AU+6 AU+6 GC§ 34090;29 Signed by employee for audit and
CFR§ 516.2* FEMA reports
*CFR§ 516.6(1);IRS Reg. 31.6001-
1(e)(z);R&T 19530; LC 1174(d)
Federal and State tax AU+4 AU+4 GC § 34090 Forms 1096, 1099,W-4s and W-2s
forms *26 CFR§ 31.6001-1(2)(2);R&T§
19530;29 CFR§ 516.5-516.6
Payroll system history; 3 P 29 CFR§1627.3(a); Time cards,payroll records
roster of former City 29 CFR§ 516.6
employees(regular
employees)
Payroll system history; 3 P 29 CFR§ 516.5;29
roster of former City CFR§ 1627.3(a)
employees(temporary
employees)
PERS Employee T+4 T+4 GC§ 34090; Record of deductions(PERS-Public
deduction reports CAC § 22; 1085-2 Employee Retirement System) *26
CFR§ 516.5,516.6;LC § 1174(d)
Register P P GC§ 34090; Labor costs by employee and
GC § 37207 program
Salary records T+3 T+3 GC§ 34090;29 Deduction authorization,beneficiary
CFR§ 516.2,516.5 designations,unemployment claims,
garnishments
Purchasing
Purchase orders 2 7 GC§ 34090; Original documents
CCP § 337
Vendor register 2 7 GC§ 34090 Alpha vendor listing of purchase
orders,invoices,account numbers,
and check date
1:lcclerkyResolutionsy6576.wpd 25
Reports
Audits P P GC§ 34090
Investment P P GC § 34090;CCP Summary of transactions,inventory
transactions § 337;GC § 53607 and earnings report
Labor Distribution AU+2 AU+2 GC § 34090 Costs by employee and program
State Controller P P GC § 34090 Controller may destroy after five
years
Stores
Inventory AU+6 AU+6 GC § 34090; Reflects purchase date,cost,account
number
Auction AU+2 AU+2 GC § 34090 Listing of property
Disposal AU+2 AU+2 GC§ 34090; Sealed bid sales of equipment
CCP § 337
Risk Management
Accident report-City CL+7 CL+7 29 CFR§ 1904 .2; Reports and related records
assets 29 CFR§ 1904.6
Bonds,insurance P P CCP §§ 337.2; 343 Bond and insurance policies insuring
City property and other assets
Claims,damage CL+S CL+5 GC§ 34090 Paid/denied
Incident reports CL+7 CL+7 29 CFR§ 1904 .2; Theft,arson,vandalism,property
29 CFR§ 1904.6 damage or similar occurrence
(excluding fire/law enforcement)
Insurance,joint P P GC§ 34090 Accreditation/MOUs/agreements,
powers agreement agendas
Insurance,certificates P P GC§ 34090 Insurance certificates filed separately
from contracts,includes insurance
filed by licensees.
Insurance, liability/ P P GC§ 34090 May include liability,property,
property Certificates of Participation,
deferred,use of facilities
Insurance,Workers P P LC § 5405,Local Indemnity;Claims Files,Reports,
Compensation Government Incidents,PERS-working files,
Guidelines originals with Administrator
Photographs, CL+2 CL+2 GC§ 34090
negatives,film
Risk Management 2 C+5 OMB § 1220-0029; Federal OSHA forms; loss analysis
Reports 29 CFR§ 1904.4; report;safety reports;actuarial
GC § 34090 studies
Grants
1:ycclerk\Resolutions\6576.wpd 26
Community CL+4 CL+4 24 CFR Project files,contracts,proposals,
Development Block § 570.502(b)(3); statements,reports,
Grant and urban 24 CFR 85.42& sub-recipient dockets,Environmental
development OMB Cir.A- review,grant
110,Attach. documents,applications,inventory,
C*;OMB Cir. consolidated plan,
A-102& 128,HUD etc.Includes Section 108 loan
regulations guarantee*
Federal and State CL+5 CL+5 GC § 34090 Refer to grant application close-out
procedure.
Financial records CL+5 CL+5 GC§ 34090 Refer to grant application close-out
procedure.
Unsuccessful CL+2 CL+2 GC § 34090 Application not entitled.
FIRE DEPARTMENT
ADMINISTRATIVE SERVICES
Books,Fire Code S+3 S+3 GC § 34090; Include OPS manuals
CCP 340.5
General Orders, S+2 P GC § 34090
Policies/Procedures
Inspections,Fire CL+3 CL+3 UFC § 103.34 Alarm/sprinkler systems,prevention
Prevention efforts
Investigations, P P PC§ 799 Support prosecution resulting in
Evidence Arson homicide
Investigations, CL+6 CL+6 PC § 800 Great bodily harm,inhabited
Evidence Arson structure or property
Journals,Fire Station C+2 C+2 GC § 34090 Activities,personnel,engine
company
Permits,Uniform Fire CL+2 CL+2 GC§ 34090
Code
Chemical Emissions C+2 C+2 GC§ 34090
1:"NccierV\Resolutions\6576.wpd 27
EMERGENCY MANAGEMENT
OPERATIONS/EMERGENCY MEDICAL SERVICES
Mutual Aid, Strategic S+2 S+2 GC § 34090
Plans
Exposure T+30 T+30 29 CFR Sampling results,collection
§ 1910.1020 methodology,background
Exposure T+1 T+1 29 CFR Laboratory reports and worksheets
§ 1910.1020
Medical T+30 T+30 29 CFR
§ 1910.1020
Medical T+2 T+2 29 CFR Employees less than one year
§ 1910.1020 GC § 34090
Training T+2 T+2 GC§ 34090 Certifications/designations
HAZARDOUS
MATERIALS
Hazardous Waste C+10 C+10 Local Government Documentation re handling and
Disposal Guidelines; disposal of hazardous waste
40 CFR§ 122.21
Permits,Hazardous C+2 C+2 GC § 34090 Departments consistently recommend
Materials Storage permanent retention of
environmentally sensitive materials
Programs,Household S+2 S+2 GC§ 34090
Hazardous Waste
Training Materials S+2 S+2 GC§ 34090;
8 CCR§ 3204(d),
et seq.
Underground Storage P P GC § 34090(a) Documents re: storage
Tank Location,installation,removal,
Compliance GC § 34090 remediation
Maintenance& C+2 C+2
Operation.
PROPERTY
Apparatus/Vehicle C+2 C+2 GC § 34090 Repair and Maintenance
CCP§340.5* *8 CCR 3203(b)(1)
Inventory,Equipment C+2 C+2 GC§ 34090
and Supplies
Logs,Fire C+2 C+2 GC § 34090
Equipment'Gear
REPORTS
I:ycclerk\Resolutions,6576.wpd 28
Incident CL+3 CL+3 GC34090 Dispatch and daily logs
CCP§ 338 *CCP 340.5
Field,Non-fire and C+2 C+2 GC § 34090
Logs
Fire,Non-arson and C+2 C+2 GC§ 34090
Logs
Investigations, CL+3 CL+3 PC § 801; Structure
Evidence Arson UFC§ 104.32
Weed Abatement CL+2 CL+2 GC § 34090 Reports,assessments,resolutions,
documentation
LIBRARY
Borrower Registration 2 5 GC § 34090
Records
Records documenting
the registration of
authorized borrowers.
Cash Receipts 2 7 GC § 34090;
(for Daily deposit of
monies from Library)
Circulation Records 2 5 GC § 34090
Records documenting
the circulation of
library materials to
individual borrowers
Circulation Statistical 2 5 GC § 34090
Reports
Library Catalog 2 5 GC§ 34090
Lost and Paid 2 7 GC § 34090
Receipts
Copies of receipts
issued when patron
pays for a lost book
Overdue Records 2 5 GC § 34090
Library Fines
Information
Purchase Orders 2 5 GC § 34090
Records of Missing 2 5 GC§ 34090
Books in Circulation
Vouchers- 2 7 GC § 34090
Vendor Invoices,
Reference Information
and Proof of payment
1:,,Cclerk`\12esolutions,,(i570,wpd 29
MUNICIPAL UTILITIES DEPARTMENT
AIRPORT
Accident and CL+8 CL+S Local Accidents, injuries,property
Incident Reports Government damages,general conditions re pilot
(Aircraft) Guidelines and aircraft
Agreements T+4 T+4 CCP§ 337 Including concessionaire,slip rental,
facility storage
Airport Certification P P 14 CFR Federal Aviation Administration
§ 139.207b; (FAA)required manuals
§§ 17.1.13-
171.213
Airport P P Local Annual and special reports to federal
Operational Reports Government and state regulatory agencies.
(Regulatory) Guidelines
Airport C+2 C+2 Local Logs,statistical summaries;
Operational Reports Government administrative records
(Administrative) Guidelines
Airport Noise C+10 C+10 Local Correspondence,studies,memos,
Monitoring and Government reports,log books,documents related
Complaint Guidelines to assessment of noise levels at
airports and resolution of complaints
Applications T+2 T+2 GC § 34090 Payment invoices,inventory listings,
Aircraft Storage billing correspondence and other
Parking related documents
Slip Rentals
Special Events C+2 C+2 GC § 34090 Permits,correspondence,related
documents re use of rights of way
Fueling 4 4 GC§ 34090,
CCP § 337
Hazardous Waste C+10 C+10 Local Documentation re: the handling and
Disposal Government disposal of hazardous waste
Guidelines;
40 CFR 122.21
Inspection,Runway C+10 C+10 Local Maintenance including Inspection
Government reports,work orders and related
Guidelines records
Inspection, Safety Self C+2 C+2 14 CFR Safety inspection and related
§ 139.327 document include reviews and
analysis of all aspects of airport
operation
Inventory,Equipment L+2 L+2 GC § 34090 Includes vehicles,aircraft,vessels and
Parts&Supplies related documents re repairs
1:ycclerk\Resolutions\6576.wpd 30
Inventory,Vehicle L+2 L+2 GC§ 34090 Owners manual,warranty documents,
Ownership and Title Department of Motor Vehicle title
and registration,and related
documents
Licenses,Permits C+2 C+2 GC § 34090 Forms,related documentation re:
licenses and permits required by
federal and state agencies
Maintenance,FAA P P 14 CFR Forms and reports required by FAA
§ 171.13- including Forms FAA-198,-418,-
171.213 6030-1,-6790-4
Maintenance/ L+2 L+2 GC § 34090 Related to requests for service and
Operations work orders for fuel,vehicle and
equipment maintenance and repairs
NOTAM(Notice to C+3 C+3 Local Reports re:conditions affecting
Airmen) Government airport maintenance/operations
Guidelines
Report,Accident C+2 C+2 GC§34090 Memos and working documents
(Copies)
Vehicle Assignment C+2 C+2 GC§34090 Log books,request forms,lists
Cemetery
Burial records P P GC§34090
Pre-Need Lot purchase CL+2 CL+2 GC§ 34090
Customer Service
Accounts Receivable 2 5 GC§34090
Customer Records C+2 C+2 GC § 34090 Billing,correspondence,complaints
Rates C+2 C+2 GC§ 34090
Refunds 2 5 GC §34090
Solid Waste
Collections/Landfill C+2 C+2 GC§ 34090 Daily records,usage
Facilities C+2 C+2 GC §34090 Correspondence,maps
History,Sanitation P P GC§ 34090
Maintenance and C+2 C+2 GC§ 34090
Operations
Maps P P GC§ 34090 Location maps
Reports,studies CL+2 CL+2 GC§ 34090
Reports,tonnage C+2 C+2 GC§34090
1:\cc1erk\Reso1utions\6576.wpd 31
Wastewater
Facilities C+2 C+2 GC § 34090 Correspondence,maps,patron list
History,Sanitation P P GC § 34090 Where City-owned
Maintenance and C-4-2 C+2 GC§ 34090
Operations
Maintenance and C+2 C+2 GC§ 34090 includes work orders,inspection,
Operations repairs,cleaning,reports,complaints
Maps P P GC § 34090 Location maps
Maps,Septic Tank P P GC§ 34090 Location maps
Rates C+2 C+2 GC § 34090
Recycling Programs S+2 S+2 GC§34090
Regulations S+2 S+2 GC§ 34090 Includes legislation
Reports,Studies CL+2 CL+2 GC§ 34090
Sludge C+2 C+2 40 CFR§ 61.54 Sludge,sampling,charging rate to
measure mercury content
Treatment Plant C+2 C+2 40 CFR§ 60.153 Gas flow through wet scrubbing,
oxygen content of exhaust gas,sludge
rate,temperatures,fuel flow,total
solids and volatile solids
Water
Billing/Customer C+2 C+2 GC § 34090 Billings,correspondence,complaints
Records
Connection Records P P GC § 34090 Maps,water line connections
Inventory,Equipment C+2 C+2 GC § 34090
Locations P P GC§ 34090 Mains,valves,hydrants,wells
Maintenance and C+2 C+2 GC§ 34090 Includes work orders,inspection,
operations repairs,cleaning,reports,complaints
Service C+2 C+2 GC§ 34090 Includes work orders,entry cards,
manholes,service to property owners
Well&Pumping C+2 C+2 GC§34090 Times operational,power used and
quantity
Maps P P GC § 34090 Line location;easements
Master Plans C+2 C+2 GC §34090 Copies
Meter Operations C+2 C+2 GC § 34090 Reader reports,orders,tests
Maintenance Reports
[Permits
1:\,ceferk\Rcsolution,,,'\6576.,,vpd 32
National P P GC§ 34090 40 Compliance with Clean Water Act re:
Pollutant CFR§ 122.28 pollutants
Discharge
Elimination
System
NPDES
Others C+2 C+2 GC§ 34090 May depend on terms of state or
federal agency
Policies and Procedures S+2 S+2 GC§ 34090 Includes rules and regulations
Rates S+2 S+2 GC§34090
Reclamation C+5 C+5 40 CFR§ 122.41 Daily operations including sewage
flow,grit removal,chlorine usage,lab
analysis results,etc.
Reports
Conservation C+2 C+2 GC§ 34090
Consumption C+2 C+2 GC § 34090
Corrosion Control C+12 C+12 40 CFR§ 141.91 Compliance documentation
Discharge C+5 C+5 40 CFR§ 122.41 Average amount of pollution
Monitoring discharged into waters of
municipality.
Drinking Water C+10 C+10 40 CFR§ 141.33
Corrections
Hydrograph P P GC § 34090 Daily flow of streams
Lead Service Line C+12 C+12 40 CFR§ 141.91 Compliance documentation
Public Education C+12 C+12 40 CFR§ 141.91 Compliance documentation
Quality Parameters C+12 C+12 40 CFR§ 141.91 Compliance documentation
Sanitary Surveys C+10 C+10 40 CFR§ 141.33 Statistics,reports,correspondence
Source Water C+12 C+12 40 CFR§ 141.91 Compliance documentation,e.g.lead
&copper
State Certification C+12 C+12 40 CFR§ 141.91 Compliance documentation
Variances,Water C+5 C+5 40 CFR§ 141.33
System
Well Level C+2 C+2 GC§34090
Sources C+2 C+2 GC§ 34090 May include wells,rivers,lakes,
districts
Surveyor Field Notes P P GC § 34090 Notes preparatory to maps of water
installations
1:\cc1erk\Rcso1utions'6576.wpd 33
Surveys,Water System C+10 C+10 40 CFR§ 14133 Statistics,reports,correspondence
Sanitary
Tests
Bacteriological C+5 C+5 40 CFR§ 141.33 Compliance records include location,
Analysis date,method and results; corrections,
analysis of bacterial content
Chemical Analysis C+10 C+10 40 CFR§ 141.33 Compliance records include location,
date,method used and results;
corrections,analysis of chemical
content
Quality C+12 C+12 40 CFR§ 141.91 Compliance documentation including
sampling data,analysis,reports,
surveys,documents,evaluation,
schedules,valves,etc.
Valve Main Records P P GC§ 34090
Violations,Drinking C+3 C+3 40 CFR§ 141.33 Retention applies to each violation
Water
POLICE
ADMINISTRATION
Accounting/Cash C+2 C+2 GC§ 34090
Reconciliation
Alarm Records C+2 C+2 GC§ 34090
Chemical Emissions C+2 C+2 GC§ 34090
Claim Files CL+5 CL+6 PC§ 832.5; Claim copy,correspondence,
Local photographs,supporting documents
Government relative to incidents involving the
Guidelines Police Department filed by citizens
Department Manual S S Local Changes to manual are recorded in
Government the General Orders(permanent)
Guidelines
Equipment T+2 T+2 GC § 34090 Retained until termination of
Communication equipment use;Manuals,instructions,
procedures
Inventory S+2 S+2 GC § 34090 Listing of equipment assigned to
division,to whom it is assigned
Reports-Activity C+2 C+2 GC § 34090 Weekly/monthly/quarterlylannual
activity/statistical reports by division.
Retain only one form for retention
period
Survey Response Files C+2 C+2 GC § 34090 Surveys,responses,correspondence
with other agencies requesting
statistical data
1:Acc1erkyReso1utions\6576.wpd 34
INVESTIGATIONS
Administrative/ CL+5 CL+5 PC § 832.5 Initiated by citizens complaints or
Internal EV§ 1045 internally initiated;includes
GC § 12946 complaint,reports,findings
PC § 801.5;
PC § 803(c)
VC§ 2547
Asset Forfeiture CL+2 CL+2 GC § 34090
Investigations/
Proceedings
Case File
Notifications C+2 C+2 GC § 34090 To legal property owner prior to case
filing that property is subject to asset
forfeiture proceedings. If case is
filed,notification becomes part of
forfeiture case file.
Case Books, CL+2 CL+2 GC § 34090 Retained by division until a case is
Investigative suspended/closed;transfer to Records
Division to be filed with associated
Daily Report(DR)file
Case Files P P PC§ 799
Homicide
Investigator's
File
Narcotics(No arrest, CL+-2 CL+2 GC§ 34090 Retained by division until no longer
Narcotics Cases) useful for investigative purposes
Officer Involved CL+25 CL+25 GC§ 34090;
Shootings Local
Government
Guidelines
Court C+I C+I GC§ 34090.7 Printouts of daily court scheduling
Daily
Schedule
Sign-In Logs C+2 C+2 GC§ 34090 Logs officers' names,time in/out for
court appearances
Tracking C+2 C+2 GC § 34090 Database records subpoena number,
System Records officer name,case number,defendant
name,district attorney name,court
information disposition
-Evidence,Disposition Local Attach to duplicate Property Report,
Forms Government file w/DR in Records Division
Guidelines
Fingerprint T+2 T+2 GC§ 34090 Paperwork authorizing fingerprinting
Applicants Files and background checks for city
employment applicants and business
license applicants
1:!ceterk�Resoluti(ins'\6576.wpd 35
Inked/Palm AC+20 AC+20 GC§ 34090; Persons booked into detention
Cards Local facility;(Copies distributed to county,
Government state,federal agencies)
Guidelines
Records Appropriate PC 1)Retain for applicable case statute
Latents Section of limitation;2)or until evidence in
case is destroyed;Hard copy and
digitized
Suspect, CL CL, Law Adults/juveniles suspected of a crime,
Adult/Juvenile Enforcement taken for comparison.Destroy after
Management original purpose achieved
Guide by POST
Guns,Dealers Record of C+6 C+6 PC§ 12070 Applicants,Monthly Gun Audits,
Sale Applications Denied, Stolen(DOG
File)
Informant Files T+10 T+10 Local Legal notifications,identification
Government information,payment information,
Guidelines activities information
Jail C+6 C+6 GC§ 34090 Daily report of staffing,
Daily Logs bookings/releases,transfers,
transportation
Inmate Record Local Dependent on facility's classification;
Government see Laws and Guidelines for Local
Guidelines Detention Facilities by Board of
Corrections(State of California)
Inspection Files CL+6 CL+6 Local Inspections by various agencies
Government
Guidelines
Surveys CL+2 CL+2 GC §34090 Prepared quarterly,forwarded to State
Board of Corrections
Licenses C+2 C+2 GC § 34090
Bicycle
Bingo,Mace C+2 C+2 GC§ 34090
Duplicate(Pink), C+2 C+2 GC § 34090
Secondhand Dealer,
Pawn Brokers
Logs S S Local
Auto Theft Government
Guidelines
Case Assignment C+l C+1 Local
Government
Guidelines
Daily Activity C+2 C+2 GC§ 34090
l:ycclerk\Resolutions\6576.wpd 36
Officer C+2 C+2 GC§ 34090 Daily activity of incidents not
reported by use of official report
Report Summary C+2 C+2 GC§ 34090 Report numbers,type,names,dates
retained for research value
Investigative(Pre- CL+10 CL+10 GC § 34090 Retained by division until cases are
Arrest) suspended and closed
Juvenile Detention C+2 C+2 GC§ 34090 Logs document juvenile processing
per CYA
Property Control C+2 C+2 GC § 34090 Logs items coming into and going out
of property room
Rap Sheet CL+2 CL+2 GC § 34090 Requests for criminal history
Subpoena C+2 C+2 GC § 34090 Subpoenas received/served daily
Pawn Slips/Tickets C+3 C+3 B&P § 21628
Photographs Local Crime Scene,Registrant/Applicant,
Government Photo file,Accident.Retain according
Guidelines to practical and functional
association.
Daily Report T T GC§ 34090 Assigned DR number,retained as
(Negatives) form of evidence,destroyed at same
time evidence for associated case is
destroyed
Inmates C+20 C+20 Local By Prisoner number
(Negatives) Government
Guidelines
Registration Files, Life of Life of Fingerprint Card,photo,information
Arson,Sex and registrant registrant within Local also forwarded to DOJ
Narcotics within jurisdiction Government
jurisdiction Guidelines
Arrest/Conviction 2(Mandatory 2(Mandatory H&S § 11361.5 Applicable to convictions occurring
H&S Section 11357 destruction destruction after January 1, 1996 or arrests not
(b),(c),(d),(e)or from date of from date of followed by a conviction occurring
H&S Section 11360 conviction or conviction or after January 1, 1996; Exception:
(b)violations date of arrest date of arrest H&S 11357(e),the record shall be
(Occurring after with no with no retained until a juvenile offender
January 1, 1996) conviction) conviction) attains the age of 18 years,then
destroyed pursuant to 11361.5
Arrest/Conviction Mandatory Mandatory H&S Applicable to convictions occurring
H&S Section 11357 Destruction Destruction § 11361.5(c) prior to January 1, 1996 or arrests not
(b),(c),(d),(e)or (Upon notice (Upon notice followed by a conviction occurring
H&S Section 11360(b) from from prior to January 1, 1996 for violations
violations(Occurring Department Department of of H&S Code 11357, 11364, 11365
before of Justice) Justice) and 11550
January 1, 1996)
I.cclerk'\Resolutions`�6576.wpd 37
Crime See See descriptor PC § 800 Prosecution for an offense punishable
Felony Crimes descriptor PC § 801 by imprisonment in state prison for
With or Without eight years or more must commence
Arrests within 6 years after offense
commission.Commencement of
prosecution defined in PC 804.
Exception: See PC 803 -
Toiling/Extension of time periods;
Appeals process and"Three Strikes"
also considerations in assigning
retention.
Misdemeanor/ CL+2 CL+2 GC § 34090 No arrests,identifiable property or
Infractions missing persons(See:Note 1)
Supplemental P P PC § 799 No statutory limitation for
Felony Capital prosecution. Includes Murder,
Crimes,Crimes kidnapping for ransom,treason,
Punishable by procuring execution by perjury,train
Death,Life wrecking,assault with a
Imprisonment
Destruction P P Local
Guns Government
Guidelines
Narcotics P P Local
Government
Guidelines
Disposition of Arrest/ Local Retention determined by action taken;
Court Action Government i.e.,recordable arrest or detention
Guidelines (released no arrest)
False Alarm(Duplicate) C+2 C+2 GC§ 34090
Non-Criminal C+2 C+2 GC § 34090 Injured or sick persons;missing
Occurrences persons where person has been
returned;traffic collision reports not
used as the basis for criminal charges
Property Original Until case is Until case is Local Copy retained in records case file;
adjudicated/d adjudicated/dis Government Refer to Managing Property in Law
isposition position Guidelines Enforcement Agencies(By POST)
determined determined
Range Inventory S+2 S+2 GC § 34090 Quarterly reports of inventories of
weapons and ammunition held by
Department Range
1:\ccierk`Re.,.,olutions\6576.wpd 38
Reports C+2 C+2 GC § 34090 Arrest&Citation Register;Arson
Offenses;Crimes Against Senior
Citizens;Death in Custody;Domestic
Violence;FBI Include Return
A/Supp;Hate Crime Incidents;
Homicide Reports;Supp.;Officers
Killed or Assaulted;Original to FBI-
DOJ;Uniform Crime Reports
Research Project Files CL+2 CL+2 GC § 34090 May include request forms,
background materials,star reports,
final project reports and supporting
data
Sealed Mandatory Mandatory PC § 851.8 General provision:Upon petition,
Adult Found Destruction Destruction records of agency must be sealed and
Factually Innocent Upon and Upon and destroyed in accordance with the
Pursuant to Pursuant to provisions set by court record;
Court Order Court Order exceptions.
Juvenile Mandatory Mandatory WIC § 826(a)& Upon petition,local laws enforcement
Destruction Destruction (b)WIC § 781 records,within WIC 826(b)may be
upon and upon and (a) destroyed as ordered by the court,if
Pursuant to pursuant to related probation and juvenile court
court order court order records have been destroyed by the
probation officer. Records involving
arrests,detention and/or petitioning
juvenile before juvenile court
Statistical(Crime C+2 C+2 GC§ 34090 Internally generated information
Analysis) using activity lags,citizen calls,
current and past crime statistic
reports,finance dept expenditure and
budget records;citations,crime
reports,accident reports,permits,
receipts.Reports created for variety
of purposes including
increases/decreases in criminal
activity;officer workload,
deployment,time usage
L\cclerW\Resolutionsi6576.wpd 39
Statistical(UCR), C+2 C+2 GC§ 34090 Originals sent to FBI,DOJ
Uniform Crime Reports
Mandatory to DOJ
(LEIC);FBI Include
Return A/Supplement;
Supplementary
Homicide Report;Law
Enforcement Officers
Killed or Assaulted;
Monthly Return of
Arson Offenses Know to
Law Enforcement;
Number of Violent
Crimes Committed
Against Senior Citizens;
Monthly Report of
Domestic violence
Related Calls for
Assistance;Monthly
Arrest and Citation
Register:Monthly Hate
Crimes Incidents'Death
In Custody Reporting.
Subpoenas(Duplicate) C+2 C+2 GC§ 34090
Tapes C+ 180 days C+ 180 days GC§ 34090.6 Exception:Recordings used as
Audio,Telephone evidence in a criminal prosecution or
and Radio claim filed or litigation or potential
Communications claims and litigation shall be
preserved for 100 days after
conclusion of the court action
Surveillance/ C+13 mos. C+13 mos. GC§ 34090.6
Security Video(Jail)
Use of Force C+2 C+2 GC§ 34090 Includes review forms,arrest report
Supervisory Review copies, logs
Files
Warrants Recall after Recall after 10 Local Recommended by the California Law
Felony 10 years. years. Government Enforcement Warrant Officer's
Exception: Exception: Guidelines Association
Murder/ Murder/
Escape Escape
Misdemeanor Recall after 5 Recall after 5 Local Recommended by the California Law
Criminal years years Government Enforcement Warrant Officer's
Guidelines Association
Served C C Local Includes Warrant Service Information
Government Card,alpha index card
Guidelines
Unserved Until served, Until served, Local
(Local) recalled or recalled or Government
purged purged Guidelines
1:iccterk F2esalutians\b576.wpd 40
PATROL
California Vehicle Code C+90 days C+90 days GC § 34090 Original is forwarded to court
Infractions(Duplicates)
Parking/Traffic, C+2 C+2 GC § 34090 Originals are forwarded to court after
Duplicates agency processing;includes citations
electronically created
Transmittals C+2 C+2 GC § 34090 Listing of citations forwarded to
court,filed for reference
Cards C+2 C+2 GC§ 34090
Dispatch
Field Interview CL+2 CL+2 GC§ 34090
Citations CL+2 CL+2 H&S § 11361.5
11357(e);
Juvenile
11357b H& , CL+2 CL+2 H&S § 11361.5 CA Admin Code,Chapter 1,Title 11,
11357c H& , Sec.708
11360b H&S
Violations
Cite and Release CL+2 CL+2 GC§ 34090
Equipment C+2 C+2 GC § 34090 Documents problems,malfunctions,
Radio Logs resolution to provide equipment
(Communication) performance history
General Orders P P GC § 34090;
Local
Government
Guidelines
Patrol Requests C+2 C+2 GC§ 34090; From citizens for patrol presence
(Correspondence)
Radar Calibration T+2 T+2 GC§34090 Documentation of Radar instruments
Records retained during use/ownership
Reports CL+2 CL+2 GC§34090 Non-Jury
Accident
Trak Collision P P Local
Fatalities Government
Guidelines
Vehicle S S Local Record of assignments
Assignment Government
Reports Guidelines
Down Reports C+1 C+1 Local Printouts reporting which vehicles are
Government down for repair,maintenance,etc.
Guidelines
1:lcclerk'iltesolutionsi6576.wpd 41
Repossession/ C+2 C+2 GC§ 34090
Private Impounds
Service Schedules S S GC § 34090
Vests,Bulletproof C+2 C+2 GC§ 34090 Authorization to purchase
Letters
Warrants Recall after 1 Recall after 1 Local Recommended by the California Law
Parking year year Government Enforcement Warrant Officer's
Guidelines Association
Traffic Recall after 5 Recall after 5 Local Recommended by the California Law
years years Government Enforcement Warrant Officer's
Guidelines Association
Weapons,Database P P Local Departmentally-owned weapons,
Government personal weapons,alternate weapons,
Guidelines secondary handguns;produces
inventory reports
SERVICES
Chemicals/Film S S Local
Inventories Government
Guidelines
Equipment T T Local
Inventory/Sign-out Government
Cards-Photo Lab Guidelines
Operations Files- P P Local Retain until equipment no longer
Photo Lab Government owned/used by department;Manuals,
Guidelines instructions,procedures for
use/operations of photographic
equipment
Grievance Files S S GC § 34090 Grievance filed by employees,
supporting documentation
Investigations, C+1 C+1 GC§ 34090 Non hired
Background
Background C+2 C+2 Local Include original reports re: PC 832.5
Hired Government investigations
Guidelines
Parades&Special S S GC § 34090 Reports,memos,correspondence,
Events File scripts,supplier information,
assignments,deployments,supporting
documentation
Permits L+2 L+2 GC § 34090 Approval Process
Alcoholic Beverage
Control
License
Concealed Weapons CL+2 CL+2 GC§ 34090
I:icclerkiResolutionsi65 76.wpd 42
Photographs S+2 S+2 GC§ 34090
Personnel
Negative Log C+2 C+2 GC § 34090
Negatives,Misc. C+2 C+2 GC § 34090 Not case-related(Public relations,
promotions,events,ceremonies,staff
photos)
Press Releases C+2 C+2 GC § 34090
Press,Video Programs C+2 C+2 GC § 34090 Collection of videos of programs and
(Community Relations) events;outside press coverage of
department
Property Files C+2 C+2 GC§ 34090 Original reports and supplemental
documentation(Lost,Found,
Safekeeping)
Property,Pawn C+2 C+2 GC§ 34090 Sales,slips. Dealer required to file
Broker/Secondhand duplicate with agency
Reports C+6 mos. C+6 mos. GC § 34090.7 Original maintained by DOJ.Dealer
Dealer of Gun Sales, required to file duplicate with agency
Duplicate
Restraining Orders, C C Local Destroy after law enforcement actions
Emergency Protective Government described in PC 273.5,273.6,646.9,
Orders,Temporary Guidelines 12028.5, 13700 and Family Code
Restraining Orders, Sections 6380-6383 are fulfilled and
Legal Stipulations, effective date of restraining order has
Orders After Hearing expired.
Rosters(Divisional) S+2 S+2 GC § 34090 Personnel assigned to division.
Schedules P P GC§ 34090
Daily
Watch S S GC§ 34090
Assignment/
Timekeeping
Records
Speaker Requests C+1 C+l GC § 34090 Community and business requests for
public appearances,speakers
Tests,Densitometer C+2 C+2 GC § 34090 Daily tests of development
Results(Photo Lab) chemicals/processes for quality
control.
Training GC§ 34090
Bulletins S S
Event Files Recall after 1 Recall after 1 GC § 34090 Correspondence,brochures,
year year promotional materials,info on
speakers,guests,supporting
documents
Lesson Plans,Range T+2 T+2 Scope,content,time period of courses
1:lcclerk\Resolutions;6576.wpd 43
Personnel(by name) CL+2 CL+2 GC§ 34090 Paperwork documenting officers'
internal and external training
Schedules,Range P P GC § 34090 Daily,weekly,monthly schedules of
training events at range
Volunteer Card Files S S GC § 34090 Volunteers' identification,contact
information
Animal Control
Complaints CL+2 3 GC § 34090(d)
Bite Report P 3 GC § 34090(d)
Citations S CO+2 GC § 34090(d)
Daily Logs C+l 3 GC § 34090(d)
Impound records C+2 3 GC § 34090(d)
Spay and Neuter S 3 GC§ 34090(d)
Refunds
Code Enforcement
Abandoned vehicles Recall after 1 2 GC§ 34090(d)
year
Case files 2 P GC § 34090(d) Building,housing,and mobile home
code violation records(including
inspections,public nuisance,rubbish
and weed abatement,vehicle
abatement,citations,massage parlor
permits,general).
Liens and releases, P P GC§ 34090 Abatement.
supporting
Logs 2 2 GC § 34090(d) Lien recovery,citations,complaints.
Regulations 2 P GC§ 34090(d) Includes rules.
Reports,federal and 2 P GC § 34090(a) Code enforcement statistics(may
state contain records affecting title to real
property or liens thereon).
Violations,building, 2 P GC§ 34090(d) Supporting code enforcement activity,
property,and zoning
Management Information Systems
Inventory, information 2 2 GC§ 34090 Hardware;software inventory logs;
systems systems manuals.
1:icclerk',,Resolutions"6576.wpd 44
Program files and GC §§ 34090,
directories: 34090.7
Annual backup: 2 2
Daily backup; C+2 mos. C+2 mos.
Monthly backup: C+I C+I
Weekly backup: C+5 C+5
Tapes,information 2 2 GC§ 34090 System generation.
systems
Public Information
Publications 2 2 GC§ 34090 Brochures,newsletter,bulletins,press
releases.
Recreation
Inventory,records 2 2 GC § 34090 inventory of non-current or inactive
records holdings and location,indices
Public Records Requests 2 2 GC § 34090
TAXIS T+4 T+4 GC§ 34090 License,permits for Taxicabs,
I shuttles,etc.
Note 1:The destruction of felony,misdemeanor and infraction Crime/Supplemental Reports
permitted providing:
1.They do not relate to an unadjudicated arrest except for H&S 11.357 or H&S
violations;
2.They do not relate to unserved warrants;
3.They do not involve identifiable items which have not been recovered;
4. They do not relate to PC 290,PC 457.1,or H&S 11590 registrants;
5.They do not relate to violations listed in PC Sections 799 and 800;
6.The cases are not presently involved in either a civil or criminal litigation.
PUBLIC WORKS DEPARTMENT
Administration
Agendas C+2 P GC § 34090(d) City Planning Commission agendas.
Agenda Reports C+2 P GC § 34090(d) City Council and Planning
Commission.
Committees 2 P GC § 34090 Member lists,minutes/agendas,
informational material,reports.
Correspondence 2 P GC§34090(d) Working documentation.
General subject files 2 C+5 GC § 34090(d) Internal documentation.
Minutes p p GC§§ 34090 Official minutes and hearing
(d),36814, proceedings of board or commission.
40801
Permits 2 2 GC § 34090 Tree removal.
1:\ccierk'�Re,,,olutions\6576,wpd 45
Photographs 2 P GC § 34090(d) Aerial photographs.
Policies and procedures 2 2 GC§ 34090 Includes,rules,regulations,standards.
Resolutions P P GC § 34090 Board,commission,or committee.
Request for proposals 2 2 GC § 34090
(RFPs)
Speaker slips 2 2 GC§ 34090 Information submitted by speakers at
commission and committee meetings.
Studies and special 2 2 GC§ 34090(d)
reports
Tapes,CDs,recordings: GC § 54953.5 When used for minute preparation;
Audio: (b); otherwise-2 years.
Video: 30 days 30 days GC § 34090.7
90 days 90 days
Engineering
Bridges and overpasses L L GC§ 34090 Life of Structure.
Inspection 2 2 GC§ 34090 Includes intersection,sidewalks,
bridges,and overpasses.
Capital improvement 2 CL+10 CCP § 337.15 Supporting documents,including
projects bidders'list,specifications,reports,
plans,work orders,schedules,etc.
Construction traffic 2 CL+10 CCP § 337.15 Daily tracking.
control plan
Drawings,traffic control 2 P GC § 34090 Signs,signing and striping,road
plan construction.
Flood control 2 2 GC§ 34090(d) Storm drains.
Drainage P P GC§ 34090 Includes dams, lakes,basins,creeks
Facilities
Flood Zones P P GC § 34090 Includes flood maps
Insurance Programs S+2 S+2 GC § 34090 Includes copies of policies,rules,
programs
Policies/Procedures S+2 S+2 GC§ 34090 Rules and Regulations
Reports/Studies CL+2 CL+2 GC§ 34090
Flood records 2 P GC§ 34090
Permits 2 P GC§ 34090 Grading,encroachment.
Photographs 2 P GC §34090 Includes aerials.
Plans,capital 2 P GC§ 34090 Streets,curbs,gutters,sidewalks,
improvement,projects storm drains,water,sewer,parks.
I:,cclerkyResolutions\6576.wpd 46
Policies and procedures 2 P GC § 34090 Includes rules,regulations,standards.
Relocation files 2 CL+2 GC § 34090 Redevelopment.
Special districts 2 P GC § 34090(a) Supporting documents re
improvement,lighting,underground
utility;bonds,taxes,and construction.
Street/alley P P GC § 34090(a) Relinquishment of rights and fee title.
(abandonment/
vacation)
Street naming and 2 P GC § 34090
numbering
Studies 2 2 GC§ 34090 Traffic volume,accident history,
requests, statistics,drawings,
supporting traffic devices.
Surveys 2 P GC § 34090(a) Recording data and maps.
Parks and Street Trees
Accident reports- T+2 T+5 GC§ 34090 Employees-kept in personnel file.
employees
Accident reports- CL+2 CL+2 GC§ 34090 Accidents of patrons using park
patrons facilities.
Inventory,equipment AU+2 AU+2 GC§ 34090 Warranties,purchase orders.
Landscape C+2 C+2 GC§ 34090 Contracts,complaints,specifications,
photos,reports.
Landscape drawings C+2 P GC § 34090 Drawings.
Maintenance and 2 C+5 GC§ 34090 Includes work orders,inspection,
operations repairs,cleaning,reports,complaints.
Maps P P GC§ 34090 Irrigation,plot plans.
Pest Control 2 2 GC § 34090(d) Pesticide applications,inspections
and sampling,documents.
Photographs 2 P GC§ 34090
Plans,proposed CU+2 2 GC § 34090 Future plans,new sites,expansions or
until superseded.
Policies and Procedures S+2 S+2 GC § 34090 Includes rules and regulations
Schedules,class and CU+2 CU+2 GC§ 34090 Enrollment,liability releases,
events evaluations,attendance,fliers in
personnel file.
Studies CL-2 CL+2 GC § 34090 Future sites,expansions.
Streets and Electrical
1.icclerk�Resolutionsy6576."d 47
Abandonments/ P P GC § 34090
Vacations
Closures P P GC § 34090
Easements,dedications, P P GC§ 34090
rights-of-way
Field books P P GC § 34090
Intersection records C+2 C+2 GC§ 34090 Includes correspondence,volume
counts,accident history.
Landscaping C+2 C+2 GC§ 34090 Plants,tree maintenance,work orders.
Lighting C+2 C+2 GC§ 34090 Maintenance,work orders.
Maintenance/ C+2 C+2 GC§ 34090 Includes work orders, inspection,
Operations repairs,cleaning,reports,complaints,
signals,striping.
Maps P P GC § 34090 Fire hydrants,lighting districts,
wheelchair ramps,storm drains,
streets,sidewalks,utilities.
Master Plans CU-2 P GC § 34090 Copies.
Parking: GC§ 34090
Lots/garages: 2 2
Regulations: S+2 P
Parking meters: 2 2
Permit,parking 2 5 GC § 34090 Residential.
Signage 2 L+2 GC §34090 Log books,index register cards,
inventory lists,records of traffic
signs.
Speed limits S+2 L GC§34090
Traffic count 2 2 GC §34090 Evaluation of traffic volume.
Traffic safety 2 2 GC§34090 Pedestrian safety,bicycle lanes.
Traffic signals 2 L GC § 34090 Logs,drawings,wiring diagrams,
codes,circuit numbers,installation
records,testing and maintenance,
REDEVELOPMENT AGENCY
Bonds 2 P CCP§ 337 Revenue bond documentation.
Loans, P P GC § 34090 Promissory notes,deeds of trust,
detail information.
Programs CL+3 P 24 CFR§ 570. Includes comprehensive Housing
502(b)(3);24 Authority strategy,meeting credit
CFR§ 85.42, certificate,housing bond advisory.in-
and OMB Cir. A- lien housing mitigation,low/moderate
110,No.C housing,rental housing assistance.
1:N.Cc1erk\Reso1ufions\6576,wpd 48
Reports 2 P GC § 34090 Activity,periodic.
Reports,federal and 2 P GC § 34090(a) Grants,community/urban
state development(includes CDBG)
1:'cclerk',Resolutionsl,6576.wpd 49