CC Resolution No. 8930
RESOLUTION NO. 8930
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CUPERTINO ADOPTING A RECORD RETENTION
SCHEDULE FOR CITY COUNCIL, CITY MANAGER,
COMMUNITY DEVELOPMENT, FINANCE, GENERAL
SERVICES, PARKS AND RECREATION AND PUBLIC
WORKS
WHEREAS, the City Council of the City of Cupertino wishes to establish a
program for orderly records management; and
WHEREAS, an essential part of such a program is approval of a retention period
for records; and
WHEREAS, state law sets minimum retention times for public records; and
WHEREAS, the City Clerk has prepared a retention schedule, approved by the
City Attorney, for records for which the City Council, City Manager, Community
Development Department, Finance Department, General Services Division, Parks and
Recreation Department and Public Work Department are the Offices of Primary
Responsibility, and for copies or duplicates of docwnents for all departments; and
WHEREAS, this schedule is in compliance with the laws of the State of California;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Cupertino hereby adopts the City Council, City Manager, Community Development,
Finance, General SeIVices, Parks and Recreation and Public Works Records Retention
Schedules (Exhibit A).
RESOLUTION NO. 8930
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Cupertino on the 19th day of July , 1993, by the folIowing
vote:
V ote Members of the Q!X Council
AY1ES: Dean, Goldman, Koppel, Sorensen, Szabo
NOES: None
ABSENT: None
ABSTAIN: None
ATIEST: APPROVED:
Isl Roberta Wolfe
Deputy City Clerk
I~/ Nick Szaho
Mayor, City of Cupertino
SUlZllested retention schedule based on minimum retention œriods
key: Destroy when no longer required
Completion Plus _ years
Days
Review
Supersedes
Permanent
Elections Code
Government Code
Recycle
Health & Safety Code
OPR - Office of Primary Responsibility
D/R
C+
Dy
R
S
P
EC
GC
RC
H&SC
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"EXHIBIT A"
COUNCIL AND CITY MANAGER RECORDS RETENTION SCHEDULE *
Documents listed in this retention schedule are based on original documents. As noted in the first entry, copies or duplicates of documents for which a
department is not the office of primary responsibility may be destroyed when no longer needed. Final retention periods have been established after
consulting with legal counsel.
Explanation/comments
It is the policy of the City that duplicate and copies
distributed to various departments for infonnational
purposes may be destroyed by the departments
whenever they are no longer required for reference
RETENTION/DISPOSITION
Office Inactive Micro- Total
Area Area Film Retention
DIR - no DIR
Records Destruction
COPIES or DUPLICATES
of documents for which a
department is not the office
of primary responsibility
OPR
City-wide
purposes
GC 34090
GC 34090
P
2
yes
no
3
o
2
2
Departmental and General
Subject Files
Historical
General
CC/CM
includes Public Infonnation Officer
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amended; therefore all legal references should be verified
Caution: Retention requirements are temporal and may change as laws are created or
annually or when records are being prepared for destruction
"
COMMUNITY DEVELOPMENT RECORDS RETENTION SCHEDULE
Documents listed in this retention schedule are based on original documents. As noted in the first entry, copies or duplicates of documents for which a
department is not the office of primal)' responsibility may be destroyed when no longer needed. Final retention periods have been established after
consulting with legal counsel.
RETENTION/DISPOSITION
Office Inactive Micro- Total
OPR Records Destruction Area Area 'ilm J&t! ion Explanation/Comments
City-wide COPIES or DUPLICATES D/R - no D/R It is the policy of the City that duplicate and copies
of documents for which a distributed to various departments for informational
department is not the office purposes may be destroyed by the departments
of primal)' responsibility whenever they are no longer required for reference
purposes
Planning Departmental and General
Subject Files
Historical 2 3 yes P GC 34090
General 2 0 no 2 GC 34090
Planning Housing Rehabilitation 2 2 no 4 HUD Federal Register for Rehabilitation Programs
Progam client tiles
Planning Application Logs P no P Department Policy
Planning Application tiles 2 - GC 34090 and Department Policy
- -
Building Departmental and General
p., Subject Files
...
~; Historical 2 3 yes P GC 34090
>~ General 2 0 no 2 GC 34090
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RETENTION/DISPOSITION
Office Inactive Micro- Total
PR Records estruction Area Area Film Retentiol omments
Building plans .. C+l 0 yes Life of H&SC 19850
Building building
Building Property files P 0 yes P GC 34090
Building Daily Inspection Record 2 0 no 2 GC 34090
*See Civil Code Section 1351 for exceptions
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Caution: Retention requirements are temporal and may change as laws are created or amended; therefore all legal references should be verified
annually or when records are being prepared for destruction
FINANCE RECORDS RETENTION SCHEDULE
Documents listed in this retention schedule are based on original documents. As noted in the first entry, copies or duplicates of documents for which a
department is not the office of primary responsibility may be destroyed when no longer needed. Final retention periods have been established after
consulting with legal counsel.
RETENTION/DISPOSITION
Office Inactive Micro- Total
OPR Records Destruction Area Area Film Retention Exnlanation/Comments
City-wide COPIES or DUPLICATES DIR - no DIR It is the policy of the City that duplicate and copies
of documents for which a distributed to various departments for infonnational
department is not the office purposes may be destroyed by the departments
of primary responsibility whenever they are no longer required for reference
purposes
F Departmental and General
Subject Files
Historical 2 3 yes P GC 34090
General 2 0 no 2 GC 34090
F Microfilm P GC 34090
F Business License 2 0 yes P GC 34090
(applications and payment
receipts)
- F Transient Occupancy Tax 2 0 no 2 GC 34090
-
. . .
><F Accounts Receivable 2 0 no 2 GC 34090
::c ledgers
~F Account Reconciliation 2 0 no 2 GC 34090
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-
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RETENTION/DISPOSITION
Office Inactive Micro- Total
PR Records Destruction Area Area Film Retention ~ omments
F Community Development 2 Fed- no vanes Federal guidelines and Department policy
Block Grant era)
financial records audit
+ 2
yrs.
F Payment Receipts 2 0 no 2 GC 34090
F Fixed Asset Inventory On- no P Department policy
gOing
F Utility Tax 2 0 no 2 GC 34090
F Franchises 2 0 no 2 GC 34090
F Utility billings 2 0 no 2 GC 34090
...
...
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-
-
Caution: Retention requirements are temporal and may change as laws are created or amended; therefore all legal references should be verified
annually or when records are being prepared for destruction
~
RECORDS RETENTION SCHEDULE
are based on original documents. As noted in the first entry, copies or duplicates of documents for which a
responsibility may be destroyed when no longer needed. Final retention periods have been established after
GENERAL SERVICES
Documents listed in this retention schedule
department is not the office of primary
consulting with legal counsel.
Explanation/comments
It is the policy of the City that duplicate and copies
distributed to various departments for infonnational
purposes may be destroyed by the departments
whenever they are no longer required for reference
purposes
RETENTION/DISPOSITION
Office Inactive Micro- Total
Area Area Film Retention
DIR no DIR
Records Destruction
COPIES or DUPLICATES
of documents for which a
department is not the office
of primary responsibility
OPR
City-wide
34090
34090
GC
GC
P
2
yes
no
3
o
2
2
Departmental and General
Subject Files
Historical
General
General Services
34090 and Department policy
34090
GC
GC
5
vanes
no
no
3
o
2
C+2
Risk Management
Claims
34090
GC
2
no
o
2
Animal Services &
Licenses
Department policy
P
yes
o
C+3
Worker Compensation
files
::: General Services
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><
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CCJ
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-
-
General Services
Caution: Retention requirements are temporal and may change as laws are created or amended; therefore all legal references should be verified
annually or when records are being prepared for destruction
RETENTION/DISPOSITION
Office Inactive Micro- Total
PR Record: Area Area Film Retenti, ents
Personnel Applicant records 2 0 no 2 GC 34090 and GC 12946
(non-selected candidates)
Personnel Grievances/Skelleys 5 0 no 5 GC 12946. Must be retained until complaint fully
disposed of and all related appeals or proceedings are
terminated.
Personnel Eligibility lists 2 0 no 2 GC 12946
Personnel Employee tiles C 0 yes P GC 12946
Personnel Equal Employment C+3 0 no 3 GC 12946 and Department policy
Opportunity Complaint
Files
Personnel Meet and Confer 2 0 no 2 GC 34090
Code Enforcement Complaint investigations C+2 3 no vanes
Code Enforcement Abatements C+2 3 no vanes
... Code Enforcement Fingerprint tile
...
> · C Code Enforcement Logs of calls for service 2 0 yes P
::c Code Enforcement Citations 2 3 no 5
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-
-
Caution: Retention requirements are temporal and may change as laws are created or amended; therefore all legal references should be verified
annually or when records are being prepared for destruction
~
PARKS & RECREATION RECORDS RETENTION SCHEDULE
Documents listed in this retention schedule are based on original docwnents. As noted in the first entry, copies or duplicates of docwnents for which a
department is not the office of primary responsibility may be destroyed when no longer needed. Final retention periods have been established after
consulting with legal counsel.
Explanation/comments
It is the policy of the City that duplicate and copies
distributed to various departments for informational
purposes may be destroyed by the departments
whenever they are no longer required for reference
purposes
RETENTION/DISPOSITION
Office Inactive Micro- Total
Area Area Film Retention
D/R no D/R
Records Destructio
COPIES or DUPLICATES
of docwnents for which a
department is not the office
of primary responsibility
OPR
City-wide
yes P GC 34090
no 2 GC 34090
no Audit + 2 Regulations and Department policy
3
o
o
2
2
Final
audit
+2
Departmental and General
Subject Files
Historical
General
State grants
P&R
-P&R
...
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-
-
amended; therefore all legal references should be verified
Caution: Retention requirements are temporal and may change as laws are created or
annually or when records are being prepared for destruction
RETENTION/DISPOSITION
Office Inactive Micro- Total
Ar, Area 'Om ~
ments
GC 3409O(a)
GC 3409O(a)
GC 34090 and policy
P
P
P
yes
yes
yes
o
o
o
2
2
C+2
Vital Records
Street opening
Surveys
UndergrOlmd Utility
Districts
Records
PR
PW
.....
-
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......
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...
...
legal references should be verified
Caution: Retention requirements are temporal and may change as laws are created or amended; therefore all
annually or when records are being prc::PMed for destruction
~
PUBLIC WORKS RECORDS RETENTION SCHEDULE
are based on original documents. As noted in the first entry, copies or duplicates of documents for which a
responsibility may be destroyed when no longer needed. Final retention periods have been established after
Documents listed in this retention schedule
department is not the office of primary
consulting with legal counsel.
Explanation/comments
It is the policy of the City that duplicate and copies
distributed to various departments for informational
may be destroyed by the departments
they are no longer required for reference
purposes
whenever
purposes
RETENTION/DISPOSITION
Office Inactive Micro- Total
Area Area Film Retention
D/R no D/R
Records Destruction
COPIES or DUPLICATES
of documents for which a
department is not the office
of primary responsibility
OPR
City-wide
34090
34090
GC
GC
P
2
yes
no
3
o
2
2
Departmental and General
Subject Files
Historical
General
PW
34090
34090( a)
34090 is 2 yrs.
GC
GC
GC
2
P
5
no
yes
no
o
o
3
2
5
2
Complaint log
Permits
Encroachment
Other
Department policy
rest is
GC 34090(a)
P
no
o
P
Maps
Parcel
....
-
r'Pi PW
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ClCÌpw
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-
-
PW
legal references should be verified
amended; therefore all
Caulion Retention req"lrements are temporal and may change as laws are created or
annually or when records are being prepared for destruction
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