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CC Resolution No. 02-037RESOLUTION NO. 02-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ADOPTING THE LOCAL GOVERNMENT RETENTION GUIDELINES ADMINISTERED BY THE CALIFORNIA STATE ARCHIVES DIVISION OF THE SECRETARY OF STATE'S OFFICE AS THE RECORD RETENTION SCHEDULE FOR THE CITY OF CUPERTINO WHEREAS, on July 19, 1993, the City Council of the City of Cupertino adopted Resolution No. 8930 establishing a record retention schedule for various departments in the city based upon the minimum retention times established by state law at that time; and WHEREAS, in August 1999 the City Clerk's Association of California prepared a document titled "Local Government Records Retention Guidelines" which provided a comprehensive list of all records retention times established by state law; and WHEREAS, Senate Bill 742 (Brulte) went into effect January 1, 2000, and created a new Local Government Records Program, to be administered by the California State Archives for the purpose of establishing guidelines for local government records retention and providing archival support to local agencies in this state. The bill requires the Secretary of State to establish, publish, update, and maintain on a permanent basis guidelines for local government records retention, including monitoring and reviewing changes in state laws and administrative regulations that pertain to said records retention. WHEREAS, the City of Cupertino wishes to update its retention schedule to more accurately reflect the current retention requirements of state law; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino hereby takes the following action: Rescind Resolution No. 8930 Incorporate by reference the Local Government Records Retention Guidelines, and any amendments to it, which is maintained by the California State Archives (Attachment A). PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 4th day of March, 2002, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAiN: Lowenthal, Chang, James, Kwok, Sandoval None None None ATTEST: City Clerk IX)la~or, C~ty of C~pertin~) LOCAL GOVERNMENT RECORDS RETENTION GUIDELINES August 1999 City Clerks' Association of California Prepublication Edition - First Printing LOCAL GOVERNMENT RECORDS RETENTION GUIDELINES August 1999 City Clerks' Association of California Prepublication Edition - First Printing ISBN 0-7562-4097-2 Published by ArchiveBuilders.com Local Government Records Retention Guidelines Sections Section Title Page Sections ......................................................................................... A-1 Preface to the Prepublication Edition .............................................. B-1 Disclaimer ....................................................................................... C-1 Classifications ................................................................................ D-1 Index .............................................................................................. E-1 Legend ........................................................................................... F-1 Citations ......................................................................................... G-1 Administration ................................................................................. 1-1 Development .................................................................................. 2-1 Finance .......................................................................................... 3-1 Public Safety .................................................................................. 4-1 Public Works .................................................................................. 5-1 Transportation ................................................................................ 6-1 California Records Retention Guidelines Prepublicafion Edition Page A - 1 Preface to the Prepublication Edition Mamh 15, 2000 Steve Gilheany Archive Builders SteveGilheany@ArchiveBuilders.com Dear Steve: Thank you for your offer of assistance to the City Clerks Association of California with respect to the Local Government Records Retention Guidelines developed by a Committee of our organization and endorsed by the Secretary of State. As you know the Guidelines were approved by the state legislature as Senate Bill 742 in the 1998-99 Session. The Guidelines will be published by the State Archivist and maintained by a member of their staff as required by SB 742. However, they are not prepared to publish it as a paper document or online until late Spring or early Summer, 2000. It will significantly assist our membership if the Guidelines can be converted to a PDF format Prspublication Edition and made available through the City Clerks Association of California (CCAC) and the League of California Cities (LCC) web sites as soon as possible. Once the PDF format Guidelines are on the Internet at these sites, the Guidelines can be downloaded with a single mouse click and then printed in their entirety with just one more mouse click. The Guidelines are already in use by a number of cities throughout California. When received, I will attach them to an email to the CCAC's webmaster and LCC's webmaster and include your directions as to how to download and print the Guidelines for free, as well as a method to order a printed version at cost. When the State does come online, we will discontinue publication on our web site and point to the stata's page since they will be updating and maintaining the Guidelines. This is your authorization to proceed with the conversion and to maintain the Prepublication Edition of the Guidelines at http://www. ArchiveBuilders.com, available for free downloading and printing or for ordering a printed copy at cost when the instructions appear at the site, for six (6) months subject to availability through the State of California. After six (6) month the Prepublication Edition can only be made available for archival purposes, and then only with a reference to the most current version of the Guidelines. In this way, we can assure that our membership receives and has access to the most recent version. Thank you again for your generous offer of assistance. Sincerely, Mary E. Wirtes, CMC/AAE Chair, CCAC Committee on Records Guidelines President, CCAC Southern Division California Records Retention Guidelines Prepublicafion Edition Page B - 1 Disclaimer Local Government Retention Schedule Guidelines The guidelines as enclosed have been endorsed by resolution of the General Assembly of the League of California Cities, and by the City Clerks Association of California. They represent extensive research as to the minimum legal requirements for the retention of local government records and do not reflect the administrative, operational, financial or historical needs of the jurisdiction. It is strongly recommended that cities consult with legal counsel when formulating their retention schedules so as to best meet their particular needs. The committee's research was as complete as possible and reviewed by many legal officers but may not include every record series pertinent to local government. The guidelines are just that and are fluid, very much subject to additions and updates which will be coordinated through the office of the State Archivist under the Secretary of State. Reference to retention periods, unless otherwise indicated, refers to the current year plus the years shown. For example, Cu + 2 refers to the Current year plus two, or 1998 plus years 1997 and 1996. California Records Retention Guidelines Prepublicafion Edition Page C - 1 CALIFORNIA STATE RECORDS RETENTION CLASSIFICATIONS LOCAL GOVERNMENT AGENCIES August 1999 ~tDMINIS,TRATION Audit Community Services Elections General Subject Grants Human Resources Information Services Legal/Legislative Municipal Clerk Policies & Procedures Public Information Public Financing Authority Risk Management ~OEVEEOPMEN;~ Administration Building Code Enforcement Engineering Environmental Quality Housing Municipal Facilities Planning Property Redevelopment ~PUBLIC SAFET~ Animal Control* Emergency Management Fire Safety Administration Personnel Property Reports Hazardous Materials Health & Welfare Law Enforcement Administration Investigations Patrol Services pUBLIC WORK.~ Parks Sanitation/Solid Waste/ Wastewater Streets/Alleys Utilities Water [FINANCJ~ Accounting Administrative Services Fixed Assets License Payroll Purchasing Reports Treasurer *Anticipate will be addressed by County Officials Administration Airport Ground Transportation Harbor California Records Retention Guidelines Prepublication Edition Page D - 1 CALIFORNIA RECORDS RETENTION GUIDELINES INDEX Abandoned Vehicles Abandonment Abandonmenta/Vacations Accident Reports - City Assets Accounting/Cash Reconciliations Accounts Payable Accounts Receivable AcquieitionlDispoeition Adjustments Administration - General Subject Administration - Public Financing Authority Admlnistratlve/Intamal Affidavit Index Agenda Reports (Master, Subject Files) Agendas Agendas, Board Agreements Air Quality Airport Certification Airport Noise Monitoring and Complaint Alarm Records Annexation Case Files Annual Financial Report -- Apparatus/Vehicle Appeals, Civil Applications - Aircraft Storage Applications - Parking Applications - Slip Rentals Applications - Special Events Applications Applications, Absentee Ballots Applications, Boards, Commissions, Committees Appraisals Acquisifion/Disposition Arrest/Conviction Arficles of Incorporation Asbestos Assessment Districts Assessment Districts Asset Forfeiture - Investigations/Proceedings Case File Asset Forfeiture - Notifications Assisted, Challenged Voters List Audits Auto for Hire Ballots Ballots - Prop. 218 Bank Reconciliations Bank Statements Benchmark Data Benefit Plan Claims Benefit Plan Enrollment, Denied _ Bids & Proposals (Unsuccessful) Development Development Public Works Administration Public Safety Finance Finance Development Finance Administration Administration Public Safety Administration Administration Administration Public Works Transportation Development Transportation Transportation Public Safety Development Administration Public Safety Administration Transportation Transportation Transportation Transportation Finance Administration Administration Development Development Public Safety Administration Development Administration Finance Public Safety Public Safety Administration Finance Transportation Administration Administration Finance Finance Development Administration Administration Development 4 8 3 10 5 1 1 8 2 4 10 5 1 8 8 1 1 5 2 2 5 8 1 2 8 1 1 1 1 t 1 8 8 8 9 8 5 9 t 5 6 1 3 3 1 1 1 3 1 5 5 1 California Records Retention Guidelines Prepublication Edition Page E - 1 INDEX Bids, RFQ's, RFP's Billing Records Billing/Customer Records Biographies Blueprints, Specifications Bond, Personnel Fidelity Bonds - Administration Bonds - SecuHty Bonds - Development Bonds - Account Statements Bonds - Bonds and Coupons Bonds Bonds Bonds, Insurance Books, Fire Code Brochures, publications, newsletter, bulletins Budget adjustments, journal entries Budget Operating (copies) Budget Operating (copies) Budget Budget, Accounting Budget, Adopted Budget, Proposed Business License Calendar Calendar, City California Environmental Quality Act (CEQA) Canvass Capital Improvement Projects Capital Improvements, Construction Cards - Dispatch Cards - Field Interview Case Books, Investigative Case Files - Homicide Investigator's File Case Files - Narcotics (No arrest, Narcotics Cases) Casa Files - Officer Involved Shootings Case Files Case Files, Planning and Zoning Case Log Case Records - (High Profile) Case Records - (Routine) Certificates (Building) Certificates (Planning) Certificates of Election Charter - Amendments/Measures Checks Chemicals/Film Inventories Citations - 11357(e), Juvenile Citations - 11357b H&S, tl 357c H&S, 11360b H&S Violations Citations - California Vehicle Code Infractions (Duplicates) Citations - Cite and Release Citations - Parking/Traffic, Duplicates Citations - Transmittals Claim Files Claims, Damage Finance Finance Public Works Administration Development Administration Finance Development Development Finance Finance Administration Development Administration Public Safety Administration Finance Administration Finance Administration Finance Finance Finance Finance Administration Administration Development Administration Development Development Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Development Development Administration Administration Administration Development Development Administration Administration Finance Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Administration 3 1 6 4 4 5 4 1 4 4 1 6 10 2 t0 1 1 1 1 1 2 2 2 2 10 6 2 5 7 13 13 6 6 6 6 4 7 8 8 8 4 7 2 2 1 14 13 13 13 13 13 13 5 10 California Records Retention Guidelines Prepublicafion Edition2 Page E - 2 INDEX Classifications and Appointments Closures Cods Books Collections/Landfill Community Development Block Grant and Urban Development Community Services - Library Community Services - Plaques Community Services - Sports Organization Congestion Management Connection Records Construction (Approved) Construction Tracking, Daily Contractor Contracts and Agreements - Excl. Capital Improvement Contracts and Agreements - Incl. Capital Improvement Correspondence Correspondence Court - Daily Schedule Court - Sign-In Logs Court - Tracking System Records Crime - Felony Crimes With Or Without Arrests Crime - Misdemeanor/Infractions Crime. Supplemental, Felony Capital Crimes, Crimes Punishable by Death, Life Imprisonment Deeds & Promissory Notes Deferred Compensation Department Manual Deposits, Receipts Destruction - Guns Destruction - Narcotics Development (includes CDBG) Development Agreements Development Conditions Development Standards Disposition of Arreat/Court Action Drawings, Project Plan Drawings, Traffic Control Plan Easements, Dedications, Rights-of-Way Employee Handbook Employee Programs Employee Rights Employee Time Sheets Environmental Review Equipment - Communication Equipment - Inventory Equipment - Inventory/Sign-out Cards- Photo Lab Equipment o Operations Files - Photo Lab Equipment - Radio Logs (Communication) Evidence, Disposition Forms Exposure - Personnel Facilities (Sanitation/Solid Waats/Waatewater) Facilities (Utilities} Facility Rentals/Use Fair Political Practices - Administration, Statements Fair Political Practices - Campaign disclosure, elected Administration Public Works Development Public Works Administration Administration Administration Administration Development Public Works Development Development Development Administration Administration Administration Development Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Development Finance Public Safety Finance Public Safety Public Safety Development Development Development Development Public Safety Development Development Public Works Administration Administration Administration Finance Development Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Works Public Works Development Adminiatratlon Administration 4 3 1 2 4 1 1 6 6 4 5 1 8 8 4 1 6 6 6 9 10 10 8 3 5 1 10 10 2 1 1 1 10 1 5 3 5 5 5 2 6 5 5 14 14 13 6 2 2 6 7 2 2 California Records Retention Guidelines Prepublication Edition3 Page E - 3 INDEX Fair Political Practices - Campaign disclosure, not elected Fair Political Practices - Campaign disclosure, unsuccessful Fair Political Practices - Candidate Statements Fair Political Practices - History Fair Political Practices - Statement of Economic Interest, Elected Fair Political Practices - Statement of Economic Interest, not elected False Alarm (Duplicate) Federal and State Field Books Field, Non-firs and Logs Financial, Annual Financial Records - Grants Financial Records, Public Financial Authority Fingerprint - Applicants Files Fingerprint - Inked/Palm Cards Fingerprint - Records Latants Fingerprint - Suspect, AdultJJuvanile Fire, Non-arson and Logs Flood Control - Drainage Facilities Flood Control - Flood Zones Flood Control - Insurance Programs Flood Control - Polices/Procedures Flood Control - Reports/Studies Flood Control Flood Records Franchises Fueling Gas & Electric Rates General Administrative General Orders General Orders, Policies/Procedures General Plan Amendments - Approved General Plan Amendments - Denied General Plan and Elements General Subject Files Goals & Objectives Grants - Parks (refer to Admin.) Grants - StreetJAIleys (see Admin.) Grants - Water (see Admin.) Grants, Community/Urban Development (includes CDBG) Grievance Files Guns, Dealers Record of Sale Hazardous Waste Disposal Hazardous Waste Disposal Hearing or Review Historic Preservation Inventory History, Sanitation Hourly Employees Immigrant Incident Files Incident Reports Incident Incineration Plants, Sludge Incinerator Operations, Treatment Plant Administration Administration Administration Administration Administration Administration Public Safety Administration Public Works Public Safety Finance Administration Administration Public Safety Public Safety Public Safety Public Safety Public Safety Public Works Public Works Public Works Public Works Public Works Development Development Development Transportation Public Works Administration Public Safety Public Safety Development Development Development Development Administration Public Works Public Works Public Works Development Public Safety Public Safety Public Safety Transportation Administration Development Public Works Administration Administration Development Administration Public Safety Public Works Public Works 10 4 3 3 3 4 10 6 6 7 7 3 6 6 6 6 6 5 7 1 1 6 10 13 2 7 7 7 1 4 1 3 7 2 14 7 4 1 1 2 2 5 5 2 10 2 2 2 Califomia Records Retention Guidelines Prepublication Edition4 Page E - 4 INDEX Index, Attorney Case Informant Files Inspection Inspection, Runway Inspection, Safety Self Inspections, Fire Prevention Insurance, ACCEL JT Powers Agreement Insurance, Certificates Insurance, Liability/Property Insurance, Workers Compensation Intarnet, World Wide Web Interpretations Intersection Records Inventory Inventory, Equipment Parts & Supplies Inventory, Equipment & Supplies Inventory, Equipment - Parks Inventory, Equipment - Water Inventory, Information Systems Inventory, Records Inventory, Traffic Control Device Inventory, Vehicle Ownership and Title Investigations - Background Investigations - Background Hired Investigations - Notifications Investigations, Evidence Arson - Administration Investigations, Evidence Arson - Reports Investment Transactions Invoices Jail - Daily Logs Jail - Inmate Record Jail - Inspection Files Jail - Surveys Journals - Utility Billing Journals, Fire Station Labor Distribution Land Uses, non-conforming Landscape - Parks Landscaping - Strseta/Alleys Ledger, General - Voucher Legal Advertising Licenses - Bicycle Licenses - Bingo, Mace Licenses - Business License Review Board Administrative Files Licenses - Duplicate (Pink), Secondhand Dealer. Pawn Brokers Licenses, Permits Liens & Releases - Recorded Liens & Releases - Supporting Lighting Lobbyist Registration Locations Logs Logs - Administration Administration Public Safety Development Transportation Transportation Public Safety Administration Administration Administration Administration Administration Development Public Works Finance Transportation Public Safety Public Works Public Works Administration Administration Public Works Transportation Public Safety Public Safety Public Safety Public Safety Public Safety Finance Finance Public Safety Public Safety Public Safety Public Safety Finance Public Safety Finance Development Public Works Public Works Finance Administration Public Safety Public Safety Public Safety Public Safety Transportation Development Development Public Works Administration Public Works Development Development 8 7 4 2 2 2 11 1t 11 11 7 7 3 2 1 2& 5 1 7 7 9 3 1 15 15 6 2 3 3 1 7 7 7 7 1 2 3 2 1 3 t 9 7 7 7 t 4 4 3 3 7 5 2 Califomia Records Retention Guidelines Prepublication Edition5 Page E - 5 INDEX Logs - Auto Theft Logs - Case Assignment Logs - Code Enforcement Logs - Daily, Activity Logs - Daily, Officer Logs - Daily, Report Summary Logs - Investigative (Pre-Arrest) Logs - Juvenile Detention Logs - Property Control Logs - Rap Sheet Logs - Subpoena Logs, Attorney Service Request Logs, Fire Equipment/Gear Lot Split Cases Maintenance and Operations Maintenance and Operations - Municipal Facilities Maintenance and Operations - Parks Maintenance and Operations - Sanitation/Solid Wasts/Wastswstsr Maintenance and Operations - Service Maintenance and Operations - Strests/Alleys Maintenance and Operations - Well & Pumping Maintenance, FAA Management Reports Maps & Plats Maps - Parks Maps - Streets/Alleys Maps - Water Maps, City Boundary Maps, Plans, Drawings, Exhibits, Photos Maps, Precincts/Voter Information Maps, Septic Tank Master Plans - Strasts/Alleys Master Plans - Water Master Plans, Annual Media Relations Medical Leave Medical - Personnel Meter Operations Meter Reading Minutes Minutes, Board Motor Vehicle Pulls (DMV) Municipal Code Mutual Aid, Strategic Plans Negotiation Network Information Systems (LAN/WAN) Nomination Papers Non-Criminal Occurrences Non-Safety Employees Notices, Meeting Notifications and Publications Oaths of Office Opinions Ordinances Parades & Special Events File Public Safety Public Safety Development Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Administration Public Safety Development Transportation Development Public Works Public Works Public Works Public Works Public Works Transportation Administration Development Public Works Public Works Public Works Development Development Administration Public Works Public Works Public Works Development Administration Administration Public Safety Public Works Finance Administration Public Works Administration Administration Public Safety Administration Administration Administration Public Safety Administration Administration Administration Administration Administration Administration Public Safety 8 8 5 8 8 8 8 8 8 8 8 9 2 8 1 7 1 2 7 3 2 10 2 1 4 7 8 3 2 3 7 2 10 5 2 7 3 9 1 6 9 1 6 7 3 10 6 9 3 3 9 9 15 California Records Retention Guidelines Prepublication Edition6 Page E - 6 INDEX Parking - Lots Parking - Regulations Patrol Requests (Correspondence) Pawn Slips/Tickets Permits - Alcoholic Beverage Control License Permits - Concealed Weapons Permits - National Pollutant Discharge Elimination System (NPDES) Permits - Others Permits Permits Permits, Permits Permits Permits Permits Permits Permits Permits Permits Permits Construction Encroachment Hazardous Materials Storage Improvement Other Oversize Load Parking Paving Uniform Fire Code Use (Temporary) PERS Employee Deduction Reports PERS, Social Security, SSI Personnel Records (copies) Pest Control Petitions - Elections Petitions - legal/Legislative Photographs - Daily Report (Negatives) Photographs - Inmates (Negatives) Photographs - Negative Log Photographs - Negatives, Misc. Photographs - Personnel Photographs Photographs - Parks Photographs - Streets/Alleys Photographs, Negatives, Film Plans, Capital Improvement, Projects Plans, Proposed Policies & Procedures, Departmental Policies and Procedures - Naming and numbering Policies and Procedures - Speed Limits Policies and Procedures- Perks Policies and Procedures - Water Policy, Council/Proclamations Precinct Records Press Releases Press, Video Programs (Community Relations) Program Files and Directories Programs - Federal Aid Urban Programs - Traffic Safety Programs Programs, Household Hazardous Waste Projects, Not Completed or Denied Promotional Marketing -Etsmal, Internal Property Files Property Original Public Works Public Works Public Safety Public Safety Public Safety Public Safety Public Works Public Works Development Public Works Development Public Works Public Safety Public Works Development Public Works Public Works Public Works Public Safety Public Works Finance Administration Administration Development Administration Administration Public Safety Public Safety Public Safety Public Safety Public Safety Development Public Works Public Works Administration Public Works Public Works Administration Public Works Public Works Public Works Public Works Administration Administration Publio Safety Public Safety Administration Public Works Public Works Development Public Safety Development Administration Public Safety Public Safsty 4 4 13 8 15 15 7 7 4 4 2 4 4 4 2 4 4 4 2 4 2 6 6 6 3 9 8 8 15 15 15 2 1 4 11 4 1 4 4 4 1 7 10 3 15 15 8 5 5 6 4 3 4 15 10 California Records Retention Guidelines Prepublication Edition7 Page E - 7 INDEX Property, Pawn Broker/Secondhand Public Records Request Radar Calibration Records Railroad Right-of-way Range Inventory Rates - Sanitation/Solid Waste/Wastswater Rates - Water Reclamation Records Management Disposition Certification Records Management Records Retention Recruitment Recycling Programs Redevelopment Register Registers, Transient Vessel Reservation Registration Files, Arson, Sex and Narcotics Regulations Regulations Relocation Files Report, Accident (Copies) Reports - Accident and Incident (Aircraft) Reports - Accident Reports - Accident Reports - Activity Reports - Airport Operational (Administrative) Reports - Airport Operational (Regulatory) Reports - Audit Reports - Bridges & Overpasses Reports - Chemical Emissions Reports - Conservation Reports - Consumption Reports - Corrosion Control Reports - Dealer of Gun Sales, Duplicate Reports - Departmental Reports - Discharge Monitoring Reports - Drinking Water Corrections Reports - Federal and State Tax Reports - Human Resources Reports - Hydrograph Reports Reports Reports Reports Reports Reports Reports Reports Reports Reports Reports Reports Reports Reports Reports Reports inspection Lead Service Line NOTAM (Notice to Airmen) NOTAM (Notice to Airmen) Others Public Education Quality Parameters Sanitary Surveys Source Water Staff State Certification Studies (Sanitation/Solid Waste/VVastewater) Studies Studies Survey Response Files Tonnage Public Safety Administration Public Safety Public Works Public Safety Public Works Public Works Public Works Administration Administration Administration Administration Public Works Development Finance Transportation Public Safety Development Public Works Development Transportation Transportation Public Safety Public Works Public Safety Transportation Transportation Administration Public Works Public Safety Public Works Public Works Public Works Public Safety Administration Public Works Public Works Finance Administration Public Works Public Works Public Works Finance Transportation Public Works Public Works Public Works Public Works Public Works Administration Public Works Public Works Public Works Public Works Public Safety Public Works 15 9 13 1 f0 2 7 8 10 10 9 6 2 6 2 3 9 5 2 2 2 13 1 5 3 2 1 5 5 7 7 8 15 4 8 8 3 6 8 5 8 3 3 1 8 8 8 8 4 8 3 5 5 3 California Records Retention Guidelines Prepublication Edition8 Page E - 8 INDEX Reports - Traff~c Collision Fatalities Reports - Traffic Count Reports - Variances, Water System Reports - Vehicle Accident Reports - Well Level Reports Reports Reports, Federal and State - Code Enforcement Reports/Studiee Requisitions - Purchase Orders Requisitions - Stores Research Project Files Resolutions Resolutions, Board Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Legal Stipulations, Orders After Hearing Revlewe, Internal/Extsrnal Periodic Risk Management Reports Roster of Voters Rosters (Divisional) Routes, School Bus & Truck Safety Employees Salary Records Schedules - Dally Schedules - Municipal Clark Schedules - Watch AssignmentJTimekeeping Records Schedules, Class & Events Sealed - Adult Found Factually Innocent Sealed - Juvenile Seismic Retrofit Program Signage Signs (Temporary) Slip Rental Index Slip Rental Permits Slip Rental Waiting List Soil Soil Reports Sources Speaker Requests Special Districts Special Projects State Controller Statistical (Crime Analysis) Statistical (UCR), Uniform Crime Reports Street Names and House Numbers StrsstJAIley (AbandonmentJ Vacation) Studies, Special Projects & Areas Subpoenas (Duplicate) Support Services Surplus Property - Auction Surplus Property - Disposal Surveyor Field Notes Surveys Surveys and Studies Surveys, Water System Sanitary Public Safety Public Works Public Works Public Works Public Works Development Public Safety Development Public Works Finance Finance Public Safety Administration Public Works Public Safety Administration Administration Administration Public Safety Public Works Administration Finance Public Safety Administration Public Safety Public Works Public Safety Public Safety Development Public Works Development Transportation Transportation Transportation Development Development Public Works Public Safety Development Administration Finance Public Safety Public Safety Development Development Development Public Safety Administration Finance Finance Public Works Development Administration Public Works 14 5 9 5 8 3 11 5 4 3 3 11 9 1 15 1 11 3 16 5 6 2 16 9 16 1 12 12 3 5 4 3 3 3 6 6 9 t6 5 4 3 11 11 3 5 3 12 4 2 2 8 3 7 9 California Records Retention Guidelines Prepublicafion Edition9 Page E - 9 INDEX Tapes - Audio, Telephone and Radio Communications Tapes - Audio, Video Tapes - Surveillance/Security Video (Jail) Tapes information Systems Taxes Receivable Tests - Bacteriological Analysis Tests - Chemical Analysis Tests - Quality Tests, Densltometer Results (Photo Lab) Traffic Signals Traffic Signals Training - Bulletins Training - Event Files Training - Lesson Plans, Range Training Materials Training - Personnel Training - Personnel (by name) Training - Schedules, Range Training Records - Non-Safety Training Records - Personnel (by name) Training Records - Safety Travel Records Underground Underground Storage Tank - Maintenance and Operations Underground Storage Tank - Compliance Uniform Vouchers (by name) Unsuccessful Grants Use of Force Supervisory Review Files Utility Rebates Valve Main Records Vehicle Assignment Vehicle Ownership & Title Vehicle - Assignment Reports Vehicle - Down Reports Vehicle Mileage Reimbursement Rates Vehicle - Repossession/Private Impounds Vehicle - Service Schedules Vendor Register Vests, Bulletproof Letters Violations, Drinking Water Violations, Building, Property & Zoning Volunteer Card Files Voter Affidavits Voter Registration Signature Copy Warrant Register Warrants - Felony Warrants - Misdemeanor Criminal Warrants - Parking Warrants - Sewed Warrants - Traffic Warrants - Unserved (Local} Weapons, Database Weed Abatement Weigh Scales Workers Compensation Public Safety Administration Public Safety Administration Finance Public Works Public Works Public Works Public Safety Development Public Works Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Administration Administration Administration Administration Public Works Public Safety Public Safety Public Safety Administration Public Safety Finance Public Works Transportation Finance Public Safety Public Safety Administration Public Safety Public Safety Finance Public Safety Public Works Development Public Safety Administration Administration Finance Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Safety Public Works Administration 12 9 12 7 1 9 9 9 16 5 5 16 16 16 4 2 16 16 7 7 7 4 6 4 4 14 5 12 3 9 2 2 14 14 7 14 14 3 14 9 5 t6 3 3 1 12 12 14 13 14 13 14 3 $ 11 Califomia Records Retention Guidelines Prepublicafion Edifionl0 Page E - 10 LEGEND Records Retention AC- - Active AD -- Adoption AU -- Audit CL -- Closed/Completion CU = Current Year D.O.B. = Date of Birth E -- Election L -- Life P = Permanent S = Supersede T = Termination California Records Retention Guidelines Prepublication Edition Page F - 1 CITATIONS B&P - Business and Professions CAC - California Administrative Code CCP - Code of Civil Procedure CCR- Code of California Regulations CEQA- California Environmental Quality Act CFR - Code of Federal Regulations EC - Election Code FMLA- Family & Medical Leave Act, 1993 GC - Government Code H&S - Health & Safety HUD - Housing and Urban Development OSHA- Occupational Safety & Health Act PC - Penal Code POST- Police Officers Standards Training UFC - Uniform Fire Code USC - United States Code WlC - Welfare & Institutions Code Califomia Records Retention Guidelines Prepublication Edition Page G - 1 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association IRecord Serlel Descriptor AUDIT Annual Financial Report CL + 2 GC34090 Independent auditor analysis 3onds CL + 10 GC34090; Final bond docume.[a[;on CCP 337.5 Budget p GC34090 Annual operating budget approved by Legislative'Body Budget Operating S GC34090 Departmental Reference Hearing or Review AU + 2 GC34090; Documentation created and or received in OMB A-128 connection with an audit hearing or review Reports AU + 4 GC34090; internal and/or external OMB A-t28 Reviews, CU GC34090; Daily, weekly, monthly, quarterly or other Internal/External GC6250 summary, review, evaluation, log, list, Periodic statistics, except a report COMMUNITY SERVICES Libraries CU + 2 GC 34090 Books, art, gifts, donations, exhibits, theatre, music, special events, etc. Plaques p distoric value Sports Organization S + 2 ELECTIONS Affidavit index CL + 5 EC 17001 Applications, Absentee E + .5 EC 17505; From date of election Ballots and Envelopos EC 17302 Assisted, Challenged E + .5 EC 17304 From date of election Voters List Ballots E + .5 EC 17302 From date of election; ballots submitted to precincts/City Clerk that were not used - unless contested (EC 17302(c)) retention by court order Ballots p California Property related fees (Assessment Ballot Prop. 218 (Assessment Constitution proceeding) Districts) Art. Xlll California Records Retention Guidelines Prepublicaflon Edition Page I - 1 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Calendar E + 2 GC 34090 Canvass P GC 22932; Notifications and Publication of Election; EC 17130; Records used to compile final election EC 2653 results, Including tally sheets, voting machine tabulation, detailed breakdown of results; special election results Certificates of Election T + 4 GC 81009(a) Certificates of election; Original reports (d) and statements Charter P GC34458. Chapter designations by Secretary of Amendments/ 60; State following adoption of voters Measures GC34090 Fair Political Practices Administration/ CU + 5 FPPC Opinions Campaign Statements and Conflict of Interest Campaign P GC81009(b) FPPC Filings disclosure, Elected (9) Campaign E + 5 GC81009(b) FPPC Filings disclosure, Not Elected Campaign E + 7 GC81009 FPPC Filings disclosure - Unsuccessful (all other committees) Candidate E + 4 Sample ballot retained permanently. Statements History P GC 34090 History of elections, sample ballots, certificates of destruction, other resolutions re: elections Statement of T + 7 GC 81009(e) FPPC Filings economic Interest - Elected Officials California Records Retention Guidelines Prepublication Edition Page I - 2 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Statement of E + 5 GC 81009(b) FPPC Filings economic Interest - Not Elected Lobbyist Registration P EC 81009(b) Statements Maps, Precincts/Voter E + 2 GC 34090; Information EC 17501; EC 17301 Nomination Papers Successful E + 4 EC 17100 Unsuccessful E + 2 GC 81009(b) Notifications and E + 2 GC 34090 Proof of publication or posting, certification Publications and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election Oaths of Office T + 6 GC34090; Elected Officials 29 USC 1113 Petitions .75 EC 17200, From date of filing or election; Initiative, 17400; GC referendum, recall, Charter Amendments 7253.5; EC 14700 + GC 3756:8 Precinct Records E + .5 EC 17503 From date of election: Precinct 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 Roster (Of Voters) E + 5 EC 17300 From date of election; Initiative, referendum recall, general municipal election, Charter Amendments Voter Affidavits CL + 5 EC 17000 Voter Registration CU + 5 EC 17000 Fire, special or school district Signature Copy California Records Retention Guidelines Prepublication Edition Page 1 - 3 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association GENERAL SUBJECT Administration P GC 34090 Biographies CU + 2 GC34090 Classifications and P GC 34990; Includes supplemental Personnel Appointments GC 12946; records. Wage rate tables 2 years. 29 CFR 516.6(2); 29 CFR 1692.4 Correspondence/ CU + 2 GC34090(d) If not attached to agreement or project file Originating Department Goals & ObJectives CU + 2 GC34090 Departmental goals & ob.iectives Policies & Procedures, S + 5 GC34090(d) Retain while current Departmental Promotional Marketing External CU + 7 Intemal 2 Reports Departmental CU + 2 GC34990 Special/or final summary, review or evaluation Staff CU + 2 GC34090 Non-agenda related, includes supporting documentation Special Projects CU + 2 GC34090 Support Services CU + 2 GC34099 Reproduction; printing; postal/mailing services, other internal resources Travel Records CU + 2 GC34090 GRANTS Community T + 4 GC34090; Applications, reports, contracts, Development Block 24 CFR supporting documents; *OMB Cir. A-102, Grant and Urban 570.502 A-110, A-128 Development 24 CFR85.42' Federal and State CL + 6 GC34090 Refer to grant application close-out procedure Financial Records CL + 5 GC34090 Refer to grant application close-out procedure California Records Retention Guidelines Prepublication Edition Page 1 - 4 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Descriptor Unsuccessful CL + 2 GC34090 Applications not entitled HUMAN RESOURCES Benefit Plan Claims P GC6250 et May include dental, disability, education, seq; health, life and vision including OMB A-129 dependent care and Employee Assistance 29 CFR *29 CFR 1637.3; 29 USC 1027; 29 CFR 1602.30; 32; 1627.3; 29 USC 1113 Lab Rel Sec 1174' Benefit Plan CL + 4 GC34090; Enrollment, Denied OMB A-128 Bond, Personnel T + 2 GC34090 Employee Fidelity Bonds i Fidelity ' Employee Handbook S + 2 GC 34090 General employee information including benefit plans Employee Programs CL + 2 GC 34090; Includes EAP and Recognitions GC 12946 Employee Rights GC12946; May include Arbitration, grievances, General Employees T + 2 29 CFR union requests, sexual harassment and Safety (Police) T + 5 1602; 29 Civil Rights, complaints, disciplinary USC 211 actions (e); 203(m); 207(9) Hourly Employees T + 6 GC12946; *29 CFR 1627.3, Labor Relations Section GC34099' 1174 Immigrant Immigration I-9's Reform/Con- trol Act t986 Pub. L 99-603 Medical Leave CL + 30 FMLA 1993 May include Family leave; certifications; US OSHA; tests; W-4's; 29 CFR; *29 CFR 1602.30.32; 49 CFR 193-9; 1910.20* California Records Retention Guidelines Prepublication Edition Page 1 - 5 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association MotorVehicle Pulls (DMV) CL + 7 GC12946, * *CA 91009; 8 USC 1324 (a) Negotiation P 29 USC Notes, notebooks, correspondence, Sections contracts, and Memorandums of Agreements 211(c), 203(m}, Non-Safety Employees T + 3 Reference: Non-safety employees may include: Release 29 CFR Authorizations; Certifications; 1627.3; CCR Reassignments; outside employment; Sec 1174; 29 commendations disciplinary actions; CFR terminations; Oaths of Office; evaluations- 1602.30.32; pre-employee medicals; fingerprints; GC6250 et identification cards (ID=s) '1607.4; 29 CFR seq; 29 CFR; 655.202; 29 CFR 516.6 et seq; 45 CFR GC 12946, 1068.6(a) 34090* Personnel Records CU + 2 GC34090; Attendance; evaluations; drafts; worksheets; (copies) GC6250 postings PERS, Social Security, P 29 CFR EEOC/ADEA SSI 1627.3(2); GC 12946, 34090 Recruitment CL + 3 Reference: Applications, resumes, alternate lists/logs, GC12946; indices; ethnicity disclosures; examination GC6250 et materials; examination answer sheets, job seq; bulletins; eligibility; electronic database 29 CFR 1602 et seq 29 CFR 1607; 29CFR 1627.3 Reports CU + 2 GC34090 Employee statistics, benefit activity; liability loss Safety Employees T + 5 Reference: Police, tire, emergency employees may 29 CFR 16273; Include; Release Authorizations; CCR Sec Certifications Reassignments; outside 1 t74; employment; commendations disciplinary 29 CFR actions; terminations; Oaths of Office; 1607.4; * evaluations-pre employee medlcals *29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR 516.6 et sec~; 45 CFR 106S.61a) California Records Retention Guidelines Prepublication Edition Page 1 - 6 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Descriptor Surveys and Studies CU + 2 GC 12946, Includes classification, wage rates 3409O; 29 CFR 516.6(2); 29 CFR 1602.14 Training Records CU + 7 GC6250 et Employee applications, volunteer Non-Safety seq program training, class training materials, internships; Personnel (by name) T + 7 GC34090 Paperwork documenting officers= internal and external trainin~l Safety CU + 2 GC34090 Certifications/designations Vehicle Mileage S + 2 GC 34090 Annual mileage reimbursement rates Reimbursement Rates INFORMATION SERVICES Internet, World Wide S + 2 GC34090 Management/Policies and supporting Web documentation Inventory, Information S + 2 GC34090 Hardware/Software Inventory logs; Systems systems manuals Network Information CU + 4 GC34090; Configuration maps and plans Systems (LAN/VVAN) CCP 337.2; 343 Program Files and CU + 2 GC34090; Annual backup Directories CU + (2 GC34090.7 Daily backup mos.) CU + 1 Monthly backup CU + .5 Weekly backup Tapes information CU + 2 GC34090 System Generation Systems California Records Retention Guidelines Prepublicafion Edition Page 1 - 7 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Record Series Title~. ~ Retention[: ~Cltation ~:.; : ~:~ Descriptor LEGAL/LEGISLATIVE Agendas CU + 2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for Council, Boards and Commissions Agenda Reports (Master, CU + 2 GC34090 (d) Documentation received, created and/or Subject Files) submitted to Council Appeals, Civil CU + 3 CCP 583.320(a)(3); GC 34090 Applications, Boards, CL + 2 GC34090 Not selected Commissions, Committees Applications, Boards, T + 5 GC34090; Selected Commissions, GC40801 Committees Articles of Incorporation P GC34090; CCP 337.2 Case Log CL + 7 CCP 337.2; From Close of cases listed; Chronological 343 listing of cases Case Records - (High P GC6254 Significant cases which have importance/or Profile) set legal precedence. Includes logs, complaints, police reports, court orders, motions, notes, briefs Case Records CO + 7 42 USC Includes logs, complaints, police reports, s1983 court orders, motions, notes, briefs, closing statements (unless minors. 3 years after attaining 18) Contracts and T + 5 CCP 337.2, Includes leases, equipment, services or Agreements 343; supplies Excl. Capital B&P7042.5;* *PU7685; 48 CFR:2; GC53066 Improvement Incl. Capital P 2.08.110;* Construction Improvement *GC37090a; 4004; H&S 19850 Index, Attorney Case L GC6254 Including notations on activities related to case California Records Retention Guidelines Prepublication Edition Page 1 - 8 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Legal Advertising CU + 4 CCP 343, 349 Includes public notices, legal publications et seq.; GC 9tl.2; GC 34090 Logs, Attorney Service CU + 2 GC34090 Service request, summaries of monthly Request requests Minutes p GC34090(d); Official minutes and hearing proceedings of GC36814; governing body or board, commission or GC40801 committee Notices, Meeting CU + 2 GC 34090.7, Special meetings 54960.1 (c)(1) Opinions S + 2 GC34090; Confidential GC6254 Ordinances P GC34090(d)4 Charter amendments; municipalcode 0806 Petitions CU + 1 GC50115; Submitted to legislative bodies GC6253 Resolutions p GC34090(d) Legislative actions 40801 Tapes, Audio/Video CU + 3 GC 34090.7 When used for minute preparation and may mos. have historical value. MUNICIPAL CLERK A~=~ment Districts P GC 34090 Original documentation Inventory, Records CU + 2 GC34090; 80 Inventory of non-current or inactive records OPS Atty. holdings and location, indices. Tapes may be Gen. t06 recycled. Municipal Code P GC 34090 Supplements included puhUn g~-nrrl; Ren,,--t CL + 2 GC 34090 Records Management CL + 2 GC34090 Document includes retrieval, transfers - inactive Records Management p GC34090 Documentation of final disposition or records Disposition Certification Records Retention S + 4 CCP 343 Schedules California Records Retention Guidelines Prepublication Edition Page 1 o 9 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association POLICIES/ PROCEDURES General Administrative S + 2 GC34090; All city policies and procedures 40801 Policy, Council/ S + 2 GC34090 Policies, directives rendered by Council Proclamations not assigned a resolution or ordinance number PUBLIC FINANCING AURTHORITY Administration P GC 34090 Financial Records P GC 34090, 40802, 53901 Management Reports 2 GC 34090 PUBLIC INFORMATION Brochures, S + 2 GC 34090 publications, newsletter, bulletins Calendar, City CU + 2 GC 34090 Media Relations CU + 2 GC 34090 Includes cable, newspaper, radio, message boards, presentations. RISK MANAGEMENT Accident Reports - City CL + 7 29 CFR Reports and related records Assets 1904.2; 29;* * CFR 1904.6 Bonds, Insurance P CCP 337.2; Bonds and insurance policies insuring 343 city property and other assets Claims, Damage CL + 5 GC34090; Paid/Denied GC25105.5 Incident Reports CL + 7 29 CFR Theft, arson, vandalism, property damage 1904.2; 29 or similar occurrence (excluding fire/law CFR 1904.6 enforcementI California Records Retention Guidelines prepublication Edition Page 1 - 10 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Insurance, ACCEL JT p GC34090 (Authority California Cities Excess Powers Agreement Liability Insurance) B Accreditation/ MOU=sla9reementJagendas Insurance, Certificates P GC34090 Insurance certificates filed separptely from contracts, includes insurance filed by licensees Insurance, p GC34090 May include liability, property, Certificates Liability/Property of Participation, deferred, use of facilities Insurance, Workers P GC6410; Indemnity; PERS - working flies - Compensation 29 CFR originals with Administrator 1910.20 Photographs, CL + 2 GC34090 Ne~latives, Film Risk Management CL + 5 OMB 1220- Federal OSHA Forms; Loss Analysis Reports 0029; 29 Report; Safety Reports; Actuarial Studies CFR1994.4; GC 34090 Workers P CCR 14311; Claim Files, Reports, Incidents Compensation 15400.2; CA (working files) originals filed with Labor Code Administrator 110-139.6 California Records Retention Guidelines Prepublication Edition Page I - 11 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association ADMINISTRATION Benchmark Data CU + 2 GC34090d Horizontal, vertical & control Bids & Proposals CL + 2 GC34090d (Unsuccessful) Bonds CL + 10 CCP 337.5 Housing; Industrial Development Development Security CL + 2 GC34090 Documentation created and or received in connection with the performance of work/services for the city, or for parcel maps and subdivision work Code Books P GC34090e National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements Contractor CU + 2 GC34090d Current listing Correspondence CU + 2 GC34090d Working documentation Development L GC34090 Mitigation measures; filed with case files Conditions Development P CCP337, Infrastructure contracts, franchises. Agreements 337.1(a), Original maintained for 7 years. 337.15; GC34090;4 8 CFR 4.703 Development P GC34090a Landscape mediums, parkway Standards landscape development, public works construction Drawings, Project Plan CU + 2 GC34090d Does not include those usually filed with case or project Franchises P GC65864, Including subdivision agreements, 65869.5, contracts for sale or purchase of 34090* property, cable, grant of easements and/pr involving construction of Improvements *CCP 337.2, 343; AC16023 General Subject Files CU + 2 GC34090d Internal working files including correspondence Califomia Records Retention Guidelines Prepublicafion Edition Page 2 - 1 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association Descriptor I Grants, CL + 4 24CFR Project files, contracts, proposals, Community/Urban 570.502(b) statements, reports, sub-recipient Development (includes (3); 241CFR dockets, Environmental review, grant CDBG) 85.42 & documents, applications, Inventory, OMB Cir. A- consolidated plan, etc. Includes Section 110, Attach. 108 loan guarantee *OMB Cir. A-102 & C; * 128, HUD regulations Historic Preservation 2 GC34090d Historic structures & landmarks Inventory Incident Files 2 GC34090d Emergency Call Outs Land Uses, P GC34090a Building or site usage which does not nonconforming conform to current standards Logs CU + 5 Logs, registers or similar records listing permits, certificates of occupancy issued; may include inspection, building activity, daily, plan check, utility Maps & Plats P GC34090a Engineering & field notes and profiles; cross-section of roads, streets, right-of- way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. Master Plans, Annual S + 2 GC34090 Special or long range program plan for municipalities - coordination of services; strategic planning Permits, Construction P GC34090a; Plans, building, signs, grading, H&S19850; encroachment, including blueprints and 4003; 4004 specifications Permits, Other CL + 2 GC34090d Alterations, encroachment, excavations, road, street sidewalks & curb alterations transportation, swimming pool drainage, temporary uses, etc. Photographs S + 2 GC34090d Aerial photo~lraphs California Records Retention Guidelines Prepublication Edition Page 2 - 2 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association Projects, Not CL + 2 GC34090d Building, engineering, planning Completed or Denied Reports CU + 2 GC34090 Activity, periodic Seismic Retrofit P GC34090a Includes Certificates of Compliance Program Street Names and P GC34090a Street dedications, closings, address House Numbers assignment/changes Studies, Special CL + 2 GC34090d Engineering, joint powers, noise, Projects & Areas transportation Surveys P GC34090a Recording data and maps California Records Retention Guidelines Prepublication Edition Page 2 - 3 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association BUILDING Blueprints, CL + 2 GC34090d Submitted by contractors with application for permit and builds for Specifications Certificate of Occupancy Certificates L GC34890a Compliance, elevation, occupancy which affect real property Construction P GC34098a; New commercial and residential (Approved) 4003; 4004; construction, tenant improvements room H&S 19850, additions, spa, signs, block wall, 19853 remodel including security bonds inspection CL + 2 GC34090d Correspondence, fees, appeal requests, reports =ermits P GC34989a; Plans, building, signs, grading, H&S 19850; encroachment permits 4003;4004 Signs (Temporary) S + 2 GC34090d Home occupations, off-premise signs CODE ENFORCEMENT Abandoned Vehicles CL + 2 GC34090d Case Files CL + 2 GC34090d Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement, vehicle abatement, citations, massage parlor permits, general Liens & Releases, Supporting CL + 2 GC34090 Utilities, abatement, licenses Recorded P California Records Retention Guidelines Prepubiication Edition Page 2 - 4 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association Record Ser es Tit e:-~,~ '~,~:''~ Retent'on~ ~ Citatlon~..' Descriptor I Logs CU + 2 GC34090d Lien Recovery, citations, complaints Regulations S + 2 GC34090d Includes rules Reports, Federal and P GC34090a Code enforcement statistics; may State contain records affecting title to real property or liens thereon Violations, Building, CL + 2 GC34090d Supporting code enforcement activity . Property & Zoning ENGINEERING Capital Improvement CL + 10 CC337.15 Supporting documents including bidders Projects list, specifications, reports, plans, work orders, schedules, etc. Construction Tracking, P CC337.15 Assesses value of real property Dally Drawings, Traffic P GC34090a Signs, signing & striping, road Control Plan construction Flood Control CL + 2 GC34090d Storm Drains Special Districts P GC34090a Supporting documents re: improvement, lighting, underground utility; bonds, taxes & construction Street/Alley CL + 2 GC34090d Relinquishment of rights and fee title (Abandonment/ Vacation) Traffic Signals CL + 2 GC34090d Counts, collisions, accidents ENVIRONMENTAL QUALITY Air Quality (AQMD) CU + 7 CCP 338(k); Participants/voucher logs, Total Daily GC34090 Mileage Survey (TDM); various local authorities; Commute Alternative Asbestos P GC34090a Documents abatement projects, public buildings California Records Retention Guidelines Prepublication Edition Page 2 - 5 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association California p GC34090a + Exemptions, Environmental Impact Environmental Quality CEQA Report, Mitigation monitoring, negative Act (CEQA) Guidelines declaration, notices of completion and determination, comments, statements of overridin9 considerations Congestion CU + 2 GC34090d Ride sharing, trip reduction Management Environmental Review CL + 2 GC34090d Correspondence, consultants, issues, conservation Pest Control CU + 2 GC34090d Pesticide applications, inspections & samplin9, documents Soil CL + 2 GC34090d Analysis, construction recommendations Soil Reports p GC34090d Final Reports HOUSING Bonds CL + 4 CCP 337 Revenue Bond Documentation Programs CL + 3 24 CFR Includes comprehensive Housing 570.502(b)( Authority Strategy, Meeting Credit 3); 24 CFR Certificate, Housing bond advisory, 85.42 & HOME, In-Lieu Housing Mitigation, OMB Cir. A- Low/Moderate Housing, Rental Housing 110, #C Assistance Redevelopment Budgets P GC 34090, Includes annual audit 40802, 53901 Bond Issues P GC43900 et seq. California Records Retention Guidelines Prepublication Edition Page 2 - 6 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association MUNICIPAL FACILITIES Capital Improvements, P 2.083110; Contains records re: Planning, design, Construction GC34090a; construction, conversion or modification 4004; H&S of local government-owned facilities, 19850; structures & systems GC34090a Facility Rentals/Use CU + 2 GC34090 Permits, contracts, diagrams, schedules, insurance binders Maintenance & CU + 2 GC34090d Service requests, invoices, supporting Operations documentation; buildings, equipment, field engineering, public facilities including work orders and graffiti removal PLANNING Case files, Planning P GC34909a; Pertains to real property. May include and Zoning H&S 19850; blueprints, drawings, maps, plans, 4003;4004 reports, evaluations, correspondence, uses, permits, variances, studies, appeals, compliance certificates, lot line adjustments or other planning-related matters brought before legislative body Certificates L GC34090 Retain during life of structure Flood Records CU + 2 GC34090 General Plan and P GC34090 Includes sphere of influence Elements General Plan Amendments Approved CL + 2 GC34090 Denied CU + 3 GC65103; * * GC50110 Interpretations CU + 2 GC34090 California Records Retention Guidelines Prepublicafion Edition Page 2 - 7 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association Descriptor Maps, Plans, p GC34090; Zoning, tentative subdivision, parcel, Drawings, Exhibits, H&S 19850; land use map, aerial photos, specific Photos GC34090.7 plans PROPERTY Abandonment p GC34090a Buildings, Condemnation, Demolition Acquisition/ CL + 10 GC34090a; Supporting documents re: sale, Disposition GC6254 purchase, exchange, lease or rental of property by City Annexation Case Files P GC34090a Reports, agreements, public notices Appraisals CL + 2 GC34090; Exempt until final acquisition or contract GC6254(h) agreement obtained Deeds & Promissory p GC34090a * * 24 CFR 570.502(b)(3); 24 CFR 8.42 & Notes OMB Circ. SA-Il0 Maps, City Boundary P GC34090d Recorded maps, surveys, monuments Lot Split Cases p GC34090 Relocation Files CL + 2 GC34090 e.g., Redevelopment Califomia Records Retention Guidelines Prepublicafion Edition Page 2 - 8 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association Descriptor ACCOUNTING Accounts Payable AU + 4 GC34090 Invoices, check copies, supporting documents Accounts Receivable AU + 4 GC 34090 Applications CL + 2 GC34090 Utility connections, disconnects, re,listers, service Assessment Districts P GC 34090 Collection information; Original documentation files with municipal clerk Bank Reconciliations AU + 5 GC34090; Statements, summaries for receipts, 26 CFR disbursements & reconciliations 16001-1 Billing Records AU + 2 GC34090 Customer name, service address, meter reading, usage, payments, applications/cancellations Budget AU + 2 GC 34090 Budget adjustments, AU + 2 GC34090 Account transfers journal entries Checks AU + 5 GC34090; Includes payroll, canceled & voided CCP 337 checks Deposits, Receipts AU + 4 GC 34090; Checks, coins, currency CCP 337 Invoices AU + 2 GC34090 Copies sent for fees owed, billing, related documents Journals Utility Billing CU + 2 GC34090 Billing including monthly activity Ledger, General P GC34090; * * CCP 337 Voucher AU + 4 GC34090; Account postings with supporting CCP 337 documents Taxes, Receivable AU + 3 CCP338 Warrant Register AU + 2 GC 34090.7 ADMINISTRATIVE SERVICES Budget Operatin~l (copies~ S GC34090 Departmental Reference California Records Retention Guidelines Prepublication Edition Page 3 - 1 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association Budget, Proposed CU + 2 GC34090 Presented to Council Adopted P GC 34090 FIXED ASSETS Inventory AU + 4 GC34090; Reflects purchase date, cost, account 26 CFR 301 number 65-1(F) Surplus Property Auction AU + 2 GC34090 Listing of property Disposal AU + 4 GC34090; Sealed bid sales of equipment CCP 337 !Vehicle Ownership 8, Title L VC 9900 et Title transfers when vehicle sold seq. LICENSE Business iT + 4 GC34090; Paid & reports CCP 337 PAYROLL Adjustments AU + 4 GC 34090 Audit purposes 29 CFR 516.5 - 516.6 Employee Time Sheets AU + 6 GC34090; Signed by employee for audit & FEMA 29 CFR Reports 516.2' *20 CFR 516.6(1); IRS Reg. 31.6001- l(e)(z); R&T 19530; LC 1174(d) PERS Employee Deduction T + 4 GC34090; Record of deductions Reports CAC 22- (PERS Public Employee Retirement 1085-2 System) *26CFR 31.6001-1 ;29 CFR 516.5, 516.6, LC 1174(d) Register P GC34090; Labor costs by employee & program GC37207 Salary Records T + 3 GC34090; Deduction authorization, beneficiary 29 CFR designations, unempioyment claims, 516.2 ~larnishments California Records Retention Guidelines Prepublication Edition Page 3 - 2 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association PURCHASING Bids, RFQ's, RFP's AU +4 GC34090; !Requests for Qualifications; Requests Successful AU + 5 CCP 337; * ifor Proposals regarding goods and Unsuccessful CU + 2 . services * GC 25105-1; GC 34090 Requisitions Purchase Orders AU + 4 GC34090; Original documents CCP 337 Stores CU + 2 GC34090 Completed forms for ordering Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, account numbers and check date ~EPORTS Audits P GC 34090 Deferred Compensation T + 5 GC34090; Records of employee contributions 26 CFR and city payments 16001-1' *29 CFR 1627.3(2) Federal and State Tax AU + 4 GC34090; Forms 1096, 1099, W-4's and W-2's 29USC 436 *26 CFR 31.6001.1-4; IRS REG 31.6001- · I(e)(2);R&T 19530;29 CFR 516.5-516.6 Financial, Annual AU + 7 GC 34090.7 Investment Transactions P GC34090; Summary of transactions, inventory & CCP 337; earnings report GC 53607 Labor Distribution AU + 2 GC34090 Costs by employee & program Meter Reading CU + 2 GC34090 State Controller P GC34090 ~Controller may destroy after 5 years Utility Rebates CU + 2 GC34090 TREASURER Bank Statements AU + 2 FC 3368, Financing authority 30210; GC 43900 et seq. Bonds California Records Retention Guidelines Prepublicafion Edition Page 3 -3 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association Account Statements CL + 10 GC34090; Monthly statement of transactions. CCP 337.5 Administration CL + 10 :GC34090; Supporting documents CCP 337.5 Bonds and Coupons CL + 2 GC34090; Paid/canceled 53921 California Records Retention Guidelines Prepublication Edition Page 3 - 4 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Emergency Management Final, August 1999 California City Clerks' Association ~ Mutual Aid, Strate~lic Plans IS+2 IGc34090 I California Records RetentJon Guidelines Prepublication Edition Page 4 - 1 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Fire Safety Final, August 1999 California City Clerks' Association ADMINISTRATION Books, Fire Code S + 3 GC34090.7 nclude OPS manuals CCP 340.5 General Orders, : S + 2 Policies/Procedures Inspections, Fire Prevention CL + 3 UFC 103.34 Alarm/sprinkler systems, prevention efforts investigations, Evidence Arson P PC 799 Support prosecution resulting in homicide investigations, Evidence Arson CL + 6 PC 800 Great bodily harm, inhabited structure or property Journals, Fire Station CU + 2 GC34090 Activities, personnel, engine company Permits, Uniform Fire Code CL + 2 GC34090 PERSONNEL Exposure T + 30 29 CFR Sampling results, collection 1910.1020 methodology, background Exposure T + 1 ~ 29 CFR Laboratory reports and worksheets 1910.1020 Medical T + 30 29 CFR 1910.1020 Medical T + 2 29 CFR Employees less than one year 1910.1020; * *GC34090 Training T + 2 GC34090 Certifications/designations PROPERTY Apparatus/Vehicle CU + 2 GC34090 Repair and Maintenance CCP 340.5 * *8 CAL Code Reg. 3203 (b) (t) Inventory, Equipment & CU + 2 GC34090 Supplies Logs, Fire Equipment/Gear CU + 2 GC34090 REPORTS Incident CL + 3 GC34090 Dispatch and daily hogs CCP338 * *CCP 340.5 California Records Retention Guidelines Prepublication Edition Page 4 - 2 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Fire Safety Final, August 1999 California City Clerks' Association Field, Non-fire and Logs CU + 2 GC34090 Fire, Non-arson and Logs CU + 2 GC34090 Investigations, Evidence Arson CL + 3 PC 801; UFC Structure 104.32 Weed Abatement CL + 2 GC34090 Reports, assessments, resolutions, documentation California Records Retention Guidelines Prepublication Edition Page 4 - 3 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Hazardous Materials Final, August 1999 California City Clerks' Association Hazardous Waste Disposal CU + 10 CAL OSHA; Documentation re handling and disposal 40 CFR of hazardous waste t22.21 Permits, Hazardous Materials CU + 2 GC34090 Departments consistently recommend permanent retention of environmentally Storage sensitive materials. Programs, Household S + 2 GC34090 H~rdous W Training Materials S + 2 i Cal Code * Standards and Admini=,;.~a;.ion · Reg. 3204(d), et seq. Underground Storage Tank Compliance p GC34090a Documents re: storage Maintenance & Oper. CU + 2 GC34090 Location, installation, removal, remediatlon California Records Retention Guidelines Prepublicafion Edition Page 4 - 4 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association ADMINISTRATION Accounting/Cash CU + 2 GC34090 Reconciliations Alarm Records CU + 2 GC34090 Claim Files CL + 6 :PC 832.5 Claim copy, correspondence, photographs, supporting documents relative to incidents involving the Police Department filed by citizens Department Manual S Changes to manual are recorded in the General Orders (permanent) Equipment !T + 2 GC34090 Retained until termination of Communication equipment use; Manuals, instructions, procedures Inventory S + 2 GC34090 Listing of equipment assigned to division, to whom it is assi~lned !Reports CU + 2 GC34090 Weeklylmonthlylquarterlyl Activity annual activity/statistical reports by division. Retain only one form for retention period Chemical Emissions CU + 2 GC34090 Survey Response CU + 2 GC34098 Surveys, responses, correspondence. Files with other agencies requesting statistical data INVESTIGATIONS Administrative/Internal CL + 5 PC 832.5 Initiated by citizens complaints or EVC 1045 internally initiated; includes GC 12946 complaint, reports, findings PC 801.5; 803(c) VC 2547 Asset Forfeiture CL + 2 GC34090 Investigations/ Proceedin~ls Case File California Records Retention Guidelines Prepublicafion Edition Page 4 - 5 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Notifications CU + 2 GC34090 To legal property owner prior to case filing that property is subject to asset forfeiture proceedings. If case is filed, notification becomes part of forfeiture case file. Case Books, Investigative CL + 2 GC34090 Retained by division until a case is suspended/closed; transfer to Records Division to be filed with associated Daily Report (DR) file Case Files 'P PC 799 Homicide Investigator's File Narcotics (No CL + 2 GC34090 Retained by division until no longer arrest, Narcotics useful for investigative purposes Cases) Officer Involved CL + 25 GC34090 Shootings Court CU + 1 GC34090. Printouts of daily court scheduling Daily Schedule 7 Sign-In Logs CU + 2 GC34090 Logs officers' names, time in/out for court appearances Tracking System CU + 2 GC34090 Database records subpoena number, Records officer name, case number, defendant name, district attorney name, court information disposition Evidence, Disposition Forms Attach to duplicate Property Report, file w/DR In Records Division Fingerprint T + 2 GC34090 Paperwork authorizing fingerprinting Applicants Files and background checks for city employment applicants and business license applicants Inked/Palm Cards AC + 20 Persons booked into detention facility; (Copies distributed to county, state, federal a~enclesI California Records Retention Guidelines Prepublication Edition Page 4 - 6 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Records Latents Approp. 1) Retain for applicable case statute PC of limitation; 2) or until evidence in Section case is destroyed; Hard copy and digitized Suspect, CL Law Adults/juveniles suspected of a Adult/Juvenile Enforce. crime, taken for comparison. Destroy ment after original purpose achieved Manage- ment Guide by POST Guns, Dealers Record of Sale CU + 6 PC 12070 Applicants, Monthly Gun Audits, Applications Denied, Stolen (DOJ ~ File) Informant Files T + 10 Legal notifications, identification information, payment information, activities Information Jail CU + 6 GC34090 Daily report of staffing, Daily Logs bookings/releases, transfers, transportation Inmate Record Dependent on facility's classification see Laws and Guidelines for Local Detention Facilities by Board of Corrections (State of California) Inspection Files CL + 6 Inspections by various agencies Surveys CL + 2 GC34090 Prepared quarterly, forwarded to State Board of Corrections Licenses CU + 2 GC34090 Bicycle Bingo, Mace CU + 2 GC34090 Business License T + 1 GC34090 Review Board Administrative Files California Records Retention Guidelines Prepublication Edition Page 4 - 7 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Duplicate (Pink), CU + 2 GC34090 Original to licensee, Blue duplicate to Secondhand Dealer, DO J; Pink duplicate retained by Pawn Brokers agency; renewals issued annually by local agency Logs S Auto Theft Case Assignment CU + 1 Daily CU + 2 GC34090 Activity Officer CU + 2 GC34090 Daily activity of incidents not reported by use of official report Report ~CU + 2 GC34090 Report numbers, type, names, dates Summary retained for research value Investigative (Pre- CL + 10 GC34090 ~Retained by division until cases are Arrest) suspended and closed Juvenile Detention CU + 2 GC34090 Logs document juvenile processing =er CYA Property Control CU + 2 GC34090 Logs items coming into and going out of property room Rap Sheet CL + 2 GC34090 Requests for criminal history Subpoena CU + 2 GC34090 Subpoenas received/served daily Pawn Slips/Tickets CU + 3 B & P 21628 Photographs Crime Scene, Registrant/Applicant, Photo file, Accident. Retain according to practical and functional association. Daily Report T GC34090 Assigned DR number, retained as (Negatives) form of evidence, destroyed at same ' time evidence for associated case is destroyed inmates CU + 20 By Prisoner number (Ne~latives) California Records Retention Guidelines Prepublicafion Edition Page 4 - 8 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Registration Flies, Arson, Life of Fingerprint Card, photo, information Sex and Narcotics registrant also forwarded to DOJ within uris- diction Arrest/Conviction H&S 2 (Man- H&S Applicable to convictions occurring .Section 11357 (b), (c), (d), (e) datory 11361.5 after January 1, 1996 or arrests not or H&S Section t 1360 (b) destruc- followed by a conviction occurring violations (Occurring after tion from after January 1, 1996; Exception: January 1, 1996) date of H&S 11357(e), the record shall be convic- retained until a juvenile offender tion or attains the age of 18 years, then date of destroyed pursuant to 11361.5 arrest with no convic- tion) Arrest/Conviction Man- H&S Applicable to convictions occurring H&S Section 11357(b), (c), datory 11361.5 prior to January 1, 1996 or arrests (d), (e) or H&S Section 11360 Destruc- (c) not followed by a conviction (b) violations (Occurring tion occurring prior to January 1, 1996 for before January 1, 1996) (Upon violations of H&S Code 11357, 1 t364, notice 11365 and 11550 from Depart- ment of Justice) Crime i S®e PC 800 Prosecution for an offense punishable Felony Crimes With ~ descriptor PC 801 by imprisonment in state prison for eight Or Without Arrests years or more must commence within 6 years after offense commission. Commencement of prosecution defined in PC 804. Exception: See PC 803 - Tolling/Extension of time periods; Appeals process and "Three Strikes" also considerations in assigning retention. California Records Retention Guidelines Prepublication Edition Page 4 - 9 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Misdemeanor/ CL + 2 GC34090 No arrests, identifiable property or Infractions missing persons (See: Note 1) Supplemental, P PC 799 No statutory limitation for Felony Capital prosecution. Includes Murder, Crimes, Crimes kidnapping for ransom, treason, Punishable by Death, procuring execution by perjury, train Life Imprisonment wrecking, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death Destruction P Guns Narcotics P Disposition of Arrest/Court Retention determined by action Action taken; i.e., recordable arrest or detention (released no arrest) False Alarm (Duplicate) CU + 2 GC34090 Non-Criminal Occurrences CU + 2 GC34090 Injured or sick persons; missing persons where person has been returned; traffic collision reports not used as the basis for criminal charges Property Original Until Copy retained in records case file; case is Refer to Managing Property in Law adjudi- Enforcement Agencies (By POST) catedl disposi- tion deter- mined Range Inventory S + 2 GC34090 Quarterly reports of inventories of weapons and ammunition held by I Department Rankle Califomia Records Retention Guidelines Prepublication Edition Page 4 - 10 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Reports CU + 2 GC34090 Arrest & Citation Register; Arson Offenses; Crimes Against Senior Citizens; Death in Custody; Domestic Violence; FBI Include Return NSupp; Hate Crime Incidents; Homicide Reports, Supp.; Officers Killed or Assaulted; Original to FBI - DOJ; Uniform Crime Reports Statistical (Crime Analysis) CU + 2 GC34090 Internally generated information using activity logs, citizen calls, current and past crime statistic reports, finance dept expenditure and budget records; citations, crime reports, accident reports, permits, receipts. Reports created for variety l of purposes including increases/decreases in criminal activity; officer workload, deployment, time usage statistical (UCR), Uniform Crime CU + 2 GC34090 Originals sent to FBI, DOJ Reports Mandatory to DOJ (LEIC); FBI Include Return NSupplement; Supplementary Homicide Report; Law Enforcement Officers Killed or Assaulted; Monthly Return of Arson Offenses Know to Law Enforcement; Number of Violent Crimes Committed Against Senior Citizens; Monthly Report of Domestic violence Related Calls for Assistance; Monthly Arrest and Citation Register; Monthly Hate Crimes Incidents; Death In Custody Reporting. Research Project Files CL + 2 GC34090 May include request forms, background materials, staff reports, final project reports and supporting data California Records Retention Guidelines Prepublication Edition Page 4 - 11 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Record series Tit ~ ::¥' ~-:?;:~Ret~nti°n~ Citatl°n ~ Descriptor Sealed Manda- PC 851.8 General provision: Upon petition, Adult Found tory records of agency must be sealed Factually Innocent Destruc- and destroyed in accordance with the tion Upon provisions set by court record; ~nd exceptions. ; Pursu-ant to Court Order Juvenile Manda- WIC 826 (a) Upon petition, local laws enforcement tory & (b) records within WIC 826(b) may be Destruc- WIC 781 (a) destroyed as ordered by the court, if tion upon related probation and juvenile court and records have been destroyed by the pursu-ant 3robation officer. Records involving to court arrests, detention and/or petitioning order uvenile before juvenile court Subpoenas (Duplicate) CU + 2 GC34090 Tapes CU + 180 GC34090. Exception: Recordings used as Audio, Telephone days 6 evidence in a criminal prosecution or and Radio claim filed or litigation or potential Communications claims and litigation shall be preserved for 100 days after conclusion of the court action Surveillance/Security CU + 13 GC34090. Video (Jail) mos. 6 Use of Force Supervisory CU + 2 GC34090 includes review forms, arrest report Review Files copies, logs Warrants Recall =.ecommended by the California Law Felony after 10 Enforcement Warrant Officer's years. ~,ssociation Excep- tion: Murder/ Escape Misdemeanor Recall Recommended by the California Law Criminal after 5 Enforcement Warrant Officer's years Association California Records Retention Guidelines Prepublication Edition Page 4 - 12 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Served CU Includes Warrant Service Information Card, alpha index card Unserved (Local) Until . served, recalled or purged PATROL Cards CU + 2 GC34090 Dispatch Field Interview CL + 2 GC34090 Citations CL + 2 11361.5 11357(e), Juvenile H&S 11357b H&S, 11357c CL + 2 11361.5 *CA Admin Code, Chapter 1, Title II, H&S, 11360b H&S H&S* Sec. 708 Violations Cite and Release CL + 2 GC34090 California Vehicle CU + 90 GC34090 Original is forwarded to court. Code Infractions days (Duplicates) Parking/Traffic, CU + 2 GC34090. Originals are forwarded to court after Duplicates 7 agency processing; includes citations electronically created Transmittals CU + 2 GC34090 Listing of citations forwarded to court, filed for reference Equipment CU + 2 GC34090 Documents problems, malfunctions, Radio Logs resolution to provide equipment (Communication) =erformance history General Orders P Patrol Requests CU + 2 GC34090 From citizens for patrol presence (Correspondence) Radar Calibration Records T + 2 lGC34090 Documentation of Radar instruments retained during use/ownership Reports CL +2 GC34090 Non-Jury Accident California Records Retention Guidelines Prepublicafion Edition Page 4 - 13 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Traffic Collision P Fatalities Uniform Vouchers CU + 2 GC34090 Authorize purchase (by name) Vehicle S Record of assignm=r,~$ Assignment Reports Down Reports CU + 1 Printouts reporting which vehicles are down for repair, maintenance, etc. Repossession/Private CU + 2 GC34090 Impounds Service Schedules S GC34090 Vests, Bulletproof Letters CU + 2 GC34090 Authorization to purchase Warrants Recall Recommended by the California Law Parking after 1 Enforcement Warrant Officer's year Association Traffic Recall Recommended by the California Law after 5 Enforcement Warrant Officer's years Association Weapons, Database p Departmentally-owned weapons, 3ersonal weapons, alternate weapons, secondary handguns; produces inventory reports SERVICES Chemicals/Film Inventories S Equipment T Inventory/Sign-out Cards- Photo Lab Operations Files - T Retain until equipment no longer Photo Lab owned/used by department; Manuals Instructions, procedures for use/operations of photographic equipment Grievance Files CL + 2 GC34090 Grievance filed by employees, supporting documentation California Records Retention Guidelines Prepublicafion Edition Page 4 - 14 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Investigations, CL + 2 GC34090 Non hired Background Background Hired P Include original reports re: PC 832.5 investigations Parades & Special ~CL + 2 GC34090 Reports, memos, correspondence, Events File scripts, supplier information, assignments, deployments, !supporting documentation Permits L + 2 GC34096 Approval process Alcoholic Beverage Control License Concealed Weapons CL + 2 GC34090 Photographs S + 2 GC34090 Personnel Negative Log CU + 2 GC34090 Negatives, Misc. CU + 2 GC34090 Not case-related (Public relations, promotions, events, ceremonies, staff photos) Press Releases CU + 2 GC34090 Press, Video Programs CU + 2 GC34090 Collection of videos of programs and (Community Relations) events; outside press coverage of department Property Files CU + 2 GC34090 Original reports and supplemental documentation (Lost, Found, Safekeeping) Property, Pawn CU + 2 GC34090 Sales, slips. Dealer required to file Broker/Secondhand duplicate with a~lency Reports CU + 6 GC34090. Original maintained by DOJ. Dealer Dealer of Gun Sales, mos. 7 required to file duplicate with agency Duplicate Restraining Orders, CU Destroy after law enforcement Emergency Protective (See actions described in PC 273.5, 273.6, Orders, Temporary descriptor) 646.9, 12028.5, 13700 and Family Restraining Orders, Legal Code Sections 6380-6383 are fulfilled Stipulations, Orders After and effective date of restraining Hearing order has expired. California Records Retention Guidelines Prepublication Edition Page 4- 15 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Rosters (Divisional) S + 2 GC34090 Personnel assigned to division. Schedules CU + 2 GC34090 Schedules of Officers on duty Daily Watch Assignment/ CU + 2 GC34090 Timekeeping Records Speaker Requests CU + 2 GC34090 Community and business requests for public appearances, speakers Tests, Densitometer Results T + 2 GC34090 Daily tests of development chemicals/processes for quality (Photo Lab) control. Training P Bulletins Event Files CU + 2 GC34090 'Correspondence, brochures, promotional materials, info on speakers, guests, supporting documents Lesson Plans, Range CL + 15 Scope, content, time period of courses Personnel (by name) T + 7 GC34090 Paperwork documenting officers' intemal and extemal training Schedules, Range CU + 2 GC34090 Daily, weekly, monthly schedules of training] events at range Volunteer Card Files T + 2 GC34090 Volunteers' identification, contact information Note 1: The destruction of felony, misdemeanor and Infraction Crime/Supplemental Reports is prermlttad providing: 1. They do not relate to an unadjudlcetad arrest except for H&S 11357 or H&S 11360 violations; 2. They do not relate to unserved wa~Tanta; 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 preeentiy Involved in either · civil or criminal lItigation. Califomia Records Retention Guidelines Prepublication Edition Page 4- 16 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association PARKS Agendas, Board CU + 2 GC34090 Grants (refer to Admin.) Inventory, Equipment AU + 2 GC34690 Warranties, purchase orders Landscape CU + 2 GC34090 Drawings, contracts, complaints, specifications, photos, reports Maintenance/ C + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints Maps P GC34090 Irrigation, plot plans Minutes, Board P GC34090 Photographs S + 2 GC34090 Plans, Proposed CU + 2 GC34090 Future plans, new sites, expansions Policies and $ + 2 GC34090 Includes rules and regulations Procedures Railroad Right-of-way CL + 3 36 CFR Land acquisitions, correspondence, 64.11 improvements, statutory records Reports Accident CL + 2 GC34090 Patrons, employees Others CL + 2 GC34096 Studies CL + 2 GC34090 Future sites, expansions Resolutions, Board P GC34090 Schedules, Class & CU + 2 GC34090 Enrollment, liability releases, evaluations, Events attendance, flyers California Records Retention Guidelines Prepublication Edition Page 5 - 1 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association Descriptor SANITATION/ SOLID WASTE/ WASTEWATER Collections/Landfill CU + 2 GC34090 Daily records, usage Facilities CU + 2 GC34090 Correspondence, maps, patron list History, Sanitation P GC34090 Where City.owned Incineration Plants, CU + 2 46 CFR Sludge, sampling, charging rate to Sludge 61.54 measure mercury content Incinerator CU + 2 40 CFR Gas flow through wet scrubbing, oxygen Operations, Treatment 60.153 content of exhaust gas, sludge rate, Plant temperatures, fuel flow, total solids and volatile solids Maintenance and CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints Maps, Septic Tank P GC34090 Location maps Rates CU + 2 GC34090 Recycling Programs S + 2 GC34090 Regulations S +2 GC34090 Includes legislation California Records Retention Guidelines Prepublication Edition Page 5 - 2 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association Reports Studies CL + 2 GC34090 Tonnage CU + 2 GC34090 STREETS/ALLEYS Abandonments/ P GC34090 Vacations Closures P GC34090 Easements, P GC34090 Dedications, Rights-of- Way Field Books P GC34090 Grants (see Admin.) Intersection Records CU + 2 GC34090 Includes correspondence, volume counts, accident history Inventory, Traffic S + 2 GC34090 Signs, lights Control Device Landscaping CU + 2 GC34090 Plants, tree maintenance, work orders Lighting CU + 2 GC34090 Maintenance, work orders Maintenance/ CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints, signals, striping Maps P GC34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers Master Plans CU + 2 GC34090 Copies California Records Retention Guidelines Prepublication Edition Page 5 - 3 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association I DeScriptor :1 I Parking Lots CU + 2 GC34090 Regulations S + 2 GC34090 Reports/Studies CL + 2 GC34090 Permits Encroachment P GC34090 Improvement CL + 2 GC34090 May include curbs, sidewalks; Applications for excavation, fill, alterations Oversize CL + 2 GC34090 Load Parking CL + 2 GC34090 Residential Paving CL + 2 GC34090 Use CU + 2 GC34090 Includes Special Events (Temporary) Photographs S + 2 GC34090 Includes aerials Plans, Capital P GC34090 Streets, curbs, gutters, sidewalks, storm Improvement, Projects drains Policies and S + 2 GC34090 Includes rules, regulations, standards Procedures Naming and P GC34090 numbering Speed Limits S + 2 GC34090 California Records Retention Guidelines Prepublication Edition Page 5 - 4 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association Programs Federal Aid CL + 3 23 CFR Urban 633 (a) & (c) Traffic Safety $ + 2 GC34090 Drivers Education, Pedestrian Safety, Bicycle Lanes Reports Bridges & L GC34090 Life of structure Overpasses Inspection CU + 2 GC34090 Includes intersection, sidewalks. Bridges and Overpasses, keep life of structure Studies CL + 2 GC34090 Traffic volume, accident history, requests, statistics, drawings supporting traffic devices Traffic Count CL + 2 GC34090 Evaluation of traffic volume Vehicle CL + 2 GC34090 Accident Routes, School Bus & S + 2 GC34090 Truck routes, access ramps, rest areas Truck Slgnage L + 2 GC34090 Log books, index register cards, inventory lists, records of traffic signs Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance. Weigh Scales S + 2 GC34090 California Records Retention Guidelines Prepublication Edition Page 5 - 5 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association I ReCOrd ~es.Titl, Descr ptor UTILITIES Facilities T + 2 GC34090 If city owned Gas & Electric Rates S + 2 GC34090 Underground P GC34090 GC4003, GC4004; H&S 19850 WATER BillinglCustomer CU + 2 GC34090 Billings, correspondence, complaints Records Connection Records p GC34090 Maps, water line connections Flood Control Drainage p GC34090 Includes dams, lakes, basins, creeks Facilities Flood Zones P GC34090 Includes flood maps Insurance S + 2 GC34090 includes copies of policies, rules, Programs programs Policies/ S + 2 GC34090 Rules and Regulations Procedures Reports/ CL + 2 GC34090 Studies Grants (see Admin.) Inventory, Equipment CU + 2 GC34090 Locations P GC34090 Mains, valves, hydrants, wells Maintenance and CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints California Records Retention Guidelines Prepublication Edition Page 5 - 6 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & Pumping CU + 2 GC34090 Times operational, power used and quantity Maps P GC34090 Line location; easements Master Plans CU + 2 GC34090 Copies Meter Operations CU + 2 GC34090 Reader reports, orders, tests Maintenance Reports Permits National P 40 CFR Municipalities of 100,0001more, compliance Pollutant 122.28 with Clean Water Act re: pollutants Discharge Elimination System NPDES) Others CU + 2 GC34090 May depend on terms of state or federal agency Policies and S + 2 GC34090 Includes rules and regulations Procedures Rates S + 2 GC34090 Reclamation CU + 5 40 CFR Daily operations including sewage flow, 122.41 grit removal, chlorine usage, lab analysis results, etc. Reports Conservation CU + 2 GC34090 Consumption CU + 2 GC34090 California Records Retention Guidelines Prepublication Edition Page 5 - 7 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association ReCord Descriptor: . Corrosion CU + 12 40 CFR Compliance documentation Control 141.91 Discharge CU + $ 40 CFR Average amount of pollution discharged Monitoring 122.41 into waters of municipality. Drinking CU + 10 40 CFR Water 141.33 Corrections Hydrograph P GC34099 Dailyflow of streams Lead CU + 12 40 CFR Compliance documentation Service Line 141.91 Public CU + 12 40 CFR Compliance documentation Education 141.91 Quality CU + 12 40 CFR Compliance documentation Parameters 141.91 Sanitary CU + 10 40 CFR Statistics, reports, correspondence Surveys 141.33 Source CU + 12 40 CFR Compliance documentation, e.g. lead & Water 141.91 copper State CU + 12 40 CFR Compliance documentation Certification 141.91 Variances, CU + 5 40 CFR Water System 141.33 Well Level CU + 2 GC34090 Sources CU + 2 GC34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations California Records Retention Guidelines Prepublicafion Edition Page 5 - 8 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association Surveys, Water CU + 10 40 CFR Statistics, reports, correspondence System Sanitary 141.33 Tests Bacteriological CU + 5 40 CFR Compliance records include location, date, Analysis 141.33 method and results; corrections, analysis of bacterial content Chemical CU + 10 40 CFR Compliance records include location, date, Analysis 141.33 method used and results; corrections, analysis of chemical content Quality CU + 12 40 CFR Compliance documentation including 141.91 sampling data, analysis, reports, surveys, documents, evaluation, schedules, valves, etc. Valve Main Records P GC34090 Violations, Drinking CU + 3 40 CFR Retention applies to each violation Water 141.33 California Records Retention Guidelines Prepublication Edition Page 5 - 9 CALIFORNIA RECORD~ RETENTION GUIDELINES Transportation Final, August 1999 California City Clerks' Association ADMINISTRATION Agreements T + 4 CCP 337 Including concessionaire, slip rental, facility storage Applications I T + 2 GC34090 Payment invoices, inventory listings, billing Aircraft Storage correspondence and other related Parking documents Slip Rentals Special Events CU + 2 GC34090 Permits, correspondence, related documents re use of rights of way Fueling*~***** AU + 3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling operations Hazardous Waste CU + 10 CAL Documentation re: the handling and Disposal OSHA; disposal of hazardous waste 40 CFR 122.21 Inventory, Equipment L + 2 Includes vehicles, aircraft, vessels and Parts & Supplies related documents re repairs Inventory, Vehicle L + 2 Owner.s manual, warranty documents, Ownership and Title Department of Motor Vehicle title and registration, and related documents Licenses, Permits CU + 2 Forms, related documentation re: licenses and permits required by federal and state agencies Maintenance/ L + 2 GC34090 Related to requests for service and work Operations orders for fuel, vehicle and equipment maintenance and repairs California Records Retention Guidelines Prepublication Edition Page 6 - 1 CALIFORNIA RECORDS RETENTION GUIDELINES Transportation Final, August 1999 California City Clerks' Association Report, Accident CU + 2 GC34090 Memos and working documents (Copies) Vehicle Assignment CU + 2 GC34090 Log books, request forms, lists AIRPORT Airport Certification P 14 CFR Federal Aviation Administration (FAA) 139.207b required manuals & 171.13. 171.213 Airport Noise CU + 10 Correspondence, studies, memos, reports, Monitoring and log books, documents related to Complaint assessment of noise levels at airports and resolution of complaints Inspection, Runway CU + 10 Maintenance including inspection reports, work orders and related records Inspection, Safety Self CU + 2 CFR Safety inspection and related document 139.327 include reviews and analysis of all aspects of airport operation Maintenance, FAA P 14 CFR Forms and reports required by FAA 171.13 - including Forms FAA-198, -418, -6030-1, - 171.213 6790-4 Reports Accident and CL + 8 Accidents, injuries, property damages, Incident general conditions re pilot and aircraft (Aircraft) California Records Retention Guidelines Prepublicafion Edition Page 6 - 2 CALIFORNIA RECORDS RETENTION GUIDELINES Transportation Final, August 1999 California City Clerks' Association Airport P Annual and special reports to federal and Operational state regulatory agencies. (Regulatory) Airport CU + 2 Logs, statistical summaries; administrative Operational records (Administrative) NOTAM (Notice CU + 3 Reports re: conditions affecting airport to Airmen) maintenance/operations GROUND TRANSPORTATION Auto for Hire T + 4 GC34090 License, permits for Taxicabs, shuttles, etc HARBOR ~=- -- - - Registers, Transient AU + 3 Reservation applications, receipts, and Vessel Reservation index registers relating to boats in transit, temporarily moored Slip Rental Index CU + 5 Annual and periodic reports of slip renters Slip Rental Permits CL + 2 Applications, statement of rental conditions, vessel inspection check sheets, copy of DMV registration, boat owner information, and other documents re: dock slip spaces Slip Rental Waiting CU + 2 lust California Records Retention Guidelines Prepublicaflon Edition Page 6 - 3