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CC Resolution No. 17-088 Rescinding Resolution No. 13-094 Adopting an Amended Records Retention Schedule for the City of Cupertino and Authorizing the Destruction of RecordsRESOLUTION NO. 17-088 A RESOLUTION OF THE CUPERTINO CITY COUNCIL RESCINDING RESOLUTION NO. 13-094 ADOPTING AN AMENDED RECORDS RETENTION SCHEDULE FOR THE CITY OF CUPERTINO AND AUTHORIZING THE DESTRUCTION OF RECORDS WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention period for various government records; and WHEREAS, the City of Cupertino recognizes the importance of providing clear, specific record descriptions and retention periods, and applying current law and technology to a records retention program; and WHEREAS, the Records Retention Schedule was designed to apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, destruction, and disposal of City records; and WHEREAS, on March 4, 2002, the Cupertino City Council adopted Resolution No. 02 -037 adopting the Local Government Retention Guidelines administered by the California State Archives Division of the Secretary of State's office as the Records Retention Schedule for the City of Cupertino; and WHEREAS, on May 1, 2012, the Cupertino City Council rescinded Resolution No. 02-037 and adopted Resolution No. 12-039 amending the Records Retention Schedule to add specific record types and extend timelines on certain record types; and WHEREAS, on November 19, 2013 , The Cupertino City Council rescinded Resolution No. 12-039 and adopted Resolution No. 13-094 adopting a Records Retention Schedule for the City of Cupertino; and WHEREAS, the term "records" as us e d herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act; and Resolution No . 17-088 Page 2 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino hereby takes the following action: Section 1: Rescinds Resolution No. 13-094 Section 2: The records of the City of Cupertino, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Government Code Section 34090 and in accordance with the provision of said schedule without further action by City Council, provided that no records shall be destroyed without the prior written approval of the Department Head of the Office of Record, City Clerk, and City Attorney. Litigation, claims, complaints, audits, Public Records Act requests, and/or investigations suspend normal retention periods. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 5th day of September, 2017 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Members of the City Council Vaidhyanathan, Paul, Chang, Scharf, Sinks None None None APPROVED: Grace Schmidt, City Clerk ~d ~~ City of Cupertino Exhibit A Ver . 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Revision Adopted: Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed\ Center\ Retentions aoolv to the deoartment that is NOT the Office of Record (OFR) or the "Lead Deoartment". If vou are the OFR refer to vour deoartment retention schedule. Retentions beqin when the act is completed and implv a full file folder le .a. last document+ 2 vears), since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer reauired. Litiqation claims complaints audits public records act reauests and/or investiaations susoend normal retention 'Jeriods (retention resumes after settlement or comoletion). Affidavits of Publications / Affidavits of Posting Lead Dept. CW-001 Notices / Legal Advertising / Notices / Proofs of 2 years 2 years GC §§34090, 54960.1(c)(1) Publications/ Public Hearing Notices 10 years or Completion Agreements & Contracts: ADMINISTRATIVE After FILES Funding + 10 years or Agency After Funding Lead Dept. CW-002 (Correspondence, Project Administration, Project Completion Audit, if Agency Audit, GC §34090 Schedules, Certified Payrolls, Insurance required, if required, whichever is Certificates, Invoices , Logs, etc.) whichever is longer lonqer Agreements & Contracts : UNSUCCESSFUL BIDS, 2 years, 2 years, UNSUCCESSFUL PROPOSALS or RESPONSES unless unless The RFP / RFQ and the successful proposal becomes Lead Dept. CW-003 to RFPs (Request for Proposals} and/or RFQs required by required by part of the agreement or contract (City Clerk is OFR for (Request for Qualifications) that don't result in a terms of a terms of a successful bids/ proposals}; GC §34090 contract grant qrant 30 days , or 30 days, or Boards , Commissions and Committees : AUDIO After Minutes After Minutes Lead Dept. CW-004 are Adopted, are Adopted , Audio tapes are not required to be made; GC §54953.5(b) RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is Lonqer Lonqer City Council Subcommittees Lead Dept. CW-005 (Agendas and Minutes for Subcommittees 2 years 2 years All recommendations are presented to the City Council ; Composed solely of less than a quorum of the City GC §34090 et seq. Council) Boards , Commissions, & Committees: Residents When No When No Longer Longer Lead Dept. CW-006 Advisory Bodies Formed by CITY COUNCIL Required -Required -Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960 .1(c)(1) AGENDAS, AGENDA PACKETS Minimum 2 Minimum2 vears years Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516, but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Revision Adopted: Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) Retentions aoolv to the department that is NOT the Office of Record (OFR), or the "Lead Department". If vou are the OFR refer to vour department retention schedule . Retentions beain when the act is comoleted and imolv a full file folder (e .a . last document+ 2 vears). since destruction is normallv performed bv file folder. Copies drafts notes and non-records do not require authorization and can be destroved when thev are no lonaer reauired. Litiaation claims comolaints audits oublic records act reauests and/or investiaations suspend normal retention oeriods (retention resumes after settlement or completion). Finance/ Cash Receipts Detail / Backup / Accounts Originals are sent to Finance, who is the Office of Record ; CW-007 1 year 1 year these are copies retained for auditing purposes; GC Revenue Receivable Detail / Refund Detail ~34090 .7 When No When No City preference; Statute of Limitations for personal Lead Longer Longer (Responding) CW-008 Complaints / Concerns from Citizens Computer Required -Required -property , fraud, etc . is 3 years ; Claims must be filed in 6 Tracking Software or Correspondence months; CCP §§338 et seq., 340 et seq ., 342, GC Dept. Minimum 2 Minimum 2 §§945.6 , GC §34090 years vears Dept. that Authors Correspondence -ROUTINE Document or CW-009 (e .g. Administrative , Chronological, General Files , Letters, 2 years 2 years GC §34090 Receives the Memorandums ,. Reading File , Working Files = official City's Original communication, formal communication , etc.) Document Correspondence -TRANSITORY / PRELIMINARY Project based electronic and paper records are DRAFTS, lnteragency and lntraagency Memoranda categorized , filed and retained based upon the not retained in the ordinary course of business · appropriate records series (based on the CONTENT of the record.) E-mails, electronic records, or social media Dept. that Content NOT Substantive, or NOT made or postings that either the Content relates in a Authors retained for the purpose of preserving the substantive way to the conduct of the public's Document informational content for future reference When No When No business, or ARE made or retained for the purpose of or CW-010 Longer Longer preserving the informational content for future Receives the (e .g . calendars , checklists , e-mail or social media posting , Requ ired Required reference are saved printing them out and placing them City's Original instant messaging , inventories , invitations, logs , mailing in a file folder, or saving them electronically . If not Document lists , meeting room registrations, speaker slips , supply mentioned here, consult the City Attorney to determine if inventories , telephone messages, text messages . a record is considered transitory / preliminary draft. GC transmittal letters, thank yous , requests from other cities , §§34090, 6252, 6254(a); 64 Ops. Cal. Atty. Gen . 317 undeliverable envelopes, visitors logs, voice mails , webpages, etc.) (1981 )); City of San Jose v. Superior Court (Smith). S218066 . Supreme Court of California 2017 Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Revision Adopted: Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) Retention s annfv to the deoartment that is NOT the Office of Record (OFR). or the "Lead Deoartment". If vou are the OFR refer to vour deoartment retention schedule. Retention s beqin when the act is comoleted and imply a full file folder (e .q. last document+ 2 years), since destruction is normally performed by file folder. Cooies drafts notes and non-re cords do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation claims complaints audits public records act requests and/or investiqations suspend normal retention oeriods (retention resumes after settlement or completion). Documents generated in City's GIS system by a lead Information dept. should be placed in appropriate project files or Technology CW-011 Documents Generated by GIS Indefinite Indefinite saved as necessary for historical purposes. Contact IT and refer to dept. policy regard ing retention of historical GIS information . GC §34090 et seq . When No When No As long as the drafts and notes are not retained in the Lead Dept. CW-012 Drafts & Notes: Drafts that are revised (retain final Longer Longer "Regular Course of Business ." Consult the City Attorney version) to determine if a records is considered a draft. GC Required Required &&34090 ,6252 ,6254(a) Lead Dept. CW-013 Facility Use Applications/ Facility Use Permits 2 years 2 years GC §34090 Lead Dept. & CW-014 Grants I CDBG (UNSUCCESSFUL Applications , 2 years 2 years GC §34090 City Manager Correspondence) Grants I CDBG / Reimbursable Claims (SUCCESSFUL Reports , other records required to After pass the funding agency's audit, if required) Funding After Funding Lead Dept. & Agency Agency Audit , C ity Manager CW-015 Applications (su ccessful), grant agreement, program 2 years Audit, if if required -GC §34090 rules , regulations & procedures, reports to grant funding Required -Minimum 5 agenc ies , corre spondence, audit records, complet ion Minimum 5 years records , consultant selection process; RFQ and SQQ for years con sul tants when required by terms of qrant When No When No City Preference ; Preliminary draft/ transitory record ; GC Lead Dept. CW-016 Leave Requests / Vacation Requests Longer Longer Required Required §34090, GC §6252 Material Safety Data Sheet (MSDS) / Safety Data While Lea d Dept. CW-017 Sheet (SOS)/ Chemical Use Report Form (or Chemical In 30 years 30 years 8 CCR 3204(d)(1 )(8)(2 and 3), 29 CFR records of the chemical / substance / agent, where · 1910.1020(d)(1)(ii)(B), GC §34090 & when it was used) Use When No When No Non-records -may be obtained from the newspaper Le ad De pt. CW-018 Newspaper Clippings Longer Longer Required Required company ; GC §34090 Le ad Dept. CW-019 Personnel Work Schedules 2 years 2 years GC §34090 Cup e rtino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516 , but is also a public record, which the City may dupli cate and distribute upon a valid request for public records pursuant to state law Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Revision Adopted: Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center\ Retentions aootv to the department that is NOT the Office of Record (OFR) or the "Lead Department". If vou are the OFR refer to vour department retention schedule . Retentions beain when the act is comoleted and imolv a full file folder (e.a . last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not require authorization and can be destroved when thev are no lonaer reauired. Litiaation claims comolaints audits oublic records act reauests and/or investiaations susoend normal retention oeriods (retention resumes after settlement or completion). Lead Dept. CW-020 Public Relations / Press Releases 2 years 2 years GC ~34090 Lead Dept. Real Estate Appraisal Reports: Property NOT (Who Ordered CW-021 2 years 2 years GC §§34090, 6254(h) the Appraisal) purchased, Loans not funded , etc. When No When No Lead Dept. Real Estate Appraisal Reports: Purchased Longer Longer (Who Ordered CW-022 2 years Required -Required -GC §34090 the Appraisal) Property, Funded Loans Minimum 3 Minimum 5 years vears When No When No Reference Materials: Policies, Procedures , Longer Longer OK to destroy after 2 years, whichever is longer; GC Lead Dept. CW-023 Brochures, Flyers, Manuals, Newsletters, etc: Required -Required - Produced by YOUR Department Minimum 2 Minimum 2 §34090 years vears Lead Dept. CW-024 Reports and Stud ies (Historically significant -e.g ., 10 years p p Administratively and Historically significant, therefore ZoninQ Studies) retained permanentlv ; GC §i34090 Lead Dept. CW-025 Reports and Studies (other than Historically 10 years 10 years GC §34090 siQnificant reports -e.Q . Annual Reports) When No When No Longer Longer Lead Dept. CW-026 Special Projects/ Subject Files/ Issue Files Required -Required -GC §34090 Minimum 2 Minimum 2 years vears When No When No Subject/ Reference Files: Subjects other than Longer Longer Lead Dept. CW-027 Required -Required -Department Preference ; GC §34090 et seq . Specifically Mentioned in Retention Schedules Minimum2 Minimum2 vears years Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 15 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Revision Adopted: Office of \ Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed\ Center\ Retentions aoolv to the deoartment that is NOT the Office of Record (OFR) or the "Lead Deoartment". If vou are the OFR refer to vour deoartment retention schedule. Retentions beqin when the act is completed and imolv a full file folder le .a. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer reauired. Litiqation claims complaints audits public records act reauests and/or investiaations susoend normal retention 'Jeriods (retention resumes after settlement or comoletion). Ensure that originals of all official personnel records are When No When No provided to Human Resources . Supervisor's notes and Lead Dept. CW-028 Supervisor's File -Personnel Issues Longer Longer other unofficial records or copies maintained by the supervisor retained for reference may be retained and Required Required discarded as determined by supervisor. GC §34090 et seq. Surveys/ Questionnaires (that the City issues). Lead Dept. CW-029 If a summary of the data is compiled, the survey 2 years 2 years GC §34090 forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) CW-030 Tapes/ Recordings: See Boards & Commissions Department preference ; Ethics Training is 5 years; Training -ALL COURSE RECORDS Statewide guidelines propose 7 years ; Calif. Labor Division is required to keep their OSHA records 7 years ; Lead Dept. CW-031 (Attendance Rosters, Outlines and Materials; 5 years 5 years EEOC/FLSA/ADEA (Age) requires 3 years for promotion , demotion, transfer, selection, or discharge; State Law includes Ethics, Safety Training, & Tailgate Training requires 2 -3 years for personnel actions ; 8 CCR §3203 Meetings) et seq., 29 CFR 1602 .31; LC §6429(c); GC §§12946, 34090 53235.2(b\ Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 9 .0 Revision Adopted: RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CATI-1 Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaQed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears), since destruction is normallv performed bv file folder. Copies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation complaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or comoletion). City Attorney CA-001 Amicus Briefs 2 years 2 years GC §34090 When no When no Attorney/ Staff/ Department Advice Files (All Longer Longer City Attorney CA-002 Required -Required -GC §34090 subjects) Minimum2 Minimum 2 years years When No When No Longer Longer City Attorney CA-003 City Attorney Opinions Required -Required -GC §34090 Minimum 2 Minimum 2 years years Claims and Accident Reports (Potential Claims -Resolution + Resolution + City Attorney CA-004 Accidents to members of the public and vehicle 5 years 5 years GC §§ 911 .2 , 34090, 34090 .6 accident reports involvinq City employees) Confidential Invoice Backup (not sent to Finance) City Attorney CA-005 2 years 3 years 5 years GC §34090 legal invoices , etc . When no When no Longer Longer Required -Required - City Attorney CA-006 Lawsuits/ Litigation Minimum Minimum GC §§ 911 .2, 34090 , 34090.6 Final Final Resolution Resolution + 5 years + 5 years City Attorney CA-007 Subpoenas / Discovery Requests / Personal 2 years 2 years GC §34090 Appearance/ Duces Tecum Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Revision Adopted: Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is completed and imply a full file folder (e .a. last document+ 2 years) since destruction is normally performed by file folder. Copies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation complaints claims public records act reauests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). Agenda Packets/ Staff Reports -IMAGED (1999 & City Clerk CC-001 After): City Council, Redevelopment/ Successor 2 years p p GC §34090 et seq. AQency, Public Utilities Corporation When No When No Agenda Packets / Staff Reports -NOT IMAGED Longer Longer City Clerk CC-002 (Prior to 1999): City Council, Redevelopment/ Required -Required -GC §34090 et seq. Successor Agency, Public Utilities Corporation Minimum 2 Minimum 2 vears vears Agreements & Contracts: ALL City Clerk CC-003 Agreement or Contract includes all contractual 4 years p p CCP §§337, 337 .1(a), 337 .15 , 343; GC §34090, obligations (e .g. Amendments, Scope of Work , Contractor has retention requirements in 48 CFR 4.703 Exchanqe Orders, or Successful Proposal) Citv Clerk CC-004 Annexations/ Boundaries / Consolidations / LAFCO 5 years p p Land Records; GC &34090 City Clerk CC-005 Annual Commission / Committee Notice of 2 years 2 years 2 CCR 18702 .5; GC §34090 Vacancies oer Maddy Act Applications for Boards, Commissions or Term of Term of City Clerk CC-006 Office+ Office+ GC §34090 Committees -Successful 2 years 2 vears City Clerk CC-007 Applications for Boards , Commissions or 2 years 2 years GC §34090 Committees -Unsuccessful City Clerk CC-008 Bid Packets/ Unsuccessful Bids or Proposals 2 years 2 vears GC l:i34090 Copies -Copies - City CC-009 Claim Forms When No When No Copies (The City Attorney is the Office of Record); GC Attorney Longer Longer §34090.7 Required Reauired City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms -7 years 7 years GC §81009(e),(f), & (g); 2 CCR 18615(d) Statement of Economic Interests): ALL When No City Clerk CC-011 Employee Bonds / Fidelity Bonds Longer p p GC §§36507, 34090; PC §§801 .5, 803(c); 29 USC 1113 Required Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Revision Adopted: Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e.q. last document + 2 vears) since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation complaints claims public records act requests audits and/or investiaations susoend normal retention periods (retention resumes after settlement or comoletion). City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Must post on website; FPPC Regulation 18734(c); 2 CCR 18944(c)(3) City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions 7 years 7 years Should post on website for 4 years ; FPPC Regulation Agency Report) 18734(c); GC ~81009(e) City Clerk CC-044 FPPC Form 803 (Behested Payment Report) p p FPPC Regulation 18734(c); GC §81009e City Clerk CC-045 FPPC Form 804 (Agency Report of New Positions) p p FPPC Requlation 18734(c); GC ~81009e City Clerk CC-046 FPPC Form 805 (Aqency Report of Consultants) 7 years 7 vears GC §34090; FPPC Regulation 18734(c); GC §81009(e) City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official ?-years 7 years Must post on website; 2 CCR 18702.5(b )(3); GC §34090 ; Aooointments) GC §81009(e) Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Revision Adopted : Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not require authorization and can be destroved when thev are no /onaer reauired. - Litiaation comolaints claims oublic records act requests audits and/or investiaations susoend normal retention periods (retention resumes after settlement or comoletion). ELECTIONS -CONSOLIDATED City Clerk CC-015 Prop. 218 Fees & Charges: Ballots and/or protest 2 years 2 years GC §53753(e)(2) letters City Clerk CC-016 Prop. 218 Fees & Charges : Master Mailing List/ 2 years 2 years GC §34090 Certifications City Clerk CC-017 Prop. 218 Fees & Charqes: Undeliverable Mail 3 months 3 months Transitory/ Non-record; GC §34090 et seq . City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms): 7 years p p Paper must be retained for at least 2 years ; GC SUCCESSFUL CANDIDATES (Elected Officials) §81009(b)(g) City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms): 7 years p p Paper must be retained for at least 2 years ; GC UNSUCCESSFUL CANDIDATES §81009(b)(g) Campaign Filings (FPPC 400 Series Forms): Paper must be retained for at least 2 years; GC City Clerk CC-020 THOSE NOT REQUIRED TO FILE ORIGINAL WITH 7 years p p CITY CLERK (copies) §81009(b)(g) Campaign Filings (FPPC 400 Series Forms): Paper must be retained for at least 2 years ; GC City Clerk CC-021 OTHER COMMITTEES (PACS -not candidate-7 years p p §81009(c)(g) controlled) Candidate File: Nomination Papers , Candidate Term of Term of City Clerk CC-022 Statements, etc . -SUCCESSFUL CANDIDATES Office+ 4 Office+ EC §17100 years 4 years City Clerk CC-023 Candidate File : Nomination Papers , Candidate Election+ 4 Election+ 4 EC §17100 Statements, etc. -UNSUCCESSFUL CANDIDATES years years Elections -GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct City Clerk CC-024 Maps, County Election Services, Candidate 2 years 2 years GC §34090 Statements to be printed in the Sample Ballot, Applications for Vacancies on the Council etc.) Elections -HISTORICAL (Sample ballot, copies of City Clerk CC-025 resolutions , final results , Certificate of Election, Oath 2 years p p GC §34090 of Office)) Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Revision Adopted: Office of Retention No. Records Description Retention / Disposition Record Comments I Reference Active Inactive Total (OFR) (in office or (Records imaaed) Center) Retention If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder le.a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention periods (retention resumes after settlement or comoletion). Results, or Results , or Elections -Petitions (Initiative, Recall or Final Final The 8 month retention applies after election results, or City Clerk CC-026 Referendum) Examination Exam ination final examination if no election , unless there is a legal or if No Election if No Election FPPC proceeding . EC §§17200 , 17400 +8 mo . + 8 mo. {End of Elections Section) City Clerk CC-027 Ethics Training -Certificates 5 years 5 years GC §§34090, 53235.2(b) Historical Records & Historical Projects (e .g . City Clerk determines historical significance ; records can City Clerk CC-028 Incorporation , City Seal , Awards of significant 5 years p p historical interest, etc .) address a variety of subjects and media ; GC §34090 City Clerk CC-029 Insurance Certificates -ALL p p CCP §337 et. seq., GC §34090 List of City Council Members and Mayors / Historical City Clerk CC-030 List of Council Members and Board & Commission p p GC §34090 Members City Clerk CC-031 Minutes -All Boards,-Commissions and Committees , 2 years p p GC §34090 excluding Ad-Hoc City Clerk CC-032 Minutes -City Council , Redevelopment/ Successor 2 years p p GC §34090 Agency, Public Utilities Corporation City Clerk CC-033 Municipal Code and History File 2 years p p GC §34090 City Clerk CC -034 Oaths of Office -Council , Board and Commission 14 years 14 years GC §§36507 , 34090; PC §§801 .5 , 803(c); 29 USC Members 1113 After Records After Records City Clerk CC-047 Off-Site Records Transmittal Sheets Are No Are No Department preference ; GC §34090 et. seq . Longer at Off Longer at Off Site Storage Site Storaqe Citv Clerk CC-035 Ordinances (City Council) 2 years p p GC §34090 et. seq. City Clerk CC-036 Proof of Publication / Public Notices / Certificate of 2 years 2 years GC §34090 Postinq (includes aqendas) Real Property -Records that Affect the Title to Real City Clerk CC-037 Property {Abandonments, Deeds, Easements , Liens , 2 years p p GC §34090 Vacations etc .) Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Revision Adopted : Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is comoleted and imolv a full file folder (e.q . last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Litiqation comolaints claims oublic records act requests audits and/or investiqations susoend normal retention periods (retention resumes after settlement or comoletion). City Cl erk CC-038 Records Destruction Lists I Certificates of Records p p GC §34090 et. seq . Destruction City Clerk CC -0 39 Records Retention Schedules / Amendments to p p GC §34090 et. seq. Records Retention Schedules City Clerk CC-040 Request for Public Records 2 years 2 years City Clerk Employees are not required to retain the records produced , only the request ; GC ~34090 City Cl erk CC-041 Resolutions -City Council , Redevelopment I 2 years p p GC §34090 et. seq . Successor Agency, Public Utilities Corporation Copies -Copies - City CC-042 Subpoenas / Discovery Requests / Personal When No When No GC §34090.7 Atto rne y Appearance/ Duces Tecum Longer Longer Required Required City Clerk CC-04 3 Uniform Buildinq Codes/ California Buildinq Codes Superseded Superseded GC §i50022 .6 Cup ertino , CA This material is protected by copyright held by Gladwell Governmental Services , In c ., (909) 337-3516 , but is also a public record , which the City may dupli cate an d distribute upon a valid request for public records pursuant to state law Ver. 10 .0 Revision Adopted : RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Retention No. Record Records Description Retention / Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaedl Center\ If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is comoleted and imolv a full file folder (e.q . last document+ 2 vears) since destruction is normallv oerformed bv file folder. Copies drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Litiqation comolaints claims oublic records act requests audits and/or investiqations susoend normal retention oeriods (retention resumes after settlement or comoletion!. CITY MANAGER/ ADMINISTRATION When No When No City City Council Correspondence I Mayor's Longer Longer CM-001 Required -Required -GC §34090 Manager Correspondence / City Manager Correspondence Minimum 2 Minimum 2 years years Confidential Employee Recruitment Contracts / City CM-002 Applications 3 years 3 years 29 CFR 1602 et seq & 1627.3(a)(5) and (6); GC Manager §§12946, 34090 2 CCR 11013 (e.g. City Manager, City Attorney) City CM-003 Grand Jury Reports & Responses 5 years 5 years GC §34090 Manager When No When No City Longer Longer CM-004 Newsletters to the City Council {Items of Interest) Required -Required -GC §34090 Manager Minimum 2 Minimum 2 years years When No When No City Projects, Programs, Events, Subject & Issues Longer Longer Manager/ CM-005 (Issues and/or projects will vary over time -e.g. Required -Required -GC §34090 Lead Dept. Hotels, Developments , etc .) Minimum 2 Minimum 2 years years Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 10 .0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed\ Center\ If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not require authorization and can be destroved when thev are no lonaer reauired. Litiqation complaints, claims, oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). ECONOMIC DEVELOPMENT/ REDEVELOPMENT/ SUCCESSOR AGENCY City When No When No Manager/ CM-006 Census, Demographics Longer Longer GC §34090 et seq . Econ. Dev . Required Required City Department of Finance Schedule of Obligations : Ma nager / CM-007 Approvals, Denials , Meet & Confer, etc. 10 years 10 years GC §34090 Econ . Dev . City Economic Development Projects (Projects will vary Minimum 2 Minimum 2 Manager/ CM-008 GC §34090 Econ. Dev. over time -e.g. Proposed Hotels, etc.) years years City Redevelopment/ Successor Agency Project Files & Project Manager / CM-009 Project Plans (Includes Environmental Completion p p GC §34090 Econ. Dev. Assessments) + 5 years City Project Manage r / CM-010 Redevelopment Plans (Historical) Completion p p GC §34090 Econ . Dev . + 5 years City Relocation Files Where Redevelopment was the Settle+ 1 Settle+ 4 Settle+ 5 Manager/ CM-011 GC §§ 945, 34090, 34090 .6 Econ. Dev . Lead year years years Cupertino, CA Th is material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 10.0 Revision Adopted: RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and imply a full file folder (e.a. last document+ 2 years), since destruction is normally performed by file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation complaints claims public records act reauests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or comoletion). PUBLIC AFFAIRS / CITY CHANNEL I CABLE TV/ PIO City Manager/ CM-012 Cable TV Complaints 2 years 2 years GC §34090 Public Affairs City Manager/ CM-013 Cable TV Franchise Administration/ PACT Completion Completion GC §34090 Public Administration + 5 years + 5 years Affairs City Manager/ CM-014 Cable TV Programming, Production & Scheduling 2 years 2 years GC §34090 Public Affairs City Manager/ CM-015 Videos : Historical and Community Events 90 days p p GC §34090 Public Affairs City When No When No Longer Longer Manager/ CM-016 Community Outreach Required -Required -GC §34090 Public Affairs Minimum 2 Minimum2 years vears City Manager/ CM-017 Emergency Preparedness Plans Superseded Superseded GC §34090 Public + 2 years + 2 years Affairs City Manager/ CM-018 Newsletters to the Public (The Scene) Public p p GC §34090 Affairs Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Revision Adopted: Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and imply a full file folder (e.q. last document+ 2 years). since destruction is normally performed by file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation, complaints claims, public records act reauests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). City When No When No Longer Longer Manager/ CM-019 Proclamations / Commendations / Memoriums / Required -Required -GC §34090 Public Recognitions, etc . Affairs Minimum 2 Minimum 2 years years City When No When No Manager/ CM-020 Speech Notes/ PowerPoint Presentations Longer Longer GC §34090 et seq. Public Affairs Required Required City Video Recordings of City Council Meetings, Manager/ Public CM-021 Planning Commission Meetings, Parks & Recreation 25 years 25 years GC §§34090 .7, 34090 Affairs Commission Meetings, or other public meetings SUSTAINABILITY City When No When No Longer Longer Manager/ CM-022 City Energy Bill Analysis (Consumption Analysis) Required -Required -GC §34090 Sustain- ability Minimum2 Minimum 2 years years City When No When No Longer Longer Manager/ CM-023 Climate/ Green House Inventory Required -Required -GC §34090 Sustain- ability Minimum 2 Minimum 2 years years City Sustainability Commission Manager/ CM-024 p p Department preference; GC §34090 Sustain-AGENDAS, AGENDA PACKETS (Imaged 2017 & ability After) Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 10.0 Revision Adopted: RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5 Office of Retention No . Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is comoleted and imolv a full file folder (e.q . last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer required. Litiqation comolaints claims oublic records act requests audits and/or investiqations susoend normal retention oeriods (retention resumes after settlement or comoletion). City Sustainability Commission When No When No Longer Longer Manager/ CM-025 Required -Required -Department preference ; GC §34090 Sustain-AGENDAS, AGENDA PACKETS (NOT Imaged, ability prior to 2017) Minimum 2 Minimum 2 vears years 30 days, or 30 days, or City Sustainability Commission After After Manager/ CM-026 Minutes are Minutes are Audio tapes are not required to be made ; GC Sustain-AUDIO RECORDINGS of Meetings I Audio Tapes Adopted , Adopted , §54953 .5{b) ability Whichever is Whichever is Longer Lonqer Sustainability Commission Copies -Copies - When No When No City Clerk CM-027 Longer Longer Send all originals to the City Clerk ; GC §34090 .7 MINUTES Required Required Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a . last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). BUILDING Comm . Develop./ CD-001 Building Permit Database (includes reports) Indefinite Indefinite GC §34090, H&S §19850 Building Comm . Develop./ CD-002 Complaints (Written) 2 years 2 years GC §34090 Building Comm. Construction Notices / Inspection Notices Develop ./ CD-003 (correction notices, compliance orders, stop work notices , 2 years 2 years GC §34090 Building etc.) Until Previously adopted codes are maintained Cupertino's currently adopted model code as amended Superseded Until City Clerk CD-004 (California Building Codes/ Uniform Building Codes) Dept. to Superseded permanently by the City Clerk, who is the Office of retain copies Record; GC §34090 .7 Multi-Family Dwellings, Commercial and Industrial Buildings. Building Plans, Permits and Supporting Documents (including project that are expired or withdrawn) Supporting Documents include: Applications, Fee Estimator, Comm . Contractor/ Subcontractor list, Owner Builder form, Soils / Geotechnical Reports, Structural Calculations , Special Inspection Develop ./ CD-005 Reports , Specifications , Accessibility Hardship form, Alternate p p GC §34090 Building Materials & Methods form, Energy Compliance forms, Certificate of Occupancy, Green Bldg Checklist, & Hazardous Materials Questionnaire, Landscape Water Efficiency Checklist, Permit cancellation letters, PG&E/ Gas/ Electric Abandonment , Removal Letter (Building Demo) Comm . Develop ./ CD-006 New Address Assignments; Change of Addresses p p GC §34090 , H&S §19850 Building Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Revision Adopted: Office of Retention No. Record Records Description Retention / Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) - If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears!. since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or completion). Comm . Plan Check Comments, Outside Agency Reports, Keep Until Keep Until Develop ./ CD-007 Correspondence, Checklists, Temporary Certificate of Permit is Permit is Preliminary Drafts; GC §34090 Buildinq Occupancy, etc. Finalled Finalled Comm. Public Records Requests / Requests & Permissions to Develop ./ CD-008 2 years 2 years GC §34090 et seq. Buildinq Receive Copies of Plans Single Family Dwelling and Duplexes. Iss ued Building Plans, Permits and Supporting Documents (including project that are expired or withdrawn) Supporting Documents include: Applications, Fee Estimator, Comm . Contractor/ Subcontractor list, Owner Builder form, Soils/ Develop ./ CD-009 Geotechnical Reports , Structural Calculations, Special Inspection p p CBC 104.7, & 107.5, H&S§19850 , GC §34090 Building Reports , Specifications , Accessibility Hardship form, Alternate Materials & Method s form , Energy Compliance forms, Certificate of Occupancy, Green Bldg Checklist, Landscape Water Efficiency Checklist, Permit cancellation letters, PG&E/ Gas/ Electric Abandonment, Removal Letter (Building Demo) Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Active Inactive Total (OFR) (in office or (Records imaaed) Center) Retention If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Copies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). CODE ENFORCEMENT Comm. Develop ./ CD-010 Abandoned Vehicles 2 years 2 years GC §34090 et seq . Code Enforce . Comm. Develop ./ CD-011 Alarm Records/ False Alarms 2 years 2 years GC §34090 et seq. Code Enforce . Comm. When No When No Dev el op ./ Longer Longer Code CD-012 Appeals -Administrative Citations Required -Required -GC §34090 et seq . Enforce . Minimum 5 Minimum 5 vears vears Comm . When No When No Develop ./ Longer Longer Code CD-013 Appeals -Parking Citations Required -Required -GC §34090 et seq . Enforce . Minimum 2 Minimum 2 vears vears Comm . When No When No Develop ./ Longer Longer Code CD-014 Citations (Parking , Traffic, or Criminal) Required -Required -GC §34090 et seq . Enforce . Minimum2 Minimum2 years vears Comm. Code Enforcement Case Files / Abatement Case Files / When No When No De velop ./ Administrative Citations (Includes appeals and Code Longer Longer Code CD-015 Enforcement Complaint Letters , Complaints, Correction Requ ired -Required -GC §34090 Enforce . notices, Orders , etc.) Min imum 5 Minimum 5 vears vears Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver . 18 .0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Revision Adopted : Office of Record Retention No. Records Description Retention / Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaqed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no /onaer required. Litiaation comolaints claims oublic records act requests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). Comm. Develop ./ CD-016 Crime Reports (Misdemeanor or Infractions) 2 years 2 years GC §34090 et seq . Code Enforce. Comm . Develop./ CD-017 Liens p p GC §34090(a) Code Enforce. Comm. Develop ./ CD-018 Permits: Massage Solicitor, Handbill , Taxi Expiration + Expiration + 2 GC §34090 et seq. Code 2 years years Enforce. Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337 -3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Revision Adopted: Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Active Inactive Total (OFR) (in office or (Records Retention ima<1ed\ Center\ If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder re.a . last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer required. Litiqation complaints claims public records act requests audits ahdlor investiaations susoend normal retention oeriods (retention resumes after settlement or comoletionJ. HOUSING Comm . Housing Commission Develop ./ CD-019 p p Department preference ; GC §34090 Housing AGENDAS, AGENDA PACKETS (Imaged, 2017 & After) Housing Commission When No When No Comm. Longer Longer Develop./ CD-049 AGENDAS, AGENDA PACKETS (NOT Imaged, prior to Required, Required, Department preference; GC §34090 Housing 2017) Minimum 2 Minimum 2 vears vears 30 days, or 30 days, or Comm. Housing Commission After Minutes After Minutes Audio tapes are not required to be made; GC Develop ./ CD-020 are Adopted , are Adopted, §54953 .5(b) Housing AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is Lonqer Lonaer Housing Commission Copies -Copies - When No When No City Clerk CD-021 Longer Longer Send all originals to the City Clerk; GC §34090.7 MINUTES Required Reauired After the 5 years after Housing Programs : Affordable Housing Projects, Affordability the Rehabilitation, First Time Home Buyers , Community Period Affordability Comm . Housing Development Organizations, CDBG & HOME Terminates, Period or the Terminates, 24 CFR 85.42, 92.508(a)(c)(2) & 570.502(b), 29 Develop./ CD-022 5 years Written or the Written CFR 97.42, GC §34090 Housing WITH a Recapture / Resale Restriction Agreement Agreement Deeds and Title Insurance are sent to City Clerk Terminates, Terminates, Whichever Whichever is is Lonaer Lonaer Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Revision Adopted: Office of Retention No. Record Records Description Retention / Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder re .a. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Copies drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Litiqation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletionl. Housing Programs: Affordable Housing Projects, Rehabilitation , First Time Home Buyers, Community Comm . Housing Development Organizations , CDBG & HOME Loan Pay-off Loan Pay-off 24 CFR 85.42 , 92 .508(a)(c), & 570 .502 , 29 CFR Develop./ CD-023 Housing WITHOUT a Recapture I Resale Restriction + 5 years + 5 years 97.42 Deeds and Title Insurance are sent to Citv Clerk Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Revision Adopted: Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total {OFR) {in office or {Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no /onaer reauired. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). PLANNING Comm. Administrative Hearings Develop ./ CD-024 p p Department preference; GC §34090 Planning AGENDAS, AGENDA PACKETS {Imaged, 2017 & After) Administrative Hearings When No When No Comm. Longer Longer Develop ./ CD-051 AGENDAS, AGENDA PACKETS (NOT Imaged, prior to Required, Required, Department preference ; GC §34090 Planning 2017) Minimum 2 Minimum 2 vears vears 30 days, or 30 days, or Comm . Administrative Hearings After Minutes After Minutes Audio tapes are not required to be made; GC Develop ./ CD-025 are Adopted, are Adopted, Planning AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is §54953 .5{b) Lonqer Lonqer Administrative Hearings Copies -Copies - When No When No City Clerk CD-026 Longer Longer Send all originals to the City Clerk ; GC §34090.7 MINUTES Required Required Comm . Develop./ CD-027 Annexations/ Boundaries / Consolidations / LAFCO 5 years p p Land Records ; GC §34090 Planning & City Clerk Comm. Design Review Committee Develop./ CD-028 p p Department preference; GC §34090 Pla nning AGENDAS, AGENDA PACKETS {Imaged, 2017 & After) Design Review Committee When No When No Comm . Longer Longer Develop ./ CD-052 AGENDAS, AGENDA PACKETS {NOT Imaged, prior to Required, Required, Department preference; GC §34090 Planning 2017) Minimum 2 Minimum2 vears vears Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is comoleted and imolv a full fil e folder re.a . last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation complaints claims oub lic records act reauests audits and/or investiaations sus'Jend normal retention oeriods (retention resumes after settlement or comoletion). 30 days, or 30 days , or Comm. Design Review Committee After Minutes After Minutes Audio tapes are not required to be made ; GC Develop./ CD-029 are Adopted , are Adopted , §54953.5(b) Planning AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is Lonqer Lonqer Design Review Committee Copies -Copies - When No When No City Clerk CD-030 Longer Longer Send all originals to the City Clerk; GC §34090 .7 MINUTES Required Required Comm . Environmental Determinations : Environmental Impact Develop ./ CD-031 Reports (EIRs), Negative Declarations , etc . ) p p 14 CCR §15095(c); GC §34090 Planning Inside City boundaries Comm . Environmental Determinations : Environmental Impact When No When No Develop ./ CD-032 Reports (EIRs), Negative Declarations , etc . ) Longer Lon ger Non-records Planning Outside City boundaries Required Required Comm . Environmental Review Committee Develop ./ CD-033 p p Department preference; GC §34090 Planninq AGENDAS, AGENDA PACKETS (lmaaed 2017 & After) Environmental Review Committee When No When No Comm. Longer Lon ger Develop ./ CD-053 AGENDAS, AGENDA PACKETS (NOT Imaged, prior to Required, Required, Department preference ; GC §34090 Planning Minimum 2 Minimum2 2017) vears years 30 days , or 30 days, or Comm. Environmental Review Committee Aft er Minutes After Minutes Audio tapes are not required to be made; GC Develop ./ CD-034 are Adopted, are Adopted, §54953.5(b) Planning AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is Lonqer Lonqer Cupertino , CA This material is protected by copyrig ht held by Gladwell Governmental Services, In c ., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Revision Adopted: Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). Environmental Review Committee Copies -Copies - City Clerk CD-035 When No When No Send all originals to the City Clerk; GC §34090.7 Longer . Longer MINUTES Required Required Comm . Fine Arts Commission Develop./ CD-054 p p Department preference; GC §34090 Planning AGENDAS, AGENDA PACKETS (Imaged 2017 & After) Fine Arts Commission When No When No Comm . Longer Longer Develop./ CD-055 AGENDAS, AGENDA PACKETS (NOT Imaged, prior to Required , Required, Department preference; GC §34090 Planning 2017) Minimum 2 Minimum2 years years 30 days, or 30 days , or Comm . Fine Arts Commission After Minutes After Minutes Audio tapes are not required to be made ; GC Develop ./ CD-056 are Adopted , are Adopted, Planning AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is §54953 .5(b) Lonqer Lonaer Fine Arts Commission Copies -Copies - City Clerk CD-057 When No When No Send all originals to the City Clerk ; GC §34090.7 Longer Longer MINUTES Required Reauired Comm. Develop ./ CD -036 General Plan , Elements and Amendments p p GC §34090 Planninq Comm. Develop./ CD-037 Master Plans, Specific Plans, Bikeway Plans, etc. p p GC §34090 Planninq Comm. Planning Commission Develop ./ CD-038 p p Department preference ; GC §34090 Planninq AGENDAS, AGENDA PACKETS Clmaaed 2002 & After) Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Revision Adopted : Office of Retention No. Record Records Description Retention / Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer required. Litiaation comolaints claims oublic records act requests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). Planning Commission When No When No Comm. Longer Longer Develop./ CD-059 AGENDAS, AGENDA PACKETS (NOT Imaged, prior to Required, Required , Departmen t preference ; GC §34090 Planning 2002) Minimum2 Minimum 2 years vears 30 days, or 30 days, or Comm . Planning Commission After Minutes After Minutes Audio tapes are not required to be made; GC Develop./ CD-039 are Adopted, are Adopted , Planning AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is §54953 .5(b) Lonqer Lonqer Planning Commission Copies -Copies - When No When No City Clerk CD-040 Longer Longer Send all originals to the City Clerk ; GC §34090.7 MINUTES Required Reauired Comm . Planning Commission Develop ./ CD-041 p p GC §34090 Planning RESOLUTIONS Planning Project Files -Approved & Unapproved Comm . Temporary Entitlements: Develop ./ CD-042 2 years 2 years GC§34090 Planning Christmas Tree Lots, Banner, Garage Sales , Pumpkin Lots Temoorarv Sians etc. Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Revision Adopted: Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder re.a . last document+ 2 vears). since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation complaints claims oublic records act requests audits and/or investiqations susoend normal retention periods (retention resumes after settlement or completion). Planning Project Files -Permanent Entitlements (ALL) (Includes Associated CEQA Noticing, Conditions of Approval , Consultant's Reports , Public Noticing, Environmental Determinations, Staff Reports, Plans & Comm . Maps, arborist, architecture , geologic , noise, soils, traffic, and all other uniquely dated environmental and technical Develop. I CD-043 reports and studies ; incomplete and complete letters; 3 years p p 14 CCR §15095(c); GC§§34090, 34090 .7 Planning project approval and conditions of approval letters ; and any other documents that project planner deems critical.) Examples : Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments , Parcel Maps, Planned Unit Developments (PUD), Site Plans , Tentative Subdivisions , Variances, Zone Chances etc . Comm. Project Log Index/ Spreadsheet/ Binders of Historic Develop ./ CD-044 p p GC§34090 Plann inQ Actions Comm. Special Studies (authored by the City , not related to a Develop ./ CD-045 particular subject. e.g. Noise/ traffic in the Downtown p p GC§34090 Planninq Corridor, etc.) Comm. Deve lop./ CD-046 Tree Removal Permits 3 years p p GC§34090 PlanninQ Comm . Department Preference; City Clerk Maintains De vel op ./ CD-047 Zoning Maps p p originals of all documents that were presented to Planning Council; GC §34090.7 City Clerk CD-048 Zoning Ordinance Amendments , Reclassifications / Zone 3 years p p Department Preference (copies); GC §34090.7 Chanqe Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 14 .0 Revision Adopted : RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention No . Records Description Retention I Disposition Record Comments I Reference Active Inactive Total (OFR) (in office or (Records imaaed) Center) Retention If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears since destruction is normallv performed bv file folder. Copies drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Litiqation comolaints claims, oublic records act reauests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). FINANCE I ADMINISTRATION Finance I Assessment Districts/ Community Facilities Districts, Admin . FN-001 and similar documents -Financial Records/ Assessor 2 years 3 years 5 years GC §34090 Roll Audit Committee Finance I FN-035 p p Department preference; GC §34090 Admin . AGENDAS, AGENDA PACKETS (Imaged 2017 & After) Audit Committee When No When No Finance I Longer Longer Admin . FN-036 AGENDAS, AGENDA PACKETS (NOT Imaged, prior Required, Required, Department preference ; GC §34090 Minimum 2 Minimum 2 to 2017) vears vears 30 days , or 30 days, or Audit Committee After After Finance I FN-037 Minutes are Minutes are Audio tapes are not required to be made ; GC Admin . AUDIO RECORDINGS of Meetings I Audio Tapes Adopted , Adopted, §54953 .5( b) Whichever is Whichever i~ Longer Lonaer Audit Committee Copies -Copies - City Clerk FN-038 When No When No Send all originals to the City Clerk; GC §34090 .7 Longer Longer MINUTES Required Required Finance I FN-002 Audit Reports I CAFR -Comprehensive Annual Financial 5 years p p GC §34090 .7 Admin. Reports and related Audit Opinions Finance/ FN-003 Audit Work Papers 5 years 5 years GC §34090 Admin. Finance I FN-004 Budgets -Adopted I Final Admin. 5 years p p GC §34090, 40802 , 53901 Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516, but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Revision Adopted: Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer required. Litiqation, comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention eriods (retention resumes after settlement or comoletion). Finance/ When No When No Admin. FN-005 Budgets -Preliminary, Backup Documents Longer Longer Preliminary drafts ; GC §34090 Required Required Finance/ FN-006 Single Audits / Transportation Audits / PERS Audit, et. 2 years 3 years 5 years GC §34090 Admin . Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 14 .0 Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vearsJ. since destruction is normaflv performed bv file folder. Copies drafts, notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or completion). FINANCE I GENERAL ACCOUNTING Finance/ General FN-007 1099's , 1096's / W-9s 5 years 5 years R&T §19530 , GC §34090 Accounting Finance/ Accounts Payable/ Invoices and Backup General FN-008 (Includes Invoices , Travel Expense Reimbursements , 2 years 3 years 5 years GC §34090 Accounting Warrant Request , and similar documents) Finance/ General FN-009 FEMA Reimbursement Claims 2 years 8 years 10 years GC §34090 Accounting Finance/ Bank Statements , Trustee Statements , and similar General FN-010 2 years 3 years 5 years GC §34090, 26 CFR 31 .6001 -1 Accountinq documents Finance/ Bond Official Statements/ Transcripts/ Certificates of Fully Fully CCP §§336a , 337 .5(a); 26 CFR 1.6001-1(e): GC General FN-011 Participations (COPs) See Bank Statements for Defeased + Defeased + §43900 et seq. Accountinq statement retention. 10 years 10 years Finance/ General FN-012 Checks/ Warrant Register Report (issued) 2 years 3 years 5 years GC §34090 , CCP § 337 Accounting Finance/ General FN-013 Checks I Warrants (Cashed) 2 years 3 years 5 years GC §34090 , CCP § 337 Accounting Finance/ Meets municipal government auditing standards ; General FN-014 Escheat (Unclaimed money/ uncashed checks) 5 years 5 years CCP §§340 , 1519; GC §34090 Accountinq Finance/ General FN-015 Financial Services Database Indefinite Indefinite Data Fields I Records are interrelated; GC §34090 Accountinq Finance/ General FN-016 Fixed Assets -Annual Listing (Source Documents) 5 years 5 years GC §34090 Accountinq Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a . last document+ 2 vears since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroyed when thev are no lonqer reauired. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention >eriods (retention resumes after settlement or comoletion). Finance/ Investment Reports / Treasurer's Reports (Report and General FN-017 5 years 5 years GC §34090 Accounting Backup) Finance/ Investments/ Arbitrage/ Certificate of Deposit/ General FN-018 Investment Bonds (Receipts/ Advisor Reports and 5 years 5 years GC§§ 34090 , 43900 Statements/ Trade Tickets/ LAIF (Local Agency Accounting Investment Fund)) Finance/ General FN-019 Journal Entries / Journal Vouchers 2 years 3 years 5 years GC §34090, CCP § 337 AccountinQ Finance/ Reports, Subsidiary Ledgers , Reconciliations, When No When No General FN-020 Transaction Histories, Balance Sheets, Revenue & Longer Longer GC §34090 Expenditure Reports , and similar documents (MONTHLY Accounting OR PERIODIC) Required Required Finance/ Reports : Annual State or Federal: State Controller's Department Preference; Meets auditing standards; General FN-021 Report, Street Report, Local Government Compensation 5 years 5 years GC §34090 AccountinQ Report, and similar documents Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 14.0 Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records imaaed) Center) Retention If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e.a. last document+ 2 vears). since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer required. Litiqation complaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or comoletion). FINANCE I PAYROLL Finance/ FN -022 CalPERS Reports 2 years 3 years 5 years GC §34090 Payroll Finance/ FN-023 DE-6 , 941 & DE-166 Forms -Quarterly Payroll Tax 2 years 3 years 5 years 26 CFR §31 .6001-1(e)(2), R&T §19530 ; 29 CFR Payroll Returns/ OASDI 516 .5 -516.6, 29USC 436 , GC §34090 Finance/ FN-024 Deferred Compensation (City Statements) 2 years 3 years 5 years GC §34090, 26 CFR 31.6001 .1 Payroll Copies -Copies - Human FN-025 Payroll Employee Files (by employee name, includes W-When No When No Human Resources retains originals; GC §3 4090 .7 Resources 4s , deductions , garnishments, and similar documents) Longer Longer Required Required Finance/ FN-026 Payroll Registers 2 years 3 years 5 years GC §34090 Payroll Finance/ FN-027 Time Sheets/ Time Cards 2 years 3 years 5 years 26 CFR §3 1.6001-1(e)(2), R&T §19530 ; LC § Payroll 1174(d); 29 CFR 516 .5 & 516.6(c); GC !;i 34090 Finance/ FN-028 W-2 Reports 2 years 3 years 5 years 26 CFR §31 .6001-1(e)(2), R&T §19530 ; 29CFR Payroll 516.5 -516 .6, 29USC 436 , GC !:i34090 Finance/ FN-029 W-2's 2 years p p 26 CFR §3 1.6001-1(e)(2), R&T §19530 ; 29CFR Payroll 516.5 -516 .6 , 29USC 436 , GC §34090 Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Revision Adopted : Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaqed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e .q. last document+ 2 vears), since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation complaints claims public records act reauests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). FINANCEIREVENUEIACCOUN1SRECEIVABLE Accounts Receivable -General -Business License Finance/ Applications & Registrations and Renewal Responses , Revenue FN-030 Transient Occupancy Tax (TOT), Parking Meters, 2 years 3 years 5 years GC §34090 Invoices to Outside Entities, Franchise Income, and similar documents Finance I When No When No Preliminary drafts not retained in the ordinary course FN-031 Business License Renewal Notices, Payment Stubs Longer Longer Revenue Required Required of business; GC §34090 et seq . Finance I FN-032 Business License Closure Letter I Confirmations Not 2 years 2 years GC §34090 et seq. Revenue Doinq Business in City Finance/ FN-033 Accounts Receivable -Leases / Rent / Property 2 years 3 years 5 years Meets municipal government auditing standards; GC Revenue Management §34090 Finance/ FN-034 Daily Cash Receipts / Cashier Receipts 2 years 3 years 5 years GC §34090 et seq . Revenue Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13 .0 Revision Adopted : Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Records Description Retention / Disposition Active Inactive Total (in office or (Records Retention imaqed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Comments I Reference Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears) since destruction is normallv oerformed by file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Page HR-1 Litiqation complaints claims public records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or completion). Human HR-023 1095-C (Employer-Provided Health Insurance Offer and 5 years 5 years 26 CFR 31.6001-1(e)(2); GC §34090 Resources Coverage) When No When No Human Classification / Reorganization Studies (for employee Longer Longer HR-002 Required -Required -GC §§12946 , 34090 Resources classifications and department structures) Minimum 3 Minimum 3 years years When No When No Human Longer Longer Resources HR-003 Classification Specifications / Job Descriptions Required -Required -GC §§12946 , 34090 Minimum 6 Minimum 6 years years When No When No Human Longer Longer Resources HR-004 Compensation Surveys & Studies Required -Required -GC §§12946, 34090 Minimum 3 Minimum 3 years vears Human Confidential Invoice Backup (not sent to Finance) Resources HR-005 2 years 3 years 5 years GC §34090 Ben efit backup , legal invoices, etc . Human Department of Fair Employment & Housing (DFEH or Final Final HR-006 Disposition + Disposition + 2 CCR 1101 3(c);GC §§12946 , 34090 Resources EEOC) Claims 3 years 3 years Human Until Until HR-007 OMV Pull Notices Superseded Superseded GC §34090 Resources or Separated or Separated Human HR-008 Drug & Alcohol Test Results (All -Positives and 5 years 5 years GC §§12946, 34090, 49 CFR 655.71 et seq.; 49 Resources Neqatives) CFR 382.401 et seq .; 29 CFR 1627.3(b)(1 )(v), Human HR-009 EE0-4 Reports and records required to generate EE0-4 3 years 3 years 29 CFR 1602 .30 Resources report (Self-Identification Form, etc .) Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13 .0 Revision Adopted: Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Records Description Retention I Disposition Active Inactive Total (in office or (Records Retention imaaed) Center) Page HR-2 Comments I Reference If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e.q. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Copies drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Liti aation, comolaints, claims oublic records act reauests, audits and/or investiaations susoend normal retention Jeriods (retention resumes after settlement or completion). Human HR-010 Grievances, Investigations, and Informal Complaints Separation+ Separation + 29 CFR 1602.31 & 1627 .3(b)(1); GC §§12946, Resources 6 years 6 years 12960,34090 Human HR-011 l-9S Separation+ Separation + GC §§ 12946, 34090 Resources 3 years 3 years Human When No Resources HR-012 Insurance Policies : General Liability, Property, etc . Longer p p GC §34090 Required Labor Relations Files Human HR-013 10 years 10 years GC §34090 Resources (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) Human OSHA Inspections & Citations, Log 200 and Log 300, OSHA requires 5 years;8 CCR §3203(b)(1), 29 CFR Resources HR-014 301, 301A, etc. 2 years 3 years 5 years 1904.33, 0MB 1220-0029, 8 CCR 14300.33; GC 1&34090; LC §6429c Human HR-015 Livescan Applications 2 years 2 years GC §34090 Resources Human HR-016 Livescan Clearance Sheets Upon Upon GC §34090 Resources Separation Separation Human HR-017 Personnel Files -Employees Separation + p p 29 CFR 1602.14; 29 CFR 1602 .31 & 1627 .3(b)(ii), Resources 1 vear GC §§ 12946, 34090 Human Personnel Files -Medical File (all employees) Separation + Resources HR-018 1 year p p GC §§12946 , 34090 Includes Pre-emolovment ohvsicals, Respirator Fit Tests, etc . Recruitment and Testing File Human (Includes Unsuccessful Applications , Interview Notes , Department preference; 29 CFR 1602 et seq & Resources HR-019 Advertisements , Job Brochures , Test Data. Testing Analysis & 5 years 5 years 1627 .3(a)(5) and (6), 2 CCR 11013(c); GC §§12946 , statistical Metric, Job Analysis, Rating Sheets , Scantrons, 34090 Rater's Profile & Confidentiality Agreement, Flowchart. Eligible Lists, etc .) Human HR-020 Safety Committee Agendas 2 years 3 years 5 years GC §§12946 , 34090, 53235.2(b) Resources Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 13 .0 Revision Adopted : Office of Retention No. Record (OFR) RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Records Description Retention / Disposition Active Inactive Total (in office or (Records Retention imaaed) Center) Page HR-3 Comments I Reference If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a . last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Litiaation comolaints claims, oublic records act requests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). When No When No Human Studies & Surveys Conducted on Behalf of the City Longer Longer HR-021 Required -Required -GC §34090 Resources (Sick Leave , Attrition, Benefits, etc .) Minimum 3 Minimum 3 years years Human Department preference (Courts treat volunteers as Resources Volunteer/ Unpaid Intern Applications & Agreements -Inactive/ Inactive/ employees); EEOC/FLSA/ADEA (Age) requires 3 or Rec . & HR-024 Successful Separation + Separation + years for promotion , demotion , transfer, selection , or Community 3 years 3 years discharge ; 29 CFR 1602.31 & 1627 .3(b)(1 )(i)&(ii), Services, GC §§12946 , 34090 Human Resources Volunteer/ Unpaid Intern Applications & Agreements -or Rec . & HR-025 3 years 3 years GC §§12946, 34090 Community Unsuccessful or Pending Applicants Services, Workers' Compensation/ Employee Accident Reports Human HR-022 Includes all Accident, Incident , or Injury Reports and Until Closed p p 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400 .2; Resources associated MSDS , Refusal of Medical Treatment of an GC §§12946 , 34090 Industrial Accident Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516, but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 11.0 RECORDS RETENTION SCHEDULE: INNOVATION & TECHNOLOGY Page IT-1 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed\ Center\ If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a . last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation, comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or completion). Innovation When No When No Used for Disaster Recovery Purposes Only; GC & IT-001 Backups (Disk to Disk) -Daily Longer Longer Technology Required Required §34090 et seq. Innovation Backups (Disk to Disk) -Weekly/ Monthly (Documents -When No When No Used for Disaster Recovery Purposes Only; GC & IT-002 Longer Longer Technology 12 months , email -3 days) Required Required §34090 et seq . Innovation When No When No Preliminary documents not retained in the ordinary & IT-003 Inventory , Information Systems Longer Longer Technology Required Required course of business; GC §34090 et seq. Innovation When No When No Preliminary documents not retained in the ordinary & IT-004 Network Configuration Maps & Plans Longer Longer Technology Required Required course of business; GC §34090 et seq. Innovation Technology , Information , and Communications & IT-005 Commission p p Department preference; GC §34090 Technology AGENDAS, AGENDA PACKETS (Imaged 2017 & After) Technology , Information, and Communications When No When No Innovation Commission Longer Longer & IT-006 Required, Required, Department preference; GC §34090 Technology AGENDAS, AGENDA PACKETS (NOT Imaged, prior to Minimum 2 Minimum 2 2017) years years 30 days , or 30 days , or Innovation Technology, Information , and Communications After After & IT-007 Commission Minutes are Minutes are Audio tapes are not required to be made ; GC Technology Adopted, Adopted, §54953.5{b) AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is Longer Lonaer Technology, Information , and Communications Copies -Copies - C ity Clerk IT-008 Commission When No When No Send all originals to the City Clerk; GC §34090.7 Longer Longer MINUTES Required Required Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 11.0 Revision Adopted : RECORDS RETENTION SCHEDULE: INNOVATION & TECHNOLOGY Pag e IT-2 Office of Retention No. Record Records Description Retention / Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records imaaed) Center) Retention If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is comoleted and imolv a full file folder (e.q . last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cop ies drafts, notes and non-records do not require authorization and can be destroved when thev are no lonqer required. Litiqation comolaints claims, oublic records act requests audits and/or investiqations susoend normal retention oeriods (retention resumes after settlement or comoletion). Innovation UNALTERABLE MEDIA/ WORM/ DVD-r / CD-r / Blue For legal compliance for Trustworthy Electronic & IT-009 Ray-R or other Unalterable Media that does not permit p p Records {when the electronic record serves a s the Technology additions , deletions , or changes official record); GC §34090 et seq ., 12168.7 , EVC 1550, 2 CCR 22620 et seq . Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, In c., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver . 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Revision Adopted : Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is completed and implv a full file folder (e .a. last document+ 2 vears) since destruction is normallv performed bv file folder. Coo ies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation c omplaints claims public records act requests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS / ENGINEERING Pu bli c Works PW-001 Abandonments / Vacations (Streets) p p GC §34090 / Eng ineering Publ ic Works PW-002 Aerial Maps/ Photographs -Analog or Digital & p p GC §34090 / EnQineerinQ Index to Aerials Assessment Districts/ Community Fac ilities Districts / Maintenance Districts / Landscape & Pub lic Works PW-003 Lighting/ Street Improvement District Projects/ p p GC §34090 / Eng in eerin g Underground Utility Districts (FORMATION, BOUNDARIES, ENGINEERS REPORTS, MAPS) Public Works PW-004 Ben c hmarks , Center Line Ties , Survey Books p p GC §34090 / EnQin eerinQ Bi cycle Pedestrian Commission Pub lic W orks PW -005 p p Department preference ; GC §§34090 .7, 54960.1(c)(1) / Engi neering AGENDAS , AGENDA PACKETS (Imaged 2017 & After) Bicycle Pedestrian Commi s sion When No When No Pub li c Works Longer Longer / Engi neerin g PW-070 AGENDAS, AGENDA PACKETS (NOT Imaged , Required , Required, Department preference ; GC §34090 Minimum 2 Minimum 2 prior to 2017) vears vears 30 days , or 30 days , or Publi c W orks Bicycle Pedestrian Commission After Minutes After Minutes (Audio recordings are not required to be made); GC PW-006 are Adopted , are Adopted, / En gin ee rin g AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Wh ichever is §54953 .5(b) LonQer Lonaer Copies -Copies - City Clerk PW-007 Bicycle Pedestrian Commission When No When No Send all originals to the City Cl erk ; GC §34090 .7 MINUTES Longer Longer Required Reauired Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516 , but is also a public record , whi c h the City may du pl icate and distribute upon a valid request for public records pursuant to state law Ver. 18 .0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Revision Adopted: Office of Retention No . Record Records Description Retention / Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records imaaed) Center) Retention If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and imply a full file folder (e .q . last document+ 2 years). since destruction is normally oerformed by file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation comolaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or comoletion). Public Works PW-008 Block Party Permits 2 years 2 years GC §34090 et seq . / Engineering Securities (Performance Bonds , Letters of Credit, CD's, Public Works Release of Release of etc.) are released after the Notice of Completion is issued / Engineering PW-009 Bonds: Construction Bonds / Subdivision Bonds Bond/ Bond/ and released according to the bond release schedule , Security Security which is fully released 1 year after the Notice of Completion date ; GC ~34090 Capital Improvement Projects (CIP): Administration File 10 years or After Completion + Budget, Bid Set and Conform Set of Drawings, Estimates, Funding 10 years or Public Works Advertisement/ Notice Inviting Bids/ Bid Results, Project Upon Agency After Funding / Engineering PW-010 Administration, Certified Payrolls , Correspondence/ Completion Audit, if Agency Audit, GC §34090 Notices , Council or Commission Staff Reports & Minutes , required , if required, Preliminary Notices / Stop Notices , Presentations , Project whichever is Schedules, Meeting Notes , Progress meetings , Public whichever is longer Information Real Estate Appraisals, Bond Release Letters , longer etc. Capital Improvement Projects (CIP): Permanent File Plans , Specifications & Addenda, Agreement/ Contract , Successful Proposal , Change Orders , Construction Upon Public Works PW-011 Manager's Logs , Daily Inspections , Easements, p p GC §34090 / Engineering Environmental / EIRs, Negative Declarations , Categorical Completion Exemptions, Field Authorizations , Materials Testing Reports , Grading Permits , Insurance Certificates, Hazardous Materials Plans, Notice of Completion , Photos, Real Property Acquisitions , RFls & Responses, Soils Reports Studies Submittals Survevs etc. Lead Dept. PW-012 Capital Improvement Projects (CIP): Unsuccessful 2 years 2 years GC §34090 Proposals Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e .q. last document+ 2 vears) since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no /onqer required. Litiqation complaints claims oublic records act requests audits and/or investiqations susoend normal retention oeriods (retention resumes after settlement or comoletionJ. When No When No Longer Longer Lead Dept. PW-013 Correspondence -Regulatory Agencies Required -Required -GC §34090 Minimum 10 Minimum 10 years years City Clerk & Public Works PW-014 Deeds , Easements p p Finals are maintained by City Clerk ; GC §34090 et seq . / Engineering Public Works PW-015 Design & Construction Standards p p GC §34090 / EnQineerinQ Drawings, Maps , Plans and Record Drawings, Large Public Works Format Drawings, Survey Record Maps , Capital / Engineering PW-016 Improvement Project "As-Builts" p p Drafts should be destroyed; GC §34090, 34090 .7 FINALS Publ ic Works PW -017 Encroachment Permits -Permanent p p Department file may include correspondence; GC §34090 / Engineering Encroachments et seq . Publi c Works Encroachment Permits -Public Right of Way, If work performed is subject to a warranty , Minimum 2 / Engineering PW-018 Street Permits, Temporary Construction, Traffic p p years after expiration of the warranty; GC §34090 Control, Utility Cuts etc. When No When No Public Works Engineering Studies / Surveys -Preliminary Studies Longer Longer / Engineering PW-019 / Project Assessments (Not Acquired or Required -Required -GC §34090 Developed) Minimum 2 Minimum 2 years vears Public Works PW-020 Engineering Studies/ Surveys (City Built Projects) p p GC §34090 / EnQineerinQ Public Works PW-021 Geotechnical and Soils Reports; Hydrology Reports p p GC §34090 / EnQineerinQ (Authored or Purchased by the City) Public Works PW-022 Grading Permits & Plans p p GC §34090 / EnQineerinQ Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Revision Adopted: Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records imaaed) Center) Retention If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder le .a. last document+ 2 vears) since destruction is normallv performed bv file folder. Copies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation comolaints claims oublic records act requests audits and/or investiqations susoend normal retention periods (retention resumes after settlement or completion). Comm . When No When No Develop ./ PW-023 Plan Checks for Building Permits Longer Longer Preliminary drafts ; GC §34090 et seq . Buildinq Required Required Private Development Projects / Job Files: Administration File Public Works Correspondence, Project Schedules, etc . Upon Completion + / Engineering PW-024 Completion 10 years 10 years GC §34090 Examples of types of Private Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs Private Development Projects / Job Files: Permanent Files Construction Inspections, Dedications, Drainage, Driveway, Easements, Encroachments , Final Reports, Public Works Grading Plans, Photos, Private Lab Verifications, Upon / Engineering PW-025 Rights of Way, Stormwater, Testing Lab Verifications , Completion p p GC §34090 etc. Examples of types of Private Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs, TSMs Project-related Petitions (submitted to Council May be sent to Public Works or other departments, Public Works depending upon the subject of the petition ; For Initiative , / Engineering PW-026 related to a proposed project ). Examples : parking 2 years 2 years Recall or Referendum petitions , see the City Clerk requests , traffic calming requests, etc. schedule GC ~34090 Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Revision Adopted : Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e .q. last document+ 2 vears). since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation complaints claims, public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Public Safety Commission Public Works PW-027 p p Department preference; GC §§34090 .7, 54960 .1(c)(1) / Engineering AGENDAS, AGENDA PACKETS (Imaged 2017 & After) Public Safety Commission When No When No Public Works Longer Longer / Eng ineering PW-071 AGENDAS, AGENDA PACKETS (NOT Imaged, Required, Required, Department preference ; GC §34090 prior to 2017) Minimum 2 Minimum 2 vears vears 30 days, or 30 days, or Public Works Public Safety Commission After Minutes After Minutes (Audio recordings are not required to be made); GC PW-028 are Adopted, are Adopted, / Engineering AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is §54953 .5(b) Lonqer Lonqer Copies-Copies - City Clerk PW-029 Public Safety Commission When No When No Send all originals to the City Clerk; GC §34090.7 MINUTES Longer Longer Required Required City Clerk & Public Works PW-030 Real Property Acquisitions / Sale p p Final agreements are ma intained by City Clerk ; GC / Engineering §34090 et seq . Public Works / PW-031 Rights of Ways, Covenants , Liens p p Finals are maintained by City Clerk ; Department file may Engineering include correspondence ; GC §34090 et seq. Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc ., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Revision Adopted : Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is completed and imply a full file folder (e .a. last document+ 2 years) since destruction is normally performed by file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroyed when they are no lonaer reauired. Litiaation complaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS I ENVIRONMENTAL SERVICES Public Works Environmental Services/ Solid Waste/ AB 939 / Environ . PW-032 Compliance; Reports to California integrated Waste 10 years 10 years GC §34090 Services Manaqement Board, Tonnaqe Reports, etc. Public Works HHW Program Uniform Hazardous Waste Manifests / Environ. PW-067 3 years 3 years 14 CCR 18813.4; 22 CCR 66262.40 et seq .; GC §34090 Services / Recycling / Disposal Records When No When No Public Works Longer Longer / Environ. PW-033 NPDES Monitoring and Inspections -Stormwater Required -Required -40 CFR §§122 .21 , 122.41 ; CCP §337 et seq. Services Minimum 3 Minimum 3 years years Public Works Permit Permit / Environ . PW-034 NPDES Permits -Stormwater Superseded + Superseded + 40 CFR §§122.21, 122.41; CCP §337 et seq. Services 3 vears 3 vears Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaoed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and imolv a full file folder re .a. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonqer required. Litiqation complaints claims public records act requests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). PUBLIC WORKS / TRAFFIC ENGINEERING Public Works PW-068 Oversized Load Transportation Permits 2 years 2 years GC §34090 I Engineering When No When No Public Works Longer Longer / Engineering PW-0 35 Projects -Transportation Required -Required -GC §34090 Minimum 5 Minimum 5 vears vears When No When No Pu blic Works Longer Longer / Eng ineering PW-036 Traffic Complaints Required -Required -GC §34090 Minimum 2 Minimum2 years vears Pu blic Works When No When No Preliminary drafts not retained in the ordinary course of PW-037 Traffic Signal Cabinet Prints Longer Longer / Eng ineering Required Required business ; GC §34090 Publi c Works When No When No Preliminary drafts not retained in the ordinary course of PW-038 Traffic Signal Inventory/ Timing Longer Longer / Engineering Required Required business; GC §34090 Public Works PW-039 Traffic Signals (locations, inspections , pole & p p Drafts should be destroyed; GC §34090 I Enqineerinq structure maintenance) When No When No Public Works Traffic Studies (Speed & Volume Counts, Turning Longer Longer Department preference; Drafts should be destroyed; GC PW-041 Required -Required -/ Engineering Movements) Minimum 15 Minimum 15 §34090 years vears Pub lic Works PW-042 Transportation Master Plans/ Traffic Master Plans p p Department preference; Drafts should be destroyed; GC / Enqineerinq &34090 Pub lic Works When No When No Does not record regular, ongoing operations of the City ; I Engineering PW-043 Videos -Traffic/ Intersections Longer Longer Preliminary drafts not retained in the ordinary course of Required Required business; GC &34090 et seq . Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Revision Adopted: Office of Retention No. Records Description Retention / Disposition Record Comments I Reference Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). PUBLIC WORKS/ OPERATIONS Public Works PW-044 Alternative Fuel Vehicles Surveys (CNG, etc.) 2 years 2 years GC §34090 / Operations Public Works PW-045 AQMD Permits (Generators, etc .) 5 years 5 years 40 CFR 70.6 ; GC §34090 / Operations Public Works PW-046 Confined Space Entries 3 years 3 years 8 CCR §5158 / Operations When No When No Longer Longer Lead Dept. PW-047 Correspondence -Regulatory Agencies Required -Required -GC §34090 Minimum 10 Minimum 10 years vears Public Works PW-048 Daily Worksheets/ Daily Logs (document tree 10 years 10 years GC §34090 / Operations trimminq, sidewalk repair, etc .) Public Works / Operations PW-049 Fuel and Gas Usage (Fuel Master) 5 years 5 years GC §34090 & Fire Public Works PW-050 Generator Operation Logs (for Fixed / Stationary 3 years 3 years AQMD Rule 1470 ; GC §34090 / Operations generators)/ Inspections Public Works PW-069 Generator Operation Logs (for Portable / 5 years 5 years AQMD Rule 1470; Form 400-E-13a instructions , GC / Operations Emerqency Generators)/ Inspections §34090 Public Works PW-051 Hazardous Waste Manifests/ Certificates of 5 years p p Department preference (City has "cradle to grave" / Operations Disposal liability); 22 CCR 66262.40; GC §34090 Life of Facility Life of Facility Public Works PW-052 Operations & Maintenance Manuals (O&M Manuals) or Equipment or Equipment GC §34090 / Operations Minimum2 Minimum2 years years Public Works PW-053 Pesticide Application Records 2 years 2 years GC §26202; 3 CCR 6623, 40 CFR 171.11 et seq. / Operations Public Works PW-054 Pool Chemical Additions/ Logs (Chlorine, Muriatic 30 years 30 years 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 / Operations Acid) Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Revision Adopted : Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed\ Center\ If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears). since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not require authorization and can be destroved when thev are no lonaer required. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). Public Works Pre-Trip Inspections/ DOT Program/ CHP / Operations PW-055 Inspections/ Vehicle Safety Checks/ Daily Vehicle 2 years 2 years 13 CCR 1234(e); GC §34090 Inspections/ Daily Equipment Checks Public Works PW-056 Underground Service Alerts (USA's) 3 years 3 years GC §§4216.2(d) & 4216.3(d), GC §34090 / Operations Underground Storage Tank (City Owned) Public Works / Operations PW-057 UST Monitoring, Inspections and Maintenance, 7 years 7 years 23 CCR 2712(b); H&S §25284.4(i) & Fire Release Detection Systems, Cathodic Protection Maintenance Records Publi c Works Underground Storage Tanks -USTs (City Owned) Life of the Life of the / Operations PW-058 Tank Tank 23 CCR 2712(b), H&S §25284.4(i) & Fire Repairs, Lining, Upgrade Records Public Works Underground Storage Tanks (City-Owned) / Operations PW-059 Location, Removal, Soil Remediation, 10 years p p 23 CCR 2712(b}, H&S §25284.4(i); GC §34090 et. seq. & Fire Monitoring Well Records Public Works PW-060 Used Oil Disposal 3 years 3 years 22 CCR 66266 .130(c)(5), H&S §25250.18(b), / Operations 25250 .19(a)(3) et seq. Publi c Works PW -061 Vehicle Accident Reports (City Vehicles) 2 years 2 years GC §34090 / Operations Public Works PW-062 Vehicle & Equipment Database Indefinite Indefinite Data Fields/ Records are interrelated; GC §34090 / Operations Vehicle & Equipment History Files Disposal of Disposal of Public Works PW-063 Vehicle or Vehicle or 8 CCR § 3203(b )( 1 ); 49 CFR 396.21 (b )( 1 ); 49 CFR / Operations Maintenance, Crane Certifications, Smog Equipment+ Equipment+ 396.3(c); CCP §337 et. seq ., 13 CCR 1234(f); GC §34090 Certificates , Reqistrations 2 years 2 years Public Works Work Orders/ Service Requests CMMS / Operations PW-064 DATABASE (Computerized Maintenance Indefinite Indefinite Data is interrelated; GC §34090 Manaaement Svstem) Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 18.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Revision Adopted : Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaedl Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears) since destruction is normallv oerformed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer required. Litiaation comolaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion!. Public Works Work Orders I Service Requests -All Information When No When No Preliminary drafts (the database is the original); GC PW-065 Longer Longer I Operations Entered in CMMS Database Required Reauired §34090 Work Orders I Service Requests -NOT entered in CMMS Database (or partial information entered into Public Works PW-066 CMMS Database) 5 years 5 years CCP §§338 et seq ., 340 et seq ., 342, GC §§945 .6 , GC / Operations §34090 (Division providing service retains originals; Division reauestina service is considered a coovl Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516 , but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 12.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-1 Revision Adopted : Office of Retention No. Record Records Description Retention / Disposition Comments I Reference Active Inactive Total {OFR) {in office or {Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed, and implv a full file folder (e .q . last document+ 2 vears). since destruction is normallv performed bv file folder. Copies, drafts notes and non-records do not require authorization and can be destroved when thev are no lonqer required . Litiaation claims comolaints audits public records requests and/or investiqations suspend normal retention Jeriods (retention resumes after settlement). Activity / Special Programs / Special Event Files When No When No Rec . & Longer Longer Community R&CS-001 Bingo, Children's Programs, Cultural Arts, Sports, Required -Required -GC §34090 Services Senior Programs, Filming, Theatre Programs and Minimum 2 Minimum 2 similar documents years years Rec . & Athletic Field Use Agreements Completion + Community R&CS-002 Completion 5 years GC §34090 Services 'all other aqreements are sent to the City Clerk) 5 years Finance R&CS-003 Cash Receipts (all detail sent to Finance) 1 year 1 vear GC §34090 .7 Rec.& Community R&CS-004 Check In List/ Drop-in Classes 2 years 2 years GC §34090 Services Rec . & Contractor's Payment Detail / Breakdown (not sent Community R&CS-005 2 years 3 years 5 years GC §34090 et seq . Services to Finance) Rec . & Community R&CS-006 Credit Card Refunds (not sent to Finance) 2 years 3 years 5 years GC §34090 et seq . Services Rec.& Evaluations/ Surveys (Program or Facility When No When No Department Preference (Transitory record not Community R&CS-007 Longer Longer retained in the ordinary course of business); GC Serv ice s Evaluations) Required Required ~34090 Rec.& Facility Use Rental Contracts/ McClellan Ranch Community R&CS-008 2 years 2 years GC §34090 Services Preserve Garden Plot Rental Agreements Rec . & First Aid Reports Community R&CS-009 (Accident reports are sent to Human Resources / 2 years 2 years GC §34090 Services Risk Manaqement) Rec.& Library Commission Community R&CS-024 AGENDAS, AGENDA PACKETS {Imaged 2017 & p p Department preference; GC §34090 Services After) Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516 , but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 12 .0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-2 Revision Adopted : Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e.q. last document+ 2 vears), since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation claims complaints audits public records reauests and/or investiqations suspend normal retention periods (retention resumes after settlement). Library Commission When No When No Rec . & Longer Longer Community R&CS-025 AGENDAS, AGENDA PACKETS (NOT Imaged, Required, Required , Department preference; GC §34090 Services prior to 2017) Minimum 2 Minimum 2 years years 30 days , or 30 days, or Rec.& Library Commission After Minutes After Minutes Audio tapes are not required to be made ; GC Community R&CS-026 are Adopted, are Adopted , §54953 .5(b) Services AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is Longer Longer Library Commission Copies -Copies - When No When No City Clerk R&CS-027 Longer Longer Send all originals to the City Clerk ; GC §34090 .7 MINUTES Required Reauired Rec .& Parks & Recreation Commission Community R&CS-010 AGENDAS, AGENDA PACKETS (Imaged 2017 & p p Department preference; GC §§34090 , 54960 .1(c)(1) Services After) Parks & Recreation Commission When No When No Rec.& Longer Longer Community R&CS-028 AGENDAS, AGENDA PACKETS (NOT Imaged, Required, Required, Department preference; GC §34090 Services Minimum 2 Minimum2 prior to 2017) years years 30 days, or 30 days, or Rec . & Parks & Recreation Commission After Minutes After Minutes Audio tapes are not required to be made; GC Community R&CS-011 are Adopted, are Adopted, §54953.5(b) Services AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is . Longer Longer Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver. 12 .0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-3 Revision Adopted: Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Active Inactive Total (OFR) (in office or (Records Retention imaQed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted, and imply a full file folder (e.q . last document+ 2 years), since destruction is normally performed by file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation, claims complaints audits public records requests and/or investiqations suspend normal retention oeriods (retention resumes after settlement). Parks & Recreation Commission Copies -Copies - City Clerk R&CS-012 When No When No Send all originals to the City Clerk ; GC §34090.7 Longer Longer MINUTES Required Required Rec . & Community R&CS-013 Rec Bucks Log I Rec Checks Log 2 years 3 years 5 years GC §34090 et seq. Services Rec.& Community R&CS-014 Recreation Database Indefinite Indefinite GC §34090 Services Registration I Reservation Forms / Application Rec . & Forms / Membership Applications/ Fee & Charge / Community R&CS-015 Liability Forms / Release of Liability Forms / 3 years 3 years GC §34090 Services Permissions / and similar documents: Camps , Field Trips , Authorization to give Medicine, and similar documents Rec .& Inactive+ 5 Inactive+ 5 Community R&CS-016 Senior Client Case Files GC §34090 Services years years Rec . & Community R&CS-017 Senior Memberships (renewed annually) 2 years 2 years GC §34090 Services Rec .& Community R&CS-018 Senior Nutrition Program 5 years 5 years 0MB Circular A-110 & A-133; GC §34090 Services Rec .& Community R&CS-019 Senior Trips/ Travel Program 4 years 4 years GC §34090 Serv ices Rec.& Sign-in / Sign-out sheets (Day camp, and similar Community R&CS-020 2 years 2 years GC §34090 Services documents) Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc ., (909) 337-3516, but is also a public record, which the City may duplicate and distribute upon a valid request for public records pursuant to state law Ver . 12.0 RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-4 Revision Adopted: Office of I . Records Description Retention I Disposition Comments I Reference R d Retention No. ecor Active Inactive Total (OFR) (in office or (Records Retention imaaed) Center) If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e.q . last document+ 2 vears), since destruction is normallv performed bv file folder. Cooies drafts notes and non-records do not reauire authorization and can be destroved when thev are no lonaer reauired. Litiqation claims complaints, audits public records reauests and/or investiqations suspend normal retention periods (retention resumes after settlement). Rec .& Teen Commission p Community R&CS-021 AGENDAS, AGENDA PACKETS {Imaged 2017 & p GC §§34090 , 54960.1(c)(1) Services After) Teen Commission When No When No Rec.& Longer Longer Community R&CS-029 AGENDAS, AGENDA PACKETS (NOT Imaged, Required, Required, Department preference; GC §34090 Services Minimum 2 Minimum 2 prior to 2017) years years 30 days , or 30 days, or Rec.& Teen Commission After Minutes After Minutes Audio tapes are not required to be made; GC Community R&CS-030 are Adopted, are Adopted , §54953 .5(b) Services AUDIO RECORDINGS of Meetings/ Audio Tapes Whichever is Whichever is Longer Longer Teen Commission Copies -Copies - City Clerk R&CS-022 When No When No Send all originals to the City Clerk; GC §34090.7 Longer Longer MINUTES Required Required Department preference (Courts treat volunteers as Rec . & Volunteer/ Unpaid Intern Applications & Inactive/ Inactive/ employees); EEOC/FLSA/ADEA (Age) requires 3 Community R&CS-024 Separation + Separation + years for promotion, demotion, transfer, selection , or Services Agreements -Successful 3 years 3 years discharge ; 29 CFR 1602.31 & 1627 .3(b)(1 )(i)&(ii), GC ~~12946, 34090 Human Resources Volunteer/ Unpaid Intern Applications & or Rec . & R&CS-025 3 years 3 years GC §§12946, 34090 Community Agreements -Unsuccessful or Pending Applicants Services~ Rec.& Community R&CS-023 Waivers of Liability 2 years 2 years GC §34090 Services Cupertino , CA This material is protected by copyright held by Gladwell Governmental Services , Inc., (909) 337-3516, but is also a public record , which the City may duplicate and distribute upon a valid request for public records pursuant to state law