HomeMy WebLinkAbout4.09 RetentionSchedule •
CITY CLERK
File #
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 15, 2005
SUBJECT: Records Management Retention Schedule
Report Prepared by Kay Keck, City Clerk
ATTACHMENTS: 1) Resolution adopting Local Government Records
Management"City Records Retention Guidelines" as the
City's Records Retention Schedule and granting authority for
destruction of records in compliance with GC Section
34090.5
2) Government Code Section 34090.5
RECOMMENDATION: Adopt Resolution
FINANCIAL STATEMENT: None
DESCRIPTION: In 1990, the City adopted a Records Management Program with a
Functional Filing System in order to ensure that information is available when andwhere it is needed, in an
organized and efficient manner, and in a well-maintained environment.
A key component of any Records Management Program is an up-to-date Records Retention Schedule. A
retention schedule is an agency's legal authority to receive, create, retain, and dispose of official public
records. It assists the agency by documenting which records require office or temporary storage, which
records have historic or research value, and which records should be destroyed because they no longer
have any administrative, fiscal, or legal value.
In 1995, the City Clerk's Office engaged the services of a Records Consultant and subsequently, in January
of 1996, the City Council adopted Resolution No. 9-96 adopting certain records retention schedules,
designating certain City departments as the Official Office of Record and authorizing the destruction of
certain records. Because the City does not have a Citywide Centralized Records Management Program,
this schedule was produced to deal predominantly with City Clerk/City Council/Financial records and did
not go into a lot of depth with regard to those records maintained by other departments.
In the last several years, it has become apparent that many duplicate and/or oversized records are being
maintained by several City departments, as well as records which are not addressed in the City's Retention
Schedule. In addition, since implementation of a LaserFiche Document Imaging System in 2000, many
departmental records are now stored electronically. •
COPIES TO:
ITEM NO. 7S
As-retention
t
Recognizing the fact that many State mandated records retention laws did not apply to local government,
the City Clerks Association of California(CCAC) formed a task force several years ago and were
successful in getting legislation passed. The 1999 legislature added Section 12236 to the Government
Code. Section 12236 (a)stated"The Secretary of State shall establish the Local Government Records
Program to establish guidelines for local government retention . . ." These guidelines provide standards
and structure to the local government records management effort.
At this time, Staff is requesting that the Local Government Records Management"City Records Retention
Guidelines"be adopted as the City of Dublin's official Retention Schedule.
Additionally, Staff requests, with.permission of the City Attorney, to be authorized to destroy those paper
documents which are retained on other recognized and accepted media forms(that do not permit additions,
deletions, or changes to the original document). Before any destruction occurs, Staff would review and
ensure compliance with Government Code Section 34090.5. .
The "City Records Retention Guidelines" provide numerous categories for potential public agency records.
The Guidelines, based on input from numerous cities, are divided into retention record categories that are •
additionally segregated by retaining department. Some of these records may not be currently retained and
maintained by departments/entities under the control of the City. For example, the Alameda County
Sheriff's Department provides contract public safety services to the City. Unless otherwise provided for in
the City's contract with Alameda County, these records should be maintained by the Sheriff's Department
pursuant to its own records retention schedule.
In summary, Staff requests that the City Council adopt the attached Resolution which adopts the Local
Government Records Management"City Records Retention Guidelines" as the City of Dublin's official
Records Retention Schedule. Staff also requests that the City Council authorize destruction of paper
records, as appropriate, in accordance with Government Code Section 34090.5.
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RESOLUTION NO. - OS
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
. * * . . * . * *
ADOPTING THE LOCAL GOVERNMENT RECORDS MANAGEMENT
"CITY RECORDS RETENTION GUIDELINES"
AS THE CITY'S RECORDS RETENTION SCHEDULE
AND GRANTING AUTHORITY FOR DESTRUCTION OF RECORDS
IN COMPLIANCE WITH GOVERNMENT CODE SECTION 34090.5
WHEREAS, in January of 1996, the City Council adopted certain records retention schedules,
designating certain City departments as the Official Office of Record and authorizing the destruction of
certain records; and
WHEREAS, this schedule was developed to deal predominantly with City Clerk/City
CounciI/Financial records and did not go into a lot of depth with regard to those records maintained by
otherdepartrnents;and
WHEREAS, in the last several years, it has become apparent that many duplicate and/or oversized
records are being maintained by several City departments; and·
WHEREAS, since implementation of a document imaging program in 2000, many departmental
records are now stored electronically; and
WHEREAS, Government Code Section 34090.5 authorizes destruction of paper documents which
are retained on other recognized and accepted media forms which do not permit additions, deletions, or
changes to the original document; and
WHEREAS, in 1999, the City Clerks Association of California (CCAC) was successful in
convincing the Legislature to add Section 12236 to the Government Code, establishing guidelines for local
government retention.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby adopt the Local Government Records Management "City Records Retention Guidelines", created
under the authority provided by Government Code Section 12336, a copy of which is attached hereto as
Exhibit A. and as those Guidelines may be amended ftom time to time, as the City of Dublin's official
retention guidelines; and
BE IT FURTHER RESOLVED that the City Council authorizes destruction of paper records, as
appropriate, in accordance with Government Code Section 34090.5, with authorization ftom the City
Attorney's Office.
BE IT FURTHER RESOLVED that where another public agency provides services under
contract to the City that include the maintenance and retention of public records, that agency's own
records retention guidelines shall apply.
3-15~C\5'
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Attachment t
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PASSED, APPROVED AND ADOPTED this 151h day of March, 2005 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
K2/G/3-15-05/reso-retention.doc (Item 4.9)
Mayor
-; Db (¿>-P
SECRET~RY OF STATg
LOCAL GOVERNMENT
RECQRDS MANAGEMEN:r GUIDELINES
SECRETARY OF STATE KEVIN SHELLEY
~RpHIVES AND Nl4~EUM DIVISION
RECORDS MANAGEMENT
(916) 657-3634
JUNE 2004
Exhibit A to Resolution No. - 05
l../e1fJ v P
LOCAL GOVERNMENT
RECORDS MANAGEMENT GUIDELINES
TABLE OF CONTENTS
CALIFORNIA GOVERNMENT RECORDS MANAGEMENT PROGRAM............2-1000
BACKGROUND...............................................,............. .,........ ...2-1010
AUTHORITY..................................... ......................................... .2-1020
DEFINITIONS................................................................."......... ..2-1030
RECORDS MANAGEMENT.........."".."."...................."".........."..."..".."."... .....2-2000
PRINCiPLES....."....................................................................... ..2·201 0
INVENTORy...... .........................................................................2-2020
APPRAISAL AND SCHEDULING............ ........... .................. ..........2 -2030
RETENTION SCHEDULES..................... ........ ............................. ..2-2040
DISPOSITION OF RECORDS... .... ........ ... ....... ......... ...... ...... ...... ....2-2050
SUMMARy........................................ ................................... ......2-2060
ACKNOWLEDGEMENT...... ...... ......... .... ........ ...... ...... ......... ..........2-2070
ADMINISTRATIVE RECORDS- TYPICAL RETENTION PERlODS..............ATTCH A
RECORDS MANAGEMENT AND ARCHIVES RESOURCES .....................ATTCH B
CITY RECORDS RETENTION GUIDELlNES...........................................ATTCH C
COUNTY RECORDS RETENTION GUIDELINES.....................................ATTCH D
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LOCAL GOVERNMENT RECORP$ (IIIANAGEMENT
GUIDEUNES
California Government Records Manaaement Proaram
2-1000
!:tackaround
2-1010
In 1968 the Legislature passed lhe California Public Records Act (PRA) (Governmenl
Code. Section 6250 et seQ.) which is modeled after the federal Freedom of Information
Act end details what government information is, and is not, available to the public. In
general, all records are open to the public except 28 specific exemption catagories
listed in PRA, Section 6254. The PRA applies to all records, in whatever form,
maintained by either state or local public agencies.
In 1978 the Information Practices Act (IPA) (Califorria Civil Code, Section 1798 et seQ.)
became effective to protect personal privacy rights for individuals. The IPA is modeled
after the Federal Privacy Act of 1974 and supercedes portions of the PRA. It does not
apply to local public agencies except under voluntary contractual agreements.
The State Records Management Act (Governmenl Code. Section 14740-14774)
requires the Director of the Department of General Services (OOS) to establish and
administer lhe sUIte's records management program. The program applies"... to the
creation, utilization, maintenance, retention, preservation, and disposal of state
records: DGS administers the program though the State Administrative Manual (SAM),
Chapter 1600 and the California Acquisition Manual (CAM).
SAM and CAM require every state agency to establish Records Retention Schedules
which, when approved, become the legal authority for the agency to dispose of official
public records. Retention schedules are the key element in effective records
management programs for both government and private industry. State agencies must
revise and update their schedules every five years or whenever a change occurs that
impacts the keeping or disposing of agency records. The Records Management Act,
SAM and CAM do not apply to local public agencies.
Since, with the exception of the PRA, legislation and directives establishing the stale
Records Management Program do not apply to laca I government, county and/or city
government agencies do not have a standardized program of accountability for their
treatment of public records. Nor does local government have standard retention periods
for various record categories other than certain record types identified in government
codes that mandate specific local programs. To alleviate this situation the 1999
legislature added Seclion 12236 to the Government Code, which states in Section
12236 (a) "The Secretary of State shall establish the Local Government Records
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Program to be administered by the Stale Archives to establish guidelines for local
government retention and to provide archival support to local agencies in this state."
These guidelines are an initial attempt to provide some standards and structure to the
local government records management effort. Other attempts at standardization include
the California City Clerks Association's 1998 list of common local government records
and recommended retention periods. The goal of the State Archives in compliance with
GC 12236 is to consolidate information resources and provide local government with a
single source for archival and records management support and guidance.
Authority
2-1020
· California Public Records Act (Government Code, Section 6250 et seq.)
· Government Code, Section 12236
Definitions
2-1030
· Active Records - As a measure of activitvfor records that are referred to at least
once a month per cubic foot of records. Also - As a retention Period for a Perpetual
Record that remains "active" until some event occurs to change its status, at which
time it has fulfilled its function. (See also Perpetual Record)
· Administrative Records - Records commonly found in all offices and typically
retained only for short time periods - less than five years. Examples include subject,
chronological, budget, and policy files.
· Archival Records - Records with enduring value because they reflect significant
historical events, document the history and development of an agency, or provide
valuable research data.
· Discovery - The pretrial disclosure of pertinent facts or documents by one or both
parties to a civil action or proceeding. Anything requested during discovery must be
disclosed if it exists - even non-records and records that should have been
destroyed eartier. Discovery effectively freezes selected holdings until released by
opposing attorney or the court.
· Local Government- Government Code, Section 6252 states: "'Local Agency'
includes a county; city, whether general law or chartered; city and county; schoof
district; municipal corporation; district; political subdivision; or any board,
commission or agency thereof; other local public agency; or nonprofit entities that
are legislative bodies of a local agency pursuant to subdivisions (c) and (d) of
Government Code, Section 54952:
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· Non-Records - Material not usually included within the definition of records, such as
unofficial copies of documents kept only for convenience or reference, working
papers, appointment logs, stocks of pub lications and processed documents, and
library or museum material intended solely for reference or exhibition. Also,
documents such as rough notes, calculations or drafts assembled or created and
used in the preparation or analysis of other documents. (See also Discovery)
· Permanent Records - Records that are required in perpetuity, usually identified by
statute or other written guidance. Examples include original birth certificates, death
certificates, Spanish land grants, elc.
· Perpetual Records - Records retained for an indefinite period of time and then
stored or destroyed after some event takes place. Examples include office
personnel files which are kept until a person leaves the office, policy files kept until
lhe policy is changed, contract files kept until the contract terminates, etc.
· Program Records - Records that relate to the primary function of the agency in
response to its daily mission. Examples include lien files, recorders files, election
files, probate records, medical records, etc.
· PUblic Records - Any information relating to the conduct of the public's business
prepared, owned, used, or retained by any state or local agency regardless of
physical form or characteristics.
· Records ~ All papers, maps, exhibits, magnetic or paper tapes, photographic films
and prints, punched cards, and other documents produced, received, owned or used
by an agency, regardless of physical form or characteristics.
· Records Retention Schedule - A list of all records produced or maintained by an
agency and the actions taken with regards to those records. A retention schedule is
an agency's legal authority to receive, create, retain, and dispose of official public
records. It assists the agency by documenting which records require office or
temporary storage, which records have historic or research value, and which records
should be destroyed because they no longer have any administrative, fiscal, or legal
value. In the event of litigation, courts accept a retention schedule as establishing
an agency's "normal course of doing business".
· Retention Period - The length of time a record must be retained to fulfill its
administrative, fiscal and/or legal function. Then a record should be disposed of as
soon as possible in accordance with an approved Records Re1ention Schedule.
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Records ManaAement
2-2000
Princiøle$
2-2010
According to Government Code, Section 14740, California's Records Management
Program is designed to ".. .apply efficient and economical management methods to the
creation, utilization, maintenance, retention, preservation, and disposal of state
records". Effective Records Management ensures that records are kept only as long as
they have some administrative, fiscal, or legal value.
When records no longer fulfill the value for which they were created, they should be
destroyed unless they also have some historic or research significance. If that is the
case the records should be preserved by an appropriate historical agency. Staff
members should realize that an effective records management program is not only cost
effective, it will also make their jobs easier. They should also know that records
retained beyond their value "just in case" only extend the agency's legal liability in the
event of adverse litigation.
These principles apply to all levels of government.
Inventory
2-2020
The first step in records management is a records inventory. Agencies need to know
what records they have, where the records are kept, the volume, and how the records
are used. This information is essential for developing a Records Retention Schedule to
document the agencies normal course of doing business.
The Records Inventory Worksheet, state form STD 70, is available to assist agencies in
gathering irtormation needed in a records management program. Regardless of the
form used, the following information should be obtained during any inventory of agency
records:
. Record Series - A record series ia a group of similar records arranged under a single
filing system or kept together as a unit. They deal with a particular subject (budget,
personnel, etc.), result from the same activity (arrest reports, property assessments,
etc.), or have a special form (blueprints, maps, etc.). The title of each record series
should be as accurate as possible, since future references to the records will be by
the record series name. Avoid vague titles such as "Corporate Papers", "Official
Documents", or "Vital Correspondence".
. Media - Determine the media for each record series such as paper, microfilm, etc.
Also note if the same record exists in several medium.
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· Years covered - Determine the period of years covered by each record series.
(Example: 1994-98).
· Activity Level - The amount of activity involving a record determines where the
record should be stored. Active records need to be readily available and are
generally stored in the office because lhey are accessed frequently. Inactive
records that are still needed but only accessed occasionally should be warehoused
in low cost storage.
· VOlume - Note the volume of each record series by the cubic feet of space they
occupy. This number is a spot count and should represent only those records on
hand at the time of inventory. A typical file drawer or archive box contains
approximately one cubic foot of actual records. Folders, separators, tab cards, etc.
are not considered part of a record.
ADDralsal and Scheduling
2·2030
After the inventory, sound records management requires a realistic appraisal of records
in relation to their period of usefulness and their value to the agency that owns them.
The appraisal will:
· Establish reasonable retention periods.
· Identify records that can be destroyed immediately.
· Identify records that should be transferred to low cost storage.
· Identify vital and/or confidential records.
· Identify records with historic and/or research value.
· Determine the method of disposition.
Once records are inventoried, determine the immediate and future usefulness of the
records. In general, records should be retained only as long as they serve the
immediate administrative, legal and/or fiscal purposes for which they were created.
When records no longer serve these purposes, they should be disposed of or preserved
for archival purposes, whichever is appropriate.
Records with administrative value are created to help accomplish the functions for
which an agency is responsible and have administrative value only as long as they
assist the agency in performing current or future work. Their administrative use is
exhausted when the transactions to which they relate are complete and from that point
on they lose value rapidly.
Records with legal value contain evidence of legally enforceable rights or obligations of
the agency. Examples are records that provide the basis for action, such as legal
decisions and opinions; fiscal documents representing agreements, such as leases,
titles and contracts; and records of action in particular cases, such as claim papers and
legal dockets.
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Fiscal records pertain to the financial transactions of the agency, such as budgets,
ledgers, allotments, payrolls and vouchers. After some records have served a basic
administrative function, they may still have sufficient fiscal value to justify additional
retention to protect the agency against court action and/or audits.
Some records will also have enduring value because they reflect significant historical
events or document the history and development of an agency. Others contain
accumulated data that can be useful for both scientific and genealogical research. At
the local level historical societies and/or public libraries may be able to assess this
potential value for the agency.
The final step in appraising records is determining their retention period. Keeping
records, either in offices or storage areas, is very expensive and the actual or potential
value of the records must be weighed against the cost. Most managers tend to keep
records too long "just in case" and unwittingly extend the agency liability for as long as
the records exist. Except for perpetual records, most administrative records should only
be kept two or three years and certainly not more than five. Program records (unique
and representative of the function of the office) are typically large files and kept for
longer periods of time. Attachment A contains recommended retention periods for
common administrative records maintained by several state agencies.
Questions to ask are how serious would it be if a particular record 5 or 10 years from
now were unavailable? What are the chances of it being needed? Are the
consequences serious enough to justify keeping a large volume of records for long
periods of time at considerable cost? Is the information available anywhere else? What
would it cost to reconstruct the record if necessary? Answering these questions will
lead to a more realistic approach to the problem of determining how long records should
be kept.
Establishing retention periods may also involve negotiation with the people who use the
records. They should be encouraged to look realistically at theìr need for the racords.
Don't accept the answer that 'the records are used all the time and therefore must be
kept permanently'. "Permanent" retention is very expensive, rarely necessary, and
usually must be justified by a specific written requirement such as a statute, legal
opinion, government code, etc. The State assumes ·permanent" to mean 500 years!
Will your records really have any value 500 years from now?
Once retention periods have been established for all records, a Records Retention
Schedule can be developed. The schedule formali:¡:es the retention and disposition of
the agency's records and establishes the agency's "normal course of doing business".
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R9tention Schedule,
2·2040
A proper1y prepared and approved Records Retention Schedule is an agency's legal
authority to do whatever needs to be done with records and documents entrusted to the
agency's care. It certifies the life, care, and disposition of all agency records. If
subpoenaed records have been deslroyed, agency schedules (AND EVIDENCE OF
COMPLIANCE WITH THOSE SCHEDULES) will defend the agency's actions.
However, to prove there was no adverse intent when records were destroyed,
schedules must be specific and consistently used. Adverse intent (to keep records out
of court) is both a civil and criminal offense.
The state uses two forms to create Records Retention Schedules: the Records
Retention Schedule Approval Request, STD Form 72 (pdt); and the Records Retenlion
Schedule, STD Form 73 (pdt). The Form 72 contains signature elements from the
agency involved, the Records Manager, the approval authority, and an archival review.
The Form 73 is the schedule itself and contains an agency description or mission
statement plus the listing of all agency records. Both of these forms are for state
agencies but could easily be adapted/modified for use by local government.
Use of these or similar forms help an agency ensure their schedule contains all the
elements necessary to withstand legal scrutiny. The signatures of the program
manager (record custodian) and agency Records Manager attest to the completeness
and accuracy of the information on the schedule. The approval authority should be the
government body having administrative authority over the agency. For local
government this authority could be the County Board of Supervisors, County
Administration, Mayor's Office, City Administrator or similar government functions.
Archival review at the local level could be from a county or city historical society,
historical museum, library, or similar organization.
In state government schedules are considered current for five years unless amended
sooner due to a significant change in an agency's record keeping practices. A change
of mission, added functions, new programs, etc. would all trigger an amendment to an
existing schedule. Regardless of any amendments, a new schedule must be prepared
and approved after five years to ensure the schedule accurately and completely reflects
the agency's records holdings and disposition. Renewing schedules more frequently is
always an option, a nd is required in some states. Local government agencies should
adopt whatever cycle is most practical within their jurisdiction.
Physical location, complexity, and activity levels of records are some of the factors to
consider when determining hOw many schedules are needed to support an agency's
records management program. Small agencies housed in one facility with narrowly
focused missions may only need one schedule for the entire agency. Larger, more
complex agencies may need many schedules to efficiently and effectively document the
varied records maintained by the agency. For example, County Health Services in a
large populous county would probably require separate schedules for Children's
Services, Mental Health, Health Promotion, Elder Care Services, etc. On the other
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hand, a small county Health Services Agency might use a single schedule and list
record series in groups under each different agency function.
Disposition of Records
2·2050
Once records have fulfilled their administrative, fiscal, or legal function they should be
disposed of as soon as possible in accordance with their Records Retention Schedule.
A properly completed schedule provides an agency with the legal authority to dispose of
racords entrusted to its care. Disposition may include sending appropriate records to an
archival facility, recycling unneeded records, and/or destroying unneeded confidential
records. Remember, in the evenl of litigation the court will want to know what the
agency does in the normal course of doing business. Your Records Retention
Schedule spells out the normal course of business for how your agency handles and
disposes of its records.
In general, most agencies keep records well beyond the record's administrative, fiscal,
or legal value "just in case" the records may be desired for future purposes. That is one
of the worst reasons to retain records because excess records over-burden staff, slow
response times to public requests, and extend the agency's legal liability. A court can
not démand an agency produce documents that have been destroyed in accordance
with accepted and documented (your ratention schedule) industry practices.
Summary
2·2060
Records Management's primary concern is the efficient, effective and economical
management of information. The guiding principle of Records Management is to Insure
that information is available when and where it is needed, in an organized and efficient
manner, and in a well-maintained environment. Records Management is more than
retention schedules and the disposition of records; records management also
encompasses all the record-keeping requirements that allow an organization to
establish and maintain control over information flow and administrative operations.
Records Management seeks to control and manage records through the entirety of their
life cycle, from their creation to their final disposition.
In today's litigious society Records Management is more important than ever but
unfortunately is still overlooked and under-funded at all levels of government. In court
an astute attorney can discredit an agency in the eyes of a judge or jury by attacking the
way the agency handles its records. The fact that the records may refute or support a
particular position is obscured by the attack on how the agency accounts for and
handles those records. The agency's legal position in the litigation may be influenced
by how well or how poorly lhey comply with accepted records management practices.
A sound records managemert program doesn't cost - it pays. It pays by improving
customer service, increasing staff efficiency, allocating scarce resources, and providing
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a legal foundation for how an agency conducts its daily mission. It helps identify and
justify opportunities for new technology. Microfilm, optical disk, optical character
recognition, workflow, e --mail, bar code, and other related technologies cannot be
adequately evaluated and cost justified without a good records management program.
Other benefits of effectill9 records management include:
· Space Savings
· Reduced expenditures for new filing equipment
· Increased efficiency in information retrieval
· Compliance with legal, administrative, and fiscal retention requirements
· Identification and protection of vital records
· Control over creation of new records
· Identification of records with research value
· Identification of records with historical value
Acknowledaement
2-2070
The California State Archives would like to acknowtedge the League of California Cities
and the City Clerks Association of California for their major contribution to these
guidelines. Attachment C represents several years of effort by the League and the
Association to provide standard retention periods for record series common to most city
jurisdictions. Attachment D - County Records Retention Guidelines has been
permanently removed.
Please forward comments andlor corrections to these retention periods to the California
State Archives.
For assistance in developing a Records Management Program or to comment on this
web site please contact:
Blaine Lamb
Local Government Records Coordinator
Secretary of state
Archives and Museum Division
10200 street
Sacramento, CA 95814
(916) 657-3634, Fax (916) 653-7363
blamb@ss.ca.gov
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LOCAL GOVERNMENT
RECORDS RETENTION
GUIDELINES
August 1999
City Clerks' Association of California
California State Archives 2002 Version
_n_ _ _ _ _ _ __ _ _ - - - ___ - - - -- -- I
C·1
LOCAL GOVERNMENT RECORDS
RETENTION GUIDELINES
TABLE OF CONTENTS
DiSCLAIMER............................................................................... ..C-3
RECORD CLASSIFICATIONS... ................ ...... ... ....,.... ...... ................C-4
ITEM INDEX..................................................................................C-5
LEGEND & CiTATIONS...... ... ...... ...." ...... ... .... ..... ... ... ...... ...... ...... ...C-16
ADMINISTRATIVE RECORDS......................... ........... ................... ..,C -17
DEVELOPMENT RECORDS..................................... ..................... ..C-25
FINANCE RECORDS...... ... ... ...... ............ ............ ...........................C-29
PUBLIC SAFETY RECORDS... ... ............... ... ...... ...... ... .......... ........ .C-32
EMERGENCY MANAGEMENT............... ...... ......... ............. ....C-32
FIRE SAFETY............ ....... ........ ......... ... ........... ....... ...... ......C-32
HAZARDOUS MATERIALS......... ......... ............ ............... ......C-33
LAW ENFORCEMENT............ ......................................... .... .C-33
PUBLIC WORKS......... ...... ...... ......... ......... ...... ......... ...... ......... .....C42
TRANSPORTATION.... ..... ............... ...... ..... ....... ...... ......... ......... ...C47
C-2
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Disclaimer
Local Government Retention Schedule Guidelines
The guidelines as enclosed have been endorsed by resolution of the General Assembly
of the League of California Cities, and by the City Clerks Association of California. They
represent extensive research es to the minimum legal requirements for the retention of
local government records and do not reflect the administrative, operational, financial or
historical neads of the jurisdiction. It is strongly recommended that cities 'consult with
legal counsel when formulating their retention schedules so as to best meet their
particular needs.
The committee's research was as complete as possible and reviewed by many legal
officers but may not include every record series pertinent to local government. The
guidelines are just that and are fluid, very much subject to additions and updates which
will be coordinated through the office of the State Archivist under the Secretary of State.
Reference to retention periods, unless otherwise indicated, refers to the current year
plus the years shown. For example, Cu + 2 refers to the Currenl year plus two, or 1998
plus years 1997 and 1996.
C-3
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RECORDS RETENTION CLASSIFICATIONS - CITY G9VERNMENT
August 1999
¡PUBLIC SAFETY
ADMINISTRATION I
Audit
Community Services
Elections
General Subject
Grants
Human Resources
Infonnation Services
Legal/Legislative
Municipal Clerk
Policies & Procedure5
Public Information
Public Financing Authority
Ri5k Management
Animal Control·
Emergency Management
Fire Safety
Administration
Personnel
Property
Reports
Hazardous Materials
Health & Welfare
Law Enforcement
Administration
Investigations
Patrol
Services
¡DEVELOPMENT!
Administration
Building
Code Enforcement
Engineering
Environmental Quality
Housing
Municipal Facilities
Planning
Property
Redevelopment
PUBLIC WORKS!
Parks
Sanitation/Solid Waste/
Wastawater
Streets/Alleys
Utilities
Water
rrRANSPORTATlON
FINANCE
Accounting
Administrative Services
Fixed Assets
License
Payroll
Purchasing
Reports
Treasurer
Administration
Airport
Ground Transportation
Harbor
·Anticipate will be addressed by County Officials
C4
I ~I 1_ ":¡ (I '. - -= - . ,- - 1- =- - _
INDEX
ITEM
Abandoned Vehlçles
Abandonment
AbnndonmentlVaçattons
Accident Reports . City Aaaeta
Aççounttng/Cash Reçonçllletlon
Acçounts Payable
Accounts Receivable
AçqulsltlonlDlsposltlon
Adjustments
Admlnlstratton - General Subject
Administration - Publlç Flnançlng Authority
Admlnlstrattvellnt<rmel
AffldQvlt Index
Agenda Reports (Master, Sub ac:t Flies)
Agendas
Agendas. Board
Agraements
Air Quality
Airport Certification
Airport Noise Monitoring and Complaint
Alarm Records
Annexation Case Flies
Annual Financial Report
ApparatuaNehlcle
Appeals, Civil
Applications. Aircraft Storage
Applications. PQrklng
Applications. Slip Rentals
Appllçatlons . Speçlnl Events
Appllçatlone
Applications, Absentee Ballots
Appllcetlons, Boards, Commissions. Committees
Appraisals
Açqulsltton/Dlsposltlon
ArreatlConvlçtlon
Arlie.... of Incorporation
Asbestos
Asaeasment Districts
Asaeasment Dlstrlçts
Asset Forfeiture· Investigations/Proceedings Case File
Asset Forfeiture· Notlflçatlons
Assisted. Challenged voters list
Audits
Auto for Hire
Ballots
Ballots - Prop. 218
Bank Reçonçlllntlon
Bank Slatements
Bençhmark Date
Benefit Plan Claims
Benefit Plan Enrollment, Denied
C-5
l<=6ðb Ú> ~>
CATEGORY
Development
Development
Public: Works
Administration
Publlç Safety
Finance
Finance
Development
Finance
Admlnl!dratlon
AdmlnlstraUon
Public Safety
Administration
Administration
Admlnlstratton
Public Worlul
Transporlatlon
Development
Transportation
Transportallon
Publlç 8nfety
Development
Administration
Public Safely
Administration
Transportation
Transportation
Transportation
Transportallon
Flnnnce
Admlnlstratton
Administration
Davelopment
Development
Public Safety
Admlnistratton
Development
Admlnlstratton
Flnanc:e
Public Safely
Publlç Safety
Administration
Flnançe
Transportation
Administration
Administration
Flnanc:e
Finance
Development
Admlnl!dratlon
Adm Inlstratlon
PAGE
C·28
C-28
C43
C-24
C--33
C-29
C-29
C-2B
C-29
C-19
C-23
C--33
C·17
C-22
C-22
C..u
C-47
C-27
C-47
C-47
C--33
C-2B
C·17
C--32
C·22
C-47
C-47
C-47
C-47
C-29
C-17
C-22
C·2B
C-2B
C-3B
C·22
C·27
C-23
C·29
C-34
C--34
C·17
C-30
C-48
C·17
C-17
C-29
C-3O
C-25
C-20
C-20
I ~ b- , ~ :: \ - >- -- - - ' 1 ~
INDEX
ITEM
Bids & Proposals (Unsuccessful)
Bids, RFQ's, RFP's
Billing Rso:orda
BIlling/Customer Reoords
Biographies
BI....prlnts, Spec: fh:,atlons
Bond, Personnel Fidelity
Bonds - Administration
Bonds . Sec:urlty
Bonds - Development
Bonds· Ao:o:ount Statements
Bonds - Bonds and Coupons
Bonds
Bonds
Bonds, Insurance
Books, Fire Code
Broo:huras, publlo:atlons, newsletter, bulletins
Budget adjustments, Journal entrl88
Budget Operating (copies)
Budget Operating (copl_)
Budget
Budget, Ao:countlng
Budget, Adopted
Budget, Proposed
Business License
Calendar
Calandar, City
Callfornln Environmental Quality Act (CEQA)
Canvass
CnpltDllmprovement Pro ec:ts
Capital Improvements, Construo:tlon
C.... - DIs NOto:h
Cards - Flnld Interview
Cue Books, Investigative
Case Flies - Homlo:lde InvlI8tlgator's Fila
Case FII... - Nan:oUc:s (No arrest, Narc:otlc:s C......s)
Cnse FII... . Officer Involved Shootlngs
Cab Flies
Case Fllas, Planning and Zoning
Case Log
Case Racords . (High Profile)
Case Records - (Roullne)
Certlflo:ales (Building)
Certlflo:nIes (Planning)
Certificates of Elao:tlon
Charter - Amendmenlsl Measures
Cheo:ks
Chsmlo:al8lFllm Inventories
Citations -11357(01), Juvenile
Citations . 11357b HaS, 113570: H&S,
11360b H&S Violations
Cltallons - California Vehlo:le Code Infrec:tlons (Dupllc:ates)
C-6
CATEGORY
Development
Flnano:e
Flnano:e
Publlo: Works
Administration
Development
Administration
Flnano:e
Development
Development
Flnano:e
FInance
Administration
Development
Administration
Publlo: Safety
Administration
Flnanc:e
Administration
Flnano:e
Administration
Flnano:e
Flnano:e
Flnnnc:e
Flnanc:e
Administration
Admlnl"tratlon
Developmenl
Administration
Development
Development
Publlo: Safety
Publlo: Safety
Public Safety
Publlo: Snfety
Publlo: Safety
Publlo: Safety
Development
Development
Administration
Administration
Administration
Development
Development
Admlnl"tratlon
Administration
Finance
Public Safety
Publlo: Safety
Public Safety
Public Safety
PAGE
C-25
C-3O
C-29
C44
C·19
C-26
C-20
C-31
0.25
0-25
C-31
C-31
C·17
C-27
C-24
C-32
C-24
C-29
0-17
C-29
0-17
C-29
C-29
C-29
C-29
0-17
C-24
C-27
C-17
C-27
C-28
C-38
C-38
C-34
C-34
C-34
C-34
0-28
C-28
0-22
C-22
0-22
C-26
C-28
C-17
C-17
C-29
C-39
C-3a
C-38
C-39
Iq~ It> ~~
I _. _ ~ r _ - , _ :.. , , -;::-
INDEX
ITEM
2-0 ð() ~J
CltatlOml - Cite and Ral.a"
Cltatloml - Pa.ldngITndflc, Duplicates
Citations. Transmittals
Claim Flies
Claims, D..m..g..
Classlllcatlona and Appolnbn.nts
Closures
Code Books
Collections/Landfill
Community DavnIopmant Block G...nt ..nd
Urban Development
Community Services - Library
CommunltyS.rvlce.. - Plaqu.s
Community Services - Sports Organization
Congestion Managam..nt
ConlHlCtlon Racord..
Construction (Approved)
Construction Tr..cklng, Dally
Contractor
Contracts ..nd Ag....m...... - Excl. Capltel Improvem.nt
Cont...ct.. and Agr.ements - Incl. C..plt..llmprov..ment
Corra..pondence
Corr..spondence
Court - D..lly Sch..dul..
Court· Slgn.ln Logs
Court - Tracking Sy..tem Racords
Crime - F.,ony Crlm.s With Dr Without Arrests
Crlm. - MlsclemeanorllnfracUons
Crlm.. - Supplem..ntal, F..lony C..pltal Crlm...,
Crimes Punlshabl.. by Death, Life Imprl....nm.nt
Deeds & Promissory Not....
Deferred Companaatlon
Pepartmnnt Manual
Depoelta, Receipts
Destructlon.Oun..
Destruction - Narcotics
Developm..nt (Includ.s CDSO)
Dev.lopm.nt Ag....manta
Dav..IOpm..nt Conditions
Dev.lopment Standard..
Disposition of Arrest/Court Action
Drewlngs, Pro nct Plan
Drøwlngs, Traffic Control Plan
En_..nta, Dedications. Rlghts-of-W..y
Employee Handbook
Employ.. Programs
Employae Rights
Employ.. Tlma Sheets
Envlronmentnl Revl_
Equlpm..nt . Communloolon
Equipment - Inv.ntory
Equlpmnnt . Inventory/SlglHlut Qlrd. Photo Lab
C-7
CATEGORY
PubliC Snfety
Public Safety
Public Safety
Public Sar.ty
AdmInistration
Admlnlatratlon
Public Works
Dev..lopm....t
Public Works
Administration
Admlnlatnltlon
Administration
Administration
Developm.nt
PUblic Works
Dav..lopment
Developm.nt
Davelopm.nt
Administration
Admlnl..tratlon
Admlnlatratlon
D..velnpment
Public Safety
Public Safety
Public Safety
Public Safety
Public S..fety
Public Safety
Development
Finance
Public Safety
Finance
Public Safety
Public Safety
Development
Developm.nt
Development
Development
Public Safety
Dev.lopm.nt
Development
Public Works
Administration
Admlnlatratlon
Administration
Ananca
D.velopment
Public Safety
Public Safety
PublIc Safety
PAGE
C-3B
C39
C-39
c-33
C-24
Co19
C-43
C-25
C..a2
Co19
Co17
C-17
C·17
C-27
C-44
C-26
C-27
C-25
C-22
C-22
Co19
Co25
C-34
C-34
C-34
C-36
C-36
C-38
C-28
C-3O
C-33
~
C-36
C-36
Co25
C-25
C-25
Co25
C-36
C-25
Co27
C-43
Co20
C-20
C·20
C-3O
C-27
C-33
C-33
C-39
.' _' _.,'1, >~,I.·:. ~ F1~. 1- -~ ':
IfiDEX
ITEM
CATEGORY
PAGE
EquIpment. Operations Flies· Photo Lab Public Safety C·39
equipment - Radio Loga (Communication) Public Safety C39
Evidence, DI..posltlon Forms Public Safety C-34
Exposure. Personnel Public Safety C32
FacIlities (SanitatIon/Solid WasteIWastawater) Public Works C-42
Facllltl.... (UtIlities) Public Works C-44
Fnclllty R.ntalsfUse Dev.lopment C·28
FaIr Political P",ctlc.s . Administration, Statem.nt. AdministratIon C-1a
Fair Polltlcnl Practlc.s - Campaign disclosure, .I.ct.d AdmInistration C·18
Fair Political PractJeaa - Campaign dlsclosur., not .lected Admlnlstrallon C-18
F.lr Political Practlc.s . Campaign dlsclosur., unsuccessful AdministratIon C·18
Fair Political P",ctJeaa . Candidate Statements AdmlnlstraIJon C-18
Fair Political Practices - History Administration Co18
Fair Political Pmctlces . Statement of Economic Interest, Admlnlstrstlon C-ia
EI.ct.d
Fair Political Pmctlcas . Statement of Economic Interest, Admlnláratlon Coi8
not .I.cted
Fal.. Alarm (Duplicate) Public Safety e-36
Federal and Stat. Grants Admlnl..tratlon C-19
FI.ld Books Public W....ks C-43
Field, Non-ftre and Logs Public Safety C-32
Financial, Annual Finance C-3O
Financial R.cords .Orants Administration C-il1
financial Records, Public financial Authority Administration e-24
Fingerprint - Applicants Fliss Public Snfety C-34
Flngnrprlnt . Inked/Palm Cards Public Safety C-34
Flng.rprlnt _ Records Latent Public Safety C-34
Fingerprint - Suspect, Adult/Juyenlle Public SlIfaty C-34
Flm, Non-ar..on and Logs Public Snfety C-32
Flood Control - Dralnag. facllltl.s Public W....ks e-44
Flood Control _ Flood Zon.s Public Works e-44
Flood Control - Insuranc. Prngrame Public Works e-44
Flood Control - PoliceS/Procedures Public Works C-45
Flood Control. R.ports/Studles Public Works C-45
flood Control D.v.lopment C·27
Flood Records Dev.lopm.nt C-28
Frnnchls.s D.v.lopment Co2!
Fueling Transportation C-47
Gas & EI.ctrlc Rates Public Works C-44
G....ml Administrative Administration C·23
General Ord.rs Public Safety C-3S
G....ml Orders, Pollcl.alProcedu.... Public Safety C-32
Gsn.ral Plan Amendments - Approv.d D.velopment C·28
General Plan Amendments· Denl.d Development C-28
Gene",1 Plan nnd Elem.nts Developm.nt C-28
Gnneral Subject Fllee Dev.lopment C-25
Goals & Objecllves Admlnlslrstlon C-19
Gmnts - Parks (refer to Admin.) PublIc Works C-42
Oranls .Street/Alleys (.... Admin.) Public Works C-43
Grants - Wal.r (.... Admin.) Public Works C-45
Grants, Community/Urban Developmenl (Includes CDBG) DeYelopmenl Co2!
Grl.vance File. Public Safety C-4O
C-8
2-IDb lß}
" 1-- b 1 1_ . '_, _. . '. u,
"22-6/) {¡¡}
INDEX
ITEM
CATEGORY
Ouns, Dealers Record of Sele
Hazardous Waste Disposal
Hazardous Waste Disposal
Hearing or Review
Historic Pr..s..rvatlon Inventory
History, Sanitation
Hourly Employ..as
Immigrant
Incident Flies
Incld..nt Reports
Incld..nt
Incineration Plants, Sludge
Incinerator Op..ratlon", Tr..alnl..nt Plant
Inelax, Attorney Ca_
Informant FII.s
Inspection
In"p..ctlon, Runway
In.pecllon, Safety Self
Inspections. Fir. pr..v.ntlon
Insumnce. ACCEL JT Powera Agream..nt
Inauranc... C..rtlflcat.a
Inaurance, Liability/Property
Inaumnce, Worker. Compensation
Internet, World Wid.. W..b
Interpretatlona
Intersecllon Recorda
Inventory
Inventory, Equlpm..nt Parts & Suppll..a
Inv.ntory, Equlpm.nt & Suppll..a
Inventory, Equlpm..nt - Parka
Inv.ntory. EquIpment - Wat..r
Inventory. Infol1llatlon System..
Inventory, Records
Inv..ntory. Traffic Control Device
Inv.ntory, Vehicle OWn.....hlp nnd Till.
Inveatlgetlona - Background
Inve.llgallon. . Background Hlrad
Inveatlgatkrna - Notification.
Inveatlgatlon... Evldenc.. Arson - Admlnlatratlon
Inve.llgallons, Evld..nce Anonn . Report..
Inv.."Im.nt Trnnaecllon.
Involcee
Jail· Dally Logs
Jail· Inmate Record
Jnll - Inapecllon Flies
Jail - SUrveys
Journala - Utility BIlling
Journal.., Fire Stetlon
Labor Dlatrlbutlon
Land U...., non-confol1lllng
Land"cape . Parks
Landscaping - St....ts/AII.y..
Public Safety
Public Snfety
Tranaportetlon
Admlnlatratlon
Development
Public Worka
Admlnl"tratlon
Admlnl"tratlon
Development
Aclmlnlatrntlon
PUblic Safety
Public Wor'"
Public Worka
Admlnlatrntlon
Public Safety
Developm..nt
Trenaportatlon
Treneportatlon
Public Sef..ty
Admlnlatratlon
Administration
Administration
Admlnl..tratlon
Admlnl"lratlon
Developm..nt
Public Wor'"
Flnence
Tranaportstlon
Public Safety
Public Wor'"
Public Works
Administration
Admlnlatratlon
Public Works
Tren..portatlon
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety
Finance
Finance
Public Safety
Public Safety
Public Safety
Public Safety
Finance
Public Safety
Finance
Development
Public Worka
Public War'"
C-g
PAGE
C-34
c-33
C~7
c.17
C-25
c-42
C-20
c-20
C·2!!
c-24
C·32
C42
C-42
c.22
C-34
c-28
C~7
C-47
C-32
C-24
Co2..
c-24
C-2..
c.22
Co28
C-43
C-29
C~7
C-32&C·33
C42
C-45
C-22
Co23
c-43
C~7
C-4O
c-40
C-34
c-32
c-33
C-30
C-29
C-35
C-35
C-35
C-35
C-29
C-32
C-311
C-2!!
C42
c-43
(_ .1 E f 1)' , I - (I I. ~' -' - - ~ _ . I ' ~ -
INDEX
ITEM CATEGORY PAGE
L.dg.r, G8lUlral . Vouch.r Finance C·29
Legal Advertl.lng Admlnlatratlon C-23
Llc.nsK - Blcycl. PUblic Sefety C-35
Llcen_ . Bingo, Mace Public Safety c-35
Licenses - Busln... Llc.nsn Ravlew Board Public Snfety C-35
Admlnl.tratlve Flies
Licenses - Dupllcste (Pink), Secondhand D..ler, Public Sefety C-35
Pawn Brok.r.
Llcen..., Permits Transportation C-t7
Lien. & Reln_ - R.cord.d Dev.lopm.nt C-28
Llans & R.I...... - Supporting D.v.lopment C-26
Lighting Public Worn C-43
Lobbyist Registration AdministrAtion C-18
Loc.tlons Public Worn C-45
Loga Dnvnlopment C-27
Logs - Admlnlatratlon Dev.lopment C-25
Logs - Auto Th.ft Public Safety C-35
Logs. Case Assignment Public Safety C-35
Logs - Coda Entorcament D.v.lopment C-27
Logs - Dally, Activity Public Safety C-35
Logs - Dally, Officer Public Saf.ty C-35
Logs - Dnlly, Report Summary Public Safety C-35
Loga . Inv.stlgatlve (Pre.Arrut) PUblic Safety C·35
Logs. Juvenile D.t.ntlon Public Safety C-35
Logs - Property Control Public Safety C-35
Loga - Rap Sheet Public Safety C-35
Logs. Subpo.na Public Safety C-35
Loga, Attorney Service Requut Admlnletratlon Co23
Loga, Fire Equipment/Gear Public Safety C·32
Lot Spilt Cases Dev.lopment C-28
Malnt.nance nnd Operations Tran.portntlon (;.47
Maintenance and Operations - Municipal Facllltl.s Development C-28
Maintenance and Operations. Parks Public Works C"¡2
Melnte nance and Operations - Public Works C42
SanltatlonlSolld Waate/Wnstewater
Maintenance and Operations - Service Public Worn C-4S
Maintenance and Operations - Streets/Alleys Public Worn (;.43
Maintenance and Operations. Well & Pumping Public Works C-4S
Maintenance, FAA Trnnsportatlon e-.7
Manegement Reports AdministrAtion Co24
Maps & Plata Development C-28
Me"" - Parka Public Worn C42
Maps. Streets/Alleys Public Worn C-t3
Maps - Watar Public Worn C-45
Mn"", City Boundary Development C-2a
Mape, Plans, Drawlnga, Exhlblte, Photos Development C-28
Maps, PreclnctsNoter InformatIon AdministratIon C-18
Mape, Septic Tank Public Worka C42
Master Plans - Streeta/Alleys Public Worn C-t3
Master ptnna . Water Public Worn C-45
Mester Plans, Annual Development C-26
Medle Relations Administration C-24
C-10
2.760 ÍR7
r L' 1, - t: 1- I ~ L- L":_' -=-' -
INDEX
ITEM
Mlldlcal LellVØ
Medical - Penoonnel
Meter Operatlona
Metar Reading
MInutes
Minutes, Bonrd
Motor Vehicle Pulls (DMV)
Municipal Code
Mutual Aid, Strategic Plana
Negotiation
Network Information Systems (LANIWAN)
Nomination Papars
Non-Criminal Occurrnnces
Non-Safety Employees
Notices, Meeting
Notifications and Publications
Oaths of Offtce
OpInions
Ordinances
Parades & Spacial Events File
Parking· Lots
Parking - Regulations
Patrol Raqueats (Correspondence)
Pawn SlIpslTlckets
Permits - Alcoholic Beveraga Control License
Parmlts . Concealed Weapons
Permits - National pollutant Discharge Elimination
System (NPDES)
Permits - Others
Permits
Penn Its
Permits, Construction
Permits, Encroachment
Permits, Hnzardous Metarlels Storage
Permlte, Improvement
Permits, other
Permits, OVersize Load
Permits, Psrklng
Permits, Paving
Parmlte, Uniform Are Code
Permlte, Use (Temporary)
PERS Employee Deduction Reports
PERS, Social Security, SSI
Penoonnel Records (copies)
Pest Control
Petltlone - Elections
Petltlons- Legal/legislative
Photograph II - Deily Report (Nagatlvn)
Photographs - Inmntea (Negetlves)
Photographs - Negative Log
photographs - Negatives, Misc.
Photographs - Personnel
C-11
CATEGORY
Administration
Public Safety
Public Works
Finance
Administration
Public Works
Administration
Administration
Public Safety
Administration
Admlnlstretlon
Administration
Public Snfety
Administration
Admlnlstrntlon
AdministratIon
Administration
Administration
Administration
Public Safety
Public Works
Public Works
Public Safety
Public Safety
PUblic Safety
Public Safety
Public Works
Public Works
Development
Public Works
Development
Public Worka
Public Safety
Public Works
Development
Public Works
Public Works
Public Works
Public Safety
Public Worka
Finance
Admlnlatratlon
Administration
Development
Administration
Admlnlatrntlon
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety
PAGE
c-.20
c-32
C-45
C-30
C-23
c-42
C.20
C-23
C.32
C.20
C-22
C-18
C·36
C-21
C-23
C·18
C.18
C-23
C-23
c..o
c.43
C-43
C-39
C-35
C""O
C.-iO
(;...¡S
(;...¡S
C-26
C-43
C-28
C",,3
C-33
C",,3
C.26
(;"'¡3
c.43
(;"'¡3
C-32
C-43
c-3O
C·21
C.21
C-27
C-1a
C·23
c-3S
C-35
c..o
C-40
c..o
¿.t..I~ (p:J.
'_ ! I ,'f- r I I l - ,'~ _ - - - '---
INDEX
ITEM
CATEGORY
Photographa
Photographa. Parka
Photographa - Straeta/Alleya
Photographa, Negatlvea, Film
Plana, Capital Improvamant, Projects
Plans, Proposed
Pollclea & Procedures, Oapartmental
Pollcl.. and Proçadures - Naming and numbering
Pollcl.. and Procedures - Spaed Um Ita
Pollcl.s and Procedure. - Parka
policies and Procedures - Water
Policy, Council/Proclamations
Precinct Recorda
Press Retea_
Pre.., Video Programs (Community R.latlons)
Program Flies and Dlraçtorles
programe - Federal Aid Urban
programa - Traffic Safety
Programa
Programs, Household Hllllardous Waate
proJ.cts, Not Cnmplated or Denied
Promotlon.1 Marketing - Eternal, Internal
Property Fllas
Property Original
Property, Pawn Broker/Secondhand
Public Racords Raqueat
Radar Cnllbratlon Records
Railroad Right-of-way
Range Inventory
Ratea . Sanitation/Solid Waat.JWast.water
Ratea - Wat.r
Reclamation
R.cords Management Disposition Cartlflcatlon
Records Manag.....nt
Records R.tentlon Schedule
Recruitment
Recycling Programs
Redev.lopment
Reglater
Registers, Translant V......I Reservation
Registration FII.s, Ar.on, S.x and Narcotics
Reguletlons
Regulations
Relocation Fila"
R.port, Accident (Copies)
Reports - Accident and Incident (Aircraft)
R.ports . Accident
Reports - Accident
Raports - Activity
Reports - Airport OperatlonallAdmlnlstratlva)
R"ports - Airport Operational (R.gulatory)
Reports - Audit
Davelopm.nt
Public Works
Public Works
Admlnlatratlon
Public Works
Public Works
Admlnlatratlon
Public Worka
Public Works
Public Works
PUblic Works
Administration
Administration
Public Safety
pUblic Safety
Administration
Public Works
Public Works
Dav.lopment
Public Safety
Development
Administration
Public Safety
Public Safety
Public Safety
Administration
Public Safety
Public Works
Public Safety
Public Works
Public Works
Public Works
Admlnlatratlon
Administration
Administration
Administration
Public Works
D.velopment
Finance
Transportation
Public Safety
Dev.lopment
Public Works
Development
Tranaportstlon
Trnnsportatlon
Public Safety
Public Works
Public Safety
Transportation
Tr.nsportatlon
Admlnlatratlon
C-12
PAGE
C-26
c.42
<:-43
c.24
c.43
c.42
C·19
c.43
C-44
c.42
c-45
c.23
C·19
C40
C-411
C-22
C-44
C-44
(;,27
c.33
(;.26
(;,19
C-40
c.37
C-40
c.23
(;.3
c.42
c.37
c-42
C-45
C45
C-23
c.23
Co23
Co21
C-42
c.28
c.30
c-4a
C--36
C-27
c.42
c-23
C-4a
C-48
c.39
c.42
c.33
c-47
C-47
(;.17
J.?rfb ~p
( -1'1, ~ I -, _ ' ,- ~ -
INDEX
ITEM
Report. . Bridges" Overpa....
Reports . Ch....lcal Emla.lon.
Reports - Conservation
Report. . Consumption
Reports - Corrosion Control
Reports - Dealer of Gun Sale., Dupllcme
Reports. Departmental
Reports - DI.charge Monitoring
Reports - Drinking Water Corrections
Reports - Federal and State Tax
Report. . Human Ra.ources
Reports. Hydrograph
Reports. Inspection
ReportS - Lend Service Line
Reports. NOTAM (Notice to Airmen)
Reports - Others
Reports - Public Education
Reports . Quality Paramatera
Reports - Sanitary Survey.
Reports . Source Water
Reports - Staff
Reports - State Cert ftÇlltlon
Reports - Studies (Sanitation/Solid Wa.ta/Waatewater)
Reports . Studies
Reports - Studlas
Reports - Survey Response Flies
Raports - Tonnage
Reports - Traffic CoIlI.lon Fatalities
Rsports . Traffic Count
Reports - Yarlnncaa, Water Sy.tem
Reports. Yehlcle Accident
Reports - Well Loovel
Reports
Report.
Reports, Federal and Stata . Code Enforcemant
Reports/Studle.
Rsqul.ltlons . Purcha.e Orders
Requisitions - Store.
Research Project Flies
R.....lutlons
Resolutions, Board
Restraining Order., Emergency protac:tJve Orders,
Temporary Restraining Orders, Lagal Stipulations,
Orders After H..rtng
Reviews, Intarnal/External Periodic
RI.k Management Reports
Roster of Yoters
Rostars (Divisional)
Routes, School Bus & Truck
Safety Employees
Salary Rncords
C-13
CATEGORY
Public Works
Public Safety
PUblic Works
Public Works
Public Works
Public Safety
Administration
Public Works
Public Works
Finance
Admlnlatratlon
Public Works
Public Works
Public Works
Tran.portatlon
Public Works
Public Works
Public Works
Public Works
Public Works
Administration
Public Works
Public Works
Public Works
Public Works
Public Safety
Public Works
Public Safety
Public Works
Public Works
Public Worka
Public Works
Dsvelopment
Public Safety
Devalopment
Public Works
Finance
Finance
Public Safety
Administration
Public Works
Public Safety
Admlnlstretlon
Administration
Admlnlstrntlon
Public Safety
Public Works
Administration
Finance
PAGe
C-44
c.33
C-45
c..s
c.45
C-4O
C-19
C-45
C-4&
t-3O
t-21
c.45
C-44
C-45
C-48
c.42
C-46
C4I8
c.46
C..t8
C·19
C..t8
C..<I2
c.42
C-43
c.33
c.42
c-39
C-44
C-46
C-44
C..t8
C-26
c-37
t-27
c.43
C-40
C-4O
C-37
C-23
C..<I2
C-4O
2.lÞ~ 1./3:>
t-1?
t-:u
t-19
C-4O
c-44
c-21
C-30
( _ t:: r 'L-' - r I ' _ -- '-' - ,- -
INDEX
ITEM
Schedllles . Pnlly
Schedlllea . Mllnlclpal Clerk
Schedllles - Walch Assignment/Timekeeping Rncords
SchedllleS, CIa... & Evenbl
Sealed - Adlllt FOllnd Factllally Innocenl
Sealed· JlIVenlle
Seismic Retrofit progrnm
Slgnage
Signs (Temporary)
Slip Renlallndex
Slip Rental Permits
Slip Renlal Wailing List
Soli
Soli Reports
SOllrces
S.....ker Requests
Special Plstrlcts
Special pro ncts
Slale Controller
Statistical (Crime Analysis)
Statistical (UCR), Uniform Crime Reports
Straal Names and House Numbers
Street/Allay (Abandonmenl/ Vecatlon)
Studies, Special Projects & Araas
Subpoenas (Pupllcate)
SlIpport Services
SlIrpllla Property· Auction
Surplus Property - DlspOQI
SlIrveyor Field Notes
Surveys
Surveys and Studies
Surveys, Water Syslem Sanitary
Tapas. Audio, Telephone and Radio Communications
Tapas - Audio, VIdeo
Tapea - Survelllnnce/Securlty Video (Jail)
Tapes Information Systems
Taxes Receivable
Teats - Bacteriological Analysl s
Testa - Chemical Analysla
Testa· Quality
Tests, Densitometer Results (Photo Lab)
Traffic Signals
Traffic Signals
Training - Blllletlna
Training - Event Flies
Training - Leason Plans, Range
TraIning Materials
Training - Personnel
Training· Personnel (by name)
Training - Schedules, Range
Training Records· Non-8afety
Training Records· Personnel (by name)
C-14
CATEGORY
Public Sntaty
AdminIstration
PUblic Safety
Public Works
Public Safety
Public Safety
Davelopment
PUblic Worke
Development
Trnnaportatlon
Transportation
Transportation
Development
Development
Public Worke
Public Safety
Development
Administration
Finance
Public Safety
Public Safety
Development
Pevelopment
Development
Public Safety
Administration
Flnanea
Flnanea
Public Wore
Development
Administration
Public Worke
PUblic Safety
Administration
Public Safety
Admlnl"ratlon
Flnanea
Public Worb
Public Works
Public Worb
PUblic Safety
Development
Public Works
Public Safety
PUblic Safety
Pllbllc Safety
Public Safety
Public Safety
Pu bile Safety
Public Safety
Admlnlatratlon
Administration
PAGE
t.1Jb (pp
C-40
C-23
C-40
C-42
C-38
C-33
C·26
C-44
C-26
(;..48
C-48
(;..48
C-21
C-27
c.46
C-4II
C-21
C·19
C-30
c.31
C-31
C-26
C·21
C-26
C-38
C-19
C·29
C-29
C-46
C-26
C-21
(;..48
C-38
C-23
C-38
C-22
C-29
C-46
C-<lB
(;..48
C-<lO
C-21
C-44
C-<l1
C-<l1
C-<l1
C-33
C-32
C-<l1
C-41
C-21
C-21
I ,~ r I , '¡-, ~ t= - í - '.'" . L '. 1-.: . t-
INDEX
ITEM
2.'8øö {¡;"7
Training Records - Safety
Travel Record..
Underground
Underground Storage Tank -
Malntenançe and Op..ratlons
Underground Storage Tank - Compllanc:e
Un..ucc..sfuI Grant..
Usa of Forc:e Supervisory Review File..
Utility R..bat....
Valve Main Records
Vehicle A....lgnm..nt
v..h'çl.. Owne",hlp & Title
Vehlçle . Asslgnm..nt Reports
Vehlc'e - Down Reports
Vehicle Mileage Reimbursement Rat..
V..hlçl.. . Repos888slonlPrlvnle Impound..
Veh'çle . Servlçn Sçhedules
V..ndor Register
Vests, BUlletproof Lettar..
Vlollltlons. Drinking Waler
Violations, Building. PropQrty & :Zoning
Volunteer Card Flies
Voler Affidavits
Volar Registration Slgn..tu.. Copy
W"rrent Register
Warrants - Felony
W"rrant" . Misdemeanor Crimi nil'
Warrants - Parking
Wllrrant.. . Serv..d
Warrants· Trafftc
Warrants - Unaerved (Loç"l)
Wellpons. Dlltllbasa
Weed Abat....ent
W..lgh Sca'"s
Workers Compensetlon
CATEGORY
Administration
Administration
Public Works
Publlç Safllty
Publlç Safety
Admlnletrllllon
Publlç Safety
Flnençe
Public Works
TraneportQtlon
Flnllnc:e
Publiç S"fety
Publiç Safety
Admlnlstrlltlon
Publlç S"fllty
Public Safllty
Flnanc:e
Public Safety
Publlç Works
Developm..nt
Public Safety
Adm Inlet ration
Admlnllltratlon
Flnnn".
Public Safety
Publlç Safllty
Public Safety
Publlç Safety
Publlç Safety
Public Safety
Public Safety
Public Safety
Publlç Worn
Administration
C-15
PAGE
Co21
C-19
c-44
C-33
C-33
C-19
c-38
C-30
C-46
c-47
C-29
C-39
C-39
Co21
C-39
C-39
C-3O
C-39
c-46
C-27
c-41
C-19
C-19
C-29
C-38
C-33
C-39
C-33
C-39
C·38
C-39
C-33
c-44
C·24
ll__/\_í~()¡-1'1I-' Ff')'i '1,,!:"'II'.,.r__I~L..-(" --~r'I·- ~
z.q~ I.,?
LEGEND
Records Retention
AC '" Active
AU '" Audit
CU '" Current Year
E '" Election
P '" Permanent
T '" Termination
AD '" Adoption
CL '" Closed/Completion
DOB '" Date of Birth
L '" Life
S '" Supersede
crrAT IONS
B&P - Busine5s and Professions
H&S - Health & Safety
CAC - California Administrative Code
HUD - Housing and Urban
Development
CCP - Code of Civil Procedure
OSHA - Occupational Safety & Health
Act
CCR - Code of California Regulations
PC - Penal Code
CECA - California Environmental
Quality Act
POST - Pollee Officers Standards
Training
CFR - Code of Federal Regulation5
UFC - Uniform Fire Code
EC - Election Code
USC - United States Code
FMLA - Family & Medical Leave Act,
1993
WIC - Welfare & Institutions Code
GC - Government Code
C-16
( ~ .r _I 'c- ~ ~r I ' =- c: ,- . - -
~"b ~p
LEGEND
Records Retention
AC '" Active
AU '" Audit
CU '" Current Year
E '" Election
P '" Permanent
T '" Termination
AD '" Adoption
CL. '" ClosedlCompletion
DOB '" Date of Birth
L. '" L.lfe
S '" Su persede
CITATIONS
B&P - Business and Professions
H&S - Health & Safety
CAC - California Administrative Code
HUD - Housing and Urban
Development
CCP - Code of Civil Procedure
OSHA - Occupational Safety & Health
Act
CCR - Code of California Regulations
CEQA - California Environmental
Quality Act
PC - Penal Code
POST - Police Officers Standards
Training
CFR - Code of Federal Regulations
EC - Election Code
UFC - Uniform Fire Code
USC - United States Code
FML.A - Family & Medical L.eave Act,
1993
WIC - Welfare & Institutions Code
GC - Government Code
C-16
I -:.' I r- , J ~- - - , _ f' r. - , - _ " -
31~ {,p
ADMINISTRATION
Record Series Retention Cltetlon Descriptor
AUDIT
Annual Financial CL+ 2 GC34D90 Independent auditor ennlysls
Renort
Bonds CL + 10 QC34090: Final bond documentation
CCP 337.5
Budget P GC34090 Annual operating budgat epproved by legislative
Bodv
Budget Operating S GC34090 Deparbnental Reference
lcoøiasl
H....rlng or Review AU+2 GC34090: Oocumentntlon created and or received In connection
OMB A-128 with an audit hearlno or review
Rnports AU+4 GC3<I090; Internal end/or external
OMS .40128
Reviews, CU QC34090: Dnlly, weekly, monthly, quarterly or other summary,
InternallExternal GC8250 review, evaluntlon, log, list, statistics, except a report
Periodic
COMMUNITY
SERVICES
Libraries CU +2 GC 34090 Books, art, gltts, donnllons, exhibits. theatre, music,
snøclal events etc.
Plaquea P Historic value
Soorts Oroanlzallon S +2
ELECTIONS
Affidavit Index CL+ 5 EC 17001
Applications, Absentee E +.5 EC 17505: From date of election
Ballots and Envelonøs EC 17302
Anlated, Challenged E +.5 EC 17304 From date of election
Vaters List
Ballots E+ .5 EC 17302 From date of elecllon; ballots submlttad to
preclnctaIClty Clerk that were not used - u"""",,
contested (EC 17302{c» retention by court order
Ballots P Callfornln Property relnted fa.... (As_ament Snllot proceeding)
Prop.21a Constitution
(A__ment Art, XIII
01_1
Calendar E+2 GC 34090
Canvass P GC 22932: NotIfIcnllons and Publication of Election: Records
EC 17130; used to compile final election resulta, Including tally
EC 26!13 sheets, vollng machine tabulation, detailed
breakdown of results: sDeClel election results
Certificates of Election T+4 ~C 81009(e) Certlflcataa of election: Original reports and
dl statemants
Charter P GC34oIS8-60: Chapter designations by Secretary of State following
Amendmenla/ GC34090 adopllon of voters
Measures
C-17
-_ _ - ~ I 1F I, I - < - '- - -- -: - - --
-3 t."b ÝI ~
ADMINISTRATION (CONTINUED)
Record S.rl.. R.tentlon Citation DellcrlptOr
Fair Political pr.ctlca.
Admlnlstnrtlonl CU + 5 FPPC Opinions
Cnmpelgn
Statementa and
Conftlct of Interast
Campaign P GC81009(b) FPPC Filings
dleclo.ur., Elected (g)
Cnmpalgn E+5 GC81009(b) FPPC Filings
dl.closuno,
Not EI.ctnd
Campelgn E +7 GC81 009 FPPC Filing.
dleclosuno -
Un.ucca.sful
(all oth.r
commlttH.1
C.ndldata E+4 Sampl. ballot retalnllld pennansntly.
Statem.nt.
HI.tory P GC 34090 History of elections, sample ballots, certificate. of
d..tructlon, oth.r .....Iutlon. no: election.
Stat.ment of 1+7 GC FPPC Filing.
economic Interest - 81009(e)
Electad OffIcial.
Statam.nt of E+5 GC FPPC Allng.
aconomlc Int......t . a1009(b)
Not Elect.d
Lobbyl.t Registration P EC Stat.menta
a1009fb\
Map", Pr.clnctslVotar E+2 GC 34090;
Infonnatlon EC 17501;
EC 17301
Nomination Pa""r.
Succuaful E+4 EC 17100
UnauccOl$sful E +2 GC
81009(b)
Notifications and E+2 GC 34090 Proof of publication or posting, certlflc8t1on and listing
Publications of notlca of posting; copy of n_paper notice and
cartlftcatlon of offices to INI votad for at forthcoming
election
Oath. of OffIce 1+6 GC34Q90; Elect.d OffIcials
29 use
1113
Petition. ,75 EC 17200, From date offtllng or alectlon; Initiative, retenondum,
17400; GC recall, Chartar Amendm.nt!!
7253.5; EC
14700 + GC
3758:8
C-18
_ I, 1< . 'r - -. _I 1 - - ,- - - - - > If-
3'3~ lRJ-
ADMINISTRATION (CONTINUED)
R.cord Serl.s R.t.ntlon Citation Descriptor
Pr.clnct Records E+.5 EC 17503 From data of .I.ctlon: Precinct otrIclnl materhlil;
d.clarøtlon of Intention, precinct board member
applications, ord.rs appointing members of precinct
boards nnd d.slgnatlng polling places
Includ.s notlc. of appolntm.nt of omce nnd record of
aervlce
Roster (Of Voters) E+5 EC 17300 From date of.l.ctlon; Inltlatlv., refer.ndum "",all,
\l8neral municipal election, Charter Am.ndments
Voter Affidavits CL+ 5 EC 17000
Voter Regletrntlon CU +5 EC 17000 Fire, spaclnl or school district
SlAnature Copy
GENERAL SUBJECT
Admlnlatrøtlon P GC 34090
Blooraohles CU +2 QC34090
Classifications snd P GC 34090; Includes supplementsl P.rsonnel records. Wsge rete
Appointments QC 12948; tables 2 years.
29 CFR
516.6(2}; 29
CFR 1602.4
Corr.spond.ncel CU +2 GC34090(d} If not attnched to agreem.nt or project ftle
Orlalnatlna Daanrtm.nt
Goals & ObJ.ctlv.s CU+2 GC34090 Departmental ooals & obJectlva.
Pallcl.. & Procedures, S+5 GC3409O(d) Retain while current
Deoartm.ntal
Promotional Mark.tlng
External CU+7
Intarnnl 2
R.port.
Danartmentnl CU +2 GC34090 Sp.clallar final .umm"rv~ review or eveluatton
Staff CU+2 GC34090 Non-agande related, Includes supporting
documentation
Søeclal PrOfects CU+2 QC34090
Support Services CU +2 GC34090 Reproduction; printing; postal/mailing services, oth.r
Internal ........urc..
Traval Record" CU +2 GC34090
QRANTS
Community T+4 GC34090; Application", reporta, contracts, "upportlng documents;
Dev.lopment Block 24 CFR 'OMB Clr. A-102, A-110, A-128
Grant nnd Urban 570.502
Dev.lopment 24
CFR85.42*
Federal nnd StaIB CL + 5 GC34Q90 Refer to gnrnt aoollcatlon close...ut procedure
Financial R.cords CL+ 5 GC34090 Refer to grant application cl.......ut procedure
Unsuccessful CL+ 2 GC34090 Applications not entltlne!
C-19
, __"-' I· - ¡ ( I ~ 1'"":' - . _ _ -=- '. '
3 '4J ~J.
ADMINISTRATION (CONTINUED)
Record Series Retention Cllntlon Descriptor
HUMAN RESOURCES
Benefit Plan Claims P GC6250 et May Include denlnl, disability. education. hHlth. life and
seq; vision Including depend.nt care and Employee
OMS A-129 Aasllllnnce
29 CFR "29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC
1802.30; 1113
32; Lab Rei
See 1174"
Ben.nt Plan CL +4 GC34090:
Enrollment Denied OMB A-12a
Bond. P.rsonn.1 T+2 GC34090 Employ.. Fidelity Bonds
Fldelltv
Employee Handbook S +2 GC 34090 General .molov.. Infonnetlon Includlnø bereflt plans
Employee Programs CL +2 GC 34090; Includes EAP and Recognition
GC 12946
Employee Rights GC12946; May Include Artlltnrtlon, grievances, union requealn.
General Employ.... T+2 29 CFR sexual harassment and Civil Rights. complalnln,
Safety (Pollee) T+5 1602;29 dlsclpllnnry actions
use 211
(.)~~~3(m);
207
Hourly Employees T+6 GC12946; "29 CFR 1827.3, Labor Relations S.ctlon 1174
GC34011O*
Immigrant Immlgratlo 1-9'8
n
Reform/Co
n-trol Act
1986 Pub. L
99-603
M.dlcal L.av. CL + 30 FMLA 1993 May Include Family .....vn; cartlflcatlons; tests; W-4's;
US OSHA; "29 CFR 1602.30.32; 49 CFR 193-9;
29 CFR ;
1910.20"
Motor Vehicle Pulls CL+ 7 GC12946, " "CA 91009; 8 USC 1324 (a)
(DMV)
N.gotlatlon p 29 USC N~, notebooks, co......pond.nce. contracts, nnd
Sections Memorandums of Agreem.nts
211(c).
203(m).
207ial'
C-20
_ . I~, tl_ -= '. ". - -,'~ _ _ =-:. ' 1 -
?66Ii~!-
ADMINISTRATION (CONTINUED)
R.cord Se...." R.t.ntlon Citation Descriptor
Non..safety Employ"'s T+3 Rafe....nc.: Non-safety .mploy."" may Includ.: Rel.ase
29 CFR Authorløttons; Certlflc.tlon,,; R.aulgnments; outside
1627.3: .mploym.nt; comm.ndatlons dlsclplln.ry .ctlons;
CCR Sec t.rmlnatlons: Oath" of OffIce; .valuatlons-pr...mployee
1174: 29 medlcals; flng.rprlnts; Identttlcatlon cerda (10..)
CFR '1807 A; 29 CFR 855.202; 29 CFR 516.6.t seq; 45 CFR
1602.30.32; 1088.6(a)
GC8250 .t
_;29
CFR:GC
12946,
34D9D'
P.rsonnnlRecords CU +2 GC34090; Attendance: nvaluatlon8: drafts: worksheets; posting"
(cODles) GC6250
PERS, Social Security, P 29 CFR EEOC/ADEA
551 1827.3(2);
OC 12948,
34D9D
Recrultm.nt CL + 3 Raferanc.: Applications, resum.", nltemate IIstenog", Indices;
GC12946; ethnlclty dlaclosures; examination materials;
GC8250 .t examlnedon answer "heets. Job bulletin,,: .lIglblllty;
seq; el.ctronlc datebase
29 CFR
1802 et seq
29 CFR
1807;
29CFR
1627.3
R.ports CU+2 GC34D90 Emplovee statledca, beneftt actlvltv; liability 10118
Snfety Employees T+5 Reference: Police. fire, .....rgency nmployees may Include: Rel..se
29 CFR Authorlzetlons; CertlflcnUons Renulgnments; oUtBid.
18273; CCR employm.nt: commendatlone dlaclpllnary action,,:
Sec 1174; terminations: Oaths of OffIce: .valuatlon"",re employ'"
29 CFR medlcals "29 CFR 1802.30.32; 29 CFR 655.202; 29 CFR
1607.4; , 518.8 at _; 45 CFR 1068.8(a)
5ulV8Y" and Studies CU + 2 GC 12948, Includes classification, wag. rates
34090;29
CFR
516.6(2); 29
CFR
1802.14
Trnlnlng Records CU+7 GC8250 .t Employ.. applications, volunteer prvgram lrelnlng,
Non-Safetv s.a class tralnlna materials. Intern"hlos:
Pereonnel (by nam.) T+7 GC34D90 Papnrwork documenting office... Internal and .xtern.1
tralnlna
Safetv CU+2 GC3409D Certlflcntlonsldeslonallons
Vehlcl. MII.ag. S+2 GC 34090 Annual mileage reimbursement rates
Reimbursement Rates
C-21
_ I ~ ,- ¡:'I _ _, .. ~,~ - f - - 1-' - _
?>i.P q;/.;'?
ADMINISTRATION (CONTINUED)
Record Serlu Retention Cltetlon Descriptor
INFORMATION
SERVICES
Internet, World Wide S+2 GC34090 Manag......ntJPollcles and supporting documentation
Web
Inv..ntory. Information S +2 GC34090 Hnrdware/Softwa.. Inventory logs; systems manuals
SYStems
N..twork Information CU+4 GC34090; Configuration maps and plan..
Systems (LANlWAN) CCP 337.2:
343
Program Flies and CU+2 GC34090; Annual backup
Dlractorl..s CU+(2 GC34D90.7 Dally backup
mos.)
CU +1 Monthly backup
CU+.5 Weekly bnckup
Tape.. Information CU +2 GC34090 Syst.... Oaneratlon
SYStems
LEOAU LEGISLATIVE
Agendu CU +2 GC34090 Original agandas and ..pnclal mastlng notlc..... Including
certlftcat..s of posting. original summnrl_. original
communications and action ng.ndas for Council,
Boards and Commissions
Agandn Reporta CU+2 GC34D90 Documentation r.calYad. created .nd/or submitted to
(Master. Subl.ct FIIssI (d) Council
Appeals. CIYII CU + 3 CCP
583.320(a)(
3);GC
34090
Applications, Boards, CL+ 2 GC34090 Not se Isctsd
Commissions.
Commlttn...
Applications. Boards. T+5 GC34090: Selected
Commissions. GC40801
Comm Itte.s
Artlcl... of P GC34090;
Incoroomtlon CCP 337.2
Ca... Log CL+7 CCP 337.2; From Close of cn...s lI..ted; Chronologlcnlllstlng of
343 cases
Case Records - (High P GC6254 Slgntllcnnt ca.... which have Importance/or set legal
Proftl.) precedence. Includes logs, complalnte, police ..ports.
court ord.rs, motion... notes, briefs
Cass Records CO+7 42 use Includ.s logs. complalnbl, pollca report.., court ord....
s19a3 mottons, notes, briefs. closing statements (unl.ss
mlno", - 3 years sft.r nttalnlna 18)
Contracts and T+5 CCP 337.2. Includes I.ases. equlpm.nt. s.rvless or supplies
Agreements 343; 'PU7685: 48 CFR:2; GC53066
Excl. Capital B&P7042.5;
Imorovement ,
Incl. Capital P 2.0a.110;' Construction
Improvement 'GC37090a; 4004: H&S 19850
Index Attoms" Cass L GC6254 Including notations on actlvltl.s related to cass
C-22
37rfb (,P
ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor
Lagal Advertising CU+4 CCP 343, Includes pUblic notices, legnl publications
349 et .eq.;
GC 911.2;
GC 34090
Log., Attorney Service CU+2 GC34090 Service raquest, summarle. of monthly requests
ReiiLlllet
Minute. P GC34090(d) Official minutes and hearing proceedings of governing
; GC36814; body or board, commlaalon or committee
GC403D1
Notices, Meeting CU+2 GC Special meetings
34090.7,
54960.1(c)(
1\
Oplnlona S+2 GC34090: Confidential
GC8254
Ordinances P GC34090(d) Chnrter am.ndments; municipal code
40806
Petitions CU + 1 OC50115; Submitted to leglslatlvs bodies
GC6253
R.solutlons P OC34090(d) Lnglalatlvs actions
40801
Tapss, AudloNldso CU+3 OC 34090.7 Wh.n used tor minute preparation and may have
moa. hlatorlcal velu..
MUNICIPAL CLERK
A.........m.nt Districts P OC 34090 Original documsntetlon
Inventory. Record. CU +2 GC34090; Invsntory of non-current or Inactlvs records holdlnga
80 OPS and location, Indices. Tnpes may be recyclsd.
Atty. Gsn.
108
MunlclD91 Cods P GC 34090 Supplsments Includ.d
Public Rscord. CL +2 GC 34090
Reauest
Recorda Manaøemsnt CL +2 GC34D90 Documsntlnclud.s retrieval. transfsrs . Inactive
Record. Menngsment P GC34090 Docum.ntatlon of final dlapo.ltlon or records
DI.posltlon
Certification
Recorda R8Isntlon S +4 CCP 343
Schedules
POLlCIESI
PROCEDURES
OSl\8ral Admlnlstrallve S+2 GC34090: All city pollelaa and procedures
40801
Policy, Counclll S+2 GC34090 Policies, directives rendered by Council not a..lgned a
Proclemstlon. resolution or ordlnence number
PUBLIC FINANCING
AUTHORITY
Admlnl.trntlon P GC 34090
C-23
~oo ~"7
ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor
Financial Recorda P GC 34090,
40802,
53901
Manaaement Renorts 2 GC 34090
PUBLIC INFORMATION
Brochul9s, S +2 GC 34090
publlcntlona,
newsletter. bulletins
Calend..r Cltv CU+2 GC 34090
Media Relations CU +2 GC 34090 Includes cable, newspaper, radio, massage boards,
p....ntatlon..
RISK MANAGEMENT
Accident Reports - City Cl+ 7 29 CFR Raporta ..nd ..l8tad records
Assete 1904.2" 29" . CFR 1904.8
Bonda, Insurance P CCP 337.2; Bonds and Insurance pollclea I.....rlng city property and
343 other llllseta
CI..lma, Damage Cl +5 GC34090; p..ldlDanlad
GC25105.5
Incident RepOlUl Cl+ 7 29 CFR Theft, .....on. vandsllsm, property damaga or slmll..r
1904.2; 29 occurrence (excluding ftre/law enforcement)
CFR 1904.6
In.urance, ACCEl JT P GC34090 (Authority California Cltl.. Excess Liability Insurance) B
Powers Aareement Accredltatlonl MOU"8Iaareementlaaendas
Insurance, Certlßcates P GC34090 Insurance certificates flied separataly from contracts,
Include. Insurance flied bv llcen......
In."ranee! P GC34090 M..y include lI..blllty, property, Certlftcates of
linbilitvlProperty Participation, d8fan'ed, use of taclllUes
In.urance, Workers P GC841 0; Indemnity: PERS - working flies . originals with
Compensation 29 CFR Administrator
1910.20
Photographs, Cl+ 2 GC34090
N....atlv.. Film
Risk Management Cl +5 OMB 1220- Federal OSHA Forms; loss Analysis Report; Sefety
Reports 0029;29 Reports: Actu..rlal Studies
CFR1904.4:
GC 34090
Workers P CCR 14311: Claim Files, Reports, Incidents
Compensation 15400.2: (working fll.., orlgln..ls flied with Administrator
CA
Labor Code
110-139.8
C-24
?A"b {,P
DEVELOPMENT
Rncord Series Retention Citation Descriptor
ADMINISTRATION
Benchmark Dats CU+2 GC34090d Horizontal, verdcal & eontrol
Bids & propo~~ls CL +2 GCU090d
(Unsuccessful
Bonds CL + 10 CCP 337.5 Housing: Industrlel Davelopmnnt
Develooment
Security CL+2 GC34D90 Documentation created and or received In connection
with the perfonnance of work/services for the city, or
for oorcel maos and subdivision work
Code Books P GC34090e National Electrical Code. Unltonn Building, Fire,
Mechanical, Plumbing & Supplements
Contrector CU+2 GCUOBDd Current IIstlna
Corresoondence CU+2 GCUOBOd WorkinG documentation
Development L GCU090 Mitigation measures: filed with cay files
Conditions
Development P CCP337, Infrastructure eontrects, frnnchlses. Original
Agreements 337.1 (a). malntslned for 7 years.
337.t5:
GC340BO;4
8CFR
4.703
Development P GC34090a Lnndscape mediums, parkway landscape
Standarda development. public works construction
Drawings. Project Plan CU+2 GC34090d Does not Include those usually flied with cese Or
project
Franchises P GCØ5864, Including subdivision agreements. eontracts for sale
65869.5, or purchase of property, ceble, grant of easements
34090" andlpr Involving construction of Improvements
"CCP 337.2, 343: AC16023
General Suiikict Flies CU +2 GC34090d Internal worklna flies Includlno eorresllOndence
Grants, CL + 4 24CFR Project flies, contracts. proposals, statements, reporta,
Community/Urban 570.502(b) sub....clplent dockets, Envlronmentsl revl_, grent
Development (Includes (3); documents, applications, Inventory. eonsolldated plan,
CDBG) 241 CFR etc. Includes Section 10a loan guarantee 'OMB Clr.
a5.42 & A.-102 & 128, HUD regulations
OMB Clr. A.-
110, Attach.
C' .
,
Historic Preservation 2 GC34090d Historic structures & landmarks
Invnnlorv
Incident Flies 2 GCUOBOd Emargency Call Outs
Land Uses, P GC34090a Building or site usage which does not eonfonn 10
nonconfonnlna current stsnd.rds
Logs CU + 5 Logs. registers or similar records listing pennlts,
certificates of occupancy Issued; may Includn
Insoectlon bulldlno actlvllv. dallv. Dlan check utlllIv
C-25
LfOIb~?
DEVELOPMENT(CONTINUED\
Record Serlee Retention Citation D88crlplor
Maps & Plats P GC34090a Engineering" field note.. and proftl...; cross-Hctlon
of roads, st.....I.., rlghl-of-way. bridges; may Includs
anne lntlon.., parks, t....cts, block, 8tonn drain... water
ea8ements, bench marks, t......, grading, Inndflll, fire
hYdrants, baH maps, ete.
Mnster Plans, Annual S +2 GC34090 Special or long ....nge program plen for munlclpalltl... -
coordlnallon of Hrvlcas· slratfÌalc plannln"
Penn Its, Construction P GC34090n; Plan8, building, sign.., gredlng, encroachment.
H&S19850; Including blueprints and specifications
4003: 4004
Pennlt8, Olher Cl+2 GC34090d Alleretlons. encroachment, n lcavatlons, roed, street
sldewalka " curb alleratlon8, trensportatlon,
..wlmmlno 0001 dralnaae, t..moorarv U888 etc.
Photograph8 S+2 GC34090d Aerial pholoQ",ph8
Projects, Nol Cl +2 GC34090d Building, engln....rlng, planning
Comnleted or Denl..d
Report.. CU +2 GC34090 ActlvTtV; ....rlodlc
Seismic Retrofit P GC34090a Include. Certificates of Compllanœ
Pro"",m
Str....t Nam.. and P GC34090a SI.....I dedications, closings, addl'MS
House Number8 as..lanm..ntJchana..
Studl..s. Special Cl+2 GC34090d Engln..rlng, Jolnl po_rs, nalsa, tran8portntlon
Projacts & Area..
Survey.. P GC34090a Recordlno data and map..
BUilDING
Blueprints, Cl +2 GC34090d Submlttad by contractors with application for pennll
Specification.. and build. for Certificate of Occunancv
Certlflcales l GC34090a Compliance, elevation. occupenCy which -':1 reel
property
Conslructlon P GC34090a; N_ commercial and .....Idnntlal con8lructlon, tenant
(Approved) 4003; 4004; Improvements room additions. spe, ..Ig,"" black wall,
H&S 19850, remodel Including security bonds
19853
Ins""",,lIon Cl + 2 GC34090d Corre8nondence fees. aDpeal request.. re-rts
Permits P GC34909a; Plan8, building, .Ign., grading, encroechm..nt pennlts
H&8 19850;
4003;4004
Slans ITemooriiíVI S +2 GC34090d Home occuDBtlOfl$, off-oremlse slone
CODE ENFORCEMENT
Abandoned Vehicle.. Cl+ 2 GC34090d
Ca..e Flies CL+ 2 GC34090d Building, hou..lng and mobile home code vlolallon
records Including Inspections; pUblic nulsnnce
rubbl..h and we..d abatement, vahlcle abatement.
cllatlons, massage parlor pennlts, gene",1
Lien.. & Releas..s,
Supporting CL +2 GC34090 Utllllle.., abatement, IIcen..es
Recorded P
C-26
tfl1> ~?
DEVELOPMENT(CONTINUED}
Record IkIrle. Relenllon Cllatlon Descriptor
Loa" CU+2 OC34090d Lien Recovery. cllallons, comolnlnlS
Regulnllon. S +2 GC34090d Include. rule"
ReporlS, Federal and P OC34090a Code enforcemenl stallsllcs, mny contain record.
Slale affecllna 1IIIe 10 ....1 DroDertÝ or liens thereon
Violations, Building, CL+2 OC34090d Supporting code enforcemenl acllvlty
Pronartv & Zonlna
ENGINEERING
Cnpltallmprovemenl CL + 10 CC337.15 Supporting documenl" Including bidders Ilsl,
Project. .peclflcatlon., reports, plans, work orders, ""hadules,
ele.
Con"lruellon Tmeklng, P CC337.15 A."e""es value of real property
Dallv
Drawings, Traffic P GC34090a Signs, "Ignlng & .Irlplng, road eon.lructlon
Conlrol Plan
Flood Conlrol CL +2 GC:W090d Slorm Dmln"
Spselel DI.lrlets P GC3C090a Supporting doeumenls re: Improvement, lighting,
underoround ulllllY; bond., te..." & con.trucllon
Slreal/Alley CL+ 2 GC34090d Rellnqul.hmenl of rlghls and fee Iltle
(Abandonmenl/
Vacation)
Trefflc Slonal" CL + 2 GC3C090d Count. eolll"lons aooldenl"
ENVIRONMENTAL
QUALITY
Air Quality (AQMD) CU+7 CCP Pertlclpantslvouchar log", Total Dnlly Mileage Survey
338(k); (TDM), verlou" local aUlhorllle,,; Commute Alternative
GC:W09D
Asbe.tos P OC3409Da Documents abntament proJeet., public building.
Cnllfornla P GC34D90a Exempllon", Environmental Impacl Report, Mlllgatlon
Environmental Qunllty + CEQA monitoring, nagsllva declaration, nollces of
Ael (CEQA) Guideline. com pial Ion end determination, comments, .tatemenle
of overrldlno eon.lderatlons
Congestion CU+2 GC34090d Ride sharing, Irlp reduellon
Manaaemenl
Envlronmenlal Review CL+ 2 GC:W090d Corre.nondence eon"ultanls lsa.... eon"ervatlon
Peal Control CU+2 OC34090d Pesticide appllenllons, InsP8etlon" & sampling,
doeuments
Soli CL+ 2 GC3C090d AnelYSls construellon recommendallon"
Soli Renorls P GC34090d Final ReDort.
.
HOUSING
Bond" CL+ 4 CCP 337 Revenue Bond Documnntatlon
Programs CL+ 3 24 CFR Includes eomprehen"lve Hou.lng Authority Slrulegy,
570.5D2(b)( Meellng Credit Certificate, Housing bond advisory,
3); 24 CFR HOME, InoLleu Hou.lng Mlllgatlon, Low/Moderate
85.42 & Hou"lng, Rental Hou"lng "".I"lance
OMB Clr. þ.,.
110, Ie
C-27
l··n~ (,~
DEVELOPMENTlCONTINUED)
Record Serle.. Retention Citation Descrtptor
Redevelopment
Budgets P GC 34090, Includ... annual audit
40802,
53901
Bondlsaues P GC43900 et
......,
MUNICIPAL FACILITY
Capital Inprovem.nts. P 2.083110: Contains records re: Plnnnlng, d..lgn. construction,
Construcllon GC34090a: converelon or modlflcatlon of local govemment.owned
4004: H&S facllllles, ..tructures & system..
19850:
GC34090.
Facility Rent.ls/U..e CU +2 GC34090 Parmlts, contracts, diagrams, ..ch.dul..e, Insur.nce
binders
Malnten.nce & CU+2 GC34090d S..rvlca raquests, Invoices. supporttng documentation:
Operations buildings, equlpm..nt, fleld engln....rlng. public
facilities Includlna wark ord.rs and araffltl ramoval
PLANNING
Case files, Planning P GC34909a: Pert.ln.. to r..al proparty. M.y Include blueprints,
and Zoning H&S 19850: drawings, maps, plans, raporlll, evaluallons,
4003:4004 corr.spondence, US.., parmlt.., varlanc..s, studies.
.ppeal.., compliance certlflcat.., bt line .dJustments
or oth..r pl.nnlng-rel.ted matters brought before
I..olslatlve bodY
Certificate.. L GC34090 Retain durlna life of structure
Flood R..cords CU +2 GC340aO
Gener.1 PI.n and P GC34090 Includes ..phere of Influence
Elem.nts
General Plan
Amendm.nt..
Approved CL+ 2 GC34090
D.nled CU + 3 GC65103: . . GC50110
Interøretatlons CU+2 GC34090
M.ps, Plans. P GC34090; Zoning, tentative subdlvl..lon, paresl, I.nd us. map,
Drawings, Exhibits. H&S 19950: aerial photo.., speclllc plans
Photos GC34090.7
PROPERTY .
Ab.ndanment P GC34090a Building.., Cond..mnallon, Oemolltlon
Acqulslllon/ CL + 10 GC34090a; Supporting docum.nte re: sal.., purch....., exchang.,
Dlspo..ltlon GC6254 I....... or r.ntal of property by City
Disposition
Annex.tlon C...e FII.s P GC34090a Reoarlll aareem.nts nubllc notices
Appral""l.. CL+2 GC34090: Ex.mpt until final acqul..ltlon or contrøct .g........nt
GC8254(h) obtaln.d
Deeda & Promissory P GC34090a . . 24 CFR 570.502(b)(3): 24 CFR 8.42 & OMB Clrc. SA-
Note.. 110
Mapa, City Bound.ry P GC34Q90d R..cord..d m.p.., ..urv..ys, monuments
Lot Split C...... P GC34090
Relocation FII..s CL+ 2 GC34090 e.a.. R..develooment
C-28
4'~"b lÞ?
FINANCE
Record Series Retention Citation Dncrlptor
ACCOUNTING
Accounts Payable AU+4 GC34090 Involc...., check copies, supporting documents
Accounts Recelv..ble AU+4 ac 34090
Applications CL+2 aC34D90 Utllltv connections, disconnects registers, service
Assessment Districts P ac 34090 Collection Infonnntlon; Ortglnal documentation files
with munlclnal clerk
Bank Reconclll..tlon AU+5 GC34090: 28 Statements, summaries for receipts, dlsburaemen!$ &
CFR 1800M reconcllletlon
Billing Recorde AU+2 GC34D90 Customer neme, service add......., meter re..dlng, usage,
navments, aDDllcntlonS/c..ncell..tlons
Budget AU+2 GC 3409n
Budget adJuatmen!$, AU+2 GC34090 Account transfers
ournal entries
Checke AU+5 GC34090: Includns payroll, c..nceled & voided checks
CCP 331
Deposits, Receipts AU+4 ac 34090; Checks, coins, currency
CCP 331
Invoices AU +2 GC34D90 Conies ...nt for fees owed, billing, related documents
Journals
Utility Billing CU+2 GC34D90 Billing Including monthly ..ctlvlty
Ledger, General P GC34090: * * CCP 337
Voucher AU+4 GC34090; Account postlngs with supporting documents
CCP 337
Tues Receivable AU+3 CCP338
Wnrrant Realster AU+2 GC 34090.7
ADMINISTRATIYE
SERVICES
Budget Operating S GC34D90 Departmental Reference
'coples\
Budget, Proposed CU +2 aC34D90 Presented to Council
Adopted P GC 34090
FIXED ASSETS
Inventory AU+4 GC34090: 28 Reflects purch.... date, cost, account number
CFR 301 8S-
11F1
Surplus Property
Auction AU+2 aC34090 Llstlno of nropat1y
Dlspoul AU+4 GC34090: Sealed bid eales of equipment
CCP 337
Yehlcle OWll8rahlp & L VC 9900 et Title transfera when vehicle sold
Title .......
LICENSE
Business T+4 GC34090: Paid & reports
CCP 337
C-29
L./YÞb &.?'
FINANCE (CONTINUED'
R..cord S..rI..s Retention Citation Deacrlptor
PAYROLL
Adjustments AU+4 GC 34090 Audit purpøa..s
29 CFR
516.5 - 516.6
Employ.... Time Sheets AU+6 GC34090, 29 Signed by ..mployee for audit & FEMA R..ports
CFR 516.2" "20 CFR 516.6(1): IRS Reg. 31.6001-1(e)(z): R&T 19530;
LC 11741d1
PERS Employee T+4 GC34090; Record of deductions
Deduction Reports CAC 22- (PERS PubHc Employee R..tlrem.nt S~::m) "26CFR
1085-2 31.6001-1'29 CFR 516.5.516.6, LC 1174 dl
R..glster P GC34090: Labor costs by employ'" & program
GC37207
Salary R..cords T+3 GC34090; 29 Deduction authorization, beneflcl..ry d..slgnatlona,
CFR 516.2 un..mployment claims, garnlshmentA
PURCHASING
Bids, RFQ's, RFP's AU+4 GC34090; R.quests for Qualifications; Requeste for Proposals
SucCll88ful AU+5 CCP 337; * regnrdlng goods and ....!Vlces * OC 25105-1, GC 34090
UnsuccIIIIsful CU +2
R.qulsltlolUl
Purchasn Ord..rs AU +4 GC34090; Original documents
CCP 337
Stores CU+2 GC34090 Compkrted fonns for ord..rlno
V.ndor Register P GC34090 Alphn vendor listing of purch...... ord..rs, Invol~,
nccount numb..... and ch..ck dat..
REPORTS
Audits P GC 34090
Deferred Compensation T+5 GC34090; 26 Records of ..mploye. contributions and city peym.nts
CFR 16001- "29 CFR 1627.3(2)
1"
F..d.ral and Stat.. Tax AU+4 GC34090: Fonns1096, 1099, W-4'ssnd W-2's
29USC 436 *26 CFR 31.6001.1-4: IRS REG 31.6001-1(e)(2):R&T
" 19530:29 CFR 516.5-516.6
Financial, Annual AU+7 GC 34090.7
Investment P GC34090; Summary of transsctlons, Inventory & earnings report
Trsnsactlons CCP 337:
GC 53607
Lsbor Distribution AU+2 GC34090 Costs bY emplo- & oroGram
M..ter ReadinG CU+2 GC34090
Stste Controller P GC34Q90 Controller may dlllltroy nfter 5~....rs
Utllltv R..bat..s CU+2 GC34090
TREASURER
Bank Stat..m..nts AU+2 FC 3368, Financing authority
30210; GC
43900 ..t
88a.
C-30
4-?Ob ~:7
FINANCE CONTINUED
Record Serle" Retnntlon Cltntlon Descriptor
Bond..
ACcount CL + 10 GC3",090; Monthly lIIetement of lran_cllon...
St..temenlS CCP 337.5
Admlnl..tratlon CL + 10 OC34090ô Supporting document..
CCP 337.5
Bond.. and CL+ 2 GC34090; Paid/canceled
Cou on.. 53921
C-31
LkÞ Jb l., ?
PUBLIC SAFETY
Record Serlns Retention Citation Descriptor
EMERGENCY
MANAGEMENT
Mutual Aid, Strategic 8+2 GC34090
Plan.
FIRE SAFETY
ADMINISTRATION
Books, Fire Cods 8+3 GC34090.7 Include OPS manuals
CCP 340.5
General Orders, S +2
Policies/Procedures
Inspections, Firs CL+3 UFC 103.34 Alann/sprlnkler system., prevention """rts
Prevention
Invs.tlgatlons, P pC 799 Support prOSBCutlon resulting In homicide
Evidence Arson
Invsstlgatlons, CL+6 pC aOO Great bodily hnnn, Inhabited structure or property
Evidence Arson
Journnl. Fire Station CU+2 GC34090 Actlvltl... IMIrsonnel enolne comonnv
Penn Its, Uniform Fire CL + 2 GC34090
Code
PERSONNEL
Exposure T+3O 29 CFR Sampling reeults, collection methodology, background
1910.1020
Exposure T+1 29 CFR Laboratory reports and workshllSts
1910.1020
Medical T + 30 29 CFR
1910.1020
Medlcn! T+2 29 CFR Employ"". 'ess than one yur
11110.1020; , "OC3401l0
Tralnlnn T+2 GC34090 Certlftcatlonaldeslgnatlons
PROPERTY
ApperatualVehlcle CU+2 GC34090 Repair and Malnœnsnce
CCP 340.5 ' '8 CAL Code ReA. 3203 (bl (1)
Invsntory, Equipment & CU +2 GC34090
8uDDlle.
Logs, Fire CU+2 GC34090
Equlpment/Gesr
REPORTS
Inclde nt CL + 3 GC34090 Dlspntch end dally log.
CCP338 ' 'CCP 340.5
Field Non-ftre and LOlls CU+2 GC34090
Fire, No.....rson .nd CU+2 GC340IIO
LOAS
C·32
41~",}
PUBLIC SAFETY (CONTINUED)
Record Series Retenllon Cllellon Descriptor
Investlgllllons, CL+ 3 PC 801: UFC Structu....
Evidence Arson 104.32
Weed Abatemenl CL+2 GC34D9D ReÞOrts, a.....ssments. ruolutlons, documnnlllllon
HAZARDOUS
MATERIALS
Hazardous Waste CU + 10 CAL OSHA; Documentetlon .... handling and dlspolllll of hazardous
Disposal 4D CFR wasle
122.21
Permits, Hazardous CU+2 GC34D90 Dep,artments consistently recommend permanent
Mnterlals Storage ....Ienllon of environmentally senslllve materials.
Programs, Household S+2 GC34090
Hazerdous Waste
Training Meterlnls S +2 Cal Code" Stendards end Admlnlslrllllon
"Rea. 32041d\. et sea.
Underground Storage
Tank P GC34D90a Documenta ...., etorage
Compliance CU+2 GC34D90 Locallon. Installation, removal, remedlntlon
Malntanance ..
Ooerllllon.
LAW ENFORCEMENT
ADMINISTRATION
Accounllng/Cash CU+2 GC34090
Reconciliation
Alarm Records CU+2 GC34D90
Claim Flies CL+ 6 PC 832.5 Claim copy. correspondence. photographs, supporting
documenta reletlve 10 Incidents Involving the Police
Departmenl flied bv citizens
Department Manual S Chnngell to manual are recorded In Ihe General Orders
Ilpermanentl
Equlpmenl T+2 GC34090 Retained until tarmlnatlon of equipment uae; Manuals,
Communlcntlon Inslrucllona. nrocedures
Invenlory S+2 GC34D90 Llsllng of equlpmenl assigned 10 division. 10 whom It Is
a....laned
Reports CU+2 GC34090 Weekly/monlhly/quarterly/
Activity annual nctlvlty/slatlsllcal reports by division. Retain
only one form for relenllon nertod
Chemical Emissions CU+2 GC34090
Survey CU+2 GC34D90 Surveys, responses, correspondence with other
Response egencl.. requullng statistical data
Flies
INVESTIGATIONS
Admlnlslrallvellnternal CL+ 5 PC 832.5 Initiated by citizens complaints or Internally Initialed;
EVC 1045 Includes complaint, reports, findings
GC 12946
PC 801.5;
803(c)
VC 2547
C-33
t.t~ ot> lP7
PUBLIC SAFETY (CONTINUED}
R..cord S..rl..s Retention Citation Descriptor
""....t Forfeltu... CL+2 GC34090
Investlgetlon81
Proce..dlngs
Cn.... FII..
Notifications CU+2 GC340ØO To leg..1 prop..rly own..r prior to en.... filing thnt prop..rty
la subj..ct to ""....t forfeiture procaadlnga. If case Is
fll..d, notlflc..tlon b..comas part of forfeltu... ens.. file.
C..e Books, CL + 2 GC34090 Rataln..d by division until. ca.... Is suspend..d/closed;
In""stlg.tlve transfer to R..cords Division to be flied with a.soclat..d
D.11v Report fDR) fII..
C.....FII... p PC 799
Homlcld..
Inv..tlgator'.
File
N..rcotlcs (No CL+2 GC34090 Rat..ln..d by dlvl.lon until no long.r u....ful for
.rr.st. N.rcotlc. C.se.) Investloatlv. DurDOS"S
OffIcer Involved CL+25 GC34090
Shootlna.
Court CU + 1 GC34090.7 Printouts of dally court schadullng
Dally
Sch..dul..
Slan·ln Loa. CU+2 GC34090 LOas officer.' n..m... tlma In/out for court ..ooe.....nc...
Tr..cklng CU+2 GC340ØO D..t..b..se ...cord. .Ubpo..n.. numb..r. offIcar n..m... ca...
Syst..m R..cords numbar, dafand..nt name, dl.trlct attorney nam., court
Infonnntlon dlaøo.ltlon
Evidence, DI.po.ltlon Attach to duplicate Property Report, fll. w/DR In
Forms Record. Division
Flng.rprlnt T+2 GC340ØO P.perwork authorizing flngerprlntlng .nd b..ckground
Appllcanta FII.. checks for city .mployment.ppllennts nnd bu.ln...
IIc.n.e .pnllc.nts
Ink..d/Palm AC + 20 P..rson. bookad Into dntentlon facility; (Cople.
C.rd. distributed to county. st..te faderal aaencle.)
Records Approp. PC 1) Rst.ln for ..ppllc..ble case stetut.. of IImlt..tlon; 2) Or
Latenta Secllon until evidence In cass 's dsstroyed; Hsrd copy and
dlolllzed
Suspect. CL L.w AdultalJuvenlle. .u.pect.d of . crl...., tak..n for
Adult/Juv..nll. Enforcement comparison. Dsstroy after orlgln..1 purpose achieved
Managem..nt
Guld.. by
POST
Gun.. D....I..r. Record CU+6 PC 12070 APPllc~~ta. Monthly Gun Audits, Application. Denied,
of Sale Stolen DOJ File)
Infonn.nt FII.. T + 10 Legal notlflc.tlons, Identlflcatlon Infonn.tlon, payment
Informellon actlvltle. Information
C-34
~~/.,?
PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation DMcrlptor
Record Series Retention Citation DMcrlntor
Jnll CU+6 GC34090 Dally report of staffing, booklngsJreleaSN, transfers,
Dallv Loas tran..artatlon
Inmate Record Dependent on facility's cles.meatlon; S88 Laws and
GUideline. tar Local Detention Facilities by Board of
Corrections (State of Cellfomla)
Inspection Flies CL+ 6 InspectIons by "arlnue aoencl.s
Survey. CL + 2 GC34090 Prepared quarterly, forwarded to State Board of
CorrectIons
Licenses CU+2 GC34090
Blcvcle
Blnoo, Mace CU+2 GC34090
Bu.lne.. T+1 GC34090
Llcanse RevIew Board
Administrative Flies
Duplicate (PInk), CU+2 GC34090 Original to llcensea, Blue duplicate to DOJ: Pink
duplleate retaIned by agency: renewals Issued annually
Secondhand by local agency
Dealer,
Pewn Brokers
Logs S
Auto Theft
Case CU + 1
Asslonment
Dally CU +2 GC34090
Activity
Officer CU+2 GC34090 Dally actIvIty of IncIdents not reported by u.... of official
report
Report CU+2 GC34090 Report numbers, type, names, dates ratalned for
SummarY reaearch value
Investigative CL + 10 GC34090 Retal ned by division until ceses are .u....nded and
'Pre-Arrest) closed
Juvenile CU +2 GC34090 Logs document Juvenile processing per CYA
DetentIon
Property CU +2 GC34090 Logs Item. coming Into and goIng out or property room
Control
Rap Sheet CL +2 GC34090 RequHts for criminal hlstorv
Subpoena CU +2 GC34090 Subooenes received/served dallv
Pawn SIIps/Tlckets CU+3 B & P 21628
Photographs Crime Scene, Registrant/Applicant, Photo file, Accident.
Retsln according to practical and functional
aS80clatlon.
Dally Report T GC34090 Assigned OR number, retained SS tann of evidence,
(Nagatlvee) destroyed at same time evidence tar as.oclated ease Is
destroYed
Inmates CU + 20 By Prl....ner number
(Negatives)
C-35
!5Dl1b v?,
PUBLIC SAFETY (CONTINUED)
Record Serle" Retention Clhltlon Descriptor
Registration Flies, Lifo of Fingerprint Card, photo, Information also forward.d to
Arson, Sex and registrant DOJ
Narcotlce within Juri..
diction
AlTfIstIConvlctlon H&S 2 (Man- H&S Applicable to convictions occurring aftar January 1,
S""tlon 11357 (b), (c), datory 11361.5 1996 or arrests not followed by a conviction occurring
(d), (e) or H&S S""tlon dnstruc· after Janusry 1, 1996: ExC8ptlon: H&S 11357(e), the
11360 (b) vlolatlona tlon from record shall be retained until a Juvenile offender attains;
(Occurring after data of the age of 18 years, then deatroyed pursuant to 11361.5
Jnnuary 1,1996) convlc·tlon
or date of
arl'fl8t with
no n~onVIC"
tlon
Arrest/Conviction M .n·datory H&S 11361.5 Applicable to convictions occurring prior to January 1,
H&S Section 11357(b), Deatruo- (c) 1986 or arrests not followed by a conviction occurring
(c), (d), (e) or H&S tlon prior to January 1, 1886 for violations of H&8 Code
Section 11360 (b) (Upon 11357,11364,11385 and 11550 .
vlolatlona (Occurring notice from
before January 1, 1886) Depart·
mentof
Justice!
Crime See pC aoo Pro....cutlon for an offens. punishable by Imprisonment
Felony Crimes descriptor PC 801 In state prison for eight years or more must commence
With within 6 Y".rs after offen... commission.
Or Without Commencement of prosecution deflned In PC 804.
Arresta E>:ceptlon: See PC 803 . TolllnglE>:tanslon of time
periods; Appeels procan and "Three Strikes" elso
conslderntlone In anlgnlng retention.
Mledemeanort CL+ 2 GC34080 No arreats, Identifiable property or missing persons
Infractions 'See: Nota 11
Supplemental P pC 799 No statutory IImttatlon for prosecution. Includes
Felony Capital Crimes, Mllrder, kidnapping for r.ns;om, t.......on, procuring
Crimes Punishable by e""cLltlon by perjury, train wrecking, a...alllt with n
Death, Lifo deadly weapon by a IIfn-term prisoner, bombing
Imprisonment resulting In death or bodily Injury, making defective war
matarlals that cau.. death
Destruction P
Guns
Nnrcotlcs P
Disposition of Retention determined by action hlken; I.e., recordable
Arrest/Court Action n....t nr detantlon lre.....d no .rrestl
Fnl.... Alarm IDuollcate! CU+2 GC34080
Non-Criminal CU +2 GC34090 InJllred or sick persons; missing persons where person
Occurrence. has been returned; trefflc collision reports not u..d ss
the basis for criminal charaes
C-36
t?1~¡'7
PUBLIC SAFETY ICONTINUED)
Record Series Retention Citation DHcrlptor
Property Orlglnel Until case Copy retained In records case file; Reter to Managing
Is adludl. Property In Law Enforcem.nt Ag.ncles (By POST)
catedl
dl8poel-lIon
det.....
mined
Reng. Inventory S +2 GC34090 Quarterly reports of Inventorl.... of _apons and
ammunition h.ld by [)elll!lrtment Ranga
Reports CU +2 GC340BO Arrest & Citation Reglst.r: Arson Offens.s: Crimes
Against Senior Citizens: Death In Cu..tody: Domestic
Vlol.nce: FBI Include Return A/Supp:
Hate Crime Incld.nts: Homicide Reports, Supp.:
OffIcers Killed or Assaulted: Original to FBI· DOJ:
Unlfonn Crime Raporte
Statistical (Crlmn CU+2 GC34090 Intarnslly generated Information using activity logs.
Analysis) clazen calls, current and past crlm. statistic reports,
flnanc. dapt eKp.ndlture and budget records; citations,
crlm. reports, accident raports. penn Its, receipts.
Reports cr.ated for vnrlety of purpos.s Including
Increa..../decr.asea In criminal .ctlvlty; offlc.r
workload denlovm.nt. time ueane
Statistical (UCR), CU +2 GC34090 Originals ..nt to FBI, DOJ
Uniform Crlma Raporte
Mandatory to OOJ
(LEIC): FBI Include
R.turn A/Supplement:
Supplementary
Homlcld. Report; Law
Enforcem.nt OffIcers
Killed or ASHulted:
Monthly Return of
Arson Offenses Know
to Law Enforcement:
Number of Violent
Crimes Committed
Against Senior Citizens:
Monthly Report of
Domestic violence
Related Calls for
As..lstnnce: Monthly
Ar..at and Citation
Register: Monthly Hate
Crimes Incld.nts: D.ath
In CUstody Reportlna.
R.search Project FII.s CL+ 2 GC34090 May Include r.qu.st forms. background materlnls. staff
reDOrts final DrÕi~ct rnnnrts and sunDOrtlna data
C-37
6ûb¿,-.p
PUBLIC SAFETY (CONTINUED}
Record Series Retention Citation Descrh>tor
Sealed Mandn-tory PC 85U General provl.lon: Upon piltltlon, records of a"ency
Adult Found De.truo- mu.t be .....Ind and d....troy.d In accordence with the
Factually Innocent tlon Upon provl.lons set by court record; .xceptlons.
and Pu",u·
ant to Court
Order
Juvenll. Manda -tory WIC 826 (a) Upon patlUon, local laws enforcement records within
Destruo- & (b) WIC 826(b) mey be d.stroyed as ord.red by the court, If
tlon upon WIC 181 (a) related probation and JUlHlnlle court record. h""e been
and pursu· destroyed by the probation officer. Records InvolvIng
ant to court arrests, detention and/or pntltlonln" Juvenile before
order Iluvenlle court
Subooenas (DUDllcateT CU+2 GC34090
Tapaa CU +1aO GC34090.6 Exception: RecordIngs uaad as avldence In a criminal
Audio, days prosecution or claim flied or litigation or potantlal
Tel.phone and Radio claims and litigation shall be preserved for 100 days
Communications after conclusion of the court action
SurvalllancalSe CU+13 GC34090.6
curltv Video (Jain mas.
Use of Force CU+2 GC34090 Includes revtew form., arrest report cop"'., logs
Supnrvlsory R.vlaw
Flies
WalTllnt. Recnll after Racommendad by the Cellfornla Law Enforcement
Falony 10 years. Warrant OffIce"s Association
Excap-tlon:
Murd.r!
Eacaoe
Misdemeanor Recall after Recommanded by the Callfornln Law Enforcament
Criminal 5 years Warrant OffIce"s Association
Served CU Includes Warmnt Service Infonnntlon Card, alpha Index
card
Unserved Until
(Local) served,
recnllad or
purged
PATROL
Cards CU+2 GC34D90
Dlsoetch
Field Interview CL+2 GC34090
Citation. CL+2 11361.5 H&S
11351(e),
Juvenile
11357b H&S, CL +2 11361.5 *CA Admin Code, Chapter 1, Title II, Sec. 108
11357c H&S, 11360b H&S*
H&S Violations
C Ita and CL+ 2 GC34090
Relea....
C-38
?'?øþ&"?
PUBLIC SAFETY (CONTINUED)
Record Series R..tentlon Citation D..scrlptor
California CU + 90 GC34090 Original la forwarded to court.
Vahlcla Code dnya
Infrel'llons IDunllcaleto1
ParklnglTrafflc, CU +2 GC34090.7 Orlgll18ls are forward..d to court after ageney
Dupllcatea proc..sslng; Includ..s eltetlona electronlcelly cr..ated
Trensmlttals CU + 2 GC34090 Listing ot citations forwarded to oourt, fll..d for
referenc..
Equipment CU+2 GC34090 Documents probl..ms, maltunl'llona, resolution to
Radio Logs provide equipment perform an"" history
'Communication!
G..n..ral Orders P
Patrol Requests CU+2 GC34090 From cltlzans for patrol pr......nca
..) (Correspondenc
Radar Callbretlon T+2 GC34090 Documentation of R"dar Instruments retalnad during
Reoords u",",ownershlD
Reports CL +2 GC34090 Non-Jury
Accident
Traffic Colllalon P
Fatnlltla.
Vahlcl.. S Record of a.slgnments
As.lgnment
Reports
Down Reports CU + 1 Printouts reporting which vehicles are down for repair,
malntenan"" atc.
R..po........lon/P CU+2 GC34090
rlvat.. Imoounds
Snrvlca S GC34090
Schedules
V..sta, Bull..tproof CU+2 GC34090 Authorization to purchn...
Letters
W..rr..nt. Rec,,1I lIfter Recommend..d by th.. California Law Enforcem..nt
Parklno 1 v....r W..rr..nt OffIcer'" Association
Traffic Rec..1I atter R..commended by the California Law Enforcement
5 years Warrant OffIcer's Association
W.apon", Oataba... p Departm..ntnlly-owned weapons, personal weapons,
..Itarnate weapons, ...oond..ry handgun,,; produe..s
Inventory r..ports
SERVICES
Chemicals/ Film S
Inventorl..s
Equipment T
Inventory/Slgn-
out C"rd... Photo
Lab
Operations FII..s T R..taln until equipment no longer ownedJu...d by
- Photo Lab d..p..rtment; Manuals, Instructtons, procedures for
u..../oD.ratlons of nhotonrenhlc eoulDment
C-39
SY.~«I7
PUBLIC SAFETY (CONTINUED)
Record Series Rntentlon Citation De.crlptOr
Orlevance FII... CL+2 GC34090 Grlev.nce fll.d by .mployeea, supporting
docum.ntatlon
Inveallg.tlons. CL+2 OC34090 Non hired
Background
Bnckground P Include original repOrts re: PC a32.5 Investigations
Hlrnd
P.radas & Sp.clal CL +2 GC34090 Report., memos, correspondenc., scripts, supplier
Ev.nta File Infonoatlon, assignments, d.ployments, .upportlng
documentstlon
Penolta L+2 GC34090 Approval process
Alcoholic
Beverage Control
Licen....
Concealed CL + 2 OC34090
Waanons
Photogreph. 8+2 GC34090
Personnel
Ne"ntlve Log CU+2 GC34090
Negatlv..., MIsc:. CU+2 GC34090 Not ca....-relatad (Public relations, promotion., eventa,
c.remonles, staff photosl
Press R.leas.s CU +2 GC34090
Pre... Video Programs CU +2 OC34090 Collection of vldeoe of programs nnd events; outside
(Community Relmlons) pre.. coverage of dapnrtmant
Property File.. CU +2 GC34090 Original reports nnd .upplem.ntal documantatlon (Lost,
Found,8n~kaeolnol
Property, Pnwn CU+2 GC34090 8.1..., ..lips. Dealer required to file duplicate with
BrokarlSacondhand a"ency
Reports CU+6 OC34090.7 Orlglnnl m.lntalned by DOJ. Dealer required to file
Dealar of Gun moos. dupllc.te with agancy
8ale. Dunllc.te
Restraining Ord''''s, CU Dealroy after law enforcemant action. described In PC
Emergency Protective (See 273,5,273.6,646.9,12028.5,13700 and Family Code
Orders, TempOrary de.crlptor) Sections 6380-8383 are fulfilled nnd effective data of
R.stralnlng Orders, restraining ord.r has axplred.
Lagal Stlpul.tlons,
Orders After H.arlng
Rostars (Dlvlslon.n S+2 GC34090 Personnel assl"nad to dlvl.lon.
Schedulas CU +2 GC34090 Schedule.. of OffIcers on duty
Dallv
Watch CU +2 OC34090
Asslgnmenll
Tlm.keeplng
Racords
Speaker Reque.ts CU+2 GC34090 Community and bu.lness requasts for public
aD_rances so..kere
T e..ts. Densltomet.r T+2 GC34090 D.lly te.ts of dev.lopment ch.mlc.I./proces....s for
Rasults IPhoto Labl ou.lltv control.
C-40
5StSbltp.
PUBLIC SAFETY (CONTINUED)
R9CØrd $9r19S Retentløn Citation DescriptOr
Tl'llllnlng P
Bull9tlns
Event FII9S CU+2 GC34090 Cørrespøndence, brøchul'llls, prømøtlønal materials, Inte>
on SDUkers, gWlsls, aunøørtlna doculIMmhl
Lea...n Plana, CL + 15 $cøpe, cøntent, time period of courses
Ranae
P9rsønnel (by T+7 GC34090 Paperwork døcumentlng <>ffIcers' Internal snd 9xlernal
nnme) trnlnlna
Schedules, CU +2 GC34090 Dally, weekly, monthly ectKIdul9s øf training events at
Range ran...
Vølun_r Card Flies T+2 GC34090 Vølun_rs' Identification, conlect Infønnatløn
Nøte1: Th9 destructløn øf felony, misdemeanor snd Infractløn Crime/Supplemental Rapørts Is
permitted providing:
1. They dø nøt relate to an unad udlcat9d arraat excapt før H&S 11357 or H&S 11360
violation..:
2. Thay dø nC>t ralate tø unserved warrant..:
3. They dø nøt Invølve Identlflable Items which have nøt b....n racøverad:
4. They do not relate to PC 290, PC 457.1, ør H&S 11590 reglstranhl:
5. Thory dø nøt relate to violation.. listed In PC $ectløna 790 and 800:
6. The ca.s are not pre..ently Invølvnd In eIther a civil or crlmlnallltlgntløn.
C-41
Gl.P ~ ~.~
PUBLIC WORKS
Record Series Retention Citation Dascrlptor
PARKS
Agendas, Board CU+2 GC34090
Grante (rofur to Admin.)
Inventory. Equipment AU+2 GC34090 Warrantl..... purchaae orders
Landscape CU+2 GC34090 Drawlnga, contrscts, complaInts. speclflcatlona,
photos, reports
Malntenancel C+2 GC34090 Includea work orders, Inspection, repairs. cleaning,
Operatlona reports. complalnta
Maps P GC34090 Irrigation, plot plans .
Mlnutea, Board P GC34090
Photographs S +2 GC34090
Plans, Proposed CU+2 GC34090 Future plans. new sltea, expanslona
Policies and S +2 GC34090 Includes rule" and regulation"
Procedurea
Railroad Right-of-way CL + 3 38 CFR Land acquisition... corre"pondence, Improvements,
84.11 statutory recorda
Reports
Accident CL+2 GC34090 Patrona. employ_
Others CL+2 GC34090
Studle" CL+ 2 GC34090 Future alte". expanalona
Resolutions. Board P GC34090
Schedul...., CI..... & CU +2 GC34090 Enrollment. liability r.leaaea, evaluations. allendDnce,
Evente flyer"
SANITATIONI SOLID
WASTEI
WASTEWATER
CollectlonslL.endflll CU+2 GC34090 DailY recorda u....oe
Facilities CU+2 GC34090 Cor.....DOnd.nce maDa. Datron list
Hlatory, Sanitation P GC34090 Where Clty-owned
Incineration Plant", CU+2 40 CFR Sludg., sampling. charging rate to mansura mercury
SludAe 81.M content
Incinerator Operatlona, CU+2 40 CFR Gas fI_ through _ scrubbing, oxygen content of
Treabnent Plant 60.153 exhaust gaa, sludge rate, temperature". fuel flow. total
solids and volatile solids
Mnlntennnce and CU+2 GC34090 Includes work ordens. Inspection, repairs, cleaning,
OO8...tlon" reDOrts comolalnta
MaD" SeDtlc Tank P GC34090 Location maDa
Ratea CU+2 GC34090
Recycllna Prooram" S+2 GC34090
Reoulatlons S+2 GC34090 Includea legislation
Reports
Stud Ie" CL+2 GC34090
Tonnaoe CU+2 GC34090
C-42
?1~ I¡.:>
PUBLIC WORKS (CONTINUES)
Record Serl" Retention Citation Descriptor
STREETS/ALLEYS
Abandonm.nt! P GC34090
Vacations
Closurns P GC3A090
Easements, P GC34090
D.dlcntlons, Rlghts-of-
Way
field Books P GC3A090
Grnnts (soe Adm/n.)
Intersection R.cords CU+2 GC34090 Includes correspond.nce. volum. counts, accld.nt
history
IlWentory, Traffic S +2 GC3A090 Signs, lights
Control Device .
Landscsplng CU+2 GC3A090 Plants, tree mslntenance, work ord....
Lighting CU+2 GC34090 Mslntensnce, work ord.rs
Mslntenance/ CU+2 GC34090 Includ.s work orders, Inspactlon, repairs, cl.anlng,
Operations r.ports, complaints, signals, sbiplng
Msps P GC34090 fire hydrsnts, lighting districts, wheal chair ramps,
stonn drains, streets, sidewalks, sew....
Mast.r Plsns CU+2 GC3A090 Cople"
P.rklng
Lots CU+2 GC3A090
R.gulatlons S +2 GC3A090
Reports/Studies CL+ 2 GC34090
Penn Its
Encroachment P GC34090
Improvement CL +2 GC34090 May Includ. curb", eldew.lks: Applications tor
excavation, fill, alterations
Overslz. CL +2 GC34090
Lond
Parking CL+2 GC34090 Resldantlsl
Paving CL+2 GC3A090
Usa CU+2 GC34090 Includes Speclsl Evsnts
(Temporary)
Photogrnphs 5+2 GC34090 Includes aerlsls
Plans, Capital P GC34090 Streets, curbs, gutters, sidewalks, stonn drslns
Improvement, Projects
Policies and S +2 GC34090 Include" rulea, regulstlons, standards
Procedures
Naming and P GC3A090
numbnrlng
C-43
5ßq, (¡~
PUBLIC WORKS (CONTINUES)
R.cord Series R.tentlon Citation Descriptor
Speed Limits S + 2 GC34090
Programs
Federal Aid CL+ 23 CFR 633
Urban (a> & (c)
Traffic Safety S +2 OC34090 Drive... Education, P.d.strlan Safety, Bicycle Lanes
R.ports
Bridges & L OC34090 Life of structura
OverpasS8s
Inspection CU+2 GC34090 Includes Inte....ctlon, slde\V8lks. Bridges and
OVerpassell keep life of struetum
Studies CL +2 OC34090 Traffic volum., eccldent history, mquests, statistics,
drawings supporting traMc devices
Traffic Count CL+ 2 OC34090 Eveluetlon of trafllc volume
V.hlcle CL+ 2 OC34090
Accident
Routes, School Bus & S+2 GC34090 Truck route1S, access ramps, rest a....s
Truck
$Ignega L+2 GC34090 Log books, Index register cards, Inv.ntory lists,
records of traffic signa
Trafllc Signals L Logs, drawings. wiring dlagrama, codes, circuit
numbera, Inltnlletlon recorda, testing and
malntenenc..
Weigh Scales S +2 GC34090
UTILITIES
Facllltlea T+2 GC34090 If city owned
Gas & Electric Ratea S+2 GC34090
Underground P GC34090 OC4003, GC4004: H&S 19850
WATER
Bllllng/Custom.r CU+2 GC34090 Billings. correspond.nce, complaints
Records
Connection R.cords P GC34090 Maps, weter line connections
Flood Control
Dralnag. P GC34090 Includes dnms, lak.a, basins, creeks
Facllltl.s
Flood Zon.s P GC340BO Includes "ood m.ps
Inaurance S +2 GC340BO Includes copl.s of policies, rules, programs
Programs
C-44
- -I 'r, - ;- ~ -. ~ . -' ,'- -.. ~ -. ¿ . _
!i4af;)I?
PUBLIC WORKS (CONTINUES)
Record Series Retention Citation Descrlotor
Pollcle51 S +2 GC34090 Rules and Regulations
Procedures
Reportsl CL +2 GC34090
Studies
Grants (s8e Admin.)
Inventory, Equipment CU +2 GC34090
Locntlons P GC34090 Mains, valves, hydrants, wells
Maintenance and CU+2 GC34090 Includes work orders, Inspection, repairs, cleaning,
Operations reports, complnlnts
Service CU+2 GC34090 Includns work orders, entry cards, manholes, service
to property owners
Well & Pumping CU +2 GC34D90 Times operational, power used nnd quantity
Maps P GC34D90 Line location; eesements
Master Plans CU +2 GC34D90 Copies
Meter Operations CU+2 GC34D90 Readnr reports, orders, tssts Maintenance Reports
Pe""lts
National P 40 CFR Municipalities of 100,000Imore, compliance with Clean
Pollutant 122.28 Water Act re: pollutants
Discharge
Elimination
System
NPDES)
Others CU +2 GC34D90 Mny depend On ts""s of stata or fadaral agnncy
Policies and S+2 GC34D90 Includes rules and regulations
Procedures
Rntes S +2 GC34D90
Reclamation CU+5 40 CFR Dally operations Including sawage flow, grit removal,
122.41 chlorine usage, lab analysis results, etc.
Reports
Conservstlon CU+2 GC34090
Consumption CU+2 GC34D90
Corroalon CU + 12 40 CFR Compliance documentntlon
Control 141.91
Discharge CU+5 4D CFR Average amount of pollution discharged Into waters of
Monitoring 122.41 municipality.
Drinking CU + 10 4D CFR
Water 141.33
Corrections
Hydrograph P GC34D90 Dally flow of streams
Lead CU + 12 40 CFR Compllence documentation
Service Llna 141.91
C-45
· .' c. 'f' _ " - - - . '- .
- -- -
GOq,I6:7
PUBLIC WORKS (CONTINUES)
Record Sflrle.. _ntlon Citation De"crll>lor
Public CU + 12 40 CFR Compliance documentation
Educntlon 141.91
Quality CU + 12 40 CFR Compllan"" documentation
Parameters 141.91
Sanitary CU + 10 40 CFR Statlath:s, ..ports, co...... ..pond"""
Surveys 141.33
Source CU + 12 40 CFR Compllnnce documentation, e.g. lend & copper
Water 141.91
Stnta CU + 12 40 CFR Compliance documentatlQn
CertlflcatlQn 141.91
Variances, CU + 5 40 CFR
Water Sy..tem 141.33
Well Level CU+2 GC34090
Sour"".. CU+2 GC34090 May Include wells, rive"" lake", districts
Surveyor Field Notes P GC34090 Notes p..paratQry tQ maps of water InstallatlQn..
Survey.., Water System CU + 10 40 CFR Statl..tlcs. reports, correspondence
Sanitary 141.33
Test..
BaClllrlQloglcal CU+s 40 CFR Compliance records Incluckl IQcatlon. date, method
Analy"l.. 141.33 and ....ults; co......ctlons. analysis of bacterial CQntent
Chemical CU+10 40 CFR CQmpllan"" records Include IQcntlon, datn, method
Analy"l.. 141.33 used and ..suit..; corrections. analysis of chemical
content
Quality CU + 12 40 CFR CQmpllnncn documenta!lQn Including ..ampllng data,
141.91 analysl.., reports, ..urveys. doc:umnnts, evaluation.
$chedul_J valves, etc.
Valve Main RecQrd" P GC3409D
VIQlatlons, Drinking CU +3 40 CFR Retention applle.. to each vlolntlQn
Water 141.33
C-46
__ I ,'f_ - 0- I . -- >- - -- _. - ':-
LPICbG??
TRANSPORTATION
Record Series Retention Cltetlon Deacrløtor
ADMINISTRATION
Agreements T+4 CCP 337 Including concasslonal.., slip rantel, facility storage
Applications T+2 OC34090 Payment Invoices, Invnntory listings, billing correspondence
Aircraft Storage and other related documents
Pllrklng
Slip Rentals
Specie I Events CU +2 OC34090 Permits, CQr..sPQndence, related documents .. use <>f
rights of way
Fueling AU+3 CCP 337 Meter readings, fuel consumption "PQrta, InvQlces, receipts
IInd ..cords pertaIning tQ refueling QperlltlQns
HazardQus Wnsta CU + 10 CAL DocumentstlQn ..: the handling and dispoSal of hazardous
Dh'PQsal OSHA: waste
40 CFR
122.21
Invnntory, Equlpmant L+2 Includas vehicles, aircraft, v_els and related dQcumants're
Parts & Suppllas rapnlrs
Inventory, Yahlcle L+2 Owners manual, warranty documents, Department of MQtQr
Ownarshlp and Title Yahlcle title IInd registration, and ..Intad documants
LIcenses, Parmlts CU+2 FQrma, relatad dQcumantatlQn reo licenses IInd permlta
requlrad by fedaral IInd state agencies
MalntananceJ L+2 GC34090 Rnlllted to requests for servlca and work orders for fuel,
Ope...tlons vahlcla and aqulpmant mlllntenllnce and repalns
Raport, Accident CU+2 GC34090 MemQs IInd working dQcuments
(CQPIes)
Yehlcle Assignment CU+2 GC34090 LQg bQQks, l1Iquest forms, lists
AIRPORT
Airport CertlflcallQn P 14 CFR Federlll Avlllllon AdmlnlstrallQn (FAA) l1Iqulred mllnuals
139.207b &
H1.U·
171.213
AlrpQrt Noise CU + 10 Correspondance, studlss, memos, reports, log boQu,
MonltQrlng and documents relllted to aSHssment Qf nQlse lavals at airports
CQmplelnt IInd ..solutlQn Qf cQmplalnts
InspectlQn, RunwllY CU + 10 Malntenancn Including InspecllQn reports, wQrk Qrde... and
..Iated recQrda
InspectlQn, SafaIY Self CU+2 CFR Snfety Inspection IInd ra'atad dQcumentlnclude rnvlaws IInd
139.327 IInalysls Qf all ""peets <>f nlr )Qrt QperlltlQn
Malntenllnce, FAA P 14 CFR FQrms nnd rnports requlrad by FAA Including FQrms FAA,.
171.13· 198, .418, -8030-1, -6790-4
171.213
C-47
_ 1_ ....: í- ~ t:., "'\ L _ I . _ E- ~ _ ~ . - '-- -
lPt.ðbIP/>
TRANSPORTATION (CONTINUED'
Record Series Retention Citation Descriptor
Reports
Accident and CL+8 Accidents, InJuries, property damages, general conditions ra
Incident pilot and aircraft
(Aircraft)
Airport P AnnUIII and special reports to federal and state ragulatory
Operational agencies.
(Regulatory)
Airport CU +2 LO 8. statladcal summarlea; edmlnlalratl"" records
Operatlonnl
(Administrative)
NOTAM (Notlee CU+3 Reports re: c'mdltlons nffectlng airport
to Alnnen) maintenance/operations
GROUND
TRANSPORTATION
Aulo for Hire T+4 GC34090 Lleen...., permits for Taxlcnba, shuttl"", etc
HARBOR
Registers, Transient AU+3 Reservation appllcallons, receipts, and Index registers
Ves..1 ReMrvallon relating to boats In transit, temporarily moored
Slip Rental Index CU+5 Annual end periodic reports of slip renters
Slip Rental Pennlts CL+2 Applications, slatement or rental condlllons, vessel
Inspection check sheets, copy of DMV registration, boat
owner Infonnallon, and other documents re: dock slip
spaces
Slip Rentsl Wnltlng List CU+2
C48
1ð3~ (p-;>.
§ 34090
Note 4
Trial court's r~tù.!ìfL to imp(J!>(~ ~anctîon for police de~
partment's faHure to preser\>'f:! evidence C'unaiating of Pt:!'l""
sonll@] l'el~oI'ds of -interrogators whQ allegedly cl)erced
confession was not abuse of dii:>cretion or viQlation of due
process; although rp.em"ds wer~ de$troyed two I'rllmtha
after oral argmnent in appeaJ concernÎng motion for dIs-
covery, they were ImpL three years beyond two~Yf!Hr statu-
tory pet"iod f()'j" p;¡'eservation, and court ~ou d conclude that
depa.rtment did not 'realize pn~~ibility of need for records
af~er court in prior ttial denÜ~d diac;overy motion. People
\" Memro (1995) 47 C¡J_Rpt,r.2d 2H). 11 Cal.4th 7R6. 12
CalAth 783D¡ gOf) P.2d 1305, modified on denial uf rehear-
Ing, ce,rtiorari denied 117 S.Ct. 106, 1\19. U,S. 834, 136
L.Ed.2d 60. Cotl8t:itutîonal LãW þ 268(5); Criminal Law
<Þ 700(Ø)
GOVERNMENT COD~
C~.4th 7S;JD~ 905 P.2d 1305, modifIed on denial of rehe~.
ing, certiorari donio'¡ U7 S,Ct, 106, 519 U.S. SS4".1118
L.Ed.2d 60. Cl'lminal Law"'" 1153(1)
.err!!d cotutts inqlllry whetha1" IWidence was de!:ltrOyed in
good faith or bad faith ia essentially factual; thérefo~
pl'Qper standard ùf rt."V1ew is substantial 8videnœ. Peop~
v. Mem!'o (1995) 47 C.I.Rptl'.2d 210, 11 Cal.4th 786, 12
Ca1.4th 78,SD, 905 P.2d 1305, modified on denial of rehear-
ing, ei:!rliorari denied 117 S.Ct. 106, G19 U.s. 834, 136
L.Ed.2d 00, C11minal Law ~ 1158(1)
6. Burden of þfoof
Defehr1~nt had burden to show bad faith in pollee
d~p:ict.ment's fai1l~re to prB~¡:wve eviden(~~ I;onsisting of
personnel recor'ds of intel'rogat.O:rs who ~negedly coerced·
confession. People v. Memro (19915) 47 CaI.Rpt.r.2d 219;
11 C.I.4th 7~6, 12 C.1.4th 7R8D, Oo¡; P,2d l~O¡;, modified
on denial of l"'ehearing, certiorari denied 117 S,Ct. 106, 519
U.S. Ra4, 136 L.Ed.2d 60. Cl'hninalLaw'" 700(9)
5. Review
Deferential iiJ;al]dard appllød to review of trial court'a
decîsiofl to con.sid~I' 8econdary evidenœ of rocol'ds sought
by defendant, but de!o>Ü'ùyed by poli~~ (t~partm(mt_ Peo-
¡'¡e v. Memro (995) 47 Cal.Rptr.2d 2lfJ, !1 C.i.4th 7R6, 12
§ 34090.5. Destruction of records; conditions
N ùtwithstanding the provi"ions of Section 34090, the city offioel' having oustody of public record"
document", instrument., books, and papers, mllY, without the apPI'oVIII of the legislative body or the
written consent of the city attorney, cause to be destroyed any or all of the reoords, documents,
instruments, books, and papers, if all of the foiJowing conditions are oomplied with:
(a) Tbe record, paper, or dooument is photographed, microphotographed, reproduced by electronically
tecorded video imageH On magnetic surfaces, re¢orded in ilia electronic data Pl'oCeSSiI1Œ 8yste~, rec():t~ded
on optical disk, reproduced on Jïlm or any other m,¡dium that is a trusted system and that does not permit
additions, deletions, or challges to the original docum,mt, or reproduced orl film, optical disk, or arw other
medium in compliance with · · . Section 12168.7 fOl' recording of permanent records or Mnpermanffilt
records.
(b) The device used to reproduce the record, paper, 01' document on film, optical disk, or any other'
medium is one which acc01'ate1y and legihly repro(luces the original thereof In all details and that does not'
permit additions, deleti<ms, or changes to the original dooument image".
(c) The photog'l'aphs, microphotographs, Or other reproductions On film, optical disk, or any other
medium are made as accessibie for puhlic referenco as the original recoròs Were.
(d) A true copy of archival quality of the film, optical diak, or any othar medium reproductions sh.il be
kopt in a safe and separatIJ place for aecm'ity purposes.
However, no pa¡¡;e of any record, paper, or d(wument shall be destroyed if any p;'ge cannot be
reproduced on fihn -with fuillebribility, E\'~ry unreprododble pag~ shail be permanently preserved in a
manner that will afford easy r~ference.
For thf) purpose" of this section, every reproduction shun be deemed to be an original record and a
tr;lIJscript, ex"mplification, or certified copy of any reprodudion shail be deemed to be a transcript,
exemplification, or certified copy, as the Cas" may be, o£the original.
(Added by Stats.1955, c. 1198, p. 2213, ~ 1. Am"nded by Stat.s.1970, c. 55, p. 71, § 1; Stats.1971, c. 56, p.
75, § 1; Stata.1989, c.57, § 6; Stat.'_1991, c. lO(;1 (S.B.84!J), § 7; Stat.'_1998, c. .677 (A.B.972), § 9;
Stats,2000, c. 559 Œ.B.2067), § 8.)
Library Reference"
Records¡ ~22,
C.J.S, Rocord, § .73 at "'q,
MciKinney'a Cal Dig Records § 45.
§ 34090.6. Destructiun of recorded routine v;deo monitoring, telephone, and radio communications
(a) Notwithstanding the provisions (,f Section 34090, the head of a department of a city or city and
county, aftel' One year, may destroy rf)oordings of routine video monitoring, and after 100 days may
destroy recordings of teléphone and radio communications maintained by the department. This
destruction shail be approved by the legislative body and the written consent of the agency attorney shall
be obtained. In the event that the recordings are evidence in any claim fIled or any pendinK litiKQtion,
they shall be pre$erved until pending litigation is resolved.
Additions or changsliI Indicated by underline; deletions by Attachment 2
250
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