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HomeMy WebLinkAboutReso 121-09 Records Retention ScheduleRESOLUTION NO. 121- 09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS IN ACCORDANCE WITH THE PROVISIONS OF THE RECORDS RETENTION SCHEDULE, AUTHORIZING FUTURE UPDATES TO THE RECORDS RETENTION SCHEDULE WITH THE CONSENT OF THE CITY MANAGER, CITY CLERK AND CITY ATTORNEY WITHOUT FURTHER ACTION OF THE CITY COUNCIL, AND RESCINDING PRIOR RESOLUTION N0.41-OS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Dublin; and WHEREAS, Sections 34090 et seq.of the Government Code of the State of California provide a procedure whereby any City record which has served its purpose and is no longer required to be maintained by statute maybe destroyed; and WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and WHEREAS, the City previously set forth a retention policy via Resolution No. 41-05. NOW, THEREFORE, the City Council of the City of Dublin does hereby RESOLVE as follows: 1. The Records Retention Schedule contained in Exhibit A, attached hereto and incorporated herein by this reference is hereby adopted. 2. The records of the City of Dublin are hereby authorized to be destroyed as permitted by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provisions of the Records Retention Schedule set forth in Exhibit A and upon the request of the Department Head of the Department having control over the record, and with the written consent of the City Clerk and City Attorney, without further action by the City Council of the City of Dublin. 3. Updates to the Records Retention Schedule are hereby authorized to be made with the consent of the City Manager, City Clerk and City Attorney, without further action by the City Council of the City of Dublin. 4. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. 5. Resolution No. 41-OS is hereby rescinded. 6. This resolution shall become effective immediately upon its passage and adoption. Page 1 of 2 PASSED, APPROVED AND ADOPTED this 1st day of September, 2009, by the following vote: AYES: Councilmembers, Biddle, Hart, Hildenbrand, Scholz, and Mayor Sbranti NOES: None ABSENT: None ABSTAIN: None r ~.~~ Mayor ATTEST: ~ -~ t _~~, ` ~~~ City Clerk Reso No. 12]-09, Adopted 9-1-09, Item 4.5 Page 2 of 2 HOW TO USE RETENTION SCHEDULES ®1995-2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute wRhout prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specifed period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The Citywide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the Citywide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, CMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of fife folders • Determine what media should be used to store records For questions, please contact the City Clerk. EXHIBIT A TO ATTgC ~1M rGNT 2 RECORDS RETENTION SCHEDULE LEGEND ®1995 - 2009 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. RetentionlDisposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline} Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P =Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? =Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) -the form of the record: Mag =Computer Magnetic Media (hard drive, disks, tapes, etc.) Mfr =Microforms (aperture cards, microfilm, microfiche, orjackets) Ppr =Paper OD =Optical Disk, CD, DVD or other media which does not allow changes Scan /Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd (guideline, if record is imaged): QC'd=Quality Checked. "Yes" indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported onto Optical Disk - CD-R, WORM or DVD-R), and both the images and indexing Quality Checked ("QC'd"). Legend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UBC: Uniform Building Code USC: United States Code (US) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) R&T: Revenue 8~ Taxation Code (CA) UFC: Uniform Fire Code VC: Vehicle Code (CA) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Atty. Gen.: Attorney General Opinions (CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W&I: Welfare & Institutions Code (CA) L~DRAFT Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. I Image: Destroy ~ (OFR) ; Active Inactive ( Off-site, Total Vital? Medla 1=Import Paper after (in office) OD or Mfr) Retetttlon Options M=Mfr Imaged 8~ S=Scan QC'd? Retentions apply to the department That is NOT the Once of Record (OFR). If you are the O FR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement . Accident, Incident, Injury reports: MEMBERS OF THE Copies - 'Copies City Manager / PUBLIC or EMPLOYEES When No :When Na Mag, Copies retained for reference; Personnel ~ Includes associated MSDS Longer ' longer Ppr GC §34090.7 (Material Safety Data Sheet), if Required Requlrad. lapplicable ;Accounts Payable, Invoices, Admin. Claim for Payment, Petty Cash, Copies - ' Ccpies ~- ' f B M All originals go to Finance i Services / !etc When No .When No ore Yes: e ag, (these are copies); GC . Accounting ~ Longer Lodger Payment Ppr §34090.7 Required Required Includes all backup ---------- - Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations Lead Dept. Advertising (Legal) 2 years ~ years Ppr' on Municipal Government ;;< _ ) actions is 3 - 6 months; CCP§337 et seq; GC §§34090, 54960.1(c)(1) --~-~- City preference; Brown Act i challenges must be filed within 30 or 90 days of action; Statute Lead Dept. Affidavits of Publications / 4 years 4 years ! Mag' Mfr, OD, of Limitations on Municipal Government actions is 3 - 6 Public Hearing Notices Ppr months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) DUBLIN, C/~- ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record - --__ Record Series No. Records Description Retention !Disposition Comments /Reference ~ Image: Destroy I (OFR) ~ Active Inactive (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr imaged & S=Scan QC d? Retentions apply to the department that is NOT the Once of Record (OFR). If you are the O FR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e. .last document + 2 years ,since destruction is normal! performed b file folder. Litigation, c/aims, complaints, audits, pending records requests, and/or investigations sus end norrna/reten tion eriods retention resumes after setUement). Copies - ~optes Mag' All agreements, service City Clerk Agenda Packets /Agenda Staff When No VVhtetf!Ko ' Mfr OD agreements, and contracts are Reports (City Council) Longer tonger ~ , , Ppr sent to the City Clerk; GC Required Requited §34090.7 Agreements & Contracts (ALL, including DDAs (Development & Disposition ~ Agreements), OPAs (Owner Participation Agreements), i j ~ MOUs (Memorandas of Understanding) and MOAs All agreements, service (Memorandas of Copies - Copies ' Mag' agreements, and contracts are Ci Clerk ty Agreements) When No When; Nn ; Yes: Before Mfr OD sent to the City Clerk; Change Longer E.onger Completion P, , p Orders are maintained by the Agreement or Contract Required Required ~ Lead Department; GC includes all contractual §34090.7 obligations (e.g. Scope of Work, Amendments, Notices of Completion) Change Orders are maintained by the Lead Department. DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GG5 (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record _ Re_ c_ord Series No. ' Records Description Retention /Disposition Comments /Reference Image: Destroy OFR ( ) Active Inactive Off-sit ( e' `Coal Vi I? ~ Media 1=Import Paper after . (in office) OD or Mfr) Retention- ; ;: Options M=Mfr Imaged 8~ S=Scan QC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O FR, refer to your department retention schedule. Retentions begin when the acf is completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally ertormed b file folder. Litigation, claims, complaints, audifs, pending records requests, and/or investigations sus end normal reten tion eriods retention resumes after settlement . Covers E&O Statute of Limitations (insurance j Agreements & Contracts: certificates are filed with I i ADMINISTRATIVE FILES - agreement); Published Audit NOTfunded by a grant Standards=4-7 years; Statute D t ! L Completion + Yes: Before Mag, f D ! Yes: Upon l C i of Limitations: Contracts & =4 W f l S ' ep . oad (Correspondence Project Completion 10 years 10 years Completion , M r, O I S et omp o years, rong u pec s , Ppr n Death=comp. + 5 years, Administration, Project Developers=comp. + 10 years; Schedules, Certified Payrolls, Statewide guidelines propose Invoices, Logs, etc.) termination + 5 years; CCP §§336(a), 337 et, seq., GC §34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Records Description Record ; Series No. `__ Retention /Disposition Comments /Reference --- - ' Image: Destroy Active Inactive total Media 1=Import Paper (OFR} (in office) (Off-site, Retehtion .: Vital? Options M=Mfr after OD or Mfr) ' S=Scan Imaged & ~ QC'd? Retentions appl y fo the department that is NOT the Office of Record (OFR). If you are the O FR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal! performed b frle folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal reten tion eriods (retention resumes after settlement . i Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 Agreements & Contracts: 10 years or years; Statute of Limitations: ' ADMINISTRATIVE FILES - After <COm~rlCtipts: s=4 years, Contracts & Spec WITH grant funding Funding '" l0 years a : Wrongful Death=comp. + 5 Agency Rfi#er [wundtng Yes: Before Mag, Yes: Upon years, Developers=comp. + 10 Lead De t. p (Correspondence Project Com letion p Audit, if gency Audtti Completion Mfr, OD, S/l Completio years; Statewide guidelines , Administration Project required, if required, ; Ppr n propose termination + 5 years; , Schedules, Certified Payrolls, whichever is :whichever is? longer CCP §§336(8), 337 et. seq., 21 CFR 1403.36 & 1403.42(b); 24 Invoices, Logs, etc.) longer CFR 85.42, 91.105(h), 92.505, & 570.502(b}, 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §34090 Agreements & Contracts: UNSUCCESSFUL BIDS or The RFP / RFQ and the RESPONSES to RFPs ' a ' successful proposal becomes Lead Dept. (Request for Proposals) and/or 2 years 2 years P 9 p part of the agreement or RFQs (Request for contract (City Clerk is OFR); Qualifications) that don't result GC §34090 ~ in a contract DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy i Active Inactive 'Cotal Media 1=Import Paper (OFR) (in office) (Off-site, Retention : Vital? Options M=Mfr after OD or Mfr) S=Scan imaged & QC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O FR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pen`ormed by file folder. Litigation, claims, complaints, audits, endin records requests, and/or investigations suspend norrnal reten tion eriods retention resumes after settlement). Admin. i I Audits /Audit Reports / CAFR - Copies - When No Copies !When Nt? Mag, Services / Comprehensive Annual Longer twt~nger ppr Copies; GC §34090.7 Accounting Financial Reports Required ' Re wired..: Bids: See Agreements & Contracts __ Brochures;See Reference Manuals ___ Copies - When No Copies When Nct : Yes: Current Mag, Final must be filed with County 34090 7 40802 A di GC City Clerk Budgets -Finals Longer ' Longec Fiscal Year Mfr, OD, , , u tor; § . Required Kequiret~ ! Ppr 53901 ` Cash Receipts Detail /Backup Ma Department preference (not all Lead Dept. ~ /Accounts Receivable Detail / 2 years 2 yearss g' Ppr detail is sent to Finance); GC Refund Detail §34090 Mag, Yes: After Department Preference; may li t ti l tt f d Lead Dept. j City Attorney Opinions P P Yes Mfr, OD, S 5 years (a orney-c en be con i en a Ppr privilege}; GC §34090 Copies - ` : Capies~ - City Manager / When No `• Whe~'NC Mag City Attorney is OFR for Central Claims ~ Litigation Longer tvnger : Yes: Before , Mfr OD lawsuits; Risk Management Services Required ':. l~quir:,~#. '" Settlement , Ppr administrates claim; GC (Upon `<.;...~UpQ!i.>, _ §§34090.7, 34090.6 Settlement) >~e#~tern~e~t DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record - - -- Record Series No. Records Description Retention /Disposition Comments 1 Reference Image: Destroy (OFR) Active Inactive (Off-site, Totai Vital? Media 1=Import Paper after (in office) OD or Mfr) < Retention i Options M=Mfr Imaged 8~ S=Scan QC d? Retentions apply to the department that is NOT the Office of Recard (OFRJ. If you are the O FR, refer to your department retention schedule. Retentions begin when the_act is completed, and imply a full frle folder (e.g. last document + 2 years), since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, pending records requesfs, and/or investigations sus end normal reten tion eriods (retention resumes after settlement . i Commissions /Committees Internal -Attended by employees: All Records Lead Dept. (e.g. Customer Service, 5 years 5 years ': Ppr' GC §34090 Records Management ;' Committee, Safety Committee, Traffic Advisory Committee, In- House Task Forces, etc.) 30 days, or 3fl days or Commissions /Committees: After Minutes AfterMlnutes City preference; State law only Staffing Dept. ~ AUDIO RECORDINGS of Approved, Approved, (M 9) requires for 30 days; GC Meetings /Audio Tapes Whichever is Whichever is §54953.5(b) Longer Conger DUBLIN, C/~ ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 13.o RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page Cw-7 Office of ` Record Records Description Retention /Disposition Comments /Reference Record ( Series No. Image: Destroy Active inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retentfon ' Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & DC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + Z years), since destruction is nomtall performed b file folder. Litigation, claims, complaints, audits, pendin records requests, and/or investigations sus end normal retention eriods (retention resumes after settlement). ~Commissioris /Committees: (,Citizens Advisory Bodies Formed by City COUNCIL (Ad Hoc or Continuing) AGENDAS, AGENDA PACKETS, NOTICES, When No when Nv ,:. Brown Act challenges must be ADVERTISING, etc. Longer LD[lger ' Mag, filed within 30 or 90 days of Staffing Dept. Required - Ftequired:- ~ Ppr action; GC §§34090, (except Council and Planning Minimum 2 <iMlnimu:tft ~` 54960.1(0)(1) Commission -see City Clerk's and Years yea-'ii . Planning's schedule) Examples: Heritage & Cultural Arts, Senior Center Advisory Committees, Parks & Community Services Commission, etc. Commissions /Committees: Citizens Advisory Bodies Formed by City COUNCIL (Ad ~ iHoc or Continuing) Notes taken to facilitate the • Mag, Yes: After writing of the minutes can be Staffing Dept. ~ ~MINUTE$ & BYLAWS P P Yes Mfr, OD, S 10 years destroyed after minutes have Ppr been adopted; GC §34090 et Examples: Heritage & Cultural ~ seq. 'Arts, Senior Center Advisory Committees, Parks & Community Services Commission, etc. DUBLIN, CA ©2006 Gladweil Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.0 RECORDS RETENTION SCHEDULE: CITY WIDE STANDARDS Page CW-8 Office of Record ' Records Description Retention /Disposition Comments /Reference Record Series No. I ___ Image: Destroy (OFR) Active Inactive '. dotal' (Off-site, Vital? Media 1=import Paper after (in office) R®tehtiorl OD or Mfr) Options M=Mfr Imaged 8~ S=Scan QC d? Retentions apply to the department that is NOT the Office of Record {OFR), If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full fete folder (e.g. last document + 2 years), since destruction is normally erfomted b file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal reten tion eriods (retention resumes after settlement . Commissions /Committees: City Council Subcommittees - All recommendations are Staffing Dept. ~ ~ All Records 2 years 2 yews Mag' Ppr presented to the City Council; GC §34090 et seq. (Composed solely of less than a quorum of the City Council) Commissions /Committees: External Organizations When No When No League of (e.g. County Boards Longer (-a~ge~ Mag, Ppr Non-records , California Cities, School Required Required District, etc.) City preference to be consistent with correspondence; Statute of Lead Complaints / Concerns from Limitations for personal (Responding) Citizens /Service Orders 2 years ~ years Mag Ppr property, fraud, etc. is 3 years; Dept. (operational) Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 Contracts: See Agreements - - Copies - Copies - Copies or duplicates of any ' When No When tVo Mag Ppr GC §34090.7 record Longer Longer Required ' Required . DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS ~ Page CW-9 Office of Record _ ______ , Record Series No. Records Description Retention I Disposition Comments /Reference ~ Image: Destroy I i (OFR) i Active Inactive Total (Off-site, Vital? Media 1=Import Paper after (in office) iReten6ott I OD or Mfr) Options M=Mfr Imaged 8~ i S-Scan QC'd? Retentions apply io the department that is NOT the Office of Record (OFR). If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder {e.g. last document + 2 years ,since destruction is normall performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal reten tion periods retention resumes aftersetflemenf . Correspondence -ROUTINE (e.g. Administrative, ~ Dept, that Authors Chronological, General Fifes, Letters, Memorandums, Document or 2 years 2 year's Mag, GC §34090 Receives the Miscellaneous Reports, Press Releases Public Records ' Ppr , City s Original ~ i ;Requests, Reading File, .Working Files, etc.) ~ i DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Record Records Description Series No. Retention /Disposition Comments /Reference j image' Destroy (OFR) ; Active Inactive (Off-site, Total ' Vital? Media 1=Import Paper after I (in office) OD or Mfr) Etetentitin Options M=Mfr Im ~ a S=Scan C d? Gl Retentions apply to the department that is NOT the Once of Record (OFR). if you are the O FR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction Is normally pen`ormed by file folder. Litigation, claims, complaints, audits, pending records re nests, and/or investi ations sus end normal reten tion eriods retention resumes after settlement . Correspondence - TRANSITORY 1 PRELIMINARY DRAFTS, Interagency and Intraagency E-mails that have a material Memoranda not retained in the impact on business are saved iordinary course of business by printing them out and Dept. that i(e.g. calendars, checklists, e- placing them in a file folder, or Authors j i mail that does not have a When No When' No Mag, saving them electronically; If Document or material impact on the conduct Longer Longer Ppr not mentioned here, consult Receives the ~ ' of business, computer sign- Required Required ! the City Attorney to determine City s Original ups, logs, mailing lists, meeting if a record is considered room registrations, supply transitory /preliminary drafts. inventories, transmittal letters, GC §§34090, 6252, 6254(a) thank yous, requests from other cities, undeliverable envelopes, postcards, voice '' -------- - mails, etc.) Copies- Copies City Clerk Deeds and Easements (All) When No Longer When No >~ Longer ` Mag, ppr GC §34090.7 Required f2egrired < DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of ~ Record Records Description Retention /Disposition Record Series No. __..._.____.. _._.____ ___._._. L - Comments /Reference _.__._..__. _.__._ _... -.-__.___ _ Image; Destroy ~ Active Inactive Total (OFR) ; (Off-site, Vltal? Media 1=Import Paper after Retention (in office) OD or Mfr) Options M=Mfr Imaged 8~ S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record (OFR). !f you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a fu!! file folder (e.g. last document + 2 years ,since destruction is normal/ performed b file folder. Litigation, claims, complaints, audits, pendin records re nests, and/or investi ations sus end normal retention eriods (retention resumes after settlement . As long as the drafts and notes _ ..'. are not retained in the "Regular Drafts & Notes: Drafts that are When No When No Mag' Course of Business". Consult Lead Dept. revised (retain final version) Longer Longer ' Ppr the City Attorney to determine Required < Required ifia record is considered a ~ draft. GC §§34090, 6252, 6254(a) _ _ - + ---- The lead department is Lead Dept. GIS (Geographic Information System) Database and Layers - When No Longer When No Irongei' ' Mag, Ppr responsible for saving historical data, layers or output as they deem necessary; Citywide and Specialized Required Requirer# ' . (Preliminary drafts); GC §34090 et seq. Lead Dept. Grants (UNSUCCESSFUL 2 years 2 ye8#5 Mag' GC §34090 Applications, Correspondence) Ppr DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of i Record ~ Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy Active Inactive Totat Media 1=Import Paper (OFR} (in office) (Off-site, Retention ' Vital? Options M=Mfr after OD or Mfr) S-Scan Imaged & QC d? Retentions ap pty to the department that is NOT the Office of Record (OFR). If you are the OFR, refer fo your department retention schedule. _ Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal reten tion eriods (retention resumes after settlement). ~ I Meets auditing standards; Grants covered by a I Consolidated Action Plan are required for 5 years; Uniform Grants /Reimbursable Claims / Admin. Requirements for Subventions (SUCCESSFUL Grants to Local Governments Reports, other records required After Funding Aft#r Furid~'-g is 3 years from expenditure to ass the fundin a enc s P 9 9 ~ Agency . .. envy ~uti~; report or final payment of Lead Dept. audit, if required) 2 years Audit d 't##egtiti'ec! Mag, grantee or subgrantee; Applications (successful), program Required l~lttttt411~i1~ ~;; Ppr statewide guidelines propose 4 years; 7 CFR 3016.42; 21 CFR rules, regulations & procedures, Minimum 5 years 1403.36 & 1403.42(b); 24 CFR reports to grant funding agencies, years 85.42, 91.105(h), 92.505, & correspondence, audit records, . 570.502(b), 28 CFR 66.42; 29 completion records CFR 97.42; 40 CFR 31.42; 44 i CFR 13.42; 45 CFR 92.42; I OMB Circular A-133; GC §34090 --- --- ------E ----------- f- Send all grievances to Human Copies - Copies Resources; All State and City Manager / Grievances and Informal When No :When No 3 Yes: Before Mag, Federal laws require retention until final disposition of formal Personnel Complaints (Employees) Longer Longer Disposition Ppr complaint; State requires 2 Required i2equired ' years after action is taken; GC §§12946,34090 DUBLIN, CA ©2006 Gladweil Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site Retentiptt . Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged ~ Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O FR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. fast document + 2 ears ,since destruction is normall erformed b file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal reten tion eriods retention resumes after settlement . Copies - Capies- City Manager / ~ injury reports: EMPLOYEES i When No i When NA Mag, Copies retained for reference; Personnel Longer -f.ortgee Ppr GC §34090.7 ------- ---I--- ---__.~. - Required Required Insurance Certificates - Copies - Coptes', ~ If a certificate cannot be City Clerk Miscellaneous that Cannot be When No When Na ' Mag, matched to a contract, send to Matched to a Contract or Longer Langer _ Ppr City Clerk; GC §34090.7 Contractor Required ;..}~egylr~ Copses - <!~tl~ City Manager / Lawsuits, Litigation, Pending When No Longer >1~h:~11?N`.G` hdng~t ? Yes: Before Mag, Risk Management t t l i GC d i i Central Litigation Required ~ 'Ret~urrett Settlement Mfr, OD, ra es c a m; a m n s 34090 7 34090 6 Services (Upon (iJpDtf i Ppr . , . §§ Settlement) 5ettletn~attt)k: _ _ _ -I_____- MSDS may be destroyed as long as a record of the chemical /substance /agent, MSDS Masters (Material Safety where & when it was used is i Data Sheets) /Chemical Use ; Mag, Yes: After maintained for 30 years; lif d l li Lead Dept. Report Form (or records of the 30 years $0 years .' Mfr, OD, S 1 year ie emp oyers; es to qua App chemical /substance /agent, Ppr Claims can be made for 30 where & when it was used) i years for toxic substance ' _. exposures; 8 CCR ;. , 3204(d)(1)(B)(2 and 3), GC §34090 Minutes Copies - Copies'» ' Mag, Originals maintained by City City Clerk ~ City Council and When No Longer , When Na Lpft$dt Mfr, OD, Clerk Permanently; GC ~ (Dublin Information, Inc. (DII) Required , R@gtlifBd ppr §34090.7 DUBLIN, CA- 02006 Gladweil Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record ( Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive Total; Media 1=Import Paper (OFR) (in office) (Off-site RetefitIon Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 8~ QC'd? apply to the department that is NOT the Office of Record (OFR). If you are the O Retentions FR, refer to your department retention schedule. _ _ Retentions begin when tha act is completed, and imply a full file folder e.g. last document + 2 ears), since destruction is normally pertormed by fife folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal reten tion eriods retention resumes afterseftlement . Copies - CoFiir3s-- Mag Return any whole unused City Clerk Municipal Code (these are When No :When No ' Yes: Current ' Mfr, OD, codes to the City Clerk; copies) Longer l,ongt;r Original P r p Originals maintained by City Required Required ' Clerk Permanently; GC §34090 -i ------ When No When No S (those of Longer Langet significan Non-records -may be obtained Lead Dept. Newspaper Clippings Required - !Require# Ppr t from the newspaper company; Minimum 2 '!Miniftltatl'4;2 historical GC §34090 years Y~~~ value) ~~ City preference; Statute of Notices: Public Hearing f ' Limitations on Municipal Staffing Dept. Notices and Proofs of 5 years 5 years Ppr Government actions is 3 - 6 Publications months; CCP§337 et seq; GC ~ i ': §34090 _- _ ------ --~---- 1 Copies - .Copies Ma9 City Clerk Ordinances -City Council When No Longer When Np Ldrtger ;; ' Mfr, OD, Originals maintained by City Clerk Permanently; GC §34090 Required >:R ;. aired::;;::; Ppr .. ,. :. Ensure records kept in '~ `~'' ' Department files comply with Upon ! Upon City policy; Originals are City Manager / Separation, 5eparatian Before Mag, maintained by Personnel; State City Manager / Personnel Files Send to Send id Separation Ppr & Federal laws require 2 -3 Personnel Personnel 'Personnel years; 29 CFR 1602.31 & I 1627.3(b)(2), GC §§12946, I ~ 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of ( Record Records Description Retention / Dispositlan Comments 1 Reference Record Series No. Image: Destroy Active Inactive `total Media 1=Import Paper (OFR) (in office) (Off-site, ' Retent~crt :i Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & QC'd? Retentions appl y to the department that is N07 the Office of Record (OFR). If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal reten tion eriods (retention resumes after settlement . Notes maintained in a separate Personnel Files (Supervisor's 1 year 1 year Before Annual Mag, folder to be incorporated into Lead Dept. Notes) (After Incorp. (Aftef tnCorp~ Performance Ppr performance evaluation, or to In Evaluation) Iri Evaluat~or~j Evaluation document progressive discipline; GC §34090 et seq. Lead Dept. Personnel Work Schedules 2 years 2 years Ppr GC §34090 i Petitions (submitted to Council on any subject. Examples: ,.: Parking, traffic signs, traffic Not related to elections; Law Lead Dept. ~ calming humps, etc.). 1 year 1 year ~ Ppr requires 1 year for petitions; GC §50115 NOT Initiative, Recall or Referendum petitions -see City Clerk's schedule) Public Relations /Press When No >E<`.>lfti8tti~<IV~> Releases Longer "" ~'~~' '<'~:ittgBi'? Mag, Department preference; GC Lead Dept. Maintain only those with Required - Minimum 2 :[:::Requite(:`= Minimum 2 Mfr, OD, Ppr §34090 significant historical value longer than 2 years years ~~~ ' Copies - Copies GC §34090.7 Admin. Services / Purchase Orders /Requisitions When No 'When No Yes: Before Mag, Purchasing ~ Longer Longer Completion Ppr Required _ f~equil'~tt> ; Dl1BLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Records Description Retention /Disposition Comments /Reference Record j Series No. Image: Destroy Active Inactive Yofai Media 1=Import Paper (OFR) (in office) (Off-site, Retentlsn ' Vital? Options M=Mfr after OD or Mfr) > S=Scan Imaged & ...... _ >;. ;:...:. , QC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O FR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years ,since destruction is normally performed b file folder. Litigation, claims, complaints, audits, ending records requests, and/or investigations sus end normal reten tion eriods retention resumes after settlement . Lead Dept. Real Estate Appraisal Reports: ...: Mag' Not accessible to the public; (Who Ordered Property NOT purchased, 2 years 2 years Ppr Statewide Guidelines show 2 the Appraisal) Loans not funded, etc. years; GC §§34090, 6254(h) Not accessible to the public When No < When No ' until purchase has been Lead Dept. Real Estate Appraisal Reports: Longer ' Longer R Yes: Before Mag, Yes: After completed; meets grant 24 CFR diti i t (Who Ordered Purchased Property, Funded 2 years Required - ; equired Purchase Mfr, OD, S Inactive ng requ remen s; au the Appraisal) Loans Minimum 3 Minimum S: Ppr 85.42 & 91.105(h), & years years 570.502(b); 29 CFR 97.42, GC §34090 Records Destruction Lists / Copies - When No Copieg 'When hli~ ' , Mag, City Cierk I Certificate of Records Longer i.onger Ppr GC §34090.7 i Destruction Required Required Reference Materials: Policies, When No Longer Wl1$n No Lttttget` ' Statewide guidelines propose Lead Dept. Procedures, Brochures, Required - Rdgu+red - Mag, superseded + 2 or 5 years; GC Manuals & Reports: Produced Minimum 2 - Nyt~I~rruin; Ppr 34090 § by YOUR Department years ~<' :.e'~=i< Reference Materials: Policies, Lead Dept. Procedures, Brochures, When 1>'Iit~~i::;;::., ~ Mag, Copies; GC §34090.7 Manuals, & Reports: Produced Superseded ~upers?I~ded Ppr by OTHER Departments DUBLIN, C/~1 ©2006 Gladwell Governmental Services, inc. -alt rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.o RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy (OFR) . Active Inactive Total (Off-site, Vital? Media 1=Import Paper after (in office) Retention ' OD or Mfr) Options M=Mfr Imaged & S=Scan QC d? Retentions apply to the department that is NOT the Olfice of Record (OFR). If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder e. .last document + 2 ears), since destruction is normally rformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal reten tion eriods (retention resumes after settlement . Reference Materials: Policies, ..................... Procedures, Brochures, Manuals & Reports: Produced When No ':::n~Q<> Mag, by OUTSIDE Longer #Attg~t , ' Ppr Non-Records ORGANIZATIONS (League of Required <::~:;.~(clh')t#;,; California Cities, Chamber of Commerce, etc.) Reference or Working Files: See Correspondence __ _ ____ _ Reports and Studies > Mag Yes: After Administratively and Historically significant, Lead Dept. (Historically significant - e.g., 10 years P P Mfr, OD, S/I 10 years therefore retained Zoning Studies) Ppr permanently; GC §34090 Reports and Studies (other Information is outdated after 10 than Historically significant Mag years; statewide guidelines Lead Dept. reports - e.g., Department 10 years 10 years >. P r p propose 2 years; if historically Annual Reports, Manpower significant, retain permanently; Studies, etc.) GC §34090 City Clerk Resolutions -City Council Copies - When No Copies - When,No Mag, Mfr, OD, Originals maintained by City Clerk Permanently; GC Longer Loner . 340 7 0 Required Required Ppr § 9 . DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Record Records Description Retention 1 Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive (Off-site, Total " ' Vital? Media 1=Import Paper after (in office) OD or Mfr) Ref6nt ,on Options M=Mfr imaged & S-Scan QC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is normally performed b file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention eriods (retention resumes after settlement). Transitory records not retained When No When No ' in the ordinary course of Lead Dept. Speaker Cards (submitted at Longer Lbrtggf Ppr business (used to accurately public meetings) Required ° ! Rer{uiretf produce minutes); GC ,. ,. §§34090 et seq., 6254(a) Lead Dept. Special Event Permits Expiration + 2 r I.xptratio~t + 2 ears Yes: During Class or Mag, . P r GC §34090 yea s ,y Program p Surveys /Questionnaires {that the City issues). If a summary of the data is Mag Lead Dept. compiled, the survey forms are 2 years 2 years , ppr GC §34090 considered a draft or transitory record, and can be destroyed ,. as drafts (When No Longer Required) Tapes: See Committees / Commissions `` Overtime slips and vacation Admin i Time Sheets /Time Cards Copies - ' Copses - requests are considered preliminary /transitory . Services / WITH employee signatures When No WhertNo Mag, documents not retained in the Payroll Longer Required Longer Required .: ppr ordinary course of business (the time card is the final document); GC §34090.7 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-19 Office of Record Record Series No. Records Description Retention /Disposition Comments 1 Reference ' Image: Destroy (OFR) Active Inactive (Off-site ' Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr I ~ i I S=Scan QC d? Retentions apply to the department that is NOT the Office of Record (OFR). If you are the O ___ FR, refer to your department retention schedule. _.. Retentions begin when the act is completed, and imply a full file folder (e.g. lasf document + 2 ears), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal reten tion eriods (retention resumes after settlement . i Department Preference; OSHA requires 5 years for safety records; Statewide guidelines propose 7 years; Calif. Labor - Division is required to keep their OSHA records 7 years; Ethics Training is 5 years; Training -All Course Records Mag' EEOC/FLSA/ADEA (Age) Lead Dept. (Attendance Rosters, Outlines 2 years 5 years ' 7 years Mfr, OD, S Yes: When requires 3 years for promotion, and Materials; includes Ethics P r p Inactive demotion, transfer, selection, ~ & Safetytraining) or discharge; State Law ~ requires 2 -3 years; 8 CCR ' §3203 et seq., 8 CCR 14300.33(a); 29 CFR "' 1627.3(b)(2), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 34090, ....:.: 53235.2(b) DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES ~. DR~~A~~ Office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Destroy Inactive Image: OFR Active >'><`Cit~;<<' M i Paper ( ) (Off-site, Vital? ed a 1 Import after (in office) Rettt+(t1tl: Options M=Mfr OD or MFr) Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wde Standards Retentions begin when the act is com leted, and imply a full file folder (e.g. last document + 2 years ,since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pendin records re nests, and/or investigations suspend normal retention periods (retention resumes after settlement). Department preference; Meets Muniapal Govemment Admin. Auditing Standards; IRS: 4 Services / 1099's Issued 2 ears Y 3 ears Y >`< ~>~<Y?t$''< Mag, Ppr years after taxis due or paid (longer for auditing & Accounting contractor delinquency); Ca. FTB: 3 years' IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Accounts Payable /Invoices and Department Preference; Meets dmin. Backup /Claim for Pa ment All Y ( Records an - d Reports Includes municipal government auditing Services / Invoices P. O.s, Travel Expense 2 years 3 years <' >!~~`' ~~ ~' Yes: Until Mag, Mfr, OD, S Yes: After standards' Published articles how 3 - 7 ears' Sta ewi ~ y t de Accounting Reimbursements, Petty Cash, .:::.: ::,::::,:.::..: Pald Ppr 2 years guidelines propose audit + 4 Postage, PERS re orts, check P ears' Published articles show Y requests, backups, etc.) _ 3 7 years; GC §34090 Admin. Services / A ro nations Limit PP P Department Preference; Meets Accounting (Working Papers) 5 years ~' y ' Yes Ma P r 9. P municipal govemment auditin g _ ' standards; GC §34090 Admin. Services / Audit Backup / Workpapers (CAFR) 2 years 3 years 5 jraars : Mag, Ppr Department Preference; GC Accounting §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-2 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. • '" Image: Destroy (OFR) Active Inactive (Off-site, ' ' >.::»:'~`t1,if8yl> »> ~° ~ -- ~« Vital? Media O i hlmport M=Mf Paper after (in office) OD or Mfr) ~11#t~t't' > ~; pt ons r Imaged 8 S=Scan QC d? If the reconi is not listed here, refer fo the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is normall erformed b file folder. Liti ation, claims, complaints, audits, endin records re uests, and/orinvesti ations sus end normal retention eriods (retention resumes after settlement . Audit Re its / CAFR - Po Mag, Department Preference (these Ci Clerk ty Com rehensive Annual Finanaal P <~<«#~`>'`"» Mfr, OD, S / I are copies; City Clerk retains Re orts P Ppr originals); GC §34090. Bank and Trustee Statements, Bank Reconciliations, ~ For auditing purposes; Admin. Outstanding Check Lists, Daily . ! Published articles show 3 - 4 Services / Cash Summaries, Bank 2 years 3 years <€~~;;~e>.<? Mag, Ppr years; GC §34090, 26 CFR Accounting Deposits, Bank Transmittal 31.6 01-1 0 Advice, Cashier's Reports, Trustee Reports Admin. Services / Budget Amendments / 2 years 3 years ':~~:~`~s'< Mag, Ppr e s auditin standards' GC Met g , Accounting Adjustments .;;.r..;,;:.r;: §34090 Admin. Budget Hearings and/or Review When No > >S~IFjen~(~f Services / (Proposed Budget /Preliminary Longer ~'><E~i~ig:f ~~° Mag, Ppr Drafts; GC §34090.7 Accounting Budget) Required ~~3`e;` k~~~il ~~~ ~~° ~ ~~~`"" `"" Yes: Mag Department Preference Ci Clerk ty Bud ets -Ado ted !Final g p <` ~':`k~fi€'`"~ Current , Mfr, OD, S / I co ies ~ Must be filed with ( P ). County Auditor; GC §34090.7, Fiscal Year Ppr 40802 53901 Department Preference for grant auditing /claims Admin. Services / Checks /Warrants - Canceled or 2 years 3 years << <• - ~ ~ ~>f~fi& € Mag, Mfr, OD, S / I Yes: After reimbursement purposes; Statute of Limitations is 4 Accounting voided Ppr 2 ears y years; statewide guidelines propose Audit + 5 years; GC §34090, CCP §337 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: - Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-3 Office of Record Record No. (OFR) Records Description Retention I Disposition Comments /Reference ............................. ~~`:' ~:` Image: Destroy Inactive `'`""` °~~°'°~'`~ Paper Active <'Y;Gf~i; Vital? Media 1=Import after (Offsite, (in office) OD or Mfr) >~~~~ ~~ Options M=Mfr imaged & S=Scan QC'd? If the record is not listed here, refer to fhe Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e. .last document + 2 years), since destruction is normally erformed b file folder. ' Litigation. claims. complaints. audits. oendino records reouests. and/or investigations suspend normal retention periods (retention resumes alter settlement). Department Preference; <; >: Negative credit information : •" :::..............:::::': remains on credit re orts for 7 P ? 10 years; Meets auditing Admin. Services / Collection Agency Assignments 7 years ;. , ><'~~. Mag, Ppr standards; City does not Lien property (Liens are good for Accounting 10 ears from recordin date, Y 9 and may be extended by re- recording lien); WC 36729; GC §34090 Admin. Credit :s' >~i`<s~!i!l~l Department Preference; Services / Development Fee Credits !Right to Reimbursement (Working File) Eliminated + 3 years ~liitri~iil ~ :• Mag, Ppr meets municipal government auditing standards; GC Accounting 2 years €~'€'~}ei?>< §34090, CCP §337 Admin. Department Preference; data Services / Development Fee Database Indefinite '€«€<Iri~frt~~> Mag fields are interrelated; GC Accounting §340 Department Preference Admin. / i S Develo ment Im act Fee P P P t R f d /U 2 ars 8 '1[(~tj'g! ' Ma , 9 Mfr OD / I es: After current fee guideline states ( that these are retained 10 erv ces aymen ecor s se o years y : , , 2 years ' i years); meets munic pa Accounting Credits Ppr govemment auditing standards; GC §34090 DUBLIN, CA. 02006 Gladwell Governmental Services, Inc. - alt rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-4 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy OFR ( ) Active Inactive (Off-site >`[;iit~t~s> ~• ~ ~• ital? Media _ I-Import Paper after (in office) , OD or Mfr) <'~O~ :;; Options M=Mfr Imaged & S=Scan QC'd? !f the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears ,since destruction is normal) perfo-med b file folder. Litigation, claims, corn hints, audits, endin records re nests, and/or investi ations su end normal retention eriods (re tention resumes after seft/ement . Admin. ` Mag Department Preference; Services / Development Trust Accounts Close + 2 3 years tvlose•a~ ~ ! ' Mfr, OD, S / I Yes: After meets municipal government Accounting years 1;ye :' : Ppr 2 years auditing standards; GC §34090, CCP §337 Admin. Fee Studies /Fee Ad'ustment 1 Yes: Until Ma 9. Yes: After De artment Preferen • M P ce, eets Services / Memos /Fee Calculations & 2 years 3 years ?<> ~> Paid Mfr, OD, S / I 2 years municipal government auditing Accounting Backup /Impact Fees Ppr standards; GC §34090 Admin. Servi es / c Finandal Services Database Indefinite ~;~~t~~~~tQ~. Yes Mag Data Fields /Records are Accounting (current system) interrelated; GC §34090 Admin. Services / Fixed Assets -Annual Listing 2 years 3 years ~`~'` Mag, Ppr Department preference; GC A__ccounting (Source Documents) §34090 Admin. s':f>''ii~«! Yes: Until Department Preference to Services / General Refunds and Credits 2 years 3 years ~;€€yr;'€ Paid Mag, Ppr meet auditing standards; GC Accounting §34090 Department Preference meets munia al ovemment ( P 9 Admin. es / Se i Journal Entries /Journal 2 ~'~~~ Ma 9. Yes: After auditin standards ~ Statute of 9 )~ rv c Vouchers years 3 years Mfr, OD, S / I 2 years Lrimitations is 4 years; Accounting Ppr statewide guidelines propose Audit + 5 years; GC §34090, CCP§337 Admin. Maintenance Assessment Yes: Until Department Preference to Services / District Billing /Assessment 2 years 3 years iay~S>` Paid Mag, Ppr meet auditing standards; GC Accounting Rolls (Vllorking Papers) 34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-5 ~fflce of Record Series Records Description Record No. (OFR) Active Inactive (in office) (Off~lte, OD or Mfr) Retention /Disposition Image: Destroy Vital? Media 1=Import after Options M=Mfr Imaged ~ S=Scan __. ._ Comments !Reference Retentions begin when the act is completed, and imp/ a full file folder e.. last document+ 2 ears ,since destruction is normally erformed by fete folder. Liti ation, claims, complaints, audits, pendin records requests, and/or investigations sus end normal retention eriods re tention resumes after settlement). Copies - '€tip~;- City Clerk Mid-Year Update When No Lon er g ''Y111~rt~di •• • ~• >: '<;<ti4u`;>_>' . :.:....:.....t~.:......... Mag, Ppr Copies; GC §34090.7 Required !«Ri3 "iii'€ County When No xfVillen ~f Non-records (the County Assessor Property Tax (Hdl Report) Longer ,;:'i~s~lge~';;;;, Mag, Ppr maintains originals); GC Required : ~e~tli£~d.::; §34090 et seq. Admin. Reports -State Controller's Department Preference; Meets Services / Report, Gas Tax, Prop A, Prop 2 years 3 years ;`5~(i2tit€ Mag, Ppr auditing standards; GC Accounting C, Pension, Regulatory Reports §34090 Reports, Subsidiary Ledgers, Transitory records not retained Reconciliations, Registers, in the ordinary course of Admin. Transaction Histories, Balance When No ~<1F~ti-~~?':`~': business Financial system Services / Sheets, Proof & Merge Reports, Longer ~ ~ {i~1~I'^` Mag, Ppr qualifies as a trusted system Accounting etc. (MONTHLY OR PERIOaC) Required ~ `>:~>R~gi~i and can re-create reports accurately; statewide Does NOT include year-end guidelines propose 2 years; General Ledger. ~A`_~'<'>'> GC §34090 Admin. Services / Reports: Year-end General P Mag, Mfr OD I Yes: After Department reference; GC p Accounting Ledger Ppr 2 years §34090 et seq. Admin. Payment 'P~ia#'> Yes: Until Department Preference; Meets Services / SB 90 Claims Received + 5 1~~cti~(€ ~i: ~ ~ > Paid Mag, Ppr municipal government auditing Accounting years '<?yE<E'#~'`< standards; GC §34090 DV BL.~N, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior vrtitten permission from GGS (909) 337-3516 Adopted: Ver. 7.o RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-6 Office of Record Record Series No. Records Description Retention / Disposition Comments /Reference Image: Destroy OFR ( ) Active Inactive (Off~ite z~;~'t;>fei~::'~~ > : Vital? Media _ 1-Import Paper after (in office) , OD or Mfr) ~~ ;' Options M=Mfr Imaged 8 S=Scan QC'd? If the record is not listed here, refer to the Retention for Cify-tAride Standards Retentions begin when the act is completed, and imply a full file folder (e.g. lasf document + 2 ears), since destruction is normal/ performed b file folder. t_iti anon, claims, corn taints, audits, endin records n3 nests, and/or investi ations su end normal retention eriods (retention resumes after settlement . Admin. Treasurer's Reports /Monthly Department Preference; Meets Services / Financial Statements (to Council) 2 years 3 years «'~;~<. Mag, Ppr auditing standards; GC Accounting §34090 Department preference; All tangible property held by government agencies may be 4 years, or claimed by the City after Admin After Notice required notice; Statute of . Services / Unclaimed Money / Uncashed has been 2 years Afte daft r Mag Pp Limitations is 1 year for seized Accounting Checks Issued, Notice `~~q)ii~!i<`< ' ' , property; Unclaimed property Whichever is :? >?<>€=<a<=~ :„>i :: < i>;<>: < ; <: >: may be escheated after 3 Longer ; >v : a . > ><>: years; Meets auditing requirements; CCP §§340(4), 1519; GC §§34090, 50050 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved ' Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver, 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-7 office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Active Inactive (OFR) (Off-site, (in office) OD or Mfr) Image: Destroy Media 1=Import Paper Vital? Options M=Mfr imaged >~ S=Scan _ _.._ Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, endin records uests, and/or invest ations su end nom-al retention eriods retention resumes after settlement). DEBT S ERVICE Department Preference; Statute of Limitations for .. ~ bonds, mortgages, trust Admin Bond Transcripts /Certificates of ~ "' " ~~ "~ ,.no~ll~? deeds, notes or debentures is . Services / Participations {COPs) - In debenture Statements Cancellat., Redem tion P 10 ears Y 'il~a~i3~ti ~qr} ~ ~' =?i~j`l~aft 1 <~`< Yes: Until Matur' Ma , P r 9 P 6 years; Bonds issued by local governments are 10 years; Debt Service ty or Maturi ~ .. ~ . ~` ~ >: `"'"~~`~~~~~`` ~ There are specific ` requirements for disposal of unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq. Admin. Bond Transcripts /Certificates of Meets auditing standards Services / Participations (COPs) -Trustee 2 ears Y 3 ears Y ~>~?>a~!~i>_ Mag, Ppr (consistent with Bank Debt Service Statements Statements); GC §43900 et -_ seq. Department Preference; Meets auditing standards; Published Admin "'` """ ~ " articles show disposal + 7 . Services / nvestment Files -Trade Tickets Maturity + 2 years dl~#r ~ ;::.:::. Yes: Until ag, Ppr years for security brokerage slips; statewide guidelines Debt Service years i~; Paid propose permanent; FTC Reg's rely on "self- . .. _ enforcement'; GC§§34090, DUBLIN, CA, p2oos Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: -r Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-8 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Ima e: 9 Destroy Active Inactive ''„''~`1? ~s ita17 Media = 1 Import Pa er p after (in office) OD or MFr) ~~ Options M=Mfr Imaged & S=Scan QC d7 If fhe record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and im ly a full file folder (e. .last document + 2 years), since destruction is nonnalty en`om-ed b Ble folder. t_iti ation, claims, com hints, audits, pendin records re uests, and/or investi ations su end normal retention eriods retention resumes after settlement . ,;, Department Preference; Meets i d Investment Files -Receipts / Mag auditing standards; statewide m A n. Services / Advisor Reports and Statements I F L l A t t 2 years 3 years ! °`':.=<y~8r's~~< Yes: Until Paid Mfr, OD, S / I Yes: After 2 years guidelines propose I on permanent; FTC Reg's re y Debt Service men ( oca gency nves / LAI Fund) Ppr "self-enforcement"; GC§§ 34090, 43900 DUBLIN, CA-. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-9 Office of Record Series Record No. Records Descri ion ~ RetenUon /Disposition Comments /Reference (OFR) Active Inactive ' total Media Ima e: 1=Import Destroy Paper (in office) {Off'site,) OD or Mfr ~~~ Vita11 Options M=Mfr I fte S=Scan ma d & 9 QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal erformed b Ble folder. Liti ation, claims, complaints, audits, endin records re nests, and/or investi ations sus end norma/retention eriods retention resumes after settlement). IN FORMATION TECHNOLOGY Admin. Services / Inform ti Aerial Maps /Photographs - P ~ P ~ Yes: Until Mag' Mfr OD S/l Yes: 2 Department Preference; GC a on Technology Digital '. Com leted P , , Ppr years §34090 ... Used for Disaster Recovery Admin. ,, '> Purposes Only; Considered a Services / Backup Tapes - DAILY ~ copy and can be destroyed Information (Includes a-mail) ~ wok :1..:!A,el«!k::<. Yes Mag. when no longer required; Technology tapes are in autochangers and are overwritten; GC §34090 et seq. >`>~<~~~~ Used for Disaster Recovery Purposes Only; Store off-site Admin. in commercial storage for Services / Backu Ta p pes - WEEKLY disaster recovery; Considered Information exGudes e-mail ( ) 4 weeks ''•.<1NS~<``<~ Yes Mag. a copy and can be destroyed Technology <: when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.o RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-10 Office of Record Series Records Description Retention /Disposition Comments /Reference Record No. Ima e: 9 Destroy {OFR) Active Inactive (Off-site, `<`~`>~t~i1`~" - Vitai? Media _ I-Import Paper after (in office) OD or MFr) ~~ti#ti'tQK`: :; Options M=Mfr Imaged ~ S=Scan QC d? If fhe record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal pertormed b file folder. Liti ation, claims, com taints, audits, pendin records re uesfs, and/orinvesti ations sus end normal retention eriods (retention resumes atfersettlement). the Lead Department should print out historical documents Admin. (or save source data) prior to Services / GIS Database /Data / La ers y When <€<~yj~l!sert`;r :>: Yes Mag replaang the data, if they Information (both City-wide and Specialized) Superseded .ujr;I~#! require the data or output; Technology Department Preference (Preliminary documents); GC §60200, 60201 et seq. Admin. Until ;: ~<•«>::<<«~`< <<> f`afl>`:>>; May be obtained from the Services / Software Licenses Superseded . ~"'°' >;~upt`sti# Ma g Ppr vendor on line; GC 34090 et § Information or Expired ;<fpl€c~`: seq. Technoiogy DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved r Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-11 office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Image: Destroy Inactive Pa r (OFR) Active >€'s`~`t~t~1`€'>€' Media 1=1m ort ~ ~~' p (Off-site Vi l? , ta (in office) ) j ~ Options M=Mfr Imafted 8~ OD or Mfr ;; g S=Scan QC•d? If the record is not listed here, refer to the Retention for City-Vlrrde Standards Retentions be in when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is normall en`onned b file folder . Litigation, claims, corn faints, audits, endin records re nests, and/or investi ations sus end norms/retention eriods (retention resumes after settlement). PAYROLL Admin. Services / Annual Report of Earning and Hours Worke D' d ( rstnbution 2 years P ;~?'~~(~~ _>~~<~> Mag, Mfr OD S / I Yes: After Department Preference for Payroll Report ' Inactive PERS Buy-bade purposes; GC Ppr §34090 Compensation -Deferred Department Preference; IRS: Admin. Corn ensation ICMA R 'r p eh ement Ma g, 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles Services / Reports and Registers, 2 ears Y 3 ears Y ><_`'y Mfr, OD, S / I Yes: After show 7 years; IRS Reg Payroll Retirement Collection, Earnings, Ppr Inactive §31.6001-1(e)(2), R&T Direct Deposit, Check Registers §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Department Preference; IRS: Admin 4 yrs after tax is due or paid; . Services / DE-6 &941, DE-166 Forms - Quarterly Payroll Tax Returns 2 Years 3 years ' • :.::::.::.:::>.: ~~ ~ >~~<~it# ~ Ma9, Mfr, OD, S / I Yes: After Ca. FTB: 3 years; Artides show 7 years; IRS Reg Payroll Ppr Inactive §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ....,_: ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-12 Office of Record RecoM Series No. Records Description Retention / Disposition Comments 1 Reference `~ ~» Image; Destroy (OFR) Active Inactive (Off-site, •~ > ~`:iit;)t1i<[i' • • ~ ~ Vital? Media 1=Import Paper after (in office) OD or Mfr) Rttit~~ltt :; Options M=Mfr imaged 8~ S=Scan QC d? If fhe record is not listed here, refer to fhe Retention for City-VLride Standards Retentions begin when the act is completed, and imply a full file folder (e.g. fast document + 2 years), since destruction is normally pen`ormed b file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Department preference; Meets Admin. Services ! Payroll a roll Batch: Tim h e s Y e S e t/ Tim rd a Ca s 2 years years ~'a'S? ag, Ppr auditing standards (audit + 4 years); IRS requires 4 years; Ca. re wires 2 r min.; FTB q y keeps 3 years; Published articles show 4 -10 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Department Preference; Transitory records not retained in the ordinary course of Admin. <>??s':~v<< business Financial system Services / Payroll Registers 2 years 3 years >`~yQ'S~' Mag, Ppr qualifies as a trusted system Payroll and can re-create reports accurately; statewide guidelines propose 2 years; 2, ...' GC §34090 Department Preference; IRS: `' .. ', 4 yrs after tax is due or paid; Admin. ' Mag, Yes: After Ca. FTB: 3 years; Articles Services / W-2 s 2 years 3 years !e~t$~ Mfr, OD, S / I Ina ~ cove show 7 years; IRS Reg Payroll Ppr §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 Jffice of RE Record (OFR) RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES rd Series) Records Description No. Active Inactive (in office) (Off-site, OD or Mfr) f listed here, refer to the Retention for City-ode Standards when the act is completed, and imply a ful! file folder (e.g. last document+ 2 Purchase Orders, Purchase Admin. Requisitions, Procurement & Services / Contracting Records (e.g., Purchasing records that would result in a "contractual obligation" with the City) 5 years Retention / DisposRion Image: Destroy Vital? Media 1=Import Paper Options M=Mfr Imaged 8 S=Scan __. ._ is resumes after Yes: Before I g Pp Completion Ma , r Page AS-7 3 Comments /Reference grant audits (errors & .omissions does not apply); Statewide guidelines propose ~mpletion + 5 years for non- capital improvement contracts & completion + 4 years for transportation and concessionaire agreements. Statute of Limitations is 4 years; CCP §§337.337.1(a), 337.15, 343; GC §34090 Admin. Sale or .:. >:: >:: > . 1 ' ':' Services / Vehicle Registrations Disposal + 2 ~IB':Sals P r GC 34090 Purchasing years § Admin. Services / Vehicle Title Sale or ~,`` "' Pr s (Pink Slips' ' '? !~~+'~' ovrded to the new owner; Purchasing Disposal >``iSpol> Ppr GC §34090 et seq. DUBLIN, C/4. ©2006 Giadwell Governmental Services, inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: t- Ver. 7.o RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-14 Office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Destroy Inactive Image: {OFR) Active "><;;'~'i<''~= Media 1= Paper Import (Off~ite , Vital? after in office "' ( ) ) <~i~i~ltlA~~k'>` Options M=Mfr OD or Mfr Ima ed 8~ S=Scan 9 If the record is not listed here, refer to the Retention for City-Wide Standards QC'd? Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal/ erfomted b file folder . Litigation, claims, comp/aints, audits, pending records r uests, and/or investigations sus end normal retention eriods (retention resumes after settlement). REV ENI~ Department Preference; Negative credit information remains on credit reports for 7 Admin. Service s / Collection A gency Assignments / 10 ears; Meets auditin Y g Revenue Un aid Accounts P 7 years ~;`&` Mag, P r P standards Ci d ty ces not Lien ,> ,; property (Liens are good for >: 10 years from recording date, ' and may be extended by re- ' ' recording lien); WC 36729; . `: GC §34090 Department Preference Admin. ervices / Recei is /Accounts Receivabl P e / I i ears Y years '`'y~g<?= es: Until Ma , 9 Mfr OD es: After (meets auditin standards 9 )~ Statewide uidelines ro 9 p pose Revenue nvo ces Sent b the Ci Y ty Paid , , Ppr S / I 2 years audit + 4 years; Published articles show 3 - 7 years; GC §34090 Admin. When No Lon er g ~tiltii=~ ~~~'>``~~~~!<~<> Department Preference; Services / Revenue Reconciliations & Registers Required - 1 year ~R „~'8t~?;;<' ~ ~::.~ .. Ma , P r 9 P Statewide uidelines ro ose 9 P p audit + 4 years; Published Minimum 2 <„M1ti-<~ ` artices show 3 - 7 years; GC Admin. years " ~ e,`if 8'~» §34090 Services / evenue Returned Checks 2 years 3 years ~:::: ~ ~ ':: Mag, Ppr eets auditing standards; GC §34090 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-15 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Ima e: 9 Destroy OFR ( ) Active i ffi Inactive (Off-site, ~'<<;s>''I`tal;<~r' ~~ ital? Media I=Im ort P Pa er P after ( n o ce) OD or Mfr) ~ Options M=Mfr Ima ed 8~ S=Scan QC'd7 If the record is not listed here, refer to the Retention for City-wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal erformed by file folder. Liti ation, claims, complaints, audits, pendin records re nests, and/or investi ations sus end normal retention eriods retention resumes after sett/ement . Admin. Services / Revenue Re rts, Sales Tax Po 2 ears Y 3 ears Y '<~`~ <~"' `~ Ma P r 9 P M e s auditin e t g standards; GC Revenue Reports, and Property Tax ::~: , 34pgp et se . § 4 Department Preference Admin. (meets auditing standards); Services / Transient Occupant Tax 0 y ~~ 2 r yeas 3 years ~> <~ S)le€`<;> Yes: Until Mag Ppr Sta ewid t e guidelines propose Revenue Reports ::: _; Paid , audit + 4 years; Published articles show 3 - 7 years; GC :>: ,.: §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc_ -all rights reserved , Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK ~RA~T Page CC-1 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR Active Inactive I Total ' Vital? Media 1=Import Paper after (in office) CD or Mfr FtetentiArt Options M=Mfr Imaged 8 !f the record is not listed here, refer to the Retention for City-Wide Standards Retention eriods also apply to DRFA records (Dougherty Regional Fire Authori ) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears ,since destruction is normal en`onned by file folder. Litigation, claims, com hints, audits, ending records re uesfs, and/or investi ations su end normal retention eriods (retention resumes after settlement). Department Preference; City Clerk Agenda Assignment Sheet Log 2 years 2 yt~ars Mag, Ppr transitory record /preliminary drafts. GC §§34090, 6252, 6254(a) When All '> 1lVh~n All ;; Department Preference; City Clerk Agenda Assignment Sheets Assignments Assignme-3ts Mag, Ppr transitory record /preliminary are are drafts. GC §§34090, 6252, Completed 'Completed ; 6254(a) Agendas and Agenda Packets / Citizens Packet !Agenda Statements in Packet City Clerk Includes Final Budget, CAFR 5 years p p ,: Yes: Before Mag, Mfr, S Yes: After 5 Department Preference; GC (Consolidated Annual Financial Meeting OD, Ppr years §34090 et seq. Report), etc. City Council and Dublin Information, Inc. (DII) Agendas, Agenda Packets and City Clerk Minutes 4 years 4 years Mag, Ppr Department Preference; GC §34090 et seq. Liaisons Committee (other City) D1,16L1 N, CA. ®2006 Gladwell Govemrnental Services, inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive / Toil ` Vital? Media 1=Import Paper after (in office) CD or Mfr _Retentiali# Options M=Mfr Imaged & S=Scan QC'd? !f the record is not listed here, refer to the Retention for City-IAride Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions be in when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal erformed b file folder. Litigation, claims, com taints, audits, ndin records re uesfs, and/or investi ations su end normal retention eriods (retention resumes after settlement . Department Preference (copy filed with agreement); Securities (Performance Bonds, Letters of Agreement or Contracts: Credit, CD's, etc.) are released Bonds /Irrevocable Letters of after the Notice of Completion is Admin. Credit /Subdivision Bonds Yes: Before Mag, Mir, issued and replaced with the Serv. / P P Completion OD Ppr S No Warranty Bond, which is released City Clerk , 1 year after the Notice of Released Bonds: File Copy Completion date. These are with Agreement financial instruments, and < therefore are exempt from the 2 . year requirement for municipal records; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, fnc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Record Series No. Records Description ReteMlon !Disposition Comments /Reference Image: Destroy (OFR) Active Inactive / . ' Tata1 ' Vrtal? Media 1=Import Paper after (in office) CD or MFr Fietent3e-n Options M=Mfr Imaged & S=Scan QC'd? If the recorri is not listed here, refer to the Retention for City-Vlride Standards Retention periods also apply to DRFA records (Dougherty Re Tonal Fire Authority) Retentions be in when the act is completed, and imply a full file folder (e.. last document + 2 years), since destruction is normal) erformed b file folder. Liti ation, claims, complaints, audits, pendin records re uests, and/orinvesti a6ons su nil nom-al retention eriods (retention resumes affersettlement). Agreements & Contracts -ALL, EXCEPT MAINTENANCE Department Preference; All AGREEMENTS. Agreement or infrastructure, JPAs, & Mutual Aid Contrail includes all contracts should be permanent contractual obligations (e.g. for emergency preparedness; RFP /Specifications 1 Yes: Before Mag, Mfr, Yes: After Statute of Limitations is 4 years; City Clerk Successful Proposal /Scope of Completion P P Completion OD, Ppr S 10 years 10 years for Errors & Omissions; Work, Amendments, Insurance land records are permanent by Certificates, and Notices of law; CCP §§337. 337.1(a), Completion) 337.15, 343; GC §34090, Contractor has retention Change Orders are maintained requirements in 48 CFR 4.703(a) by the City Clerk's Department. DUBLIN, CA. ®2006 Gladwell Govemrnental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive I Total brtal? Media 1=Import Paper after (In office) CD or Mfr ~teter>tion Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also ap / to DRFA records (Dougherty Regional Fire Authori ) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal erfom-ed fr/e folder. Lifi ation, claims, complaints, audits, endin records re uests, and/or investi ations su end nom-al retention eriods retention resumes after setNement). Agreements & Contracts - MAINTENANCE AGREEMENTS. Agreement or !' Contract includes all Department Preference; Statute contractual obligations (e.g. of Limitations is 4 years; City Clerk RFP /Specifications / Successful Proposal /Scope of Completion + Complefian + Yes: Before Mag, Mfr, S Yes: After municipal auditing standards are Work, Amendments Insurance 5 years = 5 years ' Completion OD, Ppr QC audit + 4 years; CCP §§337. , Certificates and Notices of 337.1(a), 337.15, 343; GC , Completion) §34090; GC §§12946, 34090 Change Orders are maintained by the City Clerk's Department. City Cleric City Attomey Opinions 5 years P P Mag, Mfr, S Yes: After 5 Department Preference; GC OD, Ppr years §34090 et seq. City Clerk City Council Roster /Historical P P Mag, Ppr Department Preference; GC List of Council Members §34090 et seq. City Closed Session Records ! ' Department preference (the final Attorney After Meeting After Meet: Mag, Ppr action is always reported in the (Confidential) open session); GC §34090.7 Ciry Clerk Commission /Committee 5 years P P ' Mag, Mfr, S / I Yes: After 5 Department preference; GC Rosters / Maddy Act List OD, Ppr years §34090 DUBLlN, CA. 02006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Record Series No. Records Description Retention / Disposltlon Comments /Reference Image: Destroy (OFR) Active Inactive / Total Vltal? Medla 1=Import Paper after (in office) CD or Mfr Ftetentiort !; Options M=Mfr imaged 8 S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is com lefed, and imply a full file folder (e.g. last document + 2 years), since destruction is nomtall pertormed b file folder. t_iti anon, claims, complaints, audits, pendin records re nests, and/orinvesti ations su end normal retention eriods (retention resumes after settlement . Department preference (in Agenda Packets); Statute of Limitations: Public official City Clerk Commission /Committees - Term + 5 'Term + 5 Mag, Ppr misconduct is discovery of APPLICATIONS: SELECTED years ~~ offense + 4 years, Statewide <; guidelines propose Appointment + 5 years; GC §34090; PC ' ' §§801.5, 803c Commission (Committees - City Clerk APPLICATIONS: NOT 2 years i ~ yca[g Mag, Ppr GC §34090 SELECTED City Clerk Commission /Committees - 2 years ~ years <: Mag, Ppr GC §34090 VACANCY NOTICES Commissioner's Resource Book, Customer Service Guide, etc. When No ;When No ': Longer ' Longer `. Statewide guidelines propose City Clerk (See City-Wide: Reference Required - Requ~ed , Mag, Ppr superseded + 2 or 5 years; GC Materials: Policies, Minimum 2 Minlmu~ ~„ §34090 Procedures, Brochures, years ~ yeAra Manuals & Reports: Produced by YOUR Department) City Clerk Deeds 5 years p p Mag, Mfr, OD, Ppr S / I No GC §34090 DUBLIN, CA. ©2006 Gladwelf Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Record Series No. Records Description Retention I Disposition Comments /Reference Image: Destroy (OFR) Active Inactive I Total ' Vital? Media 1=Import Paper after (in office) CD or MFr [Zeterttian ;. Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authonty} Retentions begin when the act is completed, and imply a full file folder (e. .last document + 2 years), since destruction is norn-all erformed by file folder. Liti ation, claims, complaints, audits, endin records r nests, and/or investi ations su end nom-al rtstenfion eriods retention resumes alter settlement}, Department preference (copies); County maintains all originals Dublin Housing Authority (Agendas, Agenda Packets, Housing Records (Agendas, Minutes, 5 years S years Mag, Ppr Minutes, etc.) Consolidated Staff Reports) Action Plans are required for 5 years; 24 CFR 91.105(h); GC §34090.7 City Clerk Easements 5 years P P Mag, Mir, OD, Ppr S / I No GC §34090 Economic Interest Filings (FPPC 700 Series Forms - City Clerk Statement of Economic 5 years 2 years ; 7 years ! Mag, Ppr City maintains original Interests): DESIGNATED statements; GC §81009(e)(g) EMPLOYEES (specified in the City's Conflict of Interest code) Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC Department Preference (only OFFICIALS (elected & not required for 4 years); City City Clerk elected. InGudes City Counal Separation + 3eparatic~'t +' Mag, Ppr maintains copies only; original Members, Planning 5 years ~ yg~,~ statements are filed with FPPC; Commission Members, City GC §81009(f)(g) Manager, City Treasurer & City Attorney) Selected and Not Selected DUBLIN, CA. ©2006 Gladwell Govemrnental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record Records Description Retention I Disposition Comments I Reference Record Series No. Image: Destroy (OFR) Active Inactive / Tgti;tl Vital? Media I=Import Paper after (in office) CD or Mfr F2etet~tian ; Options M=Mfr Imaged 8 .......... S=Scan QC'd? If the record is not listed here, refer to the Retention for City-fAride Standards Retention periods also apply to DRFA records (Dou herty Regional Fire Authority) Retentions be in when the act is com feted, and imply a full file folder (e.g. last document + 2 ears), since destruction is normally ertormed b B/e folder. Liti anon, claims, com faints, audits, endin records re nests, and/or investi ations su end normal retention eriods retention resumes after settlement). Economic Interest Filings City Clerk (FPPC Form 635) -Lobbyist 7 years 7 years Mag, Ppr 2 CCR 18615(d), GC §81009(e) Reportin FPPC Form 801 (Gift to Agency City Clerk Report) /FPPC Form 802 4 years 4 years Mag, Ppr Must post on website; 2 CCR (Tickets Provided by Agency 18944.2(c)(3)(G) Report) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retentl~rt Options M=Mfr Imaged ~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wrde Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b file folder. Liti anon, claims, corn hints, audits, endin records re uesfs, and/or invesf ations su end Hamel retention eriods retention resumes after settlement . ELECTIO NS -CONSOLI DATED Campaign Filings (FPPC 400 Department preference (only 4 Series Forms): THOSE NOT years is required); Paper must be City Clerk REQUIRED TO FILE 5 years 5 years ' Mag, Ppr retained for at least 2 years; GC ORIGINAL WITH CITY CLERK §81009(b)(g) (copies) __ _ Campaign Filings (FPPC 400 City Clerk Series Forms): OTHER 7 yearn 7 years ; Mfr, OD, S After 5 years Paper must be retained for at COMMITTEES (PACs -not Ppr least 2 years; GC §81009(c)(g) sand idate-controlled) Paper must be retained for at Candidate File: Campaign least 2 years; Statewide Filings (FPPC 400 Series guidelines proposes 4 years for Forms): SUCCESSFUL Nomination Papers for successful City Clerk CANDIDATES Elected 5 years P P ' Mfr, OD, S After 5 years candidates, 2 years for unsuccessful; CA law states term ~ i I Ppr of office and 4 years after the InGudes Nomination Papers expiration of term and does not delineate between the two; EC and Candidate Statements §17100 CCP§583.320{a)(3); GC §81009(b)(g) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CIT11' CLERK Page CC-9 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive / Total' Vital? Media 1=Import Paper after (in office) CD or Mfr i~et®ntian ' Options M=Mfr Imaged 8~ `::_ , S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal edormed b file folder. Liti ation, claims, complaints, audits, endin records re nests, and/or investi ations su end normal retention eriods retention resumes after settlement . Paper must be retained for at least 2 years; Statewide Candidate File: Campaign guidelines proposes 4 years for Filings (FPPC 400 Series Nomination Papers for successful Forms): UNSUCCESSFUL candidates, 2 years for City Clerk CANDIDATES 5 years ' S years Mag, Ppr unsuccessful; CA law states term of office and 4 years after the Includes Nomination Papers expiration of term and does not and Candidate Statements delineate between the two; EC §17100 CCP§583.320(a)(3); GC §81009(b)(g) Elections -GENERAL, WORKING or ADMINISTRATION Files City Clerk (Correspondence, Precinct 5 years S years Mag, Ppr Used for a model for the next Maps, County Election election, GC §34090 Services, Candidate Statements to be printed in the '. .;: Sample Ballot, etc.) Elections -HISTORICAL Fiie ! I' _:`'::> :.: (Sample ballot, Certificate of City Clerk Elections, Copies of 4 years P P Mag, Mfr, S No Retained for Historical Value, GC Resolutions - calling the OD, Ppr (Resos) §34090 election, canvass, etc., election summary) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record Record Series No. Records Descrlptfon Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive / ! Totat Vital? Media 1=Import Paper after (in office) CD or Mfr i7etenti~tlty Options M=Mfr Imaged 8 S=Scan QC'd? If the record is not listed here, refer to the Retention for City-IA4de Standards Retention periods also ap ly to DRFA records (Dougherty Regional Fire Authori ) Retentions be in when the act is completed, and im ly a full file folder (e.g. last document + 2 ears ,since destruction is normal e-formed by file folder. Liti ation, claims, com hints, audits, endin records uesfs, and/or investi ations su end normal retention eriods retention resumes after settlement . Results or `Resultsl©r > Not accessible to the public; The 8 month retention applies after City Clerk Elections -Petitions (Initiative, Exam n tion if Ecar~anafte)b ppr election results, or final Recall or Referendum) No Election + No ~lectlon examination if no election. 8 Months ' 8 Months Applies unless a IegaUFPPC proceeding. EC §§17200, 17400 FPPC Form 510 - Statement of City Cterk Intent (If not filed in the 2 years 2 years ! Mag, Ppr GC §34090 Candidate File ELECTIONS -STAND-ALONE use In con unction with Consalldat ed elections ... records series are not re ated Department preference to be Assessment District Ballots and consistent with other types of City Cleric Protests -Prop. 218 6 mo 6 mo. Ppr ballots; Statewide guidelines proceedings propose permanent; If ~,', . _ _,.. uncontested EC §§ 17302, 17306; CA Constitution Art. XIII Ci Clerk Ballots -After Election 6 mo. ~ ma P r If uncontested EC §17302 City Clerk _ Ballots -After Recount (if 6 mo '` 8 tt'-a,> Ppr EC §17306 election result determined) City Clerk Challenged & Assisted Voters 6 mo. 6 mo; Ppr If uncontested EC §17304 List If uncontested EC §17302, If City Clerk Inspector Receipts for Ballots 6 mo 6 mo: Ppr election result determined, EC §17306 Consistent with ballots; If City Clerk Logic & Accuracy Test 6 mo. 6 rno. Ppr uncontested EC §17302, If election result determined, EC §17306 DUBLIN, CA. ©2006 Gladwell Governmental Services. Inc. - au rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Record Records Description Reterrtlon I Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive I Total ; s Vital? Media 1=Import Paper after (in office) CD or MFr ~tetetttlan Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention periods also apply to DRFA records (Dou herf Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is normal erformed b file folder. Liti ation, Gaims, com /amts, audits, endin records r uesfs, and/or investi ations su end nomtal retention periods (retention resumes after settlement). Precinct Officer Appointments, City Clerk Oaths of Office for Election 6 mo. 1 & mo. Ppr EC §17503 Night Workers City Clerk Roster of Voters 5 years S yeat5 i Mag, Mfr, OD, Ppr EC §17300 Ci Clerk Tally Sheets 6 mo. 6 mo. Ppr If uncontested EC §17304 Vote-by-Mail Applications, City Clerk Absentee Applications, Roster 6 mo. t3 ma. '. Ppr EC §17505 of Absentee Applications Vote-by-Mai I Identification City Clerk Envelopes, Absentee 6 mo. ' 0 mo., Ppr EC §17302 Identification Envelopes City Clerk Voter Index Copies used as the 6 mo ~ trn7 Ppr If uncontested EC §17304 Voting Record at Polling Places Ci Clerk . Voter Index Ori final 5 ears <>:>:~<• : P r EC 17001 End of Elections Sec tion City Clerk Ethics Training Certificates 5 years 5 yew Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; GC §§12946, 29 USC 1113 DUBLIN, CA. ©2006 Gladwell Govemrnental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Record Records Description ~ Retention /Disposition Comments I Reference Record Series No. Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr ' M~Starrtidf- : Options M=Mfr Imaged ~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retention eriods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is com leted, and imply a full file folder (e.g. last document+ 2 ears), since destruction is normal erformed by file folder. Litt ation, claims, complaints, audits, endin records nests, and/or investi ations su end normal retention eriods (retention resumes after settlement . City Clerk determines historical significance; records can address Historical Records (e.g. ' ' Mag, Mfr, a variety of subjects and media. Ciry Clerk Incorporation, City Seal, City P P OD Ppr S No Some media (e.g. audio and Song, etc.) videotape) may be limited because of the media's life expectancy; GC §34090 Housing Loans: Below Market Mag, Mfr, Yes: After 5 Department Preference; GC City Clerk Rate Loans, Resale Restriction, 5 years P P ' OD, Ppr S years §34090 et seq. Deeds of Trust, etc. Housing Loans: First Time Home Buyer Loan Program: ' Mag, Mfr, Yes: After 5 Department Preference; GC City Clerk Trust Deeds, Agreements, Title 5 years P P OD, Ppr S years §34090 et seq. Insurance, Resale Restrictions, etc. Longest Statute of Limitations is Insurance Certificates - 10 years; Conforms with City Clerk Miscellaneous that Cannot be 11 years 11 yei~rs Yes: Before Mag, Mfr, S Yes: After 5 Agreement Retention (usually Matched to a Contract or ~ Completion OD, Ppr years filed with agreement); statewide Contractor guidelines propose permanent; CCP §337 et seq.; GC §34090 Minutes City Clerk City Council and 10 years P P : Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 Dublin Information, Inc. (DII) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permissan from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Record Records Description Reterton / Disposition Comments /Reference Record Series No. Image: Destroy (OFR) Active Inactive / : ' Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retetttian Options M=Mfr Imaged 8~ S=Scan QC'd? If the recorcl is not listed here, refer to the Retention for City-ode Standards Retention periods also apply to DRFA records (Dou herty Regional Fire Authority) Retentions begin when the act is completed, and imply a full file folder (e.. last document + 2 years), since destruction is nom-al e-formed b file folder. Liti ation, claims, complaints, audits, endin records nests, and/or investi ations su end Hamel retention eriods retention resumes after settlement). City Clerk Muniapal Code Administration, 5 years S years Mag, Ppr GC §34090 Distribution, etc. Muniapal Code and History Mag, MTr, City Clerk File (always retain 1 P P ' OD, Ppr S No GC §34090 supplement) Department preference; Employees Oaths are maintained in their Personnel File; Statute of Limitations: Public official Mfr Mag Yes: After 5 misconduct is discovery of City Clerk Oaths of Office: City Council P ~' , , Ppr OD S years offense + 4 years, retirement , benefds is 6 years from last _; action; statewide guidelinffs propose Termination + 6 years; GC §36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Department preference; Employees Oaths are maintained in their Personnel File; Statute of Oaths of Office: Elected or Term + 4 !Term + 4 Mag, Mir, Yes: After 5 Limitations: Public official City Clerk Appointed Board, Commission years years OD, Ppr S years misconduct is discovery of or Committee Members offense + 4 years, statewide guidelines propose Termination + 6 years; GC §36507, 34090; PC §§801.5, 803(c); 29 USC 1113 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate a distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Record Record Series No. Records Description ReteMlon /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive / ' Total ` Vital? Media 1=Import Paper after (in office) CD or Mfr ~tet®Midi~ ! Options M=Mfr Imaged 8 S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retention eriods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions be in when the act is completed, and impl a full file folder (e.g. last document+ 2 years), since destruction is no-mall en`ormed b file folder. Liti ation, claims, com hints, audits, endin records re nests, and/or investi ations su end normal retention eriods retention resumes after settlement). City Clerk Ordinances (City Councl) P ~' ',: Yes (all) Mag, Mir, OD, Ppr S No GC §34090 et. seq. Proclamations, Certificates of City Clerk Appreciation, Commendations, 2 years 2 year.;...,;. Mag, Ppr GC §34090 Commemorations, Memoriums City, Clerk Public Records Requests / Request for Public Records 2 years ~ years Mag, Ppr GC §34090 Recordings /Tapes: Audio Recordings (City Council, State taw only requires for 30 City Clerk Public Finance Authority, 30 days 30 days Mag days; GC §54953.5(b) Redevelopment Agency, Dublin Information, Inc. (Dlq __I: _ Recordings /Tapes: Video - Department preference; Video City Clerk DVD-R Recordings of meetings P P Yes OD tapes are required for only 90 (Ci Council) days; GC §34090.7 Records Destruction Lists / Mag, Mir, Yes: After 5 Department Preference; GC City Clerk Certificates of Records P P OD, Ppr S years §34090 et. seq. Destruction Records Retention Schedules / P Mag, Mfr, Yes: After 5 G City Clerk Authorization for Amendments 10 years P OD, Ppr S years C §34090 et. seq. to Retention Schedules Resolutions City Clerk City Council and P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et, seq. Dublin Information, Inc. (DII) DUBLIN, CA. ®2006 Gladwell Governmental Services, inc. -all rights reserved Do not duplicate or distribute without prior mitten permission from GGS (909) 337-3516 Adopted: Ver. 12.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Record Record Series No. Records Description Retenion /Disposition Comments /Reference image: Destroy (OFR) Active Inactive / Total Vita17 Media 1=Import Paper after (in office) CD or Mfr IQetent3an ' Options M=Mfr Imaged >li S=Scan QC'd? if the record is not fisted here, refer to the Retention for City-Vlride Standards Retention periods also apply to DRFA records (Dougherty Regional Fire Authority) Retentions begin when the act is completed, and im ly a full file folder (e.g. last document + 2 ears), since destruction is normally performed b file folder. Liti ation, claims, complaints, audits, endin records nests, and/or investi afions su end normal retention eriods retention resumes after settlement). Ci Clerk ty Vicous Dog Hearing -Audio 30 days ' 3p da~+s : Mag Ppr State law only requires for 30 _ __ Tapes . , days; GC §54953.5(b) City Clerk Vicious Dog Hearings 5 years 45 years ' S0 yews Mag, Ppr Department Preference; GC 34090 et. se . DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. ~z.o RECORDS RETENTION SCHEDULE: CITY MANAGER D DRAFTPageCM-1 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Ima e: Inactive g Destroy (OFR) Active T~tat Vital? Media 1=Import Paper after in office (Off-site, ( ) "~i~,etl~ Options M=Mfr Imaged 8 -- OD or Mfr) `' <:»> ;>:::<:>::::>;>::>::>:: - - Ketennon eriods also a l to DRFA records (Dou he Re Tonal Fire Authoti Retentions be in when the act is com leted, and im 1 a full file folder e.g. last document+ 2 ears), since destruction is normall erfonned b file folder. Liti ation claims com taints dit di , , au s, en n records re nests and/or investi ations su end normal retention eriods retention resumes after settlement . CITY MANAGER City Manager City Council Appointments 13< Res' nations P >~~>~`~~'~<'```<~< Mag' S/I Yes: A er Department Preference; GC OD, P r QC §34090 City City Council Correspondence: When No ~>}j ~j`_ Considered transitory / Manager Invitations, Meeting Longer ~`':'?j~~> Mag, Ppr preliminary drafts. GC §§34090, Arrangements, Thank-Yous Required =fit 6252, 6254(a) City City Council Correspondence: Department Preference (Send Manager Letters Travel 4 years 4 ye~r5 = Mag, Ppr Photographs, Documents of , Significant Historical Value to City City Manager /City Clerk Chon the Ci Clerk ; GC 34090 Mana r File 4 years :;r);:y« Mag, Ppr GC §34090 City Mana r Concerns /Request Management Database CRM Database 2 years ~ ~• °` <`<' ~ : ~' : Ma g Data Fields /Records are >:•> • :~: <:: :: interrelated; GC 34090 City After Manager Customer Response Cards Summary is '<~~'~'<' Mag Prelimina drafts GC 34090 ry § Written City Mana r Customer Response Summary 2 years ~<`'_>` Mag GC §34090 City Customer Service Committee ~~~~_~~~>~~~~~ ~~.~<_» Mana r A endas, Minutes 2 years ''~'~~~rr<~ Mag GC §34090 Department Administration Files When No >;~#N~`<. City Longer '<'<i ~t~t';><< Manager (Various correspondence & Required - [(uifed?~ Mag, Ppr Department Preference; GC memoranda to Departments) Minimum 2 ~Gfitp7#~` 34090 ears . City : ` ' <> ?? ~ Mana r Dublin Pride 2 years ...... ,. ..... :: ;~: :: j~':> Mag Department Preference; GC City Mana r Friday Newsletter to Council 4 years ;:,.:.:.::........ "``''~"'~::>~'< €;~!~?i3i~[s; Mag, Mfr, SA Yes: After 34090 GC §34090 OD, P r QC DUBLIN, CA ©2006 GladweU Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) ~~~~ Options M=Mfr Imaged 8~ If the reco is not listed here, refer to the Retention for City-Wide tandards Retention eriods also a 1 to DRFA records Dou he Re Tonal Fire Autho ' Retentions begin when the act is com leted, and im I a full file folder e. . last document+ 2 ears ,since destruction is normal en`onned b file folder. Liti ation, claims, com hints, audits, endin records r nests and/or investi ations su end normal retention eriods retention resumes after settlement . Projects, Programs, Subject & When No `:':>'~I)l#t1i~lEk City Issues (Issues and/or projects will Longer Required - it*E~f;? Yes: While >~if#:;tit; Active Mag Ppr Department Preference; GC Manager vary over time - e.g. Hotels, Minimum 2 i[`i~' Issues fll'1[tE#l!l1 , §34090 Developments, etc.) . ears City Public Safety Memorial P ""` ^' >'"' ~'J*~<:'~'; Mag, Mfr, S/l Yes: After Department Preference; GC Mana r OD, P r QC 34090 DUBLIN, CA 02006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Active Inactive Image: Destroy (OFR) Off-site '~~'' ~~~`'' ` Vital Media 1=Import Paper after (in office) OD or Mfr) i~~°~ ~' ? Options M=Mfr Imaged & also apply to when the act a furl Fire +2 resumes year, lawsuit within 2 years; City complaints against peace Mana r / 9e Claims: Against the City or On Settlement + 3te1~'': Yes: Until officers within 5 years; Statute of Limitations for contracts is 4 Central Services Behalf of the Ci tY 5 years `• ~•~' '~B'~<, Settlement Mag, Ppr years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, City 34090.6' PC §832.5(b) Manager / Central Claims: Year End Loss Re Pow from ABAG 5 ears Y <»~'~'~!'~>~; Mag, Ppr Department Preference; meets . Services auditing standards; GC §34090 Department preference; Covers Statute of Limitations (insurance certificates are filed with City Contract Management: Cable N, agreement); Published Audit _ Standards-47 ears; Statute of Y Mana r / ~ C tr l Recycling, Waste Management Completion 5 ears ti~r~la#~n> ~~ Yes: Before Ma Mfr, g' Yes: U on P Limitations: Contracts & ' en a Services Original records regarding y * S y~rs .: Completion OD, Ppr S/I Completion Spec s=4 years, Wrongful Death=comp. + 5 years, management of contracts Developers=comp. + 10 years; ' Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission ~ Adopted: ver. 12.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 ~fftce of Record Record Series No. (OFR) Records Description Retention /Disposition Comments /Reference Inactive ` ` Image: Destroy Active ><`~'i8l~ Media 1=Import Paper after (Off-site, Vital? (in office) ~''~t~ittl~i~ Options M=Mfr Imaged & OD or Mfr) :<:;:~:>~::;::<>::.>.>:::<:;:: ..-~--- ..,..,.. Ketent~on enods also a I to DRFA records (Dou he Re iona/ Fire Authori Retentions be in when the act is com leted, and im 1 a full file folder e. .last document + 2 ears), since destruction is normal/ performed by file folder. Liti ation, claims, com faints, audits, endin records re nests, and/orinvesti ations su end normal ret ention enods retention resumes after settlement . City When No ::1f~'#~t~i;l~~<; Manager / Emergency Preparedness Longer `<1~et`' Yes: While Central Program: Fire Drills, Emergency Required - >Rtr< Active Mag, Ppr GC §34090 Services Exit Plans, etc. Minimum 2 ~tfi#!t>E.t1f~ Issues ears City Manager! Franchise Cable N Quarterly ` Central Franchise Re orfs /A p nnual 2 years <<'ty'it~?~<~. Mag, Ppr GC §34090 Services Reports Insurance Policies ~ Certificates (City-owned): Liability (General & Public) City Manager / Includes Certificates of Self- Yes: Before Mag, Mfr, For protection from litigation; GC Central Insurance Expiration OD, Ppr §34090 Services Cal PERS / PARS / PERA, Dental, Life Insurance, Long Term Care, `?s' ICMA. etc. ,.,..::.....,.,..,,,,.,. Claim must be filed within 1 Y'~ ~`?~'` 'i>:;: year, lawsuit within 2 years; complaints against peace City officers within 5 years; Statute of Manager / Litigation / Amicus Briefs Settlement + $il ~ ~ Yes: Until Mag Ppr Limitations for contracts is 4 Central 5 years [<'<?'. Settlement , years; wrongful death for Services construction is completion + 5 years; CCP §§ 337 et seq.; GC . _ _ ::;: §§ 911.2, 945.6, 34090, 34090.6 PC 832.5 b DUBLIN, C14 ©2006 Gladwell Govemmenial Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. 12.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5 Office of Record Record Series No. FR O ( ) Records Description Retention / Dispoaitlon Comments I Reference Ima e: Destro 9 Y Inactive Active >~~`<'~`:>t8I'~~~~ Medta 1=Import Paper after (in office (Off-site, ~ • Vital? '!te~iif~q?;t~ Options M=Mfr Imaged ~ OD or Mfr) ......................... -- - --• •- Retention eriods also a 1 to DRFA records Dou he Re Tonal Fire Autho ' ) Retentions be in when the act is com feted, and im 1 a full file folder (e. .last document + 2 ears ,since destruction is normall ertormed 6 file folder. Liti ation, claims com /aints audits, endin records re nests, and/or investi ations sus end normal ret ention eriods retention resumes after settlement . n ity Ma agar! Property Damage Claims (Reimbursement for Damage to + Payment 5 (~i~~[3ef~1 ~~• ::. Yes: Until Mag Ppr Department Preference; meets Central ty arty) Ci Pro years ~<j~i"a Payment , auditing standards; GC §34090 Services City Manager / Recycling / AB 939 Compliance 10 years ~t~~r:i,' Mag, Mfr, S / I Yes: When Consistent with City-wide standards for contract Central Services •~:~_`_::: D P r O P Inactive administration City Manager / Central Safety Committee Notes 1 year ?~'';lr>~~""' Mag, Ppr Preliminary drafts; GC §34090 Services Calif. labor Division is required City Safety: Central Safety Committee to keep their records 7 years; Manager / 5 ears y '~~"~~ P r P OSHA requires 5 years; State Central Includes Accident Reports '`'<? law r wires 2 ears• C R ~ Services 3203 b 1 GC 34090.7; LC § ()(). § 6429c Calif. Labor Division is required Cry Safety: OSHA Inspections & to keep their records 7 years; Manager / Citations, Log 200 and Log 300, 5 years ;fg Ppr OSHA requres 5 years; State Central 301 301A law requires 2 years; 8 CCR Services , §3203(b)(1), GC §34090.7; LC City Manager / ~ Solid Waste Tonnage Reports / 10 years <~`'=~'<>> Ppr Mag Department preference; GC , Central Statistics , §34pg0 Services DUBLIN, CA ®2006 Gladwell Govemmenfal Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-6 Office of Record Record Series No. Records Description Retention /Disposition Comments I Reference Inactive Image: Destroy (OFR) Active (Off-site, ~~~"'~~~''`'"?` Vitai? Medla I-Import Paper after (in office) OD or Mfr) efjt~# ;;::> Options M=Mfr Imaged & , If the record is not listed here, refer to the Retention for City-ode Standards Retention eriods also a 1 to DRFA records Dou he Re ianal Fire Autho ' Retenfions be in when the act is com feted, and im I a full file folder (e. . /asf document + 2 years), since destruction is normall erformed b file folder. Lili ation claims, com faints, audits, endin records re nests and/or investi ations su end normal ret ention eriods retention resumes after settlement . City Manager / Workers Compensation Claim ~~"`>~ ~` ""~`'~~ ~> Department preference (meets Central Runs 5 years '<`!yf? Mag, Ppr auditing standards and Services allocation formulas); GC §34090 Claims can be made for 30 Workers Compensation or years for to~ac substance City Disability Claims . ~ ~ ~ . ~ . exposure; Claims are required Mana r / ~ Se aration + p ~ ~~~ ~~ ~ '~~ `~ ~` for five years after the end of Central Includes all Accident, Incident, or 5 years 25 years ' ~~ ~''~~>x Mag, Ppr compensation, or injury, Services Injury Reports and associated whichever is longer; 8 CCR MSDS 3204 d 1 et se . 8 CCR § OO q, 10102, 15400.2; GC §§12946, 34090 DUBLIN, CA ®2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: .-- ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-7 Office of Record Record Series No. Records Descri on ~ Retention /Disposition / Comments /Reference Active Inactive Image: Destroy (OFR) Off-site `~ ~~~~' `''~ Media 1=Import Paper after ( ` ~ Vital? to office ( ) OD or MFr) _~~ Options M=Mfr Imaged ~ If the record is not listed here, refer to the Retention or City-Wrde Standards , Retention eriods also a I to DRFA records Dou he Re Tonal Fire Authori Retentions be in when the act is completed, and im !y a full file folder e.g. last document + 2 ears ,since destruction is nomta/ly erformed b file folder . Liti ation, claims, com taints, audits, endin records re nests and/or investi ations su end nom-a/ retention eriods retention resumes after settlement . ECONOMC DEVELOPM ENT Tri-Valley ,...;.:....,...,:.:;....::;:<: Convention Outside Agency Agendas, Staff When No :~1e~t' & Visitors Reports, Minutes (e.g. Tn-Valley Longer ~>'~o Mag, Ppr Non-records Bureau Convention & Visitors Bureau) Required f3ijE ' City ><'<'''`:'>;'<::`.`' Manager / Economic Working Files for Various Departments or Projects When No Longer ~ff'l~': '~>~vi~ger>?: Mag, Ppr Preliminary Drafts /Transitory Develo . Required €'.:'s~:~<€ :•:.... Records; GC §34090 et seq. City When No fT#I~[? Manager/ Working Papers: Potential Longer fLc~tg` Department Preference (If a Economic Economic Development Projects Required - ~{t~'it»< Mag, Ppr project s implemented, the Lead Develop. Minimum 2 >I~itfiiltittt~li>~. Department maintains the original); GC §34090 ENVIRON1ft~NTAL SERVI CES DUBLIN, CA ®2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: --~- ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-8 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Ac 'v Inactive Image: Destroy (OFR) tie Off-site ~ '"°~~°`~ '< Media 1=Import Paper after ~ Vital? ~ ~ rn office ( ) OD or Mfr) Options M=Mfr Imaged & If the record is not listed here, refer to the Retention for City-tide Standards Retention eriods also a I to DRFA records (Dou he Re Tonal Fire Authori Retentions be in when the act is com leted, and im ly a full file folder e.. last document + 2 ears ,since destruction is normally erfonned by file folder. Liti anon claims com taints audits di , , , , en n records r uests, and/or investi ations su end norms! retention eriods retention resumes aRer settlement . PERSONNEL ~ty When N .. . Manager / Benefit Plan Brochures & Forms o Longer ~.N~,' <` ~;y<: t~ Ma 9 PPr Non-records Personnel Required :...: ..:.: ': ~~...:: '~i[~if€ , Ci ty Classification /Reorganization When No ``~'`>~~~~•'<»~<'«>> ~StS3~j~' _;..::.. .. Bureau of National Affairs recommends 2 years for all Mans r / n Studies (for employee l Longer Required - ::?:::: <~ ~'€s> :.::.::.::. ~q~~E`~ `€ M P supplementary Personnel Perso nel c assifications and department t Minimum . _'~~ ag, pr recerds; Wage rate tables are 1 s ructures) ?!~`. or 2 years; State requires 2 10 years 'i<~ir;t years; 29 GFR 516.6, 29 CFR 1602.14, GC 12946, 34090 Bureau of National Affairs Ci ry recommends 2 years for all Mans r / 9e Personnel Compensation Surveys & Studies 2 years - ~~ > tits`` :: Y. „,:: ;,..:.:. Ma P r 9~ P supplementary Personnel records; Wage rate tables are 1 `<>'<°~ or 2 years; State requires 2 ><::>:>`~.`.>»»:::::>:>:- years; 29 CFR 516.6(2), 29 CFR 'E`"':~~:"'""`':"`:'`': 1602.14, GC 12946, 34090 All State and Federal laws City Discrimination Claims / Final ~`~~'':"`~'~`?. require retention until final Manager / Department of Fair Employment & Disposition ~'~p~SpC~;~i20r~< Mag, Ppr position of formal complaint; Personnel Housing (DEER or EEOC) Claims + 3 years >`'~'>~ ~:j~>;<. " ~ State requires 2 years after "fully "' °"~'""``' and finally disposed"; 2 CCR 7287.0; GC 12946, 34090 City When <'`~?'~ CHP audts every 2 years; Manager / DMV Pull Notices Form INF ( Su erseded P ~' ~"" tp~ci' Bureau of National Affairs Personnel 1101) or Upon « :..:n;``?! Mag, Ppr recommends 2 years for all Separation " qp~ ~ supplementary Personnel ` ~ records• GC 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. 12.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-9 Office of Record Record Series No. Records Description Retention / Dlspositlon Comments /Reference Inactive Image: Destroy OFR ( ) Active ff, Ite (O ~ <<>f[~i±[ Vitai? Media 1=Import Paper after (In office) OD or Mfr) ~;` Options M=Mfr _ Imaged $ , If the record is not listed here, refer to the Retention for Ci -Vlhde StandaMs Retention eriods also a Ito DRFA records Dou he Re Tonal Fire Authori Retentions be in when the act is com leted, and im 1 a full file folder e.g. last document + 2 ears ,since destruction is normal erformed by file folder. Liti ation, claims, com hints, audits, endin records re nests, and/or investi ations su end normal retention eriods retention resumes aRer settlement . City EEO-4 Reports and records Manager / required to generate EEO-4 report 3 years ~~€''i`5'' Mag, Ppr 29 CFR 1602.30 Personnel Self-Identification Form, etc. City Manager / Employee Newsletter 2 years ~>`?isnv Mag, Ppr GC §34090 Personnel Copies - €fp~l,i~< City Clerk Job Specifications /Job When No €<til~`Exti~r`'> Yes: Before Mag, Mfr, S Yes: After GC §34090.7 Descriptions Longer `1„CMj~~l'? Superseded OD, Ppr QC Department preference (protects »-<'~'~>>na~€? ::>:> City in the event of past :€< employee misconduct); DOJ City LiveScan Fingerprint Clearance ~"~`>~<~?°<~}'~? ><"~'><»~>•~~ ~.>.<:~°°.~.: allows retention for legitimate Manager / Lo g 50 years >~';rs;< Mag, Ppr business needs; must be Personnel i€r:`.~> maintained in a secure and `'2t' ~ confidential file; DOJ Information ~~~`? Bulletin No. 02-17-BCI1; GC§ 34090 et se Department preference; Files City ` ` maintained separately; Claims Manager / Personnel Files -Medical File all ( Se aration + P " ; ~`~;t'.` .. ' .::: ...:::.:.:. Yes: Until Ma ,Mfr, 9 S Yes: When can be made for 30 ears for Y Personnel employees) 30 years ~4k;y!`< Separation OD, Ppr Inactive toxic substance exposure; S CCR §3204(d)(1) et seq., GC 12946, 34090 DUBLIN, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission AdOPted: ver. 12.o RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-10 Office of Record Record Series No. Records Description Retention / Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site, T~Bf vital? Media 1=Import Paper after pn office) OD or Mfr) '~;e~ltly :;:_: Options M=Mfr Imaged & !f the record is not listed here, refer to the Retention for City-Vlride Standards Retention eriods also a Ito DRFA records Dou he Re Tonal Fire Authori Retentions be in when the act is com leted, and im I a full file folder e.. last document+ 2 ears ,since destruction is normal ertomted b file folder. Liti ation claims com taints audits endin records uests, and/or investi ations su end normal ret ention eriods reteniron resumes after settlement . Personnel Files -Regular, Active, Department Preference; Permanent, Non-Regular, EEOC/FLSAlADEA(Age) Temporary and Part-time requires 3 years for promotion, demotion transfer selection or City Manager / Employees Se aration + P ~'~e`"'~"`"'c`~`''} & P~~~ g , Yes: Until Ma MN 9. S Yes: After , , , dischar e' State Law r wires 2 9 eq Personnel (Includes awards, benefit 30 years 3D:~aC& Separation OD, Ppr Separation 3 years; retirement benefits is 6 enrollment forms, grievances years from last action; 29 CFR , oaths of office, performance ! 1602.31 & 1627.3(b)(ii), 8 CCR evaluations, etc.) §3204(d)(1) et seq., GC 12946, 34090; 29 USC 1113 Recruitment File /Test File Department preference; EEOC FLSA / ADEA (Age) requires 1-3 City Advertisements, Applications, years; State Law requires 2 - 3 r / Manage Brochures, Equal Employment 4 years '?CS'is' Mag, Ppr years; 29 CFR 1602 et seq & Personnel Opportunity Data, Flyers, Job ;;;;,;,;;;;;;;;,,,; ""'~ '"~' `~'"' 1627.3(a)(5) and (6), 2 CCR Announcements, Letters, .<•: ~ ' 7287.0(c)(2), 6 CCR Scantrons, Tests, Questions, §11040(7.(c)), GC §§12946, Reference Checks 34090 When No €;`€1~1ttti~tts> City Studies & Surveys Conducted on Longer >~' <~>< Department preference; GC Manager / Behalf of the City (Sick Leave, Required - 4i[i Mag, Ppr §34090 Personnel Attrition, Benefits, etc.) Minimum 2 Yp11#i; ~. ars ' City Manager / FYI: Only 2 years is W-4 Forms Separation + ::> :::::::::::::•::»>:~;, pxr%; Mag, Mfr, S Yes: After Department preference; GC Personnel re wired 7 years `{E<`€~~F»f~Yl OD, Ppr QC §34090 DUBLIN, CA ®2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. t2.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT D~~~~ge CD-1 Office of RecoM Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive (Off-site, ~~ Vital? Media 1=Import paper after (in office) OD or Mfr ) Retention Options M=Mfr Ima d S=Scan ~ QC'd? If the record is not listed here, refer to fhe Retention for City-Wide Standards Retentions begin when the act is coin leted, and im ly a full file folder (e.. last document + 2 years), since destruction is normal performed b Ble folder. Liti ation, claims, coin hints, audits, pendin records inquests, and/orinvesti ations su end normal retention eriods retention resumes after setNement . BUILDING and SAFETY CD / Buildin & g Adopted Code Books /Uniform P ; " ~` Mag' Mfr OD S / I Yes: After QC GC §50022 6 Safety Code Books (UBC, etc.) , , ppr & . Approval Address Files: Building Permits, Yes: CD / Building Permit Applications, ~ ! Mag, Finalled + Statewide guidelines propose Building & Finalled Inspection Letter, Stop P P Yes (all) Mfr, OD, S After QC permanent; GC §34090, H&S Safety Work Notices, Plot Plans, Ppr & §19850 Address Changes (All) Approval CD / Building Inspection Log / When No When Preliminary draft /transitory Building & Correction Notices /Inspection Longer l^AT1g~1';,,,, Mag, Ppr record (the Building Permit Safety Requests Required ,_'R ,'u!red:: database is OFR); GC §34090 CD / Department Preference -Data is Building & Building Permit Database Indefinite Ilrlde~rnte ' Yes (alq Mag interrelated; GC §34090, H&S Safety _ _..:: §19850 Department preference; If the appendices of the CBC are Building Plans and Construction adopted, these plans are required CD / Documents -Finalled -SINGLE to be retained for at least Building & FAMILY RESIDENTIAL - SFR Completion + Ibtfon Yes all ( ) Ma P r 9, P didmnolt ado t the a a~ndices ~~ P PIS ) Safety Calculations, Construction Plans 90 days 9b days ! Statewide guidelines propose 2 for Production Homes years for blueprints & specifications; H&S§19850; CBC §§101.2.1, 106.5, 108.4.3.1; GC §34090 DUBLIN, C/~. fl2006 Gladwell Governmental Services, Inc. -all rights reserved Do not dupNcate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of Record Record Series No. Records Description Retention / Dls osition P Comments !Reference (OFR) Active Inactive (Off~ite ~~(. Vital? Media Image: I=Import Destroy Paper (in office) , OD or Mfr) Retet~ori Options M=Mfr after Ima ed S=Scan ~ QC'd? !f the recoM is not listed here, refer to the Retention for City-Vlhde Standards Retentions begin when the act is completed, and imp! a full file folder (e. .last document+ 2 years}, since destroction is normally performed by file folder. litigation, claims, complaints, audits, endin records uests, and/or investi a6ons sus end normal retention eriods retention resumes aft er settlement . Building Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, Department Preference; Law MULTI-FAMILY DWELLINGS, requires far the life of the building CD / PLACES OF PUBLIC Ma g for commercial and common Buildin & 9 ACCOMMODATION, TENANT P P Yes (alq Mfr OD S Yes: interest dwellings; Statewide Safety IMPROVEMENTS, , , P r P After QC guidelines propose 2 years for PRODUCTION HOMES blueprints & specifications; CBC §108.4.3.1; H&S§19850, GC (includes commercial structural §34090 plans, Hazardous Materials Questionnaire, etc.) CD / Buildin & 9 Business License lications 8 APP Life of Business + 2 3 years (,i€e fl€ Business + S Mag, Mfr OD S / I Yes: Meets auditing standards; GC Safety Changes years ~~ , , Ppr After QC §34090 et seq. CD ! Renewal Cenew~l (ol' Building & Business License Renewals /Out (or Out of Qut of ' Ma g PPr Meets auditing standards; GC Safety of Business Notifications Business) + 2 ' Business +` §34090 et seq. years 2 ears _, CD / Yes Building & Business Licenses (Database) Indefinite indefinite (before Mag, Ppr Data fields are inter-related; GC Safety termination) ~ § 090 et seq. CD / Certificates of Occupancy /Job Mag Yes: Building & Cards (Commercial, 3 dwelling P 'P Yes (all) Mfr, OD, S After QC Statewide guidelines propose life Safety units or mare) Ppr & of building; GC §34090 Approval DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive b Image: ~~oY Paper (OFR) Active (Off~site, ~ ta( Vital? Media 1=Import (in office) OD or Mfr) Ret~i#ott Options M=Mfr Imaged S=Scan ~ QC'd? If the recoM is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e. .last document + 2 years), since destruction is nomral pen`omted b file folder. Liti anon, claims, complaints, audits, endin records requests, and/or investi ations sus end normal retention eriods (retention resumes al ter settlement . When No 1lil~t6tlt 1`Xo CD / Building & Code Enforcement: Building Longer Required - L~Gi~d# t~gE!8d Yes: Until ag Ppr Case is open until satisfactorily resolved (some cases are not Safety Cases (Stored in Address Files) Minimum 2 ,,; ~(;~; Resolved , resolved); CFC §104.3.4, GC ye8m ~ §34090 CD ! Building & Historical Events (Earthquakes, P P I Yes (all) Mag' Mfr OD S Yes: After QC De artment Preference; GC p Safety Floods, etc.) , , p r p & §34090 Approval CD / Buildin & Inspectors Daily Report (Work When No L n YVhBrI Nti ' Preliminary draft /transitory g Load ) ger o Longer Mag, Ppr record (the Building Permit Safety Required ,,, .., t1i!` ;: database is OFR); GC §34090 CD / ,: Mag, Yes: Building & Plan Check Comments P ~ Mfr OD S After QC Department Preference; GC Safety , , ppr & §34090 Approval CD / Building & Reports: Annual Historical P ~ P Mag' Mfr OD S Yes: After QC De artment Preference; GC p Safety Reports of Building Permit Activity ' , , ppr & §34090 Approval CD / Reports: Monthly and Periodic Building & Reports of Building Activity 5 years 5 years Mag, Ppr GC §34090 Safety (Dodge Reports, etc.) DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rig Ms reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: .i~/ Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of Record Record Series No. Records Description Retention / Disposition Comments /Reference Image: Destroy (OFR) Active Inact(ve (Off-site, .~~ Vital? Media 1=Import Paper after (In office) OD or Mfr) Retert ' Options M=Mfr Imaged S=Scan & QC d? !f the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b file folder. Liti ation, claims, com hints, audits, endin records uesfs, and/or investi ations su end normal retention eriods {retention resumes after settlement . HO USING Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for After After ,: Grants to Local Governments is 3 Funding Ftutdxag Yes: years from expendture report or CD / Housing and Commercial Agency -:tlcy Mag, After QC final payment of grantee or Housing Programs: Grants / CDBG 2 years Audit, if 1)~.,i# : ; ~> - ~ Mir, OD, S / I i£ subgrantee; statewide guidelines Required - ;#qir;~.;;> ' Ppr Approval propose 4 years; 21 CFR 1403.36 Minimum 5 :l~l~'I#iRl?i)1EIi? :...:....:.:..:....::....... & 1403.42(b); 24 CFR 85.42, years lit s 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 ', CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Ciralar A-133; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of Record Record Selves No. Records Descri on ~ Retention /Disposition Comments /Reference Inactive Image: Destroy Paper (OFR ) Active (Off~site, Total , Vital? Media 1=Import after (in office) OD or Mfr) Rebatltior- Options M=Mfr Imaged S=Scan &QCd? If the record is not listed here, refer to the Retention for City-ode Standards Retentions be in when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal performed by file folder. Liti ation, claims, complaints, audits, endin records r nests, and/or investi ations su end normal refention eriods retention resumes aRer settlement . ;', Department Preference -City Cleric maintains agreements (terms restrict use for first sale after 55 years); Uniform Admin. CD / H i First Time Home Buyer Loan Ma Yes: Requirements for Grants to Local ng ous AND Program Unit Sold + 5 unit Sdtd + ~ Mfr OD S / I After QC Governments is 3 years from Ci Buyer Files, Promissory Notes, years greats , , Ppr & expenditure report; HUD requires ty Clerk Trust Deeds, etc. (copies) Approval 3 years from the final expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Department Preference -City Clerk maintains agreements (terms restrict use for first sale after 55 years); Uniform Admin. CD / Housing Inclusionary Unit Housing Buyer Files Resale Restriction Unit Sold + 5 Unit Sold * 5 Mag Yes: After QC Requirements for Grants to Local Govemments is 3 years from AND City Clerk , Agreements (copies) ears y years Mfr, OD, P r p S / I & expendture repork HUD requires Approval 3 years from the final expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR ... " 97.42, GC §34090 DUBLIN, CA. ©20o1i Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.o RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Image: Destroy (OFR) Active Inactive (Off-site, ~~ Vital? Media 1=Import Paper after (in office) OD or Mfr) P~ Options M=Mfr Imaged 3=Scan ~ QC d? If the record is not listed hen:, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b file folder. Lifi ation, claims, com taints, audits, pendin records nests, and/or investi ations su end normal retention eriods retention resumes aft er settlement . Uniform Admin. Requirements for Grants to Local Governments is 3 Yes: Years from expendture report; CD / Loan Programs (Deferred loans, Loan Pay-off - Loan Pad Mag, After QC HUD requires 3 years from the Housing Promissory Notes, Trust Deeds, + 5 years * ~ years Mfr, OD, S / I & final expenditure report; statewide Low Interest Loans, etc.) Ppr Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & `i - 570.502(b); 29 CFR 97.42, GC §34090 Department Preference (terms restrict use for first sale after 55 years); Uniform Admin. Yes: Requirements for Grants to Local CD / Lov~lncome Buvers Housing Mag, After QC Governments is 3 years from Housing Qualifications (Provided by P ! P Mfr, OD, S / I & expenditure report HUD requires Developers) Ppr Approval 3 years from the final expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of Record Record Series No. Records Description Retention / Disposition Comments /Reference Image: troy (OFR) Active (~ ite, '~otat Vital? Media 1=Import after (in office) OD or Mfr) ReLerttEOn::: Options M=Mfr Imaged S=Scan 8~ QC'd? If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is norn-ally pertormed by file folder. Liti ation, claims, com taints, audits, endin records uests, and/or investi ations su end normal rr~tention eriods (retention resumes af ter settlement). Department Preference; Uniform Admin. Requirements for Grants to Local Govemments is 3 years Lov~lncome Rental Housing ' Mag, Yes: from expenditure repork HUD CD / Qualifications (Provided by 5 years years :'. Mfr, OD, S / I After QC requires 3 years from the final Housing Developers) Ppr & expenditure report; statewide Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Uniform Admin. Requirements for Grants to Local Governments is 3 D ~' Yes: years from expenditure report; Hou s n g Performance Deeds of Trust - Loan P ay-off Loan Pay-off Mag, Mfr OD, S / I After QC HUD requires 3 years from the final expenditure report statewide AND Ci Cl k (copies) + 5 years + ~ years.:::: , Ppr & guidelines propose 4 years; 24 er ty Approval CFR 85.42 ~ 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 12.o RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy Paper (OFR) Active (Offslte, Total Vital? Media 1=import after (in office) OD or Mfr) Retention !! Options M=Mfr Imaged S=Scan & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is nomrally pertormed by file folder. Liti ation, claims, comp/ainfs, audits, ending records nests, and/or invesf ations su end normal retenBon eriods retention resumes alter settlement). Department Preference; Uniform Admin. Requirements for Grants to Local Governments is 3 years CD / Reports of Rentals /Income 5 years 5 years Mfr OD S / I Yes: After QC from expendture report HUD requires 3 years from the final Housing Qualifications for Renters , , Ppr & expenditure report; statewide Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Department Preference; Uniform Admin. Requirements for Grants to Local Govemments is 3 years CD / Reports of Sales for Inclusionary P ; Yes: After QC from expenciture report; HUD requires 3 years from the final Housing Units P Mfr, OD, Ppr S / I & expenditure report; statewide Approval guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), 8~ 570.502(b); 29 CFR 97.42, GC §34090 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.o RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of Record Record Series No. Records Description Retention / Disposition Comments /Reference Image: Destroy {OFR) Active Inactive Off~site, Total vital? Media I=Import Paper ((n office) OD or Mfr) Retention ' Options M=Mfr imaged S=Scan ~ QC'd? Jf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.. last document + 2 ears), since destruction is normal e-formed b file folder. Liti ation, claims, com taints, audits, endin records re nests, and/or invesfi afions su end nom-al retention eriods retention -~sumes after settlement). PLA NNING Yes: CD / Annexations 5 years P ~' Mfr OD, S After QC Department Preference for Planning Ppr & historical purposes; GC §34090 Approval CDD2A (Community Mag Yes: Department Preference (all staff CD / Planning Development Director /Zoning 2 years 2 years Yes (all) , Mfr, OD, S After QC & reports are maintained Permanently in the Planning Administrator) Agenda Packets Ppr Approval Project files); GC §34090.7 CD / CDD/ZA (Community ! Department preference; State law Planning Development Director /Zoning 6 months B months ' Mag only requires for 30 days; GC Administrator) Audio Recordings §54953.5(b) CDD2A (Community Notes taken to faalitate the CD / Development Director /Zoning P ?' P Yes Mfr OD S No writing of the minutes can be Planning Administrator) Minutes 8~ , , Ppr destroyed after minutes have Resolutions been adopted; GC §34090 et seq. Census When No When (~ ' Mag, Census Bureau is OFR - non- Bureau Census, Demographics Longer , Langer Mfr, OD, records; GC §34090 et seq. Required Re uiretf ppr When No Wttien No_' CD / Code Enforcement: Planning Longer Longer ' Yes: Until Case is open until satisfactorily Planning Cases Required - Requrr8d Resolved Mag, Ppr resolved; CFC §104.3.4, GC Minimum 2 Mgirtwitt ~.! §34090 ears is DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Office of Record Record Series No. Records Description Retention / Dis osition P Comments I Reference (OFR) Active Inactive Off~ite ( 'Cotal Vital? Media image: 1=Import Destroy Paper (in office) OD or Mfr) RetBnticd'r ;_ Options M=Mfr after Ima ed g S=Scan , 8~ QC d? If the reco-d is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full trle folder (e.g. last document + 2 years ,since destruction is norma/ty pertormed by file folder. Liti ation, claims, com /amts, audits, ndin records nests, and/or investi ations su end Hama/retention eriods (retention resumes after settlement). Environmental Determinations: Environmental Impact Reports Usually filed in the project file; CD / (EIRs), Negative Declarations, Maintained In `';#~~ ~` Mag Yes: Final environmental Planning etc.) Plannin 9 !IOrtih1~ Mfr, OD, S / I After QC determinations are required to be " Project Files Pis PPr & kept a reasonable period of Inside City Boundaries or royal App time"; 14 CCR §15095(c); GC Sphere of Influence §~0~ Environmental Determinations: Environmental Impact Reports __ CD / (EIRs), Negative Declarations, When No pn No ! Non-records; EIRs and Negative Planning etc.) Lon er 9 I»tutger Ppr Declarations within the Ci ty Required Requueet Boundaries are with the project Outside City Boundaries or file Sphere of Influence General Plan, Elements and Yes: CD / Planning Amendments; Zoning Ordinance Text Amendments Zoning Map P p Yes (all) Mfr OD, S / i After QC Department preference (copies); , Updates, etc. Ppr & Approval GC §34090.7 CD / Pl i Master Plans, Specific Plans, P p Mag, Mfr OD g Yes: After QC Department Preference; GC ann ng Bikeway Plans, amendments, etc. , , & §34090 Ppr Approval PIa D n 9 Misc. Planning Studies P P Yes (ail) Ma Mfr, OD, S Yes: After OC Department Preference; GC Ppr & §34090 Approval DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 OfFlce of Record -- Record Series No. Records Description Retention /Disposition Comments /Reference _ Image: Destroy (OFR) Active Inactive (Offrsite, Total Vital? Media 1=Import Paper alter (in office) OD or Mfr) ReLarttion Options M=Mfr Imaged S=Scan ~ QC'd? If the record is not listed here, refer to the Retention for City-IAhde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is nom-a/ty performed b file folder. Liti ation, claims, com hints, audits, endin records n; uests, and/or investi ations su end Hamel retention eriods retention resumes al ter settlement). Ma g Yes: Department Preference (all staff CD / Planning Commission Agenda 2 Years ~ yearg Yes (all) ' M D, S After QC reports are maintained Planning Packets Pp & Permanently in the Planning Approval Projed files); GC §34090.7 CD / Planning Commission Audio 6 months E£ pttomiFf* Mag Department preference; State law only requires for 30 days; GG Planning Recordings §54953.5(b) Mag Notes taken to facilitate the CD ! Planning Commission Minutes & P f' Yes , Mfr OD S No venting of the minutes can be Planning Resolutions , , Ppr destroyed after minutes have been adopted; GC §34090 et seq. Plannina Proiect Flies - Department Preference; Projects Aaaroved Permanent have a 2 year vesting (applicant Entitlements must pull permit within 2 years) -- '' those applications in which the (Includes Associated CE(]A applicant does not follow through Noticing, Public Noticng, Mag, Yes: with permit may be destroyed CD / Environmental Determinations, Projed P ~' ~ Yes Mfr OD S After QC after the vesting period has Planning Staff Reports, Plans & Maps) Completion . , , Ppr & expired. Department maintains Approval complete files for administrative Examples: Conditional Use Permits purposes; Final environmental (CUPs), Design Review, Lot Line determinations are required to be Adjustments, Parcel Maps, Planned kept a "reasonable period of Developments (PD), Pre-Applications, time"; 14 CCR §15095(c); Zone Changes, etc. GC§§34090, 34090.7 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 14dOpted: ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12 Office of Record Records Description Retention / Dtspositlon Comments I Reference Record Series No. Image: Destroy Active Inactive 7ctai Media 1=Import Paper (OFR} (in office) (Off~ite, ~ Vital? Options M=Mfr after OD or ~ S=Scan Ima ed ~ QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and impl a full file folder (e.g. last document+ 2 ears), since destruction is nom-all performed by file folder. Liti ation, claims, com hints, audits, endin recorris nests, and/or investi a6ons su end normal retention eriods retention resumes af ter settlement . Planning Protect Files - Department Preference; Projects Unapproved & Expired have a 2 year vesting (applicant Permanent Entitlements must pull permit within 2 years) - thoseapplications in which the (Includes Associated CEQA applicant does not follow Uvough Noticing, Public Noticing, with permit may be destroyed CD / Planning Environmental Determinations, 10 years ` 10lyaarti ' Mag, Ppr after the vesting period has expired. Department maintains Staff Reports, Plans & Maps) complete files for administrative F~camples: Conditional Use Permits °~ purposes; Final environmental (Cups), Design Review, Lot Line determinations are required to be Adjustments, Parcel Maps, Planned kept a "reasonable period of Developments (PD), Pre-Applications, time"; 14 CCR §15095(c); SDR Waiver, Zone Changes, etc. GC§§34090, 34090.7 CD / Project Log Indexes / Mag, Yes: After QC Department Preference; GC Planning Spreadsheet /Binders of HistorYC P ' P Yes Mfr, OD, S / I & §34090 Actions Ppr Approval Regional Organizational Studies When No When Nd CD / & Programs where other Longer Lange Mag, Ppr Non-records; GC §34090 et seq. Planning Agencies are the Lead (e.g. Air Required . Requlte~! Quality Studies, etc.) DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ~f ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-13 Office of Record Records Description Retention /Disposition Comments !Reference Record Series No. Image: Destroy Active Inactive 7c#tat Media 1=Import aa per (OFR) (in office) (Off~ite' fZetB#~EiiMt Vrtai? Options M=Mfr R . OD or Mfr) S=Scan Imaged 8 QC'd? If the recorcl is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full rte folder (e. . last document+ 2 ears), since destruction is nom-ally performed b file folder. Liti ation, claims, complaints, audits, endin records m uesfs, and/or investi ations su end normal retention eriods (retention resumes af ter settlement). Temporary Permits Temporary uses; Department CD / Banner Permits Temporary Use Expiration + 2 Fxpit~fon +' Yes Mag, Ppr maintains complete files for Planning , Permits, Balloon Permits, Outdoor years 2 years administrative purposes; GC§§34090 Sales Events, etc. When No When No :': Longer Lcjnger Department Preference (Finance CD / Trust Accounts for Developers: Required - ;;Rerrj~l~d,,; Mag, Ppr is the OFR for all fiscal Planning Correspondence Minimum 2 'M~1i~l~'lk~E~s transactions); GC §34090 ears <::<:.:iit:~'s DUBLIN, CA. ©2006 Giadwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver 3.0 RECORDS RETENTION SCHEDULE -FIRE a D ~~~~ Page F-1 Office of Record • ~ Records Descri ton Record ! Series No. I p Retention / Disposition Comments /Reference OFR) Active Inactive ";<=<s;'I'v#~I° Media Image: _ I-Im ort p Destroy Paper (in office) (Off-site, OD or Mfr) ~~ ~ •~~ ~ i~fe~e~~~ft~ Vital? Options M=Mfr after S=Scan Ima ed & 9, !f the record is not listed here, refer to the Retention for Ci -ode Standards Retentions begin when the act is completed, and impl a full file folder e. .last document + 2 ears ,since destruction is normal/ erformed b file folder . Litt ation, claims, corn /aints, audits, endin records r nests, and/or investi ations sus end normal retention eriods retention resumes after settlement . - Department preference (Fire s#aff Business Inspection Files conducts the inspection at least When No ~>~kft~n`2> every 4 years, other years it is a Fire Citations, Inspections, Notice of Longer ><~I_tsr~t Mag, Yes: self-inspection); California Fire Violations, Self-Inspections, Use Re uired - q <#~6!~#>„'`:; Mfr, OD, S/I After 5 Code requires 3 years; Allows the Permits (pumpkin lots, Xmas tree Minimum 4 ~Vlltti#1lItiltCk4[ Ppr years removal and purging of these lots, Weed Abatement) years ~ <~>Y~~:1<<, records in the event the address file is too large; CFC §104.3.2, _-_ `'<~~ <>?«z>. 104.3.4, GC 34090 Comm. When No ";.`g'~. Develop. / Conditions of Approval Longer >~~ `'~#~fyi(' Mag, Preliminary Drafts or Copies; GC Buildin - R uired ~ >F~~: arced:": PPr §34090 et seq. Fire Code Permits /Special Event <;<<''; ire Permits (assembly permits, candle Iration + ~p~ ~~ ~ . ~ . fi lpfir~fi Yes. Ma , g ermits, tent ermits, fire h Brant P P Y 2 ears Y ;,. ,. ~~ s~~`'> Before Ppr GC §34090 use, o en flame, fireworks, etc.) . .:. Event Fire Fireworks Stand Ins ections P 2 ears Y .....:.,_,..,';.'.,.<a:: '~f'~BTg'"-> Mag, GC §34090 P r Fire Plan Checks: Alarm Plans and When No Longer «U':It~r 1~[tr<. ':>~)«Q~1t~~P~ Mag, Mfr OD S/I Yes: After 5 preliminary drafts; GC §34090 et Sprinkler Plans, UG -Fixed Re uired ue~€'. , , P r ears se q When No "`~Q~i Fire Public Information /Education Longer Required - ~'~'~~rter><` ~QLd Mag, Department Preference; GC (when produced internally) Minimum 2 Nt)i~iititciuii ppr §34090 ears DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Oo not duplicate or distribute without prior written permission Adopted: ver. s.o RECORDS R EN I E: PAR S& CO M N V E ®D ~ a-ge P&C~-1 ET TON SCHEDUL K M U ITY SER IC S Office of Record _ Record Series No. Records Description ___ Retention /Disposition Comments /Reference Image: Destroy (OFR) ~ Active Inactive (Off-site, OD Tota# Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr or Mfr) _.._ _. S=Scan imaged 8~ , if the record is not listed here, refer to the Retention for City-W ide Standards Retentions begin when the act is completed, and imply a full file folder e.g. last document + 2 ears), since destruction is normall performed b file folder. Liti ation, claims, com taints, audits, endin records re uests, and/or investi ations sus end normal re tention eriods retention resumes after settlement . When No tn~itefs f+Jo: Parks & Activity /Program /Special Longer Lodger Department Preference; GC Comm. Events /Cultural Art Files Required - Required ~ Mag, Ppr §34090 Services Minimum 2 Minimum Z'' - __~ars - _`__-- ° ears. ; Agendas, Agenda Packets, ' Meeting Notices When No When No Parks & ! Commission & Committees: Parks ~ Longer !Lohger Brown Act challenges must be Comm. ! I & Community Services Required - Required - ', Mag, Ppr filed within 30 or 90 days of action; Services ~ Commission, Heritage &Cultural Minimum 2 Mitt#mum 2. GC §§34090, 54960.1(c)(1) Arts Commission, Senior Advisory years years Committee, Youth Advisory Committee, etc. _ Complies with City Standards; Published Audit Standards=4-7 years; Statute of Limitations: Cemetery Intemment Yes: Contracts & Spec's=4 years, Parks & Administration Records Completion + Yes: Mag, Mfr, Upan Wrongful Death=comp. + 5 years, Comm. (Administration, death Completion 5 years 5;ye~rs '' Before l i OD, Ppr S/l Completio Developers=comp. + 10 years; id li S id Services certificates, event scheduling, Comp et on nes propose tatew e gu e etc.) n termination + 5 years; Errors and Omissions does not applied; CCP ~ §§337. 337.1(a), 337.15, GC ' 34090 __ Parks & _ Cemetery Intemment Records ~' Mag, Mfr, S / I Yes: 1 No specific time period mentioned Comm. (Plot location, date of receipt P OD, Ppr year in law; HS §§8330, 8331 Services and internmen etc. Parks & Cemetery Plot Ownership P P Mag, Mfr, S / I Yes: 1 No specific time period mentioned Servi es Records `'. OD, Ppr year in law; HS §§8330, 8331 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. s.o RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-2 Office of Record Records Description Retention 1 Disposition Comments /Reference Record Series No. image' Destroy Active Inactive Totat Media 1=Import Paper (OFR) (in office) (Off-site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & I ~ If the record is not listed here, refer to the Retention for City-W ide Standards Retentions begin when the act is completed, and impl a full file folder (e.g. last document + 2 ears ,since destruction is normall erformed b file folder Liti ation, claims, com taints, audits, endin records re nests and/or investi ations sus end normal retention eriods retention resumes after sett/ement . Parks & Mag, Mfr, Yes: 1 No specific time period mentioned Comm. Cemetery plots, plans P ~ OD, Ppr S / I year in law; HS §§8330, 8331 Services Department preference; Covers '' ''' ` Statute of Limitations for Contracts (errors and omissions does not I Yes: a I Published Audit Pp y)' Contracted Service Agreements Parks & Yes: Standards=4-7 years; Statute of `(Course Instructors, Comm Completion 5 years Completion + Before Mag, Mfr, S/l Upon , Limitations: Contracts & Spec s=4 . Entertainment, Independent Services I i 5' years - Completion OD, Ppr Completio + years, Wrongful Death=comp. 5 Contractors) I ~ n years, Statewide guidelines I propose termination + 5 years; i CCP §§336(a), 337 et. seq., GC 34090 Parks & ' Comm. Employee Work Schedules 2 years ~ years Mag, Ppr GC §34090 Services Parks & Fundraising, Donations, Comm. Sponsorships (letters, forms, 2 years 2 years Mag, Ppr GC §34090 Services invoices ;>''_ Minutes and Bylaws ' Parks & Commission ~ Committees: Parks Notes taken to facilitate the writing & Community Services P P Yes Mag, Mfr, S/I Yes: After of the minutes can be destroyed Comm. Commission, Heritage 8 Cultural OD, Ppr 10 years after minutes have been adopted; Services I Arts Commission, Senior Advisory GC §34090 et seq. Committee, Youth Advisory Committee, etc. Parks & Comm ! Program Evaluations / When No Longer thfhett Nb ;~-c~gei ' Mag, Ppr Preliminary drafts /Transitory . Services Customer Satisfaction Surveys Re uired #'te urged; ` records; GC §34090 DU B L{N, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. s.o RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-3 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Image: Destroy Active Inactive Totai Media 1=Import Paper (OFR) ~ (in office) (Off-site, OD Retention Vital? Options M=Mfr after or Mfr) S=Scan Imaged & If the record is not lisfed here, refer to the Retention for City-W ide Standards Retentions begin when the act is com leted, and imply a full file folder e.g. last document + 2 ears ,since destruction is nomtall erformed b file folder. Liti anon, claims, com taints, audits, endin records re nests, and/orinvesti ations sus nd normal re tention eriods retention resumes after settlement . Parks & Comm. Public Art -Unaccepted 2 years .' 2 tears Mag, Ppr GC §34090 Services proposals Parks & Quarterly Recreation Guide / ' Department Preference; GC Comm. Seasonal Program Brochures i 2 years P #' Mag, Ppr §34090 Services ', Program FI ers -Parks &- ~ --- -- -- ~ Data fields are inter-related; GC Comm. ;Recreation Database Indefinite Indefinite Mag, Ppr §34090 et seq. Services , 'Registration Forms /Waivers Yes: Parks & and Release of Liability Forms / During Comm. Permission Slips (Field Trips, 2 years Z,years Class or Mag, Ppr GC §34090 Services Authorization to give medicine, Program etc. Partici ant Rosters Parks ~ Rental Facility Application Yes: Comm. 2 years °` Z'years Before Mag, Ppr GC §34090 Services ,Includes Insurance Certificates for Event the Event ~ Resolutions Parks & Comm Commission & Committees: Parks & Community Services p P Yes Mag, Mfr, S Yes: After GC §34090 et seq. . Services I Commission, Heritage & Cultural OD, Ppr 10 years , Arts Commission, Senior Advisory Committee, Youth Advisory ~ Committee, etc. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. s.o RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-4 Office of i Record Records Description Retention !Disposition Comments /Reference Record I Series No. _~ ~_-- I Image: Destroy (OFR) ~ Active Inactive (Off-site OD .Total Vital? Media 1=Import Paper after ' (in office) or Mfr ) Retention : Options M=Mfr ima ed 8~ g S=Scan , If the record is not listed here, refer to the Retention for City-W ide Standards Retentions begin when the act is com /eted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally erformed b file fo/dei Liti ation, claims, com taints, audits, endin records re nests, and/or investi ations sus end normal re tention eriods retention resumes after settlement . Department preference (Courts Police / treat volunteers as employees); Admin. OR Volunteer /Unpaid Intem Inactive / Inactiv~i >; ~ EEOC/FLSA/ADEA (Age) requires Parks ~ Applications & Agreements - Separation + Sepbratt~n ~ Ppr 3 years for promotion, demotion, Comm. ' Successful 3 years 3 years ?z transfer, selection, or discharge; Services ~ 29 CFR 1602.31 & 1627.3(b)(ii), ~ GC 12946, 34090 ________ ___ _ _ Department preference (Courts Police / Volunteer /Unpaid Intern treat volunteers as employees); Admin. OR Applications & Agreements - EEOC/FLSA/ADI=A (Age) requires Parks & Unsuccessful or Pending 3 years 3`years Ppr - 3 years for promotion, demotion, Comm. transfer, selection, or discharge; Services Applicants 29 CFR 1602.31 & 1627.3(b)(ii), GC 12946, 34090 Parks & Youth /Adult Sports -Score When No 'When No- < Preliminary drafts /Transitory Comm. Sheets, Game Schedules, Longer Longer Mag, Ppr records; GC §34090 Services Standin s Re uired Re ui~t;:,,` DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: n ver.6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES ~ DRAFT Page PD-1 Office of Record Records Descri on Record Series No. ~ Retention I Dispositlon Comments I Reference Inactive Image: Destroy Active <>~!;'~a#~1~'; Media 1=Import Paper after (OFR) (Off-site, :.> Vital? (in office) ;f#$#iDn Options M=Mfr Imaged 8 OD or Mfr) :;:<::<::>::»:::::<:::;<::<:;;: ,.-^--- ..,...^ rtetennons be in when the act is com /eted, and im 1 a full file folder e.. last document + 2 ears ,since destruction is norma// erformed b file folder. Liti anon, claims, com hints, audits, endin records n; nests, and/or investi ations sus end normal retention eriods retention resumes after settlement . ADMINISTRATIO N WHE E ARE INTERNAL Police ! Admin AFFAIRS ! COMPLAINTS Community Survey Summaries 6 ears y €f'~<``~<<_~ X Ma P 7 g, P De artment reference P P , GC . ««:<: •>:.»::<»<:.>:.>: §34090 FROM THE PUBLIC? Police ! Ad i Contractor Background Checks Separation + Otis: ~" Mag Ppr Department preference; GC m n. 2 ears <~ i5" , 34090 Police ! Admin. Detention Logs 2 years ~ yt±~g Mag, Ppr GC §34090 et seq. Police / Admin Drug Buy Money -Tracking Log 5 years ~~> ' l<~litt Mag, Ppr Department preference; GC § . 34090 et se . Police / Admin. False Alarm Notices 2 years • s<:<:<:<:::<>: ';»~<y: Mag, Ppr GC §34090 et seq. Police / Admin License /Permit Files Expiration + Ipll`~'fl~?1'# ::..~ ~ '~ '' Mag, Ppr GC §34090 et seq. . 2 ears _ > ;ea:::? Police / Neighborhood Watch & 5 years ' ~"''~`'~'`' ~` '~1 Mag Ppr Department preference; GC Admin. Merchant Alert Newsletters , 34090 Police / Parking Citation Administrative ' ~"~`~~'~~~`~~'~<_~> Admin. Reviews 2 years ~`:~;?; Mag, Ppr GC §34090 et seq. Police / Admin. Press Releases 2 ears y ~`~~•: ~~~ ~' ~~` „Y'>:<' Ma , P r 9 P GC 34090 et se . § q Police / Ad i Reports: Annual 5 years "' ~""<>" P sM1~?!<_s~'' Mag, Ppr Department preference; GC n. m 34090 Police / Reports: Crime Analysis, When No Longer €<~(I1~[~IVA< • ~ ~ ~:• ~•<>::: ~<<1E#?i'#g~C?s ss Mag Ppr Preliminary Drafts /Transitory Admin. Workload Indicator Reports Re wired > >~fte`"~iis~sl , Records; GC §34090 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -al! rights reserved ~ Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. s.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-2 Office of Record Records Description Retention I Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, s<`Cj#9i1'> - •° ~~ E€~8 Vital? Media O ti 1=Import Paper after I d & (in office) OD or Mfr) ~ :: .................... . p ons M=Mfr mage , If the record is not listed here, refer to the Retention for Ci -Wide Standards Retentions be in when the act is com leted, and im 1 a full file folder e.. last document + 2 ears ,since destruction Is normal! erformed b file folder. Liti ation, claims, com taints, audits, endin records re nests, and/or investi ations su end normal retention eriods retention resumes after settlement . When No >a~~f~i~C; Police / Longer i€~€tJ~>s ` Admin Research Projects Required - €#:''~ 41~ Ppr GC §34090 et seq. . Minimum 2 MItr4~iF~'~' .......................... ........................... ears Transitory records not retained in Police / Security System Log /Printouts 6 months ?'>$~t~l)1'~l'1~'<~ Mag, Ppr the ordinary course of business; Admin. GC 34090 et se . Police / Shift Assignment Logs When No Longer >>YUt)~hnit<>? :.... ~,gE'; Mag, Ppr Preliminary Drafts /Transitory Admin. Re uired '(~': Records; GC §34090 et seq. Police / Special Events & Specal 5 years "~"~`'~~"~" ~~' s<>~>Y~'~ Mag, Ppr Department preference; GC Admin. O erations Re rts 34090 Police / Vacation House Checks When No Longer <i:19f`I.I~E~3>< <:: <t(~Ga'f~~1> Mag, Ppr Preliminary Drafts /Transitory Admin. Re uired ~[':` "'~~~( Records; GC §34090 et seq. Life of '>t€~i<~ Department preference; CHP Potice / Vehicle Maintenance History, Equipment ~I)#lit Mag Ppr requires life of vehicle; OSHA Admin. Warrantees, etc. or Vehicle + G'~,~i'~'. , requires 1 year, 8 Ca. Code Reg. 2 ears ~~<':~`'"''g<€'.?i 3203 b 1 ; GC 34090 Those videos that are determined to be evidence retained for the Police / Video Recordings -Mobile 1 year >'~'<''<>['~~' Ma g same ten h of time as the crime 9t Admin. Audio Videos (MAV) report (see crime reports for legal citations); GC §34090.6 et seq. Police / Video Recordings -Public When No <~fi~<.:..;" Does not record "regular and " Admin Areas, Parking Lots, Parks, Longer «ia~'8t'? ~ " Mag ongoing operations ; GC §34090 . Re uired ~~ ~<1~8° ° et se . Police / Visitor Los 9 2 ears Y ~€<'~e~rs Y Ma P r 9, P GC 34090 et se . § q Admin. ::: ,:::..<:::.::..... DUBLIN, C~1. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909} 337-3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-3 Office of Record Records Description Retention /Disposition Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off~ite, «'<<o'? ~~> •• Vital? Media I-Import Paper after (In office) OD or Mfr) <F~81DR~ ......................... Options M=Mfr Imaged 8 if the recoM is not listed here, refer to the Retention for City-ode Standards Retentions be in when the act is com leted, and im I a full file folder (e.g. last document + 2 ears ,since destruction is nomtall erformed b frle folder. Lifi ation, claims, com hints, audits, endin records re uests, and/or investi ations su end normal retention er iods retention resumes after settlement . Department preference (Courts Police / treat volunteers as employees); Admin. OR Volunteer! Unpaid Intem Inactive / 'l3~~tu~'#~' EEOC/FLSAIADEA (Age) requires Parks & Applications & Agreements - Separation + is Ppr 3 years for promotion, demotion, Comm. Successful 3 years ~~ transfer, selection, or discharge; Services 29 CFR 1602.31 & 1627.3(b)(ii), GC 12946, 34090 --- Department preference (Courts Police / Volunteer /Unpaid Intem treat volunteers as employees); Admin. OR Applications & Agreements - EEOC/FLSAlADEA (Age) requires Parks & 3 years 3 y>*~s Ppr 3 years for promotion, demotion, Comm. Unsuccessful or Pending transfer, selection, or discharge; Services licants 'gyp 29 CFR 1602.31 & 1627.3(b)(ii), GC 12946, 34090 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: Ver. s.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-4 Office of Record Record Series No. Records Descri on ~ Retention /Disposition Comments /Reference Inactive Image: Destroy {OFR) Active Totat Media 1=Import Paper after Off-site Vita11 , m office { ) Re#ett~~n.; O bons M-Mfr Ima ed ~ OD or Mfr <::;.< p - 9 ) If the record is not listed here, refer to the Retention for City-ode Standards Retentions be in when the act is com leted, and im 1 a full fife folder e. .last document + 2 ears ,since destruction is normal! erformed b file folder . lati anon, claims, com Taints, audits, endin records re uests, and/or investi ations su end normal retention eriods retention resumes aftersett/ement . EVIDENCE County Sheriff Ali Evidence Records ursuant to €pi(FSta~ith)`t'tY ~ " "' Ma ,Mfr, 9 S/M/I Yes: After Contracted with the Sheriff; GC Sheriff `?~>S`~1j~(~1~~'>~ OD, P r QC §34090 et seq., 26202 DUBLIN, CA. ©216 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. 6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-5 Office of Record Record Series No. Records Descri on ~ Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site, ~°~ Vital? Media 1=Import Paper after (in office) OD or Mfr) Retentioo Options M=Mfr Imaged ~ If the record is not listed here, refer to fhe Retention for City-ode Standards Retentions be in when the act is com feted, and im 1 a full file folder (e.. last document + 2 ears ,since destruction is normal ertormed b file folder . Liti anon, claims, com faints, audifs, endin records uests, and/or Investi ations su nd nomaa/ retention eriods retention resumes after settlement . INVESTIGATIONS Police / Department preference (meets lnvestig. Asset Seizure Documents 5 years i~'~'``"` Mag, Ppr municipal government auditing " standards); GC §34090 et seq. Police / Investi Investigative Case Logs Database Indefinite " ' ~'"`~"` < <'> ~liu~i'i#~;; Yes Mag Data Fields /Records are interrelated; GC 34090 Department Preference (Dealers are required to keep for 3 years); Police / Non-records used for Investi 9 Pawn Slips 3 years ?'>`y~a#5` Mag, Ppr investigations; Originals entered into the State Automated Property System; most agencies retain for 2 ears; B&P 21633; GC 34090 DUBLIN, CA. ©2006 G-adwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. s.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-6 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive ` ~~ Image: Destroy (OFR) Active (Off$ite Tvt9t`~.:`:; Vital? Media 1=Import Paper after (in office) OD or Mfr) '' Options M=Mfr Imaged >~ 1 If the recorcl is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is com leted, and im I a full file folder e.. last document + 2 ears ,since destruction is norrnal en`orrned b file folder . Liti ation, claims, com /amts, audits, endin records re nests, and/orinvesti ations su end normal retention eriods retention resumes after settlement . PATROL Police / Abandoned Vehicle Abatement ~~°>~~~ ~~~ ~~~ _~>< Patrol Records 2 years '> ' Mag, Ppr GC §34090 et seq. Police / Daily Report (Watch ~~>,«: ::>:<~::: Patrol Commander 2 Yeas °`si'>>?~t<>; Mag, Ppr GC §34090 et seq. Police / Patrol Intoxilizer Logs 2 years :.;:.:;.;:.;;:.:;.;:.<;:.;;:.; '"<;`°~`~`' ` `~ ...,,y~2i[~' '' Mag, Ppr GC §34090 et seq. Police / Patrol PAS Calibration Logs 2 years ~,~:.><':::» : ?`'' ~ ...:..:.: Y>.. .. Ma , P r 9 p GC 34090 et se . § q Police / Patrol Patrol Officer Dail Activi Lo Y ~' 9 2 ears Y ~ ~ ~ ~ ~~~~~~ < ><~>!! Mag, Ppr GC §34090 et seq. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior v,Titten permission from GGS (909) 337-3516 Adopted: ver. s.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-7 -Office of Record Record Series No. Records Description Retention I Disposition Comments I Reference Inactive Image: Destroy (OFR) Active Off-site ''`"''`'"i~~'~`~'~~ Media 1=Import Paper after ~ ~ Vital? ( ~ rn office ( ) OD or Mfr) ~ t~t'4r~``` OPtlons M=Mfr Imaged & If the record is not listed here, refer to the Retention for City-Wrde Standarris Retentions be in when the act is com feted, and im / a full file folder (e.. last document + 2 ears ,since desfruction is normal! erfamed b file folder. Liti ation claims com taints dit , , , au s, endin records nests, and/orinvesti ations su end Hama/retention eriods retention resumes aflersett/ement . RECORDS Police / ~ ::::: Bicyde Registrations 2 ears Admin. Y ,.. :; 2 ear$: Ma , P r ~ ~ g p GC §34090 et seq. Police / Records Citations / Notice to Appear (NTA): Traffic, Infractions, 2 years ' 2 y~ar§ ! Mag P r Criminal NTAs are retained with th C i R Misdemeanors , p e r me eport that pertains to Police / the case; GC 34090 et se . Records Citations: Parking 2 years 2 8rS : ~.:::.:...... Ma 9. Ppr GC §34090 et seq. Police / Records Crime Report Logs p ~;'f€F?';?[`;'` Yes Mag, Ppr Department Preference; GC CRIME REPORTS: 34090 IMAGED Unless otherwise Department Preference to Police / Records , S ified Feloni pec ( es and p €<~'~':<`~>;' es Ma Mfr g, /M/I es: After facilitate Three Strikes law and ease of document imaging Misdemeanors) -Except those OD, Ppr QC administration; GC §34090 PC with outstanding stolen , §§802, PC §§187, 800 et seq., property, induding firearms, or W&I §389(a), 781(d) lost firearms '_`'`. '` < . CRIME REPORTS: < ` ; No Further ~IQr'11t~~t' Police / Child Abuse or Neglect Close of Report on [~~'#< Records Investigation Reports - Investigation Suspected >'uspii~i~' Mag, Ppr PC §§11169(c),11170(a)(3) Unsubstantiated or Abuser+ 10 ~i)yu;~ii~1p I n oncl sive years DUBLIN, C/~1. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ver. s.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-8 Record I Series No. Records Description Retention t Disposltlon Comments /Reference {OFR) Active inactive (in office) (Off-site' OD or Mfr) Image: Destroy Vital? Media 1=Import Paper after Options M=Mfr Imaged >f< Retentions be in when the acf is com leted, and im I a full file folder e.. last document + 2 ears ,since destruction is normal ertormed b file folder. Liti ation, claims, com taints, audits, endin records re nests, and/or investi afions su end normal retention eriods retention resumes after settlement . Crime Reports: Department Preference; Provided Felonies that are NOT there are no outstanding warrants, Imaged, Felonies reduced to v r unreco a ed identifiable items, misdemeanors criminal deaths, they are not Police / Except Capital Crimes, 10 years ~ I 'I~ye~rs Yes Mag, Mfr, S / I No historically significant, and it is not classified under PC §800 & 290 Records Homicides, Serious Felonies ! OD, Ppr and H&S §11850; Stat. of Limit. is Major Crimes 2 yrs; Destroy juvenile marijuana ~<<~<>~?< afteragel8; H&S §11361.5, GC (see Crime Reports for Serious `~~<~~~~_> ~~ `~<~~<_ §34090, PC §802, PC §§187, 800 Felonies for more information et seq. on what s considered a Serious r?; CRIME REPORTS: Misdemeanor -Adult Marijuana - H&S Yes: Police / 11 7 b c d e or HB~S § ~ O( )( )O 2 years ~ ~~~8i`~`> Before Mag, Mfr, S/M/I Yes: After „ ('Shall Destroy); GC §11361.5 Records §11360(b) (with procedure in Disposition OD, Ppr QC H&S §11361.5) -Except those with outstanding stolen property, including firearms, or CRIME REPORTS: Police / Misdemeanor -Juvenile 2 years or ;;;!':~"`'`;'r~~r' tom:.:.:....,::. Yes: If no subsequent conviction Records Marijuana - H&S §11357(E) - Juvenile 18 [)t~u~it'i~~f(~ Before Mag, Ppr , (Shall' Destroy); H&S §11361.5 Except those with outstanding ears old Y iS pfd <?`~:;.:,:.;;;::,.:::;;:.:;; Disposition stolen property, including rearms. Dl,1BLIN, CA. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: -~ ver. s.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-9 Office of Record Record_ Series No. OFR ( ) Records Description Active Inactive (in office) ('site, OD or Mfr) Retention /Disposition Comments /Reference Destro Ima e: Y 9 `€>~'~lli~i1'? Media 1=Import Paper after Vital? '#1'~ Options M=Mfr Imaged ~ + 2 years). since destruction is normally verformed by frle folder. a Police / Records Misdemeanors i~ Infractions that are NOT Imaged 10 years `~~I~9~i'' ~~'•: Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §34090 Crime Reports:' Non-Criminal that are NOT >'~>t~~=`~> Yes: Police / Imaged 10 years '`~""" `~`~'~~`~~" ` `<"'I.;~t~di~>`> Before Mag, Mir, S Yes: After Department Preference; GC Records ;€: Disposition OD, Ppr QC §34090 Collisions, Information Reports, Towed Vehicles, CRIME REPORTS: Sealed Juvenile and Ward Send to ' "~"""~` '~ ~'>~ >~~Btx~~~ Yes: Sheriff Department handles these Sheriff Cases - Except those.with Sheriff ;~j~t~_<` Before Mag, Ppr records; GC §26202 outstanding stolen property, <:::: Disposition including firearms, or lost ...................,,.. Factually Innocent Petition Sheriff Accepted Records Sealed Send to Pending Destruction -Except Sheriff those with outstanding stolen ~ property, incuding firearms, or Yes: Before Mag, Ppr Disposition Sheriff Department handles these records; GC §26202 DUBLIN, C14. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written pennission from GGS (909) 337-3516 Adopted: .~~ ver. 6.o RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-10 Office of Record Records Description Retention / Disposition Comments I Reference Record Series No. Inactive ~` ~'~ `' Image: Destroy Active Tt~i?;,• Media I=Import Paper after (Off-site, (in office) ::;:iii;; Vita Options M=Mfr Imaged 8 OD or Mfr) <`:»::::.>~:::«<:>>::::::::<> ~-~--- .,..,~~ IRetentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since desfroction is nomrally performed by frle folder. I resumes Serious Felonies /Major Crimes -Capital Crimes (Crimes Subject to the Death Penalty), Fatal traffic collisions, Homicides, Unattended Death, Felonies which have not been Department Preference; No Police / adjudicated in court, Suicides, ~ ` ~ Mag, Mfr, Yes: After limitations on commencement of Records Lost property involving firearms P ::;;~?:;:;>~:; Yes OD, Ppr S/M/I QC action; Courts keep permanently or identifiable artifacts over ~ ~~~»''~~~` PC §§ 261, 286, 288, 288a, 288.5, $1,000, Mental Health Cases ~> >~:~ `:~ ~ :>~ : :>>~ 289, 289.5, 290, and 799 which are active, Drug (11590 H8~S), Weapon (stolen with >~< identifiable serial numbers entered into the DOJ stolen property system), Kidnapping and Missing persons where the erson has not been located CRIME REPORTS: Misdemeanor Marijuana Offender is >':#~di~Z`iS Yes: (Courts and other Agencies "Shall" Police / Records §11357(e) -Juvenile on 18 Years '?'1€~iC~< Before Mag, Ppr destroy); H&S§ 11361.5 et seq., School Grounds during Old `<```Q!tc#~':<>; Disposition 11357(e) School Hours (with procedure Police / Crime Statistics /Uniform Crime 5 years €~y~ Mag Ppr Department preference; GC Records Re orts -Summaries (BCS) p , §34090 Police / When No ~>€V11ttfi;:t Entered into RMS (these are Field Investigation Cards (Fis) Longer €<~<s~g~' Mag, Ppr preliminary drafts); GC §34090 et Records Re wired ' ~~f»': se DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. -all rights reserved Qo not duplicate or distribute without prior mitten permission from GGS (909) 337-3516 Adopted: ~ ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE SERVICES Page PD-11 Office of Record Records Description Retention / Dlsposltion Comments /Reference Record Series No. Inactive Image: Destroy (OFR) Active (Off-site, >`<°'~t~ts#;»?~>j ~ - ~ Vital? Media I-Import Paper after (in office) OD or Mfr) ~~~'~> .......................... Options M=Mfr Imaged & If the record is not listed here, refer to fhe Retention for City-Wide Standards Retentions be in when the act is com leted, and im I a full file folder e.. last document+ 2 ears ,since destruction is normal ertormed b file folder. Liti ation, claims, com lainfs, audits, endin records re uests, and/or investi ations su end normal retention eriods retention resumes after settlement . Police / Records Guns: Dealers Record of Sale 2 years ><::::<>::::<::<::;;<:: [<I<~e~35;; Mag, Ppr GC §34090 Poiice / JD Logs (Juvenile Arrests) 2 years :a<:>::<:<:> >'€<<~~r?~8it`` Mag, Ppr GC §34090 Records ' Transitory records not retained in P li o ce / v n Re nests ! LI eSca q 6 months ~`'~~`'' Ma , P r g P the ordina course of business; ry Records Applications from the Publtc GC 34090 et se Miscellaneous Parking &Animal ~`~~~` ~~~~~~~~~~~~~~` Police / Control -Records not assigned ' .; Mag, Mir, Records a DR #, inducting abandoned 2 years ,_ '<€<' OD, Ppr S / I No GC §34090 vehide complaints, tow logs, ~ °t=:>:~~= etc. Police / Officer Sub Dena Los P 9 2 ears Y <` `:~'!?' ~ Ma , P r 9 P GC §34090 et seq. Admin. :.::::::::::..:.. ::: Order after Hearing (Restraining Order, Emergency Protective ' ` ~~'~~ P r DOTs cErection~ Court records e Court Orders EPO , Tem ora Expiration + '.. ; _ Mag -originals retained by the Court Restraining Order (TRO)) 3 years ~8~< GC §34090 et seq. (copies) Police / Records Repossessed Vehicle Notices 2 years :;.;:<<>:>:<::<><:>: '~~>y~.~; Mag, Ppr GC §34090 et seq. Police 1 Records RMS Database Indefinite ° ~~~'''~ "'''''"'`>' ~'..t~» Yes Mag Data Fietds /Records are interrelated; GC 34090 Police / Subpoena Duces Tecum / 2 years '"'`"~"``` ~'~"'> [`< Mag, Ppr GC §34090 et seq. Admin. Records Re nests DUBLIN, C/~. ®2006 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: ,, . ver. 6.o RECORDS RETENTION SCHED ~ DRAFT ULE: PUBLIC WORKS Page PW-1 office of Record Selves Record No. Records Description (OFR) Active Inactive (in office) (Offsite, OD or Mfr) , e record is not listed here, refer to the Retention for City-ode Standards sntions begin when the act is completed, and imply a full file folder (e g last document + 2 ation, claims, complaints, audits, pending records requests, and/or investioations susoenr Retention /Disposition Comments /Reference <~ Image: Destroy tE`<' Media 1=Import Paper after Vihal? ~F~!>!`i Options M=Mfr Imaged 8 S=Scan QC'd? since destruction is nom-alty performed by file folds retention Deriods (retention resumac affPr cwH/amA~ Meets FEMA auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or Public Works / Admin. FEMA Claims Pa ment + 2 Y ~`''<<<<' `<"'''>» ~y~lt~r' 3 years Yes: Until ag Ppr subgrantee; statewide uidelines ropose 4 years; 7 g p years ~~'!!><' Paid , CFR 3016.42; 21 CFR 1403.36 >>`'<><>'`i'`<( 8~ 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 39.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090 Department Preference; Claims Public Works Stormwater: Hazardous '~ ">~'>'.< "'` can be made for 30 years for Admin. Materials 30 years <~~'y~a Mag, Ppr tobc substance exposure; 8 CCR §3204(d)(1) et seq., GC _ §§12946,34090 Public Works Stormwater. NPDES Monitorin g '~~ Mag, Department preference; /Admin. Reports 3 ears Y `'?>~ ''%'>'`y;><atr;3:.:>.:: Mfr, OD, S ! I Yes: 5 Monitorin records re wired for q Ppr ears Y 3 ears• 40 CFR Y §§122.21, 122.41 DUBi-~N, CA. ©2006 Gtadwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: ver. 6.o RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Series Records Description Retention / Disposition Comments /Reference Record No. Inactive Image: Destroy (OFR) Active ~~ ~<€<''I'<€w` ........ .......:: Vital? Media 1=1m ort P Pa rafter Pe (In office) OD or Mfr) '~~~ Options M=Mfr Imaged 8~ ' S=Scan d? QC If the record is not listed here, refer to the Retention for City-wde Standards Retentions begin when the act is completed, and imply a full fie folder (e.g. last document+ 2 years), since destruction is normal pertormed b file folder. Liti ation, claims, com Taints, audits, endin records re vests, and/or investi ations sus end normal retention eriods retention resumes after settlemen t . Department Preference; Public Works Stormwater: NPDES Permits Expiration + ltQrt=~ • •~: Yes: Until Ppr Mag Monitoring records required for / Admin. 3 years Syr>;< Expiration , 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. DUBLIN, C/~. ®2006 Gladwell Governmental Services, Inc. (909) 337-3516 - afl rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record Series Record No. Records Description Retention /Disposition Comments /Reference (OFR) Active Inactive Off-site . '~':`<`iTl1~:' Media ( Vital? Image: Destroy 1=Import Paper after m office ( ) '~'~'I")~I~lt1i>s. Options OD or Mfr) ;: M=Mfr Imaged & S=Scan QC'd? If the recorc/ is not listed here, refer to the Retention for City-Wide Standards Retenfions begin when the act is completed, and impl a full file folder (e.g. last document + 2 ears), since destruction is normal pen`ormed by file folder. Liti ation claims complaints audits endin r d , , , , p ecor s requests, and/orinvesti ations sus end normal retention eriods (retention resumes after settlement). CORPORATION YARD Public Works AQMD Permits (Generators, /Corp. Yard etc.) 2 years >~'<~r Mag, Ppr Annual Permits; GC 34090 Dail S f t Ch k y a e y ec s / DMV Public Works Re orts / Dail Work e P y R ports/ / Corp. Yard Vehide Inspections / Dai ~v 2 years ><+>~~y~>''. Ppr GC 34090 § Equipment Checks Public Works E quipment and Vehide M i t Life of Equipment or `><~i~z~~'<>;< ~ <.:.:.... €:~ipziet" Department preference; CHP / Co Yard ~~ a n enance History, Warrantees, etc. Vehicle + 2 , W~ Ma P r g p requires life of vehicle; OSHA requires 1 year; 8 Ca. Code years ~;~rs Reg. § 3203(b)(1); GC §34090 Fuel Storage Records / '. Monitoring and Maintenance Underground Storage Tanks - records are required on site for Public Works /Corp. Yard UST Monitoring and Maintenance, Release Detection 3 years ~ <:::>;:::>;:::.<:<:. 4 years [>'> Mag, Ppr 3 years, 6 % years for cathodic protection maintenance, 5 years Systems, Cathodic Protection for calibration & maintenance of Maintenance Records release detection s stems; 23 Y CCR 2712(b); H&S §252842(1) DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior mitten permission Adopted: -~- Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive `: Image: Destroy (OFR) Active (Off-site ~''k<'~<~`<` ::: ~ ~ ~ Vital? Media _ I Import Paper after in office ( ) , OD Mf <:;1~'erE~<? O tions p M=Mfr Ima ed ~ 9 or r) ........................... S=Scan QC'd? !f the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.g. last document + 2 ears ,since destruction is normal ertormed b file folder. l_iti ation, claims, complaints, audits, endin records rt3 nests, and/or investi ations sus end normal retention eriods retention resumes after settlemen t . Public Works Fuel Usage, Receipts, Gas Fleet 2 ears y ~"`~''>~ ~ Ma P r g' p GC 34090 et se . § q Corp. Yard Tags, Fuel Calibrations (copies) ' >` 'E> `> Public Works /Corp. Yard Generator Inspections 2 years ~`"'``"'""`~`~"" `>=tt~>. >.,;..;. Mag, Ppr GC §34090 Public Works Pressure Vessel Certifications or Expiration of ,:~<:, E2R4C!~<{ Mag, Yes: After Department preference; GC / Corp. Yard Permits (Air Compressors, Certificate or ii~YlifC~t~':)3t :~ < Mfr, OD, S 1 year §34090 et. seq. Propane, etc.) Permit «>~i~ ~<. Ppr Public Works Vehicles -Replacement / Corp. Yard Schedules & Specs, Disposal at 2 years <~'`< Mag, Ppr GC §34090 Auctions /Sales DUBLIN, CA-. ®2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Inactive ~~ Active (OFR) Off-site '>'!`cs>rat>;>[ ( ~ Media Vital? Image: Destroy 1=Import Paper after (in office) ~ =1~1~+dtf<> OD or Mfr) Options M=Mfr Imaged 8~ S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and impl a full file folder (e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, com taints, audits pending records requests and/or inv ti ti , , es a ons suspend normal reten tion eriods retention re sumes after settlement . ENGINEERING Public Works / Engineer. Abandonments /Vacations Streets ( ) P ?>'>' 1 <><`~_' Yes (all) Mag, Mfr, OD, S Yes: After GC 34090 et s § eq. Ppr 2 years Public Works / Engineer. Aerial Ma / Ph - ps otographs Analo g p ? _><~` <''~"~>' Y es. Until Ma 9. Mfr, OD, /I Yes: After Department Preference Informati n ( o Systems maintains <: Completed PPr 1 ear y digital aerials); GC §34090 Assessment Districts (e.g. Lighting Distrids, Geologic Public Works /Engineer. Hazard Abatemen D' t tsMds) P ~'<`[`">': Yes: Until Ma , 9 Mfr OD /1 Yes: After De artment Preference• P , GC Formation records, Boundaries, ::: Completed , , PPr 1 year §34090 et seq. Notices, Newtetters, etc. ,..,.,.,. ................. DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.o RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Record Record Series No. Records Description Retention /Disposition Comments t Reference Inactive ? Image: Destroy OFR ( ) v Acti a (Off-site ~ ~`` 1~~? Vital? Media a I Import Paper after (In office) , , OD or Mfr) >'1~,1~k~~S~i` Options M=Mfr Imaged 8~ ' S=Scan QC d~ If the record is not listed here, refer fo the Retention for City-Wide Standards Refenfions begin when the act is com lsted, and impl a full file folder (e.g. last document + 2 ears), since destruction is normal perfomred b frle folder. Liti ation, claims, com taints, audits, endin records re uesfs, and/or investi ations su end normal retention eriods (retention resumes aRer settlement). Public Works Benchmark Data P #~<~!_'`l~~> ; P ,;, Mag Ppr Department preference; GC / Engineer. y , ~:;_x::;; , §34090 Some grant funding agencies Capital Improvement Projects "~`""'"`""`~~~'~~~'~`~~ ~~"~~~ "~~~~ ~~~`""'~~>~ rfple~e~ri~ require audits Statute of Limitations for Errors & (CIP) /Jobs : Infrastructure 10 years or >•::•><.::•::<::;,• `~'~~~`` Omissions is 10 years; and Facilities Construction - After <;ry `" . Published Audit Standards=47 Public Works Adminlstration Flle Upon Funding Agency ~ >•~~•::: j"`iitli~i'; ''s'»><••~:<:><>«:r>::.;..;;:~; Yes: Until Mag, Yes: After years; Statute of Limitations: , / Lead Division Project Administration, Bonds Completion Audit, if >:t~<, :, .::. ~ ;,; :..• ,:; i#<`:v "~ ~ Completed Mfr, OD, Ppr S/I 1 year Contracts & Spec s1t years, Wrongful Death=comp. + 5 (Security); Certified Payrolls, required, •::;. : ~c(uCl;; ~' years, Developers=comp. + 10 Inspections, Project Schedules, whichever is > •~:<~ .::.:.:..:.:.... ~'~~ years; Statewide guidelines Progress meetings, Real Estate longer . Iter<»> propose termination + 5 years; Appraisals, etc. ~•:::: ~i:<;:: CCP §§336(a), 337 et. seq., GC §34090 DUBLIN, CA. ®2006 Gladwell Governmental Services, inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.o RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Record Record Series No. Records Description Retention /Disposition Comments 1 Reference Inactive Image: Destroy (OFR) Active (Off-site .<~~;'1't<<;< Vita11 Media = I Import Paper after (In office) , OD Mf :`lI:Erkt~€' Options M=Mfr Imaged 8~ or r) S=Scan QC'd1 If the record is not listed here, refer fo the Retention for City-Wide Standards Retentions begin when the act is com leted, and im ly a full file folder (e.g. last document + 2 years), since destruction is normally performed by fife folder. Lifi ation, claims, com taints, audits, endin records ne uesfs, and/or investi ations su end normal retention eriods retention resumes after settlement . Capital Improvement Projects (CIP) /Jobs: Infrastructure and Facilities Construction - All permanent project files are Permanent File maintained in Engineering no matter what department was Plans, Specifications, involved in the project; retained Public Works Bids/RFPs Successful Upon ~ Yes: Until Ma 9. Yes: After for disaster re aredness P p Lead Proposal, Change Orders Completion P >`~'f*'``„` :::: Completed Mfr, OD, S/I 1 year purposes (City Clerk does not Division co ies ,Materials Testin ( p ) 9 Ppr maintain Plans, Materials Reports, Grading Permits, Testing Reports, etc.) Statewide Hazardous Materials Plans, guidelines propose Permanent Notice of Completion (copies), for Infrastructure plans; GC Construction Manager's Logs, ~"`'•>°~'•`' »» §34090 Photos, Soils Reports, Studies, <>~~<~<'":„`"'<~~`< Submittals, Surveys, etc. Ma 9 Department Preference; Public Works Encroachment Permits - P Yes: Until . Mfr OD S Yes: After Statewide uidelines ro ose g p p ! Engineer. Permanent Uses :;: Revocation Ppr 1 year Permanent; CCP § 337 et. Seq.' GC §34090 Public Works Encroachment Permits - Expiration + ""`° "`"""`~`~~`'~ €>i(t>d~gn Yes: Until / Engineer. Temporary Uses /Heavy Load 2 years '>~> Expiration Mag, Ppr GC §34090 Permts Engineering Studies !Surveys - When No longer <}'>;(llttet~[~< <€€`~af-r`» Mag Public Works Preliminary Studies /Project Required - ><: -: ::::: Rnri~c~::: " ~ , Mfr OD S/I Yes: After Department Preference; GC Engineer. Assessments (Not Acquired or ~~,,,,,~,,,,,,~ Minimum 10 - ~~ . 1jN>tl~r~i~Fritr~., , , Ppr 1 year §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.o RECORDS RETENTION SCHEDULE: PUBLIC' WORKS Page PW-t3 Office of Record Record Series No. Records Description Retention /Disposition Comments /Reference Inactive >~ Image: Destroy (OFR) Active (Off~ite "<'~t~~<€ ~ < : Vital? Media I=Import Paper after {in office} , OD or Mfr ` ~~~ ; Options M=Mfr Imaged & ) ........................... S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and imply a full file folder (e.g. last document+ 2 ears), since destruction is normal erformed by file folder. Lifi ation, claims, com lainfs, audits, endin records re nests, and/orinvesti ations su end normal retention eriods (retention resumes after settlement . Public Works Engineering Studies !Surveys P '»`~'``.~'~':~< Mag' Mfr OD S/l Yes: After Department Preference; GC / Engineer. (City Built Projects) , , Ppr 1 year §34090 Public Works Geotechnical Reports P ?<' ~~?>~ Mag Ppr Department Preference; GC /Engineer. §34090 et seq. Community Inspection Memos (Community Copies - When No €`I':~~~$<~ «`:`>~!~'~_: Department preference Develop. Development Projects) Longer - <><<'nttri Mag Ppr (Planning is OFR); GC _ Required ?<sF~i~r~iii~>'> §34090.7 Public Works Ins action Weekl Los P y g P :`i><`>~f~'f'€>'~i`<><' Mag' Mfr OD S/I Yes: After De artment reference; GC P P /Engineer. ~ Ppr 1 year §34090 Maps, Plans and Drawings '''k»~~~~`'~'''~'~~'' Drafts should be destroyed• (Final Maps, Parcel Maps Mag, Some maps are also retained Public Works , Record of Survey, Right of Way, 3 years P ~>~'~~~??><` Yes (all} Mfr, OD, S Yes: After by Planning; Selected maps are 1 Engineer. Tract Maps, As-Builts Record PPr 1 year retained in Public Works for , Drawings, etc.) iv r administrat a pu poses; GC §34090, 34090.7 Real Property -Annexations, Copies - When No v''~tji~i~ k '>'t?i#`~C~`< City Clerk Detachments, Boundaries, Longer •~ ~ 3`~5f?3i' Mag, Ppr GC §34090.7 Annexed Property, Subdivisions Required '~'I~~;`'~t1<` Public Works Real Property -Deeds, Department Preference (a more / Engineer. Easements, Vacations, Real P ':>~~<<>i` Mag, Ppr robust record of the Property Transfers (copies) transaction); GC §34090 et seq. DUBLIN, C/o1. ®2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: y Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Record Record Series No. Records Description Retention I Disposition Comments /Reference Inactive Image: Destroy (OFR) Active (Off-site ~~G~11<'>;~~» Vitals Media = I Import Paper after (in office) , OD or Mfr) ,;?'~~jdEi<' <;:;;>:;`a;:s;.:.:: Options M=Mfr Imaged 8 . ........................... S=Scan QC'd? If the record is not listed here, refer fo the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears), since destruction is normal erformed file folder. Litigation, claims, complaints, audits, endin records re uests, and/or investi ations su end nomta/retention eriods (retention resumes after settlement . Public Works Survey Books /Field Notebooks ' Department preference; GC / Engineer. /Inspector s Diaries :;::~::;k:;;:;:;<::<:. §34090 DUBLIN, CA. ®2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Record Series Record No. Records Description Retention /Disposition Comments /Reference Inactive Image: Destroy (OFR) Active ?€<<`'~`O~a1€~>~ Media 1=1m ort Pa in office (Off~ite, .... Vital? P Per after ( ) OD or Mfr) ~~~~~~~ Optlons M=Mfr Imaged tk S=Scan QC'd? If the record is not listed here, refer to the Retention for City-ode Standarzis Retentions begin when the act is completed, and imply a full file folder (e.. last document + 2 ears), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, ending records r nests, and/or investi afions sus end norrrtal retention eriods (retention resumes after settlement). Public Works Air Quality Programs - ~ - -- Longer ' '°'"'"~<~` ~ "~?7,.'^: 1 Envir. Quality (participants /vouchers, total d il Required - •~ :. ?f3~llft~ Mag, Ppr Department preference; GC a y mileage survey (TDM), etc. Minimum 2 ~~~# §34090 et seq. years ~`s`]E< Public Works Congestion Management When No Lon er g >U`r'i')!1tf ?> ~' `<~~l?>r /Envir. Quali tY Programs (Ride Sharing, Trip R Required - > <`t~::`u~ei;-i_? ~ ` ' Ma g' Ppr Department preference; GC eduction) Minimum 2 ~~~ 34090 et s § eq. DUBLIN, C~1. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.0 Record (OFR) No. not listed here, rei lin when the act is RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Retention /Disposition Inactive Image: Destroy ' Active = ~~~"'~`p_;'~ Media 1=1m ort Pa er (in office (Off-site, ~ ~ ~ ~: Vital? P p after ) OD or Mfr) ~~ <~ Options M=Mfr Imaged & S=Scan QC'd? ~ the Retention for City-Wide Standards rp/eted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder pending records requests. and/orrnveshaannns _c~,~.,a„.~ .,,,,,.,,r .nEe,.~..,.. ,,,..._.~_ ,~.__~__ __ _ _ .._ Page PW-11 Comments /Reference Public Works / Maint., Ins ections: Sidew P alk, Parks, Buildings, Parks & Pla round E ui men yg q P t, Parkwa s etc y 10 years "1~#''"``~t` • ,~:.>:<.>:-:>< Mag, Ppr Department preference to show Parkways , . >" [s~>; due diligence; GC §34090 Public Works Lead Division AQMD Permits for Equipment Com re ) ( p ssors, Generators 2 years '~>~'i<'€> .,.:,;~ .. _ a P r g, P Ann ual Permits; GC §34090 DUBLIN, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Record Record Series No. Records Descrl on ~ Retention t Dts Position Comments /Reference Inactive Image: Destroy OFR ( ) Active (Off-site ><>'1`O'~a1= ~ ~ • ~•• Vital? Media I-Import Paper after (in office) OD or Mfr) `~C~rk~i~~i>' Options M=Mfr Imaged ~ S=Scan QC'd? !f the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and impl a full file folder (e.g. last document + 2 years), since destruction is normall erformed by file folder. Litigation, claims, complaints, audits, endin records r nests, and/or investi ations su end normal retention eriods retention resumes after settlement). Agreements & Contracts: " De artment r P p eference (E&O MAINTENANCE CONTRACT Statute of Limitations does not ADMINISTRATIVE FILES " """ ` ` appl for these a of Y tYP Public Works `'`' `` `'``' `` ><><<~«<~'>?<~<'' contracts)' Published Audit / Maint., C r (o respondence, Project ~>~:~; Mag - Standards-47 years; Statute of Buildings, Administration, Project Completion a~ti~le~ofti 5 years ; Yes: Before , Mfr OD S/I Yes: Upon Limitations: Contracts & Parks & Schedules, Certified Payrolls, .~~,, :>. `~ '`' ` '' Completion P, , P Completion Spec's=4 years, Wrongful Parkways Invoices, Logs, etc.) "="•"`~"~~ ~' ~` ' Death=comp. + 5 years, r;~»<~:~ s~'€2~<<> Statewide guidelines propose Examples: Custodian, painting, ~~€<~<~~~~ termination + 5 years; CCP street sweeping, tree trimming, §§336(a), 337 et. seq., GC etc. §34pg0 Public Works Work Orders 1 Service Orders ! /Division Service Requests /Memos (Division providing service ;`>'=><< '~~ ""'' "'"~~'' City preference; CCP §§338 et Providing retains originals; Division 2 years ?'ij(~n? Mag Ppr seq., 340 et seq., 342, GC Service / requesting service is considered §§945.6, GC §34090 Work a copy) DUBLIN, CA. ®2006 Gladwelf Governmental Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Adopted: