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Home My WebLink AboutReso 009-96 Record RetentionRESOLUTION NO. 9 - 96 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING CERTAIN RECORDS RETENTION SCHEDULES, DESIGNATING CERTAIN CITY DEPARTMENTS AS THE OFFICIAL OFFICE OF RECORD AND AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, Government Code Section 34090 et. seq., sets forth certain legal requirements relating to the retention of certain municipal records; and WHEREAS, other codes, both State and Federal, also specify other retention requirements for specific public records; and WHEREAS, this Council recognizes that, notwithstanding their legal value, certain records of the City have longer administrative, operational, evidential and historic value; and WHEREAS, it is appropriate and feasible to deal with public and other administrative records in a responsible, economic and timely manner; and WHEREAS, Government Code Section 34090 et. seq., authorizes the head of a city department to destroy those City records, documents, instruments, books or papers after the same are no longer required, with the approval of the Legislative Body by Resolution, and the written consent of the City Attorney. NOW, THEREFORE, BE IT RESOLVED that the retention schedules attached hereto as Exhibit _.A and made a part hereof, which have been approved by the City Attorney as complying with Federal and State authorities and generally accepted records management practices, are hereby adopted; and BE IT FURTHER RESOLVED that the specific Departments identified in said Retention Schedules are hereby designated as the Office of Record, and as such, shall be responsible for all official records so identified, and shall keep those records in compliance with applicable schedules and laws; and BE IT FURTHER RESOLVED by the City Council that it does hereby authorize the Head of the various City Department(s) specified in Exhibit A to destroy or cause to be destroyed, the City records, documents, books or papers under his/her charge as described in and in accordance with Exhibit A. BE IT FINALLY RESOLVED that the City Clerk and City Attorney are directed to review these schedules periodically and present any revisions to the City Council for schedule modification as from time to time may be necessary to keep retention information current and timely. PASSED, APPROVED AND ADOPTED this 23rd day of January, 1996. AYES: Councilmembers Barnes, Burton, Howard, Moffatt and Mayor Houston NOES: None ABSENT: None ABSTAIN: None 7 ~erk ~' ' K2/G/j an-96/reso-rr2.doe Mayor CiTY OF DUBLIN RECORDS RETENTION SCHEDULES Adopted by Resolution No. - 96 January 23, 1996 OFFICE OF RECORD ABBREVIATIONS CC OM DEPT FIN PD PL P&R PW City Clerk City Manager Any City Department Having Related Records Finance Department Police Department Planning/Community Development Parks & Recreation (Parks & Community Services) Department Public Works Department RETENTION SCHEDULE ABBREVIATION KEY Authority Code ADMIN COP CFR EC GC H&S PRA R&T UBC VAR Administrative Decision California Code of Civil Procedures Code of Federal Regulations California Elections Code California Government Code California Health & Safety code California Public Records Act California Revenue & Taxation Code Uniform Building Code Various Regulatory Agency Requirements Retention Code A C D/R P S T U After Audit Until Complete Destroy When No Longer Relevant Permanent Retain Until Superseded/Updated Until/After Terminated Unspecified Retention Time ]x'2/YC'/rec-mgmt/ret e~ttn, doc 08/17/94 FILE NO ** 0100 0100-10 0100-20 0100-30 0100-30 0100-30 0100-40 0100-40 0100-50 0100-70 0100-80 ** 0110 0110-30 0110-30 0110-30 0110-40 ** 0120 0120-10 OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DU~LIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS DEPT DEPT CC DEPT DEPT CC CC DEPT DEPT CC PENDING/SUSPENSE FILES D/R PRA CHRONOLOGICAL CORRESPONDENCE /'~ GC ADMIN POLICY, ORIG PERM ADMIN ADMIN PROCEDURES S ADMIN DIRECTIVES, CITY MANAGER S ADMIN ORGANIZATION CHARTS PERM ADMIN REORGANIZATIONS, CITY DEPTS 5 ADMIN WORK/VACATION. SCHEDULES 2 GC DEPT ADMINISTRATIVE RECORDS 2 GC GOALS & OBJECTIVES, CITY APPROVED PERM ADMIN YES YES Destr when no Longer relevant Orig has hist/research value Ret until superceded Ret until superceded Destr dupl when superceded Ret cc for hist value Min 2 yrs May have longer research value YES Hist/Research value CC APPLICATIONS, BDS/COMM/CTES 2 ADMIN Ret min 2 years CC APPTS/RESIG, BDS/COMM/CTES 2/T ADMIN After term CC VACANCY NOTICES, LEGAL 5 ADMIN Evidential value CC MEMBERSHIP ROSTERS, BDS/COMM/CTES S ADMIN Ret 1 cc for hist/research value DEPT CITY EMBLEM/LOGO PURCHASE CATALOGS D/R PRA Dest when no longer relevant 08/17/94 FILE NO 0120-10 0120-10 0120-10 0120-20 0120-20 0120-30 0120-40 0120-40 0120-40 0120-50 0120-50 ** 0130 0130-80 0130-80 0130-xx 0130-xx 0130-xx OFFICE OF RECORD CC CC DEPT CC DEPT CC CC CC CC CC DEPT DEPT DEPT DEPT DEPT DEPT RECORDS DESCRIPTION CITY SEAL/LOGO ADOPTION RECORDS CITY SEAL/LOGO REGS HEARING RCRDS CITY SEAL/LOGO REQUESTS, CORRESP FLAG, CITY ADOPTION RECORDS FLAGS,U S/SlATE/CITY PROTOCOL ARTgORK~ ORIG CITY LOGOS/SEALS ETC KEY PIN DESIGN/ADOPTION RECORDS KEY PIN/OTHER AgARDS KEY PIN/OTHER CORRESP SONG, CITY ADOPTION RECORDS SONG, CITY, CORRESP/GEN INFO PARKS RFTA (CAMP PARKS)CEREMONIALS PARKS RFTA (CAMP PARKS)CORRESP LOCAL ORGS CORRESP/RPTS LOCAL ORGS NEWSLETTERS LOCAL ORGS, MEETING MATERIALS CITY OF DUBLIN '.'i...:;:] RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM PERM ADMIN YES 5/s ADMIN 2 GC PERM ADMIN YES s ADMIN PERM ADMIN YES PERM ADMIN YES 5 ADMIN 2 GC PERM ADMIN YES 2 GC O/R PRA 2 GC 2 GC D/R PRA D/R PRA COMMENTS Mic for safe~y Historic value After amended/superceded Mic for safety only Nistoric value Retain until superceded/amended Mic for safety only Nistoric value Mic for safety only Historic value Rev for research/historic value Mic for safety only Historic value Dest when no Longer relevant Dest when no longer relevant Dest when no Longer relevant 08/17/94 FILE HO ** 0140 0140-50 0140-xx 0140-xx 0140-xx 0140-xx 0140-xx ** 0150 0150-10 0150-20 0150-30 0150~40 0150-45 0150-50 0150-50 0150-70 0150-80 0150-85 OFFICE OF RECORD CC DEPT CC DEPT DEPT DEPT DEPT CC CC CC CC DEPT DEPT DEPT CC CC RECORDS DESCRIPTION SISTER CITY BRAY IRELAND ORGANIZATIONS, BY-LAWS ORGANIZATIONS, CNCL LIAISON APPTS ORGANIZATIONS, CORRESP/RPTS ORGANIZATIONS, MEETING INFO ORGANIZATIONS, NEWSLETTERS PUBLIC INFO COMPLAIHTS/CORRESP AWARDS TO CITY CITY PUBLICATIONS/BROCHURES CITY NEWSLETTERS TALKBACK/RESPONSES CITY PRESS RELEASES CITY PUBLICITY/HEWS ARTICLES CITY QUESTIONNAIRES/SURVEYS DUBLIN PRIDE WEEK ADMIN RECORDS MILITARY UHIT ADOPTION PROGRAM CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM PERM ADMIN $ ADMIN 2/T ADMIN 2 GC D/R PRA D/R PRA YES 2 GC PERM ADMIH PERM ADMIN PERM ADMIN 2 GC PERM ADMIN PERM ADMIN 2 GC 2 GC 2 GC YES YES YES YES YES COMMENTS Hist value Mic for safety only Ret until superceded After term Dest when no longer relevant Dest when no longer relevant Hist value Mic for safety only Keep sev cc for Hist value Mic for safety only Keep sev cc for Hist value Mic for safety only Keep sev cc for Hist value Mic for safety only Keep cc for Hist value Mic for safety only Ret min 2 years May have further research value Keep hist memorabilia perm Review for historic/research value 08/17/94 FILE NO 0150-90 0150-95 ** 0160 0160-10 0160-20 0160-50 0160-60 0160-70 0160-80 0160-80 ** 0170 0170-10 0170-10 0170-30 0170-40 0170-40 0170-50 0170-50 OFFICE OF RECORD CC DEPT CC CC CC DEPT DEPT CC DEPT CM CC CC DEPT DEPT DEPT FIN RECORDS DESCRIPTION CUSTOMER SERVICE PROGRAM EMPLOYEE SUGGESTIONS RECORDS MGMT BIDS/PROPOSALS REGS/POLICY,NON-CITY RECORDS INVENTORIES/AUDITS FORMSt BLANK RECORD DESTR LISTS, APPROVED FILING EQPT RECORDS RECORDS MGMT SUPPLY RECORDSt DUPL CLAIMS STATUS REPORTS INSURANCE QUOTES/PROPOSALS INSURANCE POLICIES SAFETY COMMITTEE RECORDS SAFETY PROGRAM RECORDS gORKER~S COMP CLAIM FILES WORKER'S COMP INSURANCE/AMENDS CITY OF DUBLIN ".,';' RECORDS RETENTION SClIEDULES ADOPTED RESOLUTION # RETAIN AUTNORITY MICRO CODE FILM 2 GC 2 GC D/R PERM 3/D 2 1 2 5 PERM PERM GC ADMIN ADMIN PRA ADMIN CFR GC ADMIN GC ADMIN ADMIN ADMIN ADHIN ADHIN YES YES YES COMMENTS Retain min 2 yrs May have Longer research value Ret until superceded/obsotete Ret until superceded Dest when no longer relevant/obsolete Permanent May be destr tf microfilmed After final disposition Keep Vendor info for future reference Ret min 2 yr~ May have Longer research value Ret min 2 yrs May have longer research value Permanent Long-term legal/research value Long-term research value Page No. O8/17/g4 FILE NO 0170-60 0170-60 0170-70 0170-80 0170-90 0170-90 ** 0180 0180-10 0180-20 0180-40 0180-50 OFF[CE OF RECORO DEPT FIN FIN CC DEPT DEPT DEPT DEPT CC Cc RECORDS DESCRIPTION CLAIMS AGAINST CITY CLAIMS INVOLVING MINOR CLAIMS BY CITY FIDELITY BONDS, EMPLOYEE ACCIDENT RPT SUMMARIES, OSHA INCIDENT REPORTS COMPUTER EQPT'~SEb't.%~T-H)~ RECORDS REPRODUCTION/PRINTING RCRDS RECORD CERTIFICATION REQUESTS ADMINISTRATIVE FEES CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 5/S ADMIN 2/M CCP 5/S ADMIN PERM ADMIN 5 OSNA 2 GC YES 2 GC 2 GC 2 GC 4/S ADMIN COMMENTS After settled. See City CLaims Retention PoLicy After minor reaches majority After settled Ref to City CLaims PoLicy Permanent See GC 34090,5 After superceded/revised / 08/17/94 FILE NO OFFICE OF RECORD ** 02XX 02XX-IO CC OZXX-IO CC 02XX-IO cC 02XX-20 CC OZXX-20 CC 02XX-20 CC 02XX-20 CC 02XX-20 CC 02XXo20 CC 02XX-30 CC 02XX-30 DEPT 02XX-30 CC 02XX-30 CC 02XX-30 CC 02XX-30 DEPT 02XX-30 DEPT 02XX-40 CC RECORDS DESCRIPTION FACILITIES CONTRACTOR SELECT RCRDS FACILITIES DEDICATION RCRDS FACILITIES REQUESTS FOR PROPOSALS FACILITIES FEES/CHARGES FACILITIES JANITORIAL SVCS BIDS FACILITIES JANITORIAL SVCS RCRDS FACILITIES OPERATIONS & MAINT FACILITIES USE PERMITS FACILITIES USE POLICIES FACILITIES ARTUORK FACILITIES COMMITTEE RCRDS FACILITIES CONSTRUCTION RECORDS FACILITIES CONTRACT CHANGE ORDERS FACILITIES IMPROVEMENTS FACILITIES PLANS & SPECS FACILITIES SOILS/GEOLOGY RPTS FACILITIES STUDIES CITY OF DUBLIN ",..'.::" RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM PERM ADMIN YES PERM ADMIN YES 2 GC S ADMIN 2 GC 5/T CFR 2 GC 2 Gc S ADMIN 5 ADMIN 5 ADMIN PERM H&S YES PERM H&S YES PERM H&S YES PERM H&S YES PERM tI&S YES PERM ADMIN YES COMMENTS Permanent Historic/research value Programs/memorabilia/photos Mic for safety only Unsuccessful bids/props 2 yrs Successful w/contr Retain until superceded After term of contract Ret until superceded Set aside records w/historic/research value set aside records w/historic/research value Permanent See GC 34090.5 Permanent Life of Structure Keep w/orig contract Permanent Life 6f project See GC 34090.5 Permanent Life of structure See GC 34090.5 Permanent Permanent Historic Mic for safety only ~'ege No. 08/17194 FiLE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF D~BLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 'COMMENTS ** 0295 0295-XX CC DUBLIN CEMETERY RECORDS PERM H&S YES Permanent Mic for safety only 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN ".".'.['.': RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS ** 0300 0300-10 0300-20 0300-20 0300-30 0300-30 0300-30 0300-40 0300-40 0300-50 0300-XX 0300-XX 0300-XX FIN DEPT DEPT FIN FIN DEPT FIN DEPT FIN FIN FIN FIN CHART OF ACCTS, DUPL S POLICY & PROCEDURES, ACCOUNTING S TRAVEL REQUESTS/BACKUP,DUPL 2 ACCTS PAYABLE RECORDS(~(~6~.~~ 4/A - C.H~C>:S } EXPENSE REIMBURSEMENTS 4lA EXPENSE REIMBURSEMENTS, DUPL 2 ~ARRANT REGISTERS 4/A WARRANT REGISTERS, DUPL D/R CITY COUNCIL TRAVEL RCRDS 4/A ACCOUNTING EDIT REPORTS D/R GENERAL LEDGER PERM JOURNAL VOUCHERS/REPORTS 4/A ADMIN ADMIN ADMIN ADMIN CFR ADMIN ADMIN PRA CFR PRA CFR ADMIN YES Ret until superceded Ret until superceded After audit After Audit After audit Req for CaLif State rcrds Destroy when no longer reJevant After audit Destroy after edit or when no longer relevant Permanent Se~ GC 34090.5 After audit · ** 03i0 0310-20 0310-30 0310-30 0310-30 DEPT CC DEPT CC REGULATIONS/GUIDELINES/PROCEDURES S ANNUAL REPORTS, ALL CITY AGENCIES PERM AUDIT CORRESPONDENCE 2 AUDITS/FIN STATEMENTS, ALL PERM ADMIN GC ADMIN ADMIN YES YES Retain unti[ superceded Historic value Mic for safety on[y Ret min 2 years Perm See GC 34090.5 Page No. 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS 0310-60 0310-70 FIN DEPT AUDIT COMMITTEE RCRDS STATE CONTROLLER REPORTS, ANNUAL 5 ADMIN 5 GC Rec retain min 5, yrs Keep rpts for research value ** 0320 0320-10 0320-20 0320-30 0320-30 0320-30 0320-30 FIN FIN FIN CC DEPT FIN SIGNATURE AUTHORIZATIONS, BANK BANK STATEMENTS/RECONCILLIATIONS CANCELLED/VOID CHECKS, ALL INVESTMENT POLICY, CITY ORIG INVESTMENT POLICY, DUPL INVESTMENT RECORDS, ALL FUNDS s ADMIN 4/A CFR 4/A CFR PERM GC S GC 4/T CFR YES Ret until superceded After audit After audit Permanent Mic for safety only Retain until superceded After audit & term of investment ** 0330 0330'20 0330-20 0330'20 0330-20 0330'20 0330-30 0330-30 0330-40 CC DEPT CC CC FIN DEPT FIN CC BUDGET NEARING RECORDS BUDGET PLAN UORKSHEETS BUDGET REVIEW RECORDS BUDGET, ADOPTED ANNUAL CITY REVENUE PROJECTION WORKSHEETS DEPT BUDGET/WORKPAPERS EXPENDITURE REPORTS, DEPT CAPITAL IMPROVEMENT BUDGET 4/A ADMIN D/R PRA 4/A ADMIN PERM ADMIN D/R PRA 2 GC - ADMIN PERM ADMIN YES YES After audit Dest when no Longer relevant After audit Permanent Nist value Mic for safety only Destroy when no longer relevant May be microfilmed if volume warrants 1 cc Perm/Historic Mic for safety only 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN ','.:,;i:'" RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTIIORI TY MICRO CODE F I LM COMMENTS · 0330-50 0330-50 0330-50 0330-50 0330-70 0330-70 0330-80 FIN FIN FIN FIN FIN FIN DEPT FINANCIAL REPORTS, MONTHLY GEN LEDGER EDIT REPORTS GEN LEDGER TRIAL BALANCE RPTS, MO YR END UNCONSOLIDATED FIN REPORT REVENUE SHARING PROGRAM AUDITS REVENUE SHARING PROGRAM RECORDS STATE/FEDERAL BUDGET DATA ADMIN D/R PRA , D/R PRA PERM ADMIN 4/A CFR CFR 4/A 2 GC YES May be microfilmed if volume warrants Destroy after edit or when no longer relevant Destroy when no longer relevant After audit by granting agency After audit by granting agency Ret min 2 yrs ** 0340 0340-30 0340-50 0340-60 0340-70 03~0-80 0340-90 0340-xx DEPT FIN CC FIN CC CC FIN REGULATIONS, BOND PROGRAMS TAX/REV ANT NOTES ISSUE RECORDS LOAN RECORDS, ALL CERT OF PARTIC ISSUE RECORDS REVENUE BOND ISSUE RECORDS INDUST DEVELOP BONO ISSUE RCRDS BONDS, LOST/REISSUE REGISTER S ADMIN PERM CFR YES PERM CFR YES PERM ADMIN YES PERM CFR PERM CFR YES PERM ADMIN YES Ret until superceded Permanent See GC 34090.5 Permanent See GC34090.5 Permanent See GC 34090.5 Permanent See GC 34090.5 Permanent See GC 34090.5 Permanent See GC 34090.5 Page 08/17/g4 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF D~BLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS ** 0350 0350-20 0350-20 0350-20 0350-20 0350-20 0350-20 0350-30 0350-40 CC DEPT DEPT FIN DEPT FIN FIN FIN EQUIPMENT BIDS EQUIPMENT BIDS, UNSUCCESSFUL EQUIPMENT PURCHASE RECORDS EQUIPMENT PURCHASE/MAINT RECORDS EQUIPMENT RENTAL RECORDS FURNITURE PURCHASE RECORDS FIXED ASSETS INVENTORY SURPLUS EQPT APPRAISALS/SALES 2 GC 2 GC 3/D CFR 3/D CFR 4/T CFR 3/D CFR S ADMIN 3/D CFR After final disp of eqpt After final disposition of eqpt After lease/rental termination After final disposition of property Retain until superceded After final property disposition ** 0360 0360-XX 0360-XX CC CC ASSESSMNT DISTR ANNUAL ASSESSMENTS ASSESSMNT DISTR FORMATION RECORDS PERM GC PERM GC YES YES Permanent Mic for safety only Permanent See GC 34090.5 ** 0370 0370-20 0370-30 0370-40 0370-40 0370-40 DEPT FIN FIN FIN FIN PAYROLLREGULATIONS/PROCEDURES PAYROLL TIME SHEETS/CARDS DEFERRED COMP RECORDS PAYCHECK REPORTS PAYROLL DEDUCTIONS RPTr YR END SUMM s 4/A PERM 4/A PERM ADMIN CFR CFR ADMIN ADMIN YES YES Retain until superceded After audit Permanent See GC 34090.5 After audit Permanent research value See GC 34090.5 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN ' '','.' RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS 0370-40 0370-40 0370-40 FIN FIN FIN PAYROLL EDIT REPORTS D/R PRA PAYROLL GARNIS,MENT RECORDS 4/T ADMIN PAYROLL REPORTS, Z~/-~/~_~/~'~/ 4lA CFR Destroy after edit or when no longer relevant After paid/termination of court order After audit 0370-40 0370-40 0370-40 0370-50 0370-60 0370-60 0370-60 0370-60 FIN FIN FIN FIN FIN FIN FIN FIN PAYROLL SUBLEDGER REPORT 10 ADHIN PAYROLL TAX UITHHOLDINO CONTROL RPT 4/A CFR PAYROLL TOTAL RPT BY DEPT /./~//~ ADMIN CREDIT UNION RECORDS PERM CFR IRS 1099 EARNINGS STATEMENTS/RPTS 4/A CFR PAYROLL TAX REPORTS-FEDERAL/STATE 4/A CFR ~ STATE EDD REPORTS (~.~/~/E./~/c~LO~/~[~ ~/y~ ADMIN gITHHOLDING g-2 FORMS~ EMPLOYER 4/A CFR YES May be microfilmed if volume warrants After audit May be microfilmed if volume warrants CFR regs require retention "indefinitely.. After audit After audit After audit ** 0380 0380-20 0380-20 0380-20 0380-20 DEPT FIN DEPT DEPT PURCHASE SUPPLY.REQS, DEPT DUPL PURCHASE sUPPLY REQUISITIONS SUPPLY CATALOGS/BROCHURES VENDOR INFORMATION 2 GC 4/A CFR D/R PRA D/R PRA After audit Destroy when no longer relevant Destroy when no longer relevant 08/17/94 FILE NO ** 0390 0390-00 0390-10 0390-10 0390-10 0390-10 0390-30 0390-30 0390-40 0390-40 0390-45 0390-XX OFFICE OF RECORD FIN FIN FIN FIN FIN FIN FIN FIN FIN CC FIN RECORDS DESCRIPTION DISBURSEMENT NOTICES ' CASH EDIT REPORTS CASH REGISTER RECEIPTS CASHIERtS DAILY JOURNALS REVENUE RECEIPTS, DAILY ACCOUNTS RECEIVABLE RECORDS COLLECTIONS/SMALL CLAIMS RECORDS BUSINESS LICENSE APPLICATION DATA BUSINESS LICENSE RECORDS TASK FORCE RECORDS BUSINESS REGIST TAX FUND RECEIPT NOTICES CITY OF DU~LIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 4/A ADMIN D/R PRA x//f~ ~ b H l yJ 4/A CFR 5/S ADMIN 4/T ADMIN 5/T ADMIN 5 ADMIN 4/A CFR COMMENTS After audit Destroy after edit or when no tonger relevant After audit After audit After audit After settled/paid After ticense term NOT A PUBLIC RECORD After [icense termination Rec retain min S yrs for tong-term research value After audit 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN ..'.": RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS ** 0400 0400-20 0400-20 0400-30 0400-30 0400-30 0400-30 0400-30 0400-30 0400-30 0400-30 0400-30 0400-50 0400-60 0400-70 ** 0410 0410-10 0410-20 DEPT DEPT DEPT DEPT DEPT DEPT CC DEPT DEPT PL Pg PL PL PL CC CEQA GUIDELINES, STATE EIR FILING FEES, CNTY SIGN CODE ENFORCEMENT RCRDS SIGN MONTHLY STATUS REPORTS SIGN PERMIT APPEALS RCRDS, DENIED SIGN PERMITS, APPROVED SIGN REGULATION NEARING RECORDS SIGN REGULATIONS, CITY DUPL SIGN REGULATIONS, OTHER AGENCIES SIGN VARIANCES, APPROVED STREET SIGN REPLACEMENT PROGRAM DESIGN REVIEW BD MINUTES DESIGN REVIEU CASE FILES SOILS REPORTS DEVELOPMENT INQUIRIES/CORRESP LAND USE REGULATIONS HEARING RCRDS S ADMIN S GC 2/A ADMIN 2 GC 2/* ADMIN 2/T ADMIN 5/S ADMIN S ADMIN D/R PRA 2/T GC 5 ADMIN PERM GC PERM GC PERM ADMIN 2 GC PERM GC YES YES YES YES Ret until superceded Retain until superceded/amended Ret 2 yrs after abatement Keep Longer if Litigated If Litigated, keep until settled After termination of permit After superceded/amended Until superceded/amended Destroy when no Longer re[evant/superceded After term of permit Keep w/permit rcrds Rec retain 5 yrs after project completion Permanent Mic for safety only Permanent ti're of structure Permanent Legal/Research value Ret min 2 years Permanent Mic for safety only 0~/~7/~4 FILE NO 0410-20 0410-20 0410-40 0410-40 0410-50 0410-50 0410-50 0410-60 0410-80 ** 0420 0420-20 0420-20 0420-20 0420-20 0420-30 0420-40 0420-40 0420-40 OFFICE OF RECORD DEPT DEPT PL PL PL PL PL PL PL PL CC DEPT PL CC PL PL DEPT RECORDS DESCRIPTION LAND USE REGULATIONS, CITY DUPL LAND USE REGULATIONS, STATE MINOR SUBDIVISION CASE FILES PARCEL MAP/LOT SPLIT RECORDS LOT LINE ADJUSTMENT CASE RECORDS SPECIFIC PLANS SUBDIVISION RECORDS CASE FILES DEVELOPMENT PERMIT CASE RECORDS DEVELOPMENT STDS CTE RECORDS GENERAL PLAN/ELEMENTS PLANNING POLICY/REGS NEARING RCRDS PLANNING POLICY/REGSv CITY DUPL PLANNING PROCEDURES GENERAL PLAN/AMENDMENT DOCUMENTS PLANNING COMMISSION MINUTES PLANNING COMMISSION RESOLUTIONS REGIONAL PLANNING RECORDS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTNORITY MICRO CODE FILM S ADMIN S ADMIN PERM GC PERM ADMIN PERM GC PERM ADMIN PERM GC PERM ADMIN 5 ADMIN YES YES YES YES YES YES PERM ADMIN YES 5/S ADMIN S ADMIN S ADMIN PERM ADMIN YES PERM GC YES PERM GC YES 5 ADMIN COMMENTS Ret until superceded Ret until superceded Permanent See GC 34090.5 Legal/research value Permanent See GC 34090.5 Legal/Research value Permanent See GC 34090.5 Permanent Research value See GC 34090.5 May have research value Permanent Hist value Mic for safety only Rec ret min 5 yrs after superceded/amended Ret until superceded Retain until superceded Permanent Orig has hist value Mic for safety Permanent Mic for safety only Permanent Mic for safety only Ret min 2 years 081~7t94 FILE NO 0420-50 0420-60 ** 0430 0430-20 0430-20 0430-30 0430-50 0430-50 0430-60 0430-50 0430-90 0430-90 0430-90 ** 0440 0440-20 0440-20 0440-20 0440-30 · OFFICE OF RECORD DEPT PL CC DEPT PL PL DEPT PL DEPT CC DEPT DEPT CC CC DEPT DEPT RECORDS DESCRIPTION GENERAL PLANS~ OTHER JURISDICTIONS CENSUS/DEMOGRAPHIC STUDIES/REPORTS HOUSING POLICY/REGS HEARING RCRDS HOUSING POLICY/REGS. DUPL/OTHERS HOUSING REHAB PROGRAM RCRDS HOUSING STUDIES, CITY HOUSING STUDIES. OTHER AGENCY CDBG PROGRAM RECORDS MORTGAGE CREDIT PROGRAM RECORDS HOUSING AUTHORITY FORMATION RCRDS HOUSING AUTHORITY MINUTES~ ORIG HOUSING AUTHORITY RESOLUTIONS, ORIG BUILDING CODE ADOPTION RECORDS BUILDING FEE HEARING RECORDS BUILDING/ELECT/PLUMBING CODES BUILDING LAW CONTRACT SVCS RECORDS CITY OF DUBLIN ~" RECORDS RETENTION SCHEDUleS ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM S ADMIN PERM ADMIN YES 5/S ADMIN S ADMIN 5/A CFR PERM ADMIN ~ES S GC 5/A CFR 5/A CFR PERM GC YES PERM GC YES PERM GC YES 5/S ADMIN 5/S ADMIN 5/S ADMIN 5/T ADMIN COMMENTS Ret until superceded/irrelevant Permanent See GC 34090.5 Rec ret min 5 yrs after superceded/amended Ret until superceded After Agency audit or authorization Historic/Research value Until superceded/obsolete After Agency Program audit or authorization After Agency program audit or authorization Permanent Mic for safety only Permanent Microfilm for safety only Permanent Mic for safety only Rec ret min 5 yrs after superceded/amended Rec 5 years after amended/superceded After superceded Ret cc for long-term research Rec ret 5 yrs after term of contract Page No. /7 08/17/94 FILE NO 0440-30 0440-50 0440-50 ** 0450 0450-20 0450-20 0450-20 0450-30 0450-40 0450-40 0450-40 0450-50 0450-50 0450-60 0450-70 0450-80 ** 0460 0460-20 OFFICE OF RECORD DEPT DEPT DEPT DEPT CC PL PL CC CC PL CC PL PL PL PL DEPT RECORDS DESCRIPTION BUILDING PERMITS/INSPECTIONS BUILDING PLANS, PUBLIC BUILDING PLANS, RESIDENTIAL ZONING REGS/AMENDMENTS, DUPL ZONING REGULATIONS HEARING RCRDS ZONING STUDIES REZONING CASE FILES USE PERMIT APPEAL RCRDS, APPROVED VARIANCE APPEAL RECORDS, DENIED VARIANCE CASE RECORDS USE PERMIT APPEAL RCRDS, DENIED USE PERMIT CASE RECORDS ZONIHG CODE ENFORCEMENT RCRDS HOME OCCUPATION PERMITS ZONE CONFORMANCE REVIEU RECORDS REDEVELOPMENT POLICY/REGS HEARINGS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIU AUTHORITY MICRO CODE FILM PERM H&S YES PERM H&S YES S ADMIN' 5/S ADMIN PERM ADMIN 5 ADMIN PERM ADMIN 5/S ADMIN PERM ADMIN 5/S ADMIN PERM ADMIN 5/A ADMIN 2/T ADMIN 5 ADMIN YES YES YES YES 5/s ADMIN COMMENTS Permanent life of structure Perm life of structure Reqrs ret 2/less story plans 90 dys after fin insp Ret until superceded Rec 5 years after amended/superceded Permanent Hist/Legal value Keep min 1 cc historic May have ongoing research value Long term legal/research value Rec ret 5 yrs after denied Permanent life of Variance See GC34090.5 Rec min 5 years after denial Life of Permit w/further legal/research value Rec~yrs after abatement After termination Rec ret min 5 yrs Rec ret 5 yrs after superceded/amended 08/1//94 FILE NO 0460-20 0460-30 0460-30 0460-30 0460-30 0460-30 0460-30 0460-30 0460-30 0460-40 0460-50 0460-70 ** 0470 0470-20 0470-20 0470-30 0470-40 0470-50 OFFICE OF RECORD DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT PL PL PL DEPT CC DEPT CC CC RECORDS DESCRIPTION REDEVELOPMENT POLICY/REGS, DUPL CERTS OF POSTING/MEETING NOTICES MEETING NOTICE WAIVERS, REDEVELOP MEETING PACKETS, REDEVELOP AGENCY REDEVELOPMENT AGENCY AGENDAS REDEVELOPMENT AGENCY BY-LAWS REDEVELOPMENT AGENCY FORMATION REDEVELOPMENT AGENCY ORIG MINUTES REDEVELOPMENT AGENCY RESOLUTIONS PROJECT AREA MASTER PLANS/AMENDS REDEVELOPMENT PROJECT RECORDS RELOCATION/DISPLACEMENT RECORDS ECONOMIC DEV NEWSLETTERS, NON-CITY SPECIAL ECONOMIC STUDIES. CITY UDAG GRANT APPL/REPORTS DOWNTOWN SPECIFIC PLAN BUSINESS TASK FORCE RECORDS CITY DU Li. RECORDS RETENTION SCHEDb~:s ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM S ADMIN 5 ADMIN 5 ADMIN 5 ADMIN 5 ADMIN PERM GC PERM GC PERM GC PERM GC PERM ADMIN PERM ADMIN 3/F CFR YES YES YES YES YES YES D/R PRA PERM ADMIN 3/A CFR PERM ADMIN' 5 ADMIN YES YES COMMENTS Ret until superceded Rec ret min 5 years Rec ret min 5 years Rec ret min 5 yrs File orig matrts w/specific case Ret min 2 years May have long term research value Permanent Mic for safety only Permanent Mic for safety only Permanent Mic for safety only Permanent Mic for safety only Orig has hist value Mic for safety only Permanent See GC 34090.5 Ret min 3 yrs after final settlement Destroy when no longer relevant Permanent Mic for safety Keep 1 cc min historic After final report/audit Permanent Hist/Research value Keep min 1 cc hist Rec retain mln 5 yrs Page No. 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN RECORDS RETENTION SCNEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS 0470-50 0470-50 0470-50 0470-50 0470-60 ** 0480 0480-20 0480-40 DEPT DEPT DEPT DEPT DEPT DEPT DEPT CNTY ECONOMIC DEV AGENCY AGENDAS CNTY ECONOMIC DEV AGENCY MINUTES ECONOMIC DEVELOP PROGRAM RCRDS MINORITY BUSINESS ENT PROGRAM RCRDS BUSINESS CLOSURE REPORTS REGULATIONS, FEDERAL CDBG FUND APPLICATIONS/REPORTS D/R PRA D/R PRA 5 ADMIN 7 ADMIN 7 ADMIN S ADMIN 3/A CFR Destroy when no longer relevant Destroy when no longer retevant Rec reta(n min 5 yrs Long-term research value? May have long term research/legal value May have tong term research/hist value Ret until superceded After finat report/audit 08I~7/94 FILE NO ** 0500 0500-20 0500-30 0500-40 0500-40 0500-50 0500-50 0500-60 0500-70 0500-80 ** 0510 0510-10 0510-20 0510-30 ** 0515 0515-10 0515-10 OFFICE OF RECORD CC DEPT CC CC DEPT DEPT DEPT CC CC DEPT DEPT DEPT CC DEPT CM RECORDS DESCRIPTION ANIMAL REGULATION NEARING RECORDS ANIMAL REGULATIONSt OTHER JURI~DICT ANIMAL CONTR SVCS ADMIN RECORDS ANIMAL CODE ENFORCEMENT RECORDS ANIMAL COMPLAINTS ANIMAL CLINICS/~OSPITALS ANIMAL DISEASE CONTROL SURVEYS ANIMAL LICENSE/PERMIT RECORDS ANIMAL CONTROL RPTS/STATISTICS ANIMAL SHELTER RECORDS CONSUMER CORRESP/INQUIRIES CONSUMER COMPLAINTS CONSUMER ADVISORY/GROUPS EDUCATION REGULATIONSt STATE SCHOOL DISTR PROPERTY DISP RECORDS CITY OF DUBLIN ),.' RECORDS RETENTION SCHEb~.ES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 5/S ADMIN S ADMIN 5/S ADMIN 5 ADMIN 2 GC 5 ADMIN S ADMIN 2/T ADMIN 2 GC 5 ADMIN 2 GC 2 GC 2 GC D/R PRA 7 ADMIN COMMENTS Rec ret 5 yrs after amended/superceded Retain until superceded/amended Rec ret 5 yrs after term/emended Ret min 2 yrs Rec 5 yrs Rec ret min 5 yrs Ret until superceded/irretevant Rec ret 2 yrs after termination Rec ret min 5 yrs Ret min 2 yrs Destroy when no [onger retevant/superceded May have long term research value Page No, ~_/ 08117/94 FILE NO 0515-10 0515-20 0515-20 0515-20 0515-30 0515-30 0515-40 0515-50 0515-60 0515-60 ** 0520 0520-30 0520-30 0520-30 0520-30 0520-40 0520-50 0520-60 OFFICE OF RECORD DEPT CC CC DEPT DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT CC RECORDS DESCRIPTION SCHOOLS ASSNS/GROUPS RECORDS SCHOOL DISTR JT MEETING RECORDS SCHOOL DISTR UNIFICATION RECORDS SCHOOL TASK FORCE RECORDS PUBLIC SCHOOLS ADMIN RECORDS SCHOOL NEWSLETTERS PRIVATE SCHOOLS ADMIN RECORDS COLLEGE/UNIVERSITY ADMIN RECORDS SCHOOL PROGRAM FUND REQUESTS SCHOOL SPECIAL PROGRAM RECORDS DISASTER PLAN~ CITY DISASTER PLANS, OTHER AGENCIES DISASTER PREP BROCHURES/NEWSLETTERS DISASTER PREPAREDNESS EXERCISES FEMA DISASTER ASSISTANCE PROG RCRDS MUTUAL ASSISTANCE PROGRAM RECORDS EMERGENCY SVCS ADVISORY GROUPS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 2 GC 5 ADMIN PERM ADMIN 5 ADMIN 2 ADMIN D/R PRA 2 ADMIN 2 ADMIN 5 ADMIN 2 ADMIN YES 7/S ADMIN S ADMIN D/R PRA 5 ADMIN 3/A CFR 7 ADMIN 2 ADMIN COMMENTS Ret min 2 yrs Rec ret min 5 yrs May have long term research value Rec ret min 5 yrs Ret min 2 yrs May have longer research value Destroy when no longer relevant Ret min 2 yrs May have longer research value Ret min 2 yrs May have longer research value Rec ret min 5 yrs Ret min 2 yrs After amended May have long-term research value Ret until superceded/obsolete Destroy when no Longer relevant Ret min 2 yrs May have Longer research value After Agency audit May have long term research value Ret min 2 yrs 08/17/94 FILE NO 0520-70 ** 0530 0530-10 0530-10 0530-20 0530-30 0530-30 0530-35 0530-35 0530-40 0530-40 0530-50 0530-60 ** 0540 0540-20 0540-20 0540-20 0540-20 OFFICE OF RECORD CC DEPT DEPT DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT CC DEPT RECORDS DESCRIPTION EMERGENCY MED SVCS PROGRAM RECORDS CONSERVATION CORP RECORDS CONSERVATION ORGANIZATION RCRDS CITY BEAUTIFICATION PROGRAM RCRDS BAY gETLAND RECORDS WATER POLLUTION REGS~ OTHER AGENCY NOISE COMPLAINTS NOISE REGULATION HEARING RECORDS UILLIAMSON ACT INFORMATION WILLIAMSON ACT PROPERTY CONTRACTS AIR QUALITY MGMT DISTR RECORDS RIDGELAND STUDIES, NON-CITY FIRE CODE~ UNIFORM FIRE PROTECTION POLICY/PROCEDURES FIRE REGULATION HEARING RECORDS FIRE REGULATIONS, OTHER AGENCY CITY OF DU"Li. )'.'.' RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 5 ADMIN 2 GC 2 GC J~ ADMIN 2 ADMIN S ADMIN 2 GC 5/S ADMIN D/R PRA PERM ADMIH 2 GC 5 ADMIN YES 5/s ADMIN 2/S ADMIN 5/8 ADMIN S ADMIN COMMENTS May have tong term research value Retain min 2 yrs Chk for further value Rec ret 5 yrs Chk for any historic value Ret min 2 yrs May have tong term research value Retain until superceded/obso[ete Rec ret 5 yrs after superceded/amended Destroy when no Longer relevant/obsolete Permanent Ret min 2 yrs May have further research vatue May have tong term research vatue After superceded Ret cc research vatue Rec ret 2 yrs after superceded/amended Rec ret 5 yrs after superceded/amended Retain until superceded Page 08/17/94 FILE NO 0540-30 0540-50 0540-60 0540-60 0540-70 0540-70 0540-70 ** 0550 0550-20 0550-20 0550-20 0550-30 0550-40 0550-50 0550-50 0550-60 0550-60 OFFICE OF RECORDS DESCRIPTION RECORD DEPT DEPT CC CC DEPT DEPT DEPT FIRE STATISTICS/OTHER REPORTS gEED ABATEMENT PROGRAM RECORDS FIRE AUTHORITY ADMIN RECORDS FIRE AUTHORITY FORMATION RECORDS FIRE LIAISON CTE RECORDS FIRE PROTECTION STUDIES FIRE SAFETY PROGRAM RECORDS DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT FLOOD HAZARDS STUDIES FLOOD INSURANCE BOUNDARY MAPS NAT'L FLOOD INS PROGRAM RECORDS DAM/IMPROVEMENT RECORDS DRAINAGE IMPR PROJECT RCRDS CREEK IMPROVEMENT RECORDS CREEK MAINTENANCE RECORDS FLOOD CONTROL DISTR ADMIN RECORDS FLOOD MGMT PLANS~ OTHER AGENCY CITY OF DU~LIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 2 GC 5 ADMIN PERM ADMIN PERM GC 5 ADMIN PERM ADMIN 5 ADMIN YES YES YES PERM ADMIN S ADMIN PERM ADMIN PERM ADMIN 5 ADMIN 5 ADMIN 5 ADMIN 5 ADMIN S ADMIN YES YES YES YES COMMENTS Ret min 2 yrs May have further research vatue Rec retain 5 yrs after annual program May have long term research vatue Permanent Mic for safety only Rec ret Bin 5 yrs Permanent Keep min 1 cc historic value Rec ret 5 years Permanent See GC 34090.5 Unti[ superceded/amended Keep 1 cc research value Permanent Long term research value Permanent Research value See GC 34090.5 May have long term legal/research value Long term research value Rec 5 yrs MaY have longer legal value Rec ret min 5 yrs Retain until superceded/obsotete 08/i7/94 FILE NO ** 0560 0560'20 0560-25 0560-30 0560-30 0560-30 0560-30 0560-40 0560-50 0560-50 0560-60 0560-65 0560-70 0560-80 0560-90 0560-90 OFFICE OF RECORD CC CC CC CC CC CC CC CC CC CC CC DEPT DEPT CC CC RECORDS DESCRIPTION HEALTH REGULATIOH HEARING RECORDS AIDS TASK FORCE RECORDS MOSQUITO ABATEMENT BALLOT MEASURES MOSQUITO ABATEMENT DISTR APPTS MOSQUITO ABATEMENT MO REPORTS MOSQUITO ABATEMENT NEWSLETTERS PEST CONTROL RECORDS VECTOR CONTR SVS AREA FORMATION VECTOR CONTROL ADMIN RECORDS HOSPITAL/CLINIC CORRESP/RPTS MENTAL HEALTH PROGRAMS RECORDS POISON/TOXIC SUBSTANCE LISTS ALCOHOL/SUBSTA)JCE ABUSE PROG RECRDS SMOKING COMPLAINT PROCEDURES SMOKING COMPLAINTS CITY OF DUBLIN RECORDS RETENTION SCIIEL ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM 5/S ADMIN 5 ADMIN 2 GC 2/T GC 2 GC D/R PRA 2 GC PERM GC 5 ADHIN 5 ADMIN 2 ADMIN s ADMIN 2 ADMIN S ADMIN 2 GC YES COMMENTS Rec ret 5 years after superceded/amended Rec ret min 5 yrs Ret min 2 yrs After term of appt Destroy when no longer relevant Ret min 2 yrs Chk for research value Permanent Legal/research value Rec ret 5 yrs Rec ret min 5 yrs Ret min 2 yrs Ret until superceded/amended Ret min 2 yrs Retain until superceded ** 0570 0570-20 DEPT PARKING REGULATION NEARING RECORDS 5/S ADMIN Rec 5 yrs after superceded/amended Page No. 08/17/94 FILE NO 0570-30 0570-30 0570-40 0570-50 0570-60 ** 0580 0580-20 0580-30 0580-30 0580-40 0580-50 0580-60 0580-60 0580-70 0580-80 0580-90 0580-90 OFFICE OF RECORD DEPT DEPT DEPT DEPT DEPT cc CC CC PD DEPT CC CC PD PD CC CC RECORDS DESCRIPTION PARKING COMPLAINTS PARKING ENFORCEMENT RECORDS PARK & RIDE LOT RECORDS PUBLIC PARKING lOT MAINT RECORDS ABANDONED VEHICLE ABATE RECORDS PUB SAFETY REGULATION HEARING RCRDS POLICE CONTRACT NEGOTIATION RCRDS POLICE SVCS CONTRACT ADMIN RECORDS PUBLIC SAFETY PROGRAMS RECORDS GRAND JURY REPORTS CRIME STATISTICS REPORTS~ DUPL POLICE SERVICES ANNUAL REPORT JAIL/PRISON FACILITY RCRDS ASSET SEIZURE/DISPOSAL RCRDS COMPLAINTS AGAINST POLICE OFFICERS COMPLAINTS, PUBLIC SAFETY CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 2 GC 5 ADMIN 5 ADMIN 5 ADMIN 2 ADMIN 5/S ADMIN 10 ADMIN 10 ADMIN 5 ADMIN 5 ADMIN 5 ADMIN PERM GC PERM ADMIN 5/D CFR 5 CCP 5 GC 'YES YES COMMENTS Rec ret 5 yrs Rec ret 5 yrs Rec ret 5 yrs Ret min 2 yrs Rec ret 5 yrs after superceded/amended Rec ret min 5 yrs May have Longer research value Rec min 5 yrs May have Longer legal/research value Rec ret min 5 yrs Ret min 2 yrs Rev for research value Ret min 2 yrs Permanent Mic for safety Keep 1 cc hist value Review for long term research value After final disposition of property 08/17/~4 FILE NO ** 0585 0585-20 0585-X× 0585-XX ** 0590 0590-10 0590-10 0590-20 0590-30 0590-30 0590-40 0590-40 0590-40 0590-40 0590-40 0590-50 O59O-5O 0590-50 OFFICE OF RECORD PD OEPT CC DEPT DEPT CC PD DEPT PW DEPT DEPT CC CC CC CC CC RECORDS DESCRIPTION ABC LICENSE APPLICATIONS, DUPL PUBLIC WELFARE PROGRAMS RCRDS, ALL PUBLIC WELFARE REG8 HEARING RECORDS TRAFFIC CONTROL USERS MANUAL TRAFFIC GRANT PROGRAM APPLICATIONS TRAFFIC REGULATION HEARING RECORDS TRAFFIC CODE ENFORCEMENT RECORDS TRAFFIC COMPLAINTS SIGNAL INSTALL/IMPROVEMENTS TRAFFIC IMPROVEMENT FUNDING RCRDS TRAFFIC SIGNAL MAINT RECORDS TRAFFIC SIGNAL PROJECT RECORDS TRAFFIC/STOP SIGN REQUESTS CROSSING GUARD PROGRAM RECORDS CROSSING GUARD REQUESTS PEDESTRIAN SAFETY ~ROGRAM RECORDS CITY OF DUBLIN RECORDS RETENTION SCHED~dS ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM PERM ADMIN 2 ADMIN 5/S ADMIN YES D/R PRA 2 ADMIN 5 ADMIN 5 ADMIN 2 GC PERM ADMIN 5/A ADMIN 5 ADMIN PERM ADMIN 2 GC 5 ADMIN 2 GC 5 ADMIN YES YES COMMENTS Rec ret tile of State ABC [)cense Ret min 2 yrs Rec ret 5 yrs after superceded/amended Destroy whe~ no tonger re[evant/obsotete Ret min 2 yrs Chk for research vatue Rec ret 5 yrs after superceded/amended Rec ret min 5 yrs Permanent rife of proj See GC 34090.5 Rec ret 5 yrs after Agency audit Rec ret 5 yrs Permanent life of project Rec ret 5 yrs Rec ret min 5 yrs Page No. 08/17/94 FILE NO 0590-50 0590-60 0590-70 0590-80 0590-90 0590-90 0590-90 ** 0595 0595'20 0595-20 0595-30 0595'40 0595-50 0595-50 OFFICE OF RECORD DEPT DEPT DEPT DEPT DEPT PO CC DEPT DEPT DEPT DEPT DEPT DEPT RECORDS DESCRIPTION TRAFFIC SAFETY AWARDS. CITY BICYCLE SAFETY PROGRAM RECORDS TRAFFIC SAFETY CTE RECORDS TRAFFIC STUDIES TRAFFIC ACCIDENT LOC ANALYSIS RPTS TRAFFIC ACCIDENT REPORTS, DUPL TRAFFIC SAFETY ANNUAL REPORT SR CITIZEN ADV GROUPS. CITY SR CITIZEN ADV GROUPS. NON-CITY SR RETIREMENT/CARE CENTER RECORDS SR HEALTH/NUTRITION PROGRAM RECORDS SR SPECIAL PROGRAMS/EVENTS SR SVCS DIRECTORY, NON-CITY CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM PERM ADMIN YES 5 ADMIN 5 ADMIN PERM GC YES 5 ADMIN 2 GC PERM GC YES 5 ADMIN 2 GC 2 ADMIN 2 GC 2 GC D/R PRA COMMENTS Permanent Historic value Mic for safety only Rec ret min 5 yrs May have Longer research value Rec ret min 5 yrs Permanent Mic for safety Keep min 1 cc hist value Rec ret min 5 yrs ~ Permanent Mic for safety Keep min 1 cc hist vatue Rec ret min 5 yrs Ret min 2 yrs Ret min 2 yrs Destroy when no Longer relevant/obsolete FILE NO ** 0600 0600-10 0600-10 0600-10 0600-10 0600-20 0600-30 0600-30 0600-40 0600-50 0600-60 0600-60 ** 0610 0610-05 0610-05 0610-10 0610-10 0610-10 OFFICE OF RECORD DEPT DEPT DEPT DEPT CC CC CC CC CC CC CC CC CC CC CC CC RECORDS DESCRIPTION AGREEMENTS/CONTRACTS PROCEDURES BIDS, UNSUCCESSFUL CONSULTANT REFERENCE 1NFO PREVAILING WAGE RATES LEASES, REAL PROPERTY AGREEMENTS/CONTRACTS, GENERAL CONTRACTS~ MAINTENANCE/SERVICE PUBLIC AGENCY/JPA AGREEMENTS STATE/FEDERAL CONTRACTS/AGRMENTS DISPOSITION DEVELOPMENT AGREEMENTS SUBDIVISION/IMPROVEMENT AGREEMENTS COUNCIL MEETING SCHEDULES NEUSPAPER AD FEES AGENDA HAILING/SUBSCRIPTION RCRDS CITY COUNCIL MEETING PACKETS , COUNCIL COMMENDATIONS CITY OF D".Li. RECORDS RETENTION SCHED~ ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM S ADMIN 2 GC 2 GC 2/S ADMIN PERM ADMIN PERM ADMIN 3/T CFR PERM ADMIN PERM ADMIN PERM ADMIN PERM ADMIN YES YES YES YES YES YES 5 ADMIN S GC 2/T GC PERM ADMIN PERM ADMIN YES YES COMMENTS Retain until superceded After superceded Permanent Research value See GC 34090.5 Permanent Research value See GC 34090.5 After termination Permanent Research vatue See GC 34090.5 Permanent Research value See GC 34090.5 Permanent Research vatue See GC 34090.5 Permanent See GC 34090.5 Rec ret min 5 yrs Destroy when superceded/obsolete After term of subscription Permanent See GC 34090.5 Permanent Hist value Page No. 08117~94 FILE NO 0610-10 0610-10 0610-10 0610-20 0610-20 0610-20 0610-20 0610-20 0610-60 0610-60 0610-60 0610-70 0610-80 0610-80 0610-85 ** 0620 0620-10 0820-10 OFFICE OF RECORD CC CC DEPT CC CC CC CC DEPT CC CC CC CC CC CC CC CC cc RECORDS DESCRIPTION COUNCIL MEETING AGENDAS, ORIG COUNCIL MEETING SPEAKER CARDS MEETING NOTICES/AGENDAS, COUNCIL CITY COUNCIL APPTS/RESIGNATIONS CITY COUNCIL MINUTES, ORIG COUNCIL POLICY/PROCED ADOPT RCRDS COUNCIL REGULATION HEARING RECORDS REGULATIONS, OTHER AGENCY COUNCIL MEMBER ROSTERS, CITY COUNCIL ROSTERS, OTHER JURISDICT PROCLAMATIONS, REFERENCE COPIES COUNCIL CLOSED SESSION RECORDS COUNCIL MEMBER CORRESP, PERSONAL LIASON APPTS, CITY COUNCIL INVITATIONS TO CITY/COUNCIL INCORPORATION RECORDS, CITY INCORPORATION/HISTORY, CITY CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM PERM ADMIN YES 2 GC 5 ADMIN PERM ADMIN YES PERM GC YES 5/S ADMIN 5/S ADMIN S GC PERM ADMIN YES S GC 2 GC PERM GC YES 2/T ADMIN 2/T ADMIN 2 GC PERM GC PERM ADMIN YES YES COMMENTS Permanent see GC.34090.5 Rec ret min 5 years Hist value Mic for safety only Permanent Mic for safety only Rec ret 5 yrs after superceded/amended Rec ret min 5 yrs after superceded/amended Ret until superceded/amended Permanent Hist/research value Keep 1 cc hist value Destroy when superceded/obsolete Permanent as Minutes Mic for safety only Rec ret 2 yrs after term of office After term of Office Ret min 2 yrs Rev for items of hist value Permanent mic for safety only Hist/legal value Permanent Hist value Mic for safety only 08/17/~4 FILE IlO 0620-20 0620-20 0620-20 0620-20 0620-30 0620-40 0620-50 0620-60 0620-60 0620-70 ** 0630 0630-10 0630-10 0630-20 0630-20 0630-30 0630-30 0630-30 OFFICE OF RECORD CC CC CC CC CC DEPT CC PL DEPT CC CC CC CC CC CC CC CC RECORDS DESCRIPTION ANNEXATION RECORDS, CITY ANNEXATIONS TO CITY DUBLIN INC INCORPORATION RECORDS LAND EXCHANGE RECORDS BOUNDARY MODIFICATIONS, CITY LAFCO ADMINISTRATIVE RECORDS DETACHMENTS, SVC AREA/SP DISTRICTS SPHERE OF INFLUENCE RECORDS, CITY SPHERE OF INFLUENCE, OTHER CITIES COUNTY/STATE REDISTRICTING RECORDS ELECTION SEMINAR DATA ELECTION WORKER RECRUITING RCRDS ELECTION REGS HEARING RCRDS, CITY ELECTION REGS, OTHER AGENCY ABSENTEE VOTER BALLOT REQUESTS BALLOTS, UNUSED/SPOILED BALLOTS~ VOTED & POLL MATERIALS CITY OF DUBLIN - ~" RECORDS RETENTION SCHED~_.$ ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM PERM GC YES PERM ADMIN YES PERM GC YES PERM GC YES PERM GC YES 5 ADMIN PERM ADMIN YES PERM ADMIN YES 2 GC 5 ADMIN D/R PRA 2 GC 5/S ADMIN S ADMIN 6 MO EC 6 MO EC 6 MO EC COMMENTS Permanent Hist vatue Mic for safety only Permanent See GC 34090.5 Permanent mic for safety only Hist/legal value Permanent Mic for safety only Permanent Hist value Mic for safety onty Ret min 2 yrs Rec 5 yrs for research vatue Permanent Hist/research value Permanent Research value See GC 34090.5 Ret min 2 years Rev for research vaEue May have tong term research vatue Destroy when no tonger retevant Rec ret 5 yrs after superceded/amended Retain untit superceded/amended After erection After election After erection Page No. 08/17/94 FILE NO 0630-30 0630-30 0630-30 0630-30 0630-30 0630-30 0630-40 0630-40 0630-40 0630-50 0630-50 0630-60 0630-60 0630-60 0630-70 0640 0640-10 0640-20 OFFICE OF RECORD RECORDS DESCRIPTION CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC MUNICIPAL ELECT CANDIDATE HANDBOOKS MUNICIPAL ELECTION ADMIN RECORDS MUNICIPAL ELECTION RECORDS MUNICIPAL ELECTIONS ADMINISTRATION NOMINATION PAPERS, CANDIDATE PETITIONS, INITIATIVE/RECALL CAMPAIGN CTE ORG/TERM STATEMENTS CAMPAIGN STATEMENTS, ELECTED OFFICE CAMPAIGN STATEMENTS, UNSUCCESSFUL SPECIAL DISTRICT ELECTION DATA STATE/FEDERAL ELECTIONS DATA FPPC NEVSLETTERS FPPC OPINION BULLETINS FPPC TRANSMITTALS/CORRESP VOTER REGISTRATION/OUTREACH PROGS CC CC CITY ATTORNEY APPT RECORDS CITY ATTORNEY OPINIONS CITY OF DU'BLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 4/s ADMIN 5 ADMIN PERM ADMIN 2 GC 8 EC 8 MO EC 5/T ADMIN I EC 5 GC 2 GC 2 GC D/R PRA S ADMIN 5 ADMIN 2 YES YES PERM ADMIN PERM ADMIN YES YES COMMENTS Rec ret ~yrs af.ter updated for research value Rec ret 5 yrs for research value Permanent Hist/research value Keep memorabilia After Notice of Term filed orig w/Sec of State Indef Consider perm See GC 34090.5 Unsuccessful Candidates for Office Destroy when no longer relevant Ret until superceded/amended Rec ret 5 yrs May have long term research/hist value Long term legal/research/hist value FILE NO 0640-30 0640-30 0640-30 0640-40 0640-40 0640-50 0640-50 0640-50 0640-50 0640-60 0640-70 0640-90 ** 0650 0650-20 0650-XX 0650-XX OFFICE OF RECORD DEPT DEPT DEPT CC CC CC CC CC CC CC DEPT DEPT CC DEPT DEPT RECORDS DESCRIPTION LITIGATION INVOLVING MINOR LITIGATION RECORDS, SETTLED/CLOSED LITIGATION, EMINENT DOMAIN CONFLICT OF IRT REGS HEARING RCRDS CONFLICT OF INTEREST CODE, CITY ECONOMIC IRT STATEMENTS FPPC CORRESP/TRANSMITTALS STA OF ECON IRT, UNSUCCESSFUL CARD STATEMENTS OF ECON INTEREST, ALL OATHS OF OFFICE, ELECTED OFFICIALS NUISANCE ABATEMENT RECORDS NOTARY PUBLIC RECORD BOOKS SPECIAL PERMIT REGS HEARING RECORDS SPECIAL PERMIT ISSUE RECORDS, ALL SPECIAL PERMIT REQUESTS DENIED CITY OF DU~L1N '~.' RECORDS RETENTION SCHE~ . ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 2/M ADMIN PERM ADMIN YES PERM ADMIN YES 5/S ADMIR PERM GC YES PERM GC YES 5 ADMIR 5 GC I GC YES PERM ADMIN YES 5/S ADMIR PERM GC 5/S ADMIN 2/T GC 2 GC COMMENTS After minor reaches majority Rec 2 yrs Rec 5 yrs after settled Keep settlement agrmnts Fina[ order/judgement permanent Rec ret 5 yrs after superceded/amended Orig Resos/Ords Perm Mic for safety onty Code says Indef Rec treat as Perm See GC 34090.5 Rec ret 5 yrs After yrlof election Code says indef Treat as permanent See GC34090.5 Perm Hist value Mic for safety onty Rec ret 5 yrs after settled Permanent Surrender to Cnty Clerk after Comm exp Rec ret 5 years after superceded/amended After termination of permit ** 0660 0660-10 CC ORDINANCES, ORIGINAL PERM GC YES Perm Mic for sefety only 08/17194 FILE NO 0660-20 0660-30 0660-XX 0660-XX 0660-XX 0660-XX ** 0670 0670'10 0670'10 0670'20 0670'20 0670'30 0670-50 0670-60 0670'70 0670-80 0670'80 0670-90 OFFICE OF RECORD CC DEPT DEPT DEPT DEPT DEPT RECORDS DESCRIPTION CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM RESOLUTIONSr CITY COUNCIL PERM GC ORDINANCESr CO PROPOSED 2 GC LEGISLATION PROPOSED, ALL AGENCY 2 GC LEGISLATIVE ADVOCACY CORRESP 2 GC LEGISLATIVE BILLSr DIGESTS 2 GC ROSTERS OF REPRESENTATIVES, ALL S GC YES DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT APPRAISAL FIRM PROPOSALS~ REJECTED 2 GC REAL ESTATE FIRM REFERENCE INFO 2 GC EMINENT DOMAIN ACQUISITIONS PERM CCP YES PROPERTY ACQUISITION RECORDS, ALL PERM GC YES PROPERTY APPRAISALS PERM ADMIN YES INVENTORY, REAL PROPERTY PERM ADMIN YES PROPERTY LIENS/RELEASES PERM GC YES PROPERTY DIVESTMENTS RCRDS (SOLD) PERM GC YES SURPLUS PROPERTY SALE NOTICES 2 GC TAX DEFAULT PROPERTY NOTICES, CO 2 GC DEEDS OF TRUST PERM GC YES COMMENTS Perm Mic for safety only Ret min 2 years Ret until superceded Final Order & Judgement permanent Permanent Mic for safety only Permanent See GC 34090.5 Ret cc each update for research value Permanent Mic for safety only Permanent Mic for safety only Permanent Mic for safety only 08117194 FILE NO ** 0700 0700-20 0700-20 0700-30 0700-40 0700-40 0700-40 0700-50 0700-50 0700-60 0700-70 ** 0710 0710'20 0710-20 0710-30 0710'40 0710'50 0710-60 OFFICE OF RECORD CC CC CC DEPT CC DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT CC RECORDS DESCRIPTION SALARY/CLASSIF PLAN ADOPTION RCRDS SALARY/CLASSIFICATION PLANS, ORIG JOB DESCRIPTIONS PERSONNEL POLICY/AMENDMENTS, DUPL PERSONNEL POLICY/AMENDS, ORIG POLICIES, PERSONNEL DUPL PERSONNEL STUDIES, CITY PERSONNEL SURVEYS FAIR LABOR STDS ACT AMERICANS ~/DISABILITIES ACT EMPLOYEE TRAINING RCRDS TRAINING ANNOUNCEMENTS/BROCHURES INTERN PROGRAM RECORDS UORK-STUDY PROGRAMS YOUTH EMPLOYMENT PROGRAM CETA/JTPA' PROGRAM RECORDS CITY OF DlJBLIN "i"'" RECORDS RETENTION SCHEb~ES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 5/S ADMIN PERM ADMIN S ADMIN S ADMIN PERM ADMIN S ADMIN PERM ADMIN 5 ADMIN S ADMIN S ADMIN YES YES YES 5/T CFR D/R PRA 3 CFR 3 CFR 3 CFR 3 CFR COMMENTS Rec ret 5 after superceded/amended Permanent Hist/Research value Keep min 1cc hist Ret until superceded cc for research Ret under superceded Permanent Hist/Research value Keep min 1cc hist Ret until superceded Permanent Keep min 1 cc hist value Ret min 2 yrs May have further research value Ret until superceded/amended Ret until superceded/amended After employee termination Destr when no longer relevant Page No. 08/17/94 FILE NO OFFICE OF RECORDS DESCRIPTION RECORD CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS 0710-70 0710-80 DEPT CC VOLUNTEER PROGRAM RECORDS SEXUAL HARRASSMENT TRAINING 3 CFR 5 ADMIN Rec retain 5 yrs ** 0720 0720-10 0720-20 0720-20 0720-30 0720-40 0720-40 0720-40 0720-50 0720-50 0720-70 0720-80 0720-90 DEPT DEPT DEPT FIN DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT BENEFIT REGULATIONS, OTHER JURIS S ADMIN EMPLOYEE AWARDS PERM ADMIN EMPLOYEE RECOGNITION PROGRAMS 2 GC DEFERRED COMP PLAN RECORDS PERM CFR HEALTH/DENTAL CLAIMS, EMPLOYEE 5 ADMIN HEALTH/DENTAL PLAN PROPOSALS 2 GC HEALTH/DENTAL PLAN RECORDS 5/T ADMIN LIFE INSURANCE PROGRAM RECORDS 5/T ADMIN PERS CONTRACT/AMENDMENTS, ORIG PERM CFR MILITARY LEAVE OF ABSENCE RECORDS T ADMIN DEPENDENT CARE PROGRAM RECORDS 5 ADMIN INJURY PREVENTION/SAFETY PROGRAMS 5 ADMIN YES YES Ret until superceded/amended Keep w/individual Personnel records Permanent Rec ret 5 yrs Keep separate from Empl records Unaccepted plans/proposals Rec ret 5 yrs after term/new plan adoption Rec ret 5 yrs after employee termination Permanent Rec ret w/employee records to term Rec retain 5 yrs Retain in compliance w/OSHA records ** 0730 0730-10 0730-20 DEPT EMPLOYEE RELATIONS NEWSLETTERS,LOCC D/R PRA Destroy when no longer relevant - non-City CH BARGAINING UNIT RECOGNITIONS 5/T CFR After terminated May have add[ research value FIkE ~0 07Z0-20 0~0-40 07~0-40 07]0-40 ** 0740 0740'20 0740'30 0740'30 0740-30 0740-40 0740-50 0740-50 ** 0750 0750-20 0750-30 OFFICE OF RECORD DEPT CC DEPT DEPT DEPT DEPT. DEPT DEPT DEPT DEPT DEPT DEPT DEPT RECORDS DESCRIPTION MINIMUM WAGE REGULATIONS, FEDERAL MEMOS OF UNDERSTANDING MEMOS OF UNDERSTANDING, DUPL NEGOTIATIONS, BARGAINING UNITS AFFIRMATIVE ACTION EEOC REPORTS APPLICATIONS/RESUMES EMPLOYMENT INQUIRIES RESUMES/EMPLAPPS, UNSOLICITED PERSONNEL RECRUITMENT/SELECTION EMPLOYMENT TESTS TESTING SERVICES RECORDS TEMPORARY PERSONNEL SERVICES RCRDS PERSONNEL RECORDS, EMPLOYEE CITY OF DUBLIN RECORDS RETENTION SCNEb~ES ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM S ADMIN PERM ADMIN YES S ADMIN PERM ADMIN YES 4 CFR 4 CFR 4 CFR 4 CFR 4 CFR 4/S CFR 4 GC 4/T CFR IO/T' CFR COMMENTS Ret until superceded/amended Permanent LegaL/research value Ret until superceded Permanent Legal/research value After superceded/obsolete After term of services May have further Admin value r a~t¢ ~lU, 08/17/94 FILE NO ** 0800 0800-10 0800-10 0800-20 0800-30 ** 0810 0810-20 0810-20 0810-30 0810-30 0810-40 0810-50 0810-50 0810-60 0810-70 0810-80 0810-80 0810-80 OFFICE OF RECORDS DESCRIPTION RECORD PW PW PW DEPT CAL TRANS ADMIN RECORDS FREEWAY COMPLAINTS COUNTY ROAD IMPROVE RECORDS FREEWAY CONSTR/IMPROVE RECORDS CC DEPT DEPT CC DEPT DEPT DEPT DEPT CC CC CC CC SOLID WASTE REGS PUB HEARING RCRDS SOLID WASTE REGS, OTHER JURISDICTS GARBAGE COLLECTION COMPLAINTS REFUSE COLLECTION RATES LITTER CONTROL PROGRAM RECORDS LANDFILL RATES/FEES LANDFILL SITE SELECTION RECORDS RECYCLING PROGRAMS RCRDS SOLID WASTE MGMT PLANS, CITY ALACO WMA BUDGETS ALACO WMA CORRESP/RPTS ALACO WMA MEETING PACKETS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM 7 ADMIN 2 GC 5 ADMIN 7 ADMIN 5/S ADMIN S ADMIN 2 GC 5/S ADMIN 2 GC S ADMIN 7 ADMIN 2 GC PERM ADMIN 2 GC 5 ADMIN 2 GC YES COMMENTS Rec ret min 5 yrs Ret min 5 yrs Ck for research value Long term legal/research value Rec ret 5 yrs after superceded/amended Ret until superceded Rev for further research value Rec ret 5 yrs after superceded/amended Ret until superceded/amended May have long term research/legal value Permanent Research/hist value Ret min 2 yrs May have further research value FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN RECORDS RETENTION SCHE~ ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM COMMENTS ** 0820 0820-20 0820'30 0820-30 0820-30 0820'30 0820-40 0820-50 0820-60 0820-60 0820-60 0820-70 0820-80 0820-80 0820-90 0820-90 ** 0830 0830-20 CC DEPT DEPT DEPT DEPT CC DEPT DEPT CC CC CC CC DEPT DEPT DEPT CC STREET IMPROVEMENT PROJECT RECORDS STREET MAIHT PROJECT RECORDS STREET MAINTENANCE STATUS REPORTS STREET MAINTENANCE UORK SCHEDULES STREET SWEEPING/STRIPING PROGRAMS CURB/GUTTER/SIDEWALK IMPR RECORDS ENCROACHMENT PERMITS, TEMPORARY STREET INDEX STREET NAME PROCEDURES STREET NAMES/CHANGES RECORDS STREET CLASSIFICATION SYSTEM STREET REGULATIONS PUB IIRNG RECORDS STREET REGULATIONS/STDS, COUNTY STREET PLAN LINES STREET SURVEYS PERM ADMIN YES PERM ADMIN YES 2 GC 5 GC 5/T ADMIN PERM ADMIN YES 2/T ADMIN 7 ADMIN 5/s ADMIN PERM ADMIN YES PERN ADMIN YES 5/S ADMIN S ADMIN PERM ADMIN YES 3 ADNIN Permanent Life of project Ret Life of project Rec retain 5 yrs after contract term Ret Life of project Rec ret 2 yrs after termination of permit May have long term research value After superceded May have further research value Permanent Hist/Research value May have long term research value Rec ret 5 yrs after superceded/amended Ret unt|L superceded/amended Permanent H|st/Research value Rev for research value ENGINEERING REGS PUB HRNG RECORDS 5/S ADMIN Rec ret 5 yrs after superceded/amended Page No. 08/17/94 FILE NO 0830-20 0830-30 0830-40 0830-60 ** 0840 0840-10 0840-20 0840-30 0840-40 ** 0850 0850-20 0850-20 0850-20 0850-40 0850-60 0850-60 0850-70 0850-80 OFFICE OF RECORD DEPT DEPT DEPT CC CC DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT RECORDS DESCRIPTION ENGINEERING REGS, OTHER JURIS GRADING PERMITS BASE MAPS, CITY ENGINEERING SVCS CONTRACT ADMIN BRIDGE SERVICE AREA FORMATION RCRDS BRIDGE REGS/FEES/TOLLS, OTHER JURIS BRIDGE INVENTORY/INSPECTION RCRDS BRIDGE CONSTR/IMPROVE RECORDS HAZARD WASTE REGS/GUIDELINES, OTHER HAZARDOUS WASTE REGS PUB HRNG RCRDS HAZARDOUS WASTE SAMPLE REGS, OTHER HAZARDOUS SPILLS RPTS~ DUPL HAZARDOUS WASTE COLLECTION PROGRAMS HAZARDOUS WASTE MGMT WORKSHOPS HAZARDOUS WASTE MGMT PLAN~ COUNTY HAZARDOUS WASTE ADV CTE PACKETS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM s ADMIN PERM ADMIN PERM ADMIN 5/S ADMIN YES YES PERM ADMIN YES S ADMIN PERM CFR YES PERM CFR YES S ADMIN 5/S ADMIN D/R PRA 2 GC 5 ADMIN 2 ADMIN 5/S ADMIN 2 . GC COMMENTS Ret until superceded/amended Permanent Permanent Legal/Hist/Research value Rec ret 5 yrs after contract term Permanent Historic/Research value Ret untie superceded Code specifies "indef" Treat as permanent Permanent Ret until superceded/amended Rec ret 5 yrs after superceded/amended Destroy when no longer relevant Rec ret 5 yrs Ret min 2 yrs May have long term research value 08/I F/~,4 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DU~LIN RECORDS RETENTION ADOPTED RE'SOLUTION RETAIN AUTHORITY MICRO CODE FILM COMMENTS 0850-90 0850-90 DEPT DEPT HAZARD UASTE STUDIES, CITY HAZARD WASTE STUDIES, OTHER JURIS PERM ADMIN 5 ADMIN YES Permanent Hist/Research value Keep 1cc hist Rev for research vatue Page No. 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DU~LIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS ** 0900 0900-20 0900-20 0900-30 0900-50 0900-60 0900-70 DEPT DEPT CC CC CC CC ARTS ADV GROUP ADMIN RECORDS ARTS ADV GROUPS MTG MATERIALS ARTS/CULTURAL PLANS, CITY ARTS SPECIAL EVENTS/PROJECTS ARTS FACILITIES STUDIES, CITY ARTS FUNDING PROGRAMS 2 ADMIN 2 GC PERM ADMIN 5 ADMIN PERM ADMIN 5/A ADMIN YES YES Ret min 2 yrs Permanent Hist/research value Keep min 1 cc hist Ret min 2 yrs Rev for items of hist vatue Permanent Hist/Research value Rec ret 5 years after final report/audit ** 0910 0910'20 0910'20 0910'20 0910'30 0910-40 0910-40 0910'50 0910'60 CC DEPT CC CC CC CC CC CC HISTORIC PRESERV ASSN ADMIN RCRDS HISTORIC PRESERV NEWSLETTERS HISTORIC SOCIETY ADMIN RECORDS HERITAGE CENTER/MUSEUM RECORDS HISTORIC PRESERV/RESTOR PROJECTS HISTORIC SITE/LANDMARK DESIGNATIONS CULTURAL HERITAGE PROGRAM RECORDS DUBLIN HISTORY/HISTORIC RECORDS 5 ADMIN D/R PRA 2 ADMIN PERM ADMIN PERM ADMIN PERM ADMIN PERM ADMIN PERM ADMIN YES YES YES YES YES Ret min 2 yrs Rev for further research value Destroy when no longer relevant Ret min 2 yrs May have further research value Rev for historic/research value Permanent Hist/Research value Permanent Mic for safety only Ret records w/historic/research value Permanent Mic for safety only ** 0920 0920-20 CC PARK REGULATION PUB HRNG RECORDS 5/S ADMIN Rec ret 5 yrs after superceded/amended 0~/I7/94 FILE NO 0920-30 0920-40 0920-50 0920-60 0920-60 0920-60 0920-60 0920-60 0920-70 0920-70 0920-70 0920-80 ** 0930 0930-10 0930-20 0930-30 0930-30 OFFICE OF RECORD CC DEPT DEPT CC CC P&R CC DEPT P&R P&R P&R DEPT DEPT DEPT DEPT DEPT RECORDS DESCRIPTION PARKS MASTER PLAN, CITY REGIONAL PARKS ADMIN RECORDS STATE PARK ADMIN RECORDS PARKS CONSTR/IMPROVE RECORDS PARKS DEDICATION RECORDS PARKS GRANT PROGRAM RECORDS PARKS IMPR BIDS. UNACCEPTED PARKS MAINTENANCE RECORDS PARKS & REC COMM CORRESP/RPTS PARKS & REC COMM MINUTES~ ORIG PARKS & REC COMM RESOLUTIONS~ ORIG PARKS DISTR ADHIN RECORDS PATHS/TRAILS GRANT PROGRAM RECORDS PATHS & TRAILS MASTER PLAN PATHS/TRAILS CONSTR PROJECT RCRDS PATHS/TRAILS MAINTENANCE RECORDS CITY OF DUBLIN RECORDS RETENTION SCHEDb ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM PERM ADMIN YES 2 GC 2 GC PERM ADMIN YES PERM ADMIN YES 3/A CFR 2 GC 2 GC 5 ADMIN PERM GC YES PERM GC YES 2 GC 3/A CFR PERM ADMIN PERM ADMIN 5 ADMIN YES YES COMMENTS Perm Hist/Research value Ret 1 cc hist value Permanent life of project Permanent Ret items of hist value only After Final Rpt/Audit Rec ret min 5 yrs Rev for further value Permanent Mic for safety onty Permanent Mic for safety only Rev for further research value After Final Rpt/Audit Permanent Hist/Research value Ret 1cc hist Permanent life of project Page No. 08/17/94 FILE NO ** 0940 0940-10 0940'10 0940'10 0940'20 0940-20 0940'20 0940'30 0940-40 0940'50 0940'60 ** 0950 0950-10 0950'20 0950'20 0950'20 0950-30 0950-30 OFFICE OF RECORD DEPT DEPT DEPT CC DEPT DEPT CC DEPT DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT RECORDS DESCRIPTION LIBRARY FUNDING RECORDS LIBRARY OPERATIONS RECORDS LIBRARY STATISTICS REPORTS LIBRARY COMMISSION APPTS/RESIG LIBRARY COMMISSION MTG PACKETS LIBRARY POLICIESv DUPL LIBRARY SVCS CONTRACT ADMIN RCORDS LIBRARY DONATIONS/GIFTS LIBRARY SPECIAL PROGRAMS/EVENTS LIBRARY STUDIES, NON-CITY REC PROGRAM GRANT RECORDS REC FEES/REGSv DUPL REC REGS/FEE PUB HRNG RECORDS SR RECREATION PROGRAM RECORDS REC ACTIVITIES/EVENTS RECORDS REC SCHEDULES/ANNOUNCEMENTS CITY OF DU~LIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 5 ADMIN 2 ADMIN 2 GC 2/T ADMIN 2 GC S ADMIN 5 ADMIN 5 ADMIN 2 GC 5 ADMIN 3/A CFR S ADMIN 5/S ADMIN 5 R&T 2 GC 2 ADMIN COMMENTS Rec ret min 5 yrs May have further research value Ret min 2 yrs Rec ret 2 yrs after term/resignation Ret until superceded/amended Rec ret min 5 yrs Rev for further research value s/b resp of Library Rec 5 yrs ret Rev for research value After final report/Audit Ret until superceded Rec ret 5 yrs after superceded/amended Ret min 2 years Ret ccs hist value 08/17/94 FILE NO 0950-30 0950-30 0950-40 0950-60 0950-70 0950-80 ** 0960 0960-30 0960-30 0960-30 0960-40 0960-50 0960-60 0960~70 0960-70 OFFICE OF RECORD DEPT DEPT CC DEPT DEPT DEPT CC CC CC CC CC CC cc CC RECORDS DESCRIPTION RECREATION ACTIVITIES REPORTS RECREATION ACTIVITIES/PROGRAMS RECREATION SPECIAL EVENTS/PROGRAMS REGIONAL REC ACTIVITIES/EVENTS CHILD CARE PROGRAM RECORDS TEEN REC PROGRAMS/EVENTS DSRSD BOARD MINUTES, DUPL DSRSD LIAISON CTE RECORDS DSRSD/COUNCIL JT MTG RECORDS DSRSD REORGANIZATION RECORDS DSRSD SERVICES TRANSFER RECORDS DSRSD ASSETS TRANSFER RECORDS DSRSD CONSULTANT SELECTION RECORDS DSRSD SPECIAL STUDIES CITY OF DUBLIN RECORDS RETENTION SCHEDb.~$ ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM 2 GC 5 R&T 2 ADMIN 2 GC 5 R&T 5 R&T 2 GC 5 ADMIN 5 ADMIN PERM ADMIN PERM ADMIN PERM ADMIN 2/T ADMIN PERM ADM. IN YES YES YES YES COMMENTS Ret memorabilia, etc for hist value Rec ret min 5 yrs Rev for further value Rec ret 5 yrs May have long term legal/research value May have long term legal/research/hist value Hay have long term legal/research value Rec ret min 2 yrs after term of contract Permanent Legal/Hist/Research value Ret 1cc hist Page No. 08/17/94 FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM COMMENTS ** 1000 1000-20 1000'20 1000-30 1000-40 1000-50 1000-60 1000-70 1000-70 1000-70 1000-80 1000-80 DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT WATER RATES/REGS, OTHER JURIS WATER REGULATION PUB HRNG RECORDS WATER SYSTEM IMPROVE PROJ RECORDS WATER WELL PERMITS/MONITORING DATA WATER MASTER PLANS, OTHER JURIS WATER QUALITY COMPLAINTS WATER DISTR ANNUAL REPORT WATER DISTR CORRESP/RPTS WATER DISTR MTG MATERIALS WATER CONSERVATION PROGRAMS WATER DROUGHT RECORDS S ADMIN 5/S ADMIN PERN ADMIN PERN CFR 5 S 5 ADMIN 2 GC 2 GC 2 GC 2 GC 2 ADMIN YES YES Ret until superceded/amended Rec ret 5 yrs after superceded/amended Permanent life of project Permanent life of Well Until superceded/amended Rev for research value Rev for research value Rev for further research value May have longer research value May have further research value Ret min 2 yrs May have long term research value ** 1010 1010'10 1010'20 1010'20 1010'20 1010'30 cc DEPT CC DEPT DEPT TELECOM CONSULTANT PROPOSALS PUC RATE APPLIC NOTICES TELECOM REGS PUB HRNG RECORDS TELEPHONE RATE CORRESP/RPTS TELECOM BASE STATION LICENSES 2 GC D/R PRA 5/S ADMIN 2 GC U CFR Unaccepted proposals for services Destroy when no longer relevant Rec ret 5 yrs after superceded/amended Ret indef Also req to keep maint logs indef 08117194 FILE NO 1010-30 ** 1020 1020'10 1020'10 1020'20 1020'20 1020'30 1020'40 1020-40 1020'50 1020-60 ** 1030 1030'10 1030'10 1030'20 1030-20 1030'20 1030'30 OFFICE OF RECORD DEPT CC DEPT CC CC CC DEPT DEPT DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT RECORDS DESCRIPTION TELEPHONE SYSTEM RECORDS, CITY GAS & ELECT FRANCHISE AGREEMENTS GAS & ELECT FRANCHISE FIN RPTS PUC RATE APPL HRNG NOTICES UTILITY PEGS PUB HRNG RECORDS UNDERGROUND UTILITY DISTR RECORDS PG&E ADMIN CORRESP/RPTS UTILITY FACILITY RECORDS ENERGY CONSERVATION PROGRAM RECORDS UTILITY COORD COMMITTEE RECORDS WASTEWATER MGMT GEN CORRESP I/MA NEWSLETTERS/INFO MATERIALS SEWER/WASTEWATER PEG PUB HRNG RCRDS SEWER/gASTEWATER REGS, OTHER JURIS WMA POLICIES/PEGS SEWER CAPACITY RIGHTS, CITY CITY OF DU LIN RECORDS RETENTION SCHEDbLc$ ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM S ADMIN PERM ADMIN 5 ADMIN D/R PRA 5 ADMIN PERM ADMIN 2 GC 5 ADMIN 2 GC 5 ADMIN YES YES 2 GC D/R PRA 5/S ADMIN S ADMIN S ADMIN PERM ADMIN YES COMMENTS Until superceded/obsolete Permanent Rec 5 yrs Destroy when no longer relevant/obsolete Rec ret 5 yrs after superceded/amended Formation Rcrd$ permanent Rev for further research value Rev for research value Rev for further research value Rec ret min 5 yrs Rev for further research value Destr when no longer relevant Rec ret 5 yrs after superceded/amended Ret until superceded/amended Ret until superceded/amended Permanent Legal/research value Page No. 08/17/94 FILE NO 1030-30 1030-40 1030-50 1030-50 1030-60 1030-70 1030-70 1030-80 ** 1040 1040-10 ** 1050 1050-10 1050-10 1050-20 1050-20 1050-20 1050-30 1050-30 OFFICE OF RECORD DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT CC DEPT CC DEPT RECORDS DESCRIPTION SEWER SYST CONSTR/IMPR RECORDS WASTEWATER MGMT PLAN, CITY SANITATION DISTR ADMIN RCRDS SANITATION DISTR MTG MATERIALS INDUSTRIAL WASTE/DISCHARGE RCRDS SEWER/WASTEWATER STUDIES, CITY WASTE~ATER MGMT STUDIES, OTHER l~MA MEETING MATERIALS SOLAR UTILITY STUDIES, CITY CABLE TV NEWSLETTERS/HANDBOOKS CABLE TV WORKSHOPS CABLE TV PROPOSED REGS, FEDERAL CABLE TV REGS PUB HRNG RECORDS CABLE TV REGS, OTHER JURIS CABLE TV FRANCHISE ADMIN RECORDS CABLE TV FRANCHISE FIN STATEMENTS CITY OF DU~LIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTNORITY MICRO CODE FILM PERM ADMIN YES PERM ADMIN YES 5 ADMIN 2 GC 5 ADMIN PERM ADMIN YES S ADMIN 2 GC PERM ADMIN YES D/R PRA 2 GC D/R PRA 5/S ADMIN S ADMIN 5/T ADMIN 5/A ADMIN COMMENTS Permanent Permanent Hist/Research value Ret 1cc hist value Ret min 2 yrs May have longer research value Ret min 3 yrs per CFR Rev for research value Permanent Research/hist value Ret until superceded/obsotete Permanent Destr when no longer relevant Rev for further admin value Destr when no longer useful/relevant Rec ret 5 yrs after superceded Retain until superceded/amended Rec ret min 5 yrs after term of franchise Rec ret 5 yrs after audit FILE NO OFFICE OF RECORD RECORDS DESCRIPTION CITY OF DU~LIN RECORDS RETENTION SCHEDb._~ ADOPTED RESOLUTION RETAIN AUTHORITY MICRO CODE FILM COMMENTS 1050-30 1050-30 1050-50 1050-50 1050-50 1050-50 1050-60 DEPT CC CC CC CC DEPT DEPT CABLE TV SERVICES COMPLAINTS CABLE TV SERVICES PROPOSALS CABLE TV COMMUNITY ACCESS RECORDS COMMUNITY TV BY-LAWS, DUPL COMMUNITY TV FUNDING RECORDS COMMUNITY TV TRAINING SEMINARS DEPTNNAS/SATELLITE DISHES 5 ADMIN 2 GC 5/T ADMIN S ADMIN 4/A ADMIN 2 ADMIN 2 GC Ret m)n 2 yrs May have longer research value Unaccepted proposals After term of franchise Ret until superceded/amended Rec 4 yrs after audit/final rpt if grant funds Ret min 2 yrs Rev for research value Rev for further value ** 1060 1060-10 1060-10 1060-20 1060-20 1060-30 1060-40 1060-40 1060-40 1060-40 1060-40 CC CC CC CC CC CC CC CC CC CC PUC TRANSP RATE HEARING NOTICES TRANSP SVCS REGS PUB HRNG RCRDS BUS SHELTER PROGRAM RECORDS LOCAL BUS SVCS/ROUTES RECORDS BART EXTENSION PROJ RECORDS ALACO TRANSP AUTH ADMIN RECORDS ALACO TRANSP AUTH BY-LAWS ALACO TRANSP CTE RECORD~ CONGESTION MGMT AGENCY RECORDS TRANSP ADV GROUp MTG RECORDS D/R PRA 5/S ADMIN 5 ADMIN 2/S ADMIN PERM ADMIN 5 ADMIN S ADMIN 2 ADMIN 2 GC 2 GC YES Destr when no longer relevant Rec ret 5 yrs after superceded/mmended After term of program Rec ret 2 yrs after superceded Permanent Legal/H(st/Research value Rec min 5 yrs Rev for long term rsearch value Ret until superceded/amended Ret min 2 yrs Rev for research vaEue Ret min 2 yrs rev for further admin value Rev for further research value wage NO. 08/17/94 FILE NO 1060-40 1060-40 1060-50 1060-60 1060-70 1060-70 1060-80 1060-80 1060-90 1060-90 1060-90 OFFICE OF RECORDS DESCRIPTION RECORD CC CC CC CC DEPT DEPT DEPT. CC CC CC CC TRANSP ADV GRP/COMM APPTS, CITY TRANSP ADV/COMM ADMIN CORRES/RPTS TAXI/LIMO SERVICES PERMITS RAIL FEASIBILITY STUDIESt OTHER AIRPORT LAND USE COMM MTG INFO AIRPORT STUDIES, OTHER JURIS TRANSP MASTER PLANDEVELOP RECORDS TRANSPORTATION MASTER PLANSt APPRVD TRANSP FUND APPLICATIONS, CITY TRANSP FUNDING PROGRAM INFO TRANSP FUNDS, APPRVD APPLICATIONS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CODE FILM 2/T ADMIN 5 ADMIN 2/T ADMIN 5 ADMIN 2 GC 2 ADMIN 5 ADMIN PERM ADMIN 2 ADMIN 2 GC 5/A ADMIN YES COMMENTS Rec ret 2 yrs after term Rec ret min 5 yrs for research value Rec ret min 2 yrs after permit term May have long term research value Ret min 2 yrs Rev for further research value Rec ret min 5 yrs after Plan adoption Perm Legal/Research/Hist value Ret 1cc hist vatue Rejected Ret min 2 yrs Rev for further admin value Ret min 2 yrs Rec ret 5 yrs after final rpt/Agency audit lO0 200 300 400 500 CITY OF DUBLIN FLUNG SYSTEM GUIDE ADMINISTRATION 100 General Administration 110 Boards/Commissions/Committees 120 City Emblems 600 130 Organizations-Local 140 Organizations-At Large 150 Public Information/Relations 160 Records Management. 170 Risk Management 180 Staff Services FACILITIES 200 Civic Center 210 Shannon Community Center 220 Libra~ 230' Corporation Yard 240 Senior Center 250 Swim Center 260 Sports Grounds 270 Banner Poles 2S0 School Facilities 290 Parks 295 Heritage Center FINANCIAL 300 Accounting 310Audits 320 Banking 330 Budget 340 Debt Service 350 Fixed Assets 360 Assessment Districts 370 Payroll 380 Purchasing 390 Revenue & Taxat/on COMMUNITY DEVELOPMENT 400 Environmental Review 410 Land Use Control 420 Planning 430 Housing 440 Inspection Services 450 Zoning 460 Redevelopment 470 Economic Development 480 CDBG (Block Grant Pgm) HF_ALTH, SAFETY & WELFARE 500 Animal Control 510 Consumer Affairs 515 Education 520 Emergency Services 530 Environmental Protection 540 Fire Protection 550 Flood Control 560 Health Services 570 Parking Control 580 Police Services 590 Traffic Control 595 Senior Citizens LEC~,L/LE61SL~TIYE 600 Agreements/Contracts 610 City Council/Legislative 620 Incorporation/Annexation 630 Elections 640 Legal Operations 650 Special Permits (Temporary) 660 Legislation 670 Real property 700 PERSONNEL 700 Personnel Administration 710 Training & Employment Programs 720 Employee Services/Benefits 730 Employee Relations : 740 Recruiting 750 Employee Records 8OO PUBHC WORKS 800 Highways & Freeways 810 Solid Waste Management 820 Streets & Sidewalks 830 Engineering/Public Works Services $40 Bridges 850 Hazardous Waste Management 9OO CO~4MUNITY SERViCES/CULTURAL 900 Arts 910 Historic Preservation 920 Parks 930 Paths & Trails 940 Hbrary Services 950 Recreational Acti~4tles 960 DSRSD 1000 UTILITIES 1000 Water Services 1010 Telecommunications 1020 Gas & Electric 1030 Wastewater Management (Sewer) 1040 Solar Utility 1050 Cable Communications 1060 Transportation Services CITY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 100 - ADMINISTRATION 1 O0 - GENERAL ADMINISTRATION - 10 Pending 'Files - 20 Chronological Correspondence - 30 Administrative Policy & Procedures - 40 Organization Charts - $0 Work/Vacation Schedules - 60 Travel/Conferences/Meetings - 70 Department Administration - $0 Goals & Objectives 110 - BOARDS/COMMlSSION$/COMMIITEE$ - 10 Administration - 20 Regulations/Policy - 30 Applications/Appointments/Resignations - 40 Rosters/Index 120 - CiTY EMBLEMS - 10 City Seal - 2o city F~ag - 30 Original Artwork - 40 City Key Pin & Writing Pens - 50 City Song 130 - ORGANIZATIONS - LOCAL - 10 Administration - 20 - 30 - 40 - 50 - 60 - 70 - $0 Fraternal Groups Civic Groups - Chamber of Commerce Youth Groups Service Clubs & Groups Other Homeowner Associations Parks RFTA/Camp Parks/Military 140 - -10 -15 - 20 - 30 - 40 - 50 - 60 - 70 - $0 - 90 ORGANIZATIONS - AT LARGE 05 U.S.Conference of Mayors Association of Bay Area Governments (ABAG) Alameda County Mayors' Conference League of CA Cities (LOCC) National League of Cities (NLC) Professional Groups Sister Cities California Contract Cities/Independent Cities Assn Bay Area Council & COLAB (Coalition of Iabor & Business) Tri-Valley Joint Council Local Government Commission Rev 10/95 CITY OF DUBLIN FUNCTIONAL FILING SYSTFM GUIDE 100 - ADMINISTRATION (Continued) 150 - PUBLIC INFORMATION/RELATIONS - 10 Administration - 20 -30 - 40 -45 - 50 - 60 - 70 - 80 - 85 - 90 - 95 Awards to City Brochures/Calendars/Maps Newsletters/City Newsletter Talkbacks/Responses Press Releases Surveys/Questionnaires Gifts & Donations to City Dublin Pride Week Adopt A Military Unit Program Customer Service Program Employee Suggestions 160- RECORDS MANAGEMENT - lO Administration -20 - 30 - 40 - 50 - 60 - 70 - 80 Regulations/Policy/Guidelines Vital Records Storage Microfilm Program Program Audits/Inventories Forms/Forms Control & Supplies Records Destruction Equipment 170- RISK MANAGEMENT - 10 Administration - 2O - 30 - 40 - 50 - 60 - 70 - $0 - 90 Employee Safety Committee Insurance Policies- Liability Safely Programs State Workers' Compensation/Disability Claims Against City Claims on Behalf of City Fidelity Bends - Employee Incident/Accident Reports 180 - STAFF SERVICES - 10 Computer services - 20 Reproduction/Printing - 30 Mailing/Postal Services - 40 City Clerk Certifications - 50 Fees (Administrative/Misc) - 60 Legal Publications Rev 10/95 CITY OF DUBUN FUNCTIONAL FLUNG SYSTEM GUIDE 200- FAClUTIES 200 - CIVIC CENTER - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 210 - SHANNON COMMUNITY CENTER - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 220 -. LIBRARY * 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 230 - CORPORATION YARD * 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 240- DUBLIN SENIOR CENTER - 10 Administration - 20 Operations & Maintenance * 30 Capital Improvements 250- DUBLIN SWIM CENTER - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 260 - DUBLIN SPORTS GROUNDS - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 270 * BANNER POLES - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements CITY OF DUBUN FUNCTIONAL FILING SYSTEM GUIDE 200 - FAClUTIES (Continued) 280 - SCHOOL FAClUTIES - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 290 - PARKS - lO Administration - 20 Operations & Maintenance - 30 Capital Improvements 295 - DUBLIN HERITAGE CENTER - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements Rev 10/95 CITY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 300- FINANCIAL/FISCAL 300 - ACCOUNTING - 10 Administration - 20 Policy/Procedures - 30 Accounts Payable - 40 Warrant Registers - 50 City Council Travel/Meetings 310 -20 - 30 - 40 - AUDITS - 10 Administration Regulations/Policy/Guidelines/Procedures Annual City Audits - 50 Special Program Audits *- 60 Audit Committee - 70 State Controller's Reports 320 - BANKING - 10 Administration - 20 Statements/Reconciliations - 30 Investments/Policy 330-BUDGET -10 - 20 -30 -40 - 50 - 60 - 70 - $0 Administration Annual Operating Budget Department Budget Capital Improvement Plan Budget Financial Reports Revenue Sharing Programs County/State/Federal Budget 340 - DEBT SERVICE - 10 Administration - 20 -30 - 40 - 50 - 60 - 70 - $0 - 90 Public Improvement/General Obligation Bonds Tax Allocation Bonds Advisory Groups Tax & Revenue Anticipation Notes Loans Certificates of Participation Revenue Bonds Private Activity/Industrial Development Bonds 350 - FIXED ASSETS - 10 Administration - 20 Equipment/Maintenance - 30 Inventory - 40 Surplus Equipment Rev 10/95 CITY OF DUBUN FUNCTIONAL FLUNG SYSTEM GUIDE 300 - FINANCIAL/FISCAL (Continued) 360 - ASSESSMENT DISTRICTS - 10 Administration - 20 landscaping & Lighting - 30 Maintenance - 40 Public Improvements - 50 Citywide Street Lighting 370- PAYROll - 10 Administration - 20 Regulations - 30 Time Sheets - 40 Payroll Reports - 50 Credit Union - 60 Withholding Records/Reports 380- PURCHASING - 10 Administration - 20 Procurement (Supplies) 390 - REVENUE & TAXATION - 10 Administration - 20 Regulations - 30 Collections - 40 Business licenses/Registration - 45 Business Registration lask Force - 50 Fines/Forteitures - 60 Property lax - 70 Sales & Use Tax - 80 Gas Tax - 90 Transient Occupancy Tax (TOT Hotel) Rev 10/95 4OO CITY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 400 - COMMUNITY DEVELOPMENT ENVIRONMENTAL REVIEW - 10 Administration - 2O - 30 - 40 - 50 - 60 - 70 CEQA/EIR Guidelines & Procedures Signs Advisory Groups Design Review Board Design Review Case Files Soils Reports 41 0 . LAND USE CONTROL - 10 Administration - 2O - 30 - 40 - 50 - 55 - 60 - 70 - $0 Policy/Regulations CUP/SDR Minor Land Divisions/Parcel Maps Subdivisions/Tracts Specific Plans Development Permits Lot Line Adjustments Development Standards Committee 420- PLANNING - 10 Administration - 20 - 30 - 40 - 50 - 60 - 70 - $0 Policy/Procedures/Regulations General Plan Amendments (GPA) Planning Commission Regional Planning Census/Demographic Information Growth Management Program Infrastructure Financing 430 - HOUSING - 1 o Administration - 20 Poli~y/Regulations - 30 'Preservation/Rehabilitation - 40 Advisory Groups - 50 Special Studies - 60 Funding Programs - 70 Relocations - $0 Affordable Housing - 90 Housing Authority Rev 10/95 CITY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 500 - HEALTH~ SAFETY & WELFARE 500 - ANIMAL CONTROL - 10 Administration - 20 - 30 - 40 - 50 - 60 - 70 - $0 Regulations/Fees Contract Services Code Enforcement Disease Prevention Ucenses/Permits Reports/Statistics Shelter 510 - CONSUMER AFFAIRS - 10 Administration - 20 Complaints/Investigations - 30 Regulatory/Advisory Groups 515 - EDUCATION - 10 Administration - 20 School District - 30 Public Schools - 40 Private Schools - $0 Colleges/Universities - 60 Special Education Programs 520 - EMERGENCY SERVICES - 10 Administration - 20 - 30 - 40 - 50 - 60 - 70 Communications (911) Disaster Preparedness plan/Planning Assistance Programs (Homeless) Mutual Aid Programs Advisory Groups Emergency Medical Services 530 - ENVIRONMENTAL PROTECTION - 10 Administration - 20 - $0 -35 - 40 - 50 - 60 - 70 City Beautification/Property Maintenance Bay/Estuaries/Delta Noise Pollution Open Space Air Quaiity Ridgeline Protection Agricultural Preserves Rev 10/95 CITY OF DUBUN FUNCTIONAL FILING ~YSTEM GUIDE §00 - HEALTH, SAFETY & WELFARE (Continued) §40 - FIRE PROTECTION - 10 Administration - 20 Regulations/Fees - 30 Inspections/Reports/Enforcement - 40 Licenses/Permits - 50 Weed Abatement/Control - 60 Districts/Agencies (DRFA) - 70 special Studies/Programs/Projects 550- FLOOD CONTROL - 10 Administration - 20 National Flood Insurance Program - 30 Dams - 40 Drainage - 50 Creeks - 60 Flood Control District (AiaCo FC & WCD) - 70 Erosion Control 560 - HEALTH SERVICES - 10 Administration - 20 Regulations - 25 Disease/Control - 30 Mosquito Abatement - 40 Pest Control - 50 Vector Control - 60 Hospices/Hospitals/Clinics 65 Mental Health - TO Poison/Toxic Substances - $0 Alcohol/Substance Abuse - 90 Smoking Pollution Control 570- PARKING CONTROL - 10 Administration .. - 20 Regulations - 30 Enforcement - 40 Park & Ride Facilities - 50 Public Parking Lots - 60 Abandoned Vehicles Rev 10/95 CiTY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 500 - HEALTH, SAFETY & WELFARE '(Continued) 580 - POLICE SERVICES - 10 Administration - 20 Regulations/Policy - 25 Security Services/Devices - 30 Contract Services (AlaCo Sheriff's Dept) o 40 Special Programs - 50 Criminal Justice - 60 Reports/Statistics o 70 Criminal Detention Facilities/Jails/Booking Fees - 75 Court/Facilities - $0 Asset Seizure/Disposal - 90 Complaints/Investigations 585 - PUBLIC WELFARE - 10 Administration - 2O - 25 - 30 - 40 - 50 - 60 - 70 - $0 - 90 Handicapped Services Dancing/Public Gatherings/Curfews Obscenity/Pornography Social Services (Homelessness) Gambling/Games of Chance Peddling/Solicitations Child Abuse Gun Control Mid-East Crisis 590 - TRAFFIC CONTROL - 10 Administration (TJKM Contract Review) - 20 Regulations/Speed Limits - 30 Enforcement - 40 Control Devices/Improvements-Requests (signs, Signals) - 50 Crossing Guards/Pedestrian Safety - 60 Bicycle Safely - 70 Advisory Groups - $0 Special Studies - 90 Traffic Safely Programs 595 - SENIOR CITIZENS - 10 Administration - 20 Advisory/Advocacy Groups - 30 Retirement/Care Centers - 40 Health/Nutrition Programs - 50 Special Services/Events Rev 10/95 CITY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 600- LEGAL/LEGISLATIVE 600 - AGREEMENTS/CONTRACTS - 10 Administration - 20 Leases - 30 Agreements & Contracts - General - 40 County/Other Cities/JPAs/Special Districts - 50 State/Federal - 60 Development Agreements 610 - CITY COUNCiL/i FGlSLATIVE - 05 Administration - 10 Agendas/Mailings/Notices -20 - 30 - 40 - 50 - 60 - 70 - 80 - 85 - 90 Policy/Procedures/Regulations Appointments/Resignations (To/From Council) Delegate/Liaison Appointments Proclamations/Commendations Reorganizations/Rosters Closed Sessions counciimember Correspondence Invitations/Grand Openings/Etc. Other Cities 620 - INCORPORATIOr~ -10 -15 - 20 - 30 - 40 - 50 - 60 - 70 Articles of Incorporation/Historic Dublin Information, Inc. (DII) Annexations & Land Swaps Boundary Modifications Local Agency Formation Commission (LAFCO) Detachments Sphere of Influence County/State Redistricting 630 - El FCTIONS - 10 Administration - 20 Regulations/Procedures - 30 Municipal Elections - 40 Campaign Statements - 50 Statewide/National/County Elections - 60 Fair Political Practices Commission - 70 Voter Registration/Outreach Rev 10/95 CITY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 600 - ! FGAL/I FGISLATIVE (Continued) 640 - I FGAL OPERATIONS - 10 city Attorney's Office - 20 Legal Opinions - 30 Litigation Files - 40 Conflict of Interest Code - 50 Statements of Economic Interest (Conflict of Interest) - 60 Oaths of Office - 70 Nuisance Abatement - $0 Grand Jury Reports - 90 Notary Public 650 - SPECIAL PERMITS - 10 Administration - 20 Regulations/Fees - 30 Parade Permits - 40 Sidewalk Sales - 50 Street Closures - 60 Fireworks - 70 Bingo - $0 Oversize Vehicles - 90 Other (Banners) 660 - I FGISLATION - 10 Administration - 20 Dublin Municipal Code (codification) - 30 County - 40 State - 50 Federal 670 - REAL PROPERTY - 10 Administration - 20 Acquisitions/Land Swaps - 30 Appraisals & Negotiations - 40 Easements/Right-of-Way - 50 City-owned/Property Inventory - 60 Liens/lien Releases - 70 Property Divestments ~. - $0 Surplus Property Programs - 90 Deeds of Trust Rev 10/95 CITY OF DUBLIN FUNCTIONAL FILING SYSTEM GUIDE 700- PERSONNEL 7OO - PERSONNEL ADMINISTRATION - 10 Administration - 20 - 30 - 40 - 50 - 60 - 70 Classifications & Salaries Job Descriptions Personnel Policies/Rules Surveys/Studies FLSA (Fair Labor Standards Act) ADA (Americans w/Disabilities Act) 710 - TRAINING & EMPLOYMENT PROGRAMS - lO Administration - 2O - 30 - 40 '- 50 - 60 - 70 - $0 Employee Development/Education Intern Programs Work-Study Programs Youth Employment Services PIC Private Industry Council (CETA Type Training Program) Volunteer Programs Sexual Harassment Policy & Training 720 - EMPLOYEE SERVICES/BENEFITS - lo Administration - 2O - 30 - 40 - 50 - 60 - 70 - $0 - 90 Employee Awards/Recognition Deferred Compensation Health/Dental Benefits Life Insurance Retirement Benefits (P/RS) Military Leave of Absence Dependent Care Program Employee Wellness & Injury/illness Prevention Programs 730 - EMPLOYEE RELATIONS - 10 Administration - 20 Regulations - 30 Bargaining Units/Employee Associations - 40 Memos of Understanding/Negotiations 740 - RECRUITING - lO Administration - 20 Affirmative Action/EEOC - 30 Applications/Resumes - 40 Recruitment/Selections - 50 Testing Services - 60 ADA Plan 750 - EMPLOYEE RECORDS - 10 Administration - 20 Temporary Services - 30 Employee Records i~ev 10/95 CITY OF DUBLIN FUNCTIONAl. FLUNG SYSTEM GUIDE 800 - PUBLIC WORKS 800 - HIGHWAYS & FREEWAYS - 10 Administration - 20 County Highways/Improvements - 30 Freeways/Improvements 810 - SOLID WASTE MANAGEMENT - 10 Administration - 20 - 30 - 40 - 50 - 60 '- 70 - $0 Regulations/Enforcement Garbage Collection/Rates Utter Control I_R~dfill/Dumps Recycling Programs/Resource Recovery Master Plans Waste Management Authority 820 - STREETS & SIDEWALKS - 10 Administration - 20 - 30 -35 - 40 - 50 - 55 - 60 - 70 - $0 - 90 Improvements/Streets Maintenance Street Lighting Curbs, Gutters & Sidewalks Encroachment Permits Fee Schedules/Policy Street Names/Changes Street Classification System Regulations Street Plan Lines 830- ENGINEERING SERVICES - 10 Administration - 20 Regulations/Policy, - 30 Grading Permits - 40 Mapping Program/Base Maps - 50 Public Works Maintenance - 60 MCE Contract Review 840- BRIDGES - 10 Administration - 20 Regulations - 30 Inventory/Inspections - 40 Improvements Rev 10/95 CITY OF DUBLIN FUNCTIONAl FLUNG SYSTEM GUIDE $00 - PUBLIC WORKS (Continued) $50 - HAZARDOUS.WASTE MANAGEMENT - lO Administration - 20 Regulations/Policy/Guidelines - 30 Hazardous Materials - 40 Hazardous Spills - 50 Hazardous Waste/Facilities - 60 Special Programs ~ 70 Master Plans - 80 Advisory Committee - 90 Special Studies Rev 10/95 FUNCTIONAL FILING SYSTEM GUIDE 1000 - UTIUTIES 1000 - WATER SERVICES - lO Administration - 20 Regulations/Rates - 30 Water System/Connections - 4_0 Rese~rvoirs/Water Sources - 50 Mas~er Plan(s) - 60 Quality Control - 70 Agencies/Districts - $0 Conservation Programs/Drought Reports 90 Recycled Water Authority 1010 - TELECOMMUNICATIONS - 10 Administration - 20 Regulations/Rates - 30 City System 020 - GAS & ELECTRIC -- lO Administration/Franchise - 20 Regulations/Rates - 30 Undergrounding - 40 Plant Facilities - 50 Energy Conservation Programs - 60 Utilities Coordination Committee 1030 - WASTEWATER MANAGEMENT (SEWER) - 10 Administration ~ 20 Regulations/Fees - 30 Sewer System/Improvements - 40 Master Plan(s) - 50 Sanitation Districts - 60 Industrial Waste - 70 special Studies - $0 TWA Cirri-Valley Wastewater Authority) 1040 - SOLAR UTILITY - 10 Administration - 20 Studies 050 - CABLE COMMUNICATIONS - lo Administration - 20 Regulations/Rates - 30 Franchise Services - 40 Advisory Groups - 50 CTV (Community TV - Channel 30) - 60 Antenna/Satellite Dishes 06° -'TRANSPORTATION SERVICES - 10 Administration - 20 Local Bus Services WHEELS - 30 BAR]- Bay Area Rapid Transit - 40 Advisory Groups/Commissions/Authority - 50 Taxi/limousine Services - 60 Train Services Including Ught Rail - 70 Airports/Heliports - 80 Master Plan(s) - 90 Funding Programs Rev 10/95