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Home My WebLink AboutItem 4.04 Records Retention Schedule (2) CITY CLERK File # D[I]0[~J-~[Q] AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 23,1996 SUBJECT Adoption of Records Retention Schedules for City Records (Report Prepared by Kay Keck, City Cler~ A) Records Retention Schedules B) Filing System Guide C) Resolution adopting certain Records Retention Schedules. designating certain City Departments as the Official Office of Record, and authorizing.the destruction of certain ~records '\^I""' Adopt Resolution EXHIBITS ATTACHED' RECOMMENDATION. FINANCIAL STATEMENT' None DESCRIPTION In April of 1994, the City Council authorized an agreement with Hislop Associates for the development of Records Retention Schedules to serve as the basis for periodic disposal of City records as they become obsolete. The City's Records Management System consists of 10 categories. 0100 Administration 0600 Legal/Legislative 0200 Facilities 0700 Personnel 0300 Financial 0800 Public Works 0400 Community Development 0900 Community Services/Cultural 0500 Health, Safety & Welfare 1000 Utilities During the last year, the Records Retention Schedules have been completed and reviewed by the City Clerk, the City Attorney and Department Heads and are now ready for adoption by the City Council. Following are examples of how the Retention Schedules will be used. File No. 0630-40 orc qf Record Descrintion Retain CC Campaign Statements, Unsuccessful 5 Authority Code GC These documents are contained in ajile under the Legal/Legislative category The City Clerk is the Office of Record and in accordance with the Government Code, these records must be retained a minimum of 5 years. COPIES TO: ITEM No.M K 1/G/jan-96/as-recrt.doc CQ File No. 0480-40 orc or Record Descrintion DEPT CDBG Fund Applications/Repts Retain 3/A Authority Code CFR These documents are contained in ajile in the Community Development category The Office of Record could be any Department containing records on this subject (most likely the City Clerk and/or the Planning Department). In accordance with the Code of Federal Regulations, these records must be retainedfor 3 years after the date ofthejinal report or audit. Staff recommends that the City Council adopt the Resolution. Adopting certain Records Retention Schedules, designatmg certain City departments as the Official Office of Record, and authorizing the destruction of certain records. . . . C K T YO F DUB L K N RECORDS RETENTION SCHEDULES Adopted by Resolution No. - 96 January 23, 1996 OFFICE OF RECORD ABBREVIATIONS CC City Clerk CM City Manager DEPT Any City Department Having Related Records FIN Finance Department PO Police Department PL Planning/Community Development P&R Parks & Recreation (Parks & Community Services) Department PW Public Works Department RETENTION SCHEDULE ABBREVIATION KEY Authority Code ADMIN CCP 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 After Audit C Until Complete D/R Destroy When No Longer Relevant P Permanent S Retain Until Superseded/Updated T Until/After Terminated U Unspecified Retention Time K] /F/rec-mgmtlrelenlll.doc Zxfzi6it .1 Page No. 08/17/94 CITY OF DUBLlN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENT S RECORD CODE FILM ** 0100 0100-10 OEPT PENDING/SUSPENSE FILES O/R PRA Destr when no longer relevant 0100-20 OEPT CHRONOLOGICAL CORRESPONDENCE If GC 0100-30 CC ADMIN POLICY, ORIG PERM ADMIN YES orig has hist/research value DIDO-3D DEPT ADMIN PROCEDURES S ADMIN Ret untit superceded 0100-30 DEPT DIRECTIVES, CITY MANAGER S ADMIN Ret unti 1 superceded 0100-40 CC ORGANIZATION CNARTS PERM ADMIN YES Destr dupl when superceded Ret cc for hist value 0100-40 CC REORGANIZATIONS, CITY DEPTS 5 ADMIN Min 2 yrs May have longer research value 0100-50 DEPT WORK/VACATION. SCHEDULES 2 GC 0100-70 DEPT DEPT ADMINISTRATIVE RECORDS 2 GC 0100-80 CC GOALS & OBJECTIVES, CITY APPROVEO PERM ADMIN YES "ist/Research vatue ** 0110 OlIO-3D CC APPLICATIONS, BDS/COMM/CTES 2 ADMIN Ret min 2 years 0110-30 CC APPTS/RESIG, BDS/COMM/CTES 2fT ADMIN After term 0110-30 CC VACANCY NOTICES, LEGAL 5 ADMIN Evidential value 0110-40 CC MEMBERSNIP ROSTERS, BDS/COMM/CTES S ADMIN Ret 1 cc for h;st/research value ** 0120 0120-10 DEPT CITY EMBLEM/lOGO PURCHASE CATALOGS D/R PRA Dest when no longer relevant e e e Page No. 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-BO 0130-80 0130-xx ono-xx OUO-xx e OFFICE OF RECORDS DESCRIPTION RECORD CC CC DEPT CC DEPT CC CC CC CC CC DEPT DEPT DEPT DEPT DEPT DEPT CITY SEAL/LOGO ADOPTION RECORDS CITY SEAL/LOGO REGS HEARING RCRDS CITY SEAL/LOGO REQUESTS, CORRESP FLAG, CITY ADOPTION RECORDS FLAGS,U S/STATE/CITY PROTOCOL ARTWORK, ORIG CITY LOGOS/SEALS ETC KEY PIN DESIGN/ADOPTION RECORDS KEY PIN/OTHER AUARDS 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 NEUSLETTERS LOCAL ORGS, MEETING MATERIALS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE FILM PERM 5/S 2 PERM S PERM PERM 5 2 PERM 2 D/R 2 2 D/R D/R ADMIN ADMIN GC ADMIN ADMIN ADMIN ADMIN ADMIN GC ADMIN GC PRA GC GC PRA PRA YES YES YES YES YES Mic for safety Historic value After amended/superceded Mic for safety only Historic value Retain until superceded/amended Mic for safety only Historic 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 Page No~ 3 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM .. 0140 0140-50 CC SISTER CITY BRAY IRELAND PERM ADMIN YES Hist value Hie for safety only 0140-" DEPT ORGANIZATIONS, BY-LAWS S ADMIN Ret until superceded 0140-" CC ORGANIZATIONS, CNCL LIAISON APPTS 2fT ADMIN A.fter term 0140-" DEPT ORG^NIZATIONS, CORRESP/RPTS 2 GC 0140-" DEPT ORGANIZATIONS, MEETING INFO D/R PRA Dest when no longer relevant 0140-" DEPT ORGANIZATIONS, NEWSLETTERS D/R PRA Dest when no longer relevant ** 0150 0150-10 DEPT PUBLIC INFO COMPLAINTS/CORRESP 2 GC 0150-20 CC AWARDS TO CITY PERM IUlMIN YES "\st value Mie for safety only 0150- 30 CC CITY PUBLICATIONS/BROCHURES PERM ADMIN YES Keep sev ee tor Hist value Hie tor safety only 0150-40 CC CITY NEWSLETTERS PERM ADMIN YES Keep sev ee for Hist value Hie for safety only 0150-45 CC T^LKBACK/RESPONSES 2 GC 0150-50 DEPT CITY PRESS RELEASES PERM ADMIN YES Keep sev cc for Hist value Hic for safety only 0150-50 DEPT CITY PUBLICITY/NEWS ARTICLES PERM ADMIN YES Keep cc for Hist value Hic for safety only 0150-70 DEPT CITY QUESTIONNAIRES/SURVEYS Z GC Ret min 2 years May have further research value 0150-80 CC DUBLIN PRIDE WEEK ADMIN RECORDS 2 GC Keep hist memorabilia perm 0150-85 CC MILITARY UNIT ADOPTION PROGRAM 2 GC Review for historic/research value e e. e Page No. 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 e OFfICE OF RECORDS DESCRIPTION RECORD CC DEPT CC CC CC DEPT DEPT CC DEPT CM CC CC DEPT DEPT DEPT FIN CUSTOMER SERViCE PROGRAM EMPLOYEE SUGGESTIONS RECORDS MGMT BIDS/PROPOSALS REGS/POLICY,NON-CITY RECORDS INVENTORIES/AUDITS FORMS, BLANK RECORD DESTR LISTS, APPROVED FILING EQPT RECORDS RECORDS MGMT SUPPLY RECORDS, DUPL CLAIMS STATUS REPORTS INSURANCE QUOTES/PROPOSALS INSURANCE POLICIES SAFETY COMMITTEE RECORDS SAFETY PROGRAM RECORDS ~RKER'S COMP CLAIM FILES ~RKER'S COMP INSURANCE/AMENDS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # - RETAIN AUTHORITY MICRO COMMENTS COOE FILM 2 2 2 S S D/R PERM 3/0 GC GC GC ADMIN ADMIN PRA ADMIN YES CFR 2 GC ADMIN 2 GC fE.KM ADMIN s ADMIN 5 ADMIN PERM ADMIN PERM ADMIN Retain min 2 yrs May have longer research value Ret until superceded/obsolete Ret until superceded Dest when no longer relevant/obsolete Permanent May be destr if microfilmed After final disposition Keep Vendor info for future reference Ret min 2 yrs May have longer research value Ret min 2 yrs May have longer research value YES Permanent Long-term legal/research value YES Long-term research value Page No. 5 08/17/94 CI TY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM 0170-60 DEPT CLAIMS AGAINST CITY 5/S ADMIN After settled. See City Claims Retention Policy 0170-60 FIN CLAIMS INVOLVING MINOR 21M CCP After minor reaches majority 0170-70 FIN CLAIMS BY CITY 5/S ADMIN After settled Ref to City Claims Pol icy 0170-80 CC F IDELI TY BONDS, EMPLOYEE PERM ADMIN YES Permanent See GC 34090.5 0170-90 DEPT ACCIDENT RPT SUMMARIES, OSHA 5 OSHA 0170-90 DEPT INCIDENT REPORTS 2 GC .. 0180 0180-10 DEPT COMPUTER EQPT~CleCTI8N RECORDS 2 GC 01BO-20 DEPT REPRODUCTION/PRINTING RCRDS 2 GC 0180-40 CC RECORD CERTIFICATION REQUESTS 2 GC 01BO-5D CC ADMINISTRATIVE FEES 4/S ADMIN After superceded/revised e e e Page No. 08/17/94 FILE NO ** 02XX 02XX-I0 02XX-ID 02XX.I0 02XX-20 02XX-20 02XX-20 02XX-20 02XX-20 D2XX. 20 02XX-30 02XX-30 02XX-30 02xx-30 02xx-30 02XX-30 02XX-30 02XX-4D - OFFICE OF RECORDS DESCRIPTION RECORD CC CC CC CC CC CC CC CC CC CC DEPT CC CC CC DEPT DEPT CC 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 ARTYORK FACILITIES COMMITTEE RCRDS FACILITIES CONSTRUCTION RECORDS FACILITIES CONTRACT CHANGE ORDERS FACILITIES IMPROVEMENTS FACILITIES PLANS & SPECS FACILITIES SOILS/GEOLOGY RPTS FACILITIES STUDIES e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE FILM PERM PERM 2 S 2 5/T 2 2 S 5 5 PERM PERM PERM PERM PERM PERM ADMIN ADMIN GC ADMIN GC CFR GC GC ADMIN ADMIN ADMIN H&S H&S H&S H&s H&S ADMIN YES YES YES YES YES YES YES YES 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/hlstoric/research value Set aside records w/historic/research value Permanent See GC 34090.5 Permanent life of Structure Keep w/orig contract Permanent life of project See GC 34090.5 Permanent life of structure See GC 34090.5 Permanent Permanent Historic Hic for safety only Page No. 7 OB/17/94 FILE NO ** 0295 0295. XX CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # OFFICE OF RECORDS DESCRIPTION RECORD RETAIN AUTHORITY MICRO COMMENTS CODE FILM CC DUBLIN CEMETERY RECORDS PERM H&S YES e e P~rmanent Mic for safety only e Page No. 'if ... OB/17/94 FILE NO ** 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 ** 0310 0310-20 0310-30 0310-30 0310-30 -- CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # OFFICE OF RECORDS DESCRIPTION RECORD FIN DEPT DEPT FIN FIN DEPT FIN DEPT FIN FIN FIN FIN DEPT CC DEPT CC CHART OF ACCTS, DUPL POLICY & PROCEDURES, ACCOUNTING TRAVEL REQUESTS/BACKUP,DUPL ACCTS PAYABLE RECORDS ( 61,I/CCU::D) (HeO'.,. EXPENSE REIMBURSEMENTS EXPENSE REIMBURSEMENTS, DUPL ~ARRANT REGISTERS ~ARRANT REGISTERS, DUPL CITY COUNCIL TRAVEL RCRDS ACCOUNTING EDIT REPORTS GENERAL LEDGER JOURNAL VOUCHERS/REPORTS REGULATIONS/GUIDELINES/PROCEDURES AHNUAL REPORTS, ALL CITY AGENCIES AUDIT CORRESPONDENCE AUDITS/FIN STATEMENTS, ALL e RETAIN AUTHORITY MICRO COMMENTS CODE FILM S S 2 4/A 4/A 2 4/A D/R 4/A D/R PERM 4/A S PERM 2 PERM ADMIN ADMIN ADMIN ADMIN CFR ADMIN ADMIN PRA CFR PRA CFR ADMIN ADMIN GC ADMIN ADMIN YES YES YES Ret untiL superceded Ret until superceded After audit After Audit After audit Req for Calif State rcrds Destroy when no longer relevant After audit Destroy after edit or when no longer relevant Permanent See GC 34090.5 After audit Retain until superceded Historic value Mic for safety only Ret min 2 years Perm See GC 34090.5 Page No. q OB/17/94 FILE NO 0310-60 0310-70 .* 0320 0320-10 0320-20 0320- 30 0320-30 0320-30 0320-30 ** 0330 0330-20 0330-20 0330-20 0330-20 0330- 20 0330-30 0330-30 0330-40 OFFICE OF RECORDS DESCRIPTION RECORD FIN DEPT FIN FIN FIN CC DEPT FIN CC DEPT CC CC FIN DEPT FIN CC e AUOIT COMMITTEE RCRDS STATE CONTROLLER REPORTS, ANNUAL SIGNATURE AUTHORIZATIONS, BANK BANK STATEMENTS/RECONCILLIATIONS CANCELLED/VOID CHECKS, ALL INVESTMENT POLICY, CITY ORIG INVESTMENT POLICY, DUPL INVESTMENT RECORDS, ALL FUNDS BUDGET HEARING RECORDS BUDGET PLAN WORKSHEETS BUDGET REVIEW RECORDS BUDGET, ADOPTED ANNUAL CITY REVENUE PROJECTION WORKSHEETS DEPT BUDGET/WORKPAPERS EXPENDITURE REPORTS, DEPT CAPITAL IMPROVEMENT BUDGET C!TY OF DUBLI N RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM s s S 4/A 4/A PERM S 4/T 4/A O/R 4/A PERM D/R 2 '1- PERM ADMIN GC ADMIN CFR CFR GC GC CFR ADMIN PRA ADMIN ADMIN PRA GC ADMIN ADMIN YES e Rec retain min 5 yrs Keep rpts for research value Ret until superceded After audi t After audit Permanent Mie for safety only Retain until superceded After audit & term of investment After audi t Oest ~hen no longer relevant After audit YES Permanent Hist value Mic for safety only Destroy when no longer relevant May be microfilmed if volume warrants YES 1 cc Perm/Historic Mic for safety only e Page t{o. la 08/17/94 ,., e e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECoRDS DESCRIPTiON RECORD RETAIN AUTHORITY MICRO COMMENTS CODE FILM 0330-50 FIN FINANCIAL REPORTS, MONTHLY 1- ADMIN May be microfilmed if volume warrants 0330-50 FIN GEN LEDGER EDIT REPORTS D/R PRA Destroy after edit or when no longer relevant 0330-50 FIN GEN LEDGER TRIAL BALANCE RPTS, MO D/R PRA Destroy when no Longer relevant 0330-50 FIN YR END UNCONSOLIDATED FIN REPORT PERM ADMIN YES 0330-70 FIN REVENUE SHARING PROGRAM AUDITS 4/A CFR After audit by granting agency 0330-70 FIN REVENUE SHARING PROGRAM RECORDS CFR 4/A After audit by granting agency 0330-80 OEP1 S1ATE/FEDERAL BUDGET DATA 2 GC Ret min 2 yrs ** 0340 0340-30 DEPT REGULATIONS, BOND PROGRAMS S ADMIN Ret unti l superceded 0340-50 FIN TAX/REV ANT NOTES ISSUE RECORDS PERM CFR YES Permanent See GC 34090.5 0340-60 CC LOAN RECORDS, ALL PERM CFR YES Permanent See GC34090&5 0340-70 FIN CERT OF PARTIC ISSUE RECOROS PERM ADMIN YES Permanent See GC 34090.5 0340-80 CC REVENUE BOND ISSUE RECORDS PERM CFR Permanent See GC 34090.5 0340-90 cc INDUST DEVELOP BOND ISSUE RCRDS PERM CFR YES Permanent See GC 34090.5 Q340-xx FIN BONOS, LOST/REISSUE REGISTER PERM ADMIN YES Permanent See GC 34090_5 Page No. If 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE of RECORDS DEScRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM .. 0350 0350-20 CC EQUIPMENT BIDS 2 GC 0350-20 DEPT EQUIPMENT BIDS, UNSUCCESSFUL 2 GC 0350-20 DEPT EQUIPMENT PURCHASE RECORDS 3/0 CFR ~fter final disp of eqpt 0350-20 FIN EQUIPMENT PURCHASE/MAl NT RECOROS 3/0 CFR After final disposition of eqpt 0350-20 DEPT EQUIPMENT RENTAL RECORDS 4/T CFR After lease/rental termination 0350-20 FIN FURNITURE PURCHASE RECORDS 3/0 CFR After final disposition of property 0350-30 FIN FIXED ASSETS INVENTORY S ADMIN Retain until superceded 0350-40 FIN SURPLUS EQPT APPRAISALS/SALES 3/0 CFR After finaL property disposition .. 0360 0360-XX CC ASSESSMNT DISTR ANNUAL ASSESSMENTS PERM GC YES Permanent Hic for safety only 0360-XX CC ASSESSMNT DISTR FORMATION RECORDS PERM GC YES Permanent See GC 34090.5 ** 0370 0370-20 DEPT PAYROLL REGULATIONS/PROCEDURES S ADMIN Retain until superceded 0370-30 FIN PAYROLL TIME SHEETS/CARDS 4/A CFR After audit 0370-40 FIN DEFERRED COMP RECORDS PERM CFR YES Permanent See GC 34090.5 0370-40 FIN PAYCHECK REPORTS 4/A ADMIN After audit 0370-40 FIN PAYROLL DEDUCTIONS RPT, YR END SUMM PERM ADMIN YES Permanent research value See GC 34090.5 e e e Page No. 1_ 08/17/94 . CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # - e FILE NO OFFICE OF RECORDS DESCRIPTION RECORD RETAIN AUTHORITY MICRO COMMENTS CODE FILM 0370-40 FIN PAYROLL EDIT REPORTS D/R PRA Destroy after edit or when no longer relevant 0370-40 FIN PAYROLL GARNISHMENT RECORDS 4/T ADMIN After paid/termination of court order 0370-40 FIN PAYROLL REPORTS, J31-'W66KL Y 4/A CFR After aud; t 0370-40 FIN PAYROLL SUBLEDGER REPORT 10 ADMIN May be microfilmed if volume warrants 0370-40 FIN PAYROLL TAX WITHHOLDING CONTROL RPT 4/A CFR After audit 0370-40 FIN PAYROLL TOTAL RPT BY DEPT 4/11 ADMIN May be microfilmed if volume warrants 0370-50 FIN CREDIT UNION RECORDS PERM CFR YES CFR regs require retention lIindefinitelyll 0370-60 FIN IRS 1099 EARNINGS STATEMENTS/RPTS 4/A CFR After audi t 0370-60 FIN PAYROLL TAX REPORTS-FEDERAL/STATE 4/A CFR After Bud; t 0370-60 FIN STATE EDD REPOR,S (UNt=.HP/....OYH-r) 'I! R ADMIN 0370-60 FIN WITHHOLDING W-2 FORMS, EMPLOYER 4/A CFR After audi t '* 0380 03BO-20 DEPT PURCHASE SUPPLY REQS, DEPT DUPL 2 GC 03BO-20 FIN PURCHASE SUPPLY REQUISITIONS 4/A CFR After Budi t 0380-20 DEPT SUPPLY CATALOGS/BROCHURES D/R PRA Destroy when no longer relevant 0380-20 DEPT VENDOR INFORMATION D/R PRA Destroy when no longer relevant Page No. /-3 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM ** 0390 0390-00 FIN DISBURSEMENT NOTICES 4/A ADMIN After audi t 0390-10 FIN CASH EDIT REPORTS O/R PRA Destroy after edit or when no longer relevant 0390-10 FIN CASH REGISTER RECEIPTS If/A f1/)HII'i 0390-10 FIN CASHIER'S DAILY JOURN^LS 4jA AbHIN After audit 0390-10 FIN REVENUE RECEIPTS, DAILY 1/f.I ADH IIJ After audit 0390-30 FIN ACCOUNTS RECEIVABLE RECORDS 4/A CFR After audit 0390-30 FIN COLLECTIONS/SMALL CLAIMS RECORDS 5/S ADMIN After settled/paid 0390-40 FIN BUSINESS LICENSE APPLICATION DATA 4/T ADMIN After license term NOT A PUBLIC RECORD 0390-40 FIN BUSINESS LICENSE RECORDS 5/T ^DMIN Mter license termination 0390-45 CC T^SK FORCE RECORDS BUSINESS REGIST 5 ADMIN Rec retain min 5 yrs for long-term research value 0390-XX FIN TAX FUND RECEIPT NOTICES 4/A CFR After audit e e e Page No. I~ 08/17/94 ,., FILE NO ** 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 OFFICE OF RECORDS DESCRIPTION RECORD DEPT CECA GUIDELINES, STATE DEPT EIR FILING FEES, CNTY DEPT SIGN CODE ENFORCEMENT RCRDS DEPT DEPT DEPT CC DEPT DEPT PL P~ PL PL Pw PL CC SIGN MONTHLY STATUS REPORTS SIGN PERMIT APPEALS RCRDS, DENIED SIGN PERMITS, APPROVED SIGN REGULATION HEARING RECORDS SIGN REGULATIONS, CITY DUPL SIGN REGULATIONS, OTHER AGENCIES SIGN VARIANCES, APPROVED STREET SIGN REPLACEMENT PROGRAM DESIGN REVIE~ BD MINUTES DESIGN REVIE~ CASE FILES SOILS REPORTS DEVELOPMENT INQUIRIES/CORRESP LAND USE REGULATIONS HEARING RCRDS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM S ADMIN Ret until superceded S GC Retain until superceded/amended 2/A ADMIN Ret 2 yrs after abatement Keep longer if litigated 2 2/* 2/T 5/S S D/R 2/T 5 PERM PERM PERM 2 PERM GC ADMIN ADMIN ADMIN ADMIN PRA GC ADMIN GC GC ADMIN GC GC YES YES YES YES If litigated, keep until settled After termination of permit After superceded/amended Until superceded/amended Destroy when no longer reLevant/superceded After term of permit Keep w/permit rcrds Rec retain 5 yrs after project completion Permanent Hie for safety only Permanent Life of structure Permanent legal/Research value Ret min 2 years Permanent Hie for safety only e Page No. /..j- 08/17/94 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 RECORDS DESCRIPTION RECORD DEPT DEPT PL PL PL PL PL PL PL PL CC DEPT PL CC PL PL DEPT e LAND USE REGULATIONS, CITY DUPL LAND USE REGUL~TIONS, 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/REGS, 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 AUTHORITY MICRO COMMENTS CODE FILM S S PERM PERM PERM PERM PERM PERM 5 PERM 5/S S S PERM PERM PERM 5 ADMIN ADMIN GC ADMIN GC ADMIN GC ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN GC GC ADMIN YES YES YES YES YES YES YES e Ret unt i l 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 Mie for safety only Ree ret min 5 yrs after superceded/amended Ret until superceded Retain untiL superceded YES Permanent Oris has hist value Hie for safety YES Permanent Hie for safety only YES Permanent Hie for safety only Ret mi" 2. years e Page No. Ita. 08/17/94 _ FILE NO 0420-50 0420-60 ** 0430 0430-20 0430-20 0430-30 0430-50 0430-50 0430-60 0430-60 0430-90 0430-90 0430-90 ** 0440 0440-20 0440-20 0440-20 0440- 30 OFFICE OF RECORDS DESCRIPTION RECORD DEPT PL CC DEPT PL PL DEPT PL DEPT CC OEPT DEPT CC CC DEPT DEPT 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 LA~ CONTRACT SVCS RECORDS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE FILM S PERM 5/S S 5/A PERM S 5/A 5/A PERM PERM PERM 5/S 5/S 5/S 5/T ADMIN ADMIN ADMIN ADMIN CFR ADMIN GC CFR CFR GC GC GC ADMIN ADMIN ADMIN ADMIN YES YES YES YES YES 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 Mie for safety onLy Permanent Microfilm for safety only Permanent Mie 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 val Rec ret 5 yrs after term of contract Page No. 17 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 RECORDS DESCRIPTION RECORD DEPT DEPT DEPT DEPT CC PL PL CC CC PL CC PL PL PL PL DEPT e 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 RCROS, APPROVED VARIANCE APPEAL RECORDS, DENIED VARIANCE CASE RECORDS USE PERMIT APPEAL RCRDS, DENIED UsE PERMIT CASE RECORDS ZONING CODE ENFORCEMENT RCRDS HOME OCCUPATION PERMITS ZONE CONFORMANCE REVIEY RECORDS REDEVELOPMENT POLICY/REGS HEARINGS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM PERM PERM S 5(S PERM 5 PERM 5/S PERM 5/S PERM 5/A 2/T 5 5/S H&S H&S H&S ADMIN ADMIN ADMlN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN YES YES YES YES YES - 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 ~ist/Legal value Keep min 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 YES Life of Permit w/further Legal/research value Rec 5 yrs after abatement After termination Rec ret min 5 yrs Rec ret 5 yrs after superceded/amended e Page No. 08/17/94 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 I!e OFFICE OF RECORDS DESCRIPTION RECORD DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT PL PL PL DEPT CC DEPT CC CC 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 e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE FILM S 5 5 5 5 PERM PERM PERM PERM PERM PERM 3/F OIR PERM 3/A PERM 5 ADMIN ADMIN ADMIN ADMIN ADMIN GC GC GC GC ADMIN ADMIN CFR PRA ADMIN CFR ADMIN ADMIN YES YES YES YES Ret until superceded Rec ret min 5 years Rec ret min 5 years Rec ret min 5 yrs File orig matrls w/specific case Ret min 2 years May have long term research value Permanent Hie for safety only Permanent Hie for safety only Permanent Mic for safety only Permanent Hic for safety only YES Orig has hist value Hic for safety only YES Permanent See GC 34090.5 Ret min 3 yrs after final settlement Destroy when no longer relevant YES Permanent Hie for safety Keep cc min historic After final report/audit YES Permanent Hist/Research value Keep min 1 cc hist Rec retain min 5 yrs Page No. 1'1 08/17/94 CITY OF DUBLlN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM 0470- 50 DEPT CNTY ECONOMIC DEV AGENCY AGENDAS D/R PRA Destroy when no Longer relevant 0470-50 DEPT CNTY ECONOMIC DEV AGENCY MINUTES D/R PR~ Oestroy when no \onger retevant 0470-50 DEPT ECONOMIC DEVELOP PROGRAM RCRDS 5 ADMIN Rec retain min 5 yrs Long.term research vaLue? 0470-50 DEPT MINORITY BUSINESS ENT PROGRAM RCRDS 7 ADMIN May have long term research/legal value 0470-60 DEPT BUSINESS CLOSURE REPORTS 7 ADMIN May have Long term research/hist value ., 0480 0480-20 DEPT REGULATIONS, FEDERAL S ADMIN Ret until superceded 0480-40 DEPT CDBG FUND APPLICATIONS/REPORTS 3/A CFR After final report/audit - . . Page No. 2_ e e 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM .. 0500 0500-20 CC ANIMAL REGULATION HEARING RECORDS 5/S ADMIN Rec ret 5 yrs after amended/superceded 0500-20 DEPT ANIMAL REGULATIONS, OTHER JURISDICT S ADMIN Retain until superceded/amended 0500-30 CC ANIMAL CONTR sVCS ADMIN RECORDS 5/S ADMIN Rec ret 5 yrs after term/amended 0500-40 CC ANIMAL CODE ENFORCEMENT RECOROS 5 ADMIN Ret min 2 yrs Rec 5 yrs 0500-40 DEPT ANIMAL CoMPL^INTS 2 GC 0500-50 DEPT ANIM^L CLINICS/HOSPITALS 5 ADMIN Rec ret min 5 yrs 0500-50 DEPT ANIM^L DISEASE CONTROL SURVEYS S ADMIN Ret until superceded/irrelevant 0500-60 CC ANIM^L LICENSE/PERMIT RECORDS 2/T ADMIN Rec ret 2 yrs after termination 0500-70 CC ANIMAL CONTROL RPTS/STATISTICS 2 GC 0500-BO DEPT ANIMAL SHELTER RECORDS 5 ^OMIN Rec ret min 5 yrs .. 0510 0510-10 DEPT CONSUMER CORRESP/INQUIRIES 2 GC 0510-20 DEPT CONSUMER COMPLAINTS 2 GC 0510-30 CC CONSUMER ADVISORY/GROUPS 2 GC Ret min 2 yrs .. 0515 0515-10 DEPT EDUC^TION REGULATIONS, STATE D/R PR^ Destroy ~hen no longer relevant/superceded 0515-10 CM SCHOOL DISTR PROPERTY OlSP RECORDS 7 ADMIN May have tong term research value Page No. ~I 08/17/94 FILE NO OFFICE OF RECORDS DESCRIPTION RECORD 0515-10 DEPT 0515-20 CC 0515 - 20 CC 0515-20 DEPT 0515-30 DEPT 0515-30 DEPT 0515-40 DEPT 0515-50 DEPT 0515-60 CC 0515-60 DEPT ** 0520 0520-30 DEPT 0520-30 DEPT 0520-30 DEPT 0520-30 DEPT 0520-40 DEPT 0520-50 DEPT 0520-60 CC e SCHOOLS ASSNS/GROUPS RECORDS SCHOOL DISTR JT MEETING RECORDS SCHOOL DISTR UNIFICATION RECORDS SCHOOL TASK FORCE RECORDS PUBLIC SCHOOLS ADMIN RECORDS SCHOOL NEWSLETTERS PRIV~TE SCHOOLS ADMIN RECOROS COLLEGE/UNIVERSITY ADMIN RECORDS SCHOOL PROGRAM FUND REQUESTS SCHOOL SPECIAL PROGRAM RECORDS DISASTER PLAN, CITY DIS~STER PlANS, OTHER AGENC1ES DISASTER PREP BROCHURES/NEWSLETTERS DISASTER PREPAREDNESS EXERCISES FEMA DISASTER ASSISTANCE PROG RCRDS MUTUAL ASSISTANCE PROGRAM RECORDS EMERGENCY SVCS ~DVlSORY GROUPS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM 2 5 PERM 5 2 D/R 2 2 GC ADMIN ADMIN YES ADMIN ADMIN PRA ~OMIN ADMIN 5 ADMIN 2 ADMIN 7/S ADMIN S ADMIN D/R PRA 5 ADMIN 3/A CFR 7 ADMIN 2 ~DMIH e 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 ^fter amended ~ay have long-term research value Ret until superceded/obsolete Destroy when no longer relevant Ret m;n 2 yrs May have longer research value After Agency audit Hay have long term research value Ret min 2 yrs e Page No. OB/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 L_ oFFICE OF RECORDS DESCRIPTION RECORD CC DE?, DEPT DEPT OEPT DEPT DEPT CC DEPT DEPT DEPT DEPT DE?, DEPT CC DEPT EMERGENCY MED SVCS PROGRAM RECORDS CONSERVA,]ON CORP RECORDS CONSERVATION ORGANIZATION RCRDS CITY BEAUTIFICATION PROGRAM RCRDS BAY WETLAND RECORDS WATER POLLUTION REGS, OTHER AGENCY NOISE COMPLAIN,S NOISE REGULATION HEARING RECORDS WILLIAMSON ACT INFORMATION WILLIAMSON ACT PROPERTY CONTRACTS AIR DUALITY MGMT DISTR RECORDS RIDGE LAND STUDIESl NON-CITY FIRE CODE, UNIFORM FIRE PROTECTION POLICY/PROCEDURES FIRE REGULATION HEARING RECORDS FIRE REGULATIONS, OTHER AGENCY e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE FIlM 5 2 2 5 2 S 2 5/S D/R PERM ADMIN GC GC ADMIN ADMIN AOMIN GC ADMIN PRA ADMIN 2 GC 5 ADMIN 5/S ADMIN 2/S ADMIN 5/S ADMIN S ADMIN May have long 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 long term research value Retain untiL superceded/obsolete Rec ret 5 yrs after superceded/amended Destroy when no longer relevant/obsolete YES Permanent Ret min 2 yrs May have further research value May have long term research value After superceded Ret cc research value Rec ret 2 yrs after superceded/amended Rec ret 5 yrs after superceded/amended Retain until superceded Page No. 2.J 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 RECORO DEPT DEPT CC CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT e FIRE STATISTICS/OTHER REPORTS WEED ABATEMENT PROGRAM RECOROS FIRE AUTHORITY ADMIN RECORDS FIRE AUTHORITY FORMATION RECORDS FIRE LIAISON CTE RECOROS FIRE PROTECTION STUDIES FIRE SAFETY PROGRAM RECORDS 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 OUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS COOE FILM 2 5 PERM PERM 5 PERM 5 PERM S PERM PERM 5 5 GC ADMIN ADMIN GC ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN 5 ADMIN 5 ADMIN S ADMIN YES YES YES YES YES YES e Ret min 2 yrs May have further research value Rec retain S yrs after annual program May have long term research value permanent Mie for safety only Rec ret min 5 yrs Permanent Keep min 1 cc historic value Rec ret 5 years Permanent See GC 34090.5 UntiL superceded/amended Keep 1 cc research vatue Permanent Long term research value YES Permanent Research value See GC 34090.5 Kay 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/obsolete e . cl~t: ..U. L't 08/17/94 e 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 ** 0570 0570-20 OFFICE OF RECORDS DESCRIPTION RECORD CC CC CC CC CC CC CC CC CC CC CC DEPT DEPT CC CC DEPT HEALTH REGULATION HEARING RECORDS AIDS TASK FORCE RECORDS MOSQUITO ABATEMENT BALLOT MEASURES MOSQUITO ABATEMENT DISTR APPTS MOSQUITO ABATEMENT MO REPORTS MOSQUITO AB~TEMENT NEWSLETTERS PEST CONTROL RECORDS VECTOR CONTR SVS AREA FORM~TION VECTOR CONTROL ADMIN RECORDS HOSPITAL/CLINIC CORRESP/RPTS MENTAL HEALTH PROGRAMS RECORDS POISON/TOXIC SUBST~NCE LISTS ALCOHOL/SUBSTANCE ABUSE PROG RECRDS SMOKING COMPLAINT PROCEDURES SMOKING COMPLAINTS PARKING REGULATION HEARING RECORDS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE FILM 5/S 5 2 2fT 2 D/R 2 PERM ADMIN ADMIN GC GC GC PRA GC GC 5 ~DMIN 5 ADMIN 2 ~OMIN S ADMIN 2 ADMIN S ADMIN 2 GC 5/S ADMIN YES 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 mtn 2 yrs Retain until superceded Rec 5 yrs after superceded/amended Page No. 2.0 08/17/94 FILE NO OFFICE OF RECORDS DESCRIPTION RECORD 0570- 30 DEPT 0570-30 DEPT 0570-40 DEPT 0570-50 DEPT 0570-60 DEPT ** 0580 0580-20 CC 0580-30 CC 0580-30 CC 0580-40 PO 0580-50 DEPT 0580-60 CC 0580-60 CC 0580- 70 PO 0580-80 PO 0580-90 CC 0580-90 CC e 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 ^NNU^L 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 CoMMENTS CODE FILM Z 5 5 5 Z 5/S 10 5 5 GC ^DMIN ADMIN ADMIN ADMIN ^DMIN ADMIN 10 ADMIN ADMIN ADMIN 5 ADMIN PERM GC PERM ADMIN 5/0 CFR 5 CCP 5 GC YES e 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 Hay have longer legal/research value Rec ret min 5 yrs Ret min 2 yrs Rev for research value Ret min 2 yrs Permanent Mie for safety Keep 1 cc hist value YES Review for tong term research value After final disposition of property e Page No. 08/17/94 FILE NO ** 0585 0585-20 0585-XX 05B5-XX ** 0590 0590-10 0590-10 0590-20 0590-30 0590-30 0590-40 0590-40 0590-40 0590-40 0590-40 0590-50 0590-50 0590-50 ~- OFFICE OF RECORDS DESCRIPTION RECORD PO DEPT CC DEPT DEPT CC PO DEPT PW DEPT DEPT CC CC CC CC CC ABC LICENSE APPLICATIONS, DUPL PUBLIC WELFARE PROGRAMS RCRDS, ALL PUBLIC WELFARE REGS HEARING RECORDS TRAFFIC CONTROL USERS MANUAL TRAFFIC GRANT PROGRAM APPLICATIONS TRAFFIC REGULATION HEARING RECORDS TRAFFIC COOE 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 PROGRAM RECORDS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS COOE FILM PERM 2 5/S D/R 2 5 5 2 PERM 5/A 5 PERM 2 5 2 5 ADMIN ADMIN ADMIN PRA ADMIN ADMIN ADMIN GC ADMIN ADMIN ADMIN ADMIN GC ADMIN GC ADMIN YES YES YES Rec ret life of State ABC license Ret min 2 yrs Rec ret 5 yrs after superceded/amended Destroy when no longer relevant/obsolete Ret min 2 yrs Chk for research value Rec ret 5 yrs after superceded/amended Rec ret min 5 yrs Permanent life 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. 2. 7 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 RECORDS DESCRIPTION RECORD DEPT DEPT DEPT DEPT DEPT PO CC DEPT DEPT DEPT DEPT DEPT DEPT It TRAFFIC SAFETY AWARDS, CITY BltYCLE 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 DUBLlN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO CoMMENTS CODE FILM PERM 5 5 PERM 5 2 PERM ADMIN ADMIN ADMIN GC ADMIN GC GC 5 ADMIN 2 GC 2 ADMIN 2 GC 2 GC D/R PRA YES YES YES e Permanent H\storic value Mic for safety only Rec ret min 5 yrs May have longer research value Rec ret min 5 yrs Permanent Hie for safety Keep roin 1 cc hist value Rec ret min 5 yrs Permanent Nic for safety Keep min 1 cc hist value Rec ret min 5 yrs Ret min 2 yrs Ret mln 2. yrs Destroy when no longer relevant/obsolete e page No 2_ e e 08117/94 CITY OF DUBLl N RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM '* 0600 0600-10 DEPT AGREEMENTS/CONTRACTS PROCEDURES S ADMIN Retain until superceded 0600-10 DEPT BIDS, UNSUCCESSFUL 2 GC 0600-10 DEPT CONSULTANT REFERENCE INFO 2 GC 0600-10 DEPT PREVAILING WAGE RATES 2/S ADMIN After superceded 0600-20 CC LEASES, REAL PROPERTY PERM ADMIN YES Permanent Research value See GC 34090.5 0600-30 CC AGREEMENTS/CONTRACTS, GENERAL PERM ADMIN YES Permanent Research value See GC 34090.5 0600- 30 CC CONTRACTS, MAINTENANCE/SERVICE 3/T CFR After termination 0600-40 CC PUBLIC AGENCY/JPA AGREEMENTS PERM ADMIN YES Permanent Research value See GC 34090.5 0600-50 CC STATE/FEDERAL CONTRACTS/AGRMENTS PERM ADMIN YES Permanent Research value See GC 34090.5 0600-60 CC DISPOSITION DEVELOPMENT AGREEMENTS PERM ADMIN YES Permanent Research value See GC 34090.5 0600-60 CC SUBDIVISION/IMPROVEMENT AGREEMENTS PERM ADMIN YES Permanent See GC 34090.5 ** 0610 0610-05 CC COUNCIL MEETING SCHEDULES 5 ADMIN Rec ret min 5 yrs 0610-05 CC NEWSPAPER AD FEES S GC Destroy when superceded/obsolete 0610-10 CC AGENDA MAILING/SUBSCRIPTION RCRDS 2fT GC After term of subscription 0610-10 CC CITY COUNCIL MEETING PACKETS PERM ADMIN YES Permanent See GC 34090.5 0610-10 CC COUNCIL COMMENDATIONS PERM ADMIN YES Permanent Hist value Page No. 2..1 OB/17/94 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 0620-10 OFFiCE OF RECORDS DESCRIPTION RECORD CC CC PEPT CC CC CC CC DEPT CC CC CC CC CC CC CC CC CC e COUNCIL MEETING AGENDAS, ORIG COUNCIL MEETING SPE~KER C~RDS MEETING NOTICES/AGENDAS, COUNCIL CITY COUNCIL APPTS/RESIGNATIONS CITY COUNCIL MINUTES, ORIG COUNCIL POLICY/PROCED ADOPT RCRDS COUNCIL REGULATION HEARING RECORDS REGULATIONS, OTHER ~GENCY COUNCIL MEMBER ROSTERS, CITY COUNCIL ROSTERS, OTHER JURISDICT PROCLAMATIONS, REFERENCE COPIES COUNCIL CLOSED SESSION RECORDS COUNCIL MEMBER CORRESP, PERSON~L lIASON ~PPTS. CITY COUNCIL INVITATIONS TO CITY/COUNCIL INCORPORATION RECORDS, CITY INCORPORATION/HISTORY, CITY CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESO,UTION # RETAIN AUTHORITY MICRO CoMMENTS COIlE FILM PERM 2 5 PERM PERM 5/S 5/S S PERM S 2 PERM 2/T 2/T 2 PERM PERM ADMIN GC ADMIN ADMIN GC ADMIN ~DMIN GC ADMIN GC GC GC ADMIN ADMIN GC GC ADMIN YES YES YES YES e Permanent See GC,34a90~5 Rec ret min 5 years Hist vaLue Mie for safety only Permanent Hie for safety only Rec ret 5 yrs after superceded/amended Rec ret min 5 yrs aiter superceded/amended Ret unt; l superceded/amended Permanent Hist/research value Keep 1 cc hist value Destroy when superceded/obsolete YES Permanent as Minutes Mie 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 YES Permanent mic for safety only Hist/legal value YES Permanent Hist value M,c for safety only e Page No. 3_ e e OB/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHOR ITY MICRO COMMENTS RECORD CODE FILM 0620-20 CC ANNEXATION RECORDS, CITY PERM GC YES Permanent Hist value Mic for safety only 0620-20 CC ANNEXATIONS TO CITY PERM ADMIN YES Permanent See GC 34090.5 0620-20 CC DUBLIN INC INCORPORATION RECORDS PERM GC YES Permanent mic for safety only Hist/legal value 0620-20 CC LAND EXCHANGE RECORDS PERM GC YES Permanent Hie for safety only 0620-30 CC BOUNDARY MODIFICATIONS, CITY PERM GC YES Permanent Hist value Mie for safety only 0620-40 DEPT LAFCO ADMINISTRATIVE RECORDS 5 ADMIN Ret min 2 yrs Ree 5 yrs for research value 0620-50 CC DETACHMENTS, SVC AREA/SP DISTRICTS PERM ADMIN YES Permanent Hist/research value 0620-60 PL SPHERE OF INFLUENCE RECOROS, CITY PERM ADMIN YES Permanent Research value See GC 34090.5 0620-60 DEPT SPHERE OF INFLUENCE, OTHER CITIES 2 GC Ret min 2 years Rev for research value 0620-70 CC COUNTY/STATE REDISTRICTING RECORDS 5 ADMIN May have long term research value .. 0630 0630-10 CC ELECTION SEMINAR DATA D/R PRA Destroy when no longer relevant 0630-10 CC ELECTION WORKER RECRUITING RCRDS 2 GC 0630-20 CC ELECTION REGS HEARING RCRDS, CITY 5/S ADMIN Rec ret 5 yrs after superceded/amended 0630-20 CC ELECTION REGS, OTHER AGENCY S ADMIN Retain until superceded/amended 0630-30 CC ABSENTEE VOTER BALLOT REQUESTS 6 MO EC After election 0630- 30 CC BALLOTS, UNUSED/SPOI LED 6 MO EC After election 0630-30 CC BALLOTS, VOTED & POLL MATERIALS 6 MO EC After election Page No. 3/ 08/17/94 CITY OF DUBLI N RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHOR ITY MICRO COMMENTS RECORD CODE FILM 0630- 30 CC MUNICIPAL ELECT CANDIDATE HANDBOOKS 4/S ADMIN Rec ret '1 yrs after updated for research value 0630- 30 CC MUNICIPAL ELECTION ADMIN RECORDS 5 ADM!N Rec ret 5 yrs for research value 0630- 30 CC MUNICIPAL ELECTION RECORDS PERM ADMIN YES Permanent Hist/research value Keep memorabilia 0630-30 CC MUNICIPAL ELECTIONS ADMINISTRATION 2 GC 0630-30 CC NOMINATION PAPERS, CANDIDATE 8 EC 0630- 30 CC PETITIONS, INITIATIVE/RECALL 8 MO EC 0630-40 CC CAMPAIGN CTE ORG/TERM STATEMENTS 5/T ADMIN After Notice of Term filed orig w/Sec of State 0630- 40 CC CAMPAIGN STATEMEHTS, ELECTED OFFICE EC YES Indef Consider perm See GC 34090.5 0630-40 CC CAMPAIGN STATEMENTS, UNSUCCESSFUL 5 GC Unsuccessful Candidates for Office 0630-50 CC SPECIAL DISTRICT ELECTION DATA 2 GC 0630-50 CC STATE/FEOERAL ELECTIONS DATA 2 GC 0630.60 CC FPPC NE~SLETTERS D/R PRA Destroy when no longer relevant 0630.60 CC FPPC OPINION BULLETINS S ADMIN Ret until superceded/amended 0630-60 CC FPPC TRANSMITTALS/CORRESP 5 ADMIN Rec ret 5 yrs 0630-70 CC VOTER REGISTRATION/OUTREACH PROGS 2 GC ., 0640 0640-10 CC CITY ATTORNEY APPT RECORDS PERM ADMIN YES May have long term research/hist value 0640.20 CC CITY ATTORNEY OPINIONS PERM ADMIN YES Long term legsl/research/hist value e e e Page No. Je e e 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM 0640-30 DEPT LITIGATION INVOLVING MINOR 2/M ADMIN After minor reaches majority Rec 2 yrs 0640-30 DEPT LITIGATION RECORDS, SETTLED/CLOSED PERM ADMIN YES Rec S yrs after settled Keep settlement agrrrnts 0640-30 DEPT LITIGATION, EMINENT DOMAIN PERM ADMIN YES Finat order/judgement permanent 0640-40 CC CONFLICT OF INT REGS HEARING RCRDS 5/S ADMIN Rec ret 5 yrs after superceded/amended 0640-40 CC CON FLI CT OF INTEREST CODE, CITY PERM GC YES Orig Resos/Ords perm Hie for safety only 0640-50 CC ECONOMIC INT STATEMENTS PERM GC YES Code says Indef Rec treat 8S Perm See GC 34090.5 0640-50 cc FPPC CORRESP/TRANSMITTALS 5 ADMIN Ree ret 5 yrs 0640-50 CC STA OF ECON INT, UNSUCCESSFUL CANO 5 GC After yr of election 0640-50 CC STATEMENTS OF ECON INTEREST, ALL GC YES Code says indef Treat as permanent See GC34090.5 0640-60 CC OATHS OF OFFICE, ELECTED OFFICIALS PERM ADMIN YES Perm Hist value Mie for safety only 0640-70 DEPT NUISANCE ABATEMENT RECORDS 5/S ADMIN Ree ret 5 yrs after sett led 0640-90 DEPT NOTARY PUBLIC RECORD BOOKS PERM GC Permanent Surrender to Cnty Clerk after Conm exp ,. 0650 0650-20 cc SPECIAL PERMIT REGS HEARING RECORDS 5/S ADMIN Ree ret 5 years after superceded/amended 0650-XX DorT SPECIAL PERMIT ISSUE RECORDS, ALL 2IT GC After termination of permit 0650-XX DEPT SPECIAL PERMIT REQUESTS DEN I ED 2 GC .. Q660 0660-10 CC ORDINANCES, ORIGINAL PERM GC YES Perm Mie for safety only r Page No. 33 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM 0660-20 CC RESOLUTIONS, CITY COUNCIL PERM GC YES Perm Mie for safety only 0660-30 DEPT ORO INANCES, CO PROPOSED 2 GC 0660-XX OUT LEGISLATION PROPOSED, ALL AGENCY 2 GC Ret min 2 years 0660-XX DEPT LEGISLATIVE ADVOCACY CORRESP 2 GC 0660-XX DEPT LEGISLATIVE BILLS, DIGESTS 2 GC 0660-XX DEPT ROSTERS OF REPRESENTATIVES, ALL S GC Ret until superceded .. 0670 0670-10 DEPT APPRAISAL FIRM PROPOSALS, REJECTED 2 GC 0670-10 DEPT REAL ESTATE FIRM REFERENCE INFO 2 GC 0670-20 DEPT EMINENT DOMAIN ACQUISITIONS PERM CCP YES Final Order & Judgement permanent 0670-20 DEPT PROPERTY ACQUISITION RECORDS, ALL PERM GC YES Permanent Mie for safety only 0670-30 DEPT PROPERTY APPRAISALS PERM ADMIN YES Permanent See GC 34090.5 0670-50 DEPT INVENTORY, REAL PROPERTY PERM ADMIN YES Ret cc each update for research value 0670-60 DEPT PROPERTY LIENS/RELEASES PERM GC YES Permanent Mie for safety only 0670-70 DEPT PROPERTY DIVESTMENTS RCRDS (SOLD) PERM GC YES Permanent Mie for safety only 0670-80 DEPT SURPLUS PROPERTY SALE NOTICES 2 GC 0670-80 DEPT TAX DEFAULT PROPERTY NOTICES, CO 2 GC 0670-90 DEPT DEEDS OF TRUST PERM GC YES Permanent Mie for safety only e e e Page No. A. OB/17/94 . 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 RECORDS DESCRIPTION RECORD CC CC CC DEPT CC DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT CC 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 Y/DISABILITIES ACT EMPLOYEE TRAINING RCRDS TRAINING ANNOUNCEMENTS/BROCHURES INTERN PROGRAM RECORDS YORK-STUDY PROGRAMS YOUTH EMPLOYMENT PROGRAM CETA/JTPA PROGRAM RECORDS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE Fl LM 5/S PERM S S PERM S PERM 5 S S ADMIN ADMIN YES ADMIN ADMIN ADMIN YES ADMIN ADMIN ADMIN ADMIN ADMIN 5/T CFR D/R PRA 3 CFR 3 CFR 3 CFR 3 CFR Rec ret 5 after superceded/amended Permanent Hist/Research value Keep min 1cc hist Ret until superceded cc for research Ret under superceded Permanent H1st/Research value Keep min 1cc hist Ret until superceded YES Permanent Keep min 1 cc his! 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 Pag. No. 3S' 08/17/94 FI LE NO 0710-70 0710-80 .. 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 ** 0730 0730-10 0730-20 OFFICE OF RECORDS DESCRIPTION RECORD DEPT CC DEPT DEPT DEPT FIN DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT DEPT CM e VOLUNTEER PROGRAM RECORDS SEXUAL HARRASSMENT TRAINING BENEFIT REGULATIONS, OTHER JURIS EMPLOYEE AWARDS EMPLOYEE RECOGNITION PROGRAMS DEFERRED COMP PLAN RECORDS HEALTH/DENTAL CLAIMS, EMPLOYEE HEALTH/DENTAL PLAN PROPOSALS HEALTH/DENTAL PLAN RECORDS LIFE INSURANCE PROGRAM RECORDS PERS CONTRACT/AMENDMENTS, ORIG MILITARY LEAVE OF ABSENCE RECORDS DEPENDENT CARE PROGRAM RECORDS INJURY PREVENTION/SAFETY PROGRAMS EMPLOYEE RELATIONS NEWSLETTERS,LOCC BARGAINING UNIT RECOGNITIONS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM 3 5 S PERM 2 PERM 5 2 5/T SIT PERM T 5 5 CfR ADMIN ADMIN ADMIN GC CFR ADMIN GC ADMIN ADMIN CfR ADMIN ADMIN ADMIN D/R PRA SIT CFR YES e Rec retain 5 yrs 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 YES Permanent Rec ret w/employee records to term Rec retain 5 yrs Retain in compLiance w/OSHA records Destroy when no longer relevant ~ non-City After terminated May have add\ research value e Page No. .. 08/17/94 . FILE NO 0730-20 0730-40 0730-40 0730-40 ** 0740 0740-20 0740-30 0740- 3D 0740-30 0740-40 0740-50 0740-50 ** 0750 0750-20 0750-30 OFFICE OF RECORDS DESCRIPTION RECORO DEPT CC OEPT DEPT DEPT DEPT DEPT OEPT DEPT DEPT DEPT DEPT DEPT MINIMUM ~AGE REGULATIONS, FEDERAL MEMOS OF UNDERSTANDING MEMOS OF UNOERSTANDING, DUPL NEGOTIATIONS, BARGAINING UNITS AFFIRMATIVE ACTION EEOC REPORTS APPLICATIONS/RESUMES EMPLOYMENT INQUIRIES RESUMES/EMPL APPS, UNSOLICITED PERSONNEL RECRUITMENT/SELECTION EMPLOYMENT TESTS TESTING SERVICES RECORDS TEMPORARY PERSONNEL SERVICES RCRDS PERSONNEL RECORDS, EMPL01EE e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE Fl LM S PERM S PERM 4 4 4 4 4 4/S 4 4/T 10fT ADMIN ADMIN YES ADMIN ADMIN CFR CFR CFR CFR CFR CFR GC CFR CFR Ret until superceded/amended Permanent Legal/research value Ret until superceded YES Permanent Legal/research value After superceded/obsolete After term of services May have further Admin value Pago No .3 7 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RECORD RETAIN AUTHORITY MICRO COMMENTS CODE Fl LM *, 0800 0800-10 PW CAL TRANS ADMIN RECORDS 7 ADMIN Rec ret min 5 yrs 0800-10 PW FREEWAY COMPLAINTS 2 GC 0800-20 PW COUNTY ROAD IMPROVE RECORDS 5 ADMIN Ret min 5 yrs Ck for research value 0800-30 DEPT FREEWAY CONSTR/IMPROVE RECORDS 7 ADMIN long term legal/research value ** 0810 0810-20 CC SOLID WASTE REGS PUB HEARING RCRDS 5/S ADMIN Rec ret 5 yrs after superceded/amended 0810-20 DEPT SOLID WASTE REGS, OTHER JURISDICTS S ADMIN Rot until superceded 0810-30 DEPT GARBAGE COLLECTION COMPLAINTS 2 GC Rev for further research value 0810-30 CC REFUSE COLLECTION RATES 5/S ADMIN Roc ret 5 yrs after superceded/amended 0810-40 DEPT LITTER CONTROL PROGRAM RECORDS 2 GC 0810-50 DEPT LANDFILL RATES/FEES S ADMIN Ret until superceded/amended 0810-50 DEPT LANDFILL SITE SELECTION RECORDS 7 ADMIN May have long term research/legal value 0810-60 DEPT RECYCLING PROGRAMS RCRDS 2 GC 0810-70 CC SOLID WASTE MGMT PLANS, CITY PERM ADMIN YES Permanent Research/hist value 0810-80 CC ALACO WMA BUDGETS 2 GC 0810-80 CC ALACO WMA qDRRESP/RPTS 5 ADMIN Ret mln 2 yrs May have further research value 0810-80 CC ALACO WMA MEETING PACKETS 2 GC e e. e Page No .. 08/17/94 . FILE NO " 0820 0820-20 OB20-30 0820-30 0820- 30 0820-30 0820-40 0820-50 0820-60 0820-60 0820-60 0820-70 OB20-80 0820-80 0820-90 0820-90 ** 0830 0830-20 OFFICE OF RECORDS DESCRIPTION RECORD CC DEPT DEPT DEPT DEPT CC DEPT DEPT CC CC CC CC DEPT DEPT DEPT CC STREET IMPROVEMENT PROJECT RECORDS STREET MAINT PROJECT RECORDS STREET MAINTENANCE STATUS REPORTS STREET MAINTENANCE YORK SCHEDULES STREET SYEEPING/STRIPING PROGRAMS CURB/GUTTER/SIDEYALK IMPR RECORDS ENCRO~CHMENT PERMITS, TEMPOR~RY STREET I NOEX STREET NAME PROCEDURES STREET NAMES/CHANGES RECORDS STREET CLASSIFICATION SYSTEM STREET REGULATIONS PUB HRNG RECORDS STREET REGUL~TIONS/STDS, COUNTY STREET PL~N LINES STREET SURVEYS ENGINEERING REGS PUB HRNG RECORDS e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM PERM PERM 2 5 5/T PERM 2fT 7 5/S PERM PERM 5/S S PERM 3 5/S ADMIN ADMIN GC GC ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN YES YES YES ADMIN 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 Hay have further research value YES Permanent Hist/Research value YES May have long term research value Rec ret 5 yrs after superceded/amended Ret until superceded/amended YES Permanent H1st/Research value Rev for research value Rec ret 5 yrs after superceded/amended e Page No. .3 '! 08/17/94 FILE NO 0830-20 0830-30 0830-40 0830-60 *.. 0840 0840-10 0840-20 0840-30 0840-40 *'It 0850 0850-20 0850-20 0850-20 0850-40 0850-60 OB50-60 0850-70 OB50-80 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # OFFICE OF RECORDS DESCRIPTION RECORD DEPT DEPT DEPT CC CC DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT OEPT DEPT oEPT e ENGINEERING REGS, OTHER JURIS GR~DING PERMITS BASE MAPS, CITY ENGINEERING SVCS CONTRACT ADMIN BRIDGE SERVICE AREA FORMATION RCRDS BRIDGE REGS/FEES/TOLLS, OTHER JURIS BRIDGE INVENTORY/INSPECTION RCRDS 8RIDGE CONSTR/IMPROVE RECORDS HAZARD WASTE REGS/GUIDELINES, OTHER HAZARDOUS WASTE REGS PUB HRNG RCRDS HAZARDOUS WASTE SAMPLE REGS, OTHER HAZARDOUS SPILLS RPTS, DUPL HA2ARDOUS WASTE COLLECTION PROGRAMS HAZARDOUS WASTE MGMT WORKSHOPS HAZARDOUS WASTE MGMT PLAN, COUNTY HAZARDOUS WASTE ADV CTE PACKETS RETAIN AUTHORITY MICRO COMMENTS CODE FILM S PERM PERM 5/S PERM S PERM PERM S 5/S D/R 2 ADMIN ADMIN ADMIN ADMIN ADMIN ~DMIN CFR CFR ADMIN ADMIN PRA GC 5 ADMIN 2 ADMIN 5/S ADMIN 2 GC YES YES YES YES YES e Ret until superceded/amended Permanent Permanent Legal/Hist/Research value Rec ret 5 yrs after contract term Permanent Historic/Research value Ret unt i l superceded code specifies uindefll Treat as permanent Permanent Ret until superceded/amended Rec ret 5 yrs after superceded/amended Oestroy when no longer relevant Rec ret 5 yrs Ret min 2 yrs Hay have long term research value e Page No. - e . 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FILM 0850-90 DEPT HAZARD WASTE STUDIES, CITY PERM ADMIN YES Permanent Hist/Research value Keep 1cc hist 0850-90 DEPT HAZARD WASTE STUDIES, OTHER JURIS 5 ADMIN Rev for research value Page No. '-II 08/17/94 FILE NO ** 0900 0900-20 0900-20 0900-30 0900-50 0900-60 0900-70 ** 0910 0910-20 0910-20 0910-20 0910-30 0910-40 0910-40 0910-50 0910-60 ** 0920 0920-20 OFFICe OF RECORDS DESCRIPTION RECORD DEPT DEPT CC CC CC CC CC DEPT CC CC CC CC CC CC CC e 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 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 PARK REGULATION PUB HRNG RECORDS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE fILM 2 2 PERM 5 PERM 5/A 5 D/R 2 PERM PERM PERM PERM PERM 5/S ADMIN GC ADMIN ADMIN ADMIN ADMIN ADMIN PRA ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN YES YES YES e Ret min 2 yrs Permanent "ist/research value Keep min i cc hlst Ret min 2 yrs Rev for items of hist value Permanent Hist/Research value Rec ret 5 years after final report/audit Ret mtn 2 yrs Rev for further research value Destroy when no tonger relevant Ret m;n 2 yrs May have further research value Rev for historic/research value YES Permanent Hist/Research value YES permanent Mie for safety only YES Ret records w/historic/research value YES Permanent Mic for safety only Ree ret 5 yrs after superceded/amended e Page No. - e e OB/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUT HOR ITY MICRO COMMENTS RECORD CODE FILM 0920-30 CC PARKS MASTER PLAN, CITY PERM ADMIN YES Perm Hist{Research value Ret 1 ee hist value 0920-40 DEPT REGIONAL PARKS ADMIN RECORDS 2 GC 0920-50 DEPT STATE PARK ADMIN RECORDS 2 GC 0920-60 CC PARKS CONSTR/IMPROVE RECORDS PERM ADMIN YES Permanent life of project 0920-60 CC PARKS DEDICATION RECORDS PERM ADMIN YES Permanent Ret items of hist value only 0920-60 P&R PARKS GRANT PROGRAM RECORDS 3/A CFR After Final Rpt/Audit 0920-60 CC PARKS IMPR BIDS, UNACCEPTED 2 GC 0920-60 DEPT PARKS MAINTENANCE RECORDS 2 GC 0920- 70 P&R PARKS & REC COMM CORRESP/RPTS 5 ADMIN Rec ret min 5 yrs Rev for further value 0920-70 P&R PARKS & REC COMM MINUTES, ORIG PERM GC YES Permanent Mie for safety only 0920-70 P&R PARKS & REC COMM RESOLUTIONS, ORIG PERM GC YES Permanent Mie for safety only 0920-80 DEPT PARKS DISTR ADMIN RECORDS 2 GC Rev for further research value " 0930 0930-10 DEPT PATHS/TRAILS GRANT PROGRAM RECORDS 3/A CFR After Final Rpt/Audit 0930-20 DEPT PATHS & TRAILS MASTER PLAN PERM ADMIN YES Permanent Hist/Researeh value Ret 1cc hist 0930-30 DEPT PATHS/TRAILS CONSTR PROJECT RCRDS PERM ADMIN YES Permanent life of project 0930- 30 DEPT PATHS/TRAILS MAINTENANCE RECORDS 5 ADMIN Page No <1-3 OB/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFiCE OF RECORDS DESCRIPTION RECORD RETAIN AUTHORITY MICRO COMMENTS COllE FilM " 0940 0940-10 DEPT LIBRARY FUNDING RECORDS 5 ADMIN Rec ret min 5 yrs May have further research va l ue 0940-10 DEPT LIBRARY OPERATIONS RECORDS 2 ADMIN Ret min 2 yrs 0940-10 DEPT LIBRARY STATISTICS REPORTS 2 GC 0940-20 CC LIBRARY COMMISSION APPTS/RESIG 2/T ADMIN Rec ret 2 yrs after term/resignation 0940-20 OEPT lIBRARY COMMISSION MTG PACKETS 2 GC 0940-20 DEPT LIBRARY POLICIES, DUPL S ADMIN Ret unt i l superceded/amended 0940-30 CC LIBRARY SVCS CONTRACT ADMIN RCORDS 5 ADMIN Rec ret min 5 yrs Rev for further research value 0940-40 DEPT LIBRARY DONATIONS/GIFTS 5 ADMIN sIb resp of library Rec 5 yrs ret 0940-50 DEPT LIBRARY SPECIAL PROGRAMS/EVENTS 2 GC 0940-60 DEPT LIBRARY STUDIES, NON-CITY 5 ADMIN Rev for research value ., 0950 0950-10 DEPT REC PROGRAM GRANT RECORDS 3/A CFR After final report/Audit 0950-20 DEPT REC FEES/REGS, DUPL S ADMIN Ret unti l superceded 0950-20 CC REC REGS/FEE PUB HRNG RECORDS 5/S ADMIN Rec ret 5 yrs after superceded/amended 0950-20 DEPT SR RECREATION PROGRAM RECORDS 5 R&T 0950-30 DEPT REC ACTIVITIES/EVENTS RECORDS 2 GC Ret min 2 years 0950-30 DEPT REC SCHEDULES/ANNOUNCEMENTS 2 ADMIN Ret ccs hist value e e. e Page No. tt e e 08/17/94 CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # FILE NO OFFICE OF RECORDS DESCRIPTION RETAIN AUTHORITY MICRO COMMENTS RECORD CODE FlLM 0950-30 DEPT RECREATION ACTIVITIES REPORTS 2 GC 0950-30 DEPT RECREATION ACTIVITIES/PROGRAMS 5 R&T 0950-40 CC RECREATION SPEClAL EVENTS/PROGRAMS 2 ADMIN Ret memorabilia, etc for hist value 0950-60 DEPT REGIONAL REC ACTIVITIES/EVENTS 2 GC 0950-70 DEPT CHILD CARE PROGRAM RECORDS 5 R&T 0950-BO DEPT TEEN REC PROGRAMS/EVENTS 5 R&T .. 0960 0960-30 CC DSRSD BOARD MINUTES, DUPL 2 GC 0960-30 CC DSRSD LIAISON CTE RECORDS 5 ADMIN Rec ret min 5 yrs Rev for further value 0960-30 CC DSRSD/COUNCIL JT MTG RECORDS 5 ADMIN Rec ret 5 yrs 0960-40 CC DSRSD REORGANI2ATION RECORDS PERM ADMIN YES May have long term legal/research value 0960-50 CC DSRSD SERVICES TRANSFER RECORDS PERM ADMIN YES May have long term legal/research/hist value 0960-60 CC DSRSD ASSETS TRANSFER RECORDS PERM ADMIN YES May have long term legal/research value 0960-70 CC DSRSD CONSULTANT SELECTION RECOROS 2/T ADMIN Rec ret min 2 yrs after term of contract 0960 - 70 CC DSRSD SPECIAL STUDIES PERM ADMIN YES Permanent legal/Hist/Research value Ret 1cc hist Page No. 4f-S- 08/17/94 FILE NO " 1000 1000-20 1000-20 1000-30 1000-40 1000-50 1000-60 1000-70 1000-70 1000-70 1000-80 1000-80 ** 1010 1010-10 1010.20 1010-20 1010-20 1010-30 OFFICE OF RECORDS DESCRIPTION RECORD DEPT CC DEPT DEPT DEPT DEPT DEPT DEPT DEPT OEPT DEPT CC DEPT CC 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 TELECOM CONSULTANT PROPOSALS PUC RATE APPLIC NOTICES TELECOM REGS PUB HRNG RECORDS TELEPHONE RATE CORRESP/RPTS TELECOM BASE STATION LICENSES CI TY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM S 5/s PERM PERM 5 5 2 2 2 2 ADMIN ADMIN ADMIN CFR S ADMIN GC GC GC GC 2 ADMIN 2 GC D/R PRA 'IS ADMIN 2 GC U CFR YES YES . Ret until superceded/amended Rec ret 5 yrs after superceded/amended Permanent Life of project Permanent tife 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 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 . Page No. a. 08/17/94 . 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 RECORDS DESCRIPTION RECORD DEPT CC DEPT CC CC CC DEPT DEPT DEPT DEPT DEPT DEPT CC DEPT DEPT DEPT TELEPHONE SYSTEM RECORDS, CITY GAS & ELECT FRANCHISE AGREEMENTS GAS & ELECT FRANCHISE FIN RPTS PUC RATE APPL HRNG NOTICES UTILITY REGS 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 WMA NEWSLETTERS/INFO MATERIALS SEWER/WASTEWATER REG PUB HRNG RCRDS SE~ER/WASTE~ATER REGS, OTHER JURIS WMA POLICIES/REGS SEWER CAPACITY RIGHTS, CITY e CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # e RETAIN AUTHORITY MICRO COMMENTS CODE FILM S PERM 5 D/R 5 PERM 2 5 2 5 2 D/R 5/S S S PERM ADMIN ADMIN ADMIN PRA ADMIN ADMIN GC ADMIN GC ADMIN GC PRA ADMIN ADMIN ADMIN ADMIN YES YES YES Until superceded/obsolete Permanent Rec 5 yrs Destroy when no longer relevant/obsolete Rec ret 5 yrs after superceded/amended Formation Rcrds 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. 4'7 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 RECORDS DESCRIPTION RECORD DEPT DEPT QEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT DEPT CC DEPT CC DEPT e SEWER SYST CONSTR/IMPR RECORDS W~STE~~TER MGMT PLAN. CITY SANITATION DISTR ADMIN RCRDS SANITATION DISTR MTG MATERIALS INDUSTRIAL ~ASTE/DISCHARGE RCRDS SEWER/WASTEWATER STUDIES, CITY WASTE~ATER MGMT STUDIES, OTHER WM~ MEETING M~TERIAlS SOLAR UTILITY STUDIES, CITY CABLE TV NEWSLETTERS/HANDBOOKS CABLE TV WORKSHOPS C~BlE 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 DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS COOE FILM PERM PERM 5 2 5 PERM S 2 PERM D/R 2 D/R 5/S ADMIN ADMIN ADMIN GC ADMIN ADMIN ADMIN GC ADMIN PRA GC PRA ADMIN S ADMIN 5/T ADMIN 5/A ADMIN YES YES YES YES e 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/obsolete 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 roin 5 yrs after term of franchise Rec ret 5 yrs after audit e Page No. 08/17/94 FILE NO 1050-30 1050-30 1050-50 1050-50 1050-50 1050-50 1050-60 ** 1060 1060-10 1060-10 1060-20 1060-20 1060-30 1060-40 1060-40 1060-40 1060-40 1060-40 - OFFICE OF RECORDS DESCRIPTION RECORD DEPT CC CC CC CC DEPT DEPT CC CC CC CC CC CC CC CC CC CC CABLE TV SERVICES COMPLAINTS CABLE TV SERVICES PROPOSALS CABLE TV COMMUNITY ACCESS RECORDS COMMUNITY TV BY-LA~S, DUPL COMMUNITY TV FUNDING RECORDS COMMUNITY TV TRAINING SEMINARS DEPTNNAS/SATELLITE DISHES PUC TRANSP RATE HEARING NOTICES TRANSP SVCS REGS PUB HRNG RCRDS BUS SMELTER PROGRAM RECORDS LOCAL BUS SVCS/ROUTES RECORDS BART EXTENSION PROJ RECORDS ALACO TRANSP AUTH ADMIN RECORDS ALACO TRANSP AUTH BY-LA~S ALACO TRANSP CTE RECORDS CONGESTION MGMT AGENCY RECORDS TRANSP ADV GROUP MTG RECORDS e CITY OF DUBLI N RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # - RETAIN AUTHORITY MICRO COMMENTS CODE FILM 5 2 5/T S 4/A 2 2 D/R 5/S 5 2/S PERM 5 S 2 ADMIN GC ADMIN ADMIN ADMIN ADMIN GC PRA ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN ADMIN 2 GC 2 GC YES Ret min 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 Destr when no longer relevant Rec ret 5 yrs after superceded/amended After term of program Rec ret 2 yrs after superceded Permanent legaL/Hist/Research value Rec min 5 yrs Rev for long term rsearch value Ret until superceded/amended Ret min 2 yrs Rev for research value Ret min 2 yrs rev for further admin value Rev for further research value Page No. '-19 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 e TRANSP ADV GRP/COMM APPTS, CITY TRANSP AOV/COMM ADMIN CORRES/RPTS TAXI/LIMO SERVICES PERMITS RAIL FEASIBILITY STUDIES, OTHER AIRPORT LAND USE COMM MTG INFO AIRPORT STUDIES, OTHER JURIS TRANSP MASTER PLAN DEVELOP RECORDS TRANSPORTATION MASTER PLANS, APPRVD TRANSP FUND APPLICATIONS, CITY TRANSP FUNDING PROGRAM INFO TRANSP FUNDS, APPRVD APPLICATIONS CITY OF DUBLIN RECORDS RETENTION SCHEDULES ADOPTED RESOLUTION # RETAIN AUTHORITY MICRO COMMENTS CODE FILM 2/T 5 2/T 5 2 ADMIN ADMIN ADMIN ADMIN GC 2 ADMIN 5 AOMIN PERM ADMIN 2 ADMIN 2 GC 5/A ADMIN YES 41=- e 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 r~t m,n 5 yrs after Plan adoptlon Perm Legal/Research/Hist value Ret 1cc hist value Rejected Ret min 2 yrs Rev for further admin value Ret min 2 yrs Rec ret 5 yrs after final rpt/Agency audit e CrTY OF DUBUN flUNG SYSTEM GUIDE 100 ADMINISTRATION 100 General Administration 110 Boards/Commissions/Committees 120 City Emblems 600 LEGAl/LEGISlATIVE . 130 Organizations-local 600 Agreements/Contracts 140 Organizations-At I..arge 610 City Council/Legislative 150 Public Information/Relations 620 Incorporation/Annexation 160 Records Management 630 Elections 170 Risk Management 640 Legal Operations 180 Staff Services 650 Special Permits (femporary) 660 Legislation 200 FACIUTlES 670 Real property 200 Civic Center 210 Shannon Community Center 220 Ubrary 700 PERSONNEL 230 Corporation Yard 700 Personnel Administration 240 Senior Center 710 Training & Employment Programs 250 Swim Center 720 Employee Services/Benefits 260 Sports Grounds 730 Employee Relations 270 Banner Poles 740 Recruiting 280 School Facilities 750 Employee Records 290 Parks 295 Heritage Center 800 PUBUC WORKS 300 FINANCIAL 800 Highways & Freeways 300 Accounting 810 Solid Waste Management 31 0, Audits 820 Streets & Sidewalks 320 Banking 830 EnglneeringjPublic Works Services e 330 Budget 840 Bridges 340 Debt Service 850 Hazardous Waste Management 350 Fixed Assets 360 Assessment Districts 370 Payroll 900 COMMUNITY SERVICES/CULTURAL 380 Purchasing 900 Arts 390 Revenue & Taxation 910 Historic Preservation 920 Parks 400 COMMUNITY DEVELOPMENT 930 Paths & Trails 400 Environmental Review 940 Ubrary Services 410 Land Use Control 950 Recreational Activities 420 Planning 960 DSRSD 430 Housing 440 Inspection Services 450 Zoning 1000UTIUTIES 460 Redevelopment 1000 Water Services 470 Economic Development 1010 Telecommunications 480 CDBG (Block Grant Pgm) 1020 Gas & Electric 1030 Wastewater Management (Sewer) 500 HEALTH, SAFETY & WELFARE 1040 Solar Utility 500 Animal Control 1050 Cable Communications 510 Consumer Affairs 1060 Transportation Services 515 Education 520 Emergency Services 530 Environmental Protection . 540 Fire Protection 550 Flood Control 560 Health Services 570 Parking Control 580 Police Services Xx,hibif B 590 Traffic Control 595 Senior Citizens CITY OF DUBUN FUNCTlON,o\L FlUNG SYSTEM GUIDE 100 - ,o\DMINISTR,o\TlON . 100 - GENER,o\L ,o\DMINISTR,o\TlON - 10 Pending Files - 20 Chronological Correspondence - 30 Administrative Policy & Procedures - 40 Organization Charts - 50 Work/Vacation Schedules - 60 Travel/Conferences/Meetings - 70 Department Administration - 80 Goals & Objectives 110 - BO,o\RDS/COMMISSIONS/COMMITTEES - 10 Administration - 20 Regulations/Policy - 30 Applications/Appointments/Resignations - 40 Rosters/Index 120 - CITY EMBLEMS - 10 City Seal - 20 City Rag - 30 Original Artwork - 40 City Key Pin & Writing Pens - 50 City Song . 130 - ORG,o\NIZ.,uIONS - LOC,o\L - 10 Administration - 20 Fraternal Groups - 30 Civic Groups - Chamber of Commerce - 40 Youth Groups - 50 Sen<ice Clubs & Groups - 60 Other - 70 Homeowner Associations - 80 Parks RFTA/Camp Parks/Military 140 - ORG,o\NIZUIONS - U LARGE 05 U.S.Conference of Mayors - 10 Association of Bay Area Governments (ABAG) - 15 Alameda County Mayors' Conference - 20 League of CA Cities (LOCC) - 30 National League of Cities (NLC) - 40 Professional Groups - 50 Sister Cities - 60 California Contract Cities/Independent Cities Assn - 70 Bay Area Council & COLAB (Coalition of Labor & Business) - 80 Tri-Valley Joint Council - 90 Local Government Commission . Rev 10/95 CITY OF DUBLIN FUNCTlON.4.L FILING SYSTEM GUIDE . 100 - .4.DMINISTR.4.TION (Continued) 150 - PUBLIC INFORM.4.T10NjRELATIONS - 10 Administration - 20 Awards to City - 30 Brochures/Calendars/Maps - 40 Newsletters/City - 45 Newsletter Talkbacks/Responses - 50 Press Releases - 60 Surveys/Questionnaires - 70 Gins & Donations to City - 80 Dublin Pride Week - 85 Adopt A Military Unit Program - 90 Customer Service Program - 95 Employee Suggestions . 160 - RECORDS M.4.N.4.GEMENT - 10 Administration - 20 RegUlations/Policy/Guidelines - 30 Vital Records Storage - 40 Microfilm Program - 50 Program AUdits/Inventories - 60 Forms/Forms Control & Supplies - 70 Records Destruction - 80 Equipment 170 - RISK M.4.N.4.GEMENT - 10 Administration - 20 Employee Safety Committee - 30 Insurance Policies - Liability - 40 Safety Programs - 50 State Workers' Compensation/Disability - 60 Claims Against City - 70 Claims on Behalf of City - 80 Fidelity Bonds - Employee - 90 Incident/Accident Reports 180 - ST.4.FF SERVICES - 10 Computer Services - 20 Reproduction/Printing - 30 Mailing/Postal Services - 40 City Clerk Certifications - 50 Fees (Administrative/Mise) - 60 Legal Publications e Rev 10/95 CITY OF DUBLIN FUNCTIONAL RUNG SYSTEM GUIDE 200 - FACILITIES e 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 e 240 - DUBLIN SENIOR CENTER - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 250 - DUBUN SWIM CENTER - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 260 - DUBUN SPORTS GROUNDS - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 270 - BANNER POLES - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements e CITY OF DUBUN FUNCTIONAL FlUNG SYSTEM GUIDE . 200 - FACIUTlES (Continued) 280 - SCHOOL FACIUTlES - 10 !\dministration - 20 Operations & Maintenance - 30 Capital Improvements 290 - PARKS - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements 295 - DUBUN HERITAGE CENTER - 10 Administration - 20 Operations & Maintenance - 30 Capital Improvements . . Rev 10/95 CITY OF DUBUN FUNCTIONAL FlUNG SYSTEM GUIDE 300 - FINANCIAL/FISCAL 300 - ACCOUNTING - 10 Administration - 20 Policy/Procedures . 30 Accounts Payable . 40 Warrant Registers - 50 City Council Travel/Meetings 310 - AUDItS - 10 Administration - 20 Regulations/Policy/Guidelines/Procedures - 30 Annual City Audits - 40 - 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 Administration - 20 Annual Operating Budget - 30 Department Budget - 40 Capital Improvement Plan Budget - 50 Financial Reports - 60 - 70 Revenue Sharing Programs - 80 County/State/Federal Budget 340 - DEBT SERVICE - 10 Administration - 20 Public Improvement/General Obligation Bonds - 30 Tax Allocation Bonds - 40 Advisory Groups - 50 Tax & Revenue Anticipation Notes - 60 Loans - 70 Certificates of Participation - 80 Revenue Bonds - 90 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 e 300 - FINANCIAL/FISCAL (Continued) 360 - ASSESSMENT DISTRICTS - 10 Administration - 20 Landscaping & Ughting - 30 Maintenance - 40 Public Improvements - 50 Citywide Street Ughting 370 - PAYROLL - 10 Administration - 20 Regulations - 30 Time Sheets - 40 Payroll Reports - 50 Credit Union - 60 Withholding Records/Reports e 380 - PURCHASING - 10 Administration - 20 Procurement (Supplies) 390 - REVENUE & TAXATION - 10 Administration - 20 Regulations - 30 Collections - 40 Business Ucenses/Registration - 45 Business Registration Task Force - 50 Fines/Forfeitures - 60 Property Tax - 70 Sales & Use Tax - 80 Gas Tax - 90 Transient Occupancy Tax (TOT Hotel) e Rev 10/95 CITY OF DUBUN FUNCTIONAL FlUNG SYSTEM GUIDE 400 - COMMUNITY DEVELOPMENT e 400 - ENVIRONMENTAL REVIEW - 10 Administration - 20 CEQA/EIR Guidelines & Procedures - 30 Signs - 40 Advisory Groups - 50 Design Review Board - 60 Design Review Case Files - 70 Soils Reports 410 - lAND USE CONTROL - 10 Administration - 20 Policy/Regulations - 30 CUP/SDR - 40 Minor Land Divisions/Parcel Maps - 50 SUbdivisions/Tracts - 55 Specific Plans - 60 Development Permits - 70 Lot Une Adjustments - 80 Development Standards Committee e 420 - PLANNING - 10 Administration - 20 Policy/Procedures/Regulations - 30 General Plan Amendments (GPA) - 40 Planning Commission - 50 Regional Planning - 60 Census/Demographic Information - 70 Growth Management Program - 80 Infrastructure Financing 430 - HOUSING - 10 Administration - 20 Policy/Regulations - 30 Preservation/Rehabilitation - 40 Advisory Groups - 50 Special Studies - 60 Funding Programs - 70 Relocations - 80 Affordable Housing - 90 Housing Authority e Rev 10/95 CITY OF DUBUN FUNCTlONM. FlUNG SYSTEM GUIDE . 400 - COMMUNITY DEVELOPMENT (Continued) 440 - INSPECTION SERVICES - 10 Administration - 20 Regulations/Fees - 30 Contract Services (LP'A) - 40 Code Enfon;ement - 50 Pennits 450 - ZONING - 10 Administration - 20 Policy/Regulations/Zoning Code Amendments - 30 Rezoning Case Files - 40 Variances - 50 Use Permits - 60 Code Enfon;ement - 70 Home Occupation Permits - 80 Zoning Conformance Review . 460 - REDEVELOPMENT - 10 Administration - 20 Policy/Regulations - 30 Redevelopment Agency 470 - ECONOMIC DEVElOPMENT - 10 Administration - 20 Policy/Regulations/Procedures - 30 Grant Applications/Reports - 40 Master Plans - 50 special Programs (Business Task Fon;e) - 60 Business Closings 480 - COMMUNITY DEVElOPMENT BLOCK GRANT (CDBG) PGM - 10 Administration - 20 Policy/Regulations/Procedures - 30 Applications/Program Reports .. Rev 10/95 CITY OF DUBUN FUNCTIONAL flUNG SYSTEM GUIDE 500 - HEALTH. SAFETY & WELFARE e 500 - ANIMAL CONTROL . 10 Administration - 20 Regulations/Fees - 30 Contract Services - 40 Code Enforcement - 50 Disease Prevention - 60 Ucenses/Permits - 70 Reports/Statistics - 80 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 - 50 Colleges/Universities - 60 Special Education Programs . 520 - EMERGENCV SERVICES - 10 Administration - 20 Communications (911) - 30 Disaster Preparedness Plan/Planning - 40 Assistance Programs (Homeless) . 50 Mutual Aid Programs - 60 Advisory Groups - 70 Emergency Medical Services 530 - ENVIRONMENTAL PROTECTION - 10 Administration . 20 City Beautification/Property Maintenance - 30 Bay/Estuaries/Delta - 35 Noise Pollution - 40 Open Space - 50 Air Quality - 60 Ridgeline Protection - 70 Agricultural Preserves e Rev 10/95 CITY OF DUBUN FUNCTIONAL flUNG SYSTEM GUIDE e 500 - HEALTH. SAFETY & WELFARE (Continued) 540 - FIRE PROTECTION - 10 Administration - 20 Regulations/Fees - 30 Inspections/Reports/Enforcement - 40 Ucenses/Permits - 50 Weed Abatement/Control - 60 Districts/Agencies (DRFA) - 70 special StUdies/Programs/Projects 550 - FLOOD CONTROL - 10 Administration - 20 "'ational Rood Insurance Program - 30 Dams - 40 Drainage - 50 Creeks - 60 Rood Control District (AlaCo 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 .70 PoisonjToxic Substances - 80 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 DUBUN FUNCTIONAL FlUNG SYSTEM GUIDE 500 - HEALTH. SAFETY & WELFARE (Continued) e 580 - POUCE SERVICES - 10 Administration - 20 Regulations/Policy . 25 Security Sel'\lices/Devices . 30 Contract Sel'\lices (A1aCo Sheriff's Dept) - 40 Special Programs - 50 Criminal Justice . 60 Reports/Statistics . 70 Criminal Detention Facilities/Jails/Booking Fees - 75 Court/Facilities - 80 Asset Seizure/Disposal - 90 Complaints/Investigations 585 - PUBUC WELFARE - 10 Administration - 20 Handicapped Sel'\lices - 25 DancingfPublic Gatherings/Curfews - 30 Obscenity/Pornography - 40 Social Sel'\lices (Homelessness) - 50 GamblingfGames of Chance - 60 PeddlingfSolicitations - 70 Child Abuse - 80 Gun Control - 90 Mid-East Crisis e 590 - TRAFFIC CONTROL - 10 Administration (TJKM Contract Review) - 20 Regulations/Speed Umits - 30 Enforcement - 40 Control DeVices/Improvements-Requests (Signs, Signals) - 50 Crossing Guards/Pedestrian Safety . 60 Bicycle Safety - 70 AlIvisol)' Groups - 80 Special Studies - 90 Traffic Safety Programs 595 - SENIOR CITIZENS - 10 Administration - 20 Advisol)'/Advocacy Groups - 30 RetirementjCare Centers - 40 Health/Nutrition Programs - 50 Special Sel'\lices/Events e He. 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/LEGISLATIVE . 05 Administration - 10 Agendas/Mailings/Notices .20 Policy/Procedures/Regulations - 30 Appointments/Resignations (To/From Council) . 40 Delegate/Liaison Appointments - 50 Proclamations/Commendations . 60 Reorganizations/Rosters . 70 Closed Sessions . 80 Council member Correspondence . 85 Invitations/Grand Openings/Etc. . 90 Other Cities 620 . INCORPORATION - 10 Articles of Incorporation/HistoriC . 15 Dublin Information, Inc. (011) - 20 Annexations & Land SWaps . 30 Boundary Modifications - 40 Local Agency Formation Commission (IAFCO) . 50 Detachments - 60 Sphere of Influence .70 County/State Redistricting . 630 - ELECTIONS . 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 DUBUN FUNCTIONAL FlUNG SYSTEM GUIDE 600 - LEGAL/LEGISlATIVE (Continued) . 640 - LEGAL OPERATIONS - 10 City Attorney's Office - 20 Legal Opinions - 30 Litigation Files - 40 ConOict of Interest Code - 50 statements of Economic Interest (ConOict of Interest) - 60 Oaths of Office - 70 Nuisance !\batement - 80 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 - 80 Oversize Vehicles - 90 Other (Banners) e 660 - LEGISLATION - 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/Properly Inventory - 60 Uens/Uen Releases - 70 Properly Divestments - 80 Surplus Properly Programs - 90 Deeds of Trust . Rev 10/95 CITY OF DUBUN FUNCTIONAL FlUNG SYSTEM GUIDE . 700 - PERSONNEL 700 - PERSONNEL ADMINISTRATION - 10 Administration - 20 Classifications & Salaries - 30 Job Descriptions - 40 Personnel Policies/Rules - 50 Surveys/Studies - 60 FLSA (Fair Labor Standards Act) - 70 ADA (Americans w/Disabilities Act) 710 - TRAINING & EMPLOYMENT PROGRAMS - 10 Administration - 20 Employee DevelopmentfEducation - 30 Intern Programs - 40 Work-Study Programs - 50 Youth Employment Services - 60 PIC Private Industry Council (CETA Type Training Program) - 70 Volunteer Programs - 80 Sexual Harassment Policy & Training . 720 - EMPLOYEE SERVICES/BENEFITS - 10 Administration - 20 Employee Awards/Recognition - 30 Deferred Compensation - 40 Health/Dental Benefits - 50 Ufe Insurance - 60 Retirement Benefits (PERS) - 70 Military Leave of Absence - 80 Dependent Care Program - 90 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 . 10 Administration - 20 Affirmative Action/EEOC - 30 Applications/Resumes - 40 RecruitmentfSelections .50 Testing Services . 60 ADA Plan . 750 - EMPLOYEE RECORDS - 10 Administration - 20 Temporary Services - 30 Employee Records Rev 10/95 CITY OF DUBUN FUNCTIONAL flUNG SYSTEM GUIDE 800 . PUBUC WORKS . 800 - HIGHWAYS & FREEWAYS - 10 Administration - 20 County Highways/Improvements - 30 Freeways/Improvements 810 - SOUD WASTE MANAGEMENT - 10 Administration - 20 Regulations/Enforcement - 30 Garbage Collection/Rates - 40 Litter Control - 50 Landfill/Dumps - 60 Recycling Programs/Resource Recovery - 70 Master Plans - 80 Waste Management Authority 820 . STREETS & SIDEWALKS - 10 Administration - 20 Improvements/Streets - 30 Maintenance - 35 Street Ughting - 40 Curbs, Gutters & Sidewalks - 50 Encroachment Permits - 55 Fee Schedules/Policy - 60 Street Names/Changes - 70 Street Classification System - 80 Regulations - 90 Street Plan Unes . 830 - ENGINEERING SERVICES - 10 Administration - 20 Regulations/Policy - 30 Grading Pennits - 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 FILING SYSTEM GUIDE . 800 - PUBLIC WORKS (Continued) 850 - HAZARDOUS WASTE MANAGEMENT - 10 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 CITY OF DUBUN FUNCTIONAL flUNG SYSTEM GUIDE 900 - COMMUNITY SERVICES/CULTURAL e 900 - ARTS . 10 Administration .20 Advisory Groups - 30 Master Plans . 40 Performing Arts - 50 Special Events/Projects . 60 Facilities - 70 Funding Programs 910 - HISTORIC PRESERVATION - 10 Administration - 20 DHPA (Dublin Historical Preservation Association) . 30 Museums - 40 Historic Preservation, Sites/Landmarks - 50 Cultural Heritage - 60 City History 920 - PARKS - 10 Administration - 20 Policy/Regulations - 30 Master Plans - 40 Regional Parks - 50 State Parks - 60 City Parks - 65 Vandalism - 70 Parks & Community Services Commission - 80 East Bay Regional Park District . 930 - PATHS & TRAILS - 10 Administration . 20 Master Plans - 30 Hiking/Bike Trails .40 Equestrian Trails 940 - UBRARY SERVICES - 10 Administration - 20 Commission/Advisory Groups - 30 Contract Services - 40 Gifts/Donations - 50 Special Events/Programs - 60 Special Studies e Re.10/90 CITY OF DUBUN FUNCTIONAL FlUNG SYSTEM GUIDE e 900 . COMMUNITY SERVICES/CULTURAL (Continued) 950. RECREi\TIONAlACTlVITIES . 10 Administration . 20 Fee Schedules/Policy - 30 Activities - 40 Special Events - 50 Leisure Services .60 Regional/Area Facilities - 70 Child Care Programs - 80 Teen Programs 960 . DUBUN SAN RAMON SERVICES DISTRICT . 10 Administration .20 Policy/Regulations - 30 Minutes/Agendas - 40 District Reorganization - 50 Services Transfer - 60 Assets Transfer - 70 Special Studies e . Rev 10/95 FUNCTIONJ\L flUNG SYSTEM GUIDE 1000 - UTIUTlES 1000 - WJ\TER SERVICES - 10 Administration - 20 Regulations/Rates - 30 Water System/Connections - 4jl ReservoirsjWater Sources - 50 MaSter Plan(s) - 60 Quality Control - 70 Agencies/Districts - 80 Conservation Programs/Drought Reports 90 Recycled Water Authority 1010 - TELECOMMUNICJ\TlONS - 10 Administration - 20 Regulations/Rates - 30 City System 1020 - GJ\S & ELECTRIC - 10 Administration/Franchise - 20 Regulations/Rates - 30 Undergrounding - 40 Plant Facilities - 50 Energy Conservation Programs - 60 Utilities Coordination Committee 1030 - WJ\STEWJ\TER MJ\NJ\GEMENT (SEWER) - 10 Administration - 20 RegUlations/Fees - 30 Sewer System/Improvements - 40 Master Plan(s) - 50 Sanitation Districts - 60 Industrial Waste - 70 special StUdies - 80 TWA (Tri-Valley Wastewater Authority) 1040 - SOLAR UTlUTY . - 10 Administration - 20 Studies 1050 - CJ\BLE COMMUNICJ\TIONS - 10 Administration - 20 Regulations/Rates - 30 Franchise Services - 40 Advisory Groups - 50 CTV (Community TV - Channel 30) - 60 Antenna/Satellite Dishes 1060 - TRJ\NSPORUTlON SERVICES - 10 Administration - 20 Local Bus Services WHEELS - 30 BART Bay Area Rapid Transit - 40 Advisory Groups/Commissions/Authority - 50 Taxi/Umousine Services - 60 Train Services Including Ught Rail - 70 Airports/Heliports - 80 Master Plan(s) - 90 Funding Programs . . . Rev 10/95 RESOLUTION NO. - 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 ofa 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, is hereby adopted, and BE IT FURTHER RESOLVED that the specific Department identified in said Retention Schedules is 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. NOES ABSENT ABSTAIN .ATTEST Mayor City Clerk K ~ /G/jan-96/reso-rr2. doc ~Xhi6it c