HomeMy WebLinkAboutReso 41-05 RecordsRetentionGuid
RESOLUTION NO. 41 - 05
A RESOLUTION OF THE CITY COUNCIl,
OF THE CITY OF DUBLIN
* * * * * * * * *
ADOPTING THE WCAL GOVERNMENT RECORDS MANAGEMENT
"CITY RECORDS RETENTION GUIDELINES"
AS THE CITY'S RECORDS RETENTION SCHEDULE
AND GRANTING AUTHORITY FOR DESTRUCTION OF RECORDS
IN COMPLIANCE WITH GOVERNMENT CODE SECTION 34090.5
WHEREAS, in January of 1996, the City Council adopted certain records retention schedules,
designating certain City departments as the Official Office of Record and authorizing the destruction of
certain records; and
WHEREAS, this schedule was developed to deal predominantly with City Clerk/City
CounciVFinancial records and did not go into a lot of depth with regard to those records maintained by
other departments; and
WHEREAS, in the last several years, it has become apparent that many duplicate and/or oversized
records are being maintained by several City departments; and
WHEREAS, since implementation of a document imaging program in 2000, many departmental
records are now stored electronically; and
WHEREAS, Government Code Section 34090.5 authorizes destruction of paper documents which
are retained on other recognized and accepted media forms which do not pennit additions, deletions, or
changes to the original document; and
WHEREAS, in 1999, the City Clerks Association of California (CCAC) was successful in
convincing the Legislature to add Section 12236 to the Government Code, establishing guidelines for local
government retention.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby adopt the Local Government Records Management "City Records Retention Guidelines", created
under the authority provided by Government Code Section 12336, a copy of which is attached hereto as
Exhibit A and as those Guidelines may be amended from time to time, as the City of Dublin's official
retention guidelines; and
BE IT FURTHER RESOLVED that the City Council authorizes destruction of paper records, as
appropriate, in accordance with Government Code Section 34090,5, with authorization from the City
Attorney's Office.
BE IT FURTHER RESOLVED that where another public agency provides services under
contract to the City that include the maintenance and retention of public records, that agency's own
records retention guidelines shaH apply.
PASSED, APPROVED AND ADOPTED this 15th day of March, 2005 by the following vote:
AYES: Councilmembers Hildenbrand, McCormick, Oravetz and Mayor Lockhart
NOES: None
ABSENT: Councilmember Zika
ABSTAIN: None
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ATTEST:
K'/G/3-1S-M/reso 41.{)S retention (It.cm 4,9)
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Mayor
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SECRETARY OF STATE
LOCAL GOVERNMENT
RE~ORD5 MANAGEMENT GUIDELINES
SECRETARY OF STATE KEVIN SHELLEY
ARCHIVES AND MU§EUM DIVISION
RECORDS MANAGEMENT
(916) 657-3634
JUNE 2004
Exhibit A to Resolution No. 4{ - 05
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LOCAL GOVERNMENT
RECORDS MANAGEMENT GUIDELINES
TABLE OF CONTENTS
CALIFORNIA GOVERNMENT RECORDS MANAGEMENT PROGRAM............2-1000
BACKGROUND............................................. on....................... ...2·1 010
AUTHORITY............................... ..........;........ ................... ..... ......2-1 020
DEFINITIONS........................................................................ .....2·1030
RECORDS MANAGEMENT............... _.................................................. ....2·2000
PRINCIPLES........................................................................... ....2-201 0
INVENTORy................................. .......................................... ....2 -2020
APPRAISAL AND SCHEDULING...... ...... .............. ............ ..........,.,2 -2030
RETENTION SCHEDULES........................... .............................. ...2-2040
DISPOSITION OF RECORDS... ..... ....... ............................ ... ...... ....2-2050
SUMMARy.......,....................................... ............................... ...2·2060
ACKNOWLEDGEMENT......... ............ ...... ...... ...... ......... ...... ....... ...2·2070
ADMINISTRATIVE RECORDS - TYPICAL RETENTION PERIODS........ ......ATTCH A
RECORDS MANAGEMENT AND ARCHIVES RESOURCES .....................ATTCH B
¡CITY RECORDS RETENTION GUIDELlNES...........................................ATTCH C I
COUNTY RECORDS RETENTION GUIDELlNES.....................................ATTCH D
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LOCAL GOVERNMENT RECORDS MANAGEMENT
GUIDELINES
California Government Record$ Manaaement Proaram
2-1000
Backaround
2-1010
In 1968 the Legislalure passed the California Public Records Act (PRA) (§.overnment
Code, Seclion 6250 et seq.) which is modeled after the federal Freedom of Information
Act and details what government information is, and is not, available to the public. In
general, all records are open to the public except 28 specific exemption categories
listed in PRA, Section 6254. The PRA applies to all records, in whateverfarm,
rnaintained by either state or local public agencies.
In 1978 the Information Practices Act (IPA) (California Civil Code, Section 1798 et seQ.)
became effective to protect personal privacy rights for individuals. The IPA is modeled
after the Federal Privacy Act of 1974 and supercedes partions of the PRA. It does not
apply to lacal public agencies except under valuntary contractual agreements.
The State Records Management Act (Government Code, Section 14740"14774)
requires the Director of the Department of General Services (DGS) to establish and
administer the state's records management prograrn. The prograrn applies"... to the
creation, utilization, rnaintenance, retention, preservation, and disposal of state
records." DGS administers the program though the State Administrative Manual (SAM),
Chapter 1600 and the California Acquisition Manual (CAM).
SAM and CAM require every state agency to establish Records Retention Schedules
which, when approved, become the legal authority for the agency to dispose of official
public records. Retention schedules are the key element in effective records
management prograrns for both government and private industry. State agencies rnust
revise and update lheir schedules every five years or whenever a change occurs that
irnpacts the keeping or disposing of agency records. The Records Management Act,
SAM and CAM do not apply to local public agencies.
Since, with the exception of the PRA, legislation and directives establishing the state
Records Managemenl Program do not apply to laca I government, county and/or city
governrnent agencies do not have a standardized prograrn of accountability for their
treatment .of public records. Nor does local gavernrnent have standard retentian periods
for various record categories other than certain record types identified in gavernment
codes that mandate specific lacal programs. To alleviate this situation the 1999
legislature added Section 12236 to the Gavemment Code, which states in Section
12236 (a) "The Secretary of State shall establish the Local Government Records
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Program to be administered by the State Archives to establish guidelines for local
government retention and to provide archival support to local agencies in this state:
These guidelines are an initial attempt to provide some standards and structure to the
local government records management effort. Other atternpts at standardization indude
the California City Clerks Association's 1998 list of common local government records
and recommended retention periods. The goal of the State Archives in compliance with
GC 12236 is 10 consolidate information resources and provide local government with a
single source for archival and records management support and guidance.
Authorltv
2·1020
· California Public Records Act (Government Code, Section 6250 et seq.)
· Government Code, Section 12236
Definitions
2-1030
· Active Records - As a rneasure of activitv for records thai are referred to at leasl
once a rnonth per cubic foot of records. Also - As a retention period for a Perpetual
Record that remains "active" until some event occurs to change its status, at which
lime it has fulfilled its function. (See also Perpetual Record)
· Administrative Records - Records cornmonly found in all offices and typically
retained only for short time periods - less than five years. Examples include subject,
chronological, budget, and policy files.
· Archival Records - Records with enduring value because they reflect significant
historical events, document the history and development of an agency, or provide
valuable research data.
· Discovery - The pretrial disclosure of pertinent facts or documents by one or both
parties to a civil action or proceeding. Anything requested during discovery must be
disclosed if it exists - even non-records and records that should have been
destroyed earlier. Discovery effectively freezes selected holdings until released by
opposing attorrey or the court.
· Local Government- Government Code, Section 6252 stales: "'Local Agency'
includes a county; city, whether general law or chartered; city and county; school
district; rnunicipal corporetion; district; political subdivision; or any board,
commission or agency thereof; other local public agency; or nonprofit entities lhat
are legislative bodies of a local agency pursuant to subdivisions (c) and (d) of
Govemrnent Code, Section 54952."
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· Non-Records - Material not usually included within the definition of records, such as
unofficial copies of documents kept only for convenience or reference, working
papers, appointment logs, stocks of pub lications and processed documents, and
library or museum material intended solely for reference or exhibition. Also,
documents such as rough notes, calculations or drafts assernbled or created and
used in the preparation or analysis of other documents. (See also Discovery)
· Permanent Records - Records that are required in perpetuity, usually identified by
statute or other written guidance. Examples include original birth certificates, death
certificates, Spanish land grants, etc.
· Perpetual Records - Records retained for an indefinite period of time and then
stored or destroyed after some event takes place. Examples include office
personnel files which are kept until a person leaves the office, policy files kept until
the policy is changed, contract files kept unlil the contract terminates, etc.
· Program Records - Records lhat relate to the primary function of the agency in
response to its daily mission. Examples include lien files, recorders files, election
files, probate records, medical records, etc.
· Public Records ~ Any information relating to the conduct of the public's business
prepared, owned, used, or retained by any state or local agency regardless of
physical form or characteristics.
· Records - All papers, maps, exhibits, rnagnetic or paper tapes, photographic films
and prints, punched cards, and other documents produced, received. owned or used
by an agency, regardless of physical form or characteristics.
· Records Retention Schedule - A list of all records produced or maintained by an
agency and the actions taken with regards to those records. A retention schedule is
an agency's legal authority to receive, create, retain, and dispose of official public
records. It assists the agency by documenting which records require office or
temporary storage, which records have historic or research value, and which records
should be destroyed because they no longer have any administrative, fiscal, or legal
value. In the event of litigation, courts accept a relention schedule as establishing
an agency's "normal course of doing business".
· Retention Period - The length of time a record must be retained to fulfill its
administrative, fiscal and/or legal function. Then a record should be disposed of as
soon as possible in accordance with an approved Records Retenlion Schedule.
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Records ManaAement
2-2000
Principles
2-2010
According to Government Code, Section 14740, California's Records Management
Program is designed to ".. .apply efficient and economical rnanagement methods to the
creation, utilization, maintenance, retention, preservation, and disposal of state
records", Effective Records Management ensures that records are kept only as long as
they have some administrative, fiscal, or legal value.
When records no longer fulfill the value for which they were created, they should be
destroyed unless they also have sorne historic or research significance. If that is the
case the records should be preserved by an appropriate historical agency. Staff
rnembers should realize that an effective records management program is not only cost
effective, It will also make their jobs easier. They should also know that records
retained beyond their value "just in case" only extend the agency's legal liability in the
event of adverse litigalion.
These principles apply to all levels of government.
Inventorv
2-2020
The first step in records managernent is a records inventory. Agencies need to know
what records they have, where the records are kept, the volume, and how the records
are used. This Information is essential for developing a Records Retenlion Schedule to
document the agencies normal course of doing business.
The Records Inventory Wor1<sheet, state form STD 70, is available to assist agencies in
gathering irtormation needed in a records rnanagement program. Regardless of the
form used, the following information should be obtained during any Inventory of agency
records:
. Record Series - A record series is a group of similar records arranged under a single
filing system or kept together as a unit. They deal with a particular subject (budget,
personnel, etc.), result from the same activity (arrest reports, property assessments,
etc.), or have a special form (blueprints, maps, etc.). The title of each record series
should be as accurate as possible, since future references to the records will be by
the record series name. Avoid vague titles such as "Corporate Papers", "Official
Docurnents", or "Vital Correspondence".
. Media - Determine the rnedia for each record series such as paper, microfilm, etc.
Also note if the sarne record exists in several medium.
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· Years covered - Deterrnine the period of years covered by each record series.
(Example: 1994-98).
· Activity Level- The amount of activity involving a record determines where the
record should be stored. Active records need to be readily available and are
generally stored in the office because lhey are accessed frequently. Inactive
records that are still needed but only accessed occasionally should be warehoused
in low cost storage.
· Volurne - Note the volume of each record series by the cubic feet of space they
occupy. This number is a spot count and should represent only those records on
hand at the lime of inventory. A typical file drawer or archive box contains
approximately one cubic foot of actual records. Folders, separators, tab cards, etc.
are not considered part of a record.
Aooraisal and Schedullna
2-2030
After the inventory, sound records managernent requires a realistic appraisal of records
in relation to lhelr period of usefulness and their value to the agency that owns thern.
The appraisal will:
· Establish reasonable retention periods.
· Identify records that can be destroyed immediately.
· Identify records that should be transferred to low cost storage.
· Identify vital and/or confidential records.
· Identify records with historic and/or research value.
· Determine the method of disposition.
Once records are inventoried, determine the irnmediate and future usefulness of the
records. In general, records should be retained only as long as they serve the
immediate administrative, legal and/or fiscal purposes for which they were created.
When records no longer serve these purposes, they should be disposed of or preserved
for archival purposes, whichever is appropriate.
Records with adrninistrative value are created to help accomplish the functions for
which an agency is responsible and have administrative value only as long as they
assist the .agency in perforrning current or future work. Their administrative use is
exhausted when the transactions to which they relate are complete and from that point
on they lose value rapidly.
Records with legal value contain evidence of legally enforceable rights or obligations of
the agency. Examples are records that provide the basis for action, such as legal
decisions and opinions; fiscal documents representing agreements, such as leases,
lilies and contracts; and records of action in particular cases, such as claim papers and
legal dockels.
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Fiscal records pertain to the financial transactions of lhe agency, such as budgets,
ledgers, allotments, payrolls and vouchers. After some records have served a basic
administralive function, they may still have sufficient fiscal value to justify addilional
retention to protect the agency against court action and/or audits.
Some records will also have enduring value because they reflect significant historical
events or docurnent the history and development of an agency. Others contain
accumulated data that can be useful for both scienlific and genealogical research. At
the local level historical societies and/or public libraries may be able to assess this
potential value for the agency.
The final step in appraising records is determining their retention period. Keeping
records, either in offices or storege areas, is very expensive and the actual or potential
value of the records must be weighed against the cost. Most managers tend to keep
records too long "just in case· and unwittingly extend the agency liability for as long as
the records exist. Except for perpetual records, most adrninistrative records should only
be kept two or three years and certainly not rnore than five. Prograrn records (unique
and representative of the function of the office) are typically large files and kept for
longer periods of time. Attachrnent A contains recommended retention periods for
comrnon administrative records maintained by severel state agencies.
Questions to ask are how serious would it be if a particular record 5 or 10 years from
now were unavailable? Whal are the chances of it being needed? Are lhe
consequences serious enough to justify keeping a large volurna of records for long
periods of time at considerable cost? Is the information available anywhere else? What
would it cost to reconstruct the record if necessary? Answering these questions will
lead to a rnore realistic approach to the problem of determining how long records should
be kept.
Establishing retention periods may also involve negotiation with the people who use the
records. They should be encouraged to look realistically at their need for the records.
Don't accept the answer that 'the records are used all the time and therefore must be
kept permanently'. ·Permanent" retention is very expensive, rarely necessary, and
usually must be justified by a specific written requirement such as a statute, legal
opinion, government code, etc. The State assumes ·permanent" to mean 500 yearsl
Will your records really have any value 500 years from now?
Once retention periods have been established for all records, a Records Retention
Schedule can be developed. The schedule formalizes the retention and disposition of
tha agency's records and establishes the agency's "normal course of doing business·.
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Retention Schedules
2 -2040
A properly prepared and approved Records Retention Schedule is an agency's legal
authority to do whatever needs to be done with records and documents entrusted to the
agency's care. It certifies the life, care, and disposition of all agency records. If
subpoenaed records have been destroyed, agency schedules (AND EVIDENCE OF
COMPLIANCE WITH THOSE SCHEDULES) will defend the agency's actions.
However, 10 prove there was no adverse intent when records were destroyed,
schedules must be specific and consistently used. Adverse intent (to keep records out
of court) is both a civil and criminal offense.
The state uses two forms to create Records Retention Schedules: the Records
Retention Schedule Approval Request, STD Form 72 (pdf); and the Records Retenlion
Schedule, STD Form 73 (pdf). The Form 72 contains signature elements from the
agency involved, the Records Manager, the approval authority, and an archival review.
The Form 73 is the schedule itself and contains an agency description or mission
statement plus the listing of all agency records. Both of these forms are for state
agencies but could easily be adapted/rnodified for use by local government.
Use of these or sirnilar forms help an agency ensure their schedule contains alllhe
elements necessary to withstand legal scrutiny. The signatures of the prograrn
manager (record custodian) and agency Records Manager attest to the completeness
and accuracy of the information on the schedule. The approval authority should be the
government body having administrative authority over the agency. For local
government this authority could be the County Board of Supenßsors, County
Administration, Mayor's Office, City Administrator or similar govemmenl functions.
Archival review at the local level could be from a county or city historical society,
historical rnuseum, library, or sirnilar organization.
In state government schedules are considered current for five years unless amended
sooner due 10 a significant change in an agency's record keeping practices. A change
of mission, added functions, new programs, etc. would all trigger an amendmenl to an
existing schedule. Regardless of any amendments, a new schedule must be prepared
and approved after five years to ensure the schedule accurately and completely reflects
the agency's records holdings and disposition. Renewing schedules more frequently is
always an option, a nd is required in some states. Local governrnent agencies should
adopt whatever cycle is most practical within their jurisdiction.
Physical location, complexity, and activity levels of records are sorne of the factors to
consider when deterrnining how many schedules are needed to support an agency's
records rnanagement prograrn. Small agencies housed in one facility with narrowly
focused missions may only need one schedule for the entire agency. Larger, rnore
complex agencies may need many schedules to efficiently and effectively docurnent the
varied records maintained by the agency. For example, County Health SelVices in a
large populous county would probably require separate schedules for Children's
SelVices, Mental Health, Health Promotion, Elder Care SelVices, etc. On the other
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hand, a small county Health Services Agency might use a single schedule and list
record series in groups under each different agency function.
DisDosition of Records
2-2050
Once records have fulfilled their administrative. fiscal, or legal function they should be
disposed of as soon as Dosslble in accordance with their Records Retention Schedule.
A properly cornpleted schedule provides an agency with the legal authority to dispose of
records entrusled to its care. Disposition may include sending appropriate records to an
archival facJlity, recycling unneeded records, and/or destroying unneeded confidential
records. Rernember, in the event of litigation the court will want to know what the
agency does in the normal course of doing business. Your Records Retention
Schedule spells out the normal course of business for how your agency handles and
disposes of its records.
In general, mosl agencies keep records well beyond the record's administrative, fiscal,
or legal value "just in case" the records may be desired for Mure purposes. That is one
of the worst reasons to retain records because excess records over-burden staff, slow
response times to public requests, and extend the agency's legal liability. A court can
not demand an agency produce documents thai have been destroyed in accordance
with accepted and documented (your retention schedule) industry practices.
Summary
2-2060
Records Managemenfs primary concern is the efficient, effective and econornical
managernent of information. The guiding principle of Records Managemenl is to insure
that information is available when and where it is needed, in an organized and efficient
manner, and in a well-maintained environment. Records Management is more than
retention schedules and the disposition of records; records managernent also
encompasses all the record-keeping requirements that allow an organization to
establish and maintain control over information flow and administrative operations.
Records Managernent seeks to control and manage records through the entirety of their
life cycle, from their creation to their final disposition.
In today's litigious society Records Managernenl is more irnportant than ever but
unfortunately is still overlooked and under-funded at all levels of government. In court
an astule attorney can discredit an agency in the eyes of a judge or jury by attacking the
way the agency handles its records. The fact that the records rnay refute or support a
particular position Is obscured by the attack on how the agency accounts for and
handles those records. The agency's legal position in the litigation may be influenced
by how well or how poorly they comply with accepted records managernent practices.
A sound records managernert program doesn't cost ~ it pays. It pays by improving
custorner service, increasing staff efficiency, allocating scarce resources, and providing
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a legal foundation for how an agency conducts its daily mission. It helps identify and
justify opportunities for new technology. Microfilm, optical disk, optical character
recognition, workflow, e -mail, bar code, and other related technologies cannot be
adequately evaluated and cost justified without a good records managernent program.
Other benefits of effectilo9 records rnanagement include:
· Space Savings
· Reduced expenditures for new filing equipment
· Increased efficiency in information retrieval
· Complianca with legal, administrative, and fiscal ratention requirements
· Identification and protection of vital records
· Control over creation of new records
· Identification of records with research value
· Identification of records with historical value
Acknowledaement
2-2070
The California State Archives would like to acknowledge the League of California Cities
and lhe City Clerks Association of California for their major contribution to these
guidelines. Attachment C represents several years of effort by the League and the
Association to provide standard retention periods for record series cornrnon to most city
jurisdictions. Attachment D - County Records Retention Guidelines has been
permanently removed.
Please forward comrnents and/or corrections to these retention periods to the California
State Archives.
For assistance in developing a Records Management Prograrn or to comrnent on this
web site please contact:
Blaine Lamb
Local Government Records Coordinator
Secretary of State
Archives and Museum Division
10200 Street
Sacramento, CA 95814
(916) 657-3634, Fax (916) 653-7363
blamb@ss.ca.gov
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LOCAL GOVERNMENT
RECORDS RETENTION
GUIDELINES
August 1999
City Clerks' Association of California
California State Archives 2002 Version
L...===:=________ _ _____________ - -----
C-1
LOCAL GOVERNMENT RECORDS
RETENTION GUIDELINES
TABLE OF CONTENTS
[)1!;C:~lftftE:Ft.................................................................................<:-3
REC:ORD C~S!;IFICA TIONS.......................................··.............. ....C-4
ITEM INDE:X.............................................·....··....·····..···...····..·......C-5
LEGEND & CiTATIONS......... m'" ..................... ............................ ..C·16
ADMINISTRATIVE 'RE<:ORDS..................:........ ....... ...................... ..C-17
DEVELOPftftENT RECORDS.......................................................... ..C·25
FINANCE RECORDS...............................................·.................. ...C·29
PUBLIC SAFETY RECORDS. ..... ......... ........... ........... ..... .......... ..... .C·32
EMERGENCY MANAGEME:NT.................................. ......... ....C·32
FIRE SAFETY....... ........... ............ ...... ...... ...... ......... ........ ....C·32
HAZARDOUS MATERIALS.................................................. .C-33
~W ENFORCEMENT.... ....................... .................. .......... ...C:0033
PUBLIC WORKS........................... m.................... m.................. mC-42
TRANSPORTATION................................................................... ..C-47
C-2
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Disclaimer
Local Government Retention Schedule Guidelines
The guidelines as enclosed have been endorsed by resolution of the General Assembly
of the League of California Cities, and by the City Clerks Association of California. They
represent extensive research as to the minimum legal requirements for the retention of
local government records and do not reflect the adrninistrative, operational, financial or
historical needs of the jurisdiction. It is strongly recommended that cities ·consult with
legal counsel when formulating their relention schedules so as 10 best meet their
particular needs.
The comrnittee's research was as complete as possible and reviewed by many legal
officers but may not include every record series pertinent to local government. The
guidelines are just that and are fluid, very much subject to additions and updates which
will be coordinated through the office of the State Archivist under the Secretary of State.
Reference to retention periods, unless otherwise indicated, refers to the current year
plus the years shown. For example, Cu + 2 refers to the Current year plus two, or 1998
plus years 1997 and 1996.
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RECORDS RETENTION CLASSIFICATIONS - CITY GOVERNMENT
AUGust 1999
IÞUBLIC SAFETY!
IADMINISTRA TION I
Audit
Community Services
Elections
General Subject
Grants
Human Resources
Information Services
Legal/Legislative
Municipal Clerk
Policies & Procedures
Public Information
Public Financing Authority
Risk Management
Animal Control*
Emergency Management
Fire Safety
Administration
Personnel
Property
Reports
Huardous Materials
Health & Welfare
Law Enforcement
Administration
Investigations
Patrol
Services
DEVELOPMENij
Administration
Building
Code Enforcement
Engineering
Environmental Quality
Housing
Municipal Facilities
Planning
Property
Redevelopment
PUBLIC WORKS
Parks
Sanitation/Solid Wasœ/
Wasœwater
Streets/Alleys
Utilities
Water
ITRANSPORTATIONI
IFINANCe¡
Accounting
Administrative Services
Fixed Assets
License
Payroll
Purchasing
Reports
Treasurer
Administration
Airport
Ground Transportation
Harbor
*Anticipate will be addressed by County Officials
C-4
INDEX
ITEM
Abandoned Vehicles
Abandonment
AbandonmentNacatlons
Accident Reports - City Assets
Accounting/Cash Reconciliation
Accounts Payable
Accounta Receivable
Acquisition/DIsposition
Adjustments
Administration - General Subject
Administration - Public Financing Authority
Administrative/Internal
Affidavit Index
Agenda Reports (Master, Subject Flies)
Agendas
Agendas, Board
Agreements
Air Quality
Airport Certification
Airport Noise Monltortng end Complaint
Alann Records
Annexation Case Flies
Annual Financial Report
ApparatusNehlcle
Appeals, Civil
Applications - Aircraft Storage
Applications. Parking
Applications - Slip Rentals
Applications· Special Events
Applications
Applications, Absentee Ballots
Applications, Boards, Commissions, Committees
Appraisals
Acquisition/Disposition
Arrest/Conviction
Articles of Incorporation
Asbestos
AssØ$sment Dlstrtcts
Assessment DistrIcts
Asset Forfeiture - InvestlgatlonsJProceedlngs Case File
As....t Forfeiture· Notlflcatløns
Assisted. Challenged Vøters List
Audits
Auto fur Hire
Ballota
Ballots - Prop. 21 B
Bank Reconciliation
Bank Statements
Benchmark Data
Benefit Plan Claims
Benefit Plan Enrøllment, Denied
C-5
CATEGORY
Develøpment
Development
Public Wørkli
Admlnlstratløn
Public Safety
Finance
Finance
Daveløpment
Finance
Admlnlatratløn
Admlnlstra~on
Public Safety
Administration
Administration
Administration
Public Works
Transportatløn
Devaløpment
Transportatløn
Transpørtatlon
Public Safety
Develøpment
Administration
Public Safety
Admlnlstratløn
Transportation
Transpørtatlon
Transpørtatløn
Tranliportatlon
Finance
Administration
AdmInistration
Develøpment
Development
Public Safaty
Admlnlstratløn
Development
Admlnlstratløn
Finance
Public Safety
Public Safety
Admlnlstratløn
Finance
Transpørtatløn
Administration
Administration
Finance
Finance
Development
Adm Inlstratlon
Adm Inlstratløn
PAGE
C-28
C-28
C-43
C·24
c-33
C-29
C·29
C-28
C·29
C-19
C-23
C-33
C-17
C·22
C-22
C-42
C-47
C-27
C-47
C-47
C-33
C-28
C-17
C-.32
C·22
C-47
C-47
C-47
C-47
C-29
C-17
C-22
C-28
C-28
C-36
C·22
C-27
C-23
C-29
C-34
C~4
C-17
c-30
C-48
C-17
C-17
C-29nC..JO
C·25
C-2D
C-20
! ""ii'¡-¡ .. ."
". .:' -'f'), .,c,.>',
D,' ..'
1,...00''>
_r'_ - ""'1'1,1 E. .: I I 1 c.~ u:...·.... t': ~E ,- iI'f- I t:_- ---- I '1':"'- (
INDEX
ITEM
Bids & Proposals (Unsuccessful)
Bids, RFQ's, RFP's
Billing Records
Billing/Customer Records
Biographies
Blueprints. Specifications
Bond, pe...onnel Fidelity
Bonds. Administration
Bond" . Security
Bonds - Development
Bond. - Account Statements
Bonds - Bond. and Coupons
Bonds
Bonds
Bonds, Insurance
Books, Rre Code
Brochure", publications, newsletter, bulletin.
Budget adjustments, Journal entrle.
Budget Operating (copies)
Budget Operating (cople.)
Budget
Budget, Accounting
Budget, Adopted
Budget, Proposed
Bu.lne... License
Calendar
Calendar, City
California Environmental Quality Act (CEQA)
Canv....
Capital Improvement Projects
Capllallmprovemenls, Construction
Card. - DI.patch
Card. - Field Interview
C...... Books, Inv_tlgetlve
Case File. - Homicide Inv_tlgetor's File
Case Files - Narcotics (No arrest, Narcotics Ca....)
Case Flies - Officer Involved Shootlngs
Ca.e Fila"
Case File., Planning and Zoning
Case Log
Case Records. (High Profile)
Case Record. - (Røutlne)
Certificate. (Building)
Certificates (Planning)
Certificates øf Elactløn
Charter - Amendlnenlsl Mea.urea
Check.
Chemicals/Film Inventørle.
Cltatløns - 11351(e), Juvenile
Citation. - 11351b H&S, 11351c H&S,
11360b H&S Vlølatløns
Cltatløns . California Vehicle Code Infractions (Duplicates)
C-6
CATEGORY
Develøpment
Finance
Finan""
Public Works
Administration
Development
Admlnlstratløn
Finan""
Development
Development
Flnanca
Flnøn""
Admlnlstratløn
DRveløponønt
Administration
Public Safety
Administration
Finan""
Admlnl"tretløn
Finan""
Admlnl.tr.tlon
Finan""
Finan""
Finance
Finance
Administration
Administration
Development
Administration
Development
Døveløpment
Public Safety
Public Safety
Public SafRty
Public Safety
Public Sefety
Public Safety
Develøpment
Development
Admlnlslratløn
Administration
Admlnl.tratlon
Dsvelopment
D.velopment
Administration
Admlnlstratløn
Finance
Public SafRty
Public Safety
Public Safety
Public Safety
PAGE
C-25
c.3O
C-29
C-44
C·19
C-28
C-20
c..31
C-25
C-25
C-31
c..31
C-11
C-21
C-24
C-32
C-24
C-29
C-11
C-29
C-11
C-29
C-29
'C-29
C-29
C-11
C-24
C-21
C-11
C-21
C-28
c..38
G-38
C-34
C-34
C-34
C-34
C-26
C-28
C-22
C-22
t-22
t-28
C-28
C·11
C-17
C-29
C·39
C-38
G-38
C-39
!q~I~-~'
.
INDEX
ITEM
Citations - Cite and Releasa
Citations - ParklngfTrafI'lc, Duplicates
Citations· Transmittals
Claim Flies
Claims, Damage
Classifications and Appolnbnente
Closures
Code Books
Collections/Landfill
Community Development Block Grant and
Urban Development
Community Services - Library
Communlty$srvlces - Plaques
Community Services - Sports Organization
Congestion Managemsnt
Connection Records
Construction (Approvsd)
Construction Tracking, Dally
Contractor
Contracts and Agreements - Excl. Capital Improvement
Contrac;ts and Agreaments -Incl. Capital Improvement
Corraspondence
Correspondence
Court - Dally Schedule
Court - Sign-In Logs
Court - Tracking System Records
Crime. Fslony Crimes With Or Without Arrests
Crime - Mlsdemeenor/lnfractlons
Crime - Supplamental, Felony Capital Crimes,
Crimes Punishable by Death, Life Imprisonment
Daads a, Promissory Notes
Deferred Compensation
Dspartment Manual
Deposits, Receipts
Destruction - Guns
Destruction - Narcotics
Development (Includes CDBG)
Development Agrasmente
Development Conditions
Development Standards
Disposition 01' ArresUCourt Action
DrawIngs, Project Plan
Drawings_ Traffic Control Plan
Easemsnts, Dedications, Rights-of-Way
Employee Handbook
Employee Programs
Employss Rights
Employee Time Sheets
Environmental Ravlew
Equlpmant - Communication
Equlpmsnt - Invsntory
Equipment. Inventory/Slgn.out Card$- Photo Lab
C-7
CATEGORY
Public Safety
Public Safety
Public Safety
Public Safety
Administration
Administration
Public Works
Development
Public Works
Administration
Administration
Administration
Administration
Developmant
Public Works
Developmant
Developmsnt
Davslopment
Administration
Administration
Administration
Development
Public Ssfety
Public Safety
Public Safety
Public Safety
Public Safety
Public Safaty
Developm&l1t
Finance
Public Safety
Finance
PUblic Safety
Public Safety
Davelopmant
Development
Development
Developmsnt
Public Safety
Development
Developmant
Public Works
Adm In Istrstlon
Administration
Administration
Finance
Dsvalopment
Public Safety
Public Safety
Public Safety
PAGE
C-38
C.:J9
C-39
C-33
C-24
C-19
C-43
C-25
C-42
C-19
C-17
C-17
C-17
C-27
C-44
C-26
C-27
C-25
C-22
C-22
C-19
C-25
C-34
C-34
C-34
C",6
C-36
C",6
"7c ",'
(r, \ "ô ~jl
C-28
C-30
C-33
C-29
C-36
C-36
C-25
C-25
C-25
C-25
c-36
C-25
C-27
C43
C-20
C-20
C-20
C-30
C-27
C",3
C.:J3
c-39
L..(J( HI-') ~~'~,\1ErJ--I~rC\~)f-[ì~ ·/I':"~\j.....(-¡- 11'"""0,-(:11 U- I ,i:::= /\~--,<\ 1,1[_11,- (
INDEX
ITEM
CATEGORY
PAGE
Equipment. Operations File. . Photo Lab Public Safety C·39
equipment. Radio Logs (Communication) Public Safety c-39
Evidence. Disposition Forms Public Safety C-34
Exposu", _ Personnel Public Safolty C-32
Facilities (SanitatIon/Solid WastelWastewatar) Public Works C-42
Facilities (Utilities) Public Works c.I4
Facility Rental"¡Use Development C-28
Fair Political Practices. Administration, Statements Administration C-18
Fair Political Practices' Campaign dlscIOsu",. elected Administration C-18
Fair Polltlc:al Practices. Campaign disclosure. not elected Administration C-18
Fair Political Practices _ Campaign disclosure. unsucc:essrul Administration C-18
Fair Political Practlcø - Candidate Statements Administration c.18
Fair Political Practlc.... - History Administration C-18
Fair Polltlc:al Practices - Statement of Economic Inte.....t. Administration C·18
Elected
Fair Political Practices - Statement of Economic Interest. Administration C·18
not elected
False Alarm (Duplicate) Public Safolty C-36
Federal and State Grants Administration c.19
Field Books Public Works C-43
Field, Non-fire and Logs Public Safety C-32
financial, Annual Finance C-30
Financial Records - Grants Administration C·19
Financial Records, Public Financial Authority Administration C-24
Fingerprint - Applicants Flies Public Safety C-34
Fingerprint - Inked/Palm Cards Public Safolty C·34
Fingerprint - Records Latent Public Safety C-34
Fingerprint _ Suspect, Adult/Juvenile Public Safety C.34
Fire. Non-arson end Loga Public Safety C-32
Flood Control - Drainage Facilities Public Works c.I4
Flood Control. flood Zones PUblic Worka C-44
Flood Control - Insurance Programs Public Works C-44
Flood Control. Pollces/Procedurea Public Works C-45
Flood Control - Reports/Studlea Public Works C-45
Flood Control Development c.27
Flood Records Development C-28
Franchises Development c.25
Fueling Transportation C-47
Gas & Electric Rates Public Works C-44
General Administrative Administration C-23
General Orders Public Safety C-39
General Orders. Pollcle"¡Procedu",s Public Safety C-32
General Plan Amendments - Approved Development C-28
General Plan Amendments - Denied Development C-28
General Plan and Elements Development C-28
General Subject Flies Development C·25
Goals & Objectives Administration C-19
Grants _ Parks (refer to Admin.) Public Works C-42
Grants. Strut/Alleys (see Adm/n.) Public Works C-43
Grants - Water (see AdmIn.) Public Works C-45
Grants. Communlty/Urben Development (Includes CDBG) Development C-25
Grievance Flies Public Safety C-40
C-8
? rI'CL. "'2?;
t",,·:;.JQ '''"'''I''
L()("::/'~l~)\!Er;\:'1EI\- -F\EC(A....':"-= 1¡-\\.jÄl-¡r/lf'~ 'I,ll) - 1\.""-_ ;--,(,- 1=-\-C.
_.~)"") II"n .. ..:~
,. , I'D""'·'"
....... ....-. l ~\1\.:r0
INDEX
ITEM
CATEGORY
Guns, Dealers Record of Sale
Hazardous Wast. Disposal
Hazardous Waste Disposal
H.arlng or Review
Historic Pr....rvatlon Inventory
History, Sanitation
Hourly Employe...
Immigrant
Incld.nt Fllea
Incident Reports
Incident
Incln.ratlon Planta, Sludge
Incinerator Operation'!, Treatm.nt Plant
Index, Attorney Case
Informant FII.s
Inspection
Inspection, Runway
Insp.ctlon, Safety Self
Inspections, Fire Prevention
In'!urance. ACCEL JT Powers Agreement
Insuranc., Certlficat.s
Insurance, Liability/Property
Insurance, Workers Compensation
Int.rnet, World Wid. Web
Interpretations
Inte......ctlon Recorda
Inventory
Inventory, Equipment Parts & Supplies
Inventory, Equlpm.nt & Supplies
Inventory, Equipment. Parks
Inventory, Equipment - Wat.r
Inventory, Infonnatlon Systems
Inventory, Records
Inv.ntory, Trame Control Device
Inventory, V.hlcle Own.rshlp and Title
Investigations. Background
Investlgetlons - Background Hlrsd
Investigations. Notifications
Investigations, Evidence Arson - Administration
Investigations, Evld.nce Arson - Reports
Inv.stment Transactions
Invoices
Jail· Dally Logs
Jail - Inmate Record
Jail - Inspection Flies
Jail· Surveys
Journals - Utility BIlling
Journals, Firs Station
Labor Distribution
Land Uses. non-conformlng
Landscape - Parks
Landscaping - Streets/Alleys
Public Safety
Public Safety
Transportation
Administration
Development
Public Works
Administration
AdminIstration
Development
AdminIstration
Public Safety
Public Works
Public Works
AdminIstration
Public Safety
Development
Transportation
Transportation
Public Safaty
Administration
Administration
Administration
Administration
Administration
Development
Public Works
Finance
Transportation
Public Safety
Public Work'!
Public Works
Administration
Administration
Public Works
Transportation
Public Safety
Public Saf.ty
Public Safety
Public Safety
Public Safety
Finance
Finance
Public Safety
Public Safety
Public Safety
Public Safety
Finance
Public Safety
Finance
Development
Public Works
Public Works
C-9
PAGE
C..a4
C-33
C-47
C-17
C-25
C-42
C-20
C-20
C-25
C-24
C-32
C-42
C-42
C-22
C-34
C-28
C-47
C-47
C-32
C-24
.C-24
C-24
C-24
C-22
C-28
C-43
C-29
C-47
C·32&C·33
C-42
C-45
C-22
C-23
C-43
C-47
C-4O
C-40
C-34
C-32
C-33
C-30
C-29
C-35
C·35
C-35
C-35
C-29
C-32
C·30
C-25
C-42
C-43
(-¡!-,IO_r_I\J rH" 1F.~~ -1,r(I.'F,_-. 1í\\/_E 1,^J ' ,I:=-E.:., 'r: \_. J I If- .~::..
2-7:-ðb
~ .,>,
:.p ,;>
".
INDEX
ITEM CATEGORY PAGE
Ledger, General. Voucher Flnanc:e C·29
Legal Advertising Administration c-23
Llc:anses . Bicycle Public Safety c-35
Llc:enses . Bingo, Mac:a Public Safety c-35
Licenses - Business Llc:ense Review Board Public Safety C-35
Admlnlatratlve Flies
Ucenses - Duplicate (Pink), Secondhand Dealer, Public Safety C-35
Pawn Brokers
Llc:enses, Permlte Transportation C-47
Liens & Rei...... - Recorded Develo llllent C-26
Llene & Relea"s - Supporting Development C·26
Lighting Public Works C43
Lobbyist Registration Admln'etratlon C-18
Locations Public Worke C-45
Loge Development C-27
Logs - Admlnletratlon Development C-25
Logs - Auto Theft Public Safety C-35
Loge - Caee Assignment Public Safety Co35
Logs - Code Enforcement Development Co27
Logs - Dally, Activity Public Safety c-35
Logs - Dally, Officer Public Safety C-35
Logs - Dally, Report Summary Public Safety C-3S
Logs. Investigative (Pre-Arrest) Public Safety C-35
Logs - Juvenile Detention Public Safety C-35
Logs - Property Control Public Safety C-35
Logs. Rap Sheet Public Safety c-35
Logs - Subpoena Public Safety C-35
Logs, Attorney Service Requeet Administration Co23
Logs, Fire Equipment/Gear PubliC Safety C-32
Lot Split Cases Development C-28
Maintenance and Operations Transportation C47
Malnlananc:e and OperatIons. Municipal Facllltlee Develo llllant C·28
Maintenance and Operations - Parks Public Works C-42
Maintenance and Operations - Public Works C42
Sanitation/Solid WasteJWastewalar
Maintenance and Operatlone - Servlc:e Public Works C45
MaIntenance and OperatIons - Streelll/Alleya Public Works C-43
Maintenance and Operations. Well & Pumping Public Work$ C-45
Maintenance, FAA TransportatIon C-47
Management Reports Admlnlstrstlon C-24
Maps & Plats Development Co26
Maps. Parks Public Works C-42
Maps. Streets/Alleys Public Works C-43
Maps - Weter Public Wark$ C45
Maps, City Boundary Development C-28
Maps. Plans, Drawings, EKhlblts, Photoe Development Co28
Maps, preClnctsNoter Information Admlnlstretlon Co18
Maps, Septic Tank Public Works C-42
Master Plans - Streets/Alleys PUblic Works C-43
Master Plans - Water Public Works C-45
Master Plans, Annual Development C·26
Medlll Relations Adm Inlstratlon C-24
C-10
LCICIL_(_(J [L 'IA~r, FEr_'If';) 1 ,'\'_E\1[=I~ 'I II E_I\::.¡ \---....:.( Il ¡f-=-\;-¡
INDEX
ITEM
CATEGORY
M..d Ical Leave
Medical - Personnel
Meter Operations
M..t..r R..adlng
Mlnute$
Minutes, Board
Motor V..hlcle Pulls (DMV)
Municipal Cod..
Mutuel Aid, Strategic Plans
Negotiation
Network Infonnatlon Systems (LANIWAN)
Nomination Papers
Non-Criminal Occurrences
Non-Safety Employees
Notlcas, M....tlng
Notifications and Publications
Oaths of OffIce
Oplnlon$
Ordlnanc....
Parade$ & Special Event.. File
Parking - Lota
Parking - Ragulatlons
Patrol Requests (Correspondance)
Pawn SIIpsITlcketa
Permit.. - Alcoholic Beverage Control Llcensa
Permits - Concaaled Weapons
Pannlt$ - National Pollutant DI..charge Elimination
System (NPDES)
Pannlts - Others
Pennlts
Penn Its
Pennlta, Construction
Parmlts, Encroachment
Pennlts, Hazardous Materials Storage
Penn Ita, Improv..mant
P..nnlta, Other
Permits, Oversize Load
Penn Its. Parking
Permits, Paving
Pennlts, Unlfonn Fir.. Code
Pennlt.., Use (Temporary)
PERS Employ... Deduction Reports
PERS, Soclel Security, SSI
Personnel Racord$ (copies)
Pest Control
Petitions - Election..
Pelltlon..- L..gaIlLegl$latlve
Photograph$- Dally Report (Negatives)
Photograph$ . Inmatee (Negatives)
Photographs - Negative Log
Photographs. Negatlvea, MI..c.
Photographa - P..rsonnel
Administration
Public Safety
Public Works
Finance
Administration
Public Works
Administration
Admlnl..tratlon
Public Safety
Administration
Administration
Administration
PUblic Safety
Administration
Administration
AdmInistration
Administration
Administration
Administration
Public Safety
Public Works
Public Work..
Public Safety
Public Safety
Public Safety
Public Safety
Public Works
Public Works
Development
Public Works
Development
Public Works
Public Safety
Public Works
Development
Public Works
Public Works
Public Work..
Public Safety
Public Works
Finance
Administration
Administration
Development
Administration
Adm In Istratlon
Public Safety
Public Safety
Public Safaty
Public Safety
Public Safety
C-11
PAGE
C-20
C-32
C-45
C-30
C·23
C-42
C-20
C-23
C-32
C-20
C-22
C-18
C-36
C-21
C-23
C-18
C·18
C-23
C-23
C-40
C-43
C-43
C-39
C-35
C-40
C-40
C-45
C-45
C-26
C-43
C-26
C-43
C-33
C-43
C-26
C-43
C-43
C-43
C-32
C-43
C·30
C-21
C-21
C-27
C-18
C-23
C-35
C-35
C-40
C-40
C-4O
") ,11 - .'.
I>' ~ DO ;~,\þ~
I (Ie,.., f (, ¡':F,~ 1 -,f ~-fl -¡I 1--:: 11-\ ,_E'1[\, l [L.I ',~= - ~(~ '1c~
'). 56\ ¿, ->,
() j
INDEX
ITEM
Photographs
Photographa - Parks
Photograph.. . Street../Alleys
Photographs, Negatives, Film
Plans, CB )ltal Improvement, proJecta
Plans, proøo...d
Policies & Procedures, De )artm.ntal
Pollclas and Procedu..... - Naming and numbering
Pollcl.s and Procedurea . Speed Limits
Policies and Procedures . Parka
Policies and procedur... . Water
Policy, Councl JProclamatlon..
Precinct Record..
Press Ral........
Press, Vld.o Program.. (Community Relations)
Program Flies and Olrector....
Programs" Fed.ral Aid Urben
Programs - Traffic Safety
Programs
Programa, Household Hazardou.. Waste
ProJ.cts, Not Completed or Denl.d
Promotional Marketing - Eternal, Int.mal
Pro )erty FII.s
Property Orlglnel
Property, Pawn Brok.r/S.condhand
Public Records Requ.st
Radllr Calibration R.cords
Railroad Right-of-way
Ranga Inventory
Rates . Sanitation/Solid WII..telWastewat.r
Ratell - Water
Reclamation
Records Manllgement DIspo..ltlon Certification
Records Managem.nt
Records Retention Schedule
Recruitment
Recycling Programs
Redevelopment
Register
Registers, Transient Vassal R_rvatlon
Registration Fllea, Arson, Sex and Narcotlca
Regulation..
Regulations
Relocation File.
Report, Accident (Co )les)
Reports - Accident IInd Incident (Aircraft)
Reports . Accident
RepOrtS - Accident
Re )orts - Activity
Reports - Alr )ort Opel1ltlonal (Administrative)
Reports. Airport Operational (R.gulatory)
Reports - Audit
CATEGORY
Oevelo )m.nt
Public Works
Public Work.
Admlnlstrlltlon
Public Works
PUblic Works
Administration
Public Works
PUblic Works
Public Works
Public Works
Administration
Admlnl.tratlon
Public Safety
Public Safety
Administration
Public Works
Public Works
Development
Public Safety
o.v.lopmant
Admlnl.trstlon
Public SIIf.ty
PUblic Safety
Public Safety
Administration
Public Safety
Public Works
Public Safety
Public Works
Public Works
Public Works
Administration
Administration
Administration
Administration
Public Works
Oavelopmant
Flnence
Transportation
Public SlIf.ty
Oevelo )mant
Public Works
Development
Trensportatlon
Transøortatlon
Public Safety
Public Works
Public Søtaty
Transportation
Transportation
Admlnletratlon
C-12
PAGE
C·26
C-42
C..43
C-24
C43
C42
C·19
C43
C44
C42
C45
C-23
C-19
C-40
C..40
C·22
C44
C44
C-.27
C33
C-26
C-19
C40
C-37
C..40
C-23
C-39
C-42
C-37
C42
C-45
C-45
C-.23
C-23
C-23
C-21
C-42
C-28
C-30
C..48
C-36
C-27
C-42
C-28
C..48
C..48
C-39
C-42
C-33
C47
C..47
C·17
If- ='-r\L\ ~)III ~,'1Ei,- I ¡- ,'-IFi- 1--.'~I\=F 11 \, c..L II '\!-.: ¡--,.., f \'Ç.. - '.
..,f '" 1'\1 I ^Ï>""-
....,:J''''l) 1.1'>"
INDEX
ITEM
R"ports . Bridges & Overpa$lles
Reports. Chamlcel Eml$lllons
Reports - Con....rvatlon
R..ports - Consumption
R..ports . Corrosion Control
Reports - Dealer of Gun Sales, Duplicate
Reports . Departm..ntal
Reports - Discharge Monitoring
Raports . Drinking Water Corrections
Reports - Fed..ral and State Tax
Reports - Humen Resources
Reports. Hydrograph
Report.. - Inspection
Reports - Lead Service Line
Reports - NOTAM (Notice to Alrm..n)
Reports . Othera
Reports - Public Education
Report.. . Quality Parametera
Reports - Sanitary SurVeys
Reports - Source Water
Reports - Steff
R..ports . State Certification
R..ports . Studies (Sanitation/Solid Waste/Wastewater)
Report.. - Studies
Reports - Studl...
Reports - Survey Respon.... Flies
Report.. - Tonnage
Reports - Traffic Collision Fatelltles
Reporta - Traffic Count
Reports - Variances, Water Systam
Reports - Vehlcla Accident
Reports - Well Level
Reports
Reports
Reports, Federal and St..t.. . Code Enforcement
ReportsJStudles
Requisitions - purchase Orders
Requisitions - Stores
Res....rch proJ..ct Flies
Resolutions
Resolutions, Board
Restraining Ord..rs, Emergency Protective Orders,
Temporary Restraining Orde..., Legal StlpulaUons,
Orders After Hearing
Reviews, Intern..I/External Periodic
Risk Manag..ment Reports
Rost..r of Votera
Rosta... (Divisional)
Routes, School Bus & Truck
Safety Employees
Salary Records
C~13
CATEGORY
PUblic Works
Public Safety
Public Works
Public Works
PUblic Works
Public Safety
Administration
Public Works
Public Works
Finance
Administration
Public Works
PUblic Works
Public Works
Tr..nsportatlon
Public Works
Public Works
Public Works
Public Works
Public Works
Adm In I..tratlon
Public Works
Public Work..
Public Works
Public Works
Public Safety
Public Works
Public Safety
Public Work..
Public Works
Public Work..
Public Works
Development
Public Safety
Development
Public Works
Finance
Finance
Public Safety
Administration
Public Worka
Public Safety
Administration
Administration
Adm In Istratlon
Public Safety
Public Work..
Administration
Finance
PAGE
C-44
c.33
C-45
C-45
C-45
C-40
C-19
C-45
C-45
c.30
C·21
C-45
C-44
C-45
C-48
c-42
C-46
C-46
C-46
C-48
C-19
C-46
C-42
C-42
C-43
C-33
C-42
C-39
C-44
C-48
C-44
C-48
C-28
C-37
C-27
C-43
C-40
C-40
C-37
C·23
c-42
C40
C.17
C-24
C.19
C40
C-44
C-21
C-30
INDEX
ITEM
Schedules - Dally
Schadules - Municipal Clerk
Schedules. Watch Assignment/Timekeeping Recorda
Schedules, Claas & Events
Sealed - Adult Found Factuelly Innocent
Sealed· Juvenile
Seismic Retrofit Program
Slgnage
Signs {Temporary}
Slip Rental Index
Slip Rental Penn Its
Slip Rental Waiting List
Soli
Soli Reports
Sources
Speaker Requests
Special Districts
Special Projecta
State Controller
Statlatlçal (Crime Analyals)
Statistical (UCR), Unlfonn Crime Reports
Street Names and House Numbers
Street/Alley {Abandonment/ Vacation}
Studies, Special Projects & Ataas
Subpoenaa (Duplicate)
Support Services
Surplus Property - Auction
Surplua Property. Disposal
Surveyor Field Notea
Surveys
Surveya and Studies
Surveys, Water System Sanltery
Tapes - Audio, Telephone and Redlo Communications
Tapea - Audio, Video
Tapes. Surveillance/Security Video {Jail}
Tapea Information Syatems
Taxes Receivable
Tesls - Bactertologlcal Analysl s
Tests - Chemical Analysis
Tests· Quality
Teals, Densitometer Results (Photo lab)
Traffic Signals
Traffic Signals
TraInIng - Bullatlns
Training - Evant Flies
Training' lesson Plans, Range
Training Matertals
Training - Personnel
Training. Personne. (by name)
Training - Schedules, Range
Training Records - Non-Safety
Training Records - Personnel (by name)
C-14
CATEGORY
Public Safety
Admlnlatratlon
PubliC Safety
Public Worka
Public Safety
Public Safety
Development
Public Works
Development
transportation
Transportllllon
Trensportatlon
Development
Development
Public Works
Public Safety
Development
Administration
Finance
Public Safety
Public Safety
Development
Development
Development
Public Safety
Administration
Finance
Finance
Public Works
Development
Admlnlstrllllon
Public Works
Public Søfety
Administration
Public Safety
Administration
Finance
Public Works
Public Worke
Public Works
PUblic Safety
Development
Public Worka
Public Safety
PUblic Safety
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety
Administration
Administration
PAGE
C-40
Co23
C-40
C-42
C-38
C-38
Co26
C-44
Co26
C-46
C-48
C-46
C.27
Co27
C-46
C-40
Co27
C·19
C.3D
C-37
C-37
c-26
Co27
Co26
C-38
C-19
C-29
C-29
C-46
Co28
c-21
C-46
C-38
c-23
C-38
C-22
C·29
C-46
C-46
C-46
C-4D
C-27
C-44
C-41
C-41
C-41
C·33
C-32
C-41
C-41
C-21
Co21
-; -(rk /",~:,
.......,. f:-U ',,11"',..'..'
LOC/\L(_'-.) t¡;'\ H- " r;t:"C-¡RiY- 1j....,"~í.t:- iE"l"l t 11 ~ 1".c- Þ. /~I- E\-'
INDEX
ITEM
CATEGORY
T....lnlng Recorda - Safety
Travel Records
Underground
Underground Storage Tank·
Maintenance and Operations
Underground Storage Tank· Compliance
Unsuccessful Grants
Use of Force Supervisory Review Flies
Utility Rebates
Valve Main Records
Vehicle Assignment
Vehicle OWnerahlp & TIlle
Vehicle - Assignment Reports
Vehicle - Down Reports
Vehicle Mileage Reimbursement Ratea
Vehicle - Repossession/Private Impounds
Vehicle· Service Schedules
Vendor Reglater
Veala, Bulletproof Lettera
Violations. Drinking Water
Violations, Building, Property & Zoning
Volunteer Card Flies
Voter Affidavits
Voter Registration Signature Copy
Warrant Register
War....nts . Felony
Warranta - Misdemeanor Crlmlnel
War....nts . Parking
Warranta - Served
Warrants· Traffic
Warrants - Unaerved (Local)
Weapons, Databa....
Weed Abatement
Weigh Scales
Workers Compen&8llon
Administration
Administration
PUblic Worka
Public Safety
Public Safety
Administration
Public Safety
Finance
Public Works
Transportation
Flnanc:e
Public Safety
Public Safety
Administration
Public Safety
Public Safety
Finance
Public Safety
Public Works
Development
Public Safety
Administration
Administration
Finance
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety
Public Safety
Public Works
Adm In latratlon
C~15
PAGE
C-21
C-19
C-44
<:-33
C-33
C-19
C-38
<:-30
C48
c.47
C-29
C·39
C-39
C·21
C-39
C·39
C-30
C-39
c.46
C·27
C~1
C-19
C·19
C-29
C-38
C-38
C-39
<:-38
<:-39
C-38
<:-39
C-33
C-44
C-24
"']- .1;,; ,~ ! ...'~~
¿"oð) LV ?
lOCAl (..:(~ ,-P' ,\E'J-- R'C()I~')~ iJ,\'Ji:..r-:f'I-I\ CLI;::t:l ',tC- /--Ä(! 'H I~ C
"14
{,·,£'PO (,?>
LEGEND
Records Retention
AC = Active
AU = Audit
CU = Current Year
E = Election
P = Permanent
T = Termination
AD = Adoption
CL = Closed/Completion
DOB = Date of Birth
L = Life
S = Supersede
CITATIONS
B&P - Business and Professions
H&S - Health & Safety
CAC - California Administrative Code
HUD - Housing and Urban
Development
CCP - Code of Civil Procedure
OSHA - Occupational Safety & Health
Act
CCR - Code of California Regulations
CEQA - California Environmental
Quality Act
PC - Penal Code
POST - Police Officers Standards
Training
CFR - Code of Federal Regulations
EC - Election Code
UFC - Uniform Fire Code
USC - United States Code
FMLA - Family & Medical Leave Act,
1993
WIC - Welfare & Institutions Code
GC - Government Code
C-16
'.
?oO"b ~'P
LEGEND
Records Retention
AC .. Active
AU .. Audit
CU .. Current Year
E .. Election
P .. Pennanent
T .. Termination
AD .. Adoption
CL .. Closed/Completion
DOB .. Date of Birth
L .. Life
S .. Supersede
CITATIONS
B&P - Business and Professions
H&S - Health & Safety
CAC - California Administrative Code
HUD - Housing and Urban
Development
CCP - Code of Civil Procedure
OSHA - Occupational Safety & Health
Act
CCR - Code of California Regulations
PC - Penal Code
CEQA - California Environmental
Quality Act
POST - Police Officers Standards
Training
CFR - Code of Federal Regulations
EC - Election Code
UFC - Uniform Fire Code
use - United States Code
FMLA - Family & Medical Leave Act,
1993
WIC - Welfare & Institutions Code
GC - Government Code
C-16
..- ..
.~ It!þ (.o':'
ADMINISTRATION
Record Series R..t..ntlon CItation Descriptor
AUDIT
Annual Financial CL + 2 GC34090 Inde....nd..nt auditor analY'lls
R..port
Bonds CL + 10 GC34090; Final bond documantatlon
CCP 337.5
Budget P GC34090 Annual o....ratlng budget approv..d by Legislative
Body
Budget Operating S GC34090 Departmental R..ference
IcoDles)
H....rlng or Review AU +2 GC34090; Documentation creatad and or rec..lved In connection
OMB .4-128 with an audit hearing or review
R..ports AU+4 GC34090; I ntarnal and/or exhlrnal
OMB A-129
Reviews, CU GC34090; Dally, w....kly. monthly, quarterly or oth..r summary,
Int..mal/External GC6250 revtew. evaluation. log. list. statistics, except a r..port
Periodic
COMMUNITY
SERVICES
Llbrarl..s CU +2 GC 34090 Books, art, gifts, donations, exhibits. th....tre, music,
sD8clal..v..nts etc.
Plaqu..s P Historic valua
Soorts Oraanlzatlon S +2
ELECTIONS
Affidavit Index CL+ 5 EC 17001
Applications. Abs..nt.... E+ .5 EC 17505; From date of election
Ballots and EnveloD8S EC 17302
Asslst..d, Chall..ngsd E+ .5 EC 17304 From date of alectlon
Votsrs List
Ballots E+.5 EC 17302 From date of election; ballots submitted to
precincts/City Clerk that ware not used - unless
cont....t..d (EC 17302Ic» retention by court ord..r
Ballots P California Properly related fees (As....ssm..nt Ballot proceeding)
Prop. 218 Constitution
(Assessment Art XIII
DIstricts)
Cal..ndar E+2 GC 34090
CanvaSA P GC 22932; Notifications and Publication of Election; Records
EC 17130; used to compile final el..ctlon results. Including tally
EC 2653 sheels, voting machln.. tabulation, detall..d
breakdown of results; specIal election results
C..rtlflcat..s of EI..ctlon T+4 GC 81009(a) C..rtlflcates of election; Original reports and
I~I\ statements
Charter P GC34458-60; Chapter designations by Secretsry of State following
Am..ndm..nlsl GC34090 adoption of voters
Measures
C-17
"'"l"b I.~',
~¡"".I,.,.#' :":;",,0'
ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor
Fair Political Practices
Admlnlstratlonl CU + 5 FPPC Opinions
Campaign
Statementa and
Conflict of Intarest
Campaign P :f81009(b) FPPC Filings
disclosure, Elected
Campaign E +5 GC81009(b) FPPC Filings
dlaclosure,
Not Elected
Campaign E +7 GC81 009 FPPC Filings
dlsclosura -
Unsuccessful
(all other
commlttaas}
Candidate E+4 Sam pia ballot retained pennanently.
Statements
History P GC 34090 Hletory of elections, sample ballots, certlftcat.... of
destruction, other rellOlutlons reo alectlons
Statement of T+7 GC FPPC Filings
economic Interest - 81009(e)
Elected OffIcials
Statement of E+5 GC FPPC Filings
economic Interest· 81009(b)
NO,t Elected
Lobbyist Registration P EC Statements
81009lb}
Maps. Preclncte/Voter E+2 GC 34090;
Infonnatlon EC 17501;
EC 17301
Nomination Papers
Successful E+4 EC 17100
Unsuccessful E+2 GC
81009(b)
Notlftcatlons and E+2 GC 34090 Proof of publication or posting, certification and lletlng
Publications of notice of posting; copy of newspaper notice and
certltlcatlon of ornc.... to be voted for at forthcoming
election
Oaths of Office T+8 GC34090; Elected Officials
29 USC
1113
Petitions .75 EC 17200. From date of tiling or election; Inltlellve, referendum,
17400; GC recall, Cherter Amendmants
7253.5; EC
14700 + GC
3756:8
C-18
- ~_ ^I[ (-,' I r-I~r\ I,¡f',- _ I ¡L ~OF<'L!- 1/-'\. \ _ ¡::'F r I 1[::: I> I - ,I _ 1', C
p",.:." ~ -..:,
;"$....;tl!)~) ¡ P :4.::;"-
~. ...."..~ () \" ""
ADMINISTRATION (CONTINUED)
Record Series Retention Citation Descriptor
Precinct Records E+.5 EC 17503 From date of election: Precinct official material:
declaration of Intention, precinct board member
applications, orders appointing members of precinct
boards and d....lgnatlng polling places
Includes notice of appointment of office and record of
service
Roster (Of Voters) E+5 EC 17300 From date of election; Initiative, referendum noeall,
general municipal election, Charter Amendments
Voter Afndavlts CL+5 EC 17000
Voter Registration CU +5 EC 17000 Fire, spacial or school district
Signature Copy
GENERAL SUBJECT
Administration P GC 34090 .
Biographies CU+2 . GC34090
Classlflcatlons and P GC M090; Includes supplemental Personnel records. Wage rate
Appolnbnents GC 12946; tables 2 years.
29 CFR
516.8(2); 29
CFR 1602.4
Correspondencel CU +2 GCM090(d) If not attached to agreement or project file
Orlolnatina Department
Goals & Objectives CU+2 GC34090 Departmental ooals & obfectlves
Policies & Procedures, S + 5 GC34090(d} Reteln while current
Deaartmentel
Promotional Marketing
External CU+7
Internal 2
Reports
Departmental CU +2 GCM090 Special/or flnal summarv, review or &Valuation
Staff CU +2 GC34090 Non-agenda related, Includes supporting
documentation
SDtlclal PrOJects CU+2 GCM090
Support Services CU+2 GC34090 Reproduction; printing; postal/mailing services, other
Internal reaour""s
Travel Records CU+2 GCM09D
GRANTS
Community T+4 GC34090; Applications. reports, contracts, supporting documents:
Development Block 24 CFR <OMB Clr. A-102, A-110, A-128
Grant snd Urban 570.502
Developmant 24
CFR85.42"
Federal and Stal& CL +5 GCM090 Refer to orant aDDllcatlon cia"" -aut procedure
Financial Records CL + 5 GCM090 Refer to grant application clo"," -out procedure
Unsuccessful CL +2 GC34090 Applications not entitled
C-19
"? I L 7-
::)!"""1'i7!j '-F:/'
"..~
ADMINISTRATION (CONTINUED) .
Record Series Retention Citation De8Crtptor
.
HUMAN RESOURCES
Benefit Plan Claim.. P GC6250 et May Include d..ntal, dlaablllty, ..ducatlon, h..alth, life and
S8q; vI..lon Including dependent care and Employ....
OMB A-129 As..lstance
29 CFR "29 CFR 1637.3: 29 USC 1027; 29 CFR 1627.3; 29 USC
1602.30; 1113
32; Lab Rei
See 1174'
Benllflt Plan CL+4 GC34090;
Enrollment D..nl..d OMB A-128
Bondi Peraonnel T+2 GC34090 Employee Fld..11ty Bond..
Fld..llty
Employ.... Handbook S+2 GC 34090 Ganeral emolove.. Infonnatlon Includlno beœflt Dlan..
Employee Programs CL+ 2 GC 34090; Includ.... EAP and Recognition
GC 12946
Employee Rights GC12946; May Includ.. Arbitration, grievances, union requests,
General Employees T+2 29 CFR ....xual hara..sment and Civil Rights, complaints,
Safety (Pollc,,) T+5 1602; 29 disciplinary actions
USC 211
(e); 203(m);
207(g)
Hourly Employ...... T+6 GC12946; '29 CFR 1627.3, Labor R..latlon.. Section 1174
GC34090'
Immigrant Immlgratlo 1-9'..
n
RefonnlCo
n-trol Act
1966 Pub. L
99-603
Medical Lea"" CL + 30 FMLA 1993 May Include Family !eave; certifications; testa; W-4's;
US OSHA; '29 CFR 1602.30.32; 49 CFR 193-9;
29 CFR ;
1910.20'
Motor V..hlcl.. Pulls CL + 7 GC12946. ' 'CA 91009; 8 USC 1324 (a)
/DMV)
N"gotlatlon P 29 use Notes, notebooks, correspondence, contracts, and
Sections Memorandums of Agreements
211(c),
203(m),
207iaf
C-20
_[_\ r\_I=O f_F\,Jf r\i -I',....,-.\-·¡:?r-¡- r1,\~~/~\-F'1f \, .!lll E_I ,E:, \, I I-~ 1~~<--\
-:Y36b& fr
ADMINISTRATION (CONTINUED)
R..cord s..rl.... R..t.ntlon Citation De8crlptor
Non-SBfety Employ...... T+3 Reference: Non-safety .mploy...... may Include: Release
29 CFR Authorization..; Certifications; R.asslgnm..nts; outsld..
1627.3; employment; comm.nd..tlon.. disciplinary ..ctlons;
CCR See t..rmlnatlons; Oaths of OffIce; evaiuatlon.pre..mployee
1174; 29 medlcals; fingerprints; Identification cards (ID"s)
CFR ·1607.4; 29 CFR 655.202; 29 CFR 516.6 et 8811; 45 CFR
1602.30.32; 1068.6(8)
GC6250 at
seq;29
CFR;GC
12948,
34090'"
P..noonnelRecords CU+2 GC34090; Attendance; evaluation..; drafts; worksheet..; posting"
(cople..) GC6250
PERS, Social Security, P 29 CFR EEOC/ADEA .
551 1627.3(2);
GC 12946,
34090
R..crultment CL+ 3 Reference: Applications, resume... alternate lI"tsI1ogs, Indlce..;
GC12946; .thnlclty dl..clo..ure"; ex..mlnatlon material..;
GC6250 et examination anaw.r sheets, Job bulletins; eligibility;
~eq; electronic databa....
29 CFR
1602 et ....q
29 CFR
1607;
29CFR
1627.3
Report.. CU+2 GC34090 Emplo;;;;e statl..tlc... benefit activity; liability 10....
Safety Employee" T+5 Reference: Police. fI...., .m..rg.ncy employee" may Include; Release
29 CFR Authorlzetlon..; Certmcation" R.a....lgnments; outside
16273; CCR employmant; comm.ndatlons disciplinary action,,;
Sse: 1174; terminations; Oath.. of OffIce; evaluatlon.pr. amployee
29 CFR m..dlcal.. '29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR
1607.4; . 516.6 et seq; 45 CFR 1068.6(a)
Surveys and Studle" CU +2 GC 12946. Includ.... cla""mcatlon, wage rate"
34090;29
CFR
516.6(2); 29
CFR
1602.14
Trelnlng Records CU+7 GC6250 et Employee application". volunteer program training,
Non-Saf..ty "e.. class t",lnlnn meterlal", Intem"hIDs;
Personnel (by name) T+7 GC34090 Paperwork documenting officers Internal and .xternal
tralnlno
Safety CU+2 GC34090 Cartmcatlonsldeslønstlons
Vehicle Mileage 5 +2 GC 34090 Annual mileage ....Imbursement rate"
Reimbursement Rate"
C-21
3l.P Dbl,"Þ
ADMINISTRATION (CONTINUED)
Record Series Retention Citation Del'crlptor
INFORMATION
SERVICES
Internet, World Wide S+2 GC34090 ManagernentIPollclel' and supporting documentation
Web
Inventory, Information S+2 GC34090 Herdware/Software Invantory logs: systen1s manuals
Svstaml'
Network Information CU+4 GC34090: Configuration maps and plans
Systems (LANlWAN) CCP 337.2;
343
Program Flies and CU+2 GC34090; Ann ual backup
Dlractorlel' CU+(2 GC34090.7 Dally backup
mol'.)
CU + 1 Monthly backup
CU+.5 Weekly backup
Tapes Information CU+2 GC34090 System Ganeratlon
Swteml'
.
LEGALI LEGISLATIVE
AgendaI' CU+2 GC34090 Original agendas and I'peclal meeting notlCH, Including
certificates of pOl'tlng, original summarletl, original
communications and action agendaI' for Council,
Boards and Commissions
Agenda Reports CU+2 GC34090 Documentation received, created and/or submitted to
/Muter Sublect Flies) /d) Council
Appeals, Civil CU+3 CCP
583.320(a)(
3);GC
34090
Applications, Boards, CL+2 GC34090 Not .... lected
Commissions,
CommitteeI'
Applications, Boards, T+5 GC34090; Selacted
Commissions, GC40801
Commltte..s
Articles of P GC34090:
Incomoratlon CCP 337.2
Case Log CL+7 CCP 337.2: From Clo.... of c;a$&S listed: Chronological listing of
343 ca....s
Case Record.. - (High P GC6254 Significant ca...... which have Importance/or ....t legal
Prollla) precedence. Includes logs, complalnta, pollca reports,
court ordar.., motions, note.., briefs
Ca.... Records CO+7 42 USC IncludeI' logs, complaints, police reportl', court orders,
..1983 motions, notes, brIefs, closing I'tatements (unless
minors - 3 years aftar attalnlnll18)
Contractl' and T+5 CCP 337.2, Include.. l&asas, aqulpment, services orsuppllel'
Agreements 343; ·PU7685; 48 CFR:2; GC530B6
Excl. Capital B&P7042.5:
ImDrovement .
Incl. Capital P 2.08.110;' Construction
Improvement 'GC37090a; 4004; H&S 19850
Index. Allomev Case L GC8254 Includlna notations on activities related to case
C-22
37~&7
ADMINISTRATION (CONTINUED)
Record Series Retenllon Citation Descriptor
Lagal Advertising CU + 4 CCP 343, Includ..s public notlc..... legal publications
349 at seq.;
GC 911.2;
GC 34090
Logs, Attorney Service CU+2 GC34090 Service requ..st, summaries of monthly ...qu....ts
R.."......t
Minutes P GC34090(d) OffIcial mlnut..s and hearing pro_dings of governing
; GC36814; body or board. commission or committee
GC40801
NotlcH. Muting CU +2 GC Special meetings
34090.7,
54960.1(c)(
1\
Opinions S +2 GC34090; Confidential
GC6254
Ordinances P GC34090(d) Charter amandmants; municipal coda
40806
Patltlons CU + 1 GC50115; Submltt..d to leglslatlva bodl...
GC6253
Resolutions P GC34090(d) Legislative actions
40801
Tapas, AudloNldeo CU+3 GC 34090.7 Whan used for minute preparation and may have
mas. historical valu...
MUNICIPAL CLERK
Assaaam..nt Districts P GC 34090 Original documentation
Inv..ntory. Records CU +2 GC34090; Invantory of non-current or Inactive ...cords holdings
80 OPS and location, Indices. Tapas may be recycled.
Atty. Gan.
108
Munlclnal Coda P GC 34090 Sunnlemants Included
PubliC Racords CL+ 2 GC 34090
Raouast
Records Manaoament CL+ 2 GC34090 Document Includes retrlaval transfers - Inactive
Racords Managemant P GC34090 Docum..ntatlon of final disposition or records
Disposition
Certification
R..cords Retantlon S+4 CCP 343
Schedules
POLICIES!
PROCEDURES
Ganaral Admlnlstratlva S +2 GC34090; All city policies and procedures
40801
Policy. Counclll S+2 GC34090 Pollclas, dlrectlvas rendered by Council not a_lgned a
Proclamations resolution or ordinance number
PUBLIC FINANCING,
AUTHORITY
Administration P GC 34090
C-23
_l_I' , I 'i,', 11 , Ii:", L_;- '_, r '= - _ I' ,r - "r 'r ~
:;:\« l'i'~ ¡; ?
...,' !:;¡¡'..,¡t., i:,J:!,,(
)
ADMINISTRATION (CONTINUED)
Record Serle.. Retention Clt&tlon Descriptor
Financial Record.. P GC 34090,
40802,
53901
ManaaementReoorts 2 GC 34090
.
PUBL.IC INFORMATION
Brochures, S+2 GC 34090
publications,
newsletter bulletin.. .
Calendar, Cltv CU +2 GC 34090
Media Relations CU +2 GC 34090 Includes cable, new..paper, radio, message board..,
oresentatlons.
RISK MANAGEMENT
Acclden.t Reports. City CL. + 7 29 CFR Reports and related record..
Assets 1904.2' 29;* * CFR 1904.6
Bond.., Inauranca P CCP 337.2; Bonds and In..uranca policies Insuring city property and
343 other aSMt..
Claims. Damage CL. + 5 GC34090; Paid/Denied
GC25105.5
Incident Reports CL.+7 29 CFR Theft, araon, vandalism. property damage or ..lmllar
1904.2; 29 occurrence (excluding tlra/law enforcement)
CFR 1904.8
Insurance. ACCEL. JT P GC34090 (Authority California Chi" Exce.... L.lablllty Insurance) B
Powers Aareement Accreditation/ MOU=../aor....mentJaoendas
Insurance, Certlflcates P GC34090 In..uranca carttflcates flied separalely from contracts,
. Includes Insurance flied bv IIcan........
Insurancel P GC34090 May Include liability, property, Certlflcates of
UabllltylProperty Participation, deferred, use of facllltle..
Insurance, Workers P GC6410; Indemnity; PERS - working flies - originals with
Compensation 29 CFR Admlnl..trator
1910.20
Photographs, . CL. + 2 GC34090
Neaatlves Film
RI..k Management CL. + 5 OMB 1220- Federal OSHA FORh"; L.o.... Analysl.. Report; Safety
Reports 0029;29 Reports; Actuarial Studies
CFR1904A;
GC 34090
Workers P CCR 14311; Claim File.., Reports, Incidents
Compen....tlon 15400.2; (working files) originals flied with Admlnl..trator
CA
Labor Code
110-139.6
C-24
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'7~:,,;t)',L, \1' '" ....;:,,¡.
..... J ,j'" d""
DEVELOPMENT
Record Serle.. Retention Citation . Descriptor
ADMINISTRATION
Benchmark Data CU+2 GC:woaOd Horizontal, vertical & control
Bids & Proposal.. CI.+2 GC:woaOd
(UnauccessfuI'
Bonds CI.+ 10 CCP 337.5 Housing; Industrial Dev.lopment
Develoom.nt
Security CL+2 Gc:woao Docum.ntatlon cr.ated and or reeelved In connection
with the perfonnance of work/servl""" for the city, or
for oarcel maDS and subdivision work
Cod. Books P GC340aae National Electrical Code. Unlfonn Building. Fire,
M.chanlcal. Plumbing & Supplements
Contractor CU +2 GC34090d Currant IIstlna
Corr.soondenee CU+2 GC34D90d Working documentation
Developm.nt L GC340aO Mltlgstlon m.asure..; filed with case fII.s
Conditions
D.velopm.nt P CCP337, Infrastructure contracts, franchls.s. Original
Agr..ments 337.1(a), malntaln.d for 7 y.a....
337.15;
GC340aO;4
8CFR
4.703
Dev.lopm.nt P GC34090a L"ndscape m.dlums. parkway landscap.
Stand"rds dev.lopment, public works construction
Drawings, ProJ.ct Plan CU +2 GC34090d Does not Include those ususlly flied with cas. or
Drolect
Franchls.s P GC85884, Including subdivision agre.ments. contracts for sale
65869.5. or purchase of property, cable. grant of easementa
34090" andlpr Involving construction of Improvements
'CCP 337.2.343; AC16023
General Sublect FII.s CU+2 GC34090d Internal worklno flies Includlna corresnnndenc.
Grants, CL +4 24CFR Project files, contracts, proposals, statements, reports,
Community/Urban 570.502(b) sub-reclplent dockats, Envlronmentel revl.w, grant
Development (Includes (3); docum.nts, applications, Inventory, consolidated plan.
CDBG) 241CFR etc. Includes Section 108 loan guarant.... 'OMB Clr.
85.42 & A-102 & 128. HUD regulations
OMB Clr. A-
110, Attach.
e;"
Historic Preservation 2 GC34090d Historic structure.. & landmarks
InventorY
Incident FII.s 2 GC34090d Emergency Call Outa
Land Uses, P GC34090a Building or site usage which does not confonn to
nonconfonnlna current standards
I.ogs CU + 5 Log... r&glsters or similar racords listing pennlts.
certificates of occupancy Issued; may Include
InaD.ctlon bulldlno actlvltv. dallv. Dlan check utllltv
C-25
(\t, . t:"t:;',:", ;E_', ". r,'-',- ll~ E- ¡-, r >--
L;·oo:~ t." "':?)
, I,)"''''
DEVELOPMENTlCONTINUED)
R..cord S..rl..s Retflntlon Cltetlon Descriptor
M..ps & Plats P GC34090a Engln....rlng & field not..s ..nd profll....; cross-secUon
of roads, streets, right-of-way, bridges; may Include
..nnexatlons. parks, tr..cts. block, storm drains, w..ter
.....ements, banch m..rks, trees, grading, landfill, fir..
hYdrants. bese m..ps, etc.
Master Plan.., Annual S+2 GC34090 Special or long rang.. program plan for munlclp..lltlas -
coordination of servlc"": stratenlc nlannlnll
Parmlts, Construction P OC34090a: Plans, building, signs, gr..dlng, ..ncro..chment,
H&S19850; Including blueprints and sp..clflcatlons
4003;4004
Permits, Oth..r CL +2 GC34090d AltsraUons, encroachm..nt, excavations, road, street
sld_alks & curb alterations, transportation,
swlmmlnn nool dr..lnage, t..mDora";' us..s atc.
Photographs S+2 GC34090d Aerial photographs
proJacls, Not CL + 2 GC34090d Building, engineering, planning
Comol..tad or Denied
ReDort.. CU +2 OC34090 ActlVltv, periodic
Sel..mlc Ratroflt P GC34090a Includas Certificates of Compliance
Prooram
Street Names and P GC34090e Street dedications, closings, address
House Numbers asslonment/chang..s
Studies, Special CL+2 GC34090d Engineering, Joint powers, noise, transportation
Projects & Areas
Survavs P GC34090a Recordlnll data and maDS
BUILDING
Blueprints, CL +2 GC34090d Submitted by contractors with application for permit
SDeclflcatlons and builds for Certlflcat.. of Occuoancv
Certificates L GC34090a Compliance, elevation. occupancy which affect real
property
Construction P GC34090a: New commercial and re..ldentlal construction. tanant
(Approved) 4003; 4004; Improvements room additions, spa, signs. block wall,
H&S 19850, remodel Including $8curlty bonds
19853
Insoectlon CL+2 OC34090d CorresDondence fees, eooeal r....uests. reDorta
Permits P GC3410Ia: Plans. building, signs. grading, encroachment permits
H&8 19850;
4003: 4004
SllIns/Temporarvl S +2 GC34090d Home occuoatlons off-oremlse sTcms
CODE ENFORCEMENT
Abandoned Vehicles CL+2 GC340IOd
Case Flies CL+2 GC34090d Building, housing and mobile home code violation
records Including Inspections; public nulsence
rubbish and weed abatement, vehicle abatement,
cltetlons, massage parlor permits, general
Liens & Releases,
Supporting CL+ 2 GC34010 Utilities, abatement, licenses
Recorded P
C-26
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Li-fDl
b
1-'''1
I,!. J:)
.,J." ,./
DEVELOPMENTCCONTINUED}
Record Series Retention Citation Descriptor
Loos CU+2 GC34090d Lien Recovery. citations, camolalnts
Riëiulatlons S +2 GC34090d Includes rules
Reports, Fede....1 and P GC34090a Code enforcement statistics; may conlaln recards
Slate affectlno title to real DroDertY or liens thereon
Vlolatlona, Building, CL+2 GC34090d Supporting code enforcement activity
Pro_rtv & Zonlna
ENGINEERING
Cspllal Improvement CL + 10 CC337.15 Supporting documents Including bldde.... list,
Projects specifications. reports, plana, work orders, schedules,
etc.
Construction Tracking, P CC337.15 Assesses value of real property
Dallv
Drawings, Traffic P GC34090a Signs, signing & striping, road construction
Control Plan
Flood Control CL+ 2 GC34090d Storm Drains
Speclsl Dlatrlcts p GC34090a Supporting documents re: Improvement, lighting,
underoround utllltv: bonds, taxes & construction
Street/Alley CL + 2 GC34090d Relinquishment of rights and fee title
(Abandonment/
Vacatlonl
Traffic SIDnals CL+ 2 GC34090d Counts collisions accidents
ENVIRONMENTAL
QUALITY
Air Quality (AQMD) CU + 7 CCP Partlclpants/Voucher logs, Total Dally Mileage Survey
338(k); (TOM); various local authorltl88; Commute Alternative
GC34090
Aabestos P GC34090a Documents abatement projects. public bulldlnas
California P GC34090a Exemptions. Environmental Impact Report. Mitigation
Environmental Quality + CEQA monitoring, negatlva declaration, notlcea of
Act (CEQA) Guldellnea completion and detarrnlnatlon, commenta, statements
of overrldlno considerations
Congestion CU+2 GC34090d Ride sharing, trip reduction
Manaaement
Environmental Review CL+ 2 GC34090d CorresDondence consultants. lasues conservation
Peat Control CU +2 GC34090d Pastlclde appllcatlona, Inspections & sampling.
. documents
Soli CL+2 GC34090d Analvsls, construction racommendatlons
Soli ReDorts P GC34090d Final Re.mrts
HOUSING
Bonds CL+ 4 CCP 337 Ravenue Bond Documentation
Programs CL+ 3 24 CFR Includes comprehenslva Housing Authority Strategy.
570.502(b)( Meeting Credit Certificate, Housing bond advisory,
3); 24 CFR HOME, In-Lieu Houalng Mitigation, Low/Moderate
85.42 & Housing, Rental Housing Aaalstance
OMB Clr. fir
110 lie
C-27
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1-+ J IfL ,',¡~
-U\J/:,d:
DEVELOPMENTCCONTINUED)
Record Series Retention Citation Descriptor
Redevelopmenl
Budg..ts P GC 34090, Includes annual audit
40802,
53901
Bondl""u.... P GC43900 et
.......
MUNICIPAL FACILITY
Capital Inprovements. P 2.083110; Contain.. records r..: Planning, design, construction,
Construction GC34090a: conversion or modification of local governm..nt-owned
4004: H&S facllltl..", "tructures & syslems
19850:
GC34090a
F..clllty R..ntals/Use CU +2 GC34090 P..rm Its, contracts. diagram", ..chedules, Insurance
binders
Malntenanc.. & CU+2 GC34090d Service r..que..ts, Invoices. supporting documentation:
Op..ratlon" building", ..qulpment. fI..ld ..ngln....rlng, public
facllltle.. Includlna work ord..r" and oraffltl removal
PLANNING
Ca.... tiles, Planning P GC34909a: P.rtaln" to real property . May Include blueprints,
and Zoning H&S 19850: drawings. maps. plans, reports, ..valuation..,
4003:4004 correspondence, uses. perm!!s, varianr:e", ..tudles.
app..al.., compllanr:e c.rtlflcat..", bt line adjuelments
or other plannlng-raletad matters brought betore
l..gl"latlv.. bodv
Certificates L GC34090 Retain durin.. lit. of "tructure
Flood R..cord" CU +2 GC34090
General Plan and P GC34090 Includ.." "ph..re of Influence
Elements
Gen..ral Plan
Amendment..
Approved CL+ 2 GC34090
D..nled CU+3 GC85103: . . GC50110
Int..ror..t..tlon" CU+2 GC34090
Maps, Plans, P GC34090; Zoning, t..ntatlv.. "ubdlvlslon, parcel, land u..e map,
Drawings, Exhibit", H&S 19850: a..rlal photos, specific plan"
Photo" GC34090.7
PROPERTY .
Abandonment P GC34090a Buildings, Condemnation. Demolition
Acqul"ltlonl CL + 10 GC34090a; Supporting docum..nt" ra: sal.., purchase, exchang",
Disposition GC6254 lease or rantal ot property by City
Disposition
Annaxatlon Case Flies P GC34090a Reports, agr....m..nt.. oubllc notices
Appraisals CL +2 GC34090: Exempt until final acquisition or contract agreement
GC8254(h) obtained
Deeds & Promissory P GC34090a ' , 24 CFR 570.502(b)(3): 24 CFR 8.42 & OMB Clrc. SA-
Noles 110
Maps, City Boundary P GC34090d Recorded maps, surv$Y., monuments
Lot Split Ca..e.. P GC34090
Relocallon FII..a CL +2 GC34090 ...a., Redevelopment
C-28
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, l. 2. ¿'1l ,!" :l."
..,. 7 1) \',~~ '^ I'
FINANCE
Record Series Relentlon Cllllllon Descriptor
ACCOUNTING
Accounts Payable AU+4 GC34090 Invoices, check copies, supportlna documenls
Accounts Receivable AU +4 GC 34090 .
ÁI>¡'lIcallons CL+ 2 GC34090 Ullmvconnecllons dlsconnecls, realsters service
A..s....sment Dlstrlcls P GC 34090 Collecllon Informallon; Original documenlatlon files
wllh munlclDel clerk
Bank Reconclllallon AU+5 GC34090; 26 Stal8menls, summaries for receipts, dlsbursemenls &
CFR 16001-1 reconclllallon
Billing Records AU+2 GC34090 Customer name, service address, meter reading, usage.
Davments aDDllcatlon!l/cancellallons
Budgel AU+2 GC 34090
Budgel adjuslmenla, AU+2 GC34090 Account Imnsfers
ournal enlrles .
Checks AU+5 GC34090: Includes payroll, canceled & voided checks
CCP 337
Deposits, Receipts AU +4 BC 34090; Checks, colna, currency
CCP 337
Invoices AU + 2 GC34090 CODIes ...nl for fee8 owed, bllllna. related documents
Journals
Ullllty Billing CU+2 GC34090 Billing Includlnll monlhly acllvlty
Ledller, General P GC34090' . · CCP 337
Voucher AU+4 GC34090; Account posllngs wllh supporting documenls
CCP 337
Taxes Receivable AU+3 CCP33B
Warranl Realsler AU +2 GC 34090.7
ADMINISTRATIVE
SERVICES
Budgel Operating S GC34090 Departmental Reference
'coDles\
Budae!. Proposed CU +2 GC34U90 Presenl8d to Council
Adopl8d P GC 34090
FIXED ASSETS
Invenlory AU+4 GC34090: 26 Reflects purchasa date, cosl, accounl number
CFR 301 65-
1{A
Surplua Property
Auction AU +2 GC34090 Llsllna ofi>roDGrtv
Disposal AU+4 GC34090; Sealed bid sales of equlpmenl
CCP 337
Vehicle OWllenlhlp & L VC 9900 el Tille transfers when vehicle sold
TIUa I sea.
LICENSE
Bu"lnes" T+4 GC34090: Paid & reports
CCP 337
C-29
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4t..¡~b I
FINANCE (CONTINUED)
Record Series Retention Citation Descriptor
PAYROLL .
Adjusbnents AU+4 OC 34090 Audit purposes
29 CFR
516.5 - 516.6
Employee Time Sheets AU+6 GC34090; 29 Signed by employee for audit & FEMA Reports
CFR 516.2' *20 CF~I~~6.6(1); IRS Reg. 31.6001-1(e)(z); R&T 19530;
LC 1174 d
PERS Employee T+4 GC34090; Record of deductions
Deduction Reports CAC 22- (PERS Public Employee Retl,.,ment S~:") *26CFR
1065-2 31.6001-1'29 CFR 516.5 516.6, LC 1174 d
Register . P GC34090; Labor costs by employee & program
GC37207
Selery Records --:- T+3 GC34090; 29 Deduction authorization, beneflclllry designations,
CFR 516.2 unllmployment claims, gllrnlshments
PURCHASING
Bids, RFQ's, RFP's AU +4 GC34090; Requests for QUllllrlcatlons; RequHts for Propo","ls
Suce......ful AU +5 CCP 337; " regarding goods and servlCfls * GC 25105-1; GC 34090
Unsuccessful CU+2
Requisitions
Purch...... Orders AU+4 OC34090; Original documents
CCP 337
Stores CU+2 GC34090 Completed forms for ordering
Vendor Register P GC34090 Alpha vendor listing of purch....e orders, Invoices,
account numbers and check date
REPORTS
Audits P OC 34090
Deferred Compensetlon T+5 GC34090; 26 Records of employee contributions and city peyments
CFR 16001- *29 CFR 1627.3(2)
1"
Federal and State Tax AU+4 GC34090; Forms 1096, 1099, W-4's and W-2's
29USC 436 *26 CFR 31.6001.1-4; IRS REG 31.6001-1(e)(2);R&T
" 19530·29 CFR 516.5-516.6
Financial, Annual AU+7 GC 34090.7
Investment P GC34090; Summary of transactions, Inventory & earnings report
Transactions CCP 337;
GC 53607
Labor Distribution AU+2 GC34090 Costs bY employee & prooram
Meter RaadlnA CU+2 GC34090
State Controllar P GC34090 Controller may destroy aftar 5 years
Utility Rebates CU+2 OC34090
TREASURER
Bank Stetements AU+2 FC 3368, Financing authority
30210; GC
43900 et
seq.
C~30
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:...r :? r U" ~ro ¡~'~'"
FINANCE CONTINUED
Record Series Retention Citation Oeser! tor
Bonds
Account CL + 10 GC34090; Monthly stetement of trenSllctlons.
Stetements CCP 337.5
Admlnlstretlon CL + 10 GC34090; Supporting documenlS
CCP 337.5
Bonds and CL +2 GC34090; Peld/canceled
Cou ns 53921
C-31
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:.J../p 6b (oF ?
PUBLIC SAFETY
Record Series Retention Citation Descriptor
.
EMERGENCY
MANAGEMENT
Mutual Aid, Strategic S+2 GC34090
Plans
FIRE SAFETY
ADMINISTRATION
Books. Fire Coda S+3 GC34090.7 Include OPS manuals
CCP 340.5
General Orders, S +2
Pollclea/Procedu..s
Inspections, Fire CL+ 3 UFC 103.34 Alarm/sprinkler systems, prevention lIfforts
Prevention
Investigations, P PC 799 Support prosecution resulting In homicide
Evidence Arson
Investigations, CL + 8 PC SOO Great bodily harm, Inhabited structu.. or property
Evidence Arson
Journals Fire Station CU + 2 GC34090 Activities, D8rsonnel, eiiiilne comosnV
Permits, Uniform Fire CL+ 2 GC34090
Code
PERSONNEL
Exposu.. T + 30 29 CFR Sampling ",suits, collection methodology, background
1910.1020
Exposu.. T+1 29 CFR Laboratory ",ports and worksheets
1910.1020
Medical T + 30 29 CFR
1910.1020
Medical T+2 29 CFR Employ....s less than one yeer
1910.1020' , *GC34090
Tralnlno T+2 GC34090 Certlftcatlons/deslonatlons
PROPERTY -c-
ApparatusNehlcle CU +2 GC34090 Repair and Maintenance
CCP 340.5 * *8 CAL Code Reo. 3203 Ibl 111
Inventory, Equipment & CU +2 GC34090
Suoolle..
Logs, Fire CU +2 GC34090
Equlpment/Gesr
REPORTS
Incident CL + 3 GC34090 Dispatch and dally logs
CCP338 * *CCP 340.5
Field Non-fire and Loøs CU+2 GC34090
Fire, Non-arson and CU + 2 GC34090
Logs
C-32
41 ðb {".}
PUBLIC SAFETY (CONTINUED)
Record Serlee Retention Cltetlon Descriptor
Investigations, CL +3 PC 801; UFC Structure
Evidence Arson 1 04.32
Weed Abatement CL+2 GC34090 Reports. asaessmenlS, resolutions documentation
HAZARDOUS
MATERIALS
Haza rdous Waste CU + 10 CAL OSHA; Documentation re handling and disposal of hazardous
Disposal 40 CFR waste
122.21
Permits, Hazardous CU+2 GC34090 Departments consistently recommend pennanent
Matarlals Storaae r.tentlon at envlronmentelly sensltlv. materiels.
Programs, Household S+2 GC34090
Hazardous Waste
Training Materials S+2 Cal Code 0 Standards and Administration
°Rea. 3204Id), et ""a.
Underground Storage
Tank P GC34090a Docum.nts re: storage
Compllence CU+2 GC34090 LocBtlon, Installation, removal, remedl.tlon
Maintenance &
Ooeratlon.
LAW ENFORCEMENT
ADMINISTRATION
Accountl ng/C.sh CU+2 GC34090
Reconciliation
Alann Records CU+2 GC34090
ClalmFllas CL+ 6 PC 832.5 Clelm copy, correspondence_ photographs, supporting
documents relallve 10 Incld.nts Involving t.... Police
DeOBrtment nlBd by citizens
Department Manual S Changest~)manuel are recorded In t.... General Orders
I (pennanent
Equipment T+2 GC34090 Retaln.d untllt.rmlnatlon of equlpm.nt u....; Manuals,
Communication in"tructlons, orocedures
Invenlory S+2 GC34090 Listing of .qulpm.nt a....lgn.d to division, to whom Itls
asslaned
Reports CU +2 GC34090 Weekly/monthly/quarterly/
Activity annual activity/statistical reports by division. Retain
onlv one form tor retention oerlod
Chemical Emissions CU+2 GC34090 .
Survey CU + 2 GC34090 Surv.ys, responses. correspondence with other
R.spon"" agencies raquestlng statistical data
Flies
INVESTIGATIONS .
Admlnlstratlvellnt.rnal CL + 5 PC 832.5 Initiated by citizens complaints or Internally Initiated;
EVC 1045 Includes complaint. reports, findings
GC 12946
PC 801.5;
803(c)
VC 2547
C-33
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4't. O::h [P'l
'"
PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation De.crlptor
A.....t Forfeiture CL+2 GC34090
Investigation'"
Proceeding.
Case Fila
Notifications CU+2 GC34090 To legal proparty owner prior to case filing that property
Is subject to asset forfeIture proceadlngs. If case Is
filed, notification becom.... part of forfeiture calle file.
Case Books. CL +2 GC34090 Retained by dlvllllon until a case Is suspended/closed;
Investigative transfer to Records Division to be fllad with associated
Dally Raport (DR) file
Ca.... Flies P PC 799
Homicide
Invelltlgator's
Fila
Narcotics (No CL +2 GC34090 Retained by division until no longar u....ful for
arrest Narcotics Cases} Investlaatlve ourDoaes
OffIcer Involved CL+25 GC34090
Shootl ngs
Court CU + 1 GC34090.7 Printouts of dally court schadullng
Dally
Schedule
Sign-In LOAS CU+2 GC34090 LOAS office....' names time In/out for court appearances
Tracking CU +2 GC34090 Detabasa records subpoena numbar, officer name, ease
System Records number. defendant name, district attorney name. court
Information dlsDOsltion
Evidence, Disposition Attach to duplicate Property Report, file w/DR In
Forms Records Division
Fingerprint T+2 GC34090 Paperwork authorizing fingerprinting and background
Applicants Flies checks for city employment applleanls and business
license applicants
Inked/Palm AC+20 Persons booked Into detention facility; (Copies
Cards dlstrlbutad to county, state federal ailencles)
Records Approp. PC 1) Rataln for applicable cåse statuta of limitation; 2) or
Latents Section until evidence In cese Is destroyed; Hard copy and
dlaltlzad
Suspect, CL Law Adults/Juveniles SUllpected of a crime. taken for
Adult/Juvenile Enforcemant comparison. Destroy after original putpOsa achlaved
Managament
Guida by
POST
Gun.. Daalars Record CU+6 PC 12070 Applicants, Monthly Gun Audits. Applications Denied,
of Sale Stolan (DOJ File)
Informent Flies T+ 10 Legal notifications, Identification Information, payment
Information, activities Information
C-34
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'¥1Cþ&J
PUBLIC SAFETY (CONTINUED)
Reco rd Series Retention Citation . Descriptor
Record 8erle8 Retention Cltetlon Descrlotor
Jail CU + 6 GC34090 Dally report of staffing, booklngsJreleaaes, transfers,
Dallv Loos tran......rtatlon
Inmate Record Dependent on facility's classification; 888 Laws and
Guidelines for Local Detention Facilities by Board of
Corrections (Stete of California)
Inspection File. CL+6 Inspections bv various aoencles
Surveys CL + 2 GC34090 Prepared quarterly. forwerded to State Board of
Corrections
Licenses CU+2 OC34090
Blcvcle
Blnoo, Mace CU +2 GC34090
Business T + 1 GC34090
License Review Board
Administrative Flies
Duplicate (Pink), CU+2 GC34090 Original to licensee, Blue duplicate to DOJ; Pink
duplicate retained by agency; renewals Issued annuslly
Secondhand by local agency
Dealer,
Pawn Brokers
Logs S
Auto Theft
Case CU +1
Assignment
Dally CU+2 GC34090
Actlvltv
Oft'lcer CU+2 GC34090 Dslly activity of Incidents not reported by use of official
report
Report CU + 2 GC34090 Report numbers, type, names, dates retelned for
Summarv research value
InvestigatIve CL + 10 GC34090 Retained by division until cases are suspended and
Pre-Arrest) closed
Juvenile CU +2 GC34090 Logs document Juvenile processing per CY A
Detention
Property CU +2 GC3409D Logs Items coming Into and going out of property room
Control
Rap Sheet CL +2 GC34090 Requests for crimInal history
Subnoena CU+2 GC34090 Subnoenas received/served dallv
Pawn SlIns/Tlckets CU+3 B & P 21628
Photographs Crime Scene, Registrant/Applicant, Photo file, Accident.
Retain according to practical and functional
association.
Dally Report T GC34090 Assigned DR number, retained aafonn of evidence,
(Negatives) destroyed at same time evidence for associated case Is
destroyed
Inmates CU+20 By Prisoner number
/Neoatlves\
C-35
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'..it
PUBLIC SAFETY (CONTINUED}
Record Series Retention Citation Deacrlptor
Registration Flies. Life of Fingerprint Card, photo, Informallon also forwarded to
Arson Sex and registrant DOJ
Narcoll cs within Juris-
diction
Arreat/Convlctlon H&S 2 (Ma"" H&S Applicable to convictions occurring after January 1,
Section 11357 (b), (c). datory 11381.5 1996 or arrasls not followed by a conviction occurring
(d), (e) or H&S Section destruc· _rJanuary 1.1996; exception: H&S11357(e), the
11380 (b) vlolallons lion from record ahall be ratalnad until a Juvenlla offender attains
(Occurring after data of tha aga of 18 years, then deatroyad pursuant to 11361.5
January 1, 1996J convlc·tlon
or data of
arr....t with
no convic-
tion)
Arrest/Conviction Man-datory H&S 11381.5 Appllceble to convlctlona occurring prior to January 1.
H&S Section 11351(b), Dastruc>- (c) 1998 or arrests not followed bya conviction occurring
(c), (d), (e) or H&S tlon prior to January 1, 1998 for violations of H&S Code
Section 11360 (b) (Upon 11351,11384,11385 and 11550
vlolallons (Occurring notice from
before January 1. 1996) Depart-
ment of
Justice)
Crime See PC 800 Proaecutlon for an offense punishable by Imprisonment
Felony Crimes descriptor PC 801 In state prison for eight yeara or more must commence
With within 6 years after offense commission.
Dr Without Commencement of prosecution defined In pC 804.
Ar....ata Exception: See PC 803 - Toiling/extension of time
periods; Appeals process and "Thr88 Strikes" also
conslderatlona In easlgnlng retanllon.
Mlsdemeanor/ CL+2 GC34090 No errests, Identifiable property or mlsalng persons
Infractions (See: Note 1\
Supplemental P PC 199 No atatutory limitation for prosecution. Includes
Felony Capital Crimes, Murder. kidnapping for ....nsom, treason, procuring
Crimes Punishable by exacutlon by perjury, train wrecking, a....ault with a
Death. Life deadly weapon by a life-term prisoner, bombing
Imprlaonment reaultlng In daath or bodily Injury, making defacllva war
matarlala that cause death
Destruction P
Guns
Narcollcs P
Disposition of Retantlon determined by action takan; I.a., recordable
Arreat/Court Action arrest or detention (....Ieased no ar.....t)
False Alarm (Duplleata) CU +2 GC34090
Non-Criminal CU +2 GC34090 Injured or sick peraona; mlaalng paraons where person
Occurrence. halO been returned; traffic collision reports not u....d aa
the basis for criminal chargea
C-36
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PUBLIC SAFETY (CONTINUED\
Record Series Retention Citation Descriptor
Property Original Until case Copy retained In records caae file; Refer to Managing
Is adJudl. Property In Law Enforcement Agencies (By POST)
cated/
dlapoBl-tlon
deter-
mln"d
Range Inventory S +2 GC34090 Quarterly reports of Inventories of weapons and
ammunition hald by Department Range
Reports CU +2 GC34090 Arrest & Citation Register: Arson Offenses: Crlm....
Against Sanlor Citizens: Death In Custody; Domestic
VIolence; FBI Include Return AISupp;
Hate Crime Incidents; Homicide Reports, Supp.;
Offlcers Killed or Assaulted: Original to FBI - DOJ;
Uniform Crime Reports
Statistical (Crime CU +2 GC34090 Internally generated Information using activity logs,
Analysis) citizen calls, current and past crime statistic reports,
finance dept expenditure and bUdget records; citations,
crime reports, accident reports, permits, receipts.
Reports created for variety of purposes Including
Increases/decreasH In criminal activity; officer
workload. deÞlovment time uaaae
Statistical (UCR), CU +2 GC34090 Originals sent to FBI. DOJ
Uniform Crime Reports
Mandatory to DOJ
(LEIC); FBI Include
Return AISupplement:
Supplementary
Homicide Report: Law
Enforcement OffIcere
Killed or Assaulted;
Monthly Return of
Arson Offenses Know
to Law Enforcement;
Number of Violent
Crimes Committed
Against Senior CItizens;
Monthly Report of
Domestic violence
Related Calls for
Asslstanc,,: Monthly
Arrest and Citation
Reglstar; Monthly Hate
Crimes Incidents: Death
In Custody Reporting.
Ressarch Project Flies CL + 2 GC34090 May Include request forms. background materials, staff
reDOrts final project reoorls and suooortlng data
C-37
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PUBLIC SAFETY (CONTINUED)
Record s..rI..s Ret..ntlon Citation Descriptor
Sul..d Manda .tory PC 851.8 G..neral provision: Upon p..tltlon, recorcl$ of agency
Adult Found D....truc- must be sealed and destroyed In accordance with the
Factually Innocent tlon Upon provision.. set by court r..cord; exception...
and Pursu·
ant to Court
Order
Juv..nll.. M..nda.tory WIC 826 (a) Upon petition. local law" enforcem..nt record.. within
De"truc- & (b) WIC 826(b) may b.. destroy..d a" ordered by the court, If
tlon upon WIC 781 (a) relat..d probetlon and Juvenile court record" hav.. been
and pursu· d....troyed by th.. probation offlc..r. Records Involving
ant to court arre..ts, d..t..ntlon and/or petitioning Juvenll.. before
order Juvenll" court
Subooan.... IDUDllcate) CU +2 GC34090
Tape" CU + 180 GC34090.8 Excepllon: R..cordlng.. u....d a" evldenc.. In a criminal
Audio. days proaacutlon or claim filed or IItlgallon or potential
Tel..phone and Radio claim" and IItlgallon shall b.. preserved for 100 days
Communication.. after conclu..lon of the court acllon
Surv..lllance/S.. CU + 13 GC34090.6
curltv Video IJalll mos.
Use of Force CU+2 GC34090 Includs.. review forms, arre..t report copl...., log"
Supervisory Review
FII....
Warrants Recall after Recomm..nded by Ihe California Law Enforcemenl
Felony 10 years. Warrant OffIcer's Association
Exe..p.tlon:
Murder/
Escaoa
Misdemeanor R..call after Recommended by th.. California Law Enforcement
Criminal Sy..ar.. Warrant Officer's Association
Served CU Includes Warrant Service Information Card. alpha .Index
card
Unserved Until
(Local) sewed.
recalled or
purg..d
PATROL
Cards CU+2 GC34090
DI,,""lch
FI..ld Int..rvlew CL +2 GC34090
Citations CL +2 11361.5 H&S
11357(e),
Juvenile
11357b H&S, CL + 2 11381.5 'CA Admin Cod... Chapter 1. Title II, Sec. 708
11357c H&S, 11360b H&S'
H&S Violations
Clt.. and CL + 2 GC34090
Release
C-38
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PUBLIC SAFETY ICONTINUEm
Record Series Retentl'ln Citation Descriptor
California CU+90 GC34090 Original Is forwarded to court.
Vehicle Code days
Infractions IDuDlleetes\
ParklnglTrafflc, CU +2 GC34090.7 Orlgl nels are forwarded to CDUrt after agency
Duplicates processinG; Includescltetlons electronically created
Transmittals CU +2 GC34090 Listing of citations forwarded to court, flied for
refim.nce
Equipment CU+2 GC34Q90 Documents problems, malfunctions. resolution to
Radio Logs provide equipment pørfonnance history
Communlcetlo~ï
General Orders P
Patrol Requests CU +2 GC34090 From cltlnns for patrol presence ^
(Correspondenc
e)
Radar Calibration T+2 GC34090 Documantatlon of Radar Instruments retained during
Records use/ownership
Reports CL+2 GC34090 Non·J ury
Accident
Trllfflc Collision P
Fatalities
Vehicle S Record of assignments
Assignment
Reports
Down Reports CU + 1 Printouts reporting which vehicles are down for repair,
maintenance etc.
ReposllØsslonlP CU +2 GC34090
rlvate 1m DOunds
Service S GC34090
Schedulss
Vests, BUlletproof CU+2 GC34090 Authortøtlon to purchase
Letters
Warrants Recall after Recommended by the California Løw Enforcement
Parklno 1 "ear Warrant Officer's Association
Traffic Recall after Recommended by the California Law Enforcement
5 "ears Warrant OffIcer's Association
Weapons, Database P Departmentally-owned weapons, parsonal weapons,
alternate weapons, secondary handguns; produces
Inventory reports
SERVICES
Chamleels/ Film S
Inventories
Equipment T
Invøntory/Slgn-
out Card. Photo
Lab
Operations Flies T Reteln until equipment no longer owned/used by
- Photo Lab department; Manuals, Instructions, procedures for
use/operations of nhotonrephlc eaulnment
C-39
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PUBLIC SAFETY (CONTINUED)
Record Series Retention Citation Dellcrlptor
Grl.vanc. Fllell CL +2 GC34090 Grievance fllad by emploY..II, lIupportlng
documentation
Inv.lltlgatlons, CL+2 GC34090 Non hlr.d
Backaround
Background P Include original reports re: PC 832.5 Investigation..
Hlr..d
Parades & Special CL +2 GC34090 R..port.., memos, corl'Ø$pond.nce, script.., ..uppller
Events FII.. Information, a....lgnm.nts, deployments, ..upportlng
docum..ntetlon .
Pennlts L+2 GC34090 Approval process
Alcoholic
Beverage Control
Llcen...
Concealed CL+ 2 GC34090
WeaDOns
Photograph" S+2 GC34090
Personnel
Neoatlv.. Loa CU +2 GC34090
N.gatlvell, Mlsc, CU +2 GC34090 Not case-relate\! (Public relations, promotion.., events,
ceremonl"II, ..taff photos)
Press Releases CU+2 GC34090
Pre...., Vld.o Programll CU+2 GC34090 ColI.ctlon of vldeoa of programs and eventa: outside
Community Relation..) press cov..rag.. of department
Property FII... CU+2 GC34090 Original reports a~:) auppl..mantal documentation (LOllt,
Found Satek....pln
Property, Pawn CU + 2 GC34090 Sales, ..lip... Dealer required to fll.. duplicate with
Brok.rlSecondhend ag.ncy
Reports CU+6 GC34090.7 Original malntaln..d by DOJ. Dealer requlr..d to flle
Deel.r of Gun mos. dupllcat. with agency
Sales Duollcate
Re..tralnlng Ord.rs, CU Destroy aft..r law enforcement a(:tlon.. d...crlbed In PC
Emergency Protective (Se.. 273.5,273.6, 646.9, 12028.5, 13700 and Family Cod..
Orders, Temporary descriptor) Sections 6380-6383 are fulfllled and etr..ctlve date of
Ra..tralnlng Ord.rll, restraining ordar has expired,
Legal Stipulations,
Orders Aft&r H..arlng
Ro..t..ra (Olv1alona ) S+2 GC34090 Personn"l a....laned to dlvlalon,
Schedulea CU +2 GC34090 Schedules of OffIcers on duty
DailY
Watch CU +2 GC34090
Aslllgnm..ntJ
Timekeeping
R.corda
Speaker Requeeis CU+2 GC34090 Community and busln..... r.qu.sts for public
a""""rancas s....ak.ra
Tests, Densltom.ter T+2 GC34090 Dally tests of d.V.lopm.nt chemlcals/proc.a..... for
Result.. ¡Photo Lab\ oueUtv control.
C-40
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PUBLIC SAFETY (CONTINUED)
Record Series RetenUon Citation Descriptor
Training P
Bulletin..
Event Flies CU+2 GC34Q90 Correspondence, brochures, promotional materials, Info
on SDeakers, auests, sunnortlnA documents
Lesson Plans, CL + 15 Scope, content, time period of courses
Ranne
8) Personnel (by T+7 GC34090 Paperwork documenting officers' Internal and external
name training
Schedule.., CU +2 GC34090 Dally, weekly, monthly schedules of training events at
Ran.... ranoe
Volunteer Card Flies T+2 GC34090 Volunteers' Identification, contact Infonnatlon
Note 1: The destruction of felony, misdemeanor and Infraction Crlme/Supplementsl Reports Is
permlttsd providing:
1, They do not relate to an unad udlceted arrest except for H&S 11357 or H&S 11360
violations;
2. They do not relate to unserved warrants;
3. Thay do not Involve Identlflable Items which have not _n recovered;
4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrant..;
5. They do not relata to vlolatlona listed In PC Sections 799 and 800;
6. The ca..... ara not presently Involved In either a civil or criminal litigation.
C-41
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PUBLIC WORKS
Record Series Retention Cltetlon Dncrlptor
PARKS
Agendas, Board CU +2 GC3409D
Grents (refer to AdmIn.)
Invantory, Equipment AU+2 GC3409D Warranties, purchase orders
Landscape CU+2 GC34D9D Drawings, contracts, complaints, specIfications,
photos, reports
Malntenancel C+2 GC34D9D Includes work orders, Inspection, repairs, cleaning,
Operations reports, complaints
Maps P GC34D9D Irrigation, plot plans
Minutes, Board P GC34D9D
Photographs S+2 GC34D9D
Plans, Proposed CU +2 GC34D90 Future plans, new sites. expansions
Policies and S+2 GC3409D Includes rules and regulations
Procedures
Railroad Right-of-way CL + 3 36 CFR Land 8cqulsltlomr, correspond8nce, Improvemants,
64.11 statutory records
Reports
Accident CL+2 GC3409D Patrons. employees
Others CL+ 2 GC34090
Studies CL+ 2 GC34D9D Future sites. expansions
Resolutions, B08rd P GC34090
SChedulDS, Cia.... & CU+2 GC3409D Enrollment, liability releases. evaluations, atl8ndance,
Events flY8rs
.
SANITATIONI SOLID
WASTe¡
WASTEWATER
Coll8ctlono;/Landflll CU+2 GC3409D DailY records usaAe
Facilities CU +2 GC34D90 Corrnpond8nce maDS, Datron list
Hlo;tory, Sanitation P GC34090 Whera CIty-own8d
Incineration Plants, CU+2 40 CFR Sludge, aampllng, charging rate to measure mercury
Sludae 81.54 content
Incln8rator Op8ratlons, CU +2 40 CFR Gss flow through wet scrubbing, oxygen content of
Treatment Plant 60,153 exhaust gas, aludg8 r8te, temperatures, tuel flow, totel
solids and volatile solids
Maintenance end CU+2 GC34D90 Includes work orders, Inspection, repairs, cleaning,
OD8mtlons reDorts comDlalnta
MaDs, Septic Tank P GC34090 Locetlon meDS
Rates CU +2 GC34090
Recycling ProArams S+2 GC34090
Regulations S+2 GC34090 Includes 180lslatlon
Reports
Studlas CL +2 GC34090
Tonna08 CU+2 GC34090
C-42
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PUBLIC WORKS (CONTINUES\
Reco rd Series Retention Citation Descrlotor
STREETS/ALLEYS .
Abandonment! P GC34090
Vecatlons
Closures P GC34090
Easements, P GC34090
Dedications, Rlghl&<>f-
Way
Field Books P GC34090 .
Grents (Slle AdmIn.)
Intersection Records CU+2 GC34090 Includes correspondence, volume counts, sccldent
history
Inventory, Traffic S +2 GC34090 Signs, lights
Co ntrol Device
Landscaping CU +2 GC34090 Plants, tree maintenance, work ordera
Lighting CU +2 GC34090 Maintenance, work orders
Maintenance/ CU +2 GC34090 Includes work ordera, Inspection, repairs, cleaning,
Operations reports, complaints, signals, striping
Maps P GC34090 Fire hydrants, lighting districts, wheel chair ramps,
storm drains, streets, sidewalks, sewers
Master Plans CU + 2 GC34090 Copies
Parking
Lots CU+2 GC34090 .
Regulations S+2 GC34090
Reports/Studies CL+ 2 GC34090
Permits
Encroachment P GC34090
Improvement CL + 2 GC34090 May Include curbs, eldewalks; Applications for
excavation, fill, alterations
Oversize CL + 2 GC34090
Load
Parking CL + 2 GC34090 Residential
Paving CL+ 2 GC34090
U.... CU +2 GC34090 Includes Special Events
(Temporary)
Photographs S+2 GC34090 Includea aerials
Plans, Capital P GC34090 Streets, curbs, gutters, sidewalks, storm drains
Improvement, Projects
pollclea and S+2 GC34090 Includes rules, regulations, standards
Procedures
Naming and P GC34090
numbering
C43
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PUBLIC WORKS (CONTINUES)
Record 8erles Retenllon Citation Deacrløtor
8p....d Limits S +2 GC34090
Programs
Federal Aid CL+ 23 CFR 633
Urban (a) & (c)
Traffic Sahlty S+2 GC34090 Drive", Education, Ped....trlan Safety, Bicycle Lan"
Reporta
Bridges & L GC34090 Life of atructure
Overpaases
Inspection CU+2 GC34090 Includ" Intersection. aldewalks, Bridges end
Overpesses¡ keep life of structure
Studlea CL+ 2 GC3409D Tndflc volume, accident history, requeats. statlstlca,
drawings supporting traffic devlcea
Traffic Count CL+2 GC34D9D Evaluation of traffic volume
Vehicle CL +2 GC34D9D
Accident
Routes, School Bus & 8 +2 GC34D9D Truck routes. access ramp$J rest areas
Truck
Slgnage L+2 GC34D9D Log books, Index register carda, Inventory IIsta,
recorda of traffic signa
Traffic Signals L Logs, drawings, wiring diagrams, codes. circuit
numbers, Inotellatlon records. testing and
maintenance.
Weigh Scales 8 +2 GC34D90
UTILITIES
Fecllltles T+2 GC34D9D If city owned
Gas & Electric Rates 8+2 GC3409D
Underground P GC34090 GC4DD3, GC4DD4; H&S 19850
WATER
BIlling/Customer CU+2 GC3409D Billings, Corr"pondence, complaints
Records
Connection Records P GC34090 Maps. water line connections
Flood Control
Drainage P GC34D9D Includes dams, lakes. baalna, creeks
Facllltlea
Flood Zon.... P GC34D9D Includes flood maps
Insurance 8+2 GC34D9D Includes copies of pOlicies, rules, programs
prog rams
C-44
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.,::-"':tí/7 l.?,
~ " !)\iP./
, '
PUBLIC WORKS (CONTINUES)
Record Serle.. Retention Citation D....crIDtor
.
Pollcle51 5 +2 GC34090 Rul.s and Regulation..
Proc.dure..
Reports! CL +2 GC34090
Studle..
Grants (see Admin.)
Inventory. Equipment CU+2 GC34090
Location.. P GC34090 Mains, valves, hydrant.., wells
Malntenanc. and CU+2 GC34090 Includes work orders, Inspection, r.palr.., cleaning,
Oparatlons reports, complaints
Service CU+2 GC34090 Includ.s work ord...., entry cards, menhol.s, ....rvlce
to property owner..
Well & Pumping CU+2 GC34090 Tlm.s operational, power used and quantity
Maps P GC34090 Line location; ea....ments
Mast.r Plans CU+2 GC34090 Copies
Meter Oparatlons CU + 2 GC34090 R.ader reports, orders, tests Maintenance Reports
P.nnlts
Netlonal P 40 CFR Municipalities of 100,OOOlmor., compliance with CI....n
Pollutant 122.28 Water Act r.: pollutants
Discharge
Elimination
System
NPDES)
Others CU+2 GC34090 May dapand on tenns of state or federal agency
Policies and 5 + 2 GC34090 Includes rules and regulations
Proc.durea
Rates S+2 GC34090
Reclamation CU + 5 40 CFR Dally operations Including sewage flow, grit removal,
122.41 chlorine usag., lab analysis ....ults. etc.
Report..
Con....rvatlon CU + 2 GC34090
Consumption CU+2 GC34090
Corrosion CU + 12 40 CFR Compliance documentation
Control 141.91
Discharge CU + 5 40 CFR Avarage amount of pollution discharged Into waters of
Monitoring 122.41 municipality,
Drinking CU + 10 40 CFR
Water 141.33
Correction..
Hydrograph P GC34090 Dally flow of ..treams
L.ad CU + 12 40 CFR Compliance documentation
Sarvlce Lln. 141.91
C-45
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PUBLIC WORKS (CONTINUES)
Record Series Retention Citation DescriptOr
Public CU + 12 40 CFR Compliance documentation
Education 141.91
Quality CU+12 40 CFR Compllanca documantatlon
Parameters 141.91
Sanitary CU + 10 40 CFR Statistics, reports, corre spOndenca
Surveys 141.33
Source CU + 12 40 CFR Compliance documentation, e.g. lead & copper
Water 141.91
Stata CU .. 12 40 CFR Compliance documentation
Certification 141.91
Variances, CU +5 40 CFR
Water Syatem 141.33
Well Level CU+2 GC34090
Source a CU+2 GC34090 May Include wells, rivers, lakes, districts
Surveyor Field Notes P GC34090 Notea p"'paratory to maps of water Inatallatlons
Surveya, Water System CU + 10 40 CFR Statlatlcs, reports, correspOndence
Sanitary 141.33
Tests
Bacte rlologlcal CU + 5 40 CFR Compliance records Include location, date, method
Analysis 141.33 and resulta; corrections, analyals of bacterial content
Chemical CU + 10 40 CFR Compliance recorda Include location, date, method
Analysis 141.33 used and "'aulta: corrections, analysis of chemical
content
Quality CU + 12 40 CFR Compliance documentation Including sampling data,
141.91 analyals, reports, surveys, documents. evaluation,
schedules. valves, etc.
Valve Main Records P GC34090
Violations, Drinking CU + 3 40 CFR Retention applies to each violation
Water 141.33
C46
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TRANSPORTATION
Recørd Serle.. Retentløn Cltatløn DHcrlptør
ADMINISTRATION
Agreements T+4 CCP 337 Including e<>nce....lønalra. slip rantal, facility størage
Application.. T+2 GC34090 payment Invoices. Inventory listings. billing e<>rre..pondan""
Aircraft Storage and other related documents
Parking
Slip Rantals
Spacial Events CU+2 GC34090 Pann Its, cørre..pondence, related døcuments ra use of
rights of way
Fueling AU+3 CCP 337 Mater readings, fuel consumption reports, Invol,,", receipts
and racørds pertelnlng to refueling operations
Hazardous Waste CU + 10 CAL Documentatløn ra: the hendllng end dlspøsal of hazardous
Dlsposel OSHA; waste
40 CFR
122.21
Inventory, Equipment L+2 Include.. vahlcle.., aircraft, veseels and related døeument.. 're
Part.. & Supplies repairs
Inventøry, Vahlcle L+2 Ownars manual, warranty døcuments, Deparbnent of Møtor
Ownership and Title Vehicle title and registration. and related documents
Licenses, Pannlts CU +2 Fønns, related døeumentatløn re: IIcen..es and permits
required by federal and state agenclas
Melntenance/ L+2 GC34D90 Related to requests f<>r service and work orders f<>r fuel,
Operatløns vahlcle and equipment maintenance and repairs
Report, Aceldant CU+2 GC34090 Memøs and working documents
(CoplaA)
Vehicle Assignment CU+2 GC34090 Log books, request f<>nns, lI..ts
AIRPORT
Alrpørt Certlfleatlon P 14CFR Faderal Avlatiøn Admlnl..tratløn (FAA) requlrad manuals
139.207b &
171.13-
171.213
Airport Noise CU + 10 . Correspondence, studiesJ memos~ reports, log books,
Monitoring and døeument.. related to a.....ssment of noise lavel.. at airports
Complaint and resølutlon of complaints
In..pectløn, Runway CU + 10 Maintenance Including In..pectløn report.., wørk orders and
ralated recørds
Inspactlon. S",fety Salt CU+2 CFR Safety Inspection and related document Include review.. and
139.327 analysis of all aspects of airport operation
Maintenance, FAA P 14 CFR Fonn.. and reports required by FAA Including Forma FAßr
171.13 - 198. -418. -8030.1, ..&790-4
171.213
C-47
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TRANSPORTATION (CONTINUED'
R..cord Sarl..s Ret..ntlon Citation Descriptor
Reports
Accident and CL+ 8 Accidents. Injurl..s, property damag...., g..n..ral condition.. ..
Incld..nt pllol and elrcraft
(Aircraft)
Airport p Annu..1 and special reports to faderal and state regulatory
Op..ratlonal ag..ncles.
(Regulatoryl
Airport CU+2 Log.., statistical summarl..s; admlnlstrativ.. records
Operatlonel
(Admlnlstrallve) .
NOTAM (Notice CU+3 R..ports re: condition.. affecting airport
to Alnnen) malnlenanc..iop..ratlons
GROUND
TRANSPORTATION
Auto for Hire T+4 GC34090 Llc..nse, penn Its for Taxlcebs, shuttles, atc
HARBOR
Registers, Transl..nt AU +3 ReS&rvatlon applications, r"c.lpls, end Index reglst....
V........I R......rvallon relallng to boats In Iranslt, temporarily moored
Slip Rental Index CU + 5 Annual and p.rlodlc reports of slip r..nl..r..
Slip R..nlal P..nnlts CL+ 2 Applications, slatem..nl of r..ntal condlllons, va......1
Inspection chack ..haets, copy of DMV registration, boal
owner Infonnatlon, and olh..r documants re: dock ..lip
..pac.s
Slip Rental Waiting LI..I CU+2
C-48
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Notwithstanding the provisions of Section 34090, the city officer having custody of public records, Ii
doouments, instruments, books, and papers, mllY, without the approval of the legislative body or the I'
written oonsent of the city attorney, cause to be destroyed any or all of the records, documents, Ii
in.trumenœ, books, and papers, jf all of the following conditions ore complied with; I ¡
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(a) The record, paper, or document 1s photograpbed, microphotographed, reproduced by electronically
reoorded video images on mngTIctic surfaces, recorded in the electronic data processing system, recorded
on optical disk, reproduced on film Or any other m"dium that is a trusted sysœm and that does not permit
additions, deletions, Or changes to the original document, or reproduced on film, optical disk, or any othar
medium in compliance with· · . Section 12168.7 for recording of permanent records or nonpermanent
recor<;ls,
(b) The device used to reproduce tbe record, paper, or doourn.nt on film, optical disk, or alJY other
medium IB one which accuratdy 4IJd legibly reprodl\oe" the original thereof in all details and that does not
permit additions, deletions, or chalJges to the OJiginai document images.
(c) The photographs, microphotographs, or other reproductions on film, optical disk, or any other
, medium are made as ,,"oessible fol' public reference as the original records were.
(d) A true copy of archiv~l quality of the l'ilm, optical disk, or any other medium reproductions .hall be
kept in a safe and separate pJa<'ß for security purposes.
However, no page of any record, p~pel', or document shall be deBtroyed if any page cannot be
reproduced on film with fulllegibiJity. Every unrepl'oducible page shall be permanently preserved in a
manner thst will afford easy referelJce.
For the purpose. of this section, every reproduction shcl¡ be deemed to be an OIiginal record and a
transcript, exen'plitlc4tion, or certified copy nf any reprodl\dion shall be deemed to b. a tr~n.cript,
exemplifi<'ation, or certifïed copy, as the case may bo, of the origina1.
(Added by Stats.195G, c. 1198, p, 2213, § 1. Amended by Stats.1970, c. 55, p. 71, § 1; Staœ.1971, c. 56, p.
75, § 1; Stats.198Ð, 0..51, § 6; Stat.,.1991, c. 1061 (S.B.84Ð), § 7; Stats.1998, o. 677 (A.B.972), § 9;
Stsœ.2()00, c. 569 (8.B.2067), § 8.)
§ 34090
Nota 4
Trial court's refusal to ir.flp(J~e Banction for pOlÎce da~
partment'a failure to prf;¡\$erve evidence conaistblg of per~
sonnst l'f!cords of 'Înte.J:Togatot'l1 who allegedly cOeJ'ced
confession was not !iLuse of discretion or vîo1a.tion of due
processj ulthough records WE!I'e deatroyed two months
after oral argument in appeal concerning motion for dii3~
cDvBry! they Wel'E~ lœpt three years heyond two~yem' stntu~
tory period for pI'esarvation, and court could conch~de that
department díà not realize pmtsibUity of need for r~corda
after court in prior tríaI denied dis~overy motion. People
v.' Mem!'o (1996) 47 C.I-Eptr,2d 219, 11 CoIAth 786, 12
Cal.4th 783D, 005 P .2d 1306 modified on denial of reh ;!,91'-
ing, certioro,; d.ni.d 117 S,Ct. 1U6, 619 D,S, 834, 136
L.Ed.2d 00. Constitutional L~lW 4þ- 268(5); Crimina.l Law
""" 7UO(9)
5. Review
Deferential !:Itandard applied to rcv:if!W of t:dul court's
dE:!'d.siol1 to consider seeondary evidence of I'Ðcorrh súught
by defendant., but destroyed by police departme11t. Peo-
ple v, Memro (1995) 47 CoI,Rptr.2d 219, 11 Cal-4th 786, 12
§ 34090.5. Destruction of re<Ol'ds; condition.
,~
(., 3, ç6 tð,',j
GOVERNMENT CODIi]
, '
C..¡Ath 78~D, 905 P.2d 1305, modifu¡d on do"jo) of rehe,,_
mg, cortio.." denied 117 S,Ct. 106, 519 U.8. S34,,'1$6 "
L.Ed.2d 60. Cri¡nino¡ Low,"", 1163(1) , i
··Trial court's inquiry whether evidence was deatroyed in
good faith or bad faith is 8ssentbÆy factual; therefQre
proper st¡mdard of review La substantial evidence. Pecipl~
v, Momro (199.<;) 47 Oal.Rptl".2d 219, 11 CalAtl1 786, 12
CoUth 783D, 90G P.2clI305, modifiod on clemol of rehe".
ing, c.rtior".¡ denied 117 S_Ct. 106, 519 U.S. 834, 136
L,E:<I,2d 60. Criminal Law.,.. 1158(1)
6. Burden of .proof
Defendant had burden to shuw bad faith î,} police
dep:;¡.rtment's failill'e to preserve ev.idencG cOlla,jating of
personnel ret;ords of íntelTogatora who allegedly coeteed
cûnfe~~fon, People v. Memro ,(1995) 47 CaI.Rptr.~d 219,
11 CalAth 786, 12 C.1.4tl1 783D, .905 P,2<1 1305, modified
on denial of rehearing, certiorari denied 117 S,Ct. 106, 519
0.8, 834, 136 L.Ed.2d 6ft Criminal Law""" 700(9)
..
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Library Referenee.
Records ~22,
C,J.S_ R.cord" §73 et soq.
McKinney'. CIIl Dig Record. § 45,
§ 34090.6. Destruction of recorded routine video monitoring, telephone, and radio communication.
(a) Notwithstanding the proviaions of Section 34090, the head of a department of a city or city and
county, after one year, may destroy reoordillgs of routine video monitoring, and at~er 100 day. may
de. troy recordings of telephone 'and rOOio communications maintained by the department, This
destruction .hall be approved by the legislative body and the W1"Îtt.n consent of the agency attorney shall
be obtained. In the event that the recordilJgs are evidelJce in alJY claim filed or any pendin¡¡ litigation,
they shall be preserved until pending litigation is resolved.
Additions or changas Indicated by undarline; delatlons by Attachment 2
, i
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§ 34090
Note 4
Trial COlU·eS refu..~a1 to irnpo6e sanction i'm' police àe-
paitment's failure to preserve evidence consisting of per-
8(JJU~el re<:OI'ds of '1nw...rrogators who allegedly coerced
confession was not abuse of disere:tiQn or violation of d'Ue
proeessj although records were destroyed two IJlonths
after Qral argument in appeal concelîling motion for dîs~
covery, they were kept three jllo!3rB beyond two~YAar- statu~
tory pe1'iod for pre5ervation, and court CQuld conclude that
dep.artml1\!nt did not rflnli2.e pOMibílity of need fOl' records
after court in prior trial denied discovery motion. PBople
v. 'MemTO (1995) 47 CeLRpt:r,2d 219, 11 CaI,4th 786, 12
CalAth 78BD, 905 P,2d 13M, mooilled on denial of roh..,.-
ing, ,.¡-tlorori deni.d J17 S.Ct. 106, 5J9 U.S. 834, U)(;
-L.]¡:d.2d 60.. Conatitutional Law"'" 268(1i); Criminal Law
"'" 700(9)
5. Review
Deferential ~t.a.l' dard ap'plied to }'"Oview of trial court'a
decis..ion to consîdel' ~acondary evidence of ;t:'ecords Bought
by derend'mt, but destroyed by police department. Peo.
pIe v. Memto (1995) 47 CaI.RPtr,2~ 219, 11 CaL4th 786, 12
~?,ab.(o~~
"1
GOVERNMENT CODE, J
CaI.4th 783D, 905 P.2d 1305, morlified on deninl 0; r.h....
ing, oertiorm'i denied 117 8.Ct. 106, 519 U.S. 834"J36
L.Ed,2d 60. Criminal Law <.= 1153(1)
" Trial ' courl's inquiry whether evidence was destroyed in
good faith or hao !alth is essentiaily ractual; therefor<,
proper sblhdard of review is substantia] svi.dence. Ptlople
v, Memro (1995) 47 CaJ.Rpu·.2d 219, 11 CmAth 786, 12
CaJAth 78SD, 905 P.2d 1905, modified oa denial oftehe'"
ing, oertiorori denier! 117 S.Ct. 106, 519 U.S. 834, 135
L.Ed.2d 50. Criminal Law"'" 1158(1)
6. Burd~t1 of ,proof
Defendant had burden to ,$how bad faith in police
department's failure to preserve evidence COf1$i!:Iting of
personnel recorda of inteITogaw1'9 who allegedly ~Oe1'"<:Bd
confession. People v. Memro ,(1995) 47 Cal.Rptr.2d 219,
11 CIIl.4th 786, 12 Cai,4th 7S:JD,,905 P.201201i, mo<:lifted
on denial of rehe.a.rin&, certioral"Î denied 117 S.Ot. 106; 51.9
U,S. 3a4, la5 L.Ed.2d 60. Criminm Law"'" 700(9) , ,
§ 34090.5. Destruction of records; conditions
Notwithstanding the provisions of Section 34090, the dty officer having custody of public records,
documents, instruments, books, and papers, mllY, without the approval of the legislative body or the
written consent of the city attorney, caUSe to be destroyed any or all of the records, documents,
instruments, books, and papers, if all of the following conditions :>re complied with:
(a) The rec"rd, paper, or document is photographed, microphotographed, reproduced by electronically
recorded video imag'es on magnetic surfaces, recorded in the electronic data proceasin¡¡; system, recorded
on optical disk, reproduced on film or any other medium that is a trusœd system and that does not permit
additions, deletions, or chm'ges to the original document, or reproduced on film, optical disk, or any other
medium in compliance with· . · Section 12168.7 for recording of permanent records Or lJOnpermanent
recorç1s.
(b) The device used to reproduce ther.cord, paper, Or document on film, optical disk, or any other
medium iB One which accurately and legibly reproduces the o\-íginul thereof in .U details and that does not'
permit additions, deletions, 01' ch,mgcs to the original document images,
(c) The phot<>graphs, mkrophotog"aphs, or other reproduoti(>n6 on film, optical disk, or any other
, medium are made as aooa.sible for public r5ference as the original reoords were.
Cd) A true copy of archival quality of the film, optical disk, or any other medIum reproductions shu!l be
kept in a safe and separats place for security purposes.
However, no page of any record, paper, or document shall be destroyed if any page cannot be
reproduced on film with full legibility, Every unrepI'oducibJe page shall be permanently preserved in a
manner that will afford easy reference.
For the purposes of thiB section, every reproduction shail be deemed to be an original record and a
transcript, exemplification, 01' certified copy of nny reproducti<Jn shall be deemed t<> be a transcript,
exemplification, 01' certified copy, a. the case may be, of the original.
(Added by Stats.1955, c. 1198, p. 2213, § L Amended by Stats.1970, c. 55, p. 71, § 1; Stats.1971, c. 56, p.
75, § 1; Stats,1989, c.57, § 6; Staœ.1991, c, 1061 (S.B.84\)), § 7; Stats.1998, c. ,677 (AB.972), § 9;
Stats,2000, c. 569 (S.B.2067), § 8,)
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Library References
Records ~22,
C.J.8, R..ords § ,73 .t 'oq.
MCKinney's Cal Dig RecordB § %.
§ 84090.6. DeBtruction of recorded routine video monitoring, telephone, and radio communications
(a) Notwithstal'ding the provisions of Section 84090, the .head of a department of a city or city and
county, after one year, may destl'oy recordings of routine video monitoring, snd after 100 days may
destroy recordings of telephone and radio communications maintained by the department, This
destruction shan be approved by the legislative body and the written consent of the agency attorney .han
be obtained. In the event that the recordings :>re evidence in any claim filed or any pendln ( litigation,
they shall be preserved until pending Jitigation is resolved,
Additions or chenges indh::ated by underline; deletions by Attach m ent 2
, i
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