HomeMy WebLinkAboutReso 74-2003 RESOLUTION NO. 74-2003
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION APPROVING THE REVISED RECORDS RETENTION
SCHEDULE AND AUTHORIZING PERIODIC DESTRUCTION OF
CERTAIN RECORDS FOR ALL CITY DEPARTMENTS IN
ACCORDANCE WITH GOVERNMENT CODE SECTION 34090
WHEREAS, Resolution No. 170-86 established a records retention schedule and authorized
the periodic destruction of certain records; and
WHEREAS, the purpose of a records retention schedule is to ensure that a responsible
program of records management is practiced and documented from creation to disposition in
accordance with the law and in the best interest of the City and the citizens of South San Francisco;
and
WHEREAS, in 2001-02 the City Clerk conducted an inventory of all departments and
surveyed records stored at the Corp Yard that resulted in a more comprehensive schedule (Exhibit
"A"); and
WHEREAS, the retention schedule, entitled "South San Francisco Records Retention
Schedule" is based upon statewide guidelines developed by the City Clerks Association of California
and maintained by the Secretary of State; and
WHEREAS, most records are required to be retained for a minimum of two years, the City
desires to keep many records for longer periods of time for public reference, administrative, fiscal,
historic or legal purposes; and
WHEREAS, the records retention schedule attached and incorporated as Exhibit "A" has
been devised to provide for the systematic destruction of records, the maintenance of which are not
required by law.
NOW, THEREFORE, BE 1T RESOLVED by the City Council of the City of South San
Francisco that:
1. The records retention schedule attached hereto as Exhibit "A" is hereby approved.
In accordance with Government Code Sections 34090, 34090.5, 34090.6 and 34090.7,
records may be destroyed pursuant to the records retention schedule and the following
procedure:
The department head responsible for the maintenance of the records shall review the
records proposed for destruction and make a recommendation to the City Manager
and City Attorney.
b) The City Manager's consent must be in writing.
c)
The City Attorney must certify that the specific records have been retained for the
period required by Government Code Section 34090 and are no longer needed, and
that said records otherwise meet the requirements for destruction specified in
Government Code Sections 34090, 34090.5, 34090.6 and 34090.7.
d) The City Clerk will maintain a central file of certification of destruction.
I hereby certify that the foregoing Resolution was regularly introduced and adopted by the
City Council of the City of South San Francisco at a regular meeting held on the 13th day of August
2003 by the following vote:
AYES:
Councilmembers Joseph A. Femekes, Richard A. Garbarino, and Raymond L.
Green, Mayor Pro Tem Karyl Matsumoto, and Mayor Pedro Gonzalez
NOES: None.
ABSTAIN: None.
ABSENT: None.
ATFEST:
· // City Clerk /
EXHIBIT A
CITY OF SOUTH SAN FRANCISCO
REGORD$ RETENTION
SCHEDULE
2OO3
LEGEND
Records Retention
8/5/03
A
Ad
Au
C
Cl --
DOB =
E =
L
O =
p
S ~
Active {while a document or work is still in progress)
Adoption date
Audit (an audit is performed at he end of each fiscal year - to be
completed by 12131)
Current {current year, any record or file that is made within the current
calendar year; the retention period begins the first day of the following
year, i.e., C+2 means a record created in 1998 plus the next two calendar
years would be eligible for destruction in 0~/0~/01).
Closed (completed)
Date of Birth
Election date
Life
Obsolete
Permanent (the record is determined to be of permanent value to the City;
original records affecting the title of real property or liens thereon,
minutes, resolutions, ordinances)
Supersede (only retain the current version; once that version has been
revised the older version should be destroyed to eliminate any confusion)
Termination (upon termination of contract, employment or case files
which may cross multiple years)
CITATIONS
B&P = .California Business & Professional Code
CAC = California Administrative Code
CCP = Code of Civil Procedure
CCR = Code of California Regulations
CEQA = California Environmental Quality Act
CFR = Code of Federal Regulations
EC - Elections Code
EL = California Elections Code
FMLA = Family & Medical Leave Act, 1993
GC = California Government Code
H&S = California Health and Safety Code
HUD = Housing and Urban Development
OSHA = Occupational Safety & Health Agency
PC = California Penal Code
POST = Police Officers Standards Training
UFC = Uniform Fire Code
USC = United States Code
WIC = Welfare & Institutions Code
RECORDS RETENTION SCHEDULE
ADMINISTRATION
Administration
Records Series Title Retention Citation
ELECTIONS
Applications, Absentee E+6 months EC17505;
Ballots and Envelopes EC17302
Ballots E+6 months EC17302
Ballots - Prop 218 6 mo
(Assessment Districts)
Calendar (Elections) E+2
Candidate Statements E+4
(Successful candidates) See desc.
Certificates of Election T+4
Fair Political Practices:
Campaign filings for elected P
city officials
Campaign filings E+5
Campaign filings E+7
Statement of Economic T+4
Interest Per Sec 87200
Statement of Economic C+7
Interest
FPPC blank forms, manuals C+5
Historical documents re: P
elections
Maps, PrecinctsNoter E+2
Information
Nomination Papers:
Successful E+4
Unsuccessful E+2
Notifications and Publications E+2
Oaths of Office
Petitions
Precinct Records
Voter Indexes
T+6
E+8 months
E+6 months
E+5
EC17302
GC34090
GC34090
GC34090
GC81009(bXg)
GC81009(b)
GC81009
GC81009(f)(g)
GC81009(eXg}
GC34090
GC34090
GC 34090,EC 17501;
EC17301
EC17100
GC34090
GC 36507,34090;
29 US C 1113
EC17200, 17400; GC
7253.5; EC 14700 +
GC3756.8
EC 17503
EC 17300
Remarks
From date of election
From date of election; ballots submitted to
precincts/City Clerk that were not used -
unless contested (EC17302c) retention by
court order
Property related fees (Assessment Ballot
proceeding). Consistent with retention for
election ballots; Statewide guidelines
propose permanent-California Constitution
Article XIII
Calendar that is prepared by City (County's
election calendar is retained until no longer
required)
Statements pdnted in the sample ballots
retained permanently - histodc purposes;
E+4 for unsuccessful candidates
Received from SM County
FPPC Filings (400 sedes) (must keep paper
copy for C+2 years if LaserFiche'd)
Not elected
All other committees
FPPC Filings (700 sedes) original filed with
State
FPPC Filings (700 sedes) original filed with
City Clerk by "designated employees';
Candidates not elected = E+5 (GC81009(b))
History of elections, sample ballots,
certificates of destruction, other resolutions
re: elections
Proof of publication or posting, certification
and listing of notice of posting; copy of
newspaper notice and certification of offices
to be voted for at forthcoming election
Elected Officials, all City officers, includes
employees, Boards & Commissions
From date of election; Initiative, referendum,
recall
From date of election: Precinct official
material; declaration of Intention, precinct
board member applications, orders
appointing members of precinct boards and
designating polling places. Includes notice
of appointment of office and record of
service
Supplied by SM County (includes
destruction of CDs or DVDs
2
Admin (Continued)
Records Sedes Title
GENERAL SUBJECT
Bids, RFQ's, RFP's:
Successful
Unsuccessful
Biographies
Books, Technical
Budgets, Operating and
Capital Improvement
Contractual Agreements
Copies or duplicates of
records for which a
department is not the office of
primary responsibility
Correspondence
Correspond ence/Reports
Employee 33me Sheets
Equipment
Forms
General Subject
Goals and Objectives
Payroll Time Sheets
Plaques, scrapbooks, flags,
photographs, street maps,
significant sister city records
Reports:
Departmental
Staff
Special Projects
Subscriptions/publication
(non-city)
Support Services
Travel Records
Retention
AU+5
C+2
When no
longer
required
When no
longer
required
When no
longer
required
C+5
When no
longer
required
C+2
See desc.
c+2
T+I
C
C+2
C+2
C+2
P
C+2
C+2
C+2
O
C+2
C+2
Citation
GC34090; CCP337
GC25105-
1 ;GC34090
GC34090
GC34090
GC34090
GC34090
GC34090(d)
GC34090
GC34090
GC34090
GC34090
GC34090; GC6250
GC34090
GC34090
GC34090
GC34090
GC34090
Rema~s
Requests for Qualifications; Request for
Proposals regarding goods and services
Bios on Council city officials
(CCA'C recommends C+2)
Department copies
Working files - not originals (originals
maintained in City Clerk's Office)
Documents distributed to vadous
departments for informational purposes may
be destroyed by the depa[tment when no
longer required for reference purposes
Correspondence includes memos, message
logs, notes, ch[on files, bulletins, comment
cards, misc. docs
(Documents stored on computer are treated
with same retention as if it were a piece of
paper)
Retention for Correspondence related to a
report will depend on retention of report.
Preliminary drafts, notes and inter-office
memoranda are to be destroyed upon
completion of a project.
Departmental working files
Owners' manuals; se[vice/maintenance
information; purchase information and
correspondence & backup data
Internal working files, including
correspondence; files will be reviewed
annually, some may require retention longer
than prescribed here.
Departmental goals and objectives
Maintained by departments; for preparation
of time cards that are submitted to Finance
Historic value
Special/final summary, review or
evaluation
Non-agenda related, includes
supporting documentation
Destroy when no longer relevant
(Obsolete)
Reproduction; printing; postal/mailing
services, other internal resources
3
Admin (Continued)
Records Series Title Retention
LEGAL/LEGISLATIVE
Agendas C+2
Agenda Staff Reports
(Master, Subject Files)
P
Appeals, Civil C+3
Applications for Board &
Commissions:
Selected T+5
Not Selected C1+2
Articles of Incorporation P
Case Log C1+7
Case Records - (High Profile) P
Case Records (Routine
and completed)
Contractual Agreements:
Excluding Capital
Improvement
Includes Capital P
Improvement
Contractual Agreements and P
all related documents
Index, Attorney Case
Legal AdverlJsing
Logs, Attorney Service
Request
Minutes
Notices, Meeting
Opinions
Ordinances
Petitions
Resolutions
Summons, subpoenas:
request for information or
personal appearance
C1+7
L
C+4
C+2
P
C+2
S+2
P
C+2
P
C+2
Citation
GC34090
GC34090 (d)
CCP 583.320(a)(3);
GC34090
GC:34090, GC40801
GC34090; CCP337.2
CCP 337.2; 343
GC6254
42 USC s1983
CCP337.2,343;
GC53066;
&P7042.5'
*PU7685; 48 CFR:2
2.08.110, GC37090a;
4004; H&S 19850
CCP 337,337.1(a),
337.15, 343, GC
34909
GC6254
CCP 343,349 et seq;
GC 911.2; GC34090
GC34090
GC34090 (d);
GC36814; GC40801
GC34090.7,
54960.1c(1 )
GC34090; GC6254
GC34090 (d) 40806
GC50115; GC6253
GC34090(d)
40801
GC34090
Rema~s
Original agendas and special meeting
notices, including certificates of posting,
original summaries, original communications
and action agendas for Council, Boards and
Commissions. (Agendas are incorporated
into the minutes.)
Orig. documentation received, created
and/or submitted to Council
(C+2 orig. when LaserFiche; keep P on
LaserFiche)
Includes back-up material, resumes, and
letters
From close of cases listed; chronological
listing of cases
Significant cases, which have importance/or,
set legal precedence. Includes logs,
complaints, court orders, motions, notes,
bdefs
Includes logs, complaints, court orders,
motions, notes, briefs, closing statements
(unless minors-3 years alter attaining 18) -
Litigation, complaints, and/or claims
suspend normal retention periods (retention
begins after settlement).
Includes leases, equipment, services or
supplies.
Construction
For the removal of toxic/contaminated soil
from City property
Including notations on activities related to
case
Includes public headng notices, legal
publications
Service request, summaries of monthly
requests
Official minutes and hearing proceedings of
governing body or board, com'n or com'tee
Special Meetings
Confidential
Municipal Code
Submitted to legislative bodies
Legislative actions
Originals retained at department; copies
retained until no longer required.
4
Admin (Continued)
Records Series Title
Tapes, AudioNideo
CITY CLERK
Assessment Districts
Assessment Rolls
Council packets
Deeds
Insurance policies &
certificates - liability
Inventory, Records
Municipal Code
Passport transmittal logs
Public Records Request
Records Management
Records Management
Disposition Certification
Records Retention
POLICIES & PROCEDURES
General Administrative
Retention
C+2
P
C+5
C+2
P
P
C+2
P
Au+4
C1+2
C1+2
P
S+4
S+2
Policy, Council/ S+2
Proclamations
PUBLIC INFORMATION
Brochures, publications, S+2
newsletters, bulletins,
schedules
Calendar, City C+2
Media Relations C+2
RISK MANAGEMENT
Accident Reports - City C+7
Bonds, Insurance P
Claims, Damage C1+5
Incident Reports C1+7
Insurance, Joint Powers P
Agreement
Insurance, Certificates P
Insurance, Liability/Property P
Insurance, Workers P
Compensation
Photographs, Negatives, Film C+2
Risk Management Reports C1+5
Citation
GC34090.7
GC34090
GC34090
GC34090
GC34090
GC34090; 80 OPS
Atty. Gen. 106
GC34090
GC34090
GC34090
GC34090
GC34090
CCP 343
GC34090;
40801
GC34090
GC34090
GC34090
GC34090
29 CFR 1904.2; 29
CFR 1904.6
CCP 337.2; 343
GC34090;
GC25105.5
29 CFR 1904.2; 29
CFR 1904.6
GC34090
GC34090
GC34090
GC6410; 29 CFR
1910.20
GC34090
OMB 1220-0029; 29
CFR 1904.4;
GC34090
Remarks
When used for minute preparation; kept
longer if there's potential litigation.
Odginal documentation
Received from County once a year
City owned property
For protection from litigation
Inventory of non-current or inactive records
holdings and location, indices. Tapes may
be recycled
Supplements included
Consistent with cash receipts
Document includes retrieval, transfers -
inactive
Documentation of final disposition or records
Schedule/guidelines
All city policies and procedures, instructions
Policies, directives rendered by Council not
assigned a resolution or ordinance number
Includes cable, newspaper, radio, message
boards, presentations
Reports and related records
Bond and insurance policies insuring city
property and other assets
City Attorney retains odginal - Paid/Denied
Litigation, complaints, and/or claims
suspend normal retention pedods (retention
begins after settlement)
Theft, arson, vandalism, property damage or
similar occurrence (excluding fire/law
enforcement) (includes incidents occurring
on City property)
Accreditation/MOU's/agreements, agendas
(C+5 when LaserFiched)
Insurance certificates filed separately from
contracts, includes insurance filed by
licensees
May include liability, property, Certificates of
Participation, deferred, use of facilities
(C+5 when LaserFiched)
Indemnity; PERS - working files - originals
with Administrator
Federal OSHA Forms; Loss Analysis
Report; Safety Reports; Actuarial Studies
5
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT
Community Development
Records Sedes Title Retention
ADMINISTRATION
Benchmark Data C+2
Bids & Proposals C+2
(Unsuccessful)
Bids & Proposals (Successful) C1+10
Bonds:
Development P
Security P
Code Books P
Committees
Drawings, Project Plan
Franchises
General Subject
Histodc Preservation Inventory
Histodc Preservation Commission
Grants
Incident Reports
Master Plans
Photographs - Aerial
Project Files (Case Files)
Reports, Activity
Seismic Retrofit Program
C+5
L
P
CI +2
P
P
C+2
P
S+2
P
C+2
P
Citation
GC34090d
GC34090d
GC34090d
CCP 337.5
GC34090
GC340g0e
GC34090
GC34090d
GC65864, 65869.5,
34090 CCP337.2,
343;AC16023
GC 34090
GC34090d
GC34090d
GC34090
GC34090d
GC34090a;
H&S 19850;4003,
40O4
GC34090
GC34090a
Remarks
Hodzontal, ve~cal&con~ol
Represents completion of all terms of
the executed contract or agreement with
the organization submitting the
successful bid or proposal.
Housing; Industrial Development
Documentation created and or received
in connection with the performance of
work/services for the city, or for the
parcel maps and subdivision work
National Electrical Code, Uniform
Building, Mechanical, Plumbing &
Supplements
Member lists, minutes/agendas,
informational material, reports
Does not include those usually filed with
case, project or permit
Including subdivision agreements,
contracts for sale or purchase of
property, cable, grant of easements
and/or involving construction of
improvements
Internal working files including
con'espendence
Historic Structures & Landmarks
To Histodc Resource property owners
Emergency call-outs
Special or long range program plan for
municipalities - coordination of services;
strategic planning
Aedal photographs
Pertains to real property, new
construction, storefront improvements,
rehabilitation projects, and promotions.
May include blueprints, drawings, maps,
photos (including negatives) plans,
reports, evaluations, correspondence,
uses, permits, variances, studies,
appeals, compliance certificates,
preliminary notices, lot line adjustments
or other planning-related matters
brought before the legislative body
Periodic
Includes Certificates of Compliance
6
Community Development
(Continued)
Records Series Title
BUILDING
Address/permit files
Blueprints of city owned property/buildings
Certificates of Occupancy
ConstnJction drawings, Specifications
never issued
Flood Records
Inspection
Logs
Microfilm - Property History
Plan Check Files
Projects, not completed or denied
Receipts for payment
Signs (~Temporary)
Street Names and House Numbers
ENGINEERING
Capital 'Improvement Project Plans
Capital Improvement Projects
Capital Improvements, Construction-
Municipal Facilities
Construction Tracking Daily
Drawings, Traffic Control Plan
Flood Control
Maps & Plats
Permits:
Encroachment
Improvement
Oversize Load
Parking
Retent
ion
P
P
L
C1+2
C+2
P
C+5
180
days
a~er
approv
ed
P
S+2
P
P
el+ 10
P
P
P
C1+2
P
P
C+2
C+2
C+2
Citation
GC;34090a
GC34090d
GC34090
GC34090d
GC34090
GC34090a;4003;
4004; H&S 19850,
19853
GC34090d
GC34090d
GC34090a
GC34090
CCR337.15
2.083110; GC34090a;
4004; H&S 19850;
CCR337,15
GC34090a
GC34090d
GC34090a
GC34090
GC34090
GC34090
GC34090
Remarks
A-Zita, contains finalized permit
information
Compliance, elevation, occupancy which
affect real property
Submitted by contractors with application
foe permit never issued.
Correspondence, fees, appeal requests.
reports
Logs, registers or similar records listing
permits, certificates of occupancy issued;
may include inspection, building activity,
daily, plan check, utility
Commercial and residential construction,
tenant improvements - room additions,
spa, signs, block wall, remodel including
security bonds
Uniform Admin Code, Sec 303.4; permit
expires, and Sec. 304.4 plans expire
Manually prepared
Home occupations, off-premise signs
Street dedications, closings, address
assignmentJchanges
Infrastructure - streets, curbs, gutters,
sidewalks, storm drains, water, sewer,
parks
Supporting documents including bidders
list, specifications, reports, plans, work
orders, schedules, etc.
Contains records re: Planning, design,
construction, conversion or moditication
of local government-owned facilities,
structures & systems
Daily Tracking
Signs, signing & striping, road
construction
Storm Drains
Engineering & field notes and protiles;
cross-section of roads, streets, right-of-
way, bridges; may include annexations,
parks, tracts, block, storm drains, water
easements, bench marks, trees, grading,
landfill, fire hydrants, base maps, etc.
May include curbs, sidewalks;
Applications for excavation, fill, alterations
Residential
7
Community Development
(Continued)
Records Series Title
Paving
Use (Temporary)
Other
Programs:
Federal Programs
Traffic Safety
Reports:
Bddges & Overpasses
Inspection
Studies
Traffic Count
Vehicle Accident
Requests for Proposals (RFP's)
Routes, School Bus & Truck
Signage
Special Districts
Speed Limits
StreetJAIley (AbandonmenWacation)
Studies, Special Projects & Noise Areas
Surveys
Traffic Signals
ENVIRONMENTAL QUALITY
Air Quality (AQMD)
Asbestos
California Environmental Quality Act
(CEQA)
Congestion Management
Environmental Review
Pest Control
Soil, HAZMAT level 1 or 2
Soil Reports
Retenti
on
C+2
C+4
C1+2
C+3
C+2
L
C+2
C1+2
C1+5
C+2
C+2
C+2
L+2
P
S+2
P
C1+2
P
P
C+7
P
P
C+2
Ct+2
C+2
C1+2
P
Citation
I GC34090
GC34090
GC34090d
23CFR633 (a) & (c)
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
G034090
G034090
GC34090
GC34090a
GC34090
GC34090d
GC34090d
GC34090a
GC34090
CCP 338(k); GC34090
GC34090a
GC3490a + CEQA
Guidelines
GC34090d
GC34090d
GC34090d
GC34090d
GC34090d
Remarks
Includes Special Events
Alterations, excavations, mad, street
sidewalks & curb alteraUons,
transportation, swimming pool
drainage, temporary uses, etc.
Pedestrian safety, bicycle lanes
Life of structure
Includes intersection, sidewalks,
bddges and overpasses, keep for the
life of structure
Traffic volume, accident history,
requests, statistics, drawings
supporting traffic devices
Evaluation of traffic volume
Retention for Department historical
value
Truck routes, access ramps, rest
areas
Log books, index register cards,
inventory lists, records of traffic signs
Supporting documents re:
improvement, lighting, underground
utility; bonds, taxes, & construction
Relinquishment of rights and fee title
Engineering, Joint Powers, noise,
transportation
Recording data and maps
Logs, drawings, wiring diagrams,
codes, circuit numbers, installation
records, testing and maintenance
Participants/voucher logs, Total Daily
Mileage Survey (TDM); various local
authorities; Commute Alternative
Documents abatement projects,
public buildings
Exemptions, Environmental Impact
Report, Mitigation monitodng,
negative declaration, notices of
completion and determination,
comments, statements of overriding
considerations
Ride shadng, tdp reduction
'Correspondence, consultants, issues,
conservation
Pesticide applications, inspections &
sampling, documents
Analysis, construction
recommendations
Final Reports
Community Development
(COntinued) Retent
Records Sedes Title ion
GRANTS
Community Development Block Grant P
and Urban Development
Financial Records C1+5
Grants C1+5
Grants, Federal and State
Grants, Unsuccessful
Reports, Federal & State
C1+5
C1+2
P
HOUSING
Applications for Loans - rejected C+2
Appraisal Reports C+5
Bonds P
Employees First Time Homebuyers Loan C1+4
Program
Housing Programs P
Loans P
Photographs C+2
Promotional Matedal C+2
Railroad Right-of-way C+3
Redevelopment:
Budgets P
Bond Issues P
Relocation Files C1+2
Summer Youth Program C+2
Citation
GC34090; 24 CFR
570.502; 24 CFR85.42'
GC34090
24CFR 570.502(b) (3);
24 CFR
85.42 OMB Cir. A-110,
Attach. C;
OMB A-102 &128, HUD
regulations
GC34090
GC34090
GC34090a
GC34090
GC34090, 6254(h)
CCP337
GC34090, CCP 337
24 CFR 570.502(b)(3);
24 CFR 85.42 & OMB
Cir. A-110, #C
GC34090
GC34090d
GC34090
36CFR64.11
GC34090, 40802, 53901
GC43900 et seq.
GC34090
GC34090
Rema~s
Applications, reports, contracts,
supporting documents
Refer to grant application close-out
procedure
Project files, contracts, proposals,
statements, reports, sub-recipient
dockets, Environmental review, grant
documents, applications, inventory,
consolidated plan, etc. Includes Section
108 loan guarantee
Refer to grant application close-out
procedure
Applications not entitled
Grants, Community/Urban Development
(includes CDBG)
First time homebuyers program
For land acquisition - not accessible to
the public
Revenue Bond Documentation
Loan pay-off + 4 years
Covers statute of limitations for contracts
Comprehensive Housing Authority
Strategy. Meeting Credit Certificate,
Housing bond advisory, HOME, In-Lieu
Housing Mitigation, Low/Moderate
Housing, Rental Housing Assistance
Promissory notes, Deeds of trust, detail
information.
Photographs not associated with a project
file
Land acquisitions, correspondence,
improvements, statutory records
Includes annual audit
Redevelopment/related to eminent
domain
Invoices and detail for summer youth
programs, reportable to other agencies
9
Community Development
(Continued)
Records Series Title
PLANNING
Annexation Case Files
Assessor Parcel Information
Case files, Planning & Zoning
Development Agreements
Development Conditions
Development Permits
Development Standards
Environmental
determinations/reports or neg decs
for outside Cib/boundaries
General Plan and Elements
General & Specific Plan
Amendments:
Approved
Denied
Interpretations
Land uses, nonconforming
Maps. Plans, Drawings, Exhibits,
Photos
Projects, not completed or denied
Retention
P
S
P
C+2
P
P
C+3
P
P
Retain as
long as
required
Retain as
long as
required
Citation
GC34090a
CC34090
GC34090a;
H&S 19850; 4003;
4004
CCP337,
337.1(a),337.15;
GC34090;
48 CFR 4.703
GC34090
GC34090a; H&S
19850; 4003; 4004
GC34090a
GC34090
GC34090
GC65103:
GC50110
GC34090
GC34090a
GC34090;
H&S 19850;
GC34090,7
GC34090d
Remarks
Reports, agreements, public notices
County retains originals
Pertains to real property. May include
reduced copies of blueprints, drawings,
maps, and plans; reports, evaluations,
correspondence, use permits, variances,
studies, appeals, compliance certificates, lot
line adjustments or other planning-related
matters brought before legislative body
Infrastructure contracts, franchises;
including CC&R's, property restrictions, park
improvements, sidewalks, street & alley,
utilities.
Mitigation measures; filed with case files
Building, Planning. signs, grading, including
drawings and specifications
Landscape mediums, parkway landscape
development, .public works construction
(copy may be retained for histodc purposes)
Non-records
Includes sphere of influence
Building or site usage which does not
conform to current standards
Zoning, tentative subdivision, parcel, land
use map, aedal photos, specific plans
Planning
10
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
Finance
Records Series Title Retention
' AUDIT
Annual Financial Reports P
Budgets, Operating and Capital, P
Adopted
Reviews, Internal/External CI
Pedodic (completed)
- FINANCE
Accounts Payable Au+4
Accounts Receivable Au+4
-Assessment Districts T
Bank Reconciliations; Bank Au+5
statements
Budget adjustments Au+5
Business licenses C+4
electronic
Checks Au+5
Deposits, Receipts Au+4
Developer deposils/history T+5
Petty Cash Receipts AU+4
Petty Cash Records (copies C+2
being maintained by depts.)
Invoices Au+4
Ledger. P
General
Journal Voucher Au+4
Purchase Orders / Requisitions Au+4
State Controller P
Vendor Register P
electronic
Taxes. Receivable Au+3
FIXED ASSETS
Inventory Au+4
Surplus Property:
Auction
Disposal
Vehicle Ownership & Title
Au+2
Au+4
L
Citation
GC34090
GC34090
GC34090;
GC6250
GC34090
GC34090
GC34090
GC34090;
26 CFR 16001-1
GC34090
GC34090;
CCP 337
GC34090
CCP 337
GC34090;
CCP 337
GC 34090
GC 34090.7
GC34090
GC34090;
CCP 337
GC34090;
CCP 337
GC34090;
CCP 337
GC34090
GC34090
CCP338
GC34090;
26 CFR 301 65-
I(F)
GC34090
GC34090;
CCP 337
VC 9900 et seq.
Remarks
Copy retained by City Clerk's office
Copy retained by City Clerk's office
Daily, weekly, monthly, quarterly, or other
summary, review, evaluation, log, list, statistics,
except a report
Invoices, check copies, supporting documents
(copies maintained by departments are C+2)
Collection information/until termination of district;
Original documentation files with City Clerk
Statements, summaries for receipts,
disbursements & reconciliation's
Account transfers
Paid & reports
Includes payroll, canceled & voided checks
Checks, coins, currency
Copies maintained by departments
Includes copies of receipts, logs, transmittal forms
Copies sent for fees owed, billing, related
documents
Account postings with supporting documents
Original documents
Controller may destroy after 5 years
Alpha vendor listing of purchase orders, invoices,
account numbers and check date
Reflects pumhase date, cost, account number
Listing of property
Sealed bid sales of equipment
Title transfers when vehicle sold
11
Finance (Continued)
Records Series Title Retention
PAYROLL
Address changes, direct deposit, Au+4
vacation and comp times sales
Adjustments Au+4
Deferred Compensation T+5
Reports
Employee Time Cards Au+6
Register P
Reports, PERS Employee T+4
Deduction
Reports, Federal and State Tax Au+4
Reports, Labor Distribution Au+2
Reports, Leave Hour C+4
Salary Records T+3
CAPITAL IMPROVEMENT
FINANCING AUTHORITY
Administration
Financial Records
Management Reports
TREASURER
Bonds:
Account Statements
Administration
Investment Transactions Reports
P
P
C+2
Au+5
T+5
P
Citation
GC34090
GC34090
29 CFR 516.5-
516.6
GC34090;
26 CFR 16001-1
29 CFR 1627.3(2)
GC34090;
29 CFR 516.2
29 CFR 516.6(1);
IRS Reg. 31.6001-
l(e)(z); R&T
19530; LC 1174(d)
GC34090;
GC37207
GC34090;
CAC 22~1085-2
26 CFR 31-6001-
1; 29 CFR 516.5,
516.6, LC 1174(d)
GC34090;
29 USC 436
26 CFR
31.6001.1-4; IRS
Reg 31.6001-
1(e)(2); R&T
19530;29 CFR
516.5-516.6
GC34090
IRS Reg 31.6001-
1(e)(2), 29 CFR
516.5-516.6,
R&T19530;
LC1174(d); GC
34090
GC34090;
29 CFR 516.2
GC34090
GC34090,40802,
53901
GC34090
GC34090;
CCP 337.5
GC34090;
CCP 337.5
GC34090;
CCP 337;
GC 536O7
Remarks
Audit purposes
Records of employee contributions and city
payments
Signed by employee for audit & FEMA Reports
Labor costs by employee & program
Record of deductions (PERS Public Employee
Retirement System)
Forms 1096, 1099, W-4's and W-2's
Costs by employee & program
Garnishments
Monthly statement of transactions
Supporting documents
Summary of transactions, inventory & earnings
report
12
RECORDS RETENTION SCHEDULE
FIRE DEPARTMENT
Fire
Records Series Title
Retentio Citation
ADMINISTRATION
Books, Fire Code S+3
Inspections, Fire Station C1+2
Inspections, Fire Prevention C1+3
Investigations, Evidence Arson P
Investigations, Evidence Arson C1+6
Joumals, Fire Station
Legal Opinions
Mutual Aid, Strategic Plans
Patient Care Reports
Permits, Fireworks
Policies & Procedures
FIRE PERSONNEL
Background investigations:
Hired
Not hired
Controlled substance
Exposure
Exposure
Medical
Medical
Training
PROPERTY
Apparatus/Vehicle
P
P
C+2
P
C+2
C+2
T+5
C1+2
P
T+30
T+I
T+30
T+2
T+2
C+2
Field, Non-fire and Logs C+2
Fire, Non-arson and Logs C+2
Fire EquipmentJGear Logs C+2
Incident Reports C1+5
InventonJ, Equipment & C+2
Supplies
Investigations, Evidence Arson C+3
CODE ENFORCEMENT
Abandoned Vehicles
Case Files
C1+2
P
FormsJhandouts S
Liens & Releases, Supporting C1+2
Logs C+2
GC 34090.7
CCP 340.5
GC34090
U FC 103.34
PC799
PCS00
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
29CFR
1910.1020
29CFR
1910.1020
29CFR
1910.1020
29CFR
1910.1020
GC34090
GC34090
CCP 340.5
8 CA Code of
Regulations
3203(bXl)
GC34090
GC34090
GC34090
GC34090
CCP338
CCP 340.5
GC34090
PC801;
UFC 104.32
GC34090d
GC34090d
GC34090
GC34090d
13
Remarks
Include CPS manuals
Alarm/sprinkler systems, prevention efforts
Support prosecution resulting in homicide
Great bodily harm, inhabited structure or
property
Activities, personnel, engine company
From State legislature or City Attorney's office
Medical reports
Permits for fireworks booths
Includes rules, regulations, standards
Morphine/valium record keeping
Sampling results, collection methodology,
background
Laboratory reports and worksheets
Employees less than one year
Certifications/designations
Repair and Maintenance
Dispatch and daily logs
Structure
Private property
Building, housing and mobile home code
violation records including inspections; public
nuisance rubbish and weed abatement, vehicle
abatement, citations, massage parlor permits,
general
Knox box, after hour inspections etc.
Utilities, abatement, licenses
Lien Recovery, citations, complaints
Fire (Continued)
Records Series Title Retention
Regulations S+2
Reports, Federal & State P
Safety Inspector Reports P
Violations, Building, Property & C1+2
Zoning
Weed Abatement C+5
HAZARDOUS MATERIALS
Hazardous Waste Disposal
Permits, Hazardous Materials
Storage
C+10
P
Programs, Household S+2
Hazardous Waste
Training Materials S+2
Underground Storage Tank:
Compliance P
Maintenance & ODer. C+2
Citation
GC34090d
GC34090a
GC34090
GC34090d
GC34090
CA OSHA;
40CFR122.21
GC34090
GC34090
Cai Code Reg.
3204(d), et seq.
GC34090a
GC34090
Remarks
Includes rules
Code enforcement statistics; may contain records
affecting title to real property or liens thereon
Engine Company
Supporting code enforcement activity
Reports, assessments, resolutions,
documentation
Documentation re handling and disposal of
hazardous waste
Although the GC only recommends current + 2
years, other agencies consistently recommend
permanent retention of environmentally sensitive
matedal
Standards and Administration
Documents re: storage
Location, installation, removal, remediation
14
RECORDS RETENTION SCHEDULE
HUMAN RESOURCES
Human Resources
Records Series Title Retention
Benefit Plan Enrollment, Denied T+5
Benefit Plan Claims P
Classifications and Appointments P
Employee Accident Reports T+5
Employee Handbook S+2
(currently non-existent)
Employee Programs C+5
Employee Rights
Non-Safety Employees
Safety (Police)
Hourly Employees
Immigration
' Job interest cards
Medical Leave
Motor Vehicle Pulls (DMV)
Negotiations (labor relations)
Personnel Files:
Non-Safety Employees -
Safety -
Personnel Records (copies)
T+5
T+5
T+5
P
C+2
T+5
C1+7
P
T+25
T+25
C+2
Citation
GC34090
GC6250 et seq.;
CFR 1602.30; 32;
Lab Roi Sec 1174
29 CFR 1637.3; 29
USC 1027; 29 CFR
1627.3; 29 USC
1113
GC34090;
GC12946; 29 CFR
516.6(2); 29 CFR
1602.4
GC34090
GC34090
GC34090;
GC12946
GC12946; 29 CFR
1602; 29 USC 211
(e); 203(m); 207(g)
GC12946;
GC34090
29 CFR 1627.3,
Labor Relations
Section 1174
Immigration
Reform/Control Act
1986 Pub L 99-603
GC34090
FMLA 1993 US
OSHA; 29 CFR
1910.20; 29 CFR
1602.30.32; 49 CFR
193-9
GC12946,
CA gl009; 8 USC
1324 (a)
2g USC Sections
21 lc, 203(m),
207(g)
Reference: 29 CFR
16273; Lbr Rltns
Sec 1174; 29 CFR
1602.30.32;
GC6250 et seq.; 29
CFR; GC 12946,
34090,1607.4; 29
CFR 655.202; 29
CFR 516.6 et seq.;
45 CFR 1068.6(a)
GC34090;
GC6250
Remarks
(Part of EE tile)
May include dental, disabilib/, education, health,
life and vision including dependent care and
Employee Assistance
Includes supplemental Personnel records
(Part of EE file)
General employee information including benefit
plans
Recognition/customer service
May include arbitration, grievances, union
requests, sexual harassment and civil rights,
complaints, disciplinary actions
(Part of EE file) May include family leave;
certifications; tests; W-4's
Notes, notebooks, correspondence, contracts, and
Memorandums of Agreements
Applications, certificates, disciplinary action,
disciplinary complaints, grievances, insurance,
licenses, performance appraisals, personnel
history, Release Authorizations; certifications;
reassignments; outside employment;
commendations; terminations; Oaths of Office;
pre-employee medicals; fingerprints; identification
cards (ID's)
Attendance; evaluations; drafts; worksheets,
postings
15
Human Resources
(Continued)
Records Series Title
PERS, Social Security, SSI
Recruitment
Reference Checks
Surveys & Studies
Training Records:
Non-Safety
Retention
T+5
C1+3
T+2
C+5
C+7
Citation
29 CFR 1627.3(2); GC
12946, 34090
Reference:
GC12946; GC6250 et seq;
29 CFR 1602 et seq.; 29
CFR 1607; 49 USC
2000(e)-8; 2000c-12
GC12946
GC 12946, 34090; 29 CFR
516.6(2); 29 CFR: 1602.14
GC6250 et seq.
Rema~s
(Part of EE file) EEOC/ADEA
Applications (not hired), resumes, alternate
lists/logs, indices; ethnicity disclosures;
examination materials, examination
answer sheets, job bulletins; eligibility;
electronic database
Includes classification, wage rates
Employee/volunteer applications, program
training, class training materials,
internships
Personnel (by name)
Safety
Volunteer workers:
hired
not-hired
Workers Compensation
T+7
C+2
T+2
C+2
P
GC34090
GC34090
GC34090
CCR 14311;15400.2 Labor
Code 5405 Title 8
Paperwork documenting officers' intemal
and external training
Certifications/designations
Includes applications, waivers, placement
forms; Information is generally kept by
departments
Claim Files, Reports, Incidents (working
files) originals filed with Administrator
16
RECORDS RETENTION SCHEDULE
INFORMATION TECHNOLOGY
Information Technology
Records Series Title
Annual fiscal year and calendar
year full backups
Monthly full backups
Daily full backups
Intemet, Wodd Wide Web
Inventory information systems
Licenses
Network information systems
(LAN/VVAN)
Retention
C+7
Until no
longer
required
30 days
C+2
C+2
C+2
C+4
Citation
GC34090 et.
seq.
GC34090 et
seq.
GC34090 et.
seq.
GC34090
GC34090
GC34090
GC34090;
CCP 337.2;
CCP 343
Remarks
Considered an electronic communication and
can be destroyed when no longer required;
retention based on administrative value
Stored off-site; Considered an electronic
communication and can be destroyed when no
longer required; retention based on
administrative value
Considered an electronic communication and
can be destroyed when no longer required;
retention based on administrative value; recycle
tapes
Management/policies and supporting
documentation
Hardware/software inventory logs; systems
manuals
Forms, documentation required by Federal or
State Agencies
Configuration maps and plans
17
RECORDS RETENTION SCHEDULE
LIBRARY
LIBRARY
Records Series Title Retention Citation
Class rosters C1+2 GC 34090
Grants received P
Library Board of Trustees
meeting packets
Patron comments on materials
Staff manual
State library repods
P
C+7
C
P
Rema~s
Applications, reports, all pertinent
documents; kept in-house, historic
value
Historic value
Cards filled out by Library patrons
and kept in-house
Kept in-house
Historic value
18
RECORDS RETENTION SCHEDULE
POLICE DEPARTMENT
Police
Records Series Title
POLICIES & PROCEDURES
Dept. Procedures / General Orders S+5
Dept. Rules & Regulations S
Records' Procedures S
PERSONNEL/TRAINING
Payroll C+2
Personnel:
Background investigations:
Hired T+5
Not hired C1+2
Personnel information C+2
Accident Review C1+5
Citizen Complaints C1+5
Intemal Affairs C1+5
Shootiag/officer involved L
Daily Attendance C+2
Schedules
Training T+2
Recruitment C+2
Personnel Photographs S+2
Bi-annual CJIS Certification C+2
Comp Time/Shift Swap Request C+2
Forms
Crossing Guards T+2
Daily Roster C+2
Employee lists S
Grievance ales C1+2
Hostage Negotiation Team C+5
K-9 Training C+5
P.O.S.T. compliance - Dispatchers T+2
P.O.S.T. notification of appointmentJ T+2
termination
P.O.S.T. reimbursements C+2
P.O.S.T. school travel C+2
authorizations
Performance Reviews T+2
Personnel meeting notes C1+2
Reserve Officers; training, T+2
jobs/hours worked
Shift Bids C+2
SWAT C+5
Training bulletins, lesson plans P
(range), firearms (range)
Training/Schools C+2
Retention
Citation
PC 832.5
PC 832.5
PC 832.5
GC 34090
GC12946
GC34090
GC 34090
Remarks.
PAF's OSHA reports, change of address
forms (copies)
Investigation of employee-involved vehicle
accidents.
Investigation of complaints by citizens
Investigation of alleged employee
misconduct.
Investigation of ofrmer-involved shootings.
Employee work schedule
Employee training (includes sworn and
non swom)
Background information on applicants.
Until superseded; computerized and
updated periodically
Grievance filed by employees, supporting
documentation
Copies (Orig. in HR)
19
Police (continued)
Records Series Title
Twenty-First Century Leadership
Academy
Use of force/Supv, review
Volunteer card files
Watch Assignment/timekeeping
records
CRIME I ACCIDENT / INCIDENT I
ARREST REPORTS, CITES,
WARRANTS
Felony crimes with or without
arrests
Felony & Misdemeanor Cdmes w/o
arrest- Sections 799, 800, 801,
801.5
Traffic Accidents
Involving City property or
personnel
Fatal & major injury
Involving arrest
All others
Infractions or no crime occurred
Specific Reports by title:
Mental Case
D.V. related Ass&Bat
Involves City property or
personnel
Missing persons
Sexual assaults
Child abuse & neglect
Arrest/conviction H&S Section
11357(b),(c),(d),(e) or H&S Section
11360(b) violations (occurring after
1976)
Arrest/Conviction H&S Section
11357(b), (c), d), (e) violations
(occurring before 1976
Citations:
California Vehicle Code
Infractions (Police Copy)
Parking/Traffic
Transmittals
Retention
S
C1+2
T+2
C+2
P
See desc
See desc
C+7
P
P
C1+2
C1+2
P
P
C+7
C1+2
P
P
C1+2
(Mandatory
destruction
from date of
conviction or
date of arrest
wino
conviction)
Mandatory
destruction
(wi written
notice from
Of J)
C+2
C+2
C+2
Citation
GC34090
PC800,801
GC34090
PC 799, 800,
801,801.5,
801.6, 802(a),
802(b) and
802(c)
GC 34090
11170(aX3) PC
H&S 11361.5
H&S 11361.5
(c)
GC34090
GC34090
GC34090
Rema~s
Volunteers' ID, contact info
Commencement of p~osecution defined in PC 804.
E. xceptJon: See PC 803 - Tolling/Extension of time
pea)ds: Appeals process and '"rhree Strikes" also
consideralJons in assigning retention.
Retention per Statute of Limitation
(Refer to Page 25, Note 2)
No arrests, identifiable property of missing
persons (Refer to Page 25, Note 1)
If substantiated or inconclusive must be
retained minimum 10 yrs.
Applicable to convictions occurring after
1976 or arrests not followed by a conviction
occurring after 1976; exception: 11357(e)
retained until a juvenile offender attains the
age of 18 years, then destroyed pursuant to
11361,5
Applicable to convictions occurring pdor to
1976 or arrests not followed by a conviction
occurring pdor to 1976 violations of H&S
Code 11357, 11364, 11365, 11550
Odginal is forwarded to court
Originals are forwarded to court after
agency processing; includes citations
electronically created
Listing of citations forwarded to coud, filed
for reference
2O
Police (Continued)
ReCOrds· Series Title
Arson, Sex, and NarCOtics
Registrant Files
Evidence tapes
Field Interview Records
Fingerprints:
Applicant Files
Local 10-digit or palm pdnt cards
Latent prints
Suspect, Adult/Juvenile
Homicide (investigator's file)
Photographs and negatives:
Cdme Scone
Traffic accident scene:
Involving City property or
personnel
Fatal & major injury
Involving arrest
All others
Mug shots
Rap Sheet
Sealed Records:
Adult found factually innocent
Retention
L
See desc
C+2
T+2
L
See desc
CI
P
See desc
C+7
P
P
CI+2
L
DOJ
advises to
keep only
as long as
needed
Mandatory
destruclJon
upon and
pursuant to
Court Order
Citation
GC34090.6
GC34090
GC34090
GC 34090.6
GC34090
PC851.8
Remarks
Fingerprint Card, photo, & criminal history.
Information also forwarded to DOJ
Destroyed after adjudication of case, or
statute of limitations
Contact info
Checks for city employment, business
license applicants; may include related
paperwork (DOJ Transmittal form) (covers
all City depts.)
Persons booked into detention facility
Latent prints are treated as evidence
Adults~juveniles suspected of a crime, taken
for comparison. Destroy after original
purpose achieved. Destroy when other
evidence is destroyed.
Destroy when case closed &/or no longer
functional
Retention is same "Traffic Accidents"
reports, Pg 21
Life of arrestee
Requests for criminal history of defendant,
suspect/potential suspect
General provision; upon petition, reCOrds of
agency must be sealed and destroyed in
accordance with the provisions set by court
record; excepUons.
Juvenile
Tapes (audio, video, as evidence)
Warrants:
Felony
Misdemeanor Criminal
Served
Unserved (local)
Mandatory
destruction
upon and
pursuant to
Court Order
See desc
Eligible for
recall after 10
yrs, upon
review by
DA's ofc. on
case-by-case
basis.
Recall after
5 yrs
C
See desc
WlC 826(a)
&(b),
WlC 781(A)
Local law enforcement records within WIC
826(b) may be destroyed as ordered by the
court. Records involving arrests, detention
and/or petitioning juvenile before juvenile
court
Same retention as crime report.
Recommended by the California Law
Enforcement Warrant Officer's Association
Recommended by the CA Law Enforce
Warrant Officer's Assoc.
Included warrant service information card,
alpha index card
Until served, recalled or purged
21
Police (Continued)
Records Series Title
INTELLIGENCE
ABC files
Gang Member Index
Retention
C1+2
C+2
Gang Registration C+2
Intelligence Operations Bulletins Cl
Narcotics: T+ 10
Confidential Informant Files
Parolees records - SSF
See desc
Pawn Broker/Secondhand Dealer C+2
Probation records - Juvenile C1+2
Registration files - CIB C1+2
TIP Bulletins C+2
Wanted Posters - FBI CI
DEPT, PROGRAMS / SPECIAL
PROJECTS
ABC G.A. LE. C+2
Adopt-a-Dwelling C+2
Adopt-a-School C+2
Citizens' Academy C+2
Commendation Committee C+5
COPPS S
D.A.R.E. C+2
Directed Patrol Logs C+2
Domestic Violence Tracking C+2
Downtown Offenders C+2
Downtown Project C+2
Explorer Program:
Checkbook, savings accounts and Au+4
accounts payable
Program files C+2
First Chance Program C+2
Grant Wdting C+2
Gratuity File C+2
Juvenile Smoking (308B P.C.) C+2
Law Enforcement Block Grants C1+5
Lesson Plans: DARE, gangs, sober S
graduation, citizens' academies
Narcotics Task Force (NTF) - C+2
County
PAL Program:
Bills, team expenses, accounts C+2
Treasurer Reports P
Insurance Contracts
Membership lists
Monthly newsletters
Permission slips
P
C+2
C+2
C+2
Citation
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
Remarks
Name, address, monikers, gang affiliation of
active members
Meeting notes, development of Dept.
procedure
Legal notifications, identification information,
payment information, activities information
List of current active parolees. Destroyed
individually when person is no longer on
parole.
Pawn slips. Dealer required to file duplicate
with agency.
Info from County ofjuvs in SSF on probation
For donations to the Police Explorer Post to
augment monies budgeted by the city;
checks received
Minutes of meetings, trip plans, evaluations
For payment of activities and other expenses
in regard to the PAL Program.
Yeady final reports done by an accountant
not employed by City.
Proof of insurance coverage.
Pal Program membership rosters.
Newsletters describing upcoming events.
Permission slips signed by parent giving the
okay for the child to participate in a given
activity.
22
Police (Continued)
Records Series Title Retention
Project N.E.A.T. C+2
Sober Graduation C+2
Summer Youth Work Program C+2
Transient Encampments C+2
Vehicle Theft Task Force (VTTF) - C+2
County .
LOGS I STATS I INVENTORY
Asset Forfeiture: C1+2
Proceedings Case File
Booking fees paid to County
Case Assignment Log
Court Liaison's filing log
C+2
C+2
C+2
Dispatch Incident/Status Cards C+2
Equipment:
Manuals, warranties, instructions T
Service Records T
Firearms Inventory P
Holding facility:
Jail Operations C1+2
Temporary Holding Facility C+6
Health Questionnaire and Faclrity
log
Property Control C+2
Reports, Activity:
Daily Activities Records C+2
Daily Activity Report (monthly) C+2
Undercover activity financial C+2
disbursement records (buy fund)
Speedometer calibration certificates
Statistical (Crime analysis) C+2
· Subpoena Log Book
Towed/stored vehicle logs
C+2
C+2
UCR Cdme statisUcs C+5
TRAFFIC
Abandoned Vehicle Abatements C+2
C.A.R.E. (Citizen Assisted Radar C+2
Enforcement)
Citation
GC 34090
GC34090
GC~0~
GC 34090
23
Remarks
Log by case number, defendant's name,
amount of money involved and how
distributed
Case # and detective assignments
Contains case number, arresting officer,
suspects' names, charges, victims' names,
date of filing
Retained until termination of equipment use
Retained until termination of equipment use
Department-owned weapons, personal
weapons, alternate weapons, secondary
handguns; produces inventory reports
"Lock-up" inspection reports
Individual's name, age, sex, report #,
charge(s), cell #. ID~. time date. time
checks, officer's name
Log items coming into and going out of
property room. Is done on Property/
Evidence form and flied with the case report
when completed.
Daily accounting of calls-for-service and
initiated activities by officers and PSTs
Internal generated info, using activity logs,
citizen calls, current & past cdme statistic
reports, citations, crime reports, accident
reports, permits, receipts. Reports created
for variety of purposes including increases/
decreases in cdminal activity; officer
workload, deployment, time usage
Subpoenas received/served daily
Date, time, locations, description of vehicle,
tow company
Uniform Crime Reports. Mandatory to DOJ.
Police (Continued)
Records Series Title
Courtesy Notice of Violation
DUI Cost Recovery
Monthly Traffic Reports
Office of Traffic Safety Grant - Avoid
the 23
Parking Cite Fine Collection
Parking Place Commission
Preliminary Alcohol Screening (PAS)
calibration log
Radar calibration records
Radar Survey
Rat Boxes
SWITRS
TARPS Expense & Accommodation
worksheets
Taxi Cab Inspections
Taxi Cab Driver Applications
Tow Companies
Tow Truck Drivers' ID
Tow Truck Inspection
Traffic Activity Log
Traffic Complaints
Traffic Counts
Traff~c Officer Statistics
GENERAL SUBJECTS &
CORRESPONDENCE
9-1-1 Printouts C+2
Accounting / cash reconciliation Au+4
Affidavit of Costs C+2
Auction Records C+2
Bail receipts C+2
Bike Registration Files C+2
Briefing Board Info C+2
Business Licenses - PD approval C+2
Citizen Questionnaire / Survey C+2
Response
Civil Subpoena Witness Fees C1+2
Client Alert/Legislative Updates S+2
Code Enforcement Log C+2
Colma PD Contracts T+5
Concealed Weapon Permit A+2
CPS &Califomia Law Enforcement C1+2
Teletype system (CLETS)
Daily Cash Audit Sheets Au+4
Damaged Vehicle Log C+2
Dance Hall Secudty Payments C+2
Destruction of firearms / narcotics P
file
Fingerprinting Transmittals to the C+2
DOJ
Retention
C
C+2
C+2
C+2
C+2
C+2
C+2
T+2
S+2
C+2
C+2
C+2
C+2
T+2
C+2
T
C+2
C+2
C+2
C+5
C+2
Citation
GC 34090
GC34090
GC 34090
Rema~s
Working files
Documentation of radar instruments retained
dudng use/ownership
Records of monies into the General Fund
Bike registrations and renewals
Citizen response to service received or
request for service & correspondence
Procedure/agreement to release State
summary criminal history
Disposal
24
Police (Continued)
Records Series Title
Firearms Dealers
NClC Validations
OSHA Claims
Palmlstry Applications
Repossession/Private Tows of
Vehicles
Research Project Files
Retention
C+2
C+2
T+2
C+2
C+2
C1~2
Restitutions C+2
Restraining Orders, EPOs C
Ride-AJongs C+2
Secudty Guard Agencies C+2
Solicitors C+2
Staff Meeting Notes C+2
Supervisors' Meeting Notes C+2
Taser T+2
Uniform Vouchers (by name) C+2
Vehicle Inventory Sheets C+2
Citation
GC34090
GC34090
Rema~s
Written verification from particular
companies
May include request forms, background
materials, staff reports, final project reports
and supporting data.
Destroy alter law enforcement actions
described in PC 273.5, 273.6, 646.9,
12028.5, 13700 and Family Code Sections
63806383 are fulfilled and effective date of
restraining order has expired
Authorize purchase
The destruction of felony, misdemeanor and infraction Crime/Case/Incident Reports is permitted providing:
Note 1
1.
2.
3.
4.
5.
6.
They do not relate to an unadjudicated arrest except for H&S 11357 or H&S 11360 violations;
They do not relate to unserved warrants;
They do not involve identifiable items which have not been recovered;
They do not relate to PC 290, PC 457.1, orH&S 11590 registrants;
They do not relate to violations listed in PC Sections 799 and 800;
The cases are not presently involved in either a civil or criminal litigation.
25
RECORDS RETENTION SCHEDULE
PARKS, RECREATION AND MAINTENANCE SERVICES
PR&MS
Records Sedes Title Retention
ADMINIRECREATION
Accident Reports - Rec program C1+2
patrons
City co-sponsored groups
Class Rosters C+2
Day in the Park C+5
Facility Rentals/Use C+2
Harbor District/Marina
P
Park In Lieu Fees P
Photographs
Plans, Proposed
Refund requests
Schedules, Classes & Events
School District/City leases
Studies
SENIOR SERVICES
Grants - Aging
Project Files
Receipts - donations
STREETS/PARKS
Abandonments/VacaUons
Closures
Common Greens
Community Garden License
Agreements
Easements, Dedications. Rights-of-
Way
Field Books
Incident Reports
Intersection Records
Inventory, Equipment
Landscaping Records
Landscape Drawings
Lighting
S+2
C+2
Au+4
0+2
P
C1+2
C1+5
C+2
C+2
P
P
C+5
C+5
P
P
C1+7
C+2
A+2
C+2
2
C+2
Citation
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
G034090
GC340g0
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
Remarks
Accidents by patrons using City facilities,
attending classes
Applications, rosters, financial reports
Year to year working files; vendor and event
information
Permits, contracts, diagrams, schedules,
insurance binders
Histodc records; billings, financial reports;
administrative records
Dev. Projects - formula for determining fee and
record of payments
Special events, retained for historic purposes
Future plans, new sites, expansions or until
superceded
Classes, facility rentals
Enrollment, liability releases, evaluations,
attendance, flyers
Copies maintained for reference purposes
Future park sites, expansions
Federal and state grants
Current project information including memos,
correspondence, supporting documents relative
to the project
Used in quarterly reporting to other agencies
Maintenance, assessments
Damage to parks, facilities
Includes correspondence, volume counts,
accident history
Warranties. purchase orders
Plants, tree maintenance, work orders, contracts,
complaints, specifications, photos, reports
Drawings
Maintenance. work orders
26
PR&MS (continued)
Records Series Title
Maps
Maintenance and Operations
Master Plans
Parking:
Lots
Regulations
PG&E Programs
Reports/Studies
Tree removal permits
CITY GARAGE
Accident Reports, Vehicle
Fueling
Hazardous Waste Disposal
Inventory, Equipment Parts &
Supplies
Inventory, Vehicle Ownership and
Title
Licenses, Permits
Maintenance and Operations
Vehicle Assignment
Retention
P
C+2
C+2
C+2
S+2
C+5
C1+2
C+5
C1+2
A+3
C+10
L+2
L+2
C+2
L+2
C+2
Citation
GC34090
GC34090d
GG34090
GC34090
GC34090
GC34090
GC34090
GC34090
CCP 337
CA[. OSHA;
40 CFR 122.21
GC34090
GC34090
GC34090
GC34090
GC34090
Remarks
Irrigation, plot plans, fire hydrants, lighting
districts, wheel chair ramps, storm drains,
streets, sidewalks, utilities
Service requests, invoices, supporting
documentation; buildings, equipment, field
engineering, public facilities including work
orders and graffiti removal
Copies
memos and working documents
Meter readings, fuel consumption reports,
invoices, receipts and records pertaining to
refueling operations
Documentation re: the handling and disposal
of hazardous waste
Includes vehicles and related documents re
repairs
Owner's manual, warranty documents,
Department of Motor Vehicle title and
registration, and related documents
Forms, related documentation re: licenses and
permits required by federal and state agencies
Related to requests for service and work
orders for fuel, vehicle and equipment
maintenance and repairs
Log books, request forms, lists
27
RECORDS RETENTION SCHEDULE
PUBLIC WORKS
Public Works
Records Series Title
WQCP
Facilities
Underground utilities
Billing/Customer Records
Connection Records
Inventory, Equipment
Location records
Maintenance and Operations:
Service
Well & Pumping
Maps
Master Plans
Meter Operations
Permits
Rates
Reclamation
Reports:
Conservation
Consumption
Corrosion Control
Discharge Monitoring
Ddnking Water
Corrections
Hydrograph
Lead Service Line
Public Education
Quality Parameters
Sanitary Surveys
Source Water
State Certification
Variances, Water System
Well Level
Retention
P
P
C+2
P
C+2
P
C+3
C+3
C+2
P
C+2
C+3
See desc.
S+2
C+5
C+2
C+2
C+ 12
C+5
C+10
P
C+12
C+12
C+12
C+10
C+12
C+12
C+5
C+2
Citation
GC34090
GC34090
GC4003,
GC4004;
H&S 19850
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
GC34090
40CFR122.41
GC34090
GC34090
40 CFR 141.91
40 CFR 122.41
40 CFR 141.33
GC34090
4O CFR 141.91
40 CFR 141.91
4O CFR 141.91
40 CFR 141.33
4O CFR 141.91
40 CFR 141.91
4O CFR 141.33
GC34090
Rema~s
Ifcity owned
Billings, correspondence, complaints
Maps, water line connections
Mains, valves, hydrants, wells
Includes work orders, inspection, repairs,
cleaning, reports, complaints
Includes work orders, entry cards, manholes,
service to property owners
Times operational, power used and quantity
Line location; easements
Copies
Reader reports, orders, tests Maintenance
Reports plus meter ID, all is kept in financial
system
May depend on terms of state or federal agency
Daily operations including sewage flow, grit
removal, chlorine usage, lab analysis results,
etc.
Compliance documentation
Average amount of pollution discharged into
waters of municipality
Daily flow of streams
Compliance documentation
Compliance documentation
Compliance documentation
Statistics, reports, correspondence
Compliance documentation, e.g. lead & copper
Compliance documentation
28
Public Works
(continued) Retention
Records Series Title
Sources, water C+2
Surveyor Field Notes P
Surveys, Water System Sanitary C-~10
Tests
Bacteriological Analysis: C+5
Chemical Analysis C+10
Quality C+12
Valve Main Records
Violations, Drinking Water
P
C+3
Citation
GC34090
GC34090
4O CFR 141.33
40 CFR 141.33
40 CFR 141.33
40 CFR 141.91
GC34090
4O CFR 141.33
Remarks
May include wells, rivers, lakes, districts
Notes preparatory to maps of water installations
Statistics, reports, correspondence
Compliance records include location, date,
method and results; corrections, analysis of
bacterial content
Compliance records include location, date,
method used and results; corrections, analysis
of chemical content
Compliance documentation including sampling
data, analysis, reports, surveys, documents,
evaluation, schedules, valves, etc.
Retention applies to each violation
29
8/5/03
RECORDS RETENTION INDEX
RECORD SERIES
9-1-I Print-Outs
Abandoned Vehicle Abatements
Abandoned Vehicles
Abandonment,si Vacations
ABC G.A.L.E.
ABC Files
Accident Reports - City Assets
Accident Reports - Rec Program Patrons
Accident Reports, Vehicle
Accounting / Cash Reconciliation
Accounts Payable
Accounts Receivable
Address Changes, Direct Deposit, Vacation and Comp Times Sales
Address/permit files
Adjustments
Adopt-A-Dwelling
Adopt-A-School
Affidavit of Costs
Agenda Staff Reports (Master, Subject Files)
Agendas
Air Quality (AQMD)
Annexation Case Files
Annual Financial Reports
Apparatus/Vehicle
Appeals, Civil
Applications For Board & Commissions
Applications For Loans- Rejected
Applications, Absentee Ballots and Envelopes
Appraisal Reports
Arson, Sex, and Narcotics Registrant Files
Art[des of Incorporation
Asbestos
Assessment Distrfcts
Assessment Districts
Assessment Rolls
Assessor Parcel ~nformation
Asset Forfeiture
Auction Records
Audit
Background Investigations
Bacteriological Analysis (WQCP)
Bail Receipts
Ballots
Ballots- Prop 218 (Assessment Districts)
Bank reconciliations
Benchmark Data
Benefit Plan Claims
Benefit Plan Enrollment, Denied
Bi-Annual CJIS Certification
Bids & Proposal
Bids, RFQ's, RFP's
Bike Registration Files
Billing/Customer Records (WQCP)
DEPARTMENT PAGE
Police 24
Police 23
Fi re 14
Parks, Recreation & Maint Services 26
Police 22
Police 22
Administration 5
Parks, Recreation & Maint Services 26
Parks, Recreation & Maint Services 27
Police 24
Finance 11
Finance 11
Finance 12
Community Development 7
Finance 12
Police 22
Police 22
Police 24
Administration 4
Administration 4
Community Development 8
Community Development 10
Finance 11
Fire 13
Administration 4
Administration 4
Community Development 9
Administration 2
CommUnity Development 9
Police 21
Administration 4
Community Development 8
Administration 5
Finance 11
Administration 5
Community Development 10
Police 23
Police 24
Finance 11
Fire 13
Public Works 29
Police 24
Administration 2
Administration 2
Finance 11
Community Development 6
Human Resources 15
Human Resources 15
Police 19
Community Development 6
Administration 3
Police 24
Public Works 28
RECORD SERIES
Biographies
Blueprints of City Owned Property/Buildings
Bonds
Bonds (CDBG)
Bonds (Development)
Bonds, Insurance
Booking Fees Paid to County
Books, Fire Code
Books, Technical
Briefing Board Info
Brochures, Publications, Newsletters, Bulletins, Schedules
Budget Adjustments
Budget, operating and capital, adopted
Budgets, Operating
Business Licenses
Business Licenses- PD Approval
C.A.R.E. (Citizen Assisted Radar Enforcement)
Calendar (Elections)
Calendar, City
California Environmental Quality Act (CEQA)
Candidate Statements
Capital Improvement I Financing Authority Administration
Capital Improvement Project Plans
Capital Improvement Projects
Capital Improvements, Construction-Municipal Facilities
Case Assignment Log
Case Files
Case Files, Planning & Zoning
Case Log
Case Records ~ (High Profile)
Case Records (Routine and Completed)
Certificates of Election
Certificates of Occupancy
Checks
Citations
Citizen Questionnaire / Survey Response
Citizens' Academy
City Co-Sponsored Groups
Civil Subpoena Witness Fees
Claims, Damage
Class Rosters
Classifications and Appointments
Client Alert/Legislative Updates
Closures
Code Books
Code Enforcement
Code Enforcement Log
Colma PD Contracts
Commendation Committee
Committees
Common Greens
Community Development Block Grant and Urban Development
Community Garden License Agreements
Comp Time/Shift Swap Request Forms
Concealed Weapon Permit
Congestion Management
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Administration 3
Community Development 7
Finance 12
Community Development 9
Community Development 6
Administration 5
Police 23
Fire 13
Administration 3
Police 24
Administration 5
Finance 11
Finance 11
Administration 3
Finance 11
Police 24
Police 23
Administration 2
Administration 5
Community Development 8
Administration 2
Finance 12
Community Development 7
Community Development 7
Community Development 7
Police 23
Fire 13
Community Development 10
Administration 4
Administration 4
Administration 4
Administration 2
Community Development 7
Finance 11
Police 20 '
Police 24
Police 22
Parks, Recreation & Maint Services 26
Police 24
Administration 5
Parks, Recreation & Maint Services 26
Human Resources 15
Police 24
Parks, Recreation & Maint Services 26
Community Development 6
Community Development 13
Police 24
Police 24
Police 22
Community Development 6
Parks, Recreation & Maint Services 26
Community Development 9
Parks, Recreation & Maint Services 26
Police 19
Police 24
Community Development 8
RECORD SERIES
Connection Records (WQCP)
Construction Drawings, Specifications Never Issued
Construction Tracking Daily
Contractual Agreements
Contractual Agreements (copies)
Controlled Substance
Copies or Duplicates
COPPS
Correspondence
Correspondence/Reports
Council Packets
Court Liaison's Filing Log
Courtesy Notice Of Violation
CPS & California Law Enforcement Teletype System (CLETS}
Cdme, Accident, Incident, Arrest Reports, Cites, & Warrants
Crossing Guards
D.A.R.E.
Daily Cash Audit Sheets
Daily Roster
Damaged Vehicle Log
Dance Hall Securily Payments
Day In The Park
Deeds
Deferred Compensation Reports
Deposits, Receipts
Dept. Procedures / General orders
Dept. Rules & Regulations
Destruction Of Firearms / Narcotics File
Developer Deposits/History
Development Agreements
Development Conditions
Development Permits
Development Standards
Directed Patrol Logs
Dispatch incident/Status Cards
Domestic Violence Tracking
Downtown Offenders
Downtown Project
_ Drawings, Project Plan
Drawings, Traffic Control Plan
DUI Cost Recove~J
Easements, Dedications, Rights-Of-Way
Elections
E-mail
Employee Accident Reports
Employee Handbook (Currently Non-Existent)
Employee Lists
Employee Programs
Employee Rights
Employee Time Cards
Employee Time Sheets
Employees First Time Homebuyers Lean Program
Engineering
Environmental Determinations/Reports or Neg Decs For Outside City
Boundades
Environmental Review
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Public Works 28
Community Development 7
Community Development 7
Administration 4
Administration 3
Fire 13
Administration 3
Police 22
Administration 3
Administration 3
Administration 5
Police 23
Police 24
Police 24
Police 20
Police 19
Police 22
Police 24
Police 19
Police 24
Police 24
Parks, Recreation & Maint Services 26
Administration 5
Finance 12
Finance 11
Police 19
Police 19
Police 24
Finance 11
Community Development 10
Community Development 10
Community Development 10
Community Development 10
Police 22
Police 23
Police 22
Police 22
Police 22
Community Development 6
Community Development 7
Police 24
Parks, Recreation & Maint Services 26
Administration 2
Information Technology 17
Human Resources 15
Human Resources 15
Po lice 19
Human Resources 15
Human Resources 15
Finance 12
Administration 3
Community Development 9
Community Development 7
Community Development 10
Community Development
RECORD SERIES
Equipment
Equipment Files
Evidence Tapes
Explorer Program
Exposure
Facilities (WQCP)
Facility Rentals/Use
Fair Political Practices
Field Books
Field Interview Records
Field, Non-Fire and Logs
Financial Records
Financial Records (CIFA)
Fingerprinting Transmittals To The DOJ
Fingerprints
Fire Equipment/Gear Logs
Fire, Non-Arson and Logs
Firearms Dealers
Firearms Inventory
First Chance Program
Fixed Assets
Flood Control
Flood Records
Forms
Forms/Handouts
FPPC Blank Forms, Manuals
Franchises
Fueling
Gang Member Index
Gang Registration
Garage
General & Specific Plan Amendments
General Administrative
General Plan and Elements
General Subject
General Subject
General Subjects and Correspondence
Goals and Objectives
Grant Wdting
Grants
Grants - Aging
Grants received
Grants, Federal and State
Grants, Unsuccessful
Gratuity File
Grievance Files
Harbor District/Marina
Hazardous Materials
Hazardous Waste Disposal
Hazardous Waste Disposal
Histodc Preservation Commission Grants
Histodc Preservation Inventory
Historical Documents Re: Elections
Holding Facility
Homicide (Investigator's File)
Hostage Negotiation Team
iv
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Police 23
Administration 3
Police 21
Police 22
Fire 13
Public Works 28
Parks, Recreation & Maint Services 26
Administration 2
Parks, Recreation & Maint Services 26
Police 21
Fire 13
Community Development 9
Finance 12
Police 24
Police 21
Fire 13
Fire 13
Police 25
Police 23
Police 22
Finance 11
Community Development 7
Community Development 7
Administration 3
Fire 13
Administration 2
Community Development 6
Parks, Recreation & Maint Services 27
Police 22
Police 22
Parks, Recreation & Maint Services 27
Community Development 10
Administration 5
Community Development 10
Administration 3
Community Development 6
Police 24
Administration 3
Police 22
Community Development 9
Parks, Recreation & Maint Services 26
Library 18
Community Development 9
Community Development 9
Police 22
Police 19
Parks, Recreation & Maint Services 26
Fire 14
Fire 14
Parks, Recreation & Maint Services 27
Community Development 6
Community Development 6
Administration 2
Police 23
Police 21
Police 19
RECORD SERIES
Houdy Employees
_ Housing Programs
_ Immigration
Incident Reports
Incident Reports
Incident Reports
_ Incident Reports
Index, Attorney Case
Inspection
Inspections, Fire Prevention
Inspections, Fire Station
Insurance Policies & Certificates - Liability
Insurance, Certificates
Insurance, Joint Powers Agreement
Insurance, Liability/Property
Insurance, Workers Compensation
Intelligence Operations Bulletins
Interaet, Wodd Wide Web
Interpretations
Intersection Records
Inventory
Inventory Information Systems
Inventory, Equipment
Inventory, Equipment & Supplies
Inventory, Equipment (WQCP)
Inventory, Equipment Parts & Supplies
Inventory, Records
Inventory, Vehicle Ownership and Title
Investigations, Evidence Arson
Investment Transactions Reports
Invoices
Job Interest Cards
Journals, Fire Station
Juvenile Smoking (308b P.C.)
K-9 Training
Land Uses, Nonconforming
Landscape Drawings
Landscaping Records
Law Enforcement Block Grants
Ledger
Legal Advertising
Legal Opinions
Legal/Legislative
Lesson Plans
Library Board of Trustees meeting packets
Licenses
Licenses, Permits
Liens & Releases, Supporting
Lighting
Loans
Location Records (WQCP}
Logs
Logs, Attorney Service Request
Logs, Code Enforcement
Maintenance and Operations (Garage)
Maintenance and Operations (Streets ! Parks)
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Human Resources 15
Community Development 9
Human Resources 15
Administration 5
Community Development 6
Fire 13
Parks, Recreation & Maint Services 26
Administration 4
Community Development 7
Fire 13
Fire 13
Administration 5
Administration 5
Administration 5
Administration 5
Administration 5
Police 22
information Technology 17
Community Development 10
Parks. Recreation & Maint Services 26
Finance 11
Information Technology 17
Parks. Recreation & Maint Services 26
Fire 13
Public Works 28
Parks. Recreation & Maint Services 27
Administration 5
Parks. Recreation & Maint Services 27
Fire 13
Finance 12
Finance 11
Human Resources 15
Fire 13
Police 22
Police 19
Community Development 10
Parks, Recreation & Maint Services 26
Parks, Recreation & Maint Services 26
Police 22
Finance 11
Administration 4
Fire 13
Administration 4
Police 22
Library 18
Information Technology 17
Parks, Recreation & Maint Services 27
Fire 14
Parks, Recreation & Maint Services 26
Community Development 9
Public Works 28
Community Development 7
Administration 4
Fire 14
Parks, Recreation & Maint Services 27
Parks, Recreation & Maint Services 27
RECORD SERIES
Maintenance and Operations (WQCP)
Management Reports (CIFA)
Maps
Maps & Plans
Maps (WQCP)
Maps, Plans, Drawings, Exhibits, Photos
Maps, Precincts/Voter Information
Master Plans
Master Plans
Master Plans (WQCP)
Media Relations
Medical
Medical Leave
Meter OperaUons (WQCP)
Microfilm - Prop History
Minutes
Monthly Traffic Reports
Motor Vehicle Pulls (DMV)
Municipal Code
Mutual Aid, Strategic Plans
Narcotics Task Force (NTF) - County
Narcotics: Confidential Informant Files
NCIC Validations
Negotiations (Labor Relations)
Network InformaUon Systems (LAN/WAN)
Nomination Papers
Notices, Meeting
NoUflceUons and Publications
Oaths of Office
Office Of Traffic Safety Grant - Avoid The 23
Opinions
Ordinances
OSHA Claims
P.O.S.T. Compliance - Dispatchers
P.O.S.T. Notification Of Appointment/Termination
P.O.S.T. Reimbursements
P.O.S.T. School Travel Authorizations
PAL Program
Palmistry Applications
Park In Lieu Fees
Parking Cite Fine Collection
Parking Lots Regulations
Parking Place Commission
Parolees Records - SSF
Passport Transmittal Logs
Patient Care Reports
Patron comments on materials
Pawn Broker/Secondhand Dealer
Payroll
Payroll
Payroll Time Sheets
Performance Reviews
Permits
Permits (WQCP)
Permits, Fireworks
vi
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Public Works 28
Finance 12
Parks, Recreation & Maint Services 27
Community Development 7
Public Works 28
Community Development 10
Administration 2
Community Development 6
Parks, Recreation & Maint Services 27
Public Works 28
Administration 5
Fire 13
Human Resources 15
Public Works 28
Community Development 7
Administration 4
Police 23
Human Resources 15
Administration 5
Fire 13
Police 22
Police 22
Police 25
Human Resources 15
Information Technology 17
Administration 2
Administration 4
Administration 2
Administration 2
Police 24
Administration 4
Administration 4
Police 25
Police 19
Police 19
Police 19
Police 19
Police 22
Police 25
Parks, Recreation & Maint Services 26
Police 24
Parks, Recreation & Maint Services 27
Police 24
Police 22
Administration 5
Fire 13
Library 18
Police 22
Finance 12
Police 19
Administration 3
Police 19
Community Development 7
Public Works 28
Fire 13
RECORD SERIES
Permits, Hazardous Materials Storage
PERS. Social Security, SSI
Personnel Files
Personnel Files
Personnel Meeting Notes
Personnel Records (Copies)
Pest Control
Petitions
Petitions
Petty Cash Receipts
Petty Cash Records
PG&E Programs
Photographs
Photographs
Photographs - Aedal
Photographs and Negatives
Photographs, Negatives. Film
Plan Check Files
Planning
Plans, Proposed
Plaques, scrapbooks, flags, photographs, maps, sister city records
Policies & Procedures
Policies & Procedures, General Admin.
Policy, Council/Proclamations
Precinct Records
Preliminary Alcohol Screening (PAS) Calibration Log
Probation Records - Juvenile
Programs
Programs, Household Hazardous Waste
Project Files
Project Files (Case Files)
Project N.E.A.T.
Projects, Not Completed or Denied (Building Division)
Projects, Not Completed or Denied (Planning Division)
Promotional Material
Property Control
Public Records Request
Purchase orders / Requisitions
Radar Calibration Records
Radar Survey
Railroad Right-Of-Way
Rat Boxes
-Rates (WQCP)
Receipts - Donations
Receipts For Payment
Reclamation (WQCP)
Records Management
Records Management Disposition Certification
Records Retention
Records' Procedures
Recruitment
Redevelopment
Reference Checks
Refund Requests
Register
vii
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Fire 14
Human Resources 16
Human Resources 15
Police 19
Police 19
Human Resources 15
Community Development 8
Administration 2
Administration 4
Finance 11
Finance 11
Parks, Recreation &Maint Services 27
Community Development 9
Parks, Recreation & Maint Services 26
Community Development 6
Police 21
Administration 5
Community Development 7
Community Development 10
Parks, Recreation &Maint Services 26
Administration 3
Fire 13
Administration 5
Administration 5
Administration 2
Police 24
Police 22
Community Development 8
Fire 14
Parks, Recreation &Maint Services 26
Community Development 6
Police 23
Community Development 7
Community Development 10
Community Development 9
Police 23
Administration 5
Finance 11
Police 24
Police 24
Community Development 9
Police 24
Public Works 28
Parks, Recreation &Maint Services 26
Community Development 7
Public Works 28
Administration 5
Administration 5
Administration 5
Police 19
Human Resources 16
Community Development 9
Human Resources 16
Parks, Recreation &Maint Services 26
Finance 12
RECORD SERIES
Registration Files - CIB
Regulations, CE
Relocation Files
Reports
Reports
Reports, Activity
Reports, Activity
Reports, Federal & State
Reports, Federal & State
Reports, Federal and State Tax
Reports, Labor Dis~bution
Reports, Leave Hour
Reports, PERS Employee Deduction
Reports, WQCP
Reports/Studies
Repossession/Private Tows Of Vehicles
Requests For Proposals (RFP's)
Research Project Files
Reserve Officers
Resolutions
Restitutions
Restraining orders, Epos
Reviews, Internal/External Periodic (Completed)
Ride-Alongs
Risk Management
Risk Management Reports
Routes, School Bus & Truck
Safety Inspector Reports
Salary Records
Schedules, Classes & Events
School District/City Leases
Sealed Records
Security Guard Agencies
Seismic Retrofit Program
Senior Services
Shift Bids
Signage
· Signs (Temporary)
Sober Graduation
Soil Reports
Soil, HAZMAT Level 1 or 2
Solicitors File
Sources, Water (WQCP)
Special Districts
Special Projects
Speed Limits
Speedometer Calibration Certificates
Staff manual
Staff Meeting Notes
State Controller
State Library reports
Statistical (CHine Analysis)
Street Names and House Numbers
Street/Alley (AbandonmentNacation)
Vlll
Records Retention Index
Revised 81512003
DEPARTMENT PAGE
Police 22
Fire 14
Community Development 9
Administration 3
Community Development 8
Community Development 6
Police 23
Community Development ' 9
Fire 14
Finance 12
Finance 12
Finance 12
Finance 12
Public Works 28
Parks, Recreation & Maint Services 27
Police 25
Community Development 8
Police 25
Police 19
Administration 4
Police 25
Police 25
Finance 11
Police 25
Administration 5
Administration 5
Community Development 8
Fire 14
Finance 12
Parks, Recreation & Maint Services 26
Parks, Recreation & Maint Services 26
Police 21
Police 25
Community Development 6
Parks. Recreation & Maint Services 26
Police 19
Community Development 8
Community Development 7
Police 23
Community Development 8
Community Development 8
Police 25
Public Works 29
Community Development 8
Administration 3
Community Development 8
Police 23
Library 18
Police 25
Finance 11
Library 18
Police 23
Community Development 7
Community Development 8
RECORD SERIES
- Streets / Parks
Studies
Studies, Special Projects & Noise Areas
Subpoena Log Book
.Subpoenas, Summons
Subscriptions/Publication (Non-City)
Summer Youth Program
Summer Youth Work Program
Supervisors' Meeting Notes
_Support Services Surplus Property
Surveyor Field Notes (WQCP)
Surveys
Surveys & Studies
Surveys, Water System Sanitary (WQCP)
SWAT
SWITRS
Tapes (Audio, Telephone, Radio Communications)
Tapes Information Systems I Back-ups
Tapes, Audio/Video
TARPS Expense & Accommodation Worksheets
Taser
Taxes, Receivable
Taxi Cab Driver Applications
Taxi Cab Inspections
Tests (WQCP)
Tip Bulletins
Tow Companies
Tow Truck Drivers' ID
Tow T~uck Inspection
Towed/Stored Vehicle Logs
Traffic Activity Log
Traff~c Complaints
Traffic Counts
Traffic Officer Statistics
Traffic Signals
Training
Training Bulletins, Lesson Plans (Range), Firearms (Range)
Training Materials
Training Records
Training/Schools
Transient Encampments
Travel Records
Treasurer
Tree Removal Permits
Twenty-First Century Leadership Academy
UCR Cdme Statistics
Underground Storage
Underground Utilities (WQCP)
Uniform Vouchers (By Name)
Use Of Force Supv. Review File
Valve Main Records (WQCP)
Vehicle Assignment
Vehicle Inventory Sheets
Vehicle Ownership & Title
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Parks, Recreation & Maint Services 26
Parks, Recreation & Maint Services 26
Community Development 8
Police 23
Administration 4
Administration 3
Community Development 10
Police 23
Police 25
Administration 3
Finance 11
Public Works 29
Community Development 8
Human Resources 16
Public Works 29
Police 19
Police 24
Police 21
Information Technology 17
Administration 5
Police 24
Police 25
Finance 11
Police 24
Police 24
Public Works 29
Police 22
Police 24
Police 24
Police 24
Police 23
Police 24
Police 24
Police 24
Police 24
Community Development 8
Fire 13
Police 19
Fire 14
Human Resources 16
Police 19
Police 23
Administration 3
Finance 12
Parks, Recreation & Maint Services 27
Police 20
Police 23
Fire 14
Public Works 28
Police 25
Police 20
Public Works 29
Parks, Recreation & Maint Services 27
Police 25
Finance 11
RECORD SERIES
Vehicle Theft: Task Force (VTTF) - County
Vendor Register
Violations, Building, Property & Zoning
Violations, Drinking Water (WQCP)
Volunteer Card Files
Volunteer workers
Voter Indexes
Wanted Posters - FBI
Warrants
Watch Assignment/Timekeeping Records
Weed Abatement
Workers Compensation
Records Retention Index
Revised 8/5/2003
DEPARTMENT PAGE
Police 23
Finance 11
Fire 14
Public Works 29
Police 20
Human Resources 16
Administration 2
Police 22
Police 21
Police 20
Fire 14
Human Resources 16