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HomeMy WebLinkAboutReso 21-2005 RESOLUTION NO. 21-2005 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AMENDING THE CITY'S RECORD RETENTION SCHEDULE WHEREAS, staff recommends that the following items are added, amended, or deleted from the City of South San Francisco Record Retention Schedule as adopted by Resolution 74-2003. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby amends the City's Record Retention Schedule to include the following changes as reflected in the revised Record Retention Schedule attached hereto. Elections: Add (Pg 2) · Nomination Papers Citation: GC81009(b) General Subiect: Add (Pg 3) · Open Meetings Act; logs and other documentations Add (Pg 3) · Reports from other agencies Modify (Pg 4) · Agenda Staff Reports 2Y When no longer needed From 2Y to 5Y when LaserFiched Planning: Add (Pg 10) · Case files, Planning & Zoning Notice of findings Finance Delete (Pg 12) Human Resources: Add (Pg 15) Add (Pg 15) Modify (Pg 16) · Register; labor costs by employee & program · Cai OSHA Log; Forms 300, annual summary & 301 Incident Report · Billings (medical/dental) · Recruitment P T25 25Y From 3Y to 5Y Police: Modify (Pg 24) · Courtesy Notice of Violation From "C" to 1Y 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 23rd day of February 2005 by the following vote: AYES: Councilmembers Richard A. Garbarino, Pedro Gonzalez, and Karyl Matsumoto, and Mayor Pro Tem Joseph A. Femekes NOES: None. ABSTAIN: None. ABSENT: Mayor Rayrnond L. Green ATTEST: ' ~ - -City Clerk Exhibit "A" CITY OF SOUTH SAN FRANCISCO RECORDS RETENTION $CHEDUL 2003 Adopted by Reso #74-2003, August 13, 2003 REVISED 2/23/05 LEGEND Records Retention A ~ Ad = Au = C CI = 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 12/31) 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 01/01/01). 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 Page 1 RECORDS RETENTION SCHEDULE ADMINISTRATION Administration Records Series Title Retention Citation Remarks ELECTIONS Applications, Absentee E+6 months EC17505; From date of election Ballots and Envelopes EC17302 Ballots E+6 months EC17302 From date of election; ballots submitted to precincts/City Clerk that were not used - unless contested (EC17302c) retention by court order Ballots - Prop 218 6 mo EC17302 Property related fees (Assessment Ballot (Assessment Districts) proceeding). Consistent with retention for election ballots; Statewide guidelines propose permanent-California Constitution Article XIII Calendar (Elections) E+2 GC34090 Calendar that is prepared by City (County's election calendar is retained until no longer required) Candidate Statements E+4 GC34090 Statements printed in the sample ballots (Successful candidates) See desc. retained permanently - historic purposes; E+4 for unsuccessful candidates Certificates of Election T+4 GC34090 Received from SM County Fair Political Practices: Campaign filings for elected P GC81009(b)(g) FPPC Filings (400 series) (must keep paper city officials copy for C+2 years if LaserFiche'd) Campaign filings E+5 GC81009(b) Not elected Campaign filings E+7 GC81009 All other committees Statement of Economic T+4 GC81009(f)(g) FPP(~ Filings (700 series) original filed with Interest Per Sec 87200 State Statement of Economic C+7 GC81009(e)(g) FPPC Filings (700 series) original filed with Interest City Clerk by "designated employees"; Candidates not elected = E+5 (GC81009(b)) FPPC blank forms, manuals C+5 GC34090 Historical documents re: P GC34090 History of elections, sample ballots, elections certificates of destruction, other resolutions re: elections Maps, Precincts/Voter E+2 GC 34090; EC17501, Information 17301 Nomination Papers: Successful E+4 EC17100 Unsuccessful E+2 GC81009(b) Notifications and Publications E+2 GC34090 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 Oaths of Office T+6 GC 36507, 34090; Elected Officials, all City officers, includes 29 USC 1113 employees, Boards & Commissions Petitions E+8 months EC17200, 17400; GC From date of election; Initiative, referendum, 7253.5; EC 14700 + recall GC3756.8 Precinct Records E+6 months EC17503 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 Voter Indexes E+5 EC17300 Supplied by SM County (includes destruction of CDs or DVDs Page 2 Admin (Continued) Records Series Title Retention Citation Remarks GENERAL SUBJECT Bids, RFQ's, RFP's: Successful AU+5 GC34090; CCP337 Requests for Qualifications; Request for Unsuccessful C+2 GC25105-1; Proposals regarding goods and services GC34090 Biographies When no GC34090 Bios on Council city officials longer (CCA C recommends C+2) required Books, Technical When no GC34090 longer required Budgets, Operating and When no GC34090 Department copies Capital Improvement longer required Contractual Agreements C+5 GC34090 Working files - not originals (originals maintained in City Clerk's Office) Copies or duplicates of When no Documents distributed to vadous records for which a longer departments for informational purposes may department is not the office of required be destroyed by the department when no primary responsibility longer required for reference purposes Correspondence C+2 GC34090(d) Correspondence includes memos, message logs, notes, chren files, bulletins, comment cards, misc. docs (Documents stored on computer are treated with same retention as if it were a piece of paper) Correspondence/Reports See desc. 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. Employee Time Sheets C+2 GC34090 Departmental working files Equipment T+I GC34090 Owners' manuals; service/maintenance information; purchase information and correspondence & backup data Forms C General Subject C+2 GC34090 Internal working files, including correspondence; files will be reviewed annually, some may require retention longer than prescribed here. Goals and Objectives C+2 GC34090 Departmental goals and objectives Open Meetin~ls Act C+2 GC34090 Logs, documentation Payroll Time Sheets C+2 GC34090; GC6250 Maintained by departments; for preparation of time cards that are submitted to Finance Plaques, scrapbooks, flags, ~ Histodc value photographs, street maps, significant sister city records Reports: Departmental C+2 GC34090 Special/final summary, review or evaluation Staff C+2 GC34090 Non-agenda related, includes supporting documentation Other Agencies Non-records/when no longer required Special Projects C+2 GC34090 Subscriptions/publication O Destroy when no longer relevant (non-city) (Obsolete) Support Services C+2 GC34090 Reproduction; printing; postal/mailing services, other internal resources Travel Records C+2 GC34090 Page 3 Admin (Continued) Records Series Title Retention Citation Remarks LEGAL/LEGISLATIVE Agendas C+2 GC34090 Original agendas and special meeting notices, including certificates of posting, original summaries, odginal communications and action agendas for Council, Boards and Commissions. (Agendas are incorporated into the minutes.) Agenda Staff Reports P GC34090(d) Orig. documentation received, created (Master, Subject Files) and/or submitted to Council (C+2-5 orig. when LaserFiche; keep P on LaserFiche) Appeals, Civil C+3 CCP 583.320(a)(3); GC34090 Applications for Board & GC34090, GC40801 Includes back-up material, resumes, and Commissions: letters Selected T+5 Not Selected C1+2 Articles of Incorporation P GC34090; CCP337.2 Case Log C1+7 CCP 337.2; 343 From close of cases listed; chronological listing of cases Case Records - (High Profile) P GC6254 Significant cases, which have importance/or, set legal precedence. Includes logs, complaints, court orders, motions, notes, briefs Case Records (Routine C1+7 42 USC s1983 Includes logs, complaints, court orders, motions, and completed) notes, briefs, closing statements (unless minors-3 years after attaining 18) - Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement). Contractual Agreements: CCP337.2,343, Excluding Capital p GC53066, B&P7042.5 Includes leases, equipment, services or Improvement PU7685; 48 CFR:2 supplies. HV64066; Includes Capital p 2.08.110, GC37090a; 4004; H&S 19850 Construction Improvement Contractual Agreements and P CCP 337,337.1(a), For the removal of toxic/contaminated soil all related documents 337.15, 343; GC from City property 34909 Index, Attorney Case L GC6254 Including notations on activities related to case Legal Advertising C+4 CCP 343, 349 et seq; Includes public hearing notices, legal GC 911.2; GC34090 publications Logs, Attorney Service C+2 GC34090 Service request, summaries of monthly Request requests Minutes P GC34090 (d); Official minutes and hearing proceedings of GC36814; GC40801 governing body or board, com'n or com'tee Notices, Meeting C+2 GC34090.7, Special Meetings 54960.1 c(1 ) Opinions S+2 GC34090; GC6254 Confidential Ordinances P GC34090(d) 40806 Municipal Code Petitions C+2 GC50115; GC6253 Submitted to legislative bodies Resolutions P GC34090(d) Legislative actions 40801 Summons, subpoenas: C+2 GC34090 Originals retained at department; copies request for information or retained until no longer required. personal appearance Tapes, AudioJideo C+2 GC34090.7 When used for minute preparation; kept longer if there's potential litigation. Page 4 Admin (Continued) Records Series Title Retention Citation Remarks CITY CLERK Assessment Districts P GC34090 Original documentation Assessment Rolls C+5 Received from County once a year Council packets C+2 GC34090 Deeds P GC34090 City owned property Insurance policies & P GC34090 For protection from litigation cedificates - liability Inventory, Records C+2 GC34090; 80 OPS Inventory of non-current or inactive records Atty. Gen. 106 holdings and location, indices. Tapes may be recycled Municipal Code P GC34090 Supplements included Passport transmittal logs Au+4 GC34090 Consistent with cash receipts Public Records Request C1+2 GC34090 Records Management C1+2 GC34090 Document includes retrieval, transfers - inactive Records Management P GC34090 Documentation of final disposition or records Disposition Certification Records Retention S+4 CCP 343 Schedule/guidelines POLICIES & PROCEDURES General Administrative S+2 GC34090; All city policies and procedures, instructions 40801 Policy, Council/ S+2 GC34090 Policies, directives rendered by Council not Proclamations assigned a resolution or ordinance number PUBLIC INFORMATION Brochures, publications, S+2 GC34090 newsletters, bulletins, schedules Calendar, City C+2 GC34090 Media Relations C+2 GC34090 Includes cable, newspaper, radio, message boards, presentations RISK MANAGEMENT Accident Reports - City C+7 29 CFR 1904.2; 29 Reports and related records Assets CFR 1904.6 Bonds, Insurance P CCP 337.2; 343 Bond and insurance policies insuring city property and other assets Claims, Damage C1+5 GC34090; City Attomey retains original - Paid/Denied GC25105.5 Litigation, complaints, and/or claims suspend normal retention pedods (retention begins after settlement) Incident Reports C1+7 29 CFR 1904.2; 29 Theft, arson, vandalism, property damage or CFR 1904.6 similar occurrence (excluding fire/law enforcement) (includes incidents occurring on City property) Insurance, Joint Powers P GC34090 Accreditation/MOU's/agreements, agendas Agreement (C+5 when LaserFiched) Insurance, Certificates P GC34090 Insurance certificates filed separately from contracts, includes insurance filed by licensees Insurance, Liability/Property P GC34090 May include liability, property, Certificates of Participation, deferred, use of facilities (C+5 when LaserFiched) Insurance, Workers P GC6410; 29 CFR Indemnity; PERS - working files - originals Compensation 1910.20 with Administrator Photographs, Negatives, Film C+2 GC34090 Risk Management Reports Cl+5 OMB 1220-0029; 29 Federal OSHA Forms; Loss Analysis CFR 1904.4; Report; Safety Reports; Actuarial Studies GC34090 Page 5 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Community Development Records Series Title Retention Citation Remarks ADMINISTRATION Benchmark Data C+2 GC34090d Horizontal, vertical & control Bids & Proposals C+2 GC34090d (Unsuccessful) Bids & Proposals (Successful) Cl+10 GC34090d Represents completion of all terms of the executed contract or agreement with the organization submitting the successful bid or proposal. Bonds: Development P CCP 337.5 Housing; Industrial Development Security P GC34090 Documentation created and or received in connection with the performance of work/services for the city, or for the parcel maps and subdivision work Code Books P GC34090e National Electrical Code, Uniform Building, Mechanical, Plumbing & Supplements Committees C+5 GC34090 Member lists, minutes/agendas, informational material, reports Drawings, Project Plan L GC34090d Does not include those usually filed with case, project or permit Franchises P GC65864, 65869.5, Including subdivision agreements, 34090 CCP337.2, contracts for sale or purchase of 343; AC16023 property, cable, grant of easements and/or involving construction of improvements General Subject CI + 2 GC 34090 Internal working files including correspondence Historic Preservation Inventory P GC34090d Histodc Structures & Landmarks Historic Preservation Commission P To Historic Resource property owners Grants Incident Reports C+2 GC34090d Emergency call-outs Master Plans P GC34090 Special or long range program plan for municipalities - coordination of services; strategic planning Photographs - Aerial S+2 GC34090d Aerial photographs Project Files (Case Files) P GC34090a; Pertains to real property, new H&S 19850; 4003, construction, storefront improvements, 4004 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 Reports, Activity C+2 GC34090 Periodic Seismic Retrofit Program P GC34090a Includes Certificates of Compliance Page 6 Community Development (Continued) Retent Citation Remarks Records Series Title ion BUILDING Address/permit files P A-Zita, contains finalized permit information Blueprints of city owned property/buildings P Certificates of Occupancy L GC34090a Compliance, elevation, occupancy which affect real property Construction drawings, Specifications C1+2 GC34090d Submitted by contractors with application never issued for permit never issued. Flood Records C+2 GC34090 Inspection P GC34090d Correspondence, fees, appeal requests, reports Logs C+5 GC34090 Logs, registers or similar records listing permits, certificates of occupancy issued; may include inspection, building activity, daily, plan check, utility Microfilm - Property History P Plan Check Files P GC34090a; 4003; Commercial and residential construction, 4004; H&S 19850, tenant improvements - room additions, 19853 spa, signs, block wall, remodel including security bonds Projects, not completed or denied 180 GC34090d Uniform Admin Code, Sec 303.4; permit days expires, and Sec. 304.4 plans expire after approv ed Receipts for payment P Manually prepared Signs (Temporary) S+2 GC34090d Home occupations, off-premise signs Street Names and House Numbers P GC34090a Street dedications, closings, address assignment/changes ENGINEERING Capital Improvement Project Plans P GC34090 Infrastructure - streets, curbs, gutters, sidewalks, storm drains, water, sewer, parks Capital Improvement Projects C1+10 CCR337.15 Supporting documents including bidders list, specifications, reports, plans, work orders, schedules, etc. Capital Improvements, Construction- P 2.083110; GC34090a; Contains records re: Planning, design, Municipal Facilities 4004; H&S 19850; construction, conversion or modification of local government-owned facilities, structures & systems Construction Tracking Daily P CCR337.15 Daily Tracking Drawings, Traffic Control Plan P GC34090a Signs, signing & striping, road construction Flood Control C1+2 GC34090d Storm Drains Maps & Plats P GC34090a Engineering & field notes and profiles; 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. Permits: Encroachment P GC34090 Improvement C+2 GC34090 May include curbs, sidewalks; Applications for excavation, fill, alterations Oversize Load C+2 GC34090 Parking C+2 GC34090 Residential Page 7 Community Development (Continued) Retenti Citation Remarks Records Series Title on Paving C+2 GC34090 Use (Temporary) C+4 GC34090 Includes Special Events Other C1+2 GC34090d Alterations, excavations, road, street sidewalks & curb alterations, transportation, swimming pool drainage, temporary uses, etc. Programs: Federal Programs C+3 23CFR633 (a) & (c) Traffic Safety C+2 GC34090 Pedestrian safety, bicycle lanes Reports: Bridges & Overpasses L' GC34090 Life of structure Inspection C+2 GC34090 Includes intersection, sidewalks, bridges and overpasses, keep for the life of structure Studies C1+2 GC34090 Traffic volume, accident history, requests, statistics, drawings supporting traffic devices Traffic Count C1+5 GC34090 Evaluation of traffic volume Vehicle Accident C+2 GC34090 Requests for Proposals (RFP's) C+2 GC34090 Retention for Department historical value Routes, School Bus & Truck C+2 GC34090 Truck routes, access ramps, rest areas Signage L+2 GC34090 Log books, index register cards, inventory lists, records of traffic signs Special Districts P GC34090a Supporting documents re: improvement, lighting, underground utility; bonds, taxes, & construction Speed Limits S+2 GC34090 Street/Alley (Abandonment/Vacation) P GC34090d Relinquishment of rights and fee title Studies, Special Projects & Noise Areas Cl+2 GC34090d Engineering, Joint Powers, noise, transportation Surveys P GC34090a Recording data and maps Traffic Signals P GC34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance ENVIRONMENTAL QUALITY Air Quality (AQMD) C+7 CCP 338(k); GC34090 Participants/voucher logs, Total Daily Mileage Survey (TDM); various local authorities; Commute Alternative Asbestos P GC34090a Documents abatement projects, public buildings California Environmental Quality Act P GC3490a + CEQA Exemptions, Environmental Impact (CEQA) Guidelines Report, Mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations Congestion Management C+2 GC34090d Ride sharing, tdp reduction Environmental Review C1+2 GC34090d Correspondence, consultants, issues, conservation Pest Control C+2 GC34090d Pesticide applications, inspections & sampling, documents Soil, HAZMAT level I or 2 C1+2 GC34090d Analysis, construction recommendations Soil Reports P GC34090d Final Reports Page 8 Community Development (Continued) Retent Citation Remarks Records Series Title ion GRANTS Community Development Block Grant P GC34090; 24 CFR Applications, reports, contracts, and Urban Development 570.502; 24 CFR85.42' supporting documents Financial Records C1+5 GC34090 Refer to grant application close-out procedure Grants C1+5 24CFR 570.502(b) (3); Project files, contracts, proposals, 24 CFR statements, reports, sub-recipient 85.42 OMB Cir. A-110, dockets, Environmental review, grant Attach. C; documents, applications, inventory, OMB A-102 &128, HUD consolidated plan, etc. Includes Section regulations 108 loan guarantee Grants, Federal and State C1+5 GC34090 Refer to grant application close-out procedure Grants, Unsuccessful C1+2 GC34090 Applications not entitled Reports, Federal & State P GC34090a Grants, Community/Urban Development (includes CDBG) HOUSING Applications for Loans - rejected C+2 GC34090 First time homebuyers program Appraisal Reports C+5 GC34090, 6254(h) For land acquisition - not accessible to the public Bonds P CCP337 Revenue Bond Documentation Employees First Time Homebuyers Loan C1+4 GC34090, CCP 337 Loan pay-off + 4 years Program Covers statute of limitations for contracts Housing Programs P 24 CFR 570.502(b)(3); Comprehensive Housing Authority 24 CFR 85.42 & OMB Strategy, Meeting Credit Certificate, Cir. A-110, #C Housing bond advisory, HOME, In-Lieu Housing Mitigation, Low/Moderate Housing, Rental Housing Assistance Loans P GC34090 Promissory notes, Deeds of trust, detail information. Photographs C+2 GC34090d Photographs not associated with a project file Promotional Matedal C+2 GC34090 Railroad Right-of-way C+3 36CFR64.11 Land acquisitions, correspondence, ~mprovements, statutory records Redevelopment: Budgets P GC34090, 40802, 53901 Includes annual audit GC43900 et seq. Bond Issues P Relocation Files C1+2 GC34090 Redevelopment/related to eminent domain Summer Youth Program C+2 GC34090 Invoices and detail for summer youth programs, repodable to other agencies Page 9 Community Development (Continued) Retention Citation Remarks Records Series Title PLANNING Annexation Case Files P GC34090a Reports, agreements, public notices Assessor Parcel Information S CC34090 County retains originals Case files, Planning & Zoning P GC34090a; Pedains to real property. May include H&S 19850; 4003; reduced copies of blueprints, drawings, 4004 maps, and plans; reports, evaluations, correspondence, notice of findings, use permits, variances, studies, appeals, compliance certificates, lot line adjustments or other planning-related matters brought before legislative body Development Agreements P CCP337, Infrastructure contracts, franchises; 337.1(a),337.15; including CC&R's, property restrictions, park GC34090; improvements, sidewalks, street & alley, 48 CFR 4.703 utilities. Development Conditions P GC34090 Mitigation measures; filed with case files Development Permits P GC34090a; H&S Building, Planning, signs, grading, including 19850; 4003; 4004 drawings and specifications Development Standards S GC34090a Landscape mediums, parkway landscape development, public works construction (copy may be retained for historic purposes) Environmental C+2 Non-records determinations/reports or nag decs for outside City boundaries General Plan and Elements P GC34090 Includes sphere of influence General & Specific Plan Amendments: Approved P GC34090 Denied C+3 GC65103: GC50110 Interpretations P GC34090 Land uses, nonconforming P GC34090a Building or site usage which does not conform to current standards Maps, Plans, Drawings, Exhibits, Retain as GC34090; Zoning, tentative subdivision, parcel, land Photos long as H&S 19850; use map, aedal photos, specific plans required GC34090.7 Projects, not completed or denied Retain as GC34090d Planning long as required Page 10 RECORDS RETENTION SCHEDULE FINANCE DEPARTMENT Finance Records Series Title Retention Citation Remarks AUDIT Annual Financial Reports P GC34090 Copy retained by City Clerk's office Budgets, Operating and Capital, P GC34090 Copy retained by City Clerk's office Adopted Reviews, Internal/External CI GC34090; Daily, weekly, monthly, quarterly, or other Periodic (completed) GC6250 summary, review, evaluation, log, list, statistics, except a report FINANCE Accounts Payable Au+4 GC34090 Invoices, check copies, supporting documents (copies maintained by departments are C+2) Accounts Receivable Au+4 GC34090 Assessment Districts T GC34090 Collection information/until termination of district; Original documentation files with City Clerk Bank Reconciliations; Bank Au+5 GC34090; Statements, summaries for receipts, statements 26 CFR 16001-1 disbursements & reconciliation's Budget adjustments Au+5 GC34090 Account transfers Business licenses C+4 GC34090; Paid & reports electronic CCP 337 Checks Au+5 GC34090 Includes payroll, canceled & voided checks CCP 337 Deposits, Receipts Au+4 GC34090; Checks, coins, currency CCP 337 Developer deposits/history T+5 Petty Cash Receipts AU+4 GC 34090 Copies maintained by departments Petty Cash Records (copies C+2 GC 34090.7 Includes copies of receipts, logs, transmittal forms being maintained by depts.) Invoices Au+4 GC34090 Copies sent for fees owed, billing, related documents Ledger: P GC34090; General CCP 337 Journal Voucher Au+4 GC34090; Account postings with supporting documents CCP 337 Purchase Orders / Requisitions Au+4 GC34090; Original documents CCP 337 State Controller P GC34090 Controller may destroy after 5 years Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, electronic account numbers and check date Taxes, Receivable Au+3 CCP338 FIXED ASSETS Inventory Au+4 GC34090; Reflects purchase date, cost, account number 26 CFR 301 65- I(F) Surplus Property: Auction Au+2 GC34090 Listing of property Disposal Au+4 GC34090; Sealed bid sales of equipment CCP 337 Vehicle Ownership & Title L VC 9900 et seq. Title transfers when vehicle sold Page 11 Finance (Continued) Records Series Title Retention Citation Remarks PAYROLL Address changes, direct deposit, Au+4 GC34090 vacation and comp times sales Adjustments Au+4 GC34090 Audit purposes 29 CFR 516.5- 516.6 Deferred Compensation T+5 GC34090; Records of employee contributions and city Reports 26 CFR 16001-1 payments 29 CFR 1627.3(2) Employee Time Cards Au+6 GC34090; Signed by employee for audit & FEMA Reports 29 CFR 516.2 29 CFR 516.6(1); IRS Reg. 31.6001- l(e)(z); R&T 19530; LC 1174(d) GC37207 Reports, PERS Employee T+4 GC34090; Record of deductions (PERS Public Employee Deduction CAC 22-1085-2 Retirement System) 26 CFR 31-6001- 1; 29 CFR 516.5, 516.6, LC 1174(d) Reports, Federal and State Tax Au+4 GC34090; Forms 1096, 1099, W-4's and W-2's 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 Reports, Labor Distribution Au+2 GC34090 Costs by employee & program Reports, Leave Hour C+4 IRS Reg 31.6001- 1(e)(2), 29 CFR 516.5-516.6, R&T19530; LC1174(d); GC 34090 Salary Records T+3 GC34090; Garnishments 29 CFR 516.2 CAPITAL IMPROVEMENT FINANCING AUTHORITY Administration P GC34090 Financial Records P GC34090, 40802, 53901 Management Reports C+2 GC34090 TREASURER Bonds: Account Statements Au+5 GC34090; Monthly statement of transactions CCP 337.5 Administration T+5 GC34090; Supporting documents CCP 337.5 Investment Transactions Reports P GC34090; Summary of transactions, inventory & earnings CCP 337; report GC 53607 Page 12 RECORDS RETENTION SCHEDULE FIRE DEPARTMENT Fire Records Series Title Retentio Citation Remarks n ADMINISTRATION Books, Fire Code S+3 GC 34090.7 Include OPS manuals CCP 340.5 Inspections, Fire Station C1+2 GC34090 Inspections, Fire Prevention C1+3 UFC103.34 Alarm/sprinkler systems, prevention efforts Investigations, Evidence Arson P PC799 Support prosecution resulting in homicide Investigations, Evidence Arson C1+6 PC800 Great bodily harm, inhabited structure or property Journals, Fire Station P GC34090 Activities, personnel, engine company Legal Opinions P GC34090 From State legislature or City Attorney's office Mutual Aid, Strategic Plans C+2 GC34090 Patient Care Reports P Medical reports Permits, Fireworks C+2 GC34090 Permits for fireworks booths Policies & Procedures C+2 GC34090 Includes rules, regulations, standards FIRE PERSONNEL Background investigations: Hired T+5 GC34090 Not hired C1+2 Controlled substance P GC34090 Morphine/valium record keeping Exposure T+30 29CFR Sampling results, collection methodology, 1910.1020 background Exposure T+I 29CFR Laboratory reports and worksheets 1910.1020 Medical T+30 29CFR 1910.1020 Medical T+2 29CFR Employees less than one year 1910.1020 Training T+2 GC34090 Certifications/designations PROPERTY ApparatusNehicle C+2 GC34090 Repair and Maintenance CCP 340~5 8 CA Code of Regulations 3203(b)(1) Field, Non-fire and Logs C+2 GC34090 Fire, Non-arson and Logs C+2 GC34090 Fire Equipment/Gear Logs C+2 GC34090 Incident Reports C1+5 GC34090 Dispatch and daily logs CCP338 CCP 340.5 Inventory, Equipment & C+2 GC34090 Supplies Investigations, Evidence Arson C+3 PC801; Structure UFC 104.32 CODE ENFORCEMENT Abandoned Vehicles C1+2 GC34090d Private property Case Files P GC34090d Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement, vehicle abatement, citations, massage parlor permits, general Forms/handouts S Knox box, after hour inspections etc. Liens & Releases, Supporting C1+2 GC34090 Utilities, abatement, licenses Logs C+2 GC34090d Lien Recovery, citations, complaints Page 13 Fire (Continued) Records Series Title Retention Citation Remarks Regulations S+2 GC34090d Includes rules Reports, Federal & State P GC34090a Code enforcement statistics; may contain records affecting title to real property or liens thereon Safety Inspector Reports P GC34090 Engine Company Violations, Building, Property & C1+2 GC34090d Supporting code enforcement activity Zoning Weed Abatement C+5 GC34090 Reports, assessments, resolutions, documentation HAZARDOUS MATERIALS Hazardous Waste Disposal C+10 CA OSHA; Documentation re handling and disposal of 40CFR 122.21 hazardous waste Permits, Hazardous Materials P GC34090 Although the GC only recommends current + 2 Storage years, other agencies consistently recommend permanent retention of environmentally sensitive material Programs, Household S+2 GC34090 Hazardous Waste Training Materials S+2 Cai Code Reg. Standards and Administration 3204(d), et seq. Underground Storage Tank: Compliance P GC34090a Documents re: storage Maintenance & Oper. C+2 GC34090 Location, installation, removal, remediation Page 14 RECORDS RETENTION SCHEDULE HUMAN RESOURCES Human Resources Records Series Title Retention Citation Remarks Benefit Plan Enrollment, Denied T+5 GC34090 (Part of EE file) Benefit Plan Claims P GC6250 et seq.; May include dental, disability, education, health, CFR 1602.30; 32; life and vision including dependent care and Lab Rel Sec 1174 Employee Assistance 29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC 1113 Billin~ls (Medical/Dental) T+25 Cai OSHA T+25 Forms 300-A Annual Summary & 301 Incident Report Classifications and Appointments P GC34090; Includes supplemental Personnel records GC12946; 29 CFR 516.6(2); 29 CFR 1602.4 Employee Accident Reports T+5 GC34090 (Part of EE file) Employee Handbook S+2 GC34090 General employee information including benefit (currently non-existent) plans Employee Programs C+5 GC34090; Recognition/customer service GC12946 Employee Rights GC12946; 29 CFR May include arbitration, grievances, union Non-Safety Employees T+5 1602; 29 USC 211 requests, sexual harassment and civil dghts, Safety (Police) T+5 (e); 203(m); 207(9) complaints, disciplinary actions Hourly Employees T+5 GC12946; GC34090 29 CFR 1627.3, Labor Relations Section 1174 Immigration P Immigration I-9's Reform/Control Act 1986 Pub L 99-603 Job interest cards C+2 GC34090 Medical Leave T+5 FMLA 1993 US (Part of EE file) May include family leave; OSHA; 29 CFR certifications; tests; W-4's 1910.20; 29 CFR 1602.30.32; 49 CFR 193-9 Motor Vehicle Pulls (DMV) C1+7 GC12946, CA 91009; 8 USC 1324 Negotiations (labor relations) P 29 USC Sections Notes, notebooks, correspondence, contracts, and 21 lc, 203(m), Memorandums of Agreements 207(9) Personnel Files: Reference: 29 CFR Applications, certificates, disciplinary action, 16273; Lbr Rltns disciplinary complaints, grievances, insurance, Non-Safety Employees - T+25 Sec 1174; 29 CFR licenses, performance appraisals, personnel Safety - T+25 1602.30.32; history, Release Authorizations; certifications; GC6250 et seq.; 29 reassignments; outside employment; CFR; GC 12946, commendations; terminations; Oaths of Office; 34090,1607.4; 29 pre-employee medicals; fingerprints; identification CFR 655.202; 29 cards (ID's) CFR 516.6 et seq.; 45 CFR 1068.6(a) Personnel Records (copies) C+2 GC34090; Attendance; evaluations; drafts; worksheets, GC6250 postings Page 15 Human Resources (Continued) Retention Citation Remarks Records Series Title PERS, Social Security, SSI T+5 29 CFR 1627.3(2); GC (Part of EE file) EEOC/^DE^ 12946, 34090 Recruitment C1+3 Reference: Applications (not hired), resumes, alternate C1+5 GC12946; GC6250 et seq; lists/logs, indices; ethnicity disclosures; 29 CFR 1602 et seq.; 29 examination materials, examination CFR 1607; 49 USC answer sheets, job bulletins; eligibility; 2000(e)-8; 2000c-12 electronic database Reference Checks T+2 GC12946 Surveys & Studies C+5 GC 12946, 34090; 29 CFR Includes classification, wage rates 516.6(2); 29 CFR 1602.14 Training Records: Non-Safety C+7 GC6250 et seq. Employee/volunteer applications, program training, class training materials, internships Personnel (by name) T+7 GC34090 Paperwork documenting officers' internal and external training Safety C+2 GC34090 Certifications/designations Volunteer workers: Includes applications, waivers, placement hired T+2 GC34090 forms; Information is generally kept by not-hired C+2 departments Workers Compensation P CCR 14311; 15400.2 Labor Claim Files, Reports, Incidents (working Code 5405 Title 8 files) originals filed with Administrator Page 16 RECORDS RETENTION SCHEDULE INFORMATION TECHNOLOGY Information Technology Records Series Title Retention Citation Remarks Annual fiscal year and calendar C+7 GC34090 et. Considered an electronic communication and year full backups seq. can be destroyed when no longer required; retention based on administrative value Monthly full backups Until no GC34090 et Stored off-site; Considered an electronic longer seq. communication and can be destroyed when no required longer required; retention based on administrative value Daily full backups 30 days GC34090 et. Considered an electronic communication and seq. can be destroyed when no longer required; retention based on administrative value; recycle tapes Intemet, World Wide Web C+2 GC34090 Management/policies and supporting documentation Inventory information systems C+2 GC34090 Hardware/software inventory logs; systems manuals Licenses C+2 GC34090 Forms, documentation required by Federal or State Agencies Network information systems C+4 GC34090; Configuration maps and plans (LAN/WAN) CCP 337.2; CCP 343 Page 17 RECORDS RETENTION SCHEDULE LIBRARY LIBRARY Records Series Title Retention Citation Remarks Class rosters C1+2 GC 34090 Grants received P Applications, reports, all pertinent documents; kept in-house, historic value Library Board of Trustees P Historic value meeting packets Patron comments on materials C+7 Cards filled out by Library patrons and kept in-house Staff manual C Kept in-house State library reports P Historic value Page 18 RECORDS RETENTION SCHEDULE POLICE DEPARTMENT Police Citation Remarks Records Series Title Retention 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 PAF's OSHA reports, change of address forms (copies) Accident Review C1+5 PC 832.5 Investigation of employee-involved vehicle accidents. Citizen Complaints C1+5 PC 832.5 Investigation of complaints by citizens Intemal Affairs C1+5 PC 832.5 Investigation of alleged employee misconduct. Shooting/officer involved L GC 34090 Investigation of officer-involved shootings. Daily Attendance C+2 Employee work schedule Schedules Training T+2 Employee training (includes sworn and non swom) Recruitment C+2 GC12946 Background information on applicants. Personnel Photographs S+2 GC34090 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 GC 34090 Until superseded; computerized and updated periodically Grievance files C1+2 Grievance filed by employees, supporting documentation Hostage Negotiation Team C+5 K-9 Training C+5 P.O.S.T. compliance - Dispatchers T+2 P.O.S.T. notification of appointment/ T+2 termination P.O.S.T. reimbursements C+2 P.O.S.T. school travel C+2 authorizations Performance Reviews T+2 Copies (Orig. in HR) 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 Page 19 Police (continued) Records Series Title Retention Citation Remarks Twenty-First Century Leadership S Academy Use of force/Supv, review C1+2 Volunteer card files T+2 GC34090 Volunteers' ID, contact info Watch Assignment/timekeeping C+2 records CRIME / ACCIDENT I INCIDENT / ARREST REPORTS, CITES, WARRANTS Felony crimes with or without P PC800,801 arrests See desc GC34090 Commencement of prosecution defined in PC 804. Exception: See PC 803 - Tolling/Extension of time periods: Appeals process and "Three Strikes" also considerations in assicjnin~l retention. Felony & Misdemeanor Crimes w/o See desc PC 799, 800, Retention per Statute of Limitation arrest - Sections 799,800, 801, 801,801.5, (Refer to Page 25, Note 2) 801.5 801.6,802(a), 802(b) and 802(c) Traffic Accidents Involving City property or C+7 personnel Fatal & major injury P Involving arrest P All others C1+2 Infractions or no crime occurred C1+2 GC 34090 No arrests, identifiable property of missing persons (Refer to Page 25, Note 1 ) Specific Reports by title: Mental Case P D.V. related Ass&Bat P Involves City property or C+7 personnel Missing persons C1+2 Sexual assaults P Child abuse & neglect P 11170(a)(3) PC If substantiated or inconclusive must be retained minimum 10 )/rs. Arrest/conviction H&S Section C1+2 H&S 11361.5 Applicable to convictions occurring after 11357(b),(c),(d),(e) or H&S Section (Mandatory 1976 or arrests not followed by a conviction 11360(b) violations (occurring after destruction occurring after 1976; exception: 11357(e) 1976) from date of retained until a juvenile offender attains the conviction or age of 18 years, then destroyed pursuant to date of arrest 11361.5 w/no conviction) Arrest/Conviction H&S Section Mandatory H&S 11361.5 Applicable to convictions occurring prior to 11357(b), (c), d), (e) violations destruction (c) 1976 or arrests not followed by a conviction (occurring before 1976 (wi written occurring prior to 1976 violations of H&S notice from DO J) Code 11357, 11364, 11365, 11550 Citations: California Vehicle Code C+2 GC34090 Original is forwarded to court Infractions (Police Copy) Parking/Traffic C+2 GC34090 Originals are forwarded to court after agency processing; includes citations electronically created Transmittals C+2 GC34090 Listing of citations forwarded to court, filed for reference Page 20 Police (Continued) Records Series Title Retention Citation Remarks Arson, Sex, and Narcotics L Fingerprint Card, photo, & criminal history. Registrant Files Information also forwarded to DOJ Evidence tapes See desc GC34090.6 Destroyed after adjudication of case, or statute of limitations Field Interview Records C+2 GC34090 Contact info Fingerprints: Applicant Files T+2 GC34090 Checks for city employment, business license applicants; may include related paperwork (DOJ Transmittal form) (covers all City depts.) Local 10-digit or palm print cards L Persons booked into detention facility Latent prints See desc Latent prints are treated as evidence Suspect, AdultJJuvenile CI Adults/juveniles suspected of a crime, taken for comparison. Destroy after original purpose achieved. Destroy when other evidence is destroyed. Homicide (investigator's file) P GC 34090.6 Photographs and negatives: Crime Scene See desc Destroy when case closed &/or no longer functional Traffic accident scene: Retention is same "Traffic Accidents" Involving City property or C+7 reports, Pg 21 personnel Fatal & major injury P Involving arrest P All others C1+2 Mug shots L Life of arrestee Rap Sheet DOJ GC34090 Requests for cdminal history of defendant, advises to suspect/potential suspect keep only as long as needed Sealed Records: Adult found factually innocent Mandatory PC851.8 General provision; upon petition, records of destruction agency must be sealed and destroyed in upon and accordance with the provisions set by court ~ursuant to Court Order record; exceptions. Juvenile Mandatory WIC 826(a) Local law enforcement records within WIC destruction &(b), 826(b) may be destroyed as ordered by the upon and WIC 781(A) court. Records involving arrests, detention )ursuant to Court Order and/or petitioning juvenile before juvenile court Tapes (audio, video, as evidence) See desc Same retention as cdme report. Warrants: Felony Eligible for Recommended by the California Law recall after 10 Enforcement Warrant Officer's Association yrs, upon review by DA's ofc. on case-by-case basis. Misdemeanor Cdminal Recall after Recommended by the CA Law Enforce 5 yrs Warrant Officer's Assoc. Served C Included warrant service information card, alpha index card Unserved (local) See desc Until served, recalled or purged Page 21 Police (Continued) Records Series Title Retention Citation Remarks INTELLIGENCE ABC files C1+2 Gang Member Index C+2 Name, address, monikers, gang affiliation of active members Gang Registration C+2 Meeting notes, development of Dept. procedure Intelligence Operations Bulletins CI Narcotics: T+10 Legal notifications, identification information, Confidential Informant Files payment information, activities information Parolees records - SSF See desc List of current active parolees. Destroyed individually when person is no longer on parole. Pawn Broker/Secondhand Dealer C+2 GC34090 Pawn slips. Dealer required to file duplicate with agency. Probation records - Juvenile C1+2 Info from County ofjuvs in SSF on probation Registration files - CIB C1+2 TIP Bulletins C+2 Wanted Posters- FBI CI DEPT. PROGRAMS / SPECIAL PROJECTS ABC G.A.L.E. 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: For donations to the Police Explorer Post to Checkbook, savings accounts and Au+4 GC34090 augment monies budgeted by the city; accounts payable checks received Program files C+2 Minutes of meetings, tdp plans, evaluations First Chance Program C+2 Grant Writing 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 GC34090 For payment of activities and other expenses in regard to the PAL Program. Treasurer Reports P GC34090 Yearly final reports done by an accountant not employed by City. Insurance Contracts P GC34090 Proof of insurance coverage. Membership lists C+2 GC34090 Pal Program membership rosters. Monthly newsletters C+2 GC34090 Newsletters describing upcoming events. Permission slips C+2 GC34090 Permission slips signed by parent giving the okay for the child to participate in a given activity. Page 22 Police (Continued) Records Series Title Retention Citation Remarks 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 / STATS / INVENTORY Asset Forfeiture: C1+2 GC 34090 Log by case number, defendant's name, Proceedings Case File amount of money involved and how distributed Booking fees paid to County C+2 Case Assignment Log C+2 Case # and detective assignments Court Liaison's filing log C+2 Contains case number, arresting officer, suspects' names, charges, victims' names, date of illin9 Dispatch Incident/Status Cards C+2 GC34090 Equipment: Manuals, warranties, instructions T Retained until termination of equipment use Service Records T Retained until termination of equipment use Firearms Inventory P Department-owned weapons, personal weapons, alternate weapons, secondary handguns; produces inventory reports Holding facility: Jail Operations C1+2 "Lock-up" inspection reports Temporary Holding Facility C+6 Individual's name, age, sex, report #, Health Questionnaire and Facility charge(s), cell #, ID#, time date, time log checks, officer's name Property Control C+2 GC34090 Log items coming into and going out of property room. Is done on Property/ Evidence form and filed with the case report when completed. Reports, Activity: Daily Activities Records C+2 Daily accounting of calls-for-service and initiated activities by officers and PSTs Daily Activity Report (monthly) C+2 Undercover activity financial C+2 disbursement records (buy fund) Speedometer calibration certificates C+2 Statistical (Cdme analysis) C+2 Internal generated info, using activity logs, citizen calls, current & past crime statistic reports, citations, cdme reports, accident reports, permits, receipts. Reports created for vadety of purposes including increases/ decreases in criminal activity; officer workload, deployment, time usage Subpoena Log Book C+2 GC 34090 Subpoenas received/served daily Towed/stored vehicle logs C+2 Date, time, locations, description of vehicle, tow company UCR Cdme statistics C+5 Uniform Crime Reports. Mandatory to DOJ. TRAFFIC Abandoned Vehicle Abatements C+2 C.A.R.E. (Citizen Assisted Radar C+2 Enforcement) Page 23 Police (Continued) Records Series Title Retention Citation Remarks Courtesy Notice of Violation C+1 DUI Cost Recovery C+2 Monthly Traffic Reports C+2 Office of Traffic Safety Grant- Avoid C+2 the 23 Parking Cite Fine Collection C+2 Parking Place Commission C+2 Working files PreliminaryAIcohol Screening (PAS) C+2 calibration Icg Radar calibration records T+2 GC 34090 Documentation of radar instruments retained during use/ownership Radar Survey S+2 Rat Boxes C+2 SWITRS C+2 TARPS Expense & Accommodation C+2 worksheets Taxi Cab Inspections C+2 Taxi Cab Driver Applications T+2 Tow Companies C+2 Tow Truck Drivers' ID T Tow Truck Inspection C+2 Traffic Activity Log C+2 Traffic Complaints C+2 Traffic Counts C+5 Traffic Officer Statistics C+2 GENERAL SUBJECTS & CORRESPONDENCE 9-1-1 Printouts C+2 Accounting / cash reconciliation Au+4 Records of monies into the General Fund Affidavit of Costs C+2 Auction Records C+2 Bail receipts C+2 Bike Registration Files C+2 GC34090 Bike registrations and renewals Briefing Board Info C+2 Business Licenses - PD approval C+2 Citizen Questionnaire / Survey C+2 Citizen response to service received or Response request for service & correspondence 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 & California Law Enforcement C1+2 Procedure/agreement to release State Teletype system (CLETS) summary criminal history Daily Cash Audit Sheets Au+4 Damaged Vehicle Log C+2 Dance Hall Secudty Payments C+2 Destruction of firearms / narcotics P GC 34090 Disposal file Fingerprinting Transmittals to the C+2 DOJ Page 24 Police (Continued) Records Series Title Retention Citation Remarks Firearms Dealers C+2 NClC Validations C+2 OSHA Claims T+2 Palmistry Applications C+2 Repossession/Private Tows of C+2 Written verification from particular Vehicles companies Research Project Files C1+2 GC34090 May include request forms, background materials, staff reports, final project reports and supporting data. Restitutions C+2 Restraining Orders, EPOs C Destroy after law enforcement actions described in PC 273.5, 273.6, 646.9, 12028.5, 13700 and Family Code Sections 6380-6383 are fulfilled and effective date of restraining order has expired Ride-Alongs C+2 Security 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 GC34090 Authorize purchase Vehicle Inventory Sheets C+2 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, or H&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. Page 25 RECORDS RETENTION SCHEDULE PARKS, RECREATION AND MAINTENANCE SERVICES PR&MS Records Series Title Retention Citation Remarks ADMIN/RECREATION Accident Reports - Rec program C1+2 GC34090 Accidents by patrons using City facilities, patrons attending classes City co-sponsored groups Applications, rosters, financial reports Class Rosters C+2 GC34090 Day in the Park C+5 GC34090 Year to year working files; vendor and event information Facility Rentals/Use C+2 GC34090 Permits, contracts, diagrams, schedules, insurance binders Harbor District/Marina P Historic records; billings, financial reports; administrative records Park In Lieu Fees P Dev. Projects - formula for determining fee and record of payments Photographs S+2 GC34090 Special events, retained for historic purposes Plans, Proposed C+2 GC34090 Future plans, new sites, expansions or until superceded Refund requests Au+4 Classes, facility rentals Schedules, Classes & Events C+2 GC34090 Enrollment, liability releases, evaluations, attendance, flyers School District/City leases P Copies maintained for reference purposes Studies C1+2 GC34090 Future park sites, expansions SENIOR SERVICES Grants - Aging C1+5 GC34090 Federal and state grants Project Files C+2 GC34090 Current project information including memos, correspondence, supporting documents relative to the project Receipts - donations C+2 GC34090 Used in quarterly reporting to other agencies STREETS/PARKS Abandonments/Vacations P GC34090 Closures P GC34090 Common Greens C+5 GC34090 Maintenance, assessments Community Garden License C+5 GC34090 Agreements Easements, Dedications, Rights-of- P GC34090 Way Field Books P GC34090 Incident Reports C1+7 GC34090 Damage to parks, facilities Intersection Records C+2 GC34090 Includes correspondence, volume counts, accident history Inventory, Equipment A+2 GC34090 Warranties, purchase orders Landscaping Records C+2 GC34090 Plants, tree maintenance, work orders, contracts, complaints, specifications, photos, reports Landscape Drawings 2 GC34090 Drawings Lighting C+2 GC34090 Maintenance, work orders Page 26 PR&MS (continued) Records Series Tit~e Retention Citation Remarks Maps P GC34090 Irrigation, plot plans, fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, utilities Maintenance and Operations C+2 GC34090d Service requests, invoices, supporting documentation; buildings, equipment, field engineering, public facilities including work orders and graffiti removal Master Plans C+2 GC34090 Copies Parking: Lots C+2 GC34090 Regulations S+2 GC34090 PG&E Programs C+5 Reports/Studies C1+2 GC34090 Tree removal permits C+5 GC34090 CITY GARAGE Accident Reports, Vehicle C1+2 GC34090 memos and working documents Fueling A+3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling operations Hazardous Waste Disposal C+10 CAL OSHA; Documentation re: the handling and disposal 40 CFR 122.21 of hazardous waste Inventory, Equipment Parts & L+2 GC34090 Includes vehicles and related documents re Supplies repairs Inventory, Vehicle Ownership and L+2 GC34090 Owner's manual, warranty documents, Title Department of Motor Vehicle title and registration, and related documents Licenses, Permits C+2 GC34090 Forms, related documentation re: licenses and permits required by federal and state agencies Maintenance and Operations L+2 GC34090 Related to requests for service and work orders for fuel, vehicle and equipment maintenance and repairs Vehicle Assignment C+2 GC34090 Log books, request forms, lists Page 27 RECORDS RETENTION SCHEDULE PUBLIC WORKS Public Works Records Series Title Retention Citation Remarks WQCP Facilities P GC34090 If city owned Underground utilities P GC34090 GC4003, GC4004; H&S 19850 Billing/Customer Records C+2 GC34090 Billings, correspondence, complaints Connection Records P GC34090 Maps, water line connections Inventory, Equipment C+2 GC34090 Location records P GC34090 Mains, valves, hydrants, wells Maintenance and Operations: C+3 GC34090 Includes work orders, inspection, repairs, cleaning, reports, complaints Service C+3 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & Pumping C+2 GC34090 Times operational, power used and quantity Maps P GC34090 Line location; easements Master Plans C+2 GC34090 Copies Meter Operations C+3 GC34090 Reader reports, orders, tests Maintenance Reports plus meter ID, all is kept in financial system Permits See desc. May depend on terms of state or federal agency Rates S+2 GC34090 Reclamation C+5 40CFR122.41 Daily operations including sewage flow, grit removal, chlorine usage, lab analysis results, etc. Reports: Conservation C+2 GC34090 Consumption C+2 GC34090 Corrosion Control C+12 40 CFR 141.91 Compliance documentation Discharge Monitoring C+5 40 CFR 122.41 Average amount of pollution discharged into waters of municipality Drinking Water C+10 40 CFR 141.33 Corrections Hydrograph P GC34090 Daily flow of streams Lead Service Line C+12 40 CFR 141.91 Compliance documentation Public Education C+12 40 CFR 141.91 Compliance documentation Quality Parameters C+12 40 CFR 141.91 Compliance documentation Sanitary Surveys C+10 40 CFR 141.33 Statistics, reports, correspondence Source Water C+12 40 CFR 141.91 Compliance documentation, e.g. lead & copper State Certification C+12 40 CFR 141.91 Compliance documentation Variances, Water System C+5 40 CFR 141.33 Well Level C+2 GC34090 Page 28 Public Works (continued) Retention Citation Remarks Records Series Title Sources, water C+2 GC34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations Surveys, Water System Sanitary C+10 40 CFR 141.33 Statistics, reports, correspondence Tests Bacteriological Analysis: C+5 40 CFR 141.33 Compliance records include location, date, method and results; corrections, analysis of bacterial content Chemical Analysis C+10 40 CFR 141.33 Compliance records include location, date, method used and results; corrections, analysis of chemical content Quality C+12 40 'CFR Compliance documentation including sampling 141.91 data, analysis, reports, surveys, documents, evaluation, schedules, valves, etc. Valve Main Records P GC34090 Violations, Drinking Water C+3 40 CFR 141.33 Retention applies to each violation Page 29 RECORDS RETENTION SCHEDULE AND INDEX File series not addressed in the retention schedule should be considered routine in nature and should be identified as "General Subject" page 3, and retention for those files should be two (2) years unless specific laws, decisions or opinions would apply to the file series. If a file series is not addressed in the attached schedule and the department believes other legal requirements apply or it is an essential record either for legal, historical, fiscal or administrative value, then that series can be added to the retention schedule. The retention schedule is not a "permanent" document, but flexible in nature to accommodate legal, administrative, or fiscal policy changes. RECORDS RETENTION INDEX RECORD SERIES DEPARTMENT PAGE 9-1-1 Print-Outs Police 24 Abandoned Vehicle Abatements Police 23 Abandoned Vehicles Fire 14 Abandonments/Vacations Parks, Recreation & Maint Services 26 ABC G.A.L.E. Police 22 ABC Files Police 22 Accident Reports - City Assets Administration 5 Accident Reports - Rec Program Patrons Parks, Recreation & Maint Services 26 Accident Reports, Vehicle Parks, Recreation & Maint Services 27 Accounting / Cash Reconciliation Police 24 Accounts Payable Finance 11 Accounts Receivable Finance 11 Address Changes, Direct Deposit, Vacation and Comp Times Sales Finance 12 Address/permit files Community Development 7 Adjustments Finance 12 Adopt-A-Dwelling Police 22 Adopt-A-School Police 22 Affidavit of Costs Police 24 Agenda Staff Reports (Master, Subject Files) Administration 4 Agendas Administration 4 Air Quality (AQMD) Community Development 8 Annexation Case Files Community Development 10 Annual Financial Reports Finance 11 ApparatusNehicle Fire 13 Appeals, Civil Administration 4 Applications For Board & Commissions Administration 4 Applications For Loans - Rejected Community Development 9 Applications, Absentee Ballots and Envelopes Administration 2 Appraisal Reports Community Development 9 Arson, Sex, and Narcotics Registrant Files Police 21 Articles of Incorporation Administration 4 Asbestos Community Development 8 Assessment Districts Administration 5 Assessment Districts Finance 11 Assessment Rolls Administration 5 Assessor Parcel Information Community Development 10 Asset Forfeiture Police 23 Auction Records Police 24 Audit Finance 11 Background Investigations Fire 13 Bacteriological Analysis (WQCP) Public Works 29 Bail Receipts Police 24 Ballots Administration 2 Page i RECORD SERIES DEPARTMENT PAGE Ballots - Prop 218 (Assessment Districts) Administration 2 Bank reconciliations Finance 11 Benchmark Data Community Development 6 Benefit Plan Claims Human Resources 15 Benefit Plan Enrollment, Denied Human Resources 15 Bi-Annual CJIS Certification Police 19 Bids & Proposal Community Development 6 Bids, RFQ's, RFP's Administration 3 Bike Registration Files Police 24 Billing/Customer Records (WQCP) Public Works 28 Billings (Medical/Dental) Human Resources 15 Biographies Administration 3 Blueprints of City Owned Property/Buildings Community Development 7 Bonds Finance 12 Bonds (CDBG) Community Development 9 Bonds (Development) Community Development 6 Bonds, Insurance Administration 5 Booking Fees Paid to County Police 23 Books, Fire Code Fire 13 Books, Technical Administration 3 Briefing Board Info Police 24 Brochures, Publications, Newsletters, Bulletins, Schedules Administration 5 Budget Adjustments Finance 11 Budget, opera'ting and capital, adopted Finance 11 Budgets, Operating Administration 3 Business Licenses Finance 11 Business Licenses - PD Approval Police 24 C.A.R.E. (Citizen Assisted Radar Enforcement) Police 23 Cai OSHA Human Resources 15 Calendar (Elections) Administration 2 Calendar, City Administration 5 California Environmental Quality Act (CEQA) Community Development 8 Candidate Statements Administration 2 Capital Improvement / Financing Authority Administration Finance 12 Capital Improvement Project Plans Community Development 7 Capital Improvement Projects Community Development 7 Capital Improvements, Construction-Municipal Facilities Community Development 7 Case Assignment Log Police 23 Case Files Fire 13 Case Files, Planning & Zoning Community Development 10 Case Log Administration 4 Case Records - (High Profile) Administration 4 Case Records (Routine and Completed) Administration 4 Certificates of Election Administration 2 Certificates of Occupancy Community Development 7 Checks Finance 11 Citations Police 20 Citizen Questionnaire / Survey Response Police 24 Citizens' Academy Police 22 City Co-Sponsored Groups Parks, Recreation & Maint Services 26 Civil Subpoena Witness Fees Police 24 Claims, Damage Administration 5 Class Rosters Parks, Recreation & Maint Services 26 Classifications and Appointments Human Resources 15 Client Alert/Legislative Updates Police 24 Closures Parks, Recreation & Maint Services 26 Code Books Community Development 6 Page ii RECORD SERIES DEPARTMENT PAGE Code Enforcement Community Development 13 Code Enforcement Log Police 24 Colma PD Contracts Police 24 Commendation Committee Police 22 Committees Community Development 6 Common Greens Parks, Recreation & Maint Services 26 Community Development Block Grant and Urban Development Community Development 9 Community Garden License Agreements Parks, Recreation & Maint Services 26 Comp Time/Shift Swap Request Forms Police 19 Concealed Weapon Permit Police 24 Congestion Management Community Development 8 Connection Records (WQCP) Public Works 28 Construction Drawings, Specifications Never Issued Community Development 7 Construction Tracking Daily Community Development 7 Contractual Agreements Administration 4 Contractual Agreements (copies) Administration 3 Controlled Substance Fire 13 Copies or Duplicates Administration 3 COPPS Police 22 Correspondence Administration 3 Correspondence/Reports Administration 3 Council Packets Administration 5 Court Liaison's Filing Log Police 23 Courtesy Notice Of Violation Police 24 CPS & California Law Enforcement Teletype System (CLETS) Police 24 Crime, Accident, Incident, Arrest Reports, Cites, & Warrants Police 20 Crossing Guards Police 19 D.A.R.E. Police 22 Daily Cash Audit Sheets Police 24 Daily Roster Police 19 Damaged Vehicle Log Police 24 Dance Hall Secudty Payments Police 24 Day In The Park Parks, Recreation & Maint Services 26 Deeds Administration 5 Deferred Compensation Reports Finance 12 Deposits, Receipts Finance 11 Dept. Procedures / General orders Police 19 Dept. Rules & Regulations Police 19 Destruction Of Firearms / Narcotics File Police 24 Developer Deposits/History Finance 11 Development Agreements Community Development 10 Development Conditions Community Development 10 Development Permits Community Development 10 Development Standards Community Development 10 Directed Patrol Logs Police 22 Dispatch Incident/Status Cards Police 23 Domestic Violence Tracking Police 22 Downtown Offenders Police 22 Downtown Project Police 22 Drawings, Project Plan Community Development 6 Drawings, Traffic Control Plan Community Development 7 DUI Cost Recovery Police 24 Easements, Dedications, Rights-Of-Way Parks, Recreation & Maint Services 26 Elections Administration 2 E-mail Information Technology 17 Employee Accident Reports Human Resources 15 Employee Handbook (Currently Non-Existent) Human Resources 15 Page iii RECORD SERIES DEPARTMENT PAGE Employee Lists Police 19 Employee Programs Human Resources 15 Employee Rights Human Resoumes 15 Employee Time Cards Finance 12 Employee Time Sheets Administration 3 Employees First Time Homebuyers Loan Program Community Development 9 Engineering Community Development 7 Environmental Determinations/Reports or Neg Decs For Outside City Community Development 10 Boundaries Environmental Review Community Development 8 Equipment Police 23 Equipment Files Administration 3 Evidence Tapes Police 21 Explorer Program Police 22 Exposure Fire 13 Facilities (WQCP) Public Works 28 Facility Rentals/Use Parks, Recreation & Maint Services 26 Fair Political Practices Administration 2 Field Books Parks, Recreation & Maint Services 26 Field Interview Records Police 21 Field, Non-Fire and Logs Fire 13 Financial Records Community Development 9 Financial Records (CIFA) Finance 12 Fingerprinting Transmittals To The DOJ Police 24 Fingerprints Police 21 Fire Equipment/Gear Logs Fire 13 Fire, Non-Arson and Logs Fire 13 Firearms Dealers Police 25 Firearms Inventory Police 23 First Chance Program Police 22 Fixed Assets Finance 11 Flood Control Community Development 7 Flood Records Community Development 7 Forms Administration 3 Forms/Handouts Fire 13 FPPC Blank Forms, Manuals Administration 2 Franchises Community Development . 6 Fueling Parks, Recreation & Maint Services 27 Gang Member Index Police 22 Gang Registration Police 22 Garage Parks, Recreation & Maint Services 27 General & Specific Plan Amendments Community Development 10 General Administrative Administration 5 General Plan and Elements Community Development 10 General Subject Administration 3 General Subject Community Development 6 General Subjects and Correspondence Police 24 Goals and Objectives Administration 3 Grant Writing Police 22 Grants Community Development 9 Grants - Aging Parks, Recreation & Maint Services 26 Grants received Library 18 Grants, Federal and State Community Development 9 Grants, Unsuccessful Community Development g Gratuity File Police 22 Grievance Files Police 19 Harbor District/Marina Parks, Recreation & Maint Services 26 Page iv RECORD SERIES DEPARTMENT PAGE Hazardous Materials Fire 14 Hazardous Waste Disposal Fire 14 Hazardous Waste Disposal Parks, Recreation & Maint Services 27 Historic Preservation Commission Grants Community Development 6 Historic Preservation Inventory Community Development 6 Historical Documents Re: Elections Administration 2 Holding Facility Police 23 Homicide (Investigator's File) Police 21 Hostage Negotiation Team Police 19 Hourly Employees Human Resources 15 Housing Programs Community Development 9 Immigration Human Resources 15 Incident Repods Administration 5 Incident Reports Community Development 6 Incident Reports Fire 13 Incident Reports Parks, Recreation & Maint Services 26 Index, Attomey Case Administration 4 Inspection Community Development 7 Inspections, Fire Prevention Fire 13 Inspections, Fire Station Fire 13 Insurance Policies & Certificates - Liability Administration 5 Insurance, Certificates Administration 5 Insurance, Joint Powers Agreement Administration 5 Insurance, Liability/Preperty Administration 5 Insurance, Workers Compensation Administration 5 Intelligence Operations Bulletins Police 22 Internet, Wodd Wide Web Information Technology 17 Interpretations Community Development 10 Intersection Records Parks, Recreation & Maint Services 26 Inventory Finance 11 Inventory, Information Systems Information Technology 17 Inventory, Equipment Parks, Recreation & Maint Services 26 Inventory, Equipment & Supplies Fire 13 Inventory, Equipment (WQCP) Public Works 28 Inventory, Equipment Parts & Supplies Parks, Recreation & Maint Services 27 Inventory, Records Administration 5 Inventory, Vehicle Ownership and Title Parks, Recreation & Maint Services 27 Investigations, Evidence Arson Fire 13 Investment Transactions Reports Finance 12 Invoices Finance 11 Job Interest Cards Human Resources 15 Journals, Fire Station Fire 13 Juvenile Smoking (308b P.C.) Police 22 K-9 Training Police 19 Land Uses, Nonconforming Community Development 10 Landscape Drawings Parks, Recreation & Maint Services 26 Landscaping Records Parks, Recreation & Maint Services 26 Law Enforcement Block Grants Police 22 Ledger Finance 11 Legal Advertising Administration 4 Legal Opinions Fire 13 Legal/Legislative Administration 4 Lesson Plans Police 22 Library Board of Trustees meeting packets Library 18 Licenses Information Technology 17 Licenses, Permits Parks, Recreation & Maint Services 27 Liens & Releases, Supporting Fire 14 Page v RECORD SERIES DEPARTMENT PAGE Lighting Parks, Recreation & Maint Services 26 Loans Community Development 9 Location Records (WQCP) Public Works 28 Logs Community Development 7 Logs, Attorney Service Request Administration 4 Logs, Code Enforcement Fire 14 Maintenance and Operations (Garage) Parks, Recreation & Maint Services 27 Maintenance and Operations (Streets / Parks) Parks, Recreation & Maint Services 27 Maintenance and Operations (WQCP) Public Works 28 Management Reports (CIFA) Finance 12 Maps Parks, Recreation & Maint Services 27 Maps & Plans Community Development 7 Maps (WQCP) Public Works 28 Maps, Plans, Drawings, Exhibits, Photos Community Development 10 Maps, PrecinctsNoter Information Administration 2 Master Plans Community Development 6 Master Plans Parks, Recreation & Maint Services 27 Master Plans (WQCP) Public Works 28 Media Relations Administration 5 Medical Fire 13 Medical Leave Human Resources 15 Meter Operations (WQCP) Public Works 28 Microfilm - Prop History Community Development 7 Minutes Administration 4 Monthly Traffic Reports Police 23 Motor Vehicle Pulls (DMV) Human Resources 15 Municipal Code Administration 5 Mutual Aid, Strategic Plans Fire 13 Narcotics Task Force (NTF) - County Police 22 Narcotics: Confidential Informant Files Police 22 NCIC Validations Police 25 Negotiations (Labor Relations) Human Resources 15 Nnetwork Information Systems (LANNVAN) Information Technology 17 Nomination Papers Administration 2 Notices, Meeting Administration 4 Notifications and Publications Administration 2 Oaths of Office Administration 2 Office Of Traffic Safety Grant - Avoid The 23 Police 24 Open Meetings Act General Subject 3 Opinions Administration 4 Ordinances Administration 4 OSHA Claims Police 25 P.O.S.T. Compliance - Dispatchers Police 19 P.O.S.T. Notification Of Appointment/Termination Police 19 P.O.S.T. Reimbursements Police 19 P.O.S.T. School Travel Authorizations Police 19 PAL Program Police 22 Palmistry Applications Police 25 Park In Lieu Fees Parks, Recreation & Maint Services 26 Parking Cite Fine Collection Police 24 Parking Lots Regulations Parks, Recreation & Maint Services 27 Parking Place Commission Police 24 Parolees Records - SSF Police 22 Passport Transmittal Logs Administration 5 Patient Care Reports Fire 13 Patron comments on materials Library 18 Page vi RECORD SERIES DEPARTMENT PAGE Pawn Broker/Secondhand Dealer Police 22 Payroll Finance 12 Payroll Police 19 Payroll Time Sheets Administration 3 Per-I:ormance Reviews Police 19 Permits Community Development 7 Permits (WQCP) Public Works 28 Permits, Fireworks Fire 13 Permits, Hazardous Materials Storage Fire 14 PERS, Social Security, SSI Human Resources 16 Personnel Files Human Resources 15 Personnel Files Police 19 Personnel Meeting Notes Police 19 Personnel Records (Copies) Human Resources 15 Pest Control Community Development 8 Petitions Administration 2 Petitions Administration 4 Petty Cash Receipts Finance 11 Petty Cash Records Finance 11 PG&E Programs Parks, Recreation & Maint Services 27 Photographs Community Development 9 Photographs Parks, Recreation & Maint Services 26 Photographs - Aedal Community Development, 6 Photographs and Negatives Police 21 Photographs, Negatives, Film Administration 5 Plan Check Files Community Development 7 Planning Community Development 10 Plans, Proposed Parks, Recreation & Maint Services 26 Plaques, scrapbooks, flags, photographs, maps, sister city records Administration 3 Policies & Procedures Fire 13 Policies & Procedures, General Admin. Administration 5 Policy, Council/Proclamations Administration 5 Precinct Records Administration 2 Preliminary Alcohol Screening (PAS) Calibration Log Police 24 Probation Records - Juvenile Police 22 Programs Community Development 8 Programs, Household Hazardous Waste Fire 14 Project Files Parks, Recreation & Maint Services 26 Project Files (Case Files) Community Development 6 Project N.E.A.T. Police 23 Projects, Not Completed or Denied (Building Division) Community Development 7 Projects, Not Completed or Denied (Planning Division) Community Development 10 Promotional Matedal Community Development 9 Property Control Police 23 Public Records Request Administration 5 Purchase orders / Requisitions Finance 11 Radar Calibration Records Police 24 Radar Survey Police 24 Railroad Right-Of-Way Community Development 9 Rat Boxes Police 24 Rates (WQCP) Public Works 28 Receipts - Donations Parks, Recreation & Maint Services 26 Receipts For Payment Community Development 7 Reclamation (WQCP) Public Works 28 Records Management Administration 5 Records Management Disposition Certification Administration 5 Page vii RECORD SERIES DEPARTMENT PAGE Records Retention Administration 5 Records' Procedures Police 19 Recruitment Human Resources 16 Redevelopment Community Development 9 Reference Checks Human Resources 16 Refund Requests Parks, Recreation & Maint Services 26 Registration Files - CIB Police 22 Regulations, CE Fire 14 Relocation Files Community Development 9 Reports Administration 3 Reports Community Development 8 Reports, Activity Community Development 6 Reports, Activity Police 23 Reports, Federal & State Community Development 9 Reports, Federal & State Fire 14 Reports, Federal and State Tax Finance 12 Reports, Labor Distribution Finance 12 Reports, Leave Hour Finance 12 Reports, Other Agencies General Subject 3 Reports, PERS Employee Deduction Finance 12 Reports, WQCP Public Works 28 Reports/Studies Parks, Recreation & Maint Services 27 Repossession/Private Tows Of Vehicles Police 25 Requests For Proposals (RFP's) Community Development 8 Research Project Files Police 25 Reserve Officers Police 19 Resolutions Administration 4 Restitutions Police 25 Restraining orders, Epos Police 25 Reviews, Internal/External Pedodic (Completed) Finance 11 Ride-Alongs Police 25 Risk Mana~lement Administration 5 Risk Management Reports Administration 5 Routes, School Bus & Truck Community Development 8 Safety Inspector Reports Fire 14 Salary Records Finance 12 Schedules, Classes & Events Parks, Recreation & Maint Services 26 School District/City Leases Parks, Recreation & Maint Services 26 Sealed Records Police 21 Security Guard Agencies Police 25 Seismic Retrofit Program Community Development 6 Senior Services Parks, Recreation & Maint Services 26 Shift Bids Police 19 Signage Community Development 8 Signs (Temporary) Community Development 7 Sober Graduation Police 23 Soil Reports Community Development 8 Soil, HAZMAT Level I or 2 Community Development 8 Solicitors File Police 25 Sources, Water (WQCP) Public Works 29 Special Districts Community Development 8 Special Projects Administration 3 Speed Limits Community Development 8 Speedometer Calibration Certificates Police 23 Staff manual Library 18 Page viii RECORD SERIES DEPARTMENT PAGE Staff Meeting Notes Police 25 State Controller Finance 11 State Library reports Library 18 Statistical (Cdme Analysis) Police 23 Street Names and House Numbers Community Development 7 StreetJAlley (Abandonment/Vacation) Community Development 8 Streets / Parks Parks, Recreation & Maint Services 26 Studies Parks, Recreation & Maint Services 26 Studies, Special Projects & Noise Areas Community Development 8 Subpoena Log Book Police 23 Subpoenas, Summons Administration 4 Subscriptions/Publication (Non-City) Administration 3 Summer Youth Program Community Development 10 Summer Youth Work Program Police 23 Supervisors' Meeting Notes Police 25 Support Services Administration 3 Surplus Property Finance 11 Surveyor Field Notes (WQCP) Public Works 29 Surveys Community Development 8 Surveys & Studies Human Resources 16 Surveys, Water System Sanitary (WQCP) Public Works 29 SWAT Police 19 SWITRS Police 24 Tapes (Audio, Telephone, Radio Communications) Police 21 Tapess, Information Systems / Back-ups Information Technology 17 Tapes, AudioNideo Administration 5 TARPS Expense & Accommodation Worksheets Police 24 Taser Police 25 Taxes, Receivable Finance 11 Taxi Cab Driver Applications Police 24 Taxi Cab Inspections Police 24 Tests (WQCP) Public Works 29 Tip Bulletins Police 22 Tow Companies Police 24 Tow Truck Drivers' ID Police 24 Tow Truck Inspection Police 24 Towed/Stored Vehicle Logs Police 23 Traffic Activity Log Police 24 Traffic Complaints Police 24 Traffic Counts Police 24 Traffic Officer Statistics Police 24 Traffic Signals Community Development 8 Training Fire 13 Training Bulletins, Lesson Plans (Range), Firearms (Range) Police 19 Training Materials Fire 14 Training Records Human Resources 16 Training/Schools Police 19 Transient Encampments Police 23 Travel Records Administration 3 Treasurer Finance 12 Tree Removal Permits Parks, Recreation & Maint Services 27 Twenty-First Century Leadership Academy Police 20 UCR Crime Statistics Police 23 Underground Storage Fire 14 Underground Utilities (WQCP) Public Works 28 Uniform Vouchers (By Name) Police 25 Page ix RECORD SERIES DEPARTMENT PAGE Use Of Force Supv. Review File Police 20 Valve Main Records (WQCP) Public Works 29 Vehicle Assignment Parks, Recreation & Maint Services 27 Vehicle Inventory Sheets Police 25 Vehicle Ownership & Title Finance 11 Vehicle Theft Task Force (V-I'TF) - County Police 23 Vendor Register Finance 11 Violations, Building, Property & Zoning Fire 14 Violations, Drinking Water (WQCP) Public Works 29 Volunteer Card Files Police 20 Volunteer workers Human Resources 16 Voter Indexes Administration 2 Wanted Posters- FBI Police 22 Warrants Police 21 Watch Assignment/Timekeeping Records Police 20 Weed Abatement Fire 14 Workers Compensation Human Resources 16 Page x