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Home My WebLink AboutReso 170-1986 RESOLUTION N0.170-86 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION ESTABLISHING A RECORDS RETENTION SCHEDULE AND AUTHORIZING PERIODIC DESTRUCTION OF CERTAIN RECORDS IN ACCORDANCE WITH GOVERN- MENT CODE SECTION 34090, ET SEQ. WHEREAS, the City of South San Francisco maintains over one hundred (100) types of records for various periods of time; and WHEREAS, the City Council has recognized the need for an on-going records management program for City records; and WHEREAS, in order to establish a records management program, Records Systems Associates was retained to analyze the City's records retention needs; and WHEREAS, in conjunction with department heads and the City Attorney, the schedule entitled "South San Francisco Records Retention Schedule", attached and incorporated as Exhibit "A" has been devised to provide for the systematic destruction of records, the maintenance of which is not required by law, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that: 1. The schedule as detailed in Exhibit "A" shall be the records retention schedule for the City of South San Francisco. 2. In accordance with Government Code Sections 34090, 34090.5, 34090.6 and 34090.7, records may be destroyed pursuant to the records reten- tion schedule and the following procedure: A. The department head responsible for the maintenance of the records shall review the records proposed for de- struction and make a recommendation to the City Manager and City Attorney. B. The City Manager's consent must be in writing. 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 de- struction specified in Government Code Sections 34090, 34090.5, 34090.6 and 34090.7. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at an adj. reqular meeting held on the 29th day of October , 1986, by the following vote: AYES: Councilmembers Mark N. Addieqo, John "Jack" Drago. Richard Haffey, Gus Nicolopulos and Roberta Cerri Teglia NOES: None ABSENT: None · City ~ATTEST' ~C1 erk~ -2- Exhibit "A" to Resolution No. CITY OF SOUTH SAN FRANCISCO RECORDS RETENTION SCHEDULE 170-86 (page 1 of 3) Record Title Accident Reports Accident/Incident Reports Accounts Receivable Activity Reports Agenda Appraisal Reports Appraisal Reports (T & MS) Arrest Records Arson Files Closed Cases Assessment Files Assessn~nt Files (T & MS) Assessment Rolls Assessment Rolls (T & MS) Audit Reports Bank Statements Bid Files Bond Files Bond Registers Books, Personnel Books, Technical Brochures Budget Reports Budget Workpapers Budgets Building Codes/Standards Building Permit Appl Business License Reports Business Licenses Capital Improvement Project Files (Fed/State Funded) Capital Improvement Project Files (Assessr~nt Dist) Catalogs, Misc Certificates of Occupancy Certificates of Occupancy (T & MS) Check Stubs Checks, Cancelled Citations City Attorney's Files Claims, Damage to City Prop Class Rosters CotlL~nityDev Files Computer Cards Correspondence Correspondence & Reports Council Packets Crime Reports Daily Activity Logs Retention Periods 5Y 5Y 5Y 5Y 2Y 5Y R P 20Y R 5Y 5Y P 5Y P P 5Y CY 2YAE 2YAE C C C 2Y 2Y 10Y C 2Y 5Y 5Y P P C 5Y P 2Y 5Y 5Y 10Y R 5Y R CY 10Y R 2Y 2Y 5Y 2Y 5Y 5Y Exhibit "A" to Resolution No 170-86 (page' ~of 3) Record Title Retention Periods EIR EIR (T & MS) Election Files Election Supplies Employee Reference Reports Financial Files Financial Registers Fire Reports Fire Reports CFIRS Forms General Ledger Historical Files Incident Reports Non-Fire Inspection Reports Invoices, Paid Journal Vouchers Labor DistrReports Ledgers Litigation LogBooks, Engine Marina Billings M~%rina Files Marina Financial Reports Marina, Administration Minutes Noise General Files Option Reports Option Reports, Interim Paramedic Reports Parcel Map Applications (T & MS) Payroll Records Payroll Reports Permits Permits (T & MS) Permits, Misc Permits, Misc (T & MS) Permits, Building Permits, Building Dept Permits, Grading (T & MS) Personnel Classif Study/Survey Personnel Files Personnel Monthly Reports Personnel Recruitment Files Personnel Retirement Files Personnel, Terminated Plans & Specifications Police Files, Misc Police Reports Police Reports, Misc Police Training Material 10Y R P 5Y C 5Y 5Y 5Y 5Y 5Y C 10Y P 5Y 10Y 5Y 10Y 5Y 10Y 10Y R 5Y R 2Y 5Y 5Y 5Y P 5Y 5Y CY 5Y 5Y 5Y 5Y R 5Y R P 5Y R P P P 25Y C 25Y 5Y 2Y 25Y 25Y P 5Y 5Y 5Y C -2- Record Title Exhibit "A" to Resolution No. 170-86 (page 3 of 3) Retention Periods Project Files, Building Div Project Files, Co~n Dev Project Files, Cap Imprv (T & MS) Project Files, Misc (T & MS) Purchase Orders Receipts Receipts, Bail Receipts, Prop Tax Reconciliation, Monthly Reconciliation, Yearly Registers, Misc Reports Reports & Studies Reports, Labor Distr Reports, Monthly Reports, Swimming Pool Resubdivision Revenue Files Sewage Treatment Plant Sewer Rental Cards Soils Reports, Building Div Specifications Specifications, Public Works Contracts Status Cards Status Reports, Daily Status Reports, Daily (Fire) Street Reports Subdivision Applications Subdivision Files, Bldg Div Tapes, Recording Tax Rolls Time Cards Traffic Reports Traffic Reports (T & MS) Use Permit Maps Use Permits Use Permits, Engineering Variances Vendors Warrants Warrants, Pink Copies Work Orders Zoning Files 10Y R 10Y R P P 5Y 2Y 2Y 2Y C 5Y 5Y 5Y 5Y 2Y CY 2Y P 5Y 10Y R 10Y P 10Y R P 2Y CY 3Y R 5Y 5Y R P 2Y 5Y 2Y 2Y P P P 10Y P C 5Y 2Y CY P RETENTION CODE AA - After Audit AE - After Expiration C - Current until superseded P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where otherwise noted