Loading...
R-10314F:\CTYCLERK\2008election reso04.doc City Council Meeting 6-10-08 Santa Monica, California RESOLUTION NUMBERlos14(CCS) (City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA APPROVING A REVISED CITY-WIDE RECORDS RETENTION SCHEDULE WHEREAS, California Government Code Sections 34090 et seq., set forth certain legal requirements regarding the retention of certain municipal records; and WHEREAS, the adoption and implementation of the revised City-wide records retention schedule for the City of Santa Monica is necessary to ensure the orderly, efficient and economic conduct of the public's business; and WHEREAS, the City Clerk's Office has inventoried the records presently maintained. by all departments within the City, and has determined which of those records are vital, which should be preserved and which should be discarded, and what the retention schedule should be for those records; and WHEREAS, the proposed revised City-wide retention schedule was reviewed by Department Heads, the City Attorney, and the City Clerk, NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: 1 SECTION 1. The revised City-wide records retention schedule hereto as Exhibit "A", is hereby approved and adopted and resolution number 10082 is hereby repealed in it's entirety.. SECTION 2. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and. thereafter the same shall be in full force and effect. APPROVED AS TO FORM: C 2 EXHIBIT A City of Santa Monica Proposed City-wide Records Retention Schedule 2008 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB -Customer Relations Artwork, Original Yes No PERM PERM PERM DP BBB -Customer Relations Awards Programs Applications Yes No SY SY CGC34090NP BBB-Cnstomer Rabitions Contracts/Agreements Yes No ACT+2Y ACT+2Y ~ CGC34090NP BBB-Customer Relations Customer Feedback Yes No 2Y 2Y CGC34090/DP BBB - Cnstomar Relations Customer Feedback Database Yes No 10X I OY CGC34090/DP BBB -Customer Relations Department Event Files Yes No lY l0Y I ]Y CGC34090/DP BBB -Customer Relations Long Term Planning Piles Yes No 3Y 12Y 15Y CGC34090/DP BBB -Customer Relations Newsletter Yes No PERM PERM PERM DP BBB-Customer Relations Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Customer Relations Project Piles, Marketing Yes No 4Y 4Y CGC34090/DP BBB -Customer Relations Receipts, Cash Yes No 3Y 3Y CGC34090NP BBB-Customer Relations Reports Yes No 4Y 4Y CGC34090/DP BBB -Customer Relations Request for Proposal, Rejected Yes No 1Y lY DP BBB -Customer Relations Vehicle Pool Log Yes _ No 2Y 2Y DP BBB -Executive Certificates/Permits Yes No ACT ACT CGC34090/DP BBB-Exeoutiva Complaints-ADA Yes No 7Y 7Y CGC34090/DP BBII-Executive Contracts/Agreements Yes No ACC+2Y ACT+2Y CGC34090NP Tuesday, May 13, 2008 Page i of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB -Executive ' Credit Card Receipt's Yes No 7Y 7Y CCC34090/DP BBB -Executive Grievances/Internal Complaints Yes No SY SY CGC34090/DP BBB -Executive Historical Files Yes No PERM PERM PERM CGC34090/DP BBB-Executive Projeot Files Yes No ACT+2Y ACT+2Y CGC34090/OP BBB -Executive Short Term Planning Files Yes No 3Y 3Y CGC34090/DP BBB-Executive Studies Yes No ACT+2Y ACT+2Y CGC34090/DP BBB - TrausiC Maintenance Certifictttes/Permits Yes No ACT ACT CGC34090/DP BBB -Transit Maintenance Environmental Reports Yes No 30Y 30Y 29CFR1910.120 BBB-Transit Maintenance Personnel Files No No E+2Y E+2Y DP BBB-Transit Maintenanoe Report's Yes No 4Y 4Y CGC34090/DP BBB -Transit Maintenance Training Materials Yes No S S CGC34090/DP BBB-Transit Maintenance Vehicle Bid Specifications Yes No U U DP BBB-Transit Io(aintanance Vehicle Files Yes No LV+3Y LV+3Y CGC34090/DP BBB-Transit Maintenance Vehicta Pool Log Yes No 2Y 2Y DP IIBB - 77ansit Programs APMS Data, Electronic Yes No 71' 7Y CGC34090/DP BBB-Transi[Programs Contracts/Agreements Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Transit Programs Dictaphone Recordings, Anatog Yes No S S DP DDB -Transit Programs Dictaphone Recordings, Digital Yea No 7Y 7Y CGC34090/DP IIBB-Transit Programs DispaCCh Worlcsheat Yes No 2Y 8Y l0Y US26CFR31.6001.1 BBB -Transit Programs FCC Licenses, Current. Yes No S S DP BDB -Transit Programs FCC Licenses, Sold Yes No 2Y 2Y DP Tuesday, May 13, 2008 -- - -_-- --_-- Page 2 of 57 In In Total Dept/Div Records Series Title Original' Vital Office Storage Retention Legal Citation BBB-Transit Programs Cranls, Capital Yes No ACT+3Y ACT+3Y CGC34090/DP BBB-Transit Programs Oran[s, OperaCional Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Transi[ Programs Long Term Planning Files Yes No 3Y 12Y 15Y CGC34090NP BBB-Transit Programs Project Files Yes No ACT+3Y ACT-F 3Y CGC34090NP BBB -Transit Programs Repor[s, Payroll Yes No 2Y 2Y CGC34090/DP BBB -Transit Programs Reports, Revenue Yes No 2Y 8Y l0Y CGC34090/DP BBB -Transit Programs RPP, Rejeoted, Federally Funded Yes No ACT+Zy ACT + 2Y CGC34090/DP BBB -Transit Programs RFP, Rejected, Non-Federally Funded Yes No IY lY DP BBB -Transit Programs Shorr Range Planning Piles Yes No 3Y 7Y l0Y CGC34090/DP BBB-Transit Programs STA/TDA Claims Yes No ACT+2Y ACT+2Y DP BBB - TransiC Programs Time Sheets Yes No 2Y 8Y l0Y CGC34090/DP BBB -Transit Programe Video Recordings, Faoili[ies Pending Litigation Yes No TR/RM TR/12M CGC34090/DP BBB -Transit Programe Video ]2ecordings, Faoilities* Yes No S S DP BBB -Transit Programs Video Recordings, Vehicles Pending Litigation Ycs No TR/RM TR/RM CGC34090/DP BBB -Transit Programs Video Recordings, Vehicles* Yes No S S DP BBB-Transit Services/O Accident Files No No 2Y SY 7Y CGC34090/DP BIIB -Transit Services/O Compliance Certificates Yes No ACT ACT CGC34090/DP BBB - TraneiC Services/O Dmg Testing Files, Negative Yes No 3Y 3Y CGC34090 BBB -Transi[ Services/O Drug Taefing Files, Positive Yes No 6Y 6Y 49CPR653.31/DP BBB -Transit Services/O fnoident/Non-Inoident 7-rend Pikes Yes No 2Y 2Y DP BBB-Transit Services/O Long Term Planning Files Yes No 3Y 12Y ISY CGC34090/DP Tuesday, May 13, 2008 Page 3 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB-Transit Services/O Personnel Piles No _ No E+2Y E+2Y DP BBB-Transit Services/O Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Transit Services/O Reports Yes No 4Y 4Y CGC34090/DP BBB -Transit Services/O _ SPAB Training Sign-in Sheets Yes No SY SY CGC34090/DP BBB -Transit Services/O Training Materials Ycs No S S CGC34090/DP BBB-Transit Services/S& Contraots/Agreements Yes No ACT+2Y ACT+2Y CGC34090/DP BBB-Transit Services/S& Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Transit Servioes/S& Reports Yes No 4Y 4Y CGC34090/DP BBB -Transit Services/S& Reports, Safety & Security Yes No 3Y 3Y CGC34090/DP BBB -Transit Services/S& Safety Meetings Yes No SY SY CGC34090/DP CCS-Admin. Audio Tapes Yes No 3Y 3Y CGC34090 CCS-Admin. Financial Reports-Five Star Yes No AA SY AA+SY CGC34090/DP CCS-Admin. Photo Yes No PERM PERM PERM CGC34090/DP CCS -Admin. Project Blueprints No. No U U DP CCS - Admin. R & P Agendas Yes No 4Y 4Y CGC34090/DP CCS -Admin. R & P Commission Minutes Yes No PERM PERM ~ PERM CGC34090 CCS -Admin. R & P Commission Packets Yes No 3Y 4Y 7Y CGC34090/DP CCS -Admin. R & P Commission Staff Repor[s Yes No PERM PERM PERM CGC34090/DP CCS-Admin. Subject Files No No ACT 4Y ACT+4Y CGC34090/DP CCS-Admin. Subject Files, T4is[orical No No PERM PERM PERM CGC34090/DP CCS -Civic Auditorium Cash Receipts Yes No SY - 5Y 26CFR301.6501 Tuesday, Mrry 13, 2008 - -- _".~- -~"~- Puge 4 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage RetenEion Legal Citation CCS -Civic Auditorium Event Historioal Files Yes No PERM PERM PERM CGC34090NP CCS -Civic Auditorium Show Files, One of a Kind Yes No ACT+7Y ACT+ 7Y CGC34090/DP CCS -Civic Auditorium Show Files, Repetitive Yes No ACT+ lY ACT+ lY DP CCS -Community Program A/S Cash ReporCS No No IY ]Y DP CCS -Community Program A/S Misc. Cash ReoeipC Books No No lY lY DP CCS -Community Program A/S Team Rosters Yes No 2Y 4Y 6Y CGC34090/DP CCS -Community Program A/S Weekly Cash Reports Yes No lY 4Y SY CGC34U90/DP CCS -Community Program Applications, Classes Yes No lY 2Y 3Y CGC34090/DP CCS -Community Program Applications, Meeting Rooms Yes No lY 2Y 3Y CGC34090/DP CCS -Community Program Applications, Padcs Yes No lY 2Y 3Y CGC34090/DP CCS -Community Program Class Registration Porms Yes No lY 2Y 3Y CCC34090/I>P CCS -Community Program Community Garden Agendas Yes No 4Y 4Y CCC34090/DP CCS-Community Program Community Garden Lioensas Yes No ACT+3Y ACT+3Y CGC34090/DP CCS -Community Program Community Garden Minutes Yea No PERM PERM PERM CGC34090 CCS-Community Program Facility Rental Files Yes No ACT+3Y ACT+3Y CGC34090/DP CCS -Community Program Joslyn Pk. Comm. Class Reg. Forms/Receipts Yes No ACT 3Y ACT + 3Y CGC34090/DP CCS -Community Program Permits, Ball Pield Yes No 3Y 3Y CGC34090 CCS -Community Program SAC Agendas Yes No 4Y 4Y CGC34090/DP CCS -Community Program SAC Minutes Yes No PERM PERM PERM CGC34090 CCS -Community Program Swim Center Applications, Scholarships Yes No 3Y 3Y CGC34090 CCS -Community Program Swim Center Cash Register Tapes Yes No 3Y 3Y CGC34090 l uesday, May li, ZUUS Page 5 of 57 In In Total DeptNiv Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Community Program Swim Center Daily Cash Reports No No 3Y 3Y CGC34090 CCS -Community Program Swim Center Inoident Reports, Major Yes No 4Y 4Y CGC34090/DP CCS -Community Program Swim.Center Inoident Reports, Minor Yes No 4Y 4Y CGC34090/DP CCS -Community Program Swim Center Insurance Liability Yes No. S S DP CCS -Community Program Swim Center Permission Slips Yes No lY lY DP CCS - Commnniy Program Swim Cenfor Registration Forms Yes No lY 3Y 4Y CGC34090/DP CCS -Community Program Tennis Cash Reports No No lY lY DP CCS-Community Program Tennis Misc. Cash Receipt Books No No ]Y lY DP CCS -Community Program Tennis Permits Yes No lY 1 Y DP CCS -Community Program Tannic Reservation Boolc Yes No SY SY CGC34090/DP CCS -Community Program "tannic Reservation Cards Yes No lY IY DP CCS -Community Program Tennis Reservation Sheets Yes No lY ]Y DP CCS-Community Program 'tennis Tournament Entry Forms Yes No 1Y IY DP CCS -Community Progrttm Tennis Tournament Files Yes No IY 4Y SY CGC34090/DP CCS -CommuniTy Program Tennis Weekly Cash Reports Yes No 1Y 4Y SY CGC34090/DP CCS-Community Program The Cove Registration Forms Yes No ACT 3Y ACT+3Y CCS - CommuniTy Program The Cova Waiver Release Forms Yes Yes PERM PERM DP CCS -Community Program Therapeutics Program Files Yes No ACT SY ACT+ SY CGC34090/DP CCS -Community Program Therapeurics WSO Yes No IND IND CGC34090/DP CCS -CommuniTy Program Volunteer Personnel Piles Yes No E + lY E + lY DP CCS -Community Program Volunteer Time Cards Yes No 2Y 2Y DP Tuesday, May 13, 2008 Page 6 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total 2etention Legal Citation CCS -Community Program Volunteers Registration Cards ~ Yes No ACT 6Y ACT + 6Y CCC34090/DP CCS-Cultural Affairs Artist Files Yes No ACT PERM PERM CGC34090/DP CCS -Cultural Affairs Arts Commission Agendas Yes No 4Y 4Y CGC34090/DP CCS -Cultural Af~Paics Ar[s Commission Minutes Yes No PERM PERM PERM CGC34090 CCS -Cultural Affairs Grant Files No No 2Y 8Y l0Y CGC34090/DP CCS -Cultural Affirs Milas Playhouse Program Files Yes No lY 6Y 7Y CGC34090/DP CCS -Cultural Affairs Project Files Yes No ACT PERM PERM CGC34090/DP CCS -Human Services Applications, Scholarships Yas No 3Y 3Y CCC34090 CCS - I-Iuman Services Audio Tapes Commission Meeting Yes No 6 mos 6 mos DP CCS - I-Iuman Services Commission/Task Porce Agendas Yes No 8Y 8Y CGC34090/OP CCS -Human Services Commission/Task Force Minutes Yes No PERM PERM PERM CGC34090/DP CCS -Human Services Complaints Yes No 6Y by CGC34090/DP CCS -Human Services CSC Agendas Yes No 4Y 4Y CGC34090/DP CCS -Human Services CSC Minutes Yes No PERM PERM PERM CGC34090 CCS-Human Services CSC Program Piles Yes No ACT 4Y ACT+4Y CGC34090/DP CCS-Human Services I-IDD/CDBG Yes No ACT 2iY ACT+25Y CGC34090/DP CCS -Human Services PAL Board Minutes Yes No PERM PERM CGC34090/DP CCS -Human Services PAL Even[ Files Yes No 3Y 3Y CGC34090 CCS -Human Services PAL Even[ Photographs Yes No PERM PERM CGC34090/DP CCS -Human Services PAL Financial Baok-up Malarial Yes No 3Y 3Y CGC34090 CCS-Humau Services PAL Participan[Fifes Yes No ACT 3Y ACT+3Y CCC34090/DP Tuesday, May 13, 2008 Page 7 of 57 DepUDiv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS -Human Services PAL Summer Food Service Program Yas No 3Y 3Y CGC34090 CCS-Human services Personal Related Files Yes No ACT+2Y SY ACT+7Y CGC34090/DP CCS -Human Services Program Files Yes No ACT l0Y ACT+ l0Y CGC34090/DP CCS -Human Services Project Files Yes Ne ACT 20Y ACT+ 20Y CGC34090/DP CCS -Human Services Reed Park Applications, Scholarships Yes No 3Y 3Y CGC34090 CCS -Human Services Reed Pad< CREST Historical Files Yes No PERM PERM CGC34090/DP CCS -Human Services Reed Padc CREST Program Files Yes No C+3Y 7Y C+ l0Y CGC34090/DP CCS -Human Services Reed Padc Registration Forms, Enrichment Yes No 3Y 3Y CGC34090 CCS -Human Services Reed Park Registration Forms, Sports Yes No 3Y 3Y CGC34090 CCS -Hnman Services Reed Pad: Special Event Planning Files Yes No 3Y 3Y CGC34090 CCS-Haman Services Sr. Nuhition Program Files Yes No ACT 6Y ACT+6Y CGC34090/DP CCS -Human Services Sr. Rec. Advisory Council Agendas Yes No 4Y 4Y CGC34090/DP CCS -Human Services Sr. Rec. Advisory Council Minutes Yes No PERM PERM PERM CGC34090 CCS -Human Sewices Sr. Rec. Cash Reports Yes No lY lY DP CCS -Human Services Sr. Reo. Misc. Cash Receipt Books Yes No IY ]Y DP CCS -Hnman Services Sr. Rec. Program Files Yes No ACT 6Y ACT+ 6Y CGC34090/DP CCS -Human Services Sr. Rec. Tax Utility Exemption Program Yes No ACT 6Y ACT+ 6Y CGC34090/DP CCS -Homan Servioes Virginia Park ~4dvisory Board Minutes Yes No PERM PERM CGC34090/DP CCS-I-Iuman Services Virginia Park Case Management Files Yes No ACT 2Y AC1'+2Y CGC34090/DP CCS -Human Services Virginia Park Community Events Yes No 3Y 3Y CGC34090/DP CCS.-Human Services Virginia Park Program Files Yes No C+3Y 7Y C+lOY CGC34090/DP Tuesday, May li, 2008 Page 8 oP 57 In In Total Dept/Div Records Series Title Original Vital Olfrce Storage Retention Legal Citation CCS -Human Services Virginia Park Program Piles, Summer Pood Yes No 6Y 6Y CGC34090/DP CCS -Open Spaoe Mgmt. Annenberg Comm. Beach House (Historical) Yes Yes PERM PERM PERM DP CCS -Open Space Mgmt. Annenberg Comm. Beaoh Aonse Piles Yes No 2Y 2Y CCC34090/DP CCS -Open Spaoe MgmC. Bid Specification Yes No SY SY COC34090/DP CCS -Open Space Mgmt. Operational Files Yes No U U CGC34090/DP CCS -Open Space Mgmt. Photos Yes No IND IND CGC34090/DP CCS -Open Space Mgmt. ProjecC Bh~eprints No No U U - pp CCS-Open Space Mgml. Project Piles No No AC1'+2Y ACT+2Y CGC34090/DP CCS -Open Space MgmY. R & P Commission Packets No No 2Y 2Y DP CCS -Open Space Mgmt. Vendor Files Yes No U U DP City Attorney -Admin. Budget, Final No No R R CGC34090/DP City Attorney -Admin. Budget, Working Papers Yes Yes R R CGC34090/DP Ciry Attorney - Admin. Chronological Files No No R R CGC34090/DP City AYCOrney -Admin. Opinion Files Yes Yes IND IND CGC34090/DP City Attoruey -Admin. Personnel Piles, At WiJI Yes No IND IND CGC34090/DP Ciry Attorney -Admin. Subject Files, Marsha Montrie No No R R CGC34090/DP City Attorney -Admin. Time Sheets, ACtorneys Yea No 1 ]Y 11 Y CGC34090/DP City Attorney -Civil Lit Calendar, CourC Yes No 3Y 3Y CGC34090 City Attorney - Civil LiY Case Cards Yes No PERM PERM CGC34090/DP City Attorney -Civil Lit Case Cards No No 3Y 3Y CGC34090 Ciry Attomey -Civil LiY Chronological Piles No No 3Y 3Y CGC34090 Tuesday, May 13, 2008 ~ Page 9 of 57 In In Total DepUDiv Records Series 17t1e Original Vital OfYce Storage Retention LegalCitation City Attorney -Civil Lit Closed Cases, Litigation Files Yes No ACT ]OY ACT+ 10Y CGC34090/DP Ciry Attorney -Civil Lit Closing Pipers Yes No ACT IOY ACT+ ]OY CGC34090/DP City Attorney -Civil Lit Litigation Files, Pre Yes No 3Y 3Y CGC34090 City Attorney -Civil Lit Message service receipts Yos No 3Y 3Y CGC34090 Ciry Attorney -Civil Lit Open and Closed Monthly Reports Yes No R R CGC34090NP City Attorney -Civil Lit Policies & Procedures Yes No ACT IOY AC'f + l0Y CGC34090/LC City Attorney -Civil Lit Research Files No No R R CGC34090/DP City Attorney -Civil Li[ Statement Summarizing Monthly Bills Yes No R R CGC34090/DP City Attorney -Civil Lit Stmctore Settlement Agreement Yes No PHRM PERM PERM CGC34090/DP City Attorney -Civil Lit Vendors Files No No 3Y 3Y CGC34090 City Attorney -Con. Pro[ec Closed Cases Yes No 3Y 17Y 20Y CGC34090/DP City Attorney -Criminal Appeals Log Book Yes No R R CGC34090 City Attorney-Criminal Bench Warrant Yes No lY 19Y 20Y CGC34090/DP City Attorney -Criminal Brief Banks No No R R CGC34090/DP City Attorney-Criminal Business Lioense Yes No ACC l0Y ACT+IOY CCC34090/DP City Attorney -Criminal Cal DUI Reports Yes No R R CGC34090/DP City Attorney -Criminal Chronological Files No No 3Y 3Y CGC34090 City Attorney-Criminal Citations Yes No ACT ]OY ACT+lOY CGC34090/DP City Attorney -Criminal Closed Cases Files Yes No ACT l0Y ACT+ l0Y CGC34090/DP City Attorney -Criminal Closed Cases, Domestio Violence Yes No ACT 15Y ACT+ 15Y CGC34090/DP Ciry Attorney -Criminal Criminal Prosecutor Control No No R R CGC34090/DP lliesday, May 13, 2008 - Page 10 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attomey -Criminal Demand for Trial No No 3Y 3Y CGC34090 City Attomey -Criminal DRS Sorvice Case File Yes No ACT ACT CGC34090/DP CiTy Attorney -Criminal L"nvironmental Codes & Regs. Yes No R R CGC34090/DP City Attorney -Criminal Investigation Piles Yes No ACT l0Y ACT + ] OY CGC34090/DP City Attorney-Criminal Invoices, Vendors No No 3Y 3Y CGC34090 CiTy Attorney -Criminal htry Instructions No No R R CGC34090/DP CiryAttorney-Criminal Memos Yes No 3Y 3Y CGC34090 City Attorney -Criminal Motion Log Yes No 3Y 3Y CGC34090 City Attorney -Criminal Procedure Guidelines No No R R CUC34090/DP City Attorney -Criminal Records Inventory Sheet No No PERM PERM CGC34090/DP City Attorney-Criminal Rejections/Dismissals No No 3Y 3Y CGC34090 Ciry Attorney -Criminal Research Files No No R R CCC34090 City Attorney -Criminal Reslitu[ion Piles Yes No ACT l0Y ACT+ l0Y CGC34090/DP City Attorney -Criminal Special Project Files No No 3Y 3Y CGC34090 Ciry Attorney-Criminal Trial by Declaration No No 3Y 3Y CGC34090 City Attorney-Muni Law Adminishafive Hearing Files Yes No ACT ]OY ACT+lOY CGC34090/DP City Attomey -Muni Law Airport Cases Yes No PHRM PBRM PERM CGC34090/DP City Attorney -Muni Law Appointment/Office Conference IIook No No R R CGC34090/DP City Attorney -Muni Law Bankruptcy Piles, City Involvement Yes No ]Y SY 6Y CGC34090/DP City Attorney -Muni Law Bankruptcy Files, No City Involvement Yes No U U CGC34090NP City Attorney -Muni Law Chronological Files No No U U CGC34090/DP Tuesday, May 13, 200A Page 1 t of 57 Dept/Div Records Series Title Original Vital In Office In Storage - Total Retention Legal Citation City Attomey -Muni Law Closed Cases, Litigation Consumer Yes No ACT l0Y ACT+ 70Y CCC34090/DP City Attorney -Muni Law Closed Files Yes No ACT 20Y ACT +20Y CGC34090/DP City Attomey -Muni Law Land Use Files Yes No ACT SY ACT + SY CGC34090/DP City Attomey -Muni Law MTBE Cases Yes No PERM PERM PERM CGC34090/DP City Attorney-Muni Law Nuisanca Abatement Board Notices No No 3Y 3Y CGC34090 City A[tgmey -Muni Law Personnel Related Case Files Yes No ACT l0Y ACT + l0Y CGC34090/DP City Attorney -Muni Law Pitchers Motion Files Yes No ACT l0Y ACT+ l0Y CGC34090/DP City Attomey-Muni Law Publio Records Request Yes No 3Y 3Y CGC34090 City Attorney -Muni Law Subpoenas Yes No 2Y 2Y DP City Clerk -Admin. A/P Pile No No 4Y 4Y DP CiTy Clerk -Admin. Audio Tapes of City Council Meetings Yes No 2Y 2Y CGC34090 City Clerk -Admin. B & C Application -Accepted Yes No ACT+ 2Y SY ACC -F 7Y DP CiTy Clerk -Admin. B & C Application -Not Acted Upon Yes No lY lY DP City Clerk - Admiu. B & C Directory Yes No PERM PERM CGC34090/DP City Clerk-Admin. Campaign Statement Log Yes No ACT+7Y ACT+7Y CGC34090/DP Ciry Clerk -Admin. Campaign Statement, Successful Yes No IND IND CGC81009(b) City Cled<-Admin. Campaign Statement, Unsuccessful Yes No SY SY CGC81009(e) Ciry Clerk -Admin. Claims File -Copies No No 6M 6M DP City Clerk -Admin. Claims Logs No No 7Y 7Y CGC34090 City Clerk -Admin. Contract Sign In Log Yes No AC'C+ lY ACT + 1 Y CGC34090/DP City Clerk -Admin. Conhaots Index Card File Yes No R R CCC34090/DP Tuesday, May 13, 2008 __ Page 12 of 57 In In Total Dept/D9v Records Series Title Original Vital Office Storage Retention Legal Citation _- __ City Clerk -Admin. Contracts Log Book Yes No R R CGC34090/DP City Clerk -Admin. Domestic Partnership Agreements Yes No IND IND CGC34090/DP City Clerk -Admin. ~ PifeKeepers Pick Up Log Yes No PERM PERM PBRM DP City clerk-Admin. Porm 700, Statement of Economic Interest Yes No ACT+2Y SY ACT+7Y CGC81009(d) City clerk-Admin. Internet Authorization (City Website) Yes No ACT+6M ACT+6M CGC34090/DP City Clerk -Admin. Miscellaneous Cash Receipt No No 3Y 3Y CGC34090 City clerk-Admin. Oaths of Office Yes No T+2Y SY T+7Y CGC34090 City Clerk -Admin. Ordinance Log Book Yes No R R CCC34090/DP City Clark -Admin. Proof of Publication Yes No 3Y 3Y CGC34090/DP City Clark -Admin. Public Records Request No No 6M 6M DP City Clerk -Admin. Reoords Deshuceion Certificates Yes No PHRM PERM CCC34090/DP City Clerk -Admin. Reoords Management Electronic Program Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records Transmittal Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records Transmittal, Destroyed Records Yes No ACT PERM PERM CGC34090/DP City Clerk -Admin. Resolutions Log Book Yes No R R CGC34090/DP City clerk-Admin. Stuternent of Economic Interest Log Yes No ACT+7Y ACT+7Y CGC34090/DP City Clerk -Admin. Statement of Economic Interests Successfid .Yes No ACT 7Y ACT+7Y CGC34090/DP City clerk-Admin. Subject Files Index Cards Yes No R R CGC34090NP City clerk-Admin. Time Cards, Prior to 11/98 Yes No 3Y 8Y 11Y CGC34090/DP City Clerk -Election Absent Voter Identification Envelope Yes No 6M 6M EC17302 CiTy Clerk -Election Assisted Voters Lists Yes No 6M 6M EC17304 Tnesda , Ma 13, 2008 - -- _ -- y y Page 13 of 57 Dept/Div Records Series I7tle Original Vital In Office In Storage Total Retention Legal Citation Ciry Cled<-Election Ballot Designation WoxksheeC Yes No ACT ACT+ 1M EC20442 Ciry Cleric-Election Ballot Receipts Yes Na 6M 6M EC17302 City Clerk -Election Ballofe (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 Ciry Clerk -Eleotion Ballots, Absent Voter Yes No 6M 6M EC17505 City Clerk -Election Ballots, Voted Yes No 6M 6M EC17306 City Cled<-Election Challenge Lists Yes No 6M 6M ECI7304 City Clerk -Election Coda of Pair Campaign Practices Yes No ACT ACT+ 1M EC20442 City Clerk-Election Indexes Yes No 6M 6M ECI7304 Cily Clerk -Eleotion Internet AuthorizaCion (City Website) Yes No 6M 6M EC20442 City Clerk-Eleotion Nominations Papers (Ali) Yes No 'f+1Y 3Y T+0.Y EC17100 City Clerk -Eleotion Petitions (Initiatives, Referendums, Recalls) Yes No ACT+ SM ACT + 8M ECI7200 City Clerk - Election Precinct Maps _ Yes No 12Y 12Y EC17501 City Clerk -Election Precinct' Official Materials Yes No 6M 6M EC17503 Ciry Clerk -Eleotion Rosters of Voters Yes No SY 5Y EC17300 CiTy Clerk -Election Statement ofEconomio lnfaras[e Snccesaful Yes No ACT 7Y ACT +7Y GC81009 Ciry Clerk -Blection Tally SheeC Yes No 6M 6M EC17304 CiTy Clerk - Elecfion Unqualified Met~sure Petitions Yes No ACT ACT + 8M EC20442 Ciry Clerk - Legislative Affidavit of Postings Yea No 6Y 6Y CGC34090/DP City Clerk -Legislative Agendas Yes No 6Y 6Y CGC34090/DP Ciry Clerk -Legislative Charters Yes No PBRM PERM CGC34090 City Clark -Legislative Contracts, Capital Improvement/CiTy Property Yes Yas ACT PERM PERM CGC34090/DP Tuesday, May 13, 2008 ~ Page 14 oP57 In In Total Dept/Div Records Series Title Original Vital OfYice Storage Retention Legal Citation City Clerk -Legislative Contracts, Construotion Maintenance Yes No AC'f + ]OY ACT+ l0Y CGC34090/DY City Clerk -Legislative Contracts, Supplies Yes No ACT+3Y ACT+3Y CGC34090/DP City Clerk-Legislative Contracts, Vehicles Yes No 15Y 15Y CGC34090/DP City Clerk -Legislative Deeds Yes Yes PERM PERM CGC34090 City Clerk -Legislative Election riles Yes No PERM PERM DP Ciry Clerk-Legislative Legislative Subject Files** Yes Yes ** City Clerk -Legislative Minutes, Ciry Council Yes Yes PERM PERM CGC34090 City Clerk -Legislative Minutes, Housing Authority Yes Yes PERM PERM CGC34090 Ciry Clerk -Legislative Minutes, Packing Authority Yes Yes PERM PERM CGC34090 Ciry Clerk -Legislative Minutes, Redevelopment' Agenoy Yes Yes PERM ~ PERM CGC34090 City Clerk -Legislative Notice of Adjournment Yes No 6Y 6Y CGC34090/DP City Clerk -Legislative Ordinanoas, City Council Yes Yas PBRM PERM CGC34090 City Clark-Legislative Request to Speak (Chits) Yes No 2Y 2Y CGC34090/DP City Clerk -Legislative Resolutions, City Council Yes Yes PERM PERM CGC34090 City CJerk - Legislafive Resolutions, Housing Authority Yas Yes PBRM PERM CGC34090 Ciry Clerk-Logistafive Resolutions, Parlking Authority Yas Yes PERM PERM CGC34090 City Clerk -Legislative Resolutions, RedevelopmenC Agency Yes Yes PERM PERM CGC34090 City Clerk -Support Sarvic A/P File No No 2Y 2Y DP City Clerk -Support Sorvic Bulk Mail Records Yes No 3Y 3Y CGC34090 City Clerk -Support Servic Certified Book Yes No 3Y 3Y CGC34090 City Clerk -Support Servic Express Mail Account Yes No 3Y 3Y CGC34090 Tuesday, May 13, 2008 - _- -~~~-- -"""_-- Page li of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Ciry Clerk -Support Servic Mail/Postal Receipt's Yes No 3Y 3Y CGC34090 Cily Clerk • Support Servic Monthly Copy Biding Report Yes No SY SY CGC34090/DP Ciry Cleric- Support Servic Mmrthty Mail Room Billing Report No No 3Y '3Y CGC34090 City Clerk-Support Servic Printing Requests Yes No 3Y 3Y CGC34090 City Clerk -Support Servic Register Book Yes No 3Y 3Y CGC34090 City Cled<- Siippori' Servic Uni[ed Parcel Yes No 3Y 3Y CGC34090 City Clerk -Support Servic United Presort Yes No 3Y 3Y CGC34090 CiTy Council Adminisha[ive Files No No U U CGC34090/DP City Council Budget No No 4Y 4Y DP City Council Budget Working Papers Yes No 3Y 3Y CGC34090/DP City Counoil Commendatlons/Proolamations No No SY SY CGC34090/DP City Counoil Complaints Piles Yes No 2Y 2Y 4Y CGC34090/DP Cily Council Co~mcil Correspondence Yes No 3Y 8Y I lY CGC34090/DP City Counoil Council Travel Finxnoial Reports No No 7Y 7Y CGC34090 City Counoil Equipment Manuals Yes No U U CGC34090 City Council Personnel Files No No E B CGC34090/DP City Council Purchase Orders No No 3Y 3Y CGC34090 Ci[y Council Request for Warrant No No 3Y 3Y CGC34090 City Council Requisitions No No 3Y 3Y CGC34090 City Counoil SubjecC Piles No No ACT SY ACT+SY CGC34090/DP CiTy Council Time Cards No No lY ]Y CGC34090/DP Tuesday, May 13, 2008 Page 16 of 57 Dept/Div Records Series Title Original Vital In OfSce In Storage Total Retention Legal Citation City Council Vendor Files No No 3Y 3Y CGC34090/DP City Manager Admin. Action Items Yes No IY lY DP City Manager -Admin. Administrative Instructions, Pinal Yes No PBRM PERM CGC34090/DP City Manager -Admin. Agenda, Dept. I-Iead Meeting Yes No 4Y 4Y CGC34090/DP City Manager -Admin.. Asset Forfeiture Funds No No R R DP City Manager- Admin. Boards and Commission Piles No No lY lY DP City Manager -Admin. Budget (CM./Div.) Ycs No 4Y 4Y CGC34090/DP City Manager Admin. Budget Working Papers Yes Yes 3Y 3Y CGC34090 City Manager -Admin. Century Cable Yes No IND IND IND CGC34090/DP City Manager -Admin. City Departments Subject No No R R CGC34090 City Manager Admin. Complaint Piles Yes No 2Y 2Y 4Y CGC34090/DP City Manager Admin. Completed Agendas No No lY lY DP City Manager Admin. Council Minutes No No lY lY DP City Manager-Admin. FEMA, Earthquake No No AA AA AA CGC34090/DP City Manager Admin. Grievances No No 3Y 3Y CCC34090 City Manager- Admin. Lobbying Stale Pilings No No 3Y 3Y DP City ManagerAdmin. Master Plans Yes No ACT 6Y ACT+6Y CGC34090/DP City Manager -Admin. Memorandum of Understanding No No R R DP City Manager-Admin. MTBE Subject Files No No ACT SY ACT+SY CGC34090 City Manager -Admin. Personnel Files No No B E CCC34090/DP City Manager-Admin. Pier Restoration Subject Piles Yes No ACT SY ACT+SY CGC34090/DP Tuesday, May 13, 200A Page 17 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CiTy Manager Admin. Propositions/Funds Subject Piles No No ACT SY ACT+SY DY City Manager Admin. Purchase Orders No No 3Y 3Y CCC34090 City Manager Admin. Request for Warrant No No 3Y 3Y CGC34090 City Manager -Admin. Request of Signature Yes No 2Y 2Y DP City Manager -Admin. Santa Monica Place Yes No IND iND CGC34090/DP City ManagerAdmin. Subject Files No No ACT SY ACT+SY CGC39090/DP City Manager -Admin. Subject Files -Special Projeot Yes No PERM PERM CGC34090/DP City Manager Admin. Task Force Yes No ACT 6Y ACT+6Y CGC34090/DP City Manager Admin. Telecom No No IND ]ND CGC34090/DP City Manager Admin. Vendor Piles No No 3Y 3Y CGC34090/DP City Manager-Airpor[ Administrative Piles' No No AC'f ACT DP Cily Manager -Airport Agenda Packets Commissioner Yes No 2Y PERM PERM CGC34090/DP CiTy Manager -Airport Airport Commission Meeting Agenda Packets Yes No 2Y PERM PERM CGC34090/DP City Manager -Airport Airport Commission Minutes Yes No PERM PERM CGC34090 City Manager Airport AWG Minutes Yes No PERM PERM CGC34090/DP City Manager-Airpott AWG, Project Files Yes No ACT SY ACT+SY CGC34090/DP City Manager -AirporC Employee Files No No E E CGC34090/DP City Managar -AirporC Flight Ac[iviry Log Yes No IND IND CGC34090/DP CiTy ManagarAirport Grant Files Yes No l0Y IOY CGC34090/DP CiTy Manager Airport Lease Piles, Aviation Yes Yes ACT+2Y PERM PERM CCC34090/DP City Manager Airport Lease Piles, Commercial Yes Yes ACT+ 2Y 8Y ACT + l0Y CGC34090/DP Tuesday, May 13, 2008 Page 18 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City ManagerAirport Month-End Piles No No 3Y 3Y CGC34090 City Manager -Airport Noise Printout Report Yes No 2Y 2Y DP Ciry Manager -Airport Noise Reports Yes No IND 1ND CGC34090/DP City Manager Airport ProjecC Files Yes No ACT SY ACT+SY CGC34090/DP City Manager Airport Security Logs Yes No IND IND CGC34090/DP CiTyManagor-Airport Time Cards No No. 2Y 2Y DP City Manager -CiTy TV Adminisha[ive Files No No U U CGC34090/DP Cily Manager-CiTy TV Budget Working Papers No No 2Y 2Y DP City Managor-Ciry TV Equipment Manual No No U U CGC34090/DP City Manager -City TV Program Rights Agreements No No U U CGC34090 City Manager-City TV VideoTapes, City Council Yes No IND IND CGC34090/DP Ciry Manager - CiTy TV Video Tapes, Community Projects Yes No IND IND CGC34090/DP Comm. Main: - 3rd St. Pro Accident Files Yes No ACT+7Y ACT+7Y 29CPR19042 Comm. Main. - 3rd SY. Pm Daily Log Books Yes No 10Y l0Y CGC34090/DP Comm. Main.-3rd St. Pro Daily Wod<Orders Yes No ACT+3Y ACT+3Y CGC34090/DP Comm. Main. - 3rd St. Pro Emplyee Hvaluetions No No G E DP Comm. Main-Admin. Disciplinary Files Yes No E E CGC34090/DP Comm. Main. -Admin. NEO Gov't Recruitment Files No No U U CGC34090/DP Comm. Main. -Admin. Perfgrmance Reviews No No E E CGC34090/DP Comm. Main. -Admin. Personnel Action Porms (100) No No E E CGC34090/DP Comm. Main. -Admin. Personnel Files Na No E E CGC34090/DP I uesday, May 13, zUUS Page 19of 57 Ln In Total Dept/Div Records Series Title Original Vital OffSce Storage Retention Legal Citation Comm. Main. -Airport Mai Payroll Reports No No 3Y 3Y CGC34090/DP Comm. Main. -Beach Mai Employee Folders Yes No PHRM PERM DP Comm. Main. -Beaoh Mai Inventory Requisition Yes No 2Y 2Y CGC34090/DP Comm. Main. -Beach Mai Supply Inventory Yes No PEI2Iv1 PERM PERM DP Comm. Main.-Beach Mai Vendor Piles Yes No SY SY CGC34090/DP Comm. Main. -Comm. For Claims No No 2Y 2Y CGC34090NP Comm. Main. -Comm. For Edison Grid Yes No ACT ACT DP Comm. Main.-Comm. For Grants Yes No ACT+4Y ACT+4Y 24CFR57Q502(b)(3) Comm. Main. -Comm. For Guidelines -Street Trees Yes No PERM PERM DP Comm. Main. -Comm, Por Landmark Trees Yes No AC"f ACT DP Comm. Main. -Comm. Por Landscape & Sireelscape Projects Yes No 15Y ISY DP Comm. Main. -Comm. For Mas[ar Plan No No ACT+2Y AC'f + 2Y DP Comm. Main. -Comm. For Phone Logs Yes No SY SY DP Comm. Main. -Comm. For Private Trees Yes No ACT ACT DP Comm. Main. -Comm. For "free Failure Reports Yes No ACT ACT DP Comm. Main. -Comm. For Tree Maintemmoe Yes No ACT ACT DP Comm. Main. -Comm. For Tree Removal File Yes No 15Y 15Y DP Comm. Main. -Comm. For Tree Service Log Yes No ACT+ 3Y ACT -F 3Y DP Comm. Main. -Comm. For Tree Trimming Log Yes No SY SY DP Comm. Main. -Comm. For Tree Trimming Permits Yes No ACT+ 2Y ACT +2Y CGC34090d Comm. Main. -Comm. For Trees -Historical Yea No ACT ACT DP Tuesday, May 13, 2008 Page 20 oP57 I>7 In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Comm. Main. -Comm. For Trees Planted Yes No PERM - PERM DP Comm. Main. -Comm. For Vendor Files Yes No SY SY CGC34090/DP Comm. Main. - Custodial S Punch "lima Cards No No 2Y 2Y CGC34090/DP Comm. Main. - Facilities M Budget Working Papers Yes Yes U U CGC34090 Comm. Main. - Facilities M GraffCi Removal ConsenC Farms Yes No ACT+3Y ACT+3Y DP Comm. Main. - Facilities M Inventory Requisitions, Old Yes No AA AA CGC34090NP Comm. Main. - Facilities M Inventory Street Light Map Yes Yes PERM PERM PERM DP Comm. Main. - Facilities M Job Folders Yes No U U DP Comm. Main. - Facilities M Project Files Yes No U U DP Comm. Main. - Facilities M Proposal, Rejected Yes No U U CGC34090 Comm. Main. - Faoilities M Request For Proposal Yes No R R DP Comm. Main. - Faoilities M Street Light Complaints No No 3Y 3Y CGC34090 Comm. Main. - Facilities M StreaC Light Repair Log Yes No PERM PERM PERM CGC34090NP Comm. Main. - Facilities M Work Order, D/B Electronic Yes No IND )ND CGC34090/DP Comm. Main. - Faoilities M Work Order, Old System Yes No SY SY CCC34090NP Comm. Main. -Fleet Mgm[ California Highway Patrol Inspection No No SY jy Dp Comm. Main. - Fleet Mgmt CHP Preventive Maintenanco Docs. Yes No 3Y 3Y CGC34090 Comm. Main. -Fleet Mgm[ Daily Safety Sheet Yea No 3Y 3Y CGC34090 Comm. Main. -Fleet MgmY Fleet Management Time Cards Yes No I Y lY DP Comm. Main. -Fleet Mgmt Smog Inspection Doce. Yes No 3Y 3Y CGC34090 Comm. Main. -Fleet Mgmt State Inspection Certificates Yes No 3Y 3Y CGC34090 1Lesday, May 13, 2008 Page 21 of 57 In In Total DepUDiv Records Series Title Original Vital Office Storage Retention Legal Citation Comm. Main. - Ffeet Mgmt Vehicle Bid SpeciScation Yas No LV + 2Y LV +2Y CGC34090/DP Comm. Main. -Main. Mgm Budget Working Papers No No 2Y 2Y DP Comm. Maier. -Main. Mgm Vendor Files No No 3Y 3Y CGC34090/DP Comm. Main. -Main. Mgm Warehouse Requisition Forms No No 2Y 7Y 9Y CGC34090/DP Comm. Main. -Main. Mgm Work Orders, DB Eteceronic Yes No IND 1ND CGC34090/DP Comm. Main. -Main. Mgm Work Orders, Old System Yes No SY SY CGC34090/DP Comm. Main. -Park Ops. Projects Files No No l0Y l0Y DP Comm. Main. -Pier Main. i Payroll Reports No No 3Y 3Y DP Comm. Main-Pier Main. Resource Collection Contraot File No No ACT+3Y ACT+3Y CGC34090/DP Comm. Main. -Pub. Lands CDF -Tree Grant Yes No ACT+4Y ACT + 4Y 24CPR570.502(b)(3) Comm. Main. -Pub. Lands ' Claims No No 3Y 3Y CGC34090/llP Comm. Main. -Pub. Lands Payroll Records No No 3Y 3Y CGC34090/DP Comm. Main. -Pub. Lands Personnel Piles No No E E CGC34090/DP Comm. Main. -Pub. Lands Pxop A Maintenance & Servicing Req. Yes No 7Y SY 12Y DP Comm. Main. ~ Pub. Lands Purchasing Card Transaction Log Yes No SY SY CGC34090/DP Comm. Main. -Pub. Lands Terminated Employees No No 2Y 2Y CGC34090/DP Comm. Main. -Pub. Lands Time Cards No No 2Y 2Y DP Comm. Main. -Pub. Lands Vendor Files Yes No SY SY CGC34090/DP Comm. Main. -Traffic Ops Daily Aotivity Log Yes No I OY l0Y CGC34090/DP Comm. Main. - Traffio Ops Daily Repair Log Yes No 15Y lit CGC34090/DP Comm. Main. -Traffic Ops Sheet Files Yes No SOY SOY CGC34090/DP Tuesday, May 13, 2008 Page 22 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Comm. Main. -Traffic Ops Traffic Signal Piles Yes No SOY ~ SOY CGC34090/DP Comm. Main. - Txaffie Ops Traffic Signal Maintenance Log Yes No PERM PHRM PERM DP Comm. Main. -Traffic Ops Traffic signal Work Requests Yes No PERM PERM PERM DP EPWM -Admin. Addxess Piles Yes No NERM PERM PERM CGC34090/DP EPWM-Admix Permits, After-hours Yes No ACT+2Y ACT+2Y CGC34090 EPWM-Admin. Permits, 8neroachment (Construction) Yes No PERM PBRM PERM H&5198501,4003 EPWM-Admin. Permits, Film Yes No ACT+2Y ACT+2Y CCC34090 EPWM-Admin. Permits, Mitigate Yes No 2Y SY 11Y CGC34090/DP EPWM-Admin. Permits, Street Yes No l0Y l0Y CGC34090/DP EPWM-Admin. Permits, Straat Repair Yes No 2Y 2Y CGC34090 EPWM-Admin. Permits, Usa of Publio Property Yes No ACT+2Y ACT+2Y CGC34090 EPWM-Admin. Permits, Utility Excavate Yes No PERM PERM PERM CGC34090/DP EPWM-Admin. Permits, Wastewater Fae. Fee Yes No SY 3Y 8Y CGC34090/DP EPWM-Admin. Permits, Water Meters Yes No SY 3Y 8Y CGC34090/DP EPWM-Cemetery ACMB Visible files _ Yes Yes U U DP EPWM -Cemetery ContracC Book Yes Yas PHRM PERM PERM CGC34090/DP EPWM -Cemetery Deed to Cemetery Ploe Yes No PERM PEAM PERM CGC34090/DP EPWM-Cemetery Interment Book Yes Yes PERM PERM PERM HS 7955 EPWM-Cemetery Interment Reoords Yes Yes PERM PERM PERM HS 8128 EPWM- Cemetery Maps Yes Yes PERM PERM PERM HS 7955 EPWM-Cemetery Plot Bools Yes Yes PERM PERM PERM HS 7955 7Lesday, May 13, 2008 Page 23 of S7 In In Total Dept/Div Records Series Title Original Vital OftSce Storage Retention Legal Citation EPWM -Cemetery Plot Invoices Yes Yes PERM PERM PERM CGC34090/DP EPWM-Cemetery Pre Need Records Yes Yes PERM PERM PERM CGC34090/DP EPWM -Cemetery Receip[ Bool< Yes Yes PERM PERM PERM CCG34090/DP EPWM-Cemetery Summary of Daily Cash Collected Yes Yes PERM PERM PERM CCC34090/DP EPWM-Engineering Bids, Uusnccessfirl Yes No 3Y 3Y CGC34090 EPWM-8ngineering Budget Working Papers Yes Yes 3Y 3Y CGC34090/DP EPWM-Engineering Cash Receipts No No 3Y 3Y DP EPWM-Bnginaering Community Service Employee Yes No 3Y 3Y DP EPWM -Engineering Damzge Assessment Photographs Yes No AA AA CGC34090/DP EPWM-Pngineering Dzmzge Survey Report Yes No AA AA CGC34090/DP EPWM-Engineering DR Projeot Files Yes No PHRM PERM PERM CGC34090/DP EPWM-Engineering Drawing,Pmject (electronic) Yes No PERM PF,RM PERM CGC34090/DP EPWM-Engineering Easements Yes No PERM PERM PERM DP EPWM-Engineering Engineering Drawings Yes No PERM PERM PERM CGC34090/DP EPWM-Engineering Inspection Photos Yes No 1ND IND CGC34090/DP EPWM-Engineering Lot Line Adjustment No No U U DP EPWM-Engineering Parcel MZps No No AR AR DP EPWM-Engineering Parcel Mergers No No U U DP EPWM -Engineering Permits 68 8xcavalions No No U U DP EPWM-Engineering Permits, Sewer No No U U DP EPWM-Engineering Plan Check Yes No 3Y 3Y CGC34090 t uestlay, May L3, 2008 Page 24 of 57 In In Total DepdDiv Records Series Title Original Vital Office Storage Retention Legal Citation EPWM-Engineering Prevailing Wages No No U U DP EPWM-Engineering Spocial Provisions Yes No PERM PERM PERM CGC34090/DP HPWM -Engineering Tract Maps No No AR AR DP EPWM-Engineering Videa Inspection, POSt Construction Yes No PERM PERM PERM CGC34090/DP EPWM-Bngineering Video Inspection, Pre Construction Yes No AA 3Y AA+3'Y CGC34090/DP EPWM-Env. Programs Bay Saver Direct Install Application No No 3Y 3Y DP EPWM -Env. Programs Bay Saver Program Rebato Piles Yes No ACT 2Y ACT +2Y CGC34090/DP EPWM-Env. Programs CUPA-Billing Data Yes No ]OY IOY CGC34090/DP EPWM -Hnv. Programs CUPA -Facility Files Yes No IND IND CGC34090/DP EPWM-Env. Programs CUPA-General Yes No 3Y 3Y CGC34090 EPWM -Hnv. Programs CUPA -Program Piles No No R R DP EPWM-Env. Programs CUPA-Regulation No No R R DP HPWM -Env. Programs Bnvironmenlal Reference Material No No IND IND DP EPWM -Env. Programs Environmental Reports Yes No PERM PERM PERM CGC34090/DP EPWM-Env. Programs HHW Manifests Yes No PERM PERM YEI2Iv1 40CFR26322/DP EPWM-Env.Pmgrams- Rebate Application No No AA+2Y AA+2Y DP EPWM -Env. Programs Retrofit Upon Sales Compliance CertiSoate Yes No PERM PERM PERM CGC34090/DP EPWM -Env. Programs Underground Tanks Facility Yes No PERM PERM PERM CGC34090/DP EPWM-Env. Programs Variance Report Yes No 3Y 3Y CGC34090/DP EPWM -Env. Programs Violation Notice Yes No PERM PERM PERM DP EPWM-Hnv. Programs Voided Checks (Rebate Program) Yes No 7Y 7Y 26CFR30]_6501/DP Tuesday, May 13, 2008 Page 25 of 57 In In Total Dept/Div - Records Series Title Original Vital Office Storage Retention Legal Citation EPWM -Solid Waste Mgm Blue Prints Yes No I,B - LB CGC34090/DP EPWM -Solid Wasta Mgm Community Sarvice Workers Yes No 2Y 2Y DP EPWM -Solid Waste Mgm Daily Vehicle Safety Check No No 2Y 2Y DP EPWM -Solid Waste Mgm Landfill Receipts No No 3Y 3Y CGC34090/DP EPWM-Solid Waste Mgm Private Hauler Reports Yes Yes 3Y 3Y CGC34090/DP EPWM-Solid Waste Min Private Hauler Vendor Piles No Yes 3Y 3Y CCC34090/DP BPWM-Solid Waste Mgm Refuse Journal Yes No 2Y SY 7Y CGC34090/DP EPWM-Solid Wasta Mgm Route Sheets No No 1Y lY DP EPWM-Solid Waste Mgm Transfer Station Credit Application Yes No 3Y 3Y CCC34090/DP EPWM-Street Main. Sidewalk Repair Assessments No No ACT+2Y ACT+2Y CGC34090/DP EPWM -Street Main. Wodc Orders, D/B Eleotronic Yes No IND IND CGC34090/DP EPWM -Street Main. Work Orders, Old System Yes No SY SY CGC34090/DP EPWM-WR-Admin. A/P Posting Printouts Yes No 2Y 2Y CGC34090 EPWM-WR-Admin. Applications Yes No 2Y 4Y 6Y CGC34090 EPWM-WR-Admin. Hyperion Yes ~ No IND IND CGC34090 EPWM - WR -Admin. Invoices, Moss Avenue No No 2Y SY 7Y CGC34090/DP EPWM - WR-Admin. Litigation Files Yes No ACT+ l0Y ACT-s l0Y CGC34090NP EPWM-WR-Admin. Maps, Charts&Blueprints Yes No IND IND CGC34090/DP EPWM-WR-Admin. Ordinance, Watar Division - No No R R DP EPWM-WR-Admin. P/O Billing Reports Yes No LY IY DP EPWM-WR-Admin. Payment Stubs Yes No limos limos DP Tuesday, May 13, 2008 Page 26 of 57 Dept/Div Records Series Title Original Vital In OfSce In Storage Total Retention Legal Citation EPWM-WR-Admin. Permitted Piles Yes No ACT 30Y ACT+30Y 29CPR1910.120 EPWM-WR-Admin. Projeot Files Yes No ACT SY ACT+SY CGC34090/DP EPWM-WR-Admin. Projeot Files M"CBS Yes Na EQD IND DP EPWM-WR-Admin. Property Tax Invoices Yes No 7Y 7Y 26CFR301.6501/DP EPWM-WR-Admin. Service Orders Yes No 2Y 4Y 6Y CGC34090/DP EPWM-WR-Admin. Summary of Cash Receipts No No JY lY CGC34090 EPWM-WR-Admin. Surveys Yes No 2Y 2Y CGC34090 EPWM-WR-CY WW Activity Cards Yes No IND IND CGC34090/DP EPWM-WR-CY WW Billables Yes No 3Y 3Y CGC34090/DP EPWM-WR-CY WW Boolcs Yes No PA..RM PERM PERM CGC34090/DP EPWM - WR - CY W W Construction Maps No No PERM PERM DP EPWM - WR - CY W W Damage Report, Ciry Property No No IY lY DP EPWM-WR-CY WW Damage Report, Vehiole No No lY ~ lY llP EPWM - WR - CY W W Fire Hydrant Flow Tests No No 2Y 2Y 4Y CGC34090/DP EPWM - WR - CY W W Plow Charts Yes No 6Y 6Y CGC34090/DP SPWM-WR-CY WW General Liability Accident Report No No IY lY CGC34090 EPWM - WR - CY W W Pico-Kentor Low Flow Diversion No No 2Y SY 7Y CGC34090/DP EPWM-WR-CY WW Report-Meter Read No No lY lY DP EPWM-WR-CY WW Report-Service/Wod<Oxders No No lY lY DP EPWM-WR-CY WW Report-Trouble Code Card No No lY 1Y llP EPWM-WR-CY WW Service Orders Yes No 2Y 4Y 6Y CGC34090/DP Cuestlay, May 13, ZUUS Page 27 of 57 Dept/Div Records Series Title In In Total Original Vital OftSce Storage Retention Legal Citation HPWM-WR-CY WW Valves BOOks Yes No PERM PERM PERM CGC34090/DP EPWM-WR-CY WW Vehicle Inspection Report No No 3Y 3Y CGC34090 HPWM-WR-CY WW Vehicle Repair Slips No No 2Y 2Y DP EPWM-WR-CY WW Waste/Water Maps Yes No PERM PERM PERM CGC34090/DP EPWM-WR-CY WW Water Main Failr~re Reports No No 3Y 3Y CGC34090 EPWM-WR-CY WW Water Maps Yes No PERM PERM PERM CGC34090/DP EPWM-WR-CY WW Worlc Orders, Billables Yes No 3Y 3Y DP EPWM-WR-PPP Permits, Sewer Yes No LOB IND LOB CGC34090/DP EPWM-WR-Water Trtm Consumer Complaints No No SY SY 22CCR64469 EPWM - WR -Water Tr[m Daily Treatment & Production Report No No l0Y l0Y 22CCR64469 EPWM - WR -Water Trtm Lab Reports, Data Yes Yes 12Y 12Y 40CPR141.91 EPWM - WR- Water Trtm Lab Summary Reports Yes No ]ND IND CGC34090/DP EPWM - WR -Water Trtm Pressura Charts Yes No 2Y 2Y CGC34090/DP EPWM - WR -Water Trtm Reference Research No No R R DP EPWM-WR-Water,Trtm Report-Bdif Journal No No ]Y lY DP BPWM-WR-Water Trtm VOA Data Yes No l0Y l0Y 40CFR141.33 EPWM-WR-Water Trtm WurranTy Files No No U U DP EPWM-WR-Water Trtm Well History Yes No PERM PHRM PERM CGC34090 Finance - A/P 1099 Forme Yes No 4Y 3Y 7Y CGC34090/DP Finance-A/P Administrativa Files No No U U DP Finance - A/P AP/PA No No 2Y 2Y DP I'nesdag May 13, 2008 - Page 28 of S7 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - A/P Check Copy, Dack Up Yes No 2Y SY 7Y CGC34090/DP Finance-A/P Check Register Yes No 7Y 7Y 26CFR301.6501/DP Finance - A/P Contract, Closed Yes No 2Y 14Y 16Y CGC34090/DP Finance-A/P Encumbrance No No lY ]Y DP Finance - A/P Band Payable Advises Yes No 2M 2M DP Finance - A/P Sales and Use Tax Returns Yes No 7Y 7Y 26CPR30L6i01/DP Finance - A/P STAR52000 Back Up Tapes Yes No ]ND IND IND CGC34090/DP Pinanoe-A/P Void Warrants (Checks) Yes No 2Y SY 7Y 26CPR301.6501/DP Finance- Admin. Administrative Files No No U U DP Finance-Admin. Completed Assignments Yes No PERM PERM PERM DP Finance -Admin. Contract Administration Disbursement Yas No 2Y SY 7Y 26CFR301.6501/DP Finance-Admin. Departmental Budget Reference Review Yes No 2Y 3Y SY CCC34090/DP Finance-Admin. MERL Loan DOOUments Yes No ACT 45Y ACT+45Y CGC34090/DP Finance-Admin. Monthly Interest Income request of 7E No No 3Y 3Y CGC34090 Finance-Admin. Monthly lnvestmenC Reports Yes No 2Y SY 7Y 26CFR301.6501 Finance-Admin. Request for Warrants No No 2Y 2Y DP Finance-Admin. Subject Files No No R R DP Finance -Admin. Time Cards, Prior to 1 l/98 No No 3Y 8Y I lY CGC34090/DP Finance -Admin.. Working Papers, MERL Prognun Forecast Yes No SY SY CGC34090/DP Finance-Admin. Working Papers, Waterwaste Bond Yes No SY SY CGC34090/DY Finance-Budget Administrative Files No No U U DP Tuesday, May 13, 2008 Page 29 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention LegalCitation Finanoe-Budget' Budget-Estimating DOOUmentation No No 2Y 4Y 6Y CGC34090/DP Finance -Budget Budget Ins[mction Yes No 4Y 4Y CGC34090/DP Finance-Budge[ Budget Revenue Mid-Year No No ACT SY ACT+SY CGC34090/DP Finanoe-Budget Budget Roview Meeting Deoision PaokeY Yes No 2Y 2Y DP Financo -Budget Budgct Transfer Form No No 2Y 2Y DP Finanoe-Budget GAFR Annlytics Yes No 3Y 3Y CGC34090 Finance -Budget CAF2 Supplemental Yes No 2Y 2Y DP Finanoe - Budget' Changes to Dept'al. MOE Bud Request Yes No 3Y 3Y CGC34090 Finance -Budget Ciry Council Actions Yes No 2Y 2Y DP Fiuanoe -Budget Departmental BudgeC Request Yes No 3Y 3Y CGC34090 Finance -Budget .Economic Forecast No No R R CGC34090/DP Finance-Budget Fee Study Yes No lY l0Y 11Y CGC34090/DP Finance -Budget IRS Bond Arbitrage Rebate Report Yes No ACT 17Y ACT+ 17Y CGC34090/DP Finance-Budget M.O.U. No Ne R R DP Finanoe -Budget MOE Revenue Request Yes No 2Y 4Y 6Y CGC34090/DP Finance -Budget Monthly Interest Earned on Short Term invesfine No No 3Y 3Y CGC34090 Finance -Budget SB 90 Claims Yes No 7Y 7Y CGC34090/DP Finance -Budget Wod<ing Papers, Budge[ Yes No 4Y 4Y CGC34090/DP Finance -Budget Working Papers, Five Year Forecast Yes No SY SY CGC34090 Finanoe-Budget Working Papers, Mid Year Yes No 3Y 3Y CGC34090 Finance -Budget Working Papers, Year End Yes No 3Y 3Y CCiC34090 Tuesday, Mary 13, 2008 Page 30 of 57 Dept/Div Records Series Title Original Vital In OfSce In Storage Total Retention Legal Citation Pinttnoe -Bus. Lic. Administrative Files No No U U DP Finttnce -Bus. Lic. Aged Accounts Receivable No No SY SY CGC34090/DP Finance -Bus. Lic. Application, Approved Business Lic. Yes No 3Y 13Y C + 15 CGC34090/DP Finanoa -Bus. Lic. Application, Denied Business Lic. Yes No I Y 2Y 3Y CGC34090/DP Finance -Bus. Lic. Application, Non-Profit Yes No 3Y 3Y CGC34090/DP Finance -Bus. Lic. Application, Outdoor Business Lottery Yes No 3Y SY 8Y CCC34090/DP Finance - Bus. Lic. Application, Renewal Yes No 3Y SY SY CGC34090/DP Finance -Bus. Lic. Applicaton, Strea[ Performer Permits Yes No 1Y SY 6Y CGC34090/DP Finance-Bus. Lio. Applicaton, Tax Yes No 2Y 3Y SY CGC34090/DP Finance-Bns. Lic. Audit Files No No ]Y 3Y 4Y CGC34090/DP Finance -Bus. Lio. Bad Checks; Replaced Yes No 3Y 3Y CCC34090/DP Finance-Bus. Lio. Bad Checks, Uncancelled Yes No 6Y 6Y CGC34090/DP Finance-BUS. Lic. Bankruptcy Pilings No No ACT 2Y ACT+2Y -0CC34090/DP Finance-Bus. Lic. Billing, 3rd Street Assessment Yes No 3Y SY 8Y CGC34090/DP Finance-Bus. Lic. Bonds, Haalth Clubs Yes No 3Y. SY 8Y CGC34090/DP Finance -Bus. Lic. Business License Printout Yes No U U CGC34090/DP Finance-Bus. Lic. Change of Address Yes No 3Y 3Y CGC34090/DP Pinanoe-Bus. Lic. Contracrors Final Job Yes No ACT SY ACT+SY CGC34090/DP Finance-Bus. Lic. Insurance,Taxi Yes No lY 2Y 3Y CGC30.090/DP Pinanoe-Bus. Lic. License inspection Time Logs No No 3Y 3Y CGC34090 Finance-Bus. Lic. License, Bicycle Yes No ACT+2Y ACT+2Y CGC34090/DP Tuesday, May 13, 2008 Page 31 of 57 In In Total Dept/Div Records Series Title Original Vital Otfice Storage Retention Legal Citation Finanoa -Bus. Lic. Massage Test, Fail Yes No U U CGC34090IDP Finanoe -Bus. Lic. Massage Test, Never Completed Yea No S S CGC34090/DP Finanoe -bus. Lic. Massage Test, Past Yes No S S CGC34090/DP Finance -Bus. Lic. Notice to File for a Business License Yes No lY -. I Y CGC34090 Finance-BUS. Lic. .Ordinance, Back Up Yes No IY 25Y C+25Y CGC34090/DP Finance -Bus. Lic. Ordinances No No R R DP Finance-Bus. Lic. Out of Business LeYterS Yes No IY SY 6Y CGC34090/DP Finanoe-Bus. Lic. Permit, Bingo Yes No A+3Y A+3Y CGC34090/DP Finance-Bns. Lic. Permit, Firearms Sales Yes No A+3Y A+3Y CGC34090/DP Finance -bus. Lic. Permit, Going ont of Business Sale Yes No 6Y 6Y CGC34090/DP Finance-Bus. Lic. Permit, Police Yes No 2Y 2Y CGC34090/DP Finance-Bus. Lio. Personnel Files No No E E pp Finanoe-bus. Lia Receipts, Payments Yes No IY 3Y 4Y CGC34090/DP Finance -Bus. Lia Recording of Toroa/Condo Release of Lien Yes No 6Y 6Y CGC34090/DP Finance-Bus. Lic. Records Transmittal No No PERM PERM CGC34090/DP Finance -Bus. Lia Request for Warrants No No 3Y 3Y CCG34090 Finance -Bus. Lic. Retnrn Check Letter Yes No 6Y 6Y CGC34090/DP Finance-Bns. Lio. Tax Payment, CBD Yes No 3Y 3Y CGC34090/DP Finance -Collections Collection Pile Yas No SY SY CGC34090/DP Finance -Collections Reference Material No No U U DP Finance-Collections Small Claim Judgment Files, Settled No No ACT t2Y ACT+2Y CGC34090/DP Tuesday, May ]3, 2008 _-- _~~__-- _-~~ Page 32 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finanoe-Collections Small Claims, Settled Yes No ACT+SY ACT+SY CGC34090/DP Finance -Earthquake DSR File No No AA AA DP Finance -Earthquake Earthquake Work Order Add To Yes No AA AA CCC34090NP finance-Earthquake Project Cost Summary No No U U DP Finance -Earthquake Project Cost Summary, Final Yes No AA AA CGC34090/DP Finance - Earthqualw Summary Detail Expenditure ReporCS No No AA AA DP Finance -Earthquake Time Cards; After Earthquake No No AA AA DP Finance - Earthqualw Vendor Piles No No AA AA pp Finance - C/1, Accounts Receivable Yes No 2Y SY 7Y 26CFR301.6501 Finance- G/L Administrative Files ~ No No U U DP Finance - G2 Bank Reoonoilia[ions Yes No 2Y SY 7Y 26CFR301.650I Finance-G/L Bank Statements No 'NO 3Y 3Y CGC34090 Finance-G/L Budget Enh'ies Yes No 2Y SY 7Y 26CPR301.650! Finance - G/L ~ Cancelled Checks Yes No 7Y 7Y 26CFR301.650I Finance - G/L Cancelled Checks Yes No 7Y 7Y 26CFR30 L650 L Finanoe - G/L Cash ReceipYS Yes No 2Y 3Y SY 26CPR301.650I Finance - G/L PEMA, Earthquake Yes Yes AA 15Y AA+ ISY CGC34090/DP Finanoe - G/L ~ Financial Reports, Andi[ed No No R R DP Finance - G/L Fixed Asset Yes No ACT ACT DP Finanoe-G2 Grant Folder, Closed Yes No ACT+IY SY ACT+6Y CGC34090/DP Finance - G/L Invoices Yes No 2Y SY 7Y 26CFR301.6501 Fnesday, May 13, 2008 Page 33 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - G/L Invoices, Open No No ACf ACT DP Finance-G2 Journal Enhies Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - G/L Payroll Checks Canoelled Yes No 7Y 7Y 26CFR301.6501 Finance - G/L Payroll Reconciliation No No 3Y 3Y CGC34090 Finance - G/L Working Papers, CAFR Yes No SY SY CGC34090/DP Finance -Payroll Administrative Files No No U O DP Finanoe-Payroll Benefits Register Yes No 1Y fiY 7Y 29CFR516.5/DP Finance -Payroll Deductions Register Yes No lY 6Y 7Y 29CF'R516.S/DP Finance-Payroll EDD Audit Form Yes No 3Y 3Y CGC34090 Finance-Payroll Employee Polders Yes No E+2Y 4Y F.+6Y 26CFR301.6501/DP Finanoe -Payroll Hmploymant Verification Yes No 3Y ~ 3Y CGC34090 Finance -Payroll Floating Holiday Usage Yes No lY 6Y 7Y 29CER516.5/DP Finanoe - I'syroll FLSA Report Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll Journal No No R R DP Finance -Payroll Leave Accruals Report Yes No lY 6Y 7Y 29CPR516.5/DP Finance-Payroll Mamtal Check Stubs (Register) Yes No lY 6Y 7Y 26CFR301.6501/DP Finanoe -Payroll Other Earnings Report Yes No lY 6Y 7Y 29CPR516.5/DP Finance -Payroll P/O As Needed Employee Gross Pay Register Ycs No ]Y 4Y SY 29CFR516.5/DP Finance -Payroll P/O Cumulative Horns RpY for A/N Bmployeas Yes No 7Y 7Y 29CFR5I6.5/DP Finance -Payroll P/O Division & Employee Time Distribution Yes No IY 6Y 7Y 29CPR516.5/DP Finance -Payroll P/O Employee Stratus Listing Yes No IY 6Y 7Y 29CPR516.5/DP Tuesday, May 13, 2008 Page 34 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Payroll P/O Fixed Pay & Daduction Register by Typa Yes No lY 6Y 71' 29CFR516.5/DP Finance -Payroll P/O PMS Batches Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O Labor & E9uipment Distribution Report Yes No 2Y SY 7Y 29CFR516.5/DP Finance -Payroll P/O Labor Charges to Work Orders Yes No ]Y 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O MOU Days/Floating/Holiday OT Report Yes No 7Y 7Y 29CPR516.5/DP Finance -Payroll P/OPaymll Check Register Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O Payroll Register Yes No lY 6Y 7Y 29CFR516.5/DP Finanoe -Payroll P/O Payroll Status Register Yes No lY 6Y 7Y 29CFR516.5/DP Finance-Payroll P/O PERS City Contributions Yes No ]Y 6Y 7Y 29CFR516.5/DP Finance-Payroll P/O PEI2S L.is[ing Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O Quarterly Medicare Tax Yes No lY 6Y 7Y 29CPR516.5/Ul' Finance-Payroll P/O Quarterly Tax Balance Report Yes No lY 6Y 7Y 29CFR516.5/DP Finance-Payroll P/O Sick Leave, Vacation, & Comp Report Yes No lY 6Y 7Y 29CFRSl6.5/DP Finance-Payroll P/O Special Holiday Usage Yes No 3Y 4Y 7Y 29CFRi 16.5/DP Finance-Payroll P/O Vacation AOCrual Limit Yes No lY 6Y 7Y 29CFR516.5/DP Finance - Payroll Pay History (Electronic) Yes No IND IND CGC34090/DP Finance -Payroll Payroll Check & Direct Deposit Registers Yes No ]Y 6Y 7Y 29CFR516.5/DP Finance -Payroll Payroll Folder Yes No ]Y 6Y 7Y 29CF'R516.5/DP Finance-Payroll Payroll loumals Yes No lY 6Y 7Y 29CFR516.5/DP Finance-Payroll Payroll Tax Returns Yes No 7Y 7Y 29CFR516.5/DP Finance-Payroll PEBSCO Deferred Comp. Statement Yes No ]Y 6Y 7Y 29CFR516.5/DP "Itiesday, May 13, 2008 Page 35 of In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance- Payroll Spacial Pay Report Yas No 7Y 7Y 29CFR516.5/DP Financo -Payroll Summary & Detail Overtime Report Yes No IY 6Y 7Y CGC34090/DP Finanoe-Payroll Terminated Employee Polders,Garnishment Yes No E+2Y 4Y E+6Y 29CFR616.5/DP Finance-Payroll Time Card Edit Report Yes No IY 6Y 7Y CGC34090/DP Finance -Payroll Time Cards Yes No 2 M l0Y IOY CGC34090/DP Finance -Payroll Time Cards, Auer 1994 Earthgnalw Yes No AA lit AA+ 15Y CGC34090/DP Finance -Payroll Transportation Time Card Summary Yes No 4Y 4Y CGC34090/DP Finanoe -Payroll UI & SD[ Tax Reports Yes No 7 Y 6Y 7Y 29CFR516.5/DP Finance-Payroll Vacation &Sick Adjustment Yes No IY 6Y 7Y 29CPR516.5/DP Finance -Payroll W2's Yes No IY 6Y 7Y 26CFR301.6501/DP Finance -Payroll YE Tax Fringe Benefits Yes No 7Y 7Y 29CPR516.5/DP Finance -Payroll Year Bnd Tax Piles Yes No ] Y 6Y 7Y 29CFR516.5/DP Finance-Purchasing Administrative Files No No U U DP Finanoe-Purchasing Affidavits, Burma Yes No 3Y 3Y CGC34090 Finance-Purchasing Application, Minority Business Women Yes No ACT ACT DP Finanoe-Purchasing Bids, Formal Yes No lY 6Y 7Y CGC3409U/DP Finanoe-Purohasing Certificate of Insurance Yes No ACT+6Y ACT+6Y CGC34090 Finance-Purohasing Complaint Piles No No U U DP Pinttnce-Purchasing Contracts Yes No ACT 6Y ACT+6Y CGC3409U/DP Finance -Purchasing Purchase Orders No No 2Y 2Y DP Finance-Purchasing Requisitions Yes No 2Y iY 7Y CGC34090/DP Tuesday, May 13, 2008 Page 36 of 57 In In Dept/Div Records Series Title Original Vital OftSce Storage Total Retention Legal Citation Finanoe -Purchasing WMBE Statistical Report Yes No IND IND IND CGC34090/DP Finanoe-Revenue 1099's for Bonds Yes No lY SY 6Y CGC34090/DP Finanoe -Revenue Acoounts ]2eceivabla Yes No 7Y 7Y 26CFIi301.6501 Finanoe - Revenuo Advance Pay & Special Checl< Release Log Yes No 3Y 3Y CGC34090 Financa -Revenue Audit Machine Seri1emenY Tape Yea No 2Y 2Y DP Finance-Revenue Bond Receipts Yes No ACT+2Y ACT+2Y CGC34090/DP Pinance -Revenue Bond Series Spread Shaet Yes Yes PERM PERM CGC34090/DP Finance-Ravanuo Bond, Returned Original Yes No PERM PERM 26CPR301.6501/DP Finance-Revenue Certificate of Deposit, Closed Yes No ACT+4Y ACT+4Y 26CF'R3U1.6501 Finance-Ravenue County ofL.A. Property Tax Yas No 3Y SY gY 26CPR301.6501/DP Finance- Ravenue Credit Card SettlemenC Tape Yes No 2Y 2Y DP Finance- Revenue Department Cash Audit No No 3Y 3Y CGC34090 Finanoe -Revenue Departmental Requisition No No 2Y 2Y DP Finanoe -Revenue Deposit Slips Yes No 2Y 3Y SY 26CFR301.6501 Finanoe -Revenue Electronic Assignments No No U U DP Finance-Revenue Expense Receipts Yos No 7Y 7Y 26CFR301.6501 Finance-Revenue Pranchise Statements Yes No ]OY - l0Y CGC34090/DP Finance -Revenue Information Items No No U U DP Finance -Revenue InCeresC Allocation Schedule Yes No 2Y 2Y 4Y CGC34090/DP Finanoe-Revenue Investment Bank Corcfirmation Yes No SY SY CGC34090/DP Finance-Revenue Invoice, Vendors No No 3Y 3Y CGC34090 Fuesday, May 13, 2008 Page 37 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finanoe -Revenue Monthly Reoeipts & Disbursement Yes No lY lY DP Finanoe -Revenue MRC Sales Tax Analyses Books Yes No 2Y SY 7Y 26CFR301.6501 Finance -Revenue Numbered Confirmation Sheet Yes No 2Y 3Y SY CGC34090NP Finance-Revenne Parking Authority Bond Coupon Yes No ACT+4y ACT+4Y CGC34090/DP Finance -Revenue Parking Citation Report Yes No lY 2Y 3Y CGC34090/DP Finanoe-Revenne Parking Citation, Contracts No No ACT+2Y ACT+2Y CGC34090/DP Finance-Revenue Parking Citation, Correspondence No No 3Y 3Y CGC34090 Finance -Revenne Parking Citation, Court Hearings Yes No 2Y 2Y CGC34090/DP Finance-Revenue Parking Citation, Finanoial No No 3Y 3Y CGC34090 Pinflnce -Revenue Pad<ing Citation, Letters Yas No 3Y 3Y CGC34090 Pinflnce -Revenue Parking CitaSon, Paid Yes No 1Y 2Y 3Y CGC34090 Finance-Revenua Parking PaciliTy Tax Ratvms Yes No ACT 7Y ACT+7Y 26CPR301.6501/DP Finance -Revenue Personnel Piles No No E E CGC34090/DP Finance -Revenue Petty Cash Sheet No No 2Y 2y Dp Finance -Revenue Refll Property Transfer Tax Remittance Yes No 3Y SY SY 26CF12301.6501/DP Finance-Revenue Reoeipts, Outside Vendors Yes No 3Y 3Y CGC34090 Finance-Revenue Request fnr Warrants No No 3Y 3Y CGC34090/DP Finance -Revenue RFP for Business License No No SY SY C(iC34090/DP Finance -Revenue S & L Bank Folders Yes No IJ U CGC34090 Finance-Revenne Safekeeping Reports Yas No SY SY CCC34090/DP Finance -Revenue SB278 Gas Company Deregulation No No lY fit 7Y CGC34090/DP ues ay, ay l3, 2008 Page 38 oP57 1)ept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance -Ravenue Seourity & Investment Worksheet Yas No 3Y 3Y DP Pinance -Revenue Stop Payment No No SY SY 26CFR301.6501 Finance -Revenue Summary of Cash Receipts Yes No 2Y SY 7Y 26CPR301.6501 Finance -Revenue Summary of Receipts & Disbursements Yes No R R DP Finance -Revenue Summary Sheet, License Yes No 3Y 4Y 7Y 26CFR301.6501 Pinance-Revenue Snmmary Sheet, Meter Yes No 3Y 4Y 7Y 26CFR301.6501 Finance-Revenue Summary Sheet, Treasury No No. 3Y 4Y 7Y DP Finance -Revenue Snmmary Sheets, Old Ones Yes No ACT ACT DP Finance - Revenue ~ 'POT Tax Audit Yes No AA 1 OY AA+ l0Y CGC34090/DP Pinance-Revenue Transient Oocupancy "fax Remms No No 3Y SY 8Y 26CFR301.6501/DP Pinance -Ravenue Treasurer's Cash Report Yes No 2Y 2Y 4Y CCC34090/DP Pinance-Revenue Ufility Users Tax Rehuns Yes No 3Y SY SY 26CFR301.6501/DP Finance-Revenue Wire Transfer Yes No SY SY 26CFR301.6501 Finance-Revenue Year-Bnd Budget Reports Yes No 3Y 3Y 6Y CGC34090/DP Finance-Revemia Year-Bnd/CAFR No No 3Y 3Y 6Y CGC34090/DP Finance -Revenue. Parking Citation, Court Related No No 3Y 3Y CGC34090 Finance - Risk.Mgmt. Administrative Files No No U U DP Finance -Risk Mgmt. Budget No No R R DP Finance -Risk Mgmt. Budget Working Papars Yes No 3Y 3Y CCC34090 Fi~iance-Risk Mgmt. CaI OSHA Reporting No No 2Y SY 7Y CGC34090 Pinance -Risk Mgmt. Lance-ed Checks No No 3Y 4Y 7Y 26CPR301.6501 Tuesday, May 13, 2008 Page 39 of i7 Dept/Div Records Series Title Ln In Total Original Vital Office Storage Retention Legal Citation Finance -Risk Mgml. City Properly Damage/Loss Report Yes No SY SY CCC34090/DP Finance -Risk Mgmt. Claim Experience Report Year End Yes No SY l0Y ]SY CGC34090/DP Finance -Risk Mgm[. Claim Files Liability, Litigated No No AC"f l0Y ACT+ IOY CGC34090 Finance -Risk Mgmt. Claim Files Liability, Not Litigated Yes No ACT l0Y ACT+ l0Y CGC34090/DP Finance -Risk MgmY. Claim Files, W/C Yes No ACT l0Y ACT + IOY 29CPR1904.6/DP Finance-Riek MgmY. Gaim Filea,W/C, Future Medioal Awards Yes No ACT PERM PERM CLCtSa2seo10102 Finance -Risk Mgm[. Claim Tnpe Edif for SM Bus Line No No 3Y ~ 3Y ~ CGC34090 Finance -Risk Mgmt. Claims Administration Bids No No SY SY CGC3h090/DP Finance -Risk Mgmt. Contraots No No R R CGC34090/DP Finance -Risk Mgm[. Employee Evaluation No No E E DP Finance-Risk Mgmt. Employee Occupational Exposure No No lY 30Y C+30Y CGC34090 Finance-Risk Mgmt. Frequency/Severity/Incident/Quartady Rpfs No No R R CCC34090 Finance -Riek Mgmt. I-ACAS No No 4Y 4Y CGC34090/DP Finance-Risk Mgmt. [ncident Reports Yes No lY 3Y 4Y CGL"34090/DP Finance-Risk Mgmt. [nsuxance Polioies No No ACT PERM PERM - CGC34090/DP Finance-Risk Mgmt. Liability Subrogation Files No No ACT 3Y ACT+3Y CGC34090/DP Finance -Risk Mgmt. Request for Warrant No No 2Y 2Y DP Finance-Risk Mgmt. SafeTy Committee Minutes Yes No SY SY CGC34090/DP Finance- Risk Mgmt. Small Claims Piles Yes No ACT I OY ACT+ ]OY CGC34090/DP Finance-Risk Mgmt. .'Dime Cards No No 3Y SY 11Y CGC34090/DP Finance- Risk Mgmt W/C Claims Cost Analysis Reports No No lY lY DP Riesaay, May l:i, 20US Page 4U of S7 Dept/Div .Records Series Title Original Vital in Office In Storage Total Retention Legal Citation Finance -Risk Mgmt. W/C Claims Experience Reports No No SY IOY 15Y CGC34090/DP Finance -Risk Mgmt. Workers Compensation Check Register Yes No 2Y 2Y DP Pire-Admin. Administrative Piles No No U U DP Fire-Admin. Budget Working Papers Yes No 3Y 3Y CGC34090 Fire-Admin. Complaint/Praise Files No No 4Y 4Y CGC34090/DP Fire-Admin. Deparfinen[Mamuals No No S S CGC34090/DP Fire-Admin. Deposit Slips No No 3Y C +2Y CGC34090 Fire-Admin. Equipment Files No No 3Y 3Y CGC34090 Fire-Admin. F-7 Yes No 3Y 3Y 6Y CGC34090/DP Fire-Admin. FD3 Yes No 2Y 4Y 6Y CCC34090/DP Pire -Admin. Personnel Files No No B E CGC34090/DP Fire-Admin. Petty Cash No No 3Y 3Y CGC34090 Fire-Admin. Policy and Procedures No No 11Y 11Y CGC34090/DP Pire-Admin. Purchase Order No No 3Y 3Y CGC34090 Fire-Admin. Rimhase Order, Blanket No No 3Y 3Y CGC34090 Fire -Admin. Purchase Order, Quick No No 3Y 3Y CGC34090 Fire -Admin. Request far Warrants No No 3Y 3Y CGC34090 Fire-Admin. Shop Files Yes No LV LV CGC34090/DP Fire-Admin. Staff Reports No No R R DP Fire -Admin. Supplemental "time Sheets No No 3Y 8Y 'I 1 Y CGC34090/DP Pire-Admin. Time Cards No No 3Y SY 11Y CGC34090/DP Tuesday, May 13, 2008 Page 41 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Pire-Admin. Vendor Files No No U U DP Fire-Admin. Warehouse Inventory Requisitions No No lY lY DP Fire -Prevention Building Piles Yas No PERM PERM CGC34090/DP Fire-Prevention Complaint Piles Yes No 4Y 4Y CGC34090/DP Fire -Prevention I-[azardous Material Disclosures Yes No ~ 30Y 30Y 29CPR1910.120 Plre-Prevention Inspection Notices Yes No 3Y 3Y UFC 103.3.4 Fire -Prevention Inspeotion Reports Yas No 3Y 3Y UFC103.3.4 Pire -Prevention Investigation Reports Yes Na 3Y 3Y CGC34090 Fire -Prevention Permits Yes No 4Y 4Y CGC34090/DP Fire - Support Services Audio Tapes Yes No 3 Mos. 3 Mos. DP Fire-Support Services CPIRS (eleotronic data) Yes No 1ND IND CCC34090/DP Fire-Support Services Dispatch Log Yes No 6Y SY I]Y CGC34090/DP Fire -Support Services Dispatcher's Daily Records Yes No 2Y SY 7Y DP Pire -Support Services Dispatcher's Daily Sign-In Log Yes No R R CGC34090/DP Pire - Support' Services Paramedic Reports Yes No iND iND CGC34090/DP Fire-Support Services Rescue Reports No No IND TND CGC34090/DP Fire -Support Services Telephone Reimbrasemeu[s Yes No 3Y 3Y CGC34090 Fire-Suppression Daily Soumals Yes Yes PERM PERM CGC34090/DP Pire-Suppression Hazardous Material Response Yes No 31Y 31Y 29CFR1910.120 Fire-Suppression Inspection Report Yes No 3Y 3Y UFC 103.3.4 Fire -Training Training Reports Yes No IND IND CGC34090/DP Tuesday, May 13, 2008 Page 42 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED-Admin. Vendor Files Yes No 3Y 3Y CGC34090/DP DIED-EDD Administrative Files Yes No 3Y 3Y DP HED -EDD Assessment District Information Yes No PERM PERM CGC34090/DP HED -EDD Business Improvement District Files Yes No PERM PERM CGC34090/DP HED-EDD Lease Files, Non-Aviation Yes Yes ACT+2Y PERM PERM CGC34090/DP HED -EDD Lease Files, Pier Yes Yes ACT VHRM PERM CGC34090/DP HHD -EDD Lease Files, Pier No No ACT ACT CGC34090/DP HED-EDD Month-End Piles Yes No 6Y 6Y CGC34090/DP HED-EDD Subject Files Yes _ No ACT ACT CGC34090/DP HED-EDD Tenant Financial Filee Ne No ACT+7Y ACT+7Y CGC34090/DP HED-EDD Vendor Files Yes No 3Y 3Y CGC34090 HED -EDD YARDI (electronio) Yes No IND IND CGC34090/DP HED - Parmera Market Vendor Files Yes No 3Y 3Y CGC34090/DP HED - HA/Section 8 1099's Forms .Yes No 2Y iY 7Y CGC34090/DP HED - HA/Section 8 Administrative Piles Yes No ACT ACT DP HED-HNSection8 Banl<Reconciliations Yes No 2Y SY 7Y 26CFR301.6501 HED - PIA/Section 8 Cancelled Checks Yes No 2Y SY 7Y 26CFR301.6501 PIED - I-]A/Section 8 Checl< Capy Yes No 2Y SY 7Y 26CFR301.6501 HED - HMSec[ion 8 HUD Grants Yes No ACT+ I SY ACT+ 6Y CGC34090/DP HED - HA/Section 8 Lindsey Monthly Baok Up Reports Yes No 2Y SY 7Y CGC34090/DP HED-HA/Section8 Tenant Files Yes Yes ACT 3Y ACT+3Y 24CFR84.53 Tuesday, May 13, 2008 Page 43 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HED - HA/Section 8 Time Cards No No 2Y 2Y DP HED-Housing Applications Yes No ACT 7Y AC'f+7Y CGC34090/DP HED-Housing .Housing Commission Agendas Yes No 3Y 3Y CGC34090/DP HED -Housing Housing Commission Mimrtee Yes No PERM PERM CGC34090 HED-Housing Piousing Commission Mtg. Audio Tapes Yes No 2Y 2Y CGC34090 i-IED -Housing Program Policies & Procedures Yes No PERM .PERM CGC34090/DP I-IED-Housing. ProjecC Piles Yes No ACT 75Y ACT+75Y CGC34090/DP I-IED -PRC Administrative Files No No ACT ACT DP HBD-PRC Application Files, Denied Yes No CL 3Y CL+3Y CGC34090/DP HED -PRC Blueprints, Existing Yes No LB LB CGC34090/DP HED -PRC Blueprints, Proposal Rejected Yes No 6Y 6Y CGC34090/DP HED -PRC Certificate of Insiuanoe Yes No 3Y 3Y CGC34090 HED-PRC. Employee Piles No No ACf ACT CGC34090/DP HED -PRC Event Files Yes No- SY 8Y CGC34090/DP HED-PRC Insurance Policies Yes No PERM PERM CCC34090/DP LIED-PRC Loan Documents No Yes ACT 75Y ACT+75Y CGC34090/DP HED -PRC MERL Program Files Yes No ACT CL + l0Y CL + I OY CGC34090/DP HHD-PRC Permits, Film Yes No 3Y 3Y CGC34090 HBD -PRC Photos Pier Yes No PERM PERM CCC34090/DP HED-PRC PRC Board Minutes Yes No PERM PERM CGC34090 HHD -PRC PRC Board Packets Yes No PERM PERM CGC34090/DP Tuesday, May 13, 2008 - ___-- - --~~ ~_-- -~~_ Page 44 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HFD-PRC Project Files Yes No ACT+2Y 48Y ACT+SOY CGC34090/DP HED-PRC Project Files Yes No ACT CL+3Y CL+3Y CGC34090/DP HSD -PRC Proposals, Rejected Yes No 6Y 6Y CGC34090/DP HED -PRC Public Information Requests Yes No 3Y 3Y CGC34090 HED -PRC Time Cards No No 2Y 2Y DP HBD-RDA Administrative Files No No ACT ACT DP HBD -RDA Anneal Reports Yes No R R DP HBD -RDA Loan Documents No No R R DP HED -RDA Project Area Files Yes No ACT LP LP COC34090/DP HED -RDA Remittanoe Advise No No R R DP HED-RDA 'fima Cards No No 2Y 2Y DP Human Resource Advertisement Yes No 3Y 3Y CGC34090 Auman Resource Affirmative Action Report No No ACT AC'C CCC34090/DP Human Resouroe ApplicaCion File Yes No ACT SY ACT+ SY CGC34090/DP Human Resourco Assessment Center Exam MaCerial Yes No ACT SY ACT + SY CGC34090/DP Human Resouroo Benefit Files No No ACT 6Y ACT+6Y CGC34090/DP Human Resource Budget Worksheets Yes Yes 3Y 3Y CGC34090/DP Human Resource Bureau of National Affairs Yes No R R CGC34090/DP Human Resource Check Register (DCAP) .Yes No lY 6Y 7Y CGC34090/DP Human Resource Chronologioal Files Yes No 3Y 3Y CGC34090 Human Resource Classification & Compensation Yas No 2Y 8Y l0Y CGC34090/DP Tuesday, May 13, 2008 -- Page 45 of 57 Dept/Div Records Series Title Original Vital In Oftice In Storage Total Retention Legal Citation Human Resource Comp City Information Yes No 3Y 3Y CGC34090 7-Iuman Resource Contract Insurance No No ACT 6Y ACT+6 29CFR2610.11 Human Resource Contract Procedures No No ACT ]OY AC'f+ l0Y CGC34090/DP Human Resource Deferred Compensation Correspondence No No PERM PERM CGC34090/DP Human Resource Deferred Compensation Pile No Yes PERM PERM CGC34090/DP Iduman Resource . DFEH/HEOC Complaints Yes No ACT 15Y ACT+ 15Y CGC34090/DP Humttn Resource Disttbility RetiremanY Files Yes Yes ACT l0Y ACT+lOY CGC34090/DP Human Resource Drug Policy Yes No ACT + IOY ACT+ 10Y CGC34090/DP Humttn Resource Drug Tes[ing"DOT" Yes No ACT+SY ACT+SY 49CPR653.31 Human Resource Drug/Alcohol Training No No ACT+SY ACT+SY CGC34090/DP Human Resource EEO Reporting Yes No 6Y 6Y CGC34090/OP Human Resource Eligibility List Yes No ACT+2Y 3Y ACT+SY CGC34090/DP Human Resource Eligibility List, Expired ~ No No 3Y 3Y 6Y CGC34090/DP Haman Resource Employee Handbooks Yes No ACT + l0Y ACT+ l0Y CGC34090/DP I-Inman Resource Employee Status No No 6Y 6Y CGC34090/DP Human Resource Exam History Files Yes No ACT+SY ACT+SY CGC34090/DP Human Resource Examination Materials File Yes No ACT SY ACT+SY CGC34090/DP Human Resource Financial Baclr-up Tapes (DCAP) Yes No 1Y 6Y 7Y CGC34090/DP Human Resource Fire Fighters Incentive Bonus Yes No E -i- 2Y E + 2Y CGC34090/DP Haman Resource Grievances/Internal Complaints Yes No ACT ISY ACT+15Y CGC34090/DP Human Resource Hazard Marerial Training Yes No 30Y 30Y 29CFRI910.20 lliesdag May 13, 2008 Page 46 of 57 In In Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation Haman Resource Immigration & Nat. Servioe (I-9 form) Yes No E 3Y E + 3Y CGC34090/DP Haman Rasonroe Insurance Claims Issues/Complaints No No 3Y 3Y CGC34090 Human Resource Insurance Reports Newsletter No No ACT+ l0Y ACT+ l0Y CGC34090/DP Haman Resource Job Analysis Yes No R R CGC34090 Human Resource Job Bulleein Yes No ACT+]OY ACT+l0y CGC34090/DP Human Resource Medical Evaluation Yos No ACT 30Y ACT -F 30Y CGC34090/DP Human Resouroe Medical Standard Reports Yes No R R CGC34090/DP Human Resource Memorandum of Understanding No Yes SY SY l0Y CGC34090/DP Human Resouroe Microfilm Logs Yes No PERM PERM CGC34090/DP Human Resource Negotiations Files Yes Yes ]Y 20Y 21Y CCC34090/DP Human Resource PERS Procedures No No R R CGC34090/DP Human Resoiuce PBRS Special Projects Yes No ACT 15Y ACT+ 15 CGC34090/DP Human Resource Personnel Board Packet Yes No 2Y 3Y SY CGC34090/DP Human Resouroe Personnel Board Audio Tapes Yes No 2Y 2Y DP Human Resource Personnel Board Convic[iou Yes No 2Y 3Y SY CGC34090/DP Human Resouroe Personnel Board Hearings No No ACT 7Y ACT+7Y CGC34090/DP FIuman Resource Personnel Board Minutes Yes No l0Y l0Y CGC34090/DP Human Resource Personnel Files, As needed Yes No E 6Y E+ 6Y CGC34090/DP Human Resource Personnel Files, Perm Yes Yes E 6Y E+ 6Y CGC34090/DP I-Iuman Resource Personnel Litigation Files Yas No ACC l0Y ACT + l0Y CGC34090/DP Human Resource Policy Memos Yes No PERM PERM CGC34090/DP 1 uesdtty, May 13, 2008 Page 0.7 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resource Position Description Yes No ACT SY ACT+SY CCC34090/DP Human Resource Procedural Manual No No ACT l0Y ~ ACT + I OY CGC34090/DP I-Iuman Resource Program Procedures No No R R CGC34090/DP Human Resource Pulmonary Function Test Yes No E 30Y E+30Y CGC34090/DP Iluman Resource Purohase Orders No No 3Y 3Y CGC34090 Human Resonrca Records Inventory List Yes No PERM PERM CGC34090/DP Human Resonroe Reyuest for Certification Yes No 2Y 4Y 6Y CGC34090/DP Human Resource Request for Warrant No No 3Y 3Y CGC34090 I-himan Resource Research Files Yes No 3Y 3Y CGC34090/DP Human Resource Research Materials Yes No R R CGC34090/DP Human Resource Resolutions No No R R CGC34090/DP Human Resouroe Salary Sohedule Yes No 7Y 7Y CGC34090/DP Human Resource Sarvice Awards Yes No PERM PERM CGC34090/DP Human Resource Sick Leave Buy Back Yes No iY SY CGC34090/DP Human Resouroe Speoial Project Circumstnuoe No No 3Y 3Y CGC34090 Human Resource StafF Reports No No 3Y 3Y CGC34090 Human Resource Time Curds No No 3Y 8Y 11Y CGC34090/DP Human Resonroe Training Manuals No No R R CGC34090/DP Human Resource Training Program Yes No 3Y 3Y CGC34090 Human Resource Tuition Reimbursement Yes No SY SY CGC34090/DP Hmnan Resource Unemployment Appeals No No 4Y 4Y CGC34090/DP Tuesday, May 13, 2008 Page 48 of 57 In In Total Dept/Div Records Series Title Original Vital Ofrce Storage Retention Legal Citation I-Taman Resource Unemployment Claims No No 3Y 3Y CGC34090 F4uman Resource Unemployment Reports No No 3Y 3Y CGC34090 human Resource Word Prooessing Tape No No 3Y 3Y CGC34090 ISD-Admin. - Contract Payment No No 3Y 3Y CGC34090 ISD-Admin. Contracts Yes No ACT+SY ACT+SY CGC34090/DP ISD-Admin. Purchase Orders No No 3Y 3Y CGC34090 ISD-Admin. Request for Warrants No No 3Y 3Y CGC34090 ISD-Admin. Requisition _ No No 3Y 3Y CGC34090 ISD-Admin. Telephone Bill Details Yes No lY 6Y 7Y DP ISD -Software Systems Software Manuals Obsolete Lioanses Yes No U U CGC34090/DP ISD -Systems & Network Back Up Tapes, Departments Yes No ACT 1Y ACT+ ]Y UY ISD - Systems & Ne[work Back Up Tapes, Police Department Yes No ACT lY AC"1'+ lY DP ISD -Systems & Network Back UP Tapes, Year Bnd Yes No ACT 1 Y ACT+ lY DP Library SO1C3 Porms Yes No U U DP Library Applications, Meeting Room Rentals Yes No 3Y 3Y CGC34090 Library Grant Files Yes No TOY l0Y CGC34090/DP Library Library Board Packets Yes No PERM PERM PBRM CGC34090/DP Library Sirsi System Yes Yes IND IND CGC34090/DP Library Special PxojecC Files Yas No ACT 20Y ACT+20Y CGC34090/DP PCD-Admin. SpecialProject Files Yes No ACT TOY ACT+]OY CGC34090/DP PCD - B & S Complaints Yes No lY 19Y 20Y CGC34090/DP I1,iesday, Mary 13, 2008 Page 49 of 57 Dept/Div Records Series Title ~ Original Vital In Office In Storage Total Retention Legal Citation PCD - B & S Logs Yes No IY lY DP PCD - B & S Maps Yes No SOY SOY CGC34090/DP PCD - B & S Permit Files Yes No LB LB CCC34090/DP PCD - B & S Scanned Sob Cards Yes No ACT 2Y ACT +2Y DP PCD - B & S Scanned Permits, Hard Copy Yes No ACT SOY ACT + SOY DP PCD - B & S Special Administrative Files Yes No PHRM PERM PERM DP PCD -City Planning Audio Tapes of Board & Commission Mtgs. Yes No 6Y PERM PERM CGC34090/DP PCD -City Planning Board and Commission Minutes - Yes No 6Y PERM PERM CGC34090/DP PCD -City Planning Commission Packets Yes No 6Y PERM PERM CGC34090/DP PCD -City Planning Project[ Files Yes No ACT PERM PERM CGC34090/DP PCD-City Planning Special Adminisrativa Piles Yes No ACT PERM PERM DP PCD -TMD Batch Report Receipts Yes No SY SY CGC34090/DP PCD -TMD Complaints Yes No ]OY l0Y CGC34090/DP PCD -TMD Location Piles Yes No ACT ACT CGC34090/DP PCD -TMD Lo[s & Structures Files Yes No PERM PERM CGC34090/HS19850 PCD -TMD News Clippings No No IND RJD CGC34090/DP PCD-TMD Parking Structure Tnvoices Ne No AC'C+3Y ACT+3Y CGC34090/DP PCD-TMD Permi[s, Wide Loads Yes No ACT+2Y ACT+2Y CGC34090/DP PCD -TMD Preferential'Parking No No 2Y 2Y DP PCD-TMD Project Files Yes No 5Y SY CGC34090/DP PCD-TMD Subject Files Yes No R R DP luesdary, May 13, 2008 Page SO op57 In In Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation PCD -11N0 Bike Plans & Racks Yes No 2Y 2Y ~ DP PCD - TMO Employee Rideshare File Yes No 2Y 2Y Rule 2202 SCAQMD PCD - TMO Employer Pee Receipts Yes No 2Y 2Y Ordinance 1.604 PCD - TMO Employer Piles Yes No 2Y 2Y Ordinance 1604 PCD - TMO Monthly TFRP Forms Yes No 3Y 3Y CGC34090 PCD - TMO Quarterly CCC Pay-out History Yes No 7Y 7Y COC34090/DP PCD-TMO SCAQMD Survey Yes No 3Y 3Y CGC34090NP PCD - "rM0 SCAQMD Trip Reduction Plan Yes No SY SY CGC34090/DP PCD-TMO SubjecePmjeot Yos No ACT+SY ACT -t SY CGC34090/DP PCD-"PMO Vehicle Pool LOg Yes No 3Y 3Y CGC34090 Polioe -OAS Animal Call for Service Records Yes No SY SY CGC34090/DP Policy -OAS Animal Impound Cards Yes No SY SY CGC34090/DP Police-OAS Animal License Yes No 3Y ~ 3Y CGC34090 Polioa -OAS Animat Owner ID Cards Yos No 4Y 4Y CGC34090NP Polioe-OAS Animal Registration Yes No SY SY CGC34090/DP Policy -OAS Animal Sales Receipt Yes No SY SY CGC34090/DP Police-OAS Animat Shelrer Volunteer Personnel Piles Yes No E+IY E+lY DP Polioe -OAS Applicant Fingerprint Cards Yes No ]Y 4Y SY CGC34090/DP Police -OAS Background Investigation Pile, Hired Yes No 3Y 17Y 20Y CGC34090/DP Polioe -OAS Background Investigation Fila, Nof-hired Yes No SY SY CGC34090/DP Police-OAS Bail Bond Receipts Yes No lY IY DP Tuesday, May 13, 2008 - -~-~- ---_-- ~-- Page 51 of 57 DeptNiv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police -OAS Booking Hard Copy Finger Print Card Yes No lY 25Y 26Y CGC34090/DP Police -OAS Cull for Service Printouts Yes No 3Y 3Y CCP336.1/DP Police -OAS Citation Pink Copies No No LY IY Dp Police -OAS Citation Transmittal Yes No 1Y IY DP Police-OAS Deployment Schedule Yes No 1Y IY CGC34090/DP Police-OAS Detention Slips Yes No WIC-TR WIC-TR CGC34090/DP Police-OAS Field Memoranda Yes No SY SY CGC34090/DP Policy-OAS FTO Piles Yes No. 3Y 3Y CGC34090/DP Police -OAS Homicide Reporte Yes No PERM PERM DP Polce-OAS impounds, Never Released Yes No 3Y 3Y - CCC34090 Police -OAS Incident Report Memo Yes No 4Y 4Y CGC34090/DP Police-OAS Tail Blotter Yes No 2Y 2Y CGC34090/DP Police-OAS Jaii Booking Packet Yes No WIC-TR WIC-TR CGC34090/DP Police-OAS Jait Special Confinement Log Yes No ACT -a 2Y ACT+2Y CGC34090/DP Police-OAS Jail Tapes Yes No 30M 30M CCP335.]/DP Police -OAS ]ailers' Logs Yes No 3Y 3Y CGC34090 Police -OAS Line of DuTy Deatlr Yes No E E CGC34090/DP Police-OAS Medieal Files Yes No E+6Y E+6Y CGC34090/DP Palioe-OAS Notice of Violation Yes No ACT+SY ACT+SY CGC34090/DP Police-OAS Officers Daily logs Yes No 6M 4.SY SY CGC34090/UP Polioe -OAS On-line Police Reports Yes No ~ PERM PERM DP Tuesday, May 13, 2008 Page 52 of 57 In In Total Dept/Div Records Series Title Original Vital OfSce Storage Retention Legal Citation Polioe -OAS Overtime Slips Yes No ACT l0Y ACT + l0Y CGC34090/DP Policy -OAS Personnel Piles Na No E TRQdR TR/HR CGC34090/DP Police-OAS Personnel Piles, Reserve Yes No AC'C 2Y ACT+2Y CGC34090/DP Police -OAS Personnel Filas, Technical Reserve Yes No ACT 2Y ACT +2Y CGC34090/DP Police-OAS Police Training Piles Yes No E+21/2Y E+21/2Y CCP335.1/DP Police- OAS Policy Review Reports Yes No SY SY CGC34090/DP Police-OAS Property Receipt Yes No SOY SOY CGC34090/DP Polioe-OAS Property Room Database Yes No PERM ~ PERM CGC34090/DP Police -OAS Property Roam Destruction Records Yes No PERM PERM PERM CGC34090/DP Police- OAS Soannad Bail Bond Receipts Yes No lY lY CGC34090.5 Police -OAS Scanned Case Management Shee[ No No lY lY DP Police-OAS Scanned Detention Slips Yes No lY lY CGC34090.5 Police -OAS Scanned Jail Booking Packet Yes No lY lY CGC34090.5 Police-OAS Scanned Policy Reports Yes No lY lY CGC34090.5 Police-OAS Scanned Release Vehicle Impound Yas No lY lY CGC34090.5 Police-OAS Scanned Traffc Accident Report Yes No lY lY CGC340905 Polioe -OAS SDI Compliance Response Letter Yes No 3Y 3Y CGC34090 Police- OAS Sealed Adult Police Reporte Yes No RighC Away Right Away PC 851.8/DP Police-OAS Sealed juvenile Police Reports Yes No 30Y 30Y 781 (a) WIC/DP Police- OAS Shoot Review Reports Yes No SY SY CGC34090/DP Police-OAS Sign Out Sheet Yes No ACT+7Y ACT+lY CGC34090/DP Tuesday, May 13, 2008 Page 53 of 57 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Polioe-OAS Training Bulletins Yes No PERM PERM CGC34090/DP Police-OAS Vacation Slips Yes No ACT ]OY ACT+lOY CGC34090/DP Police -OAS Worker's Compensation Files Yes No 30Y 30Y CGC34090/DP Police - OCI Film Security Log Yes Ne PERM PERM PERM CGC34090/DP Police - OCI Film, Color Slides Yes No l0Y 25Y 35Y CGC34090/DP Police - OCI Film, Crime Scene from Photo Calls Yes No PERM PHRM PERM CGC34090NP Police-OCI Film, Mng Yes No l0Y 25Y 35Y CGC34090/DP Polioa-OCI Pilm, Negatives Yes No l0Y 25Y 35Y CGC34090/DP Police-OCI Film, Pichaes Yes No ACT 21Y ACT+21Y CGC34090/DP Policy-OCI Finger Prins Cards Yes No ACT 21Y ACT+21Y CGC34090/DP Police - OCI ID Log Yes No PERM PF.,RM PERM CCC34090/DP Police-OCI ID Tech LOg Book Yes No. PERM PERM PERM CGC34090/DP Police - OCI Latent Prints from Crime Scenes Yes No PERM PERM PERM CGC34090/DP Police - OCI Murder Books Yes No PERM PERM DP Police-OCI Negatives Yes No 25Y 25Y CGC34090/DP Police-OCI Palm Print File Yes No ACT 21Y ACT+21Y CGC34090/DP Police - OCI PD Employee Pictures Yes No ACT ACT CGC34090/DP Police - OCI Photo Prints, Forensic Photo Calls Yes No PERM PERM PERM CGC34090/DP Police - OCL Request for Live Scan Service No No 1Y ] y Dp Police - OCI Slides, Mug Yes No l0Y 25Y 35Y CCC34090/DP Police - OCOP Asset Seizure Administrative Files Yes No 8Y 8Y CGC34090/DP Tuesday, May 13, 2008 Paige54 01'57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police-000P Cenhal Grout Piles Yes No ACT+SY ACT+lOY CGC34090/DP Polioe-OCOP Complaints Yes No 3Y 3Y CGC34090/DP Polioa-000P Conoealed Weapon Permits Yes No ACT+IY ACT+1Y CGC34090/DP Police - OCOP Department Annual Report Yes No PERM .PERM DP Police-000P Entitlement Grant Yes No ACT+SY ACT+SY CGC3409U/DP Polioe-000P Final Suwey Report Yes No SY SY CGC34090/DP Police - OCOP Goofs and Objeotives Yes No U 0 DP Police - OCOP lA Audio Tapes Yes No 6Y 6Y PC 832.56/DP Police - OCOP ]A Personal Complaints Yes No 6Y GY PC 832.56/DP Police-000P Monthty Policy Reports Yes No R R CGC34090 Police-000P Newspaper Articles No No R R CGC34090/DP Polioe - OCOP Office Involved Shooting Piles Yes No PHRM PERM PERM CGC34090/DP Polioe - OCOP Personnel History Cards Yes No PHRM PERM PERM CGC34090/DP Police - OCOP POA RegnesC fnr Time Off Yes No SY iY CGC34090/DP Polioa-OCOP Questionnaires/Surveys Yes No SY SY CGC34090/DP Police-000P Speoial Incidents Files Yes No PERM PERM PERK( CGC34090/DP Police - OCOP Spacial Police Official Record Sheet Yes No PERM PERM PERM CGC34090/DP Police - OCOP Survey Summaries Yes No SY SY CGC34090/DP Policy -Operations 24IIonr Activity Log (Group Wise) Yes No lY IY DP Police-Operations 911.Logs Yes No 3Y ~ 3Y CGC34090 Police -Operations Audio Recording Tapes Yes No 3Y 3Y CGC34090 Tuesday, May 13, 2008 Page 55 of 57 Dept/Div Records Series Title Original Vital In OfC~ce In Storage Total Retention Legal Citation Police-Operations Court list Yes No 3Y 3Y CGC34090 Police -Operations EvanC Bookings Yes No 3Y 3Y CGC34090 Police -Operations Officers Daily Logs Yes No 6 M 4.SY SY CGC34090/DP Police -Operations Request for Refunds on Court Appearance No No 3Y 3Y CGC34090 Police -Operations Watch Deployment Folders Yes No L7 U DP Police-OSE Complaints Yes No 3Y 3Y CGC34090 Police-OSE ]OD No No 2Y 2Y DP Police-OSE Narcotics/Vice ABC Files No No ACT ACT CGC34090/DP Police - OSE Narcotics/Vice Assofs ForPeimre Enforcement Ycs No 8Y 8Y CGC34090/DP. ]'oboe-OSE Narootios/Vice Cash Vouchers Yes No 3Y 3Y CCC34090/DP Police-OSE NarcoticsNiee Expired Permits No No ACT+2Y ACT+2Y CGC34090/DP Polioa - OSE Narcotics/Vice Historical Case Files Yes No U U CGC34090/DP Police-OSE Narootios/Vita Informant Files Yes No ACT+SY ACT+SY CGC34090/DP Police - OSE Nacotics/Vice Working Case Files No No U U DP Police-OSF. Overtime Slips No No SY SY DP Police - OSE PE Administrative Reviews, Liablos Yee No 1M 3Y 3Y CGC34090/DP Police - OSE PE Administrative Reviews, Non-Liables Yes No 1M 2Y 2Y DP Police - OSE PE Officers Daily Logs Yes No 6M 4 l/2 Y 5Y CGC34090/DP Police - OSE Traffic Accident Reports No No ]Y , IY CGC34090.5 Police - OSB TrafFio Fatal Accident Report No No SY SY CGC34090/DP Police-OSE Traffic Motor Offieer Logs Yes No 3Y - 3Y CCP335.1/DP Tuesday, May 13, 2008 Page 56 of 57 Dept/Div Records Series Title Police - OSE Police-OSE Traffic PASD Lag Traffic Tow Hearing Files In In Total Original Vital Office Storage Retention Legal Citation Yes No 3Y 3Y DP Yes No 3Y 3Y CGC34090 Retention Codes: AA =After Audit, ACT =While Active or Term Ends or Expires, AR =After Recorded, C =Current, DP =Department Policy, E =While Employed, HS =Health and Safety, IND =Indefinite, LB =Life of Building, LOB =Life of Business, LP = Life of Project, LV = Life of Vehicle, M =Months, PE =Parking Enforcement, PERM =Permanent, P/O = Printouts, R = Reference, S =Until Superseded or Recorded Over, T =Term, TR =Transfer to Police Records, TR/HR = Transfer to Human Resources, TR/RM =Transfer to Rislz Management, U = As long ae the document is useful, Y =Years, AG OP =Attorney General Opinions, CCP = Code of Civil Procedure, CFR =Code of Federal Regulations, CGC =California Government Code, CLC =California Labor Code, EC= Election Codes, LC =Legal Consideration; PC =Penal Code, UFC =Uniform Fire Cade, USC =United State Code and WIC =Welfare and Institutions Code. * Current technology does not allow for one year retention period, ** See seperate document for retention periods based on City Council meeting outcomes. Tuesday, May 13, 2008 ~ ~ ~ - -~ - ~~ Page 57 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Appr . .City City Resmuuuu ivu. /V Ls Retention Codes: AA =After Audit, ACT =While Active or Term Ends or Expires, AR =After Recorded, C =Current, DP =Department Policy, E =While Employed, HS =Health and Safety, [ND =Indefinite, LB =Life of Building, LP = Life of Project, LV =Life of Vehicle, M =Months, PE =Parking Enforcement, PERM = Permanent, P/O = Printouts, R = Reference, S =Until Superseded or Recorded Over, T =Term, TR =Transfer to Police Records, TR/HR =Transfer to Human Resources, TR/RM =Transfer to Risk Management, U = As long as the document is useful, Y =Years, AG OP =Attorney General Opinions, CCP =Code of Civil Procedure, CFR =Code of Federal Regulations, CGC =California Government Code, CLC =California Labor Code, EC = Election Codes, LC =Legal Consideration, PC =Penal Code, UFC =Uniform Fire Code, USC =United State Code and WIC =Welfare and Institutions Code. * Current technology does not allow for one year retention period, ** See seperate document for retention periods based on City Council meeting outcomes. 7 uesday, March 11, 2008 Pa e 58 of 58 B Adopted and approved this 24th day of June, 2008. Mayor Pro Tem Bloom I, Maria Stewart, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10314 (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 24th day of June, 2008, by the following vote: Ayes: Council members: Censer, Holbrook, McKeown, O'Connor Mayor Pro Tem Bloom Noes: Council members: None Abstain: Council members: None Absent: Council members: Shriver Mayor Katz ATTEST: Maria M. Stewart, Ci y Clerk