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R-10401City Council Meeting 6-9-09 Santa Monica, California RESOLUTION NUMBER lo4ai(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schedule attached hereto as Exhibit "A", is hereby approved and adopted and Resolution No. 10314 (CCS) is hereby repealed in its entirety.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: ,/ SHA ES MO TRIE Ci y Attor e 2 Attachment: Exhibit "A" -Records Retention Schedule City of Santa Monica (Proposed) City-wide Records Retention Schedule 2009 Dept/Div Records Series Title Original Vital In OfSce In Storage Total Retention Legal Citation BBB -Customer Relations Arhvork, Original Yes No PERM PERM PERM DP BBB -Customer Relations Awards Program Applications Yes No SY SY CGC34090/DP BBB-Customer Relations Contracts/Ageements Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Customer Relations Customer Feedback Yes No 2Y 2Y CGC34090/DP BBB -Customer Relations Customer Feedback Database Yes No I OY IOY CGC34090/DP BBB -Customer Relations Department Event Files Yes No lY l0Y 1lY CGC34090/DP BBB -Customer Relations Historical Files Yes Yes PERM PERM PERM DP BBB-Customer Relations LongTerm Planning Files Yes No 3Y 12Y ISY CGC34090/DP BBB -Customer Relations Newslener Yes No PERM PERM PERM DP BBB-Customer Relations Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Customer Relations Project Files, Marketing Yes No 4Y 4Y CGC34090/DP BBB -Customer Relations Receipts, Cash Yes No 3Y 3Y ~ CGC34090/DP BBB-Customer Relations Reports Yes No ~ 4Y - 4Y CGC34090/DP BBB -Customer Relations Request for Proposal, Rejected Yes No lY IY pp BBB -Executive Certificates/Permits Yes No ACT ACT CGC34090/DP BBB-Executive Complaints-RDA Yes No 7Y 7Y CGC34090/DP BBB-Executive Contracts/Agreements Yes No ACT+2Y ACT+2Y CGC34090/DP Thursday, May 14, 2009 Page 1 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB -Executive Grievances/In[emal Complaints Yes No SY SY CGC34090/DP BBB-Executive Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Executive Short Terzn Planning Files Yes No 3Y 3Y CGC34090/DP BBB-Executive Studies Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Transit Maintenance Certificates/Permits Yes No ACT ACT CGC34090/DP BBB -Transit Maintenance Environmental Reports Yes No 30Y 30Y 29CFR1910.I20 BBB-Transit Maintenance Personnel Files No No E TR/HR E+TR/HR DP BBB -Transit Maintenance Reports 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 Maintenance Vehicle Files Yes No LV+3Y LV+3Y CGC34090/DP BBB -Transit Maintenance Vehicle Pool Log Yes No 2Y 2Y pP BBB -Transit Programs AFMS Data, Electronic - Yes No 7Y 7Y CGC34090/DP BBB-Transit Programs Contracts/Agreements Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Transit Programs Credit Cazd Receipts Yes No 7Y 7Y CGC34090/DP BBB -Transit Programs Dictaphone Recordings, Analog Yes No S S DP BBB -Transit Programs Dictaphone Recordings, Digital Yes No 7Y 7Y CGC34090/DP BBB-Transi[Programs Dispatch Worksheet Yes No 2Y 8Y ]OY US:26CFR31.6001.1 BBB -Transit Programs FCC Licenses, Curzent Yes No S S DP BBB -Transit Programs FCC Licenses, Sold Yes No 2Y 2Y DP BBB-Transit Programs Grants, Capital Yes No ACT+3Y ACT+3y CGC34090/DP r uuisuay, rvray. rw, <vuv Page 2 of 54 DeptNiv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB-Transit Progams Grants, Operational Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Transit Programs Long Term Planning Files Yes No 3Y I2Y 15Y CGC34090/DP BBB-Transit Programs Project Files Yes No ACT+3Y ACT+3Y CGC34090/DP. BBB -Transit Programs Reports, Payroll Yes No 2Y 2Y CGC34090/DP BBB -Transit Programs Reports, Revenue Yes No 2Y SY IOY CGC34090/DP BBB-Transit Programs RFP, Rejected, Federally Funded Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Transit Programs RFP, Rejected, Non-Federally Funded Yes No lY lY DP BBB -Transit Programs Short Range Planning Files Yes No 3Y 7Y l0Y CGC34090/DP BBB-Transit Programs STA/TDA Claims Yes No ACT+2Y ACT+2Y DP BBB -Transit Programs Time Sheets Yes No 2Y - SY t0Y CGC34090/DP BBB -Transit Programs Video Recordings, Facilities Pending Litigation Yes No TR/RM TR/RM CGC34090/DP BBB -Transit Programs Video Recordings, Facilities° Yes No S S DP BBB -Transit Programs Video Recordings, Vehicles Pending Litigation Yes 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 BBB -Transit Services/O Compliance Certificates Yes No ACT ACT CGC34090/DP BBB -Transit Services/O Drug Testing Files, Negative Yes - No 3Y 3Y CGC34090 BBB -Transit Services/O Drug Testing Files, Positive Yes No 6Y 6Y 49CFR653.31/DP BBB -Transit Services/O Long Terrn Planning Files Yes No 3Y 12Y 15Y CGC34090/DP BBB-Transit Services/O Personnel Files No No E TR/HR B+TR/HR DP BBB-Transi[Services/O Projec[Files Yes No ACT+2Y ACT+2Y CGC34090/DP r nursaay, tviay tv, zwv Page 3 of 54 DeptNiv Records Series Title Original Vital In Office In Storage .Total Retention Legal Citation BBB -Transit Services/O Reports Yes No 4Y 4Y CGC34090/DP BBB -Transit Services/O SPAB & VTT Training Sign-in Sheets Yes No SY SY CGC34090/DP BBB -Transit Services/O Training Materials Yes - No S S CGC34090/DP BBB-Transit Services/S& Contracts/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 Services/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. Photos Yes No PERM PERM PERM CGC34090/DP CCS -Admin. Project Blueprints No No IND IND IND DP CCS -Admin. R&P Commission Minutes Yes Na PERM PERM PERM CGC34090 CCS -Admin. R&P Commission Staff Reports Yes No PERM PERM PERM CGC34090/DP CCS-Admin. Subject Files No No ACT 4Y ACT+4Y CGC34090/DP CCS -Admin. Subject Files, Historical - No No PERM PERM PERM CGC34090/DP CCS -Civic Auditorium Cash Receipts Yes No SY SY 26CFR30L6501 CCS -Civic Auditorium EveneHistorical Files Yes No PERM PERM PERM CCC34090/DP CCS -Civic Auditorium Show Files, One of a Kind Yes No PERM PERM PERM CGC34090/DP CCS-Civic Auditorium Show Files, Repetitive Yes No ACT+3Y ACT+3Y DP CCS -Community Program A/S Cash Reports No No IY IY DP May 14, 2009 -~~ --"" ~" - - Page 4 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legat Citation CCS -Community Program A/S Misc. Cash Receipt Books No No lY IY 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 IY 4Y SY CGC34090/DP CCS-Community Program Applications, Classes Yes No lY 2Y 3Y - CGC34090/DP CCS -Community Progam Applications, Meeting Rooms Yes No IY 2Y 3Y CGC34090/DP CCS -Community Program Applications, Pazks Yes No !Y 2Y 3Y CGC34090/DP CCS -Community Program Class Registration Forms Yes No lY 2Y 3Y CGC34090/DP CCS -Community Program Community Garden Agendas Yes No 4Y 4Y CGC34090/DP CCS-Community Program Community Garden Licenses Yes. No ACT+3Y ACT+3Y CGC34090/DP CCS-Community Program Community Garden Minutes Yes No PERM PERM PERM CGC34090 CCS-Community Progam 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 Field 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 CCS -CommuniTy Program Swim Center Daily Cash Reports No No 3Y 3Y CGC34090 CCS -Community Program Swim Center Incident Reports, Major Yes No 4Y 4Y CGC34090/DP CCS -Community Program Swim Center Incident Reports, Minor Yes No 4Y 4Y CGC34090/DP CCS -Community Program Swim Center Insurance Liability Yes No S S DP - _.... ay 14, 2009 Page 5 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Community Program Swim Center Permission Slips Yes No lY IY DP CCS -Community Program Swim Center Registration Forms Yes No IY 3Y 4Y CGC34090/DP CCS -Community Program Tennis Cash Aeports No No 4Y 4Y pp ,CCS -Community Program Tennis Misc. Cash Receipt Books No No 4Y 4Y DP CCS -Community Program Tennis Reservation Book Yes No SY SY CGC34090/DP CCS -Community Program Tennis Reservation Sheets Yes No 3Y 3Y DP CCS -Community Program Tennis Tournament Files Yes No IY 4Y SY CGC34090/DP CCS -Community Program The Cove Registration Fomts Yes No ACT 3Y ACT+3Y CCS -Community Program The Cove Waiver Release Fonns Yes Yes PERM PERM PERM DP CCS -Community Program Therapeutics Program Files Yes No ACT SY ACT + SY CGC34090/DP CCS -Community Program Therapeutics WSO Yes No IND 1ND CGC34090/DP CCS -Community Program Volunteer Personnel Files Yes No E+ lY E+ lY DP CCS-Community Program Volunteer Registration Cards Yes No ACT 6Y ACT+6Y CGC34090/DP CCS -Community Program Volunteer Time Cards Yes No 2Y 2Y 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 Affairs Arts Commission Audio Tapes Yes No 6M 6M DP CCS -Cultural Affairs Arts Commission Minutes Yes No PERM PERM PERM CGC34090 CCS -Cultural Affairs Grant Files No No 2Y 8Y l0Y CGC34090/DP CCS -Cultural Affairs Miles Playhouse Program Files Yes No lY 6Y 7Y CGC34090/DP CCS -Cultural Affairs Project Files Yes No ACT PERM ACT+ PERM CGC34090/DP rnursaay, miay rv, wov Page 6 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS -Human Services Applications, Scholarships Yes No 3Y 3Y CGC34090 CCS -Human Services Audio Tapes Commission Meeting Yes No 6 mos 6 mos DP CCS -Human Services Commission/Task Force Agendas Yes No SY 8Y CGC34090/DP CCS -Human Services Commission/Task Force Minutes Yes No PERM PERM PERM CGC34090/DP CCS -Human Services Complaints Yes No 6Y 6Y 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 Files Yes No ACT 4Y ACT+4y CGC34090/DP CCS-Human Services HUD/CDBG Yes No ACT 25Y ACT+25Y CGC34090/DP CCS -Human Services PAL Board Minu[es Yes No PERM PERM PERM CGC34090/DP CCS -Human Services PAL Event Files Yes No 3Y 3Y CGC34090 CCS -Human Services PAL Even[ Photographs Yes No PERM PERM PERM - CGC34090/DP CCS -Human Services PAL Financial Back-up Material Yes No 3Y 3Y CGC34090 CCS -Human Services PAL Participant Files Yes No ACT 3Y ACT+3Y CGC34090/DP CCS -Human Services PAL Summer Food Service Program Yes 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 No ACT 20Y ACT+20Y CGC34090/DP CCS -Human Services Reed Park Applications, Scholarships Yes No 3Y 3Y CGC34090 CCS -Human Services Aeed Park CREST Historical Files Yes No PERM - PERM PERM CGC34090/DP CCS -Human Services Reed Park CREST Progam Files Yes No C + 3Y 7Y C + l0Y CGC34090/DP lhurstlay, May 14, 2009 Page 7 of 54 Dept/Div Records Series Title Original Vital In OICce In Storage Total Retention Legal Citation CCS -Human Services Reed Park Registration Forms, Enrichment Yes No 3Y 3Y CGC34090 CCS =Human Services Reed Park Registration Forms, Spores Yes No 3Y 3Y CGC34090 CCS -Human Services Reed Park Special Event Planning Files Yes No 3Y 3Y CGC34090 CCS -Human Services Sr. Nutrition 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. Aec. Advisory Council Minutes Yes No PERM PERM PERM CGC34090 CCS -Human Services Sr. Rec. Cash Reports Yes No LY IY DP CCS -Human Services Sr. Rec. Misc. Cash Receipt Books Yes No lY lY DP CCS -Human Services Sr. Rec. Program Files Yes No ACT 6Y ACT+ 6Y CGC34090/DP CCS -Human Services Sr. Rec. Tax Utility EAemp[ion Program Yes No ACT 6Y ACT+6Y CGC34090/DP CCS -Human Services Virginia Park Advisory Board Minutes Yes No PERM PERM PERM CGC34090/DP CCS -Human Services Virginia Park Case Management Files Yes No ACT 2Y ACT+2Y CGC34090/DP CCS -Human Services Virginia Pazk Community Events Yes No 3Y 3Y CGC34090/DP CCS -Human Services Virginia Park Program Files Yes No C+ 3Y 7Y C+ l0Y CGC34090/DP CCS -Human Services Virginia Park Program Files, Summer Food Yes No 6Y 6Y CGC34090/DP CCS -Open Space Mgmt. Annenberg Comm. Bch House (Historical) Yes Yes PERM PERM PERM DP CCS -Open Space Mgmt. Annenberg Comm. Bch House Files Yes No 2Y 2Y CGC34090/DP CCS -Open Space Mgmt. Bid Specification Yes No SY SY CGC34090/DP CCS -Open Space Mgmt. Operational Files Yes No ACT ACT CGC34090/DP CCS -Open Spaoe MgmC. Photos Yes No IND .IND IND CGC34090/DP CCS -Open Space Mgmt. Project Blueprints No No IND IND [ND DP rviay rv, zuuv Page 8 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS -Open Space Mgmt. Project Files No No ACT+2Y ACT+2Y CGC34090/DP CCS -Open Space Mgmt. R & P Commission Packets No No 2Y 2Y DP CCS -Open Space Mgmt. Vendor Files Yes No OVD IND IND DP City Attomey -Admin. Budget, Final No No - R ~ R CGC34090/DP City Attomey -Admin. Budget, Working Papers Yes Yes R R CGC34090/DP City Attomey-Admin. Chronological Files Yes Yes R R CGC34090/DP City Attorney-Admin. Opinion Files Yes Yes IND IND IND CGC34090/DP City Attorney -Admin. Personnel Files, At Will Yes No IND IND IND CGC34090/DP City Attorney -Admin. Subject Files, Mazsha Moutrie Yes Yes R ~ R CGC34090/DP City Attomey-Admin. Time Sheets, Attorneys Yes No IlY (lY CGC34090/DP City Attomey-Civil Lit Calendaz, Court Yes No 3Y 3Y CGC34090 City Attomey -Civil Lit Case Cards Yes No PERM PERM PERM CGC34090/DP City Attomey -Civil Lit Case Cards No No 3Y 3Y CGC34090 City Attomey-Civil Lit Chronological Files No No 3Y 3Y CGC34090 CiTy Attorney -Civil Lit Closed Cases, Litigation Files Yes No ACT l0Y ACT+ IOY CGC34090/DP City Attomey-Civil Lit Closing Papers Yes No ACT l0Y ACT+IOY CGC34090/DP City Attomey-Civil Lit Litigation Piles, Pre Yes No 3Y 3Y ~ CGC34090 City Attomey-Civil Lit Message Service Receipts Yes No 3Y 3Y CGC34090 City Attomey -Civil Lit Open and Closed Monthly Reports Yes No R R CGC34090/DP City Attomey -Civil Li[ ~ Policies & Procedures Yes No .ACT l0Y ACT+ l0Y CGC34090/LC City Attomey -Civil Lit Research Files No No R R CGC34090/DP Thursday, May 14, 2009 Page 9 Dept/Div Records Series Title In In Total Original Vital Office Storage Retention Legal Citation City Attorney -Civil Lit Statement Summarizing Monthly Bills Yes No R R CGC34090/DP City Attorney -Civil Lit Structure Settlement Agreement Yes No PERM PERM PERM CGC34090/DP City Attorney-Civil Lit Vendors Files Na No 3Y 3Y CGC34090 City Attorney-Con. Protec 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 IY 19Y 20Y CGC34090/DP City Attorney -Criminal Business License Yes No ACT l0Y ACT+ IOY CGC34090/DP City Attorney-Criminal Citations Yes No ACT IOY ACT+IOY CGC34090/DP CiTy Atromey -Criminal Closed Case Files Yes No ACT IOY ACT+ IOY CGC34090/DP City Attorney-Criminal Closed Cases, Domestic Violence Yes No ACT ISY ACT+15Y CGC34090/DP City Attorney-Criminal Crimihal Prosecutor Control No No R R CGC34090/DP City Attorney -Criminal Demand for Trial No No 3Y 3Y CGC34090 City Attorney -Criminal DRS Service Case File Yes No ACT ACT CGC34090/DP City Attorney -Criminal Environmental Codes & Regs. Yes No R R CGC34090/DP City Attorney-Criminal Investigation Files Yes No ACT IOY ACT+lOY CGC34090/DP City Attorney-Criminal Invoices, Vendors No No 3Y 3Y CGC34090 City Attorney-Criminal Procedure Guidelines No No ACT ACT CGC34090/DP City Attorney -Criminal Records Inventory Sheet No No PERM PERM PERM CGC34090/DP City Attorney-Criminal Rejec[ions/Dismissals No No SY SY CGC34090 City Attorney-Criminal Research Files No No R R CGC34090 City Attorney-Criminal Restitution Files Yes No ACT IOY ACT+lOY CGC34090/DP Thursday, May (4, 2009 ~ .Page 10 of 54 In In Total Dept/Div Records Series Title Original Vital OfCce Storage Retention Legal Citation City Attomey -Muni Law Administrative Hearing Files Yes No ACT l0Y ACT+ IOY CGC34090/DP City Attomey -Muni Law Airport Cases Yes No PERM PERM PEAM CGC34090/DP CiTy Attomey -Muni Law AppointmenUOffice Conference Book No No R R CGC34090/DP CiTy Attomey -.Muni Law Bankmptcy Files, City Involvement Yes. No lY SY 6Y CGC34090/DP City Attorney -Muni Law Bankmptcy Files, No City Involvement Yes No lY lY CGC34090/DP City Attomey-Muni Law Chronological Files No No SY SY CGC34090/DP City Attomey-Muni Law Closed Cases, Litigation Consumer Yes No ACT 20Y ACT+20Y CGC34090/DP City Attomey-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 pity Attomey -Muni Law Nuisance Abatement Board No[ices No No 3Y 3Y CGC34090 City Attomey -Muni Law. Personnel Related Case Files Yes No ACT IOY AGT+ l0Y CGC34090/DP CiTy Attomey -Muni Law Pi[chess Motion Files -Felony Yes No ACT l0Y ACT+ l0Y CGC34090/DP City Attorney -Muni Law Pitches Motion Files -Misdemeanor Yes No 3Y 3Y CGC34090/DP City Attorney-Muni Law Public Records Requests Yes No 3Y 3Y CGC34090 City Attomey -Muni Law Subpoenas Yes No 2Y 2Y DP City Clerk -Admin. A/P Files No No 4Y 4y pp CiTy Clerk -Admin. Audio Tapes of City Council Meetings Yes No 2Y 2Y CGC34090 CiTy Clerk-Admin. B&CApplication-Accepted Yes No ACT+2Y SY ACT+7Y DP City Clerk-Admin. B&CApplication-Not Acted Upon Yes No lY lY DP City Clerk -Admin. B & C Directory Yes No PERM PERM CGC34090/DP l hursday, May l4, 2009 Page I 1 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CiTy Clerk-Admin. Campaign Statement Log Yes No ACT+7Y ACT+7Y CGC34090/DP City Clerk -Admin. Campaign Statement, Successful Yes No IND IND CGC81009(b) City Clerk-Admix Campaign Statement, Unsuccessful Yes No SY SY CGCS l009(e) City Clerk -Admix 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 ACT+ lY ACT+ lY CGC34090/DP City Clerk -Admin. Contracts Index Card File Yes No R R CGC34090/DP 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. FileKeepers Pick Up Log Yes No PERM PERM DP City Clerk-Admire Form 700, Statement of Economic Interest Yes No ACT+2Y SY ACT+7Y CGC81009(d) City Clerk-Admin. Intemet Authorization (City Websi[e) 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 CGC34090/DP City Clerk -Admin. Proof of Publication Yes No 3Y 3Y CGC34090/DP City Clerk -Admin. Public Records Request No No 6M 6M DP City Clerk-Admin. Records Destruction Certificates Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records 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 PERM PERM CGC34090/DP Thursday, May 14, 2009 - Page 12 of 54 In In Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citatiod City Clerk -Admin. Resolutions Log Book Yes No R R CGC34090/DP City Clerk-Admin. Statemen[ofEconomic Interest Log Yes No ACT+7Y ACT+7y CGC34090/DP City Clerk-Admin. Statement of Economic Interests Successful Yes Nq ACT 7Y ACT+7y CGC34090/DP City Clerk -Admin. Subject Files Index Cards Yes No ' R R CGC34090/DP City Clerk-Admin. Time Cards, Prior to 11/98 Yes No 3Y 8Y 11Y CGC34090/DP City Clerk-Election Absent Votenldenti6cadon Envelope Yes No 6M 6M EC17302 City Clerk-Election .Assisted Voters Lists Yes Na 6M 6M ~ EC17304 City Clerk -Election Ballot Designation Worksheet Yes No ACT+ iM ACT+ 1M EC20442 City Clerk -Election Ballot Receipts Yes No 6M 6M EC17302 City Clerk -Election Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC 17302 City Clerk -Election Ballots, Absent Voter Yes No 6M 6M EC17505 City Clerk-Election Ballots, Voted Yes No 6M 6M ECI7306 Ciry Clerk -Election Challenge Lists Yes No 6M 6M EC17304 City Clerk -Election Code of Fair Campaign Practices Yes No ACT + lM ACT + 1M EC20442 City Clerk-Election Indexes Yes No 6M 6M EC17304 City Clerk -Election Internet Authorization (City Website) Yes No 6M 6M EC20442 City Clerk-Election Nominatigns Papers (All) Yes No T+IY 3Y T+4y EC17(00 City Clerk-Election Pe[itions(Ini[iatives, Referendums, Recalls) Yes. No ACT+BM ACT+BM EC17200 City Clerk-Election Precinct Maps Yes No 12Y l2Y EC17501 City Clerk-Election Precinct0fficial Materials Yes No 6M 6M EC(7503 City Clerk -Election Rosters of Voters Yes No SY SY ECI7300 1 hursday, May lA, 2009 Page 13 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Clerk -Election Statement of Economic Interests Successful Yes No ACT 7Y ACT+ 7y GC81009 City Clerk -Election Tally Sheet Yes No 6M 6M EC17304 City Clerk-Election Unqualified Measure Petitions Yes No ACT ACT+BM EC20442 City Clerk -Legislative Affidavit of Postings Yes No 6Y 6Y CGC34090/DP City Clerk -Legislative Agendas Yes No 6Y 6Y CGC34090/DP City Clerk-Legislative Charters Yes No PERM PERM CGC34090 City Clerk -Legislative Contracts, Capitfll ImprovemenVCity Property Yes Yes PERM PERM PERM CGC34090/DP City Clerk -Legislative Contracts, Construction Maintenance Yes No ACT+ l0Y ACT+ l0Y CGC34090/DP City Clerk-Legislative Contmcts, Supplies Yes No ACT+3Y ACT+3Y CGC34090/DP City Clerk-Legislative Contracts, Vehicles Yes No ISY l5Y CGC34090/DP City Clerk -Legislative Deeds Yes Yes PERM PERM CGC34090 City Clerk-Legislative Election Files Yes No PERM PEAM DP City Clerk - Legislative Legislative Subject Files Yes Yes PERM PERM DP City Clerk -Legislative Minutes, City Council Yes - Yes PERM PERM CGC34090 City Clerk -Legislative Minutes, Housing Authority Yes Yes PERM PERM CGC34090 City Clerk -Legislative Minutes, Parking Authority Yes Yes PERM PERM CGC34090 City Clerk -Legislative Minutes, Redevelopment Agency Yes Yes PERM PERM CGC34090 City Clerk -Legislative Notice of Adjournment Yes No 6Y 6Y CGC34090/DP City Clerk -Legislative Ordinances, City Council Yes Yes PERM PERM CGC34090 City Clerk -Legislative Request to Speak (Chits) Yes No 2Y 2Y CGC34090/DP City Clerk -Legislative Resolutions, City Council Yes Yes PERM PERM CGC34090 May 14, 2009 Page 14 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk -Legislative Resolutions, Housing Authority Yes Yes PERM PERM CGC34090 City Clerk -Legislative Resolutions, Parking Authority Yes Yes PERM PERM CGC34090 City Clerk- Legislative Resolutions, Redevelopment Agency Yes Yes PERM PERM CGC34090 CiTy Cletk -Support Servic A/P File No No 2Y 2Y~ DP City Clerk -Support Servic 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 City Clerk-Support Servic Mail/Postal Receipts Yes No 3Y- 3Y CCC34090 City Clerk -Support Servic Monthly Copy Billing Report Yes No SY SY CGC34090/DP City Clerk -Support Servic Monthly 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 Clerk-Support Servic United Parcel Yes No 3Y 3Y CGC34090 City Clerk -Support Servic United Presort Yes No 3Y 3Y CGC34090 City Council Administrative Files No No U U CGC34090/DP CiTy Council Budget No No 4Y 4Y pp City Council Budge[ Working Papers Yes No 3Y 3Y CGC34090/DP City Council Commendatioris/Proclamations No No SY SY CGC34090/DP City Council ~ Complaint Files Yes No 2Y 2Y 4Y CGC34090/DP CiTy Council Counoil Correspondence Yes No 3Y 8Y IlY CGC34090/DP CiTy Council Council Travel Financial Reports No No 7Y 7Y CGC34090 tnursuay, may 14, x009 Page l5 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Council Equipment Manuals Yes No U U CGC34090 City Council Personnel Files No No E TR/HR E+TR/HR CGC34090/DP City Council Purchase Orders No No 3Y 3Y CGC34090 City Council Request for Wazrant No No 3Y 3Y CGC34090 City Council Requisitions No No 3Y 3Y CGC34090 City Council Subject Files No No ACT SY ACT+SY CGC34090/DP City Council Time Cards No No lY ~ lY CGC34090/DP City Council Vendor Files No No 3Y 3Y CGC34090/DP City Manager Admin. Action Items (Electronic) Yes No lY lY DP City Manager Admin. Administrative InsVUCtions, Final Yes Yes PERM PERM PERM CGC34090/DP City Manager -Admin. Agenda, Dept. Head Meeting (Electronic) Yes No 2Y 2Y ~ CGC34090 City Manager Admin. CMO Document Log Yes No lY lY DP City Manager Admin. .Complaint Files (Electronic) ~ Yes No 4Y 4Y CGC34090/DP City Manager Admin. FEMA, Earthquake No No AA AA AA CGC34090/DP City ManagerAdmin. Grievances No No 3Y 3Y CGC34090 City Manager Admin. Lobbying State Filings No No 3Y 3Y DP City Manager Admin. MTBE Subject Files No No ACT SY ACT+ SY CGC34090 City Manager Admin. Oaks Initiative (Electronic) Yes No 2Y 2Y DP - City Manager Admin. Personnel Files No No E TR/HR E+TR/HR CGC34090/DP City Manager Admin. Purchase Orders No No 3Y 3Y CGC34090 City Manager Admin.. Request for Proposals Yes ~ No ACT 3Y ACT+3Y CGC34090 i nursaay, may tc, zUVY Page 16 of 54 In In Total Dept/Div Records Series Title Original Vital OfSce .Storage Retention Legal Citation City Manager-Admin. Request for Warrant No No 3Y 3Y ~ CGC34090 City Manager Admin. Santa Monica Place .Yes No IND IND IND CGC34090/DP City Manager Admin. Subject Files No No ACT SY ACT+ SY CGC34090/DP CiTy Manager -Admin. Subject Files -Special Project Yes No PERM PERM PERM CGC34090/DP CiTy Manager Admin. Task Force Yes No ACT 6Y ACT+ 6Y CGC34090/DP City Manager Admin. Telecom No No IND IND [ND CGC34090/DP City Manager Admin. Time Wamer/Century Cable Yes No IND IND IND CGC34090/DP CityManagerAdmin. Vendor Files/Contracts No No 3Y 3Y CGC34090/DP CityManager-Airport Administrative Files No No ACT ACT DP City 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 Airport AWG, Project Files Yes No ACT SY ACT+ SY CGC34090/DP City Manager Airport Flight Activity Log Yes No IND IND IND CGC34090/DP Ciry Manager Airport Grant Files Yes No l0Y I OY CGC34090/DP CityManager-Airport Lease Files, Aviation Yes Yes ACT+2Y PERM PERM CGC34090/DP CityManager-Airport. Lease Files, Commercial Yes Yes ACT+2Y 8Y ACT+IOY CGC34090/DP CityManager-Airport Month-End Files No No 3Y 3Y CGC34090 City Manager -Airport Noise Printout Report Yes No 2Y 2Y Dp CityManager-Airport Noise Reports Yes No IND IND IND CGC34090/DP r nurscay, rviay rv, zuuv Page 17 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager Airport Personnel Files No No E TR/HR _ E+ TR/HR CGC34090/DP City ManagerAirport Project Files Yes No ACT SY ACT+SY CGC34090/DP City Manager -Airport Security Logs Yes No IND IND IND CGC34090/DP City Manager -Airport Time Cards No No 2Y 2y pp CityManager-City TV Administrative Files No No U U CGC34090/DP City Manager-City 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 Video Tapes, City Council Yes No MD IND IND CGC34090/DP CityManager-City TV Video Tapes, Community Projects Yes No IND IND IND CGC34090/DP City Manager - OSE Bay Saver Direct Install Application No No 3Y 3y Dp City Manager - OSE Bay Saver Program Rebate Files ~ Yes No ACT 2Y ACT+2Y CGC34090/DP City Manager-OSE CUPA-Billing Data Yes No l0Y l0Y CGC34090/DP City Manager - OSE CUPA -Facility Files Yes No IND IND MD CGC34090/DP City Manager-OSE CUPA-General Yes No 3Y 3Y CGC34090 City Manager - OSE CUPA -Program Files No No R R DP City Manager-OSE CUPA-Regulation No No R R DP City Manager - OSE Environmental Reference Material No No IND IND IND DP City Manager-OSE Environmental Reports Yes No PERM PERM PERM CGC34090/DP City Manager - OSE HHW Manifests Yes No PERM PERM PERM 40CFR263.22/DP CityManager-OSE Rebate Application No No AA+2Y AA+2Y DP City Manager - OSE Retrofit Upon Sales Compliance Certificate Yes No PERM ~ PERM PERM CGC34090/DP Thursday, May 14, 2009 Page 18 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager - OSE Underground Tanks Facility Yes No PERM PERM PERM CGC34090/DP City Manager-OSE Vaziance Report Yes No 3Y 3Y CGC34090/DP CiTy Manager-OSE Violation Notice Yes No PERM PERM PERM DP City Manager-OSE Voided Checks (Rebate Program) Yes No 7Y - ~ 7Y 26CFR301.6501/DP Comm. Main. - 3rd St. Pro Accident Files Yes No ACT+ 7Y ACT+ 7Y 29CFR1904.2 Comm. Main. - 3rd St. Pro Daily Log Books Yes No l0Y l0Y CGC34090/DP Comm. Main.-3rd St. Pro Daily Work Orders Yes No ACT+3Y ACT+3Y CGC34090/DP Comm. Main. - 3rd St. Pro Employee Evaluations. No No E E DP Comm. Main. -Admin. Disciplinary Files Yes No E E CGC34090/DP Comm. Main. -Admin. NEO Gov'[ Recruitment Files ~ No No U U CGC34090/DP Comm. Main. -Admin. Performance Reviews No No E E CGC34090/DP Comm. Main. -Admin. Personnel Action Fonns (100) No No E E CGC34090/DP Comm. Main -Admin. Personnel Files No No E TR/HR E+TR/HR CGC34090/DP Comm. Main. -Airport Mai Payroll Reports No No 3Y 3Y CGC34090/DP Comm. Main. -Beach Mai Employee Folders Yes No E E DP Comm. Main. -Beach Mai Inventory Requisition Yes No 2Y 2Y CGC34090/DP Comm. Main. -Beach Mai Supply Inventory Yes No PERM PERM PERM DP Comm. Main. -Beach Mai Vendor Files ~ Yes No SY 6Y ~ CGC34090/DP Comm. Main. -Comm. Far Claims No No 2Y 2Y CGC34090/DP Comm. Main. -Comm. For Edison Grid Yes No ACT ACT DP Comm. Main.-Comm. For Grants Yes No ACT+4Y ACT+4Y 24CFR570.602(b)(3) r nursaay, rviay tv, euuv Page l9 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention T.egal Citation Comm. Main. -Comm. For Guidelines - Sneet Trees Yes No PERM PERM PERM DP Comm. Main. -Comm. For Landmark Trees Yes No ACT ACT DP Comm. Main. -Comm. For Landscape & Streetscape Projects Yes No 15Y ISY DP Comm.Main.-Comm. For Master Plan No No ACT+2Y ACT+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 Tree Failure Reports Yes No ACT ACT DP Comm. Main. -Comm. Far Tree Maintenance 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 +.3Y DP Comm. Main. -Comm. For Tree Trimming Log Yes No SY 5y pp Comm. Main.-Comm. For Tree Trimming Permits Yes No ACT+2Y ACT+2Y CGC34090d Comm. Main. -Comm. For Trees -Historical Yes No ACT ACT DP Comm. Main. -Comm. For Trees Planted Yes No PERM PERM PERM DP Comm. Main. -Comm. For Vendor Files Yes No SY SY CGC34090/DP Comm. Main. - Custodial S Budget Working Papers No No 4Y 4Y CGC34090/DP Comm. Main. - Custodial S Personnel Files No No E TR/HR E+TR/HR CGC34090/DP Comm. Main. - Custodial S Punch Time Cards No No 2Y 2Y CGC34090/DP Comm. Main. - Custodial S Time Cards No No 2Y 2Y CGC34090/DP Comm. Main. - Facilities M Budget Working Papers Yes Yes U. U CGC34090 Comm. Main. - Facilities M Daily Activity Log Yes No IOY l0Y DP May 14, 2009 .. -"" --- -- ~- -- Page 20 of 54 In In Total Dept/Div Records Series Title Original Vital OfSce Storage Retention Legal Citation Comm. Main. -FacilitiesM Daily Repair Log Yes No ISY ISY CGC34090/DP Comm. Main-FacilitiesM Graffiti Removal Consen[Forms Yes No ACT+3Y ACT+3Y DP Comm. Main. -FacilitiesM Inventory Requisitions, Old Yes No AA AA CCC34090/DP Comm. Main. - Faoilities M Inventory $treeC Light Map Yes Yes PERM - PERM PERM DP Comm. Main. -FacilitiesM !ob Folders Yes No U U DP Comm. Main. -FacilitiesM Project Files Yes No U U DP Comm. Main. -FacilitiesM Proposal, Rejected Yes No U U CGC34090 Comm. Main. -FacilitiesM Request For Proposal Yes No R R DP Comm. Main. -FacilitiesM Street Files Yes No SOY SOY CGC34090/DP Comm. Main. -FacilitiesM Street Light Complaints No No 3Y 3Y CGC34090 Comm. Main. -FacilitiesM Street Light Repair Log Yes No PERM PERM PERM CGC34090/DP Comm. Main. -FacilitiesM Work Order, DB Electronic Yes No 1ND PQD IND CGC34090/DP Comm. Main. -FacilitiesM Work Order, Old System Yes No SY SY CGC34090/DP Comm. Main. -Fleet Mgmt California Highway Patrol Inspection No No SY SY DP Comm. Main. - Plee[ Mgmt CHI Preventive Maintenanoe Docs. Yes Yes 3Y 3Y CGC34090 Comm. Main. -Flee[ Mgmt Daily Safety Sheet Yes No 3Y 3Y CGC34090 Comm. Main. -Fleet Mgmt Fleet Management Time Cards No No 2Y 2Y CGC34090 Comm. Main. ,Fleet Mgmt Smog Inspection Docs. Yes Yes 3Y 3Y CGC34090 Comm. Main. -Fleet Mgmt Vehicle Bid Specification No No LV +2Y LV +2Y CGC34090/DP Comm. Main. -Main. Mgm Budget Working Papers No No 2Y 2Y DP Comm. Main. -Main. Mgm Vendor Files No No 3Y 3Y CGC34090/DP May 14, 2009 Page 2l of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Comm. Main. -Main. Mgm Warehouse Requisition Forrns No No 2Y 7Y 9Y CGC34090/DP Comm. Main. -Main. Mgm Work Orders, DB Electronic Yes No IND IND CGC34090/DP Comm. Main. -Main. Mgm Work Orders, Old System Yes No SY 6Y CGC34090/DP Comm: Main. -Park Ops. Projects Files Yes No l0Y l0Y DP Comm. Main. -Pier Main. Payroll Reports No No 3Y 3Y DP Comm. Main. -Pier Main. Resource Collection Contract File No No ACT+ 3Y ACT+ 3Y CGC34090/DP Comm. Main. -Pub. Lands A/P Files Yes No 4Y 4y Dp Comm. Main. -Pub. Lands CDF -Tree Grant Yes No ACT+4Y ACT+4Y 24CFR670.602(b)(3) Comm.. Main. -Pub. Lands Claims No ~ No 3Y 3Y CGC34090/DP Comm. Main. -Pub. Lands Payroll Records No No 3Y 3Y CGC34090/DP Comm. Main-Pub. Lands Personnel Files No No E TR/HR E+TR/HR CGC34090/DP Comm. Main. -Pub. Lands Prop A Maintenance & Servicing Req. Yes No 7Y SY l2Y DP Comm: Main. -Pub. Lands Purchasing Card Transaction Log Yes No 6Y 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 6Y SY CGC34090/DP Finance-A/P 1099 Fortes Yes No 4Y 3Y 7Y CGC34090/DP Finance - A/P. Check Copy, Back Up Yes No 2Y SY 7Y CGC34090/DP Fiuance-A/P Check Register Yes No 7Y 7Y 26CFR30L650(/DP Finance-A/P Contract Administration Disbursement Yes No 2Y 6Y 7Y 26CFR301.6601/DP Finance-A/P Contracts, Closed Yes No 2Y 14Y 16Y CGC34090/DP Thursday, May 14, 2009 Page 22 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance-A/P Purchase Cazd Transaction Logs Yes No 2Y SY 7Y 26CFR30L6401/DP Finance - A/P Sales and Use Tax Returns Yes No 7Y 7Y 26CFR301.6501/DP Finance-A/P Stop Payments Yes No SY SY 26CFR301.6501 Finance-A/P Void Warrants (Checks) Yes No 2Y SY 7Y 26CFR301.6501/DP Finance -Admin. Finance Dept. Payables Yes No 3Y 3Y DP Finance -Admin. Monthly Investment Reports Yes No 2Y SY 7Y 26CFR301.6501 Finance-Admin. Personnel Files No No E TR/HR E+TR/HR DP Finance-Admin. Project Files Yes No PEAM PERM PERM DP Finance -Budget Budge[ -Estimating Documentation No No 2Y 4Y 6Y CGC34090/DP Finance -Budget Budget Instruction Yes No 4Y 4Y CGC34090/DP Finance -Budget Budget Revenue Mid-Year No No ACT SY ACT+ SY CGC34090/DP Finance -Budge[ Budget Review Meeting Decision Packet Yes No 2Y 2y pp Finance-Budget CAFR Analytics Yes No 3Y 3Y CGC34090 Finance -Budget CAFR Supplemental Yes No. 2Y 2Y DP Finance -Budget Changes to Depfal. MOE Bud Request Yes No 4Y 4Y CGC34090 . Finance -Budget City Council Actions Yes No 2Y 2y pp Finance -Budget Departmental Budget Request Yes No 4Y 4Y CGC34090 Finance-Budget Fee Study Yes No PERM PERM .PERM CGC34090/DP Finance -Budge[ IRS Bond Arbitrage Rebate Report Yes No ACT 17Y ACT+ 17Y CGC34090/DP Finance -Budget M.O.U. No No R R DP Finance -Budget MOE Revenue Request Yes No 4Y 4Y CGC34090/DP inursaay, may tv, zuuv - Page 23 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance -Budget S & L Bank Folders Yes No IND MD IND CGC34090/DP Finance-Budget SB 90 Claims Yes No 7Y 7Y CGC34090/DP Finance-Budget Working Papers, Budget Yes No 4Y ~4Y CGC34090/DP Finance -Budget Working Papers, Five Year Forecast Yes No 4Y 4Y CGC34090 Finance -Budget Working Papers, Mid Yeaz Yes No 4Y 4Y CGC34090 Finance -Budget Working Papers, Yeaz End Yes No 4Y 4Y CGC34090 Finance -Bus. Lic. Administrative Files No No U U DP Finance-BuaLic. Aged Accounts Receivable No No SY SY CGC34090/DP Finance -Bus. Lic. Application, Approved Business Lic. Yes No PERM PERM PERM CGC34090/DP Finance -Bus. Lic. Application, Denied Business Lic. Yes No PERM - PERM PERM CGC34090/DP Finance -Bus. Lic. Application, Non-Profit Yes No PERM PERM PERM CGC34090/DP Finance -Bus. Lic. Application, Renewal Yes No PERM PERM PERM CGC34090/DP Finance -Bus. Lic. Application, Street Performer Permits Yes No IY SY 6Y CGC34090/DP Finance-Bus. Lic. Audit Files No .No IY 3Y 4Y CGC34090/DP Finance -Bus. Lic. Bonds, Health Clubs Yes No 3Y SY SY CGC34090/DP Finance -Bus. Lic. Business License Printout Yes No ACT ACT CGC34090/DP Finance -Bus. Lic. Contrnctors Final Job Yes No ACT SY ACT+ SY CGC34090/DP Finance-Bus. Lic. Insurance, Taxi Yes No lY 2Y 3Y CGC34090/DP Finance-Bus. Lic. License, Bicycle Yes No ACT+2Y ACT+2Y CGC34090/DP Finance -Bus. Lia Massage Tes[, Fail Yes No 2Y 2Y CGC34090 Finance -Bus. Lia Massage Test, Past Yes No S S CGC34090/DP Thursday, May 14, 2009 Page 24 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Bus. Lic. Notice to File for a Business License Yes No 3Y 7Y l0Y CGC34090 Finance-Bus. Lic. Permit, Firearms Sales Yes No A+3Y A+3Y CGC34090/DP Finance -Bus. Lic. Permit, Police Yes No 2Y 2Y CGC34090/DP Finance-Bus. Lic. Personnel Files No No E TR/HR E+TR/HR DP Finance-Bus. Lic. Receipts, Payments Yes No IY 3Y 4Y CGC34090/DP Finance -Bus. Lic. Recording of Torca/Condo Release of Lien Yes No 6Y 6Y CGC34090/DP Finance -Bus. Lic. Records Transmittal No No PERM PERM PERM CGC34090/DP Finance-Collections Collection File Yes No SY SY CGC34090/DP Finance -Collections Reference Material No No U U DP Finance-Collections Small Claim Judgment Files, Settled No No ACT+2Y ~ ACT+2Y CGC34090/DP Finance-Collections Small Claims, Settled Yes No ACT+SY ACT+SY CGC34090/DP Finance- Earthquake DSR File No No AA AA pp Finance -Earthquake Earthquake Work Order Add To Yes No AA AA CGC34090/DP Finance -Earthquake Project Cost Summary No No U U DP Finance -Earthquake Project Cos[ Summary, Final Yes No AA AA CGC34090/DP Finance -Earthquake Summary Detail Expenditure Reports No No AA AA Dp Finance -Earthquake Time Cards, After Earthquake No No AA Ap pp Finance -Earthquake Vendor Files No No AA AA pp Finance-G/L ]099's for Bonds Yes No IY SY 6Y CGC34090/DP Finance-G/L Accounts Receivable Yes No 2Y SY 7Y 26CFR301.6501 Finance - G/L AdminisVa[ive Files No No U U DP Thursday, May 14, 2009 Page 25 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - G/I. Bank Reconciliations Yes No 2Y SY 7Y 26CFR301.6601 Finance-G/L Bond Receipts Yes No ACT+2Y ACT+2Y CGC34090/DP Finance - G/L Bond Series Spread Sheet Yes No PERM PEAM PERM CGC34090/DP Finance-G/L Bond, Returned Original Yes No PERM PERM PERM 26CFR30L6501/DP Finance-G/L Cash Receipts Yes No 2Y 3Y SY 26CFR301.6501 Finance-G/L FEMA, Earthquake Yes Yes AA 15Y AA+15Y CGC34090/DP Finance - G/I. Financial Reports, Audited No No R R DP Finance - G/L Fixed Asset Yes No ACT ACT DP Finance-G/L Gran[Folder, Closed Yes No ACT+IY SY ACT+6Y CGC34090/DP Finance-G/L Invoices Yes No 2Y SY 7Y 26CFR30L6501 Finance-G/L Journal Entries Yes No 3Y 4Y 7Y 26CFR301.6501 Finance-G/I. MERL Loan Documents Yes No ACT 45Y ACT+45Y CGC34090/DP Finance-G/L Parking Authority Bond Coupon Yes No ACT+4y ACT+4y CGC3490/DP Finance-G/L Wire Transfers Yes No SY - 6Y 26CFR301.6501 Finance - G/L Working Papers, CAFR Yes No SY. SY CGC34090/DP Finance-Payroll Administrative Files No No ~ U U DP Finance -Payroll Advance Pay & Special Check Release Log Yes No 3Y 3Y CGC34090/DP Finance -Payroll EDD Audit Form Yes No 3Y 3Y CGC34090 Finance -Payroll Electronic Assignments Yes No IND 1ND DP Finance-Payroll Employee Folders Yes No E+2Y 4Y E+6Y 26CFR301.6501/DP Finance-Payroll Employmen[Verification Yes No 3Y 3Y CGC34090 Thursday, May 14, 2009 ~ ~ Page 26 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance-Payroll FLSA Report Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll 7oumal No No R R DP Finance -Payroll P/O Division & Employee Time Distribution Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O Employee StaNS Listing Yes No lY ~ 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O FMS Batches Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O PERS City Contributions Yes No lY 6Y 7Y 29CFR516.6/DP Pinanoe-Payroll P/O PERS Listing Yes No lY 6Y 7Y 29CFR516.5/DP Finance-Payroll P/O Quarterly Medicare Tax Yes No IY 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O Quarterly Tax Balance Report Yes No IY 6Y 7Y 29CFR5 I6.5/DP Finance -Payroll Pay History (Electronic) Yes No IND IND IND CGC34090/DP Finance -Payroll Payroll Folder Yes No lY 6Y 7Y 29CFR5 16.5/DP Finance -Payroll Payroll Journals Yes No lY 6Y 7Y 29CFR516.5/DP Finance-Payroll Payroll Tax Returns Yes No 7Y 7Y 29CFR516.5/DP Finance-Payroll PEBSCO Deferzed Comp. Statement Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll Special Pay Report Yes No 7Y 7Y 29CFR616.5/DP Finance -Payroll Terminated Employee Folders, Garnishment Yes No E+2Y 4Y E+6Y 29CFR516.5/DP Finance -Payroll Time Card Edit Repon Yes No IY 6Y 7Y CGC34090/DP Finance-Payroll Time Cards Yes No 2M l0Y l0Y CGC34090/DP Finance-Payroll Time Cazds, After 1994 Earthquake Yes No AA 15Y AA+ ISY CGC34090/DP Finance -Payroll Transportation Time Cazd Summary Yes No 4Y 4Y CGC34090/DP Finance -Payroll UI & SD[ Tax Reports Yes No lY 6Y 7Y 29CFR5 (6.5/DP Thursday, May 14, 2009 Paee 27 0154 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Payroll Vacation & Sick Adjustment Yes No lY 6Y 7Y 29CFR5I6.5/DP Finance-Payroll W2's Yes No lY 6Y 7Y 26CFR301.6501/DP Finance-Payroll YE Tax FringeBenefits Yes No 7Y 7Y 29CFR516.5/DP Finance-Payroll Year End Tax Files Yes No lY 6Y 7Y 29CFR616.6/DP Finance-Purchasing Administrative Files No No IND IND IND DP Finance-Purchasing Bids, Formal Yes No lY 6Y 7Y CGC34090/DP Finance-Purchasing Certificate of Insurance Yes No ACT+6Y ACT+6Y CGC34090 Finance -Purchasing Complaint Files No No IND IND IND DP Finance-Purchasing Purchase Orders No No 2Y SY 7Y DP Finance-Purchasing Requisitions Yes No 2Y SY 7Y CGC34090/DP Finance -Revenue Certificate of Deposit, Closed Yes No ACT 4Y ACT+4Y 26CFR301.6501 Finance -Revenue County of L.A. Property Tax Yes No 3Y SY 8Y 26CFR301.6501/DP Finance -Revenue Credit Card Settlement Tape Yes Nc 2Y 2Y DP Finance -Revenue Department Cash Audit No No 3Y 3Y CGC34090 Finance -Revenue Departmental Requisition No No 2Y 2Y DP Finance -Revenue Deposit Slips Yes No 2Y 3Y SY 26CFR301.6501 Finance -Revenue Franchise Statements Yes No l0Y l0Y CGC34090/DP Finance -Revenue Information Items No No U U DP Finance -Revenue Interest Allocation Schedule Yes No 2Y 2Y 4Y CGC34090/DP Finance -Revenue Investment Bank Confirmation Yes No SY SY CGC34090/DP Finance-Revenue Invoice, Vendors No No 3Y 3Y CGC34090 Thursday, May 14, 2009 - Page 28 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Revenue Monthly Receipts & Disbursement Yes No lY IY DP Finance-Revenue MRC Sales Tax Analyses Books Yes No 2Y SY 7Y 26CFR301.6501 Finance-Revenue Numbered Confinna[ion Sheet Yes No 2Y 3Y SY CGC34090/DP Finance-Revenue Parking Ci[a[iou-Report Yes No lY 2Y 3Y CGC34090/DP Finance-Revenue Parking Citation, Conttac[s No No ACT+2Y ACT+2Y CGC34090/DP Finance -Revenue Pazking Citation, Corzespondence No No 3Y 3Y CGC34090 Finance -Revenue Parking Citation, Court Hearings Yes No 2Y 2Y CGC34090/DP Finance-Revenue. Parking Citation, Financial No No 3Y ~ 3Y CGC34090 Finance-Revenue Parking Citation, Letters Yes No 3Y 3Y CGC34090 Finance-Revenue Parking Citation, Paid Yes No IY 2Y 3Y CGC34090 Finance-Revenue Pazking Facility Tax Returns Yes No ACT 7Y ACT+7Y 26CFR30L6501/DP Finance-Revenue Personnel Piles No' No E TR/HR E+TR/HR CGC34090/DP Finance -Revenue Petty Cash Sheet No No 2Y 2Y DP Finance -Revenue Real Property Transfer Tax Remittance Yes No 3Y SY 8Y 26CFR301.6501/DP Finance -Revenue Request for Warrants No No 3Y ~ 3Y CGC34090/DP Finance -Revenue RFP for Business License No No SY SY CGC34090/DP Finance-Revenue Safekeeping Reports Yes No SY SY CGC34090/DP Finance -Revenue SB278 Gas Company Deregulation No No lY 6Y 7Y CGC34090/DP Finance -Revenue SecuriTy &Investmen[ Worksheet Yes No 3Y 3Y DP Finance-Revenue. Summary of Cash Receipts - Yes No 2Y SY 7Y 26CFR301.6501 Finance -Revenue Summary of Receipts & Disbursements Yes No R R DP rnursaay, may rv, zouv Page 29 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legat Citation Finance -Revenue Summary Sheet, Meter Yes No 3Y 4Y 7Y ~ 26CFR301.6501 Finance-Revenue TOT Tax Audit Yes No AA l0Y AA+lOY CGC34090/DP Finance -Revenue Transient Occupancy Tax Retums No No 3Y SY SY 26CFR301.6601/DP Finance -Revenue Treasurer's Cash Report Yes No 2Y 2Y 4Y CGC34090/DP Finance -Revenue Utility Users Tax Retums Yes No 3Y SY 8Y 26CFR30L6501/DP Finance-Revenue Year-End.Budget Reports Yes 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 Papers Yes No 3Y 3Y CGC34090 Finance-Risk Mgmt. CaI OSF[A Reporting No No 2Y SY ~ 7Y CGC34090 Finance -Risk Mgmt. Cancelled Checks No No 3Y 4Y 7Y 26CFR301.6501 Finance -Risk Mgmt. City Property Damage/Loss Report Yes No SY SY CGC34090/DP Finance-Risk Mgmt Claim Experience Report Year End Yes No SY l0Y ISY CGC34090/DP Finance -Risk Mgmt. Claim Files LiabiliTy, Litigated No No ACT l0Y ACT+ IOY CGC34090 Finance -Risk Mgm[. Claim Files Liability, No[ Litigated Yes No ACT l0Y ACT+ l0Y CGC34090/DP Finance -Risk Mgmt. Claim Files, W/C Yes No ACT !OY ACT+ l0Y 29CFR1904.6/DP Finance --Risk Mgmt. Claim Files, W/C, Future Medical Awards Yes No ACT PERM PERM CLC[8a2sec10102 Finance -Risk Mgm[. Claim Tape Edit for SM Bus Line No No 3Y 3Y CGC34090 Finance -Risk Mgmt. Claims Administration Bids No No 6Y SY CGC34090/DP Finance -Risk Mgmt. Contracts No No R R CGC34090/DP r nursoay, may 14, wUV Page 30 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Risk Mgmt. 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/Quarterly Rpts No No R R CGC34090 Finance -Risk Mgmt. HICAS No No 4Y 4Y CGC34090/DP Finance-Risk Mgmt. Incident Reports Yes No IY 3Y 4Y CGC34090/DP Finance-Risk Mgmt. Insurance Policies 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 Wazrant No No 2Y 2Y DP Finance-Risk Mgmt. Safety Committee Minutes Yes No SY SY CGC34090/DP Finance -Risk Mgm[. Small Claims Files Yes No ACT 10Y, ACT+ l0Y CGC34090/DP Finance -Risk Mgmt. Time Cards No No 3Y 8Y 1IY CGC34090/DP Finance -Risk Mgmt. W/C Claims Cost Analysis Reports No No lY lY DP Finance -Risk Mgmt. W/C Claims Experience Reports No No SY I OY 15Y CGC34090/DP Finance -Risk Mgmt. Workers Compensation Check Register Yes No 2Y 2Y DP Fire-Admin. Administrative Files No No U U pP Fire -Admin. Background Investigations Yes No 2Y 2Y CGC34090/DP Fire-Admin. Budget Working Papers Yes No SY SY CGC34090 Fire -Admin. Department Manuals No No S S CGC34090/DP Fire-Admin. Equipment Files No No 3Y 3Y CGC34090 Fire-Admin. F-7/Telestaff Yes No SY 3Y SY CGC34090/DP Fire-Admin. FD3 Yes Na SY 3Y 8Y CGC34090/DP Thursday; May 14, 2009 Page 31 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Fire-Admin. Homeland Security Grants Yes Yes 3Y 3Y 6Y CGC34090/DP Fire-Admin. Personnel Files No No E SY E+SY CGC34090/DP Fire-Admin. Petty Cash No No 3Y 3Y CGC34090 Fire-Admin. Policy andProcedures No No IlY 11Y CGC34090/DP Fire -Admin. Purchase Order -Vendor No No 6Y 6Y CGC34090 Fire-Admin. PurchaseDrder, Blanket-Vendor No No 6Y 6Y CGC34090 Fire -Admin. Request for Warrants -Vendor No No 6Y 6Y CGC34090 Fire-Admin. Shop Files Yes No LV LV LV CGC34090/DP Fire-Admin. Supplemental Time Sheets No No 3Y 8Y ilY CGC34090/DP Fire-Admin. Time Cazds No No SY 8Y l3Y CGC34090/DP Fire-Admin. ~ Warehouse Inventory Requisitions No No lY lY DP Fire -Prevention Address Files Yes Na PERM PERM PERM . CGC34090/DP Fire-Prevention Complaint Files Yes No 4Y 4Y CGC34090/DP Fire -Prevention Hazardous Material Disclosures Yes No 30Y 30Y 29CFRI910.120 Fire -Prevention Inspection Notices Yes No 3Y 3Y UFC103.3.4 Fire-Prevention Inspection Reports Yes No ACT 6Y ACT+6Y UFC103.3.4 Fire-Prevention ]nvestigation Reports-Bodily Hann Yes No ACT 6Y ACT+6Y PC 800 Fire -Prevention Investigation Aepors -Homicide Yes Yes PERM PERM PERM PC 799 Fire-Prevention Investigation Reports-Structure Yes .Yes ACT 3Y ACT+3Y PC 801/UFC 104.32 Fire-Support Services Disaster Plan Yes Yes S+2Y S+2Y DP Fire -Support Services EMS Repar[s Yes No IND IND [ND ~ CGC34090/DP Thursday, May 14, 2009 - Page 32 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Fire -Support Services HIPPA Aelease Forms Yes Yes 7Y 7Y CGC34090/DP Fire -Support Services NFII2S (electronic data) Yes No IND IND IND CGC34090/DP Fire -Suppression Daily Journals Yes Yes PERM PERM PERM CGC34090/DP Fire -Suppression Hazazdous Material Response Yes No 31Y 3IY 29CFR1914120 Fire -Suppression Inspection Report Yes No 3Y 3Y UFCI03.3.4 Fire-Training Training Reports Yes No IND IND IND CGC34090/DP HED-Admin. Month End Reports Yes No SY SY CGC34090/DP HED -Admin. Personnel Files No No E TR/HR E + TR/HR CGC34090/DP HED-Admin. Petty Cash Yes No 3Y 3Y CGC34090/DP HED-Admin. Vendor Files Yes Na 3Y 3Y CGC34090/DP HED -EDD Administrative Files Yes No 3Y 3Y DP HED-EDD Applications/Proposals Denied Yes No CL+3Y CL+3Y CGC34090/DP HED -EDD Assessment District Information Yes No PERM PERM PERM CGC34090/DP HED -EDD Blueprints Existing Yes Yes LB _ LB LB CGC34090/DP HED -EDD Blueprints, Proposal Rejected Yes No 6Y ~ 6Y CGC34090/DP HED -.EDD Business Improvement District Files Yes No PERM PERM PERM CGC34090/DP HED -EDD Contract Files -Excluding Cap. Improvement Yes Yes ACT SY ACT+ SY CCP 337.2 HED -EDD Farmers Market Load Sheets Yes No 18M l8M DP HED -EDD Lease Files Yes Yes ACT+2Y PERM PERM CGC34090/DP HED -EDD Month/Year End Files Yes No 6Y 6Y CGC34090/DP HED-EDD Project Files Yes No ACT+2Y 48Y ACT+SOY CGC34090/DP l hurstlay, May 14, 2009 Page 33 ~of 54 In In Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation HED -EDD Property Acquisition Yes Yes PERM PERM PERM HED-EDD Public Information Requests - Yes No - 3Y 3Y HED-EDD Subjeot Piles Yes No ACT ACT HED -EDD Time Cards No No 2Y 2y HED -EDD Vendor Piles Yes No 3Y 3y HED -EDD YARDI (electronic) Yes No IND IND HED -Farmers Market Vendor Files Yes No 3Y 3Y HED-HA/Section8 I099's Forms Yes No 2Y SY 7Y HED-HA/Sec[ion8 Administrative Files Yes No ACT ACT HED - HA/Sec[ion 8 Bank Reconciliations Yes No 2Y ~ SY 7Y HED - HA/Section 8 Cancelled Checks Yes No 2Y SY 7Y HED - HA/Section 8 Check Copy Yes No 2Y SY 7Y HED - HA/Section 8 HUD Grants Yes No ACT + 1 SY ACT + 6Y HED - HA/Section 8 Lindsey Monthly Back Up Reports Yes No 2Y SY 7Y HED-FIA/Sec[ion8 Tenant Files Yes Yes ACT 3Y ACT+3Y HED-HA/Section8 Time Cards No No 2Y 2Y HED-Housing/P&P Applications Yes No ACT 7Y ACT +']y HED - HousingJP&P Housing Commission Agendas Yes No 3Y 3y HED - Housing/P&P Housing Commission Minutes (Electronic) Yes No PERM PERM PERM HED - Housing/P&P Housing Commission Mtg. Audio Tapes Yes No 2Y 2Y HED-Housing/P&P MERL Program Files Yes No ACT SY ACT+SY CGC34090/DP CGC34090 CGC34090/DP CGC34090 CGC34090/DP CGC34090/DP CGC34090/DP DP 26CFR30L6501 26CFR301.6501 26CFR301.6501 CGC34090/DP CGC34090/DP 24CFR84.53 DP CGC34090/DP CGC34090/DP CGC34090 CGC34090 CGC34090/DP t nursaay, May 14, 2009 Page 34 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HED - Housing/P&P Program Policies & Procedures Yes No PERM PERM PERM CGC34090/DP HED•Housing/P&P Project Files Yes No ACT SY ACT+SY CGC34090/DP HED-ADA Administrative Files No No ACT SY ACT+SY DP HED -RDA Annual Reports Yes ~ No ACT LP ACT + LP DP HED -RDA Loan Documents No No ACT LP ACT+ LP DP HED -RDA Project Area Files Yes No ACT LP ACT + LP CGC34090/DP HED-RDA Remittance Advise No No ACT LP ACT+LP DP Human Resources Advertisement ~ Yes No 3Y 3Y CGC34090 Human Resources Affirmative Action Report No No ACT ACT CGC34090/DP Human Resources Application File Yes No ACT SY ACT+SY CGC34090/DP Human Resources Assessment Center Exam Material Yes No ACT SY ACT+ SY CGC34090/DP Human Resources Benefit Files No No ACT 6Y ACT+6Y CGC34090/DP Human Resources Budget Worksheets Yes Yes 3Y 3Y CGC34090/DP Human Resources Bureau of National Affairs Yes No R R CGC34090/DP Human Resources Check Register (DCAP) Yes No lY 6Y 7Y CGC34090/DP Human Resources Chronological Files Yes No 3Y 3Y CGC34090 Human Resources Classification & Compensation Yes No ATC +2Y 8Y ACT+ IOY CGC34090/DP Human Resources Comp City Information Yes No 3Y 3Y CGC34090 Human Resources Contract Insurance. No No ACT 6Y ACT+6 29CFR2610.1d Human Resources Contract Procedures No No ACT ]OY ACT+ IOY CGC34090/DP Human Resources Deferred Compensation Correspondence No No PERM PERM PERM CGC34090/DP rnursoay, rvray tv, zuuv Page 35 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Human Resources Deferred Compensation File No `Yes C+ 1 25Y ' C +26Y CGC34090/DP Human Resources DFEH/EEOC Complaints Yes No ACT 16Y ACT+ 15Y CGC34090/DP Human Resources Disability Retirement Files Yes Yes ACT l0Y ACT+lOY CGC34090/DP Human Resources Dmg Policy Yes No ACT+lOY ACT+LOY CGC34090/DP Human Resources Drug Testing"DOT" Yes No ACT+6Y ACT+SY 49CFR653.31 Human Resources Drug/Alcohol Training No No ACT+SY ACT+SY CGC34090/DP Human Resources EEO Reporting Yes No 6Y 6Y CGC34090/DP Human Resources - .Eligibility List Yes No ACT+2Y 3Y ACT+6Y CGC34090/DP Human Resources Eligibility List, Expired No No 3Y 3Y 6Y CGC34090/DP Human Resources Employee Handbooks Yes No ACT+lOY ACT+lOY CGC34090/DP Human Resources Employee S[a[us No No 6Y 6Y CGC34090/DP Human Resources Exam History Files Yes No ACT+SY ACT+SY CGC34090/DP Human Resources Examination Materials File Yes No ACT SY ACT+ SY CGC34090/DP Human Resources Financial Back-up Tapes (DCAP) Yes No lY 6Y 7Y CGC34090/DP Human Resources Fire Fighters Incentive Bonus Yes No E+2Y E+2Y CGC34090/DP Human Resources GrievancesQntemal Complaints Yes No ACT ISY ACT+ISY CGC34090/DP Human Resources Hazard Material Training Yes No 30Y 30Y 29CFRI910.20 Human Resources Immigration & Nat. Service (I-9 form) Yes No E 3Y E+3Y CGC34090/DP Human Resources Insurance Claims Issues/Complaints No No 3Y 3Y CGC34090 Human Resources Insurance Reports Newsletter No No ACT+ IOY ACT+ l0Y CGC34090/DP Human Resources Job Analysis Yes No R R CGC34090 Thursday, May 14, 2009 Page 36 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Human Resources Job Bulletin Yes No ACT+ IOY ACT+ l0Y CGC34090/DP Human Resources Medical Evaluation Yes No ACT 30Y .ACT+30Y CGC34090/DP Human Resources Medical Standard Reports Yes No R R CGC34090/DP Human Resources Memorandum of Understanding No Yes PERM PERM PERM CGC34090/DP Human Resources Microfilm Logs Yes No PERM PERM PERM CGC34090/DP Human Resources Negotiations Files Yes Yes lY 20Y 21Y CGC34090/DP Human Resources PERS Procedures No No R R CGC34090/DP Human Resources PERS Special Projects Yes No ACT ISY ACT+ 15 CGC34090/DP Human Resources Personnel Board Packet Yes No 2Y 3Y SY CGC34090/DP Human Resources Personnel Boazd Audio Tapes Yes No 2Y 2Y DP Human Resources Personnel Boazd Conviction Yes No 2Y 3Y SY CGC34090/DP Human Resources Personnel Board Hearings No No ACT 7Y ACT + 7Y CGC34090/DP Human Resources Personnel Board Minutes Yes No l0Y IOY CGC34090/DP Human Resources Personnel Files, As needed Yes No E 6Y E+ 6Y CGC34090/DP Human Resources Personnel Files, Penn Yes Yes E 6Y E + GY CGC34090/DP Human Resources Personnel Litigation Files Yes No ACT l0Y ACT+ l0Y CGC34090/DP Human Resources Policy Memos Yes No PERM PERM PERM CGC34090/DP Human Resources Position Description Yes No ~ PERM PERM PERM CGC34090/DP Human Resources Procedural Manual - ~ No No ACT l0Y ACT+ IOY CGC34090/DP Human Resources. Program Procedures No No R R CGC34090/DP Human Resources Pulmonary Function Test Yes No E 30Y E+30Y CGC34090/DP Thursday, May 14, 2009 Page 37 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Human Resources Purchase Orders No No 3Y 3Y CGC34090 Human Resources Records Inventory Lisf Yes No PERM PERM PERM CGC34090/DP Human Resources Request for Certification Yes No 2Y 4Y 6Y CGC34090/DP Human Resources Request for Warrant No No 3Y 3Y CGC34090 Human Resources Research Files Yes No 3Y. 3Y CGC34090/DP Human Resources Research Materials Yes No R ~ R CGC34090/DP Human Resources Resolutions No No R R CGC34090/DP Human Resources Salary Schedule - Yes No 7Y 7Y CGC34090/DP Human Resources Service Awazds Yes No PERM PERM PERM CGC34090/DP Human Resources Sick Leave Buy Back Yes No SY SY CGC34090/DP Human Resources Special Project Circumstance No No 3Y 3Y CGC34090 Human Resources Staff Reports No No 3Y 3Y CGC34090 .Human Resources Time Cards No No 3Y 8Y' 1IY CGC34090/DP Human Resources Training Manuals No No R R CGC34090/DP Human Resources Training Program Yes No 3Y ~ 3Y CGC34090 Human Resources Tuition Reimbursement Yes No 2Y SY 7Y CGC34090/DP Human Resources Unemployment Appeals No No 4Y 4Y CGC34090/DP Human Resources Unemployment Claims No No 3Y 3Y CGC34090 Human Resources Unemployment Reports No No 3Y 3Y CGC34090 Human Resources Word Processing Tape No No 3Y 3Y CGC34090 ISD-Admin. Contract Payment ~ No No 3Y 3Y CGC34090 Thursday, May l4, 2009 Page 38 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation ISD-Admix Contracts Yes No ACT+SY ACT+SY CGC34090/DP ISD-Admin. Purchase Orders No No 3Y 3Y CGC34090 ISD-Admin. Reques[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 Licenses Yes No U U CGC34090/DP 1SD -Systems & Network Back Up Tapes, Departments Yes No ACT lY ACT+ 1Y DP ISD -Systems & Network Back Up Tapes, Police Department Yes No ACT lY ACT+ IY DP ]SD -Systems & Network Back Up Tapes, Year End Yes No ACT lY ACT+ lY DP Library Applications, Meeting Room Rentals Yes No 2Y 2Y CGC34090 Library Grant Files Yes No IOY l0Y CGC34090/DP Library Library Boazd Packets Yes No PERM PERM PERM CGC34090/DP Library Sirsi System Yes Yes IND IND 1ND CGC34090/DP Library Special Project Files Yes No ACT 20Y ACT+20Y CGC34090/DP PCD -Admin. Special Project Files Yes No ACT 10Y ACT+ IOY CGC34090/DP PCD-B&S Complaints Yes No lY 19Y 20Y CGC34090/DP PCD - B & S Job Cards Yes No LB IND LB DP PCD - B & S Logs Yes No lY lY DP PCD - B & S Permit Files Yes No LB IND LB CGC34090/DP PCD - B & S Plans Yes No .PERM PERM PERM CGC34090/DP PCD - B & S Special Administrative Files Yes No PERM PERM PERM DP t hurstlay, May 14, 2009 Page 39 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 ProjecC Piles Yes No ACT PERM PERM CGC34090/DP PCD -CiTy Planning Special Administrative Files Yes No ACT PERM PERM DP PCD -TMD Batch Report Receipts Yes No 2Y SY 7Y CGC34090/DP PCD-TMD Complaints Yes No IOY l0Y CGC34090/DP PCD -TMD Location Files Yes No - ACT ACT CGC34090/DP PCD-TMD Lo[s&Structures Files Yes Na PERM PERM PERM CGC34090/HSI9850 PCD-TMD News Clippings No No IND IND IND CGC34090/DP PCD-TMD Parking Structure Invoices No No ACT+3Y ACT+3Y CGC34090/DP PCD-TMD Permits, Wide Loads Yes No ACT+2Y ACT+2Y CGC34090/DP PCD -TMD Preferential Parking No No 2Y 2Y DP PCD-TMD Project Files Yes Na SY SY CGC34090/DP PCD -TMD Subject Files Yes No R R DP PCD - TMO Bike Plans & Racks Yes No 2Y 2Y DP PCD - TMO Employee Rideshare File Yes No 2Y 2Y Rule 2202 SCAQMD PCD-TMO Employer Fee Receipts Yes No 2Y 2Y Ordinance 1604 PCD - TMO Employer Files Yes No 2Y 2Y Ordinance 1604 PCD - TMO Monthly TFRP Fomts Yes Na ~ 3Y 3Y CGC34090 PCD - TMO Quarterly CCC Pay-out History Yes No 7Y 7Y CGC34090/DP t nurstlay, May 14, 2009 Page 40 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD - TMO SCAQMD Survey Yes No 3Y 3Y CGC34090/DP PCD - TMO SCAQMD Trip Reduction Plan Yes No SY SY CGC34090/DP PCD-TMO Subject Project Yes No ACT+SY ACT+SY CGC34090/DP PCD-TMO Vehicle Pool Log Yes No 3Y 3Y CGC34090 PCD -Traffic Ops Daily Activity Log Yes No l0Y I OY CGC34090/DP PCD -Traffic Ops Daily Repair Log Yes ~ No 15Y 15Y CGC34090/DP PCD -Traffic Ops Street Files Yes No PERM PERM PERM CGC34090/DP PCD-Traffic Ops Traffic Signal Files Yes No SOY SOY CGC34090/DP PCD -Traffic Ops Traffic Signal Maintenance Log Yes No PERM PERM PERM DP PCD - Traffic Ops Traffic signal Work Requests Yes No PERM PERM PERM DP Police-ASD Animal Adoption Contracts Yes No 2Y 2Y CGC34090 Police -ASD Animal Call for Service Records Yes No SY SY CGC34090/DP Police - ASD Animal ConVOI Bite Reports Yes No 2Y 2Y CGC34090 Police -ASD Animal Control Monthly Reports Yes No 2Y 2Y CGC34090 Police -ASD Animal Control Officer Daily Logs Yes No 2Y 2Y CGC34090 Police -ASD Animal Conhol Officer Training Files Yes No E + 6Y E + 6Y CGC34090/DP Police -ASD Animal Control Receiving Rec. Receipts Yes No 2Y 2Y CGC34090 Police -ASD Animal Control Telephone Messages Yes No 2Y 2Y CGC34090 Police -ASD Animal Control Trap Rental Logs Yes No 2Y 2Y CGC34090 Police-ASD Animal Impound Cards Yes No 2Y 2Y CGC34090 Police-ASD Animal Orders to Comply Yes No 3Y 3Y CGC34090/DP inursuay, may rw, tuuv Page 41 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police -ASD Animal Owner ID Cards Yes No 2Y 2Y CGC34090 Police-ASD Animal Registration Yes No ACT+2Y ACT+2Y CGC34090/DP. Police -ASD Animal Sales Receipt Yes No 2Y 2Y CGC34090 Police-ASD Animal Sheller Volunteer Personnel Files Yes No E+IY E+IY DP Police-ASD Background Investigation File, Hired Yes No 3Y 17Y 20Y CGC34090/DP Police -ASD Background Investigation File, Not-hired Yes No SY ~ SY CGC34090/DP Police -ASD Barking Dog Letter Yes No 2Y 2Y CGC34090 Police - ASD Cash Register Receipts Yes No 1 Y lY DP Police-ASD Citation Pink Copies No No lY lY DP Police -ASD Citation Transmittal .Yes No IY lY Dp Police -ASD Citizen Academy Applications Yes No 2Y 2Y CGC34090 Police-ASD Credit Card Receipts Yes No 7Y 7Y CGC34090/DP Police-ASD Daily Cash Reconciling Reports Yes No lY lY DP Police -ASD Daily Report Login Sheet Yes No IY ly pp Police-ASD Daily Safety Check Log Yes No 3Y 3Y CGC34090/DP Police-ASD Deceased Animal Logs Yes No 2Y 2Y CGC34090 Police-.ASD Deployment Schedule ~ Yes No lY lY DP Police-ASD Euthanasia Logs Yes No - 2Y 2Y CGC34090 Police-ASD FTO Files Yes No 2Y 2Y CGC34090 Police -ASD Homicide Reports Yes No PERM PERM PERM DP Police-ASD Impounds, Never Released. Yes No 3Y 3Y CGC34090/DP r nurscay; rviay rv, zVU9 Page 42 Of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police-ASD In-Custody Booking Logs Yes No IY lY DP Police-ASD In-Custody Processing Logs Yes No IY lY DP Police-ASD Jail Blotter Yes No 2Y 2Y CGC34090 Police-ASD Jail Initial Intake Fonn/NOt Booked Yes No lY lY DP Police-ASD Jail Special Confinement Log Yes No ACT+2Y ACT+2Y CGC34090/DP Police-ASD Jail Watch Summary Report Yes No lY IY DP Police -ASD Line of Duty Death Yes No E E CGC34090/DP Police-ASD Medical Files Yes No E+6Y E+6Y CGC34090/DP Police-ASD On-line Police Reports Yes Yes PERM PERM PERM DP Police-ASD Overtime Slips Yes No ACT+2Y ACT+2Y CGC34090/DP Police-ASD Pawn Slips Yes No lY lY DP Police-ASD PCD Logs Yes No lY lY DP Police-ASD Personnel Files No No E TR/HR E+TR/HR CGC34090/DP Police-ASD Police Training Files Yes No E+6Y E+6Y CCP335.1/DP Police -ASD Policy Review Reports Yes No SY SY CGC34090/DP Police-ASD Private Tow Cards Yes No lY lY DP Police-ASD Property Receipt Yes No SOY SOY CGC34090/DP Police-ASD Property Room Database Yes Yes PERM PERM PERM CGC34090/DP Police -ASD Property Room Destmction Records Yes Yes PERM PERM PERM CGC34090/DP Police -ASD PRT Daily Logs Yes No 2Y 2Y CGC34090 Police-ASD Repossession Cards Yes No lY lY DP t nursoay, May 14, z WY Page 43 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police -ASD Scanned Bail Bond Receipts Yes No lY tY CGC3409Q5 Police -ASD Scanned Case Management Sheet No No lY lY DP Police-ASD Scanned Detention Certificates/Slips Yes No IY lY CGC34090.5 Police -ASD Scanned Jail Booking Packet Yes No lY IY CGC34090.5 Police-ASD Scanned Police Reports Yes No lY IY CGC34090.5 Police-ASD Scanned Release Vehicle Impound Yes - No lY lY CGC34090.5 Police-ASD Scanned Subpoenas Yes No IY IY CGC34090.5 Police -ASD Scanned Traffic Accident Report Yes No IY IY CGC34090.5 Police -ASD Sealed Adult Police Reports Yes No 3Y 3Y PC 851.8/DP Police-ASD Sealed SUVenile Police Reports Yes No SY SY 781 (a)WIC/DP Police -ASD Secure/Non Secure Juv. Detention Log Yes No 3Y 3Y CGC34090/DP Police-ASD Sign Ou[Sheet Yes No ACT+IY ACT+IY CGC34090/DP Police-ASD SpayMeuter Deposit Logs Yes No 2Y 2Y CGC34090 Police-ASD Spay/Neuter Deposit Reoeipts Yes No 2Y 2Y CGC34090 Police-ASD Spay/Neuter Vouchers Yes No 2Y 2Y CGC34090 Police-ASD Stray Animal Affidavit Yes No 2Y 2Y CGC34090 Police -ASD Training Bulletins/Sign Off Form Yes Yes PERM PERM PERM CGC34090/DP Police-ASD Vacation Slips Yes No ACT+2Y ACT+2Y CGC34090/DP Police-ASD Volunteer Files Yes No ACT+IY ACT+IY DP Police -ASD Worker's Compensation Files/iOD Yes No TR/RM TR/RM CGC34090/DP Police-CID AFIS Log Yes No U+2Y U+2Y CGC34090/DP Thursday, May t4, 2009. Page 44 of 54 DeptNiv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police -CID Booking Hardcopy Fingerprint Card Yes No PEAM PERM PERM - CGC34090/DP Police-CID Evidence Logs Yes No U+2Y U+2Y CGC34090/DP Police-CID Field Interview Cards Yes No PERM PERM PERM CGC34090/DP Police-CID Film, Color Slides Yes Yes PERM PERM PERM CGC34090/DP Police -CID Film, Crime Scene Photo Calls Yes No PERM PERM PERM CGC34090/DP Police -CID Film, Mug Yes No l0Y 25Y 35Y CGC34090/DP Police -CID Film, Negatives Yes Yes PERM PERM PERM CGC34090/DP Police -CID Film, Pictures Yes Yes PERM PERM PERM CGC34090/DP Police-CID Finger Prints Cards Yes Yes PEAM PERM PERM. CGC34090/DP Police-CID Jail Booking Packet Yes No WIC-TR W[C-TR CGC34090/DP Police-CID LAFIS Log Yes No U+2Y U+2Y CGC34090/DP Police -CID Latent Prints from Crime Scenes Yes No PERM PERM PERM CGC34090/DP Police-CID Murder Books .Yes No PERM PERM PERM DP Police-CID Negatives - Yes No 35Y 35Y CGC34090/DP Police-CID Officer Involved Shooting Files Yes Yes PERM PEAM PERM CGC34090/DP Police -CID Palm Print File Yes No l0Y 25Y 35Y CGC34090/DP Police -CID PD Employee Pictures Yes No E + 6Y E + 6Y CGC34090/DP Police -CID Photo Prints, Photo Calls Yes No PERM PERM PERM CGC34090/DP Police-CID Request for Live Scan Service No Na U+2Y U+2Y CGC34090/DP Police -CID Shoo[ Review Reports/Nlemo Yes Nc ~ PERM PEAM PERM CCC34090/DP Police-CID Slides, MUg Yes No l0Y 25Y 35Y CGC34090/DP Thursday, May 14, 2009 Page 45 Dept/Div Recprds Series Title Original Vital In Office In Storage Total Retention Legal Citation Police-CID Specialist Daily Log Yes No U+2Y U+2Y CGC34090/DP Police-000P Administrative Heazing Transcript Yes No 2Y 2Y CGC34090 Police - OCOP After Action Report Memo. Yes No 2Y 2Y CGC34090 Police - OCOP AI Case File (Non Criminal) Yes No SY SY C.GC34090/DP Police - OCOP Asset Seizure Admin. Files Yes No 8Y 8Y CGC34090/DP Police-000P Audio Tapes Yes No SY SY PC 832.Sb/DP Police-000P Central Grant.Files Yes No ACT+6Y ACT+SY CGC34090/DP Police-000P Complaints Yes No 3Y 3Y CGC34090/DP Police-000P Concealed Weapon Permi[s Yes No ACT+IY ACT+IY CGC34090/DP Police-000P Deparhnent Annual Report Yes No PERM PERM PERM DP Police - OCOP Dischazge of Fireamt Report Yes No 2Y 2Y CGC34090 Police-000P Entitlement Grant Yes No ACT+SY ACT+SY CGC34090/DP Police-000P Final Survey Report Yes No SY ~ SY CGC34090/DP Police-000P Jail Incident ReporC Yes No 2Y 2Y CGC34090 Police - OCOP OC Spray Memo. Yes No 2Y 2Y CGC34090 Police - OCOP OPN Mema. Yes No 2Y 2Y. CGC34090 Police - OCOP Personal Complaints/Tapes <I00 Hrs Off Yes No SY 6Y PC 832.56/DP Police - OCOP Personal Complaints/Tapes x ! 00 Hrs Off Yes No PEAM PERM PERM CGC34090/DP Police - OCOP Personnel History Cards Yes No PERM PERM PERM CGC34090/DP Police - OCOP Pitches Motions Yes No 2Y 2Y CGC34090 Police-000P POA Request for Time Off Yes No SY SY CGC34090/DP May I4, 2009 Page 46 of 54 F In In Total DeptNiv Records Series Title Original Vital Office Storage Retention Legal Citation Police-000P Pursuit Memo. Yes. No 2Y 2Y CGC34090 Police - OCOP Special Incidents Files Yes No PERM. PERM PERM CGC34090/DP Police - OCOP Taser Deployment Memo. Yes No 2Y 2Y CGC34090 Police-000P - Use of Farce Worksheet Yes No 2Y 2Y CGC34090 Police-OD 91l Logs Yes No 3Y 3Y CGC34090/DP Police - OD Court List Yes No 2Y 2Y CGC34090 Police - OD CSO I Daily Logs Yes No 2Y 2Y CGC34090 Police - OD CSO II Daily Logs Yes No 2Y 2Y CGC34090 Police-0D Event Bookings Yes No 2Y 2Y CGC34090 Police - OD Hazbor Service Officer Daily Logs Yes No 2Y 2Y CGC34090 Police-OD K90fficer Daily Logs Yes No SY SY CGC34090/DP Police - OD Mounted Officer Daily Logs Yes No 2Y 2Y ~ CGC34090 Police-OD Notice of Violation Yes No ACT+3Y ACT+3Y CGC34090/DP Police - OD NRO Electronic Activity Worksheet Yes No 2Y 2Y CGC34090 Police - OD Park Ranger Daily Logs - Yes No 2Y 2Y CGC34090 Police - OD Request for Refunds on Court Appearance No No 3Y 3Y CGC34090 Police-SED ~ ABC Files No No ACT+2Y ACT+2Y CGC34090/DP Police-SED Cash Vouchers Yes No 3Y 3Y CGC34090/DP Police-SED Citation Reques[for Dismissal Yes No ACT+2Y ACT+2Y CGC34090/DP Police-SED Expired Permits No No ACT+2Y ACT+2Y CGC34090/DP Police-SED Historical Case Files Yes ~ No U+2Y U+2Y CGC34090/DP May (4, 2009 Page 47 of 54 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police-SED Informant Files Yes No ACT+SY ACT+SY CGC34090/DP Police-SED Laser/Lidar Files Yes No ACT+3Y ACT+3Y CGC34090/DP Police -SED Motor Officer Logs - Yes No 2Y 2Y CCP335.1/DP Police-SED Officer Logs Yes No ACT+2Y ACT+2Y CGC34090/DP Police-SED PASD Logs Yes No U+3Y U+3y pp Police -SED Rental Car Worksheets Yes No ACT+ IY ACT+ lY DP Police-SED Taxi Permits Yes No ACT+2Y ACT+2Y CGC34090 Police-SED Tow Hearing Files Yes No U+3Y U+3Y CGC34090/DP. Police -SED TS/TC Officers Daily Logs Yes No 2Y 2Y CGC34090 Police-SED Working Case Files No No U+2Y U+2Y CGC34090/DP Pub. Works -Admin. Address Files Yes No PERM PERM PERM CGC34090/DP Pub. Works-Admin. Permits, After Hours Yes No ACT+2Y ACT+2Y CGC34090 Pub. Works-Admin. Permits, Encroachmen[(Construction) Yes No PERM PERM PERM H&$198501,4003 Pub. Works-Admin. Permits, Films Yes No ACT+2y ACT+2Y CGC34090 Pub. Works-Admin. Permits, Mitigate ~ Yes No 2Y 8Y IOY CGC34090/DP Pub. Works-Admin. Permits, Street Yes No l0Y l0Y CGC34090/DP Pub. Works -Admin. Pemmits, Street Repair Yes No 2Y 2Y CGC34090 Pub. Works-Admin. Permits, Use of Public Property Yes No ACT+2Y ACT+2Y CGC34090 Pub. Works -Admin. Permits, Utility Excavate Yes No PERM PERM PERM CGC34090/DP Pub. Works-Admin. Permits, Wastewater Fac. Fee Yes No SY 3Y 8Y CGC34090/DP Pub. Works-Admin. Permits, Water Meters Yes No SY 3Y 8Y CGC34090/DP Thursday, May 14, 2009 ~~ Page 48 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works -Cemetery ACME Visible files Yes Yes U U DP Pub. Works -Cemetery Contract Books Yes Yes PERM PERM PERM CGC34090/DP Pub. Works -Cemetery Deed [o Cemetery Plot Yes No PERM PERM PERM CGC34090/DP Pub. Works-Cemetery Funeral Books Yes Yes PERM PERM PERM HS.7955 Pub. Works -Cemetery Interment Books Yes Yes PERM PERM PERM HS 7955 Pub. Works -Cemetery interment Records Yes Yes PERM PERM PERM HS 8128 Pub. Works -Cemetery Maps Yes Yes PERM PERM PERM HS 7955 Pub. Works -Cemetery Plot Books Yes Yes PERM PERM PERM HS 7955 Pub. Works -Cemetery Plot Invoices Yes Yes PERM PERM PERM CGC34090/DP Pub. Works -Cemetery Pre Need Records Yes Yes PERM PERM PERM CGC34090/DP Pub. Works -Cemetery Receipt Books Yes Yes PERM PERM PERM CGC34090/DP Pub. Works -Cemetery Sales Orders Books Yes Yes PERM PERM PERM CGC34090/DP Pub. Works-Cemetery Summary of Daily Cash Collected Yes Yes PERM PEAM PERM CGC34090/DP Pub. Works-Engineering Bids, Unsuccessful Yes No 3Y 3Y CGC34090 Pub. Works-Engineering Budge[WOrking Papers Yes Yes 3Y 3Y CGC34090/DP Pub. Works -Engineering Cash Receipts No No 3Y 3Y DP Pub. Works-Engineering DamageAssessment Photographs Yes No AA AA CGC34090/DP Pub. Works -Engineering Damage Survey Report Yes No AA AA CGC34090/DP Pub. Works -Engineering DR Project Files Yes No PERM PERM PERM CGC34090/DP Pub. Works -Engineering Drawing, Projec[(electronic) Yes No PERM PERM PERM CGC34090/DP Pub. Works-Engineering Easements Yes No PERM PERM PERM DP Thursday, May 14, 2009, Page 49 of 54 Dept/I)iv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Pub. Works -Engineering Engineering Drawings Yes No PERM PERM PERM CGC34090/DP Pub. Works-Engineering Grant Files Yes Yes ACT SY ACT+SY 24CFR570.502(b)(3) Pub. Works -Engineering Inspection Photos Yes No RQD IND IND CGC34090/DP Pub. Works -Engineering Lo[ Line Adjustment Nc No U U DP Pub. Works -Engineering Parcel Maps No No AR AR Dp Pub. Works -Engineering Parcel Mergers No No U U DP Pub. Works -Engineering Pernits & Excavations No No U U DP Pub. Works -Engineering Permits, Sewer No No U U DP Pub. Works -Engineering Personnel Files No Na E TA/HR E +TR/HR CGC34090 Pub. Works-Engineering Plan Check Yes No 3Y 3Y CGC34090 Pub. Works -Engineering Prevailing Wages No No U U DP Pub. Works -Engineering Special Provisions Yes No PERM PERM PERM CGC34090/DP Pub. Works -Engineering Tract Maps No No AR AR pp Pub. Works -Engineering Video Inspection, Post Construction Yes No PERM PERM PERM CGC34090/DP Pub. Works-Engineering Video Inspection, Pre Constmction Yes No AA 3Y AA+3Y CGC34090/DP Pub. Works -Solid Waste Blue Prints Yes. No LB IND LB CGC34090/DP Pub. Works -Solid Waste Community Service Workers Yes No 2Y 2Y DP Pub. Works -Solid Waste Daily Vehicle SafeTy Check No No 2Y 2y pp Pub. Works -Solid Waste Landfill Receipts No No 3Y 3Y CGC34090/DP Pub. Works -Solid Waste Private Hauler Reports Yes Yes 3Y 3Y CGC34090/DP Pub. Works -Solid Waste Private Haulet Vendor Files No Yes ~ 3Y 3Y CGC34090/DP Page 50 of 54 In In Total DeptNiv Records Series Titte Original Vital Office Storage Retention Legal Citation Pub. Works -Solid Wazte Route Sheets No No lY lY DP Pub. Works -Solid Wasce Transfer SYatiou Credit Application Yes No 3Y 3Y CGC34090/DP Pub. Works-Street Main. Sidewalk Repair Assessments No No ACT+2Y ACT+2Y CGC34090/DP Pub. Works -Street Main. Work Orders, DB Electronic Yes No IND IND IND CGC34090/DP Pub. Works -Street Main. Work Orders, Old System Yes No SY SY CGC34090/DP Pub. Works -~WR-Admin. Applications Yes No 2Y 2Y CCC34090/DP Pub. Works-WR-Admin. Hyperion Yes No 2Y l0Y l2Y CGC34090/DP Pub. Works - WR -Admin. Invoices, Moss Avenue No No IND IND IND CGC34090/DP Pub. WOrks-WR-Admin. Litigation Files No Yes ACT IOY ACT+lOY DP Pub. Works-WR-Admin. Ordinance, Water Division No No R R DP Pub. Works-WR-Admin. P/O Billing Reports Yes No IY - lY DP Pub. Works - WR -Admin. Payment Stubs - Yes No limos limos DP Pub. Works-WR-Admin. Permitted Files Yes No ACT 30Y ACT+30Y 29CFR1910.120 Pub. Works-WR-Admin. Project Files Yes No ACT SY ACT+SY CGC34090/DP Pub. Works - WA -Admin. Project Files MTBE Yes No ACT l0Y ACT+ l0Y DP Pub. WOrks-WR-Admin. Property Tax Invoices Yes No 7Y 7Y 26CFR301.6501/DP Pub. Works - WR -Admin. Service Orders Yes No 2Y 4Y 6Y CGC34090/DP Pub. Works-WR-Admin. Summary ofCash Receipts No No lY lY CGC34090 Pub. Works-WA-Admin. Surveys Yes No 2Y 2Y CGC34090 Pub. Works-WR-CYW Billables Yes No. 3Y 3Y CGC34090/DP Pub. Works - WR -CYW Books Yes No PEAM PERM PERM CGC34090/DP 1 hurstlay, May 14, 2009 Page 51 of 54 DeptNiv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Pub. Works - WR -CYW Cons[mction Maps No No PERM PERM PERM DP Pub. Works - WA -CYW Damage Report, City Property No No lY IY DP Pub. Works - WR -CYW Damage Report, Vehicle No No lY lY DP Pub. Works - WR -CYW Fire Hydrant Flow Tests No No 2Y 2Y 4Y CGC34090/DP Pub. Works - WR -CYW Flow Charts Yes No 6Y 6Y CGC34090/DP Pub. Works - WA -CYW General Liability Accident Report No No lY lY CGC34090 Pub. Works-WR-CYW Inspection Reports Yes No SY SY CGC34090/DP Pub. Works-WR-CYW Report-Meter Read No No lY lY ~ DP Pub. Works - WR -CYW Valves Books Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR -CYW Vehicle Inspection Report No No 3Y 3Y CGC34090 Pub. Works-WR-CYW Waste/Wa[er Maps Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR -CYW Water Main Failure Reports No No 3Y 3Y CGC34090 Pub. Works - WR -CYW Water Maps Yes No PERM PERM PERM CGC34090/DP Pub. Works-WR-CYW Work Orders, Billables Yes No 3Y 3Y DP Pub. Works - WR - PP Permits, Sewer Yes No LOB IND LOB CGC34090/DP Pub. Works - WR - Wtr. Trt Consumer Complaints No No SY 6Y 22CCR64469 Pub. Works - WR - Wtr. Trt Daily Treatment & Production Report No No l0Y l0Y 22CCR64469 Pub. Works - WR - W[r. Trt Lab Reports, Data Yes Yes 12Y 12Y 40CFR141.91 Pub. Works - WR - Wtr. Trt Lab Summary Reports Yes No IND IND IND CGC34090/DP Pub. Works - WR - Wtr. Trt Pressure Charts Yes No 2Y 2Y CGC34090/DP Pub. Works - WR - Wtr. Trt Reference Research No No R R DP Thursday, May 14, 2009 Page 52 of 54 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - WR -, Wtr. Trt Report -Edit Journal No No 1 Y 1 Y DP Pub. Works - WR - Wtr. Trt VOA Data Yes No 10Y l0Y 40CFR141.33 Pub. Works - WR - Wtr. Trt Warranty Files No No ACT ACT DP Pub. Works - WR - Wtr. Trt Welt History Yes No PERM PERM PERM CGC34090 Public Works Mgm[. -Adm Address Files Yes No PERM PERM PERM CGC34090/DP Public Works Mgmt.-Adm Permits, After-hours Yes No ACT+2Y .ACT+2Y CGC34090 Public Works Mgmt. -Adm Permits, Encroachment (Construction) Yes No PERM PERM PERM H&S 198501, 4003 Public Works Mgmt.-Adm Pemri[s, Film Yes No ACT+2Y ACT+2Y CGC34090 Public Works Mgmt. -Adm Permits, Mitigate Yes No 2Y 8Y 11Y CGC34090/DP Public Works Mgm[. -Adm Permits, Street Yes No l0Y I OY CGC34090/DP Public Works Mgmt -Adm Permits, Street Repair , Yes No 2Y 2Y CGC34090 Public Works Mgmt.-Adm Permits, Use of Public Property Yes No ACT+2Y ACT+2Y CGC34090 Public Works Mgmt. -Adm Permits, Utility Excavate Yes No PERM PERM PERM CGC34090/DP Public Works Mgmt. -Adm Permits, Wastewater Fac. Fee Yes No SY 3Y 8Y CGC34090/DP Public Works Mgm[ -Adm Permits, Water Meters Yes No SY 3Y 8Y CGC34090/DP Thursday, May I4, 2009 Page 53 of 54 Dept/Div Appi .City City Resolution No. In Records Series Title Original Vital Office In ~ Total Storage Retention Legal Citation 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 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. Monday, May 1 I, 2009 Page 54 of 54 Adopted and approved this 23`d day of June, 2009. Ke Gens r, Mayor I, Maria Stewart, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10401 (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 23rd day of Jurie, 2009, by the following vote: Ayes: Council members: Bloom, Davis, Holbrook, McKeown Mayor Genser, Mayor Pro Tem O'Connor Noes: Council members: None Abstain: Council members: None Absent: Council members: Shriver ATTEST: Maria Stewart, City erk