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r-10511City Council Meeting 6-22 10 Santa Monica, California RESOLUTION NUMBER 10511 {CCS) {City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA APPROVING A REVISED CBTY-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 ail 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: SECTION 1. The revised City-wide records retention schedule attached hereto as Exhibit "A", is hereby approved and adopted and Resolution No. 10401 (CCS) is hereby repealed in its entirety. SECTION 2. The City Clerk shall certify td the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect. APPROVED AS TO FORM: 2 City of Santa Monica (Proposed) City-wide Records Retention Schedule 2010 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB -Customer Relations Artwork, Original Yes No PERM PERM PERM DP BBB -Customer Relations Awards Program Applications Yes No SY SY CGC34090/DP BBB-Customer Relations Contracts/Agreements 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 l0Y l0Y CGC34090/DP BBB -Customer Relations Department Event Files Yes No IY l0Y 11Y CGC34090/DP BBB -Customer Relations Historical Files Yes Yes PERM PERM PERM DP BBB-Customer Relations Long Term Planning Files Yes No 3Y 12Y l5Y 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 6BB -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 Reques[for Proposal, Rejected Yes No IY IY DP BBB -Executive Certificates/Permits Yes No ACT ACT CGC34090/DP BBB -Executive Complaints - ADA Yes No 7Y 7Y CGC34090/DP BBB-Executive Contracts/Agreements Yes No ACT+2Y ACT+2Y CGC34090/DP Monday, April 19, 2010 Page 1 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legai Citation BBB -Executive Grievances/Internal Complaints Yes No SY SY CGC34090/DP BBB-Executive Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Executive Short Term 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 29CFRI910.120 BBB - Transil 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 DP 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 Card ReceipCS Yes No 7Y 7Y CGC34090/DP BBB -Transit Programs Dictaphone Recordings, Analog Yes No S S DP BBB - TransiC Programs Dictaphone Recordings, Digital Yes No 7Y 7Y CGC34090/DP BBB -Transit Programs Dispatch Worksheet Yes No 2Y 8Y l0Y US:26CFR31.6001.1 BBB -Transit Programs FCC Licenses, Curren[ Yes No S S DP BBB - Tmnsit Programs FCC Licenses, Sold Yes No 2Y 2Y DP BBB-Transit Programs Grants, Capital Yes No - ACT+3Y ACT+3Y CGC34090/DP Monday, April l9, 20 ] 0 Pa e 2 of 53 g In [n Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB-Transi[Programs Grants, Operational Yes No ACT+3Y ACT+3Y CGC34090/DP BBB-Transit Programs Historical Yes Yes ACT PERM PERM DP BBB -Transit Programs Long Tenn Planning Files Yes No ACT 30Y ACT+ 30Y CGC34090/DP BBB -Transit Programs National Transit Database Reports (NTD) Yes No ACT 20Y ACT+20Y CGC34090/DP BBB-Transit Programs Projec[Files Yes No ACT+3Y ACT+3Y CGC34090/DP BBB - Transil Programs Reports, Payroll Yes No 2Y 2Y CGC34090/DP BBB -Transit Programs Reports, Revenue Yes No 2Y 8Y IOY CGC34090/DP BBB-Tmnsi[Programs RFP, Rejected, Federally Funded Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Transit Programs RFP, Rejected, Non-Federally Punded Yes No lY lY DP BBB - Transit Programs Short Range Planning Files Yes No ACT 30Y ACT+ 30Y CGC34090/DP BBB-Transit Programs STA/TDA Claims Yes No ACT+2Y ACT+2Y DP BBB -Transit Programs State Controller Reports (SCR) Yes No ACT 20Y ACT+20Y CGC34090/DP BBB -Transit Programs Surveys Yes No ACT l0Y ACT+ IOY CGC34090/DP BBB -Transit Programs Time Sheets Yes No 2Y 8Y IOY CGC34090/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 Dmg 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 Term Planning Files Yes No 3Y 12Y 15Y CGC34090/DP BBB -Transit Services/O Personnel Files No No E TR/HR E + TR/HR DP BBB-Transit Services/O Projec[Files Yes No ACT+2Y ACT+2Y CGC34090/DP Monday, April 19, 2010 Page 3 of 53 Dept/Div 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-TransiC Services/5& Projeot Files Yes No ACT+2Y - ACT+2Y CGC34090/DP BBB -Transit Services/S& Reports Yes No 4Y ~ 4Y CGC34090/DP BBB - TransiC Services/S& Safety Meetings Yes No SY SY CGC34090/DP BBB -Transit Services/S& Video Recordings, Facilities Yes No S S DP BBB -Transit Services/S& Video Recordings, Facilities Pending Litigation Yes No TR/RM TR/RM CGC34090/DP BBB-Transit Services/S& Video Recordings, Vehicles - Yes No S S DP BBB -Transit Services/S& Video Recordings, Vehicles Pedning Litigation Yes No TR/RM TR/RM 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 CGC34090NP CCS -Admin. Projeot Blueprints No No IND IND 1ND DP CCS -Admin. R&P Commission Minutes Yes No 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 26CFR30 L6501 CCS -Civic Auditorium Evant Historical Files Yes No PERM PERM PERM CGC34090/DP Monday, April l9, 2010 Page 4 of 53 DepUDiv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 Recreati A/S Cash Reports No No IY IY DP CCS -CommuniTy Recreati A/S Misc. Cash Receipt Books No No IY lY DP CCS -Community Recreati A/S Team Rosters Yes No 2Y. 4Y 6Y CGC34090/DP CCS -Community Recreati A/S Weekly Cash Reports Yes No lY 4Y SY CGC34090/DP CCS -Community Recreati Applications, Classes Yes No lY 2Y - 3Y CGC34090/DP CCS-Community Recreati Applications, Meeting ROOms Yes No lY 2Y 3Y CGC34090NP CCS-CommuniTy Recreati Applications, Parks Yes No 1Y 2Y 3Y CGC34090/DP CCS -Community Recreati Class Registration Forms Yes No lY 2Y 3Y CGC34090/DP CCS -Community Recreati Community Garden Agendas Yes No 4Y 4Y CGC34090/DP CCS-Community Recreati CommuniTy Garden. Licenses Yes No ACT+3Y ACT+3Y CGC34090/DP CCS.-Community Recreati Community Garden Minutes Yes No PERM PERM PERM CGC34090 CCS-Community Recreati Facility Rental Files Yes No ACT+3Y ACT+3Y CGC34090/DP CCS -Community Recreati .Joslyn Pk. Comm. Class Reg. Forms/Receipts Yes No ACT 3Y ACT+ 3Y CGC34090/DP CCS -Community Recreati Permits, Ball Field Yes No 3Y 3Y CGC34090 CCS -Community Recreati SAC Agendas Yes No 4Y 4Y CGC34090/DP CCS -Community Recreati SAC Minutes Yes No PERM PERM PERM CGC34090 CCS-CommuniTy Recreati Swim Centu Applications, Scholarships Yes No 3Y 3Y CGC34090 CCS -CommuniTy Recreati Swim Center Cash Register Tapes Yes No 3Y 3Y CGC34090 CCS -CommuniTy Recreati Swim Center Daily Cash Reports No No 3Y 3Y CGC34090 Monday, April 19, 2010 Page 5 of 53 Dept/Div Records Series Title Original Vital In Oftice In Storage Total Retention Legal Citation CCS -Community Recreati Swim Center Incident Reports, Major Yes No 4Y 4Y CGC34090/DP CCS -Community Recreati Swim Center Incident Reports, Minor Yes No 4Y 4Y CGC34090/DP CCS -Community Recreati Swim Center Insurance Liability Yes No S S DP CCS -Community Recreati Swim Center Permission Slips Yes No IY lY DP CCS -Community Recreati Swim Center Registration Forms Yes No I Y 3Y 4Y CGC34090/DP CCS -Community Recreati Tennis Cash Reports No No 4Y 4Y DP CCS -CommuniTy Recreati Tennis Misc. Cash Receipt Books No No 4Y 4Y DP CCS -Community Recreati Tennis Reservation Book Yas No SY SY CGC34090/DP CCS -Community Recreati Tennis Reservation Sheets Yes No 3Y 3Y DP CCS -Community Recreati Tennis Tournament Files Yes No lY 4Y SY CGC34090/DP CCS -Community Recreati The Cove Registration Forms Yes No ACT 3Y ACT+ 3Y CCS -Community Recreati The Cove Waiver Release Forms Yes Yes PERM PERM PERM DP CCS -CommuniTy Recreati Therapeutics Program Files Yes No ACT SY ACT+SY CGC34090/DP CCS -Community Recreati Therapeutics WSO Yes No 1ND IND CGC34090/DP CCS -Community Recreati Volunteer Personnel Files Yes No E + lY E+ lY DP CCS-Community Recreati Volunteer Registration Cards Yes No ACT 6Y ACT+6Y CGC34090/DP CCS -CommuniTy Recreati 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 Monday, April 19, 2010 Page 6 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Cultuml Affairs Gran[ Files No No 2Y SY 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 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 8Y 8Y CGC34090/DP CCS -Human Services CommissioNTask 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 Minutes Yes No PERM PERM PERM CGC34090/DP CCS -Human Services PAL Event Files Yes No 3Y 3Y CGC34090 CCS -Human Services PAL Event 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 Piles Yes No ACT IOY ACT + (OY CGC34090/DP CCS -Human Services Project Files Yes No ACT 20Y ACT+20Y CGC34090/DP Monday, April 19, 2010 Page 7 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Human Services Reed Park Applications, Scholarships Yes No lY 2Y 3Y CGC34090 CCS -Human Services Reed Park CREST Historical Files Yes No PERM PERM PERM CGC34090/DP CCS -Human Services Reed Park CREST Program Files Yes No IY 9Y l0Y CGC34090/DP CCS -Human Servioes Reed Park Registration Forms, Enriohman[ Yes No lY 2Y 3Y CGC34090 CCS -Human Services Reed Park Registration Forms, Sports Yes No lY 2Y 3Y CGC34090 CCS -Human Services Reed Park Special Event Planning Files Yes No lY 2Y 3Y CGC34090 CCS -Human Services Sr. Nutrition Program Files Yes No ACT 6Y ACT+6Y CGC34090/DP CCS -Human Services Sr. Rec. Advisory Council Minutes Yes No lY PERM PERM CGC34090 CCS -Human Services Sr. Rec. Cash Reports Yes No 1Y 1Y 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 Exemption Program Yes No ACT 6Y ACT+ 6Y CGC34090/DP CCS -Human Services VAP Accounts Payable/Contracts Yes No 3Y 3Y CGC34090/DP CCS -Human Services VAP Advisory Board Minutes Yes No PERM PERM PERM CGC34090/DP CCS -Human Services VAP Case Management Files Yes No ACT 2Y .ACT+2Y CGC34090/DP CCS -Human Services VAP CommuniTy Events Yes No 3Y 3Y CGC34090/DP CCS -Human Services VAP Deposits Yes No 3Y 3Y CGC34090/DP CCS -Human Services VAP Enrollment Forms Yes No 2Y 2Y CGC34090/DP CCS -Human Services VAP Program Files Yes No C + 3Y 7Y C + l0Y CGC34090/DP CCS -Human Services VAP Program Files, Summer Food Yes No 6Y 6Y CGC34090/DP CCS -Human Services VAP Registration Forms Yes No 2Y 2Y CGC34090/DP Monday, April 19, 2010 Page 8 of 53 In In Total DepY/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Human Services VAP Room Rental Applications Yes No 2Y - 2Y CGC34090/DP CCS -Human Services VAP Time Cards Yes No 3Y 3Y CGC34090/DP CCS -Open Space Mgmt. Annenberg Comm. Bch House (Historical) Yes Yes PERM PERM PERM OP CCS -Open Space Mgmt. Annenberg Comm. Bch House Files Yes No 2Y 2Y CGC34090/DP CCS -Open Space Mgm[. Bid Specification Yes No 5Y 5Y CGC34090/DP CCS -Open Space Mgmt. Operational Files Yes No ACT ACT CGC34090/DP CCS -Open Space Mgmt. Photos Yes No IND IND IND CGC34090/DP CCS -Open Space Mgmt. Project Blueprints No No IND IND IND DP CCS -Open Space Mgmt. Project Files No No ACT+ 2Y ACT+2Y CGC34090/DP CCS -Open Space Mgmt Vendor Files Yes No MD IND IND DP CiTy Attorney-Admin. Budget, Final No No R R CGC34090/DP City Attorney -Admin. Budget, Working Papers Yes Yes R R CGC34090/DP CiTy Attorney -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; Marsha Moutrie Yes Yes R R CGC34090/DP CiTy Attorney -Admin. Time Sheets, Attorneys Yes No 15Y l5Y CGC34090/DP City Attorney-Civil Lit Case Cards Yes No PERM PERM PERM CGC34090/DP City Attorney-Civil Lii Closed Cases, Litigation Files Yes No ACT IOY ACT+ IOY CGC34090/DP City Attorney-Civil Lit Closing Papers - Yes No ACT l0Y ACT+ l0Y CGC34090/DP CiTy Attorney -Civil Lit Open and Closed Monthly Reports Yes No R R CGC34090/DP __._ Monday, April 19, 2010 Page 9 of 53 In In Total DepUDiv Records Series Title .Original Vital Office Storage Retention Legal Citation City Attorney-Civil Lit Policies & Procedures Yes No ACT l0Y ACT+ l0Y CGC34090/LC City Attorney -Civil Li[ Research Files No No R R CGC34090/DP CiTy Attomey -Civil Lit Statement Summarizing Monthly Bills Yes No R R CGC34090/DP City Attomey -Civil Lit Structure Settlement Agreement Yes No PERM PERM PERM CGC34090/DP CiTy Attomey -Con. Protec Closed Cases Yes No 3Y 17Y 20Y CGC34090/DP City Attorney -Criminal Appeals Log Book Yes No R R CGC34090 City Attomey-Criminal Bench Warrant Yes No lY 19Y 20Y CGC34090/DP City Attomey -Criminal Business License Yes No ACT l0Y ACT + l0Y CGC34090/DP City Attorney -Criminal Citations Yes No ACT l0Y ACT+ l0Y CGC34090/DP CiTy Attorney-Criminal Closed Case Files Yes No ACT !OY ACT+IOY CGC34090/DP City Attorney-Criminal Closed Cases, Domestic Violence Yes No ACT ISY ACT+ 15Y CGC34090/DP City Attorney- Criminal Criminal Prosecutor Control No No R R CGC34090/DP City Attomey -Criminal DRS Service Case File Yes No ACT ACT CGC34090/DP City Attomey -Criminal Environmental Codes & Regs. Yes No R R CGC34090/DP City Attomey -Criminal Investigation Files Yes No ACT IOY ACT+ l0Y CCC34090/DP City Attorney -Criminal Records Inventory Sheet No No PERM PERM PERM CGC34090/DP City Attorney-Criminal Research Files No No R R CGC34090 City Attomey-Criminal Restitution Files Yes No ACT l0Y ACT+lOY CGC34090/DP City Attorney -Muni Law Administrative Hearing Files Yes No ACT IOY ACT+ l0Y CGC34090/DP CiTy Attorney -Muni Law Airport Cases Yes No PERM PERM PERM CGC34090/DP CiTy Attorney -Muni Law AppointmenVOffice Conference Book No No R R CGC34090/DP Monday, April 19, 2010 Page 10 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Attorney -Muni Law Bankruptcy Files, CiTy Involvement Yes No lY SY 6Y CGC34090/DP City Attorney -Muni Law Bankmptcy Files, No CiTy Involvement Yes No SY SY CGC34090/DP City Attorney -Muni Law Chronological Files No No l0Y l0Y CGC34090/DP CiTy Attorney -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 Attorney-Muni Law MTBE Cases Yes No PERM PERM PERM CGC34090/DP City Attomey -Muni Law Nuisance Abatement Board Notices No No SY SY CGC34090 City Attorney -Muni Law Personnel Related Case Files Yes No ACT l0Y ACT+ l0Y CGC34090/DP CiTy Attomey -Muni Law Pitches Motion Files -Felony Yes No ACT l0Y ACT+ l0Y CGC34090/DP City Attorney -Muni Law Pitchers Motion Files -Misdemeanor Yes No SY SY CGC34090/DP City Attomey -Muni Law Public Records Requests Yes No SY SY CGC34090 CiTy Attorney -Muni Law Subpoenas Yes No SY SY DP City Clerk -Admin. A/P Files 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 ACT+7Y DP CiTy Clerk -Admin. B & C Application -Not Acted Upon Yes No lY lY DP City Clerk -Admin. B Ra C Directory Yes No PERM PERM CGC34090/DP City Clerk-Admix Campaign Statement LOg Yes No ACT+7y ACT+7Y CGC34090/DP City Clerk -Admin. Campaign Statement, Successful Yes No IND IND CGCS I009(b) City Clerk -Admin. Campaign Statement, Unsuccessful Yes No SY SY CGC81009(e) Monday, April l9; 2010 Page 11 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City 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 ACT+ IY 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 -Admin. Form 700, Statement of Economic Interest Yes No ACT + 2Y SY ACT+7Y CGC81009(d) City Clerk-Admio. Intemet 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 CGC34090/DP City Clerk-Admin. ProofofPublication. Yes No 3Y 3Y CGC34090/DP City Clerk -Admin. Public Records Request No No 6M 6M DP City Clerk -Admin. Records Des[ruotioo Certificates Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records Management Electronic Program Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records Transmittat Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records Transmittal, Destroyed Records Yes No PERM PERM CGC34090/DP City Clerk -Admin. Resolutions Log Book Yes No R R CGC34090/DP City Cluk -Admin. Statement of Eoonomie ]merest Log Yas No ACT+ 7Y ACT+ 7Y CGC34090/DP City Clerk -Admin. Statement of Economic Interests Successful Yes No ACT 7Y ACT +7Y CGC34090/OP Monday, April 19, 2010 Page I2 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk-Admin. Subject Piles 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 Voter Identification Envelope Yes No 6M 6M EC17302 City Clerk -Election Assisted Voters Lists Yes No 6M 6M EC17304 City Clerk -Election Ballot Designation Worksheet Yas No ACT+ 1M ACT+ 1M EC20442 City Clerk -Election Ballot Receipts Yes No GM 6M EC 17302 City Clerk -Election Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 City Clerk -Election Ballots, Absent Voter Yes No 6M 6M EC17505 City Clerk -Election Ballots, Voted Yes No 6M 6M EC17306 Ciry Clerk-Electiou Challenge Lists Yes No 6M 6M EC17304 City Clerk -Election Code of Fair Campaign Practices Yes No ACT + IM ACT+ lM EC20442 City Clerk-Election Indexes Yes No 6M 6M EC17304 Cily Clerk -Electiou Internet Authorization (City Website) Yes No 6M 6M EC20442 City Clerk-Election Nominations Papers (All) Yes No T+IY 3Y T+4y EC17100 City Clerk -Election Petitions (Initiatives, Referendums, Recalls) Yes No ACT+ gM ACT+ gM EC17200 City Clerk -Election Precinct Maps Yes No 12Y 12Y EC17501 City Clerk -Election Precinct Official Materials Yes No 6M 6M EC17503 City Clerk -Election Rosters of Voters Yes No SY 5Y EC17300 CiTy Clerk -Election Statement of Economic Interests Successful Yes No ACT 7Y ACT + 7Y GC81009 City Clerk -Electiou Tally Sheet Yes No 6M 6M EC17304 City Clerk -Election Unqualified Measure Petitions Yes No ACT ACT+ 8M EC20442 Monday, April l9, 20]0 Page 13 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention :Legal Citation City Clerk -Legislative Affidavit of Postings Yes No 6Y 6Y CCiC34090/DP City Clerk-Legislative Agendas Yes No 6Y 6Y CGC34090/DP City Clerk -Legislative Charters Yes No PERM PERM CGC34090 City Clerk -Legislative Conrracts, Capital ]mprovement/City Property Yes Yes PERM PERM CGC34090/DP City Clerk -Legislative Contracts, Construction Maintenance Yes No ACT+ l0Y ACT + IOY CGC34090/DP 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 Council Packet-Copy No No tY lY DP City Clerk -Legislative Deeds -Yes Yes PERM PERM CGC34090 City Clerk -Legislative Election Files Yes No PERM PERM DP City Clerk -Legislative Legislative Subject Files Yes Yes PERM PERM DP Ciry 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 CGC34090NP City Clerk -Legislative .Resolutions, City Council Yes Yes AERM PERM CGC34090 City Clerk -Legislative Resolutions, Housing AuthoriTy Yes Yes PERM PERM CGC34090 City Clerk -Legislative Resolutions, Parking Authority Yes Yes PERM PERM CGC34090 Monday, April l9, 2010 Page 14 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Cily Clerk -Legislative Resolutions, Redevelopment Agency Yes Yes PERM PERM CGC34090 City Clerk -Support Servic A/P File No No 2Y 2Y DP 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 CGC34090 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 SY SY CGC34090 City Clerk -Support Servic Printing Requests Yes No 3Y 3Y CGC34090 City Clerk -Support Servic United Parcel Yes No 3Y 3Y CGC34090 City Council Administrative 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 Council Commendations/Proolamations No No SY SY CGC34090NP Ciry Council Complain[ Files Yes No 2Y 2Y 4Y CGC34090/DP Ciry Council Council Corzespondenee Yes No 3Y 8Y llY CGC34090/DP City Council Council Travel Financial Reports ~ No No 7Y 7Y CGC34090 Ciry Council Equipment Manuals Yes No U U CGC34090 Ciry Council Personnel Piles No No E TR/HR E+ TR/HR CGC34090/DP City Council Purchase Orders No No 3Y 3Y CGC34090 City Council Request for Warrant No No 3Y 3Y CGC34090 City Council Requisitions No No 3Y 3Y CGC34090 Monday, April 1Q 2010 Page 15 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Council Subject Files No No ACT SY ACT+SY CGC34090/DP City Council Time Cards No No lY IY CGC34090/DP Ciry Council Vendor Files No No 3Y 3Y CGC34090/DP City Manager Admin. Action &ems (Electronic) Yes No IY ~ lY DP City Manager -Admin. Administrative Instructions, 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 1Y ]Y DP CiTy Manager Admin. Complain[ Files (Electronic) Yes No 4Y 4Y CGC34090/DP CiTy Manager-Admix FEMA, Earthquake No No AA AA AA CGC34090/DP CiTy Manager Admin. Grievances No No 3Y 3Y CGC34090 CiTy Manager Admin. Lobbying Smte 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 ManagerAdmin. Request for Proposals Yes No ACT 3Y ACT+3Y CGC34090 City Manager Adtnin. Request for Warzant No No 3Y 3Y CGC34090 City Manager -Admin. Santa Monica Place Yes No 1ND IND IND CGC34090/DP Ciry ManagerAdmin. 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 Monde , A ri119, 2010 - -- ___-- - --~-~---~---~ Y P Page 16 of 53 DepUDiv Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CiTy Manager Admin. Telecom No No IND RJD IND CGC34090/DP CiTy Manager -Admin. Time Wamer/Century Cable Yes No FJD MD [ND CGC34090/DP City Manager Admin. Vendor Files/Contracts No No 3Y 3Y CGC34090/DP CiTy Manager 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 AirportCommission Minutes Yes No PERM PERM CGC34090 City Manages-Airport AWG Minutes Yes Nn. PERM PERM CGC34090/DP City ManagerAirport AWG, Projec[Files Yes No ACT SY ACT+SY CGC34090/DP City ManagerAirport 'Flight Activity LOg Yes No IND EVD EVD CGC34090/DP City Manager-Airport Grant Piles Yes No l0Y IOY CGC34090/DP City Manages-Airport Lease Files, Aviation Yes Yes ACT+2Y PERM PERM CGC34090/DP City Manager Airport Lease Files, Commercial Yes Yes ACT+2Y 8Y ACT+ l0Y CGC34090/DP City Manager -Airport Month-End Files - No No 3Y 3Y CGC34090 City Manager Airport Noise Reports Yes No IND IND IND CGC34090/DP CiTy ManageC-Airport Personnel Piles ~ No No E 7R/HR E+TR/HR CGC34090/DP City Manages-Airport Project Files Yes No ACT SY ACT+SY CGC34090/DP City Manages-Airport ~ Security Logs Yes No IND IND IND CGC34090/DP City Manager - 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 Monday, April 19, 2010 Page 17 of 53 Dept/Div Records Series Title CiTy Manager -City TV Video Tapes, City Council City Manager - CiTy TV Video Tapes, Community Projects City Manager - OSE Environmental Reference Material City Manager-OSE Environmental Reports Ciry Manager - OSE Grants CiTy Manager-OSE HHW Manifests City Manager-OSE Rebate Application (Electronic) City Manager - OSE Retrofit Upon Sales Compliance Certificate Cily Manager-OSE Variance Report CiTy Manager- OSE Violation Notice City Manager-OSE Voided Checks (Rebate Program) Comm. Main. - 3rd St. Pro Accident Files Comm. Main. - 3rd St. Pro Daily Log Books Comm. Main. - 3rd St. Pro Daily Work Orders .Comm. Main. - 3rd SL Pro Employee Evaluations Comm. Main. -Admin. Disciplinary Files Comm. Main. -Admin. NEO Gov't Recruitment Files Comm. Main. -Admin. Performance Reviews Comm. Main. -Admin. Personnel Action Forms (100) Comm. Main. -Admin. Personnel Files Comm. Main. -Airport Mai Payroll Reports Original Vital In Office In Storage Total Retention Legal Citation Yes No IND IND IND CGC34090/DP Yes No. 1ND IND IND CGC34090/DP No No IND IND IND DP Yas No PERM .PERM PERM CGC34090/DP Yes Yes ACT SY ACT+SY 24CFR570.502/DP Yes No PERM PERM PERM 40CFR263.22/DP No No AA+2Y AA+2Y DP Yes No PERM PERM PERM CGC34090/DP Yes No 3Y 3Y CGC34090/DP Yes No PERM PERM PERM DP Yes No 7Y 7Y 26CFR301.6501/DP Yes No ACT+7Y ACT+7Y 29CFR1904.2 Yes No IOY l0Y CGC34090/DP Yes No ACT+3Y ACT+3Y CGC34090/DP No No E E DP Yes No E E CGC34090/DP No No U U CGC34090/DP No No E E CGC34090/DP No No E E CGC34090/DP No No E TR/HR E+TR/HR CGC34090/DP No No: 3Y 3Y CGC34090/DP Monday, April 19, 2010 Page l8 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 SY CGC34090/DP Comm. Main. -Comm. For 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 24CFR570.502(b)(3) Comm. Main. -Comm. For Guidelines -Street Trees Yes No PERM PERM PERM DP Comm. Main. -Comm. For Landmark Trees Yes No ACT ACT DP Comm. Main. -Comm. For Landscape & $treetscape Projects Yes No ISY 15Y 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. For Tree Maintenance Yes No ACT ACT DP Comm. Main. -Comm. For Tree Removal File Yes No 15Y l5Y 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 SY DP 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 Monday, April lQ 2010 Page l9 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 Comm. Main. - Facilities M Daily Repair Log Yes No liY 15Y CGC34090/DP Comm. Main. - Facilities M Gra%ti Removal Consent Forms Yes No ACT + 3Y ACT + 3Y DP Comm. Main. - Facilities M Inventory Requisitions, OId Yes No AA AA CGC34090/DP 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. Maio. - Facilities M ProjecC Files Yes No O U DP Comm. Main. - Facilities M Proposal, Rejected Yes No U U CGC34090 Comm. Main. - Facilities M Request For Proposal Yes No R R DP Comm. Main. - Facilities M Street Files Yes No SOY SOY CGC34090/DP Comm. Main. - Facilities M Street Light Complaints No No 3Y 3Y CGC34090 Comm. Main. - Facilities M Street Light Repair Log Yes No PERM PERM PERM CGC34090/DP Comm. Main. - Facilities M Work Order, D/B Electronic Yes No IND IND IND CGC34090/DP Comm. Main. - Facilities M Work Order, Old System ,Yes No SY SY CGC34090/DP Comm. Main. -Flee[ Mgmt California Highway Patrol Inspection No No 2Y 2Y VC3450 L2 Monday, April 19, 2010 Page 20 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Comm. Main. -Flee[ Mgmt Driver Vehicle Inspection Report Yes No 3M 3M DP Comm. Main. -Fleet Mgmt Periodic Smoke Inspection (PSI) Yes No ACT+2Y ACT+ 2Y l3CCR2190 Comm. Main. -Fleet Mgmt Preventive Maintenance Docs. Yes Yes LV LV CGC34090 Comm. Main. -Fleet Mgm[ Smog Inspection Docs. Yes Yes 3Y 3Y HS44019 Comm. Main. -Main. Mgm Budget Working Papers No No 2Y 2Y DP Comm. Main. -Main. Mgm Personnel Files No Yes E E DP Comm. Main. -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, D/B Electronic Yes No IND IND CGC34090/DP Comm. Main. -Main. Mgm Work Orders, Old System Yes No SY SY CGC34090/DP Comm. Main. -Park Ops. Projects Files Yes No IOY IOY 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 Gmn[ Yes No ACT + 4Y ACT.+4Y 24CFR570.502(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 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 Monday, April 19, 2010 Page 2l of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Comm. Main. -Pub. Lands Time Cards No No 2Y 2Y DP Comm. Main. -Pub. Lands Vendor Files Yes No SY SY CGC34090/DP Finance-A/P I099 FOrms Yes No 4Y 3Y 7Y. CGC34090/DP Finance- A/P Cheok Copy, Back Up Yes No 2Y SY. 7Y CGC34090/DP Finance-A/P Check Register Yes No 7Y 7Y 26CFR301.6501/DP Finance-A/P Contrac[Administration Disbursement Yes No 2Y SY 7Y 26CFR301.6501/DP Finance-A/P Contracts, Closed Yes No 2Y 14Y 16Y CGC34090/DP Finance - A/P Purchase Card Transaction Logs Yes No 2Y SY 7Y 26CFR301.6401/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 PERM PERM PERM DP Finance - B&RO - BL Administrative Files No No. U U DP Finance - B&RO - BL Aged Accounts Receivable No No SY SY CGC34090/DP Finance - B&RO - BL Application, Approved Business Lic. Yes No PERM PERM PERM CGC34090/DP Finance - B&RO - BL Application, Denied Business Lic. Yes No PERM PERM PERM CGC34090/DP Finance - B&RO - BL Application, Non-Profit Yes No PERM PERM PERM CGC34090/DP Finance-B&RO-BL Application, 2enewal Yes No PERM PERM PERM CGC34090/DP Monday, April 1 Q 2010 Page 22 of 53 In In Total DeptNiv Records SeYies Title Original Vital Ofi"ice Storage Retention Legal Citation Finance - B&RO - BL Application, Street Performer Permits Yes No lY SY 6Y CGC34090/DP Finance-B&RO-BL Audit Files No No IY 3Y 4Y CGC34090/DP Finance-B&RO-BL Bonds, Health Clubs .Yes No 3Y SY SY CGC34090/DP Finance-B&RO-BL Business License Printout Yes No ACT ACT CGC34090/DP Finance - B&RO - BL Contractors Final Job Yes No ACT SY ACT+ SY CGC34090/DP Finance-B&RO-BL Insurance, Taxi Yes No lY 2Y 3Y CGC34090/DP Finance-B&RO-BL License, Bicycle Yes No ACT+2Y ACT+2Y CGC34090/DP Finance - B&RO - BL Massage Tes[, Fail Yes No 2Y 2Y CGC34090 Finance - B&RO - BL Massage Test, Past Yes No S S CGC34090/DP Finance - B&RO - BL Notice to File for a Business License Yes No 3Y 7Y l0Y CGC34090 Finance-B&RO-BL Permit, Firearms Sales Yes No A+3Y A+3Y CGC34090/DP Finance - B&RO - BL Permit, Police Yes No 2Y 2Y CGC34090/DP Finance - B&RO - BL Personnel Files No No E TR/HR E+ TR/HR DP Finance-B&RO-BL Receipts, Payments Yes No tY 3Y 4Y CGC34090/DP Finance - B&RO - BL Recording of Torca/Condo Release of Lien Yes ~ No 6Y 6Y CGC34090/DP Finance - B&RO - BL Records Transmittal No No PERM PERM PERM CGC34090/DP Finarme - B&RO - CO Collection File Yes No 5Y SY CGC34090/DP Finance - B&RO - CO Reference Material No No U U DP Finance-BRcRO-CO Small Claim Judgment Files, Settled No No ACT+2Y ACT+2Y CGC34090/DP Finance-B&RO-CO Small Claims, Settled .Yes No ACT+SY ACT+SY CGC34090/DP Finance - B&RO - PP Batch Report Receipts Yes No 2Y SY 7Y CGC34090/DP Monday, April I9, 2010 - Page 23 In In Total DeptNiv Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B&RO - PP Lots & Structures Files Yes No PERM PERM PERM CGC34090/HS 19850 Finance-B&RO-PP Parking Stmcture Invoices No No ACT+3Y ACT+3Y CGC34090/DP Finance-B&RO-PP Preferential Parking No No 2Y 2Y DP Finance-B&RO-RE Certificate of Deposit' Closed Yes No ACT 4Y ACT+4Y 26CFR301.6501 Finance - B&RO - RE County of L.A. Property Tax Yes No 3Y SY 8Y 26CFR301.6501/DP Finance - B&RO - RE Credit Card Settlement Tape Yes No 2Y 2Y DP Finance - B&RO - RE Department Cash Audi[ No No 3Y 3Y CGC34090 Finance - B&RO - RE Departmental Requisition No No 2Y 2Y DP Fiuance - B&RO - RE Deposit Slips Yes No 2Y 3Y SY 26CPR301.6501 Finance-B&RO-RE Franchise Statements Yes No l0Y IOY CGC34090/DP Finance - BRcRO - RE Information Items No No U U DP Finance - B&RO - RE Interest Allocation Schedule Yes No 2Y 2Y 4Y CGC34090/DP Finance - B&RO - RE Investment Bank Confirmation Yes No SY SY CGC34090/DP Finance-B&RO-RE Invoice, Vendors No No 3Y 3Y CGC34090 Finance-B&RO-RE Monthly Receipts&Disbursemen[ Yes No lY. lY OP Finance - B&RO - RE MRC Sales Tax Analyses Books Yes No 2Y SY 7Y 26CFR30L6501 Finance - B&RO - RE Numbered Confirmation Sheet Yes No 2Y 3Y SY CGC34090/DP Finance - B&RO - RE Parking Citation Report Yes No lY 2Y 3Y CGC34090/DP Finance-B&RO-RE Parking Citation, Contracts No No ACT+2Y ACT+2Y CGC34090/DP Finance - B&RO - RE Parking Citation, Correspondence No No 3Y 3Y CGC34090 Finance - B&RO - RE Parking Citation, Court Related No No 3Y 3Y CGC34090 Monday, April 19, 2010 Page 24 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B&RO - RE Parking. Citation, Court Hearings Yes No 2Y 2Y CGC34090/DP Finance-B&RO-RE Parking Citation, Financial No No 3Y 3Y. CGC34090 Finance - B&RO - RE Parking Citation, Letters .Yes No 3Y 3Y CGC34090 Finance - B&RO - RE Parking Citation, Paid Yes No lY 2Y 3Y CGC34090 Finance - B&RO - RE Parking Facility Tax Returns Yes No ACT 7Y ACT+ 7Y 26CFA301.6501/DP Finance - B&RO - RE Personnel Files No No E TR/HR E +TRMR CGC34090/DP Finance - B&RO - RE PetTy Cash Sheet No No 2Y 2Y DP Finance-B&RO-RE Real Property Transfer Tax Remittance Yes No 3Y SY 8Y 26CFR301.6501/DP Finance-B&RO-RE Request for Warzants No No 3Y 3Y CGC34090/DP Finance - B&RO - RE RFP for Business License No No SY SY CGC34090/DP Finance - B&RO - RE Safekeeping Reports Yes No SY SY CGC34090/DP Finance-B&RO-RE S6278 Gas Company Deregulation No No lY 6Y 7Y CGC34090/DP Finance-B&RO-RE Security&Investmen[Worksheet Yes No 3Y 3Y DP Finance - B&RO -RE Summary of Cash Receipts Yes No 2Y SY 7Y 26CFR301.6501 Finance - B&RO - RE Summary of Receipts & Disbursements Yes No R R DP Finance - B&RO - RE Summary Sheet, Meter Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - B&RO - RE TOT Tax Audi[ Yes No AA l0Y AA+ IOY CGC34090/DP Finance-B&RO-RE Transient Occupancy Tax Relums No No 3Y SY 8Y 26CFR30 L650I/DP Finance - B&RO - RE Treasurer's Cash Report Yes No 2Y 2Y 4Y CGC34090/DP Finance - B&RO - RE Utility Users Tax Returns Yes No 3Y SY SY 26CFR30L6501/DP Finance - B&RO - RE Year-End Budget Reports Yes No 3Y 3Y 6Y CGC34090/DP Monday, April 19, 2010 Page 25 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance-B&RO-UB Applications Yes ~ No 2Y 2Y CBG34090/DP Finance - B&RO - UB Books Yes No PERM PERM PERM CGC34090/DP Finance-B&RO-UB P/O Billing Reports Yes No IY IY DP Finance - B&RO - UB Payment Stubs Yes No limos limos DP Finance - B&RO - UB Service Orders Yes No 2Y 4Y 6Y CGC34090/DP Finance - B&RO - UB Summary of Cash Receipts No No IY lY CGC34090 Finance -Budget Budget -Estimating Documentation No No 2Y 4Y 6Y CGC34090/DP Pinance-Budget Budge[Instrucfion Yes No 4Y 4Y CGC34090/DP Finance-Budget Budget Revenue Mid-Year No No ACT SY ACT+SY CGC34090/DP. Finance -Budget ~ Budget Review Meeting Decision Packet Yes No 2Y 2Y DP Finance-Budget CAFR Analytics Yes No 3Y 3Y CGC34090 Finance-Budget CAFR Supplemental Yes No 2Y 2Y DP Finance -Budget Changes to DepPal. MOE Bud Request Yes No 4Y 4Y CGC34090 Finance -Budge[ City Council Actions Yes No 2Y 2Y DP Finance -Budget Departmental Budget Request Yes No 4Y 4Y CGC34090 Finance -Budget Fee Study Yes No PERM PERM PERM CGC34090/DP Finance -Budget IRS Bond Arbitrage Rebate Report Yes No ACT l7Y ACT+ 17Y CGC34090/DP Finance -Budget M.O.U. No No R R DP Finance -Budge[ MOE Revenue Request Yes No 4Y 4Y CGC34090/DP Finance -Budget S & L Bank Folders Yes No IND IND [ND CGC34090/DP Finance -Budget ~ SB 90 Claims Yes No 7Y 7Y CGC34090/DP Monday, April ] 9, 2010 Page 26 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance -Budget Working Papers, Budget Yes No 4Y 4Y CGC34090/DP Finance -Budge[ Working Papers, Five Year Forecast Yes No 4Y 4Y CGC34090 Finance- Budget WorkingPapers, Mid Year Yes No 4Y 4Y CGC34090 Finance -Budget Working Papers, Year End Yes No 4Y 4Y CGC34090 Finance -Earthquake Damage Assessment Photographs Yes No AA AA CGC34090/DP Finance -Earthquake Damage Survey Report Yes No AA AA CGC34090/DP Finance-Earthquake DSR File No No AA AA DP Finance -Earthquake Earthquake Work Order Add To Yes No AA AA CGC34090/DP Finance -Earthquake Project Cos[ Summary No No U U DP Finance -Earthquake Project Cost 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 AA DP Finance-Earthquake Vendor Files No No AA AA DP Finance - G/L 1099's for Bonds Yes No 1 Y SY 6Y CGC34090/DP Finance - G2 Accounts Receivable Yes No 2Y SY 7Y 26CFR301.6501 Finance-G/L Administrative Files No No U U DP .Finance-G/L Bank Reconciliations Yes No 2Y SY 7Y 26CFR301.650] Finance-G/L Bond Receipts Yes No ACT+2Y ACT+2Y CGC34090/DP Finance - G/L Bond Series Spread Sheet Yes No PERM PERM PERM - CGC34090/DP Finance - G/L Bond, Returned Original Yes No PERM PERM PERM 26CFR301.6501/DP Finance - G/L. Cash Receipts Yes No 2Y 3Y SY 26CFR301.6501 Monday, April 19, 2010 Page 27 of 53 Dept/Div Records Series Title Original Vital In Olfice In Storage Total Retention Legal Citation Finance - G/L Financial Reports, Audited No No R R DP Finance - G/L Fixed Asset Yes No ACT ACT DP Finance-G/L Grant Folder, Closed Yes No ACT+lY SY ACT+6Y CGC34090/DP Finance-G2 Invoices Yes No 2Y SY 7Y 26CFR30 L650I Finance-G/L Joumal Entries Yes No 3Y 4Y 7Y 26CFR30L6501 Finance-G/L MERL Loan Documents Yes No ACT 45Y ACT+45Y CGC34090/DP Finance-G/I. Parking Authority Bond Coupon Yes No ACT+4Y ACT+4Y CGC3490/DP Finance-G/L Wire Transfers Yes No SY SY 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 [ND IND DP Finance-Payroll Employee Folders Yes No E+2Y 4Y P+6Y 26CFR301.6501/DP Finance-Payroll Employmen[VeriScation Yes No 3Y 3Y CGC34090 Finance-Payroll FLSA Report Yes No lY 6Y 7Y 29CFR516.5/DP Finance - Payroll Journal 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 Status 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 IY 6Y 7Y 29CFR516.5/DP Monday, April 19, 2010 Page 28 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance -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 29CFRS 16.S/DP Finance -Payroll P/O Quarterly Tax Balance Report Yes No lY 6Y 7Y 29CFR516.5/DP Finance.- Payroll Pay History (Electronic) Yes No IND IND IND CGC34090NP Finance-Payroll Payroll Folder Yes No lY 6Y 7Y 29CFR516.5/DP Finance-Payroll Payroll Journals Yes No IY 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 lY 6Y 7Y 29CFR516.5/DP Finance-Payroll Terminated Employee Folders, Garnishment Yes No E+2Y 4Y E+6Y. 29CFR516.5/DP Finance -Payroll Time Card Edi[ Report Yes No lY 6Y 7Y CGC34090/DP Pinance-Payroll Time Catds Yes No 2M (OY IOY CGC34090/DP Finance -Payroll Time Cards, After 1994 Earthquake Yes No AA ISY AA+ l5Y CGC34090/DP Finance -Payroll Transportation Time Card Summary Yes No 4Y 4Y CGC34090/DP Finance -Payroll UI & SDI Tax Reports Yes No IY 6Y 7Y 29CFRS I6.5/DP Finance -Payroll Vacation & Sick Adjustment .Yes No lY 6Y 7Y 29CFR516.5/DP Finance-Payroll W2's Yes No lY 6Y 7Y 26CFR301.6501/DP Finance - Payrol6 YE Tax Fringe Benefits Yes No 7Y 7Y 29CFR516.5/DP Finance -Payroll Year End Tax Files Yes No lY 6Y 7Y 29CFRS16.5/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 Monday, April l9, 2010 Page 29 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Purchasing Complain[ 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 Finanoe - Risk Mgmt. Administrative Files No ~ No G U DP Finance- Risk Mgmt. Budget No No R R DP Finance - Risk Mgmt. Budget Working Papers Yes No 3Y 3Y CGC34090 Finance - Risk Mgm[. Cal OS[iA Reporting No No 2Y SY 7Y CGC34090 Finance - Risk Mgmt. Cancelled Checks No No 3Y 4Y 7Y 26CFR301.6501 Finance - Risk Mgmt Claim Experience Report Year End Yes No SY l0Y ISY CGC34090/DP Finance - Risk MgmC. Claim Files Liability, Litigated No No .ACT l0Y ACT+ IOY CGC34090 Finance - Risk Mgmt Claim Files Liability, Not Litigated Yes No ACT l0Y ACT+ IOY CGC34090/DP Finance - Risk Mgmt. Claim Files, W/C Yes No ACT l0Y ACT+ l0Y 29CFR1904.6/DP Finance - Risk Mgmt. Claim Files, W/C, Future Medical Awards Yes No ACT PERM PERM CLCt8a2sec 10102 Finance - Aisk Mgmt. Claims Administration Bids No No SY SY CGC34090/DP Finance - Risk Mgmt Con[mcts No No R R CGC34090/DP Finance - Risk Mgmt. Employee Occupational Exposure No No 1 Y 30Y C + 30Y CGC34090 Finance- Risk MgmC. Frequency/Severity/Incident/Quarterly Rpts No No R R CGC34090 Finance- Risk MgmY. 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 Mgm[. Request for Warrant No No 2Y 2Y DP Monday, April 19, 2010 Page 30 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance- Risk Mgmt. Safety Committee Minutes Yes No SY SY CGC34090/DP Finance -Risk Mgmt Small Claims Files Yes No ACT IOY ACT+ IOY CGC34090/DP Finance -Risk Mgm[. W/C Claims Cost Analysis Reports No No IY 1Y DP Fire-Admin: Administrative Files No No U U DP 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 8Y CGC34090/DP Fire-Admin. FD3 Yes No. 5Y 3Y 8Y CGC34090/DP Fira-Admin. Homeland SeouriTy Grants Yes Yes 3Y 3Y 6Y CGC34090/DP Fire -Admin. Personnel Piles No No E SY E+ SY CGC34090/DP Fire-Admin. Petty Cash No No 3Y 3Y CGC34090 Fire -Admin. Policy and Procedures No No I lY 1lY CGC34090/DP Fire-Admin. Purchase Order-Vendor No No 6Y 6Y CGC34090 Fire -Admin. Purchase Order, Blanket -Vendor No No 6Y 6Y CGC34090 Fire -Admin. Request for Warcants -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 Cards No No SY 8Y 13Y CGC34090/DP Fire-Admin. Warehouse Inventory Requisitions No No lY 1Y DP Monday, April l9, 2010 Page 31 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Fire-Prevention Address Files Yes No PERM PERM PERM CGC34090/DP Fire -Prevention Complaint Files Yes No 4Y 4Y CGC34090/DP Fire -Prevention Hazardous Material Disclosures Yes No 30Y 30Y 29CFR1910.120 Fire-Prevention Inspection Notices Yes No 3Y 3Y UFCI03.3.4 Fire-Prevention Inspection Reports Yes No ACT 6Y ACT+6Y UFC103.3.4 Fire -Prevention Investigation Reports -Bodily Harm Yes No ACT 6Y ACT+6Y PC 800 Fire -Prevention Investigation Reports -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 Reports Yes No PQD IND IND CGC34090/DP Fire -Support Services HIPPA Release Forms Yes Yes 7Y 7Y CGC34090/DP Fire -Support Services Local Hazard Mitigation Plan No Yes SY SY 42USC5165 Fire -Support Services NFIRS (electronic data) Yes No IND IND IND CGC34090/DP Fire -Suppression Daily Journals Yes Yes PERM PERM PERM CGC34090/DP Fire-Suppression Hazardous Material Response Yes No 31Y 31Y 29CFR1910.120 Fire- Suppression Inspection Report Yes No 3Y 3Y UFC103.3.4 Fire-Training Training Reports Yes No IND IND IND CGC34090/DP HED-Admin. Lease Files Yes Yes IND [ND IND CGC34090/DP HED -Admin. Month End Reports Yes No SY 5Y CGC34090/DP HED -Admin. Personnel Files No No E TR/HR E+ TR/I-IR CGC34090/DP HED -Admin. Petty Cash Yes No 3Y 3Y CGC34090/DP Monday, April 19, 2010 Page 32 of 53 [n In Total DepY/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED -Admin. Vendor Files Yes No ACT ACT HED-EDD Administrative Files Yes No 3Y 3Y HED-EDD Applications/Proposals Denied Yes No CL+3Y CL+3Y HED -EDD Assessment Distriot [nformarion Yes No PERM PERM PERM HED-EDD blueprints Existing .Yes Yes LB LB LB HED - BDD Blueprints, Proposal Rejected Yes No 6Y 6Y HED -EDD Business Improvement District Files Yes No PERM PERM PERM HED -EDD Contract Files -Excluding Cap. hmprovemen[ Yes Yes ACT SY ACT + SY HED -EDD Farmers Market Load Sheets Yes No 18M 18M HED-EDD Lease Files Yes Yes ACT+2Y PERM PERM HED -EDD Month/Year End Files Yes No 6Y 6Y HED-EDD Projeot Files Yes No ACT+2Y 4SY ACT+SOY HED -EDD Properly Acquisition Yes Yes PERM PERM PERM HED-EDD Public Information Requests Yes No 3Y 3Y HED -EDD Subject Files Yes No ACT ACT HED -EDD Time Cards No No 2Y 2Y HED-EDD Vendor Files Yes No 3Y 3Y HED -EDD YARDI (electronic) Yes No IND PVD HED-Farmers Market Vendor Files Yes No 3Y 3Y HED - HA/Section 8 1099's Forms Yes No 2Y SY 7Y HED - HA/Sec[ion 8 Administrative Files Yes No ACT ACT Monday, April 19, 20]0 CGC34090/DP DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CCP 337.2 DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090 CGC34090/DP CGC34090 CGC34090/DP CGC34090/DP CGC34090/DP DP Page 33 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED - HA/Section 8 Bank Reconciliations Yes No 2Y SY 7Y 26CFR301.6501 HED - HA/Sec[ion 8 Cancelled Checks Yes No 2Y SY 7Y 26CFR301.6501 HED - HA/Section 8 Check Copy Yes No 2Y SY 7Y 26CFR301.6501 HED - HA/Sec[ion 8 HUD Grants Yes No ACT + l SY ACT+6Y CGC34090/DP HED - HA/Section 8 Lindsey Monthly Back Up Reports Yes No 2Y SY 7Y CGC34090/DP HED-HA/Section8 Tenant Files Yes Yes ACT 3Y ACT+3Y 24CFR84.53 HED - [iA/Section 8 Time Cards No No 2Y 2Y DP HED-HOUSing/P&P Applications Yes No ACT 7Y ACT+7Y CGC34090/DP HED -Housing/P&P Housing Commission Agendas Yes No 3Y 3Y CGC34090/DP HED -Housing/P&P Housing Commission Minutes (Electronic) Yes No PERM PERM PERM CGC34090 HED - Housing/P&P Housing Commission Mtg. Audio Tapes Yes No 2Y - 2Y CGC34090 HED - Housing/P&P MERL Program Files Yes No ACT SY ACT+ SY CGC34090/DP 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-RDA Administrative Files No No ACT l0Y ACT+lOY 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 Projec[Area Files Yes No ACT LP ACT+LP CGC34090/DP HED-RDA Remittance Advise No No ACT LP ACT+LP DP Human Resources Acting Application File Yes No ACT SY ACT+SY CGC34090/DP Human Resouroes Advertisement Yes No 3Y 3Y CGC34090 Monday, April 19, 2010 Page 34 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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+ 5Y 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+ l0Y CGC34090/DP Human Resources Comp City Information Yes No 3Y 3Y CGC34090 Human Resources Contract Insurance No No ACT 6Y ACT+6 29CFR2610.11 Human Resources Contract Procedures No No ACT l0Y ACT+ l0Y CGC34090/DP Human Resources Deferzed Compensation Cortespondence No No PERM PERM .PERM CGC34090/DP Human Resources Deferzed Compensation File No Yes C + 1 25Y C + 26Y CGC34090/DP Human Resources DFEH/EEOC Complaints Yes No ACT 15Y ACT+ l6Y CGC34090/DP Human Resouroes Disability Retirement Files Yes Yes ACT l0Y ACT+ l0Y CGC34090/DP Human Resources Drug Policy Yes No ACT+ IOY ACT+ l0Y CGC34090/DP Human Resources Drug Testing "DOT" Yes No ACT+ SY 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 Lis[ Yes No ACT+2Y 3Y ACT+SY CGC34090/DP Monday, April l9, 2010 Page 35 of 53 In In Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation Human Resources Eligibility List, Expired No No 3Y 3Y 6Y CGC34090/DP Human Resources Employee Handbooks Yes No ACT+ l0Y ACT+ l0Y CGC34090/DP Human Resources Employee Status 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 Examination/Application 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 Grievances/Internal Complaints Yes No ACT l5Y ACT+ 15Y CGC34090/DP Human Resources Hazard Material Training Yes No 30Y 30Y 29CFR19I0.20 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+ l0Y ACT+ IOY CGC34090/DP Human Resources Job Analysis Yes No R R CGC34090 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 Monday, April 19, 2010 Page 36 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legat Citation Human Resources PERS Special Projects Yes No ACT ISY ACT+ 15 CGC34090/DP Human Resources Personnel Board Audio Tapes Yes No 2Y 2Y DP Human Resources Personnel Board 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 ~ l0Y CGC34090/DP Human Resources Personnel Boazd Packet Yes No 2Y 3Y SY CGC34090/DP Human Resources Personnel Files, As needed Yes No E 6Y E+6Y CGC34090/DP Human Resources Personnel Files,.Partn Yes Yes E 6Y E+fiY CGC34090/DP Human Resources Personnel Litigation Files Yes No ACT t0Y ACT+ IOY CGC34090/DP Human Resources Policy Memos Yes No PERM PERM PERM CGC34090/DP Human Resouroes Position Description Yes No PERM PERM PERM CGC34090/DP Human Resources Proceduml Manual No No ACT l0Y ACT+ l0Y CGC34090/DP Human Resources Ptogmm Procedures No No R R CGC34090/DP Human Resources Pulmonary Function Test Yes No E 30Y E+30Y CGC34090/DP Human Resources Purchase Orders No No 3Y 3Y CGC34090 Human Resources Records Inventory List 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 Resouroes 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 Monday, April 19, 2010 Page 37 of 53 Dept/Div In In Total Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Salary Schedule Human Resources Service Awards Human Resources Sick Leave Buy Back Human Resources Special Project Circumstance Human Resources Staff Reports Human Resources Time Cards Human Resources Training Manuals Human Resources Training Program Human Resources Tuition Reimbursement Human Resources Unemployment Appeals Human Resources Unemployment Claims Human Resources Unemployment Reports Human Resources Word Processing Tape ISD -Admin. Contract Payment ISD-Admin. Contracts ISD -Admin. Purchase Orders [SD-Admin. Request for Warrants ISD -Admin. Requisition ISD -Admin. Telephone Bill Details ISD - Sofrware Systems Software Manuals Obsolete Licenses ISD -Systems. & Nelwork Back Up Tapes, Departments Yes No 7Y 7Y CGC34090/DP Yes No PERM PERM PERM CGC34090/DP Yes No SY SY CGC34090/DP No No 3Y 3Y CGC34090 No No 3Y 3Y CGC34090 No Na 3Y SY 11Y CGC34090/DP No No R R CGC34090/DP Yes No 3Y 3Y CGC34090 Yes No 2Y SY 7Y CGC34090/DP No No 4Y 4Y CGC34090/DP No No 3Y 3Y CGC34090 No No 3Y 3Y CGC34090 No No 3Y 3Y CGC34090 No No 3Y 3Y CGC34090 Yes No ACT+SY ACT+SY CGC34090/DP No No 3Y 3Y CGC34090 No No 3Y 3Y CGC34090 No No 3Y 3Y CGC34090 Yes No lY 6Y 7Y DP Yes No U D CGC34090/DP Yes ~ No ACT lY ACT+IY DP Monday, April 19, 2010 Page 38 of 53 Dept/Div Records Series Title Original Vital In Office In .Storage Total Retention Legal Citation ISD -Systems & Network Back Up Tapes, Police Department Yes No ACT lY ACT+ lY DP ISD -Systems & Network Back Up Tapes, Year End Yes No ACT IY ACT+ lY DP Library Applications, Meeting Room Rentals Yes No lY lY - DP Library Grant Files Yes No l0Y l0Y CGC34090/DP Library Library Board Packets Yes No PERM PERM PERM CGC34090/DP Library Sirsi System Yes Yes IND IND IND CGC34090/DP Library Special Projec[Files Yes No ACT 20Y ACT+20Y CGC34090/DP PCD -Admin. Special Project Files Yes No ACT IOY ACT+ l0Y CGC34090/DP PCD - B & S Complaints Yes No IY 19Y 20Y CGC34090/DP PCD - B & S Job Cards Yes No LB IND LB DP PCD - B& S Logs Yes No 1 Y 1 Y 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 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 Speoial Administrative Files Yes No ACT PERM PERM DP PCD-TMD Complaints Yes No IOY l0Y CGC34090/DP PCD -TMD Location Files Yes No ACT ACT CGC34090/DP Monday, April IQ 2010 Page 39 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PCD-TMD News Clippings No No IND IND IND CGC34090/DP PCD-TMD Permits, Wide Loads Yes No ACT+2Y ACT+2Y CGC34090/DP PCD -TMD Project Files Yes No 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 Rideshaze 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 Forms Yes No 3Y 3Y CGC34090 PCD - TMO Quarterly CCC Pay-out History Yes No 7Y - 7Y CGC34090/DP 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/TMD -Traffic Signals Call Back Logs (Electronic) Yes No l0Y PERM PERM CGC34090/DP PCD/TMD -Traffic Signals Daily ActiviTy Logs (Electronic) Yes No l0Y IOY CGC34090/DP PCD/TMD - Traffc Signals Intersection Maintenance Log (In Field) Yes No IQY IOY CGC34090/DP PCD/TMD -Traffic Signals Traffic Signal As-Builts (Electronic) Yes No PERM PERM PERM DP PCD/TMD -Traffic Signals TmfFic Signal Timing Sheets (Electronic) Yes No l0Y l0Y CGC34090/DP PCD/TMD -Traffic Signals Traffic Signal Work Order Requests (Electr onic) Yes No l0Y PERM PERM DP Police - ASD Animal Adoption Con[mets Yes No 2Y 2Y CGC34090 Monday, April l9, 2010 Page 40 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legat Citation Police -ASD Animal Call for Service Records Yes No SR SY CGC34090/DP Police -ASD Animal Control 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 Control 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 ConVOl Telephone Messages Yes No 2Y 2Y CGC34090 Police -ASD Animal Control Tmp 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 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 Shelter Volunteer Personnel Files Yes No E+ IY E+ lY 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 1Y lY DP Police-ASD Citation Pink Copies No No ]Y lY DP Police-ASD Citation Transmittal Yes No lY IY DP Police-ASD Citizen Academy Applications Yes No 2Y 2Y CGC34090 Monday, April 19, 2010 Page 4l of 53 Dept/Div Records Series Title Original Vital In Offrce In Storage Total Retention Legal Citation Police -ASD Credi[ Card Receipts Yes No 7Y 7Y CGC34090/DP Police-ASD Daily Cash Reconciling Reports Yes No lY IY DP Police -ASD Daily Report Login Sheet Yes No IY 1Y DP Police-ASD Daily Safaty Cheok Log Yes No 3Y 3Y CGC34090/DP Police-ASD Deceased Animal Logs Yes No 2Y 2Y CGC34090 Police-ASD Deployment Schedule Yes No IY IY 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 Police-ASD In-Custody Booking Logs Yes No lY IY DP Police-ASD In-Custody Processing Logs Yes No lY lY DP Police -ASD Jail Blotter Yes No 2Y 2Y CGC34090 Policy-ASD Jail Initial Intake PomdNot 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 !Y 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 IY lY DP Monday, April 19, 2010 Page 42 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police-ASD PCD Logs Yes. No IY lY DP Police-ASD Personnel Files No No E TR/HR E+TR/I-[R 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 Destruction Records Yes Yes PERM PERM PERM CGC34090/DP Police-ASD PRT Daily Logs Yes No 2Y 2Y CGC34090 Police-ASD Repossession Cards Yes No IY lY DP Police -ASD Scanned Bail Bond Receipts Yes No lY lY CGC34090.5 Police-ASD Scanned Case Management Sheet No No lY lY DP Police-ASD - Scanned Detention Certificates/Slips Yes No lY lY CGC34090.5 Police -ASD Scanned Lail Booking Packet Yes No lY lY CGC34090.5 Police-ASD Scanned Police Reports Yes No lY lY CGC3409Q5 Police -ASD Scanned Release Vehicle Impound Yes No lY lY CGC34090.5 Police-ASD Scanned Subpoenas Yes No IY lY CGC34090.5 Police -ASD Scanned Traffic Accident Report Yes No lY lY CGC34090.5 Police -ASD Sealed Adult Police Reports Yes No 3Y 3Y PC 851.8/DP Police -ASD Sealed Juvenile Police Reports Yes No SY SY 781 (a) WIC/DP Police -ASD SecureMon Secure Juv. Detention Log Yes No 3Y 3Y CGC34090/DP Monday, April 19, 2010 Page 43 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police-ASD Sign Out Sheet Yes No ACT+IY ACT+IY CGC34090/DP Police -ASD Spay/Neuter Deposit Logs Yes No 2Y 2Y CGC34090 Police - ASD Spay/Neuter Deposit Receipts Yes No 2Y 2Y CGC34090 Police-ASD SpayMeu[er 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 -CGC34090NP Police-ASD Vacation Slips Yes No ACT+2Y ACT+2Y CGC34090/DP Police-ASD Volunteer Files Yes No ACT+1Y ACT+IY DP Police -ASD Workers Compensation Files/IOD Yes No TR/RM TR/RM CGC34090/DP Police-CID AFIS LOg Yes No U+2Y U+2Y CGC34090/DP Police -CID Booking Hardcopy Fingerprint Card Yes No PERM 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 PERM PERM PERM CGC34090/DP Police-CID Jail Booking Packet Yes No WIC-TR WIC-TR CGC34090/DP Police-CID LAPIS Log Yes No U+2Y U+2Y CGC34090/DP Monday, April 1Q 2010 Page 44 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 PERM 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+GY CGC34090NP Police -CID Photo Prints, Photo Calls Yes No PERM PERM PERM CGC34090/DP Police-CID Request for Live Scan Service No No U+2Y U+2Y CGC34090/DP Police-CN Shoot Review Reports/Memo Yes No PERM PERM PERM CGC34090/DP Police-CID Slides, Mug Yes No l0Y 25Y 35Y CGC34090/DP Police-CID Specialist Daily Log Yes No U+2Y 0+2Y CGC34090/DP Police-000P Administrative Hearing Transcript Yes No 2Y 2Y CGC34090 Police-000P After Action Report Memo. - Yes No 3Y 3Y CGC34090 Police - OCOP Al Case pile (Non Criminal). Yes No SY SY CGC34090/DP Police - OCOP Asset Seizure Admin. Files Yes No SY 8Y CGC34090/DP Police-000P Audio Tapes Yes - No 5Y SY PC 832.56/DP Police - OCOP Central Grant Files Yes No ACT+ SY ACT+ SY CGC34090/DP Police - OCOP Complaints -Misc. (Informal) Yes No 3Y 3Y CGC34090/DP Police-000P Concealed Weapon Pemtits Yes No ACT+IY ACT+IY CGC34090/DP Police - OCOP Department Annual Report Yes No PERM PERM PERM DP Police - OCOP Discharge of Firearm Report Yes No 3Y 3Y CGC34090 Monday, April I Q 2010 Page 45 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police-000P Entitlement Grant Yes No ACT+SY ACT+SY CGC34090/DP Police - OCOP Final Survey Report Yes No SY SY CGC34090/DP Police-000P Jail Incident Report Yes No 3Y 3Y CGC34090 Police-000P K9 Incident Memo. Yas No 3Y 3Y CGC34090 Police-000P OC Spray Memo. Yes No 3Y 3Y CGC34090 Police-000P OPN Memo. Yes No 3Y 3Y CGC34090 Police - OCOP Personal Complaints/Tapes 400 Hrs Off Yes No SY SY PC 832.56/DP Police - OCOP Personal Complaints/Tapes >= 100 Hrs Off Yes No PERM PERM PERM CGC34090/DP Police - OCOP Personnel History Cards Yes No PERM PERM PERM CGC34090/DP Police-000P Pitchess Motions Yes No PERM PERM PERM CGC34090/DP Police - OCOP POA Request for Time Off - Yes No SY SY CGC34090/DP Police-000P Pursuit Memo. Yes No 3Y 3Y CGC34090 Police - OCOP Special Incidents Files Yes No PERM PERM PERM CGC34090/DP Police - OCOP Taser Deployment Memo. Yes No 3Y 3Y CGC34090 Police-000P Use of Force Worksheet Yes No 3Y 3Y CGC34090 Police-OD 9I1 Logs Yes No 3Y 3Y CGC34090/DP Police-OD Couri Lis[ 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 - OD Event Bookings Yes No 2Y 2Y CGC34090 Police - OD Hazbor Service Officer Daily Logs Yes No 2Y 2Y CGC34090 Monday, April 19, 2010 Page 46 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - OD K9 Officer 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 Eleotmnic 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 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.INP Police-SED Officer Logs Yes No ACT+2Y ACT+2Y CGC34090/DP Police-SED PASD Logs Yes No U+3Y U+3Y DP Police -SED Rental Car Worksheets Yes No AC'f + 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 Monday, April l9, 2010 Page 47 of 53 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Pub. Works-Admin. Address Files Yes No PERM PEAM PERM CGC34090/DP Pub. Works -Admin. Permits, Encroachment (Construction) Yes No PERM PERM PERM H&S 198501, 4003 Pub. Works-Admin. Permits, Films Yes No ACT+2Y ACT+2Y CGC34090 Pub. Works -Admin. Permits, Mitigate Yes No 2Y 8Y l0Y CGC34090/DP Pub. Works -Admin. Permits, Street Yes No l0Y IOY CGC34090/DP Pub. Works-Admin. Permits, Street Repair Yes No 2Y 2Y CGC34090 Pub. Works-Admin. Permits, Use of Public Property Yas No ACT+2Y ACT+2Y CGC34090 Pub. WOrks-Admin. Permits, Utility Excavate Yes No PERM PERM PERM CGC34090/DP Pnb. 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 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 to Cemetery Plot Yes No PERM PERM PERM CGC34090/DP Pub. Works -Cemetery Funeral Books Yas 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 Monday, April 19, 2010 Page 48 of 53 In In Total Dept/Div Records Series Title Original Vital OfSce Storage Retention Legal Citation Pub. Works -Cemetery Sales Orders Books .,Yes Yes PERM PERM PERM CGC34090/DP Pub. Works -Cemetery Summary of Daily Cash Collected Yes Yes PERM PERM - PERM CGC34090/DP Pub. Works-Engineering Bids, Unsuccessful Yes No 3Y 3Y CGC34090 Pub. Works -Engineering Budget Working Papers Yes Yes 3Y 3Y CGC34090/DP Pub. Works -Engineering DR Project Files Yes No PERM PERM PERM CGC34090/DP Pub. Works -Engineering Drawing, Project (electronic) Yes No PERM PERM PERM CGC34090/DP Pub. Works -Engineering Easements Yes No PERM PERM PERM DP Pub. Works -Engineering Engineering Drawings Yes No PERM PERM PEAM CGC34090/DP Pub. Works-Engineering Grant Files Yes Yes ACT SY ACT+SY 24CFR570.502(b)(3) Pub. Works-Engineering Inspection Photos Yes No MD IND EJD CGC34090/DP Pub. Works -Engineering Lot Line Adjustment No No PERM PERM PERM DP Pub. Works-Engineering Parcel Maps No No PERM PERM PERM DP Pub. Works -Engineering Parcel Mergers No No PERM PERM PERM DP Pub. Works -Engineering Permits & Excavations No No U U DP Pub. Works-Engineering Personnel Files No No E TR/HR E+TR/HR CGC34090 Pub: Works-Engineering Prevailing Wages No No ACT 3Y ACT+3Y DP Pub. Works -Engineering Special Provisions Yes No PERM PERM PERM CGC34090/DP Pub. Works-Engineering Tract Maps No No PERM PERM PERM DP Pub. Works -Engineering Video Inspection, Post Construction Yes No PERM PERM PERM CGC34090/DP Pub. Works - Engiueering Video Inspectioq Pre Constmction Yas No PERM PERM PERM CGC34090/DP Pub. Works-Solid Waste Allan Recycling Tickets No Yes C+3Y C+3Y CGC34090/DP Monday, Apri119, 2010 --_-__-- _-~~~~_~-- - --~_~- Page 49 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works-Solid Waste Blue Prints Yes No LB IND LB CGC34090/DP Pub. Works -Solid Waste C&D Mgmt. Plan Yes Yes LP LP CGC34090/DP Pub. Works- Solid Waste Cash Tum-In Reports Yes No C+ 1Y C+ 1Y DP Pnb. Works -Solid Waste CitationsMotification Yes No C+ lY C+ lY DP Pub. Works- Solid Waste Community Service Workers Yes No 2Y 2Y DP Pub. Works-Solid Waste Landfill Receipts Yes No C+3Y C+3Y CGC34090/DP Pub. Works -Solid Waste Missed Kronos Punch Forms Yes No C +2Y C +2Y CGC34090/DP Pub. Works -Solid Waste Northstar Work Orders Yes No IY lY DP Pub. Works-Solid Waste Private Hauler Reports Yes Yes 3Y 3Y CGC34090/DP Pub. Works-Solid Waste Private Hauler Vendor Files No Yes 3Y 3Y CGC34090/DP Pub. Works -Solid Waste Receipt Books Yes No C + lY C + lY DP Pub. Works -Solid Waste Request for Add'I. Comp. - OT Yes No C + 2Y C +2Y CGC34090/DP Pub. Works-Solid Waste SCD Transfer Tickets Yes Yes C+3Y C+3Y CGC34090/DP Pub.Works-Solid Waste Transfer Station Credit Application Yes No 3Y 3Y CGC34090/DP Pub. Works -Solid Waste Vehicle SafeTy Check (Non Commercial) No No 2Y 2Y DP Pub. Works-Solid Waste Vendor Payments Yes No C+2Y C+2Y CGC34090/DP Pub. Works-Street Main. Sidewalk Repair Assessments No No ACT+2Y ACT+2Y CGC34090/DP Pub. Works -Street Main. Work Orders, D/B Electronic Yes No IND IND IND CGC34090/DP Pub. Works -Sheet Main. Work Orders, Old System Yes No SY SY CGC34090/DP Pub. Works - WR -Admin. Applications Yes No PERM PERM PERM DP Pub. Works-WR-Admin. Books Yes No PERM PERM PERM DP Monday, April 19, 2010 Page 50 of 53 In [n Total Dept/Div Records Series Titfe Original Vital Office Storage Retention Legal Citation Pub. Works-WR-Admin. Hyperion Yes No 2Y l0Y 12Y 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 l0Y ACT+lOY DP Pub. Works.- WR-Admin. Ordinance, Water Division No No R R 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 - WR -Admin. Projeot Files MTBE Yes No ACT -IOY ACT+ l0Y DP Pub. Works - WR -Admin. Property Tax Invoices Yes No 7Y 7Y 26CFR30L650 UDP Pub. Works-WR-Admin. Surveys Yes No 2Y 2Y CGC34090 Pub. Works-WR-CYW Billables Yes No 3Y 3Y DP Pub. Works- WR-CYW Construction Maps No No PERM PERM PERM DP Pub. Works - WR -CYW Damage Report, CiTy Property (Electronic) No No 3Y 3Y DP Pub. Works-WR-CYW Damage Report, Vehicle (Electronic) No No 3Y 3Y DP Pnb. Works - WR -CYW Fire FlydranGFlow Tests(Electronicj No No PERM PERM PERM CGC34090/DP Pub. Works - WR -CYW Flow Charts Yes No 6Y 6Y CGC34090/DP Pub. Works - WR -CYW General Liability AceidenY Rpt (Eleo[ronic) No No 3Y 3Y CGC34090 Pub. Works - WR -CYW Inspection Reports Yes No SY SY CGC34090/DP Pub. Works - WR -CYW Report -Meter Read No No IY 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/Water Maps Yes No PERM PERM PERM CGC34090/DP April l9, 2010 - --- -~~_-- ----- Page 51 of 53 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - WR - CY W Water Main Failure Reports No No PERM PERM PERM CCrC34090/DP Pub. Works - WR - CY W Water Maps Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR - CY W Work Orders (Electronic) Yes No PERM PERM PERM DP Pub. Works-WR-PP Permits, Sewer Yes No LOB. IND LOB CGC34090/DP Pub. Works - WR -Wtr. Trt Consumer Complaints No No SY SY 22CCR64469 Pub. Works - WR -Wtr. Trt Daily Treatment & Production Report No No l0Y IOY 22CCR64469 Pub. Works - WR -Wtr. Trt Lab Reports, Data Yes Yes I2Y I2Y 40CFRI4 L9I Pub. Works - WR -Wtr. Trt Lab Summary Reports Yes No [ND IND IND CGC34090/DP Pub. Works - WR -Wtr. Trt Pressure Charts Yes No 2Y 2Y CGC34090/DP Pub. Works - WR - W[r. Trt. Reference Research No No R R DP Pub. Works-WR-Wtr. Trt Report-Edit JOUmaI No No tY ~ lY DP Pub. Works-WR-Wtr. Trt VOA Data Yes No IOY IOY 40CFR141.33 Pub. Works- WR- Wr. Trt Waranty Files No No ACT ACT DP Pub. Works - WR -Wtr. Trt Well History Yes No PERM PERM PERM CGC34090 Monday, April I9, 2010 Page 52 of 53 Dept/Div Approvals: Records Series Title Original Vital 3/!U City Clerk: Resolution No.: In In Total Office 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 forretention periods based on City Council meeting outcomes: Monday, April ]9, 2010 Page 53 of 53 Adopted and approved this 13th day of July, 1, Maria M. Stewart, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10511 (CGS} was duly adopted at a meeting of the Santa Monica City Council held on the 13th day of July, 2010, by the following vote: Ayes: Councilmembers: Bloom, Davis, Holbrook, McKeown, O'Day Mayor Pro Tem O'Connor, Mayor Shriven Noes: Councilmembers: None Abstain: Councilmembers: None Absent: Councilmembers: None ATTEST: --~I Maria M. Stewart,`City Clerk