Loading...
r-10588City Council Meeting 6-28-11 Santa Monica, California RESOLUTION NUMBER 10588 (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: SECTION 1. The revised City-wide records retention schedule attached hereto as Exhibit "A", is hereby approved and adopted and Resolution No. 10511 (CCS) is hereby repealed in its entirety.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: 2 City of Santa Monica City-wide Records Retention Schedule 2011 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation No No BBB -Customer Relations Artwork, Original Yes No PERM P$RM 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 BI3B -Customer Relations Customer Feedback Yes No 2Y 2Y CGC34090/DP IIBB -Customer Relations Customer Feedback Database Yes No l0Y I OY CGC34090/DP BBB -Customer Relations Department Event Files Yes No 1Y I OY I 1 Y CGC34090/DP BBB -Customer Rclations Historical Piles Yes Yes PERM PERM PERM DP BBB -Customer Relations Long Term Planning Piles Yes No 3Y 12Y 15Y CGC34090/DP BBB -Customer Relations Newsletter Yes No PERM PERM PERM DP BBB-Customer Relations Project Files Yee No ACT+2Y ACT+2Y CGC34090/DP BBB -Customer Relations Project Piles, Marketing Yes No 4Y 4Y CGC34090/DP BBB -Customer Relations Receipts, Cash Yes No 3Y 3Y CGC34090/DP BBB -Customer Relations Reports Yes No 4Y 4Y CGC34090/DP BBB -Customer Relations RequesP fnr Proposal, Rejected Yes No lY 7 Y Dp BIIB-Exeoutive Cer[ifioates/Permits Yes No ACT AC'C CGC34090/DP BBB -Executive Complaints - ADA - Yes No 7Y 7Y CGC34090/DP Wednesday, June 22, 2011 ~ - ~~~~ Page I of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB-Bxecutive Contracts/Agreements Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Executive GricvancesQnternal Complaints Yes No SY SY CGC34090/DP BBB -Executive Mefro Long Term Planning Files Ycs No 2Y IND IND CGC34090/DP BDB-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 AC'F+2Y CCC34090/DP BBB-Transit Maintenance CertiGcates/Permits Yes No ACT ACT CGC34090/DP BBB -Transit Maintenance Bnvironmenfal Reports Yes No 30Y 30Y 29CFR1910.120 BBB -Transit Maintenance Facility Expansion Yes Yes LB LB LB DP BBB-Transit Maintenance Personnel Files No No E TR/HR E+TR/I-IR 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 Vehiele Files Yes No LV+3Y LV+3Y CGC34090/DP BBB - TransiC Maintenance Vehicle Pool Log Yes No 2Y 2Y DP BBB - Transit Programs AFMS Data, Electronic Yes No 7Y 7Y CGC34090/DP BBB-Transit Programs Coutracts/Agreements Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Transit Programs Credit Card 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 e nes ay, une 2, 2011 - Page 2 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB-Transit Programs Dispatch Worksheet Yes No 2Y 8Y l0Y US:26CFR31.600L1 BBB -Transit Programs FCC Licenses, Current Yes No S S DP BBB -Transit Programs FCC Licenses, Sold Yes No 2Y 2Y DP BBB-Transi[Programs Grants, Capital Yes No ACT+3Y ACT+3Y CGC34090/DP BBB-Transit Programs Grants, Operational Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Transit Programs Historical Yes Yes ACT PBRM PP.RM DP BBB -Transit Programs Long Term 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 Project Piles Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -.Transit Programs Reports, Payroll Yes No 2Y 2Y CGC34090/DP BBB -Transit Programs Repor[s, Revenue Yes No 2Y 8Y 1 OY CGC34090/DP BBB -Transit Programs RFP, Rejected, Federally Funded Yes No ACT+2Y ACT+ 2Y CGC34090/DP BBB -Transit Progmms RFP, Rejected, Non-Federally Funded Yes No lY lY DP BBB -Transit Programs Short Range Planning Piles 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 - Tmnsit Programs Surveys Yes No ACT l0Y ACT+ l0Y CGC34090/DP BBB -Transit Programs Time Sheets Yes No 2Y 8Y l0Y CGC34090/DP BBB -Transit Services/O Accident Piles No No 2Y 6Y 7Y CGC34090/DP BBB -Transit SCNices/O Compliance Certificates Yes No ACT ACT CGC34090/DP Wednesday, June 22, 2011 -- -~~- Page 3 of 56 In In Total Dept/Div Records Series Title -Original Vital Office Storage Retention Legal Citation BBB -Transit Servioes/O Drug Testing Piles, 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+ 1'R/HR DP BBB-Transit Services/O Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Transit Services/O Reports Yes No 4Y 4Y CGC34090/UP BBB -Transit Servioes/O SPAB & VTT'Craining Sign-in Sheets Yes No SY SY CGC34090/DP BBB -Transit Servioes/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 Servioes/S& Projeet Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Transit Services/S& Reports Yes No 4Y 4Y CGC34090/DP BBB -Transit Services/S& SafeTy Meetings Yes No SY SY CGC34090/DP BBB -Transit Services/S& Video Reoordinge, Facilities Yes No S S DP BBB -Transit Services/S& Video Reoordinge, Facilities Pending Litigation Yes No TR/RM TR/RM CGC34090/DP BBB -Transit Services/5& Video Recordings, Vehicles Yes No S S DP BBB -Transit Services/S& Video Recordings, Vehioles Pedning Litigation Yes No TR/RM TR/RM CGC34090/DP CCS - 3rd St. Prom. Daily Log Books Yes No l0Y IOY CGC34090/DP CCS - 3rd SC Prom. Daily Work Orders Yes No AC'C -a 3Y AC1' + 3Y CGC34090/DP CCS-Admin. Audio Tapes Yes No 3Y 3Y CGC34090 CCS -Admin. Photos Yes No PERM PERM PERM CGC34090/DP Wcdnestlay, June 22, 2011 Page 4 of 56 In In Total Dept/Div ~ Records Series Title Original Vital Office Storage Retention Legal Citation CCS-Admin. Project Blueprints No No ]ND IND IND DP CCS -Admin. R&P Commission Minutes Yes No PERM PGRM PERM CGC34090 CCS-Admin. R&P Commission Staff Reports Yes No PERM PERM PERM CGC34090/DP CCS-Admin. Subject Piles No No ACT 4Y ACT+4Y CGC34090/DP CCS -Admin. Subject Files, Historical No No PERM PERM PERM CGC34090/DP CCS -Beach Main. Vendor Piles Yes No 5Y SY CGC34090/DP CCS -Civic Auditorium Cash Reoeipts Yes No SY SY 26CPR301.6501 CCS -Civic Auditorium P:vent Historical Files Yes No PERM PERM PERM CGC34090/DP CCS -Civic Auditorium Show Piles, One of a Kind Yes No PERM PERM PERM CGC34090/DP CCS-Civic Auditorium Show Files, Repetifive Yes No ACT+3Y ACT+3Y DP CCS -Comm. Forest Claims No No 2Y 2Y CGC34090/DP CCS -Comm. Forest Edison Grid Yes No ACT -ACT DP CCS-Comm. Forest Grants Yes No ACT+4Y ACT+4Y 24CPR570.602(b)(3) CCS -Comm. Forest Guidelines -Street Trees Yes Yes PERM PERM PERM DP CCS -Comm. Forest Landmark Trees Yes Yes PGRM PERM PERM DP CCS -Comm. Forest Landscape & Streetscapc Projects Yes No ISY 16Y DP CCS -Comm. Pores[ Maser Plan No Yes PERM PERM PERM DP CCS -Comm. Poresf Phoue Logs Yes No SY SY DP CCS -Comm. Forest Private Trees Yes No ACT ACT DP CCS -Comm. Forest Tree Failure Reports ~ Yes No ACT ACT DP Wednesday, Sune 22, 2011 Pa e 5 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Comm. Foresk Tree Maintenance Yes No ACT ACT DP CCS -Comm. Forest Tree Removal File Yes No 1St 1St DP CCS-Comm. Forest Tree Service Log Yes No ACT+3Y ACT+3Y DP CCS -Comm. Forest Tree Trimming Log Yes Yes PERM PERM PERM DP CCS -Comm. Forest Tree Trimming Permits Yes No ACT+ 2Y .ACT + 2Y CGC34090d CCS -Comm. Forest Trees -Historical Yes Yes PERM PERM PERM DP CCS -Comm. Porest Trees Planted Yes Yes PERM PERM PERM DP CCS -Comm. Porest Vondor Piles Yes No SY SY CGC34090/DP CCS-Community Recreati ALL-Accident/Incident Reports Yes No LY 3Y 4Y CGC34090/DP CCS-.Community Recreati ALL-Contract Payment Forms No No ACT+IY ACT+lY DP CCS - Commnniy Reoreati ALL-Daily Cash Receipt Reports Yes No 1Y 2Y 3Y CGC34090/DP CCS -Community Recreati ALL -Financial Assistance Applioafions Yes No lY 2Y 3Y CGC34090/DP CCS -Community Reoreati ALL - Pinancial Assistance Award/Denial Letters No No 1Y 2Y 3Y CGC34090/DP CCS-Community Reoreati ALL-Permit Recipients Proof of lns. No No ACT ACT CGC34090/DP CCS -Community Recreati ALL -Purchasing Cartl Receipts No No lY lY DP CCS -Community Recreati ALL -Request for Warrant (Contractors) No No ACT+ 1Y ACT+ lY CGC34090/DP CCS -Community Recreati ALL -Request for WartanY (Non Contractors) No No lY ]Y DP CCS -Community Recreati BBQ/Picnic Reservation Applications Yes No lY ]Y DP CCS-Community Recreati Beach/Watee Activity PermiC Yes No ACT 2Y ACT+2Y CGC34090 CCS -Community Recreati Beach/Water Activity Permit Application Yes No 1Y 1 Y DP Wetlnestlay, June ll, ZUII _ Pe e6of S6 g In In Total DeptNiv Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Community Recreati Classes -Instructor Agreements Yes No ACT -F lY ACT+ 1Y DP CCS -Community Recreati Classes -Registration/Waiver Forms Yes No ACT+ ]Y ACT+ lY DP CCS -Community Recreati Classes -Rejected RFP Yes No 1 Y 2Y 3Y CGC34090 CCS -Community Recreati Drop-In Soccer Waiver Form Yes No ACT + I y AC"C 1- lY CGC34090/DP CCS -Community Recreati Events - Applications Yes No 3Y 3Y CGC34090 CCS -Community Reoreati Events -Letter oP Requirement No No 3Y 3Y CGC34090 CCS-Community Recreati Events-Permits Yes No 3Y 3Y CGC34090. CCS -Community Recreati Film Permit Site Approval Notice Yos No lY ]Y DP CCS -Community Recreati Fitness Zoom Waiver Porm Yes No 1 Y 1 Y DP CCS -Community Rocreati Gardeus -Advisory Council Agendas Yes No lY 2Y 3Y CGC34090/DP CCS -Community Recreati Gardens -Advisory Council Minutes Yes YES lY PERM PERM DP CCS -Community Recreati Gardens -Garden Applications Yes No ACT+ 1 Y ACT+ I Y DP CCS -Community Recreati Gardeus -Garden Partnership Registration Yes No ACT+ 1 Y ACT+ lY DP CCS-CommuniTy Recreati Gardens-License Agreements Yes No ACT+4Y ACT+4Y CGC34090/DP CCS-CommuniTy Recreati Lawn Bowling Agreement Yes No ACT+4Y ACT+4Y DP CCS -Community Recreati Leagues -Director Agreements Yes No ACT+ IY ACT+ ly DP CCS - CommuniTy Recreati Leagues -Director RFP - Rejected Yes No lY 2Y 3Y CGC34090 CCS -Community Recreati Leagues -Player Waiver Forms Yes No IND IND 1ND DP CCS -CommuniTy Recreati Leagues -Team Registration Yes No 2Y 2Y CGC34090/DP CCS -Community Recreati Meeting Room Permit Applications Yes No ]Y lY DP W etlnestlay, June 22, 2011 Page 7 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS-Community Reoreati SMARS-Registration/Waiver Forms Yes No lY ]Y DP CCS -Community Recreati SMARS -Volunteer Registration/Waiver For ms Yes No IY lY DP CCS -Community Recreati Sports Advisory Council - Agends Yes No lY 2Y 3Y CGC34090/DP CCS -Community Recreati Sports Advisory Council - MinuCes Yes Yes lY PPRM P812M DP CCS -Community Recreati Sports Pacilities - Pcrmit Application Yes No IY LY DP CCS -Community Recreati SurF Perini[ Approval I,elters No No 1 Y 3Y 4Y DP CCS -Community Recreati Surf Permit RFP Yes No lY 3Y 4Y CGC34090 CCS -Community Recreati Surf Permit RFP -Rejected Yes No 1 Y 2Y 3Y CGC34090 CCS - Communiy Recreati Swim - Pield Trip Permission Slips Yes No IY lY DP CCS -Community Recreati Swim -Permit Application Yes No 2Y 2Y CGC34090 CCS -Community Reoreati Swim -Vendor Agreements Yes No ACT+ IY ACT+ lY DP CCS -Community Recreati Swim -Vendor RFP -Rejects Yos No 1Y 2Y 3Y CGC34090 CCS-Community Recreati Swim Center Registration/Waiver Forms Yes No lY ]Y DP CCS-Community Recreati Tennis-Cour[Resarvations Yes No lY IY DP CCS -Community Recreati Tennis -Private Instructor Approval Yes No lY lY DP CCS -Community Recreati Tennis -Tournament Director,Agreement Yes No ACT+ lY ACT + lY DP CCS -Community Recreati Tennis -Tournament Director RFP - Rejected Yes No lY 2Y 3Y CGC34090 CCS -Community Reoreati The Cove -Class Registration/Waiver Forms Yes No I Y 1Y DP CCS -Community Recreati The Cove - Registra[ion/Waiver Forms Yes Yes IND IND IND DP CCS-Community Recreati Winter Display Applications Yes Yes PvtD IND IND DP Wednesday, Tune 22, 2011 - ~~~ Page 8 of 56 In In Total Dept/Div Records Series Title Original Vital OfSce Storage BetCntion Legal Citation CCS-Community Reoreati Winter Display Site Approval Yes No IND. IND IND DP CCS - Communiy Reoreati WSO -Board Meeting Minutes Ycs Yes 1Y PERM PERM DP CCS - Communiy Recreati WSO -Financial Recor{Is Yes No 3Y 3Y CGC34090 CCS - Community Recreati WSO - Medioal Releases Yes No 3Y 3Y CGC34090 CCS -Cultural Affairs Annenberg Comm. Bch. House (Historical) Yes Yes PERM PERM PERM DP CCS - Cnl[ural Affairs Annenberg Comm. Bch. House Files Yes No 2Y 2Y CGC34090/DP CCS -Cultural Affairs Artist Piles Yes No ACT PERM PERM CGC34090/DP CCS -Cultural Affairs Ar[s Commission Agendas Yes No 4Y 4Y CGC34090/DP CCS -Cultural Affairs Arts Commission Audio "Capes Yes No 6M 6M DP CCS -Cultural Affairs Arts Commission Minutes Yes No PERM PERM PEAM CGC34090 CCS - Cnl[ural Affairs Grant Files No No 2Y SY l0Y CGC34090/DP CCS -Cultural Affairs Milcs Playhouse Program Filcs Yes No lY 6Y 7Y CGC34090/DP CCS -Cultural Affairs Project Files Yes No ACT PERM ACT+PERM C(iC34090/DP CCS -Human Services Applications, Scholarships Yes No 3Y 3Y CGC34090 CCS -Human Services Audio Tapes Commission Mce[ing Yes No 6 mos 6 mos DP CCS - I-Inman Services Commission/Task Force Agendas Yes No 8Y RY CGC34090/DP CCS -Human Services Commission/Task Force Minutes Yes No PERM PERM PERM CGC34090/DP CCS -Human Services Complaints Yes No 2Y 4Y 6Y CGC34090/DP CCS -Human Services CSC Agendas Yes No PERM PERM PERM CGC34090/DP CCS -Human Services CSC Minutes Yes No PERM PERM PERM CGC34090 Wednesday, Junc 22, 2011 Page 9 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 Minntes Yes No PERM PERM PERM CGC34090/DP CCS -Human Services PAL Hvent Piles 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 SY SY CGC34090 CCS-Human Servioes PAL Participant Piles Yes No ACT 3Y ACT+3Y CGC34090/DP CCS -Human Services PAL Summer Food Service Program Yes No SY SY CGC34090 CCS -Human services Personal Related Piles Yes No ACT+2Y SY ACT+7Y CGC30.090/DP CCS -Human Services Program Piles Yes No ACT I OY ACT+ IOY CGC34090/DP CCS-Haman Services Project Piles Yes No ACT 20Y AC'C+20Y CGC34090/DP CCS -Human Services Reed Park Applications, Fin. Assistance Yes No lY 2Y 3Y CGC34090 CCS -Human Services Reed Park CREST Files Yes No lY 2Y 3Y CGC34090/DP CCS -Human Services Reed Park CREST His[orioal Files Yes No PERM PERM PERM CGC34090/DP CCS -Human Services Reed Park Registration/Attendance Forms Yes No lY 2Y 3Y CGC34090 CCS -Human Services Reed Park Special Event Planning Piles Yes No lY 2Y 3Y CGC34090 CCS -Human Services Sr. Nutrition Program Piles Yes No ACT 6Y ACT+ 6Y CGC34090/DP CCS -Human Services Sr. Rec. Advisory Council Minutes Yes No lY PHRM PERM CGC34090 CCS -Human Services Sr. Rec. Program Files Ycs No ACT 6Y ACT+ 6Y CGC34090/DP CCS -Human Services VAP Accounts Payable/Contrzots Yes No 3Y 3Y CGC34090/DP Wednesday, hme 22, 2011 Page 10 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 Servioes VAP Deposits Yes No 3Y 3Y CGC34090/DP CCS - FIuman Services VAP Enrollment Forms Yes No 2Y 2Y CGC34090/DP CCS-I-Taman Services VAP Program Piles Yes No C+3Y 7Y C+IOY CGC34090/DP CCS - i-Taman Services VAP Program Piles, Summer Food Yes No 6Y 6Y CGC34090/DP CCS -Human Services VAP Registration Porms Yes No 2Y 2Y CGC34090/DP 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 Mgml. Annenberg Comm: Bch House (Historical) Yes Yes PBRM PERM PBRM DP CCS -Open Space MgmY. Annenberg Comm. Bch House Files Yes No 2Y 2Y CGC34090/DP CCS -Open Space Mgmt. Bid Specification Ycs No SY SY CGC34090/DP CCS -Open Space Mgmt. Opua[ional Piles Yes No ACT ACT CGC34090/DP CCS -Open Space MgmY. 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 Piles No No ACT+ 2Y ACT+2Y CGC34090/DP CCS -Open Space Mgmt. Vendor Piles Yes No EQD IND IND DP CCS -Park Maint. Projects Files Yes Nn l0Y l0Y DP CCS -Pub. landscape A/P Piles Yes No 4Y 4Y UP Wednesday, Sune 22, 20I I Pa e 11 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS-PUb. Landscape CDF-Tree GranC Yes No ACT+4Y ACT+4Y 24CFR570.502(b)(3) CCS -Pub. Landscape Claims No No 3Y 3Y CGC34090/DP CCS-Pub. Landscape Payroll Records No No 3Y 3Y CGC34090/DP CCS -Pub. Landscape Personnel Piles No No E TR/HR E +TR/HR CGC34090/DP CCS -Pub. Landscape Prop A Maintenance & Servicing Req. Yes No 7Y SY 12Y DP CCS -Pub. Landscape Purchasing Card '1'mnsaction Log Yes No SY SY CGC34090/DP CCS -Pub. Landscape Terminated 8mployees No No 2Y 2Y CGC34090/DP CCS -Pub. Landscape Time Cards No No 2Y 2Y DP CCS -Pub. Landscape Vendor Piles Yes No SY SY CGC34090/DP City AtCOmey-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 Piles Yes Yes PVD - IND IND CGC34090/DP City Attorney -Admin. Personnel Files, At Will Yes No IND IND IND CGC34090/DP City Attorney -Admin. Subjeot Files, Marsha Moutrie Yes Yes A R CGC34090/DP CiTy ACYOmey -Admin. Time Sheets, Attorneys Yes No 15Y 15Y CGC34090/DP CiTy Attorney -Civil Lit Case Curds Yes No PERM PERM PERM CGC34090/DP City Attorney -Civil Lit Closing Papers Yes No ACT I OY AC'f + 1 OY CGC34090/DP City Attorney -Civil Lit Open and Closed Cases, Litigation Files Yes No ACT I OY ACT + I OY CGC34090/DP City Attorney -Civil Lit Open and Closed Monihly Reports Yes No R A CGC34090(DP Wetlnestlay, June ZZ, 2011 Page 12 oP66 In [n Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney -Civil Lit Research Files No No ~ R R CGC34090/DP Ciry Attorney -Civil Li[ Structure Settlement Agreement Yes No PERM PERM PERM CGC30.090/DP City Attomey-Civil lit Subpoenas Yes No lY lY DP City Attomey -Con. Protec Closed Cases Yes No 3Y 17Y 20Y CGC34090/DP City Attomey -Criminal Appeals Log Book Ycs No R R CGC34090 City Attomey-Criminal Bench Warcant Yes No lY 19Y 20Y CGC34090/DP City Attorney-Criminal Business License Yes No ACT IOY ACT+IOY CGC30.090/DP City Attorney-Criminal Citations Yes No ACT IOY ACT+lOY CGC30.090/DP City Attorney -Criminal Closed Case Files Yes ~ No ACT ] OY ACT + I OY CGC34090/DP City AYCOrney-Criminal Closed Cases, Domestic Violenoe Yes No ACT 15Y ACT+ISY CGC34090/DP City AYCOrney -Criminal Criminal Proseoutor Control No No R R CGC34090/DP City Attorney -Criminal DRS Service Case File Yes No ACT ACT CGC34090/DP City Attorney -Criminal Environmental Codes & Rcgs. Yes No R R CGC34090/DP City Attorney -Criminal Investigation Files Yes No ACT ]OY ACT+ l0Y CGC34090/DP City Attomey -Criminal Records Inventory Sheet No No PERM PERM PERM CGC34090/DP Cily Attomey -Criminal Research Files No No R R CGC34090 City Attomey- Criminal Restitution Piles Yes Nn ACT IOY ACT+ ]OY CGC34090/DP .City Attorney -Muni Law Administrative Hearing Piles Yes No ACT t OY ACT+ l0Y CGC34090/DP City Attorney -Muni Law Airport Cases Ycs No PERM PERM PERM CGC34090/DP City Attorney -Muni Law Appointment/Office Conferenoe Book No No R R CGC34090/DP Wednesday, Jane 22, 2011 Page 13 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage .Retention Legal Citation City Attorney -Muni Law Bankruptcy Files Yes No 1 Y SY 6Y CGC34090/DP CiTy Attorney -Muni Law Chronological Files No No IOY l0Y CGC34090/DP CiTy Attorney -Muni Law Closed Cases, LitigaCion Consumer Yes No ACT 20Y ACT+20Y CGC34090/DP City Attorney-Muni Law Closed Piles Yes No ACT 20Y ACT+20Y CGC34090/DP Ciry Attorney -Muni Law Land Use Piles Yes No ACT IOY ACT + (OY CGC34090/DP City Ari'orney -Muni Law MTBE Cases Yes No PERM PERM YEAM CGC34090/DP City Attorney -Muni Law Personnel Related Case Piles Yes No ACT 10Y ACT+ ]OY CGC34090/DP CiTy Al'COmey -Muni Law Pitdhess Motion Piles Yes No ~ ACT l0Y ACT+ t0Y CGC34090/DP City Attorney-Muni Law Public Reeords Requests Yes No 3Y 3Y CGC34090 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 Ciry Clerk -Admin. B & C Application -Not Acted Upon Yes No IY lY DP CiTy Clerk -Admin. B & C Directory Yes No PERM PERM CGC34090/DP City Clerk-Admin. Campaign Statement Log Yes No ACT+7Y ACT+7Y CGC34090/DP City Clerk -Admin. Campaign Statement, Successful Yes No IND IND CGC8I009(b) City Clerk- Admin- Campaign Statement, Unsuccessful Yes No SY SY CGC81009(e) CiTy Clerk-Admin. Claims Pile-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 AC1'+ lY CGC34090/DP Wetlnesday, June 22, 2011 Page 14 of 56 In In Tota] Dept/Div Records Series Title Original Vital OYtice Storage Retention Legal Citation City Clerk -Admin. Contracts Index Card File Yes No A R CGC34090/DP Ciry Clerk -Admin. Contracts Log Book Yes No R R CGC34090/DP Ciry Clerk -Admin. Domestio Partnership Agreements Yes No IND FQD CGC34090/DP City Clerk -Admin. FileKeepers Pick Up hog Yes No PERM PF,RM DP Ciry Clerk- Admin. Porm 700, Statement of Economic Interest Yes No ACT +2Y SY ACT+ 7Y CGC81009(d) City Clerk-Admin. Internet Authorization (City WebsiCe) Yes No ACT+6M ACT+6M CGC34090/DP CiTy Clerk -Admin. Miscellaneous Cash Receipt No No 3Y 3Y CGC34090 City Clerk-Admin. Oaths ofOf£ce Yes No 'f+2Y SY T+7Y CGC30.090 City Clerk -Admin. Ordinance Log Book Yes No R R CGC34090/DP City Clerk-Admin. Proof ofPublica[ion 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 Elcctronio-Program Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records Transmittal Yes No PERM PERM CGC34090/DP CiTy Clerk -Admin. Records Transmittal, Destroyed Reoorde Yes No PERM PERM CGC34090/DP City Clerk -Admin. Resolutions Log Book Ycs No R R CGC34090/DP Ciry Clerk -Admin. Statement of Economic interest Log Yes No ACT+ 7Y ACT+ 7Y CGC34090/DP City Clerk -Admin. Statement of Eoonomic Interests Snooessfnl Yes No ACT 7Y ACT+ 7Y CGC34090/DP City Clerk -Admin. Snbjeot Files Index Cards Yes No R R CGC34090/IJP City Clerk -Admin. Time Cards, Prior Co l I/98 Yes No 3Y 8Y 11Y CGC34090/DP Wednesday, June 22, 2011 - ~~ - _ Page 15 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CiTy Clerk-Election Absent Voter ldenCification Envelope Yes No 6M 6M EC17302 City Clerk -Election AssisCed Voters Lists Yes No 6M 6M EC17304 City Clerk-Election Ballot Designation Worksheet Yes No ACT+1M ACT+IM EC20442 Ciry Clerk -Election Ballot Receipts Yes No 6M 6M EC17302 City Clerk -Election Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 Ciry Clerk -Election Ballots, Absent VoCer Yes No 6M 6M EC17505 Cily Clerk -Election Ballots, Voted Yes No 6M 6M EC17306 CiTy Clerk -Election Challenge Lists Yes No 6M 6M ECI7304 CiTy Clerk -Election Code of Pair Campaign Practices Yes No AC1'+ 1M ACT+ 1M .BC20442 CiTy Clerk -Election Indexes Yes No 6M 6M EC77304 City Clerk -Election Internet Authorization (Ciry 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+8M ACT+8M EC17200 City Clcrk -Election Precinct Maps Yes No (2Y 12Y EC17501 -0iry Clerk - Eleotion Precinot Official Materials Yes No 6M 6M EC17503 Ciry Clerk -Election RosCers of Voters Yes No SY SY EC17300 City Clerk - Electon Statement of Economic Interests Successful Yes No ACT 7Y ACT+ 7Y GC81009 CiTy Clerk -Election Tally Sheel 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 Wednesday, Junc 22, 2011 Page 16 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk -Legislative Agendas Yes No 6Y 6Y CGC34090/DP City Clerk -Legislative Charters Yes No PERM PERM CGC34090 City Clerk -Legislative Contracts, Capital Improvement/Ciry Property Yes Yes PERM PERM CGC34090/DP City Clerk -Legislative Contrao[s, Construction Maintenance Yes No AC'C+ l0Y ACT +.lOY CGC34090/DP Ciry Clerk-Legislative Contracts, Supplies Yes No ACT+3Y ACT+3Y CGC34090/DP City Clerk-Legislative Contracts, Vehicles Yee No ISY 15Y CGC34090/DP City Clerk-Legislative Council Packet-Copy No No lY 1Y DP CiTy Clerk -Legislative Deeds Yes Yes PERM PERM CGC34090 City Clerk -Legislative Eleotion Piles Yes No PERM PERM DP City Clerk -Legislative Legislative SubjeoC Files Yes Yes PERM PHRM 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 ofAdjoummen[ 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 Reaolirtions, City Council Yes Yas PERM P$RM CGC34090 City Clerk -Legislative Resolutions, Housing Authority Yes Yes PERM PERM CGC34090 City Clerk -Legislative Resolutions, Parking Authority Yes Yes PHRM PERM CGC34090 Wednesday, .tune 22, 2011 Page 17 of 56 In in Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Cterk -Legislative Resolutions, Redevelopment Agency Yes Yes PERM PERM CGC34090 City Clcrk -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 Ciry Clcrk-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 CCC34090 City Council Administrative Files No No U U CGC34090/DP Ciry Council Budget No No 4Y 4Y DP City Council Budget Working Papers Yes No 3Y 3Y CGC34090/DP CiTy Council Commendations/Proclamations No No SY SY CGC34090/DP Ciry Counoil Complaint Files Yes No 2Y 2Y 4Y CGC34090/DP City Council Council Correspondence Yes No 3Y 8Y 11Y CGC34090/DP City Council Council Travel Pinancial Reports No No 7Y 7Y CGC34090 CiTy Council Equipment Manuals Yes No U U CGC34090 Ciry Council Personnel Filos No No E TR/HR E+'fR/HR CGC34090/DP City Council Purohase Orders No No ~ 3Y 3Y CGC34090 City Council Request for Warrant No No 3Y 3Y CGC34090 Wednesday, .lone 22, 2011 Page I8 of 56 In In Total Dept/Div Records Series Title Original Vital Olfice Storage Retention Legal Citation CiCy Council Requisitions No No 3Y 3Y COC34090 Ciry Council Subject Piles No No ACT SY ACT+6Y CGC34090/DP City Council Time Cerds No No 1Y lY COC34090/DP City Council Vendor Piles No No 3Y 3Y CGC34090/DP City Manager -Admin. Adminis[raCive Instructions, Final Yes Yes PERM PERM PERM CGC34090/DP City ManagerAdmin. CMO Document LOg Yes No IY lY DP City Manager Admin. PEMA, Earthquake No No AA AA AA CGC34090/DP CiTy ManagerAdmin. Grievances No No 3Y 3Y CGC34090 City Manager-Admin. Lobbying Stale Pilings No No 3Y - 3Y DP CiTy Manager Admin. MTBE Subject Piles No No ACT SY ACT+ SY CGC34090 CiTy ManagerAdmin. Oaks Initiative (Electronic) Yes No 2Y 2Y DP CiTy Manager -Admin. Personnel Files - No No E TR/I-IR E + TR/HR CGC34090/DP City Manager Admin. Purchase Orders No No 3Y 3Y CGC34090 Ciry ManagerAdmin. Request for Proposals Yes No ACT 3Y ACT+3Y CGC34090 City ManagerAdmin. Request for Warrant No No ACT 3Y ACT+3Y CGC34090 City Manager -Admin. Santa Monica Place Yes No IND IND IND CGC34090/DP City Manager-Admix Subject Files No No ACT SY ACT+SY CGC34090/DP City Manager- Admin. Snbjeot Files -Special Project Yes No PERM PERM PERM CGC34090/DP CiTy Manager Admin. Task Porce Yes No ACT 6Y ACT+6Y CGC34090/DP CiTy Manager Admin. Telecom No No 1ND IND IND CGC34090/DP Wednesday, .Lune 22, 2011 Pa c 19 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CiTy Manager Admin. Time Wamer/Century Cable Yes No IND IND IND CGC34090/DP CiTy ManagerAdmin. 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 Ciry Manager -Airport Airport Commission Meeting Agenda Packets Yes No 2Y PERM PERM CGC34090/DP Ciry Mnnager -Airport Airport Commission Minutes Yes No PF,RM PERM PERM CGC34090 City Manager -Airport AWG Minutes Yes No PERM PERM PERM CGC34090/DP City Manager Airport AWG, Project Files Yes No ACT SY ACT+ SY CGC34090/DP City Manager Airport Plight Activity Log Yes No EVD IND INU CGC34090/DP CiTy Manager Airport Grant Files Yes No I OY l0Y CGC34090/DP City ManagerAirport Lease Files, Aviation ~ Yes Yes ACT+2Y PERM PERM CGC34090/DP City ManagerAirport Lease Piles, Commercial Yes Yes ACT+2Y SY ACT+]OY ~ CGC34090/DP City Manager Airport Month-End Files No No 3Y 3Y CGC34090 City Manager -Airport Noise Reports Yes No IND INU IND CGC34090/DP City Managar-Airport Personnel Files No No E TR/HR E+TR/HR CGC34090/DP - City ManagerAirport Project Files Ycs No ACT SY ACT+SY CGC34090/DP CiTy Manager -Airport Security Logs Yes No IND MD IND CGC34090/DP City Manager - City TV Administrative Piles 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 O CGC34090 Wednesday, Sane 22, 2011 Page 20 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention. Legal Citation City Manager-City TV Video Tapes, City Council Yes No IND IND IND CGC34090/DP Cily Manager - City TV Video Tapes, Community Projects Ycs No IND ~ IND IND CGC34090/DP CiTy Manager - OSE Environmental Reference Material No Nti IND IND ]ND DP City Manager-OSE Environmental Reports Yes No PERM PERM PERM CGC34090/DP City Manager-OSE Grants Yes Yes ACT. SY ACT+SY 24CFR570.502/DP City Manager-OSE HHW Manifests Yes No PBAM PERM PERM 40CFR263.22/DP City Manager-OSE Rabafe Application (Eleotronic) No No AC'f 2Y ACT+2Y DP City Manager - OSE Retrofit Upon Sales Compliance Certificate Yes No C PERM PERM CGC34090/DP City Manager - OSE Violation Notice Yes No C PERM PF,12M llP Finance - A/P 1099 Forms Yes No 4Y 3Y 7Y CGC34090/DP Finance - A/P Check Copy, Eack Up Yes No 2Y SY 7Y CGC34090/DP Finance-MP. Check Register Yes No 7Y 7Y 26CFR30 P.6501/DP Finance-A/P Contract Administration Disbursement Yes No 2Y SY 7Y 26CFR301.6501/DP Finance - A/P Contracts, Closed Yes No 2Y 14Y 16Y CGC34090/DP Finance-NP Purchase Card Transaction Logs Yes No 2Y SY 7Y 26CFR301.6401/DP Finance - A/P Sales and Use Tax Returns Yes No 7Y 7Y 26CPR301.650I/DP Finance - A/P Stop Payments Yes No SY SY 26CFR301.6501 Finance-A/P Void Warrants (Checks) Yes No 2Y SY 7Y 26CPR301.6501/UP Finance -Admin. Finance. Dept. Payables Yes No 3Y 3Y DP Finance-Admin. Monthly Investment Reports Yes No 2Y SY 7Y 26CPR301.6501 Wednesday, June 22, 20ll ~~ - ~~~ Page 21 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 Lie. 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 Applioation, Non-Profit Yes No PF,RM PERM PERM CGC34090/DP Finance - B&RO - BL Application, Renewal Yes No PERM PERM PERM CGC34090/DP Finanoe - B&RO - BL Applioation, Street Performer Permits Yes No tY SY 6Y CGC34090/DP Finance-B&RO-BL AudiC Files No No IY 3Y 4Y CGC34090/DP Finance - B&RO - BL Bonds, HealttrClubs Yes No 3Y SY 8Y 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 Finanoe-B&RO-BL ~Insuranca, Texi Yes No lY 2Y 3Y C(]C34090/DP Finance-B&RO-DL License, Bicyole Yes No ACT+2Y ACT+2Y CGC34090/DP Finance - B&RO - BL Massage Test, 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 Pile for a Business License Yes No 3Y 7Y IOY CGC34090 Finance - B&RO - BL Permit Firearms Sales Yes No A+ 3Y A+ 3Y CGC34090/DP Finance - B&RO - BL Fermi[, Police Yes No 2Y 2Y CGC34090/DP Wetlnestlay, .lone 22, 201 ] Pa e 22 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B&RO - BL Personnel Piles No No E TR/HR E +TR/I-IR DP Finance - B&RO - BL Receipts, Payments Yes No IY 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 Finance - B&RO - CO Collection File Ycs No SY SY CGC34090/DP Finance-B&RO-CO Reference Material No No U U DP Finance-B&RO-CO Small Claim Judgment Files, Settled No No ACT+2Y ACT+2Y ~ CCC34090/DP Finance-B&RO-CO Small Claims, Settled Yes No ACT+SY ACT+SY - CGC34090/DP Finance-B&RO-PP Balch Report Receipts ~ Yes No 2Y 5Y 7Y CGC34090/DP Finance - B&RO - PP Lots & Structures Files Yes No PERM PERM PBRM CGC34090/HS 19850 Finance-B&RO-PP Parking Structure lnvoioes 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 Ycs No ACT 4Y ACT+ 4Y 26CFR30 L6501 Finance - B&RO - RE County of L:A. Property Tax Yes No 3Y SY ftY 26CFR30 L6501/DP Finance - B&RO - RE Credit Card Settlement Tapc Ycs No 2Y 2Y DP Finance - B&RO - RE Department Cash Audif No No 3Y 3Y CGC34090 Finance - B&RO - RE Departmental Requisition No No 2Y 2Y DP Finance-B&RO-RE Deposit Slips Yes No 2Y 3Y SY 26CFR301.6501 .Finance-B&RO-RE Franchise S[atemenes Yes No l0Y l0Y CGC34090/DP Finance - B&RO - RP: Information Items No No U U DP __ .. Wednesday, Junc 22, 2011 Pa e 23 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B&RO - RE Interest Allocation Schedule Yes No 2Y 2Y 4Y CGC34090/DP Finance - B&RO - RH InvestmenC 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&Disbursement Yes No ]Y lY DP Finance - B&RO - RE MRC Sales Tax Analyses Books Yes No 2Y 6Y 7Y 26CFR301.6501 Finance-B&RO-RE Numbered Confirmation Sheet Yes No 2Y 3Y 5Y CGC34090/DP Finance-B&RO-RE Parking.Cita[ion Report Yes No IY 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 Finance - II&RO - RE Packing 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 26CFR301.6501/DP Finance-B&RO-RE Personnel Files No No E TR/HR E+TR/HR 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 Warrents No No 3Y 3Y CGC34090/DP Finance - B&RO - RG RPY for Business License No No SY SY CGC34090/UP Wednesday, .tune 22, 2011 Page 24 of 56 In In Total Dept/Div Records Series Title -Original Vital Office Storage Retention Legal Citation Finance - B&RO - RE Safekeeping Reports Yes No SY SY CGC34090/DP Finance - B&RO - RE SB278 Gas Company Deregulation No No lY 6Y 7Y CGC34090/DP Finance - B&RO - RE Security & Investment Worksheet Yes No 3Y 3Y DP Finance - B&RO - RE Summary of Cash Receipts Yes No. 2Y SY 7Y 26CPR301.6501 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 26CPR301.6501 Finance - B&RO - RE 'f OT Tax Audit Yes No AA l0Y AA + ]OY CGC34090/DP Finance - B&RO - RE Transient Occupancy Tax Returns No No 3Y SY 8Y 26CFR301.6501/DP Finance - BIRO - RE Treasurer's Cash Report Yes No 2Y 2Y 4Y CGC34090/DP Finance - B&RO - RE Utility Users Tax Rc[ums Yes No 3Y SY SY 26CPR301.6501/DP Finance - B&RO - RE Year-End Budget Reports Yes No 3Y 3Y 6Y CGC34090/DP 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 !Y DP Finance - B&RO - UB Payment Smbs 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 2Y 2Y CGC34090 Finance-Budget Budget-Estimating Documentation No No 2Y 4Y 6Y CGC34090/DP Finance -Budget Budget Instruction Ycs No 4Y 4Y CGC34090/DP Finance-Budget Budget Revenue Mid-Year No No ACT 5Y ACT+SY CGC34090/DP Wednesday, Tune 22, 2011 Page 25 of 56 In In Total Dept/Div Records Series Title Original Vital Otfice Storage Retention Legal Citation Finance -Budge[ Budget Rcvicw Meeting Decision Packet Ycs 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 ro Depfal. M08 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 Finanoe-Budget iRS Bond Arbitrage Rebate Report Yes No ACT I7Y 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 Polders Yes No IND IND IND CGC34090/DP Fiuanoe -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-Budge[ Working Papers, Mid Year Yes No 4Y 4Y CGC34090 Finance -Budget Working Papere, Year End Yes No 4Y 4Y CGC34090 Finance -Earthquake Damage Assessment Photographs Ycs No AA AA CGC34090/DP Finance -Earthquake Damage Survey Report Yes No AA AA CGC34090/DP Finance -Earthquake DSR Pile No No AA AA DP Finance -Earthquake Earthquake Work Order Add To Yes No AA AA CGC34090/DP Wednesday, .tune 22, 2011 Page 26 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Earthquake Projec[ Cost Summary No No U U DP Finance -Earthquake Project Cost Summary, Final Yes No AA AA CGC34090/DP Finance-Earthquake Summary Detail ExpendiCUre Reports No No AA AA DP Finance -Earthquake Time Cards, After Earthquake No No AA AA DP Finance - Eart~hgnake Vendor Files No No AA AA DP Finance - G/L 1099's Por Bonds Yes No 1 Y SY 6Y CGC34090/UP Finance - G/L Accounts Receivable Yes No 2Y SY 7Y 26CPR301.6501 Finance - G/L Administrative Files No No U U DP Finance- G/L Bank Reoonoiliations Yes No 2Y SY 7Y 26CPR301.6501 Finance-G/L Bond Receipts Yes No ACT+2Y ACT+2`Y CGC34090/DP Finance - G/L Bond Series Spread Sheet Yes No PHRM PERM PF.'RM CGC34090/DP Finance - G/L Bond, Returned Original Yes No PERM PERM PERM 26CFA301.6501/DP Finanoe-G/L Cash Receipts Yes No 2Y 3Y SY 26CFR301.6501 Finanoe - G/L Financial Aeporrs, Audited No No R R DP Finance - G/L Fixed Asset Yes No ACT ACT DP Finance - G/L Grant Folder, Closed Yes No AC'f + lY SY ACT+ 6Y CGC34090/DP Finanoe - G/L Invoices Yes No 2Y SY 7Y 26CFR301.6501 Finance - G/L Journal Entries Yes No 3Y 4Y 7Y 26CPR301.6501 Finance - G/L MERL Loan Documents Yes No ACT 45Y ACT+45Y CGC34090/DP Finanoe-G/L Parking Authority Bond Coupon Yes No ACT+4Y AC'C+4Y CGC3490/DP Wednesday, June 22, 2011 - Page 27 of 56 In In Total Dept/Div Records Series Title Original Vital Of£ce Storage Retention Legal Citation Finance-G/L Wire Transfers Yes No SY SY 26CPR301.6501 Finance-G/L Working Papers, CAFR Yes No 5Y 5Y CGC34090/DP Finance -Payroll Administrative Piles No No U U DP Finance -Payroll Check Number Log Yes No 3Y 3Y CGC34090/DP Finance -Payroll EDD Andit Porm Yes No 3Y 3Y CGC34090 Finanoo-Payroll Employee Folders Yes No E+2Y 4Y E+6Y 26CFR301.6501/DP Finanoo-Payroll P,mployment Verification Yes No 3Y 3Y CGC34090 Finance -Payroll PLSA Report Yes No lY by 7Y 29CFR516.5/DP Finance -Payroll Journal No No R R DP Finanoe -Payroll P/O FMS Batches Yes No lY 6Y 7Y 29CFR516.5/DP Finanoe -Payroll P/O PERS City Contributions Yes No lY 6Y 7Y 29CFR516.5/DP Finanoe -Payroll P/O PERS {.fisting Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll P/O Quarterly Medicare Tax Yes No lY 6Y 7Y 29CFR516.5/DP Finanoe -Payroll P/O Quarery Tax Balance Report Yes No lY 6Y 7Y 29CFR516.5/DP Finanoe -Payroll Pay His[ory (Blechonic) Yes No IND IND IND CGC34090/DP Finance -Payroll Payroll Polder - Yes No 1Y 6Y 7Y 29CFR5I6.5/DP Finance -Payroll Payroll Journals Ycs No lY 6Y 7Y 29CFR516.5/DP Finance -Payroll Payroll Tax Returns Yes No 7Y 7Y 29CFR516.5/DP Finance. Payroll Terminated Bmployee Folders, GamislrmcnY Yes No E+2Y 4Y B+6Y 29CFR516.5/DP Finanoe -Payroll Time Card Edit Report Yes No 1Y 6Y 7Y CGC34090/DP Wednesday, Junc 22, 2011 ~ Page 28 of Sfi In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Payroll Time Cards Yes No 2 M ]OY l0Y CGC34090/DP Finance -Payroll Time Cards, After 1994 Earthquake Yes No AA 15Y AA+ I SY. CGC34090/DP Finance -Payroll Transportation Time Card Summary Yes No 4Y 4Y CGC34090/DP Finance -Payroll UI & SDI Tax Reports Yes No 1Y 6Y 7Y 29CPR516.5/DP Finance-Payroll W2's Yes No lY 6Y 7Y 26CFR301.6501/DP Finflnce -Payroll Y8 Tax Fringe Benefits Yes No 7Y 7Y 29CPR516.5/DP Finance-Payroll Year find Tax Piles Yes No lY 6Y 7Y 29CFR516.5/DP Finance -Purchasing Administrative Piles No No 1ND IND IND DP Finance-Purchasing Bids, Formal Yes No 1Y 6Y 7Y CGC34090/DP Finanoe-Purchasing Complaint Files No No IND IND IND DP Finance -Purchasing Purchase Orders ~ No No 2Y SY 7Y DP Finanoe-Purchasing. Requisitions Yes No 2Y SY 7Y CGC34090/DP Finance -Risk Mgmt. Administrative Piles No No U U DP Finance -Risk Mgmt. Budget No No R 2 DP Finance-Risk MgmY. Budge[Working Papers Yes No 3Y 3Y CGC34090 Finance -Risk MgmY. Cal OSHA Reporting No No 2Y SY 7Y CGC34090 Finance -Risk Mgmt Cancelled Checks No No 3Y 4Y 7Y 26CFR30L6501 Finance-Risk Mgmt. CertificaCe of Insurance Yes No ACT+6Y. .ACT+6Y CGC34090 Finance -Risk Mgmt. Claim Experience Report Year End Yes No SY l0Y 15Y CGC34090/DP Finance-Risk Mgm[. Claim Piles Liability, Litigated No No ACT l0Y ACT+lOY CGC34090 Wednesday, Sune 22, 20(I -- -~~~- Page 29 of 56 In In Total Dept/Div Records Series Title Original Vital Oftice Storage Retention Legal Citation Finance -Risk Mgmt. Claim Files Liability, Not Litigated Yes No ACT l0Y ACT+ l0Y CGC34090/DP Finance -Risk Mgmt Claim Files, W/C Yes No ACT l0Y ACT+ 1 OY 29CFRI904.6/DP Finance -Risk MgmY. Claim Files, W/q Future Medical Awards Yes No ACT PBRM PERM CLCt8a2seo10102 Finance- Risk Mgmt. Claims Administration Bids No No SY SY CGC34090/DP Finance -Risk Mgmt Contracts No No R R CGC34090/DP Finance -Risk Mgmt. Employee Occupational Bxposure No No 1 Y 30Y C + 30Y CGC34090 Finance -Risk Mgmt. Frequency/Severity/Incident/Quarterly Rpts No No R R CGC34090 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 MgmY. Liability Subrogation Files No No ACT 3Y ACT+3Y CGC34090/DP Finance -Risk Mgmt. Request For Warrant No No 2Y 2Y DP Finance -Risk MgmY. Safety Committee Minutes Yes No SY SY ~ CGC34090/DP Finance -Risk Mgmt. Small Claims Piles Yes No ACT l0Y ACT + 1 OY CGC34090/DP Finance -Risk Mgmt W/C Claims Cosy Analysis Reports No No ]Y IY DP Fire-Admin. Administrative Files - No No [ND IND EQD DP Fire -Admin. Background Investigations, Hired Yes No PERM PERM PERM CGC34090/DP Fire- Admin. Background Investigations, Not Hired Yes No lY 4Y SY 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 Piles No No 3Y 3Y CGC34090 Wednesday, .lone 22, 2011 Page 30 oF56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Fire-Admin. F-7lPelestaff Yes No SY 3Y 8Y CGC34090/DP Fire-Admin. FD3 Yes No SY 3Y 8Y CGC34090/DP Fire-Admin. I-Iazardous Material Response Ycs No 31Y 31Y 29CFR1910.120 Fire -Admin. Homelantl Seourity Grants Yes Yes 3Y 3Y 6Y CGC34090/DP Fire -Admin. Personnel Files No No P SY E + SY CGC34090/DP Fire -Admin. Petry Cash No No 3Y 3Y CGC34090 Pire -Admin. Policy and Prooedures No No 11 Y 1 LY CGC34090/DP Fire -Admin. Purchase Order -Vendor No No 6Y 6Y CGC34090 Pire -Admin. Purchase Order, Blanket -Vendor No No 6Y 6Y CGC34090 Fire -Admin. Request for Warrants -Vendor No No 6Y 6Y CGC34090 Pire-Admin. Shop Files Yes No LV LV LV CGC34090/DP Pire-Admin. Supplemental Time Sheets No No 3Y 8Y 11Y CGC34090/DP Fire-Admin. Time Cards No No SY RY 13Y CGC34090/DP. Pire-Admin. Warehouse Inventory Requisitions No No ]Y IY DP Fire -Prevention Address Files Yes No PERM PERM PERM CGC34090/DP Fire-Prevention Complain[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 UFC 103.3.4 Fire-Prevention Inspection Reports Ycs ~No ACT 6Y ACT+6Y UPC103.3.4 Fire -Prevention Investigation Reports -Bodily Harm Yes No ACT 6Y ACT+ 6Y PC 800 Wednesday, June 22, 2011 Page 31 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Piro -Prevention Investigation Reports - I-Iomicidc Ycs Yes PERM PERM PERM PC 799 Fire-Prevention Investigation Reports-Structure Yes Yes ACT - 3Y ACT+3Y PC 801/UFC 104.32 Pire-Support Services Disaster Plan Yes' Yes S+2Y S+2Y DP Fire -Support Services BMS Reports Yes No 1ND IND IND CGC34090/UP Fire -Support Services I-IIPPA Release Forms Yes Yes IND IND IND CGC34090/DP Fire -Support Services Looal Hazard Mitigation Plan No Yes 7Y 7Y 42USC5165 Fire -Support Services NPIRS (electronic data) Yes No IND IND IND CGC34090/DP Pire -Suppression Daily Journals Yes Yes PERM PERM PERM CCC34090/DP Fire -Training Training Reports Yes No IND IND IND CGC34090/DP I-]ED -Admin. Lease Files Yes Yes IND IND IND CGC34090/DP HED -Admin. Month End Reports Yes No SY SY CGC34090/DP HED-Admin. Personnel Files No No B TR/HA E+TR/HR CGC34090/DP HED-Admin. Petty Cash Ycs No 3Y 3Y CGC34090/DP HED -Admin. Vendor Files Ycs No ACT ACT CGC34090/DP HED-EDD Administrative Piles Yes No 3Y 3Y DP HED-HDD Applications/Proposals Denied Yes No C+3Y C+3Y CGC34090/DP HED-EDD AssesemenY Dishict lnfoanafion Yes No PERM PERM PERM CGC34090/DP HED-EDD Blueprints Existing Yes Yes LB LB LB CGC34090/DP I-IED -EDD Blueprints, Proposal Rejected Yes No 6Y 6Y CGC34090/DP HED-EDD Business Improvement Distriot Files Yes No PERM PERM PERM CGC34090/DP W ednesday, June 22, 2011 Page 32 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED-EDD Conhacl Piles-Excluding Cap. Improvement Yes Ycs ACT SY ACT+SY CCP 337.2 HED -EDD Farmers Market Load Sheets Yes No 18IvI I8M DP HED -EDD Lease Files Yos Yes ACT +2Y PERM PERM CGC34090/DP HED -EDD Month/Year End Piles Yes No 6Y 6Y CGC34090/DP HED-EDD ProjecC Files Yes No ACT+2Y SY ACT+lOY CGC34090/DP H)iD-EDD Properly Acquisition Yes Yes PHRM PERM PERM CGC34090/DP HED-EDD Public information Requests Yes No 3Y 3Y CGC34090 HED-EDD Subjec[Piles Yes No ACT AC'f CGC34090/DP HP.D -EDD .Time Cflrds No No 2Y 2Y HED -EDD Vendor Files Ycs No 3Y 3Y CGC34090 HBD -EDD YARDI (electronic) Yes No JND IlVD CGC34090/DP HED -Farmers Market Vendor Piles Yes No 3Y - 3Y CGC34090/DP HED - HA/Section 8 1099's Forms Ycs No 2Y SY 7Y CCC34090/DP HED-HA/Section8 Bank Reconciliations Ycs No 2Y SY 7Y 26CPR30 L6501 HED - I-L4/Section 8 Cancelled Checks Yes No 2Y SY 7Y 26CFR30L6501 HED - HA/Section 8 Check Copy Yes No 2Y SY 7Y 2GCFR301.6501 HED-HA/Seetion8 HUD Grants Yes No ACT+1 SY ACT+6Y CGC34090/DP HED - HA/Section 8 Lindsey Monthly Back Up Reports Yes No 2Y SY 7Y CGC34090/DP HED-HA/Seotion8 Teuant Piles Yes Yes ACT 3Y ACT+3Y 24CFR84.53 HED-Housing/P,$P Applications Yes No ACT 7Y ACT+7Y CCC34090/DP Wednesday, June 22, 2011 _ Pa e 33 of 5G g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Ciliation HED-Housing/P&P Elousing Commission Agendas .Yes No 3Y 3Y CGC34090/DP HED-Housing/P&P Housing Commission Minutes (Electronic) Yes No PERM PERM PERM C(iC34090 HED - I-lousing/P&P Housing Commission Mtg. Audio Tapes Yes No 2Y 2Y CGC34090 HED -Housing/P&P MERL Program Piles Yes No ACT SY ACT+ SY CCC34090/DP HED - Housing/P&P Program Policies & Procedures Ycs No PERM PERM PERM CGC34090/DP HED-Housing/P&P ProjecE Riles Yes No ACT SY ACT+SY CGC34090/DP HED-RDA Administrative Piles 'No No ACT -t0Y ACT+IOY 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 I-Iuman Resources Acting Application Pile Yes No ACT SY ACT+SY CGC34090/DP Human Resources Advertisement Ycs No 3Y 3Y CGC34090 Human Resouroes Affirmative AcCion Report No No ACT ACT ~ CGC34090/DP Human Resources Application Pile Yes No ACT SY ACT+SY CGC34090/DP Human Resources Assessment Center Exam Material Yes No ACT SY ACT+ SY CGC34090/DP Human Resouroes Benefit Files No No ACT 6Y ACT+6Y CGC34090/DP Human Resources Budget Worksheets Yes Yes 3Y 3Y CGC34090/DP I-Iuman Resources Bureau of National Affairs Yes No R R CGC34090/DP Human Resources Check Register (DCAP) Yes No 1Y 6Y 7Y CGC34090/DP Wednesday, Juue 22, 20ll Pa e 34 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Humau Resources Chronological Piles 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 Resouroes Contract insurance No No ACT 6Y ACT+6 29CFR2610.11 Human Resources Contract Procedures No No ACT l0Y ACT+ l0Y CGC34090/DP Human Resources Deferred Compensation Correspondence No No PERM PERM PF,RM CGC34090/DP Human Resources Deferred Compensation Pile No Yes C+I 25Y C+26Y CGC34090/DP Human Resources DPP,FI/EEOC Complaints Yes No ACT 15Y ACT+ 15Y CGC34090/DP Human ]iesonroes Disability Retirement Files Yes Yes ACT l0Y ACT+lOY CGC34090/DP Human Resources Drug Policy Yes No ACT+lOY ACT+lOY CGC34090/DP Human Resources Drug Testing "UOT" Yes No ACT+SY ACT+SY 49CFR65331 Human Resources Drug/Alcohol Training No No ACT+SY ACT+SY CGC34090/DP IIuman Resources EEO Reporting Yes No 6Y 6Y CGC34090/DP Homan Resources Eligibility List Yes No ACT+2Y 3Y ACT+SY CGC34090/DP Human Resources Eligibility List, Expired No No 3Y 3Y 6Y CGC34090/DP Human Resouroes Employee Handbooks Yes No ACT+lOY ACT+tUY CGC34090/DP Human Resources Employee Status No No 6Y 6Y CGC34090/DP Fluman Resources Exam History Piles Yes No ACT+SY ACT+SY CGC34090/DP Human Resources Examination Materials Pile Yes No ACT 6Y ACT+SY CGC34090/DP Human Resouroes Examination/Application Pile Yes No ACT SY AC'C+SY CGC34090/DP Wednesday, .tune 22, 2011 Pa a 35 of 56 g In In Total Dept/Div Records Series Title Original .Vital Office Storage Retention Legal Citation Human Resources Financial Baok-up Tapes (DCAP) Yes No IY 6Y 7Y CGC34090/DP I-luman Resources Pire Fighters Incentive Bonus Yes No E+2Y E+2Y CGC34090/DP Human Resources Grievauoes/Internal Complaints Yes No ACT 15Y ACT+15Y CGC34090/DP Human Resources ]iazard MaYerialTmining Yes No 30Y 30Y 29CPRI910.20 Human Resouroes Immigration & Nat. Service Q-9 form) Yes No E 3Y E +3Y CGC34090/DP .Human Resouroes Insurance Claims Issues/Complaints No No 3Y 3Y CGC34090 I-[uman Resources Insurance Reports NewsletPar No No AC'f+ t0Y ACT+ l0Y CGC34090/DP Human Resources Job Analysis Yes No R R CGC34090 Homan Resources Job Bulletin Yes No ACT+ l0Y ACT + l0Y CGC34090/DP I-Inman Resources Medical Evaluation Yes No ACT 30Y ACT+30Y CGC34090/DP Human Resources Medioal 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 IY 20Y 21Y CGC34090/DP Haman Resources PERS Procedures No No R R CGC34090/DP Human Resouroes PERS Special Projects Yes No ACT 15Y ACT+ 15 CGC34090/DP Human Resouroes Personnel Board Audio Tapes Yes No 2Y 2Y DP Human Resouroes ' Personnel Board Conviction Yes No 2Y 3Y SY COC34090/DP Human Resources Personnel Board Hearings No No ACT 7Y ACT+7Y CGC34090/DP Human Resources Personnel Board Minutes Yes No l0Y ]OY CGC34090/DP Wednesday, Junc 22, 2011 - Pa e36 of 56 g In Ln Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Personnel Board Packet Yes No 2Y 3Y SY CGC34090/DP Human Resources Personnel Files, As needed Yes No E 6Y E+6Y CGC34090/DP Human Resourecs Personnel Files, Pcrm Yes Yes E 6Y E + 6Y CGC34090/DP Human Resources Personnel Litigation Piles 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 ]OY ACT+ l0Y CGC34090/UP Human Resources Program 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 Lis[ Yes No PERM PERM PERM CGC34090/DP Human Resources Request for Certification Yes No 2Y 4Y 6Y CGC34090/DP Human Resources Request fur 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 Awards Yes No PERM PERM PERM CGC34090/DP Human Resources Sick Leave Buy Back Yes No SY SY CGC34090/DP Human Resources Special ProjecC Circumstance No No 3Y 3Y CGC34090 Wednesday, June 22, 2011 Page 37 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Staff Reports No No 3Y 3Y CGC34090 Human Resources Time Cards No No 3Y 8Y 11Y CGC34090/DP Human Resources Training Manuals No No R R CGC34090/DP Human Resources Training Program Yes No 3Y 3Y CGC34090 I-Iuman 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. Conhact Payment No No ACT+SY ACT+SY CGC34090/DP ISD-Admin. Contracts Yes No ACT+SY ACT+SY CGC34090/DP ISD -Admin. Purchase Orders No No 3Y 3Y CGC34090 ISD-Admin. Request for Warrants No No 3Y 3Y CGC34090 ISD-Admin. Requisition No No 3Y 3Y CGC34090 ISD -Admin. Telephone Bill Details Yes No lY 6Y 7Y DP ISD -Software Systems Software Manuals Obsolete Licenses Yes No U U CGC34090/DP ISD -Systems & Network Back Up Tapes, Departments Yes No ACT 1 Y ACT+ lY DP ISD -Systems & Network Back Up Tapes, Police Department Yes No ACT lY ACT + 1 Y DP ISD -Systems & Network Back Up Tapes, Year End Yes No ACT lY ACT + 1 Y DP Library Applications, Meeting Room Rentals Yes No lY IY DP Wednesday, .Tune 22, 2011 Pa e 38 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Library Grant Files Yes No l0Y l0Y CGC34090/DP Library Librnry Board Packets Yes No PERM PERM PERM CGC34090/DP Library Sirsi System Yes Yes IND IND EVD CGC34090/DP Library Special Project Files Yes No ACT 20Y ACT+20Y CGC84090/DP Pbu. Wod<s-Architecture No No PCD-Admin. Special Project Files Yes No ACT l0Y ACT+lOY CGC34090/DP PCD - B & 5 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 lY lY DP PCD - B & S Permit Piles Yes No LB IND LB CGC34090/DP PCD - B~& S Plans Yes No PERM PP,RM PERM CGC34090/DP PCD - B & S Special Administrative Files Yes No PERM PERM PERM DP PCD -City Planning Address Files Yes No PERM PERM PERM CGC34090/DP PCD -City Planning ARB Minutes Ycs Yes PERM PERM PERM CGC34090/DP PCD -City Planning Audio Tapes of Board & Commission Mtgs. Yes No PERM PERM PERM CGC34090/DP PCD -City Planning Board and Commission Minutes Ycs No PERM PERM PERM CGC34090/DP PCD -CiTy Planning Landmark Commission Packets Yes No PERM PERM PERM CGC34090/DP PCD -City Planning Landmark Minutes Yes Yes PF,RM PERM PERM CGC34090/DP PCD -CiTy Planning Project Files Yes No PERM PERM PERM CGC34090/DP PCD-City Planning Special Administrative Piles Yes No PEAM PERM PERM DP Wednesday, Tune 22, 2011 Page 39 of 56 In In Total Dept/Div Records Series Title Original. Vital Office Storage Retention Legal Citation PCD/Admin -STP Bike Plans & Racks Yes No SY SY DP PCD/Admin -STP Board & Commission MinuCes Yes Yes PERM PERM PERM CGC34090/DP PCD/Admin -STP Complaints Ycs No t OY l0Y CGC34090/DP PCD/Admin -STP Location Piles Yes No PERM PERM PERM CGC34090/DP PCD/Admin -STP News Clippings No No IND IND IND CGC34090/DP PCD/Admin-STP Permits, Wide Loads Yes No ACT+2Y ACT+2Y CGC34090/DP PCD/Admin -STP Planning Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PCD/Admin -STP Project Piles Yes No l0Y l0Y CGC34090/DP PCD/Admin -STP Subjeot Pilos Yes No ACT ACT DP PCD/Admin - TMO Employer Fee Receipts Yes No 2Y 2Y Ordinance 1604 PCD/Admin - TMO Employer Piles Yes No 2Y 2Y Ordinance 1604 PCD/Admin - TMO SCAQMD Survey Yes No 3Y 3Y CGC34090/DP PCD/Admin - TMO SCAQMD Trip Reduction Plan Yes No SY SY CGC34090/DP PCD/Admin-TMO SubjocC Files Yes No R A DP PCD/Admin-TMO Subject Project Yes No ACT+SY ACT+SY CGC34090/DP PCD/Admin - TMO Vehicle Pool Log Ycs No 3Y 3Y CGC34090 PCD/Admin -Traffic Signa Cell Baok Loge (Electronic) Yes No l0Y PERM PERM CGC34090/DP PCD/Admin -Traffic Signa Daily Activity Logs (Electronic) Yes No IOY l0Y CGC34090/DP PCD/Admin - Traffic Sigua Intcrseotion Maintenance Log (In Field) Yes No I OY l0Y CGC34090/DP PCD/Admin -Traffic Signa Traffic Signal As-Builts (Eteetronio) Yes No PERM PERM PERM DP Wednesday, ,tune 22, 2011 Pa e 40 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD/Admiu -Traffic Signa Traffic Signal Timing Sheets (Eleotronic) Yes No I OY l0Y CGC34090/DP PCD/Admin - Traffic Signa Truffc Signal Work Order Requests (Electronic) Yes No I OY PERM PERM DP Police -ASD Animal Call for Service Reoords Yes No SY SY CGC34090/DP Police -ASD Animal Control Bite Reports Yes No 2Y 2Y CGC34090 Polioe -ASD Animal Control Monthly Reports Yes No 2Y 2Y CGC34090 Police -ASD Animal Control Officer Daily Logs Yes No 2Y 2Y CGC34090 Polioe-ASD Animal Control Offioer Training Piles Yes No E+6Y E+6Y CCC34090/DP Polioe -ASD Animal Control Receiving Rec. Receipts Yes No 2Y 2Y CGC34090 Polioe -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 Yo Comply Yes No 3Y 3Y CGC34090/DP Police-ASD Animal Owner lD 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 + lY H + I Y DP Police-ASD Automated License Plate Readers Yes No lY lY DP Police -ASD AZ5700-U4002 Yes No 2Y 2Y CCC34090 Polioe-ASD Background Investigation File, Hired Yes No E+6Y E+6Y CGC34090/DP Polioe -ASD Background tnves[igation File, Not-hired Yes No SY SY CGC34090/DP Wednesday, Jane 22, 2011 Pa e 41 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police -ASD Barking Dog Letter Yes No 2Y 2Y ~ CGC34090 Ponce--ASD Cash Register Receipts Yes No 1Y IY DP Police-ASD Citztion Pink Copies No No 1Y IY DP Police-ASD Citation Transmittal Yes No 1Y IY DP Police-ASD Ci[izcn 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 1Y DP Police -ASD Daily Report Login Sheet Yes No lY 1Y DP Polioe -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 IY tY .DP Polioe-ASD Euthanasia Logs Yes No 2Y 2Y CGC34090 Police-ASD File Nct Optical Disk Yes - No SY 5Y CGC34090/DP Police -ASD FTO Files Yes No 2Y 2Y CGC34090 Police -ASD I-Iomicidc 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 1Y DP Police -ASD In-Custody Processing Logs Yes No lY 1 Y DP Police-ASD sail Blotter Yes No 2Y - 2Y CGC34090 Police-ASD Jail Initial Intake FOrm/Not Booked Yes No IY ]y pp Wednesday, June 22, 20 ] 1 Page 42 of 56 In In Total DepUDiv Records Series Title Original Vital Offfce Storage .Retention Legal Citation Police-ASD Jail Speoiai Confinement Log Yes No ACT+2Y ACT+2Y CGC34090/DP Police -ASD Jai( Watch Summary Report Yes No lY lY DP Police -ASD Line of Duty Death Yes No E E CGC34090/DP Polioe -ASD Medical Files Yes No E i- 6Y N +6Y CGC34090/DP Police-ASD MobileAudio/Video In Car Camera Yes No 3Y 3Y CGC34090/DP Polioe -ASD On-line Polioe 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 ]Y IY DP Police-ASD PCD Logs Yes No 1Y 1Y DP - Polioe-ASD Personnel Files No No E TR/HR E+TR/HR CGC34090/DP Police-ASD Polioe Training Files Yes No E+6Y E+6Y CCP335.1/DP Police-ASD Polioy Review Reports Ycs No SY SY CGC34090/DP Police-ASD Privata Tow Cards Yos No 1Y lY DP Police -ASD Properly 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 Polioe-ASD Public Video Seonrily System Yes No 3M 3M DP Police -ASD Repossession Cards Yes No lY }y Dp Police-ASD Scanned Bail BOnd Receipts Yes No lY lY CGC34090.5 Wednestlay, June 22, 2011 Page 43 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police-ASD Scanned Case Management Shcc[ No No lY lY DP Police-ASD Scanned Detention CertiFcates/Slips Yes No IY lY CGC34090.5 Police-ASD Scanned Jail Booking Packet Yes No IY lY CGC34090.5 Police-ASD Scanned Police Reports Yes No IY 1Y CGC34090.5 Police-ASD Soanned Release Vehicle hnpound Yes No lY lY CGC34090.5 Police-ASD Scanned Subpoenas Yes No 1Y lY CGC34090.5 Police -ASD Scanned Traffic Accident Report Yes No 1Y ~ lY CGC34090.5 Police -ASD Sealed Adult.POlice Reports Yes No 3Y 3Y PC 851.8/DP Polioe -ASD Sealed Juvenile Police Reports Yes No 5Y SY 781 (a) WIC/DP Police -ASD Secure/Non Secure Jov. Detention Log Yes No 3Y 3Y CGC34090/DP Police-ASD _ Sign Out Sheet Yes No ACT+1Y ACT+IY CGC34090/DP Policc -ASD Spay/Neuter Deposii Logs Yes No 2Y 2Y CGC34090 Policc -ASD Spay/Neuter Deposit Receipts Ycs No 2Y 2Y CGC34090 Policc-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 Vocation Slips Yes No ACT+2Y ACT+2Y CGC34090/DP Police-ASD Volunteer Piles Yes No ACT+IY ACT+1Y DP Police-ASD Worker's Compensation Files/IOD Yes No TR/RM TRAM CGC34090/DP Police-CID APIS Log Yes No U+2Y U+2Y CGC34090/DP Wednesday, June 22, 2011 Pa e 44 of 56 g In In Total DepUDiv Records Series Title Original Vital Office Storage Retention Legal Citation 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 Pilm, Crime Scene Photo CaIIs Yes No PERM PERM PERM CGC34090/DP Police - CIU Pi7m, Mug Yes No ]OY 25Y 35Y CGC34090/DP Police -CID Pilm, Negatives Yes Yes PERM PP,RM PERM CGC34090/DP Police -CID Pilm, Pictures Yes Yes PP.RM PERM PERM CGC34090/DP Police- CID Finger Prints Cards Yes Yes PERM PERM ~ PERM CGC34090/DP Police-CID Sail Booking Packet Yes No WiC-TR WIC-TR CGC34090/DP Police-CID LAPIS LOg Yes No U+2Y U+2Y CGC34090/DP Police -CID Latent Prints from Crime Scenes Ycs 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 PEAM 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+6Y CGC34090/DP Polioe -CID Photo Prints, Photo Calls Yes No PERM PERM PERM CGC34090/DP Police -CID Request for Livc Scan Service No No U +2Y U + 2Y CGC34090/DP ,Police -CID Shoot Review Reports/Memo Yes No PERM PERM PERM CGC34090/DP Wednesday, June 22, 2011 Page 45 of 56 in In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police-CID Slides, Mug Ycs No l0Y 25Y 35Y CGC34090/DP Police-CID Specialist Deily Log Yes No U+2Y U+2Y CGC34090/DP Police - OCOP Administrative Hearing Transcript Yes No 2Y 2Y CGC34090 Police-000P After Action Report Memo. Yes No 3Y 3Y CGC34090 Police - OCOP AI Case Pile (Non Criminal) Yes No SY SY CGC34090/DP Police-000P Asset Seizure Admin. Files Yes No RY 8Y CGC34090/DP Police - OCOP Audio Tapes Yes No SY SY PC 832.56/DP Police-000P Complaints-Misc. (Informal) Yes No 3Y 3Y CGC34090/DP Police-000P Concealed Weapon Permits 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 Police - OCOP Final Survey Repor[ Yes No SY SY CGC34090/DP Police-000P Grant Files Yes No ACT+SY .ACT+SY CGC34090/DP Police-000P Jail Incident Report Yes No 3Y 3Y CGC34090 Police- OCOP K9lnoident Memo. Yes No 3Y 3Y CGC34090 Police-000P OC Spray Memo. Yes No 3Y 3Y CGC34090 Police-000P OPN Memo. Ycs No 3Y 3Y CGC34090 Police- OCOP Personal Complaints/Tapes <100 Hrs Off Yes No SY SY PC 832.56/DP Police- OCOP Personal Complaints/Tapes >= 100 ]-Irs Off Yes No PERM PERM PERM CGC34090/DP Police - OCOP Personnel History Cards Yes No PF,RM PERM PEAM CGC34090/DP Wednesday, June 22, 2011 Page 46 of 56 Dept/Div Records Series Title In In Total Original Vital Office Storage Retention Legal Citation Police - OCOP Pitchess Motions Police - OCOP POA Request far Time Off Police - OCOP Pursuit Memo. Police - OCOP Special Incidents Piles Police - OCOP Taser Deployment Memo. Police-000P Use of Force Worksheet Police - OD 911 Logs Police - OD Court List Police - OD CSO [Daily Logs Police - OD CSO IIDaily Logs Volice-OD Event Bookings Police - OD Harbor Service Officer Daily Logs Police - OD K9 OfSoer Daily Logs Police - OD Mounicd Officer Daily Logs Police - OD Notice of Violation Police - OD NRO Electronic ActiviTy Worksheet Police - OD Park Ranger Daily Logs Police - OD Request for Refunds on Court Appearance Police - SED AIIC Piles Police - SF,U Cash Vouchers Yes No PERM PERM PERM CGC34090/DP Yes No SY SY CGC34090/DP Yes No 3Y 3Y ~CGC34090 Yes No PERM PERM PERM CGC34090/DP Yes No 3Y 3Y CGC34090 Yes No 3Y 3Y CGC34090 Yes No 3Y 3Y CGC34090/DP Yes No 2Y 2Y CGC34090 Yes No 2Y, 2Y CGC34090 Yes No 2Y 2Y CGC34090 Yes No 2Y 2Y CGC34090 Yes No 2Y 2Y CGC34090 Yes No SY SY CGC34090/DP Yes No 2Y 2Y CGC34090 Yes No ACT+3Y ACT+3Y CGC34090/DP Yes No 2Y 2Y CGC34090 Yes No 2Y 2Y CGC34090 No No 3Y 3Y CCC34090 No No ACT+2Y ACT+2Y CGC34090/DP Yes No 3Y 3Y CGC34090/DP Wednesday, Juno 22, 2011 Page 47 of 56 In In Total Dept/Div Records Series Title Original Vital OfSce Storage Retention Legal Citation Police-SED Citation Request 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 Yas No ACT+SY AC9'+SY CGC34090/DP Police-SED Laser/Lidar Piles 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 DP Police-SED Rental Car Worksheets Yes No ACT+IY ACT+]Y DP Police-SED Taxi Permits Yes No ACT+2Y ACT+2Y CGC34090 Police-SP,D Tow Hearing Piles Yes No U+3Y U+3Y CGC34090/DP Police -SED TS/TC Officers Daily Logs Yes No 2Y 2Y CGC34090 Polioe-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, Encroachment (Construction) Yes No PERM PERM PERM ht&S (98501, 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 ]OY l0Y CGC34090/DP Pub. Works -Admin. Permits, Strcct Repair Yes No 2Y 2Y CGC34090 Pub. Works-Admin. Perrnits, Use of Public Property Yes No ACT+2Y ACT+2Y CGC34090 Wednesday, June 22, 2011 ~ ~ Pa e 48 of 56 g In In Total Dept/Div Records Series Title Original Vital Office. Storage Retention Legal Citation Pub. Works -Admin. Permits, UCility Excavate Yes No PERM PERM PERM CGC34090/DP Pub. Works-Admin. Permits, Wastewater Pac. Fee Yes No SY 3Y 8Y CGC34090/DP Pub. Works -Admin. Permits, Water Meters Yes No SY 3Y 8Y CGC34090/DP Pub. Works -Admin. Personnel Action Forms (100) No No E E CGC34090/DP Pub. WOrks-Airport Main. Payroll Reports No No 3Y 3Y CCC34090/DP Pub. Works-Architecture Bids, Unsuccessful Yes No 3Y 3Y CGC34090 Pub. Works -Architecture Budget Working Papers Yes No 3Y 3Y CGC34090 Pub. Works-Architecture Drawing, Project (Electronic) Yes No PF,RM PERM PERM CGC34090/DP Pub. Works -Architecture Engineering Drawings Yes No PERM PERM PERM CGC34090/DP Pnb. Works-Architecturo Personnel Piles No No E TR/HR E+TR/HR CGC34090 Pub. Works-Architecture Special Provisions Yes No PERM PERM PP;RM CGC34090/DP Pub. Works-Cemetery ACME Visible files Yes Yes U U DP Pub. Works -Cemetery Contract Books Yes Yes PERM PRAM PERM CGC34090/DP Pub. Works -Cemetery Deed to Cemetery Plo[ Yes No PERM PRAM 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 IntermenC Records Yes Yes PERM PERM PHRM HS 8128 Pub. Worke -Cemetery Maps Yes Yes PERM PERM PERM HS 7955 Pub. Works -Cemetery Plo[ Books Yes Yes PERM PERM PERM I-IS 7955 Pub. Works -Cemetery Plot invoioes Yes Yes PGRM PERM PERM CGC34090/DP Wednesday, .lane 22, 2071 Page 49 of 5G In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works -Cemetery Pre Need Records Yes Yes PERM PERM PERM CGC34090/DP Pub. Works -Cemetery Receipt Books Yes Ycs 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 PERM PERM CGC34090/DP Pub. Works -Custodial Svc BudgaC Working Papers Yes No 3Y 3Y CGC34090 Pub. Works -Custodial Svc Personnel Files No No E TR/HR E +TR/FIR CGC34090/DP Pub. Works -Custodial Svc Punch Time Cards No No 2Y 2Y CCC34090/DP Pub. Works -Custodial Svc Time Cards No No 2Y 2Y CGC34090/DP Pab.Works-Engineering Bids, Unsuccessful Yes No 3Y 3Y CGC34090 Pub. Works -Engineering Budget Working Papers Yes No 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 PERM CGC34090/DP Pub. Works-Engineering Grant Files Yos Yes ACT SY ACT+SY 24CFR570.502(b)(3) Pub. Works-Engineering Inspection Photos Yes No IND IND IND CGC34090/DP Pub. Works -Engineering Lot Line Adjustment No No PERM PERM PERM DP Pub. Works -Engineering Parcel Maps No No PERM PERM PF,RM DP Pub. Works - 8ngineering Parcel Mergers No No PERM PERM PERM DP Pub. Works -Engineering Permits P~ F.xoava[ions No No U U DP Wednesday, lrme 22, 2011 Page 50 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works-Engineering Personnel Files Nb 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 CGC3409O/DP Pub. Works-Engineering Tract Maps No No PERM PERM PERM DP Pub. Works -Engineering Video Inspection, Post Constmetion Yes No PERM PERM PERM CGC34090/DP Pnb. Works-Engineering. Video Inspection, Pre Constmction Yes No PERM PERM PERM CGC34090/DP Pub. Works -Facilities Mg Budget' Working Papers Yes No 3Y 3Y CGC34090 Pub. Works -Facilities Mg Daily Activity Log Yes No l0Y l0Y DP Pub. Works - Faoili[iee Mg Daily Repair Log Yes No 15Y 15Y CGC34090/DP Pub. Works-Facilitiee Mg Graffiti Removal Consent Forms Yes No ACT+3Y ACT+3Y DP Pub. Works -Facilities Mg Inventory Requisitions, Old No No AA AA CGC34090/DP Pub. Works -Facilities Mg Inventory Street Light Map Yes Yes PERM PERM PERM DP Pub. Works -Facilities Mg Job Folders Yes No U U DP Pub. Works - FacilitiesMg Project Files Yes No U U -DP Pub. Works -Facilities Mg Proposal, Rejected Yes No U U CGC34090 Pub. Works -Facilifies Mg RequcsY Por Proposal Ycs No R R DP Pub. Works-Facilities Mg SYreer Light Complaints No No 3Y 3Y CGC34090 Pub. Works-Facilifies Mg Street Light Repair Log Yes No PP.RM PERM PERM CGC34090/DP Pub. Works -Facilities Mg Work Order, D/B Electronic Yes No IND IND 1ND CGC34090/DP Pub. Works -Facilities Mg Work Order, Old System Yes No SY SY CGC34090/DP Wednesday, .tune 22, 201 l Pa e 51 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works-Fleet Mgm[. California Highway PatrolInspection No No 2Y 2Y VC34501.2 Pub. Works -Fleet Mgmt. Driver Vehicle Inspection Rcpart Ycs No 3M 3M DP Pub. Works-Fleet Mgmt. Periodic Smoke Inspection (PSI) Yes No ACT+2Y ACT+2Y 13CCR2190 Yub. vJorks -Fleet Mgmt. Preventive Maintenance Doos. Yes Yes LV LV CGC34090 Pub. Works -Fleet Mgmt. Smog Inspection Docs. Yes Yes 3Y 3Y HS44019 Pub. Works -Main. Mgmt. Budge[ Working Papers Yes No 3Y 3Y CGC34090 Pub. Works -Main. Mgml. Personnel Files No Yes L B DP Pub. WOrks-Main. Mgml. Vendor Piles No No ACT+2Y ACT+2Y CGC34090/DP Pub. Works -Main. MgmC Warehouse Requisition Forms No No 2Y 7Y 9Y CGC34090/DP Pub. Works -Main. Mgmt. Work Orders, D/B Blectronic Yes No IND IND CGC34090/DP Pub. Works -Main. Mgmt. Work Orders, Old System Yes No SY SY CGC34090/DP Pub. Works-Pier Main. Payroll Reports No No 3Y 3Y DP Pub. Works-Pier Main. Resonroe Collection Contract File No No ACT+3Y ACT+3Y CGC34090/DP Rib.Works-RRR Allan Recycling Tickets No Yes C+3Y C+3Y CGC34090/DP Pub. Works -RRR Blue Prints Yes No LB IND LB CGC34090/DP Pub. Works -RRR C&D Mgmt. Plan Yes Yes LP LP CGC34090/DP Pub. Works -RRR Cash Turn-In Reports Ycs No C + lY C + 1Y DP Pub, Works-RRR Citations/Notiftcafion Yes No C+lY - C+1Y DP Pub. Works-RRR Community Service Workees Yes No 2Y 2Y DP Pub. WOrks-RRR Landitll Receipts Yes No C+3Y C+3Y CGC34090/DP Wednesday, June 22, 2011 Pa e 52 of 56 g In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation. Pub. Works-RRR Missed Kronor Punch Forms Yes No C+2Y C+2Y CGC34090/DP Pub. Works-RRR Northstar Work Orders Yes No lY lY DP Pub. Works -RRR Priva[e I-Iauler Reports Yes Ycs 3Y 3Y CGC34090/DP Pub. Works -RRR Priva[e Hauler Vendor Files No Yes 3Y 3Y CGC34090/DP Pub. Works-RRR Receipt Books Yes No C+IY C+IY DP Pub. Works - ARR Request for Addl. Comp. - OT Yes No C+ 2Y C+ 2Y CGC34090/DP Pub. Works-RRR SCD Transfer Tickets Yes Yes C+3Y C+3Y CGC34090/DP Pub. Works -RRR Transfer Station Credit Application Yes No 3Y 3Y CGC34090/DP Pub. Works -RRR Vehicle SafeTy Check (Non Commercial) No No 2Y 2Y DP Pub. Works-RRR. Vendor Payments Yes No C+2Y C+2Y CGC34090/DP Pub. Works-Street Main. Alley Work Orders Yes No ACT+6Y ACT+6Y CGC34090/DP Pub. Works-Street Main. Sidewalk Inspections Yes No ACT+6Y ACT+6Y CGC34090/DP Pub. Works-Street Main. Sidewalk Repair Assessments No No ACT+2Y ACT+2Y CGC34090/DP Pub. Works-Street Main. Sidewalk Work Orders Yes No ACT+6Y ACT+6Y CGC34090/DP Pub. Works -Street Main. Street Files Yes Yes SOY SOY CGC34090/DP Pub. Works-Street Main. Street Work Orders Yes No ACT+6Y ACT+6Y CGC34090/DP Pub. Works - Strec[ Main. Work Orders, D/B Electronic Ycs No IND IND IND CGC34090/DP ' Pub. Works - Slreel Main. Work Orders, OId 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 Wednesday, Juue 22, 201 L Page 53 of 56 In In Total Dept/Div Records Series Title Original Vital OfSce Storage Retention Legal Citation Pub. Works, WR-Admin. . Hyperion Yes No 2Y IOY 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 IOY ACT+IOY DP Pub. Works- WR-Atlmin. Ordinance, Water Division No No R R DP Pub. Works-WR-Admin. Permitted Piles Ycs No ACT 30Y ACT+30Y 29CFR19I0.120 Pub. Wod<s-WR-Admin. Project Files Yes No ACT SY ACT+SY CGC34090/DP Pub. Works - WR -Admin. Project Files MTBE Yes No ACT l0Y ACT+ 10Y DP Pub. Works - WR -Admin. Property Tax Invoices Yes No 7Y 7Y 26CFI2301.6501/DP Pub. Works- WR-Admin. Surveys Yes No 2Y 2Y CGC34090 Pub. WOrks-WR-CYW Billables Yas No 3Y 3Y DP Pab. Works- WR-CYW Construction Maps No No PERM PP,RM 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 Pub. Works - WR -CYW Firc Hydrant Flow Tests (Electronic) No No PERM PERM PERM CGC34090/DP Pub. Works - WR -CYW .Flow Charts Yes No 6Y 6Y CGC34090/DP Pub. Wod<s - WR -CYW General Liability Aooident RPY. (Hlectronio) No No 3Y 3Y CGC34090 Pub. Works - WR -CYW Inspection Reports Yes No SY SY CGC34090/DP Pub. Works - W R -CYW Repor[ -Meter Read No No 1 Y 1Y DP Pub. Works - WR -CYW Valves Books Yes No PERM PERM PERM CGC34090/DP Pub. Works- WR-CYW Vehiole Inspection Report No No 3Y 3Y CGC34090 Wednesday, Junc 22, 2011 Page 54 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works-WR-CYW Waste/Water Maps Yes No PERM PERM PERM CCC34090/DP Pub. Works - WR -CYW Water Main Failure Reports No No PERM PERM PERM CGC34090/DP Pub. Works-WR-CYW Water Maps Ycs No PERM PERM PERM CGC34090/DP Pub. Works - WR -CYW Work Orders (Eleetronio) Yes No PERM PP,RM PERM DP Pub. Works - WR - PP Permits, Sewer Yes No LOB [ND LOB CGC34090/DP Pub. Works - WR- Wtr. Tr[ Consumer Complaints No No 5Y SY 22CCR64469 Pub. Works - WR - Wir. Trl Daily Treatment & Productimr Report No No IND IND IND 22CCR64469 Pub. Works - WR.- Wlr. Trt Lab Reports, Data Yes Yes IND IND IND 40CPR141.91 Pub. Works - WR - Wtr. Trt Lab Summary Reports Yes No IND IND IND CGC34090/DP Pub. Works - WR - Wtr. Trt Pressure Charts Yes No iND IND tND CGC34090/DP Pub. Works - WR - Wtr. TrC Reference Research No No R R DP Pub. Works - WR - Wtr. Trt Report - F.dit Journal No No lY IY Dp Pub. Works - WR- Wtr. Trt VOA Data Yes No l0Y l0Y 40CFR14133 Pub. Works - WR - Wtr. Trt Warranty Files No No ACT ACT DP Pub. Works - WR - Wtr. Trt WeII History Yes No PERM PERM PERM COC34090 Wednesday, June 22, 2011 Pa e 55 of 56 B In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Approvals: ~ / City orn Date ~ l/ City Clerk: .d,, ^~ Date= 1 ~__ Resolution No.: Mara 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 = CaliforniaGovernment 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. Wednesday, May 04, 2011 Page 56 of 56 Adopted and approved this 28th day of June, 2011. ~~_.. Richard Bloom, Mayor I, Denise Anderson-Warren, Acting City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10588 (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 28th day of June, 2011, by the following vote: Ayes: Councilmembers: Holbrook, O'Connor, O'Day, Mayor Bloom, Mayor Pro Tem Davis Noes: Councilmembers: None Absent: Councilmembers: McKeown, Shriver ATTEST: Denise Anderson-Warren, Acting City I~erk