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r-10678City Council Meeting 5 -22 -12 Santa Monica, California RESOLUTION NUMBER 10678 (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schedule attached hereto as Exhibit "A ", is hereby approved and adopted and Resolution No: 10588 (CCS) is hereby repealed in its entirety.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 (Proposed) City of Santa Monica City-wide Records Retention Schedule 2012 Thursday, April 19, 2012 Page 1 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Customer Relations Advertising Master Sales Agmt Yes No ACT +4Y ACT +4Y DP _ BBB - Customer Relations Artwork, Original Yes No PERM PERM PERM DP _ BBB - Customer Relations Awards Program Applications Yes No 5Y 5Y 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 lY 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 15Y CGC34090/DP BBB - Customer Relations Newsletter Yes No PERM PERM PERM DP BBB - Customer Relations Project Files Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Customer Relations Project Files, Marketing Yes No 4Y 4Y CGC34090/DP BBB - Customer Relations Receipts, Cash - Yes No 3Y 3Y CGC34090/DP BBB - Customer Relations Reports Yes No 4Y 4Y CGC34090/DP " BBB - Customer Relations Request for Proposal, Rejected Yes No IY - lY DP BBB - Executive Complaints - ADA Yes No 7Y 7Y CGC34090/DP BBB - Executive Contracts /Agreements Yes No ACT +2Y ACT +2Y CGC34090/DP Thursday, April 19, 2012 Page 1 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Executive Grievanc&lntemal Complaints Yes No 5Y SY CGC34090 /DP BBB - Executive Metro Long Term Planning Files Yes No 2Y IND IND 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 29CFR1910.120 BBB - Transit Maintenance Facility Expansion Yes Yes LB LB LB DP - BBB - Transit Maintenance Historical Files Yes Yes ACT PERM PERM DP BBB - Transit Maintenance Personnel Files No No E +2Y E +2Y 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 Contmas/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 Thursday, April 19, 2012 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:26CFR31.6001.1 BBB - Transit Programs FCC Licenses, Current Yes No S S DP BBB - Transit Programs FCC Licenses, Sold Yes No 2Y 2Y DP BBB - Transit Programs Grants, Capital Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Transit 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 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 Files Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Transit Programs Reports, Payroll Yes No 2Y 2Y CGC34090/DP BBB - Transit Programs Reports, Revenue Yes No 2Y 8Y loY CGC34090/DP BBB - Transit Programs RFP, Rejected, Federally Funded Yes No ACT +2Y ACT +2Y CGC34090 /DP BBB - Transit Programs RFP, Rejected, Non - Federally Funded Yes No lY lY DP BBB - Transit Programs Short Range Planning Files Yes No 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 loY ACT+ 10Y CGC34090/DP BBB - Transit Programs Time Sheets Yes No 2Y 8Y loY CGC34090 /DP BBB - Transit Services /O Accident Files No No 1 4Y 5Y CGC34090 /DP BBB - Transit Services /0 Compliance Certificates Yes No ACT ACT CGC34090/DP Thursday, April 19, 2012 Page 3 of 56 19, 2012 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Transit Services /O Drug Testing Files, Negative Yes No 3Y 3Y CGC34090 BBB - Transit Services /O Drug Testing Files, Positive Yes NO 6Y 6Y 49CFR653.31/DP BBB - Transit Services/O General Memorandum (GM's) Yes No lY 2Y 3Y CGC34090 /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 +2Y E +2Y DP BBB - Transit Services/O Project Files Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Transit Services /O Reports _ Yes No 4Y 4Y CGC34090/DP BBB - Transit Services /O SPAB & VTT Training Sign -in Sheets Yes No 5Y 5Y CGC34090/DP BBB - Transit Services /O Training Materials Yes No S S CGC34090/DP BBB - Transit Services/S& Contracts/Agreements Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Transit Services/S& DVR Recordings, Facilities Pending Litigation Yes No TR/RM TR/RM CGC34090/DP BBB - Transit Services/S& DVR, Facilities Yes No S S DP BBB - Transit Services/S& DVR, Vehicles Yes No S S DP BBB - Transit Services/S& DVR, Vehicles Pending Litigation Yes No TR/RM TR/RM CGC34090 /DP BBB - Transit Services/S& Project Files Yes No ACT +2Y ACT +2Y CGC34090 /DP BBB - Transit Services/S& Reports Yes No 4Y 4Y COC34090/DP BBB - Transit Services/S& Safety Meetings Yes No 5Y 5Y CGC34090/DP CCS - 3rd St. Prom. Daily Log Books Yes No 10Y 10Y CGC34090/DP CCS - 3rd St. Prom. Daily Work Orders Yes No ACT+ 3Y ACT + 3Y CGC34090 /DP CCS - Admin. Audio Tapes Yes No 3Y 3Y CGC34090 19, 2012 Page 5 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Admin. Photos Yes No PERM PERM PERM CGC34090 /DP CCS - Admim Project Blueprints No No IND IND IND 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 - Beach Main. Vendor Files Yes No 5Y 5Y CGC34090/DP CCS - Civic Auditorium Cash Receipts Yes No 5Y 5Y 26CFR301.6501 CCS - Civic Auditorium Event Historical Files Yes No PERM PERM PERM CGC34090/DP CCS - Civic Auditorium Show Files, One of a Kind Yes No PERM PERM PERM CGC34090/DP CCS - Civic Auditorium Show Files, Repetitive Yes No ACT +3Y ACT + 3Y DP CCS - Comm. Recreation ALL - Accident/Incident Reports Yes No IY 3Y 4Y CGC34090 /DP CCS - Comm. Recreation ALL - Contract Payment Forms No No ACT+ lY ACT+ 1Y DP CCS - Comm. Recreation ALL - Daily Cash Receipt Reports Yes No lY 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Fin Assistance Award/Denial Letters No No lY 2Y 3Y CGC34090 /DP CCS - Comm. Recreation ALL - Financial Assistance Applications Yes No lY 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Permit Recipients Proof of Ins. No No ACT ACT CGC34090/DP CCS -Comm Recreation ALL - Purchasing Card Receipts No No IY lY DP CCS - Comm. Recreation ALL - Req for Warrant (Contractors) No No ACT+ lY ACT+ lY CGC34090/DP CCS - Comm Recreation ALL - Req for Warman (Non Contractors) No No lY lY DP Page 5 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation BBQ/Picnic Reservation Applications Yes No lY lY DP CCS - Comm. Recreation Beach/Water Activity Permit Yes No ACT 2Y ACT +2Y CGC34090 CCS - Comm. Recreation Beach/Water Activity Permit Application Yes No IY 1 DP CCS - Comm. Recreation Classes - Instructor Agreements Yes No ACT + lY ACT + IY DP CCS - Comm Recreation Classes - Registration/Waiver Forms Yes No ACT + lY ACT+ IY DP CCS - Comm. Recreation Classes - Rejected RFP Yes No IY 2Y 3Y CGC34090 CCS - Comm. Recreation Drop -In Soccer Waiver Form Yes No ACT+ lY ACT+ lY CGC34090 /DP CCS - Comm. Recreation Events. - Applications Yes No 3Y 3Y CGC34090 CCS -Comm Recreation Events - Letter of Requirement No No 3Y 3Y CGC34090 CCS - Comm. Recreation Events - Permits Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation Film Permit Site Approval Notice Yes No lY IY DP CCS - Comm. Recreation Fitness Room Waiver Form Yes No lY lY DP CCS - Comm. Recreation Gardens - Advisory Council Agendas Yes No lY 2Y 3Y CGC34090 /DP CCS - Comm Recreation Gardens - Advisory Council Minutes Yes Yes lY PERM PERM DP CCS - Comm. Recreation Gardens - Garden Applications Yes No ACT+ 5Y ACT+ 5Y DP CCS - Comm. Recreation Gardens - Garden Partnership Registration Yes No ACT+ IY ACT+ lY DP CCS - Comm. Recreation Gardens - License Agreements Yes No ACT+ 4Y ACT+ 4Y CGC34090/DP CCS -Comm Recreation Lawn Bowling Agreement Yes No ACT + 4Y ACT+ 4Y DP CCS - Comm. Recreation Leagues - Director Agreements Yes No ACT + IY - ACT+ IY DP CCS -Comm. Recreation Leagues - Drector RFP - Rejected - Yes No lY 2Y 3Y COC34090 Thursday, April 19, 2012 Thursday, April 19, 2012 Page 7 of 56 in In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation Leagues - Player Waiver Forms Yes No IND IND IND DP CCS - Comm. Recreation Leagues - Team Registration Yes No 2Y 2Y CGC34090/DP CCS - Comm. Recreation Meeting Room Permit Applications Yes No IY IY DP CCS - Comm. Recreation SMARS - Registration/Waiver Forms Yes No lY IY DP CCS - Comm. Recreation SMARS - Volunteer Reg/Waiver Forms Yes No lY IY DP CCS - Comm. Recreation Sports Advisory Council - Agends Yes No lY 2Y 3Y CGC34090/DP CCS - Comm. Recreation Sports Advisory Council - Minutes Yes Yes IY PERM PERM DP CCS - Comm. Recreation Sports Facilities - Permit Application Yes No lY IY DP CCS - Comm. Recreation Surf Permit Approval Letters No No lY 3Y 4Y DP CCS - Comm Recreation Surf Permit RFP Yes No lY 3Y 4Y CGC34090 CCS - Comm. Recreation Surf Permit RFP - Rejected Yes No IY 2Y 3Y CGC34090 CCS - Comm. Recreation Swim - Field Trip Permission Slips Yes No lY IY DP CCS - Comm. Recreation Swim - Permit Application Yes No 2Y 2Y CGC34090 CCS - Comm Recreation Swim - Vendor Agreements Yes No ACT+ IY ACT+ lY DP CCS - Comm Recreation Swim - Vendor RFP - Rejects Yes No, IY 2Y 3Y CGC34090 CCS - Comm. Recreation Swim Center Reg/Waiver Forms Yes No IY lY DP CCS - Comm. Recreation Tennis - Court Reservations Yes No 1 Y IY DP CCS - Comm. Recreation Tennis - Private Instructor Approval Yes No IY lY DP CCS - Comm. Recreation Tennis - Tournament Dir RIP - Rejected Yes No 1 Y 2Y 3Y CGC34090 CCS - Comm Recreation Tennis - Tournament Director Agreement Yes No ACT+ IY ACT + lY DP Thursday, April 19, 2012 Page 7 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Conan, Recreation The Cove - Class Reg/Waiver Forms Yes No lY lY DP CCS - Comm. Recreation The Cove - Registration/Waiver Forms Yes Yes IND IND IND DP CCS - Conun. Recreation Winter Display Applications Yes Yes IND IND IND DP CCS - Comm. Recreation Winter Display Site Approval Yes No IND IND IND DP CCS - Comm. Recreation WSO - Board Meeting Minutes Yes Yes lY PERM PERM DP CCS - Comm. Recreation WSO - Financial Records Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation WSO - Medical Releases Yes No 3Y 3Y CGC34090 CCS - Cultural Affairs Annenberg Comm. Bch. House (Historical) Yes Yes PERM PERM PERM DP - CCS - Cultural Affairs Annenberg Comm. Bch. House Files Yes No 2Y 2Y CGC34090 /DP CCS - Cultural Affairs Artist Files Yes No ACT PERM PERM CGC34090/DP CCS - Cultural Affairs Arts Commission Agendas Yes No 4Y 4Y CGC34090 /DP CCS - Cultural Affairs Arts Commission Audio Tapes Yes No 6M 6M DP CCS - Cultural Affairs Arts Commission Minutes Yes No PERM PERM PERM CGC34090 CCS - Cultural Affairs Grant Files No No 2Y 8Y l0Y CGC34090 /DP CCS - Cultural Affairs Miles Playhouse Program Files Yes No lY 6Y 7Y CGC34090/DP CCS - Cultural Affairs. Project Files Yes No ACT PERM ACT + PERM CGC34090/DP 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 Comrnission/Task Force Minutes Yes No PERM PERM PERM CGC34090/DP Thursday,' April 19, 2012 - Page 8 of 56 CCS - Human Services Complaints In In Total 4Y Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 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 PALBoard 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 5Y 5Y 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 SY 5Y CGC34090 CCS - Human services Personal Related Files Yes No ACT +2Y 5Y ACT + 7Y CGC34090/DP CCS - Human Services Program Files Yes No ACT l0Y ACT + 10Y CGC34090 /DP CCS - Human Services Project Files Yes No ACT 20Y ACT +20Y CGC34090/DP CCS - Human Services Reed Park Applications, Fin. Assistance Yes No lY 2Y 3Y COC34090 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 lY 9Y l0Y CGC34090/DP CCS - Human Services Reed Park Registmtion/Attendance Forms Yes No lY 2Y 3Y CGC34090 CCS - Human Services Reed Park Special Event Planning Files Yes No 1 Y 2Y 3Y CGC34090 CCS - Human Services Sr. Nutrition Program Files Yes No ACT 6Y ACT+ 6Y CGC34090 /DP Thursday, April 19, 2012 - Page 9 of 56 In in Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation CCS - Human Services Sr. Rec. Advisory Council Minutes Yes No lY PERM PERM CGC34090 CCS - Human Services Sr. Rec. Program Files 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 +lOY 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 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 - Park Maint. Projects Files Yes No l0Y l0Y DP CCS - Pub. Landscape A/P Files Yes No 4Y 4Y DP CCS - Pub. Landscape CDF -Tree Grant 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 Files No No E TR/HR E +TR/HR CGC34090 /DP CCS - Pub. Landscape Prop A Maintenance & Servicing Req. Yes No 7Y SY 12Y DP Thursday, April 19, 2012 - Page 10 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Pub. Landscape Purchasing Card Transaction Log Yes No SY 5Y CGC34090 /DP CCS - Pub. Landscape - Terminated Employees No No 2Y 2Y CGC34090 /DP CCS - Pub. Landscape Time Cards No No 2Y 2Y DP CCS - Pub. landscape Vendor Files Yes No 5Y 5Y CGC34090/DP CCS - Urban Forest Claims No No 2Y 2Y CGC34090/DP CCS - Urban Forest Edison Grid Yes No ACT ACT DP CCS - Urban Forest Grants Yes No ACT +4Y ACT +4Y 24CFR570.502(b)(3) CCS - Urban Forest Guidelines - Street Trees Yes Yes PERM PERM PERM DP CCS - Urban Forest Landmark Trees Yes Yes PERM PERM PERM DP CCS - Urban Forest landscape& Streetscape Projects Yes No 1SY 15Y DP CCS - Urban Forest Master Plan No Yes PERM PERM PERM DP CCS - Urban Forest Phone Logs Yes No 5Y 5Y DP CCS - Urban Forest Private Trees Yes No ACT ACT DP CCS - Urban Forest Tree Failure Reports Yes No ACT ACT DP CCS - Urban Forest Tree Maintenance Yes NO ACT ACT DP CCS - Urban Forest Tree Removal File Yes No 15Y 15Y DP CCS - Urban Forest Tree Service Log Yes No ACT +3Y ACT +3Y DP CCS - Urban Forest Tree Trimming Log Yes Yes PERM PERM PERM DP CCS - Urban Forest Tree Trimming Permits Yes No ACT+ 2Y ACT+ 2Y CGC34090d CCS - Urban Forest Trees - Historical Yes Yes PERM PERM PERM DP Thursday, April 19, 2012 Page 11 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Urban Forest Trees Planted Yes Yes PERM PERM PERM DP CCS - Urban Forest Vendor Files Yes No 5Y 5Y CGC34090/DP City Attorney - Admin. Budget, Final No No IND IND IND CGC34090/DP City Attorney - Admin. Budget, Working Papers Yes Yes IND IND IND CGC34090/DP City Attorney - Admin. Chronological Files Yes Yes IND IND IND 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 Mourne Yes Yes IND IND IND CGC34090/DP City Attorney - Admin. Time Sheets, Attorneys Yes No IND IND IND CGC34090 /DP City Attorney - Civil Lit Case Cards Yes No PERM PERM PERM CGC34090/DP City Attorney - Civil Lit Closing Papers Yes No ACT l0Y ACT+ 10Y CGC34090/DP City Attorney - Civil Lit Open and Closed Cases, Litigation Files Yes No ACT 20Y ACT+ 20Y CGC34090/DP City Attorney - Civil Lit Open and Closed Monthly Reports Yes No R R CGC34090 /DP City Attorney - Civil Lit Structure Settlement Agreement Yes No PERM PERM PERM CGC34090/DP City Attorney - Civil Lit Subpoenas Yes No 1 I DP City Attorney - CPU Closed Cases Yes No 3Y 17Y 20Y CGC34090/DP City Attorney - Criminal Appeals Log Book Yes No R R CGC34090 City Attorney - Criminal Bench Warrant Yes No lY 19Y 20Y CGC34090 /DP City Attorney - Criminal Business License Yes No ACT l0Y ACT+ 10Y CGC34090/DP City Attorney - Criminal Citations Yes No ACT l0Y ACT+ 10Y CGC34090/DP Thursday, April 19, 2012 Page 12 of 56 Thursday, April 19, 2012 Page 13 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney - Criminal Closed Case Files Yes No ACT l0Y ACT+ 10Y CGC34090 /DP City Attorney - Criminal Closed Cases, Domestic Violence Yes No ACT 15Y ACT+ 15Y CGC34090/DP City Attomey - Criminal Criminal Prosecutor 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 & Regs. - Yes No R R CGC34090 /DP City Attorney - Criminal Investigation Files Yes No ACT - loY ACT +10Y CGC34090/DP City Attorney - Criminal Records Inventory Sheet No No PERM PERM PERM CGC34090 /DP City Attomey - Criminal Research Files No No R R - CGC34090 City Attorney - Criminal Restitution Files Yes No ACT l0Y ACT+ l0Y CGC34090 /DP City Attorney - Muni Law Administrative Hearing Files Yes No ACT l0Y ACT+ 10Y CGC34090/DP City Attorney - Muni Law Airport Cases Yes No PERM PERM PERM CGC34090/DP City Attorney - Muni Law Appointment/Office Conference Book No No R R CGC34090 /DP City Attorney - Muni Law Bankruptcy Files Yes No 1 Y 5Y 6Y CGC34090/DP City Attorney - Muni Law Chronological Files No No IOY l0Y CGC34090 /DP City Attomey - Muni Law Closed Cases, Litigation Consumer Yes No ACT 20Y ACT+ 20Y CGC34090 /DP City Attorney - Muni Law Closed Files Yes No ACT 20Y. ACT+ 20Y CGC34090/DP City Attorney - Muni Law Land Use Files Yes No ACT l0Y ACT+ 10Y CGC34090/DP City Attorney - Muni Law MTBE Cases . Yes No PERM PERM PERM CGC34090/DP City Attorney - Muni Law Personnel Related Case Files Yes No ACT l0Y ACT +10Y CGC34090 /DP City Attorney - Muni Law Pitchess Motion Files Yes No ACT l0Y ACT + 10Y CGC34090 /DP Thursday, April 19, 2012 Page 13 of 56 Thursday, April 19, 2012 - Page 14 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney - Muni Law Public Records 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 - Admim B & C Application - Accepted Yes No ACT + 2Y 5Y ACT+ 7Y DP City Clerk - Admin. B & C Application - Not Acted Upon Yes No lY 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 CGC81009(b) City Clerk - Admin. Campaign Statement, Unsuccessful Yes No 5Y SY CGC81009(e) 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+ IY CGC34090/DP, City Clerk - Admin. Contracts Index Cud 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 - Admin. Internet Authorization (City Website) Yes No ACT+ 6M ACT+ 6M CGC34090/DP City Clerk- Admin. Miscellaneous Cash Receipt No No 3Y 3Y. CGC34090 City Clerk - Admin. Oaths of Office Yes No T+ 2Y 5Y T+ 7Y CGC34090 Thursday, April 19, 2012 - Page 14 Thursday, April 19, 2012 Page 15 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk - Admin. Ordinance Log Book Yes No R R CGC34090 /DP City Clerk - Admin. Proof of Publication Yes No 3Y 3Y CGC34090/DP City Clerk - Admin. Public Records Request No No 6M 6M DP City Clerk - Admin. Records Destruction Certificates Yes No PERM PERM CGC34090/DP City Clerk - Admin. Records Management Electronic Program Yes No PERM PERM CGC34090 /DP City Clerk - Admin. Records Transmittal Yes No PERM PERM CGC34090 /DP City Clerk - Admin. Records Transmittal, Destroyed Records Yes No PERM PERM CGC34090/DP City Clerk - Admin. Resolutions Log Book Yes No R R CGC34090/DP City Clerk - Admin. Statement of Economic Interest Log Yes No ACT+ 7Y ACT+ 7Y CGC34090/DP City Clerk - Admin. Statement of Economic Interests Successful Yes No ACT 7Y ACT+ 7Y CGC34090/DP City Clerk - Admin. Subject Files Index Cards Yes No R R CGC34090 /DP City Clerk - Admin. Time Cards, Prior to 11/98 Yes No 3Y 8Y IlY 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 Yes No ACT +1M ACT +1M EC20442 City Clerk - Election Ballot Receipts Yes No 6M 6M EC17302 City Clerk - Election Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 City Clerk - Election Ballots, Absent Voter Yes No 6M 6M ECI7505 City Clerk - Election Ballots, Voted Yes No 6M 6M EC17306 City Clerk - Election Challenge Lists Yes No 6M 6M EC17304 Thursday, April 19, 2012 Page 15 of 56 in in Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation City Clerk - Election Code of Fair Campaign Practices Yes No ACT+ IM ACT + 1M EC20442 City Clerk - Election Indexes Yes No 6M 6M EC17304 City Clerk - Election Internet Authorization (City Website) Yes No 6M 6M EC20442 City Clerk- Election Nominations Papers (All) Yes No T+ lY 3Y T +4Y EC17100 City Clerk - Election Petitions (Initiatives, Referendmns, Recalls) Yes No ACT+ 8M ACT+ 8M 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 5Y SY EC17300 City Clerk - Election Statement of Economic Interests Successful Yes No ACT 7Y ACT+ 7Y GC81009 City Clerk - Election Tally Sheet Yes No 6M 6M EC17304 City Clerk - Election Unqualified Measure Petitions Yes No ACT ACT + 8M EC20442 City Clerk - Legislative Affidavit of Postings Yes No 6Y 6Y CGC34090 /DP City Clerk - Legislative Agendas Yes No 6Y 6Y CGC34090/DP City Clerk - Legislative Charters Yes No PERM PERM CGC34090 City Clerk - Legislative Contracts, Capital hnprovemem/City Property Yes Yes PERM PERM CGC34090 /DP City Clerk - .Legislative Contracts, Construction Maintenance Yes No ACT+ 10Y ACT+ 10Y 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 IY lY DP City Clerk - Legislative Deeds Yes Yes PERM PERM CGC34090 Thursday, April 19, 2012 Page 16 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk - Legislative Election Files Yes No PERM PERM DP City Clerk - Legislative Legislative Subject Files Yes Yes PERM PERM DP City Clerk - Legislative Minutes, City Council Yes Yes PERM PERM CGC34090 City Clerk - Legislative ,Minutes, Housing Authority Yes Yes PERM PERM CGC34090 City Clerk - Legislative Minutes, Parking Authority Yes Yes PERM PERM CGC34090 City Clerk - Legislative Minutes, Redevelopment Agency Yes Yes PERM PERM CGC34090 City Clerk - Legislative Notice of Adjournment Yes No 6Y 6Y CGC34090/DP City Clerk - Legislative Ordinances, City Council Yes Yes PERM PERM CGC34090 City Clerk - Legislative Request to Speak (Chits) Yes No 2Y 2Y CGC34090 /DP City Clerk - Legislative Resolutions, City Council Yes Yes PERM PERM. CGC34090 City Clerk - Legislative Resolutions, Housing Authority Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, Parking Authority Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, Redevelopment Agency Yes Yes PERM PERM CGC34090 City Clerk - Support Servic AT File No No 2Y 2Y DP City Clerk - Support Servic Monthly Copy Billing Report Yes No 2Y 2Y CGC34090/DP City Clerk - Support Servic Monthly Mail Room Billing Report No No 2Y 2Y CGC34090 City Clerk - Support Servic Printing Requests Yes No 3Y 3Y CGC34090 City Clerk - Support Servic UPS Book Yes No S S CGC34090 City Council Administrative Files - No No U U CGC34090 /DP City Council Budget No No 4Y 4Y - DP Thursday, April 19, 2012 Page 17 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Council Budget Working Papers Yes No 3Y 3Y CGC34090 /DP City Council Commendations/Proclamations No No 5Y 5Y CGC34090 /DP City Council Complaint Files Yes No 2Y - 2Y 4Y CGC34090/DP City Council Council Correspondence Yes - No 3Y 8Y IlY CGC34090/DP City Council Council Travel Financial Reports No No 7Y 7Y CGC34090 City Council Equipment Manuals Yes No 'U U CGC34090 City Council Personnel Files No No E TR/HR E +TR/HR CGC34090 /DP City Council Purchase Orders No No 3Y 3Y CGC34090 City Council Request for Warrant No No 3Y 3Y CGC34090 City Council Requisitions No No 3Y 3Y CGC34090 City Council Subject Files No No ACT SY ACT +SY CGC34090/DP City Council Time Cards No No lY lY CGC34090 /DP City Council Vendor Files No No 3Y 3Y CGC34090 /DP City Manager - Admin. Administrative Instructions, Final Yes Yes PERM PERM PERM CGC34090 /DP City Manager - Admin. CMO Document Log Yes No IY lY DP City Manager - Admin. FEMA, Earthquake No No AA AA AA CGC34090/DP City Manger- Admin. Grievances No No 3Y 3Y CGC34090 City Manager- Admin. Lobbying State Filings No No 3Y 3Y DP ' City Manager - Admin. MTBE Subject Files No No ACT 5Y ACT + 5Y CGC34090 City Manager - Admin. Oaks Initiative (Electronic) Yes No 2Y 2Y DP Thursday, April 19, 2012 Page 18 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager- Admin. Personnel Files No No E TR/HR E +TR/HR CGC34090/DP City Manager- Admin. - Purchase Orders No No 3Y 3Y CGC34090 City Manager - Admin. Request for Proposals Yes No ACT 5Y ACT+ 5Y CGC34090 City Manager - Admin. Request for Warrant No No ACT 3Y ACT+ 3Y CGC34090 City Manager - Admin. Santa Monica Place Yes No IND IND IND CGC34090/DP City Manger- Admin. Subject Files No No ACT. 5Y ACT +5Y CGC34090 /DP City Manager - Admin. Subject Files - Special Project Yes No PERM PERM PERM CGC34090 /DP City Manager - Admin. Task Force Yes No ACT 6Y ACT+ 6Y CGC34090 /DP City Manager- Admin. Telecom No No IND IND IND CGC34090/DP City Manager - Admin. Time Warner /Century Cable Yes No IND IND IND CGC34090/DP City Manager- Admin. Vendor Files/Contracts No No 3Y 3Y 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 City Manager - City TV Video Tapes, City Council Yes No IND IND IND CGC34090 /DP City Manager - City TV Video Tapes, Community Projects Yes No IND IND IND CGC34090/DP City Manager - OSE Enviromnemal Reference Material No No IND IND IND DP City Manager - OSE Enviroffiemal Reports Yes No PERM PERM PERM CGC34090/DP City Manager - OSE Grants Yes Yes ACT 5Y ACT +5Y 24CFR570.502/DP City Manager -OSE HHW Manifests Yes No PERM PERM PERM 40CFR263.22/DP Thursday, April 19, 2012 - Page 19 of 56 Thursday, April 19, 2012 Page 20 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager -OSE Rebate Application (Electronic) No No ACT 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 PERM DP Finance - B &RO - UB Adjustments Yes No IY IY DP Finance - A/P 1099 Forms Yes No 4Y 3Y 7Y CGC34090/DP Finance - A/P Check Copy, Back Up Yes No 2Y 5Y 7Y CGC34090/DP Finance - A/P Check Register Yes No 7Y 7Y 26CFR301.6501/DP Finance -AT Contract Administration Disbursement Yes No 2Y 5Y 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 5Y 7Y 26CFR301.6401/DP Finance - AT Sales and Use Tax Reruns Yes No 7Y 7Y 26CFR301.6501/DP Finance - A/P Stop Payments Yes No 5Y SY 26CFR301.6501 Finance -AT 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 5Y 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 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 Thursday, April 19, 2012 Page 20 of 56 Thursday, April 19, 2012 Page 21 of 56 in In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B &RO - BL Application, Renewal Yes No PERM PERM PERM CGC34090 /DP Finance - B&RO - BL Application, Street Performer - Yes No IY 5Y 6Y CGC34090/DP Finance- B &RO -BL Audit Files No No lY 3Y 4Y CGC34090/DP Finance - B &RO - BL Bonds, Health Clubs Yes No 3Y 5Y 8Y CGC34090/DP Finance - B &RO - BL Business License Refunds Yes No 2Y 2Y CGC34090 /DP - Finance - B &RO - BL Contractors Final Job Yes No ACT 5Y ACT+ SY CGC34090/DP Finance - B &RO - BL JDE Journal Entry Report Yes No 2Y 5Y 7Y 26CFR301.6501 /DP Finance - B &RO - BL License, Bicycle Yes No ACT +2Y ACT +2Y CGC34090/DP Finance - B &RO - BL Massage Test Yes No 2Y 2Y CGC34090/DP Finance - B &RO - BL Notice to File for a Business Uc. Yes No 3Y 7Y l0Y CGC34090 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 lY 3Y 4Y CGC34090 /DP Finance - B&RO - BL Records Transmittal No No PERM PERM PERM CGC34090 /DP Finance - B &RO - CO Collection File Yes No 5Y 5Y 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 CGC34090/DP Finance - B&RO - CO Small Claims, Settled Yes No ACT + 5Y ACT + 5Y CGC34090 /DP Finance - B&RO - PP Batch Report Receipts Yes No 2Y SY 7Y CGC34090 /DP Finance - B &RO - PP Credit Card Sales Draft Yes No 2Y 2Y CGC34090 Thursday, April 19, 2012 Page 21 of 56 In In Total Dept/Div 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 Citation Report Yes No lY 2Y 3Y CGC34090/DP Finance - B &RO - PP Parking Citations, Contract Yes No ACT +2Y ACT +2Y CGC34090 Finance - B &RO - PP Puking Citations, Court Yes No 3Y 3Y CGC34090 Finance - B&RO - PP Parking Structure Invoices No No. ACT + 3Y ACT + 3Y CGC34090/DP Finance - B &RO - PP Preferential Parking No No 2Y 2Y DP Finance - B &RO - RE County of LA. Property Tax Yes No 3Y SY 8Y 26CFR301.6501 /DP Finance - B &RO - RE Credit Card Sales Draft Yes No 2Y 2Y CGC34090 Finance - B&R0 - RE Credit Card Settlement Summary Yes No 2Y 2Y - DP Finance - B&RO - RE Daily Cash Balance Report (POS) Yes No 2Y 5Y 7Y CGC34090 Finance - B&RO - RE Department Cash Audit No No 3Y 3Y CGC34090 Finance - B &RO - RE Deposit Slips Yes No 2Y 3Y SY 26CFR301.6501 Finance - B&RO - RE Franchise Statements Yes No 5Y 5Y CGC34090/DP Finance - B &RO - RE HDL Sales Tax Analyses Books Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - B &RO - RE Information Items No No U U DP Finance - B &RO - RE Investment Bank Confirmation Yes No ACT ACT CGC340901DP Finance - B&RO - RE Invoice, Vendors No No 3Y 3Y CGC34090 Finance - B &RO - RE Parking Facility Tax Returns Yes No 3Y 5Y 8Y 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 Thursday, April 19, 2012 Page 22 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B &RO - RE Real Property Transfer Tax Remittance Yes No 3Y SY 8Y 26CFR301.6501 /DP Finance - B &RO - RE Recording of Torca/Condo Release Lien Yes - No 6Y 6Y CGC34090/DP Finance - B &RO - RE Request for Warrants No No 3Y 3Y CGC34090 /DP Finance - B&RO - RE Revenue Batch Reports (Q Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - B &RO - RE Safekeeping Reports Yes No ACT ACT 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 2Y 4Y 6Y DP Finance - B &RO - RE Summary of Daily Cash Collection Yes No R R DP Finance - B &RO - RE Summary Sheet, Meter W Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - B &RO - RE TOT Tax Audit Yes No AA l0Y AA+ 10Y CGC34090/DP Finance - B&RO - RE Transient Occupancy Tax Returns No No 3Y 5Y 8Y 26CFR301.6501/DP Finance - B&RO - RE Treasurefs Cash Report Yes No 2Y 2Y 4Y CGC34090 /DP Finance - B &RO - RE Treasury Bonds Yes Yes PERM PERM PERM DP Finance - B &RO - RE Utility Users Tax Returns Yes No 3Y 5Y 8Y 26CFR301.6501 /DP Finance - B &RO - RE Vendor Contracts No No ACT +R ACT +R CGC34090/DP Finance -B &RO -Taxi Contracts Yes Yes ACT 5Y ACT +SY CGC34090 Finance - B&RO - Taxi Franchise Reports/Documents Yes No SY SY DP Finance - B &RO - Taxi RFP - Successful Yes Yes A 5Y A + 5Y CGC34090 Finance - B &RO - Taxi RFP - Unsuccessful Yes No C 2Y C +2Y CGC34090 Finance - B &RO - Taxi Taxicab App/Permit Files Yes No - ACT 2Y ACT + 2Y CGC34090/DP Thursday, April 19, 2012 Page 23 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B &RO - Taxi Taxicab Permit Testing Yes Yes 1 6Y 7Y CGC34090/DP Finance - B &RO - UB Adjustments Yes No lY lY DP Finance - B&RO - UB Applications - Yes No 2Y 2Y CGC34090/DP Finance - B &RO - UB Books Yes No PERM PERM PERM CGC340901DP 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 Yes No 4Y 4Y CGC34090 /DP Finance - Budget Budget Revenue Mid -Year No No ACT 5Y ACT+ 5Y 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 Dept'al. MOE Bud Request Yes No 4Y 4Y CGC34090 Finance - Budget 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 17Y ACT+ 17Y CGC34090/DP Finance - Budget M.O.U. No No R R DP Finance - Budget MOE Revenue Request Yes No 4Y 4Y CGC34090 /DP Finance - Budget S & L Bank Folders Yes No IND IND IND CGC34090 /DP Finance - Budget SB 90 Claims Yes No 7Y 7Y CGC34090/DP April 19, 2012 Page 24 of 56 Thursday, April 19, 2012 Page 25 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Budget Working Papers, Budget Yes No 4Y 4Y CGC34090/DP Finance - Budget Working Papers, Five Year Forecast Yes No 4Y 4Y CGC34090 Finance - Budget Working Papers, Mid 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 Cost 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 1099s for Bonds Yes No lY 5Y 6Y CGC34090/DP Finance - G/L Accounts Receivable Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - G/L Administrative Files No No U U DP Finance - G/L, Bank Reconciliations Yes No 2Y SY 7Y 26CFR301.6501 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 Thursday, April 19, 2012 Page 25 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -G /L Cash Receipts Yes No 2Y 3Y 5Y 26CFR301.6501 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 - G/L - Invoices Yes No 2Y 5Y - 7Y 26CFR301.6501 Finance - G/L Journal Entries Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - G/L MERL Loan Documents Yes No ACT 45Y ACT +45Y CGC34090 /DP Finance - G /L Parldng Authority Bond Coupon Yes No ACT +4Y ACT +4Y CGC3490/DP Finance - G/L Wire Transfers Yes No 5Y 5Y 26CFR301.6501 Finance - G/L Working Papers, CAFR Yes No 5Y 5Y CGC34090/DP Finance - Payroll Admirdstmtive Files No No U U DP Finance - Payroll Check Number Log Yes No 3Y 3Y CGC34090 /DP Finance - Payroll EDD Audit Form Yes No 3Y 3Y CGC34090 Finance - Payroll - Employee Folders Yes No E +2Y 4Y E +6Y 26CFR301.6501/DP Finance - Payroll Employment Verification 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 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 Finance - Payroll P/O PERS Listing Yes No IY 6Y 7Y 29CFR516.5 /DP Thursday, April 19, 2012 Page 26 of 56 in In Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation Finance - Payroll P/O Quarterly Medicare Tax Yes No lY 6Y 7Y 29CFR516.5/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 CGC34090 /DP Finance - Payroll Payroll Folder Yes No lY 6Y 7Y 29CFR516.5/DP Finance - Payroll Payroll Journals Yes No lY 6Y 7Y 29CFR516.5/DP Finance - Payroll Payroll Tax Returns Yes No 7Y 7Y 29CFR516.5/DP Finance - Payroll Terminated Employee Folders, Garnishment Yes No E +2Y 4Y E +6Y 29CFR516.5/DP Finance - Payroll Time Card Fdit Report Yes No lY 6Y 7Y CGC34090 /DP Finance - Payroll Time Cards Yes No 2 M l0Y I0Y CGC34090/DP Finance - Payroll Time Cards, After 1994 Earthquake Yes No AA 15Y AA+ 15Y CGC34090/DP Finance - Payroll Transportation Time Card Summary Yes No 4Y 4Y CGC34090/DP Finance - Payroll UI & SDI Tax Reports Yes No 1 6Y .7Y 29CFR516.5/DP Finance - Payroll W2's Yes No 1 6Y 7Y 26CFR301.6501 /DP Finance - Payroll YE Tax Fringe Benefits Yes No 7Y 7Y 29CFR516.5 /DP Finance - Payroll Year End Tax Files Yes No I 6Y '7Y 29CFR516.5/DP Finance - Purchasing Administrative Files No No IND IND IND DP Finance - Purchasing Bids, Formal Yes No lY 6Y 7Y CGC34090/DP Finance - Purchasing Complaint Files No No IND IND IND DP Finance - Purchasing Purchase Orders - - No No 2Y 5Y 7Y DP Finance - Purchasing Requisitions - Yes No 2Y 5Y 7Y CGC34090 /DP Thursday, April 19, 2012 Page 27 of 56 In In Total Dept/Div Records Series Title. Original Vital Office Storage Retention Legal Citation Finance - Risk Mgmt. Administrative Files No No U U DP Finance - Risk Mgmt. Budget No No R R DP Finance - Risk Mgmt. Budget Working Papers Yes No 3Y 3Y CGC34090 Finance - Risk Mgmt. Cal OSHA Reporting - No No 2Y SY 7Y COC34090 Finance - Risk Mgmt. Cancelled Checks No No 3Y 4Y 7Y 26CFR301.6501 Finance - Risk Mgmt. Certificate of Insurance Yes No 2Y 2Y CGC34090 /DP Finance - Risk Mgmt. Claim Experience Report Year End Yes No 5Y IOY 15Y CGC34090 /DP Finance - Risk Mgmt. Claim Files Liability, Litigated No No ACT l0Y ACT + 10Y CGC34090 Finance - Risk Mgmt. Claim Files Liability, Not Litigated Yes No ACT l0Y ACT+ 10Y CGC34090/DP Finance - Risk Mgmt. Claim Files, W/C Yes No ACT l0Y ACT+ 10Y 29CFRI904.6/DP Finance - Risk Mgmt. Claim Files, W /C, Future Medical Awards Yes No ACT PERM PERM CLCt8a2secl0102 Finance - Risk Mgmt. Claims Administration Bids No No 5Y 5Y CGC34090 /DP Finance - Risk Mgmt. Contracts No No R R CGC34090 /DP Finance - Risk Mgmt. Employee Occupational Exposure No No lY 30Y C +30Y CGC34090 Finance - Risk Mgmt. Incident Reports Yes No lY 3Y 4Y CGC34090/DP Finance - Risk Mgmt. Insurance Policies No No ACT PERM PERM CGC34090/DP Finance - Risk Mgmt. Liability Subrogation Files No No ACT 3Y ACT + 3Y CGC34090/DP Finance - Risk Mgmt. Request for Warrant No No 2Y 2Y DP Finance - Risk Mgmt. Safety Committee Minutes Yes No 5Y SY CGC34090/DP Finance - Risk Mgmt. Small Claims Files Yes No ACT MY ACT+ 10Y CGC34090/DP Thursday, April 19, 2012 Page 28 Thursday, April 19, 2012 Page 29 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Risk Mgmt. W/C Claims Cost Analysis Reports No No IY lY DP Fire - Admin. Administrative Files No No IND IND IND DP Fire - Admin. Background hnvestigations, Hired Yes No PERM PERM PERM CGC34090/DP Fire - Admm- Background Investigations, Not Hired Yes No IY 4Y SY CGC34090/DP : Fire - Admin. Budget Working Papers Yes No 3Y 3Y 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 5Y 3Y 8Y CGC34090 /DP .Fire - Admin. FD3 Yes No 5Y 3Y 8Y CGC34090 /DP Fire - Admin. Hazardous Material Response Yes No 31Y 31Y 29CFRI910.120 Fire - Admin. Homeland Security Grants Yes Yes 3Y 3Y 6Y CGC34090/DP Fire - Admin. Personnel Files No No E 5Y E + 5Y CGC34090 /DP Fire - Admin. Petty Cash No No 3Y 3Y CGC34090 Fire - Admin. Policy and Procedures No No lIY 11Y 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 Warrants - Vendor No No 6Y 6Y CGC34090 Fire - Admin. Shop Files Yes No LV LV LV CGC34090/DP Fire - Admin. Supplemental Time Sheets No No 3Y 8Y 11Y CGC34090 /DP Fire - Admin. Time Cards No No 5Y 8Y 13Y CGC34090/DP Thursday, April 19, 2012 Page 29 of 56 Thursday, April 19, 2012 Page 30 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Fire - Admin. Warehouse Inventory Requisitions No No 1 Y lY DP 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 29CFRI910.120 - Fire - Prevention - Inspection Notices Yes No 3Y 3Y UFC103.3.4 Fire - Prevention Inspection Reports Yes No ACT 6Y ACT + 6Y UFC103.3.4 Fire - Prevention 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 IND IND IND CGC34090/DP Fire - Support Services HIPPA Release Forms Yes Yes IND IND IND CGC34090 /DP Fire - Support Services Local Hazard Mitigation Plan No Yes 7Y 7Y - 42USCS 165 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 - Training Training Reports Yes No IND IND IND CGC34090/DP HED - Admin. Lease Files Yes Yes IND IND IND CGC34090/DP BED - Admin. Month End Reports Yes No 5Y 5Y CGC34090 /DP HED - Admin. Personnel Files No No E TR/HR E+ TR/HR CGC34090/DP HED - Admin. Petty Cash Yes No 3Y 3Y CGC34090/DP Thursday, April 19, 2012 Page 30 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED - Admin. Vendor Files Yes No ACT ACT BED - EDD Administrative Files Yes No 3Y 3Y BED - EDD Applications/Proposals Denied Yes No C + 3Y C + 3Y BED - EDD Assessment District Information Yes No PERM PERM PERM HED - EDD Blueprints Existing Yes Yes LB LB LB BED - EDD Blueprints, Proposal Rejected Yes No 6Y 6Y BED - EDD Business Improvement District Files Yes No PERM PERM PERM HED - EDD Contract Files - Excluding Cap. Improvement Yes Yes ACT 5Y ACT + 5Y HED - EDD Farmers Market Load Sheets Yes No 18M 18M HED - EDD Lease Files Yes Yes ACT +2Y PERM PERM BED - EDD Month/Year End Files Yes No 6Y ` 6Y HED -EDD Project Files Yes No ACT +2Y 8Y ACT +10Y HED - EDD Property Acquisition Yes Yes PERM PERM PERM HED - EDD Public Information Requests Yes No 3Y 3Y BED - EDD Subject Files Yes No ACT ACT HED - EDD Time Cards No No 2Y 2Y HED -EDD Vendor Files Yes No 3Y 3Y RED - EDD YARDI (electronic) Yes No MD IND BED - Farmers Market Vendor Files Yes Yes PERM PERM PERM BED - HA/Section 8 1099s Forms Yes No 2Y 5Y 7Y 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 DP CGC34090/DP Thursday, April 19, 2012 Page 31 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED - HA/Section 8 Audit Materials Yes No 2Y SY 7Y CGC34090 HED - HA/Section 8 Bank Reconciliations Yes No 2Y SY 7Y 26CFR301.6501 HED - HA/Section 8 Cancelled Checks Yes No 2Y 5Y 7Y 26CFR301.6501 HED - HA/Section 8 Check Copy Yes No 2Y SY 7Y 26CFR301.6501 BED - HA/Section 8 Family Self Suffiency Yes No 2Y 5Y 7Y CGC34090 HED - HA/Secfion 8 Financial Records Yes No 2Y 5Y 7Y CGC34090 HED - HA/Section 8 HUD Grants Yes No ACT + 1 SY ACT + 6Y CGC34090 /DP HED - HA/Section 8 Lindsey Monthly Back Up Reports - Yes No 2Y 5Y 7Y CGC34090 /DP HED- HA/Section 8 Tenant Files - Yes Yes ACT 3Y ACT +3Y 24CFR84.53 HED - HA/Section 8 Voucher Management Systems Yes No 2Y 5Y 7Y CGC34090 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 - Homing/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 BED -. Housing/P&P MERL Program Files - Yes No ACT 5Y ACT+ 5Y CGC34090 /DP HED - Housmg/P&P Program Policies & Procedures Yes No PERM PERM PERM CGC34090/DP HED - Housing/P&P Project Files Yes No ACT 5Y ACT + SY CGC34090/DP HED -SMRSA AB 1 X 26 Implementation No No ACT LP ACT +LP ABIX26 /DP HED - SMRSA Administrative Files No No ACT loY ACT+ l0Y DP HED - SMRSA Capital Project Files No No ACT LP ACT+ LP DP Thursday, April 19, 2012 Page 32 Thursday, April 19, 2012 Page 33 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BED - SMRSA Project Area Files Yes No _ ACT LP ACT + LP CGC34090 /DP Human Resources Acting Application File Yes No ACT SY ACT+ 5Y CGC34090 /DP Human Resources Advertisement Yes No 3Y 3Y CGC34090 Human Resources - Affirmative Action Report No No ACT ACT CGC34090/DP Human Resources Application File Yes No ACT 5Y ACT + 5Y CGC34090/DP Human Resources Assessment Center Exam Material Yes No ACT 5Y ACT+ SY CGC34090 /DP Human Resources Benefit Files No No ACT 6Y ACT +6Y CGC34090 /DP Human Resources Budget Worksheets Yes Yes 3Y 3Y CGC34090/DP Human Resources Bureau of National Affairs Yes No R R CGC34090/DP Hilmar, Resources Check Register (DCAP) Yes No IY 6Y 7Y CGC34090/DP Human Resources Chronological Files Yes No 3Y 3Y CGC34090 Human Resources Classification & Compensation Yes No ATC +2Y 8Y ACT +10Y 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+ 10Y CGC34090/DP Human Resources Deferred Compensation Correspondence No No PERM PERM PERM CGC34090/DP Human Resources Deferred Compensation File No Yes C + 1 25Y C+ 26Y CGC34090/DP Human Resources DFEB/EEOC Complaints Yes No ACT 15Y ACT+ 15Y CGC34090 /DP Human Resources Disability Retirement Files Yes Yes ACT l0Y ACT+ 10Y CGC34090/DP Human Resources Drug Policy Yes No ACT +10Y ACT +10Y CGC34090/DP Thursday, April 19, 2012 Page 33 of 56 Thursday, April 19, 2012 Page 34 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 List Yes No ACT +2Y 3Y ACT +SY CGC34090/DP Human Resources Eligibility List, Expired No No 3Y 3Y 6Y CGC34090/DP Human Resources Employee Handbooks Yes No ACT+ 10Y ACT+ 10Y CGC34090/DP Human Resources Employee Status No No 6Y 6Y CGC34090/DP Human Resources Exam History Files _ Yes No ACT + 5Y ACT+ 5Y CGC34090 /DP Human Resources Examination Materials File Yes No ACT 5Y ACT+ 5Y CGC34090 /DP Human Resources Examination/Application File Yes No ACT 5Y 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/Intemal Complaints Yes No ACT 15Y ACT +15Y CGC34090 /DP Human Resources Hazard Material Training Yes No 30Y - 30Y 29CFRI910.20 Human Resoumes 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+ 10Y ACT + 10Y CGC34090/DP Human Resources .Job Analysis Yes No R R CGC34090 Human Resources Job Bulletin Yes No ACT+ 10Y ACT+ 10Y CGC34090/DP Human Resources Medical Evaluation Yes No ACT 30Y ACT+ 30Y CGC34090 /DP Thursday, April 19, 2012 Page 34 of 56 In in Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation Human Resources Medical Standard Reports Yes No R R CGC34090/DP Human Resources Memorandum of Understanding No Yes PERM PERM PERM CGC34090 /DP Human Resources Microfilm Logs Yes No PERM PERM PERM CGC34090 /DP Human Resources Negotiations Files Yes Yes lY 20Y 21Y CGC34090/DP Human Resources PERS Procedures No No R R CGC34090/DP Human Resources PERS Special Projects Yes No ACT 15Y ACT +15 CGC34090 /DP Human Resources Personnel Board Audio Tapes Yes No 2Y 2Y DP Human Resources Personnel Board Conviction Yes No 2Y 3Y 5Y CGC34090/DP Human Resources Personnel Board Hearings No No ACT 7Y ACT+ 7Y CGC34090/DP Human Resources Personnel Board Minutes Yes No IOY l0Y CGC34090/DP 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 Resources Personnel Files, Perm Yes Yes E 6Y E + 6Y CGC34090/DP Human Resources Personnel Litigation Files Yes No ACT l0Y ACT+ 10Y CGC34090/DP Human Resources Policy Memos Yes No PERM PERM PERM CGC34090 /DP Human Resources Position Description _ Yes No PERM PERM PERM CGC34090 /DP Hunan Resources Procedural Manual No No ACT- l0Y ACT +10Y CGC34090/DP Human Resources Program Procedures No No R R CGC34090/DP Human Resources Pulmonary Function Test Yes No E 30Y E + 30Y CGC34090/DP Human Resources Purchase Orders No No 3Y 3Y CGC34090 Thursday, April 19, 2012 Page 35 of 56 Thursday, April 19, 2012 Page 36 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 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 Rideshare Yes Yes lY 2Y 3Y DP Human Resources Salary Schedule Yes No 7Y 7Y CGC34090/DP Human Resources Service Awards Yes No lY 2Y 3Y DP Human Resources Sick Leave Buy Back Yes No 5Y SY CGC34090/DP Human Resources Special Project Circumstance No No 3Y 3Y CGC34090 Human Resources Staff Reports No No 3Y 3Y CGC34090 Human Resources Time Cards No No 3Y 8Y 11Y CGC34090 /DP Human Resources Training Manuals No No R R CGC34090/DP Human Resources Training Program .Yes No 3Y 3Y CGC34090 Human Resources Tuition Reimbursement - Yes No 2Y 5Y 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 Thursday, April 19, 2012 Page 36 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation ISD - Admin. Contract Payment No No ACT+ 5Y ACT+ 5Y 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 IY ACT+ lY DP 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 lY ACT+ lY DP Library Applications, Meeting Room Rentals Yes No lY lY DP Library Grant Files Yes No l0Y loY CGC34090 /DP Library Library Board Packets Yes No PERM PERM PERM CGC34090 /DP Library Simi System Yes Yes IND IND IND CGC34090/DP Library Special Project Files Yes No ACT 20Y ACT +20Y CGC34090 /DP Pbu. Works - Architecture No No PCD - Admin. Special Project Files Yes No ACT l0Y ACT+ 10Y CGC34090/DP PCD -B &S Acoustical Reports Yes Yes LP +2Y LP +2Y CGC34090 /DP PCD - B & S Approved Plans Yes Yes PERM PERM PERM H &519850 PCD - B & S Building Code Modifications Yes Yes PERM PERM PERM CGC34090 Thursday, April 19, 2012 Page 37 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD - B &S Certificate of Occupancy Yes Yes PERM PERM PERM CGC34090 /DP PCD - B & S Disable Access Hardship Forms Yes Yes PERM PERM PERM CGC34090/DP PCD - B & S Energy Calculations - Yes No LP + 2Y LP + 2Y CGC34090/DP PCD - B & S Expired Plans Yes No LP + 2Y LP + 2Y CGC34090/DP PCD - B & S Permits Yes Yes PERM PERM PERM CGC34090 /DP PCD - B & S Soils/Geotechnical Reports Yes Yes PERM PERM PERM. CGC34090 /DP PCD - B & S Special inspectors Reports Yes No LB LB CGC34090/DP PCD - B & S Structural Calculations Yes Yes LB 1ND LB CGC34090/DP PCD - B & S Structural Observation Reports Yes Yes LB LB CGC34090/DP PCD - City Planning Address Files Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning ARB Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Audio Tapes of Board & Commission Mtgs. Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Board and Commission Minutes Yes Yes PERM PERM PERM CGC34090 /DP PCD - City Planning Landmark Commission Packets Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Landmark Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Planning Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Project Files Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Special Administrative Files Yes Yes PERM PERM PERM DP PCD /Admin -TDM Employer Fee Receipts Yes No 2Y 2Y Ordinance 1604 PCD /Admire.- TDM Employer Files Yes No 2Y 2Y Ordinance 1604 Thursday, April 19, 2012 Page 38 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD /Admire -TDM SCAQMD Survey Yes No 3Y 3Y CGC34090 /DP PCD /Admire - TDM SCAQMD Trip Reduction Plan Yes No 5Y - SY CGC34090/DP PCD /Admire - TDM Subject Files Yes No R R DP PCD /Admire -TDM Subject Project Yes No ACT +SY ACT +SY CGC34090/DP PCD /Admire -TDM Vehicle Pool Log Yes No 3Y 3Y CGC34090 PCD /Admire -Traffic Signs Call Back Logs (Electronic) Yes No I OY PERM PERM CGC34090 /DP PCD / Admin - Traffic Signs Daily Activity Logs (Electronic) Yes No l0Y l0Y CGC34090 /DP PCD /Admire - Traffic Signs Intersection Maintenance Log (In Field) Yes No l0Y l0Y CGC34090/DP PCD /Admire - Traffic Signs Traffic Signal As- Builts (Electronic) Yes No PERM PERM PERM DP PCD /Admire - Traffic Signs Traffic Signal Timing Sheets (Electronic) Yes No l0Y l0Y CGC34090/DP PCD /Admire -Traffic Signs Traffic Signal Work Order Requests (Electronic) Yes No IOY PERM PERM DP PCD /Code Compliance Complaints - . Yes No lY _ 19Y 20Y CGC34090 /DP PCD /STP Bike Plans & Racks Yes No 5Y 5Y DP PCD /STP Board& Commission Minutes Yes Yes PERM PERM PERM CGC34090 /DP PCD /STP Complaints Yes No l0Y l0Y . CGC34090 /DP PCD /STP Location Files Yes No PERM PERM PERM CGC34090/DP PCD /STP News Clippings No No IND IND IND CGC34090/DP PCD /STP Permits, Wide Loads Yes No ACT +2Y ACT +2Y CGC34090/DP PCD /STP Planning Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PCD /STP Project Files Yes No l0Y l0Y CGC34090 /DP Thursday, April 19, 2012 Page 39 of 56 In in Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD /STP Statewide Integrated Traffic Records No No IND IND IND DP PCD /STP Subject Files Yes No ACT ACT DP PCD /STP Traffic Count Yes Yes IND IND IND DP Police - ASD Animal Adoption Contracts Yes No 2Y 2Y DP Police - ASD Animal Call for Service Records Yes No 5Y 5Y 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 COC34090 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 Control Telephone Messages Yes No 2Y 2Y CGC34090 Police - ASD Animal Control Trap Rental Logs Yes No 2Y 2Y CGC34090 Police - ASD Animal Impound Cards Yes No 2Y 2Y CGC34090 Police - ASD Animal Orders to Comply Yes No 3Y 3Y CGC34090/DP 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 +lY E +IY DP Police -ASD Automated License Plate Readers Yes No 1Y IY DP Police - ASD Background Investigation File, Hired Yes No E+ 6Y E + 6Y CGC34090/DP Thursday, April 19, 2012 Page 40 of 56 Thursday, April 19, 2012 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - ASD Background Investigation File, Not -hired Yes No 5Y -SY CGC34090/DP Police - ASD Barking Dog Letter - Yes No 2Y 2Y CGC34090 Police - ASD Cash Drawer Count Forms Yes No lY lY DP Police - ASD Cash Register Receipts Yes No lY lY DP Police - ASD Citation Pink Copies No No lY lY DP Police -ASD Citation Transmittal Yes No lY IY DP Police - ASD Citizen Academy Applications Yes No 2Y 2Y CGC34090 Police - ASD Concealed Weapon Permits Yes No ACT +lY ACT +IY CGC34090 /DP Police - ASD Credit Card Receipts Yes No 7Y 7Y CGC34090 /DP Police - ASD Daily Cash Reconciling Reports Yes No lY lY DP Police - ASD Daily Report Login Sheet Yes - No IY IY DP Police - ASD Daily Safety Check Log Yes No 3Y 3Y CGC34090/DP Police - ASD Deceased Animal Logs Yes No 2Y 2Y CGC34090 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 hnpounds, Never Released Yes No 3Y 3Y CGC34090/DP Police - ASD In- Custody Booking Logs Yes No IY lY DP Police -ASD Jn- Custody Processing Logs Yes No lY lY DP Police - ASD Jail Blotter Yes No 2Y 2Y CGC34090 Thursday, April 19, 2012 in Dept/Div Records Series Title Original Vital Office in Total Storage Retention Legal Citation Police - ASD Jail Initial Intake Form/Not Booked Yes No lY - lY DP Police - ASD Jail Special Confinement Log Yes No ACT +2Y ACT +2Y CGC34090/DP Police - ASD Jail Watch Summary Report Yes No lY lY 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 Mobile Audio/Video In Car Camem Yes No 3Y 3Y CGC34090/DP Police - ASD On -line Police Reports Yes Yes PERM PERM PERM DP Police - ASD Overtime Slips Yes No ACT +2Y ACT +2Y CGC34090 /DP Police -ASD Pawn Slips Yes No lY lY DP Police - ASD PCD Logs Yes No lY lY DP Police - ASD Personnel Files No No E TR/HR E +TR/HR CGC34090/DP Police - ASD Personnel History Cards - Yes No PERM PERM PERM DP Police - ASD Police Training Files Yes No E +6Y E +6Y CCP335.1 /DP Police - ASD Policy Review Reports Yes No 5Y SY CGC340901DP Police -ASD Private Tow Cards Yes No I I DP Police - ASD Property Receipt Yes No SOY 50Y 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 Public Video Security System Yes No 3M 3M DP Thursday, April 19, 2012 Page 42 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - ASD Repossession Cards Yes No 1Y 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 IY CGC34090.5 Police - ASD Scanned Jail Booking Packet Yes No lY IY CGC34090.5 Police - ASD Scanned Police Reports Yes No lY lY CGC34090.5 Police -ASD Scanned Release Vehicle Impound Yes No 1Y 1Y CGC34090.5 Police - ASD Scanned Subpoenas Yes No lY lY CGC34090.5 Police -ASD Scanned Tow Hearing Files Yes No lY lY CGC34090.5 Police -ASD Scanned Traffic Accident Report Yes No IY IY CGC34090.5 Police -ASD Sealed Adult Police Reports Yes No 3Y 3Y PC 851.8/DP Police - ASD Sealed Juvenile Police Reports Yes No 5Y 5Y 781 (a) WIC/DP Police - ASD Secure/Non Secure Juv. Detention Log Yes No 3Y 3Y CGC34090 /DP Police - ASD Sign Out Sheet Yes No ACT + lY ACT + lY 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 Spay/Neuter Vouchers Yes No 2Y 2Y CGC34090 Police - ASD Stray Animal Affidavit Yes No 2Y 2Y CGC34090 Police - ASD Training Bulletins/Sign Off Fonn Yes _ Yes PERM PERM PERM CGC34090/DP Police -ASD Vacation Slips Yes No ACT +2Y ACT +2Y CGC34090/DP Thursday, April 19, 2012 Page 43 of 56 Thursday, April 19, 2012 Page 44 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - ASD Volunteer Files Yes No ACT +1Y ACT +IY DP Police - ASD Worker's Compensation Files /IOD Yes No TR/RM TR/RM CGC34090 /DP Police - CID AFIS Log Yes No U +2Y U +2Y CGC34090 /DP 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 CGC340901DP Police - CID Film, Mug Yes No MY 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 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 +6Y CGC34090 /DP Thursday, April 19, 2012 Page 44 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 - CID 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 U +2Y CGC34090/DP Police - OCOP Administrative Hearing Transcript Yes No 2Y 2Y CGC34090 Police - OCOP After Action Report Memo. Yes No 3Y 3Y CGC34090 Police - OCOP Al Case File (Non Criminal) Yes No SY 5Y CGC34090/DP Police - OCOP Asset Seizure Admin. Files Yes No 8Y 8Y CGC34090/DP Police - OCOP Audio Tapes Yes No 5Y SY PC 832.5b/DP Police -OCOP Complaints - Misc.(Infomtal) Yes No 3Y 3Y 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 Report Yes No SY 5Y CGC34090/DP Police - OCOP Grant Files Yes No ACT+ 5Y ACT+ 5Y CGC34090/DP Police - OCOP Jail Incident Report Yes No 3Y 3Y CGC34090 Police - OCOP K9 Incident Memo. Yes No E +3Y E +3Y CGC34090 Police -OCOP OC Spray Memo. Yes No 3Y 3Y CGC34090 Police - OCOP - Officer Involved Shoot Review Yes No 3Y 3Y CGC34090 Police - OCOP OPN Memo. Yes No 3Y 3Y COC34090 Thursday, April 19, 2012 Page 45 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - OCOP Personal Complaints/Tapes <100 His Off Yes No 5Y SY PC 832.5b/DP Police - OCOP Personal Complaints/Tapes >= 100 His Off Yes No PERM PERM PERM CGC34090/DP Police - OCOP Pitchess Motions Yes No PERM PERM PERM CGC34090 /DP Police - OCOP POA Request for Time Off Yes No 5Y SY CGC34090/DP Police - OCOP 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 - OCOP Traffic Accident Review Memo Yes No 3Y 3Y CGC34090 Police - OCOP Use of Force Worksheet Yes No 3Y 3Y CGC34090 Police - OD Court List Yes No 2Y 2Y COC34090 Police - OD CSO I Daily Logs Yes No 2Y - 2Y CGC34090 Police - OD CSO rl Daily Logs Yes No 2Y 2Y CGC34090 Police - OD Event Bookings Yes No 2Y 2Y CGC34090 Police - OD Harbor Service Officer Daily Logs Yes No 2Y 2Y CGC34090 Police - OD Notice of Violation Yes No ACT +3Y ACT +3Y CGC34090/DP Police - OD NRO Electronic Activity Worksheet Yes No 2Y 2Y CGC34090 Police - OD Park Ranger Daily Logs Yes No 2Y 2Y CGC34090 Police - OD Request for Refunds on Court Appearance No No 3Y 3Y CGC34090 Police - SED ABC Files - No No ACT +2Y ACT +2Y CGC34090/DP Police - SED Case Files No No U +2Y U +2Y CGC34090/DP Thursday, April 19, 2012 Page 46 of 56 Thursday, April 19, 2012 _ Page 47 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - SED Cash Vouchers Yes No 3Y 3Y CGC34090/DP 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 HIP Team Officer Logs Yes No ACT +2Y ACT +2Y CGC34090/DP Police - SED Informant Files Yes No ACT + 5Y ACT+ 5Y CGC34090/DP Police - SED K9 Officer Daily Log Yes No 5Y 5Y CGC34090/DP Police - SED Laser/L.idar Files Yes No ACT +3Y ACT +3Y CGC34090/DP Police - SED Motor Officer Logs Yes No 2Y 2Y CCP335.1/DP Police - SED Mounted Officer Daily Log Yes No 2Y 2Y CGC34090/DP - Police - SED PASD Logs Yes No U +3Y U +3Y DP Police - SED Rental Car Worksheets Yes No ACT +IY ACT +IY DP Police - SED Taxi Permits Yes No ACT +2Y ACT +2Y CGC34090 Police - SED TS/TC Officers Daily Logs - Yes No 2Y 2Y CGC34090 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. Pewits, Mitigate Yes No 2Y 8Y IOY CGC34090/DP Pub. Works - Admin. Pewits, Street Yes No MY IOY CGC34090/DP Pub. Works - Admin. Permits, Street Repair Yes No 2Y 2Y CGC34090 Pub. Works - Admin. Permits, Use of Public Property Yes No ACT +2Y ACT +2Y CGC34090 Pub. Works - Admin. Permits, Utility Excavate Yes No PERM PERM PERM CGC34090 /DP Thursday, April 19, 2012 _ Page 47 of 56 April 19, 2012 Page 48 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Admin. - Permits, Wastewater Fac. Fee Yes No 5Y 3Y 8Y CGC34090 /DP Pub. Works - Admin. Permits, Water Meters Yes No 5Y 3Y 8Y CGC34090/DP Pub. Works - Airport Administrative Files No No ACT ACT DP Pub. Works - Airport Agenda Packets Commissioner - Yes No 2Y PERM PERM CGC34090/DP Pub. Works - Airport Airport Commission Agenda Yes No 2Y PERM PERM CGC34090/DP Pub. Works - Airport Airport Commission Minutes Yes No PERM PERM PERM CGC34090 Pub. Works- Airport AWG Minutes Yes No PERM PERM PERM - CGC34090 /DP Pub. Works - Airport AWG, Project Files Yes No ACT 5Y ACT +SY CGC34090 /DP Pub. Works - Airport Flight Activity Log Yes No IND IND IND CGC34090 /DP Pub. Works - Airport - Grant Files Yes No PERM PERM PERM CGC34090/DP Pub. Works - Airport Lease Files, Aviation Yes Yes ACT + 2Y PERM PERM CGC34090/DP Pub. Works - Airport Lease Files, Commercial Yes No ACT +2Y 8Y ACT +10Y CGC34090/DP Pub. Works - Airport Month -End Files No No 3Y 3Y CGC34090 Pub. Works - Airport Noise Reports Yes No IND IND IND CGC34090 /DP Pub. Works - Airport Personnel Files No No E TR/HR E +TR/HR CGC34090/DP Pub. Works - Airport Project Files Yes No ACT SY ACT+ 5Y CGC34090/DP Pub. Works - Airport Security Logs Yes - No IND IND IND CGC34090/DP .Pub. Works - Airport Maint Payroll Records Yes No 3Y 3Y CGC34090/DP Pub. Works - Architecture Bids, Unsuccessful Yes No 3Y 3Y CGC34090 Pub. Works - Architecture Budget Working Papers Yes No 3Y 3Y - CGC34090 April 19, 2012 Page 48 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Architecture Drawing, Project (Electronic) Yes No PERM PERM PERM CGC34090/DP Pub. Works - Architecture Engineering Drawings Yes No PERM PERM PERM CGC34090/DP Pub. Works - Architecture Personnel Files No No E TR/HR E +TR/HR CGC34090 Pub. Works - Architecture Special Provisions Yes No PERM PERM PERM 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 Yes Yes PERM PERM. PERM HS 7955 Pub. Works - Cemetery Interment Books Yes Yes PERM PERM PERM HS 7955 Pub. Works - Cemetery Interment Records Yes Yes PERM PERM PERM HS 8128 Pub. Works - Cemetery Maps Yes Yes PERM PERM PERM HS 7955 Pub. Works - Cemetery Plot Books Yes Yes PERM PERM PERM HS 7955 Pub. Works - Cemetery Plot Invoices Yes Yes PERM PERM PERM CGC34090 /DP Pub. Works - Cemetery Pre Need Records Yes Yes PERM PERM PERM CGC34090 /DP Pub. Works - Cemetery Receipt Books - Yes Yes PERM PERM PERM - CGC34090 /DP Pub. Works - Cemetery Sales Orders Books Yes Yes PERM PERM PERM CGC34090/DP Pub. Works - Cemetery Summary of Daily Cash Collected Yes Yes PERM PERM PERM CGC34090/DP Pub. Works - Custodial Svc Budget Working Papers Yes No 3Y 3Y COC34090 Pub. Works - Custodial Svc Personnel Files No No E TR/HR - E + TR/HR CGC34090/DP Pub. Works - Custodial Svc Punch Time Cards No No 2Y 2Y CGC34090/DP Thursday, April 19, 2012 in in Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation Pub. Works - Custodial Svc Time Cards No No 2Y 2Y CGC34090/DP Pub. Works - Engineering Bids, Unsuccessful Yes No 3Y 3Y CGC34090 Pub. Works - Engineering Budget Working Papers Yes No 3Y 3Y CGC34090 /DP Pub. Works - Engineering Certified Payrolls Yes Yes ACT 3Y ACT +3Y 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 Dmwings Yes - No PERM PERM PERM CGC34090/DP Pub. Works - Engineering Grant Files Yes Yes ACT SY ACT+ 5Y 24CFR570.502(b)(3) Pub. Works - Engineering Human Resources Files No No E TR/HR E +TR/HR CGC34090 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 PERM DP Pub. Works - Engineering - Parcel Mergers No No PERM PERM PERM DP Pub. Works - Engineering Permits & Excavations No No ACT +2Y ACT +2Y CGC34090 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 - Engineering Video Inspection, Pre Construction Yes No PERM PERM PERM CGC34090 /DP Pub. Works - Facilities Mg Budget Working Papers Yes No 2Y 2Y CGC34090 Thursday, April 19, 2012 Page 50 of 56 Thursday, April 19, 2012 Page 51 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Facilities Mg Daily Activity Log (Electronic) Yes No l0Y IOY DP Pub. Works - Facilities Mg, Daily Repair Log (Electronic) Yes No 15Y 15Y CGC34090/DP , Pub. Works - Facilities Mg Graffiti Removal Consent Forms Yes No ACT+ 3Y ACT + 3Y 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 - Facilities Mg Project Files Yes No U U DP Pub. Works - Facilities Mg Proposal, Rejected Yes No U U CGC34090 Pub. Works - Facilities Mg Request For Proposal Yes No R R DP Pub. Works - Facilities Mg Street Light Repair Log Yes No PERM PERM - PERM CGC34090 /DP Pub. Works - Facilities Mg Work Order, DB Electronic Yes No IND IND IND CGC34090/DP Pub. Works - Fleet Mgmt. . CHP Bit Inspection No Yes 2Y 2Y VC34501.12 Pub. Works - Fleet Mgmr. Heavy Duty Driver Vehicle Insp. Report Yes Yes 3M 3M CFR396.11 Pub. Works - Fleet Mgmt. Periodic Smoke Inspection (PSI) Yes Yes ACT +2Y ACT +2Y 13CCR2190 Pub. Works - Fleet Mgmt. Preventive Maintenance Does. Yes Yes LV LV CGC34090 Pub. Works - Fleet Mgmt. Smog Inspection Does. Yes Yes 3Y 3Y HS44019 Pub. Works - Main. Mgmt. Budget Working Papers Yes No 3Y 3Y CGC34090 Pub. Works - Main. Mgmt. Personnel Files No Yes - E E DP Pub. Works - Main. Mgmt. Vendor Files No No ACT +2Y ACT +2Y CGC34090/DP Pub. Works - Main. Mgmt. Warehouse Requisition Forms Yes No 2Y 7Y 9Y CGC34090/DP Pub. Works - Main. Mgmt. Work Orders, DB Electronic Yes No IND IND CGC34090 /DP Thursday, April 19, 2012 Page 51 of 56 Thursday, April 19, 2012 Page 52 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works -Pier Main. Payroll Reports No No 3Y 3Y DP Pub .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 -hi Reports Yes No C + lY - C + lY DP Pub. Works -RRR Citations/Notification Yes No C +IY C +IY DP Pub. Works - RRR Community Service Workers Yes No 2Y 2Y DP Pub. Works -RRR Landfill Receipts Yes No C +3Y C +3Y CGC34090/DP Pub. Works-RRR Missed Kmnos Punch Forms Yes No C +2Y C +2Y CGC34090 /DP Pub. Works -RRR Northstar Work Orders Yes No lY lY DP Pub. Works - RRR Private Hauler Reports Yes Yes 3Y 3Y CGC34090/DP Pub. Works - RRR Private Hauler Vendor Files No Yes 3Y 3Y CGC34090 /DP Pub. Works -RRR Receipt Books Yes No C +lY C +IY DP Pub. Works - RRR 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 App Yes No 3Y .3Y CGC34090/DP Pub. Works - RRR Vehicle Safety Check (Non Comm) 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 C604090MP Pub. Works - Street Main. Sidewalk Inspections Yes No ACT+ 6Y ACT+ 6Y CGC34090/DP Thursday, April 19, 2012 Page 52 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 50Y 50Y CGC34090/DP Pub. Works - Street Main. Street Work Orders Yes No ACT+ 6Y ACT+ 6Y CGC34090/DP Pub. Works - Street Main. Work Orders, DB Electronic Yes No IND IND IND CGC34090/DP Pub. Works - Street Main. Work Orders, Old System Yes No SY 5Y CGC34090 /DP Pub. Works - WR - Admin. Applications Yes No PERM PERM PERM DP Pub. Works - WR - Admin. Books Yes No PERM PERM PERM DP 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 loY ACT +10Y 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 5Y 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 PERM PERM PERM 26CFR301.6501/DP Pub. Works- WR- Admin. Surveys Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR -CYW Billables Yes No 3Y 3Y DP Pub. Works - WR - CY W Construction Maps No No PERM PERM PERM DP Pub. Works - WR - CY W Damage Rpt, City Property (Electronic) No No 3Y 3Y DP Thursday, April 19, 2012 Page 53 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - WR - CY W Damage Rpt, Vehicle ( Electronic) No No 3Y 3Y DP Pub. Works - WR - CY W Fire Hydrant Flow Tests (Electronic) No No PERM PERM PERM CGC34090 /DP Pub. Works - WR - CY W Flow Charts Yes No 6Y 6Y CGC34090 /DP Pub. Works - WR - CY W Gen Liability Accident Rpt. (Electronic) No No 3Y 3Y CGC34090 Pub. Works - WR - CY W Inspection Reports Yes No 5Y 5Y CGC34090/DP Pub. Works -WR -CYW Report - Meter Read No No I I DP Pub. Works - WR - CY V✓ Valves Books Yes No PERM PERM PERM CGC34090 /DP Pub. Works - WR - CY W Vehicle Inspection Report No No 3Y 3Y CGC34090 Pub. Works -WR -CYW Waste!Water Maps Yes No PERM PERM PERM - CGC34090/DP Pub. Works -WR -CYW Water Main Failure Reports No No PERM PERM PERM CGC34090/DP Pub. Works -WR -CYW Water Maps Yes No PERM PERM PERM CGC34090/DP Pub. Works -WR -CYW 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 5Y 5Y 22CCR64469 Pub. Works - WR - Wtr. Trt Daily Treatment & Prod. Report No No IND IND" IND 22CCR64469 Pub. Works - WR - Wtr. Trt Lab Reports, Data Yes Yes IND IND IND 40CFR141.91 Pub. Works - WR - Wtr. Trt Lab Summary Reports - Yes No IND IND IND CGC34090/DP Pub. Works - WR - Wtr. Trt Pressure Charts Yes No IND IND IND CGC34090/DP Pub. Works - WR - Wtr. Trt Reference Research No No R R DP Pub. Works - WR - Wtr. Trt Report - Edit Journal - No I No lY lY DP Thursday, April 19, 2012 Page 54 of 56 In In Dept/Div Records Series Title Original Vital Office Storage Total Retention Legal Citation Pub. Works - WR - Wtr. Trt VOA Data Yes No l0Y l0Y 40CFR141.33 Pub. Works - WR- Wtr. Trt Warranty Files No No ACT ACT DP Pub. Works - WR - Wtr. Trt Well History Yes No PERM PERM PERM CGC34090 Public Works - Airport Mai Payroll Records No No 3Y 3Y CGC34090/DP Thursday, April 19, 2012 Page 55 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Approvals: City Attorney:,_ City Clerk: _ Resolution No. : —f7/ Retention Codes: AA = After Audit, ACT = While Active or Term Ends or Expires, AR = After Recorded, C = Current, DP = Department Policy, E = While Employed, HS = Health and Safety, IND = Indefinite, LB = Life of Building, LOB = Life of Business, LP = Life of Project, LV = Life of Vehicle, M = Months, PE = Parking Enforcement, PERM = Permanent, P/O = Printouts, R = Reference, S = Until Superseded or Recorded Over, T = Term, TR = Transfer to Police Records, TR/HR = Transfer to Human Resources, TR/RM = Transfer to Risk Management, U = As long as the document is useful, Y = Years, AG OP = Attorney General Opinions, CCP = Code of Civil Procedure, CFR = Code of Federal Regulations, CGC = California Government Code, CLC = California Labor Code, EC = Election Codes, LC = Legal Consideration, PC = Penal Code, UFC = Uniform Fire Code, USC = United State Code and WIC = Welfare and Institutions Code. * Current technology does not allow for one year retention period, ** See seperate document for retention periods based on City Council meeting outcomes. Thursday, April 19, 2012 Page 56 Adopted and approved this 22nd day of May, 2012. Ri hard Bloom, Mayor I, Maria M. Stewart, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10678 (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 22nd day of May, 2012, by the following vote: AYES: Councilmembers McKeown, O'Day, Holbrook, O'Connor, Mayor Pro Tern Davis, Mayor Bloom NOES: None ABSENT: Councilmember Shriver ATTEST: Maria M. Stewart, it Clerk