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R10750City Council Meeting 6 -25 -13 Santa Monica, California RESOLUTION N UMBER/ 0IDCCS) (City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA APPROVING A REVISED CITY -WIDE RECORDS RETENTION SCHEDULE WHEREAS, California Government Code Sections 34090 et seq., set forth certain legal requirements regarding the retention of certain municipal records; and WHEREAS, the adoption and implementation of the revised City -wide records retention schedule for the City of Santa Monica is necessary to ensure the orderly, efficient and economic conduct of the public's business; and WHEREAS, the City Clerk's Office has inventoried the records presently maintained by all departments within the City, and has determined which of those records are vital, which should be preserved and which should be discarded, and what the retention schedule should be for those records; and WHEREAS, the proposed revised City -wide retention schedule was reviewed by Department Heads, the City Attorney, and the City Clerk. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: 1 SECTION 1. The revised City -wide records retention schedule attached hereto as Exhibit "A ", is hereby approved and adopted and Resolution No. 10678 (CCS) is hereby repealed in its entirety.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 2013 (Proposed) In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Executive Complaints - ADA Yes No 7Y 7Y CGC34090/DP BBB - Executive Contracts /Agreements Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Executive Grievances/Internal Complaints Yes No SY 5Y 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 - Finance &Grants Contracts /Agreements, Funding Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Finance & Grants Credit Card Receipts Yes No 7Y 7Y CGC34090/DP BBB - Finance & Grants Dispatch Worksheet Yes No 2Y 8Y loY US:26CFR31.6001.1 BBB - Finance &Grants Grants, Capital Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Finance & Grants Grants, Operational Yes No ACT +3Y ACT+ 3Y CGC34090/DP BBB - Finance & Grants National Transit Database Reports (NTD) Yes No ACT 20Y ACT +20Y CGC34090/DP BBB - Finance &Grants Project Files, Financial Data Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Finance & Grants Reports, Payroll Yes No 2Y 2Y CGC34090/DP BBB - Finance & Grants Reports, Revenue Yes No 2Y 8Y l0Y CGC34090/DP BBB - Finance &Grants REP, Rejected, Federally Funded Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Finance & Grants REP. Rejected, Non - Federally Funded Yes No lY IY DP BBB - Finance & Grants Short Range Planning Files Yes No ACT 30Y ACT +30Y CGC34090/DP Monday, May 20, 2013 - Page I of 56 Monday, May 20, 2013 Page 2 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Finance & Grants STA/TDA Claims Yes No ACT +2Y ACT +2Y DP BBB - Finance & Grants State Controller Reports (SCR) Yes No ACT 20Y ACT +20Y CGC34090/DP BBB - Finance & Grants Surveys Yes No ACT toy ACT+ 10Y CGC34090/DP BBB - Finance & Grants Time Sheets Yes No 2Y 8Y l0Y CGC34090/DP BBB - GCR Advertising Master Sales Agmt Yes No ACT +4Y ACT +4Y DP BBB - GCR Artwork, Original Yes No PERM PERM PERM DP BBB - GCR Awards Program Applications Yes No 5Y 5Y CGC34090/DP BBB -GCR Contracts /Asreements Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - GCR Customer Feedback Yes No 2Y 2Y CGC34090/DP BBB - GCR Customer Feedback Database Yes No l0Y toy CGC34090/DP BBB - GCR Department Event Files Yes No lY IOY 11Y CGC34090/DP BBB - GCR Historical Files Yes Yes PERM PERM PERM DP BBB - GCR Long Term Planning Files Yes No 3Y 7Y l0Y CGC34090/DP BBB - GCR Metro Long Term Planning Files Yes No 2Y IND 1ND CGC34090/DP BBB - GCR Newsletter Yes No PERM PERM PERM DP BBB -GCR Project Files Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - GCR Project Files, Marketing Yes No 4Y 4Y CGC34090/DP BBB -GCR Receipts, Cash Yes No 3Y 3Y CGC340901DP BBB -GCR Reports Yes No 4Y - 4Y CGC34090/DP BBB -GCR Request for Proposal, Rejected Yes No lY I DP Monday, May 20, 2013 Page 2 of 56 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Maintenance Certificates/Permits Yes No ACT ACT CGC34090/DP BBB - Maintenance Environmental Reports Yes No 30Y 30Y 29CFR1910.120 BBB - Maintenance Facility Expansion Yes Yes LB LB LB DP BBB - Maintenance Historical Files Yes Yes ACT PERM PERM DP BBB - Maintenance Personnel Files No No E +2Y E +2Y DP BBB - Maintenance Reports Yes No 4Y 4Y CGC34090/DP BBB - Maintenance Training Materials - Yes No S S CGC340901DP BBB - Maintenance Vehicle Bid Specifications Yes No U U DP BBB - Maintenance Vehicle Files Yes No LV +3Y LV +3Y CG04090/DP BBB - Maintenance Vehicle Pool Log Yes No 2Y 2Y - DP BBB - Operations AFMS Data, Electronic Yes No 3Y 3Y CGC34090/DP BBB - Operations Compliance Certificates Yes No ACT ACT CGC34090/DP BBB - Operations FCC Licenses, Current Yes No S S DP BBB - Operations FCC Licenses, Sold Yes No 2Y _ 2Y DP BBB - Operations General Memorandum (GM's) Yes No lY 2Y 3Y CGC34090/DP BBB - Operations Lone Term Planning Documents Yes No 3Y 3Y 6Y CGC34090/DP BBB - Operations NTD Surveys Yes No lY 2Y 3Y CGC34090/DP BBB - Operations Personnel Files Yes No E +2Y E +2Y DP BBB - Operations Project Files Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Operations Reports Yes No 4Y 4Y DP Monday, May 20, 2013 Page 3 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Safety & Training Accident Files No No I 4Y 5Y CGC34090/DP BBB - Safety &Training Contracts/Agreements Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Safety & Training Dictaphone Recordings, Analog Yes No S S DP BBB - Safety & Training Dictaphone Recordings, Digital Yes - No 7Y 7Y CGC34090NP BBB - Safety & Training Drug Testing Files, Negative Yes No 3Y 3Y CGC34090 BBB - Safety & Training Drug Testing Files, Positive Yes No 6Y 6Y 49CFR653.31/DP BBB - Safety & Training DVR Recordings, Facilities Pending Litigation Yes No TR/RM TR/RM CGC34090/1)P BBB - Safety & Training DVR, Facilities Yes No S S DP BBB - Safety & Training DVR, Vehicles Yes No S S DP BBB - Safety & Training DVR, Vehicles Pending Litigation Yes No TR/RM TR/RM CGC34090/DP BBB - Safety & Training Estimate Files - Yes No lY 4Y 5Y CGC34090/DP BBB - Safety & Training Long Tenn Planning Files Yes No ACT 30Y ACT + 30Y CGC34090/DP BBB - Safety &Training Project Files Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Safety & Training Reports Yes No 4Y 4Y CGC34090/DP BBB - Safety & Training Safety Meetings Yes No 5Y 5Y CGC34090/DP BBB - Safety & Training SPAB & VTT Training Sign -in Sheets Yes No 5Y _ 5Y CGC34090/DP BBB - Safety & Training Training Materials Yes No S S CGC34090/DP CCS - Admin. Audio Tapes Yes No 3Y 3Y CGC34090 CCS - Admin. Photos Yes No PERM PERM PERM CGC34090iDP CCS - Admin. Project Blueprints No No IND IND- IND DP Monday, May 20, 2013 Page 4 of 56 In In Total, Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 SY 5Y CGC34090/DP CCS - Civic Auditorium Cash Receipts Yes No SY 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 - AccidenuIncident Reports Yes No lY 3Y 4Y CGC34090/DP CCS - Comm. Recreation ALL - Contract Payment Forms No No ACT + lY ACT + lY DP CCS - Comm. Recreation ALL - Daily Cash Receipt Reports Yes No I 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 - Purchasin,g Card Receipts No No 1Y lY DP CCS - Comm. Recreation ALL - Req for Warrant (Contractors) No No ACT+ lY ACT + lY - CGC34090/DP CCS - Comm. Recreation. ALL - Req for Warrant (Non Contractors) No No I Y lY DP 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 Monday, May 20, 2013 Page 5 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation Beach/Water Activity Permit Application Yes No IY 1Y DP CCS - Comm. Recreation Classes - Instructor Agreements Yes No ACT+ lY ACT+ lY DP CCS - Comm. Recreation Classes - Registration/Waiver Forms Yes No ACT +IY ACT +lY DP CCS - Comm. Recreation Classes - Rejected RFP Yes No lY 2Y 3Y CGC34090 CCS - Comm. Recreation Drop -In Soccer Waiver Form Yes No ACT +IY ACT +IY 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 lY DP CCS - Comm. Recreation Fitness Room Waiver Form Yes No ACT+ lY ACT+ IY 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 +SY ACT +SY DP CCS - Comm. Recreation Gardens - Garden Partnership Registration Yes No ACT+ 1Y 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+ lY ACT+ IY DP CCS - Comm. Recreation Leagues - Director RFP - Rejected Yes No lY 2Y 3Y CGC34090 CCS - Comm. Recreation Leagues - Player Waiver Forms Yes No DID IND IND DP CCS - Comm. Recreation Leagues - Team Registration Yes No 2Y 2Y CGC34090/DP Monday, May 20, 2013 Page 6 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation Meeting Room Permit Applications - Yes No lY lY DP CCS - Comm. Recreation SMARS - Registration/Waiver Forms Yes No lY I DP CCS - Comm. Recreation SMARS- Volunteer Reg/Waiver Forms Yes No lY IY DP CCS - Comm. Recreation Sports Advisory Council - Agends Yes No 1Y 2Y - 3Y CGC34090/DP CCS - Comm. Recreation Sports Advisory Council - Minutes Yes Yes lY PERM PERM DP CCS - Comm. Recreation Sports Facilities - Permit Application Yes No I lY DP CCS - Comm. Recreation Surf Permit Approval Letters No No I Y 3Y 4Y DP CCS - Comm. Recreation Surf Permit REP Yes No lY 3Y 4Y CGC34090 CCS - Comm. Recreation Surf Permit RFP - Rejected Yes No lY 2Y 3Y CGC34090 CCS - Comm. Recreation Swim -Field Trip Permission Slips Yes No lY I DP CCS - Comm. Recreation Swim - Permit Application Yes No 2Y 2Y CGC34090 CCS - Comm. Recreation Swim - Vendor Agreements Yes No ACT +lY ACT +lY DP CCS - Comm. Recreation Swim - Vendor RFP - Rejects Yes No I 2Y 3Y CGC34090 CCS - Comm. Recreation Swim Center Ren'Waiver Forms Yes No I lY DP CCS - Comm. Recreation Tennis - Court Reservations Yes No I lY DP CCS - Comm. Recreation Tennis - Private Instructor Approval Yes No lY lY DP CCS - Comm. Recreation. Tennis - Tournament Dir RFP - Rejected Yes No lY 2Y 3Y CGC34090 CCS - Comm. Recreation Tennis - Tournament Director Agreement Yes No ACT+ lY ACT+ I DP CCS - Comm. Recreation The Cove - Class Reg/Waiver Forms Yes No lY IY DP CCS - Comm. Recreation The Cove - Daily Maint. Records Yes No 1Y 2Y 3Y DP Monday, May 20, 2013 Page 7 of 56 Monday, May 20, 2013 Page 8 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation The Cove - Registration/Waiver Forms Yes Yes IND IND IND DP CCS - Comm. Recreation Winter Display Applications Yes Yes IND RIM 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 Cash Receipts (Civic And.) Yes No ACT 5Y ACT+ 5Y 26CFR301.6501 CCS - Cultural Affairs Event Historical Files (Civic And.) Yes Yes PERM PERM PERM DP CCS - Cultural Affairs Grant Files No No 2Y 8Y 10Y 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 CGC340901DP CCS - Cultural Affairs Show Files, One of a Kind (Civic And.) Yes Yes PERM PERM PERM DP CCS - Cultural Affairs Show Files, Repetitive (Civic And.) Yes No ACT 3Y ACT+ 3Y DP CCS -Human Services Applications, Scholarships Yes No 3Y 3Y CGC34090 Monday, May 20, 2013 Page 8 of 56 Monday, May 20, 2013 Page 9 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 Commission/Task Force Minutes Yes No PERM PERM PERM CGC34090/DP CCS - Human Services Complaints Yes No 2Y 4Y 6Y CGC34090fDP 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 PAL Board Minutes Yes No PERM PERM PERM CGC34090/DP CCS - Human Services PAL Event Files Yes No 3Y 3Y CGC34090 CCS - Human Services PAL Event Photographs Yes No PERM PERM PERM CGC34090/DP CCS - Human Services PAL Financial Back -up Material Yes No 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 5Y 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 IOY 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 I 2Y 3Y CGC34090 CCS - Human Services Reed Park CREST Historical Files Yes No PERM PERM PERM CGC34090/DP CCS - Human Services Reed Park CREST Program Files Yes No lY 9Y l0Y CGC34090/DP Monday, May 20, 2013 Page 9 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Human Services Reed Park Registration /Attendance Fortes Yes No IY 2Y 3Y CGC34090 CCS - Human Services Reed Park Special Event Planning Files Yes No lY 2Y 3Y CGC34090 CCS - Human Services Rosie's Girls Program Files Yes No C+ lY 5Y C+ 6Y CGC34090/DP CCS - Human Services Sr. Nutrition Program Files Yes No ACT 6Y ACT+ 6Y CGC34090/DP CCS - Human Services Sr. Rec. Advisory Council Minutes Yes No IY 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+ l0Y CGC34090/DP CCS - Human Services VAP Program Files, Summer Food Yes No 6Y 6Y CGC34090/DP CCS - Human Services VAR 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 CGC340901DP CCS - Park Maint. Projects Files Yes No loY loY DP CCS - Prom. Maint. Daily Log Books Yes No loY loY CGC34090/DP CCS - Prom. Maint. Daily Work Orders Yes No ACT +3Y ACT +3Y CGC34090/DP Monday, May 20, 2013 Page 10 of 56 Monday, May 20, 2013 Page I 1 of 56 ' In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 CCS - Pub. Landscape Purchasing Card Transaction Log Yes No 5Y 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 SY 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 15Y 15Y DP CCS - Urban Forest Master Plan No Yes PERM PERM PERM DP CCS - Urban Forest Phone Logs Yes No SY 5Y DP CCS - Urban Forest Private Trees Yes No ACT ACT DP CCS - Urban Forest Tree Failure Reports Yes No ACT ACT DP Monday, May 20, 2013 Page I 1 of 56 Monday, May 20, 2013 Page 12 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 CCS -Urban Forest Trees Planted Yes Yes PERM PERM PERM DP CCS - Urban Forest Vendor Files Yes No 5Y 5Y CGC34090/DP City Attomey - Admin. Budget, Final No No IND IND IND CGC34090/DP City Attomey - Admin. Budget, Working Papers Yes Yes IND IND IND CGC34090/DP City Attomey - Admin. Chronological Files Yes Yes IND IND IND CGC34090/DP City Attomey - Admin. Opinion Files Yes Yes IND IND IND CGC34090/DP City Attomey - Admin. Personnel Files, At Will Yes No IND IND IND CGC34090/DP City Attorney - Admin., Rejection Letters Yes No ACT SY ACT +SY CGC12946/DP City Attorney - Admin. Subject Files, Marsha Moutrie 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 CGC34090NP City Attomey - Civil Lit Closing Papers Yes No ACT 20Y ACT +20Y - 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 Monday, May 20, 2013 Page 12 of 56 Monday, May 20, 2013 - Page 13 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney - Civil Lit Structure Settlement Agreement Yes No PERM PERM PERM CGC34090/DP City Attomey - Civil Lit Subpoenas Yes No lY lY DP City Attomey - CPU Closed Cases Yes No 3Y 17Y 20Y CGC34090/DP City Attorney - Criminal Appeals LOB 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 toy ACT +10Y CGC34090/DP 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 Attorney - 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 l0Y ACT +10Y CGC34090/DP City Attorney - Criminal Records Inventory Sheet No No PERM PERM PERM CGC34090/DP City Attorney - Criminal Research Files No No R R CGC34090 City Attorney - Criminal Restitution Files Yes No ACT toy ACT + I OY CGC34090/DP City Attomey - Muni Law Administrative Hearing Files Yes No ACT loY ACT +10Y CGC34090iDP 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 Attomey - Muni Law Banlauptcy Files Yes No lY 5Y 6Y CGC34090/DP _ Monday, May 20, 2013 - Page 13 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney - Muni Law Chronological Files No No IOY loY CGC34090/DP City Attorney - 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 1 oY 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 I OY ACT + 10Y CGC34090/DP City Attorney - Muni Law Pitchess Motion Files Yes No ACT l0Y ACT + 10Y CGC34090/DP City Attorney - Muni Law Public Records Requests Yes No 3Y 3Y CGC34090 City Clerk - Admin. AIP Files No No 4Y 4Y DP City Clerk - Admin. Audio Tapes of City Council Meetings Yes No 2Y 2Y CGC34090 City Clerk - Admin. B &CApplication - Accepted Yes No ACT +2Y 5Y ACT +7Y DP City 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 CGC81009(b) City Clerk - Admin. Campaign Statement, Unsuccessful Yes No 5Y 5Y 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 + lY ACT + lY CGC34090/DP City Clerk - Admin. Contracts Index Card File Yes No R R CGC34090/DP Monday, May 20, 2013 - Page 14 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk - Admin. Contracts Log Book Yes No R R CGC34090/DP City Clerk - Admin. Domestic Partnership Agreements Yes No IND IND CGC34090/DP City Clerk - Admin. 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 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 Los 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 11198 Yes No 3Y 8Y 11Y CGC34090/DP City Clerk - Election Absent Voter Identification Envelope Yes No 6M 6M EC17302 Monday, May 20, 2013 Page 15 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 61\4 6M EC17302 City Clerk - Election Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 City Clerk - Election Ballots, Absent Voter Yes No 6M 6M EC17505 City Clerk - Election Ballots, Voted Yes No 6M 6M EC17306 City Clerk - Election Challenge Lists Yes No 6M 6M EC17304 City Clerk - Election - Code of Fair Campaign Practices Yes No ACT +1M ACT +IM 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+ 1Y 3Y T +4Y EC17100 City Clerk - Election Petitions (Initiatives, Referendums, Recalls) Yes No ACT +SM 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 5Y 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 Monday, May 20, 2013 Page 16 of 56 Monday, May 20, 2013 Page 17 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk - Legislative Charters _ Yes No PERM PERM CGC34090 City Clerk - Legislative Contracts, Capital Improvement/City Property Yes Yes PERM PERM CGC34090/DP City Clerk - Legislative Contracts, Construction Maintenance Yes No ACT+ IOY 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 lY lY DP City Clerk - Legislative Deeds Yes Yes PERM PERM CGC34090 City Clerk - Legislative Election Files Yes No PERM PERM DP City Clerk - Legislative Legislative Subject Files Yes Yes PERM PERM DP 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, Parkins Authority Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, Redevelopment Agency Yes Yes PERM PERM CGC34090 Monday, May 20, 2013 Page 17 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk - Support Servic A/P 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 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 I lY 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 +TRIER 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 5Y ACT +SY CGC34090/DP ' City Council Time Cards No No lY IY CGC34090/DP City Council Vendor Files No No 3Y 3Y CGC34090/DP Monday, May 20, 2013 Page 18 of 56 Monday, May 20, 2013 Page 19 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager - Admin. Administrative Instructions, Final Yes Yes PERM PERM PERM CGC34090/DP City Manager - Admin. CMO Document Log Yes No lY 1 Y DP - City Manager - Admin. FEMA, Earthquake No No AA AA AA CGC34090/DP City Manager - 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 +SY CGC34090 City Manager - Admin. Oaks Initiative (Electronic) Yes No 2Y 2Y DP City Manager - Admin. Personnel Files No No E TR/HR E +TR/I-IIt CGC34090/DP City Manager- Admin. Purchase Orders No No 3Y 3Y CGC34090 City Manager - Admin. Request for Proposals Yes No ACT 5Y ACT +SY CGC34090 City Manager- Admin. Request for Warrant No No ACT 3Y ACT+3Y CGC34090 City Manager - Admin. Santa Monica Place Yes No IND hQIJ IND CGC34090/DP City Manager - Admin. Subject Files No No ACT 5Y ACT +SY CGC34090/DP City Manager - Admin. Subject Files - Special Project Yes No PERM PERM PERM CGC34090/DP City Manager - Admin. Task Force Yes No ACT 6Y ACT +6Y CGC34090/DP City Manager - Admin. Telecom No No IND IND IND CGC34090/DP City Manager- Admin. Time Wamer /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 Monday, May 20, 2013 Page 19 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager - City TV Program Rights Agreements No No U U CGC34090 City Manager - City TV Video Tapes, City Council Yes No IND IND EVD CGC34090/DP City Manager - City TV Video Tapes, Community Projects Yes No IND EVD IND CGC34090/DP City Manager - OSE Audio Tapes (Electronic) Yes Yes 2Y 2Y CGC34090 City Manager - OSE Environmental Reference Material No No IND IND IND DP City Manager - OSE Environmental Reports Yes No PERM PERM PERM CGC34090/DP City Manager - OSE Grants Yes Yes ACT 5Y ACT +5Y 24CFR570.502/DP City Manager - OSE HHW Manifests Yes No PERM PERM PERM 40CFR263.22/DP 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 Fiannce - B&RO - UB Adjustments Yes No IY lY 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 - AT Check Register Yes No 7Y 7Y 26CFR301.6501/DP Finance - A/P 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 - A/P Sales and Use Tax Returns Yes No 7Y 7Y 26CFR301.6501/DP Finance - AT Stop Payments Yes No 5Y 5Y 26CFR301.6501 Finance - AT Void Warrants (Checks) Yes No 2Y 5Y 7Y 26CFR301.6501/DP Monday, May 20, 2013 Page 20 of 56 Monday, May 20, 2013 Page 21 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 TRJHR E +TR/flR DP Finance - Admin. Project Files Yes No PERM PERM PERM DP Finance - B &RO - BL Application, Approved Business Lie. Yes No lY PERM PERM CGC34090/DP Finance - B &RO - BL Application, Denied Business Lic. Yes No lY PERM PERM CGC34090/DP Finance - B &RO - BL Application, Non -Profit Yes No lY PERM PERM CGC34090/DP Finance - B &RO - BL Application, Renewal Yes No IY PERM PERM CGC34090/DP Finance - B &RO - BL Application, Street Performer Yes No lY 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 +5Y 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 - BE Massage Test Yes No 2Y 2Y CGC34090/DP Finance - B &RO - BL Notice to File for a Business Lie. Yes No 3Y 7Y I0Y 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 Monday, May 20, 2013 Page 21 of 56 Monday, May 20, 2013 Page 22 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 &RG - 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 5Y 7Y CGC34090/DP Finance - B &RO - PP Credit Card Sales Draft Yes No 2Y 2Y CGC34090 Finance - B &RO - PP Lots& Structures Files Yes No PERM PERM PERM CGC34090/HS19850 Finance - B &RO - PP Parking Citation Report Yes No IY 2Y 3Y CGC34090/DP Finance - B &RO - PP Parking Citations, Contract Yes No ACT +2Y - ACT +2Y CGC34090 Finance - B &RO - PP Parking 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 Bond Receipts Yes Yes PERM PERM PERM CGC34090/DP Finance - B &RO - RE Bond Series Spreadsheet Yes Yes PERM PERM PERM CGC34090/DP Finance - B &RO - RE Bonds, Returned Original Yes Yes PERM PERM PERM 26CFR301.6501/DP Finance - B &RO - RE County of LA Property Tae Yes No 3Y 5Y 8Y 26CFR301.6501/DP Finance - B &RO - RE Credit Cud Sales Draft Yes No 2Y 2Y CGC34090 Finance - B &RO - 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 Monday, May 20, 2013 Page 22 of 56 Monday, May 20, 2013 Page 23 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B &RO - RE Department Cash Audit No No 3Y 3Y CGC34090 Finance - B &RO - RE Deposit Slips Yes No 2Y 3Y 5Y 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 CGC34090/DP Finance - B &RO - RE Invoice, Vendors No No 3Y 3Y CGC34090 Finance - B &RO - RE Parking Facility Tax Remms 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 Finance - B &RO - RE Real Property Transfer Tax Remittance Yes No 3Y 5Y 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 CG04090/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 SE278 Gas Company Deregulation No No IY 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 (L) Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - B &RO - RE TOT Tax Audit Yes No AA l0Y AA+ 10Y CGC34090/DP Monday, May 20, 2013 Page 23 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B &RO - RE Transient Occupancy Tax Returns No No 3Y 5Y 8Y 26CFR301.6501/DP Finance - B &RO - RE Treasurer's 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 Treasury Contracts Yes Yes ACT +lY 3Y ACT +4Y CGC34090 Finance - B &RO - RE Utility Users Tax Returns Yes No 3Y 5Y SY 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 SY ACT +SY CGC34090 Finance - B &RO - Taxi Franchise Reports/Documents Yes No ACT 5Y ACT+ 5Y DP Finance - B &RO - Taxi RIP - 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 Finance - B &RO - Taxi Taxicab Permit Testing Yes Yes IY 6Y 7Y CGC34090/DP Finance - B &RO - UB Adjustments Yes No I lY DP Finance - B &RO - UB Applications Yes No 2Y _ 2Y CGC34090/DP Finance - B &RO - UB Billing Contracts Yes Yes ACT +IY 3Y ACT +4Y CGC34090 Finance - B &RO - UB Books Yes No PERM PERM PERM 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 Yes No 4Y 4Y CGC34090/DP Finance - Budget Budget Revenue Mid -Year No No ACT 5Y ACT +SY CGC34090/DP Monday, May 20, 2013 - Page 24 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 CGC340901DP 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 ETD IND CGC34090/DP Finance - Budget SE 90 Claims Yes No 7Y 7Y CGC34090/DP Finance - Budget Working Papers, Budget Yes No 4Y 4Y CGC34090/DP Finance - Budget Working Papers, Five Year Forecast Yes No 4Y 4Y CGC34090 Finance - Budget Working Papers, Mid 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 CGC340901DP 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 Monday, May 20, 2013 - Page 25 of 56 Monday, May 20, 2013 Page 26 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 - GIL 1099's 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 5Y 7Y 26CFR301.6501 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 +IY 5Y ACT +6Y CGC34090/DP Finance - G/L Invoices Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - G/L Journal Entries Yes No PERM PERM PERM 26CFR301.6501/DP Finance - G/L MERL Loan Documents Yes No ACT 45Y ACT +45Y CGC34090/DP Finance - G/L Parking Authority Bond Coupon Yes No ACT +4Y ACT +4Y CGC3490/DP Finance - G/L Wire Transfers Yes No 5Y 5Y 26CFR301.6501 Finance - G/L Working Papers, CAFR Yes No 5Y 5Y CGC34090iDP Finance - Payroll Administrative Files No No U U DP Monday, May 20, 2013 Page 26 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Payroll Check Number Los 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 IY 6Y 7Y - 29CFR516.5/DP Finance - Payroll Journal No No R R DP Finance - Payroll P/0 FMS Batches Yes No lY 6Y 7Y 29CFR516.5/DP Finance - Payroll P/0 PERS City Contributions Yes No 1 6Y 7Y 29CFR516.5/DP Finance - Payroll P/O PERS Listing Yes No 1 6Y 7Y 29CFR516.5/DP Finance - Payroll P/O Quarterly Medicare Tax Yes No I 6Y 7Y 29CFR516.5/DP Finance - Payroll P/O Quarterly Tax Balance Report Yes No I 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 29CFP516.5/DP Finance - Payroll Terminated Employee Folders, Garnishment Yes No E +2Y 4Y E +6Y 29CFR516.5/DP Finance - Payroll Time Card Edit Report Yes No lY 6Y 7Y CGC34090/DP Finance - Payroll Time Cards Yes No 2M l0Y l0Y CGC34090/DP Finance - Payroll Time Cards, After 1994 Earthquake Yes No AA 15Y AA+ 15Y CGC34090/1)P Finance - Payroll Transportation Time Card Summary Yes No 4Y 4Y CGC34090/DP Monday, May 20, 2013 Page 27 of 56 Monday, May 20, 2013 Page 28 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Payroll UI & SDI Tax Reports Yes No lY 6Y - 7Y 29CFR516.5/DP Finance - Payroll W2's Yes No lY 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 lY 6Y 7Y 29CFR516.5/DP Finance - Purchasing Administrative Files No No IND IND IND DP Finance - Purchasing Bids, Formal Yes No lY 6Y 7Y CGC340901DP 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 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. Cad OSHA Reporting No No 2Y 5Y 7Y CGC34090 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 l OY 15Y CGC34090/DP Finance - Risk Mgmt. Claim Files Liability, Litigated No No ACT l OY ACT+ 10Y CGC34090 Finance - Risk Mgmt. Claim Files Liability, Not Litigated _ Yes No ACT JOY ACT+ 10Y CGC34090/DP Finance - Risk Mgmt. Claim Files, W/C Yes No ACT IOY ACT +IOY 29CFR1904.6/DP Finance - Risk Mgmt. Claim Files, W /C, Future Medical Awards Yes No ACT PERM PERM CLCtWsec10102 Monday, May 20, 2013 Page 28 of 56 Dept/Div Records Series Title In In Total Original Vital Office Storage Retention Legal Citation 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 Incidents (All Others) Yes No lY 3Y 4Y CGC34090/DP Finance - Risk Mgmt Incidents (Bus) Yes No lY 3Y 4Y CGC3409OiDP Finance - Risk Mgmt. Incidents (Trip/Fall) Yes No 4Y 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 5Y CGC34090/DP Finance -Risk Mgmt. Small Claims Files Yes No ACT l0Y ACT+ 10Y CGC34090/DP Finance - Risk Mgmt. W/C Claims Cost Analysis Reports No No lY lY DP Fire - Admin. Administrative Files No No INrD IND IND DP Fire - Admin. Background Investigations, Hired Yes No PERM PERM PERM CGC34090/DP Fire - Admin. Background Investigations , Not Hired Yes No I 4Y 5Y 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 SY 3Y SY CGC34090/DP Monday, May 20, 2013 Page 29 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 11Y 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 SY 11Y CGC34090/DP Fire - Admin. Time Cards No No SY 8Y 13Y CGC34090/DP Fire - Admin. Warehouse Inventory Requisitions No No I 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 29CFR1910.120 Fire - Prevention Inspection Notices Yes No 3Y 3Y UFCI03.3.4 Fire - Prevention Inspection Reports Yes No ACT 6Y ACT +6Y UFC1033.4 Fire - Prevention Investigation Reports - Bodily Haan- 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 10432 Monday, May 20, 2013 Page 30 of 56 Monday, May 20, 2013 Page 31 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 42USC5165 Fire - Support Services NFIRS (electronic data) Yes No IND IND IND CGC34090/DP Fire - Suppression Daily Journals (Electronic) Yes Yes PERM PERM PERM CGC34090/DP Fire - Training Training Reports Yes No IND IND IND CGC34090/DP HED - Admin. Month End Reports Yes No 5Y 5Y CGC34090/DP HED - Admin. Personnel Files No No E TR/HI2 E +TR/HR CGC34090/DP HED -EDD Administrative Files Yes No 3Y 3Y DP HED - EDD Applications/Proposals Denied Yes No C +3Y C +3Y CGC34090/DP HED - EDD Assessment District Information Yes No PERM PERM PERM CGC34090/DP HED - EDD Blueprints Existing Yes Yes LB LB LB CGC34090/DP HED - EDD Blueprints, Proposal Rejected Yes No 6Y 6Y CGC34090/DP HED - EDD Business Improvement District Files Yes No PERM PERM PERM CGC34090/DP HED -EDD Contract Files- Excluding Cap. Improvement Yes Yes ACT +SY ACT +SY CCP 337.2 HED - EDD Fanners Market Load Sheets Yes No 18M 18M DP HED -EDD Lease Files Yes Yes ACT +2Y PERM PERM CGC34090/DP HED - EDD Month/Year End Files Yes No 6Y 6Y CGC34090/DP HED -EDD Project Files Yes No ACT +2Y 8Y ACT +10Y CGC34090/DP Monday, May 20, 2013 Page 31 of 56 Monday, May 20, 2013 Page 32 of 56 In In Total . Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED - EDD Property Acquisition Yes Yes PERM PERM PERM CGC34090/DP HED -EDD Public Information Requests Yes No 3Y 3Y CGC34090 HED - EDD Subject Files Yes No ACT +2Y 8Y ACT+ 10Y CGC34090/DP HED - EDD Time Cards (electronic) Yes No IND IND DP - HED -EDD Vendor Files Yes No 3Y 3Y CGC34090 HED - EDD YARDI (electronic) Yes No IND IND CGC34090/DP HED - Fanners Market Vendor Files Yes Yes PERM PERM PERM DP HED - HA/Section 8 1099's Forms Yes No 2Y SY 7Y CGC34090/DP HED - HA/Section 8 Audit Materials Yes No 2Y 5Y 7Y CGC34090 HED - HA/Section 8 Bank Reconciliations Yes No 2Y 5Y 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 5Y 7Y 26CFR301.6501 HED - HA/Section 8 Family Self Suffiency Yes No 2Y 5Y 7Y CGC34090 HED - HA/Section 8 Financial Records Yes No 2Y 5Y 7Y CGC34090 HED - HA/Section 8 HUD Grants Yes No ACT + 1 5Y ACT + 6Y CGC34090/DP HED - HA/Section 8 Lindsey Monthly Back Up Reports Yes No 2Y 5Y 7Y CGC34090/DP HED - HA/Section 8 Repayment Agreement & Informal Hearings Yes Yes lY l0Y MY 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 Monday, May 20, 2013 Page 32 of 56 Monday, May 20, 2013 Page 33 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED - Housing/P &P Housing Commission Agendas Yes No 3Y 3Y CGC34090/DP HED - Housing/P &P Housing Commission Minutes (Electronic) Yes No PERM PERM PERM CGC34090 HED - Housing/P &P Housing Commission Mtg. Audio Tapes Yes No 2Y 2Y CGC34090 HED - Housing/P &P MERL Program Files Yes No ACT 5Y ACT +SY CGC34090/DP HED - Housing/P &P Program Policies & Procedures Yes No PERM PERM . PERM CGC34090/DP HED - Housing/P &P Project Files Yes No ACT 5Y ACT +SY CGC34090/DP HED - SMRSA AB I X 26 Implementation No No ACT LP ACT +LP ABIX26/DP HED - SMRSA Administrative Files No No ACT l0Y ACT+ 10Y DP HED - SMRSA Capital Project Files No No ACT LP ACT +LP DP HED -SMRSA Project Area Files Yes No ACT LP ACT +LP CGC34090/DP Human Resources Acting Application File Yes No ACT 5Y 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 +SY 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 Human Resources Check Register (DCAP) Yes No I 6Y 7Y CGC34090/DP Human Resources Chronological Files Yes No 3Y 3Y CGC34090 Monday, May 20, 2013 Page 33 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Classification & Compensation Yes No ATC +2Y 8Y ACT +IOY CGC34090/DP Human Resources Comp City Information Yes No 3Y - 3Y CGC34090 Human Resources Contract Insurance No No ACT 6Y ACT +6 29CFR261011 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 DFEH/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 CGC340901DP Human Resources Drug Testing "DOT" Yes No ACT +SY ACT +5Y 49CFR65331 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 +SY ACT +SY 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 Monday, May 20, 2013 Page 34 of 56 Monday, May 20, 2013 Page 35 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Fire Fighters Incentive Bonus Yes No E +2Y E +2Y CGC34090/DP Human Resources Grievances/Imemal Complaints Yes No ACT 15Y ACT+ ISY CGC34090/DP Human Resources Hazard Material Training Yes No 30Y 30Y 29CFR1910.20 Human Resources Immigration &Nat. Service (1-9 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+ l0Y CGC340901DP Human Resources Job Analysis Yes No R R CGC34090 Human Resources Job Bulletin Yes No ACT+ 10Y ACT+ l0Y CGC34090/DP Human Resources Medical Evaluation Yes . No ACT 30Y ACT+ 30Y CGC34090/DP Human Resources Medical Standard Reports Yes No R R CGC34090/DP Human Resources Memorandum of Understanding No Yes PERM PERM PERM CGC34090/DP Human Resources Microfilm Logs Yes No PERM PERM PERM CCC34090/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 SY CGC34090/DP Human Resources Personnel Board Hearings No No ACT 7Y ACT+ 7Y CGC34090/DP Human Resources Personnel Board Minutes Yes No loY IOY CGC34090/DP Human Resources Personnel Board Packet Yes No 2Y 3Y 5Y CGC34090/DP Monday, May 20, 2013 Page 35 of 56 Monday, May 20, 2013 Page 36 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 loY 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 Human 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 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 Monday, May 20, 2013 Page 36 of 56 Monday, May 20, 2013 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 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 ISD - Admin. Contract Payment No No ACT+ 5Y ACT + SY CGC34090/DP ISD - Admin. Contracts Yes No ACT +5Y 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+ IY 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 1Y ACT + 1Y DP Library Applications, Meeting Room Rentals Yes No lY IY DP Monday, May 20, 2013 Page 37 of 56 Monday, May 20, 2013 Page 38 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Library Grant Files Yes - No IOY l0Y CGC34090/DP Library Library Board Packets Yes No PERM PERM PERM CGC34090/DP Library Sion System Yes Yes ETD 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 IOY 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 &S19850 PCD - B & S Building Code Modifications Yes Yes PERM PERM PERM CGC34090 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 IND 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 ARE Minutes Yes Yes PERM PERM PERM CGC34090/DP Monday, May 20, 2013 Page 38 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD - City Planning Audio Tapes of Board & Commission Mtgs. Yes 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 /Code Compliance Complaints Yes No IY 19Y 20Y CGC34090/DP PCD /Code Compliance Violation Notice No Yes C PERM PERM DP PCD /STP Bike Plans & Racks Yes No IND IND IND DP PCD /STP Board & Commission Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD /STP Location Files Yes No PERM PERM PERM CGC34090/DP PCD /STP News Clippings No No IND IND EM 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 - loY CGC34090/DP PCD /STP Subject Files Yes No ACT ACT DP PCD /STP Traffic Count Yes Yes IND ETD - IND DP PCD/TEM Complaints Yes No IOY l0Y CGC340906P PCD/TEM Employer Fee Receipts Yes No 2Y 2Y Ordinance 1604 Monday, May 20, 2013 Page 39 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD/TEM Employer Files Yes No 2Y 2Y Ordinance 1604 PCD/TEM SCAQMD Survey Yes No 3Y 3Y CGC3409OiDP PCD/TEM SCAQMD Trip Reduction Plan Yes No 5Y SY CGC34090/DP PCD/TEM Statewide Integrated Traffic Records Yes Yes IND IND IND DP PCD/TEM Subject Files Yes No R R DP PCD/TEM Subject Project Yes No ACT +SY ACT +SY CGC34090/DP PCD/TEM Vehicle Pool Log Yes No 3Y 3Y CGC34090 PCD/Traffic Signals - Call Back Logs (Electronic) Yes No IOY PERM PERM CGC34090/DP PCD/Traffic Signals Daily Activity Logs (Electronic) Yes No I OY toy CGC34090/DP PCD/Traffic Signals Intersection Maintenance Log (In Field) Yes No IOY toy CGC34090/DP PCD/Traffic Signals Traffic Signal As- Builts (Electronic) Yes No PERM PERM PERM DP PCD/Traffic Signals Traffic Signal Timing Sheets (Electronic) Yes No IOY loY CGC34090/DP PCD/Traffic Signals Traffic Signal Work Order Requests (Electronic) Yes No toy PERM PERM 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 CGC34090 Police - ASD Animal Control Officer Training Files Yes No E +6Y E +6Y CGC34090/DP Police - ASD Animal Control Receiving Rea. Receipts Yes No 2Y 2Y CGC34090 Monday, May 20, 2013 Page 40 of 56 Monday, May 20, 2013 Page 41 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 COC34090 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+ lY DP Police - ASD Automated License Plate Readers Yes No lY I DP Police - ASD Background Investigation File, Hired Yes No E +6Y E+6Y CGC34090/DP Police -ASD Background Investigation File, Not -hired Yes No 5Y 5Y CGC34090/DP Police - ASD Barkins Dog Letter Yes No 2Y 2Y CGC34090 Police - ASD Cash Drawer Count Forms Yes No I lY DP Police - ASD Cash Register Receipts Yes No lY. 1Y DP Police - ASD Citation Pink Copies No No lY I DP Police - ASD Citation Transmittal Yes No lY lY DP Police - ASD Citizen Academy Applications Yes No 2Y 2Y CGC34090 Police - ASD Concealed Weapon Permits Yes No ACT +IY ACT +lY CGC34090/DP Police - ASD Credit Card Receipts Yes No 7Y 7Y CGC3409O DP Police - ASD Daily Cash Reconciling Reports Yes No 1 lY DP Monday, May 20, 2013 Page 41 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - ASD Daily Report Login Sheet - Yes No I Y lY DP Police - ASD Daily Safety Check Log Yes No 3Y 3Y CGC340901DP Police - ASD Deceased Animal Logs Yes No 2Y 2Y CGC34090 Police - ASD Euthanasia Logs Yes No 2Y 2Y CCC34090 Police - ASD PTO Files Yes No 2Y 2Y CGC34090 Police -ASD Homicide Reports Yes No PERM PERM PERM DP Police - ASD Impounds, Never Released Yes No 3Y 3Y CGC34090/DP Police - ASD In- Custody Booking Logs Yes No lY lY DP Police - ASD In- Custody Processing Logs Yes No I lY DP Police - ASD Jail Blotter Yes No 2Y 2Y CGC34090 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 I 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 AudioNideo In Car Camera 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 IY lY DP Monday, May 20, 2013 Page 42 of 56 May 20, 2013 Page 43 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - ASD Personnel Files No No E TR/HR E +7R/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 5Y CGC34090/DP Police - ASD Private Tow Cards Yes No I - lY DP Police - ASD Property Receipt Yes No 50Y 50Y CGC34090/DP Police - ASD Property Room Database Yes Yes PERM PERM PERM CGC34090/IDP 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 Police - ASD Repossession Cards Yes No IY lY DP Police - ASD Scanned Bail Bond Receipts Yes No lY lY CGC34090.5 Police - ASD Scanned Case Management Sheet No No IY lY DP Police - ASD Scanned Detention Certificates /Slips Yes No lY IY CGC34090.5 Police - ASD Scanned Jail Booking Packet Yes No lY lY CGC340905 Police - ASD Scanned Police Reports Yes No lY lY CGC34090.5 Police - ASD - Scanned Release Vehicle Impound Yes No lY lY CGC34090.9 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 I lY CGC34090.5 May 20, 2013 Page 43 of 56 Monday, May 20, 2013 Page 44 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 +IY ACT +IY CGC34090/DP Police - ASD Spay/Neuter Deposit Logs Yes No 2Y 2Y CGC34090 Police - ASD Spay/Neuter Deposit Receipts Yes No 2Y 2Y CGC34090 Police - ASD 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 CGC340901DP Police - ASD Vacation Slips Yes No ACT +2Y ACT +2Y CGC34090/DP Police - ASD Volunteer Files Yes No ACT +IY ACT +IY DP Police - ASD Worker's Compensation Files/IOD Yes No TR/RM TR/RM CGC34090/DP Police - CID AFIS Log Yes No U +2Y U +2Y CGC34090/DP Police - CID Booking Hardcopy Fingerprint Card Yes No PERM PERM PERM CGC34090/DP Police - CID Evidence Logs Yes No U +2Y U +2Y CGC34090/DP Police - CID Field Interview Cards Yes No PERM PERM PERM CGC34090/DP Police - CID Film, Color Slides Yes Yes PERM PERM PERM - CGC34090/DP Police - CID Film, Crime Scene Photo Calls Yes No PERM PERM PERM CGC34090/DP Police - CID Film, Mug Yes No loY 25Y 35Y CGC34090/DP Police - CID Film, Negatives Yes Yes PERM PERM PERM CGC34090/DP. Monday, May 20, 2013 Page 44 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 LAFIS Log Yes No U +2Y U +2Y CGC34090/DP Police - CID Latent Prints from Crime Scenes Yes No PERM PERM PERM CGC34090/DP Police - CID Murder Books Yes No PERM PERM PERM DP Police - CID Negatives Yes No 35Y 35Y CGC34090/DP Police - CID Officer Involved Shooting Files Yes Yes PERM 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 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 IOY 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 COC34090 Police - OCOP AI Case File (Non Criminal) Yes No SY 5Y CGC34090/DP Police - OCOP Asset Seizure Admin. Files Yes No 8Y SY CGC34090/DP Police - OCOP Audio Tapes Yes No 5Y 5Y PC 832.5b/DP Monday, May 20, 2013 Page 45 of 56 . Monday, May 20, 2013 - Page 46 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - OCOP Complaints -Mist. (Informal) 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 5Y 5Y CGC34090/DP Police - OCOP Grant Files - Yes No ACT +5Y ACT +SY 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 CGC34090 Police - OCOP Personnel Complaints/Tapes Yes No ACT ACT +5Y PC 832.5b/DP Police - OCOP Pitchess Motions Yes No PERM PERM PERM CGC34090/DP Police - OCOP POA Request for Time Off Yes No 5Y 5Y 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 COC34090 Police - OD Citizen Complaint Follow -Up Log Yes No 2Y 2Y CGC34090 Police - OD Court List Yes No 2Y 2Y CGC34090 Monday, May 20, 2013 - Page 46 of 56 Monday, May 20, 2013. Page 47 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - OD CSO IDaily Logs Yes No 2Y 2Y CGC34090 Police - OD CSO H Daily Logs Yes No 2Y 2Y CGC34090 Police - OD DMV Request for Confidentiality - Yes No E +4Y E +4Y CGC34090/DP 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 CGC340901DP 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 - OD Waiver - Ride -A -Along Yes No 4Y 4Y CGC34090/DP Police - SED ABC Files No No 2Y 2Y CGC34090/DP Police - SED Case Files No No U +2Y U +2Y CGC3409OiDP Police - SED Cash Vouchers Yes No 3Y 3Y CGC34090/DP Police - SED Citation Request for Dismissal Yes No 2Y 2Y CGC34090/DP Police - SED Expired Permits No No 2Y 2Y CGC34090/DP Police - SED HLP Team Officer Logs Yes No 2Y 2Y CGC34090/DP Police - SED Informant Files Yes No - 5Y SY CGC34090/DP Police - SED K9 Officer Daily Log Yes No 5Y 5Y CGC34090/DP Police - SED Laser /Lidar Files Yes No 3Y 3Y CGC340901DP Police - SED Motor Officer Logs Yes No 2Y 2Y CCP335.1/DP Monday, May 20, 2013. Page 47 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - SED Mounted Officer Daily Log Yes. No 2Y 2Y CGC34090/DP Police - SED PASO Logs Yes No U +3Y U +3Y DP Police - SED Rental Car Worksheets Yes No I lY DP Police - SED Taxi Permit Denials Yes No 2Y 2Y CGC34090 Police - SED TS/PC Officers Daily Logs Yes No 2Y 2Y COC34090 Police - SED Valet Permits Yes No 2Y 2Y CGC34090 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 CGC34090/1)P 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 CGC34090/1)P Pub. Works - Airport Personnel Files No No E - TR/ER E +TRkiR CGC34090/DP Pub. Works - Airport Project Files Yes No ACT 5Y ACT +SY CGC34090/DP Monday, May 20, 2013 Page 48 of 56 Monday, May 20, 2013 Page 49 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Airport Security Logs Yes No IND IND IND CGC34090/DP Pub. Works - Airport Maint Payroll Records (Electronic) 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 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 CGC340901DP 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 Monday, May 20, 2013 Page 49 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Cemetery Summary of Daily Cash Collected Yes Yes PERM PERM PERM CGC34090/DP Pub. Works - Custodial Svc Budget Working Papers (Electronic) Yes No 3Y 3Y CGC34090 Pub. Works - Custodial Svc Personnel Files No No E TRIHR E +TR/HR CGC34090/DP Pub. Works - Custodial Svc Punch Time Cards No No 2Y 2Y CGC34090/DP Pub. Works - Custodial Svc Time Cards (Electronic) No No 2Y 2Y CGC34090/DP Pub. Works - Engineering Bids, Unsuccessful Yes No 3Y 3Y CGC34090 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 Drawings Yes No PERM PERM PERM CGC34090/DP Pub. Works - Engineering Grant Files Yes Yes ACT 5Y 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 Permits, Encroachment Yes Yes PERM PERM PERM H &S193501, 4003 Pub. Works - Engineering Permits, Films Yes No ACT +2Y ACT +2Y CGC34090 Monday, May 20, 2013 Page 50 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Engineering Permits, Mitigate Yes No 2Y 8Y JOY CGC34090/DP Pub. Works - Engineering Pennits, Street Yes No l0Y l0Y CGC34090/DP Pub. Works - Engineering Permits, Street Repair Yes No 2Y 2Y CGC34090 Pub. Works - Engineering Permits, Use of Property Yes No ACT +2Y ACT +2Y COC34090 Pub. Works - Engineering Permits, Utility Excavate Yes Yes PERM PERM PERM CGC34090 Pub. Works - Engineering Pennits, Wastewater Fee Yes No 5Y 3Y 8Y CGC34090 Pub. Works - Engineering Permits, Water Meters Yes No SY 3Y 8Y CGC34090/DP Pub. Works - Engineering Special Provisions Yes No PERM PERM PERM CGC34090/DP Pub. Works - Engineering Tract Maps No No PERM PERM PERM DP Pub. Works - Engineering Video Inspection, Post Construction Yes No PERM PERM PERM CGC34090/DP Pub. Works - Engineering Video Inspection, Pre Construction Yes No PERM PERM PERM - CGC34090NP Pub. Works - Facilities Svc Budget Working Papers Yes No 2Y 2Y CGC34090 Pub. Works - Facilities Svc Daily Activity Log (Electronic) Yes No JOY l0Y DP Pub. Works - Facilities Svc Daily Repair Log (Electronic) Yes No 15Y 15Y CGC34090/DP Pub. Works - Facilities Svc Graffiti Removal Consent Fortes Yes No ACT +3Y ACT +3Y DP Pub. Works - Facilities Svc Inventory Street Light Map Yes Yes PERM PERM PERM DP Pub. Works - Facilities Svc Job Folders Yes No U U DP Pub. Works - Facilities Svc Project Files Yes No U U DP Pub. Works - Facilities Svc Proposal, Rejected Yes No U U CGC34090 Pub. Works - Facilities Svc Request For Proposal (Electronic) Yes No R R DP Monday, May 20, 2013 Page 51 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Facilities Svc Street Light Repair Log Yes No PERM PERM PERM CGC34090/DP Pub. Works - Facilities Svc Work Order, DB Electronic Yes No IND IND IND CGC34090/DP Pub. Works - Pier Main. Payroll Reports (Electronic) 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 Tum -In Reports Yes No C +IY 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 Kronos Punch Foams 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 +IY 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 Monday, May 20, 2013 Page 52 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Street/Fleet Fleet - CHP Bit Inspection No Yes 2Y 2Y VC34501.12 Pub. Works - Street/Fleet Fleet - Heavy Duty Driver Iose. Report Yes Yes 3M 3M CFR396.11 Pub. Works - Street/Fleet Fleet - Periodic Smoke Inspection (PSI) Yes Yes ACT +2Y ACT +2Y 13CCR2190 Pub. Works - Street/Fleet Fleet- Preventive Maintenance Does. Yes Yes LV LV DP Pub. Works - Street/Fleet Fleet - Smo.- Inspection Does. Yes Yes ACT +3Y ACT +3Y HS44019 Pub. Works - Street/Fleet Street - Asphalt Work Orders Yes No ACT +6Y ACT +6Y CGC34090/DP Pub. Works - Street/Fleet Street - Concrete Work Orders Yes No ACT +6Y ACT +6Y CGC34090/DP Pub. Works - Street/Fleet Street - Sidewalk Inspections Yes No ACT +6Y ACT +6Y CGC34090/DP Pub. Works - Street/Fleet Street - Warehouse Requisition Forms Yes No 2Y 7Y 9Y DP Pub. Works - Street/Fleet Street - Work Orders, DB Electronic Yes No IND IND IND 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 toy 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 29CFRI910.120 Pub. Works - WR - Admin. Project Files Yes No ACT SY ACT +5Y CGC34090/DP Pub. Works - WR - Admin. Project Files MTBE Yes No ACT toy ACT+ 10Y DP Pub. Works - WR - Admin. Property Tar Invoices Yes No PERM PERM PERM 26CFR301.6501/DP Monday, May 20, 2013. Page 53 of 56 Monday, May 20, 2013 1 Page 54 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 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 (Electronic) Yes No 5Y 5Y CGC34090/DP Pub. Works -WR -CYW Meter Read (Electronic) No No lY IY DP Pub. Works - WR - CY W Valves Books Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR - CYW Vehicle Inspection Report No No 3Y 3Y CGC34090 Pub. Works - WR - CY W Waste /Water Maps Yes No PERM PERM PERM CGC34090/DP Pub. Works - V,R - CY W Water Main Failure Reports No No PERM PERM PERM CGC34090/DP Pub. Works - WR - CY W Water Maps Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR - CY W Work Orders (Electronic) Yes No PERM PERM PERM DP Pub. Works — WR - PP Administrative Files Yes No LOB LOB LOB CGC34090/DP Pub. Works - WR - PP Permits, Sewer Yes No LOB IND LOB CGC34090/DP Pub. Works - WR - PP Project Files Yes No LOB IND LOB CGC34090/DP Pub. Works - WR - PP Reference Materials Yes No U U DP Monday, May 20, 2013 1 Page 54 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - WR - Wtr. Trt Consumer Complaints No No 5Y SY 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 CGC340901DP Pub. Works - WR - Wtr. Trt Reference Research No No R R DP Pub. Works - WR - WV. Trt Report - Edit Journal No No lY IY DP 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 Monday, May 20, 2013 Page 55 of 56 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Approvals: City Attorm City Clerk: Resolution P Retention Codes: AA = After Audit, ACT = While Active or Term Ends or Expires, AR = After Recorded, C = Current, DP = Department Policy, E = While Employed, HS = Health and Safety, IND = Indefinite, LB = Life of Building, LOB = Life of Business, LP = Life of Project, LV = Life of Vehicle, M = Months, PE = Parking Enforcement, PERM = Permanent, P/O = Printouts, R = Reference, S = Until Superseded or Recorded Over, T = Term, TR = Transfer to Police Records, TR/HR = Transfer to Human Resources, TR/RM = Transfer to Risk Management, U = As long as the document is useful, Y = Years, AG OP = Attorney General Opinions, CCP = Code of Civil Procedure, CFR = Code of Federal Regulations, CGC = California Government Code, CLC = California Labor Code, EC = Election Codes, LC = Legal Consideration, PC = Penal Code, UFC = Uniform Fire Code, USC = United State Code and WIC = Welfare and Institutions Code. * Current technology does not allow for one year retention period, ** See seperate document for retention periods based on City Council meeting outcomes. Monday, May 20, 2013 Page 56 of 56 Adopted and approved this 25th day of June, 2013 Aamonnor, Mayor I, Sarah P. Gorman, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10750 (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 25th day of June, 2013, by the following vote: AYES: Councilmembers: Davis, Holbrook, McKeown, Vazquez, Winterer Mayor O'Connor, Mayor Pro Tern O'Day NOES: Councilmembers: None ABSENT: Councilmember: None ATTEST: SA Sarah P. Gorman, City Clerk