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R10807City Council Meeting 5 -27 -14 Santa Monica, California RESOLUTION NUMBER 10807 (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schedule attached hereto as Exhibit "1 ", is hereby approved and adopted and Resolution No. 10750 (CCS) is hereby repealed in its entirety.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: `a • • D . . • ;7%= City of Santa Monica City -wide Records Retention Schedule 2014 (Proposed) Page 1 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title Yes No ACT 5Y ACT +5Y DP BBB - Executive Administrative Files CGC340901DP BBB - Executive Complaints - ADA Yes No 7Y 7Y Yes No ACT +2Y - ACT +2Y CGC34090/DP BBB - Executive Contracts /Agreements ACT +7Y CGC340901DP BBB - Executive Financial Reports Yes No ACT 7Y 5Y 5Y CGC34090/DP BBB - Executive Grievances/Internal Complaints Yes No Yes Yes PERM. PERM PERM DP BBB - Executive Historical Files ACT +7Y CGC34090/DP Personnel Actions (UTU) Yes No ACT 7Y BBB - Executive ACT +2Y CGC34090DP Yes No ACT +2Y BBB - Executive Project Files - Yes No 7Y 7Y DP BBB - Executve Purchase Card Receipts CGC34090/DP BBB - Executive Short Term Planning Files Yes No 3Y 3Y Yes No ACT +3Y ACT +3Y CGC34090/DP BBB -Finance &Grants Contracts /Agreements, Funding 7Y CGC34090/DP BBB - Finance &Grants Credit Card Receipts Yes No 7Y - US:26CFR31.6001.1 Yes No 2Y 8Y l0Y BBB - Finance &Grants Dispatch Worksheet Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Finance &Grants Grants, Capital ACT +3Y CGC34090/DP BBB - Finance &Grants Grants, Operational Yes No ACT +3Y Yes No ACT 20Y ACT +20Y CGC34090/DP BBB - Finance & Grants National Transit Database Reports (NTD) Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Finance &Grants Project Files, Financial Data Page 1 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 2 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Finance & Grants Reports, Payroll Yes No 2Y 2Y CGC34090/DP BBB - Finance & Grants Reports, Revenue Yes No 2Y 8Y 1 oY CGC34090/DP BBB - Finance &Grants RFP, Rejected, Federally Funded Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Finance & Grants REP, Rejected, Non - Federally Funded Yes No - lY lY DP BBB - Finance & Grants Short Range Planning Files Yes No ACT 30Y ACT +30Y CGC34090/DP BBB - Finance &Grants STA/TDA Claims Yes No ACT +2Y - ACT +2Y DP FEB - Finance & Grants State Controller Reports (SCR) Yes No ACT 20Y ACT + 20Y CGC34090/DP BBB - Finance & Grants Surveys Yes No ACT loY ACT+ 10Y CGC34090/DP BBB - Finance & Grants Time Sheets Yes No 2Y 8Y loY 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 Charter Contracts Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - GCR Contracts /Agreements Yes No ACT +4Y ACT +4Y CGC34090/DP BBB - GCR Customer Feedback Yes No 2Y 2Y CGC34090/DP BBB - GCR Customer Feedback Database Yes No loY l0Y CGC34090/DP BBB - GCR Department Event Files Yes No I l0Y 1tY CGC34090/DP BBB - GCR Historical Files Yes Yes PERM PERM PERM DP BBB - GCR Lons Term Planning Files Yes No 3Y 7Y l0Y CGC34090/DP BBB - GCR Metro Long Term Planning Files Yes No 2Y IND IND CGC34090/DP Tuesday, April 22, 2014 Page 2 of 57 Page 3 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title Yes No PERM PERM PERM DP BBB -GCR Newsletter ' ACT +2Y CGC34090/1)P Yes No ACT +2Y BBB -GCR Project Files 4y CGC34090/DP BBB - GCR Project Files, Marketing Yes No 4Y 7y CGC34090/DP BBB - GCR Purchase Card Receipts Yes No 7y . 3y CGC34090/DP BBB - GCR Receipts, Cash Yes No 3Y CGC34090/DP Yes No 4Y 4Y BBB -GCR Reports lY DP Request for Proposal, Rejected Yes No ly BBB -GCR ACT CGC34090/DP BBB - Maintenance Certificates/Permits Yes No ACT 29CFR1910.120 Yes No 30Y 30Y BBB - Maintenance Environmental Reports DP Yes Yes LB LB LB BBB - Maintenance Facility Expansion DP Yes No LV + 3Y LV +3Y BBB - Maintenance Fleet Inventory - DP Yes Yes ACT PERM PERM _ _ BBB - Maintenance Historical Files DP No No E +2Y E +2Y BBB - Maintenance Personnel Files 7Y CGC34090/DP BBB - Maintenance Purchase Card Receipts Yes No 7Y CGC34090/DP Yes No - 4Y 4Y BBB - Maintenance Reports S CGC34090/DP BBB - Maintenance Training Materials Yes No S DP BBB - Maintenance Vehicle Bid Specifications Yes No U U CGC34090/DP Yes No LV +3Y LV +3Y BBB - Maintenance Vehicle Files 3Y CGC34090/DP BBB - Operations AFMS Data, Electronic Yes No 3Y - CGC34090/DP Compliance Certificates Yes No ACT ACT BBB - Operations Page 3 of 57 Tuesday, April 22, 2014 Page 4 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 Long 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 CGC3409ODP BBB - Operations Purchase Card Receipts Yes No 7Y 7Y DP BBB - Operations Reports Yes No 4Y 4Y DP BBB - Safety & Training Accident Files No No lY 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 CGC34090/DP 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/DP 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 Page 4 of 57 Tuesday, April 22, 2014 Page 5 of 57 Tuesday, Apth 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Safety & Training Long Term Planning Files Yes No ACT 30Y ACT +30Y CGC34090/DP BBB - Safety &Training Project Files Yes No ACT +2Y ACT +2Y CGC34090/DP Yes No 4Y 4Y CGC34090/DP BBB - Safety & Training Reports 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 Yes No PERM PERM PERM CGC34090/DP CCS - Admin. Photos CCS - Admin. Project Blueprints No No END IND IND DP CCS - Admin. R&P Commission Minutes Yes No PERM PERM PERM CCC34090 CCS - Admin. R &P Commission Staff Reports Yes No PERM PERM PERM CGC34090/DP No No ACT 4Y ACT +4Y CGC34090/DP CCS - Admin. Subject Files CCS - Admin. Subject Files, Historical No No PERM PERM PERM CGC34090/DP Yes No 5Y 5Y 26CFR301.6501 CCS -Civic Auditorium Cash Receipts CCS - Civic Auditorium Event Historical Files Yes No PERM PERM PERM CGC340901DP 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 lY 3Y 4Y CGC340901DP CCS -Comm. Recreation ALL - Contract Payment Forms No No ACT +lY ACT +IY DP CCS - Comm. Recreation ALL - Daily Cash Receipt Reports Yes No lY 2Y 3Y CGC34090/DP Page 5 of 57 Tuesday, Apth 22, 2014 Page 6 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title No ly 2Y 3y CGC34090/DP CCS - Comm. Recreation ALL -Fin Assistance Award/Denial Letters Yes No ly 2Y 3y CGC340901DP CCS - Comm. Recreation ALL - Financial Assistance Applications es No No ACT ACT CGC34090/DP CCS - Comm. Recreation ALL - Permit Recipients Proof of Ins. CCS - Comm. Recreation ALL - Purchasing Card Receipts No No ly IY DP No No ACT +lY ACT +IY CGC34090/DP CCS - Comm. Recreation ALL -Req for Warrant (Contractors) CCS - Comm. Recreation ALL - Req for Warrant (Non Contractors) No No ly ly DP CCS - Comm. Recreation BBQ/Picnic Reservation Applications Yes No ly ly DP Yes No ACT 2Y ACT +2Y CGC34090 CCS - Comm. Recreation Beach/Water Activity Permit CCS - Comm. Recreation BeachlWater Activity Permit Application Yes No ly ly DP Yes No ACT +lY ACT +lY DP CCS -Comm. Recreation Classes - Instmctor Agreements Classes - Regis[ration/Waiver FOrmS Yes No ACT +IY ACT +ly DP CCS - Comm. Recreation 3Y CGC34090 CCS -Comm. Recreation Classes - Rejected RFP Yes No ly 2Y Yes No ACT +IY ACT +IY CGC34090/DP CCS -Comm. Recreation Drop -In Soccer Waiver Form Yes No 3Y 3Y CGC34090 CCS -Comm. Recreation Events - Applications No No 3Y 3Y CGC34090 CCS -Comm. Recreation Events -Letter of Requirement Yes No 3Y 3Y CGC34090 CCS -Comm. Recreation Events - Permits CCS - Comm. Recreation Film Permit Site Approval Notice Yes No ly ly DP Yes No ACT +IY ACT +1Y DP CCS - Comm. Recreation Fitness Room Waiver Form Yes No IY 2Y 3y CGC34090/DP CCS - Comm. Recreation Gardens - Advisory Council Agendas CCS - Comm. Recreation Gardens - Advisory Council Minutes Yes Yes ly PERM PERM DP Page 6 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation Gardens - Garden Applications Yes No ACT +SY ACT +SY DP CCS - Comm. Recreation Gardens - Garden Partnership Registration Yes No ACT + lY 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 +lY DP CCS - Comm. Recreation Leagues - Director RIP - Rejected Yes No lY 2Y 3Y CGC34090 CCS - Comm. Recreation Leagues - Player Waiver Forms Yes No IND EM IND DP CCS - Comm. Recreation Leagues - Team Registration Yes No 2Y 2Y CGC34090/DP CCS - Comm Recreation Meeting Room Permit Applications Yes No lY lY DP CCS - Comm. Recreation SMARS - Registration/Waiver Forms Yes No lY lY DP CCS - Comm. Recreation SMARS- Volunteer RegfWaiver Forms Yes No I lY DP CCS - Comm. Recreation Sports Advisory Council - Agends Yes No IY 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 lY lY DP CCS - Comm. Recreation Surf Permit Approval Letters No No lY 3Y 4Y DP CCS - Comm. Recreation Surf Permit RFP Yes No IY 3Y 4Y CGC34090 CCS - Comm. Recreation Surf Permit RFP - Rejected Yes No IY 2Y 3Y CCTC34090 CCS - Comm. Recreation Swim - Field Trip Permission Slips Yes No IY lY 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 Tuesday, April 22, 2014 Page 7 of 57 Page 8 of 57 Tuesday, April 22, 2014 In In Total Records Series Title Original Vital Office Storage Retention Legal Citation Dept/Div Yes No ly 2Y 3Y CGC34090 CCS - Comm. Recreation Swim - Vendor RFP - Rejects CCS -Comm. Recreation Swim Center Reg/Waiver Forms Yes No ly IY DP CCS -Comm. Recreation Tennis -Court Reservations Yes No ly ly DP CCS - Comm. Recreation Tennis - Private Instructor Approval Yes No ly ly DP CCS - Comm. Recreation Tennis - Tournament Dir RFP - Rejected Yes No IY 2Y 3Y CGC34090 CCS -Comm. Recreation Tennis - Tournament Director Agreement Yes No ACT + lY ACT +lY DP CCS -Comm. Recreation The Cove -Class Reg/Waiver Forms Yes No ly ly DP CCS -Comm. Recreation The Cove -Daily Maint. Records Yes No ly 2Y 3Y DP_ CCS -Comm. Recreation The Cove - Registration/Waiver Forms .Yes Yes IND IND IND DP CCS - Comm. 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 IY PERM PERM - DP CCS -Comm. Recreation WSO - Financial Records Yes No 3Y 3Y CGC34090 Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation WSO - Medical Releases 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 Yes No ACT PERM PERM CGC34090/DP CCS - Cultural Affairs Artist Files Yes No 4Y PERM PERM CGC34090/DP CCS - Cultural Affairs Arts Commission Agendas - CCS - Cultural Affairs Arts Commission Audio Tapes Yes No 6M 6M DP Yes No 4Y PERM PERM CGC34090 CCS - Cultural Affairs Arts Commission Minutes Page 8 of 57 Tuesday, April 22, 2014 Page 9 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title No ACT 5Y ACT +SY 26CFR301.6501 CCS - Cultural Affairs - Cash Receipts (Civic And) Yes Event Historical Files (Civic And.) Yes Yes PERM PERM PERM DP CCS - Cultural Affairs l0Y CGC34090/DP No No 2Y SY CCS - Cultural Affairs Graut Files CGC34090/DP CCS - Cultural Affairs Miles Playhouse Program Files Yes No lY 6Y 7y No ACT PERM ACT +PERM CGC34090/DP. CCS - Cultural Affairs Project Piles Yes Show Files, One of a Kind (Civic And.) Yes Yes PERM PERM PERM DP CCS - Cultural Affairs ACT +3Y DP CCS - Cultural Affairs Show Files, Repetitive (Civic And.) Yes No ACT 3Y 3Y CGC34090 CCS -Human Services Applications, Scholarships Yes No 3Y CCS -Human Services Audio Tapes Commission Meeting Yes No 6 mos 6 mos DP SY CGC34090/DP CCS -Human Services Commission/Task Force Agendas Yes No SY CGC34090/DP Commission/TaskFcrce Minutes Yes No PERM PERM PERM CCS -Human Services 6y CGC34090/DP Yes No 2Y 4Y CCS -Human Services Complaints ACT +25Y CGC34090/DP Yes No ACT 25Y CCS -Human Services HUD /CDBG - IOY CGC34090/DP CCS -Human Services PAL Board Financials Yes No 3Y 7Y CGC34090/DP Yes No PERM PERM PERM CCS - Human Services PAL Board Minutes CGC34090 CCS - Human Services PAL Event Files Yes No 3Y 3Y CGC34090/DP Y es No PERM PERM PERM CCS -Human Services PAL Event Photog raphs CGC34090 PAL Financial Back -up Material Yes No 5Y 5Y CCS -Human Services 7Y CGC34090/DP CCS -Human Services PAL Participant Files Yes No 2Y SY CGC34090 CCS -Human Services PAL Summer Food Service Proa�rarn Yes No 5Y 5Y Page 9 of 57 Tuesday, April 22, 2014 Dept/Div CCS - Human services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS - Human Services CCS -Human Services Page 10 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Records Series Title No ACT +2Y SY ACT CGC34090/DP Personnel Related Files Yes ACT IOY ACT +10Y CGC34090/DP Program Files Yes No ACT +20Y CGC34090/DP Yes No ACT 20Y Project Files 7Y CGC34090 Reed Park Applications, Fin. Assistance Yes No 2Y SY No PERM PERM PERM CGC34090/DP Reed Pak CREST Historical Files Yes lY 9Y toy CGC34090/DP Reed Park CREST Program Files yes No No lY 2Y 3Y CGC34090 Reed Park Registration /Attendance Forms Yes No lY 2Y 3Y CGC34090 Reed Park Special Event Planning Files Yes 3Y CGC34090/DP Reed Park Timecards Yes No 3Y 5Y qy CGC34090/DP Rosie's Girls Program Files Yes No 2Y ACT 6Y ACT +6Y CGC34090/DP Sr. Nutrition Program Files Yes No No IY PERM PERM CGC34090 Sr. Rec. Advisory Council Minutes Yes 6Y ACT +6Y CGC34090/DP Sr. Rec. Program Files Yes No ACT gy CGC34090/DP VAP Accounts Payable /Contracts Yes No 3Y No PERM PERM PERM CGC34090iDP VAP Advisory Board Minutes Yes CGC34090/DP VAP Case Management Files - Yes No 3Y 4Y 7Y 3Y CGC34090/DP VAP Community Events Yes N° 3Y 3Y CGC34090/DP Yes No 3Y VAP Deposits 2Y CGC34090/DP VAP Enrollment Forms Yes No 2Y 4Y 7Y CGC34090/DP VAP Program Files Yes No 3Y Page 10 of 57 Tuesday, April 22, 2014 Page 11 of 57 Tuesday, April 22, 2014 In In Total Records Series Title Original Vital Office Storage Retention Legal Citation Dept/Div Yes No 2Y SY 7Y CGC34090/DP CCS -Human Services VAP Registration Forms Yes No 2Y 2y CGC34090/DP CCS - Human Services VAP Room Rental Applications Yes No 5Y 5Y CGC34090/DP CCS -Human Services VAP Summer Food Program Yes No 3Y 3Y CGC34090/DP CCS -Human Services VAP Time Cards No No IND AID IND CGC340901DP City Attorney - Admin. Budget, Final Yes Yes DID IND IND CGC34090/DP City Attorney - Admin. Budget, Working Papers Yes No ACT 5Y ACT +SY 26CFR301.6501 City Attorney - Admin. CAO Payment Receipts Yes Yes IND IND IND CGC34090/DP City Attomey - Admin. Chronological Files Yes Yes IND IND IND CGC34090/DP City Attorney - Admin. Opinion Files Yes No IND IND IND CGC34090/DP City Attorney - Admin. Personnel Files, At Will Yes No ACT loY ACT +10Y CGC12946/1)P CiTy Attomey - Admin. Rejection Letters Yes Yes IND IND IND CGC34090/DP City Attorney - Admin. Subject Files, Marsha MouVie Yes No IND IN D IND CGC34090/DP City Attorney - Admin. Time Sheets, Attorneys Yes No PERM PERM PERM CGC34090/DP City Attorney - Civil Lit Case Cards Yes No ACT 20Y ACT +20Y CGC34090/DP City Attomey - Civil Lit Closing Papers Lit Open and Closed Cases, Litigation Files Yes No _ ACT 20Y ACT +20Y CGC34090/DP City Attorney - Civil R CGC34090/DP City Attorney -Civil Lit Open and Closed Monthly Reports Yes No R Yes No PERM PERM PERM CGC340901DP City Attorney - Civil Lit Structure Settlement Agreement Yes No lY lY DP City Attorney -Civil Lit Subpoenas Yes No 3Y 17Y 20Y CGC34090/DP City Attomey - CPU Closed Cases Page 11 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 12 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 IOY ACT +10Y CGC34090/DP City Attorney - Criminal Citations Yes No ACT l0Y ACT +10Y CGC34090/DP City Attorney - Criminal Closed Case Files Yes No ACT l0Y ACT+ 10Y CGC34090/DP City Attomey - 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 Attomey - Criminal Research Files No No R R CGC34090 City Attorney - Criminal Restitution Files - Yes No ACT l0Y ACT+ 10Y 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 lY 5Y 6Y CGC34090/DP City Attomey - Mimi Law Chronological Files No No l0Y toy 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 Tuesday, April 22, 2014 Page 12 of 57 Page 13 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title Yes No PERM PERM PERM CGC34090/DP City Attorney -Muni Law MTBE Cases ACT +IOY CGC34090/DP City Attorney - Muni Law Personnel Related Case Files Yes No ACT l0Y CGC34090/DP Yes No ACT IOY ACT +IOY City Attorney - Muni Law Pitchers Motion Files - CGC34090 City Attorney - Muni Law Public Records Requests Yes No 3Y 3Y No No 4Y 4Y DP City Clerk - Admin. A/P Files 2Y. CGC34090 City Clerk - Admin. Audio Tapes of City Council Meetings Yes No 2Y Yes No ACT +2Y SY ACT +7Y DP City Clerk - Admin. B & C Application - Accepted DP City Clerk - Admin. B & C Application - Not Acted Upon Yes No IN lY CGC34090/DP Yes No PERM PERM . City Clerk - Admin. B & C Directory ACT + 7Y CGC34090/DP City Clerk - Admin. Campaign Statement Log Yes No ACT +7Y CGC81009(b) Campaign Statement, Successful Yes No IND IND City Clerk - Admin. 5Y CGC81009(e) City Clerk - Admin. Campaign Statement, Unsuccessful Yes No 5Y No No 6M 6M DP City Clerk - Admin. Claims File - Copies 7 1' CGC34090 City Clerk - Admin. Claims Logs No No 7Y ACT + IN CGC34090/DP Yes No ACT +IY City Clerk - Admin. Contract Sign In Log R CGC34090/DP City Clerk - Admin. Contracts Index Card File Yes No 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 Yes No PERM PERM DP City Clerk - Admin. FileKeepers Pick Up Log ACT +7Y CGC81009(d) City Clerk - Admin. Form 700, Statement of Economic Interest Yes No ACT + 2Y 5Y Page 13 of 57 Tuesday, April 22, 2014 Page 14 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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. Passport Transmittal Form Yes No 2Y 2Y CGC34090 City Clerk - Admin. Proof of Publication Yes No 3Y 3Y CGC34090/DP City Clerk - Admin. City Clerk- Admin. Public Records Request Records Destruction Certificates No Yes No No 6M PERM 6M PERM DP CGC34090/DP City Clerk - Admin. City Clerk - Admin. City Clerk - Admin. City Clerk - Admin. City Clerk - Admin. City Clerk - Admin. City Clerk - Admin. City Clerk - Admin. City Clerk - Election Records Management Electronic Program Records Transmittal Records Transmittal, Destroyed Records Resolutions Log Book Statement of Economic Interest Log Statement of Economic Interests Successful Subject Files Index Cards Time Cards, Prior to 11/98 Absent Voter Identification Envelope Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No No No No No No No PERM PERM PERM R ACT +7Y ACT 7Y R 3Y 8Y 6M PERM PERM PERM R ACT +7Y ACT+ 7Y R 11Y 6M CGC340901DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP EC17302 City Clerk - Election Assisted Voters Lists Yes No 6M 6M EC17304 City Clerk - Election City Clerk - Election Ballot Designation Worksheet Ballot Receipts Yes Yes No No ACT +IM 6M - ACT +1M 6M EC20442 EC17302 Page 14 of 57 Tuesday, April 22, 2014 Page 15 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 +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+ 1Y 3Y T +4Y EC17100 City Clerk - Election Petitions (Initiatives, Referendums, Recalls) Yes No ACT +8M ACT . +BM 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 +SM EC20442 City Clerk - Legislative Affidavit of Postings Yes No 6Y 6Y CGC34090/DP City Clerk - Legislative Agendas Yes No 6Y 6Y CGC3409OfDP 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+ 10Y ACT+ 10Y CGC34090/DP Page 15 of 57 Tuesday, April 22, 2014 Page 16 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 Yes Yes PERM PERM CGC34090 City Clerk - Legislative Deeds 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, Puking Authority Yes Yes PERM PERM CGC34090 City Clerk - Legislative Minutes, Redevelopment Agency Yes Yes PERM - PERM CGC34090 Yes No 6Y 6Y CGC34090iDP City Clerk - Legislative Notice of Adjournment 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, Pazking Authority Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, Redevelopment Agency Yes Yes PERM PERM CGC34090 City Clerk - Support Servic A/P File No No 2Y 2Y DP City Clerk - Support Servic Monthly Copy Billing Report Yes No 2Y 2Y CGC34090/DP City Clerk - Support Servic Monthly Mail Room Billing Report No No 2Y 2Y CGC34090 Page 16 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 17 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 SY 11Y 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/AR E +TRTIR 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 !Y 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 Tuesday, April 22, 2014 Page 17 of 57 Page 18 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title City Manager - Admin. Lobbying State Filings No No 3Y 3Y DP No No ACT 5Y ACT +5Y CGC34090 City Manager - Admin. MTBE Subject Files city manager - Admin. Oaks Initiative (Electronic) Yes No 2Y 2Y DP No No E TR/HR E +TR/HR CGC34090/DP City Manager - Admin. Personnel Files 3y CGC34090 City Manager - Admin. Purchase Orders No No 3Y CGC34090 Yes No ACT 5Y ACT +SY City Manager Admin. Request for Proposals ACT +3Y CGC34090 City Manager Admin. Request for Warrant No No ACT 3Y CGC34090/DP Yes No IND IND ND Il City Manager - Admin. Santa Monica Place ACT +SY CGC34090/DP City Manager Admin. Subject Files No No ACT 5Y CGC34090/DP City Manager - Admin. Subject Files - Special Project Yes No PERM PERM PERM Yes No ACT 6Y ACT +6Y CGC34090/DP City Manager - Admin. Task Force p� CGC34090/DP N o No 1ND IND City Manager - Admin. Telecom IND CGC34090/DP city Manager Admin. Time Wamer /Century Cable Yes No 1ND IND 3Y 3y CGC34090/DP City Manage Admin- Vendor Files /Contracts No No CGC34090/DP City Manager - City TV Administrative Files No No U U CGC34090/DP City Manager - City TV Equipment Manual No No U U U CGC34090 City Manager -CiTyTV Program Rights Agreements No No U CGC34090/DP City manager - City T V Video Tapes, City Council Yes No 1ND IND II4D Yes No IND IND INS CGC34090/DP CityManager - CiTy TV Video Tapes, CommuniTy Projects Yes No E + 6Y E+ 6Y CGC34090/DP City Manager -OEM Background Investigation, Hired Page 18 of 57 Tuesday, April 22, 2014 Page 19 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title CGC34090/DP Background Investigation, Not Hired Yes No SY Sy city Manager -OEM $ +2Y DP Yes Yes S +2Y city Manager -OEM Disaster Plan ACT +IY DP Yes No ACT +lY City Manager -OEM OEM Volunteer 2Y CGC34090 City Manager - OSE Audio Tapes (Electronic) Yes Yes 2Y DP Environmental Reference Material No No IND IND IND City Manager - OSE PERM PERM PERM CGC34090/DP City Manager Manager - OSE Environmental Reports Y No ACT +5Y 24CFR570.502/DP Yes Yes ACT 5Y City Manager - OSE Grants PERM PERM 40CFR263.22/DP City Manager - OSE HHW Manifests Yes No PERM ACT +2Y DP City Manager - OSE Rebate Application (Electronic) No No ACT 2Y CGC340901DP Manager - OSE Retrofit Upon Sales Compliance Certificate Yes NO C PERM PERM City Yes No lY lY DP Fiance- B &RO -UB Adjustments - IOY CGC34090/DP Yes No 4Y 6Y Finance -A/P 1099 Forms gy l0Y CGC34090/DP Finance - A/P Check Copy, Back Up Yes No 2Y 26CFR301.6501/DP Yes No l0Y 10Y Finance - A/P Check Register l0Y 26CFR301.6501/DP Contract Administration Disbursement Yes No 2Y gy Finance - A/P 18Y 20Y CGC34090/DP Finance - A/P Contracts, Closed Yes No 2Y l0Y 26CFR301.6401/DP Finance - A/P Purchase Card Transaction Logs Yes No 2Y gy 26CFR301.6501/DP Yes No l0Y l0Y Finance - A/P Sales and Use Tae Returns l0Y 26CFR301.6501 - Yes No l0Y Finance - A/P t Stop Payments 10Y 26CFR301.6501/DP Finance - A/P Void Warrants (Checks) Yes No 2Y 8Y Page 19 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 20 of S7 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 TR/HR E +TR/HR 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 Lie. 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 lY 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 IY 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 - BL Massage Test Yes No 2Y 2Y CGC34090/DP Finance - B &RO - BL Notice to File for a Business Lie. Yes No 3Y 7Y JOY CGC34090 Finance -B &RO - BL Permit, Police Yes No 2Y 2Y CGC34090/DP Finance - B &RO - BL Personnel Files No No E TRfHR E +TR/HR DP Finance - B &RO - BL Receipts, Payments Yes No IY 3Y 4Y CGC34090/DP Tuesday, April 22, 2014 Page 20 of S7 Page 21 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title No No PERM PERM PERM CGC34090/DP Finance - B &RO - BL Records Transmittal CGC34090/DP Yes Yes PERM PERM PERM - Finance - B &RO - CO Bond Receipts CGC34090/DP Yes Yes PERM PERM PERM Finance - B &RO - CO Bond Series Spreadsheet - 26CFR301.6501/DP Finance - B &RO - CO Bonds, Returned Original Yes Yes PERM PERM PERM Sy CGC34090/DP Finance - B &RO - CO Collection File Yes No 5Y No No U U DP Finance - B &RO - CO Reference Material ACT +2Y CGC34090/DP Finance - B &RO - CO Small Claim Judgment Files, Settled No No ACT +2Y No ACT +SY ACT +SY CGC34090/DP Finance - B &RO - CO Small Claims, Settled Yes Yes No lY lY DP Finance - B &RO - UB Adjustments CGC34090/DP Yes No 2Y 2y Finance - B &RO - UB Applications ACT +4Y CGC34090 Yes Yes ACT +IY 3Y Finance - B &RO - UB Billing Contracts CGC34090/DP Yes No PERM PERM PERM Finance - B &RO - UB Books CGC34090 Finance -B &RO - UB Summary of Cash Receipts No No 2Y 2y 26CFR301.6501 Finance - B &RO - UB Summary Sheet, Meter (L) Yes No 3Y - 4Y 7Y No No 2Y qy 6Y CGC34090/DP Finance - Budget Budget - Estimating Documentation CGC34090/DP Yes No 4Y qy Finance - Budget Budget Instruction ACT +5Y CGC34090/DP Finance - Budget Budget Revenue Mid -Year No No ACT 5Y Budget Review Meeting Decision Packet Yes No 2Y 2Y DP Finance - Budget 3Y CGC34090 Finance - Budget CAFR Analytics Yes No 3Y - Yes No 2Y 2Y DP Finance - Budget CAFR Supplemental Page 21 of 57 Tuesday, April 22, 2014 Page 22 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 M.O.U. No No R R DP Finance - Budget MOE Revenue Request Yes No 4Y 4Y CGC34090/DP Finance - Budget SB 90 Claims Yes No 7Y 7Y CGC34090/DP Finance - Budget Working Papers, Budget Yes No 4Y 4Y CGC34090/DP Finance - Budget Working Papers, Five Year Forecast Yes No 4Y - 4Y CGC34090 Finance - Budget Working Papers, Mid 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 CGC3409OiDP Finance - Earthquake Summary Detail Expenditure Reports No No AA AA DP Finance - Earthquake Time Cards, After Earthquake No No AA AA DP Finance - Earthquake Vendor Files No No AA AA DP Finance - G/L 1099's for Bonds Yes No IY 9Y l0Y CGC34090/DP Page 22 of 57 Tuesday, April 22, 2014 Page 23 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title gy l0Y 26CFR301.6501 Finance - G2 Accounts Receivable Yes No 2Y Finance - G2 Administrative Files No No U U DP 2Y 8Y l0Y 26CFR301.6501 Finance - G/L Bank Reconciliations Yes No 26CFR301.6501 - Yes No 2Y SY l0Y .Finance - G2 Cash Receipts DP Finance - G2 Financial Reports, Audited No No R R Yes No ACT ACT DP Finance - G2 Fixed Asset ACT +10Y CGC34090/DP Grant Folder, Closed Yes No ACT +IY 9Y Finance -G/L l0Y 26CFR301.6501 Yes No 2Y SY Finance - G2 Invoices PERM 26CFR301.6501/DP Yes No PERM PERM Finance - G/1, Journal Entries ACT +45Y CGC34090/DP Yes No ACT 45Y Finance - GIL MERL Loan Documents ACT +lOY CGC3490NP Parking Authority Bond Coupon Yes No ACT +lOY - Finance - G/L IOY 26CFR301.6501 Finance - G2 Wire Transfers Yes No l0Y CGC34090/DP Finance - G2 Working Papers, CAFR Yes No - 5Y sy No No U U DP Finance - Payroll Administrative Files CGC34090/DP Yes No l0Y l0Y Finance - Payroll Check Number Log CGC34090 Yes No l0Y IOY Finance - Payroll EDD Audit Form E+ toy 26CFR301.6501/DP Yes No E +2Y BY Finance - Payroll Employee Folders l0Y CGC34090 Finance - Payroll Employment Verification Yes No IOY 29CFR516.5/DP Yes No lY 9Y l0Y Finance - Payroll FLSA Report - DP No No R R Finance - Payroll Journal Page 23 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 24 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Payroll P/O FMS Batches Yes No lY 9Y l0Y 29CFR516.5/DP Finance - Payroll P/O PERS City Contributions Yes No IY 9Y l0Y 29CFR516.5/DP Finance - Payroll P/O PERS Listing Yes No 1Y 9Y MY 29CFR516.5/DP Finance - Payroll P/O Quarterly Medicare Tax Yes No lY 9Y IOY 29CFR516.5/DP Finance - Payroll P/0 Quarterly Tax Balance Report Yes No lY 9Y toy 29CFR516.5/DP Finance - Payroll Pay History Mectronic) Yes No IND IND 11,11) CGC34090/DP Finance - Payroll Payroll Folder Yes No lY 9Y l0Y 29CFR516.5/DP Finance - Payroll Payroll Journals Yes _ No IY 9Y l0Y 29CFR516.5/DP Finance - Payroll Payroll Tax Returns Yes No MY IOY 29CFR516.5/DP Finance - Payroll Terminated Employee Folders, Garnishment Yes No E +2Y SY E+ 10Y 29CFR516.5/DP Finance - Payroll Time Card Edit Report Yes No lY 9Y JOY CGC34090/DP Finance - Payroll Time Cards Yes No 2 M 12Y 12Y CGC34090/DP Finance - Payroll Time Cards, After 1994 Earthquake Yes No AA 20Y AA +20Y CGC34090/DP Finance - Payroll Transportation Time Card Summary Yes No l0Y toy CGC34090/DP Finance - Payroll UI &SDI Tax Reports Yes No lY 9Y IoY 29CFR516.5/DP Finance - Payroll WTS Yes No lY 9Y JOY 26CFR301.6501/DP Finance - Payroll YE Tax Fringe Benefits Yes No l0Y l oY 29CFR516.5/DP Finance - Payroll Year End Tae Files Yes No lY 9Y l0Y 29CFR516.5/DP Finance - Purchasing Administrative Files No No IND IND IND DP Finance - Purchasing Bids, Formal Yes No lY 6Y 7Y CGC34090/DP Tuesday, April 22, 2014 Page 24 of 57 Page 25 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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. Cal 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 l0Y 15Y CGC34090/DP Finance - Risk Mgmt. Claim Files Liability, Litigated No No ACT l0Y ACT +IOY CCC34090 Finance - Risk Mgmt. Claim Files Liability, Not Litigated Yes No ACT toy ACT + 10Y CGC34090/DP Finance - Risk Mgmt. Finance - Risk Mgmt. Claim Files, W/C Claim Files, W /C, Future Medical Awards Yes Yes No No ACT ACT l0Y PERM ACT +10Y PERM 29CFR1904.6/DP CLCt8 ?sec10102 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 (Ail Others) Yes No lY 3Y 4Y CGC34090/DP Finance -Risk Mgnt. Incidents (Bus) Yes No lY 3Y 4Y CGC34090/DP Finance -Risk Mgmt. Incidents (Trip/Fall) Yes No 4Y 4Y CGC34090/DP Page 25 of 57 Tuesday, April 22, 2014 Pale 26 of 57 Tuesday, April 22, 2014 In In Total Original Vital office Storage Retention Legal Citation Dept/Div Records Series Title No No ACT PERM PERM CGC34090/DP Finance - Risk Mgmt. Insurance Policies No No ACT 3Y ACT +3Y CGC34090/DP Finance- Risk Mgmt Liability Subrogation Files Finance -Risk Mgnt. Request for Warrant No No 2Y 2Y DP Yes No 5Y 5Y CGC34090/DP Finance - Risk Mgmt. Safety Committee Minutes Yes No ACT l0Y ACT +10Y CGC34090/DP Finance -Risk Mgnt. Small Claims Files Finance -Risk Mgmt, W/C Claims Cost Analysis Reports No No lY lY DP No 7Y 3Y IOY 26CFR301.6501/DP Finance - Treasury County of L.A. Property Tax Yes Finance - Treasury Credit Cud Settlement Summary Yes No 2Y 2Y DP Daily Cash Balance Report (POS) Yes No 2Y SY 7Y CGC34090 Finance - Treasury 3Y CGC34090 Finance - Treasury Department Cash Audit No No 3Y No 2Y 3Y SY 26CFR301.6501 Finance - Treasury Deposit Slips Yes CGC34090/DP Yes No PERM PERM PERM Finance - Treasury Fee Study PERM CGC34090/DP Finance - Treasury Franchise Statements Yes Yes PERM PERM No 2Y SY 7Y 26CFR301.6501 - Finance - Treasury HDL Sales Tax Analyses Books Yes No No U U DP Finance - Treasury Information Items CGC34090/DP Finance - Treasury Investment Bank Confirmation Yes No ACT ACT No No 7Y 7Y CGC34090 Finance - Treasury Invoice, Vendors ACT+ 17Y CGC34090/DP IRS Bond Arbitrage Rebate Report Yes No ACT 17Y Finance - Treasury gy 26CFR301.6501/DP Finance - Treasury Parking Facility Tax Returns Yes No 3Y 5I' E TR/HR E +TRIHR CGC34090/DP Finance - Treasury Personnel Files N o No Pale 26 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Treasury Petty Cash Sheet No No 2Y 2Y DP Finance - Treasury Real Property Transfer Tax Remittance Yes No 7Y 3Y loY 26CFR301.6501/DP Finance - Treasury Recording of Torca/Condo Release Lien Yes Yes PERM PERM PERM CGC34090/DP Finance - Treasury Request for Warrants No No 3Y 3Y CGC34090/DP Finance - Treasury Revenue Batch Reports (Q) Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Treasury S & L Bank Folders Yes No IND IND IND CGC34090/DP Finance - Treasury Safekeeping Reports Yes No ACT ACT CGC34090/DP Finance - Treasury SB278 Gas Company Deregulation No Yes PERM PERM PERM CGC34090/DP Finance - Treasury Security & Investment Worksheet Yes No 6Y 2Y 8Y DP Finance - Treasury Summary of Daily Cash Collection Yes No R R DP Finance - Treasury TOT Tax Audit Yes No AA toy AA+ 10Y CGC34090/DP Finance - Treasury Transient Occupancy Tax Returns No No 3Y 5Y 8Y 26CFR301.6501/DP Finance - Treasury Treasurer's Cash Report Yes No 2Y 2Y 4Y CGC34090/DP Finance - Treasury Treasury Bonds Yes Yes PERM PERM PERM DP Finance - Treasury Treasury Contracts Yes Yes ACT +lY 3Y ACT +4Y CGC34090 Finance - Treasury Utility Users Tae Returns Yes No 3Y 5Y 8Y 26CFR301.650]/DP Finance - Treasury Vendor Contracts No No ACT +R ACT +R CGC34090/DP Fire - Admin. Administrative Files No No IND IND IND DP Fire - Admin. Background Investigations, Hired Yes No PERM PERM PERM CGC34090/DP Fire - Admin. Background Investigations, Not Hired Yes No lY 4Y 5Y CGC340901DP Tuesday, April 22, 2014 Page 27 of 57 Yage Ls or r Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Fire - Admin. Budget Working Papers Yes No 3Y 3Y CGC34090 - Fire - Admin. Department Manuals No No S S CGC34090/DP Fire - Admin. EMS Reports Yes Yes IND IND IND 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 29CFR1910.120 Fire - Admin. HiPPA Release Forms Yes Yes IND IND IND DP Fire - Admin. Homeland Security Grants Yes Yes 3Y 3Y 6Y CGC34090/DP Fire - Admin. Local Hazard Mitigation Plan No Yes 7Y 7Y 42USC5165 Fire - Admin. NFIRS (Electronic) Yes No IND IND IND DP Fire - Admin. Personnel Files No No E 5Y E +SY CGC34090/DP Fire - Admin. Petty Cash No No 3Y 3Y CGC34090 Fire - Admin. Policy and Procedures No No IlY 11Y CGC34090/DP Fire - Admin. Purchase Order - Vendor No No 6Y 6Y COC34090 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 Yage Ls or r Tuesday, April 22, 2014 Page 29 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Fire - Admin. Warehouse inventory Requisitions rT 9 No No lY 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 UFC103.3.4 Fire - Prevention Inspection Reports Yes No ACT 6Y ACT +6Y UFC1033.4 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 - Suppression Daily Journals (Electronic) Yes Yes PERM PERM PERM CGC34090/DP Fire - Training Training Reports Yes No IND EQD IND CGC34090/DP HED - Admin. Personnel Files No No E TR/HR E +TR/HR CGC34090/DP BED -FED Applications/Proposals Denied Yes No C +3Y C +3Y CGC34090/DP BED - 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 TIED - FED Contract Files - Excluding Cap. Improvement Yes Yes ACT + 5Y ACT + 5Y CCP 337.2 HED -EDD Farmers Mazfiet Load Sheets Yes No 18M 8M DP BED -EDD Lease Files Yes Yes ACT +2Y PERM PERM CGC34090/DP Page 29 of 57 Tuesday, April 22, 2014 Page 30 of 57 Tuesday, April 22, 2014 In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title ACT +IOY CGC34090/DP Yes No ACT +2Y 3Y HED -EDD Project Files PERM PERM CGC34090/DP Yes Yes PERM HED -EDD Property Acquisition 3Y CGC34090 HED -EDD Public Information Requests Yes No 3Y ACT +10Y CGC34090/DP Yes No ACT +2Y 8Y HED -EDD Subject Files 3Y CGC34090 Yes No 3Y HED -EDD Vendor Files 18m DP HED - Farmers Market Vendor Files (Electronic) Y Yes Ism CGC34090/DP Yes No 2Y SY 7Y HED - HA/Section 8 1099's Forms 7y CGC34090 Yes No 2Y 5Y HED - HA/Section 8 Audit Materials 7y 26CFR301.6501 Yes No 2Y SY HED- HA/Seciion8 Bank Reconciliations 7y 26CFR301.6501 Yes No 2Y 5Y HED- HA/Section 8 Cancelled Checks 7y 26CFR301.6501 Yes No 2Y 5Y HED - HA/Section 8 Check Copy 7y CGC34090 Yes No 2Y 5Y HED - fiAlSection 8 Family Self Suffiency 7Y CGC34090 HED - HA/Sedion 8 Financial Records Yes No 2Y 5Y ACT + 6Y CGC34090/DP Yes No ACT +1 5Y HED - FIA/Section 8 HUD Grants 7Y CGC34090/DP HED - HA/Section 8 Lindsey Monthly Back Up Reports Yes No 2Y 5Y CGC34090/DP HED - HA/Section 8 Repayment Agreement &Informal Hearings Yes Yes l0Y I lY 24CFR84.93 Yes Yes A ACT 3Y ACT + 3Y HED - HAISection8 Tenant Files 7Y CGC34090 BED - HAISection8 Voucher Management Systems Yes No 2Y SY ACT +7Y CGC34090/DP Yes No ACT 7Y HED - Housing/P &P Applications PERM CGC34090/DP Housing Commission Agendas (Electronic) Yes No PERM PERM HED - Housing[P &P Page 30 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED - Housing/P &P Housing Commission Minutes (Electronic) Yes No PERM PERM PERM CGC34090 HED - Housing/P &P Housing Commission Tapes (Electronic) Yes No PERM PERM PERM CGC34090 BED - Housing/P &P MERL Program Files Yes No ACT 5Y ACT +SY CGC34090/DP NED - 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 1 X 26 Implementation No No ACT LP ACT +LP AB1X26/DP HED -SMRSA Administrative Files No No ACT loY ACT +10Y DP HED - SMRSA Annual Reports Yes No ACT LP ACT +LP 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 lY 6Y 7Y CGC34090/DP Human Resources Chronological Files Yes No 3Y 3Y CGC34090 Tuesday, April 22, 2014 Page 31 of 57 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+ 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 I OY ACT+ 10Y CGC34090/DP. Human Resources Deferred Compensation Correspondence No No PERM PERM PERM CGC34090/DP Human Resources Deferred Compensation File No Yes C+ I 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 CGC34090/DP Human Resources Drug Testing "DOT" Yes No ACT +5Y ACT +5Y 49CFR653.31 Human Resources Drug/Alcohol Training No No ACT +5Y ACT +5Y CGC34090/DP Human Resources EEO Reporting Yes No 6Y 6Y CGC34090/DP Human Resources Eligibility List Yes No ACT +2Y 3Y ACT +5Y 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 Exanumation/Application File Yes No ACT 5Y ACT +5Y CGC34090/DP Human Resources Financial Back -up Tapes (DCAP) Yes No lY 6Y 7Y CGC34090/DP Tuesday, April 22, 2014 Page 32 0151 Page 33 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title Yes No E +2Y E +2Y CGC34090/DP Human Resources Fire Fighters Incentive Bonus Yes No ACT 15Y ACT +15Y CGC34090/DP Human Resources Grievances/Intemal Complaints 30Y 29CFRI91020 Human Resources Hazard Material Training Yes No 30Y No E 3Y E +3Y CGC34090/DP &Nat. Service (I -9 form) Yes Human Resources .Immigration 3Y CGC34090 Human Resources Insurance Claims Issues /Complaints No No 3Y No No ACT +lOY ACT +10Y CGC34090/DP Human Resources Insurance Reports Newsletter CGC34090 Yes No R R Human Resources Job Analysis ACT +IOY CGC34090/DP Yes No ACT +10Y Human Resources lob Bulletin ACT +30Y CGC34090/DP Human Resources Medical Evaluation Yes No ACT 30Y R CGC34090/DP Human Resources Medical Standard Reports Yes No R CGC34090/DP Memorandum of Understanding No Yes PERM PERM PERM Human Resources PERM PERM PERM CGC34090/DP Human Resources Microfilm Logs Yes No CGC34090/DP Yes Yes lY 20Y 21Y Human Resources Negotiations Files ` CGC34090/DP Human Resources PERS Procedures No No R R CGC34090/DP Yes No ACT 15Y ACT+ 15 Human Resources PERS Special Projects DP Personnel Board Audio Tapes Yes No 2Y 2Y Human Resources - gy CGC34090/DP Human Resources Personnel Board Conviction Yes No 2Y 3Y No No ACT 7Y ACT +7Y CGC34090/DP Human Resources Personnel Board Hearings CGC34090/DP Human Resources Personnel Board Minutes Yes No toy l0Y No 2Y - 3Y 5Y CGC34090/DP Resources Personnel Board Packet Yes Page 33 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 34 of 57 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, Penn Yes Yes E 6Y E+ 6Y CGC34090/DP Human Resources Personnel Litigation Files Yes No ACT l0Y ACT+ 10Y CGC340901DP 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+ l0Y 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 5Y CGC34090/DP Human Resources Special Project Circumstance No No 3Y 3Y CGC34090 Tuesday, April 22, 2014 Page 34 of 57 Tuesday, April 22, 2014 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 fly 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 +5Y 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 lY ACT+ lY DP ISD - Systems & Network Back Up Tapes, Police Department Yes No ACT lY ACT + I Y DP ISD - Systems & Network Back Up Tapes, Year End Yes No ACT lY ACT + lY DP Library Applications, Meeting Room Rentals Yes No lY IY DP Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Library Credit Card Authorizations Yes No 2Y 2Y CGC34090 Library Grant Files Yes No l0Y l0Y CGC34090/DP Library Library Board Packets Yes No PERM PERM PERM CGC34090/DP Library Polaris System Yes Yes IND IND IND CGC34090/DP Library Sirsi System Yes Yes 8Y 8Y CGC34090/DP Library Special Project Files Yes No ACT 20Y ACT +20Y CGC34090/DP PCD - Admin. Special Project Files Yes No ACT l0Y ACT +IOY 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 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 Tuesday, April 22, 2014 Page 36 of 57 Page 37 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title Yes Yes PERM PERM PERM CGC34090/DP PCD -City Planning ARB Minutes PERM CGC34090/DP PCD - City Planning Audio Tapes of Board & Commission Mtgs. Yes Yes PERM PERM 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 CGC34090/DP Planning Commission Packet Yes Yes PERM PERM PERM PCD -CiTy Planning PERM PERM CGC34090/DP PCD -CiTy Planning Project Files Yes Yes .PERM - Special Administrative Files Yes Yes PERM PERM PERM DP PCD -City Planning 20Y CGC34090/DP Yes No lY 19Y PCD /Code Enforcement Complaints CGC34090/DP No Yes C PERM PERM PCD /Code Enforcement Violation Notices Bike @Work (Electronic) Yes No lY lY DP PCD /STP IND DP PCD /STP Bike At Work Participation Agmt. Yes Yes IND Yes No IND END IND DP PCD /STP Bike Plans & Racks Yes Yes IND IND DP PCD /STP Bike Waiver &Release Yes Yes PERM PERM PERM CGC34090/DP PCD /STP Board & Commission Minutes Yes No 2Y 2Y ORD 1604 PCD /STP Employer Files (Electronic) ETRP Reports (Electronic) Yes No IND IND DP PCD /STP No PERM PERM PERM CGC34090/DP PCD /STP Location Files Yes CGC34090/DP No No IND IND IND PCD /STP News Clippings - ACT +2Y CGC34090/DP PCD /STP Permits, Wide Loads Yes No ACT +2Y Page 37 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 38 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD /STP Planning Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PCD /STP Project Files Yes No toy l0Y CGC34090/DP PCD /STP Rkdeshare Rewards Yes No 3Y 3Y CGC34090/DP PCD /STP SCAQMD Survey Yes No 3Y 3Y CGC34090/DP PCD /STP SCAQMD Trip Reduction Plan Yes No 5Y 5Y CGC34090/DP PCD /STP Subject Files Yes No ACT ACT DP PCD /STP Traffic Count Yes Yes IND IND IND DP PCD /STP Vehicle Pool Trip Tickets Yes No 3Y 3Y CGC340901DP PCD/TEAM Batch Report Receipts Yes No 2Y SY 7Y CGC34090/DP PCD /TEAM Complaints Yes No l0Y l0Y CGC34090/DP PCD/TEAM Contracts Yes No ACT 5Y ACT +SY CGC34090/DP PCD/TEAM Credit Cud Sales Draft Yes No 2Y 2Y CGC34090 PCD/TEAM Franchise Reports/Documents Yes No ACT 5Y ACT +SY CGC34090/DP PCD /TEAM Lots & Structures Files Yes No PERM PERM PERM HS19850 PCD/TEAM Parking Citation Reports Yes No IY 2Y 3Y CGC34090 PCD/TEAM Parking Citations, Contract Yes No ACT +2Y ACT +2Y CGC34090 PCD/TEAM Parking Citations, Court Yes No 3Y 3Y CGC34090/DP PCD /TEAM Parking Structure Invoices No No ACT +3Y ACT +3Y CGC34090/DP PCD/TEAM Preferential Parking No No 2Y 2Y DP PCD/TEAM RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP Tuesday, April 22, 2014 Page 38 of 57 Page 39 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title C 2Y C +2Y QGC34090 PCD/TEAM RFP - Unsuccessful No No Statewide Integrated Traffic Records Yes Yes IND IND IND DP PCD/TEAM ACT 5Y ACT DP PCD/TEAM Subject Files Yes No ACT +SY CGC34090/DP Yes No ACT +SY PCD/TEAM Subject Project ACT +2Y CGC34090 Taxicab App/Pemdt Files Yes No ACT 2Y PCD/TEAM 7Y CGC34090/DP PCD /TEAM Ta <icab Permit Testing Yes No IY 6Y CGC34090/DP Yes No l0Y PERM PERM PCD/Traffic Signals Call Back Logs (Electronic) CGC34090/DP PCD/Traffic Signals Daily Activity Logs (Electronic) Yes No 10Y IOY CGC34090/DP PCD/Traffic Signals Intersection Maintenance Log (In Field) Yes No l0Y l0Y Traffic Signal As- Builts (Electronic) Yes No PERM PERM PERM DP PCD /Traffic Signals l0Y CGC34090/DP Traffic Signal Timing Sheets (Electronic) Yes No l0Y PCDrfraffic Signals PERM DP Traffic Signal Work Order Requests (Electronic) Yes No l0Y PERM PCD/Traffic Signals 2Y DP Police -ASD Animal Adoption Contracts Yes No 2Y CGC34090/DP Animal Call for Service Records Yes No SY Sy Police - ASD 2Y CGC34090 Police - ASD Animal Control Bite Reports Yes No 2Y CGC34090 Animal Control Monthly Reports Yes No 2Y 2Y police -ASD 2Y CGC34090 Animal Control Officer Daily Logs Yes No 2Y Police - ASD E +6Y CGC34090/DP Animal Control Officer Training Files Yes No E +6Y Police -ASD 2y CGC34090 Animal Control Receiving Rec. Receipts Yes No 2Y Police -ASD 2Y CGC34090 Animal Control Telephone Messages Yes No 2Y Police -ASD Page 39 of 57 Tuesday, April 22, 2014 Page 40 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 +IY E +IY DP Police -ASD Automated License Plate Readers Yes No lY lY 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 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 lY DP Police -ASD Citizen Academy Applications Yes No 2Y 2Y CGC34090 Police - ASD Concealed Weapon Permits Yes No ACT +IY 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 lY DP Page 40 Tuesday, April 22, 2014 Page 41 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 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 Y DP Police - ASD In- Custody Processing Logs Yes No lY lY DP Police -ASD Jail Blotter Yes No 2Y 2Y CGC34090 Police - ASD Jail Initial Intake Form/Not Booked Yes No lY Y 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 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 Paem Slips Yes No IY lY DP Police -ASD PCD Logs Yes No lY lY DP Police - ASD Personnel Files No No E TR/HR E +TRJHR CGC34090/DP Page 41 of 57 Tuesday, April 22, 2014 Yage 42 oI Tuesday, April 22, 2014 i In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 lY lY - DP Police - ASD Property Receipt Yes No 50Y 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 Police - ASD Repossession Cards Yes No IY lY DP Police - ASD Scanned Bail Bond Receipts Yes No lY lY CGC34090.5 Police - ASD Scanned Case Management Sheet No No lY lY DP Police - ASD Scanned Detention Certificates /Slips Yes No IY lY CGC34090.5 Police - ASD Scanned Jail Booking Packet Yes No 1Y lY CGC34090.5 Police - ASD Scanned Police Reports Yes No lY lY CGC34090.5 Police - ASD Scanned Release Vehicle Impound Yes No lY lY CGC34090.5 Police - ASD Scanned Subpoenas Yes No IY IY CGC34090.5 Police - ASD Scanned Tow Hearing Files Yes NO lY _ lY CGC34090.5 Police - ASD Scanned Traffic Accident Report Yes No lY lY CGC34090.5 Police - ASD Sealed Adult Police Reports Yes No 3Y 3Y PC 851.8/DP Yage 42 oI Tuesday, April 22, 2014 i Tuesday, April 22, 2014 - Page 43 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - ASD Sealed Juvenile Police Reports Yes No 5Y 5Y 781(a)WIC/DP Police - ASO 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 Form Yes Yes PERM PERM PERM CGC34090/DP Police - ASD Vacation Slips Yes No ACT +2Y ACT +2Y CGC34090/DP Police - ASD Volunteer Files Yes No ACT +lY ACT +IY DP Police - ASD Worker's Compensation Files/101) Yes No TR/RM TR/RM CGC34090/DP Police - CID Booking Hardcopy Fingerprint Card Yes No PERM PERM PERM CGC34090/DP Police - CID Digital Media Evidence - Crime Scene Photos Yes Yes REV REV- DP Police - CID Evidence Logs Yes No U +2Y U +2Y CGC34090/DP Police - CID Field Interview Cards Yes No PERM PERM PERM CGC34090/DP Police - CID Film, Color Slides Yes Yes PERM .PERM PERM CGC34090/DP Police - CID Film, Crime Scene Photo Calls Yes No PERM PERM PERM CGC34090/DP Police - CID Film, Mug Yes No l0Y 25Y - 35Y CGC34090/DP Police - CID Film, Negatives Yes Yes PERM PERM - PERM CGC34090/DP Police - CID Film, Pictures Yes Yes PERM PERM PERM CGC34090/DP Tuesday, April 22, 2014 - Page 43 of 57 Page 44 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title Yes Yes PERM PERM PERM CGC34090/DP Police -CID Finger Prints Cards WIC -TR CGC34090/DP Police -CID Jail Booking Packet Yes No WIC -TR Yes No U +2Y U +2Y CGC34090/DP Police -CID LAFIS Log PERM CGC34090/DP Latent Prints from Crime Scenes Yes No PERM PERM Police -CID Yes No PERM PERM PERM DP Police -CID Murder Books PERM CGC3409ODP Yes No PERM PERM Police -CID - Negatives PERM PERM CGC34090/DP Police -CID Officer Involved Shooting Files Yes Yes PERM Yes No PERM PERM PERM CGC34090/DP Police -CID Palm Print File PERM CGC34090/DP Yes No PERM PERM Police -CID PD Employee Pictures PERM CGC34090/DP Photo Prints, Photo Calls Yes No PERM PERM Police -CID U +2Y CGC34090/DP Police -CID Request for Live Scan Service No No U +2Y - Yes No PERM PERM PERM CGC34090/DP Police - CID - Shoot Review Reports/Memo Yes No l0Y 25Y 35Y CGC34090/DP Police - CID Slides, Mug - U+2Y CGC34090/DP Police -CID Specialist ecialist Daily Log Yes No U +2Y Yes No 2Y 2y CGC34090 Police - OCOP Administrative Hearing Transcript 3y CGC34090 Police - OCOP After Action Report Memo. Yes No 3Y 5y CGC34090/DP Police - OCOP AI Case File (Non Criminal) Yes No 5Y gy CGC34090/DP Police - OCOP Asset Seizure Admin. Files Yes No 8Y Sy PC 832.5b/DP Police - OCOP Audio Tapes P Yes No 5Y CGC34090/DP Police - OCOP Complaints -Misc. (Informal) Yes No 3Y gy Page 44 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 45 of 5 / In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 CGC340901DP Police - OCOP Grant Files Yes No ACT +SY 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 +SY 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 CGC34090 Police - OD Citizen Complaint Follow -Up Log - Yes No 2Y 2Y CGC34090 Police - OD Court List Yes No 2Y 2Y CGC34090 Police - OD CSO I Daily Logs Yes No 2Y 2Y CGC34090 Tuesday, April 22, 2014 Page 45 of 5 / Tuesday, April 22, 2014 rage 4b of c i. In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - OD CSO 11 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 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 - 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 CGC34090/DP 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 5Y CGC34090/DP Police - SED K9 Officer Daily Log Yes No 5Y 5Y CGC34090/DP Police - SED Laser/Lidar Files Yes No 3Y 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 Tuesday, April 22, 2014 rage 4b of c i. Page 47 of 57 Tuesday, April 22, 2014 In In Total Records Series Title Original Vital Office Storage Retention Legal Citation Dept/Div Yes No U +3Y U +3Y DP Police -SED PAST) Logs Police -SED Rental Car Worksheets Yes No lY ly DP Yes No 2Y 2Y CGC34090 Police -SED Taxi Permit Denials Yes No 2Y 2Y CGC34090 Police -SED TS/TC Officers Daily Logs Yes No 2Y - 2Y CGC34090 Police -SED Vale[ Permits Pub. Works - Airport Administrative Files No No ACT ACT DP Yes No 2Y PERM PERM CGC34090/DP Pub. Works - Airport Agenda Packets Commissioner Yes No 2Y PERM PERM CGC34090/DP Pub. Works - Airport Airport Commission Agenda Yes No PERM PERM PERM CGC34090 Pub. Works - Airport Airport Commission Minutes Yes No PERM PERM PERM CGC34090/DP Pub. Works - Airport AWG Minutes Yes No ACT 5Y ACT +SY CGC34090/DP Pub. Worls - Airport AWG, Project Files Yes No 2Y 2Y CGC34090 Pub. Works - Airport Budget Working Papers Yes No IND IND IND CGC34090/DP Pub. Works - Airport Flight Activity Log' yes No PERM PERM PERM CGC34090/DP Pub. Work - Airport Grant Files Yes Yes ACT +2Y PERM PERM CGC34090/DP Pub. Works - Airport Lease Files, Aviation Yes No ACT +2Y ,SY ACT +10Y CGC34090/DP Pub. Works - Airport Lease Files, Commercial No No 3Y 3Y CGC34090 Pub. Works - Airport Month -End Files Yes No IND IND IND CGC34090/DP Pub. Works - Airport Noise Reports E TR/HR E +TTUHR CGC34090/DP Pub. Works - Airport Personnel Files No No - Yes No ACT 5Y ACT +Sy CGC34090/DP Pub. Works - Airport Project Files Page 47 of 57 Tuesday, April 22, 2014 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 DP Pub. Works - Architecture Bids, Unsuccessful Yes No 3Y 3Y CGC34090 Pub. Works - Architecture Budget Working Papers Yes No 2Y 2Y 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 CGC34090NP Pub. Works - Beach -Main. Vendor Files Yes No 5Y 5Y CGC34090/DP Pub. Works - Cemetery ACME Visible files Yes Yes U U DP Pub. Works - Cemetery Budget Working Papers Yes No 2Y 2Y CGC34090 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 Tuesday, April 22, 2014 Page 48 of 57 Page 49 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title CGC34090/DP Yes Yes PERM PERM pgRM Pub. Works - Cemetery Receipt Books PERM CGC34090/DP Yes Yes PERM PERM Pub. Works - Cemetery Sales Orders Books PERM CGC34090/DP Summary of Daily Cash Collected Yes Yes PERM PERM Pub. Works - Cemetery 2Y CGC34090 Pub. Works - Custodial Svc Budget Working Papers (Electronic) Yes No - 2Y CGC34090/DP No No E TR/HR E +TR/HR Pub. Works - Custodial Svc Personnel Files 2Y CGC34090/DP Pub. Works - Custodial Svc Punch Time Cards No No 2Y CGC34090/DP No No 2Y 2Y Pub. Works - Custodial Svc Time Cards (Electronic) 3Y CGC34090 Pub. Works - Engineering Bids, Unsuccessful Yes No 3Y 2Y CGC34090 Pub. Works- Engineering Budget Working Papers Yes No 2Y ACT +3Y DP Yes Yes ACT 3Y Pub. Works - Engineering Certified Payrolls PERM CGC3409OiDP Yes No PERM PERM Pub. Works - Engineering DR Project Files PERM CGC34090/DP Drawing, Project (Electronic) Yes No PERM PERM Pub. Works - Engineering PERM PERM PERM DP Yes No Pub. Works - Engineering Easements PERM PERM CGC34090/DP Yes No PERM Pub. Works- Engineering Engineering Drawings - ACT - 24CFR570502(b)(3) Yes Yes ACT SY Pub. Works - Engineering Grant Files TRIHR g +TR/HR CGC34090 Pub. Works - Engineering Human Resources Files No No E IND CGC34090/DP Yes No IND IND Rib. Works - Engineering Inspection Photos PERM DP No No PERM PERM Pub. Works - Engineering Lot Line Adjustment PERM DP No No PERM PERM Pub. Works - Engineering Parcel Maps PERM DP No No PERM PERM Pub. Works - Engineering Parcel Mergers Page 49 of 57 Tuesday, April 22, 2014 Tuesday, April 22, 2014 Page 50 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works - Engineering Permits, Films Yes No ACT +2Y ACT +2Y CGC34090 Pub. Works - Engineering Permits, Mitigate Yes No 2Y 8Y l0Y CGC340901DP Pub. Works - Engineering Permits, Street Yes No MY 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 CGC34090 Pub. Works - Engineering Permits, Utility Excavate Yes Yes PERM PERM PERM CGC34090 Pub. Works - Engineering Permits, Wastewater Fee Yes No 5Y 3Y 8Y CGC34090 Pub, Works - Engineering Permits, Water Meters Yes No 5Y 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 CGC34090/DP Pub. Works - Facilities Svc Budget Working Papers Yes No 2Y 2Y CGC34090 Pub. Works - Facilities Svc Daily Activity Log (Electronic) Yes No l0Y l0Y DP Pub. Works - Facilities Svc Daily Repair Log (Electronic) Yes No 15Y 15Y CGC34090/DP Pub. Works - Facilities Svc Graffiti Removal Consent Forms 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 Tuesday, April 22, 2014 Page 50 of 57 Page 51 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title Pub. Works - Facilities Svc Request For Proposal (Electronic) Yes No R R DP CGC34090/DP Yes No PERM PERM PERM Pub. Works - Facilities Svc Street Light Repair Log IND CGC34090/DP Pub. Works - Facilities Svc Work Order, DB Electronic Yes No IND � DP Yes No l0Y l0Y Pub. Works - Park Maint. Projects Files 3Y DP Pub. Works - Pier Main. Payroll Reports (Electronic) No No 3Y CGC34090/DP Yes No l0Y l0Y Pub. Works - Prom. Maint. Daily Log Books ACT +3Y CGC34090/DP Yes No ACT +3Y Pub. Works -Prom. Maint. Daily Work Orders DP Yes No 4Y 4Y Pub. Works -Pub. Landsca A/P Files 2Y CGC34090 Pub. Works - Pub. Landsca Budget Working Papers Yes No 2Y ACT +4Y 24CFR570.502(b)(3) Yes No ACT +4Y Pub. Works - Pub. Landsca CDF - Tree Grant 3Y CGC34090/DP No No 3Y Pub. Works - Pub. Landsca Claims 3Y CGC34090iDP Pub. Works - Pub. Landsca Payroll Records No No 3Y E +TR/HR CGC34090/DP Pub. Works - Pub. Landsca Personnel Files No No E TRIM DP Yes No 7Y SY 12Y Pub. Works - Pub. Landsca Prop A Maint. & Svc. Req. 5Y CGC34090/DP Pub. Works - Pub. Landsca Purchasing Card Trans. Log Yes No SY CGC34090/DP No No 2Y 2Y Pub. Works - Pub. Landsca Terminated Employees DP No No 2Y 2Y Pub. Works - Pub. Landsca Time Cards 5Y CGC34090/DP Pub. Works - Pub. Landsca Vendor Files Yes No SY C+3Y CGC34090/DP Pub. Works -RRR Allan Recycling Tickets No Yes C +3Y CGC34090/DP Yes No LB IND LB Pub. Works - RRR Blue Prints Page 51 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Pub. Works -RRR Budget Working Papers Yes No 2Y 2Y CGC34090 Pub. Works - RRR C &D Mgmt. Plan Yes Yes LP LP CGC34090/DP Pub. Works - RRR Cash Turn -In Reports Yes No C + lY C + lY DP Pub. Works -RRR Citations/Notification Yes No C+IY C +lY DP Pub. Works - RRR Community Service Workers Yes No 2Y 2Y DP Pub. Work's - RRR Landfill Receipts Yes No C +3Y C +3Y CGC34090/DP Pub. Works-RRR Missed Kronos 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 + 1Y DP Pub. Works - RRR Request for Add'I. Comp. - Of 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/Fleet Budget Working Papers Yes No 2Y 2Y CGC34090 Pub. Works - Street/Fleet Fleet- CHP Bit Inspection (Electronic) No Yes 2Y 2Y VC34501.12 Pub. Works - Street/Fleet Fleet - Heavy Duty Driver Insp. Report Yes Yes 3M 3M CFR396.11 Pub. Works - Street/Fleet Fleet - Periodic Smoke Inspection (PSI) Yes Yes ACT +2Y ACT +2Y 13CCR2190 Tuesday, April 22, 2014 Page 52 of 57 In In Total co.:o. Title Original Vital Office Storage Retention Legal Citation Dept /Div Pub. Works - Street/Fleet Fleet - Preventive Maint. Does. (Electronic) Pub. Works - Street/Fleet Fleet - Smog Inspection Does. pub. Works - Street/Fleet Fleet - Tire Program Manifest Receipts Pub. Works - Street/Fleet Personnel Files Pub. Works - Street/Fleet Street - Asphalt Work Orders Pub. Works - Street/Fleet Street - Concrete Work Orders Pub. Works - Street/Fleet Street - Sidewalk Inspections Pub. Works - Street/Fleet Street - Warehouse Requisition Forms Pub. Works - StreetMeet Street - Work Orders, DB Electronic Pub. Works - Urban Forest Claims Pub. Works - Urban Forest Edison Grid Pub. Works - Urban Forest Grants Pub. Works - Urban Forest Guidelines - Street Trees Pub. Works - Urban Forest Landmark Trees Pub. Works - Urban Forest Landscape & Streetscape Projects Pub. Works -Urban Forest Master Plan Pub. Works - Urban Forest Phone Logs Pub. Works - Urban Forest Private Trees Pub. Works - Urban Forest Tree Failure Reports Pub. Works - Urban Forest Tree Maintenance Tuesday, April 22, 2014 Yes Yes LV LV ACT + 3Y HS44019 Yes Yes ACT +3Y ACT +3Y 14CCR7401 Yes No ACT +3Y E DP Yes No E ACT +6Y CGC34090/DP Yes No ACT +6Y ACT +6Y CGC34090/DP Yes No ACT +6Y ACT +6Y CGC34090/DP Yes No ACT +6Y No 2Y 7Y 9Y DP Yes - CGC34090/DP Yes No ]ND 1ND IND 21, CGC34090/DP No No 2Y ACT DP Yes No ACT 24CFR570.502(b)(3) ACT +4Y Yes No ACT +4Y Yes PERM PERM PERM DP Yes Yes PERM PERM PERM DP Yes 15Y DP Yes No 15Y Yes PERM PERM PERM DP No 5Y DP Yes No SY ACT DP Yes No ACT ACT DP Yes No ACT ACT DP Yes No ACT Page 53 of 57 Tuesday, April 22, 2014 rage 34 or D i In In Total Dept/Div Records Series Title - Original Vital Office Storage Retention Legal Citation Pub. Works - Urban Forest Tree Removal File Yes No 15Y 15Y DP Pub. Works - Urban Forest Tree Service Log Yes No ACT +3Y ACT +3Y DP Pub. Works - Urban Forest Tree Trimming Log Yes Yes PERM PERM PERM DP Pub. Works - Urban Forest Tree Trimming Permits Yes No ACT +2Y ACT +2Y CGC34090d Pub. Works - Urban Forest Trees - Historical Yes - -Yes PERM PERM PERM DP Pub. Works - Urban Forest Trees Planted Yes - Yes PERM PERM PERM DP Pub. Works - Urban Forest Vendor Files Yes No 5Y 5Y CGC340901DP 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. Budget Working Papers Yes No 2Y 2Y CGC34090 Pub. Works - WR - Admin. Hyperion Yes No 2Y l0Y 12Y CGC34090/DP Pub. Works - WR - Admin. Invoices, Moss Avenue No No DM IND IND CGC34090/DP Pub. Works - WR - Admin. Litigation Files No Yes ACT l0Y 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 +5Y CGC340901DP Pub. Works - WR - Admin. Project Files MTBE Yes No ACT MY ACT + 10Y DP Pub, Works - WR - Admin. Property Tae Invoices - Yes INTO 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 Tuesday, April 22, 2014 rage 34 or D i Page 55 of 57 Tuesday, April 22, 2014 In In Total Original Vital Office Storage Retention Legal Citation Dept/Div Records Series Title No No PERM PERM PERM DP Pub. Works - WE - CY W Construction Maps Pub. Works - WR - CY W Damage Rpt, City Property (Electronic) No No 3Y 3Y DP Pub. Work - WR - CY W Damage Rpi, Vehicle (Electronic) No No 3Y 3Y DP No No PERM PERM PERM CGC34090/DP Pub. Works - WR - CY W Fire Hydrant Flow Tests (Electronic) - by CGC34090/DP Pub. Works - WR - CY W Flow Charts Yes No 6Y Gen Liability Accident Rpi. (Electronic) No No 3Y 3y CGC34090 Pub. Works - WR -CYW gy CGC340901DP Pub. Works - WR - CY W Inspection Reports (Electronic) Yes No SY Pub. Works - WR - CY W Meter Read (Electronic) No No lY - lY DP Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR - CY W Valves Books CGC34090 Pub. Works - WR -CYW Vehicle Inspection Report No No 3Y gy Yes No PERM PERM PERM CGC34090/DP Pub. Works - WR -CYW Waste/Water Maps CGC34090/DP No No PERM PERM PERM Pub. Works - WR - CY W Water Main Failure Reports CGC34090/DP Yes No PERM PERM pggM Pub. Works - WR - CY W Water Maps Yes No PERM PERM PERM DP Pub. Works - WR - CY W Work Orders (Electronic) CGC340901DP Yes No LOB LOB LOB Pub. Works - WR - PP Administrative Files CGC34090/DP Yes No LOB IND LOB Pub. Works - WR - PP Permits, Sewer CGC34090/DP Yes No LOB IND LOB Pub. Works - WR - PP Project Files Pub. Works -WR - PP Reference Materials Yes No U U DP SY 22CCR64469 _ Pub. Works - WR - Wtr. Trt Consumer Complaints No No 51, 22CCR64469 Pub. Works - WR - Wtr. Trt Daily Treatment &Prod. Report No No IND IND IND Page 55 of 57 Tuesday, April 22, 2014 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 No lY I DP Pub. Works - WR - Wtr. Tr[ 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 Tuesday, April 22, 2014 Pale 56 of 57 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Approvals: , City Attorney: /I �� W0W � Date S/ Z71 I City Clerk: Date / Resolution No.: Date 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, xx See seperate document for retention periods based on City Council meeting outcomes. - Tuesday, April 22, 2014 Page 57 of 57 Adopted and approved this 27th day of May, 2014. Terry O'Day, N+ayor Pro 1, Sarah P. Gorman, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10807 tCCS) was duty adopted at a meeting of the Santa Monica City Council held on the 27th day of May, 2014, by the following vote: AYES: Councilmembers: Davis, Holbrook, McKeown, Vazquez, Winterer Mayor Pro Tern O'Day NOES: Counciimember: None ABSENT: Councilmember: Mayor O'Connor ATTEST: x Sarah P. Gorman, City Clerk