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R10880City Council Meeting 6 -9 -15 Santa Monica, California RESOLUTION NUMBER10F160(CCS) (City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICAAPPROVING A REVISED CITY -WIDE RECORDS RETENTION SCHEDULE WHEREAS, California Government Code Sections 34090 et seq., setforth certain legal requirements regarding the retention of certain municipal records; and WHEREAS, the adoption and implementation of the revised City -wide records retention schedule forthe 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schedule attached hereto as Exhibit "A ", is hereby approved and adopted and Resolution No. 10807 (CCS) is hereby repealed in its entirety.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: W City of Santa Monica City-wide Records Retention Schedule 2015 (Proposed) Monday, June 01, 2015 Page I of 60 In In Total Dept(Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - Executive Administrative Files Yes No ACT 5Y ACT +5Y DP BBB - Executive Complaints - ADA Yes No 7Y 7Y CGC340901DP BBB - Executive Contracts/Agreements Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Executive Financial Reports Yes No ACT 7Y ACT +7Y CGC34090/DP BBB - Executive Grievances/lntemal Complaints Yes No 5Y SY CGC34090/DP BBB - Executive Historical Files Yes Yes PERM PERM PERM DP BBB - Executive Personnel Actions (UTU) Yes No ACT 7Y ACT+ 7Y CGC34090/DP BBB - Executive Project Files Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Executive Purchase Cud Receipts Yes No 7Y 7Y DP BBB - Executive Short Tenn 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 l0Y US:26CFR31.6001.1 BBB - Finance &Grants Grants, Operational Yes No ACT +3Y ACT +3Y CGC34090/DP BBB - Finance & Grants Long Term Planning Files Yes No ACT 30Y ACT + 30Y 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 CGC340901DP Monday, June 01, 2015 Page I of 60 Monday, June 01, 2015 Page 2 of 60 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 IOY CGC34090/DP BBB - Finance & Grants RFP, Rejected, Federally Funded Yes No ACT +2Y ACT +2Y CGC34090/DP BBB - Finance & Grants RFP, Rejected, Non - Federally Funded Yes No 2Y 2Y 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 BBB - Finance &Grants State Controller Reports (SCR) Yes No ACT 20Y ACT +20Y CGC340901DP BBB - Finance & Grants Surveys Yes No ACT l0Y ACT + 10Y CGC34090/DP BBB - Finance & Grants Time Sheets Yes No 2Y 8Y 10Y CGC34090/DP BBB - GCR Advertising Completion Reports Yes No 4Y 4Y 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 - OCR Contracts/Agreements - Yes No ACT +4Y ACT +4Y CGC34090/DP BBB - GCR Customer Feedback Yes No 4Y 4Y CGC34090/DP BBB - GCR Customer Feedback Database Yes No l0Y toy CGC34090/DP BBB - GCR Department Event Files Yes No lY JOY 1lY 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 IND CGC34090/DP BBB - GCR Newsletter Yes No PERM PERM PERM DP Monday, June 01, 2015 Page 2 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB - GCR Personnel Files Yes No E E 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 Purchase Card Receipts Yes No 7Y 7Y CGC34090/DP BBB - GCR Receipts, Cash Yes No 3Y 3Y CGC34090/DP BBB - GCR Reports Yes No 4Y 4Y CGC34090/DP BBB - GCR Request for Proposal, Rejected Yes No lY lY DP 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 Fleet Inventory Yes No LV +3Y LV +3Y DP BBB - Maintenance Historical Files Yes Yes ACT PERM PERM DP BBB - Maintenance Personnel Files No No E +2Y E +2Y DP BBB - Maintenance Purchase Card Receipts Yes No 7Y 7Y CGC34090/DP BBB - Maintenance Reports Yes No 4Y 4Y CGC34090/DP BBB - Maintenance Training Materials Yes No S S CGC34090/DP BBB - Maintenance Vehicle Bid Specifications Yes No U U DP BBB - Maintenance Vehicle Files Yes No LV +3Y LV +3Y CGC34090/DP BBB - Operations AFMS Data, Electronic Yes No 3Y 3Y CGC34090/DP BBB - Operations Compliance Certificates Yes No ACT ACT CGC34090/DP Monday, June 01, 2015 Page 3 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention BBB - Operations FCC Licenses, Current Yes No S S BBB - Operations FCC Licenses, Sold Yes No 2Y 2Y BBB - Operations General Memorandum (GM's) Yes No lY 2Y 3Y BBB - Operations Long Term Planning Documents Yes No 3Y 3Y 6Y BBB - Operations NTD Surveys Yes No lY 2Y 3Y BBB - Operations Personnel Files Yes No E +2Y E +2Y BBB - Operations Project Files Yes No ACT +2Y ACT +2Y BBB - Operations Purchase Card Receipts Yes No 7Y 7Y BBB - Operations Reports Yes No 4Y - 4Y BBB - Safety & Training Accident Files No No lY 4Y 5Y BBB - Safety &Training Contru&Agreements Yes No ACT +2Y ACT +2Y BBB - Safety & Training Dictaphone Recordings, Analog Yes No S S BBB - Safety & Training Dictaphone Recordings, Digital Yes No 7Y 7Y BBB - Safety & Training Dmg Testing Files, Negative Yes No 3Y 3Y BBB - Safety & Training Dmg Testing Files, Positive Yes No 6Y 6Y BBB - Safety & Training DVR Recordings, Facilities Pending Litigation Yes No TR/RM TR/RM BBB - Safety & Training DVR, Facilities Yes No S S BBB - Safety & Training DVR, Vehicles Yes No S S BBB - Safety & Training DVR, Vehicles Pending Litigation Yes No TR/RM TR/RM BBB - Safety & Training Estimate Files Yes No 1Y 4Y 5Y Legal Citation DP DP CGC34090/DP CGC34090/DP CGC34090/DP DP CGC34090/DP DP DP CGC340901DP CGC34090/DP DP CGC34090/DP COC34090 49CFR653.31/DP CGC34090/DP DP DP CGC34090/DP CGC34090/DP Monday, June 01, 2015 Page 4 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 CGC34090/DP CCS - Admin. Project Blueprints No No IND IND IND DP CCS - Admin. R&P Commission Minutes Yes No PERM PERM PERM CGC34090 CCS - Admin. R &P Commission Staff Reports Yes No PERM PERM PERM CGC34090/DP CCS - Admin. Subject Files No No ACT 4Y ACT +4Y CGC34090/DP CCS - Admin. Subject Files, Historical No No PERM PERM PERM CGC34090/DP CCS - Comm. Recreation ALL - Accident/Incident 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 lY 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Fin Assistance Award/Denial Letters No No lY 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Financial Assistance Applications Yes No lY 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Permit Recipients Proof of Ins. No No ACT ACT CGC34090/DP CCS - Comm. Recreation ALL - Purchasing Card Receipts No No lY lY DP CCS - Comm. Recreation ALL - Req for Warrant (Contractors) No No ACT+ lY ACT+ 1Y CGC34090/DP Monday, June 01, 2015 Page 5 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation ALL - Req for Warrant (Non Contractors) No No lY IY 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 CCS - Comm. Recreation Beach /Water Activity Permit Application Yes No lY IY DP CCS - Comm. Recreation Classes - Instructor Agreements Yes No ACT +IY ACT +lY DP CCS - Comm. Recreation Classes - Registration/Waiver Forms Yes No ACT +IY ACT+IY DP CCS - Comm. Recreation Classes - Rejected RFP Yes No IY 2Y 3Y CGC34090 CCS - Comm. Recreation Drop -In Soccer Waiver Form Yes No ACT+ lY ACT+ lY CGC34090/DP CCS - Comm. Recreation Events - Applications Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation Events - Letter of Requirement No No 3Y 3Y CGC34090 CCS - Comm. Recreation Events - Permits Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation Film Permit Site Approval Notice Yes No lY 1Y DP CCS - Comm. Recreation Fitness Room Waiver Form Yes No ACT +lY ACT +IY DP CCS - Comm. Recreation Gardens - Advisory Council Agendas Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation Gardens - Advisory Council Minutes Yes Yes lY PERM PERM DP CCS - Comm. Recreation Gardens - Garden Applications Yes No ACT+ 5Y ACT+ 5Y DP CCS - Comm. Recreation Gardens - Garden Partnership Registration Yes No ACT+ IY ACT+ IY 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 Monday, June 01, 2015 Page 6 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Comm. Recreation Leagues - Director RFP - Rejected Yes No 1Y 2Y 3Y CGC34090 CCS - Comm. Recreation Leagues - Player Waiver Forms Yes No IND IND IND DP CCS - Comm. Recreation Leagues - Team Registration Yes No 2Y 2Y CGC340901DP CCS - Comm. Recreation Meeting Room Permit Applications Yes No I 1Y DP CCS - Comm. Recreation RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP CCS - Comm. Recreation RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 CCS - Comm. Recreation SMARS- Registration/Waiver Forms Yes No I I DP CCS - Comm. Recreation SMARS- Volunteer RepfWaiver Forms Yes No I I DP CCS - Comm. Recreation Sports Advisory Council - Agends Yes No lY 2Y 3Y CGC34090NP CCS - Comm. Recreation Sports Advisory Council - Minutes Yes Yes 1Y PERM PERM DP CCS - Comm. Recreation Sports Facilities- Permit Application Yes No lY lY DP CCS - Comm. Recreation Surf Permit Approval Letters No No IY 3Y 4Y DP CCS - Comm. Recreation Surf Permit RFP Yes No lY 3Y 4Y CGC34090 CCS - Comm. Recreation Surf Permit RFP - Rejected Yes No IY 2Y 3Y CGC34090 CCS - Comm. Recreation Swim - Field Trip Permission Slips Yes No lY 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 CCS - Comm. Recreation Swim - Vendor RFP - Rejects Yes No lY 2Y 3Y CGC34090 CCS - Comm. Recreation Swim Center RegfWaiver Forms Yes No lY lY DP CCS - Comm. Recreation Tennis - Court Reservations Yes No lY lY DP Monday, June 01, 2015 Page 7 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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+ lY DP CCS - Comm. Recreation The Cove - Class RegiWaiver Forms Yes No lY lY DP CCS - Comm. Recreation The Cove - Daily Maint. Records Yes No IY 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 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 PERM PERM CGC34090/DP CCS - Cultural Affairs Arts Commission Audio Tapes Yes No 6M 6M DP CCS - Cultural Affairs Arts Commission Minutes Yes No 4Y PERM PERM CGC34090 CCS - Cultural Affairs Cash Receipts Yes No ACT 5Y ACT +SY 26CFR301.6501 CCS - Cultural Affairs Event Files - Annenberg Yes No ACT 7Y ACT+ 7Y CGC34090/DP CCS - Cultural Affairs Event Historical Files (Civic And.) Yes Yes PERM PERM PERM DP Monday, June 01, 2015 Page 8 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Cultural Affairs Grant Files No No 2Y 8Y toy CGC34090/DP CCS - Cultural Affairs Miles Playhouse Program Files Yes No lY 6Y 7Y CGC34090/DP CCS - Cultural Affairs Project Files Yes No ACT PERM ACT +PERM CGC34090/DP CCS - Cultural Affairs REP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP CCS - Cultural Affairs RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 CCS - Cultural Affairs Show Files, One of a Kind (Civic AudJ Yes Yes PERM PERM PERM DP CCS - Cultural Affairs Show Files, Repetitive (Civic AudJ Yes No ACT 3Y ACT +3Y DP CCS - Human Services Applications, Scholarships Yes No 3Y 3Y CGC34090 CCS - Human Services Audio Tapes Commission Meeting Yes No 6 mos 6 mos DP CCS - Human Services Chronological Files Yes No 2Y 3Y 5Y CGC34090/DP CCS - Human Services Commission/Task Force Agendas Yes No 8Y 8Y CGC340901DP CCS - Human Services Commission/Task Force Minutes Yes No 3Y PERM PERM CGC34090/DP CCS - Human Services Commission/Task Force Packet Yes No 5Y 5Y CGC34090/DP CCS - Human Services Complaints Yes No 2Y 4Y 6Y CGC34090/DP CCS - Human Services Contracts/Agreements Yes No ACT SY ACT +SY CGC34090/DP CCS - Human Services Financial Records Yes No 2Y 5Y 7Y CGC34090/DP CCS - Human Services Homeless Community Court Yes No 2Y 3Y 5Y CGC34090/DP CCS - Human Services Homeless Project Homecoming Yes No 2Y 3Y 5Y CGC34090/DP CCS - Human Services Homeless Service Registry Yes No 2Y 8Y 10Y CGC34090/DP CCS - Human Services HUD /CDBG Yes No ACT 25Y ACT +25Y CGC34090/DP Monday, June 01, 2015 Page 9 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS - Human Services PAL Board Financials Yes No 3Y 7Y 10Y CGC34090/DP CCS - Human Services PAL Board Minutes Yes No 3Y 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 2Y 5Y 7Y CGC340901DP CCS - Human Services PAL Summer Food Service Program Yes No 5Y 5Y CGC34090 CCS - Human services Personnel Related Files Yes No ACT +2Y 5Y ACT +7Y CGC34090/DP CCS - Human Services Program Files Yes No ACT l0Y ACT +10Y CGC34090/DP CCS - Human Services Project Files - Grants Yes No ACT 20Y ACT +20Y CGC34090/DP CCS - Human Services Prop A Funds Yes Yes ACT 4Y ACT +4Y PUC99243 CCS - Human Services Reed Park Applications, Fin. Assistance Yes No 2Y 5Y 7Y CGC34090 CCS - Human Services Reed Park CREST Historical Files Yes No PERM PERM PERM CGC34090NP CCS - Human Services Reed Park CREST Program Files Yes No 1 Y 9Y l0Y CGC34090/DP CCS - Human Services Reed Park Registration /Attendance Toms Yes No lY 2Y 3Y CGC34090 CCS - Human Services Reed Park Timecards Yes No 3Y 3Y CGC34090/DP CCS - Human Services RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP CCS - Human Services RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 CCS - Human Services Rosie's Gals Program Files Yes No 2Y 5Y 7Y CGC34090/DP CCS - Human Services Sr. Nutrition Program Files Yes No ACT 6Y ACT +6Y CGC34090/DP Monday, June 01, 2015 Page 10 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 Community Events Yes No 3Y 3Y CM4090IDP CCS - Human Services VAP Deposits Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Enrollment Forms Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Program Files Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Registration Forms Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Room Rental Applications Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Sign In Sheets Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Summer Food Program Yes No 5Y 5Y CGC34090/DP CCS - Human Services VAP Trade Intern Files Yes No 3Y 3Y CGC34090/DP City Attorney - Admin. Budget, Final No No IND IND IND CGC34090/DP City Attomey - Admin. Budget, Working Papers Yes Yes IND IND IND CGC340901DP City Attomey - Admin. CAD Payment Receipts Yes No ACT 5Y ACT +SY 26CFR301.6501 City Attorney - Admin. Chronological Files Yes Yes IND IND IND CGC34090/DP City Attomey - Admin. Opinion Files Yes Yes IND IND IND CGC34090/DP City Attorney - Admin. Personnel Files, At Will Yes No IND IND IND CGC34090/DP City Attorney - Admin. Rejection Letters Yes No ACT l0Y ACT +10Y CGC12946/DP Monday, June 01, 2015 Page 11 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney - Admin. Subject Files, Marsha Mourne Yes Yes IND IND IND CGC34090/DP City Attorney - Admin. Time Sheets, Attorneys Yes No IND IND IND CGC34090/DP City Attorney- Civil Lit Case Cards Yes No PERM PERM PERM CGC34090/DP City Attorney - Civil Lit Closing Papers Yes No ACT 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 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 Log Book Yes No R R CGC34090 City Attorney - Criminal Bench Warrant Yes No lY 19Y 20Y CGC34090/DP City Attorney - Criminal Business License Yes No ACT l0Y ACT +10Y CGC34090/DP City Attorney - Criminal Citations Yes No ACT l0Y ACT +10Y CGC34090/DP City Attorney - Criminal Closed Case Files Yes No ACT 10Y 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 Investigation Files Yes No ACT l0Y ACT +10Y CGC34090/DP City Attorney - Criminal Records Inventory Sheet No No PERM PERM PERM COC34090/DP City Attorney - Criminal Research Files No No R R CGC34090 City Attorney - Criminal Restitution Files Yes No ACT IOY ACT+ 10Y CGC34090/DP Monday, June 01, 2015 Page 12 of 60 In In Total Dept/Div Records Series Title Original Vital Office . Storage Retention City Attorney - Muni Law Administrative Hearing Files Yes No ACT 10Y ACT+ 10Y City Attorney - Muni Law Airport Cases Yes No PERM PERM PERM City Attorney - Muni Law Appointment/Office Conference Book No No R R City Attorney - Muni Law Bankruptcy Files Yes No 1Y 5Y 6Y City Attorney -Muni Law Chronological Files No No toy l0Y City Attomey - Muni Law Closed Files Yes No ACT 20Y ACT +20Y City Attorney - Muni Law Land Use Files Yes No ACT l0Y ACT+ 10Y City Attorney - Muni Law MTBE Cases Yes No PERM PERM PERM City Attorney - Muni Law Personnel Related Case Files Yes No ACT l0Y ACT+ 10Y City Attorney - Muni Law Pitchess Motion Files Yes No ACT l0Y ACT + 10Y City Attorney - Muni Law Public Records Requests Yes No 3Y 3Y City Clerk - Admin. A/P Files No No 4Y 4Y City Clerk - Admin. Audio Tapes of City Council Meetings Yes No 2Y 2Y City Clerk- Admin. B & C Application - Accepted Yes No ACT +2Y 5Y ACT +7Y City Clerk - Admin. B & C Application -Not Acted Upon Yes No lY IY City Clerk - Admin. B & C Directory Yes No PERM PERM City Clerk - Admin. Campaign Statement Log Yes No ACT +7Y ACT +7Y City Clerk - Admin. Campaign Statement, Successful Yes No IND IND City Clerk - Admin. Campaign Statement, Unsuccessful Yes No SY 5Y City Clerk - Admin. Claims File - Copies No No 6M 6M Legal Citation CGC34090/DP CGC340901DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090 DP CM4090 DP DP CGC34090/DP CGC34090/DP CGC81009(b) CM1009(e) DP Monday, June 01, 2015 Page 13 of 60 Monday, June 01, 2015 Page 14 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk - Admin. Claims Logs No No 7Y 7Y CGC34090 City Clerk - Admin. Contract Sign In Log Yes No ACT +IY ACT +IY CGC34090/DP City Clerk - Admin. Contracts Index Card File Yes No R R CGC34090/DP City Clerk - Admin. Contracts Log Book Yes No R R CGC34090/DP City Clerk - Admin. Domestic Partnership Agreements Yes No IND IND CGC34090/DP City Clerk - Admin. FileKeepers Pick Up Log Yes No PERM PERM DP City Clerk - Admin. Form 700, Statement of Economic Interest Yes No ACT +2Y 5Y 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. Passport Transmittal Forms Yes No 2Y 2Y CGC34090 City Clerk - Admin. Proof of Publication Yes No 3Y 3Y CGC34090/DP City Clerk - Admin. Public Records Request No No 6M 6M DP City Clerk - Admin. Records Destruction Certificates Yes No PERM PERM CGC34090/DP City Clerk - Admin. Records Management Electronic Program Yes No PERM PERM CGC34090/DP City Clerk - Admin. Records Transmittal Yes No PERM PERM CGC34090/DP City Clerk - Admin. Records Transmittal, Destroyed Records Yes No PERM PERM CGC34090/DP City Clerk- Admin. Resolutions Log Book Yes No R R CGC340901DP City Clerk - Admin. Statement of Economic Interest Log Yes No ACT +7Y ACT +7Y CGC34090/DP Monday, June 01, 2015 Page 14 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 City Clerk - Election Assisted Voters Lists Yes No 6M 6M EC17304 City Clerk - Election Ballot Designation Worksheet Yes No ACT +IM ACT +1M EC20442 City Clerk - Election Ballot Receipts Yes No 6M 6M EC17302 City Clerk- Election Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 City Clerk - Election Ballots, Absent Voter Yes No 6M 6M 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 +lY 3Y T +4Y EC17100 City Clerk - Election Petitions (Initiatives, Referendums, Recalls) Yes No ACT+ 8M ACT+ 8M EC17200 City Clerk - Election Precinct Maps Yes No 12Y 12Y EC 17501 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 Monday, June 01, 2015 Page 15 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 CGC340901DP City Clerk - Legislative Agendas Yes No 6Y 6Y CGC34090/DP City Clerk - Legislative Charters Yes No PERM PERM CGC34090 City Clerk - Legislative Contracts, Capital Improvement/City Property Yes Yes PERM PERM CGC34090/DP City Clerk- Legislative Contracts, Construction Maintenance Yes No ACT +10Y ACT +10Y CGC34090/DP City Clerk- Legislative Contracts, Supplies Yes No ACT +3Y ACT +3Y CGC34090/DP City Clerk - Legislative Contracts, Vehicles Yes No 15Y 15Y CGC34090/DP City Clerk - Legislative Council Packet - Copy No No 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 Monday, June 01, 2015 Page 16 of 60 In an Dept/Div Records Series Title Original Vital Office Storage City Clerk - Legislative Resolutions, City Council Yes Yes PERM City Clerk - Legislative Resolutions, Housing Authority Yes Yes PERM City Clerk - Legislative Resolutions, Parking Authority Yes Yes PERM City Clerk - Legislative Resolutions, Redevelopment Agency Yes Yes PERM City Clerk - Support Servic A/P File No No 2Y City Clerk - Support Servic Monthly Copy Billing Report Yes No 2Y City Clerk - Support Servic Monthly Mail Room Billing Report No No 2Y City Clerk - Support Servic Printing Requests Yes No 3Y City Clerk - Support Servic UPS Book Yes No S City Council Administrative Files No No U City Council Budget No No 4Y City Council Budget Working Papers Yes No 3Y City Council Commendations/Proclamations No No 5Y City Council Complaint Files Yes No 2Y City Council Council Correspondence Yes No 3Y City Council Council Travel Financial Reports No No 7Y City Council Equipment Manuals Yes No U City Council Personnel Files No No E City Council Purchase Orders No No 3Y City Council Request for Warrant No No 3Y Total Retention Legal Citation PERM CGC34090 PERM CGC34090 PERM CGC34090 PERM CGC34090 2Y DP 2Y CGC34090/DP 2Y COC34090 3Y CGC34090 S CGC34090 U CGC34090/13P 4Y DP 3Y CGC34090/DP 5Y CGC34090/DP 2Y 4Y CGC34090/DP gY 11Y CGC34090/DP 7Y CGC34090 U CGC34090 TR/HR E +TR/HR CGC34090/DP 3Y CGC34090 3Y CGC34090 Monday, June 01, 2015 Page 17 of 60 Monday, June 01, 2015 Page 18 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 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 lY lY DP City Manager - Admin. FEMA, Earthquake No No AA AA AA CGC34090/DP 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/HR CGC34090/DP City Manager- Admin. Purchase Orders No No 3Y 3Y CGC34090 City Manager- Admin. Request for Warrant No No ACT 3Y ACT +3Y CGC34090 City Manager - Admin. RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP City Manager - Admin. RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 City Manager- Admin. Santa Monica Place Yes No IND IND IND CGC34090/DP City Manager - Admin. Subject Files No No ACT 5Y ACT +SY CM4090IDP 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 Monday, June 01, 2015 Page 18 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager - Admin. Time Warner/Century Cable Yes No IND IND IND CGC34090/DP City Manager - Admin. Vendor Files /Contracts No No 3Y 3Y CGC34090/DP City Manager - City TV Administrative Files No No U U CGC34090/DP City Manager - City TV Equipment Manual No No U U CGC34090/DP City Manager - City TV Program Rights Agreements No No U U CGC34090 City Manager - City TV RFP - Successful Yes No ACT 5Y ACT +5Y CGC34090/DP City Manager - City TV RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 City Manager - City TV Time Wamer /Century Cable Yes No IND IND IND DP City Manager- City TV Video Tapes, City Council Yes No IND IND IND CGC34090/DP City Manager - City TV Video Tapes, Community Projects Yes No IND IND IND CGC34090/DP City Manager - OEM After Action Report Yes No 3Y 3Y CGC34090 City Manager - OEM Al Case Files - Non Criminal Yes No 5Y 5Y CGC34090/DP City Manager - OEM Audio Recorder Files - Homicides Yes Yes PERM PERM PERM PC799 City Manager -OEM Background Investigation, Hired Yes No PERM PERM PERM CGC340901DP City Manager -OEM Background Investigation, Not Hired Yes No 5Y 5Y CGC34090/DP City Manager - OEM Complaint Files/Tapes Yes No 5Y 5Y CGC34090/DP City Manager - OEM Credit Cud Receipts Yes No 7Y 7Y CGC34090/DP City Manager - OEM CTO Files Yes No 2Y 2Y CGC34090 City Manager - OEM Disaster Plan Yes Yes S +2Y S +2Y DP City Manager - OEM OEM Volunteer Yes No ACT+IY ACT +IY DP Monday, June 01, 2015 Page 19 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager - OEM Personnel Files Yes No E +TR/HR E +TR/HR DP City Manager- OEM Pub. Safety Radio & Telephone Rec. Yes Yes 5Y SY PC832.5b/DP City Manager - OEM RIP - Successful Yes No ACT 5Y ACT + 5Y CGC340901DP City Manager -OEM RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 City Manager - OEM Sit Along Waiver Yes Yes 4Y 4Y CGC34090/DP City Manager - OSE Administrative Citations/Appeals Yes Yes ACT 5Y ACT +SY 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 +SY 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 City Manager -OSE RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP City Manager - USE RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 Finance - A/P 1099 Forms Yes No 4Y 6Y toy CGC34090/DP Finance - A/P Check Copy, Back Up Yes No 2Y 8Y l0Y CGC34090/DP Finance - A/P Check Register Yes No 2Y 8Y toy 26CFR301.6501/DP Finance - A/P Fiscal Year End Roll Over Files Yes No 2Y 8Y JOY CGC34090/DP Finance - A/P Positive Pay Yes No 2Y 8Y l0Y 26CFR301.6501/DP Monday, June 01, 2015 Page 20 of 60 Monday, June 01, 2015 Page 21 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - A/P Purchase Card Transaction Logs Yes No 2Y 8Y l0Y 26CFR301.6401/DP Finance - A/P Sales and Use Tax Returns Yes No 2Y 8Y l0Y 26CFR301.6501/DP Finance - A/P Stop Payments Yes No 2Y 8Y l0Y 26CFR30L650l1DP Finance - A/P Void Warrants (Checks) Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - Admin. Finance Dept. Payables Yes No 3Y 3Y DP Finance - Admin. Monthly Investment Reports Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Admin. Personnel Files No No E TRJHR E +TRIHR DP Finance - Admin. Project Files Yes No PERM PERM PERM DP Finance - B &RO - BC Adjustments Yes No lY lY DP Finance - B &RO - BC Applications Yes No 2Y 2Y CGC34090 Finance - B &RO - BC Billing Contracts Yes Yes ACT +lY 3Y ACT +4Y CGC34090/DP Finance - B &RO - BC Bond Receipts Yes Yes PERM PERM PERM CGC34090/DP Finance - B &RO - BC Bond Series Spreadsheet Yes Yes PERM PERM PERM CGC34090/DP Finance - B &RO - BC Bonds, Returned Original Yes Yes PERM PERM PERM 26CFR301.6501/DP Finance - B &RO - BC Books Yes Yes PERM PERM PERM DP Finance - B &RO - BC Collection File Yes No 5Y 5Y CGC34090/DP Finance - B &RO - BC Reference Material No No U U DP Finance - B &RO - BC Small Claim Judgment Files, Settled No No ACT +2Y ACT +2Y CGC340901DP Finance - B &RO - BC Small Claims, Settled Yes No ACT +5Y ACT +5Y COC34090/DP Finance - B &RO - BC Summary of Cash Receipts No No 2Y 2Y CGC34090 Monday, June 01, 2015 Page 21 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - B &RO - BC Summary Sheet, Meter (L) Yes No 3Y 4Y 7Y 26CFR301.6501 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 SY 6Y CGC34090/DP Finance - B &RO - BL Audit Files No No lY 3Y 4Y CGC34090/DP Finance - B &RO - BL Business License Refunds Yes No 2Y 2Y CGC34090/DP Finance - B &RO - BL Central Business District Asses. Yes No 1 Y PERM PERM CGC34090/DP Finance - B &RO - BL Commercial Property List Yes No lY lY 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 l0Y CGC34090 Finance - B &RO - BL Permit, Police Yes No 2Y 2Y CGC34090/DP Finance - B &RO - BL Personnel Files No No E TR/HR E +TR/HR DP Finance - B &RO - BL Receipts, Payments Yes No lY 3Y 4Y CGC34090/DP Finance - B &RO - BL Records Transmittal No No PERM PERM PERM CGC34090/DP Finance - Budget Budget - Estimating Documentation No No 2Y 4Y 6Y CGC34090/DP Monday, June 01, 2015 Page 22 of 60 In In Total Dept/Div Records Series Title - Original Vital Office Storage Retention Legal Citation Finance - Budget Budget Instruction Yes No 4Y 4Y CGC340901DP Finance - Budget Budget Revenue Mid -Year No No ACT 5Y ACT +SY CGC34090/DP Finance - Budget Budget Review Meeting Decision Packet Yes No 2Y 2Y DP Finance - Budget CAFR Analytics Yes No 3Y 3Y CGC34090 Finance - Budget CAFR Supplemental Yes No 2Y 2Y DP Finance - Budget Changes to Deptal. 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 DSRFile 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 Monday, June 01, 2015 Page 23 of 60 Monday, June 01, 2015 Page 24 of 60 In In Total Dept/Div - Records Series Title Original Vital Office Storage Retention Legal Citation 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 - FR 1099's for Bonds Yes No 1Y 9Y l0Y CGC34090/DP Finance - FR Accounts Receivable Yes No 2Y 8Y l0Y 26CFR301.6501 Finance - FR Administrative Files No No U U DP Finance - FR Bank Reconciliations Yes No 2Y 8Y l0Y 26CFR301.6501 Finance - FR Cash Receipts Yes No 2Y 8Y l0Y 26CFR301.6501 Finance - FR Financial Reports, Audited No No R R DP Finance - FR Fixed Asset Yes No ACT ACT DP Finance - FR Grant Folder, Closed Yes No ACT +IY 9Y ACT +10Y CGC34090/DP Finance - FR Invoices Yes No 2Y 8Y IOY 26CFR301.6501 Finance - FR Journal Entries Yes No PERM PERM PERM 26CFR301.6501/DP Finance - FR MERL Loan Documents Yes - No ACT 45Y ACT +45Y CGC34090/DP Finance - FR Parking Authority Bond Coupon Yes No ACT + 10Y ACT+ 10Y CGC3490/DP Finance - FR RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP Finance - FR RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090)DP Finance - FR Wire Transfers Yes No l0Y l0Y 26CFR301.6501 Finance - FR Working Papers, CAFR Yes No 5Y SY CGC34090/DP Monday, June 01, 2015 Page 24 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Payroll Administrative Files No No U U DP Finance - Payroll Check Number Log Yes No toy l0Y CGC34090/DP Finance - Payroll EDD Audit Form Yes No toy l0Y CCTC34090 Finance - Payroll Employee Folders Yes No E +2Y 8Y E +10Y 26CFR301.6501/DP Finance - Payroll Employment Verification Yes No l0Y 10Y CGC34090 Finance - Payroll FLSA Report Yes No lY 9Y l0Y 29CFR516.5/DP Finance - Payroll Journal No No R R DP Finance - Payroll P/O FMS Batches Yes No lY 9Y 10Y 29CFR516.5/DP Finance - Payroll - P/O PERS City Contributions Yes No IY 9Y IOY 29CFR516.5/DP Finance - Payroll P/O PERS Listing Yes No lY 9Y toy 29CFR516.5/DP Finance - Payroll P/O Quarterly Medicare Tax - Yes No lY 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O Quarterly Tax Balance Report Yes No lY 9Y l0Y 29CFR516.5/DP Finance - Payroll Pay History (Electronic) Yes No IND IND IND CGC34090/DP Finance - Payroll Payroll Folder Yes No lY 9Y l0Y 29CFR516.5/DP Finance - Payroll Payroll Journals Yes No lY _ 9Y l0Y 29CFR516.5/DP Finance - Payroll Payroll Tax Returns Yes No l0Y l0Y 29CFR516.5/DP Finance - Payroll Terminated Employee Folders, Garnishment Yes No E +2Y 8Y E +10Y 29CFR516.5/DP Finance - Payroll Time Card Edit Report Yes No lY 9Y l0Y 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 Monday, June 01, 2015 Page 25 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Payroll Transportation Time Card Summary Yes No l0Y l0Y CGC34090/DP Finance - Payroll UI & SDI Tax Reports Yes No I 9Y IOY 29CFR516.5/DP Finance - Payroll W2's Yes No I 9Y l0Y 26CFR301.6501NP Finance - Payroll YE Tax Fringe Benefits Yes No l0Y IOY 29CFR516.5/DP Finance - Payroll Year End Tax Files Yes No lY 9Y MY 29CFR516.5/DP Finance - Procurement Administrative Files No No IND IND IND DP Finance - Procurement Bids, Formal Yes No lY 6Y 7Y CGC34090/DP Finance - Procurement Complaint Files No No IND - IND IND DP Finance - Procurement Contract Administration Disbursement Yes No 2Y SY 10Y 26CFR301.6501/DP Finance - Procurement Contracts, Closed Yes No 2Y 18Y 20Y CGC34090/DP Finance - Procurement Purchase Orders No No 2Y 5Y 7Y DP Finance - Procurement 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 CGC340901DP 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+ 10Y CGC34090 Monday, June 01, 2015 Page 26 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance - Risk Mgmt. Claim Files Liability, Not Litigated Yes No ACT 10Y ACT+ 10Y CGC34090/DP Finance - Risk Mgmt. Claim Files, W/C Yes No ACT 10Y ACT+ 10Y 29CFRI904.6/DP Finance - Risk Mgmt. Claim Files, W /C, Future Medical Awards Yes No ACT PERM PERM CLCt8a2sec10102 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 ]Y 30Y C +30Y CGC34090 Finance - Risk Mgmt. Incidents (All Others) Yes No I 3Y 4Y CGC34090/DP Finance - Risk Mgmt. Incidents (Bus) Yes No 1Y 3Y 4Y CGC34090/DP 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. RFP - Successful Yes No ACT 5Y ACT +5Y CGC34090/DP Finance - Risk Mgmt. RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 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 Finance - Treasury County of L.A. Property Tax Yes No 7Y 3Y l0Y 26CFR301.6501/DP Finance - Treasury Credit Card Sales Draft Yes No 2Y 2Y CGC34090 Finance - Treasury Credit Card Settlement Summary Yes No 2Y 2Y DP Monday, June 01, 2015 Page 27 of 60 In In Total Dept/Div Records Series Title Original Vital Office - Storage Retention Legal Citation Finance - Treasury Daily Cash Balance Report (POS) Yes No 2Y 5Y 7Y CGC34090 Finance - Treasury Department Cash Audit No No 3Y 3Y CGC34090 Finance - Treasury Deposit Slips Yes No 2Y 3Y 5Y 26CFR301.6501 Finance - Treasury Fee Study Yes No PERM PERM PERM CGC340901DP Finance - Treasury Franchise Statements Yes Yes PERM PERM PERM CGC34090/DP Finance - Treasury HDL Sales Tax Analyses Books Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Treasury Information Items No No U U DP Finance - Treasury Investment Bank Confirmation Yes No ACT ACT CGC34090/DP Finance - Treasury Invoice, Vendors No No 7Y 7Y CM4090 Finance - Treasury IRS Bond Arbitrage Rebate Report Yes No ACT 17Y ACT+ 17Y CGC34090/DP Finance - Treasury Parking Facility Tax Returns Yes No 3Y 5Y gY 26CFR301.6501/DP Finance - Treasury Personnel Files No No E TR/HR E +TR/HR CGC34090/DP Finance - Treasury Petty Cash Sheet No No 2Y 2Y DP Finance - Treasury Real Property Transfer Tax Remittance Yes No 7Y 3Y l0Y 26CFR301.6501/DP. Finance - Treasury Recording ofTorca/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 RFP - Successful Yes No ACT 5Y ACT+ 5Y CGC340901DP Finance - Treasury RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 Finance - Treasury S & L Bank Folders Yes No IND IND IND CGC34090/DP Monday, June 01, 2015 Page 28 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 l oY 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 Tax Returns Yes No 3Y 5Y 8Y 26CFR301.6501/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 CGC34090JDP 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/Pelestaff Yes No 5Y 3Y 8Y CGC34090/DP Fire - Admin. FD3 Yes No SY 3Y 8Y CGC34090/DP Monday, June 01, 2015 Page 29 of 60 Monday, June 01, 2015 Page 30 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 +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. RFP - Successful Yes No ACT 5Y ACT +5Y CGC34090/DP Fire - Admin. RFP - Unsuccessful Yes No ACT 2Y ACT +5Y 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 SY 8Y 13Y CGC34090/DP Fire - Admin. Warehouse Inventory Requisitions No No lY lY DP Fire - Prevention Address Files Yes No PERM PERM PERM CGC34090/DP Fire - Prevention Complaint Files Yes No 4Y 4Y CGC340901DP Fire - Prevention Hazardous Material Disclosures Yes No 30Y 30Y 29CFR1910.120 Monday, June 01, 2015 Page 30 of 60 Dept/Div Fire - Prevention Fire - Prevention Fire - Prevention Fire - Prevention Fire - Prevention Fire - Suppression Fire - Training HED - Admin. RED -EDD HED -EDD HED -EDD HED -EDD HED -EDD HED -EDD HED -EDD BED -EDD HED -EDD HED -EDD HED -EDD BED -EDD In In Total Records Series Title Original Vital Office Storage Retention Legal Citation Inspection Notices Yes No 3Y 3Y UFC103.3.4 Inspection Reports Yes No ACT 6Y ACT +6Y UFC103.3.4 Investigation Reports - Bodily Harm Yes No ACT 6Y ACT + 6Y PC 800 Investigation Reports - Homicide Yes Yes - PERM PERM PERM PC 799 Investigation Reports - Structure Yes Yes ACT 3Y ACT +3Y PC 801/UFC 104.32 Daily Journals (Electronic) Yes Yes PERM PERM PERM CGC34090/DP Training Reports Yes No IND IND IND CGC34090/DP Personnel Files No No E TRIHR E +TR/HR CGC34090/DP Applications/Proposals Denied Yes No C +3Y C +3Y CGC34090/DP Assessment District Information Yes No PERM PERM . PERM CGC34090/DP Blueprints Existing Yes Yes LB LB LB CGC34090/DP Blueprints, Proposal Rejected Yes No 6Y 6Y CGC34090/DP Business Improvement District Files Yes No PERM PERM PERM CCC34090/DP Contract Files - Excluding Cap. Improvement Yes Yes ACT + 5Y ACT + 5Y CCP 337.2 Fanners Market Load Sheers Yes No 18M 18M DP Lease Files Yes Yes ACT +2Y PERM PERM CGC34090/DP Project Files Yes No ACT +2Y 8Y ACT +10Y CGC34090/DP Property Acquisition Yes Yes PERM PERM PERM CGC34090/DP Public Information Requests Yes No 3Y 3Y CGC34090 RFP - Successful Yes No ACT 5Y ACT +SY CGC340901DP Monday, June 01, 2015 Page 31 of 60 In In Total DeptlDiv Records Series Title Original Vital Office Storage Retention Legal Citation PIED - EDD RFP - Unsuccessful Yes No ACT 2Y - ACT +2Y CGC34090 HED -EDD Subject Files Yes No ACT +2Y 8Y ACT +10Y CGC34090/DP BED -EDD Vendor Files Yes No 3Y 3Y CGC34090 HED - Farmers Market Batch Report Receipts Yes No 2Y 2Y CGC34090 HED - Farmers Market Invoices Yes No 2Y 2Y CGC34090 HED - Farmers Market Load Sheets Yes Yes 18M 18M DP HED - Fanners Market Month End Reports Yes Yes 3Y 3Y CGC34090/DP BED - Fanners Market Requisitions Yes No 2Y 2Y CGC34090 HED - Farmers Market State /County Fee Applications Yes Yes 2Y 2Y CGC34090 HED - Farmers Market Vendor Files Yes Yes ACT+ 2Y ACT+ 2Y DP HED - HA/Section 8 1099's Forms Yes No 2Y 5Y 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 BED - HA/Secdon8 Cancelled Checks Yes No 2Y 5Y 7Y 26CFR301.6501 HED - HA/Section 8 Check Copy Yes No 2Y 5Y 7Y 26CFR301.6501 BED - HA/Section 8 Family Self Suffiency Yes No 2Y 5Y 7Y CGC34090 BED - HA/Section 8 Financial Records Yes No 2Y 5Y 7Y CGC34090 HED - HA/Section 8 HUD Grants Yes No ACT +I 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 11Y CGC34090/DP Monday, June 01, 2015 Page 32 of 60 In In Total Dept/Div Records Series Title - Original Vital Office Storage Retention Legal Citation HED - HA/Section 8 RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP HED - HA/Section 8 RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 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 BED - Housing/P &P Applications Yes No ACT 7Y ACT +7Y CGC34090/DP BED - Housing/P &P Housing Commission Agendas (Electronic) Yes No PERM PERM PERM CGC34090/DP 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 COC34090 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 - Housing/P &P RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP HED - Housing/P &P RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 HED -SMRSA AB I X 26 Implementation No No ACT LP ACT +LP AB1X26/DP HED - SMRSA Administrative Files No No ACT l0Y 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 +SY CGC34090/DP Human Resources Advertisement Yes No 3Y 3Y CGC34090 Monday, June 01, 2015 Page 33 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Affirmative Action Report No No ACT ACT CGC34090/DP Human Resources Application File Yes No ACT 5Y ACT +5Y COC34090/DP Human Resources Assessment Center Ewen Material Yes No ACT 5Y ACT +5Y CGC34090/DP Human Resources Benefit Files No No ACT 6Y ACT +6Y CGC34090/DP Human Resources Budget Worksheets Yes Yes 3Y 3Y CGC34090/DP Human Resources Bureau of National Affairs Yes No R R CGC340901DP Human Resources Check Register (DCAP) Yes No lY 6Y 7Y CGC34090/DP Human Resources Chronological Files Yes No 3Y 3Y CGC34090 Human Resources Classification & Compensation Yes No ATC +2Y sY ACT+ 10Y CGC34090/DP Human Resources Comp City Information Yes No 3Y 3Y CGC34090 Human Resources Contract Insurance No No ACT 6Y ACT +6 29CFR2610.11 Human Resources Contract Procedures No No ACT l0Y ACT+ 10Y CGC34090/DP Human Resources Deferred Compensation Correspondence No No PERM PERM PERM CGC34090/DP Human Resources Deferred Compensation File No Yes C+1 25Y C +26Y CGC34090/DP Human Resources DFEH/EEOC Complaints Yes No ACT 15Y ACT+ 15Y CGC34090/DP Human Resources Disability Retirement Files Yes Yes ACT 10Y ACT+ l0Y CGC340901DP 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 Monday, June 01, 2015 Page 34 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 +SY CGC34090/DP Human Resources Examination/Application File Yes No ACT 5Y ACT +SY CGC34090/DP Human Resources Financial Back -up Tapes (DCAP) Yes No lY 6Y 7Y CGC34090/DP Human Resources Fire Fighters Incentive Bonus Yes No E +2Y E +2Y CGC34090/DP Human Resources Grievances/Internal Complaints Yes No ACT 15Y ACT+ 15Y CGC34090/DP Human Resources Hazard Material Training Yes No 30Y 30Y 29CFR1910.20 Human Resources Immigration & Nat. Service (I -9 form) Yes No E 3Y E + 3Y CGC34090/DP Human Resources Insurance Claims Issues /Complaints No No 3Y 3Y CGC34090 Human Resources Insurance Reports Newsletter No No ACT + 10Y ACT + 10Y CGC34090/DP Human Resources Job Analysis Yes No R R CCTC34090 Human Resources Job Bulletin Yes No ACT+ 10Y ACT+ 10Y CGC34090/DP Human Resources Medical Evaluation Yes No ACT 30Y ACT+ 30Y CGC34090/DP Human Resources Medical Standard Reports Yes No R R CGC34090/DP Human Resources Memorandum of Understanding No Yes PERM PERM PERM CGC34090/DP Human Resources Microfilm Logs Yes No PERM PERM PERM CGC34090/DP Monday, June 01, 2015 Page 35 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Negotiations Files Yes Yes lY 20Y 21Y CGC34090/1)P Human Resources PERS Procedures No No R R CGC34090/DP Human Resources PERS Special Projects Yes No ACT 15Y ACT+ 15 CGC34090/DP Human Resources Personnel Board Audio Tapes Yes No - 2Y 2Y DP Human Resources Personnel Board Conviction Yes No 2Y 3Y 5Y COC34090/DP Human Resources Personnel Board Hearings No No ACT 7Y ACT +7Y CGC34090/DP Human Resources Personnel Board Minutes Yes No l0Y l0Y CGC34090/DP Human Resources Personnel Board Packet Yes No 2Y 3Y SY CGC34090/DP Human Resources - Personnel Files, As needed Yes No E 6Y E + 6Y CGC34090/DP Human Resources Personnel Files, Perm Yes Yes- E 6Y E +6Y CGC34090/DP Human Resources Personnel Litigation Files Yes No ACT toy 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 Monday, June 01, 2015 Page 36 of 60 Monday, June 01, 2015 Page 37 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 CGC340901DP Human Resources RFP - Successful Yes No ACT SY ACT+ 5Y CGC34090/DP Human Resources RFP - Unsuccessful Yes No ACT 2Y ACT +2Y 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 Human Resources Staff Reports No No 3Y 3Y CGC34090 Human Resources Time Cards No No 3Y 8Y MY 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 CGC34090NP 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 Monday, June 01, 2015 Page 37 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation ISD - Admin. Contracts Yes No ACT +SY ACT +SY CGC34090/DP ISD - Admin. Purchase Orders No No 3Y 3Y CGC34090 ISD - Admin. Request for Warrants No No 3Y 3Y CGC34090 ISD - Admin. Requisition No No 3Y 3Y CGC34090 ISD - Admin. RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP ISD - Admin. RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CCYC34090 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 1Y ACT + lY DP ISD - Systems & Network Back Up Tapes, Police Department Yes No ACT lY ACT + lY DP ISD - Systems & Network Back Up Tapes, Year End Yes No ACT lY - ACT+ 1Y DP Library Applications, Meeting Room Rentals Yes No lY I DP Library Credit Card Authorizations Yes No 2Y 2Y CGC34090 Library Grant Files Yes No ]OY 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 RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP Library RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 Library Security Incident Reports Yes No 2Y 2Y DP Library Sirsi System Yes Yes 8Y 8Y CGC34090/DP Monday, June 01, 2015 Page 38 of 60 Monday, June 01, 2015 Page 39 of 60 In In Total DeptlDiv Records Series Title Original Vital Office Storage Retention Legal Citation Library Special Project Files Yes No ACT 20Y ACT +20Y CM4090IDP Library - Suggestion Forms Yes No 2Y 2Y DP PCD - Admin. Special Project Files Yes No ACT l0Y ACT +10Y CM4090IDP 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 CCTC34090 PCD - B &S Cash Reports Yes Yes ACT 2Y ACT +2Y CGC340901DP 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 RFP - Successful Yes No ACT 5Y ACT+ 5Y CGC34090/DP PCD - B & S RFP - Unsuccessful Yes No ACT 2Y ACT+ 2Y CGC34090 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 ARB Minutes Yes Yes PERM PERM PERM CGC34090/DP Monday, June 01, 2015 Page 39 of 60 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 RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP PCD - City Planning REP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 PCD - City Planning Special Administrative Files Yes Yes PERM PERM PERM DP PCD /Code Enforcement Administrative Citations Yes Yes ACT +SY ACT +SY CGC34090/DP PCD /Code Enforcement Complaints - Yes No lY 19Y 20Y CGC34090/DP PCD /Code Enforcement Compliance Orders Yes Yes ACT +SY ACT +SY CGC34090/DP PCD /Code Enforcement REP - Successful No Yes ACT 5Y ACT +SY CGC34090/DP PCD /Code Enforcement REP - Unsuccessful No Yes ACT 2Y ACT +2Y CGC34090 PCD /Code Enforcement Violation Notices No Yes C PERM PERM CGC34090/DP PCD /STP Bike @ Work (Electronic) Yes No 1Y I DP PCD /STP. Bike At Work Participation Agmt. Yes Yes IND IND DP PCD /STP Bike Waiver & Release Yes Yes IND IND DP PCD /STP Board & Commission Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD /STP Employer Files (Electronic) Yes No 2Y 2Y ORD 1604 Monday, June 01, 2015 Page 40 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD /STP ETRP Reports (Electronic) Yes No IND IND DP PCD /STP Permits, Wide Loads Yes No ACT +2Y ACT +2Y CGC34090/DP PCD /STP Planning Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PCD /STP Project Files Yes No l0Y l0Y CGC34090/DP PCD /STP RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP PCD /STP RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 PCD /STP Rideshare 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 5Y 7Y CGC34090/DP PCD/TEAM Complaints Yes No l0Y 10Y CGC340901DP PCD/TEAM Contracts Yes No ACT 5Y ACT +SY CGC34090/DP PCD /TEAM Credit Card Sales Draft Yes No 2Y 2Y COC34090 PCD/TEAM Franchise Reports/Documents Yes No ACT SY ACT +SY CGC34090/DP PCD/TEAM Location Files Yes No PERM PERM PERM CGC340901DP PCD/TEAM Lots & Structures Files Yes No PERM PERM PERM HS19850 PCD/TEAM Parking Citation Reports Yes No IY 2Y 3Y CGC34090 Monday, June 01, 2015 Page 41 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCD /TEAM Puking Citations, Contract Yes No ACT +2Y ACT +2Y CGC34090 PCD /TEAM Parking Citations, Court Yes No 3Y 3Y CGC340901DP 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 +5Y CGC34090/DP PCD /TEAM RFP - Unsuccessful No No C 2Y C +2Y CGC34090 PCD /TEAM Statewide Integrated Traffic Records Yes Yes IND IND IND DP PCD /TEAM Subject Files Yes No ACT 5Y ACT +5Y DP PCD /TEAM Subject Project Yes No ACT +5Y ACT +SY CGC34090/DP PCD/TEAM Taxicab App/Permit Files Yes No ACT 2Y ACT +2Y CGC34090 PCD/TEAM Taxicab Permit Testing Yes No 1Y 6Y 7Y CGC34090/DP PCD/Traffic Signals Call Back Logs (Electronic) Yes No l0Y PERM PERM CGC34090/DP PCD/Tmffic Signals Daily Activity Logs (Electronic) Yes No l0Y l0Y CGC34090/DP PCD/Tmffic Signals Intersection Maintenance Log (In Field) Yes No IOY ]OY 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 l0Y IOY CGC34090/DP PCD/Traffic Signals Traffic Signal Work Order Requests (Electronic) Yes No - l0Y PERM PERM DP Police - CID ABC Files No No 2Y 2Y CGC34090/DP Police - CID Booking Hardcopy Fingerprint Card Yes No PERM PERM PERM CGC34090/DP Police - CID Cash Drawer Count Forms Yes No lY lY DP Monday, June 01, 2015 Page 42 of 60 In In Total Dept(Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - CID Citation Pink Copies No No 3Y 3Y DP Police - CID Citation Request for Dismissal Yes No 2Y 2Y CGC34090/DP Police - CID Citation Transmittal Yes No lY 1Y DP Police - CID Court List Yes No 2Y 2Y CGC34090 Police - CID Credit Card Receipts Yes No 7Y 7Y 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 Expired Permits No No 2Y 2Y CGC34090/DP Police - CID Field Interview Cards Yes No PERM PERM PERM CGC34090/DP Police - CID Film, Color Slides Yes Yes PERM PERM PERM CGC34090/DP Police - CID Film, Crime Scene Photo Calls Yes No PERM PERM PERM CGC34090/DP Police - CID Film, Mug Yes No l0Y 25Y 35Y CGC34090/DP Police - CID Film, Negatives Yes Yes PERM PERM PERM CGC34090/DP Police - CID Film, Pictures Yes Yes PERM PERM PERM CGC34090/DP Police - CID Finger Prints Cards Yes Yes PERM PERM PERM CGC34090/DP Police - CID Homicide Reports Yes No PERM PERM PERM DP Police - CID Impounds, Never Released Yes No 3Y 3Y CGC34090/DP Police - CID In- Custody Booking Logs Yes No lY lY DP Police - CID In- Custody Processing Logs Yes No lY lY DP Police - CID Informant Files Yes No 5Y 5Y CGC34090/DP Monday, June 01, 2015 Page 43 of 60 Monday, June 01, 2015 .Page 44 of 60 In In Total Dept(Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 PERM PERM PERM CGC3409ODP Police - CID Notice of Violation Yes No ACT +3Y ACT +3Y CGC34090/DP Police - CID Officer Involved Shooting Files Yes Yes PERM PERM PERM CGC34090/DP Police - CID On -line Police Reports Yes Yes PERM PERM PERM DP Police - CID Palm Print File Yes No PERM PERM PERM CGC340901DP Police - CID Pawn Slips Yes No 1Y lY DP Police - CID PCD Logs Yes No IY lY DP Police - CID PD Employee Pictures Yes No PERM PERM PERM CGC34090/DP Police - CID Photo Prints, Photo Calls Yes No PERM PERM PERM CGC34090/DP Police - CID Private Tow Cards Yes No IY IY DP Police - CID Property Receipt Yes No 50Y 50Y CGC34090/DP Police - CID Property Room Database Yes Yes PERM PERM PERM CGC34090/DP Police - CID Property Room Destruction Records Yes Yes PERM PERM PERM CGC34090/DP Police - CID PRT Daily Logs Yes No 2Y 2Y CGC34090 Police - CID Rental Car Worksheets Yes No lY lY DP Police - CID Repossession Cards Yes No lY lY DP Monday, June 01, 2015 .Page 44 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - CID Request for Live Sean Service No No U + 2Y U + 2Y CGC34090/DP Police - CID Request for Refunds on Court Appearance No No 3Y 3Y CGC34090 Police - CID Scanned Bail Bond Receipts Yes No lY lY CGC34090.5 Police - CID Scanned Case Management Sheet No No lY lY DP Police - CID Scanned Detention Certificates /Slips Yes No 1Y lY CGC34090.5 Police - CID Scanned Jail Booking Packet Yes No lY 1Y CGC34090.5 Police - CID Scanned Police Reports Yes No lY lY CGC34090.5 Police - CID Scanned Release Vehicle Impound Yes No 1Y lY CGC34090.5 Police - CID Scanned Subpoenas Yes No lY lY CGC34090.5 Police - CID Scanned Tow Hearing Files Yes No lY IY CGC34090.5 Police - CID Scanned Traffic Accident Report Yes No lY lY CGC34090.5 Police - CID Sealed Adult Police Reports Yes No 3Y 3Y PC 851.8/DP Police - CID Sealed Juvenile Police Reports Yes No 5Y 5Y 781 (a) WIC/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 CGC34090 Police - OCOP AI Case File (Non Criminal) Yes No 5Y 5Y CGC340901DP Police - OCOP Asset Seizure Admin. Files Yes No 8Y 8Y CGC34090/DP Monday, June 01, 2015 Page 45 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - OCOP Audio Tapes Yes No 5Y 5Y PC 832.5b/DP Police - OCOP Automated License Plate Readers Yes No lY lY DP Police - OCOP Background Investigation File, Hired Yes No E +6Y E +6Y CGC34090/DP Police - OCOP Background Investigation File, Not -hired Yes No 5Y 5Y CGC34090/DP Police- OCOP Citizen Complaint Follow -Up Log Yes No 2Y 2Y CGC34090 Police - OCOP Complaints - Misc.(Informal) Yes No 3Y 3Y CGC34090/DP Police - OCOP Concealed Weapon Permits Yes No ACT +lY ACT +]Y 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 FTO Files Yes No 2Y 2Y CGC34090 Police - OCOP Grant Files Yes No ACT +5Y ACT +5Y CGC34090/DP Police - OCOP Jail Incident Report - Yes No 3Y 3Y CGC34090 Police - COOP K9 Incident Memo. Yes No E+3Y E +3Y CGC34090 Police - OCOP Line of Duty Death Yes No E E CGC34090/DP Police - OCOP Medical Files Yes No E +6Y E+6Y CGC34090/DP Police - OCOP Mobile AudiofVideo In Car Camera Yes No 3Y 3Y CGC34090/DP 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 Monday, June 01, 2015 Page 46 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - OCOP Overtime Slips Yes No ACT +2Y ACT +2Y CGC34090/DP Police - OCOP Personnel Complaints/Tapes Yes No ACT ACT +5Y PC 832.5b/DP Police - OCOP Personnel Files No No E TRM E +TR/HR CGC34090/DP Police - OCOP Personnel History Cards Yes No PERM PERM PERM DP Police - GCOP Pitchess Motions - Yes No PERM PERM PERM CGC34090/DP Police - OCOP PDA Request for Time Off Yes No SY 5Y CGC34090/DP Police - OCOP Police Training Files Yes No E+6Y E +6Y CCP335.1/DP Police - OWP Policy Review Reports Yes No 5Y 5Y CGC34090/DP Police - OCOP Public Video Security System Yes No 3M 3M 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 Training Bulletins/Sign Off Form Yes Yes PERM PERM PERM CGC34090/DP Police - OCOP Use of Force Worksheet Yes No 3Y 3Y CCC34090 Police - OCOP Vacation Slips Yes No ACT +2Y ACT +2Y CGC340901DP Police - OCOP Volunteer Files Yes No ACT +IY ACT +IY DP Police - OCOP Worke {s Compensation Files/101) Yes No TR/RM TR/RM CGC34090/DP Police - OD CSOI Daily Logs Yes No 2Y 2Y CGC34090 Police - OD CSO 11 Daily Logs Yes No 2Y 2Y CGC34090 Monday, June 01, 2015 Page 47 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation 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 K9 Officer Daily Log Yes No 5Y 5Y CGC34090/DP Police - OD Park Ranger Daily Logs Yes No 2Y 2Y CGC34090 Police - OD Waiver - Ride -A -Along Yes No 4Y 4Y CGC340901DP Police - SSD Animal Adoption Contracts Yes No 2Y _ 2Y DP Police - SSD Animal Call for Service Records Yes No 5Y 5Y CGC34090/DP Police - SSD Animal Control Bite Reports Yes No 2Y 2Y CGC34090 Police - SSD Animal Control Monthly Reports Yes No 2Y 2Y COC34090 Police - SSD Animal Control Officer Daily Logs Yes No 2Y 2Y CGC34090 Police - SSD Animal Control Officer Training Files Yes No E +6Y E +6Y CGC34090/DP Police - SSD Animal Control Receiving Rea Receipts Yes No 2Y 2Y CGC34090 Police - SSD Animal Control Telephone Messages Yes No 2Y 2Y CGC34090 Police - SSD Animal Control Trap Rental Logs Yes No 2Y 2Y - CCTC34090 Police - SSD Animal Impound Cards Yes No 2Y 2Y CGC34090 Police - SSD Animal Orders to Comply Yes No 3Y 3Y CGC34090/DP Police - SSD Animal Owner ID Cards Yes No 2Y 2Y CGC34090 Police - SSD Animal Registration Yes No ACT +2Y ACT +2Y CGC34090/DP Police - SSD Animal Sales Receipt Yes No 2Y 2Y CGC34090 Monday, June 01, 2015 Page 48 of 60 Monday, June 01, 2015 Page 49 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - SSD Animal Shelter Volunteer Personnel Files Yes No E +lY E +lY DP Police - SSD Barking Dog Letter Yes No 2Y 2Y CM4090 Police - SSD Case Files No No U +2Y U +2Y CGC34090/DP Police - SSD Cash Register Receipts Yes No lY lY DP Police - SSD Cash Vouchers Yes No 3Y 3Y CGC34090/DP Police - SSD Citizen Academy Applications Yes No 2Y 2Y CGC34090 Police - SSD Daily Cash Reconciling Reports Yes No IY 1Y DP Police - SSD Daily Report Login Sheet Yes No lY lY DP Police- SSD Daily Safety Check Log Yes No 3Y 3Y CGC34090/DP Police - SSD Deceased Animal Logs Yes No 2Y 2Y CGC34090 Police - SSD Euthanasia Logs Yes No 2Y 2Y CGC34090 Police - SSD Jail Blotter Yes No 2Y 2Y CGC34090 Police - SSD Jail Initial Intake Form/Not Booked Yes No lY lY DP Police - SSD Jail Special Confinement Log Yes No ACT +2Y ACT +2Y CGC34090/DP Police - SSD Jail Watch Summary Report Yes No lY lY DP Police - SSD Laser/Lidar Files Yes No 3Y 3Y CGC34090/DP Police - SSD Motor Officer Logs Yes No 2Y 2Y CCP335.1/DP Police - SSD Mounted Officer Daily Log Yes No 2Y 2Y CGC34090/DP Police - SSD PASO Logs Yes No U +3Y U +3Y DP Police - SSD Secure/Non Secure Juv. Detention Log Yes No 3Y 3Y CGC34090/DP Monday, June 01, 2015 Page 49 of 60 Monday, June 01, 2015 Page 50 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police - SSD Spay/Neuter Deposit Logs Yes No 2Y 2Y CGC34090 Police - SSD Spay/Neuter Deposit Receipts Yes No 2Y 2Y CGC34090 Police - SSD Spay/Neuter Vouchers Yes No 2Y 2Y CGC34090 Police - SSD Stray Animal Affidavit Yes No 2Y 2Y CGC34090 Police - SSD TS/PC Officers Daily Logs Yes No 2Y 2Y CGC34090 PW - Airport Administrative Files No No ACT ACT DP PW - Airport Agenda Packets Commissioner Yes No 2Y PERM PERM CGC34090/DP PW - Airport Airport Commission Agenda Yes No 2Y PERM PERM CGC34090/DP PW - Airport Airport Commission Minutes Yes No 2Y PERM PERM CGC34090 PW - Airport Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Airport Grant Files Yes No PERM PERM PERM CGC34090/DP PW - Airport Lease Files, Aviation Yes Yes ACT +2Y PERM PERM CGC340901DP PW - Airport Lease Files, Commercial Yes No ACT +2Y 8Y ACT +10Y CGC34090/DP PW - Airport Month -End Files No No 3Y 3Y CGC34090 PW - Airport Noise Reports Yes No 3Y IND IND CGC34090/DP PW - Airport Personnel Files No No E TR/HR E +TR/HR CGC34090/DP PW - Airport Project Files Yes No ACT 5Y ACT +SY CGC34090/DP PW - Airport RFP - Successful Yes No ACT 5Y ACT + 5Y CGC340901DP PW - Airport RFP - Unsuccessful Yes No ACT 2Y ACT+ 5Y COC34090 PW - Architecture Architecture Drawings Yes No ACT +2Y PERM PERM - CGC34090/DP Monday, June 01, 2015 Page 50 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW - Architecture Dmwing, Project (Electronic) Yes No PERM PERM PERM CGC34090/DP PW - Architecture Operating Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Architecture Personnel Files No No E TR/HR E +TR/HR CGC34090 PW - Architecture RFP - Unsuccessful Yes No 3Y 3Y CGC340901DP PW - Architecture RFP - Successful Yes No ACT 5Y ACT +5Y CGC34090/DP PW - Architecture Special Provisions Yes No ACT +2Y PERM PERM CGC34090/DP PW -Beach Main. Vendor Files Yes No 5Y 5Y CGC34090/DP PW - Cemetery ACME Visible files Yes Yes U U DP PW - Cemetery Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Cemetery Contract Books Yes Yes PERM PERM PERM CGC34090/DP PW - Cemetery Deed to Cemetery Plot Yes No PERM PERM PERM CGC34090/DP PW - Cemetery Funeral Books Yes Yes PERM PERM PERM HS 7955 PW - Cemetery Interment Books Yes Yes PERM PERM PERM HIS 7955 PW - Cemetery Interment Records Yes Yes PERM PERM PERM HS 8128 PW - Cemetery Maps Yes Yes PERM PERM PERM HS 7955 PW - Cemetery Plot Books Yes Yes PERM PERM PERM HS 7955 PW - Cemetery Plot Invoices Yes Yes PERM PERM PERM CGC34090/DP PW - Cemetery Pre Need Records Yes Yes PERM PERM PERM CGC34090/DP PW - Cemetery Receipt Books Yes Yes PERM PERM PERM CGC34090/DP PW - Cemetery Sales Orders Books Yes Yes PERM PERM PERM CGC34090/DP Monday, June 01, 2015 Page 51 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW - Cemetery Summary of Daily Cash Collected Yes Yes PERM PERM PERM CGC34090/DP PW - Custodial Svcs. Budget Working Papers (Electronic) Yes No 2Y 2Y CGC34090 PW - Custodial Svcs. Personnel Files No No E TR/HR E +TR/HR CGC34090/DP PW - Custodial Svcs. Punch Time Cards No No 2Y 2Y CGC34090/DP PW - Custodial Svcs. Time Cards (Electronic) No No 2Y 2Y CGC34090/DP PW - Engineering Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Engineering Certified Payrolls Yes Yes ACT 3Y ACT +3Y DP PW - Engineering DR Project Files Yes No PERM PERM PERM CGC34090/DP PW - Engineering Drawing, Project (Electronic) Yes No PERM PERM PERM CGC34090/DP PW - Engineering Easements Yes No PERM PERM PERM DP PW - Engineering Engineering Drawings Yes No PERM PERM PERM CGC34090/DP PW - Engineering Grant Files Yes Yes ACT SY ACT +SY 24CFR570.502(b)(3) PW - Engineering Human Resources Files No No E TR/HR E +TR/HR CGC34090 PW - Engineering Inspection Photos Yes No IND IND IND CGC34090/DP PW - Engineering Lot Line Adjustment No No PERM PERM PERM DP PW - Engineering Parcel Maps No No PERM PERM PERM DP PW - Engineering Parcel Mergers No No PERM PERM PERM DP PW - Engineering Permits, Encroachment Yes Yes PERM PERM PERM CGC34090/DP PW - Engineering Permits, Films Yes No ACT +2Y ACT +2Y CGC34090 PW - Engineering Permits, Mitigate Yes No 2Y 8Y l0Y CGC34090/DP Monday, June 01, 2015 Page 52 of 60 Dept/Div Records Series Title In In Total Original Vital Office Storage Retention Legal Citation PW - Engineering Permits, Street Yes No l0Y l0Y CGC34090/DP PW - Engineering Permits, Street Repair Yes No 2Y 2Y CM4090 PW- Engineering Permits, Use of Property Yes No ACT +2Y ACT +2Y CGC34090 PW - Engineering Permits, Utility Excavate Yes Yes PERM PERM PERM CGC34090 PW - Engineering Permits, Wastewater Fee Yes No 5Y 3Y 8Y CM4090 PW - Engineering Permits, Water Meters Yes No 5Y 3Y 8Y CGC34090/DP PW - Engineering RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP PW - Engineering RFP - Unsuccessful Yes No 3Y 3Y CGC34090/DP PW - Engineering Special Provisions Yes No PERM PERM PERM CGC34090/DP PW - Engineering Tract Maps No No PERM PERM PERM DP PW - Engineering Video Inspection, Post Construction Yes No PERM PERM PERM CGC34090/DP PW - Engineering Video Inspection, Pre Construction Yes No PERM PERM PERM CGC34090/DP PW- Facilities Maint. Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Facilities Maint. City Yard Camera Yes No R R DP PW - Facilities Maim. Custodial Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Facilities Maint. Custodial Punch Time Cards Yes No 2Y 2Y DP PW - Facilities Maint. Daily Activity Log (Electronic) Yes No l0Y l0Y DP PW- Facilities Maint. Daily Repair Log (Electronic) Yes No 15Y 15Y CGC34090/DP PW- Facilities Maint. Graffiti Removal Consent Fortes Yes No ACT +3Y ACT +3Y DP PW - Facilities Maint. Inventory Street Light Map Yes Yes PERM PERM PERM DP Monday, June 01, 2015 Page 53 of 60 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW- Facilities Maint. Job Folders Yes No ACT ACT DP PW - Facilities Maint. Project Files Yes No ACT ACT DP PW - Facilities Maint. RFP - Successful Yes No ACT 5Y ACT+ 5Y CGC34090/DP PW- Facilities Maint. RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 PW - Facilities Maint. Street Light Repair Log Yes No PERM PERM PERM CGC34090/DP PW - Facilities Maint. Work Order, D/B Electronic Yes No IND IND IND CGC34090/DP PW - Pub. Landscape A/P Files Yes No 4Y 4Y DP PW -Pub. Landscape CDF - Tree Grant Yes No ACT +4Y ACT +4Y 24CFR570.502(b)(3) PW -Pub. Landscape Claims No No 3Y 3Y CGC34090/DP PW - Pub. Landscape Daily Log Books - Promenade Maint Yes No loY l0Y CGC34090/DP PW - Pub. Landscape Daily Work Orders - Promenade Maint. Yes No ACT+ 3Y ACT + 3Y CGC34090/DP PW - Pub. Landscape Guidelines - Street Trees Yes Yes PERM PERM PERM DP PW - Pub. Landscape Landmark Trees Yes Yes PERM PERM PERM DP PW -Pub. Landscape Personnel Files No No E TR/HR E +TR/HR CGC34090/DP PW - Pub. Landscape Private Trees Yes No ACT ACT DP PW - Pub. Landscape Projects Files - Park Maintenance Yes No l0Y toy DP PW - Pub. Landscape Prop A Maint. & Svc. Req. Yes No 7Y 5Y 12Y DP PW - Pub. Landscape Purchasing Card Trans. Log Yes No 5Y 5Y CGC34090/DP PW - Pub. Landscape RFP - Successful Yes NO ACT 5Y ACT +SY CGC34090/DP PW -Pub. Landscape RFP - Unsuccessful Yes No ACT 2Y ACT +5Y CGC34090 Monday, June 01, 2015 Page 54 of 60 Monday, June 01, 2015 Page 55 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW - Pub. Landscape Terminated Employees No No 2Y 2Y CGC34090/DP PW - Pub. Landscape Tree Maintenance Yes No ACT ACT DP PW - Pub. Landscape Tree Master Plan Yes Yes PERM PERM PERM DP PW - Pub. Landscape Tree Removal File Yes Yes ACT 15Y ACT+ 15Y DP PW - Pub. Landscape Tree Service Log Yes No - ACT + 3Y ACT + 3Y DP PW - Pub. Landscape Tree Trimming Log Yes Yes PERM PERM PERM DP PW - Pub. Landscape Trees - Historical Yes Yes PERM PERM PERM DP PW - Pub. Landscape Trees Planted Yes Yes PERM PERM PERM DP PW - Pub. Landscape Vendor Files (Electronic) Yes No 5Y 5Y CGC34090/DP PW -RRR Allan Recycling Tickets No Yes C +3Y C +3Y CGC34090/DP PW - RRR Blue Prints Yes No LB IND LB CGC34090/DP PW - RRR Budget Working Papers Yes No 2Y 2Y CGC34090 PW - RRR C &D Mgmt. Plan Yes Yes LP LP CGC34090/DP PW - RRR Cash Tum -In Reports Yes No C + lY C + lY DP PW -RRR Landfill Receipts Yes No C +3Y C +3Y CGC34090/DP PW -RRR Missed Kronos Punch Forms Yes No C +2Y C +2Y CGC34090/DP PW -RRR Northstar Work Orders Yes No lY lY DP PW - RRR Private Hauler Reports Yes Yes 3Y 3Y CGC34090/DP PW - RRR Private Hauler Vendor Files No Yes 3Y 3Y CGC34090/DP PW - RRR Receipt Books Yes No C + lY C + lY DP Monday, June 01, 2015 Page 55 of 60 Monday, June 01, 2015 Page 56 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW -RRR Request for AddT Comp. - OT Yes No C +2Y C +2Y CGC34090/DP PW -RRR Request for Proposals Yes No ACT 5Y ACT +SY CGC340901DP PW -RRR REP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP PW -RRR REP - Unsuccessftil Yes No ACT 2Y ACT +2Y CGC34090 PW -RRR SCD Transfer Tickets Yes Yes C +3Y C +3Y CGC34090/DP PW - RRR Vehicle Safety Check (Non Comm) No No 2Y 2Y DP PW -RRR Vendor Payments Yes No C +2Y C +2Y CGC34090/DP PW - Street/Fleet Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Street/Fleet Fleet - Above Ground Storage Tank Insp. Yes Yes ACT+ 3Y ACT+ 3Y 40CFR112.7c/DP PW - StreeYHeet Fleet - Aerial Lift Inspections Yes Yes ACT+ 3Y ACT+ 3Y DP PW - Street/Fleet Fleet - AST Training Records Yes Yes E +3Y E +3Y DP PW - Street/Fleet Fleet - CHP Bit Inspection (Electronic) No Yes 2Y 2Y VC34501.12 PW - Street/Fleet Fleet - Heavy Duty Driver Insp. Report Yes Yes 3M 3M CFR396.11 PW - Street/Fleet Fleet - Periodic Smoke Inspection (PSI) Yes Yes ACT +2Y ACT +2Y 13CCR2190 PW - Street/Fleet Fleet - Preventive Maint. Does. (Electronic) Yes Yes IV LV DP PW - Street/Fleet Fleet - Smog Inspection Does. Yes Yes ACT+ 3Y ACT+ 3Y HS44019 PW - StreeMeet Fleet - Tire Program Manifest Receipts Yes No ACT+ 3Y ACT+ 3Y 14CCR7401 PW - Street/Fleet Fleet - Vehicle Records Yes Yes IV IV DP PW - Street/Fleet Personnel Files Yes No E E DP PW - StreeUFleet REP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP Monday, June 01, 2015 Page 56 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW - Street/Fleet REP - Unsuccessful Yes No ACT 2Y ACT +2Y COC34090 PW - Street /Feet Street - Asphalt Work Orders Yes No ACT + 6Y ACT + 6Y CGC34090/DP PW - Street/Fleet Street - Concrete Work Orders Yes No ACT+ 6Y ACT + 6Y CGC34090/DP PW - Street/Fleet Street - Sidewalk Inspections Yes No ACT +6Y ACT +6Y CGC34090/DP PW - Street/Fleet Street - Warehouse Requisition Forms Yes No 2Y 7Y 9Y DP PW - Street/Fleet Street - Work Orders, DB Electronic Yes No IND IND IND CGC34090/DP PW- WR- Admin. Applications Yes No PERM PERM PERM - DP PW- WR- Admin. Books Yes No PERM PERM PERM DP PW- WR- Admin. Budget Working Papers Yes No 2Y 2Y CGC34090 PW -WR- Admin. Hyperion Yes No 2Y l0Y 12Y CGC34090/DP PW - WR - Admin. Invoices, Moss Avenue No No IND IND IND CGC34090/DP PW - WR - Admin. Litigation Files No Yes ACT l0Y ACT + 10Y DP PW -WR- Admin. Ordinance, Water Division No No R R DP PW -WR- Admin. Permitted Files Yes No ACT 30Y ACT +30Y 29CFR1910.120 PW- WR- Admin. Project Files Yes No ACT 5Y ACT +SY CGC340901DP PW- WR- Admin. Project Files MTBE Yes No ACT IOY ACT +10Y DP PW - WR - Admin. Property Tax Invoices Yes No PERM PERM PERM 26CFR301.6501/DP PW - WR - Admin. REP - Successful Yes No ACT 5Y ACT+ 5Y CGC34090/DP PW- WR- Admin. REP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 PW -WR- Admin. Surveys Yes No PERM PERM PERM CGC34090/DP Monday, June 01, 2015 Page 57 of 60 Dept/Div Records Series Title In In Total Original Vital Office Storage Retention Legal Citation PW -WR -PP Administrative Files Yes No LOB LOB LOB CGC34090/DP PW - WR - PP Permits, Sewer Yes No LOB IND LOB CGC34090/DP PW -WR - PP Project Files Yes No LOB IND LOB CGC34090/DP PW - WR - PP Reference Materials Yes No U U DP PW - WR - Wtr. Treatment A/P Files No No 5Y 5Y CGC34090/DP PW - WR- Wtr. Treatment Compliance Reports No Yes IND IND 22CCR64469140CFR141.33 PW - WR- Wtr. Treatment Consumer Complaints Yes No 5Y 5Y 22CCR64469 PW - WR- Wtr. Treatment Ground Water Production Records Yes Yes PERM PERM CGC34090 PW - WR - Wtr. Treatment Lab Test Results/Water Quality Yes Yes l0Y l0Y 22CCR64469/40CFR141.33 PW - WR - Wtr. Treatment Plant Operation Records Yes Yes IND IND 22CCR64469 PW - WR - Wtr. Treatment RFP - Successful Yes No ACT 5Y ACT+ SY CGC34090/DP PW -WR -Wtr. Treatment RFP - Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 PW - WR - W W Backflow Prevention Device (Electronic) Yes No 3Y 3Y HS116800 PW -WR -WW Billables Yes No 3Y 3Y DP PW-WR-WW Construction Maps No No PERM PERM PERM DP PW - WR - W W Damage Rpt, City Property (Electronic) No No 3Y 3Y DP PW-WR-WW Damage Rpt, Vehicle (Electronic) No No 3Y 3Y DP PW - WR - W W Fire Hydrant Flow Tests (Electronic) No No PERM PERM PERM CGC34090/DP PW -WR -WW Flow Charts Yes No 6Y 6Y CGC34090/13P PW-WR-WW Gen Liability Accident Rpt. (Electronic) No No 3Y 3Y CGC34090 Monday, June 01, 2015 Page 58 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW - WR - W W Inspection Reports (Electronic) Yes No 5Y 5Y CGC34090/DP PW - WR - WW Meter Read (Electronic) No No lY lY DP PW -WR -WW Valves Books Yes No PERM PERM PERM CGC34090/DP PW -WR -WW Vehicle Inspection Report No No 3Y 3Y CGC34090 PW - WR - W W Wastewater Maps Yes No PERM PERM PERM CGC34090/DP PW - WR - W W Water Main Failure Reports No No PERM PERM PERM CGC34090/DP PW - WR - W W Water Maps Yes No PERM PERM PERM CGC34090/DP PW - WR - W W Work Orders (Electronic) Yes No PERM PERM PERM DP Monday, June 01, 2015 Page 59 of 60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Approvals fr % n City Attorney: 1s adI ✓ l 4 Date City Clerk: /"IA- l— 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, ** See seperate document for retention periods based on City Council meeting outcomes. Tuesday, May 12, 2015 Page 60 of 60 Adopted and approved this 9th day of June, 2015. L xlzen- Kevin McKeown, Mayor I, Sarah P. Gorman, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution No. 10880 (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 9th day of June, 2015, by the following vote: AYES: Councilmembers: Davis, Himmelrich, O'Day, Mayor McKeown, Mayor Pro Tern Vazquez NOES: Councilmember: None ABSENT: Councilmember: O'Connor, Winterer ATTEST: f?j I ,� b9 -- Sarah P. Gorman, City Clerk