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R10980
City Council Meeting 7-12-16 Santa Monica, California RESOLUTION NUMBER1119 I vCS) (City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA APPROVING A REVISED CITY-WIDE RECORDS RETENTION SCHEDULE WHEREAS, California Government Code Sections 34090 et seq., set forth certain legal requirements regarding the retention of certain municipal records; and WHEREAS, the adoption and implementation of the revised City-wide records retention schedule for the City of Santa Monica is necessary to ensure the orderly, efficient and economic conduct of the public's business; and WHEREAS, the City Clerk's Office has inventoried the records presently maintained by all departments within the City, and has determined which of those records are vital, which should be preserved and which should be discarded, and what the retention schedule should be for those records; and WHEREAS, the proposed revised City-wide retention schedule was reviewed by Department Heads, the City Attorney, and the City Clerk. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: 1 SECTION 1. The revised City-wide records retention schedule attached hereto as Exhibit "A", is hereby approved and adopted and Resolution No. 10880 (CCS) is hereby repealed in its entirety.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: IMORUMSMI 0". City 2 City of Santa Monica City-wide Records Retention Schedule 2016 (Proposed) Page l of 58 In In Total Series Title ©ri 'nal Vital Office Sfiora a eiebttion Le al nation ative Files Yes No ACT 5Y ACT+5Y DP is - ADA Yes NO 7Y 7Y CGC34090,1DP 'Agreements Yes No ACT +2Y ACT +2Y CGC34090,q)P Records Ycs No ACT 7Y ACT +7Y CGC34090/DP s/Intemal Complaints Yes No 5Y 5Y CGC34090/DP Files Yes Yas PERM PERM PERP DP Actions (UTU) Yes No ACT 7Y ACT+ 7Y CGC34090/DP les Yes No ACT +2Y ACT +2Y CGC34090/DP Card Receipts Yes No 7Y 7Y CGC34090,0P nPlanning Files Yes No 3Y 3Y CGC34090,(DP 'Agreements, Funding Yes No ACT +3Y ACT +3Y CGC34090/DP Worksheets Yes No 2Y 8Y MY U52bCFR31.b003.1 perational Yes No ACT +3Y ACT +3Y CGC3409011)P nPlanning Files Yes Yes ACT 30Y ACT +30Y CGC34090/DP rransitDatabase Reports (NTD) Yes Yes ACT 20Y ACT +20Y CGC3409G.n3P les, Financial Data Yes No ACT + 3Y ACT + 3Y CGC34090/DP 'ayroll Yes No 2Y 2Y CGC34090 Page l of 58 Page 2 of 58 To h Total fierier Title Office Storage Retention Le al Citation :venue Yes No 2Y SY IDY CGC340901DP ;ted Yes No 2Y 2Y CGCS4090 :ted, Federally Funded Yes No ACT + 2Y ACT + 2Y CGC34090/DP -0 Planning Files Yes No ACT 30Y ACT +30Y CGC34090/DP Claims Yes Yes ACT + 2Y ACT + 2Y DP -ollorRcporls(SCR) Yes No ACT 20Y ACT +20Y CCC34090ADP i - Surveyor Yes No 2Y Sy l0Y CGC34090/DP s/Pcrraits Yes No ACF ACT CGC34090/DP ental Reporis Yes Yes 30Y 30Y 29CPRI910.I20 pansion Yes Yes LB L8 LB DP story Yes Yes LV+3Y LV+3Y DP Files Yes Yes PERM PERM PERM DP files Yes No E+2Y E+2Y DP ;urd Receipts Yes No 7Y 7Y CsC34090.%DP Yes NO 4Y 4Y CQC34090/DP laterials Yes No S S CGC34090/DP d SueeiGuations Yes No u U DP a, Electronic Yes No 3Y 3Y CCC34090ADP .e Certificates Yes No ACT ACT C004090/DP ,ses, Current Yes No S S DP Page 2 of 58 Page 3 of 53 In In Total Series Tit] icinal Vital Ofiace Stora a Retention Leoal Citation ises, Sold Yes No 2Y 2Y DP [emorandunn (GMs) Yes No lY 2Y 3Y CGC340901DP a Planning Files Yes No 3Y 3Y 6Y COC34090MP 'ey's Yes No lY 2Y 3Y CGC340901DP Files Yes No E+2Y E+2Y DP Ics Yes No ACT +2Y ACT +2Y 03C340901DP Card Receipts Yes No 7Y 7Y DP Yes No 4Y 4Y Dp ig Completion Reports Yes No 4Y 4Y DP ig Master Sales Agreement Yes No ACT +4Y ACT +4Y DP Original Yes Yes PEFJVI PERM PERM DP /Agreements Yes No ACT +4Y ACT +4Y CGC340901DP Feedbacle Yes No 4Y 4Y CGC340901DP Feedback Database Yes No I OY l DY CGC34O9t1/DP mtEventFiles Yes No lY loY 1lY CGC340901DP I Files Yes Yes PERM PERM PERM DP m Planning Files Yes No 3Y 7Y l0Y CGC340901DP ng Term PlannutgFiles Yes No 2Y 1ND IND CGC34090A)P ,r Yes No PERK[ PERM PERM DP veys Yes No lY 2Y 3Y CGC340901DP Page 3 of 53 Page 4 of 59 Tn Tn Total series Tztle r "nal Vital Q ice Stora a Reten#.iort i,a al Ci#at'an 'files Yes Na E E DP s Yes No ACT +2Y ACT+2Y CGC340901DP :s, Marketing Yes No 4Y 4Y CGC34090/DP 'ard Receipts Ycs No 7Y 7Y CGC34090/DP 'ash Yes No 3Y 3Y CGC34090/DP Yes No 4Y 4Y CGC3409WDP essful Yes No ACT 5Y ACT +5Y CGC34090/DP nccessful Yes No ACT 2Y AC -1+2y CGC34090/DP iles No No I V Sy CGC34090/DP lgreenrents Yes No ACT +2Y ACT+2Y CGC34090JDP Recordings, Analog Yes No S 3 DP ;Recordings, Digital Yes No 7Y 7Y CGC34090/DP ng Files, Negativc Yes No 3Y 3Y CCFC340901DP ng Files, Positive Yes No 6Y 6Y CGC34090/DP rdings, Facilities Pending Lit Yes No TR/RM TR/RM CGC34090/DP {sties Yes No S S FSP icles Yes Na S S DP icles Pending Lit Yes No TR/RM TR/RM CGC34090/DP iles Yes No 7Y 4Y 5Y CGC340901DP M Yes No ACT +2Y ACT +2Y CGC34090/DP Page 4 of 59 Paye S of 53 In In Total Series Title Original Vital Office Storage Retention _Legal Citation Yes No 4Y 4Y CGC34090/DP aetings Yts No 5Y SY CGC34090/DP VTT Training Sign In Sheets Yes No 5Y 5Y DP Materials Yes No S S DP Yes Yes PERM PERM PL'€I\4 DP Imprints Ycs Ycs IND IND IND DP nmission Minutes Yes Yes PERM PERM PERM DP emission Staff Reports Yes Yes PERM PERM PF -IRM, DP Iles Yes No ACT 4Y ACT +4Y CGC34901DP ;files, historical 'Yes Yes PERM PERM PERM DP :cident/lncidentReports Yes No lY 3Y 4Y CGC34090/DP mtract PaymentFonn No No ACT 4- lY ACT+ 1Y DP iib, CashReceipts Yes No I 2Y 3Y 03C34D901DP n. Assistance A«-ard/DenyLetters Yes No lY 2Y 3Y CGC34090/DP nanoial Assistance Applications Yes No I 2Y 3Y CGC34090/DP Tmit Recipients Pmof of Ins. Na No ACT ACT CGC34090/DP irchase Card Receipts Yes No lY lY DP ,quest for Warrants Yes No lY lY Dr :quest for Warrants (Contractors) Yes No ACT ]Y ACT+ ]Y CGC34090/DP :nicA-pplications Yes No I lY DP Paye S of 53 Page 5 of 5£ In ist 'Fatal ;er'es Tit e Original Vital Cl-pr—Stora6e atezztion �e al Cstation xActivityNrmit Yes No ACT 2Y ACT +2Y CG034090 ,r Activity Permit Application Yes No lY lY DP sturctor Agreements Yes Na ACT+ lY ACT+ lY DP cgistration/Waiver Forms Yes No ACT+ lY ACT+ lY DP FP, Successful Yes No ACT 5Y ACT + 5Y CC1C34090 FP, Unsuccessful Yes No ACT 2Y ACT +2Y COC34090 a Fitness lnstrizctinri Permits Yes No 3Y 3Y CGC34090/DP ccer Waiver Dorm Yesto ACT+ lY ACT + IY CG0409OMP spiications Yes No 3Y 3Y CGC34090 tier of Requirement Yes No 3y 3Y CGC34090 nnits Ycs No 3Y 3Y CCFC34090 t Site Approval Notice Yes No I I DP )m Waiver Worm. Yes No ACT + IY ACT + l Y DP Wvisory Council Ageadas Yes No lY 2Y 3Y CGC340901DP kdvisoryCouncfiMinutes Yes Yes PERM PERM PERM DP 3arden Applications Yes No ACT + 5Y ACT + 5Y DP ; arden Partnership Registration Yes No ACT+ lY ACT+ lY DP .icemeAgreements Yes No ACT -:4Y ACT +4Y CGC34090/DP IingAgeement Yes No ACT +4Y ACT +4Y DP )irectorAgreements Yes No ACT+IY ACT+IY DP Page 5 of 5£ Page 7 of 58 In In Total Serie Title ®ri inat Vifal ffice Stora a Retention e�al Citation Director RFP Rejected Yes wo ]Y 2Y 3Y 03C34090 Player WaiverForms Yes TTo TND RNID IND IJP Team Registration Yes No 2Y 2l' DP loom Permit Applications Yes No 1 Y l Y DP eessfiii Yes No ACT SX ACT + 5Y CGC34090 snccessfbl Yes No ACT 2Y ACT + 2Y CGC3409D �egistratiotlWaiverForms Yes No I lY DP Volunteer Ree aivcr Forms Yes No I I DP Ivisory Council Packet Yes Yes lY PERM PERM DP cilities Permit Application Yes No I Y lY DP zit Approval Letters Yes No I 3Y 4Y bP tit RFP Yes NO lY 3Y 4Y COC34090 tit RFP Rejected Yes No I 2Y 3Y CGC34090 icld Trip Pennis3ion Slips Yes No lY lY DP ermitApplications YCS No 2Y 2Y COC34090 'endorAgreements Yes No ACT+ lY ACT+ lY DP lender RFP Rejected Yes No I 2Y 3Y COC34090/DP nterR4P,-WaiverForms Yes No EY lY DP �onrtRescnrations Yes No IY lY DP ?rivate Lnstructor Approval Yes Ao lY lY DP Page 7 of 58 Page 8 of 58 E� lzz Total �eE Res Title Ori 'naE Vi#aI Office toraae Retention Leegal Cita#ion mmament Director Agreement Yes No ACT + 1Y ACT + l Y DP iunmmeat Director REP Rejected Yes No 1 Y 2Y 3Y CGC34090 Class Reg/Waiver Fomis Yes No I IY DP Daily Maintenance Rccords Yes No IY 2Y 3Y DP RenistratiOnlWaiverl:emrs Yes Yes IND 1ND IND DP play Applications Yes Yes. TND IND IND DP play Site Approval Yes Yes TND IND IND DP wd Meeting Minutes Yes Yes I PERM PERM DP ancial Records Yes NO 3Y 3Y CGC3409OiDP dicalReleases Yes No 3Y 3Y CGC344090/DP Files Yes No 2Y 2Y CGC34090 ;!Historical Records Yes Yes PERM PERM PERM DP Yes Yes ACT PERM PERM DP ussion Audio Tapes Yas No 61A 6M DP 3ission Packet Yes Yes 4Y PERM PERM DP ipts Yes 1,40 ACT SY ACT +SY 26CFR301.6501 > - Annenberg Yes No ACT 7Y ACT + 7Y CGC340901DP orical riles Yes Yes PERM PERM PERM DP Yes No 2Y 8Y 10Y CCC34090/DP Douse Program Files Yes No I 6Y 7Y CGC3409O/D? Page 8 of 58 Page 9 of 58 In in Total Series Title riinal vital Office StaraLe Retention LtLal,,Qtatian les Yes No ACT PERM PERM DP :cessful Ycs No AC —A SY ACT+SY CGC34090 mccessfal Yes No ACI" 2Y ACT +2Y CGC34090 S, One of a Kind Yes Yes PERM PERM PERM DP S, Repetitive Yes No ACC 3Y ACT + 3Y DP ins/Scholarships Yes No 3Y 3Y CGC34090/DP pes Commission Meeting Yes No 6M 6M DP ,icai Files Ycs No SY 5Y CGC34090/DP ion/Task Force Packet Yes No PERM PERM PERM CGC34090/DP is Yes No 6Y 6Y CGC34090/1)P (Agreements Ycs No ACT SY ACT +5Y CGC34090/DP Records Yes No 2Y SY 7Y CGC34090/DP Community Court Yes No 2Y 3Y SY CGC34090/DP Project Homecoming Yes No 2Y 3Y 5Y CGC34090/DP Service Registry Ycs No 2Y 8Y IOY CGC34090/DP BG Yes Mess ACT 257 ACT +25Y CGC34090/DP d Financials Ycs No 3Y 7Y IOY CGC34090/DP d Mimics Yes Yes 3Y PERM PERM CGC34090/1)P Stfiles Yes No 3Y 3Y CGC34090/DP Ft Photographs Yes No PERM PERM PERM SDP Page 9 of 58 Page 10 of 58 Io In Total Series it) a ®i•lalftitl Vital Office Stat a e Rete4ztion T e¢al �itat'ott Lein[ Back-up ,Material Yes NO 5Y 5Y CGC34090/DP ;ipantFiicsYes No 2Y 5Y 7Y CGC340901DP riei Food SeMce Program Yes No SY 5Y CGC34090/DP RclatcdFiles Yes No ACT +2Y 5Y ACT+7Y CGC34090/DP Re's Ycs No ACT 10Y ACT+ l0Y CGC34090/D? es - Grants Yes No ACT 20Y ACT +20Y CG04090/D? nds Yes Yes ACT 4Y ACT+ 4Y PUC99243 Applications, Fin. Assistance Yes No 2Y 5Y 7Y CGC34090/DP CRESTBistoricalRecords Yes Yes PERM PERM PERM DP CREST Program Files Yes No lY 9Y 10Y CGC3409C/DP Registration/Attendance Forms Yes NO 2Y 2Y CG04090 Timecards Yes No 3Y 3Y CGC34090/DP cessful Yes No ACT SY ACT + SY COC34090 ;uccessfnl Yes No ACT 2Y AC.0+7Y CGC34090 r[s Programs biles Yes No 2Y 5Y 7Y CGC34090]DP on Program Files Yes No ACT 6Y ACP+ 6Y CGC34090/DP dvisoryCouncil Minutes Yes Yes I PaRM. PERM CGC34090 roo ani Files Ycs No ACT 6Y ACT + 6Y C(3C34090/DP )unts PayablelContracts Yes No 3Y 3Y CGC34090/la? isory Board Minutes Yes Yes PERM PERM PERM CGC34090/DP Page 10 of 58 Pagc 11 0f58 In In Total s Series ltle On incl Vital Of icaStora a Retention Le aI Citation nlmunity Events Yes No 3Y 3Y CGC340901DP aosits Yes No 3Y 3Y CGC34090A)P roilmentForms 'Yes No 2Y 2Y CCC34090 gram Files Yes No 3Y 3Y CGC34090W ;istration Fomis Yes No 2Y 2Y CGC34090 om Rental Applications Yog No 2Y 2Y CGC34090 n In SlImts Yes No 2Y 2Y CGC34090 rimer Food Program Yes No 5Y SY CGC34090W ide Intem Files Yes No 3'Y 3Y CGC3409011)P Final Yes Na IND IND IND CGC34090/DP Working Papers Yes No IND IND IND CGC34090/DP yment Receipts Yes No ACT 5Y ACT + 5Y 26CFR301.6501 agioal Files Yes No IND IND IND CGC34090/DP sementlRetainers Yes Yes IND IND IND DP 1 Records Yes Yes ACT 5Y ACT + 5Y DP Files Yes No IND IND rNTD CGC34090/DP :[Files, At Wiil Yes No IND 34D IND CGC34090/DP n Letters Yes No ACT loY ACI + 10Y CGC12945/DP Files, Marsha NMoutrie Yes Yes iND END 1ND CGC34090/DP eets, Attorneys Yes No IND IND Ii\7D CGC34090/DP Pagc 11 0f58 Page 12 of58 in in Total "en't'itle Ori t al Vital Office St ra a et`et2#ion a a! Citfit°pit Yes Yes PERM PERM PERM CGC34090/DP 7CrS Yes No ACT 20Y ACT+20Y CGC34090/DP )sod Cases, Litigation Yes No ACT 20Y ACT +2OY CGC34090/DP >sed Monthly Reports Yes No R R DP ettlemmitAgreement Yes Yes PERM PERM PERM DP Yes No ly I CGC3409C/DP e5 Yes No 3Y 17Y 20Y CCrC34090.%DP Eooi Yes No R R DP rants Yes No IY 19Y 20Y CC-C34090/DP [mise Yes No ACC 10Y ACT+IOY CGC34C90/DP Yes No ACT 10Y ACT+ l0Y CGC34090IDP c Faces Yes No ACT IOY ACT + I0Y CGC3409C/DP ,es, Domestic violence Yes Na ACT 15Y ACT + 15Y CM409CIDP rosecutor Control Yes No R R DP )r Files Yes No ACT I0Y ACT+ IQY CGC34090l17P ventory Sheets Yes Yes PERM PERM' PERM DP 'files Yes No R R DP Fues Yes No ACT IOY ACT+ IOY CGC34090,"DP itiveHearingFiles Yes No ACT 10Y ACT +MY CC-C34090/DP scs Yes Yes PERM PERM PERM DP Page 12 of58 Page 13 of 53 in In Tota! Series Title 0 Retention Y�e�ai �itaion lent/Conference Room Book Yes No R R DP cy Files Yes No IY 5Y 6Y CGC340901DP gical Files Yes No I OY l OY CGC34090/DP les Yes No ACT 20Y ACT +20Y CGC34090/DP Files Yes No ACT l OY ACT+ lOY CGC340901DP ases Yes Yes PERM PERM PERM DP I Related Case Files Yes No ACT MY ACT'+ I OY CGC3409OtT)P Motion Files Yes No ACT l0Y ACT+ IGY CGC34090/1)P ;cord Requests Ycs No 3Y 3Y CGC3409OMP No No 4Y 4Y CGC34090 ipes of City Council Meetings Yes No 2Y 2Y CGC34090 plication - Accepted Yes No ACT+ 7Y ACT + 7Y DP ?lication - Not Acted Upon Yes No 1Y I DP ectory Yes Yes PERM PERM CGC34090/DP n Statement Log Yes No ACT + 7Y ACT + 7Y CGC34090IDP ie - Copies No No 6m 6M DP ,gs Yes NO 7Y 7Y CGC34090 indox Card File Yes No R R CGC34090/DP Log Book Yes No R R CGC34090/DP Sign In Log Yes No ACT+ IY ACT+ 1Y CGC3409OiDP Page 13 of 53 Page 14 of 53 In In Total 5et•�es'l'itie O migi,�taf Vital Office Stora _e Reteaztian Leal Citatio�� ?artnership Agreements Yes NO IND IND CGC340900P s Pick Up Lo; Yes Yes PFFM PERM DP StaimentcfEcon.Interest Yes Na ACT+7Y ACT -f-7Y COC31009(d) dhorizaticn (City Website) Yes No ACT+ 6M ACT+ 6_i/i CGC34090/DP ous Cash Receipts Yes No 3Y 3Y CGC34090 Yes No 6Y by CGC340901DI? is Yes No 10Y 10Y CGC34090/DP rice Yes No T+7Y T+7Y CGC34090 Log Book Yes No R R CGC34090/DP ransmittal Forms Yes No 24M 24M CCTC34090 xblicatiou Yes No 3Y 3Y CGC34090/DP ords Request Yes No 2Y 2Y DP struetion Certificates Yes Yes PERM PERM CGC34090/DP 11vctuittals `.les Yes PERM PERM CGC340901DP wsmittais, Destroyed Records Yes Yes PERM PERM CGC34090d1MP LogBook Yes No R R CGC340901DP o€EcombterestCopies No No 4Y 4y GGC81009. of Econ, interest Log Yes No ACT + 7Y ACT+ 7Y 03040901DP of Econ.IntemstSuccessful Yes No ACT +7Y ACT +7Y CGC34090/DP :e ladex Cards Yes No It R CGC3409OfDP Page 14 of 53 Page 15 of 58 In 1 Total Series TMe_ Oriainai Vita] Office _Star _ e R�teniion 1Le¢aI_Ci aiia� oter ID Enveiape Yes No 6M 6M EC17302 VotcrLists Yes No 6M 6M EC17304 siViation Worblseet Yes No ACT+ 1M ACT+ IM EC20442 ceipts Yes No 6M 6M EC17302 ,'ancelled, Surrendered, Spoiled) Yes No 61vi 6M EC17302 Lbscut Voter Yes No 6M 6M EC17305 ,o£ed Ye_s No 6M 6M EC17306 statement".Copizs Yes No 4Y 4Y, CGC81009 n Statement, Otlmr:Elected Yes Yes 7Y 7Y.: CGCSI009 I Statement, Suecessfal Yes Yes IND IND CGC81009(b) a Statement, Unsuccessful Yes No SY 5Y CGC81009 Lists Yes No 6M 6M EC17304 ,air Campaign Practices Yes NO ACT+1M ACT +1M EC20442 Yes No 6M 6M EC17304 tuthorization (City Rebsite) Yes No 6M GM ECZ0442 '.onPapers (All) Yes No T+4Y T+4Y HCI7I00 {Initiatives, Referendums, .Recalls) Yes No ACT + SM ACT + 3M EC 17200 Maps Yes No 6M 6M EC17501 Dffical Materials Yes No 6M 6M EC17503 "Voters Yes No SY 5Y EC17300 Page 15 of 58 Page 16 of SS III Li Total 9er'es Title Ori i aIVital Officeinra a Retention Le al Citation )fFeonomichiterastsSuccessful Yes No ACT +7Y AOT +7Y GCS1009 Yes No 6M 6M EC17304 I Measure Petitions Yes No ACT ACT + SNI EC20442 EPosdr2gs Yes No 6Y 6Y CGC34090/pP Yes No 6Y 6Y CGC34090/DP Yes Yes PERM PERM DP Capital Impravcrnent/City Property Yes Yes PERM .PERM DP Constructim Maintenance Yes NO ACT + IOY ACT+ IOY CGC340900P Supplies Yes No ACT +3Y ACT +3Y 03040901DP vehielts Yes No 15Y 15Y CGC34090/DP aket Copy No No lY lY DP Yes Yes PERM PERM CGC34O90/DP fes Yes No PERM PEILM DP Su6jectFiles Yes Yes PERM PERM DF ity Council Yes Yes PSPIM, PERM CGC34090 arkingAuthority Yes Yes PERM PERM. CM4090 edevelopment Agency Yes Yes PERM PERM COC34090 �djoumment Yes No 6Y 6Y CGC34090 ., City Council Yes Yes PE1w. PERM CGC34090 Speak (Chits) Yes No 2Y 2Y CGC34090/DP Page 16 of SS Page 17 of58 ]u in Total Series Title Ori 'nal 'V'ital Office Stara a Retention Le al Citation ls, City Council Yes Yes PFJW PERM COC34090 ls, Housing Authority Yes Yes PERM PERM CGC34090 is, Parlaog Authority Yes Yes PERM PERM CGC34090 is, Redevelopment Agency Yes Yes PERK[ PRIRM CGC34090 Yes No 2Y 2Y CGC34090 "opy ofBilling Report Yes No 2Y 2Y CGC34090 vfail Room Billing Report Yes No 2Y 2Y CGC34090 Lequcsts Yes No 3Y 3Y CGC34090/DP I Yes No S S DP native Files Yes Na ACT ACT DP Na No 4Y 4Y DP 'orl ing Papers Yes No 3Y 3Y CGC34090/DP cations/Proclamation No No 5Y SY CGC34090/DP tFiles Yes No 4Y 4Y CGC34090/DP :orrmpondence Yes No 3Y SY 11Y CGC34090/DP 'rave] Financial Report Yes No 7'Y 7Y CGC34090/DP it Manuals Yes No S S DP Files No No E E DP Orders Yes No 3Y 3Y CGC34090/DP or Warrants Yes No 3Y 3Y CGC34090/DP Page 17 of58 Page 13 of 58 In in Total Se1'iesTitle Ori�i�la1 Vital E3ffice Stp1•a�e_ IZetetltion �.e�ai_Citatn�l 1s Yes No 3Y 3Y CGC34090/DP es Yes No ACT 5Y ACT +5Y CGC34090/DP s Yes No 1 X IY DP es Yss No 3Y 3Y CGC34090/DP Etive Instructions, Final Yes 'Yes PERM PERM PEpd1A CGC34090/DP 1111ent Log Yes No IY I DP rtltquake No No AA AA AA CGC34090/DP 3tatc Filings No No 3Y 3Y DP )jest Files No No ACT 5Y ACT + 5Y CGC34090 iVE (Electronic) Yes No 2Y 2Y DP Iles NO No E E C(304090/D? )rders No No 3Y 3Y CGC34090 rWarrant ho No ACT 3Y ACT +3Y COC34090 ;essfill Yes No ACT 5Y ACT +5Y CGC34090/DP locesstill Yes No ACT 2Y ACT +2Y CGC3409G ica Place Yes No IND IND IND CGC3409OMP es No Na ACT 5Y ACT+SY CCC34090ADP s - Special Project Yes No PBRM PERM PERM CG040900P Yes No ACT 6Y ACT +6Y CGC340901DP No No IND IND IND CGC34090/DP Page 13 of 58 Page 19 of 59 in in Total co,:an m;f�o Or 'nal Vital Office Stora a Retenttatt I e ai Cifatio>a d ser/Cenwry Cable Yes No RID IND IND CCC34090/DP csIContracts No No 3Y 3Y C0C340901DP stive f=iles No No ACT ACT DP y Projects DVD Yes Yes IND IND TND DP eetingDVD Yea Yes IND TNI} TND DP 'Manual Yes No S S DP Ights Agreement Yes Na ACT +2Y ACT +2Y CGC34090/DP oessf'al Yes No ACT SY ACT +5Y CGC34090 uceesshl Yes No ACT 2Y ACT +2Y CGC34090 lerfcvltary Cable Yes Yes TND TND IND DP an Report Yes No 3Y 3Y CGC340900P Iles-NonCrimina€ Yes No . 5Y 5Y CGC34090MP :order Files - Homicide Yes Yes PERM PERM PERM PC799 id Investigation. - Hired Yes No PM -M PERM PERM CGC34090/DP td Investigation -Not Hired Yes No 5Y 5Y CGC34090/DP tFiles/Tapes Yes No Sy Sy CCC34090/DP -d Receipts Yes No 7Y 7Y CGC340901DP Yes No 2Y 2Y COC34090 tan Yes Yes S + 2Y S + 2Y DF unteer Yes No ACT + IY ACT+ TY DF Page 19 of 59 Page 20 of 58 Total ScriesTitle ..._. ®ripina� VitaVita9T t3ifice Storage iReteution .effalCitation iIas Yes No E E DP Radiof,CclephoneRce. Yes Yes SY 5Y PC832.Sb/DP ,essful Yes No ACT SY ACT+ 5Y CGC34090 accessfal Yes No ACT 2Y ACT +2Y CCC34090 Maiver Yes No 4Y 4Y CGC34090fDP Yes No 2Y 2Y CGC34090 6veFiles Yes No AC['+1Y; ACT+IY: DP Files No No E E DP )rde's Yes No 3Y.: 3Y; CGC34090/1).P.: iessfiil Yes Na ACT: 5Y ACT+SY. COC34090. accessfui Yes No ACT 2Y ACT+2Y CGC34090 es Yes NO ACT: SY. ACT ;+:5Y CCC34090/1)P. esfConttacis Yes Na ACT. +3Y: 2Y; ACT.+5Y: CGC34090/DP hive Files Yes No ACE+ SY ACT f 5Y CGC34090/DP Packet Yes Yes PERM PERM PERM DP )rders Yes No 3Y 3Y CGC34090/DP r Warrants Yes No 3Y 3Y CGC34090/1)P :cssful Yes No ACT 5Y ACT +5Y CGC34090 aceessM Yes No ACP 2Y ACE + 2Y CGC34090 es Yes No ACT+3Y ACT +2Y CGC34090/DP Page 20 of 58 Page 21 of5s In In Total Series Title Original Vital Office Stara�e Retelttion i e6al Citatiolt .ativeCitationslAppeals Yes Yes ACT 5Y ACT +SY CGC34090/DP r)es (Electronic) Yes Yes 2Y 2Y CGC34090 ental Reference Material Yes Yes IND lND TND DP cental Reports Yes Yes PERM PERM FIRM CGC34090/DP Yes Yes ACT 5Y ACT+5Y 24CF12570.502fDP nifests Yes Yes PERM PERM PERM 40CFk226322117P pplication(Electronic) Yes No ACT +2Y ACT +ZY DP ]pon Sales Omplianee Certificate Yes Yes PERM PERM PERM DP ,ces&fai Yes No ACT 5Y ACT+ 5Y CGC34090 successfol Yes No ACT 2Y ACT +2Y CGC34090 ting Packet Yes Yes PERM PERM Pl3RM DP ns Yes No 4Y 6Y 10Y CGC340901DP ipy, Back Up Yes No 2Y 8Y 107 CGC34090/DP agister Yes No 2Y 8Y l0Y 26CFR301.65011DP ar )and Roll Over Files Yes No 2Y sY 10Y CGC34090/DP =ay Yes NO 2Y SY l oY 26CFR301.650IIBP Card Trans. Lo; Yes No 2Y sY ICY 26CFR301.65D11DP Jse Tax Returns yes Na 2Y sY l0Y 26CFR3C1.65011DP rents ices No 2Y 8Y loY 26CFR3C1,65011DP Tants (Checks) Yes No 2Y Sy 10Y 26CFR301.6501W Page 21 of5s Page 22 of 5S fn Its Tate Series LIM Ork,yhial Vital Office Stora a e#en#ion )Legal �itatian .pt. Payables Yes No 3Y 3Y DP veslmentReports Yes No 2Y 5Y 7Y 26CFR301,6501 ?ales No No E E DP s Yes No PERM PERM PERM DP sIimathig Documentation No No 2Y 4Y 6Y CGC3409OMP ;oh backup Yes No l0Y 10Y CGC34090/DP truetions Yes No 4Y 4Y CGC34090/DP eenuoMid-Year No No ACT 5Y AC7+5Y CGC34090/DP view Meeting Decision Paek Yes No 2Y 2Y CGC34090 lytics Yes No 3Y 3Y CGC34090/DP plementals Yes No 2Y 2Y CGC34090 :ii Antions Yes No 2Y 2Y CGC34490 ationPlan Yes No ACT+2Y ACT+2Y: CGC34090 tal Budget Request Yes No 4Y 4Y CGC34090/DP sting Documentation No No R R DP Changes Yes No 4Y 4Y CGC34090/DP apers, 5 Year Forecast Yes No 4Y 4Y CGC34090/DP apers, Budget Yes No 4Y 4Y CGC34090/DP apeis, Mid Year Yes Na 4Y 4Y CGC34090/DP apers, Year End Yes No 4Y 4Y CGC34090/DP Page 22 of 5S Pagc 23 of 58 In In Total Series Title Ori final Yital ®ffice Storage Retentioer Le at Cita4�on ssessment Photographs Yes No AA AA CGC34090/DP urveyReport Yes No AA A.A. CG034090MP Yes No AA AA DP e Work Order Add To Yes No AA AA CGC34090lDP Ist Summary Yes No U U DF at Summary, Final Yes No AA AA CGC34090/DP Detail Expendit tre Reports Yes Na AA AA DP 1s, AfterEm1bquakc No No AA AA DP Ies Yes No AA AA DP Bonds Yes No IY 9Y IDY CGC34090/DP Receivable Yes No 2Y Sy I DY 26CFPJOI.6501 •ative Files Yes No it U DP onciliations Yes No 2Y SY l0Y 26CFR301.6501 cipts Yes No 2Y 8Y 10Y 26CFR3C1.6501 Reports, Audited No No R R DP ;et Yes No ACT ACT DA der, Closed Yes No ACT+3Y 9Y ACT+10Y CGC34090/DP Yes No 2Y SY 10Y 26CFR301.6501 ntries Yes Yes PERM PERM PERM 26CFR301.650[/DP )an Documents Yes No ACS' 45Y ACT-- 45Y CGC34090/DP - Pagc 23 of 58 Page 24 of 58 in In Total �sries d itla r' final Vital Office Storage etsntion [ e al �itatian thority Boad Coupon Yes No ACT- 10Y ACT+ l0Y C-G0409OMP assful Yes No ACT 5Y AC 4 CGG34090 ioeessful Yes No ACT 2Y ACT +2Y CGC34090/DP fer Yes No toy toy 26CFR301.6501 ipms, CAFR Yes No SY 5Y CGrC34090/DP five Files No No u u DP fiber Log Yes No toy l0Y CGC3409D/DP Form Yes No toy 10Y CM40901DP ?olders Yes No E+2Y SY E+ 10Y 26CFR301.650I/DP ntYorification Yes No 10Y ICY CGC34090iDP art Yes No lY 9Y toy 29CFR516.S/DP No No R R DP Wches Yes No lY 9Y l0Y 29CFR516.5/DP City Contributions Yes No lY 9Y 10Y 29CFR516.5/DP :rlyMedicareTax Yes No lY 9Y l0Y 29CFR516.5/DP aly Tax Bal -wee Report Yes No IY 9Y toy 29CFR516,5/DP y (Electronic) Yes Yes IND IND IND CGC34090/DP der Yes No lY 9Y ICY 29CFR516.5/DP renals Yes No I 9Y toy 29CFR516.5/DP s Returns Yes No I OY 10Y 29CFR516.5/DP Page 24 of 58 In Zn Total eerie Title Ori 'nal Vital itatiatr d Eniy, Folders, GamisIunent Yes No F.+ 2Y SY S+ l0Y 29CFR516.5/DP I Edit Report Yes No I Y 9Y 10Y CGC34090/DP Is Yes No 2M 12Y 12Y CGC340901DP Is, After 1994 Eartlrquake Yes No AA 20Y AA + 20Y CG040 OW ie Card Summary 'Yes No l0Y l oY CGC34090/CP Tax Reports Yes No lY 9Y JOY 29CFR516,5/DP Yes No lY 9Y loY 26CFR301.6501/DP rind Benefits Yes No IV € OY 29CFR516.SIDP TxN Files Yes No IY 9Y l0Y 29CFMI6.SIDP ,ative Files No No IND IND IND DP nal Yes No lY 6Y 7Y CGC34090IDP t Files No No MID IND IND DP Closed Yes No 2Y 1SY 207 CGC34090/1)P Administration Disbursement Yes No 2Y Sy l0Y 26CFR30I.6501/DP Orders No No 2Y SY 7Y DP NIS Yes No 2Y Sy 7Y CGC34090/DP nts Yes No 1Y 3Y 4Y DP ons Yes No 2Y PERM PERM DP )II Soni Act Yes Yes ACT+ €Y PERM PERM DP ontmcts Yes Yes ACT+ lY 3Y ACT +4Y CGC34090/DP Page 26 of 59 In In Total eries Title ori final Vital Office Stara a Retention Le al Citation PCs Yes Yes PERM PERM PERM CGC34090/DP Spreadsheet Yes Yes PERM PERM PERM CGC34090iDP inied Original Yes Yes PERM PERM PERM 26CFF301.6501/DP TO Yes No 5Y 5Y CGC340901DP 11ateria€ No No U U DP IJudgments,Settled Yes No ACT +2Y. AC'C+2Y CGC340901DP is, Settled Yes No ACT + 5Y ACT + 5Y CGC340901D1` fCashReceipts Yes No lY 3Y 4Y CGC34090/l)P hcct, Mcter (L) Yes No 3Y 4Y 7Y 26CFR301.6501 i, Approved Bus. Lie, Yes Yes PERM PERM PERM CGC34090/DP L, Denied Sus. Lin, Yes Yes P: €LM PERM PERM CCFC340901DP ),Nor -Profit Yes Yes PERM PERM PERM CGC34090/DP I, Rea0wal Yes Yes PERM PERM PERM CGC34090/DP i, Street Performer Yes No 1Y SY 6Y DP No No I 3Y 4Y CGC34090/DP leense Refunds Yes No 2Y 2Y CGC34090 siu=DistrietAsses. Yes NO 1Y PERM PERM CGC34090/DP it Property List Yes No 7Y 1Y DP s Final Job Yes No ACT 5Y ACT + 5Y CGC34090/DP at Entry Report Yes NO 2Y 5Y 7Y 26CFRMl.6501/DP Page 26 of 59 Page 27 of 58 in in Total Series Title CDri incl Vital Office Stora e Retention Legal Qtation `est Yes No 2Y 2Y CGC34090 -ile for a Business Lic. Yes 1\70 2Y 2Y CGC340901DP Pi €es No No E E DP )aymencs Yes No 1Y 3Y 4Y CGC34090/DP ransmittals No No PERM PERM PERM DP lysis: yes No 2Y; 3Y: 5Y CGC34090/DP. LA Property Tax Yes No 7Y 3Y l0Y 26CFR301,650UDP •d Sales Draft Yes No 2Y 2Y COC34090 •d Sett€ement Summary Yes No 2Y 2Y DP fi Balance Report (POS) Yes No 2Y 5Y 7Y CGC34090,rDP at Cash Audit No No 3Y 3Y CGC34090/DP lips Yes No 2Y 3Y 5Y 26CFR301.6501 Yes Yes PERM PERM PEW DP Statements Yes Yes PERM PERM PERM DP s Tax Analyses Books Yes No 2Y 5Y 7Y 26C4T.301.6501 in Items No No IJ D DP it Bank Confirmation Yes No ACT ACT CGC34090IDP rendors Yes Na 7Y 7Y DP Arbitrage Rebate Report "Yes No ACT 33Y ACT + 33Y CGC3409CIDP Logs Yes No 5Y 5Y CGC34090/DP Page 27 of 58 Page 28 of58 In In Total Reries Tit a Ori ai al Vital Office Storaire Retention i e a{ Citation .ation Reports Yes No 1Y 2Y 3Y CGC34090 :ations,Contract Ycs No ACT +2Y ACT +2Y CGC34090/DP rations, Court Yas No 3Y 3Y CGC34090/DP cKity Tax Returns Yes No 3Y 5Y 8Y 26CFR301.6501 "files No No E E DP Sheet No No 2Y 2Y CCC34090 ily Tmus. Tax Remittance Yes No 7Y 3Y 10Y 26CFR301.6501 rWarrants Yes No 3Y 3Y CGC34090/DP ateh Reports (Q) Yes No 2Y 5Y 7Y 26CFR301.6501 =fill Yes No ACT 5Y ACT + 5Y CGC34090 accessful Yes NO ACT 2Y ACT +2Y CGC34090 n Reports Yes NO ACT ACT CGC34090/DP .s Co. Deregulations No Yes PERM PERM PERM CGC34090/DP ims Yes No 7Y 7Y CGC3409011)P Investment Worksheet Yes No 6Y 2Y 8Y DP do Release Lien Yes Yes PERM PERM PERM CGC34090/DP 4udit Yes No AA l0Y AA+ IOY CGC34O90/DP zetur3ts No No 3Y 5Y Sy 15CFR301.6501 3onds 'Yes Yes PERM PERM PERM DP ,00cracts Yes Yes ACT + l Y 3Y ACT + 4Y CGC31090@P Page 28 of58 Page 29 of 5 S In In Total Series Title Oti i _final Vita] O£iice Storage Retention Legal Citation mrs Tax Returns Yes No 3Y 5Y SY 26CFR30€_650I ;ontraa(s No No ACT +R ACT+R CGC34090/DP asfers Yes No IGY IOY.. CCC34090/DP rative Piles No No U U DP No No R R DP TorkingPapers Yes No 3Y 3Y CGC34090 A Reporting No No 2Y 5Y 7Y CGC34090 IChecks No NO 3Y 4Y 7Y 26CFR30€.6501 :e of fnsunu= Yes No 2Y 2Y CGC340901)P :perienceReport Year End Yes No 5Y ICY 35Y CGC340900P IesL4,I) V, Litigated No No .ACT ICY ACT+ 10Y CGC34090 Ies Liability, Not Litigated Yes No ACT ICT ACT+10Y COC34090MP les, W/C Yes No ACT IGY ACT+ 10Y 29CFRI904,6/DP les, W/C; Torture Medical Awards Yes No ACT PERM PERM CLCtSa2secI0102 dnainistration Bins No No 5Y 5Y CGC34090/DP No Na R R CGC34090/DP eoccupaticnalExposure No Na I 30Y C+30Y CGC34090 (All Others) Yes No IY 3Y 4Y CGC34090/DP (Bus) Yes No I Y 3Y 4Y CGC34090/DP (Trip/Faj) Yes No 4Y 4Y CGC34090/DP Page 29 of 5 S Page 30 of 53 In In Total IF tri aI Vital Office t ra a citati4l oticios No No ACT PERM PERM CGC34090/DP brogatian Piles No No ACT 3Y ACT 4- 3Y CGC34090/DP Warramt No No 2Y 2Y DF sssfulYes No ACT SY ACT+ 5Y CGC34090/DP ccessfuI Yes No ACT 2Y ACT +2Y CGC34090 ulitEeemiumtes Yes NO 5Y 5Y CGC34090/DP as Piles Yes No ACT IOY ACT + IOY CCC3409MP s Cost All' Reports No No IY ly DP Live Files Yes Yes IND IND IND DP I Investigations, Hired Yes Yes PERM PERM PERM CGC34090/DP d investigations. Not faired Yes No I Y 4Y 5Y CGC34090/DF rking Papers Yes No 3Y 3Y DP tManuals Yes No S S CGC34090 rts Yes Yes IND TND IND ISP Files Yes No 3Y 3Y CGC340901DP iff Yes Na 5Y 3Y gY CGC34090/DP Yes No 5Y 3Y SY CGC34090IDP .ease Forms Yes Yes IND IND IND DP Sccurity Grants Yes No ACT 5Y ACT + 5Y CGC34090FDP and Mitigation flan No Yes 7Y 7Y 42USC51-65 Page 30 of 53 Pagc 31 of 58 in Jaz Total Cer:es'�':tls Uri inaI Vital Office Stara a Retention 3..e at citation ilectronia) Yes Yes IND 1ND IND DP I Files No No E 5Y E+ 5Y COC34090/DP (I Procedures No No ilY 11Y CGC34090/DP Order - Vendor No No 5Y SY DP .or WatML; - Vender No No 5Y SY ISP ccessfill Yes No ACT 5Y ACT+ 5Y CGC34090 isuccessfn] 'Yes No ACT 2Y ACT +2Y CGC34090 ;s Yes Yes LV LV LV CGC34090/DP ental Timo Shects No No 5Y 3Y SY COC34090/DP cds No 'No 5Y SY 13Y DP Files Yes Yes PERM PERM PERM 03C34090tDP at Piles Yes No 4Y 4Y CGC34090/DP rogram Files Yes Yes ACT 5y ACT + SY 27CCRI5185 is Waste manifest '(Dept ;Ops) Yes Yes 3Y: 3Y 23CCRG6262 40(A) m Notices and Reports Yes No 5Y 5Y CFC104.6I [tion Reports - BodiiyHarm Yes No ACT 6Y ACT +6Y PC800 [tion Reports - Homicido Yes Yes PERM PERM PERM PC799 hien Reports - Structure Yes Yes ACT 5Y ACT+ SY CFC104.6.2 :ords Yes Yes TND IND IVD DP urnals (Eicctronic) Yes Yes PERM PERM PERM CGC34090/DP Pagc 31 of 58 Page 32 of 53 fat > n Total 'eries Tule Original Vital Office Storage - Retention l�es=a1 Oitaion___._._ ,ports Yes Yes IND IND TND CGC34090iDP 'Iles No No E E DP is/Propesals Denied Yes No C+3Y C+3Y CGC34090YDP District Information Yes Na PERM PERM PERM DP Fisting Yes Yes LB LB LB CGC34090/DP Proposal Rejected Yes No 6Y 6Y CGC34090/DP les - Excluding Capital Improvements Yes No ACT +- 5Y ACT+ 5Y CGC34090/DP arket Load Sheets Yes No 18M 1SM DP Yes Yes ACT +• 2Y PERM PERM CGC34090/DP s Yes No ACT- 2Y 3Y ACT+ l0Y CGC34090/DP :gaisition Yes Pas PERM PERM PFWi DP rmation Requests Yes No 2Y 2Y CGC34090 :=ful Yes No ACT 5Y ACT +SY C1304090 lcccssful Yes No ACT 2Y ACT +2Y CGC34090 es Yes No ACT +2Y 8Y ACT+ ]0Y CGCa4090IDP es Yes No 3Y 3Y CGC34090/DP )rt Receipts Yes No 2Y 2Y CCC34090 Yes No 2Y 2Y CGC34090 ,s Yes No 18M ISM DP I Reports Yes No 3Y 3Y CGC34090/DP Page 32 of 53 Page 33 of 58 in in Total Series T:., itY Khl1Qr Vital Office Stnrage Retention Legal Citation ins Yes No 2Y 2Y MC34090 aty Fee Applications Yes No 2Y 2Y COC34090 Iles Yes No ACT +2Y ACT +2Y CGC34090 Sts Yes NTo 2Y 3Y SY CGC34090IDP terials Yes No 2Y 3Y 5Y 0304090/DP onciliations Yes NO 2Y 3Y 5Y CCC:34090IDP l Checks Yes No 2Y 3Y SY CGC34090IDP ipy Yes No 2Y 3Y SY CGC34090IDP :If SufOency Yes No 2Y 3Y SY CCrC34090/DP Records Yes No 2Y 3Y SY CGC34090/DP ints Yes No ACT+IY 4Y ACT+5Y CGC34090/1>P ntAgreement/Informal Hearing Yes No lY 9Y ICY CGC340901DP ccessful Yes No ACT SY ACT + SY CGC34090 successful Yes No ACT 2Y ACT +2Y CGC34090 Scanned Yes Yes ACT 4Y ACT +4Y 24CFR54.53 Management Systems Yes No 2Y 3Y 5Y CGC34090/DP '.ons Yes No ACT 7Y ACT + 7Y CGC34090IDP Commission Packet Yes. Yes PERM PERM PERM CGC34090lDP gram Files Yes No ACT 5Y ACT+ 5Y CGC340901DP Policies & Procedures Yes Yes PERM PERM PERM COC3409OMP Page 33 of 58 Page 34 of 58 In in Total aeries Title Orivinal Vital Office Stora a Retention l,e al Citation S Yes Na ACT 5Y .ACT + SY CGC34090/DP essful Yes No ACT SY ACT + SY CGC34090/DP .ccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP Implementation 'NO No ACT LP ACT+LP AB1X26/DP [Ne Files Yes No ACT l0Y ACT+ l0Y CGC34090/DP >orts Yes No ACT LP ACT+LP CGC34090IDP jest Files Yes No .ACT LP ACT+LP C(3C34090/DP a Files Yes No ACT LP ACT +LP CGC34090/DP No No 2Y 2Y CGC34090 d1oation Files Yes No ACT 5Y ACT + 5Y CGC34090/DP ActionReport Yes No ACT ACT CGC34090/DP IFile Yes No ACT toy ACT+IDY CGC34090/DP rksltaets Yes No 3Y 3Y CGC34090/DP o11&,compensation Yes No ACT +2Y ACT +2Y CGC340941DP ompensation Correspondcace Yes No PERM PERM PERM CGC34090/DP ompensationFLe Yes No C+1 25Y C+26Y CGC34093/DP 3C Complaints Yes No ACT 15Y ACP+ 15Y CGC34090/DP V Yes Yes PERM PERM PF IM DP orting Yes No 5Y 6Y COC34090IDP List Yes No ACT +2Y 3Y ACT+SY CGC34090/DP Page 34 of 58 Page 35 of 58 In In Total s Se les litle Ori ittai Vital Office Stara a Retention 1[ e aI Citation y List, Expired Yos No 3Y 3Y 6Y CGC34090/DP eAccomodationFile Yes Na E 15Y E+ 15Y CGC34490/DP eBeael"StFiles Yes No ACT 6Y ACT +6Y C13C34490/DP el-landbooks 'Yes Yes PERM PL-RM PERM DP story Pile Yes No ACT + l0Y ACT + l0Y CCC34090MP lion Materials Files Yes No ACT l0Y ACT + 10Y CGC34090/DP tion/Application Files Yes Na ACT toy ACT+ l0Y CGC34090/DP f Back Up Tapes (DCAP) Yes No 1 Y 6Y 7Y CCC34090/€3P ters Incentive Bonus Yes No E+2Y E+2Y CGC3409110P :es/Intemal Complaints Yes No ACT 15Y ACT+ 15Y CGC34090/i7P tion & Nat. Syr. 1-9 Form Yes Na E 3Y $+3Y CGC34090IDP 1 Disability Retirement Files Yes No ACT 15Y RCT + 15Y CGC34090/DP :ription0pecs Yes No PERM PERM PERM DP Evaluations Yes No ACT 30Y ACT+30Y CGC34090/DP adm of Understanding Yes No PERM PERM PERM CGC34090/DP ton Files Yes No ]Y 20Y 21Y CGC34090MP secial Projects Yes No ACT ,SY ACT+ 15Y CGC34090/DP .1 Board Audio Recordings Yes No 2Y 2Y 03C34090 :1 Board Conviction Yes No 2Y 3Y 5Y CGC34090/DP s1 Board Hmings Yes No ACT+ 15Y ACT+ 15Y CGC34090/IJP Page 35 of 58 Page 36 of 58 Iii In Total Series'T'itle Ori i ai Vita Off'ce Stara a etentio Lelia fiafiian Board Ml wtes Yes Yes PERM PERM PER11 CGC34090(d) Board Packet Yes No 2Y 3Y 5Y CGC34060/DP Files, As Needed Yes No E 6Y E= 6Y CGC34090/DP Piles,PerraRnent Yes Yes E 6Y E+6Y CGC34090/DP Litigation Hes Yes No ACT IOY ACT+IOY CGC34090/DP ;mos Yes No PERM PERM PERM CGC34090/DP 1 Manual No No ACr IGY ACT+ lOY DP °etyFacility Exam Material Yes No ACT 5Y ACT +SY CGC34090/DP 7r Certification Justification Yes No 2Y 4Y 6Y CGC34090/DP is (Personnel Board.) Yes Yes PERM PERM PERM CGC34090(d) ,CessfU3 Yes No ACI' SY ACT+ 5Y CGC34090/DP successful Yes No ACT 2Y ACT+2Y CGC34090/DP iedule Yes No 2Y PERM PERM DP )rts Yes No 3Y 3Y CGC34090lDP vlanuals Yes No R It DP 'rovanvs Yes No 3Y 3Y CGC34090/DP 'imbursement Yes No 2Y 5Y 7Y CGC34090/DP ymcnt Claims & Appeals Yes Na 4Y 4Y CGC34090/DP 'aynxnt Ycs Nc ACT+ SY ACT + 5Y CGC34090/DP Yes No ACT+SY ACT+SY CGC34090/DP Page 36 of 58 Para 37 cf58 Tri In Total Series litle Origin tention i e al Citatioec Orders Yes No 3Y 3Y CGC34090/DP br Warrants Yes No 3Y 3Y CGC34WOlDP ens Yes No 3Y 3Y CGC34090/DP 'cessful Yes No ACT +5Y ACT +SY CGC34090 isuccessful yes No ACP + 2Y ACT + 2Y COC34090 c Bill Details Ycs No I Y 6Y 7Y Dl' Mamal Obsoletc Licenses Ycs No ACT ACT DP Tabes, Depaitma is Yes No ACT+ lY ACT+ lY DP Tapes, Police Department Yes Na ACT + lY ACT+ lY DP Tapes, YearEnd Yes No ACF+IY ACT+1Y DP ons, Meeting Room Recitals Yes No lY lY DP ird Authorizations Yes No 2Y 2Y CCC34090 cs Yes No 10Y IQY CGC34090!DP 3oard Packet Yes Yes PERM PFRM PERM CGC34090/DP gstem Yes Yes IND IND 1ND CGC34090/DP +ccessfll Yes No ACT 5Y ACT +SY COC34090 nsnccessful Yes No ACT 2Y ACI' + 2Y CGC34090 Inc€dent Reports Yes No 2Y 2Y DP terra Yes Yes 8Y 8Y CGC34090/DP 'roject Files Yes No ACT l0Y ACT + 10Y CGC34090/DP Para 37 cf58 Page 38 of 58 in ria Total Series Tads Or final Vitzl Office Storage Retention ire(Tal Citation E Fonns Yes No 2Y 2Y DP )jectriles Yes Yes ACT PERM PERM DP Reports Yes Yes LP+2Y LP+2Y CGC34090/DP Plans Yes Yes PERM PERM PERM Hs19850 'ode Modifications Yes Yes PERM PERM PERM CGC34090/DP its Yes No ACT 2Y ACT +2Y CGC34090 of 0eeupanCY Yes Yes PERM PERM PERM CGC34090/DP ;cess Hardship Fomis Yes Yes PERM PERM PERM 03040900P kxtlations Yes No LP+ 2Y LP + 2Y CGC340900P ans Yes No LP+2Y LP+2Y CGC34090/DP Yes Yes PERM PERM PERM CGC34090/I3P sessfiil Yes Na ACT 5Y ACT+5Y CGC34090 uceessfW Yes No ACT 2Y ACT +2Y CGC34090 echnioal Reports Yes Yes PERM PERM PERM CGC34090/DP ,pectors Reports Yes No LB LB CGC34090iDP CaloTilatlm Yes Yes LB IND LB CGC34090/DP Observation'Rgorts Yes Yes LB 1,13 CGC34090/DP les Yes Yes PERM PER PERM CGC34090/DP iter Yes Yes PERM PERM PERivl CGC34090/DP es of B&C Yes Yes PERM PEW PERM CGC3449C/DP Page 38 of 58 Page 39 of 58 In In Total Series Title CZri 'nal Vital Office Stora Lye Retentiatt Le al Citatiat� 1 Commission Minutes Yes Yes PERM PERM PERM C43C34090)DP Commission Packet Yes Yes PERM PERM PERM CGC34090/DP Minutes Yes Yes PERM PERM PERF CGC34090/DP Commission Packcl Yes Yes PERM PERM PERM CGC34090/DP les -:Dev Projects Yes Yes PERM PERM PERM CGC34090/DP. des - Lwid Use Plans Yes No. 10Y loY CG04090/FOP. eessful Yes No ACT Sy ACT+SY COC34090IDP successful Yes No ACT 2Y ACT+2Y CGC34090/DP ,dministradveHes Yes Yes PERM PERM PERM CGC34090/DP ative Chatio Yes Yes Art + 5Y .A.CT+ 5Y CGC34090/DP its Yes No I 19Y 20Y CGC34090/DP zceordets Yes Yes ACT+SY ACT+5Y CGC34090/DP Documents No Yes ACT 5Y ACT+5Y CG04090/DP ecessfut No Yes ACT 5Y ACT +5Y CGC34090/DP isucetss5ul No Yes ACT 2Y ACT +2Y CM4090 Apv/Pcrniit Files No Yes ACT 2Y ACT + 2Y CGC34090/DP 'ermitTasting No Yes I GY 7Y CGC34090/DP rNoticcs No Yes C PERM PERM CGC34090/DP eet Closure Permits Yes No 2Y 2Y CGC34090 Work(Eleetronic) Yes No I 1Y DP Page 39 of 58 Page 40 of 58 In In Total Serle 'file ��•«i�ia1 Vital Office Staras=e Retention _ Le�al_C�iaiiaa� � _, A,ParticipationAgmt. Yes Yes iND IND IND DP r 3 Release Yes Yes IND IND TND DP ?iles(Electronic) Yes TITo 5Y SY ORD 1604 arks (Electronic) Yes Yes TND INT) DP ide Loads Yes NO ACT +2Y ACT+2Y CGC34090/DP 1 Parking I'etmons Yes No 2Y 2Y CGC340W/DP. ;s Yes No toy l0Y CGC34090/TDP ,essfi Yes No ACT SY ACT+ 5Y CGC34090 accessfui Yes No ACI' 2Y ACT +2Y CGC34090 "Civ 1rds Yes No 5Y 5Y CGC34090r£)P Survey Yes No 5Y 5Y CGC34090MP Trip Reduction Plan Yes No 5Y 5Y CGC34090IDP es Yes 'No ACT ACT DP larking Signs Yes No 2Y 2Y COC34090 ani Yes Yes %TD IND IND DCS of Trip Tickets Yes No 3Y 3Y CG04090/DP ori Receipts Yes NO 2Y SY 7Y CGC34090/13P .PP Permit Apps Yes No lY lY DP. d Sales Drift Yes No 2Y 2Y CGC34090 .rctures Files Yes Yes PERM PERM PERM DP Page 40 of 58 Page 41 of 58 in in Total Series Title Qr1ginal Vifai Office �tara�e Ratentioar i e�al Citatio-n ;cess£ttl Yes No ACT SY ACT +5Y CGC34090 successful Yes No ACI 2Y ACT+2Y COC34090 i;s Yes No loY 10Y CGC34090/DP Yes No ACT 5Y ACT +5Y CGC34090/DP Files Yes 'Yes PERM PERM PERM CCC34090IDP acessful Yes No ACT 5Y ACT+5Y COC34090 Successful Yes No ACT 2Y ACT + 2Y CGC34090 Iles Yes No ACT SY ACT +5Y CGC34090/DP 'rojeF Yes No ACT + 5Y ACT+ 5Y CGC34090,OP Logs Yes No PERM PERNT DP 6vity Lags Yes No PERM PERM DP on Maintenance Log (in Field) Yes No 10Y l0Y' CGC34090/DP igml As-Bnilts No No PERIM PERM DP ignal Timing Sheets No No I OY IO'Y CGC34090/DP ignal Work Orders Yes No PERM PERM PERM CGC34090/DP ;s No No 2Y 2Y CGC34090 atian;to'.iieleaseP�o a ty; Yes NO 50Y 50Y; CGM40.90/DP. Flardeopy Fingerprint Card Yes Yes PERM PERM PERM CGC34090/DP aver Count Farms Yes No 2Y lY DP uisfer Behvecn Accounts Ycs No 2Y 2Y COC34090 Page 41 of 58 Page 42 of 59 In L, Total SeriesTitie ri�inal Vital pf#ice StotaQe Retention Le al �i#a#io�t ELa sheets Yes NO t.Y i:X DP nk Copies No No 3Y 3Y DP -quest for Dismissal Yes No 2Y 2Y COC34090 ransinii[al Yes No lY lY DP Yes No 2Y 2Y COC34090 dReccipis Yes No 7Y 7Y C00409C.IDP (Cheuilcal)•Recaipts Yes Yes PERM PERM PERM DP :dia Evidence - Crime Scene Photos Yes Yes REV REV DP oYes No U + 2Y U + 2Y CGC340901€3P xmits No No 2Y 2Y CGC34090 vim Cards Yes Yes PERM PERM PERM CGC3409OMP rSlides Yes Yes PERM PERM Pf.Rm CGC34090/DP to Scene Photo Calls Yes Yes P -M PERM PERM CGC34090IDP Yes Yes 10Y 25Y 35Y CGC34060/Di' hives Yes Yes PERM PERM P1 RM CGC3409OiDP fres Yes Yes PERM PERM PERM CGC34090/DP it Cards Yes Yes PERM PERM PERM CGC34090/17P urnal Batch Report Yes No lY lY DP Reports Yes Yes PERM PERM PLRM DP Hever Released Yes No 3Y 3Y CGC34090/DP Page 42 of 59 Page 43 of 5 S iEil III Total cries itle Ori ictal Vital Office Stora a Retert#can I,e ai Citation lyBooldngLogs Yes No €Y lY DP ly Processing Lags Yes No € Y lY DP tFites Yes No 5Y SY CGC34090/DP �ngPacket Yes No WIC -TR WIC -TR CGC34090/DP ap Yes No U + 2Y U + 2Y CGC34090/DP ints from Crime Scene Yes Yes PERM PERM PERM CGC34090/DP )OOks Yes Yes PERM PERM PERM DP 5 Ycs Ycs PERM PERM PERM CGC34090/DP violation Yes No ACT + 3Y ACT + 3Y CGC34090/DP evolved Sfaootiktg Pile Yes Yes. PERM PERM PERM CGC34090IDP Police Reports Yes Yes PERM PERM PERM DP at File Yes Yes PERM PERM PERM CGC34090/DP ps Yes Na I lY DP ;s Yes No lY lY DP loyee Pictures Yes Yes PERM PERM PERM CGC34090/DP ints, Photo CaUs Yes Yes PERM PERM PERM CGC34090/DP 'Ong Cards Yes No I Y I Y DP Receipts Yes Na 50Y SOY CGC34090/DP Roon Cfieck4 n Sheet Yes No 2Y 2y. CGC341390 Room Database Yes Yes PERM PERM PERM CGC34090/DP Page 43 of 5 S Page 44 of58 In Tu Total Series Title Otza111H� Vi#al Office Stora a Reteutian a al Citation ootn Destruction Records Yes Yes PERM PERM PERM CGC34090/DP Logs Yes No 2'1' 2Y CGC34090 Worksheets Yes No lY lY DP on Cards Yes No lY IY DP r Funds on Court Appearmces Yes No 3Y 3Y CCC34090/DP r Live Sam Service No No U,+2Y U+2Y MC340900P ail Bond Receipts Yes No lY lY CGC34090.5 !ase MauagementSheet No No I fY DP retention Certificates/Slips Yes No I Y i Y CeC34090.5 dl Booking Packet Yes No 1Y lY CGC34090.5 olicc Reports Yes No lY lY CGC34090.5 ropert,Reports Yes No lY I CGC34090.5 release Vehicle Impound. Yes No I lY CGC34090.5 ubpoefias Yes No lY lY CGC34090.5 OwHearnigpiles Yes No lY lY CGC34090.5 'raflicAccident Report Yes No lY lY CGC34090.5 ult Police Reports Yes No 3Y 3Y PC85I.SOP renile Police Reports Yes No 5Y 5Y 781(a) WTCIDP iew Reports/Mcnios Yes No PERM PERM PERM CGC34090/DP 19-r Yes No IOY 25Y 35Y CGC34090/DP Page 44 of58 Page 45 of 58 In In Total s Series Title Qri mal 'Vital ©f#ice � Storage _ _Retention Lelyai Citation .t Daily Log Yes No U +2Y U+ 2Y CGC34090/DP trative Hearing Trm)script Yes No PERM PERM PERM CGC34090/DP tion Report Memo, Yes No l0Y 25Y 35Y CGC34090/DP File (Non Criminal) Yes No SY SY CGC34090/DP inure Admin. File Yes No 8Y SY CGC34090/DP apes Yes No 5Y 5Y PC832.55/DP edLiceasePlatt- Reader Yes No I lY DP and investigation, Hired Yes No E+6Y E+ 6Y CGC34090/DP Lind Investigation, Not Hired Yes No 5Y SY CGC34090JDP .omplaint Follow-Up Log Yes No 2Y 2Y CCTC34090 tits-Mise. (Tufbmial) Yes No 3Y 3Y CGC34090lDP d RreapanPermits Yes No ACT+ lY ACT+ lY CGC34090/DP entAnntralReport Yes No PERM PERM PERM DP ;e of Firearm Report Yes Aro 3Y 3Y CGC34090W rvey Report Yes No 5Y 5Y CGC34090lDP ;s Yes No 2Y 2Y CGC34090 les Yes No ACT+5Y ACT +5Y CGC34090/DP gem Reports r Yes No 3Y 3Y CGC34090/DP ',entMemo. Yes No E+3Y E+3Y CGC34090/fDP hty Death Yes No E E CGC34090/QP Page 45 of 58 Page 46 of 58 Itt Itt Total Series Title Ot i ictal Vital Office Stora a Re#en ti of Letral Citation dio/Video In Car Camera Yes No 3Y 3Y CGC34090/DP Mento. Yes No 3Y 3Y CGC340901DP olved.ShootingReview Yes No 3Y 3Y CGC34090/DP o. Yes No 3Y 3Y CGC34090/DP >lips Yes Na ACT +2Y ACT +2Y CGC34090/DP Complaints/Tapes Yes No ACT +5Y ACT +5Y PC832.5b/DP Files No No E E DP History Cards Yes No PERM PERM DP cations Yes No PERM PERM PERM CGC34090/DP est .for Time Off Yes NO 5Y 5Y CGC34090r'DP '.ming Piles Yes No E + 6Y E+ 6Y CCP335.1/DP ieAv Reports Yes No 5Y 5Y CGC34090lDP 'eo .security System Yes No 3M 3M DP ,mo. Yes No 3Y 3Y CM4090IDP ;identFlles Yes No PERM PERM PERM COC34090/DP [oyment Memo_ Yes No 3Y 3Y CGC340901DP cident ReView Memo. Yes NO 3Y 3Y CCTC3409OMP Bulletins/Sign Of Forms Ycs Yes PERM PERM PERM CGC340901DP cc'Korksbeet Yes No 3Y 3Y CGC34090/DP flips Yes No ACT +2Y ACT +2Y CGC34090/DP Page 46 of 58 Page 47 of 58 In In Total Is Series Title Tari final Yital Office Storage. Retention e aI Citation erFiles Yes No ACT -f IY ACT+IY DP s Compensation Files/IOD Yes No TR/RM TR/RM CGC34090/DP egrtest for Confidentiallty Yes No 2Y 2Y COC34090 ook;.Igs Yes No 2Y 2Y CGC34090 • Ride - A - Lang Yes No 4Y 4Y CGC34090.1I>P Adoption Contracts Yes No 2Y 2Y DP Call for Service Yes No SY 5Y CGC34090IDP Control Bite Reports Yes No 2Y 2Y CGC34090 Control Officer Daily Logs Yes No 2Y 2Y CGC34090 Control OfitcerTraining Files Yes No E+{Y E+GY C-GC34090IDP Control Receiving Ree. Receipts Yes No 2Y 2Y CGC34090 Control Trap Rental Logs Yes No 2Y 2Y CGC34090 Irbponnd Cards Yes No 2Y 2Y CGC34090 Orckers to Comply Yes No 3Y 3Y CGC34090 Owners ID Cards Yes No 2Y 2Y COC34090 Registration Yes No ACT +2Y ACT +2Y CGC34090/DP Sales Receipt Yes No 2Y 2Y CGC34090 Shelter Volunteer Files Yes NO E+ lY E+ lY DP ,Dog Letter Yes No 2Y 2Y CGC34090 es No No U+2Y k3+2Y CGC34090/DP Page 47 of 58 Pagc 43 of 58 in In Total Series Tjt1e 0riaina1 Vital Office Storage Retention Le al Citation isterReccipts Yes No IY EY DP oilers Yes No 3Y 3Y CGC3409QMP ;atdemyApplications Yes No 2Y 2Y CGC34090 1t Reconciling Reports Yes No lY lY DP ort Login Sheet Yes No lY I DP :ty Check Log Yes No 3Y 3Y CGC34090/DP a Lags Yes No 2Y 2Y CGC34090 Orion Slieet Yes No 2Y: 2Y CGC34090 C Yes No 2Y 2Y CCC34090 lntakeFonn/NotBooked Yes No lY I DP it Cou5nenient Log Yes No ACT + 2Y ACT + 2Y CGC34090W ISummary Report Yes No 4Y lY DP Ir piles Yes No 3Y 3Y CGC340900P �Enrollmeatrorrns Yes Na ACT+3Y ACT+3Y CGC340901DP agerUgs Yes No 2Y 2Y CGC34090 ;s Yes No U+3Y U+3Y DP m Secure luveuile Det. Log Yes Na 3Y 3Y CGC340901DP ter Vouchers Yes No 2Y 2Y CGC34WQ nal Affidavit Yes Na 2Y 2Y COC34090 fiicersDZYLogs Yes No 2Y 2Y CGC34090 Pagc 43 of 58 Page 49 of 5E In in Total Series Title Oriainal Vital Office Storage Retention MgLICitation imi lnvoiaes Yes No 2Y. 2Y CGC34090 rative Filcs Yes No ACT SY ACT + 5Y DP 'ommission Paoket Yes Yes PERM PERNT PERM CGC34090/€)P Istorical Files Yes Yes PERM PERM PERM DP afi"iceFiles Yes No. ACT+.lY. ACT+ l.y DP loriculg Papers Yes No 2Y 2Y CCC34090 es Yes Yes PERM PERM PERM CGC34090/DP Fees Yes -..No ]ND IND IND DP. es, Aviation Yes Yes ACT +2Y PERM PERM CGC34090/DP es, Commercial Yes Yes ACT +2Y 8Y ACT* i0Y CGC34090/DP ndFiles Yes No 3Y 3Y CGC34090/DP magernent Program Yes No 3Y 3Y CGC34090/DP S Yes No 2Y 2Y CGC34090 it Transient Parking Yes No 3Y 3Y CGC34090/DP 1Files No No l; TR/HR E+TR/l-lR DP 'iles Yes No ACT 5Y ACT +SY CGC34090/DP ,ccesstil Yes No ACT 5Y ACT +5Y CGC34090/DP tsucceSSR11 Yas No ACT 2Y ACT +2Y CCC340900P Inspoction,Logs Yes No 2Y: 3Y. 5Y; CGC34090/DP. tnreDmivings Yes Yes ACT +2Y PERM PERM CGC34090/DP Page 49 of 5E Page 50 of 58 Iez I�x Total Series TitEe Or final Vital Office Stara e I�etentian �a al Citatioa� orking Papers Yes NO 2Y 2Y CGC34090 Project (Electronic) Yes Yes PERM PERM PERM CGC34090/DP Files No No E E DP cessful Yos No ACT 5Y ACT +5Y CGC34090 uccessful Yes No ACT 2Y ACT +2Y CGC34090 visions Yes Yes PERM PERM PERM C004090/DP irking Papers fes No 2Y 2Y CGC34090 layrolls Yes Yes ACT 3Y ACT f 3Y DP tFiles Yes Yes PERM PERM PERM CGC34090/DP Project (Electronic) Yes Yes PERM PEW PERM .13P Ycs Yes PERM PERM PERM CGC34090/DP In.- Drawings Yes Yes PERM PERM PERM CGC34090/DP s Yes Yes ACT 5Y ACT+SY 24CFR570.502(b)(3) Photos Yes Yes IND IND TND C6C34090/DP .djustment Yes Yes PERM. PERM PER3A DP ps Yes Yes PERM PERM PERivi DP ncroachment Yes Yos PERM PERM PERM CGC34090JDP ireet Yes Pio 14Y l0Y CGC34090/DP treet Repair Yes No 2Y , 2Y CGC34090 Iti[ity Excavate Yes Yes PERM PERM PERM CGC34090/DP Page 50 of 58 Page 51 of 58 h, In Total s Series Title Original Vital Office Storage Retention L e�a1 G�tatzo►z Wastewater (Electronic) Yes No IND INL3 DP Water Wters (Electro3}ic) Ycs No INTI IND DP 1 Tiles No No E E DP cecssfLIl Yes NO ACT 5Y ACT+ SY CGC34090/DP ismuessful Yes Pio ACT 2Y ACT +2Y CGC340901DP 'revisions Yes Yes PERM PERM PERM CGC34090/DP ips Yes Yes PERM PERM PERM DP spectian, Post Construction Yes Yes PERM PERM PERM CGC34090/DP spectian, Pre Constriction Yes Yes PERM PERM PERM CGC3409C/DP Yes No 2Y 2Y CGC34090 9orking Papers, Yes Pio 2Y 2Y COC34090 Books Yes Yes PERM PERM PERM CGC34090/DP 2, metary Plot Yes Yes PERM PERM PERM CGC34090/DP 3001is Yes Yes PERM PERM PERM HS7955 nt Books Yes Yes PERM PERM PERMI HS7955 nt Records Yes Yes PERM PERM PERIVI HS8123 Yes Yes PERM PERM PERM HS7955 Case Files Yes Yes PERM PERM PERM DP ks Yes Yes PERM PERM PERM HS7955 rices Yes Yes PERM PERM PERM CGC34090/DP Page 51 of 58 Page 52 of 5 tt In In Total Series Title Original Vital Office Storage Retentiott _Le<Fal Citation Zecofds Yes Yes PERM PERM PERM CGC34090/DI colts Yes Yes PERM PERM PERM 03040901DP r Books Yes Yes PERM PERM PERM CGC34090/DP Daily Casit Colleeted Yes Yes. PERM. PERM PERM CGC34090/DP orkingPapers Yes No 2Y 2Y CCIC34090 Camera Yes No R R DP Punch Time Cards Yes No 2Y 2Y DP wiry Log (Electronic.) Yes No I OY l0Y DP air Log(Electronic.) l'es No ISY 15Y CGC34090/DP emova€ Consent I ORIl Yes No ACT + 3Y ACT + 3Y DP Street Light Mag Yes Yes PERM PERM PERM DP rs Yes No ACT ACT DP les Yes No ACT ACT DP ;cessful Yes No ACT 5Y ACT+5Y CGC34090 successful Yes No ACT 2Y ACT +2Y CGC34090 lit Repair Log Yes Yes PERM PERM PERM CGC34090/DP :or, DIS Electronic Yes Yes IND RIM IND CGC34090/DP (Electronic) Yes No 4Y 4Y DP .cGratit Yes No ACT +4Y ACT +4Y 24CFR570S02(b)(3) No No 3Y 3Y CGC34090/DP Page 52 of 5 tt Page 53 of 55 In In Total Series Title Ori incl Vital Office Stora a Retention I e¢al f ifation Books - Prom. Maint. Yes No l0Y ? OY CGC34090/DP c Orders - Prom. Mauit. Yes No ACT+ 5Y ACT+ SY CGC34090/DP Trees Yes Yes PERM PERM PERM DP PikCs . N❑ No E E DP ;e5 Yes No ACT ACT DP es - Park Maint, Yes No loY l DY CGC34090/DP tint & Svc. Req. Yes No 7Y SY 12Y CGC34090/1)P Card Log Yes No 3Y 3Y CGC34090/DP cassfiIi Yes No ACT SY ACT+5Y CGC34090 ticcessful Yes No ACT 2Y ACT +2Y COC34090 d Bnapioyccs No No 2Y 2Y COC34090 tenance - Electronic Yes Yes PERM PERM PERM DP er Plan Yes Yes PERM PERM PERM DP storical Yes Y� PERIA PERM PERM DP ycling Tickets No 'Yes C + 3Y C + 3 Y CGC34090/DP s Yes No LB IND LS CGC34090/DP orkingPapers Yes No 2Y 2Y CM4090 .nt, Plan Yes Yes LP LP COC34090/D? t -in Reports Yes No C+ lY C+JY DP :eceipfs Yes No C + 3Y C -f- 3Y CGC34090)DP Page 53 of 55 Page 54 of 59 In In Total ieHes Title Original Vitai_ Office Stogy ale Retelafion I epal Citation nosPuncllFonns Yes No C+2Y C+2Y CGC34090W fork Ordeal Yes No I I DP der Reparts Yes Yes 3Y 3Y CGC34090/DP der Vendor Files No Yes 3Y 3Y CGC34090/DP )ks Yes No C+IY C+1Y DP Add. Comp. -OT Yes No C+2Y C+2Y CGC34090/DP essful Yes No ACT 5Y ACT+ SY CGC34090/1)P iecessful Yes No ACT 2Y ACT +2Y COC34090 fer Tickets Yes Yes C + 3Y C + 3Y CGC34090IDP 'ments Yes No C + 2Y C + 2Y CGC3409WDP rkingPapers Yes No 2Y 2Y CCC34090 veGround Storage Tank Insp. Yes Yes ACT+3Y ACT +3Y 40CFRIi1%OP a( Lit Tmpections Yes Yes ACT+ 3Y ACT +3Y TSP 'Training Records Yes Yes E + 3Y E + 3Y DP ' Bit Inspection (Electronic) No Yes 2Y 2Y VC34501.12 vyDuty Driver 1nsp. Report Yes Yes 3M 3M CRF296_11 )dicSmoke, lnspeeGon(PSO Yes Yes ACT +2Y ACT +2Y 13CCR2190 entive Maint. Does. (Electronic) Yes Yes LV LV DP gInspcctionDocs. Yes Yes ACT+3Y ACT +3Y HS44019 Program Manifest Receipts Yes No ACT +3Y ACT +3Y 14CCR7401 Page 54 of 59 Pae 55 of 58 In Ili Total Series Title Original Vital Office S#Drage --Retention Le aal Citatialn icle Records Yes Yes LV LV DP Yes No E E DP ;essf�l Yes No ACT 5Y ACT +SY CGC34090/DP accessful Yes No ACT 2Y AC7+2Y CGC34090 phalt Work Orders Yes No ACT+ 6Y ACT+ 6Y CGC34090/DP ucrete Work Orders Yes No ACT +6Y ACT +GY CGC34090/DP lewalk Inspections Yes No ACT +6Y ACT +6Y CGC34090/DP IrehonseRequisition Forms Yes No 2Y 7Y 97 DP )rk Orders, Dila Electronic Yes No IND IND IND CGC34090/DP ns Yes NO 2Y 2Y DP Yes Yes PERM PERM PERM DP gkina Papers Yes No 2Y 2Y CGC34090 Yes No 2Y l0Y 12Y CGC34C90/DP Aoss Avenue Yes No IND IND IND CGC34090/DP Files No Yes ACT IOY ACT+ 1CY DP Water Division No Na R R DP Files Yes No ACT 30Y ACT +30Y 29CFR1910.120 es Yes No ACT Sy ACT +5Y CGC34090/DP les MT3E Yes No ACT 1 OY ACT+ 10Y DP 'ae Invoices Yes Yes PERM PERM PERM 26=01.6501/DP Pae 55 of 58 Pagc 56 of 58 Jig Xn Total 4�ries Title ©risrinal Vita) Ejffice 5tora�e Retentign L e al Citation ful Yes No ACT 5Y ACT +5Y CGC34090 cessfrif Yes No AC! 2Y ACT + 2Y CGC34090 Yes No 2Y 2Y CGC34090 ve riles Yes No LOB LOB LOB CGC340901DP ,or Ycs NO LOS UND LOB CGC34090)DP Yes No LOB 1ND LOB CGC34090/DP :aterials Yes No u u DP Ido No 5y 5Y CGC34090/dp Reports No Yes IND IND 22CCR64469/40CFR141.33 omplaints Yes No 5Y 5Y 22CCR64469 erPreductionRecords Yes Yes PERM PERM 0304090 sulfslWater¢uaLity Yes Yes l0Y 10Y 22CCR64469/40CFR14133 .ion Records Yes Yes END IND 22CCR64, 469 ssful Yes No ACT Sy ACTS 5Y CGC340900P ,cessfu€ Yes No ACT 2Y ACT + 2Y CGC34090 'event3ou CEleetroric) Yes No 3Y 3Y HS116800 Yes No 3Y 3Y DP I Maps Yes Yes PERM PERM PERM DP )or(, City Property Yes No 3Y 3Y DP )ori, Vef o1w Yes No 3Y 3Y DP Pagc 56 of 58 Page 57 of 53 In fit Total Series TitIc Ori inai Vifai Office Stora a Retention _LMLI Citation mt Flom Tests Yes Yes PERM PERM PERM CGC34090/DP Is Yes No 6Y 6Y CGC34090/DP iability Accident Report Yes No 3Y 3Y CGC34090fDP Reports Yes No 5Y 5Y CGC34090/DP id Yes Na I lY DP )ks Yes Yes PERM PERM PERM TDP sspection Report 'Yes No 3Y 3Y CGC34090fDP er Maps Yes Yes PERM PERM PERM CGC34090/DP in Failure Reports Yes Yes PERM PERM PERM CGC34090/AP ps yes Yes PERM PERM PERM CGC34090/DP lers Yes Yes PERM PERM PERM DP Page 57 of 53 in In Total Series Title Orz�iva,� Vital _,(lam, zce Storage Retention __�,e�ai�ifation___ it, ACT= While Active or Term Ends or Expires, AR =After Recorded, C = Current, DP =Department Policy, E =While rc Mployed, definite, LB =Life of Building, LOB= Life of Business, LP =Life of Prosect, LV =)life of Vehicle, M= Months, PE=Parldag t, P10 = Printouts, R = Reference, S = Until Superseded or Recorded Over, T = Term, TR = Transfer to Police Records, TR/HR = URM = Traasfer to Risk Management, TJ = As long as the doe ument is useful, Y = Years, AG OF = Attorney General Opinions, CCI' _ :ode of Federal Regulations, CGC = California Government Code, CLC = California Labor Code, EC = Election Codes, LC = Legal UFC = Uniform fire Code, USC = United State Code and bVIC = Welfare and Institutions Code. Current technology does not allow iee seperate document for retention periods based on City Council meeting outcomes. Page 58 of 58 City of Santa Monica City-wide Reeordg Retention-Schedule 2015 Records Series Title Administrative.rites Complaints - ADA ContreoWAgreements Financial Reports Grievances?Infemal Complaints !Bstorical Files Personnel Actions {Cl'1"[3} Project Files Purchase Card Receipts Short Term Planning Files Contracts/Agreements, Ftimding ca;Ddit----I R-0061�,—s Dispatch Worksheet Grants, Operational Long Term Planning Files National Transit}Database Reports (NTD) Prosect Files, Financial Data. Page 1 0£60 in IU Total. Griginai Vital Offlee Storage ReteutioB Legal Citation Yas NO ACT 5Y ACT +SY DP Yes No 7X 7Y CGC34090/DP Yes No ACT +2Y ACT +2Y CGC34090/DP Yes NO ACT 7Y ACT +7Y CGC34090/DP Yes NO 5Y 5Y CGC34090/DP Yes Yes PERM PERM PERM DP Yes No ACT 7Y ACT+7Y CGCM090/DP Yes No ACT+2Y ACT+2Y CGC34090/DP Yes No 7Y 7Y DP Yes No 3Y 3Y CCC34090/D? Yes Na ACT + 3Y ACT+ 3Y CGC34090/DP Nle -7—V 79 rnn�nnanmv Yes Na 2Y 8Y MY US,26CPR31.6001.1 Yes No ACT+3Y ACT +3Y CGC34090MP Yes NO ACT 30Y ACT +30Y CGC34090JDP Yes NO ACT 20Y ACT+20Y CGC34090/DP Yes No ACT+3Y ACT+3Y CGC34090/FDP Page 1 0£60 .015 Page 2 of 60 III In Total Records Series Title Original Vital Office Storage Retention regal Ciftflon Reports, Payroll Yes No 2Y 2Y CGC34090/DP Reports, Revunm Yes No 2Y &Y l0Y CGC344901DP RPP, Rejected, Federally Funded Yes No ACT+2Y ACT +2Y CGC34090/DP RFP, Rejected, Non -Federally Funded Yes No 2Y 2Y DP Shore Mange Planning Files Yes No ACT 30Y ACT+30Y CGC34090IDP STA/TDAClaims Yes No ACT +2Y ACT +2Y DP State Controller Reports (SCR) Yes No ACT 20'y ACT+ 20Y CGC34090W AQ:P 1 nn�494rr�n,�i Time. Sheers Yes No 2Y SY l0Y CGC340901DP Advertising Completion Reports Yes No 4Y 4Y DP Advertising Master Sales Agmt Yes No ACT+ 4Y ACT+ 4Y DP Arlworlc, Original Yes No PERM PERM PERM DP ConbmtslAgeements Yes No ACT +4Y ACT+ 4Y CGC34090/DP Customer Feedllack Yes No 4Y 4Y CCTC340901DP :E Customer Fwdback Database Yes NO l0Y l0Y CCC3409OMP DeparfinentEventFiles Yes No lY l0Y 11Y COC34090/DP Nistorical Files Yes Yes PEkv, PERM PERM DP Long Term Planning Files Yes No 3Y 7Y l0Y CGC340901DP Metro Long Term Planning Files Yes NO 2Y DTD IND CGC34090/DP Newsletter Yes NO PERM PERM PERM DP .015 Page 2 of 60 Page 3 of 60 in in Total Records Series Title Original Vital Office Storage Retention Legal Citation Personae[ Files Yes No E E DP Project Piles Yes No ACT +2Y ACT +2Y CGC34090/Dk Project Files,Marketiag Yes No 4Y 4Y CGC34090/DP Purchase Card Receipts Yes No 7Y 7Y CGC340901DP Receipts, Cash Yes No 3Y 3Y CCsC340900P Reports yes Nn 4Y 4Y C=409NDP Request for Proposal, Rejected Yes No 1Y lY DP CertifiC I&Permits Yes INTO ACT ACT CGC3409011)P Environmental Reports Yes No 30Y 30Y 29CFR197.0.120 Facility Expansion Yes Yes LB LB LB DP Beet Inventory YO No LV +3Y JV4-3Y DP 'HistoxicalF es Yes Yes ACT PERM PERM DP Personnel riles No No E+2Y F+2Y DP Purchase Card Receipts Yes NO 7Y 7Y CGC340901DP Reports Yes No 4Y 4Y CGC34090/DP TrainiugMaterials Yes Na S S CGC340901DP Vehicle Bid Specifications Yes No u u DP VeiicleFiles Yes No LV+3Y LV+3Y CGC340901DP ABMSData, Electronie Yes No 3i' 3Y CGC34090/DP Compliance Certificates Yes No ACT .ACT CGC340900P Page 3 of 60 01$ Page 4 o€60 In irk Total Records series Title Original Natal Office Storage Retention Legal Matlon FCC Licenses, Current Yes NO S S DP FCC Licenses, Sold Yes No 2Y 2Y DP Gencral Memorandum (GYS) Yes No lY 2Y 3Y CGC34090/DP Long Term Planning Documents Yes No 3Y 3Y 6Y CGC340901DP NTD Sun+eys Yes No ly 2Y 3Y CCC34090IDP Persomid Files Yes No E 4 2Y E -t 2Y DP Project Files Yes No ACT +2Y ACT+2Y CGC34090/DP Purchase Card Receipts yes No 7Y 7Y DP Reports Yes No 4Y 4Y ISP Accident Files No No lY 4Y 5Y CUU4090IDP Contracts/,Agreements Yes No ACT+2Y ACT +2Y CGC34090/DP Dictaphone Recordings, Analog Yes No S S DP Dictaphone Recordings, Digital Yes NO 7Y 7Y CGC34090MP Drug Testing Files, Negative Yes No 3Y 3'Y CGC34090 Dnig Testing Files, Posidw yes No 6Y 6y 49CFR653.31/DP DVR Recordings, Facilities Pending Latigadon Yes No TR/RM Tlt/lW CGC340901DP Dvr7 , l acilitics Yes NO S S Dp DVI?, Vehicles Yes No S S DP DVIt, Vehicles Pending Litigation Yes No TR/RM Tl fit C004090/DP Estimate Files Yes No I 4Y 5Y CGC34090/DP 01$ Page 4 o€60 Page 5 of 60 In in Total Records Series Witte Original Vital Office Storage Retention Legal Citation ProjectFiiles Yes No ACT +2Y ACT +2Y CGC34090IDP Reports Yes No 4Y 4Y CGC34090/DP safeiyMeetings Yes No 5Y 5Y 0304090/DP SPAB & VTT Training Sigh -in Sheets Yes No 5Y 5Y CGC34090/DP TraiiiingMaterials Yes NO S S CGCA' 0901DP Ives :Na rrr n n Photos Yes No PEW, PERM P—MI CGC34090MP Project Blueprints No No liID LVD WD DP R&P Commission Minutes Yes No PERM PEW PERM CGC-34090 R&PCommissionStaf- Reports Yes No PERM PERM PERM C(3C34090)DP Subject Files No No ACT 4Y ACT+4Y CG-C34090/DP Subject Files, Historical No NO PERM PERM PE52M MCM4090/DP ALL - Accidentllncident Reports Yes No iY 3Y 4Y CGC34090/DP ALL - Contract Payment forms NO No ACT + JY ACT + IY DP ALL -Daily Cash Receipt Reports Yes No lY 2Y 3Y COC340901DP ALL - Fin Assistance Award/Denial Letters No No lY 2Y 3Y CGC34C90/DP ALL - Financial Assistance Applications Yes No 1Y 2Y 3Y CG0409M)P ALL - Permit Recipients proof of ins. No No ACT ACT CGC34090/DP .ALL -Purchasing Card Receipts NO No IY lY DP ALL -Reg for Warrant (ContTactors) No No ACT+ ly ACT+ JY C604090IDP Page 5 of 60 315 Page 6 of 60 Kn in Tot -at Records Series T'itle Ori&al Vital Office Storage Retention Legal Citation ALL - Req for Warrant (Non Contractors) No No IY I DP BBQIPicnicReservation Applications Yes No lY IY DP Beach/WaterActivity Permit Yes No ACT 2Y ACT +2Y CGCa409O BeachlWaterActivity Permit Applicatian Yes No lY lY DP Classes - Instroctor Agreements Yes No ACT+ l y ACT+ lY Dp Classes - T tegislrationvaiverForms Yes NLO ACT'+1Y ACT+lY D? Classes - Rejected RFP Yes 10 lY 2Y 3Y CGC34090 Drop -1n Soccer WaiverForm Yes Na ACT+IY ACT+IY CGC34090/DP Events - Applications Yes No 3Y 3Y CGC34090 Events -Letter of Requirement No No 3Y 3Y CGC34090 Events - permits Yes No 3Y 3Y CGC34090 Film Permit Site Approval Notice Yes No lY IY DP Fitni6SROOM WaiverParni Yes No ACT+1Y ACT+1Y DP Gardens - Advisory Council Agendas Yes No lY 2Y 3Y CGC340901DP Gardens - Advisory Council lvlinutas Yes Yes lY 1?ERML PERM DP Gardens- Ga den Applications Yes NO ACTS- 5Y ACT +5Y DP Gardens- Garden Parmarsl:ipRegistration Yes No ACT+1Y ACT +1Y DP Gardens-T.icense Agreements Yes No ACT+4Y ACT +4Y CGC34090/DP Lawn Bowling Agreement Yes No ACT+4Y ACT+4Y DP Leagues -Director Agreements Yes No ACT+lY AC +lY DP 315 Page 6 of 60 Page 7 of 60 In In Total Records Series Title Original Vital Office Storage Retention Legal atabon Leagues - Director 12FP - Rejected Yes No lY 2Y 3Y CGC34090 Leaptres-PIayerWaiver Forms Yes No LND IND LND DP Leagues -Team Registration Yes No 2Y 2Y CGC340901DP Mwting Room Permit Applications Yes No IY IY DP RFP - Successful Yes No ACT SY ACT r 5Y CGC3409OMP RFP -Unsuccessful 'Yes No ACT 2Y ACT +2Y 03304090 SMARS - Registration/waiver Forms Yes No IY IY DP SMAPS - Volunteer Reg/W&erForms Yes NO lY' • lY DF Sports Advisory Council - Agends Yes No TY 2Y 3Y CCTC340900P Sports Advisory Council - Minmtes Yes Yes IY PERM POW DP Sports Facilities- Permit Application Yes NO IY IY DP Sue Permit Approval Letters NO No lY 3Y 4Y DP Surf Permit RFP Yes No IY 3Y 4Y 0304090 SurfPermitP\FF-Rejeoted Iles No IY 2Y 3Y CGC34090 Swim - Field Trip PCrmiSSion Slips Yes No IY IY DP Swim - Permit Application Yes No 2Y 2Y CGC34090 Swim -Vendor Agreements Yes No ACT+]Y ACT- IY DP Swim - VendorRl P 12ejeets Yes No lY 2Y 3Y 033034090 Swim CwtvrRe&VaivcrForms Yes No lY- lY DP Tennis - Court Reservations Yes No IY IY DP Page 7 of 60 '.015 Page S of 60 in in Total Records Series Title Original 'VIW Office Storage Retention Legal Citation Tennis - Privatein&cetorApprovat yes No ly IY DP Tennis - Tournament Dir RFP - Rejected Yes No ly 2y 3Y CGC34090 Tennis - Tournament Director Agreement Yes NO ACT+ IY ACT+ ly DP The Cove - Class Peg/Waiver Forms yes No ly ly DP The Cove _ Daily Maint. Records Yes No Iy 2Y 3y DP The Cove - R4strationlWaiver Forms Yes yes IND IND IND DP Winter Display Applications Yes Yes Il II7 IND IND DP Winter Display Site Approval Yes No 110 INID IND DP WSO - Board Meeting Minutes Yes Yes ly PERM PERM DP WSO - Financial Reoonk Yes No 3X 3Y COC34090 WSO - Medical Releases Yes No 3Y 3y COC34090 Annenberg Comm Bch. house (Historical) Yes 'Yes PERM PEW PERM Dr' Annenberg Comm. Bob- Ilou=Fil- Yes No 2Y 2y CGC340901DP ArtistFiies yes No ACT PERM PEW CGC34090/DP Arts Commission Agendas Yes No 4y PERM PERM CGC34090/DP Arts Commission Audio Tapes Yes No 6M 5M DP Arts Commission Mnutes Yes No 4Y PERM PERM CGC34090 Cash Receipts Yes No ACT 5y ACT +SY 26CFR301,6501 EventTiles- Annenberg Yes No ACT 7Y ACT +7Y CGC34090/DP Event 13"rstoricalFiles (Civic Aud.) yes 'Yes PE1w PERM PERM DP '.015 Page S of 60 Records Series Ti;tIe Grant'Piles Miles Playhouse Program Files Project Flies RFP - Successful RFP - Unsucceas£ut Sho%v Piles, One ofa Kind (Civic Aud.) Shote Files, Ropetitive (Civic Aud.) Applications, Senolarships Audio Tapes Commission Meeting Chronological Files GGMMis-t Commission/l'asic Force Packet Complaints -Conteacts/Agr4=onts Firwrial Records Homeless Community Court Homeless Project F3omecoming Hiomcicss Sorvice R4stry HODICDBG Page 9 of 60 len In Total Origins] Vital Office Storage Retention Legal Mation No NO 2Y 8Y IOY CGC34090/DP Yes No lY 6Y 7Y CGC34090/DP Yes No ACT PERM ACT +PERM CGC34090fDP Yes No ACT SY ACT +SY CGC34090/DP Yes No ACT 2Y ACT 2Y CGG34090 Yes Yes PERM PLRU PEW DP Yes NO ACT 3Y ACT+3Y DF Yes No 3Y 3Y CGC34090 Yes No 6 rhos 6 mos DP Yes No 2V 5Y 5Y COC34090M �c'ss Ala °. °� yes Ne :Xv— nnr e mn Yes No Yes Sy, PERM PERM SY CGC34090/DP Yes No ;'4 GY —v 6Y CGC34090)DP Yes NO ACT 5Y ACT+SY CGC34090)DP Yes. No 2Y SY 7Y CGC34090/DP Yes No 2Y 3Y 5Y CGC34090/DP Yes Na 2Y 3Y 5Y CGC34090/DP Yes Na 2Y gY Inn CGC34090/DP yes Na ACT 25Y ACT*25Y CGC34090/DP Page 9 of 60 X15 Page 10 of 60 in III Total Records Series Title Or iglrlal vital Office stol age Retention Legal Citation PALBoardFinaackls Yes NO 3Y 7Y 101.' CGC34090/DP PAL Board Minutes Yes No 3Y PERM PERM CGC340900P PALEventFlles . Yes No 3Y 3Y CCC34090 PAL Event Photographs Yes No PFRK PERM PERM CGC34090fDP PAL Financial Back-up Material Yes No 5Y 5Y CGC34090 PAL Padicipant Files Yes No 2Y 5Y TY CGC34090/DP PAL Summer Food Smite Program Yes NO SY SY CGC34090 Personnel Related Files Yes No ACT +2Y 5Y ACT+7Y CGC34090/DF PmgmmFiles Yes No ACT l0Y ACT- IOY CGC34090/DP Profeet.Files- Grants Yes 1t0 ACT 20Y ACT +20Y C(3040900P Prop A Funds Yes Yes ACT 4Y ACT - 4Y PUC99243 Reed Park Applications, Fiat. Assistance Yes NO 2Y 5Y 7Y CGC34090 Rzed Park CRES)' Historical Files Yes No PlsRM PERM PERM CM4090IDP ReedParlcCREST Proer=Files Yes No lY 9Y l0Y CGC34090lDP Reed Park RegistrafoWAttend=e,Fomis Yes NO 1-Y- 4g 2Y CGC34090 Reed Park Timecards Iles No 3Y 3Y CGC34090/DP RFP -Successful Yes 1N ACT 5Y ACT--SY CGC34090/DP RIP -Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 Rosie's Girls Program Files Yes Ai0 2Y SY 7Y CGC34090IDP Sr. NutridonProgramFiles Yes No ACT 6Y ACT -i- 6Y CGC340WDP X15 Page 10 of 60 Page 11 0£60 in in Total Records Series Title Original Vital Office Storage Retention Legal Citation Sr. Rcc. Advisory Council lalinutes Yes No lY 2= PERMM CCC34090 Sr. Ree. Program Piles Ycs NO ACT 6Y ACT+ GY CGC34090/DP VAP Accmmts Payable/Contracts Yes No 3Y 3Y CGC34090/DP VAP Advisory Board Minutes Yes No PERM P13TIM PERM 03C34096/DP VAP Community Events Yes No 3Y 3Y CGC34G90/DP VAPDeposits ices No 3Y 3Y CGC34090/D`2 VAP Enrollment Forms Yes No ZY 2Y CGC34090 VAP Program Files Yes No 3Y 3Y CGC34090/DP VAP RtegislrationPorms Yes No 2Y 2Y CGC34090 VAP Room Rental Applications Yes No 2Y 2Y CGC34090 VAP Sign In Sheets Yes No 2Y 2Y COC34090 VAP Summer Food Program Yes No SY SY CGC34090MP VAP Trade Intern Files Yes No 3Y 3Y CGC340901DP Budget Final Na No IND MD M CCC34090IDP Budget, Working Papers Yes Yes IND TND IND CGC34090IDP CAO Payment Rtocipts Yes No .ACT SY ACT+SY 26CPR301.6S01 Chronological Files Yes Yes IND ND IND CGC34090/DP Opinion Files Yes Yes TND IND IND CGC34090IDP personnel Files, At Wilt Yes No IND TNI] IND COC34090IDP Rejection fetters Yes No ACT 10Y ACT+ 10Y CGC12946MP Page 11 0£60 Records Sei ies Title SubjectFiles, Marsha Moutrie Time Sheets, Attorneys Case Cards closing Papers Open and Closed Cases, Litigation Files Open and Closed Monthly Reports Stmoture Settlement Agreement Sulhpoenas Ctosed Cases Appeals Lag Book Bench Warrant Business Limnse Citations Closed case riles Closed Cases, Domestic Violence Criminal Prosecutor Control TnvestEgation Files RecordsI=entory Sheet ResearchFiles Restitution Files 315 Page 12 of 60 In In Total original Viol Office Storage Retention Legal Citation Yes Yes IND yIND RqD 12\M CGC340901DP Yes No IND IND CGC34090/DP Yes No PERM KRM PERM CGC340906P Yes No ACT 20Y ACT +20Y CGC34090iDP Yes No ACT 20Y ACT+20Y CGC34090lDP Yes No R R CGC34090/DP Yes Na PERM PERM PER1VF CGC340901DP Yes No lY I DP Yes No 3Y 17Y 20Y C(3C34090)DP Yes No R R CGC34090 Yes No lY 19Y 20Y CGC34090/DP Yes No ACT ICY ACT+10Y C13C34090/DP Yes No ACT l0Y A -CT+ IOY CGC34090)DP Yes No ACT loY A.CT+ 10Y CCC34090/DP Yes No ACT 15Y ACT+15Y CGC34090/DP No No IR R C(3C34090)DP -Yes No ACT 10Y A.CT+ I OY CGC34090)DP N NO PERM PERM PBRM CGC340901Dp No No R R COC34090 Yes No ACT IOY ACT-- ICY CGC34090/1)P 315 Page 12 of 60 Page 113 Of 60 in in Total Records Series Title Original vita Office Storage Retention Legal Citation Administrative Hearing Files Yes No ACT toy ACT+IOY CGC34090/DP Airport Cases Yes No PERM PERM PERM CGC34090IDP Appoinimentl0ffice Conference Book No No R R CGC34090/DP Baulcruptcy Fitos Yes No lY 5Y 6Y CGC34090/DP Chronological Files NO No 10Y l0Y CGC34090/0P Closed Tiles Yes No ACT 20Y ACT +20Y CGC34090/DP Land Use Files Yes No ACT l0Y ACT+ l0Y CGC340900P MME Cates Yes No PERM PEW PERM CGC34090/DP Personnel Related Case Files Yes No ACT JOY ACT+ l0Y CGC34091)/DP Pitclaess Motion Files yes No ACT 1 OY ACT + 1 OY CGC34090/DP Public Rccords ReTiests Yes No 3Y 3y CGC34090 A/P Hiles No No 4Y 4Y DP Audio Tapes of City Co=on Meetings Yes No 2Y 2Y CCC34090 B & C Application- Accepted Yes No ACT+2Y 5Y ACT +7Y DP B & C Application - Not. Acted Upon Yes No lY lY DP B & C Directory Yes No PERM PERM CGC3409D/DP Campaign Statement Log Yes No ACT 7Y ACT+7Y CGC34090/DP Campaign Statement, Successful Yes No RqD IND CGC81009(b) Campaign Statement, Unsuccessful Yes No 57 5X CGC31009(e) Claims File - Copies No ILIO 6M 6M DP Page 113 Of 60 .015 Page 14of60 In in Total Records Series Title Original Vital Office storage Retention Legal Citation Claims Logs No No 7Y 7Y CCJC34090 Contract Sip in Log Yes Na ACT +lY ACT +1Y CGC34090JDP Contracts Index Card File Yes No R R CM40901DP Contracts Log Book Yes No R R CGC34090/DP Domestic Partnership Agreements Yes No IND LIED CGC340901DP PileKeenersPiekUpLog Yes No PERM PERM DP Form 700, Statement ofEeonomiclnterest Yes NO ACT +2Y 5Y ACT+7Y CCC81009(d) Internet Authorization (Ci(y Website) Yes No ACT+ 6M ACT + 6M C45040901DP MisceLlaiieous Cash Receipt No No 3Y 3Y CGC34090 oathsofoffice Yes No T+2Y SX T+7Y CGC34090 Ordinance Lag Book Yes No R R CGC3409CIDP Passport Transmittal Forms Yes No 2Y 24M 24 1COC34090 ProofofPublication Yes No 3Y 3Y CGC34090/DF Public Records Request No No bid 6M DP Records Destruction Certificates Yes No PERM PERM CGC340901DP Records 3vlartagementOrctronie Program Yes No PERM PERM CGC3409OMP Records Transmittal Yes NO PERM PERM CGC34090/DP Records Transmittal, Destroyed Records Yes No PEW PERM CGC34090JDP Resolutions Log Book Yes No R R CGC340901131? statument. ofEcnnomic Jnterest Log Yes NO ACT'+?Y ACT +7Y CGC34090/DP .015 Page 14of60 Page 15 Of6o in la Total Records Series Title Original Viw Office Storage Retention iLegai Citation Statement of Economic InterestsSuccessAg Yes NO ACT 7Y ACT+7Y CGC34090/DP Subject Files Index Cards Yes No R R CGC34090/DP Time Cards, Prior to 11198 Yes No 3Y 8Y 11Y C(3C34090iDP Absent Voter Identification Divelopc 'Yes No 6M 6M EC17302 Assisted Voters Lists Yes No 6M 6M EC17304 Ballot Designation Worksheet Yes No ACT+ IM ACT+ IM EC20442 Ballot Receipts Yes No 6M GNI EC17302 Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 Ballots, Absent Voter 'Yes No 6M 61VI EC17505 Ballots, 'Voted Yes NO 6M 6M EC17306 Challenge Lists Yes No 6M 6M EC17304 Code of Fair Campaign Practices Yes No ACT +IM ACT+IM EC20442 Indexes Yes No 61vI 6M EC17304 Intumet Authorization (City Website) Yes No 6M 6M 1vC20942 Nominations Papers (All) Yes No T+IY 3Y T+4Y EC17100 Petitions (initiatives, Referendums, Recalls) Yes No ACT +8M ACT +8M EC17200 PreeindMaps Yes No 12Y 12X EC17501 PrecindOlf�[oial Materials Yes No 6M (M EC17503 Rasters of Voters Yes No 51' SY EC17300 Statement of Economic Interests Successful Yes No ACT 7Y ACT+7Y GC81009 Page 15 Of6o '.015 Page 16 of 60 In fn Total Records Series 'title original vital Office Storage Retention Legal Citation Taliy Sheet Yes No fM SVI P-C37304 Unqualified Measure Petitions Yes No ACT ACT + SM EC20442 AffidavitofPostings Yes No 6Y 6Y CGC3409CfDP Agendas Yes No 6Y 6Y CGC34090/DP Charters Yes No PERM PEPM CGC3409C Contracts, Capitai ImprovemntlCity Property Yes Yes 'PERM P M CG040901DF Contracts, Construotiuxi Maintenance Yes No ACT=10Y ACT+ICY C(30-34090)DP Contracts, Supplies Yes No ACT +3Y ACT +3Y C(3C340901DP Contracts, Vehicles Yes No l5X 15Y COC34090IDP Council Packet- Copy No ha lY lY DP Deeds Ycs Ye's PERM PEPuVS CGC34090 Election Files Yes No PERM PEW DP Legislative Subject Mcs Yes Yes PERM PEi"M DP Minutes, City Council Yes Yes PERM PERM CCTC34M Minutes, Housing Authority Yes Yes PERM PER'S! COC34090 Minutes, Parking Anthonty Yes Yes PERM PERM CCCS4090 Mftiutes, Redevelopmont Agency Yes Yes PERM PE2M COC34090 Notice ofAdjau=ent Yes No 6Y 6Y CGC34090/13P Ordinances, City Council Yes Yes PERM P> 3tm COC34090 Request to Speak (Chits) Ycs No 2Y 2Y CGC340901AP '.015 Page 16 of 60 Page 17 of GO 511 In Total Records Series Title Otigina3 V101 Office Storage Retention Legal Citation Resolutions, City Council Yes Yes PtRM PERM C0C34090 Resolutions, Housing Authority Yes Yes PERM Pi;RN CGGC34090 Resolutions, Parking Authority Yes Yes PERM rmw 00C34090 Resolutions, RedevelopmontAgency Yes Yes PERM PFRM COC34090 AlpFile No No 2Y 2Y DP Monthly Copy Billing Report Yes No 2Y 2Y CGC340901DP Monthly Mai! Room Billing Report No No 2Y 2Y CGC34090 PrintingRcquests Yes No 3Y 3Y CCC34090 UPS Book Yes No S S CGC34090 AdministativeFiles No No U U Cfi3C34090/DP Budgef No No 4Y 4Y T3P Budget Working Papers Yes No 3Y 3Y CGC34090/DP CommendationsiPrcclamations No No 5Y SY CGC340901i3P Complaint Files Yes NO 2Y 2Y 4Y COC3409OMP CouncilCorrespondence 'Yes No 3Y SY IlY CGC340901DP Council Travel Financial Reports leo NO 7Y 7Y COC34090 EquiprnentMmmis Yes No U U CGC34090 Personnel Files No Na E TW3R B TRIER CGC34090/DP Purchase Orders No Na 3Y 3Y COC34090 Request for Warrant No No 3Y 3Y CM4090 Page 17 of GO 015 Page 18 of 60 Records Series Title Original vital Office Storage Retention Regal Citation Requisitions No No 3Y 3Y CGC34090 Subject Files No No ACT 5Y ACT+5Y CGC34090/DP Time Cozds NO NO IY lY CGC34090/DP Vendor Files No No 3Y 3Y CGC34090/DP Administrative Instructions, Final Yes Yes PERitiI PERM PERM CGC34090/DP CMO Document Log Yes No lY IY DP VEIvIA, Earthquake No No AA AA AA CGC34090/DP Lobbying Statc Filings INC No 3Y 3Y DP MTi3ESubject Files No No ACT 5Y ACT +SY CGC34090 Oaks Initiative (P-Imtronic) Yes No 2Y 2Y DP PersomelFiles NO No E Tkrta E+TR/HR. CGC34090/DP Purchase Orders NO No 3Y 3Y 0304090 Request for Warrant A1C TFC ACT 3Y ACT+ 3Y CGC3409O RT,Saccessful Yes No ACT 5Y ACT+5Y CGC34090iDP RPA-Unsuccessful Yes No ACT 21' ACT+2Y CGC34090 Santa Monica Place Yes No IND ND IND CGC34090/DP 8ukjectriles No No ACT 5Y ACT .+SY CGC34090/DP Subject riles - Special Project Yes No PERM PERM PERM CGC34090/DP Task Force Yes Na ACT 6Y ACT +6Y CGC34090/DI Telecom No No IND IND IND CUC34090/DP 015 Page 18 of 60 Page 19 of 50 in In Total Records Series Title Original vital Office stol-age Reieantiou Legal Citation Tme WamcrfCentury Cable Yes No WD IND P\TD CGC3409OiDP VendorFiles/Confraets No NTo 3Y 3Y CGC34090/DP Administrative Fibs No No U U CGC34094/DP Equipment Manual Na No U U CGC34D90/DP Progtmn .bights Agreements No No U U CGC34090 RFP - Successful Yes No ACT SY ACT+ SY CGC3409OMP RFP-T7nsuccessful Yes NO ACT 2Y ,ACT+2Y CGC34090 Timc.Warrner/Century Cable Yes Na IND IND] IIID DP ,City Council DVD Yes No IND IND IND CGC34090[DP wid�,Community Projecis Yes No IND IND IND CGC34C901DP After Action Report Yes No 3Y 3Y CGC34090 Al Case Files • Yon Criminal Yes No 5Y SY CGC34090/DP AudioRecorderFiies-Homicides Yes Yes PERM PEi.M PERM PC799 Background Investigation, Hired Yes No PERM PERM PERM COC34090IDP Baelrgroundlnvestigatiou,Not Hired Yes No 5Y 5Y C(3C34C901DP Complaint FileslTapes Yes No 5Y 5Y CGC34090/DP Credit Card Receipts Yes No 7Y 7Y CGC34090/DP CTO Files Yes No 2Y 2Y CGC34090 Disaster Plan Yes Yes S+2Y S+2Y DP OEM Volunteer Yes No ACT+ lY ACT+ IY DP Page 19 of 50 Records Series Tule Personnel Files Pub. Safety Radio & Telephone Ree. RFP - successful RFP - Unsuccessful Sit Along Waiver Administrative Citations%ppeals Audio Tapes (Elsctonic) Environmental Refexence Material Environmental Rcports Grants H W Manifests Rebate Application (Electroaic) RetrofitUpon Sales Compliance CeHifiicate RFA - successful RFP - unsuocessfoi TFE Meeting Packet 1099 Forms Check Cop}, Back Up Checlr Register Fiscal Year ]End Roil Over Files 015 Page 20 of 60 in In Total original Viaal Office Storage Retention LegalCHation Yes No E+T3t/l1lt E+TR/ER DP Yes Yes 5Y 5Y PC832.Sb/DP Yes No ACT 5Y ACT +5Y CGC34090ADP Yes No ACT 2Y ACI'+2Y CGC34090 Yes Yes 4Y 4Y CGC34090/DP Yes ices ACT SY ACT +5Y CGC3409TDP Yea Yes 2Y 2Y CCC34090 Na No IND DID lND DP Yes No PERM PERM PERM CGC34090/DP Yes Yes ACT 5Y ACT r SY 24CPR570.5021DP Yes No PERM PEMM PERM 40CFR263.22(DP Na No ACT 2Y ACT+2Y DP Yes No C PERM PERM CGC34090/DP Yes NO ACT 5Y ACT-+-SY CCC34090IDP Yes No ACT 2Y ACT +2Y CGC34090 Yes Yes PERM PERM PERM DP Yes Yo 4Y 6Y MY CGC3409011)P Yes No 2Y Si' 10Y CGC340901DP Yes No 2Y $I l0Y 26CFR30I,6501/DP Yes No 2Y 8Y 10Y CGC34090/DP 015 Page 20 of 60 Page 21 of 60 krt in Total Records Series Title 01-igilattl Tical Office Storage Retention Legal Citation PositivePay Yes No 2Y SY 10Y 26CFRMl.6501/DP Purchase Card Transaction Logs Yes No 2Y SY toy 26CFR301.6401/DP Sales and Use Tax Returns Yes No 2Y SY 10Y 26CFR301.650111)P Stop Payments Yes No 2Y sY 10Y 26CFR301.6501/DP Void Warrants (Checks) Yes Pio 2Y 8Y 10Y 26CFR301.6501/DP Finance Dept Payables Yes No 3Y 3Y DP Montlily investment Reports Yes NO 2Y SY 7Y 26CEM01.6501 Personnel Files No No E TRAIR E+TR/HR DP Froject Files Yes No PFIRM PERM PERM DP Adjustments Yes Pio iY 3Y 1� 4Y DP Applications Yes No 2Y 4)� PERM CCTC34093 Billing 1911 Bond Act Yes Yes ACT + lY PERM PERM CGC34090/DP BillingContraets Yes Yes ACT+lY 3Y ACT +4Y CGC34090/DP BondReoeipts 'Yes Yes PERM PERM PERM CGC34090113P Bond Series Spreadsheet Yes Yes PERM PERM PERM CGC34090/DP Bonds, Returned Original Yes Yes PERM PEMA PERM 26CFR301.650l/DP Beeps yqs Y -es p�4 PERM CollectionFile Yes No 5Y 5Y CGC34C90/DP Re£er4mmMaterial NO No U U Dl' Small Claim JudgmentFiles,Sattlad No No ACT+2Y ACT ->-2Y CGC34090/DP Page 21 of 60 Q15 Page 22 of 60 l in 'focal Records Series Title OrIgixaal Wal € ffice storage Retention Legal Cit2tien Small Claims, Settled Yes No ACT +5Y ACT +5Y CGC34090JDP Summary of cash Receipts No No 'qF IY 24 CGC34090 Summary Sheet, Meter (L) Yes No 3Y 4Y 7Y 26CFR301.6501 Application, Approved Business Lia. Yes NO iY MM PERM CGC34090/DP Application, Denied BusinassLic. Yes NO lY PF -M PEW CGC34090/lDP Application,Non-Profit Yes No IY PERM PLTtivi CGC340301DP Application, Renewal Yes No 1Y PERM PERM CGC34090/DF Application, Street Performer Yes No IY 5Y 6Y CGC340901i}P Audit files No No lY 3Y 4Y CGC34090/DP Business License Refunds Yes No 2Y 2Y CGC34090/DP Central Busiaess District Asses. Yes No IY PF -RIA PERM CGC340901DP Commercial Property List Yes No 1Y IY DP Contractors PrxalJob Yes No ACT 5Y ACT +5Y CGC340901W JAB Joumai Entry Report Yes No 2Y 5Y 7Y 26CYR301.650LVP License, Bicycle Yes No ACT +2Y ACT+2Y CGC3409DIDP Massage Fest Yes NO 2Y 2Y CGC3409OMP Notice to File for a Business Lie, Yes No 3Y 7Y l0Y CGC34090 Permit, Police Yes No 2Y 2Y CGC34090/DP Personnel Files NO No E TRIER E+TRfFM DP Receipt% Payments Yes No lY 3Y 4Y CGC34090IDP Q15 Page 22 of 60 Records Series Title Records Transmittal Budget - Estimating Documentation Budget Instruction Budget Ravenuo Mid -Year BudgetReviewMeeting Decision Packet CA.FR Analytics CAPT1 Supplemental Changes to Dept'al. %TOE B -ad Request City Council Actions Departmental Budget Request MO.U. Costing Documentation 1vIOE Revenue Request 8B 90 Claims working Papers, Budget Working Papers, Five Year rorecast Worfdng Papers, Mid Year Working Papers, Year End Damage Assessment Photographs Damage Survey Report DSR File Page 23 of 64 in in Total Original Vital Office Storage Retention Rc�«al Citation No NO PERM PERM P1;RM CGC34090/DP No No 2Y 4Y 6Y CGC34090/DP Yes No 4Y 4Y CGC34090/DP No No ACT 5Y ACT +SY CGC34090/DP Yes No 2Y 2Y DP Yes NO 3Y 3Y CGC34090 Yes No 2Y 2Y DP Yes No 4Y 4Y CGC34090 Yes NO 2Y 2X DP Yes No 4Y 4Y CGCG 34690 No No R 12 DP Yes No 4Y 4Y CGC34090/DP Yes No 7Y 7Y CGC34090/DP Yes No 4Y 4Y CGC34090/DP Yes No 4Y 4Y CGC34090 Yes No 4Y 4Y CGC34090 Yes No 4Y 4Y CGC34090 Yes No AA AA CGC34090/DP Yes NO AA AA CGC3409011>P No No AA AA DP Page 23 of 64 '.015 Page 24 of 60 in In Total Records Series Title Original Vital office Stowage Retention Legal Citation Earthquake Work Order Add To Yes No AA AA CM4090IDP Project Cost Summary No No U U DP Project Cost Summary, Final Yes No AA AA CGC340901DP Summnary Defail Expenditure Reports Ido No AA AA DP Time Cards, Aiior Earthqualce 1 io NO AA AA DP Vendor ncs No No AA AA i311 1099'sforPonds Yes No lY 9Y i0Y CGC340901DP Accounts Receivable Yes No 2Y 3Y JOY 26CFR301.6501 AdtninistrativeFilss No No U U DP Bank Reconciliations Yes No 2Y 3Y 10Y 26CFR301.6501 Cash Receipts Yes NO 2Y SY loY 26CFit301.6501 Financial Reports, Audited No No R R DP Fixed Asset. Yes No ACT ACT DP Grant Folder, Closed Yes No ACl'+ lY 9Y ACT+ 10Y CCC340901DP Ltvoices Ycs No 2Y sY 10Y 26CFR301.6501 JoumalEntries Yes No PBFIm PERM PERM 26CFR301.6501iDP N=I.oanDocuments Yes No ACT 45Y ACT +45Y CGC34090iDP Parking Authority 3ond Coupon Yes No ACT+ l0Y ACT+ 10Y CGC34901DP RFF -Successful Yes No ACT 5Y ACT } 5Y CGC340901DP RFP - Unsu-Qcessfal Yes No ACT 2Y ACT+2Y CG040901DP '.015 Page 24 of 60 Page 25 of 60, in In Total Records Series 'rifle Originn] Vitali Office storage Retention Legal Citation Wise Transfers Yes No IOY 10Y 26CFR301.6501 Working Papers, CAFR Yes No SY SY CGC34090/.DP ,Administrative Files Na No U u DP CheckNurn6erLog Yes No IOY MY CGC409OfDP EDDA-Wit Form Yes No 10Y MY CGC34090 Employ= Folders Yes No B +2Y 9Y E+ TOY 26CFR301-65OI/DP Pauploymentver!kation Yes No 1OY 10Y CGC34090 FLSA Report Yes No IY 9Y IOY 29CFR516.5/DP Journal No No R R DP PIO FMS Batches Yes No lY 9Y IOY 29CFR516.5/AP PIO IxEi25 City Corztributions Yes No 1Y 9Y ICY 290FR516.5/[3P PIO PERS Listing Yes No lY 9Y ICY 29CFi516.5/DP PIQQuarterly Medicare'rax Yes No lY 9Y ICY 29CFR5I6.51DP P/© Quatierly Tax Balance Report Yes Na lY 9Y 10Y 29C R516.51DP Pay History (0-trome) Yes No IND 19D END CGC34090IDP Payroll Folder Yes No lY 9Y IOY 29CFR5]6.5/DP Payroll Journals Yes No lY 9Y IOY 29CFIt516.5/1)P Payroll Tax Returns Yes Na IOY 10Y 29M516.5/DP Terminated Employeo Folders, Gamishment Yes 1\10 E+2Y &Y E+ toy 29CFR516.S1DP Time Card EditReport Yes No 1Y 9Y EOY CQC34090/h3P Page 25 of 60, ,015 Page 26 of 60 in In Total Records Series TMe orl&gl vital Office Storage Retention Legal citition Time Cards Yes No 2 M 12Y 12Y CGC34G901DP Time Cards, After 1994Earihquake Yes No AA 20Y AA+20Y CGC34090I3DP Tmnsportation'nme Card Summary Yes No 30Y l0Y CGM409DIDP U1 & SDI Tax Reports Yes No lY 9Y MY 29CFRSl0.5/DP WTS Yes Na lY 9Y 10Y 26CF 301.6501/DP YE Ta—,Fringe Benefits Yes 1\70 10Y 10Y 29CFR516,5/DP Year End Tax Tiles Yes No lY 9Y 10Y 29CFR516.51DP Adrainistrative Files No No RqD iND Rr D DP Bids, Formal Yes Na lY 6Y 7Y CGC34G9GADF Complaint Files No Na TNM rNm IND OP Contract Administration Disbuusement Yes No 2Y SY l0Y 26CM01.650110P Contraets, Closed Yes No 2Y lay 20Y CGC3409CIDP Purcham Orders No No 2Y SY 7Y DP Requisitions Yes Na 2Y 5Y 7Y CGC34090/DP Administrative Files No No u u DP Budget No No R. 1t DP Budget Working Papers Yes No 3Y 3Y ' CGC34090 Cal OSTIA Reporting No No 2Y 5Y 7Y. CGCW90 Cancelled Checks No NO 3Y 4Y 7Y 26CFR301.6501 Certiicateofh=rance Yrs NO 2Y 2Y CGC3409GjDP ,015 Page 26 of 60 Page 27 o: 60 in in Total Records Series Witte Original Vital Office Storage Retention Legal Citation Claim-B%periencc Report Year End Yes No SY 10Y 15Y CGC34090/DP Claim Files Liability, Litigated I170 No ACT loY ACT+ 10Y CGC34090 Claim Piles Liability,NotLitigated Yes No ACT IOY ACT+10Y 4CCsC34090/DP Claim Files, WIC Yes No ACI' l0Y ACT—. MY 29CFR1904.61DP Claim Files, W1C, Future Medical Awards Yes No ACT PERYA PERM CLMa2sec10102 Claims Administration Bids No No 5Y SY CGC3409OMP Contracts NO No R R CGCS4090IDP Employee Occupational Exposure 140 No IY 30Y C+30Y CGC34090 Incidents (All Others) Yes No lY 3Y 4Y CGC34090/DP Incidants (Bus) Yes NI O IY 3Y 4Y CGC34090/DP Incidents (Trip/Fail) Yes No 4Y 4Y CCC34090IUP In=ance Policies No No ACT PERM PLTPM CGC34090/DP Liability Subrogation Piles No No ACT 3Y ACT+3Y CGC3409D/DP bequest for Warrant No No 2Y 2Y DP RFP -Successful Yes No ACT 5Y ACT +SY CGC34090/DP RFP - Unsuccessful Yes No ACT 2Y ACT 2Y COC34090 Safety Committee Mnutes Yes No SY SY CGC34090IDP Small Claims Files Yes No ACT MY ACT+ 10Y CGC34090/DP WIC Claims Cost Analysis Reports No No IY IY DP County of L.A. Property Tax Yes No 7Y 3Y IOY 26CpTt301.6501IDP Page 27 o: 60 015 Page 28 of 50 in In Tot -III IBecoeds Series Title Original Vital Office Storage Retention Legal Citation Credit Card Sales Draft Yes NO 2Y 2Y CGC34090 Credit Card Settlement Summary Yes No 2Y 2Y DP Daily Cash Balance Report (POS) Yes No 2Y SY 7Y CGC34090 Department Cash Audit No Ne 3Y 3Y CGC34090 DepositSIips Yes No 2Y 3Y 5Y 26CPit301.6501 Fee Study Yes NO PERM PEW PERF[ CGC34090/DP Franchise Statements YCS Yes PERM PERM PERM CGC34090/DP 11M Sales Tax Analyses Books Yes No 2Y SY 7Y 26{:'M01.6501 Information It= Pio No U U DP Investment Bank ConEmnation Yes No .ACT ACT CGC3409011)P Invoice, Vendors No NO 7Y 7Y CGC34090 IRSBandArbitrage Rebate Report Yes No ACT ' V- ACT- qv 33Y CGC34090/DP Parkirg Facility Tax Rooms Yes No 3Y 5Y 8Y 26CFR301.6501.731> Personnel Files No No E TrFAIR E+TR/fa CCC340901DP Petty Cash Sheat No No 2Y 2Y DP Real Property Transfer Tax Remittance Yes No 7Y 3Y l0Y 26CPR301.65011DP Recording ofTorcal ndoRelcamLien Yes yes PERM PmTm PERM CGC34090IDP Regnest for Warrants No No 3Y 3Y CGC34090/DP Revenue Batch Reports {¢} Yes Na 2Y 5Y 7Y 26CFit301.6501 RFP - Successful Yes No ACT 5X ACT +SY -CGC34090/DP 015 Page 28 of 50 Page 29 of 60 In in Total Records Series Title Original Vital Office Storage Retenti'Dn Legal Citation RFP-Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 &&T, BE Al reld Ye' s A;9 I U44 SafelceepingReports Yes No ACT ACT CGC340907DP SI3278 Gas Company Deregulation No Yes PERMI PFRM PERM CGC540901DP Security & hwosunernt Worksheet Yes No 6Y 2Y SY DP Summary e£DOy Cash Collection Yes No R R DP TOT Tax Audit Yes No AA IOY AA+ 10Y CGCM0901DP TmnsientOccupancy T�xReurns No No 3Y SY 8Y 26CFR301,6501IDP Treasurer's Cash Report Yes No 2Y 2Y 4Y C0rC34090/DP Treasury Bonds Yes Yes PERM PERM PERIMI DP Treasury Contracts Yes Yes ACT+ lY 3Y ACT + 4Y CGC34090 Utility Users Tax Retums Yes No 3Y SY 8Y 26CPR301,65011DP Vendor Contracts No No ACT+R ACT+R CGC34D90MP Administrative Files NO No JND IND TND DP Background Investigations, Hired Yes NO PERM PBRIvI PERM CGC34090IDP BackgrcandRnvestigations,Not Hired Yes NO 3Y 4Y 5Y CGC34090IDP Budget Working Papers Yes No 3Y 3Y CM4090 DeparhnentManuais No No 5 S CGC340901DP EMS Reports Yes Yes IND IND IND DP EquiprnentPiles No No 3Y 3Y CGC34090 Page 29 of 60 0I5 Page 30 01760 I' h, Total Records Series Title i7riginai vital Office Stopnge Retentioa Legal Citation E-7/Telestag Yes No 5Y 3Y 8Y CGC34090/DP FD3 Yes No 5Y 3Y SX CGC3409CVDP Yes Nre 'I a NiPPARelease Forms Yes Yes IND IND DID DP Homeland Security Grants Yes Yes 3Y 3Y 6Y 03C34090/DP Local Hazard Mitigation Plan NO Yes 7Y 7Y 42USC5I65 NFIRS (Electronic) Yes N0 IND INA IND DP Personnel Files No No E SY E+SY CGC34090/DP pstLy Ga Ne 49 -3-Y _111 i^i 499 Policy audProcedures No No 11Y 1 lY CGC34090/DP Purehase,Order- Vendor No No 4Y 5Y 6Y CGC34090 Purchase Order, Blaulet - Vendor N0 No 6 6Y 5Y CM4090 Request for warrants -Vendor No No 4Y SY � SY C0C34090 REP - Successful Yes No ACT SY ACT + 5Y CGC34090/13P REP-TTnsuccess:M Yes No ACT 2Y ,ACT * 5Y CGC34090 Shop Files Yes No Lv LV LV CGC34090/DP SupplementalT:me Sheets No No ?� SY 3Y 111Y CGC34090/DP Time Cards No No 5Y gY 13Y CGC34090/OP NO we 14'�' 9P Address Files Yes No PERM PERM PERM CGC3409D/DP 0I5 Page 30 01760 Page 31 of b0 in in Total Records Bevies 'Title Original Vital Office Storage Retention Legal Citation Complaint Files Yes No 4Y 4Y CGC34090/DP CUPA Progran, Has `les ices ACT SY ACT + 5Y 2 7 CCRI51 B 5 RazardousMaterial Disclosures 'ties No 30Y 30Y 29CFR1910.120 Inspection Notices and Reports 'Yes No 3y SY g,,5Y ITFC1033.4 YIM � AA; -r ev (y -r 't�- m y 1X0 M 2 A investigation Reports-BodilyHarrn Y:s NG ACT GY ACT +6Y PC 800 Investigation Reports - Hon.icide Yes Yes PERM PERM PERM PC 799 Investigation Reports - Structure Yes Yes ACT 8Y ACT+4Y PC 80I/UFC 104.32 'UST Records Yes Yes SY IND IND DP Daily Journals (nectronic) Yes Yes PERM PER14 PERM CGC3409GIDP TrainingRworts Yes No Rv IND IND CGC34090fDP Personnel Files No No E TPIrjR E+TRIIIR CGC340901DP Applieations)ProposalsDenied Yes No C+3Y C+3Y CGC34090IDP Assessment Districtlnfonnation Yes Na PERM PERM PERM CGC34090IDP Blueprints Existing Yes Yes LB LB LB CGC34090IDP Blueprints, Proposal Rejected Yes No 6Y fiY CCTC3409OMP Business Improvement District Files Yes No PBR* PERM PERM CGC340901DP ConliactFiles- ExcludirgCip.Improvement 'Yes Yes ACT +SY ACT +,5Y CCP 3372 FarmersMarketLoadSheets Yes No 18M 18M DP Lease Files Yes Yes ACT+2Y PERM PERM CGC34090IDP Page 31 of b0 ?015 Page 32 of 600 in LI Total Records Series Title Original Vital Office Storage Reteution Legal Citation Project Files Yes No ACT+ 2Y 8Y ACT 4- l0Y CGC34090IDP Property Acquisition Yes Yes PERM PERM PERM CGC34090/DF PuNicInformation Reguests Yes No 3Y 3Y CGC34090 RFP - Successful Yes No ACT SY ACT +5Y CGC34090lDP RFP-13nsuccessrul Yes No ACT 2Y ACT+2Y 03C34090 SubjeetHes Yes No ACT+2Y 8Y ACT +loy CGC340KOF Vendw Files Yes No 31f 3Y 03C34090 Batch Report Receipts Yes No 2Y 2Y CGC34090 Fmolees Yes No 2Y 2Y CM4090 Load Sheets Yes Yes ism 18M DP Month End Rep GAS Yes Yes 3Y 3Y CGC34090/DP Requisitions Yes No 2Y 2Y CG04090 State(Cou* Fee Applications Yes Yes 2Y 2Y CGC34090 Vendor Files Yes Yes ACT +2Y ACT+2Y DP 1099's Farms 'Y'es Na 2Y 3Y -7-Y CG0409OMP Audit Materials Yes No 2Y -gy 3Y CGC34090 Bank Reconciliations Yes No 2Y 47.1 3Y ;v 5Y 26CFR301.6501 CamalledChecks Yes NO 2Y � 3Y 7Y 26CFR301.6501 Check Copy Yes No 2Y -A� 3Y �v 5Y MCFR301.6501 Family Self SuzTiency 'Yes No 2Y —�'V 3Y -7-Y CGC34090 ?015 Page 32 of 600 Page 33 of 60 in To Total Recorcig Series Title Original Vital Offitee Storage Retention Legal Citations Financial Records Yes No 2Y �' 3Y ;�vSY CGC34090 HUD Grants Yes Na ACT41 SY 4Y ACT+-6:§� 03C34090/DP Lindsey Monthly Back Up Reports Yes No 2Y 5Y 7Y CGC3409OW Repayment Agreement & H-i'ormal Hearings Yes Yes 1Y T gY 11� l o y CGC344901DP RFP - Suceessfud Yes NO ACT 5Y ACT+ 5Y CGC34090/DP RFP -Unsuccessful Yes Na ACT 2Y ACT +2Y CCsC34090 Tenant Files Yes Yes ACT 3Y ACT +3_' 4Y 24CFRS4.53 Voucher Management Systems Yes No 2Y 5-y 3Y 7Y 5Y CGC34090 Applications Yes No ACT 7Y ACT +7Y CGC34090/DP Housing Commission Agendas (Electronic) Yes No PERM PERM PERI! CGC34090/AP Housing Commission Minutes (Electronic) Yes No PERM PERM PERM CGC34090 Housing Commission Tapes (Electronic) Yes No PERM PEW PERM 03C34090 MERLProgram Tiles Yes No ACT 5Y ACT +5Y CGC340901DP Program Policies & Procedures Yes No PERM PERM PERM CGC34090/DP Project Fifes Yes No ACT 5Y ACT+SY CGC3409OMP RFP - Successfiil Yes No ACT Sy ACT+ 5Y CGC34090/DP - RPP-Unsucccssfut Yes NO ACT 2Y ACT+2Y CGC34090 AB I X26Implementation No No ACT LP ACT +LP ABIY261DP Administrative Files No No ACT IOY ACT+ 10Y 'DP Annual Reports Yes Na ACT LP ACT+ LP DP Page 33 of 60 Records Series 'Title Capital Project Files Project Area Files Employee Accomodation File AIP Files Acting Application File A dw;;�,R Affirmative Action Report Application File Assossment Center Exam Material Benefit Files Bud$etWorksheets Bureau ofNational Affairs eTagiaal Files Classification & Compensation Camp Gky 111�4 COntractinsurance Deferred Compensation Correspondence Deferred Compensation File ?D15 Page 34 of 60 in In T oiqiI Original Vital Office utonge, Rdentioxt Legal Citntion NO No ACT LP ACT +LP DP Yes No ACT LP ACT +LP CGC34D90IDP Yes No E 5Y E+5Y CGC340900P No No ACT 2Y ACT+2Y DP Yes Na . ACT 5Y ACT+5Y CCTC34UOIDP 4GS $4 '� -3—v rr inn n No NO ACT ACT CGC34D9WDP Yes No ACT 5Y ACT +5Y CGC340901DP Yes No ACT 5Y loY ACT+-gY CGC34090/DP No No ACT 6Y ACT+6Y CGC3409OMP Yes Yes 3Y 3Y CGC34D90lDP Yes No R R CGC340901DP :49 96 Xg Yes No ATC +2Y 8Y ACI+10Y CGC34090/DP No 3Y No NO ACT 6Y ACT +45 29CFR2610.11 Ne We 3c4%lr 14 -VI A=4.1 01=14APQ NO No PERM PERM PERM CGC34090/DP No Yes C+I 25Y C+26Y CGC34090/DP ?D15 Page 34 of 60 Page 35 of b0 in Tn Total Records Series Title Original Vital ®ice stornge Retention Legal afation DFE131EE0CComPlainfs Yes No ACT 15Y ACT+15Y CGC34090/DP Disability RetiramentFiles Yes Yes ACT ,w ACT+ 1414 15Y CGC34090/DP Drug Policy Yes Na ACT+ I DY PERM ACT+ W CGC34090/AP Dmg Testing "DOT" Yes No ACT+5Y ACT +5Y 49CFR6533l Dnz"coholTraining I40 Na AC7+5Y ACT+SY CGC34090/DP ETT Reporting Yes No 6Y 6Y CGC34090W Eligibiliiy List Yes Na ACT +2Y 3Y ACT+SY CGC34090/DP El€gtbility fist, Expired No No 3Y 3Y 6Y CGC34090/DP Duployee,A.ceomodationFile Yes NO E c&v E+5`= 15Y CGC34090/DP EmP€ogeeklandbocks Yes Nom— ,tet' PEPM CGC34090IDP Employee Status No No 6Y 6Y 03C34090M? Exam History Fifes Yes No ACT +-5Y ACT +-5-- ioY CGC3409011)P Examination IaterixlsFile Yes NO ACT sx ACT +5= 10Y CGC340900P Eh-amination/ApplieationFil.e Yes 'No ACT cV 1QY ACT+ -5Sl CGC34090/DP Financial Back-up Tapes (DCAP) Yes NO 1Y 5Y 7Y CGC34090/DP Fire Fighters LrcentiveBonus Yes No E+2Y E+2Y CGC34090/DP Grievances/Internal Complaints Yes No ACT I5Y ACT+ 15Y CGC34090/DP T i ��4& Ne ;9:§� a�ry 2-90FRi9zo �n Immigration & Nat, Service (19 form} Yes Na E 3Y ;3+ 3Y C(3C34090/DP Page 35 of b0 015 Page 36 of B0 in in Total Records Series Title Original Vibi Office Storage Retention Legal Citation -k19 iNTB"atc-rd- innTACT 4.4 job AflAys;y Ya 340 -R r gr� Medical Evaluation Yes TIo ACT 30Y ACTT 30Y CGC34090/DP Msdieal .,. - Y-G4 N�& n 4 C"- .tn m MemorandumofUnderstanding No Yes PERM PQM TERN CGC340%/DP Mieva.,Rr. r Y-06 we RPRI 4n-klz c ''..r-_GOGMAG901pp Negotiations Files Yes Yes lY 20Y 2Iy CGC34090/DP k'ERS Promdures No No it R CGC3409Q/DP PENS Special Projects Yes No .ACT 15Y ACT+ 1S CGC340901DP Personnel Board Audio fey Yes No 2Y 2Y DP Personnel Board Comirtioa Yes No 2Y 3Y 5Y CGC34090/DP Personnel Board Hearings No No ACT 7Y ACT +7Y CGC34090/DP Personnel Board Minutes Yes NO 44)Y PERM r_y PERM CCC340901DP Personnel Board Packet yes No 2Ar 3Y 5Y CGC34090/DP PersanaclHe%Asneeded yes No E 6Y E+6Y CCC34G90/DP Personnel Biles, Penin Yes Yes E 6Y E + 6y CGC34090/DP Personnel Litigation Files Yes No ACT l0Y A.CT+ 1QY CGC34090/DP Policy memos Yes No PERM PERM PERI CGC340901DP 4asWanDescription/ Specs Yes NO PERM PEW PERM CGC34090/DP 015 Page 36 of B0 Page 37 of 60 in In Total Records Series Title 00ginnI Vital Office Storage Retention Legal citation Proceduratidanual NO No ACT 107 AC!'+IOY CGC34090IDP ProgramProcvdures No Na R It CGC34090IDP Q,.,ti t. MtiGG'" >T-�."a-c yrs Na Is X95 I'ee P3;34�4 PBR�, �^�i Request for CertificationJustification Yes No 2Y 4Y 6Y CGC34090IDP Request for Warruit NO Alo 3Y 3Y CGC34090 -Y` - No 3g 3Y ^ 3;09 R-Bseafe;k Mate6als Yes Ne R ^^rav �S489I39P Resolutions personnel. Roard yew Ne Yes PERM R PERM CGC34090A)P RFP - Successful Yes NO ACT 5Y ACT+5Y CGC34090IDP RFP -U7=CCessfOl Yes No ACT 2Y ACT +2Y CGC34090/DP Ridwhare Yes Yes ]Y 2Y 3I' TT Salary Schedule Yes No 2Y PERM raw DP 4OFgze 4 — 4-� NIB Ly ZY 3—V Sick Leave 73uy Baeic Yes No 5Y 5Y CGC34090/DP SpeaialProject Circumstanca NO No 3Y 3Y CGC34090 StaffRepods NO No 3Y 3Y CGC34090 z4aaI& & NO die 2-y SY 44 rte• Training ManuaIs No No R R CGC34090IDP Page 37 of 60 015 Page 38 of 60 In In Total Records Series Title ori&'-fl vital Office storage 'Retention Legal citation Training Program Yes No 3Y 3Y CGC34090 Tuition Reimbursement Yes No 2Y SY 7Y CGC34090/DP Unemployment Appeals and Claims No No 4Y 4Y CGC34090/DP — Ne F;s 3-" 'V Q992490 UnemployrrentReports DIC No 3Y 3Y CGC34090 w,._ag4:ape4a we W 4VI 1`ro 340W ContraetPaymer<t No ilio ACT +5Y- ACT+SY CGC34090/DP Contracts Yes No ACT+SY ACT +SY CGC34090/DP Purchase Orders NO No 3Y 3Y CGC34090 Request for Warrants No NO 3Y 3Y CGC34090 Requisition No NO 3Y 3Y CGCW90 RFP - Successful Yes No ACT 5Y ACT +SY CGC34090/DP RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 Telephone BiEi Details Yes No IY 6Y 7Y DP Softwe Manuals Obsolete Licenses Yes No U U CGC34090/DP k Backup Tapes, Deparhwits Yes NO ACT IY ACT+ 1Y DP lc BackUpTapes,-Policel?epartment Yes No ACT lY ACT+1Y DP r. Back Up Tapes, Year End Yes NO ACT IY ACT+ 1Y DP Applicaiioms Meeting Room Rentals Yes No 1X IY DP Credit Card Authorizations Yes NO 2Y 2Y CCYC34090 015 Page 38 of 60 Page 39 of 60 in in Total Records Series Title Original 'Vital O£jiee Storage Retention ;legal Citation GrantFiles Yes Ne l0Y l0Y CGC34090/DP Libtary Board Packets 'Yes. No PERM PERM PE1tm CGC34090/DP Polaris System Yes Yes IIdT) IND IND CGC34090/BP RFP -Successful Yos No ACT SY ACT +SY CGC3409011)P RPP -Unsuccessful Yes No ACT 2Y ACT +2Y CGC34090 SecttrityIncident Reports Yes No ZY 2Y IDP Sirsi System Yes Yes 8Y SY CGC54090MP Special Project Files Yes No ACT 20Y ACT+20Y CGC34090W Suggestion Forms Yes No 2Y 2Y DP Special Project Filea Yes No ACT IOY A1C£+ IGY CGC34090/DP Acoustical Reports Yes Yes LP+2Y LP+2Y CGC3409COP Approved Plans Yes Yes PERM Platy PERM H&SI9350 Building Code Modifications Yes Yes PERM PEW PERK! CGC34090 CasbRepwts Yes Yes ACT 2Y ACT +2Y CGC34090OF Certificate of Cecupancy Yes Yes Pazm PERM PEILM CGC340901DP Disable Access 1Tu&hipTorms Yes Yes PERM PERM PERM CGC340901DP Energy Calculations Yes No LP+2Y T P+2Y CGC34090/DP FapiredPlans Yes No LP+2Y LP+2Y CGC34090/DP Permits Yes Yes PERM PERM. PEM CGC340901DP RFP - Successfi� Yes No ACI' 5Y ACT 4- SY CGC340901DP Page 39 of 60 ;015 Page 40 of 60 In I'd 'Total Records Series Title Original Vial Office Siox-age Retention Legal Citation RPT -Unsuccessful Yes NG ACC 2Y ACT +2Y CGC34090 Soils/Geotechnical Reports Yes Yes PEFIVI PERM PERM C=4090/DP Special Inspectors Reports Yes No LB LB CGC34090/DP Structural Calculations Yes Yes LB IIID LB CGC34090/DP Stmewral Observation Reports Yes Yes 1,73 LB CG034090/DP Address Piles Yes Yes PERM PERM PERM CGC34090/DP ARB Minutes Yes Yes PERM PERM PERM CGC3409OMP Audio Tapes ofl3oard & Commission Mtgs, Yes Yes PERM PERM PERM CGC340901DP Board and Commission Minutes Yes Yes PERM PERI PEl M CGC34090/DP Laudm-akcommission Packets Yes Yes PERM PERM PERM CGC34090/DP Landmarieivlinutes Yes 'Yes PERM PERM PMM CGC34090/DP Planning Commission Packet Yo Ycs PERM PERM Pl RM CGC340901DP ProjectPilas - Development Projects Yas yes PERM PERM POW CGC34090/DP RFP - Successful Yes No ACT SY ACT + 5Y CGC34090/DP RPP-UnsuccessfW Yes No ACT 2Y ACT +2Y CGC34090 Special Administrative Hes Yes Yes PERM PERM PERM DP Administrative.Citations Yes Yes ACT+SY ACT +SY CGC34090/DP Complaints Yes No lY 19Y 20Y CGC3409C/DP Cornpluince Orders Yes Yes ACT+ SY ACT+ 5Y CGC34090/DP RPP - Successful No Yes ACT 5Y ACT+ 5Y CGC34090/DP ;015 Page 40 of 60 Records; Series Title RFP -Unsuccessful Violation Notices Dike @ Work (Electron") Bila At Work Participation Agrat Bike Waiver &, Release Employer Piles (Electronic) ETRP Reports (Electronic) Permits, Wide Loads Planning Project Files RFP - Successful RFP - Unsuccessful Rideshare Rewards SCAQNID Survey SCA(pvM Trip Reduction Plan SvbjectFiles Traffic Count Vehicle Pool Trip Tickets Batch Report Receipts Page 41 of 60 In in Fool Or!-Yinal Vital Office Storage Retention Legal Citation No 'Yes ACT 2Y ACT+2Y CGC34090 No Yes C PERM PERM CGC34090/DP Yes No IY lY TSP Yes Yes IND IND DP Yes Yes M IND IT Y115 Y -M i? �t :z ti� rrr.499 Yes No 2Y 2Y 5Y OTtD 1604 Yes No IND 1ND DP Yes No ACT+2Y ACT+2Y CGC34090/DP Yes Ye's PE r Y a n Yes No 1oY 1QY COC34090IDP Yes No ACT 5Y ACT+5Y CGC34090/DP Yes No ACT 2Y ACT +2Y CGC34090 _ Yes No .3v— SY 3Y 5Y CGC340901DP Yes No 3`' SY w CCC34090/DP Yes No SY SY CGC34090/DP Yes Mo. ACT ACT DP Yes 'Yes M IND IND DP Yes No 3Y 3Y CGC34090/DP Yes No 2Y 5Y 7Y CGC34C90IDF Page 41 of 60 Records Seiies Witte Complaints Contracts Credit Cara Sales Dratt Franchise ReportsOccuments Location Files Lots & stnrctures Files Parking Citation Reports Parking Citatinns, Contract Parking citations, Court Parking Structure Invoices Preferential Parking RFP - Successful RFP - Unsuccessful Statewide Integrated Traffic Records Subject'Files Subject Project TaxicabApp/PermitFiles Code Enf Taxicab Permit Testing Call Back Logs (Electronic) Daily Activity Logs (Electronic) :915 Page 42 of 64 In In Totat Olighial Vital Office Storage Retention Logal Citation Yes No IOY IOY CCC34094@P Yes No ACT 5Y ACT+SY CGC3409OW Yes No 2Y 2Y CGC34090 Yes No ACT 5Y ACT+SY CGC34090/DP Yes No PERM PERM PERM CGC34090/DP Yes No PEIZ I PERM PERM HW850 Yes NO 1-Y 2Y 3Y CGC34090 Yes NO ACT +2Y ACT +2Y CGC34090 Yes No 3Y 3Y CGC34090/DP No No ACT+ 3Y ACT+ 3Y C(3C34090iDP No NO 2Y 2Y DP Yes No ACT 5Y ACT +5Y CGC3409GIDP NO No C 2Y C+2Y 03C34090 Yrs yes IND IIID IND DP Ye's No ACT 5Y ACT +SY DP Yes No ACT +SY ACC + 5Y CGC3409DIDP Yes No ACT 2Y ACI +2Y CGC34090 Ya NO lY 6Y 7Y CGC34090)DP Yes NO IOY PERM PERM CGC34090/DP Yes No IQY I0Y CGC34090/DP :915 Page 42 of 64 Page 43 of 60 In in Toial Recarrls Series Title Original Vital Office Storage Retention Legal Citation Intersection Maintenance Log (7n )field) Yes No 10Y I OY CC3C34490/Dl' Traffic, Signal As-Bvilts (Elcctroak) Yes No PERM PERM PERM DP Traffic Signal Timing Sheets (Electronic) Yes No lay IOY CGC34090/OP Traffic Signa! Work Order Requests Yes No 10Y PERM PERM DP ABCFiles No No 2y 2Y CGC34090/DP Booking hardcopy fingerprint Card Yes No PERM PERM PERM CGC34090/DP Cash Drawer Count Forms Yes No ly lY DP Citation Pink Copies No No 3y 3y DP CitatioaRequestforDismissal Yes No 2y 2Y 03C3409OMP Citation Transmittal yes No lY ly DP CourtList Yes No 2y 2y CGC34090 Credit Card Receipts Yes No 7y 7Y CGC34090/DP Digital Media Evidence - Crime Scene Photos Yes Yes REV REV DP Evidence logs yes No U+2y U+2Y CGC34090W Fxpired Permits No No 2y 2y CGC34090IDP Field Interview Cards Yes No PERM PERM PERM CGC340900P Film, Calor Slides yes Yes PERM PERM PERM CGC34090, DP Fa7m, Crime Scene Photo Calls Yes No PERM PERM PERM CGC34090/DP Film, Mug Yes No l0Y 25Y 35Y CGC34090/DP Film, Negatives Yes Yes PERM PERM PERM CGC340900P Page 43 of 60 1015 Page 44 of 60 in In Total Records Series Title Original Vital Office Storage Retewdorl Legal Citation Fila, Pictures Yes Yes PERM PERM PERM C004090/1P Finger Prints Cards Yes Yes PERM PErm PERM CGC34090IDP flornicide Reports Yes No PERM PERM PERM DP l3npounds,NeverRcleased Yes No 3Y 3Y CGC340M)P Irs-Custody Booking Logs Yes leo lY lY DP 3n-Custody Proccssing Logs Yes NO IY lY DP Informant Files Yes NO SY SY CGC340901DP W Booicing Packet Yes No WIC-TR WIC-Tr, CGC34090/DP LAPIS Log Yes Pio it+2Y U+2Y CGC340 1DP Patent Prints from Crime Scenes Yes No PERM PFRMI PERM CGC34090/DP Murder Books Yes No PFW PFRM PERM DP Negatives Yes No Pl M PERM PERM CGC34090DP Notice of Violation Yes No ACT t 3Y ACT + 3Y CGC34090/DP OffIcer Involved Shooting Files Yes Yes PERM PERM PERM CGC34090/DP On-ling Polido Reports Yes Yes PERM PERM PERK! DP Palm Prinf File Yes No PERM PERM PERM CGC34090/DP Pawn Slips Yes No lY IY D? PCD Logs Yes No ly IY DSP PD Employee Pictures Yes Na PERM PERM PEP-M CGC34090fDP Photo Prints, Photo Calls Yes No PERM .FERN P=M CCC34090/DP 1015 Page 44 of 60 Page 45 of 60 In In Total Records Series Title 03•i®inal Mita/ Office Storage Retention Legal Citation Private Tow Cards Yes NO I lY DP Property Receipt Yes No SOY SOY CGC34090/DP Properly Room Database Yes Yes PERM PERM PRWL CGC3z[09a/DP Property Room DostructionRecords Yes Yes PF -1W PEffivl PERM CC,C34090/DP PRT Daily Logs Yes Na 2Y 2Y CGC34090 Rental Car Worksheets Yes No lY 3Y DP Repossession Cards Yes No lY lY DP Request for Live Scan Service No No U+2Y U+2Y CGC34090/DP Request for Refunds on Court Appearance No No 3Y 3Y CGC34090 Scanned Bail Bond Receipts Yes No lY lY CGC34090.5 Scanned Case Management Sheet No No I lY DP - Scanned Detention Cetiil5cates/Slips yes No iY iY CGC34090.5 Scanned Jail Hooking Packet yes No lY lY CGC34090.5 Scanned Police Reports Yes No lY lY CGC34090.5 Scanned Release VehicleImpoumd Yes leo IY iy CGC34090.5 Scanned Subpoenas Yes No lY lY CGC34090.S Scanned Tow Hearing Files Yes NO I lY CGC34090.5 Scanned Traffic Accident Report, Yes No ly lY COC34090-5 Sealed Adult Police Reports Yes No 3Y 3Y PC 853.9IDP Sealed Juvenile Police Reports Yes No 5Y 5Y 781 (a) WICIDP Page 45 of 60 !015 Page 46 of 60 ILI in Total Reeords Series Title Original Vital Office. Storage Retention Legal Citation Shoot ReviewReportsldviemo Yes No PERM PMU PERM CGC3409G/DP Slides, Mug Yes No MY 25Y 35Y CGC340901DP SpecialistDailyLog Yes No L1+2y U+2Y CGC34090/DP Administrative Roaring Transcript Yes No 2Y 2Y CGC34090 After- Action Report Memo. Yes Mo 3Y 3Y CGC34090 Al Case File (Non Criminal) Yes No 5Y 5Y CGC34090/13P Asset Seizure Admin Hes Yes No 8Y 8Y CGC34090/IIP Audio Tapes Yes No SY SY PC 532.5bMP Automated License Plate Readers Yes NO I lY DP Back=ground Investigation Ph, Mr Yes No E+6Y E+6Y CGC34090/i)P Background Jnvestigation File, Not -hired Yes No 5Y 5Y CGC34090/DP Citizen Complaint Follow -Up Log" Yes No 2Y 2Y CGC34090 Complaints -Misc.Wonnal) Yes No 3Y 3Y CGC340901D11 Concealed Wwpon Permi% Yes NO ACT+ IY ACT+ lY CGC34090JDP Department Annual Report Yes NO PERM PERM PERM DP DisohugeofFireamtReport Yes Na 3Y 3Y CM4090 Final Survey Report Yes No 5Y 5Y CGC34090/DP PTO Files Yes No 2Y 2Y CGC34090 GrantFles Yes No ACT+SY ACi+5Y CG04090IDP Jail IncidcntReport Yes No 3Y 3Y CGC34090 !015 Page 46 of 60 Page 47 of 60 In III Total Records Series Title Original ViW Office Stomp Retention Legal Citation IQ Incident Memc. Yes No E+3Y E+3Y CGC34090 Line o£Duty Death Yes No B E CGC3409Q/DP. Medica[Files Yes Na E+GY 8+ 6y C(3C34090/DP Mobile Audio/Video In Car Camera Yes No 3Y 3Y CGC34090/DP OC Spray Memo_ Yes 140 3Y 3Y CCTC34090 OffcerInvolved Shoot Review Yes No 3Y 3Y CGC34090 OPN Memo. Yes No 3Y 3Y C004090 Overtime Slips Yes No ACT +2Y ACT +2Y CGC34090/DP Personnel ComplaintslFapes Yes No ACT ACT+5Y PC 832.5bA)P Personnel Files No No E TWHR E+TR(ER CGC34090/DP Personnel lUstory Cards Yes No PERM P:FPM PERM DP PitchessMotions Yes No PERM PERM PERM CGC34090/DP POA Request for Tune Off Yes No 5Y .5y CGC34090/DP Police Training Files Yes NO E+6Y E+6Y CCP335.1/DP Policy Review Reports Yes No 5Y 5Y CGC34090/DP Public Video Scomity System Yes No 3M 3M DP Pursuit Memo. Yes No 3Y 3Y CGC34090 Special incidents Files Yes No P13RM PERM PERM CGC340901DP TaserDepIoymeatiVMemo. Yes No 3Y 3Y CGC34090 Traffic AceidentReciewMemo Yes No 3Y 3Y CGC34090 Page 47 of 60 Records Series Title Training Sulietim/Sign Off Form Use of Force worksheet Vacation Slips Volunteer Files Wwkees CompewationFiles/1O1) ^orir� Rai,, .S8 DMV Request for Confidentiality Event Bcokings Lag K.9 earDsityT-eg Park Waiver - Ridt-- Along Animal Adoption Contracts Animal Call for Service Records Aninaai Contra] Bite Reports Animal Control Monthly Reports Animal Control OfFeer Daily Logs Animal Control Officer Training Files Animal Control Receiving Rec. Receipts ?015 Page 48 of G0 TA in Toial Cronal Vital Office Storage Retelit-ion Legal Citatiou Yes Yes PERM PERM PERM CGC34090/DP Yes No 3Y 3Y CGC34090 Yes No ACT +2Y ACT+2Y CGC34090/DP Yes No ACT+ 1Y ACT + 1Y DP Yes No TR/RM TwRiv, CGC3409OMP Yes Na 2Y 2Y ^ zY--86 4e 2i -Pzr�vic Yes No E+4Y E+4Y CGC34090MP Yes No 2Y 2Y CGC34090 N9 2Y x� 44s Ne Yes go 24 -Yes No 4Y 4Y CGC34090MP Yes No 2Y 2Y DP Yes No SY SY CGC34090IDP Yes No 2Y 2Y CGC34090 Yes No 2Y 2Y CCC34090 Yes NO 2Y 2Y COC34090 Yes No E+6Y E+(5Y CGC34090/DP Yes No 2Y 2Y CGC34090 ?015 Page 48 of G0 Page 49 of 60 In In Total Records Series Title Original Vital office Storage Retention Legal Citafion Animal Control Telephone Messages Yes No 2Y 2Y CGC34090 Animal Control Trap Rental bogs Yes No 2Y 2Y CGC34090 Anim,al Impound Cards Yes No 2Y 2Y CGC34090 Animal Orders to Comply Yes No 3Y 3Y CGC34090/DP Animal Owner ID Cards Yes No 2'Y 2Y CGC3409G Animal Registration Yes No ACT +2Y ACT +2Y CGC340901DP Animal Sales Re=ipt Yes No 2Y 2Y CGC34090 Animal Shelter VolonteerPersoonelFiles Yes No E+lY E+IY DP Barking Dog Letter Yes No 2Y 2Y CGC34090 Case Piles No No U+2Y 0+2Y CGC34090/DP Cash Register Receipts Yes No lY lY DP Cash Vouchers Yes ATo 3Y 3Y CGC34090/DP Citizen. Academy Applications Yes No 2Y 2Y COC34050 Daily Cash ReeoneflingReports Yes No IY iY DP Daity Report Login Sheet Yes No IY lY DP DailySa%tyCheci,-Log Yes No 3Y 3Y CGC34090/DP 1)0;8360d T.Gg-s s'as � 2Y 'y Q093 `40W Euthanasialogs Yes No 2Y 2Y CGC34090 Jail Blotter Yes Na 2Y 2Y CGC34090 Tait Initial Intake FuratNot Booked Yes No lY lY DP Page 49 of 60 ?015 Page 50 of 6C u in Total Recorda Seiles Title ®a-iginal vitll Office Storage Jldetent m LegjaI a_axat-aon Jail Special Confinement Log Yes Na ACT +2Y ACT +2Y CGC340901DP Jail Watch Summary Report Yes No 1Y 1Y DP Laser/LidarFiles Yes No 3Y 3Y CGC34090IDP Motor Officer Logs Yes NO 2Y 2Y CCP335.1/DP Mounted Officer Daily Log Yes No 2Y .2y CGC34090/DP PAST) Logs Yes No U + 3Y U + 3Y DP SecurdNon Secure Inv. DetentfonLog Yes No 3Y 3Y CGC34090/D13 c..,, vim" -N& 3241 4�`GQQ941.1_c9 Y Y46 ;?:e 2Y '3496 Spay Nl eater Vouchers Yes No 2Y 2Y COC3409G Stmy Animal Affidavit Yes No 2Y 2Y CGC34090 TS/TC Officers Daily Logs Yes No 2Y 2Y CGC34090 Administrative Files No No ACT ACT DP AgeadaPacicetsCommissinner Yes Na 2Y PERM PF1W CGC34090/Dl' tom's em^ v no u=U4 Airport Commissions Yes No 2Y PERM PMM CGC34090 Budget Worl;=gPapers Yes No 2Y 2Y CGC34090 GrantFiles Yes No PERM PERM PERM CGC34090/DP Lease Files, Aviation Yes Yes A.CT+ 2Y PEW PERM CGC34090/D? Lease Files, Commercial Yes -40 ACT+2Y 8Y ACT+ 10Y CGC340901DP ?015 Page 50 of 6C Page 51 of F0 in 10 Total Records Series Tifle ®rigival viw Office Storage Retention Legal Citation Month End Fries No No 3Y 3Y CGC34090 Noise Reoorls Yes No 3Y MD IND CGC340901DP Personnel Files No No E TWHR E+TRIHR COC340901DP Projectrales Yes NO ACT 5Y ACT +5Y CGC340901DP ?,TP - successful ices No ACT 5Y ACT +SY CGC34090/DP RPP -Unsuccessful Yes No ACT 2Y ACT +SY CGC34090 AroMteatureDrawings Yes Na ACT +2Y PERM PERM CGC34090/DP DrM%vin&Projeet(Slcctronie) Yes No PERM PERM PERM CGC34090JDP Operating Budget Working Papers Yes No 2Y 2Y CGC34090 Personnel Files Ne No E TWHR E+TFAIR CGC34090 RFP - Unsuccessful Yes No 3Y 3Y CGC34090/DP RFP -Successfi� Yes No ACT Sy ACT -t-5Y CGC34C90/DP Snecial Provisions Yes No ACT +2Y PERM PERM COC34090MP Ven6orFile4s Yes Na 5Y 5Y CGC34090IDP ACM); Visible files Ycs Yes U U DP Budget Working Papers Yes No 2Y 2Y CGC34090 ContractBooks Yes Yes PERM PERM PERM CGC34090IDP Deed to Cemetery Plot Yes NO PERM PFIRM PERM CGC34090IDP runeral Books Yes Yes PERM PERM PERM HS 7955 Interment Books Yes Yes PEW PERM PEW I -B 7955 Page 51 of F0 Records Series Title ntermemRecords Maps plotBooks Plot Invoices Pre Meed Records Receipt Books Sales OtdersBooks $ttmmaryofDaily Cash CalIecttd Budget Working Papers(Eloctrordc) Persomol Files Panrh Time Cards Time Cards (Electronic) . Budget Working Papers Certi5ed .Payrolls DR Praject Piles Drawing, Project (Electronic) Easements Lngineering 13rawings Grant Files Human Resources Rites 015 Page 52 of 60 in in Total Original Vital office Storage Retention Legal Citatioo Yes Yes PERM PERM PERM HS 8128 Yes Yes PERM PERM PERM HS 7955 Yes ices PERM PERM PERM us 7955 Yes Yes PERM PERM PERM CGC34090/DP Yrs Yes PERM PERM PERM CGCM090IDP Yes Yes PERM PERM PERM CGC34090(DP Yes Yes PERM PERM PERM CGC34090IDP Yes Yes PERM PERM PERM CGC34090/DP Yes No 2Y 2Y CGC3409D No No, E TRIIIR F + TR/HR CGC3409D/)P No No 2Y 2Y CGC34090/DP Na No 2Y 2Y CGC340901L)P Yes No 2Y 2Y CGC34090 Yes YCs ACT 3Y ACT +3Y DP Yes Na PERM PERM PERNI CGC34090/DP Yes No PERM PERM PERM CGC34090/DP Yes No PERM PERM PERM DP Yes NO PERM PERM PERM CGC34090MI? Yes Yes ACT 5Y ACT}5Y 24CFR570.502(b)(3) No No E Tp -IBR E+UUHR CGC34090 015 Page 52 of 60 Records Series Title Inspection Photos Lot Line Adjustment Parcel Maps Parcel Mergers Permits, Encroachment Permits, Street Permits, Street Repair v r mps Permits, Utility'Excavate Pemrits, Wastewater Fee Electronic Permits, WatcrMeters . RFP - Successful RFF - UnsoccessfLd Special Provisions 'tract Maps Video Inspection, Post Construction Video Inspection, Pre Construction Budget Workir.$Papers Page 53 of 60 In in Total OI'iginal Vital Office storage Retention Legal Citation Yes No TId1] IND PND CGC3409oIf3P No NC PERM PERM PERM DP No NC PERM PEl"tM PERM I)P No No PERM PERM PERM DP Yes Yes PERM PERz14 PEW CGC34090/DP 47 4B nr T�nv n iAy rr�r2nnn 31-9 4TO rn�r nn 449OA9n Yes NO %0Y IOY CGC34090/DP Yes No 2Y 2Y CGC34090 44G Ne ACX 4"zxvi iz r 9 Yrs Yes PERM PERM PERM CGC34090 Yes No 5Y 3Y sY CGO34090 Yes NO SY 3Y &Y CGC3409CDP Yes Na ACT SY ACT- 5Y' CGC340901DP Yes No 3Y 3Y CGrC3409OMP Yes No PERM PERM PEi2M CGC34090/DP No No PERM PERM PERM DP Yes NO PEW PEW PERTH COC34090IDP Yes No PERM PERM PERM CM409CIDP Yes No 2Y 2Y 0304090 Page 53 of 60 015 Page 54 of 50 In in Total Records Series Title Original • V f:d Offlee Storage Retention Legal Citation City Yard Camera Yes No R R DP Custodial Budget Working Papers Yes No 2Y 2Y CGC34090 Custodial Pumh Time Cards Yes No 2Y 2Y DP Daily Acti-vita Log (MxdTonie) Yes NO MY MY DP Baily RcpairLog (lslectronic) Yes No 15Y 15Y CGC34090/DP Graffiti Removal ConscntForms Yes No ACT +3Y ACT +3Y DP inventory Street Light Map Yes Yes PFRIVI PMZM PERM DP Jab Folders Yes No ACT ACT DP ProyeetRes Yes No ACT ACT DP RFP- Successfl Yes No ACT 5Y ACT +3-Y 03C340901DP RFP- Clnsuccessm Yes No ACT 2Y ACT +2Y C43C34090 Street UghtRepair Log Yes No PEW PERM PEPZM CGC34090/DP Work Order, DIB Electronic Yes No IND DM IND CGC34090/DP Alpriles Electronic Yes IVO 4Y 4Y DP CDF-TreeGrant 'Yes No ACT +4Y ACT +4Y 24CFRS70.502N(3) Claims No No 3Y 3Y COC34090lDP Daly Log Books - Promenade Maint. Yes No 10Y MY CGC34090/DP Daily Work Orders- PromenadeMaint. Yes No ACT +4Y- 5Y ACT +3x CGC34090/DP - Y-6s Y m PPRA MA $4444 DP Landmark Trees Yes Yes PERM PIRM PERM DP 015 Page 54 of 50 Page 55 of 60 in in Total Records Series Title Original . Vital Office Storage Retention Legal Citation Personnel Files No No E -mam E 4. C5C3409D/DP Primate Trees Yes Na ACT ACT DP Projects Files -Park Maimtenanee Electronicycs No l0Y i0Y DP Prop AMaint. & Svc. Req. 'Yes No 7Y 5Y 12Y DP Purchasing Card'TTans_ Log Yes No 5Y SY CGC34090/DP RFP - Successful Ycs No ACT 5Y ACT+ 5Y CGC34090/DP RFP -Unsuccessful Yes Na ACT 2Y ACT+5Y CGC34090 Terminated Employees No Ne 2Y 2Y CGC34090/DP TreeMaintenaace Electronic Yes No A42_� AGT PERM DP TreeMasterPlan Yes Yes PERM PEMW PERM DP TreeltenorAFile Tree Maintenance yes Yes ACT l5Y ACT+15Y DP Tree Service Log Yes No ACT+3Y ACT +3Y DP TreeT�iomsiigLog Tree Maintenance Yes Yes PERNA PERM PERM DP Trees - HistorieDI Yes Yes PERM PERM PERM DP Trew.plarrted Yes Yes PERM PERM PERM DP Vendor Files (Electronic) Yes No SY SY CGC34090IDP Allan Recycling Tickets No Yes C+3Y C+3Y CGC340901DP Blue Prints Yes NO LB, IND LB CGC34090/DP Budget Worldng Papers Yes No 2Y 2Y CGC34090 C&D Mgmt, Plan Yes Yes LP LP CG04090113P Page 55 of 60 MIS Page 56 of 60 In fE Total Records Series Title ®riginsl Vital Office Storage Reteration Legal Citation Cash Tum -In Reports Yes NO C+ lY C+IY DP Landfill Receipts Yes Nfo C+3Y C+3Y CGC34090/DP Missed Kmnos Punch.Fonns Yes No C+2Y C+2Y CGC34090/DP Northstar Work Orders Yes No IY IY DP Private Hauler Reports Yes Yes 3Y 3Y CGC34090/DP Private FIauler Vendor Files iia Yes 3Y 3Y CGC34090/DP Receipt Books Yes No C + I Y C+ IY Iii' Request forAWI,Comp. - OT Yes No C+2Y C+2Y CGC34090/DP Request for Proposals Yes No ACT SY ACT+SY CGC34090/DP RFP -SuCcfs5fnl Yes No ACT 5Y ACT +SY CGC34090/DP RPP -unsuccessful Yes No ACT 2Y ACT +2Y CCC34090 SCD TrattsferTkUAs Yes Yes C+3Y C+3Y CGC34090/DP NTa 2T 3Y DP Vendor Payments Yes No C+2Y C+2Y CGC34090A)P Budget Working Papers 'Yes No 2Y 2Y - CGC34090 Fleet- Above Ground 3torago Tank Imp. Yes Yes ACT+ 3Y ACT+ 3Y 40CI-aII2.7eIDP Fleet -Aerial LiftImpeotions Yes Yes ACT+3Y ACT +3Y DP Fleet -A5T Training Records Yes Yes E+3Y ] +3Y DP Fleet -CHP Bit Impectioo(Electronic) NO Yes 2Y 2Y VC34S01.12 FImt- Heavy Duty Driver Insp.Report Yes Yes 3M 3m CFR396.11 MIS Page 56 of 60 Page 57 of 60 In In Total Records Sebes Title Original Vital Office Storage Retention Legal Citation Fleet -Periodic Smoke Inspection (PSI) Yes Yes ACT +2Y ACT +2Y 13CCR2190 Fleet - Preventive Plaint Does. (Electronic) Yes Yes LV LV DP Fleet - Smog Inspection Don. Yes Yes ACT +3Y ACT+3Y HS44019 Fleet - Tire Program Yianifest Receipts Yes No ACT +3Y ACT +3Y 14CCR7401 i:lect- Vehicle Records Yes Yes LV LV DP Personnel Piles Yes No E E DP RFP - successful Yes No ACT 5Y ACTS- SY CGC34090/DP RPP -Unsuccossful Yes Na ACT 2Y ACT +2Y CGC34090 Street -Asphalt Work Orders, Yes No ACT +6Y ACT+6Y CGC34090I13P Street -Concrete Work0:dcrs Yes No ACT +6Y ACT +6Y CGC34090/DP Street-SidewalkInspeetions Yes No ACI'+6Y ACT+6Y CGC34090(iDP Street -Warehouse Requisition Forms Yes No 2Y 7Y 9Y DP Street- Work Orders, DIB Electronic Yes No INA IND IND CGC34090/DP Applications Yes No PEW PERM PERM DP Books Yes No MIZM PERM PERM DP Budget Working Papers Yes No 2Y 2Y CCYC34090 Hyperion Yes No 2Y MY 12Y CGC34090YDP Invoices, Moss Avenue No No IND IND IND CGC34090/DP Litigation Files No Yes ACT MY ACT +IOY DP Ordir=ce, Water Division No No R R DP Page 57 of 60 2015 Page 58 of 60 In In Tofiai Records Series Title Orifi nal Vital Office Storage Retention Legal Citation Amlilted Files Yes No ACT 30Y ACT + 30Y 29CFRI920.120 Project Files 'Yes No ACT 5Y ACT --SY CGC34090IDP ProjectFileslTME Yes No ACT 10Y ACT+ 10Y DP Property Tax Invoices Yes No PERM .PER.M PERM 26CM301.6501/DP RFP - Success-fill Yes No ACT 5Y ACT+ 5Y CGC340901i)P RFP- Unsuccessful 'Yes No ACT 2Y ACT-r2Y CGC34090 Surveys Ycs No PBRidI PERM PERM CGC34M/DP Administrative Files Yes No LOB LOIS LOB CGC34090/DP Permits, Sewer Yes No LOB IND L03 CGC3409GMP PrnjectFiles Yes Na LOB IND LOB CGC34090/DP Referenco Nlaterials Yes No U U DP A/PPiles No No 5Y 5Y . CGC340901DP Compliance Reports No Yes IND IND 22CCR64469/40CFR141.33 Consumer Complaints Yes NO SY 5Y 22CCR64469 Ground Water- Production Records Yes Yes PLAN PERM CGC34090 Lab Test ResultslrF7ater Quality Yes Yes 1tiY MY 22CCR64469/40CFRI41.33 Plant Operation Records Yes Yes lNi3zIND 22CCR64469 RFP - Successful Yes NO ACT SY ACT +SY CCC34090/DP "P- Unsuccess€ul Yes No ACT 2Y ACT +2Y CGC34090 BackilowPreventionDevice (Electronic) Yes No 3Y 3Y FS 116800 2015 Page 58 of 60 Page 59 of 50 In In Total Records Series Title Original Vital office storage Retention Legal otation Rillables Yes NO 3Y 3Y DP Comtl:ction 1vleps No No PERM PERM PERM DP Damage Rpt, City Properly (Electronic) To No 3Y 3Y DP Damage Rg, Vehicle (Electronic) NO No 3Y 3Y DP Firc I-Iy4rant Plow Tests'(Elcotreaic) No No PEKM PERM PERM CGC34090/DP Flow Charts Yes No 4Y by CGC34090MP GenLinbilityAceidentRpt. (Electronic} No No 3Y 3Y CGC34090 Inspection Reports (EIectronic) Yes Na 5Y 5Y COC34090MP Meter Read (Electronic) leo No I IY IJP Valves Books Yes No PERM PERM PERM CGC34090/DP Vehicle Jhspeciion.Report No No 3Y 3Y CGC34090 was te/Watermaps Yes No PERM PERS[ PERM CGC34090/DP Water Main Failure Reports NO No PERM PER14 PERM CW34090ADF Water Maps Yes No PERM PERM PERM CC3C34090/DP Work Orders (EI eoironic) Yes No PERM PERM PERM D'F Page 59 of 50 In in Total Records Series Title Original Vital Office Storage Retention Legal Citation # =After Audit, ACT= While Active or Term Ends or Expires, AR=After Recorded, C = Curreat, DP = Department Policy, E =While, filth and Safety, M =Indefinite, LIB =Life of Building, LOO= Life of Ilusiness, LP = Life of Ps•oieet, LV =Life of Vchielc, M = Mouths, PEI = it, PERM =Permanent, PI® =Prtintouts, R = Reference, S = Until Superseded or Recorded Over, T =Term, TR= Transfer to Police Records, o Human Resources, TI25M = Transfer to Risk Management, U= As long as the document is useful, Y =Years, AG ®P = A,t[oa ney General de of Civil Procedure, CI'R= Code of Federal Regulations, CGC = California Government Code, CLC = California Labor Code, EC = Legal Consideration, PC= Penal Code, UTC = Uniform Tire Code, USC =United State Cotte and'Y'YiC = Welfare and Institutions Code. does not allow :for one year retention period, **Set seperate document for retention periods based on City Council Meeting outcomes. 2015 Page 50 of 60 Adopted and approved this 12t� day of July, 2016. I, Denise Anderson -Warren, City Clerk of the City of Santa Moa, do hereby certify that the foregoing Resolution No. 10�,(CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 121" day of July, 2016, by the following vote: AYES: Councilmembers O'Connor, O'Day, Himmelrich, Davis, Mayor Vazquez NOES: None ABSENT: Councilmember McKeown, Mayor Pro Tem Winterer ATTEST: Denise Anderson -Warren, City Clerk