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SR 07-12-2016 3J    Dent/Div   Records Series Title  Original  Vital In Office In Storage Total Retention   Legal Citation CCSComm. Recreation LeaguesDirector RFP Rejected Yes No IY 2Y 3Y CGC34090 CCSComm. Recreation LeaguesPlayer Waiver Forms Yes No IND IND IND DP CCSComm. Recreation LeaguesTeam Registration Yes No 2Y  2Y DP CCS Comm. Recreation Meeting Room Permit Applications Yes No IY  IY DP CCS Comm. Recreation RFP- Successful Yes No ACT 5Y ACT+SY CGC34090 CCS - Comm. Recreation RFPUnsuccessfbl Yes No ACT 2Y ACT+2Y CGC34090 CCS - Comm. Recreation SMARS Registration/Waiver Forms Yes No IY  IY DP CCSComm. Recreation SMARS Volunteer Reg/Waiver Forms Yes No IY  IY DP CCS - Comm. Recreation Sports Advisory Council Packet Yes Yes IY PERM PERM DP CCSComm. Recreation Sports Facilities Permit Application Yes No IY  IY DP CCS - Comm. Recreation Surf Permit Approval Letters Yes No IY 3Y 4Y DP CCS Comm. Recreation Surf Pem1it RFP Yes No IY 3Y 4Y CGC34090 CCS Comm. Recreation Surf Permit RFP Rejected Yes No IY 2Y 3Y CGC34090 CCS Comm. Recreation Swim -Field Trip Permission Slips Yes No IY  IY DP CCS- Corum. Recreation Swim -Permit Applications Yes No 2Y  2Y CGC34090 CCS- Comm. Recreation Swim -Vendor Agreements Yes No ACT+ IY  ACT+ IY DP CCS - Comm. Recreation Swim- Vendor RFP Rejected Yes No IY 2Y 3Y CGC34090/DP CCS - Comm. Recreation Swim Center Regi\Vaiver Forms Yes No IY  IY DP CCS - Comm. Recreation Tennis -Court Reservations Yes No IY  IY DP CCS- Comm. Recreation Tennis- Private Instructor Approval Yes No IY  IY DP    Monday, June 27,2016 Page 7 of 58   In D ept/Div Records Series Title Original Vital Office In Storage Total Retention  Legal Citation CCSComm. Recreation  Tennis- Tournament Director Agreement Yes No ACT+lY   ACT+ IY DP CCS - Comm. Recreation  Tennis- Tournament Director RFP Rejected Yes No IY 2Y  3Y CGC34090 CCS - Comm. Recreation  The Cove- Class Reg/Waiver Forms Yes No IY   lY DP CCS-Comm. Recreation The Cove- Daily Maintenance Records Yes No lY 2Y  3Y DP CCS -Comm. Recreation  The Cove - Registration/Waiver Fonns Yes Yes IND IND IND DP CCS -Comm. Recreation Winter Display Applications Yes Yes IND IND  IND DP CCS -Comm. Recreation Winter Display Site Approval Yes Yes IND IND  IND DP CCS -Comm. Recreation  WSO- Board Meeting Minutes Yes Yes IY PERM  PERM DP CCS - Comm. Recreation WSO -Financial Records Yes No 3Y   3Y CGC34090/DP CCS - Comm. Recreation WSO -Medical Releases Yes No 3Y  3Y CGC34090/DP  CCS - Cultural Affairs Annenberg Files Yes No 2Y   2Y CGC34090 CCS - Cultural Affairs Annenberg Historical Records Yes Yes PERM PERM  PERM DP CCS - Cultural Affairs Artist Files Yes Yes ACT PERM  PERM DP CCS - Cultural Affairs Arts Commission Audio Tapes Yes No 6M   6M DP CCS - Cultural Affairs Arts Commission Packet Yes Yes 4Y PERM  PERM DP CCS - Cultural Affairs Cash Receipts Yes No ACT SY ACT+SY 26CFR301.6501 CCS - Cultural Affairs Event Files- Annen berg Yes No ACT 7Y ACT+7Y CGC34090/DP CCS - Cultural Affairs Event Historical Files Yes Yes PERM PERM  PERM DP CCS - Cultural Affairs Grant Files Yes No 2Y 8Y  lOY CGC34090/DP  CCS - Cullural Affairs Miles Playhouse Program Files Yes No IY 6Y  7Y CGC34090/DP    Monday, June 27,2016 Page 8 of 58   In In Total Dentilliv  CCS- Cullural Affairs Records Series Title  Project Files Original  Yes Vital  No Office  ACT Storage  PERM Retention  PERM Legal Citation  DP CCS- Cultural Affairs RFP - Successful Yes No ACT SY ACT+SY CGC34090 CCS- Cultural Affairs RFP - Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 CCS - Cultural Affairs Show Files, One of a Kind Yes Yes PERM PERM PERM DP  CCS - Cultural Affairs  Show Files, Repetitive Yes No ACT 3Y  ACT+3Y DP CCS- Human Services Applications/Scholarships Yes No 3Y  3Y CGC34090/DP CCS - Human Services Audio Tapes Commission Meeting Yes No 6M  6M DP CCS - Human Services Chronological Files Yes No SY  5Y CGC34090/DP CCS - Hnman Services Commission!Task Force Packet Yes No PERM PERM PERM CGC34090/DP CCS- Human Services Complaints Yes No 6Y  6Y CGC34090/DP CCS - Human Services Contracts/Agreements Yes No ACT 5Y ACT+SY CGC34090/DP CCS- Human Services Financial Records Yes No 2Y 5Y 7Y CGC34090/DP CCS - Human Services Homeless Community Court Yes No 2Y 3Y 5Y CGC34090/DP CCS - Human Services Homeless Project Homecoming Yes No 2Y 3Y 5Y CGC34090/DP CCS- Human Services Homeless Service Registry Yes No 2Y 8Y lOY CGC34090/DP CCS- Human Services  HUD/CDBG Yes Yes ACT 25Y ACT+25Y CGC34090/DP  CCS- Human Services  PAL Board Financials Yes No 3Y 7Y  lOY CGC34090/DP CCS- Human Services PAL Board Minutes Yes Yes 3Y PERM PERM CGC34090/DP  CCS -Human Services  PAL Event Files Yes No 3Y   3Y CGC34090/DP CCS - Human Services PAL Event Photographs Yes No PERM PERM PERM DP    Monday, June 27, 2016 Page 9 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citati on CCSHuman Services  PAL Financial Back up Material Yes No SY   SY CGC34090/DP CCS Human Services PAL Participant Files Yes No 2Y SY 7Y CGC34090/DP CCSHuman Services PAL Summer Food Service Program Yes No SY  5Y CGC34090/DP CCSHuman Services Personnel Related Files Yes No ACT+2Y SY ACT+7Y CGC34090/DP CCS Human Services Program Files Yes No ACT lOY ACT+ lOY CGC34090/DP CCS Human Services Project Files Grants Yes No ACT 20Y ACT+20Y CGC34090/DP CCS Human Services Prop A Funds Yes Yes ACT 4Y ACT+4Y PUC99243  CCSHuman Services  Reed Park Applications, Fin. Assistance Yes No 2Y SY  7Y CGC34090/DP CCS Human Services Reed Park CREST Historical Records Yes Yes PERM PERM PERM DP  CCS Human Services  Reed Park CREST Program Files Yes No lY 9Y  lOY CGC34090/DP CCS Human Services Reed Park Registration/Attendance Forms Yes No 2Y  2Y CGC34090 CCS Human Services Reed Park Timecards Yes No 3Y  3Y CGC34090/DP CCSHuman Services RF PSuccessful Yes No ACT SY ACT+SY CGC34090 CCS Human Services RF PUnsuccessful Yes No ACT 2Y ACT+7Y CGC34090 CCSHuman Services Rosie's Girls Programs Files Yes No 2Y SY 7Y CGC34090/DP CCS - Human Services Sr. Nutrition Program Files Yes No ACT 6Y ACT+6Y CGC34090/DP CCS Human Services Sr. Rec. Advisory Council Minutes Yes Yes lY PERM PERM CGC34090 CCSHuman Services  Sr. Rec. Program Files Yes No ACT 6Y  ACT+6Y CGC34090/DP CCS Human Services VAP Accounts Payable/Contracts Yes No 3Y  3Y CGC34090/DP CCSHuman Services VAP Advisory Board Minutes Yes Yes PERM PERM PERM CGC34090/DP    Monday, June 27,2016 Page 10 of 58     Deot/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation CCSHuman Services VAP Community Events Yes No 3Y   3Y CGC34090/DP CCS Human Services  VAP Deposits Yes No 3Y   3Y CGC34090/DP CCS -Human Services VAP Enrollment Forms Yes No 2Y   2Y CGC34090 CCS -Human Services VAP Program Files Yes No 3Y   3Y CGC34090/DP CCS -Human Services VAP Registration Forms Yes No 2Y   2Y CGC34090  CCS - Human Services VAP Room Rental Applications Yes No 2Y   2Y CGC34090  CCS - Human Services VAP Sign In Sheets Yes No 2Y   2Y CGC34090 CCS -Human Services VAP Summer Food Program Yes No SY   SY CGC34090/DP CCS -Human Services VAP Trade Intern Files Yes No 3Y   3Y CGC34090/DP  City Attorney - Admin.  Budget, Final Yes No IND IND  IND CGC34090/DP City Attorney - Admin. Budget, Working Papers Yes No IND IND IND CGC34090/DP  City Attorney - Admin. CAO Payment Receipts Yes No ACT SY  ACT+SY 26CFR3 01.650 I City Attorney - Admin. Chronological Files Yes No IND IND  IND CGC34090/DP City Attorney - Admin. Fee Agreement/Retainers Yes Yes IND IND  IND DP City Attorney- Admin. Financial Records Yes Yes ACT 5Y  ACT+SY DP City Attorney- Admin. Opinion Files Yes No IND IND  IND CGC34090/DP City Attorney - Admin. Personnel Files, At Will Yes No IND IND  IND CGC34090/DP City Attorney - Admin. Rejection Letters Yes No ACT lOY  ACT+ lOY CGCI2946/DP City Attorney - Admin. Subject Files, Marsha Moutrie Yes Yes IND IND  IND CGC34090/DP City Attorney- Admin. Time Sheets, Attorneys Yes No IND IND  IND CGC34090/DP    Monday, June 27,2016 Page 11 of 58    Dept!Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation  City Attorney- Civil Lil  Case Cards Yes Yes PERM PERM  PERM CGC34090/DP  City Attorney- Civil Lit  Closing Papers Yes No ACT 20Y  ACT+20Y CGC34090/DP City Attorney- Civil Lit Open & Closed Cases, Litigation Yes No ACT 20Y ACT+20Y CGC34090/DP Cily Attorney- Civil Lit Open & Closed Monlhly Reports Yes No R   R DP City Attorney - Civil Lil Structure Settlement Agreement Yes Yes PERM PERM PERM DP  City Attorney- Civil Lit  Subpoenas Yes No lY   lY CGC34090/DP  City Attorney - CPU  Closed Cases Yes No 3Y 17Y  20Y CGC34090/DP City Attorney- Criminal Appeal Log Book Yes No R  R DP City Attorney- Criminal Bench Warrants Yes No lY 19Y 20Y CGC34090/DP City Attorney - Criminal Business License Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney - Criminal Citations Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney - Criminal Closed Case Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney - Criminal Closed Cases, Domestic Violence Yes No ACT lSY ACT+ lSY CGC34090/DP City Attorney - Criminal Criminal Prosecutor Control Yes No R  R DP City Attorney - Criminal Investigation Files Yes No ACT lOY  ACT+ lOY CGC34090/DP City Attorney - Criminal Records Inventory Sheets Yes Yes PERM PERM PERM DP  City Attorney - Criminal  Research Files Yes No R   R DP City Attorney - Criminal Restitution Files Yes No ACT lOY  ACT+ lOY CGC34090/DP City Attorney - Muni Law Administrative Hearing Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney - Muni Law Airport Cases Yes Yes PERM PERM PERM DP    Monday, June 27,2016 Page 12 of 58   In D ent/Div Records Series Title Original Vital Office In Storage Total Retention  Legal Citation City AttorneyMuni Law Appointment/Conference Room Book Yes No R   R DP City Attorney- Muni Law Bankruptcy Files Yes No lY SY 6Y CGC34090/DP City Attorney- Muni Law Chronological Files Yes No lOY  lOY CGC34090/DP  City Attomey - Muni Law  Closed Files Yes No ACT 20Y ACT+20Y CGC34090/DP City Attorney - Muni Law Land Use Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney - Muni Law MTBE Cases Yes Yes PERM PERM PERM DP City Attorney- Muni Law Personnel Related Case Files Yes No ACT JOY  ACT+ JOY CGC34090/DP City Altomcy- Muni Law Pitchess Molion Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Altorney- Muni Law Public Record Requests Yes No 3Y  3Y CGC34090/DP City Clerk - Admin. AlP Files No No 4Y   4Y CGC34090 City Clerk- Admin. Audio Tapes of City Council Meetings Yes No 2Y   2Y CGC34090 City Clerk- Admin. B&C Application - Accepted Yes No ACT+7Y  ACT+7Y DP City Clerk- Admin. B&C Application -Not Acted Upon Yes No IY  lY DP City Clerk- Admin. B&C Directory Yes Yes PERM  PERM CGC34090/DP City Clerk- Admin. Campaign Statement Log Yes No ACT+7Y  ACT+7Y CGC34090/DP City Clerk - Admin. Claim File- Copies No No 6M  6M DP City Clerk - Admin. Claim Logs Yes No 7Y  7Y CGC34090 City Clerk- Admin. Contract Index Card File Yes No R  R CGC340901DP City Clerk - Admin. Contract Log Book Yes No R  R CGC34090/DP City Clerk- Admin. Contract Sign Tn Log Yes No ACT+IY  ACT+JY CGC34090/DP    Monday, June 27,2016 Page 13 of 58    D eptmiv Records Series Title Original  Vital In Office In Storage Total Retention  Legal Citation City Clerk- Admin. Domestic Partnership Agreements Yes No lND   lND CGC34090/DP City Clerk- Admin. l'ileKeepers Pick Up Log Yes Yes PERM  PERM DP City Clerk- Admin. Form 700, Statement ofEcon. Interest Yes No ACT+7Y  ACT+7Y CGC8l 009(d) City Clerk- Admin.  Internet Authorization (City Website ) Yes No ACT+6M   ACT+6M CGC34090/DP  City Clerk- Admin. Miscellaneous Cash Receipts Yes No 3Y   3Y CGC34090 City Clerk- Admin.  Oaks Logs Yes No 6Y   6Y CGC34090/DP  City Clerk - Admin.  Oaks Sheets Yes No lOY   lOY CGC34090/DP City Clerk - Admin.  Oath of Office Yes No T+7Y   T+7Y CGC34090 City Clerk - Admin. Ordinance Log Book Yes No R  R CGC34090/DP  City Clerk.- Admin. Passport Transmittal Forms Yes No 24M   24M CGC34090 City Clerk - Admin. Proof of Publication Yes No 3Y   3Y CGC34090/DP City Clerk - Admin. Public Records Request Yes No 2Y  2Y DP City Clerk - Admin.  Record Destruction Certificates Yes Yes PERM   PERM CGC34090/DP City Cler k Admin.  Record Transmittals Yes Yes PERM   PERM CGC34090/DP City Cler kAdmin. Record Transmittals, Destroyed Records Yes Yes PERM  PERM CGC34090/DP City Cler kAdmin. Resolution Log Book Yes No R  R CGC34090/DP City Cler k Admin. Statement of Eeon. Interest Copies No No 4Y  4Y CGC8l009 City Clerk- Admin. Statement of Econ. Interest Log Yes No ACT+7Y   ACT+ 7Y CGC34090/DP City Clerk - Admin.  Statement ofEcon. Interest Successful Yes No ACT+7Y   ACT+7Y CGC34090/DP City Clerk - Admin. Subject File Index Cards Yes No R  R CGC34090/DP    Monday, June 27,2016 Page 14 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation  City Clerk - Election Absent Voter ID Envelope Yes No 6M   6M EC17302  City Clerk - Election Assisted Voter Lists Yes No 6M   6M EC17304 City Clerk - Election Ballot Designation Worksheet Yes No ACT+ IM   ACT+ 1M EC20442  City Clerk - Election  Ballot Receipts Yes No 6M   6M ECI7302 City Clerk - Election  Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M   6M ECI7302  City Clerk - Election Ballots, Absent Voter Yes No 6M   6M EC17505 City Clerk - Election Ballots, Voted Yes No 6M   6M EC17306 City Clerk - Election Campaign Statement, Copies Yes No 4Y   4Y CGC81009  City Clerk -Election Campaign Statement, Other Elected Yes Yes 7Y   7Y CGC81009  City Clerk - Election  Campaign Statement, Successful Yes Yes IND   IND CGC81 009(b)  City Clerk - Election  Campaign Statement, Unsuccessful Yes No 5Y   SY CGC81009 City Clerk - Election Challenge Lists Yes No 6M   6M ECI7304 City Clerk - Election  Code of Fair Campaign Practices Yes No ACT+ 1M   ACT+ 1M EC20442 City Clerk - Election  Indexes Yes No 6M   6M ECI7304 City Clerk - Election Internet Authorization (City Website) Yes No 6M   6M EC20442 City Clerk - Election Nomination Papers (All) Yes No T+4Y   T+4Y ECI7100  City Clerk - Election Petitions (Initiatives, Referendums, Recalls ) Yes No ACI+8M   ACT+8M ECI7200  City Clerk - Election  Precinct Maps Yes No 6M   6M ECI7501  City Clerk - Election  Precinct Offical Materials Yes No 6M   6M EC17503 City Clerk - Election  Roster of Voters Yes No 5Y   SY ECI7300    Monday, June 27,2016 Page 15 of 58    D eptmiv Records Series Title Original  Vital In Office In Storage Total Retention  Legal Citation City Clerk- Election  Statement of Economic Interests Successful Yes No ACT+7Y   ACT+7Y GC81009 City Clerk - .Election  Tally Sheet Yes No 6M   6M EC17304  City Clerk - Election Unqualified Measure Petitions Yes No ACT   ACT+8M EC20442  City Clerk - Legislative  Affidavit ofPostings Yes No 6Y   6Y CGC34090/DP City Clerk- Legislative Agendas Yes No 6Y   6Y CGC34090/DP City Clerk- Legislative Charters Yes Yes PERM  PERM DP  City Clerk - Legislative Contracts, Capital Improvement/City Property Yes Yes PERM   PERM DP City Clerk - Legislative  Contracts, Construction Maintenance Yes No ACT+ lOY   ACT+ lOY CGC34090/DP City Clerk - Legislative Contracts, Supplies Yes No ACT+3Y  ACT+3Y CGC34090/DP City Clerk - Legislative Contracts, Vehicles Yes No l5Y  l5Y CGC34090/DP City Clerk - Legislative Council Packet, Copy No No lY  lY DP City Clerk - Legislative Deeds Yes Yes PERM  PERM CGC34090/DP  City Clerk- Legislative  Election Files Yes No PERM   PERM DP City Clerk - Legislative Legislative Subject Files Yes Yes PERM  PERM DP City Clerk - Legislative Minutes, City Council Yes Yes PERM  PERM CGC34090 City Clerk - Legislative Minutes, Parking Authority Yes Yes PERM  PERM CGC34090 City Clerk - Legislative Minutes, Redevelopment Agency Yes Yes PERM   PERM CGC34090  City Clerk - Legislative  Notice of Adjournment Yes No 6Y   6Y CGC34090 City Clerk - Legislative Ordinances, City Council Yes Yes PERM  PERM CGC34090  City Clerk - Legislative  Request to Speak (Chits) Yes No 2Y   2Y CGC34090/DP    Monday, June 27,2016 Page 16 of 58     D ept/Div Records Series Title Original  Vital In Office In Storage Total Retention  Legal Citation City Clerk- Legislative  Resolutions, City Council Yes Yes PERM   PERM CGC34090 City Clerk- Legislative Resolutions, Housing Authority Yes Yes PERM   PERM CGC34090 City Clerk- Legislative Resolutions, Parking Authority Yes Yes PERM   PERM CGC34090  City Clerk - Legislative Resolutions, Redevelopment Agency Yes Yes PERM   PERM CGC34090 City Clerk- Support Servic AlP Files Yes No 2Y   2Y CGC34090 City Clerk- Support Scrvic Monthly Copy ofBilling Report Yes No 2Y   2Y CGC34090 City Clerk- Support Servic Monthly Mail Room Billing Report Yes No 2Y   2Y CGC34090 City Clerk- Support Servic Printing Requests Yes No 3Y   3Y CGC34090/DP  City Clerk- Support Servic  UPS Book Yes No s  s DP City Council Administrative Files Yes No ACT   ACT DP City Council Budget No No 4Y   4Y DP City Council  Budget Working Papers Yes No 3Y   3Y CGC34090/DP City Council Commendations/Proclamation No No 5Y   5Y CGC34090/DP City Council Complaint Files Yes No 4Y   4Y CGC34090/DP City Council Council Correspondence Yes No 3Y 8Y  IIY CGC34090/DP City Council Council Travel Financial Report Yes No 7Y   7Y CGC34090/DP  City Council  Equipment Manuals Yes No s  s DP City Council Persmmel Files No No E  E DP City Council Purchase Orders Yes No 3Y  3Y CGC34090/DP City Council Request for Warrants Yes No 3Y   3Y CGC34090/DP    Monday, June 27,2016 Page 17 of 58  I n In Total  Vital Office Stor·a g e Retention Le g al Citation   Dcpt/Div Records Series Title 01·iginal  City Council  City Council  City Council Requisitions  Subject Files  Time Cards Yes  Yes  Yes No  No  No 3Y ACT IY  SY 3Y ACT+SY IY CGC34090/DP CGC34090/DP DP City Council Vendor Files Yes No 3Y   3Y CGC34090/DP City Manager- Admin. Administrative Instructions, Final Yes Yes PERM PERM  PERM CGC34090/DP City Manager - Admin.  CMO Document Log Yes No IY   IY DP City Manager - Admin. FEMA, Earthquake No No AA AA  AA CGC34090/DP City Manager - Admin. Lobbying State Filings No No 3Y   3Y DP City Manager - Admin. MTBE Subject Files No No ACT SY ACT+5Y CGC34090 City Manager - Admin. Oaks h1itative (Electronic ) Yes No 2Y  2Y DP City Manager- Admin. Personnel Files No No E   E CGC34090/DP City Manager- Admin. Purchase Orders No No 3Y   3Y CGC34090 City Manager - Admin. Request for Warrant No No ACT 3Y ACT+3Y CGC34090 City Manager - Admin. RFP - Successful Yes No ACT 5Y ACT+SY CGC34090/DP City Manager - Admin. RFP- Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090 City Manager- Admin. Santa Monica Place Yes No IND IND  IND CGC34090/DP City Manager- Admin. Subject Files No No ACT 5Y  ACT+5Y CGC34090/DP City Manager- Admin. Subjet Files -Special Project Yes No PERM PERM  PERM CGC34090/DP City Manager - Admin. Task Force Yes No ACT 6Y ACT+6Y CGC34090/DP City Manager - Admin. Telecom No No JND IND  JND CGC34090/DP    Monday, June 27,2016 Page 18 of 58     D eot/Div Records Series Title Original  Vital In Office In Storage Total Retention   Legal Citation City Manage r Admin.  Time Warner/Century Cable Yes No IND IND  IND CGC34090/DP City Manage r Admin.  Vendor Files/Contracts No No 3Y   3Y CGC34090/DP City ManagerCity TV  Administrative Files No No ACT   ACT DP  City ManagerCity TV  Community Projects DVD Yes Yes JND lND lND DP City ManagerCity TV Council Meeting DVD Yes Yes IND IND JND DP  City ManagerCity TV  Equipment Manual Yes No s  s DP City Manager - City TV Program Rights Agreement Yes No ACT+2Y  ACT+2Y CGC34090/DP  City Manager - City TV RF P Successful Yes No ACT 5Y  ACT+ 5Y CGC34090 City ManagerCity TV RFP Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090 City ManagerCity TV Time Warner/Century Cable Yes Yes JND lND lND DP City ManagerOEM After Action Report Yes No 3Y   3Y CGC34090/DP City Manage r OEM AI Case FilesNon Criminal Yes No 5Y   SY CGC34090/DP City Manage rOEM Audio Recorder Files Homicide Yes Yes PERM PERM  PERM PC799 City Manage rOEM Background Investigatio n Hired Yes No PERM PERM  PERM CGC34090/DP City Manager OEM Background InvestigationNot Hired Yes No 5Y  5Y CGC34090/DP City Manager- OEM  Complaint Files!fapes Yes No 5Y   SY CGC34090/DP City ManagerOEM Credit Card Receipts Yes No 7Y   7Y CGC34090/DP City Manage rOEM  CTOFiles Yes No 2Y   2Y CGC34090 City ManagerOEM  Disaster Plan Yes Yes S+2Y   S+2Y DP  City ManagerOEM  OEM Volunteer Yes No ACT+ IY   ACT+ lY DP    Monday, June 27,2016 Page 19 of 58  In In Total  Vital Office Storage Retention Legal Citation   Dept/Div Records Series Title Original  City ManagerOEM  City Manager OEM Personnel Files  Pub Safety Radio!felephone Rec. Yes  Yes No  Yes E  SY  E  SY DP  PC832.5b/DP  City ManagerOEM  RF PSuccessful Yes No ACT SY  ACT+SY CGC34090 City Manager OEM RF P Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 City Manager OEM Sit Along Waiver Yes No 4Y  4Y CGC34090/DP City ManagerOOCA AlP Files Yes No 2Y  2Y CGC34090 City Manager OOCA Administrative Files Yes No ACT+ IY  ACT+ IY DP City ManagerOOCA Personnel Files No No E  E DP City Manager OOCA Purchase Orders Yes No 3Y  3Y CGC34090/DP City ManagerOOCA RFP Successful Yes ·No ACT SY  ACT+SY CGC34090 City Manager OOCA RFP Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090 City Manager OOCA Subject Files Yes No ACT SY ACT+SY CGC34090/DP City Manager OOCA Vendor Files/Contracts Yes No ACT+3Y 2Y ACT+SY CGC34090/DP City Manager OPM Administrative Files Yes No ACT+SY  ACT+SY CGC34090/DP City Manager OPM Pier Board Packet Yes Yes PERM PERM PERM DP City Manager OPM  Purchase Orders Yes No 3Y   3Y CGC34090/DP City ManagerOPM Request for Warrants Yes No 3Y  3Y CGC34090/DP City Mm.1agerOPM RF PSuccessful Yes No ACT SY ACT+SY CGC34090 City Manager- OPM RFPUnsuccessful Yes No ACT 2Y ACT+2Y CGC34090 City Manager OPM Vendor Files Yes No ACT+3Y  ACT+2Y CGC34090/DP    Monday, June 27,2016 Page 20 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation City Manager- OSE Administrative Citations/Appeals Yes Yes ACT SY ACT+5Y CGC34090/DP City Manager - OSE Audio Tapes (Electronic) Yes Yes 2Y   2Y CGC34090 City Manager - OSE Environmental Reference Material Yes Yes IND IND  lND DP City Manager - OSE Environmental Reports Yes Yes PERM PERM PERM CGC34090/DP City Manager - OSE Grants Yes Yes ACT SY ACT+5Y 24CFR570.502/DP City Manager- OSE HHW Manifests Yes Yes PERM PERM  PERM 40CFR263.22/DP City Manager - OSE Rebate Application (Electronic) Yes No ACT+2Y  ACT+2Y DP City Manager - OSE  Retrofit Upon Sales Compliance Certificate Yes Yes PERM PERM  PERM DP City Manager- OSE RFP - Successful Yes No ACT SY ACT+5Y CGC34090 City Manager - OSE RFP - Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090 City Manager - OSE TFE Meeting Packet Yes Yes PERM PERM PERM DP Finance - AlP  1099 Forms Yes No 4Y 6Y  lOY CGC34090/DP Finance - A/P Check Copy, Back Up Yes No 2Y 8Y  lOY CGC34090/DP Finance -AlP Check Register Yes No 2Y 8Y  lOY 26CFR301.6501/DP Finance- AlP Fiscal Year End Roll Over Files Yes No 2Y 8Y  lOY CGC34090/DP Finance- AlP Positive Pay Yes No 2Y 8Y  lOY 26CFR301.6501/DP Finance- AlP Purchase Card Trans. Log Yes No 2Y 8Y lOY 26CFR301.6501/DP Finance - A/P Sales & Use Tax Returns Yes No 2Y 8Y lOY 26CFR301.65011DP Finance- AlP Stop Payments Yes No 2Y BY lOY 26CFR301.6501/DP Finance- AlP Void Warrants (Checks) Yes No 2Y SY  lOY 26CFR301.6501/DP    Monday, June 27,2016 Page 21 of 58  In In Total  Vital Office Storage Retention Legal Citation   Dept/Div Records Series Title Original  Finance w Admin. Finance Dept. Payables Yes No 3Y  3Y DP FinanceAdmin. Monthly investment Reports Yes No 2Y 5Y 7Y 26CFR301.650l Finance w Admin. Personnel Files No No E   E DP Finance Admin. Project Files Yes No PERM PERM PERM DP Finance w Budget BudgetEstimating Documentation No No 2Y 4Y 6Y CGC34090/DP Finance Budget Budget Batch backup Yes No lOY  lOY CGC34090/DP Finance- Budget Budget Instructions Yes No 4Y  4Y CGC34090/DP Finance- Budget Budget Revenue Mid-Year No No ACT 5Y ACT+5Y CGC34090/DP Finance- Budget Budget Review Meeting Decision Pack Yes No 2Y  2Y CGC34090 Finance w Budget CAFR Analytics Yes No 3Y  3Y CGC34090/DP Finance Budget CAFR Supplemcntals Yes No 2Y  2Y CGC34090 Finance- Budget City Council Actions Yes No 2Y  2Y CGC34090 Finance- Budget Cost Allocation Plan Yes No ACT+2Y  ACT+2Y CGC34090 Finance - Budget Departmental Budget Request Yes No 4Y  4Y CGC34090/DP Finance- Budget M.O.U. Costing Documentation No No R  R DP Finance- Budget MOE Bud Changes Yes No 4Y  4Y CGC34090/DP Finance- Budget Working Papers, 5 Year Forecast Yes No 4Y  4Y CGC34090/DP Finance - Budget Working Papers, Budget Yes No 4Y   4Y CGC34090/DP Finance- Budget Working Papers, Mid Year Yes No 4Y  4Y CGC34090/DP Finance- Budget Working Papers, Year End Yes No 4Y   4Y CGC34090/DP    Monday, June 27,2016 Page 22 of 58  In Total  Storage Retention Legal Citation  In Dept/Div Records Series Title Original Vital Office  Finance- Earthquake Finance - Earthquake Finance - Earthquake Finance - Earthquake Damage Assessment Photographs  Damage Survey Report  DSRFile  Earthquake Work Order Add To Yes Yes Yes Yes No No No No AA AA AA AA  AA AA AA AA CGC34090/DP CGC34090/DP DP CGC34090/DP Finance- Earthquake Project Cost Summary Yes No u  u DP Finance- Earthquake Project Cost Summary, Final Yes No AA  AA CGC34090/DP Finance- Earthquake Summary Detail Expenditure Reports Yes No AA  AA DP Finance - Earthquake Time Cards, After Earthquake No No AA  AA DP Finance- Earthquake Vendor Files Yes No AA  AA DP Finance- FR 1099's for Bonds Yes No IY 9Y lOY CGC34090/DP Finance- FR Accounts Receivable Yes No 2Y BY lOY 26CFR301.6501 Finance- FR  Administrative Files Yes No u  u DP Finance- FR Bank Reconciliations Yes No 2Y 8Y lOY 26CFR301.6501 Finance- FR Cash Receipts Yes No 2Y 8Y lOY 26CFR301.6501 Finance- FR Financial Reports, Audited No No R  R DP Finance- FR Fixed Asset Yes No ACT  ACT DP Finance- FR Grant Folder, Closed Yes No ACT+ IY 9Y ACT+ lOY CGC34090/DP Finance- FR Invoices Yes No 2Y 8Y lOY 26CFR301.6501 Finance- FR Journal Entries Yes Yes PERM PERM PERM 26CFR301.6501/DP Finance- FR MERL Loan Documents Yes No ACT 45Y ACT+45Y CGC34090/DP    Monday, June 27, 2016 Page 23 of 58  In In Total  Vital Office Stora g e Retention Le g al Citation   Dept/Diy Records Series Title Original  Finance- FR Finance- FR Finance- FR Finance- FR Parking Authority Bond Coupon RFP - Successful RFP - Unsuccessful Wire Transfer Yes Yes Yes Yes No No No No ACT+ lOY ACT ACT  JOY  5Y  2Y ACT+ JOY ACT+SY ACT+2Y JOY CGCJ4090/DP CGC34090 CGC34090/DP  26CFR301.650J Finance- FR Working Papers, CAFR Yes No SY  SY CGC34090/DP  Finance- Payroll  Administrative Files No No u  u DP Finance - Payroll Check Number Log Yes No JOY  JOY CGC34090/DP Finance - Payroll EDD Audit Form Yes No JOY  JOY CGC34090/DP Finance - Payroll Employee Folders Yes No E+2Y 8Y E+ JOY 26CFR301.650J/DP Finance- Payroll Employment Verification Yes No JOY  lOY CGCJ4090/DP Finance - Payroll FLSA Report Yes No JY 9Y JOY 29CFR516.5/DP Finance - Payroll Journal No No R  R DP Finance - PayrOll P/0 FMS Batches Yes No lY 9Y lOY 29CFR516.5/DP Finance- Payroll P/0 PERS City Contributions Yes No lY 9Y lOY 29CFR516.5/DP Finance- Payroll P/0 Quarterly Medicare Tax Yes No lY 9Y lOY 29CFR516.5/DP Finance- Payroll P/0 Quarterly Tax Balance Report Yes No lY 9Y lOY 29CFR516.5/DP Finance- Payroll Pay History (Electronic) Yes Yes !NO IND IND CGC34090/DP Finance - Payroll Payroll Folder Yes No lY 9Y lOY 29CFR516.5/DP Finance- Payroll Payroll Journals Yes No lY 9Y lOY 29CFR516.5/DP Finance- Payroll Payroll Tax Retums Yes No JOY  lOY 29CFR516.5/DP    Monday, June 27,2016 Page 24 of 58   In D eot/Div Records Series Title Original Vital Office In Storage Total Retention  Legal Citation FinancePayroll  Terminated Emp. Folders, Garnishment Yes No E+2Y 8Y  E+ lOY 29CFR516.5/DP Finance w Payroll Time Card Edit Report Yes No lY 9Y lOY CGC34090/DP Finance- Payroll Time Cards Yes No 2M l2Y  12Y CGC34090/DP Finance- Payroll  Time Cards, After 1994 Earthquake Yes No AA 20Y  AA+20Y CGC34090/DP Finance - Payroll Trans. Time Card Summary Yes No lOY   lOY CGC34090/0P  Finance- Payroll  Ul & SDI Tax Reports Yes No lY 9Y  lOY 29CFR516.5/DP Finance - Payroll W2's Yes No lY 9Y  lOY 26CFR30l.650l/DP Finance - Payroll YE Tax Fringe Benefits Yes No JOY   lOY 29CFR516.5/DP Finance - Payroll YearEnd Tax Files Yes No IY 9Y  lOY 29CFR516.5/DP Finance- Procurement  Administrative Files No No !NO IND lND DP Finance - Procurement Bids, Formal Yes No IY 6Y  7Y CGC34090/DP Finance - Procurement Complaint Files No No !NO IND  IND OP Finance - Procurement Contacts, Closed Yes No 2Y l8Y  207 CGC34090/DP Finance- Procurement Contract Administration Disbursement Yes No 2Y 8Y  lOY 26CFR3 0 1.650 1/DP Finance - Procurement Purchase Orders No No 2Y SY  7Y DP Finance M Procurement Requisitions Yes No 2Y SY  7Y CGC34090/DP Finance M Revenue M BC Adjustments Yes No lY 3Y  4Y DP Finance M Revenue M BC Applications Yes No 2Y PERM  PERM DP Finance M Revenue M nc Billing 1911 Bond Act Yes Yes ACT+ IY PERM  PERM OP Finance M Revenue M BC Bi1Iing Contracts Yes Yes ACT+ lY 3Y  ACT+4Y CGC34090/DP    Monday, June 27,2016 Page 25 of 58  In Total  Storage Retention Legal Citation  In Dept/Div Records Series Title Original Vital Office  Finance - Revenue - BC Finance - Revenue - BC Finance - Revenue - BC Bond Receipts  Bond Series Spreadsheet  Bonds, Retumed Original Yes  Yes  Yes Yes  Yes  Yes PERM PERM PERM PERM PERM PERM PERM PERM PERM CGC34090/DP CGC34090/DP 26CFR301.6501/DP  Finance- Revenue- BC  Collection File Yes No SY  SY CGC34090/DP  Finance -Revenue- BC  Reference Material No No u  u DP Finance- Revenue- BC Small Claim Judgments, Settled Yes No ACT+2Y  ACT+2Y CGC34090/DP Finance- Revenue- BC Small Claims, Settled Yes No ACT+5Y  ACT+SY CGC34090/DP Finance - Revenue - BC Summary of Cash Receipts Yes No lY 3Y 4Y CGC34090/DP Finance- Revenue- BC Summary Sheet, Meter (L ) Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - Revenue - BL Application, Approved Bus. Lie. Yes Yes PERM PERM PERM CGC34090/DP  Finance - Revenue - BL Application, Denied Bus. Lie, Yes Yes PERM PERM PERM CGC34090/DP  Finance - Revenue - BL  Application, Non-Profit Yes Yes PERM PERM PERM CGC34090/DP  Finance - Revenue - BL  Application, Renewal Yes Yes PERM PERM PERM CGC34090/DP  Finance - Revenue - BL  Application, Street Performer Yes No lY 5Y  6Y DP Finance - Revenue - I3L Audit Files No No IY 3Y 4Y CGC34090/DP Finance- Revenue- BL Business License Refunds Yes No 2Y  2Y CGC34090 Finance - Revenue - BL Central Business District Asses. Yes No IY PERM PERM CGC34090/DP Finance - Revenue - BL Commercial Property List Yes No lY  lY DP Finance- Revenue- BL Contractors Final Job Yes No ACT SY ACT+SY CGC34090/DP Finance - Revenue - BL JDE Journal Entry Report Yes No 2Y SY 7Y 26CFR301.6501/DP    Monday, June 27,2016 Page 26 of 58     D ept/Div Records Series Title Original  Vital In Office In Storage Total Retention  Legal Citation Finance- Revenue- BL Massage Test Yes No 2Y   2Y CGC34090 Finance - Revenue - BL Notice to File for a Business Lie. Yes No 2Y  2Y CGC34090/DP Finance- Revenue- BL Personnel Files No No E  E DP Finance- Revenue- BL Receipts, Payments Yes No lY 3Y 4Y CGC34090/DP Finance- Revenue- BL Records Transmittals No No PERM PERM PERM DP Finance- Revenue- TR Bank Analysis Yes No 2Y 3Y SY CGC34090/DP Finance- Revenue- TR County of LA Property Tax Yes No 7Y 3Y lOY 26CFR301.6501/DP Finance - Revenue - TR Credit Card Sales Draft Yes No 2Y  2Y CGC34090 Finance- Revenue- TR Credit Card Settlement Summary Yes No 2Y  2Y DP Finance - Revenue - TR Daily Cash Balance Report (POS) Yes No 2Y SY 7Y CGC34090/DP Finance - Revenue - TR Department Cash Audit No No 3Y  3Y CGC34090/DP Finance- Revenue- TR Deposit Slips Yes No 2Y 3Y SY 26CFR301.6501 Finance - Revenue - TR Fee Study Yes Yes PERM PERM PERM DP Finance - Revenue - TR Franchise Statements Yes Yes PERM PERM PERM DP Finance - Revenue - TR HDL Sales Tax Analyses Books Yes No 2Y SY 7Y 26CFR301.6501  Finance - Revenue - TR  Information Items No No u  u DP Finance - Revenue - TR Investment Bank Confirmation Yes No ACT  ACT CGC34090/DP Finance- Revenue- TR Invoice, Vendors Yes No 7Y  7Y DP  Finance- Revenue- TR m.s Bond Arbitrage Rebate Report Yes No ACT 33Y  ACT+33Y CGC34090/DP Finance- Revenue- TR Manifest Logs Yes No 5Y  SY CGC34090/DP    Monday, June 27,2016 Page 27 of 58  In In Vital Office Storage   Dept/Div Records Series Title Original Total Retention Leg a l Citation  Finance- Revenue- TR Finance - Revenue - TR Finance- Revenue- TR Finance - Revenue - TR Finance - Revenue - TR Finance - Revenue - TR Finance - Revenue - TR Finance - Revenue - TR Finance- Revenue- TR Parking Citation Reports Parking Citations, Contract Parking Citations, Court Parking Facility Tax Returns Personnel Files  Petty Cash Sheet  Real Prope1ty Trans. Tax Remittance  Request tOr Warrants  Revenue Batch Reports (Q) Yes Yes Yes Yes No No Yes Yes Yes No No No No No No No No No lY ACT+2Y JY JY  E  2Y  7Y JY 2Y 2Y      SY      JY    SY 3Y ACT+2Y 3Y  8Y  E  2Y  lOY  3Y  7Y CGC34090  CGCJ4090/DP CGC34090/DP 26CFRJOl.650l  DP CGC34090 26CFR301.6501  CGC34090/DP  26CFR30l.6501 Finance - Revenue - TR RFP- Successful Yes No ACT SY ACT+SY CGC34090 Finance - Revenue - TR RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 Finance- Revenue- TR Safekeeping Reports Yes No ACT  ACT CGC34090/DP  Finance- Revenue- TR SB 278 Gas Co. Deregulations No Yes PERM PERM PERM CGC34090/DP FinanceRevenue - TR  SB 90 Claims Yes No 7Y  7Y CGC34090/DP Finance - Revenue - TR Security & Investment Worksheet Yes No 6Y 2Y 8Y DP Finance- Revenue- TR Torca/Condo Release Lien Yes Yes PERM PERM PERM CGC34090/DP  l'inance- Revenue- TR TOT Tax Audit Yes No AA lOY AA+ lOY CGC34090/DP Finance - Revenue - TR TOT Tax Returns No No JY 5Y 8Y 26CFR30l.6501 Finance- Revenue- TR Treasury Bonds Yes Yes PERM PERM PERM DP Finance - Revenue - TR Treasury Contracts Yes Yes ACT+lY 3Y ACT+4Y CGC34090/DP    Monday, June 27,2016 Page 28 of 58   In In Vital Office Stora g e   Deptilliv Records Series Title Original Total Retention Leg a l Citation  Finance- Revenue- TR Finance- Revenue- TR Finance - Revenue - TR Utility Users Tax Returns  Vendor Contracts  Wire Transfers Yes  No  Yes No  No  No 3Y ACT+R JOY SY 8Y ACT+R JOY 26CFR301.6501 CGC34090/DP CGC34090/DP  Finance - Risk Mgmt.  Administrative Files No No u  u DP Finance - Risk Mgmt. Budget No No R  R DP Finance- Risk Mgmt. Budget Working Papers Yes No 3Y  3Y CGC34090 Finance- Risk Mgmt. Cal OSHA Reporting No No 2Y SY 7Y CGC34090 Finance- Risk Mgmt. Cancelled Checks No No 3Y 4Y  7Y 26CFR301.6501 Finance- Risk Mgmt. Certificate of Insurance Yes No 2Y   2Y CGC34090/DP  Finance - Risk Mgmt.  Claim Experience Report Year End Yes No 5Y lOY  15Y CGC34090/DP Finance - Risk Mgmt. Claim Files Liability, Litigated No No ACT lOY ACT+ lOY CGC34090 Finance- Risk Mgmt. Claim Files Liability, Not Litigated Yes No ACT lOY ACT+ lOY CGC34090/DP Finance- Risk Mgmt. Claim Files, W/C Yes No ACT JOY ACT+ lOY 29CFRI904.6/DP Finance -Risk Mgmt. Claim Files, W/C, Future Medical Awards Yes No ACT PERM  PERM CLCt8a2scc I 0 I 02 Finance- Risk Mgmt. Claims Administration Bids No No 5Y   5Y CGC34090/DP Finance - Risk Mgmt. Contracts No No R  R CGC34090/DP Finance - Risk Mgmt. Employee Occupational Exposure No No IY 30Y C+30Y CGC34090 Finance- Risk Mgmt. Incidents (All Others) Yes No lY 3Y  4Y CGC34090/DP Finance- Risk Mgmt. Incidents (Bus ) Yes No IY 3Y 4Y CGC34090/DP Finance- Risk Mgmt. Ineidcnls (Trip/Fall ) Yes No 4Y   4Y CGC34090/DP    Monday, June 27,2016 Page 29 of 58  In In Total Dept/Div  Finance w Risk Mgmt. Records Series Title  insurance Policies Ori g inal  No Vital  No Office  ACT Stora g e  PERM Retention  PERM Le g a l Citation  CGC34090/DP Finance- Risk Mgmt.  Liability Subrogation Files No No ACT 3Y  ACT+3Y CGC34090/DP Finance w Risk Mgmt.  Request for Warrant No No 2Y   2Y DP  Finance- Risk Mgmt.  RFP- Successful Yes No ACT SY  ACT+ SY CGC34090/DP Finance- Risk Mgmt. RFP w Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090 Finance- Risk Mgmt.  Safety Committee Minutes Yes No SY   SY CGC34090/DP Finance- Risk Mgmt. Small Claims Files Yes No ACT lOY ACT+ lOY CGC34090/DP Finance - Risk Mgmt. W/C Claims Cost Analysis Reports No No lY  lY DP Fire- Admin. Administrative Files Yes Yes IND lND lND DP Fire- Admin. Background Investigations, Hired Yes Yes PERM PERM  PERM CGC34090/DP Fire - Admin. Background Investigations, Not Hired Yes No lY 4Y  SY CGC34090/DP Fire w Admin. Budget Working Papers Yes No 3Y   3Y DP  Fire- Admin.  Department Manuals Yes No s  s CGC34090 Fire w Admin. EMS Reports Yes Yes lND lND IND DP Fire- Admin. Equipment Files Yes No 3Y   3Y CGC34090/DP Fire- Admin. F-7/felestaff Yes No SY 3Y  8Y CGC34090/DP Fire- Admin.  FD3 Yes No 5Y 3Y  SY CGC34090/DP Fire w Admin.  HiPPA Release Forms Yes Yes IND IND  lND DP Fire- Admin. Homeland Security Grants Yes No ACT SY  ACT+SY CGC34090/DP Fire- Admin.  Local Hazard Mitigation Plan No Yes 7Y   7Y 42USC5165    Monday, June 27,2016 Page 30 of 58  In Total  Stora g e Retention Legal Citation  In Dept/Div Records Series Title Original Vital Office  Fire- Admin.  Fire- Admin. NFIRS (Electronic)  Personnel Files Yes  No Yes  No IND  E IND  SY IND  E+SY DP  CGC34090/DP Fire- Admin. Policy and Procedures No No l!Y  l!Y CGC34090/DP  Fire- Admin. Purchase Order- Vendor No No SY  SY DP Fire- Admin. Request for Warrants- Vendor No No 5Y  SY DP  Fire- Admin.  RPP- Successful Yes No ACT SY ACT+ SY CGC34090 Fire- Admin. RFP - Unsuccessful Yes No ACT 2Y ACT+ 2Y CGC34090 Fire- Admin. Shop Files Yes Yes LV LV LV CGC34090/DP  Fire- Admin. Supplemental Time Sheets No No 5Y 3Y 8Y CGC34090/DP  Fire - Admin.  Time Cards No No SY 8Y 13Y DP Fire- Prevention Address Files Yes Yes PERM PERM PERM CGC34090/DP  Fire - Prevention  Complaint Files Yes No 4Y   4Y CGC34090/DP Fire - Prevention CUPA Program Files Yes Yes ACT 5Y ACT+ SY 27CCR15185  Fire - Prevention  Hazardous Waste Manifest (Dept Ops) Yes Yes 3Y   3Y 23CCR66262.40 (A) Fire - Prevention  Inspection Notices and Reports Yes No 5Y   5Y CFC104.6.2  Fire - Prevention Investigation Reports - Bodily Harm Yes No ACT 6Y ACT+6Y PC800 Fire - Prevention Investigation Reports- Homicide Yes Yes PERM PERM PERM PC799  Fire - Prevention  Investigation Reports - Structure Yes Yes ACT SY ACT+SY CFCI04.6.2  Fire - Prevention  UST Records Yes Yes lND lND lND DP Fire - Suppression Daily Journals (Electronic) Yes Yes PERM PERM PERM CGC34090/DP    Monday, June 27,2016 Pagc31 of58   In In Total  Dept/Div Records Series Title Original Vital Office Storage Retention Leg a l Citation  Fire - Training  HED-Admin. Training Reports  Personnel Files Yes  No Yes  No IND  E IND  IND  E CGC340901DP  DP HED-EDD Applications/Proposals Denied Yes No C+3Y  C+3Y CGC34090/DP HED- EDD Assessment District Information Yes No PERM PERM  PERM DP HED-EDD Blueprints Existing Yes Yes LB LB  LB CGC34090/DP HED-EDD Blueprints, Proposal Rejected Yes No 6Y  6Y CGC34090/DP HED-EDD Contract Files- Excluding Capital Improvements Yes No ACT+SY   ACT+5Y CGC34090/DP HED-EDD Fanners Market Load Sheets Yes No ISM   ISM DP HED-EDD Lease Files Yes Yes ACT+2Y PERM  PERM CGC34090/DP HED-EDD Project Files Yes No ACT+2Y 8Y  ACT+ lOY CGC34090/DP HED-EDD Property Acquisition Yes Yes PERM PERM  PERM DP HED-EDD Public lnfmmation Requests Yes No 2Y   2Y CGC34090 HED-EDD RFP- Successful Yes No ACT SY ACT+SY CGC34090 HED-EDD RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 HED-EDD Subject Files Yes No ACT+2Y 8Y ACT+ lOY CGC34090/DP HED-EDD Vendor Files Yes No 3Y   3Y CGC34090/DP HED - Farmers Markel Batch Report Receipts Yes No 2Y   2Y CGC34090 HED- Farmers Market Invoices Yes No 2Y   2Y CGC34090 HED- Farmers Market Load Sheets Yes No 18M   18M DP HED- Fanners Market Month End Reports Yes No 3Y   3Y CGC34090/DP    Monday, June 27, 2016 Page 32 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation  HED- Farmers Market Requisitions Yes No 2Y   2Y CGC34090  HED- Farmers Market State/County Fee Applications Yes No 2Y  2Y CGC34090 HED - Farmers Market Vendor Files Yes No ACT+2Y  ACT+2Y CGC34090 l-IED - 1-WSection 8 1099 Forms Yes No 2Y 3Y SY CGC34090/DP HED - HNSection 8 Audit Materials Yes No 2Y 3Y SY CGC34090/DP  HED - HA/Section 8 Bank Reconciliations Yes No 2Y 3Y SY CGC34090/DP  HED - HA/Section 8 Cancelled Checks Yes No 2Y 3Y SY CGC34090/DP  HED - HA/Section 8 Check Copy Yes No 2Y 3Y SY CGC34090/DP  HED - HA/Section 8 Family Self Suffiency Yes No 2Y 3Y SY CGC34090/DP HED- HNSection 8 Financial Records Yes No 2Y 3Y SY CGC34090/DP HED - HA/Section 8 HUD Grants Yes No ACT+ IY 4Y ACT+SY CGC34090/DP  l·IED - I·WSection 8 Repayment Agreement/Informal Hearings Yes No IY 9Y lOY CGC34090/DP  HED - HA/Section 8 RFP - Successful Yes No ACT SY ACT+SY CGC34090 HED - HA/Scction 8 RFP - Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 HED - HA/Section 8 Tenant - Scanned Yes Yes ACT 4Y ACT+4Y 24CFR84.53 HED - Hi\/Section 8 Voucher Management Systems Yes No 2Y 3Y  SY CGC34090/DP HED- Housing!P&P Applications Yes No ACT 7Y ACT+7Y CGC34090/DP HED- Housing/P&P Housing Commission Packet Yes Yes PERM PERM PERM CGC34090/DP HED- Housing!P&P Merl Program Files Yes No ACT SY ACT+SY CGC34090/DP HED- Housing/P&P Program Policies & Procedures Yes Yes PERM PERM PERM CGC34090/DP    Monday, June 27,2016 Page 33 of 58   In In Total  Vital Office Storage Retention Legal Citation    Dept/Div Records Series Title Original  HED- Housing/P&P  HED- Housing/P&P Project Files  RFP - Successful Yes  Yes No  No ACT  ACT SY  SY ACT+SY  ACT+SY CGC34090/DP  CGC34090/DP HED- Housing!P&P RFP - Unsuccessful Yes No ACT 2Y i\CT+2Y CGC34090/DP HED-SMRSA AB I X 26 Implementation No No ACT LP ACT+LP ABIX26/DP HED-SMRSA Administrative Files Yes No ACT lOY ACT+ lOY CGC34090/DP HED-SMRSA Annual Reports Yes No ACT LP ACT+LP CGC34090/DP HED-SMRSA Capital Project Files Yes No ACT LP ACT+LP CGC34090/DP HED-SMRSA Project Area Files Yes No ACT LP ACT+LP CGC34090/DP Human Resources AlP Files No No 2Y  2Y CGC34090 Human Resources Acting Application Files Yes No ACT SY ACT+SY CGC34090/DP Human Resources Affirmative Action Report Yes No ACT  ACT CGC34090/DP Human Resources Application File Yes No ACT lOY ACT+ lOY CGC34090/DP Human Resources Budget Worksheets Yes No 3Y   3Y CGC34090/DP Human Resources Classification & Compensation Yes No ACT+2Y  ACT+2Y CGC34090/DP Human Resources Deferred Compensation Correspondence Yes No PERM PERM PERM CGC34090/DP Human Resources Deferred Compensation File Yes No C+l 25Y C+26Y CGC34090/DP Human Resources DFEH/EEOC Complaints Yes No ACT ISY ACT+ ISY CGC34090/DP Human Resources Drug Policy Yes Yes PERM PERM PERM DP Human Resource s · EEOP Reporting Yes No 6Y   6Y CGC34090/DP Human Resources Eligibility List Yes No ACT+2Y 3Y ACT+SY CGC34090/DP    Monday, June 27, 2016 Page 34 of 58     Deot/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation Human Resources Eligibility List, Expired Yes No 3Y 3Y 6Y CGC34090/DP Human Resources Employee Accomodation File Yes No E 15Y E+ ISY CGC34090/DP Human Resources Employee Benefit Files Yes No ACT 6Y ACT+6Y CGC34090/DP Human Resources Employee Handbooks Yes Yes PERM PERM PERM DP Human Resources Exam History File Yes No ACT+ JOY  ACT+ lOY CGC34090/DP Human Resources Examination Materials Files Yes No ACT lOY ACT+ JOY CGC34090/DP Human Resources Examination/Application Files Yes No ACT lOY ACT+ JOY CGC34090/DP Human Resources Financial Back Up Tapes (DCAP) Yes No IY 6Y 7Y CGC34090/DP Human Resources Fire Fighters Incentive Bonus Yes No E+2Y  E+2Y CGC34090/DP Human Resources Grievances/Internal Complaints Yes No ACT ISY ACT+ ISY CGC34090/DP Human Resources Immigration & Nat. Svc. I-9 Form Yes No E 3Y E+3Y CGC34090/DP Human Resources Industrial Disability Retirement Files Yes No ACT ISY ACT+ ISY CGC34090/DP Human Resources Job Descriptions/Specs Yes No PERM PERM PERM DP Human Resources Medical Evaluations Yes No ACT 30Y ACT+30Y CGC34090/DP Human Resources Memorandm of Understanding Yes No PERM PERM PERM CGC34090/DP Human Resources Negotiation Files Yes No IY 20Y 21Y CGC34090/DP Human Resources PERS Special Prqjects Yes No ACT !SY ACT+ 15Y CGC34090/DP Human Resources Personnel Board Audio Recordings Yes No 2Y  2Y CGC34090 Human Resources Personnel Board Conviction Yes No 2Y 3Y SY CGC34090/DP Human Resources Personnel Board Hearings Yes No ACT+ ISY  ACT+ ISY CGC34090/DP    Monday, June 27,2016 Page 35 of 58     Deut/Div Records Series Title Original  Vital In Office In Storage Total Retention  Legal Citation Human Resources  Personnel Board Minutes Yes Yes PERM PERM  PERM CGC34090 (d) Human Resources  Personnel Board Packet Yes No 2Y 3Y  5Y CGC34060/DP Human Resources Personnel Files, As Needed Yes No E 6Y E+6Y CGC34090/DP Human Resources Personnel Files, Permanent Yes Yes E 6Y E+6Y CGC34090/DP  Human Resources  Personnel Litigation Files Yes No ACT lOY  ACT+ lOY CGC34090/DP Human Resources  Policy Memos Yes No PERM PERM PERM CGC34090/DP Human Resources Procedural Manual No No ACT lOY  ACT+ lOY DP Human Resources Public Safety Facility Exam Material Yes No ACT 5Y  ACT+5Y CGC34090/DP Human Resources Request for Certification Justification Yes No 2Y 4Y  6Y CGC34090/DP Human Resources Resolutions (Personnel Board) Yes Yes PERM PERM PERM CGC34090 (d) Human Resources  RFP - Successful Yes No ACT 5Y  ACT+SY CGC34090/DP Human Resources RFP - Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090/DP Human Resources Salary Schedule Yes No 2Y PERM PERM DP Human Resources Staff Reporls Yes No 3Y  JY CGC34090/DP Human ReSources Training Manuals Yes No R  R DP Human Resources Training Programs Yes No 3Y  JY CGC34090/DP Human Resources Tuition Reimbursement Yes No 2Y 5Y 7Y CGC34090/DP Human Resources Umemploymcnt Claims & Appeals Yes No 4Y  4Y CGC34090/DP ISD Admin. Contract Payment Yes No ACT+5Y  ACT+ SY CGC34090/DP ISD Admin.  Contracts Yes No ACT+SY  ACT+5Y CGC34090/DP    Monday, June 27,2016 Page 36 of 58  In Total  Storage Retention Legal Citation  In Dept/Div Records Series Title Original Vital Office  lSD RAdmin. lSD- Admin. ISO- Admin. Purchase Orders  Request for Warrants  Requisitions Yes  Yes  Yes No  No  No 3Y  3Y  3Y  3Y  3Y  3Y CGC34090/DP CGC34090/DP CGC34090/DP  lSD -Admin.  RFP - Successful Yes No ACT+SY  ACT+SY CGC34090  TSD- Admin.  RFP- Unsuccessful Yes No ACT+2Y  ACT+2Y CGC34090  lSD -Admin.  Telephone Bill Details Yes No IY 6Y  7Y DP  lSD - Software Systems  Software Manual Obsolete Licenses Yes No ACT   ACT DP lSD - Systems & Network Back Up Tapes, Departments Yes No ACT+ IY   ACT+ IY DP ISO - Systems & Network Back Up Tapes, Police Department Yes No ACT+IY  ACT+ IY DP  lSD - Systems & Network Back Up Tapes, Year End Yes No ACT+ IY  ACT+ IY DP Libra1)' Applications, Meeting Room Rentals Yes No lY  IY DP Library Credit Card Authorizations Yes No 2Y  2Y CGC34090 Library Grant Files Yes No lOY  lOY CGC34090/DP Library Library Board Packet Yes Yes PERM PERM PERM CGC34090/DP Library  Polaris System Yes Yes IND IND IND CGC34090/DP Librmy  RFP - Successful Yes No ACT SY ACT+SY CGC34090 Librmy  RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 Library Security Incident Reports Yes No 2Y  2Y DP Library Sirsi System Yes Yes SY  8Y CGC34090/DP Library Special Project Files Yes No ACT lOY ACT+ lOY CGC34090/DP    Monday, June 27, 2016 Page 37 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Leg a l Citation Library Suggestion Forms Yes No 2Y  2Y DP PCD -Admin. Special Project Files Yes Yes ACT PERM PERM DP PCD-B&S Acoustical Reports Yes Yes LP+2Y   LP+2Y CGC34090/DP PCD-B&S Approved Plans Yes Yes PERM PERM PERM HS!9850 PCD-B&S Building Code Modifications Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S Cash Reports Yes No ACT 2Y ACT+2Y CGC34090 PCD-B&S Certificate of Occupancy Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S Disable Access Hardship Fom1s Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S  Energy Calculations Yes No LP+2Y  LP+2Y CGC34090/DP PCD-B&S Expired Plans Yes No LP+2Y  LP+2Y CGC34090/DP PCD-B&S Permits Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S RFP - Successfi.d Yes No ACT SY ACT+ SY CGC34090 PCD-B&S RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PCD-B&S Soils/Geotechnical Reports Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S Special h1spectors Reports Yes No LB  LB CGCJ4090/DP PCD-B&S Struch1ral Calculations Yes Yes LB IND LB CGC34090/DP PCD-B&S  Structural Observation Reports Yes Yes LB  LB CGC34090/DP PCD- City Planning Address Files Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning ARB Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Audio Tapes ofB&C Yes Yes PERM PERM PERM CGC34090/DP    Monday, June 27,2016 Page 38 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation  PCD- City Planning Board and Commission Minutes Yes Yes PERM PERM  PERM CGC34090/DP  PCD- City Planning Landmark Commission Packet Yes Yes PERM PERM  PERM CGC34090/DP  PCD- City Planning Landmark Minutes Yes Yes PERM PERM  PERM CGC34090/DP  PCD - City Planning Planning Commission Packet Yes Yes PERM PERM  PERM CGC34090/DP PCD - City Planning Project Files- Dev. Projects Yes Yes PERM PERM  PERM CGC34090/DP PCD- City Planning Project Files- Land Usc Plans Yes No lOY  lOY CGC34090/DP PCD- City Planning RFP- Successful Yes No ACT 5Y ACT+5Y CGC34090/DP  PCD- City Planning RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090/DP PCD- City Planning Special Administrative Files Yes Yes PERM PERM  PERM CGC34090/DP  PCD - Code Enforcement  Adminstrativc Citatio Yes Yes Act+5Y   ACT+5Y CGC34090/DP PCD - Code Enforcement Complaints Yes No lY 19Y 20Y CGC34090/DP  PCD - Code Enforcement Compliance Orders Yes Yes ACT+5Y   ACT+5Y CGC34090/DP  PCD- Code Enforcement Franchise Documents No Yes ACT 5Y  ACT+5Y CGC34090/DP PCD - Code Enforcement RFP - Successful No Yes ACT 5Y ACT+5Y CGC34090/DP PCD - Code Enforcement RFP - Unsuccessful No Yes ACT 2Y ACT+2Y CGC34090 PCD - Code Enforcement Taxicab App/Permit Files No Yes ACT 2Y ACT+2Y CGC34090/DP  PCD - Code Enforcement Taxicab Permit Testing No Yes lY 6Y  7Y CGC34090/DP  PCD - Code Enforcement  Violation Notices No Yes c PERM  PERM CGC34090/DP PCD- Mobility Alley/Street Closure Permits Yes No 2Y  2Y CGC34090  PCD- Mobility Dike@ Work (Electronic) Yes No lY   lY DP    Monday, June 27,2016 Page 39 of 58   Deot/Div   Records Series Title  Original  Vital In Office In Storage Total Retention Legal Citati  PCD- Mobility  Bike@ Work Participation Agmt. Yes Yes !ND IND IND DP  PCD - Mobility Bike Waiver & Release Yes Yes IND IND IND DP  PCD - Mobility Employer Files (Electronic) Yes No 5Y  5Y ORDI604  PCD- Mobility ETRP Reports (Electronic ) Yes Yes IND  IND DP  PCD- Mobility Permits, Wide Loads Yes No ACT+2Y  ACT+2Y CGC34090/DP  PCD - Mobility Preferential Parking Petitions Yes No 2Y  2Y CGC34090/DP  PCD- Mobility  Project Files Yes No lOY   lOY CGC34090/DP  PCD- Mobility  RFP- Successful Yes No ACT SY ACT+ SY CGC34090 PCD - Mobility RFP - Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PCD- Mobility Rideshare Rewards Yes No SY  SY CGC34090/DP  PCD - Mobility SCAQMD Survey Yes No SY  SY CGC34090/DP PCD- Mobility SCAQMD Trip Reduction Plan Yes No SY  SY CGC34090/DP PCD- Mobility Subject Files Yes No ACT  ACT DP PCD- Mobility Temp No Parking Signs Yes No 2Y  2Y CGC34090 PCD- Mobility Traffic Count Yes Yes IND IND IND DP PCD- Mobility Vehicle Pool Trip Tickets Yes No 3Y  3Y CGC34090/DP PCD- Parking Operations  Batch Report Receipts Yes No 2Y SY 7Y CGC34090/DP PCDParking Operations Beach & RPP Permit Apps Yes No IY  IY DP PCDParking Operations Credit Card Sales Draft Yes No 2Y  2Y CGC34090 PCD Parking Operations Lots & Structures Files Yes Yes PERM PERM PERM DP   on                                            Monday, June 27,2016 Page 40 of 58   In D eot/Div Records Series Title Original Vital Office In Storage Total Retention  Legal Citation  PCD - Parking Operations  RFP - Successful Yes No ACT SY ACT+SY CGC34090  PCD- Parking Operations  RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090  PCD - Traffic Management  Complaints Yes No lOY   JOY CGC34090/DP  PCD - Traffic Management  Contracts Yes No ACT SY  ACT+SY CGC34090/DP PCD- Traffic Management Location Files Yes Yes PERM PERM PERM CGC34090/DP  PCD - Traffic Management  RFP- Successful Yes No ACT SY  ACT+ SY CGC34090  PCD - Traffic Management  RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090  PCD- Traffic Management  Subject Files Yes No ACT SY ACT+ SY CGC34090/DP  PCD - Traffic Management  Subject Project Yes No ACT+SY   ACT+SY CGC34090/DP  PCD- Traffic Signals  Call Back Logs Yes No PERM   PERM DP PCD- Traffic Signals Daily Activity Logs Yes No PERM  PERM DP  PCD - Traffic Signals  Intersection Maintenance Log (In Field) Yes No JOY   JOY CGC34090/DP  PCD - Traffic Signals  Traffic Signal As-Builts No No PERM   PERM DP  PCD- Traffic Signals  Traffic Signal Timing Sheets No No JOY   lOY CGC34090/DP  PCD- Traffic Signals  Traffic Signal Work Orders Yes No PERM PERM  PERM CGC34090/DP  Police- CID  ABC Files No No 2Y   2Y CGC34090  Police- CID  Authorization to Release Property Yes No SOY   SOY CGC34090/DP  Police- CID  Booking Hardcopy Fingerprint Card Yes Yes PERM PERM  PERM CGC34090/DP  Police- CID  Cash Drawer Count Forms Yes No JY   JY DP  Police- CID  Cash Transfer Between Accounts Yes No 2Y   2Y CGC34090    Monday, June 27,2016 Page4J ofSS  In In Total  Vital Office Storage Retention Legal Citation   Dept/Div Records Series Title Original  Police R CID Police- CID Police- CID Police- CID Police- ClD Police- CID Police- CID Cash Turn-In Sheets  Citation Pink Copies  Citation Request for Dismissal  Citation Transmittal  Court List  Credit Card Receipts  Crime Lab (Chemical )' Receipts Yes No Yes Yes Yes Yes Yes No No No No No No Yes lY  3Y  2Y  lY  2Y 7Y PERM            PERM lY  3Y  2Y  lY  2Y 7Y PERM DP DP CGC34090 DP CGC34090 CGC34090/DP  DP Police- CID Digital Media Evidence- Crime Scene Photos Yes Yes REV  REV DP Police- CID Evidence Logs Yes No U+2Y  U+2Y CGC34090/DP Police- CID Expired Permits No No 2Y  2Y CGC34090 Police- CID Field Interview Cards Yes Yes PERM PERM PERM CGC34090/DP Police- CID Film, Color Slides Yes Yes PERM PERM PERM CGC34090/DP Police- CID Film, Crime Scene Photo Calls Yes Yes PERM PERM PERM CGC34090/DP Police- CID Film, Mug Yes Yes lOY 25Y 35Y CGC34060/DP Police- CID Film, Negatives Yes Yes PERM PERM PERM CGC34090/DP Police- CID Film, Pictures Yes Yes PERM PERM PERM CGC34090/DP Police- CID Finger Print Cards Yes Yes PERM PERM PERM CGC34090/DP Police- CID General Joumal Batch Report Yes No lY  lY DP Police- CID Homicide Reports Yes Yes PERM PERM PERM DP Police- CID Impounds, Never Released Yes No 3Y  3Y CGC34090/DP    Monday, June 27,2016 Page 42 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retentio  n Legal Citation PoliceCID In-Custody Booking Logs Yes No lY  lY DP Police- CID In-Custody Processing Logs Yes No lY  lY DP Police- CID Informant Files Yes No 5Y  SY CGC34090/DP Police- CID Jail Booking Packet Yes No WIC-TR  WJC-TR CGC34090/DP Police- CID LAFIS Log Yes No U+2Y  U+2Y CGC34090/DP Police- CID Latent Prints from Crime Scene Yes Yes PERM PERM PERM CGC34090/DP Police- CID Murder Books Yes Yes PERM PERM PERM DP Police- CID Negatives Yes Yes PERM PERM PERM CGC34090/DP Police- CID Notice of Violation Yes No ACT+3Y  ACT+3Y CGC34090/DP Police- CID Officer Involved Shooting File Yes Yes PERM PERM PERM CGC34090/DP Police- CID On-Line Police Reports Yes Yes PERM PERM PERM DP Police- CID Palm Print File Yes Yes PERM PERM PERM CGC34090/DP Police- CID Pawn Slips Yes No lY  lY DP Police- CID PCDLogs Yes No lY  lY DP Police- CID PD Employee Pictures Yes Yes PERM PERM PERM CGC34090/DP Police- CID  Photo Prints, Photo Calls Yes Yes PERM PERM PERM CGC34090/DP Police- CID Private Tow Cards Yes No lY  lY DP Police- CID Property Receipts Yes No SOY  SOY CGC34090/DP Police- CID Property Room Check-In Sheet Yes No 2Y  2Y CGC34090 Police- CID Property Room Database Yes Yes PERM PERM PERM CGC34090/DP    Monday, June 27, 2016 Page 43 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Stor·age Total Retention  Leg a l Citation  Police- CID  Property Room Destruction Records Yes Yes PERM PERM PERM CGC34090/DP  Police- CID PRT Daily Logs Yes No 2Y  2Y CGC34090 Police- CID Rental Car Worksheets Yes No lY  lY DP  Police- CID Repossession Cards Yes No lY  lY DP Police- CID Request for Funds on Court Appearances Yes No 3Y  3Y CGC34090/DP  Police- CID Request for Live Scan Service No No U+2Y  U+2Y CGC34090/DP  Police- CID Scanned Bail Bond Receipts Yes No lY  lY CGC34090.5 Police- CID Scanned Case Management Sheet No No lY  IY DP Police- CID Scanned Detention Certificates/Slips Yes No IY  IY CGC34090.5  Police- CID  Scanned Jail Booking Packet Yes No lY  lY CGC34090.5  Police- CID Scanned Police Reports Yes No lY  lY CGC34090.5  Police- CID  Scanned Property Reports Yes No lY  lY CGC34090.5 Police- CID Scanned Release Vehicle Impound Yes No lY  lY CGC34090.5 Police- CID Scanned Subpoenas Yes No lY  lY CGC34090.5  Police- CID  Scatmed Tow Hearing Files Yes No lY  lY CGC34090.5  Police- CID  Scanned Traffic Accident Report Yes No lY  lY CGC34090.5  Police- CID  Sealed Adult Police Reports Yes No 3Y  3Y PC851.8/DP  Police- CID  Sealed Juvenile Police Reports Yes No SY  SY 78l(a) WIC/DP  Police- CID  Shoot Review Reports/Memos Yes No PERM PERM PERM CGC34090/DP  Police- CID Slides, Mug Yes No lOY 25Y 35Y CGC34090/DP    Monday, June 27,2016 Page 44 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation Police- CID Specialist Daily Log Yes No U+2Y  U+2Y CGC34090/DP Police -OCOP Administrative Hearing Transcript Yes No PERM PERM PERM CGC34090/DP Police- OCOP After Action Report Memo. Yes No lOY 25Y 35Y CGC34090/DP Police - OCOP AI Case File (Non Criminal) Yes No SY  SY CGC34090/DP Police- OCOP Asscl Seizure Admin. File Yes No 8Y  8Y CGC34090/DP Police -OCOP Audio Tapes Yes No SY  SY PC832.5b/DP Police- OCOP Automated License Plate Reader Yes No IY  IY DP Police- OCOP Background Investigation, Hired Yes No E+6Y  E+6Y CGC34090/DP Police- OCOP · Background Investigation, Not Hired Yes No SY  SY CGC34090/DP Police -OCOP Citizen Complaint Follow-Up Log Yes No 2Y  2Y CGC34090 Police - OCOP Complaints- Misc. (Informal) Yes No 3Y  3Y CGC34090/DP Police- OCOP Concealed Weapon Permits Yes No ACT+ IY  ACT+ IY CGC34090/DP Police - OCOP Department Annual Report Yes No PERM PERM PERM DP Police - OCOP Discharge of Firearm Report Yes No 3Y  3Y CGC34090/DP Police- OCOP Final Survey Report Yes No SY  SY CGC34090/DP Police M OCOP FTOFiles Yes No 2Y  2Y CGC34090 Police M OCOP Grant Files Yes No ACT+SY  ACT+SY CGC34090/DP Police- OCOP Jail Incident Reports Yes No 3Y  3Y CGC34090/DP Police -OCOP K9 Incident Memo. Yes No E+3Y  E+3Y CGC34090/DP Police - OCOP Line of Duty Death Yes No E  E CGC34090/DP    Monday, June 27,2016 Page 45 of 58  In In Total  Vital Office Storage Retention Legal Citation   Dept/Div Records Series Title Original  PoliceOCOP PoliceOCOP PoliceOCOP Police- OCOP PoliceOCOP Police- OCOP Police -OCOP Mobile AudioNideo In Car Camera  OC Spray Memo.  Officer Involved Shooting Review  OPN Memo. Overtime Slips Personnel Complaintsfrapes  Personnel Files Yes Yes Yes Yes Yes Yes No No No No No No No No 3Y  3Y  3Y  3Y ACT+2Y ACT+5Y E  3Y  3Y  3Y  3Y ACT+2Y ACT+SY E CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP CGC34090/DP PC832.5b/DP DP Police- OCOP Personnel History Cards Yes No PERM  PERM DP Police- OCOP Pitchcss Motions Yes No PERM PERM PERM CGC34090/DP PoliceOCOP POA Request for Time Off Yes No 5Y   5Y CGC34090/DP Police- OCOP Police Training Files Yes No E+6Y  E+6Y CCP335.1/DP PoliceOCOP Policy Review Reports Yes No SY   5Y CGC34090/DP PoliceOCOP Public Video Security System Yes No 3M   3M DP PoliceOCOP Pursuit Memo. Yes No 3Y  3Y CGC34090/DP Police OCOP Special Incident Files Yes No PERM PERM PERM CGC34090/DP Police- OCOP Taser Deployment Memo. Yes No 3Y   3Y CGC34090/DP Police- OCOP Traffic Accident Review Memo. Yes No 3Y  3Y CGC34090/DP PoliceOCOP Training Bulletins/Sign OfT Forms Yes Yes PERM PERM PERM CGC34090/DP Police- OCOP Use afForce Worksheet Yes No 3Y   3Y CGC34090/DP Police- OCOP Vacation Slips Yes No ACT+2Y  ACT+2Y CGC34090/DP    Monday, June 27,2016 Page 46 of 58     Dent/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation Police OCOP Volunteer Files Yes No ACT+!Y  ACT+ IY DP PoliceOCOP Worker's Compensation Files/IOD Yes No TRIRM  TRIRM CGC34090/DP Police- OD DMV Request for Confidentiality Yes No 2Y  2Y CGC34090 Police- OD Event Bookings Yes No 2Y   2Y CGC34090 Police- OD Waiver- Ride- A- Long Yes No 4Y  4Y CGC34090/DP Police- SSD Animal Adoption Contracts Yes No 2Y  2Y DP Police- SSD Animal Call for Service Yes No SY  5Y CGC34090/DP Police- SSD Animal Control Bite Reports Yes No 2Y  2Y CGC34090 Police- SSD Animal Control Officer Daily Logs Yes No 2Y  2Y CGC34090 Police- SSD Animal Control Officer Training Files Yes No E+6Y  E+6Y CGC34090/DP Police- SSD Animal Control Receiving Rcc. Receipts Yes No 2Y  2Y CGC34090 Police- SSD Animal Control Trap Rental Logs Yes No 2Y  2Y CGC34090 Police- SSD Animal Impound Cards Yes No 2Y  2Y CGC34090 Police- SSD Animal Orders to Comply Yes No 3Y  JY CGC34090 Police- SSD Animal Owners lD Cards Yes No 2Y  2Y CGC34090 PoliceSSD Animal Registration Yes No ACT+2Y  ACT+2Y CGC34090/DP PoliceSSD Animal Sales Receipt Yes No 2Y  2Y CGC34090 PoliceSSD Animal Shelter Volunteer Files Yes No E+ !Y  E+ !Y DP PoliceSSD Barking Dog Letter Yes No 2Y  2Y CGC34090 PoliceSSD Case Files No No U+2Y U+2Y CGC34090/DP     Monday, June 27,2016 Page 47 of 58    Deut/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation Police M SSD Cash Register Receipts Yes No IY  IY DP Police- SSD Cash Vouchers Yes No 3Y  3Y CGC34090/DP Police- SSD Citizen Academy Applications Yes No 2Y  2Y CGC34090 Police- SSD Daily Cash Reconciling Reports Yes No !Y  !Y DP Police- SSD Daily Report Login Sheet Yes No IY  IY DP Police- SSD Daily Safety Check Log Yes No 3Y  3Y CGC34090/DP Police- SSD Euthanasia Logs Yes No 2Y  2Y CGC34090 Police- SSD Fire Inspection Sheet Yes No 2Y  2Y CGC34090 Police- SSD Jail Blotter Yes No 2Y  2Y CGC34090 Police- SSD Jail Initial Intake Form/Not Booked Yes No IY  IY DP Police- SSD Jail Special Confinement Log Yes No ACT+2Y  ACT+2Y CGC34090/DP Police- SSD Jail Watch Sunmu1ry Report Yes No !Y  !Y DP Police- SSD Lascr/Lidar Files Yes No 3Y  3Y CGC34090/DP Police- SSD Microchip Enrollment Fonns Yes No ACT+ 3Y  ACT+3Y CGC34090/DP Police- SSD Motor Officer Logs Yes No 2Y  2Y CGC34090 Police- SSD PASO Logs Yes No U+3Y  U+3Y DP Police- SSD Secure/Non Secure Juvenile Det. Log Yes No 3Y  3Y CGC34090/DP Police- SSD Spay/Neuter Vouchers Yes No 2Y  2Y CGC34090 Police- SSD Slray Animal Affidavit Yes No 2Y  2Y CGC34090 Police- SSD TS!TC Officers Daily Logs Yes No 2Y  2Y CGC34090    Monday, June 27,2016 Page 48 of 58     D entffiiv Records Series Title Original  Vital In Office In Storage Total Retention  Leg a l Citation Police- SSD Veterinarian Invoices Yes No 2Y  2Y CGC34090 PW -Airport Administrative Files Yes No ACT 5Y ACT+5Y DP PW- Airport Airport Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PW- Airport Airport Historical Files Yes Yes PERM PERM PERM DP PW- Airport Badging Office Files Yes No ACT+lY  ACT+ lY DP PW- Airport Budget Working Papers Yes No 2Y  2Y CGC34090 PW -Airport Grant Files Yes Yes PERM PERM PERM CGC34090/DP PW -Airport Landing Fees Yes 'No IND lND lND DP PW- Airport Lease Files, Aviation Yes Yes ACT+2Y PERM PERM CGC34090/DP PW- Airport Lease Files, Commercial Yes Yes ACT+2Y 8Y ACT+ lOY CGC34090/DP PW- Airpmt Month End Files Yes No 3Y  3Y CGC34090/DP  PW- Airport Noise Management Program Yes No 3Y  3Y CGC34090/DP PW- Airport NOTAMS Yes No 2Y  2Y CGC34090 PW -Airport Overnight Transient Parking Yes No 3Y  3Y CGC34090/DP  PW- Airport Personnel Files No No E TRIHR E+TRIHR DP PW -Airport Project Files Yes No ACT 5Y ACT+5Y CGC34090/DP PW- Airport  RFP - Successful Yes No ACT 5Y ACT+5Y CGC34090/DP PW -Airport RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090/DP PW- Airport Runway Inspection Logs Yes No 2Y 3Y 5Y CGC34090/DP PW - Architecture Architecture Drawings Yes Yes ACT+2Y PERM PERM CGC34090/DP    Monday, June 27,2016 Page 49 of 58     D ept/Div Records Series Title Original  Vital In Office In Storage Total Retention  Legal Citation  PW - Architecture  Budget Working Papers Yes No 2Y  2Y CGC34090  PW - Architecture  Drawing, Project (Electronic ) Yes Yes PERM PERM PERM CGC34090/DP  PW- Architecture  Personnel Files No No E   E DP  PW - Architecture H.lP - Successful Yes No ACT 5Y ACT+5Y CGCJ4090  PW - Architecture  RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090  PW - Architecture  Special Provisions Yes Yes PERM PERM  PERM CGC34090/DP  PW - Engineering  Budget Working Papers Yes No 2Y   2Y CGC34090  PW - Engineering  Certified Payrolls Yes Yes ACT JY ACT+JY DP  PW - Engineering  DR Project Files Yes Yes PERM PERM  PERM CGC34090/DP PW - Engineering Drawing, Project (Electronic) Yes Yes PERM PERM PERM DP PW - Engineering Easements Yes Yes PERM PERM PERM CGC34090/DP PW- Engineering Engineecring Drawings Yes Yes PERM PERM PERM CGC34090/DP PW - Engineering Grant Files Yes Yes ACT 5Y ACT+5Y 24CFR570.502 (b )(3) PW- Engineering Inspection Photos Yes Yes lND lND IND CGC34090/DP PW- Engineering Lot Line Adjustment Yes Yes PERM PERM PERM DP PW- Engineering Parcel Maps Yes Yes PERM PERM PERM DP PW - Engineering Permits, Encroachment Yes Yes PERM PERM PERM CGC34090/DP  PW - Engineering Permits, Street Yes No lOY   lOY CGC34090/DP PW - Engineering Permits, Street Repair Yes No 2Y  2Y CGC34090 PW - Engineering  Permits, Utility Excavate Yes Yes PERM PERM  PERM CGC34090/DP    Monday, June 27, 2016 Page 50 of 58     D ept/Div Records Series Title Original  Vital In Office In Storage Total Retention  Legal Citation  PW w Engineering Permits, Wastewater (Electronic) Yes No IND   lND DP  PW - Engineering  Permits, Water Meters (Electronic) Yes No IND   IND DP PW - Engineering Persmmel Files No No E  E DP PW- Engineering RFP- Successful Yes No ACT 5Y ACT+ SY CGC34090/DP PW - Engineering ru:p - Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090/DP  PW- Engineering Special Provisions Yes Yes PERM PERM PERM CGC34090/DP  PW- Engineering Tract Maps Yes Yes PERM PERM  PERM DP  PW - Engineering Video Inspection, Post Construction Yes Yes PERM PERM PERM CGC34090/DP  PW - Engineering  Video Inspection, Pre Constmction Yes Yes PERM PERM PERM CGC34090/DP PW- Facilities Cemetery AlP Files Yes No 2Y  2Y CGC34090 PW- Facilities Cemetery Budget Working Papers Yes No 2Y  2Y CGC34090 PW- Facilities Cemetery Contract Books Yes Yes PERM PERM PERM CGC34090/DP PW- Facilities Cemetery Deed to Cemetery Plot Yes Yes PERM PERM PERM CGC34090/DP PW- Facilities Cemetery Funeral Books Yes Yes PERM PERM PERM HS7955 PW- Facilities Cemetery Internment Books Yes Yes PERM PERM PERM HS7955 PW - Facilities Cemetery Internment Records Yes Yes PERM PERM PERM HS8128 PW- Facilities Cemetery Maps Yes Yes PERM PERM PERM HS7955  PW - Facilities Cemetery  Mortuary Case Files Yes Yes PERM PERM PERM DP PW- Facilities Cemetery Plot Books Yes Yes PERM PERM PERM HS7955 PW- Facilities Cemetery Plot Invoices Yes Yes PERM PERM PERM CGC34090/DP    Monday, June 27,2016 Page 51 of 58   In In Total Dept/Div Records Serie s Title Original Vital Office Storage Retention Legal Citation  PW- Facilities Cemetery Pre Need Records Yes Yes PERM PERM PERM CGC34090/DP PW- Facilities Cemetery Receipt Books Yes Yes PERM PERM PERM CGC34090/DP PW- Facilities Cemetery Sale Order Books Yes Yes PERM PERM PERM CGC34090/DP PW - Facilities Cemetery Summary Daily Cash Collected Yes Yes PERM PERM PERM CGC34090/DP PW- Facilities Maint. Budget Working Papers Yes No 2Y 2Y CGC34090 PW- Facilities Maint. City Yard Camera Yes No R R DP  PW- Facilities Maint. Custodial Punch Time Cards Yes No 2Y 2Y DP  PW- Facilities Maint. Daily Activity Log (Electronic) Yes No lOY lOY DP  PW- Facilities Maint. Daily Repair Log (Electronic) Yes No l5Y l5Y CGC34090/DP PW- Facilities Maint. Graffiti Removal Consent Form Yes No ACT+JY ACT+3Y DP PW- Facilities Maint. Inventory Street Light Map Yes Yes PERM PERM PERM DP PW- Facilities Maint. Job Folders Yes No ACT ACT DP PW- Facilities Maint. Project Files Yes No ACT ACT DP PW- Facilities Maint. RFP - Successful Yes No ACT 5Y ACT+5Y CGC34090  PW- Facilities Maint. RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090  PW- Facilities Maint. Street Light Repair Log Yes Yes PERM PERM PERM CGC34090/DP PW- Facilities Maint. Work Order, D/8 Electronic Yes Yes IND IND IND CGC34090/DP PW- Pub. Landscape AlP Files (Electronic) Yes No 4Y 4Y DP PW- Pub. Landscape CDF - Tree Grant Yes No ACT+4Y ACT+4Y 24CFR570.502 (b )(3)  PW- Pub. Landscape Claims No No JY JY CGC34090/DP     Monday, June 27,2016 Page 52 of 58   In D epi/Div Records Series Title Original Vital Office In Storage Total Retention  Legal Citation PW - Pub. Landscape Daily Log Books - Prom. Maint. Yes No lOY   lOY CGC34090/DP PW - Pub. Landscape Daily Work Orders- Prom. Maint. Yes No ACT+SY  ACT+SY CGC34090/DP PW - Pub. Landscape Landmark Trees Yes Yes PERM PERM  PERM DP  PW - Pub. Landscape Personnel Files No No E   E DP PW - Pub. Landscape  Private Trees Yes No ACT   ACT DP PW - Pub. Landscape Project Files- Park Maint. Yes No lOY  lOY CGC34090/DP PW - Pub. Landscape Prop A Maint & Svc. Req. Yes No 7Y SY  12Y CGC34090/DP PW - Pub. Landscape Purchasing Card Log Yes No 3Y   3Y CGC34090/DP PW - Pub. Landscape  RFP - Successful Yes No ACT 5Y ACT+ SY CGC34090  PW - Pub. Landscape RFP- Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090 PW - Pub. Landscape Tenninated Employees No No 2Y   2Y CGC34090 PW - Pub. Landscape Tree Maintenance - Electronic Yes Yes PERM PERM  PERM DP PW - Pub. Landscape Tree Master Plan Yes Yes PERM PERM  PERM DP PW - Pub. Landscape  Trees - Historical Yes Yes PERM PERM  PERM DP  PW -RRR Allan Recycling Tickets No Yes C+JY   C+3Y CGC34090/DP PW -RRR  Blue Prints Yes No LB IND LB CGC34090/DP PW -RRR Budget Working Papers Yes No 2Y   2Y CGC34090 PW -RRR C&D Mgmt. Plan Yes Yes LP   LP CGC34090/DP  PW -RRR Cash Turn-In Reports Yes No C+ lY   C+ IY DP PW -RRR Landfill Receipts Yes No C+3Y  C+3Y CGC34090/DP    Monday, June 27, 2016 Page 53 of 58   In In Vital Office Storage   Dept/Div Records Series Title Original Total Retention Leg a l Citation  PW -RRR  PW -RRR Missed Kronos Punch Forms  Northstar Work Orders Yes  Yes No  No C+2Y  !Y  C+2Y  !Y CGC34090/DP  DP  PW- RRR Private Hauler Reports Yes Yes 3Y  3Y CGC34090/DP  PW-RRR  Private Hauler Vendor Files No Yes 3Y  3Y CGC34090/DP PW -RRR Receipt Books Yes No C+IY  C+!Y DP PW -RRR Request for Add'l. Camp. - OT Yes No C+2Y  C+2Y CGC34090/DP PW -RRR RFP - Successful Yes No ACT SY ACT+ SY CGC34090/DP PW- RRR RFP- Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PW -RRR SCD Transfer Tickets Yes Yes C+3Y  C+3Y CGC34090/DP  PW -RRR Vendor Payments Yes No C+2Y  C+2Y CGC34090/DP PW - Street/Fleet Budget Working Papers Yes No 2Y  2Y CGC34090  PW- Street/Fleet Fleet- Above Ground Storage Tank Insp. Yes Yes ACT+3Y  ACT+3Y 40CFR!l2.7e/DP  PW- Street/Fleet Fleet- Aerial Lift Inspections Yes Yes ACT+3Y  ACT+3Y DP  PW - Street/Fleet Fleet- AST Training Records Yes Yes E+3Y  E+3Y DP  PW - Street/Fleet Fleet- CHP Bit Inspection (Electronic) No Yes 2Y  2Y VC3450!.!2  PW - Street/Fleet Fleet- Heavy Duty Driver Insp. Report Yes Yes 3M  3M CRF396.11  PW - Street/Fleet Fleet- Periodic Smoke Inspection (PSI) Yes Yes ACT+2Y  ACT+2Y !3CCR2!90 PW - Slrcct/Ficet Fleet- Preventive Maint. Docs. (Electronic) Yes Yes LV  LV DP PW - Street/Fleet Fleet- Smog Inspection Docs. Yes Yes ACT+ 3Y  ACT+3Y HS440!9 PW- Street/Fleet Fleet- Tire Program Manitest Receipts Yes No ACT+3Y  ACT+3Y 14CCR740!    Monday, June 27,2016 Page 54 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Le ga l Citation  PW w Street/Fleet  Fleet w Vehicle Records Yes Yes LV  LV DP PW w Street/Fleet Personnel Files Yes No E  E DP PW w Street/Fleet  RFP w Successful Yes No ACT SY  ACT+5Y CGC34090/DP  PW w Street/Fleet  RFP w Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090  PW w Street/Fleet  Street w Asphalt Work Orders Yes No ACT+ 6Y   ACT+6Y CGC34090/DP PW w Street/Fleet Street w Concrete Work Orders Yes No ACT+6Y   ACT+6Y CGC34090/DP PW w Street/Fleet Street w Sidewalk Inspections Yes No ACT+6Y   ACT+6Y CGC34090/DP  PW w Street/Fleet  Street w Warehouse Requisition Fonns Yes No 2Y 7Y  97 DP  PW w Street/Fleet  Street w Work Orders, D/B Electronic Yes No IND IND  lND CGC34090/DP PW - WR - Admin.  Applications Yes No 2Y   2Y DP PW- WR-Admin.  Books Yes Yes PERM PERM PERM DP PW w WR-Admin.  Budget Working Papers Yes No 2Y   2Y CGC34090  PW - WR w Admin.  Hypcrion Yes No 2Y lOY  12Y CGC34090/DP  PW- WR- Admin.  Invoices, Moss Avenue Yes No IND IND  IND CGC34090/DP PW- WR- Admin. Litigation Files No Yes ACT lOY ACT+ lOY DP PW- WR w Admin.  Ordinance, Water Division No No R  R DP PW - WR- Admin.  Permitted Files Yes No ACT 30Y ACT+30Y 29CFRI910.120 PW w WR w Admin.  Project Files Yes No ACT SY  ACT+5Y CGC34090/DP PW w WR w Admin.  Project Files MTBE Yes No ACT lOY  ACT+ lOY DP  PW w WR w Admin.  Property Tax Invoices Yes Yes PERM PERM  PERM 26CFR301.6501/DP    Monday, June 27,2016 Page 55 of 58    Dept/Diy   Records Series Title  Original  vital In Office In Storage Total Retention  Legal Citation PW WR Admin. RF P Successful Yes No ACT SY  ACT+ SY CGC34090 PW WR Admin. RF P Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090 PW WR- Admin. Surveys Yes No 2Y   2Y CGC34090  PW- WR-PP Administrative Files Yes No LOB LOB  LOB CGC34090/DP PW-WR-PP Pem1its, Sewer Yes No LOB IND LOB CGC34090/DP PW- WR-PP Project Files Yes No LOB lND LOB CGCJ4090/DP  PW- WR-PP  Reference Materials Yes No u  u DP PW - WR - Wtr. Treatment AlP Files No No Sy  SY CGC34090/dp PW - WRWtr. Treatment Compliance Reports No Yes IND   IND 22CCR64469/40CFR141.33 PW WR- Wtr. Treatment Consumer Complaints Yes No SY   SY 22CCR64469 PWWR- Wtr. Treatment Ground Water Production Records Yes Yes PERM   PERM CGC34090 PW WR Wtr. Treatment Lab Test Results/Water Quality Yes Yes lOY   lOY 22CCR64469/40CFR 141.33 PW WR - Wtr. Treatment Plant Operation Records Yes Yes lND   IND 22CCR64469 PW WR- Wtr. Treatment RFP Successful Yes No ACT SY  ACT+SY CGC34090/DP PW- WR- Wtr. Treatment RFP Unsuccessful Yes No ACT 2Y  ACT+2Y CGC34090  PW- WR- WW Backtlow Prevention (Electronic) Yes No 3Y   3Y HS116800 PW- WR- WW Bil!ables Yes No 3Y   3Y DP PW-WR-WW Construction Maps Yes Yes PERM PERM  PERM DP  PW- WR- WW Damage Report, City Property Yes No 3Y   3Y DP PW-WR-WW Damage Report, Vehicles Yes No 3Y   JY DP    Monday, June 27,2016 Page 56 of 58     Dept/Div   Records Series Title  Original  Vital In Office In Storage Total Retention  Legal Citation PW- WR- WW Fire Hydrant Flow Tests Yes Yes PERM PERM PERM CGC34090/DP PW- WR- WW Flow Charts Yes No 6Y  6Y CGC34090/DP PW- WR- WW General Liability Accident Report Yes No 3Y  3Y CGC34090/DP PW-WR-WW Inspection Reports Yes No SY  SY CGC34090/DP PW- WR- WW Meter Read Yes No IY  IY DP PW-WR-WW Valve Books Yes Yes PERM PERM PERM DP PW-WR-WW Vehicle Inspection Report Yes No 3Y  3Y CGC34090/DP PW-WR-WW Wastewater Maps Yes Yes PERM PERM PERM CGC34090/DP PW-WR-WW Water Main Failure Reports Yes Yes PERM PERM PERM CGC34090/DP PW- WR- WW Water Maps Yes Yes PERM PERM PERM CGC34090/DP PW-WR-WW Work Orders Yes Yes PERM PERM PERM DP                      Monday, June 27, 2016 Page 57 of 58  In In Total Dept/Div Record s Serie s Title Original Vital Office Storage Retention Legal Citation       Approvals:  City Attomey: Date, _  City Clerk: ----------------- Date, _  Resolution No.: Date _               Retention Codes: AA =After Audit, ACT= While Active or Term Ends or Expires, AR =After Recorded, C = Cunent, DP =Department Policy, E =While Employed, HS =Health and Safety, IND =Indefinite, LB =Life of Building, LOB= Life of Business, LP =Life of Project, LV= Life of Vehicle, M =Months, PE = Parldng Enforcement, PERM= Permanent, P/0 =Printouts, R =Reference, S =Until Superseded or Recorded Ove1·, T =Term, TR = Transfer to Police Records, TR/HR = Transfer to Human Resources, TR/RM =Transfer to Risk Management, U =As long as the document is useful, Y =Years , AG OP = Attomey General Opinions, CCP = Code of Civil Procedure, CFR =Code of Federal Regulations, CGC = Califomia Government Code, CLC = California La bor Code, EC = Election Codes, LC = Legal Consideration, PC= Penal Code, UFC =Uniform Fire Code, USC= United State Code and WIC =Welfare and Institutions Code.* Current technology does not allow for one year l'etention period,** See seperate document for retention periods based on City Council meeting outcomes.         Monday, June 27, 2016 Page 58 of 58 Ciiy of Santa Monica City-wide Records RetentionSchedule 2015 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB ~Executive Administrative Files Yes No ACT SY ACT+SY DP BBB -Executive Complaints -ADA Yes No 7Y 7Y CGC34090/DP BBB -Executive Contracts/Agreements Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Executive Financial Reports Yes No ACT 7Y ACT+7Y CGC34090/DP BBB -Executive Grievances/Internal Complaints Yes No SY 5Y CGC34090/DP BBB -Executive Historical Files Yes Yes PERM PERM PERM DP BBB -Executive Personnel Actions (UTU) Yes No ACT 7Y ACT+7Y CGC34090/DP BBB -Executive Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Executive Purchase Card Receipts Yes No 7Y 7Y DP B;BB -Executive Short Term Planning Files Yes No 3Y 3Y CGC34090/DP · BBB-Finance & Grants Contracts/Agreements, Funding Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Finance & Grants Credit Card Receipts Yes No 7Y 7Y CGC34090/DP BBB -Finance & Grants Dispatch Worksheet Yes No 2Y 8Y lOY US:26CFR31.6001.1 BBB -Finance & Grants Grants, Operational Yes No ACT+3Y ACT+3Y CGC34090/DP BBB -Finance & Grants Long Term Planning Files Yes No ACT JOY ACT+JOY CGC34090/DP BBB -Finance & Grants National Transit Database Reports (NID) Yes No ACT 20Y ACT+20Y CGC34090/DP BBB -Finance & Grants Project Files, Financial Data Yes No ACT+JY ACT+JY CGC34090/DP Wednesday, August 05, 2015 Page 1 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB ~Finance & Grants Reports, Payroll Yes No 2Y 2Y CGC34090/DP BBB -Finance & Grants Reports, Revenue Yes No 2Y 8Y lOY CGC34{)90/DP BBB-Finance & Grants RFP, Rejected, Federally Funded Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Finance & Grants RFP, Rejected, Non-Federally Funded Yes No 2Y 2Y DP BBB -Finance & Grants Short Range Planning Files Yes No ACT 30Y ACT+30Y CGC34090/DP BBB -Finance & Grants STA/TDA Claims Yes No ACT+2Y ACT+2Y DP BBB -Finance & Grants State Controller Reports (SCR) Yes No ACT 20Y ACT+20Y CGC34090/DP BBB-Finance & Grants Surveys Yes No ACT lOY ACT+ lOY CGC34090/DP BBB-Finance & Grants Time Sheets Yes No 2Y 8Y lOY CGC34090/DP BBB-GCR Advertising Completion Reports Yes No 4Y 4Y DP BBB-GCR Advertising Master Sales Agmt Yes No ACf+4Y ACT+4Y DP BBB-GCR Artwork, Original Yes No PERM PERM PERM DP BBB-GCR Contracts/ Agreements Yes No ACT+4Y ACT+4Y CGC34090/DP BBB-GCR Customer Feedback Yes No 4Y 4Y CGC34090/DP BBB-GCR Customer Feedback Database Yes No lOY lOY CGC34090/DP BBB-GCR Department Event Files Yes No lY lOY llY CGC34090/DP BBB-GCR Historical Files Yes Yes PERM PERM PERM DP BBB-GCR Long Term Planning Files Yes No 3Y 7Y lOY CGC34090/DP BBB-GCR Metro Long Tenn Planning Files Yes No 2Y IND IND CGC34090/DP BBB-GCR Newsletter Yes No PERM PERM PERM DP Wednesday, August 05,2015 Page 2 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB-GCR Personnel Files Yes No E E DP BBB-GCR Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB-GCR Project Files, Marketing Yes No 4Y 4Y CGC34090/DP BBB-GCR Purchase Card Receipts Yes No 7Y 7Y CGC34090/DP BBB-GCR Receipts, Cash Yes No 3Y 3Y CGC34090/DP BBB-GCR Reports Yes No 4Y 4Y CGC34090/DP BBB-GCR Request for Proposal, Rejected Yes No lY IY DP BBB -Maintenance Certificates/Permits Yes No ACT ACT CGC34090/DP BBB -Maintenance Environmental Reports Yes No 30Y 30Y 29CFR1910.120 BBB -Maintenance Facility Expansion Yes Yes LB LB LB DP BBB -Maintenance Fleet Inventory Yes No LV+3Y LV+3Y DP BBB -Maintenance Historical Files Yes Yes ACT PERM PERM DP BBB -Maintenance Personnel Files No No E+2Y E+2Y DP BBB -Maintenance Purchase Card Receipts Yes No 7Y 7Y CGC34090/DP BBB -Maintenance Reports Yes No 4Y 4Y CGC34090/DP BBB -Maintenance Training Materials Yes No s s CGC34090/DP BBB -Maintenance Vehicle Bid Specifications Yes No u u DP BBB -Maintenance Vehicle Files Yes No LV+3Y LV+3Y CGC34090/DP BBB -Operations AFMS Data, Electronic Yes No 3Y 3Y CGC34090/DP BBB -Operations Compliance Certificates Yes No ACT ACT CGC34090/DP Wednesday, August 05, 2015 Page 3 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB ~ Operations FCC Licenses, Current Yes No s s DP BBB -Operations FCC Licenses, Sold Yes No 2Y 2Y DP BBB -Operations General Memorandum (GM's) Yes No lY 2Y 3Y CGC34090/DP BBB -Operations Long Term Planning Documents Yes No 3Y 3Y 6Y CGC34090/DP BBB -Operations NTD Surveys Yes No lY 2Y 3Y CGC34090/DP BBB -Operations Persomtel Files Yes No E+2Y E+2Y DP BBB-Operations Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Operations Purchase Card Receipts Yes No 7Y 7Y DP BBB -Operations Reports Yes No 4Y 4Y DP BBB -Safety & Training Accident Files No No lY 4Y SY CGC34090/DP BBB-Safety & Training Contracts/Agreements Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Safety & Training Dictaphone Recordings, Analog Yes No s s DP BBB-Safety & Training Dictaphone Recordings, Digital Yes No 7Y 7Y CGC34090/DP BBB -Safety & Training Drug Testing Files, Negative Yes No 3Y 3Y CGC34090 BBB -Safety & Training Drug Testing Files, Positive Yes No 6Y 6Y 49CFR653.31/DP BBB ~ Safety & Training DVR Recordings, Facilities Pending Litigation Yes No 'IR/RM 'IR/RM CGC34090/DP BBB " Safety & Training DVR, Facilities Yes No s s DP BBB ~ Safety & Training DVR, Vehicles Yes No s s DP BBB • Safety & Training DVR, Vehicles Pending Litigation Yes No TRIRM TRIRM CGC34090/DP BBB " Safety & Training Estimate Files Yes No lY 4Y SY CGC34090/DP Wednesday, August 05,2015 Page4 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation BBB ~ Safety & Training Project Files Yes No ACT+2Y ACT+2Y CGC34090/DP BBB -Safety & Training Reports Yes No 4Y 4Y CGC34090/DP BBB -Safety & Training Safety Meetings Yes No 5Y 5Y CGC34090/DP BBB -Safety & Training SPAB & VIT Training Sign-in Sheets Yes No 5Y 5Y CGC34090/DP BBB -Safety & Training Training Materials Yes No s s CGC34090/DP CCS-Admin. . Audio Tapes Yes No JY JY CGC34090 CCS-Admin. Photos Yes No PERM PERM PERM CGC34090/DP CCS -Admin. Project Blueprints No No IND IND IND DP CCS -Admin. R&P Commission Minutes Yes No PERM PERM PERM CGC34090 CCS -Admin. R&P Commission Staff Reports Yes No PERM PERM PERM CGC34090/DP CCS-Admin. Subject Files No No ACT 4Y ACT+4Y CGC34090/DP CCS-Admin. Subject Files, Historical No No PERM PERM PERM CGC34090/DP CCS -Comm. Recreation ALL-Accident/Incident Reports Yes No IY 3Y 4Y CGC34090/DP CCS -Comm. Recreation ALL-Contract Payment Forms No No ACT+ lY ACT+ 1Y DP CCS -Corum. Recreation ALL-Daily Cash Receipt Reports Yes No IY 2Y 3Y CGC34090/DP CCS -Comm. Recreation ALL~ Fin Assistance Award/Denial Letters No No IY 2Y 3Y CGC34090/DP CCS ~ Comm. Recreation ALL~ Financial Assistance Applications Yes No IY 2Y JY CGC34090/DP CCS v Comm. Recreation ALL~ Permit Recipients Proof oflns. No No ACT ACT CGC34090/DP CCS ~ Comm. Recreation ALL~ Purchasing Card Receipts No No IY !Y DP CCS -Comm. Recreation ALL-Req for Warrant (Contractors) No No ACT+ IY ACT+ lY CGC34090/DP Wednesday, August 05,2015 Page 5 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Comm. Recreation ALL-Req for Warrant (Non Contractors) No No lY lY DP CCS -Comm. Recreation BBQ/Picnic Reservation Applications Yes No !Y lY DP CCS -Conun. Recreation Beach/Water Activity Permit Yes No ACT 2Y ACT+2Y CGC34090 CCS -Comm. Recreation Beach/Water Activity Permit Application Yes No lY lY DP CCS -Comm. Recreation Classes -hiStructor Agreements Yes No ACT+ !Y ACT+ lY DP CCS -Comm. Recreation Classes -Regislralion/Waiver Fonns Yes No ACT+ IY ACT+ IY DP CCS -Comm. Recreation Classes -Rejected RFP Yes No lY 2Y 3Y CGC34090 CCS -Comm. Recreation Drop-In Soccer Waiver Form Yes No ACT+ lY ACT+ !Y CGC34090/DP CCS -Comm. Recreation Events -Applications Yes No JY JY CGC34090 CCS -Corum. Recreation Events-Letter of Requirement No No JY JY CGC34090 CCS -Comm. Recreation Events -Pennits Yes No 3Y JY CGC34090 CCS -Comm. Recreation Film Permit Site Approval Notice Yes No !Y lY DP CCS -Comm. Recreation Fitness Room Waiver Form Yes No ACT+ lY ACT+ lY DP CCS -Comm. Recreation Gardens -Advisory Council Agendas Yes No lY 2Y JY CGC34090/DP CCS -Comm. Recreation Gardens -Advisory Cmmcil Minutes Yes Yes lY PERM PERM DP CCS -Comm. Recreation Gardens-Garden Applications Yes No ACT+ 5Y ACT+5Y DP CCS -Comm. Recreation Gardens-Garden Partnership Registration Yes No ACT+ !Y ACT+ lY DP CCS -Comm. Recreation Gardens-License Agreements Yes No ACT+4Y ACT+4Y CGC34090/DP CCS -Comm. Recreation Lawn Bowling Agreement Yes No ACT+4Y ACT+4Y DP CCS -Comm. Recreation Leagues-Director Agreements Yes No ACT+ lY ACT+ lY DP Wednesday, August 05,2015 Page 6 of60 In In Total DepUDiv Records Series Title Original Vital Office Storage Retention Legal Citation CCS ~ Corum. Recreation Leagues ~Director RFP ~ Rejected Yes No IY 2Y 3Y CGC34090 CCS -Comm. Recreation Leagues-Player Waiver Fonns Yes No lND lND lND DP CCS -Corum. Recreation Leagues-Team Registration Yes No 2Y 2Y CGC34090/DP CCS -Comm. Recreation Meeting Room Pcnnit Applications Yes No IY IY DP CCS -Corum. Recreation RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP CCS -Comm. Recreation RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 CCS -Comm. Recreation SMARS-Registration/Waiver Fonns Yes No !Y IY DP CCS -Comm. Recreation SMARS-Volunteer Reg/Waiver Fonns Yes No IY !Y DP CCS -Comm. Recreation Sports Advisory Council -Agends Yes No !Y 2Y 3Y CGC34090/DP CCS -Comm. Recreation Sports Advisory Council-Minutes Yes Yes lY PERM PERM DP CCS -Comm. Recreation Sports Facilities-Pennit Application Yes No !Y IY DP CCS -Comm. Recreation SurfPennitApproval Letters No No !Y 3Y 4Y DP CCS -Comm. Recreation SurfPennit RFP Yes No IY 3Y 4Y CGC34090 CCS -Comm. Recreation SurfPermit RFP -Rejected Yes No IY 2Y 3Y CGC34090 CCS -Corum. ~ecreation Swim -Field Trip Permission Slips Yes No !Y IY DP CCS -Comm. Recreation Swim -Pennit Application Yes No 2Y 2Y CGC34090 CCS -Corum. Recreation Swim-Vendor Agreements Yes No ACT+ !Y ACT+ IY DP CCS -Comm. Recreation Swim-Vendor RFP-Rejects Yes No IY 2Y 3Y CGC34090 CCS -Comm. Recreation Swim Center Reg/Waiver Forms Yes No !Y. !Y DP CCS -Comm. Recreation Tennis -Court Reservations Yes No IY IY DP Wednesday, August 05, 2015 Page 7 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS ~ Comm. Recreation Tellllis-Private Instructor Approval Yes No !Y !Y DP CCS -Comm. Recreation Tennis-Tournament Dir RFP-Rejected Yes No !Y 2Y JY CGC34090 CCS -Comm. Recreation Tennis-Tournament Director Agreement Yes No ACT+ lY ACT+ lY DP CCS -Comm. Recreation The Cove-Class Reg/Waiver Forms Yes No !Y !Y DP CCS -Comm. Recreation The Cove-Daily Maint. Records Yes No lY 2Y JY DP CCS -Comm. Recreation The Cove-Registration/Waiver Forms Yes Yes !ND !ND 1ND DP CCS -Comm. Recreation Winter Display Applications Yes Yes 1ND 1ND 1ND DP CCS -Comm. Recreation Winter Display Site Approval Yes No 1ND !ND !ND DP CCS -Comm. Recreation WSO -Board Meeting Minutes Yes Yes !Y PERM PERM DP CCS -Conun. Recreation WSO -Financial Records Yes No JY JY CGC34090 CCS -Comm. Recreation WSO -Medical Releases Yes No JY JY CGC34090 CCS • Cultural Affairs Annenberg Comm. Bch. House (Historical) Yes Yes PERM PERM PERM DP CCS · Cultural Affairs Anncnberg Comm. Bch. House Files Yes No 2Y 2Y CGC34090/DP CCS • Cultural Affairs Artist Files Yes No ACT PERM PERM CGC34090/DP CCS · Cultural Affairs Arts Commission Agendas Yes No 4Y PERM PERM CGC34090/DP CCS • Cultural Affairs Arts Cmmnission Audio Tapes Yes No 6M 6M DP CCS -Cultural Affairs Arts Commission Minutes Yes No 4Y PERM PERM CGC34090 CCS -Cultural Affairs Cash Receipts Yes No ACT 5Y ACT+5Y 26CFR301.6501 CCS -Cultural Affairs Event Files-Annenberg Yes No ACT 7Y ACT+7Y CGC34090/DP CCS -Cultural Affairs Event Historical Files (Civic Aud.) Yes Ye' PERM PERM PERM DP Wednesday, August 05, 2015 Page 8 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Cultural Affairs Grant Files No No 2Y BY lOY CGC34090/DP CCS -Cultural Affairs Miles Playhouse Program Files Yes No lY 6Y 7Y CGC34090/DP CCS -Cultural Affairs Project Files Yes No ACT PERM ACT+PERM CGC34090/DP CCS -Cultural Affairs RFP -Successful Yes No ACT 5Y ACT+SY CGC34090/DP CCS-Cultural Affairs RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 CCS -Cultural Affairs Show Files, One of a Kind (Civic Aud.) Yes Yes PERM PERM PERM DP CCS -Cultural Affairs Show Files, Repetitive (Civic Aud.) Yes No ACT JY ACT+ JY DP CCS -Human Services Applications, Scholarships Yes No JY 3Y CGC34090 CCS -Human Services Audio Tapes Commission Meeting Yes No 6 mos 6 mos DP . CCS -Hmnan Services Chronological Files Yes No 2Y JY SY CGC34090/DP CCS -Human Services Commissionffask Force Age!].das Yes No BY BY CGC34090/DP CCS-Human Services Commissionffask Force Minutes Yes No 3Y PERM PERM CGC34090/DP CCS -Human Services Commissionffask Force Packet Yes No 5Y 5Y CGC34090/DP CCS -Human Services Complaints Yes No 2Y 4Y 6Y CGC34090/DP CCS -Human Services Contracts/Agreements Yes No ACT 5Y ACT+5Y CGC34090/DP CCS -Human Services Financial Records Yes. No 2Y 5Y 7Y CGC34090/DP CCS -Human Services Homeless Community Court Yes No 2Y JY 5Y CGC34090/DP CCS -Human Services Homeless Project Homecoming Yes No 2Y 3Y 5Y CGC34090/DP CCS -Human Services Homeless Service Registry Yes No 2Y SY lOY CGC34090/DP CCS -Human Services HUDICDBG Yes No ACT 25Y ACT+25Y CGC34090/DP Wednesday, Aqgust 05,2015 Page 9 of60 In In Total Dept/Div Recoi'ds Series Title Original Vital Office Storage Retention Legal Citation CCS -Human Services PAL Board Financials Yes No JY 7Y lOY CGC34090/DP CCS -Human Services PAL Board Minutes Yes No JY PERM PERM CGC34090/DP CCS -Human Services PAL Event Files Yes No JY JY CGC34090 CCS -Human Services PAL Event Photographs Yes No PERM PERM PERM CGC34090/DP CCS -Human Services PAL Financial Back-up Material Yes No SY 5Y CGC34090 CCS -Human Services PAL Participant Files Yes No 2Y 5Y 7Y CGC34090/DP CCS -Human Services PAL Summer Food Service Program Yes No 5Y 5Y CGC34090 CCS -Human services Personnel Related Files Yes No ACT+2Y 5Y ACT+7Y CGC34090/DP CCS -Human Services Program Files Yes No ACT lOY ACT+ lOY CGC34090/DP CCS-Human Services Project Files -Grants Yes No ACT 20Y ACT+20Y CGC34090/DP CCS -Human Services Prop A Funds Yes Yes ACT 4Y ACT+4Y PUC99243 CCS-Human Services Reed Park Applications, Fin. Assistance Yes No 2Y SY 7Y CGC34090 CCS -H11man Services Reed Park CREST Historical Files Yes No PERM PERM PERM CGC34090/DP CCS -Human Services Reed Park CREST Program Files Yes No IY 9Y lOY CGC34090/DP CCS -Human Services Reed Park Registration/Attendance Fonns Yes No IY 2Y JY CGC34090 CCS -Human Services Reed Park Timecards Yes No JY JY CGC34090/DP CCS -Human Services RFP -Successful Yes No ACT 5Y ACT+5Y CGC34090/DP CCS -Human Services RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 CCS -Human Services Rosie's Girls Program Files Yes No 2Y 5Y 7Y CGC34090/DP CCS -Human Services Sr. Nutrition Program Files Yes No ACT 6Y ACT+6Y CGC34090/DP Wednesday, August 05, 2015 Page 10 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation CCS -Human Services Sr. Rec. Advisory Council Minutes Ye' No IY PERM PERM CGC34090 CCS -Human Services Sr. Rec. Program Files Yc' No ACT 6Y ACT+6Y CGC34090/DP CCS -Human Services V AP Accmmts Payable/Contracts y, No 3Y 3Y CGC34090/DP CCS -Human Services V AP Advisory Board Minutes Ye' No PERM PERM PERM CGC34090/DP CCS -Human Services V AP Community Events y, No 3Y 3Y CGC34090/DP CCS -Human Services V AP Deposits y, No 3Y 3Y CGC34090/DP CCS -Human Services VAP Enrollment Fonns y, No 2Y 2Y CGC34090 CCS -Human Services V AP Program Files Yes No 3Y 3Y CGC34090/DP CCS -Human Services V AP Registration Forms Yes No 2Y 2Y CGC34090 CCS -Human Services V AP Room Rental Applications y, No 2Y 2Y CGC34090 CCS -Human Services VAP Sign In Sheets y, No 2Y 2Y CGC34090 CCS -Human Services V AP Summer Food Program Yes No 5Y 5¥ CGC34090/DP CCS -Human Services V AP Trade Intern Files y, No 3Y 3Y CGC34090/DP City Attorney -Admin. Budget, Final No No IND IND IND CGC34090/DP City Attorney -Admin. Budget, Working Papers Yes Yes IND IND IND CGC34090/DP City Attorney ~ Admin. CAO Payment Receipts Ye' No ACT 5Y ACT+5Y 26CFR301.6501 City Attorney~ Admin. Chronological Files Yes Yes IND IND IND CGC34090/DP City Attorney~ Admin. Opinion Files Yes Yes IND IND IND CGC34090/DP City Attorney-Admin. Personnel Files, At Will Yes No IND IND IND CGC34090/DP City Attorney -Admin. Rejection Letters Yes No ACT lOY ACT+ lOY CGC12946/DP Wednesday, August 05, 2015 Page 11 of60 In In Total Dept!Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney -Admin. Subject Files, Marsha Moutrie Yes Yes IND !NO IND CGC34090/0P City Attorney -Admin. Time Sheets, Attorneys Yes No IND lND !NO CGC34090/DP City Attomey -Civil Lit Case Cards Yes No PERM PERM PERM CGC34090/DP City Attorney-Civil Lit Closing Papers Yes No ACT 20Y ACT+20Y CGC34090/DP City Attorney -Civil Lit Open and Closed Cases, Litigation Files Yes No ACT 20Y ACT+20Y CGC34090/0P City Attorney -Civil Lit Open and Closed Monthly Reports Yes No R R CGC34090/DP City Attomey -Civil Lit Structure Settlement Agreement Yes No PERM PERM PERM CGC34090/DP City Attorney -Civil Lit Subpoenas Yes No lY lY DP City Attorney -CPU Closed Cases Yes No JY 17Y 20Y CGC34090/DP City Attorney -Criminal Appeals Log Book y., No R R CGC34090 City Attorney -Criminal Bench Warrant Yes No lY 19Y 20Y CGC34090/DP City Attomey -Criminal Business License Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney -Criminal Citations Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney -Criminal Cl.osed Case Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney ~ Criminal Closed Cases, Domestic Violence Yes No ACT 15Y ACT+ 15Y CGC34090/DP City Attorney ~ Criminal Criminal Prosecutor Control No No R R CGC34090/DP City Attorney-Criminal fuvestigation Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney-Criminal Records Inventory Sheet No No PERM PERM PERM CGC34090/DP City Attorney -Criminal Research Files No No R R CGC34090 City Attorney -Criminal Restitution Files Yes No ACT lOY ACT+ lOY CGC34090/DP Wednesday, August 05,2015 Page 12 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Attorney ~ Muni Law Administrative Hearing Files Yes No ACT lOY ACT+lOY CGC34090/DP City Attomey -Muni Law Airport Cases Yes No PERM PERM PERM CGC34090/DP City Attorney -Muni Law Appointment/Office Conference Book No No R R CGC34090/DP City Attorney -Muni Law Bankruptcy Files Yes No lY SY 6Y CGC34090/DP City Attorney -Mtmi Law Chronological Files No No lOY lOY CGC34090/DP City Attomey -Muni Law Closed Files Yes No ACT 20Y ACT+20Y CGC34090/DP City Attorney -Muni Law Land Use Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attomey -Muni Law M1BECases Yes No PERM PERM PERM CGC34090/DP City Attorney -Muni Law Personnel Related Case Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney -Muni Law Pitchess Motion Files Yes No ACT lOY ACT+ lOY CGC34090/DP City Attorney -Muni Law Public Records Requests Yes No 3Y JY CGC34090 City Clerk-Admin. AlP Files No No 4Y 4Y DP City Clerk-Admin. Audio Tapes of City Council Meetings Yes No 2Y 2Y CGC34090 City Clerk-Admin. B & C Application-Accepted Yes No ACT+2Y SY ACT+7Y DP City Clerk~ Admin. B & C Application-Not Acted Upon Yes No !Y !Y DP City Clerk~ Admin. B & C Directory Yes No PERM PERM CGC34090/DP City Clerk~ Admin. Campaign Statement Log Yes No ACT+7Y ACT+7Y CGC34090/DP City Clerk-Admin. Campaign Statement, Successful Yes No lND IND CGC81009(b) City Clerk-Admin. Campaign Statement, Unsuccessful Yes No SY SY CGC8l009(e) City Clerk-Admin. Claims File -Copies No No 6M 6M DP Wednesday, August 05,2015 Page 13 of60 In In Total Dept/Div Records Series Title Original Vital Office Stomge Retention Legal Citation City Clerk~ Admin. Claims Logs No No 7Y 7Y CGC34090 City Clerk-Admin. Contract Sign In Log Yes No ACT+ lY ACT+ lY CGC34090/DP City Clerk-Admin. Contracts Index Card File Yes No R R CGC34090/DP City Clerk-Admin. Contracts Log Book Yes No R R CGC34090/DP City Clerk-Admin. Domestic Partnership Agreements Yes No IND IND CGC34090/DP City Clerk-Admin. FileKeepers Pick Up Log Yes No PERM PERM DP City Clerk-Admin. Form 700, Statement of Economic Interest Yes No ACT+2Y SY ACT+7Y CGC81009(d) City Clerk -Admin. Intcmet Authorization (City Website) Yes No ACT+6M ACT+6M CGC34090/DP City Clerk-Admin. Miscellaneous Cash Receipt No No JY JY CGC34090 City Cler_k-Admin. Oaths of Office Yes No T+2Y SY T+7Y CGC34090 City Clerk-Admin. Ordinance Log Book Yes No R R CGC34090/DP City Clerk-Admin. Passport Transmittal Forms Yes No 2Y 2Y CGC34090 City Clerk-Admin. Proof of Publication Yes No JY JY CGC34090/DP City Clerk-Admin. Public Records Request No No 6M 6M DP City Clerk-Admin. Records Destruction Certificates Yes No PERM PERM CGC34090/DP City Clerk-Admin. Records Management Electronic Program Yes No PERM PERM CGC34090/DP City Clerk-Admin. Records Transmittal Yes No PERM PERM CGC34090/DP City Clerk -Admin. Records Transmittal, Destroyed Records Yes No PERM PERM CGC34090/DP City Clerk-Admin. Resolutions Log Book Yes No R R CGC34090/DP City Clerk-Admin. Statement ofEconomic Interest Log Yes No ACT+7Y ACT+7Y CGC34090/DP Wednesday, August 05, 2015 Page 14 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk-Admin. Statement of Economic Interests Successful Yes No ACT 7Y ACT+7Y CGC34090/DP City Clerk-Admin. Subject Files Index Cards Yes No R R CGC34090/DP City Clerk-Admin. Time Cards, Prior to ll/98 Yes No 3Y 8Y l!Y CGC34090/DP City Clerk-Election Absent Voter Identification Envelope Yes No 6M 6M EC17302 City Clerk -Election Assisted Voters Lists Yes No 6M 6M EC17304 City Clerk-Election Ballot Designation Worksheet Yes No ACT+ 1M ACT+ !M EC20442 City Clerk-Election Baliot Receipts Yes No 6M 6M EC17302 City Clerk-Election Ballots (Cancelled, Surrendered, Spoiled) Yes No 6M 6M EC17302 City Clerk-Election Ballots, Absent Voter Yes No 6M 6M ECI7505 City Clerk-Election Ballots, Voted Yes No 6M 6M EC17306 City Clerk-Election Challenge Lists Yes No 6M 6M ECI7304 City Clerk-Election Code afFair Campaign Practices Yes No ACT+ 1M ACT+ IM EC20442 City Clerk~ Election Indexes Yes No 6M 6M EC17304 City Clerk~ Election Internet Authorization (City Website) Yes No 6M 6M EC20442 City Clerk~ Election Nominations ~apers (All) Yes No T+lY 3Y T+4Y EC17100 City Clerk~ Election Petitions (Initiatives, Referendums, Recalls) Yes No ACT+8M ACT+8M EC17200 City Clerk-Election Precinct Maps Yes No 12Y l2Y ECI7501 City Clerk-Election Precinct Official Materials Yes No 6M 6M EC17503 City Clerk-Election Rosters of Voters Yes No SY SY EC17300 City Clerk-Election Statement ofEconomic Interests Successful Yes No ACT 7Y ACT+7Y GC8l009 Wednesday, August 05,2015 Page 15 o£60 In In Total Dept/Div Recol'ds Sel'ies Title Ol'iginal Vital Ofllce Stm·age Retention Legal Citation City Clerk-Election Tally Sheet y, No 6M 6M ECI7304 City Clerk-Election Unqualified Measure Petitions Yes No ACT ACT+8M EC20442 City Clerk-Legislative Affidavit ofPostings Ycs No 6Y 6Y CGC34090/DP City Clerk-Legislative Agendas Yes No 6Y 6Y CGC34090/DP City Clerk-Legislative Charters Yes No PERM PERM CGC34090 City Clerk-Legislative Contracts, Capital Improvement/Ciiy Property Yes Yes PERM PERM CGC34090/DP City Clerk-Legislative Contracts, Construction Maintenance y, No ACT+ JOY ACT+ lOY CGC34090/DP City Clerk-Legislative Contracts, Supplies Yes No ACT+ 3Y ACT+3Y CGC34090/DP City Clerk-Legislative Contracts, Vehicles Yes No ISY ISY CGC34090/DP City Clerk-Legislative Council Packet-Copy No No IY IY DP City Clerk-Legislative Deeds Yes Yes PERM PERM CGC34090 City Clerk-Legislative Election Files y, No PERM PERM DP City Clerk-Legislative Legislative Subject Files Yes Yes PERM PERM DP City Clerk~ Legislative Minutes, City Council Yes Yes PERM PERM CGC34090 City Clerk~ Legislative Minutes, Housing Authority Yes Yes PERM PERM CGC34090 City Clerk~ Legislative Minutes, Parking Authority Yes Yes PERM PERM CGC34090 City Clerk-Legislative Minutes, Redevelopment Agency Yes y, PERM PERM CGC34090 City Clerk~ Legislative Notice of Adjournment Yes No 6Y 6Y CGC34090/DP City Clerk~ Legislative Ordinances, City Council Yes Yes PERM PERM CGC34090 City Clerk~ Legislative Request to Speak (Chits) Yes No 2Y 2Y CGC34090/DP Wednesday, August 05, 2015 Page 16 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Clerk· Legislative Resolutions, City Council Yes Yes PERM PERM CGC34090 City Clerk-Legislative Resolutions, Housing Authority Yes Yes PERM PERM CGC34090 City Clerk-Legislative Resolutions, Parking Authority Yes Yes PERM PERM CGC34090 City Clerk-Legislative Resolutions, Redevelopment Agency Yes Yes PERM PERM CGC34090 City Clerk-Support AlP File No No 2Y 2Y DP City Clerk-Support Monthly Copy Billing Report Yes No 2Y 2Y CGC34090/DP City Clerk-Support Monthly Mail Room Billing Report No No 2Y 2Y CGC34090 City Clerk -Support Printing Requests Yes No JY 3Y CGC34090 City Clerk -Support UPS Book Yes No s s CGC34090 City COWICil Administrative Files No No u u CGC34090/DP City Council Budget No No 4Y 4Y DP City Council Budget Working Papers Yes No JY 3Y CGC34090/DP City Council Commendations/Proclamations No No 5Y 5Y CGC34090/DP City Council Complaint Files Yes No 2Y 2Y 4Y CGC34090/DP City Council Council Correspondence Yes No 3Y 8Y llY CGC34090/DP City Council Council Travel Financial Reports No No 7Y 7Y CGC34090 City Council Equipment Manuals Yes No u u CGC34090 City Council Personnel Files No No E TR/HR E+TRIHR CGC34090/DP City Council Purchase Orders No No JY 3Y CGC34090 City Council Request for Warrant No No JY 3Y CGC34090 Wednesday, August 05,2015 Page 17 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Council Requisitions No No JY JY CGC34090 City Cmmcil Subject Files No No ACT 5Y ACT+SY CGC34090/DP City Council Time Cards No No lY lY CGC34090/DP City Council Vendor Files No No JY JY CGC34090/DP City Mana~er-Admin. Administrative Instructions, Final Yes Yes PERM PERM PERM CGC34090/DP City Manager -Admin. CMO Document Log Yes No lY lY DP City Manager -Admin. FEMA, Earthquake No No AA AA AA CGC34090/DP City Manager -Admin. Lobbying State Filings No No JY JY DP City Manager-Admin. M1BE Subject Files No No ACT SY ACT+SY CGC34090 City Manager-Admin. Oaks Initiative (Electronic) Yes No 2Y 2Y DP City Manager -Admin. Personnel Files No No E TRIHR E+TRIHR CGC34090/DP City Manager -Admin. Purchase Orders No No JY 3Y CGC34090 City Manager -Admin. Request for Warrant No No ACT JY ACT+3Y CGC34090 City Manager-Admin. RFP -Successful Yes No ACT SY ACT+5Y CGC34090/DP City Manager-Admin. RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 City Manager ~ Admin. Santa Monica Place Yes No IND lND lND CGC34090/DP City Manager ~ Admin Subject Files No No ACT SY ACT.+5Y CGC34090/DP City Manager ~ Admin. Subject Files~ Special Project Yes No PERM PERM PERM CGC34090/DP City Manager· Admin. TaskForce Yes No ACT 6Y ACT+6Y CGC34090/DP City Manager-Admin. Telecom No No lND IND IND CGC34090/DP Wednesday, August 05, 2015 Page 18 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention JLegal Citation City Manager~ A~min. Time Warner/Century Cable Yes No IND IND IND CGC34090/DP City Manager-Admin. Vendor Files/Contracts No No JY 3Y CGC34090/DP City Manager-City TV Administrative Files No No u u CGC34090/DP City Manager-City TV Equipment Manual No No u u CGC34090/DP City Manager-City TV Program Rights Agreements No No u u CGC34090 City Manager -City TV RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP City Manager -City TV RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 City Manager -City TV Time Warner/Century Cable Yes No IND IND IND DP City Manager-City TV Video Tapes, City Council Yes No IND IND IND CGC34090/DP City Manager-City TV Video Tapes, Community Projects Yes No IND IND IND CGC34090/DP City Manager-OEM After Action Report Yes No 3Y 3Y CGC34090 City Manager -OEM AI Case Files --Non Criminal Yes No SY SY CGC34090/DP City Manager -OEM Audio Recorder Files -Homicides Yes Yes PERM PERM PERM PC799 City Manager-OEM Background Investigation, Hired Yes No PERM PERM PERM CGC34090/DP City Manager-OEM Background Investigation, Not Hired Yes No SY SY CGC34090/DP City Manager-OEM Complaint Filesffapes Yes No SY SY CGC34090/DP City Manager-OEM Credit Card Receipts Yes No 7Y 7Y CGC34090/DP City Manager-OEM CTOFiles Yes No 2Y 2Y CGC34090 City Manager-OEM Disaster Plan Yes Yes S+2Y S+2Y DP City Manager-OEM OEM Volunteer Yes No ACT+ !Y ACT+ !Y DP Wednesday, August 05,2015 Page 19 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation City Manager~ OEM Personnel Files Yes No E+1RIHR E+TR/HR DP City Manager -OEM Pub. Safety Radio & Telephone Rec. Yes Yes 5Y 5Y PC832.5b/DP City Manager -OEM RFP -Successful Yes No ACT 5Y ACT+5Y CGC34090/DP City Manager-OEM RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 City Manager-OEM Sit Along Waiver Yes Yes 4Y 4Y CGC34090/DP City Manager-OSE Administrative Citations/ Appeals Yes Yes ACT 5Y ACT+5Y CGC34090/DP City Manager-OSE Audio Tapes (Electronic) Yes Yes 2Y 2Y CGC34090 City Manager -OSE Environmental Reference Material No No IND IND IND DP City Manager -OSE Environmental Reports Yes No PERM PERM PERM CGC34090/DP City Manager-OSE Grants Yes Yes ACT 5Y ACT+5Y 24CFR570.502/DP City Ivfanager-osE HHW Manifests Yes No PERM PERM PERM 40CFR263.22/DP City Manager-OSE Rebate Application (Electronic) No No ACT 2Y ACT+2Y DP City Manager-OSE Retrofit Upon Sales Compliance Certificate Yes No c PERM PERM CGC34090/DP City Manager-OSE RFP -Successful Yes No ACT 5Y ACT+SY CGC34090/DP City Manager-OSE RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 City Manager-OSE TFE Meeting Packet Yes Yes PERM PERM PERM DP Finance -AlP 1099 Forms Yes No 4Y 6Y lOY CGC34090/DP Finance-AlP Check Copy, Back Up Yes No 2Y 8Y lOY CGC34090/DP Finance -AlP Check Register Yes No 2Y 8Y lOY 26CFR301.6501/DP Finance -AlP Fiscal Yc8rEndRoll Over Files Yes No 2Y 8Y lOY CGC34090/DP Wednesday, August 05,2015 Page 20 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance-AlP Positive Pay Yes No 2Y BY lOY 26CFR301.6501/DP Finance -A/P Purchase Card Transaction Logs Yes No 2Y 8Y lOY 26CFR30!.6401/DP Finance -AlP Sales and Use Tax Reh1rns Yes No 2Y 8Y lOY 26CFR301.650l/DP Finance -AlP Stop Payments Yes No 2Y 8Y lOY 26CFR301.6501/DP Finance -AlP Void Warrants (Checks) Yes No 2Y 8Y lOY 26CFR301.650l/DP Finance -Admin. Finance Dept. Payables Yes No JY JY DP Finance -Admin. Monthly Investment Reports Yes No 2Y SY 7Y 26CFR301.6501 Finance -Admin. Personnel Files No No E TRIHR E+TR/HR DP Finance-Admin. Project Files Yes No PERM PERM PERM DP Finance -B&RO -BC Adjustments Yes No lY lY DP Finance -B&RO -BC Applications Yes No 2Y 2Y CGC34090 Finance -B&RO -BC Billing 1911 Bond Act Yes Yes ACT+lY PERM PERM CGC34090/DP Finance -B&RO -BC Billing Contracts Yes Yes ACT+ lY JY ACT+4Y CGC34090/DP Finance -B&RO -BC Bond Receipts Yes Yes PERM PERM PERM CGC34090/DP Finance -B&RO -BC Bond Series Spreadsheet Yes Yes PERM PERM PERM CGC34090/DP Finance-B&RO-BC Bonds, Returned Original Yes Yes PERM PERM PERM 26CFR30 1.650 l/DP Finance -B&RO-BC Books Yes Yes PERM PERM PERM DP Finance ~ B&RO-BC Collection File Yes No 5Y SY CGC34090/DP Finance ~ B&RO-BC Reference Material No No u u DP Finance -B&RO-BC Small Claim Judgment Files, Settled No No ACT+2Y ACT+2Y CGC34090/DP Wednesday. August 05.2015 Page 21 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance-B&RO-BC Small Claims, Settled Yes No ACT+SY ACT+5Y CGC34090/DP Finance -B&RO-BC Summary of Cash Receipts No No 2Y 2Y CGC34090 Finance-B&RO-BC Swnmary Sheet, Meter (L) Yes No 3Y 4Y 7Y 26CFR301.6501 Finance -B&RO -BL Application, Approved Business Lie. Yes No !Y PERM PERM CGC34090/DP Finance -B&RO -BL Application, Denied Business Lie. Yes No !Y PERM PERM CGC34090/DP Finance-B&RO-BL Application, Non-Profit Yes No !Y PERM PERM CGC34090/DP Finance -B&RO-BL Application, Renewal Yes No lY PERM PERM CGC34090/DP Finance-B&RO-BL Application, Street Performer Yes No !Y 5Y 6Y CGC34090/DP Finance -B&RO -BL Audit Files No No !Y 3Y 4Y CGC34090/DP Finance -B&RO -BL Business License Refunds Yes No 2Y 2Y CGC34090/DP Finance-B&RO-BL Central Business District Asses. Yes No !Y PERM PERM CGC34090/DP Finance -B&RO-BL Commercial Property List Yes No !Y !Y DP Finance -B&RO-BL Contractors Final Job Yes No ACT SY ACT+SY CGC34090/DP Finance -B&RO ~ BL IDE Journal Entry Report Yes No 2Y 5Y 7Y 26CFR301.6501/DP Finance ~ B&RO ~ BL License, Bicycle Yes No ACT+2Y ACT+2Y CGC34090/DP Finance~ B&RO ~ BL Massage Test Yes No 2Y 2Y CGC34090/DP Finance· B&RO · BL Notice to File for a Business Lie. Yes No 3Y 7Y lOY CGC34090 Finance · B&RO · BL Permit, Police Yes No 2Y 2Y CGC34090/DP Finance · B&RO-BL Personnel Files No No E 1RIHR E+TRIHR DP Finance-B&RO • BL Receipts, Payments Yes No IY 3Y 4Y CGC34090/DP Wednesday, August 05, 2015 Page 22 of60 In In Total Dept/Div Records Series Title Ol'iginal Vital Office Storage Retention Legal Citation Finance ~ B&RO ~ BL Records Transmittal No No PERM PERM PERM CGC34090/DP Finance-Budget Budget -Estimating Documentation No No 2Y 4Y 6Y CGC34090/DP Finance -Budget Budget Instruction Yes No 4Y 4Y CGC34090/DP Finance -Budget Budget Revenue Mid-Year No No ACT SY ACT+SY CGC34090/DP Finance -Budget Budget Review Meeting Decision Packet Yes No 2Y 2Y DP Finance -Budget CAFR Analytics Yes No 3Y 3Y CGC34090 Finance-Budget CAFR Supplemental Yes No 2Y 2Y DP Finance-Budget Changes to Dept'al. MOE Bud Request Yes No 4Y 4Y CGC34090 Finance-Budget City Council Actions Yes No 2Y 2Y DP Finance-Budget Departmental Budget Request Yes No 4Y 4Y CGC34090 Finance -Budget M.O.U. No No R R DP Finance -Budget MOE Revenue Request Yes No 4Y 4Y CGC34090/DP Finance -Budget SB 90 Claims Yes No 7Y 7Y CGC34090/DP Finance-Budget Working Papers, Budget Yes No 4Y 4Y CGC34090/DP Finance-Budget Working Papers, Five Year Forecast Yes No 4Y 4Y CGC34090 Finance ~ Budget Working Papers, Mid Year Yes No 4Y 4Y CGC34090 Finance-Budget Working Papers, Year End Yes No 4Y 4Y CGC34090 Finance-Earthquake :Oamage Assessment Photographs Yes No AA AA CGC34090/DP Finance -Earthquake Damage Survey Report Yes No AA AA CGC34090/DP Finance-Earthquake DSRFile No No AA AA DP Wednesday, August 05,2015 Page 23 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance ~ Earthquake Earthquake Work Order Add To Yes No AA AA CGC34090/DP Finance-Earthquake Project Cost Summary No No u u DP Finance-Earthquake Project Cost Summary, Final Yes No AA AA CGC34090/DP Finance-Earthquake Summary Detail Expenditure Reports No No AA AA DP Finance -Earthquake Time Cards, After Earthquake No No AA AA DP Finance -Earthquake Vendor Files No No AA AA DP Finance -FR 1099's for Bonds Yes No IY 9Y lOY CGC34090/DP Finance -FR Accounts Receivable Yes No 2Y 8Y lOY 26CFR30l.650l Finance -FR Administrative Files No No u u DP Finance-FR Banlc Reconciliations Yes No 2Y 8Y lOY 26CFR301.6501 Finance-FR Cash Receipts Yes No 2Y SY lOY 26CFR30 !.650 I Finance-FR Financial Reports, Audited No No R R DP Finance -FR Fixed Asset Yes No ACT ACT DP Fina.nce-FR Grant Folder, Closed Yes No ACT+ IY 9Y ACT+ lOY CGC34090/DP Finance -FR I:twoices Yes No 2Y 8Y lOY 26CFR30 !.650 I Finance -FR Journal Entries Yes No PERM PERM PERM 26CFR30 !.650 l/DP Finance-FR :MERL Loan Documents Yes No ACT 45Y ACT+45Y CGC34090/DP Finance -FR Parking Authority Bond Coupon Yes No ACT+ lOY ACT+ lOY CGC3490/DP Finance-FR RFP -Successful Yes No ACT 5Y ACT+SY CGC34090/DP Finance -FR RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090/DP Wednesday, August 05, 2015 Page24 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention J~egal Citation Finance~ FR Wire Transfers Yes No lOY lOY 26CFR301.6501 Finance -FR Working Papers, CAFR Yes No SY SY CGC34090/DP Finance -Payroll Administrative Files No No u u DP Finance -Payroll Check Number Log Yes No lOY lOY CGC34090/DP Finance-Payroll EDD Audit Form Yes No lOY lOY CGC34090 Finance -Payro!l Employee Folders Yes No E+2Y 8Y E+ lOY 26CFR301.6501/DP Finance -Payroll Employment Verification Yes No lOY lOY CGC34090 Finance -Payroll FLSA Report Yes No IY 9Y lOY 29CFR516.5/DP Finance -Payroll Journal No No R R DP Finance -Payroll P/0 FMS Batches Yes No lY 9Y lOY 29CFR516.5/DP Finance-Payroll P/0 PERS City Contributions Yes No lY 9Y lOY 29CFR516.5/DP Finance-Payroll P/0 PERS Listing Yes No IY 9Y lOY 29CFR516.5/DP Finance -Payroll P/0 Quarterly Medicare Tax Yes No lY 9Y lOY 29CFR516.5/DP Finance-Payroll P/0 Quarterly Tax Balance Report Yes No IY 9Y lOY 29CFR516.5/DP Finance -Payroll Pay History (Electronic) Yes No IND IND lND CGC34090/DP Finance -Payroll Payroll Folder Yes No IY 9Y lOY 29CFR516.5/DP Finance -Payroll Payroll Journals Yes No lY 9Y lOY 29CFR516.5/DP Finance -Payroll Payroll Tax Returns Yes No lOY lOY 29CFR516.5/DP Finance -Payroll Tenninated Employee Folders, Garnishment Yes No E+2Y 8Y E+ lOY 29CFR516.5/DP Finance-Payroll Time Card Edit Report Yes No !Y 9Y JOY CGC34090/DP Wednesday, August 05,2015 Page25 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance~ Payroll Time Cards Yes No 2M 12Y 12Y CGC34090/DP Finance -Payroll Time Cards, After 1994 Earthquake Yes No AA 20Y AA+20Y CGC34090/DP Finance -Payroll Transportation Time Card Swnmary Yes No lOY lOY CGC34090/DP Finance-Payroll UI & SDI Tax Reports Yes No lY 9Y JOY 29CFR516.5/DP Finance -Payroll W2's Yes No lY 9Y lOY 26CFR301.6501/DP Finance-Payroll YE Tax Fringe Benefits Yes No lOY lOY 29CFR516.5/DP Finance -Payroll Year End Tax Files Yes No lY 9Y lOY 29CFR516.5/DP Finance-Procurement Administrative Files No No n'D rnD IND DP Finance-Procmement Bids, Fonnal Yes No lY 6Y 7Y CGC34090/DP Finance -Procurement Complaint Files No No IND rnD IND DP Finance -Procurement Contract Administration Disbursement Yes No 2Y 8Y lOY 26CFR301.6501/DP Finance -Procurement Contracts, Closed Yes No 2Y 18Y 20Y CGC34090/DP Finance -Procurement Purchase Orders No No 2Y 5Y 7Y DP Finance-Procurement Requisitions Yes No 2Y 5Y 7Y CGC34090/DP Finance -Risk Mgmt. Administrative Files No No u u DP Finance ·Risk Mgmt. Budget No No R R DP Finance ·Risk Mgmt. Budget Working Papers Yes No 3Y 3Y CGC34090 Finance· Risk Mgmt Cal OSHA Reporting No No 2Y SY 7Y. CGC34090 Finance -Risk Mgmt. Cancelled Checks No No 3Y 4Y 7Y 26CFR301.6501 Finance-Risk Mgmt. Certificate of Insurance Yes No 2Y 2Y CGC34090/DP Wednesday, August 05, 2015 Page 26 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance ~Risk Mgmt. Claim Bxperience Report Year End Yes No SY lOY ISY CGC34090/DP Finance -Risk Mgmt. Claim Files Liability, Litigated No No ACT JOY ACT+ lOY CGC34090 Finance-Risk Mgmt. Claim Files Liability, Not Litigated Yes No ACT lOY ACT+ lOY CGC34090/DP Finance -Risk Mgmt. Claim Files, W/C Yes No ACT lOY ACT+ lOY 29CFRI904.6/DP Finance -Risk Mgmt Claim Files, W/C, Future Medical Awards Yes No ACT PERM PERM CLct8a2sec I 0102 Finance -Risk Mgmt. Claims Administration Bids No No 5Y 5Y CGC34090/DP Finance -Risk Mgmt. Contracts No No R R CGC34090/DP Finance -Risk Mgmt. Employee Occupational Exposure No No !Y JOY C+30Y CGC34090 Finance -Risk Mgmt. Incidents (All Others) Yes No !Y 3Y 4Y CGC34090/DP Finance -Risk Mgmt. Incidents (Bus) Yes No IY 3Y 4Y CGC34090/DP Finance -Risk Mgmt. Incidents (Trip!Fall) Yes No 4Y 4Y CGC34090/DP Finance -Risk Mgmt. Insurance Policies No No ACT PERM PERM CGC34090/DP Finance -Risk Mgmt. Liability Subrogation Files No No ACT 3Y ACT+ 3Y CGC34090/DP Finance -Risk Mgmt. Request for Warrant No No 2Y 2Y DP Finance -Risk Mgmt. RFP-Successful Yes No ACT SY ACT+5Y CGC34090/DP Finance -Risk Mgmt. RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 Finance-Risk Mgmt. Safety Committee Minutes Yes No SY SY CGC34090/DP Finance-Risk Mgmt. Small Claims Files Yes No ACT lOY ACT+!OY CGC34090/DP Finance -Risk Mgmt. W/C Claims Cost Analysis Reports No No !Y !Y DP Finance-Treasury County of L.A. Property Tax Yes No 7Y 3Y lOY 26CFR30 1.650 1/DP Wednesday, August 05,2015 Page 27 of60 In In Total Dept!Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance-Treasury Credit Card Sales Draft Yes No 2Y 2Y CGC34090 Finance -Treasury Credit Card Settlement Summary y" No 2Y 2Y DP Finance -Treasury Daily Cash Balance Report (POS) Yes No 2Y SY 7Y CGC34090 Finance -Treasury Department Cash Audit No No 3Y JY CGC34090 Finance -Treasury Deposit Slips Yes No 2Y JY SY 26CFR30 1.650 I Finance -Treasury Fee Study Yes No PERM PERM PERlv! CGC34090/DP Finance-Treasury Franchise Statements Yes Yes PERM PERM PERM CGC34090/DP Finance -Treasury HDL Sales Tax Analyses Books Yes No 2Y SY 7Y 26CFR301.6501 Finance-Treasury Infonnation Items No No u u DP Finance-Treasury Invesbnent Bank Confinnation Yes No ACT ACT CGC34090/DP Finance -Treasury Invoice, Vendors No No 7Y 7Y CGC34090 Finance-Treasury IRS Bond Arbitrage Rebate Report Yes No ACT 17Y ACT+ 17Y CGC34090/DP Finance -Treasury Parking Facility Tax Ret~ms Yes No 3Y SY 8Y 26CFR301.6501/DP Finance -Treasury Personnel Files No No E TRJHR E+TRJHR CGC34090/DP Finance -Treasury Petty Cash Sheet No No 2Y 2Y DP Finance~ Treasury Real Property Transfer Tax Remittance Yes No 7Y 3Y JOY 26CFR301.6501/DP Finance-Treasury Recording ofTorcaiCondo Release Lien Yes Yes PERM PERM PERM CGC34090/DP Finance~ Treasury Request for Warrants No No 3Y JY CGC34090/DP Finance -Treasury Revenue Batch Reports (Q) Yes No 2Y SY 7Y 26CFR301.6501 Finance -Treasury RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP Wednesday, August 05, 2015 Page28 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Finance -Treasury RFP-Unsuccessful y" No ACf 2Y ACT+2Y CGC34090 Finance -Treasury S & L Banic Folders Yes No IND IND IND CGC34090/DP Finance -Treasury Safekeeping Reports Yes No ACT ACT CGC34090/DP Finance -Treasury SB278 Gas Company Deregulation No Yes PERM PERM PERM CGC34090/DP Finance-Treasury Security & Investment Worksheet y" No 6Y 2Y 8Y DP Finance -Treasury Summary of Daily Cash Collection Yes No R R DP Finance-Treasury TOT Tax Audit Yes No AA lOY AA+IOY CGC34090/DP Finance-Treasury Transient Occupancy Tax Returns No No 3Y SY 8Y 26CFR301.650!/DP Finance-Treasury Treasurer's Cash Report Yes No 2Y 2Y 4Y CGC34090/DP Finance-Treasury Treasury Bonds Yes Yes PERM PERM PERM DP Finance -Treasury Treasury Contracts y" Yes ACT+ IY 3Y ACT+4Y CGC34090 Finance -Treasury Utility Users Tax Returns Yes No 3Y SY BY 26CFR301.6501/DP Finance -Treasury Vendor Contracts No No ACT+R ACT+R CGC34090/DP Fire -Admin. Administrative Files No No IND IND IND DP Fire -Admin. Background Investigations, Hired Yes No PERM PERM PERM CGC34090/DP Fire ~ Admin. Background Investigations, Not Hired Yes No IY 4Y 5Y CGC34090/DP Fire~ Admin. Budget Working Papers Yes No JY JY CGC34090 Fire~ Admin. Department Manuals No No s s CGC34090/DP Fire~ Admin. EMS Reports Yes Yes IND IND IND DP Fire-Admin. Equipme~t Files No No 3Y 3Y CGC34090 Wednesday, August 05, 2015 Page 29 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Fire -Admin. F-7ffelestuff Yes No 5Y 3Y 8Y CGC34090/DP Fire -Admin. FD3 Ye.s No 5Y 3Y gy CGC34090/DP Fire-Admin. Hazardous Material Response Yes No 31Y 31Y 29CFR1910.120 Fire -Admin. HiPPA Release Forms Yes Yes IND IND IND DP Fire -Admin. Homeland Security Grants Ye.s Ye.s 3Y 3Y 6Y CGC34090/DP Fire -Admin. Local Hazard Mitigation Plan No Ye.s 7Y 7Y 42USC5165 Fire-Admin. NFJRS (Electronic) Yes No lND lND lND DP Fire -Admin. Persmmel Files No No E 5Y E+5Y CGC34090/DP Fire-Admin. Petty Cash No No 3Y 3Y CGC34090 Fire-Admin. Policy and Procedures No No l!Y IIY CGC34090/DP Fire -Admin. Purchase Order-Vendor No No 6Y 6Y CGC34090 Fire -Admin. Purchase Order, Blmlket-Vendor No No 6Y 6Y CGC34090 Fire -Admin. Request for Warrants-Vendor No No 6Y 6Y CGC34090 Fire -Admin. RFP -Successful Yes No ACT 5Y ACT+SY CGC34090/DP Fire -Admin. RFP-Unsuccess:fid Yes No ACT 2Y ACT+SY CGC34090 Fire -Admin. Shop Files Yes No LV LV LV CGC34090/DP Fire -Admin. Supplemental Time Sheets No No 3Y 8Y l!Y CGC34090/DP Fire -Admin. Time Cards No No 5Y SY 13Y CGC34090/DP Fire -Admin. Warehouse Inventory Requisitions No No !Y lY DP Fire-Prevention Address Files Yes No PERM PERM PERM CGC34090/DP Wednesday, August 05, 2015 Pagc30 of60 In In Total Deptfl)iv Records Series Title Original Vital Office Stol'age Retention Legal Citation Fire ~ Prevention Complaint Files y, No 4Y 4Y CGCJ4090/DP Fire -Prevention CUPA Program Files y, Yes ACT 5Y ACT+5Y CCR2715185© Fire -Prevention Hazardous Material Disclosures Yes No JOY JOY 29CFR1910.120 Fire-Prevention Inspection Notices Yes No JY JY UFCJOJ.3.4 Fire -Prevention Inspection Reports Yes No ACT 6Y ACT+6Y UFCJOJ.J.4 Fire -Prevention fuvestigation Reports -Bodily Harm Yes No ACT 6Y ACT+6Y PC800 Fire -Prevention Investigation Reports -Homicide Yes Yes PERM PERM PERM PC799 Fire -Prevention Investigation Reports -Structure y, Yes ACT JY ACT+3Y PC 801/UFC 104.J2 Fire-Prevention USTRecords Yes y, 1ND IND lND DP Fire -Suppression Daily Journals (Electronic) Yes Yes PERM PERM PERM CGCJ4090/DP Fire -Training Training Reports y, No lND lND lND CGCJ4090/DP HED-Admin. Personnel Files No No E TR/HR E+TR/HR CGCJ4090/DP HED-EDD Applications/Proposals Denied Yes No C+JY C+3Y CGCJ4090/DP HED-EDD Assessment District Infonnation Yes No PERM PERM PERM CGC34090/DP HED-EDD Blueprints Existing Yes Yes LB LB LB CGCJ4090/DP HED-EDD Blueprints, Proposal Rejected Yes No 6Y 6Y CGCJ4090/DP HED-EDD Business Improvement District Files Yes No PERM PERM PERM CGC34090/DP HED-EDD Conhact Files -Excluding Cap. Improvement Yes Yes ACT-i-SY ACT+SY CCP JJ7.2 HED-EDD Farmers Market Load Sheets Yes No 18M 18M DP HED-EDD Lease Files Yes Yes ACT+2Y PERM PERM CGCJ4090/DP Wednesday, August 05, 2015 Page 31 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation HED-EDD Project Files Yes No ACT+2Y 8Y ACT+lOY CGC34090/DP HED-EDD Property Acquisition Yes Yes PERM PERM PERM CGC34090/DP HED-EDD Public Infom1ation Requests Yes No 3Y 3Y CGC34090 HED-EDD RFP ~ Successful y, No ACT SY ACT+SY CGC34090/DP HED-EDD RFP -Unsuccessful Yes No ACT 2Y ACf+2Y CGC34090 HED-EDD Subject Files Yes No ACT+2Y SY ACT+!OY CGC34090/DP HED-EDD Vendor Files Yes No 3Y 3Y CGC34090 HED -Farmers Market Batch Report Receipts y, No 2Y 2Y CGC34090 HED -Farmers Market Invoices y, No 2Y 2Y CGC34090 HED -Fanners Market Load Sheets Yes Yes 18M 18M DP HED -Fam1crs Market Month End Reports Yes Yes 3Y 3Y CGC34090/DP HED -Farmers Market Requisitions Yes No 2Y 2Y CGC34090 HED -Fanners Market State/County Fee Applications Yes Yes 2Y 2Y CGC34090 HED -Fanners Market Vendor Files Yes Yes ACr+2Y ACf+2Y DP RED -HA/Section 8 1099's Forms Yes No 2Y SY 7Y CGC34090/DP HED -HA/Section 8 Audit Materials Yes No 2Y 5Y 7Y CGC34090 HED -HAJSection 8 Bank Reconciliations Yes No 2Y SY 7Y 26CFR301.6501 HED -HA/Scction 8 Cancelled Checks Yes No 2Y SY 7Y 26CFR301.6501 HED -HA/Section 8 Check Copy Yes No 2Y SY 7Y 26CFR301.6501 HED -HA/Section 8 Family SelfSuffiency Yes No 2Y 5Y 7Y CGC34090 Wednesday, August 05, 2015 Page 32 of60 In In Total Deptfl)iv Records Series Title Original Vital Office Storage Retention Legal Citation HED -HA/Section 8 Financial Records Yes No 2Y 5Y 7Y CGC34090 HED -HA/Scction 8 I-IDD Grants Yes No ACT+ I 5Y ACT+6Y CGC34090/DP HED -HA/Section 8 Lindsey Monthly Back Up Reports Yes No 2Y 5Y 7Y CGC34090/DP HED -HA/Section 8 Repayment Agreement & Informal Hearings Yes Yes lY lOY l!Y CGC34090/DP HED -HA/Section 8 RFP -Successful Yes No ACT 5Y ACT+5Y CGC34090/DP HED -HA/Section 8 RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 HED -HA/Section 8 Tenant Files Yes Yes ACT JY ACT+3Y 24CFR84.53 HED -HA/Section 8 Voucher Management Systems Yes No 2Y 5Y 7Y CGC34090 HED -Housing/P&P Applications Yes No ACT 7Y ACT+7Y CGC34090/DP HED -Housing/P&P Housing Commission Agendas (Electronic) Yes No PERM PERM PERM CGC34090/DP HED -Housing/P&P Housing Commission Minutes (Electronic) Yes No PERM PERM PERM CGC34090 HED -Housing/P&P Housing Commission Tapes (Electronic) Yes No PERM PERM PERM CGC34090 BED -Housing/P&P MERL Program Files Yes No ACT 5Y ACT+SY CGC34090/DP HED -Housing!P&P Program Policies & Procedures Yes No PERM PERM PERM CGC34090/DP I-lED -Housing/P&P Project Files Yes No ACT 5Y ACT+SY CGC34090/DP HED -Housing/P&P RFP -Successful Yes No ACT 5Y ACT+SY CGC34090/DP HED -Housing/P&P RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 HED-SMRSA AB 1 X 26 Implementation No No ACT LP ACT+LP AB!X26/DP HED-SMRSA Administrative Files No No ACT lOY ACT+ lOY DP HED-SMRSA Annual Reports Yes No ACT LP ACT+LP DP Wednesday, August 05, 201-5 Page 33 of60 In In Total Dept/Div Reco1·ds Sel'ies Title Original Vital Office Storage Retention Legal Citation HED-SMRSA Capital Project Files No No ACT LP ACT+LP DP HED-SMRSA Project Area Files Yes No ACT LP ACT+LP CGCJ4090/DP Huamn Resources Employee Accomodation File Yes No E 5Y E+SY CGC34090/DP Human Resources AlP Files No No ACT 2Y ACT+2Y DP Human Resources Acting Application File Yes No ACT 5Y ACT+SY CGC34090/DP Human Resources Advertisement Yes No JY 3Y CGCJ4090 Human Resources Affirmative Action Report No No ACT ACT CGC34090/DP Human Resources Application File Yes No ACT 5Y ACT+5Y CGC34090/DP Human Resources Assessment Center Exam Material Yes No ACT 5Y ACT+SY CGCJ4090/DP Human Resources Benefit Files No No ACT 6Y ACT+6Y CGC34090/DP Human Resources Budget Worksheets Yes Yes JY JY CGC34090/DP Human Resources Bureau ofNational Affairs Yes No R R CGC34090/DP Human Resources Check Register (DCAP) Yes No lY 6Y 7Y CGC34090/DP Human Resources Chronological Files Yes No JY JY CGC34090 Hwnan Resources Classification & Compensation Yes No ATC+2Y 8Y ACT+!OY CGC34090/DP Human Resources Comp City Infomtation Yes No 3Y JY CGCJ4090 Human Resources Contract Insurance No No ACT 6Y ACT+6 29CFR2610.11 Human Resources Contract Procedures No No ACT lOY ACT+ lOY CGCJ4090/DP Human Resources Deferred Compensation Correspondence No No PERM PERM PERM CGCJ4090/DP Human Resources Deferred Compensation File No Yes C+l 25Y C+26Y CGC34090/DP Wednesday, August 05, 2015 Page 34of60 In In Total Dept!Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources DFEHIEEOC Complaints Yes No ACT l5Y ACT+ l5Y CGC34090/DP Human Resources Disability Retirement Files Yes Yes ACT lOY ACT+ lOY CGC34090/DP Human Resources Drug Policy Yes No ACT+ lOY ACT+ lOY CGC34090/DP Human Resources Drug Testing "DOT" Yes No ACT+SY ACT+SY 49CFR653.3l Human Resources Drug/Alcohol Training No No ACT+5Y ACT+SY CGC34090/DP Human Resources EEO Reporting Yes No 6Y 6Y CGC34090/DP Human Resources Eligibility List Yes No ACT+2Y 3Y ACT+SY CGC34090/DP Human Resources Eligibility List, Expired No No 3Y 3Y 6Y CGC34090/DP Human Resources Employee Accomodation File Yes No E SY E+SY CGC34090/DP Human Resources Employee Handbooks Yes No ACT+ lOY ACT+ lOY CGC34090/DP Human Resources Employee Status No No 6Y 6Y CGC34090/DP Human Resources Exam History Files Yes No ACT+SY ACT+SY CGC34090/DP Human Resources Examination Materials File y, No ACT SY ACT+SY CGC34090/DP Human Resources Examination/Application File Yes No ACT SY ACT+5Y CGC34090/DP Human Resources Financial Back~up Tapes (DCAP) y, No JY 6Y 7Y CGC34090/DP Human Resources Fire Fighters Incentive Bonus Yes No E+2Y E+2Y CGC34090/DP Human Resources Grievances/Internal Complaints Yes No ACT 15Y ACT+ l5Y CGC34090/DP Human Resources Hazard Material Training Yes No 30Y 30Y 29CFRl910.20 Human Resources Immigration & Nat. Service (I~9 form) Yes No E 3Y E+3Y CGC34090/DP Human Resources Insurance Claims Issues/Complaints No No 3Y 3Y CGC34090 Wednesday, August 05,2015 Page 35 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Insurance Reports Newsletter No No ACT+ lOY ACT+ lOY CGC34090/DP Human Resources Job Analysis Yes No R R CGC34090 Hwnan Resources Job Bulletin Yes No ACT+ lOY ACT+ lOY CGC34090/DP Human Resources Medical Evaluation Yes No ACT JOY ACT+30Y CGC34090/DP Human Resources Medical Standard Reports Yes No R R CGC34090/DP Human Resources Memorandum ofUnderstanding No Yes PERM PERM PERM CGC34090/DP Hwnan Resources Microfilm Logs Yes No PERM PERM PERM CGC34090/DP Human Resources Negotiations Files Yes Yes lY 20Y 21Y CGC34090/DP Human Resources PERS Procedures No No R R CGC34090/DP Human Resources PERS Special Projects Yes No ACT 15Y ACT+ 15 CGC34090/DP Human Resources Personnel Board Audio Tapes Yes No 2Y 2Y DP Human Resources Persmmel Board Conviction Yes No 2Y JY SY CGC34090/DP Human Resources Persmmel Board Hearings No No ACT 7Y ACT+7Y CGC34090/DP Human Resources Personnel Board Minutes Yes No lOY lOY CGC34090/DP Human Resources Personnel Board Packet Yes No 2Y 3Y 5Y CGC34090/DP Human Resources Personnel Files, As needed Yes No E 6Y E+6Y CGC34090/DP Human Resources Personnel Files, Peon Yes Yes E 6Y E+6Y CGC34090/DP Human Resources Personnel Litigation Files Yes No ACT lOY ACT+ lOY CGC34090/DP Human Resources Policy Memos Yes No PERM PERM PERM CGC34090/DP Human Resources Position Description Yes No PERM PERM PERM CGC34090/DP Wednesday, August 05, 2015 Page 36 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Procedural Manual No No ACT lOY ACT+ lOY CGC34090/DP Human Resources Program Procedures No No R R CGC34090/DP Human Resources Pulmonary Function Test y, No E 30Y E+30Y CGC34090/DP Human Resources Pmchase Orders No No 3Y 3Y CGC34090 Human Resources Records Inventory List Yes No PERM PERM PERM CGC34090/DP Human Resources Request for Certification Yes No 2Y 4Y 6Y CGC34090/DP Hwnan Resources Request for Warrant No No 3Y 3Y CGC34090 Human Resources Research Files Yes No 3Y 3Y CGC34090/DP Human Resources Research Materials y, No R R CGC34090/DP Human Resources Resolutions No No R R CGC34090/DP Human Resources RFP M Successful y, No ACT SY ACT+SY CGC34090/DP Human Resources RFP -Unsuccessful y, No ACT 2Y ACT+2Y CGC34090/DP Human Resources Rldeshare Yes y, IY 2Y 3Y DP Human Resources Salary Schedule Yes No 2Y PERM PERM DP Human Resources Service Awards Yes No IY 2Y 3Y DP Human Resources Sick Leave Buy Back Yes No SY SY CGC34090/DP Human Resources Special Project Circumstance No No 3Y 3Y CGC34090 Human Resources Staff Reports No No 3Y 3Y CGC34090 Human Resources Time Cards No No 3Y 8Y IIY CGC34090/DP Hwnan Resources Training Manuals No No R R CGC34090/DP Wednesday, August 05, 2015 Page 37 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Human Resources Training Program Yes No JY JY CGC34090 Human Resources Tuition Reimbursement Yes No 2Y 5Y 7Y CGC34090/DP Human Resources Unemployment Appeals No No 4Y 4Y CGC34090/DP Human Resources Unemployment Claims No No 3Y 3Y CGC34090 Human Resources Unemployment Reports No No 3Y 3Y CGC34090 Human Resources Word Processing Tape No No 3Y 3Y CGC34090 ISD~Admin. Contract Payment No No ACT+SY ACT+5Y CGC34090/DP ISD-Admin. Contracts Yes No ACT+SY ACT+5Y CGC34090/DP ISD-Admin. Purchase Orders No No 3Y 3Y CGC34090 ISD-Admin. Request for Warrants No No JY 3Y CGC34090 ISD-Admin. Requisition No No 3Y 3Y CGC34090 lSD-Admin. RFP -Successful Yes No ACT 5Y ACT+5Y CGC34090/DP ISD-Admin. RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 ISD -Admin. Telephone Bill Details Yes No IY 6Y 7Y DP ISD -Software Systems Software Manuals Obsolete Licenses Yes No u u CGC34090/DP ISD -Systems & Network Back Up Tapes, Deparhnents Yes No ACT !Y ACT+ lY DP ISD -Systems & Network Back Up Tapes,.Police Department Yes No ACT IY ACT+ IY DP ISD -Systems & Network Back Up Tapes, Year End Yes No ACT IY ACT+ IY DP Library Applications, Meeting Room Rentals Yes No IY IY DP Library Credit Card Authorizations Yes No 2Y 2Y CGC34090 Wednesday, August 05, 2015 Page 38 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Library Grant Files Yes No lOY lOY CGC34090/DP Library Library Board Packets Yes. No PERM PERM PERM CGC34090/DP Library Polaris System Yes Yes IND JND IND CGC34090/DP Library RFP-Successful Yes No ACT SY ACT+SY CGC34090/DP Library RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 Library Security Incident Reports Yes No 2Y 2Y DP Library Sirsi Systein Yes Yes 8Y 8Y CGC34090/DP Library Special Project Files Yes No ACT 20Y ACT+20Y CGC34090/DP Library Suggestion Forms Yes No 2Y 2Y DP PCD-Admin. Special Project Files Yes No ACT lOY ACT+ JOY CGC34090/DP PCD-B&S Acoustical Reports Yes Yes LP+2Y LP+2Y CGC34090/DP PCD-B&S Approved Plans Yes Yes PERM PERM PERM H&Sl9850 PCD-B&S Building Code Modifications Yes Yes PERM PERM PERM CGC34090 PCD-B&S Cash Reports Yes Yes ACT 2Y ACT+2Y CGC34090/DP PCD-B&S Certificate of Occupancy Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S Disable Access Hardship Fonns Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S Energy Calculations Yes No LP+2Y LP+2Y CGC34090/DP PCD-B&S Expired Plans Yes No LP+2Y LP+2Y · CGC34090/DP PCD-B&S Pennits Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S RFP -Successful Yes No ACT SY ACI+SY CGC34090/DP Wednesday, August 05,2015 Page 39 of60 In In Total Dept/Div Records Sedes Title Original Vital Office Storage Retention Legal Citation PCD-B&S RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PCD-B&S Soils/Geotechnical Reports Yes Yes PERM PERM PERM CGC34090/DP PCD-B&S Special Inspectors Reports Yes No LB LB CGC34090/DP PCD-B &S Structural Calculations Yes Yes LB IND LB CGC34090/DP PCD-B&S Structural Observation Reports Yes Yes LB LB CGC34090/DP PCD -City Plam1ing Address Files Yes Yes PERM PERM PERM CGC34090/DP PCD -City Plaru1ing ARB Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD -City Planning Audio Tapes of Board & Commission Mtgs. Yes Yes PERM PERM PERM CGC34090/DP PCD -City Planning Board and Commission Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD -Ciiy Planning Landmark Commission Packets Yes Yes PERM PERM PERM CGC34090/DP PCD -City Planning Landmark Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD -City Planning Planning Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PCD -City Planning Project Files Yes Yes PERM PERM PERM CGC34090/DP PCD -City Planning RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP PCD -City Planning RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PCD -City Planning Special Administrative Files Yes Yes PERM PERM PERM DP PCD/Code Enforcement Administrative Citations Yes Yes ACT+SY ACT+SY CGC34090/DP PCD/Code Enforcement Complaints Yes No lY 19Y 20Y CGC34090/DP PCD/Code Enforcement Compliance Orders Yes Yes ACT+SY ACT+SY CGC34090/DP PCD/Code Enforcement RFP -Successful No Yes ACT SY ACT+SY CGC34090/DP Wednesday, August OS, 2015 Page40 of60 In In Total Dept/Div Records Sel'ies Title Original Vital Office Storage Retention Legal Citation PCD/Code Enforcement RFP -Unsuccessful No Yes ACT 2Y ACT+2Y CGC34090 PCD/Code Enforcement Violation Notices No Yes c PERM PERM CGC34090/DP PCD/STP Bike@ Work (Electronic) Yes No IY IY DP PCD/STP Bike At Work Participation Agmt Yes Yes IND IND DP PCD/STP Bike Waiver & Release Yes Yes IND IND DP PCD/STP Board & Commission Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD/STP Employer Files (Electronic) Yes No 2Y 2Y ORD 1604 PCD/STP ETRP Reports (Etectronic) Yes No IND IND DP PCD/STP Permits, Wide Loads Yes No ACT+2Y ACT+2Y CGC34090/DP PCD/STP Planning Commission Packet Yes Yes PERM PERM PERM CGC34090/DP PCD/STP Project Files Yes No lOY lOY CGC34090/DP PCD/STP RFP-Successful Yes No ACT 5Y ACT+5Y CGC34090/DP PCD/STP RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PCD/STP Rideshare Rewards Yes No JY 3Y CGC34090/DP PCD/STP SCAQMD Survey Yes No JY JY CGC34090/DP PCD/STP SCAQMD Trip Reduction Plan Yes No 5Y 5Y CGC34090/DP PCD/STP Subject Files Yes No ACT ACT DP PCD/STP Traffic Count Yes Yes IND IND IND DP PCD/STP Vehicle Pool Trip Tickets Yes No 3Y JY CGC34090/DP PCDITEAM Batch Report Receipts Yes No 2Y 5Y 7Y CGC34090/DP Wednesday, August 05, 2015 Page 41 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCDfrEAM Complaints Yes No lOY lOY CGCJ4090/DP PCDfTEAM Contracts Yes No ACT 5Y ACT+5Y CGC34090/DP PCDfrEAM Credit Card Sales Dratl Yes No 2Y 2Y CGC34090 PCDfrEAM Franchise Reports/Documents Yes No ACT 5Y ACT+5Y CGC34090/DP PCDfTEAM Location Files Yes No PERM PERM PERM CGC34090/DP PCDfTEAIVl Lots & Structures Files Yes No PERM PERM PERM HS19850 PCDfTEAM Parking Citation Reports Yes No lY 2Y JY CGCJ4090 PCDfTEAM Parking Citations, Contract Yes No ACT+2Y ACT+2Y CGC34090 PCDfTEAM Parking Citations, Court Yes No JY JY CGCJ4090/DP PCDfTEAM Parking Structure Invoices No No ACT+3Y ACT+JY CGC34090/DP PCDfTEAM Preferential Parking No No 2Y 2Y DP PCDfTEAM RFP ~ Successful Yes No ACT 5Y ACT+5Y CGC34090/DP PCDfTEAM RFP -Unsuccessful No No c 2Y C+2Y CGC34090 PCDfTEAM Statewide Integrated Traffic Records Yes Yes !ND !ND !ND DP PCDfTEAM Subject Files Yes No ACT 5Y ACT+5Y DP PCDfrEAM Subject Project Yes No ACT+5Y ACT+5Y CGCJ4090/DP PCDfrEAM Taxicab App/Permit Files Yes No ACT 2Y ACT+2Y CGC34090 PCDfTEAM Taxicab Permit Testing Yes No lY 6Y 7Y CGCJ4090/DP PCD!fraffic Signals Call Back Logs (Electronic) Yes No lOY PERM PERM CGC34090/DP PCD/Traffic Signals Daily Activity Logs (Electronic) Yes No lOY lOY CGCJ4090/DP Wednesday, August 05, 2015 Page42 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PCDffraffic Signals Intersection Maintenance Log (In Field) Yes No lOY lOY CGC34090/DP PCD!rraffic Signals Traffic Signal As-Builts (Electronic) Yes No PERM PERM PERM DP PCD/Traffic Signals Traffic Signal Timing Sheets (Electronic) Yes No lOY lOY CGC34090/DP PCD!Iraffic Signals Traffic Signal Work Order RequestS Yes No lOY PERM PERM DP Police-CID ABC Files No No 2Y 2Y CGC34090/DP Police-CID Booking Hardcopy Fingerprint Card Yes No PERM PERM PERM CGC34090/DP Police-CID Cash Drawer Coilllt Fonns Yes No IY lY DP Police-CID Citation Pink Copies No No 3Y JY DP Police-CID Citation Request for Dismissal Yes No 2Y 2Y CGC34090/DP Police-CID Citation Transmittal Yes No IY lY DP Police -CID Court List Yes No 2Y 2Y CGC34090 Police-CID Credit Card Receipts Yes No 7Y 7Y CGC34090/DP Police-CID Digital Media Evidence -Crime Scene Photos Yes Yes REV REV DP Police-CID Evidence Logs Yes No U+2Y U+2Y CGC34090/DP Police-CID Expired Permits No No 2Y 2Y CGC34090/DP Police-CID Field Interview Cards Yes No PERM PERM PERM CGC34090/DP Police-CID Film, Color Slides Yes Yes PERM PERM PERM CGC34090/DP Police-CID Film, Crime Scene Photo Calls Yes No PERM PERM PERM CGC34090/DP Police-CID Film, Mug Yes No lOY 25Y 35Y CGC34090/DP Police-CID Film, Negatives Yes Yes PERM PERM PERM CGC34090/DP Wednesday, August 05, 2015 Page43 of60 In In Total Dept!Div Records Serie§ Title Original Vital Office Storage Retention Legal Citation Police-CID Film, Pictures y,, y, PERM PERM PERM CGC34090/DP Police-CID Finger Prints Cards Yes Ye, PERM PERM PERM CGC34090/DP Police-CID Homicide Reports Ye' No PERM PERM PERM DP Police-CID hnpounds, Never Released y, No 3Y 3Y CGC34090/DP Police-CID In-Custody Booking Logs Ye' No !Y lY DP Police-CID In-Custody Processing Logs y,, No !Y !Y DP Police-CID Informant Files y,, No SY SY CGC34090/DP Police-CID Jail Booking Packet Ye' No WIC-m WlC-TR CGC34090/DP Police-CID LAFIS Log y, No U+2Y U+2Y CGC34090/DP Police-CID Latent Prints from Crime Scenes Yes No PERM PERM PERM CGC34090/DP Police-CID Murder Books Yes No PERM PERM PERM DP Police-CID Negatives Yes No PERM PERM PERM CGC34090DP Police-CID Notice of Violation y,, No ACT+ 3Y ACT+3Y CGC34090/DP Police-CID Officer Involved Shooting Files Yes y., PERM PERM PERM CGC34090/DP Police-CID On-line Police Reports y, Yes PERM PERM PERM DP Police-CID Palm Print File Yes No PERM PERM PERM CGC34090/DP Police-CID Pawn Slips y, No lY lY DP Police-CID PCDLogs y,, No !Y !Y DP Police-CID PD Employee Pictures y, No PERM PERM PERM CGC34090/DP Police-CID Photo Prints, Photo Calls y, No PERM PERM PERM CGC34090/DP Wednesday, August 05, 2015 Page 44 of60 In In Total Dept/Div Records Series Title Original Vital Office Storoge Retention Legal Citation Police~ CID Private Tow Cards Yes No IY IY DP Police~ CID Property Receipt Yes No SOY SOY CGC34090/DP Police-CID Property Room Database Yes Yes PERM PERM PERM CGC34090/DP Police-CID Property Room Destruction Records Yes Yes PERM PERM PERM CGC34090/DP Police-CID PRT Daily Logs Yes No 2Y 2Y CGC34090 Police-CID Rental Car Worksheets Yes No IY IY DP Police-ClD Repossession Cards Yes No IY IY DP Police-CID Request for Live Scan Service No No U+2Y U+2Y CGC34090/DP Police-CID Request for Refunds on Court Appearance No No JY JY CGC34090 Police-CID Scanned Bail Bond Receipts Yes No IY IY CGC34090.S Police-CID Scanned Case Management Sheet No No IY IY DP Police-CID Scanned Detention Certificates/Slips Yes No IY IY CGC34090.5 Police-CID Scanned Jail Booking Packet Yes No IY IY CGC34090.S Police-CID Scanned Police Reports Yes No IY IY CGC34090.5 Police-CID Scanned Release Vehicle Impound Yes No IY IY CGC34090.S Police-CID Scanned Subpoenas Yes No IY IY CGC34090.5 Police-CID Scanned Tow Hearing Files Yes No IY IY CGC34090.5 Police-CID Scanned Traffic Accident Report Yes No IY IY CGC34090.5 Police-CID Sealed Adult Police Reports Yes No 3Y 3Y PC 851.8/DP Police-CID Sealed Juvenile Police Reports Yes No SY SY 781 (a) WIC/DP Wednesday, August 05,2015 Page 45 of60 In In Total Dept/Div Records Series Title Ol'iginal Vital Office Stol'age Retention Legal Citation Police-CID Shoot Review Reports/Memo Yes No PERM PERM PERM CGC34090/DP Police-CID Slides, Mug Yes No lOY 25Y 35Y CGC34090/DP Police-CID Specialist Daily Log Yes No U+2Y U+2Y CGC34090/DP Police-OCOP Administrative Hearing Transcript Yes No 2Y 2Y CGC34090 Police -OCOP After Action Report Memo. Yes No 3Y 3Y CGC34090 Police-OCOP AI Case File (Non Criminal) Yes No 5Y 5Y CGC34090/DP Police-OCOP Asset Seizure Admin. Files Yes No 8Y 8Y CGC34090/DP Police-OCOP Audio Tapes Yes No 5Y SY PC 832.5b/DP Police-OCOP Automated License Plate Readers Yes No IY IY DP Police-OCOP Backgroillld Investigation File, Hired Yes No E+6Y E+6Y CGC34090/DP Police -OCOP Background Investigation File, Not-hired Yes No SY SY CGC34090/DP Police -OCOP Citizen Complaint Follow-Up Log Yes No 2Y 2Y CGC34090 Police -OCOP Complaints -Misc. (Infonnal) Yes No 3Y 3Y CGC34090/DP Police -OCOP Concealed WeaponPennits Yes No ACT+ IY ACT+ IY CGC34090/DP Police-OCOP Deparbnent Annual Report Yes No PERM PERM PERM DP Police~ OCOP Discharge ofFireann Report Yes No 3Y 3Y CGC34090 Police ~ OCOP Final Survey Report Yes No 5Y 5Y CGC34090/DP Police-OCOP FTO Files Yes No 2Y 2Y CGC34090 Police -OCOP Grant Files Yes No ACT+SY ACf+SY CGC34090/DP Police -OCOP Jail Incident Report Yes No 3Y 3Y CGC34090 Wednesday, August 05, 2015 Page46 of60 In In Total Dept!Div Records Selies Title Original Vital Office Storage Retention Legal Citation Police -OCOP K9 Incident Memo. Yes No E+3Y E+3Y CGC34090 Police-OCOP Line of Duty Death Yes No E E CGC34090/DP Police -OCOP Medical Files Yes No E+6Y E+6Y CGC34090/DP Police -OCOP Mobile AudioNideo In Car Camera Yes No JY 3Y CGC34090/DP Police -OCOP OC Spray Memo. Yes No JY JY CGC34090 Police-OCOP Officer Involved Shoot Review Yes No JY 3Y CGC34090 Police-OCOP OPNMcmo. Yes No JY 3Y CGC34090 Police-OCOP Overtime Slips Yes No ACT+2Y ACT+2Y CGC34090/DP Police-OCOP Personnel Complaintsffapes Yes No ACT ACT+SY PC 832.5b/DP Police-OCOP Personnel Files No No E TRIHR E+TRIHR CGC34090/DP Police -OCOP Personnel History Cards Yes No PERM PERM PERM DP Police -OCOP Pitchess Motions Yes No PERM PERM PERM CGC34090/DP Police-OCOP POA Request for Time Off Yes No SY 5Y CGC34090/DP Police -OCOP Police Training Files Yes No E+6Y E+6Y CCP335.1/DP Police -OCOP Policy Review Reports Yes No SY SY CGC34090/DP Police -OCOP Public Video Security System Yes No 3M 3M DP Police-OCOP Pursuit Memo. Yes No 3Y JY CGC34090 Police -OCOP Special Incidents Files Yes No PERM PERM PERM CGC34090/DP Police -OCOP Taser Deployment Memo. Yes No 3Y JY CGC34090 Police-OCOP Traffic Accident Review Memo Yes No 3Y JY CGC34090 Wednesday, August 05,2015 Page 47 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retelltion Legal Citation Police ~ OCOP Training Bulletins/Sign Off Form Yes Yes PERM PERM PERM CGC34090/DP Police-OCOP Use of Force Worksheet Yes No JY JY CGC34090 Police-OCOP Vacation Slips Yes No ACT+2Y ACT+2Y CGC34090/DP Police -OCOP Volunteer Files Yes No ACT+ lY ACT+ lY DP Police-OCOP Worker's Compensation Files/IOD Yes No TRIRM TR/RM CGC34090/DP Police-OD CSO I Daily Logs Yes No 2Y 2Y CGC34090 Police-OD , CSO II Daily Logs Yes No 2Y 2Y CGC34090 Police-OD DMV Request for Confidentiality Yes No E+4Y E+4Y CGC34090/DP Police-OD Event Bookings Yes No 2Y 2Y CGC34090 Police-OD Harbor Service Officer Daily Logs Yes No 2Y 2Y CGC34090 Police-OD K9 Officer Daily Log Yes No SY SY CGC34090/DP Police-OD Park Ranger Daily Logs Yes No 2Y 2Y CGC34090 Police-OD Waiver -Ride-A-Along Yes No 4Y 4Y CGC34090/DP Police-SSD Animal Adoption Contracts Yes No 2Y 2Y DP Police-SSD Animal Call for Service Records Yes No SY SY CGC34090/DP Police-SSD Animal Control Bite Reports Yes No 2Y 2Y CGC34090 Police-SSD Animal Control Monthly Reports Yes No 2Y 2Y CGC34090 Police-SSD Animal Control Officer Daily Logs Yes No 2Y 2Y CGC34090 Police-SSD Animal Control Officer Training Files Yes No E+6Y E+6Y CGC34090/DP Police-SSD Animal Control Receiving Rec. Receipts Yes No 2Y 2Y CGC34090 Wednesday, August 05, 2015 Page 48 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation Police-SSD Animal Control Telephone Messages Yes No 2Y 2Y CGC34090 Police-SSD Animal Control Trap Rental Logs Yes No 2Y 2Y CGCJ4090 Police-SSD Animal Impound Cards Yes No 2Y 2Y CGC34090 Police-SSD Animal Orders to Comply Yes No JY JY CGC34090/DP Police-SSD Animal Owner ID Cards Yes No 2Y 2Y CGC34090 Police-SSD Animal Registration Yes No ACT+2Y ACT+2Y CGC34090/DP Police-SSD Animal Sales Receipt Yes No 2Y 2Y CGC34090 Police-SSD Animal Shelter Volunteer Personnel Files Yes No E+ IY E+IY DP Police-Sso Barking Dog Letter Yes No 2Y 2Y CGC34090 Police-SSD Case Files No No U+2Y U+2Y CGC34090/DP Police-SSD Cash Register Receipts Yes No !Y lY DP Police-SSD Cash Vouchers Yes No JY JY CGC34090/DP Police-SSD Citizen Academy Applications Yes No 2Y 2Y CGC34090 Police-SSD Daily Cash Reconciling Reports Yes No !Y TY DP Police-SSD Daily Report Login Sheet Yes No !Y TY DP Police-SSD Daily Safety Check Log Yes No JY JY CGC34090/DP Police-SSD Deceased Animal Logs Yes No 2Y 2Y CGC34090 Police~ SSD Euthanasia Logs Yes No 2Y 2Y CGC34090 Police-SSD Jail Blotter Yes No 2Y 2Y CGC34090 Police-SSD Jail Initial Intake Form/Not Booked Yes No !Y lY DP Wednesday, August 05, 2015 Page 49 of60 In In Total Dept/Div Records Series Title 0Iiginal Vital Office Storage Retention Legal Citation Police-SSD Jail Special Confinement Log Yes No ACT+2Y ACT+2Y CGC34090/DP Police-SSD Jail Watch Sunnnazy Report Yes No IY IY DP Police-SSD Laser/Lidar Files Yes No 3Y 3Y CGC34090/DP Police-SSD Motor Officer Logs Yes No 2Y 2Y CCP335.1/DP Police-SSD Mounted Officer Daily Log Yes No 2Y 2Y CGC34090/DP Police-SSD PASDLogs Yes No U+3Y U+3Y DP Police-SSD Secure/Non Secure Juv. Detention Log Yes No 3Y 3Y CGC34090/DP Police-SSD Spay/Neuter Deposit Logs Yes No 2Y 2Y CGC34090 Police-SSD Spay/Neuter Deposit Receipts Yes No 2Y 2Y CGC34090 Police-SSD Spay/Neuter Vouchers Yes No 2Y 2Y CGC34090 Police-SSD Stray Animal Affidavit Yes No 2Y 2Y CGC34090 Police-SSD TS!IC Officers Daily Logs Yes No 2Y 2Y CGC34090 PW-Airport Administrative Files No No ACT ACT DP PW -Airport Agenda Packets Commissioner Yes No 2Y PERM PERM CGC34090/DP PW -Airport Airport Commission Agenda Yes No 2Y PERM PERM CGC34090/DP PW-Airport Airport Commission Minutes Yes No 2Y PERM PERM CGC34090 PW-Airport Budget Working Papers Yes No 2Y 2Y CGC34090 PW-Airport Grant Files Yes No PERM PERM PERM CGC34090/DP PW -Airport Lease Files, Aviation Yes Yes ACT+2Y PERM PERM CGC34090/DP PW -Airport Lease Files, Commercial Yes No ACT+2Y gy ACT+ lOY CGC34090/DP Wednesday, August 05, 2015 Page 50 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW ~Airport Month-End Files No No 3Y 3Y CGC34090 PW-Airport Noise Reports Yes No 3Y IND IND CGC34090/DP PW-Airport Persotlllel Files No No E TR/HR E+TRIHR CGC34090/DP PW-Airport Project Files Yes No ACT SY ACT+SY CGC34090/DP PW-Airport RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP PW-Airport RFP -Unsuccessful Yes No ACT 2Y ACT+SY CGC34090 PW -Architecture Architecture Drawings Yes No ACT+2Y PERM PERM CGC34090/DP PW -Architecture Drawing, Project (Electronic) Yes No PERM PERM PERM CGC34090/DP PW -Architechtre Operating Budget Working Papers Yes No 2Y 2Y CGC34090 PW-Architecture Personnel Files No No E TR/HR E+TRIHR CGC34090 PW-Architecture RFP-Unsuccessful y., No 3Y 3Y CGC34090/DP PW -Architecture RFP -Successful y., No ACT SY ACT+5Y CGC34090/DP PW -Architecture Special Provisions Yes No ACT+2Y PERM PERM CGC34090/DP PW -Beach Main. Vendor Files y., No SY 5Y CGC34090/DP PW -Cemetery ACME Visible files Yes Yes u u DP PW-Cemetery Budget Working Papers Yes No 2Y 2Y CGC34090 PW -Cemetery Contract Books Yes Yes PERM PERM PERM CGC34090/DP PW-Cemetery Deed to Cemetery Plot Yes No PERM PERM PERM CGC34090/DP PW-Cemetery Funeral Books Yes Yes PERM PERM PERM HS 7955 PW-Cemetery Intcnnent Books Yes Yes PERM PERM PERM HS 7955 Wedn~day, August 05,2015 Page 51 of60 In In Total Deptilliv Records Series Title Original Vital Office Storage Retention Legal Citation PW ~ Cemetery .Interment Records Yes Yes PERM PERM PERM HS 8128 PW ~ Cemetery Maps Yes Yes PERM PERM PERM HS 7955 PW ~ Cemetery Plot Books Yes Yes PERM PERM PERM HS 7955 PW -Cemetery Plot Invoices Yes Yes PERM PERM PERM CGC34090/DP PW-Cemetery Pre Need Records Yes Yes PERM PERM PERM CGC34090/DP PW -Cemetery Receipt Books Yes Yes PERM PERM PERM CGC34090/DP PW -Cemetery Sales Orders Books Yes Yes PERM PERM PERM CGC34090/DP PW -Cemetery Swmnary of Daily Cash Collected Yes Yes PERM PERM PERM CGC34090/DP PW -Custodial Svcs. Budget Working Papers (Electronic) Yes No 2Y 2Y CGC34090 PW-Custodial Svcs. Personnel Files No No E TRIIIR E+ TRIIIR CGC34090/DP PW-Custodial Svcs. PlUlcb Time Cards No No 2Y 2Y CGC34090/DP PW-Custodial Svcs. Time Cards (Electronic) . No No 2Y 2Y CGC34090/DP PW-Engineering Budget Working Papers Yes No 2Y 2Y CGC34090 PW-Engineering Certified Payrolls Yes Yes ACT 3Y ACT+3Y DP PW-Engineering DR Project Files Yes No PERM PERM PERM CGC34090/DP PW-Engineering Drawing, Project (Electronic) Yes No PERM PERM PERM CGC34090/DP PW -Engineering Easements Yes No PERM PERM PERM DP PW -Engineering Engineering prawings Yes No PERM PERM PERM CGC34090/DP PW-Engineering Grant Files Yes Yes ACT 5Y ACT+5Y 24CFR570.502(b)(3) PW-Engineering Human Resources Files No No E TRIHR E+TRJHR CGC34090 Wednesday, August 05,2015 Page 52 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW ~ Engineering Inspection Photos Yes No IND JND IND CGC34090/DP PW-Engineering Lot Line Adjustment No No PERM PERM PERM DP PW-Engineering Parcel Maps No No PERM PERM PERM DP PW-Engineering Parcel Mergers No No PERM PERM PERM DP PW-Engineering Permits, Encroachment Yes Yes PERM PERM PERM CGC34090/DP PW -Engineering Pennits, Films Yes No ACT+2Y ACT+2Y CGC34090 PW -Engineering Permits, Mitigate Yes No 2Y SY JOY CGC34090/DP PW-Engineering Permits, Street Yes No JOY lOY CGC34090/DP PW-Engineering Permits, Street Repair Yes No 2Y 2Y CGCJ4090 PW-Engineering Permits, Use of Property Yes No ACT+2Y ACT+2Y CGC34090 PW-Engineering Pennits, Utility Excavate Yes Yes PERM PERM PERM CGCJ4090 PW-Engineering Permits, Wastewater Fee Yes No SY JY 8Y CGC34090 PW-Engineering Permits, Water Meters Yes No SY JY 8Y CGC34090/DP PW -Engineering RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP PW-Engineering RFP-Unsuccessful Yes No JY JY CGC34090/DP PW-Engineering Special Provisions Yes No PERM PERM PERM CGC34090/DP PW -Engineering Tract Maps No No PERM PERM PERM DP PW-Engineering Video Inspection, Post Construction Yes No PERM PERM PERM CGC34090/DP PW-Engineering Video Inspection, Pre Construction Yes No PERM PERM PERM CGC34090/DP PW-Facilities Maint. Budget Working Papers Yes No 2Y 2Y CGC34090 Wednesday, August_OS, 2015 Page 53 of60 In In Total DepUDiv Records Series Title Original ·Vital Office Storage Retention Legal Citation PW ~Facilities Maint City Yard Camera Yes No R R DP PW-Facilities Maint. Custodial Budget Working Papers Yes No 2Y 2Y CGC34090 PW-Facilities Maint. Custodial Punch Time Cards Yes No 2Y 2Y DP PW-Facilities Maint. Daily Activity Log (Electronic) Yes No lOY lOY DP PW-Facilities Maint. Daily Repair Log (Electronic) Yes No ISY ISY CGC34090/DP PW-Facilities Maint. Graffiti Removal Consent Forms Yes No ACT+3Y ACT+3Y DP PW-Facilities Maint. Inventory Street Light Map Yes Yes PERM PERM PERM DP PW-Facilities Maint. Job Folders Yes No ACT ACT DP PW-Facilities Maint. Project Files Yes No ACT ACT DP PW-Facilities Maint. RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP PW-Facilities Maint. RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PW-Facilities Maint Street Light Repair Log Yes No PERM PERM PERM CGC34090/DP PW-Facilities Maint. Work Order, D/8 Electronic Yes No IND IND IND CGC34090/DP PW -Pub. Landscape AlP Files Yes No 4Y 4Y DP PW-Pub. Landscape CDF-Tree Grant Yes No ACT+4Y ACT+4Y 24CFR570.502(b )(3) PW-Pub. Landscape Claims No No 3Y 3Y CGC34090/DP PW -Pub. Landscape Daily Log Books -Promenade Maint. Yes No JOY lOY CGC34090/DP PW-Pub. Landscape Daily Work Orders-Promenade Maint. Yes No ACT+JY ACT+JY CGC34090/DP PW-Pub. Landscape Guidelines -Street Trees Yes Yes PERM PERM PERM DP PW -Pub. Landscape Landmark Trees Yes Yes PERM PERM PERM DP Wednesday, August 05, 2015 Page 54 of60 In In Total Dept/Div Records Series Title 01'iginal Vital Office Stol'age Retention Legal Citation PW ~ Pub. Landscape Personnel Files No No E TRIHR E+TRIHR CGC34090/DP PW-Pub. Landscape Private Trees Yes No ACT ACT DP PW-Pub. Landscape Projects Files-Park Maintenance Yes No JOY lOY DP PW -Pub. Landscape Prop A Maint. & Svc. Req. Yes No 7Y SY 12Y DP PW-Pub. Landscape Purchasing Card Trans. Log Yes No SY SY CGC34090/DP PW -Pub. Landscape RFP-Successful Yes No ACT SY ACT+SY CGC34090/DP PW-Pub. Landscape RFP-Unsuccessful Yes No ACT 2Y ACT+SY CGC34090 PW-Pub. Landscape Terminated Employees No No 2Y 2Y CGC34090/DP PW-Pub. Landscape Tree Maintenance Yes No ACT ACT DP PW-Pub. Landscape Tree Master Plan Yes Yes PERM PERM PERM DP PW-Pub. Landscape Tree Removal File Yes Yes ACT 15Y ACT+ lSY DP PW-Pub. Landscape Tree Service Log Yes No ACT+3Y ACT+3Y DP PW-Pub. Landscape Tree Trimming Log Yes Yes PERM PERM PERM DP PW-Pub. Landscape Trees-Historical Yes Yes PERM PERM PERM DP PW-Pub. Landscape Trees Planted Yes Yes PERM PERM PERM DP PW-Pub. Landscape Vendor Files (Electronic) Yes No 5Y 5Y CGC34090/DP PW-RRR Allan Recycling Tickets No Yes C+3Y C+3Y CGC34090/DP PW-RRR Blue Prints Yes No LB, IND LB CGC34090/DP PW-RRR Budget Working Papers Yes No 2Y 2Y CGC34090 PW-RRR C&D Mgmt. Plan Yes Yes LP LP CGC34090/DP Wednesday, August 05, 2015 Page 55 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW-RRR Cash Tum~ In Reports Yes No C+IY C+lY DP PW-RRR Landfill Receipts Yes No C+3Y C+JY CGC34090/DP PW-RRR Missed Kronos Punch Fonns Yes No C+2Y C+2Y CGC34090/DP PW-RRR Northstar Work Orders Yes No IY !Y DP PW-RRR Private Hauler Reports Yes Yes JY 3Y CGC34090/DP PW-RRR Private Hauler Vendor Files No Yes 3Y 3Y CGC34090/DP PW-RRR Receipt Books Yes No C+!Y C+ lY DP PW-RRR Request for Add'!. Comp. ~ OT Yes No C+2Y C+2Y CGC34090/DP PW-RRR Request for Proposals Yes No ACT 5Y ACT+5Y CGC34090/DP PW-RRR RFP ~ Successful Yes No ACT 5Y ACT+5Y CGC34090/DP PW-RRR RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PW-RRR SCD Transfer Tickets Yes Yes C+3Y C+3Y CGC34090/DP PW-RRR Vehicle Safety Check (Non Comm) No No 2Y 2Y DP PW-RRR Vendor Payments Yes No C+2Y C+2Y CGC34090/DP PW -Street/Fleet Budget Working Papers Yes No 2Y 2Y CGC34090 PW -Street/Fleet Fleet-Above Ground Storage Tank Insp. Yes Yes ACT+3Y ACT+3Y 40CFR112.7e/DP PW -Street/Fleet Fleet-Aerial Lift Inspections Yes Yes ACT+JY ACT+3Y DP PW -Street/Fleet Fleet-AST Training Records Yes Yes E+JY E+3Y DP PW -Street/Fleet Fleet-CHP Bit Inspection {Electronic) No Yes 2Y 2Y VC34501.12 PW-Street/Fleet Fleet-Heavy Duty Driver Insp. Report Yes Yes 3M 3M CFR396.11 Wednesday, August 05, 2015 Page 56 of60 In In Total Dept/Div Recol'ds Series Title Original Vital Office Storage Retention Legal Citation PW ~ Street/Fleet Fleet-Periodic Smoke Inspection (PSI) Yes Yes ACT+2Y ACT+2Y 13CCR2190 PW ~Street/Fleet Fleet-Preventive Maint. Docs. (Electronic) Yes Yes LV LV DP PW -Street/Fleet Fleet-Smog Inspection Docs. Yes Yes ACT+3Y ACT+3Y HS44019 PW -Street/Fleet Fleet-Tire Program Manifest Receipts Yes No ACT+JY ACT+3Y 14CCR740l PW-Street/Fleet Fleet-Vehicle Records Yes Yes LV LV DP PW -Street/Fleet Personnel Files Yes No E E DP PW -Street/Fleet RFP -Successful Yes No ACT SY ACT+SY CGC34090/DP PW -Street/Fleet RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PW-Street/Fleet Street-Asphalt Work Orders Yes No ACT+6Y ACT+6Y CGC34090/DP PW-Street/Fleet Street-Concrete Work Orders Yes No ACT+6Y ACT+6Y CGC34090/DP PW -Street/Fleet Street-Sidewalk Inspections Yes No ACT+6Y ACT+6Y CGC34090/DP PW-Street/Fleet Street-Warehouse Requisition Forms Yes No 2Y 7Y 9Y DP PW ~ Street/Fleet Street-Work Orders, D/B Electronic Yes No IND IND IND CGC34090/DP PW -WR -Admin. Applications Yes No PERM PERM PERM DP PW -WR-Admin. Books Yes No PERM PERM PERM DP PW-WR-Admin. Budget Working Papers Yes No 2Y 2Y CGC34090 PW -WR-Admin. Hyperion Yes No 2Y lOY l2Y CGC34090/DP PW -WR-Admin. Invoices, Moss A venue No No IND IND IND CGC34090/DP PW -WR -Admin. Litigation Files No Yes ACT lOY ACT+lOY DP PW-WR-Admin. Ordinance, Water Division No No R R DP Wednesday, August 05,2015 Page 57 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW-WR ~ Admin. Pem1itted Files Yes No ACT JOY ACT+JOY 29CFR1910.120 PW ~ WR ~ Admin. Project Files Yes No ACT 5Y ACT+5Y CGC34090/DP PW -WR-Admin. Project Files MTBE Yes No ACT lOY ACT+ lOY DP PW -WR-Admin. Property Tax Invoices Yes No PERM PERM PERM 26CFR301.6501/DP PW -WR-Admin. RFP -Successful Yes No ACT 5Y ACT+5Y CGC34090/DP PW-WR-Admin. RFP -Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PW -WR-Admin. Surveys Yes No PERM PERM PERM CGC34090/DP PW-WR-PP Administrative Files Yes No LOB LOB LOB CGC34090/DP PW-WR-PP Pennits, Sewer Yes No LOB lND LOB CGC34090/DP PW-WR-PP Project Files Yes No LOB lND LOB CGC34090/DP PW-WR-PP Reference Materials Yes No u u DP PW~WR-Wtr. AlP Files No No 5Y 5Y CGC34090/DP PW-WR-Wtr. Compliance Reports No Yes fND lND 22CCR64469/40CFR141.33 PW-WR-Wtr. Consumer Complaints Yes No 5Y 5Y 22CCR64469 PW-WR-Wtr. Ground Water Production Records Yes Yes PERM PERM CGC34090 PW-WR-Wtr. Lab Test Results/Water Quality Yes Yes lOY lOY 22CCR64469/40CFR141.33 PW-WR-Wtr. Plant Operation Records Yes Yes lND lND 22CCR64469 PW-WR-Wtr. RFP -Successful Yes No ACT 5Y ACT+5Y CGC34090/DP PW-WR-Wtr. RFP-Unsuccessful Yes No ACT 2Y ACT+2Y CGC34090 PW-WR-WW Back:flow Prevention Device (Electronic) Yes No JY JY HS116800 Wednesday, August 05, 2015 Page 58 of60 In In Total Dept/Div Records Series Title Original Vital Office Storage Retention Legal Citation PW-WR-WW Billablcs Yes No JY JY DP PW-WR-WW Construction Maps No No PERM PERM PERM DP PW-WR-WW Damage Rpt, City Property (Electronic) No No 3Y JY DP PW-WR-WW Damage Rpt, Vehicle (Electronic) No No JY JY DP PW-WR-WW Fire Hydrant Flow Tests {Electronic) No No PERM PERM PERM CGC34090/DP PW-WR-WW Flow Charts Yes No 6Y 6Y CGC34090/DP PW-WR-WW GenLiability Accident Rpt. (Electronic) No No JY JY CGC34090 PW-WR-WW Inspection Reports (Electronic) Yes No 5Y 5Y CGC34090/DP PW·WR-WW Meter Read (Electronic) No No IY IY DP PW-WR-WW Valves Books Yes No PERM PERM PERM CGC34090/DP PW-WR-WW Vehicle Inspection Report No No JY JY CGC34090 PW·WR-WW Waste/Water Maps Yes No PERM PERM PERM CGC34090/DP PW-WR-WW Water Main Failure Reports No No PERM PERM PERM CGC34090/DP PW-WR-WW Water Maps Yes No PERM PERM PERM CGC34090/DP PW-WR-WW Work Orders (Electronic) Yes No PERM PERM PERM DP Wednesday, August 05, 2015 Page 59 of60 Dept/Div Records Series Title Original Vital Approvals: City Attorney: _________________ D.ate ____ _ Clt-y Clerk: -------------~--~Date ____ _ In Office Resolution No.: _________________ D,atc _____ _ In Storage Total Retention Legal Citation _ Retention Codes: AA =After Audit, ACT= While Active or Term Ends or Expires, AR =After Recorded, C =Current, DP =Department Policy, E =While Employed, HS =Health and Safety, IND =Indefinite, LB =Life of Building, LOB= Life ofBusincss, LP =Life of Project, LV= Life of Vehicle, M =Months, PE = Parldng Enforcement, PERM= Permanent, P/0 =Printouts, R =Reference, S =Until Superseded or Recorded Over, T =Term, TR =Transfer to Police Recot•ds, TR/HR =Transfer to Human Resources, TRIRM =Transfer to Risl' Management, U =As long as the document is useful, Y = Y cars, AG OP =Attorney General Opinions, CCP =Code of Civil Proced01·e, CFR= Code of Federal Regulations, CGC =California Government Code, CLC =California Labor Code, EC = Election Codes, LC =Legal Consideration, PC= Penal Code, UFC =Uniform Fire Code, USC= United State Code and WIC =Welfare and Institutions Code.* Current technology does not allow fot· one year retention period, ** See seperate document for retention pel'iods based on City Council meeting outcomes. Wednesday, August 05,2015 Page60 of60 Reference:  Resolution  No. 10980  (CCS)