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SR 09-11-2018 3L City Council Report City Council Meeting: September 11, 2018 Agenda Item: 3.L 1 of 2 To: Mayor and City Council From: Denise Anderson-Warren, City Clerk, Records and Election Services Department Subject: Resolution Approving Revisions to the City-wide Records Retention Schedule Recommended Action Staff recommends that the City Council adopt the attached resolution approving the revisions to the Annual City-wide Records Retention Schedule (“Schedule”). Summary The Citywide Records and Information Management Program was first established by Council in December 1997, when Records Retention schedules were established to list all Departmental records and their retention periods. Departmental revisions to the schedule and City Council review and approval are an annual and on-going component of the maintenance and implementation of the program. The last revision to the schedule was approved by Council on July 25, 2017. Adoption of the proposed resolution updates the schedules as shown in Attachment A. Discussion The Citywide Records Retention Schedule is reviewed on an annual basis by Department staff members to ensure inclusion of new legal citations and record series titles, update Department/Division names which may have changed, remove obsolete record series titles, and revise retention periods as needed. Revisions to the Retention Schedule are presented annually to the City Council for review and approval. The 2018 Retention Schedule (Attachment A) reflects all updates and highlights new records that were added. The 2017 version of the Retention Schedule (Attachment B) shows strikethroughs of items that were deleted and retention periods that were changed. The 2018 revised Retention Schedule went through an extensive review by each Department and Division, the City Attorney and City Clerk. Records destruction, which 2 of 2 is also a part of the program, requires written authorization from the department head, the City Attorney, and City Clerk. When there is a possibility of litigation or an audit, related documents will not be destroyed and are kept for one year after the lawsuit/audit is settled or until deemed appropriate for destruction by the City Attorney. Financial Impacts and Budget Actions There is no immediate financial impact or budget action necessary as a result of the recommended action. Prepared By: David Willis, Records Management Coordinator Approved Forwarded to Council Attachments: A. Resolution re RRS 2018 B. RRS 2017 City-wide C. July 25, 2017 Staff Report 1 City Council Meeting: August 28, 2018 Santa Monica, California RESOLUTION NUMBER ____ (CCS) (City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA APPROVING A REVISED CITY-WIDE RECORDS RETENTION SCHEDULE WHEREAS, California Government Code Sections 34090 et seq., set forth certain legal requirements regarding the retention of certain municipal records; and WHEREAS, the adoption and implementation of the revised City-wide records retention schedule for the City of Santa Monica is necessary to ensure the orderly, efficient and economic conduct of the public’s business; and WHEREAS, the City Clerk’s Office has inventoried the records presently maintained by all departments within the City, and has deter mined which of those records are vital, which should be preserved and which should be discarded, and what the retention schedule should be for those records; and WHEREAS, the proposed revised City-wide retention schedule was reviewed by Department Heads, the City Attorney, and the City Clerk. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: 2 SECTION 1. The revised City-wide records retention schedule attached hereto as Exhibit “A”, is hereby approved and adopted and R esolution No. 11058 (CCS) is hereby repealed in its entirety. SECTION 2. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect. APPROVED AS TO FORM: ________________________ Lane Dilg City Attorney EXHIBIT A RECORDS RETENTION SCHEDULE City of Santa Monica - City-wide Records Retention Schedule 2018 (Proposed) Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Maintenance Certificates/Permits Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Maintenance Employee Exposure Records Yes Yes 30Y 30Y 29CFR1910.120 BBB - Maintenance Facility Expansion Yes Yes LB LB LB DP BBB - Maintenance Fleet Inventory Yes Yes LV + 3Y LV + 3Y DP BBB - Maintenance Historical Files Yes Yes PERM PERM PERM DP BBB - Maintenance Personnel Files Yes 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 + 2Y S + 2Y CGC34090/DP BBB - Maintenance Vehicle Bid Specifications Yes No ACT + 2Y ACT + 2Y DP BBB - Operations AFMS Data, Electronic Yes No 3Y 3Y CGC34090/DP BBB - Operations Compliance Certificates Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Operations FCC Licenses, Current Yes No S + 2Y S + 2Y DP BBB - Operations FCC Licenses, Sold Yes No 2Y 2Y DP BBB - Operations General Memorandum (GMs)Yes No 1Y 2Y 3Y CGC34090/DP BBB - Operations NTD Missed Added Service Yes No 1Y 2Y 3Y DP BBB - Operations NTD Surveys Yes No 1Y 2Y 3Y CGC34090/DP BBB - Operations Personnel Files Yes No E + 2Y E + 2Y DP BBB - Operations Project Files Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Operations Purchase Card Receipts Yes No 7Y 7Y DP BBB - Operations Reports Yes No 4Y 4Y DP BBB - Safety & Training Accident Files No No 1Y 4Y 5Y CGC34090/DP BBB - Safety & Training Contracts/Agreements Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Safety & Training Dictaphone Recordings, Analog Yes No S S DP BBB - Safety & Training Dictaphone Recordings, Digital Yes No 7Y 7Y CGC34090/DP BBB - Safety & Training Drug Testing Files, Negative Yes No 3Y 3Y CGC34090/DP Friday, August 10, 2018 Page 1 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Safety & Training Drug Testing Files, Positive Yes No 6Y 6Y CGC34090/DP BBB - Safety & Training DVR Recording, Fac. Pending Lit Yes No IND IND CGC34090/DP BBB - Safety & Training DVR, Facilities Yes No 1Y 1Y CGC3409.6 BBB - Safety & Training DVR, Vehicles Yes No IND IND DP BBB - Safety & Training DVR, Vehicles Pending Lit Yes No IND IND CGC34090/DP BBB - Safety & Training Estimate Files Yes No 1Y 4Y 5Y CGC34090/DP BBB - Safety & Training Project Files Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Safety & Training Reports Yes No 4Y 4Y CGC34090/DP BBB - Safety & Training Safety Meetings Yes No 5Y 5Y CGC34090/DP BBB - Safety & Training SPAB & VTT Training Sign In Sheets Yes No 5Y 5Y DP BBB - Safety & Training Training Materials Yes No S + 2Y S + 2Y DP BBB - TCGE Advertising Completion Reports Yes No 4Y 4Y DP BBB - TCGE Advertising Master Sales Agmnt Yes No ACT + 4Y ACT + 4Y DP BBB - TCGE Artwork, Original Yes Yes PERM PERM PERM DP BBB - TCGE Contracts/Agreements Yes No ACT + 4Y ACT + 4Y CGC34090/DP BBB - TCGE Customer Feedback Yes No 4Y 4Y CGC34090/DP BBB - TCGE Customer Feedback Database Yes No 10Y 10Y CGC34090/DP BBB - TCGE Department Event Files Yes No 1Y 10Y 11Y CGC34090/DP BBB - TCGE Historical Files Yes Yes PERM PERM PERM DP BBB - TCGE Long Term Planning Files Yes No 3Y 7Y 10Y CGC34090/DP BBB - TCGE Metro Long Term Planning Files Yes No 2Y IND IND CGC34090/DP BBB - TCGE Newsletter Yes No PERM PERM DP BBB - TCGE NTD Surveys Yes No 3Y 2Y 5Y CGC34090/DP BBB - TCGE Personnel Files Yes No E E DP BBB - TCGE Project Files, Marketing Yes No 4Y 4Y CGC34090/DP BBB - TCGE Purchase Card Receipts Yes No 2Y 2Y CGC34090/DP BBB - TCGE Receipts, Cash Yes No 3Y 3Y CGC34090/DP BBB - TCGE RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP Friday, August 10, 2018 Page 2 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - TCGE RFP - Unsuccessful Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - TFA Admin - Administrative File Yes No ACT 5Y ACT + 5Y DP BBB - TFA Admin - Complaints - ADA Yes No 7Y 7Y CGC34090/DP BBB - TFA Admin - Contracts/Agreements Yes No ACT + 3Y ACT + 3Y CGC34090/DP BBB - TFA Admin - Financial Records Yes No ACT 7Y ACT + 7Y CGC34090/DP BBB - TFA Admin - Grievances/Int. Complaints Yes No 5Y 5Y CGC34090/DP BBB - TFA Admin - Historical Files Yes No PERM PERM PERM DP BBB - TFA Admin - Personnel Action (UTU)Yes No ACT 7Y ACT + 7Y CGC34090/DP BBB - TFA Admin - Project Files Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - TFA Admin - Purchase Card Receipts Yes No 2Y 2Y CGC34090/DP BBB - TFA FIN - Dispatch Worksheets Yes No 2Y 8Y 10Y US26CFR31.6001.1 BBB - TFA FIN - Grants, Operational Yes No ACT + 3Y ACT + 3Y CGC34090/DP BBB - TFA FIN - Nat Trans Database Reports Yes Yes ACT 20Y ACT + 20Y CGC34090/DP BBB - TFA FIN - Project Files, Financial Data Yes No ACT + 3Y ACT + 3Y CGC34090/DP BBB - TFA FIN - Reports, Payroll Yes No 2Y 2Y CGC34090 BBB - TFA FIN - Reports, Revenue Yes No 2Y 8Y 10Y CGC34090/DP BBB - TFA FIN - STA/TDA Claims Yes Yes ACT + 2Y ACT + 2Y DP BBB - TFA FIN - State Controller Reports (SCR)Yes No ACT 20Y ACT + 20Y CGC34090/DP BBB - TFA FIN - Timesheets - Surveyor Yes No 2Y 8Y 10Y CGC34090/DP BBB - TFA RFP, Rejected Yes No 2Y 2Y CGC34090 BBB - TFA RFP, Rejected, Federally Funded Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - TFA RFP, Successful Yes No ACT 5Y ACT + 5y CGC34090 BBB - TPP Long Term Planning Files Yes No 10Y 10Y CGC34090/DP BBB - TPP Metro Long Term Planning Files Yes No 2Y IND IND CGC34090/DP BBB - TPP NTD Surverys Yes No 5Y 5Y CGC34090/DP BBB - TPP Short Range Planning Files Yes No 10Y 10Y CGC34090/DP CCS - Admin.A/P Files Yes No 2Y 2Y CGC34090 CCS - Admin.Personnel Files, Department No No E E DP Friday, August 10, 2018 Page 3 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Admin.Photos Yes Yes PERM PERM PERM DP CCS - Admin.Project Blueprints Yes Yes IND IND IND DP CCS - Admin.R&P Commission Packet Yes Yes PERM PERM PERM DP CCS - Admin.Subject Files Yes No ACT 4Y ACT + 4Y CGC3490/DP CCS - Admin.Subject Files, Historical Yes Yes U PERM PERM DP CCS - Comm. Recreation ALL - Accident/Incident Reports Yes No 1Y 3Y 4Y CGC34090/DP CCS - Comm. Recreation ALL - Contract Payment Form No No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation ALL - Daily Cash Receipts Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Fin. Assistance Award/Deny Letters Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Financial Assistance Applications Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Permit Recipients Proof of Ins.No No ACT + 2Y ACT + 2Y CGC34090/DP CCS - Comm. Recreation ALL - Purchase Card Receipts Yes No 2Y 2Y DP CCS - Comm. Recreation ALL - Request for Warrants Yes No 2Y 2Y DP CCS - Comm. Recreation ALL - Request for Warrants (Contractors)Yes No ACT + 2Y ACT + 2Y CGC34090/DP CCS - Comm. Recreation BBQ/Picnic Applications Yes No 2Y 2Y DP CCS - Comm. Recreation Beach/Water Activity Permit Yes No ACT 2Y ACT + 2Y CGC34090 CCS - Comm. Recreation Beach/Water Activity Permit Application Yes No 2Y 2Y DP CCS - Comm. Recreation Classes - Insturctor Agreements Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Classes - Registration/Waiver Forms Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Classes - RFP, Successful Yes No ACT 5Y ACT + 5Y CGC34090 CCS - Comm. Recreation Classes - RFP, Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 CCS - Comm. Recreation Commercial Fitness Instruction Permits Yes No 3Y 3Y CGC34090/DP CCS - Comm. Recreation Drop-In Soccer Waiver Form Yes No ACT + 2Y ACT + 2Y CGC34090/DP CCS - Comm. Recreation Events - Applications Yes No 4Y 4Y CGC34090 CCS - Comm. Recreation Events - Letter of Requirement Yes No 4Y 4Y CGC34090 CCS - Comm. Recreation Events - Permits Yes No 4Y 4Y CGC34090 CCS - Comm. Recreation Fitness Room Waiver Form Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Gardens - Advisory Council Agendas Yes No 1Y 2Y 3Y CGC34090/DP Friday, August 10, 2018 Page 4 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Comm. Recreation Gardens - Advisory Council Minutes Yes Yes PERM PERM PERM DP CCS - Comm. Recreation Gardens - Garden Applications Yes No ACT + 5Y ACT + 5Y DP CCS - Comm. Recreation Gardens - Garden Partnership Reg Yes No ACT + 2Y ACT + 2Y 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 + 2Y ACT + 2Y DP CCS - Comm. Recreation Leagues - Director RFP Rejected Yes No 1Y 2Y 3Y CGC34090 CCS - Comm. Recreation Leagues - Player Waiver Forms Yes No IND IND IND DP CCS - Comm. Recreation Leagues - Team Registration Yes No 2Y 2Y DP CCS - Comm. Recreation Meeting Room Permit Applications Yes No 2Y 2Y DP CCS - Comm. Recreation RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 CCS - Comm. Recreation RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 CCS - Comm. Recreation SMARS Registration/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation SMARS Volunteer Reg/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation Sports Advisory Council Packet Yes Yes 1Y PERM PERM DP CCS - Comm. Recreation Sports Facilities Permit Application Yes No 2Y 2Y DP CCS - Comm. Recreation Surf Permit Approval Letters Yes No 1Y 3Y 4Y DP CCS - Comm. Recreation Surf Permit RFP Yes No 1Y 3Y 4Y CGC34090 CCS - Comm. Recreation Surf Permit RFP Rejected Yes No 1Y 2Y 3Y CGC34090 CCS - Comm. Recreation Swim - Field Trip Permission Slips Yes No 2Y 2Y DP CCS - Comm. Recreation Swim - Permit Applications Yes No 2Y 2Y CGC34090 CCS - Comm. Recreation Swim - Vendor Agreements Yes No ACT + 4Y ACT + 4Y CCP337 CCS - Comm. Recreation Swim - Vendor RFP Rejected Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation Swim Center Reg/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation Tennis - Court Reservations Yes No 2Y 2Y DP CCS - Comm. Recreation Tennis - Private Instructor Approval Yes No 2Y 2Y DP CCS - Comm. Recreation Tennis - Tournament Dir Agreement Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Tennis - Tournament Dir RFP Rejected Yes No 1Y 2Y 3Y CGC34090 Friday, August 10, 2018 Page 5 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Comm. Recreation The Cove - Class Reg/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation The Cove - Daily Maintenance Records Yes No 1Y 2Y 3Y DP CCS - Comm. Recreation The Cove - Registration/Waiver Forms Yes Yes IND IND IND DP CCS - Comm. Recreation Winter Display Applications Yes Yes IND IND IND DP CCS - Comm. Recreation Winter Display Site Approval Yes Yes IND IND IND DP CCS - Comm. Recreation WSO - Board Meeting Minutes Yes Yes 1Y 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 2Y 2Y DP CCS - Cultural Affairs Arts Commission Packet Yes Yes 4Y PERM PERM DP 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 Yes Yes PERM PERM PERM DP CCS - Cultural Affairs Grant Files Yes No 2Y 8Y 10Y CGC34090/DP CCS - Cultural Affairs Miles Playhouse Program Files Yes No 1Y 6Y 7Y CGC34090/DP CCS - Cultural Affairs Project Files Yes No ACT PERM PERM DP CCS - Cultural Affairs RFP - Successful Yes No ACT 5Y ACT + 5Y 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 Chronological Files Yes No 5Y 5Y CGC34090/DP CCS - Human Services Commission/Task Force Audio Yes No 2Y 2Y DP CCS - Human Services Commission/Task Force Packet Yes No 3Y PERM PERM CGC34090/DP CCS - Human Services Complaints Yes No 6Y 6Y CGC34090/DP Friday, August 10, 2018 Page 6 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 3Y 5Y CGC34090/DP CCS - Human Services Homeless Project Homecoming Yes No 2Y 3Y 5Y CGC34090/DP CCS - Human Services Homeless Service Registry Yes No 2Y 8Y 10Y CGC34090/DP CCS - Human Services HUD/CDBG Yes Yes ACT 10Y ACT + 10Y 24CFR570.502 CCS - Human Services PAL Board Financials Yes No 3Y 7Y 10Y 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 CCS - Human Services PAL Financial Back-up Material Yes No 5Y 5Y CGC34090/DP CCS - Human Services PAL Participant Files Yes No 2Y 5Y 7Y CGC34090/DP CCS - Human Services PAL Program Attendance Yes No 2Y 5Y 7Y CGC34090/DP CCS - Human Services PAL Summer Food Service Program Yes No 5Y 5Y CGC34090/DP CCS - Human Services Personnel Related Files Yes No ACT + 2Y 5Y ACT + 7Y CGC34090/DP CCS - Human Services Program Files Yes No ACT 10Y ACT + 10Y CGC34090/DP CCS - Human Services Project Files - Grants Yes No ACT 8Y ACT + 8Y CGC34090/DP CCS - Human Services Prop A Funds Yes Yes ACT 4Y ACT + 4Y PUC99243 CCS - Human Services Reed Park Applications, Fin. Assistance Yes No 2Y 5Y 7Y CGC34090/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 1Y 9Y 10Y CGC34090/DP CCS - Human Services Reed Park Registration/Attendance Form Yes No 2Y 2Y CGC34090 CCS - Human Services Reed Park Timecards Yes No 3Y 3Y CGC34090/DP CCS - Human Services RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 CCS - Human Services RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 CCS - Human Services Rosie's Girls Programs Files Yes No 2Y 5Y 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 1Y PERM PERM CGC34090 Friday, August 10, 2018 Page 7 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Human Services Sr. Rec. Program Files Yes No ACT 6Y ACT + 6Y CGC34090/DP CCS - Human Services VAP Accounts Payable/Contracts Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Advisory Board Minutes Yes Yes PERM PERM PERM CGC34090/DP CCS - Human Services VAP Community Events Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Deposits Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Enrollment Forms Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Program Files Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Registration Forms Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Room Rental Applications Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Sign In Sheets Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Summer Food Program Yes No 5Y 5Y CGC34090/DP CCS - Human Services VAP Trade Intern Files Yes No 3Y 3Y CGC34090/DP CCS - Human Sevices Lease Agreements Yes Yes ACT PERM PERM DP City Attorney - Admin.Budget, Final Yes No ACT + 10Y ACT + 10Y CGC34090/DP City Attorney - Admin.Budget, Working Papers Yes No ACT + 3Y 10Y ACT + 13Y CGC34090/DP City Attorney - Admin.CAO Payment Receipts Yes No ACT 5Y ACT + 5Y 26CFR301.6501 City Attorney - Admin.Chronological Files Yes No ACT + 5Y ACT + 5Y CGC34090/DP City Attorney - Admin.Deposit Statements Yes No 8Y 8Y CGC34090/DP City Attorney - Admin.Fee Agreement/Retainers Yes Yes ACT + 10Y ACT + 10Y DP City Attorney - Admin.Financial Records Yes Yes ACT 5Y ACT + 5Y DP City Attorney - Admin.Opinion Files Yes No IND IND IND CGC34090/DP City Attorney - Admin.Personnel Files, At Will Yes No ACT 7Y ACT + 7Y CGC34090/DP City Attorney - Admin.Rejection Letters Yes No ACT 10Y ACT + 10Y CGC12946/DP City Attorney - Admin.Subject Files, City Attorney Yes Yes IND IND IND CGC34090/DP City Attorney - Admin.Time Sheets, Attorneys Yes No ACT 7Y ACT + 7Y CGC34090/DP City Attorney - Civil Lit 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 Friday, August 10, 2018 Page 8 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Attorney - Civil Lit Open & Closed Monthly Reports Yes No 2Y 2Y DP City Attorney - Civil Lit Structure Settlement Agreement Yes Yes PERM PERM PERM DP City Attorney - Civil Lit Subpoenas Yes No 2Y 2Y CGC34090/DP City Attorney - CPU Closed Cases Yes No 3Y 17Y 20Y CGC34090/DP City Attorney - Criminal Appeal Log Book Yes No 2Y 2Y DP City Attorney - Criminal Bench Warrants Yes No 1Y 19Y 20Y CGC34090/DP City Attorney - Criminal Business License Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Citation Transmittals Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Citations Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Closed Case Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Closed Cases, Domestic Violence Yes No ACT 15Y ACT + 15Y CGC34090/DP City Attorney - Criminal Criminal Prosecutor Control Yes No 2Y 2Y DP City Attorney - Criminal Investigation Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Records Inventory Sheets Yes Yes PERM PERM PERM DP City Attorney - Criminal Research Files Yes No 2Y 2Y DP City Attorney - Criminal Restitution Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Enforcement Admin. Hearing Files Yes No ACT 10Y ACT + 10Y CGC34090 City Attorney - Enforcement Chronological Files Yes No ACT + 2Y 10Y ACT + 12Y CGC34090 City Attorney - Enforcement Closed Files Yes No ACT 20Y ACT + 20Y CGC34090 City Attorney - Enforcement Criminal Files Yes No ACT 10Y ACT + 10Y CGC34090 City Attorney - Enforcement General Files Yes No ACT 10Y ACT + 10Y CGC34090 City Attorney - Muni Law Administrative Hearing Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Muni Law Airport Cases Yes Yes ACT + 2Y PERM PERM DP City Attorney - Muni Law Appointment/Conference Room Book Yes No R R DP City Attorney - Muni Law Bankruptcy Files Yes No 1Y 5Y 6Y CGC34090/DP City Attorney - Muni Law Chronological Files Yes No ACT + 2Y 10Y ACT + 12Y CGC34090/DP City Attorney - Muni Law Closed Files Yes No ACT 20Y ACT + 20Y CGC34090/DP City Attorney - Muni Law Land Use Files Yes No ACT 10Y ACT + 10Y CGC34090/DP Friday, August 10, 2018 Page 9 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Attorney - Muni Law MTBE Cases Yes Yes ACT PERM PERM DP City Attorney - Muni Law Personnel Related Case Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Muni Law Pitchess Motion Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Muni Law Public Record Requests Yes No 3Y 3Y CGC34090/DP City Clerk - Admin.A/P Files No No 4Y 4Y CGC34090 City Clerk - Admin.B&C Application - Appointed Yes No ACT + 7Y ACT + 7Y DP City Clerk - Admin.B&C Application - Not Appointed Yes No 2Y 2Y 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 2Y 2Y DP City Clerk - Admin.Claim Logs Yes No 7Y 7Y CGC34090 City Clerk - Admin.Contract Index Card File Yes No R R CGC34090/DP City Clerk - Admin.Contract Log Book Yes No R R CGC34090/DP City Clerk - Admin.Contract Sign In Log Yes No ACT + 1Y ACT + 1Y CGC34090/DP City Clerk - Admin.Domestic Partnership Agreements Yes No IND IND CGC34090/DP City Clerk - Admin.Ethics Training Documents Yes No 5Y 5Y CGC53235.2 City Clerk - Admin.FileKeepers Pick Up Log Yes Yes 2Y 2Y 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 10Y 10Y 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 CGC34090 City Clerk - Admin.Record Destruction Certificates Yes Yes PERM PERM CGC34090/DP City Clerk - Admin.Record Transmittals Yes Yes PERM PERM CGC34090/DP City Clerk - Admin.Record Transmittals, Destroyed Records Yes Yes PERM PERM CGC34090/DP Friday, August 10, 2018 Page 10 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Clerk - Admin.Resolution Log Book Yes No R R CGC34090/DP City Clerk - Admin.Statement of Econ. Interest 87200 Filers No No 4Y 4Y CGC81009 City Clerk - Admin.Statement of Econ. Interest Log Yes No ACT + 7Y ACT + 7Y CGC34090/DP City Clerk - Admin.Statement of Econ. Interest Successful Yes No ACT + 7Y ACT + 7Y CGC34090/DP City Clerk - Admin.Subject File Index Cards Yes No R R CGC34090/DP City Clerk - Election Assisted Voter Lists Yes No 6M 6M EC17304 City Clerk - Election Ballot Designation Worksheet Yes No ACT + 1M ACT + 1M EC20442 City Clerk - Election Ballot Receipts Yes No 6M 6M EC17302 City Clerk - Election Ballots (Cancelled, Surrendered, Spoiled)Yes No 6M 6M EC17302 City Clerk - Election Ballots, Vote by Mail 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 CGC81009(b) City Clerk - Election Campaign Statement, Unsuccessful Yes No 5Y 5Y CGC81009 City Clerk - Election Candidate Statements Yes No ACT + 4Y ACT + 4Y DP City Clerk - Election Challenge Lists Yes No 6M 6M EC17304 City Clerk - Election Code of Fair Campaign Practices Yes No ACT + 1M ACT + 1M EC20442 City Clerk - Election Indexes Yes No 6M 6M EC17304 City Clerk - Election Internet Authorization (City Website)Yes No 6M 6M EC20442 City Clerk - Election Lobbyist Registration Forms Yes No ACT + 5Y ACT + 5Y CGC86113 City Clerk - Election Nomination Packet Receipt Yes No 6M 6M DP City Clerk - Election Nomination Papers (All)Yes No T + 4Y T + 4Y EC17100 City Clerk - Election Petitions (Initiatives, Refs, Recalls)Yes No ACT + 8M ACT + 8M EC17200 City Clerk - Election Precinct Maps Yes No 2Y 2Y EC17501 City Clerk - Election Precinct Offical Materials Yes No 6M 6M EC17503 City Clerk - Election Roster of Voters Yes No 5Y 5Y EC17300 City Clerk - Election Statement of Economic Int Successful Yes No ACT + 7Y ACT + 7Y GC81009 Friday, August 10, 2018 Page 11 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Clerk - Election Tally Sheet Yes No 6M 6M EC17304 City Clerk - Election Unqualified Measure Petitions Yes No ACT ACT + 8M EC17200 City Clerk - Election Vote by Mail ID Envelope Yes No 6M 6M EC17302 City Clerk - Legislative Affidavit of Postings 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, Cap Improve/City Prop Yes Yes PERM PERM DP City Clerk - Legislative Contracts, Construction Maint Yes No ACT + 10Y ACT + 10Y CGC34090/DP City Clerk - Legislative Contracts, Supplies Yes No ACT + 3Y ACT + 3Y CGC34090/DP City Clerk - Legislative Contracts, Vehicles Yes No 15Y 15Y CGC34090/DP City Clerk - Legislative Council Packet, Copy No No 2Y 2Y 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, PA Yes Yes PERM PERM CGC34090 City Clerk - Legislative Minutes, SMRSA 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 City Clerk - Legislative Resolutions, City Council Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, HA Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, PA Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, SMRSA Yes Yes PERM PERM CGC34090 City Clerk - Support Svcs A/P Files Yes No 2Y 2Y CGC34090 City Clerk - Support Svcs Monthly Copy of Billing Report Yes No 2Y 2Y CGC34090 City Clerk - Support Svcs Monthly Mail Room Billing Report Yes No 2Y 2Y CGC34090 City Clerk - Support Svcs Printing Requests Yes No 3Y 3Y CGC34090/DP Friday, August 10, 2018 Page 12 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Clerk - Support Svcs UPS Book Yes No 2Y 2Y DP City Council Administrative Files Yes No ACT + 2Y ACT + 2Y 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 11Y 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 Personnel 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 City Council Requisitions Yes No 3Y 3Y CGC34090/DP City Council Subject Files Yes No ACT 5Y ACT + 5Y CGC34090/DP City Council Time Cards Yes No 2Y 2Y 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.FEMA, Earthquake No No AA AA AA CGC34090/DP City Manager - Admin.Lobbying State Filings No No 3Y 3Y DP City Manager - Admin.MTBE Subject Files No No ACT 5Y ACT + 5Y CGC34090 City Manager - Admin.Oaks Initative (Electronic)Yes No 2Y 2Y DP City Manager - Admin.Personnel Files No No E E CGC34090/DP City Manager - Admin.RFP - Successful Yes No ACT 5Y 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 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 Friday, August 10, 2018 Page 13 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Manager - Admin.Telecom No No IND IND IND CGC34090/DP City Manager - Admin.Time Warner/Century Cable Yes No IND IND IND CGC34090/DP City Manager - Admin.Vendor Files/Contracts No No 3Y 3Y CGC34090/DP City Manager - City TV Administrative Files No No ACT + 2Y ACT + 2Y DP City Manager - City TV Community Projects DVD Yes Yes IND IND IND DP City Manager - City TV Council Meeting DVD Yes Yes IND IND IND DP City Manager - City 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 RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 City Manager - City TV RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 City Manager - City TV Time Warner/Century Cable Yes Yes IND IND IND DP City Manager - OCW Subject Files Yes No ACT 3Y ACT + 3Y CGC34090/DP City Manager - OCW Subject Files, Historical Yes Yes ACT PERM PERM DP City Manager - OEM After Action Report Yes No 3Y 3Y CGC34090/DP City Manager - OEM AI Case Files - Non Criminal Yes No 5Y 5Y CGC34090/DP City Manager - OEM Audio Recorder Files - Homicide 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 5Y 5Y CGC34090/DP City Manager - OEM Complaint Files/Tapes Yes No 5Y 5Y CGC34090/DP City Manager - OEM Credit Card Receipts Yes No 7Y 7Y CGC34090/DP City Manager - OEM CTO Files Yes No 2Y 2Y CGC34090 City Manager - OEM Disaster Plan Yes Yes S + 2Y S + 2Y DP City Manager - OEM OEM Volunteer Yes No ACT + 2Y ACT + 2Y DP City Manager - OEM Personnel Files Yes No E E 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 City Manager - OEM RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 City Manager - OEM Sit Along Waiver Yes No 4Y 4Y CGC34090/DP Friday, August 10, 2018 Page 14 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Manager - OOCA A/P Files Yes No 2Y 2Y CGC34090 City Manager - OOCA Administrative Files Yes No ACT + 2Y ACT + 2Y DP City Manager - OOCA Personnel Files No No E E DP City Manager - OOCA Purchase Orders Yes No 3Y 3Y CGC34090/DP City Manager - OOCA RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 City Manager - OOCA RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 City Manager - OOCA Subject Files Yes No ACT 5Y ACT + 5Y CGC34090/DP City Manager - OOCA Vendor Files/Contracts Yes No ACT + 3Y 2Y ACT + 5Y CGC34090/DP Finance - A/P 1099 Forms Yes No 4Y 6Y 10Y CGC34090/DP Finance - A/P ACH & Wire Transfers Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P Check Copy, Back Up Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P Check Register Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Fiscal Year End Roll Over Files Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P IRS Tax Exempt Bonds Yes Yes ACT 5Y ACT + 5Y 26CFR1.600.1E Finance - A/P Positive Pay Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Purchase Card Trans. Log Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Refunds & Overpayments Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P Sales & Use Tax Returns Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Stop Payments Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Void Warrants (Checks)Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - Admin.Finance Dept. Payables Yes No 3Y 3Y DP Finance - Admin.Personnel Files No No E E DP Finance - Admin.Project Files Yes No PERM PERM PERM DP Finance - Budget Budget - Estimating Documentation No No 2Y 4Y 6Y CGC34090/DP Finance - Budget Budget Batch Backup Yes No 10Y 10Y CGC34090/DP Finance - Budget Budget Instructions Yes No 6Y 6Y 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 6Y 6Y CGC34090 Friday, August 10, 2018 Page 15 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Budget CAFR Analytics Yes No 3Y 3Y CGC34090/DP Finance - Budget CAFR Supplementals Yes No 3Y 3Y CGC34090/DP Finance - Budget City Council Actions Yes No 2Y 2Y CGC34090 Finance - Budget Cost Allocation Plan Yes No ACT + 6Y ACT + 6Y CGC34090 Finance - Budget Departmental Budget Request Yes No 6Y 6Y CGC34090/DP Finance - Budget Fee Study Yes Yes PERM PERM PERM DP Finance - Budget M.O.U. Costing Documentation No No 6Y 6Y DP Finance - Budget MOE Bud Changes Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, 5 Year Forecast Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, Budget Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, Mid Year Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, Year End Yes No 6Y 6Y CGC34090/DP Finance - FR Accounts Receivable Yes No 2Y 8Y 10Y 26CFR301.6501 Finance - FR Administrative Files Yes No ACT + 2Y ACT + 2Y DP Finance - FR Bank Reconciliations Yes No 2Y 8Y 10Y 26CFR301.6501 Finance - FR Cash Receipts Yes No 2Y 8Y 10Y 26CFR301.6501 Finance - FR Financial Reports, Audited No No AA + 2Y AA + 2Y DP Finance - FR Fixed Asset Yes No ACT + 2Y ACT + 2Y DP Finance - FR Grant Folder, Closed Yes No ACT + 1Y 9Y ACT + 10Y CGC34090/DP Finance - FR Invoices Yes No 2Y 8Y 10Y 26CFR301.6501 Finance - FR IRS Tax Exempt Bonds Yes Yes ACT 5Y ACT + 5Y 26CFR1.600.1E 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 Finance - FR RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Finance - FR RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP Finance - FR Wire Transfer Yes No 10Y 10Y 26CFR301.6501 Finance - FR Working Papers, CAFR Yes No 5Y 5Y CGC34090/DP Finance - Payroll Administrative Files No No ACT + 2Y ACT + 2Y DP Friday, August 10, 2018 Page 16 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Payroll Check Number Log Yes No 10Y 10Y CGC34090/DP Finance - Payroll EDD Audit Form Yes No 10Y 10Y CGC34090/DP Finance - Payroll Employee Folders Yes No E + 2Y 8Y E + 10Y 26CFR301.6501/DP Finance - Payroll Employment Verification Yes No 10Y 10Y CGC34090/DP Finance - Payroll FLSA Report Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O FMS Batches Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O PERS City Contributions Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O Quarterly Medicare Tax Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O Quarterly Tax Balance Report Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll Pay History (Electronic)Yes Yes IND IND IND CGC34090/DP Finance - Payroll Payroll Folder Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll Payroll Journals Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll Payroll Tax Returns Yes No 10Y 10Y 29CFR516.5/DP Finance - Payroll Terminated Emp. Folders, Garnishment Yes No E + 2Y 8Y E + 10Y 29CFR516.5/DP Finance - Payroll Time Card Edit Report Yes No 1Y 9Y 10Y CGC34090/DP 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 Trans. Time Card Summary Yes No 10Y 10Y CGC34090/DP Finance - Payroll UI & SDI Tax Reports Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll W2's Yes No 1Y 9Y 10Y 26CFR301.6501/DP Finance - Payroll YE Tax Fringe Benefits Yes No 10Y 10Y 29CFR516.5/DP Finance - Payroll Year End Tax Files Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Procurement Administrative Files No No IND IND IND DP Finance - Procurement Bids, Formal Yes No 1Y 6Y 7Y CGC34090/DP Finance - Procurement Complaint Files No No IND IND IND DP Finance - Procurement Contacts, Closed Yes No 2Y 18Y 20Y CGC34090/DP Finance - Procurement Contract Administration Disbursement Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - Procurement Purchase Orders No No 2Y 5Y 7Y DP Friday, August 10, 2018 Page 17 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Procurement Purchasing Card - Admin Files Yes No 2Y 8Y 10Y CGC34090/DP Finance - Procurement Requisitions Yes No 2Y 5Y 7Y CGC34090/DP Finance - Revenue - BC 1099's for 1911 Bond Act Yes No 1Y 9Y 10Y CGC34090/DP Finance - Revenue - BC Adjustments Yes No 1Y 3Y 4Y DP Finance - Revenue - BC Billing Yes No 4Y 4Y DP Finance - Revenue - BC Billing 1911 Bond Act Yes Yes ACT + 1Y PERM PERM DP Finance - Revenue - BC Billing Contracts Yes Yes ACT + 1Y 3Y ACT + 4Y CGC34090/DP Finance - Revenue - BC Bond Receipts Yes Yes PERM PERM PERM CGC34090/DP Finance - Revenue - BC Bond Series Spreadsheet Yes Yes PERM PERM PERM CGC34090/DP Finance - Revenue - BC Bonds, Returned Original Yes Yes PERM PERM PERM 26CFR301.6501/DP Finance - Revenue - BC Collection File Yes No 5Y 5Y 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 + 5Y CGC34090/DP Finance - Revenue - BC Summary of Cash Receipts Yes No 1Y 3Y 4Y CGC34090/DP Finance - Revenue - BC Summary Sheet, Meter (L)Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - Revenue - BC Treasury Bonds Yes Yes PERM PERM PERM DP Finance - Revenue - BC Utility Applications Yes No 2Y PERM PERM DP Finance - Revenue - BL Application, Business License Yes Yes 1Y PERM PERM CGC34090/DP Finance - Revenue - BL Application, Street Performer Yes No 1Y 5Y 6Y DP Finance - Revenue - BL Audit Files, BL Renewals No No 1Y 3Y 4Y CGC34090/DP Finance - Revenue - BL Business License Refunds Yes No 2Y 2Y CGC34090 Finance - Revenue - BL Central Business District Asses.Yes No 1Y PERM PERM CGC34090/DP Finance - Revenue - BL Commercial Property List Yes No 2Y 2Y DP Finance - Revenue - BL Contractors Final Job Yes No 1Y 5Y 6Y CGC34090/DP Finance - Revenue - BL Journal Entry Report Yes No 1Y 6Y 7Y 26CFR301.6501/DP Finance - Revenue - BL Massage Test Yes No 2Y 2Y CGC34090 Finance - Revenue - BL Notice to File BL - Electronic Yes No 2Y 2Y CGC34090/DP Friday, August 10, 2018 Page 18 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Revenue - BL Personnel Files No No E E DP Finance - Revenue - BL Receipts, Bank Deposits Yes No 1Y 3Y 4Y CGC34090/DP Finance - Revenue - BL Records Transmittals No No PERM PERM PERM DP Finance - Revenue - BL Renewal, In-House Yes Yes 1Y PERM PERM CGC34090/DP Finance - Revenue - BL Renewal, Lock Box Yes Yes 1Y PERM PERM CGC34090/DP Finance - Revenue - TR AB 1290 Mandatory Pass-through Yes No 7Y 3Y 10Y CGC34090/DP Finance - Revenue - TR Bank Analysis Yes No 2Y 3Y 5Y CGC34090/DP Finance - Revenue - TR County of LA Fines & Forfeitures Yes No 2Y 5Y 7Y CGC34090/DP Finance - Revenue - TR County of LA Property Tax Yes No 7Y 3Y 10Y 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 5Y 7Y CGC34090/DP Finance - Revenue - TR Department Cash Audit No No 3Y 3Y CGC34090/DP Finance - Revenue - TR Deposit Slips Yes No 2Y 3Y 5Y 26CFR301.6501 Finance - Revenue - TR Franchise Statements Yes Yes PERM PERM PERM DP Finance - Revenue - TR HDL Sales Tax Analyses Books Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Revenue - TR Investment Bank Confirmation Yes No 2Y 2Y CGC34090/DP Finance - Revenue - TR Investment Reports Yes No 2Y 5Y 7Y CGC34090/DP Finance - Revenue - TR Invoice, Vendors Yes No 7Y 7Y DP Finance - Revenue - TR IRS Bond Arbitrage Rebate Report Yes No ACT 33Y ACT + 33Y CGC34090/DP Finance - Revenue - TR Manifest Logs Yes No 5Y 5Y CGC34090/DP Finance - Revenue - TR Monthly Investment Reports Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Revenue - TR Parking Citation Reports Yes No 1Y 2Y 3Y CGC34090 Finance - Revenue - TR Parking Citations, Contract Yes No ACT + 2Y ACT + 2Y CGC34090/DP Finance - Revenue - TR Parking Citations, Court Yes No 3Y 3Y CGC34090/DP Finance - Revenue - TR Parking Facility Tax Returns Yes No 3Y 5Y 8Y 26CFR301.6501 Finance - Revenue - TR Real Property Trans. Tax Remittance Yes No 7Y 3Y 10Y 26CFR301.6501 Finance - Revenue - TR Redev. Prop Tax Trust Fund Allocation Yes No 7Y 3Y 10Y CGC34090/DP Friday, August 10, 2018 Page 19 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Revenue - TR Revenue Batch Reports (Q)Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Revenue - TR RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Finance - Revenue - TR RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 Finance - Revenue - TR Safekeeping Reports Yes No ACT + 2Y ACT + 2Y CGC34090/DP Finance - Revenue - TR SB 278 Gas Co. Deregulations No Yes PERM PERM PERM CGC34090/DP Finance - Revenue - 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 State of CA Recurring Payments No No 7Y 3Y 10Y CGC34090/DP Finance - Revenue - TR Torca/Condo Release Lien Yes Yes PERM PERM PERM CGC34090/DP Finance - Revenue - TR TOT Tax Audit Yes No AA 10Y AA + 10Y CGC34090/DP Finance - Revenue - TR TOT Tax Returns No No 3Y 5Y 8Y 26CFR301.6501 Finance - Revenue - TR Treasurer's Cash Report Yes No 2Y 2Y 4Y CGC34090/DP Finance - Revenue - TR Utility Users Tax Returns Yes No 3Y 5Y 8Y 26CFR301.6501 Finance - Revenue - TR Vendor Contracts No No ACT + R ACT + R CGC34090/DP Finance - Revenue - TR Wire Transfers Yes No 10Y 10Y CGC34090/DP Finance - Risk Mgmt.Administrative Files No No ACT + 2Y ACT + 2Y DP Finance - Risk Mgmt.Budget No No 2Y 2Y DP Finance - Risk Mgmt.Budget Working Papers Yes No 3Y 3Y CGC34090 Finance - Risk Mgmt.Cal OSHA Reporting No No 2Y 5Y 7Y CGC34090 Finance - Risk Mgmt.Cancelled Checks No No 3Y 4Y 7Y 26CFR301.6501 Finance - Risk Mgmt.Certificate of Insurance Yes No 2Y 2Y CGC34090/DP Finance - Risk Mgmt.Claim Experience Report Year End Yes No 5Y 10Y 15Y CGC34090/DP Finance - Risk Mgmt.Claim Files Liability, Litigated No No ACT 10Y ACT + 10Y CGC34090 Finance - Risk Mgmt.Claim Files Liability, Not Litigated Yes No ACT 10Y ACT + 10Y CGC34090/DP Finance - Risk Mgmt.Claim Files, W/C Yes No ACT 10Y ACT + 10Y 29CFR1904.6/DP Finance - Risk Mgmt.Claim Files, W/C, Future Medical Awards Yes No ACT PERM PERM CLCt8a2sec10102 Finance - Risk Mgmt.Claims Administration Bids No No 5Y 5Y CGC34090/DP Finance - Risk Mgmt.Contracts No No ACT + 2Y ACT + 2Y CGC34090/DP Friday, August 10, 2018 Page 20 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Risk Mgmt.Employee Occupational Exposure No No 1Y 30Y C + 30Y CGC34090 Finance - Risk Mgmt.Incidents (All Others)Yes No 1Y 3Y 4Y CGC34090/DP Finance - Risk Mgmt.Incidents (Bus)Yes No 1Y 3Y 4Y CGC34090/DP Finance - Risk Mgmt.Incidents (Trip/Fall)Yes No 4Y 4Y CGC34090/DP Finance - Risk Mgmt.Insurance Policies No No ACT PERM PERM CGC34090/DP Finance - Risk Mgmt.Liability Subrogation Files No No ACT 3Y ACT + 3Y CGC34090/DP Finance - Risk Mgmt.Request for Warrant No No 2Y 2Y DP Finance - Risk Mgmt.RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP Finance - Risk Mgmt.RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 Finance - Risk Mgmt.Safety Committee Minutes Yes No 5Y 5Y CGC34090/DP Finance - Risk Mgmt.W/C Claims Cost Analysis Reports No No 2Y 2Y DP Fire - Admin.Administrative Files Yes Yes IND IND IND DP Fire - Admin.Background Investigations, Hired Yes Yes PERM PERM PERM CGC34090/DP Fire - Admin.Background Investigations, Not Hired Yes No 1Y 4Y 5Y CGC34090/DP Fire - Admin.Budget Working Papers Yes No 3Y 3Y DP Fire - Admin.Department Manuals Yes No S S CGC34090 Fire - Admin.EMS Reports Yes Yes IND IND IND DP Fire - Admin.Equipment Files Yes No 3Y 3Y CGC34090/DP Fire - Admin.F-7/Telestaff Yes No 5Y 3Y 8Y CGC34090/DP Fire - Admin.FD3 Yes No 5Y 3Y 8Y CGC34090/DP Fire - Admin.HiPPA Release Forms Yes Yes IND IND IND DP Fire - Admin.Homeland Security Grants Yes No ACT 5Y ACT + 5Y CGC34090/DP Fire - Admin.Local Hazard Mitigation Plan No Yes 7Y 7Y 42USC5165 Fire - Admin.NFIRS (Electronic)Yes Yes IND IND IND DP Fire - Admin.Personnel Files No No E 5Y E + 5Y CGC34090/DP Fire - Admin.Policy and Procedures No No 11Y 11Y CGC34090/DP Fire - Admin.Purchase Order - Vendor No No 5Y 5Y DP Fire - Admin.Request for Warrants - Vendor No No 5Y 5Y DP Friday, August 10, 2018 Page 21 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Fire - Admin.RFP - Successful Yes No ACT 5Y ACT + 5Y 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 5Y 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 + 5Y 27CCR15185 Fire - Prevention Hazardous Waste Manifest (Dept Ops)Yes Yes 3Y 3Y 22CCR66262.40(A) Fire - Prevention Inspection Notices and Reports Yes No 5Y 5Y UFC104.6.2 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 5Y ACT + 5Y FC104.6.2 Fire - Prevention UST Records Yes Yes IND IND IND DP Fire - Suppression Daily Journals (Electronic)Yes Yes PERM PERM PERM CGC34090/DP Fire - Training Training Reports Yes Yes IND IND IND CGC34090/DP HED - Admin.Personnel Files No No E E 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 Contracts - Excluding Cap Improvements Yes No ACT + 5Y ACT + 5Y CGC34090/DP HED - EDD Farmers Market Load Sheets Yes No 2Y 2Y DP HED - EDD Lease Files Yes Yes ACT + 2Y PERM PERM CGC34090/DP HED - EDD Project Files Yes No ACT + 2Y 8Y ACT + 10Y CGC34090/DP HED - EDD Property Acquisition Yes Yes PERM PERM PERM DP HED - EDD Public Information Requests Yes No 2Y 2Y CGC34090 HED - EDD RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Friday, August 10, 2018 Page 22 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HED - EDD RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 HED - EDD Subject Files Yes No ACT + 2Y 8Y ACT + 10Y CGC34090/DP HED - EDD Vendor Files Yes No 3Y 3Y CGC34090/DP HED - Farmers Market Batch Report Receipts Yes No 2Y 2Y CGC34090 HED - Farmers Market Invoices Yes No 2Y 2Y CGC34090 HED - Farmers Market Load Sheets Yes No 2Y 2Y DP HED - Farmers Market Month End Reports Yes No 3Y 3Y CGC34090/DP 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 HED - HA/Section 8 1099 Forms Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Audit Materials Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Bank Reconciliations Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Cancelled Checks Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Check Copy Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Family Self Suffiency Yes No 1Y 2Y 3Y CGC34090/DP HED - HA/Section 8 Financial Records Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 HUD Grants Yes No ACT + 1Y 4Y ACT + 5Y CGC34090/DP HED - HA/Section 8 Repayment Agrmnt/Informal Hearings Yes No 1Y 9Y 10Y CGC34090/DP HED - HA/Section 8 RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 HED - HA/Section 8 RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 HED - HA/Section 8 Tenant Files - Scanned Yes Yes ACT 5Y ACT + 5Y 24CFR570.502 HED - HA/Section 8 Voucher Management Systems Yes Yes ACT 5Y ACT + 5Y CGC34090/DP HED - Housing/P&P Applications Yes No ACT 7Y ACT + 7Y CGC34090/DP HED - Housing/P&P CDBG Loan Yes Yes ACT 5Y ACT + 5Y 24CFR570.502(b)(3) HED - Housing/P&P Housing Commission Packet Yes Yes PERM PERM PERM CGC34090/DP HED - Housing/P&P Loan Documents Yes Yes ACT 5Y ACT + 5Y CGC34090 HED - Housing/P&P Merl Program Files Yes No ACT 5Y ACT + 5Y CGC34090/DP Friday, August 10, 2018 Page 23 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HED - Housing/P&P Program Policies & Procedures Yes No S S DP HED - Housing/P&P Project Files Yes No ACT 5Y ACT + 5Y CGC34090/DP HED - Housing/P&P RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP HED - Housing/P&P RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP HED - OPM Administrative Files Yes No ACT + 5Y ACT + 5Y CGC34090/DP HED - OPM Pier Board Packet Yes Yes PERM PERM PERM DP HED - OPM Purchase Orders Yes No 3Y 3Y CGC34090/DP HED - OPM Request for Warrants Yes No 3Y 3Y CGC34090/DP HED - OPM RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 HED - OPM RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 HED - OPM Vendor Files Yes No ACT + 3Y ACT + 2Y CGC34090/DP HED - SMRSA AB 1 X 26 Implementation No No ACT LP ACT + LP AB1X26/DP HED - SMRSA Administrative Files Yes No ACT 3Y ACT + 3Y CGC34090/DP HED - SMRSA Annual Reports Yes No ACT 3Y ACT + 3Y 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 A/P - Pcard Files No No 2Y 2Y CGC34090 Human Resources Acting Application Files Yes No ACT 5Y ACT + 5Y CGC34090/DP Human Resources Affirmative Action Report Yes No ACT + 2Y ACT + 2Y CGC34090/DP Human Resources Application File Yes No ACT 10Y ACT + 10Y 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 Convictions Yes No ACT 5Y ACT + 5Y CGC34090/DP Human Resources Deferred Compensation File Yes No C + 1 25Y C + 26Y CGC34090/DP Human Resources DFEH/EEOC Complaints Yes No ACT 15Y ACT + 15Y CGC34090/DP Human Resources Drug Policy Yes Yes PERM PERM PERM DP Human Resources EEOP Reporting Yes No 6Y 6Y CGC34090/DP Human Resources Employee Accomodation File Yes No 3Y 15Y 18Y CGC34090/DP Friday, August 10, 2018 Page 24 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 + 10Y ACT + 10Y CGC34090/DP Human Resources Exam/App/Recruitment Files Yes No ACT 10Y ACT + 10Y CGC34090/DP Human Resources Examination Materials Files Yes No ACT 10Y ACT + 10Y CGC34090/DP Human Resources Fire Fighters Incentive Bonus Yes No E + 2Y E + 2Y CGC34090/DP Human Resources Grievances/Internal Complaints Yes No ACT 15Y ACT + 15Y CGC34090/DP Human Resources Immigration & Nat. Svc. I-9 Form Yes No E 3Y E + 3Y CGC34090/DP Human Resources Industrial Disability Retirement Files Yes No ACT 15Y ACT + 15Y 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 1Y 20Y 21Y CGC34090/DP Human Resources PERS Special Projects Yes No ACT 15Y ACT + 15Y CGC34090/DP Human Resources Personnel Board Audio Recordings Yes No 2Y 2Y CGC34090 Human Resources Personnel Board Hearings Yes No ACT + 15Y ACT + 15Y CGC34090/DP 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 10Y ACT + 10Y CGC34090/DP Human Resources Policy Memos Yes No PERM PERM PERM CGC34090/DP Human Resources Procedural Manual No No ACT 10Y ACT + 10Y 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 + 5Y CGC34090/DP Human Resources RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP Friday, August 10, 2018 Page 25 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Human Resources Salary Schedule Yes No 2Y PERM PERM DP Human Resources Staff Reports Yes No 3Y 3Y CGC34090/DP Human Resources Training Manuals Yes No S + 2Y S + 2Y DP Human Resources Training Programs Yes No 3Y 3Y CGC34090/DP Human Resources Tuition Reimbursement Yes No 2Y 5Y 7Y CGC34090/DP Human Resources Umemployment Claims & Appeals Yes No 4Y 4Y CGC34090/DP ISD - Admin.Contract Payment Yes No ACT + 5Y ACT + 5Y CGC34090/DP ISD - Admin.Contracts Yes No ACT + 5Y ACT + 5Y CGC34090/DP ISD - Admin.Purchase Orders Yes No 3Y 3Y CGC34090/DP ISD - Admin.Request for Warrants Yes No 3Y 3Y CGC34090/DP ISD - Admin.Requisitions Yes No 3Y 3Y CGC34090/DP ISD - Admin.RFP - Successful Yes No ACT + 5Y ACT + 5Y CGC34090 ISD - Admin.RFP - Unsuccessful Yes No ACT + 2Y ACT + 2Y CGC34090 ISD - Admin.Telephone Bill Details Yes No 1Y 6Y 7Y DP ISD - Software Systems Software Manual Obsolete Licenses Yes No ACT ACT DP ISD - Systems & Network Back Up Tapes, Departments Yes No ACT + 1Y ACT + 1Y DP ISD - Systems & Network Back Up Tapes, Police Department Yes No ACT + 1Y ACT + 1Y DP ISD - Systems & Network Back Up Tapes, Year End Yes No ACT + 1Y ACT + 1Y DP Library Applications, Meeting Room Rentals Yes No 2Y 2Y DP Library Credit Card Authorizations Yes No 2Y 2Y CGC34090 Library Grant Files Yes No 10Y 10Y CGC34090/DP Library Library Board Packet Yes Yes PERM PERM PERM CGC34090/DP Library Library Historical Files Yes No IND IND IND DP Library Polaris System Yes Yes IND IND IND CGC34090/DP Library RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Library RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 Library Security Incident Reports Yes No 5Y 5Y DP Library Sirsi System Yes Yes 8Y 8Y CGC34090/DP Friday, August 10, 2018 Page 26 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Library Special Project Files Yes No ACT 10Y ACT + 10Y CGC34090/DP 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 HS19850 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 Forms Yes Yes PERM PERM PERM CGC34090/DP PCD - B & S Energy Calculations Yes No LP + 2Y LP + 2Y CGC34090/DP PCD - B & S Expired Plans Yes No LP + 2Y LP + 2Y CGC34090/DP PCD - B & S Permits Yes Yes PERM PERM PERM CGC34090/DP PCD - B & S RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - B & S RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - B & S Soils/Geotechnical Reports Yes Yes PERM PERM PERM CGC34090/DP PCD - B & S Special Inspectors Reports Yes No LB LB CGC34090/DP PCD - B & S Structural Calculations Yes Yes LB IND LB CGC34090/DP PCD - B & S Structural Observation Reports Yes Yes LB LB CGC34090/DP PCD - City Planning Address Files Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning ARB Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Audio Tapes of B&C Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Board and Commission Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Landmark Commission 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 Use Plans Yes No 10Y 10Y CGC34090/DP PCD - City Planning RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP Friday, August 10, 2018 Page 27 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 Adminstrative Citation Yes Yes Act + 5Y ACT + 5Y CGC34090/DP PCD - Code Enforcement Complaints Yes No 1Y 19Y 20Y CGC34090/DP PCD - Code Enforcement Compliance Orders Yes 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 Violation Notices No Yes C PERM PERM CGC34090/DP PCD - Mobility Bike @ Work Yes No 2Y 2Y DP PCD - Mobility Bike @ Work Participation Agmt.Yes Yes IND IND IND DP PCD - Mobility Bike Photo Waiver & Liability Release Yes Yes ACT IND IND DP PCD - Mobility Bike Share (Electronic)Yes No IND IND IND DP PCD - Mobility ETRP Reports (Electronic)Yes Yes IND IND DP PCD - Mobility Parking Studies Yes No 2Y 8Y 10Y DP PCD - Mobility Permit, Fee Waivers (Electronic)Yes No 2Y 2Y DP PCD - Mobility Permit, Oversize (Electronic)Yes No ACT + 2Y ACT + 2Y CGC34090/DP PCD - Mobility Permit, Temp No Pkg Sign (Electronic)Yes No 2Y 2Y CGC34090 PCD - Mobility Preferential Pkg Petitions (Electronic)Yes No IND IND CGC34090/DP PCD - Mobility Project Files Yes No ACT + 2Y IND IND CGC34090/DP PCD - Mobility RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - Mobility RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - Mobility Rideshare Rewards (Electronic)Yes No 5Y 5Y CGC34090/DP PCD - Mobility Roadway Closure Permits Yes No 2Y 2Y CGC34090 PCD - Mobility SCAQMD Survey Yes No 5Y 5Y CGC34090/DP PCD - Mobility SCAQMD Trip Reduction Plan (Electronic)Yes No 5Y 5Y CGC34090/DP PCD - Mobility Subject Files Yes No ACT + 2Y ACT + 2Y DP PCD - Mobility Taxicab App/Permit Files Yes No ACT 2Y ACT + 2Y CGC34090/DP PCD - Mobility Taxicab Franchise Documents Yes No ACT 5Y ACT + 5Y CGC34090/DP Friday, August 10, 2018 Page 28 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PCD - Mobility Taxicab Permit Testing Yes No 1Y 6Y 7Y CGC34090/DP PCD - Mobility Traffic Count Yes Yes IND IND IND DP PCD - Mobility Vehicle Pool Trip Tickets Yes No 2Y 2Y CGC34090 PCD - Mobility WTP Reports (Electronic)Yes No IND IND ORD1604 PCD - Parking Operations Beach & RPP Permit Apps Yes No ACT + 2Y ACT + 2Y DP PCD - Parking Operations Daily Cash Receipts Yes No ACT + 2Y ACT + 2Y CGC34090/DP PCD - Parking Operations License Agreements Yes No ACT + 2Y 3Y Act + 5Y CGC34090/DP PCD - Parking Operations Lots & Structures Files Yes Yes PERM PERM PERM DP PCD - Parking Operations Parking Operator Reports Yes No ACT + 2Y ACT + 2Y CGC34090 PCD - Parking Operations RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - Parking Operations RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - Traffic Management Call Back Logs Yes No PERM PERM DP PCD - Traffic Management Complaints Yes No 10Y 10Y CGC34090/DP PCD - Traffic Management Contracts Yes No ACT 5Y ACT + 5Y CGC34090/DP PCD - Traffic Management Daily Activity Logs Yes No PERM PERM DP PCD - Traffic Management Intersection Maint Log (In Field)Yes No 10Y 10Y CGC34090/DP PCD - Traffic Management Location Files Yes Yes PERM PERM PERM CGC34090/DP PCD - Traffic Management RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - Traffic Management RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - Traffic Management Subject Files Yes No ACT 5Y ACT + 5Y CGC34090/DP PCD - Traffic Management Subject Project Yes No ACT + 5Y ACT + 5Y CGC34090/DP PCD - Traffic Management Traffic Signal As-Builts No No PERM PERM DP PCD - Traffic Management Traffic Signal Timing Sheets No No 10Y 10Y CGC34090/DP PCD - Traffic Management Traffic Signal Work Orders Yes No PERM PERM PERM CGC34090/DP Police - CID ABC Files No No 2Y 2Y CGC34090 Police - CID Auth. To Release Prop (Electronic)Yes No 3Y 3Y CGC34090/DP Police - CID Booking Hardcopy Fingerprint Card Yes Yes PERM PERM PERM CGC34090/DP Police - CID Cash Drawer Count Forms Yes No 2Y 2Y DP Friday, August 10, 2018 Page 29 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - CID Cash Transfer Between Accounts Yes No 2Y 2Y CGC34090 Police - CID Cash Turn-In Sheets Yes No 2Y 2Y DP Police - CID Citation Pink Copies No No 3Y 3Y DP Police - CID Citation Transmittal Yes No 2Y 2Y DP Police - CID Court List Yes No 2Y 2Y CGC34090 Police - CID Credit Card Receipts Yes No 7Y 7Y CGC34090/DP Police - CID Crime Lab (Chemical) Receipts Yes Yes PERM PERM PERM DP Police - CID Digital Media Evid. - Crime Scene Photos Yes Yes REV REV DP Police - CID Employee Statement Forms Yes No E + 5Y E + 5Y 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 (Electronic)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 10Y 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 Journal Batch Report Yes No 2Y 2Y DP Police - CID Homicide Reports Yes Yes PERM PERM PERM DP Police - CID Impounds, Never Released Yes No 3Y 3Y CGC34090/DP Police - CID In-Custody Booking Logs Yes No 2Y 2Y DP Police - CID In-Custody Processing Logs Yes No 2Y 2Y DP Police - CID Informant Files Yes No 10Y 10Y CGC34090/DP Police - CID Jail Booking Packet Yes No WIC-TR WIC-TR CGC34090/DP Police - CID LAFIS Log Yes No U + 2Y U + 2Y CGC34090/DP Police - CID Latent Prints from Crime Scene Yes Yes REV 5Y REV + 5Y CGC34090/DP Police - CID Murder Books Yes Yes PERM PERM PERM DP Friday, August 10, 2018 Page 30 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 (Electronic)Yes Yes PERM PERM PERM DP Police - CID Palm Print File Yes Yes PERM PERM PERM CGC34090/DP Police - CID PD Employee Pictures Yes Yes PERM PERM PERM CGC34090/DP Police - CID Private Tow Cards Yes No 2Y 2Y DP Police - CID Property Receipts (Electronic)Yes No 3Y 3Y 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 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 2Y 2Y DP Police - CID Repossession Cards Yes No 2Y 2Y 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 2Y 2Y CGC34090.5 Police - CID Scanned Case Management Sheet No No 2Y 2Y DP Police - CID Scanned Citation Request for Dismissal Yes No 2Y 2Y CGC34090 Police - CID Scanned Detention Certicates/Slips Yes No PERM PERM CGC34090.5 Police - CID Scanned Jail Booking Packet Yes No PERM PERM CGC34090.5 Police - CID Scanned Police Reports Yes No PERM PERM CGC34090.5 Police - CID Scanned Property Reports Yes No PERM PERM CGC34090.5 Police - CID Scanned Release Vehicle Impound Yes No PERM PERM CGC34090.5 Police - CID Scanned Sex Registrants Yes No IND IND DP Police - CID Scanned Subpoenas Yes No PERM PERM CGC34090.5 Police - CID Scanned Tow Hearing Files Yes No PERM PERM CGC34090.5 Police - CID Scanned Traffic Accident Report Yes No PERM PERM CGC34090.5 Friday, August 10, 2018 Page 31 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - CID Sealed Adult Police Reports Yes No 3Y 3Y PC851.8/DP Police - CID Sealed Juvenile Police Reports Yes No 5Y 5Y 781(a) WIC/DP Police - CID Shoot Review Reports/Memos Yes No PERM PERM PERM CGC34090/DP Police - CID Slides, Mug Yes No 10Y 25Y 35Y CGC34090/DP Police - CID Specialist Daily Log Yes No U + 2Y U + 2Y CGC34090/DP Police - CID Validation List Yes No 2Y 2Y CGC34090 Police - CID Waiver - Ride - A - Long Yes No 4Y 4Y CGC34090/DP Police - CID Warrant Abstracts Yes No 3Y 3Y CGC34090/DP Police - OCOP Administrative Hearing Transcript Yes No PERM PERM PERM CGC34090/DP Police - OCOP After Action Report Memo.Yes No 10Y 25Y 35Y CGC34090/DP Police - OCOP AI Case File (Non Criminal)Yes No 5Y 5Y CGC34090/DP Police - OCOP Audio Tapes Yes No 5Y 5Y PC832.5b/DP Police - OCOP Automated Lic Plate Reader (Electronic)Yes No 1Y 1Y DP Police - OCOP Background Investigation, Hired Yes No E + 6Y E + 6Y CGC34090/DP Police - OCOP Background Investigation, Not Hired Yes No 5Y 5Y CGC34090/DP Police - OCOP Citizen Complaint Follow-Up Log Yes No 2Y 2Y CGC34090 Police - OCOP Complaints - Misc. (Informal)Yes No 5Y 5Y CGC34090/DP Police - OCOP Concealed Weapon Permits Yes No ACT + 2Y ACT + 2Y CGC34090/DP Police - OCOP Critical Incident Review Board Yes No 5Y 5Y 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 Grant Files Yes No ACT + 5Y ACT + 5Y CGC34090/DP Police - OCOP Incident Review Board Yes No 5Y 5Y CGC34090/DP Police - OCOP K9 Incident Memo.Yes No 5Y 5Y CGC34090/DP Police - OCOP Line of Duty Death Yes No PERM PERM CGC34090/DP Police - OCOP Mobile Audio/Video In Car Camera Yes No 3Y 3Y CGC34090/DP Police - OCOP OC Spray Memo.Yes No 3Y 3Y CGC34090/DP Police - OCOP Officer Involved Shooting Review Yes No 5Y 5Y CGC34090/DP Friday, August 10, 2018 Page 32 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - OCOP Overtime Slips Yes No ACT + 2Y ACT + 2Y CGC34090/DP Police - OCOP Personnel Complaints/Tapes Yes No ACT + 5Y ACT + 5Y PC832.5b/DP Police - OCOP Personnel Files (Electronic)No No E E DP Police - OCOP Personnel History Cards Yes No PERM PERM DP Police - OCOP Pitchess Motions Yes No PERM PERM PERM CGC34090/DP Police - OCOP POA Request for Time Off Yes No 5Y 5Y CGC34090/DP Police - OCOP Police Training Files Yes No E + 6Y E + 6Y CCP335.1/DP Police - OCOP Policy Review Reports (Electronic)Yes No 5Y 5Y CGC34090/DP Police - OCOP Pub Video Security Sys (Electronic)Yes No 1Y 1Y DP Police - OCOP Pursuit Memo.Yes No 5Y 5Y 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 5Y 5Y CGC34090/DP Police - OCOP Training Bulletins/Sign Off (Electronic)Yes Yes PERM PERM PERM CGC34090/DP Police - OCOP Use of Force Worksheet Yes No 5Y 5Y CGC34090/DP Police - OCOP Vacation Slips Yes No ACT + 2Y ACT + 2Y CGC34090/DP Police - OD DMV Request for Confidentiality Yes No 2Y 2Y CGC34090 Police - OD Event Bookings Yes No 2Y 2Y CGC34090 Police - OD FTO Files Yes No 2Y 2Y CGC34090 Police - SSD Academy Applications and Waivers Yes No 2Y 2Y CGC34090 Police - SSD Adult ID Registry Apps (Electronic)Yes No IND IND CGC34090.6 Police - SSD Animal Adoption Contracts Yes No 5Y 5Y DP Police - SSD Animal Call for Service Yes No 5Y 5Y CGC34090/DP Police - SSD Animal Control Bite Reports Yes No 7Y 7Y CGC34090 Police - SSD Animal Control Officer Daily Logs Yes No 5Y 5Y 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 Police - SSD Animal Control Trap Rental Logs Yes No 2Y 2Y CGC34090 Friday, August 10, 2018 Page 33 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - SSD Animal Orders to Comply Yes No 7Y 7Y CGC34090 Police - SSD Animal Owners ID Cards (Electronic)Yes No 2Y 2Y CGC34090 Police - SSD Animal Registration (Electronic)Yes No ACT + 2Y ACT + 2Y CGC34090/DP Police - SSD Animal Sales Receipt (Electronic)Yes No 2Y 2Y CGC34090 Police - SSD Animal Shelter Volunteer Files Yes No E + 2Y E + 2Y DP Police - SSD Barking Dog Letter Yes No 5Y 5Y CGC34090 Police - SSD Case Files No No U + 2Y U + 2Y CGC34090/DP Police - SSD Cash Register Receipts Yes No 2Y 2Y DP Police - SSD Cash Vouchers Yes No 3Y 3Y CGC34090/DP Police - SSD Daily Cash Reconciling Reports Yes No 2Y 2Y DP Police - SSD Daily Report Login Sheet Yes No 2Y 2Y DP Police - SSD Daily Safety Check Log Yes No 3Y 3Y CGC34090/DP Police - SSD Euthanasia Book Yes No 5Y 5Y CGC34090 Police - SSD Fire Inspection Sheet Yes No 2Y 2Y CGC34090 Police - SSD Home Security Survey Form Yes No 2Y 2Y CGC34090 Police - SSD Jail Blotter Yes No 2Y 2Y CGC34090 Police - SSD Jail Incident Reports Yes No 3Y 3Y CGC34090/DP Police - SSD Jail Initial Intake Form/Not Booked Yes No 2Y 2Y DP Police - SSD Jail Special Confinement Log Yes No ACT + 2Y ACT + 2Y CGC34090/DP Police - SSD Jail Watch Summary Report Yes No 2Y 2Y DP Police - SSD Laser/Lidar Files Yes No 3Y 3Y CGC34090/DP Police - SSD Microchip Enrollment Forms Yes No ACT + 3Y ACT + 3Y CGC34090/DP Police - SSD Parking Citation Dismissal Request Yes No 2Y 2Y CGC34090 Police - SSD PASD Logs Yes No U + 3Y U + 3Y DP Police - SSD Relinquishment/Animal Impound Cards Yes No 5Y 5Y CGC34090 Police - SSD Secure/Non Secure Juvenile Det. Log Yes No 3Y 3Y CGC34090/DP Police - SSD Self-Defense Waiver/Sign In Sheet Yes No 2Y 2Y CGC34090 Police - SSD Spay/Neuter Vouchers Yes No 2Y 2Y CGC34090 Friday, August 10, 2018 Page 34 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - SSD Store/Abandon Vehicle Notice Yes No 2Y 2Y CGC3409 Police - SSD Stray Animal Affidavit Yes No 2Y 2Y CGC34090 Police - SSD TS/TC Officers Daily Logs Yes No 2Y 2Y CGC34090 Police - SSD Veterinarian Invoices Yes No 2Y 2Y CGC34090 Police - SSD Volunteer Files Yes No ACT + 2Y ACT + 2Y CGC34090/DP 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 + 1Y ACT + 1Y 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 IND IND 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 + 10Y CGC34090/DP PW - Airport Month End Files Yes No 3Y 3Y CGC34090/DP PW - Airport Noise Management Program Yes No 3Y 3Y CGC34090/DP PW - Airport Noise Violations Yes Yes 2Y 3Y 5Y CGC34090/DP PW - Airport Overnight Transient Parking Yes No 3Y 3Y CGC34090/DP PW - Airport Personnel Files No No E E 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 PW - Architecture Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Architecture Certified Payrolls Yes Yes ACT 3Y ACT + 3Y CCP338(a) PW - Architecture Drawing, Project (Electronic)Yes Yes PERM PERM PERM CGC34090/DP PW - Architecture Personnel Files No No E E DP Friday, August 10, 2018 Page 35 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - Architecture RFB/RFP - Successful Yes No PERM PERM PERM DP PW - Architecture RFB/RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - Architecture Special Provisions Yes Yes PERM PERM PERM CGC34090/DP PW - Cemetery A/P Files Yes No 2Y 2Y CGC34090 PW - Cemetery Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Cemetery Cemetery Video Recordings Yes No 1Y 1Y DP PW - Cemetery Contract Books Yes Yes PERM PERM PERM CGC34090/DP PW - Cemetery Deed to Cemetery Plot Yes Yes PERM PERM PERM CGC34090/DP PW - Cemetery Funeral Books Yes Yes PERM PERM PERM HS7955 PW - Cemetery Green Burial Section Yes No 3Y 5Y 8Y CGC34090/DP PW - Cemetery Internment Books Yes Yes PERM PERM PERM HS7955 PW - Cemetery Internment Records Yes Yes PERM PERM PERM HS7955 PW - Cemetery Maps Yes Yes PERM PERM PERM HS7955 PW - Cemetery Morturary Case Files Yes Yes PERM PERM PERM DP PW - Cemetery Plot Books Yes Yes PERM PERM PERM HS7955 PW - Cemetery Plot Invoices Yes Yes PERM PERM PERM DP PW - Cemetery Pre Need Records Yes Yes PERM PERM PERM DP PW - Cemetery Receipt Books Yes Yes PERM PERM PERM DP PW - Cemetery Sale Order Books Yes Yes PERM PERM PERM DP PW - Cemetery Summary Daily Cash Collected Yes Yes PERM PERM PERM DP PW - Engineering Bid/RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP PW - Engineering Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Engineering Certified Payrolls Yes Yes ACT + 3Y ACT + 3Y CCP338(a) 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 Engineeering Drawings Yes Yes PERM PERM PERM CGC34090/DP PW - Engineering Grant Files Yes Yes ACT 5Y ACT + 5Y 24CFR570.502(b)(3) Friday, August 10, 2018 Page 36 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - Engineering Inspection Photos Yes Yes IND IND 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 10Y 10Y CGC34090/DP PW - Engineering Permits, Street Repair Yes No 2Y 2Y CGC34090 PW - Engineering Permits, Utility Excavate Yes Yes PERM PERM PERM CGC34090/DP PW - Engineering Permits, Wastewater (Electronic)Yes No IND IND DP PW - Engineering Permits, Water Meters (Electronic)Yes No IND IND DP PW - Engineering Personnel Files No No E E DP PW - Engineering Purchase Card Statements Yes No 10Y 10Y CGC34090/DP PW - Engineering Special Provisions Yes Yes ACT 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 Construction 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 CGC34090.6 PW - Facilities Maint.Custodial Punch Time Cards Yes No 2Y 2Y DP PW - Facilities Maint.Electronic W/O System W/O Yes Yes IND IND IND CGC34090/DP PW - Facilities Maint.Graffiti Removal Consent Form Yes No ACT + 3Y ACT + 3Y DP PW - Facilities Maint.Project Files/Job Folders Yes No ACT + 2Y ACT + 2Y 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.W/O Labor Time Sheet (Electronic)Yes No 10Y 10Y DP PW - OSE Admin Citations/Appeals Yes Yes ACT 5Y ACT + 5Y CGC34090/DP PW - OSE Audio Tapes (Electronic)Yes Yes 2Y 2Y CGC34090 PW - OSE Certified Payrolls Yes Yes ACT 3Y ACT + 3Y CCP338(a) PW - OSE Clean Beaches Tax Exemption Form Yes Yes ACT 5Y ACT + 5Y DP Friday, August 10, 2018 Page 37 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - OSE Environmental Reference Material Yes Yes IND IND IND DP PW - OSE Environmental Reports Yes Yes PERM PERM PERM CGC34090/DP PW - OSE Grants Yes Yes ACT 5Y ACT + 5Y 24CFR570.502/DP PW - OSE HHW Manifests Yes Yes PERM PERM PERM 40CFR263.22/DP PW - OSE Rebate Application (Electronic)Yes No ACT + 10Y ACT + 10Y DP PW - OSE Retrofit Upon Sales Compliance Cert Yes Yes PERM PERM PERM DP PW - OSE RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PW - OSE RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - OSE TFE Meeting Packet Yes Yes PERM PERM PERM DP PW - Pub. Landscape A/P Files (Electronic)Yes No 4Y 4Y DP PW - Pub. Landscape CDF - Tree Grant Yes No ACT + 4Y ACT + 4Y 24CFR570.502 PW - Pub. Landscape Claims No No 3Y 3Y CGC34090/DP PW - Pub. Landscape Daily Log Books - Prom. Maint.Yes No 10Y 10Y CGC34090/DP PW - Pub. Landscape Daily Work Orders - Prom. Maint.Yes No ACT + 5Y ACT + 5Y 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 Project Files - Park Maint. (Electronic)Yes No 10Y 10Y CGC34090/DP PW - Pub. Landscape Prop A Maint & Svc. Req.Yes No 7Y 5Y 12Y CGC34090/DP PW - Pub. Landscape Purchasing Card Log (Electronic)Yes No 3Y 3Y CGC34090/DP PW - Pub. Landscape RFP - Successful (Electronic)Yes No ACT 5Y ACT + 5Y CGC34090 PW - Pub. Landscape RFP - Unsuccessful (Electronic)Yes No ACT 2Y ACT + 2Y CGC34090 PW - Pub. Landscape Terminated 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 + 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 Friday, August 10, 2018 Page 38 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - RRR C&D Mgmt. Plan Yes Yes LP LP CGC34090/DP PW - RRR Cash Turn-In Reports Yes No 2Y 2Y DP PW - RRR Employee Accident Log No No 3Y 3Y CGC34090/DP PW - RRR Events - Zero Waste Docs Yes No 2Y 2Y CGC34090 PW - RRR Grants Yes Yes C + 5Y C + 5Y 24CFR570.502 PW - RRR Kronos Missed Punch Forms Yes No 2Y 2Y CGC34090 PW - RRR Landfill Receipts Yes No C + 3Y C + 3Y CGC34090/DP PW - RRR Northstar Work Orders Yes No 2Y 2Y CGC34090 PW - RRR Overtime Authorization Forms Yes No 4Y 4Y CGC34090/DP PW - RRR P-Card Receipts Yes No 2Y 2Y CGC34090 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 2Y 2Y DP PW - RRR Request for Add'l. Comp. - OT Yes No C + 2Y C + 2Y 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 Vendor Payments (Electronic)Yes No C + 4Y C + 4Y 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 + 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 VC34505.5 PW - Street/Fleet Fleet - Heavy Duty Driver Insp. Report Yes Yes 3M 3M 49CFR396.11 PW - Street/Fleet Fleet - Periodic Smoke Inspection (PSI)Yes Yes ACT + 2Y ACT + 2Y 13CCR2190 PW - Street/Fleet Fleet - Prevent. Maint. Doc. (Electronic)Yes Yes LV LV DP PW - Street/Fleet Fleet - Smog Inspection Doc.Yes Yes ACT + 3Y ACT + 3Y HS44019 PW - Street/Fleet Fleet - Tire Program Manifest Receipts Yes No ACT + 3Y ACT + 3Y 14CCR18440 Friday, August 10, 2018 Page 39 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - Street/Fleet Fleet - Vehicle Records Yes Yes LV LV DP PW - Street/Fleet Inventory Street Light Map Yes Yes PERM PERM PERM DP PW - Street/Fleet Personnel Files Yes No E E DP PW - Street/Fleet RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP PW - Street/Fleet RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - Street/Fleet Staff Meeting Video Yes No 2Y 2Y CGC34090 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 - Street/Fleet Street Light Repair Log Yes Yes PERM PERM PERM CGC34090/DP PW - WR - Admin.Books Yes Yes PERM PERM PERM DP PW - WR - Admin.Hyperion Yes No 2Y 10Y 12Y CGC34090/DP PW - WR - Admin.Litigation Files No Yes ACT 10Y ACT + 10Y DP PW - WR - Admin.Permitted Files Yes No ACT 30Y ACT + 30Y 29CFR1910.120 PW - WR - Admin.Project Files Yes No ACT 5Y ACT + 5Y CGC34090/DP PW - WR - Admin.Project Files MTBE Yes No ACT 10Y ACT + 10Y DP PW - WR - Admin.Property Tax Invoices Yes Yes PERM PERM PERM 26CFR301.6501/DP PW - WR - Admin.RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PW - WR - Admin.RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - WR - PP Administrative Files Yes No LOB LOB LOB CGC34090/DP PW - WR - PP Permits, Sewer Yes No LOB IND LOB CGC34090/DP PW - WR - PP Project Files Yes No LOB IND LOB CGC34090/DP PW - WR - PP Reference Materials Yes No U U DP PW - WR - Wtr. Treatment A/P Files No No 5Y 5Y CGC34090/DP PW - WR - Wtr. Treatment Compliance Reports No Yes IND IND 22CCR64470/40CFR 141.33 PW - WR - Wtr. Treatment Consumer Complaints Yes No 5Y 5Y 22CCR64470 PW - WR - Wtr. Treatment Ground Water Production Records Yes Yes PERM PERM CGC34090 PW - WR - Wtr. Treatment Lab Test Results/Water Quality Yes Yes 10Y 10Y 22CCR64470/40CFR 141.33 Friday, August 10, 2018 Page 40 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - WR - Wtr. Treatment Plant Operation Records Yes Yes IND IND 22CCR64470 PW - WR - Wtr. Treatment RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP PW - WR - Wtr. Treatment RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - WR - WW Backflow Prevention (Electronic)Yes No 3Y 3Y HS116800 PW - WR - WW Billables 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 3Y DP 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 5Y 5Y CGC34090/DP PW - WR - WW Meter Read Yes No 2Y 2Y 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 Friday, August 10, 2018 Page 41 of 42 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Attorney: ___________________________________________Date_____________ City Clerk: _____________________________________________Date_____________ Resolution No. : _________________________________________Date ______________ Friday, August 10, 2018 Page 42 of 42 City of Santa Monica City-wide Records Retention Schedule Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Executive Administrative Files Yes No ACT 5Y ACT + 5Y 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 Records Yes No ACT 7Y ACT + 7Y CGC34090/DP BBB - Executive Grievances/Internal Complaints Yes No 5Y 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 CGC34090/DP BBB - Executive Short Term Planning Files Yes No 3Y 3Y CGC34090/DP BBB - Finance & Grants Contracts/Agreements, Funding Yes No ACT + 3Y ACT + 3Y CGC34090/DP BBB - Finance & Grants Dispatch Worksheets Yes No 2Y 8Y 10Y US26CFR31.6001.1 BBB - Finance & Grants Grants, Operational Yes No ACT + 3Y ACT + 3Y CGC34090/DP BBB - Finance & Grants Long Term Planning Files Yes Yes ACT 30Y ACT + 30Y CGC34090/DP BBB - Finance & Grants National Trans Database Reports Yes Yes ACT 20Y ACT + 20Y CGC34090/DP BBB - Finance & Grants Project Files, Financial Data Yes No ACT + 3Y ACT + 3Y CGC34090/DP BBB - Finance & Grants Reports, Payroll Yes No 2Y 2Y CGC34090 Wednesday, December 13, 2017 Page 1 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Finance & Grants Reports, Revenue Yes No 2Y 8Y 10Y CGC34090/DP BBB - Finance & Grants RFP, Rejected Yes No 2Y 2Y CGC34090 BBB - Finance & Grants RFP, Rejected, Federally Funded Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Finance & Grants Short Range Planning Files Yes No ACT 30Y ACT + 30Y CGC34090/DP BBB - Finance & Grants STA/TDA Claims Yes Yes ACT + 2Y ACT + 2Y DP BBB - Finance & Grants State Controller Reports (SCR)Yes No ACT 20Y ACT + 20Y CGC34090/DP BBB - Finance & Grants Timesheets - Surveyor Yes No 2Y 8Y 10Y CGC34090/DP BBB - Maintenance Certificates/Permits Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Maintenance Environmental Reports Yes Yes 30Y 30Y 29CFR1910.120 BBB - Maintenance Facility Expansion Yes Yes LB LB LB DP BBB - Maintenance Fleet Inventory Yes Yes LV + 3Y LV + 3Y DP BBB - Maintenance Historical Files Yes Yes PERM PERM PERM DP BBB - Maintenance Personnel Files Yes 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 ACT + 2Y ACT + 2Y DP BBB - Operations AFMS Data, Electronic Yes No 3Y 3Y CGC34090/DP BBB - Operations Compliance Certificates Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Operations FCC Licenses, Current Yes No S + 2Y S + 2Y DP Wednesday, December 13, 2017 Page 2 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Operations FCC Licenses, Sold Yes No 2Y 2Y DP BBB - Operations General Memorandum (GMs)Yes No 1Y 2Y 3Y CGC34090/DP BBB - Operations NTD Missed Added Service Yes No 1Y 2Y 3Y DP BBB - Operations NTD Surveys Yes No 1Y 2Y 3Y CGC34090/DP BBB - Operations Personnel Files Yes No E + 2Y E + 2Y DP BBB - Operations Project Files Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Operations Purchase Card Receipts Yes No 7Y 7Y DP BBB - Operations Reports Yes No 4Y 4Y DP BBB - PACE Advertising Completion Reports Yes No 4Y 4Y DP BBB - PACE Advertising Master Sales Agreement Yes No ACT + 4Y ACT + 4Y DP BBB - PACE Artwork, Original Yes Yes PERM PERM PERM DP BBB - PACE Contracts/Agreements Yes No ACT + 4Y ACT + 4Y CGC34090/DP BBB - PACE Customer Feedback Yes No 4Y 4Y CGC34090/DP BBB - PACE Customer Feedback Database Yes No 10Y 10Y CGC34090/DP BBB - PACE Department Event Files Yes No 1Y 10Y 11Y CGC34090/DP BBB - PACE Historical Files Yes Yes PERM PERM PERM DP BBB - PACE Long Term Planning Files Yes No 3Y 7Y 10Y CGC34090/DP BBB - PACE Metro Long Term Planning Files Yes No 2Y IND IND CGC34090/DP BBB - PACE Newsletter Yes No PERM PERM DP BBB - PACE NTD Surveys Yes No 3Y 2Y 5Y CGC34090/DP Wednesday, December 13, 2017 Page 3 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - PACE Personnel Files Yes No E E DP BBB - PACE Project Files, Marketing Yes No 4Y 4Y CGC34090/DP BBB - PACE Purchase Card Receipts Yes No 2Y 2Y CGC34090/DP BBB - PACE Receipts, Cash Yes No 3Y 3Y CGC34090/DP BBB - PACE RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP BBB - PACE RFP - Unsuccessful Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Safety & Training Accident Files No No 1Y 4Y 5Y CGC34090/DP BBB - Safety & Training Contracts/Agreements Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Safety & Training Dictaphone Recordings, Analog Yes No S S DP BBB - Safety & Training Dictaphone Recordings, Digital Yes No 7Y 7Y CGC34090/DP BBB - Safety & Training Drug Testing Files, Negative Yes No 3Y 3Y CGC34090/DP BBB - Safety & Training Drug Testing Files, Positive Yes No 6Y 6Y CGC34090/DP BBB - Safety & Training DVR Recordings, Facilities Pending Lit Yes No TR/RM TR/RM CGC34090/DP BBB - Safety & Training DVR, Facilities Yes No S S DP BBB - Safety & Training DVR, Vehicles Yes No S S DP BBB - Safety & Training DVR, Vehicles Pending Lit Yes No TR/RM TR/RM CGC34090/DP BBB - Safety & Training Estimate Files Yes No 1Y 4Y 5Y CGC34090/DP BBB - Safety & Training Project Files Yes No ACT + 2Y ACT + 2Y CGC34090/DP BBB - Safety & Training Reports Yes No 4Y 4Y CGC34090/DP BBB - Safety & Training Safety Meetings Yes No 5Y 5Y CGC34090/DP Wednesday, December 13, 2017 Page 4 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Safety & Training SPAB & VTT Training Sign In Sheets Yes No 5Y 5Y DP BBB - Safety & Training Training Materials Yes No S + 2Y S + 2Y DP CCS - Admin.Photos Yes Yes PERM PERM PERM DP CCS - Admin.Project Blueprints Yes Yes IND IND IND DP CCS - Admin.R&P Commission Minutes Yes Yes PERM PERM PERM DP CCS - Admin.R&P Commission Staff Reports Yes Yes PERM PERM PERM DP CCS - Admin.Subject Files Yes No ACT 4Y ACT + 4Y CGC3490/DP CCS - Admin.Subject Files, Historical Yes Yes PERM PERM PERM DP CCS - Comm. Recreation ALL - Accident/Incident Reports Yes No 1Y 3Y 4Y CGC34090/DP CCS - Comm. Recreation ALL - Contract Payment Form No No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation ALL - Daily Cash Receipts Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Fin. Assistance Award/Deny Letters Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Financial Assistance Applications Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation ALL - Permit Recipients Proof of Ins.No No ACT + 2Y ACT + 2Y CGC34090/DP CCS - Comm. Recreation ALL - Purchase Card Receipts Yes No 2Y 2Y DP CCS - Comm. Recreation ALL - Request for Warrants Yes No 2Y 2Y DP CCS - Comm. Recreation ALL - Request for Warrants (Contractors)Yes No ACT + 2Y ACT + 2Y CGC34090/DP CCS - Comm. Recreation BBQ/Picnic Applications Yes No 2Y 2Y DP CCS - Comm. Recreation Beach/Water Activity Permit Yes No ACT 2Y ACT + 2Y CGC34090 CCS - Comm. Recreation Beach/Water Activity Permit Application Yes No 2Y 2Y DP Wednesday, December 13, 2017 Page 5 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Comm. Recreation Classes - Insturctor Agreements Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Classes - Registration/Waiver Forms Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Classes - RFP, Successful Yes No ACT 5Y ACT + 5Y CGC34090 CCS - Comm. Recreation Classes - RFP, Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 CCS - Comm. Recreation Commercial Fitness Instruction Permits Yes No 3Y 3Y CGC34090/DP CCS - Comm. Recreation Drop-In Soccer Waiver Form Yes No ACT + 2Y ACT + 2Y CGC34090/DP CCS - Comm. Recreation Events - Applications Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation Events - Letter of Requirement Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation Events - Permits Yes No 3Y 3Y CGC34090 CCS - Comm. Recreation Film Permit Site Approval Notice Yes No 2Y 2Y DP CCS - Comm. Recreation Fitness Room Waiver Form Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Gardens - Advisory Council Agendas Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation Gardens - Advisory Council Minutes Yes Yes PERM PERM PERM DP CCS - Comm. Recreation Gardens - Garden Applications Yes No ACT + 5Y ACT + 5Y DP CCS - Comm. Recreation Gardens - Garden Partnership Reg Yes No ACT + 2Y ACT + 2Y 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 + 2Y ACT + 2Y DP CCS - Comm. Recreation Leagues - Director RFP Rejected Yes No 1Y 2Y 3Y CGC34090 CCS - Comm. Recreation Leagues - Player Waiver Forms Yes No IND IND IND DP Wednesday, December 13, 2017 Page 6 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Comm. Recreation Leagues - Team Registration Yes No 2Y 2Y DP CCS - Comm. Recreation Meeting Room Permit Applications Yes No 2Y 2Y DP CCS - Comm. Recreation RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 CCS - Comm. Recreation RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 CCS - Comm. Recreation SMARS Registration/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation SMARS Volunteer Reg/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation Sports Advisory Council Packet Yes Yes 1Y PERM PERM DP CCS - Comm. Recreation Sports Facilities Permit Application Yes No 2Y 2Y DP CCS - Comm. Recreation Surf Permit Approval Letters Yes No 1Y 3Y 4Y DP CCS - Comm. Recreation Surf Permit RFP Yes No 1Y 3Y 4Y CGC34090 CCS - Comm. Recreation Surf Permit RFP Rejected Yes No 1Y 2Y 3Y CGC34090 CCS - Comm. Recreation Swim - Field Trip Permission Slips Yes No 2Y 2Y DP CCS - Comm. Recreation Swim - Permit Applications Yes No 2Y 2Y CGC34090 CCS - Comm. Recreation Swim - Vendor Agreements Yes No ACT + 1Y ACT + 1Y DP CCS - Comm. Recreation Swim - Vendor RFP Rejected Yes No 1Y 2Y 3Y CGC34090/DP CCS - Comm. Recreation Swim Center Reg/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation Tennis - Court Reservations Yes No 2Y 2Y DP CCS - Comm. Recreation Tennis - Private Instructor Approval Yes No 2Y 2Y DP CCS - Comm. Recreation Tennis - Tournament Dir Agreement Yes No ACT + 2Y ACT + 2Y DP CCS - Comm. Recreation Tennis - Tournament Dir RFP Rejected Yes No 1Y 2Y 3Y CGC34090 Wednesday, December 13, 2017 Page 7 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Comm. Recreation The Cove - Class Reg/Waiver Forms Yes No 2Y 2Y DP CCS - Comm. Recreation The Cove - Daily Maintenance Records Yes No 1Y 2Y 3Y DP CCS - Comm. Recreation The Cove - Registration/Waiver Forms Yes Yes IND IND IND DP CCS - Comm. Recreation Winter Display Applications Yes Yes IND IND IND DP CCS - Comm. Recreation Winter Display Site Approval Yes Yes IND IND IND DP CCS - Comm. Recreation WSO - Board Meeting Minutes Yes Yes 1Y 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 2Y 2Y DP CCS - Cultural Affairs Arts Commission Packet Yes Yes 4Y PERM PERM DP 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 Yes Yes PERM PERM PERM DP CCS - Cultural Affairs Grant Files Yes No 2Y 8Y 10Y CGC34090/DP CCS - Cultural Affairs Miles Playhouse Program Files Yes No 1Y 6Y 7Y CGC34090/DP CCS - Cultural Affairs Project Files Yes No ACT PERM PERM DP CCS - Cultural Affairs RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Wednesday, December 13, 2017 Page 8 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 Chronological Files Yes No 5Y 5Y CGC34090/DP CCS - Human Services Commission/Task Force Audio Yes No 2Y 2Y DP CCS - Human Services Commission/Task Force Packet Yes No 3Y PERM PERM CGC34090/DP CCS - Human Services Complaints Yes No 6Y 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 3Y 5Y CGC34090/DP CCS - Human Services Homeless Project Homecoming Yes No 2Y 3Y 5Y CGC34090/DP CCS - Human Services Homeless Service Registry Yes No 2Y 8Y 10Y CGC34090/DP CCS - Human Services HUD/CDBG Yes Yes ACT 25Y ACT + 25Y CGC34090/DP CCS - Human Services PAL Board Financials Yes No 3Y 7Y 10Y 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 CCS - Human Services PAL Financial Back-up Material Yes No 5Y 5Y CGC34090/DP CCS - Human Services PAL Participant Files Yes No 2Y 5Y 7Y CGC34090/DP Wednesday, December 13, 2017 Page 9 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Human Services PAL Program Attendance Yes No 2Y 5Y 7Y CGC34090/DP CCS - Human Services PAL Summer Food Service Program Yes No 5Y 5Y CGC34090/DP CCS - Human Services Personnel Related Files Yes No ACT + 2Y 5Y ACT + 7Y CGC34090/DP CCS - Human Services Program Files Yes No ACT 10Y ACT + 10Y CGC34090/DP CCS - Human Services Project Files - Grants Yes No ACT 20Y ACT + 20Y CGC34090/DP CCS - Human Services Prop A Funds Yes Yes ACT 4Y ACT + 4Y PUC99243 CCS - Human Services Reed Park Applications, Fin. Assistance Yes No 2Y 5Y 7Y CGC34090/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 1Y 9Y 10Y 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 CCS - Human Services RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 CCS - Human Services RFP - Unsuccessful Yes No ACT 2Y ACT + 7Y CGC34090 CCS - Human Services Rosie's Girls Programs Files Yes No 2Y 5Y 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 1Y PERM PERM CGC34090 CCS - Human Services Sr. Rec. Program Files Yes No ACT 6Y ACT + 6Y CGC34090/DP CCS - Human Services VAP Accounts Payable/Contracts Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Advisory Board Minutes Yes Yes PERM PERM PERM CGC34090/DP CCS - Human Services VAP Community Events Yes No 3Y 3Y CGC34090/DP Wednesday, December 13, 2017 Page 10 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation CCS - Human Services VAP Deposits Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Enrollment Forms Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Program Files Yes No 3Y 3Y CGC34090/DP CCS - Human Services VAP Registration Forms Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Room Rental Applications Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Sign In Sheets Yes No 2Y 2Y CGC34090 CCS - Human Services VAP Summer Food Program Yes No 5Y 5Y CGC34090/DP CCS - Human Services VAP Trade Intern Files Yes No 3Y 3Y CGC34090/DP CCS - Human Sevices Lease Agreements Yes Yes ACT PERM PERM 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 5Y ACT + 5Y 26CFR301.6501 City Attorney - Admin.Chronological Files Yes No IND IND IND CGC34090/DP City Attorney - Admin.Deposit Statements Yes No 8Y 8Y CGC34090/DP City Attorney - Admin.Fee Agreement/Retainers Yes Yes IND IND IND DP City Attorney - Admin.Financial Records Yes Yes ACT 5Y ACT + 5Y 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 10Y ACT + 10Y CGC12946/DP City Attorney - Admin.Subject Files, Marsha Moutrie Yes Yes IND IND IND CGC34090/DP Wednesday, December 13, 2017 Page 11 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Attorney - Admin.Time Sheets, Attorneys Yes No IND IND IND CGC34090/DP City Attorney - Civil Lit 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 City Attorney - Civil Lit Open & Closed Monthly Reports Yes No 2Y 2Y DP City Attorney - Civil Lit Structure Settlement Agreement Yes Yes PERM PERM PERM DP City Attorney - Civil Lit Subpoenas Yes No 2Y 2Y CGC34090/DP City Attorney - CPU Closed Cases Yes No 3Y 17Y 20Y CGC34090/DP City Attorney - Criminal Appeal Log Book Yes No 2Y 2Y DP City Attorney - Criminal Bench Warrants Yes No 1Y 19Y 20Y CGC34090/DP City Attorney - Criminal Business License Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Citations Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Closed Case Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Closed Cases, Domestic Violence Yes No ACT 15Y ACT + 15Y CGC34090/DP City Attorney - Criminal Criminal Prosecutor Control Yes No 2Y 2Y DP City Attorney - Criminal Investigation Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Criminal Records Inventory Sheets Yes Yes PERM PERM PERM DP City Attorney - Criminal Research Files Yes No 2Y 2Y DP City Attorney - Criminal Restitution Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Enforcemen Admin. Hearing Files Yes No ACT 10Y ACT + 10Y CGC34090 Wednesday, December 13, 2017 Page 12 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Attorney - Enforcemen Chronological Files Yes No 10Y 10Y CGC34090 City Attorney - Enforcemen Closed Files Yes No ACT 20Y ACT + 20Y CGC34090 City Attorney - Enforcemen Criminal Files Yes No ACT 10Y ACT + 10Y CGC34090 City Attorney - Enforcemen General Files Yes No ACT 10Y ACT + 10Y CGC34090 City Attorney - Muni Law Administrative Hearing Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Muni Law Airport Cases Yes Yes PERM PERM PERM DP City Attorney - Muni Law Appointment/Conference Room Book Yes No R R DP City Attorney - Muni Law Bankruptcy Files Yes No 1Y 5Y 6Y CGC34090/DP City Attorney - Muni Law Chronological Files Yes No 10Y 10Y CGC34090/DP City Attorney - Muni Law Closed Files Yes No ACT 20Y ACT + 20Y CGC34090/DP City Attorney - Muni Law Land Use Files Yes No ACT 10Y ACT + 10Y 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 10Y ACT + 10Y CGC34090/DP City Attorney - Muni Law Pitchess Motion Files Yes No ACT 10Y ACT + 10Y CGC34090/DP City Attorney - Muni Law Public Record Requests Yes No 3Y 3Y CGC34090/DP City Clerk - Admin.A/P Files No No 4Y 4Y CGC34090 City Clerk - Admin.B&C Application - Appointed Yes No ACT + 7Y ACT + 7Y DP City Clerk - Admin.B&C Application - Not Appointed Yes No 2Y 2Y 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 Wednesday, December 13, 2017 Page 13 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Clerk - Admin.Claim File - Copies No No 2Y 2Y DP City Clerk - Admin.Claim Logs Yes No 7Y 7Y CGC34090 City Clerk - Admin.Contract Index Card File Yes No R R CGC34090/DP City Clerk - Admin.Contract Log Book Yes No R R CGC34090/DP City Clerk - Admin.Contract Sign In Log Yes No ACT + 1Y ACT + 1Y CGC34090/DP City Clerk - Admin.Domestic Partnership Agreements Yes No IND IND CGC34090/DP City Clerk - Admin.Ethics Training Documents Yes No 5Y 5Y CGC53235.2 City Clerk - Admin.FileKeepers Pick Up Log Yes Yes 2Y 2Y DP 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 10Y 10Y 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 CGC34090 City Clerk - Admin.Record Destruction Certificates Yes Yes PERM PERM CGC34090/DP City Clerk - Admin.Record Transmittals Yes Yes PERM PERM CGC34090/DP City Clerk - Admin.Record Transmittals, Destroyed Records Yes Yes PERM PERM CGC34090/DP Wednesday, December 13, 2017 Page 14 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Clerk - Admin.Resolution Log Book Yes No R R CGC34090/DP City Clerk - Admin.Statement of Econ. Interest 87200 Filers No No 4Y 4Y CGC81009 City Clerk - Admin.Statement of Econ. Interest Log Yes No ACT + 7Y ACT + 7Y CGC34090/DP City Clerk - Admin.Statement of Econ. Interest Successful Yes No ACT + 7Y ACT + 7Y CGC34090/DP City Clerk - Admin.Subject File Index Cards Yes No R R CGC34090/DP City Clerk - Election Assisted Voter Lists Yes No 6M 6M EC17304 City Clerk - Election Ballot Designation Worksheet Yes No ACT + 1M ACT + 1M EC20442 City Clerk - Election Ballot Receipts Yes No 6M 6M EC17302 City Clerk - Election Ballots (Cancelled, Surrendered, Spoiled)Yes No 6M 6M EC17302 City Clerk - Election Ballots, Vote by Mail 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 CGC81009(b) City Clerk - Election Campaign Statement, Unsuccessful Yes No 5Y 5Y CGC81009 City Clerk - Election Candidate Statements Yes No ACT + 4Y ACT + 4Y DP City Clerk - Election Challenge Lists Yes No 6M 6M EC17304 City Clerk - Election Code of Fair Campaign Practices Yes No ACT + 1M ACT + 1M EC20442 City Clerk - Election Indexes Yes No 6M 6M EC17304 City Clerk - Election Internet Authorization (City Website)Yes No 6M 6M EC20442 Wednesday, December 13, 2017 Page 15 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Clerk - Election Lobbyist Registration Forms Yes No ACT + 5Y ACT + 5Y CGC86113 City Clerk - Election Nomination Packet Receipt Yes No 6M 6M DP City Clerk - Election Nomination Papers (All)Yes No T + 4Y T + 4Y EC17100 City Clerk - Election Petitions (Initiatives, Refs, Recalls)Yes No ACT + 8M ACT + 8M EC17200 City Clerk - Election Precinct Maps Yes No 6M 6M EC17501 City Clerk - Election Precinct Offical Materials Yes No 6M 6M EC17503 City Clerk - Election Roster of Voters Yes No 5Y 5Y EC17300 City Clerk - Election Statement of Economic Int 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 - Election Vote by Mail ID Envelope Yes No 6M 6M EC17302 City Clerk - Legislative Affidavit of Postings 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, Cap Improve/City Prop Yes Yes PERM PERM DP City Clerk - Legislative Contracts, Construction Maint Yes No ACT + 10Y ACT + 10Y CGC34090/DP City Clerk - Legislative Contracts, Supplies Yes No ACT + 3Y ACT + 3Y CGC34090/DP City Clerk - Legislative Contracts, Vehicles Yes No 15Y 15Y CGC34090/DP City Clerk - Legislative Council Packet, Copy No No 2Y 2Y DP City Clerk - Legislative Deeds Yes Yes PERM PERM CGC34090/DP Wednesday, December 13, 2017 Page 16 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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, PA Yes Yes PERM PERM CGC34090 City Clerk - Legislative Minutes, SMRSA 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 City Clerk - Legislative Resolutions, City Council Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, HA Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, PA Yes Yes PERM PERM CGC34090 City Clerk - Legislative Resolutions, SMRSA Yes Yes PERM PERM CGC34090 City Clerk - Support Servic A/P Files Yes No 2Y 2Y CGC34090 City Clerk - Support Servic Monthly Copy of Billing 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 2Y 2Y DP City Council Administrative Files Yes No ACT + 2Y ACT + 2Y DP City Council Budget No No 4Y 4Y DP City Council Budget Working Papers Yes No 3Y 3Y CGC34090/DP Wednesday, December 13, 2017 Page 17 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 11Y 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 Personnel 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 City Council Requisitions Yes No 3Y 3Y CGC34090/DP City Council Subject Files Yes No ACT 5Y ACT + 5Y CGC34090/DP City Council Time Cards Yes No 2Y 2Y 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 2Y 2Y DP City Manager - Admin.FEMA, Earthquake No No AA AA AA CGC34090/DP City Manager - Admin.Lobbying State Filings No No 3Y 3Y DP City Manager - Admin.MTBE Subject Files No No ACT 5Y ACT + 5Y CGC34090 City Manager - Admin.Oaks Initative (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 Wednesday, December 13, 2017 Page 18 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Manager - Admin.Request for Warrant No No ACT 3Y ACT + 3Y CGC34090 City Manager - Admin.RFP - Successful Yes No ACT 5Y 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 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 IND IND IND CGC34090/DP City Manager - Admin.Time Warner/Century Cable Yes No IND IND IND CGC34090/DP City Manager - Admin.Vendor Files/Contracts No No 3Y 3Y CGC34090/DP City Manager - City TV Administrative Files No No ACT + 2Y ACT + 2Y DP City Manager - City TV Community Projects DVD Yes Yes IND IND IND DP City Manager - City TV Council Meeting DVD Yes Yes IND IND IND DP City Manager - City 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 RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 City Manager - City TV RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 City Manager - City TV Time Warner/Century Cable Yes Yes IND IND IND DP City Manager - OCW Subject Files Yes No ACT 3Y ACT + 3Y CGC34090/DP City Manager - OCW Subject Files, Historical Yes Yes ACT PERM PERM DP Wednesday, December 13, 2017 Page 19 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Manager - OEM After Action Report Yes No 3Y 3Y CGC34090/DP City Manager - OEM AI Case Files - Non Criminal Yes No 5Y 5Y CGC34090/DP City Manager - OEM Audio Recorder Files - Homicide 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 5Y 5Y CGC34090/DP City Manager - OEM Complaint Files/Tapes Yes No 5Y 5Y CGC34090/DP City Manager - OEM Credit Card Receipts Yes No 7Y 7Y CGC34090/DP City Manager - OEM CTO Files Yes No 2Y 2Y CGC34090 City Manager - OEM Disaster Plan Yes Yes S + 2Y S + 2Y DP City Manager - OEM OEM Volunteer Yes No ACT + 2Y ACT + 2Y DP City Manager - OEM Personnel Files Yes No E E 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 City Manager - OEM RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 City Manager - OEM Sit Along Waiver Yes No 4Y 4Y CGC34090/DP City Manager - OOCA A/P Files Yes No 2Y 2Y CGC34090 City Manager - OOCA Administrative Files Yes No ACT + 2Y ACT + 2Y DP City Manager - OOCA Personnel Files No No E E DP City Manager - OOCA Purchase Orders Yes No 3Y 3Y CGC34090/DP City Manager - OOCA RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Wednesday, December 13, 2017 Page 20 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation City Manager - OOCA RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 City Manager - OOCA Subject Files Yes No ACT 5Y ACT + 5Y CGC34090/DP City Manager - OOCA Vendor Files/Contracts Yes No ACT + 3Y 2Y ACT + 5Y CGC34090/DP Finance - A/P 1099 Forms Yes No 4Y 6Y 10Y CGC34090/DP Finance - A/P ACH & Wire Transfers Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P Check Copy, Back Up Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P Check Register Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Fiscal Year End Roll Over Files Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P Positive Pay Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Purchase Card Trans. Log Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Refunds & Overpayments Yes No 2Y 8Y 10Y CGC34090/DP Finance - A/P Sales & Use Tax Returns Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Stop Payments Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - A/P Void Warrants (Checks)Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - Admin.Finance Dept. Payables Yes No 3Y 3Y DP Finance - Admin.Monthly Investment Reports Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Admin.Personnel Files No No E E DP Finance - Admin.Project Files Yes No PERM PERM PERM DP Finance - Budget Budget - Estimating Documentation No No 2Y 4Y 6Y CGC34090/DP Finance - Budget Budget Batch Backup Yes No 10Y 10Y CGC34090/DP Wednesday, December 13, 2017 Page 21 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Budget Budget Instructions Yes No 6Y 6Y 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 6Y 6Y CGC34090 Finance - Budget CAFR Analytics Yes No 3Y 3Y CGC34090/DP Finance - Budget CAFR Supplementals Yes No 3Y 3Y CGC34090/DP Finance - Budget City Council Actions Yes No 2Y 2Y CGC34090 Finance - Budget Cost Allocation Plan Yes No ACT + 6Y ACT + 6Y CGC34090 Finance - Budget Departmental Budget Request Yes No 6Y 6Y CGC34090/DP Finance - Budget M.O.U. Costing Documentation No No 6Y 6Y DP Finance - Budget MOE Bud Changes Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, 5 Year Forecast Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, Budget Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, Mid Year Yes No 6Y 6Y CGC34090/DP Finance - Budget Working Papers, Year End Yes No 6Y 6Y CGC34090/DP Finance - Earthquake Damage Assessment Photographs Yes No AA AA CGC34090/DP Finance - Earthquake Damage Survey Report Yes No AA AA CGC34090/DP Finance - Earthquake DSR File Yes No AA AA DP Finance - Earthquake Earthquake Work Order Add To Yes No AA AA CGC34090/DP Finance - Earthquake Project Cost Summary Yes No AA AA DP Finance - Earthquake Project Cost Summary, Final Yes No AA AA CGC34090/DP Wednesday, December 13, 2017 Page 22 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 Accounts Receivable Yes No 2Y 8Y 10Y 26CFR301.6501 Finance - FR Administrative Files Yes No ACT + 2Y ACT + 2Y DP Finance - FR Bank Reconciliations Yes No 2Y 8Y 10Y 26CFR301.6501 Finance - FR Cash Receipts Yes No 2Y 8Y 10Y 26CFR301.6501 Finance - FR Financial Reports, Audited No No AA + 2Y AA + 2Y DP Finance - FR Fixed Asset Yes No ACT + 2Y ACT + 2Y DP Finance - FR Grant Folder, Closed Yes No ACT + 1Y 9Y ACT + 10Y CGC34090/DP Finance - FR Invoices Yes No 2Y 8Y 10Y 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 Finance - FR RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Finance - FR RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP Finance - FR Wire Transfer Yes No 10Y 10Y 26CFR301.6501 Finance - FR Working Papers, CAFR Yes No 5Y 5Y CGC34090/DP Finance - Payroll Administrative Files No No ACT + 2Y ACT + 2Y DP Finance - Payroll Check Number Log Yes No 10Y 10Y CGC34090/DP Finance - Payroll EDD Audit Form Yes No 10Y 10Y CGC34090/DP Wednesday, December 13, 2017 Page 23 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Payroll Employee Folders Yes No E + 2Y 8Y E + 10Y 26CFR301.6501/DP Finance - Payroll Employment Verification Yes No 10Y 10Y CGC34090/DP Finance - Payroll FLSA Report Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll Journal No No R R DP Finance - Payroll P/O FMS Batches Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O PERS City Contributions Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O Quarterly Medicare Tax Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll P/O Quarterly Tax Balance Report Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll Pay History (Electronic)Yes Yes IND IND IND CGC34090/DP Finance - Payroll Payroll Folder Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll Payroll Journals Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll Payroll Tax Returns Yes No 10Y 10Y 29CFR516.5/DP Finance - Payroll Terminated Emp. Folders, Garnishment Yes No E + 2Y 8Y E + 10Y 29CFR516.5/DP Finance - Payroll Time Card Edit Report Yes No 1Y 9Y 10Y CGC34090/DP 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 Trans. Time Card Summary Yes No 10Y 10Y CGC34090/DP Finance - Payroll UI & SDI Tax Reports Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Payroll W2's Yes No 1Y 9Y 10Y 26CFR301.6501/DP Finance - Payroll YE Tax Fringe Benefits Yes No 10Y 10Y 29CFR516.5/DP Wednesday, December 13, 2017 Page 24 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Payroll Year End Tax Files Yes No 1Y 9Y 10Y 29CFR516.5/DP Finance - Procurement Administrative Files No No IND IND IND DP Finance - Procurement Bids, Formal Yes No 1Y 6Y 7Y CGC34090/DP Finance - Procurement Complaint Files No No IND IND IND DP Finance - Procurement Contacts, Closed Yes No 2Y 18Y 20Y CGC34090/DP Finance - Procurement Contract Administration Disbursement Yes No 2Y 8Y 10Y 26CFR301.6501/DP Finance - Procurement Purchase Orders No No 2Y 5Y 7Y DP Finance - Procurement Purchasing Card - Admin Files Yes No 2Y 8Y 10Y CGC34090/DP Finance - Procurement Requisitions Yes No 2Y 5Y 7Y CGC34090/DP Finance - Revenue - BC 1099's for Bonds Yes No 1Y 9Y 10Y CGC34090/DP Finance - Revenue - BC Adjustments Yes No 1Y 3Y 4Y DP Finance - Revenue - BC Applications Yes No 2Y PERM PERM DP Finance - Revenue - BC Billing Yes No 4Y 4Y DP Finance - Revenue - BC Billing 1911 Bond Act Yes Yes ACT + 1Y PERM PERM DP Finance - Revenue - BC Billing Contracts Yes Yes ACT + 1Y 3Y ACT + 4Y CGC34090/DP Finance - Revenue - BC Bond Receipts Yes Yes PERM PERM PERM CGC34090/DP Finance - Revenue - BC Bond Series Spreadsheet Yes Yes PERM PERM PERM CGC34090/DP Finance - Revenue - BC Bonds, Returned Original Yes Yes PERM PERM PERM 26CFR301.6501/DP Finance - Revenue - BC Collection File Yes No 5Y 5Y CGC34090/DP Finance - Revenue - BC Reference Material No No U U DP Wednesday, December 13, 2017 Page 25 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 + 5Y CGC34090/DP Finance - Revenue - BC Summary of Cash Receipts Yes No 1Y 3Y 4Y CGC34090/DP Finance - Revenue - BC Summary Sheet, Meter (L)Yes No 3Y 4Y 7Y 26CFR301.6501 Finance - Revenue - BL Application, Business License Yes Yes 1Y PERM PERM CGC34090/DP Finance - Revenue - BL Application, Street Performer Yes No 1Y 5Y 6Y DP Finance - Revenue - BL Audit Files, BL Renewals No No 1Y 3Y 4Y CGC34090/DP Finance - Revenue - BL Business License Refunds Yes No 2Y 2Y CGC34090 Finance - Revenue - BL Central Business District Asses.Yes No 1Y PERM PERM CGC34090/DP Finance - Revenue - BL Commercial Property List Yes No 2Y 2Y DP Finance - Revenue - BL Contractors Final Job Yes No 1Y 5Y 6Y CGC34090/DP Finance - Revenue - BL Journal Entry Report Yes No 1Y 6Y 7Y 26CFR301.6501/DP Finance - Revenue - BL Massage Test Yes No 2Y 2Y CGC34090 Finance - Revenue - BL Notice to File BL - Electronic Yes No 2Y 2Y CGC34090/DP Finance - Revenue - BL Personnel Files No No E E DP Finance - Revenue - BL Receipts, Bank Deposits Yes No 1Y 3Y 4Y CGC34090/DP Finance - Revenue - BL Records Transmittals No No PERM PERM PERM DP Finance - Revenue - BL Renewal, In-House Yes Yes 1Y PERM PERM CGC34090/DP Finance - Revenue - BL Renewal, Lock Box Yes Yes 1Y PERM PERM CGC34090/DP Finance - Revenue - TR 1099's for Bonds Yes Yes 1Y 9Y 10Y CGC34090/DP Wednesday, December 13, 2017 Page 26 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Revenue - TR Bank Analysis Yes No 2Y 3Y 5Y CGC34090/DP Finance - Revenue - TR County of LA Property Tax Yes No 7Y 3Y 10Y 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 5Y 7Y CGC34090/DP Finance - Revenue - TR Department Cash Audit No No 3Y 3Y CGC34090/DP Finance - Revenue - TR Deposit Slips Yes No 2Y 3Y 5Y 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 5Y 7Y 26CFR301.6501 Finance - Revenue - TR Information Items No No U U DP Finance - Revenue - TR Investment Bank Confirmation Yes No 2Y 2Y CGC34090/DP Finance - Revenue - TR Invoice, Vendors Yes No 7Y 7Y DP Finance - Revenue - TR IRS Bond Arbitrage Rebate Report Yes No ACT 33Y ACT + 33Y CGC34090/DP Finance - Revenue - TR Manifest Logs Yes No 5Y 5Y CGC34090/DP Finance - Revenue - TR Parking Citation Reports Yes No 1Y 2Y 3Y CGC34090 Finance - Revenue - TR Parking Citations, Contract Yes No ACT + 2Y ACT + 2Y CGC34090/DP Finance - Revenue - TR Parking Citations, Court Yes No 3Y 3Y CGC34090/DP Finance - Revenue - TR Parking Facility Tax Returns Yes No 3Y 5Y 8Y 26CFR301.6501 Finance - Revenue - TR Personnel Files No No E E DP Wednesday, December 13, 2017 Page 27 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Revenue - TR Petty Cash Sheet No No 2Y 2Y CGC34090 Finance - Revenue - TR Real Property Trans. Tax Remittance Yes No 7Y 3Y 10Y 26CFR301.6501 Finance - Revenue - TR Request for Warrants Yes No 3Y 3Y CGC34090/DP Finance - Revenue - TR Revenue Batch Reports (Q)Yes No 2Y 5Y 7Y 26CFR301.6501 Finance - Revenue - TR RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Finance - Revenue - TR RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 Finance - Revenue - TR Safekeeping Reports Yes No ACT + 2Y ACT + 2Y CGC34090/DP Finance - Revenue - TR SB 278 Gas Co. Deregulations No Yes PERM PERM PERM CGC34090/DP Finance - Revenue - 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 Finance - Revenue - TR TOT Tax Audit Yes No AA 10Y AA + 10Y CGC34090/DP Finance - Revenue - TR TOT Tax Returns No No 3Y 5Y 8Y 26CFR301.6501 Finance - Revenue - TR Treasurer's Cash Report Yes No 2Y 2Y 4Y CGC34090/DP Finance - Revenue - TR Treasury Bonds Yes Yes PERM PERM PERM DP Finance - Revenue - TR Treasury Contracts Yes Yes ACT + 1Y 3Y ACT + 4Y CGC34090/DP Finance - Revenue - TR Utility Users Tax Returns Yes No 3Y 5Y 8Y 26CFR301.6501 Finance - Revenue - TR Vendor Contracts No No ACT + R ACT + R CGC34090/DP Finance - Revenue - TR Wire Transfers Yes No 10Y 10Y CGC34090/DP Finance - Risk Mgmt.Administrative Files No No ACT + 2Y ACT + 2Y DP Wednesday, December 13, 2017 Page 28 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Risk Mgmt.Budget No No 2Y 2Y DP Finance - Risk Mgmt.Budget Working Papers Yes No 3Y 3Y CGC34090 Finance - Risk Mgmt.Cal OSHA Reporting No No 2Y 5Y 7Y CGC34090 Finance - Risk Mgmt.Cancelled Checks No No 3Y 4Y 7Y 26CFR301.6501 Finance - Risk Mgmt.Certificate of Insurance Yes No 2Y 2Y CGC34090/DP Finance - Risk Mgmt.Claim Experience Report Year End Yes No 5Y 10Y 15Y CGC34090/DP Finance - Risk Mgmt.Claim Files Liability, Litigated No No ACT 10Y ACT + 10Y CGC34090 Finance - Risk Mgmt.Claim Files Liability, Not Litigated Yes No ACT 10Y ACT + 10Y CGC34090/DP Finance - Risk Mgmt.Claim Files, W/C Yes No ACT 10Y ACT + 10Y 29CFR1904.6/DP Finance - Risk Mgmt.Claim Files, W/C, Future Medical Awards Yes No ACT PERM PERM CLCt8a2sec10102 Finance - Risk Mgmt.Claims Administration Bids No No 5Y 5Y CGC34090/DP Finance - Risk Mgmt.Contracts No No ACT + 2Y ACT + 2Y CGC34090/DP Finance - Risk Mgmt.Employee Occupational Exposure No No 1Y 30Y C + 30Y CGC34090 Finance - Risk Mgmt.Incidents (All Others)Yes No 1Y 3Y 4Y CGC34090/DP Finance - Risk Mgmt.Incidents (Bus)Yes No 1Y 3Y 4Y CGC34090/DP Finance - Risk Mgmt.Incidents (Trip/Fall)Yes No 4Y 4Y CGC34090/DP Finance - Risk Mgmt.Insurance Policies No No ACT PERM PERM CGC34090/DP Finance - Risk Mgmt.Liability Subrogation Files No No ACT 3Y ACT + 3Y CGC34090/DP Finance - Risk Mgmt.Request for Warrant No No 2Y 2Y DP Finance - Risk Mgmt.RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP Wednesday, December 13, 2017 Page 29 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Finance - Risk Mgmt.RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 Finance - Risk Mgmt.Safety Committee Minutes Yes No 5Y 5Y CGC34090/DP Finance - Risk Mgmt.W/C Claims Cost Analysis Reports No No 2Y 2Y DP Fire - Admin.Administrative Files Yes Yes IND IND IND DP Fire - Admin.Background Investigations, Hired Yes Yes PERM PERM PERM CGC34090/DP Fire - Admin.Background Investigations, Not Hired Yes No 1Y 4Y 5Y CGC34090/DP Fire - Admin.Budget Working Papers Yes No 3Y 3Y DP Fire - Admin.Department Manuals Yes No S S CGC34090 Fire - Admin.EMS Reports Yes Yes IND IND IND DP Fire - Admin.Equipment Files Yes No 3Y 3Y CGC34090/DP Fire - Admin.F-7/Telestaff Yes No 5Y 3Y 8Y CGC34090/DP Fire - Admin.FD3 Yes No 5Y 3Y 8Y CGC34090/DP Fire - Admin.HiPPA Release Forms Yes Yes IND IND IND DP Fire - Admin.Homeland Security Grants Yes No ACT 5Y ACT + 5Y CGC34090/DP Fire - Admin.Local Hazard Mitigation Plan No Yes 7Y 7Y 42USC5165 Fire - Admin.NFIRS (Electronic)Yes Yes IND IND IND DP Fire - Admin.Personnel Files No No E 5Y E + 5Y CGC34090/DP Fire - Admin.Policy and Procedures No No 11Y 11Y CGC34090/DP Fire - Admin.Purchase Order - Vendor No No 5Y 5Y DP Fire - Admin.Request for Warrants - Vendor No No 5Y 5Y DP Wednesday, December 13, 2017 Page 30 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Fire - Admin.RFP - Successful Yes No ACT 5Y ACT + 5Y 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 5Y 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 + 5Y 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 5Y ACT + 5Y CFC104.6.2 Fire - Prevention UST Records Yes Yes IND IND IND DP Fire - Suppression Daily Journals (Electronic)Yes Yes PERM PERM PERM CGC34090/DP Fire - Training Training Reports Yes Yes IND IND IND CGC34090/DP HED - Admin.Personnel Files No No E E 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 Wednesday, December 13, 2017 Page 31 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HED - EDD Blueprints, Proposal Rejected Yes No 6Y 6Y CGC34090/DP HED - EDD Contract Files - Excluding Cap Improvements Yes No ACT + 5Y ACT + 5Y CGC34090/DP HED - EDD Farmers Market Load Sheets Yes No 2Y 2Y DP HED - EDD Lease Files Yes Yes ACT + 2Y PERM PERM CGC34090/DP HED - EDD Project Files Yes No ACT + 2Y 8Y ACT + 10Y CGC34090/DP HED - EDD Property Acquisition Yes Yes PERM PERM PERM DP HED - EDD Public Information Requests Yes No 2Y 2Y CGC34090 HED - EDD RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 HED - EDD RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 HED - EDD Subject Files Yes No ACT + 2Y 8Y ACT + 10Y CGC34090/DP HED - EDD Vendor Files Yes No 3Y 3Y CGC34090/DP HED - Farmers Market Batch Report Receipts Yes No 2Y 2Y CGC34090 HED - Farmers Market Invoices Yes No 2Y 2Y CGC34090 HED - Farmers Market Load Sheets Yes No 2Y 2Y DP HED - Farmers Market Month End Reports Yes No 3Y 3Y CGC34090/DP 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 HED - HA/Section 8 1099 Forms Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Audit Materials Yes No 2Y 3Y 5Y CGC34090/DP Wednesday, December 13, 2017 Page 32 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HED - HA/Section 8 Bank Reconciliations Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Cancelled Checks Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Check Copy Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Family Self Suffiency Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 Financial Records Yes No 2Y 3Y 5Y CGC34090/DP HED - HA/Section 8 HUD Grants Yes No ACT + 1Y 4Y ACT + 5Y CGC34090/DP HED - HA/Section 8 Repayment Agreement/Informal Hearings Yes No 1Y 9Y 10Y CGC34090/DP HED - HA/Section 8 RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 HED - HA/Section 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 - HA/Section 8 Voucher Management Systems Yes No 2Y 3Y 5Y 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 5Y ACT + 5Y CGC34090/DP HED - Housing/P&P Program Policies & Procedures Yes Yes PERM PERM PERM CGC34090/DP HED - Housing/P&P Project Files Yes No ACT 5Y ACT + 5Y CGC34090/DP HED - Housing/P&P RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP HED - Housing/P&P RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP HED - OPM Administrative Files Yes No ACT + 5Y ACT + 5Y CGC34090/DP HED - OPM Pier Board Packet Yes Yes PERM PERM PERM DP Wednesday, December 13, 2017 Page 33 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation HED - OPM Purchase Orders Yes No 3Y 3Y CGC34090/DP HED - OPM Request for Warrants Yes No 3Y 3Y CGC34090/DP HED - OPM RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 HED - OPM RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 HED - OPM Vendor Files Yes No ACT + 3Y ACT + 2Y CGC34090/DP HED - SMRSA AB 1 X 26 Implementation No No ACT LP ACT + LP AB1X26/DP HED - SMRSA Administrative Files Yes No ACT 3Y ACT + 3Y CGC34090/DP HED - SMRSA Annual Reports Yes No ACT 5Y ACT + 5Y 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 A/P Files No No 2Y 2Y CGC34090 Human Resources Acting Application Files Yes No ACT 5Y ACT + 5Y CGC34090/DP Human Resources Affirmative Action Report Yes No ACT + 2Y ACT + 2Y CGC34090/DP Human Resources Application File Yes No ACT 10Y ACT + 10Y 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 + 1 25Y C + 26Y CGC34090/DP Human Resources DFEH/EEOC Complaints Yes No ACT 15Y ACT + 15Y CGC34090/DP Human Resources Drug Policy Yes Yes PERM PERM PERM DP Wednesday, December 13, 2017 Page 34 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Human Resources EEOP Reporting Yes No 6Y 6Y CGC34090/DP Human Resources Eligibility List Yes No ACT + 2Y 3Y ACT + 5Y CGC34090/DP Human Resources Eligibility List, Expired Yes No 3Y 3Y 6Y CGC34090/DP Human Resources Employee Accomodation File Yes No 3Y 15Y 18Y 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 + 10Y ACT + 10Y CGC34090/DP Human Resources Examination Materials Files Yes No ACT 10Y ACT + 10Y CGC34090/DP Human Resources Examination/Application Files Yes No ACT 10Y ACT + 10Y CGC34090/DP Human Resources Financial Back Up Tapes (DCAP)Yes No 1Y 6Y 7Y CGC34090/DP Human Resources Fire Fighters Incentive Bonus Yes No E + 2Y E + 2Y CGC34090/DP Human Resources Grievances/Internal Complaints Yes No ACT 15Y ACT + 15Y CGC34090/DP Human Resources Immigration & Nat. Svc. I-9 Form Yes No E 3Y E + 3Y CGC34090/DP Human Resources Industrial Disability Retirement Files Yes No ACT 15Y ACT + 15Y 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 1Y 20Y 21Y CGC34090/DP Human Resources PERS Special Projects Yes No ACT 15Y ACT + 15Y CGC34090/DP Human Resources Personnel Board Audio Recordings Yes No 2Y 2Y CGC34090 Wednesday, December 13, 2017 Page 35 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Human Resources Personnel Board Conviction Yes No 2Y 3Y 5Y CGC34090/DP Human Resources Personnel Board Hearings Yes No ACT + 15Y ACT + 15Y CGC34090/DP 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 10Y ACT + 10Y CGC34090/DP Human Resources Policy Memos Yes No PERM PERM PERM CGC34090/DP Human Resources Procedural Manual No No ACT 10Y ACT + 10Y 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 + 5Y 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 Reports Yes No 3Y 3Y CGC34090/DP Human Resources Training Manuals Yes No R R DP Human Resources Training Programs Yes No 3Y 3Y CGC34090/DP Human Resources Tuition Reimbursement Yes No 2Y 5Y 7Y CGC34090/DP Human Resources Umemployment Claims & Appeals Yes No 4Y 4Y CGC34090/DP Wednesday, December 13, 2017 Page 36 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation ISD - Admin.Contract Payment Yes No ACT + 5Y ACT + 5Y CGC34090/DP ISD - Admin.Contracts Yes No ACT + 5Y ACT + 5Y CGC34090/DP ISD - Admin.Purchase Orders Yes No 3Y 3Y CGC34090/DP ISD - Admin.Request for Warrants Yes No 3Y 3Y CGC34090/DP ISD - Admin.Requisitions Yes No 3Y 3Y CGC34090/DP ISD - Admin.RFP - Successful Yes No ACT + 5Y ACT + 5Y CGC34090 ISD - Admin.RFP - Unsuccessful Yes No ACT + 2Y ACT + 2Y CGC34090 ISD - Admin.Telephone Bill Details Yes No 1Y 6Y 7Y DP ISD - Software Systems Software Manual Obsolete Licenses Yes No ACT ACT DP ISD - Systems & Network Back Up Tapes, Departments Yes No ACT + 1Y ACT + 1Y DP ISD - Systems & Network Back Up Tapes, Police Department Yes No ACT + 1Y ACT + 1Y DP ISD - Systems & Network Back Up Tapes, Year End Yes No ACT + 1Y ACT + 1Y DP Library Applications, Meeting Room Rentals Yes No 2Y 2Y DP Library Credit Card Authorizations Yes No 2Y 2Y CGC34090 Library Grant Files Yes No 10Y 10Y CGC34090/DP Library Library Board Packet Yes Yes PERM PERM PERM CGC34090/DP Library Polaris System Yes Yes IND IND IND CGC34090/DP Library RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 Library RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 Library Security Incident Reports Yes No 2Y 2Y DP Wednesday, December 13, 2017 Page 37 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Library Sirsi System Yes Yes 8Y 8Y CGC34090/DP Library Special Project Files Yes No ACT 10Y ACT + 10Y CGC34090/DP 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 HS19850 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 Forms Yes Yes PERM PERM PERM CGC34090/DP PCD - B & S Energy Calculations Yes No LP + 2Y LP + 2Y CGC34090/DP PCD - B & S Expired Plans Yes No LP + 2Y LP + 2Y CGC34090/DP PCD - B & S Permits Yes Yes PERM PERM PERM CGC34090/DP PCD - B & S RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - B & S RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - B & S Soils/Geotechnical Reports Yes Yes PERM PERM PERM CGC34090/DP PCD - B & S Special Inspectors Reports Yes No LB LB CGC34090/DP PCD - B & S Structural Calculations Yes Yes LB IND LB CGC34090/DP PCD - B & S Structural Observation Reports Yes Yes LB LB CGC34090/DP PCD - City Planning Address Files Yes Yes PERM PERM PERM CGC34090/DP Wednesday, December 13, 2017 Page 38 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PCD - City Planning ARB Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Audio Tapes of B&C Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Board and Commission Minutes Yes Yes PERM PERM PERM CGC34090/DP PCD - City Planning Landmark Commission 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 Use Plans Yes No 10Y 10Y 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 Adminstrative Citation Yes Yes Act + 5Y ACT + 5Y CGC34090/DP PCD - Code Enforcement Complaints Yes No 1Y 19Y 20Y CGC34090/DP PCD - Code Enforcement Compliance Orders Yes 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 Violation Notices No Yes C PERM PERM CGC34090/DP PCD - Mobility Alley/Street Closure Permits Yes No 2Y 2Y CGC34090 PCD - Mobility Bike @ Work (Electronic)Yes No 2Y 2Y DP PCD - Mobility Bike @ Work Participation Agmt.Yes Yes IND IND IND DP Wednesday, December 13, 2017 Page 39 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PCD - Mobility Bike Share (Electronic)Yes No IND IND IND DP PCD - Mobility Bike Waiver & Release Yes Yes IND IND IND DP PCD - Mobility Employer Files (Electronic)Yes No 5Y 5Y ORD1604 PCD - Mobility ETRP Reports (Electronic)Yes Yes IND IND DP PCD - Mobility Franchise Documents Yes No ACT 5Y ACT + 5Y CGC34090/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 ACT + 2Y 8Y ACT + 10Y CGC34090/DP PCD - Mobility RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - Mobility RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - Mobility Rideshare Rewards Yes No 5Y 5Y CGC34090/DP PCD - Mobility SCAQMD Survey Yes No 5Y 5Y CGC34090/DP PCD - Mobility SCAQMD Trip Reduction Plan Yes No 5Y 5Y CGC34090/DP PCD - Mobility Subject Files Yes No ACT + 2Y ACT + 2Y DP PCD - Mobility Taxicab App/Permit Files Yes No ACT 2Y ACT + 2Y CGC34090/DP PCD - Mobility Taxicab Permit Testing Yes No 1Y 6Y 7Y CGC34090/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 2Y 2Y CGC34090 PCD - Parking Operations Beach & RPP Permit Apps Yes No 2Y 2Y DP Wednesday, December 13, 2017 Page 40 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PCD - Parking Operations Daily Cash Receipts Yes No ACT + 2Y ACT + 2Y CGC34090/DP PCD - Parking Operations License Agreements Yes No ACT + 2Y 3Y Act + 5Y CGC34090/DP PCD - Parking Operations Lots & Structures Files Yes Yes PERM PERM PERM DP PCD - Parking Operations Parking Operator Reports Yes No ACT + 2Y ACT + 2Y CGC34090 PCD - Parking Operations RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - Parking Operations RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - Traffic Management Complaints Yes No 10Y 10Y CGC34090/DP PCD - Traffic Management Contracts Yes No ACT 5Y ACT + 5Y CGC34090/DP PCD - Traffic Management Location Files Yes Yes PERM PERM PERM CGC34090/DP PCD - Traffic Management RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PCD - Traffic Management RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PCD - Traffic Management Subject Files Yes No ACT 5Y ACT + 5Y CGC34090/DP PCD - Traffic Management Subject Project Yes No ACT + 5Y ACT + 5Y 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 Maint Log (In Field)Yes No 10Y 10Y CGC34090/DP PCD - Traffic Signals Traffic Signal As-Builts No No PERM PERM DP PCD - Traffic Signals Traffic Signal Timing Sheets No No 10Y 10Y 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 Wednesday, December 13, 2017 Page 41 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - CID Authorization to Release Prop (Electronic)Yes No 3Y 3Y CGC34090/DP Police - CID Booking Hardcopy Fingerprint Card Yes Yes PERM PERM PERM CGC34090/DP Police - CID Cash Drawer Count Forms Yes No 2Y 2Y DP Police - CID Cash Transfer Between Accounts Yes No 2Y 2Y CGC34090 Police - CID Cash Turn-In Sheets Yes No 2Y 2Y DP Police - CID Citation Pink Copies No No 3Y 3Y DP Police - CID Citation Request for Dismissal Yes No 2Y 2Y CGC34090 Police - CID Citation Transmittal Yes No 2Y 2Y DP Police - CID Court List Yes No 2Y 2Y CGC34090 Police - CID Credit Card Receipts Yes No 7Y 7Y CGC34090/DP Police - CID Crime Lab (Chemical) Receipts Yes Yes PERM PERM PERM 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 (Electronic)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 10Y 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 Wednesday, December 13, 2017 Page 42 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - CID Finger Print Cards Yes Yes PERM PERM PERM CGC34090/DP Police - CID General Journal Batch Report Yes No 2Y 2Y DP Police - CID Homicide Reports Yes Yes PERM PERM PERM DP Police - CID Impounds, Never Released Yes No 3Y 3Y CGC34090/DP Police - CID In-Custody Booking Logs Yes No 2Y 2Y DP Police - CID In-Custody Processing Logs Yes No 2Y 2Y DP Police - CID Informant Files Yes No 10Y 10Y CGC34090/DP Police - CID Jail Booking Packet Yes No WIC-TR WIC-TR CGC34090/DP Police - CID LAFIS Log Yes No U + 2Y U + 2Y CGC34090/DP Police - CID Latent Prints from Crime Scene Yes Yes REV 5Y REV + 5Y 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 (Electronic)Yes Yes PERM PERM PERM DP Police - CID Palm Print File Yes Yes PERM PERM PERM CGC34090/DP Police - CID Pawn Slips Yes No 2Y 2Y DP Police - CID PCD Logs Yes No 2Y 2Y DP Police - CID PD Employee Pictures Yes Yes PERM PERM PERM CGC34090/DP Police - CID Private Tow Cards Yes No 2Y 2Y DP Wednesday, December 13, 2017 Page 43 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - CID Property Receipts (Electronic)Yes No 3Y 3Y 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 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 2Y 2Y DP Police - CID Repossession Cards Yes No 2Y 2Y 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 2Y 2Y CGC34090.5 Police - CID Scanned Case Management Sheet No No 2Y 2Y DP Police - CID Scanned Detention Certicates/Slips Yes No PERM PERM CGC34090.5 Police - CID Scanned Jail Booking Packet Yes No PERM PERM CGC34090.5 Police - CID Scanned Police Reports Yes No PERM PERM CGC34090.5 Police - CID Scanned Property Reports Yes No PERM PERM CGC34090.5 Police - CID Scanned Release Vehicle Impound Yes No PERM PERM CGC34090.5 Police - CID Scanned Subpoenas Yes No PERM PERM CGC34090.5 Police - CID Scanned Tow Hearing Files Yes No PERM PERM CGC34090.5 Police - CID Scanned Traffic Accident Report Yes No PERM PERM CGC34090.5 Police - CID Sealed Adult Police Reports Yes No 3Y 3Y PC851.8/DP Wednesday, December 13, 2017 Page 44 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - CID Sealed Juvenile Police Reports Yes No 5Y 5Y 781(a) WIC/DP Police - CID Shoot Review Reports/Memos Yes No PERM PERM PERM CGC34090/DP Police - CID Slides, Mug Yes No 10Y 25Y 35Y CGC34090/DP 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 10Y 25Y 35Y CGC34090/DP Police - OCOP AI Case File (Non Criminal)Yes No 5Y 5Y CGC34090/DP Police - OCOP Audio Tapes Yes No 5Y 5Y PC832.5b/DP Police - OCOP Automated Lic Plate Reader (Electronic)Yes No 1Y 1Y DP Police - OCOP Background Investigation, Hired Yes No E + 6Y E + 6Y CGC34090/DP Police - OCOP Background Investigation, Not Hired Yes No 5Y 5Y CGC34090/DP Police - OCOP Citizen Complaint Follow-Up Log Yes No 2Y 2Y CGC34090 Police - OCOP Complaints - Misc. (Informal)Yes No 3Y 3Y CGC34090/DP Police - OCOP Concealed Weapon Permits Yes No ACT + 2Y ACT + 2Y 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 FTO Files Yes No 2Y 2Y CGC34090 Police - OCOP Grant Files Yes No ACT + 5Y ACT + 5Y CGC34090/DP Police - OCOP K9 Incident Memo.Yes No E + 3Y E + 3Y CGC34090/DP Police - OCOP Line of Duty Death Yes No PERM PERM CGC34090/DP Wednesday, December 13, 2017 Page 45 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - OCOP Mobile Audio/Video In Car Camera Yes No 3Y 3Y CGC34090/DP Police - OCOP OC Spray Memo.Yes No 3Y 3Y CGC34090/DP Police - OCOP Officer Involved Shooting Review Yes No 3Y 3Y CGC34090/DP Police - OCOP OPN Memo.Yes No 3Y 3Y CGC34090/DP Police - OCOP Overtime Slips Yes No ACT + 2Y ACT + 2Y CGC34090/DP Police - OCOP Personnel Complaints/Tapes Yes No ACT + 5Y ACT + 5Y PC832.5b/DP Police - OCOP Personnel Files (Electronic)No No PERM PERM DP Police - OCOP Personnel History Cards Yes No PERM PERM DP Police - OCOP Pitchess Motions Yes No PERM PERM PERM CGC34090/DP Police - OCOP POA Request for Time Off Yes No 5Y 5Y CGC34090/DP Police - OCOP Police Training Files Yes No E + 6Y E + 6Y CCP335.1/DP Police - OCOP Policy Review Reports Yes No 5Y 5Y CGC34090/DP Police - OCOP Public Video Security System Yes No 3M 3M DP Police - OCOP Pursuit Memo.Yes No 3Y 3Y CGC34090/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 Police - OCOP Training Bulletins/Sign Off Forms Yes Yes PERM PERM PERM CGC34090/DP Police - OCOP Use of Force Worksheet Yes No 3Y 3Y CGC34090/DP Police - OCOP Vacation Slips Yes No ACT + 2Y ACT + 2Y CGC34090/DP Wednesday, December 13, 2017 Page 46 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 Academy Applications and Waivers Yes No 2Y 2Y CGC34090 Police - SSD Adult ID Registry Applications Yes No 1Y 1Y DP Police - SSD Animal Adoption Contracts Yes No 2Y 2Y DP Police - SSD Animal Call for Service Yes No 5Y 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 Rec. 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 3Y CGC34090 Police - SSD Animal Owners 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 Files Yes No E + 2Y E + 2Y DP Police - SSD Barking Dog Letter Yes No 2Y 2Y CGC34090 Police - SSD Case Files No No U + 2Y U + 2Y CGC34090/DP Wednesday, December 13, 2017 Page 47 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - SSD Cash Register Receipts Yes No 2Y 2Y DP Police - SSD Cash Vouchers Yes No 3Y 3Y CGC34090/DP Police - SSD Daily Cash Reconciling Reports Yes No 2Y 2Y DP Police - SSD Daily Report Login Sheet Yes No 2Y 2Y 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 Home Security Survey Form Yes No 2Y 2Y CGC34090 Police - SSD Jail Blotter Yes No 2Y 2Y CGC34090 Police - SSD Jail Incident Reports Yes No 3Y 3Y CGC34090/DP Police - SSD Jail Initial Intake Form/Not Booked Yes No 2Y 2Y DP Police - SSD Jail Special Confinement Log Yes No ACT + 2Y ACT + 2Y CGC34090/DP Police - SSD Jail Watch Summary Report Yes No 2Y 2Y DP Police - SSD Laser/Lidar Files Yes No 3Y 3Y CGC34090/DP Police - SSD Microchip Enrollment Forms Yes No ACT + 3Y ACT + 3Y CGC34090/DP Police - SSD Parking Citation Dismissal Request Yes No 2Y 2Y CGC34090 Police - SSD PASD Logs Yes No U + 3Y U + 3Y DP Police - SSD Secure/Non Secure Juvenile Det. Log Yes No 3Y 3Y CGC34090/DP Police - SSD Self-Defense Waiver/Sign In Sheet Yes No 2Y 2Y CGC34090 Police - SSD Spay/Neuter Vouchers Yes No 2Y 2Y CGC34090 Wednesday, December 13, 2017 Page 48 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation Police - SSD Stray Animal Affidavit Yes No 2Y 2Y CGC34090 Police - SSD TS/TC Officers Daily Logs Yes No 2Y 2Y CGC34090 Police - SSD Veterinarian Invoices Yes No 2Y 2Y CGC34090 Police - SSD Volunteer Files Yes No ACT + 2Y ACT + 2Y CGC34090/DP 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 + 1Y ACT + 1Y 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 IND IND 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 + 10Y CGC34090/DP PW - Airport Month End Files Yes No 3Y 3Y CGC34090/DP PW - Airport Noise Management Program Yes No 3Y 3Y CGC34090/DP PW - Airport Noise Violations Yes Yes 2Y 3Y 5Y CGC34090/DP PW - Airport Overnight Transient Parking Yes No 3Y 3Y CGC34090/DP PW - Airport Personnel Files No No E TR/HR E + TR/HR 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 Wednesday, December 13, 2017 Page 49 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 PW - Architecture Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Architecture Certified Payrolls Yes Yes ACT 3Y ACT + 3Y CCP338(a) PW - Architecture Drawing, Project (Electronic)Yes Yes PERM PERM PERM CGC34090/DP PW - Architecture Personnel Files No No E E DP PW - Architecture RFB/RFP - Successful Yes No PERM PERM PERM DP PW - Architecture RFB/RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - Architecture Special Provisions Yes Yes PERM PERM PERM CGC34090/DP PW - Engineering Bid/RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090/DP PW - Engineering Budget Working Papers Yes No 2Y 2Y CGC34090 PW - Engineering Certified Payrolls Yes Yes ACT 3Y ACT + 3Y CCP338(a) 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 Engineeering 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 IND IND IND CGC34090/DP PW - Engineering Lot Line Adjustment Yes Yes PERM PERM PERM DP Wednesday, December 13, 2017 Page 50 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 10Y 10Y CGC34090/DP PW - Engineering Permits, Street Repair Yes No 2Y 2Y CGC34090 PW - Engineering Permits, Utility Excavate Yes Yes PERM PERM PERM CGC34090/DP PW - Engineering Permits, Wastewater (Electronic)Yes No IND IND DP PW - Engineering Permits, Water Meters (Electronic)Yes No IND IND DP PW - Engineering Personnel Files No No E E DP PW - Engineering Purchase Card Statements Yes No 10Y 10Y 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 Construction Yes Yes PERM PERM PERM CGC34090/DP PW - Facilities Cemetery A/P 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 Green Burial Section Dev.Yes No 3Y 5Y 8Y CGC34090/DP PW - Facilities Cemetery Internment Books Yes Yes PERM PERM PERM HS7955 Wednesday, December 13, 2017 Page 51 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 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.Electronic W/O System W/O Yes Yes IND IND IND CGC34090/DP PW - Facilities Maint.Graffiti Removal Consent Form Yes No ACT + 3Y ACT + 3Y DP PW - Facilities Maint.Project Files/Job Folders Yes No ACT + 2Y ACT + 2Y 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.W/O System Labor Time Sheet (Electronic)Yes No 10Y 10Y DP PW - OSE Admin Citations/Appeals Yes Yes ACT 5Y ACT + 5Y CGC34090/DP PW - OSE Audio Tapes (Electronic)Yes Yes 2Y 2Y CGC34090 Wednesday, December 13, 2017 Page 52 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - OSE Environmental Reference Material Yes Yes IND IND IND DP PW - OSE Environmental Reports Yes Yes PERM PERM PERM CGC34090/DP PW - OSE Grants Yes Yes ACT 5Y ACT + 5Y 24CFR570.502/DP PW - OSE HHW Manifests Yes Yes PERM PERM PERM 40CFR263.22/DP PW - OSE Rebate Application (Electronic)Yes No ACT + 2Y ACT + 2Y DP PW - OSE Retrofit Upon Sales Compliance Cert Yes Yes PERM PERM PERM DP PW - OSE RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PW - OSE RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - OSE TFE Meeting Packet Yes Yes PERM PERM PERM DP PW - Pub. Landscape A/P 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 3Y 3Y CGC34090/DP PW - Pub. Landscape Daily Log Books - Prom. Maint.Yes No 10Y 10Y CGC34090/DP PW - Pub. Landscape Daily Work Orders - Prom. Maint.Yes No ACT + 5Y ACT + 5Y 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 Project Files - Park Maint. (Electronic)Yes No 10Y 10Y CGC34090/DP PW - Pub. Landscape Prop A Maint & Svc. Req.Yes No 7Y 5Y 12Y CGC34090/DP PW - Pub. Landscape Purchasing Card Log (Electronic)Yes No 3Y 3Y CGC34090/DP PW - Pub. Landscape RFP - Successful (Electronic)Yes No ACT 5Y ACT + 5Y CGC34090 Wednesday, December 13, 2017 Page 53 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - Pub. Landscape RFP - Unsuccessful (Electronic)Yes No ACT 2Y ACT + 2Y CGC34090 PW - Pub. Landscape Terminated 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 + 3Y C + 3Y CGC34090/DP PW - RRR Blue Prints Yes No LB IND LB CGC34090/DP PW - RRR Budget Working Papers Yes No 2Y 2Y CGC34090 PW - RRR C&D Mgmt. Plan Yes Yes LP LP CGC34090/DP PW - RRR Cash Turn-In Reports Yes No C + 1Y C + 1Y DP PW - RRR Landfill Receipts Yes No C + 3Y C + 3Y CGC34090/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 + 1Y C + 1Y DP PW - RRR Request for Add'l. Comp. - OT Yes No C + 2Y C + 2Y 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 Vendor Payments (Electronic)Yes No C + 4Y C + 4Y CGC34090/DP PW - Street/Fleet Budget Working Papers Yes No 2Y 2Y CGC34090 Wednesday, December 13, 2017 Page 54 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation 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 + 3Y ACT + 3Y DP PW - Street/Fleet Fleet - AST Training Records Yes Yes E + 3Y E + 3Y DP PW - Street/Fleet Fleet - CHP Bit Inspection (Electronic)No Yes 2Y 2Y VC34501.12 PW - Street/Fleet Fleet - Heavy Duty Driver Insp. Report Yes Yes 3M 3M CRF396.11 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 + 3Y ACT + 3Y 14CCR7401 PW - Street/Fleet Fleet - Vehicle Records Yes Yes LV LV DP PW - Street/Fleet Inventory Street Light Map Yes Yes PERM PERM PERM DP PW - Street/Fleet Personnel Files Yes No E E DP PW - Street/Fleet RFP - Successful Yes No ACT 5Y ACT + 5Y 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 - Street/Fleet Street Light Repair Log Yes Yes PERM PERM PERM CGC34090/DP Wednesday, December 13, 2017 Page 55 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - WR - Admin.Applications Yes No 2Y 2Y DP PW - WR - Admin.Books Yes Yes PERM PERM PERM DP PW - WR - Admin.Budget Working Papers Yes No 2Y 2Y CGC34090 PW - WR - Admin.Hyperion Yes No 2Y 10Y 12Y CGC34090/DP PW - WR - Admin.Invoices, Moss Avenue Yes No IND IND IND CGC34090/DP PW - WR - Admin.Litigation Files No Yes ACT 10Y ACT + 10Y DP PW - WR - Admin.Ordinance, Water Division No No R R DP PW - WR - Admin.Permitted Files Yes No ACT 30Y ACT + 30Y 29CFR1910.120 PW - WR - Admin.Project Files Yes No ACT 5Y ACT + 5Y CGC34090/DP PW - WR - Admin.Project Files MTBE Yes No ACT 10Y ACT + 10Y DP PW - WR - Admin.Property Tax Invoices Yes Yes PERM PERM PERM 26CFR301.6501/DP PW - WR - Admin.RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090 PW - WR - Admin.RFP - 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 Permits, Sewer Yes No LOB IND LOB CGC34090/DP PW - WR - PP Project Files Yes No LOB IND LOB CGC34090/DP PW - WR - PP Reference Materials Yes No U U DP PW - WR - Wtr. Treatment A/P Files No No 5Y 5Y CGC34090/dp PW - WR - Wtr. Treatment Compliance Reports No Yes IND IND 22CCR64469/40CFR141.33 Wednesday, December 13, 2017 Page 56 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - WR - Wtr. Treatment Consumer Complaints Yes No 5Y 5Y 22CCR64469 PW - WR - Wtr. Treatment Ground Water Production Records Yes Yes PERM PERM CGC34090 PW - WR - Wtr. Treatment Lab Test Results/Water Quality Yes Yes 10Y 10Y 22CCR64469/40CFR141.33 PW - WR - Wtr. Treatment Plant Operation Records Yes Yes IND IND 22CCR64469 PW - WR - Wtr. Treatment RFP - Successful Yes No ACT 5Y ACT + 5Y CGC34090/DP PW - WR - Wtr. Treatment RFP - Unsuccessful Yes No ACT 2Y ACT + 2Y CGC34090 PW - WR - WW Backflow Prevention (Electronic)Yes No 3Y 3Y HS116800 PW - WR - WW Billables 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 3Y DP 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 5Y 5Y CGC34090/DP PW - WR - WW Meter Read Yes No 2Y 2Y 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 Wednesday, December 13, 2017 Page 57 of 58 Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation PW - WR - WW Water Maps Yes Yes PERM PERM PERM CGC34090/DP PW - WR - WW Work Orders Yes Yes PERM PERM PERM DP Retention Codes: AA = After Audit, ACT = While Active or Term Ends or Expires, AR = After Recorded, C = Current, DP = Department Policy, E = While Employed, HS = Health and Safety, IND = Indefinite, LB = Life of Building, LOB = Life of Business, LP = Life of Project, LV = Life of Vehicle, M = Months, PE = Parking Enforcement, PERM = Permanent, P/O = Printouts, R = Reference, S = Until Superseded or Recorded Over, T = Term, TR = Transfer to Police Records, TR/HR = Transfer to Human Resources, TR/RM = Transfer to Risk Management, U = As long as the document is useful, Y = Years, AG OP = Attorney General Opinions, CCP = Code of Civil Procedure, CFR = Code of Federal Regulations, CGC = California Government Code, CLC = California Labor Code, EC = Election Codes, LC = Legal Consideration, PC = Penal Code, UFC = Uniform Fire Code, USC = United State Code and WIC = Welfare and Institutions Code. * Current technology does not allow for one year retention period, ** See seperate document for retention periods based on City Council meeting outcomes. Approvals: City Attorney: ___________________________________________Date_____________ City Clerk: _____________________________________________Date_____________ Resolution No. : _________________________________________Date ______________ Wednesday, December 13, 2017 Page 58 of 58 REFERENCE: Resolution No. 11138 (CCS)