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Home My WebLink AboutResolution No. 06-C044RESOLUTION NO. 06-C44 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA ADOPTING AN UPDATED SCHEDULE FOR THE RETENTION AND DESTRUCTION OF OBSOLETE RECORDS OF THE CITY WHEREAS, Section 34090 of the California Government Code provides that, with the approval of the City Council and the written consent of the City Attorney, the head of a city department may destroy any record, document, instrument, book or paper under his or her charge without making a copy thereof, after the same is no longer required, provided that certain records are exempt from such destruction; and WHEREAS, in February 2003, the City Council approved the "Records Retention Schedule for Cities" (the "Schedule"), attached hereto as Exhibit "A" and incorporated herein by reference, to use as a guideline for the retention and destruction of City records; and WHEREAS, the Schedule has been updated to include additional information on retention periods for certain City records, as well as information from the California Secretary of State's Local Government Records Management Guidelines; and WHEREAS, the City Attorney has reviewed and approves the Schedule, by signature of this Resolution, in accordance with the provisions of Section 34090 of the California Government Code. The City Attorney and City Council hereby acknowledge that the City Attorney's signature on this Resolution constitutes written consent under California Government Code section 34090 for the destruction of obsolete and unnecessary records and documents in accordance with the Schedule. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, DOES HEREBY FIND AND DECLARE THAT: SECTION 1. Adoption of Exhibit "A." The City Council hereby adopts the "Records Retention Schedule for Cities," attached hereto as Exhibit "A." SECTION 2. Ongoing Authority for Destruction of Records. The City Manager shall have ongoing authority, without further approval by the City Council and with the consent of the City Attorney provided herein, to authorize destruction of City records in accordance with Exhibits "A SECTION 3. Ongoing Authority for Minor Amendments to Schedule. The City Manager and/or City Attorney shall have ongoing authority, without further approval by the City Council, to make minor amendments to the Schedule from time to time, in accordance with changes to State and federal law which may affect retention periods for City records. SECTION 4. Certification. The City Clerk shall certify to the adoption of this Resolution. adoption. 0 E SECTION 5. Effective Date. This Resolution shall take effect immediately upon its PASSED, APPROVED AND ADOPTED this 5th day of June, 2006. Diane Chagnon, Mayor ATTEST: Vera Mendoza, City Clerk I HEREBY CERTIFY that the foregoing resolution no. 06-C44, was duly adopted by the City Council of the City of Azusa at a regular meeting thereof on the 5'h day of June 2006 by the following vote of Council: AYES: CITY COUNCIL MEMBERS: HARDISON, CARRILLO, ROCHA, HANKS, CHAGNON NOES: CITY COUNCIL MEMBERS: NONE ABSTAIN: CITY COUNCIL MEMBERS: NONE ABSENT: CITY COUNCIL MEMBERS: NONE 1.111 ui_rlltrt APPROVED AS TO FORM: Best Best & Krieger LLP City Attorney 2 0 EXHIBIT "A" "RECORDS RETENTION SCHEDULE FOR CITIES" [SEE ATTACHED SCHEDULE] RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period IRS Not a public record 8 CCR 14307 EC Accident/Illness Reports Employee Medical Records & Employee Exposure Records 8 CCR 3204 duration employment --Includes Material Safety Data Sheets (MSDS) GC 6254(c) plus 30 years Accidents/Damage to City Risk management administration GC 34090 Property CCP 337.15 10 years Permanent IRS Reg. 1.6001- 1(a) Original Journals, Ledgers, Statements, 3 years Accounts Payable Inventories IRC 6001 IRS Reg. 1.6001- (Sec. of State Guidelines Invoices, Checks, Reports, Investments, Purchase orders 1(e) _ — recommended retention: until audited + 4 years) IRC 6001 3 years Accounts Receivable Invoices, Checks, Reports, Investments, Receipt books IRS Reg. 1.6001- 1(e) Affidavits of Publication / Legal Notices GC 34090 2 years Posting Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) Revised Apd12006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Legal Category of Record Description or Example of Record Legal Authority Retention Period City Council, Redevelopment Agency, Commissions — GC 34090 Agenda / Agenda Packets agendas and packets should be imaged immediately. A paper GC 34090.5 2 years copy should be maintained for one year only. Council/Redevelopment Agency/Commissions - Paper copies of agenda packets should be maintained for 1 year as Agenda reports (staff reports) complete packets. Originals should be imaged immediately GC 34090 2 years for permanent retention. The imaged record can serve as the GC 34090.5 permanent record. Agreements Original contracts and agreements and back-up materials CCP 337 4 years after termination/ completion Annexations / Notices, Resolutions, Certificates of Completion GC 34090 Permanent Reorganizations Applications for Boards, Not selected GC 34090 2 years Commissions Committees GC 34090 Applications for Boards, Selected Sec. of State Current + 5 years Commissions, Committees Guidelines Appraisals For Real Property Owned by City or Redevelopment Agency GC 34090 2 Years — Not a public record until real estate transaction is complete GC 6254(h) Articles of Incorporation I GC 34090 Permanent Assessment Districts I Original Documentation GC 34090 Permanent Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Internal Revenue Code R&TC IRS Internal Revenue Service USC LC Labor Code (California) Penal Code (California) Revenue & Taxation Code (California) United States Code 2 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Annual Financial Report Internal Revenue Service GC 34090 Until audited + 2 years Audit Reports Financial services; internal and/or external reports; GC 34090 2 years independent auditor analysis Audit Hearing or Review Documentation created and or received in connection with an GC 34090 2 years audit hearing or review Backflow Test Reports Reports of testing and maintenance — waters stems 17 CCR § 7605 3 years Bank Account IRC 6001 Reconciliations Bank statements, canceled checks, certificates of deposit IRS Reg. 1.6001- 3 years 1(e) Benchmark Data Horizontal, vertical & control GC 34090 2 years Bids, Accepted Includes plan and specifications; notices/affidavits. GC 34090 4 years CCP 337, 337.1 Bids, Unaccepted Unaccepted bid packages only GC 34090 2 years Authorization/public hearing Bonds records/prospectus/proposals/certificates/notices GC 34090 Permanent (transcripts)/registers/statements. Bonds, Development Housing; Industrial Development CCP 337.5 10 years Bonds, Employee Personnel fidelity bonds GC 34090 While employed + 2 ears Bonds - Final Final bond documentation; monthly statement of transactions; GC 34090 10 years supp rting documents CCP 337.5 Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Leeal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Bonds - Paid Paid Bonds; warrant certificates; interest coupons GC 34090 GC 53921 2 years Documentation created and/or received in connection with the Bonds, Surety performance of work/services for the City, or for parcel maps CCP 337 4 years and subdivision work Bonds - Unsold Unsold Bonds GC 34090 GC 43900 et seg. 2 years Brochures/ Retain selected documents only for historic value. GC 34090 2 years Publications Budget, Annual Adjustments, journal entries, account transfers GC 34090 Current + 2 years Building, Blueprints/ Submitted by contractors with application for building permit GC 34090 2 years Specifications or Certificate of Occupancy Building, Certificates (except Life of the building or a bank, other financial Compliance, elevation, occupancy which affect real property H&S 19850 permanent institution or public utility) Building, Construction New commercial and residential construction, tenant improvements, room additions, spas, signs, block wall, CCP 337.1 4 years (Approved) remodel including security bonds Building, Inspection Correspondence, fees, appeal requests, reports GC 34090 2 years Building, Permits Building, signs, grading, encroachment permits GC 34090 Until completed + 2 years Leeal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) 0 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Building Plans Not to be reproduced until authority is obtained from architect GC 34090 For the life of the Elections Code (California) of record. H&S 19851 building Building, Signs (temporary) Home occupation, off -premise signs GC 34090 2 years Business License Annual Finance GC 34090 2 years Reports Business Licenses/Permits City issued GC 34090 While current plus 2 years Cal -OSHA Personnel -Logs, Supplementary Record, Annual Summary LC 6410; 8 CCR 5 years (Federal & State -Cal OSHA) 14307 California State Tax Records Forms filed annually; quarterly and year-end reports R&TC 19530 6 years R&TC 19704 Campaign Statements - Mayor, City Council - elected Ori tnal statements of elected candidates and committees �— GC 81009(b) Permanent can (originals) supporting elected candidates for Mayor, City Council GC 81009(g) microfilm after 2 years) Campaign Statements - candidates for Mayor, City Original statements of candidates and supporting committees GC 81009(b) 5 years (can microfilm Council - not elected for candidates not elected for Mayor, City Council GC 81009(g) after 2 years) (originals) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) Revised Apo12006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Leeal Authoritv Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Campaign Statements for Elections Code (California) LC Labor Code (California) other than Mayor, City Original statements of all other persons and committees; other GC 81009(c), (e) 7 years (can microfilm Council; other campaign original reports and statements GC 81009(g) after 2 years) reports (originals) Campaign Copies of reports/statements (if filing officer is not required to GC 81009(f) 4 years (can microfilm Statements/Reports Copies of keep more than one copy) GC 81009(g) after 2 years) Certificates of Compliance Building department documents GC 34090 2 years Until audited +4 years GC 34090 (Sec. of State Guidelines Checks Includes payroll, canceled and voided checks CCP 337 — recommended retention: until audited + 5 years) Citizen Feedback General correspondence. GC 34090 2 years Claims Against the City Paid/Denied GC 34090 Until settled + 2 years Building, housing and mobile home code violation records Code Enforcement, including inspections; public nuisance rubbish and weed Case files (see Nuisance abatement, citations GC 34090 2 years Abatement) [records on vehicle abatement/abandoned vehicles - generally Police Records] Leeal Authoritv Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC CCR California Code of Regulations IRC Internal Revenue Code R&TC CFR Code of Federal Regulations IRS Internal Revenue Service USC EC Elections Code (California) LC Labor Code (California) 0 Penal Code (California) Revenue & Taxation Code (California) United States Code Revised Apil 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Code Enforcement, Internal Revenue Service GC 34090 years Liens & Releases Utilities, abatement, licenses Labor Code (California) Permanent if document is recorded Code Enforcement - Logs Lien recovery GC 34090 2 years Code Enforcement Regulations Includes rules GC 34090 2 years Code Enforcement Reports, Federal and Code enforcement statistics; may contain records affecting GC 34090(a) Permanent State title to real property or liens thereon Collective Bargaining Agreements 29 CFR 516.5 3 years Community Surveys . Review final survey reports for historic significance GC 34090 2 years Various files, non -code enforcement, not related to specific Complaints/Requests lawsuits involving the City and not otherwise specifically GC 34090 2 years covered by the Retention Schedule. Comprehensive Annual Finance GC 34090 2 years Financial Reports (CAFR) Contracts, City Original contracts and agreements and back-up materials. CCP 337 4 years after terminatio Al completion Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period EC General correspondence, including letters and e-mail; Various LC Labor Code (California) Correspondence files, not related to specific cases and not otherwise GC 34090 2 years specifically covered by the retention schedule. Deeds, Real Property File with recorded documents; originals may not be destroyed. GC 34090 Permanent Deferred Compensation Finance - pension/retirement funds 29 CFR 516.5 3 years Reports Demographic/ GC 34090 2 years Statistical Data Deposits, Receipts Checks, coins, currency GC 34090 CCP 337 Until audited + 4 years DMV Driver Information Personnel --Not a public record. GC 34090 Until superseded Reports GC 6254(c) Development Conditions Mitigation measures; filed with case files GC 34090 CCP 337, 337.1, Development Agreements Infrastructure contracts, franchises. Original maintained for CCP 337.15 Permanent seven years. GC 34090 48 CFR 4.703 Development, General Internal working files including correspondence GC 34090 2 years Subject Files Development, Incident Files Emergency Call Outs GC 34090 2 years Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations Legal Category of Record Description or Example of Record Legal Authority Retention PC Penal Code (California) CCR California Code of Regulations Period Internal Revenue Code Logs, registers or similar records listing permits, certificates GC 34090(a) Code of Federal Regulations Development Logs of occupancy issued, may include inspection, building GC 4003, GC 4004 5 years Elections Code (California) activity, daily, plan check, utility H&S 19850 - 19853 Development, Photographs Aerial Photographs GC 30490 2 years Development, Projects- Not completed or denied Building, engineering, planning GC 34090 2 years Development, Reports Activity, Periodic GC 34090 2 years Development, Seismic Retrofit Program Includes Certificates of Compliance GC 34090 Permanent Development, Street Names and House Numbers Street dedications, closings, address assignment/changes GC 34090 Permanent Development, Studies, Special Projects & Areas Engineering, joint powers, noise, transportation GC 34090 2 years Development, Surveys Recording data and maps GC 34090 Permanent Development Standards Landscape mediums, parkway landscape development, public GC 34090 Permanent works construction Drawings, Project Plan Does not include those usually filed with case or project. GC 34090 2 years Easements, Real Property File with recorded documents; originals may not be destroyed. GC 34090 Permanent Economic Development Projects Administrative records/Staff reports/Project files GC 34090 2 years Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 0 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have'City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Economic Interest Statements Copies of statements forwarded to Fair Political Practices GC 81009(f), (g) 4 years (can imagem after - Form 700 (copies) Commission. Labor Code (California) 2 years) Economic Interest Statements 7 years (can image after 2 - Form 700 (originals) - Originals of statements of designated employees GC 81009(e), (g) years) elected Economic Interest Statements FPPC filings GC 81009(b) 5 years - Not elected Election - Administrative Not ballot cards or absentee voter lists/applications. GC 34090 2 years Documents Election — Affidavit Index EC 17001 5 years STATE & LOCAL ELECTIONS: All ballot cards (voted, Election - Ballots and Related spoiled, canceled) arranged by precinct, unused absentee EC 17302, 17306, Documents ballots ballot receipts, absent voter identification envelopes, 17505 6 months absentee voter applications. May be destroyed subject to any pending contest. Election - Ballots and For elections to Federal office (President Vice President, US identification envelope — Senator, US Representative) EC 17301 22 months Federal offices Election - Ballots - Prop. 218 California (Assessment Districts) Property related fees (Assessment Ballot proceeding) Constitution Art. Permanent XIII Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 10 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal'Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period IRS Notifications and Publication of Election Records used to USC United States Code EC Election -Canvass compile final election results, including tally sheets, voting EC 17304 6 months machine tabulation, detailed breakdown of results; special 11 election results Election - Certificates of Election Certificates of election; original reports and statements GC 81009(a)(d) Termination + 4 years Election - Charter Chapter designations by Secretary of State following adoption GC 34458-60 Amendments/Measures of voters GC 34090 permanent Package of 2 tally sheets, copy of index, challenge lists, Election - Election Official's assisted voters list. Package of Documents Public record - all voters may inspect after commencement of EC 17304 6 months official canvass of voters Election - Nomination All nomination documents and signatures in lieu of filing during term and 4 years Documents - successful petitions EC 17100 after Election - Nomination Documents - unsuccessful GC 81009(b) 5 years Election Petitions - EC 17200, 17400 Initiative/Recall/Ref. Not a public record - documents resulting in an election - GC 6253.5; 8 months Charter Amendments har AAmendments retention is from election certification. EC 17400; GC 34458-60 Legal'Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 11 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Leaal Authoritv Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Election Petitions - No Not a public record. Not resulting in an election. Retention is EC 17200, 17400 g months election from final examination. GC 6253.5 From date of election: Precinct official material; declaration of intention; precinct board member applications; orders Election - Precinct Records appointing members of precinct boards and designating EC 17503 5 months polling places includes notice of appointment of office and record of service Election - Roster of Voters From date of election; initiative; referendum recall; general EC 17300 5 years municipal election; Charter Amendments Election - Voter Affidavits EC 17000 5 years Election - Voter Registration Fire, special or school district EC 17000 5 years Signature Copy Employee Bonds Personal fidelity bonds GC 34090 While current + 2 years Employee Files Personnel --Not a public record. GC 12946 GC 6254(c) While current + 2 years Employee Information, Name, address, date of birth, occupation, rate of pay and GC 12946 29 CFR 1627.3 3 years General weekly compensation earned LC 1174 Leaal Authoritv Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 12 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Employee Information - Personnel --California Employer Information Report 2 CCR 7287(a), EC CEIR (for employers of 100 or more employees) 2 CCR 7287(c)(2) 2 yearsGC 12946 Employee Information - Applicant Identification Personnel --Data regarding race, sex, national origin of 2 CCR 7287(b), 2 years Records applicants (c)(2) Part of Personnel file --not a public record. Includes medical 29 CFR 1910.1020 Employee, Medical Files records; exposure records, etc. 8 CCR 3204 Length of employment + (For employees of less than 1 year, no need to retain medical 30 years records if they are returned to employee upon termination) GC 6254(c) Employee, Motor Vehicle GC 12946 2 years Pulls (DMV) Employee, Noise Exposure Noise exposure measurement records 8 CCR 5100 Current + 2 years Employee audiometric test records 8 CCR 5100 Length of employment Non -safety employee records may include: Release 29 CFR 1627.3 Authorizations; Certifications; Reassignments; outside GC 6250 et. seq. Length of employment + Employee, Non -safety employment; commendations, disciplinary actions; GC 12946 3 years terminations; Oaths of Office; evaluations -pre-employee GC 34090 medicals; fingerprints; identification cards (ID's) 41 Employee Programs Includes EAP and Recognition GC 34090 2 years GC 12946 Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 13 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period EC Elections Code (California) GC 12946 Labor Code (California) Employee, Recruitment Alternate lists/logs, ethnicity disclosures, examination GC 34090 29 CFR 1602 et. 2 years materials, examination answer sheets, job bulletins seq. 29 CFR 1627.3 Employee, Reports Employee statistics, benefit activity, liability loss GC 34090 2 years 29 CFR 1627.3 Police, fire, emergency employees may include: Release 29 CFR 1602.31 authorizations; certifications; reassignments; outside 29 CFR 516.6 et. Employee, Safety employment; commendations; disciplinary actions; seq. 3 years terminations; Oaths of Office; evaluations -pre-employee 45 CFR 1068.6(x) medicals GC 34090 GC 12946 GC 12946 Length of employment + Employee Rights - General 29 CPR 1602 2 years Employment Applications - Applications submitted for existing or anticipated job GC 34090 Not Hired openings, including any records pertaining to failure or refusal GC 12946 ]:2 years to hire applicant 29 CFR 1627.3 Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) 14 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC - United States Code Revised Apd12006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period EC Elections Code (California) LC 3 years after date of hire, Employment Eligibility Federal Immigration and Nationality Act; 8 USC 1324a (b)(3) or 1 year after date of Verification (I-9 Forms) Immigration Reform/Control Act 1986 Pub. Law 99-603 termination, whichever is later Employment - Surveys and Includes classification, wage rates GC 12946 GC 34090 2 years 41 Studies 29 CFR 516.6 Employment - Training Volunteer program training - class training materials, GC 34090 Length of employment + Records, Non -Safety internships GC 12946 2 years Employment - Personnel (by Paperwork documenting internal and external training GC 34090 Length of employment + name) 2 years Employment - Public Safety Certification/designations GC 34090 Length of employment + 2 years Employment - Vehicle Mileage Reimbursement Annual mileage reimbursement rates GC 34090 Until superseded + 2 Rates years Engineering Capital Improvement Supporting documentation including bidders list GC 34090 Project completion + 2 Projects specifications, reports, plans, work orders, schedules, etc. years Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Engineering Elections Code (Caliromia) LC Project completion + 10 Construction Tracking, CCP 337.15 Daily years Engineering Drawings, Traffic Signs, signing and striping, road construction GC 34090 Permanent Control Plan Engineering Storm Drains GC 34090 Permanent Flood Control Engineering Supporting documents re: improvement, lighting, GC 34090 Permanent Special Districts underground utility; bonds, taxes and construction Engineering Street/Alley (Abandonment/ Relinquishment of rights and fee title GC 34090 Permanent Vacation) Engineering Traffic Signals Counts, collisions, accidents GC 34090 Completion + 2 years Environmental Quality Air Quality (AQMD) Participants/voucher logs, Total Daily Mileage Survey CCP 338(k); 3 years (TDM); various local authorities; Commute Alternative GC 34090 Environmental Quality Documents, abatement projects, public buildings GC 34090 Permanent Asbestos Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (Caliromia) LC Labor Code (California) 16 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Environmental Quality Exemptions, Environmental Impact Report, Mitigation LC Labor Code (California) California Environmental monitoring, negative declaration notices of completion and GC 34090 Permanent Quality Act (CEQA) determination, comments, statements of overriding CEQA Guidelines considerations Environmental Quality Congestion Management Ride sharing, trip management GC 34090 Completion + 2 years Environmental Quality Environmental Review Correspondence, consultants, issues, conservation GC 34090 Completion + 2 years Environmental Quality Pest Control Pesticide applications, inspections and sampling, documents GC 34090 Completion + 2 years Environmental Quality Soil Analysis, construction recommendations GC 34090 Completion + 2 years Environmental Quality Soil Reports Final Reports GC 34090 Permanent ERISA Records Employee Retirement Income Security Act of 1974 29 USC 1027 6 years _ plan reports, certified information filed ERISA Records Employee Retirement Income Security Act of 1974 29 USC 1059 Indefinitely records of benefits due Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC CCR California Code of Regulations IRC Internal Revenue Code R&TC CFR Code of Federal Regulations IRS Internal Revenue Service USC EC Elections Code (California) LC Labor Code (California) 17 Penal Code (California) Revenue & Taxation Code (California) United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Legal Category of Record Description or Example of Record Legal Authority Retention Period Records required to be kept under Gov. Code section 53235.2 Ethics Training Records (AB (effective 1/1/06). Records must show dates that local GC 53235.2 5 years after receipt of 1234; effective 1/1/06) officials satisfied the training requirements and the entity that training provided the training Events Planning, Community Review for historic significance GC 34090 2 years 3 years (federal) Family and Medical Leave Records of leave taken, City policies relating to leave, notices, 29 CFR 825.500 2 years (State) Act (federal) communications relating to taking leave GC 12946 29 USC 436 26 CFR 31.6001.1-4 Federal Tax Records May include Forms 1096, 1099, W-4 and W-2 26 CFR 31.6001- 6 years 1(e) 29 CFR 516.5-516.6 Fee Schedules/Studies Considered by the City Council GC 34090 2 years Fire Protection District Administrative documents. GC 34090 2 years Administration Fire Safety Until superseded + 2 Administration General orders, policies & procedures GC 34090 years Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Internal Revenue Code R&TC IRS Internal Revenue Service USC LC Labor Code (California) Penal Code (California) Revenue & Taxation Code (California) United States Code 18 Revised Apni 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Leeal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Fixed Assets Elections Code (California) LC Labor Code (California) Inventory Reflects purchase date, cost, account number GC 34090 Until audited + 2 years Fixed Assets Auction; disposal — GC 34090 Surplus Property Listing of property; sealed bid sales of equipment CCP 337 Until audited + 4 years Fixed Assets Vehicle Ownership & Title Title transfers when vehicle is sold. VC 9900 et. seq. Until sold Flood Plain Maps FEMA - not a City record, for information only. Until Superseded Forms Administrative - blank Until Superseded Fund Transfers Internal; bank transfers & wires GC 34090 Until audited + 2 years General Ledgers All annual financial summaries --all agencies GC 34090CCP Until audited + 4 years 337 General Plan Image on completion. I paper copy in library until GC 34090 Until Completed superseded. General Plan Amendments Image on completion. GC 34090 Until Completed Gifts/Bequests Finance - to the City (kept with cash receipts) GC 34090 2 years Grading Permits GC 34090 Until completed + 2years Grading Variances GC 34090 Until completed + 2 years Leeal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) 19 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Grants Community Development Grants documents and all supporting documents: GC 34090 Labor Code (California) Block Grant (CDBG); Urban applications, reports, contracts, project files, proposals, 24 CFR 570.502 Until completed + 4 years Development; other Federal statements, sub -recipient dockets, environmental review, 24 CFR 85.42 and State grants grant documents, inventory, consolidated plan, etc. Grants - Unsuccessful Applications not entitled GC 34090 2 years Hazardous Materials - Documents regarding handling and disposal of hazardous CAL OSHA; While current + 5 years Hazardous Waste Disposal waste 40 CFR 122.21 Hazardous Materials Permits, Hazardous Materials [Permanent retention of environmentally sensitive materials is GC 34090 While current + 2 years Storage recommended] Hazardous Materials - Programs, Household Documents regarding federal, State or local programs on GC 34090 Until superseded + 2 Hazardous Waste disposal of household hazardous waste years Hazardous Materials - Employee exposure records; name/identity of chemical 8 CCR 3204(d) et. 30 years Exposure Records, etc. substance used; when & where chemical substance was used seq. Hazardous Materials - Documents regarding: storage, location, installation, removal, Underground Storage Tank remediation GC 34090 Permanent Compliance Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) 20 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised Apni 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Hazardous Materials - Documents regarding: storage, location, installation removal USC United States Code EC Underground Storage Tank remediation GC 34090 2 years Maintenance and Repair Historic Preservation Inventory Records of historic landmarks, including historic register GC 34090 Current + 2 years Home Occupation Permits Business license related GC 34090 Current + 2 years Housing Programs Planning/ Redevelopment Agency files. GC 34090 Current + 2 years Includes comprehensive Housing Authority Strategy, Meeting Housing Programs Credit Certificates, Housing Bond Advisory, HOME, In -Lieu 24 CFR 570.502 ears 4ears 4y Housing Mitigation, Low/Moderate Housing, Rental Housing 24 CFR 85.42 Information Services, Management policies and supporting documentation GC 34090 Until superseded + 2 Internet/World Wide Web years Information Systems, Hardware/software inventory logs; systems manuals GC 34090 Until superseded + 2 Inventory years Information Systems, Network Information Configuration maps and plans GC 34090 2 years Systems (LAN/WAN) Information Systems, GC 34090 Program Files and Directories F 2 years Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 21 Revised ApHl 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Information Systems, System generation GC 34090 2 years Tapes Insurance Personnel related GC 34090 Until Superseded Insurance, Joint Powers Agreement Accreditation, MOU, agreements and agendas GC 34090 Current + 2 years Liability, performance bonds, employee bonds, property; Insurance Certificates, City Insurance certificates filed separately from contracts, includes GC 34090 Until superseded insurance filed by licensees. Insurance, Liability/Property May include liability, property, Certificates of Participation, GC 34090 Until superseded deferred, use of facilities Insurance, Risk Management Federal OSHA Forms; Loss Analysis Report; Safety Reports; 29 CFR 1904.44 5 years (Federal) Reports Actuarial Studies GC 34090 2 years (State) Investment Reports, Summary of transactions, inventory and earnings report GC 34090 Until audited + 4 years Transactions CCP 337 Invoices Copies sent for fees owed, billing, related documents GC 34090 Until audited + 2 years Land Use and Development GC 34090 Until Superseded Code Legal Notices/Affidavits of GC 34090 2 years Publication Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) 22 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Legal Category of Record Description or Example of Record Legal Authority Retention Period Legal Opinions Confidential — not for public disclosure (attorney-client GC 34090 Until superseded + 2 privilege) years Licenses/Permits — Special This category DOES NOT include business licenses/permits GC 34090 Current + 2 years (Events; Solicitation) Litigation Case files GC 34090 Until settled + 2 years Lot Line Adjustments Land use - case files. GC 34090 Permanent Maintenance Manuals Equipment service/maintenance GC 34090 Until Superseded Maintenance/Repair Records Equipment GC 34090 2 years Engineering & field notes and profiles; cross section of roads, Maps &Plats streets, right-of-way, bridges; may include annexations, parks, GC 34090 Permanent tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. Marketing, Promotional Brochures, announcements, etc. GC 34090 2 years Master Plans, Annual Special or long range program plan for municipalities — GC 34090 2 years coordination of services; strategic planning Materials Board, Renderings Planning/Engineering GC 34090 2 years Boards & Photographs Council/Redevelopment Agency/Commissions. Documents Minutes are to be imaged immediately. Paper records are to be GC 34090 Permanent maintained permanently by the City Clerk Division. Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Internal Revenue Code R&TC IRS Internal Revenue Service USC LC Labor Code (California) Penal Code (California) Revenue & Taxation Code (California) United States Code 23 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Leeal Authoritv Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Municipal Code Cities may wish to retain old versions for historic value. GC 34090 Until superseded Municipal Facilities Contains records regarding plans, design, construction, GC 34090 For the life of the Construction conversion or modification of local goventment-owned H&S 19850 building facilities, structures and systems Municipal Facilities Permits, contracts, diagrams, schedules, insurance binders GC 34090 Current + 2 years Facility Rentals; Use Municipal Facilities Service requests, invoices supporting documentation, Maintenance and buildings, equipment, field engineering, public facilities GC 34090 2 years Operations including work orders and graffiti removal Neighborhood Planning Area and neighborhood Planning case records. GC 34090 Until Completed Newsletter, City May wish to retain permanently for historic reference. GC 34090 2 years Notices — Public Meetings Special Meetings GC 34090 2 years Nuisance Abatement Includes citations (not police), nuisance abatement and liens GC 34090 Until settled +two years resulting from nuisance abatement. GC 34090 Oaths of Office Elected and public officials (i.e., Council members; 29 USC 1113 Current plus 6 years commissioners; etc.) Sec. of State Guidelines Offers of Dedication I j GC 34090 Until Completed Leeal Authoritv Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 24 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Leval Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Ordinances Vital records - originals may never be destroyed. Image GC 34090 Permanent immediately. LC 6410; 8 CCR OSHA OSHA Log 200, Supplementary Record, Annual Summary 14307 5 years (Federal & State -Cal -OSHA) 29 CFR 1904.2 - 1904.6 OSHA (Accident/Illness Personnel - Employee Exposure Records & Employee LC 6410; 8 CCR Duration of employment Reports) Medical Records 14307; 8 CCR. plus 30 years Not a public record 3204; GC 6254(c) Paramedic Services Documents other than original contracts. GC 34090 2 years Parcel Map Waivers Land use - planning case files GC 34090 Permanent Parcel Maps Land use - planning/engineering case files GC 34090 Permanent Parking Studies Engineering GC 34090 2 years Leval Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC CCR California Code of Regulations IRC Internal Revenue Code R&TC CFR Code of Federal Regulations IRS Internal Revenue Service USC EC Elections Code (California) LC Labor Code (California) 25 Penal Code (California) Revenue & Taxation Code (California) United States Code Revised Apri12006 • RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period IRS Internal Revenue Service 29 USC 436 EC Elections Code (California) LC 26 CFR 31.6001-4 R&TC 19530 R&TC 19704 IRC 6001 Payroll - Federal/State Annual W -2's, W -4's, Form 1099s, etc.; quarterly and year- IRS Reg. 6 years Reports end reports 301.6501(a)-1 26 CFR 31.6001- 1(e) 29 CFR 516.5 — 516.5 Payroll Deduction/ Finance 29 CFR 516.6(c) While Current Authorizations Payrollrecords, terminated Finance files 29 CFR 516.5 ers from date of last employees P Y entry 29 CFR 516.5(a) 3 years LC 1174(d) Finance Payroll, registers Labor costs by employee & program fi —recommended permanent retention) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 26 Revised Apol 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period EC Elections Code (California) LC 3 years 8 CCR 11000-11150 (Sec. of State guidelines Payroll, time cards/sheets Employee 29 CFR 516.6(a)(1) — recommended LC 1174(d) retention: until audited + 6 years) LC 1197.5(d) LC 1174(d) Payroll -Wage Rates /Job Employee records GC 34090 GC 12946 While current + 3 years Classifications 29 CFR 516.6 29 CFR 1602.4 29 CFR 1627.3 Permits, Construction Other than building permits - For signs, grading, GC 34090 Until completed + 2 encroachment, including blueprints and specifications years Alterations, encroachment, excavations, road, street sidewalks Permits, Other & curb alterations, transportation, swimming pool drainage, GC 34090 Until completed + 2 years temporary uses, etc. PERS - Employee Benefits Retirement Plan 29 USC 1027 6 years Payroll or other records containing name, address, date of Personnel Records birth, occupation, rate of pay, etc., including records relating 29 CFR 1627.3 3 years to promotion, demotion, transfer, lay-off, termination Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) 27 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Legal Category of Record Description or Example of Record Legal Authority Retention Period Personnel Rules and Including employee handbook GC 34090 Until superseded + 2 Regulations years Petitions Submitted to legislative bodies GC 34090 Current + 2 years Planning Commissioners Applications and other documents relating to commissioners. GC 34090 Until Superseded + 2 years Initiated by citizen complaints or internally initiated; includes Police - complaint, reports, findings Administration PC 832.5 Investigations [Detailed listings of retention periods for police and other EVC 1045 PC 801.5 Until closed +5 years Administrative/Intemal public safety records should be governed by a separate records retention schedule.] Policies, Administrative All policies and procedures, directives rendered by Council GC 34090 Until Superseded + 2 not assigned a resolution or ordinance number years Policies, Council/ Original policies adopted by the City Council/RDA/ RDA/Commissions Commissions. Imaged immediately as part of Council packet GC 34090 Until Superseded or minutes. Political Support/Opposition, Related to legislation. GC 34090 2 years Requests & Responses Press Releases City related. GC 34090 2 years Legal Authority Abbreviations CCP Code of Civil Procedure (California) CCR California Code of Regulations CFR Code of Federal Regulations EC Elections Code (California) GC Government Code (California) PC IRC Internal Revenue Code R&TC IRS Internal Revenue Service USC LC Labor Code (California) Penal Code (California) Revenue & Taxation Code (California) United States Code 28 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention CFR Code of Federal Regulations IRS Period Procedure Manuals Administrative. GC 34090 Until superseded + 2 years Proclamations City issued proclamations GC 34090 2 years Property, Abandonment Buildings, condemnation, demolition GC 34090 Permanent Property Acquisition/ City and RDA owned. Supporting documents regarding sale, CCP 337.15 10 years 41 Disposition purchase, exchange, lease or rental of property by City Public Records Request Requests from the public to inspect or copy public documents GC 34090 2 years Purchasing Requests for Qualifications; Requests for Proposals regarding RFQ's, RFP's goods and services GC 34090 Current + 2 years Purchasing, Requisitions, Original Documents GC 34090 Until audited + 4 years Purchase Orders CCP 337 Recordings - audiotaped (for GC 34090 Until no longer required preparation of meeting Council/Commission/ 64 Ops.Atty.Gen for preparation of minutes) Redevelopment Agency meetings 317 minutes (after minutes are approved) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) CCR California Code of Regulations IRC Internal Revenue Code CFR Code of Federal Regulations IRS Internal Revenue Service EC Elections Code (California) LC Labor Code (California) %L7 PC Penal Code (California) R&TC Revenue & Taxation Code (California) USC United States Code Rmsed ApH 2006 • RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period IRS Internal Revenue Service USC United States Code Videos - 1 year; Phone & Recordings - routine video Routine daily taping/recording of telephone communications Labor Code (California) Radio communications - monitoring, telephone, and & radio communications; routine video monitoring including . GC 34090 340906 100 days (destruction radio communications in -car video systems, jail observation/monitoring systems, , must have be approved building security systems by City Council & City Attorney) Recordings, videotaped — Tapes of public meetings made by or at the direction of the meetings of legislative bodies city (e.g., Council/Commission/Redevelopment Agency GC 54953.5 30 days meetings) Other than videotapes of public meetings; Considered 90 days after event is Recordings, videotaped — duplicate records if another record of the same event is kept GC 34090, 34090.7 recorded (i.e., written minutes) Records Management Disposition Certification Documentation of final disposition of records GC 34090 Permanent Records Retention Schedules GC 34090 Current + 2 years Recruitments and Selection Records relating to hiring, promotion, selection for training 29 CFR 1627.3 3 years Refuse Collection General administrative records GC 34090 2 years Registration Forms Human Services Recreation Programs GC 34090 2 years Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years Resolutions Vital records - originals may never be destroyed. Image GC 34090 Permanent immediately. Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 30 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Returned Checks Finance -NSF (not City checks) GC 34090 2 years after audit Salary Surveys LC GC 34090 2 years Sewer Construction/ Improvement/ Administrative records. GC 34090 2 years Maintenance An Sister Cities Correspondence, etc. (May wish to retain permanently for GC 34090 2 years historic reference.) Social Events/Celebrations Review for historic significance, only documents deemed GC 34090 2 years significant will be imaged and maintained permanently. Speed Surveys Engineering GC 34090 Until superseded plus 2 years State Controller Annual reports. GC 34090 2 years Stop Payments Finance - bank statements GC 34090 2_ years Storm Drain Construction/ Improvement/ Administrative records. GC 34090 2 years Maintenance Street Construction/ Administrative records GC 34090 2years Improvements Street Vacations Offers to dedicate; drainage; access rights, etc. GC 34090 Permanent Studies, Various City GC 34090 While current + 2 years Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 31 Revised April 2006 RECORDS RETENTION SCHEDULE FOR CITIES Destruction of any City record must have City Council approval and written consent from the City Attomey, unless otherwise provided by law. (Gov. Code § 34090.) Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Legal Category of Record Description or Example of Record Legal Authority Retention Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Period Taxes, Special Special tax levied by a local agency on a per parcel basis CCP 338 Until audited + 3 years Unemployment Insurance LC IRC 3301-3311 4 years Records Utility Services - Applications for utility connections, disconnects, registers, GC 34090 Completion + 2 years Applications service Utility Services - Customer name, service address, meter reading, usage, GC 34090 Until audited + 2 years Billing Records payments, applications/cancellations Utility Services - Journals, Utility Billing Billing including monthly activity GC 34090 Until audited + 2 years Utility Services - GC 34090 Current + 2 years Meter Reading; Reports Utility Services - GC 34090 Current + 2 years Utility Rebates, Reports Vouchers - Payments Account postings with supporting documents GC 34090 Until audited + 4 years CCP 337 Warrant Register/Check Record of checks issued; approved by legislative body (copy GC 34090 Until audited + 2 years Register is normally retained as part of agenda packet information) Waste Management Solid Waste — Administrative documents GC 34090 2 years Workers Compensation Files Work -injury claims (including denied claims); claim files, 8 CCR 10102 Until settled + 5 years reports, etc. 8 CCR 15400.2 Legal Authority Abbreviations CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations IRC Internal Revenue Code R&TC Revenue & Taxation Code (California) CFR Code of Federal Regulations IRS Internal Revenue Service USC United States Code EC Elections Code (California) LC Labor Code (California) 32 Revised April 2006