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HomeMy WebLinkAboutAgenda Packet - June 5, 2006 - CC I AZUSA CONSENT CALENDAR TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: CATHY HANSON, DIRECTOR OF HUMAN RESOURCES/PERSONNEL OFFICER VIA: F.M. DELACH, CITY MANAGER, DATE: JUNE 5, 2006 SUBJECT: REQUEST FOR LEAVE OF ABSENCE WITHOUT PAY- LIBRARIAN/YOUTH SERVICES RECOMMENDATION It is recommended that the City Council grant the request for a Leave of Absence without Pay for medical reasons from May 13, 2006 through May 31, 2006 in accordance with Azusa Civil Service Rules, Section 6.8, Subsection 6.8.1 Authorization. BACKGROUND In accordance with Azusa Civil Service Rules, Section 6.8 Leave of Absence without Pay, the City Council, upon recommendation of the City Manager, may grant a leave of absence without pay to any employee for a period not to exceed one year. FISCAL IMPACT There is no fiscal impact. ())aia/l'' 4/i,_-- (1,4 AZUSA AGENDA ITEM TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: SONIA CARVALHO, CITY ATTORNEY VIA: FRAN DELACH, CITY MANAGER/0'7 DATE: JUNE 5, 2006 SUBJECT: ADOPT UPDATED SCHEDULE FOR RECORDS RETENTION AND DESTRUCTION OF OBSOLETE RECORDS RECOMMENDATION: The City Attorney recommends that the City Council adopt the proposed resolution regarding the updated "Records Retention Schedule For Cities" to use as a guideline for the retention and destruction of general City records which have become obsolete. BACKGROUND: The regulations for retaining and eventually destroying public records which have become obsolete are governed by various State and federal statutes. Keeping track of the time periods for retaining specific records can be frustrating. To assist the City in complying with the necessary legal requirements for records retention, the City Attorney previously prepared a "Records Retention Schedule for Cities" (the "Schedule")which was approved by the Council in February 2003. The Schedule has since been updated to incorporate additional information from the Secretary of State's Local Government Records Management Guidelines regarding retention periods for various City records. The Schedule provides guidelines for City staff regarding the retention and destruction of general City records which have become obsolete. The Schedule details the legal retention period for specific records maintained by the City and include references to statutes which establish those retention periods. This information will assist staff in tracking future changes in the law and updating the retention requirements when necessary. To implement the Schedule,the City Attorney has drafted the attached resolution which adopts the Schedule and provides continuing authority for City staff to make minor amendments to the Schedule in conjunction with amendments to State and federal law. The resolution also provides the City Manager with ongoing authority regarding destruction of obsolete records under the provisions of Government Code section 34090. -1- 44/ J `� FISCAL IMPACT: None. Attachment: Resolution —2— RESOLUTION NO. 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 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. 1 SECTION 5. Effective Date. This Resolution shall take effect immediately upon its adoption. PASSED,APPROVED AND ADOPTED this 5th day of June, 2006. Diane Chagnon, Mayor ATTEST: Vera Mendoza, City Clerk APPROVED AS TO FORM: Best Best&Krieger LLP City Attorney 2 EXHIBIT "A" "RECORDS RETENTION SCHEDULE FOR CITIES" [SEE ATTACHED SCHEDULE] 116 AZUSA =µT AGENDA ITEM TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: SONIA CARVALHO, CITY ATTORNEY VIA: FRAN DELACH, CITY MANAGERAtAN ' DATE: JUNE 5, 2006 SUBJECT: ADOPT UPDATED SCHEDULE FOR RECORDS RETENTION AND DESTRUCTION OF OBSOLETE RECORDS RECOMMENDATION: The City Attorney recommends that the City Council adopt the proposed resolution regarding the updated "Records Retention Schedule For Cities" to use as a guideline for the retention and destruction of general City records which have become obsolete. BACKGROUND: The regulations for retaining and eventually destroying public records which have become obsolete are governed by various State and federal statutes. Keeping track of the time periods for retaining specific records can be frustrating. To assist the City in complying with the necessary legal requirements for records retention, the City Attorney previously prepared a "Records Retention Schedule for Cities" (the "Schedule")which was approved by the Council in February 2003. The Schedule has since been updated to incorporate additional information from the Secretary of State's Local Government Records Management Guidelines regarding retention periods for various City records. The Schedule provides guidelines for City staff regarding the retention and destruction of general City records which have become obsolete. The Schedule details the legal retention period for specific records maintained by the City and include references to statutes which establish those retention periods. This information will assist staff in tracking future changes in the law and updating the retention requirements when necessary. To implement the Schedule,the City Attorney has drafted the attached resolution which adopts the Schedule and provides continuing authority for City staff to make minor amendments to the Schedule in conjunction with amendments to State and federal law. The resolution also provides the City Manager with ongoing authority regarding destruction of obsolete records under the provisions of Government Code section 34090. 1 —1— t FISCAL IMPACT: None. Attachment: Resolution —2— RESOLUTION NO. 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 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. 1 SECTION 5. Effective Date. This Resolution shall take effect immediately upon its adoption. PASSED, APPROVED AND ADOPTED this 5th day of June, 2006. Diane Chagnon,Mayor ATTEST: Vera Mendoza, City Clerk APPROVED AS TO FORM: Best Best&Krieger LLP City Attorney 2 EXHIBIT "A" "RECORDS RETENTION SCHEDULE FOR CI1'1mS" [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 Category of Record Description or Example of Record Legal Authority Retention Period Not a public record 8 CCR 14307 Accident/Illness Reports Employee Medical Records & Employee Exposure Records 8 CCR 3204 duration of 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) 1 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 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 GC 34090 Agenda reports (staff reports) complete packets. Originals should be imaged immediately 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 Applications for Boards, GC 34090 Commissions, Committees Selected Sec. of State Current+ 5 years Guidelines A raisals For Real Property Owned by City or Redevelopment Agency GC 34090 2 ears pp — Not a public record until real estate transaction is complete GC 6254(h) y Articles of Incorporation GC 34090 Permanent Assessment Districts Original Documentation GC 34090 Permanent 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) 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 Category of Record Description or Example of Record Legal Authority Retention Period Annual Financial Report GC 34090 Until audited+2 years Audit Reports Financial services; internal and/or external reports; p independent auditor analysis GC 34090 2 years 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—water systems 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 cations; 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 years Bonds -Final Final bond documentation; monthly statement of transactions; GC 34090 10 years supporting 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) 3 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 Category of Record Description or Example of Record Legal Authority Retention Period Bonds -Paid Paid Bonds; warrant certificates; interest coupons GC 34090 2 years GC 53921 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 2 years GC 43900 et seq. 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 (Approved) improvements, room additions, spas, signs, block wall, CCP 337.1 4 years 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 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) 4 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 Category of Record Description or Example of Record Legal Authority Retention Period Building Plans Not to be reproduced until authority is obtained from architect GC 34090 For the life of the 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 R&TC 19530 California State Tax Records Forms filed annually; quarterly and year-end reports R&TC 19704 6 years Campaign Statements - Original statements of elected candidates and committees GC 81009(b) Permanent(can Mayor, City Council - elected supporting elected candidates for Mayor, CityCouncil 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) 5 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 Category of Record I Description or Example of Record Legal Authority Retention Period Campaign Statements for 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] • 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) 6 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 Category of Record Description or Example of Record Legal Authority Retention Period Code Enforcement, GC 34090 years Liens& Releases Utilities, abatement, licenses Permanent if document is recorded Code Enforcement-Logs Lien recovery GC 34090 2 years Code Enforcement Includes rules GC 34090 2 years Regulations Code Enforcement Code enforcement statistics; may contain records affecting Reports,Federal and title to real property or liens thereon GC 34090(a) Permanent State 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 termination/ 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) 7 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 Category of Record Description or Example of Record Legal Authority Retention Period General correspondence, including letters and e-mail; Various 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/ Statistical Data GC 34090 2 years Deposits, Receipts Checks, coins, currency GC 34090 Until audited+4 years CCP 337 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) 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) 8 • 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 Category of Record Description or Example of Record Legal Authority Retention Period Logs,registers or similar records listing permits, certificates GC 34090(a) Development Logs of occupancy issued, may include inspection, building GC 4003, GC 4004 5 years activity, daily,plan check, utility H&S 19850 - 19853 Development,Photographs Aerial Photographs GC 30490 2 years Development, Projects-Not Building, engineering,planning GC 34090 2 years completed or denied Development, Reports Activity, Periodic GC 34090 2 years Development, Seismic Includes Certificates of Compliance GC 34090 Permanent Retrofit Program Development, Street Names Street dedications, closings, address assignment/changes GC 34090 Permanent and House Numbers Development, Studies, Engineering,joint powers,noise,transportation GC 34090 2 years Special Projects &Areas 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 Administrative records/Staff reports/Project files GC 34090 2 years Projects 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) 9 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 Category of Record Description or Example of Record Legal Authority Retention Period Economic Interest Statements Copies of statements forwarded to Fair Political Practices 4 years (can imagem after -Form 700(copies) Commission. GC 81009(f), (g) 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 Category of Record Description or Example of Record Legal Authority Retention Period Notifications and Publication of Election Records used to Election- Canvass compile final election results, including tally sheets, voting EC 17304 6 months machine tabulation, detailed breakdown of results; special election results Election- Certificates of Certificates of election; original reports and statements GC 81009(a)(d) Termination+4 years Election Election- Charter Chapter designations by Secretary of State following adoption GC 34458-60 Permanent Amendments/Measures of voters GC 34090 Package of 2 tally sheets, copy of index, challenge lists, Election-Election Official's assisted voters list. EC 17304 6 months Package of Documents Public record - all voters may inspect after commencement of 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 EC 17200, 17400 Election Petitions - Not a public record- documents resulting in an election- GC 6253.5; Initiative/Recall/Ref. 8 months retention is from election certification. EC 17400; Charter Amendments 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.) Legal Category of Record Description or Example of Record Legal Authority Retention Period Election Petitions-No Not a public record. Not resulting in an election. Retention is EC 17200, 17400 8 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 While current+2 years GC 6254(c) Employee Information, Name, address, date of birth, occupation, rate of pay and GC 12946 General weekly compensation earned 29 CFR 1627.3 3 years LC 1174 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) 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 Category of Record Description or Example of Record Legal Authority Retention Period Employee Information- Personnel--California Employer Information Report 2 CCR 7287(a), CEIR (for employers of 100 or more employees) 2 CCR 7287(c)(2) 2 years GC 12946 Employee Information- Personnel--Data regarding race, sex,national origin of 2 CCR 7287(b), Applicant Identification applicants (c)(2) 2 years Records Part of Personnel file --not a public record. Includes medical 29 CFR 1910.1020 records; exposure records, etc. Length of employment+ Employee, Medical Files 8 CCR 3204 (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) Noise exposure measurement records 8 CCR 5100 Current+2 years Employee,Noise Exposure 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) 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 Category of Record Description or Example of Record Legal Authority Retention Period GC 12946 Alternate lists/logs, ethnicity disclosures, examination GC 34090 Employee, Recruitment29 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(a) medicals GC 34090 GC 12946 Employee Rights - General GC 12946 Length of employment+ 29 CFR 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) 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) 14 • 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 Category of Record Description or Example of Record Legal Authority Retention Period 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 GC 12946 Studies Includes classification, wage rates GC 34090 2 years 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 of employment+ name) Paperwork documenting internal and external training GC 34090 Length2 years Employment-Public Safety Certification/designations GC 34090 Length of employment+ 2 years Employment-Vehicle Until superseded+2 Mileage Reimbursement Annual mileage reimbursement rates GC 34090 Rates years Engineering Supporting documentation including bidders list, Project completion+2 Capital Improvement GC 34090 specifications, reports, plans, work orders, schedules, etc. years Projects 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) 15 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 Category of Record Description or Example of Record Legal Authority Retention Period Engineering Construction Tracking, CCP 337.15 Project completion+ 10 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 Counts, collisions, accidents GC 34090 Completion+2 years Traffic Signals Environmental Quality Participants/voucher logs, Total Daily Mileage Survey CCP 338(k); Air Quality (AQMD) (TDM); various local authorities; Commute Alternative GC 34090 3 years Environmental Quality Documents, abatement projects,public buildings GC 34090 Permanent Asbestos 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) 16 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 Category of Record Description or Example of Record Legal Authority Retention Period Environmental Quality Exemptions, Environmental Impact Report, Mitigation monitoring, negative declaration, notices of completion and GC 34090 California Environmental determination, comments, statements of overriding CEQA Guidelines Permanent Quality Act (CEQA) considerations Environmental Quality Ride sharing, trip management GC 34090 Completion+2 years Congestion Management Environmental Quality Correspondence, consultants, issues, conservation GC 34090 Completion+2 years Environmental Review Environmental Quality Pesticide applications, inspections and sampling, documents GC 34090 Completion+2 years Pest Control Environmental Quality Analysis, construction recommendations GC 34090 Completion+2 years Soil Environmental Quality Final Reports GC 34090 Permanent Soil Reports Employee Retirement Income Security Act of 1974 ERISA Records 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 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) 17 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 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 5 years after receipt of 1234;effective 1/1/06) officials satisfied the training requirements and the entity that GC 53235.2 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) 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) 18 • 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 Category of Record Description or Example of Record Legal Authority Retention Period Fixed Assets 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 Title transfers when vehicle is sold. VC 9900 et. seq. Until sold Vehicle Ownership & Title 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 GC 34090 General Ledgers All annual financial summaries--all agencies CCP 337 Until audited+4 years General Plan Image on completion. 1 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+2 years Grading Variances GC 34090 Until completed+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) 19 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 Category of Record Description or Example of Record Legal Authority Retention Period Grants Grants documents and all supporting documents: Community Development GC 34090 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 - [Permanent retention of environmentally sensitive materials is Permits, Hazardous Materials GC 34090 While current+2 years Storage recommended] Hazardous Materials - Documents regarding federal, State or local programs on Until superseded+2 Programs, Household disposal of household hazardous waste GC 34090 years Hazardous Waste 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 GC 34090 Permanent Compliance remediation 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) 20 Revised April2006 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 Category of Record Description or Example of Record Legal Authority Retention Period Hazardous Materials - Documents regarding: storage, location, installation, removal, Underground Storage Tank remediation GC 34090 2 years Maintenance and Repair Historic Preservation Records of historic landmarks, including historic register GC 34090 Current+2 years Inventory Home Occupation Permits Business license related GC 34090 Current+2 years Housing Programs Planning/ GC 34090 Current+2 years Redevelopment Agency files. Includes comprehensive Housing Authority Strategy, Meeting Housing Programs Credit Certificates, Housing Bond Advisory, HOME, In-Lieu 24 CFR 570.502 4ears Housing Mitigation, Low/Moderate Housing, Rental Housing 24 CFR 85.42 4y ears 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 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 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 Category of Record Description or Example of Record Legal Authority Retention Period Information Systems, System generation GC 34090 2 years Tapes Insurance Personnel related GC 34090 Until Superseded Insurance, Joint Powers Accreditation,MOU, agreements and agendas GC 34090 Current+2 years Agreement 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 Publication 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) 22 • 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 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) 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) 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.) Legal Category of Record Description or Example of Record Legal Authority Retention Period Municipal Code Cities may wish to retain old versions for historic value. GC 34090 Until superseded Contains records regarding plans, design, construction, GC 34090 Municipal Facilities For the life of the conversion or modification of local government-owned H&S 19850 Construction facilities, structures and systems building 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 Elected and public officials (i.e., Council members; 29 USC 1113 Oaths of Office commissioners; etc. Current plus 6 years Sec. of State Guidelines Offers of Dedication GC 34090 Until Completed 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) 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.) Legal Category of Record Description or Example of Record Legal Authority Retention 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 5ears (Federal & State-Cal-OSHA) 29 CFR 1904.2 - 5y ears 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 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) 25 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 Category of Record Description or Example of Record Legal Authority Retention Period 29 USC 436 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. 6ears 301.6501(a)-1 Reports end reports y 26 CFR 31.6001- 1(e) 29 CFR 516.5 — 516.5 Payroll Deduction/ Finance 29 CFR 516.6(c) While Current Authorizations Payroll records,terminated 3 years from date of last employees Finance files 29 CFR 516.5 entry 29 CFR 516.5(a) 3 years LC 1174(d) Finance Payroll,registers Labor costs by employee&program (Sec. of State Guidelines —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 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 Category of Record Description or Example of Record Legal Authority Retention Period 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) GC 34090 Payroll - Wage Rates/Job Employee records 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) 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) 27 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 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 EVC 1045 Until closed+5 years g [Detailed listings of retention periods for police and other PC 801.5 Administrative/Internal public safety records should be governed by a separate records retention schedule.] All policies and procedures, directives rendered by Council GC 34090 Until Superseded+2 Policies,Administrative 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) 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) 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 Category of Record Description or Example of Record Legal Authority Retention 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 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 Council/Commission/ for preparation of preparation of meeting Redevelopment Agency meetings 64 Ops.Atty.Gen minutes (after minutes minutes) 317 are approved) 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) 29 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 Category of Record Description or Example of Record Legal Authority Retention Period Videos - 1 year; Phone & Recordings -routine video Routine daily taping/recording of telephone communications Radio communications - monitoring,telephone,and &radio communications; routine video monitoring including GC 34090 34090.6 100 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 Documentation of final disposition of records GC 34090 Permanent Disposition Certification 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 Category of Record Description or Example of Record Legal Authority Retention Period Returned Checks Finance-NSF (not City checks) GC 34090 .2 years after audit Salary Surveys GC 34090 2 years Sewer Construction/ Improvement/ Administrative records. GC 34090 2 years Maintenance 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 2ears significant will be imaged and maintained permanently.* 2y ears 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/ Improvements Administrative records GC 34090 2 years 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 Attorney, unless otherwise provided by law. (Gov.Code§34090.) Legal Category of Record Description or Example of Record Legal Authority Retention Period Taxes, Special Special tax levied by a local agency on a per parcel basis CCP 338 Until audited+ 3 years Unemployment Insurance 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 - Billing including monthly activity GC 34090 Until audited+2 years Journals,Utility Billing Utility Services - Meter Reading; Reports GC 34090 Current+2 years Utility Services - Utility Rebates,Reports GC 34090 Current+2 years GC 34090 Vouchers - Payments Account postings with supporting documents 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