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HomeMy WebLinkAboutH- 6 Records Retention Schedule . • �jFf 72 • delM fF//.F : J! i` . fi/% . .. .. •}}}• ?OM1 .• AUS AGENDA ITEM TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: SONIA CARVALHO, CITY ATTORNEY VIA: RICK COLE, CITY MANAGER /PA.6) DATE: APRIL 16, 2001 SUBJECT: RECORDS RETENTION SCHEDULE RECOMMENDATION: The City Attorney recommends that the City Council adopt the proposed "Records Retention Schedule For Cities"to use as a guideline for the retention and destruction of City records. BACKGROUND: The regulations for retaining and eventually destroying public records 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 has prepared a "Records Retention Schedule for Cities" which may be used by all City departments. The proposed schedule is intended to provide guidelines for City staff regarding the retention and destruction of City records. The proposed schedule details the legal retention period for specific records maintained by the City, as well as the recommended retention period for these records. The proposed schedule also includes references to statutes which set forth the retention periods for City records. This information will assist the City in tracking future changes in the law and updating the retention requirements when necessary. In addition to the proposed schedule, in the near future the City will be able to utilize State guidelines regarding records retention, which are currently being prepared by the Secretary of State - Archives and Museum Division. The Archives and Museum Division is developing these guidelines pursuant to new Government Code Section 12336, which went into effect on January 1, 2000. The purpose of this new law is to create a program to be administered by the State Archives to RVPUBWGS\610891 aqa(ld (14/6' ij establish guidelines for records management by local governments and to provide archival support to local agencies in California. The Archives and Museum Division has already prepared a draft document entitled, "Local Government Records Management Guidelines." However, this document has not yet been finalized or approved for posting on the Secretary of State's web site and, as yet, there is no estimated date when these guidelines will be available. In the mean time, the City Attorney recommends that the City adopt and utilize the proposed schedule for records retention. Once the State guidelines are made available, the City may wish to incorporate both the proposed schedule and the State guidelines in a records management program. FISCAL IMPACT: None. Attachment: Records Retention Schedule for Cities RVPUBWGS\610891 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.) Record Description Authority Legal Recommended Retention Retention Period Period Accident/Illness Reports Not a public record 8 CCR 3204(d) duration of duration of Employee Medical Records & Employee GC 6254(c) employment plus employment plus 30 Exposure Records 30 years years Accidents/Damage to City Risk management administration GC 34090 2 years 10 years Property CCP 337.15 Original Journals, Ledgers, Statements, IRS Reg. 1.6001- Permanent Permanent Accounts Payable Inventories 1(a) i► Invoices, Checks, Reports, Investments, IRC 6001 3 years 15 years Purchase orders IRS Reg. 1.6001- 1(e) Accounts Receivable Invoices, Checks, Reports, Investments, IRC 6001 3 years 15 years Receipt books IRS Reg. 1.6001- 1(e) Affidavits of Publication/ Legal Notices GC 34090 2 years Permanent Posting Affirmative Action Required by the Office of Federal 29 CFR 1602.14 1 year 1 year Records Contract Compliance Programs Rvrus\NGS\326290 Page 1 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Agenda/Agenda Packets City Council, Redevelopment Agency, GC 34090 2 years Permanent Commissions—agendas and packets GC 34090.5 should be filmed immediately. A paper copy should be maintained for one year only. The filmed record shall serve as the permanent record. Agreements Original contracts and agreements and GC 34090 2 years 5 years after back-up materials CCP 337 termination of agreement/contract Annexations/ Notices, Resolutions, Certificates of GC 34090 Permanent Permanent Reorganizations Completion Appraisals For Real Property Owned by City or GC 34090 Permanent Permanent Redevelopment Agency— GC 6254(h) Not a public record Audit Reports Financial Services GC 34090 2 years Permanent for historic value Awards Awards given to or by the City(special None Retain selected honors) awards deemed to be historically significant permanently Bank Account Statements, canceled checks, certificates IRC 6001 3 years 15 years Reconciliations of deposit IRS Reg. 1.6001- 1(e) RVPUB\NGS\326290 Page 2 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Bids, Accepted Includes plan and specifications; GC 34090 2 years 5 years after notices/affidavits. CCP 337 termination of contract/agreement Bids, Unaccepted Unaccepted bid packages only GC 34090 2 years 2 years Bonds Finance- authorization/public hearing GC 34090 Permanent Permanent records/prospectus/ proposals/certificates/notices (transcripts)/registers/statements. Paid Bonds; warrant certificates; interest GC 34090 2 years (City 2 years coupons GC 53921 Treasurer may set conditions for destruction) Unsold Bonds GC 34090 2 years (must give 2 years GC 43900 et seq. public notice before destruction) Brochures/ Retain selected documents only for GC 34090 2 years Permanent Publications historic value. Budget Annual budget documents GC 34090 2 years Permanent Building Plans Not to be reproduced until authority is GC 34090 2 years Permanent obtained from architect of record. Business License Annual Finance GC 34090 2 years Permanent Reports RVPUB\NGs\326290 Page 3 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Business Licenses/Permits City issued GC 34090 While current plus While current plus 4 2 years years Cal-OSHA Personnel-Logs, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary(Federal & State-Cal 6410; 8 CCR 14307 OSHA) California Income Tax R&TC 19704 6 years 6 years Records Campaign Statements - Original statements of elected candidates GC 81009(b) Permanent(can Permanent Mayor, City Council - and committees supporting elected GC 81009(g) microfilm after 2 elected(originals) candidates for Mayor, City Council years) Campaign Statements - Original statements of candidates and GC 81009(b) 5 years (can 5 years candidates for Mayor, City supporting committees for candidates not GC 81009(g) microfilm after 2 Council -not elected elected for Mayor, City Council years) (originals) Campaign Statements for Original statements of all other persons GC 81009(c), (e) 7 years (can 7 years other than Mayor, City and committees; other original reports and GC 81009(g) microfilm after 2 Council; other campaign statements years) reports (originals) Copies of Campaign Copies of reports/statements (if filing GC 81009(f) 4 years (can 4 years Statements/Reports - officer is not required to keep more than GC 81009(g) microfilm after 2 one copy) years) Certificates of Compliance Building department documents GC 34090 2 years Permanent RVPUB\NGS\326290 Page 4 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Citizen Feedback General correspondence. GC 34090 2 years 2 years Claims Against the City Risk Management GC 34090 Until settled 10 years after settled Collective Bargaining 29 CFR 516.5 3 years 3 years Agreements Community Surveys Review final survey reports for historic GC 34090 2 years *only documents significance deemed significant will be imaged and maintained permanently.* Complaints/Requests Various files, non-code enforcement, not GC 34090 2 years 2 years related to specific cases and not otherwise specifically covered by the retention schedule. Complaints Against Police Complaints by members of the public PC 832.5(b) 5 years 5 years Personnel Comprehensive Annual Finance GC 34090 2 years Permanent Financial Reports (CAFR) Conflict of Interest Originals - Fair Political Practices GC 81009(e), (g) 7 years (can 7 years Statements - Form 700 Commission. microfilm after 2 years) RVPUB\NGS\326290 Page 5 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Contracts, City Original contracts and agreements and CCP 337 5 years after Permanent for back-up materials. termination/ historic/ completion evidential value Correspondence General administrative; GC 34090 2 years 2 years Various files, not related to specific cases and not otherwise specifically covered by the retention schedule. Deeds, Real Property File with recorded documents; originals GC 34090 Permanent Permanent may not be destroyed. Deferred Compensation Finance-pension/retirement funds 29CFR 516.5 3 years 3 years Reports Demographic/ Retain for historical purposes. GC 34090 2 years Permanent Statistical Data DMV Driver Information Personnel--Not a public record. GC 34090 Until Superseded Until Superseded Reports GC 6254(c) Easements, Real Property File with recorded documents; originals GC 34090 Permanent Permanent may not be destroyed. Economic Development Administrative records/Staff GC 34090 2 years Permanent Projects reports/Project files Economic Interest Copies of statements forwarded to Fair GC 81009(f), (g) 4 years (can 4 years Statements - Form 700 Political Practices Commission. microfilm after 2 (copies) years) RVPUB\NGS026290 Page 6 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Economic Interest Originals of statements of designated GC 81009(e), (g) 7 years (can 7 years Statements - Form 700 employees microfilm after 2 (originals) years) Election- Administrative Not ballot cards or absentee voter GC 34090 2 years Permanent Documents lists/applications. Election- Ballots and All ballot cards (voted, spoiled, canceled) EC 17302, 17306, 6 months 6 months Related Documents arranged by precinct, unused absentee 17505 ballots, ballot receipts, absent voter identification envelopes, absentee voter applications. May be destroyed subject to any pending contest. Election - Election Package of 2 tally sheets, copy of index, EC 17304 6 months 6 months Official's Package of challenge lists, assisted voters list. Documents Public record- all voters may inspect after commencement of official canvass of voters Election-Nomination All nomination documents and signatures EC 17100 during term and 4 during term and 4 Documents in lieu of filing petitions years after years after Election Petitions - Not a public record- documents resulting EC 17200, 17400 8 months 8 months Initiative/Recall/Ref. in an election-retention is from election GC 6253.5 certification. Rvrus\NGs\326290 Page 7 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Election Petitions -No Not a public record. Not resulting in an EC 17200, 17400 8 months 8 months election election. Retention is from final GC 6253.5 examination. Employee Files Personnel--Not a public record. GC 12946 minimum 2 years 5 years after GC 6254(c) termination CCP 337 Employee Information- Personnel--California Employer 2 CCR 7287(a), 2 years 2 years CEIR Information Report 2 CCR 7287(c)(1) (for employers of 100 or more employees) GC 12946 Employee Information- Personnel--Data regarding race, sex, 2 CCR 7287(b), 2 years 2 years Applicant Identification national origin of applicants (c)(2) Records Employment Applications Personnel --Not a public record. GC 12946minimum 2 years 2 years -Not Hired GC 6254(c) Employment Eligibility Federal Immigration and Nationality Act 8 USC 1324a(b)(3) 3 years after date of 3 years after date of Verification(I-9 Forms) hire, or 1 year after hire, or 1 year after date of termination, date of termination, whichever is later whichever is later ERISA Records Employee Retirement Income Security Act of 1974 -plan reports, certified information filed 29 USC 1027 6 years 6 years - records of benefits due 29 USC 1059 Indefinitely Indefinitely RVPUB\NGS\326290 Page 8 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Events Planning, Review for historic significance GC 34090 2 years *only documents Community deemed significant will be imaged and maintained permanently* Family and Medical Leave Records of leave taken, City policies 29 CFR 825.500 3 years (federal) 3 years (federal) Act (federal); relating to leave, notices, communications GC 12946 2 years (state) 2 years (state) Family Rights Act relating to taking leave (California) Federal Income Tax IRS Reg. 3 years 15 years Records 301.650(a)-1 Fee Schedules/Studies Considered by the City Council GC 34090 2 years Permanent Fire Protection District Administrative documents. GC 34090 2 years Permanent Administration Flood Plain Maps FEMA- not a City record, for information Until Superseded Until Superseded only. Forms Administrative -blank Until Superseded Until Superseded Fund Transfers Internal; bank transfers & wires GC 34090 2 years 7 After Audit General Ledgers All annual financial summaries--all GC 34090 2 years Permanent agencies General Plan Image on completion. 1 paper copy in GC 34090 Until Completed Permanent library until superseded. RVPUB\NGS\326290 Page 9 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period General Plan Amendments Image on completion. GC 34090 Until Completed Permanent Gifts/Bequests Finance -to the City(kept with cash GC 34090 2 years 7 After Audit receipts) Grading Permits GC 34090 1 year Permanent Grading Variances GC 34090 Until Completed Permanent Grants Administration Grants to the City. GC 34090 Until Completed 3 years After Audit Historic Preservation e.g.; Historical landmarks, historic GC 34090 2 years Permanent register Historical Records Records deemed historically valuable. GC 34090 2 years Permanent History, City Review for historic significance GC 34090 Until Superseded *only documents Organizational deemed significant will be imaged and maintained permanently* Home Occupation Permits Business license related GC 34090 While Current 4 years after expiration Housing Programs Planning/ GC 34090 2 years Permanent Redevelopment Agency files. Insurance Personnel related. GC 34090 Until Superseded Permanent Insurance Certificates, City e.g.; liability,performance bonds, GC 34090 Until Superseded Until Superseded employee bonds, property plus 2 years RVPUB\NGS\326290 Page 10 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Land Use and GC 34090 Until Superseded Permanent Development Code Law Enforcement Records *Governed by separate Police Records * * * Retention Schedule. Documents presented to Council are permanent records to be imaged and maintained as part of Administration records. Legal Notices/Affidavits of GC 34090 2 years Permanent Publication Licenses/Permits City issued e.g. solicitation, special GC 34090 While Current 4 years after events. This category DOES NOT expiration include business licenses/permits Litigation Case files GC 34090 Until settled 8 years after settlement Lot Line Adjustments Land use - case files. GC 34090 Permanent Permanent Maintenance Manuals Equipment service/maintenance GC 34090 Until Superseded Until Superseded Maintenance/Repair Equipment GC 34090 2 years 2 years Records Materials Board, Planning/Engineering GC 34090 2 years 2 years Renderings Boards & Photographs RVPUB\NGs\326290 Page 11 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Media Relations Review for historic significance, only GC 34090 2 years Permanent documents deemed significant will be imaged and maintained permanently.* Medical Files, Employee Personnel--not a public record 8 CCR 3204 duration of duration of GC 6254(c) employment plus employment plus 30 30 years years Membership Applications/ Other agencies, organizations, GC 34090 Until Terminated Until Terminated Renewals associations Minutes Council/Redevelopment GC 34090 Permanent Permanent Agency/Commissions. Documents are to be imaged immediately. Paper records are to be maintained permanently by the City Clerk Division. Municipal Code Retain old versions for historic value. GC 34090 Until Superseded Permanent Neighborhood Planning Area and neighborhood Planning case GC 34090 Until Completed Permanent records. Newsletter, City Retain permanently for historic reference. GC 34090 2 years Permanent Nuisance Abatement Includes citations (not police), nuisance GC 34090 Until Settled Until Settled plus 2 abatement, and liens resulting from years nuisance abatement. Oaths of Office Personnel/Council/ GC 34090 While Current plus Permanent Commission 2 years RVPUB\Ncs\326290 Page 12 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Offers of Dedication Kept even though some may not occur. GC 34090 Until Completed Permanent Opinions, City Attorney GC 34090 2 years Permanent Ordinances Vital records - originals may never be GC 34090 Permanent Permanent destroyed. Image immediately. Organizations, Outside General correspondence. This category is GC 34090 2 years 2 years inclusive of all outside organizations, community groups, other governmental agencies, etc. OSHA OSHA Log 200, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary(Federal & State-Cal- 6410; 8 CCR 14307 OSHA) 29 CFR 1904.2 - 1904.6 OSHA (Accident/Illness Personnel - Employee Exposure Records 29 USC 651; LC Duration of Duration of Reports) & Employee Medical Records 6410; 8 CCR 14307; employment plus employment plus 30 Not a public record 8 CCR. 3204; GC 30 years years 6254(c) Paramedic Services Documents other than original contracts. GC 34090 2 years Permanent Parcel Map Waivers Land use -planning case files GC 34090 Until Completed Permanent Parcel Maps Land use -planning/engineering case files GC 34090 Until Completed Permanent Parking Studies Engineering GC 34090 2 years Permanent RVPUB\NGS\326290 Page 13 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Payroll - Federal/State Annual W-2's, quarterly and year-end IRC 6001 3 years 15 years Reports reports IRS Reg. 301.6501(a)-1 Payroll Deduction/ Finance 29 CFR 516.6(c) While Current 5 years after Authorizations termination Payroll, registers Finance 29 CFR 516.5(a) 3 years Permanent LC 1174(d) Payroll records, terminated Finance files 29 CFR 516.5 3 years from date 7 years after audit employees of last entry Payroll, time cards/sheets Employee 8 CCR 11000-11150 3 years 7 years after audit 29 CFR 516.6(a)(1) LC 1174(d) PERS - Employee Benefits Retirement Plan 29 USC 1027 6 years 6 years Personnel Records Records relating to promotion, demotion, 29 CFR 1627.3 3 years 3 years transfer, lay-off, termination Personnel Rules and Including employee handbook GC 34090 Until Superseded Permanent Regulations Planning Commissioners Applications and other documents relating GC 34090 Until Superseded Until Superseded+ to commissioners. 2 years RVPUB\NGS\326290 Page 14 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Police Records *Governed by separate Police Records Retention Schedule. Documents presented to Council are permanent records to be imaged and maintained as part of Administration records. Policies, Administrative GC 34090 Until Superseded Until Superseded Policies, Council/ Original policies adopted by the City GC 34090 Until Superseded Permanent CRA/Commission Council/CRA/ Commission. Imaged immediately as part of Council packet or minutes. Political Related to legislation. GC 34090 2 years 2 years Support/Opposition, Requests &Responses Polygraph tests Records relating to the administration of a 29 CFR 801.30 3 years after test 3 years after test polygraph examination Press Releases City related. GC 34090 2 years 2 years Procedure Manuals Administrative. GC 34090 Until Superseded Until Superseded Proclamations City issued proclamations GC 34090 2 years 2 years Property Acquisition/ City and CRA owned. GC 34090 2 years Permanent Disposition RVPUB\NGs\326290 Page 15 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Public Relations Review for historic significance, GC 34090 2 years *only documents deemed significant will be imaged and maintained permanently* Recordings - audiotaped Council/Commission/ GC 34090 Until no longer Until minutes are (for preparation of meeting Redevelopment Agency meetings 64 Ops.Atty.Gen required for approved minutes) 317 preparation of minutes Recordings -routine video Routine daily taping/recording of GC 34090, 34090.6 Videos - 1 year; Videos - 1 year; monitoring, telephone, and telephone communications &radio Phone &Radio Phone &Radio radio communications communications; routine video communications - communications - monitoring including in-car video 100 days 100 days systems,jail observation/monitoring (destruction must (destruction must systems, building security systems have approval of have approval of City Council & City Council & written consent of written consent of City Attorney) City Attorney) Recordings, videotaped Council/Commission/Redevelopment GC 34090, 34090.7 90 days after event 90 days after event Agency meetings recorded and recorded and minutes approved minutes approved Recruitments and Selection Records relating to hiring, promotion, 29 CFR 1627.3 3 years 3 years selection for training Refuse Collection General administrative records GC 34090 2 years 2 years RVPUB\NGS\326290 Page 16 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Registration Forms Human Services Recreation Programs GC 34090 2 years 2 years Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years 2 years Reports -Agenda reports, Council/Redevelopment GC 34090 2 years Permanent staff reports Agency/Commission. All staff reports and GC 34090.5 correspondence presented as part of a meeting are permanent records. Paper copies of Council/CRA packets will be maintained for 1 year as complete packets. Originals are imaged immediately for permanent retention. (Paper records will be maintained 1 year in the City Clerk Division as part of a complete copy of the agenda packet materials). The filmed record shall serve as the permanent record. Resolutions Vital records - originals may never be GC 34090 Permanent Permanent destroyed. Image immediately. Returned Checks Finance-NSF (not City checks) GC 34090 2 years after audit 2 years after audit Salary Surveys GC 34090 2 years 2 years Sewer Construction/ Administrative records. GC 34090 2 years Permanent Improvement/ Maintenance Sister Cities Retain permanently for historic reference. GC 34090 2 years Permanent RVPUB\NGs\326290 Page 17 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Social Events/Celebrations Review for historic significance, only GC 34090 2 years Permanent* documents deemed significant will be imaged and maintained permanently.* Speed Surveys Engineering GC 34090 Until Superseded Until Superseded plus 2 years plus 6 years State Controller Annual reports. GC 34090 2 years 7 years after audit Stop Payments Finance -bank statements GC 34090 2 years 7 years after audit Storm Drain Construction/ Administrative records. GC 34090 2 years Permanent Improvement/ Maintenance Street Construction/ Administrative records GC 34090 2 years Permanent Improvements Studies, Various City Various file number locations. GC 34090 2 years Permanent Subdivision/Tract Files Planning/Engineering GC 34090 Until Completed Permanent Surplus Property Administration relating to auctions. GC 34090 2 years 2 years Tax Administration Includes Tax &Revenues Anticipation GC 34090 While Current 7 years After Audit Notes, Utility User's Tax and related documents. Telephone Reports Finance - monthly summary and detail GC 34090 2 years 2 years reports. Treasurer's Report GC 34090 2 years Permanent RVPUB\NGS\326290 Page 18 2/15/00 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.) Record Description Authority Legal Recommended Retention Retention Period Period Unemployment Insurance IRC 3301-3311 4 years 4 years Records Vacations Street; offers to dedicate; drainage; access GC 34090 2 years Permanent rights, etc. Wage and Hour Records - For covered employees and other records 41 USC 35-45 3 years 3 years federal requirements for employees under 19 years old Wage Rates/Job Employee records LC 1197.5(d) 2 years 2 years Classifications LC 1174(d) Warrant Registers Finance - list of demands (retain as part of GC 34090 Permanent Permanent agenda packet information) Waste Management Solid Waste -Administrative GC 34090 2 years Permanent Water System records Sampling data, analyses, reports, surveys, 22 CCR 64692 12 years 12 years letters, evaluations, schedules, Department determinations Wires Finance - fund transfers GC 34090 2 years 7 After Audit Work Orders Community Services GC 34090 2 years 2 years Workers Compensation Work-injury claims (including denied 8 CCR 10102 5 years 5 years Files claims) Legal Authority Abbreviations CCP Code of Civil Procedure(California) IRS Internal Revenue Service CCR California Code of Regulations LC Labor Code(California) RVPUB\NGs\326290 Page 19 2/15/00 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.) CFR Code of Federal Regulations PC Penal Code(California) EC Elections Code(California) R&TC Revenue&Taxation Code(California) GC Government Code(California) USC United States Code IRC Internal Revenue Code RVPUB\NGS\326290 Page 20 2/15/00