Resolutions - No. 2007-37RESOLUTION NO. 2007-37
A RESOLUTION OF THE LODI CITY
COUNCIL APPROVING CITYWIDE
RECORDS MANAGEMENT PROGRAM
AND POLICY
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
approve the Citywide Records Management Program and Policy, as shown on Exhibit A
attached hereto.
Dated: March 7, 2007
I hereby certify that Resolution No. 2007-37 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held March 7, 2407, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Katzakian, Mounce,
and Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
RANDI JOHL
City Clerk
2007-37
City of Lodi
RECORDS MANAGEMENT PROGRAM MANUAL
Original Adoption: March 7, 2007
(Last Revised: March 7, 2007)
This manual introduces the first Records Management Policy & Procedures for the
City of Lodi, California. The manual, which includes the Records Retention
Schedules and Destruction Policy, was originally reviewed and approved by the
City Council of the City of Lodi on March 7, 2007. Additional information and
suggestions are included to provide further records management assistance.
Compliance with the policies and procedures set forth in this manual will be an
ongoing effort.
PURPOSE - The purpose of a Records Management Program (RMP) is twofold. First, a
RMP establishes policies and procedures under a centralized records management
program to control the efficient creation, utilization, maintenance, retention, preservation
and disposition of City records, based on state and federal statutes governing public
records. Second, program implementation ensures that a responsible program of
records management is practiced. Records creation and disposition will be in
accordance with the law, and in the best interest of the City and its residents.
PRIMARY GOAL OF PROGRAM - The primary goal of the City of Lodi's records
management program is to effectively monitor City records data and to maintain a more
efficient records environment while preserving permanent City records on legal archival
media, eliminating the potential for lost or misplaced records, and creating a functional
records management system.
BENEFITS - The benefits of properly implemented records policies and procedures are
as follows:
0o Higher quality and faster customer service via efficient access to records and
the specific information contained within.
oo Increased executive and managerial effectiveness via improved access to
complete, accurate, and up-to-date records.
oo Measurable increases in staff productivity through research time reduction
and well -organized record inventories.
oo Substantial reductions h data and record volumes, freeing valuable office
and filing cabinet space while avoiding expensive off-site storage solutions.
oo Greater assurance of legal compliance through use of retention schedules.
oo Efficient process whereby vital data and records can be identified and
protected, and records no longer required can be identified and disposed of
appropriately.
oo Identification of modern technology suitable for the City's specific electronic
records management needs.
oo Measurable costs savings in time, resources, materials, storage, and
equipment.
COST OF OPERATING WITHOUT RECORDS MANAGEMENT - An organization may
find itself in legal trouble when it fails to maintain, misplaces or improperly destroys
important records. The following are examples of fines and judgments imposed since the
1980's as a result of failures in records management practices.
00 Piper Aircraft — for selective destruction of relevant documents, judge
declared "...records management system a sham..." _ $10 Million
Judgment
00 Iowa Beef Packers — accused of engaging in the worst case of poor
record- keeping in matters of worker safety and health = $2 Million Fine
00 1 Magnin — ages of employees over 50 circled in red in personnel files =
$1.9 Million Judgment
00 General Motors — cited for failures to record and for improperly
recording a wide range of injuries = $500K Fine
When faced with such fines, one should conclude that an effective records management
program is a money -saver.
GENERAL RECORDS MANAGEMENT – POLICY AND PROCEDURES
Pursuant to Government Code Section 6250, and the California Public Records Act,
"public records" includes any writing containing information relating to the conduct of the
public's business prepared, owned, used, or retained by any state or local agency
regardless of physical form or characteristics. "Writing" means any handwriting,
typewriting, printing, photostating, photographing, photocopying, transmitting by
electronic mail or facsimile, and every other means of recording upon any tangible thing
any form of communication or representation, including letters, words, pictures, sounds,
or symbols, or combinations thereof, and any record thereby created, regardless of the
manner in which the record has been stored. For purposes of this manual, all references
to the word "record" or any form thereof, shall encompass these definitions.
Government Code Section 12236 states in part, "The Secretary of State shall establish
the Local Government Records Program to be administered by the State Archives to
establish guidelines for local government retention and to provide archival support to
local agencies in this state." This document serves as a guideline for records
management operations and procedures by the City of Lodi. It includes sections
designed to assist employees with records management in their respective departments.
New types of records, changes in the laws, and policy revisions will require that
department retention schedules be updated regularly. The requirement for the City
Clerk's office to present this document to the City Council on an annual basis to reflect
any warranted changes is also included. Electronic records management and the rapid
change in technology will also necessitate an annual update of this document.
MANDATES
Federal Government - Numerous steps are taken at all levels to control government
records. Congress and various presidents were instrumental in bringing about legislation
to govern the amount of information collected, provide access to public information,
protect individuals' privacy, establish records management programs at the federal level
and authorize the appropriate use of records retention and disposition schedules. Both
federal and state case law and rules require parties to preserve documentary, including
electronic, evidence that relates to cases being litigated, or cases for which there is a
reasonable expectation of litigation.
State Government - State governments adopt their own versions of records
management laws. California law states that unless otherwise provided by law, records
may be destroyed after two years (Government Code 34090, et seq.) Government Code
Section 12236(a) states, "The Secretary of State shall establish the Local Government
Records Program to be administered by the State Archives to establish guidelines for
local government retention and to provide archival support to local agencies in this
state." This was the first step towards the consistent application of records retention for
all local/municipal governments in the State of California. The retention schedules used
in this document were based on these guidelines.
Local Agencies - On the local level, only the City Council can authorize records
destruction. Legal and proper disposal is governed by approved retention schedules to
help determine specific records which may be destroyed and documented with the
required approvals and processes as outlined in the City's rules and regulations and this
Policy.
Note: Duplicates or photocopies of original records no longer needed may be disposed
of as their destruction does not require approval.
The City of Lodi has specific obligations concerning its records. As a governmental
agency, much of the City's records are considered "public" records. As such, there is an
obligation to provide the public access to this information upon request. On the other
hand, some of the information is of a confidential nature (e.g. closed session memos,
applicants' financial statements, etc.) and staff must exercise the responsibility to
maintain those records in an appropriate fashion to prevent unlawful disclosure.
Regardless of the situation, staff must be knowledgeable in order to preserve the
integrity of all records in and under their care. (Government Code §34090 et seq.)
RESPONSIBILITIES
Policies and procedures, under the direction of the City Clerk, are hereby established for
the coordination, administration and implementation of the Records Management
Program, under which City records are retained for administrative, legal, fiscal, historical
and/or research purposes, and destroyed pursuant to law and the policies and
procedures set forth in this manual.
City Clerk - The City Clerk is responsible for developing, coordinating and administering
policies and procedures for the implementation of the Records Management Program,
and providing guidance to staff responsible for their respective department records.
To perform this function, the City Clerk shall on an ongoing and periodic basis:
00 Create, maintain, and make available all forms required by the Records
Management Program.
00 Oversee the development, revision, and maintenance of the Records
Retention Schedule for all City records, including the preparation of any
amendments as dictated by statute, staff, or Council Policy.
00 Submit proposals for any Retention Schedule amendments to the City
Attorney.
al
00 Create an annual report of any changes for presentation to the City
Council.
oo Maintain a current inventory and index of records transferred for off-site
storage and coordinate the transfers regarding the same.
00 Establish guidelines and coordinate periodic reviews of City records to
determine which records are eligible for destruction in accordance with
the Records Retention Schedule subject to approval of the Department
Head, City Clerk and City Attorney.
00 Coordinate with departments the timely destruction of obsolete records
according to the procedures herein, certify and document destroyed
records and ensure that Certificates of Destruction are permanently kept
on file with the office of the City Clerk.
00 Oversee the special handling of confidential, historical, and essential
records while ensuring the safety of vital records in the event of a
disaster.
oo Maintain accurate and timely electronic databases and a uniform filing
system of all legislative actions affecting the creation, utilization,
maintenance, retention, preservation and disposition of City records in
order to efficiently track and retrieve City records.
00 Respond to records requests by City staff in an efficient and timely
manner.
00 Respond to public records requests and subpoenas in an efficient and
timely manner in accordance with the law and City policy.
City Departments - Each Department Head is responsible for the following:
cc Designating a qualified employee to serve as the department records
liaison ("Records Liaison").
00 Creation of a reliable and accurate filing system to ensure the efficient
maintenance, retrieval and disposition of records under his/her control.
00 Ensuring that obsolete records under his/her control are destroyed in a
timely manner in accordance with the policies and procedures stated
herein.
00 Submitting a request for any necessary revisions to the Records
Retention Schedule to the City Clerk, who will in turn review the request
and submit a recommendation to the City Attorney. Upon concurrence,
the request shall be included in the annual report to City Council.
Records Liaisons - Each Records Liaison shall act as the main point of contact within
each department for questions related to records management. Specific responsibilities
include:
00 Maintain and control the disposition of department records.
00 Serve as liaison to apprise of and bring current any records needs or
any newly created records not shown in the current Records Retention
Schedule.
00 Conduct inventories and assessments of department records on an
annual basis.
00 Oversee the identification and collection of appropriate records for
destruction, ensuring implementation is in accordance with the Records
5
Management Program and the Records Retention Schedule in the
normal course of business.
00 Assist in monitoring legal mandates related to the unique types of
records maintained by department.
City Employees - All City employees are responsible for ensuring the policies and
procedures established within this manual are followed.
RECORDS DESTRUCTION POLICY
Records Management Program Manual: The City Clerk will distribute this Records
Management Program manual to all Department Heads. Each Department Head is
responsible for ensuring that the records under his/her control are maintained and
disposed of in accordance with the policies and procedures herein. This document shall
be reviewed and revised annually to ensure it meets all legal and administrative
requirements. The manual will supply the necessary tools for staff to effectively manage,
utilize, store, retrieve, and dispose of records.
Required Forms: The following forms are to be utilized by Departments to efficiently and
accurately identify, inventory, transfer to storage, retrieve, and destroy records under
his/her control: (Each form, including instructions, is attached).
Records Inventory Worksheet: (See Attachment A, Form 1) - This form is used to
collect the inventory and appraisal information needed to develop retention
periods for public records under the control of each City department.
Records Retention Schedule: (See Attachment A, Form 2) - This form governs
the mandatory disposition of City records by indicating the minimum length of
time records shall be maintained in the office and in storage, the maximum
preferred time by the department, if longer, and the time period after which they
may be destroyed.
Records Retrieval/Transfer Request Form: (See Attachment A, Form 3) - This
form is to be used for the transfer and/or retrieval of any record to or from off-site
storage. The form shall be prepared by the requesting department and submitted
to the City Clerk or his/her designee.
Authority to Destroy Obsolete Records Form: (See Attachment A, Form 4) - This
form is prepared by the department intending to destroy eligible records. The City
Clerk reviews the form for adherence/compliance with the requesting
department's retention schedule and City policy. The form is then forwarded to
the City Attorney for final review and approval. It is only after all required
signatures have been obtained, the specified records may be destroyed. The
original fully -executed form is permanently retained by the City Clerk's office.
As provided by Government Code Section 34090, with approval of the legislative body
by resolution, upon the request of the Department Head, and with the written consent of
the City Clerk and City Attorney, the records identified in the respective department
Records Retention Schedule are authorized to be destroyed in accordance with the
retention periods and the policies and procedures set forth in this manual. The approved
City Council resolution authorizes staff to destroy those records.
C�
The Office of the City Clerk shall be responsible for scheduling and coordinating with all
City departments the destruction of records on an annual basis. Initially, and on an
ongoing basis, the appropriate forms will be provided to all City departments to facilitate
documentation of records identified for destruction. Each Records Liaison will identify
and separate those records and complete the "Authority to Destroy Obsolete Records"
form, obtain the Department Head's signature and forward it to the City Clerk's office.
After the authorizing signatures are obtained, the Records Liaison will be notified that the
subject records may be properly disposed of.
It shall be required that the Department Head, City Clerk and City Attorney authorize and
sign each completed "Authority to Destroy Obsolete Records" form prior to any records
being destroyed.
IMPORTANT: All "Authority to Destroy Obsolete Records" requests must be carefully
scrutinized by all signatory staff in order to determine whether any records listed are
involved in litigation or if there is an administrative and/or operational requirement which
may require a temporary extension of the retention period.
Records approved for destruction that are deemed to be confidential in nature shall be
shredded. All other records shall be removed from their locations and recycled or
otherwise securely disposed of pursuant to City procedures. The City Clerk shall certify
every destruction of records and maintain a permanent record of all destroyed records
and destruction certifications.
EXCEPTIONS:
Notwithstanding the provisions identified above regarding the disposition of records, in
accordance with Government Code Section 34090, the City is not authorized to destroy
permanent records, which include, but are not limited too, the following:
00 Records affecting the title of real property or liens thereon.
00 Court records.
00 Records required to be kept by statute.
00 (Original) Records less than two years old.
00 Minutes, resolutions, or ordinances of the City Council or the City's
Boards, Committees or Commissions.
00 Records relevant to cases that are in litigation or those the City has
reason to believe will be litigated.
PROCEDURES FOR ANNUAL RECORDS PURGE:
Each year the Records Liaison shall conduct a survey and purge of records as follows
upon receiving the corresponding memo from the City Clerk:
00 Inventory records on an itemized list of those deemed inactive and no
longer needed for regular reference or routine operations.
00 Utilizing the "Records Inventory Worksheet," complete the form relative
to the records series list.
00 Submit the same to the City Clerk for further processing and to confirm
consistency with the Retention Schedule.
7
00 Once confirmation is obtained, prepare the records for destruction
and/or transfer by placing them in a records storage box or other
receptacle. Label the box according to the pertinent retention period and
department name and/or as instructed.
00 Arrange with the City Clerk's office for transfer to the Records Center.
00 Retain the approved Inventory Worksheet with attached inventory list
and file a copy with the City Clerk's office.
PUBLIC RECORDS REQUESTS:
Each Department Head is responsible for ensuring that a request for public records is
processed according to the procedures pursuant to the Public Records Act (Government
Code Section 6250, et seq.) and pursuant to City policies and procedures. A "record" is
any writing containing information relating to the conduct of the public's business that is
prepared, owned, used, or retained regardless of physical form or characteristics. When
a request for information is unclear and/or vague, the information is not readily
ascertainable, or may be confidential, City Attorney guidance shall be sought as soon as
practicable after the request is received to ensure timely processing of the request.
The California Public Records Act was enacted because "access to information
concerning the conduct of the people's business is a fundamental and necessary right of
every person in this state." The Act is also mindful of the right to privacy. Therefore, it is
critical that the City protect citizens' rights to privacy and comply with laws protecting the
same. If a record is a public record, and if it is not specifically exempt from disclosure, it
is available for inspection for any member of the public. It is the City's policy to fully
comply with the California Public Records Act.
VITAL RECORDS PROTECTION:
Vital records contain information necessary for the City to resume operations after a
disaster. Each Department Head is responsible for identifying the vital records under
his/her control and ensuring that the vital records are maintained according to the City's
Emergency Operation Plan.
N.
ATTACHMENT A
FORMS
City of Lodi
RECORDS INVENTORY WORKSHEET
DATE:
Department: Location (Building, Suite, Etc): Inventoried By:
Record Series Title(s):
Description of Record Series (Content, Purpose, Created By, Form No., Etc.):
Circle Media Format of Record Series:
Paper CD Floppy Microfilm Microfiche Tape Journal
Other (Specify):
Range/Dates of Records (Beginning an End):
Original of Duplicate — Check One and Complete:
Original, list location(s) of duplicates:
Duplicate, list location(s) of originals:
List Other Departments/Divisions/Agencies Who Receive Copies:
Describe Value of Record Series and Utilization (i.e., historical, legal, fiscal, administrative,
vital, confidential, etc.):
Department Retention (Amount of Time Record Series Retained by Department):
Name of Contact Person and Extension for Record Series:
Miscellaneous Department Comments:
Appraisal Comments by City Clerk:
Attachment A — Form 1 (Records Inventory Worksheet)
City of Lodi
RECORDS RETENTION SCHEDULE
DEPARTMENT:
Retention
Attachment A — Form 2 (Records Retention Schedule Form)
City of Lodi
REQUEST TO OBTAIN/TRANSFER RECORDS
FROM/TO RECORDS CENTER
Date: Check One: Obtain Transfer
Employee:
Department:
If Requesting Record:
File Reference (Name Subject, Number, Address, Date Range, Etc.):
Description (Warrant Ledgers, Citations, Payroll, CUPs, Etc.):
Media Type (Folder, Journal, CD, Microfilm, Etc.):
Box No. Date Range: _ Expected Return Date:
Purpose of Request (Briefly Explain):
If Transferring Record:
No. of Boxes: Retention Period (From/To):
Requesting Employee's Signature:
City Clerk's Staff Signature:
This form is intended to be used by City personnel for the transfer of records from or City
Records Center by requesting department. It is imperative that the above form is
completed accurately and completely in order to maintain order and flawlessly manage all
records retained in the Records Center.
INSTRUCTIONS FOR COMPLETING THIS FORM:
1. Fill in DATE of request, EMPLOYEE NAME, and TELEPHONE EXTENSION
2. Fill out DEPARTMENT name such as City Attorney, City Clerk, Community Services, Planning, etc.
3. FILE REFERENCE means the method by which the record is accessed: name, number, date, etc.
4. DESCRIPTION refers to the kind of record: warrant ledgers, citations, accts. payable, payroll, CUPs, etc.
5. MEDIA TYPE refers to form of record: file folder, box, journal, ledger, floppy, CD, microfilm, etc.
6. DATE RANGE includes the beginning and ending dates of records requested
7. EXPECTED RETURN DATE: must be during City Hall normal operating hours
8. PURPOSE OF REQUEST: Please explain the purpose of borrowing/transferring said records
Attachment A — Form 3 (Request to Obtain/Transfer Records)
City of Lodi
AUTHORITY TO DESTROY OBSOLETE RECORDS
The below -listed department records have been retained in accordance with the
City's Records Management Program Policy and Procedures and with applicable
federal and state laws as set forth in the City of Lodi Retention Schedules. In
accordance with the City's Records Management Program, with the consent of
the Department Head, and upon written approval of the City Clerk and City
Attorney, these records will be properly destroyed/disposed of.
Note: Documents will be reviewed for historical value and, if applicable, retained in the archives.
Documents involved in litigation or pending audit will not be destroyed.
Department: Date: Total No. of Pages: Proposed Destruction
Date:
Division: Prepared By: Signature:
Record Series Title Dates of Records Storage Location Box No.
(Same as Retention Schedule) (From and To)
Department Head: Date:
City Clerk:
Consent is hereby given to destroy the above -listed records:
*City Attorney:
Destruction Completed By:
Date:
Date:
Printed Name Signature Date
Attachment A — Form 4 (Authority to Destroy Records)
*Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation.
ATTACHMENT B
SECRETARY OF STATE'S
LOCAL GUIDELINES FOR
RECORDS RETENTION
SECRETARY OF STATE
LOCAL GOVERNMENT
RECORDS MANAGEMENT GUIDELINES
SECRETARY OF STATE BRUCE MCPHERSON
ARCHIVES AND MUSEUM DIVISION
RECORDS MANAGEMENT
(916) 653-4398
FEBRUARY 2006
LOCAL GOVERNMENT
RECORDS MANAGEMENT GUIDELINES
TABLE OF CONTENTS
CALIFORNIA GOVERNMENT RECORDS MANAGEMENT PROGRAM ............ 2-1000
BACKGROUND..........................................................................2-1010
AUTHORITY...............................................................................2-1020
DEFINITIONS.............................................................................2-1030
RECORDS MANAGEMENT......................................................................2-2000
PRINCIPLES...............................................................................2-2010
INVENTORY...............................................................................2-2020
APPRAISAL AND SCHEDULING...................................................2-2030
RETENTION SCHEDULES............................................................2-2040
DISPOSITION OF RECORDS........................................................2-2050
SUMMARY .................................................................................2-2060
ACKNOWLEDGEMENT................................................................2-2070
ADMINISTRATIVE RECORDS - TYPICAL RETENTION PERIODS..............ATTCH A
RECORDS MANAGEMENT AND ARCHIVES RESOURCES .....................ATTCH B
CITY RECORDS RETENTION GUIDELINES...........................................ATTCH C
COUNTY RECORDS RETENTION GUIDELINES.....................................ATTCH D
2
LOCAL GOVERNMENT RECORDS MANAGEMENT
GUIDELINES
California Government Records Management Program 2-1000
Background
2-1010
In 1968 the Legislature passed the California Public Records Act (PRA) (Government
Code, Section 6250 et sea.) which is modeled after the federal Freedom of Information
Act and details what government information is, and is not, available to the public. In
general, all records are open to the public except 28 specific exemption categories
listed in PRA, Section 6254. The PRA applies to all records, in whatever form,
maintained by either state or local public agencies.
In 1978 the Information Practices Act (IPA) (California Civil Code, Section 1798 et sea.)
became effective to protect personal privacy rights for individuals. The IPA is modeled
after the Federal Privacy Act of 1974 and supercedes portions of the PRA. It does not
apply to local public agencies except under voluntary contractual agreements.
The State Records Management Act (Government Code, Section 14740-14774)
requires the Director of the Department of General Services (DGS) to establish and
administer the state's records management program. The program applies "... to the
creation, utilization, maintenance, retention, preservation, and disposal of state
records." DGS administers the program though the State Administrative Manual (SAM),
Chapter 1600 and the California Acquisition Manual (CAM).
SAM and CAM require every state agency to establish Records Retention Schedules
which, when approved, become the legal authority for the agency to dispose of official
public records. Retention schedules are the key element in effective records
management programs for both government and private industry. State agencies must
revise and update their schedules every five years or whenever a change occurs that
impacts the keeping or disposing of agency records. The Records Management Act,
SAM and CAM do not apply to local public agencies.
Since, with the exception of the PRA, legislation and directives establishing the state
Records Management Program do not apply to local government, county and/or city
government agencies do not have a standardized program of accountability for their
treatment of public records. Nor does local government have standard retention periods
for various record categories other than certain record types identified in government
codes that mandate specific local programs. To alleviate this situation the 1999
legislature added Section 12236 to the Government Code, which states in Section
12236 (a) "The Secretary of State shall establish the Local Government Records
3
Program to be administered by the State Archives to establish guidelines for local
government retention and to provide archival support to local agencies in this state."
These guidelines are an initial attempt to provide some standards and structure to the
local government records management effort. Other attempts at standardization include
the California City Clerks Association's 1998 list of common local government records
and recommended retention periods. The goal of the State Archives in compliance with
GC 12236 is to consolidate information resources and provide local government with a
single source for archival and records management support and guidance.
Authority 2-1020
• California Public Records Act (Government Code, Section 6250 et seq.)
• Government Code, Section 12236
Definitions 2-1030
• Active Records — As a measure of activity for records that are referred to at least
once a month per cubic foot of records. Also — As a retention period for a Perpetual
Record that remains "active" until some event occurs to change its status, at which
time it has fulfilled its function. (See also Perpetual Record)
• Administrative Records — Records commonly found in all offices and typically
retained only for short time periods — less than five years. Examples include subject,
chronological, budget, and policy files.
• Archival Records - Records with enduring value because they reflect significant
historical events, document the history and development of an agency, or provide
valuable research data.
• Discovery — The pretrial disclosure of pertinent facts or documents by one or both
parties to a civil action or proceeding. Anything requested during discovery must be
disclosed if it exists — even non -records and records that should have been
destroyed earlier. Discovery effectively freezes selected holdings until released by
opposing attorney or the court.
Local Government — Government Code, Section 6252 states: "'Local Agency'
includes a county; city, whether general law or chartered; city and county; school
district; municipal corporation; district; political subdivision; or any board,
commission or agency thereof; other local public agency; or nonprofit entities that
are legislative bodies of a local agency pursuant to subdivisions (c) and (d) of
Government Code, Section 54952."
El I
Non -Records - Material not usually included within the definition of records, such as
unofficial copies of documents kept only for convenience or reference, working
papers, appointment logs, stocks of publications and processed documents, and
library or museum material intended solely for reference or exhibition. Also,
documents such as rough notes, calculations or drafts assembled or created and
used in the preparation or analysis of other documents. (See also Discovery)
• Permanent Records — Records that are required in perpetuity, usually identified by
statute or other written guidance. Examples include original birth certificates, death
certificates, Spanish land grants, etc.
• Perpetual Records — Records retained for an indefinite period of time and then
stored or destroyed after some event takes place. Examples include office
personnel files which are kept until a person leaves the office, policy files kept until
the policy is changed, contract files kept until the contract terminates, etc.
• Program Records - Records that relate to the primary function of the agency in
response to its daily mission. Examples include lien files, recorders files, election
files, probate records, medical records, etc.
• Public Records - Any information relating to the conduct of the public's business
prepared, owned, used, or retained by any state or local agency regardless of
physical form or characteristics.
• Records - All papers, maps, exhibits, magnetic or paper tapes, photographic films
and prints, punched cards, and other documents produced, received, owned or used
by an agency, regardless of physical form or characteristics.
• Records Retention Schedule - A list of all records produced or maintained by an
agency and the actions taken with regards to those records. A retention schedule is
an agency's legal authority to receive, create, retain, and dispose of official public
records. It assists the agency by documenting which records require office or
temporary storage, which records have historic or research value, and which records
should be destroyed because they no longer have any administrative, fiscal, or legal
value. In the event of litigation, courts accept a retention schedule as establishing
an agency's "normal course of doing business".
• Retention Period — The length of time a record must be retained to fulfill its
administrative, fiscal and/or legal function. Then a record should be disposed of as
soon as possible in accordance with an approved Records Retention Schedule.
;,
Records Management
Principles
2-2000
2-2010
According to Government Code, Section 14740, California's Records Management
Program is designed to "...apply efficient and economical management methods to the
creation, utilization, maintenance, retention, preservation, and disposal of state
records". Effective Records Management ensures that records are kept only as long as
they have some administrative, fiscal, or legal value.
When records no longer fulfill the value for which they were created, they should be
destroyed unless they also have some historic or research significance. If that is the
case the records should be preserved by an appropriate historical agency. Staff
members should realize that an effective records management program is not only cost
effective, it will also make their jobs easier. They should also know that records
retained beyond their value "just in case" only extend the agency's legal liability in the
event of adverse litigation.
These principles apply to all levels of government.
Inventory
2-2020
The first step in records management is a records inventory. Agencies need to know
what records they have, where the records are kept, the volume, and how the records
are used. This information is essential for developing a Records Retention Schedule to
document the agencies normal course of doing business.
The Records Inventory Worksheet, state form STD 70, is available to assist agencies in
gathering information needed in a records management program. Regardless of the
form used, the following information should be obtained during any inventory of agency
records:
Record Series - A record series is a group of similar records arranged under a single
filing system or kept together as a unit. They deal with a particular subject (budget,
personnel, etc.), result from the same activity (arrest reports, property assessments,
etc.), or have a special form (blueprints, maps, etc.). The title of each record series
should be as accurate as possible, since future references to the records will be by
the record series name. Avoid vague titles such as "Corporate Papers", "Official
Documents", or "Vital Correspondence".
• Media — Determine the media for each record series such as paper, microfilm, etc.
Also note if the same record exists in several medium.
9
• Years covered — Determine the period of years covered by each record series.
(Example: 1994-98).
Activity Level - The amount of activity involving a record determines where the
record should be stored. Active records need to be readily available and are
generally stored in the office because they are accessed frequently. Inactive
records that are still needed but only accessed occasionally should be warehoused
in low cost storage.
Volume — Note the volume of each record series by the cubic feet of space they
occupy. This number is a spot count and should represent only those records on
hand at the time of inventory. A typical file drawer or archive box contains
approximately one cubic foot of actual records. Folders, separators, tab cards, etc.
are not considered part of a record.
Appraisal and Scheduling
2-2030
After the inventory, sound records management requires a realistic appraisal of records
in relation to their period of usefulness and their value to the agency that owns them.
The appraisal will:
• Establish reasonable retention periods.
• Identify records that can be destroyed immediately.
• Identify records that should be transferred to low cost storage.
• Identify vital and/or confidential records.
• Identify records with historic and/or research value.
• Determine the method of disposition.
Once records are inventoried, determine the immediate and future usefulness of the
records. In general, records should be retained only as long as they serve the
immediate administrative, legal and/or fiscal purposes for which they were created.
When records no longer serve these purposes, they should be disposed of or preserved
for archival purposes, whichever is appropriate.
Records with administrative value are created to help accomplish the functions for
which an agency is responsible and have administrative value only as long as they
assist the agency in performing current or future work. Their administrative use is
exhausted when the transactions to which they relate are complete and from that point
on they lose value rapidly.
Records with legal value contain evidence of legally enforceable rights or obligations of
the agency. Examples are records that provide the basis for action, such as legal
decisions and opinions; fiscal documents representing agreements, such as leases,
titles and contracts; and records of action in particular cases, such as claim papers and
legal dockets.
rl
Fiscal records pertain to the financial transactions of the agency, such as budgets,
ledgers, allotments, payrolls and vouchers. After some records have served a basic
administrative function, they may still have sufficient fiscal value to justify additional
retention to protect the agency against court action and/or audits.
Some records will also have enduring value because they reflect significant historical
events or document the history and development of an agency. Others contain
accumulated data that can be useful for both scientific and genealogical research. At
the local level historical societies and/or public libraries may be able to assess this
potential value for the agency.
The final step in appraising records is determining their retention period. Keeping
records, either in offices or storage areas, is very expensive and the actual or potential
value of the records must be weighed against the cost. Most managers tend to keep
records too long "just in case" and unwittingly extend the agency liability for as long as
the records exist. Except for perpetual records, most administrative records should only
be kept two or three years and certainly not more than five. Program records (unique
and representative of the function of the office) are typically large files and kept for
longer periods of time. Attachment A contains recommended retention periods for
common administrative records maintained by several state agencies.
Questions to ask are how serious would it be if a particular record 5 or 10 years from
now were unavailable? What are the chances of it being needed? Are the
consequences serious enough to justify keeping a large volume of records for long
periods of time at considerable cost? Is the information available anywhere else? What
would it cost to reconstruct the record if necessary? Answering these questions will
lead to a more realistic approach to the problem of determining how long records should
be kept.
Establishing retention periods may also involve negotiation with the people who use the
records. They should be encouraged to look realistically at their need for the records.
Don't accept the answer that `the records are used all the time and therefore must be
kept permanently'. "Permanent" retention is very expensive, rarely necessary, and
usually must be justified by a specific written requirement such as a statute, legal
opinion, government code, etc. The State assumes "permanent" to mean 500 years!
Will your records really have any value 500 years from now?
Once retention periods have been established for all records, a Records Retention
Schedule can be developed. The schedule formalizes the retention and disposition of
the agency's records and establishes the agency's "normal course of doing business".
9
Retention Schedules
2-2040
A properly prepared and approved Records Retention Schedule is an agency's legal
authority to do whatever needs to be done with records and documents entrusted to the
agency's care. It certifies the life, care, and disposition of all agency records. If
subpoenaed records have been destroyed, agency schedules (AND EVIDENCE OF
COMPLIANCE WITH THOSE SCHEDULES) will defend the agency's actions.
However, to prove there was no adverse intent when records were destroyed,
schedules must be specific and consistently used. Adverse intent (to keep records out
of court) is both a civil and criminal offense.
The state uses two forms to create Records Retention Schedules: the Records
Retention Schedule Approval Request, STD Form 72 (pdf); and the Records Retention
Schedule, STD Form 73 (pdf). The Form 72 contains signature elements from the
agency involved, the Records Manager, the approval authority, and an archival review.
The Form 73 is the schedule itself and contains an agency description or mission
statement plus the listing of all agency records. Both of these forms are for state
agencies but could easily be adapted/modified for use by local government.
Use of these or similar forms help an agency ensure their schedule contains all the
elements necessary to withstand legal scrutiny. The signatures of the program
manager (record custodian) and agency Records Manager attest to the completeness
and accuracy of the information on the schedule. The approval authority should be the
government body having administrative authority over the agency. For local
government this authority could be the County Board of Supervisors, County
Administration, Mayor's Office, City Administrator or similar government functions.
Archival review at the local level could be from a county or city historical society,
historical museum, library, or similar organization.
In state government schedules are considered current for five years unless amended
sooner due to a significant change in an agency's record keeping practices. A change
of mission, added functions, new programs, etc. would all trigger an amendment to an
existing schedule. Regardless of any amendments, a new schedule must be prepared
and approved after five years to ensure the schedule accurately and completely reflects
the agency's records holdings and disposition. Renewing schedules more frequently is
always an option, and is required in some states. Local government agencies should
adopt whatever cycle is most practical within their jurisdiction.
Physical location, complexity, and activity levels of records are some of the factors to
consider when determining how many schedules are needed to support an agency's
records management program. Small agencies housed in one facility with narrowly
focused missions may only need one schedule for the entire agency. Larger, more
complex agencies may need many schedules to efficiently and effectively document the
varied records maintained by the agency. For example, County Health Services in a
large populous county would probably require separate schedules for Children's
Services, Mental Health, Health Promotion, Elder Care Services, etc. On the other
0
hand, a small county Health Services Agency might use a single schedule and list
record series in groups under each different agency function.
Disposition of Records
2-2050
Once records have fulfilled their administrative, fiscal, or legal function they should be
disposed of as soon as possible in accordance with their Records Retention Schedule.
A properly completed schedule provides an agency with the legal authority to dispose of
records entrusted to its care. Disposition may include sending appropriate records to an
archival facility, recycling unneeded records, and/or destroying unneeded confidential
records. Remember, in the event of litigation the court will want to know what the
agency does in the normal course of doing business. Your Records Retention
Schedule spells out the normal course of business for how your agency handles and
disposes of its records.
In general, most agencies keep records well beyond the record's administrative, fiscal,
or legal value "just in case" the records may be desired for future purposes. That is one
of the worst reasons to retain records because excess records over -burden staff, slow
response times to public requests, and extend the agency's legal liability. A court can
not demand an agency produce documents that have been destroyed in accordance
with accepted and documented (your retention schedule) industry practices.
Summary 2-2060
Records Management's primary concern is the efficient, effective and economical
management of information. The guiding principle of Records Management is to insure
that information is available when and where it is needed, in an organized and efficient
manner, and in a well-maintained environment. Records Management is more than
retention schedules and the disposition of records; records management also
encompasses all the record-keeping requirements that allow an organization to
establish and maintain control over information flow and administrative operations.
Records Management seeks to control and manage records through the entirety of their
life cycle, from their creation to their final disposition.
In today's litigious society Records Management is more important than ever but
unfortunately is still overlooked and under -funded at all levels of government. In court
an astute attorney can discredit an agency in the eyes of a judge or jury by attacking the
way the agency handles its records. The fact that the records may refute or support a
particular position is obscured by the attack on how the agency accounts for and
handles those records. The agency's legal position in the litigation may be influenced
by how well or how poorly they comply with accepted records management practices.
A sound records management program doesn't cost — it pays. It pays by improving
customer service, increasing staff efficiency, allocating scarce resources, and providing
10
a legal foundation for how an agency conducts its daily mission. It helps identify and
justify opportunities for new technology. Microfilm, optical disk, optical character
recognition, workflow, e-mail, bar code, and other related technologies cannot be
adequately evaluated and cost justified without a good records management program.
Other benefits of effective records management include:
• Space Savings
• Reduced expenditures for new filing equipment
• Increased efficiency in information retrieval
• Compliance with legal, administrative, and fiscal retention requirements
• Identification and protection of vital records
• Control over creation of new records
• Identification of records with research value
• Identification of records with historical value
Acknowledgement
2-2070
The California State Archives would like to acknowledge the League of California Cities
and the City Clerks Association of California for their major contribution to these
guidelines. Attachment C represents several years of effort by the League and the
Association to provide standard retention periods for record series common to most city
jurisdictions. Attachment D — County Records Retention Guidelines has been
permanently removed.
Please forward comments and/or corrections to these retention periods to the California
State Archives.
For assistance in developing a Records Management Program or to comment on this
web site please contact:
Renee Vincent -Finch
Local Government Records Coordinator
Secretary of State
Archives and Museum Division
1020 O Street
Sacramento, CA 95814
(916) 653-4398, Fax (916) 653-7363
n`inch@ss.ca.gov
11
Administrative Records - Typical Retention Periods
Type of Record
Years
Remarks
Correspondence
Chron Files
2
General/Public
3
Controlled
2
Reports
3
Subject Files
3
Reproduction/Printing Requests
2
Financial
>4/7 = 4 yrs for state funds/7 for federal funds<
Expense Reports
4/7
Or until audited, whichever is first
Budgets
4/7
Or until audited, whichever is first
Bill in/Accounting Reports
4/7
Or until audited, whichever is first
Budget Change Proposals
4/7
Or until audited, whichever is first
Budget Change Concepts
4/7
Or until audited, whichever is first
Audits
4/7
Invoices
4/7
Or until audited, whichever is first
Fees/Receipts
4/7
Or until audited, whichever is first
Checks/Ledgers/Registers
4/7
Or until audited, whichever is first
Cal Stars Reports
Active+1
Active until new budget approved*
Cost Recovery - Federal
Active+7
Active until claim paid then 7 or until audited,
whichever is first*
Cost Recovery - State
Active+4
Active until claim paid then 4 or until audited,
whichever is first*
Grants
Active+2
Active until end of grant ear*
Equipment/Supplies/Space
Inventory
Active
Active until revised*
Purchase Request/Order
Active+4/7
Active until items received 4/7 if subject to audit)*
Service Orders/Authorizations
Active
Active until serviceperformed*
Vendor Information
Active
Active until revised*
Building Maintenance/Leases
Active
Active until lease terminates*
Inspection Re orts/Moves/S pace
Active
Active until revised/rescinded/su erseded*
Equipment Maintenance
Active+2
Active until maintenance complete*
Hardware/Software
Documentation
Active
Active until revised/rescinded/superseded*
Vehicle Files
2
Personnel
Duty Statements
Active
Active until revised*
U
Employee Records
Active+1
Active until employee leaves/terminates. PRA 6254,
IPA 1798.40, Confidential Destruction. (CD)*
Attendance
Active+1
Active until employee leaves/terminates. PRA 6254,
IPA 1798.40, CD.*
Travel
Active+1
Active until travel complete. PRA 6254, IPA 1798.40,
CD.*
Training
3
PRA 6254, IPA 1798.40, CD.
Applications
2
PRA 6254, IPA 1798.40, GC 12946, CD.
Interview Documents
2
PRA 6254, IPA 1798.40, CD.
Affirmative Action
Active
Active until revised*
Merit Awards
3
PRA 6254, IPA 1798.40, CD.
Superior Accomplishments
3
PRA 6254, IPA 1798.40, CD.
Labor Relations
2
Prod uction/Assig nment Los
2
Overtime Logs
2
PRA 6254, IPA 1798.40, CD.
Action Requests/Grievances
2
PRA 6254, IPA 1798.40, CD.
Toxic Exposure Reports
Active
Active until employee leaves/terminates. PRA 6254,
IPA 1798.40, CD. Transfer Rpt with employee.*
Polic /Procedure/Or anization
Policies All
Active
Active until revised*
Procedures All
Active
Active until revised*
Compliance Requirements
Active
Active until revised*
Organization Charts
Active
Active until revised*
Mission Statements
Active
Active until revised*
Associations
Active
Active while membership is current*
Meetings/Minutes/Agendas
2
Activity Reports
2
Studies/Statistics
3
Feasibility Studies
5
Request for Proposals
3
Delegation Orders
Active
Active until revised/su erseded/Revoked*
Conferences/Committees
3
Contracts
Active+4/7
Active until contract terminates/+4/7 if subject to
audit*
Emergency Preparedness
Active
Active until revised*
Public Hearings
5
Health/Safety
3
Plans and Goals
Active
Active until revised/rescinded/su erseded/Com tete*
Records Management
Records Retention Schedule
Active
Active until revised*
Records Transfer List STD 71
Active
Active until disposal of records*
Records Destruction
Authorization
4
Uw
Forms File
Active+1
Active until revised/rescinded/superseded*
Leg is lation/Reg ulations/Le al
Bill Analysis
3
PRA 6254
Research Information
3
PRA 6254
Proposed
Leg islation/Reg ulations
4
PRA 6254
Legal Opinions
Active+1
Active until issues resolved*
Law Suits/Small Claims
Active+1
Active until litigation complete*
Enrolled Bill Report
4
PRA 6254
PRA/IPA Files
2
Public Relations
Clippings
2
Press Releases
2
Speeches
2
* "Active" retention is for Perpetual Records that remain "active" until some event
occurs. After the event occurs the records are disposed of or may require retention for
an additional short period of time.
The "Remarks" section of a retention schedule also identifies records not subject to
public disclosure because of code or statute, as well as any other unusual or significant
characteristics about a record series. PRA refers to the California Public Records Act
and IPA refers to the Information Practices Act. CD stands for Confidential Destruction.
Most administrative records are small in volume and the records retained for less than
five years.
Program Records:
There are no typical retention periods for program records because they are unique to
the individual office. They represent the reason the office exists and their retention is
usually specified in some statute or regulation that established the office or program. A
few program records may be identified for permanent retention however most will be
retained for a specific number of years, or as perpetual records with an "Active" period,
just like administrative records.
Most program records are large in volume and may be required much longer than
administrative records. As with administrative records, program records should be
retained only as long as they have some administrative, fiscal, or legal value. After that
they should be disposed of in accordance with an approved Records Retention
Schedule.
EV
Records Management and Archives Resources
Many resources exist to assist you in your records management program. This list is
not all-inclusive but will provide you with several contacts where you can ask questions
and receive professional answers to many records management issues. All of these
resources provide information free of charge and some also offer membership in the
organization, which entitles you to additional benefits.
AIIM - Association for Information and Image Management, International.
AIIM is a global industry association connecting users and suppliers of enterprise
content management (ECM) technologies - tools and methods that help capture,
manage, store, preserve and deliver content in support of business processes. AIIM is a
neutral and unbiased source of information. They produce educational events and
conferences, provide up-to-the-minute industry information, and are ANSI/ISO-
accredited for standards development. Local chapters provide networking and
educational opportunities throughout the country.
World Headquarters
1100 Wayne Avenue, Suite 1100
Silver Spring, MD 20910
1-800-477-2446
http://www.aiim.pM/
ARMA International — Association of Records Managers and Administrators.
The mission of ARMA International is to provide education, research, and networking
opportunities to information professionals, to enable them to use their skills and
experience to leverage the value of records, information, and knowledge as corporate
assets and as contributors to organizational success. ARMA has a network of local
chapters that provide educational opportunities for members and non-members alike.
ARMA International
4200 Somerset Dr., #215
Prairie Village, KS 66208
1-800-422-2762
http://www.arma.orq/
NAGARA — National Association of Government Archives and Records Administrators.
NAGARA is an association dedicated to the improvement of federal, state, and local
government records and information management. Their goal is to promote the
availability of our documentary legacy by improving the quality of records and
information management at all levels of government
M.
NAGARA
48 Howard Street
Albany, NY 12207
1-518-463-8644
http://www.nagara.org/
NARA — National Archives and Records Administration
Major source for national archives and records management issues and policies.
Develops standard Record Retention Schedules for federal agencies.
National Archives and Records Administration
700 Pennsylvania Avenue, NW
Washington, D.C. 20408
1-800-234-8861
http://www.archives.gov/index.html
COSHRC
Council of State Historical Records Coordinators
Provides internet links to all State Archives and Records Management Offices.
http://www.coshrc.org/arc/states.htm
InterPARES
International Research on Permanent Authentic Records in Electronic Systems
Source for international research papers seeking to recommend standards in the
electronic records industry.
http://interpares.org/
CA Secretary of State
Provides records management guidelines for local government agencies through the
California State Archives web site.
California State Archives
1020 O Street
Sacramento, CA 95814
(916) 657-3634
rfinch _ss.ca.gov
CA Department of General Services — California Records and Information
Management (CaIRIM)
CaIRIM establishes guidelines for state agencies to manage their records programs,
including the management of electronic records and using technology such as imaging.
CaIRIM provides training, Master Service Agreements to streamline the contracting
process for records and imaging technologies and consultation, and other services to
help customers establish and maintain effective records programs. CaIRIM also reviews
and maintains all state agency records retention schedules.
Department of General Services
Procurement Division
California Records and Information Management Program
15005 th Street, Suite 101
Sacramento, California 95814
(916) 324-4809
http://www.osp.dgs.ca.gov/calrim/default.htm
:t
LOCAL GOVERNMENT
RECORDS RETENTION
GUIDELINES
August 1999
City Clerks' Association of California
California State Archives 2002 Version
C-1
LOCAL GOVERNMENT RECORDS
RETENTION GUIDELINES
TABLE OF CONTENTS
DISCLAIMER.................................................................................0-3
RECORD CLASSIFICATIONS...........................................................0-4
ITEM INDEX..................................................................................0-5
LEGEND & CITATIONS..................................................................0-16
ADMINISTRATIVE RECORDS..........................................................0-17
DEVELOPMENT RECORDS............................................................0-25
FINANCE RECORDS.....................................................................0-29
PUBLIC SAFETY RECORDS..........................................................0-32
EMERGENCY MANAGEMENT...............................................0-32
FIRE SAFETY.....................................................................0-32
HAZARDOUS MATERIALS...................................................0-33
LAW ENFORCEMENT..........................................................0-33
PUBLIC WORKS..........................................................................0-42
TRANSPORTATION.....................................................................0-47
C-2
Disclaimer
Local Government Retention Schedule Guidelines
The guidelines as enclosed have been endorsed by resolution of the General Assembly
of the League of California Cities, and by the City Clerks Association of California. They
represent extensive research as to the minimum legal requirements for the retention of
local government records and do not reflect the administrative, operational, financial or
historical needs of the jurisdiction. It is strongly recommended that cities consult with
legal counsel when formulating their retention schedules so as to best meet their
particular needs.
The committee's research was as complete as possible and reviewed by many legal
officers but may not include every record series pertinent to local government. The
guidelines are just that and are fluid, very much subject to additions and updates which
will be coordinated through the office of the State Archivist under the Secretary of State.
Reference to retention periods, unless otherwise indicated, refers to the current year
plus the years shown. For example, Cu + 2 refers to the Current year plus two, or 1998
plus years 1997 and 1996.
C-3
RECORDS RETENTION CLASSIFICATIONS — CITY GOVERNMENT
August 1999
[ADMINISTRATION
Audit
Community Services
Elections
General Subject
Grants
Human Resources
Information Services
Legal/Legislative
Municipal Clerk
Policies & Procedures
Public Information
Public Financing Authority
Risk Management
DEVELOPMENT
Administration
Building
Code Enforcement
Engineering
Environmental Quality
Housing
Municipal Facilities
Planning
Property
Redevelopment
FINANCE
PUBLIC SAFE
Animal Control*
Emergency Management
Fire Safety
Administration
Personnel
Property
Reports
Hazardous Materials
Health & Welfare
Law Enforcement
Administration
Investigations
Patrol
Services
PUBLIC WORK
Parks
Sanitation/Solid Waste/
Wastewater
Streets/Alleys
Utilities
Water
RANSPORTATION
Accounting
Administration
Administrative
Services Airport
Fixed Assets
Ground Transportation
License
Harbor
Payroll
Purchasing
Reports
Treasurer
*Anticipate will be addressed by County Officials
C-4
INDEX
ITEM
CATEGORY
PAGE
Abandoned Vehicles
Development
C-26
Abandonment
Development
C-28
Abandonment/Vacations
Public Works
C-43
Accident Reports - City Assets
Administration
C-24
Accounting/Cash Reconciliation
Public Safety
C-33
Accounts Payable
Finance
C-29
Accounts Receivable
Finance
C-29
Acquisition/Disposition
Development
C-28
Adjustments
Finance
C-29
Administration - General Subject
Administration
C-19
Administration - Public Financing Authority
Administration
C-23
Administrative/Internal
Public Safety
C-33
Affidavit Index
Administration
C-17
Agenda Reports (Master, Subject Files)
Administration
C-22
Agendas
Administration
C-22
Agendas, Board
Public Works
C-42
Agreements
Transportation
C-47
Air Quality
Development
C-27
Airport Certification
Transportation
C-47
Airport Noise Monitoring and Complaint
Transportation
C-47
Alarm Records
Public Safety
C-33
Annexation Case Files
Development
C-28
Annual Financial Report
Administration
C-17
Apparatus/Vehicle
Public Safety
C-32
Appeals, Civil
Administration
C-22
Applications - Aircraft Storage
Transportation
C-47
Applications - Parking
Transportation
C-47
Applications - Slip Rentals
Transportation
C-47
Applications - Special Events
Transportation
C-47
Applications
Finance
C-29
Applications, Absentee Ballots
Administration
C-17
Applications, Boards, Commissions, Committees
Administration
C-22
Appraisals
Development
C-28
Acquisition/Disposition
Development
C-28
Arrest/Conviction
Public Safety
C-36
Articles of Incorporation
Administration
C-22
Asbestos
Development
C-27
Assessment Districts
Administration
C-23
Assessment Districts
Finance
C-29
Asset Forfeiture - Investigations/Proceedings Case File
Public Safety
C-34
Asset Forfeiture - Notifications
Public Safety
C-34
Assisted, Challenged Voters List
Administration
C-17
Audits
Finance
C-30
Auto for Hire
Transportation
C-48
Ballots
Administration
C-17
Ballots - Prop. 218
Administration
C-17
Bank Reconciliation
Finance
C-29
Bank Statements
Finance
C-30
Benchmark Data
Development
C-25
Benefit Plan Claims
Administration
C-20
Benefit Plan Enrollment, Denied
Administration
C-20
C-5
INDEX
ITEM
CATEGORY
PAGE
Bids & Proposals (Unsuccessful)
Development
C-25
Bids, RFQ's, RFP's
Finance
C-30
Billing Records
Finance
C-29
Billing/Customer Records
Public Works
C-44
Biographies
Administration
C-19
Blueprints, Specifications
Development
C-26
Bond, Personnel Fidelity
Administration
C-20
Bonds - Administration
Finance
C-31
Bonds - Security
Development
C-25
Bonds - Development
Development
C-25
Bonds - Account Statements
Finance
C-31
Bonds - Bonds and Coupons
Finance
C-31
Bonds
Administration
C-17
Bonds
Development
C-27
Bonds, Insurance
Administration
C-24
Books, Fire Code
Public Safety
C-32
Brochures, publications, newsletter, bulletins
Administration
C-24
Budget adjustments, journal entries
Finance
C-29
Budget Operating (copies)
Administration
C-17
Budget Operating (copies)
Finance
C-29
Budget
Administration
C-17
Budget, Accounting
Finance
C-29
Budget, Adopted
Finance
C-29
Budget, Proposed
Finance
C-29
Business License
Finance
C-29
Calendar
Administration
C-17
Calendar, City
Administration
C-24
California Environmental Quality Act (CEQA)
Development
C-27
Canvass
Administration
C-17
Capital Improvement Projects
Development
C-27
Capital Improvements, Construction
Development
C-28
Cards - Dispatch
Public Safety
C-38
Cards - Field Interview
Public Safety
C-38
Case Books, Investigative
Public Safety
C-34
Case Files - Homicide Investigator's File
Public Safety
C-34
Case Files - Narcotics (No arrest, Narcotics Cases)
Public Safety
C-34
Case Files - Officer Involved Shootings
Public Safety
C-34
Case Files
Development
C-26
Case Files, Planning and Zoning
Development
C-28
Case Log
Administration
C-22
Case Records - (High Profile)
Administration
C-22
Case Records - (Routine)
Administration
C-22
Certificates (Building)
Development
C-26
Certificates (Planning)
Development
C-28
Certificates of Election
Administration
C-17
Charter - Amendments/Measures
Administration
C-17
Checks
Finance
C-29
Chemicals/Film Inventories
Public Safety
C-39
Citations - 11357(e), Juvenile
Public Safety
C-38
Citations - 11357b H&S, 11357c H&S,
Public Safety
C-38
11360b H&S Violations
Citations - California Vehicle Code Infractions (Duplicates)
Public Safety
C-39
C-6
INDEX
ITEM
CATEGORY
PAGE
Citations - Cite and Release
Public Safety
C-38
Citations - Parking/Traffic, Duplicates
Public Safety
C-39
Citations - Transmittals
Public Safety
C-39
Claim Files
Public Safety
C-33
Claims, Damage
Administration
C-24
Classifications and Appointments
Administration
C-19
Closures
Public Works
C-43
Code Books
Development
C-25
Collections/Landfill
Public Works
C-42
Community Development Block Grant and
Administration
C-19
Urban Development
Community Services — Library
Administration
C-17
Community Services — Plaques
Administration
C-17
Community Services — Sports Organization
Administration
C-17
Congestion Management
Development
C-27
Connection Records
Public Works
C-44
Construction (Approved)
Development
C-26
Construction Tracking, Daily
Development
C-27
Contractor
Development
C-25
Contracts and Agreements — Excl. Capital Improvement
Administration
C-22
Contracts and Agreements — Incl. Capital Improvement
Administration
C-22
Correspondence
Administration
C-19
Correspondence
Development
C-25
Court - Daily Schedule
Public Safety
C-34
Court - Sign -In Logs
Public Safety
C-34
Court - Tracking System Records
Public Safety
C-34
Crime - Felony Crimes With Or Without Arrests
Public Safety
C-36
Crime - Misdemeanor/Infractions
Public Safety
C-36
Crime - Supplemental, Felony Capital Crimes,
Public Safety
C-36
Crimes Punishable by Death, Life Imprisonment
Deeds & Promissory Notes
Development
C-28
Deferred Compensation
Finance
C-30
Department Manual
Public Safety
C-33
Deposits, Receipts
Finance
C-29
Destruction - Guns
Public Safety
C-36
Destruction - Narcotics
Public Safety
C-36
Development (includes CDBG)
Development
C-25
Development Agreements
Development
C-25
Development Conditions
Development
C-25
Development Standards
Development
C-25
Disposition of Arrest/Court Action
Public Safety
C-36
Drawings, Project Plan
Development
C-25
Drawings, Traffic Control Plan
Development
C-27
Easements, Dedications, Rights -of -Way
Public Works
C-43
Employee Handbook
Administration
C-20
Employee Programs
Administration
C-20
Employee Rights
Administration
C-20
Employee Time Sheets
Finance
C-30
Environmental Review
Development
C-27
Equipment - Communication
Public Safety
C-33
Equipment - Inventory
Public Safety
C-33
Equipment - Inventory/Sign-out Cards- Photo Lab
Public Safety
C-39
C-7
INDEX
ITEM
CATEGORY
PAGE
Equipment - Operations Files - Photo Lab
Public Safety
C-39
Equipment - Radio Logs (Communication)
Public Safety
C-39
Evidence, Disposition Forms
Public Safety
C-34
Exposure - Personnel
Public Safety
C-32
Facilities (Sanitation/Solid Waste/Wastewater)
Public Works
C-42
Facilities (Utilities)
Public Works
C-44
Facility Rentals/Use
Development
C-28
Fair Political Practices - Administration, Statements
Administration
C-18
Fair Political Practices - Campaign disclosure, elected
Administration
C-18
Fair Political Practices - Campaign disclosure, not elected
Administration
C-18
Fair Political Practices - Campaign disclosure, unsuccessful Administration
C-18
Fair Political Practices - Candidate Statements
Administration
C-18
Fair Political Practices - History
Administration
C-18
Fair Political Practices - Statement of Economic Interest,
Administration
C-18
Elected
Fair Political Practices - Statement of Economic Interest,
Administration
C-18
not elected
False Alarm (Duplicate)
Public Safety
C-36
Federal and State Grants
Administration
C-19
Field Books
Public Works
C-43
Field, Non -fire and Logs
Public Safety
C-32
Financial, Annual
Finance
C-30
Financial Records - Grants
Administration
C-19
Financial Records, Public Financial Authority
Administration
C-24
Fingerprint - Applicants Files
Public Safety
C-34
Fingerprint - Inked/Palm Cards
Public Safety
C-34
Fingerprint - Records Latent
Public Safety
C-34
Fingerprint - Suspect, Adult/Juvenile
Public Safety
C-34
Fire, Non -arson and Logs
Public Safety
C-32
Flood Control - Drainage Facilities
Public Works
C-44
Flood Control - Flood Zones
Public Works
C-44
Flood Control - Insurance Programs
Public Works
C-44
Flood Control - Polices/Procedures
Public Works
C-45
Flood Control - Reports/Studies
Public Works
C-45
Flood Control
Development
C-27
Flood Records
Development
C-28
Franchises
Development
C-25
Fueling
Transportation
C-47
Gas & Electric Rates
Public Works
C-44
General Administrative
Administration
C-23
General Orders
Public Safety
C-39
General Orders, Policies/Procedures
Public Safety
C-32
General Plan Amendments - Approved
Development
C-28
General Plan Amendments - Denied
Development
C-28
General Plan and Elements
Development
C-28
General Subject Files
Development
C-25
Goals & Objectives
Administration
C-19
Grants - Parks (refer to Admin.)
Public Works
C-42
Grants - Street/Alleys (see Admin.)
Public Works
C-43
Grants — Water (see Admin.)
Public Works
C-45
Grants, Community/Urban Development (includes CDBG)
Development
C-25
Grievance Files
Public Safety
C-40
INDEX
ITEM
CATEGORY
PAGE
Guns, Dealers Record of Sale
Public Safety
C-34
Hazardous Waste Disposal
Public Safety
C-33
Hazardous Waste Disposal
Transportation
C-47
Hearing or Review
Administration
C-17
Historic Preservation Inventory
Development
C-25
History, Sanitation
Public Works
C-42
Hourly Employees
Administration
C-20
Immigrant
Administration
C-20
Incident Files
Development
C-25
Incident Reports
Administration
C-24
Incident
Public Safety
C-32
Incineration Plants, Sludge
Public Works
C-42
Incinerator Operations, Treatment Plant
Public Works
C-42
Index, Attorney Case
Administration
C-22
Informant Files
Public Safety
C-34
Inspection
Development
C-26
Inspection, Runway
Transportation
C-47
Inspection, Safety Self
Transportation
C-47
Inspections, Fire Prevention
Public Safety
C-32
Insurance, ACCEL JT Powers Agreement
Administration
C-24
Insurance, Certificates
Administration
C-24
Insurance, Liability/Property
Administration
C-24
Insurance, Workers Compensation
Administration
C-24
Internet, World Wide Web
Administration
C-22
Interpretations
Development
C-28
Intersection Records
Public Works
C-43
Inventory
Finance
C-29
Inventory, Equipment Parts & Supplies
Transportation
C-47
Inventory, Equipment & Supplies
Public Safety
C -32&C-33
Inventory, Equipment - Parks
Public Works
C-42
Inventory, Equipment - Water
Public Works
C-45
Inventory, Information Systems
Administration
C-22
Inventory, Records
Administration
C-23
Inventory, Traffic Control Device
Public Works
C-43
Inventory, Vehicle Ownership and Title
Transportation
C-47
Investigations - Background
Public Safety
C-40
Investigations - Background Hired
Public Safety
C-40
Investigations - Notifications
Public Safety
C-34
Investigations, Evidence Arson - Administration
Public Safety
C-32
Investigations, Evidence Arson - Reports
Public Safety
C-33
Investment Transactions
Finance
C-30
Invoices
Finance
C-29
Jail - Daily Logs
Public Safety
C-35
Jail - Inmate Record
Public Safety
C-35
Jail - Inspection Files
Public Safety
C-35
Jail - Surveys
Public Safety
C-35
Journals - Utility Billing
Finance
C-29
Journals, Fire Station
Public Safety
C-32
Labor Distribution
Finance
C-30
Land Uses, non -conforming
Development
C-25
Landscape - Parks
Public Works
C-42
Landscaping — Streets/Alleys
Public Works
C-43
C-9
INDEX
ITEM
CATEGORY
PAGE
Ledger, General - Voucher
Finance
C-29
Legal Advertising
Administration
C-23
Licenses - Bicycle
Public Safety
C-35
Licenses - Bingo, Mace
Public Safety
C-35
Licenses - Business License Review Board
Public Safety
C-35
Administrative Files
Licenses - Duplicate (Pink), Secondhand Dealer,
Public Safety
C-35
Pawn Brokers
Licenses, Permits
Transportation
C-47
Liens & Releases - Recorded
Development
C-26
Liens & Releases - Supporting
Development
C-26
Lighting
Public Works
C-43
Lobbyist Registration
Administration
C-18
Locations
Public Works
C-45
Logs
Development
C-27
Logs - Administration
Development
C-25
Logs - Auto Theft
Public Safety
C-35
Logs - Case Assignment
Public Safety
C-35
Logs - Code Enforcement
Development
C-27
Logs - Daily, Activity
Public Safety
C-35
Logs - Daily, Officer
Public Safety
C-35
Logs - Daily, Report Summary
Public Safety
C-35
Logs - Investigative (Pre -Arrest)
Public Safety
C-35
Logs - Juvenile Detention
Public Safety
C-35
Logs - Property Control
Public Safety
C-35
Logs - Rap Sheet
Public Safety
C-35
Logs - Subpoena
Public Safety
C-35
Logs, Attorney Service Request
Administration
C-23
Logs, Fire Equipment/Gear
Public Safety
C-32
Lot Split Cases
Development
C-28
Maintenance and Operations
Transportation
C-47
Maintenance and Operations - Municipal Facilities
Development
C-28
Maintenance and Operations - Parks
Public Works
C-42
Maintenance and Operations -
Public Works
C-42
Sanitation/Solid Waste/Wastewater
Maintenance and Operations - Service
Public Works
C-45
Maintenance and Operations - Streets/Alleys
Public Works
C-43
Maintenance and Operations - Well & Pumping
Public Works
C-45
Maintenance, FAA
Transportation
C-47
Management Reports
Administration
C-24
Maps & Plats
Development
C-26
Maps - Parks
Public Works
C-42
Maps - Streets/Alleys
Public Works
C-43
Maps - Water
Public Works
C-45
Maps, City Boundary
Development
C-28
Maps, Plans, Drawings, Exhibits, Photos
Development
C-28
Maps, Precincts/Voter Information
Administration
C-18
Maps, Septic Tank
Public Works
C-42
Master Plans - Streets/Alleys
Public Works
C-43
Master Plans - Water
Public Works
C-45
Master Plans, Annual
Development
C-26
Media Relations
Administration
C-24
C-10
INDEX
ITEM
CATEGORY
PAGE
Medical Leave
Administration
C-20
Medical - Personnel
Public Safety
C-32
Meter Operations
Public Works
C-45
Meter Reading
Finance
C-30
Minutes
Administration
C-23
Minutes, Board
Public Works
C-42
Motor Vehicle Pulls (DMV)
Administration
C-20
Municipal Code
Administration
C-23
Mutual Aid, Strategic Plans
Public Safety
C-32
Negotiation
Administration
C-20
Network Information Systems (LAN/WAN)
Administration
C-22
Nomination Papers
Administration
C-18
Non -Criminal Occurrences
Public Safety
C-36
Non -Safety Employees
Administration
C-21
Notices, Meeting
Administration
C-23
Notifications and Publications
Administration
C-18
Oaths of Office
Administration
C-18
Opinions
Administration
C-23
Ordinances
Administration
C-23
Parades & Special Events File
Public Safety
C-40
Parking - Lots
Public Works
C-43
Parking - Regulations
Public Works
C-43
Patrol Requests (Correspondence)
Public Safety
C-39
Pawn Slips/Tickets
Public Safety
C-35
Permits - Alcoholic Beverage Control License
Public Safety
C-40
Permits - Concealed Weapons
Public Safety
C-40
Permits - National Pollutant Discharge Elimination
Public Works
C-45
System (NPDES)
Permits - Others
Public Works
C-45
Permits
Development
C-26
Permits
Public Works
C-43
Permits, Construction
Development
C-26
Permits, Encroachment
Public Works
C-43
Permits, Hazardous Materials Storage
Public Safety
C-33
Permits, Improvement
Public Works
C-43
Permits, Other
Development
C-26
Permits, Oversize Load
Public Works
C-43
Permits, Parking
Public Works
C-43
Permits, Paving
Public Works
C-43
Permits, Uniform Fire Code
Public Safety
C-32
Permits, Use (Temporary)
Public Works
C-43
PERS Employee Deduction Reports
Finance
C-30
PERS, Social Security, SSI
Administration
C-21
Personnel Records (copies)
Administration
C-21
Pest Control
Development
C-27
Petitions - Elections
Administration
C-18
Petitions- Legal/Legislative
Administration
C-23
Photographs - Daily Report (Negatives)
Public Safety
C-35
Photographs - Inmates (Negatives)
Public Safety
C-35
Photographs - Negative Log
Public Safety
C-40
Photographs - Negatives, Misc.
Public Safety
C-40
Photographs - Personnel
Public Safety
C-40
C-11
INDEX
ITEM
CATEGORY
PAGE
Photographs
Development
C-26
Photographs - Parks
Public Works
C-42
Photographs - Streets/Alleys
Public Works
C-43
Photographs, Negatives, Film
Administration
C-24
Plans, Capital Improvement, Projects
Public Works
C-43
Plans, Proposed
Public Works
C-42
Policies & Procedures, Departmental
Administration
C-19
Policies and Procedures - Naming and numbering
Public Works
C-43
Policies and Procedures - Speed Limits
Public Works
C-44
Policies and Procedures - Parks
Public Works
C-42
Policies and Procedures - Water
Public Works
C-45
Policy, Council/Proclamations
Administration
C-23
Precinct Records
Administration
C-19
Press Releases
Public Safety
C-40
Press, Video Programs (Community Relations)
Public Safety
C-40
Program Files and Directories
Administration
C-22
Programs - Federal Aid Urban
Public Works
C-44
Programs - Traffic Safety
Public Works
C-44
Programs
Development
C-27
Programs, Household Hazardous Waste
Public Safety
C-33
Projects, Not Completed or Denied
Development
C-26
Promotional Marketing — Eternal, Internal
Administration
C-19
Property Files
Public Safety
C-40
Property Original
Public Safety
C-37
Property, Pawn Broker/Secondhand
Public Safety
C-40
Public Records Request
Administration
C-23
Radar Calibration Records
Public Safety
C-39
Railroad Right-of-way
Public Works
C-42
Range Inventory
Public Safety
C-37
Rates - Sanitation/Solid Waste/Wastewater
Public Works
C-42
Rates - Water
Public Works
C-45
Reclamation
Public Works
C-45
Records Management Disposition Certification
Administration
C-23
Records Management
Administration
C-23
Records Retention Schedule
Administration
C-23
Recruitment
Administration
C-21
Recycling Programs
Public Works
C-42
Redevelopment
Development
C-28
Register
Finance
C-30
Registers, Transient Vessel Reservation
Transportation
C-48
Registration Files, Arson, Sex and Narcotics
Public Safety
C-36
Regulations
Development
C-27
Regulations
Public Works
C-42
Relocation Files
Development
C-28
Report, Accident (Copies)
Transportation
C-48
Reports - Accident and Incident (Aircraft)
Transportation
C-48
Reports - Accident
Public Safety
C-39
Reports - Accident
Public Works
C-42
Reports - Activity
Public Safety
C-33
Reports - Airport Operational (Administrative)
Transportation
C-47
Reports - Airport Operational (Regulatory)
Transportation
C-47
Reports - Audit
Administration
C-17
C-12
INDEX
ITEM
CATEGORY
PAGE
Reports - Bridges & Overpasses
Public Works
C-44
Reports - Chemical Emissions
Public Safety
C-33
Reports - Conservation
Public Works
C-45
Reports - Consumption
Public Works
C-45
Reports - Corrosion Control
Public Works
C-45
Reports - Dealer of Gun Sales, Duplicate
Public Safety
C-40
Reports - Departmental
Administration
C-19
Reports - Discharge Monitoring
Public Works
C-45
Reports - Drinking Water Corrections
Public Works
C-45
Reports - Federal and State Tax
Finance
C-30
Reports - Human Resources
Administration
C-21
Reports - Hydrograph
Public Works
C-45
Reports - Inspection
Public Works
C-44
Reports - Lead Service Line
Public Works
C-45
Reports - NOTAM (Notice to Airmen)
Transportation
C-48
Reports - Others
Public Works
C-42
Reports - Public Education
Public Works
C-46
Reports - Quality Parameters
Public Works
C-46
Reports - Sanitary Surveys
Public Works
C-46
Reports - Source Water
Public Works
C-46
Reports - Staff
Administration
C-19
Reports - State Certification
Public Works
C-46
Reports - Studies (Sanitation/Solid Waste/Wastewater)
Public Works
C-42
Reports - Studies
Public Works
C-42
Reports - Studies
Public Works
C-43
Reports - Survey Response Files
Public Safety
C-33
Reports - Tonnage
Public Works
C-42
Reports - Traffic Collision Fatalities
Public Safety
C-39
Reports - Traffic Count
Public Works
C-44
Reports - Variances, Water System
Public Works
C-46
Reports - Vehicle Accident
Public Works
C-44
Reports - Well Level
Public Works
C-46
Reports
Development
C-26
Reports
Public Safety
C-37
Reports, Federal and State - Code Enforcement
Development
C-27
Reports/Studies
Public Works
C-43
Requisitions - Purchase Orders
Finance
C-40
Requisitions - Stores
Finance
C-40
Research Project Files
Public Safety
C-37
Resolutions
Administration
C-23
Resolutions, Board
Public Works
C-42
Restraining Orders, Emergency Protective Orders,
Public Safety
C-40
Temporary Restraining Orders, Legal Stipulations,
Orders After Hearing
Reviews, Internal/External Periodic
Administration
C-17
Risk Management Reports
Administration
C-24
Roster of Voters
Administration
C-19
Rosters (Divisional)
Public Safety
C-40
Routes, School Bus & Truck
Public Works
C-44
Safety Employees
Administration
C-21
Salary Records
Finance
C-30
C-13
INDEX
ITEM
CATEGORY
PAGE
Schedules - Daily
Public Safety
C-40
Schedules - Municipal Clerk
Administration
C-23
Schedules - Watch Assignment/Timekeeping Records
Public Safety
C-40
Schedules, Class & Events
Public Works
C-42
Sealed - Adult Found Factually Innocent
Public Safety
C-38
Sealed - Juvenile
Public Safety
C-38
Seismic Retrofit Program
Development
C-26
Signage
Public Works
C-44
Signs (Temporary)
Development
C-26
Slip Rental Index
Transportation
C-48
Slip Rental Permits
Transportation
C-48
Slip Rental Waiting List
Transportation
C-48
Soil
Development
C-27
Soil Reports
Development
C-27
Sources
Public Works
C-46
Speaker Requests
Public Safety
C-40
Special Districts
Development
C-27
Special Projects
Administration
C-19
State Controller
Finance
C-30
Statistical (Crime Analysis)
Public Safety
C-37
Statistical (UCR), Uniform Crime Reports
Public Safety
C-37
Street Names and House Numbers
Development
C-26
Street/Alley (Abandonment/ Vacation)
Development
C-27
Studies, Special Projects & Areas
Development
C-26
Subpoenas (Duplicate)
Public Safety
C-38
Support Services
Administration
C-19
Surplus Property - Auction
Finance
C-29
Surplus Property - Disposal
Finance
C-29
Surveyor Field Notes
Public Works
C-46
Surveys
Development
C-26
Surveys and Studies
Administration
C-21
Surveys, Water System Sanitary
Public Works
C-46
Tapes - Audio, Telephone and Radio Communications
Public Safety
C-38
Tapes - Audio, Video
Administration
C-23
Tapes - Surveillance/Security Video (Jail)
Public Safety
C-38
Tapes Information Systems
Administration
C-22
Taxes Receivable
Finance
C-29
Tests - Bacteriological Analysis
Public Works
C-46
Tests - Chemical Analysis
Public Works
C-46
Tests - Quality
Public Works
C-46
Tests, Densitometer Results (Photo Lab)
Public Safety
C-40
Traffic Signals
Development
C-27
Traffic Signals
Public Works
C-44
Training - Bulletins
Public Safety
C-41
Training - Event Files
Public Safety
C-41
Training - Lesson Plans, Range
Public Safety
C-41
Training Materials
Public Safety
C-33
Training - Personnel
Public Safety
C-32
Training - Personnel (by name)
Public Safety
C-41
Training - Schedules, Range
Public Safety
C-41
Training Records - Non -Safety
Administration
C-21
Training Records - Personnel (by name)
Administration
C-21
C-14
INDEX
ITEM
CATEGORY
PAGE
Training Records - Safety
Administration
C-21
Travel Records
Administration
C-19
Underground
Public Works
C-44
Underground Storage Tank -
Public Safety
C-33
Maintenance and Operations
Underground Storage Tank - Compliance
Public Safety
C-33
Unsuccessful Grants
Administration
C-19
Use of Force Supervisory Review Files
Public Safety
C-38
Utility Rebates
Finance
C-30
Valve Main Records
Public Works
C-46
Vehicle Assignment
Transportation
C-47
Vehicle Ownership & Title
Finance
C-29
Vehicle - Assignment Reports
Public Safety
C-39
Vehicle - Down Reports
Public Safety
C-39
Vehicle Mileage Reimbursement Rates
Administration
C-21
Vehicle - Repossession/Private Impounds
Public Safety
C-39
Vehicle - Service Schedules
Public Safety
C-39
Vendor Register
Finance
C-30
Vests, Bulletproof Letters
Public Safety
C-39
Violations, Drinking Water
Public Works
C-46
Violations, Building, Property & Zoning
Development
C-27
Volunteer Card Files
Public Safety
C-41
Voter Affidavits
Administration
C-19
Voter Registration Signature Copy
Administration
C-19
Warrant Register
Finance
C-29
Warrants - Felony
Public Safety
C-38
Warrants - Misdemeanor Criminal
Public Safety
C-38
Warrants - Parking
Public Safety
C-39
Warrants - Served
Public Safety
C-38
Warrants - Traffic
Public Safety
C-39
Warrants - Unserved (Local)
Public Safety
C-38
Weapons, Database
Public Safety
C-39
Weed Abatement
Public Safety
C-33
Weigh Scales
Public Works
C-44
Workers Compensation
Administration
C-24
C-15
LEGEND
Records Retention
AC =Active
AU =Audit
CU = Current Year
E = Election
P = Permanent
T = Termination
B&P — Business and Professions
AD =Adoption
CL = Closed/Completion
DOB = Date of Birth
L = Life
S =Supersede
CITATIONS
CAC — California Administrative Code
CCP — Code of Civil Procedure
CCR — Code of California Regulations
CEQA — California Environmental
Quality Act
CFR — Code of Federal Regulations
EC — Election Code
FMLA — Family & Medical Leave Act,
1993
GC — Government Code
C-16
H&S — Health & Safety
HUD — Housing and Urban
Development
OSHA — Occupational Safety & Health
Act
PC — Penal Code
POST — Police Officers Standards
Training
UFC — Uniform Fire Code
USC — United States Code
WIC — Welfare & Institutions Code
ADMINISTRATION
Record Series
Retention
Citation
Descriptor
AUDIT
Annual Financial
CL + 2
GC34090
Independent auditor analysis
Report
Bonds
CL + 10
GC34090;
Final bond documentation
CCP 337.5
Budget
P
GC34090
Annual operating budget approved by Legislative
Body
Budget Operating
S
GC34090
Departmental Reference
(copies)
Hearing or Review
AU + 2
GC34090;
Documentation created and or received in connection
OMB A-128
with an audit hearing or review
Reports
AU + 4
GC34090;
Internal and/or external
OMB A-128
Reviews,
CU
GC34090;
Daily, weekly, monthly, quarterly or other summary,
Internal/External
GC6250
review, evaluation, log, list, statistics, except a report
Periodic
COMMUNITY
SERVICES
Libraries
CU + 2
GC 34090
Books, art, gifts, donations, exhibits, theatre, music,
special events, etc.
Plaques
P
Historic value
Sports Organization
S+2
ELECTIONS
Affidavit Index
CL + 5
EC 17001
Applications, Absentee
E +.5
EC 17505;
From date of election
Ballots and Envelopes
EC 17302
Assisted, Challenged
E +.5
EC 17304
From date of election
Voters List
Ballots
E +.5
EC 17302
From date of election; ballots submitted to
precincts/City Clerk that were not used - unless
contested EC 17302(c)) retention by court order
Ballots
P
California
Property related fees (Assessment Ballot proceeding)
Prop. 218
Constitution
(Assessment
Art. XIII
Districts
Calendar
E+2
GC 34090
Canvass
P
GC 22932;
Notifications and Publication of Election; Records
EC 17130;
used to compile final election results, including tally
EC 2653
sheets, voting machine tabulation, detailed
breakdown of results; special election results
Certificates of Election
T+4
GC 81009(a)
Certificates of election; Original reports and
d
statements
Charter
P
GC34458-60;
Chapter designations by Secretary of State following
Amendments/
GC34090
adoption of voters
Measures
C-17
ADMINISTRATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
Fair Political Practices
Administration/
CU + 5
FPPC Opinions
Campaign
Statements and
Conflict of Interest
Campaign
P
GC81009(b)
FPPC Filings
disclosure, Elected
Campaign
E + 5
GC81009(b)
FPPC Filings
disclosure,
Not Elected
Campaign
E + 7
GC81009
FPPC Filings
disclosure -
Unsuccessful
(all other
committees
Candidate
E+4
Sample ballot retained permanently.
Statements
History
P
GC 34090
History of elections, sample ballots, certificates of
destruction, other resolutions re: elections
Statement of
T+7
GC
FPPC Filings
economic interest -
81009(e)
Elected Officials
Statement of
E + 5
GC
FPPC Filings
economic interest -
81009(b)
Not Elected
Lobbyist Registration
P
EC
Statements
81009(b)
Maps, PrecinctsNoter
E+2
GC 34090;
Information
EC 17501;
EC 17301
Nomination Papers
Successful
E+4
EC 17100
Unsuccessful
E+2
GC
81009(b)
Notifications and
E+2
GC 34090
Proof of publication or posting, certification and listing
Publications
of notice of posting; copy of newspaper notice and
certification of offices to be voted for at forthcoming
election
Oaths of Office
T+6
GC34090;
Elected Officials
29 USC
1113
Petitions
.75
EC 17200,
From date of filing or election; Initiative, referendum,
17400; GC
recall, Charter Amendments
7253.5; EC
14700 + GC
3756:8
ADMINISTRATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
Precinct Records
E +.5
EC 17503
From date of election: Precinct official material;
declaration of intention, precinct board member
applications, orders appointing members of precinct
boards and designating polling places
Includes notice of appointment of office and record of
service
Roster (Of Voters)
E+5
EC 17300
From date of election; Initiative, referendum recall,
general municipal election, Charter Amendments
Voter Affidavits
CL + 5
EC 17000
Voter Registration
Signature Copy
CU + 5
EC 17000
Fire, special or school district
GENERAL SUBJECT
Administration
P
GC 34090
Biographies
CU + 2
GC34090
Classifications and
Appointments
P
GC 34090;
GC 12946;
29 CFR
516.6(2); 29
CFR 1602.4
Includes supplemental Personnel records. Wage rate
tables 2 years.
Correspondence/
Originating Department
CU + 2
GC34090(d)
If not attached to agreement or project file
Goals & Objectives
CU + 2
GC34090
Departmental goals & objectives
Policies & Procedures,
Departmental
S+5
GC34090(d)
Retain while current
Promotional Marketing
External
CU + 7
Internal
2
Reports
Departmental
CU + 2
GC34090
Special/or final summary, review or evaluation
Staff
CU + 2
GC34090
Non -agenda related, includes supporting
documentation
Special Projects
CU + 2
GC34090
Support Services
CU + 2
GC34090
Reproduction; printing; postal/mailing services, other
internal resources
Travel Records
CU + 2
GC34090
GRANTS
Community
Development Block
Grant and Urban
Development
T+4
GC34090;
24 CFR
570.502
24
CFR85.42*
Applications, reports, contracts, supporting documents;
*OMB Cir. A-102, A-110, A-128
Federal and State
CL + 5
GC34090
Refer to grant application close-out procedure
Financial Records
CL + 5
GC34090
Refer to grant application close-out procedure
Unsuccessful
CL + 2
GC34090
Applications not entitled
C-19
ADMINISTRATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
HUMAN RESOURCES
Benefit Plan Claims
P
GC6250 et
May include dental, disability, education, health, life and
seq;
vision including dependent care and Employee
OMB A-129
Assistance
29 CFR
*29 CFR 1637.3; 29 USC 1027; 29 CFR 1627.3; 29 USC
1602.30;
1113
32; Lab Rel
Sec 1174*
Benefit Plan
CL + 4
GC34090;
Enrollment, Denied
OMB A-128
Bond, Personnel
T+2
GC34090
Employee Fidelity Bonds
Fidelity
Employee Handbook
S+2
GC 34090
General employee information including benefit plans
Employee Programs
CL + 2
GC 34090;
Includes EAP and Recognition
GC 12946
Employee Rights
GC12946;
May include Arbitration, grievances, union requests,
General Employees
T+2
29 CFR
sexual harassment and Civil Rights, complaints,
Safety (Police)
T+5
1602; 29
disciplinary actions
USC 211
(e); 203(m);
207
Hourly Employees
T+6
GC12946;
*29 CFR 1627.3, Labor Relations Section 1174
GC34090*
Immigrant
Immigratio
I -9's
n
Reform/Co
n-trol Act
1986 Pub. L
99-603
Medical Leave
CL + 30
FMLA 1993
May include Family leave; certifications; tests; W -4's;
US OSHA;
*29 CFR 1602.30.32; 49 CFR 193-9;
29 CFR;
1910.20*
Motor Vehicle Pulls
CL + 7
GC12946, *
*CA 91009; 8 USC 1324 (a)
DM
Negotiation
P
29 USC
Notes, notebooks, correspondence, contracts, and
Sections
Memorandums of Agreements
211(c),
203(m),
207
C-20
ADMINISTRATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
Non -Safety Employees
T+3
Reference:
Non -safety employees may include: Release
29 CFR
Authorizations; Certifications; Reassignments; outside
1627.3;
employment; commendations disciplinary actions;
CCR Sec
terminations; Oaths of Office; evaluations -pre-employee
1174; 29
medicals; fingerprints; identification cards (ID=s)
CFR
*1607.4; 29 CFR 655.202; 29 CFR 516.6 et seq; 45 CFR
1602.30.32;
1068.6(a)
GC6250 et
seq; 29
CFR; GC
12946,
34090*
Personnel Records
CU + 2
GC34090;
Attendance; evaluations; drafts; worksheets; postings
(copies)
GC6250
PERS, Social Security,
P
29 CFR
EEOC/ADEA
SSI
1627.3(2);
GC 12946,
34090
Recruitment
CL + 3
Reference:
Applications, resumes, alternate lists/logs, indices;
GC12946;
ethnicity disclosures; examination materials;
GC6250 et
examination answer sheets, job bulletins; eligibility;
seq;
electronic database
29 CFR
1602 et seq
29 CFR
1607;
29CFR
1627.3
Reports
CU + 2
GC34090
Employee statistics, benefit activity; liability loss
Safety Employees
T+5
Reference:
Police, fire, emergency employees may include; Release
29 CFR
Authorizations; Certifications Reassignments; outside
16273; CCR
employment; commendations disciplinary actions;
Sec 1174;
terminations; Oaths of Office; evaluations -pre employee
29 CFR
medicals *29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR
1607.4; *
516.6 et seq; 45 CFR 1068.6(a)
Surveys and Studies
CU + 2
GC 12946,
Includes classification, wage rates
34090;29
CFR
516.6(2); 29
CFR
1602.14
Training Records
CU + 7
GC6250 et
Employee applications, volunteer program training,
Non -Safety
seq
class training materials, internships;
Personnel (by name)
T+7
GC34090
Paperwork documenting officers internal and external
training
Safety
CU + 2
GC34090
Certifications/desig nations
Vehicle Mileage
S+2
GC 34090
Annual mileage reimbursement rates
Reimbursement Rates
C-21
ADMINISTRATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
INFORMATION
SERVICES
Internet, World Wide
S+2
GC34090
Management/Policies and supporting documentation
Web
Inventory, Information
S+2
GC34090
Hardware/Software Inventory logs; systems manuals
Systems
Network Information
CU + 4
GC34090;
Configuration maps and plans
Systems (LAN/WAN)
CCP 337.2;
343
Program Files and
CU + 2
GC34090;
Annual backup
Directories
CU + (2
GC34090.7
Daily backup
mos.)
CU + 1
Monthly backup
CU +.5
Weekly backup
Tapes Information
CU + 2
GC34090
System Generation
Systems
LEGAL/ LEGISLATIVE
Agendas
CU + 2
GC34090
Original agendas and special meeting notices, including
certificates of posting, original summaries, original
communications and action agendas for Council,
Boards and Commissions
Agenda Reports
CU + 2
GC34090
Documentation received, created and/or submitted to
Master, Subject Files
d
Council
Appeals, Civil
CU + 3
CCP
583.320(a)(
3); GC
34090
Applications, Boards,
CL + 2
GC34090
Not selected
Commissions,
Committees
Applications, Boards,
T+5
GC34090;
Selected
Commissions,
GC40801
Committees
Articles of
P
GC34090;
Incorporation
CCP 337.2
Case Log
CL + 7
CCP 337.2;
From Close of cases listed; Chronological listing of
343
cases
Case Records - (High
P
GC6254
Significant cases which have importance/or set legal
Profile)
precedence. Includes logs, complaints, police reports,
court orders, motions, notes, briefs
Case Records
CO + 7
42 USC
Includes logs, complaints, police reports, court orders,
s1983
motions, notes, briefs, closing statements (unless
minors - 3 years after attaining 18
Contracts and
T+5
CCP 337.2,
Includes leases, equipment, services or supplies
Agreements
343;
*PU7685; 48 CFR:2; GC53066
Excl. Capital
B&P7042.5;
Improvement
Incl. Capital
P
2.08.110;*
Construction
Improvement
*GC37090a; 4004; H&S 19850
Index, Attorney Case
L
GC6254
Including notations on activities related to case
C-22
ADMINISTRATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
Legal Advertising
CU + 4
CCP 343,
Includes public notices, legal publications
349 et seq.;
GC 911.2;
GC 34090
Logs, Attorney Service
CU + 2
GC34090
Service request, summaries of monthly requests
Request
Minutes
P
GC34090(d)
Official minutes and hearing proceedings of governing
; GC36814;
body or board, commission or committee
GC40801
Notices, Meeting
CU + 2
GC
Special meetings
34090.7,
54960.1(c)(
1
Opinions
S+2
GC34090;
Confidential
GC6254
Ordinances
P
GC34090(d)
Charter amendments; municipal code
40806
Petitions
CU + 1
GC50115;
Submitted to legislative bodies
GC6253
Resolutions
P
GC34090(d)
Legislative actions
40801
Tapes, AudioNideo
CU + 3
GC 34090.7
When used for minute preparation and may have
MOS.
historical value.
MUNICIPAL CLERK
Assessment Districts
P
GC 34090
Original documentation
Inventory, Records
CU + 2
GC34090;
Inventory of non-current or inactive records holdings
80 OPS
and location, indices. Tapes may be recycled.
Atty. Gen.
106
Municipal Code
P
GC 34090
Supplements included
Public Records
CL + 2
GC 34090
Request
Records Management
CL + 2
GC34090
Document includes retrieval, transfers - inactive
Records Management
P
GC34090
Documentation of final disposition or records
Disposition
Certification
Records Retention
S+4
CCP 343
Schedules
POLICIES/
PROCEDURES
General Administrative
S+2
GC34090;
All city policies and procedures
40801
Policy, Council/
S+2
GC34090
Policies, directives rendered by Council not assigned a
Proclamations
resolution or ordinance number
PUBLIC FINANCING
AUTHORITY
Administration
P
GC 34090
C-23
ADMINISTRATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
Financial Records
P
GC 34090,
40802,
53901
Management Reports
2
GC 34090
PUBLIC INFORMATION
Brochures,
S+2
GC 34090
publications,
newsletter, bulletins
Calendar, Cit
CU + 2
GC 34090
Media Relations
CU + 2
GC 34090
Includes cable, newspaper, radio, message boards,
resentations.
RISK MANAGEMENT
Accident Reports - City
CL + 7
29 CFR
Reports and related records
Assets
1904.2; 29;*
* CFR 1904.6
Bonds, Insurance
P
CCP 337.2;
Bonds and insurance policies insuring city property and
343
other assets
Claims, Damage
CL + 5
GC34090;
Paid/Denied
GC25105.5
Incident Reports
CL + 7
29 CFR
Theft, arson, vandalism, property damage or similar
1904.2; 29
occurrence (excluding fire/law enforcement)
CFR 1904.6
Insurance, ACCEL JT
P
GC34090
(Authority California Cities Excess Liability Insurance) B
Powers Agreement
Accreditation/ MOU=s/a reement/a endas
Insurance, Certificates
P
GC34090
Insurance certificates filed separately from contracts,
includes insurance filed by licensees
Insurance,
P
GC34090
May include liability, property, Certificates of
Liability/Property
Participation, deferred, use of facilities
Insurance, Workers
P
GC6410;
Indemnity; PERS - working files - originals with
Compensation
29 CFR
Administrator
1910.20
Photographs,
CL + 2
GC34090
Negatives, Film
Risk Management
CL + 5
OMB 1220-
Federal OSHA Forms; Loss Analysis Report; Safety
Reports
0029;29
Reports; Actuarial Studies
CFR1904.4;
GC 34090
Workers
P
CCR 14311;
Claim Files, Reports, Incidents
Compensation
15400.2;
(working files) originals filed with Administrator
CA
Labor Code
110-139.6
C-24
DEVELOPMENT
Record Series
Retention
Citation
Descriptor
ADMINISTRATION
Benchmark Data
CU + 2
GC34090d
Horizontal, vertical & control
Bids & Proposals
CL + 2
GC34090d
Unsuccessful
Bonds
CL + 10
CCP 337.5
Housing; Industrial Development
Development
Security
CL + 2
GC34090
Documentation created and or received in connection
with the performance of work/services for the city, or
for parcel maps and subdivision work
Code Books
P
GC34090e
National Electrical Code, Uniform Building, Fire,
Mechanical, Plumbing & Supplements
Contractor
CU + 2
GC34090d
Current listing
Correspondence
CU + 2
GC34090d
Working documentation
Development
L
GC34090
Mitigation measures; filed with case files
Conditions
Development
P
CCP337,
Infrastructure contracts, franchises. Original
Agreements
337.1(a),
maintained for 7 years.
337.15;
GC34090;4
8 CFR
4.703
Development
P
GC34090a
Landscape mediums, parkway landscape
Standards
development, public works construction
Drawings, Project Plan
CU + 2
GC34090d
Does not include those usually filed with case or
project
Franchises
P
GC65864,
Including subdivision agreements, contracts for sale
65869.5,
or purchase of property, cable, grant of easements
34090*
and/pr involving construction of improvements
*CCP 337.2, 343; AC16023
General Subject Files
CU + 2
GC34090d
Internal working files including correspondence
Grants,
CL + 4
24CFR
Project files, contracts, proposals, statements, reports,
Community/Urban
570.502(b)
sub -recipient dockets, Environmental review, grant
Development (includes
(3);
documents, applications, inventory, consolidated plan,
CDBG)
241CFR
etc. Includes Section 108 loan guarantee *OMB Cir.
85.42 &
A-102 & 128, HUD regulations
OMB Cir. A-
110, Attach.
C; *
Historic Preservation
2
GC34090d
Historic structures & landmarks
Inventory
Incident Files
2
GC34090d
Emergency Call Outs
Land Uses,
P
GC34090a
Building or site usage which does not conform to
nonconforming
current standards
Logs
CU + 5
Logs, registers or similar records listing permits,
certificates of occupancy issued; may include
inspection, building activity, daily, plan check, utilit
C-25
DEVELOPMENT(CONTINUED)
Record Series
Retention
Citation
Descriptor
Maps & Plats
P
GC34090a
Engineering & field notes and profiles; cross-section
of roads, streets, right-of-way, bridges; may include
annexations, parks, tracts, block, storm drains, water
easements, bench marks, trees, grading, landfill, fire
hydrants, base maps, etc.
Master Plans, Annual
S+2
GC34090
Special or long range program plan for municipalities —
coordination of services; strategic planning
Permits, Construction
P
GC34090a;
Plans, building, signs, grading, encroachment,
H&S19850;
including blueprints and specifications
4003;4004
Permits, Other
CL + 2
GC34090d
Alterations, encroachment, excavations, road, street
sidewalks & curb alterations, transportation,
swimming pool drainage, temporary uses, etc.
Photographs
S+2
GC34090d
Aerial photographs
Projects, Not
CL + 2
GC34090d
Building, engineering, planning
Completed or Denied
Reports
CU + 2
GC34090
Activity, periodic
Seismic Retrofit
P
GC34090a
Includes Certificates of Compliance
Program
Street Names and
P
GC34090a
Street dedications, closings, address
House Numbers
assignment/changes
Studies, Special
CL + 2
GC34090d
Engineering, joint powers, noise, transportation
Projects & Areas
Surveys
P
GC34090a
Recording data and maps
BUILDING
Blueprints,
CL + 2
GC34090d
Submitted by contractors with application for permit
Specifications
and builds for Certificate of Occupancy
Certificates
L
GC34090a
Compliance, elevation, occupancy which affect real
property
Construction
P
GC34090a;
New commercial and residential construction, tenant
(Approved)
4003;4004;
improvements room additions, spa, signs, block wall,
H&S 19850,
remodel including security bonds
19853
Inspection
CL + 2
GC34090d
Correspondence, fees, appeal requests, reports
Permits
P
GC34909a;
Plans, building, signs, grading, encroachment permits
H&S 19850;
4003;4004
Signs Tempora
S+2
GC34090d
Home occupations, off -premise signs
CODE ENFORCEMENT
Abandoned Vehicles
CL + 2
GC34090d
Case Files
CL + 2
GC34090d
Building, housing and mobile home code violation
records including inspections; public nuisance
rubbish and weed abatement, vehicle abatement,
citations, massage parlor permits, general
Liens & Releases,
Supporting
CL + 2
GC34090
Utilities, abatement, licenses
Recorded
P
C-26
DEVELOPMENT(CONTINUED)
Record Series
Retention
Citation
Descriptor
Los
CU + 2
GC34090d
Lien Recovery, citations, complaints
Regulations
S+2
GC34090d
Includes rules
Reports, Federal and
State
P
GC34090a
Code enforcement statistics; may contain records
affecting title to real property or liens thereon
Violations, Building,
Property & Zoning
CL + 2
GC34090d
Supporting code enforcement activity
ENGINEERING
Capital Improvement
Projects
CL + 10
CC337.15
Supporting documents including bidders list,
specifications, reports, plans, work orders, schedules,
etc.
Construction Tracking,
Dail
P
CC337.15
Assesses value of real property
Drawings, Traffic
Control Plan
P
GC34090a
Signs, signing & striping, road construction
Flood Control
CL + 2
GC34090d
Storm Drains
Special Districts
P
GC34090a
Supporting documents re: improvement, lighting,
underground utility; bonds, taxes & construction
Street/Alley
(Abandonment/
Vacation
CL + 2
GC34090d
Relinquishment of rights and fee title
Traffic Signals
CL + 2
GC34090d
Counts, collisions, accidents
ENVIRONMENTAL
QUALITY
Air Quality (AQMD)
CU + 7
CCP
338(k);
GC34090
Participants/voucher logs, Total Daily Mileage Survey
(TDM); various local authorities; Commute Alternative
Asbestos
P
GC34090a
Documents abatement projects, public buildings
California
Environmental Quality
Act (CEQA)
P
GC34090a
+ CEQA
Guidelines
Exemptions, Environmental Impact Report, Mitigation
monitoring, negative declaration, notices of
completion and determination, comments, statements
of overriding considerations
Congestion
Management
CU + 2
GC34090d
Ride sharing, trip reduction
Environmental Review
CL + 2
GC34090d
Correspondence, consultants, issues, conservation
Pest Control
CU + 2
GC34090d
Pesticide applications, inspections & sampling,
documents
Soil
CL + 2
GC34090d
Analysis, construction recommendations
Soil Reports
P
GC34090d
Final Reports
HOUSING
Bonds
CL + 4
CCP 337
Revenue Bond Documentation
Programs
CL + 3
24 CFR
570.502(b)(
3); 24 CFR
85.42 &
OMB Cir. A-
110, #C
Includes comprehensive Housing Authority Strategy,
Meeting Credit Certificate, Housing bond advisory,
HOME, In -Lieu Housing Mitigation, Low/Moderate
Housing, Rental Housing Assistance
C-27
DEVELOPMENT(CONTINUED)
Record Series
Retention
Citation
Descriptor
Redevelopment
Budgets
P
GC 34090,
Includes annual audit
40802,
53901
Bond Issues
P
GC43900 et
seg.
MUNICIPAL FACILITY
Capital Improvements,
P
2.083110;
Contains records re: Planning, design, construction,
Construction
GC34090a;
conversion or modification of local government-owned
4004; H&S
facilities, structures & systems
19850;
GC34090a
Facility Rentals/Use
CU + 2
GC34090
Permits, contracts, diagrams, schedules, insurance
binders
Maintenance &
CU + 2
GC34090d
Service requests, invoices, supporting documentation;
Operations
buildings, equipment, field engineering, public
facilities including work orders and graffiti removal
PLANNING
Case files, Planning
P
GC34909a;
Pertains to real property. May include blueprints,
and Zoning
H&S 19850;
drawings, maps, plans, reports, evaluations,
4003;4004
correspondence, uses, permits, variances, studies,
appeals, compliance certificates, lot line adjustments
or other planning -related matters brought before
legislative body
Certificates
L
GC34090
Retain during life of structure
Flood Records
CU + 2
GC34090
General Plan and
P
GC34090
Includes sphere of influence
Elements
General Plan
Amendments
Approved
CL + 2
GC34090
Denied
CU + 3
GC65103; *
* GC50110
Interpretations
CU + 2
GC34090
Maps, Plans,
P
GC34090;
Zoning, tentative subdivision, parcel, land use map,
Drawings, Exhibits,
H&S 19850;
aerial photos, specific plans
Photos
GC34090.7
PROPERTY
Abandonment
P
GC34090a
Buildings, Condemnation, Demolition
Acquisition/
CL + 10
GC34090a;
Supporting documents re: sale, purchase, exchange,
Disposition
GC6254
lease or rental of property by City
Disposition
Annexation Case Files
P
GC34090a
Reports, agreements, public notices
Appraisals
CL + 2
GC34090;
Exempt until final acquisition or contract agreement
GC6254 h
obtained
Deeds & Promissory
P
GC34090a *
* 24 CFR 570.502(b)(3); 24 CFR 8.42 & OMB Circ. SA -
Notes
110
Maps, City Boundary
P
GC34090d
Recorded maps, surveys, monuments
Lot Split Cases
P
GC34090
Relocation Files
CL + 2
GC34090
e.g., Redevelopment
FINANCE
Record Series
Retention
Citation
Descriptor
ACCOUNTING
Accounts Payable
AU + 4
GC34090
Invoices, check copies, supporting documents
Accounts Receivable
AU + 4
GC 34090
Applications
CL + 2
GC34090
Utility connections, disconnects, registers, service
Assessment Districts
P
GC 34090
Collection information; Original documentation files
with municipal clerk
Bank Reconciliation
AU + 5
GC34090; 26
CFR 16001-1
Statements, summaries for receipts, disbursements &
reconciliation
Billing Records
AU + 2
GC34090
Customer name, service address, meter reading, usage,
payments, applications/cancellations
Budget
AU + 2
GC 34090
Budget adjustments,
journal entries
AU + 2
GC34090
Account transfers
Checks
AU + 5
GC34090;
CCP 337
Includes payroll, canceled & voided checks
Deposits, Receipts
AU + 4
GC 34090;
CCP 337
Checks, coins, currency
Invoices
AU + 2
GC34090
Copies sent for fees owed, billing, related documents
Journals
Utility Billing
CU + 2
GC34090
Billing including monthly activity
Ledger, General
P
GC34090; '
* CCP 337
Voucher
AU + 4
GC34090;
CCP 337
Account postings with supporting documents
Taxes, Receivable
AU + 3
CCP338
Warrant Register
AU + 2
GC 34090.7
ADMINISTRATIVE
SERVICES
Budget Operating
copies
S
GC34090
Departmental Reference
Budget, Proposed
CU + 2
GC34090
Presented to Council
Adopted
P
GC 34090
FIXED ASSETS
Inventory
AU + 4
GC34090; 26
CFR 301 65-
1F
Reflects purchase date, cost, account number
Surplus Property
Auction
AU + 2
GC34090
Listing of property
Disposal
AU + 4
GC34090;
CCP 337
Sealed bid sales of equipment
Vehicle Ownership &
Title
L
VC 9900 et
seq.
Title transfers when vehicle sold
LICENSE
Business
T+4
GC34090;
CCP 337
Paid & reports
C-29
FINANCE (CONTINUED)
Record Series
Retention
Citation
Descriptor
PAYROLL
Adjustments
AU + 4
GC 34090
29 CFR
516.5 — 516.6
Audit purposes
Employee Time Sheets
AU + 6
GC34090; 29
CFR 516.2*
Signed by employee for audit & FEMA Reports
*20 CFR 516.6(1); IRS Reg. 31.6001-1(e)(z); R&T 19530;
LC 1174(d)
PERS Employee
Deduction Reports
T+4
GC34090;
CAC 22-
1085-2
Record of deductions
(PERS Public Employee Retirement System) *26CFR
31.6001-1;29 CFR 516.5, 516.6, LC 1174(d)
Register
P
GC34090;
GC37207
Labor costs by employee & program
Salary Records
T+3
GC34090; 29
CFR 516.2
Deduction authorization, beneficiary designations,
unemployment claims, garnishments
PURCHASING
Bids, RFQ's, RFP's
Successful
Unsuccessful
AU + 4
AU + 5
CU + 2
GC34090;
CCP 337; *
Requests for Qualifications; Requests for Proposals
regarding goods and services * GC 25105-1; GC 34090
Requisitions
Purchase Orders
AU + 4
GC34090;
CCP 337
Original documents
Stores
CU + 2
GC34090
Completed forms for ordering
Vendor Register
P
GC34090
Alpha vendor listing of purchase orders, invoices,
account numbers and check date
REPORTS
Audits
P
GC 34090
Deferred Compensation
T+5
GC34090; 26
CFR 16001-
1*
Records of employee contributions and city payments
*29 CFR 1627.3(2)
Federal and State Tax
AU + 4
GC34090;
29USC 436
*
Forms 1096, 1099, W -4's and W -2's
*26 CFR 31.6001.1-4; IRS REG 31.6001-1(e)(2);R&T
19530;29 CFR 516.5-516.6
Financial, Annual
AU + 7
GC 34090.7
Investment
Transactions
P
GC34090;
CCP 337;
GC 53607
Summary of transactions, inventory & earnings report
Labor Distribution
AU + 2
GC34090
Costs by employee & program
Meter Reading
CU + 2
GC34090
State Controller
P
GC34090
Controller may destroy after 5 years
Utility Rebates
CU + 2
GC34090
TREASURER
Bank Statements
AU + 2
FC 3368,
30210; GC
43900 et
seg.
Financing authority
C-30
FINANCE (CONTINUED)
Record Series
Retention
Citation
Descriptor
Bonds
Account
Statements
CL + 10
GC34090;
CCP 337.5
Monthly statement of transactions.
Administration
CL + 10
GC34090;
CCP 337.5
Supporting documents
Bonds and
Coupons
CL + 2
1
GC34090;
53921
Paid/canceled
C-31
PUBLIC SAFETY
Record Series
Retention
Citation
Descriptor
EMERGENCY
MANAGEMENT
Mutual Aid, Strategic
Plans
S+2
GC34090
FIRE SAFETY
ADMINISTRATION
Books, Fire Code
S+3
GC34090.7
CCP 340.5
Include OPS manuals
General Orders,
Policies/Procedures
S+2
Inspections, Fire
Prevention
CL + 3
UFC 103.34
Alarm/sprinkler systems, prevention efforts
Investigations,
Evidence Arson
P
PC 799
Support prosecution resulting in homicide
Investigations,
Evidence Arson
CL + 6
PC 800
Great bodily harm, inhabited structure or property
Journals, Fire Station
CU + 2
GC34090
Activities, personnel, engine company
Permits, Uniform Fire
Code
CL + 2
GC34090
PERSONNEL
Exposure
T + 30
29 CFR
1910.1020
Sampling results, collection methodology, background
Exposure
T+1
29 CFR
1910.1020
Laboratory reports and worksheets
Medical
T + 30
29 CFR
1910.1020
Medical
T+2
29 CFR
1910.1020; *
Employees less than one year
*GC34090
Training
T+2
GC34090
Certifications/desig nations
PROPERTY
Apparatus/Vehicle
CU + 2
GC34090
CCP 340.5 *
Repair and Maintenance
*8 CAL Code Reg. 3203 b 1
Inventory, Equipment &
Supplies
CU + 2
GC34090
Logs, Fire
Equipment/Gear
CU + 2
GC34090
REPORTS
Incident
CL + 3
GC34090
CCP338 *
Dispatch and daily logs
*CCP 340.5
Field, Non -fire and Los
CU + 2
GC34090
Fire, Non -arson and
Logs
CU + 2
GC34090
C-32
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
I Descriptor
Investigations,
CL + 3
PC 801; UFC
Structure
Evidence Arson
104.32
Weed Abatement
CL + 2
GC34090
Reports, assessments, resolutions, documentation
HAZARDOUS
MATERIALS
Hazardous Waste
CU + 10
CAL OSHA;
Documentation re handling and disposal of hazardous
Disposal
40 CFR
waste
122.21
Permits, Hazardous
CU + 2
GC34090
Departments consistently recommend permanent
Materials Storage
retention of environmentally sensitive materials.
Programs, Household
S+2
GC34090
Hazardous Waste
Training Materials
S+2
Cal Code *
Standards and Administration
*Reg. 3204(d), et seg.
Underground Storage
Tank
P
GC34090a
Documents re: storage
Compliance
CU + 2
GC34090
Location, installation, removal, remediation
Maintenance &
Operation.
LAW ENFORCEMENT
ADMINISTRATION
Accounting/Cash
CU + 2
GC34090
Reconciliation
Alarm Records
CU + 2
GC34090
Claim Files
CL + 6
PC 832.5
Claim copy, correspondence, photographs, supporting
documents relative to incidents involving the Police
Department filed by citizens
Department Manual
S
Changes to manual are recorded in the General Orders
(permanent)
Equipment
T+2
GC34090
Retained until termination of equipment use; Manuals,
Communication
instructions, procedures
Inventory
S+2
GC34090
Listing of equipment assigned to division, to whom it is
assigned
Reports
CU + 2
GC34090
Weekly/monthly/quarterly/
Activity
annual activity/statistical reports by division. Retain
only one form for retention period
Chemical Emissions
CU + 2
GC34090
Survey
CU + 2
GC34090
Surveys, responses, correspondence with other
Response
agencies requesting statistical data
Files
INVESTIGATIONS
Administrative/Internal
CL + 5
PC 832.5
Initiated by citizens complaints or internally initiated;
EVC 1045
includes complaint, reports, findings
GC 12946
PC 801.5;
803(c)
VC 2547
C-33
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
Descriptor
Asset Forfeiture
CL + 2
GC34090
Investigations/
Proceedings
Case File
Notifications
CU + 2
GC34090
To legal property owner prior to case filing that property
is subject to asset forfeiture proceedings. If case is
filed, notification becomes part of forfeiture case file.
Case Books,
CL + 2
GC34090
Retained by division until a case is suspended/closed;
Investigative
transfer to Records Division to be filed with associated
Daily Report DR file
Case Files
P
PC 799
Homicide
Investigator's
File
Narcotics (No
CL + 2
GC34090
Retained by division until no longer useful for
arrest, Narcotics Cases)
investi ative purposes
Officer Involved
CL + 25
GC34090
Shootings
Court
CU + 1
GC34090.7
Printouts of daily court scheduling
Daily
Schedule
Sign -in Los
CU + 2
GC34090
Logs officers' names, time in/out for court appearances
Tracking
CU + 2
GC34090
Database records subpoena number, officer name, case
System Records
number, defendant name, district attorney name, court
information disposition
Evidence, Disposition
Attach to duplicate Property Report, file w/DR in
Forms
Records Division
Fingerprint
T + 2
GC34090
Paperwork authorizing fingerprinting and background
Applicants Files
checks for city employment applicants and business
license applicants
Inked/Palm
AC + 20
Persons booked into detention facility; (Copies
Cards
distributed to county, state, federal agencies)
Records
Approp. PC
1) Retain for applicable case statute of limitation; 2) or
Latents
Section
until evidence in case is destroyed; Hard copy and
digitized
Suspect,
CL
Law
Adults/juveniles suspected of a crime, taken for
Adult/Juvenile
Enforcement
comparison. Destroy after original purpose achieved
Management
Guide by
POST
Guns, Dealers Record
CU + 6
PC 12070
Applicants, Monthly Gun Audits, Applications Denied,
of Sale
Stolen DOJ File
Informant Files
T+10
Legal notifications, identification information, payment
information, activities information
C-34
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
Descriptor
Record Series
Retention
Citation
Descriptor
Jail
CU + 6
GC34090
Daily report of staffing, bookings/releases, transfers,
Daily Los
transport tion
Inmate Record
Dependent on facility's classification; see Laws and
Guidelines for Local Detention Facilities by Board of
Corrections State of California
Inspection Files
CL + 6
Inspections by various agencies
Surveys
CL + 2
GC34090
Prepared quarterly, forwarded to State Board of
Corrections
Licenses
CU + 2
GC34090
Bicycle
Bingo, Mace
CU + 2
GC34090
Business
T + 1
GC34090
License Review Board
Administrative Files
Duplicate (Pink),
CU + 2
GC34090
Original to licensee, Blue duplicate to DOJ; Pink
duplicate retained by agency; renewals issued annually
Secondhand
by local agency
Dealer,
Pawn Brokers
Logs
S
Auto Theft
Case
CU + 1
Assignment
Daily
CU + 2
GC34090
Activit
Officer
CU +2
GC34090
Daily activity of incidents not reported by use of official
report
Report
CU + 2
GC34090
Report numbers, type, names, dates retained for
Summary
research value
Investigative
CL + 10
GC34090
Retained by division until cases are suspended and
Pre -Arrest
closed
Juvenile
CU + 2
GC34090
Logs document juvenile processing per CYA
Detention
Property
CU + 2
GC34090
Logs items coming into and going out of property room
Control
Rap Sheet
CL + 2
GC34090
Requests for criminal history
Subpoena
CU + 2
GC34090
Subpoenas received/served daily
Pawn Slips/Tickets
CU + 3
B & P 21628
Photographs
Crime Scene, Registrant/Applicant, Photo file, Accident.
Retain according to practical and functional
association.
Daily Report
T
GC34090
Assigned DR number, retained as form of evidence,
(Negatives)
destroyed at same time evidence for associated case is
destroyed
Inmates
CU + 20
By Prisoner number
(Negatives)
C-35
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
I Descriptor
Registration Files,
Life of
Fingerprint Card, photo, information also forwarded to
Arson, Sex and
registrant
DOJ
Narcotics
within juris-
diction
Arrest/Conviction H&S
2 (Man-
H&S
Applicable to convictions occurring after January 1,
Section 11357 (b), (c),
datory
11361.5
1996 or arrests not followed by a conviction occurring
(d), (e) or H&S Section
destruc-
after January 1, 1996; Exception: H&S 11357(e), the
11360 (b) violations
tion from
record shall be retained until a juvenile offender attains
(Occurring after
date of
the age of 18 years, then destroyed pursuant to 11361.5
January 1, 1996)
convic-tion
or date of
arrest with
no convic-
tion
Arrest/Conviction
Man-datory
H&S 11361.5
Applicable to convictions occurring prior to January 1,
H&S Section 11357(b),
Destruc-
(c)
1996 or arrests not followed by a conviction occurring
(c), (d), (e) or H&S
tion
prior to January 1, 1996 for violations of H&S Code
Section 11360 (b)
(Upon
11357, 11364, 11365 and 11550
violations (Occurring
notice from
before January 1, 1996)
Depart-
ment of
Justice
Crime
See
PC 800
Prosecution for an offense punishable by imprisonment
Felony Crimes
descriptor
PC 801
in state prison for eight years or more must commence
With
within 6 years after offense commission.
Or Without
Commencement of prosecution defined in PC 804.
Arrests
Exception: See PC 803 - Tolling/Extension of time
periods; Appeals process and "Three Strikes" also
considerations in assigning retention.
Misdemeanor/
CL + 2
GC34090
No arrests, identifiable property or missing persons
Infractions
See: Note 1
Supplemental
P
PC 799
No statutory limitation for prosecution. Includes
Felony Capital Crimes,
Murder, kidnapping for ransom, treason, procuring
Crimes Punishable by
execution by perjury, train wrecking, assault with a
Death, Life
deadly weapon by a life -term prisoner, bombing
Imprisonment
resulting in death or bodily injury, making defective war
materials that cause death
Destruction
P
Guns
Narcotics
P
Disposition of
Retention determined by action taken; i.e., recordable
Arrest/Court Action
arrest or detention released no arrest
False Alarm (Duplicate)
CU + 2
GC34090
Non -Criminal
CU + 2
GC34090
Injured or sick persons; missing persons where person
Occurrences
has been returned; traffic collision reports not used as
the basis for criminal charges
C-36
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
Descriptor
Property Original
Until case
Copy retained in records case file; Refer to Managing
is adjudi-
Property in Law Enforcement Agencies (By POST)
cated/
disposi-tion
deter-
mined
Range Inventory
S+2
GC34090
Quarterly reports of inventories of weapons and
ammunition held by Department Range
Reports
CU + 2
GC34090
Arrest & Citation Register; Arson Offenses; Crimes
Against Senior Citizens; Death in Custody; Domestic
Violence; FBI Include Return A/Supp;
Hate Crime Incidents; Homicide Reports, Supp.;
Officers Killed or Assaulted; Original to FBI - DOJ;
Uniform Crime Reports
Statistical (Crime
CU + 2
GC34090
Internally generated information using activity logs,
Analysis)
citizen calls, current and past crime statistic reports,
finance dept expenditure and budget records; citations,
crime reports, accident reports, permits, receipts.
Reports created for variety of purposes including
increases/decreases in criminal activity; officer
workload, deployment, time usage
Statistical (UCR),
CU + 2
GC34090
Originals sent to FBI, DOJ
Uniform Crime Reports
Mandatory to DOJ
(LEIC); FBI Include
Return A/Supplement;
Supplementary
Homicide Report; Law
Enforcement Officers
Killed or Assaulted;
Monthly Return of
Arson Offenses Know
to Law Enforcement;
Number of Violent
Crimes Committed
Against Senior Citizens;
Monthly Report of
Domestic violence
Related Calls for
Assistance; Monthly
Arrest and Citation
Register; Monthly Hate
Crimes Incidents; Death
In ustody Reporting.
Research Project Files
CL + 2
GC34090
May include request forms, background materials, staff
reports, final project reports and supporting data
C-37
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
Descriptor
Sealed
Manda-tory
PC 851.8
General provision: Upon petition, records of agency
Adult Found
Destruc-
must be sealed and destroyed in accordance with the
Factually Innocent
tion Upon
provisions set by court record; exceptions.
and Pursu-
ant to Court
Order
Juvenile
Manda-tory
WIC 826 (a)
Upon petition, local laws enforcement records within
Destruc-
& (b)
WIC 826(b) may be destroyed as ordered by the court, if
tion upon
WIC 781 (a)
related probation and juvenile court records have been
and pursu-
destroyed by the probation officer. Records involving
ant to court
arrests, detention and/or petitioning juvenile before
order
juvenile court
Subpoenas (Duplicate)
CU + 2
GC34090
Tapes
CU + 180
GC34090.6
Exception: Recordings used as evidence in a criminal
Audio,
days
prosecution or claim filed or litigation or potential
Telephone and Radio
claims and litigation shall be preserved for 100 days
Communications
after conclusion of the court action
Surveillance/Se
CU + 13
GC34090.6
curity Video Jail
mos.
Use of Force
CU + 2
GC34090
Includes review forms, arrest report copies, logs
Supervisory Review
Files
Warrants
Recall after
Recommended by the California Law Enforcement
Felony
10 years.
Warrant Officer's Association
Excep-tion:
Murder/
Escape
Misdemeanor
Recall after
Recommended by the California Law Enforcement
Criminal
5 years
Warrant Officer's Association
Served
CU
Includes Warrant Service Information Card, alpha index
card
Unserved
Until
(Local)
served,
recalled or
purged
PATROL
Cards
CU + 2
GC34090
Dispatch
Field Interview
CL + 2
GC34090
Citations
CL + 2
11361.5 H&S
11357(e),
Juvenile
11357b H&S,
CL + 2
11361.5
*CA Admin Code, Chapter 1, Title II, Sec. 708
11357c H&S, 11360b
H&S*
H&S Violations
Cite and
CL + 2
GC34090
Release
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
Descriptor
California
CU + 90
GC34090
Original is forwarded to court.
Vehicle Code
days
Infractions (Duplicates)
Park!ng/Traffic,
CU + 2
GC34090.7
Originals are forwarded to court after agency
Duplicates
processing; includes citations electronically created
Transmittals
CU + 2
GC34090
Listing of citations forwarded to court, filed for
reference
Equipment
CU + 2
GC34090
Documents problems, malfunctions, resolution to
Radio Logs
provide equipment performance history
Communication
General Orders
P
Patrol Requests
CU + 2
GC34090
From citizens for patrol presence
(Correspondent
e
Radar Calibration
T + 2
GC34090
Documentation of Radar instruments retained during
Records
use/ownership
Reports
CL + 2
GC34090
Non -Jury
Accident
Traffic Collision
P
Fatalities
Vehicle
S
Record of assignments
Assignment
Reports
Down Reports
CU + 1
Printouts reporting which vehicles are down for repair,
maintenance, etc.
Repossession/P
CU + 2
GC34090
rivate Impounds
Service
S
GC34090
Schedules
Vests, Bulletproof
CU + 2
GC34090
Authorization to purchase
Letters
Warrants
Recall after
Recommended by the California Law Enforcement
Parking
1 year
Warrant Officer's Association
Traffic
Recall after
Recommended by the California Law Enforcement
5 years
Warrant Officer's Association
Weapons, Database
P
Departmentally -owned weapons, personal weapons,
alternate weapons, secondary handguns; produces
inventory reports
SERVICES
Chemicals/Film
S
Inventories
Equipment
T
Inventory/Sign-
out Cards- Photo
Lab
Operations Files
T
Retain until equipment no longer owned/used by
- Photo Lab
department; Manuals, instructions, procedures for
use/operations of photographic equipment
C-39
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
Descriptor
Grievance Files
CL + 2
GC34090
Grievance filed by employees, supporting
documentation
Investigations,
CL + 2
GC34090
Non hired
Background
Background
P
Include original reports re: PC 832.5 investigations
Hired
Parades & Special
CL + 2
GC34090
Reports, memos, correspondence, scripts, supplier
Events File
information, assignments, deployments, supporting
documentation
Permits
L + 2
GC34090
Approval process
Alcoholic
Beverage Control
License
Concealed
CL + 2
GC34090
Weapons
Photographs
S+2
GC34090
Personnel
Negative Log
CU + 2
GC34090
Negatives, Misc.
CU + 2
GC34090
Not case -related (Public relations, promotions, events,
es, staff photos)
Press Releases
CU + 2
GC34090
Press, Video Programs
CU + 2
GC34090
of videos of programs and events; outside
r0reigsisnaciolreports
(CommunityRelations
era a of department
Property Files
CU + 2
GC34090
and supplemental documentation (Lost,
Found, Safekeeping)
Property, Pawn
CU + 2
GC34090
Sales, slips. Dealer required to file duplicate with
Broker/Secondhand
agency
Reports
CU + 6
GC34090.7
Original maintained by DOJ. Dealer required to file
Dealer of Gun
mos.
duplicate with agency
Sales, Duplicate
Restraining Orders,
CU
Destroy after law enforcement actions described in PC
Emergency Protective
(See
273.5, 273.6, 646.9, 12028.5, 13700 and Family Code
Orders, Temporary
descriptor)
Sections 6380-6383 are fulfilled and effective date of
Restraining Orders,
restraining order has expired.
Legal Stipulations,
Orders After Hearin
Rosters Divisional
S+2
GC34090
Personnel assigned to division.
Schedules
CU + 2
GC34090
Schedules of Officers on duty
Dail
Watch
CU + 2
GC34090
Assignment/
Timekeeping
Records
Speaker Requests
CU + 2
GC34090
Community and business requests for public
appearances, speakers
Tests, Densitometer
T + 2
GC34090
Daily tests of development chemicals/processes for
Results Photo Labquality
control.
PUBLIC SAFETY (CONTINUED)
Record Series
Retention
Citation
Descriptor
Training
Bulletins
P
Event Files
CU + 2
GC34090
Correspondence, brochures, promotional materials, info
onspeakers, guests, supporting documents
Lesson Plans,
Range
CL + 15
Scope, content, time period of courses
Personnel (by
name)
T+7
GC34090
Paperwork documenting officers' internal and external
training
Schedules,
Range
CU + 2
GC34090
Daily, weekly, monthly schedules of training events at
range
Volunteer Card Files
T + 2
I GC34090
I Volunteers' identification, contact information
Note 1: The destruction of felony, misdemeanor and infraction Crime/Supplemental Reports is
permitted providing:
They do not relate to an unadjudicated arrest except for H&S 11357 or H&S 11360
violations;
2. They do not relate to unserved warrants;
3. They do not involve identifiable items which have not been recovered;
4. They do not relate to PC 290, PC 457.1, or H&S 11590 registrants;
5. They do not relate to violations listed in PC Sections 799 and 800;
6. The cases are not presently involved in either a civil or criminal litigation.
C-41
PUBLIC WORKS
Record Series
Retention
Citation
Descriptor
PARKS
Agendas, Board
CU + 2
GC34090
Grants (refer to Admin.)
Inventory, Equipment
AU + 2
GC34090
Warranties, purchase orders
Landscape
CU + 2
GC34090
Drawings, contracts, complaints, specifications,
photos, reports
Maintenance/
Operations
C + 2
GC34090
Includes work orders, inspection, repairs, cleaning,
reports, complaints
Maps
P
GC34090
Irrigation, plot plans
Minutes, Board
P
GC34090
Photographs
S+2
GC34090
Plans, Proposed
CU + 2
GC34090
Future plans, new sites, expansions
Policies and
Procedures
S+2
GC34090
Includes rules and regulations
Railroad Right-of-way
CL + 3
36 CFR
64.11
Land acquisitions, correspondence, improvements,
statutory records
Reports
Accident
CL + 2
GC34090
Patrons, employees
Others
CL + 2
GC34090
Studies
CL + 2
GC34090
Future sites, expansions
Resolutions, Board
P
GC34090
Schedules, Class &
Events
CU + 2
GC34090
Enrollment, liability releases, evaluations, attendance,
flyers
SANITATION/ SOLID
WASTE/
WASTEWATER
Collections/Landfill
CU + 2
GC34090
Daily records, usage
Facilities
CU + 2
GC34090
Correspondence, maps, patron list
History, Sanitation
P
GC34090
Where City -owned
Incineration Plants,
Sludge
CU + 2
40 CFR
61.54
Sludge, sampling, charging rate to measure mercury
content
Incinerator Operations,
Treatment Plant
CU + 2
40 CFR
60.153
Gas flow through wet scrubbing, oxygen content of
exhaust gas, sludge rate, temperatures, fuel flow, total
solids and volatile solids
Maintenance and
Operations
CU + 2
GC34090
Includes work orders, inspection, repairs, cleaning,
reports, complaints
Maps, Septic Tank
P
GC34090
Location maps
Rates
CU + 2
GC34090
Recycling Programs
S+2
GC34090
Regulations
S+2
GC34090
Includes legislation
Reports
Studies
CL + 2
GC34090
Tonnage
CU + 2
GC34090
C-42
PUBLIC WORKS (CONTINUES)
Record Series
Retention
Citation
Descriptor
STREETS/ALLEYS
Abandonment/
Vacations
P
GC34090
Closures
P
GC34090
Easements,
Dedications, Rights -of -
Way
P
GC34090
Field Books
P
GC34090
Grants (see Admin.)
Intersection Records
CU + 2
GC34090
Includes correspondence, volume counts, accident
history
Inventory, Traffic
Control Device
S+2
GC34090
Signs, lights
Landscaping
CU + 2
GC34090
Plants, tree maintenance, work orders
Lighting
CU + 2
GC34090
Maintenance, work orders
Maintenance/
Operations
CU + 2
GC34090
Includes work orders, inspection, repairs, cleaning,
reports, complaints, signals, striping
Maps
P
GC34090
Fire hydrants, lighting districts, wheel chair ramps,
storm drains, streets, sidewalks, sewers
Master Plans
CU + 2
GC34090
Copies
Parking
Lots
CU + 2
GC34090
Regulations
S+2
GC34090
Reports/Studies
CL + 2
GC34090
Permits
Encroachment
P
GC34090
Improvement
CL + 2
GC34090
May include curbs, sidewalks; Applications for
excavation, fill, alterations
Oversize
Load
CL + 2
GC34090
Parking
CL + 2
GC34090
Residential
Paving
CL + 2
GC34090
Use
(Temporary)
CU + 2
GC34090
Includes Special Events
Photographs
S+2
GC34090
Includes aerials
Plans, Capital
Improvement, Projects
P
GC34090
Streets, curbs, gutters, sidewalks, storm drains
Policies and
Procedures
S+2
GC34090
Includes rules, regulations, standards
Naming and
numbering
P
GC34090
C-43
PUBLIC WORKS (CONTINUES)
Record Series
Retention
Citation
Descriptor
Speed Limits
S+2
GC34090
Programs
Federal Aid
Urban
CL +
23 CFR 633
(a) & (c)
Traffic Safety
S+2
GC34090
Drivers Education, Pedestrian Safety, Bicycle Lanes
Reports
Bridges &
Overpasses
L
GC34090
Life of structure
Inspection
CU + 2
GC34090
Includes intersection, sidewalks. Bridges and
Overpasses, keep life of structure
Studies
CL + 2
GC34090
Traffic volume, accident history, requests, statistics,
drawings supporting traffic devices
Traffic Count
CL + 2
GC34090
Evaluation of traffic volume
Vehicle
Accident
CL + 2
GC34090
Routes, School Bus &
Truck
S+2
GC34090
Truck routes, access ramps, rest areas
Signage
L + 2
GC34090
Log books, index register cards, inventory lists,
records of traffic signs
Traffic Signals
L
Logs, drawings, wiring diagrams, codes, circuit
numbers, installation records, testing and
maintenance.
Weigh Scales
S+2
GC34090
UTILITIES
Facilities
T+2
GC34090
If city owned
Gas & Electric Rates
S+2
GC34090
Underground
P
GC34090
GC4003, GC4004; H&S 19850
WATER
Billing/Customer
Records
CU + 2
GC34090
Billings, correspondence, complaints
Connection Records
P
GC34090
Maps, water line connections
Flood Control
Drainage
Facilities
P
GC34090
Includes dams, lakes, basins, creeks
Flood Zones
P
GC34090
Includes flood maps
Insurance
Programs
S+2
GC34090
Includes copies of policies, rules, programs
PUBLIC WORKS (CONTINUES)
Record Series
Retention
Citation
Descriptor
Policies/
Procedures
S+2
GC34090
Rules and Regulations
Reports/
Studies
CL + 2
GC34090
Grants (see Admin.)
Inventory, Equipment
CU + 2
GC34090
Locations
P
GC34090
Mains, valves, hydrants, wells
Maintenance and
Operations
CU + 2
GC34090
Includes work orders, inspection, repairs, cleaning,
reports, complaints
Service
CU + 2
GC34090
Includes work orders, entry cards, manholes, service
to property owners
Well & Pumping
CU + 2
GC34090
Times operational, power used and quantity
Maps
P
GC34090
Line location; easements
Master Plans
CU + 2
GC34090
Copies
Meter Operations
CU + 2
GC34090
Reader reports, orders, tests Maintenance Reports
Permits
National
Pollutant
Discharge
Elimination
System
NPDES)
P
40 CFR
122.28
Municipalities of 100,000/more, compliance with Clean
Water Act re: pollutants
Others
CU + 2
GC34090
May depend on terms of state or federal agency
Policies and
Procedures
S+2
GC34090
Includes rules and regulations
Rates
S+2
GC34090
Reclamation
CU + 5
40 CFR
122.41
Daily operations including sewage flow, grit removal,
chlorine usage, lab analysis results, etc.
Reports
Conservation
CU + 2
GC34090
Consumption
CU + 2
GC34090
Corrosion
Control
CU + 12
40 CFR
141.91
Compliance documentation
Discharge
Monitoring
CU + 5
40 CFR
122.41
Average amount of pollution discharged into waters of
municipality.
Drinking
Water
Corrections
CU + 10
40 CFR
141.33
Hydrograph
P
GC34090
Daily flow of streams
Lead
Service Line
CU + 12
40 CFR
141.91
Compliance documentation
C-45
PUBLIC WORKS (CONTINUES)
Record Series
Retention
Citation
Descriptor
Public
CU + 12
40 CFR
Compliance documentation
Education
141.91
Quality
CU + 12
40 CFR
Compliance documentation
Parameters
141.91
Sanitary
CU + 10
40 CFR
Statistics, reports, correspondence
Surveys
141.33
Source
CU + 12
40 CFR
Compliance documentation, e.g. lead & copper
Water
141.91
State
CU + 12
40 CFR
Compliance documentation
Certification
141.91
Variances,
CU + 5
40 CFR
Water System
141.33
Well Level
CU + 2
GC34090
Sources
CU + 2
GC34090
May include wells, rivers, lakes, districts
Surveyor Field Notes
P
GC34090
Notes preparatory to maps of water installations
Surveys, Water System
CU + 10
40 CFR
Statistics, reports, correspondence
Sanitary
141.33
Tests
Bacteriological
CU + 5
40 CFR
Compliance records include location, date, method
Analysis
141.33
and results; corrections, analysis of bacterial content
Chemical
CU + 10
40 CFR
Compliance records include location, date, method
Analysis
141.33
used and results; corrections, analysis of chemical
content
Quality
CU + 12
40 CFR
Compliance documentation including sampling data,
141.91
analysis, reports, surveys, documents, evaluation,
schedules, valves, etc.
Valve Main Records
P
GC34090
Violations, Drinking
CU + 3
40 CFR
Retention applies to each violation
Water
141.33
WIN
TRANSPORTATION
Record Series
Retention
Citation
Descriptor
ADMINISTRATION
Agreements
T+4
CCP 337
Including concessionaire, slip rental, facility storage
Applications
T+2
GC34090
Payment invoices, inventory listings, billing correspondence
Aircraft Storage
and other related documents
Parking
Slip Rentals
Special Events
CU + 2
GC34090
Permits, correspondence, related documents re use of
rights of way
Fueling
AU + 3
CCP 337
Meter readings, fuel consumption reports, invoices, receipts
and records pertaining to refueling operations
Hazardous Waste
CU + 10
CAL
Documentation re: the handling and disposal of hazardous
Disposal
OSHA;
waste
40 CFR
122.21
Inventory, Equipment
L + 2
Includes vehicles, aircraft, vessels and related documents re
Parts & Supplies
repairs
Inventory, Vehicle
L + 2
Owners manual, warranty documents, Department of Motor
Ownership and Title
Vehicle title and registration, and related documents
Licenses, Permits
CU + 2
Forms, related documentation re: licenses and permits
required by federal and state agencies
Maintenance/
L + 2
GC34090
Related to requests for service and work orders for fuel,
Operations
vehicle and equipment maintenance and repairs
Report, Accident
CU + 2
GC34090
Memos and working documents
(Copies)
Vehicle Assignment
CU + 2
GC34090
Log books, request forms, lists
AIRPORT
Airport Certification
P
14 CFR
Federal Aviation Administration (FAA) required manuals
139.207b &
171.13-
171.213
Airport Noise
CU + 10
Correspondence, studies, memos, reports, log books,
Monitoring and
documents related to assessment of noise levels at airports
Complaint
and resolution of complaints
Inspection, Runway
CU + 10
Maintenance including Inspection reports, work orders and
related records
Inspection, Safety Self
CU + 2
CFR
Safety inspection and related document include reviews and
139.327
analysis of all aspects of airport operation
Maintenance, FAA
P
14 CFR
Forms and reports required by FAA including Forms FAA-
171.13-
198, -418, -6030-1, -6790-4
171.213
WE
TRANSPORTATION (CONTINUED)
Record Series
Retention
Citation
Descriptor
Reports
Accident and
Incident
(Aircraft)
CL + 8
Accidents, injuries, property damages, general conditions re
pilot and aircraft
Airport
Operational
(Regulatory)
P
Annual and special reports to federal and state regulatory
agencies.
Airport
Operational
(Administrative)
CU + 2
Logs, statistical summaries; administrative records
NOTAM (Notice
to Airmen)
CU + 3
Reports re: conditions affecting airport
maintenance/operations
GROUND
TRANSPORTATION
Auto for Hire
T+4
GC34090
License, permits for Taxicabs, shuttles, etc
HARBOR
Registers, Transient
Vessel Reservation
AU + 3
Reservation applications, receipts, and index registers
relating to boats in transit, temporarily moored
Slip Rental Index
CU + 5
Annual and periodic reports of slip renters
Slip Rental Permits
CL + 2
Applications, statement of rental conditions, vessel
inspection check sheets, copy of DMV registration, boat
owner information, and other documents re: dock slip
spaces
Slip Rental Waiting List
CU + 2
LOCAL GOVERNMENT
RECORDS RETENTION
GUIDELINES
County Records
June 2002
California State Archives
The document entitled "Local Government Records Retention Guidelines, County Records" at one time appeared on
this website as Attachment D to Local Government Records Management Guidelines. Upon learning that Gladwell
Governmental Services, Inc. asserts a copyright to the document's content, the Secretary of State has permanently
removed the document from this website. If you received from our office, or utilized, downloaded or reproduced from
this website any portion of Attachment D, we ask that you contact the business that asserts a copyright to this
material, Gladwell Governmental Services, Inc. Gladwell Governmental Services, Inc. can be contacted through its
attorney, Kevin D. Hughes, Esq., Tisdale & Nicholson, LLP, 2029 Century Park East, Suite 900, Los Angeles, CA,
90067; telephone (310) 286-1260; fax (310) 286-2351;
e-mail: KHughes(cDT-NLaw.com.
VA