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Home My WebLink AboutResolution No. 17-7711-Adopting a Records Retention ScheduleRESOLUTION NO. 17-7711 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY. ADOPTING A RECORDS RETENTION SCHEDULE AUTHORIZING DESTRUCTION OF CERTAIN OBSOLETE RECORDS, ADOPTING CITY- WIDE RECORDS DESTRUCTION PROGRAM PROCEDURES. AND RESCINDING RESOLUTION NOS. 6043 AND 14-7475 WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Downey; and, WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and, WHEREAS, the State of California has adopted guidelines for retention period for various government records; and, WHEREAS, the City Council of the City of Downey adopted Resolution No. 3009 establishing a Records Retention Policy and Program WHEREAS, the City Council of the City of Downey adopted a City-Wide Records Retention Schedule on June 9, 1998; WHEREAS, the City Council of the City of Downey adopted Resolutions Nos. 6043 14-7475 adopting records retention schedules on April 8, 1997, and February 25, 2014, pertaining to Fire and Police Departments only NOW, THEREFORE. THE CITY COUNCIL OF THE CITY OF DOWNEY DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. Resolutions Numbers 6043 and 14-7475 are hereby rescinded SECTION 2. The records of the City of Downey, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Director and with the consent in writing of the City Attorney and City Clerk, with further approval action by the City Council of the City of Downey. SECTION 3. The City Council hereby adopts the City-Wide Records Destruction Program Procedures, Exhibit B, attached hereto and incorporated herein by this reference; SECTION 4. With the consent of the City Clerk and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in formatting, Department or Division names improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series must be presented to the City Council of the City of Downey prior to taking affect. RESOLUTION NO. 17-771 1 PAGE 2 SECTION 5. The term “records” as used herein shall include documents. instructions books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act, SECTION 6. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions SECTION 7. This resolution shall become effective immediately upon its passage and adoption APPROVED AND ADOPTED this 25h da9-im F?MRR6msmguIji ATTEST: JAM( A City Clerk I HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City of Downey at a regular meeting held on the 25a' day of April, 2017 by the following vote to wit AYES: NOES: ABSENT: ABSTAIN : Council Members: Rodriguez, Saab, Ashton, Mayor Vasquez Council Member: None Council Member: Pacheco Council Member: None I City Clerk RESOLUTION NO. 17-7711 PAGE 3 EXHIBIT “A” FOR THIS DOCUMENT. PLEASE CONTACT THE CITY CLERK RESOLUTION NO. 17-771 1 PAGE 4 CITY-WIDE RECORDS DESTRUCTION PROGRAM PROCEDURES DESTRUCTION OF ORIGINAL PUBLIC RECORDS I HEREBY CERTIFY: the records listed below are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not, to my knowledge to be kept further by a statute. are not the minutes, ordinances or resolutions of the legislative body of the City or of any City Board or Commission, and are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the Government Code of California RECORDS LISTED ON EXHIBIT “B” Department Department Head Date I have reviewed the above-described records for historical value and for compliance with the established retention requirements. and I consent to their destruction. City Clerk Date I consent to the destruction of the above-described record City Attorney Date I certify that the destruction of the above-described records was approved by the City Counci of the City of Downey, California; by Resolution No. at the Regular Meeting held in Downey, California, on the day of . , and that by said Resolution, the department head of his/her designee was authorized to destroy the records City Clerk Date I hereby certify that, pursuant to the foregoing authority, the above-described records were destroyed on through inclusive Date Date Name Title Date EXHIBIT B AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS I hereby consent to the destruction of the records listed below: Department Head City Attorney ITEM NO. CONTENTS & INCLUSIVE DATES (VO) ;POO SL'oIInlIISUI ? aJe+IaM :I?M OPOO aJ! ] LUJOJIUII :oJrl (v')) suo Iuldo leiaua') AouJouv :"ua') - A itv 'le9 'sdo (VO) 8PQ9 Xl8)eS ? 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JO A9uo6eJoju! io 'sa lou 'sueJP Aieultullaid .ssaulsnq JO asin09 AieulpJO OHI u! paulelaJ lou spj030u ArousuerI (spi03ai aHll JO dnoi6 e) sojlas pi03ai aHI :uo!]dp3saa spr033u ( HJal’.) A)!'.) aHI s! )! uaq 1) 6u!)aaLU ltounoO AjlO e JOJ s! trial! aHI ssalun 'plo:)aJ aq) sa}eul6jJO ]eyl }uaLuuedap aq) sl II Allensn .,'Ad03 pJ03aJ„ JO leu161jo aHI sdaaH ley I ]uouuedap aHI :(pJ098u JO aa! go) u JO uolssltuiad uaHUM IOIN inotjuM a]rqIJjSlp io nle31ldnp lou of1 paAJasaJ s146u IIe 9tq£ zee f606) all 'saINaS lquatuuJ-Ao9 IIaM,peI'> 9LOZ - 966 La aN39 ll ]lrla3H9s NOIIN313U sau093u Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Retention No.Records DescrIptIon RetentIon / DIsposItIon Comments / Reference (OFR)ActIve (in office) Inactive (Records Center) Total RetentIon VItal? Image: MedIa T l=Import Options J M=Mfr S=Scan Destroy Paper after Imaged & IiI:1 C=II,l'lbq31, MMMWEMIB 1 L) 1 M[tMM!?MXBW cw-o01 iFi BEtII tEl,„,d,bd vV::heLI MSDS. if a chemIcal was ' _Longer RequiredInvolved Accounts Payable, InvoIces Petty Cash, Warrant Requests, etc ;8/II " MIIO f/Ie CM/ IqIdIe/ hTNnqntq;IJiw+rljql(.71su,Rlr11Hllra+lqdnulll:itjeyaHFBHFl: I._ Finance / RIsk Management Copies - VVh8n No Longer RequIred Mag, Ppr ; CopIes retained for reference [ GC 534090.7 Finance CW-002 CopIes - When No Longer Required Copies - When No IYes: Before I Mag, Longer I Payment I Ppr RequIred i i All originals go to FInance ! (these are copies); GC 1 534090.7FALL backup is forwarded to Finanm Lead Dept.CW-003 Affidavits of PUbIIcatIons / Public Hearing Notices / Legal t Advertising / AffidavIts of Posting Brown Act challenges must be I filed within 30 or 90 days of i action; Statute of Limitations Ion Municipal Government Factions is 3 - 6 months; CCP :55337 et seq, 349.4, GC §§34090, 54960. 1 (c)(1 ) 2 years 2 years Mag. Mfr, OD, Ppr CIty Clerk CW-004 I Agenda Packets / Staff Reports City Council Copies When No Longer Required CopIes When No Longer Required Copies VVhen No Longer RequIred CopIes - When No Longer Fi8auired Mag, Mfr, OD, Ppr S YE::gE\ r 1 1EIF1:11 C S 3 4 0 9 0 p 7 City Clerk 1:bI11pIIIr W = 0 0 5 :8):: :=: n t S d 11 1EII1I 11ron traciS Mag, Mfr, OD Ppr S ':,,:;J[;$:;::.:{:=(,:f!}::££z'£l I " l$34090 7 DOWNEY, CA ©1995-2016 GladMI Governmental Services. Inc. - all rights reserved Do not duplicate or distrIbute vUthout prIor wrItten permission from GGS (909) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 R Records DescrIption Retention / DIsposItIon Comments / Reference (OFR) ActIve (in office) InactIve (Records Center) Total Retention VItal?I MedIa I OptIons 'y:#:"„!!!i. c he F@Word ((I Refer 1v / "Bl:l1 p TMIUHe Bm t 4®WtMt mei Limitations (insurance certificates are fIled with agreement); Published AudIt y.;=F=.'J:A:l}:§)£:;"' Death=comp. + 5 years Developers=comp. + 10 years, Statewide guidelines propose termination + 5 years; CCP 9337 et. seq , GC 634090 Some grant funding agencIes require audits; Statute of I Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations iContracts & Spec's=4 years Wrongful Death=comp. + 5 Yes: Uponjye8rs, Developers=comp. + 10 Completio I years; Statewide guideIInes jpropose termination + 5 years; iCCP 5337 et. seq., 21 CFR 1403.36 & 1403 42(b); 24 CFR 185.42, 91 105(h), 92 505, & 1570.502(b). 28 CFR 66.42: 29 iCFR 97.42. 40 CFR 31.42: 44 ICFR 13 42: 45 CFR 92 42 I OMB CIrcular A-133GC n Lead Dept CW-006 I Agreements & Contracts b INFORMAL Completion 10 years CompletIon + 10 years yes Before Completion Mag . Mfr. OD Ppr S/1 Agreements & Contracts ADMINISTRATIVE FILES (WIth Grant FundIng) 10 years or After FundIng Agency Audit. if required. I whIchever is longer Completion + 10 years or IAtter FundIng I Agency Audit. if required, whichever is longer Lead Dept CW-007 1 (Correspondence. Project Administration, Project Schedules. CertIfied Payrolls, InvoIces, Logs, RFP, etc.) Completion Yes: Before Completion Mag, Mfr, OD. Ppr S/1 DOWNEY, CA ©1995-2016 Gladwell Governmental ServIces. Inc. - all rights reserved Do not duplicate or distribute without prior written permissIon from GGS (909) 337.3516 Adopted Ver 2 1 RECORDS RETENTION SCHEDULE: CITY.WIDE STANDARDS Page CW-3 @IlimLi Record Retention No,Records DescrIptIon Retention / DIsposItIon Comments / Reference (OFR) ActIve (in office) Inactive (Records Center) Total Retention VItal? Image: MedIa F l=Import ;Optionsl M=Mfr S-Scan Destroy Paper after Imaged & hI mm'MMR IfIII:III" ljau.]lrlru Tl[:rd#inHHrHt'w.1lja.Ittu[=TIIgr=In, +glnllllPlglqt:nIH+1lg:Flrlq4Fgrr=IRrn / M/Me z:IwaHml Limitations (insurance certificates are filed with I agreement); Published Audit Standards=4-7 years; Statute of LImitations: Contracts & Spec's=4 years, Wrongful } Death=comp. + 5 years 1 Developers=comp + 10 years Statewide guIdeIInes propose termInation + 5 years; CCP 15337 gt. 994., GC 534090 Agreements & Contracts ADMINISTRATIVE FILES Lead Dept CW-008 F (Correspondence, Ploject [ Administration. Project Schedules, CertIfied Payrotls, InvoIces. Logs, RFP. etc.) CompletIon 1 10 years Completion + IC) years Y8s: Before Completion Mag. Mfr. OD PpI I Yes: Upon S/1 } Completio n Agreements & Caltracts . UNSUCCESSFUL BIDS UNSUCCESSFUL PROPOSALS or RESPONSES Ito RFPs (Request for Proposals) and/or RFQs (Request for Qualficatlons) that don't result in a contract i Lead Dept CW-009 2 years 2 years Mag , Ppr The RFP / RFQ and the I successful proposal becomes I part of the agreement or I contract: GC 534090 FInance cw-ola CW-O1 1 I Audits / Audit Reports / CAFR I Comprehensive Annual 1 FInancIal Reports Copies - When No Longer RequIred Copies When No Longer RequIred Mag Ppr CopIes; GC 534090.7 FBlds. See Agreements & i Contracts DOWNEY, CA ©1995-2016 Glac]well Governmental Services, Inc. - all rIghts resew8d Do not dupIIcate or dIstrIbute WIthout prIor written permIssion from Gas (909) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY.WIDE STANDARDS Page CW-4 RF b RetentIon No Records Description RetentIon / Disposition Comments / Reference (OFR) ActIve (in offIce) InactIve (Records Center) Total RetentIon Vital?MedIa OptIons Image: 1=1mport M=Mfr S-Scan Destroy Paper after Imaged & -m) iMRVHMgcMmln rme + I jcommittees: city Council Staffing Dept 1 cw-012 !SUbCDmmMees + 2 y8ars 1 1 2 years mmaEH3nM He me MMM4 H ; Im!!MI M Mag , Ppr I All recommendations are i presented to the city Council IGC 534090 et seq(Composed solely of less than a quorum of the City Council) Boards. Commissions, & Committees: External ; OrganizationsCW-013 When No Longer Required When No Longer Required Mag , Ppr (e.g County Board of Supervisors) Boards. Commissions, & Committees: Residents Advisory BodIes Formed by CITY COUNCIL I Non-records Staffing Dept.CW-01 4 Minimum 2 years Minimum 2 years Mag. Ppr Brown Act challenges must be !filed within 30 or 90 days of taction; GC 5534090, 1 54960. 1 (CH 1 )AGENDAS, AGENDA PACKETS Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCILStaffing Dept CW-015 2 years 2 years Mag . OD : Department preference; State llaw only requires for 30 days; IGC 554953 5(b) AUDIO RECORDINGS of Meetings / Audio Tapes DOWNEY, CA ©1995-20r6 Gladwell Governmental Services. Inc. - all rights reserved Do not duplicate or dIstribute without prior written permISsion from GGS (909) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 1Cl:::r: f 1 1F111 e te n t i O r1 N 1E11) e Records Description Rotontlon / DIsposition Comments / Reference (OFR) ActIve (in office) Inactive (Records Center) Total RetentIon **=::{{$4, iii!:.Vital? mi FMB8$ l:!.PtOFIUqlttllt Hq[. In--Hq Committees: Residents S t a A i n 9 1E) e P t C VJ M 0 1 6 ::TV ?!) : :jrLs F o r n e d b y c m/l It" // roin'/o Fxoq8Mmtm&& fm/ me Mm P P Mag, Mfr. OD, Ppr S No [ Department preference: GC 1934090 MINUTES & BYLAWS CW-O1 7 i Budgets - Finals Copies - When No Longer Required Copies When No Longer RequIred CopIes When No Longer Required (Upon Settlement) Copies When No Longer RequIred Copies - When No Longer RequIred Copies When No Longer Required (Upon Settlement) I*;'::'*::'"i’:',S/1 Y E : : At:e r : :Ti : 0T;U1:1:Cb : :liE;; r 4:::TIy 3 years 153901 FInance CW-01 8 !Cash Receipts DetaIl / Backup I/ Accounts Receivable Detail / Refund Detail Mag, Ppr IGC 534090 7 FInance / Risk Management CW-019 I Claims yes: Before Settlement Mag, Mfr, OD, Ppr S/1 !:: i e :::: f G C 5 S 34 0 9 0 a 7 1 34 0 9 0 p 6 ICity preference: Statute of Limitations for personal jproperty, fraud, etc. is 3 years IC;taims must be filed in 6 Irnonths: CCP 55338 et seq. 340 et seq., 342, GC 55945.6, QQ S:}4090 ( R e S bTndd i n 9 ) C W w 0 2 0 8 :1 =E:a:i n t S / C O n Ce I n S fm m Dept Minimum 2 years Minimum 2 years Mag. Ppr R :su= ?cne s 1C W n0 2 1 i cw-022 Complaints Against Employees Send to Human Resources Send to Human Resources Mag, Ppr lbc 534090.7 [Contracts: See &Lreement§ DOWNEY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute Mthout prIor written permission from GGS (909) 337'3516 Adopted Ver 2 1 RECORDS RETENTION SCHEDULE; CITY-WIDE STANDARDS Page CW-6 Wi Record I RetentIon No,Records Description Retention / DisposItion Comments / Reference (OFR) Active (in offIce) 1 lnactive (Records Center) Total RetentIon .::'=':{{$iI,::;it!!:’.;VItal? [mJM 1aaMmm HmZmr M F„ = TT:mmm&T= mm am––Tm@ 11111111111r W w 0 2 3 1 :=== 0 r d U P I i (IF111NIate S of any YE: eFI IT:: eNroll Mag PP r Required I I Required 'I:a.HC Ifu'UtlttFIHnTTm Vilqrtru.I.ru/7;I,ZJul 'nljtttm=tIt=tu=rllt:tllt=lllg.Ida:iIT TIm, Lead Dept IGC 534090 7 Dept that Authors Document or Receives the CIty'S Original Document ! Correspondence - ROUTINE CW-024 (e'g. AdminIstratIve, Chronological I Gerwral FIles. Letters, Memorandums. Reading File, 1 Working FIles. etc.) 2 years 2 years Mag, Ppr IGC 534090 FL,ul Tespulluelluu - TRANSITORY / PRELIMINARY DRAFTS. Interagency and Intraagency Memoranda not retained in the ordinary course of business I Electronic and paper records Fare filed and retained based Fupon their content E-mails, lelectronic records. or socIal I media postings that ARE I made or retaIned for the I purpose of preserving the InformatIonal content for I future reference are saved loutslde the e-maIl system by lprinting them out and placing in ja file folder, or saving them jelectronic8lty; if not mentioned here. consult the CIty Attorney Ito determine if a record is ' consIdered transitory / lprellminary drafts. GC 534090, :GC 56252; 64 OPS. Cal Any Dept. that Authors Document or ReceIves the City's OrIginal Document I (e.g. calendars, ctnckhsts. e-mail } or socIal rnedla posting NOT made I or retaIned for the purpose of I preserving the Informational I content for future reference. I invitations. Instant messagIng. I inventories, logs, maIIIng IIsts, meetIng roorn registrations, supply inventories, telephone messages, text messages. transmittal letters thank yous. reqtnsts from other dUes, undeIIverable envelopes . visitors logs. voice maIls. CW-025 When No Longer Required When No Longer Required Mag, Ppr DOWNEY, CA ©1995-2016 Gladwell Governmental Services. Inc - all rIghts reserved Do not duplicat8 or dIstrIbute without prIor wrItten permissIon from GGS (gOg) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 tgumI Record Retention No. 1 Records Descnptlon I Retention / Disposition I Comments / Reference '-='!!§i' iiI: my©tdWr&@/!!:h7J;ri;NrxamdIrq+ $Ffw®ma (OFR) Active (in offIce) Inactive } (RecordsI Center) Total RetentIon VItal? mc HmM!no WRMHHE ] :im 1,a=118111+p49bu£ell;IBnlenImMmp p MaIn C W = 0 2 6 11: :d;sra sRo: :=== B:: : =esA t s I T::: : o RIghts of Ways (All> ] RequIred C W H 0 2 7 :::oo::t::yE£euf=:sd/a:T: s t C 1 :: r : 5DeposIts A I i lio/lf" t If;HE(+ldJHtlfJflZHBvqlIFYJnui4@l8l;El#tHBqlIHmBHMmRIM When No Longer RequIred BmJ CIty Clerk Mag, Ppr I Send aU orIginals to the CIty iC}erk, GC 534090.7 Lead Dept Close + 5 years Mag, Ppr I Department preference; meets I auditing standards; GC 534090 I As long aslhe drafts and notes are not retained in the "Regular Course of Busin8ss" Consult I the City Attorney to determlne if a record is considered a draft. GC 5534090, 6252 1 6254(a) Transitory or source records not retaIned in the ordInary course of bUSIness, CHP j audits every 2 years; Bureau of National Affairs recommends 2 years for all supplelnentary Personnel records; GC 534090 Lead Dept.CW-028 I Drafts & Notes: Drafts that are revised (retain final versIon) When No Longer RequIred When No Longer Required Mag , Ppr Lead Dept cw-029 bDMV Pull Notices When Superseded or Separated When Superseded or Separated Mag Ppr Lead Dept CW-030 CW-031 I Generator Operation Logs & I InspectIons - Fixed / Stationary Generators }Generator Operation Logs & Inspecttons - Portable / Emergency Generators 3 years 5 years 3 years 5 years Mag , Ppr Mag , Ppr I AQMD Rule 1470: GC 534090 Lead Dept. TAQMD Rule 1470, Form l400-E-13a instructions: GC 134090 DOWNEY, CA ©1995-2016 Gladwell Governmental ServIces, Inc. - all rIghts reserved Do not duplicate or distribute without prIor written permission from GGS (909) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Mc Record I RetentIon No,Records Description RetentIon / DIsposition Comments / Reference (OFR) Active (in office) I Inactive I (Records E Center) Total Retention VItal?MedIa OptIons ':{{§i,:i{t:. mMEn#©3wlt'©aMlm8mMnM I 'I is / lol mI TIll;l{;llrli. i’ll r I MTnMmE ) print out hIstorical documents (or save source data) prIor to i replacIng the data. if they I require the data or output for i historIcal purposes; Department Preference (Preliminary documents): GC 534090 et seq Lead Dept CW.032 GIS Database / Data / Layers I (both City-wide and I SpecIalized ) When No Longer Required When No Longer Required Yes Mag Lead Dept,CW-033 IGrants (UNSUCCESSFUL ! Applications, Correspondence) 2 years 2 years Mag,i Ppr I Meets auditing standards' Grants covered by a ConsoIIdated Action Plan are E required for 5 years; Uniform ! Admin. RequIrements for I Grants to Local Governments Iis 3 years from expenditure report or final payment of I grantee or subgrantee; I statewide guidelines propose 4 jyears; 7 CFR 3016 42: 21 CFR 1403.36 & 1403.42(b). 24 CFR 185.42. 91 . 105(h). 92.505, 1570 490, & 570.502(a&b), 28 ICFR 66 42: 29 CFR 97 42: 40 IcFR 31 42: 44 CFR 13 42. 45 CFR 92.42; OMB Circular A. d IGC 534090 Grants / CDBG / Retmbursable ClaIms / FEMA ClaIms (SUCCESSFUL Reports, other records required to pass the fundIng agency's audit. if I required) After FundIng Agency Audit, if Required MInImum 5 years 1 After Funding I Agency AudIt, if required MInImum 6 years Lead Dept.CW-034 2 years Mag, Ppr AppIIcations (successful), grant agreement. program rules, regulations & procedures, rep(xls to grant funding agencies, correspondence, audit records, completIon records 110 & A-133, GC $ DOWNEY, CA ©1995-2016 Gladwell Governmental Services. Inc - all rIghts reserved Do not duplicate or dIstrIbute without prIor wrItten permissIon from GGS (m) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 OffIce of Record Retention No.Records DescrIptIon Retention / DIsposItIon Comments / Reference (OFR) ActIve (in office) InactIve I (RecordsI Center) Total RetentIon M e d i a 1L == 1:: i : pe;i:? '""” Is!!I „;;;!‘Vital? > e 1)///( a u//mJ[!EiRfFd FmMFMM/ mrM®Mmm [[ c,:mT Resources; All State and 1 Federal laws requIre retentIon 1 untIl final dIsposItIon of formal lcomplalnt; State requires 2 i years after actIon is taken; GC i5512946, 34090 Human Resources CW-035 GrIevances and Informal ComplaInts (Employees) CopIes - When No Longer RequIred Copies When No Longer RequIred yes Before DISPOSItIOn Mag, Ppr Copies When No Longer Required (Upon Settlement) When No Longer RequIred CopIes When No Longer R8quired ( Upon Settlement) When No Longer Required CIty Attorney cw-036 liE:::I ltl9atlon' PendIng !!i,.=!T" T,{'. S/1 ;:::':=;fiR;:=h“ Lead Dept '"”;' kiT.'.::"'"'"""Mag. Ppr 1 Preliminary drafts not retained jin the Regular Course of Business GC 534090 Previous MSD-S nlay be obtaIned from a s8wlc8, MSDS may be destroyed as long as {a record of the chemIcal / Isubstance / agent, where & yes _ Aner I when it was used is oc & OD I maIntaIned for 30 years Applies to qualified employers I ClaIms can be made for 30 1 years for tOXIC substance exposures; 8 CCR 3204(d)( 1 )(B)(2 and 3), 29 MaterIal Safety Data Sheet (MSDS) / Safety Data Sheet I(SDS) Chemical Use Report Form (or records of the bchemlcal / substance / agent, where & when it was used) Lead Dept.CW-038 WhIle Chemical in Use 30 years 30 years Mag . Mfr, OD, Ppr DOWNEY, CA ©1995-20r6 GladwU Govemmenlal ServIces. Inc all rIghts reserved Do not dupIIcate or dIstrIbute WIthout prIor wrItten permissIon from GGS (909) 337-3516 Adopted ;_{: };: iq iIi18 t: _ c l€jB}}ig18}IiI l}lgF–1};', gl:I ? gi 11§lg * g' l{lgH}}}}}}}}}: i iIE 8aS OSI) jT 8 g3;! i gEgb gEe gg ; 0 B C) a) VI £ la EL0la< trIa a( 4(aZ<b U) IUa E it- rD a D } # { }a cB a is:}{jI111J3a LU = C) trIZ0 RZ IUbIUa( a)a a(0 C) LU a( litII !! g : lgIEIE }{ EII:} } } } } : } } ; } }8 g g ; j i i 6: +g }l§lg ;l§Jj Q 5 b b T < = CD0 b EIE r)’aiI.gIg III:1:iIIaltI a q Ii A) al C) & gZ En q1;! ! gE at 8gII88 JgZZ a $3a ad a)X) 2Q8 gE } :gl} 8: 8 Sg el-sI g re b ggg H# jga a LI Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW.11 to111M Record Retention No.Records DescrIption RetentIon / DispositIon '!!!!?, I;i;{.BHBmmMn ’lli=lll.;iIFxlIF 1=11 lsul t+8 s after settlelllerll Comments / Reference (OFR) Active (in office) Inactiv8 (Records Center) Total Retention Vital?Media Options Mm U Rdfa11llu11s dvvlv to the d8udltlllellt ttldt is NOT the OffICe uf Run>Id (OFR), oi !hp “LgB@MM S I IF you dIE tr lrT. +:Ill<=X.I;NmBmmMME mmHM Incorporation into 1 Before Performance I Annual EvaluatIon or 1 EvaluatIon Documented Discipline When No Longer RequIred ;munI Incorporation ! into IEE:: Er~"”''"~-“ =IiI::'; Documented Discipline Wh8n No Longer RequIred If I /'M 1 Notes maintained in a separate I folder to be incorporated Into I performance evaluatIon, or to document progressIve discipline; GC 534090 et seq Lead Dept CW-046 Mag , Ppr Lead Dept CW-047 } Photographs Mag , Ppr Mag. Ppr Mag, Ppr I Preliminary Drafts, destroy I unnecessary photographs. GC 15534090l6252, 6254(a) public RelatIons / Press Releases i Real Estate Appraisal Reports I Property NOT purchased, Loans not funded, etc Lead Dept. Lead Dept (Who Ordered the AppraIsal) CW-048 2 years 2 years IGC 534090 CW-049 2 years 2 years I Not accessible to the pubIIC; Statewide Guidelines show 2 ]years;GQ 5534090, 6254(h) Not accessible to the public until purchase has been *;'.'“:!IF!'ibFi!:iT:::';'„' 1 570.502(b); 29 CFR 97.42. GC 534090 Lead Dept (Who Ordered } CW-050 the AppraIsal) I Real Estate Appraisal Reports Purchased Property, Funded Loans 2 years Minimum 3 years MInimum 5 years yes. Before Purchase Mag, Mfr, OD Ppr S CW-051 Records Destruction Lists / ICertlflcate of Records DestructIon Copies When No Longer Reg ut red Copies - When No Longer RequIred Mag, Ppr 1 GC 534090.7 DOWNEy, CA ©1995-2016 Gladwell Governmental ServIces, Inc. - all rights reserved Do not duplicate or distrIbute Wthout poor mitten permIssion from GGS (909) 337-3516 Adopted: Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY.WIDE STANDARDS Page CW-12 c Record Retention No.Records Description Retention / DIsposition Comments I Reference (OFR) Active (in offIce) InactIve (Records Center) Total Retention Vital? Image: I Media I l=Import OpUon61 M=Mfr S,Scan Destroy Paper after Imaged & me :i I:Hc=IHIM lkl.:;lllllUYIH IItTtelll;.ttnqHtttFn.Ptllt.IHli ml tl.:.:„I.lsti.i;li.ll„li;llmmwmTmMmB IiHf;If,I'll.I *IT,nHIHF:=2alnl iHI Procedures, Brochures, Flyers, Manuals, Newsletters, etc: I Produced by OUTSIDE ORGANIZATIONS (League of CaIIfornia Cities, Chamber of Commerce. etc ) Reference Materials PoIIcies Procedures, Brochures. Flyers. Manuals, Newsletters, etc Produced by YOUR Department Reference Materials. POlicIes, Procedures. Brochures, Flyers, Manuals, Newsletters, etc' Produced by OTHER Departments ; Reference or Working Files [ See Correspondence \re I t:111.1.tdtlvl;ulbulr.tIt =R) or //lo '/ mt + RIBI 'l:ll{llt.ilt=:lix.I'FIHlll;lqiiHr:li;T4blUjITi:HmmmIm&led tIleBml®mImo me IMe daMn CW-052 When No Longer Required When No Longer RequIred Mag Ppr Non-Records Lead Dept. I CW.053 MInImum 2 years MInImum 2 yea rs Mag , Ppr Statewide guIdelines propose !superseded + 2 or 5 years. GC 1534090 Lead Dept 1 cw-054 When Superseded When Superseded Mag , Ppr ICopies; GC 534090 7 CW-055 CW-056Lead Dept i Reports and Studies I (HIstorically SIgnificant . 8.9. I Zoning StudIes) 10 years P P Mag. Mfr. OD Ppr S/1 ! Administratively and Yes: After }Historically significant, 10 years Itherefore retained permanently: GC 534090 Information is outdated after 10 I years; statewide guidelines propose 2 years; if historIcally sIgnificant, retain permanently; GC 534090 Lead Dept. i CW-057 Reports and Studies ( other ;than Historically signIficant i reports ' e g. Annual Reports) 10 years 10 years Mag , Ppr DOWNEY, CA ©1995-2016 Gladwll Governmental ServIces. Inc. - all rights r8serwd Do not dupIIcate or dIstrIbute WIthOUt prIor wHen permission from GGS (909) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 IEIF:==r = f 1R11:b 8 t e I I t 1 0 1 1 1N 0 B Records DescrIptIon RetentIon / DIsposition Comments / Reference (OFR) Active (in offIce) InactIve (Records Center ) Total Retention Vitrl? I Image: I Media } I=Import I Options ! M=Mfr 1 S'Scan Destroy Paper after Imaged & 1 ,al Itt,cIlt f//af c mi IF )rcmbUn ’I:xlnl;NFC.Iqljtli.Tt::&VTl:FINn ' : IT.i=1FwmmmHmRET;F-=-THII When No 1 1 When No Longer 1 1 Longer RequIred 1 1 RequIred Minimum 2 T I MInimum 2 years 1 1 years HEBERWE #mBbvllql M IfIll Emsl MMMHMM tHe laWIIMR CIty Clerk cw-058 1 Resolutions - CIty Council Yes (all) Mag, Mfr, OD, Ppr No I Originals maIntained by CIty ICterk Permanently: GC 1534090.7 Lead Dept CW.059 {Specia1 Projects / Subject Files :/ Issue Files SuIveys / QuestionnaIres (that the City issues) Mag, Ppr I Department Preference: GC ;534090 et seq Lead Dept CW-060 llf a summary of the data is jcompil8d. the survey forms are jconsidered a draft or transitory record, and can be destroyed as drafts (When No Longer Requl Rd) 2 years 2 years Mag, Ppr IGC 534090 IDepartment preference; Meets auditing standards (audIt + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years: Most I Employees provIde digital Yes: After jsignatures when they submIt QC & OD Itheir tlmec8rds, but some in I PubIIc Works and CommunIty I ServIces do not (another employee enters their tIme); IRS Reg S31.6CX)1-1(e)(2), R&T §19530; LC S 1 174(d); 29 FR 516 S. GC $34090 Lead Dept. ;Tlme Cards CW-061 Contains the employee's 1 SIgnature 2 years 1 3 years 1 5 years Mag. Mfr, OD, Ppr S/1 DOWNEy, CA ©1995-2016 Gladwell Governmental Services, Inc - all rights reserved Do not dupIIcate or dIstrIbute vUthout prIor wrItten permission from GGS (909) 337-3516 Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY.WIDE STANDARDS Page CW-14 [e]amt Record Retention No Records Description RetentIon / DIsposItion Destroy Paper after Imaged & Comments / Reference (OFR) ActIve (in offIce) Inactive (Records Center) Total RetentIon VItal?MedIa OptIons Image: 1=1mport M=Mfr S=Scan Department preference, EthIcs ITralnlng is 5 yearsi StatewIde I guidelines propose 7 years iCalif Labor Division is requIred I Yes When rto keep theIr OSHA records 7 Inactive Fyears; EEOC/FLSA/ADEA i (Age) requires 3 years for ; promotion. demotion, transfer selectIon, or discharge. State Law requires 2 -3 years for personnel actions; 8 CCR 53203 et seq , 29 CFR 1627 3(b)(iI), LC 56429(c); GC 5512946, 34090, 53235 2(b) Training - ALL COURSE RECORDS Lead Dept CW-062 I (Attendance Rosters, Outlines and Materials, includes Ethics r& Safety Training & Tailgates) 2 years 3 years 1 5 years Mag , Mfr. OD, Ppr S FVideo Recordings . Public ActIVIty (Doors, Hallways. Parks. Public Areas, etc.)Lead Dept CW-063 When No Longer Required When No Longer Required Does not record regular jongoing operations of the City IGC 534090 6(a)See City Clerk's schedule for cal Council Video Recordings Mag DOWNEY, CA ©1995-2016 Gladwell Governmental Services. irE - all rIghts reserved Do not dupIIcate or distrIbute without prIor written permissIon from GGS (909) 337-3516 Adopted 'pa)dopV 9Lge-zee (606) sc)c) WOJJ uolssluuod ualluM JOUd tnoq jIM alnquls ip JO ale31ldnp lou of1 pOMOS8J Sjq6jJ Ile - '3UI 'Sa31MaS leIuaLuuJaAo9 llaMpe19 9LOZ-$66L© VO IA3NM(-)a 060 beS F O') 'sieaK Z + papa$Jadns} ao ? ac) 8SOdOJd saullapln6 8ptMatetsi JaBV 'saA :83uaJajaJd )u8LUjJedoa 1/S Jdd 'ao ’BW '6eW d : Til!<; ,..,,,,„,„;:::.".':::::::: „„„. ON uaqAA &red S + uollrljos3U leuIJ UJ n LUt ulm ueoA 9 LUnUILIIW paJlnbaU Ja6uo1 ON UQqM I ueoX a unu IIllW paJlnbaU I soIl J )uaLUUedoC] / soIl J a91APV! LOo-va JO6UOl ON 118=FmmM=FHja=FE7ma]MdQw@HElwaaIBWWBB AauJO IIV KUO (q>g'zeg§] ad :9'060 Pe '060be '9 Sb6 'z' 1 16 S$ 39 "bas 18 zee SSI d .') .') '83uaiqoJd }uoLUUedoC] I Jdd i )uatuaIB8S '6en ! I!)un 'S8A £leoA g + uo!)rlj08aU leu IJ LunuJjUlm &1 eeA S unwlulW - paJlnbaU Ja6uo1 ON uayAA SJ eeA Z unwlulW paJinbaU Ja6uo1 ON ual soII J ase') UnDO /s}!nsMel / soN J uolje6 IUll coo-va AauioltV XII.') 060be S Dr) 'ueoA Z + papasJadns asodoid saullapln6 opjMotels '83uoJajaid luaLu}iedaa /681 ! soA xapul uoluldO pue suoluldo Aouio IIV AjlOt zoo-va Aauiol IV XUO 060b£§ Or) '.uiuaia laid luawjiBdoa Jdd '6eW AauJODV AjlO 'MTW Ma nErmanFE Fiba aM WEMI T p36etul JOUR raded Aol)sea ue3SnS BW BW ISUolIdO uodulj=1 ; elpoW :a6eLUI Zjl!!!A 1101 Iuo IOU I aol (J3jua') spJ09aU) aAj138111 t8,IU. ul) eAjtoY tuio) 09uaJ3JaH I S)U8LUWOq)uo!)!$odsla / UD!)ualoN uo!]dlr3soa SPJ030U ON ual)ualoN pJ03aU JO 03yJO L -VO a6ed A3NUOIIV AllO :31rla3H3s NOIIN313U sau093u O'Z 'JaA Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 @XjfIMc Record RetentIon No Record8 DescrIption RetentIon / DIsposition Image: I-Import M=Mfr Destroy Paper after Imaged & Comments / Reference (OFR) Active (in offIce) In8ctive (Records Center) Total Retention VItal?Media OptIons [/ tib' UMm:Mj HI aHe mmHM Be TIm1me IMf an ![+jebqlr=1{=111tjejtsd=Nlllt::I=1:li{;lK; IIII: liII=liII r W OD, Ppr I “ ' ' I QC'd & ODCity Clerk : CC-001 } Administrative Regulations P P a 534090 Brown Act challenges must I be filed withIn 30 or 90 days I of actIon, Statute of Limitations on Municipal I Government actIons is 3 - 6 ; months: CCP 59337 et seq [349.4: GC 5534090 54960. 1 (c)( 1 ) I Affidavits of PubIIcations / Affidavits of POstIng NotIces / } Legal AdvertisIng / Notices / Proofs of PubIIcations / Public HearIng Notices CIty Clerk CC-002 2 years 2 years Mag, Mfr OD, Ppr Agenda Packets. City Council, Community Development b Commission, Successor I Agency, Oversight Board, Public Finance AuthorIty, Water Authorit: City Clerk 1 CC-003 P MoT1 1 F:: 8 s / 1 Yes: After QC & OD IDepartment preference: GC F 534090 DOWNEY, CA. ©r995-2016 61adwell Governmental Services. Inc - all rIghts r8served Do not dupIIcate or dIstrIbute without prior written permIssion from GGS (909) 337-3516 Adopted Ver 3.1 RECORDS RETENTION SCHEDULE: CIT\r CLERK Page CC-2 Office u Record RetentIon No Records DescriptIon Retention / DIspositIon Image: 1=1mport M=Mfr Destroy Paper after Imaged & Comments I Roforonco (OFR)ActIve (in office) InactIve (Records Center) Total RetentIon Vital?Media Options 8FH-MnF TfT+ BEaRllfHMEHmET5TIHT m=]U!:IKXHgwM FORMAL (INFRASTRUCTURE,. OR IF IMAGED, JPAs. MOUs) 't / yu ) +r:lll+BIP//lIFjfjljr:Illll+lIFq:11111+AVI(:1(VIIIPWI I '8sulr18s a Agle81nent or Contract Includes all contractual obIIgatIons (e.g. SpecIfIcatIons and Successful Proposal / Scope of Work).. Insurance CertifIcates, Notice of Cornpletion Department Preference: A11 I infrastructure contracts lshoutd be permanent for j8m8r9ency preparedness Statute of Limitations is 4 years; 10 years for Errors & IOmissions: land records are permanent by law; CCP $337 jet. seq., GC 534090 IContractor has retention Frequirements in 48 CFR 14.703 CIty Clerk CC-004 Cornpletion P P Yes: Before I Mag, Mfr, CompletIon I OD, Ppr S Yes: Upon Completion Exdrnples ot Infrastructure ArchItects, Buildings, brIdges, covenants, development. envIronmental, Joint Powers. MOUs. park Improvements, property & property restrIctIons. redevelopment. reservoIrs, sewers SIdewalks, street & alley ilrlprovemerlts, settlerrlellt, subdIvisIons, utilities, water. etc DOWNEY, CA. ©1995-2016 Gladwelt Governnlental ServIces. Inc. - all rights reserved Do not dupIIcate or dIstrIbute WIthOut prior written permIssIon from GGS (909) 337.3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 c Record M rIHon No.Records DescrIption Retention / DIsposition Comments / Reference (OFR) ActIve (in offIce) Inactive {Records Center) Total RetentIon Vital? Image: : Destroy MedIa ! I=Import I Paper aRe, OptIons # M=Mh I Imaged & tIllmejMUMmHe Miammf A ! FORMAL (NON, INFRASTRUCTURE Professional Services Agreements - NOT IMAGED) ImaMMM 11 Agreement or Contract includes all contractual obligations (8.g. SpecifIcations and Successful Proposal / Scopo of Work), Insurance Certificates, Notice of Completion I Department Preference, Statute of Limitations is 4 }years; 10 years for Errors & OmissIons: land records are permanent by law. CCP 55337. 337 1(a), 337 15, 343; GC 534090, Contractor has I retention requirements in 48 CFR 4 703(a) CIty Clerk CC-005 Completion 10 years I Completion + 10 years Yes. Before Completion Mag. Ppr Examples of Non-Infrastructure - Consultants, Franchises LandscapIng, PaInting, Slurry Seals (Paving). Tree TrimmIng, Leases. Personnel, ProfessIonal Services , VehICleg. etc AudIt Reports / CAFR Comprehensive Annual Financial Reports and related Audit Opinions Board & Commission / I Committee Maddy Act Lists / Vacancy Notices City Clerk CC-006 10 years I MO?) 1 rJ: T s / 1 yes: After 90 days > Department Preference 1 (copies); GC 534090.7 City Clerk CC-007 2 years 2 years Mag, Ppr IGC 934090 DOWNEY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rtghts reserved Do not duN icale or dIstrIbute WIthOUt prior mitten permission from GGS (9(B) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Retention No.Records De8crlptlon Inactive 1 {Records Center) Rotentlon I Dl8p08ltlon Image: MedIa I l=Import OptIons 1 M=Mfr jn Destroy Paper after Imaged & Comments / Reference (OFR)ActIve (in office) Total RetentIon Vital? 'r tt,u InT.I WHEn HamMje 1g.7£.:.:Itt.tHtt'In Elq.hlllllrqITmm:l I Statute of LimitatIons for I bonds, mortgages, trust I deeds, notes or d8bentures is 16 years; Bands lssued by local governments are la 1 years; There are specifIC ! requirements for dIsposal of I unused bonds, CCP 55336 et j8eq. 337.5(a): 26 CFR 1.6001-1(e): GC 543900 et seq_ Department preferencei GC 1 S34090 et seq + Bonds (Revenue) OffICIal Statements / Transcripts / Certificates of Participations I (COPs) - Includes ContinuIng F Disclosure Reports CIty Clerk CC.008 Fully Defeased + 10 years Fully Defeased + 10 years Yes. Until MaturIty Mag, Ppr See Bank Statements for statement retentIon. CIty Clerk CC-009 I Budgets - Adopted / Final P P P IYes: Currentl Mag, Mfr, Fiscal Year ! OD, Ppr S/ S/1 S/1 Yes: After 90 days CIty Clerk CC.010 CC-O1 1 [City Council, Board & CommIssion HistorIcal LIst of Members P 2 years Mag. Mfr. OD, Ppr Yes After IDepartment preference: GC QC &OD 1534090 FInance I RIsk Manage IClalm Forms 2 years Mag. Mfr. OD, Ppr Yes. After QC &OD GC 534090 Mag, Mfr, OD, Ppr [ Department preference, I Finals are maintained by CIty I Clerk; Department file may I include correspondence; GC !534090 et seq CIty Clerk CC-01 2 Deeds, Easements, LIens Rights of Way P P Yes (all)S No CIty Clerk CC-013 Economic Interest FIIIngs (FPPC 700 Series Forms Statement of Economic Interests): ALL I Economic Interest Filings I(FPPC Form 635) ' LobbyIst 7 years 7 years %’g'r,T ;''Yes: After 2 years City maIntaIns orIgInal statements. GC 1581009(d)(8)(f)&(9) CIty Clerk CC-014 2 years 3 years 5 years Mag, Ppr1 12 CCR 18615(d) DOWNEY, CA. ©1995.2016 GladwU Governmental ServIces, Inc - all rights reserved Do rIot dupIIcate or dIstrIbute WIthOUt prIor wnttell pernusslon fronl GGS (909) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 blum Record RetentIon No.Records DescriptIon RetentIon / DIsposItIon Comments / Reference (OFR)Active (in offIce) I InactIve I (Records Center) Total Retention VItal? Image: Destroy Media } I-Import I Paper after OptIons M=Mfr 1 Imaged & !(+@me I abnlil.llbS.l=PlnrlUll;llltll:rHlbX€. 1iIT.IH{=1.nIrullluaF&saIIwmmmIMmmm nMIE m/}@lieleeTsI ImE City Clerk CC-015 FFPPC Form 801 (Gift to I Agency Report)7 years 7 years Mag, Ppr Fimlmci IC)pInion; 2 CCR F 1 8944(c)(3)(G) CIty Clerk CC-016 FPPC Form 802 (Event bcket I/ Pass DistributIons Agency Report) FPPC Form 803 (B8hested Payment Report) FPPC Form 804 (Ag8ncy 1 Report of New PosItions) 'FPPC Form 805 (Agency Report of Consultants) FPPC Form 806 (Agency ' Report of PubIIC Official >ointmel 7 years 7 years 7 years Mag, Ppr I Should post on website for 4 F years; GC 581009(e) CIty Clerk CC-017 CC-018 CC-019 7 years P P Mag. Ppr i GC §81009e Yes' After 2 tFPPC Regulation 18734(c): 1 years : GC 98 1 009e Yes After 2 TFPPC RegulatIon 18734(c): years IGC S81009e i Must post on website. 2 CCR 18705.5: GC 534090: GC 1 CIty Clerk CIty Clerk Mag. Mfr. OD, Ppr ’ Mag, Mfr, OD, PpI S/ S/1 City Clerk CC-020 7 years 7 years A Mag. Ppr B CIty Clerk CC-021 mRam SerIes Forms & Form 501 )- SUCCESSFUL CANDIDATES (Elected OffICIals) Campaign Filings (FPPC 400 ISeries Forms & Form 501): UNSUCCESSFUL CANDIDATES Campaign FiIIngs (FPPC 400 SerIes Formsy THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK 2 years Mag, Mfr, OD, Ppr S Yes. After 2 years Paper must be retaIned for at least 2 years. GC ’ 581 009(b)&(9) City Clerk CC.022 5 years 5 years Mag. Mfr. OD. Ppr S I Yes. After 2 years Paper must be retaIned for at least 2 years; GC 581009(b )&(g) CIty Clerk CC-023 4 years 4 years Mag. Ppr Paper must be retaIned for at least 2 years, GC 'S81009(D&(g) DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces, Inc. - all rights reserved Do not dupIIcate or dIstrIbute without prior wrItten permISsion from GGS (909) 337-3516 Adopted Ver 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 CeLine] Record HERIHEIgHtlIIBElII rrw( Mr RetentIon No,Records Description RetentIon / DIspositIon Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total RetentIon VItal? Image: + Destroy Media I l=Import I Paper after OptIons 1 M=Mfr I Imaged & 2 T:plt=tttlt.ttbsll Inl IIEN IF:ltllxa BMW main lim/ Ml BBb:IFIMMgIja nm VIa iq F:HejlbFR:HWIF:..jll:lq bn'IMtmmqmlm' M tI SerIes Forms): OTHER COMMITTEEg (PACg - not 1 7 Years !candidate-controlled) Sl11Cb gMaIl IIII tntioll liar IIla, Is LI CIty Clerk CC-024 7 years Mag. Ppr I 1 Paper must be retaIned for at lleast 2 years; GC 1581009(c)&(g) [ Department Preference, Statewide guidelines I proposes 4 years for I successful candidates, 2 1 years for unsuccessful; CA law states term of office and 4 1 years after the expiration of term and does not delineate bQtWeen the twoi EC 517100 Stat8wide guidelines I proposes 4 years for ! successful candidates. 2 jyears for unsuccessful, CA law states term of office and 4 F years after the expiratIon of I term and does not delineate !between the twoi EC 517100 CIty Clerk CC-025 Candidate File. NomInation 1 Papers, CandIdate Statement Forms. etc - SUCCESSFUL i CANDIDATES Term of OffIce + 4 years Term of OffIce + 4 years Mag, Ppr CandIdate FIle- NomInatIon Papers, CandIdate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES CIty Clerk CC-026 ElectIon + 4 years ElectIon + 4 years Mag, Ppr Elections - GENERAL, WORKING or ADMINISTRATION FIles (Correspondence, PrecInct i Maps, County Election I Services, Candidate Statements to be printed in the Sample Ballot, POlIIng LocatIons and Preclrct Board { Members, Notices, Postings etc CIty Clerk i CC .027 2 years 2 years Mag. Ppr IGC 534090 DOWNEY, CA. ©1995-2016 Gladwell GovernIllental Services, Inc. - all IIghts reserved Do rIot dupIIcate or distrIbute WIthOUt prIor written pernIISSlon from GGS (909) 337.3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 aRnIE:IT RetentIon No.Records DescrIption Retention / DIsposition I Image: 1 Destroy MedIa I=Import I Paper after OptIons M-Mfr ! Imaged & Comments / Reference (OFR)Active (in offIce) InactIve (Record8 Center) Total RetentIon VItal ? Tt at=latEnTl;lllim=:1.il'bx.i.II I 11 111 1E( f ( bmaMMm lqH.liII;T=- - IINtej:IIM (Sample ballot, copIes of CC-028 1 resolutions. final results: Certificate of ElectIon, Oath of Office) BEER rH+/II Bo lbrFllwr FBUUuqlngllurlIBlg14{:InI lull / WnrlbvrrqrtallPH#xaqIHrllrgiNRInIalllamudBeIrIfaim CIty Clerk 2 years P P E:?'r:'- ;No I RetaIned for HIstorical Value IGC 534090 Elections - PetItions (InItiative, F Recall or Referendum) Results or Final ExamInatIon if No Election + 8 mo Results or Flnat ExamInatIon if No Election + 8 mo i Not accessIble to the pUbIIC. , The 8 month retention appl18s batter electIon results, or fInal [ examination if no electIon junless there is a legal or IFPPC proceedIng. EC CIty Clerk CC-029 Ppr meTe laa:11 IFtEl+R+jIN:=liB ;City Clerk determines historical significance, records can address a varIety of subjects and medIa. Some medIa (e.g. audio and video ' tape) may be limited because of the media's IIfe expectancy, GC 534090 Department Preference. GC Ls34090 Historical Records, Photographs, & Historical Projects (8.9. Incorporation . City Seal, Awards of significant historical Interest, etc. ) CIty Clerk CC-031 P P Mag. Mfr, i SOD, Ppr ; a No CIty Clerk CC-032 Index to Records / Kardex r Indexes Minutes City Council, CommunIty Development CommIssion. Successor Agency. Oversight Board, Public Finance Authority, Water Authorit\ Superseded Superseded Yes Mag. Mfr. ODI Ppr + S/Yes: After QC'd & OD MoT1 1 rpf: 1 + s / 1 i Transfer minutes to Placer I County ArchIves once they ,are 50 yrs old (for safe i controlled environmental keeping): GC 534090 CIty Clerk CC.033 P P No DOWNEY, CA. ©1995-2016 Gtadwell Governmental ServIces, Inc - all rIghts reserved Do not dupIIcate or dIstrIbute without prior wrItten permissIon from GGS (909) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Rf J Retention No.Records DescriptIon RetentIon / DIsposition Comments / Reference (OFR) Active (in offIce) InactIve (RecordsI Center) Total RetentIon Vital?Media I Options image: 1 Destroy I'Import F Paper after M=Mfr i Imaged & nT== \iTIl MmlIIBmlmmmlmIMmr EmI I/ nM]ml,m/ MT RequIred I#47;r,rrli; I// rd=r.I ;nil lrd&yr rbvfr.r/l,r 'ulnll!;nr:li:lllli.!ir+:;lli.:.bgtrmal:1+ml t miillgjl.I Longer I I Mag. Ppr I RequIred 11 luI bafm" lulqjl11111r:lfz.IFli=>I retained in the ordInary course of busIness. GC D8partment preference 1 (retain one of each ! supplement); GC 534090 Depurlment Preference, GC 1534090 CIty Clerk CC-035 CC-036 Municipal Code History / Supplements P P P "J::rJ:' ;‘No CIty Clerk ,Oath of Office: City Council, Boards & Commission Members P P Mag, Mfr, OD, Ppr S/1 S/1 Yes: After QC'd & OD CIty Clerk CC-037 CC-038 Ordinances P F Mag , Mfr, OD, Ppr CIty Clerk Project FIles / Cash Contracts I(CtPs) Agreement, Bid Sheet, i Insurance Certificate, Notice of CompletIon, etc. Project FIles / Cash Contracts I(CIPs) Preliminary NotIces, Stop Work NotIces Public Records Requests / Request for Records / I Subpoenas (Records / Duc8s jTecum) / Summons No 1 GC $34090 Upon FIIIng of NotIce of Completion P P ".’g;P.T' ;'.Yes: After 1 Department preference; GC QC & OD 1534090 CIty Clerk CC-039 Upon FIling of NotIce of Completion jupon FIling ol Notice of Completion Mag, Ppr !Frelirnliiry drafts not 1 retained in the Regular F Course of Business GC CIty Clerk CC-040 2 years 2 years 1 : Mag, Ppr 1 GC 534090 ( Except for POIIce) Recordings - Audio of City Council, Community Development Commission, Successor Agency, Oversight Board, PUbIIC FInance Authority, Water Apthorlt' CIty Clerk CC-04 1 2 years 2 years I I Mag, OD I Department preference: State I law only requires for 30 days GC 554953 5 (b) DOWNEY, CA. ©199&2016 Gl8dwH Governmental ServIces. Inc - all rIghts reserved Do not dupIIcate or dIstrIbute WIthout prIor wrItten permISSIon from aGS (909) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 B8flIMI Record ! RetentIon No.Records D08cription RetentIon / Disposition Comments / Reference (OFR) ActIve (in offIce) InactIve (Records Center) Total RetentIon Vital? Image: Media ! I=Import Options 1 M=Mfr Destroy Paper after Imaged & Re MMmo Ia tBl[!,u:hRm mIHmlmmaLnmmmlMTmHamIM1TMmlldHiaTbm Hm6x4FlhwuH#/wrlqdHFnlqa.b/1'C'B=k8.:1,.=Fiah-EH F<eco rae Ity Council, Community (IIIIIII11 1C w 0 4 2 1 E:= =:LosPJ= F : 1: ::: :111111==?s: b h t r 10 years Board, Public Finance I Authority, Water Authority cc-043 {==:hoorSia:::trac;I: I P Records RetentIon Schedules / cc.044 1 Amendments to Records 1 10 years Retention Schedules Resolutions. City Council Community Development (I•11q11p (1h11111r M 0 4 5 :F::nn:: :1111fvnJr :1: : :i:FoTrl Public Finance Authority Water Authority C C o O 4 6 ] : : : : :Tanna£b( r E :s£t Pl 1 f 9 r C C w 1)11t 7 :: R : : : : sT i t 1 8 s ( P i n k S I i P s ) M A IIj:Leo::I HlollbSlyI +ImmmMamMM m qM or City Clerk 10 years Mag. OD Department Preference IVideo recordIng of meetings I are only requIred for 90 days IGC 5534090.7. 34090 City Clerk CIty Clerk P Mag. Mfr, OD. Ppr Mag. Mfr. OD. Ppr S/ S/ Y&: After {Department preference, GC QC'd & OD 1534090 No IGC 934090 et. seq City Clerk P P ET;rJ:’ ;‘No IGC 534090 CIty Clerk 2 years Finance / General Accountin{ 2 years Sale or Disposal Mag, Ppr Mag, Ppr ;GC 534090 i Department Preference, GC 1534090 DOWNEY, CA. ©1995-2016 GladwH Governmental ServIces. Inc - all rights reserved Do not dupIIcate or dIstrIbute WIthOUt prior wrItten permission from GGS (909) 337-3516 Adopted Ver 3 1 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY COUNCIL Page CM .1 i6®iRrq&x©id Record ! Retention No Records Description Retention / Disposition (OFR) ActIve (in office) Inactive (Records Center) Total RetentIon VItal? Media OptIons Image: I Destroy 1=1mport I Paper after M=Mfr F Imaged & Comments / Reference FhTa 1:aFllllnti bt HMI HIIN4 :p1 1: : c r FRt IIi-I=lr:7aF#EIBHEMRmrMIM Emf a m V/ lay E wmMm mMI g years MMmHHaBm m/ rujwB91BltiIll{nnglownIBU CM-001 rId : City Council Correspondence III. lad,i'11;1{:14111.illHM years Mag, Ppr m+ m] [534090 Ire' CIty Manager CM-002 Farmer’s Market (includes 1 Financial Transactions and Insurance) 5 years 5 years Mag. Ppr } Department Preference (meets jauditing standards); GC 534090 City Manager CM-003 Proclamations / CommendatIons ! Projects, Programs, Subject & I Issues / Economic Development ! (Issues and/or projects WIll vary over time> 2 years 2 years F--– i }- -! L––– Mag, Ppr IGC 534090 CIty Manager CM-004 i Minimum 2 years Minimurn 2 years Mag. Ppr I Department Preference. GC 1534090 CIty Manager CM 005 Speech Notes / PowerPoInt Presentations When No Longer RequIred Copies . When No Longer RequIred When No Longer RequIred CopIes When No Longer RequIred I Mag, Ppr INotes, drafts, or preliminary ]documents, GC 534090 et seq FInance CMI)06 Travel / Conferences I Mag, P pr llnvoices are maintained by ; FInance, GC 534090.7 DOWNEY, CA ©1995-2016Gladwell Governmental SeMces. Inc (909) 337.3516 Do not dupIIcate or dIstrIbute WIthOUt prIor written permIssIon Adopted Ver 2 1 RECORDS RETENTION SCHEDULE: COLUMBIA MEMORIAL SPACE CENTER Page CMSC-1 Otflce of Record Retention No.Records DescrIptIon RetentIon / DIsposition Comments I Reference (OFR) ActIve (in offIce) Inactive (Records Center) Total RetentIon Vital? Image: I Destroy _Media ! I=Import IPawr after Options ; M=Mfr ! Imaged & I SHScan + QC'd? TTIEH!!!iIEltTIFFlfRFFiIa:m RentmITtlITR\ MmNEaHmM l©HIMM=Bm#MmalliHmmVL RanI b.Hp.In,h – ge . . . . , e ; if , e ; e IdHFtlltakH ar=nUM ' Science Learning Center CMSC-001 !Foundation + 2 years t &p rs /?ff;/IIla//) I InMe a©mi1 ;r 1118 d t)y fIle k),MMa ger IIen Columbia MemorIal Space Center 2 years Mag, OD ! Department preference: State jlaw only requires for 30 days, IGC 554953.5(b)I AUDIO RECORDINGS of MeetIngs / Audio Tapes IColumbia Memorial Space I Science Learning Center FoundatIon Columbia Memorial Space Center CMSC-002 P P Mag. Ppr ! Department preference: GC ; 5534090, 54960 1 (c)( 1 ) i AGENDAS. AGENDA PACKETS TCotumbia Memorial Space i Science Learning Center CMSC-003 tFoundatlon Columbia Memorial Space Center P P Mag, Mfr. OD, Ppr S I No I Department preference. GC 1534090 MINUTES. RESOLUTIONS & BYLAWS Columbia Memorial Space Center Columbia Memorial Space Center ColumbIa Memorial Space Center When No Longer RequIred CMSC-004 Programming When No Longer Required Mag, Ppr1 I Preliminary drafts not retained in !the ordInary course of business IGC 534090 CMSC-005 Records NOT of SignIfIcant HistorIcal Value MInImum 2 years MinImum 2 years Mag. Ppr I Department Preference; GC 1 534090 CMSC-006 ::fu:rds of SignifIcant Historical P P Mag, Mfr, OD, Ppr S/I I No I Department Preferenoe; GC 1534090 DOWNEY, CA ©1995-2016 Gl8dwell Governmental ServIces. Inc (909) 337-3516 - all IIghtS reserved Do not duplicate or distribute without prior wrllten permissIon Adopted Ver. 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD- I (I11:F:i= r : f 1B111 e te n t i O n N () b Records Description Retention / Dtspouition Cornments / Reference (OFR) Active (in offIce) Inactive (Record8 Center) Total Retention VItal?MedIa Options Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & 1 ;n M( i&.7jJtnll.'h7J Develop. / BuIldIng CD-001 Address AssIgnments P P IaEa Mfr OD Ppr S Yes' Afterl Department preference. GC QC & OD l§34090 CommunIty Develop. / BuIldIng CD-002 Address Files / Building PermIts P P Yes (all) Mag, Mfr, OD, Ppr T Department preference 1 Yes: AfterjStatewido guidelines propose QC & OD 1 permanent; GC 534090. H&S 'S 19850 ' Department Preference - Data hIS Interrelated: GC 534090. H&S l51 9850 [ Department preference ; L=-."g;lib:{'i;i,=:({{{;’F''"" H&S519850. GC 534090 Department Pref8renco, Law } requires for the life of the I building for commercial and ' Yes. Afterl common Interest dwelIIngs only; QC & OD 1 Statewide guidelines propose 2 } years for blueprints & specifications; CBC 104 7 &I ll07.5, H&8919850, GCX3409Q CommunIty Develop. / BuIlding CD-003 BuIldIng PermIt Database IndefInIte IndefInIte Yes (all) Mag CommunIty Develop. / BuIldIng I BuildIng Plans - Cancelled or 1 Withdrawn Upon Expiration, Cancellation or Withdrawal I Upon Expiration , CancellationCD-004 Mag . Mfr, OD Ppror WIthdrawal S Comntunity Develop / BuIldIng BuIldIng Plans - Finalled - INDUSTRIAL, COMMERCIAL MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC I ACCOMMODATION, TENANT IMPROVEMENTS CD-005 P P Yes (all) Mag, Mfr, OD, Ppr S DOWNEY, CA. ©1995-2016 Glad\veII Governmental ServIces, Inc. - all rIghts roservect Do not dupIIcate or dIstrIbute WIthOUt prior wrItten permIssion from GGS (909) 337'3516 Adopted Ver, 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 CI:::rIf i Rete„tI,„ N,.Records DescrIption Retention / DIspositIon Comments / Reference (OFR) Active (in office) Inactive (Records ! Center) Total RetentIon VItal? I Image: MedIa I I'Import OptIons 1 M=Mfr 1 S=Scan Destroy Paper after Imaged & iI HHnlbnu.t.i.ulr.:ll:rJrb:x.tqlbx.i.tItI'tnt:r.a:tl:.IFludrz:siU ,,/ £/'ir'l/// Ie // t 2 ? ma„,/;lzr]r:rrl&tnzt;jl{ejIFTK;rrqtllrerrnlnIall=R•tl/l unM n1.kI,tllullgqnlqrqlld=._alt=I Plans Only for dwellings less than 2 stories. garages & l:-*"g:::$::?B3;iii;!!;:P days from completion date CBC 104.7 & 107 5 H&SS 19850. GC 934090 CommunIty Develop / Building CD-006 IBuilding Plans - Finalled - SINGLE I FAMILY RESIDENTIAL - SFR and tAPPURTENANCES P P yes Mag, Mfr, OD Ppr S CommunIty Develop / Building CommunIty Develop / BuildIng CD-007 CD.008 ICertiHcat8 of Occupancy (con)P P Mag , Yes (all) I Mfr, OD, Ppr S I Yes: After : Department Preference, GC QC & OD 1534090 I Certificate of Occupancy (CofO) TEMPORARY ExpIration + 2 years IExplration + years Yes (until expIred )Mag. Ppr Department Preference: GC 534090 CommunIty Develop / BuIlding jconstructlon Notices / Inspection I Notices I(correction notices, compliance jorders, stop work notices. etc.) When No Longer RequIred When No Longer Required Mag, PprCD-009 Preliminary Drafts: GC 934090 Community Develop. / Building CommunIty Develop, / BuildIng CommunIty Develop. / Buildin! CD-010 IReports: Building Activity When No Longer Required When No Longer RequIred Mag, P pr Preliminary Drafts (the database is the original), GC 534090 CD-011 CD-012 IReqbests & Permissions to I Receive Copies of Plans (to and from Architects) P P Mag. Mfr. OD Ppr S I Yes: After ! Department preference: GC QC & OD 1534090 juniform BuIlding Codes / California Building Codes When No Longer Required When No Longer Required I Mag, Ppr GC 550022.6 DOWNEY, CA. ©1995-2016 Gladwell Govemmental ServIces. Inc. - all rIghts reserved Do not duplicate or dIstrIbute without prior uatHen permIssion from Gas (909) 337-3516 Adopted Ver. 7.1 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT Page CD-3 1(1 ::i== r: f 1R111 e te n t i O n N 0 B Records Description Retention / Disposition Comments I Reference (OFR) ActIve (in office) InactIve (Records Center) Total Retention VItal?, MedIa ic;;;i;'rl&':{{$if,:t :, / /1 + Develop / Code Enforcement Division ddiTqdJ,Iq:1 CD-013 AdmInistratIve Citation HearIngs I Hardship Waivers Minimum Resolution t 2 years MInImum Resolution + 2 years yes: UntIl ResolutIon Mag, Ppr ! Department preference; GC 1 534090 CommunIty Develop / Code Enforcement Divlsion Code Enforcement / Abatement Case Files / AdmInistratIve Citations / VehICle Abatement (Includes appeals and Code F Enforcement Complaint Letters) CD-O1 4 MInimum Resolution + 2 years MinImum Resolution + 2 years Yes: Until Resolution Mag, Pprl Department preference; Case is open until satisfactorIly resolved (some cases are not resolved), }CFC 5l04.3.4, GC 534090 Excludes LIons ( Referred to Data TlcketJ Community Develop. / Code Enforcement DIvisIon CD-015 Code Enforcement Database IndefInIte IndefinIte I HIS I Mag Data Fields / Records are interrelated; GC 934090 DOWNEY, CA. ©1995-2016 Gladwell GoverIYnental ServIces, Inc - all rights reserved Do rIot duplicate or dIstrIbute WIthOUt prior written pennission From Gas (909) 337-3516 Adopted Ver 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Mce of Record RetentIon No.Record& DescrIptIon Retention / DIsposItion Destroy Paper after Imaged & Comments / Reference (OF R) ActIve I (in offIce) InactIve (Records Center) Total RetentIon VItal?MedIa OptIons Image: I'Import M=Mfr S=Scan UTmM1lIHE4lmmaMmmmB a s i,ii;ffr;7rrlrdfl heRB(rfrebnHI lurId#rzr=wyn lavalwar=tIh=tIII=tItI ®MaimmmKIMEm IProjects. Programs, Subject & i Issues / EconomIC Development 1(Issues and/or pro]ects WIll vary jover time - e.g. Hotels, Developments, etc. } lw3ri WE Community Develop / Lconornlc Develop. CD-016 MinImum 2 years Minimum 2 years Yes. While ActIve I Mag, Ppr Issues Department Preference. GC 1 934090 Meets auditing standards, Grants covered by a Consolidated Action Plan are requIred for 5 years; Uniform I Admin. Requirements for Grants Ito Local Governments is 3 years , from expenditure report or fInal payment of grantee or lsubgrantee; statewide lguidelines propose 4 years; 7 'CFR 3016.42, 21 CFR 1403.36 & 1403 42(b). 24 CFR 85 42. 91 105(h), 92.505, 570.490. & 570 502(a&b), 28 CFR 66 42 29 CFR 97.42: 40 CFR 31.42 44 CFR 13.42, 45 CFR 92 42 OMB Circular A-110 & A-133 GC $34990 Fagade Improvement Grants (SUCCESSFUL Reports, other records requIred to pass the funding agency's audit, if required)Community Develop / Economic Develop bigTII:1"“;:31}7'’I ;:'I?!!kill JF:==:.-,yearsyears I ‘ CD-017 b ApplicatIons (successful). grant agreement. program rules. regulatIons & procedures. reports to grant fundIng agencies. correspondenm, audIt records, completion records 2 years Mag, Pprl Community Develop / Economic Develo[ CD-018 F Redevelopment Plans P P Mag, Mfr. OD, Ppr S Yes: AfterIDepartment Preference: GC QC & OD 1534090 DOWNEy, CA. ©1995-2016 Gladwell Govemrnental Services, Inc - all rights reserved Do not dwlicate or dIstrIbute without prior vwttten permIssIon fran GGS (909) 337-3516 Adopted Ver. 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 1(1p!!11 = = 1r = f I IRII d t e 1 1 t i O I I Nr 0 p Records De$criptton Rot8ntlon / Dl8posltlon Comments / Reference (OFR) ActIve (in offIce) InactIve (Records Center) Total RetentIon VItal?Media ; OptIons Destroy I!!gi 1 m)}}: & !Hmm M;ii=iTFl;:iilu;rIG;lgjll WI.II,br.&b'da bJB:TIbIa tlfbFa:;=.lllllIHmbxqFtlubH+l'lllIHl=1.w „H.MR MEIEE.1 Ity Develop. / T CDb019EconomIC D }m1 ?alaMgmMMEmln IMWMHmB tHE mu F\ MMI ©MHHER!M ! Redevelopment Projects P Mag , Mfr, OD Ppr S 1 Yes: After I Department Pnbrence; GC QC & OD 1534090 Min Develop / HouslIIg CommunIty Develop. / Housing m CD--020 CD--021 ; AdminIstratIve CItation RevIew 5 years 5 years EU Mfr, OD Ppr S/1 Yes: After QC & OD ]q:II{III;IIII=TEll$HUm audIting standards, GC 534090 et seq ! Preliminary drafts not retained in the ordinary course of 1 business: GC 534090 1 HUD requires 5 years after the i project completIon: documents ImposIng recapture / resale [ restrictions are 5 years after the : affordability perIod terminates, Uniform Admin. RequIrements : for Grants to Local } Governments is 3 years from i expenditure report, statewide I guidelines propose 4 years; 24 I CFR 85.42, 92.508(a)&(c) & 1570.502(a)(16), 29 CFR 97 42, GC $34090 [ Foreclosure Notices / NotIces of I Defaults (NOD) When No Longer[ Required When No Longer Required I Mag, PPI HousIng Programs: Affordable Housing Projects. Load-Based Paint. Rehabilitation CDBG- ifunded Housing Projects. etc. After the 15 years after Affordability 1 the Period 1 Affordability Terminates, I PerIod or the 1 TermInates, Written lor the Wrinenl Agreement I A9reernent Terminates,1 Terminates, ! Whichever I Whichever isI is Longer I Longer CommunIty Develop / HousIng CD-022 5 years Mag . Mfr, OD, Ppr I I i S/ Yes: When InactIveIWITH a Recapture / Resale I Restriction Deeds are sent to CIty Clerk DOWNEY, CA. 01995.2016 Gladwell Gcvernnlental ServIces, Inc . all rIghts reserved IJa not dupIIcate or dIstrIbute WIthOUt prIor mitten pernllsslon from CCS (909) 337-3516 Adopted Ver. 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 @]fjMl ti Record Retention No,Records DescrIption Retention / Disposition L Destroy Paper after Imaged & Comments / Reference (OFR) ActIve (in office) InactIve (RecordsI Center) Total RetentIon VItal?MedIa Options Image: 1=1mport M=Mfr S-Scan IIlje mela tiHc=1;lir; INIT;nIl;ii7l=== IltIP&IIi.llnqqlllPIFIFilbn.iFl111n HIFI I ;rnwcwb8-r‘ !F:ti.lIHtlbBat.tj11-luls aialgaIDa Housing Projects, Lead-Based Paint. Rehabilitation, CDBG. Ifunded HousIng Projects. etc. ya=II HUD requires 5 years after the I agreement terminates; Consistent with ConsoIIdated '=:**;:::::::EliiF:::::.. 85.42, 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, iGC 534090 Ime Community Develop. / Housing CD--023 Loan Payoff OR I ForgIveness + 1 5 years Loan Pay-off OR ForgIveness + 5 years IwITHouT a Recapture / Resale I Restriction Mag , Mfr, OD Ppr S/1 Deeds and Insurance are sent to City Clerk I Loan Applications Denied, [ Cancelled or Withdrawn (First ITime Home Buyers, Life/Safety, Community Develop. / Housing CD--024 2 years 2 years I I Mag. Ppr iGC 534090 m Develop / Planning Community Develop. / Planning CommunIty Develop / Planning CD-025 CD-026 } Alcohol Beverage Control License ! AppIIcations (ABC Applications) hM Longer Required MI Longer Required I Mag, Ppr (Non-Records) IAnnexations / Boundaries / I ConsoIIdations / LAFCO 5 years P P Mag . Mfr, OD, Ppr S/1 I:: • &Agg L a n d R e C0 rd S I IC:11 C S 34 0 9 0 CD-027 jcensus, Demographics When No Longer Required When No Longer Required I Mag, Pprl 1 (Non-Records - Census Bureau lis OFR) Community Develop / PlannIng t Environmental Determinations: I EnvIronmental Impact Reports !(EIRs), Negative Declarations, 'etc. ) I Usually filed in the project file F Final environmental Yes: After Ideterminations are required to QC & OD lbe kept a "reasonable period of Itime"; 14 CCR 515095(c): GC b34090 CD-028 P P Mag, Mfr, OD, Ppr S Inside City boundarie§ DOWNEY, CA. ©1995-2016 61adwll Governmental ServIces. Inc - all rights reserved Do not duplicate or distrIbute without prior written permission from GGS (909) 337-3516 Adopted Ver. 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 WM Record Retention No,Records Description Retention / Disposition Cornment9 1 Reference (OFR) Active (in office) Inactive (Records Center) Total RetentIon ! Destroy*'={gt,;;:i{iVital? F ElMUIR BEll/manfIlmiaMmMHW@WMeMeBn!II111;7m Mmmma1Iiina1m®I je HDEmM I Environmental Impact Reports C D = 0 2 9 ::: s ) I N e 9 a t i ve D e c 1 a r a t i o n s ®lmmdIIPIDmMM®amM Cornrnunity Develop. / PlannIng When No Longer RequIred When No Longer RequIred Ppr 1 Non-records: EIR s and } Negative Declarations within the I City Boundaries are with the I project file Community Develop. / PlannIng Community Develop. / Planning CommunIty Develop. / Planning Community Develop. / PlannIng CommunIty Develop / Planning Community Develop / PlannIng Joutside city Qoundari8q CD-030 CD-031 IGeneral Plan. Elements and IAmendments P P P Mag, Mfr, OD, Ppr Mag. Mfr, OD, Ppr Mag, Mfr, OD, Ppr S/ S/1 S/1 It{:";£':;£IT':":*;"':"'’ Historic Preservation Survey, I Evaluations and Designations P I Yes: Afterl Department Preference: GC QC & OD 1534090 CD-032 ! Master Plans, SpecIfic Plans, Land I Use Plans, etc.P P I Yes: AfterjDepadment Preference; GC QC & OD 1634090 CD-033 [ Materials Boards When No Longer Required When No Longer RequIred Mag, P prI F Preliminary drafts not retained 1 in the ordinary course of !busin9ss; _GC 534090 CD-034 CD-035 1 Parade Permits 2 years 2 years Mag. P pri IGC 534090 IPlanning Commission I AGENDAS & AGENDA PACKETS IPlanning Commission P P Mag, Mfr, OD, epr S/1 ');.";;+:i:{E::IT;i:T!';i:g):*''’' Community Develop. / Planning CD-036 IMINUTES, BYLAWS & 1 RESOLUTIONS P P Yes Mag, Mfr, OD, Ppr S No IGC 534090 DOWNEY, CA. ©1995-2016 Gladw8ll Governmentd Services. Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted Ver. 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Mu Record I RetentIon No,Records DescrIption Retention / DIsposItIon Comments / Reference (OFR) Active (in offIce) InactIve (Records Center) Total RetentIon VItal?MedIa 1 OptIons :IEe::'„j;it‘ 1 WIde SteIn I CommunIty Develop. / Planning CD-037 PlannIng CommIssIon 10 years 10 years Mag. OD [Hart mliner ttIM[BIgEI I recording of meetings are only £ requIred for 90 days; GC 5534090 7. 34090 Department Preference - Data is interrelated, GC 534090, H&S 1519850 CommunIty Develop. / PlannIng IVIDEO RECORDINGS of Meetings CD-038 IPlanning Project Log of I Applications, Database Indefinite IndeHnit8 1 Yes (all) 1 Mag }Planning Project Files - Approved Permanent Entitlements ( Includes Associated CEQA Noticing. Conditions of Approval Public Noticing. Environmental I Determinations. Staff Reports. ! Plans & Maps) CommunIty Develop. / PlannIng CD-039 3 years P Yes Mag , Mfr, OD Ppr I Department preference, Final lenvironm8ntal determinations EYes: Afterjare required to be kept a QC & OD I "reasonable period of time", 14 IccR 515095(c), GC§§34090 34090 7 S IFxamples: CondItIonal Use P8rmlts (CUPs). Correspondence, DesIgn Review, Lot Line AdIustments. Parcel Maps, Planned UnIt Developments (PUD). SIte Plans, Tentative SUbdIvisIons. VarIances, Zone Change} el Community Develop / PlannIng CD-040 ISpeciat Studies Minimum 2 years MInimum 2 years Mag, Mfr, OD, Ppr S I Yes: Afterl Department Preference; GC QC & OD 1534090 CommunIty Develop. / PlannIng TTemporary Entitlements / ITemporary PermIts (Approved & hUnapprovedyCD-04 1 Minimum 2 years MInimum 2 years Yes. During Event Mag. Mfr, OD Ppr Yes. After 1 Department preference QC & OD GC§§34090 IChristmas Tree Lots, PumpkIn 1 Lots, Banner Permits, etc. S DOWNEY, CA. ©1995-2016 Gladwell Governmental Services Inc. - all rIghts reserved Do not dupIIcate or dIstrIbute witlx)ut prIor wrItten permISsion from GGS (909) 337-3516 Adopted Ver. 7.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 tHr:I , Retention No.Records DescrIptIon RetentIon / DIsposItIon Comments / Reference (OFR)ActIve (in office) Inactive (Records Center) Total RetentIon Vital?MedIa I OptIons gil,== TmliMm@MHMlrmMnMmww i Tl;INHqll Tqa.t=Nfl,nIl'IIRR nollllul teterItlOll periods ZMaaz8M MInIma Curl Ida Develop. / PlannIng CommunIty Develop / PlannIng CommunIty Develop / Plannlrl! {US, IEno Mfr. OD, Ppr Mag . Mfr, OD. Ppr Mag , Mfr, OD, lrHBg=litqnt411l=luluHEalalp1111qH11q1) S N 0 :fian e n t P B fO n n (b!IIIjr ; G C CD-042 IZoning Code Major Updates I (Historical Copy) P P Yes (all) CD-043 IZoning Maps (HistorIcally I Significant) P P Yes (all)S No I Depanlnent Preference: GC 1 534090.7 CD 044 jzoning Ordinance Alllendments, IRechsslhcahons / Zone Change P yes S/Yes: AfterjDepanment Preference 1 year 1(copies); GC 534090.7 DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces. Inc - all rIghts reserved Do not dupIIcate or distrIbute without prior WIItten permissIon from GGS (909) 337-3516 Adopted Ver 40 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 [e]lim] Record Retention No Records DescriptIon RetentIon / DIspositIon Comments / Reference (OFR)ActIve (in offIce) InactIve (Records Center) Total RetentIon Vital? Image : MedIa ! I=Import OptIons M=Mtr Destroy Paper after Imaged & IC 'I II=1 !:nNnlli.IIa. I;: llllubllPllnq. III mt\zmIMnl wnmHB 11 FSmlllll=amBl:Iaa a Mm[mc /rmmMJnme HmmIMZMSt [ngTljTIHlwIeIT CIty Clerk FIN-001 M8llme W Comprehensive Annual Financial Reports and related AudIt Opinions P P M,TJrJ:' „,yes. After QC & OD Department preference. CIty Clerk maintains origInals, GC 1 534090 7 [ Department Preference (meets [municipal governm8nt auditing jstandards); Statewide guidelines Ipropose 8udit + 4 years PUbIIShed articles show 3 - 7 years, GC 534090 :Department preference: CIty Clerk maintains originals, GC 1534090.7 Finance / Admin FIN-002 : Audit Work Papers 2 years 3 years 5 years i Mag. Ppr CIty Clerk FIN-003 1 Budgets - Adopted / Final P P Tig1 1 ::: B s / Yes. After QC & OD Finance / AdmIn FIN-004 FIN-005 1 Budgets - Preliminary. Proposed, Backup Documents Whell No Longer RequIred When No Longer RequIred Mag, Ppr } PrelimInary drafts: GC 534090 FInance / Admin Transportation AudIts / PERS : Audit, etc. 5 years 5 years T Mag. Ppr TDep8rlment Preference (meets : munICIpal government audItIng lndardsl (XLq3409' Flr_IHr Business LIcense. UtiIIty BilIIng & Revenue FIN-007 , Alarm PermIts Expiration + 2 years 3 years ExpiratIon + 5 years MO’:Jr;;' s/' I yes' After QC & OD I Department preference. Meets j8udlting standards. GC 934090 let seq. DOWNEY, CA ©1995-2016 G18dwell Governmental ServIces. Inc. (909) 337-3516 - all rights reserved Do not duplicate or dIstribute without prior wrItten permission Adopted Ver 4.0 RECORDS RETENTION SCHEDULE:FINANCE Page FIN-2 OffIce of Record RetentIon No.Records DescriptIon Retention / Disposition (OFR)Active (in office) Inactive (Records Center) Total RetentIon Vital?Media OptIons Image: I Destroy 1=1mport I Paper after M=Mfr I Imaged & Comments / Reference F raMI BusIness L I= :tT I I F I N = 0 0 8 BIlIIng & ; Revenue Flnarlce / Buslrless LB:=ye' } FIN-009 BIlIIng & Revenue Fat mMR b/rIce danlt'l Bus Pass Sales 2 years 3 years 5 years *'B,.E""' ".’g'#,T' ;''yes: After QC & OD i Department Preference (meets 1 municipal government auditing standards); GC 534090 Business LIcense & PermIt Database IndefinIte Ind8hnNe I Yes I Mag Data Fields / Records are I interrelated; GC 534090 FInance / BusIness L.lcnnse UtIIIty BIlIIng & ReveIIue Business LIcense AppIIcations and Renewals CURRENT 1 (Regulatory and Revenue LIcenses)FIN-010 5 years 5 years E':'rJ:' ;‘Yes' After QC & OD Department preference: Meets I auditing standards; GC 534090 jet seqllncludes Dance, Massage, Tax1 : and all other BusIness LIcenses FInance / BusIness LIcense, UtIIIty BilIIng & Revenue FInance / BusIness LIcense, UtIlity BIlIIng & Revenue FIN-011 Cash Receipts / DaIly Cash I Summaries / Cashlers Reports / I Cash Reports / Petty Cash 1 year 4 years 5 years ".='rJ, ;‘Yes After QC & 00 Department preference: Meets jauditing standards; GC 534090 ! et seq FIN-0 1 2 Emergency MedIcal TransportatIon / ParamedIC Subscriptions ExpIration + 2 years 3 years ExpIratIon t 5 years MoT1 1 :jf: 1 s / Yes' After QC & OD Department preference; Meets auditing standards: GC 534090 j et seq DOWNEY, CA e>1995-2016 GladweU Governmental ServIces, Inc (909) 337-3516 - all IIghtS reserved Do not dupIIcate or dIstrIbute WIthout prIor WIItten permIssIon Adopted Ver 40 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 e Record RetentIon No,Records DescrIptIon RetentIon / Dl8p08ltlon Comments I Reference (OFR)ActIve (in offIce) InactIve (Records Center) Total Retention VItal? Image: i Destroy MedIa i l=Import I Paper after OptIons : M-Mfr + Imaged & '!THe Fin{=lIJ/r.iFli; gUI;’,'dI;,/;rhl=rrdlmqf#I/UnI;III IRtInHIInnnwIllIIumugqntttHHb]ltH[jqi]m1 F 1 1,3[+:HI Business LEE:tsye' FIN.013 BIlIIng & Revenue FInance / BusIness LEE:tsye’ FIN-014 BIlling & Revenue lwnlmlrt•ldlraW/S:-H't -l’,I illIIar&BmlIHl=snR£:11 wlmMmwHE m I ) VI ! f/Mm/ e I'll;It FlmlmBmaMmR Home OCCupatIon Permits 5 years 5 years IM,’gJr£:' s/. Yes After QC & OD Department Preference: meets munIcipal government auditing 1 standards (not used for ZonIng lcbamnces), GC 534090 Returned Checks / NSF Checks 7 years 7 years Mag. Ppr I Department Preference; Meets jaudltlng standards, GC 534090 Flnanm / General AccountIng i.hllllliq1llar41qr;ll!.:;iT:F£1 1 years after tax is due or paid 1 (longer for audItIng & contractor ;delinquency); Ca. FTB: 3 years, IIRS Reg 531 6001.1 (e)(2). R&T 919530, GC 534090 Department Preference for Grant 1 Auditing purposes, (7 CFR 3016 42: 21 CFR 1403.36 & 1403 42(b); 24 CFR 85 42 191 105(h). 92.505. 570.490. & 1570.502(a&b). 28 CFR 66.42; 29 IcFR 97.42. 40 CFR 31 42: 44 ICFR 13 42. 45 CFR 92 42. OMB Circular A-110 & A-133 FIN-015 t 1099'9 / 1096's 2 years : 3 years 1 5 years 1 : Mag, Ppr Accounts Payable / Invoices and t Backup / Copy of Check ("Non- I negotIable") - GRANTSFinance / General Accounting FIN-016 Close / Last Expenditure Report + 5 years Close / Last Expenditure Report + 5 years’ (Includes Invoices, Travel Expense Relmbursements, Warrant Request, etc. ) Yes. Untll IMag. Mfr, Paid I OD, Ppr S/1 Yes: After QC & OD DOWNEY, CA ©1995-2016 Gladwell Governmental ServIces. Inc (909) 337-3516 - all rIghts reserved Do not duplicate or dIstribute without prior wrItten permISSIon Adopted Ver 4 0 RECORDS RETENTION SCHEDULE FINANCE Page FIN-4 cITlc Jot Record RetentIon No.Records DescrIptIon RetentIon / DIsposItion Image: I Destroy 1=1mport I Paper after M'Mfr I Imaged & Comments / Reference (OFR) Active (in office) InactIve (Records Center) Total RetentIon Vital?Media OptIons b WHim m,tIll I.:lw .rilIIII:ini:llaln;FPFlmqcnH.IE.llnluyrgmll MAM:a B 1 Backup / Copy of Check ("Non- I negotlabte' I M If (U III\ MMMMHEmTM: 'lai tHlbWtHEqtP11EUlnl11(:}C;111IL':IIB=lll+!'Flatm / \ M FInance / i General AccountIng FIN.017 I Dep8nment Preference (meets municipal government audItIng standards); GC 534090! (Includes Invoices, Travel b Expense Reimbursements, Warrant Request, etc. ) Accounts Receivable MIscellaneous - Damage to i PubIIC Property, InvoIces to IOutside Entities. etc 2 years 3 years 5 years Yes: Until IMag, Mfr, Paid 1 OD, Ppr S/1 Yes' After QC & OD FInance / General AccountIng FIN.018 2 years 3 years 1 5 years Mag, Mfr, OD, Ppr S/ S/1 Yes: After QC & OD Department preference: Meets auditing standards, GC 534090 et seq. T Department preference: Meets auditing standards; GC 534090 Jet seq FInance / General AccountIng FIN-019 ; Accounts ReceIvable : BIlIIng, etc, Water 2 years 3 years 1 5 years I Mag, Mfr, 1 OD, Ppr I Yes: After QC & OD FInance / General AccountIng Bank Statements and Trustee Statements, Fiscal Agent F Statements. Investment Account I Statements, Bank IReconcitiations. Bank Deposits, Bank Transmittal AdvIce FIN-020 2 years 3 years 1 5 years Mag, Pprl Department Preference; meets audItIng standards: GC §34090 26 CFR 31.6001-1 FInance / Lead DivisIon FIN-021 I Bankruptcies NOT pursued When No Longer Required When No Longer RequIred Mag, Ppr FPrelimin8ry drafts not retained in the ordInary course of busIness, . GC 534090 i Department Preference I(negative inform3tian remains an ! credit ratings for 7 years): GC 534090 ' Department Preferenm; meets munICIpal government audItIng . standards. GC 534090, CCP S [ 337 F I t==F / F I N M 0 2 2 :1: : k ru P t c i e s w W h e n a c I aim is 10 years DIVISIOn 10 years 1 1 Mag, Ppr ;_;;;;l' '.~-„; s==“’"'""“'’="“’ = „’' ; „'„ I ’ „„; Accounting ! [raluJ I I Mag. Mfr. OD, Ppr S/1 Yes: After QC & OD DOWNEY, CA ©1995-2016 Glac]well Goverllmental ServIces, Irlc (909) 337-3516 - all rIghts reserved Do not dupIIcate or dIstrIbute without prIor wrlttell permISSIon Adopted Ver 4 0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN.5 E]Efjme i Record I RetentIon No.Records D88crlptlon ActIve (in offIce) Retention / DIsposition Destroy Paper after Imaged & Comments / Reference (OFR) Inactive (Rocord8 Center) Total RetentIon Vital?MedIa 1 Options o @ \W';ali:Inbi.ttttHPlmbndHtilbHl1l1 fIIE Bme\m mI tHe £zaaf7aann Finance / General Accounting wmmMM mTiliI EnB IDetinquencies remain on credit I reports for 7 years; GC 534090 let seq Department preference; All tangible property held by I government agencies escheats !after 3 years: Statute of : Limitations is 1 year for seIzed I property; CCP 55340(d), 1519; GC 534090 FIN-024 I Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr Finance / General AccountIng FIN-025 IEscheat (Unclaimed money / luncashed checks)5 years 5 years Mag. Ppr Finance / Genera} Accounting FInance / General Accounting FIN-026 FIN-027 FEMA Reimbursement / OES Relmbursements 1 year 1 9 years 10 years Mag, Ppr i Department Preference, GC 1534090 I Financial Services Database Indefinite Indefinite Yes Mag 1 Data Fields / Records are I interrelated: GC 534090 } Department Preference (bond auditing purposes; IRS regulations state, ".. materIal ' records ShQUld qenerqlly be kept !for as long as tho bonds are joutstanding, plus 3 years after ithe final redemptIon date of the bonds"); 26 CFR 1.6001-1(e) GC 534090 FInance / General Accounting FIN-028 F Fixed Assets 2 years 3y ears 5 years Mag. Ppr DOWNEY, CA ©1995-2016 Gladwell Govemmental ServIces. Inc (909) 337.3516 - all rIghts reserved Do not dupIIcate or dIstrIbute WIthout prIor WIItten permission Adopted Ver 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 U=r:f ,Retention No.Records DescriptIon RetentIon / DIsposItion Comments / Refelence (OFR) ActIve (in office) Inactive (Records Center) Total Retention Vital? I ' Image: } Destroy : MedIa 1 l=Import : Paperaft8r ; OptIons I M=Mfr } Imaged & !C Fd a31;Z!!!II!!]n m&mifa I i di Ia1mm1B T; ! ) [ uMmM MM 1m M ma , MMfar nceMe Fauditing standards; Published jarticles show disposal + 7 years 1 for security brokerage slips I statewide guidelines propose jperman8nt; FTC Reg's rely on I "self-enforcement": GC§§ 34090. 43900 Department Preference; meets jmunicipal government auditIng I standards, Statute of LImitatIons Iis 4 years, statewIde guIdelines I propose Audit + 5 years; CC 1534090, ccp $ 337 Investments / Arbitrage / Certlflcate of DeposIt / Investmenti + Bonds (ReceIpts / Advisor Reports / Trade Tickets / LJ\IF (Local Agency Investment Funa)) FIN-029 5 years 5 years *';, E'"' „..,„‘ Finance / Gelleral i FIN-030 "“""”} Journal EntrIes / Journal Vouchers 2 years 3 years 5 years ".=g,'I:'I ;''No FInance / General AccountIng Reports, SubSIdiary Ledgers, [Reconciliatlons, RegIsters, f Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc (MONTHLY OR PERIODIC) Reports: Annual State or Federal: State Controller's Report, Local Government FCompensatlon Report, Gas Tax, I MOE (Maintenance of Effort) Report, Street Report. etc. I Department preference (The Financial System Database is the origInal; reports are considered drafts or copies); CC 534090 FIN-031 When No Longer Required When No Longer Required Mag, Pprl FInance / General AccountIng FIN-032 2 years 3 years 5 years I".':' PJ;' =‘Yes: After tDepartrnent Preference: Meets QC & OD [auditing standards; GC 534090 FInance / General Account inS FIN-033 1 Treasurer’s Reports & Backup 2 years 3 years 5 years I Mag, Ppr IDepartrnent Preference; GC 1534090 DOWNEY, CA ©1995-2016 Gladwll Govelnmental ServIces. Inc (909) 337-3516 - all IIghtS reservBd Do not dupIIcate or dIstribute without prIor written permISSIon Adopted Ver 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 PIiMeI Record I RetentIon No.R8cord8 DescrIptIon RetentIon / DisposItIon (OFR) ActIve I (in offIce) InactIve (Records Center) Total Retention VItal?MedIa OptIons Image : I'Import M,Mfr Destroy Paper after Imaged & Comments / Reference m=== IEm +2 90rs i IIP iv mr ,44MMM 1III+ll[qllIFlarqHllllUll£;IIl.>bglr=11:11111.=ll'.c:-i'll'lt=n;lit=InI=1111=III1=11 IB14+1;11ll'll;llllal;lr;Ilql14qll-liga+-1 I munIcipal government audIting Yes After jstandards). Statewide guIdeIInes QC & OD jpropose audIt + 4 years I Published articles show 3 - 7 FInance / General AccountIng FIN-034 IW-9s Minimum 5 years Minimum 5 years yes. Unti Paid Mag, Mfr, OD. Ppr S/1 FInance / Payroll FIN-035 Valuation Reports, Actuarial IValuation Reports DE-6, DE-7, DE-9. DE-43, W-3. & DE-166, 941 Forms. IRS 5500 [ Forms (Employee Benefit Plans), PERS / FICA & MedIcare }Adjustments - Quarterly Payroll Tax Returns / OASDI. Federal Tax Deposits. Adlustments. etc Deferred Comp8nsation (457) 1 Reports, Registers 2 years 3 years 1 5 years Mag, Ppr ' Department Preference, GC 1534090 hDepartment Preference, IRS 4 1 yrs after tax is due or paid; Ca IFTB. 3 years, ArtIcles show 7 jy8ars; 26 CFR 531 6001-1 (e)(2) iR&T 619530, 29 CFR 516 5 l516.6. 29 USC 436, GC 534090 Finance / Payroll FIN-036 2 years 3 years 1 5 years Mag. Ppr Finance / Payroll FIN-037 FIN -038 When No Longer RequIred 2 years 3 years 5 years Mag. Ppr Mag. Ppr [ Department preference : GC !§34090 I Preliminary drafts not retaIned in Ithe Regular Course of Business IGC 534090 : Department preference; IRS I Regulation for was is four years aner the due date of such tax for Ithe return period to which the records relate. or the date such +tax is paid. whichever is the ktat8r. 26 CFR 31.6001-1, GC 534090 [ Department preference, GC }34090 Finance / Payroll I Employment Verifications When No Longer RequIred Finance / Payroll Payroll Benefit Files / I AdminIstration Forms (W49, ;Changes. Personnel Action Form ' copies, VacatIon pay-off requests. etc ) FIN-039 SeparatIon + 5 years jseparation +1 5 years Yes MiT1 1 rJ: 1 : s / 1 Yes' After QC & OD Finance / Payroll FIN-040 Payroll Journals 2 years [ 3 years 1 5 years Mag, Ppr I)OWNEyB CA ©1995_2016 Gl8dwell Governmental Services, Inc (909) 337-3516 - all rights re8erved Do not dupIIcate or distribute without prior written permIssIon Adopted Ver 4 0 RECORDS RETENTION SCHEDULE FINANCE Page FIN-8 BLaimi Record Retention No,Records Description RetentIon / DIsposItIon Image: i Destroy 1=1mport i Paper after M-Mfr I Imaged & Comments / Reference (OFR) Active (in office) InactIve (Records Center) Total Retention VItal?Media OptIons I :T EW+y:rrrrxvulq=x+rw a,rd?:•;/rrrrtqrItrthzy;III.II/I Department preference; Meets auditIng standards (audIt + 4 years); IRS requIres 4 years. Ca, requIres 2 yr mIn ; FTB keeps 3 years; Most Employees provIde dIgital signatures when they submit theIr tiln8cards, but some in Public Works and Community Services do not (another employee enters theIr tIme); IRS Reg 931.6001-1(e)(2). R&T 519530; LC S 1174(d); 29 CFR 516.5; GC 534090 FIN-041 ' TIme Cards / Time Sheets 2 years 1 3 years 1 5 years MO?te rpf: 1 s / Yes After QC & OD Department Preference for CaIPERS buy-back purposes IRS' 4 yrs after tax IS due or F paid, Ca. FTB: 3 years; ArtIcles I show 7 years; IRS Reg 531.6001-1 (e)(2). R&T 519530: 29CFR 516.5 - 516 6, 29USC FIN-042 'W-2's P Mag. Ppr FIN-043 'Purchase Orders /Requisitions 1 2 years 3 years 1 5 years Mag, Ppr!mr T Finarlco / RIsk Mana9 Pr/ FIN-044 £lZETonalSEt:=ti?;r£l£i:=?iatdo not result in a claIm 2 years 2 years Mag, Ppr I Department preference. ccp 15340.5, GC 534090 DOWNEY, CA ©1995 2016 GladweH Governmelltal ServIces. IIte (909) 337-3516 - all rIghts reserved Do not dupIIcate ur dIstrIbute WIthOUt prIor wlltterl permISSIon Adopted Ver 40 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 t•liaMi Record IRetenuon No.Records Description Retention / Disposition Comments / Reference (OFR) ActIve (in offIce) Inactive (Records Center) Total RetentIon VItal?Media OptIons Image: I Destroy 1=1mport ; Paper after M=Mfr I Imaged & ian BIEmn nEE nmIHe IBmlmI year, lawsuit within 2 years, complaints against peace lofficers within 5 years; Statute of Limitations for contracts is 4 1 years; wrongful death for jconstructlon is completIon + 5 years; CCP SS 337 et seq , GC SS 911.2. 945.6, 34090, 34090.6, pc 5832.5(b) Finance / RIsk Manag FIN-045 1 ClaIms ResolutIon 5 years IResotution +1 Yes: Until IMag. Mfr, 5 years I Resolution 1 OD, Ppr S I Y ?: t t £le r FInance / RIsk Manag FInance / RIsk Manag. FIN-046 FIN-047 llnsurance Polices (CIty-owned ! poIIcies) P 5 years P 5 years Mag, Mfr, OD. Ppr S/Yes' After QC & OD I Department Preference; GC 1534090 ;JPA / JPIA Reports / General I LIabIlity ClaIm Runs Ppr Department Preference: GC 534090 FInance / RIsk Manag. TCatif Labor Division is requir8d ito keep theIr records 7 years, 4 OSHA requires 5 years; State law requIres 2 years; 8 CCR 53203(b)(1 ), GC 534090.7; LC r6429c F 1 N = 04 8 :?:IHAA L o g s w 2 0 0 1 3 00 1 3 0 1 5 years 5 years Ppr DOWNEY, CA ©1995-2016 Gladwell Governmental ServIces, Inc. (909) 337.3516 - all dghts reserved Do not duplicate or dIstrIbute WIthout prIor wrItten permIssIon Adopted Ver 2.1 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 -);--'iF Record e Series #Records Description Retention / DisposItIon ':g;ii'}@: Comments / Ref8rorlce (OFR) ActIve (in office) Inactive (Records Center) Total RetentIon VItal?Media Options ; jR®MwmMaHmmIMHmlf la CejT mT is IIurIllaI ly ] dantEHM©ammMMIWIIM) Fire / AdmIn FR-001 Background File / RecruItment File q FIre Employees & Fire Votunteers I (SUCCESSFUL) Send to Human Resources Upon SeparatIon Send to Human Resources Upon SeparatIon Mag. Mfr, OD, Ppr S/ Yes' After QC & OD I CIty Preference; Consistent WIth retention for Personnel Files in Human R8sources= 29 CFR 1602.31 & 1627.3(b)(ii), GC SS 3105. 12946, 34090; 29 USC 1113 FIre / AdmIn FR-002 , Background File / RecruItment FIle I FIre Employees & Fire Volunteers 1 0 yeas (UNSUCCESSFUL) 10 years Mag, Ppr Department preference; 29 CFR 1602.31 & 1627.3(b)(ii), GC SS 3105. 12946, 34090, 29 USC 1113 Fire / Adrnln FR-003 DMV Pull NotIces (Fire Personnel) Wh8n Superseded , or Upon Separation When jsuperseded, or Upon SeparatIon Mag, Ppr I Department Preference: GC 1 534090 FIre / AdmIn FR-004 Emergency Operations Plan 1 Superseded (includes Office of Emergency I and Management & Homeland Security)I Approved Superseded and Approved Mag, Yes (all) I Mfr, OD Ppr S/1 No IGC 534090 Employee Medical File - FIre Only Send to Human Resources Upon SeparatIon Send to Human Resources Upon SeparatIon Mag , Mfr, OD Ppr Yes: When Inactive [City preference; 8 CCR 1 53204(d)(1 ) et seq., 29 CFR l1910. 1020(d)(1 )(i), GC 5512946 134090; 8 CCR 53203 et seq., 29 ICFR 1 627.3(b)(Ii), LC §642J£c) IGC 5512946. 34090 FIre / AdmIn FR-005 Includes Respirator Fit Tests, MedIcal Questionnaires, etc. DOWNEY, CA. ©1995-2016 Glac]well Governmental Services, Inc. (909) 337-3516 - all rIghts reserved Do not duplicate or distrIbute WIthOUt prIor written permIssIon Adopted Ver 2.1 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 BnfImc I Record e Series #Records DescrIption RetentIon I DIsposition Destroy Paper after Imaged & Comments / Reference (OFR)Active (in offIce) Inactive (Records Center) Total Retention Vital?MedIa OptIons Image: 1=1mport M=Mfr S.Scan Idm-Wlde Stdm Department preference iEEOC/FLSA/ADEA (Age) requires ' 3 years for promotion, dernotion Itransfer, selection. or discharge IState Law requires 2 -3 years for jpersonnel actions; Claims can be I made for 30 years for toxic b substance exposure, 8 CCR 53203 et seq , 29 CFR 1627.3(b)(I1), LC 56429(c), GC 5512946. 34090 Employee Training File (by employee) FIre / Admin Send to Human Resources Upon Separation Send to Human Resources Upon Separation FR-006 llndividual Training Certificates, ContInuing EducatIon for Paramedics Mag, Mfr. OD Ppr S Yes: When Inactive Fire / Admin. & PoIIce / Admin FIre / Admin Fire / Admin Fire / Admin FR-007 1 EOC Activations & Drills 10 years 10 years Mag . Mfr, OD Ppr S/Yes: I D8partment Preference. GC After QC 1534090 FR408 FIlm Permits MInImum 2 years Minimum 2 yea rs Mag Ppr Mag , Ppr Mag , Ppr Mag , Ppr [ Department Preference: GC S 134090 et seq [ Data IS interrelated; GC 534090 et seq T Department Preference (rated jevery 10 years); GC 534090 I Considered a preliminary draft / I copy (the Fire database is the jonglnal}; GC 534090 et seq. jorlginals MaIntained by CIty Clerk jor County Clerk of the Board I Permanently; GC 534090 7 FR-009 FR-010 FIre Incident RMS Database }(Emergency Reporting) IndefInite Indefinite Yes llso Insurance Ratings 15 years FIre / AdmIn When No Longer RequIred Copies When No Longer Required } Separation + 5 years 15 years FR41 1 I Monthly StatIstical Reports / Run 1 StatistIcs When No Longer RequIred Copies . When No Longer Required IS8paraHon +1 5 years City Clerk FR-012 FR-O1 3 IMutua1 Aid Agreements, Joint Power Authorities Mag, Ppr Mag , Por FIre / AdmIn joath of DIsaster Workers IGC 93105 DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces. Inc. (909) 337-3516 . all rIghts reserved Do not duplicate or dIstrIbute without prior written permIssIon Adopted Ver 2 1 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 [e]lma Record Records Series #Records DescriptIon RetentIon / DIsposItIon Destroy Paper after Imaged & Comrnerlts / Reference (OFR) ActIve (in offIce) InactIve (Record8 Center) Total Retention Vital?Media Options Image : 1'Import M'Mfr S=Scan mlet Olc/ /5 /10l //slut/ /1 A: ITI = F R w 0 1 4 Ftre : =: raan: I ==g :sJ: : DC=T e t 1 M 1 : : rsm 2 MM® 1 iT 15 / lo///18// B®WMMnER 111IHFgIIntHIlltelII g IAYINf;IId=ItII Minimurn 2 years Mag, Ppr I Department Preferencei GC S 1 34090 et seq. FIre / AdmIn FR-015 Requests for FIre IncIdent Reports and Fire InvestIgatIon Reports 2 years 2 years Mag. Ppr IGC 534090 FIre / AdmIn Fire / AdmIn Fire / Admlll FIre / AdmIn FR-016 Mag. Ppr Mag, Ppr Mag. Ppr Mag, PDf RIde.A-Long WaIvers FR-017 FR-018 ' Strike Team Reimbursement (OES ,/ FEMA) [ Subpoenas (Personal Appearance } FIre Personnel) 2 years 2 years 10 years ' GC 534090 10 years 2 years ; D8partment Preference, GC 1534090 2 years Indefinite IGC §34090 FR-O1 9 + TraIning Database / Log (Target)Indefinite Data is interrelated; GC 534090 et FIre / EMS FR-020 I Controlled Substance Logs, k Inventories / Ambulance Inventory Logs 3 years 3 years Yes TapI mr I Controlled substances are required I for 2 years after Inventory or I transaction; 21 CFR §13CH.04 1310.04 I Data is Interrelated; GC 934090 160201 et seq, [ Statute of LImitations for health jprovid8rs is 3 years; 13 CCR 1 loo.7, UFC 5l04.3.2, 5104.3.4 IGC 534090, 60201 et seq FIre / EMS FR-021 FR-022 Emergency MedIcal Database Indefinite IndefInIte Yes Mag File / EMS EMS ComplaInts / CQI (ContInuous I I Quality Improvement) / Quality i 3 years Assurance 3 y8als Mag, Ppr Fire / EMS FR-023 [ HIPAA POIICIes and Procedures 1 (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD. Por S 124 CFR 164.5300) DOWNEY, CA. ©1995-2016 Gladwell Governm8ntal Services, Inc (909) 337-3516 Do not duplicate or dIstrIbute without prior wrItten permISsion Adopted Ver 21 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 [e]tamt8t nb Record I SerIes #Records De8crlption RetentIon / Dl8p08ition (OFR)I ActIve (in offIce) InactIve (Records Center) Total RetentIon Image: MedIa I l=Import Opdon81 M=Mfr t S-Scan De8troy Paper after Imaged & Comments / Reference VItal? e Fflq{4ahNnq%gm pvaHlIETImmmIM+/ WEBBER m In;I.I=tltllt;tItI.Iht11 Paramedic Continuing Education is requIred for 4 years by DPH. 8 IccR 53204(d)(1) et seq. 8 CCR 53203 et seq.. 29 CFR 1627 3(b)(ii). LC 56429(c); GC 5512946, 34090 Depadment Preference. adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations ', for health providers is 3 years. !ccp 5340.5, GC 534090, H&S l§S1797 98(e) 123145, 42 CFR 1482.24(b), 9 CCR 9444, 22 CCR 170751(c) & 71551 (c); 22 CCR 170751 (c). 71551 (c). 73543(a) l74731(a). 75055(a), 75343(8) 177143(a), w&1 14124.1, CMS Pub. t 100-4, Chapter 1 , Section 1 10 3 Fire / EMS FR-024 1 Paramedic Continuing Education 1 Rosters and Certificates 4 years 4 years Mag . Mfr. OD, Ppr Yes: When Inactive Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits ADULTS AND JUVENILES Fire / EMS FR-025 20 years 20 years Mag. Mfr, OD Ppr S Yes: After 1 year ! Audio Recordings or Tapes - 1(CAD/RMS) RecordIngs of ITetephone & Radio I Communications Dispatch Tapes (CAD) t (consortium standard). Statewide lguidetines propose 180 days I (legally mandated for 100 days); (may be discoverable or made pUbIIC in some CIrcumstances), GC }34090, 34090.6 Fire / Dispatch FR-026 MInimum 180 days Minimum 180 days Mag DOWNEY, CA. ©1995-2016 GladweH Governmental ServIces. Inc. (909) 337-3516 Do not dupIIcate or dtstnbute without prior wrItten permIssion Adopted Ver 21 RECORDS RETENTION SCHEDULE . FIRE Page FR -5 ®1IM Record let;olds Series #Records DescrIptIon RetentIon I DIsposItIon Destroy Paper after Imaged & Comments / Reference (OFR) Active 1 (in offIce) InactIve ( Records Center) Total Retention VItal?MedIa I OptIons Image : I'Import M=Mfr S-Scan RmMR8i$EHHT8BmR,lgPHP mmamE d # moamMme L [FmRm Marshal & CommunIty RIsk Reductlorl iMrMaMlm 1 PermIts / ExplosIves PermIts r (assembly permIts, candle permIts. I tent permIts, fIre hydrant use, open . flame. etc.) hMI Longer RequIred Minimum 6 years Life of the Structure or Activity, or MinImum 5 years , Whichever is Longer En [ml®fej Longer RequIred - Minlmurn 5 years LIfe of the Structure or ActivIty. or MInImum 5 years, Fhlch8ver I Longer FR-027 Yes: Before Event Mag Ppr CFC SS l04.6 – l04.6.4 FIre / F Ire Marshal & CommunIty RIsk ReductIon I Fire InspectIons / BusIness I InspectIon FIles / Occupancy llnspectlons / CitatIons / Notice of VIOlatIons FR-028 Mag . Mfr, OD, Ppr S/ Yes: I Required for the Life of the After QC I Structure or Activity. or Minimum 5 & OD lyean CFC SS l04.6 - l04.6.4 FIre / FIre Marshal & Conlnlunlty RIsk ReductIon FIre / FIre Marshal & Conlrn unIty Risk ReductIon FIre / Fire Marshal & CommunIty RIsk ReductIon FR-029 i Fire InvestigatIons - Arson & i Capital CrImes Only P P Mag . Mfr. OD Ppr S/Yes: I Department preference (Caplta1 After QC ICrim8s have no statute of & OD IHmitatlons); GC 534090 et seq When No Longer Required Mlnlrnum 5 years When No Longer RequIred MInImum 6 yeaH FR-030 FIre InvestIgations - OTHER Than IArson & Capital Crimes Mag, Ppr I Department preference; GC 1 534090 et seq , FR-031 FR-032 FIre SprInkler Plans P P Mag, Mfr, OD Ppr S/ Yes- After QC & OD Depanm8nt prefer8nce: GC 534090 et seq Hazardous Materials Business Plans (HMBP: Superseded + 5 years Superseded + 5 years ' Department Preference, GC }34090 DOWNEY, CA. ©1995-2016 Gladv,Bell GovBrnm8ntal ServIces. Inc. (gog) 337.3516 - all rIghts reserved Do not duplicate or dIstrIbute WIthout prIor WIItten permissIon Adopted Ver 2.1 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record e Series #I Records Description RetentIon / DisposItIon '!!it,:', Comments / Reference (OFR) Aotlv8 (in office) InactIve (Records Center) Total Retention Vital?MedIa Options mmlzMM m:lrlllrgal.iI Longer Required . MInimum 2 years When No Longer Required . MInImum 2 [I II IZ+ : r emM FIre / F Ire gaa(;si1;1 it F R 4 3 3 hbJ : ITtod=A=F : {eE::1Tya)t 1 o n Reduction FIre / Fire Marshal & CommunIty RIsk Reduction I e mHZ wmIne Longer Required . MInImum 2 years When No Longer Required MInImum 2 t)y FIUEnTLeIDRUM Mag. Ppr Department Preference; GC 1534090 FR-034 jweed Abatement / Vegetation } Abatement Mag. Ppr I Department Preference: GC 1534090 DOWNEy, CA. ©1995-2016 Gladw8ll Governmental Services, Inc (909) 337-3516 . all rights res8wed Do not dupIIcate or distribute wittx)ut pnor written permISSIon Adopted Ver 2 1 RECORDS RETENTION SCHEDULE . FIRE Page FR-7 @]HMuf Record Records Sorieb #Recor cta D08crlptlon RetentIon / DIsposItIon Image: MedIa ; I=Import OptIons : M=Mfl S=Scan Destroy Paper after Imaged & Comments / Reference (OFR) ActIve (in offIce) InactIve (Records Center) Total Retention VItal? lIMMmmTmlmmlm :==/lf1,J/,5 CLaD FaalltlhM ac musTZBnMmTM MaEm ml ’ll=llIFllll ; Apparatus, Equipment & VehIcle ! Records & Testing Surplus + 2 years Surplus + 2 years Mag. Ppr mr=r tr = I compliance with NFPA Standards } for in-service automotive nra japparatus ; NFPA 1911.4.7,3 & Annex C.5, GC 534090 FIre / Ops FR-035 When No Longer Required - MInImum 2 t M i ] :JuI 1 0 ; years When No Longer RequIred Minimum 2 years MinImum 11 years FR-036 DaIly Journals ("Red Books")Ppr GC 534090 FIre / Ops FIre / Ops FR-037 FR-038 { Fire Sprinkler Flow / Pressure -fests I Fire TraInIng Center - WaIvers of ! LiabIlity Mag Ppr Mag, Ppr Mag , Ppr [ Department Preference; GC 1534090 1 GC 5340902 years 2 years FIre / Ops FR-039 1 Pre-plan Sheets When Superseded When Superseded Yes Before Event F PreIIminary drafts; GC 534090 et seq When No Longer Required . MInImum 2 When No Longer RequIred - MInimum 2 Lead Dept.FR-040 IVehicl8 Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks Ppr IGC 534090 DOWNEY, CA. ©1995-2016 Gladwell Governmental Services. Inc (909) 337-3516 - all rIghts ruse,Yea Do not dupIIcate or dlstnbule WIthout prIor written permls610n Adopted Ver 2 1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 @IaML ] Record !R,t,ntio„ No.Records Description RetentIon / Disposition 1 1 Image: V 1 tp111a 1 ? ! ::i f: : 18 1 =iTiTrd Destroy Paper after Imaged & lg Comments I Reference (OFR)Active (in office) InactIve (Records Center) Total Retention Mmm lnmFHqnllIM naeMa BEe BHMHamMmmllIManRmMtR la/IUIquI#hv:rdgrqfjl&nFJa:lll4 IN;rIP Ida/i17 fI Ini}$ nagatBnMMmt r Human Resources HR-001 1095-C (Employer-Provided I Health Insurance Offer and I Coverage) Department Preference; IRS' 4 jyrs after tax is due or paid; Ca IFTB: 3 years; ArtIcles show 7 jyears. 26 CFR 931 6001-1 (e)(2) IR&T 519530; 29 CFR 516.5 - 516.6. 29 usc 436. GC 534090 5 years 5 years Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan Itermination; Federal law requIres 16 years after filing date fOI Iretirement; State Law requIres 2 jyears after action: 29 CFR 1627.3(b)(2); 29 USC 1027: GC 5512946. 3409 Bureau of National Affairs I recommends 2 years for all ; supplementary Personnel ! records; Wage rate tables are 1 1 or 2 years; State requires 2 Iyears; 29 CFR 516 6, 29 CFR 1902.14. GC 55129461 34090 Human Resources HR-001 Benefit Plan Documents I(CaIPERS, Optical, Dental, etc. ) Duration of the Contract + 6 years Duration of 1 Yes For Ithe Contractl Duration of i Mag, Ppr + 6 years I Contract Human Resources HR-002 lclasslncation / Reorganization I StudIes (for employee lclassifications and department structures) Minimum 3 years Minimum 3 years Mag. Ppr Bureau of National Affairs recommends 2 years for all lsupplementary Personnel Irecord9; Wage rate tables are 1 jor 2 years; State requIres 2 years; 29 CFR 516.6(2), 29 CFR 1602 14. GC 5512946, 34090 Human Resources HR-003 }Compensation SUIveys & Studiesl MiT.T_ujn 3' ' 1 years Minimum 3 years Mag, Ppr DOWNEY, CA ©1995-2016 Gladwell Governmental Services. Inc. (g)9) 337-3516 - all rIghts reserved Do not duplicate or d}strlbute without prior written permISsion Adopted Ver. 2.1 RECORDS RETENTION SCHEDULE HUMAN RESOURCES Page HR-2 Retention No. } Records Description RetentIon / DIsposition Comments / Reference (OFR) ActIve (in office) InactIve (Records Center) Total Retention VItal? : Image: I Destroy MedIa I l=Import i Paper after OptIons M =Mfr Imaged & + Haman mdMaMMaEIH Department of FaIr Employment I Final I & Housing (DFEH or EEOC) i Disposition +1 I Claims ? 3 years M All State and Federal laws I require retention until final I disposition of formal complaInt; I State requIres 2 years after "fully I and finally disposed", 2 CCR 7287.o, GC 5512946, 34090 Human Resources HR-004 Mag, Ppr Department preference; D.O, T Requires 5 years for positIve tests, 1 year for negative tests EEOC/FLSA/ADEA (Age) 1 requires 3 years physical I examinations: State Law I requires 2 years; 29 CFR 1627.3(b)(1 )(v), GC 5512946 34090: 49 CFR 655.71 et seq, 49 CFR 382 401 et seq 49 CFR 653.71 Non-citizens must re-certify periodically; Required for 1 year from termination or 3 years from hIring, whIChever is later; EEOC 1/ FLSA / ADEA (Age) requIres 3 jyears for "any other forms of employment inquiry": State Law requires 2 .3 years; 8 CFR 274a.2: 29 CFR 1627.3(b)(i); GC Human Resources HR-005 I Drug & Alcohol Test Results (All Positives and NegatIves)5 years 5 years Mag Ppr Human Resources HR-007 1 1-9s I SeparatIon + 3 years I SeparatIon 3 years I Mag. Mfr. I SOD, Ppr I ' Yes: After QC & OD DOWNEY, CA ©1995-2016 Gladwell Governmelaal Services, lIIC (909) 337-3516 - all rIghts reserved Do not dupllcat8 or dIstrIbute WIthout prior written pumlsslon Adopted Ver 2 1 RECORDS RETENTION SCHEDULE:HUMAN RESOURCES Page HR-3 [ejfalwt Record I RetentIon NO.1 Records DescrIptIon Retention / DIsposItIon Comments / Reference (OFR) ActIve (in office) Inactive ( Records Center) Total RetentIon VItal? Image: I MedIa I l=Import I OptIons 1 M=Mfr Destroy Paper after Imaged & IIlje mIRmlmm liar=nIt:.7l[i.u'nIa’,./lr;7lrt,:;ljqjFI.:.]1'11IBnl M IM MlmJljIRilmn M©l©MIHIm iiI Is all (e m mEm r I IM8BEBMHEU fr + limlml [J t ' EEOC/FLSA/ADEA (Age) requires 3 years for promotion Idemotion, transfer. selection, or discharge, State Law requires 2 13 years; retirement benefits is 6 1 years from last action: 29 CFR 1602 31 & 1627 3(b)(I1), 8 CCR 53204(d)(1 ) et seq., GC 5512946, 34090, 29 usc 1 1 13 Human Resources HR.008 ] Job Descriptions / ClassificatIon Specifications MinImum Superseded + 3 years MinImum Superseded + 3 years ";:'rJ' ',Yes: After 1 year Human Resources HR-009 IDMV Pull Notices (DOT Required) When I Superseded, or Upon SeparatIon When jsuperseded, or Upon Separation Mag, Ppr I Deparlment Preference; GC 1534090 Labor RelatIons Files Human R8sources HR-009 I ENo??eo: ba: 1::: :: ?i t e rP re t a t i o n o f 5 W 8 r s MOU Provisions, Documentation, etc. ) 5 years 1 10 years Mag, Ppr I Department Preference; GC 1534090 Department Preference: statute of Itmitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Ago) requires 3 years for promotion, Idemotion. transfer. selection, or Idlscharge. State Law requires 2 3 years; 29 CFR 1602.31 & 11627.3(b)(ii), GC SS 3105, t 12946. 34090. 29 usc 1113 Human Resources H R = 0 1 1 P e nSII O n n e 1 F i 1 8 S = G r i e V a n 1EI11B Files SegayE!in+ jseparatlon 6 years Mag, Pprl DOWNEY, CA ©1995-2016 GladMll Governmental Services. Inc (909) 337-3516 - all rights reserved Do not duplicate or dlslnbute without prIor wrItten permIssIon Adopted Ver. 2 1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HFq4 (I11::i=r : f )I e t 8 n ti o n N o Records DescriptIon Retention / DIsposition Comments / Reference (OFR) ActIve (in office) Inactive (Records Center) Total RetentIon Vital? Image: t Destroy Media I IBlmport I Paper after Options 1 M=Mfr i Imaged & 1 77;;mm;;F@MI 7@ Departm8nt Preference; statute of limitations for retirelnent Ibenefits is 6 years frorn last action; EEOC/FLSA/ADEA (Age) } requires 3 years for promotion idemotion, transfer, selection, or F discharge; State Law requIres 2 3 years; 29 CFR 1602,31 & 1627 3(b)(iI), GC SS 3105, 12946, 34090: 29 USC 1113 Personnel Files - Employee File Human Resources HR-011 lncludes AppIIcatIon. Evaluations, I Separation + IPotic Ies, Oaths of OffIce, PSRs 1 6 years i(Personnel Status Reports), etc i jseparation +1 6 years Mag, Ppr Personnel FIles - Medical File (all employees)Separation +1 30 years. or Termination of BenefIts, whichever isI longer ' Department preference . Files Imaintained separately; Claims Yes: After jcan b8 made for 30 years for Separation + 1 toxic substance exposure; 8 1 year IccR 53204(d)(1 ) et seq., 29 iCFR 1910 1020(d)(1 )(i), GC 15512946, 34090 Human Resources HR-012 b Pre-employment MedIcal Clearances, ADA AccommodatIons, Resplrator Fit Tests, etc Recruitment and Testing File I SeparatIon + 6 years 24 years, or Termination of Benefits, whichever is longer Yes' Until IMag, Mfr, Separation 1 OD, PpI S ( Includes AdvertIsements . I ApplicatIons for Unsuccessful i CandIdates, IntervIew Notes, Job Brochures, Test Data, Testing Analysis & statIstical MetrIC, Job Analysis, Rating Sheets. Scantrons, etc ) Studies & Surveys Conducted on } Behalf of the CIty (Sick Leave, F Attrition, BenefIts, etc.) i Workers CompensatIon ClaIm Runs / Monthly Reports I Department preference: EEOC / IFLSA / ADEA (Age) requIres 1-3 1 years; State Law requIres 2 - 3 years; 29 CFR 1627.3(b)(i), 29 IcFR 1602.14 et seq. 2 CCR 7287.0(c)(2), GC 5512946, 34090 Human Resources HR-013 HirIng DecIsion t 3 years HIrIng Decision - t 3 years Mag, Ppr Human Resources HR.01 4 HR-015 When No Longer Required When No Longer RequIred Mag, Pprl Mag Ppr [PrelimInary drafts not retained in IItre ordInary course of busIness, !GC 534090 1 Meets auditing standards; GC ;34090 Human Resources 5 years 5 years DOWNEY, CA ©1995-2016 61adwell Governmental ServIces. Inc (909) 337-3516 Do IIOt dupIIcate or dIstribute WIthOUt prior written permission Adopted Ver 2.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 CRU:===f IRetentlon No.Records DescrIption RetentIon / DIsposItion Destroy Paper after Imaged & ActIve (in office) Inactive (Records Center) Total RetentIon 1 Image: MedIa i l=Import OptIons } M-Mfr Comments / Reference (OFR)VItal? tZ11 M1Am1mma1m:+mmmRtI lint:ll7:erl_II,r,UIl=llaltl=x:[dIM.;+l,ITdHt=1.H;llPll11laF&gRIll mlml THEmImMMB®ME©a BIll.I;I.IEM B Tame S FI is ltorlllally porfolln8tMEEMmmER lltt.};tltlITqltB.1148l;tIT<=Hd14-1 maintained separately; Claims Yes. After jean be made for 30 years for Separation + Itoxic substance exposure, 8 1 year ICCR 53204(d)(1 ) et seq., 29 CFR 1910. 1020(d)(1 )(i), GC }12946. 34090 Workers Compensation Claims / H R = 0 1 6 1 h : :Fu :::: 1 :1111q:1 ::c: : I! : tI? : : :TdSe n t I O r Injury Reports from Employees) SeparatIon + =..,.,:*==.. 1};1'i:+if I-i;:iii;liewhichever is which8v8r ts longer I longer BERg Human Resources Yes: Until IMag, Mfr, Separation OD. P pr DOWNEY, CA ©1995.2016 Gladwell Governmental Services, Inc (909) 337-3516 - all rIghts reserved Do not dupIIcate or distrIbute without prIor written permission Adopted :pa]dopV uolssltutad ual jpM jopd }noqlm alnqjJISlp io 8Ie3lldnp tou on p'AJaSaJ slq6u Ile - 9t9e'z€€ (606) '"1 'S-''~18S IquawL”-AQ9 IIaMne19 9roz-$66L6' VO 'A3NMOa 18 OZ9ZZ HOO oss I OA3 'Z'B9 bal 'OOZ091 ar) :(pJOoaJ Ie fOUO QUI SB S8NQS j pJ09aJ 9jUOJP8jO DUI UalIM) I SPJO08U 9jUOJ I3813 AqUOMISnJI JOJ 80uelldLu03 18681 JOJ bas )a 060bE.S Or) !ssoulsnq JoT osJn09 AJeulpJO Ota ul p8ulelaJ F lou s}uaun30p AJeultuljajd I bas la 060 bCS ’)') Tsodei 8loAoaJ :anleA OAlleJjslulurpe uo poseq uo! IualoJ 'poJlnbOJ JO6UOll ou uaqM paAoJ}sap aq uea pue I Ad09 e paiaplsuoO :AJOA09aJ I ial6eslp JOJ a6eJOls lelOJotuLu03 1 ul aUs-yo ao IS 'AluO sosodjnd AJaA098U Jalses la JOJ posn bas la 060V€§ OC) 'UO})UWOAO aJe pue uo6ueU30lne ul ale sadeI :poJlnbaJ io6uol ou uaqM paAoJ]sap aq ugo pue Adool e poiaplsuo9 :AluO s8sodJnd I AJaAODOU JaIsesla JOJ pasr 00 d so6uey9 JO 'suollal8p 'suoltlppe )!LUJad lou saop I letII EIP8LU olqeJa]jBun Jay to JO U -Key an18 1 J'ao / J-aAa / WHOM tOO-II I A6olouqoa I IJOljeLUJOJ IJ 6eW saA p8JjnbOU 186uol ON UOLIAA paJlnbaU io6uo1 ON uaqAA sueld ? sdeW uol}eJn6yuo9 >poM IaN COO-II 6en saA p8Jlnb9U le6uol ON uaqAA poilnboU io6uol ON uayAA AaH IIM - sdnH9eg ZOO II A6olouq9a 1 uoljetuJOJtJ 6RW saA paJlnbaU Ja6u01 ON uaqAA p8JlnbaU Ja6u01 ON UaLIAA (AepunS - AeptloW) Allva - sdnH3eg LOO-1 A6olouy3aJ tJOl]eLUJOJU 9 Fl A'mBwjBHMlRaBin hi-T=', e : . , 'U'- , : T=awww©al ZPBOt) I UB3S=S : T po6euH 1 rJW=W i suoDdO Joyeraded t uodulj=1 b elpaW loi Isea I :e68ull ziaIA uoR LIelaU lelol (J3)U3J BPJ03aU ) OA1)3eul I (ealgo u!) eAl laY (U30) 09UaJaJ8U I SIUowtuo3 uo!]!sodsla / uoljlla loU uol)dlr3soa SPJ030U ON ual IuoIOU pJ03aU JO aoUJO L-II a6ed A9010NH331 NOIIVWUOJNI :31ria3HOS NOlIN313U sau093u L t JaA Ver 2.1 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB.I Office ol Record Retention No.Records DescrIptIon Retention / Dl$p08ition Destroy Paper after Imaged & P (I Comments / Reference (OFR)ActIve 1 (in office) Inactive (Off-sIte, OD or Mfr) Total Retention VItal?Media OptIons Image: 1=1mport MBMfr SBSCan fiIE=== T=-TFIJFBTm L i b ra ry : L 1 B ]C)0 2 1 FEmme;ty:ys ;IIIIIIIr o n t a ct L 1 st lsu IrsEnded 1 Fpiqltilt:lll&v4%;1: I’Nln-,-l:nwlt':t'Im T:u:1 :.-I~ i !A(;llhRll+IIl ll=IEl=1{=IHljejIBli:ll[BTo}a11:1{:11llmIIm=-nm l;.:L'."...I “; I"„.„’i T forr17er/ IIV fIle tol(ler hN/HIT;Ftdif;;'4-i£!ty;;tIm HWIIEi!I LIbrary LIB-003 1 Flyers for LIbrary Programs When No Required When No Longer RequIred IPreliminary Drafts. GC 534090 Ppr IPreliminary Drafts: GC 534090 Grants: LSCA (Library Services and ConstructIon), LSTA (Library ServIces and Technology), SLRC (State Literacy Resource Centers). CLSA (California Library ServIces IAct) and PLF (Public Library Foundation) ONLY. For all others, follow City-wIde Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance LIbrary LIB-004 2 years Final 1 FInal Expenditure I ExpendIture + 5 years 1 + 5 years Mag, Ppr F Per CaIIfornia State Library Records Management Program bRequiremonts (April 27, 1998), GC 1534090 When No Longer Required - MInImum 2 years When No Longer Required - MInImum 2 years LIbrary LIB-005 I LIbrary Advisory Board F Brown Act challenges must be I filed within 30 or 90 days of action +GC 5534090. 54960. 1 (c)( 1 )I AGENDA PACKETS & AGENDAS Mag, Ppr Library LIB-006 I Library Advisory Board MINUTES P P Yes Mag. Mfr OD, Ppr S S No IGC 534090 Library Libral LIB.007 LIB-008 Library Card ApplicatIons { When No! Longer RequIred I IndeFinite When No Longer Required IndefinIte Mag. Mfr, OD, Ppr MaI Y-es: i Department preference (the When Idatabase is the original record) Inactive IGC 534090 [Data is Interrelated. GC 534090! Library Systems. ILS Database DOWNEY, CA. e>1995-2016 Gladwll Governmental ServIces, Inc. - all rIghts reserved Do not duplicate or distrIbute WIthOUt prior mitten permISsion from GGS (909) 337.3516 Adopted Ver 2 1 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-2 1tT== r: f ! I$11: e t e n t i O n N O I Records DescriptIon RetentIon / DIsposItIon i ActIve tina mce) InactIve (Off-sIte, OD or Mfr) Total RetentIon MedIa OptIons Image: 1=1mport M=Mfr S'Scan Destroy Paper after Imaged & 1? Comments / Reference (OFR)Vital? Ttllu rect)Id is llot Itbtut1 flu/ :=m WMMmUHWH®HB M mmmm a---J-=::-'---T. . - ' . . ' 'wmmm Longer I I Longer Required ] I RequIred FM/ 1 'IINtbUllsIFIlIInlIBIWIn111n M/ d mwmmmFmmdr = I the ordinary course of busIness, IGC 54090 F Department preference (Courts treat volunteers as employees), IEEOC/FLSA/ADEA (Age) requIres 13 years for promotion, demotion jtr8nsfer, selectIon. or dISCharge 29 CFR 1602.31 & 1627 3(b)(1 )(i)&(ii), GC 5512946, 34090 [ Preliminary Drafts not retained in }the ordinary course of business, IGC 94090 LIbrary 'llnln LIB-009 Llbrary Volunteer Log of Hours / I Unpaid Intern Log of Hours Ppr LIbrary LIB-010 L.lbrary Volunteers / Tutors / UnpaId I InactIve / Intern AppIIcatIons & Agreements - I SeparatIon + I Successful 1 3 years Inactive / js8paratlon +1 3 years Ppr LIbrary LIB-O1 1 I Library Volunteer / Tutors / Unpaid ; Intern ApplicatIons & Agreements ; Unsuccessful or Waiting When No Longer RequIred When No Longer Required - MinImum 2 When No Longer RequIred When No Longer Required MinImum 2 ara Ppr LIbrary LIB.012 Problem Patron FIle / Incident Reports Mag. Ppr Department preference: GC 1 5534090 DOWNEY, CA, ©1995-2016 Gladwell Govelnrn8ntal ServIces. Inc - all IIghtS reserved Do not dupIIcate or distrIbute without prior writterl permISSIon from GGS (909) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE:PARKS & RECREATION Page P&R-1 R IRetentIon No. 1 Records Description Retention / DIsposition Comments / Reference (OFR) ActIve (in office) Inactive (Records Center) Total Retention VItal ? Image : MedIa I=Import OptIons ! M=Mfr S -Scan Destroy Paper after Imaged & tIljeRfHma IIIB 1mM:I RecreatIon Umm [#TnMMMHl !Elmfmf matlaBMMmWM TamE al Rln I=X.HbUr£.uullulta&TTE5RHIMme M P&R-001 b Registration Database (Active Net)Indefinite Indefinite MmHm !!ii Of Mag 1 cldt,Iii jinterrelat8d; GC 534090 FActivRy / Special Programs / Special Event / Trips Parks & Recreation When No Longer Required MInImum 2 years When No Longer Required MinImum 2 yeaFS P&R-002 lchildren's Programs, Cultural Arts, Sports, Seniors. Filming. Theatre Programs etc. Fcemetery DIstrict / Cemetery Board Mag, P pr i Department preference; GC 1 534090 Parks & Recreation P&R-003 P&R-004 MInimum 2 years MInimum 2 years Mag, Ppr I Department preference: GC 1534090 Parks & RecreatIon IAGENDAS, AGENDA PACKETS [Cemetery DIstrict / Cemetery Board IMINUTES & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No IGC 534090 leomph8s with city Standards PUbIIShed Audit Standards=4-7 years; Statute of LImitations- IContracts & Spec's=4 years, IWrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines jpropos8 termInation + 5 years, Errors and Omissions does not applied; CCP 55337 337 1(a). 337.15. GC 934090 [ No specific time period Imentioned in law; HS 558330, 8331 [ No specific time perIOd Imentioned in law, HS 558330. l8331 Parks & RecreatIon I Cemetery Internment AdmInistration I P&R-005 IRecords (Administration. death I Completion jcertincate s, event scheduIIng, etc.) 5 years jcomplebon + 5 years Yes : Mag. Before I Mfr. OD } Completion I Ppr S/1 yes. Upon Completlo n Parks & RecreatIon P&R-006 P&R-007 jcem8tery Internment Records (Plot llocation, date of receipt and llnternment. etc. ) P P P P Mag. Mfr. OD, Ppr Mag . Mfr. OD, Ppr S/1 S/ yes: 1 year yes: 1 year Parks & RecreatIon }Cemetery Plot Ownership Records DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces, IrE. - all rIghts reserved Do not duplicate or dIstribute without prIor wntlen permission from GGS (909) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 1jf::: : 1r: f 1 1F11 e t e n t I o n N o e Records Description Retention / DIspositIon Comments / Reference (OFR) Active E (in office) InactIve ( Records Center) Total Retention VItal?MedIa Options Image: I'Import M=Mfr S=Scan Destroy Paper after Imaged & B1 MinI fmPInt @MIn/m UE S/ -1t Ti br//t e dust ' ULII= 'llUlllqIBl:l{qllll&lIB+lqIFjeR Parks & RecreatIon P&R-(X)8 jcemetery Plots, Plans P P hM Mfr, OD Ppr Yes: 1 year lIMMmr :bl I I mentioned in law; HS 558330 8331 i Department Preference (TransItory record not retained in the ordInary course of lbusin8s9), GC SB+090 Parks & RecreatIon P & R IC)0 9 E : : 1 : : : : : : : { S u N e y s ( P m 9 r a m When No Longer RequIred When No Longer RequIred Mag, Pprl Parks & RecreatIon P&R-010 . FaciIIty Use PermIts / FIeld Use PermIts Expiration + 2 years IExpiratlon + years Yes. Before Event Mag, PpI Mag, Pprl IGC 534090 Parks & RecreatIon P&R-01 1 P&R-012 IFlrst Ald Reports / Minor Incident 1 Reports 2 years 2 years GC 534090 Parks & RecreatIon 1 Golf Course Conc8ssionalres I Contract Management CompletIon 5 years CompletIon + 5 years Mag, P prI [ Department preference (covers Statute of LImitations): CCP !S337et. seq., GC 534090 I Department preference (Meets F auditing standards); GC , 534090 Department Preference, 29 1 CFR 1602.31 & 1627.3(b)(ii), GC SS 3105. 12946, 34090: 29 USC 1113 Parks & RecreatIon P&R-O1 3 Golf Course Reimbursements for Broken Wtndshlelds. etc.5 years 5 years Mag, Ppr Parks & RecreatIon P&R-014 1 Lifeguard Cenincatlons SeparatIon Separation Mag, P pr: Transport p&R_015 ; Master Plans: Parks Master Plans, C P P P Mag, Mfr, OD Ppr S/1 Yes: Aft8ri Department Preference; GC QC & OD 1534090 Parks & Recreation P&R-01 6 P&R-01 7 Park History FIles P Mag, Ppr [ Department Preference: GC 1534090 Parks & Recreation i RecreatIon & Community ServIces CommISSIon I AGENDAS, AGENDA PACKETS MInImum 2 years MinImum 2 years I Mag, Ppri Department preference: GC 1 534090 DOWNEY, CA. c>1995.2016 GladWI Governmental ServIces. Inc. . all rlgtlts reserved Do not dupIIcate or dIstribute Mthout prior wrItten permIssIon from GGS (909) 337-3516 Adopted ra; m E _ = ;, i;-}i Cr) rF ada a)a) 10a la a) BLla< gB 1816 -aD 20F< LU ac C) LU ac o6 a) SC ac<L l€1B gB iI El BIg! bI a gII d : iE Ca 6 C: a ea E 24111J Da IU= C) a)Z0 1-Z LU 1- IU ac ina a(0 C) Ul ac g ; } { g cBi g g ]]]]]L ! ! ! ! ! i 1) ! g BEDr< !!! > < = 8 d eli g E-! ! III:1:Ja ii 8 : aS g QC+ F 1; 1= Ver. 3.1 RECORDS RETENTION SCHEDULE PARKS & RECREATION Page P&R-4 IC===r: f 1$11: e t e n t i O n N O 1 Records Description RetentIon / DIsposition Comments / Reference (OFR)Active (in office) Inactive (Records[ Center) Total RetentIon Vital?Media OptIons Destroy '##?'„}g::'i tlIFIFfqf41ll MI as mr M luatMd employees; IEEOC/FLSA/ADEA (Age) requires 3 years for promotIon demotIon, transfer, selection or dISCharge; State Law I requires 2 -3 years; 29 CFR 1602 31 & 1627.3(b)(iI), 8 IQCR_ 59294{d)(1) et seq , GC iGC 534090 Parks & Recreatloll Volunteer / UnpaId Intern AppIIcations & Agreements I (InclUdes emergency contact I information) - Successful Applicants P&R-025 InactIve / SeparatIon + 3 years InactIve / SeparatIon + 3 years Mag. Mfr. OD Ppr S Yes. 1 year Parks & RecreatIon Parks & Recreation P&R-026 P&R-027 1 Waivers of LiabIIIty 2 years 2 years Mag. Pprl Mag, P pri1 Youth CommIssion ApplicatIons 2 years 2 years GC 534090 Parks & RecreatIon P&R-028 FYouth Cornmission Minimum 2 years Mininrum 2 years Mag, P pr I Department preference: GC F 534090 Parks & RecreatIon I AGENDAS. AGENDA PACKETS youth CommIssion P&R-029 MINUTES & BYLAWS P P Yes S No IGC 534090 DOWNEY, CA. ©1995-2016 Gladwell Governnrental ServIces. Inc. - all rights reserved Do not dupIIcate or dIstribute vuthout prIor wrItten perrnlssbn from GGS (909) 337-3516 Adopted Ver 3 1 RECORDS RETENTION SCHEDULE: POLICE Page PD.1 Off it;t. €1f Record Retention No.Records DescrIption RetentIon / DIsposition Image: I Destroy 1=1mport I Paper after MBMfr Imaged & Comments / Reference (OFR) ActIve (in office) InactIve (Records Center) Total RetentIon VItal?Media 1 OptIons alie Slandalds [/ T acf is mmAMd /1/// f//8 -Gm;ITeT, m 11 destruQtIQn is normaljy performed by nIe folder njbjebSlr=IHrllpilgi;HIjt,I:FRi Ii(;In:111:gIIL: 111 M Rihwl ChIef / AdmIn POIIce / ChIef / AdmIn Fire / Admin & PoIIce / AdmIn FIre / AdmIn & PoIIce / AdmIn Police / ChIef / AdmIn POIIce / ChIef / PD-00 1 a }Permits (CCW Permits) - I APPROVED !Carry Concealed Weapon I Permits (CCW Permits) DENIED Explra'ion + 2 years Expiration + 2 years Mag. Ppr Department preference, GC }534090 et seq PD-002 2 years 2 years Mag, Ppr Department preference: GC 534090 et seq PD-003 !DMV Pull Notices (Police } Personnel) When Superseded, or Upon Separation When jsuperseded or Upon Separation i Mag. Ppr b Department Preference, GC i 534090 PD-004 EOC Actlvatlons & Drills 10 years 10 years Mag, Mfr, OD, Ppr S/1 Yes After IDepartment Preference, GC QC # 534090 PD-005 PD-006 i False Alarm Reports 2 years 2 years 2 years 2 years Mag Mag IGC 534090 et seq I Neighborhood Watch IGC 534090 et seq ' Audio RecordIngs or Tapes I(CAD/RMS) RecordIngs of ITelephone & Radio i CommunIcations Dispatch Tapes (CAD) } Department Preference I (consortium standard ), StatewIde I guideIInes propose 180 days 1(legally mandated for 100 days) (may be disooverable or made public in some circumstances), rGC 5534090. 34090 6 Police / Commun PD-007 Minlnlum 180 days Minimum 180 days Mag Ella DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces. Inc all rights reserved Do not duplicate or distribute without prior mitten permIssion from GGS (909) 337-35 16 Adopted Ver 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 WIM Record Retention No Records DescriptIon Retention / DIspositIon I Image: 1 Destroy 1=1mport F Paper after M=Mfr I Imaged &man I acu? Comments / Reference (OFR) Active (in offIce) Inactive (Records Center) Total RetentIon Vital?I MedIa OptIons mt teFAbBUTiii;7;iiiMiniiii;i;i;;ie7;m'MflIFI) :IbRe FMMFM IIv oorformed bvmiF(ia llgl+llllll;bg=litqn4ll tIII=TItt.Ta.TIIT.. In inlm t lrltM] I contain crIminal intelligence I information concerning individuals, Department preference GC 934090 Files contain criminal IntelIIgence informatIon concernIng an IndivIdual only if then is reasonable suspicion that the indivIdual is involved in crimInal conduct or activIty and the Yes' After linformation IS relevant to that QC & OD jcrlminal conduct or actIVIty MisleadIng. obsolete or unreIIable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h): GC 934090 PoIIce / DetectIves PD-008 ! Informant Files MInImum 5 years MinImum 5 years Mag, Ppr POIIce / DetectIves PD-009 ::::::2::= F::::)( rlmlnal No Longer than 5 years No Longer than 5 yearsl Mag, Mfr, OD. Ppr S/ D == =1= : s P D = 0 1 0 1 E Less t i 9 a t i o n F I I e s a n d A r BSt TF::IF:: o ITFeLT:: o1 Mag IPpr I Final reports and records are I transferred to the case fIle stored jin Records; GC 534090 et seq POIIce / DetectIves PD-011 NarcotIcs Buy Fund Logs 2 years 2 years Mag Department Preference to provide information to other I agencies; Non-records used for I investigations: OrigInals entered I into the State Automated Property System; most agencIes retaIn for 2 years; GC 534090 IGC 534090 et seq POIIce / DetectIves PD-012 Pawn Slips 2 years 2 years Mag, Ppr DOWNEY, CA. ©1995-2016 Gladwell Govelnmental ServIces. Inc - all rIghts reserved Do not dupIIcate or dIstrIbute WIthOUt prIor rotten permISSIon from GGS (m) 337-3516 Adopted q)aa 9 a g T B i;) ()a g C) C) la 1)al0la< •HUr g : gg 8 ; Ed) O CD 18 IT >II: d !!!! CL + in &: 1 8 g E b b # 5: ! $ LU C) -J0a I:: i i { I!!b = I g gIg ggjEaaaIta111J3a UlI C)tri Z0FZ IU 1- IU a( cna ae0 C) LU ac N 35 g g Eu) g Eb gE GB: 8 V) Bg ! q11E iI a ) I , li 8 Inc 8 ! :gg ;181 S gIg.; gI iI! IE ! ! 8s g g;IiI ; 31815 gil! S a 1 Hl =- reIL0 : SIghI crIB Ver 3 1 RECORDS RETENTION SCHEDULE: POLICE Pag8 PD-4 (11 ::==r: f 1 F11:b e te n t 1 O n N 0 B i Records Description Retention / Dl8p08ition Image : Destroy MedIa I I'Import [ Paper after OptIons : M'Mfr ; Imaged & Comments I Reference (OFR) ActIve (in office) InactIve (Records Center) Total Retention VItal? F 1 .mmIMI is cm IIni=iiiBbjd1111lIR1111FHql:lnIFHHltHnutqqqnKs:1.III ;it Ti,TJimilms r) is nQrl11qHy lmIIned me foit-aBMHMemMIMilm Police / Jail PD-021 ! Jail VIdeo RecordIngs (JaIl I surveillance, security)1 year 1 year 1 1 Mag 1 GC 534090.6(a) Logs & InspectIons. ActivIty Custody Logs & Lists, DaIly Counts, DaIly Food ServIces, Freezer Temperature Forms Goof Inspection. KItchen Utensll , Inventory, Handcuff Log. Tool F Log, JaII Incident Lob, DraIn Flush Log, Jail Key Log, ShIft Change Checklist, Duress Alarm Log, Safety & Sobering Cell Logs, Secure JuvenIle Logs, SecurIty Checks, VisItor Logs PoIIce / JaII PD-022 2 years 2 years Mag, Ppr IGC 534090 Police / JaIl POIIce / JaIl PD-023 PD-024 PD-025 ' Medical Screen Forms. Sheets Monthly Counts, OfficIal Counts Outside Agencies Pre-booking Forms ’PREA (PrISon Rape EIImInatIon I Act) ReF)on lrQDertV Sheeb 2 years 2 years 2 years 2 years 2 years 2 years t Mag, Ppr Mag. Ppr IGC 534090 IGC 534090 Mag, Ppr 1 GC 534090 GC 534090 Police / Jail PD.026 PD-027 2 years 2 years Mag, Ppr hIMia L090 PoIIce / Patrol PD-028 ' CanIne (PoIIce Service Dogs) Program Files / TrainIng Files, AnImal Files Separation + 3 years jseparation 3 years Mag, Ppr 1m care / treatment records FA 1532003(e), PC 5597.1 (d); GC 1 534090 et seq PoIIce / Patrol PD-029 CanIne (Police Service Dogs) FProgram Files: Action Reports, I Monthly Reports 5 years 5 years Mag, Ppr I Department preference, GC S 34090 et seq. DOWNEY, CA. ©1995-2016 Gladwell Governmental Selvlces, Inc. - all rights reserved Do not dupIIcate or distrIbute WIthOUt prIor wntterl pulrnlsslon horn GGS (809) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 OII::1if RetentIon No.Records DescrIption RetentIon / Di9p08ltlon (OFR) ActIve (in offIce) InactIve (Records Center) Total RetentIon Vital?MedIa OptIons Image: I Destroy 1=1mport I Paper after M'Mfr 1 Imaged & Comments / Reference \s r lty-WIde landar s [r m&l t 11111)Iv a fulmi8 fo/ i):1:rd : P 1C) w 0 3 0 1C 1 t a t I o n 9 = P a r k I n g & N1 o v lng 2 ye drs !rk)rnlal;FfiiT0% li=llqtll;Milf{;lK{;IiI/;aIF 2 years Mag. Ppr [ GC 534090 Police / Patrol PD 031 , Officer Daily Logs 2 years 2 years Mag Department preference Preliminary drafts not retained in the ordinary course of business, IGC 534090 et seq. ' Department preference; GC S 34090 et seq. Department preference: GC !534090 et seq Preliminary drafts not made or retained for the purpose of preserving the informational content for future reference, GC 534090, GC 56252, 64 Ops Cal IAtty Gen. 317 (1981)) Polim / Patrol POIIce / Patrol PD-032 PD-033 PAS Device CalibratIon Logs 5 years 2 years 5 years 2 years Mag, Ppr MagRIde-A-Long Waivers Police / Patrol PD-034 ! Special Events / Ops Plan MinImum 2 years Minimum 2 years Mag. Mfr. OD. Ppr S/1 Yes- After QC & OD PoIIce / Patrol PD-035 PD-036 ’Traffic Control. Radar 1 CalibratIon Records 2 years 2 years 2 years 2 years Mag, Ppr GC 534090 et seq PoIIce / Patrol VacatIon House Checks / Extra Patrol requests Mag i Department preference I Preliminary drafts not retained in I the ordinary course of business, GC 534090 et seq Department preference I PrelimInary drafts not retained in Ithe ordinary course of bUSIness; 4090 et Police / Patrol PD-037 :Watch Commander Logs [ 2 years 2 years Mag PoIIce / PSU a r Procedures / Operation Directives / General Orders / ' Lexipol (Department Policies and Procedures PD-038 Minimum 5 years Minimum 5 years Mag. MR, OD, Ppr S/1 ! Yes. After bDepartment Preference, GC S ! superseded 134090 et seq DOWNEY, CA. ©1995-2016 Gladwll Governmental Servlcos. Inc - all rIghts reserved Do not dupIIcate or dIstrIbute without prior wrItten permissIon from Gas (909) 337-3516 Adopted Ver 3 1 RECORDS RETENTION SCHEDULE: POLICE Page PD 6 Ot£Mc ] Record RetentIon No Records Description Retention / Disp08ltlon Image : 1=1mport M=Mfr Destroy Paper after I Imaged & I Comments / Reference Inactive (Records Center) 1 ,1 ' ’ < Iiiatlr-1 mcT-/6 MmMt M1MiNa Pc & d Bar (OFR)ActIve (in office) Total Retention Vital?Media OptIons ©®iP£’MMa Internal Affairs InvestIgations IndIVIdual Officers / Complaints Against Officers HH<;lig.1l111=;„ tor at led IITT: 1 for Citizen's complaInts; other I State & Federal laws require I retention until final dIspositIon of formal complaint; State requIres 12 years after action IS taken 1 Statute of LImItatIons is 4 years I for misconduct, EVC S 1045(b)(1 ). GC 5512946. 34090 vc 92547 i Department preference; GC [ 934090 et seq POIIce / PSU PD-039 FInal DIsposItIon + (May InclUde crIminal acts, moral 1 5 years turpitude, complaints generated from a CItIzen) FInal IDisposltlon ] 5 years Mag. Ppr Police / PSU Police / PSU PoIIce / PSU Police / PSU Police / PSU PD-040 ; Internal PursuIt Critiques IncIdent + 5 years [ IncIdent t 5 years Mag, Ppr PD-041 Pitchess MotIons NotIficatIons 2 years 2 years Mag, Ppr IGC 934090 PD-042 PD-043 Press Releases Range QualificatIons 2 years 5 years 2 years 5 years Mag. Ppr Mag, Ppr IGC 534090 I Department pr8ferenc8; GC 1934090 ot seq , I Department preference: GC ,12946,PO PD-044 ' Use of Force Review Incident + 5 Mag, Ppr Police / Property & Evidence PD-045 !CrIme Report Photos mJmm Retention PerIOd of the Evidence Follows the Retention of the EvIdent Mag, Mfr, OD, Ppr Q , , 1 Yes: After 1 1 Department Preference, GC ' ' ' i year 1534090 Police / Property & EvIdence Police / Property & Evidence PD-046 [ ForfeIture NotIficatIon 2 years 2 years Mag, Ppr IGC 534090 PD-047 ' Gun and NarcotIcs DestructIon i Log (Documents related to) MInImum 2 y8ars MinImum 2 years Mag. Ppr ] Department Preference GC i 534090 DOWNEY, CA. Q1995-2016 Gladweu Governmental ServIces, Inc. . all rIghts reserved Do not dupIIcate or dIstrIbute wthout prior witton permission from GGS (909) 337-3516 Adopted Ver 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-/ @UfIMt i Record Retention No Records DescriptIon RetentIon / DisposItIon Image: Destroy 1=1mport Paper after M=Mfr Imaged & S=Sca Comments I Reference (OFR)ActIve (in office) Inactive (Records Center) Total Retention Vital?Media Options 1 m [b IhleIa:(d is coaW)Bred and /mp/y a full f//e fo/der r21TIB3i PEr:I==y t P D = 0 4 8 B: : ITeon: :IeT;?eP: roy) 2 y e a r S POIIce / Property & PD-049 Property AuctIons EvIdence / }S Hes mm) 2 years Mag. Ppr GC 534090 2 years 2 years Mag, Ppr GC 534090 12aIIna Records PD-050 PD-051 Police / Records CItations - Manluana Crime Statistics / UnIform Crime Reports (UCR) - Summaries (BCS) 2 years 2 years 2 years Mag. Ppr GC 534090 2 years Mag. Ppr FIled on IIne with the State: GC 534090 Police / Records Police / Records PD-052 PD-053 Field InvestigatIon Cards (FI's) - After Entry Into RMS Due Diligence Reports After Entry Into RMS 2 years After Entry into RMS 2 years Mag. Ppr Mag. Ppr PreIImInary Drafts. GCS 34090 et seq Department preference, PreIImInary drafts not retained in the ordInary course of business GC 534090 et seq. GC 534090 POIIce / Records PD-054 Logs Arrest Packet, JDIC 2 years 2 years Mag POIIce / Records PD-055 PD-056POIIce / Records NCIC Validation Officer RecordIngs Body-Worn Cameras – LOGS of Access or Deletion of Data 2 years P 2 years Mag. Ppr Mag GC 534090 P PCS 832 18(b)(5)(E), GC 534090 6 et seq Follows the Retention of the Evidence, MinImum 2 'ea rs Police / Records PD-057 Officer Recordings' Body-Worn Cameras - that ARE evidence OffIcer Involved ShOotIngs / DetentIon or Arrest / Complaints Follows retentIon for Evtdena, Minimum 2 Mag PCS 832.18(b)(5)(B)&(C). GC 534090 6 et seq DOWNEY, CA. ©1995-2016 GladwU Govemment81 ServIces Inc. - all rIghts reserved Do not dtplicate or dIstrIbute without prior wltten permISsion from GGS (909) 337.3516 Adopted Ver 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Rf Retention No.Records Description Retention / Disposition (OFR)Active (in office) Inactive (Records Center) Total Retention VItal?Media Options Image: ' Destroy 1;Import I Paper after M-Mfr b Imaged & Comments / Reference TflI Mm=1 tRIllliteIrmLb:.e/Frp ;F.IIBRahmaIq&radIal=•rn&nltwfrmMFa lyPr;Hl;mr.frI.u at iTiTe–iTamI cmcTXii M.g Sevidence I gaY + 2 year& since destructIon IS normally perf01 mT POIIce / Records Minimum 60 days Mag Mag PCS 832 18 (b)(5)(A); GC 1534090.6 et seq POIIce / Records PD-059 Officer Recordings' Mobile AudIO Video (MAV) RecordIngs that are NOT evIdence I year 1 year Those segments of VIdeos that [ are determined to be evIdence 18re retained as evIdence: GC IS34090.6 et seq Provided there are no i outstanding warrants, unrecovered identifiable items [ criminal deaths, they are not historically signifIcant. and it is not classified under PC 5800 & 290 and H&S 511850, Stat. of } Limit. is 2 yrs, Destroy juvenile marijuana after age18; H&S 1511361.5. GC 534090, pc 5802 {PC 55187. 800 et seq POLICE REPORTS / INCIDENT REPORTS: POIIce / Records PD-060 ALL FELONIES & MISDEMEANORS, Except Those Specifically Mentioned in the Schedule 5 years 5 years Yes Mag, Mfr, OD, Ppr S/M/1 Yes' After ac & OD e 9 , 5150, DetentIon Reports, etc. POLICE REPORTS / INCIDENT REPORTS POIIce / Records Factually Innocent Petition ! Accepted Records Sealed I PendIng Destruction - Exoept those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Date of Arrest + 3 years IYes: Before; Mag, Mfr, Disposition : OD, PpI Yes: After QC & OD Individual petItIons DIstrIct Attorney; Sheriff concurs that person is factually innocent, then ! seals record ("Shall" Destroy); IGC 534090; PC 5851 8(a) PD.061 S/M/1 DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces, Inc. - all rights reserved Do not duplicate or dIstrIbute without prior written permIssIon from GGS (909) 337-3516 Adopted Ver. 3. 1 RECORDS RETENTION SCHEDULE:POLICE Page PD-9 aRq:::rT Retention No.Records DescriptIon Retention / DIsposItIon (OFR) ActIve (in office) Inactive ( Records Center) Total Retention Vital?Media Options Image: : Destroy 1=1mport ! Paper after M=Mfr ! Imaged & Comments / Reference Mm IFIllo]IFR'[':je'j', HrLuFbe:rd fo 1/nMe/}/lorI hi/ (;rfy 1/v/c/as:f: I/mm rTMmm) mTR)F;fuma81iaTiTi locume => pol ICq3=gmMllaIIlgIII REPORTS Police / Records PD-062 Firearms entered into CLETS (if not Permanent Retention) Found / Recovered FIrearms POLICE REPORTS / INCIDENT REPORTS Firearm Found or Recovered :.:':„::T£l “; '*='„'; ~"' “=;“''';...„„,,'.;„„. Department Preference. DOJ I retains CACI (Child Abuse Central Index) information for adults 100 years; others have no IImItations on commencement of actIon; Courts keep permanently PC SS 261, 286, 288. 288a, 288.5. 289, 289 5. 290, 799 803(h), 11169 et seq : 11170(a) WIC 707(b) POIIce / Records IF IMAGED. Capital CrImes / HomIcides / Malor CrImes / Serious Felonles / Sex Crimes / ChIld Abuse / Fatals / Felony DNA (Crimes Subject to the Death Penalty). Sex Crimes (PC 5288. 290. WIC 707(b)), pc 803(h) POLICE REPORTS / INCIDENT REPORTS PD.063 P P Yes 0aD?' pI S/M/1 Yes After QC & OD Date of IncIdent + 10 Date of Itncident + 1 Police / Records PD-064 JuvenIle ChIld Abuse or Severe Neglect years ,If No Subsequent Reports years, If No Subsequent Reports IYes Before DisposItion Mag, Mfr, OD, Ppr S/M/1 YQe:'&Ag: .;;:498£1169(i); 11170(ay G DOWNEY, CA. ©1995-2016 Gladwll Governmental Services. Inc - all rights reserved Do not duplicate or dIstrIbute without prior written permISSIon from GGS (909) 337.3516 Adopted Ver 3 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Mc Record RetentIon No Records DescrIptIon RetentIon / DIsposItIon (OFR) ActIve (in office) Inactive (Records Center) Total Retention Vital?MedIa Options Image: i Destroy 1=1mport { Paper after M=Mfr I Imaged & Comments / Reference / m/ / la•lIHqaqzeIRIWIIEjq Iq:IIII REPORTS POIIce / Records Misdemeanor or InfractIon - Adult MarIJuana - H&S 911357(b)(c)(d)(e) or H&S 911360(b) (with procedure in H&S 511361.5) - Except those with outstanding stolen property , InclUdIng firearms, or lost firearms POLICE REPORTS / INCIDENT REPORTS PD-065 2 years 2 years Mag, Mfr. OD, Ppr S/M/1 Yes- After !("Shall" Destroy), H&S 511361 5 QC & OD jGC 534090 POIIce / Records PD-066 MIsdemeanor or InfractIon JuvenIle MariJuana - H&S 511357(E) - Except those WIth outstandIng stolen property, InclUdIng fIrearms, or lost firearms POLICE REPORTS / INCIDENT REPORTS ConvictIon or Arrest (if No Conviction) + 2 years ConvIction or Arrest (if No ConvIctIon ) + 2 years IYes: Before DISPOSItIOn Mag, Mfr, OD, Ppr S/M/1 Yes: After QC & OD (Courts and other Agencies "Shall" Destroy)= H&S S11361,5 GC 534090 POIIce / Records PD-067 I Misdemeanor or Infraction IMarIjuana 511357(e) - Juvenile on School Grounds durIng School Hours (with procedure in Offender is 18 Years Old Offender is 18 Years Old Yes Mag, Ppr ( Courts and other AgencIes 'Shall" destroy); H&SS 1 1361.5 Iet seq , 11357(e) DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces. Inc. - all rIghts reserved Do not dupIIcate or dIstribute without prior wrItten permISSIon from GGS (909) 337-3516 Adopted Ver. 3.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 IT:i= r: f 1RIII e te n t i O n N 0 B Records Description RetentIon / DIsposition Image : Destroy 1=1mport Paper after M=Mfr ' Imaged & Comments / Reference (OFR) ActIve (in offIce) Inactive (Records Center) Total Retention Vital?Media Options W\FIm) lulIB]bIRT'R–ilani=iii71 Hlnnldlal POLICE REPORTS / INCIDENT Entry No PD_068 REPORTS Lo.ngerExists . MIssIng Persons (Returned) Minimum 2 years + 2 yeara slrlce destructIon is norlllally performed by file fold81 ’HdlhRllqldT;IRI:UIIll blIB.l;Iii.:.Hll;liallUdIBl;N111 11, MimZmMT7m jIJnllq©iTItq Entry No E : :s: : 1 :=L:s: :For= V)aD? I F1i:1; S / W 1 :;b1: n &;}# Br Minimum 2 years POIIce / Records Department Preference 534090 GC POLICE REPORTS / INCIDENT REPORTS Police / Records PD-069 Sealed Adult. JuvenIle and Ward Seajng Date 8 : :: sAMb : :: 8:Pr1 fe:: ewl : gZ:: P t :o; FB:$ (Substantiated). outstanding' ' ' Order) stolen property. InclUding fIrearms. or lost firearms 1:?iII:IiI:=,='::Mag, Mfr, OD. Ppr S/M/1 Yes: After QC & OD Sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date. CCP 55340 1, GC 534090 W&l 55389(a). 781(d) Police / Records POIIce / Records PD-070 PD-071 POIIce RMS Database IndefInIte IndefInIte Yes Mag Mag, Ppr F Data Fields / Records are +interrelated. GC 534090 Public InformatIon Requests When No Longer Required 2 years When No Longer RequIred 2 years GC 534090 POIIce / Records PD-072 PD-073 Repossession NotIces Mag, Ppr Mag. PpI PrelimInary drafts not retaIned in the ordInary course of business , GC 534090 Police / Records Subpoenas (Records)2 years 2 years , GC 534090 POIIce / Records PD-074 ' VIdeo Recordings - Parking Lots, PubIIC Areas When No Longer RequIred When No Longer Required Mag Mag Mag T Does not record "regular and ongoIng operations", GC 534090.6 Records "regular and ongoing operatIons": GC 534090.6 Department preference., GC POIIce / Records POIIce / Records PD-075 PD-076 VIdeo Recordings - PoIIce OperatIons 1 year 1 year Warrants (Recalled or Served)2 years 2 years DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces. Inc - all rIghts reserved Do not duplicate or dIstrIbute without prIor wrItten permissIon from GGS (909) 337-3516 Adopted Ver 3 1 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 [ejIhMI Record Retention No Records Description Retention / Disposition (OFR) Active (in office) InactIve (Records C8nt8r) Total Retention Vital?Media OptIons Image : Destroy 1=1mport Paper after M=Mfr Imaged &S=Scan ged? Comments / Reference 1 11 Ft,1 (:lty WIde StdlltidILiSUl eVe III)Iv a fLm7mmn;it + 2 years), since destruction is normaljy performed iv-mT= M nIl.M Human Resources Upon SeparatIon IEIyEn to Human Resources Upon SeparatIon E POIIce / TraInIng PD-077 Background FIle / Reclultment FIle - Police Employees & Police Volunteers (SUCCESSFUL) Mag, Mtr. OD, Ppr S/Yes. After QC & OD City preference: 29 CFR 1602.31 & 1627 3(b)(I1). GC SS 3105, 12946. 34090, 29 USC 1113 POIIce / TraInIng Background FIle / RecruItment File - Police Employees & Police Volunteers (UNSUCCESSFUL) Department preference: 29 CFR 1602 31 & 1627 3(b)(iI), GC SS 3105, 12946, 34090: 29 USC 1113 PD-078 3 yeas Send to Human Resources Upon Separation When No Longer Required 3 years Send to Human Resources Upon Separation When No Longer RequIred Mag, Ppr POIIce / TraInIng PD-079 Personnel FIles - POIIce Department Employees / Training FIles (By Employee),.3T:;7.„„„.„‘ City preference: 29 CFR 1602.31 & 1627 3(b)(iI), GC SS 3105 12946, 34090: 29 USC 1 113 POIIce / TraInIng PD-080 Personnel TrainIng EvaluatIons Mag, Ppr PrelimInary drafts not retaIned in the ordinary course of busIness DOWNEY, CA. ©1995-2016 Gladwll Goverrrnental ServIces. Inc - all rights reserved Do not dupIIcate or dIstrIbute WIthOut prIor wHen permIssIon from GGS (909) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW- 1 [&faM Record RetentIon No Records Description Retention / DispositIon Comments / Reference (OFR) ActIve (in office) InactIve (Records Center) Total RetentIon VItal?Media OptIons Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & IC'c ')I (;( inaBjy;FINnIHH=1.f;NHqqjpHEMtlfnIt,1,7/1 st/ b/ pr iCi Pp:@hHlr'#111 1mmHM l Longer RequIred IMMEn PUbIIC Works / EngIneerIng PW-001 Aerial Maps mmlB Longer Required m Mfr. OD. Ppr Mag. Mfr. OD Ppr S/No Department Preference, GC 534090 PUbIIC Works / EngIneerIng PW-002 Benchmarks P S/1 Yes- After QC & OD Department Preference. GC 534090 Securities (Performance Bonds, Letters of CredIt, CD's, etc ) are released aFter the NotIce of Completion is ISSued and replaced WIth the Warranty Bond WhICh is released 1 year after the NotIce of Completion date GC 534090 Public Works / EngIneerIng PW-003 Bonds (Performance Bonds. Subdivision Bonds, Letters of CredIt ) Release of Bond / Letter of Credit Release of Bond / Letter of Credit Mag. Ppr CapItal Improvement Prolects (CIP) - INFRASTRUCTURE Permanent File / Scanned Records Mag , Mfr. OD Ppr Department preference retained for disaster Yes' After preparedness purposes QC & OD Statewide guIdelines propose Permanent for Infrastructure plans, GC 534090 PUbIIC Works / EngineerIng PW-004 SpecIfications & Add8nda. Agreelnent / Contract, Successful Proposal. Change Orders, GeotechnIcal Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports. Hazardous MaterIals Plans, NotIce of CompletIon. Photos, SOIl Reports. Stlxtes. Submlttals S etc Upon CompletIon P P yes' Until Completed S/ DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces. Inc - all rIghts reserved Do not duNlcate or distribute without prior wrItten permission from GGS (909) 337-3516 Adopted Ver. 6,0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 [e]lim Record Retention No,Records Description RetentIon / DisposItion Comments / Reference (OFR)ActIve (in office) Inactive ( Records Center) Total Retention Vital? I Image: Media ' I=Import Options M=Mfr S=Scan Destroy Paper after Imaged & RHH[o{miM]wMEMl® CapItal Improvement Projects (CIP) INFRASTRUCTURE: AdmInIstratIon FIle / NOT ScannBd 1 Some grant fundIng agencIes require audits; Statute of LImitatIons for Errors & Omissions IS 10 years; Statute of Llmltatlons' Contracts & Spec's=4 years 'Wrongful Death;comp. + 5 years. Developers=comp. + 10 years, Statewide guIdeIInes propose Ftermlnatlon + 5 years; CCP 5337 et seq., GC 934090 Department preference Some grant fundIng agencIes require audits; Statute of LImItatIons for Errors & OmIssions is not appIIcable; Statute of Limltatlons Contracts & Spec's=4 years, StatewIde guIdeIInes propose termination + 5 years: CCP -337 et seq , GC 534090 10 years or jcomptetion +1 After 1 10 years or FundIng IAfterFundlngl Agency I Agency Audit, if I AudIt, if required, I required, whIChever ISI whIChever IS longer I longer PubIIC Works / EngineerIng PW-005 Project Adnllnlstratlon, CertIfied Payrolls, CommunIty Outreach NotIfications. Project Schedules . Progress meetIngs. Punch LIsts. Real Estate Appraisals, RFls & Responses Temporary Easements. ConstructIon Manager’s Logs, DaIly InspectIons, Daily Logs, etc. Upon CompletIon yes. UntIl Completed Mag. Ppr Capital Improvement Projects (CIP) Maintenarce Projects (Al Records } 5 years or ICompletlon tlAfter Funding Agency Audit, if requIred , whIchever 1: longer CompletIon t 5 years or IAtter Fundln91 Agency AudIt, if required , whIchever IS longer PubIIC Works / EngIneerIng PW-006 Exampbs of MaIntenance Projects ‘ PaIntIng, Pavement Ovedays. RepaIrs, Ramps, Re.Roof, Sidewalk RepaIrs, SlurTy Seals, etc. Upon Completion Yes: Until Completed Mag, Ppr DOWNEY, CA. ©1995-2016 GladweH Governmental ServIces. Inc - all fights reserved Do not dupIIcate a dIstrIbute WIthOUt prIor written permISSIon from GGS (909) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Pa9. PW-3 B]IIm] Record Retention No.Records DescrIptIon Retention I DIsposItion Comments / Reference (OFR) Active (in office) Inactive (Records Center) Total RetentIon VItal?MedIa Options Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & 1 10 years or After Funding Agency ! Audit. if requIred , whichever iI longer Completion +I 10 years or IAfter Fundingl Agency Audit. if required, whichever IS longer je;tg'll=li4HlIH:I Some grant funding agencIes require audits, Statute of LImitations for Errors & OmISsions is 10 years Statute of Limitations Contracts & Spec's=4 years CCP 5337 et. seq.. GC 534090 Department preference, Some correspondence from Regulatory AgencIes need to be retained for long periods of tIme; GC 534090 Department Preference; GC 534090 Drafts should be destroyed, Some maps are also retaIned by Planning; Selected maps are retaIned in PUbIIC Works for administratIve purposes, IGC 534090, 34090 7 P: n ::n e = :: i P W n O O 7 1 1(11•HIIF o n s t r u c t i o n Inspection Upon Completion Yes. UntIl Completed Mag, Ppr Public Works / EngIneerIng PW-008 Correspondence - Regulatory AgencIes Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc ) Minimum 2 years Minimum 2 years Yes WhIle Mag, Active Mfr, OD Issues Ppr S Yes£C Fer PUbIIC Works / EngIneering PW-009 Design & ConstructIon Standards Authored by the CIty P P Mag Mfr, OD Ppr s/l :YQe::&og Public Works / EngineerIng Drawings. Maps. Plans and Record Drawings, Large-Format Drawings, Survey Record Maps. CapItal Improvement Project "As- BuIlt' PW-010 P P Mag, Yes (all) Mfr OD, Ppr S No Encroachment PermIts / Excavation PermIts- Temporary ( Street Permits. Temporary ConstructIon, Sidewalk RepaIrs. I Traffic Control, Utility Cuts etc ) PUbIIC Works / Engineering PW-01 1 FInal / Completion + 2 years I.. iF,El,;„.I.*.'=,,:.T:':„,,,.,,2 years I --’' ' '‘ GC $ 34090 Includes Insurance CertIficates DOWNEY, CA. ©1995-2016 Gladwell Governmental Services. Inc - all IIghtS reserved Do not duplicate or dIstrIbute without prIor written permISSIon from GGS (909) 337.3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 EeZEIRc of Record Retention No Records DescrIptIon RetentIon / DisposItion Comments / Reference (OFR)Active (in office) InactIve (Records Center) Total Retention Vital?Media OptIons Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & mmfMe WUrhFZiHrfs111/fejlano ZHIMe Me a t=nglneerlng , IRIght of Way) I IRq!}VII=l£;7/IfPllrr+l1/#I=bV;t/tatN#lllfqtIr;tItIM Mfr, OD, , S Ppr Yes: After Department Preference; GC QC & OD IS34090 Public Works / EngIneerIng PW-013 EngIneerIng PermIts Database Indefinite Indefinite Yes Mag ' Data Fields / Records are [interrelated; GC 534090 PUbIIC Works / EngIneerIng PW-01 4 EngIneerIng PreIImInary StudIes MinImum 2 years MInimum 2 years Mag . Mfr, OD, Ppr Mag. Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag , Mfr, OD, Ppr S/1 F Yes' After I Department Preference, GC QC & OD 1534090 PUbIIC Works / EngIneerIng PW-015 PW-016 Engineering StudIes I Surveys / Project Assessments P P S/1 Yes After I Department Preference, GC QC & OD 1934090 PubIIC Works / EngIneerIng GeotechnIcal and Soil Reports; Hydrology Reports (Authored on behalf of the City) GradIng Plans (Prior to BuIlding beIng the Office of Record for them) Lighting and Landscape DIstricts / SpecIal DistrIct Assessment Rolls ( to Tax Assessor for Tax Rolls) Master Plans' Blkeway. Park, Pavement. Sewer, TraffIC, 1 Transportation, Water Master Plan, etc. P Yes: After} Department Preference, GC QC & OD 1534090 PubIIC Works / EngineerIng PW-O1 7 PW-018 P S Yes' After' Department Preference, GC QC & OD 1 534090 : Department preference Meets auditIng standards, GC 1534090 et seq, YQeg &Ag : :!{s::£ltl dP rEeE : = ; d ; PubIIC Works / EngineerIng 5 years 5 years Mag, Ppr PubIIC Works / EngineerIng PW.019 When Superseded Minimum 2 When jsup8rsed8d MinImum 2 fears Mag. Mfr. OD, Ppr S DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces, Inc - all rIghts reserved Do not dupIIcate or dIstribute without prior wrItten permission from Gas (909) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 [•]HiIMl fl Record RetentIon No Records Description Retention / DIsposition Comments / Reference (OFR) Active (in office) InactIve (Records Center) Total Retention Vital?MedIa Options Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & R€VA7,7/.FLr PrIvate Land DMM] ProJects / Job Files AdmInIstration FIle r ym Statute of LimItations for Errors & OmISSIons is 10 years; Statute of Limitations Contracts & Spec's=4 years Wrongful Death=comp + 5 years, Developers=comp. + 10 years: CCP 9337 et seq GC 534090 Public Works / EngIneerIng PW-020 Construction Inspections, FCorrespondenc8. Photos. Private Lab VerificaUons. Testing Lab FInal Reports, etc Upon CompletIon 10 years IComptetion + 10 years yes Until Completed Mag, Ppr Examples CUPs. Lot Line Adjustrnents. Parcel M8ps. Precise Al}gnm8nt. SpecIfIC Plans, SpIIt Lots Sutxiivlsbns, Tracts, TPMs. TSMs Private Land Development Projects / Job FIles: Permanent Files DraInage. DrIveway. GradIng Plans (prior to Building tiring tIn Office of Record), RIghts of Way. SOIl Reports, Stormwater, eIcPUbIIC Works / Engineering PW-02 1 Upon Completion P P Yes. Until Completed Mag, Mfr, OD Ppr S/1 Department preference yes. After retained for dIsaster QC & OD 'preparedness purposes; GC 534090DedIcatIons, Easements, Abandonments (City Clerk is OFR) Examples' CUPs, Lot Line Adyustments. Parcel Maps. Precise Alignment, SpecIfIC Plans. SpIIt Lots, SUbdIvisIons, Tracts. TPMs. TSMs DOWNEY, CA. ©1995-2016 Gladwell Governmental Services, Inc. all rIghts reserved Do not duplicate or distrIbute without prior wrItten permISsion from GGS (g)9) 337 3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Offit ie of Record Retention No,Records Description Retention J Disposition Comments / Reference (OFR) Active (in office) Inactive ( Records Center) Total Retention Vital?Media Options Image : I-Import M=Mfr S=Scan Destroy Paper after Imaged & 1 mn?iIE®MmB liFhMqq::ejI It;:;;;l:lIRIH Irl+1 lb L II ) IT+e ++ 2 /H/SJ = .„. b:' L,Lt,.I, , ,b ,mmFc PubIIC Works / EngineerIng PW-022 PubIIC Works Cornmittee MInImum 2 years MInImum 2 years Mag, Ppr BMWlmlust be fIled WIthIn 30 or 90 days of actIon; GC 9534090 91960 1 (c)(1 )AGENDAS, AGENDA PACKETS- PUbIIC Works / EngIneering PW-023 PUbIIC Works Committee AUDIO RECORDINGS of MeetIngs / Audio Tapes public Works CommIttee 2 years 2 years Mag, OD Department preference, State law only requIres for 30 days, GC 554953.5(b) PUbIIC Works / EngIneerIng PW-024 P P Mag, Mfr, OD Ppr Mag . Mfr, OD Ppr S S No Department preference: GC 934090 PubIIC Works / EngIneering MINUTES & BYLAWS PW-025 Site Clearance / Soil RemedIation / Mitigation P P Yes- Before Completion Yes: After Department preference. GC QC & OD 534090 PubIIC Works / EngIneerIng PubIIC Works / EngIneerIng PW-026 PW-027 Solid Waste Reduction / AB 939 I Compliance / Tonnage Reports 10 years 15 years 10 years 15 years Mag. Ppr ' Department preference. GC 534090 et seq. Department preference , GC 534090 Department preference (required every 5 years. but can be extended to 7 or 10 years): GC 534090 Required for 3 years, GC 554216.2(d) & 4216.3(d) 341 Traffic Counts Mag Ppr PubIIC Works / EngineerIng PW-028 Traffic Speed Surveys 15 years 15 years Mag Ppr PubIIC Works / EngIneerIng pw-029 Fung;!)round SeNice Alerts 3 years 3 years KcB Mag, Mfr, OD,S yes. After QC & 00 DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces, Inc. - all IIghtS reserved Do not dupIIcate or dIstrIbute WIthout pnor wrItten permIssIon from GGS (909) 337-3516 Adopted Ver 60 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 [8]aMI Record Retention No,Records DescrIption Retention / DIsposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention VItal?Media OptIons Image: 1=1mport M'Mfr S=Scan Destroy Paper after Imaged & 11111l=al;ialoEbBljelIFR til6l1l; Iii1im,mir;1 :@@;'/ e i{:7F;lil[;l11l:llIBe Id Aboveground CNG Storage Tanks (Agency Owned)Department Preference, applies to both TIer 1 and Tier II Tanks; (TIer II tanks are required to have an integrity 'test every 20 years), GC 560201 PUbIIC Works / Maint,PW-030 Spill Prevention Control arxl Countermeasures (SPCC) . Irspections, Integrity TestIng Maintenance, RepaIrs 20 years 20 years I !Mag. Ppr Public Works / Maint PUbIIC Works / Malnt Public Works / Malnt. PW-031 PW-032 AQMD Permits (Generators. etc.)5 years 2 years 5 years 2 years I Mag, Ppr Mag, P pr 40 CFR 70 6: GC 534090 Daily Journals / Work logs Department preference. GC 534090 Data FIelds / Records are Interrelated: GC 534090 Department Preference (2 years is required by AQMD), GC 534090 Department Preference (City Leg £X \ ; ! ! ={{};(: :{} ::22r :iS b I I It y ) 66262.40 Department Preferenm. GC . 534090 et. seq PW-033 Fleet Database Indefinite Indefinite Yes Mag PUbIIC Works / Malnt PW-034 [Generator Operation Logs (for I fixed / stationary generators) / b InspectIons 2 years 2 years Mag. Ppr PUbIIC Works / Malnt PW-035 Hazardous Waste Manifests / CertifIcates of DIsposal 5 years P P Mag , Mfr, OD Ppr S PUbIIC Works / Maint PW-036 OperatIons & Maintenance Manuals (O&M Manuals) Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / DaIly Vehicle Inspections / DaIly Equipment Checks Life of Facility or Equipment Mag, P pr PUbIIC Works / Malnt PW-037 2 years 2 years I Ppr ' GC 934090: 3 CCR 1234(3) Public Works / Malnt PW-038 Tree Maintenance Database IndefinIte Indefinite 1 Yes „ Mag Data FIelds / Records are , interrelated: GC 534090 DOWNEY, CA. ©1995-2016 Gladmll Governmental ServIces. Inc. . all rights reserved Do not duplicate or dIstribute uAthout prior written permIssIon from GGS (909) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 MmEa Record RetentIon No.Records DescrIption RetentIon / DIsposItIon Destroy Paper after Imaged & Comments / Reference (OF R) ActIve (in office) InactIve (Records Center) Total RetentIon Vital?MedIa OptIons Image: 1=1mport M=Mfr S=Scan 8Mmmm1M 1 mAmmmT1 a111aaTAmmEMBu public Works / Malnt pw439 jrS:sponation AudIts- DMV &5 years 5 years Mag, Ppr [MMm1Ag•IiI requirements; OSHA requires 1 year. 8 Ca Code Reg. S 1 3203(b)(1 ); GC S 34090 RequIred for 3 years, GC 554216 2(d) & 4216.3(d), 34090 [MonItoring and Maintenance records are required on site I for 3 years, 6 % years for cathodic protection maIntenance, 5 years for calibration & maintenance of release detection systems, 23 IccR 2712(b). H&S 1 525284.2(1) PubIIC Works / Malnt pw440 , Fung::;ound SeNlce Alerts 3 years 3 years Mag , Mfr, OD Ppr s/i YQeg'& or Underground Storage Tank 1 (City Owned) PubIIC Works / Malnt.PW44 1 UST MonitorIng, Inspections and MaIntenance, Release DetectIon Systems, CathodIC ProtectIon MaIntenance Records 7 years 7 years Mag, Ppr PubIIC Works / Malnt PW-042 Underground Storage Tanks USTs (City Owned)LIfe of the Tank LIfe of the Tank Mag , Mfr OD Ppr S Yes. After 23 CCR 2712(b), H&S 1 year 525284.2(i) RepaIrs. LInIng. Upgrades Underground Storage Tanks (City-Owned)public Works / Malnt Mag. Mfr. OD, Ppr Department Preference Y e13 ; ITe r :::n:==4 (f: :::2: ::dh : t& S seq i22 CCR 66266.130(c)(5), ' H&S 525250 18(b) 25250.19(a)(3) et se' PW-043 LocatIon, SOIl Remediation MonItorIng Well Records 10 years P P S PUbIIC Works / Malnt PW-044 Used OIl DIsposal 3 years 3 years ] Mag. Ppr DOWNEY, CA. ©1995-2016 GladwBll Governrllental ServIces, Inc. - all rIghts reserved Do mt dupIIcate or dIstrIbute WIthout prIor wrItten permISsion from GGS (9(B) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 [e]liM] Record Retention No.Records Description Retention I Disposition Comments I Reference (OFR) ActIve (in office) InactIve (Records Center) Total Retention Vital?Media Options Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & li{qF]1llP11blq{!111W,UITqIElIFZ;lp{lbXll+]IHal{:je 8411,i & mIr motor carrier, required for 18 months after vehicle is sold CHP requires IIfe of vehicle OSHA requires I year. 8 CCR S 3203(b)(1 ); 49 CFR 396.21 (b)(1 ); 49 CFR 396.3(c): CCP 5337 et. Seq GC 534090 Public Wolks / Maint, Vehicle & Equipment History Files, PW-045 AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc Disposal of Vehicle or EquIpment + 2 years Disposal of Vehicle or Equipment + I 2 years Mag, Ppr Public Works / Maint,PW-046 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Work Orders / Service Requests All Information Entered in CMMS Database Indefinite IndefinIte Mag Data is interrelated: GC 534090 Public Works / Maint,PW-047 When No Longer Required When No Longer Required Mag Ppr PrelimInary drafts (the database is the original); GC 534090 ( Paper drafts) Work Orders / Service Requests NOT entered in CMMS Database (or partIal Information entered Into CMMS Database)Public Works / Maint PW-048 City Preference; CCP 95338 et seq , 340 et seq,, 342, GC 55945 6. GC 634090 (DivisIon providing service retains originals, DivIsion requesting CO 5 years 5 years Mag Ppr Fi$jllll iHI Utilities / Recycled Water IUllllll+- 'i8tZqlq.F,7illqil PW-049 M@m Inspections, Leak Repairs. Valve Turning, etc. 5 years 5 years lame Mfr, OD.S/1 Yes: After Department preference, GC QC & OD 534090 DOWNEY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or dIstrIbute without prIor written permission from GGS (909) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW- 10 @??iie of Record R8t8ntion No,Records De8cription Retention / Disposition Destroy Paper after Imaged & Comments / Reference (OFR) ActIve (in office) Inactive (Records Center) Total Retention VItal?Media Options Image: 1=1mport M=Mfr S=Scan 1 e + 2 yodrs; b//)c e m:/z/c flori lb /lo//llamT£7FMZM*aaru/c/e/ =eTl11Fl11;1{;nIMqlgBmlPBBgrr4t:llllnngr;}rlllll=WliOlnlqjllqnBlnl ;"'''''“'''''','.mLbllc Wor Bag UtIIIties / Recycled Watel PW-050 Recycled Water Reports 5 years iaMVIl® PubIIC Works / UtIlities / Stormwater Mag , Mfr, OD, Ppr r YES (aRer :ii:b4£oor::r;%i-£ba3):(% 2 yeaH) CFR 55122.21. 122.41 122 44: GC 534090 Department Preference Monitoring records required for 3 years; 40 CFR 55122 21, 122.41. 122,44 CCP 5337 et seq. Required for a minimum of 5 Leg p &Ag: L iT:El(gr2efI !pL?F):{ : ( 4 b 122.44: GC 534090 Department preference 1 Yes: Afterl MonItorIng records requIred QC PW 1)51 Stormwater Illicit Discharges 5 years 5 years S/1 PUbIIC Works / UtIlities / Stormwater PW-052 Stormwater MonItorIng / NPDES MonitorIng and Inspection 3 years 3 years Mag, Ppr public Works / UtIlities / Stormwater PW-053 Stormw8ter- Business InspectIons 5 years 5 years Mag. Mfr, OD Ppr S/ Public Works / UtIlitIes / Stormwater pw-054 :to;=Alater' NPDES Annual 3 years 3 years Mag. Mfr, OD Ppr S/ i for 3 years; 40 CFR 55122.21, 122.41. 122.44 Department Preference Monitoring records required for 3 years; 40 CFR 55122 21, 122 41. 122.44 CCP §337 et PubIIC Works / UtIIItIes / Stormwater PW-055 Stormwater: NPDES PermIts Expiration + 3 years IExplratlon + years yes. Until Expiration Mag, Ppr DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces, Inc - all rIghts reserved Do not duplicate a distribute WIthOut prIor written permissIon from GGS (909) 337-3516 Adopted Vel . 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW- 11 OffiMc I Record Retention No Records Description Retention / DIspositIon Comments / Reference (OFR) ActIve (in office) InactIve (Records Center) Total RetentIon VItal?Media OptIons Image : 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & Ihr444ddrezufnlBRireIn:::lm PUbIIC Works / Uiillties / Stormwater Stormwater: Operation & MaIntenance (Catch BasIns. FIeld. General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash CleanIng) Mag Mfr, OD Ppr mm*Mfl must be updated every 5 years, audits are required every 2 years: SWRCB Order 2006.03. 455122 21. 122 41 122 44: GC 534090 Department preference. plans must be updated every 5 years, audits are requIred every 2 years, SWRCB Order 2006-03. 495122 21. 122 41 PW-056 5 years 5 years S/Yes After QC & OD Public Works / UtIIIties / Stormwater PW-057 Stormwater TMDL Plan (Tota Maximum Daily Load) Plan 5 years 5 years Mag . Mfr. OD Ppr S/1 Yes' After QC & OD 111111111+1 t/Jlil PUbIIC Works / UtIIItIes I Sewer PW-058 FOG (Fats. OIl & Grease) I Source Control / Pretreatmeni Annual / SemI-Annual Reports ) Monitoring records required for 3 years, 40 CFR 55122 21. 122 41. 40 CFR 403 12 'Required for a minimum of 5 Yes After years. 40 CFR 122 410)(2) QC & OD SWRCB Order 2006-03, 40 CFR 122 410)(2); GC 534090 Data is interrelated, system qualifies as a "trusted system". GC §§34090, 12168.7 3 years 3 years Mag Ppr PubIIC Works / UtiIItIes / Sewer pw.059 7:gLasSy SpIIIS and OveMows 5 years 5 years Mag . Mfr, OD Ppr S/ public Works / UtiIItIes / Sewer PW-060 SCADA Database (SupervIsory Control and Data AcquisItion)Indefinite IndefinIte Yes Mag DOWNEY, CA. ©1995-2016 Gladwell Governmental Services. Inc - all righls reserved Do not duplicate or dIstrIbute without plior wrItten permISSIon from GGS (909) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 OffILe of Record Retention No.Records Description Retention / DisposItIon Comments / Reference (OFR) ActIve (in office) Inactive (Records Center) Total Retention VItal?Media Options Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & m/ docu111e1 it + 2 yedrb). b111Le m tiuli 15 /,c)/r/Id /I ,' / crfLir//iE,J tI/ ft,c fr J„IU/nEHRU MMw®aln HmWjr must be updated every 5 yes, After ' years, audits are requIred QC & OD every 2 years, SWRCB Order 2006-03, 40 CFR 122 41Q)(2), GC 534090 RequIred for 3 years; GC Leg : &Ag:r g j: : i 6 n 2 ( d ) & 4 2 1 6 B b ( d ) PubIIC Works / UtIIItIes / Sewer PW-061 Sewer System Management Plans Superseded + (SSMP) 5 years Superseded + 5 years Mag, Mfr, OD, Ppr S/1 public Works / UtIIItIes / Sewer PW-062 Underground Service Alerts ( USA's)3 years 3 years Mag, Mfr. OD, Ppr S/1 Public Works / UtIIItIes / Sewer PW-063 Work Orders / Service Requests CMMS DATABASE (Computerized MaIntenance Management System Work Orders / ServIce Requests All InformatIon Entered in CMMS Database Indefinite Indefinite Mag Data is Interrelated, GC 534090 PubIIC Works / UtIIItIes / Sewer PW-064 When No Longer RequIred When No Longer RequIred Mag Ppr PrelimInary drafts (the F database is the orIginal): GC 934090 (Paper drafts) Work Orders / Service Requests NOT entered in CMMS Database (or partIal Information entered Into CMMS Database)PubIIC Works I UtIIItIes / Sewer PW-065 City Preferenc8, CCP 55338 et seq., 340 et seq., 342, GC 55945.6, GC 534090 (DIVISIon provIding service retaIns orIgInals. DIvisIon requestIng servIce IS considered a 5 years 5 years Mag Ppr rme WIll:B UtIIItIes / Water PubIIC Works / UtIIItIes / Wate! PW-066 AQMD Permits (Generators, etc. )5 years MBBH m 5 years Mag. Ppr 40 CFR 70 6: GC 534090 PW467 Confined Space Entries 2 years 2 years Ppr 8 CCR 5157(e)(6), GC 934091 DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces, Inc. - all rIghts reserved Do not dupIIcate or distribute WIthout prIor written permISSIon from GGS ( m9) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW- 13 ElfaM£ i Record Retention No.Records DescrIptIon Retention / Disposition Comments I Reference (OFR)Active (in office) Inactive (Records Center) Total RetentIon Vital?Media OptIons Image: 1=1mport M=Mfr S=Scan Destroy Paper after Imaged & © m r f'@e}a hMc Rdf=/111;411/41IIHI+S;1/H+]qndllliIHI PUbIIC Works / UtiIItIes / Water PW-068 ConservatIon Program Grants & Rebates (Toilets. etc.)2 years 3 years 1 5 years LpFpa nfEr HInt fcrence meets audIting standards. GC 534090 5 years is requIred in State and Federal law for any complaints, 40 CFR 122.410)(2) & 40 CFR 141.33(b): 22 CCR 64470 Department Preferenm, GC 534090 PUbIIC Works / UtIIIties / Water PW-069 Customer Concerns / Customer ComplaInts' Odor / Taste / Visua ComplaInts 5 years 5 years Mag. Ppr Public Works / UtiIIties / Water PW-070 PW 071 FIre Hydrant Flow / Pressure Tests , ( Development or Maintenance) TGenerator Operation Logs (for Fixed / Stationary Generators) / , InspectIons I Generator Operation Logs & b InspectIons - Portable / Emergency , Generators) Operations & MaIntenance Manuals (O&M Manuals) MinImum 10 years MinImum 10 years Mag, Ppr Public Works / UtIIItIes / Water 3 years 3 years Mag, Ppr AQMD Rule 1470: GC 534090 Public Works / UtIIIties / Water PW.072 PW-073 5 years 5 years Mag. Ppr Mag, Ppr AQMD Rule 1470. Form 40(bE–13a instructions, GC 534090 Department Preferenoe. GC 534090 et seq Public Works / UtiIItIes / Water LIfe Of FaCIIIty or Equipment When No Longer Required Minimum 5 Ife of Facillt\ jor Equipmentl When No Longer Required MInImum 5 PubIIC Works / Utilities / Water PW-074 Regulatory Agency Compliance Correspondence. SupportIng Documentation (DPH, EPA. etc ) Mag Mfr. OD Ppr s / 1 Yes After Department Preference: GC'’' ' QC S 34090 PUbIIC Works / UtIIItIes / Water PW -075 SCADA Database Indefinite years Indefinite years Yes Data Fields / Records are Interrelated . GC 534090 1 Yes: After 22 CCR 564470; 40 CFR QC 141 33© Mag PUbIIC Works / UtIIItIes / Water PW-076 Surveys of Water System 10 years 3 years 10 years Mag, Mfr, OD Ppr Mag. Mfr. OD Ppr S/ 1 S/iPUbIIC Works / UtIIIties / Water pw-077 lgX g)round SeNlce Aleds 3 years YQe: : &Ag ; ;{::jT 1 8)r : 1;1 : b ( d ) I DOWNEY, CA. ©1995-2016 GladweH Governmental ServIces. Inc - all rIghts reserved Do not dupIIcate or dIstribute WIthOUt prior written permISsion from GGS (gOg) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW- 14 Jjn:::rT Retention No.Records DescriptIon RetentIon / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention VItal?MedIa Options II t:fRi 4# 1 :(ifr& r £tTl::LcsY\IE?e/r pw-079 Violations & Corredions Con::Fsn + 3 jco£r=! Fsn + 1 : Mag Ppr it::::csV\hE Fe/r pw-080 Water MaIn Break Reports ;trI::LcsW\:: Fe/r pw-081 Water Production Reports MIIll mmnBH llU=TIll ltqltlatql'qtqltq:>ulrl CFR 141.33(b)(3) Department Preference; 40 CFR 141.33(b)(3) ' Department Pref8rence: GC 534090 T Department Preference; GC [534090 ?!FeH 5 years 5 years 5 years Mag, Ppr 5 years 5 years Mag. Ppr PubIIC Works / Utilities / Water PW-082 ’Water QuaIIty - Lab Reports & Chains of Custody. Bacteriologlcal and OrganICS Water Quality - Lab Reports & ChaIns of Custody: Chemical (Includes Chlorine ResIduals) 'Water QuaIIty - Lab Reports & Chains of Custody: Lead & . Copper 5 years Mag , Mfr, OD, Ppr Mag. Mfr, OD, Ppr Mag, Mfr. OD Ppr Mag. Mfr. OD, Ppr S/1 S/1 : Leg ;A£Br 40 CFR 141.33(a) PubIIC Works / UtIIItIes / Water PW-083 10 years 10 years ; Y:: 1][:8r 4 0 C F R 1 4 1 3 3 ( a ) public Works / UtIIItIes / Water PW-084 12 years S/1 SPublic Works / UtIIItIes / Water PW-085 Water Quality Reports / Annua ' Consumer Confidence Reports Minimum 5 years MInimum 5 years Yes: Afterb Department Preference; GC QC & OD :534090 PubIIC Works / Water & CIty Clerk PW-086 Water RIghts (Send fInal contracts and agreements to CIty Clerk) Wells History & Operations I (Includes Abandoned or Destroyed Wells) Work Orders / Service Requests CMMS DATABASE (ComputerIzed Maintenance Management System P P Mag. Mfr. OD, Ppr S Yes: After£ Department Preference, GC 10 years !534090 et seq. PUbIIC Works / UtIIItIes / Water PW-087 P P Mag . Mfr, OD Ppr S Yes: After ; Department Preference; GC 10 years ' 534090 et seq, PubIIC Works / UtIIItIes / Water PW-088 Indefinite IndefinIte Mag Data IS Interrelated: GC 534090 DOWNEY, CA. ©1995-2016 Gladwell Governmental ServIces. Inc - all rIghts reserved Do not dupIIcate or dIstribute WIthOUt prIor wrItten permissIon from GGS (909) 337-3516 Adopted Ver. 6.0 RECORDS RETENTION SCHEDULE; PUBLIC WORKS Page PW- 15 Office of Record Retention No.Records DescrIption RetentIon / DIsposItion Comments / Reference (OFR)Active (in office) InactIve ( Records Center) Total Retention VItal?MedIa Options Image: t=Import M=Mfr S=Scan Destroy Paper after Imaged & nr c igaMe BMaI IfFHHume ml miMe He Irnme Mmjee mmrmI mMSerMMBs All Information Entered in CMMS PW-089 Database lac-l.•hnHjejqllill=lllnm+ Tmm aid,/HJKhF€?1V('lqh4mi.'IiiMe M 4INfHtq.I.JUdiiiiMlaB;lilIIE IFF/eMI Public Works / UtIIItIes / Water When No Longer RequIred When No Longer RequIred Mag Ppr PrelimInary drafts (the database is the original); GC 534090 (Paper drafts) Work Orders / Service Requests NOT entered in CMMS Database (or partIal information entered into CMMS Database)public Works / UtiIIties / Water PW-090 City Preference: CCP 55338 et seq . 340 et seq . 342. GC 55945 6. GC 534090(DIvision provIdIng service retains orIgInals: DIVISIon requesting service IS consIdered a col 5 years 5 years Mag Ppr DOWNEY, CA. ©1995-2016 GladweH Governmental ServIces. Inc . all rIghts reserved Do not dupIIcate or distrIbute without prior written permission from GGS (909) 337-3516 Adopted CITY OF DOWNEY CITY-WIDE RECORDS DESTRUCTION PROGRAM PROCEDURE TO DESTROY OBSOLETE RECORDS The procedures for the destruction of City of Downey records are as follows Records for which the retention period identified on the Records Retention Schedule has elapsed will be destroyed in accordance with this procedure. Unless placed on legal/litigation hold by the City Attorney or City Clerk. records designated for destruction should be destroyed within the calendar year after the record expires Records for which the retention period has elapsed must be identified by the Department DIrector on a Destruction of Original Records Form (Exhibit A) and an Authorization to Destroy Original Public Records Form (ExhIbit B), SIgned by the Department Director and forward to 1) City Attorney, 2) City Clerk, for approval. Upon approval. the Department Director wIll prepare an City Council Agenda Report with a Resolution titled, “Approving the Destruction of Certain Obsolete Records of the Department of (insert Department name)- to be approved and adopted by the City Council. The Agenda report must include both Exhibits A & B, as noted above. Upon adoption. the City Clerk completes the signatures and advises the Department Director to arrange for the proper destruction of records in accordance with these procedures Records approved for destructIon must be destroyed by the Department Director (or designee) using the following method Shredding: All records approved for destruction A commercial service company may be used for destruction of paper records, provided that destruction is completed at a City facility and observed by the Department Director (or designee) Destruction of records in electronic format must follow the same approval process as outlined above. Upon approval, electronic records must be destroyed by the Department Director (or designee) using methods that permanently delete the records. The destruction process must include all duplicate electronic or paper copies of the record, FoIEowing the destruction of records, the Department Director (or designee) shall certify the records have been destroyed by providing their original signature on the Destruction of Original DESTRUCTION PROCEDURES SUMMARY This is a step-by-step summary of the City of Downey records destruction procedures for City staff reference and use. STEP 1: Department Director (or designee) references the City's Records Retention Schedule to identify which City Records are obsolete and prepares the following. 1 Destruction of Original Records Form (Exhibit A) 2_ Authorization to Destroy Original Public Records Form (Exhibit B) STEP 2: Exhibit A & Exhibit B are then forwarded to the City Attorney then the City Clerk for review and approval STEP 3: Once approved. the Department Director (or designee) prepares the following for City Council approval & adoption: 1, City Council Agenda Report Requesting Destruction, including both Exhibit A & Exhibit B 2_ City Council Resolution titled, “Approving the Destruction of Certain Obsolete Records of the Department of (insert department)” STEP 4: Ttle City Clerk (or designee) will prepare the adopted Resolution on permanent paper for retention and route to the City Attorney and Department Head for final signatures. Once signatures are obtained, the Department Director (or Designee) may schedule the destruction of records as noted in the procedures STEP 5: Obtain a “Certificate of Destruction" from the service company on the same day records are destroyed and forward this original Certificate to the City Clerk for City’s records RESOLUTION NO. PAGE DESTRUCTION OF ORIGINAL PUBLIC RECORDS I HEREBY CERTIFY THAT: the records described on Exhibit B attached hereto are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not to be kept further by statute, are not the Minutes, Ordinances or Resolutions of the legislative body of the City or of any City Board, Commission. or Committee and are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the Government Code of California. Department Director Depadment Date I have reviewed the above-described records for historical value and for compliance with the established retention requirements. and I consent to their destruction CIty Clerk Date consent to the destruction of the above<lescribed records City Attorney Date I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was approved by the City Council of the City of Downey, California, at the Regular Meeting held on by City Council Resolution No. , and that by said Resolution the Department Director (or designee) was authorized to destroy the records City Clerk City of Downey State of California Date CERTIFICATION OF DESTRUCTION BY CITY I HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on Exhibit B attached hereto were destroyed at on City FacIIIty Date Signature & Title City Staff Member Supervising DestructIon Date EXHIBIT A AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS DESMP qN OF CONTENTS Total Boxes/Files to be Destroyed This Page EXHIBIT B