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HomeMy WebLinkAbout2017 Records Retention Schedules / Authorization for AmendmeDate: September 19, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Business Development/Successor Agency Version Number Being Approved: 11.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. , // /.//, I �, � q & Dep rtment Head I/ Date City Clerk City li5'-�--17 Date /0-3-/­7 Date 'Cfate Ver. 11.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-2 Office of Category ID # Records Description Retention t Disposition Comments / Reference Record Destroy Inactive Image: paper (OFR) Active (Off -site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan. C'd? If the record is not listed here refer to the Retention for City- Wide Standards Retentions be in when the act is completed, andimpIV a full file folder e. . last document + 2 ears since destruction is normally performed b file folder. Liti ation claims complaint audits, pendinq records re uests andlor investi ations sus end normal retention eriods retention resumes after settlement . Business Develop. BD-026 Film Permits 2 years 2— years Yes: Before Mag, Po r GC 434090 6e — Sewlses GS-W a End of End of Event 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16). 29 CFR 97.42, Business BD-027 HOME Rental Assistance / Subsidy + 2 CDBG 3 years Subsid + 5 Yes: Until Mag. Mfr, S / I Yes: 1 year Develop. Paid OD, Par GC §34090 ears years Consistent with Consolidated Housing -Affordability Plan Requirements, Required for Business Monitoring Files (includes bond Mag, Mfr, Yes: 1 3-4 years from expenditure or Develop. BD-008 projects, density bonus, & 5 years 5 years OD, Ppr S f I year performance report; 21 CFR other projects where there are 1403.42-124 CFR 85.42 & affordability restrictions) 570.502(b), 29 CFR 97.42, GC §34090 Housing - Inclusionary - Business BD-009 Applications to Purchase - NOT 2 years 2 years Mag, Ppr GC §34090 Develop. approved (withdrawn or denied HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revised: 5/4/15 November 9, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: City Clerk Version Number Being Approved: 28.0 Attached is an updated retention schedule for the above referenced department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. // y-.2 oil Department Head Date City Clerk Date City a r Date ‘47-'441 C ttor y Date 0 -o U . a) co a, E c 0 J •p 0 0 -0 o co f- Ua) U c a w N .a a e— o 8 -o 0 a) C C C ' 6 C C c, =° ao N a O UQ a) a) 5 oioM a, 33 v, m 20E N a, l. vma(03C�-A U) ° E o a20g va, m >E E i o O6' oc � N oO E CL E o E p o 0 o E o o ,r oE + co o ow a)E o �U 03CD 03 M a o o -, ao o (m o — c a) >, CO, Q _°i �Mo, � cMm O � � cMo,C� O 0 Oco) v) o o a + co 0 c a, O >. C, otS p .y Qtri 0. 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CD M m a) Q) Q -I (ao c' = , N ° � Z o -I 0 G) CO 3 CD 0 c _ > 0 + Z Nm al ^'m orgm o z ° m -1 73 _ I m v m N ni c c m m 3 o co m (D CD N v v - .. y fD CD n, Q v Q in m z m z o, v, -, y o �. 0 ay W a o 0 Q o m ' o' C C4 z m r _< _v m y rn n co zd n ; N 4c.n O .i K - - -() - n -0Kv � K -0K i ' E E vg �-' -a CD z r -o0) -co ov -ov -co oco co -o v - a co a m - v�0 co o y T cn u 3 cn cn c CD 3 3 al o m 3 0 4. -< Q X / o y, co > A °' < v D N m a a y 4 !n (D N CD -- J =`� N 4 Po O• m = Co) p G) G) C) CO) C7 C) u c. -0 0 m D wA CD C) C) 70 3 A v m - ( 7 0 .: -p 0 m CO, CO) O CD v-, - CD cD Ca 3 W ca y o N o c 3 3 0 OC IV 0 ? voi o n ? C CID 0 coC) m t v cn3 CD N CO) t4 C Q �? C D VTD D co CD A a C 0 G -N o Fe' o o n iii C ( Co N 7 7 G) 0) (b CD co C) Q fD n !n O p_ O Q C5p C) co) o O o O ig W v A 3 C) C) o 9., m Qom ID 0 CO a October 5, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Version Number Being Approved: 23.0 6?-7*"�-e— -e-- Attached are updated Retention Schedules showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. 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N a ) O) m O O • U CO L U la V a.. m co CD 0 a CO E O m 4. co ( C r C N -Q L. a; d O w COC QQi Cl.) umi 0 E 2 N b 't cn - (n L. < co ° c 0 0(v,15o ro o 0)O a ( )O a di aQ Q � 'a Aga � '�� Lm0� o .� W � m ° oo 0 a rz.0 > w a ' `° a) o m -0 1- C0 0 H O C ' U 0 + d O C _0 c y N O 'N C 0)•3 cD O G) w >, O 41 T -I H O a) N , co U L J O a M N ❑ CC 't t ca) C O m N a 111' o W a) m ) m + a) U u C a v ami CO O m " >' C c O 0 J h co Z —0 m O .O CD• c? a io 1` O a + co O h co co i O 0 C I- 0 o 0 m - i Z o O Cn E, rn W Q v O 'O CV O L J w ama) M c U• ' U 2 Ce a U ct C9 N D O Z E O O 0 _ w w a) a) 000 �' "- — m CO m w 3 • O O 0 m L a y c m w- o D O - 0 n 0 c) m 0 0 C •m co c C� E oa) C. �. a) C c a) 7 N W 0 na U o m C . C -off co H sZ Ce U m .E �O UJ O c m 4) w o f co N) N d us 0 F— a i w 9 2 co m Co m U is 7 rn 3 m I- .c E .c O a) N u O -p Z a 0 o T.� � a (n co O o ao 0 w - m m ct 0) c a a n aa)) ca Q,92 Q. U U (n to co -a)co a) n.- co ¢ to V o C U a) a) N s CL w m m rn N _N a) a) c O w c a (a a) L U >+-c C fit' ~ a) = 3 o U .O •C C w `� O Ca co O 0 E C a) U V a) U m F Q� co o Q F > U > Q Q W 9 CO CZm N ik O. a) • Z 'o 0 "�- (n co 1� of O O w a) E Co 09 C) m 01 0 3 0 0 U U U Z a N V .c vi I- -o Q. aa)) .E asp m Z c m o IZ o 0 0 0 m 0 = o E m 0 m CO CO ° _ CU 0 Ce Q (X :I J U J Date: September 19, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Community Services Version Number Being Approved: 11.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. ep ent Head Date f/1-7 City Clerk Date /0-r--/7 City i.n-•e Date City Attor ate N N N N ) w C N i U 1 o U E o n c m co M o U cu N a) o a) c c O c >o -c. M a(7 • C U '-' a) O T O p N U N f� O o ' • NO ch a) @ p �- a s C a) O- oo C -O •. U .. C E O O) a) i C O O tM0, 0 1" a) oo c a�i c n > I N XC) a_ 4 o ~ _cUU a) ONr c o U ao �, N O s a + _ E ca U c0 a) C O Z a) «?; YO a C .- y , . Q. aa) • N E c E m c O 5 E • U o �° r aci o °) °� o' ° Q f o ns E - m v°'i m a 0 E a) co E o v I iu N o • C C L 1 L 0,N - O f0 O` p U (0 10 . a) a,a) cr O U O co) , a) aci H a3UaUr) acaZy m (n .N am ,.• • 08 0 C i ` a p. O N ` > t • a) a) U Q a f0 (00 y N } Q C E a) — ai o w co E v) U E 72u) as N c — ea G ° 2 a 2 a 2 a 1 Cl) coco o) co 0 C O o g 0 2 0 2 0 I— o — c O a — c - o a i N D a) Q. -oU C U a) a ✓ O C � O C N 0 ,� 0 a OE(0 N a) U N W ca a) o c rn _ t Z o, `� I J y p y E a o c ac6i a) c a H O a) 0 E in L J p •C TL J p N N W I + 0 m _ a 0 > - N N N ` N c0cu C cc CO C = O z N >. O O 0 Uo ,O COo co_ 0 O m ate) — - 5 07 -_- U v) (0 c ` O ' O acu 7 a a > oo Z a) E NIZ a) 2• w .c as c o).cpcn o C o) - W Q C coC E N -C J Cr C >`I.c J Cr p E U N —_ . w co _ --_ �— - O cn C =• C > c -Q > C.)co 0 U c ° u; L "Dic C E W - o _ 4 o E - a re a 'i o. a c o c p o (O p a c N N cn a) c a ` c N Q o rn 3 0 0 mvs H a) a C U U a 58 C U C 12 'O O p p X p Q a o -c •�' o N U N w li U 5 u o a Q C ` c a) a) m c o w ai o .� c c I 3 a) U a a) ` U a) a) U a) a) .0) z a U -, U Q o m m N r ti r W Q c c Q ) Q m a) .c13 O -z ...z c3 Z o c E 0 CD Cr) m O cn a) E 9 9 9 (7 A U Zc) U U U a E I— U .u) a) ' Z o co w vi -� oo U fi fi V V E e 00 a) a) a) p - a) C.) cry U cn U cn Q J o cc i o m o 0 rn m o E w U N 0 T. 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N 0 •c 0 a0) 0 2 a) • S en -( a N rn m ro a c (/) N C E as a . co o 0 � � C CC To )) as E > � cw -a i °- o a a) o) o U m Q o �' Q) a) a) L 0 O a v -C w a Y � U 0 .� U b — co a v 0 «. 0 C w C w C a U a) N U a) •' U a) o O Ca f6 CO o C6 m to O a) W ai" m - c o 2 Z3 O .O. aLLd2a. r� re CO * a) a) .0 Z -co o c c, v LU CO ti co as o — 0 a° Cl N O • -� U 4 9 9 9 Q Q Q 0 2 co ' O C rrj c.) c) c) c) U V c.) c.) C.) a) m Z o c — 0 2 0 a) 4.5 L U u) -. O > aoi .- a00i 0°- o msNoo) EU • inE8 mm (2YE8E8E8 EU u �, u_ ` C m 3 0 w c o o •Z V E O HHH H O .00 Q) o' _ a) -- 2 U UN w ma � 0 v O v r v N c _ •ao ao o w 7 O)•- M 2, Ep Aj E M co N .S pro CO C� U (0, O0 co', N Cr) U y U -p OU 70 Q U 7 C 6 •C ._ c.) C a) C ••- c — N U 7 E _ C p E as et N U s wc• a, Na NE C e >, E >,O a) r C N c 0.)CD a C N e M o co 6 p7 a n. O d OU Q•N p 5 C. c co cr) E o rs o C o c c.) v E a) mU E U Q a3 @ V Oa (00) COel c 0 a m co 0 a O N O 0qay1 0 l4 M a'C y LQ..0 d L_ C 0 ❑ J 7 c >,M C� 3 w s LJ S C CD 0 ` p ` a n• �O y ., a a) a) ° 0 .. d (v m Cr U c co a) 0a E � , a.. a) n N rn ag 0 E a) U E lain o. ai N o L W al o E o 2 a a a a a Co m m d, d, d � C 0 o L. O CD CD 61 o ooZH 0 . -2 Co O O C C C C } NO a fA = v } w> N} > } 0— oa ' UL mW O C c U 0 p C a, O c 0 (.7) N P_ e c N Q `` a) • .-. w C (9 co fa Ca Ca • a, C as co J p w >. T T T T) , i a.) T N Q rt ~ N N (f) N o to .,)— o, w N C c 2 +H cu m_ us Esi W > c°,ir. Cr �' o �' rn co t) O a L T T >, T a) >, w • T E u) XQ v CO a a N N N N ^I N cu C7 C > a) o E 0) 3 oc .N O a oI O E `` o " 0 U m m (Y c w (� v m E L. 0) Cl (TOU CC •a C a CD an d +�. 0 a) a) N N o a O U T T p .12 2 V > I (o a E 2 3 y I 1111 c N b U_ 0_ CO ) >, V N 0 c 2 ' 4? pn p L o v) N T I _ 3 a ,ca b - c E = t o p o c a oea cp Q ro aa'i > ns c�0 c�i aci a > '6 L° aa)) a) 0 W a6i m co- tYWIJ Cl) (n COW H F— m a a) C I a p 0NN N N N C, E co N o = Op 9 ' U C) co V) () V) / CI o o 0 0 0 U 0 0 0U - cE Z O Q -o 3 - - c > `o n co00) 0 i i . v, 2 0 P � •� o E 8E 8E � E 8 E U E 8 E U October 23, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Finance Version Number Being Approved: 20.0 Attached is an updated retention schedule for the above referenced department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. �:. /0 - Department Head Date Itc(aL -.25-/7 City Clerk Date 0'27 City Mana er Date City At rney Date oo � 0 U U cn 0a " 0a o m . CV• InN a Ov .. v 00 pI a 00O c o CO coaa -oC a) CO Ti. 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CU Co CoC LLLLL � U ` �Q Q Q Q o NI' o � -a)) C09 a) cu O () U70 c a`)) c 0 o 3 m c w co) CC ro >, vi o U Lc) m V O c ch (p U v 03 co Q 0 N LO 0 Q Z 0 U O U m a) U1 E) O Ul T a U N 7 Do L~L. O :�N 0) C 4 4 C, re a`y E C w b 0) O O a) v M E m a) ;_, a N �n a O -OO O 0_ N ._�_ WI Cl- N a -OD O O CO u) E a.,.0 C O V M 0 C o o , U) 0- O O C Qo 7 o E coo °� m ate) 0 E c:, Q C M 'C IX N u) O) cr lM N E E_ .0 0 OO •@ co, f0 0O -a a c a.— - m v w N a) 0 0 0 a) 0 O w M co 7 M a) U aD M L c a 'D ❑ >,O.'0 — c0) ❑ 0 c0•) d b 0)c0) re (� ❑ t0' >' a6 a o L ` -0 �. a <- r Qd m on 0 Q >. >_ Q >, } Q >, rQ >, a; ai o w m a).0 ro o) a a c) E `" _ _ — — E o cn 0 1 u) cn cn n y ro Q) a a a �� � � a ao o �.W ,.CO Z c EO c � � O 2O 2O 2O CO CO Z_ y c.• o a W. ❑ 7) c c o a o -0 a)) °) 0 c O .� Z ` E Z 45 a) a) W :; r r ,a_.)ZZ co w O cI— ' —0 W a) mco 0 Cl) CF1 as co j V a 0 Z 41 N Z N N h m 0 U O b •C r 0 >. >. L 0 Cr >, O E u) re Q C c L. J W N N J N N > U' O � 0 w _ O , C0 0 in a) c >` a' 3 0 >. ` O . C c a 0 0 'o o, C o, 0 CO 0 .2 D -0 N m _m 'o O O (To C N (C6 N J ~ ~ c N C y cu . b a c o c ~ ci- 1- z a) o Li) O ,) c ii c o w Z a) x o °) 0 a) 0) .. m Q a) o O o H o •� O 0 P. ft '2 a ca 0 a) a) N m -❑ J c d a) 'fl Q .'--- o a) N c 0 Et co o _ 0 E O U o C _ J C) t!1 L1J ui 0 m a) — C O w E 0 r 0 0 a N N C C O to C7 N 0 a) 0 C 7 7 O 7 "0 a a) E -p N co a) "0 > O O cu c -O W e — a) c) O W r0 — a' m (D c c -� � IQ d m O � � � m .N N .0 ' • Z o o aci E o 0 0 0 0 co I— °) O m Q) . 3 0 Z Z Z Z Z Z Z 5 o0 a) O C 0u LT_ LL it LL u_ Z o c.) 04, 0 .E 'O- ro I Z o a) U 0) ` 0) ` 0) . 0) O) O' D O O '6 oC a) E �a) a) ca) c N � Ca . = a 0.) oQ O C0 C0 . 0 OC OC UC UC 0 C u 0 11 ' +� C 7 C 0 C 7 C O C 7 C 0 O o� o 03 o o a p Ce w .a) it it IT ii LE U ttzCC Q 1 Q Q Q Q Q November 9, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Police Version Number Being Approved: 21.0 Attached is an updated retention schedule for the above referenced department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services. Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. Department Head Date //—f 5 /7 City Clerk Date �/ -/7- r) City Manager Date City Attorn Date aal (1 °' .- O c w N 0 N ` m y C C .+ O N o 0 23 N N T (0 CD 42 0 a3 O U 0 3 r d > > o o .� U N LO ❑ U c0)M V) a) > �� > y U O a w 8 D/ U o ama � MUU c O u) C) N� a) c c � a) 01 aa)) ¢ c 8NUOCO 7 o .0 0oc)C co, C c L. � � (o � N !- CO CD 07 >. 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November 30, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Public Works Version Number Being Approved: 21.0 Attached is an updated retention schedule for the above referenced department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. ,� , /�----- /7 y- Zel (Department Head / Date c.�ii- /.2 — -c:.? a/ 7 City Clerk Date l2-F/ l . /./ City MaraA Date ._ 41,-;t' i P-- , 2 11 City Al-for/fey Date Harper, Gloria From: Carter, Allison Sent: Thursday, November 30, 2017 10:36 AM To: Harper, Gloria Subject: Retention Changes Request Attachments: Retention changes.pdf Hi Gloria: Attached is a page of the Retention Schedule with changes to the Stormwater: Inspections Line. Terri Elliot, Division Head,would like this category broken down to 4 sections with the next iteration of the Retention Schedule. I thought it best to send to you and not directly to Diane Gladwell. If you could add this to your next list of adjustments I would be very appreciative. Thank you. Allison Carter Office Specialist, Records Management Public Works Department, City of Huntington Beach Telephone (714) 536-5635 Fax (714) 374-1573 E-Mail acarter(alsurfcity-hb.org i a .4 \ 7 , \� g \ � .,j L‘ / t 4% _ : Q _s }• 2?mCU © ( kSi »§ to %aicn ii 4 ® @ \ e ._ 2 = / 0 ,_ 0 , 0 >c /\ � 0. ; > { r $ }\ \ $ ! a £ ) \ t \ E 025 $ _ 0w k ¥ 3 ° A'§ R E \7 ± 7� E [G k [\ 3 7$ ) 7 k O w [ Z, � t, § ^ - ^ ! ° � � ' ' at /is /a \ ( } \ ) $ � 1 : �1 �� _ . & E» ; 2 = 2 - U) ® m cn $ \ #§ - (\ & a§ » M � � /� _ /~ 2 /fl � i \§ .... . . — { e) j # t e {t / j\) / (( > C a cc �) » _ 2 I 7.7 7 � � 4 E � ) ka ' , J1 ; rs !, ^@• I «u / ( rdr 6 / `• \ \ 4 . er / \ E 5 -05 -0 - .. \ e / 2 m t \ ® [ % § cri ƒ L. L.« a. u % 2 ° cn ~ ° - ° U- 3i5 � � / ) / ƒ 0 } \ ( ) ) / zee 3 ifj Li Date: September 19, 2017 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Public Works Version Number Being Approved: pt1.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. 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