Loading...
HomeMy WebLinkAbout2018 Records Retention Schedules/Authorization for AmendmentApril 16, 2018 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Fire Version Number Being Approved 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. epartment Head ate rney ate Y ' So Id - Date ql// W Date Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Record Category ID # Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total Media I=Import Paper after (Off -site, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd If the record is not listed here refer to the Retention for Ci -Me Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti ation claims complain audits, Dendina records requests and/or investi ations sus end normal retention periods retention resumes after settlement . Department preference; Ensure records kept in Department files Personnel Files - Department- comply with City policy; Originals Human level Medical Files Separation + Separation Before Mag, are maintained by Human Resources FR-009 30 years 30 years Separation Ppr Resources; State & Federal laws Respiratory Fit Tests, require 2 -3 years; 29 CFR Vaccinations, TB Tests, etc. 1602.31 & 1627.3(b)(ii), 8 CCR 5144: 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Department Preference; retained to comply with ISO (Insurance Personnel Files - Training Files: Separation + Separation Yes: Until Mag, Yes: After Services Office) requirements and Fire FR-010 Training, Certificates, First Aid 5 years 5 years Separation Mfr, OD, S Separation for the convenience of former Training Database, etc. Ppr employees; Paramedic / EMS Training is required for 5 years; 22 Copies - CCR 100176(d); GC § 34090 Recruitment Files: Solicited: Copies - Human Brochure, advertisement, When No When No Mag, Copies - AS/ Human Resources is Resources FR-011 unsuccessful applications, Longer Longer Ppr OFR and retains for 3 years; GC selection materials, tests, etc. Required Required Life of Vessel + 2 §34090.7 Fire FR-012 Ship's Logs Life of Vessel + 2 Mag, Department Preference; GC §34090 yearsPpr years Minimum Standard Operating Procedures / Minimum Yes: Until Mag, Department Preference; CCP Fire FR-013 Policy and Procedure Manual Superseded Superseded Supersede Mfr, OD, S/I No §337 et seq., CCP §340.5; GC + 3 years + 3 years d Ppr §34090; CFC §§ 104.6—104.6.4 HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 08/09/2016 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Record Category ID # Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active Total Media I=Import Paper after (off -site, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normallyperformed b file folder. Liti ation claims complaints, audits pendingrecords requests, and/or investigations suspend normal retention periods retention resumes after settlement). FIRE PREVENTION Fire FR-014 Abatements, Code Violations 5 years 5 years Yes: Until Mag, GC §34090; CFC §§ 104.6 — (violation database) Life Safety Resolution Ppr 104.6.4 Civil Citations - Fireworks Fire FR-015 Citations, Overcrowding, Parking, 5 years 5 years Yes: Until Mag, GC §34090 CFC §§ 104.6 — False Alarms, etc. Superseded or Life of Expiration Ppr 104.6.4 Fire FR-016 Knox Box (locked key to building Superseded or Life of Mag, Non -records used for reference; for emergency entries) BuildingBuilding Ppr GC §34090 Department Preference; Occupancy Files: Commercial & Life of Life of Inspections required for the Life of Residential Facilities Not included Structure or Structure or the Structure or Activity, or 5 in the next section - Includes Fire Activity, or Activity, or Mag, whichever is longer for years ,als Fire FR-017 Protection System Plans, Minimum 5 Minimum 5 Mfr, OD, S/I Yes: After Approv, Inspections, Fires. Operational &Construction years, years, Ppr 30 days Modification / Alternative Methods or Materials; CCP §337 et seq., Inspections, Evacuation Plans, whichever whichever is longer is longer etc. CCP §340.5; GC §34090; CFC §§ 104.6—104.6.4 Occupancy Files: Hazardous Materials Storage, Underground Storage Tanks (USTs), Above Department Preference; Ground Storage Tanks (ASTs), or Life of Mag' Inspections required for the Life of Fire FR-018 Multiple Violations. Includes Fire Business - P P Yes (all) Mfr, OD, S/I Yes: After the Structure or Activity, or 5 Protection System Plans, Permits, Minimum 5 Ppr 30 days years; CCP §337 et seq., CCP Operational & Construction years ; GC §34090; CFC §§ 104.6 Inspections, Sprinklers, - 104. 104.6.4 Evacuation Plans, etc. HUNTINGTON BEACH, CA.©l995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 08/09/2016 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Record Category ID # Records Description Retention / Disposition Comments / Reference Inactive Destroy (OFR) Active Total (Off -site, Media Vital? I� mport Paper after, (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd If the record is not listed here refer to the Retention for ON -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document + 2 ears since destruction is normally performed by file folder. Liti anon claims com Taints audits, pendina records requests, and/or investi ations suspend normal retention Deriods retention resumes after settlement). EMERGENCY SERVICES / EMERGENCY OPERATIONS CENTER Disaster Claims / Strike Team Mag, Fire FR-020 Reimbursements (FEMA / OES 10 years 10 years Mfr, OD, S / I Yes: After Department Preference; GC Reimbursement Records) Superseded Superseded Ppr QC §34090 _ Emergency Operations Plan _ Mag, and Fire FR-021 (Office of Emergency and Yes (all) Mfr, OD, S/I No Department preference; GC Management & Homeland Approved Approved Ppr §34090 -- -- — — Security Superseded � Superseded - Mag, - -- City Clerk FR-022 Evacuation Plans (County Wide) and and Yes (all) Mfr, OD, S/I No Non records (County maintains Approved Approved Ppr originals); GC §34090 HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 08/09/2016 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Record Category ID # Records Description Retention / Disposition Comments / Reference - - — -- Image: Destroy Inactive (OFR) Active (Off -site, Total Vital? Media 1=Import Paper afteri (in office) Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd If the record is not listed here refer to the Retention for City -ode Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normal!y performed by file folder. Liti ation claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). HAZ MAT PREVENTION Community Services, Public Works and Fire retain some Fire / HazMat Clean-ups, Spills Federal Mag, Yes: After records until the employee is Public FR-023 Clean-ups and/ or Exposure 2 years Mfr, OD, S separated from employment-, C(� & OD Works / Records (e.g. Ascon Oil, Landfills) Ppr Claims can be made for 30 years #aasti a Planning for toxic substance exposure; 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Department Preference; If records were not produced by the City, HazMat Disclosure Information / Mag, Yes: After may destroy when no longer QC & OD Fire FR-024 CUPA Disclosures / Business 5 years 5 years Mfr, OD, S required (non -records); all #tast+ve Plans Ppr employee exposure records are exposure+30 years; 8 CCR §3204(d)(1), et seq. If records were not produced by P P Mag, Yes: After the City, may destroy when no Fire FR-025 (Petro -Chemical Records (Haz Superseded Mfr, OD, S/l longer required (non -records); all QC & OD Mat) - Oil Wells, Methane + 2 years + 28 years -` yea$ Ppr employee exposure records are No exposure+30 years; Cal Code Re 3204(d)(1), et seq. HUNTINGTON BEACH, CA.@1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 08/09/2016 ver 19.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Record Category ID # Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active Total Media I=Import Paper after (Off -site, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally erfonned by file folder. Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). OPERATIONS Fire FR-027 Annual Reports / Fire Department 2 years P P Mag, Mfr, OD, S/I No Retained for historical and Ppr administrative value; GC §34090 Department Preference to be in Apparatus & Equipment Records Disposal + 2 Disposal + 2 Mag, compliance with NFPA Standards Fire FR-026 & Testing years years Ppr for in-service automotive fire apparatus; NFPA 1911.4.7.3 & 3 years Annex C.5 , GC §34090 Fire FR-028 Controlled Substance Inventory 3 years Yes Mag, Department Preference; 24 CFR Records Life of Ppr §1304.04, 1310.04 Equipment Maintenance Records Life of Consistent with Work Orders and Fire FR-029 (Gurneys, Defibrillators, Ladders, Equipment + Equipment + Mag Ppr Operational Complaints; CCP etc.) 2 years 2 years §§338 et seq., 340 et seq., 342, GG-H-945-6, GC §34090 Fire (Metro Mag' Department Preference; Data Cities Fire FR-032 Fire Incident Database Indefinite Indefinite Yes Ppr Fields / Records are interrelated; Authority) GC §34090 Copy kept for six years; No statute of Limitations on Capital Crimes; Fire Incidents and Investigations: Transfer to Transfer to Arson sentences vary between 3 Police FR-030 Criminal (Arson & Fatalities) Police Police Mag Ppr years to life, depending upon the circumstances; CDF recommends Act + 10 years; PC §§451 et seq., 799, GC §34090 HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 08/09/2016 Ver 19.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Re'cordce f Category ID #i Records Description Retention / Disposition Comments ! Reference Inactive Image: Destroy (OFR) Active (Off-siteTotal Vital? Media I=Import Paper after , (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd If the record is not listed here refer to the Retention for City- Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years),since destruction is normally performed by file folder. Liti ation claims complain audits, pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement). Department Preference, If records Fire (Metro': Fire Incidents and Investigations: Mag, Yes: After were not produced by the City, Cities Fire FR-031 Non -Criminal 1 year 6 years 7 years Mfr, OD, S/I QC may destroy when no longer Authority) Ppr required (non -records), GC - _ Copies - §34090 Copies - Finance FR-033 HazMat Response Billing Records When No When No Mag, GC §34090.7 Longer Longer Ppr Required Required Superseded Mag' Fire FR-034 HIPAA Policies and Procedures Insurance Portability Superseded Yes: After (Health and Mfr, OD, S 45 CFR 164.5300) Accountability Act) + 6 years + 6 years 15 years Ppr Mag, 1 year Fire FR-035 Insurance Services Office (ISO) 15 years Retained for administrative value; Ppr GC §34090 Minor Incident Field Reports / Field Cards - Minor Medical Fire FR-041 2 years Mag, GC &34090 Treatments for Stingray. Jellyfish, Scrapes, etc. (Not Maior Incidents PiLr or Iniuries) _ Copies - Mag' Copies - City Clerk FR 036 Mutual Aid Agreements, Joint When No When No Mfr, OD, Originals Maintained by City Clerk Power Authorities Longer Longer Permanently; GC §34090 Required Required HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 08/09/2016 • January 30, 2018 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Human Resources Version Number Being Approved: 22.0 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 e)(/S7' artment Head Date /50// City Cler Date //36/07 City Manager Date City Att ney Da e ir ...... co — ..., w N 0 E a i6 ,co C 7 U) CO U . M C c o 0) 0 o c o p) O N N •N •c a) E ` o2S 'a y a N ^V U o • m o N E co M o rn N Lf) ow • u, @ o 0 0 0 0 _ Q � 5a) �00 Ni an N� m > >,NM � 1- N d U ° co 0 2 5 c,-) N N N O an V Q M f0 t0)co N y �w m O Co u) CD � U � .N = a W O O W U N N N c � 'xN � Qm � m ooma? a 2f° Qo � 3cVoom Q,cn U1 aQJ st c (a U) v a � L sU) � cm > E U) W a) W r v cnc o f � M N a� 2 � N .-. ° N E N N r- a) D o a) N• M O a U• 0 0 N iA J O (� 3 0 c• ..(� _M Q U CU d) 'CS Q - • ,- CO 1-3 W p c° U 'O 7 O (-) L wN J E U M 00 .^_, Q 12 o a s 12 12 ry N a E V O 'a ( O US a) y � U) f0 U U) N O J N N LL O c- 0 N N U CO U V. N 7 U >, (CO US •D c .. U) a U) 0 > MO LL >, >,U ,- cOZ -O Q N U0c000 CU W CO 17. U) • U) D T E ` o!S O N N ,O r Q d d U) Q " U) O 1- (.4 V y ili a C a E ('1 o V L C y Wm E V) z U) V E II 0Q e (0 y -C-6O a Q. Q C a a 2 IL O W gp al, cm (13 2 20 h O C a O = c Z � '_O o ,o Q o r 2 2.. m to 5 co C° •E o W i} 0 � nI — U .rN + N.. y O' W ~ 1EIL` '` a W `* r rn 0 wQz > °r g ac' z i. Z ° Mo ° oo = r)O to p p a w c.,H p y = a + OZ qco O cn O O E co I— 0 V Q G 12 12 Z N O 1 O) re q N >, U) ca P fi ill M L J U) c ra a' a ay w a) c v v ca0O ° ° oo ca) E O Eo ` c O s v m o D m ? LL QW C0 c E Nm E o if) o-oQ a) E >,yc a c e a)w U rna Q >E � >,.. Uo o - c 0 y co OO - io a a)w a Q E a .a Ce Cl) a 0 U V _ U) al ,- U) "O U U) c E O `o_ O U) a - c �O U) O` N w O C c c W o 0 O C N w W m e m o N = U v W Q o +'�"' Q Q W N C E C c C• - N c z' U O ° O E C a O U) .� 3 jL U) U) (6 L. CC 4.12 o .c? U = US S E t E S •m v E o w � O c� V 3 rn m > a m ' > n a) Q cn w c �° c Q ,, 0 0 N 0 a U) O -o a a 0 O U) N o e �J J y �? 2 U Q U) co US .E Q CC C. O0 0 LL m m .� 0 O .@ Z v O O ,) p o 0 0 o 0 m a' o c' CC CC CC `-' N 2 O C ti I I I I Z 'o = N .E ~N 0 y is a' Z o > O "a 0 = = c U c v C U C U a) 2 0 O U3 (U i (6 � (0 ,_ U O 0 c°i li i' ° E = E 2. E ° E ° c Z as � o ° o � o � Omn, O W 0 w a' a' = a) = a' 1 ai 2 C - Q- 06—'1', E.) C N O • N 'j p O .- N d j a) O-:_. m CI) O cc) c O N N O O N in I d cu ai c c rn� �� rn o_ O \ p M d a) O Q M N M N L() ca N O U Q ,� p N N t09 tp re -- a) -- pWoo .p2 UV a.) a) c `) `) a3 a p U (� U Q fn LL O E fl N a) = " Q) E 0) 0 2 J O p NO - Q a' o a.cu a�6iO af)) a) rXNI c a) E >'W >' a) @ 0 t0 O) 0) a) 0 — OWM U) N >, 06 p O 5 O o a m` m -a a) t Q cv w co o p a1 a c6 al c > L N 0) ac c co a)a) t' 1- c 2 ns WEn E in o cn (� E n g co a e U) € o ,- a al = 2 a. O W 0 ' RI• O re c o , .°Z cQ L 4 o• 10LQ o' c a)C .W 0� } N_ _ I — C ffoc qO Er)W r wJ r m .m p 41 CI Ta W Neu = 1 + m � 0 Q. Z j N ., O co vi co Q O O O 8 (-) O O . z M Z = o u) M y h a1 ILI V m > O p 0 •O c rn W > a °.. .� ai f0 0 �, IX Q O O c 'O N E U c � at� o " — CD � 0 Q -- ) o 0 V H W c/) o f 0 a) h . w +- w a) c 3 N .o () ui N c coi m 0 LLI c U W a) COa) .O E E O ...E- ,_ C7 re Q O Q a R 7 V c lL "O O E- •� > o n •` O p p C a N a) .0 c p U >+ L m N 0 y fl- > ,O N a) d o� 0a) as O m o ns ▪ '� m (n y 3 c to C O p p•' > N U U a) p O O aL1:3 a R >,w W m > a 0 .� as Q .Q p w m azi ii E c o c ~ •v c 00 O CT) U ai p Q Q a) ii U D o a) 00 . p Z o E0 c a o •c. c d >.@ a' .y ei N > aa)) N c E w - 7 Z O c o V N C L + O_ a) 'C U p' c N Q 7 U N CCI to' Lac co Q Q Q 11- > O W W Ili Li) W W 0 'Z = m Zv p "� 4 ^ 0 O O h .0 Z Ta- O U a) . V ce I O .15 U y cl)p' •E ' N p C O y U N ? o L UIX O ` _ E � O 2 w a: I a) Q w, o v= Et J • ° ) m N SU . • U a) O co co c o E -5 N V N L() i w a) C c cn-0 co M(n C.) - ac N LO.UQ O p NNa3 - . - als . N N a_ N a . W o c 2 - N N o E . 7 «S O fn o - Q OL U Q N Q- . E o E a Q d M c) O C) o � m � - .- 0 ' _ 6) M a E > pLU > c Cr N U - o C - co w c) u) O co CD a (a -m a) m Q t° W caw V `= h m e p a `° £ C7 Q a) a.) aa)) a n, — t a� rn fl 4- COU/) - 2 LI o E W E E II 0 C cn 0 !I N °- ce c H m o 0 ea .- m a O ° L c O. W 2 c 0 as cc c 2 O 0 o a _ c 0 Z N U 'c c O 3 0 D 2 a y a ci D p -t •O } _ — c c _ U +o N o o o + W c c ° -•� Cp c 92 -1 C) 2 y @ N ate) o d cz 0 (0 a) cn W ~ a ca o.u) o) te N _ I + aoi C is U a a; �' N L h j 0) - (D O c 0O 0 ao .0 co cn — + rt ft o L 00U' Q c 'o 10 0 w 'o E p acc — ° m cn c9 0 a� — - h 0 — as c in 3 4 W o U co co E E E a) cnp - al -cC7 E �/ o �, L Q O O L° O 0 U a) N LL _ Z EL. - Q 05 0 c c c c° a) 0- E > m N c. v - cOV y d w c .? E c .O 2 o o x N .. 0- c6 rn .� a)co z m ~ �--0 •.o o , = cco '7Y o > «SQ a' 3 0 7 m � > c m '8 a N o N c c .) .(2 o E X co 0 ) Q ja) ww a) 0 a oiL @ " o- wuic .0 � ov Vo ) QooE " Z Lo 0- Q NEa) O0NN )te a• a 0 O c ccaa c _ n _Q Lo a) Tp a) N oa ° ), 3 O G)a) a o a ° c '0 a) `.` n o cZ c E EN .0) C Q.'E co - ct Eu -.2X c- Q 7 m d dwiw W s- 'Cs Z W . < J > adO lcCw CO y a) � Zv o -o .co - Q co 0 `o o o O C7 .`° o m w 3 c) Z n N f.6 c .E us' I N 0 a E z -o Zco a 0 - c> o -2 o o C) 2 0 u ° LL � o i E E 0) 0 a) w 0 0) CrcC 0., ,,, • O N N U ` .O ,- a) c o m _ CAM p � � Uv CO) O O o- ` p O N- C fa g N O _c O >,.V •ca Q C T N rn N I,() Li N � a) O TAU a) .fl N a) OM oNCO) O \ N c o cm I w a) c c a)"a c',) M U fl O O T O Q s �_ tY a) d U a) o Qa vi x U N O) E p ONNO QN a) 15 C� d N � .92 � O W O Ncc' N U roc U .. d fl N Q OU ON C U a) to O a�.' 0_ > O E a Q N M 0 U -p L '..0- O c 0 co O M w O O -0 c u) 0 0 D O O E Ec ° �' o cp O °� M o Q U ° U J M E ui m x ca,•- o E a) Nci)am - Cfl W M .�. (nULLX t.O')U LLU > N NU � U � M T a6 O •O O` d L 6 �' (0 c > Q d (II <6 'Q a) N Q-ai O } f6 £ a) a) c co o. 2 V O W II II U U V E II o. N L ce i3 O a W 2 O CC) Ucn C6 O h ` 2 O cc _ C —_ C F. j O • cts Q 0 O O C6 C6 O >_+ U> co 733 Zp Q a)_U t\\ �\\gyp n _W. \ To CI 0 LLI U I L.-, 0. Z j uJ c co aa))ca ui Co � Oo �° 00 oM P O N r) Z o `" W a • N + L + o c c N . rn CO) a) ._ O a (n LLI w w a L L (6 T (0 a) c Ce U Q cn a 0. a cv C� o a U U O N - w ui 3 0 �,Ce „�_, _ "O u) U v � � a CO N cc 0 4 h c u? I° ri) a is c c a 'E. c a 'c- N . cum 06- 12.., N oc c N L.O a) o_CO N 0 .Q oN ,_ 0cu co o Qom uiisw a@ � � n3 U > p �O Cl) o `n c,_ E O E w> c a) 0 U a) p s `s m aoi a w a) p Q w ui o a�i .� U co a) Q cp., °� Q Q aC)i O Q. Q. a) m Q U g Y Z o +) m S2 a) a s (� L C C u) C U U) C C u) 7 U cc c o w o a) m c E up) CCt) o > -po G o a) u' .) o 7) t° V 3 m .o a c d a) L o o Ct api ° e Z n c m `E " ° 'p E Y fB Q 2 L m a) .( a) C 3 .0 a) a) o x o E a) x > a) a) CNa c"o W s ai 5 o_ :�2o_ LLJ Q > � � w wwlYw > � w ate U �t a) m w CO �' c a' = Z a N c O O 0 CI o o = a) E ‘- 0 o m U o NI Z n N CC O .c ui I I a N U h ~ Q Z 15 N ,�, a y U u) cn > O O o c c v c N 2 0 V V LL N O E U w m O o m U c N jL o p fY w a) a) I a) = p JCC fY 0 6 O o _ N (I) n v,0QE' N - 7O 0-; —I a) a) 00 co .0 co aUNNrC C I- � C co .- 0 - O O ,_ C OMc+') O .„0 co, 5 ^00 6 co cm0 N L() a) -a ,,,,O a1 @ as O U 2 aS N N v UGm O \ S a) a �� � E � oU > wM � cMo) Uco N in rn � � ' co cn a. o N mUNN ) -o C aa)) ° u) coM2U .6o 'C3 '0 U ` O 0 • C p O O U M o p O 0) E E 3cp)U 0 m cn •- OM o � � TU �`? o Mrn � N co) O c0') O E 4) ° ° o0 — g fP 2 a U 00 � .R � co O M M m g Q CL V E QUO M ai . a3 . 0 M —1 . m N a) - rn cco,� � -� a) a, •-O Go, O F2 a) E Q co) `= n•5 a) Ct W N N ) a) -) N NM 0 J Tcoa. O. VO) 0 UY 2NUUc000 U0) ccoo) ,O O. d d O a) if;N co la C rn U 4- y a) a@i CD E - .Q m } T a) C L c c- cn U E II II O. Ce - C Qusas C -as- O a Q O 'v O C 0_ a_ b. 0_(n a) C� c c p di co W 0 cn O cc C O 0 . — 2 a) C N � N . U .0 •— C o O Q 0 w E m C a s a) C 2 o y C a) m > con m > Q CD O N y W y EO W I v < � cA >- } U } V G .y CD Q 11 a1) - _ 'Q`t6_g r ' \ ,� r�@ Liiv .�,//�'C..,>"/ 1541. ots �) N - V '.,. Q (/) a) y w N Z O coo -O U C m 8 O O O M I O a3 a0i ram) z w M tin -- y + N rn d C O: o C C C)C) c6 • C O w + n " a c N o E` � f6cc 0 c .o: a) ai a a) E 0) >--o 44 E N 47, O m U _ C') O EQ a V) 0o N - 4 y o c co :- cts cl) U N y+ >L N NU as tr)V V Cr 'o -� = s OE0) o ` U O +.. o6 3occ Q ' y i as -a U. - O >IL .-. y. O O C U a) N as 0 a7 "L-'' C c +_, a U O C U a) L a) a) O O a) 0 w mEi) m N = aa)) 0 O a) U a) ) E c Q1 3 rn tY c Qc m cU a)- 2 a O `• - a) +� c > o � w a) a) a) co «S Q rn E o < n O w =' a) = Q O C U > •E U 7 U o Q O U a0i O Q. �ui U a) .� () m e = y� t E `o 5 o E '5 N = .� a E U o a) co u Q o M a) c a V a) .y m U c > > C 2 n o, ) m E Q U O N N N f/) N O C C O it -; U cao � U .� c iy Qc _1 cv) 10ill Z 0 o E CD h COa0 o 0 Ot. y 0 0 0 0 0 0 0a) N y0 .9 CC Q'' IL' 0' CC CC Z N 0 y Z a L a •a co c a) ,� L 0) C. m w w m M o > oo 1.1 a, o - - U '- *- cL- ( a C � , 0 2pm Um COC U dG co 0 O a) w 0 0 LL m as y tco y m oO w O = 2 0 2 0 S o S y 2 0 2 0 • • RECEIVED 2O1B MAR 30 rii 1: 38 Date: February 9, 2018 CIT.; CLER CITY %F. Liar, Tii GTC N I3E AC ,} SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Human Resources Version Number Being Approved: 24.0 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. Note: The revised schedule reflects all the changes that were previously approved; however, there were several laws that were overturned by the courts, so the Track Changes that remain are the changes from this year(2018), and need to be approved. I have reviewe' .nd approved the pr.posed updates to the Records Retention Schedu -s. i / irj, 'kr/ gid_e_ &"'14 t-//g' T'�r ment Hear Date 3/i L///r City Clerk Date Ok." ' r/iA, /I ___ _VA City Manager Dat �� 7 it Y orneY Date �' m\ U N •a) N N 0 (n 4p •C M 7 N O O N @ O Q f6 C o V a) N p a U) ca N 0 O E a) c Q u> `n o W u, a) @ co ,— W m E o U >,a.5 Z .4. co CD o a) o ,5)J J c D E cm Co I Oct in 'cw0 0O (V ° o s- W u) (D m vN U c c o.V ° V c m 0_N 0 a) Ce coW a) F CC0 a) a) a) u) V ,_ rno . W . cu a) .- O Q LL _ a) a) O c0'>•E O O N Q N W O to c09 CO +N' T M w a• N J Q U '•� N N 5 (13 U W • Cr a u) c- c- a o c • co 2 E O ao 2 a a a) 0 C W O co . a`) o m co o f 'a C .c N p woN �co C C a) ._ E >, >, >,� .— .N >, >, Q o E • O a a) ` wQ N a) a a) 7 Y c a-) CV 0) O M N NCEO• c) 0 V , a) c> Q .0 '-Z � E E c N c fn to y M c � H '. m E 15 0 Qaa) r-- cL °3 3 Q .E >,N C a) .- > in' 0.V a)0 ma 4- co 0 N L U L a> (13 t L c U CO C O C. C0 c�6 co CO� N t�6 COC c O .� h 2 2 2 2 O 2 O 2 re O O a N -oo _ ao)Zo H *c- -a 0' H . a> a o o a s0 c.) 0a) + ...,. re 0 O O E , o 0 \,A \\ N mW w cva 1 t) Hu_ ,� - _ o V) a) ai w co as c to Z r� ui c0 U � T 8MO o M~ p h � a � W a o> ; o ° c O 2 u) -aa i a o> I— a m • .E a' CO m ° a) as a) W CL v 0 (O p > .c ° co co > > i > >, c Q c w a o 0_ o o n M a cn N > C0 co co o m VIii � cn � + � + C� c c a) h w C) Q1us U c U co a C o . O E W O o �, (' a5 m c (D a`> cc ii w a a. _ as U a) c o N m v O O _ a) >, O 'y uj N z c c c i uu) , rn 3 a) p as sa c c- - E E o OO o u) O o a) � W - N o) ° EO a v C O = o F ii tts0 c c 0 O () oo oa) ° o. Q U C c O O N j t O 0 .0 Cl) _o a) E a) 0 s_ �j a o L •Ci 0 a) O > a) a) cn a) UJ -0 ai t w - -) J 2 ZQ CLo5 co it a) m •C Z -o o a a N M v cn co 0 c h o 0 0 0 0 0 0 o ate) 3 c> cc cc IY cc IY c c-' o o •O h I I I I I I a �a N U O. cB Z °c U Cl) co Cl) Y u> u) -, o O 'O OU G = C V C U C U N C V C V T O Oa:scm) 0 u N w O E a E a E a U E a E 3 L C -6 0 0 O 0 0 .� O O O O E 0 °) O: 2 a 2 a) S ai 2 a) 2 a) • N0 a) N = ai N O M aa)) ca col. ^ao o 2) iri s— c T a) rn N- c @ aci o L m >;.= '@ ac o a ` i) U > �_U N NM y fl`° I ca c0..) a) o < -73 La •—' � Na ° o XMo9 N m d' c E p O N N W Q vi LL L Q a) a) cm,- o O m m mW .o aicoN ,- Q = E N a)) 0o0o co r +N+ in O .� ,- co. -O Ca c 0 E c U 0) c a) cc Q o '� ots o U a) E a) f0 U M - E a c a = o ° � c° :�C oE m- 2MC O [ � jc > QE a) vJO caO• o OO -amvdUO j U o E O U L co 000 m ` dV - a U LUo rn M EU 2U) •x co1 Q� ° c NtO' a) EaE o cma ai O ai c Ow Uoo o a) O Co c,) - U) 0co 1 v vU ° U vO .2 of LO >>. 4o •L C'' — c ; yam.' a d Q fa C a) _c V LL E— . >- CO m (13 C CO EW ° o Cl) n ° i � 2 aico C.) nv) a0 Ce M co Ca c C .0 L L L C Q Q a. O a 0 E a) U) O m G a) 6 �0 W � 0 .0 .L. 2O 2O 0 O O C = c Z N V •C .cO c0 Q � O N .i s CQ. � 4 i3 ;:, O a) a) a) _ a) C } U > ) a co r + Q Sidi O O .0 CD W go4le N -a If + 0 . .. .asp C.) Q ci Z ° 4 O U is > ui `n M O co cpp m CON zMZ O � .° coM + + (co =0yO Ci c O LLI~ > v a ai .� ° m o cLs a) °) LLJ ,�-, c L .� >, m O c 0) fX V O CO O > Cl) Q .... p L: a) co a) N O E CI a CO (1) o V c ° fo o c C7 E c UCa �; �c of v; m CC r �o ti c c � °) viO a w_ •N tocaa) 0c oa C. Q A • v) -c •- — ` C c LL c O E >-m V CD 'a 'c N c •L o f o f a) CL a Q o2S N a) O C O o > L C :a E - o a a� c) w c) a) c c a c .> E .o E a) a) o d co y > () ° co c u) y c E H o ao) mQ o L >' Sc a) a '2a- 000Q •c o o) rn 3 0 cm i o- L co 'C O o 0 -p ca Cl) > CO N C p O I O ° C ca L O Ti `�) a) ° 0 .o ca ca coN a) .@ = ots ci n cn a ._ E � �a E _ Ew c � — 3 P. c m c ii w c o w '-- co m °) o U U m as U co) o Q m e a) c 0 0 0 ,O a) ' ) O- a) Z o + m a `_ ax) = ca r a) ° C c c a) N C co a) 0) m m c vi O ° o �' o a) o �' �o m o > a O _0 a) a c c°i m m m C•0 aa) "ZiiL C 3 Z a) -c--)._ O .�) ` a) C ca 0 -O f6 a) •V U L Q' C C6 s-- U >+ N U c0 Q m a) cc .a aL> c .E .° a) a) o x o E a) x a) a) a) t ca ca a) W s w �� awUQJ > aww wwaw > as Q.C � m c at m co v 0 - - co 0 0 ° — a) a — N a) 0 .-) .°'c o 0 o (D .9 _ g c) Z n 4 co.. ° c vi = = a' N U .C? m Z 15 a U v1 _ Qp > O D 0 0 c V C Cl) a) 1- F V O Cl) L N a) U V 0 LL ._ E O E O 'L o O W O t a 2 aa)) = o � ° O v N �'• a a J , II• w , • e map 0 co c L -0 + Ua 0 >. a U >,f0 . c0Ci CD C n cow o .-o d M u=i c E w O c N 0 0) 0 6 - L_ U 3 O n 0 d o 0 M N I W � � CO O Grn � ' oa) o 0 o) m o a) O V N co U J ` ui M O co a I- E c ,-o : O w >'o 0 0 • MA C 0 co O) L. N A c a) _o y O c U d O CO i V E 00) c 7 O M C n. N w N - N j a Q E 3cyic�icfl 0 ,- 33acq `-, y0 0 N N d E y V C In V U --Z, co co E O i N .y U E o c ` O N (Ni Q a) ac) 0 0 V oUccO) U > U n m >, cuw >,a) (&)03 O N >, °tf o .> ✓ QCC u) co. a) a) o a) u) a) b Cl/a) t ` C 2 CO IO E III (° cl) co 0 E II CO a e) as vs c � o n a a a n c c a_ a a a a O la 0 Cl) 0• a t as coo as m oi as LU c 0 .� y 2 M 2 2 2 O p Z F. U C C N Q o 2 c D E n p 5 � 'E } t I 0 c v c c a) f- 0 o z W C _ o m w L i m 1D co a) J a0+ ` m ma) o m O 0 0 m p W >, >, >, a) t CI cc I- N ]�., C Q N N OM co a) T 0) Ill re Na z `� = I + a) < 14 U if c gi 2 Cl) H p m c - co Zcuti O U G >, �n O EO0 co -oo o N �- z I— --O m rMi co Z co— h mo Hc0i c o Co cn cn e e + E2 a) °' W b - m m m co co `m E U) CL n O :ti \ >, >, >, >, E a) E 0 Q c (/� = N N CO O0 > E O CO ------ - U' 2re 3Z w a)- c O ;�_ 3 Ta U w i 0 h V LLJ c U m S f6 5 m 0 U_ o 0 9 5 E n 0). a m o 0 m o E m y o -t � c s > a c 0 0 .E o0 O an) E O O.CO — o_ t~—j m >16 ' in 0 w m c Z c c O • i6 - 0 w O C m m % E - Q Z E - D 0 c � 0 v 0 Q 0 'C (> > U o Cl. n, -- EQ 0 � En E -- EQ Cew .•.� Q .c to 'O M C C 'o c O N C J C 2 o w c _ U_ 0 c _ U U -Oa -0J Ev - J CV 0 C .0 c) 70 .- 7 E V h V c m C C m .0 V n-O L L V 2 v 'V Q 7 m c.) m D O o ca = cc..) a) c a) 0 c.) W 0 c) m W a Q > d c Q > a m Q CC m > > Q > E Q U at m z Z m y m •E Z c w 0 4Tr 0 v R p .c ui cn cc cc cc cc cc Z 'O N U .4 a) -c-,-,• ~ m Z U U U) U p) to = O 0 0 p C 0 N 0 a) 0 = p > O ''6 W U CO 0 N i u) N - ` y N N N N mc- .5 y CO m c N m c0) n 0. ) E o c E o •- c E o •E c E o c E o - c O 0 0 m tea) ca g y m N m I a m � N m 0 a: 2 0 -- 22 0s- 2 2 a) � 2 2 0 � 2 = 0 � � O • _._ u) a • Q N as 0 N Qs N O O 2 7 O J _ V C n CC co O N N O r• Ca i O co co M O N 0 0 c09 U r w co,coa) co () fl N U O I y ca _o EL OU = - M ,- M (' co N a) a) U � J '3 ma - ct- (ao N O >0 - . oa c 3 aci o wco 0 OO M a C >12 en `- w , U m mO :> `O � COc.j mac) c N OO) co, 7 � �. is E v E V � U Mc'') N � E E co-,0 O a N �O •- a) M 0 II.) >+U c'') O r O (1) E 0 3p f47 a 6) (n O C •E' Q co, O O ` L() a0 0 O CO 0 Q. O a) O L a) a) O O '� O c') co co O a) U cq v H E c y U J w ` rn `°'`� ,i) 'a 0 a) � •8 66 cMo) rn 2 LDE E Q� cm Q'g ca � N Q '1 Q i _ rnasiv U o af6i rn � o ci.OW U >TT0U � Uv � c a ett m a) air C� J >, asa Qu) C� UY i) NUUco UrncO) O u) m m o a) x N Liz co V) CC f7 d R CO >- >+ — a CO CD t C v) W `° E w II m c) cn c.) Eir 2 � Qi) RS c '° o 7-1 o .0fl 2 � Q n ci V) fl c 0 coa a ccaa a a as W O y 2 O o o a _ m Q C c o c a) .O N c C Q era 4 a) CO a) m a m a) C 47 a) p u) w � W •• E •• W 0 °� °� a) a) O a) I _ a) c (!) } > U > m cc .E c — 0 - --: co I-, ...., mro , . ;, L,L,,,/. . 0. , ,‘ s ,,‘11, „),,,. . _1 .p.3 a el W 4 ' N � .U •t.) 0) 6 ..g./ - , le ,5 g ›. , ,.--,;.. , -1,. _c — I V ; w c U) = g a) h 1-1 H 0) ui Z � ;C O v = � c�i HO c 0 0 co a a) a) Z y m co co :° o a E y e c 0,) U) a a? Liii a) co asasm (I) Q -es = (n T N r u) (0 2 N N o O E 0 Na v, a3 y w 6 3 s Q N = o u) -o vs O L u) U N a) L _N v_) CU Cii ce .2 O cq O O .0 �O U a3 J O �- LL w N .c' '��. E oU c c U_ a) co U a) O a) - a) CD o e w g m Z ca ,_ y m U .@ 0 E c O) 3 0 fD a) °) cf6i N w oo a? w a) O O y Cr � ...._ .Q.0 LE c v . 0 U - 0) Q c n u) O ? N Q y a) N w a) E E O Q O c aci 3 Q O 'c U > LE U = u) O Q (j .� t� o.`' Q Q 7 U O a) u). O a) O c c0 co N y 2 m U o m e = o � mho mom � � Qa�ioM a) cQ V a) '`= m m c U •O u�i N cn vQi rn ,c p Q a v U c � o cU cn ca O C -I U) I.tC m .N �t N N .0 a) .0 Z -c 'c a) 0 o a "- Q co r- co O O r w a2i E O O O O O O H 2 ° .0) 3 ° 2 2 2 Z CD c72- N U .c2 c4 Z c a) U u) u) N N u) u) = O > o - W o o m CO m c U) m as cp CO coc co c�i 1 co as '- � m m u) co 2 m o m CC cca y m 3 m ey cca o w cc m o y CO o u) CO O m a: 2 ( -- 2 2 a) - 2 2 a) � 2 2 a) � 2 a) � � a) � �