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Home My WebLink AboutCity Council - 2000-96 RESOLUTION NO. 2000-96 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ADOPTING A RETENTION SCHEDULE FOR RECORDS MAINTAINED BY THE CITY OF HUNTINGTON BEACH EXEMPTING THE OFFICE OF THE CITY CLERK WHEREAS, the City desires to develop a City-wide records retention schedule, exempting the office of the City Clerk; The City Clerk's Association of California has developed Local Government Records Retention Guidelines to provide for the retention, preservation and disposal of all records maintained by the City; The City Clerk's office shall review all records for historical value before disposal of any records on file in the City; NOW, THEREFORE,BE IT RESOLVED by the City Council of the City of Huntington Beach that the Retention Schedule for the City be adopted as set forth in Exhibit A. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 2nd day of October , 2000. k�jm qk4w" ATTEST: Mayor o Tem City Clerk J0 - tl- d' APPROVED AS TO FORM: REVIEWED AND APPROVED: dr City Attorney � $116-' City dministrator INITIATED AND APPROVED: Cit dministrator 00resolrccordsl8l30100 Res. No.2000-96 Res. No.20D046 LOCAL GOVERNMENT RECORDS GUIDELINES August 1999 City Clerks' Association of California Prepublication Edition - First Printing ISBN 0-7562-4097-2 Published by Arch iveBuilders.com Res.No.2000-96 Local Government Records Retention Guidelines Sections Section Title Page Sections .........................................................................................A-1 Preface to the Prepublication Edition.............................................. B-1 Disclaimer.................. ..................................................................C-1 Classifications ................ ............................................................. D-1 Index .............................................................................................. E-1 Legend ................... ..................................................................... F-1 Citations .........................................................................................G-1 Administration................................................................................. 1-1 Development .................................................................................. 2-1 Finance ..... .................................................................................. 3-1 PublicSafety .................................................................................. 4-1 PublicWorks .................................................................................. 5-1 Transportation ................................................................................ 6-1 California Records Retention Guidelines Prepublication Edition Page A- 9 Res. No.2000-96 Preface to the Prepublication Edition March 15,2000 Steve Gilheany Archive Builders SteveGilheany@ArchiveBuilders.cam Dear Steve: Thank you for your offer of assistance to the City Clerks Association of California with respect to the Local Government Records Retention Guidelines developed by a Committee of our organization and endorsed by the Secretary of State. As you know the Guidelines were approved by the state legislature as Senate Bill 742 in the 1998-99 Session. The Guidelines will be published by the State Archivist and maintained by a member of their staff as required by SB 742. However, they are not prepared to publish it as a paper document or online until late Spring or early Summer, 2000. It will significantly assist our membership if the Guidelines can be converted to a PDF format Prepublication Edition and made available through the City Clerks Association of California (CCAC) and the League of California Cities (LCC) web sites as soon as possible. Once the PDF format Guidelines are on the Internet at these sites, the Guidelines can be downloaded with a single mouse click and then printed in their entirety with just one more mouse click. The Guidelines are already in use by a number of cities throughout California. When received, I will attach them to an email to the CCAC's webmaster and LCC's webmaster and include your directions as to how to download and print the Guidelines for free, as well as a method to order a printed version at cost. When the State does come online, we will discontinue publication on our web site and point to the state's page since they will be updating and maintaining the Guidelines. This is your authorization to proceed with the conversion and to maintain the Prepublication Edition of the Guidelines at http://www.ArchiveBuilders.com, available for free downloading and printing or for ordering a printed copy at cost when the instructions appear at the site, for six (6) months subject to availability through the State of California. After six (6) month the Prepublication Edition can only be made available for archival purposes, and then only with a reference to the most current version of the Guidelines. In this way, we can assure that our membership receives and has access to the most recent version. Thank you again for your generous offer of assistance. Sincerely, L Mary E.Wirtes, CMC/AAE Chair, CCAC Committee on Records Guidelines President, CCAC Southern Division California Records Retention Guidelines Prepublication Edition Page B- 1 Res. No.2000-96 Disclaimer Local Government Retention Schedule Guidelines The guidelines as enclosed have been endorsed by resolution of the General Assembly of the League of California Cities, and by the City Clerks Association of California. They represent extensive research as to the minimum legal requirements for the retention of local government records and do not reflect the administrative, operational, financial or historical needs of the jurisdiction. It is strongly recommended that cities consult with legal counsel when formulating their retention schedules so as to best meet their particular needs. The committee's research was as complete as possible and reviewed by many legal officers but may not include every record series pertinent to local government. The guidelines are just that and are fluid,very much subject to additions and updates which will be coordinated through the office of the State Archivist under the Secretary of State. Reference to retention periods, unless otherwise indicated, refers to the current year plus the years shown. For example,Cu+2 refers to the Current year plus two,or 1998 plus years 1997 and 1996. California Records Retention Guidelines Prepublication Edition Page C- 1 Res.No.2000-96 CALIFORNIA STATE RECORDS RETENTION CLASSIFICATIONS LOCAL GOVERNMENT AGENCIES August 1999 ADMIN,�STR�4TIQ PI�'B�fCSAFE . Audit Animal Control* Community Services Emergency Management Elections Fire Safety General Subject Administration Grants Personnel Human Resources Property Information Services Reports Legal/Legislative Hazardous Materials Municipal Clerk Health &Welfare Policies & Procedures Law Enforcement Public Information Administration Public Financing Authority Investigations Risk Management Patrol Services DEVELDPM�NT Administration P,;..UBIIC,�flQRl Building Code Enforcement Parks Engineering Sanitation/Solid Waste/ Environmental Quality Wastewater Housing Streets/Alleys Municipal Facilities Utilities Planning Water Property Redevelopment FINANC. 7RANSPQRTA��O Accounting Administration Administrative Services Airport Fixed Assets Ground Transportation License Harbor Payroll Purchasing Reports Treasurer `Anticipate will be addressed by County Officials California Records Retention Guidelines Prepublication Edition Page D - 1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES INDEX Abandoned Vehicles Development 4 Abandonment Development 8 Abandonments/Vacations Public Works 3 Accident Reports-City Assets Administration 10 Accounting/Cash Reconciliations Public Safety 5 Accounts Payable Finance 1 Accounts Receivable Finance 1 Acquisition/Disposition Development 8 Adjustments Finance 2 Administration--General Subject Administration 4 Administration—Public Financing Authority Administration 10 Administrative/internal Public Safety 5 Affidavit Index Administration 1 Agenda Reports (Master,Subject Files) Administration 8 Agendas Administration 8 Agendas, Board Public Works 1 Agreements Transportation 1 Air Quality Development 5 Airport Certification Transportation 2 Airport Noise Monitoring and Complaint Transportation 2 Alarm Records Public Safety 5 Annexation Case Files Development 8 Annual Financial Report Administration 'I Apparatus/Vehicle Public Safety 2 Appeals, Civil Administration 8 Applications-Aircraft Storage Transportation 1 Applications-Parking Transportation 1 Applications-Slip Rentals Transportation 1 Applications-Special Events Transportation 1 Applications Finance 1 Applications,Absentee Ballots Administration 1 Applications,Boards,Commissions,Committees Administration 8 Appraisals Development 8 Acquisition/Disposition Development 8 Arrest/Conviction Public Safety 9 Articles of Incorporation Administration 8 Asbestos Development 5 Assessment Districts Administration 9 Assessment Districts Finance 1 Asset Forfeiture-Investigations/Proceedings Case File Public Safety 5 Asset Forfeiture-Notifications Public Safety 6 Assisted, Challenged Voters List Administration 1 Audits Finance 3 Auto for Hire Transportation 3 Ballots Administration 1 Ballots—Prop.218 Administration 1 Bank Reconciliations Finance 1 Bank Statements Finance 3 Benchmark Data Development 1 Benefit Plan Claims Administration 5 Benefit Plan Enrollment, Denied Administration 5 Bids& Proposals(Unsuccessful) Development 1 California Records Retention Guidelines Prepublication Edition Page E- 1 Res. No. 2000-96 INDEX Bids, RFQ's, RFP's Finance 3 Billing Records Finance 1 Billing/Customer Records Public Works 6 Biographies Administration 4 Blueprints,Specifications Development 4 Bond, Personnel Fidelity Administration 5 Bonds-Administration Finance 4 Bonds-Security Development 1 Bonds-Development Development 1 Bonds-Account Statements Finance 4 Bonds-Bonds and Coupons Finance 4 Bonds Administration 1 Bonds Development 6 Bonds,Insurance Administration 10 Books, Fire Code Public Safety 2 Brochures,publications, newsletter,bulletins Administration 10 Budget adjustments,journal entries Finance 1 Budget Operating(copies) Administration 1 Budget Operating(copies) Finance 1 Budget Administration 1 Budget,Accounting Finance 1 Budget,Adopted Finance 2 Budget, Proposed Finance 2 Business License Finance 2 Calendar Administration 2 Calendar, City Administration 10 California Environmental Quality Act(CEQA) Development 6 Canvass Administration 2 Capital Improvement Projects Development 5 Capital Improvements, Construction Development 7 Cards- Dispatch Public Safety 13 Cards-Field Interview Public Safety 13 Case Books, Investigative Public Safety 6 Case Files'-Homicide Investigator's File Public Safety 6 Case Files-Narcotics(No arrest, Narcotics Cases) Public Safety 6 Case Files-Officer Involved Shootings Public Safety 6 Case Files Development 4 Case Files, Planning and Zoning Development 7 Case Log Administration 8 Case Records-(High Profile) Administration 8 Case Records-(Routine) Administration 8 Certificates (Building) Development 4 Certificates (Planning) Development 7 Certificates of Election Administration 2 r Charter-AmendmentslMeasures Administration 2 Checks Finance 1 ChemicalslFilm Inventories Public Safety 14 Citations-11357(e),Juvenile Public Safety 13 Citations-11357b H&S, 11357c H&S, Public Safety 13 11360b H&S Violations Citations-California Vehicle Code Infractions(Duplicates) Public Safety 13 Citations-Cite and Release Public Safety 13 Citations-Park!nglTraffic, Duplicates Public Safety 13 Citations-Transmittals Public Safety 13 Claim Files Public Safety 5 Claims, damage Administration 10 California Records Retention Guidelines Prepublication Edition2 Page E-2 Res. No.2000-96 INDEX Classifications and Appointments Administration 4 Closures Public Works 3 Code Books Development 1 Collections/Landfill Public Works 2 Community Development Block Grant and Administration 4 Urban Development Community Services—Library Administration 1 Community Services—Plaques Administration 1 f Community Services—Sports Organization Administration 1 Congestion Management Development 6 Connection Records Public Works 6 Construction (Approved) Development 4 Construction Tracking, Daily Development 5 Contractor Development 1 Contracts and Agreements—Excl.Capital Improvement Administration 8 Contracts and Agreements—Incl.Capital Improvement Administration 8 Correspondence Administration 4 Correspondence Development 1 Court-Daily Schedule Public Safety 6 Court-Sign-in Logs Public Safety 6 Court-Tracking System Records Public Safety 6 Crime-Felony Crimes With Or Without Arrests Public Safety 9 Crime-Misdemeanor/Infractions Public Safety 10 Crime-Supplemental, Felony Capital Crimes, Public Safety 10 Crimes Punishable by Death,Life Imprisonment Deeds&Promissory Notes Development 8 Deferred Compensation Finance 3 Department Manual Public Safety 5 Deposits, Receipts Finance 1 Destruction-Guns Public Safety 10 Destruction - Narcotics Public Safety 10 Development(includes CDBG) Development 2 Development Agreements Development 1 Development Conditions Development 1 Development Standards Development 1 Disposition of Arrest/Court Action Public Safety 10 Drawings, Project Plan Development 1 Drawings,Traffic Control Plan Development 5 Easements, Dedications, Rights-of-Way Public Works 3 Employee Handbook Administration 5 Employee Programs Administration 5 Employee Rights Administration 5 Employee Time Sheets Finance 2 Environmental Review Development 6 Equipment- Communication Public Safety 5 Equipment- Inventory Public Safety 5 Equipment-Inventory/Sign-out Cards-Photo Lab Public Safety 14 Equipment-Operations Files-Photo Lab Public Safety 14 Equipment-Radio logs(Communication) Public Safety 13 Evidence,Disposition Forms Public Safety 6 Exposure- Personnel Public Safety 2 Facilities (Sanitation/Solid Waste/Wastewater) Public Works 2 Facilities (Utilities) Public Works 6 Facility Rentals/Use Development 7 Fair Political Practices-Administration,Statements Administration 2 Fair Political Practices-Campaign disclosure, elected Administration 2 California Records Retention Guidelines Prepublication Edition3 Page E-3 Res. No.2000-96 INDEX Fair Political Practices-Campaign disclosure,not elected Administration 2 Fair Political Practices -Campaign disclosure,unsuccessful Administration 2 Fair Political Practices-Candidate Statements Administration 2 Fair Political practices-History Administration 2 Fair Political Practices-Statement of Economic Interest, Administration 2 Elected Fair Political Practices-Statement of Economic Interest, Administration 3 not elected False Alarm(Duplicate) Public Safety 10 Federal and State Administration 4 Field Books Public Works 3 Field, Non-fire and Logs Public Safety 3 Financial,Annual Finance 3 Financial Records-Grants Administration 4 Financial Records, Public Financial Authority Administration 10 Fingerprint=Applicants Files Public Safety 6 Fingerprint-Inked/Palm Cards Public Safety 6 Fingerprint-Records Latents Public Safety 7 Fingerprint-Suspect,Adult/Juvenile Public Safety 7 Fire, Non-arson and Logs Public Safety 3 Flood Control- Drainage Facilities Public Works 6 Flood Control- Flood Zones Public Works 6 Flood Control-Insurance Programs Public Works 6 Flood Control-Polices/Procedures Public Works 6 Flood Control-Reports/Studies Public Works 6 Flood Control Development 5 Flood Records Development 7 Franchises Development 1 Fueling Transportation 1 Gas&Electric Rates Public Works 6 General Administrative Administration 10 General Orders Public Safety 13 ' General Orders, Policies/Procedures Public Safety 2 General Plan Amendments-Approved Development 7 General Plan Amendments-Denied Development 7 General Plan and Elements Development 7 General Subject Files Development 1 Goals&Objectives Administration 4 Grants-Parks(refer to Admin) Public Works 1 Grants-Street/Alleys (see Admin) Public Works 3 Grants—Water(see Admin.) Public Works 7 Grants,Community/Urban Development(includes CDBG) Development 2 Grievance Files Public Safety 14 Guns, Dealers Record of Sale Public Safety 7 Hazardous Waste Disposal Public Safety 4 Hazardous Waste Disposal Transportation 1 Hearing or Review Administration 1 Historic Preservation Inventory Development 2 History, Sanitation Public Works 2 Hourly Employees Administration 5 Immigrant Administration 5 Incident Files Development 2 Incident Reports Administration 10 Incident Public Safety 2 Incineration Plants, Sludge Public Works 2 Incinerator Operations, Treatment Plant Public Works 2 California Records Retention Guidelines Prepublication Edition4 Page E-4 Res.No.2000-96 INDEX Index,Attorney Case Administration 8 Informant Files Public Safety 7 Inspection Development 4 Inspection, Runway Transportation 2 Inspection, Safety Self Transportation 2 Inspections, Fire Prevention Public Safety 2 Insurance,ACCEL JT Powers Agreement Administration 11 Insurance; Certificates Administration 11 Insurance, Liability/Property Administration 11 Insurance,Workers Compensation Administration 11 Internet,World Wide Web Administration 7 Interpretations Development 7 Intersection Records Public Works 3 Inventory Finance 2 Inventory, Equipment Parts&Supplies Transportation 1 Inventory, Equipment&Supplies Public Safety 2&5 Inventory, Equipment-Parks Public Works 1 Inventory, Equipment-Water Public Works 7 Inventory, Information Systems Administration 7 Inventory, Records Administration 9 Inventory, Traffic Control Device Public Works 3 Inventory,Vehicle Ownership and Title Transportation 1 Investigations -Background Public Safety is Investigations-Background Hired Public Safety is Investigations-Notifications Public Safety 6 Investigations, Evidence Arson-Administration Public Safety 2 Investigations, Evidence Arson-Reports Public Safety 3 Investment Transactions Finance 3 Invoices Finance 1 Jail -Daily Logs Public Safety 7 Jail -Inmate Record Public Safety 7 Jail-Inspection Files Public Safety 7 Jail-Surveys Public Safety 7 Journals- Utility Billing Finance 1 Journals,Fire Station Public Safety 2 Labor Distribution Finance 3 Land Uses, non-conforming Development 2 Landscape-Parks Public.Works 1 Landscaping—Streets/Alleys Public Works 3 Ledger,General-Voucher Finance 1 Legal Advertising Administration 9 Licenses-Bicycle Public Safety 7 Licenses- Bingo, Mace Public Safety 7 Licenses- Business License Review Board Public Safety 7 Administrative Files Licenses-Duplicate(Pink), Secondhand Dealer, Public Safety 8 Pawn Brokers Licenses, Permits Transportation 1 Liens& Releases- Recorded Development 4 Liens& Releases-Supporting Development 4 Lighting Public Works 3 Lobbyist Registration Administration 3 Locations Public Works 7 Logs Development 5 Logs-Administration Development 2 California Records Retention Guidelines Prepublication Edition5 Page E-5 Res. No.2000-96 INDEX Logs-Auto Theft Public Safety 8 Logs-Case Assignment Public Safety 8 Logs-Code Enforcement Development 5 Logs-Daily,Activity Public Safety 8 Logs- Daily, Officer Public Safety 8 Logs-Daily,Report Summary Public Safety 8 Logs-Investigative(Pre-Arrest) Public Safety 8 Logs-Juvenile Detention Public Safety 8 Logs-Property Control Public Safety 8 Logs- Rap Sheet Public Safety 8 Logs-Subpoena Public Safety 8 Logs,Attorney Service Request Administration 9 Logs, Fire Equipment/Gear Public Safety 2 Lot Split Cases Development 8 Maintenance and Operations Transportation 1 Maintenance and Operations-Municipal Facilities Development 7 Maintenance and Operations-Parks Public Works 1 Maintenance and Operations- Public Works 2 Sanitation/Solid Waste/Wastewater Maintenance and Operations-Service Public Works 7 Maintenance and Operations-StreetslAlleys Public Works 3 Maintenance and Operations-Well &Pumping Public Works 7 Maintenance, FAA Transportation 2 Management Reports Administration 10 Maps&Plats Development 2 Maps-Parks Public Works 1 Maps-Streets/Alleys Public Works 4 Maps-Water Public Works 7 Maps, City Boundary Development 8 Maps, Plans, Drawings, Exhibits, Photos Development 8 Maps,Precincts/Voter Information Administration 3 Maps, Septic Wank Public Works 2 Master Plans-Streets/Alleys Public Works 3 Master Plans-Water Public Works 7 Master Plans,Annual Development 2 Media Relations Administration 10 Medical Leave Administration 5 Medical-Personnel Public Safety 2 Meter Operations Public Works 7 Meter Reading Finance 3 Minutes Administration 9 Minutes,Board Public Works 1 Motor Vehicle Pulls(DMV) Administration 6 Municipal Code Administration 9 Mutual Aid,Strategic Plans Public Safety 1 Negotiation Administration 6 Network information Systems(LANIWAN) Administration 7 Nomination Papers Administration 3 Non-Criminal Occurrences Public Safety 10 Non-Safety Employees Administration 6 Notices, Meeting Administration 9 Notifications and Publications Administration 3 Oaths of Office Administration 3 Opinions Administration 9 Ordinances Administration 9 Parades&Special Events File Public Safety 15 California Records Retention Guidelines Prepublication Editlon6 Page E-6 INDEX Res. No.2000-96 Parking-Lots Public Works 4 Parking- Regulations Public Works 4 Patrol Requests(Correspondence) Public Safety 13 Pawn Slips/Tickets Public Safety a Permits-Alcoholic Beverage Control License Public Safety 15 Permits-Concealed Weapons Public Safety 15 Permits- National Pollutant Discharge Elimination Public Works 7 System (NPDES) Permits-Others Public Works 7 Permits Development 4 Permits Public Works 4 Permits,Construction Development 2 Permits, Encroachment Public Works 4 Permits, Hazardous Materials Storage Public Safety 4 Permits,Improvement Public Works 4 Permits, Other Development 2 Permits,Oversize Load Public Works 4 Permits, Parking Public Works 4 Permits, Paving Public Works 4 Permits, Uniform Fire Code Public Safety 2 Permits, Use (Temporary) Public Works 4 PERS Employee Deduction Reports Finance 2 PERS,Social Security, SSI Administration 6 Personnel Records(copies) Administration 6 Pest Control Development 6 Petitions- Elections Administration 3 Petitions- Legal/Legislative Administration 9 Photographs- Daily Report(Negatives) Public Safety 8 Photographs-Inmates (Negatives) Public Safety 8 Photographs-Negative Log Public Safety 15. Photographs-Negatives, Misc. Public Safety 15 Photographs-Personnel Public Safety 15 Photographs Development 2 Photographs-Parks Public Works 1 Photographs-Streets/Alleys Public Works 4 Photographs, Negatives, Film Administration 11 Plans, Capital Improvement, Projects Public Works 4 Plans, Proposed Public Works 1 Policies &Procedures, Departmental Administration 4 Policies and Procedures-Naming and numbering Public Works 4 Policies and Procedures-Speed Limits Public Works 4 Policies and Procedures-Parks Public Works 1 Policies and Procedures-Water Public Works 7 Policy, Council/Proclamations Administration 10 Precinct Records Administration 3 Press Releases Public Safety 15 Press, Video Programs (Community Relations) Public Safety 15 Program Files and Directories Administration 8 Programs- Federal Aid Urban Public Works 5 Programs-Traffic Safety Public Works 5 Programs Development 6 Programs, Household Hazardous Waste Public Safety 4 Projects, Not Completed or Denied Development 3 Promotional Marketing—Eternal, Internal Administration 4 Property Files Public Safety 15 Property Original Public Safety 10 California Records Retention Guidelines Prepublication Edition? Page E-7 Res. No.2000-96 INDEX Property, Pawn BrokerlSecondhand Public Safety 15 Public Records Request Administration 9 Radar Calibration Records Public Safety 13 Railroad Right-of-way Public Works 'I Range Inventory Public Safety 10 Rates-Sanitation/Solid Waste/Wastewater Public Works 2 Rates-Water Public Works 7 Reclamation Public Works 8 Records Management Disposition Certification Administration 10 Records Management Administration 10 Records Retention Administration 9 Recruitment Administration 6 Recycling Programs Public Works 2 Redevelopment Development 6 Register Finance 2 Registers,Transient Vessel Reservation Transportation 3 Registration Files,Arson,Sex and Narcotics Public Safety 9 Regulations Development 5 Regulations Public Works 2 Relocation Files Development 8 Report,Accident(Copies) Transportation 2 Reports-Accident and Incident(Aircraft) Transportation 2 Reports-Accident Public Safety 13 Reports-Accident Public Works 1 Reports-Activity Public Safety 5 Reports-Airport Operational (Administrative) Transportation 3 Reports-Airport Operational(Regulatory) Transportation 2 Reports-Audit Administration 1 Reports-Bridges&Overpasses Public Works 5 Reports-Chemical Emissions Public Safety 5 Reports-Conservation Public Works 7 Reports-Consumption Public Works 7 Reports-Corrosion Control Public Works 8 Reports-Dealer of Gun Sales, Duplicate Public Safety 15 Reports- Departmental Administration 4 Reports- Discharge Monitoring Public Works 8 Reports-Drinking Water Corrections Public Works 8 Reports-Federal and State Tax Finance 3 Reports-Human Resources Administration 6 Reports-Hydrograph Public Works 8 Reports- Inspection Public Works 5 Reports- Lead Service Line Public Works 8 Reports- NOTAM (Notice to Airmen) Finance 3 Reports-NOTAM (Notice to Airmen) Transportation 3 Reports-Others Public Works 1 Reports-Public Education Public Works 8 Reports-Quality Parameters Public Works 8 Reports-Sanitary Surveys Public Works 8 Reports-Source Water Public Works 8 Reports-Staff Administration 4 Reports-State Certification Public Works 8 Reports-Studies(Sanitation/Solid Waste/Wastewater) Public Works 3 Reports- Studies Public Works 1 Reports-Studies Public Works 5 Reports-Survey Response Files Public Safety 5 Reports-Tonnage Public Works 3 Califomia Records Retention Guidelines Prepublication Edition8 Page E-8 Res. No.2000-96 INDEX Reports-Traffic Collision Fatalities Public Safety 14 Reports-Traffic Count Public Works 5 Reports-Variances,Water System Public Works 9 Reports-Vehicle Accident Public Works 5 Reports-Well Level Public Works 8 Reports Development 3 Reports Public Safety 11 Reports, Federal and State-Code Enforcement Development 5 Reports/Studies Public Works 4 Requisitions-Purchase Orders Finance 3 Requisitions-Stores Finance 3 Research Project Files Public Safety 11 Resolutions Administration 9 Resolutions, Board Public Works 1 Restraining Orders, Emergency Protective Orders, Public Safety 15 Temporary Restraining Orders, Legal Stipulations, Orders After Hearing Reviews, Internal/External Periodic Administration 1 Risk Management Reports Administration 11 Roster of Voters Administration 3 Rosters(Divisional) Public Safety 16 Routes, School Bus&Truck Public Works 5 Safety Employees Administration 6 Salary Records Finance 2 Schedules- Daily Public Safety 16 Schedules-Municipal Clerk Administration 9 Schedules -Watch Assignment/Timekeeping Records Public Safety 16 Schedules, Class& Events Public Works 1 Sealed-Adult Found Factually Innocent Public Safety 12 Sealed-Juvenile Public Safety 12 Seismic Retrofit Program Development 3 Signage Public Works 5 Signs (Temporary) Development 4 Slip Rental Index Transportation 3 Slip Rental Permits Transportation 3 Slip Rental Waiting List Transportation 3 Soil Development 6 Soil Reports Development 6 Sources Public Works 9 Speaker Requests Public Safety 16 Special Districts Development 5 Special Projects Administration 4 State Controller Finance 3 Statistical (Crime Analysis) Public Safety 11 Statistical (UCR), Uniform Crime Reports Public Safety 11 Street Names and House Numbers Development 3 StreetlAlley(Abandonment/Vacation) Development 5 Studies, Special Projects&Areas Development 3 Subpoenas (Duplicate) Public Safety 12 Support Services Administration 4 Surplus Property-Auction Finance 2 Surplus Property-Disposal Finance 2 Surveyor Field Notes Public Works 8 Surveys Development 3 Surveys and Studies Administration 7 Surveys,Water System Sanitary Public Works 9 California Records Retention Guidelines Prepublication Edition9 Page E-9 Res. No.2000-96 JNDEX Tapes-Audio,Telephone and Radio Communications Public Safety 12 Tapes-Audio,Video Administration 9 Tapes-Surveillance/Security Video(Jail) Public Safety 12 Tapes Information Systems Administration 7 Taxes Receivable Finance 1 Tests-Bacteriological Analysis Public Works 9 Tests-Chemical Analysis Public Works 9 Tests-Quality Public Works 9 Tests, Densitometer Results(Photo Lab) Public Safety 16 Traffic Signals Development 5 Traffic Signals Public Worsts 5 Training-Bulletins Public Safety 16 Training-Event Files Public Safety 16 Training-Lesson Plans, Range Public Safety 16 Training Materials Public Safety 4 Training-Personnel Public Safety 2 'training-Personnel(by name) Public Safety 16 Training-Schedules, Range Public Safety 16 Training Records-Non-Safety Administration 7 Training Records-Personnel(by name) Administration 7 Training Records-Safety Administration 7 Travel Records Administration 4 Underground Public Works 6 Underground Storage Tank- Public Safety 4 Maintenance and Operations Underground Storage Tank-Compliance Public Safety 4 Uniform Vouchers(by name) Public Safety 14 Unsuccessful Grants Administration 5 Use of Force Supervisory Review Files Public Safety 12 Utility Rebates Finance 3 Valve Main Records Public Works 9 Vehicle Assignment Transportation 2 Vehicle Ownership&Title Finance 2 Vehicle-Atsignment Reports Public Safety 14 Vehicle-Down Reports Public Safety 14 Vehicle Mileage Reimbursement Rates Administration 7 Vehicle- Repossession/Private Impounds Public Safety 14 Vehicle-Service Schedules Public Safety 14 Vendor Register Finance 3 Vests, Bulletproof Letters Public Safety 14 Violations, Drinking Water Public Works 9 Violations,Building, Property&Zoning Development 5 Volunteer Card Files Public Safety 16 Voter Affidavits Administration 3 Voter Registration Signature Copy Administration 3 Warrant Register Finance 1 Warrants-Felony Public Safety 12 Warrants-Misdemeanor Criminal Public Safety 12 Warrants-Parking Public Safety 14 Warrants-Served Public Safety 13 Warrants-Traffic Public Safety 14 Warrants- Unserved (Local) Public Safety 13 Weapons,Database Public Safety 14 Weed Abatement Public Safety 3 Weigh Scales Public Works 5 Workers Compensation Administration 11 California Records Retention Guidelines Prepublication Editionlo Page E-10 Res. No.2000-96 LEGEND Records Retention AC = Active AD = Adoption AU = Audit CL = Closed/Completion CU = Current Year D.O.B. = Date of Birth E = Election L = Life P = Permanent S = Supersede T = Termination California Records Retention Guidelines Prepublication Edition Page F- 1 Res. No.2000-96 CITATIONS B&P — Business and Professions H&S — Health & Safety CAC — California Administrative Code HUD — Housing and Urban Development CCP — Code of Civil Procedure OSHA—Occupational Safety & Health Act CCR-- Code of California Regulations PC — Penal Code CEQA— California Environmental POST — Police Officers Standards Quality Act Training CFR-- Code of Federal Regulations UFC — Uniform Fire Code EC — Election Code USC — United States Code FMLA-- Family & Medical Leave Act, WIC —Welfare & Institutions Code 1993 GC — Government Code California Records Retention Guidelines Prepublication Edition Page G- 1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association it -do- S EE Rec�rd Se 1e Tttfs7�enta0� �C�fatlon � Descriptor � 7"O-' z—"sg �.,'`: ;.,,:. -' •< '..,_.e c> ,�.. F .''�,.,- ,t9 �.- a'g fir.'y r r AXIOM e,., ..., .: AUDIT Annual Financial Report CL+2 GC34090 Independent auditor analysis Bonds CL+ 10 GC34090; Final bond documentation CCP 337.5 Budget P GC34090 Annual operating budget approved by Legislative Body Budget Operating S GC34090 Departmental Reference (copies) Hearing or Review AU+ 2 GC34090; Documentation created and or received in OMB A-128 connection with an audit hearing or review Reports AU +4 GC34090; Internal and/or external OMB A-128 Reviews, Cu GC34090; Daily,weekly, monthly, quarterly or other Internal/External GC6250 summary, review, evaluation, log, list, Periodic statistics, except a report COMMUNITY SERVICES Libraries CU +2 GC 34090 Books, art, gifts, donations, exhibits, theatre, music, special events, etc. Plaques P Historic value S orts Organization S +2 ELECTIONS Affidavit Index CL+5 EC 17001 Applications,Absentee E+ .5 EC 17505; From date of election Ballots and Envelopes EC 17302 Assisted, Challenged E +.5 EC 17304 From date of election Voters List Ballots E + .5 EC 17302 From date of election; ballots submitted to precincts/City Clerk that were not used- unless contested (EC 17302(c)).retention by court order Ballots p California Property related fees (Assessment Ballot Prop.218(Assessment Constitution proceeding) Districts) Art.Xlll California Records Retention Guidelines Prepublication Edition Page 1 - 1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Record S�r�esa7it(e�� detention � C�tat�a�� , , � � bescriptor �g �� Calendar E + 2 GC 34090 Canvass P GC 22932; Notifications and Publication of Election; EC 17130; Records used to compile final election EC 2653 results, including tally sheets, voting machine tabulation, detailed breakdown of results; special election results Certificates of Election T+4 GC 81009(a) Certificates of election; Original reports d and statements Charter P GC34458- Chapter designations by Secretary of Amendments/ 60; State following adoption of voters Measures GC34090 Fair Political Practices Administration/ CU + 5 FPPC Opinions Campaign Statements and Conflict of Interest Campaign P GC81009(b) FPPC Filings disclosure, Elected Campaign E + 5 GC81009(b) FPPC Filings disclosure, Not Elected Campaign E + 7 GC81009 FPPC Filings disclosure- Unsuccessful aft other committees Candidate E + 4 Sample ballot retained permanently. Statements History P GC 34090 History of elections, sample ballots, certificates of destruction, other resolutions re: elections Statement of T +7 GC 81009(e) FPPC Filings economic interest - Elected Officials California Records Retention Guidelines Prepublication Edition Page 1 -2 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Statement of E + 5 GC 81009(b) FPPC Filings economic interest- Not Elected Lobbyist Registration P EC 81009 b Statements Maps, Precincts/Voter E + 2 GC 34090; Information EC 17501; EC 17301 Nomination Papers Successful E +4 EC 17100 Unsuccessful E + 2 GC 81009 b Notifications and E +2 GC 34090 Proof of publication or posting,certification Publications and listing of notice of posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election Oaths of Office T+ 6 GC34090; Elected Officials 29 USC 1113 Petitions .75 EC 17200, From date of filing or election; Initiative, 17400; GC referendum, recall, Charter Amendments 7253.5; EC 14700 +GC 3756:8 Precinct Records E + .5 EC 17503 From date of election: Precinct official material; declaration of intention, precinct board member applications, orders appointing members of precinct boards and designating polling places Includes notice of appointment of office and record of service Roster(Of Voters) E + 5 EC 17300 From date of election; Initiative, referendum recall, general municipal election, Charter Amendments Voter Affidavits CL+ 5 EC 17000 Voter Registration CU + 5 , EC 17000 Fire, special or school district Signature Cop California Records Retention Guidelines Prepublication Edition Page I -3 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Record,Series TrtTe� �C�tatron � �� ... -.,,`._,?fir -.1ve..�:Y. .- .. . NGENIERAL SUBJECT nistration P GC 34090 a hies GU +2 GC34090 ifications and P GC 34090; Includes supplemental Personnel Appointments GC 12946; records. Wage rate tables 2 years. 29 CFR 516.6(2); 29 CFR 1602.4 Correspondence/ CU +2 GC34090(d) If not attached to agreement or project file Originating Department Goals& Objectives CU +2 GC34090 Departmental goals&objectives Policies & Procedures, S + 5 GC34090(d) Retain while current Departmental Promotional Marketing External CU + 7 Internal 2 Reports Departmental CU +2 GC34090 Special/or final summary, review or evaluation Staff CU + 2 GC34090 Non-agenda related, includes supporting documentation Special Projects CU +2 GC34090 Support Services CU + 2 GC34090 Reproduction; printing; postallmailing services, other Internal resources Travel Records CU + 2 GC34090 GRANTS Community T+4 GC34090; Applications, reports, contracts, Development Block 24 CFR supporting documents; *OMB Cir. A-102, Grant and Urban 570.502 A-110, A-128 Development 24 CFR85.42* Federal and State CL + 5 GC34090 Refer to grant application close-out rocedure Financial Records CL+ 5 GC34090 Refer to grant application close-out procedure California Records Retention Guidelines Prepublication Edition Page 1 -4 Res. No.20M96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association . ::z Record Swiries Tale �� ' ��RetenL"i—!"M �,e ..mot:'v .�^, .. :: �A Unsuccessful CL+2 GC34090 Applications not entitled HUMAN RESOURCES Benefit Plan Claims P GC6250 et May Include dental, disability, education, seq; health, life and vision including OMB A-129 dependent care and Employee Assistance 29 CFR *29 CFR 1637.3; 29 USC 1027; 29 CFR 1602.30; 32; 1627.3; 29 USC 1113 Lab Rel Sec 1174* Benefit Plan CL +4 GC34090; Enrollment, Denied OMB A-128 Bond, Personnel T+2 GC34090 Employee Fidelity Bonds Fidelity Employee Handbook S + 2 GC 34090 General employee information including benefit plans Employee Programs CL +2 GC 34090; Includes EAP and Recognitions GC 12946 Employee Rights GC12946; May include Arbitration, grievances, General Employees T + 2 29 CFR union requests, sexual harassment and Safety(Police) T + 5 1602; 29 Civil Rights, complaints, disciplinary USC 211 actions (e); 203(m); 207 Hourly Employees T+ 6 GC12946; *29 CFR 1627.3, Labor Relations Section GC34090* 1174 Immigrant Immigration 1-9's Reform/Con- trol Act 1986 Pub.L 99-603 Medical Leave CL + 30 FMLA 1993 May include Family leave; certifications; US OSHA; tests; W-4's; 29 CFR; *29 CFR 1602.30.32; 49 CFR 193-9; 1910.20* California Records Retention Guidelines Prepublication Edition Page 1 -5 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association r =0 S t 4 'fir V�c t °fit a$u - lE. Y&� " c Record Sere 3tle e�enon ifaiort ©$scriptor L,:. :� w_�a � ; ,. , Motor Vehicle Pulls DM CL+7 GC12946,* *CA 91009; 8 USC 1324 a Negotiation P 29 USC Notes, notebooks, correspondence, Sections contracts,and Memorandums of Agreements 211(c), 203(m),207 Non-Safety Employees T+3 Reference: Non-safety employees may include: Release 29 CFR Authorizations; Certifications; 1627.3; CCR Reassignments; outside employment; Sec 1174;29 commendations disciplinary actions; CFR terminations; Oaths of Office; evaluations- 1602.30.32; pre-employee medicals;fingerprints; GC6250 et identification cards (1D=s)*1607.4; 29 CFR seq; 29 CFR; 655.202; 29 CFR 516.6 et seq; 45 CFR GC 12946, 1068.6(a) 34090* Personnel Records CU +2 GC34090; Attendance; evaluations; drafts; worksheets; (copies) GC6250 postings PERS, Social Security, P 29 CFR EEOCIADEA SSI 1627.3(2); GC 12946, 34090 Recruitment CL +3 Reference: Applications, resumes,alternate lists/logs, GC12946; indices; ethnicity disclosures; examination GC6250 et materials; examination answer sheets,job seq; bulletins;eligibility; electronic database 29 CFR 1602 et seq 29 CFR 1607; 29CFR 1627.3 Reports CU+2 GC34090 Employee statistics, benefit activity; liability loss Safety Employees T+5 Reference: Police,fire,emergency employees may 29 CFR 16273; include; Release Authorizations; CCR Sec Certifications Reassignments; outside 1174; employment; commendations disciplinary 29 CFR actions; terminations; Oaths of Office; 1607.4; * evaluations-pre employee medicals*29 CFR 1602.30.32; 29 CFR 655.202; 29 CFR 516.6 et se ; 45 CFR 1068.E a California Records Retention Guidelines Prepublication Edition Page i -6 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Surveys and Studies CU +2 GC 12946, Includes classification,wage rates 34090; 29 CFR 516.6(2); 29 CFR 1602.14 Training Records CU +7 GC6250 et Employee applications, volunteer Non-Safety seq program training, class training materials, internships; Personnel (by name) T+ 7 GC34090 Paperwork documenting officers= internal and external training Safe CU +2 GC34090 Certifications/desig nations Vehicle Mileage S +2 GC 34090 Annual mileage reimbursement rates Reimbursement Rates INFORMATION SERVICES Internet, World Wide S +2 GC34090 Management/Policies and supporting Web documentation Inventory, Information S + 2 GC34090 Hardware/Software Inventory logs; Systems systems manuals Network Information CU +4 GC34090; Configuration maps and plans Systems (I_ANMAN) CCP 337.2; 343 Program Files and CU + 2 GC34090; Annual backup Directories CU + (2 GC34090.7 Daily backup mos.) CU + 1 Monthly backup CU + .5 Weekly backup Tapes Information CU +2 GC34090 System Generation Systems Califomia Records Retention Guidelines Prepublication Edition Page 1 -7 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association ' ;;s"�' rn<.... .. .. . z.r..."' .,,,�k.�.<»,x?, a a•x....-�� .`.T., <.> lr �,. ..-- �w._e_ w.E ..r..:. .'��.�.�, a . E:� LEGAL! LEGISLATIVE Agendas CU+2 GC34090 Original agendas and special meeting notices,including certificates of posting, original summaries,original communications and action agendas for Council,Boards and Commissions Agenda Reports (Master, CU+2 GC34090(d) Documentation received,created and/or Subject Files) submitted to Council Appeals, Civil CU+3 CCP 583.320(a)(3); GC 34090 Applications, Boards, CL+2 GC34090 Not selected Commissions, Committees Applications,Boards, T+5 GC34090; Selected Commissions, GC40801 Committees Articles of Incorporation P GC34090; CCP 337.2 Case Lag CL+7 CCP 337.2; From Close of cases listed; Chronological 343 listing of cases Case Records -(High P GC6254 Significant cases which have importance/or Profile) set legal precedence. Includes logs, complaints, police reports, court orders, motions, notes, briefs Case Records CO+7 42 USC Includes logs, complaints, police reports, s1983 court orders,motions,notes,briefs,closing statements(unless minors-3 years after attaining 18 Contracts and T+5 CCP 337.2, Includes leases,equipment, services or Agreements 343; supplies Excl.Capital B&P7042.5;* *PU7685; 48 CFR:2; GC53066 Improvement Incl. Capital P 2.08.110;* Construction Im rovement *GC37090a; 4004; H&S 19850 Index,Attorney Case L GC6254 Including notations on activities related to case California Records Retention Guidelines Prepublication Edition Page 1 -8 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association R�cdrd�Se�ies�Tttte ��, �Re�tention Ctfa��dn � �' Legal Advertising CU +4 CCP 343,349 Includes public notices, legal publications et seq.; GC 9112; GC 34090 Logs,Attorney Service CU+2 GG34090 Service request,summaries of monthly Request requests Minutes P GC34090(d); Official minutes and hearing proceedings of GC36814; governing body or board,commission or GC40801 committee Notices,Meeting CU+2 GC 34090.7, Special meetings 54960.1 c 1 Opinions S+2 GC34090; Confidential GC6254 Ordinances P GC34090(d)4 Charter amendments; municipal code 0806 Petitions Cu+ 1 GC50115; Submitted to legislative bodies GC6253 Resolutions P GC34090(d) Legislative actions 40801 Tapes;AudiolVideo CU +3 GC 34090.7 When used for minute preparation and may MOS. have historical value. MUNICIPAL CLERK Assessment Districts P GC 34090 Ori inal documentation Inventory, Records CU +2 GC34090;80 Inventory of.non-current or inactive records OPS Atty. holdings and location, indices. Tapes may be Gen. 106 recycled. Municipal Code P GC 34090 Supplements included Public Records Request CL+2 GC 34090 Records Management CL+2 GC34090 Document includes retrieval,transfers- inactive Records Management P GC34090 Documentation of final disposition or records Disposition Certification Records Retention S+4 CCP 343 Schedules California Records Retention Guidelines Prepublication Edition Page t -9 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City Clerk's Association Record Series Titt Rd Retetrcn C�Ea#RQn �z 5 Derpfor ,a . OT_ . .Y W- POLICIES/ PROCEDURES General Administrative S +2 GC34090; All city policies and procedures 40801 Policy, Council/ S + 2 GC34090 Policies, directives rendered by Council Proclamations not assigned a resolution or ordinance number PUBLIC FINANCING AURTHORITY Administration P GC 34090 Financial Records P GC 34090, 40802, 53901 Management Reports 2 GC 34090 PUBLIC INFORMATION Brochures, S + 2 GC 34090 Lnpewslefter, blications, bulletins Calendar, City CU + 2 GC 34090 Media Relations CU + 2 GC 34090 includes cable, newspaper, radio, message boards, presentations. RISK MANAGEMENT Accident Reports - City CL + 7 29 CFR Reports and related records 'Assets 1904.2; 29;* * CFR 1904.6 Bonds, insurance P CCP 337.2; Bonds and insurance policies insuring 343 city roe and other assets Claims, Damage CL + 5 GC34090; Paid/Denied G C25105.5 Incident Reports CL + 7 29 CFR Theft, arson, vandalism, property damage 1904.2; 29 or similar occurrence (excluding fire/law CFR 1904.E 1 enforcement California Records Retention Guidelines Prepublication Edition Page 1 -10 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Administration Final, August 1999 California City. Clerk's Association Recar Se��es'rrtte h Rate t anyCrfafron' � s 'k Descr�ptar Eh Insurance, ACCEL JT P GC34090 (Authority California Cities Excess Powers Agreement Liability Insurance) B Accreditation/ MOU=s{a reementfa endas Insurance, Certificates P GC34090 Insurance certificates filed separately from contracts, includes insurance filed bv licensees Insurance, P GC34090 May include liability, property, Certificates Liability/Property of Participation, deferred, use of facilities Insurance, Workers P GC6410; Indemnity; PERS -working files - Compensation 29 CFR originals with Administrator 1910.20 Photographs, CL +2 GC34090 Negatives, Film Risk Management CL + 5 OMB 1220- Federal OSHA Forms; Loss Analysis Reports 0029; 29 Report; Safety Reports ; Actuarial Studies CFR1904.4; GC 34090 Workers P CCR 14311; Claim Files, Reports, Incidents Compensation 15400.2; CA (working files) originals filed with Labor Code Administrator 110.139.E California Records Retention Guidelines Prepublication Edition Page 1 - 11 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association ' i- � X' ' rx s � ,� - � � � �`"✓ '�E� � €�.' t dry r'� x x -... tf ��__ � ADMINISTRATION Benchmark Data CU + 2 GC34090d Horizontal, vertical & control Bids & Proposals CL + 2 GC34090d Unsuccessful Bonds CL + 10 CCP 337.5 Housing; Industrial Development Development Security CL + 2 GC34090 Documentation created and or received in connection with the performance of worklservices for the city, or for parcel maps and subdivision work Code Books P GC34090e National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements Contractor CU + 2 GC34090d Current listing Correspondence CU + 2 GC34090d Working documentation Development L GC34090 Mitigation measures; filed with case files Conditions Development P CCP337, Infrastructure contracts, franchises. Agreements 337.1(a), Original maintained for 7 years. 337.15; GC34090;4 8 CFR 4.703 Development P GC34090a Landscape mediums, parkway Standards landscape development, public works construction Drawings, Project Plan CU + 2 GC34090d Does not include those usually filed with case or project Franchises P GC65864, Including subdivision agreements, 65869.5, contracts for sale or purchase of 34090* property, cable, grant of easements andlpr involving construction of improvements *CCP 337.2, 343; AC16023 General Subject Files CU + 2 GC34090d Internal working files including correspondence California Records Retention Guidelines Prepublication Edition Page 2 - 1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association tecard Series T#le ReteRtian C�tafian Descroptai A Grants, CL +4 24CFR Project files, contracts, proposals, Community/Urban 570.502(b) statements, reports, sob-recipient Development (includes (3); 241CFIR dockets, Environmental review, grant CDBG) 85.42 & documents, applications, Inventory, OMB Cir.A- consolidated plan, etc. Includes Section 110, Attach. 108 loan guarantee *OMB Cir. A-102 & C; * 128, HUD regulations Historic Preservation 2 GC34090d Historic structures & landmarks inventory incident Files 2 GC34090d Emer enc Call Outs Land Uses, P GC34090a Building or site usage which does not nonconforming conform to current standards Logs CU + 5 Logs, registers or similar records listing permits, certificates of occupancy issued; may include inspection, building activi , daily, plan check, utility Maps & Plats P GC34090a Engineering & field notes and profiles; cross-section of roads, streets, right-of- way, bridges; may include annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire hydrants, base maps, etc. Master Plans, Annual S + 2 GC34090 Special or long range program plan for municipalities—coordination of services; strategic planning Permits, Construction P GC34090a; Plans, building, signs, grading, H&S19850; encroachment, including blueprints and 4003; 4004 specifications Permits, Other CL + 2 GC34090d Alterations, encroachment, excavations, road,street sidewalks & curb alterations, transportation, swimming pool drainage, temporary uses, etc. �Photographs S + 2 J.GC34090d Aerial photographs California Records Retention Guidelines Prepublication Edition Page 2 -2 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association t�lY�rSei@$�{f@t��LOr1 A1lOSk�� x OW,, e V Projects, Not CL + 2 GC34090d Building, engineering, planning Completed or Denied Reports CU +2 GC34090 Activity, periodic Seismic Retrofit P GC34090a Includes Certificates of Compliance Program Street Names and P GC34090a Street dedications, closings, address House Numbers assignment/changes Studies, Special CL + 2 GC34090d Engineering,joint powers, noise, Projects &Areas transportation Surveys P GC34090a Recording data and maps California Records Retention Guidelines Prepublication Edition Page 2 -3 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association 777 I#eord 5er es Title � �}.�� Ret+�nt�ot� Citation �- � Des raptor "P BUILDING Blueprints, CL + 2 GC34090d Submitted by contractors with Specifications application for permit and builds for Certificate of Occupancy Certificates L GC34090a Compliance, elevation, occupancy which affect real ro e Construction P GC34090a; New commercial and residential (Approved) 4003; 4004; construction, tenant improvements room H&S 19850, additions, spa, signs, black wall, 19853 remodel including security bonds Inspection CL + 2 GC34090d Correspondence, fees, appeal requests, reports Permits P GC34909a; Plans, building, signs, grading, H&S 19850; encroachment permits 4003;4004 Signs (Temporary) S + 2 GC34090d Home occupations, off-promise signs CODE ENFORCEMENT Abandoned Vehicles CL + 2 GC34090d Case Piles CL + 2 GC34090d Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement, vehicle abatement, citations, massage parlor permits, general Liens & Releases, Supporting CL + 2 GC34090 Utilities, abatement, licenses Recorded P California Records Retention Guidelines Prepublication Edition Page 2 -4 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association .,.=s � kR�� Record SertesT�tfe=p ,_; � etel�tEon mCifat�on '- Descri for Los CU + 2 GC34090d Lien Recovery, citations, complaints Regulations S + 2 GC34090d Includes rules Reports, Federal and P GC34090a Code enforcement statistics; may State contain records affecting title to real roe or liens thereon Violations, Building, CL + 2 GC34090d Supporting code enforcement activity Property& Zoning ENGINEERING Capital Improvement CL + 10 CC337.15 Supporting documents including bidders Projects list, specifications, reports, plans, work orders, schedules, etc. Construction Tracking, P CC337.15 Assesses value of real property Dail Drawings, Traffic P GC34090a Signs, signing & striping, road Control Plan construction Flood Control CL + 2 GC34090d Storm Drains Special Districts P GC34090a Supporting documents re: improvement, lighting, underground utility; bonds, taxes & construction Street/Alley CL + 2 GC34090d Relinquishment of rights and fee title (Abandonment/ Vacation Traffic Signals CL + 2 GC34090d Counts, collisions, accidents ENVIRONMENTAL QUALITY Air Quality (AQMD) CU + 7 CCP 338(k); Participants/voucher logs, Total Daily GC34090 Mileage Survey (TDM); various local authorities; Commute Alternative Asbestos P GC34090a Documents abatement projects, public buildings California Records Retention Guidelines Prepublication Edition Page 2 -5 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association 7 �' F DISC California P GC34090a + Exemptions, Environmental Impact Environmental Quality CEQA Report, Mitigation monitoring, negative Act (CEQA) Guidelines declaration, notices of completion and determination, comments, statements of overriding considerations Congestion CU + 2 GC34090d Ride sharing, trip reduction Management Environmental Review CL + 2 GC34090d Correspondence, consultants, issues, conservation Pest Control CU + 2 GC34090d Pesticide applications, inspections & sampling, documents Soil CL + 2 GC34090d Analysis, construction recommendations Soil Reports P GC34090d Final Reports HOUSING Bonds CL + 4 CCP 337 Revenue Bond Documentation Programs CL + 3 24 CFR Includes comprehensive Housing 570.502(b)( Authority Strategy, Meeting Credit 3); 24 CFR Certificate, Housing bond advisory, 85.42 $ HOME, In-Lieu Housing Mitigation, OMB Cir. A- LowlModerate Housing, Rental Housing 110, #C Assistance Redevelopment Budgets P GC 34090, Includes annual audit 40802, 53901 Bond issues P GC43900 et se . California Records Retention Guidelines Prepublication Edition Page 2 -6 Res.No.200046 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association 6 RGCV'" .�$r!@� ate� �BtBntl0�1 3�iltatl011 � . .,.., _ 3, fl$SC�F}?to! r a MUNICIPAL FACILITIES Capital Improvements, P 2.083110; Contains records re: Planning, design, Construction GC34090a; construction, conversion or modification 4004; H&S of local government-awned facilities, 19850; structures & systems GC34090a Facility Rentals/Use CU + 2 GC34090 Permits, contracts, diagrams, schedules, insurance binders Maintenance & CU + 2 GC34090d Service requests, invoices, supporting Operations documentation; buildings, equipment, field engineering, public facilities including work orders and graffiti removal PLANNING Case fifes, Planning P GC34909a; Pertains to real property. May include and Zoning H&S 19850; blueprints, drawings, maps, plans, 4003;4004 reports, evaluations, correspondence, uses, permits, variances, studies, appeals, compliance certificates, lot line adjustments or other planning-related matters brought before legislative body Certificates L GC34090 Retain during life of structure Flood Records CU + 2 GC34090 General Plan and P GC34090 Includes sphere of influence Elements General Plan Amendments Approved CL + 2 GC34090 Denied CU + 3 GC65103; * * GC50110 Interpretations CU + 2 - GC34090 California Records Retention Guidelines Prepublication Edition Page 2 -7 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Development Final, August 1999 California City Clerks' Association Maps, Plans, P GC34090; Zoning, tentative subdivision, parcel, Drawings, Exhibits, H&S 19850; land use map, aerial photos, specific Photos GC34090.7 plans PROPERTY Abandonment P GC34090a Buildings, Condemnation, Demolition Acquisition/ CL + 10 GC34090a; Supporting documents re: sale, Disposition GC6254 purchase, exchange, lease or rental of ro ert by City__ Annexation Case Files P GC34090a Report , agreements, public notices Appraisals CL+ 2 GC34090; Exempt until final acquisition or contract GC6254 h agreement obtained Deeds & Promissory P GC34090a * * 24 CFR 570.502(b)(3); 24 CFR 8.42 & Notes OMB Circ. SA-110 Maps, City Boundary P GC34090d Recorded maps, surveys, monuments Lot Split Cases P GC34090 Relocation Files CL + 2 GC34090 e.g., Redevelopment California Records Retention Guidelines Prepublication Edition Page 2 -8 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association '� _ r a. - a gvt rem, Record 8ertes�Ttfle ¢ Retention Citall ion; r pescri fare ACCOUNTING Accounts Payable AU + 4 GC34090 Invoices, check copies, supporting documents Accounts Receivable AU +4 GC 34090 Applications CI_ + 2 GC34090 Utility connections, disconnects, registers, service Assessment Districts. P GC 34090 Collection information; Original documentation files with municipal clerk Bank Reconciliations AU + 5 GC34090; Statements, summaries for receipts, 26 CFR disbursements & reconciliations 16001-1 Billing Records AU + 2 GC34090 Customer name, service address, meter reading, usage, payments, applications/cancellations Budget AU + 2 GC 34090 Budget adjustments, AU + 2 GC34090 Account transfers journal entries Checks AU + 5 GC34090; Includes payroll, canceled & voided CCP 337 checks Deposits, Receipts AU + 4 GC 34090; Checks, coins, currency CCP 337 Invoices AU + 2 GC34090 Copies sent for fees owed, billing, related documents Journals Utility Billing CU +2 GC34090 Billing including monthly activity Ledger, General P GC34090; * * CCP 337 Voucher AU + 4 GC34090; Account postings with supporting CCP 337 documents Taxes, Receivable AU + 3 CCP338 Warrant Register AU + 2 GC 34090.7 ADMINISTRATIVE SERVICES Bud et Operating (copies) S GC34090 Departmental Reference California Records Retention Guidelines Prepublication Edition Page 3 -1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association �z Recur arras Title ` lee tram Ctfation � � n � �� a �� Descclptar ' � � ��, �. �` Budget, Proposed CU + 2 GC34090 Presented to Council Adopted P GC 34090 FIXED ASSETS Inventory AU + 4 GC34090; Reflects purchase date, cost, account 26 CFR 301 number 65-1I F Su!plus Propedy Auction AU + 2 GC34090 Listing of property Disposal AU + 4 GC34090; Sealed bid sales of equipment CCP 337 Vehicle Ownership & Title L VC 9900 et Title transfers when vehicle sold Seg. LICENSE Business T + 4 GC34090; Paid & reports CCP 337 PAYROLL Adjustments AU + 4 GC 34090 Audit purposes 29 CFR 516.5— 516.6 Employee Time Sheets AU + 6 GC34090; Signed by employee for audit & FEMA 29 CFR Reports 516.2* *20 CFR 516.6(1); IRS Reg. 31.6001- 1 e x ; R&T 19530; LC 1174 d PERS Employee Deduction T+ 4 GC34090; Record of deductions Reports CAC 22- (PERS Public Employee Retirement 1085.2 System) *26CFR 31.6001-1;29 CFR 516.5, 516.6, LC1174d Register P GC34090; Labor costs by employee & program GC37207 Salary Records T + 3 GC34090; Deduction authorization, beneficiary 29 CFR designations, unemployment claims, 516.2 1 garnishments California Records Retention Guidelines Prepublication Edition Page 3 -2 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association Record Serjesle� £ j4 �Retention �Gita�on� �� :�D raptor , �,�� PURCHASING Bids, RFQ's, RFP's AU +4 GC34090; Requests for Qualifications; Requests Successful AU +5 CCP 337; * for Proposals regarding goods and Unsuccessful CU +2 services * GC 25105-1, GC 34090 Re uisitions Purchase Orders AU +4 GC34090; Original documents CCP 337 Stores CU +2 GC34090 Completed forms for ordering Vendor Register P GC34090 Alpha vendor listing of purchase orders, invoices, account numbers and check date REPORTS Audits P GC 34090 Deferred Compensation T + 5 GC34090; Records of employee contributions 26 CFR and city payments 16001-1* -29 CFR 1627.3(2) Federal and State Tax AU +4 GC34090; Forms 1096, 1099, W-4's and W-2`s 29USC 436 *26 CFR 31.6001.1-4; IRS REG 31.6001- * 1 e 2 ;R&T 19530;29 CFR 516.5-516.6 Financial, Annual AU + 7 GC 34090.7 Investment Transactions P GC34090; Summary of transactions, inventory& CCP 337; earnings report GC 53607 Labor Distribution AU + 2 GC34090 Costs by employee & program Meter Reading CU +2 GC34090 State Controller P GC34090 Controller may destroy after 5 years Utility Rebates CU +2 GC34090 TREASURER Bank Statements AU +2 FC 3368, Financing authority 30210; GC 43900 et seg. Bonds Califomia Records Retention Guidelines Prepublication Edition Page 3 -3 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Finance Final, August 1999 California City Clerks' Association Record ri�xa�Serje�sTit g: � Retentron Citafiorf 'E',p Qesct�pfor� , .:. �. Account statements CL + 10 GC34090; Monthly statement of transactions. CCP 337.5 Administration CL + 10 GC34090; Supporting documents CCP 337.5 Bonds and Coupons CL + 2 GC34090; Paid/canceled 53921 California Records Retention Guidelines Prepublication Edition Page 3 -4 Res.No.2000-aB CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Emergency Management Final, August '1999 California City Clerks' Association =��_`��''��•�.�v�� 3� 'tea ;a �`�'��,� � �� '�` ss^� ; �¢� �: Recard5eriesitie ��Retentiorr Citat�on� � ��descr� tar xi�� .,. ': .,:� ..- � � .-.x.�s°. �.� a3 _' °v , � :, .;,, .. M: Mutual Aid, Strategic Plans 3+2 GC34090 California Records Retention Guidelines Prepublication Edition Page 4- 1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Fire Safety Final, August 1999 California City Clerks' Association z� Record 5eraes Title Reirention, C1tation�` W QU�r„,v"..l..�'",i,z ADMINISTRATION Books, Fire Code S + 3 GC34090.7 Include OPS manuals CCP 340.5 General Orders, S + 2 Policies/Procedures Inspections, Fire Prevention CL + 3 UFC 103.34 Alarmtsprinkler systems, prevention efforts Investigations, Evidence Arson P PC 799 Support prosecution resulting in homicide Investigations, Evidence Arson CL+ 6 PC 800 Great bodily harm, inhabited structure or rape Journals, Fire Station CU + 2 GC34090 Activities, personnel, engine company Permits, Uniform Fire Code CL+ 2 GC34090 PERSONNEL Exposure T+ 30 29 CFR Sampling results, collection 1910.1020 methodology, background Exposure T+ 1 29 CFR Laboratory reports and worksheets 1910.1020 Medical T+ 30 29 CFR 1910.1020 Medical T+ 2 29 CFR Employees less than one year 1910.1020; "` *GC34090 Training T+ 2 GC34090 Certifi cationsIdesig nations PROPERTY Apparatus/Vehicle CU +2 GC34090 Repair and Maintenance CCP 340.5 * *8 CAL Code Reg. 3203 b 1 Inventory, Equipment & CU +2 GC34090 Supplies Logs, Fire Equipment/Gear CU +2 GC34090 REPORTS incident CL + 3 GC34090 Dispatch and daily logs CCP338 LLCCP 340.5 California Records Retention Guidelines Prepublication Edition Page 4-2 Res.No.2WO-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Fire Safety Final, August 1999 California City Clerks' Association Field, Non-fire and Los CU + 2 GC34090 Fire, Non-arson and Los CU +2 GC34090 Investigations, Evidence Arson CL + 3 PC 801; UFC Structure 104.32 Weed Abatement CL +2 GC34090 Reports, assessments, resolutions, documentation California Records Retention Guidelines Prepublication Edition Page 4-3 Res.No.2000 a6 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Hazardous Materials ' Final, August 1999 California City Clerks' Association '- Recorci Hazardous Waste Disposal CU + 10 CAL OSHA; Documentation re handling and disposal 40 CFR of hazardous waste 122.21 Permits, Hazardous Materials CU + 2 GC34090 Departments consistently recommend Storage permanent retention of environmentally sensitive materials. Programs, Household S +2 GC34090 Hazardous Waste Training Materials S +2 Cal Code* Standards and Administration *Reg. 3204(d), et s Underground Storage Tank Compliance P GC34090a Documents re: storage Maintenance & Oper. CU +2 GC34090 Location, installation, removal, remediation California Records Retention Guidelines Prepublication Edition Page 4-4 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Pudic Safety: Law Enforcement Final, August 1999 California City Clerks' Association Record Series Tale , " x �"Refenp�tiorti ' Citation�; �� `��-� ' iQ�scriptor�� ; ' ' ADMINISTRATION Accounting/Cash CU + 2 GC34090 Reconciliations Alarm Records CU + 2 GC34090 Claim Files CL + 6 PC 832.5 Claim copy, correspondence, photographs, supporting documents relative to incidents involving the Police Department filed by citizens Department Manual S Changes to manual are recorded in the General Orders (permanent) Equipment T+ 2 GC34090 Retained until termination of Communication equipment use; Manuals, instructions, procedures Inventory S + 2 GC34090 Listing of equipment assigned to division, to whom it is assigned Reports CU + 2 GC34090 Weeklylmonthlylquarterlyl Activity annual activitylstatistical reports by division. Retain only one form for retention period Chemical Emissions CU + 2 GC34090 Survey Response CU + 2 GC34090 Surveys, responses, correspondence Files with other agencies requesting statistical data INVESTIGATIONS Administrative/internal CL + 5 PC 832.5 Initiated by citizens complaints or EVC 1045 internally initiated; includes GC 12946 complaint, reports, findings PC 801.5; 803(c) VC 2547 Asset Forfeiture CL + 2 GC34090 Investigations/ Proceedings Case File California Records Retention Guidelines Prepublication Edition Page 4-5 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Record Series �tls sgwF etention �Cltatlun _ E iR Descriptor -� Notifications CU + 2 GC34090 To legal property owner prior to case filing that property is subject to asset forfeiture proceedings. If case is filed, notification becomes part of forfeiture case file. Case Books, Investigative CL+ 2 GC34090 Retained by division until a case is suspended/closed; transfer to Records Division to be filed with associated Daily Report DR file Case Files P PC 799 Homicide Investigator's File Narcotics (No CL + 2 GC34090 Retained by division until no longer arrest, Narcotics useful for investigative purposes Cases Officer Involved CL + 25 GC34090 Shootings Court CU + 7 GC34090. Printouts of daily court scheduling Daily Schedule 7 Sign-In Logs CU + 2 GC34090 Logs officers' names, time in/out for court appearances Tracking System CU + 2 GC34090 Database records subpoena number, Records officer name, case number, defendant name, district attorney name, court information disposition Evidence, Disposition Forms Attach to duplicate Property Report, file w/DR in Records Division Fingerprint T + 2 GC34090 Paperwork authorizing fingerprinting Applicants Files and background checks for city employment applicants and business license applicants Inked/Palm Cards AC + 20 Persons booked into detention facility; (Copies distributed to county, state, federal agencies) California Records Retention Guidelines Prepublication Edition Page 4-6 Res. No.2000-196 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement . Final, August 1999 California City Clerks' Association RecoCd 5enes T.tt �. R®tetwR Citation i " r Descriptor Records Latents Approp. 1) Retain for applicable case statute PC of limitation; 2) or until evidence in Section case is destroyed; Hard copy and digitized Suspect, CL Law Adultsljuveniles suspected of a Adult/Juvenile Enforce- crime,taken for comparison. Destroy ment after original purpose achieved Manage- meet Guide by POST Guns, Dealers Record of Sale CU + 6 PC 12070 Applicants, Monthly Gun Audits, Applications Denied, Stolen (DOJ File Informant Files T+ 10 Legal notifications, identification information, payment information, activities information Jail CU + 6 GC34090 Daily report of staffing, Daily Logs booking slreleases, transfers, transportation Inmate Record Dependent on facility's classification; see Laws and Guidelines for Local Detention Facilities by Board of Corrections State of California Inspection Files CL + 6 Inspections by various agencies Surveys CL+ 2 GC34090 Prepared quarterly, forwarded to State Board of Corrections Licenses CU + 2 GC34090 Bicycle Bingo, Mace CU + 2 GC34090 Business License T+ 1 GC34090 Review Board Administrative Files California Records Retention Guidelines Prepublication Edition Page 4-7 Res. No.2000-9B CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association Record 5erfesTitle ,E Retentions C�tat�on Descriptor Duplicate (Pink), CU + 2 GC34090 Original to licensee, Blue duplicate to Secondhand Dealer, DOJ; Pink duplicate retained by Pawn Brokers agency; renewals issued annually by local a enc Logs S Auto Theft Case Assignment Cu + 1 Daily CU +2 GC34090 Activity Officer CU + 2 GC34090 Daily activity of incidents not reported by use of official report Report CU +2 GC34090 Report numbers, type, names, dates Summary retained for research value Investigative (Pre- CL + 10 GC34090 Retained by division until cases are Arrest suspended and closed Juvenile Detention CU + 2 GC34090 Logs document juvenile processing per CYA Property Control CU + 2 GC34090 Logs items coming into and going out of property room Rap Sheet CL + 2 GC34090 Requests for criminal history Subpoena CU + 2 GC34090 Subpoenas received/served daily Pawn Slips[Tickets CU + 3 B & P 21628 Photographs Crime Scene, Reg istrant/AppI!cant, Photo file, Accident. Retain according to practical and functional association. Daily Report T GC34090 Assigned DR number, retained as (Negatives) form of evidence, destroyed at same. time evidence for associated case is destroyed Inmates CU + 20 By Prisoner number (Negatives) California Records Retention Guidelines Prepublication Edition Page 4-8 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety; Law Enforcement Final, August 1999 California City Clerks' Association Record SeriesTltis� Refentlon� Citation Descriptor Registration Files, Arson, life of Fingerprint Card, photo, information Sex and Narcotics registrant also forwarded to DOJ within juris- diction Arrest/Conviction H&S 2 (Man- H&S Applicable to convictions occurring Section 11357 (b), (c), (d), (e) datory 11361.5 after January 1, 1996 or arrests not or H&S Section 11360 (b) destruc- followed by a conviction occurring violations (Occurring after tion from after January 1, 1996; Exception: January 1, 1996) date of H&S 11357(e), the record shall be convic- retained until a juvenile offender tion or attains the age of 18 years, then date of destroyed pursuant to 11361.5 arrest with no convic- tion ArresVConviction Man- H&S Applicable to convictions occurring H&S Section 11357(b), (c), datory 11361.5 prior to January 1, 1996 or arrests (d), (e) or H&S Section 11360 Destruc- (c) not followed by a conviction (b) violations (Occurring tion occurring prior to January 1, 1996 for before January 1, 1996) (Upon violations of H&S Code 11357, 11364, notice 11365 and 11550 from Depart- ment of Justice Crime See PC 800 Prosecution for an offense punishable Felony Crimes With descriptor PC 801 by imprisonment in state prison for eight Or Without Arrests years or more must commence within 6 years after offense commission. Commencement of prosecution defined in PC 804. Exception: See PC 803 - Tolling/Extension of time periods; Appeals process and "Three Strikes" also considerations in assigning retention. California Records Retention Guidelines Prepublication Edition Page 4-9 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association -° ?tad' k " ..x 'S 4 a .•` E -ZP E - Reard Serves itle r eef 0� Ctatin Descriptor=, � . r. :s . Misdemeanor/ CL + 2 GC34090 No arrests, identifiable property or Infractions missing persons See: Note 7 Supplemental, P PC 799 No statutory limitation for Felony Capital prosecution. Includes Murder, Crimes, Crimes kidnapping for ransom, treason, Punishable by Death, procuring execution by perjury, train Life Imprisonment wrecking, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death Destruction P Guns Narcotics P Disposition of Arrest/Court Retention determined by action Action taken; i.e., recordable arrest or detention released no arrest False Alarm (Duplicate) GU + 2 GC34090 Non-Criminal Occurrences CU + 2 GC34090 Injured or sick persons; missing persons where person has been returned; traffic collision reports not used as the basis for criminal charges Property Original Until Copy retained in records case file; case is Refer to Managing Property in Law adjudi- Enforcement Agencies (By POST) catedl disposi- tion deter- mined Range Inventory S + 2 GC34090 Quarterly reports of inventories of weapons and ammunition held by Department Ran e California Records Retention Guidelines Prepublication Edition Page 4- 10 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association d4" Gxr sci„ r 2 h & - Record Serfs Title , Retentiolt� Cif-- n ©escr or WON! x ' -:,�a':c.r x�x r.+M; r ".:i'.t,"�, <sm .a` d.�l, t Reports CU + 2 GC34090 Arrest & Citation Register; Arson Offenses; Crimes Against Senior Citizens; Death in Custody; Domestic Violence; FBI Include Return A/Supp; Hate Crime Incidents; Homicide Reports, Supp.; Officers Killed or Assaulted; Original to FBI - DOJ; Uniform Crime Reports Statistical (Crime Analysis) CU + 2 GC34090 Internally generated information using activity logs, citizen calls, current and past crime statistic reports, finance dept expenditure and budget records; citations, crime reports, accident reports, permits, receipts. Reports created for variety of purposes including increases/decreases in criminal activity; officer workload, deployment, time usage Statistical (UCR), Uniform Crime CU + 2 GC34090 Originals sent to FBI, DOJ Reports Mandatory to DOI (LEIC); FBI Include Return A/Supplement; Supplementary Homicide Report; Law Enforcement Officers Killed or Assaulted; Monthly Return of Arson Offenses Know to Law Enforcement; Number of Violent Crimes Committed Against Senior Citizens; Monthly Report of Domestic violence Related Calls for Assistance; Monthly Arrest and Citation Register; Monthly Hate Crimes Incidents; Death In Custody Reporting. Research Project Files CL+ 2 GC34090 May include request forms, background materials, staff reports, final project reports and supporting data California Records Retention Guidelines Prepublication Edition Page 4- 11 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks'. Association . ' ue, 's' 3 Record SeriesT�tle Retsnt�an Cisation k Descnptor Sealed Manda- PC 851.8 General provision: Upon petition, Adult Found tory records of agency must be sealed Factually Innocent Destruc- and destroyed in accordance with the tion Upon provisions set by court record; and exceptions. Pursu-ant to Court Order Juvenile Manda- WIC 826 (a) Upon petition, local laws enforcement tory & (b) records within WIC 826(b) may be Destruc- WIC 781 (a) destroyed as ordered by the court, if tion upon related probation and juvenile court and records have been destroyed by the pursu-ant probation officer. Records involving to court arrests, detention and/or petitioning order juvenile before juvenile court Subpoenas (Duplicate) CU +2 GC34090 Tapes CU + 180 GC34090. Exception: Recordings used as Audio, Telephone days 6 evidence in a criminal prosecution or and Radio claim filed or litigation or potential Communications claims and litigation shall be preserved for 100 days after conclusion of the court action Surveillance/Security CU + 13 GC34090. Video Jail mos. 6 Use of Force Supervisory CU + 2 GC34090 Includes review forms, arrest report Review Files copies, logs Warrants Recall Recommended by the California Law Felony after 10 Enforcement Warrant Officer's years. Association Excep- tion: Murder/ Escape Misdemeanor Recall Recommended by the California Law Criminal after 5 Enforcement Warrant Officer's ears Association California Records Retention Guidelines Prepublication Edition Page 4- 12 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association s x R Record Series Trtte k etentionescritar m: : Served CU Includes Warrant Service Information Card, alpha index card Unserved (Local) Until served, recalled or purged PATROL Cards CU + 2 GC34090 Dispatch Field Interview CL + 2 GC34090 Citations CL + 2 11361.5 11 357 e , Juvenile H&S 11357b H&S, 11357c CL + 2 11361.5 *CA Admin Code, Chapter 1, Title II, H&S, 11360b H&S H&S* Sec. 708 Violations Cite and Release CL+ 2 GC34090 California Vehicle CU + 90 GC34090 Original is forwarded to court. Code. Infractions days (Duplicates) Park!n g/Traffic, CU + 2 GC34090. Originals are forwarded to court after Duplicates 7 agency processing; includes citations electronically created Transmittals CU + 2 GC34090 Listing of citations forwarded to court, filed for reference Equipment CU + 2 GC34090 Documents problems, malfunctions, Radio Logs resolution to provide equipment Communicationperformance history General Orders P Patrol Requests CU + 2 GC34090 From citizens for patrol presence Correspondence Radar Calibration Records T + 2 GC34090 Documentation of Radar instruments retained during use/ownership Reports CL + 2 GC34090 Non-Jury Accident California Records Retention Guidelines Prepublication Edition Page 4- 13 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association RecordSerlestle �? 2etenttcnCttation � � Oe ptor <,R M r raffic Collision P atalities Vouchers CU +2 GC34090 Authorize purchase e S Record of assignments Assignment Reports Down Reports CU + 1 Printouts reporting which vehicles are down for repair, maintenance, etc. Repossess ionlPrivate CU + 2 GC34090 Impounds Service Schedules S GC34090 Vests, Bulletproof Letters CU + 2 GC34090 Authorization to purchase Warrants Recall Recommended by the California Law Parking after 1 Enforcement Warrant Officer's year Association Traffic Recall Recommended by the California Law after 5 Enforcement Warrant Officer's ears Association Weapons, Database P Departmentally-owned weapons, personal weapons, alternate weapons, secondary handguns; produces inven!M reports SERVICES Chemicals/Film Inventories S Equipment T Inventory/Sign-out Cards- Photo Lab Operations Files - T Retain until equipment no longer Photo Lab ownedlused by department; Manuals, instructions, procedures for useloperations of photographic equipment Grievance Files CL + 2 GC34090 Grievance filed by employees, supporting documentation California Records Retention Guidelines Prepublication Edition Page 4- 14 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety: Law Enforcement Final, August 1999 California City Clerks' Association ,� ,�t�k &a y Record$e�le5 Title ' S RetentlOR Clt8lOne ,Descriptor' .�:. ra,F-.- ,..... .-.=r -r' 01 a Investigations, CL + 2 GC34090 Non hired Background Background Hired P Include original reports re: PC 832.5 investigations Parades & Special CL + 2 GC34090 Reports, memos, correspondence, Events File scripts, supplier information, assignments, deployments, supportin documentation Permits L + 2 GC34090 Approval process Alcoholic Beverage Control License Concealed Weapons CL + 2 GC34090 Photographs S + 2 GC34090 Personnel Negative Log CU + 2 GC34090 Negatives, Misc. CU + 2 GC34090 Not case-related (Public relations, promotions, events, ceremonies, staffphotos) Press Releases CU + 2 GC34090 Press, Video Programs CU + 2 GC34090 Collection of videos of programs and (Community Relations) events; outside press coverage of de artment Property Files CU + 2 GC34090 Original reports and supplemental documentation (Lost, Found, Safekeeping) Property, Pawn CU + 2 GC34090 Sales, slips. Dealer required to file Broker/Secondhand duplicate with agency Reports CU + 6 GC34090. Original maintained by DOJ. Dealer Dealer of Gun Sales, mos. 7 required to file duplicate with agency Duplicate Restraining Orders, Cu Destroy after law enforcement 1Emergency Protective (see actions described in PC 273.5, 273.6, 0rders, Temporary descriptor) 646.9, 12028.5, 13700 and Family Restraining Orders, Legal Code Sections 6380-6383 are fulfilled Stipulations, Orders After and effective date of restraining Hearing order has expired. California Records Retention Guidelines Prepublication Edition Page 4- 15 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Safety; Law Enforcement Final, August 1999 California City Clerks' Association Record Bayles Tiffs k E � RBteRfion� CltatloR F De`scnporE" xis s.3;.,V" Mf.. Rosters Divisional S +2 GC34090 Personnel assigned to division. Schedules CU + 2 GC34090 Schedules of Officers on duty Dail Watch Assignment/ CU + 2 GC34090 Timekeeping Records Speaker Requests CU + 2 GC34090 Community and business requests for public appearances, speakers Tests, Densitometer Results T+ 2 GC34090 Daily tests of development (Photo Lab) chemicals/processes for quality control. Training P Bulletins Event Files CU + 2 GC34090 Correspondence, brochures, promotional materials, info on speakers, guests, supporting documents Lesson Plans, Range CL + 15 Scope, content, time period of courses Personnel (by name) T + 7 GC34090 Paperwork documenting officers' internal and external training Schedules, Range CU + 2 GC34090 Daily, weekly, monthly schedules of training events at range Volunteer Card Files T + 2 GC34090 Volunteers' identification, contact information Note 1: The destruction of felony,misdemeanor and infraction Crime/Supplemental Reports Is permitted providing: 1. They do not relate to an unadjudicated arrest except for H&511357 or H&S 11360 violations; 2. They do not relate to unserved warrants; 3. They do not involve Identifiable items which have not been recovered; 4. They do not relate to PC 290, PC 457.1,or H&S 11590 registrants; 5. They do not relate to violations listed in PC Sections 799 and 800; 6. The cases are not presently involved in either a civil or criminal litigation. California Records Retention Guidelines Prepublication Edition Page 4- 16 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association h 6�_rys RY•t p_1 p: 1"3dF' '2§. " �-� CJ 2 fir, «,e�. �9wtl'�� ;', b�CE� =k F�'�AE EP'. ti '�� ES .._3 � K Y' �;��P: Record Series 7itler�� ° �,,R�ter�fior� Ci�atio� �,� � F ,'--�I�escnp#or � ` �� .xr � -:? .T 'w- Mf�"a§• re,.Es•.. ��.� -t'�'-«. Tsc.:;��•N»��t.-`."`;..,�T"3:.., s�.•X;-.�' .�$��°�;.. "Fr"j" F '.p4 sr.µ �#k 'z. . s PARKS Agendas, Board CU + 2 GC34090 Grants (refer to Admin.) Inventory, Equipment AU + 2 GC34090 Warranties, purchase orders Landscape CU + 2 GC34090 Drawings, contracts, complaints, specifications, photos, reports Maintenance/ C + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints Maps P GC34090 Irrigation, plot plans Minutes, Board P GC34090 Photographs S + 2 GC34090 Plans, Proposed CU + 2 GC34090 Future plans, new sites, expansions Policies and S + 2 GC34090 Includes rules and regulations Procedures Railroad Right-of-way CL + 3 36 CFR Land acquisitions, correspondence, 64.11 improvements, statutory records Reports Accident CL + 2 GC34090 Patrons, employees Others CL + 2 GC34090 Studies CL + 2 GC34090 Future sites, expansions Resolutions, Board P GC34090 Schedules, Class $ CU + 2 GC34090 Enrollment, liability releases, evaluations, Events attendance, flyers California Records Retention Guidelines Prepublication Edition Page 5- 1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City clerks' Association RBCOrde71B5�Iitfl s T �RetEnloll�c 'i� [ifdtT ' �eSC�Ip7tQf c KN SANITATION/ SOLID WASTE/ WASTEWATER Collections/Landfill CU + 2 GC34090 Daily records, usage Facilities CU + 2 GC34090 Correspondence, map s, patron list History,Sanitation P GC34090 Where City-owned Incineration Plants, CU + 2 40 CFR Sludge, sampling, charging rate to Sludge 61.54 measure mercu content Incinerator CU + 2 40 CFR Gas flow through wet scrubbing, oxygen Operations, Treatment 60.153 content of exhaust gas, sludge rate, Plant temperatures, fuel flow, total solids and volatile solids Maintenance and CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints Maps, Septic Tank P GC34090 Location maps Rates CU + 2 GC34090 Recycling Programs S + 2 GC34090 Re ulations S + 2 GC34090 Includes legislation California Records Retention Guidelines Prepublication Edition Page 5-2 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association rn1aC1 CltiQ[L . eCRO ,ecard reties T�fln,z Reports Studies CL + 2 GC34090 Tonnage CU + 2 GC34090 STREETSIALLEYS Abandonments/ P GC34090 Vacations Closures P GC34090 Easements, P GC34090 Dedications, Rights-of- Way Field Books P GC34090 Grants (see Admin.) Intersection Records CU + 2 GC34090 Includes correspondence, volume counts, accident history Inventory, Traffic S + 2 GC34090 Signs, lights Control Device Landscaping CU + 2 GC34090 Plants, tree maintenance, work orders Lighting CU + 2 GC34090 Maintenance, work orders Maintenance/ CU + 2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints, signals, striping Maps P GC34090 Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers Master Plans CU + 2 GC34090 Copies California Records Retention Guidelines Prepublication Edition Page 5-3 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association Record Ser esttl`e �� Re�tent are � .,Citat�ci� � �� aes ri`p a � ' -:M€',��:... �..' .€�'� 'ia...,... k :r.....','•,�'r�`:x`�`�"� E '"arc•�€�..=�� ;p?�I� :. '��:f» ;'- � , -'E ru.. ."�i;. Parking Lots CU + 2 GC34090 Regulations S + 2 GC34090 Reports/Studies CL+ 2 GC34090 Permits Encroachment P GC34090 Improvement CL + 2 GC34090 May include curbs, sidewalks; Applications for excavation, fill, alterations Oversize CL + 2 GC34090 Load Parking CL + 2 GC34090 Residential Paving CL + 2 GC34090 Use CU + 2 GC34090 Includes Special Events (Temporary) Photographs S + 2 GC34090 Includes aerials Plans, Capital P GC34090 Streets, curbs, gutters, sidewalks, storm Improvement, Projects drains Policies and S + 2 GC34090 Includes rules, regulations, standards Procedures Naming and P GC34090 numbering Speed Limits S + 2 GC34090 California Records Retention Guidelines Prepublication Edition Page 5-4 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public 'Works Final, August 1999 California City Clerks' Association ._. �3 ,6 ecd Series 7'itte �� Refeiort`��Clita ort �; �� descriptor ` Programs Federal Aid CL+ 3 23 CFR Urban 633 (a) & (c) Traffic Safety S + 2 GC34090 Drivers Education, Pedestrian Safety, Bicycle Lanes Reports Bridges & L GC34090 Life of structure Overpasses Inspection CU + 2 GC34090 Includes intersection, sidewalks. Bridges and Overpasses, keep life of structure Studies CL + 2 GC34090 Traffic volume, accident history, requests, statistics, drawings supporting traffic devices Traffic Count CL + 2 GC34090 Evaluation of traffic volume Vehicle CL + 2 GC34090 Accident Routes, School Bus & S + 2 GC34090 Truck routes, access ramps, rest areas Truck Signage L + 2 GC34090 Log books, index register cards, inventory lists, records of traffic signs Traffic Signals L Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing and maintenance. Weigh Scales S + 2 GC34090 California Records Retention Guidelines Prepublication Edition Page 5-5 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association 5 2`0 � oe� Re Series Tttie f� _. ie.:'.,s r� ,..✓�.._ ,� :�i��,s`::c. f-5 :.*.^.�:.�"ii .�:�� ... .3<: -".._ :;k� . ff `9t.r '�.�:�..._x. ,S�:SI�f�r� .u.i.: . a..i: rzfC.Yr UTILITIES Facilities T+ 2 GC34090 If city owned Gas & Electric Rates S + 2 GC34090 Underground P GC34090 GC4003, GC4004; H&S 19850 WATER Billing/Customer CU + 2 GC34090 Billings, correspondence, complaints Records Connection Records P GC34090 Maps, water line connections Flood Control Drainage P GC34090 Includes dams, lakes, basins, creeks Facilities Flood Zones P GC34090 Includes flood maps Insurance S + 2 GC34090 Includes copies of policies, rules, Programs programs Policies/ S + 2 GC34090 Rules and Regulations Procedures Reports/ CL+ 2 GC34090 Studies Grants (see Admin.) Inventory, Equipment CU + 2 GC34090 Locations P GC34090 Mains, valves, hydrants, wells Maintenance and CU +2 GC34090 Includes work orders, inspection, repairs, Operations cleaning, reports, complaints California Records Retention Guidelines Prepublication Edition Page 5-6 Res.No.2000.96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California City Clerks' Association 04 N .?z ;'c. g" wau • ,�� ' y.afflRe 'nt .�� Service CU + 2 GC34090 Includes work orders, entry cards, manholes, service to property owners Well & Pumping CU + 2 GC34090 Times operational, power used and quantity Maps ' P GC34090 Line location; easements Master Plans CU + 2 GC34090 Copies Meter Operations CU + 2 GC34090 Reader reports, orders, tests Maintenance Reports Permits National P 40 CFR Municipalities of 100,0001more, compliance Pollutant 122.28 with Clean Water Act re: pollutants Discharge Elimination .System NPDES) Others CU + 2 GC34090 May depend on terms of state or federal agency Policies and S + 2 GC34090 Includes rules and regulations Procedures Rates S + 2 GC34090 Reclamation CU + 5 40 CFR Daily operations including sewage flow, 122.41 grit removal, chlorine usage, lab analysis results, etc. Reports Conservation CU + 2 GC34090 Consumption Cu +2 GC34090 California Records Retention Guidelines Prepublication Edition Page 5-7 Res. No.20N-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August '1999 California City Clerks' Association : Record Serves Tale Re#en#ion s Ci#attart' F � ilex rt�t0 Corrosion CU + 12 40 CFR Compliance documentation Control 141.91 Discharge CU +5 40 CFR Average amount of pollution discharged Monitoring 122.41 into waters of municipality. Drinking CU + 10 40 CFR Water 141.33 Corrections Hydrograph P GC34090 Daily flow of streams Lead CU + 12 40 CFR Compliance documentation Service Line 141.91 Public CU + 12 40 CFR Compliance documentation Education 141.91 .Quality CU + 12 40 CFR Compliance documentation Parameters 141.91 Sanitary CU + 10 40 CFR Statistics, reports, correspondence Surveys 141.33 Source Cu + 12 40 CFR Compliance documentation, e.g. lead & Water 141.91 copper State CU + 12 40 CFR Compliance documentation Certification 141.91 Variances, CU + 5 40 CFR Water System 141.33 Well Level CU + 2 GC34090 Sources CU + 2 GC34090 May include wells, rivers, lakes, districts Surveyor Field Notes P GC34090 Notes preparatory to maps of water installations California Records Retention Guidelines Prepublication Edition Page 5-8 Res.No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Public Works Final, August 1999 California city Clerks' Association Surveys,Water CU + 10 40 CFR Statistics, reports, correspondence System Sanitary 141.33 Tests Bacteriological CU + 5 40 CFR Compliance records include location, date, Analysis 141.33 method and results; corrections, analysis of bacterial content Chemical CU + 10 40 CFR Compliance records include location, date, Analysis 141.33 method used and results; corrections, analysis of chemical content Quality CU + 12 40 CFR Compliance documentation including 141.91 sampling data, analysis, reports, surveys, documents, evaluation, schedules, valves, etc. Valve Main Records P GC34090 Violations, Drinking CU + 3 40 CFR Retention applies to each violation Water 141.33 California Records Retention Guidelines Prepublication Edition Page 5-9 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Transportation Final, August 1999 California City Clerks' Association Record saes fe ,ki%e iron � i itaisortg des rtpto� rz't ADMINISTRATION Agreements T +4 CCP 337 Including concessionaire, slip rental, facility storage Applications T + 2 GC34090 Payment invoices, inventory listings, billing Aircraft Storage correspondence and other related Parking documents Slip Rentals Special Events CU +2 GC34090 Permits, correspondence, related documents re use of rights of way Fueling'********** AU + 3 CCP 337 Meter readings,fuel consumption reports, invoices, receipts and records pertaining to refueling operations Hazardous Waste CU + 90 CAL Documentation re: the handling and Disposal OSHA; disposal of hazardous waste 40 CFR 122.21 Inventory, Equipment L + 2 Includes vehicles, aircraft, vessels and Parts & Supplies related documents re repairs Inventory, Vehicle L + 2 Owners manual, warranty documents, Ownership and Title Department of Motor Vehicle title and registration, and related documents Licenses, Permits CU + 2 Forms, related documentation re: licenses and permits required by federal and state agencies Maintenance/ L + 2 GC34090 Related to requests for service and work Operations orders for fuel, vehicle and equipment maintenance and repairs California Records Retention Guidelines Prepublication Edition Page 6- 1 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Transportation Final, August 1999 California City Clerks' Association Recce Seres;Tittre .� �� s Report, Accident CU + 2 GC34090 Memos and working documents (Copies) Vehicle Assignment CU + 2 GC34090 Log books, request forms, lists AIRPORT Airport Certification P 14 CFR Federal Aviation Administration (FAA) 139.207b required manuals & 171.13- 171.213 Airport Noise CU + 10 Correspondence, studies, memos, reports, Monitoring and log books, documents related to Complaint assessment of noise levels at airports and resolution of complaints Inspection, Runway CU + 10 Maintenance including Inspection reports, work orders and related records Inspection, Safety Self CU + 2 CFR Safety inspection and related document 139.327 include reviews and analysis of all aspects of airport operation Maintenance, FAA P 14 CFR Forms and reports required by FAA 171.13 - including Forms FAA-198, -418, -6030.1, - 171.213 6790-4 Reports Accident and CL+ 8 Accidents, injuries, property damages, Incident general conditions re pilot and aircraft (Aircraft) California Records Retention Guidelines Prepublication Edition Page 6-2 Res. No.2000-96 CALIFORNIA RECORDS RETENTION GUIDELINES Transportation Final, August 1999 California City Clerks' Association <.�. Record'Series}Title �Reer�t�on C�tatio � lderi t� � �� ' >.,a. Airport P Annual and special reports to federal and Operational state regulatory agencies. (Regulatory) Airport CU + 2 Logs, statistical summaries; administrative Operational records (Administrative) NOTAM (Notice CU + 3 Reports re: conditions affecting airport to Airmen) maintenance/operations GROUND TRANSPORTATION Auto for Hire T + 4 GC34090 License, permits for Taxicabs, shuttles, etc HARBOR Registers, Transient AU + 3 Reservation applications, receipts, and Vessel Reservation index registers relating to boats in transit, temporarily moored Slip Rental Index CU + 5 Annual and periodic reports of slip renters Slip Rental Permits CL+ 2 Applications, statement of rental conditions, vessel Inspection check sheets, copy of DMV registration, boat owner information, and other documents re: dock slip spaces Slip Rental Waiting CU + 2 List California Records Retention Guidelines Prepublication Edition Page 6-3 Res. No. 2000-96 r STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, CONNIE BROCKWAY, the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular meeting thereof held on the 2nd day of October, 2000 by the following vote: AYES: Julien, Sullivan, Harman, Green, Dettloff, Bauer NOES: None ABSENT: Garofalo ABSTAIN: None City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California