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HomeMy WebLinkAboutCity Council - 2008-23 RESOLUTION NO. 2008-23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ADOPTING THE UPDATED CITYWIDE RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION NO. 2002-9. WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Huntington Beach; and Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and The State of California has adopted guidelines for retention periods for various government records; NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: Section 1. Resolution 2002-9 is hereby rescinded. Section 2. The records of the City of Huntington Beach, as set forth in the Citywide Records Retention Schedule, a copy of which is attached hereto as "Exhibit A," and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et. seq. of the Government Code of the State of California and in accordance with the said schedule and upon the request of the Department Head and with the consent in writing of the City Clerk, without further action by the City Council of the City of Huntington Beach. 1 08-1571/21338 Resolution No. 2008-23 Section 3. With the consent of the City Clerk, City Administrator, and City Attorney, updates to the retention periods are hereby authorized to be made to the Citywide Records Retention Schedule without further action by the City Council of the City of Huntington Beach. Section 4. The term "records" as used herein shall include any or all documents, instructions, books, microfilms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and adoption. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 21 st day of April , 2008. Mayor APPROVED AS TO FORM: lityy Attorney dt INITIATED AND APPROVED: y Cler 2 08-1571/21338 Resolution No. 2008-23-Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 Office of i Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active :::Tot af ::::: Media I=Import (OFR) (Off-site, Vital? after (in office) Retentt Options M=Mfr OD or Mfr) S=Scan Imaged& ............. If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY ADMINISTRATOR f COUNCIL SUPPORT UntilUntil:::: Yes: Superseded• Superseded: Yes: Until Mag, Mfr, When Admin. Administrative Regulations Minimum 21 M:injrrtum::2: Superseded OD, Ppr S Supersed GC§34090 years years ed Admin. , Administrative Files(Includes Travel) 2 years 2 yr;ars Mag, Ppr GC§34090 --,-- ---- ---- When No Wtisn:No: Association Records: Outside Admin. I Longer Longer:;:::: Mag, Ppr Non-records; GC§34090.7 Memberships(ICMA, etc.) Required F;eq:ilired: Admin. I jAwards, Mayor's Awards _ �- 2 years Mag, Ppr _- - GC§34090 Consistent with operational complaints; Statute of Limitations Citizen's Inquiries, Complaints, for personal property,fraud, etc. is Admin. 3 years 3:years:;::: Mag, Ppr Communications, Logs& Resolutions 3 years; Claims must be filed in 6 months; CCP§§338 et seq.,340 et ............. seq., 342, GC§§945.6, GC§34090 ............. Admin - _ icily Administrator's Weekly Report _ 2 years 2;:years;:.: Mag, Ppr —_ GC§34090 Term of - — - ::T0rml bf::::. ---- J iCouncil Member and Mayor's Office- Office:= Administrative value to cover terms Admin. Correspondence Minimum 2 MM1040062: Mag, Ppr of office; GC§34090 years Council Member and Mayor's When No Wtien No: Admin. expenses for external organizations Longer ::::Longer:::: Mag, Ppr Non-records; GC§34090 not Cityexpenses) Re - -- ------ - -- -----�--- -P---- ------ ------- -_Required Req:uired.. When No :::When:No*:, Longer Longer::: Admin. Internal Studies and Reports Required- EQeguired; Mag, Ppr GC§34090 Minimum 2 :Mininiuin 2 years years::: HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Category ID Records Description Retention I Disposition Comments Reference Record .... ......... Image- Destroy ....... Inactive *' Paper Active :::::�:TqtaJ::::::: Media I=Import (OFR) (in office) (Off-site, .Retort.tioft.:: Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& ........... QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investiga ions suspend normal retention periods(retention resumes after settlement). When No :::Wheh:No::: Projects& Issues(issues and/or Longer Yes: While Admin. projects will vary over time-e.g. Required- Active Mag, Ppr GC§34090 Hotels, etc.) Minimum 2 :M.ih.1mq.m:2: Issues years years:: ed Until nt Yes: Superseded Admin. Strategic Plan yperse.00d: Yes: Until Mag, Mfr, When .... ...... S/I GC§34090 Minimum 2 :MIn1mtjM::2 Superseded OD, Ppr Supersed ..... ...... . I years I I I I HUNTINGTON BEACH, CA @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-3 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record ------ - -- -- --------- Image; Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. PUBLIC INFORMATION; I HBTV-31 CABLE TV Admin. HBTV-3 2 years 2.years Mag, Ppr GC§34090 et seq. Admin. Cable TV Complaints 2 years 2 yews Mag, Ppr _ GC§34090 Cable TV Franchise Administration I Completion Completion Department Preference;Conforms Admin. PACT Administration +5 years +5 years Mag, Ppr with City-Wide standards for agreements; GC§34090 --- — -- ---- Cable TV Programming, Production Admin. 2 years 2 years Mag, Ppr GC§34090 &Scheduling-.---- '�----------_-_--- -^�--- -- - -------- ------ ---- -- Consistent with video tape Staffing Cable TV Video Tapes 90 days 90 days Mag; retention for public meetings;GC 34090-7 y - - -- ----- ------------ -- .._._.. ---...- - --- - - ---- ---- ----- ----- S taffing Cable deo Tapes: His N Vitorical g0 days p p Tape When content is of historic Dept. events _ _ _ _ (Mag) si nificance; GC§34090,7 ----- Admin. Press Releases 2 ears 2 ears Mag, Ppr GC 34090 HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" ver. 8.0 RECORDS RETENTION SCHEDULE - BUILDING and SAFETY Page B-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention. vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+ 2 years), since destruction is normally performed by file folder. Liti ation, claims com laints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement), When No When No Records used to facilitate permit Building Permit# Applications Longer Longer Mag, Ppr issuance; Projects may expire & Safety Required Required after 2 years; GC §34090 Building Mag, Mfr, Yes: 30 Department Preference; Statewide & Safety Building Permits-ALL P P Yes(all) OD, Ppr S days guidelines propose permanent; GC _ _ 34090 Building Department Preference-Data is &Safety Building Permit Database Indefinite Indefinite Yes(all) Mag interrelated; GC §34090, H&S 19850 Department Preference; Law requires for the life of the building Building Plans-ALL(includes soils for commercial only; Statewide Life of Lif Buildin reports, energy calculations, of Mag, Mfr, Yes: 30 guidelines propose 2 years for e Permit# commercial structural plans, blueprints &specifications, LIB g C & Safety Building Building OD, Ppr days commercial structural calculations, and UAC require 90 days from expired projects) completion date for residential and appurtenances; LAC§303.2; UBC §106.4.2; H&S§19850, GC §34090 Building Mag, Mfr, Yes: 30 Statewide guidelines propose life &SafetyCertificates of Occupancy P P' Yes(all) OD, Ppr _S days of building; GC §34090 Building Inspection Records: Appeal When When Records used to facilitate permit & Safety Permit# Requests, Inspection Reports Permit Permit Mag, Ppr issuance; Projects may expire Finalled Finalled _ after 2 years; GC §34090 Transitory Records/Preliminary Lists: Correction, Building, Plan When No When No Building Documents used to facilitate Permit# Review, Plan Check Form, Building Longer Longer Mag, Ppr &Safety permit issuance; Projects may Correction List, etc. Required Required expire after 2 years; GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE - BUILDING and SAFETY Page B-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image; Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr aged&Im S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement Project File (finalled projects When No When No I Yes: Building Residential) Reports: Calculations, Mag, Mfr. This information is reflected on the & Safety Permit# Energy, Soils, Specifications Longer Longer OD, Ppr S After 30 plans; GC §34090 et seq. submitted b a licant Required Required days Project File (finalled projects i When No When No Yes; Building Permit# Longer Longer S After 30 Commercial) Reports: Mag, Mfr, This information is reflected on the &Safety Specifications, energy and soils Required Required OD, Ppr days plans; GC §34090 et seq. reports Department Preference; Law requires for the life of the building Yes, for commercial only; Statewide Building ,Mag Mfr, guidelines propose 2 years for Permit# Sign Permits-ALL 2 years P P Yes(all) S After 30 & Safety OD, Ppr days blueprints&specifications; UBC requires 90 days from completion date; UBC §106.4.2, H&S§19850, GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 Resolution No. 2008-23—Exhibit"A" Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record L Destroy Image: Inactive Paper Active f- Total Media I=Import (OFR) (Off-site(in office) OD Mfr) ::Retention Vital? after : Options M=Mfr imaged& S=Scan If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e, . last document+ 2 ears , since destruction is normally performed by file folder. Liti ation, claims complaints audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement). Abatements, Code Violations: Lead Dept. Resolved without Warrant or 2 years 2 years Yes: Until Mag, Ppr Department Preference (copies), Complaint (administrative Resolution GC §34090.7 citations) When No .When No Longer Longer Department Preference(covers P City Attorney Attorney Day Files(Letters and Required - Required- Mag, Mfr, S/I No claim/litigation retention period); Memos from City Attorney) Minimum 10 Minimum 10 OD, pr GC §34090 -- ------. _. ears - ------ years ------- —----- —------ -------- --- ------ -.. ---—---------- City Attorney City Attorney Opinion Index 5 years P P Yes Mag, Mfr, S/I No Statewide guidelines propose OD, Ppr superseded +2 years; GC §34090 City Attorney City Attorney Opinions 5 years P P Yes Mag, Mfr, S/I No Statewide guidelines propose OD, Ppr superseded+2 years; GC§34090 When No When No . — -- - -----— ------- _..-- Closed Session Informational Longer Longer Department Preference(covers City Attorney Required- Required:- Mag, Ppr claim/litigation retention period); Letters/Memos Minimum 5 Minimum 5 GC §34090 ears years All State and Federal laws require Department of Fair Employment& Final Final retention until final disposition of City Attorney Disposition + Disposition + Mag, Ppr formal complaint; State requires 2 Housing (DFEH or EEOC) Claims 2 years 2 years years after action is taken; GC _ — §§12946, 34090 City Attorney Grievance Reports 2 yearn 2 years Mag, Ppr Department Preference; GC §34090 HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of I Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Media I=Import (in office) Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement). Historical Cases are determined by the City Attorney; Statute of Limitations runs 6 months-5 Indefinite years; for contracts is 4 years; (mini Litigation Files/Legal Case Files: Indefinite Yes: Settle+ 1 mum Yes: Until Mag, Mfr, wrongful death for construction is year Ppr City Attorney Historical(Orange County (minimum 4 S After Bankruptcy, etc.) years) Settle+5 Settlement OD, . Inactive completion + 5 years; Civil Courts years) retain their records for 10 years; CCP §§ 337 et seq.; GC§§945, 34090, 34090.6,68150; PC 832.5 Statute of Limitations runs 6 months-5 years; for contracts is 4 Yes; years; wrongful death for Litigation Files/Legal Case Files: Settle+ 1 Settle+5 Yes: Until Mag, Mfr, construction is completion +5 City Attorney Regular year 4 years years: Settlement OD, Ppr S After years; Civil Courts retain their Inactive records for 10 years; CCP§§337 et seq.; GC §§945, 34090, 34090.6, 68150; PC §832.5 When No When No Longer longer Brown Act challenges must be City Attorney Request for Legal Services(RLS) Required- Reg0ired Mag, Ppr filed within 30 or 90 days of action; Minimum 2 Minimum 2; GC §§34090, 54960.1(c)(1) ears years. Reference materials and copies of Subject Files(e.g. Dog Park, When No When.No documents generated by other Lead Dept. Longer Longer Mag, Ppr departments pertaining to various Cable TV, etc.) Required z Required. topics required by Attorney staff; GC§34090 et seg. HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record L- Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & =Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation, claims com taints, audits, endin records requests, and/or investigations suspend normal retention periods retention resumes after settlement). I Mag, City Clerk determines historical City Clerk Historical Records P P Mfr, OD, S/I No records; GC §34090 Ppr 100-GENERAL ADMINISTRATION p y Procedures Until Until Mag, Lead Depart. Is OFR; GC Lead Dept. 100.10 Policy& Superseded Superseded Ppr §34090.7 City Clerk 100.20 Organization Charts 10 years I 10 years Mag, Department Preference; GC Ppr __ __ §34090 Department Monthly/Annual Mag, Department Preference- Lead Lead Dept. 100.30 Reports 10 years 10 years _ Ppr _ _ _ Dept is OFR; GC §34090 __ City Clerk 100.50 Restructuring/Reorganization 10 years 10 years —i Mag, Department Preference; GC P r 34090 110-BOARDS I COMMISSIONS/COMMITTEES When No When No City Clerk 110.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Statute of Limitations: Public official misconduct is discovery of City Clerk 110.20 Applications& Resignations: 5 years 5 gears Mag, offense+4 years, Statewide SUCCESSFUL Ppr guidelines propose Appointment + 5 years; GC §34090; PC §§801.5, 803© Applications& Resignations: Mag, City Clerk 110.25 2 years 2 years GC §34090 et seq. UNSUCCESSFUL Ppr Department Preference-Matches City Clerk 110.30 Recognitions 4 years A years, Ppr' terms of office; GC §34090 et seq. Staffing AUDIO TAPES I RECORDINGS of Tape Department preference(only 30 2 years 2 years Depart. Meetings (Mag) days is required); GC §54953.5(b) HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Lag Destroy (OFR) Active Inactive/ Total.. Vital? Media Paper after (in office) CD or Mfr Retention OptionsImaged &C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement). Staffing VIDEO TAPES I VIDEO Tape Department preference;Video 10 years 10 years . tapes are only required for 90 Depart. RECORDINGS of meetings(ALL) (Mag) days; GC 34090.7 Superseded Superseded Mag, Department Preference; GC City Clerk 110.40 Code of Ethics (minimum 2 (minimum 2 Mfr, OD, I §34090 ears) years] ; Ppr City Clerk 110.50 Maddy Act 2 years 2 years Mag, GC §34090 et seq. 120` CITY COUNCIL AUDIO TAPES/RECORDINGS of Tape Department preference(only 30 City Clerk 2 years 2 years Meetings (Mag) days is required); GC §54953.5(b) VIDEO TAPES/VIDEO Tape Department preference;Video City Clerk 10 years 10 years tapes are only required for 90 RECORDINGS of meetings(ALL) (Mag) days; GC §34090.7 Mag, Yes: After Department Preference; GC City Clerk 120.10 Policy& Procedures Superseded P P Mfr, OD, I Superseded §34090 Ppr Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years 4 years Ppg' terms of office; GC §34090 et seq. Sunset of Sunset of Department Preference-Matches City Clerk 120.25 Ad Hoc Committees Committee + Committee+ Pag' terms of office; GC §34090 et 2 years 2 years p seq._ City Clerk 120.30 Goals &Objectives 5 years 5 years Mag, Department Preference; GC _ _ Ppr §34090 et seq. Mag, Department Preference- City Clerk 120.40 Appointments/Resignations to P P Mfr, OD, I Yes: After Historical Value; GC §34090 et Council Ppr__ Superseded seq, HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record__ _ Image: Destroy Active Inactive/ Total: Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Brown Act challenges must be Adjourned& Special Meetings: Mag, filed within 30 or 90 days of City Clerk 120.50 Affidavits of Postings 2 years 2 years Ppr action; GC §§34090, 54960.1(c)(1 Brown Act challenges must be City Clerk 120.55 Agenda Postings 2 years 2 years Mag, filed within 30 or 90 days of Ppr action; GC §§34090, _ _ 54960.1(c)(1) City Clerk 120.60 Proclamations 2 years 2 years Pp' — - GC §34090 et seq_ --- Mag, — City Clerk 120.65 Minutes P P Yes Mfr, OD, S No GC§34090 _ Ppr City Clerk 120,70 Commendations/ 2 years 2 years Mag' GC §34090 et seq. — Acknowledgments Ppr — Mag — - City Clerk 120.75 Resolutions P P Yes Mfr, OD, S No GC §34090 Ppr — -- --- City Clerk 120.80 Closed Session 2 years 2 year Ppr' GC §34090 et seq. City Clerk 120.85 Unagendized Council Comments 2 years 2 years Ppg' GC §34090 Request for Staff Reports/ Mag, City Clerk 120.90 Responses 2 years 2 years Ppr GC §34090 et seq. When No when No --- ---- -------------- City Clerk 120.95 Your Departments Working File Longer ::Longer Ppr' GC §34090 et seq. Required I J_Required HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of i Category ID# Records Description Retention/Disposition Comments 1 Reference Record I Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr :'Retention Vital? Options M=Mfr Imaged & S=Scan a d? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 125-OTHER CITY ENTITIES Public Facilities Corp. (PFC): Mag, City Clerk 125.10 Minutes, Resolutions P P Yes Mfr, OD, S No GC §34090 Ppr Civic Improvement Corp(CIC): Mag, City Clerk 125.20 Minutes, Resolutions P P Yes Mfr, OD, S No GC §34090 Ppr Public Finance Authority: Minutes, Mag, City Clerk 125.30 Resolutions P P Yes Mfr, OD, S No GC §34090 _ Ppr _ Brown Act challenges must be City Clerk 125.35 All affidavits of postings, Notices, 2 years 2 years Mag, filed within 30 or 90 days of proof of Publications, etc Ppr action; GC§§34090, 54960.1(c)(1) Parking Authority: Minutes, Mag, City Clerk 125.40 Resolutions P P Yes Mfr, OD, S No GC §34090 --- ---- Ppr --- --- City Clerk 125.45 Bolsa Chica Conservancy-Bolsa P P Yes Mfr,ag, S No Non-records retained for Chica Land Trust Ppr reference; GC §34090 Mag, Non-records retained for City Clerk 125.50 HB Fourth of July Foundation P P Yes Mfr, OD, S No reference; GC §34090 Pr 130._CIT;Y EMBLEMS Mag, Department Preference; GC City Clerk 130.10 City Seal P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.20 City Logo P P- Mfr, OD, S/I No §34090 Pr HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record _ Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Sca C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests and/or investigations sus end normal retention eriods retention resumes after settlement). Mag, Department Preference; GC City Clerk 130.30 City Tree P P Mfr, OD, S/I No §34090 _ Ppr Mag, Department Preference; GC City Clerk 130.40 City Flower(Geranium) P P Mfr, OD, S/I No §34090 Ppr _ Mag, Department Preference; GC City Clerk 130.45 City Car(Woody) P P . Mfr, OD, S/I No §34090 _ Ppr Mag, Department Preference; GC City Clerk 130.50 City Slogan P P Mfr, OD, S/I No §34090 Ppr _ Mag, Department Preference; GC City Clerk 130.55 City Memorials P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.60 Redevelopment Seal P P Mfr, OD, S/I No §34090 Ppr City Clerk 130.70 Civic Improvement Corporation P P Mf ag, S/I No Department Preference; GC Seal Ppr §34090 Mag, Department Preference; GC City Clerk 130.80 Public Finance Authority Seal P P Mfr, OD, S/I No §34090 Pr 140-ORGANIZATIONS-LOCAL City Clerk 140.10 Administration 5 years 5 years Mag, Department Preference; GC ---�--- -- -- - �- Ppr. __ §34090_ City Clerk 140,20 Downtown Business Association 5 years 5 years Mag, Department Preference; GC � Ppr §34090 City Clerk 140.30 Chamber of Commerce 5 years 5 years Mag, Department Preference; GC Ppr 34090 HUNTINGTON BEACH, CAIJ1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Category ID# Records Description Retention/Disposition Comments 1 Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention ,. Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). 140.40 Reserved City Clerk 140.50 Boys and Girls Club 5 years 5 years Mag, Department Preference; GC Ppr §34090 Public Cable Television Authority Mag, Department Preference; GC City Clerk 140.60 5 years 5 years,:... (PCTA.) _ Ppr §34090 City Clerk 140.70 HB Conference and Visitors Bureau 5 years 5 years Mag, Department Preference; GC Ppr §34090 City Clerk 140.80 VFW Posts 5 years 5,years Mag, Department Preference; GC _ Ppr 34090 g In Bidependent Cities Excess Pool Mag, Department Preference; GC City Clerk 140.90 5 years 5 years BICEP Ppr U4090 150 'ORGANIZATIONS-.AT LARGE When No ..:..When No City Clerk 150.10 Administration Longer Longer. Ppg' GC§34090 et seq. Required Required. Southern California Association of Mag, Department Preference; GC City Clerk 150.20 Governments(SCAG) 5 years 5 years Ppr §34090 F7 City Clerk 150.30 Sister Cities 10 years 10 years Mag, Department Preference; GC Ppr §34090 City Clerk 150.40 League of California Cities 2 years 2 years Ppr' GC§34090 City Clerk 150,50 Orange County Housing Authority 2 years 2 years Mag, GC §34090 City Clerk 150.55 Orange County Auto Theft Task 2 years 2 years Mag' GC §34090 Force Ppr City Clerk 150.60 American Coastal Commission 2 years 2.years Mag' GC §34090 160-PUBLIC INFORMATION/RELATIONS City Clerk 160.10 Administration 2 years 2 years Mag, GC §34090 et seq. HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record _ Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Informal Petitions (submitted to ,Council on any subject. (Dog Department Preference; Law City Clerk 160.20 'Parks, Parking, Traffic Calming, 2 years 2 years Ppr requires 1 year for petitions; GC etc,) Also see Elections for §50115 — Initiative, Recall or Referendum) — City Clerk 160.30 Public Comments 2 years 2 years Ppr' GC §34090 City Clerk 160.40 [Presentations/Donations 2 years 2 years Pp' GC §34090 City ClerkT 160.50 Public Records Requests 2 years 2 years Pa9' GC §34090 170 RECORDS MANAGEMENT When No When No City Clerk 170.10 Administration Longer Longer Ppr' GC §34090 et seq. Required _ Required Mag, Department Preference; GC City Clerk 170.20 Vital Records Storage P P Yes Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.30 Microfilm Program P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.40 Regulations/Policy P P Mfr, OD, S/I No §34090 _ Ppr Mag, Department Preference; GC City Clerk 170.50 Disposition of Records P P Mfr, OD, S/I No §34090 _ Ppr When No When Nb: City Clerk 170.60 Your Departments Working File Longer Longer Ppr' GC §34090 et seq. Required Required. HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference _Record _ Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for Cif -WIde Standards Retentions begin when the act is comp,leted and im 1 a full file folder 'e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims com taints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 180.RISK MANAGEMENT When No When:No. City Clerk 180.10 Administration Longer .Longer Ppr' GC §34090 et seq. Required Required _ Insurance Policies&Certificates (City-owned): Liability(General & Yes: Mag, Yes: After For protection from litigation; GC City Clerk 180.20 Public), Workers Compensation P P Before Mfr, OD, S Expiration §34090 (prior to 1980,when the City Expiration Ppr became self-insured) HR/Risk Mag, Human Resources-is OFR; GC _Mans 180.40 Claims Against the City 2 years 2.years Ppr _ §34090.7 HR/Risk Mag, Human Resources is OFR; GC _Mana 180.50 Incident/Accident Reports7:1 2 years 2 years g• Ppr §34090.7 — --- —----- When No When No Mag City Clerk 180.60 Your Departments Working File Longer Longer Ppr' �GC §34090 et seq. _ Required _ Required When No When No 180.70 Advisory Groups Longer Staffing Longer Mag, Copies(staffing Department is Depart. Required I I :Re uired I Ppr OFR); GC §34090.7 200- FACILITIES-Civic Center When No When No City Clerk 200.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance _ Required Required — Ppr Yes: Mag, Public 200.20 Capital Improvements (All) P P Before Mfr, OD, S Yes: After Works Inactive Infrastructure; GC §34090 Completion Ppr -- - -- -- _. ---- — - ------ - ....................- ....--- --- ---- - _....------- � When No When No i T------- ----------------- Staffing ; Mag, Copies (staffing Department is Depart. 200.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 p Required Required I HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record - - -- — ------- Image: Destroy— ----------- (OFR) Active Inactive I I Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally erformed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement), 205-FACILITIES-Comm unit Centers When No When No City Clerk 205.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Ppr Required Required Public ! Yes: I Mag, Yes: After 205.20 Capital Improvements(All) P P Before Mfr, OD, S Infrastructure; GC §34090 Works Completion' Ppr Inactive When No When No Staffing Mag, Copies (staffing Department is Depart. 205.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 Required Re uired 210-FACILITIES-Libra When No When No City Clerk 210.10 Administration/Operation/ Longer Longer. Mag' GC §34090 et seq. Maintenance Required .Recjuired Ppr Public Yes: Mag, Yes: After Works 210.20 Capital Improvements(All) P P. Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When No. Staffing Mag, Copies(staffing Department is Depart. 210.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 Required I I Re uired . 215- FACILITIES-Corporate Yard When No When No City Clerk 215.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 215.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Category ID# Records Description Retention/Disposition Comments 1 Reference Record Image: Destroy Active Inactive/ Total'. `, Media I=Import Paper after (OFR) (in office) CD or Mfr :::Re: tention Vital? Options M=Mfr Imaged & S=Sc n C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. When No When No Staffing Mag, Copies (staffing Department is Depart, 215.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 p Required Required 220-FACILITIES-Police Buildin When No Whein:No Administration/Operation/ Mag, City Clerk 220.10 Longer :Longer GC §34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 220.20 Capital Improvements(All) P - P. Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When No (staffing Department is Staffing 220.30 Advisory Groups Longer Longer Mag, Copies( g p Depart. Required Re uiretl Ppr OFR); GC §34090.7 225-FACILITIES-Rodgers Seniors'Center Administration/Operation/ When No When No Mag, City Clerk .� 225.10 Longer Longer — GC §34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 225.20 Capital Improvements (All) P P Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When No Co (staffing Department is Staffing 225.30 Advisory Groups Longer Longer Mag, pies ( g p Depart. Required .Required Ppr OFR); GC §34090.7 230-FACILITIES-City Gym/Pool When No When No I City Clerk 230.10 Administration/Operation/ Mag'Longer Longer GC §34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record _ _ _ Image: Destroy (OFR) Active Inactive/ Total Media 1=Import Paper after (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Sca C'd? If the record is not listed here, refer to the Retention for Cif -IIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Public Yes: Mag, Yes: After Works 230.20 Capital Improvements (All) P P. Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When No:" Ma Copies(staffing Department is Staffing 230.30 Advisory Groups Longer Longer g' p ( g p Depart. Ppr OFR); GC §34090.7 Required Re uired> : 235.=;FACILITIES :Oak<�Yievv'Center. When No When No Administration I Operation/ Mag, City Clerk 235.10 Longer Longer. GC §34090 et seq. Maintenance Ppr Required Required Public Yes: Mag, Yes: After Works 235.20 Capital Improvements (All) P P Before Mfr, OD, S Inactive Infrastructure, GC §34090 Completion Ppr When No When No Ma Copies (staffing Department is Staffing 235.30 Advisory Groups Longer Longer g' p ( g p Depart. Required Rewired Ppr OFR); GC §34090.7 ..,.: %24W.;FACILITIES ...Munici aI2P.aer/_Plaza. . When No When No Administration/Operation/ Mag, City Clerk 240.10 Longer Longer GC §34090 et seq. Maintenance Required RequiredFBefore Ppr Public Mag, Yes: After Works 240.20 Capital Improvements(All) P P Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When.No Ma Copies (staffing Department is Staffing 9, P ( 9 P Depart. 240.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 p Required Required HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit`,`A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Category ID t# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is com leted and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 245-FACILITIES-Beach When No. When No Administration/Operation/ Mag, City Clerk 245.10 Maintenance Longer Longer Ppr GC §34090 et seq. Required Required Yes Mag, Public 245.20 Capital Improvements(All) P P Before Mfr, OD, S Yes: After Infrastructure; GC §34090 Works Inactive Completion Ppr When No When No -- � �—_�— --�----- __-_ -- Staffing 245.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Required- Re uired Ppr OFR); GC §34090,7 250- FACILITIES-Water O erations. When No When No Administration/Operation/ Mag, City Clerk 250.10 Maintenance Longer Longer Ppr GC §34090 et seq. Required Required Public Yes: Mag, Yes: After Works 250.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr Staffing When No When No Mag, Copies (staffing Department is Depart. 250.30 Advisory Groups Longer Longer Ppr OFR), GC §34090.7 p Required Required 255-FACILITIES.- Fire Stations Administration/Operation/ When No When No Mag, City Clerk 255.10 Maintenance Longer Longer Ppr GC §34090 et seq. Required Required __ _ Public Yes__- i Mag, Yes: After Works 255.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure, GC§34090 Completion Ppr HUNTINGTON BEACH, CAfJ1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total . Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged 8� S=Scan C'd? If the record is not listed here, refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. When No When No Staffing Mag, Copies (staffing Department is Depart. 255.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 p Required Required . 260-FACILITIES-Heliport When No When No City Clerk 260.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Required Required Ppr — Public Yes: Mag, Yes: After Works 260.20 Capital Improvements (All) P P Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When No Staffing Mag, Copies (staffing Department is Depart. 260.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 Required .Required 265-FACILITIES-Cultural Arts Center When No When No City Clerk 265.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 265.20 Capital Improvements (All) P P Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When No Staffing Mag, Copies (staffing Department is Depart. 265.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 p Required Re uired 270-FACILITIES-Surf Museum When No `-When No City Clerk 270.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CA1J1995-2007 Gladwell Governmental Services, Inc,-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr ' Retention Vital? Options M=Mfr Imaged & S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, Public 270.20 Capital Improvements(All) P P Before Mfr,, OD, S Yes: After Infrastructure; GC§34090 Works Inactive Completion Ppr When No When No. Staffing Mag, Copies(staffing Department is Depart. 270.30 Advisory Groups Longer ' Longer Ppr OFR); GC §34090.7 Required1—Required .. 275-FACILITIES.'-Pirking Structures When No When No City Clerk 275.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Ppr Required Required _- - Yes: Mag, Public 275.20 (Capital Improvements(All) P P Before Mfr, OD, S Yes: After Infrastructure; GC §34090 Works Inactive Completion Ppr - --- --- - _ --- -- - ---- - ----------------- - - ----------------- I When No When No Staffing Mag, Copies (staffing Department is Depart. 275.30 Advisory Groups Longer Longer Ppr OFR), GC §34090.7 Required Re uired 280- FACILITIES-Youth Shelter When No When No City Clerk 280.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After 280,20 Capital Improvements (All) P P Before Mfr, OD, S Infrastructure; GC§34090 Works Inactive ' Completion Ppr When No When No Staffing Mag, Copies (staffing Department is Depart. 280.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 Required Required HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record —^ Image: Destroy (OFR) Active Inactive/ Total Media I=Import Paper after (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & =Scan C'd If the record is not listed here refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 285`-FACILITIES Emerald!Coxe:Senior Center When No When No Administration/Operation/ Mag, City Clerk 285.10 Longer Longer GC §34090 et seq. Maintenance Ppr Required Required. Public Yes: Mag, Yes: After Works 285.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr i When No When No Staffing 285.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Required : Re uired Ppr OFR); GC §34090.7 290 FACILITIES-Gun Ran e When No "When"No Administration/Operation/ Mag, City Clerk 290.10 Longer longer. . GC §34090 et seq. Maintenance Ppr Required Required Public Yes: Mag, Yes: After Works 290.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No When No Co (staffing Department is Staffing 290.30 Advisory Groups Longer Longer Mag, pies ( g p Depart. Re uired Re uired Ppr OFR); GC §34090.7 295-FACILITIES-Central Park Senior Center When No When No City Clerk 295.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 295.20 Capital Improvements (All) P P Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total'. Media I=Import Paper after Vital? (in office) CD or Mfr Retention;: Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. When No CNhen:N0 Ma Co ies (staffing Department is Staffing 9, p ( g p Depart. 295.30 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 p Required Re hired 300-AUDITS When No When No City Clerk 300,10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required J_ Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.20 Audits-City P P Before Mfr, OD, S Inactive §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.30 Audits-Redevelopment Agency P P Before Mfr, OD, S Inactive 34090 Completion Ppr § Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.40 Audits- Public Facilities P P Before Mfr, OD, S p Corporation Completion Ppr Inactive §34090 Audits-Civic Center Improvements Yes: Mag, Yes: After Department Preference,-GC City Clerk 300.50 P P Before Mfr, OD, S Inactive 34090 Corporation Completion Ppr § Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.60 Audits- Public Finance Authority P P.:: Before Mfr, OD, S Inactive §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.70 Audits-Parking Authority P P Before Mfr, OD, S Inactive §34090 Completion Ppr HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr 'Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for Cif -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti anon, claims com taints audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 310-FINANCIAL STATEMENTS/REPORTS. When No When No City Clerk 310.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required Yes: Mag, Department Preference- Finance Financial Statements/Treasurer's Yes: After City Clerk 310.20 Reports-City P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.30 Reports-Redevelopment Agency P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 iFinancial Statements/Treasurer's Yes: Mag, Department Preference- Finance City Clerk 310.40 Reports- Public Facilities P P Before Mfr, OD, S Yes: After also retains permanently; GC Corporation Completion Ppr Inactive §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference- Finance City Clerk 310.50 Reports-Civic Improvements P P Before Mfr, OD, S Inactive also retains permanently; GC Corporation Completion Ppr §34090 Yes: Mag, Department Preference-Finance Financial Statements I Treasurer's Yes: After City Clerk 310.60 Reports-Advisory Group P P. Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Financial Statements Treasurer's Yes: Mag, Yes: After Department Preference- Finance City Clerk 310.70 P P Before Mfr, OD, S also retains permanently; GC Reports-Cable Television Inactive Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.80 Reports-West Orange County P P Before Mfr, OD, S Yes: After also retains permanently; GC Water Board (WOCWB) Completion Ppr Inactive §34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-18 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) Vital? (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Sca C'd? If the record is not listed here refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.90 P P Before Mfr, OD, S also retains permanently; GC Reports-Other City-Agencies Completion Ppr Inactive §34090 `320.'`BUDGET- When No When o Finance 320.10 Administration Longer Longer'; Ppr' Finance is OFR; GC §34090.7 Required Required Yes: Mag, Department Preference Finance Yes: After City Clerk 320.20 City Annual Operating P P - Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 City Clerk 320,30 Preliminary Budget 2 years 2 years Pag' GC §34090 Yes: Mag, Yes: After Department Preference(meets City Clerk 320.40 Capital Improvement Budget 5 years 5 years Before Mfr, OD, S Inactive auditing standards); GC§34090 Completion Ppr Yes: Mag, Yes: After Department Preference; GC City Clerk 320.45 Unbudgeted Expenditure P P Before Mfr, OD, S Inactive §34090 Completion Ppr When No When No Mag, Preliminary documents transitory City Clerk 320.50 Clerk's Working File Longer Longer Ppr records; GC §34090 _ Required Required When No When No Finance 320.60 Advisory Groups Longer Longer Mag, Copies (staffing Department is Required Required Ppr OFR); GC §34090.7 City Clerk 320.70 Parking Authority 2 years 2 years Mag, Copies (staffing Department is Ppr OFR); GC 34090.7 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 .Office of Category ID# Records Description Retention f Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive/ Total . Vital? Media I=Import Paper after (in office) CD or Mfr .Retention Options M=Mfr Imaged & =Sc n C'd? If the record is not listed here, refer to the Retention for Cit -IIde Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). City Clerk i 320.80 West Orange County Water Board P P Mag' GC §34090 WOCWB /Water Well Lines Ppr 330- DEBT SERVICE When No When No City Clerk 330.10 Administration Longer Longer Ppr' I Finance is OFR; GC §34090.7 Required Required Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat,, debentures is 6 years; Bonds Redemption :Redemption Yes: Until issued by local governments are City Clerk 330.20 General Obligation Bonds 2 years or Maturity + or:Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§§336(a)(1) & (2), 337,5(2); GC §43900 et seq. _ Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.30 Revenue Bond: City and/or Agency 2 years or Maturity + or Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et se , HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Category ID# Records Description Retention/Disposition Comments t Reference Record _ Image: Destroy Active Inactive/ Total: Media I=Import Paper after (OFR) Vital? (in office) CD or Mfr Retention Options M=Mfr Imaged & S=S an C' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement. Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Caricellat., debentures is 6 years; Bonds Revenue Bond: Public Facilities Redemption Redemption. Yes: Until issued by local governments are City Clerk 330.40 2 years Ppr 10 years; There are specific Corp. or Maturity+ or:Maturity+ Maturity requirements for disposal of 8 years 10years unused bonds; CCP §§336(a)(1) &(2), 337.5(2), GC §43900 et seq. Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Civic Improvement Redemption Redemption Yes: Until issued by local governments are There are specific City Clerk 330.50 2 years Ppr 10 years; Corp. or Maturity+ or Maturity + Maturity 8 years 10 years requirements for disposal of unused bonds; CCP§§336(a)(1) &(2), 337.5(2), GC §43900 et seq. Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds issued by local governments are Revenue Bond: Public Finance Redemption Redemption Yes: Until City Clerk 330.60 2 years Ppr 10 years; There are specific Authority or Maturity+ or Maturity+ Maturity 8 years 10;years: requirements for disposal of unused bonds; CCP §§336(a)(1) &(2), 337.5(2); GC §43900 et seg. HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & =Sc n C'd7 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat.. Cancellat., debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption Redemption Yes: Until issued by local governments are City Clerk 330.70 (Notes) 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP §§336(a)(1) &(2), 337.5(2); GC §43900 et seq. When No When No Mag_ ^ Preliminary documents/transitory City Clerk 320.80 Clerk's Working File Longer Longer Ppr records; GC §34090 Required Required _ Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., : Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years Ppr 10 years; There are specific or Maturity+ o.r.Maturity+ Maturity 8 years 10,years requirements for disposal of unused bonds; CCP §§336(a)(1) &(2), 337.5(2); GC §43900 et seq. HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record_, Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr :Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 340-REVENUE AND TAXATION When No When No Ma Finance 340.10 Administration Longer Longer Ppr' GC §34090 et seq. _ Required Required When No When No Finance 340.20 Fee Schedule Longer Longer Ppr' Finance is OFR; GC §34090.7 Required Required � When No When No i City 340.30 Business Licenses Longer Longer Par' Finance is OFR; GC §34090.7 Treasurer Required Required p — � —_ . _ ---------- Mag ---------------- ---------------------------- ---- City Clerk 340.50 Utilities Tax P P Mfr, OD, S/I Yes: After 2 Department Preference; GC years §34090 Ppr Mag, Yes: After 2 Department Preference; GC City Clerk 340.55 Transient Occupancy Tax (TOT) P P Mfr, OD, S/I years §34090 Ppr Mag, Yes: After 2 Department Preference; GC City Clerk 340.69 County Taxes P P Mfr, OD, S/I _ years §34090 Ppr — When No When No Mag, Yes: When Lead Dept. 340.70 Federal Grants/Programs Longer Longer Mfr, OD, S/I Inactive Copies-GC §34090.7 Required Required _ Ppr When No When No Mag, Yes: When City Clerk 340.80 State Grants/Programs Longer Longer. Mfr, OD, S/I Inactive Copies- GC §34090.7 _ Required Required Ppr When No When:No' Mag, Yes: When Finance 340.85 Programs/Other Longer Longer Mfr, OD, S/I Copies-GC §34090.7 Required Required Ppr Inactive --_ Mag, Yes: After 2 Department Preference; GC City Clerk 340.90 Taxes P P Mfr, OD, S/I Ppr years §34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr :Refenti'orr: Options M=Mfr Imaged & S= can C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, com taints, audits, endin records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 350-SPECIAL ASSESSMENT/IMPROVEMENTS DISTRICTS When No When No Lead Dept. 350.10 Administration Longer Longer, . Ppr' GC §34090 et seq. _ Required Required„ _ Mag, Yes: After City Clerk 350.20 Underground Utilities P P Yes Mfr, OD, S Inactive Infrastructure; GC §34090 Ppr _ Yes: Mag, City Clerk 350.30 (Reimbursement/Improvements/ Completion P P Before Mfr, OD, S Yes; After Infrastructure; GC §34090 y Assessment Districts +2 yearsInactive Completion Ppr 400-REDEVELOPMENT When No When No Ma g. Econ. 400.10 (Administration Longer Longer Develop. Ppr GC §34090 et seq. Required Required When No When No Econ. 400.20 Special Studies/Reports Longer Longer Mag' Copies; GC §34090.7 Develop. Required Required Ppr When No When No Mag Develop. 400.30 Policy/Regulations Longer Longer Ppr, Copies; GC §34090.7 Required Required Mag, Yes: After 2 Department Preference; GC City Clerk 400.40 Biennial Public Hearing P P Mfr, OD, S years §34090 Ppr City Clerk 400.50 Redevelopment Closed Sessions 2 years 2 years Ppr' GC §34090 Brown Act challenges must be (Adjourned & Special Meetings: Mag, filed within 30 or 90 days of City Clerk 400.60 (Affidavits of Postings 2 years 2 years Ppr faction; GC §§34090, 154960.1(c)(1) HUNTINGTON BEACH, CA,01995-2007 Gladwell Governmental Services, Inc,-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record _ Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=S an C'd? If the record is not listed here refer to the Retention for Cif -ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement), 410-REDEVELOPMENT PROJECT AREAS Mag, Yes. After City Clerk 410.05 Redevelopment Project Areas P P Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion Huntington Center Redevelopment Mag, Yes: After City Clerk 410.10 Project Area P P Mfr, OD, S Project Infrastructure, GC §34090 Ppr Completion _ __ _ Main-Pier Redevelopment Project Mag, Yes: After City Clerk 410.20 Area P P Mfr, OD, S Project Infrastructure, GC §34090 _ Ppr _ Completion (Beach Blvd, Redevelopment Mag, Yes: After City Clerk 410.25 I P P Mfr, OD, S Project Infrastructure; GC §34090 Project Area (Beach Corridor) Ppr - Completion Oakview Redevelopment Project Mag, Yes: After City Clerk 410.30 Area P P . Mfr, OD, S Project Infrastructure; GC §34090 Ppr _ Completion _ _ ___ Warner-Goldenwest Mag, Yes: After Redevelopment Project Area City Clerk 410.35 P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr _ Completion Talbert-Beach Redevelopment Mag, Yes: After City Clerk 410,40 Project Area P P Mfr, OD, S Project Infrastructure; GC §34090 _ Ppr Completion _ Talbert Gap Flood Control Mag, Yes: After City Clerk 410.50 Redevelopment Project Area P P Mfr, OD, S Project Infrastructure; GC §34090 —------ ----_1.. Ppr - ----- f Completion Southeast Coastal Redevelopment Mag, Yes: After City Clerk 410.55 P P Mfr, OD, S Project Infrastructure; GC §34090 Project Area — -- — ----- - -- --- �- Ppr-- -------- Completion ----- ------- -- Mag, Yes: After City Clerk 410.60 Civic Center P P Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record _ Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) Vital? (in office) CD or Mfr Retention.' Options M=Mfr Imaged & S= can QC' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pendin records re uests and/or investi ations sus end normal retention periods retention resumes after settlement. Mag, Yes: After City Clerk 410.65 Florida-Utica Enhancement Area P P Mfr, OD, S Project Infrastructure; GC §34090 _ Ppr Completion Mag, Yes: After City Clerk 410.70 Commodore Circle Funding Area P P Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion Mag, Yes: After City Clerk 410.80 Advisory Group P P Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion , 420-.LAND USE CONTROL When No When No Planning 420.10 Administration Longer Longer Ppr' — GC §34090 et seq. — _ Required Required When No When No Planning 420.20 Policy/Regulations Longer Longer Ppr' Copies; GC §34090.7 Required Required -_ --- - ---- — -- - - Mag, City Clerk 420.35 Signs/Sign Code/Appeals P P Mfr, OD, S No GC §34090 Ppr City Clerk L 420.40Conditional Use Permit Appeals P P Ppr' GC §34090 --- - — ---- City Clerk 420.50 (Conditional Exception Appeals P P Mag' GC §34090 —� — -- — — Ppr— --- --�——.---- -r -------- -------- - -- Final Tract Maps/Tentative Tract Mag, City Clerk 420.60 Maps P P Ppr jGC §34090 City Clerk 420.70 Parcel Maps Release Transmittals 2 years 2 years Mag, Public Works is OFR; GC _ _ Ppr 134090.7 Coastal Development/Plans/ Mag, City Clerk 420.80 Permits/Appeals P P Ppr GC §34090 — — City Clerk 420.85 Local Coastal Program P Pr 1 Par' GC §34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver, 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record J Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. When No When No Mag, Copies(staffing Department is Planning 420.90 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 _ Required Required When No When No City Clerk 420.95 Your Departments Working File Longer ,Longer Ppr' GC §34090 at seq. Required Required. 425-CODE COMPLIANCE/CODE ENFORCEMENT When No When No City Clerk 425.10 Administration- Demolition Photos Longer Longer Ppr' GC §34090 et seq. Required Required 430-HOUSING When No When No Mag City Clerk 430.10 Administration Longer Longer Ppr' GC §34090 et seq. _ Required Required Mag, Yes: After ~Preservation/Rehabilitation/ City Clerk 430.30' P P Mfr, OD, S Project Infrastructure; GC §34090 Relocation Ppr Completion Mag, Yes: After City Clerk 430.50 Affordable Housing P P Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion _ I Mag, Yes: After City Clerk 430.55 Senior Housing P P Mfr, OD, S Project Infrastructure; GC §34090 - Ppr Completion _ � Mag, �� �_- City Clerk 430.60 Mobilehome Parks P P Mfr, OD, S es: After Department Preference; GC T _ 10 years §34090 Ppr Economic Mag, 1Department Preference; GC Develo 430.70 (Studies and Reports 10 years 10 years Ppr §34090 _ P. --- -- ---- — ----- I � When No When No Staffing Mag, Copies (staffing Department is 30. Depart. 480 Advisory Groups Longer Longer Ppr OFR)' GC §34090.7 p Required Required HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=S an C'd? If the record is not listed here, refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 440-PLANNING When No When No Mag Planning 440,10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required When No When No Planning 440.20 Census Information Longer Longer Ppr' Copies; GC §34090.7 Required Required Mag, Yes: After City Clerk 440.30 Master Plans P P Mfr, OD, S 10 years Land Records, GC §34090 Ppr Mag, Yes: After City Clerk 440.40 General Plan Conformance P P Mfr, OD, S 10 years Land Records; GC §34090 Ppr _ Mag, Yes: After City Clerk 440,50 General Plan Amendments P P Mfr, OD, S Land Records; GC §34090 Ppr 10 years City Clerk 440.60 Regional Planning 25 years 25 years: Mag, Non records(department Ppr preference); GC §34090 -- -- Mag, Yes: After City Clerk 440.70 Moratoriums P P Mfr, OD, S 10 years Land Records; GC §34090 Ppr City Clerk 440.80 Special Studies/Reports 25 years 25 years Mag, Non records (department Ppr preference); GC §34090 City Clerk 440.90 P Advisory Groups- Formation, Mag, Copies(staffing Department is P A ointments P r OFR GC 34090.7 450.-ZONING, _ When No When No Planning 450.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required HUNTINGTON BEACH, CAIJ1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention: Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Mag, Yes: After City Clerk 450.20 Zoning Change Case Files P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag, Yes: After City Clerk 450.30 Specific Plans P P Mfr, OD, S 10 years Land Records; GC §34090 Pr City Clerk 450.40 Special Studies/Reports 10 years 10 years Mag' GC §34090 Ppr 460- ECONOMIC.DEVELOPMENT When No When No City Clerk 460.10 Administration Longer Longer: Ppr' GC§34090 et seq. Required F;equred:: Termination Termination City Clerk 460.30 Industrial/Business(e.g. Auto of District+ ::6V District:+: Mag, Meets auditing standards; GC ' Business District) 5 years Ppr §34090 `5;:y;ea�s;.;: When No When No: Mag, Copies(staffing Department is City Clerk 460.35 Advisory Groups Longer Longer;:;: Ppr OFR); GC§34090.7 Required Re uired:.:: 500-ANIMAL CONTROL When No When.N6 City Clerk 500.10 Administration Longer Longer .. Pp' GC §34090 et seq. Required Required Mag, Yes: After City Clerk 500.20 Regulations P P Mfr, OD, S years Land Records; GC §34090 For 610-;EMERGENCY SERVICES When No When No.: Police or 510.10 Administration Longer Longer Mag' GC §34090 et seq. Fire Required Re uired Ppr HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-29 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total: Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd? 11 If the record is not listed here refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, City Clerk 510.20 Disaster Plan 10 years 10 years Mfr, OD, S Yes: After Department Preference; GC _ —10 years §34090 P r — Mag, Yes: After Department Preference; GC City Clerk 510.30 Civil Defense 10 years 10 years Mfr, OD, S 10 years §34090 P r _ _ Mag, Yes: After Department Preference; GC City Clerk 510.40 Mutual Assistance/Paramedics 10 years 1.0.years Mfr, OD, S 10 years §34090 _ P r Mag, Yes: After Department Preference, GC City Clerk 510.45 FireMed Program 10 years 10 years Mfr, OD, S 10 years §34090 P r Mag, Yes: After Department Preference; GC City Clerk 510.50 Ambulance 10 years 10years Mfr, OD, S 10 years §34090 Pr Mag, Yes: After Department Preference; GC City Clerk I 510.60 Hospital 10 years 10 years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.70 Geological Hazards 10 years 10 years Mfr,O D, S 10 years I§34090 pr HUNTINGTON BEACH, CAIJ1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total Media I=Import Paper after (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Sca QC' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 520-ENVIRONMENTAL PROTECTION When No When No Mag Lead Dept. 520.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required _ - Mag, Department Preference; GC City Clerk 520.15 Policy/Positions 10 years 1.0 years Mfr, OD, S No §34090 Ppr _ Hazardous Materials(Oil Spills, Mag, Claims can be made for 30 years etc. City Clerk 520.20 ) Yes: After 30 years 30 years Mfr, OD, S/I for toxic subst, exposure; 8 CCR Ppr 10 years 3204(d)(1)et seq., GC §34090 Mag, Yes: After Copies Department Preference; City Clerk 520.30 Coastal Protection/Off Shore Oil P P Mfr, OD, Sill 10 years GC§34090.7 � Ppr � — Mag, City Clerk 520.35 Beach Erosion P P Mfr, OD, S I I Yes: After Copies-Department Preference; 10 years GC §34090.7 Ppr Mag, Yes: After Copies- Department Preference; City Clerk 520.40 Oil!Methane Gas P P. Mfr, OD, S/I 10 years GC §34090.7 Ppr City Clerk 520.50 Noise Pollution 2 years 2.y.ears . Ppr' GC §34090 Lead Dept, 520.60 Energy Conservation 10 years 10 years Mag, Copies- Department Preference Ppr GC 34090.7 Planning is OFR-Final EIRs are Mag, Yes: After required to be kept a"reasonable Planning 520.70 CEQA /EIR/ND P P Mfr, OD, S 10 years period of time"; 14 Cal Code Ppr Regs§15095(c); GC§34090.7 City Clerk 520.75 Air Quality 10 years 10 y.ears Mag, Department Preference; GC Ppr §34090 Mag, Yes: After Code Enforcement retains Planning 520.80 Weed Abatement 2 years Zyea.rs Mfr, OD, S 10 years originals; GC §34090.7 Ppr HUNTINGTON BEACH, CAIJ1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total: Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Sc n C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement), Lead Dept. 520.85 Orange County Vector Control 2 years 2.years Mag, Department Preference; GC Ppr §34090 When No When No Staffing Mag, Copies(staffing Department is 520.90 Advisory Groups Longer Longer, Depart. Re uired ired Ppr OFR); GC §34090.7 Re u . 530-POLICE'PROTEC.TION When No When No. Lead Dept. 530.10 Administration Longer Mag Longer Ppr' GC §34090 et seq. Required Required Lead Dept. 530.20 Helicopter Program 10 years 10 years Mag, Copies- Department Preference Ppr _ GC 34090.7 Lead Dept. 530.30 Police Towing Program 10 years 10.years Mag, Copies- Department Preference; Ppr GC 34090.7 540-FIRE PROTECTION When No Wien No Mag Lead Dept. 540.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Re uired... 560-FLOOD CONTROL,. When No When Lead Dept. 550.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required Mag, Yes: After Department Preference; GC City Clerk 550.20 Flood Control Districts/Channels P P Mfr, OD, S 10 years §34090 ---- Ppr — — Mag, Yes: After Department Preference; GC City Clerk 550.40 Drainage P P Mfr, OD, S 10 years §34090 Pr _ Mag, Yes: After Department Preference; GC City Clerk 550.50 Reports/Studies P P. Mfr, OD, S 10 years §34090 Pr HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 Office of Category ID# Records Description Retention/Disposition Comments f Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention ; Options M=Mfr Imaged & S=Sc n C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. When No When No Ma Co (staffingDepartment is Staffing 520.70 Advisory Groups Longer Longer:.: g' Pies P Depart. Required Re uired ! Ppr OFR); GC §34090.7 :. M560=.PAR KING"CONTROL When No When No Lead Dept. 560.10 Administration Longer Longer` Pp' GC §34090 et seq. Required Required Mag, Yes: After Department Preference; GC City Clerk 560.20 Enforcement Regulation P P Mfr, OD, S 10 years §34090 Ppr _ -- Mag, Yes: After Department Preference, GC City Clerk 560.30 Signs P P : Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 560.35 Parking Meters/Lots P P. Mfr, OD, S 10 years §34090 Ppr Residential Parking Permits/Cul Mag, Yes: After Department Preference; GC City Clerk 560.40 de Sac Parking/Diagonal/Parking P P Mfr, OD, S 10 years §34090 _ Districts Ppr - --- --------- ------ -- When No When No Staffing 560.60 Advisory Groups Longer Longer Ppr' GC §34090 et seq. Depart. Required ;Re uired 570 PUBLIC'WELFARE When No When No. City Clerk 570.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required _ Lead Dept. 570.20 Drug &Alcohol Abuse 2 years 2 years Mag, Copies- Department Preference; Ppr GC§34090.7 _ Lead Dept. 570.30 Obscenity/Pornography 10 years 10 years ,. Mag, Copies- Department Preference; Ppr GC 34090.7 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record _ Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation, claims complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement. Mag, Yes: After Department Preference; GC City Clerk 570.40 Handicapped P P Mfr, OD, S 10 years §34090 Ppr Lead Dept. 570.50 Social Services Organizations/ 5 years 5 years Mag, Copies-Department Preference; _ _ Groups _ Ppr GC 34090.7 Mag, Yes: After City Clerk 570.60 Nuisance Abatement Liens P P. Mfr, OD, S Land Records; GC §34090 _ Ppr 10 years When No When No Staffing Mag, Copies(staffing Department is 570.70 Advisory Groups Longer Longer. Depart. Re uired Re uired Ppr OFR); GC §34090.7 580 TRAFFIC:CONTROL When No When.No Lead Dept. 580.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required Lead Dept. 580.30 Special Studies/Reports 3 years 3 years Mag, Copies-Department Preference; Ppr GC §34090.7 Lead Dept. 580.40 Enforcement 15 years 15.years Mag, Copies- Department Preference; _ Ppr _ GC §34090.7 _ Mag, Yes: After Department Preference; GC City Clerk 580.50 Control Devices P P Mfr, OD, S 10 years §34090 Ppr _ Mag, Yes: After Department Preference; GC City Clerk 580.60 Regulations/Speed Limits P P Mfr, OD, S 10 years §34090 Ppr Lead Dept. 580.70 Pedestrian Safety 3 years 3 years Mag, Copies- Department Preference, _ _ Ppr GC §34090.7 Lead Dept, 580.80 Bicycle Safety/Equestrian Safety 3 years 3 years Mag, Copies-Department Preference, Ppr GC 34090.7 HUNTINGTON BEACH, CA o1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-34 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention . Vital? Options M=Mfr Imaged & S= can C'd? If the record is not listed here refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies (staffing Department is Depart. 580.90 (Advisory Groups Longer Longer Ppr OFR); GC §34090.7 Required Required 590-SENIOR.CITIZENS I When No When No Lead Dept. 590.10 !Administration Longer Longer Ppr' GC §34090 et seq. Required Required Lead Dept. 590 —.30 Tender Loving Care/Meals on Mag, Copies- Department Preference; Wheels/Feedback Foundati 5 years 5 years on Ppr GC §34090.7 When No When No Staffing Mag, Copies (staffing Department is Depart. 590.40 Advisory Groups Longer Longer Ppr OFR); GC §34090.7 Required Required 600-AGREEMENTS/CONTRACTS Lead Dept. 600.05 Administration 2 years 2 years Ppr' GC§34090 et seq. �j Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for Completion Completion' Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.10 Professional Services Agreements Before Mfr, OD, S + 10 years + 10 years' Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years I for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC 34090 HUNTINGTON BEACH, CAIJ1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 Office of Category ID# Records Description Retention I Disposition Comments t Reference Record Image: Destroy (OFR) Active Inactive I Total Vital? Media I=Import Paper after (in office) CD or Mfr s;Retention Options M=Mfr Imaged & = an C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normal!y performed by file folder, Litigation, claims, complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement). Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for Before Mfr, O Completion Completion Yes: r, OD, S Yes. After transportation and concessionaire City Clerk 600.15 Federal Agreements +5 years +5.years Completion Ppr Inactive agreements. Statute of Limitations is 4 years, 10 years for Errors& Omissions; CCP §§337. 337.1(a), 337.15, 343; GC -- ------ — ---- §34090 Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for Completion Completion. Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.20 State Agreements +5 years +5 years. Before Mfr, OD, S Completion Ppr Inactive agreements. Statute of Limitations is 4 years; 10 years for Errors& Omissions; CCP §§337. 337.1(a), 337.15, 343; GC _ §34090 Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.25 County Agreements +5 years + 5 years Before Mfr, OD, S Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors& Omissions; CCP §§337. 337.1(a), 337.15, 343; GC 34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-36 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record _ Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) Vital? (in office) CD or Mfr Retention . Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by Ne folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. All infrastructure, JPAs, &Mutual Aid contracts are permanent for Yes: Mag, emergency preparedness; Statute Limitations is 4 years City Clerk 600.30 Redevelopment Agency P P Before Mfr, OD, S Yes: After o years, years f Completion Ppr Inactive for Errors& Omissions; P §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4,703 Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.35 Concession Agreements + 5 years + 5 years Before Mfr, OD, S Completion Ppr Inactive agreements. Statute of Limitations is 4 years; 10 years for Errors& Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Yes: Mag, Administrative&legal value City Clerk 600.40 Joint Powers Agreements(JPAs) P P Before Mfr, OD, S No (Emergency Preparedness), GC Expiration Ppr _ §34090 Statewide guidelines propose completion +5 years for non- Yes: Mag, capital improvement contracts. Completion Completion Yes: After City Clerk 600.45 Franchises +5 years + 5 years Before Mfr, OD, S Inactive Statute of Limitations is 4 years; Completion Ppr 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy ActiveLInactrivo/ Total Media 1=Import Paper after (OFR) (in office) fr Retention Vital? Options M=Mfr Imaged& =Scan C'd If the record is not listed here, refer to the Retention for Cif -IIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Agreements& Cash Contracts- Other City Entities: ALL INFRASTRUCTURE: All infrastructure, JPAs, &Mutual Architects, buildings, bridges, Aid contracts are permanent for drainage, park improvements, Yes: Mag, emergency preparedness; Statute City Clerk 600.50 Public Works, reservoirs, sewers, P P Before Mfr, OD, S Yes: After of Limitations is 4 years; 10 years sidewalks, signals, street&alley Completion Ppr Inactive for Errors& Omissions; CCP improvements, utilities, water, §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention wheelchair ramps, etc. requirements in 48 CFR 4.703 I Exceptions: Landscaping, street _ pavin Statewide guidelines propose Agreements& Cash Contracts completion + 5 years for non- Approved by Council: NOW capital improvement contracts& INFRASTRUCTURE: Yes: Ma completion +4 years for Completion Completion. g' Yes: After transportation and concessionaire City Clerk 600.55 Before Mfr, OD S Consultants, Landscaping, Slurry + 10 years + 1Q , ,years Inactive agreements. Statute of Completion Ppr Seals, Tree Trimming, Leases, Limitations is 4 years; 10 years Professional Services, Demolitions for Errors& Omissions; CCP (Not Infrastructure projects) §§337. 337.1(a), 337.15, 343; GC §34090 Agreements & Cash Contracts EEOC/ADEA(Age) requires 1 Approved by Council: Yes: Mag, year after benefit plan City Clerk 600.60 P P Before Mfr, OD, S No termination; State Law requires 2 Retirement Agreements (PERS) Expiration Ppr years after action; 29 CFR 1627.3(b)(2); GC §§12946, 34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-38 Office of Category ID# Records Description Retention/Disposition Comments 1 Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Agreements&Cash Contracts - Other City Entities: Mag, City Clerk 600.65 Title Insurance, Land Records P P Yes(all) Mfr, OD, S No GC §34090 (Subdivision, LLA's(Lot Line Ppr Adjustments), & LSA's (Lot Split Agreements)) Agreements Approved by Council: Yes: Mag, EEOC/FLSA requires 3 years for Expiration + Expiration City Clerk 600.70 MOUs-Memorandas of 15 years 15 yearn Before Mfr, OD, MOUs; State requires 2 years; 29 Expiration Ppr — CFR 516.5, GC §§12946, 34090 Understanding Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for MSC (Miscellaneous Service Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.90 Contracts) + 5 years +5 years Before Mfr, OD, S Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors& Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 -- ---AS/ Completion Completion Mag, 600.95 Purchase Orders Copies; GC §34090.7 Purchasing _ _ + 5 years +5 years Ppr City Clerk Agreements& Cash Contracts: Bid Opening :Bid Opening or (various) Unsuccessful Bids + 2 years +2 years Ppr I GC § 34090 Purchasing 610-INCORPORATION Mag, City Clerk 610.10 Articles of Incorporation P P Mfr, OD, S No GC §34090 Ppr HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-39 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy (OFR) Active Inactive/ Total: Media I=Import Paper after Vital? (in office) CD or Mfr . Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Department Preference, Non Building Code, ettc.)c.) City Clerk 610.15 Uniform Codes Uniform P P Ppr Mag, records-can be obtained from the State, if required; GC §34090 - --- ------- -- ---- ---- Mag, - - ---- - -- City Clerk 610.20 Charter P P Mfr, OD, S No GC §34090 Ppr — Mag, City Clerk 610.30 Annexations P P Mfr, OD, S No GC §34090 Ppr Department Preference; Non Local Agency Formation Mag, records-can be obtained from City Clerk 610.40 Commission (LAFCo) 4 years 4 years Ppr the LAFCo if required; GC 34090 620-ELECTIONS City Clerk 620.10 Administration 10 years 10 years Mag' GC §34090 et seq. --- - --- -------- - Ppr ---L---- -- City Clerk 620.15 Elections Roster of Voters, Voter 5 years 5 years Mfr, OD. EC §§17300, 17001 Index — Ppr -- - -- ---------- General Municipal Elections - HISTORICAL File (Sample ballot, Mag' City Clerk 620.20 P P Mfr, OD, S No Retained for Historical Value, GC calling, consolidation, canvass, Ppr §34090 affidavits, etc. _ _-- Not accessible to the public; The 8 month retention applies after Elections-Petitions (Initiative, election results, or final City Clerk 620.25 Recall or Referendum) 8 mo. 8 mo. Ppr examination if no election. Applies unless a legal/FPPC proceeding. EC 17200, 17400 HUNTINGTON BEACH, CA.@i995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-40 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Sca C'd? If the record is not listed here refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Special I Other Municipal Elections-HISTORICAL File Mag, Retained for Historical Value, GC City Clerk 620.30 (Sample ballot, calling, P P. Mfr, OD, S No §34090 consolidation, canvass, affidavits, Ppr etc. Department Preference; No Duration of Duration of specific legal requirement; Elections-Candidate Statements After 2 Statewide guidelines propose 4 City Clerk 620.35 Office +4 Office+4 Ppr S/M/I (to be printed in the sample ballot) years yeas years years; recommend term +4 years for administrative value; GC§ 34090 No specific legal requirement; Mag Statewide guidelines propose 2 City Clerk 620.40 Elections-Precinct Maps 2 years 2 years Ppr' years; County Clerk sends to Secretary of State; EC§17501, GC §34090 Department Preference; Statewide guidelines proposes 4 Mag, years for successful candidates, 2 City Clerk 620.45 Elections-Nomination Papers 8 years 8 years Mfr, OD, years for unsuccessful; CA law Ppr states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk 620.50 Regulations/Procedures Superseded Superseded: Mag, t4090 partment Preference; GC +2 ears +:2. ears:'' Ppr HUNTINGTON BEACH, CX@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-41 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive I Total. Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S= can C'd7 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q, last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement), Elections-Absentee Applications, Roster of Absentee Applications, Envelopes, Ballots After Election, After Recount, Assessment Districts(Prop 218 proceedings), EC §§17505, 17302, 17306, City Clerk 620.60 Challenged and Assisted Voters 6 mo. 6 mo. I Ppr 17503, 17304, and CA Lists, Inspectors Receipts for Constitution Article XIII Ballots, Precinct officers Appointments, Tally Sheets, Copies of Voter Index and Record of Polling Places Department Preference, Statute of Limitations: Public official misconduct is discovery of Oaths of Office: Other(required of Mag' Yes: When offense+4 years, retirement City Clerk 620.65 all"City Officers") P P Mfr, OD, S Inactive benefits is 6 years from last Ppr action; statewide guidelines propose Termination +6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Department Preference; No City Clerk 620.70 Elections-Certificates of Election 8 years P P Ppr S Yes: After specific legal requirement; Inactive Statewide guidelines propose 4 years; GC §34090 Elections-Campaign Reports Mfr, OD, After 2 Paper must be retained for at City Clerk 620.75 (FPPC 400 Series Forms): 7 years 7 years Ppr S years least 2 years; GC §81009(b)(g) OTHER COMMITTEES (PACS) Elections-Campaign Reports Paper must be retained for at (FPPC 400 Series Forms): Mfr, OD, S After 2 least 2 years; City Clerk 620.80 SUCCESSFUL CANDIDATES 2 Years P P Ppr years CCP§583.320(a)(3); GC Elected Officials 81009 b HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record I Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here refer to the Retention for Cit -IIde Standards Retentions begin when the act is com leted, and im 1 a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Elections-Campaign Reports City Clerk 620.85 (FPPC 400 Series Forms): 5 years ( 5 years Ppr Paper must be retained for at _ UNSUCCESSFUL CANDIDATES _ least 2 years, GC§81009(b)(g) Elections-Campaign Reports (FPPC 400 Series Forms): Mfr, OD, After 2 Paper must be retained for at City Clerk 620.90 THOSE NOT REQUIRED TO FILE 4 years 4 years Ppr S years least 2 years, GC §81009(f) ORIGINAL WITH CITY CLERK (copies) i When No When No Mag, Preliminary documents/transitory City Clerk 620.95 Clerk's Working File Longer Longer Ppr records; GC§34090 Required Required 630-LEGAL OPERATIONS When No When No City 630.10 Administration Longer Longer Mag' Copies, GC §34090.7 Attorney Required Required Ppr Mag, Yes: After Department Preference; GC City Clerk 630.30 Legal Opinions P P Mfr, OD, S 10 years §34090 Ppr Attorney ne 630.40 (Litigation 2 years 2 years Ppr' Copies; GC §34090.7 -- Superseded Superseded Mag, City Clerk 630.50 Legal Procedures GC §34090 +2 years +2 years. Ppr City Clerk 630.55 Ethics Training Certificates 5 years 5.years - Ppr' GC §53235.2(b) City Clerk 630.60 Conflict of Interest Code Superseded Superseded. Mag, Department Preference; GC + 2 years t 2 years. Ppr §34090 _ FPPC 700 Series Forms (Statement of Economic Interests): Mag, City maintains original City Clerk 630.65 DESIGNATED EMPLOYEES 2 years 5 years 7 years Mfr, OD, S Yes statements; GC §81009(e)(g) (specified in the City's Conflict of Ppr Interest code HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-43 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr -Retention Vital? Options M=Mfr Imaged & S=Scan QC' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not City maintains copies only; Ppr City Clerk 630.70 elected. Includes City Council 2 years 2 years 4 years Mfr, OD, S After 2 original statements are filed with Members, Planning Commission years FPPC; GC §81009(f)(g) Members, City Manager, City Treasurer& City Attorney) _ FPPC 700 Series forms (Statement Mag, City Clerk 630.75 of Economic Interests): Boards 2 years 5 years 7 years Mfr, OD, S Yes City maintains original _ statements; GC §81009(e)(g) and Commissions Ppr Brown Act challenges must be filed within 30 or 90 days of action, Statute of Limitations on Affidavits of Postings, Notices, Municipal Government actions is Mag, 3-6 months; Statute of City Clerk i 630.80 Proof of Publications, etc- 2 years 2.years Ppr Limitations for mailings for Ordinances annexations, special districts, bonds is 60 days, CCP §§337 et seq, 349.4; GC §§34090, _ 54960,1(c)(1) FPPC 700 Series Forms Mag, City maintains original City Clerk 630.85 (Statement of Economic Interests) 2 years 5 years 7 years Mfr, OD, S Yes statements; GC §81009(e)(g) by Department) Ppr When No When No City Clerk 630.90 Your Departments Working File Longer Longer Ppr' GC §34090 et seq. Required Required HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit"A" Ver, 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention', Options M=Mfr Imaged & S=Scan C'd If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 640 LEGISLATION Mag, I City Clerk 640.10 Ordinances/Amendments P P Yes: All Mfr, OD, S No (GC §34090 - Ppr -�- - Uniform Codes Adopted by Mag' Department Preference: GC City Clerk 640.15 P P Yes: All Mfr, OD, 5 No Reference Ppr §34090 --------- ---- - Codification (City Clerk's working 2 years 2 Mag, GC 34090 City Clerk 640.20 file) years Ppr §_ City Clerk 640.30 County 2 years 2 years Mag, Department Preference, GC Ppr _ §34090_ Mag, Department Preference, GC City Clerk 640.40 State 2 years 2 years Ppr §34090 _ _ City Clerk 640.50 (Federal 2 years I 2 years Mag, Department Preference GC _ Ppr - §34090 _ When No When No City Clerk 640.90 Your Departments Working File Longer Longer Ppr' GC §34090 et seq. Required Rpriijirpri 650-REAL PROPERTY When No When No Lead Dept. 1 650.10 Administration Longer Longer Ppr' GC §34090 et seq. Required Required Acquisitions (Deeds, Title Reports, Mag, City Clerk 650,20 etc.) P P Yes: All Mfr, OD, S No GC §34090 ---- - --- - - �_Ppr Acquisitions-Parks/Fire Stations Mag, City Clerk 650.40 (Deeds, Title Reports, etc.) P P Yes: All Mfr, OD, S No GC §34090 Ppr Acquisitions- Eminent Domain Mag, City Clerk 650.50 (Deeds, Title Reports, etc.) P P Yes: All Mfr, OD, S No GC §34090 Pr HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=S a C'd If the record is not listed here, refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement). City Clerk 650.60 Tax Collector's Sales (notification of 2 years 2 years Mag' GC §34090 Count surplus property) Ppr -- Mag, — City Clerk 650.70 Surplus Property/Property Sold P P Yes: All Mfr, OD, S No GC §34090 _ Ppr Mag, City Clerk 650.80 Easements/ Deeds/Quitclaims P P Yes: All Mfr, OD, S No GC §34090 — — Ppr When No When No City Clerk 650.90 Your Departments Working File Longer Longer Ppr' GC §34090 et seq. Required Re uired 700-PERSONNEL ADMINISTRATION Amendments to City Classification Mag, Department Preference; GC City Clerk. 700.10 15 years 15 years _ Plan _ Ppr _ _ §34090 City Clerk 700.20 Personnel Policies/Procedures 15 years 15 years Mag, Department Preference; GC Ppr §34090 City Clerk 700.30— Surveys/Studies 10 years 10 years Mag, Department Preference; GC Ppr --- _ §340_90 ---- ---- When No When No �—Mag' I Resources Ppr Human 700.40 Assistance Programs Longer Longer GC §34090 et seq. — �__ Required Required Mag, Yes: After City Clerk 700.50 Retirement Benefits (PERS) P P Mfr, OD, S 10 years GC §34090 Ppr City Clerk 700.55 Deferred Compensation P Mag, Yes: After P Mfr, OD, S 10 years GC §34090 Ppr _ Human 700.60 Recruiting and Selection 2 years 2 years Mag' GC §34090 Resources , P r HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-46 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) Vital? (in office) CD or Mfr Retention Options M=Mfr Imaged& S=ScanC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No AS/Human Mag, Copies (staffing Department is 700.70 Advisory Groups Longer Longer Resources Ppr OFR): GC §34090.7 Required '...:Required:.. When No When No:. City Clerk 700.80 Your Departments Working File Longer Longer Ppr' GC §34090 et seq. Required Required Mag, Yes: After City Clerk 700.90 Elected Officials P P Mfr, OD, S 10 years GC § 34090 Pr 710-TRAINING AND EMPLOYMENT PROGRAMS When No When No Lead Dept. 710.10 !Administration Longer Longer Ppr' �GC §34090 et seq, Required Required AS/Human l Mag, Department Preference-Copies, 710.20 IEmployee Development 5 years 5 years Resources � Ppr GC 34090.7 AS/Human Mag, Department Preference-Copies; Resources 710.30 Youth Employment Services 5 years 5 years Ppr _ GC §34090.7 AS/Human Mag, Department Preference-Copies: 710.40 Organizational Development 5 years 5 years Resources Ppr UGC 634090.7 720-EMPLOYEE RELATIONS When No When No AS/Human 720 10 Administration Longer Longer Mag' GC §34090 et seq. Resources ! Required Required Ppr When No When No AS/Human When Bargaining Units/Associations Longer Longer Mag' (Copies, GC §34090.7 Resources Ppr ! Required Required 800-STREETS I HIGHWAYS,AND FREEWAYS Public Works 800.10 Administration P P Mag' GC §34090 et seq. Ppr HUNTINGTON BEACH, CAal995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE:.CITY CLERK Page CC-47 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention:: Options M=Mfr Imaged & S=Scan QC' ? If the record is not listed here refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed. and imply a full file folder e. .last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Mag, Yes: After City Clerk 800.20 Street Improvements P P Yes (all) Mfr, OD, S project Infrastructure; GC §34090 _ Ppr completion WorksPublic 800.30 Federal Aid Urban (FAU Program) 3 years 3 years PprMag' Copies; GC §34090.7 Public —ViciencyAct rmodal Surface Transportation Mag, 800.35 3 years 3 years Copies; GC §34090.7 Works _ _ (ISTEA) _ Ppr _ Public Orange County Arterial Highway Mag, 800.40 3 years 3 years Copies; GC §34090.7 Works Financi�nc_Program (AHFP) _ � Ppr 'Orange County Combined Public 800.45 Transportation Authority Funding 3 years 3 years Mag' Copies; GC §34090.7 Works Program (OCCTA) Ppr Mag, Yes: After Vacations/Abandonments/ City Clerk i 800.50 Dedications P P Yes (all) Mfr, OD, S project Infrastructure; GC § 34090 - Ppr completion Mag, Yes: After City Clerk 800,55 Rights of Way P P Yes(all) Mfr, OD, S project Infrastructure; GC §34090 Ppr completion Street Openings- Closures/ Mag, Yes: After City Clerk 800.60 Extensions P P Yes (all) Mfr, OD, S project Infrastructure; GC §34090 -- — 1 --- - - ------ Ppr - ------- completion) ---- - -------- --- - Street Names/Changes/ Mag' Yes: After City Clerk 800.70 P P Yes (all) Mfr, OD , S I Infrastructure; GC § 34090 Numbering Ppr 1 10 years ---- 1 -------- -- - F Mag' Yes: AfterCity Clerk 800.90 Precise Plan of Street Alignment P P Yes (all) Mfr, OD, 10 years Infrastructure; GC § 34090 — --- Ppr � - When No When No - --------------- City Clerk 800.95 Your Departments Working File Longer Longer Ppr' GC §34090 et seq. Required Re uired HUNTINGTON BEACH, CAxl995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total,: Media I=Import Paper after (OFR) (in office) CD or Mfr Retentior. rVit2l? Options M=Mfr Imaged & S=Scan C'd7 If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normal!y performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 810-SOLID WASTE MANAGEMENT When No When No Public 810.10 Administration Longer Longer Mag' GC §34090 et seq. Works Required _ Required Ppr — — _ — Public Mag, Department Preference-Copies; Works 810.20 Refuse Collection/Landfill/Dumps P P Ppr T GC §34090.7 Public Mag, Department Preference-Copies; Works 810.30 Litter Control 5 years 5 years Ppr GC §34090.7 _ City Clerk 810.40 Rates 5 years 5 years Mag, Meets auditing standards; GC Ppr _ _ §34090 Public Mag' Yes: After Department Preference; GC § Works 810.60 Recycling Programs/Plans P P Mfrr,, OD, S 10 years 34090 820-WATERWAYS When No When No Public 820.10 Administration Longer Longer Mag' GC§34090 et seq. Works Required Required p —Mag—i ---- City Clerk 820.20 Waterway/Pierhead Lines P P Yes Mfr, OD, S Yes: After Infrastructure; GC §34090 10 years Ppr Staffing Advisory Groups (Bylaws are When No When No Mag, Copies (staffing Department is Depart. 820.30 permanent) Longer Longer Ppr OFR); GC §34090.7 Re uired Required 830-SIDEWALKS Public Works 830,10 Administration P P Ppr' GC §34090 et seq. Sidewalks/Curbs/Gutters/ Mag, Yes: After City Clerk 830.20 Driveways/Pedestrian Bridges/ P P Yes Mfr, OD, S Infrastructure; GC §34090 Wheelchair Rams Ppr 10 years HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-49 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total Media I=Import Paper after (in office) CD or Mfr ::Retention:. Vital? Options M=Mfr Imaged & =Sc n C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder le.q. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complain audits, pendina records re uests, and/or investi ations suspend normal retention periods retention resumes after settlement). :840;INF,RASTRUCTURE., When No When No Public 840.10 Administration Longer Longer Pag' GC §34090 et seq. Works Required Required p Works 840.20 Studies and Reports 10 years 10 years Pp�' Copies; GC §34090.7 When No 1 When No Staffing Advisory Groups (Bylaws are Mag, Copies(staffing Department is Depart. 840.50 permanent) Longer Longer Ppr OFR); GC §34090.7 Required IRe uired. 900:=:ARTS , When No When No Lead Dept. 900.10 Administration Longer Longer Ppr' GC §34090 et seq. Required "Required When No When No Yes: Comm. Mag, Copies (Community Services is Services 900.20 Special Events Longer Longer. Before Ppr OFR); GC §34090.7 Required Required Event _ City Clerk 900.30 Gifts/Acquisitions 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 When No When No (staffing Department is Staffing 900.40 Advisory Groups Longer Longer. Mag, Copies ( g p Depart. Required Required Ppr OFR); GC §34090.7 910-HISTORIC`.PRESERVATION Lead Dept, 910.10 Administration P P.. Ppr' GC §34090 et seq. — Mag, City Clerk 910.20 City History P P Mfr, OD, S No GC § 34090 — - --- Ppr —-- ----- --- ------ -- ---- Mag, City Clerk 910.30 Historical Preservation P P Mfr, OD, S No GC §34090 Pr HUNTINGTON BEACH, Ck@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-50 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Imager Destroy (OFR) Active Inactive I Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal!y performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, City Clerk 910.35 Archaeological Resources P P Mfr, OD, S No GC §34090 Ppr When No When No Staffing 910.40 Advisory Groups G roup_s_ Longer __ . Longer Mag, Copies(staffing Department artment is Depart. Required Required Ppr OFR): GC §34090.7 _ When No When No City Clerk 910.50 Your Departments Working File Longer Longer Ppr' GC §34090 et seq. Required I Required 920- PARKS Lead Dept. 920.10 Administration P P Ppr' — GC §34090 et seq. — Mag, Yes: After City Clerk 920.20 Master Plan-Parks P P Mfr, OD, S 10 years GC §34090 Ppr Mag, Yes: After City Clerk 920.30 Regional Parks P P Mfr, OD, S 10 years GC§ 34090 Ppr Mag, Yes: After City Clerk 920.40 City Parks P P. Mfr, OD, S GC § 34090 Ppr 10 years ---_ice -- — Mag, Yes; After — City Clerk 920.50 Huntington Central Park P P Mfr, OD, S 10 years GC § 34090 i Ppr Mag, Yes: After City Clerk 920.60 Shipley Nature Center P P Mfr, OD, S 10 years GC§ 34090 Ppr _ Mag, Yes: After City Clerk 920.70 Equestrian Center/Equestrian P P Mfr, OD, S 10 years GC §34090 Pr HUNTINGTON BEACH, CAf@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive I Total Media I=Import Paper after (in office) CD or Mfr Retention i. Vital? Options M=Mfr Imaged& S= n QC' ? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g, last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies (staffing Department is Depart. 920.80 Advisory Groups Longer Longer Required Reuired Ppr OFR); GC §34090.7 930-PATHS&TRAILS Lead Dept. 930.10 Administration P P Ppr' GC §34090 et seq. Mag, Yes: After City Clerk 930.20 Master Plan- Paths&Trails P .P Mfr, OD, S GC §34090 Ppr 10 years 940-TRANSPORTATION SERVICES Lead Dept, 940.10 Administration 2 years 2 years Ppr' GC §34090 et seq. City Clerk 940.20 OCTD 10 years 10.years Mag, Department Preference; GC § _ _ Ppr _ 34090 City Clerk 940.30 lSpecial Transportation Programs 10 years 10 years Mag, Department Preference; GC § --- ----I — — Ppr --- 34090 -- ---- Mag' Yes: After I City Clerk 940 e .50 Plans/Studies/ Reports P P Mfr, OD, S ears GC § 34090 10 - Ppr y I --- Lead Dept. 940.60 Taxi Cab Rates/Permit Fees 2 years 2 years Ppg' �GC §34090 When No When No ----- — — ------------- ------- -- OCTC 940.80 Orange County Transportation Longer Longer Mag' Non-records; GC §34090 et seq. Commission (OCTC) Required Required .. Ppr 960-LIBRARY SERVICES Library 950.10 Administration 2 years 2 years Ppr' GC §34090 et seq. Special Events/Programs/ Mag, Department Preference-Copies; Library 950.20 Reports 10 years 10 years Ppr �GC § 34090.7 HUNTINGTON BEACH, CAJJ1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8,0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for Citym VV/de Standards Retentions begin when the act is com leted, and im I a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). When No INher No Staffing Mag, Copies(staffing Department is Advisory Groups Longer Longer 950.30 Depart. Ppr OFR); GC §34090.7 Required Re aired ; -COMMUNITY,EVENTS Lead Dept. 960.10 Administration 2 years 2 years .':. Ppr' GC§34090 et seq. Yes: Comm, Mag, Copies(Community Services is 960.20 Special Events-General 2 years 2 years Before Services Event Ppr OFR); GC §34090.7 Yes: Comm. Mag, Copies(Community Services is 960.30 Fourth of July Celebration 2 years 2 years. Before Services Event Ppr OFR); GC §34090.7 Comm. Yes: Mag, Copies(Community Services is Services 960.40 Community Festival 2 years 2 years Before Ppr OFR); GC §34090.7 _ Event _ Yes: Comm. Mag, Copies (Community Services is Services 960.50 Walks/Races/Runs 2 years 2 yearn Before Ppr OFR); GC §34090.7 Event Yes: Comm. Mag, Copies (Community Services is Services 960.60 Surfing Contests 2 years 2.years Before Ppr OFR); GC §34090.7 Event Staffing Mag, Copies (staffing Department is 960.70 Advisory Groups 2 years 2 years: Depart. Ppr OFR), GC 34090.7 1000-WATER SERVICES Lead Dept. 1000.10 Administration P P — Ppr' GC §34090 et seq. City Clerk 1000.20 Rates/Fees 5 years 5 years Mag, Meets Auditing Standards; GC ' ----- —Ppr --...-- -...._.....----------....._... ... §34090 Mag, Mag, Yes: After City Clerk 1000.50 Master Plan P P Mfr, OD, S 10 years GC §34090 Pr HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-53 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan .q C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement). Public West Orange County Water Board Mag, Works 1000.70 �(WOCWB)Agendas P P: Ppr Non-records; GC §34090 et seq. Public Works 1000.75 Metropolitan Water District 2 years 2 years Ppr' Non-records; GC §34090 et seq. Works 1000.80 Orange County Water District P P PPublic pr' Non-records; GC §34090 et seq. PublicI — Works 1000.85 iQuality Control P P Pp' Copies; GC §34090.7 Conservation/Water Reclamation/ Mag' Yes: After City Clerk 1000.90 Water Management Plan P P MfrP, OD, S 10 years GC § 34090 1010-TELEPHONE Lead Dept. i 1010.10 Administration 2 years .2 years Ppg' GC §34090 et seq. City Clerk 1010.20 Rates/Fees 5 years 5 years .. Mag, Meets Auditing Standards; GC P r 34090 1020-SEWERS/SANITATION WASTEWATER MANAGEMENT Public 1020.10 Administration P P Mag' GC §34090 et seq. Works _ _ Ppr Mag, Yes: After City Clerk 1020.20 Capital Improvements P P Mfr, OD, S 10 years GC § 34090 1 Ppr _ City Clerk 1020.50 Other Agencies/ Districts _ 2 years 2 years Mag, Department Preference; GC Ppr _ 34090 et seq. Public Mag, Department Preference; GC Works 1020.60 Policies& Procedures P P _ Ppr 1§34090 et seq. Public Mag Department Preference- Copies; 1020.70 Special Studies/Reports 10 years 10 years , Works P r GC 34090.7 1040-PUBLIC UTILITIES Lead Dept. 1040.10 Administration 2 years 2 years Ppr §34090 et seq. HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/2 1/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-54 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record _ Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S= can C' If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. , last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). City Clerk 1040,20 1 Electric Utilities P P Mag, Department Preference; GC §P r 34090 HUNTINGTON BEACH, CATJ1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-1 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Destroy Active Inactive I Total.: Media Image: Paper (OFR) Vital? S=Scan after (in office) CD or Mfr Retention Options 1=Import Imaged & If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Accounts Receivable-billing control Yes: Until Mag, City Treasurer keeps copy for Finance copy(e.g. Business License, Fire- 1 year 1 year Medical, Police DUI's, etc.) paid Ppr auditing purposes; GC§34090.7 City Affirmative Action Program for Bank Mag, 2 years 2 years GC §34090 Treasurer Files (part of RFP package) Ppr Cit Aging Computer Job Reports When No When No Ma Copies/Preliminary Drafts (the y (Accounts Receivable, Municipal Longer Longer g' Database is the original); GC Treasurer Service, Business License, Permits) Required Required Ppr §34090.7 Final Final, City Yes: Until Mag, Retained for auditing purposes; Treasurer Bankruptcies Resolution + Resolution + Paid Ppr GC §34090 _ 2 years 2 years Termination Termination Mag, Yes: (Retained to cover auditing City Billing: COBRA and Retiree Medical of Service + of Service + Yes: During Service OD, Mfr, S/I After 1 Treasurer 5 ears 5 years Ppr _ year standards; GC §34090 Return to Return to Yes: Until Mag, After Notice of Completion has City Issuer Upon Issuer Upon Treasurer Bonds-Cash Council Council Project is Mfr, OD, S No been filed, no longer needed; GC D Complete Ppr §34090 Direction Direction Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds Cancellat., issued by local governments are Maturit City Bonds- Debt: Investment Records Redemption Mag, Yes: 10 years; There are specific Treasurer (Finance holds actual bonds) y 10 years or Maturity+ Mfr, OD, I After 1 P requirements for disposal of 10 years pr year unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq.; GC § 53921(City Treasurer destroys bonds) City Expiration of Expiration of Yes: Until Mag, Treasurer Bonds-Maintenance Bond +2 Bond + 2 Project is Mfr, OD, S No GC §34090 years years Complete Ppr HUNTINGTON BEACH, CAIol995-2007 Gladwell Governmental Services, Inc-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Active Inactive I Total Media Image: Paper (OFR) Vital? S=Scan after (in office) CD or Mfr Retention Options 1=Import Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+ 2 years), since destruction is normal!y performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Return to Return to. Yes: Until Mag, After Notice of Completion has City Issuer Upon Issuer Upon Treasurer Bonds- Performance Council Council` Project is Mfr, OD, S No been filed, no longer needed; GC Direction Direction Complete Ppr §34090 Cash Receipts(Numeric Control Mag, Copies(City Treasurer retains Finance Copy) 1 year 1 year Pprnumeric control copy for auditing purposes); GC §34090.7 1 Closed Closed City Yes: Until Mag, Civil Citations (fully paid) (fully paid) Closed Ppr GC §34090 Treasurer +2 ears +2 years Yes: Department Preference(Negative City Collections/VWA 2 years 5 years 7 years Mag' S/I After credit information is retained for 7 Treasurer Ppr Inactive years on consumer credit reports); GC §34090 _ Collection Agencies continue to Collections: Unpaid or Uncollected Mag, Yes: collect as long as they wish; City Debts: Small Claims, Parking, Until Paid Until Paid Mfr, OD, S/I After 1 Library sends unpaid accounts Treasurer directly to the collection agency; Library, Returned Checks, etc. Ppr year Department Preference; GC §34090 City Daily Batch Work Files 2 years 2 years Ppr' GC §34090 Treasurer City Daily Cash Forecast Files 2 years 2 years Mag' GC §34090 Treasurer _ Ppr — Department preference(meets City Deferred Compensation Statements Mag, Yes: iauditing standards); Published Treasurer (Investments Only) 2 years 3 years 5 years Mfr, OD, S/I After 1 Ppr year articles for bank statements show 4-7 years; GC §34090 City t posits, Daily Cash Reports& Mag, Consistent with auditing standards; Treasurer cei is 2 years 3 years 5 years Ppr GC §34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Active Inactive I Total Media Image: Paper (OFR) S=Scan after (in office) CD or Mfr Retention : Vital? Options 1=Import Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). All tangible property held by government agencies escheats City Escheat(Unclaimed money/ Escheat+2 Escheat+2 Mag, after 3 years; Statute of Limitations Treasurer uncashed checks) years years Ppr is 1 year for seized property; Meets auditing requirements CCP 340 4,GC §34090 Investment Files: Individual Transactions(Broker confirmations, Supporting documentation for City Mag, Investments of Operating Funds; Certificates of Deposit,Wire 2 years 3 years 5.years,' Treasurer Transfers, Broker Confirmation, Bid Ppr meets auditing standards; GC data, bank rates, etc.) §34090 Investment Files: Monthly Finance Statements(Broker Statements, 2 years 2 years . ' Ppr' Copies; GC §34090.7 Monthly Bank Statement,etc. Investment of Bond Funds-See Bonds Published articles show disposal+ 7 years for security brokerage City Investment of Operating Funds Yes: Until Mag, Yes: slips; other cities show audit+7- Treasurer (Direct Investments) Disposal 2 years 5 years :.7,years.. Mfr, OD, S/I After 1 10 years; statewide guidelines Ppr year propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 City Mag, Department preference; meets Investment Reports 2 years 8 years "10.years, Treasurer Ppr auditing standards; GC §34090 City Legal Opinions Relating to the City Yes: Until Mag, Yes: Department Preference; GC 2 years P P Mfr, OD, S/I After 1 Attorney Treasurer Superseded Ppr year §34090.7 City Liens p .P Yes: Until Mfr Yes: S Yes: 1 GC §34090(a) Treasurer Paid Ppr year HUNTINGTON BEACH, CAjD1995-2007 Gladwell Governmental Services,Inc-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-4 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Destroy Active Inactive I Total Media Image: Paper (OFR) L S=Scan after (in office) CD or Mfr RetentionOptions 1=Import Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complain audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). City Notice of Decision (3rd Party) 2 years 2 years Mag' GC§34090 Treasurer Ppr Regulatory Permits Issued by Police Police (Entertainment, Massage, Bingo, 2 years 2.years:: Ppr' GC §34090 Tattoo, etc.) When No When No Finance Reports-Except Sympro and Longer Longer Mag' Copies; GC §34090.7 Investment Reports Re uired Required Ppr City Reports-Sympro and Investment Mag, Department preference(exceeds Treasurer Reports 2 years 8 years 10 years Ppr auditing requirements); GC §34090 City Fully Paid + Fully Paid+ Yes: Until Mag' Yes: 1 Small Claims Mfr, OD, S Meets auditing needs; GC §34090 Treasurer 2 years 2 years Closed Ppr year When No When No Not accessible to the Public; Finance State Board of Equalization (Seller's Longer Longer : Mag' consistent with Accounts Payable; Permit) Required Required. Ppr GC§34090 City Yes: Until Mag, Retained for auditing purposes; Treasurer Transient Occupancy Tax(TOT) 2 years 3 years 5.years, Paid Ppr GC §34090 Utility User and Refuse Tax Exemptions (low income discounts): When No When No Yes: Until Mag, Finance All records except correspondence Longer Longer Copies; GC §34090.7 (New Applications and Required Required. Canceled Ppr Revisions/Updates) City Mag, Yes: For auditing purposes; GC Treasurer Wire Transfers 2 years 3 years 5 years Mfr, OD, S/I After 1 §34090, 26 CFR 1.6001-1 Ppr year City Working Files (Administrative, 2 years 2 years Mag, Consistent with City-wide Treasurer Parkin Citation, etc,) Ppr standards; GC §34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive .Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 8� ' ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). These are the only contracts or agreements NOT sent to the City Clerk because the term is too difficult for City Clerk to determine; Comm, Agreements for Contractors: Class Completion Completion Yes: Until Mag, Mfr, Yes: Consistent with City-wide Services Instructors etc. +2 years 3 years + 5 years Completion OD, Ppr S After standards; Statewide guidelines Inactive propose completion +5 years for non-capital improvement contracts & completion +4 years for transportation and concessionaire agreements. Statute of Limitations for contracts Comm. Art Center Exhibits(Administration, Mag, Mfr, is 4 years, personal property 3 Services etc.) 4 years 4 years OD, Ppr years; meets auditing requirements; CCP §337, 338, GC§34090 Mfr, Comm. When No When No Ma Foundation is a private non-profit g, Art Center Foundation Longer Longer Services _ _ _ Required Required OD, Ppr §34090 Consistent with Operational Comm. Beach Maintenance Log 3 years 3 years Mag Complaints, CCP §§338 et seq., Services 340 et seq., 342, GC §§945.6, GC §34090 HUNTINGTON BEACH, Ck@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total. Vital? Media 1=Import after (in office) OD Mfr) Retention' Options M=Mfr Imaged & S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims complain s, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department preference; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; HUD requires Case Management Files: Project 3 years; statewide guidelines Self-Sufficiency, Senior Services, Yes: propose 4 years; 7 CFR 3016.42; Comm. Meals, Transportation, etc.: Inactive +5 Inactive+5 Before Mag, Ppr 21 CFR 1403.36& 1403.42(b); 24 Services Applications, Scholarships, years years Event CFR 85.42, 91.105(h), 92.505, Program Files, etc. 570.490, &570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42. 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110&A- 133; GC §34090 Comm. When When Mag, Mfr, Services Emergency Contact List Superseded Superseded _ OD, Ppr Transitory Record; GC §34090 Comm. Emergency Reports/Incident Department Preference, Statute of Services Reports 3 years 3 years Mag, Ppr Limitations for Health Providers is 3 years; CCP§340.5. GC§34090 Comm. Emergency Response/Incident Department preference; Data Services Database Indefinite Indefinite Yes Mag, Ppr fields are inter-related; GC §34090 et seq. Public Vehicle Equipment Maintenance History Life of Life of Equipment+ Equipment+ Mag Ppr Department Preference; GC , Works Numbers (Beach Equipment) §34090 2 years 2 years _ Comm. Facility Use Requests(Room Yes: Services Reservations, Parks, etc.) 2 years 2 years Before Mag, Ppr GC §34090 Event Yes: Comm. Film Permits 2 years 2 years Before Mag, Ppr GC §34090 Services Event HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total. Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement), Human Resources Initial Incident Reports (medical Copies-Risk Management is /Risk and non-medical) 1 year 1 year Mag, Ppr OFR; GC §34090.7 Manage. _ Statute of Limitations for Health Providers is 3 years; Statute of Comm. Junior Lifeguard Program Yes: Limitations any"...liability founded Service (Applications, etc.) 4 years 4 years During Mag, Ppr upon an instrument in writing" or Program not specifically provided for is 4 years; GC §34090, CCP§§337, 340.5, 343 Comm. Mag, Mfr, Yes: Department Preference; For Service Log Books-"Headquarters Log" P P OD, Ppr S/I Disposal historical weather information; GC _ _ §34090 _ Statute of Limitations for contracts Comm. Mag, Mfr, is 4 years, personal property 3 Services Meals on Wheels 4 years 4 years OD Ppr years, meets auditing — — (requirements; CCP A§337, 338; _ GC §34090 _ Comm. Non-profit Organization Files When No When No Services (501(c)3) Longer Longer Mag, Ppr Non-records Required Required Park Development Master Files City Clerk (Capital Improvement Projects, P P Mag, Mfr, S Yes: 1 Department Preference; GC § OD, Ppr year 34090 Plans, etc.) Comm, Parking and Camping Registration 2 years 2 years Mag, Ppr GC §34090 Services _ _ Forms Comm. Parking Meter Repair& 2 years 2 years Mag, Ppr GC §34090 — — — Services Maintenance L _ Comm. Parking Ticket Receipts/ Numbers 2 years 2 years Ppr GC §34090 Services Sold HUNTINGTON BEACH, CAIJ1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23-Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy InactiI Paper Active Total Media I=Import (OFR) (in office) (Off-siRetention Vital? Options M=Mfr after OD or S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document-+ 2 years), since destruction is normally performed by file folder. Liti ation, claims complaints, audits, pendinq records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Comm. Department preference; Data Services Recreation Database Indefinite Indefinite Yes Mag, Ppr fields are inter-related; GC §34090 _ et seq. _ EEOC/FLSA/ADEA(Age) requires Recurrent Personnel Files: 3 years for promotion, demotion, I transfer, selection, or discharge; Includes application, separation, Comm. loyalty oath, training and Separation + Separation + Yes: Until State Law requires 2-3 years; Ma Services certificates, disciplinary actions, 3 years 3 years Separation g, Ppr retirement benefits is 6 years from last action; 29 CFR 1602.31 & commendations, Personnel Action Forms-Excludes Medical Records � �1627.3(b)(ii), 8 CCR§3204(d)(1) lIet seq., GC §§12946, 34090, 29 1, - - ---- -- — S C 1113 -- Registration Forms, Class Rosters, Yes: Department Preference; Statute of Comm. Event Sign-ups(May include Hold 4 During Mag, Mfr, Limitations for personal property is Services Harmless, Medical Release, Years 4 years Class or OD, Ppr 3-5 years; CCP §337, 338 et Liability, &Waiver Agreements) Program seq., GC §34090 Comm. ISchool District Facility Use Forms 2 years 2_years Mag, Ppr GC §34090 Services L_—__ —_ - - Statute of Limitations any Comm. Yes: "...liability founded upon an Services Senior Transportation Program 4 years 4 years Before Mag, Ppr instrument in writing"or not Event specifically provided for is 4 years; GC §34090, CCP §§337, 343 Life of Life of Comm. Ship's Logs Vessel+2 Vessel + 2 Mag, Ppr Department Preference; GC Services §34090 years years . Comm. Special Event Permits/Specific Yes: Services Events 2 years 2 years Before Mag, Ppr GC §34090 Event HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive otal Media I=Import Paper -.;> (OFR) (in office) (Off-site, T Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder e,q. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Comm. Transportation Trip Sheets 2 years 2 years Ppr GC §34090 Services ----- ------ --------------------- Comm. Vehicle Maintenance History Life of Life of Services (Beach Vehicles) Vehicle +2 Vehicle +2 Mag, Ppr GC §34090 ears years Comm. Vehicle Safety Checks/Daily Services Vehicle Inspections/Vehicle 2 years 2 years Ppr GC §34090 Usage Reports Volunteer Group Applications& Consistent with employee Agreements (Beach Clean-ups, personnel files(Courts treat Comm. etc.) 3 years 3 years Ppr volunteers as employees); 29 CFR Services 1602.31 & 1627.3(b)(ii), 8 CCR See City-wide for Volunteers& §3204(d)(1)et seq., GC §§12946, Training Files l34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-1 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) OD or Mfr) ;Retention Options M=Mfr Imaged & S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. When No When No I Business Development Files Longer Longer Yes; While Develop. (Issues and/or projects will vary Required- Required- Active Mag, Ppr GC §34090 over time-e.g. Hotels, etc.) Minimum 2 Minimum 2 Issues years years City-owned Properties: APN Sale of Sale of Econ. Files(Assessor Parcel Number Property+2 Property+2 Mag, Ppr Department preference; GC Develop. §34090 Files) years years — Commercial Rent Subsidy Original agreements are City Clerk Agreements, Annual Payment Termination Termination Mag, Mfr,+5ears +5ears OD approved by the City Council; GC _ files, correspondence, etc. y y , Ppr _I§34090 et seq. _ Econ. Consolidated Plan Requirement; Develop. Consolidated Action Plan 5 years 5 years Mag, Ppr _ GC�34090 _ Statute of Limitations any �'' ..liability founded upon an Econ. Emerald Cove Senior Housing Yes: Before instrument in writing"or not Develop. Administration Files 4 years 4 years Event Mag, Ppr specifically provided for is 4 years; GC §34090. CCP §§337, 343 Environmental Determinations When No When No Yes: Until Planning is OFR; Final EIRs are (Environmental Impact Reports Mag, Mfr, Yes: 1 required to be kept a"reasonable Planning Longer Longer Project S/I (EIRs), Negative Declarations, Required Required Completed OD, Ppr year period of time"; 14 Cal Code etc.) Inside City boundaries IRegs §15095(c), GC §34090.7 When No [Required hen Econ. Feasibility Studies, with or LonRequired erd Longer] Mag, Mfr, GC §34090 Develop. without a project (minimum 2 inim OD, Ppr years) year j HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital) after (in office) OD or Mfr) ::Retention Options M=Mfr Imaged & S=Scan If the record is not listed here refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Consistent with Consolidated Housing-Affordability Plan Requirements; Required for Monitoring Files(includes bond Ppr 3-4 years from expenditure or Econ. projects, density bonus, & 5 years 5 years : Mag, Mfr, S/I Yes: 1 performance report; 21 CFR Develop. other projects where there are OD, year 1403.42; 24 CFR 85.42 & affordability restrictions) 570.502(b), 29 CFR 97.42, GC §34090 Housing-Inclusionary- Econ. Applications to Purchase-NOT 2 years 2 years Mag, Ppr GC §34090 Develop. approved (withdrawn or _ denied) Housing-Inclusionary Program Consistent with Consolidated -Resident Files-Approved Resident Resident Plan Requirements; Required for Moves or Moves or 3-4 years from expenditure or Econ. applications to purchase, Affordability Affordability' Mag, Mfr, S/I Yes: 1 performance report; 21 CFR Develop. Subordination Agreements, Termination Termination OD, Ppr year 1403.42; 24 CFR 85.42 & Calculations of Sales Price, + 5 years + 5 years 570.502(b), 29 CFR 97.42, GC copies of Deeds of Trust, etc. §34090 Consistent with Consolidated Housing - Loan Applications: Plan Requirements; Required for Econ. Funded (e.g. Rehabilitation, Loan Pay-off Loan Pay-o Mag, Mfr, Yes: 1 3-4 years from expenditure or Develop. Down Payment Assistance, +5 years + 5 years OD, Ppr S/I year performance report; CFR etc.) 1403.42; 24 CFR 85.4.4 2 & 570.502(b), 29 CFR 97.42, GC -- - §34090 Econ. Housing -Loan Applications: 2 years 2 years Mag, Ppr GC §34090 Develop. Not Funded HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-3 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record i Image; Destroy Inactive Paper Active Total , Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Consistent with Consolidated Plan Requirements; Required for Econ. HUD Applications and Reports Annual Annual 3-4 years from expenditure or Develop. and Proof of Publications Report+5 Report+.5 Mag, Ppr performance report;21 CFR years years 1403.42; 24 CFR 85.42 & 570.502(b), 29 CFR 97.42, GC §34090 Econ. Mag, Mfr, Yes: After For protection from litigation; GC Develop. Litigation Guarantees P P Yes OD, Ppr S Inactive §34090 et seq. When No When No Econ, Market Study, Prospective Longer Longer Mag, Mfr, Required - Required- GC §34090 Develop. Financial Analysis Minimum 2 Minimum 2 OD, Ppr ears _ _ years Project Files-Active (e.g. Pier, Department Preference; City Blocks, etc.): Includes Yes: After Econ. Termination Termination Yes: Before Mag, Mfr, Clerk Maintains originals of all Develop. Environmental Documents, +5 years +5 years Completion OD, Ppr S Project documents that were presented Planning Documents, Phases, Completion to Council or RDA; GC §34090.7 etc. Econ. Proposals, Development and 2 years 2 years Mag, Ppr GC §34090 Develop. Analysis of Alternatives Real Estate(includes deeds, When No When No Yes: Before Mag, Mfr, Yes: After City Clerk abandonments, easements, Longer Longer Purchase or OD, Ppr S Inactive City Clerk is OFR; GC §34090.7 right-of-ways, vacations, etc,) Required Required Sale -- — — When No When No Econ, Real Estate Appraisal Reports Longer Longer Develop. (all) Required - Required- Mag, Ppr GC §34090 Minimum 2 Minimum 2 ears I I years HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-4 Office of Category ID# Records Description Retention/Disposition Comments I Reference j Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and im I a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Econ. Real Estate Title Reports/Title Mag, Mfr, Yes: After Develop. Insurance/Litigation P P Yes OD, Ppr S Inactive Copies; GC §34090.7 Guarantees Settle + 1 Settle +4 Settle+5 Yes: Until Mag, Mfr, Yes: After Consistent with Claims; CCP §§ City Attorney Relocation Appeals year years years Settlement OD, Ppr S Inactive 337 et seq.; GC §§945, 34090, 34090.6; PC 5832.5 Fire Site Clearance/Soils Longer Longer When No When No Yes: Before Mag, Mfr, S No Copies; GC §34090.7 Remediation/Mitigation Required Required Completion OD, Ppr _ Statement of Indebtedness/ When No When No Mag, Mfr, Yes: 1 Finance Annual Report to State/State Longer Longer OD, Ppr S/I year Copies, GC §34090.7 Controllers Report Required Required Econ. Tax Rebate Agreements, Termination Termination Mag, Mfr, Consistent with City-wide Develop. Annual Rebate Files + 5 years +:5 years OD, Ppr standards; GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. ACCOUNTING Department Preference; IRS: 4 years after tax is due or paid Yes: Finance/ Mag, Mfr, (longer for auditing,&contractor Accounting 1099's Issued 2 years 3 years 5 years OD, Ppr S/I Ayearl y)' FTB: 3 Y delinquency); Ca. ears; IRS Reg§31.6001-1(e)(2), R&T §19530, GC §34090 IRS: 4 years after tax is due or Finance/ 945 Forms(non-payroll withheld Mag, Mfr, Yes: paid; Ca. FTB: 3 years;-IRS Reg Accounting federal income tax-retirees) 2 years 3 years 5 years OD, Ppr S/I After 1 §31.6001-1(e)(2), 26 CFR year §1.6001-1, R&T§19530, GC §34090 IRS: 4 years after tax is due or Mfr, Finance/ No Longer in No Longer in Ma Yes: paid; Ca, FTB: 3 years;-IRS Reg W-4P (Retirees) Effect+4 Effect+4 S/I After 1 §31.6001-1(e)(2), 26 CFRg, Accounting years years OD, Ppr year §1.6001-1, R&T§19530, GC 34090 Accounts Payable/Invoices(All Records and Reports-Includes Yes: Finance/ Invoices, Travel Expense S/I A Yes: Until Mag, Mfr, Statewide guidelines propose Accounting Reimbursements, Postage, Credit 2 Years 3 years 5 years_ Paid OD, Ppr yearl audit+4 years; GC §34090 Card Transmittals, Redemption Records, etc.) Accounts Receivable(All Records and Reports, including Auction Yes: Finance/ Yes: Until Mag, Mfr, Statewide guidelines propose Accounting Receipts& Records, Parking Bail, 2 years 3 years 5 years Paid OD, Ppr S/I After 1 audit+4 years;-GC §34090 Taxes, TOT, Sale& Use Tax, year Schedule of Investments) Assessment District Projects Payoff of Payoff of City Clerk Maintains Originals; Finance/ Yes: Until Mag, Mfr, Yes: 1 (Accounting/Payment District+5 District+ 5 , S y covers auditing standards; GC Accounting Payoff OD Ppr ear Administration Records) years years. §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total.. Media I=Import (OFR) (in office) (Off-site, Retention: Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Finance/ Audit Management Letters (not Mag, Mfr, Yes: Department Preference; GC AccountingCAFR) 5 years 5 years_ OD, Ppr S/I After 1 §34090 Copies- Copies— Yes: When No When No Mag, Mfr, City Clerk Audits Longer Longer OD, Ppr S/I After 1 GC §34090.7 Required Required year Consistent with Code Finance/ Audits (Performed by City Resolution + Resolution.+ Mag, Ppr enforcement, meets auditing Accounting employees) 2 years 2 years requirements; GC §34090 Bank Reconciliation &Statements (includes bond statements), Trustee Yes: Finance/ Statements, Transaction Mag, Mfr, For auditing purposes; GC 2 years 3 years 5 years S/I After 1 Accounting Statements, Wire Transfers, Check OD, Ppr year §34090, 26 CFR 1.6001-1 Listing Audit Trail, Deposits, Returned Checks Finance/ Billing Records(customer name, Yes: When Yes: service address, meter reading, Mag, Mfr, Consistent with Accounts Fiscal usage, payments, Auto Pay 2 years 3 years 5 years Account OD, Ppr I After 1 Receivable; GC §34090 Services Open year Applications, etc.) Finance/ Budget Hearing and/or Review When No When No (Development Documents& Longer Longer Mag, Ppr Drafts-Department Preference; Budget Preliminary Budget) Required Required Yes: Yes: GC §34090.7 Department Preference; City Finance/ Budget Transfer Requests& 2 years 3 years 5 years Current Mag, Mfr, S/I fter 1 Clerk maintains originals; longer Accounting Journals Fiscal Year OD, Ppr year for administrative value; GC §34090.7 -- Copies- Copies-When No When No Yes: Mag, Mfr, Yes: City Clerk is OFR: Must be filed City Clerk Budgets-Adopted Longer Longer Current OD, Ppr S/I After 1 with County Auditor; GC §34090, Required Required JL Fiscal Year year 40802, 53901 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Image. Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+ 2 ears since destruction is normally performed by file folder. Liti ation, claims com taints audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Finance/ Business License Applications and Termination Termination Yes: Until Yes: Termination Mag, Mfr, Retained for Auditing purposes; OD P Fiscal Renewals(includes Home of Business of'Busihess Termination S/I After 1 Services _ Occupation Permits) of Business +5 ears +5 years of Business , Ppr year GC §34090 Finance/ Business License Computer When When Fiscal Generated Reference Reports Superseded Superseded Mag, Ppr Transitory Records; GC §34090 _Services _ Finance/ Business License Notice of Fully Paid + .Fully Paid+ Yes: Ppr Meets auditing needs; GC Services Fiscal Violations and Civil Citations 2 years 2 years Paid Mag, pr §34090 _ _ _ Yes: Statute of Limitations is 4 years; Finance/ Mag, Mfr, S/I A statewide guidelines propose Accounting Check Registers 2 years 3 years 5 years OD, Ppr year Audit+ 2 years; GC §34090, _ CCP §337 Yes: Statute of Limitations is 4 years; Finance/ Checks-Canceled (Cashed)or Mag, Mfr, statewide guidelines propose 2 years 3 years 5 years S/I After 1 Accounting Voided OD, Ppr Audit+ 5 years; GC§34090, year CCP § 337 Copies- Copies- Yes: City Clerk retains original City Clerk Comprehensive Annual Financial When No When No Mag, Mfr, S/I After 1 Permanently; statewide Report(CAFR) Longer ::.,Longer OD, Ppr guidelines propose 7 years; ; GC Required Required year �§34090.7 Finance/ Customer Accounts (Closed 3 years after 3 years after Department preference; Fiscal Business Licenses or Utilities) terminated terminated Mag, Ppr Published articles show 7 years Services for customer ledgers; GC §34090 Finance/ Yes: Department Preference; Accounting Depreciation Schedules 2 years 5 years 5 years Mag, Ppr S/I After Published articles show 7 years Inactive after disposal; GC §34090 _ Finance/ Financial Services Database/ERP Data fields are inter-related; GC Accounting (Enterprise Resource Planning) Indefinite Indefinite Yes Mag, Ppr §34090 et seq. Database HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image; Destroy Inactive Paper Active Total' Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). j I Consistent with Accounts Finance/ Fixed Assets-Auction/Disposal/ Mag, Mfr, Yes: Receivable; Statute of limitations 2 years 3 years 5 years S/I After 1 its 3 years; statewide guidelines Accounting Sales/Surplused OD, Ppr year propose 2-4 years;-GC §34090, CCP §337 Finance/ Fixed Assets-Inventory, Schedule Mag, Mfr, Yes: Includes permanent assets; GC Accountingof Infrastructure and Buildings 2 years 3 years 5 years OD, P r S/I _ After 1 §34090 When No When No Yes: Finance/ General Ledger: Final year-end Longer Longer Mag, Mfr, S/I After 1 Preliminary documents(the Accounting Required Required i year OD, Ppr database is original); GC §34090 _ i _ Department Preference; IRS: 4 Finance/ Ma Mfr, Yes: years after tax is due or paid I Indirect Cost Plans 2 years 3 years 5 years g' S/I After 1 (longer for auditing &contractor Accounting I OD, Ppr delinquency); Ca. FTB: 3 years; year IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 _ Invoices: See Accounts Payable Yes Department Preference, Statute Accounting OD, Ppr Finance/ Journal Entries 2 years 3 years 5 years Mag, Mfr, S/I After 1 of Limitations is 4 years; GC year §34090, CCP §337 _ Journals, Ledgers, Reconciliations, Registers, Reports, Transaction When No When No Yes: Preliminary documents (the Finance/ Histories, Balance Sheets, Budget Longer Longer Mag, Mfr, S/I After 1 database is original);statewide Accounting Adjustments (MONTHLY OR Required Required OD, Ppr year guidelines propose 2 years; GC PERIODIC) Does NOT include year- §34090 end General Ledger. Finance/ I Oil Production Tax 2 years 3 years 5 years Mag, Ppr Retained for auditing purposes; Accounting i I _ _ GC §34090 Finance/ State Controller's Report/Statement Mag, Mfr, -`zs- Consistent with periodic report/ Accounting of Indebtedness 2 years 3 years 5 years OD, P r S/ I After 1 ournal retention; GC 34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file.folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation. claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. CENTRAL SERVICES Finance/ OFR depends upon who opens Unsuccessful Bids(for bids opened Bid Opening Bid Opening Central by Central Services) +2 years +2 years Ppr the bid (e.g. City Clerk); GC § Services 34090 Term varies, and can be a multi- year contract; City Clerk is OFR Finance/ Successful Bids (products or Yes: Until for those that go to Council; Central services) 3 years 3 years Completion Mag, Ppr Statute of Limitations for Services contracts is 4 years; CCP §§337., 337.1(a), 337.15; GC§34090 et seq. Department preference; Finance/ Purchase Orders: Goods& Yes: Until Mag, Ppr, Consistent with Accounts Central Products 2 years 3 years 5.yebrs Paid OD Payable; Published articles show Services 3 years; Statute of Limitations is 4 years, GC §34090, CCP§337 Consistent with agreements and Finance/ Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Mfr.Central (when the vehicle or equipment is Lease +2 3 years Lease+ 5 Mag, S/I After 1 for contracts is 4 years; CCP Services not subsequently purchased) years years OD, Ppr year §§337., 337.1(a), 337.15; GC §34090 et seq. Finance/ Upon Upon Mag, Mfr, Provided to new owner, GC Central Vehicle Title ("Pink Slips") Disposal of Disposal of OD, Ppr S/I No §34090 Services Vehicle Vehicle HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, com taints, audits, endin records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. PAYROLL IRS: 4 years after tax is due or Yes: paid (longer for auditing & Finance/ DE-6& 941 Forms-Quarterly S/ I A Mag, Mfr, contractor delinquency); Ca. FTB. Payroll Payroll Tax Returns 2 years 3 years 5 years OD, Ppr y earrl 3 years; IRS Reg§31.6001- 1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §34090 _ Upon Upon Separation, Finance/ Employee Payroll File (includes W- Separation, Retained to match other auditing Payroll I 4s, etc.) Send to Send to Mag, Ppr periods, GC §34090 Human Human Resources Resources _ Finance/ Completion Completion Department preference; Retained Payroll Garnishments (all records) +2 years 3 years +5 years Mag, Ppr to match other auditing periods; GC §34090 Preliminary documents/ When No When No Yes: transitory records(the database Finance/ Payroll Registers (all, except year- Longer Longer Mag, OD, S/I After 1 is the original); statewide Payroll ending) Required Required Mfr, Ppr year guidelines propose Permanent; _ GC §34090 For use in reconstructing hours Finance/ Payroll Registers (Detail Year-end Mag, OD, Yes; for PERS service for employees; Payroll W-2 Report) 2 years P P Mfr, Ppr S/I After 1 statewide guidelines propose year Permanent; 29CFR 516.5- _ 516.6, GC §34090 Finance/ PERS-Reports- Bi-weekly Report to Mag, OD, Yes: PERS is OFR; retained to meet Payroll PERS (Employers Statement) 5 years 5 years Mfr, Ppr S/I After 1 auditing standards; GC §34090 et year se , HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active Total. Media I=Import (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C' If the record is not listed here refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder e, . last document+2 years), since destruction is normal!y performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Copies- Copies- Yes: Copies(originals retained in Human Personnel Transaction Forms When No When No Mag, OD, S/I After 1 employee's Personnel File); Resources (Payroll Copy) Longer Longer Mfr, Ppr retained to match other auditing Required Required year periods; GC §34090.7 IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 Finance/ W-2's 5 years 5 years Mag, Ppr years; IRS Reg §31.6001-1(e)(2), Payroll R&T§19530; 29CFR 516.5- 516.6, 29USC 436, GC§34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total. Vital? Media I=Import Paper after (in office) Retention: Options M=Mfr Imaged & OD or Mfr) S=Sc n C'd If the record is not listed here, refer to the Retention for City-tide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Liti ation, claims complaints, audits, pending records requests, and/orinvestigations suspend normal retention periods retention resumes after settlement). CHIEF/ADMINISTRATION: :>. Fire Background Files-Employees, Separation + Separation+. Mf ag, S/I Yes: After Retained for administrative value; Volunteers&Reservists 5 years 5 years Ppr QC GC§34090 Department Preference(Human Mag, Resources is OFR); all employee Human Employee Injury and Exposure Separation+ Yes: Until Yes: After +30 Resources Reports (Includes Off-duty) Separation 30 years 30 years Separation Mfr, OD, S Separation exposure records are exposure Ppr years; 8 CCR§3204(d)(1), et seq.; GC §34090.7 Department preference; All State and Federal laws require retention until final disposition of formal Disposition + Disposition+ Mag, complaint; State requires 2 years Fire Grievance Files 4 years 4 years Ppr after action is taken; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Department Preference; State& Federal laws require retention until final disposition of formal Final Final complaint; State requires 2 years Fire Internal Affairs Investigations/ Disposition + Disposition + Mag, after action is taken, Statute of Discipline Files 4 years 4 years Ppr Limitations is 4 years for misconduct, EVC §1045, GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 HUNTINGTON BEACH, Ck@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Lmedia 1=Import Paperafter (OFR) (in office) (Off-site, Retention Vital? tions M=Mfr Imaged & OD or Mfr) =Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). i Department Preference(other departments keep 3 years); j Payroll Entry Documentation (e Yes: Federal law requires payroll Fire mail) 5 years 5-years Before Mag records for 3 years; FTB keeps 3 Payment years; Published articles show 4- 10 years; 29 CFR 1627,3(a); GC 34090 Department preference; Ensure records kept in Department files comply with City policy; Originals Human I Personnel Files- Department-level Separation + Separation + Before Mag, are maintained by Human Resources Administration Files 30 years 30 years Separation Ppr Resources; State& Federal laws require 2-3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, _ 34090 Department Preference(Human j Resources is OFR); Claims can be made for 30 years for toxic subst. Personnel Files- Medical Files: Mag, exposure; EEOC/FLSA/ADEA Human Separation + Separation + Yes: After (Age) requires 3 years for Resources Medical Examinations, HazMat 30 years 30 years Mfr, OD, S Separation promotion, demotion, transfer, Exposure Records Ppr selection, or discharge; State Law requires 2-3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 34090.7 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Off-site, Vital? (in office) Retention. Options M=Mfr Imaged & OD or Mfr) S=Scan C' If the record is not listed here, refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder e. , last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Department Preference (Human ' I Resources is OFR); retained to Personnel Files-Training Files: Mag, comply with ISO (Insurance Human Separation + Separation + Yes: Until Yes: After Services Office) requirements and Resources Training, Certificates, First Aid 30 years 30 years Separation Mfr, OD, S Separation for the convenience of former Training Database, etc. Ppr employees; Paramedic/EMS Training is required for 5 years; 22 CCR 100176(d); GC §34090 Recruitment Files: Solicited: When No When No Copies-AS/Human Resources is Human Brochure, advertisement, Longer Longer Mag' OFR and retains for 3 years; GC Resources unsuccessful applications, Ppr selection materials, tests, etc. Required Required §34090.7 Standard Operating Procedures/ Superseded Superseded Yes: Until Mag, Department Preference; Statute of Fire Supersede Mfr, OD, S/1 No Limitations for Health Providers is Policy and Procedure Manual + 3 years + 3 years d Ppr 3 ears; CCP 340.5, GC §34090 HUNTINGTON BEACH, CX@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total ? Media 1=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged & OD or Mfr) S=S C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. , last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). FIRE PREVENTION Fire Abatements, Code Violations 3 years 3 years Yes: Until Mag, GC §34090; UFC §103.3.4 (violation database) Life Safety Resolution Ppr _ _ Building & Certificate of Occupancy 1 year 1 year MM OD, S/I Yes: After Copies; GC §34090.7 Safety Applications Ppr 30 days Building& Certificate of Occupancy P P Mfr,aOD, S/I Yes:30 days After ays Safety Copies; GC §34090.7 _ -- --- Ppr I Knox Box (locked key to building Superseded Superseded Mag, Non-records used for reference; Fire or Life of or Life of for emergency entries) Building Building Ppr GC §34090 Occupancy Files: Commercial Facilities, Places of Public Assembly, Hotels, State-Licensed Life of Life of Department Preference; Facility Inspections (Hospitals, Business Business Mag, Inspections required for 3 years; Fire Address Boarding, Day Care, Group (minimum 3 (minimum 3 Ppr CCP §337 et seq., CCP§340,5; Homes)-Includes Fire Protection years) years) GC §34090: UFC §103.3.4 System Plans, Permits, Inspections, Sprinklers, Evacuation Plans, etc. Occupancy Inspections: Hazardous Materials Storage, Underground Storage Tanks Life of (USTs), Above Ground Storage Mag, Department preference Business Yes: After ; Fire Address Tanks(ASTs), or Multiple (minimum 3 P P Yes (all) Mfr, OD, S/I 1 year Inspections required for 3 years; Violations- Includes Fire years) Ppr UFC §103.3.4 Protection System Plans, Permits, Inspections, Sprinklers, Evacuation Plans, etc. HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S= can C'd If the record is not listed here refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+ 2 ears since destruction is normally performed by file folder. Liti ation, claims, complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Oil Well Information and Life of the Life of the Mag, Department Preference; Fire Address Inspections: (Fire Protection Well + 10 Well+ 10 Yes(all) Mfr, OD, S/I No Inspections required for 3 years; System Plans, Inspections, years years Ppr UFC §103.3.4 Sprinklers, Evacuation Plans, etc.) _ --- — Department Preference; Statute of Fire Address Special Inspection Permits (e.g. Expiration+ Expiration + Yes: Until Mag, Limitations for Health Providers is fireworks, et.) 3 years 3 years Expiration Ppr 3 years; CCP §337 et seq., CCP _ §340.5; GC §34090 Mag, Department preference; Life of the Life of the Yes: After Fire Address Sprinkler Systems Building Building Yes(all) Mfr, OD, S/I 1 year Inspections required for 3 years; Ppr UFC 103.3.4 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Off-site Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=S an C' if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation, claims, com taints, its, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. EMERGENCY SERVICES I EMERGENCY OPERATIONS CENTER Disaster Claims(FEMA Settlement+ Settlement+ Mag, Yes: After Department Preference; GC Fire Reimbursement Records) 3 years 3 years MfPpr, S/I QC §34090 — --_ Superseded Yes: Mag,(minimum 2 :(minimum 2 Mfr, OD, S NoPolice/ Emergency/DisasterI.Supersecledl Current Department Preference; GC Fire Management Policies& §34090 years) years) Procedures Ppr EOS Plan (Office of Emergency Superseded Superseded Mag, Fire Address Services) and and Yes(all) Mfr, OD, S/I No GC §34090 Approved Approved Ppr Superseded Superseded Mag, Non records(County maintains City Clerk Address Evacuation Plans(County Wide) and and . Yes(all) Mfr, OD, S/I No originals); GC §34090 _ Approved Approved Ppr Plans: Master Plan, Emergency Superseded Superseded Yes: Until Mag, Statute of Limitations for Health Fire and and Supersede Mfr, OD, S/I No Providers is 3 years; CCP§340.5. Management, Oil Spill, etc. Approved Approved d Ppr GC §34090 HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (Off-site Vital? (in office) OD or Mfr) Retention Options M=Mfr Imaged & =Sc n C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). HAZ MAT PREVENTION Community Services, Public Works and Fire retain some Fire/ records until the employee is HazMat Clean-ups, Federal Clean- Mag, Public Works/ ups and/or Exposure Records 2 years 28 years 30 years Mfr. OD, S Yes: When separated from employment, (e.g. Ascon Oil, Landfills) Ppr Inactive Claims can be made for 30 years Planning CCR§3204(d)(1)et for toxic substance seq., 8 GC t Department Preference; If records were not produced by the City, may destroy when no longer Fire HazMat Disclosure Information 1 year 4 years 5 years Ppr' required (non-records); all employee exposure records are exposure+30 years; 8 CCR §3204(d)(1), et seq. _ If records were not produced by the City, may destroy when no Mf Petro-Chemical Records (Haz Superseded Superseded Superseded Mag' longer required(non-records); all Fire Mat) +2 years +28 years +30 years Ppr, S/I No employee exposure records are exposure+30 years; Cal Code Reg. §3204(d)(1), et seq. HUNTINGTON BEACH, CA.@1995-2007 Giadwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active Total Media 1=Import Paper after (i (Off-site, Vital?n office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). OPERATIONS Annual Reports/Fire Incident Mag, Retained for historical and Fire Statistics(after 1996-Metro Cities P P Mfr, OD, S/I No administrative value; GC §34090 Fire Authority) Ppr Department Preference; Statute of Limitations for Health Providers is Apparatus Records&Testing Surplus+ Surplus+ 1 Mag, 3 years; OSHA requires 1 year; Fire State requires 2 years; Statewide (Ladders, Defibrillators, etc.) 1year year Ppr guidelines propose 2 years; 8 Cal Code Reg. §3203(b)(1), CCP _ §340.5, GC §34090 Fire Controlled Substance Inventory 3 years 3 years Yes Mag, Department Preference; 24 CFR Records Ppr §1304.04, 1310,04 Consistent with Work Orders and Fire Equipment Maintenance Records 1 year 2 years 3 years Mag Ppr Operational Complaints; CCP (Gurneys, etc.) §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 No statute of Limitations on Capital Fire Incident Reports and Mag, Crimes;Arson sentences vary Transfer to Transfer to Yes: After between 3 years to life, depending Police Investigations: Capital Crimes/ police Police Mfr, OD, S/I QC upon the circumstances; CDF Arson/Homicide Ppr recommends Act+ 10 years, PC §§451 et seq., 799, GC§34090 Department Preference, If records Fire Incident Reports and were not produced by the City, Fire (Metro Investigations: HazMat, Oil Mag, may destroy when no longer Cities Fire Spills, etc. -includes Emergency 1 year 29 ears 30 ears Mfr, OD, S/I Yes: After required (non-records); all 9 Y Y Y Y OC q ( ) Authority) Response Reports,-& Ppr employee exposure records are Supplemental Reports exposure+30 years; 8 CCR 3204 d 1 , et seg. HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S: an C'd If the record is not listed here refer to the Retention for Cit -W1de Standards Retentions begin when the act is completed, and imply 77711 file folder(e.g. last document+2 ears, since destruction is normally erformed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Fire Incident Reports and Longest Statute of limitations for Fire(Metro Mag, less than capital crimes is 6 years; . Cities Fire Investigations: NOT capital 1 year 5 years 6 years Mfr, OD, S/I Yes: After Criminal records are transmitted to Authority) crimes or HazMat-(in CAD Ppr OC DOJ and retained by State; PC system) §800 et seq., GC §34090 Fire(Metro Department Preference; Data Cities Fire Fire Incident Database Indefinite Indefinite Yes Pa9' Fields/Records are interrelated; Authority) p GC §34090 Copies- Copies- When No When No Mag, Finance HazMat Response Billing Records Longer Longer Ppr GC §34090.7 Required Required After New After New Fire Insurance Services Office (ISO) Evaluation - Evaluation- Mag, Retained for administrative value; Minimum 2 Minimum 2 Ppr GC §34090 _ ears years Copies- Copies- City Clerk Mutual Aid Agreements, Joint When No When No Mfr, OD,' Originals Maintained by City Clerk Power Authorities Longer .Longer PprPermanently; GC §34090 Required Required HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Off-site Vital? (in office) Retention Options M=Mfr Imaged& OD or Mfr) =Sc n C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal!y performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Department Preference; 10 years is recommended by AHIMA for "healthcare providers"; California Healthcare Association recommends Acute Care Facilities retain adult records for ten years (following discharge; law requires 7 !years for clinics, health facilities, j hospitals, adult day health care Paramedic Reports/Ambulance j Mag, Yes: After j centers, and in-home skilled Fire Reports (MIC Reports/Patient i 1 year 6 years 7 years Mfr, OD, S QC i nursing services, and is actually Care Reports/PCRs)- ADULTS Ppr !based upon "if the licensee ceases operations"; Statute of Limitations for health providers is 3 years; Juvenile records are required until patient becomes 18 years old; statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health records; CCP§340.5, GC§34090; H&S §123145 HUNTINGTON BEACH, CA1D1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Off-site, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for City-tide Standards Retentions begin when the act is completed, andimply a full file folder e. .last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Department Preference;AHIMA recommends age of majority+3 years for"healthcare providers"; California Healthcare Association recommends that Acute Healthcare Facilities retain for age of majority+ 1 year-minimum 10 years; Statute of Limitations for Health Providers is 3 years; Paramedic Reports/Ambulance Juvenile 19 Juvenile 19 Ma Juvenile records are required until Fire Reports (MIC Reports/Patient 1 year years old- years old- MOD, S Yes: After patient becomes 18 years old; Care Reports/PCRs)- Minimum 7 M p inimum 7 P r QC statewide guidelines propose 3 JUVENILES years years years; law requires 7 years for clinics, health facilities, hospitals, adult day health care centers, and in-home skilled nursing services, land is actually based upon"if the licensee ceases operations HIPAA provides privacy regulations for patient's health records; CCP §340.5, GC §34090; H&S§123145 Station Log Books (Incidents- Mag' Retained for historical and Fire kept at Fire Stations) 1 year P P Mfrr,,O D, S/I No administrative value; GC §34090 IFSTA maintains originals; Training Materials, Standards and Mag, Conforms with HazMat exposure Fire Administration (produced by Superseded Superseded Mfr, OD, S/I YesQCfter requirements; Statewide guidelines IFSTA) Ppr propose 2 years; 8 CCR 3204 d 1 , et seg. HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-12 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (Off-site, .. Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr) I = c n C'd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is com leted, and imply a full file folder e.q. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Department Preference; Covers all statute of limitations; CHIP requires Fire Vehicle Maintenance History (Fire Surplus+ 1 Surplus+ 1 Mag, (life of vehicle; OSHA requires 1 Vehicles) year year Ppr year; 8 Ca. Code Reg. § 3203(b)(1); CCP §337 et. Seq., GC 34090 HUNTINGTON BEACH, CAp1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Act1Ve Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). HUMAN RESOURCES The City does not use eligibility Applications for Employment or Resumes/Recruitment Files: lists; EEOC/FLSA/ADEA(Age) requires 1-3 years; State Law Human Solicited: Brochure,Resources advertisement, unsuccessful 3 years 3 years Mag, Ppr requires 2-3 years; 29 CFR 1602 applications, selection materials, et seq & 1627.3(a)(5) and (6), 2ICCR 7287.0(c)(2), 8 CCR etc, §1�7( c), GC §§12946, 34090 No positions open; therefore not j deemed part of City recruitment Applications for Employment or When No When No jpractices; considered a transitory Human Resumes: Unsolicited (no open Longer Longer Mag, Pprl Resources 'record not materially impacting the position), candidates not hired Required Required conduct of the public's business; 2 i ICCR 7287.0(b)(1), GC §34090 _ !Department Preference to match j auditing standards; IEEOC/FLSA/ADEA (Age) requires Human Benefit File (Includes Personnel 3 years for promotion, demotion, Resources Data Sheet, Medical Enrollment Separation+ Separation + Yes: Until Mag, Mfr, Yes: After transfer, selection, or discharge; Finance/ I Form, Dental Enrollment Form, all 5 years 5 years Separation OD, Ppr S Separatio State Law requires 2-3 years; n retirement benefits is 6 years from Payroll Beneficiary Forms) last action; 29 CFR 1602.31 & I 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 34090; 29 USC 1113 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8� S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Bureau of National Affairs When No When No recommends 2 years for all Human Classification/Compensation Longer Longer supplementary Personnel records; Resources Studies(for employee Required Required Mag, Ppr Wage rate tables are 1 or 2 years; classifications) (minimum 2 (minimum 2 State requires 2 years; 29 CFR years) years) �516,6(2). 29 CFR 1602.14, LC 11197.5, GC S§12946, 34090 r Consistent with other claim retentions (City Attorney handles cases that are not resolved Human Department of Fair Employment& Final Final administratively); All State and Resources Housing (DFEH or EEOC) Claims Disposition + Disposition + Mag, Ppr Federal laws require retention until that are resolved administratively 3-5 years 3 5 years final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, _ 34090 D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA(Age) Human Drug and Alcohol Testing/D.O.T requires 3 years physical Resources files 3 years 2 years 5 years Ppr examinations; State Law requires 2 I §§12946, 34090, 60201. 49 CFR 653.71 et seq., 49 CFR 382,401 et Human Resources! EEO-4 Reports 3 years 3 years Mag, Ppr Department Preference, 29 CFR Human 1602.30-1 29 CFR 1602.32 Resources HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total::.:.. Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, ending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement), Human Employee Assistance Program Resources 1 (Quarterly and Annual Reports, 2 years 2 years Mag, Ppr �GC § 34090 etc.) Human Employee Roster Cards Mag, M Yes:After fr, Department preference; GC Resources (Employee Service History) P P OD, Ppr S Separatio §34090 _ _ n Lead Department is OFR for grievances resolved prior to step 3; When No When No All State and Federal laws require Grievances(escalated from Longer Longer retention until final disposition of Human Yes: Before formal complaint; State requires 2 before step 3) (minimum 2 (minimum Departments when not resolved Required Required Mag, Ppr Resources 2 Disposition I years after action is taken; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR years) years) §3204(d)(1)et seq., GC §§12946, 12960, 34090: 29 USC 1113, LC 1174__ Human 7 Yes Before Department Preference; GC § Resources Job Specifications 10 years I 10 years Superseded Mag, Ppr I 34090 l Department Preference to protect Human Resources LiveScan Fingerprint Clearances 50 years 50years Mag' P r City in the event ofpast employee misconduct; GC §34090 et seq. City Clerk maintains originals Superseded Superseded Yes: Until Mag, Mfr, permanently; EEOC/FLSA City Clerk Memorandas of Understanding + 3 years + 3 years Superseded OD, Ppr S/I No requires 3 years for MOUs; State requires 2 years; 29 CFR 516.5, GC 12946, 34090 HUNTINGTON BEACH, CA.©l995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder, Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). For use in interpreting intent of Yes: MOU provisions; EEOC/ FLSA Human Negotiations: Employee Superseded 5 Superseded Mag, Mfr S/I When, requires 3 years for MOUs; State Resources Associations + 5 years years + 10 years OD, Ppr Inactive requires 2 years; statewide guidelines propose permanent; 29 CFR 516.5. GC §12946, 34090 Human Personnel Commission Findings 2 years 2 years Mag, Ppr GC § 34090 Resources & Conclusions (Decisions) Personnel Files- Regular/ Department Preference; EEOC/FLSA/ADEA (Age) requires Active Permanent(Includes 3 years for promotion, demotion, i Appeals Findings, Application& I-9, Awards, Copy of Drivers Convert to Yes: After Convert to transfer, selection, or discharge; Human Termination Termination Yes: Until Mag, Mfr S Searatio , State Law requires 2-3 years; Verifications,License/onID, Employments, Evaluations, File upon File upon Separation OD, Ppr p n retirement benefits is 6 years from Personnel Transaction Forms, Separation Separation last action; 29 CFR 1602.31 & Oaths, Policy acknowledgements- 1627.3(b)(ii), 8 CCR§3204(d)(1)et seq., GC §§12946, 34090; 29 USC Excludes Medical Records) 1113 Personnel Files-Temporary I Non-Permanent Employees Department Preference; (Includes Appeals Findings, EEOC/FLSA/ADEA(Age) requires 3 years for promotion, demotion, Application & 1-9, Awards, Copy of transfer, selection, or discharge; Drivers License/ID, Employment Yes: After Human Separation + Separation + Yes: Until Mag, Mfr, State Law requires 2-3 years; Resources Verifications, Exclusion from 5 years 5 years Separation OD, Ppr S Separatio retirement benefits is 6 years from PERS form, Evaluations, n last action; 29 CFR 1602.31 & Personnel Transaction Forms, 11627.3(b)(ii), 8 CCR§3204(d)(1)et Personnel Requisition Forms, iseq., GC §§12946, 34090: 29 USC Oaths, Policy acknowledgements• 1113 Excludes Medical Records HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record_ Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Vital? M=Mfr Imaged& S=Scan C, If the record is not listed here, refer to the Retention for Cit -IIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Personnel Files-Terminated Employees (Includes Department Preference; Maintenance Screen Printouts, EEOC/FLSA/ADEA(Age) requires Personnel Data, Benefit 3 years for promotion, demotion. Enrollment forms, Appeals Yes: After transfer, selection, or discharge, Human Findings, Application& 1-9, Separation+ Separation + Yes: Until Mag, Mfr, S Se aratio State Law requires 2-3 years; Resources Awards, Copy of Drivers 10 years 10 years Separation OD, Ppr p retirement benefits is 6 years from License/ID, Employment n last action; 29 CFR 1602.31 & Verifications, Evaluations, Oaths, 1627,3(b)(ii), 8 CCR §3204(d)(1)et Personnel Transaction Forms, seq., GC §§12946, 34090; 29 USC Policy acknowledgements - 1113 Excludes Medical Records Files maintained separately; Personnel Files (Medical Community Services, Public Works Human Records, respiratory fit tests, Yes: and Fire retain some records until Separation+ Separation + Yes: Until Mag, Mfr, S When the employee is separated from Fire/PW backgrounds& fingerprint Inactive Resources/ ha exposure records, and 2 years 28 Years 30 years Separation OD, Ppr employment; Claims can be made clearances) for 30 years for toxic substance exposure; 8 CCR §3204(d)(1)et _ seq., GC §§12946, 34090 Superseded Superseded Yes: Until Department preference; GC City Clerk Personnel Rules & Regulations (Minimum 2 (Minimum 2 Mag, Ppr ears) years) Superseded §34090 Retiree Medical Insurance Files Department preference; Plan must Termination Termination Yes: When Yes: be kept termination + 1 year; Human (includes Medical Subsidy Plan, Mag, Mfr, of Benefits+ of Benefits+ eligible for OD S/I After 1 Statewide guidelines propose Audit Resources Retiree Forms, Correspondence, 2 years 2 years benefits , Ppr year + 5 years;-GC §34090, 29 CFR various forms, copies of checks) 1627.3(b)(2) Human Salary Surveys 2 years 2:years Mag, Ppr GC §34090 Resources HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record _ Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-lade Standards 16 Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Retained to cover auditing Supplemental Retirement Files Employee Employee Yes: Until Yes: standards; Plan must be kept Human (includes A/P Demands, PERs Mag, Mfr, Resources calculations, W-4P form, Direct Deceased + Deceased + Employee OD, Ppr S/I After 1 termination + 1 year; GC §34090, Deposit Form) 5 years 5 years Deceased year IRS Regulation 31.6001.1; 29 CFR 1627.3(b)(2) Department Preference; EEOC/ FLSA/ADEA(Age) requires 1-3 Human Testing File: Master Test 3 years 3 years Mag, Ppr years; State Law requires 2-3 Resources years; 29 CFR 1602 et seq& 1627.3 et seq., 8 CCR §11040.7( c), GC §§12946, 34090 Department Preference to comply with DOJ requirements; EEOC/ Human FLSA/ADEA(Age) requires 1 Resources Testing File: Score Sheets 3 years 3 years Mag, Ppr year; State Law requires 2-3 years; 29 CFR 1602 et seq & 1627.3 et seq., 8 CCR §11040.7( _ c), GC §§12946, 34090 _ Department preference to cover Human Testing File: Test papers statute of limitations for Resources (completed by applicants) 3 years 3 years Mag, Ppr discrimination claims; Law requires (test papers be retained for 1 year; 129 CFR 1627.3(a)(iv) HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver, 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, .Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2 years), since destruction is normally performed by file folder. Liti ation, c 7q records requests, and/orinvesti ations suspend normal retention periods retention resumes after settlement). RISK MANAGEMENT ' Human Accident/Incident/Graffiti/ Resources/ Vandalism/Injury Reports: Risk PUBLIC ADULTS(medical and 2 years 2 years'.. Mag, Ppr GC §34090 Manag, non-medical.) Human Accident I Incident/Graffiti I Resources/ Vandalism/Injury Reports-2 years 2 years Mag, Ppr GC §34090 Risk PUBLIC JUVENILES (medical Manag, and non-medical._ Accident/Incident/Injury Human Claims can be made for 30 years Reports: EMPLOYEES (medical Yes: Resources/ Mag, Mfr, for toxic substance exposure; 8 Risk and non-medical.) Also see 5 years 25 years 30 years OD, Ppr S When CCR §3204(d)(1)et seq., GC Manag. Vehicle Accident Reports(City Inactive §§12946, 34090 vehicles) Human Accident Reports: CITY Resources/ VEHICLES (medical and non- Consistent with Work Orders for Risk medical.) Also see Vehicle 3 years 3 years Mag, Ppr vehicle repairs; GC §34090 Manag. Accident Reports(City vehicles Claim must be filed within 1 year, lawsuit within 2 years; complaints Human against peace officers within 5 Resources/ Settle + 5 Settle+.5.. Yes: Until Mag, Mfr, Yes: years; Statute of Limitations for Risk Claims-Adults years years Settlement OD, Ppr S After contracts is 4 years; wrongful death Manag. Settled for construction is completion +5 years; CCP§§ 337 et seq.; GC§§ 911.2, 945, 34090, 34090.6; PC 832.5 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record_ Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement), Human Age of Age of Juveniles may have additional Majority Majority Yes: Resources/ Yes: Until Mag, Mfr, legal recourses; CCP §§337 et Risk Claims-Juveniles (minimum (minimum Settlement OD, Ppr S After' fter seq.; GC §§911.2, 945, 34090, Manag. Settle + 5 Settle+5 Settled 34090.6; PC §832.5 wears) years) Human When No When No Resources/ Risk Gray's Medical Records Longer Longer Ppr lNon-records used for reference Manag Required Required Department Preference; Calif. Human Labor Division is required to keep their records 7 years; OSHA Resources/ OSHA Insurance Certificates,Risk Inspections & Citations, Log 200 7 years 7 years Ppr requires 5 years; State law requires Manag. 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §34090 et seq.; LC §6429c Human Insurance Application Forms Statute of Limitations for contracts Resources/ Yes: Before is 4 years, personal property 3 Risk or (Purchase of insurance for Library 4 years 4 years Event Ppr years; CCP§§337, 338; GC Manag. or Community Service facilities) 34090 Human Resources/ Insurance Certificates(for Facility 2 years 2 years Yes: Before Ppr Risk Rentals, etc) Event GC §34090 Manag. Longest Statute of Limitations is 10 Human I years; Those filed with an Insurance Certificates(for Resources/ Yes: Before Mag, Mfr, S Yes: 2 agreement or contract are issued Certificatest Risk Contracts, Vendors, and City- 11 years 11 years Completion OD, Ppr years Permanent; statewide guidelines Manag. ssue etc.) propose permanent; CCP§337 et sec.; GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 . Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total :.. Media I=Import (OFR) (Off-site Vital? after (in office) OD or Mfr) Retention.. Options M=Mfr 8� S=Scan Imaged If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e.q. last document+2years), since destruction is normally performed by file folder. Liti ation, claims com taints, audits, pendinq records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Department preference; Claims can be made for 30 years for toxic substance exposure; Claims are required for five years after the end Human of compensation, or injury, Final Final Yes: Resources/ Mag, Mfr, whichever is longer; the Workers Workers Compensation Files Settlement+ 25 years Settlement+ S When Risk 5 years 30 years OD, Ppr Inactive Compensation Appeals Board may Manag. destroy their records after 5 years; 8 CCR§3204(d)(1)et seq., 8 CCR 10102, 10755, 10758, 15400.21 29 CFR 1910.1020(d); GC §§12946, 34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record I _ Inactive Image: Destroy Active Total ? Media 1=Import Paper after {OFR) (in office) (Off-site, Retention Vital. Options M=Mfr Imaged& OD or Mfr) S=Sc n C' If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Used for Disaster Recovery Purposes Only; Considered a copy Information Backup Tapes- DAILY - 90 days 90 days Yes Mag. and can be destroyed when no Services Incremental longer required; retention based on administrative value; recycle tapes, GC §34090 et seq. Used for Disaster Recovery Purposes Only; Store off-site in commercial storage for disaster Information Backup Tapes-MONTHLY-Full 3 years 3 years Yes Mag. recovery; Considered a copy and Services can be destroyed when no longer required; retention based on administrative value; recycle tapes, GC §34090 et seq. Used for Disaster Recovery Purposes Only; Store off-site in commercial storage for disaster Information Backup Tapes-WEEKLY-Full 3 years 3 years, Yes Ma recovery; Considered a copy and g. Services can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. Used for Disaster Recovery Purposes Only; Store off-site in commercial storage for disaster Information Backup Tapes-YEARLY-Full 3 years 3 years Yes Mag. recovery; Considered a copy and Services can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (Off-site, Vital? (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Sc C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement. (See City-wide Information Expiration+ Expiration + Mag, Services for Software Licenses 2 years 2 years ppr GC §34090 A reements) Telephone Records-Detailed The detail backup is not forwarded Information Backup of calls made(includes 5 years 5 years. Mag' to Finance; meets auditing Services Cellular PprI Istandards GC §34090 HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit -Wde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). The City does not use eligibility lists; EEOC/FLSA/ADEA(Age) Applications for Employment or requires 1-3 years; State Law Library Resumes/Recruitment Files: 3 years 3 years Mag, Ppr requires 2 -3 years; 29 CFR 1602 Library Part-time positions et seq & 1627.3(a)(5)and(6), 2 CCR 7287.0(c)(2), 8 CCR §11040,7(c), GC §§12946. 34090 Deposit Slips, Fine Receipts, Retained for auditing purposes; Finance Meeting Room Receipts, Cash Turn. 2 years 1 year 3 years Mag, Ppr Finance is Office of Record; GC in Cards, Cash Donations, etc. §34090.7 Library Emergency Contact List When When Mag, Ppr Transitory Record; GC §34090 _ J __ Superseded _ Superseded When No When No Library Friends of the Library Longer Longer Mag, Ppr Non-records; GC §34090 Required Required Grants: LSCA (Library Services and Construction), LSTA(Library Services and Technology), SLRC (State Literacy Resource Centers), Per California State Library CLSA (California Library Services Final Final Mag, Mfr, Yes: Records Management Program Library Act)and PLF (Public Library 2 years Expenditure Expenditure OD, Ppr S/I When Requirements(April 27, 1998); GC Foundation) ONLY. For all others, + 5 years +5 years Inactive §34090 follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Active Inactive Total Media 1==Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Incident Reports-All (Irate Patrons, j Suggestions, Emergency Reports, Library Complaints, Compliments, etc.) 2 years 2 years Mag, Ppr JGC §34090 See City-wide for other incident emergency reports _ I /Last Activity Last Activity All Fines /All Fines ---- Mag -- -- -- - -Yes: , Mfr - --- - ----....-.-.. - — j Library � Library Card Applications Paid Paid S When i §34090 OD, Ppr Matches expiration of cards; GC (minimum 3 (minimum 3 � Inactive 1 ears) years) Library Systems: Metropolitan When No When No Library Cooperative Library System/ Longer Longer Mag, Ppr !Non records; GC §34090 Santiago Library Required Required j Library _ _ Programs (e.g. Summer Reading) 2 years _ 2 years _ _ Ma , Ppr _ _ GC34090 — Shred; Statute of Limitations any Room Rental Agreements/Facility Yes: I "...liability founded upon an Library Use Applications (Room 2 years 2 years Before Mag, Ppr 'instrument in writing" or not j Reservations, etc.) Event specifically provided for is 4 years; GC §34090, CCP §§337, 343 Unpaid or Uncollected Debts Over Yes; Library sends unpaid accounts City Mag, Mfr, directly to the collection agency; Treasurer $5: Small Claims, Parking, Library, Until Paid Until Paid OD, Ppr S After 1 1 Department Preference; GC iBad Checks, etc. year §34090 Library sends unpaid accounts City Unpaid or Uncollected Debts Under directly to the collection agency; Treasurer $5: Small Claims, Parking, Library, 5 years 5 years Mag, Ppr jDebts under$1,000 are written off Bad Checks, etc. after 5 years; Department Preference; GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver, 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-1 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here refer to the Retention for Cit -lade Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CODE ENFORCEMENT I 'Case is open until satisfactorily Code Enforcement-Including Resolution + Resolution + Yes: Until Ma (resolved; City Clerk maintains Planning Address Prosecution Requests 2 years 2 years Resolution g, Ppr originals that are presented to _ Council; GC §34090 Planning Prosecution Requests (Not Pursued) 2 years 2 years Yes: Until Mag, Ppr GC §34090 Resolution _ _ Planning Prosecution Request Log [ - .2 years 8 years 10 years Mag, Ppr Department Preference; GC 34090 PLANNING Alcoholic Beverage License When No When No Planning Longer Longer Ppr Non-records Application Copies or Notices Required Required City Clerkl Annexation/Deannexation Files 5 years P P Mag, Mfr,--- S Department Preference, City Clerk — No — — II OD, Ppr is OFR_GC §34090.7 County I Assessor Parcel Information When .When Mag, Mfr, I GC 34090 Superseded Superseded OD, Ppr § When No When No Yes: Census Mag, Mfr, Non-records; available on the Census, Demographics Longer Longer S When Bureau OD, Ppr j Internet Required Required Inactive Yes: Until Mag, Mfr, Yes: Planning Coastal Development Permits 2 years P P Completed OD, Ppr S When Land Records, GC§ 34090 Inactive HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc,-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 5,0 RECORDS RETENTION SCHEDULE - PLANNING Page P-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normallyperformed by file folder. Litigation, claims com laints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Entitlement I Project Files: Administrative Review, Coastal Development, Conditional Use Permit(CUP), Development Agreement, Entitlement Plan Projects have a 2 year vesting Amendment, Flood Plain Variance, (applicant must pull permit within 2 General Plan years)--those applications in Gen Am eral Plan UConformance, Local which the applicant does not follow (Coastal Program Amendment, Lot 2 Yes; Until Mag, Mfr, Yes: through with permit may be Planning Address Line Adjustment, Reversion to years P P Completed OD, Ppr S When destroyed after the vesting period Acreage, Sign Code Exception, Inactive has expired. Some permits must Specific Plan, Temporary Use obtain Council approval, Permit, Tentative Parcel/Tract, Department maintains complete Variance, Zoning Map Amendment, files for administrative purposes; Precise Plan of Street Alignment, GC§§34090, 34090.7 Zoning Text Amendment, etc. (Includes Associated Plans & _ Maps) Planning Entitlement Log Map Book 2 years P P Yes Mag, Mfr, S/I No GC§ 34090 OD, Ppr Environmental Determinations (Environmental Impact Reports Yes: Until Final EIRs are required to be kept Yes: 1 a"reasonable period of time"; 14 Planning Entitlement# (EIRs), Environmental Assessments, 5 years 95 years 100 years Project Mag, Mfr, S/I Negative Declarations, etc. - EA/ Completed OD, Ppr year Cal Code Regs§15095(c); GC ND) Inside City boundaries §34090.7 Environmental Determinations When No When No Planning (Environmental Impact Reports Longer Longer Ppr Non-records (EIRs), Negative Declarations, etc.) Required Required lOutside City boundaries HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for Cif -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g, last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference; City Clerk General Plan, General Plan Copies- Copies- Yes: Maintains originals of all Mfr When No When No Mag, , documents that were presented to City Clerk Elements, Amendments and Yes (all) S/I After Conformances (GPC) Longer Longer OD, Ppr Amended Council; Planning maintains Required Required complete files for administrative _ purposes; GC §34090 _ ! (Community Services, Public Works and Fire retain some Fire/ irecords until the employee is HazMat Clean-ups, Federal Clean- Yes: I Public Mag, Mfr, i !separated from employment; Works/ ups and/or Exposure Records (e.g. 2 years 28 years 30 years OD, Ppr S When (Claims can be made for 30 years Planning IAscon Oil, Landfills) I Inactive for toxic substance exposure; 8 !CCR §3204(d)(1)et seq., GC 34090---- Historical Landmarks(Local, State, 5 Mag, Mfr, Yes: 1 City Clerk or National Registers) years P P OD, Ppr _ S year GC §34090 Planning Irrevocable Offers to Dedicate and 2 years P P Mag, Mfr, S Yes: GC §34090 Covenants OD, Ppr After Mag, Mfr, Yes: 1 Consistent with other studies; Planning Land Use Studies 5 years 5 years 10 years OD, Ppr S or I year Statewide Guideline shows 2 _ _ _ _ _ iyears; GC §34090 — City Clerk Local Landmarks P !— P Yes (all) Mag, Mfr,OD, Ppr S NO Department Preference; GC!§34090ce Yes: iDepartment Preferen (Council Planning Lot Line Adjustments 2 years P P Yes: Until Mag, Mfr,Completed OD, Ppr S When !Approves, therefore City Clerk is Inactive OF_R); GC§ 34090.7 Yes: Until Mag, Mfr, Yes: department Preference(Council City Clerk Master Plans 2 years P P Completed OD, Ppr S When Approves, therefore City Clerk is Inactive OFR); GC§ 34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-4 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image; Destroy Inactive Paper Active Total. Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention: Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Planning Commission (MINUTES& Yes: RESOLUTIONS) Yes: Planning P P Depending Mag, Mfr, S After 2 See City-wide schedule for all See City-wide Schedule for Agenda Upon OD, Ppr years others; GC §34090 Packets Subject Precise Plan Street Alignments Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk (PPSA) 2 years P P Completed OD, Ppr S When Approves, therefore City Clerk is Inactive OFR); GC§34090.7 _ When No When No Preliminary Documents (no Planning Preliminary Review File Longer Longer Mag, Ppr application submitted); GC §34090 Required Required Preliminary Studies i Project Department Preference; projects Lead Assessments Private Projects 2 ears 3 ears 5 ears Ma Ppr must be pursued in 2 ears; GC Dept. ( Projects) Y Y Y 9, p p Y NOT Pursued §34090 _ Planning Reciprocal Parking and Access 2 years P p Mag, Mfr, S Yes: GC §34090 Agreements _ OD, Ppr_ _After Seasonal Sale Lots (Pumpkin, Tree Planning � 2 years 2 years Mag, Ppr GC §34090 lots) ----- -- --- -- --- -- - Yes: Department Preference(Council Planning Site Plan Amendments 2 years P P Yes: Until Mag, Mfr, S When 'Approves, therefore City Clerk is Completed OD, Ppr _ Ina ctiv_e O_FR), GC§ 3_4090.7 -------- ------ ------------------— ---- Yes: iDepartment Preference(Copies); Planning Specific Plans 5 years P P Yes (all) Mag, Mfr, S When City Clerk Maintains originals of all OD, Ppr Inactive documents that were presented to Council; GC §34090 — --- ------- ------------- -------------- ---------- ----- ------------------- Staff Review: Address Assignment, Statute of Limitations any Animal Permits, CC&R Review, "...liability founded upon an Planning Certificate of Compliance, Design 4 years 4 years Mag, Ppr instrument in writing"or not Review Board, Signs, Temporary specifically provided for is 4 years; Sales, Zoning Letters GC 34090, CCP 337, 343 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver, 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for Cit -wde Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims com laints audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Planning Temporary Activity Permits Sidewalk 2 years 2 years Mag, Ppr � IGC§34090 P rY Y ( sales, car washes, etc. Planning Temporary Sign Permits 2 years 2 years _ Ma , Ppr _ _ JGC§ 34090 Tract Maps/Tentative Tract Maps Yes: Until Mag, Mfr, Yes: i Department Preference(Council City Clerk 2 years P P S When OR); proves, therefore City Clerk is (FT&TPM) Completed OD, Ppr Inactive GC§ 34090.7 Department Preference; City Clerk Mfr, Planning Zone Maps(History) P P Yes (all) Mag, S No jMaintains originals of all OD, Ppr ! documents that were presented to ---- ----�---- — — ------ ---------- ------- j Council; GC §34090.7 T Yes: r-- ---------� Planning Zoning Administrator (MINUTES) P P Depending i Mag, Mfr, S I Yes 2 See City-wide schedule for all Upon I OD, Ppr others; GC §34090 Subject i years When No When No Preliminary Documents/ Planning jZoning Inquiry Forms Longer Longer Ppr j Transitory Records; GC §34090 et Required Required seq. -- Planning Zoning Letters (requested by 2 years 2 years Mag, Ppr GC§ 34090 realtors) ----- -- -- --- ---- — - Yes: Until Mag, Mfr, Yes. Department Preference(Council City Clerk Zoning Map Amendments 2 years P P Completed OD, Ppr S When Approves, therefore City Clerk is Inactive OFR); GC§ 34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23-Exhibit"A" Ver, 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media. I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) .: Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ADMINISTRATION OPERATIONS/CHIEF/INVESTIGATIONS/UNIFORM Police (Administrative Files 5 years 5 years Mag, Ppr GC §34090 - — ------------ -- -- Meets auditing standards, GC Police Bicycle Licenses 10 years 10 years Mag, Ppr §34090 _ _ Police 1 Bidder/Vendor List(Companies that Superseded Superseded Mag, Ppr Transitory Record used to mail out lwant to receive RFPs/RFQs) _ - _ - --requests; GC §34090 et seq. - -- - — - - --- - - (Crime Statistics/Uniform Crime Mag, Mfr, Yes: ' Police I 2 years P P S/I ! lHistoricai Value; GC §34090 _ Reporting: ANNUAL - - OD, Ppr _ After 1 (Crime Statistics/Uniform Crime Police (Reporting: PERIODIC (Monthly, Bi- 2 years 2 years Mag, Ppr IGC §34090 Imonthl etc.)----- ----- _- - ----- fi -- --- --- � I ;Department Preference; All State Final Final land Federal laws require retention Grievances (Human Resources is Yes: Before until final disposition of formal Police Disposition + Disposition + Mag, Ppr OFR for some employees) 5 years 5 years Disposition complaint, State requires 2 years after action is taken; GC §§12946, 34090 When No When No Longer Longer Department preference; GC Police Gun Range Historical Files Required Required Mag, Ppr §34090 (minimum 2 (minimum 2 l � years) years) i HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total: Media I=Import (OFR) (Off-site after , Vital? (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged & OC If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Liti ation, claims, com laints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Officer Final after action is taken; Statute of Police Involved Shootings Disposition + P P Mag, Ppr Limitations is 4 years for 5 years misconduct; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC §§12946, 34090, PC § 801.5, 803(c), 832.5, VC§2547 Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Sustained Final Final after action is taken; Statute of Police and Not Sustained(other than Disposition + Disposition + Mag, Ppr Limitations is 4 years for Officer Involved Shootings) 5 years 5 years misconduct; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC §§12946, 34090, PC § 801.5, 803(c), 832.5, VC §2547 Non-sworn Employee File: Index Department Preference; GC Police Card, Photo, Personal Information, 100 years 100 years Mag, P I §34090 etc. HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention i Disposition Comments I Reference Record Image; Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). (Claims can be made for 30 years for toxic substance exposure, EEOC/FLSA/ADEA(Age)requires POST Data, Files and Printouts Separation + Separation + Mag, Mfr, Yes: 3 years for promotion, demotion, Police (Training Courses) 5 years 5 years OD, Ppr S/I When transfer, selection, or discharge; Inactive State Law requires 2 -3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 34090 Consistent with Accounts Payable; Police Purchase Orders 2 years 3 years 5 years Yes: Until Mag, Ppr Published articles show 3 years; Paid Statute of Limitations is 4 years; ; GC 34090, CCP 337 Term varies, and can be a multi- year contract; City Clerk is OFR for Police Successful Bids(products or Yes: Until Mag, Ppr those that go to Council, Statute 10 years 10 years � services) Completion of Limitations for contracts is 4 years; CCP §§337., 337.1(a), 337.15. GC §34090 et seq. Police Unsuccessful Bids(for bids opened Bid Opening Bid Opening Pp r OFR depends upon who opens the by Central Services) +2 years +2 years bid(e.g. City Clerk); GC §34090 Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations OD Police (when the vehicle or equipment is Lease +2 3 years Lease + 5 Mag,PMfr, S/I After 1 for contracts is 4 years; CCP not subsequently purchased) years years , pr year §§337., 337.1(a), 337,15; GC 34090 et seq. Vehicle Maintenance History(Police Life of Life of Department Preference; GC Police Vehicles) Vehicle + 2 Vehicle +2 Mag, Ppr §34090 ears years HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record Category ID# Records Description Retention/Disposition Comments I Reference _ Image: Destroy Paper Active Inactive ..Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Upon Upon Mag, Mfr, Provided to new owner; GC Police Vehicle Title ("Pink Slips") Disposal of Disposal of OD, Ppr S/I No §34090 Vehicle Vehicle Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police Work Assignments(Schedules) 2 years 2 years Schedule Ppr years for work schedules; 29 CFR 516.6(1), 29 CFR 1602.14, GC § only 34090 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy ---------------- Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit -IVide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). INVESTIGATIONS ALL 2 years after 2 years after Department Preference; GC Alcohol Beverage Applications Expiration of Expiration of Ppr §34090 ABC License ABC License IBackground Checks for Business Licenses: Bingo, Massage Mag, Mfr, Department Preference; GC Police Technician & Parlors, Sexually 5 years 5 years OD, Ppr M/S/ I No §34090 Oriented Business (SOB)etc. i — - ---- -- ----Yes: - ---- — Background Files-Non-sworn Separation + Separation + Mag, Mfr, Retained for administrative value; Police Employees, Volunteers& Reservists 5 years 5 years OD, Ppr S/I Ayearfter l GC §34090 Yes: Background Files-Sworn Separation + Death of Death of Mag, Mfr, Department Preference; GC Ppr Police Employee+ Employee+ S/I When Employees 5 years 1 year 1 year OD, Inactive §34090 EEOC/FLSA/ADEA(Age) Background Files-Unsuccessful requires 3 years; State Law Police Applicants (Not Hired) 3 years 3 years requires 2-3 years; 29 CFR I 1627.3(a)(5)and (6), 8 CCR §11040.7(c), GC §§12946, 34090 Department Preference; Notes Police Field Interview Cards (FI's) 2 years 2 years Ppr destroyed in the regular course of business, GC §34090 et seq. Close of Close of Some dealers have an automated Police Guns: Dealers Record of Sale Business +2 Business+2 Mag, Ppr link to DOJ; PC §12070 years years Yes: Mag, Mfr, Retained for administrative value; Police Index Cards: All Applicants 100 years 10.0 years S/I After 1 OD, Ppr ear GC §34090 :L y HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 4/21/08 Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-siteTotal. Vital? Media I=Import after (in office) Retention: Options M=Mfr OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation, claims, com taints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). JAIL Mag, Mfr, Yes: Retained for administrative value; Police Photos: Mug Shots P P OD, Ppr S/I When GC §34090 Inactive LAB Follows Follows Yes:S/I After Retention of Retention of Mag, Mfr, Department Preference; GC Police Fingerprint Cards (prior to Live Scan) Crime Crime OD, Ppr year l §34090 Report Report -- -i ----1 --- ---- Follows Follows ----- ----' -- ------ -- -------- Retention of Retention of Mag, Mfr, Yes: Police Photos & Film: Crime Scenes S/I When See appropriate Crime Report Crime Crime OD, Ppr I Report Report Inactive j Follows Follows Retention of Retention of Mag, Mfr, Yes: Police Analysis Reports S/I I When See appropriate Crime Report Crime Crime OD, Ppr Inactive - --�-- - Report - Report — -- - -- -` ----1 - — -- - ---- Follows Follows Yes: Retention of Retention of Mag, Mfr, Police Laboratory Records S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Report Police Maintenance Logs 5 years 5 years Mag, Ppr Department Preference; GC §34090 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for Cit -IIde Standards Retentions begin when the act is completed, and imply a full file folder e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, fing records requests, and/or investigations suspend normal retention periods retention resumes after settlement), RECORDS and PROPERTY Pursuant to PC §457.1 et seq.; required to register for life; If Police Arson Registrations: Adults 10 years 90 years 100 years Mag, Ppr released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781. GC §34090.7 Pursuant to PC §457.1 et seq.; If Arson Registrations. Juveniles Age 25 or Age 25 or released from CYA, records are Police released from California Youth Sealing Date Sealing Date Mag, Ppr Z4090.7 stroyed after age 25 or sealing Authority + 5 years + 5 years rsuant to W&I §781; GC -- - — --- —-- - Finance Auction Receipts& Records 4 years 4 years Ppr Consistent with auditing standards; _GC §34090 _ Police Booking Slips 2 years 2 years Mag, Ppr 1GC §34090 Police Citations: Marijuana Citations or 2 years 2 years Ppr GC §34090, H&S §11361.5 Reports (less than 28.5 grams) Department Preference; Statute of Police Citations: Misdemeanor Traffic, 3 years 3 years Ppr Limitations is up to two years;Also Parking, or Criminal See Crime Reports; GC §34090, PC §802 Per Per Police CLETS Logs Subscribers Subscribers Mag, Ppr GC §34090 Agreement Agreement HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal Crime Reports: Felonies and deaths, they are not historically ! Misdemeanors-ALL except those Yes: Before Mag, Mfr, significant, and it is not classified Police Report# otherwise specifically mentioned in P P Disposition OD, Ppr S/I No under PC §800&290 and H&S this retention schedule §11850, Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187. 800 et seq. Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Department Preference, Most Abuse, Sexual Assault& Neglect, Yes: have no limitations on Police Report# Rape, Misuse of Public Funds, Train- P P Yes: Before Mag, Mfr,Disosition OD P S/I After 1 commencement of action; PC §§ wrecking, Treason, Suicide, p , pr year 261, 286, 288, 288a, 288.5, 289, Fatalities (Crimes Subject to Death 289.5, and 799 Penalty or without statute of Limitations) Crime Reports_Marijuana less than 2 years or 2 years or ! Police 28,5 grams subject 18 subject 18 Ppr GC §34090, H&S§11361.5 years old years old Crime Reports: Misdemeanor Marijuana §11357(e)-Juvenile on (Courts and other Agencies"Shall' Police School Grounds during School Offender is Offender is Yes 18 Years Old 18.Years Old Mag, Ppr destroy); H&S§ 11361.5 et seq., Hours (with procedure in H&S 11357(e) 11361.5 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Crime Reports: Misdemeanor Conviction Conviction or Arrest(if or Arrest(If Police Marijuana H&S§11357(b)(d)or H&S No No Yes Mag, Pp (Courts and other Agencies"Shall" r §11360(b) (with procedure in H&S destroy); H&S§ 11361.5 et seq. §11361.5) Conviction) Conviction) I +2 years +2 years ears or Crime Reports: Missing Person 2 y Yes: Before Mag, Mfr, Yes: Dept. Preference; Also see Crime Police Reports(unreturned) Until P P Disposition OD, Ppr S/I When Located Inactive Reports; GC §34090 Individual petitions District Police Crime Reports: Sealed Cases Arrest Date Arrest Date Mag, Mfr, Attorney; PD concurs that person ("Factual Innocence") + 3 years + 3 years OD, Ppr is factually innocent, then seals record; GC §34090. PC §851.8(a) Statute of Limitations runs up to Sealing date Sealing date age of majority +8 years; Sealing Crime Reports: Sealed Cases (e.g. Mag, Mfr, for Juveniles and Wards of the Police Juveniles) + 5 years (or +5 years (or OD, Ppr Court retained for 5 years; GC Court Order) Court Order) §68152(g)(1&2), W&I §§300, 389(a&c), 781(c&d), 826(a) — Police Daily Activity Logs: Patrol&Traffic 2 years 2 years Ppr Department Preference, GC 34090 Department of Justice Validation 2 Information received by DOJ, GC Police Lists years 2 years Mag, Ppr _ _ 34090 Department Preference; Police Drug Registrants 5 years 5 years Mag, Ppr Registration is required for 5 years; GC §34090, H&S§11590 et seq., H&S §11594(a) Mag, Mfr, Yes: Police Fatal Traffic Collision Cards P P OD, Ppr S/I After 1 Dept. Preference, GC §34090 year HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record _ Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options =I Mfr Imaged &I S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests, and/or investi ations sus end normal retention periods retention resumes after settlement, Incident Reports/Information Mag, Mfr, Yes: Police Reports P P OD, Ppr S/I After 1 Dept. Preference; GC §34090 year _ Police Officer Subpoenas and SDTs 2 years 2 years Ppr Department Preference; GC §34090 et seg. Department Preference; (Dealers are required to keep for 3 years); Non-records used for Police Pawn Slips 3 years 3 years Ppr investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; B&P 21633: GC §34090 Police Property Monthly Logs 2 years P P Mag, Ppr Department Preference; GC _ §34090 (Criminal (Criminal Statute of Limitations is 1 year for Police Property Sheets Report Report Ppr property seized by officers; CCP Retention) Retention) §340(4); GC §34090 _ If artifact over$10,000, artifact is permanent- Statute of Limitations Police Property, Gun and Narcotics Logs 2 years P P Mag, Ppr is up to 3 years (recovery from seized property by police is 1 year); CCP§338(c), 340(4), 341(a); GC §34090 _ Recordings of Telephone & Radio Department Preference; Statewide Police Communications Dispatch Tapes 3 years 3 years Mag guidelines propose days (CAD) (legally mandated forr 100 days); ---- — --- ---- — ---- GC §§34090,-34090.6--- -- - Police Roecords Daily Log (Call for Service 2 years 2 years Mag, Ppr GC §34090 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after office) Retention Options(in o M=Mfr OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. n of Expiration of Department Preference; Non- Police Restraining Orders (TROs& EPOs) p Expirrde atioatio Order Ppr records (Court is OFR); GC 34090 Department Preference; Data Police RMS Database Indefinite Indefinite. Yes Mag, Ppr Fields/Records are interrelated; _ GC §34090 Pursuant to PC §290 et seq.; If Police Sex Offender Registrations: Adults 10 years 90 years 100 years Mag, Ppr released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; _ P or Sealing P or.Sealing Police Sex Offender Registrations: Date + 5 Date.+5 Mag, Ppr Pursuant to PC §290 et seq. Juveniles years (or years(or Court Order) Court Order) _ Police Subpoena Payroll Logs 5 years 5 years Mag, Ppr Department Preference(meets _ auditing standards); GC§34090 Police Vehicle Repossession and PPI 2 years 2 years Mag GC §34090 Forms (Follows Follows case Department Preference; GC Police Video Interviews(re: Crime Reports) case retention) Mag §34090 _ retention) _ _ _ __ _ Police Report# Weapons, Serialized, Lost/Stolen P P Ppr Department Preference; GC I 34090 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record _ Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cif -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally erformed by file folder. Litigation, claims, com taints, audits, endin records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ALL DIVISIONS Records found in all divisions-these are not repeated in each Division Expiration of Expiration of Covers various statute of Works OD, Ppr Public All divisions AQMD Permits Permit+2 Permit+2 Mag, Mfr, S/I No limitations, CCP §337 et. Seq., years years GC §34090 Code of Federal Regulations Public S/I Mag, Mfr, Yes: 2 requires 3 years for all Works Catch Basin Storm Reports 3 years 3 years OD, Ppr years monitoring records, 40 CFR 122.410)(2) Consistent with D,O.T. substance testing policy- Requires 5 years for positive DMV Permission, Renewal Notices tests, 1 year for negative tests; Public v EEOC/FLSA/ADEA(Age) Works All divisions Physical Exams(Class A& B 3 years 2 years 5 years Ppr requires 3 years physical vehicles) examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 34090, 49 CFR 653.71 et seq. Public All divisions Emergency Call-Outs 2 years 2 years Mag, Ppr GC §34090 Works A2 1-Human Transfer to . Transfer to Yes: Resources/ Employee Exposure Records: Mag, Mfr, Risk All divisions Hazmat Exposure Records Risk Risk_ OD, Ppr S When copies, GC §34090.7 Manage. Management Management Inactive HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media 1=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged & S=Scan , If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). MSDS may be destroyed as long as a record of the chemical/ substance/agent, where&when Yes: it was used is maintained for 30 Public S When MSDS (Material Safety Data Mag, Mfr, years; 30 years if employer Works All divisions Sheets) 2 years 28 years 30 years OD, Ppr Inactive qualifies as hazardous material exposure& required to file MSDS; reports are mailed to the County; 8 CCR 3204(d)(1)(13)(2 and 3) Public Underground Service Alerts(USA): GC §§4216.2(d) &4216.3(d), Works All divisions_ALL 3 years 3 years Mag, Ppr 34090 Depart. Work Orders/Service Requests Providing CMMS DATABASE(Computerized All divisions Indefinite Indefinite Mag Data is interrelated; GC §34090 Service/ Maintenance Management Work System) Depart. Work Orders/Service Requests- When No When No Providing All divisions All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts(the database Service/ Database Required Required is the original); GC §34090 Work Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into Providing CMMS Database) City preference; CCP §§338 et Service/ All divisions 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §§945.6, GC §34090 originals; Division requesting service is considered a co HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR Active Total Vital? Media I=Import (in office) (Off-site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for Clt -Wlde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ENGINEERING all Contract Engineers must return final documents to the Cityu on completion of aproject) Public I j Mag, Mfr, Yes: 1 lDepartment Preference; GC Works/ Aerial Maps 2 years P P S Engineering OD, Ppr year §34090 ---- — -------L—--- j j M Department Preference; City ------- Yes:Clerk I Yes: Until Mag, Mfr, Yes: 1 1 y Annexations, Abandonments I P P S I Clerk Maintains Originals, GC Completed OD, Ppr 1 year !§34090 jAssessment District Projects Copies- Copies- --! - Cit Clerk I(Maps, Diagrams, Spreadsheets, When No When No Yes: Until Mag, Mfr,l, S Yes: 1 City Clerk Maintains Originals; y Improvement Plans-e.g. water, Longer Longer Completed OD, Ppr ! year ;GC §34090 I Isewer, undergrounding) Required Required I I j ! !Some grant funding agencies Capital Improvement Projects lrequire audits; Statute of (CIP)/Jobs: Administration File 10 years or Limitations for Errors& After Completion + Omissions is 10 years; Published Project Administration, 10 years or Audit Standards=4-7 years; Public Correspondence, Field Work/ Funding After Funding Statute of Limitations: Contracts Works/ Punch List, Inspectors Daily Log, Upon Agency Agency Audit, Yes: Until Mag, Ppr I&Spec's=4 years, Wrongful Completion Audit, if Completed Engineering j Labor Compliance, Certified if required, 1 !Death=comp. + 5 years, I Payrolls, Project Schedules, required, whichever is Developers=comp. + 10 years; whichever is Progress meetings, Rea! Estate longer longer I Statewide guidelines propose iAppraisals, Legal/Stop Notices, itermination + 5 years; CCP Meetings, etc. !§§336(a), 337 et. seq., GC 34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwel!Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) M=Mfr OD or Mfr) Retention. Options Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Capital Improvement Projects (CIP)/Jobs: Permanent File Plans, Specifications, Bids/RFPs, Successful Proposal, Change Orders/Job Orders, Design, Department preference; retained Public - for disaster preparedness Escrow, Final Report, Inspection Upon Yes: Until Mag, Mfr, Yes: 1 Works/ Cards, Materials Testing Reports, Completion P P Completed OD, Ppr S/1 year Purposes; Statewide guidelines Engineering propose Permanent for Grading Permits, Hazardous Materials Plans, Notice of Infrastructure plans; GC §34090 Completion, Construction Manager's Logs, Photos, Soils Reports, Studies, Submittals, Surveys, etc. Cash Deposits (Refundable Close of Close of Department Preference; AS/Finance Deposits for Subdivision Project+2 Project of Mag, Ppr Retained for auditing purposes; Improvements, Building or Finance is Office of Record; GC Planning Permits, etc.) years years §34090.7 Public Statewide guidelines propose Encroachment Permits(Permanent Yes: Until Mag, Mfr, Yes: After Works/ /Construction) 2 years P P Revocation OD, Ppr S Inactive Permanent; CCP §337 et. Seq.; Engineering GC § 34090 Public Encroachment Permits(Temporary Yes: Until Works/ - Debris Boxes in the City's Right of 2 years 2 years lCompletion Mag, Ppr GC §34090 Engineering Way, etc) Encroachments(Regulations& Superseded Superseded + City Clerk Procedures +2 ears 2 ears Mag, Ppr GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Category ID# Records Description Retention!Disposition Comments/Reference Record _ Destroy Inactive Image: paper (OFR) (Off-site, a Active f- , Total Vital? Media I=Import after (in office) OD te Retention Options M=Mfr Imaged&S=Scan 16 C, Wide Standards If the record is not listed here, refer to the Retention for City- de Retentions begin when the act is completed, and imply a full file folder e,q. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Public Flood Control& Disaster Files(e.g. Mag, Mfr, Yes: 1 statewide guidelines propose 2 Works/ pump systems) P P Yes(all) OD, Ppr S year years; GC §34090 Engineering Public I Yes: Until Mag, Mfr, Yes: After Works/ Grading Permits 2 years P P Revocation OD, Ppr S Inactive Land Records; GC §34090 Engineering 1Poubli/ Harbor Dock Permits (Construct or P P Mag, Mfr, S Yes: 1 Department preference Engineering Modify Docks) OD, Ppr year (infrastructure); GC §34090 Maintenance Projects: Final Consistent with Agreement City C erk or Public / Public Specifications and Plans (Curb Completion + 3 years Completion + Yes: Until Mag, Mfr, S Yes: After Contract Administration; CCP Works repairs, Microsurfacing, Repaving, 2 years 5 years Completed OD, Ppr Inactive i§§337. 337.1(a), 337.15, GC Street Paving, Tree Trimming, etc). §34090 Drafts should be destroyed; Public Maps, Plans&Drawings(ALL- Some maps are also retained by Works/ Drainage, Grading, Subdivision, P P Yes (all) Mag, Mfr, S Yes: 1 Planning; Selected maps are Engineering Survey, Water, etc.) OD, Ppr year retained in Public Works for administrative purposes; GC §34090, 34090.7 When No When No Public Preliminary Studies/Project Longer Longer Mag, Mfr, Yes; After Department Preference; GC Works/ Assessments (Not Acquired) Required- Required- OD, Ppr S Inactive §34090 Engineering Minimum 2 Minimum 2 ears I years HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted; 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder, Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Copies- Copies- Department Preference; All City Clerk& Property Acquisition Projects(All): When No 1Nh Longer en No, Yes: Until original Deeds, Title Reports, . Economic Correspondence, copies of L ong e r Completed Mag, Ppr Insurance, Contracts and Develop. permanent documents, etc. Required Required Agreements are maintained by the City Clerk; GC §34090 Public Mag, Mfr, Yes: 1 Works/ Reservoir Plans P P Yes(all) OD, Ppr S year GC §34090 Engineering Public Mag, Mfr, Department Preference; GC § Works/ Sewer Lift Stations Plans P P Yes (all) OD, Ppr S No 34090� Engineering Public Mag, Mfr, Department Preference;-GC§ Works/ Sewers Plans P P Yes(all) OD, Ppr S No 34090 Engineering Public Mag, Mfr, Yes: 2 NPDES Monitoring records are Works/ Stormwater Lab Reports 3 years 3 years OD, Ppr S/I years required for 3 years; 40 CFR Engineering §§122.21, 122.41, 122.44 Public NPDES Monitoring records are Stormwater: Industrial Notices/ Resolution + Resolution + Mag, Mfr, S/I Yes: 2 required for 3 years; 40 CFR Works Code Enforcement/Violations 3 years 3 years OD, Ppr years Engineering §§122.21, 122.41 Copies- Copies- When No When No City Clerk maintains originals, City Clerk Streets(Vacations, etc.) Longer Longer Yes(all) GC § 34090.7 Required Required Completion + Mag, Mfr, S Yes: 1 Department Preference(City City Clerk Subdivision Files 2 ears P P Yes(all) OD, Ppr I year Clerk is OFR); GC 34090.7 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) O I or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Transportation Permits (Wide Yes: Until Works/ Load, etc) 2 years 2 years Completion Mag, Ppr GC §34090 Engineering HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23-Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, com taints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). MAINTENANCE Public Mag, Mfr, Yes: After Department Preference; GC Works/ AB 939 Implementation 10 years 10 years OD, Ppr S 1 year §34090 et. seq. Maint. Claims can be made for 30 years Public Beach Closure Files/Ocean Mag, Mfr, Yes: 2 for toxic Works/ Closures (Investigations to 2 years 28 years 30 years S/I ce exposure; 8 years CCR§c substance an et seq., GC Maint. determine source, etc.) OD, Ppr _ §§12946, 34090 Public Confined Space Entries(Permitted Code of Federal Regulations Works/ entries into sewers and storm S/I Mag, Mfr, Yes: 2 requires 3 years for all Maint, or drains in order to comply with 2 Years 3 years 5 years OD, Ppr years monitoring records; 40 CFR Utilities regulations) 122.41 2 Public Life of Life of Vehicle Department Preference; GC Works/ Numbers (Equipment Maintenance History Equipment+ Equipment+ Mag, Ppr i §34090 _Maint. 2 years_ 2 years __ -- Public t -- ------- --- - - ----------- f-- ---- ---- -- ----- General Files: Originals Works/ 2 years 2 years Mag, Ppr IGC §34090 (Maintenance Operations) Maint. General Files: Copies of records When No When No where other Divisions or Lead Dept. I Longer Longer Mag, Ppr GC §34090.7 Departments are the Lead _ — Maintenance 0 erations Required Required Public Works/ Harbor Dredging Permits P P Mag, Ppr GC §34090 Maint. I _ Fire, Public Works/ iLogs (Flooded Intersections) P P Mag, Mfr, S When Department Preference; GC Maint. OD, Ppr Inactive §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Maintenance Service Contracts Statewide guidelines propose 7 (MSC)-NON-INFRASTRUCTURE years; 2 years for blueprints& -Contract Administration Records Public specifications; Statute of (examples: Maintenance, Street Completion + Completion+ Yes-Until Mag, Mfr, Yes: 1 Works/ Sweeping, Consultants, 5 ears 5 ears Completed OD, Ppr S Limitations is 4 years; Errors& Maint. piy Y P p year Omissions does not apply to Landscaping, Slurry Seals, Tree Trimming, Leases, Professional these contracts; CCP §§337.337.1(a), 337.15, GC§34090 Services, etc. Public Pavement Maintenance Inventory Data Data Works/ Records Superseded Superseded Mag GC §34090 Maint. Public Some maps are also retained by Works/ Record Drawings and Plans for P P Yes(all) Mag, Mfr, S No Planning and City Clerk; GC Maint. ALL City Facilities OD, Ppr §34090, 34090.7 _ Public Life of Life of Covers statute of limitations; Works/ Playground Equipment Equipment+ Equipment+ Mag, Mfr, S Yes: 1 CCP§§338 et seq., 340 et seq., Maint. 2 years 2'years OD, Ppr year 342, GC§§945.6, GC§34090 Public Works/ Pressure Vessel Permit(Propane, Expiration +2 Expiration +2 Mag, Mfr, S Yes: After GC §34090 Maint. Or etc.) years years OD, Ppr 1 year Utilities Public Mag, Mfr, Department Preference, GC Works/ Recycling Program 5 years 5 years OD, Ppr §34090 et. seq. Maint. _ _ Public Consistent with Work Orders and Works/ ISewer Repairs& Investigations 3 years 3 years Mag Ppr Operational Complaints; CCP Maint. Or §§338 et seq., 340 et seq., 342, Utilities _ GC §945.6, GC §34090 Public Department Preference; City Solid Waste Program Mag, Mfr, Works/ 5 years 5 years Clerk is OFR for all actions; GC Maint. (Administration) OD, Ppr 34090 et. seg. HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/2 1/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years since destruction is normall erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Public Consistent with Work Orders and Street Maintenance (Overlays, Operational Complaints; CCP Works/ Slurry ) 3 years 3 years Mag Ppr §§338 et seq., 340 et seq., 342, Maint. �Repaving, Slur Seals, etc GC 945.6, GC §34090 __ Operational Complaints; CCP Public j Consistent with Work Orders and Works/ Street Sweeping Records 3 years 3 years Mag Ppr 1§§338 et seq., 340 et seq., 342, Maint. GC 945.6, GC §34090 _ Public Tree Petitions with Curb or gutter Work Work Consistent with Work Orders and Works/ repair/replacement(want tree Completed + Completed + Mag Ppr Operational Complaints; CCP Maint. replaced)- Not Funded by a Grant 3 years 3 years §§338 et seq., 340 et seq., 342, _ GC 945.6, GC §34090 Public Underground Storage Tanks Mag, Mfr, Yes: After Department Preference; GC P Works/ 10 years P P S §34090 et. seq., 23 CCR Maint. (USTs) OD, pr 1 year 2712(b), H&S §25284.2(i) Monitoring and Maintenance Underground Storage Tanks(City records are required on site for 3 Public Owned)—UST Monitoring and years, 6'/2 years for cathodic Works/ Maintenance, Release Detection 7 years 7 years Mag, Ppr protection maintenance, 5 years Maint. i Systems, Cathodic Protection for calibration & maintenance of Maintenance Records I release detection systems; 23 CCR 2712 b ; H&S 25284.2 i HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909) 337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Totai Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference to cover all statute of limitations; If a motor carrier, required for 18 Public Vehicle Folders: Includes Disposal of Disposal of months after vehicle is sold; Works/ Maintenance History, Accident Vehicle+2 Vehicle t 2 Mag, Ppr Covers all statute of limitations; Maint. Reports, etc. years years CHP requires life of vehicle; OSHA requires 1 year; 8 CCR§ 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. 34090 Public Works/ Videos(TV Inspections of sewers Until Until . Mag Retained for reference; GC Maint. Or and storm drains) Superseded Superseded §34090 Utilities Public City Clerk maintains originals Works/ Weed Abatement 2 years 2 years Mag, Ppr that are presented to Council(for Maint. liens); GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Category ID# Records Description Retention/Disposition Comments I Reference J Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) fr OD or Mfr) Retention I Options MScan Imaged & If thiation ord is not listed here refer to the Retention for City-Wide Standards Retns begin when the act is completed, and imply a full file folder(e.g. last document+ 2years), since destruction is normallyperformed b file folder. Liti claims, complaints, audits, pending records re uests, and/or investi ations sus end normal retention periods retention resumes after settlement), PARK TREE&LANDSCAPE Public Landscape Architect/Plans(Blue Mag, Mfr, Department Preference; GC Works Line Copies): City or City- P P OD, Ppr S/I No §34090 maintained Projects Public Landscape Architect/Plans (Blue When No When No Mag, Mfr, Required for processing; GC Works Line Copies): Private Projects Longer Longer OD, Ppr S/I No §34090 _ Required Required _ Public — Maintenance Records and Logs 2 years 2 years — Mag, Ppr GC §34090 Works Public Tree History and Locations P P Mag, S/I No Mfr, Department Preference; GC Works _ _ _ OD, Ppr §34090 _ Tree Petitions without Curb or Work Work Consistent with Work Orders and Public gutter repair/replacement(want Completed + Completed + Mag Ppr Operational Complaints; ,, 3 Works tree replaced) 3 years 3 years §§338 et seq., 340 et seq., 42, GC § 945.6, GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. TRANSPORTATION Public I y i Mag, Mfr, Yes: 1 Department Preference; GC I Bikeway Paths P P Yes (all) S _Works _i _ OD, Ppr _ _ year §34090 _ Public School Information (Traffic Safety 10 years 10 years Mag Department Preference; GC _-Works Issues, etc.) , Ppr §34090 — ------------------- -------- Public Department Preference; GC Special Surveys 10 years 10 years Mag, Ppr Works — _—; When No When No Public Longer Longer Department preference(required Works Speed Surveys Required- Required- Mag, Ppr every 5 years); GC§34090 Minimum 5 Minimum 5 ears years Public Traffic Control Requests (red Department Preference; GC Works curbs, stop signs, etc.) 10 years 10 years Mag, Ppr §34090 Public Traffic Counts, Summaries, Department Preference; GC Works _Reports 10 years 10 years Mag, Ppr _ §34090 Public Traffic Signals: Maintenance & Covers all Statute of Limitations; Works Timing 10 years 10 years Mag, Ppr Department Preference; GC §34090, CCP §337 et seq. Public Traffic Control Devices- Signs, - Covers all Statute of Limitations; Works Signals, etc(locations, placement) P P Mag, Ppr Department Preference; GC 34090, CCP §337 et seq. HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactjive, Paper Active .;Total Media I=Import (OFR) (in office) (Off-sRetention Vital? Options M=Mfr after OD or S=Scan Imaged& If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by fife folder. Liti ation, claims, com taints, audits, pending records requests, and/orinvestigations suspend normal retention periods retention resumes after settlement). UTILITIES WATER/WASTEWATER Meets California Department of Public Health requirements(3 years); Works/ Backflow Inspections/Approvals 3 years 3 years Ppr Domestic water system inspection with County Utilities administration (State Program- _ Title 17)GC §34090 _ Public Mag, Mfr, Yes: 2 Consistent with Chemical Works/ Calibration Records 2 years 10 years 12 years OD, Ppr S/I ears Reports; 40 CFR 141.33(a); 22 Utilities p y CCR §64692 _ __ Department preference to be Public Catch Basin Maintenance& consistent with NPDES Works/ Reports 3 years 3 years Mag, Ppr Monitoring records(3 years); 40 Utilities CFR§§122.21, 122.41, 122.44; -- I - ---) ---- GC §34090 — - Chlorine& Fluoride may be considered as toxic substances and claims can be made for 30 Public years for toxic substance Chemical Reports (Chlorine, Mag, Mfr, Yes; 2 Works/ Fluoride 2 years 28 years 30 years OD, Ppr S/I exposure; State law requires 12 Utilities , Nitrates, etc.) years years, Federal 10 years for all chemical analysis; 40 CFR 141.33(a); 22 CCR §64692; 8 CCR 3204 d 1 et se ., HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver, 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests and/or investigations sus end normal retention periods retention resumes after settlement. MSDS may be destroyed as long as a record of the chemical/ substance/agent,where&when / it was used is maintained for 30 Public Chemical Use Report Form Mag, Mfr, Yes: After years; 30 years if employer Works/ Material Data Safety Sheet 2 years 28 years 30 years S Utilities (MSDS) OD, Ppr Inactive qualifies as hazardous material exposure& required to file MSDS; reports are mailed to the — � County; 8 CCR 3204(d)(1)(B)(2 and•3) 5 years is required in State and Public Customer Complaints or Concerns: Mag, Mfr, Yes: 2 Federal law for any drinking Works/ Drinking Water Odor/Taste/ 2 years 3 years 5 years OD, Ppr S/I ears water complaints; 40 CFR Utilities Visual Complaints y 122.410)(2) &40 CFR 141.33(b); 22 CCR 64453(a) Department preference; Public Department of Health Services Domestic water system Works/ 10 years 10 years Ppr inspection with County Utilities administration (State Program- Title 17) GC §34090 Public Mag, Mfr, Yes: After Department preference; GC Works/ Hazardous Waste Hauling P P S Utilities OD, Ppr 1 year §34090 et. seq. Public Expiration + 2 Expiration +2 Works/ (Hydrants: Temporary Permits years years Mag, Ppr GC §34090 Utilities Public I Manuals-Operation and Life of Life of Mag, Mfr, Works/ Maintenance for various equipment Equipment Equipment OD, Ppr S No Administrative value; GC §34090 Utilities HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9,0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category,ID# Records Description Retention I Disposition Comments I Reference Record _ Image: Destroy Inactive Paper Active Total Vital? Media I=Import (OFR) (in office) (Off-site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-tide Standards Retentions begin when the act is completed, and im I a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Public Department preference; Data is Works/ Mag, Mfr, Yes: 2 interrelated; system qualifies as Meter Reading Database Indefinite Indefinite OD, Ppr S/I years a"trusted system"; GC §§34090, Utilities _ 12168.7 _ Public �J Consistent with Operational Works/ Meter Shop Log Sheets/Job 3 years 3 years Mag, Ppr Complaints; CCP §§338 et seq., Utilities Tickets 340 et seq., 342, GC §§945.6, GC §34090 Public Covers statute of limitations for Works/ Permits: Natural Gas, Propane, Expiration +2 Expiration+2 Yes: Until Ma Ppr contracts(4 years); Statewide Utilities etc. 4-years 4 years Completion g' p guidelines propose Permanent; CCP §337 et. Seq.; GC § _ Public Works/ Pressure Vessel Permit(Propane, Expiration +2 Expiration +2 Mag, Mfr, Yes: After Maint. Or etc.) years year OD, Ppr S 1 year GC §34090 et. seq. Utilities _ Statewide guidelines propose 7 years; 2 years for blueprints& Projects & Facilities: Public specifications; Statute of INFRASTRUCTURE Final Completion + Mag, Mfr, S Yes: 1 Works/ � Specifications and Plans 2 years P P Yes(all) OD, Ppr year Limitations is 4years; 10 years Utilities for Errors& Omissions; CCP (Reservoirs, Wells, etc.) §§337. 337.1(a), 337.15, GC - ---- -- —— _ 34090 Public Pump Stations and Production Mag, Mfr, Yes: 2 Works/ Reports P P OD, Ppr S/I years Administrative Value; GC §34090 Utilities Public Mag, Mfr, Works/ Reservoirs (all records) P P OD, Ppr S/I No Administrative Value, GC §34090 Utilities HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23 —Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally erformed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). I Department Preference; Claims can be made for 30 years for toxic substance exposure; Public Respiratory Fit Tests for Breathing Separation + Separation + Claims are required for five years Works/ Mag, Ppr after the end of compensation, or Utilities Apparatus 30 years 30 years injury,whichever is longer; 8 CCR §3204(d)(1)et seq., 8 CCR 10102, 15400.2; GC §§12946, i 34090 Public When When Transitory Records; GC§34090 Utilities Works/ Routes(Reading, etc.) Superseded Superseded Mag, Ppr et seq. Department preference; Data is Public SCADA: Supervisory Control and Mag, Mfr, S/I Yes: 2 l interrelated; system qualifies as Utilities Works/ Data Acquisition Indefinite Indefinite OD, Ppr years a"trusted system". GC §§34090, Public Expiration of Expiration of I Works/ Self-contained Breathing Certificate Certificate Mag, Mfr, S Yes: After Certificates are issued for 3-5 Utilities Apparatus(SCBA) (minimum 2 (minimum 2 OD, Ppr 1 year years; GC §34090 et. seq. years) years) _ Public Consistent with Work Orders and Works/ Sewer Repairs& Investigations 3 years 3 years Mag Ppr Operational Complaints; CCP Maint. Or §§338 et seq., 340 et seq„ 342, _ Utilities _ GC §§945.6, GC §34090 _ Public Department preference; Spill Works/ Spill Reports 5 years 5 years Mag, Ppr reports have the potential to be Utilities involved with Clean Water Act actions; GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No. 2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy sInactive Paper (OFR) Active (Off-site Total Media I=Import after (in office) (OOD ite Retention Vital? Options M=Mfr a Imaged & S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and im 1 a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Public Works/ System Chlorination & Fluoridation 2 years 2-years Mag, Ppr GC §34090 Utilities _ Public Works/ System Flush 2 years 2 years Mag, Ppr GC §34090 Utilities TV Collection Line Inspection Works Public Tapes/Video Inspections/Video Department Preference; GC Utilities Tapes or Digital Recordings (all P P Mag §34090 et seq. lines) Public Underground Service Alerts Works/ (USA's)--City 3 years 3 years Ppr GC §4216.2(d)&4216.3(d) Utilities _ Public I Superseded Superseded+ Highly confidential; 42 USC 300i- Works/ Vulnerability Assessment +5 years 5 years Mag, Ppr 2(c) Utilities Outside Water Districts (outside agencies)/ When No When No Non-Records used for District Projects outside City Boundaries Longer Longer Mag, Ppr administrative purposes; GC _ Required Required §34090 Public Water Production and Stormwater S/I Mag, Mfr, Yes: 2 Consistent with other records; Utilities Works/ Recording Charts 2 years 3 years 5 years OD, Ppr years GC §34090 Public Water Production Reports- Department Preference; GC Works/ Annual 2 years P P Mag, Ppr §34090 Utilities _ Public Water Production Reports- Consistent with other auditing Works/ Monthly 2 years 3 years 5 years Mag, Ppr standards; GC §34090 _Utilities Public Water Quality Reports (also see Mag, Mfr, Yes: 2 State law requires 12 years, Works/ Chemical Reports) 2 years 10 years 12 years OD, Ppr S/I years Federal 10 years; 40 CFR Utilities i I I 1141.33(a); 22 CCR §64692 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement. Public Department preference(only 5 Water Reports& Sampling: Mag, Mfr, Yes: 2 Works/ 2 years 10 years 12 years S/I years is required); Utilities 141.33(a) 40 CFR Bacteriological OD, Ppr years Public Water Reports& Sampling: Mag, Mfr, Yes: 2 State law requires 12 years, Works/ Chemical 2 years 10 years 12 years OD, Ppr S/I years Federal 10 years;40 CFR Utilities 141.33(a); 22 CCR§64692 Federal: Bacteriological analysis Public Water Reports, Monitoring & Mag, Mfr, are required for 5 years, Works/ Testing (maintenance, strip chart 2 years 10 years 12 years OD Ppr S/I Yes: 2 chemical analysis for 10 years; years State law requires 12 years, Utilities recordings) l� Federal 10 years;40 CFR — 141.33(a); 22 CCR§64692; Public Mag, Mfr, Works/ Well Records P P OD, Ppr S/I No Administrative Value; GC §34090 Utilities HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Res. No. 2008-23 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN 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 April 21, 2008 by the following vote: AYES: Hansen, Hardy, Bohr, Cook, Coerper, Green, Carchio NOES: None ABSENT: None ABSTAIN: None ity Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California