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HomeMy WebLinkAboutCity Council - 2011-53 RESOLUTION NO. 2011-53 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. 2008-23 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 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: 1. Resolution No. 2008-23 is hereby repealed. 2. At the request of the department head and with the consent in writing of the City Clerk, the records set forth in the Citywide Records Retention Schedule, attached hereto and incorporated by this reference as Exhibit A, are hereby authorized to be destroyed as provided by Section 334090, et seq. of the Government Code, without further action by the City Council. 3. With the consent of the City Clerk, City Manager, and City Attorney, updates to the retention periods are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. 4. The term "records" as used herein shall include documents, instructions, books microforms, electronic files, magnetic tape, optical media, or papers, as defined by the California Public Records Act. 1 1 1-3 03 8/693 5 8 5. This resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 6th day of September , 2011 0 REVIE D APPROVED: INITIATE AND APPROVED: City Y a' r Cit Clerk AWED AS TO FORM: by Attorne -2`� 2 11-3038/69358 Ver.7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total, Media I=Import (OFR) (Off-site, Vital? after (in office) Rettentiop; Options M=Mfr OD or Mfr) '. S=Scan Imaged 8 C'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is comp leted, and im 1 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 investigations suspend normal retention periods retention resumes after settlement). CITY ADMINISTRATOR I COUNCIL SUPPORT Until Unfit.,. Yes: Superseded• %p�r�edt d. Yes: Until Mag, Mfr, When Admin. Administrative Regulations Minimum 2 Minimurrr 2• Superseded OD, Ppr S Supersed GC§34090 ears :•Rears'• ed Admin. Administrative Files 2 years 2-ye8r$.'• Ma , Ppr GC 34090 When No When f�lo. Association Records: Outside Admin. Memberships cords:ICMA,etc.) Longer ,LoijgQr., Mag, Ppr Non-records;GC§34090.7 Required Required; Admin. Awards, Mayors Awards 2 years 2'y2aYs:•' Mag, Ppr GC§34090 Consistent with operational complaints; Statute of Limitations Citizen's Inquiries,Complaints, • • • for personal property,fraud,etc. is Admin. Communications, Logs 8 Resolutions 3 years 3•XeBr$:'., Mag, Ppr 3 years;Claims must be filed in 6 months;CCP§§338 et seq., 340 et seq., 342, GC§§945.6,GC §34090 Admin. City Administrator's Weekly Report 2 years 2:yeaYs:.: Mag, Ppr GC§34090 Term of Term.of. . Admin. Council Member and Mayor's Office- office;-:: Mag Ppr Administrative value to cover terms Correspondence Minimum 2 Miriirimu ,m;2' of office;GC§34090 ears :•.;years:•;• Council Member and Mayor's When No When No. Admin. expenses for external organizations Longer L,orjg¢r.•. Mag, Ppr Non-records; GC§34090 (not City expenses) Required •'Required.- FPPC Form 801 (Gift to Agency . ` '•` Must post on website;2 CCR Report)p ) 4 years •.4•year$• Mag, Ppr 18944.2(c)(3)(G) Admin. FPPC Form 802(Tickets Provided by 7 years ;7.XearS.:• Mag, Ppr Must post on website for 4 years; Agenc Report) GC§81009(e) HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver.7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active ;•;To(al; ; Media 1=Import (OFR) (Off-site, Vital? after (in office) �•I�etentjop• Options M=Mfr 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 te.q.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). When No When No'. Longer ; gngej Admin. Internal Studies and Reports Required- Aectuired'-'[Yeh Mag, Ppr GC§34090 Minimum 2 Minknurn 2• ears When No .•When.No-. Projects&Issues(Issues and/or Longer Longer•;• Admin. projects will vary over time-e.g. Required- '-te4dired'-' Mag, Ppr GC§34090 Hotels,etc.) Minimum 2 Mihivmum2.ears .•.yearsUntil until ; Yes: Admin. Strate is Plan Superseded Superseded• Mag, Mfr, When g S/I GC§34090 Minimum 2 Miriirrida 2• OD, Ppr Supersed ears ybalrg.'. ed HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver.7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-3 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) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' ? 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 im I 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 geriods retention resumes after settlement). s INFORMATION HBTv=1/CABLE TV,_... ��-•r, �=�i`=�" Admin. HBTV-3 2 years '•'2:yba'rs:'•; Mag, Ppr GC§34090 et seq. Admin. Cable TV Complaints 2 years .'•,2.years.'• Mag, Ppr GC§34090 Cable TV Franchise Administration I Completion 'Eom ietion. Department Preference;Conforms Admin. PACT Administration +5 years +:5;yea'rs: Mag, Ppr with City-Wide standards for agreements;GC§34090 Cable TV Programming, Production Admin. &Scheduling 2 years :2:yea7h; •: Mag, Ppr GC§34090 Consistent with video tape Staffing Cable TV Video Tapes 90 days 90'd9s Tape retention for public meetings;GC Dept. (Mag) §34090.7 Staffing Cable TV Video Tapes: Historical Tape When content is of historic Dept. events 90 days P :P•'.' (Mag) __significance; GC§34090.7 Admin. Press Releases 2 ears 2' ears Mag, Ppr, GC§34090 HUNTINGTON BEACH,CA 01995-2011 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: 9/6/11 Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 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) •Retention• Options M=Mfr 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+2years), since destruction is normallv performed by file folder. Litigation, claims, complaints, audits pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Abatements, Code Violations: Resolved without Warrant or Yes: Until Department Preference(copies); Lead Dept. 2 years . .2.years.'. Mag, Ppr Complaint (administrative Resolution GC§34090.7 citations) When No When-Nu Longer .Langer. . Department Preference(covers City Attorney Day Files(Letters and Mag, Mfr, Attorney Memos from City Attorney) Required- F equired-' OD, Ppr S/I No claim/litigation retention period); Minimum .WHl imum. GC§34090 10 years .10�le8rs. City Mag, Mfr, Statewide guidelines propose AttorneyCity Attorney Opinion Index 5 years P •.•.P. . Yes S/I No OD, Ppr superseded+2 years; GC§34090 City Mag, Mfr, Statewide guidelines propose Attorney City Attorney Opinions 5 years P •:•P•'•;•• Yes S/I No Y . OD, Ppr superseded+2 years; GC§34090 When No WheFn-No- Longer :-.Langer. . Department Preference(covers City Closed Session Informational Required- F2egiuireii Mag, Ppr claim/litigation retention period); Attorney Letters/Memos Minimum 5 1tA nirnum.5 GC§34090 ears All State and Federal laws require City Department of Fair Employment& Final Fjnl. retention until final disposition of Attorney Housing(DFEH or EEOC)Claims Disposition .Dispositign; Mag, Ppr formal complaint; State requires 2 +2 years +:2:yeers; years after action is taken; GC §§12946, 34090 _ City Department Preference; GC Attorney Grievance Reports 2 years . .2'yeas.• Mag, Ppr §34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record •••:••••_•• Destroy Inactive •`••• ••�'• Image: Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Reteritibri• Options M=Mfr OD or Mfr) S=Scan Imaged& 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+2years), 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. Historical Cases are determined by the City Attorney; Statute of Limitations runs 6 months-5 _'kide#inite• years; for contracts is 4 years; Litigation Files/Legal Case Files: Indefinite Yes: City Settle+ 1 ;{minimum:' Yes: Until Mag, Mfr, wrongful death for construction is Historical (Orange County (minimum 4 S After Attorney year •'Settle+5 Settlement OD, Ppr completion+5 years; Civil Courts Bankruptcy, etc.) years) Inactive retain their records for 10 years; CCP§§337 et seq.; GC§§911.2, 945.6, 34090, 34090.61 PC §832.5(b) Statute of Limitations runs 6 months-5 years; for contracts is 4 Yes: years,wrongful death for City Litigation Files/Legal Case Files: Settle+ 1 4 ears •Se):tle+5 Yes: Until Mag, Mfr, S After construction is completion +5 Attorney Regular year y :-:years: Settlement OD, Ppr Inactive years; Civil Courts retain their records for 10 years; CCP§§337 et seq.; GC§§911.2, 945.6, 34090, 34090.6; PC§832.5(b) When No Longer Goncger•. Brown Act challenges must be City Request for Legal Services(RLS) Required- .Required,.', Mag, Ppr filed within 30 or 90 days of action; Attorney Minimum 2 Minimum 2 GC §§34090, 54960.1(c)(1) ears .:jiears Reference materials and copies of Subject Files(e.g. Dog Park, When No •Whdh'Nb: documents generated by other . Lead Dept. Longer Longer :•, Mag, Ppr departments pertaining to various Cable TV, etc.) Required Required•' topics required by Attorney staff; GC§34090 et seg. HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy OFR Active Inactive/ . Total . Media I=Import Paper after ( ) (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 completed. and imply a full file folder e. . last document+2 years), since destruction is normallZ performed by file folder. Liti ation, claims, complaints. audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 100-GENERAL ADMINISTRATION Lead Dept. 100.10 Policy&Procedures Until .•.•Until•.•. Mag, Lead Depart. Is OFR; GC Superseded Superseded Ppr §34090.7 City Clerk 100.20 Organization Charts 10 years .10 ygecg.: Mag, Department Preference; GC Ppr §34090 Department Monthly/Annual Mag, Department Preference-Lead Lead Dept. 100.30 10 years 1Gyears. Reports Ppr Dept is OFR; GC§34090 City Clerk 100.50 Restructuring/Reorganization 10 years .10 years.• Mag, Department Preference; GC Ppr 34090 110'-BOARDS/COMMISSIONS/COMMITTEES When No hell lyo.- City Clerk 110.10 Administration Longer ;Lgrj9er. Ppr' GC§34090 et seq. Required :Required: Mag, Department preference; GC City Clerk 110.15 Bylaws/Aols P P.- Mfr, OD, S/I No §34090 Ppr Statute of Limitations: Public official misconduct is discovery of City Clerk 110.20 Applications&Resignations: •'•.•.5 Mag, offense+4 years, Statewide SUCCESSFUL years :5years• Ppr guidelines propose Appointment +5 years; GC§34090; PC .'.'.'.'. §§801.5, 803© City Clerk 110.25 Applications&Resignations: 2 years 2 yceafs'. Mag' GC 34090 et se UNSUCCESSFUL Ppr § q' Department Preference-Matches City Clerk 110.30 Recognitions 4 years 4-year's-:• Ppr' terms of office; GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ ., ..Toxal.... Media I=Import Paper after (in office) CD or Mfr 'l2eterition' 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. . last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complain s audits. pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). When No 1�Meri fyo. Longer ger: Department preference(only 30 Staffing AUDIO TAPES/RECORDINGS of Tape Required- Regi�iieif days is required); GC Depart. Meetings Minimum 2 Mininiu'rri 2 (Mag) §54953.5(b) ears When No When NO.' Longer .L'onger. Department preference;Video Staffing VIDEO TAPES/VIDEO Tape Required- 'Required'-' tapes are only required for 90 Depart. RECORDINGS of meetings(ALL) Minimum .Minimum.. (Mag) days; GC§34090.7 10 years 10'ye�rs.' Superseded Superseded Mag, Department Preference; GC City Clerk 110.40 Code of Ethics (minimum 2 (minimum 2 Mfr, OD, 1 §34090 years) .year$). Ppr City Clerk 110.50 Maddy Act 2 years 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) §54953.5(b) VIDEO TAPES/VIDEO Tape Department preference;Video City Clerk (Mag) 10 years 0,year$ tapes are only required for 90 RECORDINGS of meetings(ALL) days; GC§34090.7 Mag, Yes: After Department Preference; GC City Clerk 120.10 Policy&Procedures Superseded P •'R••••'• Mfr, OD, I Superseded §34090 Ppr . . . Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years '.4years'.' Ppr' terms of office; GC§34090 et seq. Sunset of '.3unset.of. Department Preference-Matches City Clerk 120.25 Ad Hoc Committees Committee+ CQmmittae•+ Mag, terms of office; GC§34090 et 2 ears •.•� earg• p seg. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Category ID# Records Description Retention/Disposition Comments/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=Scan C'd? If the record is not listed here refer to the Retention for City-Wide'Standards Retentions begin when the act is co m leted and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Litigation, claims, complain s audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). City Clerk 120.30 Goals&Objectives 5 years 5.years•:. Mag, Department Preference; GC Ppr §34090 et seq. Appointments/Resignations to Mag, Yes: After Department Preference- City Clerk 120.40 P p Mfr, OD, I Historical Value; GC§34090 et Council Ppr Superseded seq. Brown Act challenges must be City Clerk 120.50 Adjourned&Special Meetings: 2 years 2.years. Mag, filed within 30 or 90 days of • •. Affidavits of Postings . 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 2years.,. Ppr' GC§34090 et seq. Mag, City Clerk 120.65 Minutes P P-'•:•' Yes Mfr, OD, S No GC§34090 Ppr CityClerk 120.70 Commendations/ 2 ea Acknowledgments years �!e�rS' Ppr' GC§34090 et seq. 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 years'. Ppr' GC§34090 et seq. City Clerk 120.85 Unagendized Council Comments 2 years .2 years"., Ppr' GC§34090 Request for Staff Reports/ Ma City Clerk 120.90 2 years •2 years-.'-,. P r' ResponseGC§34090 et seq. s When No 'When NO.' City Clerk 120.95 Your Departments Working File Longer Longer., Ppr' GC§34090 et seq. Required .R�quired. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ ..Toxal.:.., Media I=Import Paper after (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 imp1V 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 investigations suspend normal retention periods retention resumes after settlement. '1125-.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 P . F . Yes Mfr, OD, S No GC§34090 Minutes, Resolutions Ppr Mag, Housing Authority: Minutes, City Clerk 125.25 P ••.R:•:•:• Yes Mfr, OD, S No GC§34090 Resolutions Ppr Public Finance Authority: Minutes, Mag, City Clerk 125.30 P `•P•'•' Yes Mfr, OD, S No GC§34090 Resolutions . . . Ppr Brown Act challenges must be City Clerk 125.35 All affidavits of postings, Notices, 2 years 2; lairs; 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 �'.'.' Yes Mfr, OD, S No GC§34090 Ppr City Clerk 125.45 Bolsa Chica Conservancy-Bolsa P p . Yes Mfr,,aOD, 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-CITY EMBLEMS Mag, Department Preference; GC City Clerk 130.10 City Seal P P•'•'•` Mfr, OD, S/I No §34090 Ppr HUNTING TON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 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 •ketention• 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, complain auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, Department Preference; GC City Clerk 130.20 City Logo P Mfr, OD, S/I No §34090 Ppr 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 . F . . . Mfr, OD, S/I No Depart 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:.:.:. Mfr, S/I No Department Preference; GC Seal §34090 Ppr 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 year .,.' Mag, Department Preference; GC Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive IL-Reten�tiori', •Total Media 1=Import Paper after (OFR) (in office) CD or Mfr 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. Liti ation, claims, complaints, audits, Dendino records requests, and/or investigations sus end normal retention periods retention resumes after settlement). 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 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 (PCTA) 5 years YearB .° Ppr §34090 City Clerk 140.70 HB Conference and Visitors Bureau 5 years Mag, Department Preference; GC Ppr §34090 City Clerk 140.80 VFW Posts 5 years -5 years. Mag, Department Preference; GC Ppr §34090 Big Independent Cities Excess Pool Mag, Department Preference; GC City Clerk 140.90 5 years 5 years.'. BICEP Ppr 34090 160-ORGANIZATIONS-AT LARGE, When No .When No*... City Clerk 150.10 Administration Longer :•Longer-.• Ppr' GC§34090 et seq. Required . F7eguired Southern California Association of • • • • • Mag, Department Preference, GC City Clerk 150.20 5 years 5 years.'. Governments(SCAG) Ppr §34090 City Clerk 150.30 Sister Cities 10 years ' 1(lyears-. 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; Ppr' GC§34090 City Clerk 150.55 Orange County Auto Theft Task 2 years 2 years:•. Mag' GC§34090 Force Ppr Mag City Clerk 150.60 American Coastal Commission 2 years 2 years: Ppr' GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 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=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). 160-PUBLIC INFORMATION/RELATIONS City Clerk 160.10 Administration 2 years 2 years, PPr' GC§34090 et seq. 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. . Mag, GC§34090 City Clerk 160.50 Public Records Requests 2 years 2.y�ars. . pr 1 Mag, GC§34090 170-RECORDS MANAGEMENT When No When NrYes City Clerk 170.10 Administration Longer LongerPPr' GC§34090 et seq. Required •Require Mag, Department Preference; GC City Clerk 170.20 Vital Records Storage P P.. 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 Pr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Category ID# Records Description Retention i Disposition Comments i Reference Record Image: Destroy (OFR) Active Inactive i ."toxal:.:. 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 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). Records Retention Schedules/ . . . Mag, Department Preference; GC City Clerk Authorization for Amendments to P ' F ., : .` Mfr, OD, S/I No §34090 Retention Schedules Ppr When No Wlieii N4 City Clerk 170.60 Your Departments Working File Longer ..Longer.: Ppr' GC§34090 et seq. Required Re wired•' 180-RISK MANAGEMENT When No When No-, City Clerk 180.10 Administration Longer Ppr' GC§34090 et seq. Required `Requir'e�i 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/Riskg. Mag, Human Resources-is OFR; GC Mana 180.40 Claims Against the City 2 years 21ieirs:: Ppr §34090.7 HR/Risk 180.50 Incident/Accident Reports 2 years 2•years•:. Mag, Human Resources is OFR; GC Manag. Ppr §34090.7 When No When fk City Clerk 180.60 Your Departments Working File Longer .Lgtl9gr; Ppr' GC§34090 et seq. Required •:Required: When No When Ida' Ma Co (staffing Department is Staffing 180.70 Advisory Groups Longer L'o'nger : . g' pies( ffi g "•Required•' Ppr OFR); GC§34090.7 Depart. Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 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& 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. 200-FACILITIES-Civic Center When No .When No,. Administration/Operation/ Mag, City Clerk 200.10 Longer •.•Longer•.• Ppr GC§34090 et seq. Maintenance Required .•12equirsd•. Public Yes: Mag, Yes: After Works 200.20 Capital Improvements(All) P :•:•P•'•'•' Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr StaffingWhen No 1l�h�rj 19Q Mag, Copies(staffing Department is Depart. 200.30 Advisory Groups Longer ;Lptiger. p Required R' aired • Ppr OFR); GC§34090.7 205-FACILITIES-CommunityCenters When No •Wheil No.- City Clerk 205.10 Administration Operation/ Longer ;Lodger. LBefore Mag' GC §34090 et seq. Maintenance Required ••Required; Ppr Public :•;•: Mag, Yes: After Works 205.20 Capital Improvements(All) P . P . Mfr, OD, S InactiveInfrastructure; GC§34090 Ppr Staffin When No When Nb9 • • • • Mag, Copies(staffing Department is De art. 205.30 Advisory Groups Longer L'on er.'.p Re uiredPpr OFR); GC§34090.7 210 FACILITIES-Libra When No When No-' Administration/Operation/ Mag, City Clerk 210.10 Maintenance Longer .•L.o. ge'r•.• Ppr GC§34090 et seq. Required .Required. . . . . . . Public `, . Yes: Mag, Yes: After Works 210.20 Capital Improvements(All) P •P• • -• Before Mfr, OD, S Infrastructure; GC§34090 Completion Ppr Inactive HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ ..Toxal::.: Media I=Import Paper after (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 ears since destruction is normalIx performed by file folder. Litigation, claims, complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No F.Wh�e�No. Ma Co ies staffin De artment is Staffingg, P ( 9 PDe art. 210.30 Advisory Groups Longer . Ppr OFR); GC§34090.7 p Re uireded. 216-FACILITIES- �Coeporate-Yard' When No "When No. Administration!Operation! Mag, City Clerk 215.10 Longer .�,L•onger:•. 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 Infrastructure, GC§34090 Completion Ppr Inactive When No When Nii Ma Copies(staffing Department is Staffing 215.30 Advisory Groups Longer •Longed,' g' p ( g p Depart. Required ' Re uired•' Ppr OFR); GC§34090.7 220-FACILITIES-Police Buildin When No hen City Clerk 220.10 Administration/Operation/ Longer • Lon. . : : Mag' 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 1/Vherl NV- Ma Co Copies(staffing Department is Staffing g, p ( 9 P 220.30 Advisory Groups Longer Longer~. Depart. Re uired ..'Re` uired Ppr OFR); GC§34090.7 225.,-FACILITIES-"Rod e`rs�Seniors''C' ter When No [� nNhe No,.- Administration/Operation/ Mag, City Clerk 225.10 Longer LbrigAr... GC §34090 et seq. Maintenance Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ .•toxal•.•. Media I=Import Paper after ( ) (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 City-Wide Standards Retentions begin when the act is completed, and implv a full file folder(e.g. 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. Public Yes: Mag, Yes: After Works 225.20 Capital Improvements(All) P .'.P.'.'.' Before Mfr, OD, S Inactive Infrastructure; GC§34090 . Completion Ppr StaffingWhen No Wf�eri No: 225.30 Advisory Groups Longer ;•'L•g+iger: Mag, Copies(staffing Department is Depart. Required •'R 'aired'• Ppr OFR); GC§34090.7 230-FACILITIES-City Gym/Pool Administration/Operation/ When No Msn.. •[Before Ma City Clerk 230.10 Longer Lo+.99f.•: Ppr' GC §34090 et seq. Maintenance Required :Rbquir-dd' Public . • '.'.'.' Mag, Yes: After Works 230.20 Capital Improvements(All) P . P ; Mfr, OD, S InactiveInfrastructure; GC§34090 PprStaffin When No WhenNog 230.30 Advisory Groups Longer .Longer.:, Mag, Copies(staffing Department is Depart. Re uired .Rewired.' Ppr OFR); GC§34090.7 ��a•235-FACILITIES—Oak View Center Administration Operation/ When No When Nb- Ma City Clerk 235.10 Maintenance Longer L'ori�er.:. Ppr' GC§34090 et seq. Required Required., Public Yes: Mag, Yes: After Works 235.20 Capital Improvements(All) P :'R' Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr Staffin When No .1Ntaen NO- g 235.30 Advisory Groups Longer _ �opgej.:., Mag, Copies(staffing Department is Depart. Ppr OFR); GC§34090.7 Required ••Required- HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ ;•.Total;;:. Media 1=Import Paper after (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-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,pending records re uests, and/or investi ations sus end normal retention Eeriods retention resumes after settlement_ 240-FACILITIES.-Munici al Pier/•Plaza :' When No Wh2rfLe Administration/Operation/ • • Mag, City Clerk 240.10 Longer Lodg GC§34090 et seq. Maintenance Required .'RequiPpr Public Mag, Yes: After 240.20 Capital Improvements(AII) P P• Mfr, OD, S Infrastructure; GC§34090 Works Inactiveon Ppr When NoStaffing Mag, Copies(staffing Department is Depart. 240.30 Advisory Groups Longer ;LongPpr OFR); GC§34090.7 Re uired •.'R• 'ui 245-FACILITIES-Beach ` When No When No. City Clerk 245.10 Administration Operation/ Longer ;Longer.' ; Mag' GC§34090 et seq. Maintenance Required ;Required: Ppr Public 245.20 Capital Improvements(All) P . F .'' Before Mfrl, OD, S Yes: After Infrastructure; GC§34090 Works Inactive Completion Ppr When No When Nb.' Staffing Mag, Copies(staffing Department is Depart. 245.30 Advisory Groups Longer .'.L'anger.,;.. Ppr OFR); GC§34090.7 Required R� uired.' 250---,FACILITIES-Watet�:0er"ations a When No 'When No•' Administration/Operation/ Mag, City Clerk 250.10 Maintenance Longer L'onge'r•; Ppr GC§34090 et seq. Required Requiretl• Public 250.20 Capital Improvements(All) P .P� Before MfrI,aOD, S Yes: After Infrastructure; GC§34090 Works Inactive Completion Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK( Page CC-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR 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 imp I a full file folder(e.g. last document+2 ears since destruction is normallyperformed b file folder. Liti ation, claims, complaints. audits,pending records requests, and/or investigations suspend normal retention neriods retention resumes after settlement. When No 1/llhen No.: Mag, Copies(staffing Department is Depart. 250.30 Advisory Groups Longer .L•6riger.• p Required "Req'uire'd'- StaffingPpr OFR); GC §34090.7 255-FACILITIES-Fire Stations Administration/Operation/ When No When No.. Ma City Clerk 255.10 Longer . .L•onge'r.•. Ppr' GC §34090 et seq. Maintenance Required -.Required. Public Yes. Mag, Yes: After Works 255.20 Capital Improvements(All) P .'P'.'.'. Before Mfr, OD, S Infrastructure; GC§34090 Completion Ppr Inactive Staffin When No When Nb 9 Mag, Copies(staffing Department is Depart. 255.30 Advisory Groups Longer •'••Longer•; p Re uired ••R, uired•' Ppr OFR); GC§34090.7 260-FACILITIES-Heli ort Administration Operation/ When No hen LBe Ma City Clerk 260.10 Longer LongerPpr' GC§34090 et seq. Maintenance Required '•Requir'e Public • .'• . Mag, Yes: After Works 260.20 Capital Improvements(All) P ,P. , Mfr, OD, S Inactive Infrastructure; GC §34090 Ppr Staffing When No 1�NIier1 N 9 Mag, Copies(staffing Department is Depart. 260.30 Advisory Groups Longer '.'Longer p Required Ppr OFR); GC§34090.7 265 FACILITIES-Cultural Arts Center " When No •lEVheri No, Administration/Operation/ Mag, City Clerk 265.10 Longer Lbriger`.' Ppr GC§34090 et seq. Maintenance Required .'Required'.. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ .Tolal....L Media I=Import Paper after (in office) CD or Mfr RetentionOptions M=Mfr Imaged& S=Sc n tC'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 investigations sus end normal retention periods retention resumes after settlement. 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 265.30 Advisory Groups Longer •Loriger ; Mag, Copies(staffing Department is •'Ruired' Ppr OFR), GC§34090.7 Depart. Required ' • 270-FACILITIES-Surf Museum When No MB>1 o.• City Clerk 270.10 Administration/Operation/ Longer :Liiriger; ; Mag' GC§34090 et seq. Maintenance Required ;Required; Ppr Public ' . Yes: Mag, Yes: After Works 270.20 Capital Improvements(All) P . P : Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When NO. Staffing 270.30 Advisory Groups Longer :'.Longer:.. Mag, Copies(staffing Department is Depart. Required -.Re uired.' Ppr OFR); GC§34090.7 275-FACILITIES-Parking Structures When No `When Nb.' Administration/Operation/ . • • • • Mag, City Clerk 275.10 Maintenance Longer Loner.;., Ppr GC§34090 et seq. Required '•Required. Yes: Mag, Public ; Yes: After Works 275.20 Capital Improvements(All) P 7•P•,' Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No .iL &No,.' Staffing 275.30 Advisory Groups Longer ; �ongel'.. Mag, Copies(staffing Department is Depart. Required F�egiJiW'' Ppr OFR); GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ . Toxal . Media I=Import Paper after (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 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, com taints audits, endin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 280-FACILITIES-Youth Shelter When No uvheri No. Administration Operation/ Mag, City Clerk 280.10 Maintenance Longer 'Longer'.' 7es: Ppr GC§34090 et seq. Required ...Required'. Public Mag, Yes: After Works 280.20 Capital Improvements(All) P •P•:•:•' Mfr, OD, S Inactive Infrastructure, GC§34090 Completion Ppr Staffing When No 1l�h�rj No, 9 Mag, Copies (staffing Department is Depart. 280.30 Advisory Groups Longer :Lot.9er, p Required R' 'sired' Ppr OFR); GC§34090.7 285-FACILITIES-Emerald Cove Senior Center When No \Alhen No.- Administration/Operation/ Mag, City Clerk 285.10 Longer ;Lgtjger. 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 Staffing When No When No• 9 Mag, Copies(staffing Department is Depart. 285.30 Advisory Groups Longer L'on et•'. p Required .Re red.' Ppr OFR); GC§34090.7 290-FACILITIES-Gun Range When No When Na' Administration/Operation/ Mag, City Clerk 290.10 Maintenance Longer L'ohgeY•:•FYe Ppr GC§34090 et seq. Required '.Required•' Public . .''.'. Mag, Yes: After Works 290.20 Capital Improvements(All) P P Mfr, OD, S Infrastructure; GC§34090 Completion Ppr Inactive HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 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& 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. 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 (staffing Department is Staffing 290.30 Advisory Groups Longer :Longer'' g' pies( g p Depart. Required .Re ulr2d. Ppr OFR); GC§34090.7 295-FACILITIES-Central Park Senior Center When No When No. Administration/Operation/ • • . • • Mag, City Clerk 295.10 Maintenance Longer .Longer.,.. Ppr GC§34090 et seq. Required •.Required. Public Mag, Yes: After Works 295.20 Capital Improvements(All) P .:'R'• Mfr, OD, S Infrastructure; GC§34090 .' Ppr Inactive When No alVhen No' Ma Copies(staffing Department is Staffing 295.30 Advisory Groups Longer -Lon' Depart. g' p ( g p Depart. Required Re uired -F. Ppr OFR); GC§34090.7 300-AUDITS When No lien p . City Clerk 300.10 Administration Longer •Longed•:•[ee Ppr' GC §34090 et seq. Required ••Required•' Mag, Yes: After Department Preference;-GC City Clerk 300.20 Audits-City P .•.P. Mfr, OD, S Inactive §34090 n Ppr • ' . . Mag, Yes: After Department Preference;-GC City Clerk 300.30 Audits-Redevelopment Agency P .P••' Mfr, OD, SInactive §34090 on PprAudits-Public Facilities Mag, Yes: After Department Preference;-GC City Clerk 300.40 P P'.':'. Mfr, OD, SCorporation Inactive §34090 ' on Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 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& 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, complain audits,pendin records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Audits-Civic Center Improvements . . . Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.50 P .'.P.'.'.' Before Mfr, OD, S Corporation Inactive §34090 . 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 310-FINANCIAL STATEMENTS/REPORTS When No WhenNF City Clerk 310.10 Administration Longer .L'ongenPpr' GC§34090 et seq. Required .Required Mag, Department Preference-Finance Financial Statements/Treasurer's ••••• Yes: After City Clerk 310.20 Reports-City P •••P••' e Mfr, OD, S also retains permanently; GC p tion Ppr Inactive §34090 Financial Statements/Treasurer's Mag, Yes: After Department Preference-Finance City Clerk 310.30 P '-R. e Mfr, OD, S also retains permanently; GC Reports-Redevelopment Agency Inactiveion Ppr §34090 Financial Statements/Treasurer's Mag, Yes: AfterDepartment Preference-Finance City Clerk 310.40 Reports-Public Facilities P I? ' e Mfr, OD, S also retains permanently; GC Corporation ion Ppr Inactive §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-18 Office of Category ID# Records Description Retention t Disposition Comments f Reference Record Image: Destroy Active Inactive t •.:�Toxal• 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 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). Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance Yes: After City Clerk 310.50 Reports-Civic Improvements P P.' Before Mfr, OD, S also retains permanently; GC Corporation Completion Ppr Inactive §34090 Yes: Mag, Department Preference-Finance Financial Statements/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 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.70 P '•.'R'••�'•. Before Mfr, OD, S also retains permanently; GC Reports-Cable Television Completion Ppr Inactive §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.80 Reports-West Orange County P P' Before Mfr, OD, S also retains permanently, GC Water Board(WOCWB) .` Completion Ppr Inactive §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.90 P . F . Before Mfr, OD, S also retains permanently; GC Reports-Other City-Agencies Completion Ppr Inactive §34090 320-BUDGET ;, Y When No ., Whbii No'. Finance 320.10 Administration Longer ;L•aiger;'•; Ppr' Finance is OFR; GC§34090.7 Required �t8c�wlr�d' Yes: Mag, Department Preference-Finance Yes: After City Clerk 320.20 City Annual Operating P F?. . . Before Mfr, OD, S also retains permanently; GC Completion Ppr Inactive §34090 City Clerk 320.30 Preliminary Budget 2 years 2•years,:• Pag' GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy . . . . . ,. [ OFR Active Inactive/ .•Total•.•. Media I=Import Paper after (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& 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+2years), since destruction is normally performed by file folder. Litigation, claims complain s audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Yes: Yes: After Department Preference(meets City Clerk 320.40 Capital Improvement Budget 5 years 5 years'. Before Mfrfr, O 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 Required -Required-. / City Clerk 320.50 Clerk's Working File Longer .•Longer•. Ppr transitory records;documents §34090 . When No .When No.- Finance 320.60 Advisory Groups Longer . .Longer. . Mag, Copies(staffing Department is •:R:equjr�d: Ppr OFR); GC§34090.7 Required City Clerk 320.70 Parking Authority 2 years .2 Y.ears . Mag, Copies(staffing Department is Ppr OFR); GC§34090.7 City Clerk 320.80 West Orange County Water Board P Mag, § WOCWB /Water Well Lines .•P• Ppr GC 34090 330-DEBT SERVICE When No h No. City Clerk 330.10 Administration Longer Lixiger:• Ppr' Finance is OFR; GC§34090.7 Required ::Reequired:•. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., 'C'andadat.; debentures is 6 years; Bonds City Clerk 330.20 General Obligation Bonds 2 years Redemption Redem Ppr ption. Yes: Until issued by local governments are or Maturity+ ori4a'turity.f Maturity 10 years; There are specific 8 years . 9Q years•.` requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 ; GC 3900 et seg. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 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=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, complain s audits, endin 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., debentures is 6 years; Bonds Revenue Bond: City and/or Redemption f44derhotiori Yes: Until issued by local governments are City Clerk 330.30 2 years Ppr Agency or Maturity+ o'r•Maturity+ Maturity 10 years; There are specific 8 years 1(7yeaFs requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., .E.ancellat.;. debentures is 6 years; Bonds Revenue Bond: Public Facilities Redemption Redemption Yes: Until issued by local governments are City Clerk 330.40 Corp. 2 years or Maturity+ or'Maturit*4 Maturity Ppr 10 years; There are specific 8 years .1years: requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., 'Carle%llat.,' debentures is 6 years; Bonds Revenue Bond: Civic Improvement Redemption Redemrrption Yes: Until issued by local governments are City Clerk 330.50 Corp. 2 years or Maturity+ or*Matudty+ Maturity Ppr 10 years; There are specific 8 years .` 90'years•., requirements for disposal of unused bonds; CCP§(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: Public Finance Redemption Red'smpiigri Yes: Until issued by local governments are City Clerk 330.60 Authority 2 Years or Maturity+ or.Mgtjldty;+ Maturity Ppr 10 years; There are specific 8 years 16 y�_%2rs.' requirements for disposal of unused bonds; CCP§(1)&(2), '337.5(2); GC§43900 et seg. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.0 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-.•. ? Media I=Import Paper after ( ) (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+2years), 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). Statute of Limitations for bonds, . . mortgages,trust deeds, notes or Cancellat., debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption R� deriiptij)i Yes: Until issued by local governments are City Clerk 330.70 2 years Ppr (Notes) or Maturity+ oi'.MatiMty:+ Maturity 10 years; There are specific 8 years ••1 Q years•. requirements for disposal of unused bonds; CCP§(1)& (2), 337.5(2); GC§43900 et seq. When No When No•. Mag, Preliminary documents/ City Clerk 320.80 Clerk's Working File Longer -.-Longer-. Ppr transitory records; GC§34090 Required .•Required•' Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., •Nr Wi4t.;• debentures is 6 years; Bonds Redemption ��deftR i4xj Yes: Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years Ppr or Maturity+ o�-MAturity;+ Maturity 10 years; There are specific 8 years ••10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-22 Office of Category ID# Records Description Retention I 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=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. Liti ation, claims, cam taints, audits,aendinq records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). "340-REVENUE ANDJAXATION �:�_: _�s,•w When No ..When NV, Finance 340.10 Administration Longer '.'Longer~. Ppr' GC§34090 et seq. Required Required, When No .When No.' Finance 340.20 Fee Schedule Longer . :L6nge-r. . Ppr' Finance is OFR; GC§34090.7 77 Required •.R�quired. When No :il.11ien�dQ City 340.30 Business Licenses Longer L;onger . Ppr Finance is OFR; GC§34090.7 Treasurer Required ..Requir'ed•' p Mag, Yes: After Department Preference; GC City Clerk 340.50 Utilities Tax P :• •P•'• Mfr,OD, S/I 2 years §34090 Ppr ~.'.'. Mag, Yes: After Department Preference; GC City Clerk 340.55 Transient Occupancy Tax(TOT) P P' Mfr, OD, S/I 2 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 340.60 County Taxes P .P. . Mfr, OD, S/I 2 years §34090 Ppr When No 11VMeri No.• Mag, Yes: When Lead Dept. 340.70 Federal Grants/Programs Longer :L•onger:•: Mfr, OD, S/I Copies-GC§34090.7 Required :Required;•. Ppr Inactive When No •When No• Mag, Yes: When City Clerk 340.80 State Grants/Programs Longer .'.Lon Mfr, OD, S/I Copies-GC§34090.7 Required Required. Ppr Inactive When No .'.I.Vlenl1o• Mag, Yes: When Finance 340.85 Programs/Other Longer .-Longer,. Mfr, OD, S/I Copies-GC§34090.7 Required :Required ' Inactive Ppr Mag, Yes: After Department Preference; GC City Clerk 340.90 Taxes P F? : Mfr, OD, S/I 2 years §34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ .•Total• . Media I=Import Paper after (OFR) (in office) CD or Mfr 'Retention' rvital? 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 ears since destruction is normally performed by file folder. Liti ation, claims, com laints audits, endin records requests, and/or investigations suspend normal retention periods retention resumes after settlement. 360-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 ..I? . . . Yes Mfr, OD, S Inactive Infrastructure; GC§34090 Ppr Reimbursement/Improvements/ Completion . . . Yes: Mag, Yes: After City Clerk 350.30 Assessment Districts +2 years P .'P' Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr 400-REDEVELOPMENT Econ. When No •.Whenhlo.. Develop. 400.10 Administration Longer .Lpriger. Ppr' GC§34090 et seq. Required :Required, Econ. When No When Na Develop. 400.20 Special Studies I Reports Longer Lohge'r : Ppr' Copies; GC§34090.7 Required Required• Econ. When No When No:- Develop. 400.30 Policy/Regulations Longer Lbrig2r'.' Ppr' Copies; GC§34090.7 Required .'Required'. Econ. 400.35 Resolutions(Redevelopment) P ,'P' Mag, GC§34090 Develop. Ppr Mag, Yes: After Department Preference; GC City Clerk 400.40 Biennial Public Hearing P . . P .' ' . Mfr, OD, S 2 years §34090 Ppr City Clerk 400.50 Redevelopment Closed Sessions 2 years .2,years'.' Par' GC§34090 HUNITINIGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 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 *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 completed, and imply a full file folder(e.g. last document+2years), 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). Brown Act challenges must be Adjourned&Special Meetings: `•h& Mag, filed within 30 or 90 days of City Clerk 400.60 2 ears � ear's'•' y Affidavits of Postings y Ppr action; GC§§34090, 54960.1 c 1 410-REDEVELOPMENT PROJECT AREAS ` Merged Project Areas(formed . . Mag, Yes: After City Clerk 410.00 P .•.P. Mfr, OD, S Project Infrastructure; GC§34090 4/1/1996) Ppr Completion Mag, Yes: After City Clerk 410.05 Redevelopment Project Areas P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion H Mag, Yes: After Huntington Center Redevelopment City Clerk 410.10 P P' Mfr, OD, S Project Infrastructure; GC§34090 Project Area 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 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 City Clerk 410.35 P . P•'•'•' Mfr, OD, S Project Infrastructure; GC§34090 Redevelopment Project Area Ppr Completion Talbert-Beach Redevelopment Mag, Yes: After City Clerk 410.40 P P'. .'. Mfr, OD, S Project Infrastructure, GC§34090 Project Area Ppr I I Com letion HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 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& 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. Liti ation, claims, complain s audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Talbert Gap Flood Control Mag, Yes: After City Clerk 410.50 Redevelopment Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr 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 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 I I Completion 420-LAND USE CONTROL When No When ilk- Planning 420.10 Administration Longer •;L•ixiger' Ppr' GC§34090 et seq. Required :ReOuired;- When No •'WhenW Planning 420.20 Policy/Regulations Longer Longe'r•:•. 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 420.40 Conditional Use Permit Appeals P R'•'• Mag'Pr GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 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 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. . last document+2years), 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 420.45 Subdivisions&Lot Line P :.R. :• Mag, GC§34090 Adjustments Ppr City Clerk 420.50 Conditional Exception Appeals P .'P' Ppr' GC§34090 City Clerk 420.60 Final Tract Maps/Tentative Tract P .:.P.:.:.: Mag, GC§34090 Maps Ppr Mag, Public Works is OFR; GC City Clerk 420.70 Parcel Maps Release Transmittals 2 years Ppr §34090.7 Coastal Development/Plans/ Mag, City Clerk 420.80 Permits/Appeals P p Ppr GC§34090 City Clerk 420.85 Local Coastal Program P P. Ppr' GC§34090 When No .ilVlen Idix. Mag, Copies(staffing Department is Planning 420.90 Advisory Groups Longer •46jnge'r•. Ppr OFR); GC§34090.7 Required 12eq�iired _ _ When No V•VhM No- City Clerk 420.95 Your Departments Working File Longer :Loriger:•: Ppr' GC§34090 et seq. Required 'R1ia u1r6d• 425-CODE COMPLIANCE/CODE ENFORCEMENT When No VVherl iyo. City Clerk 425.10 Administration-Demolition Photos Longer .Lprlger.' : Ppr' GC§34090 et seq. Required R' 'mired' 430-HOUSING When No -.When No. City Clerk 430.10 Administration Longer Longer. Ppr' GC§34090 et seq. Required •..R.equired.• Mag, Yes: After Preservation/Rehabilitation/ City Clerk 430.30 Relocation P •.P. . Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion, HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 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 Reterition• Vital. Options M=Mfr Imaged& 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, complain audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, Yes: After City Clerk 430.50 Affordable Housing P ,•P•. . . Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion . . . . Mag, Yes: After City Clerk 430.55 Senior Housing P •'P'• Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After Department Preference; GC City Clerk 430.60 Mobilehome Parks P . .P. . . Mfr, OD, S 10 years §34090 Ppr Economic 430.70 Studies and Reports 10 years 10j6a�s.• Mag, Department Preference; GC Develop. Ppr §34090 Staffing When No •When No.: 9 Mag, Copies(staffing Department is Depart. 430.80 Advisory Groups Longer .•.L•origer. p Required R]e u' d Ppr OFR); GC§34090.7 440-PLANNING When No When No.• Planning 440.10 Administration Longer . .L•onger.•. Ppr' GC§34090 et seq. Required .Required. When No .JlAl ie.'Jdo•. Planning 440.20 Census Information Longer . �onge7 . Ppr' Copies; GC§34090.7 Required Iequired 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 Land Records; GC§34090 Ppr 10 years Mag, Yes: After City Clerk 440.50 General Plan Amendments P ... P. . Mfr, OD, S 10 years Land Records; GC§34090 Pr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of C Record ategory ID# Records Description Retention/Disposition Comments/Reference 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 implit 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). City Clerk 440.60 Regional Planning 25 years '25'yeats:•. 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 Advisory Groups-Formation, Mag, Copies(staffing Department is City Clerk 440.90 A ointments P P. Ppr OFR GC 34090.7 450-ZONING When No Whefi No; Planning 450.10 Administration Longer .166 ger:•; Ppr' GC§34090 et seq. Required •,:R.e jwir6d' 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 Ppr City Clerk 450.40 Special Studies/Reports 10 years 10.yeats'• Pa9' GC§34090 { 460=°>EC,ONOMIC DEVELOPMENT When No When No . City Clerk 460.10 Administration Longer -Longer-.. Ppr' GC§34090 et seq. Required .`Rsgiiired Termination Te[min.atiotT Industrial/Business(e.g. Auto Mag, Meets auditing standards; GC City Clerk 460.30 of District+ of.,Ris.trict.' Business District) $year Ppr §34090 5 years When No alVien Na. Mag, Copies (staffing Department is City Clerk 460.35 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required IRequired•'' HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-29 Office of Category ID# Records Description Retention I Disposition Comments I 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-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 re uests, and/or investigations suspend normal retention periods retention resumes after settlement). 500-ANIMAL CONTROL When No When No". City Clerk 500.10 Administration Longer .'Longer'. Ppr' GC§34090 et seq. Required .•Required'. Mag, Yes: After City Clerk 500.20 Regulations P . P . . . Mfr, OD, S 10 years Land Records; GC§34090 Ppr 510-EMERGENCY SERVICES Police or When No 'When Nb• Fire 510.10 Administration Longer .-:Longer.'. Pp' GC§34090 et seq. Required •.Required. Mag, Yes: After Department Preference; GC City Clerk 510.20 Disaster Plan 10 years •.1 f}years.• Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.30 Civil Defense 10 years ••10 years•. Mfr, OD, S 10 years §34090 Ppr •L• •• Mag, Yes: After Department Preference; GC City Clerk 510.40 Mutual Assistance/Paramedics 10 years .'aayeats:• Mfr, OD, S 10 years §34090 Ppr ' Mag, Yes: After Department Preference; GC City Clerk 510.45 FireMed Program 10 years '.10 years., Mfr, OD, S 10 years §34090 Ppr •' , Mag, Yes: After Department Preference; GC City Clerk 510.50 Ambulance 10 years . 0 yews . Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.60 Hospital 10 years 4I}years: Mfr, OD, S 10 years §34090 Pr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ . .•Tofal• Media 1=Import Paper after (OFR) (in office) CD or Mfr 'Retention Vital? Options M=Mfr Imaged& 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 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). Mag, Yes: After Department Preference; GC City Clerk 510.70 Geological Hazards 10 years �,O;yea�s Mfr, OD, S 10 years §34090 Pr 520,-ENVIRONMENTAL'PROTECTION When No When No., Lead Dept. 520.10 Administration Longer :L•onger. . Ppr' GC§34090 et seq. Required •.Required. • • • • • Mag, Department Preference; GC City Clerk 520.15 Policy/Positions 10 years A 0 years.• Mfr, OD, S No §34090 Ppr Mag, Claims can be made for 30 years City Clerk 520.20 Hazardous Materials(Oil Spills, 30 ears 30'years Mfr, OD, S/I Yes: After for toxic subst.exposure; 8 CCR years 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, S/I 10 years GC§34090.7 Ppr •.•.•. Mag, Yes: After Copies-Department Preference; City Clerk 520.35 Beach Erosion P :...P. . . Mfr, OD, S/I 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 years GC§34090.7 Ppr City Clerk 520.50 Noise Pollution 2 years . 2 years•. Ppr' GC§34090 Lead Dept. 520.60 Energy Conservation 10 years .9 p 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 Res§15095 c ; GC 34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 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 •Retertion• 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, complain s audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). City Clerk 520.75 Air Quality 10 years ;16 Mats'• Mag, Department Preference; GC Ppr §34090 Mag, Yes: After Code Enforcement retains Planning 520.80 Weed Abatement 2 years •:2 j&ajs. Mfr, OD, S 10 years originals; GC§34090.7 Ppr Lead Dept. 520.85 Orange County Vector Control 2 years . 2 years-- Mag, Department Preference; GC Ppr §34090 Staffing When No When Nb• 9 Mag, Copies(staffing Department is De art. 520.90 Advisory Groups Longer .'.L'on er•'. p Required '.Rc tired.' Ppr OFR); GC§34090.7 530-POLICE PROTECTION When No 'When Nb.' Lead Dept. 530.10 Administration Longer L'ortier•:• Ppr' GC§34090 et seq. Required Required• Lead Dept. 530.20 Helicopter Program 10 years JQyegr$•'. Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 530.30 Police Towing Program 10 years I years•: Mag, Copies-Department Preference; Ppr GC 34090.7 540-FIRE PROTECTION When No When GC§34090 et seq. Na. Lead Dept. 540.10 Administration Longer Longer . Ppr' Required Re 'ire' 550-FLOOD CONTROL When No When Na.' 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 .•••R•,•.'•; Mfr, OD, S 10 years §34090 Pr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ '_.Toal...• 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 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. • • • Mag, Yes: After Department Preference; GC City Clerk 550.40 Drainage P ' ., Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 550.50 Reports/Studies P P' Mfr, OD, S 10 years §34090 . Ppr When No VVheri No•• Staffing 520.70 Advisory Groups Longer :•Lbriger:; Mag, Copies(staffing Department is Depart. Required Fie ig. ." Ppr OFR); GC§34090.7 PARKING CONTROL ' When No •11Vheri Nd Lead Dept. 560.10 Administration Longer .L•on.96r'• Ppr' GC§34090 et seq. Required :Rei)Wird' 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 I? : 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:.: Mag' GC§34090 et seq. Depart. Required Required'. Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 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 keiterition 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+2years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/orinvestigations suspend normal retention periods retention resumes after settlement). 570-PUBLIC WELFARE When No Whert 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•year's•. Mag, Copies-Department Preference; . Ppr GC§34090.7 Lead Dept. 570.30 Obscenity/Pornography 10 years 1l1 Yeats'• Mag, Copies-Department Preference; Ppr GC§34090.7 Mag, Yes: After ment Preference GC Depart ; City Clerk 570.40 Handicapped P :•P• Mfr, OD, S years Depart Ppr Lead Dept. 570.50 Social Services Organizations/ 5 years �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 10 years Land Records; GC§34090 Ppr Staffing When No .When No:. 9 Mag, Copies(staffing Department is Depart. 570.70 Advisory Groups Longer •:�Longer�. p Re uired Re. 'ire . Ppr OFR); GC§34090.7 580'-TRAFFIC CONTROL When No FR Nor. Lead Dept. 580.10 Administration Longer Longer-. Ppr' GC§34090 et seq. Required d•. Lead Dept. 580.30 Special Studies/Reports 3 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 580.40 Enforcement 15 years s* Mag, Copies-Department Preference;Ppr GC§34090.7 Mag, Yes: After Department Preference; GC City Clerk 580.50 Control Devices P "•" Mfr, OD, S 10 years §34090 . . . . . .. Pr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.0 RECORDS-RETENT-ION-SCHEDULE:-GITY-C—L-ERK Page CC-34 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive I "Joxal:.":. Media I=Import Paper after (in office) CD or Mfr Retention Vital2 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+2years), 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 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 I Equestrian Safety 3 years .•3 years-. Mag, Copies-Department Preference; Ppr GC§34090.7 When No Wheh Nis'' Staffing Mag, Copies(staffing Department is Depart. 580.90 Advisory Groups Longer L'obQer.• Ppr OFR); GC§34090.7 Required -Required.' 590-SENIOR CITIZENS When No When Nb. Lead Dept. 590.10 Administration Longer •L'ohQer•.:.. Ppr' GC§34090 et seq. Required Required. Tender Loving Care I Meals on Mag, Copies-Department Preference; Lead Dept. 590.30 Wheels I Feedback Foundation 5 years .5 Mrs.•. Ppr GC 34090.7 When No Where Nor Staffing Mag, Copies(staffing Department is 590.40 Advisory Groups Longer . Longer.. Depart. Required . FZe uired . Ppr OFR); GC§34090.7 600-AGREEMENTS I CONTRACTS Lead Dept. 600.05 Administration(City Clerk's 2 years Mag' GC§34090 et seq. Correspondence) Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 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 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, complain s 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 Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.10 Professional Services Agreements + 10 years +'10 yeats' 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 Statewide guidelines propose completion +5 years for non- capital improvement contracts& completion +4 years for Completion Corii}iletton' Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.15 Federal Agreements +5 years •.+5'yea'rs'• 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 Statewide guidelines propose completion+5 years for non- capital improvement contracts& Yes: Mag, completion+4 years for Completion C,omplefion Yes: After transportation and concessionaire City Clerk 600.20 State Agreements Before Mfr, OD, S +5 years •+•5•years•' 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.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-36 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ "TotI. Active LMe1=Import Paper after (in office) CD or Mfr Retention Vital? 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 le.q. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complain s 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 Completion Completion- Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.25 County Agreements Before Mfr, OD, S +5 years 5 years : 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 All infrastructure, JPAs, &Mutual Aid contracts are permanent for emergency preparedness; Yes: Mag, Statute of Limitations is 4 years; Yes: After City Clerk 600.30 Redevelopment Agency P ; P.' Before Mfr, OD, S 10 years for Errors&Omissions; Inactive Completion Ppr CCP§§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 Pprbi letiQn. Yes: Mag, Yes:_After transportation and concessionaire City Clerk 600.35 Concession 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 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 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy OFR Active Inactive I .•Toial•.•. Media I=Import Paper after ( ) (in office) CD or Mfr keterition 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 ears since destruction is normally performed by file folder. Litigation, claims, complain s audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Statewide guidelines propose . . completion+5 years for non- Yes: Mag, capital improvement contracts. Completion �omplartloh. Yes: After City Clerk 600.45 Franchises • • • Before Mfr, OD, S Statute of Limitations is 4 years; +5 years +.5.years.• Inactive Completion Ppr 10 years for Errors&Omissions; CCP§§337. 337.1(a), 337.15, 343; GC§34090 Agreements&Cash Contracts- Other City Entities: ALL INFRASTRUCTURE: All infrastructure, JPAs, &Mutual Aid contracts are permanent for Architects, buildings, bridges, emergency preparedness; drainage, park improvements, Yes: Mag, Statute of Limitations is 4 years; Yes: After City Clerk 600.50 Public Works, reservoirs, sewers, P ;P: Before Mfr, OD, S 10 years for Errors&Omissions; sidewalks, signals, street&alley Completion Ppr Inactive CCP§§337. 337.1(a), 337.15, improvements, utilities,water, 343; GC§34090, Contractor has wheelchair ramps, etc. retention requirements in 48 CFR 4.703 Exceptions: Landscaping,street paving 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 �'+:lbjrears; Inactive agreements. Statute of Seals,Tree Trimming, Leases, Completion Ppr 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 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-38 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 •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. Liti ation, claims, complaints, audits,p ending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Agreements&Cash Contracts EEOC I 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 Agreements&Cash Contracts - Other City Entities: Mag, City Clerk 600.65 P P. , - Yes(all) Mfr, OD, S No GC§34090 Title Insurance, Land Records Ppr Agreements Approved by Council: Yes: Mag, EEOC I FLSA requires 3 years for Expiration+ Expiratiom++ City Clerk 600.70 MOUs-Memorandas of 15 years ., j.5,y�arg Before Mfr, OD, MOUs; State requires 2 years; 29 UnderstandingExpiration Ppr CFR 516.5, GC§§12946, 34090 Statewide guidelines propose completion+5 years for non capital improvement contracts& '. completion+4 years for MSC(Miscellaneous Service Completion c=0161ion' Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.90 Before Mfr, OD, S Contracts) +5 years t,•5'years'. 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 ompletion Mag, GC 34090.7 600.95 Purchase Orders Copies; § Purchasing +5 years .•+•5-':ears-. Ppr City Clerk Agreements&Cash Contracts: Bid Opening B•id•Openirrg or (various) Ppr GC§34090 PurchasingUnsuccessful Bids +2 years ~+2.y6ars. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-39 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 ketention• Vital? Options M=Mfr Imaged& 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 im I a full file folder(e.g. last document+2 years), since destruction is normallyperformed b file folder. Liti ation, claims, complaints, audits, endin records re uests, and/or investi ations suspend normal retention periods retention resumes after settlement. 610-INCORPORATION Mag, City Clerk 610.10 Articles of Incorporation P ...P.,.".• Mfr, OD, S No GC§34090 Ppr Uniform Codes(e.g. Uniform . Mag Department Preference; Non City Clerk 610.15 Building Code, etc.) P •.P Ppr 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 .' �O.ypar8, : Ppr' GC§34090 et seq. Elections-Roster of Voters, Voter Mag, City Clerk 620.15 Index 5 years 5 dears•., Mfr, OD, EC§§17300, 17001 Ppr General Municipal Elections- City Clerk 620.20 HISTORICAL File(Sample ballot, P _ ,p, MfraOD, S No Retained for Historical Value, GC calling, consolidation, canvass, Ppr §34090 affidavits, etc. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-40 Office of Category ID# Records Description Retention/Disposition Comments/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=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.q. last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complain s audits,pendinq records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Results or Results.or Not accessible to the public; The Final . Firaj` .` . 8 month retention applies after Elections-Petitions(Initiative, Examination arrjirja{ion election results, or final City Clerk 620.25 Recall or Referendum) if No if Nq. ' Ppr examination if no election. Election+8 Eleatior? $ Applies unless a legal/FPPC mo. `.'mb.'•'•` proceeding. EC§§17200, 17400 Special/Other Municipal Elections-HISTORICAL File Mag, Retained for Historical Value, GC City Clerk 620.30 (Sample ballot, calling, P R'.' Mfr, OD, S No §34090 consolidation, canvass, affidavits, Ppr etc. Department Preference; No Duration of DuratSoh bf' specific legal requirement; Elections-Candidate Statements After 2 Statewide guidelines propose 4 City Clerk 620.35 Office+4 Office,t 4 Ppr S/M/ (to be printed in the sample ballot) .' .' years years; recommend term+4 years years .years. for administrative value; GC§ 34090 No specific legal requirement, .' 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 years for successful candidates, . •.•.•. Mag, 2 years for unsuccessful; CA law City Clerk 620.45 Elections-Nomination Papers 8 years .'8 years--. Mfr, OD, states term of office and 4 years Ppr after the expiration of term and does not delineate between the two; EC§17100 City Clerk 620.50 Regulations/Procedures Superseded $up'e" *deri Mag, Department Preference; GC +2 years .f 2. ears. P r 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-41 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 ketention• 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 normallyperformed b file folder. Litigation, claims, complaints, audits endin records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Elections-Assessment District City Clerk 620.55 Ballots-Prop. 218 proceedings 2 years •2•yefirs•:• Ppr GC§53753(c)(2) Elections-Vote-by-Mail Applications, Roster of Vote-by- Mail Applications, Envelopes, Ballots After Election,After . . .City Clerk 620.60 Recount, Challenged and Assisted 6 mo. .F rqQ:. P EC§§17505, 17302, 17306, Ppr 17503, 17304, and CA Voters Lists, Inspectors Receipts for Ballots, Precinct officers . . . . Constitution Article XIII 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 P P•'•••' Mfr, OD, S benefits is 6 years from last all"City Officers") Ppr Inactive action; statewide guidelines propose Termination+6 years; GC§§36507, 34090; PC §§801.5, 803(c);29 USC 1113 Department Preference; No City Cleric 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 City Clerk 620.75 (FPPC 400 Series Forms): 7 years •:•7•years,:• Mfr, OD, S After 2 Paper must be retained for at OTHER COMMITTEES PACS Ppr years 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 620.80 2 years P P• S SUCCESSFUL CANDIDATES Ppr years least 2 years; GC§81009(b)(g) Elected Officials HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 Office of i Record Category ID# Records Description Retention I Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ ., L . Vital? Media 1=Import Paper after (in office) CD or Mfr •Ren 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 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, gending records requests, and/orinvestigations sus end normal retention periods retention resumes after settlement). Elections-Campaign Reports Paper must be retained for at City Clerk 620.85 (FPPC 400 Series Forms): 5 years .5 years. Ppr least 2 years; GC§81009(b)(g) UNSUCCESSFUL CANDIDATES 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.yea�s.,.. Ppr S years least 2 years; GC§81009(f) ORIGINAL WITH CITY CLERK When No When Nb ' Mag, Preliminary documents/ City Clerk 620.95 Clerk's Working File Longer Lon�eY... Ppr transitory records; GC§34090 Required -.Required.' �,. '630-LEGAL OPERATIONS",,-'., When No 'When Nb.' City 630.10 Administration Longer ..•,L•onoer•. 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 city Attome 630.40 Litigation 2 years 2•year's:• Ppr' Copies; GC§34090.7 Y Superseded S.upers.ede.d Mag, City Clerk 630.50 Legal Procedures GC§34090 +2 years ,�+•��ye�r�•; Ppr Ethics Training Certificates for City Mag, City Clerk 630.55 5years 5yea'rs;�-; GC§53235.2(b) Council, Boards and Commissions Ppr City.Clerk 630.60 Conflict of Interest Code Superseded Superseded Mag, Department Preference; GC +2 years +.2.�eaYs; 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.y.ears`. Mfr, OD, S Yes statements; GC§81009(e)(g) (specified in the City's Conflict of Ppr Interest code HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-43 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I .•Total•.'. Vital? Media I=Import Paper after (in office) CD or Mfr Reteritiori 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 normal/ erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). FPPC 700 Series Forms • • • (Statement of Economic Interests): PUBLIC OFFICIALS (elected&not Mfr, OD, After 2 City maintains copies only; City Clerk 630.70 elected. Includes City Council 2 years 2 years '•;4 Aars:•. S original statements are filed with Members, Planning Commission Ppr years FPPC; GC§81009(0&(g) Members, City Manager, City Treasurer&City Attorney) FPPC 700 Series forms(Statement Mag, City maintain original City Clerk 630.75 of Economic Interests): Boards 2 years 5 years .7.yearS.'. Mfr, OD, S Yes statements; s 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 (includes copies of undeliverable Mag, 3-6 months; Statute of City Clerk 630.80 2 years 2 dears . envelopes), Proof of Publications, Ppr Limitations for mailings for etc-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 Clerk 630.85 (Statement of Economic Interests) 2 years 5 years '•.7.years. . Mfr, OD, S Yes City maintains original by Department) Ppr statements; GC§81009(e)(g) When No '1I ben No-. City Clerk 630.90 Your Departments Working File Longer onge'r Ppr' GC§34090 et seq. Required "Regiaire� HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 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 •Retention Vital. Options M=Mfr Imaged& S=S an C'd� If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is com leted, and imply a full file folder(e.g. last document+2 ears, since destruction is normallyperformed b file folder. Liti anon, claims com taints audits, endin records re guests, and/or investi ations sus end normal retention eriods retention resumes after settlement. 640-LEGISLATION Mag, City Clerk 640.10 Ordinances/Amendments P .F''.'. Yes: All Mfr, OD, S No GC§34090 Ppr City Clerk 640.15 Uniform Codes Adopted by P .'F ' Yes: All Mfr, S No Department Preference; GC Reference Ppr §34090 City Clerk 640.20 Codification(City Clerk's working 2 years 2 years' Mag' GC§34090 file) Ppr City Clerk 640.30 County 2 years .'2 years--.- Mag, Department Preference, GC Ppr §34090 City Clerk 640.40 State 2 years . 2 years". Mag, Department Preference; GC Ppr §34090 City Clerk 640.50 Federal 2 years 2 years : Mag, Department Preference; GC Ppr §34090 When No ~When No. City Clerk 640.90 Your Departments Working File Longer .:L•onger'•. Ppr' GC§34090 et seq. Required -.R�•aired.- 650=REALPROPERTY When No When No.• Lead Dept. 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 P p :' : Yes: All Mfr, OD, S No GC§34090 (Deeds,Title Reports, etc.) Ppr Acquisitions-Eminent Domain Mag, City Clerk 650.50 P P'• Yes: All Mfr, OD, S No GC§34090 (Deeds,Title Reports, etc.) Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Category ID# Records Description Retention I Disposition Comments I 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=S an 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 complain s audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Tax Collector's Sales(notification of Mag, City Clerk 650.60 County surplus property) 2 years .".2•yefirt:;• Ppr GC§34090 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 WhCari 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 l 5 years•. Plan Ppr §34090 City Clerk 700.20 Personnel Policies!Procedures 15 years )5 years•: Mag, Department Preference; GC Ppr §34090 City Clerk 700.30 Surveys/Studies 10 years 10:years•; Mag, Department Preference; GC Ppr §34090 Human When No .1I.Vhen No:: Ma Resources 700.40 Assistance Programs Longer Unger-. Ppr' GC §34090 et seq. Required F.,egyired Mag, Yes: After City Clerk 700.50 Retirement Benefits(PERS) P .,P,..*. Mfr, OD, S GC §34090 Ppr 10 years Mag, Yes: After City Clerk 700.55 Deferred Compensation P .F'..' Mfr, OD, S GC §34090 Ppr 10 years Human 700.60 Recruiting and Selection 2 years 2 years; Mag' GC §34090 Resources Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-46 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ .,•Toxal•..•. Media 1=Import Paper after (OFR) (in office) CD or Mfr .Retention , Vital? Options M=Mfr Imaged& S=S 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+2years), 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). When No V�lhen i�o. AS/Human Mag, Copies(staffing Department is 700.70 Advisory Groups Longer •.L•eriger.. Resources Required .R.eGulred. Ppr OFR); GC§34090.7 When No W el o Na City Clerk 700.80 Your Departments Working File Longer •L6n' ' ,* Ppr Required ' GC§34090 et seq. Requir'eci• Mag, Yes: After City Clerk 700.90 Elected Officials P •P. .'.' Mfr, OD, S GC§34090 Ppr 10 years 710-TRAINING AND EMPLOYMENT PROGRAMS When No 1NMen No'- Lead Dept. 710.10 Administration Longer Lbriger:•: Ppr' GC§34090 et seq. Required •.;R'si�ulr6d:• AS/Human ' ` ' '•' Mag, Department Preference-Copies; Resources 710.20 Employee Development 5 years . 5 years'. Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; 710.30 Youth Employment Services 5 years : 5 dears Resources Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; Resources 710.40 Organizational Development 5 years Ppr I iGC 34090.7 720-EMPLOYEE RELATIONS When No •.Whom No' AS/Human 720.10 Administration Longer .'Longer'.' Mag' GC§34090 et seq. Resources Ppr Required .�Requiced'.. When No `When No.' AS/Human 720.20 Bargaining Units/Associations Longer I.,-.Longe'r. Mag' Copies; GC§34090.7 Resources Required .Re aired.. Ppr 800-STREETS/HIGHWAYS AND FREEWAYS Public Works 800.10 Administration P F. .P:7F Ppr' GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-47 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 City-Wide Standards Retentions begin when the act is completed, and impol 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 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 Public 800.30 Federal Aid Urban (FAU Program) 3 years .'3}cears'.' Ppr' Copies; GC§34090.7 Works Public g00.35 Intermodal Surface Transportation 3 years . 3Xears'.' Mag' Copies; GC§34090.7 Works Efficiency Act(ISTEA) Ppr Public g0040 Orange County Arterial Highway 3 ears Mag, . Works Financing Program (AHFP) y ..3year$•.• Ppr Copies; GC§34090.7 Public Orange County Combined •.:.:.:.:.: Works 800.45 Transportation Authority Funding 3 years .•.3.years. Ppr' Copies; GC§34090.7 Program (OCCTA) Vacations/Abandonments/ • • Mag, Yes: After City Clerk 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 .'F'.'.'. Yes(all) Mfr, OD, S project Infrastructure, GC§34090 Ppr completion Street Names/Changes/ Mag' Yes: After City Clerk 800.70 Numbering P . .P.:. . Yes(all) Mfr, OD, S 10 years Infrastructure; GC§34090 Ppr Mag, Yes: After City Clerk 800.90 Precise Plan of Street Alignment P : P ; Yes(all) Mfr, OD, S years Infrastructure; GC§34090 Ppr When No "When Nb' City Clerk 800.95 Your Departments Working File Longer L'oiigef•.:• Ppr' GC§34090 et seq. Required I ''.Rgg0ired.' HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 Office of Category ID# Records Description Retention/Disposition Comments f Reference Record Image: Destroy (OFR) Active Inactive/ . ."Toxal. ... Media 1=Import Paper after (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+2years), since destruction is normallyperformed b file folder. Litigation, claims, complaints, audits,pendingrecords requests, and/or investigations suspend normal retention periods retention resumes after settlement. 810-SOLID WASTE MANAGEMENT When No .-WhLho No, Public 810.10 Administration Longer .Longer... Mag' GC§34090 et seq. Works Required :•Required•: Ppr Public Refuse Collection/Landfill/ Mag, Department Preference-Copies; Works 810.20 Dumps P P .' ` Ppr 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§ 810.60 Recycling Programs/Plans P P. •' Mfr, OD, S Works Ppr 10 years 34090 820-WATERWAYS When No Men •o. Public Mag, 820.10 Administration Longer '•.L•onger.•; GC§34090 et seq. Works Required •'RNuir6d' Ppr Mag, Yes: After City Clerk 820.20 Waterway/Pierhead Lines P P" Yes Mfr, OD, S 10 years Infrastructure; GC§34090 Ppr When No Whert N - Staffing Advisory Groups(Bylaws are Mag, Copies(staffing Department is 820.30 Longer "-Longer.,. Depart. permanent) Required .'Re wired . Ppr OFR); GC§34090.7 830-SIDEWALKS Public 830.10 Administration P •- P•. •.` Mag' GC§34090 et seq. Works Ppr Sidewalks/Curbs/Gutters/ Mag, Yes: After City Clerk 830.20 Driveways/Pedestrian Bridges/ P P.'.'.' Yes Mfr, OD, S Infrastructure; GC§34090 Wheelchair Ramps Ppr 10 years HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-49 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 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). 840-INFRASTRUCTURE Public When No 1rVh2xi No:. Ma Works 840.10 Administration Longer •Longer•. Ppr, GC§34090 et seq. Required .•Raquirz Works 840.20 Studies and Reports 10 years 1D years:•Public Ppr' Copies; GC§34090.7 When No •JNhen No. Staffing Advisory Groups(Bylaws are Mag, Copies(staffing Department is 840.50 Longer .LOng@r. . Depart. permanent) Required • u' 'd' Ppr OFR); GC§34090.7 'R.e 900-ARTS When No -.When No. Lead Dept. 900.10 Administration Longer . .Longer.•. Ppr' GC§34090 et seq. Required •.R�quired. When No .1IVFien ldo . Yes: Comm. Mag, Copies(Community Services is Services 900.20 Special Events Longer •..Wlgef•. Before Ppr OFR); GC§34090.7 Required Fteq�ir'ed•. Event City Clerk 900.30 Gifts/Acquisitions 5 years .•.5.years.•. Mag, Meets Auditing Standards; GC Ppr §34090 When No 1NFieri No•. Staffing Mag, Copies(staffing Department is Depart. 900.40 Advisory Groups Longer L9�r. . Ppr OFR); GC§34090.7 Required I Rli ulred' 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, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-50 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 'keterition 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 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 .'01 en Nd, Staffing g10.40 Advisory Groups Longer Longer.; Mag, Copies(staffing Department is Depart. Ppr OFR); GC§34090.7 Required '•Required•; When No 1lVheri No' City Clerk 910.50 Your Departments Working File Longer Longer'.' Ppr' GC§34090 et seq. Required Fi;quir�d'. ' Mag, City Clerk determines historical City Clerk 910.60 Historical Records P P•.• Mfr, OD, S/I No records; GC§34090 Pr 920-PARKS Lead Dept. 920.10 Administration P : P. Pp�' GC§34090 et seq. .'.'.' Mag, Yes:After City Clerk 920.20 Master Plan-Parks P P;';.'. Mfr, OD, S GC§34090 Ppr 10 years 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 Mag, Yes:After City Clerk 920.50 Huntington Central Park P R'.' Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.60 Shipley Nature Center P .~.P.•.•.' Mfr, OD, S GC§34090 Ppr 10 years HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ . Toxal . 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 ears since destruction is normally performed by file folder. Litigation. claims, complain s audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, Yes:After City Clerk 920.70 Equestrian Center/Equestrian P . P . Mfr, OD, S 10 years GC§34090 Ppr n N0 Staffing When No ilVlie Mag, Copies(staffing Department is Depart. 920.80 Advisory Groups Longer •• Longer•. Ppr OFR); GC§34090.7 Required •Re tired• 930-PATHS&TRAILS Lead Dept. 930.10 Administration P Mag:•P•'•'•' Ppr' GC§34090et seq. Mag, Yes:After City Clerk 930.20 Master Plan-Paths&Trails P • .P. . . Mfr, OD, S 10 years GC§34090 Pr 940-TRANSPORTATION SERVICES Lead Dept. 940.10 Administration 2 years •'2 Y.a'rs. Ppr' GC§34090 et seq. City Clerk 940.20 OCTD 10 years .10 y���g. Mag, Department Preference; GC§ Ppr 34090 City Clerk 940.30 Special Transportation Programs 10 years .10 years' Mag, Department Preference, GC§ Ppr 34090 Mag, Yes: After City Clerk 940.50 Plans/Studies/Reports P P' Mfr, OD, S GC§34090 Ppr 10 years Lead Dept. 940.60 Taxi Cab Rates/Permit Fees 2 years :2 years; Ppr' GC§34090 When No LW�heji a.00TC 940.80 Orange County Transportation Longer r•.. Mag' Non-records; GC§34090 et seq. Commission (OCTC) Re uired ed•. Ppr 950-LIBRARY SERVICES Library 950.10 Administration 2 years 2 years`: ` Ppr' GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ . .joxal..,.. Media I=Import Paper after (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 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, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Library 950.20 Special Events/Programs/ 10years la yeats •y Mag, Department Preference-Copies; •' :,,. Reports Ppr GC§34090.7 When No 1llheri Flo.• Staffing Mag, Copies(staffing Department is 950.30 Advisory Groups Longer .,Lprigr,` Depart. Required R' 'aired Ppr OFR); GC§34090.7 960-COMMUNITY EVENTS Lead Dept. 960.10 Administration 2 years •2 year§•:• Ppr' GC§34090 et seq. Comm. Yes: Mag, Copies(Community Services is 960.20 Special Events-General 2 years 2 y ajs.•. Before Services Event Ppr OFR); GC§34090.7 Comm. . Yes: Mag, Copies(Community Services is 960.30 Fourth of July Celebration 2 years : 2 year's•.• Before Services Event Ppr OFR), GC§34090.7 Yes: Comm. •••'•` Mag, Copies(Community Services is 960.40 Community Festival 2years '.2�eats'.' Before Services Event Ppr OFR); GC§34090.7 Comm. :.'. Yes: Mag, Copies(Community Services is 960.50 Walks/Races/Runs 2 years . 2.yoars., Before Services Event Ppr OFR); GC§34090.7 Yes: Comm. ' ' ' '.' Mag, Copies(Community Services is 960.60 Surfing Contests 2 years 2 dears••• Before Services ' ' ' ' ' Event Ppr OFR); GC§34090.7 Staffing Mag, Copies(staffing Department is 960.70 Advisory Groups 2 years 2.years..- De art. Ppr OFR)- GC 434090.7 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 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-53 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 Retertion' 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+2years), since destruction is normally performed by file folder. Litigation, claims, complain s audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, Yes:After City Clerk 1000.50 Master Plan P , I? . Mfr, OD, S 10 years GC§34090 Ppr 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: Ppr' Non-records; GC§34090 et seq. Works 1000.85 Quality Control P •.P•Public Ppr' Copies; GC§34090.7 Conservation/Water Reclamation/ Mag' Yes:After City Clerk 1000.90 Water Management Plan P . I? , Mfrr,, OD, S 10 years GC§34090 pr 1010-TELEPHONE Lead Dept. 1010.10 Administration 2 years ;.2•year's•;• Ppr' GC§34090 et seq. City Clerk 1010.20 Rates/Fees 5 years year's•; Mag, Meets Auditing Standards; GC P r 34090 1020-SEWERS/SANITATION-WASTEWATER MANAGEMENT Public Works 1020.10 Administration P P . Ppr' GC§34090 et seq. Mag, Yes:After City Clerk 1020.20 Capital Improvements P .P. Mfr, OD, S 10 years GC§34090 Ppr City Clerk 1020.50 Other Agencies/Districts 2 years :2.ya8rg..;. Mag, Department Preference; GC Ppr §34090 et seq. Public Mag, Department Preference, GC Works 1020.60 Policies&Procedures P •.P.• Ppr §34090 et seq. Public 1020.70 Special Studies/Reports 10 years 9Q.years Mag, Department Preference-Copies; Works Ppr GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-54 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ :' ..Toxal: 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 completed, and imply a full file folder e. . last document+2 ears since destruction is normallyperformed b file folder. 16 Litigation, claims, complaints, audits,pendinLrecords requests, and/or investi ations sus end normal retention periods retention resumes after settlement). 1040-PUBLIC UTILITIES Lead Dept. 1040.10 Administration 2 years " 2 years,` Pp�' GC§34090 et seq. City Clerk 1040.20 Electric Utilities P .p. Mag, Department Preference; GC§ . . . . . . F7 P r 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0. RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Category ID# Records Description Retention/Disposition Comments t 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& QC' ? Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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, auditspending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Human Accident, Emergency, Incident, Copies- Resources/ 180 Injury, Emergency and Property When No When:No•• Mag, Copies retained for reference; Risk .50 Damage Reports: ALL(medical and Longer Longer:•: Ppr GC§34090.7 Manag. non-medical.) Required R2c(uired' until :'-pitir:':' Superseded SWersladed. Yes: Until Mag, Lead Dept. 100.10 Administrative Policies GC§34090 (minimum 2 (minimum'2• Superseded Ppr years) .years) Agreements, Cash Contracts, and Maintenance Service Contracts- ALL (Includes Change Orders and Forward ALL original RFPs) Mag, agreements&change orders to City Clerk 600.10- Upon :Lipan.:.: Yes: Before Yes: After Y Mfr, OD, S City Clerk; all infrastructure 699.90 Completion CompietiDn. Completion Completion . Ensure ALL original contracts and Ppr improvements are permanent; agreements are sent to the City GC§34090.7 Clerk, except for Recreation Class Instructors agreements. City Preference; Published Completion: Audit Standards=4-7 years; Agreements, Cash Contracts, and 5 years or +:5:years or. Statute of Limitations: Contracts Maintenance Service Contracts: After After, &Spec's=4 years,Wrongful Funding Death=comp. +5 years, ADMINISTRATION :•Funding.'. Mag, Lead Dept. 600.10- Agency Yes: Before Yes: Upon Developers=comp. + 10 years; 699.90 Completion •:ragency..� Mfr, OD, S/I Audit, if • Completion Completion Statewide guidelines propose (Correspondence, project schedules, ;•audit,.if:.•: Ppr required, termination+5 years; Statute etc.) Also see grant retention, if •required;. whichever is of Limitations for Errors& applicable. VAliche,yer•is: longer Omissions is 10 years; CCP er.• . §§337. 337.1(a), 337.15, GC. §34090 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive . . • . "• Paper (OFR) (Off-site Active • Total' Vital? Media I=Import after , (in office) Retention;• Options M=Mfr OD or Mfr) S=Scan Imaged& C' Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR refer to your department retention schedule. 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 audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Audits/CAFR-Comprehensive Copies- .,Copies Finance Annual Financial Reports(these are When No Wh@n:No. Mag, GC§34090.7 Longer Ppr copies) Required Required` Bids: See Contracts&Agreements Statute of Limitations for Public Boards, Commissions, & Term of ;berm;of•,;. official misconduct is discovery Staffing Committees: APPLICATIONS: O Mag, of offense+4 years; Statewide Office+4 `f�#ice•+�A• Dept. Ppr guidelines propose Appointment Appointed years ; ,,years; <; +5 years; GC§34090, PC §§801.5, 803c Each Department uses a different format to meet their Boards, Commissions, & different requirements; Federal Staffing Committees: APPLICATIONS: 2 years :•2 years.•. Mag, law requires payroll records for Dept. Unsuccessful Ppr 3 years; FTB keeps 3 years; . Published articles show 4-10 years; 29 CFR 1627.3(a); GC §34090 When No When No. Boards, Commissions, & Longer qng@r; ; Department preference (only 30 Staffing Tape 11031 Committees: AUDIO TAPES/ Required- •F��q�ired•=• days is required); GC .Dept. AUDIO RECORDINGS of Meetings Minimum 2 IIA)i+)man;Z: (Mag) §54953.5(b) ears ;'years.,. Boards, Commissions, & When No •Wher}No•; Longer -Lohoet Department preference;Video Staffing Committees: VIDEO TAPES/ Tape 110.32 Required- I�ec)utr�d';° tapes are only required for 90 Dept. VIDEO RECORDINGS of meetings Minimum MlnInlutn'. (Mag) days; GC§34090.7 (ALL) 10 years ?0' Qare•' HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Category ID# Records Description Retention/Disposition Comments f Reference Record Image: Destroy Inactive To Paper Active Total•'•' Media I=Import (OFR) (Off-site, • • Vital? after (in office) •Retention;• Options M=Mfr OD or Mfr) S=Scan Imaged& C' Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". /f you are the OFR, refer to your department retention schedule. 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, auditspending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Boards, Commissions, & When No W+heir. Q•; Committees: Citizens Advisory Longer •;longer•' Brown Act challenges must be Staffing Mag, filed within 30 or 90 days of Dept. 110.10 Formed by CITY COUNCIL Required- Recjuir; 2d;-; Ppr action; GC§§34090, (Agendas,Notices,Proof of Minimum 2 MkUM6m•2• 54960.1(c)(1) Publications etc. ears ;•;years•; Boards, Commissions, & Notes taken to facilitate the Staffing 100.30 Committees: Citizens Advisory P Mag' Yes: After writing of the minutes can be p; ; ; Dept. Formed by CITY COUNCIL Yes Mfr, OD, S 2 years destroyed after minutes have MINUTES&BYLAWS Ppr been adopted; GC§34090 Boards, Commissions, & When No WJien•No•' Committees: External Mag, Organizations(e.g. County Board of Longer Lohet•'• Ppr Non-records Su ervisors Required Retluir d.' Brochures: See Reference Manuals Copies- ;Copies.-;• City Clerk maintains originals; When No 'W-110 No•• Yes: Mag, Yes: After Final must be filed with County City Clerk 320.20 Budgets-Finals Longer ;•LohJet••; Current Mfr, OD, S/I 5 years Auditor; GC§34090.7, 40802, Required 'Ret0rt;d. Fiscal Year Ppr 53901 Copies- `'CopiesV" Administ. 160.10 Citizen Inquiry Forms When No 1Nheri No.. Mag, Administration retains originals; Longer Longer. Ppr GC§34090.7 Required Required City Mag, Attorney 630.30 City Attorney: Opinions 2 years P P; ; Mfr, OD, S No GC§34090 Ppr Copies- Copies;-'• Mag, City Clerk maintains original City Council Requests for Council When No 'Whef}No• City Clerk Mfr, OD, S staff reports in subject matter Action (RCAs) Longer Lo hot•.•. Ppr Completion files; GC§34090.7 Required I Re Dirt d.' HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page Cw-4 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active •''Total•'•' Media 1=Import (OFR) (Off-site, (in office) Retention:• Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C'd? Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead De artmen rour department retention schedule. Retentions be in 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 ending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. City Council Subcommittees: (AGENDAS, ANNOTATED All recommendations are given AGENDAS, MINUTES, NOTICES, .. . . . Ma to full Council for action; Brown Staffing 120.25 CORRESPONDENCE, etc.) 2 years :�:year§ :• g' Act challenges must be filed Depart. Ppr within 30 or 90 days of action; e.g., Intergovernmental Relations GC§§34090, 54960.1(c)(1) Committee Copies retained in department Human for 1 year; Risk Management Resources/ Yes: Before Mag' Yes: After administrates claim; City 180.40 Claims 1 year :1:y2ar• •: Mfr, OD, S/I Risk Settlement Ppr Settlement Attorney maintains copies of Manag. lawsuits; GC§§34090.7, 34090.6 Lead Dept. 710.10 Committees: Internal attended by 2 years .2 years:.: Mag' GC§34090 employees(e.g. Safety Committee) Ppr • Peace Officer records are limited to 5 years before event; accusations against drivers of emergency vehicles must be Complaints(against Personnel-e.g. Final •.-.Fatal.'•: Yes: Before Mag, filed within 3 years; State and Lead Dept. 700.10 misconduct, abuse,excessive force, Disposition bispositian. Disposition Ppr Fed laws is until final disposition etc.) +5 years years. of formal complaint, State requires personnel records for 2 years; EVC§ 1045(b)(1), GC §§12946, 34090;VC§2547 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 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) •Retenti6n:• Options M=Mfr OD or Mfr) S=Scan Imaged& C' Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If ou are the OFR, refer to our department retention schedule. 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). . . Statute of Limitations for personal property, fraud, etc. is Lead Dept. 700.10 Complaints/Service Orders 3 years . .years'.' Mag Ppr 3 years; Claims must be filed in (operational) 6 months; CCP§§338 et seq., 340 et seq., 342, GC§§945.6, GC§34090 Contracts: See Agreements Copies- When No When No Copies or duplicates of any record Longer . Longer. . Mag Ppr GC§34090.7 Required Required.- Dept.that Authors Document Correspondence-ROUTINE(e.g. or Administrative, Chronological, . . . Receives General Files, Letters, the City's 100.40 Memorandums, Miscellaneous 2 years 2 years. Ppr' GC§34090 Original Reports, Press Releases, Public Document Records Requests, Reading, (from an Working Files, etc.) outside source) HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive •�•••••��••• Paper Active °Total ' Vital? Media 1=Import after (OFR) (Off-site, ., , ._ (in office) •Reterttigri'• Options M=Mfr OD or Mfr) S=Scan Imaged& Al Retentions appl to the de artment that is NOT the Office of Record OFR, or the "Lead De artment". if ou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and impIv a full file folder(e.g. last document+2years), since destruction is normal/ performed bv file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention aeriods retention resumes after settlement. Correspondence-TRANSITORY/ PRELIMINARY DRAFTS, Dept.that Interagency and Intraagency Authors Memoranda not retained in the E-mails that have a material Document ordinary course of business impact on business are printed or or downloaded and saved in a Receives When No Wh6n Ne'• folder; If not mentioned here, (e.g.calendars,checklists,a-mail that the City's 100.40 does not have a material impact on the Longer L6nD6F:1•: F g' consult the City Attorney to Original conduct of business,computer sign-ups, Required Required:. p determine if a record is Document logs, mailing lists,meeting room considered transitory/ (from an registrations,supply inventories, preliminary drafts. GC§34090, outside transmittal letters,thank yous,requests GC§6252 source) from other cities,speaker slips,telephone messages,undeliverable envelopes, voice mails,etc.) Copies . �Qpie$ Yes: Mag, Originals maintained by City When No •When:Edo,• Depending City Clerk 120.75 Council Resolutions Mfr, OD, S No Clerk Permanently; GC Longer longer:` ; upon Ppr §34090.7 Required •Required:• Subject Transitory or source records not Until U�jti(•:•: retained in the ordinary course Superseded :Supersecfeit; Mag, of business; CHIP audits every 2 , Lead Dept. DMV Pull Notices years; Bureau of National or Employee .,r Employee Ppr Affairs recommends 2 years for Separated ••Separated- all supplementary Personnel records; GC§34090 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Category ID# Records Description Retention t Disposition Comments I Reference Record Image: Destroy Inaimfr) Paper Active '-'Total•'•' Media I=Import (OFR) (Off vital? after (in office) •Retention:• Options M=Mfr OD o S=Scan Imaged& C' Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". if you are the OFR, refer to your department retention schedule. 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,pendinq records requests, and/or investigations sus end normal retention periods retention resumes after settlement). As long as the drafts and notes Drafts&Notes: Drafts that are When No Mhe�No,• are not retained in the"Regular Lead Dept. revised(retain final version), Longer I .Longer . Mag, Course of Business". Consult Ppr the City Attorney to determine if Telephone messages, etc. Required .Required . a record is considered a draft. GC§§34090, 6252, 6254(a) The Lead Department should print out historical documents (or save source data)prior to GIS Database/Data/Layers(both When No .When-No--. replacing the data, if they Lead Dept. Longer ..Longer'.-.- Yes Mag require the data or output for City-wide and Specialized) Required q ,fegUK!?c! . historical purposes; Department Preference(Preliminary documents); GC§34090 et seq. Uniform Admin. Requirements for Grants to Local Governments is 3 years from After •Aftet'_'. expenditure report; HUD Funding Funding.'. requires 3 years; statewide 340.60, Agency Agency,., guidelines propose 4 years; 7 Grants SUCCESSFUL Reports, and g if 9 .. .y ' Mag, Yes: ( P CFR 3016.42; 21 CFR 1403.36 Lead Dept. 340.70, or 2 years Audit, if .•.qudif,.i. ... Mfr, OD, S/I When 340.80 Financial Information) Required- 'required:;., Ppr Inactive & 1403.42(b); 24 CFR 85.42, Minimum 5 Minimain.5. 91.105(h), 92.505, 570.490, & years ..,yp,�. ...' 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 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-!!!TIDE STANDARDS Page CW-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active ••''Tetal• Media I=Import (OFR) (Off-site, - Vital? after (in office) Retention; Options M=Mfr OD or Mfr) S=Scan Imaged& QC' ? Retentions apply to the department that is NOT the Office of Record LOFR, or the "Lead De artment". If Lou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder Lea last document+2 ears since destruction is normal!y 2erformed bj file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention pefiods retention resumes after settlement. 340.60, Grants(UNSUCCESSFUL Mag, Lead Dept. 340.70, or 2 years >;2 years GC§34090 340.80 Applications, Correspondence) Ppr If not resolved, Human Resources becomes OFR;All State and Federal laws require Resolution+ .Re`sokit�or Yes: Before Mag, retention until final disposition of Lead Dept. Grievances(Resolved before step 3) 2 years +2 i/ears. Disposition Ppr formal complaint; State requires 2 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(ii), GC§§12946, 12960, 34090; 29 USC 1113, LC 1174 Human Copies- . copies Resources/ Insurance Certificates(for When No Wheri No Yes: Before Mag, Risk Management Maintains Risk agreements, etc.) Longer L•onger'• Payment Ppr Originals; GC§34090.7 Manag. Required Required; Copies- CopieS... Finance Invoices When No .,WherrNo'. Yes: Before Mag, Finance Maintains Originals; Longer .Longer%• Payment Ppr GC§34090.7 Required Jt equirerd Copies- . .C.opres.-. City Attorney is OFR for When No .VVIliptr No.. lawsuits; Finance maintains City Lawsuits, Litigation, Pending Longer fonder Yes: Before Mag' Yes: After originals of claim,denial letter 630.40 Mfr, OD, S/I Attorney Litigation Required Required ; Settlement Ppr Settlement and settlements, Risk (Upon •(Upon; p Management administrates Settlement) I claim; GC 34090.7, 34090.6 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 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) Retention: Options M=Mfr OD or Mfr) S=Scan Imaged& C' g Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to our department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normallyperformed b file folder. Litigation, claims, complaints, audits pendingrecords requests, and/or investi ations sus end normal retention periods retention resumes after settlement). . . . Law requires the City to turn the property over to the Police Transfer to 1'r.2nsfei to. Department, who retains for 90 Lead Dept. 160.10 Lost Articles(coats, etc.) the Police the'Pnlice.' days then sells the item at Department Departmerrt. public auction; CC§2080 et seq. Minutes: See Commissions, Committees and Boards Copies- '.copies.=. When No .Nude[•No•. Yes: fr, O Originals maintained by City City Clerk 640.10 Municipal Code(these are copies) Longer i onger Current Mfr, OD, I No Clerk Permanently, GC§34090 Required 'fieQUirt?d Original Ppr When No When:No: Non-records-may be obtained Lead Dept. Newspaper Clippings Longer Langer"•: Ppr from the newspaper company; Required •Required: GC§34090 Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on StaffingNotices: Public Hearing Notices Municipal Government actions Mag, is 3-6 months; Statute of (includes copies of undeliverable 2 years •:2'year§•.: Depart. envelopes) Ppr Limitations for mailings for annexations, special districts, bonds is 60 days; CCP§§337 et seq, 349.4; GC§§34090, 54960.1(c)(1) Copies- :Copies;-' ien•Nq•' Mag' When No W Originals maintained by City City Clerk 640.10 Ordinances Longer ; 'ohget•. Yes(all) MfrPO D, S No Clerk Permanently; GC§34090 Required ',RettuVW HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive • "• •`•••'•• Image: Paper Active TGtal Vital? Media 1=Import after (OFR) (Off-site, , (in office) •Retention: Options M=Mfr OD or Mfr) .. S=Scan Imaged& C' Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department" If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and impIv 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). Each Department uses a different format to meet their Payroll Time and Attendance different requirements; Federal Yes: Before law requires payroll records for Lead Dept. Records-(contains employee/ 3 years 3 years. Mag supervisor signatures) Payment 3 years; FTB keeps 3 years; Published articles show 4-10 years; 29 CFR 1627.3(a); GC 34090 __ Confidential preliminary drafts and notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline, if Human Personnel Files(Department-level Separation+ leparitib� + Before Mag, required; Ensure records kept in Resources 700.10 Supervisor's Folder) 3 years years'.' Separation Ppr Department files comply with City policy; Originals are maintained by Human 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 City Preference; State& Separation+ eparaiion+ Before Mag, Federal laws require 2-3 years; Lead Dept. 700.10 Personnel Files(Training File) 10 years .•'10..yeara . Separation Ppr 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1)et seq., GC 12946, 34090 Lead Dept. 700.20 Personnel Work Schedules 2 years :2 years.: Ppr GC§34090 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy InactiveImage: Paper Active Total-'.' Media I=Import (OFR) (Off-site, • • Vital? after (in office) •Retention;• Options M=Mfr OD or Mfr) S=Scan Imaged& C' ? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Lead Dept. 160.10 Press Releases 2 years 2 years'.' Ppr' GC§34090 Departmental requests, and those not requiring the request Lead Dept. Public Records Requests(from 2 years yea Mag, be in writing are considered •.2 rs•.• Citizens and Attorneys) Ppr transitory records and can be destroyed when no longer required; GC§34090 Copies- ..Copies...• Purchasing is OFR; Financial Police Purchase Orders and Material When No :When.No•. Yes: Before Mag, audited annually; Requisitions Longer L recordsare onger•. Payment Ppr GC§ are 7 Required .f#equirk Receipts: Cash Receipts, Petty Cash Receipts, Accounts Receivable . . . . . Retained for auditing purposes; Finance Source Records(includes all cash 1 year 1 year 2 years. . Mag' Finance is Office of Record; GC receipts, copies of receipts, deposits, Ppr §34090.7 DUI's, refunds,fees, etc.) Mag, Yes: After Standard records management Lead Dept. Records Destruction Lists 2 years P P.:.:. Mfr, OD, S/I 2 years practice; GC§34090 Ppr Reference Materials: Policies, Lead Dept. Procedures, Brochures, Flyers, When .byt�en : Mag, p Manuals, etc.: Produced by OTHER Superseded Supeisi*e- Ppr Copies, GC§34090.7 Departments Reference Materials: Policies, Procedures, Brochures, Flyers, When No •lnihe. . . 140.10 or Manuals,etc.: Produced by Mag, 150.10 OUTSIDE ORGANIZATIONS Longer Ppr Non-Records (League of California Cities, Required Required; Chamber of Commerce,etc. HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 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) ReteAtlbn;• Options M=Mfr OD or Mfr) S=Scan Imaged& C' Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complain audits,Dendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Reference Materials: Policies, Statewide guidelines propose Procedures, Brochures, Flyers, Minimum of Miriirriuirn�of- Mag, Lead Dept. Manuals,etc.: Produced by YOUR 2 years years:' : Ppr superseded+2 or 5 years; GC Department §34090 Reference or Working Files: See Correspondence Reports and Studies(Historically Mag, Administratively and Historically 910.10, Yes: After Lead Dept. significant-e.g. proposed 10 years P R' Mfr, OD, S/I significant,therefore retained 910.20 Westminster Consolidation) Ppr 10 years permanently; GC§34090 Copies- . Cnpies, 910.10, Reports and Studies(Presented to When No •1Nherx'No. Mag' Yes: After City Clerk maintains originals; City Clerk Mfr, OD, S/I 910.20 Council) Longer J-onger. Ppr 10 years GC§34090.7 Required j2$qu fired; Information is outdated after 10 Reports and Studies(other than a years;statewide guidelines Lead Dept. 100.30 Historically significant reports-e.g. 10 years .IQ yfa •: Pr' propose 2 years; If historically Annual Reports) p significant, retain permanently; GC§34090 Copies- Comm. 960.20 Special Event Permits When No When.No.• Yes: Before Mag, Copies(Community Services is Services Longer ..•L-onge.r.;•: Event Ppr OFR); GC§34090.7 Required •Required. Lead Dept. Subpoenas 2 years 2 years.•: Ppr' GC§34090 Surveys/Questionnaires If a summary of the data is compiled, Mag Lead Dept. 160.10 the survey forms are considered a 2 years 2 y62F5 Ppr' GC§34090 draft or transitory record, and can be destroyed as drafts(When No Longer Required) HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Category ID# Records Description Retention/Disposition Comments f 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& C' Retentions apply to the department that is NOT the Office of Record OFR or the "Lead De artment". If you are the OFR, refer to your department retention schedule. 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, auditspending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Tapes: See Boards&Commissions As long as they are not retained When No .VV,hen-No-. in the"Regular Course of Lead Dept. Telephone Messages Longer .i Business". Consult the City,onger . Ppr Attorney to determine if a record Required .. . . . . •. is considered a draft. GC §34090, GC§6252 For Grant and IRS auditing purposes; Fire keeps their Time cards for 10 years; Each . . . Department uses a different Time Sheets/Time Cards-NOT format to meet their different ENTERED INTO KRONOS requirements; Department Yes: Before preference; Meets auditing Lead Dept. 5 years 5 years;•; Mag standards(audit+4 years); IRS (Temporary or Part-time time cards Payment requires 4 years; Ca. requires 2 with employee signatures-Library, yr min.; FTB keeps 3 years; Maintenance Yard, etc.)) Published articles show 4-10 years; IRS Reg§31.6001- 1(e)(2), R&T§19530; LC§ 1174(d);29 CFR 516.5; GC 34090 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 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) •Retention:• Options M=Mfr OD or Mfr) S=Scan Imaged& . � Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Department preference; Ethics Training is 5 years; Statewide Training-COURSE RECORDS guidelines propose 7 years; (Attendance Rosters, Outlines and Calif. Labor Division is required Materials) to keep their OSHA records 7 Mag, Yes:When years; EEOC/FLSA/ADEA(Age) Lead Dept. 710.20 Includes safety training. 2 years 3 years 5)rears' Mfr, OD, S requires 3 years for promotion, Ppr Inactive demotion,transfer, selection, or Certificates are maintained in the discharge; State Law requires 2 employee's training file in each 3 years for personnel actions; 8 Department CCR§3203 et seq., 29 CFR 1627.3(b)(ii), LC§6429(c); GC §§12946, 34090, 53235.2(b) Copies- Cop(e Mag, Yes: After 1996, all Treasurers Treasurer's Reports(Financial When No •-Whdn No' City Clerk 310.20 Mfr, OD, I When Reports were presented to Reports) Longer LbngeF:•: Required PMui•red,. Ppr Inactive Council; GC§34090.7 Video Tapes: See Boards, Commissions&Committees Department preference(Courts treat volunteers as employees), Volunteer Applications& Mag, EEOC/FLSA/ADEA(Age) Separation+ epaFatiQrj + requires 3 years for promotion, Lead Dept. Agreements -Successful Mfr, OD, S Yes: 1 year 3 years demotion,transfer, selection, or .3 years . Applicants Ppr discharge;29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC 12946, 34090 HUNTINGTON BEACH, CA©1995-2011 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: 9/6/1 1 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Category ID# Records Description Retention f Disposition Comments f Reference Record Image: Destroy Inactive Paper R Active Total•'•' Media I=Import ( ) (Off-site, (in office) •Retention:• Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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 complain auditspending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. . Department preference(Courts treat volunteers as employees); Volunteer Applications& EEOC/FLSA/ADEA(Age) Lead Dept. Agreements-Unsuccessful 3 years gears. Ppr requires 3 years for promotion, Applicants demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Inactive/ . Inactive/. Yes: While Lead Dept. Volunteer Emergency Contact Forms Separation+ 'Sep ration* volunteer is Ppr' GC§34090 2 years . .2 years-.' active Depart. Work Orders/Service Requests Providing All divisions CMMS DATABASE (Computerized Indefinite .Indefinite'. Mag Data is interrelated; GC§34090 Service/ Work Maintenance Management System) Depart. Work Orders/Service Requests- When No Me.n.No. Providing All divisions All Information Entered in CMMS Longer Preliminary drafts(the database Service/ 9 �.•�4ngar.•. Mag Ppr )2�quired: is the original); GC§34090 Work Database Required Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into City preference; CCP§§338 et Providing CMMS Database) 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©1995-2011 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: 9/6/11 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record x; Destroy Image: Inactive . . . Paper Active ' 'Total.'.' Media I=Import (OFR) (Off-site, in office) '•Retention. vital? Options M=Mfr after ( OD or Mfr) p 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. . last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complain audits,pending records requests, and/or investigations sus end 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 .E ojnpl�tiop Yes: Until Mag, Mfr, Yes: Consistent with City-wide 3 years S After standards; Statewide guidelines Services Instructors etc. +2 years -,A years ; Completion OD, Ppr 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 4 years 4 years, years; meets auditing Services etc.) OD, Ppr requirements, CCP^§337, 338, GC§34090 When No Wheri'No,• Foundation is a private non-profit Comm. • • • • Mag, Mfr, Art Center Foundation Longer Longer Services Required Required ; OD, Ppr §34090 Consistent with Operational Comm. Complaints; CCP§§338 et seq., Beach Maintenance Log 3 years 3 years'•' Mag Services 340 et seq., 342, GC§§945.6, GC §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Inactive Destroy Active '•'Total•'•' Media I=Import Paper (OFR) (Off-site, • • Vital? after, (in office) Retentidri• Options M=Mfr 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 ears since destruction is normally performed by file folder. Litigation, claims, complain audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. . Department preference; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; HUD Case Management Files: Project requires 3 years; statewide Self-Sufficiency, Senior Services, Yes: guidelines propose 4 years; 7 CFR Comm. Inactive+5 rnactive'+'5' 3016.42; 21 CFR 1403.36& Services Meals, Transportation, etc.: ears Before Mag, Ppr y years'.'. 1403.42(b); 24 CFR 85.42, Applications, Scholarships, Event 91.105(h), 92.505, 570.490, & Program Files, etc. 570.502(a&b), 28 CFR 66.42; 29 ; 40 CFR 31.42;44 CFR 97.42 CFR 13.42; 45 CFR 92.42; OMB Circular A-110&A-133; GC §34090 Comm. Emergency Contact List When :-When;•:• Mag, Mfr, Transitory Record; GC§34090 Services Superseded -Superseded' OD, Ppr 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 .In&fnite Yes Mag, Ppr fields are inter-related; GC§34090 et seq. Life of , Public Vehicle Equipment Maintenance History :Life of Department Preference; GC quip Works Numbers (Beach Equipment) Equipment+ ]E P6t+ Mag, Ppr 2 years §34090 2 years: Comm. Facility Use Requests(Room Yes: Services Reservations, Parks, etc.) 2 years 2.years: Before Mag, Ppr GC §34090 Event Comm. Yes: Services Film Permits 2 years ., 2years.,'. Before Mag, Ppr GC §34090 Event HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive • ••`• `•'••�• Paper Active 'Total- Vital? Media 1=Import after (OFR) (Off-site, .. • , (in office) Retention• Options M=Mfr 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. . last document+2 ears since destruction is normally performed by file folder. Liti ation claims, complain auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Human Resources Initial Incident Reports(medical Copies-Risk Management is 1 year 1:year .'. Mag, Ppr /Risk and non-medical) 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 4 years 4'yt:2r.S.'. During Mag, Ppr upon an instrument in writing"or Service (Applications, etc.) 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 Department preference; Statute of Comm. . . . . Mag, Mfr, ea Services Limitations for contracts is 4 years, Meals on Wheels 5 years :5 yrs•:• OD, Ppr personal property 3 years; meets auditing requirements; CCP ^§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. City Clerk/ Park Development Master Files When No *When.No., Planning/ Mag, Mfr, Yes: 1 Department Preference; GC§ (Capital Improvement Projects, Longer Longer.;. OD, Ppr year 34090.7'. S Public Plans,etc.) Required Required Works Comm. Parking and Camping Registration 2 years . .2year$,.• Mag, Ppr GC§34090 Services Forms/Parking Passes Comm. Parking Meter Repair& 2 ears 2 ear Ma P r GC 34090 Services Maintenance y y' g' p § HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Category ID# Records Description Retention/Disposition Comment s/Reference Record . . . Image: 7�j 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& 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 complain audits, pendingrecords requests, and/or investigations sus end normal retentionperiods retention resumes after settlement Q. Comm. Parking Ticket Receipts/Numbers Services Sold 2 years 2 Yeats'.' Ppr GC§34090 Comm. Department preference; Data Services Recreation Database Indefinite Indefinife Yes Mag, Ppr fields are inter-related; GC§34090 et seq. EEOC/FLSA/ADEA(Age)requires Recurrent Personnel Files: 3 years for promotion, demotion, Includes application, separation, transfer, selection, or discharge; Comm. loyalty oath,training and Separation+ Separation+ Yes: Until State Law requires 2-3 years; Services certificates, disciplinary actions, 3 years 3 years;•: Separation Mag, Ppr retirement benefits is 6 years from last action; 29 CFR 1602.31 & commendations, Personnel Action 1627.3(b)(ii), 8 CCR§3204(d)(1) Forms-Excludes Medical Records et seq., GC§§12946, 34090;29 USC 1113 Registration Forms, Class Rosters, Yes: Department Preference; Statute of Comm. Event Sign-ups(May include Hold During Mag, Mfr, Limitations for personal property is Services Harmless, Medical Release, 4 years 4 y �S Class or OD, Ppr 3-5 years; CCP§337, 338 et Liability, &Waiver Agreements) Program seq., GC§34090 Comm. Services School District Facility Use Forms 2 years z years Mag, Ppr GC§34090 Department preference; Statute of • • Yes: Comm. Limitations any"...liability founded Senior Transportation Program 5 years . . . . : :s.':. Before Mag, Ppr upon an instrument in writing"or Services not specifically provided for is 4 Event years; GC§34090, CCP§§337, 343 Comm. Life of .Lifs bf•,'. Department Preference; GC Services Ship's Logs Vessel+2 .Vessel+2' Mag, Ppr §34090 Years .: ears.'.,'. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Ijsive Paper Active Total•'•' Media I=Import (OFR) (O Vital? after (in office) Retention'• Options M=Mfr O 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 ears since destruction is normally performed by file folder. Liti ation, claims, complain audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Comm. Special Event Permits/Specific Yes: Services Events 2 years 2;y�4rg Before Mag, Ppr GC§34090 Event Comm. Transportation Trip Sheets 2 years 3 years gears. Ppr Department Preference(complies Services with OCTA contract); GC§34090 Comm. Vehicle Maintenance History Life of ••'Life of•' Services (Beach Vehicles) Vehicle+2 U2h.cI. .+•2' Mag, Ppr GC§34090 years '-'..years:.' Comm. Vehicle Safety Checks/Daily . . Department Preference(complies Services Vehicle Inspections/Vehicle 2 years 3 years S dears. Ppr with OCTA contract); 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 34090 Comm. Youth Awards 2 years :2;year Ppr GC§34090 Services HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-1 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& 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, complaint audits, pending records re uests and/or investi ations sus end normal retention periods retention resumes after settlement). When No •W n o Econ. 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 MIniMUrh 2 Issues years ;.years'•' Econ. City-owned Properties: APN Sale of S2le.Of:. Department preference; GC Develop. Files(Assessor Parcel Number Property+2 P.roparty.+.2 Mag, Ppr p. Files) years years. §34090 Commercial Rent Subsidy TeYniiriation Mag, Mfr, Original agreements are Termination City Clerk Agreements,Annual Payment +5 years +.5 years; OD, Ppr approved by the City Council; GC files, correspondence, etc. §34090 et seq. Econ. Consolidated Action Plan 5 years 5;years.' Mag, Ppr Consolidated Plan Requirement; Develop. GC §34090 Statute of Limitations any "...liability founded upon an Econ. Emerald Cove Senior Housing Yes: Before instrument in writing"or not 4 years ; g-years. Mag, Ppr p Develop. Administration Files Event specifically provided for is 4 years; GC§34090, CCP§§337, 343 Environmental Determinations When No ;Wren;Plo; Yes: Until Planning is OFR; Final EIRs are (Environmental Impact Reports Mag, Mfr, Yes: 1 required to be kept a"reasonable Planning Longer �ong�r. Project S/I (EIRs), Negative Declarations, OD, Ppr year period of time"; 14 Cal Code etc. Inside Cityboundaries Required F*uije6; Completed Regs§15095(c); GC§34090.7 When No •When'Pfo' Longer Longer•.: Econ. Feasibility Studies,with or Mag, Mfr, Required R�gUired' GC§34090 Develop. without a project (minimum 2 (triinlmum'2 OD, Ppr years) -.years] HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-2 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) R06rit on. Options M=Mfr 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 ears since destruction is normally erformed by file folder. Litigation, claims, complain audits. pending records rogue ts and/or investi ations sus end normal retention eriods retention resumes after settlement. Consistent with Consolidated Housing-Affordability Plan Requirements; Required for Monitoring Files(includes bond 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, Ppr year 1403.42; 24 CFR 85.42& affordability restrictions) 570.502(b), 29 CFR 97.42, GC §34090 Housing-Inclusionary- Econ. Applications to Purchase- 2 years •2•9ear9;• Mag, Ppr GC§34090 Develop. NOT approved(withdrawn or denied) HUD requires 5 years after the project completion; documents imposing recapture/resale Housing Projects&Services - restrictions are 5 years after the Econ. NO RECAPTURE/RESALE • • •. Yes: Until Mag, Mfr, Yes: 1 affordability period terminates, 2 years 3 years ;5•yggr •. S/I Uniform Admin. Requirements for Develop. RESTRICTIONS(Compliance Paid OD, Ppr year Grants to Local Governments is 3 Monitoring) years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42, 92.508(a)(c)(2)&570.502(b), 29 CFR 97.42, GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver.8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-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) Reteritori• Options M=Mfr 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+2years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records re uests and/or investigations suI) .. end normal retention eriods retention resumes after settlement). 5 years Afte years Y#fter HUD requires 5 years after the the the project completion; documents Affordabilityffordability imposing recapture/resale Period eriod. . restrictions are 5 years after the Housing Projects&Services - affordability period terminates; Terminates, •Termirates; Econ. WITH RECAPTURE/RESALE Yes: Until Mag, Mfr, Yes: 1 Uniform Admin. Requirements for Develop. RESTRICTIONS (Compliance 2 years or the •pr;th.e,•. Paid OD, Ppr S/ ( p p year Grants to Local Governments is 3 Written -Writteh Monitoring). Agreement ;,4g�eenienf years from expenditure report; statewide guidelines propose 4 Terminates, •Te'rniiriates; years; 24 CFR 85.42, Whichever 'U1lliidh. . 92.508(a)(c)(2)&570.502(b), 29 is Longer ig L'ohget. CFR 97.42, GC§34090 Econ. Housing-Loan Applications: 2 years . .2.years . Mag, Ppr GC§34090 Develop. Not Funded 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 t 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.Develop. Litigation Guarantees P Yes Mag, Mfr,r, S Yes: After For protection from litigation; GC Inactive. P,' OD, Ppr §34090 et seq. When No Wlierl.Nd L.onget. . Econ. Market Study, Prospective Longer •- ,Mag Mfr, § Required- ROutrdd' GC 34090 Develop. Financial Analysis Minimum 2 ArtirtimUny:2 OD, Ppr ears ea r HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-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) •-RbiMt on,. Options M=Mfr 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 ears since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention eriods retention resumes after settlement. Project Files-Active(e.g. Pier, Department Preference; City Blocks,etc.): Includes Yes: After Econ. Termination Termina'ti'or Yes: Before Mag, Mfr, Clerk Maintains originals of all Environmental Documents, S Project Develop. +5 years '.+.5.yeers' Completion OD, Ppr documents that were presented Planning Documents, Phases, Completion to Council or RDA; GC§34090.7 etc. Econ. Proposals, Development and 2 years ..year Mag, Ppr GC§34090 Develop. Analysis of Alternatives Real Estate(includes deeds, When No Whan-lio.. Yes: Before Mag, Mfr, Yes: After City Clerk abandonments, easements, Longer Lnng'r. Purchase or OD, Ppr Inactive S City Clerk is OFR; GC§34090.7 right-of-ways, vacations, etc.) Required Required Sale When No -,*Wfien•.No- Longer Econ. Real Estate Appraisal Reports ••; qu er ( Develop. (all) Required- •Requirred� Mag, Ppr GC§34090 Minimum 2 Miriirrnjrra 2 ears :years Real Estate Title Reports/Title Econ. ••••.•. Mag, Mfr, Yes: After Develop. Insurance/Litigation P P Yes OD, Ppr S Inactive Copies; GC§34090.7 Guarantees Consistent with Claims; CCP§§ City Settle+ 1 Settle+4 •Settle'+;5 Yes: Until Mag, Mfr, Yes: After Attorney Relocation Appeals year years •:•:years : , Settlement OD, Ppr S Inactive 337 et seq.; GC§§945, 34090, 34090.6; PC 832.5 When No .blltien Nci Site Clearance/Soils Yes: Before Mag, Mfr, Fire Remediation/Mitigation Longer .longer. ., Completion OD, Ppr S No Copies; GC§34090.7 Required .ReWired Statement of Indebtedness/ When No -When N;o Mag, Mfr, S/I Yes: 1 Finance Annual Report to State/State Longer Longer•:• OD, Ppr year Copies; GC§34090.7 Controllers Report Required Requited Econ. Tax Rebate Agreements, Termination ,TerMirlati4in Mag, Mfr, Consistent with City-wide Develop. Annual Rebate Files +5 years I OD, Ppr I standards; GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Tbtal'•'• Media I=Import (OFR) (Off-site, Vital? after (in office) 'Retentieh' Options M=Mfr 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 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. ACCOUNTING Department Preference; IRS:4 Finance/ • ' . . . • Ma Mfr, Yes: Years after tax is due or paid Accounting 1099's Issued 2 years 3 years .'5 years'.' g' S/I After 1 (longer for auditing&contractor 9 OD, Ppr year delinquency); Ca. FTB: 3 years; 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: 3years;-IRS Reg 2 years 3 years :5years:.' S/I After 1 §31.6001-1(e)(2), 26 CFR Accounting federal income tax-retirees) OD, Ppr year §31.6001-1, R&T§19530, GC 34090 IRS Regulation 31-6001-1 four years after the due date of such Finance/ No Longer in iV�Longer in Yes: tax for the return period to which Mag, Mfr, the records relate, or the date Accounting W-4P(Retirees) Effect+4 Effe'ct't'i3:. S/I After 1 9 OD, Ppr such tax is paid,whichever is the years years: year later; IRS Reg§31.6001-1(e)(2), 26 CFR§31.6001-1, R&T 19530, GC§34090 Accounts Payable/Invoices(All Records and Reports-Includes Yes: Finance/ Invoices,Travel Expense • • • • • Yes: Until Mag, Mfr, Statewide guidelines propose 2 years 3 years :5 dears Accounting Reimbursements, Postage, Credit Paid OD, Ppr year audit+4 years, GC§34090 Card Transmittals, Redemption Records, etc. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy InaJ-site, •• "•``••••••• Paper Active Total''•'`• Media I=Import (OFR) (Of > (in office) 'Reteftion.' Vital. Options M=Mfr after OD 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 imp1y a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,eending records re uests, and/or investigations sus end normal retention periods retention resumes after settlement V. Accounts Receivable(All Records and Reports, including Auction Yes: Finance/ Receipts&Records, BID(Business ' ` ' Yes: Until Mag, Mfr, Statewide guidelines propose 2 years 3 years :'.5.years. Accounting Improvement District), Parking Bail, Paid OD, Ppr year audit+4 years;-GC§34090 Taxes, TOT, Sale&Use Tax, Schedule of Investments Termination 'Terrriinatioh Yes: Finance/ Accounts Receivable: Billing for Yes: During Mag, OD, Retained to cover auditing of Service+ bf's�ivice+ S/I After 1 Accounting COBRA and Retiree Medical 5 years .'.9.years. Service Mfr, Ppr year standards; GC §34090 Assessment District Projects Payoff of ,Pa�df of. City Clerk Maintains Originals; Finance/ • Yes: Until Mag, Mfr, Yes: 1 (Accounting/Payment District+5 .District:+.5. S covers auditing standards; GC Accounting Administration Records ears Payoff OD, Ppr year . .years.,•: §34090 Finance/ Audit Management Letters(not • • Mag, Mfr, Yes: Department Preference; GC 5 years 5,years'.' S/I Accounting CAFR) OD, Ppr After 1 §34090 Copies- Copies= Yes: When No Whbn"No'• Mag, Mfr, City Clerk Audits S/I After 1 GC§34090.7 Longer .'Lbrig�r:•: OD, Ppr Required .'Roqulred' year Finance/ Audits(Performed by City Resolution+ Resolutidn'+ Consistent with Code Accounting employees) 2 years :2 jFea'rs: Mag, Ppr enforcement, meets auditing requirements; GC§34090 Bank Reconciliation&Statements (includes bond statements),Trustee Yes: Finance/ Statements, Transaction Ma 2 years 3 years g, Mfr, S/I After 1 For auditing purposes; GC 5,yars' Accounting Statements,Wire Transfers, Check OD, Ppr year §34090, 26 CFR 31.6001-1 Listing Audit Trail, Deposits, Returned Checks Billing Records(customer name, Finance/ Yes: When Yes: service address, meter reading, Mag, Mfr, Consistent with Accounts Fiscal 2 years 3 years ;5 years,•• Account I After 1 Services usage, payments,Auto Pay Open OD, Ppr year Receivable, GC§34090 Applications, etc. HUNTINGTON BEACH, CA. ©1995-2011 Gladwe►I 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: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference 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& 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+2years), 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. Budget Hearing and/or Review When No Where No. Finance/ Drafts-Department Preference; Budget (Development Documents& Longer . .L•or�ger.•. Mag, Ppr GC§34090.7 Preliminary Budget) Required .Required: Department Preference; City Finance/ Budget Transfer Requests& 2 years 3 years . .5.y. . .•. Current Mag, Mfr, S/I After 1 Clerk maintains originals; longer Accounting Journals : . Fiscal Year OD, Ppr year for administrative value; GC §34090.7 Copies- '.Copies.. . Yes: Yes: City Clerk is OFR: Must be filed When No .Wherr No'. Mag, Mfr, City Clerk Budgets-Adopted Longer .-Longer-.• Current OD, Ppr S/I After 1 with County Auditor; GC§34090, Required .•Fke.qu.ired.-. Fiscal Year year 40802, 53901 Finance/ Business License Applications and Termination Terniinat)on Yes: Until Yes: Termination Mag, Mfr, Retained for Auditing purposes; of Business Fiscal Renewals(includes Home of Business p(B.u$ir ens Termination OD S/I After 1 Services Occupation Permits +5 years +.5 years.• of Business , Ppr year GC§34090 Finance/ Business License Computer When .•When•. Fiscal Generated Reference Reports Superseded Sup erseded Mag, Ppr Transitory Records; GC§34090 Services Finance/ Business License Notice of Fully Paid + Fylljr-es id[+ Yes: Until Meets auditing needs; GC Fiscal Violations and Civil Citations 2 years ..'.2 years•: Paid Mag, Ppr §34090 Services Yes: Statute of Limitations is 4 years, Finance/ Mag Mfr statewide guidelines propose Check Registers 2 years 3 years :5 ye , ,ars',' S/I After 1 Accounting OD, Ppr year Audit+2 years; GC §34090, CCP§337 Yes: Statute of Limitations is 4 years, Finance/ Checks-Canceled (Cashed)or 2 years 3 years .5 years•. Mag, Mfr, S/I After 1 statewide guidelines propose Accounting Voided OD, Ppr Audit+5 years, GC§34090, year CCP§337 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Tbtbl'•' Media I=Import (OFR) (Off-site, Vital? after (in office) Retention' Options M=Mfr 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 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'=.` Yes: City Clerk retains original City Clerk Comprehensive Annual Financial When No Wlien Mo:. Mag, Mfr, S/I After 1 permanently, statewide Report(CAFR) Longer Conger OD, Ppr year guidelines propose 7 years; ; GC Required •Required•; §34090.7 Finance/ Department preference; Customer Accounts(Closed 3 years after 3 years:aftet Fiscal Mag, Ppr Published articles show 7 years Services Business Licenses or Utilities) terminated terminated. 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 fields are inter-related; GC (Enterprise Resource Planning) Indefinite :I,ixlefiriite•. Data Yes Mag, Ppr Data et se Accounting Database _§ q Consistent with Accounts Finance/ Fixed Assets-Auction/Disposal/ Mag, Mfr, Yes: Receivable; Statute of limitations 2 years 3 jea 5 years'•' S/I After 1 is 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 2 years 3 5 years:•: S/ Accounting of Infrastructure and Buildings OD, Ppr After 1 §34090 When No .When No-. Yes: Finance/ Mag, Mfr, Preliminary documents(the General Ledger: Final year-end Longer •.•lot?ger•.`• S/I After 1 Accounting Required F7egdirec� : OD, Ppr year database is original); GC§34090 Department Preference, IRS:4 Yes: years after tax is due or paid Finance/ Indirect Cost Plans 2 years 3 .•.5 years. . Mag, Mfr, S/I After 1 (longer for auditing&contractor Accounting OD, Ppr delinquency); Ca. FTB: 3 years; year IRS Reg§31.6001-1(e)(2), R&T §19530, GC§34090 Invoices: See Accounts Payable HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of 1Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Tbtal'•'• Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& 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.g. last document+2 ears since destruction is normally Performed by file folder. Liti ation claims complain audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Finance/ Mag, Mfr, Yes: Department Preference; Statute Accounting Journal Entries 2 years 3 years . 5 years.,. OD, Ppr S/I After 1 of Limitations is 4 years; GC . year §34090, CCP§337 Journals, Ledgers, Reconciliations, Registers, Reports, Transaction ' '.' '.'• Preliminary documents(the Finance/ Histories, Balance Sheets, Budget When No .VVlielY No-. Yes: g Longer •'•4otlger•.• Mag, Mfr, S/I After 1 database is original);statewide Accounting Adjustments(MONTHLY OR OD, Ppr guidelines propose 2 years; GC PERIODIC) Does NOT include year Required ; Required , year §34090 end General Ledger. Finance/ Oil Production Tax 2 years 3 years .5 dears•.• Mag, Ppr Retained for auditing purposes; AccountingGC§34090 Finance/ State Controller's Report/ Mag, Mfr, Consistent with periodic report/ Accounting Statement of Indebtedness 2 years 3 years S•years•:• OD Ppr S/I After 1 journal retention; GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive ''••'•`�'• '� Paper Active TbtbA `'• 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 years), since destruction is normally performed bv file folder. Litigation, claims, complaints, audits,mendin records requests, and/or investigations suspend normal retention pprinrdk retention resumes after settlement. CENTRALSERVICES, � a� Finance/ ` ' OFR depends upon who opens Unsuccessful Bids or Proposals(for Bid Opening .beni Central p ng bids opened by Central Services) +2 years :+2'yeaPs:` Ppr the bid(e.g. City Clerk); GC§ Services 34090 Term varies, and can be a multi- year contract; City Clerk is OFR Finance/ for those that go to Council; Central Successful Bids or Proposals 3 years 3`yea'rs... Yes: Until Mag, Ppr Statute of Limitations for Services (products or services) Completion contracts is 4 years; CCP§§337., 337.1(a), 337.15; GC§34090 et seq. Department preference; Finance/ Consistent with Accounts Purchase Orders: Goods& Yes: Until Mag, Central 2 years 3 years ;.5 dears-. ; Published articles show Services Products Paid Ppr, OD 3 years; Statute of Limitations is 4 years; GC§34090, CCP§337 Consistent with agreements and Finance/ Vehicle and Equipment Leases Expiration of �cp ration:of Yes: contracts; Statute of Limitations Mag, Mfr, Central (when the vehicle or equipment is Lease+2 3 years Lea9e'+''•5 S/I After 1 for contracts is 4 years; CCP Services not subsequently purchased) ears ears•,; OD, Ppr year 337., 337.1 a , 337.15; GC §34090 et seq. Finance/ Upon lJporl` Mag, Mfr, Provided to new owner; GC Central Vehicle Title("Pink Slips") Disposal of Di9pbsar of. OD, Ppr S/I No §34090 Services I Vehicle Vehice, HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive . Active •'•Total'•'• Media I=Import (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+2years), 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). PAYROLL IRS: 4 years after tax is due or Yes: paid (longer for auditing& Finance/ DE-6, DE-166 &941 Forms- Mag, Mfr, contractor delinquency); Ca. 2 years 3 years ..-5 years-. S/I After 1 Payroll Quarterly Payroll Tax Returns OD, Ppr year FTB: 3 years; IRS Reg§31.6001- 1(e)(2), 26 CFR§31.6001-1, R&T§19530, GC§34090 Upon Upor1•' Se r�ti0rt,. Finance/ Employee Payroll File(includes W- Separation,Send to .Senti to'. Mag, Ppr Retained to match other auditing Payroll 4s, etc.) Human .,.Human.,. periods; GC§34090 Resources fesources• Finance/ Completion Obrttpl. .. Department preference; Retained Payroll Garnishments(all records) +2 years 3 years .#•5 0Ie1i6 . Mag, Ppr to match other auditing periods; years GC§34090 Preliminary documents/ When No When Nb•• Yes: transitory records(the database Finance/ Payroll Registers(all, except year- Mag, OD, Longer '•L'o'nger•:• S/I After 1 is the original); statewide Payroll ending) Mfr, Ppr Required •Reg9ir'ed•' 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- 2 years P P. S/I After 1 statewide guidelines propose Payroll W-2 Report) Mfr, Ppr 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 5 years 5 dears ` S/I After 1 auditing standards; GC§34090 Payroll PERS(Employers Statement) Mfr, Ppr year et seg. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive •• ' •`••'• • Paper Active Totaa"• Media I=Import (OFR) (Off-site, Vital? after (in office) 'Ketentien' Options M=Mfr 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 normallK cerformed b file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Copies- .Eopies=. Copies(originals retained in Yes: Human Personnel Transaction Forms When No When)do•. Mag, OD, S/I After 1 employee's Personnel File); Resources (Payroll Copy) Longer Longer•. Mfr, Ppr retained to match other auditing year Required Required.: periods; GC§34090.7 Department preference, IRS:4 yrs after tax is due or paid; Ca. Finance/ W 2's P ,. �' . :. Mag, Ppr FTB: 3 years;Articles show 7 Payroll years; IRS Reg§31.6001-1(e)(2), R&T§19530; 29CFR 516.5- 516.6, 29USC 436, GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 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) Retentioh 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+2years), since destruction is normally performed by file folder. Liti I gation, claims, complaints, audits, pendinq records requests, and/or investigations suspend normal retention periods retention resumes after settlement. TREASURY MANAGEMENT City Final ,in :• Yes: Until Retained for auditing purposes; Treasurer Bankruptcies Resolution+ R]e$01u(ign+ 2 years ;2•yearrs:•: Paid Mag, Ppr GC§34090 Return to Retixn to Yes: Until After Notice of Completion has City Issuer Upon issuer:Upo�i Mag, Mfr, Bonds-Cash Project is S No been filed, no longer needed; Treasurer Council •'Council•'• OD, Ppr ;D{te�ton; Complete GC§34090 Direction Statute of Limitations for bonds, mortgages,trust deeds, notes or debentures is 6 years; Bonds •CanceJfat.,' issued by local governments are Yes: Maturity 10 years I After 1 city Bonds-Debt: Investment Records Redermtipri Mag, Mfr, 10 years; There are specific y Treasurer (Finance holds actual bonds) of•IVF' rity.+ OD, Ppr requirements for disposal of ••10:years•. year unused bonds; CCP§§336(a)(1) &(2), 337.5(2); GC§43900 et seq.; GC§53921(City Treasurer destroys bonds) Expiration of EX i. . 6n*cityof Yes: Until Treasurer Bonds-Maintenance Bond +2 •B d:+'2.. Project is Mag, Mfr, S No GC§34090 years ., years;.•.;. Complete OD, Ppr Return to -Return to-. Yes: Until After Notice of Completion has City Issuer Upon Issuer Upon Mag, Mfr, Treasurer Bonds-Performance Council •,Council. Project is OD, Ppr S No been filed, no longer needed; Direction ;Dj�eeXigi�`i• Complete GC§34090 Cash Receipts(Numeric Control- Copies(City Treasurer retains Finance Green Copy) 1 year '•1 year•:'• Mag, Ppr numeric control copy for auditing purposes); GC§34090.7 City Closed ^•Cabsed- Y Yes: Until Civil Citations (fully paid) .E61yplid), Mag, Ppr GC§34090 Treasurer +2 ears '+2 ears•: Closed . HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record •:'•:'•.•'1,. Destroy Image: Inactive Paper Active Tbtal, Media 1=Import (OFR) (Off-site, ~ ' Vital? after (in office) 'Retentieh 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. Li ation, claims, complain s auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Yes: Department Preference City Collections/VWA 2 years 5 years .7.N4@rs" ` Mag, Ppr S/I After (Negative credit information is Treasurer retained for 7 years on consumer Inactive credit reports); GC§34090 Collection Agencies continue to collect as long as they wish; Collections: Unpaid or Uncollected Yes: City Mag, Mfr, Library sends unpaid accounts Debts: Small Claims, Parking, Until Paid {�n)il:Piil S/I After 1 Treasurer Library, Returned Checks, etc. OD, Ppr year directly to the collection agency, Department Preference; GC §34090 City Daily Batch Work Files 2 years 2.jars:•' Mag, Ppr GC§34090 Treasurer City Treasurer Daily Cash Forecast Files 2 years 2 years Mag, Ppr GC§34090 Yes: Department preference(meets City F Deferred Compensation Statements 2 years 3 years . Mag, Mfr S/I After 1, auditing standards); Published Treasurer (Investments Only) 5 years. OD, Ppr year articles for bank statements show 4-7 years; GC§34090 City Deposits, Daily Cash Reports& ' ' . ' ' Consistent with auditing 2 years 3 years dears : Mag, Ppr Treasurer Receipts standards; GC§34090 All tangible property held by government agencies escheats City Escheat(Unclaimed money/ Escheat+2 Escheat+2 after 3 years; Statute of Treasurer uncashed checks) years Years.'..' Mag, Ppr Limitations is 1 year for seized property; Meets auditing requirements CCP§§340(4),GC 34090 HUNITINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image; Destroy Inactive Paper (OFR) Active (Off-site Vital?Vital? Media 1=Import after (in office) Retention' Options M=Mfr 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 implv a full file folder(e.g. 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), Investment Files: Individual Transactions(Broker confirmations, Supporting documentation for City Certificates of Deposit,osit, Wire 2 y ears 3 y ears a r'$•: Ma Ppr Investments of Operating Funds, Treasurer y g' p meets auditing standards; GC Transfers, Broker Confirmation, Bid §34090 data, bank rates, etc.) Investment Files: Monthly Finance Statements(Broker Statements, 2 years 2 ye2rS.'. Mag, Ppr Copies; GC§34090.7 Month) 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, Mfr, Yes: slips; other cities show audit+7- 2 years 5 years .•.7.years. S/I After 1 10 years; statewide guidelines Treasurer (Direct Investments) Disposal OD, Ppr year propose permanent; FTC Reg's rely on"self-enforcement"; GC§§34090,43900 City ' ' . . Department preference; meets Treasurer Investment Reports 2 years 8 years ¢yea(s: Mag, Ppr auditing standards; GC§34090 City Legal Opinions Relating to the City Yes: Until Mag, Mfr, Yes: Department Preference; GC Attorney Treasurer 2 years P p . ',. Superseded OD, Ppr S/I After 1 §34090.7 City Liens P .:P;:;.:,: Yes: Until Mag, Mfr, S Yes: 1 GC §34090(a Treasurer Paid OD, Ppr year § ( ) City Treasurer Notice of Decision(3rd Party) 2 years . 2.years. Mag, Ppr GC§34090 Reports-Except Sympro and When No Wheri'No`• Finance Investment Reports Longer Mag, Ppr Copies; GC§34090.7 Required IFit: wired'. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 11.1 RECORDS DETENTION SCHEDULE: (FINANCE Page FIN-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive •••••�•'•`• � Paper Active Total'`•"• Media 1=Import (OFR) (Off-site, , � .. Vital? after (in office) •IZeten#ion.' Options M=Mfr OD or Mfr) 5=5can Imaged& C' ? 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 ears), since destruction is normall erformed b file folder. Liti ation, claims, com laints, audits, endin records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Department preference(exceeds City Reports-Sympro and Investment " ' Treasurer Reports 2 years 8 jea �O.yrg Mag, Ppr auditing requirements); GC §34090 City Fully Paid + Fulajr Paid+ Yes: Until Mag, Mfr, Yes: 1 Meets auditing needs; GC Treasurer Small Claims 2 years :'2 dears• Closed OD, Ppr S year §34090 City Transient Occupancy Tax(TOT) 2 years 3 -.'�years• Yes: Until Mag, PprRetained for auditing purposes; Treasurer Paid GC§34090 City Mag, Mfr, Yes: For auditing purposes; GC Treasurer Wire Transfers 2 years 3 dears•:• OD, Ppr S/I After 1 §34090, 26 CFR 1.6001-1 City Working Files(Administrative, 2 years :•2•years•:• Mag, Ppr Consistent with City-wide Treasurer Parking Citation, etc.) standards; GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Category ID# Records Description Retention/Disposition Comments I 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=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. . last document+2 ears, since destruction is normal!y Performed by file folder. Litigation, claims, complaints, audits, pendinq records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CHIEF I ADMINISTRATION Fire Background Files-Employees, Separation+ Separation:fi Mag, Yes: After Retained for administrative value; Mfr, OD, S/-I Volunteers& Reservists 5 years :5'years:•: Ppr QC GC§34090 Department preference;All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years Fire Grievance Files Disposition 4.. . . .. Mag, after action is taken; 29 CFR +4 years . + A.years..• Ppr 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 .Finial' .' complaint; State requires 2 years Internal Affairs I Investigations I Mag, Fire Disposition 13ispos�fion: after action is taken; Statute of Discipline Files +4 years ••*4 j dars: Ppr Limitations is 4 years for misconduct; EVC§1045, GC §§12946, 34090, PC§§801.5, 803(c), 832.5, VC§2547 Department Preference(other departments keep 3 years); 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 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy Active (Off-site, Total ' Vital? Media I=Import Paper after (OFR) (in office) ".Retention'. Options M=Mfr Imaged& OD or Mfr) S=S an 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. Liti ation, claims, complain audits, pendinq records request and/or investi ations sus end normal retention eriods retention resumes after settlement. Department preference; Ensure records kept in Department files comply with City policy; Originals Human Personnel Files-Department- Separation+ Se�aration't Before Mag, are maintained by Human Resources level Administration Files 30 years .I...30`years. Resources; State&Federal laws • Separation Ppr require 2-3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC§§12946, 34090 Department Preference; retained to comply with ISO(Insurance Personnel Files-Training Files: Mag, Services Office) requirements and Separation+ Sepgratibri+ Yes: Until Yes:After Fire Training, Certificates, First Aid • • • • Mfr, OD, S for the convenience of former 5 years .'5:.years•'• Separation Separation Training Database,etc. Ppr employees; Paramedic/EMS Training is required for 5 years; 22 CCR 100176(d), GC§34090 Recruitment Files: Solicited: When No •.Whe[ No•. Copies-AS/Human Resources is Human Brochure, advertisement, Mag, OFR and retains for 3 ears; GC Longer .�.•l.oggeG;•:• y Resources unsuccessful applications, Ppr selection materials, tests, etc. Required .Requifec) §34090.7 Standard Operating Procedures/ Superseded Superseded Yes: Until Mag, Department Preference; CCP Fire Supersede Mfr, OD, S/I No §337 et seq., CCP§340.5; GC Policy and Procedure Manual +3 years 3 years.• d Ppr 34090; CFC§§ 104.6—104.6.4 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 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) .fY�tentiorr. 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+2years), 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 5 years :5 year :. Yes: Until Mag, GC§34090; CFC§§ 104.6— (violation database) Life Safety Resolution Ppr 104.6.4 Building& Mag' Yes: After Safety Certificate of Occupancy P .'.P. Mfr, OD, S/I 30 days Copies; GC§34090.7 Ppr Building& Certificate of Occupancy 1 y . year Mf aOD, S/I Yes: After ear Copies; GC§34090.7 Safety Applications Ppr. 30 days Police Citations- Parking Transfer to 7rans#ef:to Mag, GC§34090.7 Police Ixolice•" Ppr Civil Citations-Fireworks Yes: Until Mag, GC§34090 CFC§§ 104.6— Fire Citations, Overcrowding, False 5 years .5.Yeats' Expiration Ppr 104.6.4 Alarms,etc. Superseded .Superseded Knox Box(locked key to building Mag, Non-records used for reference; Fire or Life of .-or Life.of for emergency entries) Building ' .Building '. Ppr GC§34090 Occupancy Files: Commercial& Residential Facilities Not included Life of ' (ife of•:'• Department Preference; in the next section-Includes Fire Structure or Str'actiafeof: Mag, Inspections required for 5 years; Yes: After Fire Address Protection System Plans, Activity :y4etivitg•;' Mfr, OD, S/I CCP§337 et seq., CCP§340.5; Operational&Construction 30 days p (minimum 5 •.(rriiriicn�i�'S' Ppr GC §34090; CFC§§ 104.6— Inspections, Evacuation Plans, years) '•years):•' 104.6A etc. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Category ID# Records Description Retention/Disposition Comments f Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total. Vital? Media I=Import Paper after (in office) ~.Retentionr. Options 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 be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complain , audits,pendin2records requests and/or investi ations sus end normal retention periods retention resumes after settlement. Occupancy Files: Hazardous Materials Storage, Underground Storage Tanks(USTs),Above Department Preference; Life of Ground Storage Tanks (ASTs), or ;` ; Mag, Inspections required for 5 years, Business Yes: After Fire Address Multiple Violations. Includes Fire P P.• Yes(all) Mfr, OD, S/I CCP§337 et seq., CCP§340.5; Protection System Plans, Permits, (minimum 5 Ppr 30 days GC§34090; CFC§§ 104.6— Operational&Construction years) 104.6.4 Inspections, Sprinklers, Evacuation Plans, etc. Department Preference; Life of the .` Life nfalie., Mag, Inspections required for 3 years; Fire Address Oil Well Information and Well+ 10 .Well':P.'1 -, Yes(all) Mfr, OD, S/I Yes: After CCP§337 et seq., CCP§340.5; Inspections years years. Ppr 30 days GC§34090; CFC§§ 104.6— 104.6.4 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 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-sine, ..Rotentiory. Vital. 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-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normallyperformed by file folder. Liti anon, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). EMERGENCY SERVICES/EMERGENCY OPERATIONS CENTER Fire Disaster Claims(FEMA Settlement+ Sg#(lement+ Mag, Yes: After Department Preference; GC Reimbursement Records) 3 years years; ; Mfr, OD, S/I QC §34090 Ppr Emergency Operations Plan Superseded Mag, Fire Address (Office of Emergency and P P••••'. Yes(all) Mfr, OD, S/I No GC§34090 Management&Homeland Approved Ppr Security) Superseded $upergedgd; 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 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 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) ' .Retentiorr. Options 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 im 1 a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Lifiryation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). f< r HAZ MAT PREVENTION Community Services, Public Works and Fire retain.some Fire/ HazMat Clean-ups, Federal Clean- ...:.:. Mag records until the employee is Public ups and/or Exposure Records 2 years 28 years •,•30:years•: Mfr, OD, S Yes:When separated from employment; Works/ (e.g.Ascon Oil, Landfills) Ppr Inactive Claims can be made for 30 years Planning for toxic substance exposure, 8 CCR§3204(d)(1)et seq., GC §§12946, 34090 Department Preference; If records were not produced by the City, • . . . Mag' Yes:When may destroy when no longer Fire HazMat Disclosure Information 5 years 5_yeats' Mfr, OD, S required (non-records); all Ppr Inactive 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 Petro-Chemical Records(Haz Superseded Superseded 'SuP'Ooded Mag' longer required (non-records); all Fire Mfr, OD, S/I No Mat) +2 years +28 years -•+.3Q•years. Ppr employee exposure records are p exposure+30 years; Cal Code Reg. 3204(d)(1),et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Active •. Total.•.• Media I=Import Paper after (OFR) (in office) (Off-site, ..Retention. Vital? 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. . last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits,nendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). OPERATIONS Annual Reports/Fire Incident Mag, Retained for historical and Fire Statistics(after 1996-Metro Cities 2 years P .'.P.'.'.'. Mfr, OD, S/I No Fire Authority) 1 administrative value; GC§34090 . . . . Ppr Controlled Substance Inventory • • • • • Mag, Department Preference; 24 CFR Fire 3 years 3 years:•: Yes Records Ppr §1304.04, 1310.04 Equipment Maintenance Records Life of Llfd of.'.' Consistent with Work Orders and Fire (Gurneys, Defibrillators, Ladders, Equipment+ equipment+ Mag Ppr Operational Complaints; CCP etc.) 2 years .';2 years'.' §§338 et seq., 340 et seq., 342, GC§§945.6, GC§34090 Copy kept for six years; No statute of Limitations on Capital Crimes; Fire Incident Reports and Transfer to Investigations: Criminal Police 'P; 7F�ngfer;tq Arson sentences vary between 3 Police Mag Ppr years to life, depending upon the '•: oliee•'•' circumstances; CDF recommends Act+ 10 years; PC§§451 et seq., 799, GC§34090 Department Preference; If records were not produced by the City, Fire(Metro Mag, may destroy when no longer Fire Incident Reports and Yes: After Cities Fire 1 year 29 years 30•years Mfr, OD, S/I required (non-records); all Authority) Investigations: Non-Criminal Ppr QC employee exposure records are exposure+30 years; 8 CCR §3204(d)(1), et seq. Fire(Metro Department Preference; Data Cities Fire Fire Incident Database Indefinite ''inctefinit.e., Yes Mag' Fields/Records are interrelated; Authority) Ppr GC§34090 Copies- When No :W'ien•N9 . Mag, Finance HazMat Response Billing Records Longer :' :i,ongei Ppr GC§34090.7 Required 1 1,:f2e wired HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Inactive ,, . , Image: Destroy Active Total;` Media 1=Import Paper after (OFR) (Off-site, Vital? (in office) .Rztentiorrrr. 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 im I a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complain , audits,pending records requests and/orinvesti ations sus end normal retention periods retention resumes after settle ment. After New ;After;New ; Fire Insurance Services Office(ISO) Evaluation - ."E,Valua{idh Mag, Retained for administrative value; Minimum 2 -Minirniu n22 Ppr GC§34090 ears Copies- Copies,= Mutual Aid Agreements, Joint When No •°•When`No•`• Mag' Originals Maintained by City Clerk City Clerk Mfr, OD, Power Authorities Longer 16nar.: Ppr Permanently; GC§34090 Req u i red Rec(u ir6d'. Department Preference; Hospitals and Referring Agencies are required 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Medi-Cal Physicians must retain records for 3 years from the last service; Hospitals serving Medi-Care and Prehospital Care Reports(PCRs)- Mag, Medicaid patients are 5 years; Fire 1 year 6 years •.7.years'• Mfr,OD, S No Statute of Limitations for health ADULTS Ppr providers is 3 years;-statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health records; CCP §340.5, GC§34090, H&S §123145;42 CFR 482.24(b), 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 175343(a), 77143(a),W&I 14124.1 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 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) Vital? 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 be in 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, complain audits,pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference; Hospitals . . . and Referring Agencies are required for age 19, but a . . . minimum 7 years, 10 years is recommended by AHIMA for "healthcare providers"; Medi-Cal Physicians must retain records for 3 years from the last service; Minor 19 JUlinor.19.' Hospitals serving Medi-Care and Prehospital Care Reports (PCRs) years old- •.years.old.=. Mag' Medicaid patients are 5 years; Fire 1 year • • • Mfr, OD, S No MINORS Minimum 7 .Minimurri .• P r Statute of Limitations for health years . .years,.,. p providers is 3 years;-statewide . . . . guidelines propose 3 years; HIPAA provides privacy regulations for . . patient's health records; CCP §340.5, GC§34090; H&S §123145;42 CFR 482.24(b),22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1 Station Log Books(Incidents- Mag, Department preference; may be Fire 1 year P P. . Mfr, OD, S/I No retained for historical and kept at Fire Stations) Ppr 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 Yes: AfterQC requirements; Statewide IFSTA) Ppr guidelines propose 2 years; 8 CCR F. 3204 d 1 , et se . HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Destroy Image: Inactive •`• Paper Active T�t$I Media I=Import (OFR) (Off-site Vital? after (in office) ReteriEion:' Options M=Mfr 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 com leted, and imply a full file folder(e.g. last document+2years), since destruction is normally performed bV file folder. Mon Litigation, claims, complaints, audits,pending records re uests, and/or investigations suspend normal retention geriods retention resumes after settlement). -HUMAN RESOURCES,' k �,I u r The City does not use eligibility Applications for Employment or lists; Department preference; Resumes/Recruitment Files: EEOC/FLSA/ADEA(Age) Human Solicited: Brochure, requires 1-3 years; State Law 3 years . 3 years. Mag, Ppr Resources advertisement, unsuccessful requires 2-3 years; 29 CFR 1602 applications, selection materials, et seq & 1627.3(a)(5)and(6), 2 etc. CCR 7287.0(c)(2), GC§§12946, 34090 No positions open;therefore not Applications for Employment or When No ••1Nlien•No• deemed part of City recruitment Human practices; considered a transitory Resumes: Unsolicited(no open Longer •`•;longer•;• Mag, Ppr Resources record not materially impacting the position),candidates not hired Required Required conduct of the public's business, 2 CCR 7287.0(b)(1), GC§34090 Department Preference to match auditing standards; EEOC/FLSA/ADEA(Age)requires Human Benefit File(Includes Personnel '• 3 years for promotion, demotion, Resources Data Sheet, Medical Enrollment Separation+ Yes: Until Mag, Mfr, Yes:After transfer, selection, or discharge; Finance/ Form, Dental Enrollment Form, all 5 years .5;ybd s•:; Separation OD, Ppr S Separatio State Law requires 2-3 years; Payroll Beneficiary Forms) n retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1) et seq., GC§§12946, 34090, 29 USC 1113 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total'•-• Media I=Import after (OFR) (Off-site, Vital? (in office) Retention• Options M=Mfr OD or Mfr) . . . S=Scan Imaged& C' � 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+2years), 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. . Bureau of National Affairs When No ;Vy+�erj No recommends 2 years for all Human Classification/Compensation Longer .•;L o.9X•;• supplementary Personnel records; Resources Studies(for employee Required •'Required• Mag, Ppr Wage rate tables are 1 or 2 years; classifications) (minimum 2 :(rninimuni•2• State requires 2 years; 29 CFR years) :y2a'rs)•;•: 516.6,29 CFR 1602.14, LC 1197.5, GC§§12946, 34090 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 ;Qisposjtion Mag, Ppr Federal laws require retention until that are resolved administratively +3-5 years •+• jeans: 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, refusals, annual summaries, etc, 1 year for negative Human Drug and Alcohol Testing/D.O.T • • • •'• tests; EEOC/FLSA/ADEA(Age) Resources files 3 years 2 years :5year-• Ppr requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 34090; 49 CFR 655.71 et seq.;49 CFR 382.401 et seq. Human Resources Department Preference; 29 CFR /Human EEO-4 Reports 3 years ' '3.yr°' Mag, Ppr 1602.30; 29 CFR 1602.32 Resources HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 10.0 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) Retan ion. Options M=Mfr OD or Mfr) S=Scan. Imaged & 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 impl a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complain s audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Human Employee Assistance Program Resources (Quarterly and Annual Reports, 2 years •2•.years. Mag, Ppr GC§34090 etc.) Yes:After Human Employee Roster Cards P ,,:.:R...;..;: Mag, Mfr, S Separatio Department preference; GC Resources (Employee Service History) OD, Ppr n §34090 Lead Department is OFR for grievances resolved prior to step 3; When No All State and Federal laws require Human Grievances(escalated from Longer .Longer :; retention until final disposition of Before Yes: Departments when not resolved Required Required'. Mag, Ppr formal complaint; State requires 2 Resources before step 3) (minimum 2 .(imtiimu►ri.2. Disposition years after action is taken; 29 CFR years) :yaks) : 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090;29 USC 1113, LC 1174 Human Job Specifications 10 years .1.0.years.•: Yes: Before Mag, Ppr Department Preference, GC§ Resources Superseded 34090 Human Department Preference to protect Resources LiveScan Fingerprint Clearances 50 years 50.years'.,.' Mag, Ppr City in the event of past employee misconduct; GC§34090 et seq. City Clerk maintains originals Superseded Supers¢ti2d' Yes: Until Mag, Mfr, permanently, EEOC/FLSA City Clerk Memorandas of Understanding S/I No requires 3 years for MOUs; State +3 years 29 CFR 516.5, +.3.years Superseded OD, Ppr requires 2 years; GC§§12946, 34090 For use in interpreting intent of Yes. MOU provisions; EEOC/FLSA Human Negotiations: Employee Superseded Supers¢i�d' Mag, Mfr, requires 3 years for MOUs; State Resources Associations +5 years 5 years +.1'O:years'. OD, Ppr S/I When requires 2 years; statewide Inactive guidelines propose permanent; 29 CFR 516.5, GC 12946, 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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) •Retention•' Options M=Mfr OD or Mfr) S=Scan Imaged& 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. Liti ation, claims, complaints, audits,pending records request , and/or investigations sus end normal retention periods retention resumes after settlement). Human Personnel Commission Findings 2 years 2'ye�rs.'rara Mag, Ppr GC§34090 Resources &Conclusions(Decisions) Personnel Files-Regular/ Department Preference; statute of limitations for retirement benefits is Active Permanent(Includes ; 6 years from last action; Appeals Findings,Application&I- Convert to ..'CWvert tb• EEOC/FLSA/ADEA(Age)requires 9,Awards, Copy of Drivers Yes:After Human Termination TermIn''w' r) Mag, Mfr, 3 years for promotion, demotion, License/ID, Employment S Separatio Resources File upon .'F'ile.upbrt. OD, Ppr transfer, selection, or discharge; Verifications, Evaluations, • nSeparation Separation State Law requires 2-3 years; 29 Personnel Transaction Forms, CFR 1602.31 & 1627.3(b)(ii), 8 Oaths, Policy acknowledgements- CCR§3204(d)(1)et seq., GC Excludes Medical Records) ; §§12946, 60201; 29 USC 1113 Personnel Files-Temporary/ Department Preference;statute of Non-Permanent Employees limitations for retirement benefits is (Includes Appeals Findings, 6 years from last action; Application&1-9,Awards, Copy of EEOC/FLSA/ADEA(Age)requires Human Drivers License/ID, Employment Separation + $�parat)op+ Yes: Until Mag, Mfr, Yes:After 3 years for promotion, demotion, Resources Verifications, Exclusion from 5 years 5.years; Separation OD, Ppr S Separatio transfer, selection, or discharge; PERS form, Evaluations, n State Law requires 2-3 years; 29 Personnel Transaction Forms,Personnel Requisition Forms, CFR 1602.31 & 1627.3(b)(ii), 8 Oaths, Policy acknowledgements CCR§3204(d)(1)et seq., GC§§12946,60201; 29 USC 1113 -Excludes Medical Records HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record •_•••�•••••• Destroy '[ Image: Inactive '` Paper Active Tdtal'r•'• Media 1=Import (OFR) (Off-site, Vital? after (in office) -Rb.eerit on•;' Options M=Mfr OD or Mfr) S=Scan Imaged& 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 ears since destruction is normallyperformed b file folder. MIEMMEMMMMEEEIN�Litigation, claims, complain s audits,pending records requests and/or investigations sus end normal retention periods retention resumes after settlement. Personnel Files-Terminated Employees (Includes Department Preference; statute of Maintenance Screen Printouts, limitations for retirement benefits is Personnel Data, Benefit 6 years from last action; Enrollment forms, Appeals " '` ` ' EEOC/FLSA/ADEA(Age)requires Human Findings, Application &1-9, Separation+ Separatibri+ Yes: Until Mag, Mfr, Yes:After S Separatio 3 years for promotion, demotion, Resources Awards, Copy of Drivers 10 years "10.years Separation OD, Ppr transfer, selection, or discharge; License/ID, Employment n State Law requires 2-3 years; 29 Verifications, Evaluations, Oaths, CFR 1602.31 & 1627.3(b)(ii),8 Personnel Transaction Forms, CCR§3204(d)(1)et seq., GC Policy acknowledgements - §§12946,60201; 29 USC 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+ Separ'atioh Yes: Until Mag, Mfr, the employee is separated from Resources hazmat exposure records, and 28 years S When 2 years 3©:years:•.: Separation OD, Ppr employment; Claims can be made /Fire/PW backgrounds&fingerprint Inactive for 30 years for toxic substance clearances) exposure; 8 CCR§3204(d)(1)et seq.,GC§§12946, 34090 Superseded .5upersecled: Yes: Until Department preference; GC City Clerk Personnel Rules&Regulations (Minimum 2 •(J4nimum.2. Mag, Ppr years) .,years). .. Superseded §34090 Retiree Medical Insurance Files Department preference; Plan must Termination :Tent ni tiori Yes: When Yes: be kept termination + 1 year; Human (includes Medical Subsidy Plan, Mag, Mfr, of Benefits+ gf•Bene#ite+ eligible for S/I After 1 Statewide guidelines propose Audit Resources Retiree Forms, Correspondence, 2 years '•:7years•:• benefits OD, 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.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 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& 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+2years), since destruction is normally performed by file folder. Litigation, claims complain s audits, pending records requests and/or investi ations suspend normal retention periods retention resumes after settlement). Retained to cover auditing standards; IRS Regulation for W- 4s is four years after the due date Supplemental Retirement Files m• • • • of such tax for the return period to Employee .•Eploy•e•e.• Yes: Until Yes: Human (includes A/P Demands, PERs Mag, Mfr, which the records relate, or the Deceased+ I-Deceased.+. Employee S/I After 1 Resources calculations,W-4P form, Direct 5 years .5.ydr8 Deceased OD, Ppr year date such tax is paid,whichever is Deposit Form) the later. Plan must be kept termination + 1 year; GC§34090, IRS Regulation 31.6001.11 29 CFR 1627.3(b)(2) Department Preference, EEOC/ FLSA/ADEA(Age)requires 1-3 Human Resources Testing File: Master Test 3 years .3.years•.' Mag, Ppr years; 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 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; 29 CFR 1627.3(a)(iv) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active T•otal'•'`• Media 1=Import (OFR) (Off-site, Vital? after (in office) •.Retention•' Options M=Mfr OD or Mfr) S=Scan Imaged& 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, complaints, audits, endin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). y 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/Incident/Graffiti/ Resources Vandalism/Injury Reports: 2 years 2.ye�rs... 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 and non-medical.) Also see 5 years 25 years 30 years S When /Risk OD, Ppr 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- 3 years :3:years Mag, Ppr Consistent with Work Orders for /Risk medical.) Also see Vehicle vehicle repairs, GC§34090 Manag. Accident Reports(City vehicles Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 Human Resources Settle+5 .Settle 5'. Yes: Until years; Statute of Limitations for /Risk Claims-Adults years ' years'; Settlement Mag, Ppr contracts is 4 years;wrongful death Manag. for construction is completion+5 years; CCP§§337 et seq.; GC§§ 911.2,945.6, 34090, 34090.6; PC 832.5 b HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive . :Total'•'• Media 1=Import Pap er (OFR) (Off-site, Vital? after (in office) •Reti:riton•' 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 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, complain audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Human Age of .-Age Af.•. Juveniles may have additional Resources Majority . I`/I�tQri}y. . Yes: Until legal recourses; CCP§§337 et /Risk Claims-Juveniles (minimum .�(minir•�iui�.• Mag, Ppr Settle+5 :S:ettle•+.5.: Settlement seq.; GC§§911.2, 945.6, 34090, Manag. years) :.:.ye t):.:. 34090.6; PC §832.5(b) Human When No .•When.N.o. Resources Longer Gra 's Medical Records Lon /Risk y 9 1 vn9@r. Ppr Non-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, 7 years .'.7.ye'ars.'.' Ppr requires 5 years; State law requires /Risk Inspections&Citations, Log 200 . . 2 years; 8 CCR 14300.33(a); 29 Manag. 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 (Purchase of insurance for Library 4 years ;4:years, . Ppr /Risk or Community Service facilities) Event years; CCP§§337, 338; GC Manag. §34090 Human Resources Insurance Certificates(for Facility Yes: Before /Risk Rentals,etc) 2 years .2`yogrz . Event Ppr GC§34090 Manag. Longest Statute of Limitations is 10 Human Insurance Certificates(for years;Those filed with an Resources Yes: Before Mag, Mfr, Yes: 2 agreement or contract are Contracts, Vendors, and City- 11 years .F� year$ : S /Risk issued Certificates etc.) Completion OD, Ppr years Permanent; statewide guidelines Manag. propose permanent; CCP§337 et .,seg.; GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record %' Destroy Image: Inactive . . Paper Active Total Media I=Import (OFR) (Off-site, .. • Vital? after (in office) •�Reteriton•, :' Options M=Mfr OD or Mfr) S=Scan Imaged& C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and iTpIy a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complain s, audits,pending records requests, and/or investigations suspend 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 Yes: of compensation, or injury, Final f°inaL . Ma Mfr, whichever is longer; the Workers Resources 9, g Workers Compensation Files Settlement+ 25 years et rn n OD, P r S When Compensation Appeals Board may /Risk p p pp y 5 yearsOyea.rs: Inactive Manag. destroy their records after 5 years; 8 CCR§3204(d)(1)et seq., 8 CCR 10102, 10755, 10758, 15400.2; 29 CFR 1910.1020(d); GC§§12946, 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver 8.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record LInactive Image: Destroy Active . Total . FMeda 1=I(OFR) OD '• Vital?(in office) •.Retention- ns M=Mfr Imaged& • • • • • S=Scan OC'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 re uests and/or investigations sus end normal retention periods retention resumes after settlement). Used for Disaster Recovery When No ""When',o Purposes Only; Considered a copy Information Backup Tapes-ALL Longer .•.Longer". Yes Mag. and can be destroyed when no Services Required .Required longer required; retention based • • • on administrative value; recycle tapes; GC§34090 et seq. (See City-wide Information Expiration + Ezpiri tiorj + for Software Licenses Ma9 GC§34090 Services 2 years 2 years: Ppr Agreements) Information Telephone Records-Detailed ;.; The detail backup is not forwarded Services Backup of calls made(includes 5 years .•.5.years. Pag' to Finance; meets auditing Cellular) p standards GC§34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record `•`• � •` Destroy Image: Inactive Paper Active '•'Total'•'"• Media I=Import (OFR) (Off-site, Vital? after (in office) Retention' Options M=Mfr 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 com leted, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, com la"' audits,pending records re guests, and/or investigations suspend 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 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§§l2946, 34090 Library Complaints and Compliments 2 years '.'2}iears'..' Mag, Ppr GC§34090 Deposit Slips, Fine Receipts, Meeting Room Receipts, Cash Retained for auditing purposes; Finance 2 years 1 year 3•yehr5•:• Mag, Ppr Finance is Office of Record; GC Turn-in Cards, Cash Donations, etc. §34090.7 Library Emergency Contact List When .'. . . . . Mag, Ppr Transitory Record; GC§34090 Superseded guperseded When No When'b-' Library Friends of the Library Longer "•tongeY•`• 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.,' Yes: Mag, Mfr, Records Management Program Library Act)and PLF(Public Library 2 years Expenditure Expenditure S/I When OD, Ppr Requirements(April 27, 1998); GC Foundation)ONLY. For all others, +5 years .F.5.years.,' Inactive §34090 follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper 'Active •'Tbtal'•'• Media 1=Import (OFR) (Off-site, Vital? after (in office) 'Reteh idn' Options M=Mfr 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+2years), since destruction is normally performed by file folder. Liti ation, claims, com laints audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Incident Reports f Emergency Reports-All(Irate Patrons, Library Emergency Reports, etc.) 2 years .:.2.years.:. Mag, Ppr GC§34090 See City-wide for other incident/ emergency reports When No 1NhM Nd. Yes: Department preference(the Library Library Card Applications Longer . Longer,. Mag, Mfr, S When database is the original record); Required .-kP_-quired•. OD, Ppr Inactive GC§34090 Library Library Systems: ILS Database Indefinite .Indefinite. Mag, Ppr Data is interrelated; GC§34090 Library Programs(e.g. Summer Reading) 2 years .•.2.years. . Mag, Ppr GC§34090 . . . . . Shred; Statute of Limitations any Room Rental Agreements/Facility Yes: "...liability founded upon an Library Use Applications(Room 2 years Q years ; Before Mag, Ppr instrument in writing"or not Reservations, etc.) Event specifically provided for is 4 years; GC§34090, CCP§§337, 343 Library Suggestions 2 years V.'2' ears' Mag, Ppr GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver.6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-1 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& 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 impIV a full file folder(e.g. last document+2 years), since destruction is norm all erformed by file folder. Litigation, claims, com taints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. BUILDING.&SAFETY' Building When No - When.No. Records used to facilitate permit &Safety Permit# Applications Longer rlger Mag, Ppr issuance; Projects may expire Required R quii-eo' after 2 years; GC§34090 Building Mag, Mfr, Yes: 30 Department Preference; Statewide &Safety Building Permits-ALL P :(� Yes(all) OD, Ppr S days guidelines propose permanent; GC§34090 Building Department Preference-Data is &Safety Building Permit Database Indefinite •'Irdefinite• Yes(all) Mag interrelated; GC§34090, H&S §19850 Department Preference; Law Building Plans-ALL Finalled- requires for the life of the building Residential&Commercial(includes for commercial and common Building soils reports, energy calculations, Life of -.Life. .• Mag, Mfr, Yes: 30 interest dwellings; Statewide Permit# 2 years Yes(all) S &Safety commercial structural plans, Building .•.Bjri(ding•. OD, Ppr days guidelines propose 2 years for commercial structural calculations, blueprints&specifications; CBC expired projects) Appendix 1 §§104.7, 106.5, H&S§19850, GC§34090 Building Building Plans-Expired or When No •_. . i. ... &Safety Withdrawn(not permitted) Longer Ldn�er• • Ppr Non-records Required Required Building Mag, Mfr, Yes: 30 Statewide guidelines propose life &Safety Certificates of Occupancy P R' Yes(all) OD, Ppr S days of building; GC§34090 Building Inspection Records: Appeal When .-When. . Records used to facilitate permit Permit# Permit . Permit . Mag, Ppr issuance; Projects may expire &Safety Requests, Inspection Reports Finalled :Finalled , after 2 years; GC§34090 Lists: Correction, Building, Plan When No .'Wh'en.No. Transitory Records/Preliminary Building Permit# Review, Plan Check Form, Building Longer .• Longer. Mag, Ppr Documents used to facilitate &Safety • • permit issuance; Projects may Correction List, etc. Required .~Regvired. expire after 2 years; GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 6.0 RECORDS DETENTION SCHEDULE - PLANNING & BUILDING Page P&B-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive •• ••••••••• Paper Active '•'T*ota(..• Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention' Options M=Mfr 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, com taints audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Project File(finalled projects/ When No Wh'erl.l�d. Yes: Building Permit# Residential)Reports: Calculations, Longer Longer.' Mag, Mfr, S After 30 This information is reflected on the , Ppr plans; GC§34090 et seq. submitted b a licant Required Required. days Project File(finalled projects/ When No WFren.�lo. Yes: Building Commercial)Reports: Mag, Mfr, This information is reflected on the Permit# Longer ��ngr. S After 30 &Safety Specifications, energy and soils OD, Ppr plans; GC §34090 et seq. reports Required ..[2�quirec., days Department Preference; Law requires for the life of the building Yes: for commercial only, Statewide Building Mag, Mfr, guidelines propose 2 years for &Safety Permit# Sign Permits-ALL 2 years P P• Yes(all) S After 30 Y OD, Ppr days blueprints&specifications; UBC requires 90 days from completion date; UBC§106.4.2, H&S§19850, GC 34090 00DE ENFORCEMENT When No When Nq Longer Case is open until satisfactorily •�:Longer•.• Code Enforcement-Including Yes: Until resolved; City Clerk maintains Planning Address Prosecution Requests Required- Resolution Mag, Ppr originals that are presented to Minimum 2 Mir imUni.2 Council; GC§34090 ears :year _ Planning Prosecution Requests(Not Pursued) 2 years ' 2 years. Yes: Until Mag, Ppr GC§34090 Resolution Planning Prosecution Request Log 2 years 8 years .•10ye'ars. Mag, Ppr Department Preference; GC §34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver.6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-3 Office of Cate Record gory ID# Records Description Retention/Disposition Comments/Reference Destroy Image: Inactive •• ••••••``• Paper Active 'Total•'• Media I=Import (OFR) (Off-site, � Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& '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). PLANNING. . Alcoholic Beverage License When No Whren.Ko. Planning Longer .`Longer Ppr Non-records Application Copies or Notices Required f2equire s�. Mag, Mfr, Department Preference; City Clerk City Clerk Annexation/Deannexation Files 5 years P P• .• OD, Ppr S No is OFR; GC§34090.7 When :Wherj' . Mag, Mfr, County Assessor Parcel Information GC§34090 Superseded ;Soo.ersedea OD, Ppr When No ••V1lheri•IVo Yes: Census Mag, Mfr, Non-records-; available on the Census, Demographics Longer :L'onger, S When Bureau OD, Ppr 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. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-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) 'Rettention• Options M=Mfr 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+2years), since destruction is normally performed 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/Project Files: ; Administrative Review, Coastal Development, Conditional Use Permit(CUP), Development Projects have a 2 year vesting Agreement, Entitlement Plan Amendment, Flood Plain Variance, . . (applicant must pull permit within 2 General Plan years)--those applications in Amendment/Conformance, Local _ . which the applicant does not follow Coastal Program Amendment, Lot Yes: Until Mag, Mfr, Yes: through with permit may be Planning Address Line Adjustment, Reversion to 2 years P R '• 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, Department maintains complete Permit, Tentative Parcel/Tract, Variance,Zoning Map Amendment, files for administrative purposes; . . . . GC§§34090, 34090.7 Precise Plan of Street Alignment, 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 Final EIRs are required to be kept (Environmental Impact Reports Yes: Until Mag, Mfr, Yes: 1 a"reasonable period of time- 14 Planning Entitlement# (EiRs), Environmental Assessments, 5 years 95 years 100 jrears. Project 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 , 1NfTen.�to:. (Environmental Impact Reports Planning (EIRs), Negative Declarations,etc.) Longer •Wng@r; Ppr Non-records Outside City boundaries Required f�equi'recf; HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive . . Paper Active •'Tofal• Media 1=Import (OFR) (Off-site, Vital? after (in office) 'Retention Options M=Mfr OD or Mfr) S=Scan Imaged& 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. Liti ation, claims, complaints, audits, nendinq records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Department Preference, City Clerk General Plan, General Plan Copies- .Coles Maintains originals of all Yes: When No 1Nhen No Mag, Mfr, documents that were presented to City Clerk Elements,Amendments and Yes(all) OD, Ppr S/I After Council; Planning maintains Conformances(GPC) Longer L'origer Amended Required Required• complete files for administrative purposes; GC§34090 Community Services, Public Works and Fire retain some Fire/ HazMat Clean-ups Federal Clean- Yes: records until the employee is , Public . . . , Mfr, separated from employment; ups and/or Exposure Records(e.g. 2 years 28 years :3O years'• S When Works/ Ascon Oil, Landfills) OD, Ppr Inactive Claims can be made for 30 years Planning for toxic substance exposure; 8 CCR§3204(d)(1)et seq., GC _ §§12946, 34090 City Clerk Historical Landmarks (Local, State, 5 years P :P. Mag, Mfr, S Yes. 1 GC§34090 or National Registers) OD, Ppr year 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 .:.1:0 years . OD, Ppr S or I year Statewide Guideline shows 2 years; GC§34090 Mag, Mfr, Department Preference; GC City Clerk Local Landmarks P P'.,',' Yes(all) OD, Ppr S No §34090 Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning Lot Line Adjustments 2 years P P' Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); 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. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver.6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-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& 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 investi ations sus end normal retention eriods retention resumes after settlement). Planning Commission(MINUTES& Yes: RESOLUTIONS) Depending Mag, Mfr, Yes: See City-wide schedule for all Planning P P S After 2 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 2 years P P.'.'. S When Approves, therefore City Clerk is (PPSA) Completed OD, Ppr Inactive OFR); GC§34090.7 When No .'Wtren.�lo. Preliminary Documents Planning Preliminary Review File Longer Langer.• Mag, Ppr application submitted); GC(no§34090 Required . Requires . Lead Preliminary Studies I Project Department Preference; projects Dept. Assessments(Private Projects)- 2 years 3 years .5:mr�•. Mag, Ppr must be pursued in 2 years; GC NOT Pursued §34090 Reciprocal Parking and Access Mag, Mfr, Yes: Planning Agreements 2 years P P' OD, Ppr S After GC§34090 Seasonal Sale Lots(Pumpkin, Tree Planning lots) 2 years years. Mag, Ppr GC§34090 Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning Site Plan Amendments 2 years P P.,•. Completed OD, Ppr S When Approves, therefore City Clerk is Inactive OFR); GC§34090.7 Yes: Department 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.yeer:8•' 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. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 ver.6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive • • . . Paper Active '• Iota( "• Media 1=Import (OFR) (Off-site, vital. after (in office) 'Retentioe' Options M=Mfr OD or Mfr) S=Scan Imaged& 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.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, com /aints audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Temporary Activity Permits Planning (Sidewalk sales, car washes, etc.) 2 years 2.years'. Mag, Ppr GC§34090 Planning Temporary Sign Permits 2 years 2 jrears: Mag, Ppr GC§34090 Tract Maps/Tentative Tract Maps • • •.• Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk (FT&TPM) 2 years P Completed OD, Ppr S When Approves, therefore City Clerk is Inactive OFR); GC§34090.7 Department Preference; City Clerk Planning Zone Maps(History) P ".;Is•: :• Yes(all) Mag, Mfr, S No Maintains originals of all OD, Ppr documents that were presented to Council; GC§34090.7 Yes: Yes: Planning Zoning Administrator(MINUTES) P :•p, Depending Mag, Mfr, S After 2 See City-wide schedule for all Upon OD, Ppr others; GC§34090 Subject years When No '•When'►4o' Preliminary Documents/ Planning Zoning Inquiry Forms Longer Longer•'• Ppr Transitory Records; GC§34090 et Required seq. Planning Zoning Letters(requested by Planning years :2:ybars 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. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active .•.Total•'•' Media I=1m port (OFR) (Off-site, Vital? after (in office) •Retdntiori• Options M=Mfr 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 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). ADMINISTRATION OPERATIONS/CHIEF/INVESTIGATIONS/UNIFORM Police Administrative Files 5 years :5 years•' Mag, Ppr GC§34090 Police Bicycle Licenses 10 years •.10•yearz. Mag, Ppr Meets auditing standards; GC §34090 Crime Statistics/Uniform Crime Mag, Mfr, Yes: Police Reportin : ANNUAL 2 years P P. . . OD, Ppr S/I After 1 Historical Value; GC§34090 Crime Statistics/Uniform Crime Police Reporting: PERIODIC(Monthly, 2 years .•.2.ye.airs..'. Mag, Ppr GC§34090 Bi-monthly, etc.) Department Preference;All State Final Final' Yes: and Federal laws require retention Grievances(Human Resources . • • • until final disposition of formal Police Disposition D)spositicrn' Before Mag, Ppr is OFR for some employees) +5 years .+.6 years'. Disposition complaint; State requires 2 years after action is taken; GC§§12946, 34090 When No W-heh.NO•' Longer L'ohger.'.Police Gun Range Historical Files Required Retiui Department preference; GC red.• Mag, Ppr Depart (minimum 2 (minimum.2. years) . years). 5 years After years•Af(er Misleading, obsolete or unreliable Last Lit. . information is required to be Information InWniati,6n' destroyed; remaining records must Police Intelligence Files Received in keceived in• Mag, Ppr not be retained longer than 5 On-Going On.going•. years; 28 CFR 23.20(h); GC Investigation I Iriv6stigafidn §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: Inactive Paper Active "•"Total•'•' LMediaI=Import(OFR) (Off-site, vital? after (in office) •Ret4nti66 M=Mfr OD or Mfr) S=Scan. Imaged& C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed bZ file folder. Li ation, claims, complaint , audits, pending records requests, and/or investi ations 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 Disposition P P Mag, Ppr Limitations is 4 years for Involved Shootings +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 Internal Investigations: ' ' complaint; State requires 2 years Sustained and Not Sustained Final Firial•:•: after action is taken; Statute of Police Disposition pispbsitiorl• Mag, Ppr Limitations is 4 years for (other than Officer Involved +5 years +5 years.' misconduct; IA and Statewide Shootings) guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC§§12946, 34090, PC §801.5, 803(c), 832.5, VC§2547 Police Non-sworn Employee File: P p: Mag, Ppr Department Preference; GC Index Card, Photo §34090 Human Non-sworn Employee File: Separation+ eparatigri+ Department Preference(copies); Resources Medical Files 30 years 30,. . . Mag, Ppr GC§34090.7 Non-sworn Employee File: Separation+ eparatiori•+ Department Preference; GC Police Personal Information 5 years Mag, Ppr 34090 Police Payroll Exception Forms 5 years 5 yeears Mag, Ppr Department Preference(meets auditing standards); GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Lor . Total•'•' Media I=Import Paper (OFR) , Vital? after (in office) Retentigri• Options M=Mfr r) 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. . 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). . . . Claims can be made for 30 years for toxic substance exposure, EEOC/FLSA/ADEA(Age) requires POST Data, Files and Printouts Separation+ eparatirni� Mag, Mfr, Yes: 3 years for promotion, demotion, Police S/I When transfer, selection, or discharge; (Training Courses) 5 years .5 years:. OD, Ppr 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; Yes: Until Published articles show 3 years; Police Purchase Orders 2 years 3 years ;5 y86rS Mag, Ppr Paid Statute of Limitations is 4 years; ; GC§34090, CCP§337 Human Death of ;•Ddath:of Department Preference(copies); Resources Sworn Employee Medical File Employee+ E'mplby . e. +• Mag, Ppr GC §34090.7 1 year .1 .. Human Death of •.'D'e9th•of:. Resources Sworn Employee Personnel File Employee+ Employee:+. Mag, Ppr Department Preference(copies); 1 year 1.year. GC§34090.7 Consistent with agreements and Vehicle and Equipment Leases Expiration of Expirati�qn.of Yes: contracts, Statute of Limitations Police (when the vehicle or equipment Lease+2 3 years •Lease.+.5• Mag, Mfr, S/I After 1 for contracts is 4 years; CCP is not subsequently purchased) ears OD, Ppr q Yp ) Y ..•..Yeats•.,•. year §§337., 337.1(a), 337.15; GC §34090 et seq. Vehicle Maintenance HistoryLife of Life of' Department Preference; GC PoliceVehicle+2 V.006+2• Mag, Ppr §34090 (Police Vehicles) years :�eaFs• •: Upon UNn; Police Vehicle Title("Pink Slips") Disposal of Disposal.of Mag, Mfr, S/I No Provided to new owner; GC Vehicle Vehicle:'. OD, Ppr §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6111 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive •`� ~•�•�•`•• Paper Active ".'Total•'•' Media 1=Import (OFR) (Off-site, • .. Vital? after (in office) •Reteatiori• Options M=Mfr OD or Mfr) S=Scan Imaged& ,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. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police Work Assignments(Schedules) 2 years Z jia[s.' ' Ppr years for work schedules;29 CFR Schedule 516.6(1), 29 CFR 1602.14, GC§ only 34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 916111 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive ..'Total.'-' Paper Active Media I=1m port (OFR) (Off-site, • • Vital? after (in office) Retentidri Options M=Mfr 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 im 1 a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, endin records requests, and/or investigations suspend normal retention periods retention resumes after settlement). INVESTIGATIONS ALL 2 years after 2.years.after Expiration of Expiratuin.of Department Preference; GC Alcohol Beverage Applications ABC .ABC. Ppr §34090 License .,License.,. Background Checks for Business Licenses: Bingo, Mag, Mfr, Department Preference; GC Police Massage Technician& Parlors, 5 years ;5 years ; OD, Ppr M/S/I No §34090 Sexually Oriented Business (SOB)etc. Background Files-Non-sworn S/I After 1 Yes: Police Employees,Volunteers& Separation+ Separation+ Mag, Mfr, Retained for administrative value; Reservists 5 years years. OD, Ppr _year GC§34090 Death of .•Death.of Yes: Background Files-Sworn Separation+ • • • • • Mag, Mfr, Department Preference; GC Police Employee+ Emplcryee-tp S/I When Employees 5 years 1 year . .9.`ye . . . OD, Ppr Inactive §34090 EEOC/FLSA/ADEA(Age) Background Files- requires 3 years; State Law Police Unsuccessful Applicants(Not 3 years ;3 years.;• requires 2-3 years; 29 CFR Hired) 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 Ppr destroyed in the regular course of business; GC§34090 et seq. Close of .-Close of dealers have an automated deal Some Police Guns: Dealers Record of Sale Business+ Business t Mag, Ppr link dealDOJ; PC§12070 2 years . 2 years:. Yes: Police Index Cards: All Applicants 100 years a4.years.. Mag, Mfr, S/I After 1 Retained for administrative value; OD, Ppr year GC §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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) •Retehtion• Options M=Mfr OD or Mfr) S=Scan Imaged& 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.g. last document+2 ears), since destruction is normally performed b file folder. Liti ation, claims, cog; faints audits, endin records re guests, and/or investi ations sus end normal retention eriods retention resumes after settlement). AIL .'.'.'.' Yes: Police Photos: Mug Shots P Mag, Mfr, S/I When Retained for administrative value; OD, Ppr Inactive GC§34090 LABe. w Follows F6116vvs'•' Yes: Police S/I After 1 Fingerprint Cards(prior to Live Retention of R'steritibrt di:, Mag, Mfr, Department Preference; GC Scan) Crime '.'Crimo- OD, Ppr year §34090 Report .Report.'. Follows F.oAouus' Retention of lk�t�niio'n'oi Mag, Mfr, Yes: Police Photos&Film: Crime Scenes Crime -Crime. OD, Ppr S/I When See appropriate Crime Report Inactive Report .Repoit Follows . oUows Yes: Retention of Rt tenfion of Mag, Mfr, Police Analysis Reports Crime •'•. riinie'•,`.1 OD, Ppr S/I When See appropriate Crime Report Report '.'ReWt Inactive Follows Follows•' Retention of Retentidn'of Mag, Mfr, Yes: 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. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive ••••••••••• Paper (OFR) Active :Total•: Vital? Media 1=Import after (Off-site, (in office) Retdntigri• Options M=Mfr OD or 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 im I a full file folder(e.g. last document+2 ears since destruction is normallv performed by file folder. Litigation, claims, complaints, audits,pending 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'.yea'rs:• 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•25or•; released from CYA, records are Police released from California Youth Sealing Date ealing'Dafe Mag, Ppr destroyed after age 25 or sealing Authority +5 years '+ .years•. pursuant to W&I §781; GC §34090.7 Finance Auction Receipts&Records 4 years :d years : Ppr Consistent with auditing standards; GC§34090 Citations: Marijuana Citations Police or Reports(less than 28.5 2 years 2,years. Ppr GC§34090, H&S§11361.5 grams) Department Preference, Statute of Police Citations: Misdemeanor Traffic, 3 years 3 hears. Ppr Limitations is up to two years;Also Parking, or Criminal See Crime Reports; GC§34090, PC§802 Per Per'. Police CLETS Logs Subscribers SUbscrlbers. Mag, Ppr GC§34090 Agreement nt' Minimum No MinirnumWo Crime Reports: Child Abuse or Further .wither.. Police Neglect Investigation Reports- Close of Report on .'Repnrt.on•. Mag, Mfr, Yes: g g p Investigation Suspected $uspes;t�c( OD, Ppr S/M/I After QC PC§§11169(c),11170(a)(3) Unsubstantiated or Inconclusive Abuser+ 10 At;.uset+j0. ears ears' HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 12.0 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) Retdntiori Options M=Mfr OD or Mfr) S=Scan Imaged& 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. 11 Liti ation, claims, complaints audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference; Provided there are no outstanding warrants, When No unrecovered weapons, criminal Crime Reports: Felonies and .1106n'No:• deaths,they are not historically Longer .tori er Yes: significant, and it is not classified Misdemeanors-ALL except �. :'•' 9 Required- Mag, Mfr, Police Report# those otherwise specifically •Required.:. Before S/I No under PC§800&290 and H&S Minimum • • • OD, Ppr mentioned in this retention Minimum.' Disposition §11850; Stat. of Limit. is 2 yrs; 10 years schedule •'10•year's:• Destroyjuvenile marijuana after agel8; H&S§11361.5, GC §34090, PC§802, PC§§187, 800 et seq. Crime Reports: Homicide, Falsification of Public Records, . Kidnapping, Unsolved Child or Department Preference; Most Elder Abuse, Sexual Assault& •.•.` . Yes: Mag Yes: have no limitations on Police Report# Neglect, Rape, Misuse of Public P f':'.'.' Before , Mfr, S/I After 1 commencement of action; PC§§ Funds, Train-wrecking, Treason, Disposition OD, Ppr year 261, 286, 288, 288a, 288.5, 289, Suicide, Fatalities(Crimes 289.5, and 799 Subject to Death Penalty or without statute of Limitations) Crime Reports: Marijuana less 2 Years or Z'yer pr, Police subject 18 Subject.'1$ Ppr GC§34090, H&S§11361.5 than 28.5 grams years old •years.o(d; Crime Reports: Misdemeanor Marijuana§11357(e)-Juvenile Offender is Offender is (Courts and other Agencies"Shall' Police on School Grounds during 18 Years •18'Years• Yes Mag, Ppr destroy); H&S§ 11361.5 et seq., School Hours(with procedure Old Old.' 11357(e) in H&S 11361.5 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy LODor e• Paper Active '•'Total.,•' Media I=Import (OFR) e, Vital? after (in office) •Retenti66• Options M=Mfr fr) 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 ears since destruction is normally performed by file folder. Litigation, claims, complaint , audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Crime Reports: Misdemeanor Conviction .Conviction Marijuana H&S d or or Arrest(if 11357b or Arlest.(I) Police § ( )( ) No :No. Yes Mag, Ppr (Courts and other Agencies"Shall' H&S§11360(b)(with procedure destroy); H&S§ 11361.5 et seq. in H&S§11361.5) Conviction) CeiiVidign)- +2 years k�years- Crime Reports: Missing 2 Years or Yes: Yes: P g Mag, Mfr, Dept. Preference;Also see Crime Police Person Reports(unreturned) Until P P.'.'.' Before OD, Ppr S/I When Reports; GC§34090 Located . . . . . . Disposition Inactive Individual petitions District Police Crime Reports: Sealed Cases Arrest Date Rr'm'st date. Mag, Mfr, Attorney, PD concurs that person ("Factual Innocence") +3 years :r 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 data age of majority+8 years; Sealing Police Crime Reports: Sealed Cases +5 years(or ..5-years-(or Mag, Mfr, for Juveniles and Wards of the (e.g.Juveniles) Court Order) EourEdrder) OD, Ppr Court retained for 5 years; GC §68152(g)(1&2);W&I§§300, 389(a&c), 781(c&d),826(a) Police Daily Activity Logs: Patrol& 2 years 2 years.•: Ppr Department Preference; GC Traffic §34090 Department of Justice Validation • • • Information received by DOJ; GC Lists Police 2 years 2 years:.: Mag, Ppr §forma Department Preference; Police DrugRegistrants 5 ears 5 Registration is required for 5 9 y 3/ears.. . Mag, Ppr years; GC§34090, H&S§11590 et seq., H&S§11594(a) Mag, Mfr, Yes: Police Fatal Traffic Collision Cards P . • S/I After 1 Dept. Preference; GC§34090 OD, Ppr year HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 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& 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 normal) erformed b file folder: Litigation, claims, complaints audits, endin records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. When NoTR Longer . Yes: Incident Reports/Information Mag, Mfr,Police Re orts Required- ;-: OD, P r S/I After 1 Dept. Preference; GC§34090 pMinimum pyear 10 earsPolice Officer Subpoenas and SDTs 2 years , PprDepartment Preference; GC §34090 et seq. Department Preference; (Dealers are required to keep for 3 years); Non-records used for Police Pawn Slips 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 . .` ., . . Mag, Ppr Department Preference, GC §34090 (Criminal .(Crihalrabl'. Statute of Limitations is 1 year for Police Property Sheets Report .'Report':` Ppr property seized by officers; CCP Retention) 5340(d); GC§34090 If artifact over$10,000, artifact is permanent-Statute of Limitations Police Property, Gun and Narcotics 2 years P . . Mag, Ppr is up to 3 years(recovery from Logs seized property by police is 1 year); CCP§338(c), 340(d), 341(a)- GC§34090 Department Preference; Statewide Recordings of Telephone& Police Radio Communications 3 years ysarg Mag guidelines propose 180 days Dispatch Tapes(CAD) (legally mandated for 100 days); GC 34090, 34090.6 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive :'Total.'.' Media 1=Import Paper (OFR) (Off-site Vital? after (in office) -Rdtention; Options M=Mfr OD or 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. . last document+2years), since destruction is normally performed by file folder. Litigation, claims, complaint audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Restraining Orders(TROs& Expiration of Expiratidn'of Department Preference; Non- Police EPOs) Order 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 Sex Offender Registrations: . • released from CYA, records are Adults Police 10 years 90 years .aZ10 years . Mag, Ppr destroyed after age 25 or sealing pursuant to W&I §781, P or Sealing Roabng Police Sex Offender Registrations: Date+5 . Q-dte+5.- Juveniles years(or ..vears:Fgr. Mag, Ppr Pursuant to PC§290 et seq. Court Order) Cour't-Orderi _ Police Subpoena Payroll Logs 5 years 5 years. . Mag, Ppr Department Preference(meets auditing standards); GC§34090 Police Vehicle Repossession and PPI Forms 2 years 2 ysaCs. . Mag GC§34090 Video Interviews re: Crime (Follows .'Follows.' p ) ( Department Preference; GC Police Reports) case case. .: Mag §34090 retention) ,retertion) . Police Report# Weapons, Serialized, Lost/ P p•',:•; Ppr Department Preference; GC Stolen-Not Located 34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active •'Tbtaf'•'•' Media 1=Import (OFR) (Off-site, Vital? after (in office) •'Retei►tidn' Options M=Mfr 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 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). ALL DIVISIONS Records found in all divisions-these are.not repeated in each Division)' Public Expiration of -Expirationof• Mag, Covers various statute of Works All divisions AQMD Permits Permit+2 Permit•+•2•. Mfr, OD, S/I No limitations; CCP§337 et. Seq., years : ye;�rs : Ppr GC§34090 Code of Federal Regulations Public Mag' Yes: 2 requires 3 years for all Catch Basin Storm Reports 3 years .'..'3'years' Mfr, OD, S/I Works 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 All divisions &Physical Exams(Class A&B 3 years 2 years :5 ye: ars. Ppr EEOC/FLSA/ADEA(Age) Works vehicles) • • requires 3 years physical 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 Xe2rs . Mag, Ppr GC§34090 Works AS-/-Human Transfer to Tr�rlsfer tq ; Mag, Yes: Resources/ Employee Exposure Records: All divisions Risk Risk Mfr, OD, S When copies; GC§34090.7 Risk Hazmat Exposure Records Management Management. Ppr Inactive Manage. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive �•'••••• Paper '•'Total'•'•' Media I=Import (OFR) (Off-site, • • • vital? after (in office) Retei►tign'• Options M=Mfr 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. . last document+2years), 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). MSDS may be destroyed as long as a record of the chemical/ . . substance/agent,where& when it was used is maintained Public MSDS(Material Safety Data Mag, Yes: for 30 years; 30 years if All divisions 2 years 28 years 1- -3Qyears-.-. Mfr, OD, S WhenWorks Sheets) Ppr Inactive employer qualifies as hazardous material exposure&required to file MSDS; reports are mailed to the County; 8 CCR 3204(d)(1)(B)(2 and 3) Department Preference(required for 3 years);the warrantee Public Underground Service Alerts(USA): .'.'.'.'.' period for work done is usually 5 Works All divisions ALL 3 years .,.3.years.:.' Mag, Ppr years,the Statute of Limitations for some work may be up to 10 years; CCP§337 et seq., GC . . §§4216.2(d)&4216.3(d), Depart. Work Orders/Service Requests . . Providing CMMS DATABASE Service/ All divisions (Computerized Maintenance Indefinite TndeFRiit&'• Mag Data is interrelated; GC§34090 Work Management 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/ is the original); GC§34090 Work Database Required '. I2equirecl'.' HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record '•�•:'•'•'• Destroy Image: Inactive . . • . Paper Active •Tbfal' Media 1=Import (OFR) (Off-site, Vital? after (in office) •:•Retentio'n Options M=Mfr OD or Mfr) S=Scan Imaged& C' ? 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, nendina records requests, and/or investi tions suspend normal retention periods retention resumes after settlement). 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 §§945.6, GC§34090 Work (Division providing service retains originals; Division requesting service is considered a co HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Category ID# Records Description Retention t Disposition Comments/Reference Record Image: Destroy Inactive Paper Active •'Total'•'•' Media I=Import (OFR) (Off-site, Vital? after (in office) •.Retehtio.n'• Options M=Mfr 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 ears since destruction is normally performed by file folder. Liti ation claims, complaints auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ENGINEERING all Contract Engineers must return final documents to the Citvu on com letion of aproject) Public Mag, Works/ Aerial Maps 2 years P 'P'•'• •" Mfr, OD, S Yes: 1 Department Preference; GC Engineering Ppr year §34090 Mag, Department Preference; City Yes: Until Yes: 1 City Clerk Annexations,Abandonments P ••:P,•,•;•: Mfr, OD, S Clerk Maintains Originals; GC Completed Ppr year §34090 Assessment District Projects Copies- ;Copies: City Clerk (Maps, Diagrams, Spreadsheets, When No •Wh0'Ni>"• Yes: Until Mfr, OD, S Yes: 1 City Clerk Maintains Originals; Improvement Plans-e.g. water, Longer Conger•:•: Completed Ppr year GC§34090 sewer, undergrounding) Required .'.RdgUifed•'- Some grant funding agencies Capital Improvement Projects require audits; Statute of (CIP)/Jobs: Administration File 10 years or • • • • Limitations for Errors& After Compliatioh�4 Project Administration, 10:years dr• Omissions is 10 years; Public Correspondence, Field Work Funding After Published Audit Standards=4-7 / Funding Upon Agency Yes: Until years; Statute of Limitations: Works/ Punch List, Inspectors Daily Log, A epq dit.Au Mag' r p P Engineering Labor Compliance, Certified Completion Audit, if :• •regwred, Completed Contracts&Spec's=4 years, required, Wrongful Death=comp. +5 Payrolls, Project Schedules, •whichever,is' Progress meetings, Real Estate whichever is longer years, Developers=comp. + 10 longer years; Statewide guidelines Appraisals, Legal/Stop Notices, propose termination+5 years; Meetings, etc. CCP§337 et. seg., GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active TbtM Media I=Import (OFR) (Off-site Vital? after (in office) Reteiifio'n'• Options M=Mfr OD or Mfr) S=Scan Imaged& C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is co m 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 investi tions 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 Mag, Escrow, Final Report, Inspection Upon Yes: Until Yes: 1 for disaster preparedness Works/ P •••Q•;•:•.:• Mfr, OD, S/I purposes; Statewide guidelines Engineering Cards, Materials Testing Reports, Completion Completed Ppr year 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 Department Preference- Close Deposits for Subdivision Close of ..Glnse:of... Retained for auditing purposes; Project+2 .Project.+.Z. Mag, Ppr Finance Improvements, Building or Finance is Office of Record; GC Planning Permits, etc.) years year §34090.7 Public Mag, Statewide guidelines propose Encroachment Permits Works/ 2 years P P•" Mfr, OD, S Permanent; CCP §337 et. Seq.; Engineering (Permanent/Construction) Revocation Ppr Inactive GC§34090 Public Encroachment Permits(Temporary Yes: Until Works/ -Debris Boxes in the City's Right 2 years '.'2.'years Mag, Ppr GC§34090 Engineering of Way,etc) Completion Encroachments(Regulations& Superseded Superseded: City Clerk Procedures) +2 ears •+•2• ears'. Mag, Ppr GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Category ID# Records Description Retention f Disposition Comments t Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site .Total: •. Vital? Media I=Import after (in office) Retentidn' Options M=Mfr OD or Mfr) S=Scan Imaged& 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 investi ations sus end normal retention periods retention resumes after settlement). Public Flood Control&Disaster Files(e.g. Mag' Yes: 1 statewide guidelines propose 2 Works/ um systems) P P.'.'.'. Yes(all) Mfr, OD, S Engineering pump Y ) Ppr year years; GC§34090 Public Yes: Until Mag' Yes: After Works/ Grading Permits 2 years P ,P, Mfr, OD, S Land Records; GC§34090 Engineering Revocation Ppr Inactive Public Mag, Harbor Dock Permits Construct or ( Yes: 1 Department preference Works! ModifyDocks P ••.p.•••••• Mfr, OD, S Engineering ) Ppr year (infrastructure); GC§34090 City Clerk Maintenance Projects: Final Ma Consistent with Agreement/ Specifications and Plans(Curb Completion + 'Com-010 jn'-: Yes: Until g' Yes: After Contract Administration; CCP or Public repairs, Microsurfacin Repaving, 2 ears 3 years ••5 ears:-'• Completed Mfr, OD, S Inactive 337. 337.1 a , 337.15, GC Works p 9, p 9, Y Y. p Ppr §§ ( ) Street Paving, Tree Trimming, etc). §34090 Drafts should be destroyed, Public Maps, Plans&Drawings(ALL- :.:.:.:. Mag Some maps are also retained by Works/ Drainage, Grading, Subdivision, P :P Yes(all) Mfr, OD, S Yes: 1 Planning; Selected maps are Engineering Survey,Water, etc.) Ppr year retained in Public Works for administrative purposes; GC §34090, 34090.7 Public NPDES-National Pollutant Mag Department Preference; Works Discharge Elimination System Superseded S�pprs�do Mfr, OD, S Yes: 1 Monitoring records required for 3 / +3 years +:3;yea�s; year years; 40 CFR§§122.21, Engineering Permits Ppr 122.41, 122.44 Public NPDES-National Pollutant Monitoring records required for 3 Works/ Discharge Elimination System 3 years ;.4�*e f�•' Mag, Ppr years; 40 CFR§§122.21, Engineering Monitoring Records 122.41, 122.44 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 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& 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. Liti ation claims, complain audits,pending records requests, and/or investi tions sus end normal retention periods iretention resumes after settlement. When No , ,heri No; Public Longer ;Loriger; Mag, Preliminary Studies/Project Yes: After Department Preference; GC Works/ Required- '•Requir•ec1=•; Mfr, OD, S Assessments(Not Acquired) Inactive §34090 Engineering Minimum 2 Minimum�2• Ppr ears Copies- .Copies;_; ; Department Preference;All City Clerk& Property Acquisition Projects(All): When No •UVFien:N� Yes: Until original Deeds, Title Reports, •- :• Economic Correspondence, copies of : Longer ; ; Completed Mag, Ppr Insurance, Contracts and Longer Develop. permanent documents,etc. Required Regijdr*•. Agreements are maintained by the City Clerk; GC§34090 Public Mag, Yes: 1 Works/ Reservoir Plans P P'.'.`.' Yes(all) Mfr, OD, S year GC§34090 Engineering Ppr Public Sanitary Spills and Overflows •' '•'•'•' If treating water, required for 5 Works/ 5 years •.5.years. Mag, Ppr Engineering (SSOs) years;40 CFR 122.410)(2) Public Works/ Sanitary Surveys 10 years 10 years•;• Mag, Ppr 40 CFR 141.33(c) Engineering Public Mag, Department Preference; GC§ Works/ Sewer Lift Stations Plans P .P.'.".'. Yes(all) Mfr, OD, S No 34090� Engineering Ppr Public Sewer System Management Plans Department preference; GC Works/ 5 years Mag, Ppr Engineering (SSMP) §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactjte, .'Tbtal'•'•' Media I=Import Paper (OFR) (Off-s Vital? after (in office) Retention'• Options M=Mfr OD or .'. S=Scan Imaged& 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. Liti ation, claims, complaints, audits, Pendina records requests, and/or investi tions sus end normal retention periods retention resumes after settlement. Public Mag' Department Preference;-GC§ Works/ Sewers Plans P . .'.P.' .'. Yes(all) Mfr, OD, S No 34090 Engineering Ppr Public . . . . . Mag, NPDES Monitoring records are Works/ Stormwater Lab Reports 3 years Xer$ . Mfr, OD, S/I Yes: 2 required for 3 years; 40 CFR Engineering Ppr years §§122.21, 122.41, 122.44 Public •'• Mag, NPDES Monitoring records are Works/ Stormwater: Industrial Notices/ Resolution+ .Resoluton.+. Yes: 2 Mfr, OD, S/I required for 3 years; 40 CFR Code Enforcement/Violations 3 years .•.3.years. . years Engineering Ppr §§122.21, 122.41 Copies- ppies When No When IVo: City Clerk maintains originals; City Clerk Streets(Vacations,etc.) Longer L 9�. .• Yes(all) GC§34090.7 Required Ftecjuired: City Clerk Subdivision Files Completion+ P :P' Yes(all) Mag, S Yes: 1 Department Preference(City 2 years Mfr, OD, year Clerk is OFR); GC§34090.7 Public Transportation Permits(Wide .'.' Yes: Until Works/ 2 years .2'yeafs• Mag, Ppr GC§34090 Engineering Load, etc) Completion HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver.-13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy InacI •`. . . . Paper Active •`Tbtaf'•••' Media 1=Import (OFR) (Off- Vital? after (in office) Retehfidn' Options M=Mfr OD o 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. . last document+2years), since destruction is normal) performed by file folder. Liti ation, claims, com taints, audits,pending records requests, and/or investigations suspend normal retention Periods retention resumes after settlement). IN Public ' '.'.' Mag, Yes: After Department Preference; GC Works/ AB 939 Implementation 10 years i ir�ars..'. Mfr, OD, S 1 year §34090 et. seq. Maint. Ppr Claims can be made for 30 years Public Beach Closure Files/Ocean '•'•'• Mag, Works/ Closures(Investigations to 2 years 28 years 3Q ys2cs.:. Mfr, OD, S/I Yes: 2 for toxic substance exposure; 8 years CCR§3204(d)(1)et seq., GC Maint. determine source, etc.) Ppr §§12946, 34090 Public Confined Space Entries(Permitted Code of Federal Regulations Works/ entries into sewers and storm Mag' Yes: 2 requires 3 years for all 2 years 3 years . 5 years. Mfr, OD, S/I records,r years monitoring 40 CFR Maint. or drains in order to comply with Pp Utilities regulations) 122.416)(2) Public Life of Life'of.'. Vehicle Department Preference; GC Works/ Equipment Maintenance History Equipment+ 'Equipment:+. Mag, Ppr Maint. Numbers 2 years 2.years.'.' §34090 Public General Files: Originals Works/ 2 years .2.years. . Mag, Ppr GC§34090 Maint. (Maintenance Operations) General Files: Copies of records When No `.Whe'n'Na'. Lead Dept. where other Divisions or Longer Lange-T.'.- Mag, Ppr GC§34090.7 Departments are the Lead Required ' 'Required. Maintenance O erations Public Works/ Harbor Dredging Permits P P'. . .' Mag, Ppr GC§34090 Maint. Fire, Public .•.•.•.• Mag, Yes: Department Preference; GC Works/ Logs(Flooded Intersections) P .P. Mfr, OD, S When §34090 Maint. Ppr I Linactive HUNTINiGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 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) Retention' Options M=Mfr OD or Mfr) ... S=Scan Imaged& If the record is not listed here, refer to the Retention for C-it -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 invest/ ations sus end normal retention periods retention resumes after settlement. Maintenance Service Contracts (MSC)-NON-INFRASTRUCTURE Statewide guidelines propose 7 -Contract Administration Records years;2 years for blueprints& Public ' ' ' ' ' ' • • Mag, specifications; Statute of Works/ (examples: Maintenance, Street Completion + � mp ofetio'rr 4es-- Y Until Yes: 1 Sweeping, p Consultants, 5 ears 5•ear's•:•: Com leted Mfr, OD, S Limitations is 4 years; Errors& Maint. Landscaping, Slurry Seals, Tree y y Ppr year Omissions does not apply to these contracts; CCP§§337. Trimming, Leases, Professional these o 3acts, GC§34090 Services, etc.) 337.1 Public Pavement Maintenance Inventory Data Data•'•'- Works/ Records Superseded Superseded' Mag GC§34090 Maint. Public Mag, Some maps are also retained by Record Drawings and Plans for Works/ P P ; Yes(all) Mfr, OD, S No Planning and City Clerk; GC Maint. ALL City Facilities Ppr §34090, 34090.7 Public Life of Life of Mag, Covers statute of limitations; Works I Playground Equipment E ui Equipment+ E' ui m- eiit'+' Mfr, OD, S Yes: 1 CCP 338 et se 340 et se Y94 P q. p year §§ q'' q'' Maint. 2 years .2:y2ars:•:• Ppr 342, GC§§945.6, GC§34090 Public Works/ Pressure Vessel Permit(Propane, Expiration + Expiration'+2 Mag, Yes: After Maint. Or etc.) 2 ears Mfr, OD, S GC§34090 y '..years:.:.' Ppr 1 year Utilities Public Mag, Department Preference; GC Works/ Recycling Program 5 years :,` Xearg Mfr, OD, Maint. Ppr §34090 et. seq. 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 Solid Waste Program Mag, Department Preference; City Works/ 5 years ' 5-years- Maint. (Administration) Mfr, OD, Clerk is OFR for all actions; GC Ppr §34090 et. seg. HUNTMTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Category ID# Records Description Retention f Disposition Comments/Reference Record . .... Destroy Image: Inactive . . . . . . Paper (OFR) Active ;Total'•.•: Media 1=Import {Off-site Vital? after (in office) `Retehtio'n Options M=Mfr 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 bv file folder. Liti ation, claims, complaints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Public •. :• Consistent with Work Orders and Works/ Street Maintenance(Overlays, 3 years '3 years' Mag Ppr Operational Complaints; CCP Maint. Repaving, Slurry Seals, etc) §§338 et seq., 340 et seq., 342, GC§§945.6, GC§34090 Public Consistent with Work Orders and Works/ Street Sweeping Records 3 years . 3 X�ars Mag Ppr Operational Complaints; CCP §§338 et seq., 340 et seq., 342, Maint. GC§§945.6, GC§34090 Public Tree Petitions with Curb or gutter Work VVbrk• Consistent with Work Orders and Works/ repair/replacement(want tree Completed+ 0om04eted'+' Mag Ppr Operational Complaints; CCP et Maint. replaced)-Not Funded by a Grant 3 years 3:years:•:• GC§ et seq.,§945.6, GC § 4 seq., 342, GC §34090 Public Mag, Department Preference; GC Underground Storage Tanks Yes: After Works/ (USTs) 10 years P • :. •:• Mfr, OD, S 1 year §34090 et. seq., 23 CCR Maint. Ppr 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, 6 112 years for Cathodic Works/ Maintenance,Release Detection 7 years -7.years• Mag, Ppr protection maintenance, 5 years Maint. Systems,Cathodic Protection for calibration&maintenance of Maintenance Records release detection systems; 23 CCR 2712 b ; H&S 25284.2 i HUNTINIGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 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) Reteittioon. Options M=Mfr 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. . last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, auditspending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). 0 . . . o Department Preference to cover all statute of limitations, If a motor carrier, required for 18 Public Vehicle Folders: Includes Disposal of '-Disposal of o months after vehicle is sold; Works I Maintenance History, Accident Vehicle +2 oVehi>~le+02-' 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); 0 0 0 0 0 49 CFR 396.3(c); CCP§337 et. Seq., GC§34090 Public Works I Videos(TV Inspections of sewers Until o o Until o ' o Ma Retained for reference; GC Maint. Or and storm drains) Superseded Spersded g §34090 Utilities Public City Clerk maintains originals Works I Weed Abatement 2 years .'.2•year's•; ; Mag, Ppr that are presented to Council (for Maint. liens); GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Destroy Image: Inactive •••••••••• •• Paper Active Total"•' Media I=Import (OFR) (Off-site, nti Vital? after (in office) Reteon'• Options M=Mfr 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 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits,Dendiaq records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PARK TREE&LANDSCAPE Public Landscape Architect/Plans(Blue Mag, Department Preference; GC Line Copies): City or City- P . .P Mfr, OD, S/I No Works 34090 maintained Projects Ppr § Public Landscape Architect/Plans(Blue When No .When Required for processing; GC Longer .Lon -Nu Mag,Longer. Mfr, OD, S/I No Works Line Copies): Required .Requj f Private Projects Ppr §34090 ed. 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 Department Preference; GC Works Mfr, OD, §34090 . .UVor►c . . Consistent with Work Orders and Tree Petitions without Curb or Work Public utter repair/replacement want Completed+ + Operational Complaints; CCP g p ( CQ1P[eted g Pr Works Ma p §§338 et seq., 340 et seq., 342, tree replaced) 3 years Xe � . GC §945.6, GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Category ID# Records Description Retention f 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& 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 normal!y performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). TRANSPORTATION Public Bikeway Paths P P Yes(all) Mfr, OD, S Works Yes: 1 Department Preference; GC • year §34090 Public School Information(Traffic Safety Department Preference; GC Works Issues, etc.) 10 years :1Q years•.• Mag, Ppr §34090 Public Works Special Surveys 10 years 1Q�rearS•:• Mag, Ppr Department Preference; GC §34090 When No •Wh n'No'• Public Longer Department preference(required •:•Longe'r•:.' every 5 years, but can be Works Speed Surveys Required- :Regttir�d Mag, Ppr extended to 7 or 10 years); GC Minimum 10 Miriimum•10' §34090; GC§34090 5-years S ypa'rs Public Traffic Control Requests(red . . . . Department Preference; GC Works curbs, stop signs,etc.) 10 years :i0 years:. Mag, Ppr §34090 Public Traffic Counts, Summaries, 10 years 1Q y'earS•:• Mag, Ppr Department Preference; GC Works Reports §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. . . .•. Covers all Statute of Limitations, Works Signals, etc(locations, placement) Public Traffic Control Devices-Signs, P .•.p.•.•.•. Mag, Ppr Department Preference; GC §34090, CCP§337 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 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) (Off-site, Vital? after (in office) Retention'• Options M=Mfr OD or Mfr) .'. S=Scan Imaged& C' 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 ears since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pendinq records requests, and/or investi ations suspend normal retention eriods retention resumes after settlement. UTILITIES WATER'i WASTEWATER Department preference; State Public Annual Consumer Confidence Mag' Yes: 2 law requires 12 years, federal 10 Works/ Report(Water Quality Report) P P • '' Mfr, OD, S/I years years;40 CFR 141.33(a); 22 Utilities Ppr CCR§64470; GC§34090 Meets California Department of Public Health requirements(3 years), Works/ Backflow Inspections/Approvals 3 years '.'3'years'.'. Ppr Domestic water system Utilities inspection with County administration; GC§34090, 17 CCR 7605 Public Mag, Consistent with Chemical Yes: 2 Works/ Calibration Records 2 years 10 years :12 Mars... Mfr, OD, S/I years Reports;40 CFR 141.33(a), 22 Utilities Ppr CCR§64470 Department preference to be Public Catch Basin Maintenance& yea consistent with NPDES Works/ 3 years .3rs. . Mag, Ppr Monitoring records(3 years); 40 Reports §§Utilities CFR 122.21, 122.41, 122.44; GC§34090 Chlorine&Fluoride may be considered as toxic substances and claims can be made for 30 Public Mag, years for toxic substance Chemical Reports(Chlorine, • • Yes: 2 Works/ 2 years 28 years '�.'30 years'•.' Mfr, OD, S/I exposure; State law requires 12 Utilities Fluoride, Nitrates,etc.) Ppr years years, Federal 10 years for all chemical analysis; 40 CFR 141.33(a); 22 CCR§64470; 8 CCR 3204 d 1 et seg., HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive .• • • • • • Paper Active Total' Vital. Media I=Import after (OFR) (Off-site, (in office) •"Retention'• Options M=Mfr 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 ears since destruction is normally performed by file folder. Litigation, claims, complaints, auditspending records requests, and/or investi tions sus end normal retention periods retention resumes after settlement). . MSDS may be destroyed as long as a record of the chemical/ . . substance/agent,where& Public Chemical Use Report Form/ Mag when it was used is maintained Works/ Material Data Safety Sheet 2 years 28 years 3Q years . Mfr, OD, S Yes: After for 30 years;Applies to qualified Utilities (MSDS) P r Inactive employers; Claims can be made p for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(13)(2 and 3), GC §34090 Public Customer Complaints or .•.•.•.•.•. Mag 5 years is required in State and Works/ Concerns: Drinking Water Odor/ 2 years 3 years .'.5.year5 ' Mfr, OD, S/I Yes: 2 Federal law for any complaints; Utilities Taste/Visual Complaints Ppr years 40 CFR 122.410)(2)&40 CFR 141.33(b); 22 CCR 64470 Department preference; Public Domestic water system Works/ Department of Health Services 10 years 1Q years•:• Ppr inspection with County Utilities administration(State Program- Title 17)GC§34090 Public Mag, Yes: After Department preference; GC Works/ Hazardous Waste Hauling P . .P. .. ; . Mfr, OD, S 1 year §34090 et. seq. Utilities Ppr Public Expiration + �xplratibrt.+2 Works/ Hydrants: Temporary Permits 2 years .yea Mag, Ppr GC§34090 Utilities Public Manuals-Operation and Life of Life.of .; . Mag, Works/ Mfr, OD, S No Administrative value; GC§34090 Utilities Maintenance for various equipment Equipment .�quiprrieltt; Ppr HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Media I=Import (OFR) (Off-site, Vital? after (in office) -'RetehfIdn.*- Options M=Mfr OD or Mfr) Imaged& S=Scan . . . . .. .. .. QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and implv a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litiqation. claims, complaints, audits,pending records requests, andlor investi ations suspend normal retention periods 'retention resumes a r settlement). Department preference; Data is Public . . . . . . . Mag, Yes: 2 interrelated; system qualifies as Works I Meter Reading Database Indefinite -Indef4lite.". Mfr, OD, S/I rs a"trusted system"; GC§§34090, Utilities Ppr yea 12168.7 Consistent with Operational Public Meter Shop Log Sheets I Job Complaints; CCP§§338 et seq., Works 1 3 years Mag, Ppr Tickets . . . . . 340 et seq., 342, GC§§945.6, Utilities GC§34090 Covers statute of limitations for Public . . . . . . . . Permits: Natural Gas, Propane, Expiration+ Expiratiorn,,,t 2 Yes- Until contracts (4 years); Statewide Works I .... . . . . . Mag, Ppr etc. 2 4-years A.years. Completion guidelines propose Permanent; Utilities CCP §337 et. Seq. GC§ Public Mag, Works I Pressure Vessel Permit(Propane, Expiration + FEiti6fi -2 Mfr, OD, S Yes: After GC§34090 et. seq. Maint. Or etc.) 2 years 1 year Ppr Utilities Statewide guidelines propose 7 years;2 years for blueprints& Projects&Facilities: Public Mag, specifications;Statute of Works I INFRASTRUCTURE Final Completion + P Yes: 1 10 years Specifications and Plans 2 years Yes(all) Mfr, OD, S Limitations is 4 years . . . . .. year Utilities Ppr for Errors&Omissions; CCP (Reservoirs,Wells,etc.) . . . . . . . §§337. 337.1(a), 337.15, GC §34090 Public Mag, Pump Stations and Production Yes: 2 Administrative Value; GC Works I P -'P' Mfr, OD, S/I Utilities Reports Ppr years §34090 Public Mag, Works I Reservoirs(all records) P "P., Mfr, OD, S/I No Administrative Value; GC §34090 Utilities . . . . . . . . Ppr HUNTINGTON BEACH, CA. @1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute Wthout prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 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) Retention'• Options M=Mfr OD or] r Mfr) . S=Scan Imaged& 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+2years), since destruction is normally performed by file folder. Litigation, claims complaints, audits,pending records requests, and/or investi tions sus end normal retention periods retention resumes after settlement. Public • • • • • Works/ Routes(Reading, etc.) When When Mag, Ppr Transitory Records; GC§34090 Utilities Superseded .Sup�rsedt:d. et seq. Department preference; Data is Public SCADA: Supervisory Control and Works/ p ry Indefinite •.•Indefmite•.• Mfr, OD, S/I Yes: 2 interrelated; system qualifies as Utilities Data Acquisition . . . Ppr years a"trusted system"; GC§§34090, 12168.7 Public Expiration of .Expi&ration•of. Works/ Self-contained Breathing Certificate .Cerlifit;ate.• MM OD, S Yes: After Certificates are issued for 3-5 Utilities Apparatus(SCBA) (minimum 2 .(minimum 2. 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 ears reports have the potential to be P P Y 'X�ar; . Mag, Ppr Utilities involved with Clean Water Act actions; GC§34090 Public Works/ System Chlorination&Fluoridation 2 years 2=years ., . Mag, Ppr GC§34090 Utilities Public Works/ System Flush 2 years .•.2.YQ rs, Mag, Ppr GC§34090 Utilities Public TV Collection Line Inspection Tapes/Video Inspections/Video Department Preference; GC Works/ Tapes or Digital Recordings all P . P-. . Mag Utilities p g g ( §34090 et seq. lines HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 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& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and implv 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 investi tions suspend normal retention periods retention resumes after settlement. Department Preference (Required for 3 years);the Public :•: :•: warrantee period for work done Works/ Underground Service Alerts 3 years :3•years•. Ppr is usually 5 years,the Statute of Utilities (USA's)--City Limitations for some work may be up to 10 years; CCP§337 et seq., GC§§4216.2(d)& 4216.3(d), 34090 Public Superseded Superseded• Highly confidential; 42 USC 300i- Works/ Vulnerability Assessment +5 years +..years;•: Mag, Ppr 2(c) Utilities Outside Water Districts(outside agencies)/ When No . .Whri IVo.:. Non-Records used for District Projects outside City Boundaries Longer :Lilrjgnr• Mag, Ppr administrative purposes; GC Required RecjuiFed: _ §34090 _ Public Water Production and Stormwater Mag' Yes: 2 Consistent with other records; Works/ 2 years 3 years •'•5•years•:•: Mfr, OD, S/ Utilities Recording Charts Ppr years GC§34090 Public Water Production Reports- Department Preference; GC Works/ Annual 2 years P . .R'.' Mag, Ppr §34090 Utilities Public Water Production Reports- Consistent with other auditing Works/ 2 years 3 years .•.5.years. Mag, Ppr Utilities Monthly standards; GC§34090 Public Water Quality Reports(also see Mag' Yes: 2 State law requires 12 years, Works/ 2 years 10 years . .1. yeas: Mfr, OD, S/I Federal 10 years; 40 CFR Utilities Chemical Reports) Ppr years 141.33(a); 22 CCR§64470 Public Water Reports&Sampling: Yes: 2 Mag, Department preference(only 5 Works/ 2 years 10 years 12 years•'• Mfr, OD, S/I years is required); 40 CFR Utilities Bacteriological&Organics Ppr years 141.33 a ; 22 CCR 64470 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record •'Retention Image: Destroy (in office) Active Inactive . Total'•'•' Media I=Import Paper (OFR) (Off-site, Options M=Mfr Vital? 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 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investi tions suspend normal retention periods retention resumes after settlement. . . Lead and Copper are required for 12 years or 2 compliance Public Water Reports&Sampling: . . • • • • Mag' Yes: 2 cycles(some compliance cycles Works/ 2 years 10 years '.'12 years•.• Mfr, OD, S/I Utilities Chemical, Lead and Copper Ppr years are nine years); 22 CCR 64400.25; 22 CCR§64470,40 CFR 141.33(a);40 CFR 141.91 Federal: Bacteriological analysis Public Water Reports, Monitoring& Mag, are required for 5 years, Works/ Testing(maintenance,strip chart 2 years 10 years 1-2 years : Mfr, OD, S/I Yes: 2 chemical analysis for 10 years; Utilities recordings) Ppr years State law requires 12 years, Federal 10 years;40 CFR 141.33(a); 22 CCR§64470 Public Mag' Administrative Value; GC Works/ Well Records P •:P:•: Mfr, OD, S/I No §34090 Utilities P r HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised:.9/6/11 Res. No. 2011-53 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 September 6, 2011 by the following vote: AYES: Shaw, Harper, Hansen, Carchio, Bohr, Dwyer, Boardman NOES: None ABSENT: None ABSTAIN: None Q"�J— L12i Cit Jerk and ex-officio derk of the City Council of the City of Huntington Beach, California