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HomeMy WebLinkAboutCity Council - 2015-15 RESOLUTION NO 2 015_1 5 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 2011-53 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 The State of California has adopted guidelines for retention periods foi various government i ecords, and Government Code Section 34090 provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed, NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows- SECTION 1 Resolution 2011-53 is hereby rescinded SECTION 2 The iecoids of the City of Huntington Beach, as set forth in the Recoids Retention Schedule attached hereto as Exhibit "A" and mcorpoiated by this iefeience as though fully set forth herein, are heieby authorized to be destroyed as provided by Government Code Section 34090 et seq and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Attorney, without further action by the City Council of the City of Huntington Beach SECTION 3 With the consent of the City Clerk, City Manager, and City Attorney, updates to the retention periods ate hereby authorized to be made to the Records Retention Schedule without further action by the City Council of the City of Huntington Beach SECTION 4 The term "records" as used heiem shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers, and any "public records" or"writings" as defined by Government Code Sections 6252(e) and 6252(g), respectively, of the California Public Records Act SECTION 5 The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions 15-4668/119386 doc 1 Resolution No. 2015-15 SECTION 6 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 4 t h day of May , 2015 RVE OVED O FO City i g r ity ttorney � (LI 15 INITIATED AND APPROVED ce C Cleik Exhibit "A" Retention Guidelines 15-4668/119386 doc 2 f t Resolution No 2015-15 EXHIBIT A Ver- 19.5 RECORDS RETENTION SCHEDULE: CITYWIDE STANDARDS Page CW-1 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-Site, Total vital? Media I-Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan , petentions a fo the de artmen#that is 1VO7 the C7ffrce of Racx�rd {JFR or the "Lead t}e ailment°. if ou are the f7FR refer to ur de rfinent retention schadula. s be in when the act is com leted and im 1 a full file folder e. .last document+2 ars since destruction is normall erfamredb file folder.claims com laints audits ndin records re uests and/or investi ations sus end normal retention eriods retention resumes after settlemen Accident, Emergency, Incident„ Copies- Copies- Resources 1 CW-001 Injury, Emergency and Property When No When.No Mag, Copies retained for reference; Risk Damage Reports: ALL(medical and Longer longer Ppr GC§34090.7 Manag. non-medical.) Required Required. Until Until Lead Dept. CW-002 Administrative Policies Superseded Superseded, Yes: Until Mag,(minimum 2 (minimum 2' Superseded Ppr GC§34090 ears) years). Agreements,Cash Contracts,and Maintenance Service Contracts- ALL (includes Change Orders and Forward ALL original RFPs) Upon Upon Yes: Before Yes: After Mag, agreements&change orders to City Clerk CW-003 Mfr,OD, S City Clerk;all infrastructure Completion Completion 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 Agreements,Cash Contracts,and Completion Audit Standards=4-7 years; 5 years or Statute of Limitations: Contracts Maintenance Service Contracts: After +5 years 1.or &Speds=4 years,Wrongful ADMINISTRATION Agency After 'Funding Death=comp. +5 years, Funning Mag, Lead Dept- CW-004 (Correspondence, project schedules, Completion Agency Yes: Before Mfr,Ql�, SII Yes: Upon Developers=comp. +10 years; Audit,if Completion Completion Statewide guidelines propose copies of invoices,backup, Audi(;If Ppr required, termination+5 years; Statute insurance certificates,RFP,etc.) required whichever is of Limitations for Errors& Also see grant retention,if whichever is applicable. longer Danger Omissions is 10 years; CCP %337.337.1(a), 337.15, GC 34090 HUNTINGTON BEACH, CA C1995-2011 Gladwell Governmental Services,Inc.-all rights reserved ,Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4/1 5J Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Category ID# Records Description Retention f Disposition Comments f Reference Record Image: Destroy Inactive Paper (OFR) Active (off-site, Total Media I=import [in office) [O Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& ptia ons a f to the de artment that is NOT the Office of Record OFR or the"Lead De arfmant". ff au are the OFR refer to I'mur de artment retention schedule. ons be in when the act is com leted and im f a full fife folder e. . last document+2 are sine destruction is normal! rformed b file foldern claims complaints, audits endir records re nests and/or investi ations su nd nvmlal ratan#fan periods re#ention resumes after setffement. Audits/CAFR-Comprehensive Copies- Crlpiet3.. - When No Wh 1.en 401 Mag, Finance CW-005 Annual Financial Reports[these are GC§34090.7 copies] Longer Langer Ppr Required Requir ! _ CW-006 Bids: See Contracts&Agreements Statute of Limitations for Pubfic Boards,Commissions,& Term of Term of official misconduct is discovery Staffing Meg, of offense+4 years;Statewide GW-007 Committees: APPLICATIONS: Office+4 ' Office+4 Dept. Appointed years yeah Ppr guidelines propose Appointment +5 years;GC§34090, PC 801.5,803c Each Department uses a different format to meet their Board's,Commissions,& different requirements; Federal Staffing Mag, law requires payroll records for GW-008 Committees: APPLICATIONS: 2 years 2 years ' 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 N© Legally Required for 30 days; Staffin Boards, Commissions,& Longer Longer Ta Department may prefer to retain g CW-009 Committees: AUDIO RECORDINGS Required- Required-. for administrative purposes Dept. of Meetings Minimum Minimum [Mag) (audio tapes are only 30 days is 30 days 34 days required);GC§54953.5(b) When No When No Legally Required for 90 days; StaffingBoards,Commissions,& Longer Longer Tape Department may prefer to retain Dept. CW-010 Committees: VIDEO RECORDINGS Required- Required- (Mag) for administrative purposes of meetings(ALL) Minimum Minimum (video tapes are only 90 days is 90 days 90 plays required);GC§34090.7 HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted. 2f4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4/15 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 I Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy Active Inactive Total Media 1=Import Raper (OFR) (Offaslte, Vital? after (in office) Retention Options M=Mfr OD or Mfr) -Seen Imaged& etentions apolv 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 impiv a furl file folder e. . last document+2 ars since destruction is normal!y performed by file folder. iti ation claims complain auditspending records requests, and/or investi ations sus pen normal retention periods fretention resumes after settlement). Boards,Commissions,& When No When No Brown Act challenges must be Committees: Citizens Advisory Longer Longer Staffing Mag, filed within 30 or 90 days of Dept. CW-011 Formed by CITY COUNCIL Required- Ppr action;GC§§34090, (Agendas,Notices,Proof of Minimum 2 Minimum 254960.1(c)(1) Publications etc. ears years Boards,Commissions,& Notes taken to facilitate the Staffing CW-012 Committees: Citizens Advisory Mag'P P Yes Mfr,OD, S Yes: After writing of the minutes can be Dept. Formed by CITY COUNCIL 2 years destroyed after minutes have MINUTES&BYLAWS Ppr been adopted;GC§34090 Boards,Commissions,& When No When Na Committees: External Mag, CW-013 Organizations(e.g.County Board of Required Longer Longer gained. Ppr Non-records Supervisors) Re CW-014 Brochures: See Reference Manuals Copies- Copies_ City Clerk maintains originals; When No When No Yes° Mag' Yes: After Final must be filed with County City Clerk CW-015 Budgets-Finals Longer Longer Current Mfr,OD, Sit 5 years Auditor,GC§34090.7,40802, Required fteRui►ed Fiscal Year Ppr 53901 Copies- Copies- Admmist. CW-016 Citizen Inquiry Forms When No When;No, Mag, Administration retains originals; Longer Longer Ppr GC§34090.7 Required Requited City Mag' Attorney CW-017 City Attorney: Opinions 2 years P P Mfr,OD, S No GC§34090 Pr Copies- Copies> - - City Council Requests for Council When No When`No Mag, Yes: After City Clerk maintains original City Clerk CW-018 Mfr,OD, S staff reports in subject matter Action(RCAs) Longer Longer . Ppr Completion files;GC§34090.7 Required -Required HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Ito nol duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Category ID# Records Description Retention l Disposition Comments!Reference Record 11 Image: Destroy t@ sInactiv@ Paper (OFR) � Active (Dff= l , Tote! Media i=Import (in office) OD(Off-site Retention Vital? Options M=Mfr after Imaged 8 S=Scan Reten#inns a ! to the department that is NOT the Office of Record OFR or the"Lead Department". If you are the OFR refer to vourdepadment retention schedule. Retentions begin when the act is completed.and imptv a full file folder e.a.last document+2 vearsJ.since destruction is normally rformed by filer folder Lititiation,claims complain auditspending records re Quests,and/or investigations sus nd normal retention eriods retention resumes after settlement. City Council Subcommittees: (AGENDAS,ANNOTATED All recommendations are given AGENDAS, MINUTES, NOTICES, to full Council for action;Brown Depart. Ppr Staffing CW-019 CORRESPONDENCE,etc.) 2 years 7 yeara Mag' Act challenges must be filed 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 Risk C1N-020 Claims 1 year 1 year Settlement M POD' Sli Settlement Attorney maintains copies of Manag. p lawsuits;GC§§34090.7, 34090.6 Committees: Internal attended by Mag, Lead Dept. CW-021 employees(e.g. Safe! Committee 2]ye2 years Ppr GC§34090 Peace Officer records are limited to 5 years before event; accusations against drivers of Complaints(against Personnel-e,g. Final : emergency vehicles must be Yes: Before Mag, filed within 3 years;State and Lead Dept. CW-022 misconduct,abuse,excessive force, 'Dis #}iapttsltlGrt' Disposition Ppr Fed laws is until final disposition etc,) +5 +5 yeai^s: of formal complaint; State requires personnel records for 2 years; EVC§1045(b)(1), GC §§12946,34090;VC§2547 HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or disirlbute without prior written permission from GGS(909)337-3616 Revised: 6I4115 Ver. 19.5 RECORDS RETENTION SCHEDULE, CITY-WIDE STANDARDS Page CW-5 Office of Record Category ID# Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive Total Media I-Import Paper IC]t=Ry (Off-site, vital? Media (in office) Retention` Options M-_Mfr OD or Mfr} Imaged 5-_Scan , p €ions a l to the de artment that is NOT the Office of Record OFR or the'Lead De artment. If ou are the OFR refer to ur de rtment retention schedule. tions be in when the act is com leted and im i a full file folder e. . last document+2 ears since destruction is normall erformed b file folder.non claims complain audits endin records requests, and/or investi ations sus nd normal retention eriods retention resumes after settlement. Statute of Limitations for personal property,fraud,etc. is Lead Dept. CW-023 Complaints I Service Orders 3 years 3 years Mag Ppr 3 years;Claims must be filed in (operational) 6 months; CCP§§338 et seq., 340 at seq., 342,GC§§945.6, GC 34090 CW-024 Contracts; See Agreements - - Copies- CW-025 Copies or duplicates of any record When No Wherr'No Mag Ppr GC§34090.7 Longer Langer. .: Required Required Dept.that Authors Document Correspondence-ROUTINE(e.g. or Administrative,Chronological, Receives General Files, Letters, the City's CW-026 Memorandums,Miscellaneous 2 years 2 years Per' GC§34090 Original Reports, Press Releases,Public Document Records Requests,Reading, (from an Working Files,etc.) outside source I I i I I HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS t9091337-3516 Revised: 6/4J15 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Active Inactive Total Media I�Impnrt Raper (OFR) (Off-site, Vital? after (in office) Retention Options M-Mfr OD or Mfr) S-Scan Imaged& pel,,,entions a f to the de artment that is NOT the Office of Record OFF' or the Lead©e ailment". If ou are the OFR refer to ur de artment retention schedule. tions be in when the act is com leted, and im i a full file folder e. . last document+2 ars since destruction is normall erformed b Fife folder.ion claims complaints,audits ndin records re nests and/or investi ations sus pen normal retention nods retention resumes after settlement). Correspondence-TRANSITORY f PRELIMINARY DRAFTS, Electronic and paper records Interagency and lntraagency are filed and retained based Memoranda not retained in the upon their content. E-mails, Dept.that ordinary course of business electronic records,or social media postings that ARE made Authors (e.g.calendars,checklists,e-mail or or retained for the purpose of Document social media posting NOT made or preserving the informational or retained for the purpose of content for future reference are Receives When No When No: preserving the informational content Mag, saved by printing them out and the City's CW-027 Langer Longer Original for future reference, instant Required Required.. Ppr placing them in a file folder,or messaging, inventories, invitations, saving them electronically;If not Document logs,mailing lists, meeting room mentioned here,consult the (from an registrations,speaker slips,supply City Attorney to determine if a outside source) inventories,telephone messages, record is considered transitory 1 transmittal letters,thank yous, preliminary drafts. GC requests from other cities, §§34090,6252,6254(a);64 undeliverable envelopes,visitors Ops.Cal.Atty. Gen. 317 logs,voice mails,webpages,etc.) (1981)) Copies- Copies Yes: Mag, Originals maintained by City When No 'When Na Depen ding City Clerk CW-028 Council Resolutions Longer Longer upon Mfr,Oil, S No Clerk Permanently;GC Required Fte+Ciufred Subject Ppr §34090.7 As long as the drafts and notes Drafts&Notes: Drafts that are When No When No; are not retained in the"Regular Lead Dept. CW-029 revised(retain final version), Longer LongerMag, 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 625.4(a) HUNTINGTON BEACH, CA c)1995-2ol l Gladwell Governmental services,Inc.-all rights reserved Adopted: 2J4/02 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 614115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Category ID# Records Description Retention J Disposition Comments l Reference Record - - - - -- Destroy Image: Inactive Paper (OFR) Active Total Media i=Import after (in office) (O r Mf, Retention Vital? Options M=Mfr OD or Mfr) S Imaged =Scan Pet,ntions a J to tha de artmant#hat is NOT the Office of Record OFR or the "Lean![3e artment" if u are the OFR refer to ur de artment retention schedule, ntions b in when the act is corn leted and im l a full file folder e. .last document+2 ears since destruction is normal! rformed 6 file folder. ation claims complain audits pendingrecords requests, and/or investi ations sus rid normal retention eriods retention resumes after settlement. The Lead Department should print out historical documents (or save source data)prior to GIS Database f Data#Layers(both When No When No replacing the data, if they Lead Dept. CW-030 City-wide and Specialized) Longer Longer. Yes Mag require the data or output for Required Required historical purposes, Department Preference(Preliminary documents); GC§34090 et seg. Uniform Admin. Requirements for Grants to Local Governments is 3 years from After After expenditure report; HUD Funding Funding requires 3 years;statewide Agency Agency Mag, Yes: guidelines propose 4 years;7 Lead Dept. CW 031 Grants(SUCCESSFUL Reports,and 2 years Audit,if Audit;if. Mfr,OD, S I I When CFR 3016A2;21 CFR 1403.36 Financial Information) Required- required' Ppr Inactive 14fl3,42(b);24 CFR 135.42, Minimum 5 Minimum 5 91.105(h),92.505, 570.490,& 570.502(a&b),28 CFR 66.42; ! years 29 CFR 97A2;40 CFR 31 A2; 44 CFR 13.42;45 CFR 92.42; OMB Circular A-110&A-133; GC 34090 Lead Dept. CW-032 Grants(UNSUCCESSFUL 2 years LLL.2 years Mag' GC§34090 A lications Correspondence) P r i HUNTINGTON BEACH, CA C19M5-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 6/4115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of ,Category ID# Records Description Retention l Disposition Comments f Reference Record Image. Destroy Active Inactive Total Media I=Import Paper (t3FR) (in office} (Off-Site,Mf Retention Vital? ,Options M=Mfr after t]D ar Mfr) S=Scan Imaged - - etentions a 1 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. etentions be in when the act is cam feted and imply a full file folder e. .last document+2 .ears since destruction is normallyPerformed b rile folder. ti ation claims complaints audits ndin records requests,andfor investi ations sus nd normal retentionperiods retention resumes after settlement. If not resolved, Human Resources becomes OFR;All State and Federal laws require Resolution+ Resolution Yes: Before Mag, retention until final disposition of Lead Dept. CW-033 Grievances(Resolved before step 3) 2 years +2 years 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 1 Insurance Certificates(for When No When No Yes: Before Mag, Risk Management Maintains Risk CW-034 agreements,etc.) Longer Longer Payment Ppr Originals;GC§34090.7 Mana . Required Required Copies- Copies- Finance CW-035 Invoices When No When:No Yes: Before Mag, Finance Maintains Originals; Longer Longer Payment Ppr GC§34090.7 Required Required Copies- copies- : City Attorney is�OFR for When No When No lawsuits;Finance maintains City Lawsuits, Litigation, Pending Longer : Longer Yes: Before Mag' Yes: After originals of claim,denial letter CW-036 Mfr,OD, S/I Attorney Litigation Required Required Settlement Settlement and settlements;Risk (Upon (Lip[fr.' Ppr Management administrates Settlement S:ettle.ment) claim;GC 34090.7,34090.6 Law requires the City to turn the Transfer to Transfer t0 property over to the Police Lead Dept. CW-037 Lost Articles(coats,etc.) the Police the police Department,who retains for 90 Department impartment days then sells the item at public auction;CC§2080 et s HUNTINGTON BEACH, CA 01995-201 t Gladwell Governmental services,Inc.-all rights reserved Adopted; 2f4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4/15 Ver, 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Category ID 0 Records Description Retention l Disposition Comments!Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, vital? after (in office) OD or Mir) At"Hatlow Options M-Mfr Imaged& _..... S-Scan e 'en a l to the department that is NOT the Office of Record OFR or the "Lead De artment". if you are the OFR refer to our department retention schedule. tions be in when the act is cam leted and implya full file folder e. . last document+2 ears since destruction is normallyerformed b file folder. ion claims complain audits,Dendina records requests, andfor investi a(ions sus pen normal retention Periods retention resumes after settlement). CW-038 Minutes: See Commissions, Committees and Boards Copies- Copse$ City Clerk CW-039 Municipal Code(these are copies) When No When irio Current Mlfr,r,OD, I No Originals maintained by City Longer Lpngirr Original Ppr Clerk Permanently;GC§34090 Required 'R gqui d When No WfTeItN#..;; Non-records-may be obtained .... .... .... Lead Dept. CW-040 Newspaper Clippings Longer Longer 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 Notices: Public Hearing Notices l Municipal Government actions Staffing Affidavits of Publications l Affidavits Mag, is 3-6 months; Statute of CW-041 2 years 2 yefrs Depart. of Posting Notices l Legal Ppr Limitations for mailings for Advertising 1 Proof of Publication annexations,special districts, bonds is 60 days;CCP§§337 et seq,349A;GC§§34090, 54960.1 c 1 Copies- Cvpjds City Clerk CW-042 Ordinances When No Whet1 yes(a11) Mf OD, S No Originals maintained by City Longer Longer Ppr Clerk Permanently;GC§34090 Required Required Each Department uses a different format to meet their Payroll Time and Attendance different requirements; Federal Lead Dept. CW-043 Records(contains employee! 3 years 3 y Yes: Before Mag law requires payroll records for supervisor signatures) Payment 3 years; FTB keeps 3 years; Published articles show 4-10 "' years;29 CFR 1627.3(a);GC 34090 HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permisston from GGS{909)337-3516 Revised: 614115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Category ID# Records Description Retention t Disposition Comments l Reference Record Image: Destroy Inactive Paper (OFR) Active (off-site, vital?Total Media 1-import after (in office) SOD or Mfr) :Retention"' Options M=Mfr Imaged& S=$can Pet,ntions 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, entions be in when the act is com leted and im 1 a full file folder e. . last document+2 ars since destniction is normal! ertbtmed 6 file folder.ation claims cam lainfs audits ndin records re nests andlorinvesti ations suspend normal retentr"on periods retention resumes after settlement). 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+ Sepalatlotl t Before Mag, required; Ensure records kept in Resources CW-044 Supervisor's Folder) 3 years 3 years. Separation Ppr Department files comply with City policy;Originals are maintained by Human Resources; State&Federal lavrs 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+ Separation+ Before Mag, Federal laws require 2-3 years; Lead Dept, CW-045 Personnel Files(Training File) 10 years year Separation Ppr 29 CFR 1602.31 &1627.3(b)(ii), 8 CCR§3204(d)(1)et seq.,GC §§12946,34090 Lead Dept. CW-046 Personnel Work Schedules 2 years 2 yeah', Pag'pr GC§34090 - Lead Dept. CW-047 Press Releases 2 years 2 years3' fag' GC§34090 Departmental requests,and those not requiring the request Public Records Requests(from Mag, be in writing are considered Lead Dept. CW-04t3 Citizens and Attorneys) 2 years 2 years' Ppr transitory records and can be destroyed when no longer required;GC§34090 HUNTINGTON 'BEACH, CA @1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614f15 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Category ID# Records description Retention l Disposition - - - Comments l Reference Record Image: Destroy Inactive Paper (OFRI Active (off-site, Total Media. I=Import after (in office) 4D or Mfr) Retention vital? Options M=Mfr Imaged& S=Scan pitit tions a l to the department that is NOT the Office of Record OFR or the "Lead De artmant' if u are the OFR refer to your department retention schedule. tions begin when the act is completed,and imply a full file folder e. : last document+2 ars singe destruction is normallyperformed b rile folder ion claims com laints audits.pending records re nests and1or investigations sus pen normal retention: eriods retention resumes after settlement). - - Copies- Copies Purchasing is OFR; Financial Purchase Orders and Material When No When'No Yes: Before Mag, Police CW-049 Requisitions Longer Langer Payment Ppr records are audited annually; Required Regained`. GC§34090.7 Receipts: Cash Receipts,Petty Cash Receipts,Accounts Receivable Retained for auditing purposes; Finance CW-050 Source Records(includes all cash 1 Ppr year 1 year 2 years Finance is Office of Record;GC receipts,copies of receipts,deposits, §34090.7 DUI's, refunds,fees, etc.) Records Destruction Lists 1 Request for Destruction Records 1 Mag'rucon o Yes: After Standard records management Lead Dept. CW-051 P P Mfr,OD, Sll Authorization to Destroy Paper(to Ppr 2 years practice;GC§34090 Relyon the Image as the Original) Reference Materials:Policies, -- Procedures,Brochures,Flyers, When When Mag, Lead Dept. CW-052 Manuals,etc.. Produced by OTHER Superseded Supers Wed' Ppr Copies;GC§34090.7 Departments Reference Materials: Policies, Procedures, Brochures,Flyers, When No Where fro Manuals,etc.: Produced by Mag, CW-053 Longer Longer Non-Records OUTSIDE ORGANIZATIONS Required Requimd Ppr (League of California Cities, Chamber of Commerce etc. Reference Materials:Policies, - Statevuide guidelines propose Procedures, Brochures,Flyers, Minimum of Mlnimu[51 of Mag, Lead Dept. CW-054 Manuals,etc.: Produced by YOUR 2 years 2<yeerfs Ppr superseded+2 or 5 years;GC De rtment § OgO CW-055 Reference or Working Files: See Corres ndence HUNTINGTO'N BEACH, CA 01995-2011 Gledwef Governmental Services,Inc.-all rights reserved Adopted: �14 l�� Do not duplicate or dlstrittule without prior written,permission from GGS(9(39)337-3516 Revised: 6/4/15 Ver. 19.5 RECORDS RETENTION SCHEDULE; CITY-WIDE STANDARDS Page CW-12 Office of Category ID# Records Description Retention 1 Disposition Comments l Referents Record Image: Destroy Active Inactive Total. Media I®Import Paper (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& etentions 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. etentions beoin when the act is completed, and imply a full file folder e. .last document f 2 ors since destruction is nonvally performed by rile folder iti ation Claims complain audits,pendina records requests,andlor investi rations sus nd normal retention perfiDds retention resumes after settlement). Reports and Studies(Historically Mag, Yes: After Administratively and Historically Lead Dept. CW�-056 significant-e.g.proposed 10 years P P Mfr,OD, S/1 significant,therefore retained Westminster Consolidation) Ppr 10 years ermanentl ;GC§34090 Copies- Copies- Mag Reports and Studies(Presented to When No When No" City Clerk CW-057 Mfr,OD, Sil Yes: After City Clerk maintains originals; Council) Longer Longer Ppr 10 years GC§34090.7 Required Required Information is outdated after 10 Reports and Studies(other than years;statewide guidelines Lead Dept. CW-058 Historically significant reports-e.g. 10 years 10 years Pprrf propose 2 years; if historically Annual Reports) significant, retain permanently; GC§34090 Copies- Copies Comm. When No When No Yes: Before Mag, Copies(Community Services is Services CW-059 Special Event Permits Longer Longer Event Ppr OFR);GC§34090.7 Required Required _- Lead Dept. CW-060 Subpoenas 2 years 2 years Ppr GC§34090 Surveys i Questionnaires If a summary of the data is compiled, Lead Dept. CW-061 the survey forms are considered a 2 years 2 years Pp' GC§34090 draft or transitory record,and can be destroyed as drafts(When No Longer Required) CW-062 Tapes: See Boards&Commissions 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)337-3518 Revised: 6/4/1 5J ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Category ID# Records Description Retention f Disposition Comments I Reference Record' Image: Destroy Inactive Paper Active Total Media I=Impart (OFR) (in office) {"site, Rete[itlotl, vital? Options M=Mfr after 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 aur department retention?schedule. Retentions begin when the act is completed.and imiul a full file folder e. .last document+2years),since destruction is normaliv performed bv Me folder. iti otion claims complaints audits,Dendino records requests, and/orinvesti ations susipwend normal retention eriods retention resurnes after settlemenf. As long as they are not retained in the"Regular Course of When No When Na: Business". Consult the City Lead Dept. CW-063 Telephone Messages Longer 1.01ver : Ppr Attorney to determine if a record Required Iegcl'rred;, 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 I Time Cards-NOT format to meet their different ENTERED INTO KRONOS requirements; Department Yes: Before preference;Meets auditing Lead Dept. CW-064 5 years 5 yr3 Es Yes: 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 i HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 revised: 6/4115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image.. Destroy Active Inactive Total Media I=Import Raper (OFR) (Off-sits, 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 2 artment". if you are the OFR refer to Your department retention schedule. ete ntians b in when the act is complete and im l a full file folder e. . last document+2 Years), since destruction is normall performed b rile folder. ti anon claims complaints, audits ndin records requests, and/or invasti atians sus nd normal retention Periods retention resumes after settlement. Department preference; Ethics Training-COURSE RECORDS Training is 5 years;Statewide (Attendance Rosters,Outlines and guidelines propose 7 years; Materials) Calif, Labor Division is required to keep their OSHA records 7 Mag, years; EEOC/FLSA/ADEA(Age) Lead Dept. CW-065 Includes Safety Training,Tailgates 2 years 3 years 5 yews Mfr,OD S Yes:When requires 3 years for promotion, and Ethics Training 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 CCR§3203 at seq.,29 CFR Department 1627.3(b)(ii), LC§6429(c);GC §§12946, 34090, 53235.2(b) Copies- Copies- Mag, Yes: After 1996,all Treasurers Treasurers Reports(Financial When No When No City Clerk CW-066 Mfr,OD, I When Reports were presented to Reports) Longer Longer ppr Inactive Council;GC§34090.7 Required Required CW-067 Video Tapes: See Boards, Commissions&Committees Department preference(Courts treat volunteers as employees); Volunteer Applications& Mag, EEOC/FLSAIADEA(Age) Separation+ Separationrequires 3 years for promotion, Lead Dept, CW-068 Agreements -Successful 3 yearn 3 years Mfr,OD, S Yes: 1 year demotion,transfer, selection,or Applicants ppr discharge;29 CFR 1602.31 1627.3(b)(1)(i)&(ii),GC 12946 34090 HUNTINGTON BEACH, CA @199592011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4/15 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Category ID# Records Description Retention l Disposition Comments!Reference Record - - Image. Destroy Active Inactive Total Media I=Import. Paper (QFR) (Off-site, Vital? after (in office) .:Retention: Options M-Mfr OD or Mfr) -Scan Imaged& Retentions anDiv to the department that is NOT the Office of Record OFR or the"Lead 22 artment" if you are the OFR refer to ur de ailment retention schedule. Retentions be in when the act is completed,andimplya full fife folder e. . last document+2years), since destruction is normally performed by file folder Litigation, claims complaints, audits,pendina records re uests and'/or investi ationS suspend normal retention eriods retention resumes after settlement. -- Department preference(Courts treat volunteers as employees); Volunteer Applications& EEOClFLSAlADEA(Age) Lead Dept. CW-069 Agreements-Unsuccessful 3 years years, Ppr requires 3 years for promotion, Applicants demotion,transfer,selection,or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(iA(ii),GC 12946,34090 Inactive! Inactive! Yes: While Lead Dept. CW-070 Volunteer Emergency Contact Forms Separation+ eparation+ volunteer is Pp' GC§34090 2 ears 2=:years§ : active Depart. Work Orders i Service Requests Providing CW-071 CMMS DATABASE(Computerized Indefinite Indefinite: Mag Data is interrelated;GC§34090 ServiceWork ! Maintenance Management System) Depart. Work Orders!Service Requests- When No When Providing Preliminary drafts(the database CW-072 Al!Information Entered In CMMS Longer Lnr!ger Mag Ppr Service! is the original);GC§34090 Work Database Required Pe�1UI± tI.:::. Work Orders 1 Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into Providing CMMS Database) City preference;CCP§§338 et Service! CW-073 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 v1995-2o11 Gtadwell Governmental Services,Inc.-all rights resented Adopted; 2I4102 Do not duplicale or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver. 19.5 RECORDS DETENTION SCHEDULE: CITY-WIDE STANDARDS page CW-16 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive .� � Media I=Import Paper (DEB) (in office) ( -eftsOff , Retentlatt Vital? Options M-Mfr after 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 Voijr de arfinent retention schedule, Retentions begin when the act is completed,and impty a full file folder le.g.last document+2 ars since destruction is normally performed by file folder. iti ation claims complain audits, pendinq records rma uests artodWor investio,atians suspend normal retention periods fretention resumes after settlement). For legal compliance for WORM l DVD-r 1 CD-r l Blue Ray-R Trustworthy Electronic Records Lead Dept. CW-074 or other unalterable media that P OD the electronic record does not permit additions,deletions, serves as the official record); or changes GC 60200, 12168.7, EVC 1550, CCR 22620 at seg.. HUNTINGTON BEACH, GA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Go not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver.9.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, >E'atal Vital? Media I-Import after (in office) Retpritton Options M=Mfr OD or Mfr) Imaged& S=Scan , If the record is not listed here refer to the Retention far City-Wide Standards Retentions begin when the act is completed,and imply a full fife folder e. .last document+2 ars since destruction is normally erformed by file folder. iti ation claims complaints,audits.vendina records re uests and/or inves U Irons su end normal retention periods retention resumes after settlement. CITY MANAGER I COUNCIL SUPPORT Until n Yes: Superseded Sup ratMcf60 Yes: Until Mag,Mfr, When Admin. AQ 001 Administrative Regulations Minimum 2 Minim.urn 4= Superseded OD,Ppr S Supersed GC§34090 ears Z years ad Admin. AD-002 Administrative Files 2 years - — 2 yeat�s Mag,Ppr GC§34090 Association Records: Outside When Na 114Iti6r1.... Admin. AD-003 Memberships{IGMA,etc.} Longer LR11gar Mag,Ppr Non-records-;GC§34090.7 Required R$c{uurrd Admin. AD-004 Awards,Mayor's Awards 2 years 2'years Mag,Ppr GG§34090 Consistent with operational complaints;Statute of Limitations Citizen's Inquiries,Complaints, for personal property,fraud,etc.is Admin. AD-005 3 years 3 jteal� Mag,Ppr 3 years;Claims must be filed in 6 Communications,Logs&Resolutions months;CCP§§336 et seq.,340 et seq.,342,GC§§945.8,GC _.. 34090 ............................. ......... Admin. AQ-OOfi City Manager's Weekly Report 2 years 2jraars Mag,Ppr GC 434090 Term of Tefl11 Srf Admin. AQ 607 Council Member and Mayor's Office- Mag Ppr Administrative value to cover terms Correspondence Minimum 2 IYIIrdhiprn.2. of office;GC§3409D ears years Council Member and Mayor's When No When No Admin. AD-008 expenses for external organizations Longer Longer Mag,Ppr Non-records;GC§34090 not City expenses,) Required Required Admin. AD-009 FPPC Form 801 (Gift to Agency 4 years 4 ye+ars Mag,Ppr Must post on website;2 CCR Report) 18944.2(c)(3)(G Admin. AD-010 FPPC Form 842(Tickets Provided by 7 years 7 years Mag Ppr Must post on website for 4 years; Agency Report) GC§81009(e) HUNTINGTON BEACH, CAC 199 5-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5f4115 Ver.9.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Category ID# Records Description Retention I disposition Comments I Reference Record Image: Destroy Active Inactive Total (OFR) (Off-site, Vital? Media I=Impart after (in office) stetttion: Options M=Mfr OD or Mfr) S=Scan Imaged& f the record is not listed here refer to the Retention for Cit -Wlde Standards Retentions be in whorl the act is completed,and im I a Tull free folder e. .last document+2 ears since destruction is normal/ performed b file folder. iti ation claims com lgints gets ndi records re nest aruiir invest atior►s suspend normal retention periods rerention resumes after settlement). When No When No Longer Longer Admin. AD-011 Internal Studies and Reports Required- Requited Mag,Ppr GC§34090 Minimum 2 Min1muf r 2 . .. .......... .... ....... ........ ....... ears When No Whacl No= Projects&Issues(Issues and/or Longer Longer Yes: White Admin. AD-012 projects will vary over time-e.g. Required- Required Active Mag,Ppr GC§34090 Hotels,etc.) Minimum 2 Minimum 2 Issues ears years Until until Yes: Superseded Superseded Yes: Until Mag,Mfr, When Admin. AD 013 Strategic Plan Minimum 2 Minimum 2 Superseded OD,Ppr S I I Supersed GC§34090 ears years ed HUNTINGTON BEACH, CA Q1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4/02 Po not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514f15 Ver.9.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-3 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Inactive Destroy Active 'Total Media 1=Import Paper (OFR) (off-site, vital? after (in office) OD or Mfr fietfrlltlotl Options M=Mfr Ira I S=scan f the record is not listed here refer to the Retention for Cit -Mde Standards atentions tme in outman the act is corn eted and imply a full Cite folder e. .last document+2 yeaW,since destruction is normally erfo,mled by file folder. ti ation claims complaints, auditspending records requests,and/or investigations sus end normal retention penods retention resumes after settlement). PUBLIC INFORMATION 1 HBTV-31 CABLE Tv Admin. AD-014 I­118TV-3 2 years years Ma ,Ppr GC§34090 et Admin. AD-015 Cable TV-Complaints 2 years 2 years Ma ,Ppr GC§34090 Cable TV Franchise Administration 1 Completion CrUrttpletioh Department Preference;Conforms Admin. AD-01 t PACT Administration +5 years *5_ye8rs :° Meg,Ppr with City Wide standards for agreements;GC§34090 Admin. AD-017 Cable TV Programming,Production 2 years 2 1.years Mag,Ppr -��GC§34090 &Scheduling Consistent with video tape Staffing AD-01 s Cable TV Video Tapes 90 days 90 days Tape retention for public meetings;GC (Mag} 34090.7 Staffing Cable TV Video Tapes: Historical Tape When content is of historic De I. AD-019 events 90 days P P Ma si nificance;GC 34090.7 Admin. AD-020 Press Releases 2 years 2 years Mao,Pprl GC§34090 HUNTINGTON BEACH,CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 I i Ver. 10.5 RECORDS RETENTION SCHEDULE -BUSINESS DEVELOPMENT l SUCCESSOR AGENCY Page BD-1 Office of 'Category ID# Records Description Retention f Disposition Comments l Reference Image; Destroy Inactive Paper (OFR) Active (off-Site, T°tal vital? Media I®Import after (in office) Retention Options M=Mfr OD or Mfr) =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 fire folder e.Q. last document+2years),since destruction is normally performed by file folder Litigation, claims complaint audits pending records re uests and/or investi ations sus nd normal retention per" s retention resumes after settlement. When No When'No° Econ. Business Development Files Longer Longer Yes: While Develop. BD-001 (Issues andlor projects will vary Required- Required-. Active Mag, Ppr GC§34090 over time-e.g. Hotels,etc.) Minimum 2 Minimum 2 Issues ears years City-owned Properties: APN Sate of Sale of Scan_ Department preference;GC BD-002 Files(Assessor Parcel Number Property+2 Property 4-:2 Mag, Ppr Develop. Files) years §34090 years _ Commercial Rent Subsidy Original agreements are City Clerk BD 003 Agreements,Annual Payment Termination Termination Mag, Mfr,+5 years +5 years OD, Ppr approved by the City Council; GC tiles, correspondence,etc, 34090 et Econ. rs, Consolidated Plan Requirement; BD-004 Consolidated Action Plan 5 years 5 yea :. Mag, Ppr Develop. GC§34090 Statute of Limitations any - "...liability founded upon an Econ. BD-005 4 years Mag, Ppr Emerald Cove Senior Housing 4 years Yes: Before instrument in writing""or not Develop. Administration Files Event specifically provided for is 4 years;GC§34090,CCP§§337, 343 Environmental Determinations Planning is OFR; Final EIRs are When No When No. Yes: Until (Environmental Impact Reports Mag,Mfr, Yes: 1 required to be kept a"reasonable Planning BD-006 Longer Longer Project S I I OD,Ppr year period of time'"; 14 Cal Code(EIRs), Negative Declarations, Required Regutred Completed etc.)Inside City boundaries Regs§15095(c);GC§340901 When No When No - - - Econ. Feasibility Studies,with or Longer Langer Mag, Mfr, BD-007 Required Required... GC§34090 (minimum 2 Develop. without a project minimum 2 OD, Ppr ( ears) years} HUNTINGTON BEACH, CA.oln5-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised. 5f4115 Ver. 10.5 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT I SUCCESSOR AGENCY Page 1313-2 Office of Category ID# Records Description Retention 1 Disposition Comments l Reference Record Image: Destroy InactI Pa per Active tal Media I=Import (OFR) (Off-s Vital? after (in office) OD or ntion Options M-Mfr Imaged& S=Scan , If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2years),since destruction is nonnallyperformed by rite folder riti ation claims complaints, audits,pending records re uests andlor invest`ations sus nd normal retention pmDerinds(retention,resumes after settlement. - Consistent with Consolidated Housing-Affordability Plan Requirements; Required for Monitoring Files(includes bond 3-4 years from expenditure or Econ. Mag, Mfr, Yes: 1 BD-00a projects,density b ,-onus,& 5 years 5 years S i I 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. BD-009 Applications to Purchase- 2 years 2 years Mag, Ppr GC§34090 Develop. NOT approved(withdrawn or denied) - HUD requires 5 years after the project completion;documents imposing recapture i resale Housing Projects&Services - restrictions are 5 years after the Econ. NO RECAPTURE/RESALE Yes_ Until Mag,Mfr, Yes: 1 affordability period terminates; Develop. RESTRICTIONS(Compliance BD-010 2 years 3 years 5 years Paid OD, Ppr S i I year Uniform Admin. Requirements for Grants to Local Governments is 3 Monitoring) years from expenditure report; statewide guidelines propose 4 years;24 CFR 85.42, 92.508(a)&(c)&570.502(a)(16), 29 CFR 97.42,GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 2I4IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5f4/15 Ver. 10.5 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT 1 SUCCESSOR AGENCY Page BD-3 Office of Category,ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active Total Media I=Import after {Off-site, (in office) Retention Vital? Options M=Mfr OD or Mfr) $®Scan Imaged& Ifrecord is not listed here refer to the Retention for Cit -Wide Standards neted and im a full ale folder e. . last document+2 ars since destruction is normal! erformed b file folder.tion claims complaints audits,pendinq records re uests andlor investi ations sus end normal retention periods retention resumes after settlement - 5 years Alter 5 years After HUD requires 5 years after the the tits project completion;documents imposing recapture 1 resale Affordability Affordability Period Period restrictions are 5 years after the Housing Projects&Services - affordability period terminates; Terminates, Terminates; Econ. WITH RECAPTURE 1 RESALE Yes: Until Mag, Mfr, Yes: 1 Uniform Admin. Requirements for Written Writtenten Develop. BD-011 RESTRICTIONS(Compliance 2 Years or the or the S 1 l Paid OD, Ppr year Grants to Local Governments is 3 Monitoring). Agreement Agreement.` years from expenditure report; Terminates, Terminates, statewide guidelines propose 4 years;224 CFR 85.42, Whichever Whichever, 92.508(a)&(c)&570.502(a)(1 B), is Longer is Longer... 29 CFR 97.42,GC§34090 Econ. Housing-Loan Applications: De BD-012 Not Funded 2 years 2 years Mag, Ppr GC§34090 velo Consistent with Consolidated Plan Requirements; Required for Econ. HUD Applications and Reports Annual Annual 3-4 years from expenditure or Develop. BD-013 and Proof of Publications Report+5 Report+5:: Mag, Ppr performance report; 21 CFR years years 1403.42;24 CFR 85.42& 570.502(b),29 CFR 97.42, GC 34090 Econ. Mag, Mfr, Yes: After For protection from litigation;GC Develop. BD-014 Litigation Guarantees P P1. Yes OD, Ppr S Inactive §34090 et seg. When No When NO Longer L©nger, Econ. Market Study, Prospective Mag, Mfr, Develop, BD-015 Financial Analysis Required- Requited OD. Ppr GC§34090 Minimum 2 lllllriilrnlum:_ ears HUNT]NGTON BEACH, CA.01995-2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 10.5 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT/ SUCCESSOR AGENCY Page BD-4 Office of Category ID# Records Description Retention I Disposition Comments i Reference Record Image. Destroy Inactive raper {O]FR) Active (Off-site, �O�i Vital? Media I`Import after [in office) OD or- Mfr) Retention Options M=Mfr Imaged 8. S=scan €the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imolv a full file folder e,q.last document+2 ars since destruction is normally performed by file€hider: Lific lation claims complaint auditspending records hs crests sndlor invesfi 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 Termination Yes: Before Mag, Mfr, Clerk Maintains originals of all BD-016 Environmental Documents, S Project Develop, Planning Documents, Phases, +5 years +5 years Completion OD, Ppr Completion documents that were presented etc. - _ to Council or RDA;GC§34090.7 Econ. BD-017 Proposals, Development and 2 years 2 years Mag, Ppr GC§34090 Develop. Analysis of Alternatives Real Estate(includes deeds, When No When No Yes: Before Mag, Mfr, Yes: After City Clerk BD-018 abandonments,easements, Longer Longer. Purchase or S City Clerk is OFR-,GC§340907 right-of-ways,vacations,etc. Required Required Sale OD, Ppr inactive When No When No - Longer Longer Eton. Real Estate Appraisal Reports BD-019 Required- Required Mag, Ppr GC§34090 Develop. {all} - Minimum 2 Minimum 2 years years Real Estate Title Reports 1 Title Econ. Mag, Mfr, Yes: After Develop. BD-020 Insurance 1 Litigation P P Yes OD, Ppr S Inactive Copies;GC§34090.7 Guarantees Econ. -- — Redevelopment Projects f Mag„ Mfr, Yes; After BD-021 P P Yes S. Copies;GC§34090.7 Develop. Successor A envy_ rojt cts_ OD, Ppr Inactive City Settle+1 Settle+4 Settle+5 Yes: Until Mag, Mfr, Yes: After Consistent with Claims;CCP§§ Attorney BD-022 Relocation Appeals year years years Settlement OD, Ppr S Inactive 337 at seq.;GC§§945,34090, 34090.6; PC 832.5 When No When No Site Clearance i Soils Yes: Before Mag, Mfr, Fire BD-023 Longer Longer S No Copies;GC§34090.7 Remediation 1 Mitigation Completion OD, Ppr Required Required Statement of Indebtedness! When No When Na Mag, Mfr, Yes; 1 Finance BD-024 Annual Report to State 1 State Longer Longer. OD Ppr S 1 I year Copies;GC§34090.7 Controllers Re ort Required Required Econ. Tax Rebate Agreements, Termination Termination Mag, Mfr, Consistent with City-wide Develo BD-025 Annual Rebate Files +5 ears +5 ears OD Ppr standards; GC§34090 HUNTINGrTON BEACH, CA.01995-2011 Gladweli Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver.8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office ofCategory ID# Records Description Retention l Disposition Comments!Reference Record - Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-sits, Vital? after (in office) OD or Mfr) Retenttion ` Options M=Mfr Imaged& S=Scan 9 If the record is not listed here rater to the Retention for Cit -Wide Standards - Retentions begin when the act is completed, and imply a full rite foider e. .last document+2 ars since destruction is normally erformed by file folder: Litigation, claims complaints, audits pending records requests, and/or investigations sus end normal retention Periods retention resumes after settlement. Abatements,Code Violations: Resolved without Warrant or Yes: Until Department Preference(copies); Lead Dept. CA-001 2 years 2 yeah; Mag, Ppr Complaint (administrative Resolution GC§34090.7 citations When No When No City Attorney Day Files(Letters and Longer Lpngsr Department Preference(covers Attorney CA-002 Memos from City Attorney) Required- Requlr6d Mag, Ppr claim i litigation retention period); Minimum 2 Minimum 2 GC§34090 xis years City Case Management Database(Pro Department Preference-Data is CA-003 Indefinite Indefinite Yes(all) Mag interrelated;GC§34090, H&S Attorney Law} 19850 City Mag, Mfr, Yes: Statewide guidelines propose Attorney CA-004 City Attorney©pinion Index 5 years P P Yes OD Ppr Sll A&aCC superseded+2 years;GC§34090 - Yes: City Mag, Mfr, Statewide guidelines propose CA-005 City Attorney Opinions 5 years P P Yes Sll After 4C Attorney OD, Ppr &CAD superseded+2 years;GC§34090 When No When No City Closed Session Informational Longer (Anger Department Preference(covers Attorney CA-006 Letters l Memos Required- Required Mag, Ppr claim l litigation retention period); Minimum 5 wittimum,6- GC§34090 years years ..' All State and Federal laws require Human Department of Fair Employment& Final Sinai retention until final disposition of CA-007 Disposition Disposition Mag, Ppr formal complaint; State requires 2 Resources Housing(DEER or EEC7C)Claims +2 years + years. years after action is taken;GC 12946, 34090 Human CA-008 Grievance Reports 2 years 2 years Mag, Ppr Department Preference; GC Resources 34090 HUNTINGTON BEACH, CA 01995-2011 Giadweil Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514/15 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Category ID# Records Description Retention l disposition Comments l Reference Record Image: Destroy Active Inactive 'Total Media I=Import Paper (OFR) (In o (Off-site, office) Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is completed and im l a full file folder e. . last document+2 ars since destruction is normallyperformed by file folder. Litigation claims complain audits. Dendina records requests, and/or investigations sus nd norrnal retention periods retention resumes after settlement). Historical Cases are determined by the City Attorney;Statute of Limitations runs 6 months-5 Litigation Files!Legal Case Files: Indefinite years;for contracts is A years; Historical(©range County Indefinite Yes; City GA009 Bankruptcy, t Settle+ 1 (minimum Yes: S Aft Until Mag, Mfr, wrongful death for construction is Attorney - etc.) year [minimum 4 Settle+5 Settlement OD, Ppr After QC completion +5 years;Civil Courts Includes Settlement Agreements years) years) &OD retain their records for 10 years; CCP§§337 et seq.;GC§§911.2, 945.6, 34090,3409&6; PC 832.5 b Statute of Limitations runs 6 months-5 years;for contracts is 4 Litigation Files 1 Legal Case Files: Yes' years;wrongful death for City S After QG 4 years Regular Settle+ 1 Settle+5 Yes: Until Mag, Mfr, construction is completion+5 CA-010 Attorney year years Settlement OD, Ppr &OD years;Civil Courts retain their Includes Settlement Agreements records for 10 years;CCP§§337 et seq.; GC§§911.2,945.6, 34090, 34090-6; PC 832.5(b) When No When No City Longer Longer Mag, Mfr, Yes: Brown Act challenges must be CA-011 Request for Legal Services(RLS) Required- Required P S After QC filed within 30 or 90 days of action; Attorney Minimum 2 Minimum 2 flD, pr &OD GC§§34090,54960.1(c)(1) years "years Reference materials and copies of Subject Files i ProLaw"Matters" Mag, Mfr, When No When No Yes: documents generated by other Lead Dept. CA-012 Longer Longer S After QC departments pertaining to various (e.g. Dog Parts, Cable TV,etc.) Required Required DD, Ppr &OD topics required by Attorney staff; GC§34090 et seg. HU'NTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 514I1 a Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Category ID# Records Description Retention l Disposition Comments 1 Reference Record Image: Destroy Active Inactive f Total Media I=Import Paper after (UFR) (in office) CD or Mfr Retention Vital? ,Options M-Mfr Imaged& f 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(eju.last document+2years),since destruction is normalivnerfonned by file folder. ation claims cam feints audits ndin7 records re uests and/or investi ations suspend normal retention periods retention,resumes after settlement. 100-GENERAL,ADMINISTRATION Until Until- Superseded S.Uperseded Mag, Lead Depart. Is OFR;GC Lead Dept. 100.10 Policy&Procedures or When No or When Na Ppr §34090.7 Longer Longer Required "iegtired City Clerk 100.20 Organization Charts 10 years 1D y , Mag, Department Preference;GC -Ppr §34090 Lead Dept. 1D0.30 Department Monthly f Annual 1 o years 10 yeah Mag, Department Preference-Lead Reports Ppr Dept is OFR;GC§34090 City Clerk 100.40 Passport Transmittals i 2 years years Ppr - US Passport requirement;GC 34090 City Clerk 1oo.50 Restructuring 1 Reorganization 10 years 10 years,.. Mag, Department Preference;GC Ppr §34090 110-'8i.1ARDS t COMMISSIONS I COMMIrrEES When No When No' City Clerk 110.10 Administration Longer I_ortger Ppr' GC§34090 et seq. Required Required: City Clerk 110.15 Bylaws!Articles of Incorporation P P Mfrl OD, S!I No Department preference;GC (AOI's) Ppr §34090 Statute of Limitations: Public official misconduct is discovery of City Clerk 110.20 Applications&Resignations: 5 years 5 years Mag, offense+4 years, Statewide SUCCESSFUL Ppr guidelines propose Appointment +5 years;GC§34090; PC 801.5, 8030 Applications&Resignations: Mag, City Clerk 110.25 2 years yeet GC§34090 et seq. UNSUCCESSFUL Ppr HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc,-all rights reserved Adopted: 2I4IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3518 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category ID# Records Description Retention I Dispositlon Comments I Reference Record Image. Destroy (OFR) Active Inactive 1 Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged 8. If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and impiv a full file folder e.q. last document+2 ears since destruction is normally Performed bv Fite folder. iti ation claims complaint audits ndin records requests. andlor investl ations suspend normal retention peerioafs retention resumes after settlement, Department Preference-Matches City Clerk 110.30 Recognitions 4 yearn 4 years Papr' terms of office; GC§34090 at - seq. When No When No Legally Required for 30 days; Staffing Longer Longer Tape Department may refer to r twin Depart. 110.31 AUDIO RECORDINGS of Meetings Required- Required- (M g) for administrative purposes Minimum Minimum (audio tapes are only 30 days is 30 days 30 days required);GC 54953.5(b) When No When No Legally Required for 90 days; Staffing VIDEO RECORDINGS of meetings Longer Longer Tape Department may refer to retain Depart. 110.32 (ALL) ( g)Required- Required- Ma for administrative purposes(video Minimum Minimum tapes are only 90 days is 90 days 90 days required);GC§340901 Superseded Superseded Mag, City Clerk 110.40 Code of Ethics(Nes Ethics Minimum 2 Minimum 2 Mfr,OD, I Department Preference; GC Training Certificates) years year P r §3aa90 eg City Clerk 110,45 Maddy Act Postings 2 years 2 years Pprr' GC§34090 at seq. City Clerk 110.50 Maddy Act Local Appointments List 2 years 2 years : Pegr' GC§34090 at seq. 120-CITY COUNCIL When No When No Legally Required for 30 da s Longer AUDIO TAPES I RECORDINGS of Langer Tape Department may prefer to retain City Clerk 120.01 Required- Required Y Meetings (Meg) for administrative purposes Minimum Minimum (audio tapes are only 30 days is -- -- 30 days 34)days required);GC§54953.5(b) When No When No Legally Required for 90 days: e VIDEO TAPES 1 VIDEO Longer Longer Tap Department may prefer to retain City Clerk 120.02 Required- Required for administrative purposes(video RECORDINGS of meetings(ALL) Minimum Minimum (Meg) tapes are only 90 days is 90 days 90:days required); GC 34090.7 HUNTINGTON BEACH, CA.®1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2l4/02 Do not dupitcate or distribute without prior written permission from GGS(909)337-3516 Revised: 6J4/15 Ver.23.0 RECORDS RETENTION SCHEDULE:. CITY CLERIC Page CC-3 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy (OFR) Active Inactive l Total; vital? Media I=Import Paper after (in office) CD or Mfr Retention> Options M=Mfr Imaged& P-( record is not listed here refer to the Retention for City-Wide Standards ntions be in when the act is completed, and imply a full fie folder e. . last document+2 ors since destruction is rrarmall Performed 6 file folder. ticin claims cetm hints audits ndr'n records oasts ands'vr investi ativns sus nd normal retention periods retention resumes after settlement- - Mag' Yes: After Department Preference, GC ity Clerk 120.10 Policy&Procedures Superseded P P Mfr,OD, I Superseded §34090 Pr Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years 4 years Rapr' terms of office; GC§34090 et seg. Sunset of Sunset of Department Preference-Matches City Clerk 120.25 Ad Hoc Committees 1 Committee+ committee+ Mag' terms of office; GC§34090 et Subcommittees 2 ears 2 years Ppr City Clark 120.30 Goals&Objectives 5 years Mag, Department Preference; GC years Ppr 34090 et seg. Appointments 1 Resignations to Mag, Yes: After Department Preference- City Clerk 120.40 P P Mfr,OD, l Historical Value; GC§34090 et Council - P r Superseded seq- eq- Brown Act challenges must be Adjourned&Special Meetings: 2 years 2 Yeas Mag, filed within 30 or 90 days of City Clerk 120.50 Affidavits of Postings Ppr action; GC§§34090, 54980.1 c 1 Brown Act challenges must be City Clerk 120.55 Agenda Postings 2 years 2 years Mag, filed within 30 or 90 days of Ppr action;GC§§34090, 54960.1 c 1 City Clerk 120.60 Proclamations 2 years 2 years Rag'pr GC§34090 et seq. Mag, City Clerk 120.65 Minutes P P Yes Mfr,OD, S No GC§34090 ..: ....... ..- . ..... ........ Pr City Clerk 120.70 Commendations 1 2 years 2 years Mag' GC§34090 et seq. Acknowledgments P r Mag, City Clerk 120.75 Resolutions P P Yes Mfr,OD, S No GC§34090 P r HUNTINGTON BEACH, CA.01996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Devised: 614115 ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK. Page CC4 Office of Category ID# Records Description Retention!Disposition Comments!Reference Record Image: Destroy (OFR) Active Inactive 1 Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& f the record is not listed hens refer to the Retention for City-Wide Standards Retentions beoin when the act is completed. and imptv a full rile folder(e.g. last document+2 ars since destruction is normaltv Performed by fife folder. Litigation claims complaints,audits. nendina records requests, andlor investi ations sus nd normal retention penods retention resumes after settlement. City Clerk 120.80 Closed Session 2 years 2 years: : a�' GC§34090 et seq. City Clerk 120.85 Unagendized Council Comments 2 years 2 years'" Ppr GC§34090 Request for Staff Reports! Minimum 2J.Nnimurii 2 Mag, City Clerk 120.90 Res onses ears years: Ppr GC§34090 et seq. When No When No City Cleric 120.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. R aired Reauired 126-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): a Mag' City Clerk 125.20 Minutes„ Resolutions P P Yes Mfr,OD, S No GC§34090 Pr Housing Authority: Minutes, Mag' City Clerk 125.25 Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr Public Financing Authority: Mag, City Clerk 125.30 Minutes, Resolutions P Yes Mfr,OD, S No GC§34090 Pr Brown Act challenges must be City Clerk 125.35 All affidavits of postings, Notices, 2 years 2 years Mag, filed within 30 or 90 days of proof of Publications,etc Ppr action;GC§§34090, 54960.1 c 1 Parking Authority: Minutes, Mag' City Clerk 125.40 Resolutions P P Yes Mfr, OD, S No GC§34090 Pr HUNTINGTON BEACH, CA.191995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Category ID# Records Description Retention!Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total vital? Media I=Import Raper after (in office) CD or Mfr 'Retention ntion; Options M=Mfr Imaged& _ -- If the record is not listed here refer to the Retention for Git -Wide Standards Retentions be !n when the act is tom Ieted and im l a full ale folder e. .Iasi document+2 ears since destruction is normally performed b File folder - Liti anon claims cam hints audits, endin records requests, and/or investic atians sus end normal retention periods retention resumes after settlement. City Clerk 125.45 Bolsa Chica Conservancy-Bolsa P P Yes Mfr CD, S No Non-records retained for Chita Land Trust P r reference,GC§34090 Mag, Non-records retained for City Clerk 125.50 HB Fourth of July Foundation P P Yes Mfr, CD, S Na reference;GC§34090 Pr 130-CITY`LI IL iI S Mag, Department Preference;GC City Clerk 130.10 City Seal P P Mfr,CD, S!I No §34090 Pr Mag, Department Preference;GC City Cleric 130.20 City Logo P P Mfr,CD, S/I No §34090 Pr Mag' Department Preference;GC City Clerk 130.30 City Tree(Western Redbud) P P Mfr,CD, S/1 No §34090 Pr Mag, Department Preference;GC City Clerk 130.40 City Flower{Geranium} P .:P, Mfr,CD, 8/1 No §34090 Pr Mag, Department Preference;GC City Clerk 130.45 City Car(Woody) P i' " Mfr,CD, S/I No P r §34090 - Mag' Department Preference;GC City Clerk 130.50 City Slogan P P Mfr,CD, S/1 No P r §34090 Mag` Department Preference; GC City Clerk 130.55 City Memorials P P Mfr,OD, S/I No §34090 P r Mag' Department Preference; GC City Clerk 130.60 Redevelopment Seal P t Mfr,CD, S/I No §34090 Pr HUNTINGTON BEACH, CA.0)1995-21011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4/15 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Category ID# Records Description Retention 1 Disposition Comments l Reference Record Image: Destroy (i7FR) Active Inactive l Total Media I=Import Paper after (In office) CD or Mfr Retention Vital? Options M=Mfr Imaged& . _ I S-scan lf the record is not listed here refer to the Retention for City-Wide Standards Retentions becin when the act is com leted and imDfv a full file folder e. .last document+2 ears since destruction is normal!y performed by file folder. Litigation claims cam laints audits,pendino records requests and/or investi ations sus end normal retention eriods retention resumes after settlement. City Clerk 130.70 Civic Improvement Corporation P p MM CyD _ S 1 I No Department Preference;GC Seal §34090 P r Mag' Department Preference;GC City Clerk 130.80 Public Financing Authority Seal P P Mfr,OD, S l I Na P r I 1 §34090 140-ORGANIZATIONS-LOCAL City Clerk 140.10 Administration 5 years 5 years. Mag, Department Preference; GC Ppr §34090 City Clerk 140.20 Downtown Business Association 5 years 5-years. Mag, Department Preference; GC P r '34090 City Clerk 140.30 Chamber of Commerce 5 years years Mag, Department Preference;GC P r §34090 140.40 Reserved Mag, Department Preference;GC City Clerk 140.50 Boys and Girls Club 5 years 5 Years P r _ 34090 Public Cable Television Authority Mag, Department Preference;GC City Clerk 140.60 5 years $yaar5 PCTA P r §34090 City Clerk 140,70 HB Conference and Visitors Bureau 5 years 5 years Mag, Department Preference; GC P r §34090 City Clerk 140.80 VFW Posts 5 years 5years Mag, Department Preference;GC P r 34090 Big Independent Cities Excess Pool Mag, Department Preference;GC City Clerk 140.90 5 years yeerg BICEP P r 1 1434090 150-ORGANIZATIONS-AT LARGE -When No When No City Clerk 150.10 Administration Longer Longer Pp' GC§34090 et seq. Required Required Southern California Association of Mag, Department Preference;GC City Clerk 150.20 Governments SCAG 5 years 5 years P r §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: 614/15 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Category ID# Records Description Retention f Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total. Vital? Media, [-import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& If the record is not Fisted here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imp)imp)v a full file folder e.q. last document+2 ears since destruction is normal/v performed by file folder. Liti ation claims complaints, audits,oendina records requests, and/or invest! ations suspend normal retention periods retention resumes after settlement. City Cleric 150.30 Sister Cities 10 years 10 years Mag, Department Preference;GCP r §34090 City Cleric 150,40 League of California Cities 2 years 2 years Ppr GC§34090 City Cleric 150.50 Orange County Housing Authority 2 years 2 years Ppr GC§34090 ©range County Auto Theft Task Mag, City Clerk 150.55 Force 2 years 2 years' Ppr GC§34090 City Clerk 1%60 American Coastal Commission 2 years 2 years Pnr GC§34090 160-PUBLIC INFO R TION f RELATIONS City Clerk 160.10 Administration 2 years 2 years Mag GC§34090 et seq. Informal Petitions(submitted to Council an any subject. (flog 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 - -m Mag GC§34090 City Clerk 160.40 Presentations I Donations 2 years years 2 Mag, GC§34090 City Clerk 160.50 Public Records Requests 2 years 2 years �' GC§34090 170-RECORDS MANAGEMENT When No When:. Administration/Imaging Quality Mag, City Clerk 170.10 Langer i~cng�r GC§34090 at seq. Control Forms(Pink) Required Ppr Required Mag, Department Preference; GC City Clerk 170,20 Vital Records Storage P " Yes MfPOD, S f 1 No §34090 pr HUNTINGTON BEACH, CA.c)1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of ,Category ID# Records Description Retention I Disposition - Comments!Reference Record Image: Destroy (OFR) Active Inactive! Total vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M®Mfr Imaged& f the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in 1 when the act is completed, and r a full Irle folder e. . test document+2 ars since destruction is normallyperformed b file folder. it ation claims com faints audits ndin records re nests andlor investi ations sus end normal retention err`ods retention resumes after settlement. Mag' Department Preference;GC City Clerk 170.30 Microfilm Program P P Mfr, 00, S 1 I No §34090 Pr Mag' Department Preference;GC City Clerk 170.40 Regulations 1 Policy P P Mfr,OD, S I I No §34090P r Disposition of Records I Request for Destruction of Records 1 Mag, Department Preference;GC City Clerk 170.50 Authorizations to Destroy Paper(to P P Mfr,OD, S I I No §34090 Relyon the Image as the Ori inalL Ppr Records Retention Schedules I Mag, Department Preference;GC City Clerk 170.55 Authorization for Amendments to P P Mfr,OD, S 1 I No §34090 Retention Schedules Ppr When No When No City Clerk 170.80 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Re aired Reaulred 180-RISK MANAGEMENT When No When No Mag, City Clerk 180.10 Administration Longer Longer . Ppr GC§34090 et seq. Required Required Insurance Policies&Certificates (City-owned): Liability(General& Yes: Mag, Yes: After For protection from litigation;GC City Clerk 180.20 Public),Workers Compensation P P Before Mfr,OD, S Expiration §34090 {prior to 1980,when the City Expiration Ppr became self-insured HRI Risk Mag, Human Resources is OFR; GC 180.40 Claims Against the City 2 years 2 years:,:. — _ ^Ppr 34090.7 HRI Risk Mag, Human Resources is OFR;GC Mana 180.50 Incident 1 Accident Reports 2 years 2 years Ppr 34090.7 HUNTINGTON BEACH, CA.*1995-2ot 1 Gladwelt Governmental Services,Inc.-all rights reserved Adopted: 214102 De net duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 [office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I Total. Media 1=Import Paper after [(3FRI (in office) CD or Mfr Retention.. Vfta17 Options M=Mfr 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 implya full file folder e. . last document+2 ears since destruction is normallyperformed b file folder. iti an claims complaints, audits,Pendiac records requests, and/or investi ations sus nd normal retention periods retention resumes after settlement. When No When Nip Mag City Clerk 180.60 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Staffing 180.70 Advisory Groups Longer Loner Mag, Copies(staffing Department is Depart. Re aired , Ppr OFR);GC§34090.7 200-FACILITIE5-Civic Cents When No When No City Clerk 200.10 Administration I Operation 1 Longer Langer Mag' GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public 200,20 Capital Improvements(All) P P Before Mfr,OD, S Yes' Altar Infrastructure; GC§34090 Works Inactive Completion Ppr When No When No staffing 200.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Required Required Ppr OFR); GC§34090.7 205-FACILITIES-Commun1wCenters Administration I Operation 1 When No n o Mag, City Clerk 205.10 Maintenance Longer Longef Ppr GC§34090 et seq. Required Required: Public Yes: Mag, Yes: After Works 205.20 Capital Improvements(All) P P. Before Mfr,OD, S Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing 205.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Required R alter! Ppr OFR);GC§34090.7 HUNTINGTON BEACH, CA.01995-2011 Giadwell Governmental Services,Inc.-all rights reserved Adopted. 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total . Nita[? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and Jmplv a full file folder te.c. last document*2 ears since destruction is normally j2erformed by file folder. Litigation, claims complaints. audits pending,records requests,and/or investl ations suspend normal retention periods retention resumes after settlement). 210-FACILITIES Libra Administration I Operation 1 When No When No Mag City Clerk 210.10 Maintenance Longer Longer Ppr GC§34090 et seq. Required Required Public Yes: Mag, Yes: After Works 210.20 Capital Improvements(All) P P Before Mfr,OD, S Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing Mag, ,Copies(staffing Department is Depart. 210.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required R u[retl 215-FACILITIES­CorDarate Yard When No When No City Clerk 215.1 Q Administration 1 Operation I Longer Lorwger Mag" GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public 21520 Capital Improvements(All) P P Before Mfr,OD, S Yes: After . Works Inactive Infrastructure;GC§34090 Completion Ppr When No When No... StaffingMag, Copies(staffing Department is Depart. 215.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Re wired R 220-FACILITIES-Police Ouibdln - Administration I Operation I When No When No Mag - City Clerk 220.10 Maintenance Longer Lodger. Ppr GC§34090 et seq. Required Required, Yes: Mag, Public 220 20 Capital Improvements(All) P P Before Mfr,CID, S Yes' After Works Inactive Infrastructure;GC§34090 Completion Ppr HUNTINGTON BEACH, CA.m1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Tatar vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& f the record is not listed here refer to the Retention for Ci -Wide Standards — efentrans be in when the act is corn leted and imply a full fife folder e. . last document+2 ers since destruction is normaltv 12960frned by file folder. it' ati©n cfaims complaints. audits,oendina records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. When No When.Na Staffing Mag, Copies(staffing Department is 220.30 Advisory Groups Longer Larlger Depart. R uired u;i Ppr OFR); GC§34090.7 225 FACILITIES-Rod ers Senloro'Center Administration l Operation 1 When No When No Mag, City Clerk 225.10 Maintenance Langer Longer Ppr GC§34090 et seq. Required Required Public Yes' Mag' Yes: After Works 225.20 Capitat Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure,GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is 225.30 Advisory Groups Langer LoTVer Depart. Re uired Ppr OFR);GC§34090.7 230-FACILITIES Citv Gvm1 Pool Administration Operation 1 When No ::When v Mag, City Clerk 23t3.1 t} Maintenance Langer Langer Ppr GC§34090 e#seq. Required Requlrci Public 230.20 Capital Improvements(All) P P Before Mfr OD, S Yes: After OD, GC§34090 Works Inactive Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 230.30 Advisory Groups Langer Langer Ppr OFR); GC§34090.7 R uired Required::. 35 r FACILITIES-Oak View Center When No VVhen o=- City Clerk 235.10 Administration 1 Operation l Longer i tfxgsr Mag' GC§34090 et seq. Maintenance Required 'R uired Ppr HUNTINGTON BEACH,CAxi995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted, 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-351a Devised: 614115 Ver. 23.0 RECORDS DETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive 1 Total Vital? Media I=Import Paper after tin office) CD or Mfr Retention Options li Imaged& a Pill! record is not listed here refer to the Retention for Ci -Wide Standards tions h in when the act is com leted and im f a full file folder e. . last document+2 ears since destruction is normal! erforrned b hie fofder.tion claims complaints,audits ndi records requests, andlor r'nvesti ations sus nd normal retention periods retention resumes after settlement. Public 235.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Infrastructure; GC§34090 Works Inactive _ Completion Ppr When No When N6 Staffing Mag, Copies{staffing Department is Depart. 235.30 Advisory Groups Longer Longer Ppr OFR}; GC§34090.7 Re uired Required 240-FACILITIES-Munlcl al Pier 1 Plaza When No When No , Administration!Operation i Mag, City Clerk 240.10 Maintenance Longer Longer Ppr GC§34090 et seq. Required fitequired Public Yes: Mag, Yes: After Works 240.20 Capital Improvements(All) P P Before Mfr,OD, S Inactive Infrastructure;GC§34090 Completion Ppr When No Whet#No Staffing 240.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Re uired IR uired . Ppr OFR);GC§34090.7 245-FACILITIES Beach When No When No City Clerk 245.10 Administration 1 Operation i Longer L6h. Mag' GC§34090 et seq. Maintenance Required Required Ppr .. __...Required Public Yes: Mag, Yes: After Works 245.20 Capital Improvements(All) P P Before Mfr,OD, S Inactive infrastructure; GC§34090 Completion Ppr Staffing When No When No g 245.30 Advisory Groups Longer Longer , Mag, Copies(staffing Department is Depart. Re uired Required Ppr OFR);GC§34090.7 HUNTINGTON BEACH, CA.Q1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2]4IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Devised: 5/4/15 Ven 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Rage CC-13 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record Image: Destroy (OFR) Active Inactive I Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention, Options M=Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards etentions be in when the act is completed, and im 1 a full file folder e. . last document+2 ars since destruction is normally performed by File folder. iti anon claims corn faints audits ndini records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). 250 FACILITIES-Water OpeTatiions Administration 1 Operation 1 When No c: Meg en' City Clerk 250.10 Maintenance Langer Longer - Ppr GC§34090 at seq- Req uired Required Yes: Mag, Public 250.20 Capital Improvements(All) P P Before Mffr,OD S Yes: After Works Inactive Infrastructure; GC§34090 i Completion Ppr When No When No Staffing an Copies(staffing department is Depart. 250.30 Advisory Groups Longer Langer Ppr (3FR); GC§34090.7 Required Reaulred 255-FACILITIES-Fire Stations When No When d AdmCity Clerk 255.10 Maintenance Operation! Longer Lortgisr Mag. GC§34090 et seq. Maintenance Required Required.. Ppr Public 255.20 Capital Improvements(All) P P �fate M#r, OD, S Yes: After Infrastructure;GC§34090 WorksInactive Completion Ppr Staffing When Na Na Mag, Copies(staffing Department is 255.30 Advisory Groups Longer Longer Depart. R uired Ppr OFR);GC§34090.7 - - _ 260-F CILITLES«Heliport` Administration Operation 1 When No en NoMag, City Cleric 260.10 Maintenance Longer Longer Ppr 7GC4090 et seq. Required RequiredPublic26020 Capital Improvements(AII) P P More Mfr,OD, S Yes: AfteInfrastructure;GC§34090 Works Inactive Completion Ppr HUNTINGTON SEARCH, CA.C)1996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-14 Office of Category ID# Records Description Retention I Disposition Comments!Reference Record Image: Destroy (OFR) Active Inactive I Total vital? Media I=Import raper after (In office) CD or Mfr Retention Options M=Mfr 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 i"m 1 a full file folder e.o. last document+2 ears since destruction is normally performed bZ file folder iti ation claims complaints, audits,pendinq records te uests and/or investi ations suspend normal retention periods retention resumes after settlement When No When No Staffing Mag, Copies(staffing department is Depart. 260.30 Advisory Groups Longer Longer Re aired Ppr OFR); GC§34090.7 �.. Irfld: na-FACiLiTiEs-Cultural At#s Center When No When No: City Clerk 26.10 Administration l Operation 1 Longer Longer Mag, GC§34090 et seq. Maintenance Re uired Required. Ppr Public 265.20 Capital Improvements(All) P P Before Mfr OD S Yes: After Infrastructure;GC§34090 Works Inactive Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 265.30 Advisory Groups Longer Longer:: Ppr OFR); GC§34090.7 Re aired 411eaui 270-FA+CIUTIES-Surf Museum Administration I Operation 1 When No When No Mag, City Clerk 270.'10 Maintenance Longer Longer;: Ppr GC§34090 et seq. Required Required, Yes: Mag, Public 270.20 Capital Improvements(All) P P Before Mfi,OD, Inactive S des' After Works Infrastructure;GC§34090 Completion Ppr When No When N©' Staffing Mag, Copies(staffing Department is Depart. 270.30 Advisory Groups Longer Longer Re uired Rulred Ppr OFR);GC§34090.7 ' 275-FACILITIES Parkina Structures When No When No - City Clerk 275.10 Maintenance Administration I Operation! Longer Longer quire Mag �-IGC§34090 et seq. Required Red Ppr HUNTINGTON BEACH, CAxi995-2ol1 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised. 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record Image. Destroy (OFR) Active Inactive 1 Total: Vital? Media I=import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is cram feted and imoly a full file folder e.a. last document+2 yearsJ. since destruction is normally erformed b v file folder. Litigation,claims com laints audits.Pending records requests, andlor investigations sus nd normal retention periods retention resumes offer settlement. Public Yes: Mag, Yes: After Works 275.20 Capital Improvements(All) P P Before Mfr,OD, 5 Inactive Infrastructure; GC§34090 - Completion Ppr When No When'No Staffing Mag, Copies(staffing Department is Depart. 275.30 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Recuired 280-FACILITIES-Youth Shelter - - When No When Igo City Clerk 280.10 Administration!Operation 1 Longer Longer Mag' Maintenance GC§34090 et seq. Mai Required Required Ppr Public 280.20 Capital Improvements(All) P F' Before Mfr OD, S Yes: After Infrastructure; GC§34090 Works Inactive Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 280.30 Advisory Groups Longer Langer Ppr OF'R); GC§34090.7 Required R tt3 285-FACILITIES-Emerald Cove Senior Center When No When No Administration t Operation 1 Mag, City Clerk 285.10 Maintenance Longer Longer Ppr GC§34090 et seq. Required . .Required-1- Public Yes: Mag, Yes: After Works 285.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing 285.30 Advisory Getups Logger Langer Mag, Copies(staffing Department is Depart. Required R aired Ppr OFR);GC§34090.7 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute vrithout prior written permission from GGS(909)337-3516 revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 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 VitalT Options M=Mfr Imaged & f the record is not listed here refer to the Retention for Cit -Wide Standards etentions be in when the act is completed. and imply a full file folder e.a. last document+2years), since destruction is normally erformed by file folder ti iation, claims complaints, audits, ndin records requests.andlorinvestigations suspend normal retention edods retention resumes aftersettlement. 290-FACILITIES-Gun Ran s Administration I Operation I When No When o Mag, Fcity Clerk 290.10 Longer Longer GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public 290.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Works Inactive Infrastructure;GC§34090 - - - Completion Ppr When No When hip , Staffing Mag, Copies(staffing Department is Reaired R uire d. Depart. 290.30 Advisory Groups Longer ,Longer Ppr OFR); GC§34Qg4.'f : 295-FACILITIES-Central Park Senior CenterFBefore When No hen No City Clerk 295.10 Administration f Operation I Longer LongerMag GC§34090 et seq. Maintenance Required RequiredPpr Public Mag, Yes: After Works 295.20 Capital Improvements(All) P P Mfr,OD, S Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 295.30 Advisory Groups Longer Longer. Ppr OFR); GC§34090.7 Rs uired R Ir 300-AUDITS When No Mhen No City Clerk 300.10 Administration Longer Longer'' Ppr' GC§34090 et seq. Required Required Yes: Mag, Yes: After Department Preference;-GC City Clerk 1 300.20 Audits-City P P Before Mfr,OD, S Inactive §34090 Completion Ppr HUNTINGTON BEACH, CA.ci 995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 (Revised: 6f4115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Category ID# Records Description - - -- Retention l Disposition Comments f Reference Record Image: Destroy OFR� Active Inactive l Total Media Ihlmport Paper after vital? (in office) CD or Mfr . Retention Options M=Mfr 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 rile folder e. , last document+2 years),since destruction is normally performed by file folder. iti ation claims complaints, audits Dendinq records requests, and/or investi ations suspend normal retention joedods retention resumes after settlement. Yes: Mag, Audits-Redevelopment Agency fter Department Preference;-GC City Clerk 300.30 P P Before Mfr,OD, S Successor Agency Inactive §34090 Completion Ppr Audits-Public Facilities Yes: Mag' Yes: After Department Preference;-GC City Clerk 300-40 P P -- - Before Mfr,OD, S Corporation Inactive §34090 Completion Ppr Yes: Mag, Audits-Civic Center Improvements 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 l]epartment Preference;-GC City Clerk 300.70 Audits-Parking Authority P P Before Mfr,OD, S Inactive §34090 Completion Ppr 310-FINANCIAL STATEMENTS/REPORTS When Na When No City Clerk 310,10 Administration Longer Longer ��' GC§34090 et seq. Required Required Financial Statements!Treasurer's Yes: Mag' Yes: After Department Preference-Finance City Clerk 310,20 Reports City P R Before Mfr,OD, S Inactive also retains permanently; GC Completion Ppr §34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written pennission from GG5(909)337-3516 Revised: 6/414 5 Ver. 23.0 RECORDS RETENTION! SCHEDULE: CITY CLERK Page CC-18 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record - - Image: Destroy (()f=R) Active Inactive 1 Total vital? Media i=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standard_s - Retentions begin when the act is completed. and imply a full file folder to. .last document+2years),since destruction is normally erformed by file folder. Litigation, claims complaint audits. Dendina records requests, andlorinvestigations sus nd normal retention nods retention resumes after settlement), Financial Statements{Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.30 Reports-Redevelopment Agency{ P P Before Mfr,OD, S Yes: After also retains permanently; GC Successor Agency Completion Ppr inactive §34090 Financial Statements 1 Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310A Yes: After0 Reports-Public Facilities P P Before Mfr, OD, S also retains permanently; GC Corporation Completion Ppr Inactive §34090 Financial Statements{Treasurers Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.50 Reports-Civic Improvements P P Before Mfr,OD, S Inactive also retains permanently; GC Corporation Completion Ppr §34090 Financial Statements I Treasurer's Yes: Mag, Yes: After 'Department Preference-Finance' City Clerk 310.60 Reports-Advisory Group P P Before Mfr,OD, S Inactive also retains permanently; GC Completion Ppr §34090 Financial Statements I Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.70 Reports-Cable Television P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Financial Statements 1 Treasurers LBefore Mag, Yes: After Department Preference-Finance City Clerk 310.80 Reports-West Orange County P P Mfr,OD, S also retains permanently; GC Water Board(WOCWB) Ppr inactive §34090 Financial Statements I Treasurer's Mag, Yes: AfterDepartment Preference-Finance City Clerk 310.90 Reports P P Mfr,00, S lnaotivealso retains permanently; GC Ppr §34090 HUNTINGTON BEACH, CA.a1995-2ol 1 Gladwall Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 0/4/1 5 ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention l Disposition - Comments l Reference Record - Image: Destroy (OFR) Active Inactive! Total Media l=Import Paper after (in office) CD or Mfr Retention Vital? Options M■Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards F2etentions begin when the act is completed,and imply a full file folder e. . last document+2 ars since destruction is normally performed by file folder. ti 0tion claims complaints, auditspending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). sea-BUDGET When No When No: Finance 320.10 Administration Longer Longer : Ppr' Finance is OFR;GC§34090.7 Required Required Yes: Mag, Yes: After Department Preference-Finance City Clerk 320.20 City Annual Operating Budget P P Before Mfr,OD, S also retains permanently; GC Completion Ppr Inactive §34090 City Clerk 320.30 Preliminary Budget 2 years 2 years . Peg"pr GC§34090 Yes: Mag, Yes: After Department Preference(meets City Clerk 320.40 Capital Improvement Budget 5 years 5 years Before Mfr, OD, S Inactive auditing standards); GC§34090 Completion Ppr Yes: Mag, Yes: After Department Preference; GC City Clerk 320.45 Unbudgeted Expenditure P P Before Mfr,OD, S Inactive §34090 Completion Ppr When No Wheln No Mag, Preliminary documents f City Clerk 320.50 City Clerk's Working Fife Longer Longer Ppr transitory records; §34090 Required ..-Required When No When No Mag, Copies(staffing Department is Finance 320.60 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required ......_......... ................... City Clerk 320.70 Parking Authority 2 years 2 years '` Mag, Copies(staffing Department is Ppr OFR); GC 34090.7 City Clerk 320.80 West Orange County Water Board P P Mag' GC§34090 WOCWB f Water Well Lines ......... Ppr HUNTINGTON BEACH, CA,vt995-2011 Gfadwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 6/4I15 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image. Destroy (OFR) Active Inactive t Total Nita I7 Media I=Impart Paper after (in office) CD or Mfr Retentions Options M=Mfr Imaged& uL f the record is not fisted here refer to the Retention for Cif -Wide Standards Retentions be in when the act is completed, and imDlv a full file folder e. .last document+2 ars since destruction is normal!v Performed bv file folder. ifi afion claims complaints, audits.Dendina records reauests. and/or investi ations suspend normal retentionPenods retention resumes after settlement. 330-DEBT SERVICE When No When Noag City Clerk 330.10 Administration Longer Longer Pr' Finance is OFR;GC§34090.7 Required Required Statute of Limitations for bonds, mortgages,trust deeds,notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330,20 General Obligation Bonds 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 year's requirements for disposal of unused bonds;CCP§(1)&(2). 337.5 2�GC_§43900 et seg. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds City Clerk 330.30 Revenue Bond: City and/or 2 years Redemption Redemption Yes: Until Ppr issued by local governments are Redevelopment Agency or Maturity+ or 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 seg. Statute of Limitations far bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., 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 Maturity+ Maturity Ppr 10 years;There are specific 8 years 10,years requirements for disposal of unused bonds;CCP§(1)&(2), 337.5 2 ;GC§43900 et seg. HUNTINGTON BEACH, CA.@1895-2o11 Giadwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Devised: 6f4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of Category ID# Records Description Retention P Disposition Comments f Reference Record Image: Destroy Active Inactive P Total: Media I-Import Paper after (OFR) Vital? (in office) CD or Mfr Retention Options M=Mfr Imaged& !f thg r record is not listed here refer to the Retention for Ci -Wide Standards Retentions 6e in when the act is completed, and irn J a fall file folder e. . fast document+2 ors since destruction is normal! erformed b rile folder. iti ation claims complaints audits. Dendina records requests, and/or invesk ations sus end normal retention Periiods retention resumes after settlem nt. Statute of Limitations for bonds, mortgages,trust deeds,notes or Cancellat., Cancellat.; debentures is 6 years,Bonds Revenue Bond: Civic Improvement Redemption Redempflor Yes: Until issued by local governments are City Clerk 330.50 2 years Ppr Corp. or Maturity+ or Maturity,+ Maturity 10 years,There are specific 8 years 1(]years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 ;GC§43900 at seg. Statute of Limitations for bonds, mortgages,trust deeds,notes or Cancellat., Carimilat. debentures is S years;Bonds 2 years City Clerk 330.60 Revenue Bond: Public Financing Redemption Redemption Yes: Until Ppr issued by local governments are Authority or Maturity+ or Maturity+° Maturity 10 years;There are specific 8 years it}years.. requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 ;GC§43900 et seg. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., r:aneellat, debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption Retiermptii¢n-: Yes: Until issued by local governments are City Clerk 330.70 2 years Ppr (Notes) or Maturity+ or.Maturlty+ Maturity 10 years;There are specific $years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 ; GC§43900 et seg. When No When Nt1 Mag, Preliminary documents 1 City Clerk 320-80 City Clerk's Working File Longer Longer Required Ppr transitory records; GC§34090 =:Re wired HUNTINGTDN BEACH, CA.a1996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2-14102 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 614/15 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record Image: Destroy (OFR) Active Inaetive! Total vital? Medla I=Import Paper after (in office) CD or Mfr Retention Options M-Mfr Imaged& If the record is not listed tiers refer to the Retention for City-Wide Standards Retentions,be in when the act is completed, and imply a full file folder a.a.last document+2 ears since destruction is normally performed by file folder. iti ation claims com laints audits, Pondinq records requests, andfor investi ations sus end normal retention Doriods retention resumes after settlement. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat„ debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years Ppr or Maturity+ or Maturity-� Maturity 10 years;There are specific 6 years 10 years, requirements for disposal of unused bonds;CCP§(1)&(2), 337.5 2 : GC 643900 et seq. 340-REVENUE AND TAXATION When No When No Finance 340.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No : Mag -- - Finance 340.20 Fee Schedule Longer Longer- Apr' Finance is OFR;GC§34090.7 _ Required Required When No When No Treasurer 340.30 Business Licenses Longer Longer City � �' Finance is OFR;GC§34090.7 Re uired .Requlred Mag' Yes: After Department Preference;GC City Clerk 340.50 Utilities Tax P P Mfr,OD, SII 2 years §34090 Pr Mag' Yes: After Department Preference;GC City Clerk 340.55 Transient Occupancy Tax(TOT) P P Mfr,OD, S!I 2 years §34090 Pr Mag' Yes: After Department Preference;GC City Clerk 340.60 County Taxes P P Mfr, OD, S11 2 years §34090 Pr When No When No: Mag, Yes: When Lead Dept. 340.70 Federal Grants!Programs Longer Longer . Mfr, OD, S i I Inactive Copies-GC§34090-7 Required Required P r HUNTINGTON BEACH, CA.o1995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4f 15 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (01=R) Vital? (in office) CD or Mfr Retention Options M=Mfr Imaged& a If the record is not listed here refer to the Retention for City-Wide Standards - Retentions beoin when the act is completed, and imply a full file folder(e.q.last document+2 ars since destruction is normally performed by file folder. Liti ationr claims complaints, audits ndi records requests, and/or investi ations sus nd normal retention nods retention resumes after settlement. When Na When No Meg, Yes: When City Clerk 340.80 State Grants I Programs Longer Longer Mfr,OD, S 1 I Inactive Copies-GC§34090.7 Required Required Per When No When No Meg, Yes: When Finance 340.B5 Programs 1 Other Longer Longer Mfr,OD, S 1 I Inactive Copies-GC§34090.7 Required Required. P r Meg, Yes; After Department Preference;GC City Clerk 340.90 Taxes P P- Mfr,OD, SII P r 2 years §34090 350-SPECIAL ASSESSMENT I IMPROVEMENTS DISTRICTS When No When IVo Lead Dept. 350.10 Administration Longer Longer � 9" GC§34090 et seq. pr Required Required: Meg, Yes: After City Clerk 350.20 Underground Utilities P P Yes Mfr,OD, S Inactive Infrastructure; GC§34090 �r Reimbursement 1 Improvements I Yes: Mag, Yes: After City Clerk 350.30 P P Before Mfr,OD, S Infrastructure;GC§34090 Assessment Districts Inactive Completion Ppr 400-REDEVELOPMENT I SUCCESSOR AGENCY - When No When No Er"on' 400.10 Administration Longer Langer Mag' GC§34090 et seq. Develop. Required Re u.Ire Ppr When No tNhen No ` Econ. 400.20 Special Studies!Reports Longer Ltartger Mag' Copies;GC§34090.7 Develop. R wired Required: Ppr When No When No Econ. 400.30 Policy I Regulations Longer Longer Meg, Copies-,GC§34090.7 Develop. Required Required! Ppr HUNTINGT©N BEACH, CA.a1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 514115 ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of Category ID# Records Description Retention f 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& . _. ....... .:.... . f the record is not fisted here refer to the Retention for City-Wide Standards Retentions be in when the act is completed. and imply a full fife folder le.q.fast document+2 ears since destruction is normally Performed bv fife folder. °ti adon claims complaints, audits.Dendina retards requests and%r invesfi gations suspend normal retention Perrods retention resumes after settle mpent. Econ. 400.35 Resolutions(Redevelopment or P P Mag„ GC§34090 Develop. Successor Agency) P r Mag' Yes: After Department Preference; GC City Clerk 400.40 Biennial Public Hearing P P Mfr,OD, S 2 years §34090 Pr City Clerk 400.50 Redevelopment or Successor 2 years 2 years Mag' GC§34�090 ency Cl Agosed Sessions P r Brown Act challenges must be Adjourned&Special Meetings: Mag, filed within 30 or 90 days of City clerk 400.s0 2 years '�yearn Affidavits of Postings Ppr action;GC§§34090, 54960.1 c_ 1 10-REDEVELOPMENT PROJECT AREAS When No When No Mag City Clerk Administration Longer LongerPp�' GC§34090 et seq. Required Required Merged Project Areas(formed Mag, Yes: After City Clerk 410.00 411I1996) P P Mfr,OD, S Project Infrastructure; GC§34090 P r Completion Mag, Yes: After City Clerk 410.05 Redevelopment Project Areas. P P Mfr,OD, S Project Infrastructure;GC§34090 P r Completion Huntington Center Redevelopment Mag, Yes: After City Clerk 410.10 Project Area P P Mfr,OD, S Project Infrastructure;GC§34090 P r Completion Main-Pier Redevelopment Project Mag, Yes: After City Clerk 410.20 Area P P Mfr,OD, S Project Infrastructure; GC§34090 P r Completion Beach Blvd, Redevelopment Mag, Yes: After City Clark 410-25 Project Area(Beach Corridor) P P Mfr,OD, S Project Infrastructure; GC§34090 P r Completion, HUNTINGTON BEACH, CA.c)1995-2011 Gladwell Governmental Services,Inc,-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised* 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 Office of Category ID# Records Description Retention l Disposition Comments f Reference Record Image: Destroy Active Inactive f Total Media 1=Import Paper after {OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards Retentions bejain when the act is completed, and implie a full file folder e.o. last document+2 vears),since destruction is normally performed by rite folder iti ation claims complaint audits,pandinu records requests, and/or invask ations sus nd normal retention parinds retention resumes after settlement. Oak View Redevelopment Project Mag, Yes: After City Clerk 410.30 Area P P Mir,OD, S Project Infrastructure;GC§34090 P r Completion blamer-Goldenwest Mag, Yes: After City Clerk 410.35 P P Mfr,OD, S Project Infrastructure;GC§34090 Redevelopment Project Area P r Completion Talbert-Beach Redevelopment Mag, Yes: After City Clerk 410.40 P P Mfr,OD, S Project Infrastructure;GC§34090 Project Area P r Completion Talbert Gap Flood Central 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 P r Completion Mag, Yes: After City Clerk 410.60 Civic Center P P Mfr,OD, S Project Infrastructure;GC§34090 P r Completion Mag, Yes: After City Clerk 410.65 Florida-Utica Enhancement Area P P Mfr,OD, S Project Infrastructure; GC§34090 P r Completion Mag, Yes: After City Clerk 410.70 Commodore Circle Funding Area P P Mfr,OD, S Project Infrastructure;GC§34090 P r Completion Mag, Yes: After City Clerk 410.80 Advisory Group P P Mfr,OD, S Project Infrastructure;GC§34090 P r Completion 420-LAND USECONTROL When No 1111hen No ' Planning 420.10 Administration Longer Longer'... Apr' GC§34090 et seq. Required R uireei HUNTINGTON BEACH, CA.(D1995-2011 Giadwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver, 23.0 RECORDS RETENTION SCHEDULE: {CITY CLERK Page CC-26 Office of Category IC# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive! Total vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mir Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com leted and im I a full file folder e.a. last document+2 ears since destruction is normal! erforrned by file folder. Litioation,claims como laints audits n dino records req nests_ andiar inuesti ations sus love normal retention periods retention resumes after settlement. When No When No Planning 420.20 Policy 1 Regulations Longer Longer'' Ppr' Copies;GC§34090.7 Required Required, Meg, City Clerk 420.35 Signs#Sign Code 1 Appeals P P Mfr,OD, S No GC 534090 Pr City Clerk 420.40 Conditional Use Permit Appeals P P Mag' GC§34090 Ppr City Clerk 420.45 Subdivisions&Lot Line P p Meg, GC§34090 Ad`ustments P r City Clerk 420,50 Conditional Exceptions#Variances P P Meg, GC§34090 #Appeals P r City Clerk 420.60 Final Tract Maps#Tentative Tract P P Meg, GC§34090 Maps Pr City Clerk 420.70 Parcel Maps Release Transmittals 2 years 2 years Meg, Public Works is CFR;GC P r §340903 City Clerk 420.80 Coastal Development I Plans# P P Meg, GC§34090 Permits#Appeals Ppr City Clerk 420.85 Local Coastal Program P P Pg' GC§34090 — a When No .When Nip Planning 420.90 Advisory Groups Longer Longer Meg, Copies(staging Department is Ppr COFR);GC§34090.7 Required Required When No When No City Clerk 420.95 Your Departments Working File Longer Langer' Ppr' GC§34090 at seq. Required Reguired 426-CODE COMPLIANCE I CODE ENFORCEMENT - When No 'When No City Clerk 425.10 Administration-Demolition Photos Longer Longer Ppr' �GC§34090 et seq. Required Required HUNTINGTON BEACH, CA.c)1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 0o not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive! Told Vital? Media I-Import Paperafter (in office) CD or Mfr Retention Options M-Mfr Imaged If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is comirileted,and imptv a full fife folder e. .last document+2years),since destruction is normaliv Derthnned bv file folder. iti ation claims complaints, audits.Pendina records re uests and/or investi ations sus end normal retention oetiods retention resumes after settlement. 430-HOUSING When No When No MagCity Clerk 430.10 Administration Longer Longer Ppr GC§34090 et seq. Required Required Preservation/Rehabilitation! Mag. Yes: After City Clerk 430.30 Relocation P P Mfr,OD, S Project Infrastructure;GC§34090 P r Completion Mag, Yes: After City Clerk 430.50 Affordable Housing P P Mfr, OD, S Project Infrastructure;GC§34090 —?Pr— Completion Mag, Yes: After City Clerk 430.55 Senior Housing P P Mfr, OD, S Project Infrastructure;GC§34090 P r Completion �r Mag' Yes: Ater Department Preference;GC City Clerk 430.60 Mohilehome Parks P P Mfr,OD, S 10 years §34090 P r Economic Mag, Department Preference;GC Devela 430.70 Studies and Reports 10 years 1i3 years P 34090 When No When No Staffing Mag, Copies(staffing Department is Depart. 430.80 Advisory Groups Longer Longer Ppr OI R);GC§34090.7 Required Recuired "0»P NINO I When No When No Planning 440.10 Administration Longer Longer MagPp, GC§34090 et seq. Required Required uWhen No When No Planning 440.20 Census Information Longer Longer Mag, Copies; GC§34090.7 R uired— Required - Mag, Yes: After City Clerk 440.30 Master Plans P P Mfr, OD, S years Land Records;GC§34090 10 Pr HUNTINGTON BEACH, CA.(*1995-2011 Giadwell Govemmental Services.Inc.-all rights reserved Adopted: 2f4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of Category ID# Records Description Retention/Disposition Comments l Reference Record Image: Destroy Active Inactive l Total Media I-Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is cornioleted and imply a full file folder e. .bast document+2years),sine destruction is normalIvperformed by file folder. Litigation.Glaim5 com laints audits pendina records requests, and/or investi ations sus nd normalretention Periods retention resumes after settle men_f. City Clerk 440.40 General Plan Conformance P Mag' Yes: After P Mfr,OD, S 10 years Land Records;GC§34090 Pr Mag" Yes: After City Clerk 440.50 General Plan Amendments P P Mfr, OD, S 10 years Land Records;GC§34090 Pr City Clerk 440,60 Regional Planning 25 25 years Mag, Non records(department ea+D310rs Ppr reference);GC§34090 Mag' Yes: After City Clerk 440.70 Moratoriums P P Mfr,OD, S 10 years Land Records;GC§34090 Pr City Clerk 440.80 Special Studies 1 Reports 25 years 25 years Mag, Nan records(department P rlpreference);GC§34090 Advisory Groups-Formation, Mag, Copies(staffing Department is City Clerk 440,90 A ointments _ P P P r OFR):GC 434090.7 450-ZONING When No When No Mag Planning 450.10 Administration Langer Longer Pp' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 450.20 Zoning Change Case Files P P Mfr,QD, S 10 years Land Records;GC§34090 Pr Mag, Yes; After City Clerk 450.30 Specific Plans P P Mfr,OD, S 10 years Land Records;GC§34090 Pr ag City Clerk 450.40 Special Studies!Reports 10 years 10 years Pprr' GC§34090 400-ECONOMIC DEVELOPMENT When No When No City Clerk 460.10 Administration Longer Longer Pap' GC§34090 et seq. Required Required HUNTINGTON BEACH, CA.oi995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 614115 ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-29 j Office of Category 10# Records Description Retention I Disposition Comments;I Reference Record Image: Destroy (OFR) Active Inactive I Total vital? Media 1=Import Raper after (in office) CD or Mfr Retention Options M=Mfr Imaged& 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. . last document+2 vears1 since destruction is normally erformed by File folder. Litigation, claims complain audits.Dendina records requests, andfor investigations sus nd normal tMe tion Deriods retention resumes after settlement. Termination Termination Industrial 1 Business(e.g.Auto Mag, Meets auditing standards;GC City Clerk 41i0.30 Business District) of District+ of District+ Ppr §34090 5 ears 5 years When No When No City Clerk 450.35 Advisory Groups Longer Longer Mag, Copies(staffing'Department is R uired R ulriad Ppr OFR);GC§34090.7 500-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 years Land Records;GC§34090 Pr 510-EMERGENCY SERVICES When No When No Police or 510.10 Administration Longer Longer Mag' GC§34090 at seq. Fire Required Required Ppr Mag, Yes: After Department Preference;GC City Clerk 510.20 Disaster Plan 14 years 10 years : Mfr,OD, S 10 years §34090 Pr Mag' Yes: After Department Preference;GC City Clerk 510.30 Civil Defense 10 years 10 years Mfr,OD, S 10 years §34090 Ppr _ Mag' Yes: After Department Preference;GC City Clerk 510.40 Mutual Assistance/Paramedics 10 years 10 years 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 Pr HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 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&. If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imptv a full rite folder e. . last document+2 ears since destruction is nonnal/v Performed bv file folder. rfi ation claims complaints. audits,pendina records requests,andlor invest" ations sus end normal retention periinds retention resumes after settlement). Meg, Yes: After Department Preference;GC City Clerk 510.50 Ambulance 10 years 10 yearn Mfr,OD, S 10 years §34090 P r Meg, Yes: After Department Preference;GC City Clerk 510.60 Hospital 10 years 10 years Mfr,OD, S 10 years §34090 P r Mag, Yes: After Department Preference;GC City Clerk 510.70 Geological Hazards 10 years 10 years Mfr,OD, S 10 years §34490 Pr 520 ENVIRONMENTAL PROTECTION - When Na When No Lead Dept. 520.10 Administration Longer Longer Meg, GC§34090 et seq. Required Requires Ppr Meg, Department Preference;GC City Clerk 520.15 Policy/Positions 10 years 10 years Mfr, OD, S No §34090 Pr Hazardous Materials(Oil Spills, Meg, Yes: After Claims can be made for 30 years City Clerk 52&20 etc.) 30 years 0 years Mfr,OD, S/I 10 years for toxic subst.exposure;8 CCR Ppr §3204(d)(1)et seq.,GC§34090 Meg, Yes: After Copies-Department Preference; City Clerk 520.30 Coastal Protection 1 Off Shore Oil P P Mfr,OD, S/I 10 years GC§34090 7 P r Mag, Yes: After Copies-Department Preference; City Clerk 520.35 Beach Erosion P P Mfr,OD, S/I 10 years GC§34090.7 P r Meg, Yes: After Copies-Department Preference; City Clerk 520.40 Oil I Methane Gas P P Mfr,OD, S/I 10 years GC§34090.7 P r City Clerk 520.50 Noise Pollution 2 years 2 years MPa9' GC§34090 HUNTIN+GTON 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; 6/4/15 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 I I Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy (OFR) Active Inactive l Total Vltat7 Media Wmport Paper after tin office) CD or Mfr Retelnfl+on Options M=Mfr Imaged& f 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+2years),since destruction is normativnerformed by file folder. _ Litigation, claims complaints, audits,pendinq records requests, ndlorinvesti4ationssuspend normal retention periods retention resumes after settlement. Lead Dept. 520.60 Energy Conservation iQ years 10 years Mag, Copies-Department Preference; Ppr GC 34090.7 Mag, Planning is OFR-Final EIRs are Planning 520.70 CEQA f EIR 1 ND P P Mfr,OD, 5 Yes: After required to be kept a"reasonable 10 years period of time"; 14 Cal Code Ppr Regs§15095(c);GC§34090.7 City Clerk 520.75 Air Quality 10 years 10 years Mag, Department Preference;GC Ppr -- .134090 - Mag, Yes: After Code Enforcement retains Planning 520.80 Weed Abatement 2 years 2 years Mfr,OD, 5 Ppr 10 years originals; GC§34090.7 Lead Dept. 520.$5 Orange County Vector Control 2 years 2 years Mag, Department Preference;GCP r §34090 When No When No, Mag, Copies(staffing Department is Depart. 520.90 Advisory Groups Longer Longer Re aired R Hired Ppr OFR); GC§34490.7 530-POLICE PROTECTION When No When Na Mag - Lead Dept. 530.10 Administration Longer Lodger Ppr GC§34090 et seq. Required Required Lead Dept. 530.20 Helicopter Program 10 years 10 y Mag, Copies-Department Preference; _P r GC 34090.7 Lead Dept. 530.30 Police Towing Program 10 years 10 yews Mag, Copies-Department Preference; P r GC 34090.7 5"•FIRE PROTECTION When No When No.. Lead Dept. 540.10 Administration Longer Longer MPp ' GC§34090 et seq. Required uired I HUNTINGTON BEACH, CA.a1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(999)337-3516 Revised: 614f 15 ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record — Image: Destroy 4OFRI Active Inactive I Total Vital? Media 1=Import Paper after (in office) CD or Wr Retention Options M-Mfr Imager!& If the record is not listed here refer to the Retention for City-Wide Standards etentivns bectin when the act is completed, and imDtv a full file folder a.a. last document+2 ars since destruction is normaltv Performed bv file folder. itt ation claims corn laints audits pendino records re uesfs and/or investigations suspend normal retention -nods retention resumes after settlement)- 550-FLOOD CONTROL ad When No When o Mag, Le 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 1 Channels P P Mfr,OD, S 10 years §34090 Pr Mag' Yes: After Department Preference; GC City Clerk 550.40 Drainage P P Mfr, OD, S 10 years §34090 Ppr -- Mag, Yes: After Department Preference;GC City Clerk 550.50 Reports I Studies P P Mfr,OD, S 10 years §34090 Ppr When No When NoStaffing Mag, Copies(staffing Department is Depart. 520J0 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 ReQaired Reauired 560-PARK G CONTROL When No When No Lead Dept, 560.10 Administration Longer LongerF Apr' GC§34090 et seq. Required Required —Mag' Yes: After Department Preference;GC City Clerk 560.20 Enforoement Regulation P PMfr,OD, S 10 years §34090 Pr Mag Yes: After Department Preference,GC City Clerk 560.30 Signs P PMfr,CID, S 10 years §34090 P r Mag' Yes: After Department Preference;GC City Clerk 560.35 Parking Meters I Lots P PMfr,OD, S 10 years §34090 Pr HUNTINGTON BEACH, CA.*1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 2/4IO2 Du not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (t7FR) Active inactive I Tonal Vital? Media I-Import Paper after (in office) CD or Mfr Retention Options M-Mfr Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and impiv a full file folder e. .last document+2 ears since destruction isnonnallyperformedbvNe folder. Litigation,claims coma faints audits pending records requests, andlor investigations sus end normal retention patiods retention resumes after settlement. Residential Parking Permits f Cul Mag, Yes: After Department Preference;GC City Clerk 560.40 de Sac Parking I Diagonal!Parking P P Mfr,OD, S 10 years §34090 Districts P r When No When No Staffing 560.60 Advisory Groups Longer Longer Mag' GC§34090 et seq. Qepart, Re uired R it Ppr 570-PUB C WELFARE When No When No. City Clerk 570.10 Administration Longer Longer Ppr GC§34090 et seq. Required Required Lead Dept. 570,20 Drug&Alcohol Abuse 2 years 2 years Mag, Copies-Department Preference; P r GC§340903 Lead Dept. 570.30 Obscenity I Pornography 10 years 10 yeses Mag, Copies-Department Preference; P r GC§34090J - - Mag, Yes: After Department Preference;GC City Clerk 570.40 Handicapped P P Mfr,OD, S P r 10 years §34090 Social Services Organizations f Mag, Copies-Department Preference; Lead Dept. 570.50 Grows 5 years 5 yea P r GC 34090.7 Mag' Yes: After City Clerk 570.60 Nuisance Abatement Liens P P Mfr,OD, S Land Records;GC§34090 P r 10 years When No When No Staffing 57070 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. R uired R uired Ppr OFR); GC§34090.7 580-TRAFF C ONTROL When No When ,;o - Lead Dept. 580.10 Administration Longer Longer Pap' GC§34090 et seq. Required Reigultrad Lead Dept. 580.30 Special Studies I Reports 3 years 3 years Mag, Copies-Department Preference; P r GC§340903 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 214f02 Do not duplicate or distribute without prior written permission from GGS(M)337-3516 Revised: 614115 I Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-34 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total Vital? Media I=Import Raper after (in office) CD or Mfr Retention Options M=Mfr Imaged& _ If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is corm leted and impiv a full file folder e.c.fast document+2 ars since destruction is normallZ Performed by file folder. iti ation claims corn laints audits.pendinq records requests,and/orinvesti ations suspend normal retention oenods retention resumes after settle ment Lead Dept. 580.40 Enforcement 15 years 15 years Mag, Copies-Department Preference; Ppr GC 34090.7 Mag, Yes: After Department Preference;GC City Clerk 580.50 Control Devices P P Mfr,OD, S 10 years §34090 Pr Mag' Yes: After Department Preference;GC City Clerk 580.60 Regulations I Speed Limits P P Mfr,OD, S 10 years §34090 Ppr Lead Dept. 580.70 Pedestrian Safely 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 When No Staffing Mag, Copies(staffing Department is Depart, 580.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Recluired Reaulred 590-SENIOR CITIZENS When No When No Lead Dept. 590.10 Administration Longer Longer Pp' GC§34090 et seq. Required Required Tender Loving Care f Meals on Mag, Copies-Department Preference; Lead Dept. 590.30 Wheels I Feedback Foundation 5 years S beam When Ppr GC34{190.7 No When No Staffing Mag, Copies(staffing Department is Depart. 590.40 Advisory Groups Longer Langl�r.Required Rstilred Ppr OFR);GC§34090.7 600-AGREEMENTS I CONTRACTS - Lead Dept. 600.05 Administration 2 years 2 years Ppr GC§34090 et seq. HUNTINGTON BEACH, CA.@1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 6/4/1 5 Ver. 23.0 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 Toter Media 1=Import Paper after (OFR) ,tin office) CD or Mfr Retention Options Options M=Mfr Imaged& pthorecord is not lister!here refer to the 1Retention for Cit -Wide Standards nn leted and im l a full frle folder a. last document+2 ars since destruction is normal) erformed tr file folder. tion claims con laints audits ndin records re uests andi'or investi ations sus nd normal retention eriods retention resumes aftersettlement. Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Completion Completion' Yes' Mag' Yes: After transportation and concessionaire City Clerk 600,10 Professional Services Agreements Before Mfr,OD, S + 10 years +10 years Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years 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 Completion Yes: After transportation and concessionaire City Clerk �600.15 Federal 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 Statewide guidelines propose completion+5 years for non- capital improvement contracts& Yes: Mag, completion+4 years for Completion Completion Yes: After transportation and concessionaire City Clerk 600.20 State Agreements +5 years +5 years. Before Mfr,OD, S Completion Ppr Inactive agreements. Statute of Limitations is 4 years; 10 years for Errors&Omissions;CCP §§337. 337.1(a),337,15, 343;GC 34090 HUNTINGTON BEACH, CA.v1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 2f4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised. 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-36 Office of Category ID# Records Description Retention f 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& Pth rrecord is not listed here refer to the Retention for Cit -Wide Standardsntions in when the act is corn leted and irn a full Me/older e. .fast document+2 are since destruction is normal! erformed b file/hider.tion claims complaint audits,pendiao records requests,and/or investic lations sus end normal retention nods 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 +5 years +5 yearn 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 All infrastructure,JPAs,&Mutual Aid contracts are permanent for emergency preparedness; Redevelopment Agency! Yes: Mag, Yes: After Statute of Limitations is 4 years; City Clerk 600.30 Successor Agency 1 Oversight P P Before Mfr„OD, S 10 years for Errors&Omissions; Board Completion Ppr Inactive 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 Completion' Yes' Mag' Yes: After transportation and concessionaire City Clerk 600.35 Concession 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 Yes: Mag, Administrative&legal value City Clerk 600.40 Joint Powers Agreements(JPAs) P P Before Mfr,OD, S No (Emergency Preparedness),GC Ex iration Ppr 34090 HUNTINGTON BEACH, CA.01995-2ol1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 Office of Category ICJ# Records Description Retention f Disposition Comments f Reference Record Image: Destroy Active Inactive l Total'. Media 1=Import Paper after (tJFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2years),sine destruction is normallZparformed by file folder Litigation, claims complain audits. Dendina records requests, and/or investi ations sus nd normal retention rr'orls retention resumes after settlement. Statewide guidelines propose completion+5 years for non- Yes: Mag, Yes: After capital improvement contracts. City Clerk 600.45 Franchises +5 years +5 years Before Mfr,OD, S inactive Statute of Limitations is 4 years; Completion Ppr 10 years for Errors&Omissions; CCP§§337.337.1(a),337.15, 343;GC§34090 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; City Clerk 600.50 Public Works,reservoirs,sewers, P P Before Mfr,OD, S Yes: After 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: completion+4 years for Completion C Yes: Mag, ompletion Yes: After transportation and concessionaire City Clerk 600.55 Before Mfr,OD, S Consultants, Landscaping,Slurry + 10 years +10 years Inactive agreements. Statute of Seals,Tree Trimming, Leases, Completion Ppr Limitations is 4 years; 10 years Professional Semis, Demolitions for Errors&Omissions;CCP (Not Infrastructure projects) §§337. 337.1(a).337.15,343; GC 34090 HUNTINGTON BEACH, CA.(D1995-2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 214f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3518 Revised: 6/4f 1 5 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-38 Office of Category ID# Records Description Retention I Disposition Comments I Reference RecordImage: Destroy Active Inactive I Total Media I=Import Paper after tOFR) tin office) CD or Mfr Retention Vital? Options M=Mir Imaged& If the reoord 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 fe.g. last document+2 ears since destruction is normally Performed by file folder. Litt anon olairrrs complaints. audits ndin records requests.ande'or investi ations sus end normal retention er+ads retention resumes after settlement. Agreements&Cash Contracts EEOC I AQEA(Age)requires 1 Approved by Council: Yes: Mag, year after benefit plan City Clerk E00.60 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 - City Clerk 600.65 Other City Entities: P P Yes(all) Mfr,OD, S No GC§34090 Title Insurance,Land Records Ppr Agreements Approved by Council: Expiration+ Expiration+ Yes: Mag, EEOC i FLSA requires 3 years for . City Clerk 600.70 MOUs.-Memorandas of 15 years 15 years Before Mfr,OD, MOUs;State requires 2 years;29 Understanding Expiration Ppr CFR 516.5,GC§§12946, 34090 Department Preference; Statute Magof Limitations is 4 years; 10 years City Clerk 600.80 'Other Contracts/Agreements- P P Mfr,OD for Errors&Omissions;CCP (Licensing) Ppr §§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& Yes: Mag, completion+4 years for MSC(Miscellaneous Service Completion Completion Yes: After transportation and concessionaire City Cleric 600.90 Contracts) +5 years +=5 years Before Mfr,OD, S Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337.337.1(a),337.15,343; GC 34090 HUNTINGTON BEACH, CA.*1995-2oi 1 Gladwell Governmental Services,Inc,-all rights reserved Adapted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 23.0 RECORDS RETENTION SCHEDULE. CITY CLERK Page CC-39 Office of Category ID# Records Description Retention l Disposition Comments 1 Reference Record Image: Destroy OFR) Active Inactive! Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& ff 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 ears since destruction is normally performed bv Me folder. Litigation, claims complaints, audits, pending records requests, and/orinvesti etions sus end normal retention eriods retention resumes after settlement. AS/ Completion Completion. Mag, Purchasing600.95 Purchase Orders +5 ears +5 years Ppr Copies;GC§34090.7 City Clerk Agreements&Cash Contracts: Bid Opening Bid Opening or (various} Unsuccessful Bids +2 years +2 years Ppr GC§34494 Purchasin 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 P r 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 614.40 Commission('LAFCo) 4 years 4,years Ppr the LAFCo if required;GC 34090 620-i LI CTIONIS City Clerk 620.10 Administration 10 years 1(}yeal3 Ppr GC§34490 et seq. Candidates Packets: Ballot Mag City Clerk 620.12 Designation Worksheets, 2 years years Ppr GC§34090 Candidate Statement Forms,etc. Elections-Roster of Voters,Voter Mag' City Clerk 620.15 Index 5 years 5 years Mfr,OD, EC§§17300, 17001 Pr HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214IO2 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 6/4/15 Ver• 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-40 [Office of ,Category ID# Records Descriptlon 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&i j:JjU. QC'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 i'mptv a full file folder fe.a. last document+2 ars since destruction is normal!y performed bv file folder Litigation,claims complaints, audits, Pendinq records re nests and/or investi ations sus nd normal retention Defiods retention resumes after settlement). General Municipal Elections- City Clerk 620,18 ADMINISTRATION File 2 year 2 years Mag, (Correspondence,Drafts, Proofs, Ppr GC§34090 Notes etc. General Municipal Elections- City Clerk 62D.20 HISTORICAL File(Sample ballot, P P Mfr, OD, S No Retained for Historical Value,GC calling,consolidation,canvass, Ppr §34090 affidavits etc. Results or Results or Not accessible to the public;The Final I IFinal 8 month retention applies after Elections-Petitions(Initiative, Examination Examination P election results„or final City Clerk 620.25 Recall or Referendum) if No if No pr examination if no election. Election+8 Election+6 Applies unless a legallFPPC MO. mo. proceeding. EC§§17200, 17400 Special/Other Municipal CityElections-HISTORICAL'File Mag, Retained for Historical Value,GC City Clerk 620.30 (Sample ballot,calling, P P Mfr,OD, S No §34090 consolidation,canvass,affidavits, Ppr etc. Department Preference; No Ppr S 1 M Duration of Duration.of specific legal requirement; City Clerk 620.35 Elections-Candidate Statements After 2 Statewide guidelines propose 4 : 1 (to be printed in the sample be Office+4 OffiGe+4 llet} years year i years years;recommend term+4 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 HUNTINGTON BEACH, CA.@1996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2l4f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 614f 15 I Ver,23,0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-41 Office of Category ID# Records Description Retention f Disposition Comments l Reference Record Image: Destroy Active Inactive 1 Total Media 1=Import Paper after (t?FR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& _ If the record is not listed here refer to the Retention for Cif -1de Standards� Retentions be in when the act is completed. and imply a full file folder e. .last document+2years),since destruction is normal!y performed by file folder iti ation claims complain audits,pendina records re uests andlor investic ations suspend normal retention periods retention resumes after settlement. Department Preference; Statewide guidelines proposes 4 years for successful candidates, r,O 2 years for unsuccessful;CA law City Clerk 620.45 Elections-Nomination Papers 8 years 8 Yeats 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 l Procedures Superseded Superseded Mag, Department Preference;GC — -- +2 ears +2 years Ppr 34090 Campaign Documents-Clty City Clerk 620.52 Municipal Code(Documents filed 2 years 2 years. Mag' HBMC 2-06.030;GC§34090 with the City Clerk pursuant to Ppr HBMC City Clerk 620.55 Elections-Assessment Qistrict 2 years 2 years Ppr GC§53753(e)(2) Ballots-Prop.218 proceedings_ Elections-Vote-by-Mail Applications,foster of Vote-by- Mail Applications, Envelopes, Ballots After Election,After EC§§17505, 17302, 17306, City Clerk 620.60 Recount,Challenged and Assisted 6 mo. B mo. Ppr 17503, 17304, and CA Voters Lists, Inspectors Receipts Constitution Article xlll for Ballots,Precinct officers Appointments,Tally Sheets,Copies of Voter Index and'Record of Polling Places HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc. all rights reserved Adopted: 214/02 ❑o not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy (OFR) Active Inactive! Total vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& C If the record is not listed here refer to the Retention for City-Wide Standards Retentions becin when the act is completed,and imply a full File folder to.a last document+2 ears since destruction is normally Performed by file folder, iti anon claims corn lainls audits.pendina records requests, and/or investi ations suspend normal retention ooriods retention resumes after settlement 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 Clerk 620.70 Elections-Certificates of Election 8 years P P Ppr S Yes: After specific legal requirement; Inactive Statewide guidelines propose 4 ears;GC§34090 Elections-Campaign Reports at City Clerk 620.75 (FPPC 400 Series Forms): 7 years 7 years Mfr,Ppr SOD, After 2 Paper must years least 2 years;; retained for GC§81 009(b)&(g) OTHER COMMITTEES PACS Elections-Campaign Reports (FPPC 400 Series Forms&Form 2 Mfr,OD, After 2 Paper must be retained for at City Clerk 62(].80 501):SUCCESSFUL years P P Ppr S years least 2 years;GC§8 1 009(b)&(g) CANDIDATES Elected Officials Elections-Campaign Reports City Clerk 620.85 (FPPC 400 Series Forms&Form 5 years 5 years Ppr Paper must be retained for at 501): UNSUCCESSFUL least 2 years;GC§81009(b)&(g) CANDIDATES Elections-Campaign Reports (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE S Mfr,C70, After 2 Paper must be retained for at City Clerk 620.90 ORIGINAL WITH CITY CLERK 4 years 4 years Ppr years least 2 years; GC§81009(f)$(g) (copies)e.g., County Supervisors, ]AssemblyMan, HUNTINGTON BEACH, CA.v1995-2oi l Gladwell Governmental Services,Inc.-all rights reserved Adopted:. 2/4102 Do not duplicate or distribute without prior written permission from GG&(09)337-3516 Revised: 6/4115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-43 Office of Category ID# Records Description Retention 1 Disposition Comments l Reference Record Image: Destroy (OFR) Active Inactive l Total vital? Media I=Impart Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is completed,and imply a full file_folder e. . last document+2 are since destruction is normaltyperformed by file folder. ifr ation claims com laints audits, Dendina records requests, andlor investigations suspend normal retention periods fretantion resumes after settlement Cleric's Working File,and holding When No When No file for 400 series forms prior to Mag, Preliminary documents l City Clerk 620.95 determining successful or Longer Required r Ppr transitory records; GC§34090 unsuccessful candidate status Required Regiala�ad $30-LEGAL OPERATIONS When No When o Att rney 530.10 Administration Longer Longer Pig" Copies;GC§34090.7 Required Required City Clerk 630.30 Legal Opinions P P, M{r g, S Yes: After 'Department Preference;GC 10 years §34D9D Ppr City 630.40 Litigation 2 years 2 years Mag' Copies;GC§34090.7 Attome Ppr Superseded Superseded Mag, City Clerk 630.50 Legal Procedures +2 ears +2 years Ppr GC§34D9D Ethics Training Certificates for City Mag, City Clerk 63D.55 Council,Boards and Commissions 5 years 5 years Ppr GC§5323b.2(ta} City Clerk 630.60 Conflict of Interest Code Superseded Supersedes! Mag, Department Preference,;GC +2 years +2 years P r 3409D FPPC 700 Series Forms (Statement of Economic Interests): City Cleric 63D.6 s 'DESIGNATED EMPLOYEES l 2 years 5 years 7 years Mf,g, S Yes City maintains original CONSULTANTS TO THE CITY Ppr statements;GC§81009€&(g) (specified in the City's Conflict of Interest code) i I HUN"TINGTON BEACH, CA.@199&2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 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& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imphi,a full file folder e.a.last document+2 ears since destruction is normally performed bv file folder. tl ation claims complain audits.pendina records requests, and/or invest[ ations sus nd normal retention Periods retention resumes after settlement. FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS(elected&not Mfr After 2 City maintains copies only; ,OD, City Clerk 630.70 elected. Includes City Council 2 years 2 years 4 years S original statements are filed with Members, Planning Commission Ppr years FPPC;GC§81009(f)8,(g) Members, City Manager,City Treasurer$ City Attorney) FPPC 700 Series forms(Statement Mag, City Clerk 630.75 of Economic Interests): Boards 2 years 5 years 7 years Mfr,OD, S Yes City maintains original statements;GC§81009(e)$,(g) and Commissions Ppr Brown Act challenges must be filed within 30 or 90 days of action;Statute of Limitations on Affidavits of Postings, Notices Municipal Government actions is City Clerk 630.80 (includes copies of undeliverable 2 years 2 years Mag, 3-6 months;Statute of envelopes), Proof of Publications, Ppr Limitations for mailings for etc-Ordinances annexations,special districts, bond's is 60 days;CCP§§337 et sett,349.4;GC§§34090, 54960.1 c 1 FPPC 700 Series Forms Mag, City Clerk 630.85 (Statement of Economic 2 years 5 years .7 years Mfr,OD, S Yes City maintains original Interests)b Department) Ppr statements; GC§81oa9(e)(g) City Clerk 630.86 FPPC Form 801 (Gift to Agency 4 years 4 yeas' Mag, Must post on website;2 CCR Report) Ppr 18944 c l 3 G City Clerk 630.87 FPPC Form 802(Tickets Provided 7 years 7 years Mag, Must post on website for 4 years; b A enc Report) Ppr GC§81009 e City Clerk 630.88 FPPC Form 803(Behested 7 years 7 years Mag' GC§81009€ - Payment Re ort Ppr FPPC Foam 804(Agenda Report of Mag, City Clerk 630.89 New Positions 7 years 7 years Ppr GC§81009E HUNTINGTON BEACH, CA.@1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Coo not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4/15 Ver.23.0 RECORDS RETENTION SCHEDULE; CITY CLERK Page CC-45 Office of Category ID# Records Descriptlon Retention t Disposition Comments I Reference Record Image: Destroy Active Inactive l Total Media I=Import Paper after (QFR) Vital? (in office) CD or Mfr Retention Options M=Mfr Imaged& IFthe record is not listed here refer to the Retention for City-Wide Standards eten aticlns be rn when the set is corn feted and imply a felt file folder e. Past document+2 ors since destructionn is normallyperformed b file folder. _ non claims complain audits ndin records re oasts and/or investi atians sus pee normal retenfion eriods retention resumes after settlement. When No When Nor City Clerk 630.90 Your Departments Working File Langer Langer Rpr' GC§34090 et seq. _ Required Require... FPPC Form 805(Agency Report of Mag, City Clerk 630.91 Consultants 7 years 7 years Ppr GC§81009,E FPPC Form 806(Agency Report of Mag, Must post on website;2 CCR City Clerk 630.92 Public Official A ointments 7 years 7 Yeah P r 18705.5 GC 34090 60201 "D.LEGISLATION Proposed Changes to the Municipal Mag, City Clerk 640.05 P P Yes: All Mfr,OD, S No GC§34090 Code(Staff Reports) Ppr Mag, City Clerk 640.10 Ordinances l Amendments P P" Yes: All Mfr,OD, S No GC§34090 Ppr Uniform Codes Adopted by Mag, Department Preference;GC City Clerk 640.15 'Reference(Califomia Building P P Yes: All Mfr,OD, S No §34090 Cade,eta Ppr City Clerk 640,20 Codification(City Clerk's working 2 years 2 yeses Mag' GC§34090 file Ppr Mag, Department Preference;GC City Clerk 640.30 County 2 years 2 years Ppr §34090 City Clerk 640.40 State 2 years 2 years Mag, Department Preference;GC Ppr 534090 City Clerk 640.50 Federal 2 years 2 years Mag, Department Preference;GC _ P r 34090 Resolutions Adapted by ether - Mag, Department Preference(non- City Clerk 640.60 Cities 2 yeas __ yea Ppr regards When No When No Mag City Clerk 640.90 Your Departments Working File Langer in.... ' GC§34090 et seq. Ppr Required R uired HUNTINGTON BEACH, CA.01995-201 t Gladwelt Govemmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6f4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC46 Office of Category ID# Records Description Retention 1 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& 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.a. last document+2 ears since destruction is normally rformed by file folder. Lifi atlon claims complaints, audits,Pending records re uests andror investigations suspend normal retention Periods retention resumes after settlement). 660-REAL PROPERTY When No When No Lead Dept. 650.10 Administration Longer Longer Ppr' GC§34090 at seq. Required Required Acquisitions(Deeds,Title Reports, Mag' City Clerk 650.20 etc.) P P Yes: All Mfr,OD, S No GC§34090 Ppr Acquisitions-Parks/Fire Stations Mag' City Clerk 650.40 (Deeds,Title Reports,etc.) P P Yes: All Mfr, ©D, S No GC§34090 _ Pr Acquisitions_Eminent Domain Mag' City Clerk 650.50 ('Deeds,Title Reports,etc.) P P Yes: All Mfr, OD, S No GC§34090 - Pr Tax Collector's Sales(notification of Mag City Cierk 650.60 County surplus property) Files P P Ppr GC§34090 Contains co pie of some deeds Mag, City Clerk 650.70 Surplus Property I Property Sold P P Yes: All Mfr,OD, S No GC§34090 Pr Mag, City Clerk 650,80 Easements I Deeds!Quitclaims P P: Yes: All Mfr,OD, S No GC§34090 Ppr When No When No Mag City Clerk 650.90 Your Departments Working File Longer Longer; Pp�' GC§34090 at seq. Required i 700-PERSONNEL ADMINISTRATION Amendments to City Classification Mag, Department Preference,GC City Clerk 700.10 Plan 15 years 15 years: Ppr §34090 City Clerk 700.20 Personnel Policies I Procedures 15 years 15 years Mag, Department Preference:GC Ppr 34090 HUNTINGTON BEACH, CA.*1995-2ot1 Gladwell Governmantal Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-47 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record - Image: Destroy Active Inactive I Total Media l=Import Paper after lt7FR) (in office) CD or Mfr Retention Vital? Options M-Mfr Imaged& f the record is not listed here refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.g.last document+2 ars since destruction is normally performed by file folder Litigation,claims complain audits pendina records requests, and/or investigations sus nd normal retention penods retention resumes after settlement. City Clerk 700.30 Surveys 1 Studies 10 years 10 years Meg, Department Preference; GC P r 34090 Human When No When No - Mag Resources 700.40 Assistance Programs Longer Longer Pp�' GC§34090 et seq. Required Required Mag' Yes: After City Clerk 700.50 Retirement Benefits(PERS) P P Mfr,OD, S 1Q years GC§34090 Pr Mag' Yes: After City Clerk 700.55 Deferred Compensation P P Mfr,©D, S years GC§34090 P r 10 Human 700.60 Recruiting and Selection 2 years 2 years Mag, GC§34090-- Resources P r When No When No AS/Human Human Mag, Copies(staffing Department is Resources 700.70 Advisory Groups Longer Longer Ppr ©FR);GC§34090.7 Required Required:. -- When No When No City Clerk 700.80 Your Departments Working File Longer Longer, gp' GC§34090 et seq. Required required Mag' Yes: After City Clerk 700.90 Elected Officials P P Mfr,OD, S. 10 years GC§34090 Pr 710-TRAINING AND EMPLOYMENT PROGRAMS When No Wren No Lead Dept. 710.10 Administration Longer Longer p' GC§34090 et seq. Required Required.. AS/Human Mag, Department Preference-Copies; Resources 710,20 Employee Development 5 years 5 years P r GC 34090.7 ASI Human Mag, Department Preference-Copies; Resources 710.30 Youth Employment Services 5 years 5 years P r GC 34090.7 HUNTINGTON BEACH, CA.01995-2011 Gladweli Governments[Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive l Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention vltal7 Options M=Mfr Imaged& _ If the record is not listed here ,refer to the Retention for City-Wide Standaids Retentions begin when the act is completed,and implv a full file folder le.Q. last document+2 ears since destruction is normally erformed by file folder. iti ation claims complaints. audits,Pendina records rasa uests and/or investi ations suspend normal retention periods retention resumes after settlement). AS/Human Mag, Department Preference-Copies; Resources 710.40 Organizational Development 5 years yearsLLL P r1 7 GC 340903 720-EMPL01'iME RELATIONS _ When No When No. e Human 720.10 Administration Longer Longer Mag' R GC§34090 et seq. Resources Required Required Ppr AS/Human When Na When No Ma Resources 720.20 Bargaining Units/Associations Longer Longer Ppr Copies; GC§34090.7 Reouired I Reaulred 800-STREETS l HIfiHWAYS AND IaREEWAYS Public Works 800.10 Administration P P [Yes(all) Pp' GC§34090 et seq. Mag, Yes: After City Clerk 800.20 Street Improvements P P (all) Mfr,OD, S project Infrastructure;GC§34090 Ppr completion Public Works 800.30 Federal Aid Urban(FAU Program) 3 years 3 years ���' Copies;GC§34090.7 Public Intermodal Surface Transportation Mag, Works 800 3b Efficient Act 1STEA 3 years 3 yearsPpr Copies;GC§34Q90.7 Fabler 800A0 Orange County Arterial Highway 3 years 3 yearsMag' Copies;GC§34090.7 Works FinancingProgram AHFP P r Public Orange County Combined Mag, — Works 800A5 Transportation Authority Funding 3 years 3 yearsPpr Copies;GC§34090.7 Program OCCTA Vacations l Abandonments l - Mag, Yes: After City Clerk 800.50 Dedications P P Mfr,OD, S project Infrastructure;GC§34090 P r completion — - Mag, Yes: After City Clerk 800.55 Rights of Way P P Yes(all) Mfr,OD, S project Infrastructure; GC§34090 Ppr come letion HUNTINGTON BEACH, CA:@1995-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted. 2I4102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised. 6f4115 I I Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-49 Ii Off co of Re Category ID# Records Description Retention I Disposition Comments!Reference Record Image: Destroy ('OFR) Active Inactive I Total vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged 8, 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 ars since destruction is normally erformed by fife folder. Litigation claims complaints complaintSr auditspending records requests, and/or investigations sus end normal retention eriods retention resumes after settlement. Street Openings-Closures I Mag, Yes: After City Clerk 800.60 Extensions P P Yes{ai)) Mfr,OD, 5 project Infrastructure;GC§34090 Ppr completion Street Names!Changes! Mag' Yes: After City Clerk 800J0 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(ail) Mir,OD, S 10 years Infrastructure;GC§34090 Pr When No When No Mag, City Clerk 800.95 Your Departments Working File Longer Longer Ppr GC§34090 et seq. Re uired R uired - 810-SOU WASTE MANAG MSNT Public When No When No Works 810.10 Administration Longer Longer PRr° GC§34090 et seq. Required Required Public Refuse Collection 1 Landfill 1 Mag, Department Preference-Copies; Works 8i0.20 Dum s P .-P Ppr GC 34090.7 Public Mag, Department Preference-Copies; Works 810.30 Litter Control 5 years 6 years P r GC 34090.7 Public 810.60 Recycling Programs I Plans 10 years 10 years Mfr,OD, S Yes: After Department Preference;GC§ Works Ppr 10 years 34090 820-WATERWA S When No When o Public 820.10 Administration Longer t trngetr Mag' GC§34090 et seq. Works Required -Required Ppr Mag' Yes: After City Cleric 820.20 Waterway 1 Pierhead Lines P P Yes Mfr, OD, S 10 years Infrastructure, GC§34090 Pr HUNTINGTON BEACH, CA.a1995-2011 Glsdwell(governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-50 Office of Category ID# Records Description Retention l Disposition Comments f Reference Record - Image: Destroy (QFR) Active Inactive! Total Vital? Media I-Import Paper after (in office) CD or Mfr Retention Options MmMfr Imaged& f 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 77. last document*2years), since destruction is normaliv performed bv rile folder. iti ation claims complaints, audits. Dendina records re uests andlor investi ations suspend normal retention periods retention resumes after settlement. When No When No Staffing 820 Advisory Groups(Bylaws are Mag, Copies(staffing Department is Depart. .30 permanent) Longer Longer Required Ruired Ppr OFR);GC§34090.7 ' 830-SIDEWALKS Public Works 830.10 Administration P P Mag, GC§34090 et seq. Ppr Sidewalks J Curbs f Gutters l Mag, Yes: After City Clerk 830.20 Driveways f Pedestrian Bridges! P P Yes Mfr,OD, S 10 years Infrastructure; GC§34090 Wheelchair Rams P r 840-INF STRUCTURE - When No When No Public 840 10 Administration Longer Longer Mag, GC§34090 at seq. Works Required Required Ppr Woks 840.20 Studies and Reports 10 years 10 years Pgg' Copies;GC§34090.7 When No When No Staffing 840.50 Advisory Groups(Bylaws are Longer Longer Mag, Copies{staffing Department is Depart. permanent} Required R uired Ppr OFR);GC§34090.7 - - 900-ARTS When No When No Lead Dept. 900.10 Administration Longer Longer Ppr' GC§34090 at seq. Required Required When No When No Yes: Comm. 900.20 Special Events Longer Longer Before Mag' Copies(Community Services is Services Ppr OFR); GC§34090.7 Required Required. Event City Clerk 900.30 Gifts l Acquisitions 5 years 5 yea Mag, Meets Auditing Standards; GC r Ppr &34090 When No When No Staffing 900.40 Advisory Groups Longer Langer Mag, Copies(staffing Department is Depart. Re uired R uired Ppr OFR);GC§34090.7 HUNTINGTON BEACH, CA.o1995-2oi 1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6I4115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of Category ID# Records Description 'Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive l Total Media 1=Impart Paper after {OFR (in office) CD or Mfr Retentlon Vital? Options M=Mfr 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 rM l a full file folder(e.g. fast document+2 ars since destruction is non-naltv nerforrned by fire folder. Liti at#on claims complaints, audits.Pandina records re uests and/or investi etions suspend normal retention eriods retention resumes after settlement. 910-HISTORIC PRESERVATION Lead Dept. 910A 0 Administration P P 7r,0 GC§34090 et seq. -- City Clerk 910.20 City History P P S No GC§34090 Mag, City Clerk 910.30 Historical Preservation P P Mfr,OD, S No GC§34090 Pr - -- - - - -- Mag, City Clerk 910.35 Archaeological Resources P P Mfr,OD, S No GC§34090 P r When No When No Staffing Mag, Copies(staffing Department is Depart. 910.40 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Required When No When.No City Clerk 910.50 Your Departments Working Fite Longer Longer Pp' GC§34090 et seq. Required `Required Mag. City Clerk determines historical City Clerk 910.60 Historical Records P P Mfr,OD, S I I No records;GC§34090 Pr 920-PARKS Lead Dept. 920.10 Administration P P FMag, GC§34090 et seq. Yes:After City Clerk 920.20 Master Plan-Parks P P S 10 yearsGC§34090 Yes:After City Clerk 920.30 Regional Parks P P S 10 years GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 Office of Category ID 0 Records Description Retention l Disposition Comments l Reference Record Image; Destroy (OFR) Active Inactive l Total Vital? Media 1=import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& If the record is not listed here refer to the Retention for City-Wide Standards _ Retentions be in when the act is completed.and im 1 a full file folder a. . last document+2 ears since destruction is narrnall rformed 4 rle folder. iti ation elaims complaints, audits ndin records requests,,and/or investic ations sus nd normal retention periods retention resumes after settlement. Mag, Yes:After City Clerk 920,40 City Parks P P Mfr,OD, S 10 years GC§34090 Pr Mag, Yes:After City Clerk 920.50 Huntington Central'Park P P Mfr,OD, S 10 years GC§34090 Pr Mag, Yes:After City Clerk 920.60 Shipley Nature Center P P Mfr,OD, S GC§34090 P r 10 years - - --- Mag, Yes:After - — City Clerk 920.70 Equestrian Center!Equestrian P P Mfr,OD, S 10 years GC§34090 Pr When No When No Staffing 920 80 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. R uired R uinett Ppr OFR);GC§34090.7 930-PAT_H3. &TRAILS Lead Dept. 930.10 Administration P P Mag, GC§34090 et seq. Mag` Yes:After City Clerk 930.20 Master Plan-Paths&Trails P PEPor Mfr,OD, S 10 years GC§34090 - 940-TRANSPORTATION SERVICES Lead Dept. 940.10 Administration 2 years 2 years Rag' GC§34090 et seq. Mag, Department Preference;GC§ City Clerk 940.20 OCTD 10 years 10 years P r 34090 City Clerk 940.30 Special Transportation Programs 10 years 10 years Mag, Department Preference;GC§ P r 34090 Mag, Yes:After City Clerk 940.50 Plans l Studies 1 Reports P P Mfr, OD, S 10 years GC§34090 per HUNTINGTON BEACH, CA.@1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-53 Office of Category ID# Records Description Retention l Disposition Comments!Reference Record Image: Destroy Active Inactive 1 Total Media I=Impart Paper after (OFR) (in office) CD or Mfr _Retenfltlfl Vital? Options M=Mfr Imaged& _. ' ph record is not listed here refer to the Retention for Ci -Wide Standardsntians be in when the act is com feted and im 1 a{all fie foKer e. . last d©cement+2 ears since destruction is normall rFcirmed b file folder.non claims c om faints audits ndin records re nests andlor investl af►ons SUS end normal retention eriods retentr'an resumes aftersettlement. Dept. 940.60 Taxi Cab'Rates l Permit Fees 2 years 2 yearn Ppr GC§34090 When No When:No OCTC 940.80 Orange County Transportation Longer Longer Mag' Non-records;GC§34090 at seq. Commission(OCTC) Ppr Required °'R utred" ' 950-us Y SERVICES Library 950.10 Administration 2 years 2 years . ppr' GC§34090 at seq. - - Special Events 1 Programs l Mag, Department Preference-Copies; Libra 950.20 10 ears 10 years::. Library Reports y P r GC 34090.7 When No When Nor. Staffing Mag, Copies(staffing Department is 950.30 Advisory Groups Longer Longer Depart. Required ui '. Ppr OFR); GC§34090.7 960-COMMUNITY EVENTS Lead Dept. 960.10 Administration - 2 years 2 years Apr' GC§34090 at seq. Yes: Comm. 960.20 Special Events-General 2 years 2 years Before Mag' Copies(Community Services is Services Event Ppr OFR);GC§34090-7 Comm. Yes: Mag, Copies(Community Services is 960.30 Fourth of July Celebration 2 years 2 years Before Services Event Ppr OFR);GC§34090.7 Comm. Yes. Mag, Copies(Community Services is 960.40 Community Festival 2 years 2 years Before Services Event Ppr OFR);GC§34090.7 Comm. Yes: Mag, Copies(Community Services is 960.50 Walks!Races!Runs 2 years 2 years Before Services Event Ppr OFR); GC§340901 Comm. Yes: Mag, Copies(Community Services is 960.60 Surfing Contests 2 years 2 yetam Before ServicesEvent Ppr OFR); GC§34090.7 HUNTINGTON BEACH, CA.c>1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 fifer.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-54 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive 1 Total Media I=Import Paper after ([�FRJ (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged lli If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and Jmplv a full file folder e,g. last document+2 ars since destruction is normal!y performed by file folder. iti ation claims complaints, audits pendingrecords re uests and/or investigations suspend normal retention eriods retention assumes after settlement. Staffing Mag, Copies(staffing Department is De art_. 9t30.70 Advisory Groups 2 Yeas years - - p r L--- - IOFR):GC 34090.7 1flii0-WATER SERVICES Lead Dept. 1000.10 Administration P P Mag, GC§34090 et seq. City Clerk 1000.20 Rates!Fees 5 years 5 year Mag, Meets Auditing Standards; GCP r §34090 Mag' Yes:After City Cleric 1000.50 Master Plan P P Mfr,OD, S 10 years GC§34090 P r Public P P West Orange County Water Board Mag, Works 1000.70 WOCWC3 Agendas P r Non-records;GC§34090 et seq, Public 1000.75 Metropolitan Water District 2 years 2 years Mag' Works P r Non-records;GC§34090 et seq. Public 1000.80 Change County Water District P P Mag' Non-records;GC§34090 et seq. Works Ppr Public Mag, Works 1000.85 Quality Control P P Ppr Copies;GC§34090.7 City Clerk 1000.90 Conservation I Water Reclamation I P P MfMr,OD, S Yes:After GC§34090 Water Management Plan P r 10 years 1010-TELEPHONE Lead Dept. 1010,10 Administration 2 years 2 years P�' GC§34090 et seq. City Clerk 1010.20 Rates 1 Fees 5 years 5 yeas_ Mag, Meets Auditing Standards;GC P r §34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted. 214IO2 Do not duplicate or distribute without prior written permission from GG5(009)337-3516 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-55 Office of Category ID# Records Descrlption Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive! Total Media I=Import Paper after fOFR) (in office) CD or Mfr Retention 'Vital? Options M=Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards - Retentions be in when the act is completed, and imply a full file folder e.Q. last document+2 are since destruction is normally performed by file folder. ifi anon claims cam lainPs audits.oendinq records re uests and/or investiczations suspend normal retention eriods retention resumes after settlement. 1020-SEWERS I SANITATION-WASTEWATER MANAGEMENT - Public 1020.10 Administration P P Apr' GC§34090 et seq. Mag, Yes:After City Clerk, 1020.20 Capital Improvements P P Mfr,OD, 5 10 years GC§34090 Pr City Clerk 1020.50 Other Agencies 1 Districts 2 years 2 years Mag, []apartment Preference;GC P r 34090 et seg. Public Mag, Department Preference;GC Works 1020.6fl Policies 8 Procedures P P P r 34090 et se- . Public Mag, department Preference-Copies; 1020.70 Special Studies I Reports 10 years 14 years. P r GC 634090.7 1040-PUBLIC UTILITIES - Lead Dept. 1040.10 Administration 2 years 2 gears Pp' GC§34090 et seq. City Clerk 1040.20 Electric Utilities P P Mag, Department Preference;GC§ P r 34090 HUNTINDTON BEACH, CA.c)1995-2011 Gladwell Governmental services„Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614/15 Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Category ID# Records Description - - Retention t Disposition Comments J Reference Record Destroy Image: Inactive Paper (QFRI Active (Off-Site, Total Vital? Media I-Import after (in office) Retention Options M=Mfr OD or Mfrs S=scan Imaged& f the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com feted and imp!imp!y a full file folder e.a.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. These are the only contracts or agreements NOT sent to the City Clerk because the term is too difficult for City Clerk to determine; Agreements for Contractors: Class Yes; Consistent with City-wide Comm. Completion Compietian' Yes; Until Mag, Mfr, Services CS-001 Instructors,Concessionaires, +2 years 3 years +5 yeprs : Completion Dp, Ppr S After standards; Statewide guidelines Inspections,etc. Inactive propose completion+5 years for non-capital improvement contracts &completion+4 years for transportation and concessionaire agreements. When No Vllhen No Statute of Limitations for contracts Comm, Art Center Exhibits(Administration, Mag, Mfr, Longer Conger , " is 4 years,personal property 3 Services etc.)CS-002 Required- Required- OD, Ppr years;meets auditing Minimum 4 Nlinrmum 4' requirements;CCP §337, 338; ars years GC W090 When No When.No Foundation is a private non-profit CommServices CS-003 Art Center Foundation Longer Longer OD, Ppr organization(non-records);GC Required .R"uired -- 34090 Consistent with Operational Comm. Complaints;CCP§§338 et seq., CS-004 Beach Maintenance Log 3 years 3 years Mag Services 340 et seq.,342, GC§§945.6,GC 34090 HUNTINGTON BEACH, CA.v199&2911 Gladwelt Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission frorn GGS(909)337-3516 Devised: 514115 I/er. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image; Destroy Inactive Paper {OFR} Active (Off-site, Retention Vital? Media t=import after (in office) OD or Mfr) Retenitior! Options M�Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and impiv a full file folder te.a. last document+2 ears since destruction is normally erformed by rile folder. Lifi ation claims complain audits,Dandina records requests,andlor investi ations sus pee normal retention periods retention resumes after settlement. Capital Improvement Projects(CIP) -Parks l Jobs-Parks: Permanent Fife Plans, Specifications, Bids/RFPs, Comm. Successful Proposal,Change I Department preference; retained Services Upon Yes: Until IIAag, Mfr, Yes: 1 Orders i Job carders, Design, for disaster preparedness (If Lead CS-005 Escrow, Final Report, Inspection Completion P P Completed OD, Ppr SII year purposes; Statewide guidelines Dept.) Cards,Materials Testing Reports, propose Permanent for Grading Permits, Hazardous Infrastructure plans, GC§34090 Materials Plans,Notice of Completion, Constriction Manager's Logs, Photos, Soils Reports,Studies,Submittals, Surve s etc. Capital Improvement Projects(CIP) Some grant funding agencies Parks 1 Jobs-Parks; Completion require audits; Statute of Administration Fite 10 Years or +.10 years Limitations for Errors&Omissions After yr .After is 10 years; Published Audit Comm. Project Administration, Funding Futlding Standards-4-7 years;Statute of Services Correspondence, Field Work l Upon Agency rYe& n CS-006 Agency.. Mag, Ppr Limitations: Contracts&Spec's=4 (If Lead Punch List, Inspectors Daily Log, Completion Audit,if Audit,if, years,Wrongful Death=comp.+ Dept.) Labor Compliance, Certified required, Payrolls, Project Schedules, whichever is required, ..: years, Developers=comp.+ 10 Progress meetings, Real Estate longer 'whichever is years;Statewide guidelines Appraisals, Legal l Stop Notices, longer propose termination+5 years; Meetin s etc. CCP§337 et. seq.,GC§34090 HUNTINGTON BEACH, CA.a1995-2011 Gladwell Governmental Services,Inc. all rights reserved Adopted: 2f4102 Oro not duplicate or distribute without prior written permission from GGS(9D9)337-3616 Revised: 5/4115 Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Pere CS-3 Office of Category ID# Records Description Retention i Disposition Comments 1 Reference Record Inactive Destroy nact Image: Raper �OFR) Active nactie, Total VIta17 Media I=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City- Standards Retentions begin when the act is completed, and imply a full file folder e. ,last document+2 ears since destruction is normaLIZ performed by File folder. Litigation,claims complain auditspending records requests, and/or investigations suspeend 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" CS-007 Meals,Transportation,etc.: Inactive+5 Inactive+.5 Before Mag, Ppr 3016.42; 21 CFR 1403.36& Services Applications,Scholarships, years years Event 1403.42(b);24 CFR 85.42, Program Files,etc. 91.105(h),92,505,570.490,& 570.502(a&b),28 CFR 66.42; 29 CFR 97A2;40 CFR 31.42;44 CFR 13.42;45 CFR 92.42;OMB Circular A-110&A-133;GC 34090 Comm. CS-008 Emergency Contact List When When - Mag, Mfr, Transitory Record;GC§34090 Services Superseded Superseded OD, Ppr Comm. Emergency Reports t Incident Department Preference;Statute of Services CS-009 Reports 3 years 3 years Mag, Ppr Limitations for Health Providers is 3 ears; CCP 340.5,GC§34090 Comm. Emergency Response 1 Incident Department preference; Data CS-01q Indefinite 'Indefinite Yes Mag, Ppr fields are inter-related;GC§34090 Services Database et se . Life of Life of Public Equipment Maintenance History Department Preference;GC CS-011 Equipment+ Equipment*' Mag, Ppr Works (Beach Equipment) 2 ears 2 years. §34090 Comm. Facility Use Requests(Room Yes: CS-012 2 years 2 years Before Mag, Ppr GC§34090 Services Reservations,Parks,etc.) Event Comm. -- Yes: Services CS-013 Film Permits 2 years 2 years Before Mag, Ppr GC§34090 Event HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Devised: 5f4f 15 Ver, 10.1 RECORDS RETENTION SCHEDULE;. COMMUNITY SERVICES Page CS-4 Office of ,Category ID# Records Description Retention l Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged If the record is not fisted here refer to the Retention for City-Wide Standards Retentions begin when the act is com leted and imD)v a full file folder te.a. last document+2 ears since destruction is normally rfonned bv file folder Litigation.claims complain s audits,pendinq records requests,andlor investigations sus nd normal retention periods retention resumes after settlement). Human Resources Initial Incident Reports(medical Copies-Risk Management is I Risk C5-014 and non-medical) 1 year 1 year Mag, Ppr OFR;GC§340903 Manage. Department preference; Statute of Comm. Mag, Mfr, Limitations for contracts is 4 years, Services CS-015 Meals on Wheels 5 years 5 years' ®D Ppr personal property 3 years; meets auditing requirements;CCP 11§337,338; GC§34090 Comm. Non-profit Organization Files When No When No Services CS-016 (501(c)3) Longer Longer Mag, Ppr Non-records Required Required _ City Clerk I Park Development Master Files When No When No Planning I Mag, Mfr, Yes: 1 Department Preference;GC§ Public CS-017 (Capital improvement Projects, Longer Longer OD,Ppr S year 34090.7 Works Plans,etc.) Required Required Comm. Parking and Camping Registration Services CS-018 Forms I Parking Passes 2 years 2 years Mag, Ppr GC§34090 Comm, CS-019 Parking Meter Repair& 2 years years Mag, Ppr GC§34090 Services Maintenance Comm. CS-020 Sold Parking Ticket Receipts I Numbers Services 2 years .2:years Ppr GC§34090 Comm. - — Department preference; Data Services CS-021 Recreation Database Indefinite Indefinite Yes Mag, Ppr fields are inter-related; GC§34090 et seg. Registration Forms,Class Rosters, Yes: Comm. CS-022 Event Sign-ups(May include Hoid 2 years 2 years During Mag, Mfr, GC§34090 Services Harmless, Medical Release, Class or OD, Ppr Liability,&Waiver Agreements) Program HUNTINGTON BEACH, CA.@1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Category 1D# Records Description Retention f Disposition Comments f Reference Record Image: Destroy Active Inactive Total Media I=Import paper (Qi<R) (in office) {`site, Retent:)an Vital? Options M=Mfr after OD or Mfr) - S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and implit a full file folder te.o. last document+2 ears since destruction is normally erformed by fife folder iti ation claims complain s auditspending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Comm. CS-023 School District Facility Use Forms 2 years 2 years Mag, Ppr GC§34090 Services Department preference;Statute of Yes. Limitations any"...liability founded Comm. CS-024 Senior Transportation Program 5 years 5 years Before Mag, Ppr upon an instrument in writing"or Services not specifically provided for is 4 Event years;GC§34090,CCP§§337, 343 Comm. Special Event Permits l Specific Yes: — — -s- Services CS-025 Events i Special Permits(Parks) 2 years 2 years Before Mag, Ppr GC§34090 'Event Comm. -- Department preference; Data Services CS-026 Transportation Database Indefinite Indefinite Yes Mag, Ppr fields are inter-related;GC§34090 et seg. Comm. CS-027 Transportation Trip Sheets 2 years 3 years 5 years Ppr Department Preference(complies Services with QCTA contract); GC§34090 Comm. Vehicle Maintenance History Life of Life of (Beach Vehicles)ServicesCS-02i3 Vehicle+2 Vehicle+2: Mag, Ppr GC§34090 ears years - Vehicle Safety Checks f Daily Comm. Department Preference(complies Services CS-029 Vehicle Inspections l Vehicle 2 years 3 years 5 years. Ppr with OCTA contract);GC§34090 Usage Reports Volunteer Group Applications& Agreements(Beach Clean-ups, Services CS-030 etc.) 2 years 2 years - Ppr GC§§12946,34090 See City-wide for Volunteers& Training Files HUNTINGTON BEACH, CA.@199*6-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted. 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised* 5f4f15 Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Wage GM Office of Category ID# Records Description Retention l Disposition Comments 1 Reference Record Image: Destroy - Active Inactive Total Media 1=Import Raper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full rile folder e. .last document+2 vears),since destruction is normally performed by file folder it' ation claims complain audits,pendina records requests,and/or investi ations sus nd normal retention eriods retention resumes after settlement. Youth Awards 1 Youth in Comm. CS-031 Government aay(Applications, z yearn years Ppr GC§340t3Ct Services Sponsorships from Barnes and Noble etc HUNTINGTON BEACH, CA.®1995-2011 Giadwrell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5f4115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image Destroy Inactive Paper OFR Active Off-site Total vital? Media I=Import after ( } (in office) OD or Mfr) Retention- Options M=Mfr Imaged& S=Scan , If the record is not listed here refer to the Retention for Ci -Wide Standards etentions be in when the act is completed, and Jmplv a full file folder e.q. last document+2 ars since destruction is normally erformed by file folder ti ation claims corm taints audits,pendino records requests, andl'or investigations suspend normal retention periods retention resumes after settlement. - - -- - ACCOUNTING Department Preference; IRS:4 Yes years after tax is due or paid Finance 1 Mag, Mfr, (longer for auditing&contractor FIN-001 1099's, 1096's,W-9s 2 years 5 years 7 years S!I After 1 Accounting OD, Ppr delinquency);Ca. FTB: 3 years; year IRS Reg§31.6001-1(e)(2), R&T _ §19530,GC§34090 IRS:4 years after tax is due or Finance 1 945 Forms(non-payroll withheld Mag Mfr, Yes: paid; Ca. FTB:3 years;-IRS Reg FIN-002 2 years 5 years 7 years'° 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 No Longer in No Loner Iri Yes: tax for the return period to which Finance 1 Mag, Mfr, the records relate,or the date FIN-003 W-4P(Retirees) Effect+4 Effect+4 S 1 I After 1 Accounting years years OD, Ppr year such tax is paid,whichever is the later; IRS Reg§31.6001-1(e)(2), 26 CFR§31.6001-1, R&T 19530, GC 34090 Accounts Payable I Invoices(All Records and Reports-Includes Yes: Finance 1 Invoices,Travel Expense Yes: Until Mag,Mfr, Statewide guidelines propose FIN-004 2 years 5 years 7 years S!I After 1 Accounting Reimbursements, Postage, Credit Paid Oi3,Ppr year audit+4 years; GC§34094 Card Transmittals, Redemption Records,etc_ HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of ,Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (TJJFR) Active Inactive Total I Media 1=import {in office) (O or Mfr} Retention Vital? Options M-Mfr after Imaged&S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and im a full file folder e. .last document+2 ears since destruction is normally erformed by file finder it" ation claims complaints,auditspending records requests,and/or investi ations sus end normal retention periods retention resumes after settlement. Accounts Receivable(All Records and Reports, including Auction Yes: Finance 1 FIN-005 Receipts&Records, BID(Business 2 years 5 years 7 years Yes- Until Mag, Mfr, S I I After 1 Statewide guidelines propose Accounting Improvement District), Parking Bail, Paid OD, Ppr year audit+4 years;-GC§34090 Taxes,TOT,Sale&Use Tax, Schedule of Investments) Termination Termination Yes: Finance I Accounts Receivable: Billing for . Yes: During Mag,OD, Retained to cover auditing Accounting FIN-006 COBRA and Retiree Medical of Service+ of Service+ Service Mfr, Ppr S 1 I After 1 standards;.GC§34090 5 ears 5 years year Finance I Assessment District Projects Payoff of Payoff of Yes: Until Mag, Mfr, Yes: 1 'City Clerk Maintains Originals; FIN-007 (Accounting 1 Payment District+5 District+5 S covers auditing standards;GC Accounting Administration Records) years years Payoff OD, Ppr year 34090 Acooun7' FIN-008 CAF/ Audit Management Letters(not 5 years 5 years Qp; f�' S 1 I Yes: Department Preference;GC After §34090 Finance 1 Mag,Mfr, Yes: Department Preference;GC Accounting FIN-009 Audit Work Papers 5 years 5 years OD,Ppr S 1'I After 1 §34090 Copies- Copies- When No When No, Mag,Mfr, Yes: City Clerk FIN-010 Audits Longer Longer OD,Ppr SIN After 1 GC§34080.7 Required Required year Finance I Audits(Performed by City Resolution+ Resolution+ Consistent with Code Accounting employees)Employees) 2 years 2 yeah Mag, Ppr enforcement,meets auditing requirements;GC§34090 Bank Reconciliation&Bank Statements(includes bond Yes: Finance 1 FIN 012 statements),Trustee Statements, 2 years 5 years 7 years Mag' Mfr' S I I After 1 For auditing purposes;GC Accounting Transaction Statements,Wire OD, Ppr year §34090.26 CFR 31.6001-1 Transfers,Check Listing Audit Trali, Deposits, Returned Checks HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4f 15J ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record I Category ID# Records Description Retention f Disposition Comments l Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention' Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record_ is not listed hens refer to the Retention for City- Standards Retentions begin when the act is completed, and imply a full file folder e.q.last document+2 ears since destruction is normally performed by file folder Litigation,claims complaints. audits pending records requests, and/or investigations sus pen normal retentionpenods retention resumes after settlement. Billing Records(customer name, Finance/ Yes: When Yes; service address,meter reading, Mag, Mfr, Consistent with Accounts OD Fiscal FIN-013 2 years 5 years 7 years Account I After 1 Services usage, payments,Auto Pay Open ' Ppr year Receivable-,GC§34090 A lications,etc. Budget Hearing and/or Review When No When No Finance/ Drafts-Department Preference:; FIN-014 Budget (Development Documents& Longer Longer Mag, Ppr GC§34090.7 Preliminary Budget) Required Required Department Preference;City Finance 1 FIN-015 Budget Transfer Requests& 2 years 5 years 7 years Current Mag, Mfr, S/I Aftes`1 Cleric maintains originals; longer Accounting Journals Fiscal Year OD,Ppr year for administrative value;GC 34090.7 Copies- Copies- Yes: When No When N Mag,Mfr, Yes: City Clerk is OFR: Must be filed p City Clerk FIN-01+6 Budgets-Adapted Longer Longer Current OD Ppr S/I After 1 with County Auditor;GC§34090, Required Required Fiscal Year year 40802, 53901 Finance I Business License Applications and Termination Termination Yes: Until Yes: Termination Mag, Mfr, Retained for Auditing purposes; Fiscal FIN-017 Renewals(includes Horne of Business of Business Termination OD S/I After 1 Services Occupation Permits of Business +5 ears +5 years of Business , Ppr year GC§34D90 Finance l Business License Computer When When Fiscal FIN-018 Generated Reference Reports Superseded Superseded Mag, Ppr Transitory Records;GC§34090 Services Finance! Business License Notice of Fully Paid+ Fully Paid+ Yes: Until Meets auditing needs; GC Services s Fiscal FIN-019 violations and Civil Citations 2 years 2 years Paid Mag, Ppr §34090 _ _ Yes: Statute of Limitations is 4 years; Finance I Mag, Mfr, statewide guidelines propose Accounting FIN-020 Check Registers 2 years 5 years 7 years OD, Ppr S/I A year Audit+2 years;GC§34090, CCP§337 HUNTIN+GTON BEACH, GA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514/15 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN4 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Vital? Media talmport Paper after tOFR1 (in office) (Off-site, Retention Options M=Mfr UD 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. .fast document+2 ears since destruction is normallyperformed by file folder Litigation,claims complaints. audits. Dendina records requests,and/or investi aErons sus pen normal retention ericods retention resumes after setd►emenf. Yes: Statute of Limitations is 4 years; Finance 1 Checks-Canceled(Cashed)or Mag, Mfr, statewide guidelines propose FIN-021 2 years 5 years 7 years; S I I After 1 Accounting Voided OD, Ppr year Audit+5 years;GC§34090, CCP§337 Copies- Copies- Yes: City Clerk retains original City Clerk FIN-022 Comprehensive Annual Financial When No When No Mag, Mfr, S I I After 1 permanently;statewide Report(CAFR) Longer Longer OD, Ppr guidelines propose 7 years; ;GC Required Required year 34090.7 Finance 1 Department preference; Customer Accounts(Closed 3 years after 3 years after Fiscal FIN-023 Business Licenses or Utilities) terminated terminated' Mag, Ppr Published articles show 7 years Services for customer ledgers;GC§34090 Finance I Yes: Department Preference; Accounting FIN-024 Depreciation Schedules 2 years 5 years 7 years Mag, Ppr S I I After Published articles show 7 years Inactive after disposal; GC§34090 Accounting FIN-025 Develo per Trust Accounts years years OD,Ppr Yes: Department Preference(meets Finance! p Close+5 Close 5 Mag, Mfr, g 1 I After 1 municipal government auditing year standards);GC§34090 Finance/ Financial Services Database I ERP Data fields are inter-related;GC FIN-026 (Enterprise Resource Planning) Indefinite Indefinite' Yes Mag, Ppr Accounting §34090 et seq. Database Consistent with Accounts Finance l Fixed Assets-Auction l Disposal 1 Mag,Mfr Yes: Receivable; Statute of limitations Accounting Sales!Surplused OD,Ppr FIN-027 2 years 5 years 7 years S I I After 1 is 3 years;statewide guidelines year propose 2-4 years;-GC§34090, CCP§337 Finance 1 Fixed Assets-Inventory,Schedule Mag,Mfr, Yes: Includes permanent asse FIN-028 2 years 5 years 7 years Ac�countin of Infrastructure and Buildings OD, P r S 1 1 ts;GCAfter 1 §34090 When No When No Yes: Finance f Mag,Mfr, Preliminary documents(the Accounting FIN-029 General Ledger: Final year-end Longer Longer OD Ppr S I I After 1 database is original);GC§34090 Required Re aired ear HUNTINGTON BEACH, CA, 019954011 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 5/4115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFRjF Active Inactive Tote! vital? Media I�Impart 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 le.q. last document+2 ears since destruction is normally performed by fife folder. Litigation, claims complaints, auditspending records requests, and/or investigations sus end normal retention perhiods retention resumes after settlement V. Department Preference; IRS:4 years after tax is due or paid Finance I Mag, Mfr, Yes' (longer for auditing&contractor Accounting FIN-030 Indirect Cost Plans 2 years 5 years 7 years OD, Ppr S I I After 1 delinquency);Ca.FTB:3 years; year IRS Reg§31.6001-1(e)(2), R&T 19530,GC 34090 - FIN-031 invoices. See Accounts Paya'bie j Finance I �J �— __-- Mag, Mfr, Yes: Department Preference;Statute Accounting FIN-032 Journal Entries 2 years 5 years 7 years OD Ppr S l I After 1 of Limitations is 4 years; GC year 34090,CCP§337 Joumals,Ledgers, Reconciliations, Registers,Reports„Transaction When No When No Yes: Preliminary documents(the Finance f Histories, Balance Sheets, Budget Mag, Mfr, S 1 I After 1 database is original) statewide Required Required year Accounting FIN-033 Adjustments(MONTHLY OR Longer Longer OD Ppr guidelines propose 2 years;GC i PERIODIC) Does NOT include year §34090 end_ General Ledger. Finance 1 FIN-034 Oil Production Tax 2 years 5 years 7 years Mag, Ppr Retained for auditing purposes; Accountin _ GC§34090 State Reports: State Controllers Report, Local Government Compensation Report, Property 'Management Plan,Obligation Yes: Finance 1 FI'N 035 Payment Schedules,Due Diligence 2 years 5 years 7 years Mag,Mfr, Sill After 1 Consistent with periodic report f Accounting Reviews, Gas Tax, MOE OD, Ppr year journal retention;GC§34090 (Maintenance of Effort)Report, Fixed Charge Special Assessment Report, Public Self Insurer Report SIP Report HUNTINGTON BEACH, CA.o1995-2oi1 Gladwell Governmental Services,Inc,-all rights reserved Adopted: 2/4/02 ❑o not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Category ID# Records Description Retention l Disposition Comments f Reference Record -- Image: Destroy (in office) Retention Options M=M#r Inactive Paper Active Tote! Media 1-Import (OFR) (Off-site, Vital? after OD or Mfr) S=Scan Imaged if the record is not fisted here refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and imply a full file folder a.g, last document+2years),since destruction is normally performed by rite folder, iti ation claims complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement CENTRAL SERVICES Finances 1 Unsuccessful Bids or Proposals(for Bid Opening Bid Opening -- OFR depends upon who opens Central FIN-036 bids opened by Central Services) +2 years 2 Yeats Ppr the bid(e.g.City Cleric);GC§ Services 34090 Term varies,and can be a multi- year contract;City Clerk is OFR Finance 1 Successful Bids or Proposals Yes: Until for those that go to Council; Central FIN-037 3 years 3 years Mag, Ppr Statute of Limitations for {products or services} Completion Services contracts is 4 years;CCP§§337., 337.1(a),337.15:GC§34090 at seg. Department preference; Finance 1 Purchase Orders: Goods& Yes: Until Mag, Consistent with Accounts Central FIN-038 Products 2 years 5 years 7 years Paid Ppr,OD Payable; Published articles show Services 3 years; Statute of Limitations is 4 years;GC§34090,CCP§337 Consistent with agreements and Finance 1 Vehicle and Equipment Leases Expiration of Expirationof Yes: contracts; Statute of Limitations Central FIN-039 (when the vehicle or equipment is Lease+2 3 years L"se 4'S; Mag' Mfr, S 1 1 After 1 for contracts is 4 years; CCP Services not subsequently purchased) years years OD, Ppr year §§337.,337.1(a),337.15;GC 34090 et seg. Finance! - - Upon Upon - Central FIN-040 Vehicle Title("Pink Slips") Disposal of 01sposal of Mag' Mfr, S 1 I No Provided to new owner;GC Services Vehicle Vehicle OD, Ppr §34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2d4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (01FR) Active (Off-site, Total vital? Media i-import after (In office) OD or Mfr) Retention . Options M=Mfr Imaged S=Scan if the record is not listed here refer to the Retention for Git -Wide Standards Retentions be in when the act is completed, and imply a full rite folder e.a. last document+2 ears since destruction is normally performed by file folder, ti ation claims com laints audits ndin retards re uests andlor investi ations sus pee normal retention periods retention resumes after settlement). DE-6, DE-7, DE-9 DE43,W-3,&DE-166,941 Forms, IRS 5500 (Department Preference;IRS:4 Forms(Employee Benefit Plans), Yes: yrs after tax is due or paid;Ca. Finance I Mag,Mfr, FTB:3 years;Articles show 7 FIN-041 PERS I FICA 8,Medicare 2 years 5 years 7 years OD 811 After 1 Payroll Adjustments-Quarterly Payroll Tax , Ppr year years; IRS Reg R&T§19530;29FR 516 CFR 516 001-.5-}(2}, Returns i OASDI, Federal Tax Deposits,Adjustments,etc. 516.6,29tJSC 436,GC§34090 Finance i Department Preference;29 CFR Payroll FIN-042 EEO-4 Reports 3 years 3 years Mag, Ppr 1602.30;29 CFR 1602.32 Upon upon. , Finance i FIN-043 Employee Payroll File(includes W Separation, Separation Send to Send.to Mag, Ppr Retained to match other auditing Payroll 4s,etc.) Human Human periods;GC§34090 Resources Resources:; Finance i Completion Completion Department preference,Retained Payroll FIN-044 Garnishments(all records) +2 yearn 3 years *5 years Mag, Ppr to match other auditing periods; GC§34090 Preliminary documents 1 When No When No Ppr Yes: transitory records(the database Finance 1 FIN-045 Payroll Registers(all,except year Longer Longer Mag'OD, S i I After 1 is the original); statewide Payroll ending) Required Required Mfr, year guidelines propose Permanent; GC 34090 For use in reconstructing hours Finance i Payroll Registers(Detail Year-end Mag ©D Yes: for PERS service for employees, Payroll FIN-046 W_2 Report) 2 years F P " Mfr, Ppr S i l After 1 statewide guidelines propose year Permanent;29CFR 516.5- 516.E GC 534090 HUNTINGTON BEACH, CA,01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG8(909)337-3516 Revised. 514/15 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Category ID# Records Description Retention 1 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& If the record is not fisted here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and im 1 a full file(alder e.q. last document+2 ars since destruction is normally erformed by fife folder: iti ation claims complain audits,pending records requests,and/or i'nvestf ations sus pen normal retention perfiods retention resumes after settlement. PERS-Reports-Bi-weekly Report to PERS(Employers Statement); Yes: PERS is OFR; retained to meet Finance f ag,M OD, Reports, years FIN-047 Annual Valuation Rts,Actuarial 5 5 yearn S f I After 1 auditing standards;GG§34090 Payroll Valuation Reports,Annual Employer Mfr, Ppr year et seq. Statements Copies- Copies- Yes: Copies(originals retained in Transaction Forms When When ag,Human Personnel Tion F Wh No Wh No M OD, employee's Personnel File); Resources FIN-048 (Payroll Copy) Longer Longer Mfr, Ppr S f I After 1 retained to match other auditing Required Required year periods;GC 34090.7 Department preference; IRS:4 yrs after tax is due or paid;Ca. Finance 1 FIN-049 W-2's P P Mag, Ppr FTR 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,01 99 5-20 1 1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of ,Category 1D# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Active Inactive Total Media i=Import Paper (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& if the record is not listed here refer to the Retention for Cit -Wide Standards_ Retentions begin when the act is completed, and i221y a full file folder e.g. last document+2 vearsJ,since destruction is normally performed by file folder its anon claims cam taints audits endin records requests, andlor investigations sus pen normal retention periods retention resumes after settlement. Finance l Final Final Yes: Until Retained for auditing purposes; City FN-050 Bankruptcies Resolution+ Resolution+, Mag, Ppr Treasurer 7 years yeaa#s Paid GC§34090 Finance 1 Release of Release of Yes: Until After Notice of Completion has city FN-051 Bonds-Cash Bond+4 Bond+4 Project is Mag' Mfr' S No been filets, no longer needed; Treasurer years year Com lete OD" Ppr GC§34090 Statute of Limitations for bonds, Finance 1 Fully Yes: mortgages,trust deeds, notes or City FN-052 Bonds-Debt: Investment Records Fully 10 years Defessed Mag, Mfr, I After 1 debentures is 6 years; Bonds Treasurer (Finance holds actual bonds) Defeased +10 years OD, Ppr year issued by local governments are 10 years;337.5(a);GC§43900 et seq. Finance 1 Expiration of Expiration of 'Yes. Until Mag,Mfr, City FN-053 Bonds-Maintenance Bond+2 Bond f 2 Project is S No GC§34090 Treasurer ears years Corn lete OD,Ppr Return to Retum to Finance Yes: Until After Notice of Completion has Issuer Upon Issuer Upon Mag,Mfr, City FN-054 Bonds-Performance Project is S No been filed, no longer needed; Treasurer Council Council,; Complete OD,Ppr GC§34090 Direction Direction Cash Receipts(Numeric Control- 1 year After 1 year After Copies(City Treasurer retains Finance FN-055 Audit is Audit is Mag,Ppr numeric control copy for auditing Green Copy) Complete purposes);. GC 34090.7 Finance l Closed Closed Yes: Until City FN-056 Civil Citations (fully paid) (fully paid) Closed Mag, Ppr GC§34090 Treasurer +2 years +_2 years' Finance l Yes: Department Preference is City FN-057 State Intercept Program 2 years 5 years 7 years Mag, Ppr S 11 After (Negative credit information retained for 7 years on consumer Treasurer Inactive credit reports); GC§34090 HUNTINGTON BEACH, CA.Q1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 2I4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4I15 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I-Import Paper (OFR) (Off-site, Retention vital? Options M=Mfr after (in office) OD or Mfr) S=Scan imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions becin when the act is completed,leted and imptv a full file folder e. . last document+2 yearsJ.since destruction is normally performed by File folder iti ation claims complaints, audits,Dendina records requests, and/or investi ations sus end normal rrete i njoerdiods retention resumes after settlement V. Finance 1 Yes: Department Preference City FN-058 Collection Agencies 2 years 5 years 7 years:: Mag, Ppr S 1 I After (Negative credit information is Treasurer Inactive retained for 7 years on consumer credit reports);GC§34090 Finance! Collections: Unpaid or Uncollected Yes: Collection Agencies continue to City FN-059 Debts: Small Claims, Parking, Until Paid Until Paid Mag,©D, Ppr Mfr, S 1 I After 1 collect as long as they wish; Treasurer Library, Returned Checks,etc- year Department Preference; GC 34090 Finance! City FN-060 Daily Batch Work Files 2 years 2 years Mag, Ppr GC§34090 Treasurer Finance I City FN-061 Daily Cash Forecast Files 2 years 2 years Mag, Ppr GC§34090 Treasurer Finance I Yes: Department preference(meets Deferred Compensation Statements Mag, Mfr, auditing standards); Published Treasurer City FN-062 (Investments Only) 2 years 5 years 7 years S 1 I After 1 OD Ppr articles for bank statements year _ show 4-7 ears;GC 34090 Finance 1 Deposits, Daily Cash Reports$ Consistent with auditing City FN-063 Receipts 2 Years 5 years 7 years Mag, Ppr standards;GC§34090 Treasurer Finance I Statute of Limitations is 1 year for Escheat(Unclaimed money I Escheat+4 Escheat,+4 City FN-064 uncashed checks Mag, Ppr seized property;CCP§340(d4); Treasurer } years years.. GC§34090 Investment Files: Individual Finance 1 Transactions I LAIF(Broker Supporting documentation for confirmations, Certificates of Investments of Operating Funds; City FN-065 2 years 5 years 7 years Mag, Ppr Deposit,Wire Transfers.,Broker meets auditing standards;GC Treasurer Confirmation, Bid data,bank rates, §34090 etc. HUNTINGTON BEACH, CA. 01996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Imo not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5f4f 1 J Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy p Inactive Paper Active Total Media I=Im ort (OFR) (off-site, vital? after in office) Retention Options NI-Mfr OD or Mfr) 5-Scan Imaged& f the record is not listed here refer to the Retention for Git -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is nonnaLz Performed bv file folder. tits ation claims complaints, audits,Pendina records requests, and/or investi ations sus pen normal retentionPeriods retention assumes after settlement N. Investment Files: Monthly Finance FN-066 Statements(Broker Statements, 2 years 2 years Mag, Ppr Copies; GC§34090.7 Monthiv Bank Statement-etc. Published articles show disposal +7 years for security brokerage Finance I Investment of Operating Funds Yes: Until Mag, Mfr, Yes: slips;other cities show audit+7- Treasurer (Direct Investments) disposal OD, Ppr City FN-067 2 years 5 years 7 years S I I After 1 10 years;statewide guidelines year propose permanent; FTC Reg's rely on"self-enforcement", GC§§34090,43900 Finance 1 CityFN-068 Investment Reports 2 ears 5 ears 7 Department preference;meets p y y years Mag' Ppr auditing standards;GC 34090 Treasurer 9 § city FN-069 Liens P P:; Yes: Until Mag, Mfr, S Yes: 1 GC 34090 a Treasurer § { ) Paid OD, P r year Finance 1 City FN-070 Notice of Decision (3rd Party) 2 years 2 year Mag, Ppr GC§34090 Treasurer Reports-Except 5ympro and When No When No Finance FN-071 Investment Reports Longer Longer Mag, Ppr Copies; GC§34090.7 Required Required Finance I Reports-Sympro and Investment Department preference(exceeds City FN-072 2 years 5 years 7 years Mag, Ppr auditing requirements);GC Treasurer Reports 34090 Finance I Fully Paid+ Ftilty Part t: Yes: Until Mag, Mfr, Yes: 1 Meets auditing needs; GC City FN-073 Small Claims 2 ears 2 eggs Closed OD, Ppr S Treasurer y y p year §34090 Finance I - Yes Until Retainers for auditing purposes; City FN-074 Transient Occupancy Tax(TOT) 2 years 5 years 7 years Mag, Ppr Treasurer Paid GC§34090 HUNTINGTON BEACH, CA.01+995-2011 Gladwell Governmental Services,Inc.-all rights resented Adopted. 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514l15 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Record I Category ID# Records Description Retention!Disposition Comments 1 Reference _ Inactive Image: Destroy Active Toth Media E=Import Paper after ( FR) (off-site Vital? (in office) OD or Mfr)f _Retention Options M=Mfr Imaged& f 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 felt file folder e. .last document+2 ors since destruction is namrall Performed b fle folder. iti ation claims complaints. audits,pendinp records requests, and/ar iinvesti ations suspend normal retention penfods retention resumes after settlement. CHIEF I ADMINISTRATION Background Fifes-Employees, Separation+ Separation+ Mag, yes: After Retained for administrative value; Fire FR-001 Mfr,OD, S l--I Volunteers&Reservists 5 years years Ppr QC GC§34090 Transitory or source records not Until Untilretained in the ordinary course of Superseded, Superseded, Magi business;CHP audits every 2 Fire FR-002 DMV full Notices-Fire Only or Employee or Employee Ppr years;Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 Department preference;All State and Federal laws require retention until final disposition of formal Disposition Disposition Mag complaint; State requires 2 years , Fire FR-003 Grievance Files after action is taken;29 CFR +4 years 4 years Ppr 1602.31 & 1627.3(b)(ii),8 CCR §3204(d)(1)et seq.,GC§§12946, I 129960, 34090; 29 USC 1113, LC 1174 Department Preference; State& Federal laws require retention until final disposition of formal Final Final complaint;State requires 2 years Internal Affairs l Investigations l Mag, Fire FR-004 Disposition I]Isposllicitt after action is taken;Statute of Discipline Files Ppr +4 years +4 years.; Limitations is 4 years for misconduct; EVC§1045,GC i §§12946,34090, PC§§801.5, 803(c),832.5,VC§2547 i i HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3518 Revised: 514115 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record Image: Destroy Vital? Active Inactive Total Media I=Import Paper after (OFR) (in office) OD or Mfr) Retention Options M=Mfr Imaged& -. If the record is not listed here refer to the Retention for City-Wide Standards Retentions baWn when the act is completed, and imply a full file folder e. . last document+2 ars since destruction is normally erformed by file folder. Lift ativn claims complaints, audits, pendina records requests,and/or invest) ations suspend normal retention Peridas retention resumes after settlement. Statute of Limitations for Health Providers is 3 years; Statute of Yes: Limitations any".-liability founded Fire FR-005 Junior Lifeguard Program 4 years 4 years During Mag` upon an instrument in writing"or (Applications,etc.) Program Ppr not specifically provided for is 4 years;GC§34090, CCP§§337, 340.5,343 Mag, Yes: Department Preference;For Fire FR-006 Log Books-"Headquarters Log" P P Mfr, OD, Sf1 historical weather information;GC Ppr Disposal 34090 Department Preference(other departments keep 3 years); Payroll Entry Documentation(e- Yes: Federal law requires payroll Fire FR-007 mail) 5 years 5-years Before Mag records for 3 years; FTB keeps 3 Payment years; Published articles show 4- 10 years;29 CFR 1627.3(a);GC 34090 Department preference; Ensure records kept in Department files comply with City policy;Originals Personnel Files-Department- are maintained by Human Human Separation+ epalatlon+ Before Mag, Resources FR-008 level Administration Files l 30 years 30 years Separation Ppr Resources; State&Federal laws Background Files require 2-3 years;29 CFR 1602.31 & 1627.3(b)(ii),8 CCR §3204(d)(1)et seq.,GC§§12946, 34090 HUNT]NGTQN BEACH, CA.*1995-2ot 1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission trom GGS(909)337-3516 Revised: 514115 Ver 15.0 RECORDS RETENTION SCHEDULE FIRE Page F-3 Office of Category ID 9 Records Description Retention t Disposition Comments l Reference Record Image: Destroy Inactive (C7FR) Active (Off-site, T�ttal Vital? Media 1-import Paper after (in office) Retention Options M=Mfr Imaged& OD or Mfr) a f the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is om iefed and imply a full file folder e.a.last document+2 ears since destruction is normally performed bv the folder Litigation, claims complain s audits.Pending records re nests anther invest ations sus nd normal retention rinds retention resumes after settlement. Department preference; Ensure records kept in Department files Personnel Files-Department- comply with City policy;Originals level Medical Files are maintained by Human Human Separation+ Separation+ Before Meg, Resources FR-009 30 years 30 years Separation Ppr Resources; State&Federal laws Respiratory Fit Tests, require 2-3 years;29 CFR Vaccinations,TB Tests,etc. 1602.31 & 1627.3(b)(ii), 8 CCR §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+ eparation Yes: Until Yes:After for the convenience of former Fire FR-010 Training,Certificates, First Aid 5 years ..5 years Separation Mfr,()D, S Separation Training Database,etc. ._ Ppr employees;Paramedic i EMS Training is required for 5 years,22 CCR 100176 d ;GC§34090 Recruitment Files: Solicited: Copies- Copies M Copies-AS/Human Resources is Human FR-011 Brochure,advertisement, When No .-When.No. Mag, Resources unsuccessful applications, Longer 4 enget ... Ppr IDFR and retains for 3 years;GC selection materials,tests etc. Required RBgUlrBd §34090.7 Life of Lifts of Mag, Department Preference;GC Fire FR-012 Ship's Logs Vessel+2 Veil*= Ppr §34090 ears years Standard Operating Procedures! Minimum Nintmuin Yes: Until Mag, Department Preference; CCP Fire F'R-013 Superseded SUperuWed' Supersede Mfr,OD, Sll No §337 et seq.,GGP§340.5;GC Policy and Procedure Manual 3 ears 1 4 3 waits d 1 Ppr 1 1 1§34090;CFC§§104.6—104.6.4 HUNTINGTON BEACH, CA.01995-2011 Gledwell Govemmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 5/4115 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Inactive Image: Destroy Imaged M=Mfr Active Total Media I=Import Paper after Iffi {OFR� in office) {tDfF OD or Mf Mf Options r) p Retention Vital? & , = woi record is not listed here refer to the Retention for City-Wide Standards etentions be in when the act is completed,and imply a full file folder e.o. last document+2 years), since destruction is normally rfonned by file folder. Liti ation claims complaints, audits endin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. FIRE PREVE TI N Fire FR-014 Abatements,Cade Violations 5 years 5 year9 Yes: Until Mag, GC§34090; CFC§§104.6- (violation database) Life Safety Resolution Ppr 104,6.4 . _ Civil Citations-Fireworks Yes: Until Mag, GC§34090 CFC§§ 104.6- Fire FR-015 Citations, Overcrowding,Parking, 5 years 5 years, Expiration Ppr 104.6A False Alarms,etc. ped Superseded Su rsede Knox Box(locked key to building Mag, Non-records used for reference; Fire FR-016 or Life of or Life of for emergency entries) Building Building Ppr GC§34090 Occupancy Files: Commercial& - - Residential Facilities Not included Life of Life of Department Preference; in the next section-Includes Fire Structure or Structure or Mag, Inspections required for 5 years; Fire FR-017 Protection System Plans, Activity ,,Activity Yes. After y ty- ty - Mfr,OD, siI CCP§337 et seq„ CCP§340.5; Operational&Construction Minimum 5 Minimum 6- Ppr 30 days GC§34090; CFC§§ 104.6- Inspections, Evacuation Plans, years years 104.6.4 etc. 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; Fire FR-018 Multiple Violations. Includes Fire Business- P P Yes(all) Mfr, OD, Sll Yes: After CCP§337 et seq.,CCP§340.5; Protection System Plans, Permits, Minimum S Ppr 30 days GC§34090; CFC§§ 104.6- Operational&Construction years 104.6.4 Inspections,Sprinklers, Evacuation Plans,etc. Department Preference; Oil Well Information and Life of the Mag, Yes: After Inspections required for 3 years; Fire FR-019 Well+10 P P Yes(all) Mfr,OD, sit CCP§337 et seq., CCP§340.5; Inspections years Ppr 30 days GC§34090; CFC§§ 104,6- 104.6A HUNTINGTON BENCH, CA.@1995-2011 Gladwell Governmental Services„Inc.-all rights reserved Adopted: 2J4102 Do not dupllcate or distribute without prior written permission from GG5(909)337-3516 Revised: 514/15 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of ,Category ID AI Records Description Retention l Disposition Comments!Reference Record inactive Image. Destroy Active Total Media I=Import Paper after �OFR) (in office) (off-site, Detention Vital? Options M=Mfr Imaged& OD or Mfr) If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2years), since destruction is normally perforrned by file folder. Litigation,claims complaints. audits pending records requests. and/or investi ations suspend normal retention periods retention resumes after settlement). EMERGENCY SERVICES l EMERGENCY OPERATIONS CENTER Disaster Claims l Strike Team Mag, Yes: After Department Preference;GC Fire FR-020 Reimbursements(FEMA 1 DES 10 years 10 years Mfr,OD, S l I QC §34090 Reimbursement Records) Ppr Emergency Operations Plan Superseded Mag, Fire FR-021 ('Office of Emergency and P P Yes(all) Mfr,OD, SIl No GC§34090 Management S Homeland Approved Ppr Security) Superseded Superseded Mag, Non records(County maintains City Clerk FR-022 Evacuation Plans(County Wide) and and Yes(all) Mfr,OD, Sfl No originals);GC§34090 Approved Approved Ppr HUNTINGTON BEACH, CA.o1995-201 f Giadwell Govemmental Services,Inc,-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged& g !f the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is corm leted and imolv a full file folder e. .last document+2 ars since destruction is normal!y performed bv fife folder. iti anon claims complaints, audits,pendina records re uests and/or inuesti ations suspend normal retention periods retention resumes after settlement. HAZ MAT IaREVENTION - - Community Services, Public Works and Fire retain some Fire 1 records until the employee is Public HazMat Clean-ups,Spills Federal Mag, Yes:When separated from employment; FR-023 Clean-ups and/or Exposure 2 years 28 years 30 years Mfr,OD, S Works! Records(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, HazMat Disclosure Information I Mag, Yes,When may destroy when no longer Fire FR-024 CUPA Disclosures l Business 5 years 5;years Mfr,OD, S required(non-records);all Inactive Plans Ppr employee exposure records are exposure+30 years; 8 CCR 3204 d 1 ,et seg. - - If records were not produced by Mag, the City,may destroy when no Fire FR-025 Mfr,OD, SIO No Petro-Chemical Records(Haz Superseded Superseded Superseded longer required(non-records);all Mat)-Oil Wells,Methane +2 years +28 years +30 years` Ppr employee exposure records are exposure+30 years;Cal Code R 3204(d)(1),et seg. HUNTINGTON BEACH, CA,01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Category ID# Records Description Retention 1 Disposition Comments l Reference Record Inactive Image: Destroy(OFR) - Active (Off-site, Total Media I=Import Paper after (in office) Vital? Retention. Options M=Mfr Imaged&OD or Mfr) If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is com toted and imply a full file folder e- . last document+2 ears since destruction is normally performed by file folder. Liti ation claims complaints,laints audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement)- OPERATIONS Department Preference to be in Apparatus&Equipment Records Disposal+2 Disposal+2 Mag compliance with NFPA Standards Fire FR-026 &Testing years years Ppr for in-service automotive fire apparatus; NFPA 1911.4.7.3& Annex C.5,GC§34090 Mag' Retained for historical and Fire FR-027 Annual Reports l Fire Department 2 years P P Mfr,OD, SA No administrative value;GC§34090 Pr Controlled Substance Inventory Mag, Department Preference;24 CFR Fire FR-028 Records 3 years 3 years Yes Ppr 1304.04, 1310-04 Equipment Maintenance Records Life of Life of Consistent with Work Orders and Fire FR-029 (Gumeys,Defibrillators, Ladders, Equipment+ Equipment+ Mag Ppr Operational Complaints;CCP etc.) 2 years 1 2 yearn §§338 et seq., 340 et seq.,342, GC 945.6,GC§34090 Copy kept for six years; No statute of Limitations on Capital Crimes; Arson sentences vary between 3 Fire Incidents and Investigations. Transferto Transfer to Police FR-030 Criminal(Arson&Fatalities) Police Police Mag Ppr years to life,depending upon the circumstances;CDF recommends Act+ 10 years; PC§§451 et seq., 799,GC§34090 Fire(Metro Mag, Department Preference; If records Cities Fire FR-031 1 year 8 years 7 years Mfr, OD, Sll Fire Incidents and Investigations: Yes: After were not produced by the City, Authority) Non-Criminal Ppr QC may destroy when no longer required(non-records);GC Fire(Metro Department Preference; Data Cities Fire FR-032 Fire Incident Database Indefinite Ifdefinite Yes Ppr Fields l Records are interrelated; Authority) GC§34090 HUNTINGTON BEACH CA.0i995-2011 Gladwell Governmenial Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 i Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-S Office of Categoric ID# Records Description Retention l Disposition Comments l Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions tie in when the act is completed and im l a full file folder e. . last document+2 ars since destruction is norms!! rformed bv file folder. Lifi ation claims complain s audits.Pendina records requests,and/orinvesti ations sus nd normal retention periods retention resumes after settlement. Copies- Copies- - When No When No' Mag, Finance FR-033 HazMat Response Billing Records Longer Longer..:. Ppr GC§34090.7 Required Required HIPAA Policies and Procedures ,Mag Superseded Superseded Yes: After Fire FR-034 (Health Insurance Portability and +6 years +6 years Mfr'OD, S 1 year 45 CFR 164.5300) AccountabilityAct) Ppr Fire FR-035 Insurance Services Office(ISO) 15 years 15 years Mag, Retained for administrative value; Ppr GC§34090 Copies- Copies- Mutual Aid Agreements,Joint When No When No Mag' Originals Maintained by City Clerk City Clerk FR-036 Power Authorities Longer Longer MfPp D' Permanently; GC§34090 Required Required _ Department Preference;adults required for 7 years;minors until 1 year after age 18,but not less than 7 years; 10 years is recommended by ANIMA for"healthcare providers";Statute of Limitations for health providers is 3 years; Prehospitai Care Reports(PCRs)_ Mag' CCP§340.5, GC§34090;H&S Fire FR-037 ADULTS 1 year 6 years 7 years Mfr,OD, S No Ppr §§1797.98(e) 123145;42 CFR 482.24(b);9 CCR 9444,22 CCR 70751(c)&71551(c);22 CCR 70751(c)„71551(c),73543(a), 74731(a),75055(a),75343(a), 77143(a),W&I 14124.1;CMS Pub. 100-4,Chapter 1,Section 110.3 HUNTINGTON BEACH, CA.0 igm-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG'S(909)337-3516 Revised: 514115 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of ,Category ID# Records Description Retention l Disposition Comments 1 Reference Record Inactive Image: Destroy �t]FR) Active Total Media 1=Import Paper after (in office) (Off-site` Retention Vital? Options M-Mfr Imaged!& OD or Mfr) - If the record is not listed here refer to the Retention for Cif-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. , last document+2 ears since destruction is normal!y performed b rile folder iti ation claims complain s audits,Pendinq records requests, andlor investi a€ions sus nd normal retention eriods retention resumes after settlement)- Department Preference;adults required for 7 years;minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by ANIMA for"healthcare providers"; Statute of Limitations Minor 19 Minor 19 for health providers is 3 years; Prehospital Care Reports (PCRs) years old- years old- Mag' CCP§340.5,GC§34090; H&S Fire FR-038 1 year Mfr,OD, S No MINORS Minimum 7 Minimum 7' §§1797.98(e)123145;42 CFR years years Ppr 482.24(b);9 CCR 9444,22 CCR 70751(c)&71551(c);22 CCR 70751(c),71551(c),73543(a), 74731(a), 75055(a),75343(a), 77143(a),W&I 14124.1;CMS Pub. 100-4, Chapter 1,Section 110.3 Station Log Books(Incidents- Mag, Department preference;may be Fire FR-039 1 year P P Mfr,OD, SII No retained for historical and kept at Fire Stations) Ppr administrative value;GC§34090 IFSTA maintains originals; Training Materials, Standards and Mag, Conforms with IiazMat exposure Yes: After Fire FR-040 Administration(produced by Superseded Superseded Mfr,OD, SJI QC requirements;Statewide de Ppr guidelines propose 2 years;8 CCR 3204 d 1 et seg. HUNTINGTON BEACH, CAo@1995-2011 Gladwall Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do net duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Category ID# Records Description Retention l Disposition Comments 1 Reference Record {mega: Destroy Inactive Paper Active Total: Media Ialmport (OFR) (Off-sitte, Vital? after (In office) CD or Mfr) t+ bon. Options M=Mfr Imaged+ S-Scan If the record is not listed here refer to the Retention for City- Standards Retentions begin when the act is completed. and imply a full rile folder e. . last document+2 ors since destruction is normally erformed by rife folder iti ation claims complaints,audits,Pending records re guests, andlor investigations suspend normal retention periods retention resumes after settlement). HUMAN RESOURCES Applications for Employment or Department preference; EEOC 1 Resumes 1 Recruitment Files: FLSA 1 ADEA(Age)requires 1-3 Human HR-001 Solicited, Brochure, 3 years 3 years: . Mag, Ppr years;State Law requires 2-3 Resources advertisement, unsuccessful years;29 CFR 1627.3(b)(i),29 applications„selection materials, CFR 1602.14 et seq. 2 CCR etc. 7287.0(c)(2),GC§§12946,34090 No positions open;therefore not Applications for Employment or When No ►Arhen No deemed part of City recruitment Human HR-002 Resumes: Unsolicited(no open Longer Langer Mag, Ppr practices;considered a transitory Resources position),candidates not hired Required Required record not materially impacting the conduct of the publics business;2 CCR 7287.0(b)(1), GC§=34090 Department Preference to match auditing standards; EEQC/FLSAIADEA(Age)requires Human Benefit File(includes Personnel 3 years for promotion,demotion, Resources Data Sheet, Medical Enrollment Separation+ �paratloh+ Yes: Until Mag, Mfr, Yes:After transfer,selection, or discharge; HR-003 S Separatio State Law requires 2-3 years; Finance! Form, Dental Enrollment Form, all 5 years 5 years Separation C3D, Ppr n retirement benefits is 6 years from Payroll Beneficiary harms) last action;29 CFR 1602.31 & 1627.3(b)(4),8 CCR§3204(d)(1) et seq.,GC§§12946, 34090;29 USG 1113 Bureau of National Affairs When No When No recommends 2 years for all Human Classification 1 Compensation Longer Longer supplementary Personnel records; Resources HR-004 Studies(for employee Required Required Mag, Ppr Wage rate tables are 1 or 2 years; classifications) (minimum 2 (Minimum°2: State requires 2 years;29 CFR years) years} :. 516.6,29 CFR 1602.14, LC 1197.5, GC 12946,34090 HUNTINGTON BEACH, CA.01 995-2 01 1 Gladwell Governmental Services„Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Rage HR-2 Office of Category ID# Records Description Retention l Disposition Comments!Reference Record Image: Destroy -- Inactive Paper Active Total Medla I=Import (OFR) (in office) OD Retention Options after Options M=Mir OD or Mfr) S=Scan Imaged 8 !f 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 rile folder e. .last document+2 ears sine destruction is normallyperformed bv fife folder iti ation claims complain audits,pendiRq records requests. and/or investi ations sus end normal retention eriods retention resumes after settlement. 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 HR-005 Housing(DFEH or EEOC)Claims Disposition Disposition Mag, Ppr Federal laws require retention until that are resolved administratively +5 years +5 years final disposition of formal complaint; State requires 2 years after action is taken; GC§§12946, 34090 2 CCR 11013 c Transitory or source records not Until Until retained in the ordinary course of business; Human DMV Pull Notices-Except Police Superseded, Superseded, au audits every 2 HR-006 Resources, and Fire or Employee Or Employee Mag, Ppr years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 D.O.T. Requires 5 years for positive tests, refusals,annual summaries,etc, 1 year for negative tests; EEOC 1 FLSA J ADEA(Age) Human Drug and Alcohol Testing f D.O.T requires 3 years physical HR-007 3 years 2 years 5 years Ppr Resources files examinations, State Law requires 2 years;29 CFR 1627.3(b)(1)(v),GC §§12946,34090;49 CFR 655.71 at seq.;49 CFR 382.401 et seq. 49 CFR 653,71 Human - Resources HR-008 EE04 Reports 3 years 3 years` Mag, Ppr Department Preference;29 CFR l Human 1602.30;29 CFR 1602.32 Resources HUNTINGTON BEACH, CA.c)1995.2ai i Gladwell Govemmental Services,Inc,-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 5f4115 i Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Category ID# Records Description Retention I Disposition Comments!Reference Record Image: Destroy Inactive Paper Active Total Media I=Import tOFR) (Off-site, vital? Media (in office) OD or Mfr) Retentions, Options M=Mfr S=Scan Imaged S 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 fe.q.last document+2years),since destruction is normally performed by file folder. Litt ation claims complaints, auditspending records requests anoYor investi ations sus nd normal retention periods retention resumes after settlement. Human Employee Assistance Program Resources HR-009 (Quarterly and Annual Reports, 2 years 2 years Mag, Ppr GC§34090 etc. Lead Department is O'FR for grievances resolved prior to step 3; When No When No All State and Federal laws require Human Grievances(escalated from Longer Longer Yes: Before retention until final disposition of • HR-010 Departments when not resolved Required Required Mag, Ppr formal complaint; State requires 2 Resources before step3 minimum 2 Disposition } ( (minimum 2 years after action is taken; 29 CFR years) years) 1602,31 & 1627.3(b)(ii),GC §§12946, 12960, 34090;29 USC _ 1113, LC 1174 Non-citizens must re-certify periodically; RICA recommends 1 year from termination or 3 years from hiring,whichever is later; Convert to Convert to EEOC i FLSA i ADEA(Age) Human Termination Termination requires 3 years for"any other Resources HR-011 I-9s File upon File upon Mag' Ppr forms of employment inquiry"; Separation Separation State Law requires 2-3 years; INA 274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR 274a.2;29 CFR 1627.3(b)(i); GC§§12946, 34090 Human HR-tl12 Job Specifications 10 years 10 years.•, Yes: Before Mag Ppr Department Preference; GC§ Resources Superseded 34090 Human Department Preference to protect Resources HR-013 LiveScan Fingerprint Clearances 50 years 50 years Mag, Ppr City in the event of;past employee i - misconduct;GC§34090 et seq. I HUNTINGTON BEACH, CA.01995-2011 Gladwelt Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record Imager Destroy Active or Mfr)O Inactive Total Media i-Import Paper (®FR) (in office} (Off r Retention Vital? Options M=Mfr after OD or Imaged& S=Scan f the record 1s not listed here, refer to the Retention for City-Wide Standards - Retentions begin when the act is completed and imply a full rile folder te.q. last document+2 yearjs, since destruction is nomrall rformed b rile folder Litigation,claims c_om la_ints audits Pendina records re uests andlorinvest' ations suspend normal retention eriods retention resumes after settlement. City Clerk maintains originals Superseded Superseded Yes: Until Mag,Mfr, permanently; EEOC{FLSA City Clerk HR-0s14 Memorandas of Understanding +3 years +3 years_ Superseded OD, Ppr S{I No requires 3 years for MOUs;State requires 2 years;29 CFR 516.5, GC 12946,34090 For use in interpreting intent of Yes: MOU provisions; EEOC l FLSA Sfl When Human Negotiations: Employee Superseded Superseded Mag,Mfr, requires 3 years for MOUs;State Resources HR-015 Associations +5 years 5 years +10'years OD, Ppr Inactive requires 2 years;statewide guidelines propose permanent;29 CFR 516.5, GC 12946, 34090 Human HR-016 Personnel Commission Findings 2 years 2 years Mag, Ppr GC§34090 Resources &Conclusions Decisions Personnel Files-Regular{ Active Permanent(Includes Appeals Findings,Application Awards,Copy of Drivers [}apartment Preference;statute of Awars, Employment limitations for retirement benefits is Verifications, Evaluations, Convert to Convert to 6 years from last action; Human Personnel Transaction Forms, Termination Termination Yes: Until Mag, Mfr, Yes:After EEOCsfor promEA(Age}requires Resources HR-017 paths, Policy acknowledgements- File upon rile upon Separation OD,Ppr s Separatio 3 years for promotion,demotion, n transfer,selection,or discharge; Excludes Medical Retards) Separation Separation State Law requires 2-3 years-, 29 CFR 1602.31 &1627.3(b)(ii),GC For Non-Public Safety §§12946,60201; 29 USC 1113 Employees: DMV Permission, Renewal Notices&Physical Exams for Class A&S vehicles HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised- 514115 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-Site, Total Vital? Media h—Import after (in office) Retention Options M=Mfr OD or Mfr} $=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 fife folder e. , last document+2 yearsJ,since destruction is normally erformed by fife folder. Lit i anon claims complain audits. pending records requests. and/or investigations suspend normal retention periods retention resumes after settle ment. Personnel Files-Temporary t Non-Permanent("Part Time") Employees(includes Appeals Findings,Application&1-9, Awards,Copy of Drivers Department Preference;statute of Licenseli0, Employment limitations for retirement benefits is Verifications, Exclusion from 6 years from last action; Human Separation+ ep PERS form,Evaluations, station+ Yes: Until Mag,f+Afr, Yes:After EEOCIFLSAIADEA(Age)requires Resources HR-018 Personnel Transaction Forms 5 years 5 yearn Separation OD, Ppr , S Separatio 3 years for promotion,demotion, '. : Personnel Requisition Forms, n transfer,selection,or discharge; Oaths, Policy acknowtedgements State Law requires 2-3 years; 29 -Excludes Medical Records) CFR 1602.31 &1627.3(b)(5),GC §§12946,60201;29 USC 1113 For Non-Public Safety Employees: DMV Permission, Renewal Notices&Physical Exams for Class A&B vehicles 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: 5f41 1 5 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Reten€ions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normallyperformed b file folder. iti anon claims corn faints audits pendingrecords re uests and/orinvesti ations sus end normal retention eric3ds retention resumes affersettle ment. Personnel Files-Terminated ("Regular")Employees (includes Maintenance Screen Printouts, Personnel Data,Benefit Enrollment forms,Appeals Findings,Application&1-9, Department Preference;statute of Awards,Copy of Drivers limitations for retirement benefits is LicensellD, Employment 6 years from last action; Verifications, Evaluations, Oaths, Yes:After EEOCIFLSAIADEA(Age)requires Human HR-019 Personnel Transaction Forms, Separation+ eparation+ Yes: Until Mag, Mir, S Separatio 3 years for promotion,demotion, Resources 8 4-0 years 8 years Separation OD, Ppr Policy acknowledgements - n transfer,selection,or discharge, Excludes Medical Records) State Law requires 2-3 years, 29 CFR 1602.31 &1627.3(b)(ii), GC §§12946,60201;29 USC 1113 For Nan-Public Safety Employees: DMV Permission, Renewal Notices&Physical Exams(for Class A&B vehicles)+C18 Files maintained separately;. Community Services, Public Personnel Files(Medical Works, Police,and Fire retain Human Records, pre-employment Yes: some records until the employee is Resources physical, respiratory fit tests, Separation+ Separation+ Yes: Until Mag, Mir, separated from employment; 1 Fire 1 HR-020 hazmat exposure records,and 2 years 28 years 30 years Separation OD, Ppr S When Claims can be made for 30 years Police backgrounds&fingerprint Inactive for toxic substance exposure; 8 clearances) CCR§3204(d)(1)et seq., 29 CFR 1910.1020(d)(1)(i),GC§§12946, 34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 i Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Category ID# Records Description Retention f Disposition Comments!Reference Record Destroy Image: Active Inactive Total Media 1=Import Paper (CiFR) (in office) RE]ff-site, Retention . Vital? options M-Mfr after OD or Mir) S-Scan Imaged& f 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.a.last document+2 ears since destruction is normally performed by file folder iti ation claims complaints, audits.Dendincy records requests and/or investi ations sus nd normal retention eriods retention resumes after settlement. Superseded Superseded Yes: Until Department preference;GC City Clerk HR-021 Personnel Rules&Regulations (Minimum 2 (Minimum'2 Superseded Mag' Ppr §34090 ears) years) Retiree Medical Insurance Files Department preference; Plan must Termination Termination Yes: When Yes: be kept termination+ 1 year; Human HR-022 (includes Medical Subsidy Plan, of Benefits+ of Benefits'+ eligible for Mag, Mfr, S i I After 1 Statewide guidelines propose Audit Resources Retiree Forms,Correspondence, OD,Ppr various forms,copies of checks) 2 years 2 year's benefits year +5 years;-GC§34090, 29 CFR 1627.3(b)(2) Human HR-023 Salary Surveys 2 years 2 years Mag, Ppr GC§34090 Resources Retained to cover auditing standards; IRS Regulation for W- 4s is four years after the due date Supplemental Retirement Files of such tax for the return period to Employee Employee Yes: Until Yes: Human (includes AIP Demands, PERs Mag, Mfr, which the records relate,or the HRs ,,# Employee S i I After 1 -024 Deceased+ Decea Resources calculations,W-4P form, Direct 5 years 8 years 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 31.6001.1; 29 CFR 1627.3 b 2 Department Preference;EEOC l FLSA l ADEA(Age)requires 1-3 Human HR-025 Testing File: Master Test 3 years years' Mag, Ppr years; State Law requires 2-3 Resources years;29 CFR 1602 at seq& 1627.3 et seq.,8 CCR§11040,7( c GC 12946 34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record Image. Destroy Active Inactive Total Vital? Media I=Import Paper (OFR) (in office) (Off-site, Retention Options M=Mfr after CD or Mfr) S=SCan Imaged& f the record is not listed here refer to the Retention for Cit -Wide Standards Retentions tie in when the act is completed, and Jmplv a full file folder e. . last document+2 ears since destruction is normally rformed by file folder. Litigation.claims complaints,auditspending,records,re vests and/or investigations sus nd normal retention periods retention resumes after settlement. Department Preference to comply with DOJ requirements; EEOC I Human FLSA 1 ADEA(Age)requires 1 Resources HR-026 Testing File: Scare 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 HR-027 3 years 3 years Mag, Ppr discrimination claims; Caw requires Resources {completed by applicants] test papers be retained for 1 year, 29 CFR 1627.3 a iv HUNTINGTON BEACH, CA.01995-2011 Gladweli Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior wrilten permission from GGS(909)337-3516 Revised: 5/4115 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Category ID# Records Description Retention!Disposition Comments l Reference Record _ Image: Destroy Active Inactive °Total Media I=Import Paper (OFR) (off-site, Vital? after (in office} rltit►ln.., Options M=Mfr OD or Mfr} S=Scan Imaged& if the record is not listed here refer to the Retention for City- 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. Litt athm claims complaints, audits. pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). RISK MANAGEMENT Human Accident 1 Incident 1 Graffiti 1 Resources RM-001 Vandalism 1 Injuryepor Reports: 2 years 2 years Mag, Ppr GC§34090 Risk PUBLIC ADULTS(medical and Mana . non-medical. Human Accident 1 Incident 1 Graffiti 1 Resources RM-002 Vandalism 1 injury Reports: 2 years ::2.years Mag, Ppr GC§34090 1 Risk. PUBLIC JUVENILES(medical Mana . and non-medical. Accident I Incident I Injury Human Claims can be made for 30 years Reports: EMPLOYEES(medical Resources for toxic substance exposure;8 RM-003 and non-medical.) Also see 5 years 25 years 30 years_ Mag, Ppr 1 Risk Vehicle Accident Reports(City CCR§3204(d)(1)et seq., GC Manag. vehicles) §§12946, 34090 Human Accident Reports: CITY Resources VEHICLES(medical and non- Consistent with Work Orders for 1 Risk RM 004 medical.) Also see Vehicle 3 years 3 years Mag, Ppr vehicle repairs;GC§34090 Mana . Accident Reports(City vehicles Claim must be filed within 1 year, lawsuit within 2 years;complaints Human against peace officers within 5 Resources Settle+5 54tHe+5 Yes: Until years,Statute of Limitations for 1 Risk RM-005 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 la HUNTINGTON BEACH, CA.el995-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4i02 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 514115 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of Category ID# Records Description Retention i Disposition Comments{Reference Record Image: Destroy Inactive Paper (OFR] Active (Off-site, Total Media I-Import after (in office) Retention Vital? Options M=Mfr 00 or MfrJ 5=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is corrr leed and imply a full file folder e.q. last document+2 ears since destruction is normally Performed by file folder it{ ation claims complaint auditspending records re uests and/or investi ations susDend normal retention Periods retention resumes after settlement). Majority Age of Age flf :: Human 11+IirlJonty Juveniles may have additional Resources RM-006 Claims-Juveniles (minimum (minimum` Yes: Until Mag Ppr legal recourses;CCP§§337 et f Risk Settle+5 Settle 6 Settlement seq.;GC§§9112, 945.6, 34090, Manag. ears) yea.rs) 34090.6; PC§832.5(b) Human Insurance Application Forms Resources RM-007 (Purchase of insurance for Library 2 years 2 years Yes: Before Ppr GC§34090 f Risk or Community Service facilities) Event 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 RM-008 Contracts,Vendors,and City- 11 years t t years S f Risk issued Certificates etc.) Completion OD, Ppr years Permanent;statewide guidelines Manag. propose permanent; CCP§337 et seg.;GC 34090 —Human - Resources Insurance Certificates(for Facility Yes: Before RM-009 2 years 2 years Ppr GC§34090 {Rink Rentals,eta] Event Manag. Human Department Preference;OSHA Resources OSHA Insurance Certificates, requires 5 years; State law requires f Risk RM-010 Inspections&Citations,Log 200, 5 years 5:years Ppr 2 years;8 CCR 14300.33(a);29 Manag. Log 300,301A,etc. CFR 1904.33,29 CFR 1904.44; GC§34090 et seq.; LC§6429c Human Settlement Agreements with a Final Final CCP§§337 et seq.; GC§§911.2, Resources RM-011 Financial Component(Workers Settlement+ Settlement+' Mag, Ppr 945.6, 34090,34090.6; PC {Risk Compensation) 30 ears 30 ears Manag. p ) y y §832.5Qb] HUNTINGTON BEACH, CA.01995-2011 Gladwell Govemmental Services.Inc,-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 51411 5 Ver. 19.0. RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-11 Office of Record Category ID# Records Description Retention!Disposition Comments!Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-sits, Vital? after (in office) OD or Mfr) Retention Options M-Mfr Imaged S=Scan ff the record is not listed here refer to the Retention for City-Wide Standards Retentions lie in when the act is completed,and imply a full file folder e. . last document+2 ars since destruction is normally performed by file folder iti ation claims complaints audits andin records request andlor investi ations sus nd 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 Rumen Finai Final 25 years or Settlement+ of compensation,or injury, Resources RM-012 Workers Compensation Files Settlement+ Termination 3Q years or Mag, Ppr whichever is(anger,the Workers i Risk 5 years of Benefits Terfriin8�tioO Compensation Appeals Board may Manag. destroy their records after 5 years; 'of Benefits 8 CCR§3204(d)(1)et seq.,8 CCR 10102, 10755, 1075B, 15400.2;29 CFR 1910.1020(d);GC§§12946, 34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-351a Revised: 514/15 i Ver 11.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-1 Rffice of eecord I Category ID# Records Description Retention f Disposition Comments!Reference Inactive Image: LPaperafter stroy Active Total Media 1=Import (OFR) (Off-site,OD Vital?(in office) or Mfr) Retention Options M=Mfr ged& S=Scan )C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions beain when the act is completed,and imply a full file folder ie.q.last document+2 ars since destruction is normally rformed by file folder Litigation,claims complain s audits,pendinq records requests and/or investi ations sus nd normal re lion Periods retention resumes after settlement. Used for Disaster Recovery When No When hid Purposes Only; Considered a copy Information IS-001 Backups-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. When No When No Information When Services IS-002 Software Licenses Longer Longer' Ppr GC§34090 I Required Required - - InformationTelephone Records-Detailed Mag, The detail backup is not forwarded p Services IS-003 Backup of calls made(includes 5 years 5 years P r to Finance;meets auditing _ Cellular) standards GC§34090 For legal compliance for WORM!DVD-r{CD-r{Blue Ray Trustworthy Electronic Records Lead Dept. IS-004 R or other unalterable media that P P OD (when the electronic record serves does not permit additions, as the official record);GC 60200, deletions,or changes - 12168.7. EVC 1550,CCR 22620 et seg.. HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 514115 Ver. 10.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Category ID# Records Description Retention f Disposition Comments I Reference Record Image: Destroy Active Inactive TOW Media 1=Import Paper (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S®Scan Imaged& ;;........_.........._; y f 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+2years),since destruction is normallyperforn7ed by file folder. Litigation, claims com laints audits. pending records requests, and/or investigations sus nd normal retention periods retention resumes after settlement. The City does not use eligibility lists; EEOC 1 FLSA I ADEA(Age) Applications for Employment or requires 1-3 years; State Law Library LIB-001 Resumes 1 Recruitment Files: 3 years 3 years" '' Mag, Ppr requires 2-3 years;29 CFR 1602 Library Part-time positions et seq& 1627.3(a)(5)and(B), 2 CCR 7257.0(c)(2), S CCR §11040.7(e), GC§§12946, 34090 Libra LIB-002 Complaints and Compliments 2 years 2 years. Mag, Ppr GC L340_90 r� Deposit Slips, Fine Receipts, Retained for auditing purposes; Finance LIB-003 Meeting Roam Receipts,Gash 2 years 1 year 3 years Mag, Ppr Finance is Office of Record;GC Turn-in Cards,Cash Donations, §34090.7 etc. FCC requires 5 years after the last Library LIB-004 E-Rate Records(Discounted 5 years years' Mag Ppr day of delivery of discounted Intemet Access) , services; FCC order 04- 190 B 1 46 :GC 34090 When Library LIB-005 Emergency Contact List Su ersededu Mag, Ppr Transitory Record; GC§34090 When No -When Vo. - - - Library LIB-006 Friends of the Library Longer Longer: Mag, Ppr Non-records;GC§34090 Required Required; HUNTINGTON BEACH, CA.01996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4]02 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 514115 Ver. 10.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy - Inactive Paper Active Total Media I=import (OFR) (in office) (Off-site, Retention Vital? Options M-Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally rfonned by file folder. Litt ation claims corn lar`nts audits,pendina records requests, and/or investr` ations sus nd normal retention periods Iretention resumes after settlement. 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 Ftna1 Yes: Library LIB-007 Act and PLF Public Libra 2 years Expenditure Mag, Mfr, Records Management Program ( Library p EX S i l When +5 ears +5 years.. OD.Ppr Inactive Requirements(April 27, 1998);GC Foundation)ONLY. For all others., Y Y §34090 follow City-wide Schedule. (SUCCESSFUL Reports,and Financial Information) Send copy of application and award to Finance Incident Reports/Emergency Reports-All(Irate Patrons, Emergency Reports,etc.) Library LIB-008 2 years .,2 years: :: Mag, Ppr GC§34090 See City-wide for other incident i emergency reports When No When No Yes: Department preference(the Mag, Mfr, Library LIB-009 Library Card Applications Longer winger S When database is the original record); Required 1ec}ulred; CD, Ppr Inactive GC§34090 Libra LIB-010 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated;GC§34090 Libra LIB-011 Programs(e.g.Summer Reading) 2 years 2years Mag, Ppr GC§34090 Shred;Statute of Limitations any Room Rental Agreements l Facility Yes: "...liability founded upon an Library LIB-012 Use Applications(Room 2 years 2 years Before Mag, Ppr instrument in writing or not Reservations,etc.) Event specifically provided for is 4 years; GC 34090, CCP 337,343 Libra LIB-013 Suggestions 1 2 years 2 years Mag, Ppr GC§34090 HUNTINGT©N BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted' 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514/15 Ver, t 1.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-1 Office of ,Category ID# Records Description Retention l Disposition - Comments l Reference Record - - Image: Destroy - Inactive Paper (OFRJ Active Total Media I=Import (Off-site, Vital? after (in office) Retention' Options M=Mfr OD or Mfr) 3=5can Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions becin when the act is completed, and imply a full file folder e. .last document+2 yearsJ,since destruction is normally performed by file folder iti ation claims coup taints audits. pending records requests, and/or investi ations suspend normal retention petiods retention resumes after settlement BUILDIiNG&SAFETY Building When Na When No Records used to facilitate permit &Safety BL-001 Applications Longer Longer Mag, Ppr issuance; Projects may expire Required Required` after 2 ears;GC§34090 Building Mag,Mfr, Yes: 30 Department Preference;Statewide &Safety BL-002 Building Permits-ALL P P Yes(all) OD,Ppr S days guidelines propose permanent; v GC§34090 Building - — Department Preference-Data is &Safety BL-003 Building Permit Database Indefinite Indefinite 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 of Mag, Mfr, Yes: 30 interest dwellings;Statewide &SafetyBL-004 commercial structural plans, 2 years Building Buildin Yes(all) OD Ppr S days guidelines propose 2 ears for p g p y g P P Y commercial structural calculations, blueprints&specifications;CBC expired projects) 104.7&107.5; H&S§19850,GC 34090 Building Building Plans-Expired or When No When Na BL-005 Langer Longer Ppr Non-records &Safety Withdrawn (not permitted) Required Required::;. Building BL-008 Certificates of Occupancy P P Yes(all} Mag, Mfr, S Yes: 30 Statewide guidelines propose life &Safety OD, Ppr days of building; GC§34090 Building Inspection Records: Appeal When When- Records used to facilitate permit BL-007 Permit Pemlit Mag, Ppr issuance; Projects may expire &Safety Requests, Inspection Reports Finalledlnalled after 2 ears;GC 34090 Lists: Correction,Building,Plan When No When.:ND Transitory Retards l Preliminary Building BL-008 Review, Plan Check Fora,Building Longer Longer_, Mag Ppr Documents used to facilitate &Safety permit issuance; Projects may Correction List,etc. required Required exe ire after 2 years; GC§34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4f15 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Pane P&B-2 Office of Category fD# Records Description Retention I Disposition Comments I Reference Record Image: Destroy OFR Inactive Pa per Active Off-site, Vital?Total, <: Media I=Impart ) (in office) ( Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not fisted here refer to the Retention for City-Wide Standard's Retentions begin when the act is C(1m la#ed and im i a full file folder e. .last document+2 ears since destruction is normaH performed b 81e folder. Litigation.claims complaints,audits,pendina records requests. and/or investr` ations sus nd normal retention Periods retention,resumes aRer settlement. Project File(finalled Building BL 009 Residential)Reports: Calculations,ul tions, vLangero Mag, Mfr, S After 3Q This information is reflected on the &Safety Energy,Soils, SpecificationsRequired RequiredOD,Ppr days plans; GC§34090 et seq. submitted b applicant Project File(finalled projects 1 When No When No Yes: Building S After 3Q BL-010 Commercial)Reports; Longer longer Mag, Mfr, This information is reflected on the &Safety Specifications,energy and soits Required Required days OD,Ppr plans;GC§34090 et seq. reports Requests&Permissions to Receive Building Safety BL-011 Copies of Plans(to and from 2 years 2 year: Mag, Ppr GC§34090 architects) Department Preference; Law requires for the life of the building Yes; for commercial only;Statewide Building Bl_-012 Sign Permits-ALL 2 years P P Yes(all) Mag, Mfr, S After 30 'guidelines propose 2 years for &Safety OD, Ppr days blueprints&specifications; UBC requires 90 days from completion date; UBC§106.4.2, H&S§19850, GC§34090 Building BL-013 Uniform Building Codes 1 California 1 P P Mag, Ppr GC§50022.6 Safet Buildino Code CODE E FORCEMEN When No W�1elt No Langer Case is open until satisfactorily Planning CE-001 Required- L�rtger Code Enforcement-Including Fieyurred M P Yes; Until resolved;City Clerk maintains ag, Prosecution Requests Minimum 2 Minimum 2 Resolution originals that are presented topr earn ors Council;GC§34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without;prior written permission from GGS(909)337-3516 Revised: 614/15 I ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-3 i Office of Category ID# Records Description Retention!Disposition Comments l Reference Record - - Image: Destroy Inactive Paper (OFR) Active (Off�site, 'Total Vltal7 Media I-Import after (In office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& if 41 record is not listed here refer to the Retention for City- Standards Retenttons begin when the act is completed,and imply a full file folder e. last document+2 are since destruction is normallyperformed b file folder. ti ation claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PLANNING Alcoholic Beverage License When No When Na Planning PL-001 Application Copies or Notices Longer Langer Ppr Non-records Required Required City Clerk PL-002 Annexation i Deannexation Files 5 years P P Mag' M ' S No Department Preference;City Clerk j OD,Ppr is OFR;GC 34090.7 When When Mag, Mfr, j County PL-003 Assessor Parcel Information Superseded Superseded OD,Ppr GC§34G90 When No When No Legally Required for 30 days; Longer Longer Department may prefer to retain Staffing PL-004 AUDIO RECORDINGS of Meetings Required- Required- Tape for administrative purposes(audio Depart. Minimum Minimum f Magl tapes are only 30 days is 30 days 30 days j reg uired);GC§54953.5 b When No When No Yes: Census PL-005 Census,Demographics Longer i.onger, Mag, Mir S When Nan-records; available on the Bureau Required Required OD, Ppr Inactive Internet Yes: Until Mag, Mfr, Yes' Planning PL-006 Coastal Development Permits 2 years P P Completed OD, Ppr S When Land Records;GC§34090 Inactive - I I i i i i HUNTINGTON BEACH, CA. 01995-20 t t Gladwrell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-4 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy site, Inactive Paper (OFR) (Off-site, Media l�lmport (in office] - Mfr} Retention Vlta17 Options M=Mfr after OD or Imaged S=Scan If the record is not listed here refer to the Retention for City-Wide Standards - Retentions beain when the act is completed. and impiv a full file folder fe.g. last document+2 ears since destruction is normally arformed by file folder. 'ti ation elairrts complaints, auditspending records requests. and/or investi ations sus rod normal retention periods retention resumes a settlement). Entitlement l Project Files: Administrative Review,Coastal Development,Conditional Use Permit(CUP), Development Agreement, Entitlement Plan Projects have a 2 year westing Amendment, Flood Plain Variance, (applicant must pull permit within 2 General Plan years)--those applications in Gen which the applicant does not follow er !Plan Amendment/Conformance, Local Coastal Program Amendment., Lent Yes: Until Mag, Mfr, Yes: through with permit may be Planning PL-007 Line Adjustment,Reversion , 2 years P P Completed OD, Ppr S When destroyed after the westing period Acreage, Sign Cede Exception, inactive has expired. Some permits must Specific Plan,Temporary Use obtain Council approval, Permit,Tentative Parcel!Tract, Department maintains complete Variance,Zoning Map Amendment, files for administrative purposes; Precise Plan of Street Alignment, GC§§34090,34090.7 Zoning Text Amendment,etc. (Includes Associated Plans S Ma Planning PL-008 Entitlement Log Map Book 2 years P P Yes Mag' Mfr, S/I No GC§34090 OD,Ppr Environmental Determinations (Environmental Impact Reports Yes: Until Final EIRs are required to be kept Mag,Mfr, Yes: 1 a"reasonable period of time"; 14 Planning PL-009 (EIRs), Environmental Assessments, 5 years P P Project OD, Ppr S f I year Cal Code Regs§15095(c);GC Negative Declarations,etc.-EA 1 Completed ND)Inside City boundaries §34090.7 Environmental Determinations When No When No Planning PL-010 (Environmental Impact Reports Longer Longer Ppr Non-records (EIRs), Negative Declarations,etc.) Required Required Outside Cityboundaries HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver. 11.5 RECORDS RETENTION SCHEDULE � PLANNING & BUILDING Page P&B-5 � Offlce of Category ID# Records Description Retention/Disposition 'Comments I Reference Record Destroy Active Inactive Totai Media I=Import paper (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr} S Imaged =Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e.a. last document+2 ears since destruction is normally efforrned by file folder. Litigation, claims comp laints audits,pendinQ records requests, and/or investi ations sus end normal retention penods retention resumes after settlement. Department Preference;City Clerk General Plan,General Plan Yes: Maintains originals of all City Clerk PL-011 Elements,Amendments and P P Yes(all) Mag' Mfr' S/I After documents that were presented to Conformances(GPC) OD, Ppr Amended Council;Planning maintains complete files for administrative u oses; GC 34090 Community Services, Public Works and Fire retain some Fire/ records until the employee is Public HazMat Clean-ups, Federal Clean- Mag, Mfr, Yes. separated from employment; P PL-012 ups and/or Exposure Records(e.g. 2 years 28 years 30 years S When Works/ Ascon Oil, Landfills) OD, pr Inactive Claims can be made for 30 years Planning for toxic substance exposure; 8 CCR§3204(d)(1)et seq.,GC 12946, 34090 Historical Landmarks(Local,State, 5 Mag, Mfr, S Yes: 1 City Clerk PL-013 or National Registers) years P P OD, Ppr ear GC§34090 Planning PL-014 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 PL-015 Land Use Studies 5 years P P OD, Ppr S or I year Statewide Guideline shows 2 ears;GC 34090 City Clerk F'L-016 Local Landmarks P P Yes(all) Mag, Mfr, S Na Department Preference;GC OD, P r 34090 Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning PL-017 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 PL-018 Master Plans 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR)•GC4 34090.7 HUNTINGTON BEACH, CA. 01 995-201 t Gladwell Govemmental Services,Inc.-all nights resenred Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 6/4/15 ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING $ BUILDING Page P&B-6 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy Active Inactive Total Media I-Import Pape (C IFR) (Off-site, after Vital? (in office) Retention Options M-Mfr CID or Mfr) S=Scan Imaged& f the record is not listed here refer to the Retention for City-Wide Standards etentions b in when the act is completed, and irn 1 a full file folder e. last document+2 years), since destruction is normal/ performed b file folder. Litt ation claims com laints audits ndin records requests, andlor investigations sus nd normal retention periods retention resumes after settle ment Planning Commission (MINUTES& Yes: RESOLUTIONS) Yes: Planning PL-019 P P Depending Mag, Mfr, S After 2 See City-wide schedule for all See City-wide Schedule for Agenda Subject Upon OD, Ppr years others; GC§34090 Packets Precise Plan Street Alignments Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-020 (PPSA) 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); GC§34090.7 When No When No Planning PL-021 Preliminary Review File-NO Longer Longer Mag, Ppr Preliminary Documents(no Application Re uired Required application submitted); GC§34090 Preliminary Review File-With An Department Preference;GC Planning PL-022 Application P P. Mag' Ppr _ 34090 Lead s Preliminary Studies 1 Project Department Preference,projects Dept. PL-023 Assessments(Private Projects)- 2 years 3 years 5'years Mag, Ppr must be pursued in 2 years; GC NOT Pursued 34090 Planning PL-024 Reciprocal Parking and Access 2 years P P Mag,Mfr, S Yes: GC§34090 Agreements OD, Ppr After Planning PL-025 Seasonal Sale Lots(Pumpkin,Tree 2 yearn 24ears Mag, Ppr GC§34090 lots Yes: Until Mag,Mfr, Yes: Department Preference(Council Planning PL-026 Site Plan Amendments 2 years P P Completed CD, Ppr S When Approves,therefore City Clerk is Inactive OFR ;GC 34090.7 Yes: Department Preference(Copies); Planning PL-027 Specific Plans 5 years P F Yes(all) Mag, Mfr, S When City Clerk Maintains originals of all OD, Ppr Inactive documents that were presented to Council;GC§34090 HUNTINGTDN BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-7 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, vital? after (in office) Retention Options M=Mfr OD or Mfr} S=Scan Imaged& f the record is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is completed and im I a full file folder Le.q.last document+2 ears since destruction is normally performed by fife folder Litigation claims complaints, audits,pendinq records requests, andlor i►rvesti atfons sus rid normal retention periods retentive:resumes after settlement. Staff Review. Address Assignment, Statute of Limitations any Animal Permits,CCBR Review, ...liability founded upon an Planning PL�-028 4 years P P Mag, Ppr instrument in writing"or not Certificate of Compliance, Design Review Board,Signs,Zoning Letters specifically provided for is 4 years; GC§34090,CCP§§337,343 Temporary Activity Permits Planning PL-029 (Sidewalk sales,car washes, 2 years 2 years Mag, Ppr GC§34090 TemporarySales, etc. Planning PL-030 Temporary Sign Permits 2 years ,2 years, Mag, Ppr GC§34090 Yes: Department Preference(Council Tract Maps 1 Tentative Tract Maps Yes: Until Mag, Mfr, City Clerk PL-031 {FT&TPM] 2 years P P Completed OD Ppr S When Approves,therefore City Clerk is Inactive OFR);GC§34090.7 When No When Nth Legally Required for 90 days; Longer Longer Department may prefer to retain Staffing VIDEO RECORDINGS of meetings Tape LPL-Q32 Required- Required for administrative purposes[video Depart. {ALL} Minimum Minimum. (Mag) tapes are only 90 days is 90 days Wdays' req uired ;GC§34090.7 - Department Preference;City Clerk Planning PL-033 Zone Maps(History) P P Yes(all) Mag, Mfr, S No Maintains originals of all OD, Ppr documents that were presented to Council;GC§34090.7 - Yes: Yes: Planning PL-034 Zoning Administrator(MINUTES) P P Depending Mag,Mfr, S After 2 See City-wide schedule for all Upon OD,Ppr years others; GC§34090 Subject When No When Nd. Preliminary Documents I Planning PL-035 Zoning Inquiry Forms Longer Longer Ppr Transitory Records;GC§34090 et Required Rewimd seg. Planning Pt_-036 Zoning Letters(requested by 2 years P P Mag, Ppr GC§34090 reactors HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214J42 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING $ BUILDING Page P&B-8 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record - Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=scan Imaged& f the record is not listed here refer to the Retention for Ci -Wide Standards Retentions bogin when the act is completed,and imply a full fife folder e.a. last document+2 ears since destruction is normally Performed by rile folder. rCit a#io s cam laints audits ndin records re uests an&br invest' ations sus nd normal retention riods retentionresumes aRer settlement. Yes: until Mag,Mfr, Yes: Department Preference(Council Clerk PL-037 Zoning Map Amendments 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR)o GC5 34090.7 HUNTINGTON BEACH, CA. 01995-201 1 Gladwell Governmental Services,Inc,-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver. 15.1 RECORDS RETENTION SCHEDULE POLICE Page PD-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total vital? Media Imlrnport after din office] OD or Mfrite, Retention Options M=Mfr Imaged 8s S=5can , f 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.a. fast document+2years), since destruction is nonnally performed by file folder Litigation, claims complaints, audits,pending records requests, andfor investigations suspend normal retention periods retention resumes after settlement). - -- - - - ADMINISTRATION OPERAATn1ONS.I CHIEF Police f D-001 Administrative Files 5 years 5 years Mag, Ppr GC§34090 Police PD-002 Bicycle Licenses 2 years 2 years Mag, Ppr Meets auditing standards;GC 34090 Crime Statistics l Uniform Crime Mag,Mfr, Yes: Filed on line with the State; Police PD-003 2 years P P S 1 1 After 1 Department preference; Reporting: ANNUAL OD, Ppr year HISTORICAL VALUE GC§34090 Crime Statistics l Uniform Crime When No When No Filed on line with the State; I Police PD-004 Reporting: PERIODIC{Monthly, Longer Logger Mag, Ppr Department preference;GC Bi-monthly,etc.) Required Required 1§34090 Transitory or source records not Until Until retained in the ordinary course of Superseded, Superseded, business;CHP audits every 2 Police PD-005 DMV Pull Notices-Police Only or Employee or Employee Mag, Ppr years,; Bureau of Nationat Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 Department Preference;All State i Final Final Yes: and Federal laws require retention Police PD 006 Grievances(Human Resources Disposition Disposition Before Mag, Ppr until final disposition of formal is OFR for some employees) +5 years 5 years Disposition complaint;State requires 2 years after action is taken;GC§§12946, 34090 - When No When hla., Longer Longer= Department preference;GC Police PD-007 Gun Range Historical Files Required- Fequired-' Mag, Ppr §34090 Minimum 2 Minimum ears years HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Devised; 514115 ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of ,Category ID# Records Description Retention F Disposition Comments I Reference Record Image: Destroy Active Inactive Total Vigil? after Media I=Import aper (DFR) (in office) QD Off- m,Mfr Retention Options M=Mfr Imaged& S=Scan If the record is not Fisted here refer to the Retention for City-Wide Standards Retentions becin when the act is completed, and imply a full file folder ka Fast document+2 ars since destruction is normally rfonned bv file folder iti ation claims complaints audits,pendina records re uests andfor investi ations susjoend normal retention periods retention resumes after settlement. When No When No Department Preference; Does not Longer I=anger contain criminal intelligence Police PD-008 Informant Files Required- Required-- Ppr, Mag information concerning individuals; Minimum 2 Minlmam 2' GC§34090 _ years years Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the 5 individual is involved in criminal 5 years After, yearn late Last Las{ conduct or activity and the Information infvtmatran information is relevant to that Police PD-009 Intelligence Files Mag, Pr criminal conduct or activity. Received in Received in Misleading, obsolete or unreliable On-Going Ore-Going information is required to be Investigation Investigation destroyed; remaining records must not be retained longer than 5 years;28 CFR 23.20(h);GC §34090 HUNTINGTON BEACH, CA. Q1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514/15 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD--3 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: 'Destroy Active Inactive Paper TotAl Media I=Import (OFR) (off-site, Vital? {in office) Retelntion; Options M=Mfr after OD or Mfr) SScan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions ire in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by fife folder. Litigation, claims complaints audits, pendina records re uests 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 PD-010 Involved Shootings Disposition P P Mag, Ppr Limitations is 4 years for +5 years misconduct; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045,GC§§12946, 34090, PC §§801.5,803(c),832.5,VC§2547 Department Preference;State& Federal laws require retention until final disposition of formal Internal Investigations: complaint; State requires 2 years Sustained and Not Sustained Final Final after action is taken;Statute of Police PD-011 Disposition disposition 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 Nan-sworn Employee File: Department Preference;GC Police PD 012 P Mag' Ppr Index Card, Photo P 34090 Human PD-013 Nan-swum Employee File: Separation+ laratlatr'+ Mag Ppr Department Preference(copies); Resources Medical Files 30 ears 3t7 years. ::: GC§340903 Non-sworn Employee File: Separation+ $eparadton+ Department Preference;GC Police PD 014 Personal Information 5 ears 5 years: Mag' Ppr 34090 HUNTINGTON BEACH, CA,01 995-21)1 1 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID# Records Description Retention i Disposition Comments i Reference Record Image, Destroy Inactive Paper DFR Active Total Media i=Import ( (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=3can 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,a last document+2 ars since destruction is normWtv pelonned by fife folder, Litigation,claims complaints audits. Dendina records re uests and/or investi ations suspend normal retention er7ods retention resumes after settlement Ponce PD-015 Payroll Exception Forms 5 years a yeare Mag, Ppr Department Preference(meets . auditing standards); GC 34090 Claims can be made for ail years for toxic substance exposure; EEOCIFLSAIADEA(Age)requires PAST Data, Files and Printouts Separation+ separation..+ Mag, Mfr, Yes: 3 yearn for promotion,demotion, Police PD 016 5 I I When transfer„selection,require 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; Police PD-017 Purchase Orders 2 years 3 years 5 years Yes: Until Mag, Ppr Published articles show 3 years; Paid Statute of Limitations is 4 years; ; GC 34090, CCP§337 - -- -- Death of Death of Human Department Preference(copies); PD-018 Sworn Employee Medical File Employee+ Employee+ Mag, Ppr Resources 1 year 1 year GC§34090.7 Death of Death of Human Department Preference(copies); PD-019 Sworn Employee Personnel File Employee+ Employee,+ Mag„ Ppr Resources 1 year 1 year GC§34090.7 Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Police PD-020 (when the vehicle or equipment Lease+2 3 years Lease+ 5 Mag„ Mfr, S I I After 1 for contracts is 4 years; CCP is not subsequently purchased) years years OD, Ppr year §§337., 337.1(a),337.15; GC 34090 et seg. Life of Life of - Police PD-021 Vehicle Maintenance History Vehicle+2 Vehicle+2 Mag, Ppr Department Preference;GC {Police Vehicles) ors §34090 ears HUNTINGTON BEACH, CA. 01996-2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of 'Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (QFR Active Total Media I=Import (in office) after ((Off- Mfr) Retention Vital? Options M=Mfr S=$can 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 Jmp a frill file folder e. .last document+2 yearsJ.since destruction is normally performed by file folder Litigation,claims complaints audits,pendino records m uests and/or investi ations sus end normal retention periods fretent* resumes after settlement. - Upon ' Upon Mag, Mfr, Provided to new owner;GC Police PD-022 Vehicle Title("Pink Slips") Disposal of Disposal 0 OD, Ppr S f I No §34090 Vehicle Vehicle Department Preference; Bureau of Yes: National Affairs recommends 2 Police PD-023 Work Assignments(Schedules) 2 years 2 years Current Schedule Ppr years for work schedules; 29 CFR only 516,6(1), 29 CFR 1602.14,GC§ - 34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4102 ❑o not duplicate or distribute without prior written permission from GG5(909)337-3516 Devised: 5/4115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Category ID# Records Description Retention 1 Disposition Comments f Reference Record Image: Destroy Inactive Paper (©FR) Active �-site, fatal Media lalmport din office) t(O Mfr) Retention vital? Options M=Mfr after 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 im l a full file folder ag. , last document+2 are),since destruction is normally performed by file folder. iti aflon claims complaints. audits, Pendirm records requests. a,ndlor investigations suspend normal retention Periods retention resumes after settlement). - INVEt3TIGATIONS(ALL 2 years after 2 yeara.after Expiration of Expiration of Department Preference; GC PD-024 Alcohol Beverage Applications ABC ABC Ppr §34090 License License Background Checks for - Business Licenses: Bingo, Mag, Mfr, Department Preference;GC Police PD-025 Massage Technician&Parlors, 5 years 5 years M 1 S 1 I No Sexually Oriented Business OD, Ppr §34090 SOB etc. Background Files- Non-sworn Yes: Separation+ Separation+ Mag, Mfr, Retained for administrative value; Police PD-026 Employees,Volunteers& 5 years 5 years OD, Ppr S 1 I After 1 GC§34090 Reservists ear Yes: Background Files-Sworn Separation+ Death of I Death Of Mag, Mfr, Department Preference;GC Ppr Police PD-027 Employee+ Employee+ S 1 I When Employees 5 years 1 year 1 year ©D' Inactive §34090 EEOC 1 FLSA 1 ADEA(Age) Background Files- requires 3 years; State Law Police PD-028 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 PD-029 Field Interview Cards(FI's) 2 years 2 years Ppr destroyed in the regular course of business;GC§34090 et seg. Close of Close of Some dealers have an automated Police PD-030 Guns: Dealers Record of Sale Business+ Business+ Mag, Ppr link to DOJ;GC§34090 2 years 2 years Mag,Mfr, Yes: Retained for administrative value; Police PD-031 Index Cards: All Applicants 100 years 100 years OD, Ppr S 1 I AfteeerrI GC§34090 HUNTINGTON BEACH, CA.C1995-2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 2l4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention l Disposition Comments 1 Reference Record Destroy Image: Inactive Paper (OFR) Active toff-site, Total Vital? Media 1=Impart after tin office) OD or Mfr} Retention Options M=Mfr imaged S=Sewn f the record is not listed here refer to the Retention for Cit -Wide Standards etentions be in when the act is completed, and imply a furl fire folder(e.q.last document+2years),since destruction is normallyperformedbV file folder. iti ati'on claims complaints, audits,Dendina records requests, and/or investigations suspend normal retention eriods retention resumes after settlement). JAIL Mag, Mfr, Yes' Retained for administrative value-, Police PD-032 Photos: Mug Shots P P S i I When .. .._....._... _.... .... OD, Ppr Inactive GC§34090 LAB Follows Follows Yes: Fingerprint Cards(prior to Live Retention of Retention of Mag, Mfr, Department Preference, GC Police PD-033 Scan) Crime Crime OD, Ppr S 1 I Ayearl §34090 Report Report Follows Follows Yes: Retention of Retention of Mag,Mfr, Police PD-034 Photos&Fitm: Crime Scenes S i I When See appropriate Crime Report Crime Cnme OD, Ppr Inactive Report Report Follows Follows Yes: Retention of Retention of Mag,Mfr, Police PD-035 Analysis Reports Crime Crime ®D, Ppr S 1 I When See appropriate Crime Report Report Report Inactive Follows Follows Retention of Retention of Mag,Mfr, Yes_ Police PD-036 Laboratory Records 5 i I When See appropriate Crime Report Crime Come OD, Ppr Inactive Report ;Report Police PD-037 Maintenance Logs 5 years 5 years'' Mag, Ppr Department Preference;GC 34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwalt Governmental Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 16.1 RECORDS RETENTION SCHEDULE; POLICE Page PD-8 Office of Category Ili# Records Description Retention I Dispositlon Comments l Reference Record Image: Destroy Inactive Pa per (OFR) Active (Off-site, Retention Vital? Media I=Import after {in office) CD or Mfr) Retention Options M=Mfr Imaged S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and im a full file folder e. .last document+2 years),since destruction is normally performed by fife folder. Lid ation claims complaints,audits.pending records requests, andlor 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 PD-038 Arson Registrations: Adults 10 years 90 years 100 years Mag, Ppr released from CYA, records are destroyed after age 25 or sealing pursuant to W&I§781;GC §34090.7 Pursuant to PC§457.1 et seq.; if Arson Registrations: Juveniles Age 25 or Age 25 or released from CYA,records are Police PD-039 released from California Youth Sealing Date Baling Date Mag, Ppr destroyed after age 25 or sealing Authority +5 years +5 years pursuant to W&I§781;GC 34090.7 i9 When No When No Longer Longer Finance PD-040 Auction Receipts&Records Required- Required- Ppr Consistent with auditing (Issued a DR#) Minimum Minimum standards;GC§34090 10 vears 10 yearn Citations: Marijuana Citations Police PD-041 or Reports(less than 28.5 2 years 2 years Ppr GC§34090, H&S§11381.5 rams Department Preference; Statute of Police P{3-q42 Citations: Misdemeanor Traffic, 3 years 3.yetars Ppr Limitations is op to two years;Also Parking,or Criminal See Crime Reports;GC§34090, PC 802 Per Per Police PD-043 CLETS Logs Subscribers Subscribers Mag, Ppr GC§34090 Agreement A reement 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: 5/4/15 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive Paper Total Media t=Import (OFR) (Off-site, after vital? (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 im l a full fife folder e.a. last document+2 ears since destruction is normal! a2iformed try file folder. Litf ation claims complaints audits pending records re uests and/or investigations 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 Longer When No.: deaths,they are not historically Misdemeanors-ALL except Required- Mag, Mfr,longer Yes: significant,and it is not classified Police PD-044 those otherwise specifically Minimum Required- Before S f I No under PC§800&290 and H&S C}t�, Ppr mentioned in this retention t0 years Minimum:' Disposition §11850; Stat.of Limit.is 2 yrs; schedule 10 years Destroy juvenile marijuana after agel8; H&S§11361,5, GC §34090, PC§802, PC§§187,800 et seg. Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Department Preference; Most Elder Abuse,Sexual Assault& Yes: Yes: have no limitations on Police PO-045 Neglect,'Rape, Misuse of Public P P Before Mag, Mfr' S f I After 1 commencement of action; PC§§ Funds,Train wrecking,Treason, Disposition OD, Ppr year 261,286,288, 288a,288.5,289, Suicide, Fatalities(Grimes 289.5,and 799 Subject to Death Penalty or .......... .... ... ._. ...... ......... .... .... ... ...... without statute of Limitations) Crime Reports: Marijuana less 2 years or 2 years or;; Police PD-046 subject 18 subject 18. Ppr GC§34090, H&S§11361,5 than 28.5 grams ears old years old. Crime Reports: Misdemeanor or Infraction Marijuana Offender isfffnder 1 s §11357(e)-Juvenile on (Courts and other Agencies"Shall" Police PD-047 School Grounds during 18 Years 18 Years;; Yes Mag, Ppr destroy); H&S§ 11361.5 et seq., School Hours(with procedure Old Old11357(e) lia H&S 11361.5) ..... .... HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 514115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I-Import Paper (OFR) (in office) (Off-site, Retentioln.: vital? Options M=Mfr after DI]or Mfr} S=Scan Imaged& I frecord is not listed here refer to the Retention for Cit -Wide Standards nfions be in when the act is com leted and im a full fife folder a. fast document+2 ears since destruction is normall erformed b file folder tfon claims complaints audits ndin records re uests andlor investi ations sus end normal retention periods retention resumes after settlement. Crime Reports: Misdemeanor Conviction Conviction.. or Infraction Marijuana H&S or Arrest(if or Arrest(If' (Courts and other Agencies'"Shall" Police PD-048 §11357(b)(d)or H&S§11360(b) No IVo Yes Mag, Ppr (with procedure in H&S Conviction) Conviction). destroy),H&S§11361.5 et seq. 11361.5 +2 ears +2 years 2 years or Yes: Yes: Crime Reports: Missing Mag, Mfr, Dept. Preference;Also see Crime Police PD-049 person Reports(unreturned) Until P P Before OD, Ppr S l I When Reports; GC§34090 Located Dispositioninactive Individual petitions District Police PD-050 Crime Reports: Sealed Cases Arrest Date Arrest.Date Mag, Mfr, Attorney; PD concurs that person ("Factual Innocence") +3 years +3 years_ OD, Ppr is factually innocent,then seals record; GC 34090; PC 851-.8(a Statute of Limitations runs up to date age of majority+8 years;Sealing Sealing date Sealing Crime Reports: Sealed Cases Mag,Mfr, for Juveniles and Wards of the Police PD-051 '(e.g.Juveniles) +5 years(or +5 years#or OD, Ppr Court retained for 5 years;GC Court Order) Court Order) . §68152(g)(1&2);W&I§§300, 389 a&c,781 c&d ,826 a Daily Activity Logs: Patrol& Department Preference;GC Police PD-052 Traffic 2 years 2 yeare Ppr 34090 Police PD-053 Department of Justice Validation 2 years 2 jaars Mag, Ppr Information received by DOJ;GC Lists 34090 . ... .._. .._ ._ .___. - Department Preference; Registration is required for 5 Police PQ-054 Drug Registrants 5 years 5 years Mag, Ppr years;GC§34090, H&S§11590 et seq., H&S§11594(a) Mag, Mfr, Yes: Police PD-055 Fatal Traffic Collision Cards P P OD, Ppr S i I After 1 Dept. Preference;GC§34090 year HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention 1 Disposition Comments f Reference Record - - Image: Destroy Active Inactive ;Total Media I=Import Paper (0FR) tin office) (Off-site, Retention;, Vital? Options M=Mfr after OD or Mfr) S.Scan 'Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full Fite folder e.a last document+2 ars since destruction is normaN performed by file folder. Liti ation claims complaints audits.Dendina records requests, and(orinwesti ations sus nd normal retention rinds retention resumes after settlement. When No When°No Incident Reports I Information Longer Longer Mag, Mfr, Yes: Police PD-056 Required- Reg4lired`- S 1 I After 1 Dept. Preference;GC§34090 Reports Minimum Minimum,. OD, Ppr year 10 years 16 years Police PD-057 Officer Subpoenas and SDTs 2 ears 2 ears Ppr Department Preference;GC p y y 34090 et seg. Department Preference;(Dealers - are required to keep for 3 years); Non-records used for Police PD-058 Pawn Slips 3 years 3 years Ppr investigations;Originals entered into the State Automated Property System;most agencies retain for 2 ears; B&P 21633;GC§34090 Police PD-059 Property Monthly Logs 2 years P P Mag, Ppr Department Preference;GC 34090 (Criminal (Criminal ;.: Statute of Limitations is 1 year for Police PD-060 Property Sheets Report Report Ppr property seized by officers;CCP Retention) Retention)'- 340(d); GC§34090 If artifact over$10,000,artifact is permanent-Statute of Limitations Police PD-061 Property,Gun and Narcotics 2 years P P Mag, Ppr is up to 3 years(recovery from Lags seized property by police is 1 year);CCP§338(c), 340(d), 341{a};GC 34090 Recordings of Telephone& Department Preference;Statewide Police PD-062 Radio Communications 3 years yeas Mag guidelines propose 180 days (legally mandated for 100 days); Dispatch Tapes(CAD) GC 34090 34090.E HUNTINGTON ®EACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Inactive Paper (OFR Active Total Media I=Import (in office) ( or(Off-site, Retention vital? Options M=Mfr after Imaged& S=Scan If the record is not listed here refer to the Retention for Cit -ode Standards Retentions-be in when the act is completed and im I a full file folder e. .fast document+2years), since destruction is normall rformed by file/bider Litigation, claims complaints,audits. pending records re uests andlor investi ations sus nd normal retention eriods retention resumes after settlement. Restraining Orders(TROs& Expiration of Expiration of Department Preference;Non- Police PD-063 EPOS) Order omen Ppr records(Court is OFR);GC _ 34090 Police PD-064 Ride-A-Longs l Jai{Tours 2 years years Ppr GC§34Q90 (Applications,Certificates Department Preference; Data Police PD-065 RMS Database Indefinite Indefinite Yes Mag, Ppr Fields f Records are interrelated; GC§34090 Pursuant to PC§290 et seq.; If Police PD-066 10 years 90 years Sex Offender Registrations: released from CYA,records are Adults 100 years Mag, Ppr destroyed after age 25 or sealing pursuant to W&I 781; 10 years-or 100 years or. Sex Offender Registrations: Sealing Date Baling C3ats Police PD-067 Juveniles +5 years(or 90 years 5 06.r6(o Mag, Ppr Pursuant to PC§290 et seq. Court Order) Court Order} Police PD-068 Subpoena Payroll Logs 5 years b.-years Mag Ppr Department Preference(meets auditing standards); GC§34090 Police PD-069 Vehicle Repossession and PPI 2 years 2 years Mag - GC§34090 Forms ............. (Follows Fallclws - Video interviews(re: Crime Department Preference; GC Police PD-070 Ma Reports) case d8s�3 g §34090 retention) retention) Police PD-071 Weapons, Serialized, Lost i P P Ppr Department Preference;GC Stolen-Not Located 34090 HUNTIhNGTON BEACH, CA.01995-2011 Gladweil Governmental Services,Inc.-all tights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Category it)4 Records Description Retention 1 Disposition Comments l Reference Record - Destroy Inactive Image: Paper (DFR) Active (Off-site, Total Wital? Media I-Import after (in office) Retsnt:on Options M=Mfr OD or Mfr) S=Scan Imaged& if the record is not listed here refer to the Retention for Cit -Wide Standards - Retentions begin when the act is completed and im l a full file folder e. . last document+2 ears since destruction is normall performed b file folder. l r'ti ation claims complaints, auditspending 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 Expiration cif;; Mag, Covers various statute of Works PW-001 AQMD Permits Permit+5 Permit:.+5 Mfr,OD, S l I No limitations;CCP§337 et. Seq., years yes�rs Ppr GC§34090;40 CFR 70.6 Code of Federal Regulations Public Mag' Yes: 2 requires 3 years for all Works PW-002 Catch Basin Storm'Reports 3 years :3,years., Mfr,OD, S 1 I years monitoring retards;40 CFR Ppr 122.41 ' (2) Consistent with D.O.T. substance testing policy- Requires 5 years for positive tests, 1 year for negative tests, Public DMV renewal Notices&Physical EEOC l FLSA 1 ADEA(Age) PW-003 3 years 2 years 5 years Ppr Works Exams(Class A&B 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 PW-004 Emergency Call-Outs 2 years 2 Works years Mag, Ppr GC§34090 Human — - - - Transfer to Transfer to Mag, Yes: Resources 1 Employee Exposure Records: PW-005 Risk Risk Mfr,OD, S When copies;GC§34090.7 Risk Hazrnat Exposure Records Management Mainageinent Ppr Inactive Manage. HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.,all rights reserved Adopted: 2l4102 Do not duplicate or distribute without prior written permission from GGS(9D9)337-3510 Revised: 514/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Destroy Image, Active Inactive Total Media 1=Import Paper {QFRJ (in office) (Off-site, Retentlon. Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& f the record is not listed here refer to the Retention for City-Wide Standards Retentions ke in when the act is completed, and imply a full file folder e.q. last document+2 ears since destruction is normallvioerformed bv file folder. Litigation,claims complaints, audits,pendina records requests, andlor investl a€ions sus end normal retention periods retention resumes after settlement. MSDS may be destroyed as long as a record of the chemical 1 substance 1 agent,where& MSDS(Material Safety Data Mag, Yes_ when it was used is maintained Public for 30 yearn; 30 years if PW-006 Sheets) l SDS(Safety Data 2 years 28 years 34 years Mfr,OD, S When Works employer qualifies as hazardous Sheets) Ppr Inactive material exposure&required to file MSDS; reports are mailed to the County;8 CCR 3204 d 1 B 2 and 3� Pre-Trip Inspections 1 DOT Public Program 1 CHP Inspections 1 Works PW-007 Vehicle Safety Checks I Daily 2 years a years Ppr 3 CCR 1234(3);GC§60201 Vehicle Inspections 1 Daily E ui risen#Checks Department Preference(required for 3 years);the warrantee Public Underground Service Alerts(USA): Period for work done is usually 5 Works PW-008 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 1 Service Requests Providing CMMS DATABASE Service 1 PW-009 (Computerized Maintenance Indefinite Indefinite Mag Data is interrelated; GC§34090 Work Management System) Depart. Work Orders l Service Requests- When No When No Providing PW-010 All Information Entered in CMMS Longer Longer: Mag Ppr Preliminary drafts(the database Service 1 Database Required Required is the original); GC§34090 Work HUNTINGTON BEACH, CA.@1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 filer. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Paper Active Inactive Total vital? Media I=import after (OFR) (Offsite- , (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& p1h record is not listed here refer to the Retention for Cit -Wide Standards n(ions be in when the act is com feted and im a full fife folder e. .fast document+2 ars since destruction is nonnall erformed b file folder.tion claims complaints audits pendingrecords requests, and/or investi ations sus nd normal retention eriods retention resumes after settlement). Work Orders 1 Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into City preference;GCP§§33$et Providing PW-011 CMMS Database) 5 years 5 years Mag Ppr seq.,340 at seq.,342,GC Service l §§945.15,GC§34090 Work {Division providing service retains originals;Division requesting service is considered a co I I i HUNTINGTON BEACH, CA,01996-2011 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not dupllCate or distrihule without prior written permission from GG51909)337-3516 Revised: 514115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA Office of Category ID# Records Description Retention!Disposition Comments 1 Reference Record I Destroy Active Inactive Image: paper (OFR) I Total Vital? Media I=Impart {in office) (Off-site, Retention Options M=Mfr after or Mfr) s=,Scan Imaged& f the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and implya full file folder_e.q. last document+2years),since destruction is normaEE performed by file folder iti ation claims complaints,auditspending records requests, and/or invesfi goons suspend normal retention periods retention resumes after settlement. ENGINEERING all Contract n lneers must return final documents to the City wPon completion of a ro ect Public Mag, Works! PW-012 Aerial Maps 2 years P P Mfr,OD, S Yes: 1 Department Preference;GC Engineering Ppr year §34090 Yes: 1 Yes: Until Mag, Department Preference;City City Clerk PW-013 Annexations,Abandonments P P Mfr,OD, S Clerk Maintains Originals;GC Completed Ppr year 34090 Assessment District Projects Mag, Department Preference;City (Maps, Diagrams,Spreadsheets, Yes: Until Yes: 1 City Clerk PW-014 Improvement Plans-e.g.water, P Completed Mfr, OD, S year Clerk Maintains Originals;GC sewer,under roundin Ppr §34090 Public Beach Closure Files 1 Ocean Claims can be made for 30 years Works 1 Closures 1 Sewer-Related Mag" Yes: 2 for toxic substance exposure; 8 Engineer ing PW-015 2 Years 28 years 30 years Mfr,OD, S!f g g (Investigations to determine years CCR§3204(d)(1)et seq.,GC &Utilities source etc. Ppr 12946,34090 Capital Improvement Projects Some grant funding agencies (CIP)1 Jobs: Administration File require audits;Statute of 10 years or CompletionLimitations for Errors& After Omissions is 10 years; Project Administration, 1Q years or Punch List, Ins Funding Published Audit Standards=4-7 Public Correspondence, Field Work! After Funding Works f PW 01t; Upon Agency Yes: Until years;Statute of Limitations: Inspectors Daily Log, gency Audit Mag, Ppr Engineering Labor Compliance,Certified Completion Audit,d if required, Completed Contracts� ath=cSped m years, required, Wrongful Death=camp. +5 Payrolls,Project Schedules, whichever is whichever is years,Devetopers=comp.+10 Progress meetings, Real Estate longer longer years;Statewide guidelines Appraisals, Legal I Stop Notices, propose termination +5 years; Meetings,etc. CCP§337 et.se , GC§34090 HUNTINGTCN BEACH, CA.01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Active inactive Total Media I=Import Paper (OfR) (Off-site, vital? after (In office) Retention Optlons 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.g. last document+2 yea771, since destruction is normal!y peiformed by file folder. Litigation,claims complain audits pending records requests,and/or investigations sus end normal retention periods retention resumes after settlement. Capital Improvement Projects (CIP)/.hobs: Permanent File Plans, Specifications, BidsiRFPs, Successful Proposal,Change Orders i Job Carders, Design Department preference; retained Public , Mag, for disaster preparedness Escrow, Final Report, Inspection Upon Yes: Until Yes: 1 Works 1 PW-017 P P Mfr, OD, SII purposes; Statewide guidelines Engineering Cards, Materials Testing Reports, Completion Completed Ppr year propose Permanent for Grading Permits, Hazardous Infrastructure plans; GC§34090 Materials Plans, Notice of Completion,Construction Manager's Logs, Photos,Soils Reports, Studies,Submittals, Surveys,etc. Public Cash Deposits/Trust Accounts Close of Close of Department Preference, Works 1 PW-018 (Refundable Deposits for Project+2 Project+2 Mag, Ppr Retained for auditing purposes; Subdivision Improvements, Finance is Office of Record;GC Engineering Buildingor PlanningPermits,etc.) years years 34090.7 Public Yes: After Mag, Statewide guidelines propose Works I PW-019 2 years P P Mfr,OD, S Permanent; CCP §337 et.Seq.; Encroachment Permits Yes: Until Engineering (Permanent 1 Construction) Revocation Ppr Inactive GC§34090 Public Encroachment Permits(Temporary Yes: Until Works! PW-020 -Debris Boxes in the City's Right 2 years 2 years Completion Mag' Ppr GC§34090 Engineering of Way,etc) Encroachments(regulations& Superseded Superseded.. City Clerk P--- Procedures +2 ears +2 ears Mag, Ppr GC§34090 HUNTINGTON BEACH, CA,@1995-2011 Gladwoll Governmental Services,Inc.-all rights reserved Adopted., 214102 Do not duplicate or distribute without prior writlen permission from GGS(909)337-3516 Revised: 514115 I Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image. Destroy Active Inactive Total Media i=Import Paper (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& pr►d is not listed here refer to the Retention for Cit -Wide Standards s h in when the act is corn leted and im l a full rile folder e. . last document+2 ears since destruction is normal! erformed b file folder. claims complain audits endin records re guests, andlor investigations sus nd normal retention periods retention resumes after se[tlement. ic Public Works I PW-022 Flood Control&Disaster Files(e.g. P P Yes(all) Mir, g, Yes: 1 statewide guidelines propose 2 Engineering pump systems) Ppr year years;GC§34090 Public Works! PW-023 Grading Permits 2 years P P Yes: Until Mfr,OD S Yes: After Land Records; GC§34090 Engineering Revocation Ppr inactive Public Harbor Dock Permits(Construct or Mag' Yes: 1 Department preference Works I PW-024 Modify Docks) P P Mfr,OD, S year (infrastructure); GC§34090 Engineering Ppr Public Works 1 PW-025 Harbor Dredging Permits P P Mag, Ppr GC§34090 Engineering Public Landscape Architect l Plans(Blue Mag, Department Preference;GC Works 1 PW-026 Line Copies): City or City- P P Mfr,OD, S I I No §34090 Engineering maintained Projects Ppr Public When No When No Mag, Landscape Architect i Plans(Blue Required for processing;GC Works I PW-027 Line Copies): Private Projects Longer Longer Mfr,OD, S I I No §34090 Engineering Required Required Ppr Maintenance'Projects(MSC Files): - - - Consistent with Agreement I City Cleric Final Specifications and Plans Mag, or Public PW-02'8 Completion+ Completion+ Yes: Until Yes: After Contract Administration;CCP (Curb repairs,Microsurfacing, 3 years Mfr,CID, S Works Repaving, Street Paving,Tree 2 years 5 years Completed Ppr Inactive §§337. 337.1(a),337.15, GC Trimmin etc)._ §34090 HUNTINGTON BEACH, CA. 01 9 9 5-2 01 1 Gladwell Governmental Services, Inc.-all rights reserved Adapted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 5r4r1 5 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Category ID# Records Description Retention f Disposition Comments l Reference Record Image: Destroy Inactive Paper Active Total Media I=import (OFR) (Off-site, (in office) Retention vital? Options M;Mfr after OD or Mfr) S=Scan Imaged 8 If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is com feted and imply a full file folder e. .last document+2 ears since destruction is normally erformed by file folder. iti ation claims complaints, auditspending records requests, and/or investi ations sus end normal retentionperiods retention resumes after settlement. Drafts should be destroyed; Maps, Plans&Drawings i Record Some maps are also retained by Public Drawings!"As-Builts"'(ALL- Mag' Yes: 1 Planning; Selected maps are Works! PW-029 Drainage,Grading,Subdivision, P P Yes{all) Mfr,OD, S year retained in Public Works for Engineering Survey„Water,etc.) Ppr administrative purposes;GC 34a9a,34a90.7 Public NPDES-National Pollutant Monitoring records required for 3 Works f PW-030 Discharge Elimination System 3 years 3 years Mag,, Ppr years; 40 CFR§§122.21, Engineering Monitoring Records 122.41, 122.44 Public NPDES-National Pollutant c Mag Department Preference; Superseded Superseded' Yes: 1 Monitoring records required for 3 Works f PW-031 Discharge Elimination System +3 years +3:years Mfr OD, S year years; 40 CFR§§122.21, Engineering Permits Ppr 122.41, 122A4 Public Pavement Maintenance Inventory Data Data Works! PW-032 Records Superseded Superseded Mag GC§34090 Engineering -- When No When No Public Preliminary Studies/Project Longer Longer Mag, Yes: After Department Preference;GC Works 1 PW-033 Assessments(Not Acquired) Required- Required- Mfr,OD, S Inactive §34090 Engineering Minimum 2 M11011M. tlrt 2' Ppr ears years Department Preference;All City Clerk& Property Acquisition Projects(All): Copies- Copies original Deeds,Title Reports, When No When No Yes: Until Economic PW-034 Correspondence,copies of Mag, Ppr Insurance, Contracts and Develop. permanent documents,etc. Longer Lonfjer Completed Agreements are maintained by Required Required the City Clerk GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted. 2/4IO2 Do not duplicate or distribute without prior written petmission from GGS(909)337-3516 Revised: 5/4/1 J Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record Destroy Inactive Image: 'Paper Active Total Media 1=Import (OFR) (Off-site, Vita 17 after (in office} OD or Mfr) Retention. Options M=Mfr Imaged& =Scan If the record is not fisted here refer to the Retention for Cif -Wide Standards Retentions be in when the act is completed, and imptv e full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litz atian claims cam laints audits,Pending records re uests. ndlorinvestiaationssuspmend normal retention Periods retention resumes after settlement. Public Mag, Yes: 1 Works f PW-118 Reservoir Plans P P Yes(ail) Mfr,©D, S year GC§34090 Engineering Ppr Public Mag, Department'Preference; GC§ Works 1 PW-035 Sewer Lift Stations Plans P P Yes(all) Mfr,OD, S No 340904 Engineering Ppr Public Mag, Works 1 PW-036 Sewer Plans P P Yes(all) Mfr,OD, S No Department Preference;GC§ Engineering Ppr 34090 Public Mag, Department preference(3 years Source Control 1 FOG{Fats,Oil Resolution+ Resolution+ Yes: 6 Works 1 PW-037 and Grease)-Cases 3 years 3 years Mfr,OD, S f I mos is required);40 CFR 403.12;GC Engineering Ppr §60201 Department preference; NPDiES Public Works f PW-038 Stormwater Annual Reports 1 10 years 10 years' MMag, 5 11 Yes: 2 Monitoring records are required NDPES Reports years for 3 years; 40 CFR§§122.21, Engineering Ppr 122.41 Public Mag, Department preference; Data is Works 1 PW-039 Stormwater Database Indefinite Indefinite Mfr,OD, S 1 I Yes: 2 interrelated; system qualifies as years a"trusted system";GC§§34090, Engineering Ppr 12168.7 Public Mag, Yes: 2 NPDES Monitoring records are Works 1 PW-040 Stormwater Lab Reports 3 years 3 years Mfr,OD, ' S f I required for 3 years; 40 CFR Engineering Ppr yearn §§122.21, 122.41, 122.44 HUNTINGTON BEACH, CA, 01 995-2 0 1 1 Gladweli Governmental Services,Inc,-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised. 514/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) Retention " Options M=Mfr OD or Mfr) S=Scan Imaged& ff the record is not listed here refer to the Retention for City- Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 are since destruction is normal;Performed by file folder. iti anon claims complain audits ndin records requests, nr investigations sus end normal retention perdiods retention resumes after settlement. Public Mag, NPDES Monitoring records are Stormwater. Industrial Notices/ Resolution+ resolution f Yes: 2 Works 1 PW-041 Code Enforcement/Violations 3 years 3 years Mfr,OD, S l I years required for 3 years; 40 CFR Engineering Ppr §§122,21, 122.41 When No When No Department preference Public Longer Loner Mag, (inspections are performed at Works/ PW-042 Stormwater: Inspections Required- Required Mfr,OD, S l I Yes: 2 least once every 5 years); Engineering Minimum 6 Minim'ufn 5 Ppr years NPDES Monitoring records are years years required for 3 years; 40 CFR 122.21, 122.41 I Mag, Department Preference;City Yes: Until Yes: 1 City Clerk PW-043 Streets(Vacations,etc.) P P Mfr,[]D, S Clerk Maintains Originals;GC Completed P r year 34090 City Clerk PW-044 Subdivision Fifes Completion+ P P Yes{all] Mag, S Yes: 1 Department Preference(City 2 ears Mfr,OD, year Clerk is OFR);GC 34090.7 Public Works 1 PW-045 Tragic School Information(Traffic 10 years 10 years Mag, Ppr Department Preference;GC Engineering Safety Issues,etc.) §34090 Public Department Preference;GC Works 1 PW-046 Traffic Special Surveys 10 years 10 years Mag, Ppr §34090 Engineering When No When No Public Longer Longer Department preference(required every 5 years, but can Works 1 PW-047 Traffic Special Surveys Required- Required Mag, Ppr extended to 7 or 10 years);GC Engineering Minimum 10 Minimum 10 years I I Vesta- I I 1 §34090;GC§34090 HUNTINGTON BEACH, CA,01995-2011 Gladweli Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record Image. Destroy Inactive Paper Active 1"otel Media 1=Import (OFR) {Off-sits, vital? after (in office) Retention Options MRMfr ©D or Mfr) Imaged& S-Scan prd is not listed hens refer to the Retention for Cit -Wide Standarr/s s bt in when the act is corn leted and im ! a full file folder e. . last document+2 ears since destruction is nonnall erfarrned b file folder.claimscorn faints audits endin records re oasts and/orinvest{ ationssus end norms{retention eriods retention resumes after settlement. "6ransportation Permits(Wide Yes: Until Works{ PW-04t3 Load,a#a} 2 years 2 years Completion Mag, Ppr GC§34090 Engineering MAINTENANCE&GENERAL,SERVICES Public Works{ Mag, Yes: After Department Preference; GC Maint.& PW-049 AB 939 Implementation 10 years 10 years Mir,OD, 5 1 year §34090 et.seq. General Ppr Services Public - Works I Banner&Pennants(Installation& Maint.& PW-050 Removal) 2 years 2 years Mag, Ppr GC§34090 General Services Public { Beach Closure Files{Ocean Ma Claims can be made for 30 years Works Closures{Stormwater Runoff g' Yes:. 2 for toxic substance exposure;8 Maint.& PW-051 2 years 28 years 30 years Mfr,OD, S{1 General (Investigations to determine Ppr years CCR§3204(d)(1)et seq., GC Services source,eta.) §§12946,34090 Public Works{ Confined Space Entries(Permitted Cade of Federal Regulations Maint.& entries into sewers and storm Mag' Yes: 2 requires 3 years for all PW-052 2 years 3 years 5 years Mfr,OD, S I I General drains in order to comply with P years monitoring records; 8 CCR r Services regulations) p §5158 or Utilities HUNTINGTON BEACH, CA, 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514l15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Category ID# Records Description Retention I Disposition Comments J Reference Record Image: Destroy - Inactive Paper Active Total Media I=Import ROFR] [Off-site, Vital? after (in office) OD or'Mfr) Retention Options M=Mfr Imaged& S=Scan if the record is not listed here refer to the Retention for City—Wide!e Standards etentions be in when the act is completed, and imply a full file folder e. . last document+2years), since destruction is nonnally performed by file folder, •ti ation claims complaints, audits.pending records requests, and/or investi ations sus nd normal retention periods retention resumes after settlement. Public Works 1 Life of Life of Department Preference;GC Maint.& PW-053 Equipment Maintenance History Equipment+ Equipment+ Mag, Ppr §34090 General 2 years 2 years Services General Files: Copies of records Copies- Copies where other Divisions or When No Wtwn No Lead Dept. PW-054 Departments are the Lead Longer Longer Mag, Ppr GC§34090.7 Maintenance Operations) Required Required Public —- - Works 1 General Files: Originate Maint.& PW-055 2 years 2 years Mag, Ppr GC§34090 General (Maintenance Operations) Services Maintenance Service Contracts Statewide guidelines propose? Fire„ (MSC)-NON-INFRASTRUCTURE Public -Contract Administration Records years;2 years for blueprints Mag, specifications;Statute of Works 1 PW-056 (examples: Maintenance,Street Completion+ Completion.+ Yes-Until Mfr, OD, S yes- 1 Limitations is 4 years; Errors& Maint. & Sweeping,Consultants, 5 years 5 years Completed year General Landscaping, Slurry Seals,Tree Ppr Omissions acres not apply to Services Trimming, Leases, Professional these contracts;CCP§§337. 337.1(a),337.15, GC§34090 Services etc. Fire, - — Public Life of Life of Mag, Covers statute of limitations; Works f PW-057 Playground Equipment E ui Equipment+ Equipment+ Mfr.OD, S Yes: 1 CCP 338 et se 340 et se Maint. & Ygq P q year §§ q•' q'" General 2 years 2 years Ppr 342, GC§§945.6,GC§34090 Services I I i HUNTINGTON BEACH, CA.@1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 I I Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record - Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (In office] (Off-site, Retention vital? Options M=Mfr after OD or Mir) S-Scan Imaged It the record is not listed here refer to the Retention for Cit -IAvide Standards Retentions begin when the act is completed,and imply a full file folder(e.g. last document+2 ars since destruction is normally Performed by file folder. - it' atr`on claims complain audits ndin al reten-q records requests,ar rival n eriods(retention resumes after settlement. - Public Works l Maint.& Pressure Vessel Permit(Propane, Expiration+ Expiration+2 Mag° Yes: After General PW-058 etc.) 2 years years` MfPp D' S 1 year GC 34090 Services or Utilities Fire, - Public Works 1 PW-059 Recycling Program 5 years 5 years Mfr,OD, Department Preference; GC Maint.& Ppr §34090 et. seq. General Services Public I Department Preference;City Works! Solid Waste Program Mag' Clerk is OFR for all actions; 14 Maint.& PW-060 (Administration) 5 years 5 years Mfr,OD, CCR 18813.4;GC§34090 et. General Ppr seq. Services Public - Consistent with Work Orders and Haunts& PW-061 Street Maintenance(Overlays, 3 years 3 years' Mag Ppr Operational Complaints;CCP General Repaving,Slurry Seals,etc) §§338 et seq.,340 et seq.,342, GC§§945.6,GC§34090 Services Public Works! I Consistent with Work Orders and Maint.& PW-062 Street Sweeping Records 3 years 3 years Mag Ppr Operational Complaints; CCP §§338 et seq., 340 et seq., 342, General Services GC§§945.6,GC§34090 HUNTINGTON BEACH, CA.01 995-20 1 1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2J4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5J4/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA3 Office Record of Category ID#' Records Description Retention I Disposition Comments l Reference Image: Destroy Inactive Paper Active Total Media I=import � (OFR} (Off-site, Vital? after (in office} OD or Mfr) Retention Options M=Mfr Imaged S S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is cam leted and imolv a full file folder e. . last document+2years),since destruction is normally performed by file folder. Litigation,claims complaints, audits,pendirm records requests, and/or investi ations sus rid normal retention periods retention resumes after settlement. Public Works I Covers all Statute of Limitations; Tragic Signals: Maintenance& Maint. & PW-063 Timin ht Maintenance 10 years 10 years Mag, Ppr Department Preference;GC General g; Street Lig §34090,CCP§337 et seq. Services Public Works I Mag, Department Preference;GC Maint. & PW-064 Tree History and Locations P P Mfr,©D, S I I No §34090 General Ppr Services Public Works I Tree Petitions with Curb or gutter Work o Consistent with Work Orders and 1iy Maint.& PW-065 repair I replacement(want tree Completed+ Completed+ Mag Ppr §§338Operatet s Complaints;CCP General replaced)-Not Funded by a Grant 3 years 3 years §§338 et seq., 340 et seq., 342, Services GC§§945.6,GC§34090 Monitoring and Maintenance Public Underground Storage Tanks(City records are required on site for 3 Works I Owned)—UST Monitoring and years,6%years for Cathodic Maint. & PW-066 Maintenance,Release Detection 7 years 7 years Mag, Ppr protection maintenance,5 years General Systems,Cathodic Protection for calibration&maintenance of Services Maintenance Records release detection systems; 23 CCR 2712(b); H&S§25284.24(i) Public Works I Mag, Department Preference; GC Underground Storage Tanks Yes: After Maint. & PW-067 (USTs) 10 years P P.. Mfr,OD, S 1 year §34090 et.seq.,23 CCR General Ppr 2712(b), H&S §25284.24(i) Services HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5f4f 15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive Total Media Isimport Paper (OFR) (In office) (Off-site, Retentlon Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& f 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 bt file folder. Litigation,claims complain auditspending records requests, andlor investi ations sus rxf normal retention periods ;retention resumes after settlement. - Department Preference;If a motor carrier, required for 18 Public months after vehicle is sold;CHP' Works! Vehicle Folders: Includes Disposal of Disposal of requires life of vehicle;OSHA Maint. & PW-068 Maintenance History,Accident Vehicle+2 Vehicle+2 Mag, Ppr requires 1 year;8 CCR§ General Reports, etc. years years 3203(b)(1);49 CFR 396,21(b)(1); Services 49 CFR 396.3(c);CCP§337 et. seq., 3 CCR 1234(f); GC §34090 Public Waste Hauler Invoice Detail Works l Department preference(meets Backup/Rainbow Disposal Invoice Maint.& PW-©09 Detail Backup{not sent to 5 years b years Mag, Ppr municipal government auditing General Finance} standards);GC§34090 Services Fire, - Public Works City Clerk maintains originals i PW-070 Weed Abatement 2 years 2 years Mag, Ppr that are presented to Council(for Maint. & General liens); GC§34090 Services HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without,prior written permission from GGS(909)337-3518 Revised: 514115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Category ID# Records Description Retention f Disposition Comments 1 Reference Record Destroy Image: Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention, Vital? Options M=Mfr after OD orr Mf 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 ccmm feted and imply a full file folder e.q. last document+2years),since destruction is normally erformed by file folder. - Liti ation claims complaints, audits, nendina records requests,andlor investi ations suspend normal retention periods retention resumes after settlement). TRANSPORTATION Public Temporary Traffic Control Plans Works f PW-071 and Permits 2 years 2 years Mag, Ppr GC§34090 Transport. Public Covers all Statute of Limitations; Works 1 PW-072 Traffic Control Devices-Signs, P p Mag, Ppr Department Preference;GC Transport. Signals,etc(locations,placement) 3409t7,CCP 337 et seg. Public Traffic Control Requests(red Department Preference; GC Works 1 PW-073 10 years 14 years Mag, Ppr Transport. curbs,stop signs,etc.) §34090 Public Traffic Counts,Summaries, — - Department Preference;GC Works 1 PW-074 Reports 10 years 10 years Mag, Ppr §34090 Transport. Public Covers all Statute of Limitations; Works 1 PW-075 Traffic Signals: Maintenance& 10 years 10 years Mag, Ppr Department Preference;GC Transport. Timing;Street Light Maintenance 34090,CCP 337 et seg. HUNTINGT©N BEACH, CA..01995-2911 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2l4102 Go not duplicate or distribute without prior written permission from GGS(909)337-3515 Revised: 514l15 Ver. 18,1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category ID# Records Description Retention![disposition Comments l Reference Record Image: Destroy Active Inactive Total Paper (OFR) (Off-sits, Media 1=Impart (in office) Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& f 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 fire folder e. . last document+z yewrsj,since destruction is normally performed hy file folder iti atiorr claims complaints, audits,pendina records requests. and/or investi ations suspend normal retention riods retention resumes after seftlement. UTILITIES(WATER f WASTEWATER Public A Department preference;State Annual Consumer Confidence Mag, Yes: 2 law requires 12 years,federal 10 Works f PW-076 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; Domestic Works! PW-077 Backflow Inspections/Approvals 5 years 5 years Ppr water system inspection with Utilities County administration;GC 34090; 17 CCR 7605 Public Beach Closure Files f Ocean Claims can be made for 30 years Works f Closures f Sewer-Related Mag' Yes: 2 for toxic substance exposure; 8 PW-078 Engineering (Investigations to determine Ppr 2 years 28 years 30 years Mfr, OD, S!I years CCR§3204(d)(1)et seq.,GC &Utilities source, etc. 12946, 34090 Public I Mag, Yes: 2 Consistent with Chemical Works 1 PW-079 Calibration Records 2 years 10 years 12 years Mfr,OD, S l 1 Reports;40 CFR 141.33(a);22 Utilities Ppr Years CCR 64470 -- _ Department preference to be Public Catch Basin Maintenance& consistent with NPDES Works! PW-080 Reports 3 years 3 years Mag, Ppr Monitoring records(3 years); 40 Utilities CFR§§122.21, 122A1, 122.44; GC§34090 Chforine&Fluoride may be considered as toxic substances and claims can be made for 30 Public Chemical Reports(Chlorine, Mag' Yes: 2 years for toxic substance Works! PW-081 Fluoride, Nitrates, etc.) 2 years 28 years 30 years Mfr,OD, S/I ears exposure;State law requires 12 Utilities Ppr y years, Federal 10 years for all chemical analysis;40 CFR 141.33(a); 22 CCR§64470; 8 CCR 3204 d 1 et s HUNTIN GTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.%all rights reserved Adopted: 2/4IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media [-import Paper (OFR) (Off-site, vital? after (in office) OD or Mfr) Retenftn Options M-Mfr Imaged& S=-Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a fall 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 nd normal retention periods retention resumes after settlemen€. MSDS may be destroyed as long as a record of the chemical 1 substance 1 agent,where& Public Chemical Use Report Form I Mag' when it was used is maintained Works PW-082 2 years. 28 years 30 yearn Mfr,OD, S Material Safety Data Sheet Yes: After for 30 years;Applies to qualified Utilities (MSDS)I SDS(Safety Data 1 Ppr Inactive employers;Claims can be made Sheets) 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 1 PW-083 Concerns: Drinking Water Odor 1 2 years 3 years 5 years Mfr,OD, S 1 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 Department of Public Health! Domestic water system Worsts I PW-084 Department of Health Services 10 years 10„years. Ppr inspection with County Utilities (Correspondence,etc.) administration(State Program- Title 17)GC§34090 Department preference(City has Public Hazardous Waste Hauling 1 Mag' Yes: After "'cradle to grave"liability);only 3 Works 1 PW-085 Hazardous Waste Manifests P P Mfr,QD, S 1 year years is mandated;22 CCR Utilities Ppr 66262.40; GC§34090 Public Works 1 PW-086 Hydrants: Flushing 10 years 10 Department preference; GC years Mag, Ppr Utilities Public Expiration+ Explration+2 Worsts I PW-087 Hydrants: Temporary Permits 2 years yearn Mag, Ppr GC§34090 Utilities HUNTINGTON BEACH, CA. 01995-2011 Gladweil Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 514115 Ver. 18.1 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) (In office) (Off-site, Retention Vital? Options M-Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards - Retentions beoin when the act is coo leted and imply a full Fite folder e. .last document+2 ears since destruction is normally performed by fife folder. °ti afion claims cam laints audits pending records re uests and/or investigations sus end normal retentionpernfijads retention resumes after settlement. Public Manuals-Operation and Life of Life of Mag, Works} PW-088 Mfr,OD, S No Administrative value;GC§34090 Utilities Maintenance for vanous equipment Equipment Equipment Ppr Public Mag Department preference; Data is Works 1 PW-089 Meter Reading Databases indefinite Indefinite Mfr,OD, S}I Yes: 2 interrelated; system qualifies as years a"trusted system"; GC§§34090, Utilities Ppr - - 12168.7 Public Consistent with Operational Works} PW-090 Meter Shop Log Sheets}Job 3 years 3 years Mag, Ppr Complaints;CCP§§338 et seq., Utilities Tickets 340 et seq.,342,GC§§945.8, GC§34090 Covers statute of limitations for Public Permits: Natural Gas, Propane, Expiration+ Expiration+2 Yes: Until contracts(4 years); Statewide Works I PW-091 etc. 2 years Mag, Ppr guidelines propose Pennanent; Utilities years Completion CCP §337 et.Seq.;GC§ _.. 34090 Public Works} Pressure Vessel Permit(Propane, Expiration+ Expiration+2 Mag" Yes: After PW-092 etc. 2 ears Mfr,OD, S GC§34090 et.seq. Maint.Or y year8, Ppr 1 year Utilities Projects&Facilities; Copies- Copies Public INFRASTRUCTURE Final When No When No Mag' Yes: 1 Engineering maintains originals; Works} PW-093 Yes(all) Mfr,OD, S Specifications and Plans Longer Longer. P Engineering r year GC§340903 Reservoirs Wells etc. Re Hired Required p Public Pump Stations and Production Mag' Yes: 2 Administrative Value;GC Works 1 PW-094 Reports P P Mfr, OD, S}I Utilities P r years §34090 Public Mag° Administrative Value;GC Works} PW-095 Reservoirs(all records) P P Mfr,OD, S}I No Utilities Ppr §34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-:ill rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 10.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS 'Page PW-19 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive Total Media 1=Import raper (OFR) (Off-site, Vital? after {in office} OD or Mfr) teteAtion Options M=Mfi 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+2 ears since destruction is normally performed by file folder iti ation claims Complain audits pendinq records requests, and/or investi ations suspend normal retention errods retention resumes after settlemnent. Public When When Transitory Records;GC§34090 Works I PW-096 Routes(Reading,etc.) Superseded Superseded Mag, Ppr et seq. Utilities Public J --` Required for a minimum of 5 Wanks f PW-097 Sanitary Spills and Overflows 5 years 5 y®els Mag, Ppr years;40 CFR 122.410)(2); Utilities (SSOs) SWRCB Order 2006-03;40 CFR 122.410)(2);GC§34090 Public Works f PW-098 Sanitary Surveys of Water System 10 years 10 years Mag, Ppr 40 CFR 141.33(c) Utilities Department preference; Data is Public SCADA: Supervisory Control and Mag' Yes: 2 interrelated; system qualifies as Works! PW-099 indefinite Indefinite Mfr,OD, S 1 I Utilities Data Acquisition Ppr years a"trusted system';GC§§34090, 12168.7 Expiration of Expiration of r Public Self-contained Breathing Certificate- Certificate- Mag' Yes: After Certificates are issued for 3-5 Works I PW-100 Apparatus(SCBA) Minimum 2 Minimum 2 Mfr,OD, S 1 year years;GC§34090 et. seq. Utilities years years Ppr Public Consistent with Work Orders and Works 1 PW-101 Sewer Repairs&Investigations 3 years 3 years Mag Ppr Operational Complaints;CCP Utilities §§338 et seq., 340 et seq.„342, GC 945.6,GC§34090 Department preference;plans Public Sewer System Management Plans must be updated every 5 years, Works 1 PW-102 (SSMP) 5 years 5.years Mag, Ppr audits are required every 2 Utilities years;SWRCB Order 2006-03; 40 CFR 122.410)(2);GC§34090 HUNTINGTON BEACH, CA.01995-2131 f Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off-site, vital? after {in office) CD or Mfr) Retention Options M-Mfr Imaged& S=Scan f the record is not listed here refer to the Retention for Gil -Wide Standards Retentions be in when the act is completed, and imply a full file folder e.q. last document+2 ears since destruction is normallyperformed by file folder. Litictation,Claims complain audits ndin records re uests and'or investi ations sus nd normal retention periods retention resumes after settlement. Public Department preference;Spill reports have the potential to be Works 1 PW-103 Spill Reports 5 years 5-years Mag, Ppr involved with Clean Water Act Utilities actions;GC§34090 Public Works 1 PW-104 System Chlorination&Fluoridation 2 years 2-years Mag, Ppr GC§34090 Utilities Public Works 1 PW-105 System Flush 2 years 2 years Mag, Ppr GC§34090 Utilities _ Public TV Collection Line Inspection Tapes l CCTV 1 Video Inspections 1 Department Preference; GC Works i PW-106 Video Tapes or Digital Recordings P P Mag §34090 et seq. Utilities all lines Department Preference (Required for 3 years);the warrantee period for work done Public Underground Service Alerts is usually 5 years,the Statute of Utilities Works f PW-107 {USA's}--City 3 years 3 years Ppr 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- Utilities Works 1 PW-108 Vulnerability Assessment +5 years +5 years Mag' Ppr 2(c) Outside Water Districts(outside agencies)1 When No When No Non-Records used for PW-109 Longer Longer Mag, Ppr administrative purposes;GC District Projects outside City Boundaries Required Required §34090 _ Public Water Production Recording Mag'` Yes: 2 Consistent with other records; Works 1 PW-110 2 years 3 years 5 years Mfr,OD, S 1 I Utilities Charts P r years GC§34090 HUNTINGTON BEACH, CA,01995-2011 Gladwall Governmental Services,Inc.-all rights reserved Adopted: 214IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4115 Ver. 18.11 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of Category ID# Records Description Retention!Disposition Comments I Reference Record Image. Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) OD Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& Plh record is not listed here refer to the Retention for Cit -Wide Standards ntions be in when theact is com leted and im l a full fete folder e. . last document+a ears since destruction is normall rformed b file folder tion claims com laints audits endin records re nests andlor investi ations sus end normal refenfic+n rinds retention resumes after settlement. blic Water Production Re orts-orks 1 PW-111 p 2 years P p Meg, Ppr Department Preference;GC Utilities Annual §34090 Public Water Production Reports- Works l PW-112 p 2 years P P Meg, Ppr Consistent with other auditing Utilities Monthly standards;GC§34090 Public - Meg, State law requires 12 years, Works f PWA 13 Water Quality Reports(also see 2 years P P Mfr,OD, S i I Yes: 2 Federal 10 years;40 CFR Utilities Chemical Reports) Ppr years 141.33(a); 22 CCR§64470 Public Meg, Department preference(only 5 Works f PW-114 Water Reports&Sampling: 2 years P P Mfr,OD, 51 I Yes; 2 years is required);40 CFR Utilities Bacteriological Organics Ppr years 141.33 a ; 22 CCR§64470 Lead and Copper are required Public for 12 years or 2 compliance Worms I PWA 15 Water Reports&Sampling: 2 years F, (' Mfr OD, S I I Yes: 2 cycles(some compliance cycles Utilities Chemical, Lead and Copper Ppr years are nine years);22 CCR 64400,25.22 CCR§64470.40 CFR 141.33a ;40 CFR 141.91 Federal: Bacteriological analysis Public Water Reports,Monitoring& Meg, are required for 5 years, Works I PW-116 Testing(maintenance,strip chart 2 years 10 years 12 years Mfr,OD, S 1 l Yes: 2 chemical analysis for 10 years; years State law requires 12 years, Utilities recordings) Ppr Federal 10 years,40 CFR _ 141.33 a ;22 CCR 64470 Public Meg, Administrative Value;GC Works 1 PW-117 Well Records P P Mfr,OD, S 1 I No §34090 Utilities P r HUNTINGTON BEACH, 'CA,ol995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Res. No. 2015-15 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 May 4, 2015 by the following vote: AYES: Posey, O'Connell, Katapodis, Hardy, Sullivan, Delgleize, Peterson NOES: None ABSENT: None ABSTAIN: None City C k and ex-officio Ark of the City Council of the City of Huntington Beach, California