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HomeMy WebLinkAbout2019 Records Retention Schedules / Authorization for Amendme April 8, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Administration Version Number being approved: 11.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. Departrn' t Head Date e /0/ City CI rk Date *142— 5 7 - i9 City Manager Date /V/ City or y Date U) a) y I N In w '- coo E p ,- 0) U CO. 0 -0 M 1-0 a) c N. m -a 0-U > N Ts a y rn p E CO a) u) C7_ v a `- O J iii 4- 0 O • a' M N a W a) 0 M 00 5 y U o ? 0- Ecco, N � U Q W c 0 OL 0) coy > M o a) cm E O O > E o) a) a)I C w 0 O O O a7 U U cp Tr O a) �' .c N V m a U N y M 0 H a) a) c07 C c0) C Q a N C -O c0') .— = ` o 0 0 U Z 0 O U 2 M E °n' co 0 < o Z otf -a I tr, Lam. o a) v) a V rn� 0 E a) _c a`) aa) 0 a as as O o w } ? 0- E a) h co ci o - c ,c a Z 0o U aai m cn O E 2N aNi H Q Q y w p. a a s a a a a te alLa o 2 a a a a a a a a. 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LL coi U L c c a) o a) x 0 O o Et a N o .� O N _o c Q a) a0) Q 0- a0i t = a=i .- i6 c L m cr as rn aEi a aEi ° fl (� 'o C 4 4 i �' as c a) L E v) y 0 a) ui " co - o - a' _ _ w v a c ;c o v aa) E g , E c c U U °? ... • m -aa -0 w e 3 r o w o `0 0 ao W a ai 7-1 vi < < Q2 < U U U U O W E. m N. O .a _ Z o _ m `o `°a) c0 a N 0 0 0 0 0 0 0 O a o f 0 0 0 0 0 0 0 0 0 0 0 3 0 a 0 a 0 a to a a o z o CO .O 0S Q Q Q Q < < < Q < — D U •w a' -E Z c a) aa Ure o o o c c c c c c c c = _ CCU April 8, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Business Development / Successor Agency Version Number being approved: 13.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. i ,. .,./(//' ,f-- -' -,/ Department H a Date 4 5, 7-4-14, ,4lil____ c- 7 - / -, City Clerk Date 5- 7- /r City Manager Date r / G ,, City tto ey D to • °oN C O N � dN' 0 14/3)a) d U� EJ E M a) oC p�rcy) a —O p` M O c)) Ma) aici) O Ow c � rw O )!') LLce Q w3 Nv >.a) y �o U o `° af°i o o N ,� Uor �° `� oNa) -- NN � � ch O du- � N i C EU O00co O pd C NCD a) N � N " NL_ Q � o f �, .0 0 OOE O 1. —ui O -0 c c N w v0 co U c E. f0 0 c"�E O cc, O E .�. 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U >c �U) � >, 0 E Z ,= 1 3 c O co 0 M , W o .co _ 0 W O Ti O 0 8 O — y Wa LI o .E oL. m 71) w a) 83 o. `�us C '— a) cu CO 0 a) ai O) Q C Y > Y p 5 O C w+ Ce L.O I Q Q E Q) ,� N co N co co Luy O U o LOCC N H _.V O d W0 a) a a) > m C .) 3 W a) a m E E Z E a) V � a 0 � a 3 iL = 0 = _ 2 = Q W c... Cl a) .o v m o a CI. N• CON N 0 0 0 - N E O 9 0 O O 92 mm m m m ZO ' V n ='I. .� m Z c p co V • N CO co =O 'C Oco a / a N N D dO Q 2 CCo a) � � O c.) 0 • 'D . > C C N > y O0CCo .N > .c7) N . , O � i7 a 3 a)° CO CI CO CI 7 a m0 a m0 7 m0 a) O C -a N N tip')O v a) O @ C O C) 7 y M eL co W M c -V V a) 0,-) N C.) �U o N O O U cou) N _co) Ncno O❑ a) 8 V Uo OO r C0 U ti Q) Ncl)a) cL CO c U U ct r NC1 Ua) c oi ci .N� cm 0 a) U0M CO CO d � 0) ` Q c °1 Uric ) ooa) = o tm Q) m a) V) i LL d N ,:U VvtU w CD a ascC O w m •' -c 0cc), on C� tp' - caE N NYO 0 a) NON UU I' v a) L coC C . a c0p N� E amm m `" oj g 2 N a) rn in- ii in' o > c 29C C c oaco cos ac ^ O> ) CC Ce a o _ o L) , 'L z p a OO . ( U Z E 2. 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O + 0 ` ` 0 -O 0 U7 2 +' N as (U Z N N Z U) E fn + ,^ O c a) C C C T a)rts c O)'� C .� a) (O L v/ n. a W ~ d N E J E Ln c a r J Q j • >, o 2_ a' + y i + N > (Y ct m u 'I v w C O o a (b O U M D co co co 0 • c0 U C • N C m y aj } O �n O •p O a) W a) " aL. u insImm:u EL.o -0 co 0 a a) € � a a U ON a) + w Z N H O f- _ w w ti a) c �; fn a Z o U a) o c a .. y o ~ o 0 E �v m Q a a) ci ~LLI a o .E o e�o °) E vi E > aEi o as ac o c' 5 LLI Ce H C y J c > a O ,D 7 '' O co rn Y y m a) a. c>i CZ 3 p coN 07 coe c c0 Q c p E N E U m Q a) 2 c a) V) CL t� > o) c > O c N a a M c .. co U N r T J N O) Q a `o c =) aai Ego °) O O �o =) E °= 0 a¢ C U p as o o ii a) E 0) � cw a) 80 OO O _C d t N C C_ H y N O to N C c N y �p wCL ` O N U Y O C O T w a w w cLo N > 2 U w U C .0. .O U c O. .co) to 7 co 'O t) o U �' o L p rn c c c d m e d d Q 2 .. w o mwu a) 0- co c LX .� CC _ 0 Cetn IX w o t a) .0 Z a w N (0 CO O) 0 N co Q O 2 c E O O 9 O O N O O i ' 2 °a = 3 0 0 0 0 0 0 2 0 o C7 .° O c0 c0 CO CO CO m m co Z n >, a) 0 Ce OU N C 7 0 a) 0 y 0 N 0 O a) O a) O >, c = c.) c) LL 0 0 c a) c O) c N U c c a) C N w X 0 Of 7 7 N 7 w 7 N 7 N 7 N 0 O O .�_ CO p CO 0 CO O U Co p COO 030 Q Ct J I rF • • April 11, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: City Attorney Version Number being approved: 9.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the reso►ution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. 444? Depa ent Head Date €-P0-44&, 9S.itz-tt, c.31/4// City Clerk Date /%142— 5. 7 �Q City Manager Date City orney Da r • . . . 9- y N N M O 0 7 i _ N C E N O U _ T co,U U) w O v U O > T (Ni LO i . w _ T > o „d C ..... o C N O u) -0 T.O 0 O\ Q 0 a) f6 cvinU U O o . U E >, cQ U y -oi/) o u) c 8C7o U � = -0-, co' U, - as -p c° a) c m o a) -tNa aa) 0 2 a) o a) (NC-- Cl- c 0)cs rn m m 'a) >, a a a) O C T O O co N - O O >,0) (O oO 0 C a) N ram„ a) = to ` E' _C LU 0 a) a9 w U) 0 o ,,,'C1 [0 a) 0 0. Q.0 °' as o m + � � rn I•E TocO `°'o vcoo E 0.) co ° O > E U y U a' C ,- M p -' al p o — U o C 0p a) y C O 0 (3 E 0 U .4 0 co) -- o u) 3 L U u)•7 Q M c aci �� Q `o t _ c c ,47 ca. N O --c N •N N 8 C 3 c N 74,12 3 N U w �' .E a o o m U ' coo' m ° a o a ° `� v o a) U aa) o °.Q U aaci = � J > 3 U � U ca col"u) E T U >, � m co CO w 0 CL 'o -o 2 0 63 a a c a►V m a) a � 0 ai - 0 a) - 0 I a`)) - 0 ow a. �a al m } Qxs } ¢ . rQxs } ¢ xs p a) as `a E co . Cl') cn Cl) Cl) >- - n N o. aa)) W _ ` _ .. N p Z = m o � � � a Et s- a CC =a o 2 c g a _ �o m1 03 CO0 N o 0 CO y 2O 20 20 20 Q F." ,cpo ao = "E' = c y c ° = 1 cn w. U o -0 •� ria) } cl c W = • c0i N -o J O c c a) a) E Lc) u) o o ° = d C y _ _ = + + u) Z 3 o f Z 0 a.) �? ; v m � Ea) -- mm ccc5 co a)a -' N � . u) W L' E'• ' as O -O 'C. ate) >. >, .0 J a)'c .0 _i N N = c E,v3 uv) 's t g o, Cl) G + cb Z > a)" ca .°• E 0 p C 7 U .1 O y a) >, ui 1-- = 00 00 0 o .c >., v n Z 1 `O a ro E 2co 01 Lu y N '�i a) co m 1,-; _ — 0 0 -0 - rn WN o p, > + + Z a) a) o 1/2Z a) co 0 Q C N 0 T (� T J a) = T . J 0 E Ur -o "o > C > v; 0 o V �= y N .� cu w N o W w a ii CD U aa) = v .N o O f° eh aa)) u) aE) ai I m 3 E Q. p CO m c m U a) p 0. a0 0 0 0) Q I a) 3 o C U O) 1 0) J Q LC) .. 0 c J a) J 0 i To `O U obi 3 o o as 0) — o ci E E o) d o = to a) u) a) a) . 'n •a a) 0 0 0 _ J 0) as Q a L1 >` 0 Li= 0 O CD (I , Q C "U" C L o) v o a) E i , a) 0 ca a) o ° 0 = L O -O 'O CD U w U .m y C O 0) C C- . «) y U a) U a) 7 • Q 7 V J = CO J (n a' W Q ik oco w CO N ) a, .c Z -o 'C.. o) Q N O Q o c w v E o 0 co o H 0 , U 0 0 0 z U o co _ c'i Z a Cr; y ~ U 'm Z o _ - c CD w y 0 T >, > Q o O 'O 1 U 0 G a) I 0 a) a) 2 0 °' c 0 ° .0 wE we wE o iw C ro (� O 0 O 11 0 O -0 N '� Q Q Q J April 8, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: City Clerk Version Number being approved: 32.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. // -0,7 De4rtrlient Head Date City Clerk Date /41/42— 57 ty City Manager Date City At ne Date ..- o -0Z' aa)) C 0 J O 0 CUB v c U 0 • a N i- U d U 0 � o E U I @ ao d C c M d c c ul u) Q rn N 01 CC N a) _ N a) c co O O .P w coy ) N O V ` 0 co er "Cr d w of 2 0 gj y N - -0 (a a a) d d d N _Q E p >, o0OM N a N a) � Q O� C rn c � � � Uoo rn a a) a) o , Q .t0 E coon Eo . 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W N m � C o -c00 To 0 CO ca as a) Ce a c (�cn N Q 5 J N O O N O L J a1 d O N U` V -- -- a v_ N O E 0 W � =' 42 Ti) c c o C U O 116 Cl) M 3 E a O - C N Q • �• - •C cU O - O < y y C) c co c co N N � `- a QUi In O D1 rn a o oa m o a) a) - rn 3 w it c o t o o JCCu_ Q o a0 0 o °' -° 0) Cr) f° Q C � C w co U o Q IX o E as N E u, o o 0 �n �°pp w ° U 2 ,.• U a >, C N tO a C E c N U 0 0 ) V 0 a) .� a .� as Q a H c�i N E R p aU a( < cn O a) a) a3 a) a) -o >, a) a Z W ra a 0 0CL a I- W < ma < co < ) m N o a = @ Z a a o 0 0 0 to o o co o co p `o Z' N a) E N Cl st p� N N I-- O - -0 OU O O O O 0 O O O co 0 0 c3i O ao O ,c co `-' ,- ' ' 0 ,- r ,- Z c,i (o G • o E H -o co U !1 > oa o z , a -6 a -6 -6 -6 Y I 20 0 0 o a o a) a) a) 0) a) a) a`) m a) a) � o c 0 U 0 U 0 0 U U U U = - U J U U U U U 0 0 J a) N U a) �f) 'U ' O - NO Tr U a) O N L 7 N O 0 a Z . O + 0 E O 2 (� Ta U w a= � '- UN • 0 QE ai aa0i � o a) ULt w a� LL coy > a�i Y W N y o 0 0 o cm 0 w 0 c C a) •— a) -• • .r 4 vi c 0 U �+ a) w m > m a� O a) :) E EN `� N 'ocIi m m O N a)) aa)i co •E w a) o >.o D U co U c o .� N p c E a0i U > as O v O O • a) Li- cos:). ` ((0) O a p E a� X o o M a) o_ v o m a�6i U a z co a) a) a, E co') N (/) >+ (") Z V) >.V) C� Q `m o ad a E �+ �, c O a N•� N in._ as 0 co -Q N Z Q T •0 a — a Ct a) y a) 0 w (Co O N E E Ew "n a 2 (0 .o cii Lis o § Cd O d L �2 w LU g- V oo oa • o I— ,c 03 5 ° .o LJ.I o p o c—I c Immo so c a) 1 L c a�i d W 0 © c v- CO -a c '-Z c0s � a o R m O O N O X N +) N r Cl)U Na rtE w u� •m Z + a0i — w Q. > � Z co a lL h U o E 0 - co W 5 v vo o �' M .0 "ro ro .� ZM W oro cIL C I • a) M Ce ov > u a O> ; + N ID' o + c + E •A N a ai c w e 5 z o a ° o a�i p ° oli E L m a) >. E Q c m o as `E > E U 0 o a E tL W °' O p N a) 0 a m o 0 W �' -- 0 C U '� a' a) a) > a)E N .y Es c o `E '- Li: v CEi a) C. �O Q y Q.J CO O_ co - 0. O • _ Q E vs - y O U = E "� V C7 N N US N 1) N 7 •— !" o m Doc O io c - rn 3 0 CC la O h U ° L oO "Lb a N w t = 0 (0 a c o as a � ON � .g Uc a Uo cp Ce O O .N..' C O C N 0 C .Q C =«_ 0 0 — w fl o 0 0 3 (� w .y a U d N ^ .0 'o Q L. as a) a_ o 9 0 a� s W d) W N W Li] m N O N E N co so o Mo 0 -C O O O O 0 • V O r O ,0 O O CON (0 CO Z M V CO a .E Ho a) w a U Z c h y y y y • O > V O O N U) N = o (oi 0 W Z 0 U U U U m O a) ' w O J U U U U m ifs) rn E it �a) i 5 is 05c � �h- � ° o a > o °, orn� orn orn I�i •- cfl U _ .e U m c .V O a� o t a ? a' a�i a�i 0 ,- O _ > c U ` p�.� rn N .� cool .co ccoo') 'm � 'La cc000 �f m w - o w c- a> c `- •- E U a U a U 2 O a v as wa ._ r> ci o0 m0 0 0 .o y m 45 ,� o as 3 `m in in CO -p E E ca -0 t N a) r�i 1. E T E T E T E T U a) E p cup 4- c o c.0') i N N N 5 N I a. m 4° 2 E E 0 a) U W CO 0) CO Y c J s Oa Oa a OaW m o 0 a 0- c a) �d �d a_ -d U c 2 0o '= >- '= oo 0 F- c . 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N E O 0 U 0 0 0 0 0 0 0 0 0 0 E 0Er _ _ _ _ 0 •J U U U U U U U 0 U 0 0 U April 8, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Citywide Standards Version Number being approved: 26.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. Ear-I. 74 z1 / 9. Department Head Date z// //7 CityClerk Date City Manager Date 4Iglc City At ney Date C. 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C m a 'H U o oQy � {� Fa — a Q ° ° . U d ° (NIy a' 0 m u) 12 U o 73 ' rn 0 o o' cu w w fV a J C y L Q 2 E V Q a 0 Q. Q Q N w V 0 Q ° V Q a) a' m -C ? coi c c c I 3 '- _NC 0° ° O o ° .- Q d h as 75 a V O o a' — ai co m ' m o m 'N a ,C .� Z o o • a a O 6 - a) E o 0 0 o H 92 o .c o 9 0 9 9 C7 S 3 0 V) o cO co al E a N ym Z c U C C C • > O -C o o u) o uu)) o to Q = O a) 0 Ll. a' .o o 0 1-Ti _O f6 'E U f6 _O N O a) '�) fn C fn c y a) J J April 10, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Community Development Version Number being approved: 15.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. VA01 .1%.11 Department Head Date frtt .ea 5- 7- i1' City CI rk Date City Manager Date City Atto ey Date a) V ,� C) a)E C.) 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Z— C. - i a) a) ur D. co a O .� 4) o a .o ) o } m= v) a) o U z 0 0 > 0 c y O O oa) ' (7;3 in 0 c ' ` o Z a. to C.) m - mli py - E L cc).- E4d t a a y c JGC I- `. O .c 0co c _LLI co,2 g o)m N a + N _ a p a) a. w c ti W > = g a) oco c Y L I O o 0 a a a v; C O O O u M N vO io Z rz. Z m .a) cn r"'i u) -- h i 0 ; V a) > E Z a) a) a Z N N Z u o c m.� o d o af6i a) £ cn W Q Z y O s o 0- c o L O cT >' >, E 0 F- 5 0aa N J � gw -I � N N of W o `o CO C� o Oc„ N p 3) _ p aa cu U a W c g O o ,-O - co 0 E Zr., w p V .o. o E OEll p Z a) N c c g) w W a) ca > co u) a) rn ._ Ce c i > (9 O a) rn o m o Z a a E 3 _ u 'Cr IS. O a) v) Li d O 0• n L o w =' O = E V Oa) o O. O W O E .c IL' i O .may' coo a X m Q Cr 15 al= = m ,° a � ~ 0 2 o) rn C) rn sltV a) L 0 U otf W J a) c c c 0 c W 7 c c c c = c W o a) a) .c 1-- -- > Q N N N N 2 N m N * z w co Z _ o = a _ O 8 o E N CO V c0 N m 3 O c,-) co M co co co co U o U O O O O O Z O. O O i O 1 i L° a) ca Z o > „ O c U Y = o O O U O C L 0) 0)C C 0) C O) c Ol a) L •� 0 a) c a c = -- c a c a c a) ECD cj O m .o) a aQi E > E °) m E °) m E °) m 0 ce cr 0 0 a 0 a o a 0 - o March 5, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Finance Version Number being approved: 22.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. 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'O 0 ,- a) a `� Cci) o U o c- c E a E `0 N w 0 0 N a) a) rn w 0 c a i a) z c c a 1 rn `3 N • c Ca c (a I Z O `- a E co Q 'n 'a a> , 0 .co_. co 0 �� =' aci 0 m m Oa0) .5 a 0 U ' re .2E 0_ a) 0 ° 2 42 v 2 y 0 c 0 0 c U 0 aa) '8' Y C -o C C -C a) —_ a) .0 o c c c c c C y - W 03 a) O O 0 0 03 9 as-L. m CO m CO CO 00 U CO N 4k a) a) .G _ Z o 0 -0 .0 co 0 o � N co�' .°) C U E cocc LU o , m V .V U z z z z z z Z Z 3 0(NI A O y U-LL_ LL_ LL. LL LL. I- _ (' C4 ~ c °'4 Z 5 N ° 'p _ N N N a) a� N _ 0 O .O 0 7 U O U 3 T O U O C U 7 L c C C l c 0 C U) C y C 0) C U) 0 0 IL is m U ca a) U m m U m CO 0 CO as s ca c I ca V ca O 0 0 tom., a) _ C N C N C N c N C 1 c1.12 15 U ~ � H,, it ~ it ~ ~ It U ~ March 5, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Human Resources Version Number being approved: 25.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed a approved th roposed updates to the Records Retention S hedules. . (4.0. 40/7 D ment Head Dat ' A2, -i m ///Zv/7 /442., City Cl rk -�+-`- Date S^ 7 ^ f City Manager Date ))01 City Attorney Date w .cn CO CD 0 O to a) a) COa0V - d 7 p ON N Cl) C >' Cl) co co Y co c-— _ 0 r!) c >,.V .m-. ac0 jPi N � N a) pL O 00 CC d ci d ca O o E M co O U col . .� a)co a) m_ �"06 v .O a) d coa. 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O o 0 t` co J m e� 2 ` E taoa) o `e' er = � y > m E d o �: o > u o a) .S c ca to o a) co W re ~ a mM L wpm > � Mtn o) I + c0 3 r, � otn w m C) 0, c + + CO Qf a) w N 3 j 0 .y O N an ci Z P y � E co t c .E C Co 0 -c `° 0 R O O O U J >, c mC a) a) a o v M p aco � .� to mC0 '`0 E1D NN- u) O N H p ' w (n ce' W CI) + + LLJ > ._ ai c a) m d a) a' 0 o ro a� $ m > m >. E 0 Cl a) t0 U) � o N vi — h c W o 0- ‘.. a) 0 r Y m C� E _ ci- E u, -_- c N r. o o C O a� W +-., a U a) C co O) a) d c N E c u) rn 0 a, `° cc ma> a^ a)a) O $ 0 � a) oEo E Qn a, c Q_ o . oo S. a) U is o U d p o. a c u) U o CL ow E •CD ca) ate`) _ (1) a .0 ( coLE0 Q5 W vt m o o CO N a, •c v p .c a, Z a) Q O 0 c E o mo .c o o= 3 (7 .2 t0 R e .c vicL Z n N U .h 0 .E Z 'O � _ca Z a) w a to V co co D c > a) p E a) •0 O N V . alco U m = 0 U c.) lL C +: E 00 --� c E =O N t0 0r w a, •°' = a) - 2 = a) � 2 HOW TO USE RETENTION SCHEDULES 01995-2018 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased)after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/transitory record or a copy. On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints,claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." ' N O 2 a U C U U N �� 0 '- N a) a) cu ` a) a) a O .. 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Coi E .E a) m .� m m 'E a) •_ c a)) U W es' c a) p N a) p O p a > C U U 0 N 2@D> �, € Co corn E ca ' E y pc`o Q 8a) o .. ao wLL U ii z .T _a a a L- 0la o > ago a) o c m0baco Qu_c=6 a) in aS C = a Q n N UU W LL20D -5 — poi p N a) ° E � ° p >, , 3 E U t p - W rn o p > a) Co a -2 C '15 p) a) Q ° >,-p -0 („) c io .0 Use LLL C a) o 0 N Cl) ,-cti 2 � ,� a •_°E ° � •CD a N N L r n ca CO a) 7 co ° - CO Co a) C • E Q — a O Z .� 3 o_ O p co .0 a) p ui ca C 3 E •0 C o o c ] c U c Ozd o ZI) a) a) rnw a) m > n0 asp .= o � .cc c cn� U p I— . E c2a cn E a a) '3 4 U p E ` I Q a) F-• S v a E o c`o N 0 a) o U a'°- cp a) a) > ca oc >. U 0 co W E-0 O cis p ° a) CO >. a) w " U 2 IL OCP- a p a U n c U ca L a p d n Q `o a) __U >, -c cp w E a) C 11 11 I I a O N O O U O p W ti a LI ` cyn o a) a 43 .0 `O c O C m.�` Q Q O ° °-0 -C _m E Co cn a) m _ p c4 � a. 0 p W E U p oC .a O o 22a_ 0 yt u) 7 a) a O -p p,-0Q 0 m' co cn a •C p C E C O N •D N a ` a .� p O 0 C> CO u) CO 3 o •C ` -p 3 a) 'C 'o y y as C m U�' C 13 � o .� 3 >, o � •`� c a a °U `o v — E co °-) @ °)o^X¢ E (7 p a) , U n p p p U a) m ca 't E O a O w O Q ca(.) 7 0 p p ° > a � 4= o o a) 2 u ? o a.�a:4° VI- _cci(� `� Y ` �,' N p p y p p C ca a) .+ CCOOULL -pa) ocW N u) 3 O ` o w m_c `� _c ` Co CO O U �_ u)p O ° 7 U OCe rn no o •- ;. 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DU p m o —_ ° a) o U) a) ca — O m _ 1°--m a)co m /) • U N aJ 12 la RC N C a7 'C N'° E C cp p In a) 3 m ° 0 0 0 = 0 c) a) aa, = .- Looa)O'�U� o u) p E .- c.) p IL > 2 Cl) Q o)d o o U'�-o c =o y o U O = y > caocc o O C C 0) N co I.L. O a) mC O O c) p c ++ CU U ap U col JUW _LOco Y I- asa) Z Q' Uu irD 0 April 8, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Information Services Version Number being approved: 13.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant. who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. 11(‘:71 artment Head Date City erk Date City Manager Date City Atto6e Date L. T Q- a, N N V O N O C 0 Co N C u1 O 2@ -0 O N N v c 0 ° C o o o N LC) — C d N cu C N o C) N O co U `O ` a) >O700 .- N 0, O • • O 00U 0) Et cNN c 0 UON I• N l o O 0 o - aoa ce o >, > •- oo - •NNa U oa a) Ca ° )o co o o 8 0 u) i > o c• nasEu) _ CD -0 U E 1-1-1 m U 0 > E O ,_ m , rn = y0a Q O w . EU 8 Q Ce a) m . m (0 .-F., orsU ou) E , m To O 0 a) U 4 ie,„ "O C -, a c a) 0o Q �--.- a) -, O) co a) a, it C u) w N E ac4oU - o �a D 0 i- 2 uH a, a") 06 o °� o@ v o a) a, U ' U co E CO aLLI � �cp o E _ ofa U N ii (I) as c c Z y •° o o rn rn � rn � 0 � 0 h °�' g co � d O c .0 Q o 00 U C CL N To 0 Q. } Z Ua) Z o —•• C N a) O a) Z a) Z N N N N W a) o c o �) co a) cl. m ~ d' fi > 4. Z4, m C c. Z C o ,O _cO a) el 0 O h .Q � J � Z M CD CO p _ N _._�_ _ U) a1 Z -2 O• > O L •a� cis c Z y d c as W Q c - in a) CD m >o E Cl) - .7:3 m w • = a C‘) a .N 0 c U c°L. a °) u) a) 0 € 0 c 0 `� m £ v, Q. Q C CL Q o d ° N U U i N U QN u) 'o o` N U V V C) 001 -p -O J C U (a c A L C C J a) a) .c = O O o a n O 4 a Q -, mw �j o ? as U 0 ct N o f co N C O Y — a) ui a, o a m 0 a a) ct .0 c c U 3 vo 0 ya 0 �03 Q u, � m co a, c � noa) W � 0i m w o -n m 0 -0 Z y v O O `O —o � ,c o 90 9 9 c) I— 0 0 3 e 6 (n (I) cn Z a C V 3 U cn .E I— N U C C C _ > Q -O _ O O u) O u) O u) O_ T O U •0 o c 8 is 8 is 8 a) 0 0 u_ €r13 • . a OCe -C .01 Ofn 8 (n ocn N J C E J March 5, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Library Version Number being approved: 12.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. 'Depa en Head r a56 te 4,1-44L-84Z44/ 5- 7 _/9 City Clerk Date l City Manager Date Igj1 City Attorn y Date City of Huntington Beach Records Liaisons by Department Department Liaison Email Phone Business Fritzal, Kellee KFritzal(a�surfcity-hb.orq x1519 Development City Attorney Kelemen, Chris Chris(c�surfcity-hb.orq X5626 City Clerk City Council Fikes, Cathy CFikes@surfcity-hb.org x5553 City Manager Dombo, Johanna Johanna.Dombo(c�surfcity-hb.orq x5575 City Treasurer Wine, Linda LWine(a�surfcity-hb.orq X5900 Community DeCoite, Kim KDeCoite@surfcity-hb.org x5276 Development Community Gonzales, Carrie CGonzales(a�surfcity-hb.orq x5292 Services Finance Thuy, Vi TVi(a�surfcity-hb.org x5630 Fire VanMullem, Janice Janice.VanMullem(a�surfcity-hb.orq x5565 Human Resources DeCoite, Teresa TDeCoite(c�surfcity-hb.orq x5252 Information Maese, April April.Maese@surfcity-hb.org x5515 Services Library Services Roesner, Michelle Michele.Roesner@surfcity-hb.orq x8836 Police Pinkham, Debra DPinkham(a�hbpd.orq X5656 Public Works Van Arsdale, Renee.VanArsdale(a�surfcity-hb.orq X1681 Renee Records Liaisons by Department Contact List 2016 U a) (-NJ cJ (D m fA _ - a� o cU 9a NcCcp U _c 'O o J Q _1 LL r� CD N LI) ` �w U 13 Q' p O c 8 M 0 _O a) w a) N O CO U c0 p �1• O co) O) a) a) a) Q N U o N U O U O -a- co ce co U) In N c- V) 0 CO N Q a o < N ets m -ct7) CO a -0 U -o cm 'CI O ou_ c c a `� Urn rn o o C� o 0 m en >.>.— ^thi 0 O N Z U �= C7 E UUfhNCco • co c.) _. > LUL 12 .N 0 .. 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O O a) a) EO 01 N C m .� J ,� (a a O 3 a O N LL a O ul cp E O CU a) a) w U N 0 J E °) 0 U in o (C o o z. m y m Q O o o- iri co rn N 0 O a a. a, � a y .°0_ U0 � y O43UD ,_ O ova) ° a Q E ¢ o � aQ p J c d J V C 3 LL a— . - 0 r N :4 U O U t V C n J a) c a) as U a c o cn c o Q > .3 >' m ca c c o m o U cn 0 ton u, a) = O Ct L o 2 •• >, U) cn N v) LL. '2 W m N aa)) Z` aci U cn E Ce a O 2 •§ u .� c .V m U d .5 ca N U C a a) D a) U m co c` CI E Q a2i 0 m ca m m -1 m aa> -0 -c c fO ) aa) E aa)) E -0 d o o a) cn WM a de h 0 J cn (n U fn J O LL. O C a' W cn o .i J a W y N C .c C Z �0 4 0 a) Cy -C O 9 O 0 O O O v 0 o) 0 3 `) m m m CO m m Z a CNi H 0) E J J J J J J — 13 7 U '`—) c 'co Z a) 46 p 0, v o ai c o •° o a' a' a' a' a' a 20 C) V a N N N O N N E p 0 :S. .0 .0 .0 so0 _ Ct J J J J J J J HOW TO USE RETENTION SCHEDULES ©1995-2018 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies& Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required''), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/transitory record or a copy. On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." 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CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION ei TO: Department Records Liaisons FROM: Robin Estanislau, City Cierr1 DATE: March 6, 2019 SUBJECT: Annual Update to Records Retention Schedules The City's records consultant Diane Gladwell, Gladwell Governmental Services, Inc., has completed a legal review of all record retention schedules for 2019. Ms. Gladwell recommends changes to your schedule as shown by the tracked, highlighted changes in the attached document. Retention pages without revisions are not included in the document. Please take a moment to review the revisions with your department head, and obtain a signature of approval. Return the approved request to my attention, and I will take care of collecting signatures from the remaining parties on the form. Once the form is complete, Diane will provide a final, approved version of your retention schedule for distribution/posting to SurfNet. On Thursday, March 28, Diane will be here to provide a brief presentation to department Records Liaisons on retention principals, and will be available to meet with you sometime that day should you wish to discuss changes to your schedule, need assistance with destruction, or have questions about other records-related matters. I will be sending out an invitation to attend Diane's presentation, and if you are interested in scheduling time to meet with her individually, please let me know. In addition, you are welcome to bring other staff involved in record keeping for your department to the presentation. Let me know if you have questions. Thank you. Att. Update to Records Retention Schedules Approval Form April 8, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Police Department Version Number being approved: 24.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. i 4/11/ Wag Department Head Date 4////fr/77 City Clerk Date *41- 5- 7 - 7y City Manager Date 5igilq City Attorn Date U i trics WU06 °a) c a) O a) _a a) c a) O N N d CO C C N = L 5c0 O' L) C N j pao V CD N. a_ `)" °. m ca as v a) U m m `� m U o r a� - 8 2 E . co Na . chuff 2- E .` g `° Na . 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T N N O) U0 8 °0v0 @ 0wrn 0 N_ cr) O) CR O a) c6 a) •• �) N c i c N a) v W d « N 0 v c v co »� a 2 w O a -c 6- Gm ,n c 0 U N f6 a d a ,_ .> i V U N a) 0_ -aoo .> Omo 0_ c a. o.v) ya) a) a0 -0u) E o � � Ec N ._ c ;o o c co a) c.) °r° m -•• E c >> c Q a) ap a) u) ,.....0 a) a) a*- O v N O) N c0 :) O v } rnr• Ern v E p E X to o ._ C c M o Q- 0 j _ c 00 CO WI .0 Cr) cV6Oi coID 2_ m > .E v aD rn 0 n a) e N a) 2) E d 78 o. Q-.. fl- ' m w .� 0 co)1 N c = O = 0 a= a) = U a) N U c'7 Q a) 0. N w O Ul m CO > 0 a) 0 ❑ co) a ` -c § O_ 2 ra- co) C aS O E O u) `° y c U u, a) ❑ a E D a CU a) M a n.g 0 to o E ' E u v) 't E II 7T2v) Q. o N c0 O Ill /ac a a U °) c 2 aas d - ° o W �• o 4) co 0LLJ 0. c'l O _ O C 0 > a c 13 U 0 N w c [ N a) a+ c c O -: m N co cow u) c co U w; 3 a) .o w° c f0 rn c0 O f0 co o m nsLo N M a) C > �-t T T O o ) a) d L 0) Z d N1:3 O a) 1" O N LL a.) N O + 0 ' C + O _ Z a) 6- 4- aa)) o 1.2 c > E E as — m a) N I— W C0 ❑ 1p O� U M 0 a) 2 LL ..�0 a) 0, co cl a a) d i rn O O ° O000 0 4. E0 C...) < c v) a > > o `a) % O �as La o 31 N o a) U LLJ :C. a ',9. co v E Ce � u) + U c' >, ~ a) 4. a) ° v .N a u) N a m N € 0 U � a) c c E o _c a) C7 o co o m •c a) N E o n '= C E `° m O) C V O) O Q N C .�. > C ' h -0 N 0 '0 N N "6 j 0 .+ d aci c cu 0 a _ U) m ° >,N °) 3 a) a as 0 °) J Q o d o o04, w o �.. a o. C u, c W d C1 c a c cn c U L a) o E 0 a) c c°� a O � n � a 0 o `o2a>> o °) m C.) a) a) .� Z axi > > m `o � aai aoiaoi � of 5 ` 1D u) -, CO > LL > CC � c < c re00 W a -cZ o a CI 0 co CCDO c0 ^o °r- N- O ° 9 0 9 9 9 a_ a a a 0_ a o i0 O c vi Z = N U o) .E F- -0 o a Z`) _ (0 v = c a) o CY oo 0 c 8 8 8 8 c = 2 0 .- E ( Q U April 10, 2019 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Public Works Version Number being approved: 26.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. LeiliCt7 Department Head to City Clerk Date / 7_/7 City Manager Date City Attorney Date a) a) as U) co o C6o Coo C M N. Co L -0o CmU d v cm O a � t0cM0) UMrn N a) —U o rn cn U oO a 2 0aw) c`oos o a) a m c �' U E Z .c m U E co .� So o - O aMa)_ a) Q a) _c >, a 0 _ .� U v�w i Q >, 08 0 m m cNo a ` m --m .0 0A00 =' 2 •5 ,Q Ct a) a % CU 0 CO L. m E co E n coo f CO Ti � u) o. 0 R o m o _ a a O o 47. 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O •- O a) O1 a) Z ors o O c�a )n U) a U > a) ] �6 C c a) � .. d c c c o . a) o a) En °) 3 w a) a o) N 2gtrog c > o 00 IX c J p O C O o o a o c N U) O y co Ui Q ° o -o 4 a) a1') >, ccv 6- m CL o t c .0 U a U 'o re S E w W CO O> a o aS) U LL 2 �? � m 2 � � `� �u � rnO a) aa'i oa) oE Qai N CI O ..Z G Z a ..Z a) Q O � OHO O O D a) o O U > > > > > C9 Y. co A G .� co- O. d d d 4_ Z N C.) y � � .C) -• Z c a) -2 U) U cn 20 O C O 00 V ,N •U .V U) N V U) a) V N) a) .V Y a) 0 m 0 a) E m o = zo = zo = = o = 7o = ? o = pre y a 5 � D 0- a 5a � D � � • CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION TO: Department Records Liaisons FROM: Robin Estanislau, City Clerk ' DATE: April 8, 2019 SUBJECT: Annual Update to Records Retention Schedules After last week's visit with Diane Gladwell, the City's records consultant, I have received additional changes to your retention schedule(s). While you may have already signed off on the first schedule distributed on March 6, each revision made changes the version number associated with that schedule. The March 6 schedules have not yet been distributed for approval by the City Manager and/or City Attorney, so I am requesting that you obtain department head approval for the latest version (attached) that includes the changes discussed with Diane Gladwell on March 28. Please return the approved form and associated schedule to my attention, and I will take care of collecting the remaining signatures. Once the form is signed off, Diane will provide a final, approved version of your retention schedule for distribution/posting to SurfNet. Let me know if you have questions. Thank you. Att. Update to Records Retention Schedules Approval Form Records Retention with Diane Gladwell March 28th,2019 NAME (PLEASE PRINT) DEPARTMENT 1. 4)-77(1CL_Cj( (? - 2. RCrle Vct Arai Gt. I e nc,`k0\ , c L Gam-\c5 3. Y,c'1(2� C+71 4. p p o �r 5. ��v U 6. j/;vL Y,�ti,1 L1 b i) 7. c \u,UL kcLica., 1pt C Olf 10. N\\rt tict- 12. 13. 7-3-An (arm ter- .Ts. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. • CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION Iv, TO: Department Records Liaisons FROM: Robin Estanislau, City Clerke,-- DATE: March 6, 2019 SUBJECT: Annual Update to Records Retention Schedules The City's records consultant Diane Gladwell, Gladwell Governmental Services, Inc., has completed a legal review of all record retention schedules for 2019. Ms. Gladwell recommends changes to your schedule as shown by the tracked, highlighted changes in the attached document. Retention pages without revisions are not included in the document. Please take a moment to review the revisions with your department head, and obtain a signature of approval. Return the approved request to my attention, and I will take care of collecting signatures from the remaining parties on the form. Once the form is complete, Diane will provide a final, approved version of your retention schedule for distribution/posting to SurfNet. On Thursday, March 28, Diane will be here to provide a brief presentation to department Records Liaisons on retention principals, and will be available to meet with you sometime that day should you wish to discuss changes to your schedule, need assistance with destruction, or have questions about other records-related matters. I will be sending out an invitation to attend Diane's presentation, and if you are interested in scheduling time to meet with her individually, please let me know. In addition, you are welcome to bring other staff involved in record keeping for your department to the presentation. Let me know if you have questions. Thank you. Att. Update to Records Retention Schedules Approval Form i a) CI) 11 L N 0_O d N Q D. 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EZ o 0 0 N .0 C z U C6 '� X a•j ��., o 0 0 d 07 c Q) 0 I-- Za `�' O � HOW TO USE RETENTION SCHEDULES ©1995-2018 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ AUTHORIZATION TO DESTROY RECORDS; Destruction of an original record that has exceeded its retention period must be authorized according to City Policies& Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed"When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/transitory record or a copy. On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." L 1 V) U t C N a L O N C:n U U CO •�= U a) a) N O p O u) a) w a) E _ a) Et as a a).r as w c6 a ° N 0 Cl) C '� a) c..) 4) 'O co 'C a) a) a) p O O c 0 y O E co -c a .c .o a) C U a) op N a a) E o a) N 'Q �- V) N O C E U U T c (0 < 0 N co c a) "•' N r N f6 a) U (o a C c..' fo C C N O. a) N .^a 'C N O C `. CA co N a 4? 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