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Adopt Resolution No. 2015-15 to approve the updated Citywide
� Dept ID CK 15-02 Page 1 of 2 Meeting Date 4/20/2015 , rho v .rR7 -D CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 4/20/2015 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Joan L Flynn, CIVIC, City Clerk PREPARED BY: Joan L Flynn, CIVIC, City Clerk SUBJECT: Adopt Resolution No 2015-15 to approve the updated Citywide Records Retention Schedule Statement of Issue The City is continuing to develop a robust records management program, including revising the records retention schedules for each department The adoption of these revised retention schedules will result in efficiency gains and cost savings Financial Impact Huntington Beach will realize significant savings both in labor and storage expenses, including the avoidance of future storage and/or construction costs Recommended Action Adopt Resolution No 2015-15, "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 " Alternative Action(s) Do not adopt Resolution and provide direction to staff Analysis In 2002, Huntington Beach selected Gladwell Governmental Services, Inc , an expert in local government records, to develop a Citywide Records Retention Schedule for the City In 2007, 2011, and 2015 the firm was engaged to revise and update the current retention schedule An upgrade to the existing program was necessary to reflect organizational changes that have occurred over the past years, and to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law The upgrade of current systems is driven by many factors, including • Many organizational changes during the past four years • Huntington Beach produces and manages many permanent records • Escalating records storage expenses • Technology advancements • Changes in law xB -71- Item 3. - I Dept ID CK 15-02 Page 2 of 2 Meeting Date 4/20/2015 The purpose of this upgrade is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all City records Exhibit "A" of Resolution No 2015-15 is a legislative draft of the final document All changes are marked in "track change" format (additions in blue underlined font, deletions in red strikeout font) The new retention schedules were written interactively with all departments participating They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of Huntington Beach's records By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Huntington Beach will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies The process has included individual meetings with staff from each department and several revisions of each retention schedule to ensure the records were presented in an easy-to-use, accurate and complete manner The appropriate Department Head and the City Clerk have reviewed and approved all retention schedules Environmental Status Not applicable Strategic Plan Goal Non-Applicable —Administrative Item Attachment(s) 1 Resolution No 2015-15, "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," including Exhibit A— Legislative Draft of Citywide Records Retention Schedule Update 2015 Item 3. - 2 HB -72- RESOLUTION NO 9 n 15_1L, 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 foi 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 tecoids of the City of Huntington Beach, as set forth in the Records Retention Schedule attached hereto as Exhibit "A" and incoipoiated by this iefeience as though fully set forth herein, are hereby 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 Managei, and City Attorney, updates to the retention periods aie 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 team "iecoids" as used herein shall include docunnents, instructions, books, microforms, electronic files, magnetic tape, optical media, of 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 iesolution 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 thei eof held on the 4 t h day of May , 2015 d REVIE A D APPROVED APPROVED O FO City i g r rty ttorney � Ivf `s INITIATED AND APPROVED r, Cleitk Exhibit "A" Retention Guidelines 1 5-4668/1 1 93 86 doc 2 Resolution No 2015-15 EXHIBIT A Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Category ID# Records Description Retention![disposition Comments!Reference Record _ 3 11 -1,.Illk h I I #-14..: Destroy _ Image: Inac#iVe �III1IF�+�Iry{�-�i� Paper (dFR) Active [C1ffsite, PE�,�Iy+1�*TM+� Media I-Import (in office) Idttlt t l' vital? Options M=Mfr after OD or Mfry Imaged& Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department' If you are the OFR refer to your department retention schedule. etentions be in when the act is com Meted and imply a full rile folder e. . last document+2 i2atslsince destruction is normally performed by file folder. Liti ation claims om laints audits.Pendina records requests,and/or investf ations sus end normal retention periods retention resumes after settlement Human Accident, Emergency, Incident, Copies- sR-1 �#u�y�ll� is Resources 1 CW-001 Injury, Emergency and Property When.No 10.11 I l+li Mag, Copies retained for reference; Risk Damage Reports: ALL(medical and Langer Ppr GC§34090.7 Manag. non-medical.) RequirediMWtr Until >lJf3t l Superseded t*rea�QYes: Until Mag, Lead Dept, CW-002 Administrative Policies (minimum 2 �t7til1llli�i Superseded Ppr GC§34090 ears) Agreements,Cash Contracts,and Maintenance Service Contracts- ALL (Includes Change Orders and I_I Forward ALL original RFPs) Mag, agreements&change orders to Upon Upon : Yes: Before Yes: After City Clerk CW-003 Mfr,OD, S City Clerk;all infrastructure Completion cathplatfaff Completion Completion Ensure ALL original contracts and i_ Ppr mprovements are permanent, agreements are sent to the City GC§34090.7 Clerk, except for Recreation Class _ Instructors agreements. ..,.<,,.i.::;::' -.el aotll:#:::,::_ City,Preference; Published �" Agreements, Cash Contracts, and Audit Standards=4-7 years;ct pjpp 5 years or Statute of Limitations:Contracts Maintenance Service Contracts: +64 etrt After �dr =: &Speds=4 years,Wrongful ADMINISTRATION fter Funding A Death=comp +5 years, Agency I' ndtrig Yes: Before Mag' Yes: Upon Developers comp. 14 years; Lead Dept. CW-004 (Correspondence,project schedules, Completion gen r Mfr,OD, Sll Audit, if Completion Completion Statewide guidelines propose copies of invoices,backup, Audlff Ppr required, - r termination+5 years; Statute insurance certificates, RFP,etc.) rs uir�d� Also see rant retention, if 'whichever is �I ,, of Limitations for Errors& g +dhiq fiver i5 applicable. longer Omissions is 10 years; CCP §§337.337.1(a),337.15, GC . 34090 HUNTINGTON BEACH, CA 01995-2011 Gledweil 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-2 Office of Category 1D# Records Description Retention f Disposition Comments 1 Reference Record !mega: Destroy Inactive Raper {OFR) Active Tutu! Media I-Import (in office) [ -site, 4w itii'tfli Vltaf7 ,Options MmMfr after OD or Mfr) = S=Scan Imaged& 13i r etentions a 1 to the department that is NO T the Office of Record OFR or the'Lead De artrnant". If u are the OFR refer to your department retention schedule. Retentions begin when the act is cam plated and imply a full file folder e. .fast document+2 ors since destruction is normalf performed b rile folder, iti at claims complaints,audits,Dendina records requests, andlorinvest* tions suspend normal retentionperiods retention resumes after settlement. Audits f CAFR-Comprehensive Copies- lil9it� ! When NoS �jp; Mag, Finance CW-005 Annual Financial Reports(these are Longer f'pr GC§34090.7 copies) Required CW-006 Bids: See Contracts&Agreements Statute of Limitations for Public Boards,Commissions,& Term of , ,; official misconduct is discovery Staffing CW-007 Committees: APPLICATIONS: Office+4 it A. Magi of offense+4 years;Statewide Dept. Appointed Ppr guidelines propose Appointment pp Years 5 years;GC§34090, PC Mil":91'lilPi!II`1"f iT-:.:N:I .II=7111 A I l u,9..i1�?I� 801.5,803c -- -1K f1 1 Each Department uses a --=- different format to meet their ni sla 1 la le different re uirements;Federal Staffln Boards,Commissions,& r q 9 arnl Magi law requires payroll records for De t. CW-008 Committees: APPLICATIONS: 2 years yg5 = p Unsuccessful ,' _'., Ppr 3 years; FTB keeps 3 years; Published articles show 4-10 ?riff!¢I;:Illliillir a rig: years;29 CFR 1627.3(a);GC __ aei!vamva=; When No Legally Required for 30 days; Boards,Commissions,& Longer - t» M Department may prefer to retain Staffing g CW-009 Committees:AUDIO RECORDINGS Required- ���A4i Tape for administrative purposes of Meetings Minimum li Me 9VI�Itmsta]_ ( 9) (audio tapes are only 30 days is 30 days tj '' required);GC§54953.5(b) - t�hIIIGIIIeglgillAill'n'llf�jj!gip When No +en Legally Required for 90 days; I I I II 11 I l k i ,3 Staffing Boards,Commissions,& Longerr���fi,.,Will,,y�� Tape Department may prefer to retain Dept. CW-010 Committees: VIDEO RECORDINGS Required- i�W Ilk}1DU_�dl p for administrative purposes of meetings(ALL) Minimum Minlmun' [Mag) (video tapes are only 90 days is 90 days St1 d required);GC§34090Y HUNTINGTON BEACH, CA cim-2o11 Gladwell Govemrnental 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. 19.6 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record } - - Image: Destroy Active inactive To#af Media I=impart Paper (f3FR) {off-site, vital? after (in office) �} , Options M-Mfr OD or Mfr) Imaged& etenlions apply to the department that is NOT the Office of Record OFR or the ;Lead Department". If u are the OFR refer to your department retention schedule. Retentions begin when the act is completed and imply a full fife fofder e. .fast document+2 ears since destruction is normal) erfomaed b file folder. ti �tion claims com laints audits end; records rms uests and/or investi ations sus end normal retention mods retention resumes after settlement. Boards„Commissions, When No Whirr f.Cp 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- lRlifd (Agendas,Notices, Proof of Minimum 2 tlAfn[trzurn Ppr action;GC§§34090„ Publications etc. ears Vdit 54960.1(c)(1) Boards,Commissions,& , ; , Notes taken to facilitate the Staffing CW-012 Committees: Citizens Advisory P e a Mag Yes: After writing of the minutes can be Yes Mfr,OD, S Dept. Formed by CITY COUNCIL = 2 years destroyed after minutes have MINUTES S BYLAWS Ppr been adopted;GC 34090 Boards,Commissions,& When No When Nry Committees: External Mag, CW-013 Longer Longer, Non-records Organizations(e.g.County Board of Ppr Supervisors) Required tqulre..di _ CW-014 Brochures:See Reference Manuals =_ -_ . _ _ Copies- cpias City Clerk maintains originals; When No Whrk Nth Yes: Mag' Yes: After Final must be filed with County City Clerk CW-015 Budgets-Finals Longer .L� Current Mfr,OD, SII 5 years Auditor;GC§34090.7,40802, Fiscal Year Ppr Required =_Fqul,rd,; 53901 Copies- tsjiet ,,:.,_:. Administ. CW-016 Citizen Inquiry Forms When No Wnssttl bld Mag, Administration retains originals; Longer l,sng+rr Ppr GC§34090.7 Required City - Mag, Attorney CW-017 City Attorney: Opinions 2 years P =___. R__._._.;._.; Mfr,OD, S No GC§34090 Ppr Copies Whr Mag, City Clerk maintains original CityClerk CW-018 City Council Requests for Council When No Wh------------ en- are, Yes: After Action(RCAs) Longer Lb �ef Mfr,OD, , S Completion staff reports in subject matter Required ;Re:ttlred;; Ppr files,GC§34090.7 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)337-3616 Revised: 6/4115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page C1N-4 Office of Category ID# Records Description Retention l Disposition Comments 1 Reference Record Image: Destroy Active Inactive `I dtal Media IcnImport paper (OFR) (in office} (Off-site, irltii Vi#at7 Options M=Mfr after OD or Mfr} BaSCart Imaged& Retentions aoolv to the department that is NOT the Office of Record 0FR or the"Lead Department" if you are the QFR refer to ur department retention schedule. Retentions begin when the act is completed, and imply e full rile folder e. . last document+2 years), since destruction is normally _performed by rite folder. Liti ation claims complaints, audits,pendina records re nests and/or invesfi aligns suspend normal retention enods retention resumes after settlement. City Council Subcommittees: (AGENDAS,ANNOTATED €; r; All recommendations are given Staf9n AGENDAS,MINUTES, NOTICES, M'a to full Council for action;Brown Depart. CW-019 CORRESPONDENCE,etc.) 2 years ailow s g Act challenges must be filed p Ppr within 30 or 90 days of action; e-g., Intergovernmental Relations - GC§§34090, 549130.1(c)(1) 11'•1 IF r.lli.l--11; Committee - - r! u; Copies retained in department Human for 1 year;Risk Management r Mag, Resources l .=r,Ir r;i Yes: Before Yes: After administrates claim;City CW-020 Claims 1 year t year Mfr,OD, SII Risk i r ,l; Settlement P r Settlement Attorney maintains copies of Manag. p lawsuits;GC§§34090.7, 34090.E �1 ulr is-1 l u 11 r 19!r;r. Committees: Internal attended byMag, Lead Dept. CW-021 employees e. SafetyCommittee) 2 years P r GC§34090 Peace Officer records are !c s l-i allF r i1. . limited to 5 years before event; iijil ,l rsq1,inrl:; accusations against drivers of n E13IIYiF]rf§li Ir.!- emergency vehicles must be Complaints(against Personnel-e.g. Final 91fPll Yes: Before Mag, filed within 3 years;State and Lead Dept. CW-022 misconduct,abuse,excessive force, Disposition pttltt1 Disposition Ppr Fed laws is until final disposition etc.) +5 years yON __=_.._..._.-.--..3...€:;. of formal complaint; State a_ :iaii iiiii 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: 214/02 Do not 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-5 Office of Category ID#F Records Description Retention l Disposition Comments l Reference Record :m. Destroy Image: Paper injveCIE s= =� Media I=Import Active [ti Vital? after (OFR) (in office) tl - Options M=Mfr OD __s::;.;.,;,la,,z, imaged& { S®Scan _. efentions apply to the department that is NOT the Office of Record OFFi' or the "Lead Department". If Lou are the OFR ,refer to y2ur department retention schedule. etentions begin when the act is com feted and imply a full file folder e. fast document+2 ars since destruction is normaJl erfirmed hy file folder if ation claims complain audits pending records requests,and/or investr' ations suspend normal ratenGion- periods retention resumes aRersettlement. Statute of Limitations for .......... personal property,fraud,etc. is Lead Dept. CW-023 Complaints i Service Orders 3 years � Mag Ppr 3 years; Claims must be filed in (operational) 8 months; CCP§§338 et seq., 340 et seq.,342,GC§§945.6, GC§34090 CW-024 Contracts: See Agreements --- Copies- spies When No vltllsn l�tx CW-025 Copies or duplicates of any record - Mag Ppr GC§34090.7 Longer l,�0ger _ Required edulreci,� Dept.that -...I. i:.i..- Authors Document Correspondence-ROUTINE(e.g. or Administrative,Chronological, Receives General Files, Letters, the City's CW-026 Memorandums, Miscellaneous 2 years y-alp r' GC§34090 Pp Original Reports, Press Releases, Public Document Records Requests, Reading, (from an Working Files,etc. __`_ --_ T. outside _.. soufce I I i HUNTINGTON 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)337-3510 Revised: 614115 Ver. 19.5 RECORDS 'RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-S Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy , F Image. Active Inactive Paper Media I-Import (OFR) (in office) (Off-elteE r _ Vital? Options M=Mfr after OD or Mfr) _ =Seam Imaged& __, _- , Retentions auplyto the department that is NOT the Office of Rec onl OLR.1 or the "Lead Department". If you are the GFR refer to your department retention schedule. Retentions_ he in when the act is completed,and implit a full file folder e. . last document+2 ears since destruction is normat erformed by rile folder. r`ti ation claims cam laints audits.pendina records requests, and/or investi aliens suspend normal retention periods retention assumes after settlement._ Correspondence-TRANSITORY l PRELIMINARY DRAFTS, x', nn, Electronic and paper records Interagency and Inteaagency = 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 Document (e.g.calendars,checklists,a-mail or or retained for the purpose of social media posting NOT made or ,3 dllNlll i preserving the infonmational or retained for the purpose ofcontent for future reference are Receives When No Wflttn N6.1. preserving the informational content Mag, saved by printing them out and the City's CW-027 Longer 1bnr for future reference, instant Ppr placing them in a file folder,or Original Required fi;grr Document messaging, inventories, invitations, = saving them electronically; If not (from an logs,mailing lists, meeting room mentioned here,consult the outside registrations, speaker slips,supply ; City Attorney to determine if a source) inventories,telephone messages, = record is considered transitory 1 transmittal letters,thank your, 3 preliminary drafts. GC requests from other cities, iii iE _ _ F §§34090,6252,8254(a);fi4 undeliverable envelopes,visitors = ;; 3;;- r)ps.Cal.Atty.Gen. 317 logs,voice mails,webpages,etc.) Copies- dg1 "" Yes: Mag, Originals maintained by City CityClerk CW-028 Council Resolutions When Na51 fJet ` ;�- Depending Mfr,CAD, S No Clerk Permanently;GC Longer Iviv" tt1 °'`' upon Required Ppr §340'90.7 f #Igfl " Subject As long as the drafts and notes IF ` are not retained in the"Regular Grafts&Notes: Drafts that are When No Wttt n Mag, Course of Business". Consult Lead Dept, CW-029 revised(retain final version), Longer Linaer Ppr the City Attorney to determine if Telephone messages,etc. Required Rtil+eek a record is considered a draft. GC 34090 6252 6254 a HUNTINGTON BEACH, CA o1995-2oi 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 614/15 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS page CW-7 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy Active Inactive 7crial E Media 1-import Paper (OFR) {In office) (Off-site, Vital? Options. M�Mfr after OD or Mfr) 5=Scan Imaged& Retentions apply to the department that is NOT the Office of Record(OFRI. or the Lead Department' If you are the OFR refer to your department retention schedule, Retentions begin when the act is corm feted and imply a full File folder fe.o.last document+2 vears since destruction is noormallyperthrmedbit file folder Litigation. claims complaints,audits.pending,records requests, and/or investi tions sus end normal retention eriods retention resumes after settlement), -' "- The Lead Department should ,. : ......... print out historical documents (or save source data)prior to When No �itli5� i` iv replacing the data,if the Lead Dept. CW-030 G1S Database I data I Layers{both Longer j p' g y City-wide and Specialized) g Lrgpr Yes Mag require the data or output for Required Retjulkred historical purposes; Department Preference(Preliminary documents); GC§34090 et se , Uniform Admin. Requirements for Grants to Local ..................= Governments is 3 years from After lifter.. expenditure report; HUD Funding fstT3ding requires 3 years; statewide Grants{SUCCESSFUL Reports,and g guidelines propose 4 years;7 Agency foie Yes: Lead Dept. CW-031 2 years Audit, iflr �ti if Mfr,{JD, S I I When CFR 3018.42;21 CFR 1403.36 Financial Information) Inactive &'1403.42(b);24 CFR 85.42, Required- rewired _ Ppr 91.105(h),92.505,570.490.& Minimum 5 �[tritEltlf& 570.502(a&b),28 CFR 66.42; ears 29 CFR 97.42;40 CFR 31.42; Y YGA _ . 44 CFR 13.42;45 CFR 92,42; .. OMB Circular A-110&A-133; GC§34090 Grants(UNSUCCESSFUL Ma Lead Dept. CW-032 9 P 2 years 2 ears GC 34090 Applications,Correspondence) p r § HUNTINGTON BEACH, CA at ags-2ni 1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4f02 Do not duplicate or distribute without prior written permission from GGS(999)337-3516 - Revised: 6/4/1 5 ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Category ID# Records Description Retention 1 Disposition Comments l Reference Record Image: Inactive Destroy - Paper ( Active 7v (OFR) al{Off-site, vital? after (in office) Reten. on11, Options M=Mfr Media I�import OD or Mfr) Imaged& fl13lk='. ;Ig:_ S®Scan polent is MOT the QiYice of Record 01 R or tha"Load De ailment". if vu are the C?FR refer to ur de ailment r�stentian schedule. ions be in when the act is cam leted and im l a full fife fodder a. .last document+2 ars since destruction is normal! erformed b file folder.an claims complain audits pendingrecords requests, arrd/or investi atians suspend normsl retention eriods retention resumes altersettlament. 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) formal complaint; State requires 2 years + years=_ Disposition Ppr 2 years after action is taken;29 CFR 1602.31 & 1627.3(b)(ii), GC§§12946, 12960,34090;29 AAN.r_._F, USC 1113. LC 1174 Human - Copies- Copies 3 Resources f Insurance Certificates(for When No When Mt! Yes: Before Mag, Risk Management Maintains CW-034 Risk agreements,etc.) Langer tiger Payment Ppr Originals;GC§34090.7 Mana . Required Rggt fret Copies- Tj When No WBieltytliml Yes: Before Mag, Finance Maintains Originals; Finance CW-035 Invoices Longer Payment Ppr GC§34090.7 Required ing Copies- City Attorney is OFR for When No Wfiefl lawsuits;Finance maintains 1.1 i Ik lilp' City Lawsuits, Litigation,Pending Longer ,Pf# ��; Yes: Before Mag Yes: After originals of claim,denial letter CW-036 Mfr,OD, S/I Attorney Litigation Required guirer� Settlement Settlement and settlements;Risk (Upon � jY13 Ppr Management administrates Settlement) 1 claim;GC 34090.7 34090:13 Law requires the City to turn the property over to the Police Transfer to C itsief o Department,who retains for 90 Lead Dept, CW-037 Lost Articles(coats,etc.) the Police 1 p91ice days then sells the item at Department i � tttit3nt. public auction;CC§2080 at =- -' 115 Iseq. 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. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Category ID# Records Description Retention!Disposition Comments f Reference Image.ord Destroy ol`R Active Inactive i 1 l Paper Y-:6 i Media 1=import after I (in office) OD or Mfr) E try ert#I Vital?0UP Options M=Mfr Imaged 8 S=Scan g pel.entions a l to the de artment that is NOT the Office of Record! OFR or the"Lead De artmt ent". ff ou are the OFR refer to ur de artment retention schedule. tfons be in when Efts act is corn feted and irr� 1 a full frle folder e. .last document+2 ors since destruction is normall erformed b file folder.ion claims complain audits.pendinq records requests, andr`or investi aliens sus end normal retention ipmvedods retention resumes after sottlement. CW-038 Minutes. See Commissions, Committees and Boards - —=-- iIE 11 3 c� � Copies- FIN 1$ ` CityClerk CW-039 Municipal Code these are copies) When No Yes: Mag' Originals maintained by City p ( p Longer f fir= Current Mfr,OD, I No Clerk Permanently;GC§34090 Required Original Ppr ti ftk'i When No Non-records-may be obtained r y Lead Dept. CW-040 Newspaper Clippings Longer a f: t 'eifl?'°al Ppr from the newspaper company- Required GC§34090 Brown Act challenges must be _- i filed within 30 or 90 days of .; j '''' action;Statute of Limitations on Notices: Public Hearing Notices 1 Municipal Government actions Staffing Affidavits of Publications 1 Affidavits = Mag, is 3-5 months;Statute of CW-041 2 years 1 Depart. of Posting Notices/ Legal _ Ppr Limitations for mailings for Advertising 1 Proof of Publication annexations,special districts, -- :- bonds is fit?days;CCP§§337 et se ,349.4,GC 34090, _ -_- _ € i Copies- C+ il ,EN When No ,,,,III Mag' Originals maintained b Cit City Clerk CW-042 Ordinances Yes(all) Mfr,OD, S No g Y Y Longer i-4 1qt;,, Ppr Clerk Permanently; GC§34090 _Required RB;tli Each Department uses a different format to meet their ' -' different requirements; Federal Payroll Time and Attendance Lead Dept. CW-D43 Records-contains employee 1 3 ears "j Yes: Before law requires payroll records for P ( Y yeas Mag 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 at995-2o11 Gladwe11 Governmental Services,Inc.-all rights reserved Adapted: 2l4102 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-10 Office of Category ID# Records Description Retention l Disposition Comments l'Reference Record Image: Destroy Inactive Paper (OFR) Active (,fir-site, 'I'[D4B Vital? Media lalmpork after (in office} $ r1t�pl Options McMfr OD or Mfr) Imaged& 91 .,:I,ii 3�3can Retentions a- ! to the department that is NOT the Office of Record ©CFR or the "Lead Do ailment" if you are the OFR refer to your department retention schedule. Retentions begin when the act is completed. and imply a full file folder e. . last document+2 are since destruction is normally performed by file folder. Litigation. claims complaints, audits. Dendina records requests, andk r investi afions suspend normal retention perriods retention resumes after settlement. - li,1Z.4 4l'I Confidential preliminary drafts ,,. r:.IP= and notes maintained in a t: separate folder to be -II Ills.�1 III 1 I iIIIIJJ.i incorporated into performance evaluation,or to document ::±:.t•!=9:::::,>:;:,nli9•.9l progressive discipline, if Human Personnel Files(Department-level Separation+ a required' Ensure records kept In ( p p t1181tIn"f Before Mag, CW-044 Department files comply with Resources Supervisor`s Folder) 3 years Separation Ppr City policy;Originals are maintained by Human Resources; State&Federal laws require 2-3 years;29 CFR 1i 31rlF'�i"411if 7i1a:5"-1i1i 1602.31 &1627.3(b)(ii),8 CCR �y yn �+�+ §3204(d)(1)at seq.,GC I R 9 12946,34090 - P III Ir IPI Illi dllll_1i. - -. -- City Preference;State& Separation+ eio Before Mag, Federal laws require 2-3 years; Lead Dept, CW-045 Personnel Files(Training File) 10 years `, Y � c Separation Ppr 29 CFR 1602.31 &162T3(b)(11), -- 8 CCR§3204(d)(1)et seq.,GC §§12946,34090 1Fi1Rer�i'7i;.=£�=frh Lead Dept. CW-046 Personnel Work Schedules 2 ears 3 Mag, p y yRI_t$ilir'i Ppr GC§34090 :I[�FIi >6 eIllEle39111u!191 Lead Dept, CW-047 Press Releases 2 years � 'I I' P$g' GC§34090 i III IF illl'I pr Departmental requests,and those not requiring the request Public Records Requests(from °" "' '°" ' Mag be in writing are considered Lead Dept. CW-048 2 years P12 dears IP y Citizens and Attorneys) Ppr transitory records and can be destroyed when no longer = re wired'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 GG5(909)337-3516 Revised: 614115 ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of ,Category ID# Records Description Retention l Disposition Comments I Reference Record - - ---- a H.4I 314",;;' Image: Destroy - - Inactive Paper Active TGtel Media I=Import (OFR) (Off-sits, Vital? after (in office) Rlit#ltl�l Options M=Mfr j OD or Mfr) ,Hi. Imaged 8� Retentions anniv to the department that is NOT the Office of Record(OFRJ, or the"Lead Department". if you are the OFR,refer to your department retention schedule. Retentions beoin when the act is completed, and imply a full file folder (a,,last document+2 arts since destruction is normally erformed by file folder. Liti ation claims complaints,audits. pendina records re uests andlor investi ations suspend normal retention periods retention resumes after settlement). Copies- I;tS imEPurchasing is OFR; Financial Purchase Orders and Material When No W�pfi , Yes: Before Mag, Police CW-049 records are audited annually; Requisitions Longer �,trei Payment Ppr Required fit#tt�4t!`I`' GC§34090.7 Receipts: Cash Receipts, Petty Cash Receipts,Accounts Receivable Ma Retained for auditing purposes; Finance CW-050 Source Records(includes all cash 1 year 1 year °yi5i�tw g'i Finance is Office of Record; GC receipts,copies of receipts,deposits, Ppr §34090.7 DUE's,refunds,fees, etc.) . Records destruction Lists l Request -`, for Destruction of Records l Mag" Yes: After Standard records management Lead Dept. CW-051 ,authorization to DestroyPaper(to P � Mfr'Cad, SII 2 ears p ( Ppr y practice;GC§34090 Relyon the Image as the Original) Reference Materials:Policies, rer Lead Dept. CW-052 Procedures,Brochures, Flyers, When +rlh0� Mag, Manuals,etc.: Produced by OTHER Superseded tt d, Ppr Copies;GC§34090.7 i~06 Departments - �I q I IIIAIIIi:F:. Reference Materials:Policies, Procedures, Brochures,Flyers, Manuals,etc.: Produced by When No 11flYt > Np, Mag, CW-053 Longer 3 Non-Records OUTSIDE ORGANIZATIONS Required II€ iiGi� li Ppr (League of California Cities, a3:-;i siF _ Chamber of Commerce etc. Reference Materials: Policies, IEIP Statewide guidelines propose Lead Dept. CW-054 Procedures, Brochures, Flyers, Minimum of h - Mag, I111 - superseded+2 or 5 years; GC Manuals,etc.: Produced by YOUR 2 years _ ktc,;!9 Ppr §34090 Department CW-055 Reference or Working Files: See _311 Ir q,l Correspondence HUNTINGTON BEACH, CA 01995-2011 Glaadwetl Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written pennission from GGS(909)337-3516 Revised: 5i4115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record f Image: Destroy -Active Inactive 9 {la 141a' Media [=import Paper (OFR) (Dff-site[ vital? after (in office) eErtl#IQ�1= Options M=Mfr t7D or Mfr) ._..- 5 Scsn imaged& 'IF'191:iih:IsalNiif..........- a etentions apply to the department that is NOT the Office of Record(OFRJ, or the "Lead De artmenf". if you are the OFR refer to Your department retention schedule. efentions b in whe the act is com lefed and imply a full file folder(e.g.last document+2 ars since destruction is normally performed by file folder. I* ation claims complaints, audits pending records requests,andlorinvesti ations sus end normal ratenfion periods refenti©n resumes after seftlement, Reports and Studies(Historically ""�"" ;"";" Meg Administratively and Historically Lead Dept. CW-056 significant-e. proposed 10 ears P ' Mfr,C7D, SII Yes: After significant,therefore retained p g 9 P P y I= 10 years Westminster Consolidation F = i' r permanently; GC_ 34U90 Copies- bile Mag Reports and Studies(Presented to When No 'WltBf#,etc, Yes: After City Clerk maintains originals; City Clerk CW-057 Mfr,OD, SII Council) Longer 9111 .f t7 er Ppr 10 years GC§34090.7 Required Information is outdated after 10 Reports and Studies(other than Ma years;statewide guidelines Lead Dept. CW-058 Historically significant reports-e.g. 10 years "f °y491� -+ g propose 2 years; If historically Annual Reports) _,[ II ; Ppr significant, retain permanently; GC§34090 Copies- U14I.-A� Comm. When No Tiv WSt#oniho Yes: Before Mag, Copies(Community Services is CW-059 Special Event Permits sal Services Longer 9! , 5?It1119flndi Event Ppr OFR);GC§34090.7 Required at�gtifirla :F I I$J dlllHllsllflll�Il Mag Lead Dept, CW-060 Subpoenas 2 years GC§34090 G9111#Ilrls al15111�-0IIIINI1�i. Ppr Surveys 1 Questionnaires 17ik71iT�3 alll@IIGi91IN11141 If a summaryof the data is compiled, a an!alleia alit[ a n le s P I'111�11r7 Lead Dept. CW-061 the survey forms are considered a 2 years � y�pm![ GC 534090 Ppr draft or transitory record,and can be .a�a l.:�!I�!e a_I !S.�iI:t!II!II[Illllf!IIE'!!' destroyed as drafts(When No =�E��I!=.-3;;;_IIT;-;;✓_ Longer Required) CW-062 Tapes: See Boards&Commissions _ 1= !_:!�_e�.ils,•.!11!il!SII3.._IF.�If. HUNTINGTON BEACH, CA 01995-2011 Gledweil Governmental Services,Inc.-all rights reserved Adopted: 214i02 0o not duplicate or distribute without prior written permission from GGS(999)337-3510 Revised: 614/15 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy (OFR Active Inactive lit` �I If uqj Paper I 'I" i1 Media 1=Import {Dff-site, Vital? after (In office] �tt10 �! Options M=Mir OD or Mfrl 1L_::_:._..,.._..4.•. ....i Imaged& In scosca etentions a t to the department that is NOT the Office of Record CiFR or the "Lead Department". If you are the C IFR refer to Your department retention schedule. Retentions be in when the act is completed, and imply a full file folder e. , last document+2 ars since destruction is normallyperformed b file folder iti ation claims complaints, audits ndin records requests, and/or invest' ations sus end normal retention eriods retention resumes after settlement). As long as they are not retained When No In the Regular Course of Lead Dept. CW-063 Telephone Messages Longer Business'. Consult the City p p g Required � h, Ppr Attorney to determine if a record q - --- is considered a draft. GC ¢11I,I 34090 GC§6252 III IIk7ll1r i 7�q -� ! �1 TII Ilb. For Grant and IRS auditing purposes;Fire keeps their Time _=�q.§ll=:�ia111 lfli1811 cards for 19 years; Each Department uses a different 'I -` format to meet their different Time Sheets 1 Time Cards-NOT ==___::-:- Yn gIII�IIRI �ii53;:::::�1�_la::!aa:r: ENTERED INTO KRONOS i;r!;1.,,!i�',a:! requirements; Department '�I,_.vim_—__::F:-�- - 9,-'_II preference:; Meets auditing Lead Dept. CW-064 5 ears Yes: Before Y a7t9 Mag standards(audit+4 years];IRS TIE (Temporary or Part-time time cards 1 Payment requires 4 years;Ca. requires 2 with employee signatures-Library, _I'_'._'::_E- _ Maintenance Yard, etc.)) 1 " yr min.; FTB keeps 3 years; [1 tl Y 1£5 Published articles show 4-14 lime-iI— years;IRS Reg§31.6401- a 1(e)(2), R&T§19530;LC§ ti VIPF.Ilz_F.ai.`=j=- 1174(d);29 CFR 516.5;GC §34rt 90 HUNTINGTON BEACH, CA aiggs-2al1 Giadwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614115 I Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of ,Category ID# Records Description Retention!Disposition Comments!Reference Record Image: Destroy Inactive Paper (OFR) Active (Off--site, �rt� t Vita[? Media I-Import air (in office) tt1t� Options M=Mfr OD or Mfr) Imaged& S=Sean etentions a 1 to the de artment that is NOT the afce of Record OFR or the "Lead fJe anment !( ou aril the OFi4 refer to urde artment retention schedule. etentions be in whon the act is completed, and iris a full file folder e. .last document+2 ars since destruction is normal! performed b file folder. iti ation Claims com laints audits endin records requests;andlor invest! ations sus nd normal retention eriods retention resumes alter settlement), ctive I 9—I-Glle!� Department preference; Ethics Training is 5 years; Statewide Training-COURSE RECORDS guidelines propose 7 years; (Attendance Rosters,Outlines and Calif. Labor Division is required Materials) 1 . 1 to keep their OSHA records 7 Includes Safety Training,TailgatesI a Mag, Yes:When Years; EEOCIFLSAJADEA(Age) Lead Dept. CW-065 and Ethics Training 2 years 3 years1j-113--- Mfr,_ OD, S Inactive requires 3 years for promotion, = Ppr 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 et seq.,29 CFR Department 1627.3(b)(ii), LC§6429(c];GC i — _..........___ -_ _ §§12946,34090,53235.2(b) Copies- p) Mag, Yes: After 1996, all Treasurers City Clerk CW-066 Treasurer's Reports(Financial When No Whsr� " MR, OD, I When Reports were presented to EI Reports) Longer Lrrr Ppr Inactive Council;GC§34090.7 Required CW-067 Video Tapes: See Boards, Commissions&Committees "`--= "" Department preference(Courts treat volunteers as employees); -' 111 EEOCIFLSA/ADEA(Age) Volunteer Applications& +, Mag, Separation+ SepIirstibh' requires 3 years for promotion, Lead Dept. CW-068 Agreements -Success#uI Mfr,OD, S Yes: 1 year 3 years I :yepr '_. demotion,transfer,selection,or Applicants Ppr discharge;29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii),GC --- 12946 34090 HUNTINGTON BEACH, CA C1995-2011 Gladwaall Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or dlstrtbute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver. 19.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Category ID# Records Description Record gRetention f Disposition Comments f Reference Image: Destroy Inactive I aIIF Paper (OFR) Active (Q#f lter, F at a mI Vitat7 Media -import after (in office) �I11_ Options M=Mfr OD or Mfr S=Scan g ' II 9IVIn s� Ima ed& A8'IF;-al!I.I€;ll�l;ils=e I=:- ._- Retentions aDDIv to the department that is NOT the Office of Record OFR or the "Lead Lae amwww� rtment. if ou are the OFR refer to ur department retention schedule. Retentions begin when the act is completed, and imply a full rile fonder e, . last document+2 ears,I since destruction is normally erfomred by file fokter. Liti ation claims complaints. audits pending records requests, and/or invest► ations suspend normal retention periods retention resumes after settlement. department preference(Courts — --.......... .tl-!:_i ..:c&P treat volunteers as employees); Volunteer Applications EEOCfFLSAlADEA(Age) "I Lead Dept. CW-069 Agreements-Unsuccessful 3 years requires 3 years for promotion, ar Ppr Applicants demotion,transfer,selection,or discharge;29 CFR 1602.31 & .-.._..,_.::... 16273(b)(1)(i)&(ii),GC -_-__ _ 12946 34090 Inactive 1 Ifiectiye 1 Yes: While Lead Dept. CW-070 Volunteer Emergency Contact Forms Separation+ eparftioZr+ volunteer is Mag' GC§34090 2 ears y��t�s active Ppr Depart. Work Orders!Service Requests Providing Service CW-071 CMMS DATABASE(Computerized Indefinite infint Mag Data Is interrelated;UGC§34090 1 Maintenance Management System) milw..l __selI,y,- Work 3I Iii13111�111 II•Fx:^ill-_3L o 7 11�111 tll= Depart. Work Orders f Service Requests- When No `���� Providing Preliminary drafts(the database CW-072 All Information Entered In CMMS Lon 1 Service! ere Longer Mag Ppr� w l; r; is the original);GC§34090 I Database Required _ [ - Work _ __ _ I Work Orders f Service Requests- NOT entered In CMMS Databaseniff Depart. (or partial information entered into Providing CMMS Database) ' ;;I`! City preference;CCP§§338 et CW-073 Ma Ppr Service! 5 years i7' tB4 ..: g p seq.,340 et seq., 342, GC €_EHIIN!II' Work (division providing service retains d�[ i §§945.6,GC§34090 Fo .tea li-IIIAI is originals; Division requesting service ==". . p" a._......alii-. is considered a co ;1=°�aiixill=1=;_.=-_— HUNTINGTOrN BEACH, CA 01905-2011 Gtadwell Governmental Services,Inc.-all rights reserved Adapted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(009)337-3510 Revised: 6/4/15 Ver. 19.5 RECORDS RETENTION SCHEDULE. CITY-WIDE STANDARDS Page CW-16 Office of Category ID# Records Description Retention!disposition Comments 1 Reference Record Image: Destroy Active Inactive Tptal Media lmlmport Paper (OFR) (t]ff-site, vital? after (in office) I RI(f#1!s Options M-Mfr OD or Mfr) imaged& QC S-Scan - _ Retentions aDDIv to the department that is NOT the Office of Record OFR or the"Lead Department'. if you are the OFR refer to your dejoartmen t retention schedule. 7 retentions beqin when the act is completed, and imply a furl file folder e.Q.last document+2years), since destruction is nonna#v performed bV file folder. Litigation, claims complaints,audits,pendinq records requests, and1or investi a€ions suspend normal retention perdiods re ten€ion resumes after settlement). ``= For legal compliance for WORM 1 IJVD-r 1 CD-r 1 Blue Ray-R Trustworthy Electronic records Lead Dept. CW_074 or other unalterable media that P (when the electronic record p does not permit additions,deletions, ""' """'` OD serves as the official record); or changes = = GC 60200, 12168J. EVC 1550, CCR 22620 et se .. HUNTINGTON BEACH, CA 01995-2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 2f4/02 Do not duplicate or distribute without prior written permission from GG5(009)337-3516 Revised: 614115 Ver.9.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 Office of Category ID# Records Description Retention I Die Record g ry pt position Comments I Reference 4I = IIY LJ Image: Destroy Inactive „, ,,,iF Paper DFR Active ,n!Iff Media I=Impart ( ) (off-site, p,�y�y� Vital? after (In office) ERi@[44} Options M=Mfr OD or Mfr) — Imaged& _,:..�.,.:!.�._ S=Scan f the,record is not listed here refer to the Retention for Ci -IA4de Standards etentions begin when the act is completed. and imioly a full rile folder e. ,last document+2 vears),since destruction is normally rharmed by fire folder, ti anon claims com faints audits ending records requests,and/or investigations suspend normal retention perinds retention resumes after settlement). CITY MANAGER I COUNCIL SUPPORT Until s Yes: Superseded ittIli;l _ Yes: Until Mag,Mfr, When § Admin. AD-001 Administrative Regulations Y , - S GC 34090 Minimum 2 Imum;l Superseded OD,Ppr Supersed ears ad Admin. AD-002 Administrative Files 2 ears yea _ Ma P r GC 34090 When No � 5 Association Records: Outside 3 ,,d un Admin. AD-003 Longer 2 GIN Mag,Ppr (don-records;GC§34090.7 Memberships(ICMA,etc.) Required � Admin. AD-004 Awards,Mayor's Awards 2 years YIIEy sera_._.'= Mag,Ppr GC§34090 Consistent with operational complaints;Statute of Limitations for personal property,fraud,etc.is Citizen's Inquiries,Complaints, a III'!iL IL II13111. Admin. AD-005 3 years EMI! _ Mag,Ppr 3 years;Claims roust be filed in 6 Communications, Logs&Resolutions a.,_. r-vislut! __= months;CCP§§338 et seq.,340 et seq.,342,GC§§945.6,GC 34090 Admin. AD-006 CityManager's WeeklyReport 2 ears `° aft `,'"''" Mag,Ppr GC§34090 Term of e7t►�Csl�' Council Member and Mayor's Office- flci" Admin. AD-007 y Administrative value to cover terms Correspondence Minimum 2 Mag,Ppr ���m���; of office;GC§34090 years9t a Council Member and Mayor's When No ra eiJya;z Admin. AD-008 expenses for external organizations Longert1O H Mag,Ppr Non-records;GC§34090 (not Ci expenses) Required R quB id FPPC Form 801 (Gift to Agency = Must post on website;2 CCR Admin. AD-009 Re 4 yearsM Mag,Ppr 18944,2 0 3 G FPPC Form 802(Pickets Provided by Must post an website for 4 years; Admin. AD-010 7 years r�> r-�_a Mag,Ppr GC 81009 e AgencyReport) HUNTINGTON BEACH, CA 01995-2011 Gladweil Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(90e)337-3518 Revised: 614116 Ver.9.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Category ID# Records Description Retention I Disposition Comments l Reference Record Image: Destroy Active Inactive = t`ofsl Media I'Import Paper (OFR) (Off-site — Vita!? after (in office) CAD or Mir,) ' Options M=Mfr Imaged 8 2:auF giis: S=scan bfh record is not listed here refer to the Retention for Cif -Wide Standardsntions be in when the act is com eted and im l afull file folder e, .last document+2 ears since destruction is normal! etformed b file folder. non claims corn laints audits pendingrecords requests,and/or invest" ations suspend normal retention periods retention resumes after settlement When No '" et Longer "'UL69d'r'1 Adman. AD-011 Internal Studies and Reports Required- 9: tjlae ;E; Mag,Ppr GC§34090 Minimum 2 iilrrtlif . ears When NoIS# Projects 8 Issues(Issues and/or Longer L3rier _, Yes: While Admin. AD-012 projects will vary over time-e.g. Required- Active Mag,Ppr GC§34090 Hotels,etc-) Minimum 2 IfillkfilllTf Issues eats Until :f �11.1 Yes: Superseded Yes: Until Mag,Mfr, When Admin. AD-013 Strategic Plan S f I GC§34090 Minimum 2 )uIi»ttttlltrtl Superseded 013,Ppr Supersed - Mp- ears 1;1i.:lii eY::.dllf, ad HUNTINGTON BEACH, CA 01995-2011 Gtadvell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prlor written permission from GGS(909)337-3510 Revised: 514/15 Ver.9.0 RECORDS 'RETENTION SCHEDULE: ADMINISTRATION Page AD-3 Office of Category ID# Records Description Record g ry P Retention f Disposition Comments!Reference Destroy 311YIIYP! Image. Inactive R• (OFR) Active 21- --a rj&' Media ]`import Paper ((off-site IH t, l� Natal? after (in office) OD or Mir) _�V"11P Options M=Mfr Imaged& -, Ili l�lllr S-Scan = 1.141II1111M.1IIIB f the record is not listed here refer to the Retention for Ci -VI ide Standards Retentions beqin when the act is completed and imply a full file folder e. .last document+2years),since destruction is normally Performed by file folder. lti anon claims complaints, audits,Pendina records re uests andlor invest' ations suspend normal retention periods retention resumes after settlement). PUBLIC)NFORMATION 1 HIBTV-31 CABLE TV Admin. AD-014 HSTV-3 2 years I Z.= Ma ,P r GC§34090 et s Admin, AD-015 Cable TV Complaints 2 yearsgars Ma ,P r GC 34090 �., s ein �Ikr u Department Preference;Conforms Cable TV Franchise Administration 1 Completion Admin. AD-01fi pit Mag,Ppr with City-Wide standards for PACT Administration +5 years '`:5 agreements;GC§34090 Cable TV Programming, Production -� rVmW,- Admin, AD-017 8 Schedulin �I 2 years a� _ Mag,Ppr GC§34090 k:l Staffing Tag Consistent with video tape Dept. AD-018 Cable TV Video Tapes 90 days 9�day*i (illlag} retention for public meetings;GC - 34090.7 Staffing Cable TV Video Tapes: Historical = Tape When content is of historic Dept. AD-019 events 90 days P �y Ma si nificance;GC 34090.7 -- Admin. AD-020 Press Releases 2 ears l..i eatis _ Mag.-Pprl I JGC§34090 HUNTINGTON BEACH,CA 01995-2011 Gladweti Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3518 Revised: 514/15 I I I Ver. 10.5 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT 1 SUCCESSOR AGENCY Page BDA Office of Category ID# Records Description Retention f Disposition Comments f Reference Record Image: Destroy Inactive a,lll EI ,,k Paper (OFR) Active (Off-sit9, il"i¢ei vital? Media I�ImpOr� after (in office) �tirj ! Options M=Mir CD or Mfr) __ � ::' Imaged 8. _ - $ s=- _ =Scan , _._-...._..._.. Flhe record is not listed here refer to the Retention for Ci -Wide Standards ntionsbe in when the actiscorn leted andinn 1 a fulifile folder e. . lastdocument+2 arssince destruction is nonrlail rfarmedh file holder. (ion claims complaints audits ndl records re uests and/or invests ations sus nd normal retention periods retention resumes after settlement. When No Econ. Business Development Files Longer Yes: While Develop. BD-001 (issues andlor projects will vary Required. 1[lih j Active Mag, Ppr GC W090 overtime-e.g.Hotels,etc.) Minimum 2 ltllti f;rtuth ':_ Issues ears ql = Econ. City-owned Properties: APN Sale of01, a)�xt Department preference, GC Develo BD-002 Files(Assessor Parcel Number Property+2 f yflP, � _ Mag, Ppr 34090 p' Files ears �, f&-ii=i1t: Commercial Rent Subsidy Original agreements are Termination 7`ert7li" on Mag, Mfr, City Clerk B{?-003 Agreements,Annual Payment +5 years :;5 yist C}D, Ppr approved by the City Council, GC files,correspondence,etc. , I.E,I, 34090 at s . Econ. Consolidated Plan Requirement; BD-004 Consolidated Action Plan 5 years Fr years si Mag, Ppr Develop, GC 434090 Statute of Limitations any "...liability founded upon an Econ. Emerald Cove Senior Housing Yes: Before instrument in writing'"or not Develop. BD-005 Administration Files 4 years I_; Mag, Ppr p. Event specifically provided for is 4 years;GC§34090,CCP§§337, 343 Environmental Determinations Planning is OFR; Final EIRs are When No -W en No• Yes: Until (Environmental Impact Reports Mag,Mfr, Yes: 1 required to be kept a'"reasonable Planning BD-006 E 'Ifts, Negative Declarations, Longer letter Project ©D, Ppr Sit ( ) g p year period of Time"; 14 Cal Code Required qutW Completed etc.)inside City boundaries = Regs§15095(c);GC§34090.7 a=..= When No - -Wh-&F - Lon rua `o Econ. Feasibility Studies,with or Longer 9 Mag, Mfr, Develop. BD-007 without a project Required # [tliF4tf" GC§34090 hlintrnum _ []D, Ppr (minimum 2 ears) 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: 514f 15 Ver- 10.5 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT 1 SUCCESSOR AGENCY Page 1313-2 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image. Destroy Inactive LL Paper (OFR) Active (off-site, '° tp' Media I-Import (in office) OD or Mfr) Nerltlptl_ Vital? Options M=Mfr Imag d 1t, ....... = S=Scan .__............. If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed. and imply a full file folder e. .last document+2 years)_since destruction is normally erfonned by rite folder. t io anon ctar'ms com Dints audits pending records re uasts andlor invests' etions sus nd normal retention periods retention assumes after sefflement. Consistent with Consolidated Housing-Affordability Plan Requirements; Required for Monitoring Files(includes bond = 3-4 years from expenditure or Econ. Mag, Mfr, Yes: 1 BO-008 projects,density bonus, & 5 years 5 yiears S l 1 performance report; 21 CFR Develop- other projects where there are pD, Ppr year 1403.42; 24 CFR 85.42& affarclat]ility restrictions) = 570.502(b),29 CFR 97.42, GC 34090 Housing-Inclusionary- Econ. Applications to Purchase- Develop. BD-009 NOT approved(withdrawn or 2 years 2.years Mag, Ppr GC§34090 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 i RESALE Yes: Until Mag, Mfr, Yes: 1 affordability period terminates; p BD-010 2 years 3 years ;fi,Syl S 1 I year Uniform Admin. Requirements for Develop- (Compliance RESTRICTIONS Paid OD, Ppr Monitoring) Grants to Local Governments is 3 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: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 V'er. 10.5 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT I SUCCESSOR AGENCY Page BD-3 Office of Cate a ID# Records Description Record g p Retention!Disposition Comments l Reference rrrrege: Destroy (OFR) Active Inactive G r - Paper {Off-site, �� a Vital? Media I=Import after (in office) tYtl Options McMfr Imaged OD or Mfr) s=Scam r !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 foider(e.g.last document+2years),since destruction is normal!v Performed by rile folder. Litigation,claims complaints. audits ndin records re uesfs andlor investigations sus nd ne at retention errads retention resumes after settlement. 5 years After H ears After the HHUDrequires 5 years after the _ - project completion;documents Affordability Af ai � ti - imposing recapture 1 resale Period ... '' restrictions are 5 years after the Housing Projects&Services Terminates Tr�rtrtlt a f It affordability period terminates; Econ. WITH RECAPTURE!RESALE r Yes: Until Mag, Mfr, Yes: 1 Uniform Admin. Requirements for Develop. BD-011 RESTRICTIONS(Compliance 2 years or the 3 2f klf paid OD, P r S f Written p year Grants to Local Governments is 3 Monitoring), ifian= years from expenditure report; Agreement 13terit statewide guidelines propose Terminates f Mates' g p pose 4 years;224 CFR 85.42, Whichever i�[Ia......rr, 92.508(a)&(c)&570.502(a)(16). is Longer is i on�er 29 CFR 97.42,GC§34090 Econ. Housing-Loan Applications: 2 ear -' BD-012 y eSl Mag, Ppr GC 34090 Develo Not Funded ,„ § Consistent with Consolidated = Plan Requirements; Required for Econ. HUD Applications and Reports Annual . nlmgl 3 4 years from expenditure or BD-013 Report+5 "R1 �frt+5_ Ma P r Develop. and Proof of Publications 9, p performance report;21 CFR years +earS 1403.42;24 CFR 85.42& 570.502(b),29CFR 97,42, GC 34090 Econ- Develop, BD-014 Litigation Guarantees P a P _ Yes Mag,Mfr, Yes: After For protection from litigation;GC OD, P r Inactive §34090 et seg. When No livflel. Econ. Market Study, Prospective R'�aired-Longer Iner Ma Mfr, BD-015 GC§34090 Develop. Financial Analysis Minimum 2 OD, Ppr lltrrfittn : ears HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distrlt}ute wilhout prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 10.5 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT I SUCCESSOR AGENCY Page BD4 Office of Record Category ID# Records Description Retention 1 Disposition Comments I Reference Image: Destroy Inactive Paper Active Total Media [-import (OFR) (Off-site .. vital? after (in office) OD or Mfr) t�sntin�; Options M=Mfr Imaged& ii. S=Scan If the record is not listed here rater to the Retention for Cit -Wide Standards = Retentions toe in when the act is completed, and imply a full file folder e.a. last document+2Years), since destruction is normally performed by fifa folder. Litigation,claims complaint auditspending records re uests andlor invest► ati©ns sus nd normal retention per" s retention resumes after settlement). Project Files-Active(e.g. Pier, Department Preference;City Blocks,etc.): Includes R Yes: After Econ. BD-016 Environmental Documents, Termination �' ri�rtinalf 8H� Yes: Before Mag, Mfr, Cleric Maintains originals of all Develop, +5 years ay0" Completion OD, Ppr S Project documents that were presented Planning Documents, Phases, - _ Completion etc. to Council or RDA; GC§34090.7 _ _ --__ Econ. BD-017 Proposals, Development and 2 ears e8t ,l,lti Develop. Anal sis of Alternatives _ y ?-..,.:- Meg, Ppr GC§34090 Real Estate(includes deeds, When No li111hert N °-; Yes: Before Meg, Mfr, Yes: After City Clerk BD-018 abandonments,easements, Longer ' Leif Purchase or S City Clerk is OFR;GC§34090.7 " I, OD, Ppr Inactive r ht-of-wa s,vacations, etc.) Required ; Sale When Nottri ei'IiE;. Icon. Real Estate Appraisal Reports Longer �Ir�Lpn E , Develop. BD-019 (ail) Required Required Meg, Ppr GC§34090 Minimum 2 Ml11 U171 ears = ,...,...::, 'Ya = Econ. Real Estate Title Reports I Title Meg, Mfr, Yes: After Develop, BD-020 Insurance 1 Litigation P = fx Yes OD, Ppr S Inactive Copies;GC§34090.7 Guarantees l: Econ. Redevelopment Projects I Mag, Mfr, Yes: After Develo . BD-021 SuccessorA Agency Projects P P Yes OD, Ppr S Inactive Copies;GC§34090.7 City Settle+1 Settle+4 Btsttle ' Yes: Until Meg,Mfr, Yes: After Consistent with Claims; CCP§§ Attorney BD-022 Relocation Appeals S 337 et seq.;GC§§945, 34090, y year years =Vyeam Settlement OD, Ppr Inactive 34090.6 PC 832.5 When NolYher1lVrtr� Site Clearance I Soils = - - Yes: Before Meg,Mfr, Fire BD-023 Longer Long t S No Copies;GC§34090.7 Remediation I Mitigation ,,,i �, Completion OD, Ppr Required Statement of Indebtedness 1 When No liki l'hehuu1, Meg,Mfr, Yes: 1 Finance BD-024 Annual Report to State I State Longer L'l rig t '. S/I Copies;GC§34090.7 OD, Ppr year Controllers Report Required i 434td111R Econ. Tax Rebate Agreements, Termination Meg,Mfr, Consistent with City-wide Develo BD-025 Annual Rebate Files +5 ears €5 esr= ©D Ppr standards 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: 514/15 Ver.8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Category ID# Records Description - Record g rY p Retention 1 Disposition Comments f Reference Image: Destroy (OFR Active Inactive fofal drtFnip Media Wmport Paper (Off-site, (In office) + titl3 vital? Options M=Mfr after OD or Mfr) , Imaged& ___= iiraniaii S=Scan If the record is not listed here refer to the Retention for Cit -Wide Standards _ -- _ Retentions be in when the act is completed. and I f a full file folder e,a.last document+2 ars since destruction is norinaliv Performed by rile folder. it' ation claims complaint audits, Dendino records re uests and/or invesfi ations sus end normal retention Periods retention resumes after settlement. Abatements,Code Violations: Lead Dept. CA-aa1 Resolved without Warrant or Yes: Until Ma Ppr De Department Preference(copies); p Complaint administrative years - gap ( p' } p { _ ResolutionGC§34090.7 citations .. When l�to .:. (•lBf1�Q;:- Longer City Attorney Day Files(Letters and g ��ti1}�et Department Preference{covers Attorney CA 002 Mem❑s from City Attorney) Required- 'R�gufd - Mag, Ppr claim flit€gction retention period); MinimumIltiriiiriiil GC§34090 Years City Case Management Database(Pro Department Preference-Data is CA-003 indefinite �6tidriite4 Yes all Ma interrelated; GC 34090, H&S Attorney Law} 4� (all) g § 19850 City Yes. CA-004 City Attorney Opinion Index 5 years P P Yes Mag, Mtr, Sfl After QC Statewide guidelines propose Attorney OD, Ppr &OD superseded+2 years;GC§34090 City _ Yes. CA-€105 C€ty Attorney Opinions 5 earn P , Mag, Mfr, Statewide guidelines propose Attorney y Yes ©D Ppr S!I After&ODC superseded+2 years;GC§34090 When No Wher Nl City Closed Session Informational Longer L�xt rF Department Preference(covers Attorney CA-006 Letters 1 Memos Required Req tmH--TI, Mag, Ppr claim f litigation retention period); Minimum S itllC(t) 1U1f1S. GC§34090 ears !A _ year>r< 4 3 All State and Federal laws require Final l"tng '; retention until final disposition of Human Department of Fair Employment& p nsiiiwn_ Mag, Ppr formal complaint; State requires 2 Resources CA-007 Housing(OPEN or EEC?C)Claims Disposition +2 years 'rt# E years after action is taken;GC 12946,34090 Human CA-p0i3 Grievanoe Reports 2 years Z ad r' Ma P r Department Preference;GC Resources - 9, p 34090 HUNTINGTON BEACH, CA ci 995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3515 Revised: 5/4115 Ver. 8.0 RECORDS RETENTION SCHEDULE, CITY ATTORNEY Page CA-2 Office of Category ID# Records Description Retention I Disposition Comments l Reference Record Image: Destroy Inactive Paper (OFR} Active Taal Media I-Import {Off-site Vital t after in office) Options M=Mfr { } OD or Mir,) p 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 fader e. . last document+2 years), since destruction is normal!X eerformed by file folder Litigation,clairrrs complaint audits Pending,records requests, andlor investi a(ions sus end normal retention pedvds retention resumes eRersettlement. '' Historical Cases are determined __, _ _...... by the City Attorney;Statute of Limitations runs 6 months-5 Litigation Files 1 Legal Case Files: f.n a n a years; for contracts is 4 years; Historical(Change County Indefinite Yes: City Settle+1 (mIn[mum Yes: Until Mag, Mir, wrongful death for construction is CA-009 (Bankruptcy, etc.} (minimum 4 S After QC Attorney year yearn) Settle -� Settlement OD, Ppr &OD completion+5 years;Civil Courts Includes Settlement Agreements ydgf retain their records for 10 years; CCP§§337 et seq.;GC§§911.2, 945.6,34090, 34090.6; PC 832.5 b Statute of Limitations runs 6 months-5 years; for contracts is 4 Litigation Files i Legal Case Files: years;wrongful death for Yes: City Regular Settle+1 Settle* Yes: Until Mag, Mfr, construction is completion+5 CA-010 4 years S After QC Attorney year yt3al"S Settlement OD, Ppr 6 OD years; Civil Courts retain their Includes Settlement Agreements = records for 10 years;CCP§§337 at seq.;GC§§911.2,945.6, 34090, 34090.6; PC 832.5 b When No ltxfktetl_IVa..:' Longer Lf5tlget Yes: Brown Act challenges must be City Mag, Mfr, CA-011 Request for Legal Services(RLS) Required- f3equlred S After QC filed within 30 or 90 days of action; Attorney Ppr Minimum Z n1tlt� li' (]C], &OD GC§§34090, 54960.1(c)(1) ears y#exs Reference materials and copies of When No Wh Ala Ma Yes; documents generated by other Subject Files 1 ProLaw`"Matters" g,Mfr, Lead Dept. CA-012 Longer Lal1r S After QC departments pertaining to various (e.g. Dog Park,Cable TV,etc.) OD, Ppr Required ftaquired &OD topics required by Attorney staff; GC§34090 et seg. 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(909)337-3516 Revised: 514115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record i--15 i 4 ilEFf':.i Image: Destroy (OFR) Active Inactive f ail iielyll ii vital? Media I=Import Paper after (in office) CD or Mfr =' '��'IVk0 Options M=Mfr Imaged& ills 1 n ii n lull k _ j [If the record is not fisted here refer to the Retention for City-Wide Standards jRetentions b8 In when the act is corn leted and im l a full rile folder e. .fast document+2 y2arsl.since destruction is normat!Eperfonned by file folder tt ationr claims complaints,audits Pending records rogues and/or invest! ations sus end normal retention Deriods retention resumes after settlement). 100 GENERAL ADMINISTRATION Until Superseded �At i rt Mag, Lead Depart. Is OFR;GC Lead Dept. 100.10 Policy&Procedures or When Not ► Lan er ! _ - Ppr §34090.7 g �f Required I r: _ DIM- Mag, Department Preference;GC City Clerk 100.20 Organization Charts 10 years isii-1--ie_!i Ppr §34090 !.!IL'i!ii!I!Hy!Iki!�!!ceil!�ii Department Monthly f Annual i I =s � Mag, Department Preference Lead Lead Dept. 100.30 Reports 14 years � Ppr Dept is OFR;GC a34090 City Clerk 100.40 Passport Transmittals 2 yearsCe Ppr US Passport requirement;GC -. 34090 .. i. Mag, Department Preference;GC City Clerk 100.50 Restructuring J Reorganization 10 years l 'lliyeit 110•BOARDS 1 COMMISSIONS 1 COMMITTEES When No 2WhOMINO City Clerk 110.10 Administration Longer I,tlk#f = Ppr GC§34494 at seq. Required _rttaquife ; City Clerk 110.15 Bylaws i Articles of Incorporation P !i G P " MIfNr,OD, S!I No Department preference;GC (AOI�s) 1!E!I!911€III!EI'm111711E §34090 5!I R ji P r ------------- , Statute of Limitations: Public i official misconduct is discovery of Applications&Resignations: Mag, offense+4 years,Statewide City Clerk 110.20 5 years yeas SUCCESSFUL ;, Ppr guidelines propose Appointment ----------_.:__,:._::.;- +5 years; GC§34090;PC City Clerk 110.25 Applications&Resignations: 2 ears '� Ma. Y Y g GC§34090 et seq. IUNSUCCESSFUL ,;_„- ;;_;;_;_-;3- Ppr I HUNTINGTON BEACH, CA.i)1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2114/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3518 Revised: 6/4115 I i Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category iD# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive! T , I Vital? Media I-Import Paper after (in office) CD or Mfrt) ff Options M=Mfr Imaged& m If the record is not listed here refer to the Retention for City-Wide Standards - Retentions be in when the act is comoleted. and impiv a full Fite folder e. . last document+2 ars since destruction is normally erformed bv file folder. Litt ation claims cornjolaints. audits,Vending records requests, and/or invests ations sus end normal retention Periods retention resumes alter settlement. r h - Department Preference-Matches City Clerk 110.30 Recognitions 4 years ", ATai 3, Mag,Ppr terms of office; GC§34090 et When No $Jt _ Legally Required for 30 days; Staffing Longer Longer. - Department may prefer to retain_ Depart. 110.31 AUDIO RECORDINGS of Meetings Required- # I) gC!�' Tap a for administrative g rposes Minimum FAin hi Mag) (audio tapes are only 30 days is 30 da €_ I rl required);GC 54953.5 b When No mlwh4l N0 ` Legally Required for 90 days; Staffing VIDEO RECORDINGS of meetings Longer t rangier Tape Department may prefer to retain Depart, 110.32 Required- f e t}�1 j p for administrative ouraoses(yLftQ {ALL} Minimum iiiffrliliitifrhu (Ma9) tapes are only 90 days is 90 daO di uired ;GC 34090.7 Code of Ethics(NOT Ethics 0ypar�d.40' Mag, City Minimum 2 Clerk 110.40 Department Preference;GC Training Certificates) Wlii>limum 2 Mfr,OD, I §34090 ears $ ' P r City Clerk 110.45 Maddy Act Postings 2 years teas=, fag' GC§34090 et seq. City Clerk 110.50 Maddy Act Local Appointments List 2 years "2f „� pr Mag GC§34090 et seq. Pr _ 120-CITY COUNCIL , When No hen N oeI Legally Required for 30 days: Longer E-2 ��tfgMlr Department may-prefer to retain City Clerk 120.01 AUDIO TAPES I RECORDINGS of Required- Tape $ for administrative purposes fu1 Meetings Minimum taiLa0t1 Wag) :. (audio tapes are only 30 days is 30 days �0 3fa 3 0 required);GC 54953.5(b) When No 1C►Ihri�0 Legally Required for 90 days: VIDEO TAPES I VIDEO Longer t arsgpr Department m r to retain Tape City Clerk 120.02 Required- 4iesu7tId imposes(vi RECORDINGS of meetings(ALL) _ (Mag) for administrative Minimum Mlhlnttlm tapes are only 90 days is 90 days ;90 is-"--': ! I I irnuired);GC 34090.7 HUNTINGTON BEACH, CA.o1gm-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2I4/02 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-3 Office of Category ID# Records Description Retention!Disposition Comments l Reference Record -_ _- " Image: Destroy Active Inactive! ���� �A Media lmimport Paper after (OFft) (in office) CD or IHfr _� Vital? Options M=Mfr Imaged& _ _ __=,331IEeIR = If the record is not listed hero refer to the Retention for Cit -Wide Standards _ - Retentions be in when the act is completed,and imply a full Me folder a.a. last document+2 ars since destruction is normalivperformed by file folder. Litigation,claims com laints audits,pendina records requests,and/or investi ations suspend normal retention oedods raetention resumes after settlement. Mag, Yes: After Department Preference;GC City Cleric 120.10 Policy&Procedures Superseded P ° = Mfr,OD, I Superseded §34090 __------ Ppr m - Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years N -. Apr' terms of office; GC§34090 et PAN IIIr:oll Sunset of j_ Svnset a Department Preference-Matches Ad Hoc Committees! Mag, City Clerk 120.25 Committee+ � terms of office;GC§34090 et Subcommittees Ppr 2 ears .. .: P 829. r .,. City Clerk 120.30 Goals&Objectives 5 years &yeifs Mag, Department Preference;GC Ppr 34090 et se . 3! Mag, Department Preference- Appointments!Resignations to = Yes: After City Clerk 120.40 P P"` Mfr,OD, I Historical Value;GC§34090 et Council = -__= Ppr Superseded s Drown Act challenges must be City Clerk 120,50 Adjourned&Special Meetings: 2 years rs Y S' Mag, filed within 30 or 90 days of Affidavits of Postings ; ! }:,Ili Ppr action;GC§§34090, N1110 _ 54960.1(c)(1) - Brown Act challenges must be City Clerk 120.55 Agenda Postings 2 years 13 w Mag, filed within 30 or 90 days of Ppr action;GC§§34090, .................. 54960.1 c 1 City Clerk 120.60 Proclamations 2 years "_ ' y Pa GC§34090 et seq. } 191ii AH Ili ii Mag{ City Clerk 120Z5 Minutes P �I_F - Yes Mfr,OD, S No GC§34090 €zisoE-iira!iiitr{ri�urh0!IAai Ppr City Clerk 120.70 Commendations I 2 years Arr �(!A_I31!A Mag, GC§34090 et seq. Aeknovuled marts Ppr {: == Mag, City Clerk 120.75 Resolutions P r {�,!pnp_61i 3:31I Yes Mfr,OD, S No GC§34090 Ppr HUNTINGTON BEACH, CA.ai995-2011 Gladwell Govemmental Services,Inc,-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3510 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I TI( Vaal? Media I=Import Paper after (in office) CD or Mfr s � Options M=Mfr Imaged& _ - .......'_Im.. 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 ale folder e. ,last document+2 ers since destruction is norm I Performed b file folder. iti sti"on claims complaints,audits,pendina records re nests andlor investi etions sus nd normal retention Perriods retention resumes after settlement. City Clerk 120.80 Closed Session 2 ears as a,lla l all a I_ Ma 3g, y sark " P r GC§34090 et seq. City Clerk 120.85 Unagendized Council Comments 2 years 2■}fie z-M I Mag' GC§34090 'qv ia r City Clerk 120.90 Request for Staff Reports 1 Minimum 2 Mag, GC§34090 et seq. Responses ears �lesre P r When Nol'Ifhel�Nth Mag City Clerk 120.95 Your Departments Working File Longer tudrl 8t Ppr GC§34090 et seq. Re wired Rbdj Ulf 125-OTHER CITY ENTITIES Public Facilities Corp. (PFC): Mag, City Clerk 125.10 P ;,„�E P Fre Mfr.C1t3, S No GC§34090 Minutes, Resolutions 3::E,:,E,S::=:i:,,:3.6.i;F:, P r Civic Improvement Corp(CIC : Mag, City Clerk 125.20 ) P " "" Mfr, 013, S No GC§34090 Minutes, Resolutions Ppr Housing Authority: Minutes, F€� ...... Mag, City Clerk 125.25 Resolutions P ,Ilslo In„ Il:all ,lln Yes Mfr,OD, S No GC§34090 — � P r Mag, Public Financing Authority: 3 , olmtaoii City Clerk 125.30 P ,IIa,aIIG a a Yes Mfr,OD, S NO GC§34090 Ppr Minutes, Resolutions NI Brown,Act challenges must be All affidavits of postings, Notices, Mag filed within 30 or 90 days of City Clerk 125.35 P r action;GC proof of Publications,etc 2 years d 54960.1 c 1 Parking Authority: Minutes, Mag, City Clerk 125.40 Resolutions P11 1 A F'=' Yes Mfr,OD, S No GC§34090 - . -_- P r HUNTINGTON BEACH, C►A.c1995-2011 Gladwell Governmental Services,Inc.-all rights resewed Adopted: 2/4/02 Do not duplicate or distribute wilhoul prior written permission fmm GGS(909) 337-3516 Revised: 614/15 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 1 Ili [ i (OFR) Active Inactive f ;{ �q� Vital? Media I-Import Paper after (in office) CD or Mfr �R 31.1 Options Mi-Mfr Imaged& - If the record is not listed here refer to the Retention for City-Wide Standards Retentions to in when the act is comoleted. and imDIv a full rife folder e. . last document+2 ars since destruction is normallyparlbrmed by file folder. Liti ation claims complaints. audits endin reecords re uesfs and/or investic ations sus end normal retention Panods retention resumes afersettlern 0. City Clerk 125.45 Dvlsa Chico Conservancy-13olsa P Yes Mfr,OD, S N® Non-records retained for Chica Land Trust - = P r reference;GC§34090 _ 1.. . Mag, > it illfal Nan-records retained for City Clerk 125.50 HB Fourth of July Foundation P #?_ Yes Mfr,DD, S No reference;GC§34090 P r 130•CITY EMBLEMS 4.1 hil,I 1_...f _ -Mag, Department Preference; GC - City Clerk 130.10 City Seal P Il r Ili = Mfr,CID, S/I No Ppr Mag' Department Preference; GC City Clerk 130.20 City Logo P = Mfr,OD, S/I No §34090 Ppr City Clerk 130.30 City Tree(Western Redbud) P I Mfr,OD, S/l No Department Preference; GC I , P r §34090 -s i aIF 1 a Mag, Department Preference;GC City Clerk 130.40 City Flower(Geranium) P i 1 li ?II Mfr,OD, S/I No _I°!!!i:ylll'-IliliA}+,!Po!iii §34090 Ppr Mag Department Preference;GC City Clerk 130.45 City Car(Woody) P := _ Mfr,OD, Sit No §34090 F .r_., Mfr,QD, Department Preference;GC City Clerk 130.50 City Slogan P S/I No §34090 ,• al ;i P r Mag, City Clerk 130.55 City Memorials P =_ !R=......,4!: Mfr,00, Sit No Department Preference;GC§34090 :-3 a=311 ISIII'PIgi IP7 P r Mag, Department Preference; GC City Clerk 130.60 Redevelopment Seal P = P lI OD, S/I No §34090 per.:.i'.. :...........: HUNTINGTON BEACH, CA.cl995-2011 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: 6/4/15 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy [OFR Active inactive! Ts r Media 1=Import Paper after tin office) CD or III Options M=Mfr Imaged& f the record is not listed herd refer to the Retention for City-Wide Standards Retentions be in when the act is completed. and imply a full file colder e. . fast document+2 ars since destruction is non-natty erfonned by file folder. _ ti ation claims corn laints audits endin records re oasts andfor investi ations s u speend normal►etention Derrods retention resumes after settlement Q. Civic Improvement Corporation ! IIRIS it ; AAag, Department Preference;GC City Clerk 130.70 Seal P ' Mfr,AD,. S f I No §34090 _---- i IieL P r I11 if• ! III IIII Mag, Department Preference;GC City Clerk 13Q.80 Fuhlic Financing Authority Seal P ' "�'F? ' Mfr,CID, S l I No §34090 = Pr 140-ORGANIZATIONS:-LOCAL - City Clerk 140.10 Administration 5 years 5Sm l; Mag - Department Preference;GC P r §34090 Mag, Department Preference;GC City Clerk 140.20 Downtown Business Association 5 years P r §34090 Ildl AM.wi fliHdl9l - Mag, Department Preference;GC City Clerk 140.30 Chamber of Commerce 5 years % ! P r §34090 140.40 Reserved _ Mag, Department Preference;GC City Clerk 140.50 Boys and Girls Club 5 years 1f H.MMA , P r 34090 Public Cable Television Authority Mag Department Preference;GC City Clerk 140.60 PCTR 5 years 91ES? WaiLl.s+.:- P r §34090 IIW Mag, Department Preference;GC City Clerk 140.70 HB Conference and Visitors Bureau 5 years 6ti P r 34090 City Clerk 140.80 VFW Posts 5 years Mag, Department Preference;GC siiaml.iiianiiEauaiF, P r 34090 Big Independent Cities Excess Mag, Department Preference;GC City Clerk 140.90 5 years BICEP - -- P r &iAnqn 160-ORGANIZATIONS-AT LARGE - When No 1tVh0]i City Clerk 150.10 Administration Langer :_...........Rf1gQf...... PpP GC§34090 et seq. Required i� grred Southern California Association of I,EN,ears City Clerk 150.20 5 y Mag, Department Preference;GC Governments SCAG ...:............-_. ..,.: P r §34090 HUNTINGTON BEACH, CA.*1 995-2ol 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: 6/4/15 o'er.23.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-7 Office of Category ID# Records Description Retention!Disposition Comments I Reference Record Image: Destroy - (DFR) Active Inactive! 'Tall Media I=Import Paper after Vital? tin office) CD or Mfr 11 "0 ! Options M=Mfr Imaged& ff 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 rile folder e. .last document+2 ars since destruction is normally erformed bv file folder itr' afion claims complaints. audits pendina records re uests andlorinvestigations sus nd normal retention edods retention resumes after settlement. City Clerk 150.30 Sister Cities 10 years F0 years-{I Mag, Department Preference;GC - Ppr §34090 City Clerk 150.40 League of California Cities 2 years ,yers pag, GC§34090 y g County 9 y y F s Ye pr Mag' GC§34090 City Clerk 150.50 Orange Caun Housing Authority 2 eons Ppr Orange County Auto Theft Task 'I Mag, City Clerk 150.55 Force 2 years a n1�2111i€ ° Ppr GC§34090 CityClerk 150.60 American Coastal Commission 2 ears fll9 tl ;, y :. �1t��_-- MPag, GC§34090 160'-PUBLIC INFORMATION 1 RELATIONS City Cleric 160.10 Administration 2 years - 2 goal$ �p' GG§34090 et seq. Informal Petitions(submitted to Council on any subject. (Dag Department Preference; Law City Clerk 160.20 Parks,Parking,Traffic Calming, 2 years 2e$rs 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 ea Pag' GC§34090 City Clerk 160.40 Presentations I Donations 2 years 2�rea ,l pr Pa ' GC§34090 ' pr Mag, - City Clerk 160.50 Public Records Requests 2 years 2 yeartf Ppr GC§34090 170-RECORDS MANAGEMENT When No ;Whtt�- o Administration 1 Imaging Quality Ma , City Clerk 170.10 Longer g GC§34090 et seq. Control Forms(Pink) Ppr Required Frarim i Mag Department Preference;GC City Clerk 17{1.20 Vital Records Storage P — Yes Mfr,OD, S l I No §34090 , P r HUNTINGTON BEACH, CA.w995-2011 Gladwell Govemmental Services,Inc,-all rights reserved Adopted: 2l4f02 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-8 Office of Category ID# Records Description Retention!Disposition Comments 1 Reference Record Image: Destroy (C3FR) Active Inactive ltal VltaiT Media Imlmport Paper after (in office) CD or Mfr fR, fetr of Options M=Mfr Imaged& ... [ 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 rile folder le.a. fast document+2 ars since destruction is normally performed by file folder. Liticiation,claims com laints audits ndin records re oasts and/or investigations sus end normal retention Deriods retention resumes after settlement. Meg. City Clerk 1X30 Microfilm Program P P F Mfr,OD, S 1 I No Department Preference;GC P r §34090 Meg, Department Preference;GC City Clerk 170.40 Regulations 1 Policy P : " Mfr,OD, S 11 No § 090 _ _= Pr Disposition of Records 1 Request for Destruction of Records 1 lid 3 it 3 I Meg, City Clerk 170.50 P P Mfr,OD, S 11 No Department Preference;GC Authorization to Destiny Paper(to Ppr §34090 Relyon the Image as the Original) Records Retention Schedules 1 Meg, Department Preference;GC City Clerk 170.55 Authorization for Amendments to P #�_ Mfr,OD, S 1 I No §34090 Retention Schedules When No ,�ifllhE3t Wei City Clark 170.60 Your Departments Working File Longer Ltsng$r �� GC§34090 et seq. Required 146ulm 'u 180-RISK MANAGEMENT When No F City Clerk 180.10 Administration Longer I �twitlgktt' GC§34090 et seq. Re uiredq Insurance Policies$Certificatesiriinrm r(City-owned): Liability(General 8 l Yes: After Far pmtectivn from litigation;GC City Clerk 180.20 Public),Workers Compensation P �IIII [IIID, S (prior to 1980,when the City Oh Expiration §34090 9 I I [Lhecameself-insured)HR1 Risk Human Resources is OFR; GC Mana 180.40 Claims Against the City 2 years " yt3 'I"" 34090.7 HRl Risk Human Resources is OFR;GC180.50 Incident 1Accident Reports 2 years 2 years 34090.7 HUNTINGTON BEACH, CA..o1995-2011 Gladweil Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6141153 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy (OFR) Active Inactive 1 �"+ppi + Media I=Impart Paper after (in office) CD or Mfr Vital? Options M=Mfr Imaged& no _ acan f the record is not listed here refer to the Retention for Cs -Wide 5fandards etentions be in when the act is corn t®tad and im a full file folder e. .last document+2 years),since destruction is normal/ erfonned 6 file folder. its ,tion claims corn laints audits ndin records uests and/or invests ations sus Ind nflmral retention eno_ds retention resumes after settiem nt. When No -�EtItINt� Mag, City Clerk 180.60 Your Departments Working File Longer Iit� Ppr GC§34090 et seq. Required �Ir�lc = StaffingWhen No 7_WIj%rt.N Mag, Copies(staffing Department is Depart. 180.70 Advisory Groups Longer 6iitr p Required Re _- Ppr OFR);GC§34090.7 200-FACILITIES_Civic Center Administration l Operation l When No heyo Mag' City Clerk 200.10 Longer irt9ir GC Maintenance Ppr §34090 et seq. Required Requir�Lt#i�_ Public E, �,,. Yes: Mag, Yes: After Works 200.20 Capital Improvements{All) P = #3 _ Before Mfr,OD, S Infrastructure;GC§34090 Completion Ppr Inactive StaffingWhen No 1i11hYt l+Ics 200.30 Advisory Groups Longertltte , Mag, Copies(staffing Department is Depart. Required Ppr OFR);GC§34090.7 l� uired;::::: 205-FACILITIES-CommunitvCenters Administration!Operation 1 When No Mag City Cleric 205.10 Maintenance Longer 1 >' Pp ' GC§34090 at seq. Required Rusted Public Yes: Mag, Yes: After Works 205.20 Capital Improvements(All) P I =P _ Before Mfr,OD, S es'. ve Infrastructure;GC§34090 InactiCompletion Ppr Staffing When Na WI1e>t N0 205.30 Advisory Groups Longer LQnge� Mag, Copies[staffing Department is Depart. Ppr OFR);GC§34090.7 Reiguired ReU�[ 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(909)337-3516 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY (CLERK Rage CC-10 Office of Category ID# Records Description Retention!Disposition Comments 1 Reference Record Image: Destroy (OFR) Active Inactive 1 Tv. l vital? Media I=Import Paper after (in office) CD or Mfr R##eklt(tin Options M=Mfr Imaged S !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 fe.a. last document+2 ars since destruction is normal!y Performed by tale folder. trti ation claims com faints audits.Dendina records requests,andlor investi ations sus end normal retention periods retention resumes after settlement. 210-FACILITIES-Libra When No Whet1 p Administration!Operation l Mag, City Cleric 210.10 Longer Longer GC§34090 at seq. Maintenance Ppr Required k'8 ulret Public [efore Mag, Yes: After 210.20 Capital Improvements(All) P F' Mfr,OD, S Infrastructure; GC§34090 Works Inactive ..--.:__::._.. -._... Ppr S When No Wher1 No Staffing Mag, Copies('staffing Department is 210.30 Advisory Groups Longer Li�rtggof , Depart. Ppr OFR);GC§34090.7 Re wired _°-.Ie'uirtald`= 216-FACILITIES-Co orate Yard �iiUhen�+to n: Administration i Operation! When Na Mag, City Clerk 215.10 Maintenance Longer o Ltfllt" Ppr GC§34090 at seq. Required Etll Yes: Mag, Public Yes: After 215.20 Capital Improvements(All) P P Works Before Mfr,OD, S Infrastructure;GC§34090 - - Completion Ppr Inactive When No =�iltUUien J}�o Staffing Mag, Copies(staffing Department is 215.30 Advisory Groups Langer eL�it1 r Depart. Re wired is°.J 6r_—uilti_,its Ppr OFR);GC§34090.7 ,' 227.FACILITIES-Police Beildin When No W ►t tS City Clerk 220.10 Administration!Operation 1 Langer LgfgerrBefbre Ma'g" GC§34090 at seq. Maintenance Ppr Required Re ►iretf 3 Mag, Public Yes: After 220.20 Capital Improvements(All) P P Mfr,OD, S Infrastructure;GC§34090 Works - Inactive Ppr HUNTINGTON BEACH, CA.cim-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: 6l4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Record Category ID#f Records Description Retention!Disposition Comments!Reference Image: Destroy Active Inactive 1 i Media I-Import Paper after (OFR) (in office) CD or Mfr 9 0 _ Vital? ,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 completed,and knNy a full file folder e. .last document+2 ears since destruction Is norrinallyperfonned bv rite folder - Litl ation claims com laints audits. vendina records recruests. and/or investi ations sus end normal retention nnhods tretantinn resumes after settlement. When NoNktetl.:N+' Staffing 220.30 Adwiso Groups Longer Ldrt 8.. Mag, Copies(staffing Department is Depart. �! p 9 Ppr OFR);GC§34090.7 R aired =- l 226.FACILITIES-Rodoers Seniors"Center When No 1l3then7►Ic City Clerk 225.10 Administration 1 Operation 1 Longer i.o Mag GC§34090 at seq. Maintenance ICN, Ppr Required uI Public Yes: Mag, Yes: After Works 225.20 Capital Improvements(All) P P 3 i Before Mfr,OD, S Inactive Infrastructure;GC§34090 u"_', Completion Ppr Staffing tVhen No g 225.30 Advisory Groups WLongero 'LotXt Mag, Copies(staffing Department is Depart. Required ire Ppr OFR);GC§34090.7 - 230-FACILITIES-Cltv Gymf Pool Administration 1 Operation 1 When No ;, �f� - o ; Mag City Clerk 230.10 Maintenance Longer Lqr( �r Ppr GC§34090 at seq. Required =.;f r r i ed;-_ _.- Public _ Yes: Mag, Yes: After Works 230.20 Capital Improvements(All) P F to _ Before Mfr,OD, S Inactive Infrastructure; GC§34090 Completion Ppr StaffingWhen Na _�1li1s361t°t+1�3 Mag, Copies(staffing [department is De art. 230.30 Advisory Groups Longer = LQngQr p Required -fi [fir "' Ppr OFR);GC§34090.7 236-FACILITIES-.Oak View Center Administration I Operation 1 When No AN 11 E o Mag City Clerk 235.1 Maintenance Ppr 0 Longer ,,,,t dt #f r GC§34090 at seq. = Required I _;=f. . lrr HUNTINGTON BEACH, CA.®1995-2011 Gledwell Governmental Services,Inc.-all rights reserved Adapted: 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-12 Office of Category ID# Records Description Retention I Disposition Comments l Reference Record :',,.-.._:.:_` Image: Destroy (OFR) Active Inactive! Q, I"' vital? Media I=Import Paper after (in office) CD or Mfr I#f►t -p11i_ Options M=Mfr Imaged& f = If the record is not listed here refer to the Retention for Cit -Wido Standards - Retentions be in when the act is completed, and impiv a full file folder e. , fast document+2 ars since destruction is normal!v performed bv file folder. 'ti ation claims complain audits.pendinq records re guests, andlor invesfl ations susDand normal retention periods retention resumes after settlement. Public Yes: Mag, Yes. After Works 235.20 Capital Improvements(All) P i ( Before Mfr,OD, S Infrastructure; GC§34090 ' " Completion Ppr inactive Staffing When No WhSt pity g Mag, Copies{staffing Department is Depart. 235-30 Advisory Groups Longer [#td p R aired Ra air Ppr OFR};GC§34090.7 240-FACILITIES-Municipal Pler I Plaza - When NookftI I' Administration l Operation! p Mag City Cleric 240.10 Longer t�itfggf Ppr GC§34090 et seq. Maintenance Required Re uired " ----- ' .i qi m' Yes: Mag, Public 240 20 Capital Improvements(All) P R; „ + Before Mfr,OD 5 Yes: After Infrastructure; GC§34090 Works - - ---—• Inactive Completion Ppr ........................... When No 'Ylflt�ti`-T I—Ti Staffing 411111 Mag, Copies(staffing Department is Depart. 24q.30 Advisory Groups Longer : ©III £ —.= Ppr OFR);GC§34090.7 Re uired ;; U - 245-FACILITIES Beath When No �n ITII p Administration!Operation I Mag, City Clerk 245.10 Longer Li�Sii � �� Ppr GC§34090 et seq. Maintenance r ,n us r.,. Required 01i,o Yes: Mag, Public 245.20 Capital Improvements(All) P I_ Before Mfr,QD, S Yes: After Infrastructure,GC 34090 Works = Completion Ppr Inactive § When No llhen No Staffing Mag, Copies(staffing Department is Depart. 245.30 Advisory Groups Longer Required I#d_=[1ir i Ppr OFR); GC§34090.7 HUNTINGTON BEACH, CkciG95-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Category ID# Records Description Retention I Disposition Comments I Reference - Record Image: Destroy (©FR) Active Inactive! a ' 3 Vital? Media I=Import Paper after tin office; CD or Mfr :k:# t ri t � I Options M=Mfr Imaged& If the record is not listed here refer to the Retention for Cif -Wide Standards Retentions b in when the act is completed. and imply a full file foldar le.g. last document+9 ypars since destruction is normaliv Performed bv file folder. lti ation claims complaints, audits ndin records re uests and/orinvesti afions sus end normal retention rinds retention resumes after settlement). 250 FACILITIES-Water 0 erations When No When/ e, Administration I Operation 1 Mag, City Clerk 250.10 Longer Maintenance Loger' Ppr GC§34090 et seq. Required talrr Public elk/, Yes: Mag, Yes: After Works 250.2fl Capital Improvements(All) P 1'E'„„ Before Mir,O®, 5 Inactive Infrastructure; GC§34090 --_ -3 f:i,711xil:ji Completion Ppr _— Staffin When No �111h61t I t ' g 250.30 Advisory Groups Longer Mag, Copies{staffing Department is Depart, S�pf Required Ppr OFR};GC§34090.7 R -.�jl 255-FACILITIES Fire Stations bet Nt3 Administration 1 Operation 1 When No alit Mag, City Clerk 255.10 Maintenance Longer k iE-efore Ppr GC§34090 et seq. Required Public Ma Yes: AfterWorks 255.20 Capiital Improvements(AII) P e E 3Mfr,C3i], 5 Infrastructure; GC§34090 P rInactive StaffingWhen No rpapgr , Copies (staffing Department is 255.30 Advisory Groups Longer tui7lY-itrDepart. ,€ OFR);GC§34090.7 Required = I: 260-FACILITIES-'Heil fi6t p City Clerk 2130.10 Administration I Operation When No Longif i Meg' GC§34090 et seq. Maintenance Ppr Req uired Reti a e11IC.I1:illi:l,.�:13=:::: Public n Ir 311i1n�S '= Yes: Mag, j 260.20 Capital Improvements(All) P Yes: After Works p p ( ) rl, ' Before Mfr,GD, S Inactive Infrastructure; GC§34090 Completion Ppr =. i I HUNTINGTON BEACH, CA.o1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2I4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614/15 I I I Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy (OFR) Active Inactive I ( 'Vital? Media laimport Paper after (in office) CD or Mfr Options M=Mfr Imaged& f the recant is not listed here refer to the Retention for City-Wide Standards com etentr'ons iti a Sta be in when the act is lefed and irn l a full fits folder e. . last document+2 ars since destruction is normallyPerformed b file folder. Won, claims complaints. audits ndin records re uests andlor investi ations suspend normal retention Periods retention resumes after settlement, ffing When Noh6 N Mag, Copies(staffing Department is 260.30 Advisory Groups Longer Loil�dr�' Depart. R uired Ppr OFR);GC§34090.7 265-FACILITIES-Cultural Arts Center When No Whin Mir Administration i Operation f Mag, City Clerk 265.10 Maintenance Longer nr Ppr GC§34090 et seq. Required I � ulflwl iIS!y g::..�_.._...--_..._..:. Public „„I Yes: Mag, Yes: After Works265.20 Capital Improvements(All) P „ 1� #I Before Mfr,OD, S Infrastructure;GC§34090 - 'u Completion Ppr Inactive When No wLhen N6r. ffi Stang 265.30 Advisory Groups Longer 11, + II�uaoii Mag, Copies(staffing Department is Depart. Required -_ - Ppr OFR);GC§34090.7 hill 270-FACILITIES-Surf Museum When No Administration/Operation f Mag, City Clerk 270.10 Longer Lott er Ppr GC 34090 et se 3 Maintenance § q. Required 6ulyd. ... .... _. Public Yes: Mag, Yes: ,after 270.20 Capital Improvements(All) P "' ,°E.'.' Before Mfr,OD, S Infrastructure;GC§34090 Works Inactive Completion Ppr When No Whft Na. Staffing 270.30 Advisory Groups Longer LQrigQr Mag, Copies(staffing Department is Depart. Required ;_;ttirlvd Ppr OFR),GC§34090.7 _ 276-FACILITIES-Parkina Structures When No iW-1ii0rrll Je City Clerk 275.1❑ Administration i Operation f Longer t tklit t3C Ppr GC§34090 et seq. Maintenance Required u HUNTINGTCN BEACH, CA.cigim-2ol l 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-15 Office of Category ID# Records Description - Record g rY p Retention I Disposition Comments I Reference d mage: Destroy (OFR) Active Inactive J j 4 t , Media I=Import Raperafter Vital? (Inoffice) CDor Mfr BNM01I {Options M-Mfr Imaged& _ . f the record is not listed here refer to the Retention for City-Wide Standards Retentions win when the act is corm feted and im l a full file folder v, last document+2 ars since destruction is normallyerformed 6 file folder. Liti ation claims com laints audits ndin records re uests and/orinvesti afions sus nd normal retention mods retention resumes after settlement Public „ Yes: Mag, Yes: After Works 275.20 Capital Improvements(All} P i Be Works Mfr,OD, S Infrastructure; GC§34090 ° Completion Ppr Inactive Staffing When No ,,IJUh : Ji Mag, Copies(staffing Department is 275.30 Advisory Groups Longer of Depart. Ppr OFR); GC§34090.7 - Re aired aired FACILITIES-Youth Shelter Administration I Operation 1 When No Ma City Clerk 280.10 Maintenance Longer h f " Pp' GC§34090 et seq. Required Re Ltlfl�tl Yes: Mag Yes: After Works 280.20 Capital Improvements(All} P 1 fefare Mfr,t7Q, S Inactive Infrastructure; GC§34090 r I,.:j Completion Ppr When No '1llJlt ;l�l Staffing _F Mag, Copies(staffing Department is Depart. 280.30 Advisory groups Longertfl9lrr'- Ppr DFR),GC§34090.7 Re aired al, g�: 205-FACILITIES-Emerald Cove Senior Center - When No Administration I Operation J = Mag, City Clerk 285.10 Longer Lt3riiTlr' GC§34090 at seq. Maintenance �w 3 Ppr Required Yes: Ma Public 28&20 Capital Improvements All P g' Yes: After Works p p ( } �u ' Before Mfr, OD, S Inactive Infrastructure;GC§34090 Completion Ppr Staffing When No 'Wham Nc Mag Copies(staffing Depart. 285.30 Advisory Groups Longer L B[ Ppr Copies (s §3ng Department is Required ui ;=- 4090.7 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: 6/4I15 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 (OFR) Active Inactive I Tvtl - Vital7 Media I=Import Paper after (in office) CD or Mfr ...It�#eriltYS Options M=Mfr Imaged S - a ' If the record is not listed here refer to the Retention for City-Wide Standards Reter?tfons be iri whet+the act is com iefad and im a foil hie folder(e.g, fast document+2 ars since destruction is normalivDarformedby file folder. Liti ation claims complaints, audits pending records requests. and/or investigations suspend normal retention periods retention resumes aftersettlement. 290 FACILITIES«Chun Ran e When No # :. City Clerk 290.10 Administration 1 Operation 1 Longer �I�Lo1Hgt$r� Mag° GC§34090 at seq. Maintenance Required +agltilnsd Ppr -- 9 41.ill-1 F �= - Public ;111[!II Yes: Mag, Yes: After 290.20 Capital Improvements(All) P p _ Before Mfr,OD, S Infrastructure;GC§34090 Works Completion Ppr Inactive helt�p Staffing When No Mag, Copies(staffing Department is Depart. 290.30 Advisory Groups Longer Ili! �����r = Ppr OFR); GC§34090.7 Required Re._..-Iran := 295-FACILITIES-Central Park Senior Center When No la1,WHOM o11<iib Administration 1 Operation 1 Mag, City Clerk 295.10 Longer "� Lt1ir1 er GC§34090 et seq. Maintenance 14 =rs �s Ppr Required _ #i!!r Public Yes: Mag, Yes: After Works 295.20 Capital improvements(All) P Before Mfr,OD, S Inactive Infrastructure;GC§34090 Completion Ppr ------...Jig_ _ Staffing -- When No Mag, Copies(staffing Department is 295.30 Advisory Groups LongerilY fit" Depart. Required 1`: : - Ppr OFR); GC§34090.7 300-AUDITS _ When NoPp Mag sri is City Clerk 300.10 Administration Longer Lglgefr' GC§34090 at seq. Required liftWsf _= Cif Clerk 300.20 Audits-City P ' ! Yes: Mag, Yes: After Department Preference;-GC y y ,11, NI : Before Mfr,OD, S Completion Ppr Inactive §34090 HUNTINGTON BEACH, CA.@1995-2911 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4l02 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-17 Office of Category ID Records Description - Retention l Disposition Comments f Reference Record Eli -:aa = image: Destroy [OFRy Active Inactive l I Media I=Import Paper after In office] CD or Mfr 2. vital? Options M=Mfr Imaged& r911F�.t3''il#ail iliu'1Ts �� p If the record is not listed here.refer to the Retention for Ci -Wide Standards Retentions begin when the act is cam feted and irn l a fuil file folder e. ,last document+2 ars).since destruction is normallvoerfbfirned by file/bider Litigation.claims complaints auditspending records re uests andfar investic ati'ons suspend normal retention Periads retention resumes after settlement. Audits-Redevelopment Agency f -i1' FCOM Mag, Yes: After Department Preference;-GC City Cleric 300.30 P P e Mfr,OD, S Successor Agency tion Ppr Inactive §34090 Audits-Public Facilities Mag, Yes: After Department Preference;-GC City Clerk 300.40 P P e Mfr,OD, S Inactive §34090 Corporation °._._..._. tion Ppr 3; ; ".ii,9 - Mag, Audits-Civic Center Improvements Yes: After Department Preference;-GC City Clerk 300.50 Corporation P _ e Mfr,OD, S rp Inactive §3�4090 tion Ppr xq : Mag, Yes: After Department Preference;GC City Clerk 300.t30 Audits-Public Finance Authority P e Mfr,OD, S Inactive §34090 ___ - - tion Ppr a ion � _ Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.70 Audits-Parking Authority P il�i��, P ; Before Mfr,OD, S Inactive §34090 HE'Completion Ppr 310-FIWANCIAi,STATE ENTS i REPORTS When No ht Alo City Clerk 310.10 Administration Longer t oM r.. F Apr' GC§34090 et seq. Required _ teq_u..ired Financial Statements 1 Treasurer's Mag' Yes: AfterDepartment Preference-Finance City Glerk 310.20 Reports-City P ,It _ Mfr,OD, SInactive also re#sins permanently: GC :!_,E-,_=, Ppr §34090 ==_ _-!, HUNTINGTON BEACH, CA.c1995-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised; 6/4/1 5 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1B Office of Category ID# Records Description Retention I i]isposition Comments 1 Reference Record Image: Destroy (DFR) Active Inactive l fc I Media I=import Paper after in office Vital? ( ) CD or Mfr Et�ter}tltxtl Options M=Mfr Imaged& M ff the record is not fisted here refer to the Retention for Cft -Wide Standards Retentions be in when the act is cam feted and imply a full file folder(e.g. last document+2 ars since destruction is normal/ rforrned b file folder. mmmwm�t-ifi ation claims com laints audits ending records requests, and/or investhc atlons sus nd normal retention erlods retention resumes after settlement. Financial Statements!Treasurers a Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.30 Reports-Redevelopment Agency 1 P Before Mfr,OD, S also retains permanently; GC Successor Agency °1; " ': Completion Ppr Inactive §34090 Financial Statements l Treasurer's _ Yes: Mag, Deparment Preference-Finance Yes: After City Clerk 310A0 Reports-Public Facilities P P Before Mfr,OD, S also retains permanently; GC Corporation = Completion Ppr Inactive §34090 ._. ........._. Financial Statements 1 Treasurer'sE miii- Yes: Meg, Department Preference-Finance Yes: After City Clerk 310.50 Reports-Civic Improvements P ? Before Mfr,OD, S also retains permanently; GC Corporation Completion Ppr Inactive §34090 .. Financial Statements 1 Treasurer s Yes' Meg, Yes: After Department Preference-Finance City Cleric 310,60 P (' - Before Mfr,OD, S also retains permanently; GC Reports-Advisory Group _ Completion Ppr Inactive §34090 Yes: Meg, Department Preference-Finance Financial Statements f Treasurer's Yes: After City Clerk 310.70 P F► Before Mfr,OD, S also retains permanently; GC Reports-Cable Television Inactive Completion Ppr §34090 ... Financial Statements l Treasurer's Yes: Meg, Yes: After Department Preference-Finance City Cleric 310.80 Reports-West Orange County P ; Before Mfr,OD, S also retains permanently; GC Water Board(WOCWB) ''i i 1 Uzi_ Completion Ppr Inactive §34090 Yes: Meg, Department Preference-Finance Financial Statements f Treasurers Yes: After City Cleric 310.90 P ! Before Mfr,OD, S also retains permanently; GC Reports Inactive IL Completion Ppr §34090 HUNTINGTON BEACH, CA.c1995-2011 oladwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 814115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record iii- — Image: Destroil- y Active inactive I n ice! Media I=Im art Paper after (OFR) _ lfital? p p (In office) CD or Mfr Options M=Mfr Imaged& ff 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 rite folder a. .last document+2 ars since destruction is normally erformed b Fle folder. Litigation,claims oom la►"nts audits endi records requests, andlor investi ations susDend normal retention periods retention resumes after settlement. 320-6LFDGET When Notf1 Finance 320.10 Administration Longer tong r„ Mag, Finance is OFR;GC§34090.7 Required ^'>14ia UiMd Ppr Yes: Mag, Yes: After Department Preference-Finance City Clerk 320.20 City Annual Operating Budget P `#3 ` Before Mfr,OD, S Inactive also retains permanently; GC Completion Ppr §34090 S E d] 9.1'Xl d 911 Mag, City Clerk 320.30 Preliminary Budget 2 years 2 yews I Ppr GC§34090 _..............aa, 9I I+rilu aIA Yes: Mag, CityClerk 320.40 Ca Ital Im rovernent Bud et 5 ears Yes: After Department Preference(meets p p g yr8lrs Before MR,OD, S Inactive auditing standards); GC§34090 Vim"i.3.,112 d1_r_Fl Completion Ppr 22 Yes: Mag, City Clerk 320,45 Unbudgeted Expenditure P _� �' Before Mfr,OD, g Yes: After Department Preference; GC J=i -'9 Inactive §34090 - _ Completion Ppr When No itUilflA� City Clerk 320,50 City Clerk's Working File Longer � o ;r Mag, Preliminary documents i =3 9111i Ppr transitory records; GC§34090 Required „,mwl When No Vl------Nod1 Mag, Copies(staffing Department is Finance 320.60 Advisory Groups Langer Long�ir Ppr OFf );GC§34090.7 Required City Clerk 320.70 Parking Authority 2 years yrs Mag, Copies(staffing Department is :::-::: Ppr OFR);GC 34090.7 City Clerk 320.80 West Orange County Water Board P - Mag, GC§34090 WOCWB I Water Well Lines :3.._....-_..---__..._..__-..` Ppr HUNTINGTON BEACH, CA.01995-2611 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: 6I4I1 5 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Category ID# Records Description Retention i Disposition Comments I Reference Record ! a� Image: Destroy (OFR) Active Inactive I 14taf ' vital? Media [-Import Paper after (in office) CD or Mfr IZIt Pert fpf?, 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 corn leted and impiv a furl file folder e. . last document_+2 ors since destruction is normally erforened bv file folder iti ation claims corn laints audits,Dendina records re uests andlor investl adons sus end norms!retention ariads retention resumes agar settlement. 330 DEBT SERVICE When No Mel # City Clerk 330.10 Administration Langer Lottet Apr' Finance is OFR;GC§34090.7 e.l i to Required ke Cilr Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cipn ell-b , debentures is 6 years; Bonds Redemption IedErlp}Ir�tt Yes: Until issued by local governments are City Clerk 330.20 General Obligation Bands 2 years Ppr or Maturity+ o_t._ tpturity Maturity 10 years;There are specific 8 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., CartcbliBk,'" debentures is 6 years; Bonds Revenue Bond: City andlor Redemption ldelptltftl'; Yes: Until issued by local governments are City Clerk 330.30 2 years Ppr Redevelopment Agency or Maturity+ o..r!Nfat-u �; Maturity 10 years;There are specific B years "` j+ rs requirements for disposal of =LF�iF:3n•4!_lif,iil. unused bands;CCP§(1)&(2), 337.8 2 ;GC§43900 at seg. o io wuu`a it ii.iii Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., As.cance debentures is 6 years; Bonds Revenue Bond: Public Facilities 1 RedemptiontHael7lpton; Yes: Until issued by local governments are City Clerk 330.40 2 years Maturity Ppr 10 ears;There are specific Corp. or Maturity+ oriFyTat ttty__; y y pe ific 8 years 1iaia requirements for disposal of ! E- unused bonds;CCP§(1)&(2), .........._...:::.... 1337.5(2)m GC§43900 et seg. HUNTINGTON BEACH, CA.ei 995-2al 1 Gladwell Governmental 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-21 Office of Category ID# Records Description - Record 9 ry P Retention 1 Disposition Comments 1 Reference —__ Image: Destroy Active Inactive I _��� Vital? Media I=Im rt Paper a (CJFR� - po after (In office) CD or Mir W� Options M=Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards - - - - etentions 6 in when the act is com leted annd i►mm a full file folder e. last document+2 ars since destruction is normal! rformed a file folder. Llti ation claims complaints. audits ndin records requests andlor invests ations suspend normal retention Penods retention resumes alter settlement. Statute of Limitations for bonds, mortgages,trust deeds, notes or Canoeliat., `tpl1 �a debentures is 6 years; Bonds City Clerk 330.50 Revenue Bond: Civic Improvement 2 Redemption Yes:Yes: until issued by local governments are Corp years or Maturity+ bf-I faItH Maturity Ppr 10 years;There are specific 8 years requirements for disposal of unused bonds;CCP§(1)&(2), 337.5 2 ;GC§43900 et 0 Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat anop7 at R ; debentures is 6 years;Bonds City Clerk 330.60 Revenue Bond: Public Financing 2 ear Redemption Feemp}ion: Yes: Until issued by local governments are Authority y or Maturity+ Nr UMUH, t; Maturity Ppr 10 years;There are specific 8 years ,_ requirements for disposal of crnia= uused bonds;CCP§(1)&(2), n _ i rmi 337.5 2 GC 43900 et 5eq. Statute of Limitations for bonds, mortgages,trust deeds,notes or Cancellat 0 debentures is 6 years;Bonds Revenue Bond: Tax Anticipation Redemption City Clerk 330.70 P 2 years p E Yes: Until Ppr issued by local governments are (Notes) or Maturity+ _M funtrT Maturity p 10 years;There are specific 8 year = .. requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2 ; GC 3900 et seg. When No ]tlllit Mag, Preliminary documents I City Clerk 320.80 City Clerk's Working File Longer �t lamlg Required R . [p ' Ppr transitory records; GC§34090 I HUNTINGTON BEACH, CA.v1995-2oi i Gladwell Governmental Sarvlces,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate of distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive! T©tai vital? Media 1=Import Paper after (in office) CD or Mfr € e�ttin Options M-Mfr Imaged& !f the record is not listed here refer to the Retention for City-Wide Standards stentions b in when fhe act is complated. and imply a full file folder e.a. last document+2 ars since destruction is normalt erformed by file folder.. ti ation claims com taints audits pending records requests, and/or investigations suspend normal retention periods retention resumes after ssttlement. Statute of Limitations for bonds, mortgages,trust deeds,notes or Cancellat., n_ _ debentures is 6 years; Bonds Redemption j0-dl�mpf 66 Yes: Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years Ppr a_r Maturity+ dr IUdfir� } Maturity 10 years;There are specific 8 years 10yarlt requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 '. GC 4439DO et seq. 340-REVENUE AND TAXATION When Na :1� Mag Finance 340A 0 Administration Longer LOTS w_ Ppr GC§34090 et seq. _- Required lllF When No ; q Finance 340.20 Fee Schedule Longer I=h#g Mag' Finance is OFR;GC§34090-7 Required '—' bIME Ppr When No �it3fbtala Ma City 340.30 Business Licenses Longer i. tt9 �, ' Finance is OFR;GC§34090.7 Treasurer Ri. aired r11f ' Ppr € , Mag, Yes: After Department Preference;GC City Clerk 340.50 Utilities Tax P =- , — Mfr,OD, SII 2 years §34090 Ppr Wig' Yes: After Department Preference; GC City Clerk 340,65 Transient Occupancy Tax(TOT) P I`�.._� Mfr,OD, SII 2 years §34090 Ppr Mag, Yes: After Department Preference;..GC City Clerk 340.60 County Takes P P Mfr,OD, Sil €3€ r 2 years §34090 _.3..._...;......__.._, P r When No When Nor Mag, Yes: When Lead Dept. 340.70 Federal Grants I Programs Longer ! Lor gem - Mir,OD, S I I Copies-GC§34090.7 Required R irett Ppr Inactive HUNTINGTON BEACH, CA.01995-2011 Giedwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 6/4/1 J Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Category ID# Records Description Retention l Disposition Record 9 rY p positlQn Commence f Reference Image: Destroy (OFR) Active Inactive l iQ �NLIINi_ Vital? Media I=Import Paper after (in office) CD or Mfr Options M=Mfr Imaged,& p1hel,)'record is not listed hero refer to the Retention for Cit -Wide Standardsnffons b in when the act is corn feted and im a hull file folder e. .last document+2 ears since destruction is normal1 erformed b rite foldertr`on clsirras complaints,audits radfn records requests and/or investi eGans sus nd normal retention Periods retention resumes attar settlement. When Na lhdr N Ma Yes: When City Clerk 340.90 State Grants/Programs. Longer Lc �` Mir,CAD, 5 i i Inactive Copies-GC§34090.7 i4 Required = .I ; Ppr When No T+�l4ar i`Jt� Mag, Yes: When Finance 340.85 Programs f Other Longer ""Ibrte Mir,OD, S 1 I Copies-GC§34090.7 Required 4tll - Ppr Inactive City Clerk 340.90 Taxes p Meg, Yes: After Department Preference;GC " ,_ Mir,00, SII 2 years §34090 Ppr _ 360-SPECIAL ASSESSMENT/IMPROVEMENTS DISTRICTS When No �li�rhrti1 Ma Lead Dept. 350.10 Administration Longer �Iil i.r g, Ppr GC§34090 et seq. Required =itsg m Mag Yes: After City Clerk 350.20 Underground Utilities P �';„ Yes Mir, OD, S Infrastructure;GC§34090 Per Inactive -.1-1Eiis'.N i:E.= :: 3.ens II a L 11-Ilallll Yes: Mag, Cif Clerk 350.30 Reimbursement f Improvements! Yes: After y Assessment Districts P ,Ii�IC.I. - Mora Mir,OD, $ Inactive Infrastructure;GC§3$090 131=_ Completion Ppr 400-REDEVELOPMENT 1 SUCCESSOR AGENCY ` Econ, When No �ItItl3eTfIN Develop. 400.10 Administration Langer Lvlrgr~rag' GC§34090 et seq. p Required Ppr - UPre�.= Soon. When NoMagl{rher10 400.20 Special Studies f Reports Longer IPZLd_hd r, ,,:• Develop. p p Ppr Copies;GC§34090.7 Required Eton. When No h8f4 Develop. 400.30 Policy!Regulations Langer njern,I_ P9' Copies;GC§34090.7 Required HUNTINGTON BEACH, CA.0i985-2011 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 I I Ver. 23-0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of Category ID# Records Description Retention 1 disposition - -- Comments 1 Reference Record fl = 11 - _ Image: Destroy (OFR) Active Inactive 1 011 1 vital? Media I=Import Paper after (in office) CD or Mfr #idol Options M=Mfr 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.fast document+2 OaLsl, since destruction is normal!y Derformed by rite folder iti ation claims complaints, audits.Dendina records requests,andlor investir alions susoend normal raterrtion perHiods retention resumes aRersettlement. Econ. 400.35 Resolutions(Redevelopment or P I III Mag, GC§34090 Develop, SuccessorA enc =- P r r l 11 III I 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 ysara - Mag' GC§34090 A errs Closed Sessions = P r Brown Act challenges must be Adjourned&Special Meetings; Mag, filed within 30 or 90 days of City Clerk 400.60 2 years yQ Affidavits of Postings Ppr action;GC§§34090, 54960.1 c 1 410-REDEVELOPMENT PROJECT AREAS When No WI11�n1i5Lo City Clerk Administration Longer Pp9" GC§34090 et seq. Required Mag, Yes: After City Clerk 410.00 Merged ProjectAreas(formed P f3,,,� Mfr,OD, S Project Infrastructure;GC§34090 41111996) :IIf:Ylliill!44i:!'S'ifll[111 P r Completion Mag, Yes: After City Clerk 410.05 Redevelopment Project Areas P Mfr,OD, S Project Infrastructure;GC§34090 I IIIII"III 9 III 311 P r Completion 1¢I r 1 r.m 111 uu I n, Mag, Yes: After - Huntington Center Redevelopment City Clerk 410.10 P 3 NiI� i1F95,` Mfr,OD, S Project Infrastructure;GC§34090 Project Area 11Y 11 P r Completion r m slroa $:I Mag, Yes: After City Clerk 410.2U Main-Pier Redevelopment Project PI Mfr,JD, S Project Infrastructure; GC§34090 Area l=111I1u IOF lonlu P r Corn letion d' Mag, Yes. After City Clerk 410.25 Beach Blvd. Redevelopment P �a Mfr,OD, S Project Infrastructure; GC§34090 Project Area(Beach Corridor) p r Com le#ion HUNTINGTON BEACH, CA.o1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 ❑o not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-25 OfEtce of Category ID# Records Description - Retention l Disposition Comments!Reference Record -Image: - Destroy - - 111 f ul'-i l:yt it- (OFR) Active Inactive I MUR Media laimport Paper after vital? (in office) CD or Mfr =;F fht { M' Options M=Mfr Imaged& .ane�la:n s if the record is not listed here refer to the Retention for City-Wide Standards Retentions becin when the act is com letad and imDly a full file folder e. .last document+2 ars since destruction is normally erformed by file folder. Litt ation claims comiolaints. audits.Dendina records re uests and/or investi ations sus rt[t normal retention erioda retention resumes after setGerrrant. Area Mag, Yes: After Oak View Redevelopment Protect City Clerk 410.30 P 1 Mfr,OD,, S Project Infrastructure;GC§34090 P r Completion Wamer-Goldenwest �y- Mag, Yes: After City Clerk 41035 P d tlljT11 j Mfr, OD, S Project Infrastructure; GC§34090 Redevelopment Project Area . P r Completion I _ P d Id'11 II it g§IIII.Id l a z Mag, Yes: After -. City Clerk 410.40 Talbert-Beach Redevelopment P n tl i1f i, Mfr,OD, S Project Infrastructure; GC§34090 Project Area " " P r Completion ,d.3.. _ Talbert Gap Flood Control Mag, Yes: After City Clerk 410.50 P = Mfr,OD, S 'Project Infrastructure; GC§34090 Redevelopment Project Area 1 ... P r 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 Y City Clerk 410.60 Civic Center P t P ; Mfr,OD, S PraJect®r Infrastructure;GC§34090 _ P r Completion a 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 +Ir Mfr,©q S Project. Infrastructure;GC§34090 P r Completion Mag, Yes: After City Clerk 410.80 Advisory Group P P= Mfr,CID, S Project Infrastructure;GC§34090 d�Ig 11iIIlIC = °== = P r COMIDletion 420-LAND USE CONTROL_ When No Ma Planning 420.10 Administration LongerLcrt e P r GC§34090 et seq. Required K QIMMI! p = I - I HUNTINCTON BEACH, CA.ci995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GG5(009)337-3516 Revised: 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record cii, j Image. Destroy (OFR) Active Inactive I X4I , Vital? Media I■Import Paper after (in office) CD or Mfr ett t�itlt t Options M=Mfr Imaged& If the record is not listed hares refer to the Retention for City-Wide Standards Retentions be in when the act is corn leted and imply a full file folder e. ,last document+2years),since destruction is normally Performed by rile folder. Litt anon claims complaints. audits pendina,records requests, andfor investic ations suspend normal retention eriods retention resumes after settlermmn€ When No ilVheirr Nc� Planning 420,20 Policy 1 Regulations Longer 6 3C.fi tgeF Apr' Copies;GC§34090.7 Required �tft�ireo�, Mag, City Clerk 420,35 Signs 1 Sign Code 1 Appeals P _ - Mir,OD, S No GC§34090 =_ = Pr City Clerk 420A0 Conditional Use Permit Appeals P Meg' GC§34090 Ppr City Clerk 420,45 Subdivisions& Lot Line P Meg' GC§34090 Adjustments Ppr City Clerk 420,50 Conditional Exceptions I1(ariances P f' Mag, GC§34090 1 Appeals Ppr Final Tract Maps I Tentative Tract Mag, City Clerk 420,60 Maps Pd:-1;.M:Uj:r8;-d1!.-1' " ' P r GC§34090 City Clerk 420.70 Parcel Maps Release Transmittals 2 years2 yearn Mag, Public Works is OFR;GC _ _ __ Ppr 34090.7 Coastal Development I Plans I Mag, City Clerk 420.80 P f* GC§34090 Permits I Appeals Ppr City Clerk 420,85 Local Coastal Program P "�' F' Mag, g" GC§34090 When No Nt1 Mag, Copies(staffing Department is Planning 420.90 Advisory Groups Longer Ppr CJFR);GC§34090.7 Required _ When No Mag, City Clerk 420.95 Your Departments Working File Longer ",,f�#tg�lr , Ppr GC§34090 et seq. Re uired ::::R -u" 426-CODE COMPLIANCE I CODE ENFORCEMENT When No err o Ppr City Clerk 425,10 Administration-Demolition Photos Langer tpitc sr FGC 34090 et seq. Required =;�_�... Uir�d- HUNTINGTON BEACH, Cko is9s-2oi I Gladwell Governmental Services,Inc,-all rights reserved Adopted: 214IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised., 6/4/1°5 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of Category ID# Records Description Retention I Disposition Comments l Reference Record Image: Destroy :Kak:el6:_,ilu!Iew.gllk:M1wni JpFRI Active InectlWe► 916IINII Media I=Import Paper after RSIP II Pi IXNI�IIII vital (in office) CD or Mir ill f _I Options M=Mfr Imaged d6 ilN.iIXIInAXIIXIIkINX611Xni?zs=_.. � f the record is not listed here refer to the Retention for city-Wide Standards - — — — Retentions be In when the act is corn feted and Imply a full Isle folder e.a. last document+2 ars since destruction is normally Performed by Fife Fielder ifi ation claims com taints audits anding records re vests and/or invesfi afions susDend normal retention Periods retention resumes after settlement. 430=HUUSING When No City Clerk 430.10 Administration Longer Mag' GC§34090 e#;� Required Ppr p' H It II Iql Ir - - Preservation 1 Rehabilitation 1 Mag, Yes: After City Clerk 430.30 P #Relocation Mfr,a], S Project Infrastructure;GC§34090 Ppr Completion Mag, Yes: After City Clerk 430.50 Affordable Flouring P FIgll Mfr,CID, S Project Infrastructure; GC§34090 Ppr Completion y Mag, Yes: After City Clerk 430.55 Senior Housing P 3191 I Mfr,CID, S Project Infrastructure;GC§34090 Ppr Completion Mag' Yes: After Department Preference;GC City Cleric 430.60 Mobilehorne Parks P _" " Mfr,OD S 10 years §34090 Pr Economic 430 70 Studies and Re Mag, Department Preference;GC Develop. p Y Ppr 34090 Reports 10 ears When No Ytet�IlldXlt staffing Mag, Copies(staffing Department is Depart. 430,80 Advisory Groups Longer II141In offagi_ t Ppr faFR);GC§34090.7 Re uiredi rel 440-PLANNING When No y, E Planning 440.10 Administration Longer 71 I �' GC§34090 et seq. Required ,. ..._.._ ._ When No ,O: 6 ... - Planning 440.20 Census Information Longer LflrtBef l Pprf Copies; GC§34090.7 Required uire a I I Mag, Yes: After City Clerk 440.30 Master Plans P R_ Mfr,OD, S Land Records;GC§34090 " P r 10 years HUNTINGTON BEACH, CA,c1995-2011 Gladwell Govemmental Services,Inc.-ail rights reserved Adapted. 214/02 Do not duplicate a distribute without prior written permission from GGS(909)331-3516 Revised; 6/4 j15 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of Category ID# Records Description Retention 1 Disposition Comments l Reference Record image: Destroy (OFR Active inactive l TI Vital? Media I=Import Paper after (in office) CD or Mfr Options M-Mfr 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 since destruction is normallypertbrmed bv file folder. itl ation claims complaints. audits.Pendina records requests. andlor invest! ations sus end normal retention eriods retention resumes after settlement. Mag, Yes: After City Clerk 440.40 General Plan Conformance P Mfr,OD, S 10 yearn Land Records;GC§34090 . Ppr Mag' Yes: After City Clerk 440.50 General Plan Amendments P P Mfr,OD, S 0 years Land Records;GC§34090 Ppr vifill JAM:' City Clerk 440.60 Regional Planning 25 25'IpelrS Mag, Non records(department ea+D310rs P r preference);GC§34090 p, Mag, Yes: After City Clerk 440.70 Moratoriums P Mfr,OD, S Land Records;GC§34090 - _ = P r 10 years WO Mag, Nan records(department City Clerk 440.i30 Special Studies 1 Reports 25 years Viers p r reference);GC 34090 Advisory Groups-Formation, _ Mag, Copies(staffing Department is City Clerk 440.90 q ointments P P r_ OFR).GC 634090.7 450-ZONINC3 When No @ft Q Planning 450A0 Administration Longer ""l_b g r Ppr GC§34090 et seq- Required RequIP I Mag, F. -3t li-Illi Mag, IYt Yes: After City Clerk 450.20 Zoning Change Case Files P Mfr,OD, S Land Records;GC§34090 .` .. P r 10 years -.. t:N'"1 -0...n Mag, Yes: After City Clerk 450.30 Specific Plans P Mfr,oil, S 10 years Land Records; GC§34090 Pr -- Mag, City Clerk 450,40 Special Studies 1 Reports 10 years 0 1 P r GC§34090 460-ECONOMIC DEVELOPMENT When No Wk10 iY 6. City Clerk 460.10 Administration Langer Magi 0099C Ppr' GC§34090 et seq. Required 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: 614i15 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CG-29 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record af/r Image: Destroy (fJFR) Active InaI Media. I=Import Paper after vital? (in office) CD :±� f[gip, Options M-Mfr Imaged S IF the record is not listed here infer to the Retention for Ci Wide Standards et®rations in when the act is coin leted and imply a full file folder(6.17. last document+ ars since destruction is notmall enbrmed b file folder. iti ation claims com faints audits ndin records re uests and/orinvestf ations sus nd normal retention rinds ,retention resumes aftersettlern . Industrial f Business e. Auto Termination Te �tt + r ` CityClerk 460.30 ( g' of District+ k Mag, Meets auditing standards; GC ) f Iitttritl ; Ppr §34090 Business district 5 ears �_:=_�c��EN: _ When No �� f►I - City Clerk 46U5 Advisory Groups Longer ' __ Mag, Copies(staffing Department is Required 1' Ppr OFR);GC§340901 600-ANIMAL CONTROL When No hen; f City Clerk 500A0 Administration Longer ft 4r g, GC§34090 at seq. Ppr Required umr.0d gig rig IIUTP.—Inn Mag, Yes: After City Clerk 500.20 Regulations P P__ Mfr, OD, S Land Records;GC§34090 — P r 10 year's _ -: 510 EMERGENCY SERVICES Police or When NolVheia; :; Fire 510.10 Administration Longer e� tQL Mag, GC§34090 et seq. Required I 011 . gill Mag City Clerk 510.20 Disaster Plan 10 years Mfr,OD, g Yes: After Department Preference;GC Ppr 10 years §34090 Mag,City Clerk 510.30 Civil Defense 10 years Yes: After Department Preference;GC 1C t/iar Mfr,OD, S 10 years §34090 Ppr 2:v_:I;I,:'nlllAligle;t City Clerk 510.40 Mutual Assistance/Paramedics 10 years Cy rs sill Mfr, S Yes: After Department Preference; GC Ppr 10 years §34090 Mag, City Clerk 510.45 FireMed Program 10 years (iLytr Mfr,OD, Yes: After Department Preference;GC __=- _-= P r 10 years §34090 HUNTINGTON BEACH, CA.01996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 De 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 l Disposition Comments I Reference Record - Image: Destroy (0FR) Active Inactive! Ttfal i. Vital? Media I=Import Paper after twin office) CD or Mfr Options M®Mfr Imaged& __ ... �-cwL , f the record is not listed here refer to the Retention for City-Wide Standards Retentions he in when the act is completed and im I a full rile folder e. .last document+2 ere since destruction is normal!v Performed by file folder. Litiguation, claims complaint audits.Pending records re nests and/or investi ations sus end normal retention padods retention resumes after settlement. M eg, Yes: After Department Preference;GC City Clerk 510.50 Ambulance 10 years °' D4fir S 10 years §34090 = - _= City Clerk 510.60 Hospital 10 years 10' +b r�s' SYes: After Department Preference;GC _ _ __ 10 years §34090 Yes: After Department Preference; GC City Clerk 510.70 Geological Hazards 10 yearst�; lt S 10 years §34090 Ppr 620-ENVIRONMENTAL PROTECTION When No 1lVhr3p Lead Dept. 520,10 Administration Langer t."€; Ppr GC§34090 et seq. Required l teyrsis '= Mag. City Clerk 520.15 Policy I Positions 10 years txyiii "" Mfr,OD, S No Department Preference; GC §34090 :: P r Meg, Claims can be made for 30 years Hazardous Materials(Oil Spills, : Yes: After City Clerk 520,20 34 years I t3 i� Mfr,OD, S 11 for toxic subst.exposure;8 CCR etc,) r3iw iR F���nuyr. 10 years Ppr §3204(d)(1)et seq.,GC§34090 # Meg, City Clerk 520,30 Coastal Protection 1 Off Shore Oil P ails #.r l zit Doi Mfr,CID, S I I Yes: After Copies-Department.Preference; P r 10 years GC§34090.7 Meg, Yes: After Copies-Department Preference; City Clerk 520.35 Beach Erosion P R Mfr,OD, S 1 10 years GC§34090.7 P r Mag' Yes: After Copies-Department Preference; City Clerk 520.40 Oil 1 Methane Gas P s Mfr,OD, S l I 10 years GC§34090.7 i..,.......:.., P r CTiGjfe�� �52050 Noise Pollution 2 years 2 yearsa ' GC§34090 - ppr HUNTINGTON BEACH, CA.01955-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 614f15 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK rage CC-31 Office of Category ID# Records Description Retention I Disposition Comments!Reference Record F' F' Image: Destroy - (OFR) Active inactive I T� owf l Vital? Media I=Import Paper after (in office) CD or Mfr ;_: C # rl ly T Options M-Mfr Imaged 8F - If the record is not fisted here refer to the Retention for Grt -Wide Standards - - Retentions begin when the act is cam feted and im l a full rile folder e. . fast document+2 ears since destruction is norms!!y Performed by file folder. Lifi ation claims complaints. audits pending records re uesfs and/or investi ations sus nri normal retention erfods retention resumes after settlement. Mag, Copies-Department Preference; Lead Dept. 52t?.BQ Energy Conservation 10 years 3fD Y' , ;; Ppr GC§340907 Mag Planning is OFR-Final EIRs are Planning 520.70 CEQA /EIR I ND P P- ' Mfr,OD, 5 Yes: After 'required to be kept a"reasonable r = = Ppr 10 years period of time'; 14 Cal Cade Regs§15095(c);GC§34090.7 e Mag Department Preference;GC City Clerk 520,75 Air Quality 10 years 311d IF Ppr §34090 ,. Mag' Yes. After Code Enforcement retains Planning 520.80 Weed Abatement 2 years Yeats Mfr,OD, S 10 years originals; GC§34090.7 _. Lead Dept. 520.85 Orange County Vector Control 2 years 2.. ea ._ .: Mag, Department Preference;GC _--__....... _- Ppr §34090 staffingWhen No W l0t�im Mag, Copies(staffing Department is De art. 520.90 Advisory Groups LongerLt3tid n p Re aired = Ppr OFR);GC§34090.7 530-POLICE PROTECTION - When NoVIEItYwP Mag Lead Dept. 530.10 Administration Longer LSil7e€ Ppr GC§34090 et seq. Required ' irec `Lead Dept. 530.20 Helicopter Program 10 years �D'y�afs Mag Copies-Department Preference; Ppr GC 34090.7 ................. Lead Dept, 530.30 Police Towing Program 10 years y �f = Mag, Copies-Department Preference; -_-- I Ppr I GC 434090.7 540-FIRE PROTECTION _When No VV.Heh bib`_ Mag I�"IFyreIFIS Lead Dept. 540.10 Administration Longer £tLon-Pere,, Ppr GC§34090 et seq. Required HUNTINGTON BEACH, CA.a1995-2011 Gladwall Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GG5(999)337-3516 Revised. 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE; CITY CLERK Page CC-32 Office of Category ID# Records description Retention 1 Disposition Comments/Reference Record i Image: Destroy (OFR) Active Inactive l Tsri � vital? Medla I-Import Paper after (in office) CD or Mfr p g tij 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+2 are since destruction is normal!y performed by file folder. Lit' ation claims complaints.audits.Dendina records requests, and/or investigations suspend normal retention periods retention resumes after settlement. 660-FLOOD CONTROL - When No 4 Lead Dept. 550.10 Administration Langer "L6hod Apr' GC§34090 et seq. Required ieulr AF E Meg, Cit Clerk 550.20 Flood Control Districts!Channels P Yes: After Departmen#Preferens ;GC y .� Mfr,DD, S 10 years §34090 P r t;ity Clerk 550.40 Drainage P P Mfr,!©10, S Yes: After Department Preference;GC P r 10 years §34090 Meg, Yes: After Department Preference;GC City Clerk 550.50 Reports i Studies P r:P " Mfr,OD, S 10 years §34090 Staffing When No �IBr[lte Mag Copies(staffing Deppartment is 520.70 Advisory Groups Longer Langer Depart. Ppr OFR);GC§34090.7 R uired tsd:iI I I -660-PARKING CONTROL When No 4WI1-00 �r Lead Dept 560.10 Administration Longer E' R9p1pP' GC§34090 et seq. Required uIr , ,i Mag, Yes: After Department Preference; GC City Clerk 560.20 Enforcement Regulation P F" Mir,OD, S 10 years §34090 Meg' Yes; After Department Preference; GC City Clerk 560.30 Signs P Ir1 Mfr,OD, S 10 years §34090 P r Meg, Yes: After department.Preference; GC City Clerk 560.35 Parking Meters 1 Lots P P Mfr,OD,I S 10 years §34090 __ ___-__= P r HUNTINGTON BEACH, CA.a1995-2a11 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Devised: 6I4/15 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record L Image: Destroy (OFR) Active inactive I �QAIVIta17 Media i=Import Paper after (in office) CD or Mfr =R to troth` Options M=Mfr Imaged& If the record is not fisted here refer to the Retention for Cif -Wide Standards =_ _ _ Mentions be in when the act is com feted and impiv a furl file folder fe.g. last document+2 ars since destruction is normallvPerformed bv rile folder. ifi ation claims com faints audits.pendinor records reauests. and/or investr" ations sus end normal retenfion eriods ,retention resumes after settlement. j Residential Parking Permits/Cut = Mag, Yes: After Department Preference;GC City Clerk 560.40 de Sac Parking f Diagonal i Parking P - = Mfr, OD, S 10 years §34090Districts ----- = P r Staffing When No +k0.ANo - Ma Depart. 560.60 Advisory Groups Longer Longer Ppr' GC§34090 et seq. R aired , ..,..... ... t: 570-PUBLIC!WELFARE When No City Clerk 570A 0 Administration Longer +I; Apr' GC§34090 at seq. Required Reauircf f Lead Dept.1 570.20 Drug&Alcohol Abuse 2 years _._.: yc r Mag, Copies-Department Preference; P r GC 34090.7 Lead Dept. 570.30 Obscenity i Pornography 10 years 1Ci 2ir Mag, Copies-Department Preference; GC 34090.7 Mai, Yes: After Department Preference;GC City Clerk 570.40 Handicapped P P_ Mfr,DD, S ears 10 y §34090 P r Lead Dept. 570.50 Social Services Organizations I 5 years 5 years Mag, Copies-Department Preference; Groups ..... _'':' P r GC 34090.7 .........F Mag, CityClerk 570.60 Nuisance Abaternerlt Liens P Yes: After �"- Mfr,OD, S Land Records; GC§34090 P r 10 years affing When No .. Nc3 Dte art 570.70 Advisory Getups Longer LUr..... " Mag, Copies (staffing Department is p Re aired at °' i = Ppr DFR);GC§34090.7 560-TRAFFIC CONTROL When No I� Lead Dept, 580.10 Administration Longer M V. Ppr' GC§34090 at seq. Required �' g7r'i��� LLeTaDept. 580.30 Special Studies!Reports 3 years MagF Copies-Department Preference;. P r GC 434090.7 HUNTINGTON BEACH, CA.019e5-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 ❑o not duplicate or distribute without prior written permission from GGS(909)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 1 Tp all Vital? Media I=Import Paper after (in office) CD or Mfr wilt tit 11_ Options M-Mfr Imaged& if the record is not listed here refer to the Retention far CIt -Wide Standards efentions begin when the act is cam feted end im ! a full file folder e. . last document+2 ors since destruction is norrmall performed h file folder: Lif' ation claims corn laints audits endin records requests and/or investi ations sus nd normal retention odods retention resumes after settle rment.. Lead Dept. 580.40 Enforcement 15 years 15,Yt:ai Hag, Copies-Department Preference; .,....::__;.....:: Ppr GC 34090.7 isiv i Mag, Yes: After Department Preference;GC City Clerk 580.50 Control Devices P l' Mfr,OD, S Ppr 10 years §34090 Hag, Yes: After Department Preference;GC City Clerk 680.60 Regulations I Speed Limits P ' Mfr,OD, 10 years §34090 Pr Lead Dept. 580.70 Pedestrian Safety 3 years Sea Mag, Copies-Department Preference; P r GC 34090.7 ' Mag, Copies-Department Preference; Lead Dept. 580.80 Bicycle Safety I Equestrian Safety 3 years 3 gears Ppr GG 34090.7 When No Mien N Staffing 580.90 Advisory Groups Longer Mag, Copies(staffing Department is Depart, L4i11g►t p R aired Ppr OFR); GC§34090.7 690-SENIOR CITIZENS When No hef3 0 Lead Dept. 590.10 Administration Longer I-+n��t Pp GC§34090 et seq. Required �Oirl Tender raving Care!Meals on w Mag, Copies-Department Preference; Lead Dept. 690.30 5 years rsivor Wheels I Feedback Foundation ::: Ppr GC 34090.7 StaffingWhen Na sglpr 590.40 Advisory Groups Longer !T f'"I! Mag, Copies(staffing Department is Depart. + � R: Ppr OFR);GC§34090.7 Required 600-AGREEMENTS I CONTRACTS' Lead Dept. 500.05 Administration 2 years - m Y U it Mag, GG§34090 et seq. pr HUNTINGTON BEACH, CA.c1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Adapted: 214/02 Do not duplicate or distribute wilhout prior written permission from GG5(909)337-3516 'Revised: 514115 Ver,23.0 RECORDS RETENTION SCHEDULE: CITY CLERK rage CC-35 Office of Category ID# Records Description Retention Jr Disposition Comments!Reference Record -� - Image: Destroy (OFR) Active Inactive l ,�'�°�ki vital? Media I-import Paperafter (in office) CD or Mfr 31 t fi(�D ._ Options M-Mfr Imaged & _-_..:3::: , P111he'record is nottasted here ,refer to the Retention far Ci -Wide Standardsntions be in when tha act is eorrr feted and irn ! a tuJJ file folder e .Fast document+2 ars since destruction is normal erforrned b hie folder.Uon claims complaints. audits pen7 records requests and/or investi ations sus end normal retention patiods retention resumes after settlernent. Statewide guidelines propose completion+5 years for non- capital improvement contracts& Yes: Mag, completion+4 years for Completion Ct�h`iii#tin Yes: After transportation and concessionaire City Clerk 600.10 Professional Services Agreements Before Mfr,OD, S +10 years 1Gtyeart Inactive agreements, Statute of Completion F'pr Limitations is 4 years; 10 years = for Errors&Omissions;CCP -' §§337. 337.1(a),337.15, 343; GC .. 340g0 Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for City Clerk 600.15 Federal Agreements Completion Comp[ #ton Yes: Mag, Yes: After transportation and concessionaire +5 years + E:S Before Mfr,OD, Sl3 Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years '- for Errors&Omissions;CCP §§337.337.1(a),337.15, 343;GC 34090 Statewide guidelines propose completion+5 years for non- - _ capital improvement contracts& " completion+4 years for Yes: Mag, City Cleric 600.20 State Agreements Completion tipilyttin Yes: After transportation and concessionaire g +5 years Before Mfr,OD, S Inactive agreements. Statute of a+5 Yam Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions;CCP _3 §§337.337.1(a),337.15,343 GC _ 34090 HUNTINGTON BEACH, CA.v1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted., 214102 ❑o not duplicate or distribute wilhout 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 1 Reference Record Image; Destroy (OFR) Active Inactive 1el Vital? Media 1=Import Paper after (in office) CD or Mfr t81tt[Ctl _ Options M=Mfr Imaged& - ia- , I frecord Is not listed_ here refer to the Retention for Cif -Wide Standards tions be in when the act is completed,and imply a full file folder e. ,last document+2 ere si"rice destruction is normall Performed b file folder. tian claims complaint audits endin records re crests end/crr intresti ations sus end normal retention ertods retention resumes after settlement Statewide guidelines propose -_ completion+5 years for non- ..... capital improvement contracts& Yes: Mae, completion+4 years for Completion Cdrt1 letian' Yes: After transportation and concessionaire City Clerk 600.25 County Agreements Before Mfr,OD, S p +5 years S dears Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years `11!-1'h_17;_1e;:-':;- for Errors&Omissions;CCP . ..,. §§337.337.1(a). 337.15, 343;GC 34090 All infrastructure,JPAs,&Mutual 3 + Aid contracts are permanent for emergency preparedness; Redevelopment Agency 1 Yes: Mag, Statute of Limitations is 4 years; City Cleric 600.30 Successor Agency 1 Oversight P P Before Mfr,OD, S Yes' After 10 years for Errors&Omissions; Board Completion Ppr Inactive CCP§§337. 337.1(a),337.15, 343; GC§34090,Contractor has retention requirements in 43 CFR 4.703 Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Completion Yes: Mag' Yes: After transportation and concessionaire City Clerk 600.35 Concession Agreements a Before Mfr,OD, S +5 years 6�ra8ts Inactive agreements. Statute of e Completion Ppr Limitations is 4 years; 10 years IIP - - for Errors&Omissions;CCP §§337. 337.1(a),337.15,343; GC HBI 34090 -,- ...,.,,,: Yes: Mag, Administrative&legal value City Clerk 800.40 Joint Pars Agreements(JPAs) P , + Before MR,OD, S No (Emergency Preparedness),GC -------------- Expiration Ppr 3409U HUNTINGTON BEACH, CA1.01995-2ol1 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: 6/4/15 ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK. Page CC-37 Office of ,Category ID# Records Description Retention i Disposition Comments!Reference Record - __=====_=__ Image: Destroy Active Inactive I 'O""AIi. Media t=Import Paper after (©FR) vital? (in office) CD or Mfr � s11ip 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. .last document+z ears since destruction is normal! performed b file folder. ti alion claims complain audits ndin records requests, andlor investi ations sus nd normal retention eriods retention resumes alter settlement. Statewide guidelines propose completion+5 years for non- Completion 1✓bmp.. tian' Yes' Mag, Yes: After capital improvement contracts. City Clerk 600.45 Franchises Before Mfr,OD, S Statute of Limitations is 4 years; +5 years ;�yar Inactive 1.:...3 _ Completion Ppr 10 years for Errors&©missions; - ::=::==:= CCP§§337.337.1(a), 337.15, _, 343, GC 34090 Agreements&Cash Contracts- + 01. j Other City Entities: ALL ,„ INFRASTRUCTURE: All infrastructure, JPAs, &Mutual +�001-"'-' - Aid contracts are permanent for Architects,buildings, bridges, i= emergency preparedness; drainage, park improvements, Yes: Mag, Statute of Limitations is 4 years; City Clerk 800.50 Public Works, reservoirs,sewers, P 1, '- Before Mfr,OD, S Yes: Alter 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 �.o = 4.703 Exceptions: Landscaping,street Davin = Statewide guidelines propose Agreements&Cash Contracts completion+5 years for non- Approved by Council: N{]N- = capital improvement contracts& INFRASTRUCTURE: completion+4 years for City Clerk 600.55 Completion C�ri�i tan' Yes: Mag, Yes: After transportation and concessionaire Y Before Mfr, OD, S Consultants, Landscaping,'Slurry +10 years �-10 yat Inactive agreements. Statute of Completion Ppr Seals,Tree Trimming, Leases, = Limitations is 4 years; 10 years Professional Services,Demolitions II 1 , for Errors&Omissions;CCP (Not Infrastructure projects) +1.. +, §§337. 337.1(a),337.15,343;GC . §34090 HUNTINGTON BEACH, CAmu95-2oi 1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 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-38 Office eco of Retard Category ID# Records Description Retention 1 Disposition Comments f Deference R Image: Destroy (QFR) Active Inactive 1 �Q vital? Media i=Import (Paper after (In office) CD or Mfr oaf #ttl�+tk 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 imply a full file folder(e.g..last document+2 ears since destruction is normal!v performed by File folder iti anon claims complaint audits,Dendina records re guests, endor invest!r atlons suspend normal retention perii retention resumes after settlernanf. Agreements&Cash Contracts 1lf 91 , r 9__- EEOC f ADEA(Age)requires 1 Approved by Council: Yes: Mag, year after benefit plan City Clerk 600.60 P Before Mfr,OD, 5 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 - Mag, 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+ Ex idti.. Yes: Mag, EEOC!FLSA requires 3 years for City Clerk 600.70 Before Mfr,OD, MOUs;State requires 2 years;29 MOUs-Memorandas of 15 years 16learsN_ Expiration Ppr CFR 516.5,GC§§12946,34090 Understanding - ---- Lk 91111r1. Department Preference;Statute of Limitations is 4 years; 10 years Other Contracts/Agreements- Mag' for Errors&Omissions;CCP City Clerk 600.80 P —P olcyl rf Mfr,OD, (Licensing) §§337.337.1(a), 337.15,343;GC Ppr §34090,Contractor has retention requirements in 48 CFR 4.703 iE:l9 VI�Jg6 yP Vw-,�Iai;� �i InM 11 it nalu 9 �I�II --- Statewideguidelines propose : completion+5 years for non- capital improvement contracts& completion+4 years for Yes: Mag, MSC(Miscellaneous Service Completion CpM0.1.6 qt1 Yes: After transportation and concessionaire City Clerk 600,90 Before Mfr,OD, S Contracts) +5 years r9 Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years ............ for Errors&Omissions;CCP !ILIP §§337.337.1(a),337.15,343;GC _ = = 34090 HUNTINGTON BEACH, Mot 995-7011 Gladwell Governmental Services,Inc.-all rights reserved adopted: 2f4J02 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-39 Office of Category ID# Records Description - Record f7 p Retention 1 Disposition Comments!Reference 3 _ Image: Destroy (OFR} Active inactive 1 �� g i r+I; Vital? Media lr-Import Paper after (In office) CD or Mfr .__ii6lfOt1_tI�C1r _ Options McMir Imaged 84 ._ , If the record is not listed here refer to the Retention for Cif -Wide Standards Retentions begin when the act is completed, and imply a full file Molder(e.q.last document+2 ors since destruction is normal!y perfonned by file folder. iti anon claims com lainta audits ndino records re uesfs and/or invest4c ations sus nd normal retention PeHods retention resumes after settlement. Completion AS/ 600.95 Purchase Orders �pears �'#�p��tr�n Mag, Purchasin + Copies; GC§34090.7 y ,I Ppr City Clerk Agreements S Cash Contracts: Bid Opening f3it3 0- eH(ri or (various) g II Ppr GC§34090 Purchasin Unsuccessful Bids +2 years 2�rat _.: 610-INCORPORATION 1 III s s Mag, City Clerk 610A 0 Articles of incorporation P f� Mfr,OD, S No GC§34090 Ppr--- _ Uniform Codes( s'e. Uniform Department Preference; Non City Clerk 610.15 P P= Ma9, Building Cods,etc.) Ppr records-can be obtained from the State,if required; GC§34090 City Clerk 610.20 Charter P - Mag, Mfr,OD, S No GC§34090 Ppr Mag, City Clerk 610.30 Annexations P P ._..-.'. Mfr,OD, S No GC§341090 110.4 Pp Department Preference; Non Local Agency Formation Ma City Clerk 610.40 4 years 4�j�erl5 9, records-can be obtained from g Commission(IAFCa) Ppr the LAFCo if required;GC 34090 620'-ELECTIONS - City Clerk 620.10 Administration 10 years ii Pp Mag' GC§34090 et seq. Candidates Packets: Ballot s City Clerk 620A 2 Designation Worksheets, 2 years 2 years Mag, GC§34090 Candidate Statement Forms,etc. '!' s;t„i, Ppr Elections-Roster of Voters,Voter .. Mag, City Clerk 620.15 Index 5 years _ 7 Mfr,OD, EC§§17300, 17001 Ppr HUNTINGTON BEACH, CA.@i 995-2011 Gtadwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from ruGS(909)337-3516 Revised: 6/4J15 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CG4a Office of Category ID# Records Description Retention!Disposition Comments 1 Reference Record Image: Destroy (OFR Active Inactive Its) Media I=Import Paper after } (in office) CD or Mfr R+ttn#fgrl.... Vital? 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 imnly a full the folder tq. .last document+2 ars since destruction Is normally performed by file folder. Litigation,claims complaints, audits, joendina records requests, andlor investic ations sus nd normal retention periods retention resumes after settlemenf. General Municipal Elections- ADMINISTRATION Fife I k I111111 III 1 !II)III Meg City Clerk 620.18 2 years Z ar a ' IYI CC§34090 (Correspondence, Drafts, Proofs) °I, Ppr Notes etc.) _ General Municipal Elections- .................. City Clerk fi20.2a HISTORICAL File(Sample ballot, P R MfrlaOl] S No Retained for Historical Value,GC ceiling,consolidation,canvass, .. Ppr §34090 affidavits etc. Results or ResuIte a F Not accessible to the public;The Final Final 8 month retention applies after City Clerk 620.25 Elections-Petitions(Initiative, Examination Exarhination P r election results,or final Recall or Referendum) if No . p examination if no election. f Nv t Election+8 8 Applies unless a legallFPPC mo. .. rnb:.._ proceeding. EC§§17200, 17400 Special 1 Other Municipal ,..I"llll Elections-HISTORICAL File " 1 911 Mag, City Clerk 620.30 (Sample ballot, calling, P (d! P Mfr,OD, S No Retained for Historical Value,GC consolidation,canvass,affidavits, _-T.-_dll., Ppr §340910 etc.) _ _ Department Preference; No specific legal requirement; ratftsnysf Elections-Candidate Statements duration of After 2 Statewide guidelines propose 4 City Clerk 620.35 Office+4 Ppr S!M 1 I (to be printed in the sample ballot) years years; recommend term+4 years years °.yeiSE 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' j years; County Clerk sends to Secretary of State; EC§17501, GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental services,Inc.-all rights reserved Adapted: 214IO2 Do not dupli ate or distribute wilhout prior written perrnission frorn GGS(909)337-3510 Revised: 6/4I15 Ver.23.0 RECORDS RETENTION SCHEDULE:. CITY CLERK Page CC-41 Office of Category ID# Records Description Detention I Disposition Comments I Reference Record Image: Destroy - (OFR) Active Inactive I 01 Media I=Import Paper after Vital? (in office) CD or Mfr =f itltt iA.. Options M=Mfr Imaged& f the record Is not listed here refer to the Retention for Gil -Wide Standards =3=_ _ T Retentions be in when the act is cam late d and impty a full rile folder e. . last document+2 years I since destruction is normal! erformed 6 file folder. r'ti etion claims complaints audits.Pendina records requests,andr'or investica7ations sus nd normal retention perdiods retention resumes after settlement a:a - Department Preference; Statewide guidelines proposes 4 Ma years for successful candidates, g' 2 years for unsuccessful;CA law City Clerk 620A5 Elections-Nomination Papers 8 years ;"8 Mfr,OD, states term of office and 4 years .I Y.�Ildll II :!: Ppr h.`..,._Fs"; .: after the expiration of term and t.................__laf does not delineate Between the two; EC§17100 trpefsk$d Mag, Department Preference;GC Superseded City Clerk 620.50 Regulations I Procedures r II I I +2 years :y'ear P r _ 34090 Campaign Documents-City Municipal Code (Documents filets Mag, City Clerk 620.52 2 yearsym P HBMC 2.06.030; GC§34090 with the City Clerk pursuant to pr HBM Elections-Assessment District ^ ° City Clerk 620.55 2]yearsAe81 ' _: Ppr GC§53753(e}(2} Ballots-Prop.218 proceedings - _- =:::=;r,lll.::l::!I:, Elections-Vote-By-Mail Applications, Roster of Vote-By- Mail Applications,Envelopes, ° IIIAI° IlAllf I lilt flll 171FIi Ballots After Election,After °,IE EC§§17505, 17302, 17306, Recount, Challenged and Assisted City Clerk 620-60 Ppr 17503, 17304, and CA Voters Lists, Inspectors Receipts = Constitution Article Xfll for Ballots, Precinct officers °III 911rllll III::E I°I Appointments,Tally Sheets,Copies --- ..... of Voter Index and Record of ° PollingPlaces ==ii - HUNTINGTON BEACH, CA.v1995-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(900)337-3516 Revised: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 Office of Category ID# Records Description Retention If Disposition Comments i Reference Record Image: Destroy (C7FR) Active Inactive i Tptal Media I=Import Paper after (in office) CD or Mfr diet {3tftirt Vital? Options M-Mfr Imaged 6i 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 a.g.last document+2 ars since destruction is normal[ rformed b file folder. Litigation,claims ccrrrr hints audits pending records requests, and/orinvesti ations sus nd normal retention Pardods retention resumes after settlement. Department Preference;Statute = of Limitations: Public official _- _ _.- :;,;OF misconduct is discovery of Mag, offense+4 years, retirement Oaths of Office: Other(required of Yes:When City Clerk 620.65 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 3 _! Mfr,OD, After 2 Paper must be retained for at City Clerk 620.75 (FPPC 400 Series Forms): 7 years 7 years S OTHER COMMITTEES PALS Ppr years least 2 years; GC§81.009(b)&(g) Elections-Campaign Reports (FPPC 400 Series Forms&Form Mfr,OD, After 2 Paper must be retained for at City Clerk 620.80 501):SUCCESSFUL 2 years P r P S p years least 2 years,GC§81009(b)&(g) CANDIDATES Elected Officials Elections-Campaign Reports (FPPC 400 Series Forms 8 Farm Paper must be retained for at City Clerk 620.85 5 years S yeam Ppr 501): UNSUCCESSFUL least 2 years;GC§81009(b)&(g) CANDIDATES - Elections-Campaign Reports (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE - I Mfr,OD, After 2 Paper must be retained for at City Clerk 620.90 4 years year Ppr S ORIGINAL WITH CITY CLERK ? years least 2 years;GC§81009(f)&(g) (copies)e.g., County Supervisors, ss -, .. 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 GG5(909)337-3510 Revised: 6/4115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CG43 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record T - Image: Destroy (OFR) Active Inactive l s p a 1Alta1T Media I=Import Paper after tin office) CD or Mfr {4 Cl fgil_ 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 completed. and Jmptv a full file t`older fig.ry. last document+2 ars since destruction is normallyperfonned by file folder. Liftaration. claims complaints. audits, pending records re guests. andlor investic rations suspend normal retention periods retention resumes after settlement. Clerk's Working File,and holding =' file for 400 series forms prior to When No fhef7.. City Cleric 620.95 p Longer i_ et Mag Preliminary documents 1 determining successful or ,= Ppr transitory records; GC§34090 unsuccessful candidate status Requiredt #i' d_' 630-LEGAL OPERATIONS City When No nis - Attorney 630.10 Administration Longer {� fF _ Mag' Copies;GC§34090.7 Required uir3 Ppr City Clerk 630-30 Legal Opinions P Mfr,OD, S Yes: After Department Preference; GC Ppr 10 years §34090 City Attorney 630.40 Litigation 2 years Mag' Copies;GC§34090.7 Ppr City Clerk 630.50 Legal Procedures Superseded 5up�tse i3 Mag, § +2 ears =421- rfi_;; Ppr GC 34090 I�^'Wit __ Ethics Training Certificates for City °'""` Ma City Clerk 630.55 5 years g' GC§53235.2(b) Council,Boards and Commissions -..__.._��.� Ppr _ City Clerk 630.60 Conflict of Interest Code Superseded Supert3detl: Mag, Department Preference;GC +2 ears + ets Ppr 34090 FP-PC 700 Series Forms '..........- - 1.:;`., (Statement of Economic Interests): I illll DESIGNATED EMPLOYEES f '` Mag" City maintains original City Clerk 630.55 CONSULTANTS TO THE CITY 2 years 5 years ors = Mfr,QD, S Yes .. statements;GC§81009E&(g) (specified in the City's Conflict of ,,;. "—' Ppr .;l_..'— Interest code) HUNTINGTON BEACH, CA.01995-2011 Gladwall Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior wrlffen 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!Disposition Comments I Reference Record Image: Destroy (pFR) Active Inactive l T¢taI vital? Media I=Import Paper after (in office) CD or Mfr Rgjip 0 Options M=Mfr Imaged& P.eter:n record is not listed beta refer to the Retention far Gi -Wide Standards lions be in when the act is corn leted and im l a full fide folder e. . leaf tlaccrment+2 era since destruction is normell erformed b file folder.tion claims complaint audits,Dendina records re uests and/or invesk ations sus end normal retention periods retention resumes after settlement. FPPC 700 Series Forms (Statement of Economic Interests): .r..,. pUBLiC OFFICIALS{elected¬ = 3 Mfr,t70, After 2 City maintains copies only; City Clerk 630.70 elected. Includes City Council 2 years 2 years 4 years P r S ears original statements are filed with Members,Planning Commission p y FPPC;GC§81009{0 (g) Members,City Manager,City Treasurer&City At#ome FPPC 700 Series forms(Statement Meg, City maintains original City Clerk 630.75 of Economic Interests): Boards 2 years 5 years 7 years . Mfr,©D. S Yes statements;GC§81009{e}&(g) and Commissions P r , Brown Act challenges must be Oil filed within 30 or 90 days of action;Statute of Limitations on Affidavits of Postings, Notices = P Municipal Government actions is (includes copies of undeliverable Meg, 3-6 months;Statute of City Clerk 830.$0 envelopes), Proof of Publications, 2 Ya 2 years Ppr Limitations for mailings for 4 „.,BsJ fI,.IY etc Ordinances „ -, t annexations,special districts, -'—'_... _-'°.' bonds is 60 days;CCP§§337 at seq,349.4;GC§§34090, 54960.1(c)(1) FPPC 700 Series Forms Meg, City Clerk 630.85 (Statement of Economic 2 years 5 years � E� Mfr,OD, S Yes City maintains original Interests b Department) ,F P r statements;GC§81009{e)(g) FPPC Form 801 (Gift to Agency , Meg, Must post on website;2 CCR City Clerk 630.86 4 years : Re ort =_ _ ............._ P r 18944 0 3 G City Clerk 630.87 FPPC Form$02(Tickets Provided 7 ears Meg, Must post on website for 4 years; y b A en Report) y 7 P r GC§81009 e FPPC Form 803(Behested ; Mag, City Clerk 630.88 7 years 7 gears GC§81009€ Pa mart Re ort P r FPPC Form 804(Agenda Report of Mag, City Clerk 630.89 New Positions 7 years 7 years - P r GC§8100K HUNTINGTO N BEACH, CA.c i995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate of distribute without prior written permission from GGS(909)337-3516 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy (OFR) Active Inactive lQ �aH Vital? Medfa 1=Import Paper after (in office) CD or Mfr k#fet# = Options M=Mfr Imaged+& 10 If the record is not listed here refer to the Retention for City-Wide Standards -_ - Retentions baoin when the act is completed. and imply a full rile folder e_ .last document+2 ars since destruction is normal!y arfonnned b file folder. Li ts ati�on claims com laints audits pendingrecords requests. and/or invests ations sus end normal retention ersads retention resumes after settlement. When No Wfter<itlo City Clerk 630,90 Your Departments Working File Longer Lei §Of Per GC§3409f3 at seq. Required FPPC Form 805(Agency Report of Mag, GC 81009f City Clerk 630.91 7 years 3raars �: P Consuk#ants - § City Clerk 630.92 FPPC Form 806(Agency Report of 7 ears - ' � .` Mag, Must post on websdte;2 CCR Public Official A ointments y P r 16705.5 GC 634090,60201 640.LEGISLATION au Mag City Clerk 640.05 Proposed Changes to the Municipal P Yes: All Mfr,OD, S No GC§34090 Code(Staff Reports] Ppr - Mag, City Clerk 640.10 Ordinances l Amendments P Yes: All Mfr, OD, S No GC§34090 Ppr Uniform Codes Adopted by Mag, Department Preference;GC City Clerk 640.15 Reference(California Building P P= Yes: All Mfr,OD, S No §34090 Code etc. -- P r City Clerk 640.20 Codification(City Clerk's working 2 yearn 2 years Mag' GC§34090 Ppr r rs Mag, Department Preference; GC City Clerk 640.30 County 2 yea P r §34090 Mag, Department Preference; GC City Clerk $40.40 State 2 years 2]GBOW1114 id. P r 3449(} - _  - City Clerk 640.50 Federal 2 ear '2 es Mag, Department Preference:GC y ,.:,.: P r _ 34090 City Clark 640.60 Resolutions Adopted by Other 2 Mag, Department Preference(non- Cities years _ • r P regards When No Wharf�e' City Clerk 640.90 Your Departments Working File Longer Lolmger P g, GC§34090 at seq. Required f ... ulrest pr HUNTIN{GTON 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.23.0 RECORDS RETENTION SCHEDULE. CITY CLERK Page CC-46 Office of Category ID# Records Description Retention I Disposition Comments!Reference Record .. Imager. Destroy (OFRy Active Inactive d 7Q1 ql Media I=Import Paper after vital? (in office) CD or Mfr RI#t �If�Df1...,;; Options M-Mfr Imaged& ff the record is not listed here refer to the Retention for Clt -Wide Standards _ Retentions he in when the act is completed, and imply a full file folder e. .last document+ are since destruction is normallyerformed 6 fide fotder. Litl anon cdeims com faints audits ndin records requests, andlor investigations suspend normal retention err"ads netentlon resumes after sefflernent. 660-REAL PROPERTY When No Lead Dept. 660.10 Administration Longer Ldtfger Apr' GC§34090 et seq. Required ulyd! =_ : - Acquisitions(Deeds,Title Reports, Mag' City Clerk 650.20 etc,} P Yes: All Mir,00, S No GC§34090 Pr ! F:J Acquisitions-Parks/Fire Stations Mag' City Clerk 650.40 (Deeds,Title Reports,etc.) P ` Yes: All Mir,00, S No GC§34090 P r City Clerk 650.50 Acquisitions-Eminent Domain Mag, (Deeds,Title Reports,etc.) P ', Yes: All Mir,00, S No GC§34090 'IS...Sq:. , p r Tax Collectors Sales(notification of City Clerk 650.60 County surplus property) Files P P Ppg' GC§34090 Contains copies of some deeds __ Mag, City Clerk 650.70 Surplus Property!Property Sold P Yes: All Mir,00, S No GC§34090 P r Ma City Clerk 650.80 Easements 1 deeds 1 Quitclaims P " r`"' Yes: All Mfr,OD,. S No GC§34090 Ppr When Na Wtieri Nd City Clerk 650.90 Your Departments Working File Longer ![.Prx9� Pp�` GC§34090 et seq. Re uired il; — a,i; — 700-PERSONNEL ADMINISTRATION Amendments to City Classification Mag, Department Preference;GC City Clerk 700.10 15 years `( � ppr 34090 Plan =-_=PL.oV 11q:31!: z Mag, Department Preference; GC City Clerk 700,20 Personnel Policies 1 Procedures 15 years I le§I!s P r 34090 HUNTINGTON BEACH, CA.01995-2011 Gladweil Governmental Services,Inc.-all rights reserved Adopted: 214f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3619 Revised: 614115 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC47 Office of Cate o ID# Records Di tion Record 9 ry escr P Retention 1 Disposition Comments Reference Image: Destroy (OFR) Active Inactive If I�©t l ` vital? Media lzimport Paper after (in office) CD or Mfr ; I #Ceitfail__ 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 l a full file folder e. . last document+z yearsJ since destruction is normally erformed by file folder: ifi ation claims complaints. audits pending,records re uests and(orinvesti ations suspend normal retention eriods(retention resumes aftersettlement. .. iLl .i City Clerk 700.30 Surveys I Studies 10 ears Mag, Department Preference; GC Y dears Ppr §34090 Human When No Whey Np Resources 700.40 Assistance Programs Longer i:ort. . Mag" GC§34090 et seq. Required ReaUirBti Ppr Mag' Yes: After City Clerk 700.50 Retirement Benefits{PERS] P '; 'I Mfr,Of], S GC§34090 it Ppr 10 years ........:........:....::......u Mag, Yes: After City Clerk 700.55 Deferred Compensation P P Mfr,OD, S 10 years GC§34090 I P r Human 700.60 Recruiting and Selection 2 years 2 yr?ars GC Resources _ -- _ Ppr ag' §34090 AS!Human When No 1111hen NQ Ma g Copies (staffing Department is Resources 700.70 Advisory Groups Longer E Lodger Required Ppr OFR);GC§34090.7 ieC)Ifted _ When No lNt�errl+ib City Clerk 700,80 Your Departments Working File Longer LvtTr pFr' GC§34090 et seq. Required F t u r d h' Mag° Yes: After City Clerk 700.90 Elected Officials P „ i� Mfr,OD, S GC§34090 - P r 10 years 710-TRAINING AND EMPLOYMENT PROGRA_MS 7years Wh 0.ft ilo Lead Dept. 710.10 Administration M pCails: E ' Pp" GC§34090 et seq. it ,, -- AS/Human 710.20 Employee Development 5gr . Mag' Department Preference-Copies; ResourcesP r GC 34090.7 AS/Human 710.30 Youth Employment Services 5�+ ers II Mag, Department Preference-Copies; Resources - Ppr' GC 34090.7 HUNTINGTON BEACH, CA.el995-2011 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.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record ._._......'I Image: Destroy Active Inactive 1f► Media I=Import Paper after {#]FR) Vital?In office) CD or Mfr Options MmMfr Imaged& S-ScaiL R If the record is not listed here refer to the Retention for City-Wide Standards Retentions be la when the act is completed. and imolv a full file folder e.a.lest document+2 ars since destruction is normally Performed bv file folder.- l.it° atlon claims complaints audits,Pendina records re nests and/or investi ations suspend normal retention periods retention resumes after settlement). �7 AS/Human z Mag, Department Preference-Copies; 710.40 Organizational I3evelopment 5 years Bar - Resources P r GC 34090.7 720-EMPLOYEE RELATIONS AS!Human When No Whin N� Resources 720.10 Administration Longer Longer PPE GC§34090 at seq. Required When No 1151}etf5�c - Resources 720.20 Bargaining Units!Associations Longer Lt)tt " Mag Copies;GC§34090.7 Re uired lvgld 111 uq� Ppr 800-STREETS I HIGHWAYS AND FREEWAYS Pag, - GC§34090 at seq. Works 800,10 Administration P - r P Mag, Yes: After City Clerk 800.20 Street Improvements P P Yes(all) Mfr,OD, S project Infrastructure; GG§34090 P r completion Public , 1,J_° Mag, Works 800.30 Federal Aid Urban(FAU Program) 3 years 3 years P r Copies; GC§34090.7 Public Intermodal Surface Transportation = Mag, 800.35 3 years � � Copies;GC§34090.7 Works Efficient Act ISTEA _..._.......Y.._ . Public Orange County Arterial Highway ""° °°ey Mag, 800.40 3 years _3 Copies;GC§34090.7 Works FinancingProgram AHFP P r Public Orange County Combined "'s Works 800.45 Transportation Authority Funding 3 years °, ° Per" Copies;GC§34090.7 Program rJCCTA . Vacations 1 Abandonments! Mag Yes: After - City Clerk 800,50 Dedications P P Yes{all) Mfr,OD, S project Infrastructure;GC§34090 21- ` A P r tom letion Mag, Yes. After City Clerk 800.55 Rights of Way P P a, Yes(all) Mfr,Oo, S project Infrastructure;GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or dlstdbute without prior written permission from GGS(909)337-3516 Revised: 0/4/15 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK, Page CC-49 Office of Category ID# Records Description Retention 1 Disposition Comments J Reference Record Image: Destroy It?FRJ Active inactive f ors r Vitals Media 1=Import Paper after {In office) CD or Mfr _::Ftritll Options M=Mfr Imaged& . _ _ If the,record is not listed here refer to the Retention for City-Wide Standards QC Retentions be in when the act is completed. and imply a full rile folder e. . fast document+2 ars since destruction is normialiv performed bv file folder. Litt etion claims acorn laints audits ending records re guests. and/or investi ations suspend normal retention Periods retention resumes after settlement. Street Openings-Closures 1 Mag, Yes: After City Clerk 800.60 P Yes(all) Mfr,OD, 5 project Infrastructure;GC 34090 Extensions _.._._.-.._.. __..._._.._ P r completion ............................. Street Names!Changes 1 Mag Yes: After City Clerk 800.70 Numbering P '- Yes(all) ,Mfr,OD, S 10 years Infrastructure;GC§34090 P r Mag' Yes: After City Clerk 800.90 Precise Plan of Street Alignment P P- Yes(all) Mfr,OD, S Infrastructure;GC§34090 -. p r 10 years When No When hi City Clerk 800.95 1 Your Departments Working File Longer Lprter ppr' GC§34090 et seq. Required ri 810-SOLID WASTE MANAGEMENT Public When No intT N� Works 810.10 Administration Longer Lorfer MagPig' GC§34090 et seq. Required Rured Public Refuse Collection J Landfill J Mag, Department PreferenE-Coies; Works 810,20 Dumps P '"--- --_-- P r GG 34090.1 Public 810.30 Litter Control 5 years 5 i4tag, Department Preferenies; Works P r GC 34090.7 Public 810.60 Recycling Programs 1 Plans 10 years " ( Mfr OD, S Yes: After Department Preference; GC§ Works =- P r 10 years 34090 820-WATERWAYS Public When No hen NaFYe Ma Works 820.10 Administration Longer L�1ga� Pp " GC§34090 et seq. Required Fequired Mag" Yes: After City Cleric 820.20 Waterway J Pierhead Lines PiiirMfr,OD, S Infrastructure;GC§34090 ___.._..-.._, P r 10 years HUNTINGT©N 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: 614115 Ver. 23.0 RECORDS RETENTION SCHEDULE:. CITY CLERK Page CC-50 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image Destroy (OFR) Active inactive I TQ�I Vital? Media I=Import 'paper after tin office) CD or Mfr Met tti�p l Options M-Mfr Imaged& ... :... i..,.., 7. R If the record is not listed here refer to the Retention for City-Wide 5tanda►ds -- Retentions be Jn when the act is completed.and im IZ a full file folder fe.q.last document+2 ears since destruction is normal!y performed by file folder. IlLitifoation claims complaints,audits.Dendina records re uests andlor investl ations suspend normal retention Deriods firetention resumes after settlement. When No 4.Tt�Jo Staffing 820.30 Advisory Groups(Bylaws are Longer 1,ortger Mag, Copies(staffing Department is Depart. permanent) Re aired Ppr OFR); GC§34090.7 830-SIDEWALKS Public Works t330.10 Administration P P �a9R GC§34090 et seq. pr Sidewalks 1 Curbs J Gutters 1 Mag, Yes: After +E II II .k E City Clerk 830.20 Driveways J Pedestrian Bridges J P Yes Mfr,OD, .S Q years Infrastructure;GC§34090 Wheelchair Rams r_i.._,._.._?_a....3.,. P r 040 INFRASTRUCTURE Public When Na f I1 Mag, Works t340.10 Administration Langer )-qi�f P r GC§34090 et seq. Required F_Will. Ad p Public 840.20 Studies and Reports 10 years 10 years Mag' Copies,GC§34090.7 Works _ Ppr :I q i Stating Advisory Groups(Bylaws are When No IN Mag, Copies(staffing Department is 84050 Depart. . permanent) Longer [7 ,I n fill Ppr OFR); GC§34090.7 Re aired R -ulydd 900-ARTS When No =W.h.e t N# ; Lead Dept. 900.10 Administration Longer _a�� Mag" GC§34090 et seq. Required F{�,� l1.". .. fill. Ppr When No yYi�e1T;�� Yes: Mag, Copies(Community Services is 900.20 Special Events Longer Lien br Before Services II Ppr OFR);GC§34090.7 Required Required Event City Clerk 900.30 Gifts I Acquisitions 5 years 5 years Mag, Meets Auditing Standards; GC _:::_:::_::-:::,....._.. Ppr 34Dta0 '�-+y_µ_�=1 z-- Staffin When No l b l l g Mag, Copies(staffing Department is 900.40 Advisory Groups Longer Longer .` Depart. Required R,. ttlii:d.,;. Ppr OFR);GC§34090.7 HUNTIN+GTON 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: 6/4115 I Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of category 10# Records Dt tion Record eserp Retention 1 Disposition Comments 1 Reference I.ag Image: Destroy t I, (OFR) Active Inactive 1 , `Cal Media i=Import Paper after Vital? (in office) CD or Mfr IfIF�d� ��_ Options M=Mfr Imaged& f the record is not listed hers refer to the Retention,for City-Wide Standards efer+tions 6 in when the act is cc�►rrt Iefed and im a full_file folder e. .last document+2 ars since destruction is normal Performed tl file folder it1,2a tr`on claims com hints audits endin records requests.anWorinvestr ations sus nd normal retention eriods retention resumes after settlemenf. 910 HISTORIC PRESERVATION Lead Dept. 910.10 Administration p Mag, Ppr GC§34090 at seq. Mag, City Clerk 910.20 City History P P Mfr,Qt], S No GC§34090 3 Ppr s Mag, City Clerk 910.30 Historical Preservation P Mfr,OD, 5 No GC§34090 € =ils Ii'iFar:,@I" Ppr „ Mag, City Clerk 910.35 Archaeological Resources P P=..._... Mfr,OD, S No GC§34090 Ppr staffing When No WesNo 910.40 Advisory Groups Longer Mag, Copies(staffing Department is Depart. 9 i'Oer Required Ppr OFR);GC§34090.7 Regriirtxd:_ When Na ,; .H.` City Clerk 9%50 Your Departments Working File Longer i ter P Mag, GC§34090 et seq. Required _} t , _ City Clerk 9%60 Historical Records P +° Mag, City Clerk determines historical 1 — Mfr,OD, S 11 No :,::_:_ records; GC§34090 I 920-PARKS Lead Dept. 920.10 Administration P I, ° " Mag, GC§34090 et seq. P r Mag° Yes:After City Clerk 920.20 Master Plan-Parks P Mfr, OD, S GC§34090 - _ P r 10 years Mag,City Clerk 920.30 Regional Parks P Illq Mfr,OD, S Yes:AfterGC§34090 Ppr 10 years HUNTINGTON BEACH, Ckoig95-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS f,909i 337-3516 Revised. 614115 i Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image: Destroy Active Inactive l Media 1=Import Paper after (OFR) (in office) CD or Mfr Riwfett,ipr! . 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+2 yearsl since destruction is normally erformed by file folder. Litr" ation claims com Taints audits Dending records re uests and/or invest ations sus end normal retention periods(retention resumes after settlement. Meg. Yes After City Clerk 920.40 City Parks P i'op_7. . _ Mfr,OD, S 10 years GC§34090 --- P r Mag' Yes:After City Clerk 920.50 Huntington Central Park P P Mfr,OD, S 10 years GC§34090 P r Meg ' Yes:After City Clerk 920,60 Shipley Nature Center P ( Mfr,OD, S 10 years GC§34090 Ppr Mag' Yes:After City Clerk 920.70 Equestrian Center l Equestrian P i - Mfr,OD, S 10 yearn GC§34090 Ppr When No illthdn Nq Staffing : Mag, Copies(staffing Department is 920.80 Advisory Groups Longer I. tfet Depart. Ppr OFR); GC§34090.7 Re aired _R 'rflrt 930-PATHS&TRAILS Lead Dept. 930.10 Administration P 1 Pag` GC§34090 et seq. pr Wig' Yes:After City Clerk 930.20 Master Plan-Paths&Trails P r P Mfr,OD, S 10 years GC§34090 E 940-TRANSPORTATION SERviCI_s 3 E "' Wig' Lead Dept. 940.10 Administration 2 years §34090 et seq. _.._ P r GC City Clerk 940.20 OCTD - 10 years ye Mag Department Preference,GC§ _ P r 34090 City Clerk 940.30 Special Transportation Programs 10 years 1Cedrg Mag, Department Preference;GC§ P r 34090 dii " 'iMag' Yes:After City Clerk 940.50 Plans l Studies l Reports P F' Mfr,OD, S 10 years GC§34090 = Pr HUNTINGTON BEACH, CA.c)1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2l4IO2 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-63 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive! a+is1`i7tlir Media Iclmport Paper after vital? (In office) CD or Mfr i tr#er tfott Options M-Mfr Imaged& -- . m If the record is not listed here refer to the Retention for Clt -Wide Standards - Retentions be in when the act is com leted and imoly a full rile folder e. . last document+2 ears since destruction is normallyperformed bv rile folder ti ation claims comialaints. audits,Pendina records re uests and/orinvesti ations sus nd normal retention eriods retention resumes after settlement. Lead Dept. 940.60 Taxi Cab Rates l Permit Fees 2 years ,r„ years Mag' GC§34090 Ppr When No Where;Na OCTC 940.tt0 Orange County Transportation Longer Ma Commission(OCTC) gpn9er Ppr' Non-records;GC§34090 et seq. Required R Ii tI 950-LIBRARY SERVICES Library 950.10 Administration 2 years ryeir81,11: Ppr GC§34090 et seq. Special Events 1 Programs I Ma Library 950.20 10 years 1Q e (ra g, Department Preference-Copies; Re ores =_ �-::...... Ppr GC§34090.7 g When NapTtc Staffing Mag, Copies (staffing Department is Depart, 950.30 Advisory Groups Longer Longer__-: Ppr OFR);GC§34090.7 Required 960-COMMUNITY EVENTS Ma Lead Dept. 960.10 Administration 2 years 2leitn Ppr' GC§34090 et seq. Yes: Comm. i 1nrt General r Mag, Copies (Community Services is Services 960.20 Special Events-Gl 2 years 2 years Before Ppr OFR); GC§34090.7 Event Comm. „ ,E Yes: 960.30 Fourth of July Celebration 2 years Yes+ + Before Mag' Copies{Community Services is Services _ Event Ppr OFR); GC§34090.7 Comm. Yes: 960.40 Community Festival 2 years 2 yeats� ee�m Mag, Copies{Community Services is Services _ - "- Event Ppr OFR); GC§34090.7 Comm. e = Yes: 960.50 Walks 1 Races l Runs 2 years �yrears _ Before Mag, Copies (Community Services is Services Ppr OFR);GC§34090-7 Event - Yes. Comm. � ��"= 960.60 Surfing Contests 2 years trs Before Mag, Copies (Community Services is Services Y Event Ppr OFR);GC§34090.7 HUNTINGTON BEACH, CA.c1995-2U11 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Igo 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-54 Office of Category ID# Records Description Retention I Disposition Comments l Reference Record Image: Destroy (UFFt) Active Inactive 10tal Vital? Media I-Import Paper after (in office) CD or Mfr Retntlt#n 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+2 ears since destruction is normallyPerformed by file folder. iti ation claims complaints, audits,pendino records requests,and/or investigations suspend normal retention periods retention resumes after settlement). Staffing 960.70 Adviso Grou e 2 ears 1P; Mag, Copies(staffing Department is De art. p y a P r OFR; GC 34090.7 1000-WATER SERVICES Lead Dept. 1000.10 Administration P P" Pa9t GC§34090 at seq. City Clerk 1000.20 Rates 1 Fees 5 years 5 yeah Mag, Meets Auditing Standards;GC P r §34090 Meg, - City Clerk 1000.50 Master Plan P 33 3 „p Mfr,OD, S Yes:After GC§34090 P r 10 years P Public West Orange County Water Board Mag, Works 1000.70 WOCWB Agendas P - ,I °` P r Non-records;GC§34090 et seq. Public 1000.75 Metropolitan Water District 2 years ears Meg, Non-records;GC§34090 et seq. Works 3 .,= P r Public 1000.80 Orange County Water District P F Meg, Non-records;GC§34090 at seq. Works P r Public Works 1000.$5 Quality Control P , Pag' Copies;GC§340903 F f:13 r ill[F pr Meg, -- - Conservation I Water Reclamation! Yes:After City Clerk 1000.90 P P Mfr, OD, S GC§34090 Water Management Plan ..a... P r 10 years 1010-TELEPHONE Lead Dept. 1010,10 Administration 2 yearsI A.. PalFgre Pag' GC§34090 et seq. F]III III pr ...IP it Meg, Meets Auditing Standards; GC City Clerk '1010.20 Rates l Fees 5 years 5y; ar.s IR soy P r 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)337-3616 Revised: 6/4l15 Ver.23.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-55 Office of ,Category ID# Records Description Retention f Disposition Comments l Reference Record -- Image: Destroy Active Inactive l Tdtal V ;' Media 1=Import Paper after �OFR) (in office) CD or Mfr ' 1R4�ft Vltai? Options M=Mfr Imaged& f the record is not listed here refer to the Retention for City-Wide Standards = _ Retentions benin when the act is completed, and imply a full file folder a_ , last document+2 ere since destruction is normajtZ Performed bv rile folder. Litigation.claims com taints audits ndi records re uests and/or investi ations susDend normal retention periods(retention resumes after settlement. 1020-SEWERS i SANITATION-WASTEWATER MANAGEMENT Public Works 1424.10 Administration P Mag' GC§34090 at seq. Ppr Mag` Yes:After City Clark 1424.20 Capital Improvements P l� Mfr,f317, S 10 years GC§34090 City Clerk 1020.50 Other Agencies I[Districts 2 years a1' r�yeat Mag, Department Preference;GC -_ P r §34090 et seg. Public 1020.60 Policies&Procedures P P- Mag, Department Preference;GC Works - P r §34090 at seq. Public Works1070.70 Special Studies l Reports 10 years 9 0 y Mag, Department'Preference-Copies; = P r GC 34090.7 1040-PUBLIC UTILITIES Lead Dept. 1040.10 Administration 2 years , yers3 Per' GC§34090 et seq. City Clerk 1040.20 Electric Utilities P p e S - Ma9, Department Preference;GC§ P r 134090 HUNTINGTON BEACH, CA.*1995-2011 Gtadwell Governmental Services,Inc.-all rights reserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 61411 5 Ver. 10.1 RECORDS RETENTION SCHEDULE COMMUNITY SERVICES Page CS-1 Office of Category ID# Records Description Retention!Disposition Comments I Reference Record Destroy Image: Active InactiveFir Media I=Import Paper (OFR) (Off-site, vital? after (in office) i�rr how... Options M=Mfr OD or M;) 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 imniv a full file folder e, .last document+2 ears since destruction is normally erformed by file folder. Liti stion claims complain audits,Pendina records requests, and/or investigations sus and normal retention oeriods ,retention resumes after settlement --=_-_ These are the only contracts or E„I agreements NOT sent to the City 3 - i Clerk because the term is too ' difficult for City Clerk to determine; Agreements for Contractors; Class Yes: Consistent with City-wide Comm. Completion ompletlort' Yes. Until Mag, Mfr, CS-001 Instructors,Concessionaires, 3 years S After standards;Statewide guidelines Services +2 years b years Completion Oil, Ppr Inspections,etc. Inactive propose completion+5 years for non-capital improvement contracts &completion+4 years for NIMIR . is .. transportation and concessionaire _ _ _ _:! _ agreements. When No _When-.No Statute of Limitations for contracts Longer 4 an®er is 4 years,personal properly 3 Comm. Art Center Exhibits(Administration, Mag,Mfr, CS-002 Required- RegUI[ed; years„meets auditing Services etc.) OD, Ppr A Minimum 4 Mfrtlfttnut requirements;CCP §337, 338; ors yenta GC 34090 Comm. When No = A� 'n N Ma Mfr, Foundation is a private non-profit Services CS-003 Art Center Foundation Longer :I Ledge OD Ppr organization(non-records);GC Required #ieU[18i.- 34090 Consistent with Operational Comm. = Complaints;CCP§§338 et seq., Services CS-004 Beach Maintenance Log 3 years Seats17 Mag 340 at seq.,342, GC§§945.6,GC 34090 i HUNTINGTON BEACH, CA.@1996-2011 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: 514115 Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Category ID# Records Description Retention I Disposition Comments i Reference Record Image.. Destroy Active Inactive .txvta� Media I=Import Paper (OFR) [Off-site, (in office) �p vital? ,Options M-Mfr after OD or] r Mfrl Imaged&nt S=Scan , It 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.o. last document+2 ars since destruction is normally performed by File folder. Litigation clairrrs coma laints audits pending records requests, and/or investi ations suspend normal retention eriods retention resumes alter settlement). Capital improvement Projects(CIP) " -Parks!Jobs-Parks: Permanent IZ File - 2 till Plans,Specifications, BidsIRFPs, _-.._._F::_.;'.._.................. Comm Successful Proposal,Change Department preference; retained Orders!Job Orders, Design, = for disaster preparedness Services Upon Yes: Until Mag, Mfr, Yes: 1 If Lead CS-005 Escrow, Final Report, Inspection P a P SIl purposes; Statewide guidelines Cards, Materials Testing Reports, Completion Completed OD, Ppr Year propose Permanent for Dept.) Grading Permits,Hazardous a ell`13 I, Infrastructure plans; GC§34090 Materials Plans,Notice of t l " Completion,Construction Manager's Logs,Photos, Sails Reports,Studies,Submittals, " Surveys,etc. 1 1 -- 13 - Capital Improvement Projects(CIP) -Parks l Jobs-Parks: Some grant funding agencies Administration File 10 years oromllet9p require audits;Statute of p15YL::ai= =a:,=::. After _' Limitations for Errors&Omissions Comm. Project Administration, Funding r`lf is 10 years; Published Audit Services Correspondence,Field Work 1 Upon Agency "1101 Yes: Until Standards=47 years; Statute of (If Lead CS-Q05 Punch List,inspectors Daily Log, Completion Audit,if '`�®�i/_ Completed Mag' Ppr Limitations:Contracts&SpeG's=4 n1n 1F g Dept.) Labor Compliance, Certified required, 111i��L1K.4 AI years,Wrongful Death=comp. +5 Payrolls,Project Schedules, whichever is qld s years,Developers=comp.+10 Progress meetings, Real Estate longer �i!Ilfr�li1 years;Statewide guidelines Appraisals,Legal!Stop Notices, Illr�4ri ei i11 propose termination+5 years, Meetings, etc. - __ --- _ CCP§337 at,seq.,GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 ❑o not duplicate or distribute without prior written permission trorn GGS(909)337-3516 Revised:. 514/15 Wer. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Category ategory ID# Records Description Retention 1 Disposition Comments I Reference Image: Destroy Inactive r Y.. _ Paper (QFR} Active (Off-site - vital? Media I-Import after (In office) i�tjtXt Options M-Mfr OD or Mfr) ,- 5=Scan Imaged& petantions record is not listed here refer to the Retention for City-Wide Standards ba in when the act is completed, and im a full file folder e. last document+2 ars since destruction is normal! erformed b file folder. ticm claims com faints audits nd!na records requests and/or investigations susipend normsl retention eribo retention resumes after settlement. ra;aar,•nm!mquir..'r- Department preference; Uniform Admin. Requirements for Grants to =:::,-a_-w,.E,;,, Local Governments Is 3 years from expenditure report; HUD Case Management Files: Project requires 3 years;statewide Self-Sufficiency,Senior Services, "'"' "j"""'"' Yes: guidelines propose 4 years;7 CFR Comm. Inactive+5 =� 3016.42;21 CFR 1403+36& CS-007 Meals,Transportation,etc.: Before Mag, Ppr Services Applications,Scholarships, years =° , r e Event 1403.42(b);24 CFR 85A2, 91.105(h),92.505,570.490,& Program Flies,etc. = 570.502(a&b),28 CFR 66.42;29 _ CFR 97.42;40 CFR 31.42;44 CFR 13.42;45 CFR 92.42; OMB _ Circular A-110&A-133;GC as=!sie 34090 Comm. CS-008 Emergency Contact List Whenr , !r i!r Mag, Mfr, r9 cy Transitory Record;GC§34090 Services Superseded p,�r��dad_ CD, Ppr Comm, Emergency Reports!Incident M Department Preference;Statute of Services CS-009 Reports 3 years Mag,Ppr Limitations for Health Providers is -............. .r. -' 3 ears;CCP 340.5,+GC§34090 Comm, Emergency Response I Incident Department preference; Data CS-010 Indefinite �[kt1)f Yes Mag, Ppr fields are inter-related; GC§34090 Services Database __-_--:- _ __ at seg. Life of i*tl t5f Public CS-011 Equipment Maintenance History Equipment+ 1f11 � Mag, Ppr Department Preference;GC Works (Beach Equipment) 2 years §34090 Yes: Comm. Facility Use Requests(Room CS-012 2 years a116- 8 _ Before Mag, Ppr GC§34090 Services Reservations, Parks,etc.) Mam:,riir-nuainiani�e= Event Comm. - _ __ Yes: Services CS-013 Film Permits 2 years =- ep s= Before Mag, Ppr GC§34090 Event HUNTINGTON BEACH, CA.i)1995-2011 Gtadwell Govemmental Services,Inc.-all rights reseived Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(9013)337-3516 Revised: 514115 Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Category ID# Records Description Retention!Disposition Comments l Reference Record Image: Destroy Active Inactive dotal Media I-import Paper (OFR) {Off-site, vital? after (in office) latnla-ir Options M=Mfr ODorM Imaged& SmScan It the record is not listed here refer to the Retention for Cit -Wide Standards etentions be in when the act is completed,and im I a full file folder e. .last document+2 ars since destruction is normallvperformed bv file folder iti ation claims cam faints audits endin records requests,and1orinvestigations sus end normal retention periods retention resumes after settle menf. Human a Resources Initial Incident Reports(medical Copies-Risk Management is CS-014 1 year 1 year Mag,Ppr f Risk and non-medical) OFR;GC§34090.7 Manage. - Department preference;Statute of Comm. Mag Mfr, Limitations for contracts is 4 years, CS-015 Meals on Wheels 5 years 5 yeas personal property 3 years;meets Services OD, Ppr auditing requirements; CCP " 337,338;GC§34090 Comm. Non-profit Organization Files When No L411tef11;lo Services CS-016 (501(c)3) Longer Longr Mag, Ppr Non-records Required R_.egt lred_' City Clerk I Planning! Park Development Masker Files When No €W'hen: g CS-017 (Capital Improvement Projects, Longer t�pei Mag,Mfr, S Yes: 1 Department Preference;GC§ Public OD,Ppr year 34090.7 Works Plans,etc.) RequiredTA Comm. CS�018 Parking and Camping Registration 9p 2 years E r5 Ma Ppr GC 34090 Services Forms!Parking Passes Comm. Parking Meter Repair& CS-019 2 years iyAM: Mag, Ppr GC§34090 Services Maintenance Comm. Parking Ticket Receipts 1 Numbers s CS-020 2 years 2yeate Ppr GC§34090 Services Sold �.; _ ..... " Department preference; Data. Comm' CS-021 Recreation Database Indefinite 'tttd had Yes Mag, Ppr fields are inter-related;GC§34090 Services -`-__- et seg. .....�..i... Registration Forms,Class Rosters, HE Yes: 3 spar m ,�� Comm. Event Sign-ups{May include Hold During Mag,Mfr, CS-022 2 years 2 yc315 GC§34090 Services Harmless„Medical Release, Class or OD, Ppr Liability,&Waiver Agreements) Program HUNTINGTON BEACH, CA.@1995-2o11 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514f 15 Ver. 10.1 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record € Image: Destroy Inactive € € Paper (OFR) Active (Off-site, . vital? Media I=Import after (in office) e% Options M=Mfr OD or Mfr) S=Scan Imaged& if the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full File folder e. .last document+2 ars since destruction is normally erformed bv file folder. Lit' ation claims complain audits,Pendina records requests, andlor investi ations suspend normal retention peffiiods retention resumes after settlement. nm rcmes CS-023 School District Facility Use Forms 2 years yeah Mag, Ppr GC§34090 Department preference;Statute of Yes: Limitations any"...liability founded Comm. 'd - II€ upon an instrument in writing"or Services C5-024 Senior Transportation Program 5 years ! da Before Mag, Ppr _.._._. _.. Event not specifically provided for is 4 - -F._ = years;GC§34090, CCP§§337, 343 Yes: Comm. Special Event Permits l Specific Services CS-025 Events 1 Special Permits(Parks) 2 years ye r Before Mag, Ppr GC§34090 Event Comm Department preference; Data Services CS-026 Transportation Database Indefinite itidefinf#e Yes Mag, Ppr fields are inter-related;GC§34090 cig.::: -_ '_---- et se comm. CS-027 Transportation Trip Sheets 2 years 3 years near Ppr Department Preference(complies Services , = with OCTA contract); GC§34090 Comm. Vehicle Maintenance History Services (Beach Vehicles) Life ofifelryfil� CS-028 Vehicle+2 �e�lete Mag, Ppr GC§34090 _ = s year ears Vehicle Safety Checks l Daily Comm. CS-029 Vehicle Inspections l Vehicle 2 years 3 years 5 yeira Ppr Department Preference(complies Services _..---.._.._..___-- with OCTA contract);GC§34090 Usage Reports Volunteer Group Applications& _' it , at Agreements(Beach Clean-ups, __ - _. Comm. CS-030 etc.) 2 years Services , 2}�elr Ppr �GC 1112946, 34090 See City-wide for Volunteers& s Trainin Fifes HUNTINGTON BEACH, CA.v1e95-2011 Gledwell Governmental Services,Inc.-all rights reserved Adapted: 214102 Do not duplicate or distribute without prior written permission from GG5(909}337-3616 Revised: 514l15 Ver. 10.1 (RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Imager. Destroy Inactive :_ Paper {OFR) Active Tntalk Media I=im art (In office (Off-site, Vital? p after I�ketettit► Options M=Mfr Imaged& OD or Mir,) g S=Scan If the record is net listed here refer to the Retention for City-wide Standards Retentions begin when the act is cam feted end im l a full tale folder tea lest document+2 ears since destruction is normally rformed by file folder. Lifi ation claims cram faints audits-pending records requests, and/or investigations sus nd normal retention Deriods retention resumes after settlement. Youth Awards I Youth in Comm. Government Day(Applications, CS 03 i 2 years 2 ears Ppr GC§34090 Services. Sponsorships from Barnes and Noble etc.) _ HUNTINGTON BEACH, CA,c1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5f4115 Ver. 16,0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of ,Category ID 0 Records Description Retention I Disposition Comments!Reference Record Image: Qestroy Inactive p i, Paper Active �"fs (I Media Islmpart (OFR) (Off-sly, Vital? after (in office) tItI Options M-Mfr OD or Mfr} = Imaged& S=Scan f the record is not listed here refer to the Retention for Git -Wide Standards etentr"ons to in when the act is complated, and imply a full file folder fe.q last document+2years),since destruction is normally performed by file folder. i ation claims complaints, audits,Pendina records recruests. and/or investi ations susDand normal retention 22dods retention resumes after settlement. ACCOUNTING Department Preference; IRS:4 Finance! years after tax is due or paid Yes: Mag,Mfr, (longer for auditing&contractor FIN-001 1099`s, 1096's,W-9s 2 years 5 years ' a rs S I I After 1 Accounting __; OD,Ppr year delinquency);Ca.FTB: 3 years; IRS Reg§31.6001-1(e)(2), R&T + a 11i l3 a 19530,GC 340g0 _ _ IRS:4 years after tax is due or Finance 1 945 Farms(non-payroll withheld = Mag,Mfr, Yes: paid;Ca. FTf3:3 years;-IRS Reg FIN-002 2 years 5 years 7 years S I 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 31-5001-1 four years after the due date of such No Longer in life L ifl�-�-r I- Yes: tax for the return period to which FinncFinance i FIN-003 W-4P(Retirees) Effect+4 ff t= S i I After 1 eMag,Mfr, the records relate,or the date Accounting QD,Ppr such tax is paid,whichever is the years )rel[s year ,; later; IRS Reg§31.6001-1(e)(2), 26 CFR§31.6001-1, R&T 19530,GC§34090 Accounts Payable!Invoices(All Records and Reports-Includes Yes: Finance I Invoices,Travel Expense - Yes: Until Mag,Mfr, Statewide guidelines propose FIN-004 2 years 5 years 7 yearst S 1 I After 1 Accounting Reimbursements, Postage, Credit = Paid ®D,Ppr audit+4 years; GC§34090 Card Transmittals, Redemption - year Records,etc. HUNTINGTON BEACH, CA.01995-2011 Gladwall Governmental services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GG5(009)337-3516 Revised: 5/4115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record Image: Destroy Active Inactive Trtall Media I=Import Paper (OFR) (offsite, vital? after (in office) Iintl#fl'! Options M-Mfr OD or Mfr) Imaged& S-Scan , If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder fe.q.last document+2years),since destruction is normally erlbaned by file hmlder iti ation claims com faints audits,panding records requests, and/or investi ations sus end normal retention eriods retention resumes alter settlement. Accounts Receivable(All Records !-I_;I_ and Reports, including Auction Yes: Finance 1 Receipts&Records, BID(Business Yes: Until Mag, Mfr, Statewide guidelines propose FIN-005 2 years 5 years 7 y(tat >' S I I After 1 Accounting Improvement District), Parking Bail, _ Paid OD, Ppr year audit+4 years;-GC§34090 Taxes,TOT, Sale&Use Tax, Schedule of Investments :,,,,•;, Termination (`et1]1flt(otf_ — Yes: Finance I Accounts Receivable: Billing for Yes: During Mag,OD, Retained to cover auditing FIN-006 of Service+ of aetvic�e� S 11 After 1 Accounting COBRA and Retiree Medical 88 Service Mfr,Ppr year standards;GC§34090 5 years_ 3 i i'3� 711 IIC Assessment District Projects Payoff of py4{f R City Clerk Maintains Originals; Finance 1 Yes: Until Mag, Mfr, Yes: 1 FIN-007 (Accounting l Payment District+5 Distrtrct fr_ S covers auditing standards;GC Accounting Payoff OD,Ppr year Administration Records ears y is 34090 Finance l Audit Management Letters(not I_ Mag,Mfr, Yes: Department Preference; GC Accounting FIN-00t3 CAFR 5 years dears OD,Ppr S 1 I After 1 §34090 Finanrs 1 Mag,Mfr, Yes: Department Preference;GC FIN-009 Audit Work Papers 5 years I I ypptat l S 1 I Accountin OD,Ppr After 1 §34090 Copies- Cttples r Yes: When Na hlrn Np, Mag, Mfr, City Clerk FIN-010 Audits S I I After 1 GC§34090.7 Longer Lprzger OD, Ppr year Required 1110-t Finance I Audits(Performed by City Resolution + Ff laid + Consistent with Cads Accounting FIN-011 employees) 2 years I iI :IJ*• l Mag, Ppr enforcement,meets auditing requirements;GC§34090 ..i:Ui F1�!S::i�i:RF Bank Reconciliation&Bank ---- - Statements(includes bond Yes: Finance I statements),Trustee Statements, 'I 'I Mag, Mfr, For auditing purposes; GC FIN-012 2 years 5 years 'T y.ears S f I After 1 Accounting Transaction Statements,Wire 31 OD, Ppr §34090,26 CFR 31.6001-1 Transfers,Check Listing Audit Trail, year De osits Returned Checks 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 FEN-3 Office of Category ID#1 Records Description Retention!Disposition Comments l Reference Record Image. Destroy Inactive Paper Active Total' Media 1-Import (OFR) (off-site, Vital? after (in office) etd [+sfke: Options M-Mfr OD ar Mfr) S=Scan Imaged& v4iRaj Acyir7cai 11.01t f the record is not listed here refer to the Retention for City-Wide Standards etention s le in when the act is cam lsted and im l a full file folder e. .last document+2 years),since destruction is normallyarformed b fife folder. iti anon claims complaints audits joendina records requests, and/or invest► a(ions sus pen normal refentr'on operdiods retention resumes after settloment. Billing Records(customer name, , Finance! Yes: When Yes: service address,meter reading, Mag, Mfr, Consistent with Accounts Fiscal FIN-013 2 years 5 years "t ysaig Account I After 1 Services usage,payments,Auto Pay = OD, Ppr Receivable; GC§34090 Applications,etc.) Le=.'-{ „_ Open year Budget Hearing and/or Review When No 1tllhen Ne Finance f Drafts-Department Preference; FIN-014 (Development pment Documents& Longer !-+ofrger Mag,Ppr GC§34090.7 Preliminary Budget) Required _ _ itgtrlrtL Department Preference;City Yes: Yes: Finance/ FIN-015 Budget Transfer Requests& 2 years 5 years 7 yeafs l Current Mag, Mfr" Sit After 1 Clerk maintains originals;longer Accounting Journals = Fiscal Year OD, Ppr year for administrative value; GC 34090.7 Copies- Cdsle Yes: Yes: City Clerk is OFR: Must be filed When No ; 'Whan--. is Mag, Mfr, City Clerk FIN-016 Budgets-Adopted Current 8/1 After 1 with County Auditor; GC§34090, Longer �- nr Fiscal Year OD' Ppr year 40902,53901 Re uired ]years _) glul1_ Finance/ Business License Applications and Te -T- banint#ttan: Yes: Until Yes: Termination Mag,Mfr, Retained for Auditing purposes; Fiscal FIN-017 Renewals(includes Home of uEp igMp Termination S/I After 1 of Business OD,Ppr GC§34090 Services Occupation Permits + + yrtsere _. of Business year Finance - Business License Computer Whenh�rTt Fiscal FIN-016 Mag, Ppr Transitory Records;GC§34090 Services Generated Reference Reports SupersededSupersede _:- Finance/ Business License Notice of Fully Paid+ idly PIsI+_- Yes: Until Meets auditing needs;GC Fiscal FIN-019 Mag, Ppr Services Violations and Civil Citations 2 years yeer Paid §34090 Yes: Statute of Limitations is 4 years; Finance f FIN-020 Cheek Registers 2 years 7 years Mag,Mfr, S/I After 1statewide guidelines propose Accounting = OD,Ppr Audit+2 years;GC§34090. year CCP 337 HUNTINGTON BEACH, CA,01995-2al1 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised. 514115 Ver. 15.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Category IQ# Records Description Retention 1 Disposition Comments!Reference Record Image: Inactive Destroy Paper Active ak Media I=Import (DFR) (in office) (t]ff-life, at+>frrlitCtfr# VIts17 Options MmMfr after OD or Mfrl -- imaged& S=Scan f the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is com feted and im ! e full lrle folder e.g. last document+2 ears sines destruction is normally arformed by file folder. Litigation, claims, com lainfs audits. Dendina,records requests, and/or invests ations sus nd normal retention eriods retention resumes after sattlement. Statute of Limitations Is 4 years; Yes: Finance 1 Checks-Canceled(Cashed)or Mag,Mfr, statewide guidelines propose FIN-021 2 years 5 years P sar�sl S 1 I After 1 Accounting Voided _III-Mil;. : OD,Ppr Audit+5 years;GC§34090, ii3lr year CCR§337 Copies- pl "' ' City Clerk retains original Comprehensive Annual Financial When NaAJhefi +3 Ma Mfr, Yes' City Clerk FIN-022 r g S!I After 1 permanently;statewide Report(CAFR) Longer } r OD,Ppr guidelines propose 7 years; ;GC Required year 34090.7 nll,:m ,.lnr,•r;u::;-ail. Finance ru Department preference; Customer Accounts(Closed 3 years after yeals14r Fiscal FIN-023 Mag, Ppr Published articles show 7 years Business Licenses or Utilities) terminatedI�fyrr'ld Services - for customer ledgers;GC§34090 Finance 1 Yes: Department Preference; Accountin FIN-024 Depreciation Schedules 2 years b years �rer3rs �I;I Mag, Ppr S!I After Published articles show 7 years g Inactive after disposal; GC§34090 Finance 1 Close+5 e�F� Mag,Mfr; Yes: Department Preference(Imeets FIN-025 Developer Trust Accounts S!I After 1 municipal government auditing Accounting years { dt OD,Ppr IilA llr l . year standards);GC§34090 Financial Services Database!ERP al llxl r, ill Finance! Data fields are inter-related;GC FIN-026 (Enterprise Resource Planning) Indefinite "01!Y ihflfld3 Yes Mag, Ppr Accounting Database F�Iip r If III §34090 at seq. IEy';IExlll_;il�il!LlilFJlp911' r a l llr=r .m i Consistent with Accounts Finance 1 Fixed Assets-Auction 1 Disposal Mag, Mfr, Yes: Receivable; Statute of limitations FIN-027 2 years 5 years r]I ¢i.3 Sit After 1 is 3 years;statewide guidelines Accounting Sales 1 Surpluserd CD,Ppr year propose 2-4 years;-GC§34090, CCP§337 Finance i Fixed Assets-Inventory, Schedule Mag„Mfr, Yes: Includes permanent assets;GC FIN-02t3 2 years 5 years years,. S 1 I Accountln of Infrastructure and Buildin s _-;;_;;,;:-_;:::-::___-:. 00 Ppr After 1 34090 ur nu�o When Nohtq"I Yes: Finance! Mag„Mfr, Preliminary documents(the FIN-029 General Ledger: Final year-end Longer lreni� S 1 I After 1 Accounting Required r OD,Ppr year database is original); GC§34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwall Governmental Services, Inc.-all rights reserved Adopted: 2/4i02 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-5 Office of Category ID# Records Description - Retention!Disposition Comments l Reference Record Image: Destroy [OFR Active Inactiveo#a)� Media I=Import Paper (in office) OD or Mfr) n vital? Options M=Mfr Imafte g a S�Scan If the record is not fisted here refer to the Retention for Ci -Wide Standards Retentions be in when the act is com feted and imply a full file folder a.a. last document+2 ars since destruction is normagZ perfonned by file folder, Litigation,claims complaints, audits. oendina records requests, and/or investi atr'ons suspend normal retention romumerdiods retention resumes after settlement Department Preference: IRS:4 p years after tax is due or paid Yea. Finance f FIN-030 Indirect Cost Plans 2 years 5 years 7 Arm Mag,Mfr, (longer for auditing&contractor Accounting `�� OD Ppr 51 I After delinquency);Ca.FTB: 3 years; yea__€__- IRS Reg§31.6001-1(e)(2), R&T —_-=. = 19530 GC 34090 FIN-031 Invoices: See Accounts Payable _"'_=`= =_ Finance I ' Mag Mfr Yes: Department Preference;Statute Accounting FIN-032 Journal Entries 2 years 5 years ye0M. OD Ppr S f I After 1 of Limitations is 4 years;GC year 34090,CCP 337 Journals,Ledgers, Reconciliations, Registers, Reports,Transaction Preliminary documents(the Finance! Histories, Balance Sheets, Budget When Na ' ile = ° : Yes: 9 Mag,Mfr, database is original);statewide Accounting FIN-033 Adjustments(MONTHLY OR Longer Lvrr er €; Op Ppr S!I After 1 Required p year guidelines propose 2 years;GC PERIODIC) Does NOT include year I� I:s = §34090 end General Ledger. Finance f FIN-034 Oil Production Tax 2 years 5 years ? elk ' "' Mag Ppr Retained for auditing purposes; Accounting ._: aI GC§34090 State Reports: State Controllers Report, Local Goverment I I, 'Jo p'' Compensation Report,Property - P p Management Plan, Obligation Finance 1 Payment Schedules,Due Diligence ' '' - Mag,Mfr, Yes, Consistent with periodic report f FIN-035 2 years 5 years ,III IIIYesrs S f I After 1 Accounting Reviews,Gas Tax,MOE OD,Pp r (Maintenance of Effort)Report, = year journal retention; GC§34090 Fixed Charge Special Assessment Report, Public Self Insurer Repack SIP Report) HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2J4102 Do not duplicate or distribute without prior written permission from GGS(900)337-3516 Revised: 5J4115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Category ID# Records Description Retention I Disposition Comments l Reference Record Image: Destroy Inactive Paper (OFR) Active Tataf, vita Media I=Impart after In office (Off Options M=Mfr OD or Mfr) j S=Scan imaged& i.{' s OC If the record is not listed here refer to the Retention for Cif -IAlide Standards - Retentions be in when the act is cam bated and r"m a full hie folder e. .last document+2 ors ml since destruction is noaJl Performed 6 file folder. Liti stion claims com faints audits,Pending records re_uests anoGrvr investi ations suspend normal retention Periods(retention resumes after settlement). CENTRAL SERVICES Finance 1 "= OFR depends upon who opens Unsuccessful Bids or Proposals(for Bid Openist�ili Central FIN-036 Opening �Id Ppr the bid(e.g. City Clerk); GC§ Services bids opened by Central Services) +2 years y _ 34090 �''I IT FIL Term vanes,and can be a multi- I=fill-; year contract; City Clerk is OFR a 9e ivlie'I Finance I Successful Bids or Proposals Yes; Until for those that go to Council; Central FIN-037 3 years i IIF y$er l Mag, Ppr Statute of Limitations for Services (products or services) F, Completion contracts is 4 §§ ears;CCP& 337.,i e a31 II€ill ITllltlil Y 337.1(a),337.15; GC§34090 et Department preference; Finance 1 Purchase Orders: Goods& €ill I Yes: Until Mag. Consistent with Accounts Central FIN-038 2 years 5 years 7 y4aarti Payable; Published articles show Services Products Paid Ppr,OD 3 years;Statute of Limitations is '-_, 4 years;GC§34090,CCP§337 .: Consistent with agreements and Finance 1 Vehicle and Equipment Leases Expiration oftp[ k3ilrtsf Yes: contracts; Statute of Limitations Central FIN-039 (when the vehicle ore ui ment is Lease+2 3 ears i Mag,Mfr, q p y Iw : 8/1 After 1 for contracts is 4 years;CCP Services not subsequently purchased yf.���i4k: OD, Ppr years f it WIDO year §§337.,337.1(a),337.15;GC 34090 et se g. ErlTlll s li 430 iiW. - Finanoe r Upon Central FIN-040 Vehicle Title("Pink Slips") Disposal of f� tt(� F Mag, Mfr, S 1 I No Provided to new owner GC Services Vehicle 1E, li_ DD, Ppr §34090 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: 514I15 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 ite jC)FR) Active Off l Vital? Media I-Import after (in office) �t frsMf to."UU -_ Options M-Mfr OD or Mfr] _ SmScan Imaged& Ulf the record is not listed here refer to the Retention for Cy -Wide Standards etenfions be in when the act is corn feted and implya full file folder e. .last document+2 years),since destruction is normaH rfonned b file folder. afion claims complaints. audits ndi records ns nests and/or invesfi ations suspend normal retention periods retention resumes after settlement. DE-6, DE-7,DE-9 DE-43,W-3,& r� 1Department Preference; IRS:4 DE-166,941 Forms, IRS 5500 yrs after tax is due or paid;Ca. Finance 1 Forms(Employee Benefit Plans), _ Mag,Mfr, Yes: FTB:3 years;Articles show 7 FIN-041 PERS 1 FICA&Medicare 2 years 5 years = 7 ddf '°- S l I After 1 Payroll Adjustments-Quarterly Payroll Tax ,a �, ' i OD, Ppr year Years;IRS Reg§31,6001-1(e](2), Returns 1 OASDI,Federal Tax R&T§1953q;29CFR 516.5- Deposits,Adjustments,etc. _'_-___�_; __ 516.6,29USC 436,GC§34090 Finance 1 FIN-042 EEO-4 Reports 3 ears = '` Ma ,P r Department Preference;29 CFR Payroll p y Y - g p 16g2.30;29 CFR 1602.32 Upon =::_;--��+��= Separation, Sepairafipri Finance 1 FIN-043 Employee Payroll File(includes W- Send to = SeTrd:tR = Mag, Ppr Retained to match other auditing Payroll 4s,etc.) _ _ periods;GC§34090 Human =.._.._ plYftf Resources Reef _ e _ Finance 1 Completion Stmpletis�rt:; Department preference; Retained Payroll FINt44 Garnishments(all records) +2 ears 3 years Mag,Ppr to match other auditing periods; Y y GC 34090 Preliminary documents 1 When Notslhen No Yes: transitory records(the database Ftnanoe 1 FIN 4 Payroll Registers(all,except year- Mag,OD, -0 5 Longer Longer „ S 1 I After 1 is the original);statewide Payroll ending) Mfr,Ppr Requiredequire year guidelines propose Permanent; = GC§34090 For use in reconstructing hours Finance 1 Payroll Registers(Detail Year-end Mag,OD, Yes: for PERS service for employees; FIN-q46 2 years P = S/I After 1 statewide guidelines propose Payroll W-2 Report) Mfr,Ppr year Permanent;29CFR 516L- 51&6 GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Govemmental 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. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Category ID 0 Records Description Retention 7 Disposition Comments!Reference Record Image: Destroy inactive Paper {OFR) Active Tdta� Media Isimport {in office] [Off-site, F4tgio>r1 Vital? Options M=Mfr attar 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 corm feted and im l a full t7le folder a. .last document+7 ars since destruction is norynallyperformed by file folder. Litigation,claims complaints, audits.Dendina facords re uests andior invest' ations sus nd normal rretentionperiods retention resumes after sef lemenl. PERS-Reports-Bi-weekly Report to Finance 1 PERS(Employers Statement); „ ,,,�,,� Yes: PERS is OFR;retained to meet Mag,OD, Payroll FIN-047 Annual Valuation Reports,Actuarial 5 years 5 yeah S 7 I After 1 auditing standards;GC§34090 y Valuation Reports,Annual Employer a Mfr,Ppr year et seq. Statements Copies- Opples Copies(originals retained in Yes: Human Personnel Transaction Forms When No " II f' ti Mag,0D, employee's Personnel File); FIN-048 S f I After 1 Resources (Payroll Copy) Longer La►gef�:' Mfr, Ppr retained to match other auditing Required R u. a year periods;GC 340903 ... - Department preference; IRS:4 yrs after tax is due or paid;Ca. Finance 1 FTB: 3 years;Articles show 7 Payroll FIN-049 W-2's P " Mag, Ppr years; IRS Reg§31.6001-1(e)(2), R&T§19530;29CFR 516.5- 516.6,29USC 436„GC§34090 HUNTINGTON BEACH, CA.01995-2011 Giadwell Governmental SeMces,Inc,-all rights reserved Adopted: 2/4102 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 ID# Records Description Retention 1 Disposition Comments 1 Reference Record "Inactivei Image: Destroy Paper I } Active (Off-site, ' oI " vital? Media Isimport after OFl# (in office) �+lII1> l4 Options M=Mfr ODor Mfry - ,,: ::-r..:::_:,=:_:; Imaged& S,Scan 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.a. last document+2 yearsJ.since destruction is normally performed by file folder Litigation,claims complaints audits ending records requests. and/or investigations suspend normal retention periods retention resumes after settlement). REASURY MANAGEME Finance 1 FinalKFIal ,l Yes: Until Retained for auditing purposes; City FN-050 Bankruptcies Resolution+ FINIun.c Mag,Ppr Treasurer 7 years �e�—f�a� Paid GC§34090 Finance 1 Release of i d"SiMr Yes: Until After Notice of Completion has City FN-051 Bonds-Cash Bond+4 '° td , Project is Mag,Mfr, S No been filed, no longer needed; ro=�r s"I��"-w"- ©D,Ppr Treasurer ears ea „ Complete GC§34090 Statute of Limitations for bonds, Finance 1 atn t s F;' si I: mortgages,trust deeds,notes or Bonds-Debt: Investment Records Fully — Mag,Mfr, Yes' debentures is 6 years;Bonds City FN-052 10 years 136 e t ril€-. I After 1 Treasurer ('Finance holds actual bonds) Defeased OD,Ppr issued by local governments are , 8rt ;, year 10 years;337.5(a); GC§43900 et seq. Finance 1 Expiration of t131t137t9t Yes. Until Cif FN-053 Bonds-Maintenance Bond+2 lINIII IP j Mag,Mfr, § i Y ,��€ntl�� Project is S No GC 34090 Treasurer years a _ _"' Com late ©D,Ppr Finance 1 Return to � ,� 1i Yes: Until After Notice of Completion has Issuer Upon Mag,Mfr, City FN-054 Bands-Performance Project is S No been filed, no longer needed; Council dui!tf[ OD,Ppr Treasurer Complete GC§34090 Direction 'f`13Predtiiarr�:, 1 year After Cash Receipts(Numeric Control- [. Copies(City Treasurer retains Finance FN-055 Audit is Green Copy) ��1� t�t►t is Mag, Ppr numeric control copy for auditing Complete 0,1 O Ppurposes);GC 34090.7 Finance f Closedlt&+ ' ' CityFN-056 Civil Citations F Yes: Until (fully paid) " Closed Mag, Ppr GC§34090 Treasurer +2 years : NIIIl4C-f ni F I P= — Finance l ,,� y "_ Department Preference Yes' {Negative credit information is City FN-057 State Intercept Program 2 years 5 yearsreartgl� Mag, Ppr 51 I After Treasurer __ -' °_'_" Inactive retained for 7 years on consumer _-` credit reports);GC 434090 HUNT]NGTON 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: 5/4115 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention l Disposition Comments 1 Reference Record Image: Destroy Inactive Paper Active Thai Media I-Import (OFR) (Off-site, vital? after din offices +R �lottr% Options M�Mfr OD or Mfr) '6 Imaged& : g S=Scan . If the record is not listed here refer to the Retention for Cit -Wide Standards - Retentions be in when the act is completed, and imply a full rile folder e. . last document+2 ars since destruction is nonnallyperformed b file fodder. Litt ation claims com laints audits endi records re uests and/or investi ations sus end normal retention eriods retention resumes after settlement). - _ Finance 1 Yes: Department Preference City FN-058 Collection Agencies 2 years 5 years l r ' Mag, Ppr' S!i After (Negative credit information is Treasurer -_° Inactive retained far 7 years on consumer ' = '`;'..I'I"li`r... credit reports);GC§34090 Finance 1 Collections: Unpaid or Uncollected i1 '. Yes: Collection Agencies continue to City FN-059 Debts: Small Claims, Parking, Until Paid Until:Pall Mag,Mfr, S 1 I After 1 collect as long as they vuwsh; Treasurer Library, Returned Checks,etc. _ OD' Ppr year Department Preference;GC 'v II:F..i.F.:i11.i'�15i--R:11.1:'i9- 34090 Finance 1 City FN-060 Daily Batch Work Files 2 years p Y. „ Mag, Ppr GC§34090 Treasurer =_==___ j%;... Finance 1 _ City i N-061 Daily Cash Forecast Files 2 years yeah Mag,Ppr GC§34090 Treasurer Finance 1 I Yes: Department preference(meets Deferred Compensation Statements Mag,Mfr, auditing standards); Published City FN-062 2 years 5 years at S 1 I After 1 Treasurer (Investments Only) OD,Ppr year articles for bank statements show 4-7 ears;GC§34090 Finance 1 Deposits, Daily Cash Reports& ti�r''oyI'-' p�, Consistent with auditing City FN-063 2 years 5 years iY 1�.`4 Mag,Ppr Treasurer Receipts _::_= - = standards;GC§34090 la!ALL":I::.yle!!!q!1lAlIle111L — Finance 1 ry"IIE Statute of Limitations is 1 year for Escheat(Unclaimed money 1 'Escheat+4 I��p� �i•#1�{' City FN-064 �yy�p Mag, Ppr seized property;CCP§340(d4); encashed checks) years +cGArilll F' Treasurer mil n1@ @III 311E GC 34090 Investment Files: Individual Finance 1 Transactions 1 LAIF(Broker Supporting documentation for confirmations,Certificates of Investments of Operating Funds; City FN-065 2 years 5 years lie r Mag, Ppr Treasurer Deposit,Wire Transfers, Broker €111t ii= meets auditing standards;GC Confirmation, Bid data, bank rates, §34090 etc. HUNTINGTON BEACH, CA.V 995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 ❑o not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 514/15 Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Category ID# Records Description Record g ry p Retention 1 Disposition Comments f Reference - - Imago: Destroy Inactive +,' Paper O,FR Active #aI Media I=Import. (Off-site, Vital? after (in office) Farr Options M=Mfr OD or Mfr) _ $=Scan Imaged& If the rearm)is not listed here refer to the Retention for City-Wide Standards - Retentions be in when the acf is cam eted and impj a full file folder e. . last document+2 ars since destruction is normafivverformed bv file folder. Litigation.claims complaints.audits pandina records requests. and/or investi aligns suspend normal ratenfion eriods retention resumes alter settlement). Investment Files: Monthly Finance FN-066 Statements(broker Statements, 2 years Mag,Ppr Copies;GC§34090.7 Monthly Bank Statement;etc.) -__ Published articles show disposal +7 years for security brokerage Finance f , Yes: slips;Investment of Operating Funds p ;other cities show audit+7- City FN-067 p 9 2 ears ears Yes: Until Mag,Mfr, S f I After 1 10 years;statewide guidelines Treasurer (Direct Investments) Y Y , �l' " Disposal OD,Ppr year propose permanent; FTC Reg's i +: rely on"self-enforcement; _ GC§§34090,43900 Finance f City FN-068 Investment Reports 2 years 5 years ,i 3 Mag,Ppr Department preference;meets Treasurer =____ _ _;;;; auditing standards;GC§34090 City FN-069 Liens P , Yes: Until Mag,Mfr, Yes: 1 Treasurer _-__ -_-= Paid OD,Ppr S year GC§34090(a) Finance) City FN-070 Notice of Decision(3rd Party) 2 years ,`` a _= Mag,Ppr GC§34090 Treasurer Reports-Except Sympro and When Na "]+Ifhahi Nd Finance FN-071 Loner Investment Reports gaff Mag,Ppr Copies;GC§34090.7 Required Fquir$_ Finance f Department preference(exceeds City FN-072 Reports-Sympro end Investment 2 years ,years fay; Mag, Ppr auditing requirements); GC Treasurer Reports 34090 Finance! i F. Full Paid+ City FN-073 Small Claims Y Fu1Y �� Yes: Until Mag,Mfr, s Yes:. 1 Meets auditing needs; GC Treasurer 2 years a Closed OD,Ppr year §34090 Finance f ,,.::::"_:==_ . CRY FN-074 Transient Occu an Tax TO 2 ears 5 ears 7 Yes: Until Retained for auditing purposes; Y p cY 4 Y Yf - Paid Mag'Ppr GC§34090 Treasurer -___=_- :; i 3 HUNTINwGTON BEACH, CA, 01995-2011 Gladwell Gavemmental 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 FIDE Page F-1 Office of Category ID# Records Description Retention I Disposition Comments f Reference Recor Image: Destroy OFR Active Inactive �'f`oal; vital? Media ImImport Paper after (in office] OD ar�ItA#r) Ia F t ntl(ttl Options M=Mfr Imaged& 1f 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 te.g.last document+2 yearsJ,since destruction is normally erthrmed by rife folder. ti affon clarets cam faints audits, Pendina records requests, and/or investi awns suspend normal retention periods retention resumes after settlement). CHIEF ADMINISTRATION -: Background Files-Employees, Separation+ pf{{ tlptt Mag' Yes; After Retained for administrative value; Fire FR-001 Mfr,OD, S 1-i Volunteers&Reservists 5 years8i_ P r QC GC§34090 Transitory or source records not Until ' 'gIE retained in the ordinary course of Fire FR-002 DMV Pull Notices-Fire OnlySuperseded, Suseebci Mag, business;CHP audits every 2 years; Bureau of National.Affairs or Employee ar Empli" Ppr recommends 2 years for all led Separated �epare- supplementary Personnel records; GC§34090 Department preference;All State _- and Federal laws require retention until final disposition of formal complaint;State requires 2 years Disposition L3isposfFbn Mag Fire FR-003 Grievance Files ' after action is taken;29 CFR +4 years I_ ..'101. Ppr Tit- ,I .," 1602.31 & 1627.3(b)(ii),8 CCR �9 §3204(d)(1)et seq., GC§§12946, sal. 12960, 34090; 29 USC 1113, LC w==== 1174 . Department Preference, State& Federal laws require retention until _ - __ = final disposition of formal Final FlrtBi3-1 Internal Affairs l Investigations! Mag, Fire FR-004 Disposition complaint; State requires 2 years 46-D-0a1d h i P after action is taken; Statute of Discipline Files "'ll pr Limitations is 4 years for+4 years ;I �-�a ,ll misconduct; EVC§1045,GC z�it §§12946,34090, PC§§801.5, - ' '' t303 c,832.5,VC§2547 I HUNTINGTON BEACH, CA.c1995-2011 Gledwell Governmental services,Inc.-all rights reserved Adapted: 214102 Do not duplicate or distribute without prior written permission from GG5(909)337-3516 Revised: 5/4115 I i I Ver 15.0 RECORDS RETENTION SCHEDULE -FIRE Page P-2 Office of Category ID# Records Description Retention J Disposition Comments l Reference Record Inactive Image. Destroy (OFR) Active ([off-slte� .alai Medla IQlmport Paper after Vital? (in office) F;" t �ltli�l Options M=Mfr Imaged& OD or Mfr} _Jill " ._ : :_..., _ a•" I frecord is not listed here refer to the Retention for City-Wide Standards tions be in when the act is completed,egad imply a full file folder e. . last document *2 Ors since destruction is normallyerformad b file folder. non cfairns complaints. audits ndin records re oasts en ,ar Inv®sti ativns sus end raorma#retention eriads retention resumes Offer settlement. Statute of Limitations for Health " "� Providers is 3 years;Statute of Junior Lifeguard Program Yes; Mag, Limitations any"...liability founded Fire FR�-005 4 years 4 yast „ inuring 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, Department Preference; For Yes: historical weather information;GC Fire FR-OOB Log Books-"Headquarters Log" P P Mfr,OD, S1l 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 -yr3eis Before Mag records for 3 years; FTB keeps 3 Payment years; Published articles show 4- 10 years;29 CFR 1627.3(a);GC __ . _ 34090 ..._I;.._�:f; Department preference; Ensure records kept in Department files comply p y with City policy;Originals Personnel Files-Department- are maintained by Human Human Separation+ Cll?I? Before Mag, FR-008 level Administration Files f Resources; State&Federal laws Resources Background Files 30 years ears ' Separation Ppr require 2-3 years;29 CFR ""`' 1602.31 &1627.3(b)(ii),8 CCR §3204(d)(1)at seq-, GC§§12946, 34090 HUNTINGTON BEACH, CA,019B5-2o11 GladweIt 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-3 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image. Destroy Active Inactive TI a„k 6 Media I=Import Paper after {aFR} fin office) (off-cite, p d to Vital? Options M=Mfr Imaged& OD or Mfr) =-L=_ __ -_ _-_ - a if the record is not listed here refer to the Retention for Ci -Wide Standards - - Retentions be in when the act is completed. and imply a furl file folder e. .last document+2 Years).since destruction is normally performed by file folder. Litigation,claims complaints audits-pDonding records re uests and/orinvesti scions sus ndnormal refention pperiods 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+ Sr;iat+tigt„ Before Mag, FR-009 Resources;State&Federal laws Resources 30 years years , Separation Ppr Respiratory Fit Tests, = require 2-3 years;29 CFR Vaccinations,Ts Tests,etc. _ =' 1602.31 & 1627.3(b)(11),8 CCR §3204(d)(1)et seq„ GC§512946, ._ _ _= - 34090 —___ _ _ - 9 ;_ Department Preference;retained to comply with ISO(insurance Personnel Files-Training Files: Mag, Services Office)requirements and Separation+ u�eparatart Yes: Until Yes:After Fire FR-010 Training,Certificates, First Aid 5 ears MR, OD, S for the convenience of former y = y9@1 _ Separation Separation Training Database,etc, = _ Ppr employees;Paramedic 1 EMS Training is required for 5 years;22 CCR 100176 d ; GC§34090 Recruitment Files: Solicited: Copies- dies a Human Brochure,advertisement, When No Copies-AS/Human Resources is FR-011 - tth�n Mag' OFR and retains for 3 years;GC Resources unsuccessful applications, Longer =_ cr:::;, Ppr §34090.7 selection materials tests etc. Required Life of =afe of` Mag, Department Preference;GC Fire FR-012 Ship's Logs Vessel+2 � r Ppr §34090 ears Standard Operating Procedures l Minimum : Yes: Until Mag, Department Preference; CCP Fire FR-013 Superseded ttPit.. I. Supersede Mfr,OD, SlI No §337 at seq.,CCP§340.5;GC Policy and Procedure Manual +3 Xears -ye"1701, d Ppr 34090;CFC§j 104.6—104.8.4 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 GG5(909)337-3616 Revised:.514115 Ver 15.0 RECORDS RETENTION SCHEDULE -FIRE Page FA Office of Category ID# Records Description Retention 1 Disposition Comments!'Reference Record Image: Destro Inactivey {t7FR Active TotI Media I=Impart Paper after in (Off-site, officeRetltdG�tk vital? { OD or Mfr) _Pm Options M=Mfr Imaged 8, 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 rile folder e.a.last document+2 ears since destruction is normally performed by file folder. Liti ation claims complaints,audits,pendina records re uestS and/or investi ations suspend normal retention 22dods retention resumes after settlement FIRE PREVENTION Fire FR-014 Abatements,Code Violations 5 yearnIM011110.11"_i, 'yet rs Yes: Until Mag, GC§34090;CFC§§ 104.6— (violation database)Life Safetya =, Resolution Ppr 104.6.4 Civil Citations-Fireworks s Yes: Until Mag, GC§34090 CFC§§ 104.6— Fre FR-015 Citations, Overcrowding, Parking, 5 yearnb yem Expiration Ppr 104.6.4 False Alarms,etc. SupersededRla F"d Knox Box(locked key to building = Mag, Non-records used for reference; Fire FR-016 or Life of .Cif for emergency entries) 3 Ppr GC§34090 Building Occupancy Files: 'Commercial 8 Residential Facilities Not included Life of Department Preference; in the next section-Includes Fire Structure ort> I3ttur _r Mag, Inspections required for 5 years; Yes: After Fire FR-017 Protection System Plans, Activity- �hotiitlty Mfr,OD, SII CCP§337 et seq., CCP§340.5; Operational&Construction Minimum 5Ppr 30 days GC§340J0;CFC§§ 1D4.6— Inspections, Evacuation Plans, years " yaiFs "° 104.6.4 etc. _ x : Or upancy Files: Hazardous - - _ Materials Storage,Underground "` °' - .. Storage Tanks(USTs),Above Life of �" ....-:":._F a'° Department Preference; Ground Storage Tanks(ASTs),or - Mag, Inspections required for 5 years; Fire FR-018 Multiple Violations. Includes Fire Business- P = { Yes(all) Mfr,OD, SII Yes: After CCP§337 et seq.,CCP§340.5; Protection System Plans, Permits, Minimum 6 Ppr 30 days GC§34090;CFC§§ 104.6— Operational&Construction years 104.6.4 Inspections, Sprinklers, Evacuation Plans,etc. = Department Preference„ Life of the Mag, Inspections required far 3 years; Fire FR_01 g Oil Well Information and Well+10 P f', 1i� Yes(all) Mfr,OD, SII Yes; After CCP§337 et seq.,CCP§340.5; Inspections years Ppr 30 days GC§34090; CFC§§ 104.6— 104.6A HUNTINGTON BEACH, CA,@1995-2oi I Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 6o not duplicate or distribute without prior written permission from GG8(909)337-3516 Revised: 5/411 5 Ver 15.0 RECORDS RETENTION SCHEDULE FIRE Page F-5 Office of Category ID# Records Description Retention 1 Disposition Comments l Reference Record inactivej Image; Destroy {OFR� Active �CIfF-site owl Vital? Media I$Import Paper after (in office) I i tehtldh';.. Options M=Mfr Imaged& ODorM f the record is not listed here refer to the Retention for Cit -fflde Standards Retentions,be in when the act is completed,and imolit a full file folder e. .last document+2 ar since destruction is normally rformed bv file folder, iti ation claims con faints audits ndin records n3 oasts andlor invest' ations su nd normal retention Periods retention resumes after settlement). EMERGENCY SERVICES l EMERGENCY OPERATIONS CENTER Disaster Claims 1 Strike Team Mag, Yes: after Department Preference;GC Fire FR-020 Reimbursements(FEMA 1 DE5 10 years I years , Mfr, CID, S 1 I QC §34�90 Reimbursement Records - P r Emergency Operations Plan T (Office of Emergency Superseded Mag, Fire FR-Q21 and P Yes(all) Mfr,OD, S'I No GC§34090 Management&Homeland - Approved E a =- P r Security) Superseded u�p+ tidE Mag, Non records{county maintains City Clerk FR-022 Evacuation Plans(County Wide) and pad Yes(all) Mfr,OD, SII No originals};GC§34l)9tl A roved ;i4 rnutl P r i HUNTINGTON BEACH, CA.a1995-2m I Gledwelt Governmental Services,Inc.-all rights reserved Adopted: 2f4102 Do not duplicate or distribute without prior written permission from GGS(999)337-3516 Revised: 514/15 Ver 15.0 RECORDS RETENTION SCHEDULE FIRE Page F-6 Office of Category ID# Records Description Retention/Disposition Comments l Reference Record Inactive image: Destroy (QFR) Active (off-sits,) Toga) Vital? Media t=import Paper after (in office) DD or Mfr f t#tstxfi�l Options M=Mfr Imaged& , if the record is not fisted here refer to the Retention for City-Wide Standards etenti©ns be In when the act is completed, and 1mviv a full file fader e.a. test document+z ears since destruction is normally performed bv fife folder. fti ation claims complaints, audits.pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). HAZ MAT PREVENTION r..__............... Community Services,Public Works and Fire retain some Fire/ records until the employee is HazMat Clean-ups,Spills Federal + Mag, Public Yes:When separated from employment; FR-023 Clean-ups and/or Exposure 2 years 28 years 30 years Mfr,OD, S Works l Inactive Claims can be made for 30 years Planning Records(e.g.Ascon Oil, Landfills) Ppr 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 1 E . ! Mag, Yes:When may destroy when no longer Fire FR-024 CLIPA Disclosures 1 Business 5 years ye rq Mfr,OD, S required(non-records);all Plans - Ppr Inactive employee exposure records are ml�. i115'..1!-..IR exposure+30 years;8 CCR -` _ .fit ;_; 3204 d 1 ,et seg. If records were not produced by the City,may destroy when no Petro-Chemical Records(Haa Superseded Superseded iW t'sbddti �g longer required(non-records); all Fire FR-025 Mfr,OD, SII No Mat)-Oil Wells,Methane +2 years +28 years 2=�D.Ey�lair� Ppr employee exposure records are €,It exposure+30 years;Cal Code I•.-iI?iJ.1.1.!lil''.11,.,:1 IIIYIL R 3204 d 1 ,et seg. HUNTINGTON BEACH, CA.c1995-2011 Gledwell Governments[Services,Inc.-all rights reserved Adapted: 2I4f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514/15 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy (OFR) fictive (Off-slits Y Vifa17 Media I=Import Paper after (in[office) ��I]tl�f1= Options M=Mfr Imaged& OD or Mfr) f the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed,and impiv a full File folder e. .last document+2 ears since destruction is normall erformed bv file folder. Litigation, claims complaints,auditspending records re vests and/or invest' ations suspend normal retention periods retention resumes after settlement OPERATIONS F 1 Department Preference to be in Apparatus&Equipment Records Disposal+2 i7li�poesi )J Mag, compliance with NFPA Standards Fire FR-026 for in-service automotive fire &Testing years �/ =3 '. Ppr apparatus; NFPA 1911.4.7.3& mtzu Annex C.5, GC 34090 - IF 1 i �1 Mag,. - Fire FR-027 Annual Reports I Fire Department 2 years P PI1913p1llll � ,II; Mfr,OD, Sll No Retained for historical and fl administrative value;GC§34090 Ppr , i pcJ i II Controlled Substance Inventory Magi Department Preference;24 CFR Fire FR-02$ 3 years _ a Yes Ppr 1304.04, 1310.04 Records IFitl::::::i�'!!'•_3::=:IE:3i!-!3:: Equipment Maintenance Records Life of 3 Lrfd tlf Consistent with Work Orders and Fire FR-029 (Gums s,Defibrillators, Ladders, Equipment+ Operational Complaints;CCP Y glttiiltiferf Mag Ppr etc.) 2 years ys §§338 et seq.,340 at seq.,342, GC 945.E GC§34090 - xn:1::9aa.::,:necenlilclli3laili-- - Copy kept for six years; No statute of Limitations on Capital Crimes; Police FR-030 Fire Incidents and Investigations: Transfer to [eRBtf'F4- Arson sentences very between 3 �!I p 31 Mag Ppr years to life,depending upon the Criminal(Arson&Fatalities) Police d {[ _ ___=iEnlNd,nllr circumstances;CDF recommends Act+ 10 years;PG§§451 at seq., ;_ 799,GC§34090 Fire(Metro �Ielui�• Mag, Department Preference; If records Fire Incidents and Investigations: I Yes: After were not produced by the City, Cities Fire FR-031 1 year 8 years y Mfr,OD, S/l QC may destroy when no longer Authority) Non-Criminal 11 'yl ! Ppr required(non-records);GC Fire(Metro „ , 1 31 Department Preference;Data Mag Cities Fine FR-032 Fire Incident Database indefinite fndefip�i# I Yes Ppr Fields 1 Records are interrelated; . Authority) - l I. __., GC§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 GGS(909)337-3516 Revised, 5f4/15 Ver 15.0 RECORDS RETENTION SCHEDULE, -FIRE Page F-8 Office of Category ID# Records Description Retention!Disposition Comments!Reference Record Inactive Image. Destroy (OFR) Active " 7rst#t Vital? Media 1=Import Paper after (in office} (Off-site, OD or Mfr) iietel���n Options NECMfr Imaged& if the record is not listed here refer to the Retention for Cit -Wide Standards ,Retentions be in when the act is completed,and imply a Full file folder e. .last document+2 ears since destruction is normal! Performed b hie folder. Litt ation claims complains, audits ndi records muests, and/or investi ations sus end normal retention Doriads retention resumes after settlement. Copies- Gote When No Wtt�itt l -6 Mag, Finance FR-033 HazMat Response Biking Records GC§34090.7 Longer 4> gr Ppr Required #7Bcj(I;rd_; HIPAA Policies and Procedures """,' Mag Fire FR-034 {Health Insurance Portabilityand Superseded ;-upers0de�; Yes: After +6 years + ye a Mfr,f_}t7, 5 1 year 45 CFR 1fi4.530(j) Accountability Act) P r Fire FR-035 Insurance Services Office(ISO) 15 years 1 years Mag, Retained for administrative value; Ppr GC§34090 Copies- Mutual Aid Agreements,Joint When No Iteilto Mag' Originals Maintained by City Clerk City Clerk FR-036 Mfr Power Authorities Longer Lbrtgr ,OD, Permanently;GC§34090 Required Rid uired ! Ppr 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 AHIMA for"healthcare _-._....- providers"; Statute of Limitations Mag, for health providers is 3 years; G Fire I R 037 Prehospital Care Reports(PCRs)- 1 year B years " 7 Beare Mfr,OD, S No CCP§340.5,GC§34090; H&S ADULTS §§1797.98(e)123145;42 CFR 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 HUNTINDTON 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: 514/15 Ver 15.0 RECORDS RETENTION SCHEDULE -FIRE page F-9 Office of Category ID# Records Description Record P {y Retention 1 Disposition Comments I Reference Inactive 'i91 { I Image. FDe, stroy (OFR) Active 'i"¢f F Media I=Impart erafter (in office} (Off-site, vital?f]D or Mfr) f11n_ ©pitons M=Mfr ged _- !f 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 a. . last document+z ears since destruction is n ormallynerformed b v file folder Uffibdation. ims complain audits pending records requests. and/or invest/ stions sus nd normal retention Deriods retention resumes after settlement.. Department 'reference;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 Motor for health providers is 3 years; Prehospital care Reports (PCBs) years old Mag, CCP§340.5,GC§34090; H&S Fire FR-038 1 year i ors old _ Mfr,OD, S No MINORS Minimum 7 MAintm�rrrtT §§1797.98(e) 123145;42 CFR years yoars Ppr 4$2.24(b);9 CCR 9444,22 CCR 70751(c)&71551(c);22 CCR 70751(c), 71551(c),73543(a), 111-s.. E 74731(a), 75055(a),75343(a), I 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 kept at Fire Stations) 1 year R Mfr,OD, S11 No retained for historical and P r administrative value;GC§34090 IFSTA maintains originals; Training Materials,Standards and = - = Mag, Conforms with HazMat exposure Fire FR-040 Administration(produced by Superseded Mfr, OD, SII Yes QC After requirements; Statewide IFSTA) j a Ppr guidelines propose 2 years;8 CCR 3204 d 1 ,et seg. I"IUNTINGTON BEACH, CA.c1995-21311 Gledwell Governmental Services,Inc.-all rights reserved Adopted: 2f4/02 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-1 Office of Category ID# Records Description Retention!Disposition Comments I Reference Record Link= Destroy Inactive Ial rot II' Image. paper ActiveMedia I=import (OFR) (Off-site, Vital? after (in office) OD or Mfr H:ala;;a: r Options M-Mfr s=scan imaged& if the record is not listed here refer to the Retention for City-Wide Standards - efendons be in when the act is completed, and imply a full rile folder a.a. last document+2 are since destruction is normally performed by file wider. it! anon clairns complaints,audits ndi records re oasts and/or invesfi ations suspend normal retentions periods retention resumes after settlement. HUMAN RESOURCES_ __ Applications for Employment or ,I :o.IIIFaIi Department preference; EEOC f Resumes I Recruitment Files: a ;F 1-=F, FLSA I AREA(Age)requires 1-3 Human Solicited;: Brochure, =uFI �IFAI.,�� HR-001 advertisement, unsuccessful 3 years 3 Mag,Ppr Years; State Law requires 2-3 Resources years; 29 CFR 1627.3(b)(i),29 applications,selection materials, _ = CFR 1602.14 et seq.2 CCR -=:II!.�II=d!sllll=III@ilgyFllt!I" etc. 72e7.a )t2),GC 12946,34090 No positions open;therefore not Applications for Employment or When No D (t�t�IN deemed part of City recruitment Human HR-002 Resumes: Unsolicited(no open Longer "111010 g`' Ma Ppr practices;considered a transitory Resources = I record not materially impacting the position),candidates not hired Required conduct of the public"s business;2 ..... CCR 7287.0 b 1 , GC 434090 E=f' = Department Preference to match L ` auditing standards; EEOCIFLSAfADEA(Age)requires �IEII It IFiF Ilg 3 years for promotion,demotion, Human Benefit File(Includes Personnel Resources HR-003 Data Sheet, Medical Enrollment Separation+ Rt arar btt Yes: Until Mag, Mfr, Yes:After transfer,selection, or discharge; Finance I Form, Dental Enrollment Form,all 5 years S ytar '=3 Separation OD,Ppr S Separatio State Law requires 2-3 years; Payroll Beneficiary Forms) n retirement benefits is 6 years from =1 last action;29 CFR 1602.31 & " 1627.3(b)(ii), 8 CCR§3204(d)(1) et seq.,GC§§12946, 34090;29 USC 1113 Bureau of National Affairs When No )}Btt,N recommends 2 years for all Human Classification I Compensation Langer supplementary Personnel records; Resources HR-004 Studies(for employee Required Rmilil _ Mag, Ppr Wage rate tables are 1 or 2 years; classifications) (minimum 2 (t11ltt�triert ; State requires 2 years;29 CFR years) 516.6,29 CFR 1602.14,LC 1197.5 GC 12946 34090 HUNTINGTON BEACH, CA.01995-2011 Gladwelll 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 11er. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Category ID# Records Description Retention l Disposition Comments l Reference Record Image- Inactive Destroy Inactive Paper OFR Active Tratal Vital? Media I=Import after ( I (in office) (off-site, �� {options MsuMfr (?f}or Mir) 3�Scan Imaged& .._._.. If the record is not listed here safer to the Retention for City-Wide Standards Retentions be in when the act is completed. and imply a full file folder e. .lest document+2 yearsJ,since destruction is normally erformed by file folder. Litioation, ims complaints audits pending records requests, and%r investi ations sus nd normal retention mods retention resumes after settlement. Consistent with other claim retentions(City Attorney handles cases that are not resolved Human Department of Fair Employment& Final 1�'IK r— ' administratively);All State and HR-005 Housing(DFEH or EEOC)Claims Disposition �lgppsltiatt Mag, Ppr Federal laws require retention until Resources that are resolved administratively +5 years +6 Kaar final disposition of formal complaint; State requires 2 years ___:3:asii after action is taken;GC§§12946, 34090 2 CCR 11013 a Transitory or source records not I , retained in the ordinary course of Untilf3tII business;CHID audits every 2 Human HR-006 DMV Pull Notices�-Except Police Superseded, up068a:de-d Mag Ppr years;Bureau of National Affairs Resources, and Fire or Employee ar ErT^ip1Q recommends 2 years for all SeparateddP ► tes supplementary Personnel records; GC§34090 -— - 5 3:IHIIC:llllalll4�1!!� - ""aE"'"; D.O.T. Requires 5 years for positive tests,refusals,annual e1 - summaries,etc, 1 year for negative rE,Ineoeyulrulq rl tests EEOC l FLSA 1 ADEA(Age) EI is.HI41 3111tl Iitl Human Drug and Alcohol Testing 1 D.O.T „ �r„r requires 3 years physical HR-00? 3 years 2 years Ppr examinations; State Law requires 2 Resources files 41.11 I.E �lum:I�rlallioiiE�111alilFrii€ years;29 CFR 1627.3(b)(1)(v),GC al,4 ,_I_,`;,;= §§12946,34090;49 CFR 65531 at om_-`-7 i' ,i !IL�1 1114in. seq.;49 CFR 382.401 et seq. 49 EI.E.— CFR 653.71 1111EIIc-113111r11E'IUIJE;I},. Resources Department Preference;29 CFR 1 Human HR-006 EEO-0 Reports 3 years Elitllye 11 Mag„Ppr 1602.30;29 CFR 1602.32 Resources ............... 115.__......:e l HUNTINGTON BEACH, CA.c)1995-2011 Gladwell Governmental Services,Inc. all rights reserved Adopted: 214/02 Do not dupllcate or distributs without prior written permission from GGS(909)337-3516 Revised: 5/4115 ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Category ID# Records Description Record Retention 1 Disposition Comments 1 Reference Inactive Ima e: Destroy (OFR) Active �� = T[�tel ,; Vital? Media I=Import Paper (In office) OD or Mfr1 tsltl 'Qr1° Options M=Mfr attar S=Scan Imaged& rd If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is com Iet.. and imphl a full file folder e. , last document+2 vears) since destruction is notmaliv oerformed b frle folder.Litigation,claims com hints audits pendingrecords requests. and/orinvesti ations sus nd normal'retention erdi retenfian resumes after settlement. Human Employee Assistance Program 3 Resources HR(109 etc.) and Annual Reports, 2 years yf} t Meg, Ppr GC§34090 Lead Department is CFR for When No grievances resolved prior'to step 3; Wftert,Mrr All State and Federal laws require Human Grievances(escalated from Longer Resources HR-010 Departments when not resolved Required Ul Yes: Before retention until final disposition of before step 3) minimum 2 Disposition Mag' Ppr formal complaint;State requires 2 ( irtriinir_66,rt = years) years after action is taken;29 CFR 1602,31 &1627.3(b)(il), GC §§12946, 12960,34090;29 USC 1113, LC 1174 _= Non-citizens must re-certify 4 _ .. periodically; RICA recommends 1 year from termination or 3 years from hiring,whichever is later; Q.,nvlsrtto Human Convert EEOC 1 FLSA I AREA(Age) HR-011 I-9s Termination Tet7t�rrt�tlS7f] Resources upon "File upon Mag, Ppr requires 3 years for"'any other forms of employment inquiry"; Separation aepelratlkln State Law requires 2-3 years; 1NA 274A(b)(3);INS Rule 274a.1(b)(2); 8 CFR 274a.2;29 CFR 1627.3(b)(1);GC§§12946, 34090 _-Rum an Jab Specifications 10 ears Yes: Before Resources Y 10 eta Mag, Ppr Department Preference;GC§ Su erseded LU 34090 Human HR-013 LiveScan Fingerprint Clearances 50 years {) berg Department Preference to protect Resources y Mag, Ppr City in the event of past employee = misconduct GC§34090 et se . HUNTINGTON BEACH, CA.01995-2011 Giadweli Governmental Services,Inc.-all rights reserved Adopted: 2/4f02 Do not duplicate or distribute without prior written permission from GGS(909)337.3516 Revised: 514f15 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-0 Office of Category ID# Records Description Retention 1 DispositioaMeL omments f Reference Record yrActive (Off-site Ttifal Vital?Inactive 6R=e!enns (In office) i , 01..11-o ':QD or Mfr) not listed here refer to the Retention for Cit -Wide Standards be-gin when the act is com feted and r'm l a full file folder e. .last document+2 years) since destruction is normal! erfomled to Fife folder. s com faints audits endi records requests,and/or investi ations sus nd normal retention Periods retention resumes after settlement). City Clerk maintains originals F permanently; EEOC 1 FLSA 7CityCleric HR-Oi4 Memorandas of Understanding Supersededtr��brsedittd Yes: Until Mag, Mfr, S11 No requires 3 years for MOUs;State +3 ears 3:yar8.= Superseded OD,Ppr y requires 2 years;29 CFR 516.5, GC 12946.34090 For use in interpreting intent of E MOU provisions; EEOC l FLSA Yes: requires 3 ears for MOU%State Human HR-015 Negotiations: Employee Superseded 5 years Sapatisd�Ied Mag, Mfr, SII When q y 5 ears 1 :Bars„ OD,Ppr requires 2 years;statewide Resources Associations Y _, Inactive guidelines propose permanent;29 CFR 516.5, GC 12946,34090 TRe Personnel Commission Findings 2 years years Mag, Ppr GC§34090 &Conclusions Decisions Personnel Files-Regular i Active Permanent(Includes L F L Appeals Findings,Application l Department Preference; statute of Awards,Copy of Drivers "E limitations for retirement benefits is LicensellD,Employment r { 6 years from last action; Verifications, Evaluations, Convert to t,�t3n Yea:After EEOCiFLSAfADEA(Age)requires Personnel Transaction Forms, Germination � 8tfds Yes: Until Mag, Mfr, S Separatio 3 years for promotion,demotion, Separation OI?, P rOaths, Policy acknowledgements- File upon I i�W Miceli p n transfer,selection,or discharge; Excludes Medical Records) Separation a cPfl' 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, IF-.q .3_ ._ - Renewal Notices&Physical Exams far Class A&S vehicles =="°"" =' 141�2 Adopted: 2 HUNTINGTON BEACH, CA.a1995-2o11 Gladwell Governmental Services,Inc.-all rights reserved A Adopdaptted: 14116 Do not duplicate or distribute without prior written permission from GGS(909)337-3518 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 Paper Active Inactive -i �`rialllilll Vital? Media I=Import after (OFR) (Off-site, (in office) Ri Options M=Mfr OD or Mfr) S=Scan Imaged & _...... f the record is not fisted Mere refer to the Retention for City- Standards Retentions becin when the act is completed. and im IV a full file folder e. .last document+2 ars since destruction is normally erformed Py file folder. iti ation claims ccom laints audits,pendina records requests, and/or investi atr`ons suspend normal retention pedods .retention resumes after settlement. Personnel Files-Temporary 1 a 31c F vl ill9ll=111f 11 k11! Non-Permanent("part Time") Employees(includes Appeals = F i.l-ISlill l Findings,Application&1-9, -' 1!6 Illd ilvNil--_iij�s Awards, Copy of Drivers swlu�€iiiia Department Preference;statute of LicensellD, Employment Limitations for retirement Benefits is Verifications, Exclusion from B years from last action; Human PERS form,Evaluations, Separation+ a s/ I i } Yes:After EEOCIFLSAIADEA(Age)requires pi _ Yes: Until Mag, Mfr, HR-01 B Personnel Transaction Forms, S Separatio 9 years for promotion,demotion, Resources 5 years $ efslt+i Separation OD, Ppr Personnel Requisition Farms, i, n transfer, selection,or discharge; Oaths, Policy acknowledgements State Law requires 2 3 years; 29 -Excludes Medical Records) _ __- Irll 11 CFR 1602.31 &1627.3(b)(II),GC _ §§12946,60201;29 USC 1113 For Non-Public Safety !s I 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. 2l4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 5/4115 Ver, 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record Image: Destroy Active Ina(offctive •Import Paper Tcsfal Media I (OFR) (in office} -site, VItaI7 R# f1#lort' Options M=Mfr after OD or Mfr) 5=Scan Imaged& If the record is not fisted here refer to the Retention for City-Wide Standards Retentions be in when the act fs ccirri leted and im l a full file folder e. .lest document-+2 ars since destruction is normally erformed by fife folder iti ation claims complaints. audits pending records requests anti/or investl ations sus end normal retention Periods retention resumes after softie ment.. Personnel Files-Terminated ("Reguiae,]i Employees (Includes Maintenance Screen Printouts, Personnel Data,Senefit 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 EEOClFLSAlADEA(Age)requires Human Separation+ ep�ratldrtrd Yes: Until Mag, Mfr, HR-i)19 Personnel Transaction Forms, _ S Separatio 3 years for promotion, demotion, Resources B 40 yearst# -yes r '_ Separation sac OD, Ppr Policy acknowledgements - n transfer,selection, or discharge;. Excludes Medical Records) _ TTI State Law requires 2-3 years; 29 CFR 1602.31 &1627.3(b)(ii), GC ........._ - _ .` §§12946,60201;29 USC 1113 For Non-Public Safety _.:_ .,....._>.` Employees: DMV Permission, Renewal Notices&Physical ri[a : Exams(for Class A&B vehicles)+C18 3 Files maintained separately; ........._ . - ` - _; Community Services, Public Personnel Files{Medical = Works, Police,and Fire retain Human Records,pre employment - some records until the employee is Yes: Resources physical, respiratory fit tests, Separation+ Se ar #-on� Yes: Until Mag, Mfr, S When from employment; HR-020 28 years 1 Fire i hazmat exposure records, and 2 years yeaPt= Separation OD, Ppr Claims can be made for 30 years Police backgrounds&fingerprint = Inactive for toxic substance exposure; 8 clearances} CCR§32D4(d)(1)at seq.,29 CFI 1910.1020(d)(1)(i), GC§§12946, 34D9D HUNTINGTON BEACH, CA,01995-2011 Gladweli Govemmertal Services,Inc.-all rights reserved Adopted. 214/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5J4J15 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Category iD# Records Description Retention l Disposition Comments!Reference Record Image- Ina Destroy ctive T Paper Active(OFR) (in office) r}rl OptioMedns I M=Mfrs (tiff-sits, V!ffi17 after OD or Mfr) = Imaged ti, 5=scarl pfhe.'record is not listed here refer to the Retention for Cif -Wide Standards ons b in when the act is com leted and im a full Me folder e. . last document+2 ears since destruction is normal! erformed b file folder. tion ciai► s com laints audits.Panding records requests. and(or invesfi allons sus not normal retention perit7ds retention resumes after settlement), Superseded Updfi§ Jed Yes: Until Department preference;GC City Clerk HR-021 Personnel Rules 8 Regulations {Minimum 2 (Iliflnirrlt)rt1 Mag, Ppr Superseded §34090 ears} Department reference; Pla n mustRetiree Medical Insurance Files Human Termination 'Miriatttaar Yes: When Yes: be kept termination+ 1 year; {includes Medical Subsidy Plan, Mag, Mfr, HR-022 of Benefits+ of senefi-ts* eligible for S 1 I After 1 Statewide guidelines propose Audit Resources Retiree Forms,Correspondence, 2 ears OD, Ppr various forms,copies of checks) y 5� ►e _ benefits P year +5 years;-GC§34090, 29 CFR -_.::_ :::_,_ 1627.3(b)(2) Human HR-023 Sala Surveys 2 ears " eere , Resources Y y y Mag, Ppr GC§34090 Retained to cover auditing !„i = standards; IRS Regulation for W- __ -_ 4s is four years after the due date Supplemental Retirement Files _ of such tax for the return period to Human includes A1P Demands,PERs Employee .1i1t�#ICa� Yes: Until Yes: { Mag, 11Afr, which the records relate, or the HR-024 Deceased+ lei~..... Employee S 1 I After 1 Resources calculations,W-4P form, Direct , ©D, Ppr date such tax is paid,whichever is Deposit Form) 5 years = yet € Deceased year P ) _ — the later. Plan must be kept termination+1 year;GC§34090, IRS Regulation 31.6001.1.29 CFR ^,I!ISIIF'_!I§'lie'!•.: 1627.3 b . '2 _,,,,,_ '' Department Preference; EE©C 1 FLEA 1 ADEA(Age)requires 1-3 Human years;State Law requires 2-3 Resources HR-025 Testing File: Master Test 3 years yeah Mag, Ppr years;29 CFR 1602 et seq -_ _{ 1627.3 et seq.,8 CCR§11040.7( c GC 4 72 y/''+'� 946 34090 3: HUNTINGTON BEACH, CA.C1995-2011 Gledwell 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 Ver. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record Image: Destroy Active Inactive Toiksl Media I=Impart paper (OFR) {off-slue, vital? after (In office) F e�t)tiSill, Options M=Mfr OD or Mfr) S=Scan lmaged& ....._-..... ...- If the record is not listed here refer to the Retention for City-wide Standards Retentions begin when the act is completed, and imptv e full file folder e. .last document+2 ears since destruction is normally erformed by file folder. Lit anon clerims compolaints audits pending records requests, and/or investi ations sus nd normal retention periods retention resumes after settlement. Department Preference to comply in:slim ainnauan =:ns_ with i}QJ requirements; EEDC! FLSA JADEA(Age)requires 1 Human HR-026 Testing'File: Score Sheets 3 years B"��ti3"sis�� ' Mag, Ppr year,State Law requires 2-3 Resources ni ni err: i nirir.aii; 1411 years;29 CFR 1602 et seq& ° 1627.3 at seq.,8 CCR§11040.7( iH e,GC§§12946, 34090 Department preference to cover Human Testing File: Test papers ,,,, ,,, „ ,� statute of limitations for HR-027 3 years :3 YT Mag, Ppr discrimination claims; Law requires Resources (completed by applicants) - _ test papers be retained for 1 year, 29 CFR 1627.3 a iv HUNTINGTDN BEACH, CA.01995-2011 Gladwetl Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GG5(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 - Inactive Paper (OFR) Active = 'iota = Media I=Import (in office) Off-site, 001o0 Vital? Options M=Mfr after OD or Mfr) - = S=Scan Imaged III _—_ .......:::_:___ _::__,: 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.g.last document+2 ears since destruction is normally erformed by File folder. Litigation.claims complaints. audits,panding records re uests andiar investivations suspend normal retention nods retention resumes after settlement). RISK MANAGEMENT Human Accident l Incident l Graffiti I Resources Vandalism l Injury Reports: RM-001 2 years Z years Mag, Ppr GC§34090 l Risk PUBLIC ADULTS(medical and _i . _ -,___ Mana . non-medical. Human Accident I Incident I Graffiti I Resources RM-002 Vandalism I Injury Reports: 2 years y Mag, Ppr GC§34090 i Risk PUBLIC JUVENILES(medical Manag. and non-medical.) Human Accident l Incident I injury Claims can be made for 30 years Reports: EMPLOYEES(medical Resources RM-003 and non medical} Also see 5 ears 25 ears for toxic substance exposure; 8 I Risk Y Y ayRt Mag, Ppr CCR§3204(d)(1)et seq., GC Manag. Vehicle Accident Reports(City §§12946, 34090 vehicles Human Accident Reports. CITY Resources RM 004 VEHICLES(medical and non- Consistent with Work Orders for 1 Risk medical. Also see Vehicle 3 years 3 3te� Mag, Ppr vehicle repairs; GC§34090 Mana . Accident Reports(City vehicles „, r -'"=-" " Claim must be filed within 1 year, lawsuit within 2 years;complaints Human -; „F,"�' against peace officers within 5 Resources Settle+5 S6ttfeME Yes: Until years;Statute of limitations for RM-005 Claims-Adults Ma Ppr 1 Risk years :_���'�s` Settlement 9, p contracts is 4 years;wrongful death Manag. ,,-I'll 110 '-=f'_ for construction is completion+5 years;CCP§§337 et seq.;GC§ 911.2.945.6.34090,34090.6; PC HUNTINGTON BEACH, CA.Q1995-2D11 Gladweli Govemmental Services,Inc.-all rights reserved Adopted: 2I4/02 Dv not duplicate or distribute without prior written permission from GGS(909)337-3516 Devised: 5I4/15 Ver. 19,0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image. Destroy Inactive Paper Active Total 'Media 1-import {[]FR} {in office} (Off�site, FCtrit+arMtltstl Vital? Options M=Mfr after OD or Mfr} S=5can Imaged& f the record is not listed here refsr to the Retention for Cit Wide Standards eIIIIIIIIIIIIIIIINtentions b In when the act is com feted end m a fu!!Fle folder e. , last document+2 ars since destruction is norrnall erformeci b frla folder ti ation claims complaints, audits ending records re Quests, andlor invesfi adons sus nd normal retention periods retention resumes after settlement. Human Age of Agtl oaf Juveniles may have additional Majority Ni#�cll Resources ' Yes: Until legal recourses; CCP§§337 et !Risk RM-006 Claims-Juveniles (minimum �mtnttnunrr Mag, Ppr Settle+5 Sitttl _ Settlement seq.;GC§§911.2,945.6,34090, Manag" ears ) 34090.6; PC§832.5(b) -Y._. _ Human Insurance Application Forms ,, Resources Yes: Before f Risk RM-007 (Purchase of insurance for Library 2 years ; area[ Ppr GC§34090 Mana . or Community Service facilities} a= Event Longest Statute of Limitations is 1❑ Human Insurance Certificates(for years;Those filed with an Resources Yes: Before Mag, Mfr, Yes: 2 agreement or contract are f Risk RfVI-008 Contracts,Vendors,and City- 11 years 1 yeah Completion OD,Ppr S yearn Permanent;statewide guidelines Mana issued Certificates etc.) 9 propose permanent;CCP§337 et seq.;GC§34090 Human Resources Insurance Certificates(for Facility = Yes: Before RM-009 2 years yt; r Ppr GC§34090 1 Risk Rentals,etc) ........-_ ,-_-,_ Event Mana . Human = = Department Preference;OSHA Resources ❑SHR Insurance Certificates, - - requires 5 years;State law requires I Risk RM-010 Inspections Citations, Log 200, 5 yearsrpars7 - Ppr 2 years;8 CCR 14300.33(a);29 Manag. Log 300,301R,etc. = CFR 1904.33,29 CFR 1904.44; --= GC§34090 et seq.; LC§6429c Human Resources Settlement Agreements with a Finial 1=irtaf CCP§§337 et seq.;GC§§911.2, Risk RM-011 Financial Component(Workers Settlement+ S€tttteeh'6n1+ Mag, Ppr'1 945.6, 34090, 34090.6; PC Compensation) 30 yearsg. §832:5(b) HUNTINGTON BEACH, CA.C1995-2011 Gladweil 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. 19.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-11 office of Category ID# Records Description Retention l Disposition Comments f Reference Record E� = Destroy a x E a- 31 Destroy Image: Inactive - � Paper Active 'golf, Media I=Im ort I;t7FRj (Off-site, Vital? p after in office Options M=Mfr 4 OD or Mfr] q p Silicon Imaged& le 311E 314�13.f.�.,.._..- If the record is not listed here refer to the,Retention for Get -fide Standards Retentions taa in when the act is completed.and imply a full rile folder e. .last document+2 arts since destruction is normally erformed by file folder. r'tl strop claims exam faints audits,pendina records re uests and/or inves#i ations sus-end normal retention edods retention resumes after settlement. -„_i�E_,,,;•,,, P,=:, Department preference,Claims 31nE=etiAa=::-�i can be made for 30 years for toxic ;q IxpiP@ e� substance eXptiStlfe; CIeImS are required for five years after the end Human P of compensation,or injury, Resources Final 25 years or iiI#rer1 whichever is longer;the Workers 1 Risk RM-012 Workers Compensation Files Settlement+ Termination pe- Mag, Ppr Compensation Appeals Board may Manag. 5 years of Benefits iffi1t destroy their records after 5 ears; . ;,... 8 CCR§3204(d)(1)et seq.,8 CCR 10102, 10755, 10758, 15400.2 29 CFR 191 U.1020(d);GC§§12946, 34090 i I i HUNTINGTON BEACH, CA.01995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Adopted.. 2f4/02 Do not duplicate or disiribute without prior written permission from GCS(909)337-3516 Revised. 5j4115 Ver 11.0 RECORDS RETENTION SCHEDULE -INFORMATION SERVICES Page IS-1 Office of Category ID# Records Description Detention 1 Disposition Comments 1 Reference Record Inactive Image: Destroy (GFR) Active (Off-site,CD1`" Vigil? Media I=Import Paper after (in office} or Mfr) I e �n Options M=Mfr Imaged&. S=Scan QC'd t'tha record is not listed here refer to the Retention for Cr -Wide Standards eteMons b in when the act is four+ feted and im 1 a full file folder e. . test documanf+2_ ors since destruction is normallyperformed b file folder. 1i anion claims complain audits ndin records requests and[or investi ations sus end normal retention Periods retention resumes after settlerrranf. Used for Disaster Recovery Purposes Only;Considered a copy When No Information IG!frert f and can be destroyed when no t Services l5-001 Backups-ALL Longer .. flier m, Yes Mag.—07 longer required; retention based Required �ri on administrative value; recycle 34090 et seg. When No ct Information When Software Licenses Longer �" ��$��' Mag, GC 34090 Services Ppr Required itd Information Telephone Records-Detailed - The detail backup is not forwarded Services IS-003 Backup of calls made(includes 5 years S yet Pp to Finance;meets auditing Cellular - ' ' a. standards GC§34090 -' For legal compliance for WORM J DVD-r 1 CD-r J Blue Ray- -' Trustvlorthy Electronic Records Lead Dept. IS-004 R or other unalterable media that F _ OD (when the electronic record serves does not permit additions, = ,i t as the official record);GC 60200, deletions,or changes r.,•, 12168.7. EVC 1550,CCR 22620 et se HUNTINGTON BEACH, CA 01995-2011 Gladwall Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5I4l15 Ver. 10.0 RECORDS RETENTION SCHEDULE. LIBRARY Page L-1 Office of Category ID# Records Description Record g rY p Retention 1 Disposition Comments 1 Reference -En. Destroy Inactive - Image: paper } Active `'fis7tftl " vital? Media I=1m ort after (QFR {in office} (Off-slte' _., 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 becin when the act is completed. and iMpho,a full File folder fla,q.last document+2 years).since destruction is nonnaliv Oerformed by file folder. Litigation,claims cone faints audits 0anding records requests,and/or investigations suspend normal retention periods retention resumes after settlement. The City does not use eligibility ,,8, lists; EEOC 1 FLSA 1 ADEA(Age) Applications for Employment or requires 1-3 years; State Law Library LIB-001 Resumes 1 Recruitment Files: 3 years 1R.-4d Mag, Ppr requires 2-3 years;29 CFR 1602 Library Part-time positions et seq&1627.3(a)(5)and(6), 2 CCR 7287.0(c)(2),8 CCR 11040.7 cj,GC§ i 2946,34490 Libra LIB-002 Complaints and Compliments 2 ears 2 y tit; Mag, Ppr GC§34090 Deposit Slips, Fine Receipts, Meeting Room Receipts,Cash = Retained for auditing purposes; Finance LIB-003 2 years 1 year 3 years Mag, Ppr Finance is Office of Record; GC Tum in Cards, Cash Donations, etc. §34090.7 FCC requires 5 years after the last Library LIB-004 E-Rate Records(Discounted 5 ears day of delivery of discounted Internet Access} y yeah Mag, Ppr services; FCC order 04- 190 B 1 46 ;GC§34090 Library LIB-005 Emergency Contact List When - herl Superseded Mag, Ppr Transitory Record;GC§34090 When No Wfte�i Nis Library LIB-006 Friends of the Library Longer bongs Mag, Ppr Non-records;GC§34090 Required uirefi_ HUNTINGTON BEACH, CA.+ 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: 514115 Ver. 10.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Category ID# Records description Retention f Disposition Comments l Reference Record Image; destroy Inactive Paper (OFR) Active Totai Media I®import (Off-site vital? after (in office) Ieket3#ilLtti' Options M=Mfr OD or Mfr) =Scan Imaged 8 - --- If the record is not listed here, ere refer to the Retention for City-Wide Standards Retentions be-gin when the act Is mm eted and imply a full fife folder e. .last document+2 ars since destruction is normallyPerformed b title folder. Liti cation elainms complaints audits endin records requests, and/or investi ations sus nd normal retention erfods retention resumes after settlement. Grants: LSCA(Library Services and Construction),LSTA(Library _ Services and Technology),SLRC .Y_ (State Literacy Resource Centers), Per California State Library CLSA(California Library Services Final Fnl` = Yes: Mag, Mfr, Records Management Program Library LIB-007 Act)and PLF(Public Library 2 years Expenditure ��fldttLllB S!I When Ofl, Ppr Requirements(April 27, 1998);GC Foundation)ONLY. For all others, +5 years +S y ells Inactive §34090 follow City-wide Schedule. (SUCCESSFUL Reports,and Financial Information) Send copy IN 1'9..._...._.:= of application and award to Finance = Incident Reports f Emergency . Reports-All(Irate Patrons, - =_ Library LIB-008 Emergency Reports,etc.) 2 yearn �� Mag, Ppr GC§34090 10 See City-wide for other incident l , emergency reports , When No Mfi Nam- Mag,Mfi, Yes: Department preference(the Library LIB-009 Library Card Applications Longer ;#,blxeT _ S When database is the original record); f}D, Required Ppr Inactive GC 34090 E UInodM Libra LIB-010 Library Systems: IL5 database Indefinite Y affira = Mag,Ppr Data is interrelated;GC§34090 Libra LIB-011 Programs(e.g, Summer Reading) 2 ears ` s lit Mag, Ppr GC 34090 r Shred;Statute of Limitations any Room Rental Agreements f Facility _ ^I Yes: "...liability founded upon an Library LIB-012 Use Applications(Room 2 years yt#M 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 iSuggestions 2 years I Mag,Ppr GC j34090 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(909)337-3516 Revised: 51419 5 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING . Page P&B-1 Office of Category ID# Records Description Retention l Disposition Comments f Reference Record Ht i Image: Destroy tOFR} Active Inactive F .i"atl Media I=Import. Paper (in office} Toff-site, Vital? Options !M=IMfr after OD or Mfry Imaged& Y �* c S=Scan the record is not listed here refer to the Retention for Cif -Wide Standards - etentions begin when the act is completed, and im l a full rite folder e. .last document+2 ars since destruction is normally erformed b file folder. fill ation claims complaints, audits endin records re nests andlvr investigations sus end normal retention eriods retention resumes after settlement. BUILDING&SAFETY BuildingWhen No 31N wthetl No Records used to facilitate permit BL-001 A lications Longer &Safety PPorlgr Mag, Ppr issuance;Projects may expire Required R [ d.., after 2 ears;GC§34090 Building -,1 Mag, Mfr, Yes: 30 Department Preference;Statewide &Safety BL-002 Building Permits-ALL P P Yes(all) OD Ppr S days guidelines propose permanent;. GC§MO90 Building Department Preference-Data is &Safety BL-003 Building Permit Database Indefinite Irldefirii#e Yes(all) Mag interrelated;GC§34090,H&S 19850 Department Preference; Law Building Plans-ALL Finalied- s it S requires for the life of the building Residential&Commercial(includes a for commercial and common Building soils reports,energy calculations, Life of = LmF °:' Mag, Mfr, Yes: 30 interest dwellings; Statewide &Safety B'L-DD4 commercial structural plans, 2 years Building E#ulicllrt = Yes(aft) Ol7 Ppr S days guidelines propose 2 years for commercial structural calculations, n ;, _ blueprints&specifications; CBC expired projects) 104.7& 107.5; H&S§19850.GC BuildingBuildingPlans Expired or When No =Iyhsr _Q! BL-005 - p Longer €EJ P1111 II,' Ppr Non-records &Safety Withdrawn(not permitted) Required ;;'=#1p14Li�lr�ind = Building Mag, MFr, Yes: 30 Statewide guidelines propose life &Safe BL 006 Certificates of Occupancy P =E EI Yes(ail) C]D P r S da s of building-,GC 134090 When = 1i1fh F Records used to facilitate permit Building BL-007 Inspection Records: Appeal Permit Pttrlit3 Mag, Ppr issuance;Projects may expire Safety Requests,inspection Reports -= after 2 ears;GC 34090 Firalled Lists: Correction,Building, Plan When No 'When NO Transitory Records l Preliminary Building Documents used to facilitate &Safety BL-008 Review, Plan Check Form, Building Longer _ �on�er Mag, Ppr ty Correction List,etc. Required ie€tilr (f permit issuance;Projects may expire after 2 ears; GC§34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc,-all rights reservers Adopted. 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 6/4J1 5 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-2 Office of Category ID# Records Description Retention f Disposition Comments l Reference Record Image: Destroy Active Inactive l.pt Media I=Import Paper {ol=R) (in office) 4aff-site, e vital? Options M=Mfrfdar OD or Mfr) 5=Scan Imaged& If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions b in when the act is completed, and imply a full file folder e.a.last document+2 ars since destruction is normal!y performed by rile folder. Litigation claims complaints,audits, pendiric records requests,andlor investi ati""ons sus end normal retention errods retention resumes after sefflement. _ Project File(flnalled projects f When No het IN Yes: Building BL-009 Residential)Reports: Calculations, Longer i i11he ' Meg,Mfr, S After 30 This information is reflected on the &Safety Energy,Soils,Specifications [7D,Ppr plans;GC§34090 et seq. Required ,I #gt IPi days submitted b applicant :. ............:.....3.,..:._. Project File[finalled projects! When No �er1 ftlgl Yes; Building BL-010 Commercial]Reports: Longer Ldt1��t3 Mag,Mfr, S After 30 This information is reflected on the &Safety Specifications,energy and soils OD,Ppr plans;GC§34090 et seq. Required F{8#jlkro `.' days reports _ Building Requests&Permissions to Receive &Safety BL-011 Copies of Plans(to and from 2 years yeah Mag,Ppr GC§34090 architects - - - - _ - Department Preference; Law requires for the life of the building a + for commercial only;Statewide BuildingMa ,Mfr, Yes: BL-012 Sign Permits-ALL 2 years P l ' Yes(all} S After 30 guidelines propose 2 years for &Safety OD,Ppr blueprints&specifications; UBC a days requires 90 days from completion _._._.._...,_, date;UBC§106A.2,H&S§19850. _..---.._.......,---- z-- _ _ GC 34090 Building Uniform Building Codes 1 California ' ' ' l.; ! NliJ BL-013 P j a Mag, Ppr GC§50022.6 &Safe BuildingCode -- �.-"=:,--...-: CODE ENFORCEMENT = When NO x7-- Longer mx al Case is open until satisfactorily Planning CE-001 Cade Enfarcernent-Including Requied- Yes- Until Mag Pprresolved;City Clerk maintains Prosecution Requests Resolution originals that are presented to Minimum 2 WlFr Council;GC§34090 ears F_ HUNTINGTON BEACH, CA. 01 995-2 01 1 Gladweli.Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without,prior written permission from GGS(999)337-3516 Revised: 614I15 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-3 Office of Category ID# Records Description Retention!Disp+osltion Comments l Reference Record Image: Destroy inactive Paper (OIFR) Active 'iko�l Vital? Media I=Import after toff-site, tin office) _ Options tilt=Mfr OD or Mfr) =3can Imaged& .. - .._. f the record is not listed here refer to the Retention for City-Wide Standards Retentions h in when the act is completed, and imply a full file folder e. .last document+2 years),since destruction is normallyperformed h file folder. ti anon claims corn faints audits endin records requests. and/or investigations sus nd normal retention Periods retention resumes after settlement). PLANNING Alcoholic Beverage License When No 'Vheno Planning PL-001 Longer Lr5ilgei�: Ppr Hon-records Application Copies or Notices Required � _-�e<aulr�l Mag, Mfr, S No Department Preference;City Cleric City Clerk PL-002 Annexation I Deannexation Files 5 years P ,`;„; (7D _P r is OFR GC 34090.7 When b - Mag, Mfr, County PL-003 Assessor Parcel Information GC§34090 Superseded tr rs ad OD, P r When No ;Wh r►` Legally Required for 30 days; Longer ` 'L Ot3 j5' Department may prefer to retain Staffing Tape Depart. PL-004 AUDIO RECORDINGS of Meetings Required- # e�Ittil for administrative purposes[audio Minimum �i1lfnrMa9) tapes are only 30 days is 34 da 3dys required);GC 54953.5 b Census When No t+Lih�amxlcr Yes: Bureau PL-005 Census, Demographics Longer = Mag, Mfr, S When Nan-records;available on the - OD, Ppr Internet Required Regmtilr �L„ inactive Yes: Until Mag, Mfr, Yes: Planning PL-006 Coastal Development Permits 2 years P _ � Completed OD, Ppr S When Land Records;GC§34090 _..�......,_..,,_...:.........:: Inactive 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: 6/4/15 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-4 Office of Category ID fl Records Description Retention J Disposition Comments!Reference Record Image: Des troy Paper OFR Active Inactive 7otsl Vital? Media 1-Import after (in office) OD o Mfr ABttrlftk i Options M-Mfr s=Scan Imaged p1he'97record is not listed here refer to the Retention for Cit -Wide Standardsntions be in when the act is cons feted and im i a full file folder e. .last document+2 ars since destruction is norrrrall erformed to File folder.tion claims com laints audits Pending records requests, and/or investigations sus nd normal retention periods retention resumes aRer settlement). Entitlement l Project Files: Administrative Review,Coastal 1.3.I:�,,............p!c.ggzl,3,npr Development,Conditional Use Permit(CUP), Development ' Projects have a 2 year vesting Agreement, Entitlement Plan p ,III,' (applicant must pull permit within 2 Amendment, Flood Plain Variance, General Plan years)-those applications in Amendment/Conformance, Local which the applicant does not follow Coastal Program Amendment, Lot Yes: Until Mag, Mfr, Yes: through with permit maybe Planning PL-007 2 years P pl P , S When destroyed after the westing period Line Adjustment, Reversion to °; Completed OD, Ppr Inactive has expired. Some permits must Acreage,Sign Code Exception, obtain Council approval, Specific Plan,Temporary Use Department maintains complete Permit,Tentative Parcel/Tract, files for administrative purposes; Variance,Zoning Map Amendment, GC§§34090,34090.7 Precise Plan of Street Alignment, Zoning Text Amendment,etc. _ (Includes Associated Plans °"- ' '_'" Ma NOV.II tIp�IIIF: Inlaln noallurii�or la;rii�, —- Planning PL-008 Entitlement Log Map Book 2 years P 9l,lldyy�j t Yes Mag° Mfr, S 1 I No GC§34090 OD, Ppr r p , Environmental Determinations Final EIRs are required to be Kept (Environmental Impact Reports Yes: until Ma Mfr, Yes: 1 l ,�nowu=+In+l. .nF:ln« nIF 9, e a"reasonable period of time': 14 Planning PL-009 (EIRs), Environmental Assessments, 5 years P Project S 1 I Negative Declarations,etc.-EA In!p Completed OD, Ppr year Cal Code Regs§15095(e);GC p IF:p IIF I.rl .� §34090.7 ND)Inside City boundaries r mr rlllaorrilnal.ril::._i '=:IFi:it!!13'.Ilkillr`Ilrll it Environmental Determinations (Environmental Impact Reports When Noi „ i Planning PL-010 (EIRs), Negative Declarations,etc.) Longer L..... Ppr Non-records Required ZRig tlfred Outside Cityboundaries � 31r HUNTINGTON BEACH, CA. (D1995-2011 Gladwell Governmental Services,Inc.-all rights resented Adopted: 214/02 Do not duplicate or dislribute without prior written permission from GGS(909)337-3516 Devised: 614115 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&S-5 Office of Category ID# Records Description Retention l Disposition Comments I Reference Record el Image: Destroy Inactive Paper tt]FR} Active toff-site, 7' ur vital? Media I=Import after (in office) �rlp Options M=Mfr OD or Mfr) _ _ S=Scan Imaged& _..-- f the record is not listed here refer to the Retention for City-Wide Standards - atant/ons ire in wtvhen the act_is tom feted and Jrnolv a full file folder e.a. fast document+2 ars since destruction is normaLly performed by file folder it/ ation claims corn laints auditsF Dendinaretards requests, andfor invest6cations sus nd normal retention Periods retention resumes after settlement). _ = Department Preference;City Clerk General Plan,General Plan _ - Yes: Maintains originals of all Mag, Mfr, documents that were presented to City Clerk PL-011 Elements,Amendments and P P Yes(all) OD Ppr S/I After Council;Planning maintains Conformances{GPC} Amended complete /files for aryp�� dmnistrative = Community Services, Public =E, Works and Fire retain some Fire 1 records until the employee is Public HazMat Clean-ups, Federal Clean- Yes: PL-012 ups and/or Exposure Records e. 2 ears 28 ears Mag, Mfr, separated from employment; Works 1 p P ( g' y y 30yea OD, Ppr S When Claims can be made for 30 ears Aston Oil, Landfills) Inactive y Planning = for toxic substance exposure;8 CCR§3204(d)(1)et seq.,GC 12946 34090 Historical Landmarks(Local,State, Mag, Mfr, Yes: 1 City Clerk PL-013 or National Registers) 5 years P = OD, Ppr S ear GC§34090 Irrevocable Offers to Dedicate and Mag, Mfr, Yes: Planning PL-014 2 years P = R OD, Ppr S After GC§34090 Covenants Mag, Mfr, Yes: 1 Consistent with other studies; Planning PL-015 Land Use Studies 5 years P I"P OD, Ppr S or I year Statewide Guideline shows 2 ears;GC 34090 City Clerk PL-016 Local Landmarks PYes(all) Mag, Mfr, S Na Department Preference;GC _ OD P r 34090 {Ilh Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning PL-017 Lot Line Adjustments 2 years P = FT S When Approves,therefore City Clerk is Completed OD, Ppr Inactive OFR);GC§34090.7 s 311 Yes: Department Preference(Council City Clerk PL-018 Master Plans 2 years p I p Yes: Until Mag, Mfr, S When Approves,therefore City Clerk is Completed OD, Ppr Inactive OFR);GC§34090.7 HUNTINGTON (BEACH, CA. 01995-2011 Giadwell Governmental Services,Inc.-all rights reserved Adopted: 2/4.102 Do not duplicate or distribute without prior written permission from GGS(909)337-3510 revised: 514115 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING &€ BUILDING Page P&B-e Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record Image; Destroy Inactive Paper OFR Active Rra1aF Vital? Media I=Import after } (in office) ��f-$ite, fi#pt options M=Mfr OD or Mir) Imaged& S=Scan pegntions ecord is not listed here refer to the Retention for Ci -Wide Standards be in when the act is com leed and lm ! a full file folder e. .last document+2 ers slncxr destruction is normall erformed b file folder.ion Maims complaints,audtirspending rec©rds re oasts endlor investi etions sus end normal retention perlads retention resumes after settlement - Planning Commission(MINUTES& Yes: RESOLUTIONS) Yes: Depending Mag,Mfr, See City-wide schedule for all Punning PL-019 P ) S After See City-wide Schedule for Agenda _ Upon ala,Ppr yeas others;GC§34090 Packets Subject Precise Plan Street Ali Alignments Yes: Department Preference(Council' CityClerk PL-020 g 2 ears P Yes: Until Mag,Mfr, y S When Approves,therefore City Clerk is (PPSA) al ,€ Completed ©D,Ppr Inactive OFR);GC§34090.7 When No U �len Na' Preliminary Review File-NO Preliminary Documents(no Planning PL-021 Application Langer I,[lrr4r Mag,Ppr application submitted);GC§34090 Required d Planning PL-022 Preliminary Review File-With An P Department Preference;GC g P Mag,Ppr 34090 Application -;,::-_ -;,;i Lead Preliminary Studies i Project ill i , Department Preference;projects Dept. PL-023 Assessments(Private Projects)- 2 years 3 years fah li�ir Mag, Ppr must be pursued in 2 years;GC NOT Pursued 34090 --=- iLN Reciprocal Parking and Access i_ _ Mag,Mfr, Yes: PlanningPL-024 2 ears P 3' P Wit. A reements y _- -- �,1=,. OD, Ppr S After GC§34090 Ad:iigii�i!; III--'r,Al�ll Seasonal Sale Lots(Pumpkin,Tree rlii isnlaniiriiim'niiui,i Planning PL-025 2 years [ '; ; Mag, Ppr GC§34090 lots) iY:lce Aea;allle!u un r9lrrsllaia�lA€uil€tr Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning PL-026 Site Plan Amendments 2 years P EI S When Approves,therefore City Clerk is If::L I[illtlll llGfe €nHAr a II€�5iinl� = Completed ,Ppr Inactive OFR)'GC§34090.7 Department Preference(Copies); = g Mag Mfr, Yes: City Clerk Maintains originals of all Planning PL-027 'Specific Plans 5 years P P "'= Yes(all) S When minOD, Ppr inactive 'documents that were presented to _y,�ltl.F!:_i..,..,iNi- Council; 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: 614/15 Ver. 11.5 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-7 Office of Category ID# Records Description Retention I Disposition Comments!Reference Record Image: Destroy Inactive Paper (OFR) Active "'fiataF vital? Media I=Impart after (Off-site, (In office) N+et kil(iofl Options M=Mfr OD or Mfr) - Scan Imaged& If the record is not fisted here refer to the Retention for City-ode Standards Retentions be in when the act is coma feted and Irma i a full file folder e. . last document+2 yearsJ,since destruction is nomally performed by role folder. ifi ation claims core Taints audits ndin records re uests and(brinvestil7ations sus end normal retention ijoerHiods retention resumes altelr settlement. {' Statute of Limitations an Staff Review: Address Assignment, t ' liability founded upon an Animal Permits,CC&R Review, Planning PL-02$ 4 years P =' F f, Mag, Ppr instrument in writing"or not Certificate of Compliance, Design Review Board, Zoning,Si ns specifically provided for is 4 years; 9 9 Letters _„Till i3_ GC§34090.CCP§§337,343 Temporary Activity Permits --- ............ j Planning PL-029 (Sidewalk sales,car washes, 2 years r�erl " Mag Ppr GC§34090 Temporary Sales, etc.) _ Plannin PL-030 Tem ora Sign Permits 2 years Tyers Mag, Ppr GC 34090 - _ _ - Tract Maps I Tentative Tract Maps Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-031 2 years P l� = S When Approves,therefore City Clerk is (FT&TPM) it Completed OD, Ppr Inactive Ol R); GC§34090.7 When Nohtala : Legally Required for 90 days; Staffing VIDEO RECORDINGS of meetings Longer -WE Tape Department may prefer to retain PL-032 Required- iM for administrative u oses video Depart. (ALL) (Mag) p rp Minimum ;_rfitTLflfi tapes are only 90 days is 90 days all- r aired);GC 34080.7 „i, _ Department Preference;City Clerk Planning PL-033 Zone Maps(History) P -' Yes(all) Mag, Mfr, S No Maintains originals of all �, ,,: OD, Ppr documents that were presented to N. Council;GC§=34090.7 ' Yes: Yes: PlanningPL-034 Zoning Administrator MINUTES P _ Defending Mag, Mfr, See City-wide schedule for all g (MINUTES) S After 2 Upon OD,Ppr others;GC§34090 silk Iiiiilll;ti 3 Subjectyears When No Preliminary Documents I Planning PL-035 Zoning Inquiry Forms Longer Ldh Ppr Transitory Records;GC§34090 et Required seq. Planning PL-036 Zoning Letters(requested by 2 ears P iiallFa� k realtors y i.,_ 3:,`I� _ Mag, Ppr 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 Devised: 614115 tier. 11,5 RECORDS RETENTION SCHEDULE - PLANNING +& BUILDING Page P&D-8 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record -- : : - Destroy Image: Active inactive 11 Media I=Import Paper (OFR) (Off-site, Vital? a (in office) R+�tirit n<, Options M=Mfr after OD or Mfr) p Imaged& ii e.:IF ai-sl, S=Scan If the record is not listed here refer to the Retention far Ci Wide Standards Retentions tee in when the act is completed,and imply a full file folder e.a. last document+2 are since destruction is normally rformed by fire larder Litigation,claims complaints,audits.Dendina records re uests and/or investi ations susDand normal retention Deriods retention resumes after settlenaent. Yes: Department Preference(Council Yes: Until Mag, Mfr, City Clerk PL-037 Zoning Map Amendments 2 years P �' S When Approves,therefore City Cleric is Completed OD, Ppr Inactive iOFR); GC§34090.7 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: 614116 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PDA Office of Category ID 9 Records Description Retention l Disposition Commenter!Reference Record Image: Destroy Inactive Paper [OFR) Active (Off-site, ...... _ Media I=Import (in offices Irt� r�tf�rin Vital? Options M=Mfr after OD or Mfr] = S=Scan Imaged& — __ f the r&rxarrf is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed. and im l a full file folder e.a.last document+2 years).since destruction is norinallyoorformed bZ rile folder. t' ation claims complaints, audits endin records re uests and/or investi a#ions suspend normal retention periods retention resumes after settlement. D NI TRA Police PD-O01 Administrative Files 5 years 71, Ma , Ppr GC 34090 Police PD-002 Bicycle Licenses 2 years Mag, Ppr Meets auditing standards;GC 34090 - Yes: Filed on line with the State; Crime Statistics C Uniform Crime Mag,Mfr,Police PD-003 2 years P SlI After 1 Department preference; Reporting: ANNUAL = OD, Ppr year HISTORICAL VALUE GC§34090 Crime Statistics 1 Uniform Crime When No1Vilett elf! Filed on line with the State; Police PD-004 Reporting: PERIODIC(Monthly, Longer Loner Mag, Ppr Department preference;GC Bi-month) ,etc. Required Require §34090 - = Transitory or source records not retained in the ordinary course of Until �frt}ii business;CHP audits every 2 Police PD-005 DMV Pull Notices-Police OnlySuperseded, Si parse .i.1 Ma Ppr g, p years; Bureau of National Affairs or Employee prmpltaye,r recommends 2 years for all Separated Separatd supplementary Personnel records; Department Preference;All State ------------ Finale Yes: and Federal laws require retention Police PD-006 Grievances(Human Resources pis asition E ; until final disposition of formal is OFR for some employees) p pisposi... Before Mag, Ppr complaint;State requires 2 years + y _ positionafter action is taken; GC§§12946, 5 ears t g `. Dis 34090 When No16, F Longer i�e 3 Police PD-007 Gun Range Historical Files Required- 1ilt 'r" Mag, Ppr Department preference; GC Minimum 2 1VI(Y1ilrMttilyl= §34090 ors - 8rs=:;_ 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(909)337-3516 Revised: 514f 15 Ver. 16.1 RECORDS RETENTION SCHEDULE, POLICE Page PD-2 Office of Category ID ft Records Description Retention 1 Disposition Comments 1 Reference Record Image. Destroy Active Inactive Tatsl Media I=Import Paper (OFR) (in office) (om-site, Ret- ion Vital? Options M�Mfr after OD or Mfr) _ _ Imaged 8! S-scan ------------ pe—!tentions record is not listed here refer to the Retention for City-Wide Standards _ _ be r"n when the acf is c©m feted end im a full tale folder e. .last document+2 erssince destruction is nonnal erformed b file folder.tion claims complaints audits,pendinja records requests, and/orinvssti ations sus nd normal retention oerrods retention resumes after settle ment. When No J Longer Long Department Preference; Does not yli t�ppll!3 lY ��`"`'' contain criminal intelligence Police PD-008 Informant Files Required- ! Ppr,Mag information concerning individuals; Minimum 2 Mftrlt�urrl Z GC§34090 are Files contain criminal intelligence h a i I.TO I a ` information concerning an 9 a 1 u individual only if there is a- reasonable suspicion that the '! '- individual is involved in criminal 5 years After Y"T". ar conduct or activity and the Last _ ltsir information is relevant to that Information _ipfiilrfgltvrt Police PCB-009 Intelligence Files Mag, Ppr criminal conduct or activity. Received in -+ a-- - ft Misleading,obsolete or unreliable On-Goingtr lien information is required to be InvestigationI]Ltdef118 [1. destroyed; remaining records must not be retained longer than 5 years;28 CFR 23.20(h);GG —__'=—_ §34090 HUNTINGTON BEACH, CA. 01995-2.011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or dfstdbute without prior written permission from GGS(909)337-3516 Revised. 514115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 OffRecord ee r Category ID# Records Description Retention I Disposition Comments!Reference Image: Destroy Active inactive :� fp�l Media 1=lrnport Paper (DFR) (off-site, vital? after (in office) Ei:@It# ;1 Options M-Mfr [)D or Mfr) S-Scan Imaged& .......................... It the record is not listed here refer to the Retention for Cr" -Wide Standards Retentions begin when the act is corn feted and imply a full file folder(e.g.last document+2years),since destruction is normally erformed by file folder. Liti ation claims complaints, audits Pendina records re uests and/or investi ations sus nd normal retention periods retention resumes aftersettlement. 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 - P Mag, Ppr Limitations is 4 years for Disposition P +5 years misconduct; IA and Statewide guidelines recommend 25 years rI 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 1* complaint;State requires 2 years Internal Investigations: Final l TIA 11114411WtW: after action Is taken; Statute of Sustained and Not Sustained Police PD-011 Disposition IIS'poSlflarr- Mag, Ppr Limitations is 4 years for {other than Officer Involved +5 years years misconduct; IA and Statewide Shootings) „ =, guidelines recommend 25 yearn . -, for officer-involved shootings; EVC Fr r r §1045,GC§§12946, 34090,PC §§801.5,803(c),832.5,VC§2547 Police P❑-Q12 Non-sworn Employee File: P _'I�r P3 L1ljll Mag,Ppr Department Preference;GC Index Card,Photo153 - M1,4- -::: 34080 Human Non-sworn Employee File: Separation+ Rafaclk PD-013 Ma Department Preference{copies}; IiN r rll r Resources Medical Files 30 years - g'Ppr GC 34090.7 Non-sworn Employee File: 'Separation+ ���rrdtltarir - Department Preference;GC Police P❑-014 Mag,Ppr Personal Information 5 ears d=fir eels= 34090 HUNTINGTON BEACH, CA.. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adapted_ 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514115 i I Ver. 11.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID 0 Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Iota! Media [-Import Paper (aFR) (in office) {G7ff-site, Kete600_p Vita[? Options M=Mfr after 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 imo/v a full file folder(e.a. last document+2 ears since destruction is normally performed by file folder. Litigation, claims cam laints audits pending(records requests,and/or investigations sus nd normal nstsntion nods retention resumes after settlement. Police PD-015 Payroll Exception Forms 5 years filat7t] Mag, Ppr Department Preference(meets i,It y Al :I!S_IIF, auditing standards);GC§34090 Claims can be made for 30 years for toxic substance exposure; EEOCIFLSA/ADEA(Age)requires Yes: 3 years for promotion,demotion, Police PD-016 POST Data, Files and Printouts Separation+ Soparatiort Mag,Mfr, Sill When transfer,selection,or discharge; (Training Courses) 5 years 5 yetrs E OD,Ppr Inactive State Law requires 2-3 years;29 CFR 1627.3(b)(ii),8 CCR §3204(d)(1)et seq., GC§§12946, F;FWIPT::- 34090 ...' Consistent with Accounts Payable; Yes: until Published articles show 3 years; Felice PD-017 Purchase Orders 2 years 3 years = S yeai~s M Paid Ppr ag' P Statute of Limitations is 4 years; ; _ GC 34090 CCP 337 Human Reath of f9eattt of Department Preference(copies); PD-018 Sworn Employee Medical File Employee+ >Tr1ly '+_ Mag, Ppr p ( p ) Resources ,I 1 year " fi,yc GC§34090.7 Human Death off Department Preference(copies); PD-019 Sworn Employee Personnel File Employee+ itYiplt8�v Mag, Ppr Resources GC§34090.7 1 year __ -_ Consistent with agreements and Vehicle and Equipment Leases Expiration ofit'efisar�of Yes: contracts; Statute of Limitations Police PD-020 when the vehicle orequipment Lease+2 3 ears I, Mag' Mfr' ( y -C,aaae^� � S 1 I After 1 for contracts is 4 years;CCP is not subsequently purchased) years ,I V�^d OD, Ppr year §§337.,337.1(a),337.15;GC I'-A i171 Illh F-Pf= 3 _ = 34090 et seq. Life of Llftt bf Vehicle Maintenance History Department Preference;GC Police PD-021 Vehicle+2 Vehlc( *2.- Mag, Ppr (Police Vehicles) ears a. . §34090 HLJNTINGTON BEACH, CA. 01 9 95-20 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: 5/4I15 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record - Destroy Inactive r =r Image. Paper (OFR) Active (Off-site, o _ Vital? Media Imlmport after (in office) � 1i14 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 imptv a full rile folder le.a.last document+2years),since destruction is nortnalty Performed bv file folder: Litigation,claims complaints audits pending records re uests and/or investi ations sus nd normal retention peenods retention resumes after settlement. Upon _;1dlPan Police PD-022 Vehicle Title("Pink Slips'") Disposal of 1�]spo�l�' Meg! Mfr' S 1 I Na Provided to new owner;GC Vehicle OD, Ppr §34090 Department Preference; Bureau of Yes: National Affairs recommends 2 Police PD-023 Work Assignments Schedules 2 ears Current g (Schedules) Y -..._; ..yeary Ppr years for work schedules;29 CFit .- Schedule 516.6(1), 20 CFR 1602.14, GC§ only 134090 HUNTINGTON BEACH, CA.(P1995-2oii 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-6 Office of Category ID# Records Description Retention!D#eposMon Comments i Reference Record Image: Destroy Active Inactive �Cota Media 1=Import Paper (OFR) (in office} (©ff-s#te, RBtrlkq�_' vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan � !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(p.m. last document+2years), singe destruction is normally Performed bv rile folder. L'. ation Maims complaints, audits.pandina records uests and/or investi ations suspend normal retention perinds frafFinh resumes after settlement). INVESTIGATIONS ALL 2 years after 2 yeara;ar.. Expiration of fitat�satl.Kai Department Preference;GC PD-024 Alcohol Beverage Applications Ppr ABC f1f` §34090 License L iverti Background Checks for Business Licenses: Bingo, ` Police PD-026 Massage Technician,&Parlors, 5 years Mag,Mfr, M l S I I No Department Preference;GC Sexually Oriented Business OD, Ppr §34090 (SOB)etc. lt'I5 IIF Ili_ Background Files-Non-sworn Separation+ Sdf#at8if106+ Mag, Mfr, Yes' Retained for administrative value; Police PD-026i Employees,Volunteers& S 1 l After 1 Reservists 5 Years 9 y : OD, Ppr year GC§34090 Death of ' CEiat#t at Yes: Background Fifes-Swom Separation+ Mag, Mfr, Department Preference;GC Police Pia-027 Employee+ _!!w �i��; S l I When Employees 5 years OD, Ppr §34090 1 year IX' yr' Inactive EEOG 1 FLSA r ADEA(Age) Background Files- € III requires 3 years;State Law Police PD-028 Unsuccessful Applicants(Mot 3 years requires 2-3 years;29 CFR Hired) 1627.3(a)(5)and(B), 6 CCR ,ICI ' §11040.7(c), GC§§12946, 34090 .,...... Department Preference; Notes Police PD-029 Field Interview Cards(FI's) 2 years lye; Ppr destroyed in the regular course of business;GC§34090 et seg. Close of Cfiss�ofi Some dealers have an automated Police PD-030 Guns; Dealers Record of Sale Business+ Busindsa 1�' Mag, Ppr link to DOJ;GC§34090 2 earsteea's Yes: Police Pia-031 Index Cards_ All Applicants 100 ears Mag, Mfr, Retained for administrative value; pp Y00 Yap ' OD, Ppr S l l After 1 GG§34090 year HUNTIINGTON BEACH, CA,01 99 5-20 1 1 Gladwell Governmantal Services,Inc.-all rights reserved Adopted: 2/4102 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-7 Office of Category ID# Records Description Retention!Disposition Comments 1 Reference Record Image: Destroy Active Z. Inactive Ta -t i Media t=import paper (OFR) (Off-site, - Vital? after tin office) i t tltt4t; Options M=Mfr OD or Mfr] 5=5can Imaged& f the record is not listed here refer to the Retention for Ci -Wide Standards Retentions becin when the act is com lefed and imply a full file folder e. . last document+2 ars since destruction is normallyperformed 6 file folder. if' all`on claims complaints,audits ndl records re nests and/srr invest $bens sus nd normal retention eriods retention resumes after settlemenr. JAIL ri . ii: Yes: Police PD-032 Photos: Mug Shots P P Mag' Mfr, S!I When Retained for administrative value; OD, Ppr GC§34090 -.,.._ Inactive _ - LAB Follows ;: - piii Police PD-033 Fingerprint Cards(prior to Live Retention of itell[[ortt Mag, Mfr, Yes: Department Preference; GC Scan) Crime iUM OD, Ppr S 1 I After 1 §34090 Report year =: =: Follows _ !! Yes: Police PD-034 Photos&Film: Crime Scenes Retention of dtonti c5( Mag, Mfr, Crime trd OD, Ppr S 1 I When See appropriate Crime Report Inactive Report -.T Follows faollosnt5 Yes: Police PD-035 Analysis Reports Retention of f kerlfiprry Mag, Mfr, Y P S!I When See appropriate Crime Report Crime Cnm = OD, Ppr Inactive Report = le�sort Follows =Follows Yes: Police PD-036 LaboratoryRecords Retention of Eteett[t�ti_i5f Mag, Mfr, _ OD Ppr S 1 I When See appropriate Crime Report Crime Crime', Inactive Re ort Reporf Department Preference;GC Polite PD-037 Maintenance Logs 5 years 7rears Mag, Ppr 34090 HUNTINGTDN BEACH, CA. 01995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 2f4IO2 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 514115 Ver, 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Category ID# Records Description Retention i Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active , Total Media InImport (Off-site vital? after din office) Retention: Options M=Mfr OD or Mfr) =Sean Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions he in when the art is completed. and imply a full file folder fe.a.lest document+2 ars),since destruction is normally performed by rite folder. t.it afion claims complaints,auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement RECORDS and PROPERTY Pursuant to PC§457.1 at seq.; = required to register for life; If e released from CYA, records are Police PD-038 Arson Registrations: Adults 10 years 90 years 100 Vears Mag, Ppr destroyed age e yed after g 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 =Al 5 ql"__ released from CYA, records are Police PD-039 released from California Youth Sealing Date ealin+ -Daft Mag, Ppr destroyed after age 25 or sealing Authority +5 years =f .yeBEV- pursuant to W&I§781; GC _- -- = 34090.7 When No p Consistent with auditing Longer = t� rlger ` Finance PQ-040 Auction Receipts Records Required- R g40row,. Ppr (Issued a DR#) Minimum =..liliifilmurtl standards;GC§34090 1f1 years _ Il #AC8'_ Citations: Marijuana Citations Police PD-041 or Reports(less than 28.5 2 years Ppr GC§34090, H&S§11361.5 rams) Ih[9nr� 115,11 C 111' - �,u;itii�111f 811F�;i�:llF':i�;�:all�.. e;11L S a' Department Preference;Statute of Citations: Misdemeanor Traffic, Limitations is up to two years;Also Police PD-042 3 years yetis Ppr Parking,or Criminal See Crime Reports;GC§34090. PC§802 Per Police PD-043 CLETS Logs Subscribers ubiabers Mag,Ppr GC§34090 Agreement =A rterrsnE HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental SeMces,tnc,-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5J4115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-g Office of Category ID# Records Description Retention!Disposition Comments 1 Reference Record Image. Destroy Active Inacti►re ' phi Media l-ln►port paper (OFR) (Off-site, vital? after (In office) 6nan; 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 cam feted and imptv a full rite folder e. .last document+2 yeors since destruction is normal!v verthrmed bv rile folder. Litigation. claims complaints,audits pending records re uests and/orinvesti ations sus end normal retention - nods retention resumes after settle ment. Department Preference;Provided —— .::.............!a there are no outstanding warrants, When No unrecovered weapons,criminal Crime Reports: Felonies and ttUhelril Longer deaths,they are not historically Misdemeanors-ALL exceptt1k3df' Yes: significant,and it is not classified Required- Ma Mfr, Police PD-044 those otherwise specifically Fill Before g' S 1 I No under PC§800&290 and H&S Minimum �}Q, I'pr mentioned in this retention 10 years n t�lu.. _; Disposition §11850; Stat. of Limit. is 2 yrs; schedule 'i(k .trs� Destroy juvenile marijuana after ..AI'._....._...._...........__..: ..= __-_--- =_= age 18; H&S§11361.5,GC §34090, PC§802, PC§§187,800 7 T et se Crime Reports: homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Department Preference;Most Eider Abuse,Sexual Assault& Yes: Yes: have no limitations on �1y F 1 dl IC 1_ p K a MC—. Police PD-045 Neglect, Rape, Misuse of Public P ,+Il�llf p y£ Before IYI 11 S/I After 1 commencement of action; PC§§ Funds,Train-wrecking,Treason, Dis ositian OD, Ppr p year 261,286, 288,288a,288.5, 289, Suicide, Fatalities Crimes �w ----Aiii33i_ ( -__-____-- 289.5,and 799 Subject to Death Penalty or =-' =- without statute of Limitations) F .L II!EII131IF—)la�l_aiil r Crime Reports: Marijuana less 2 years or years a> Police PD-046 subject 18 ; $,.._ Ppr GC§34090, H&S§11361.5 than 28.5 grams ears old � fd Crime Reports: Misdemeanor or Infraction Marijuana §11357(e)-Juvenile on Offender isttdt {Courts and other Agencies"'Shall" Police PD-047 18 Years fB' '®$€� Yes Mag, Ppr destroy}; H&S§ 113E1,5 et seq., School Grounds during Old )d 11357(e) School Hours(with procedure lin U&S 113 1. l pl Ip I£ j, a l HUNTINGTON BEACH, CA, 01996-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 5/4/15 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (t]FR) Active Media I=Import (in office) (t7ff-slte, _ # Vital? Options M=Mfr after OD or Mfr) S=Sean Imaged& f the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, a7irnply a full file folder e. . last document+2 ears since destruction is normaltEperformed by file folder. ti ation claims complaints audits.joandina records re uests andlor investi ations sus nd normal retention eriods_ ratentiorr resumes after settlement). Crime Reports: Misdemeanor Conviction lhyittld '. or Infraction Marijuana H&S or Arrest(if orAnret(if (Courts and other Agencies"Shall" Police PD-048 §11357(b)(d)or H&S§11360(b) No No= Yes Mag, Ppr (with procedure in H&S Conviction) '_Cdnvie}aofi 1136i1.5 +2 ears +::.2.yearS- 2 years or _ Yes: Yes: Crime Reports: Missing Mag,Mfr, Dept. Preference;Also see Crime Police PD-049 Person Reports(unretumed) until P p - Before ODE Ppr S f I When Reports; GC§34090 'Located Disposition Inactive Individual petitions District Police pp_050 Crime Reports: Sealed Cases Arrest Date Arrest Nk ? Mag,Mfr, Attorney; PD concurs that person ("Factual Innocence") +3 years -3..yat OD, Ppr is factually innocent, then seals ....__..........:.........._: record; GC 34090; PG 851:8 a_ Statute of Limitations runs up to Sealing date salJp � age of majority+8 years; Sealing Crime Reports: Sealed Cases Mag, Mfr, for Juveniles and Wards of the Police PD-051 (e.g.Juveniles) +5 years(or S yi ? OD, Ppr Court retained for 5 years;GC Court Carder) flurt ttir §68152(g)(1&2);W&I§§300, soul �.-ft! 8&c,781 c&d ,826 a Daily Activity Logs: Patrol& = . Department Preference;GC Police PD-052 2 years = Ppr Traffic 34090 Police pp_053 Department of Justice Validation 2 years "' y& °I, Mag, Ppr Information received by DOJ;GC Lists - --- 34090 Department Preference; Registration is required for 5 Police PD-054 Drug Registrants 5 years ydiFs Mag, Ppr years;GC§34090, H&S§11590 et „..........3 ,:. 'i seg., H&S§41594 a 9i1-3I_Rc Mag,Mfr, Yes: Police PD-055 Fatal Traffic Collision Cards P ,_, ; OD Ppr S 1 I After 1 Dept. Preference;GC§34090 i•;ia: ;l ear HUNTINGTON BEACH, CA, 01995-2011 Gladweil Governmental Services,Inc.-all rights reserved Adopted. 214102 Do not dupilcate or distribute without p car written pemtiissian from GGS(909)337-3516 Revised: 514115 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention l Disposition Comments 1 Reference - Record Image: Destroy C]FR Active Inactive - Total Media !'Impart Paper { ) (in office {rJff-site, Vital? after # fenoon= Options M®Mfr OD or Mfrs = SaScan Imaged& _.-_.._._. if the record is not listed here refor to the Retention for Ci -Wtde Standards OcId Retentions begin when the act is completed, and imply a Puff file folder fe. .last document+2 yearsj,since destruction is normally performed by file Polder. Litigation,claims complaints audits ndin records re uests and/or invesfi ations sus nd normal retention eriads retention resumes aftersettle ment. When IVa11fBen:;No Incident Reports I Information Langer Longer_ Ma Mfre5' Police PD-056 Required- f Bgliit g' S 1 I After 1 Dept. Preference;GC§34090 Reports Minimum illlinimu� _ OD, Ppr year 10 yearsyell Police PD-057 Officer Subpoenas and SDTs 2 ears Department Preference;GC P Y Ppr 34090 at seg. Department Preference.;(Dealers are required to keep for 3 years); [don-records used for Police PD-058 Pawn Slips 3 years 3 yagrai 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 (Criminal [trrm�inal Statute of Limitations is 1 year for Police PD-060 Property Sheets Report Report',- Ppr property seized by officers;CCP Retention) Retentreit)`:. 340 d GC§34090 If artifact over$10,000,artifact is permanent-Statute of Limitations Police PD-061 Property, Gun and Narcotics 2 P - P Ma i' r is up to 3 years(recovery from ears Logs y _ g p = seized property by police is 1 year);CCP§338(c),340(d), 341(a);GC 934090 Recordings of Telephone& Department Preference;Statewide Police PD-062 Radio Communications 3 years q years: Mag guidelines propose 180 days Dispatch Tapes(CAD) _ (legally mandated for 100 days); GC 34090 34090.6 HUNTINGTON BEACH, CA.019t15-2011 Gladwell Governmental Services,Inc,-all rights reserved Adopted: 2l4/02 Do not duplicate or distribute without prior written permission from GGS(9t)9)337-3519 Revised: 514/15 Ver. 16.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record Image: Destroy Active Inactive Paper ([7FR} Iota Media I■Import (Off Vital? after (in office) R+�t�mtow., Options M=Mfr OD or Miry S=Scan Imaged 8� precord is not listed here refer to the Retention for Cif -Wide Standards tions be in when the act is coo leted and im l a full file folder e. . last document+2 ers singe destruction is normal rformed b file folder.non claims com laints audits ndin records re uests andlor investi atrions sus rod normal retention eriods retention resumes after settlementEPOsj Order '' "IN- Department Preference; Nan-olice PD_063 Retraining Orders(TROs& Expiration of WIN- D. E ,, Ppr records(Court is OFR);GC . .; 34090 Ride-A-Longs 1 Jail Tours Police PD-064 A locations,Certificates 2 years yaarg Ppr GC§34it90 Department.Preference; Data Police PD-065 RMS Database Indefinite Ttt I-fil te- Yes Mag, Ppr Fields f Records are interrelated; GC§34090 Pursuant to PC§290 at seq.;If Sex Offender Registrations: released from CYA, records are Police PD-066 Adults 10 years 90 years 100 year Mag, Ppr destroyed after age 25 or sealing pursuant to W&I 781; 10 years-or 100 year#or Sex Offender Registrations: Sealing Date SeB1Iftgat Police PD-067 90 years Mag, Ppr Pursuant to PC§290 at seq. Juveniles +5 years(or 40 ,yak :{ Court Order) Subpoena Payroll Los 5 ears ; 13 Department Preference(meets Police PD-066 Sub A Y g Y ._ � E �;n Mag, Ppr auditing standards);GC§34090 Vehicle Repossession and PPI 9AHT�METWMEEP.Fu Police PD-069 Farms 2 years u:" l Mag GC§34090 Video Interviews(re: Grime (Follows �Ilf=ollobr$E�� Department Preference;GC Police PD-070 case — Mag Reports) retention) € 814�► "; §34090 Weapons, Serialized, Lost 1 Department Preference;GC Police PD-071 P P:, Ppr Stolen Not Located 34090 HUNTINGTON BEACH, CA,01995-2011 Gladwell Governmental Services,Inc.-all rights reserved adopted: 214J02 Do not duplicate or distribute without prior written permission from GGS(OD9)337-3510 Reprised: 514/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record image: Destroy Active Inactive 'coal Media l-import Paper (OFRJ (Off�lte Vital? after (in office) iaPfitl€ Options M-Mfr OD or ilAfh) S=Scan Imaged& 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 performed by file folder. U ation.claims complaints, auditspending retards re nests and/orinvesfi ations sus nd normal retention periods retention resumes after settlement ALL DIVISIONS Records found in all divisions-these are not momeaced in each Division Public Expiration of Mag, Covers various statute of Works PW-001 AOMD Permits hermit+5 i='sr t- Mfr, OD, S f I No limitations;CCP§337 et.Seq.,. years ; > __::: Ppr GC 34090;40 CFR 70.6 Code of Federal Regulations Public Mag Yes: 2 requires 3 years for all PW-002 Catch Basin Storm Reports 3 ears 3 r Mfr,OD, S f I Works p y = -_= Ppr years monitoring records;40 CFR p 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 f FLSA f 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 at seq. Public PW-004 Emergency Call-Outs 2 years etFi Mag,Ppr GC§34090 Works Human Transfer toransr:r fo Mag, Yes: Resources! PW-005 Employee Exposure Retards: Risk Rini Mfr,OD, S When copies;GC§34090.7 Risk Hazrnat Exposure Records Management Management Ppr Inactive Manage. HUNTINGTON BEACH, CA.0199E-2011 Gladweli Governmental Services,Inc.-all rights reserved Adopted. 214102 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-2 Office of Category ID# Records Descriptlon Retention I Disposition Comments I Reference Record Destroy inactive Image: gaper Active Total Media Imlmport (4FRI (Off-site, Vital? after (in office) tteterl#ti3ii Options M=Mfr OD or Mfr) S=Scan Imaged& ...........: Cf the record is,not listed here refer to the Retention for City-Wide Standards - Retentions bealin when the act is completed. and im lv a full file folder e. .Cast document+2years), since destruction is norma!lE performed by file Balder. Litigation.claims complaints audits.oendina records requests, and/or investi ations sus end normal retention perdiods refention resumes after settlement. :-3::3I!nl1%!1111@IE - MSDS may be destroyed as long as a record of the chemical I substance I agent,where& ' when it was used is maintained Public MSDS(Material Safety Data _ Mag, Yes: for 30 years 30 years if Works PW-006 Sheets) I SDS(Safety Data 2 years 28 years tH Mfr,OD, S When employer qualifies as hazardous Sheets) 1 11[_ Ppr inactive material exposure&required to tall file MSDS; reports are mailed to the County;8 CCR 3204 d 1 6 2 and 3 Pre-Trip Inspections J DOT - Program 1 CHP Inspections 1 "" Public PW-007 Vehicle SafetyChecks I Dait'y 2 years a, Works egf Ppr 3 CCR 1234(3);GC§60201 Vehicle Inspections J Daily �1F Iln i Equip went Checks Department Preference(required -5- ' 1 1 111F'. for 3 years);the warrantee Public PW Cl{18 Underground Service Alerts(USA): 3 ears � e��`,'I`! period for work done is usually 5 Ma Works ALL y .._._. 91 P r P years,the Statute of Limitations >snlelill!alli �!__ for some work may be up to 10 years;CCP§337 at seq. GC fff.�AI3'iIP!4 §§4216.2(d)&4216.3(d), = r 1.v .-leifE:V Y.I_ [' Depart. Work Orders!Service Requests :!t a!I,•.I��ali[%:IIFf;I'E�HHAF:. Providing CMMS DATABASE �15; PW-009 Indefinite 1-anid tCllit Mag Data is interrelated;GC§34090 Service 1 (Computerized Maintenance 1 = Work Management System) Depart. ,Ilkfl Work Orders J Service Requests- When No Wht Providing [ Preliminary drafts(the database Service 1 PW-010 All Information Entered In CMMS Longer tcsftgr Mag Ppr is the original);GC§34090 r3 Work Database Required fgti[ I_ 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 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Category ID# Records Description Retention I Disposition Comments 1 Reference Record Image: Destroy Inactive = � 3 r Paper Active � e'iii y Media IRimport (OFR) (Off-site„ _ _ Vital? after (In office) OD or Mfr — _�£�g{i Options M=Mfr 1 -_ _---::_a..__..._..-.._.: S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards etentions be in when the act is completed.and im l a full file folder e. . last document+2 ars since destruction is normallyarthrmed b file folder. Litt anon claims ccam faints audits ndi records requests, and/or investi afians sus end normal retention rinds retentrorr resumes after settlement. Work Orders 1 Service Requests-NOT entered In CMMS Database Depart. (or partial information entered into nisi uir i. Providing PW-{l11 CMMS Database) 5 ears �i ' _ City preference; CCP §338 et Service I Y !. Mag Ppr seq., 340 et seq.,342, GC it i d �.r.1, - 5§945.6,GC§34090 Work ([division providing service retains originals; Division requesting _i ___ _ service is considered a co HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior wrltten permission from GGS(909)337-3516 Revised: 514115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW4 Office of Category ID# Records Description Retention I Dlsposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active {Off-site, Total Media I=Import (in office) , Bt8t1 �Sf Vital? Options M=Mfr after OD or Mfr) 8=Scan imaged& If the record is not listed here refer to the Retention for CI -Wide Standards Retentions be in when the act is completed, and imply a full We folder e. . fast document+2 ears since destruction is normal!v Performed bv fire folder. Li ation claims complaints, audits pendina records requests,and/or Investl ations sus end normal retention Periods fratention resumes after settlement). ENGINEERING all Contract En sneers must return final documents to the Citvu on com letion of a ro ect Public Mag, Yes: 1 Department Preference; GC Works 1 PW-012 Aerial Maps 2 years P ' -RAHMfr,OD, S 34090 Engineering Ppr year Yes: Until Mag' Yes: 1 Department Preference;City City Cleric PW-013 Annexations,Abandonments P ... Mfr,OD, S Clark Maintains Originals;GC -_ _ o in:a Completed P r year 34090 Assessment District Projects Mag, Department Preference;City City Clerk (Maps, Diagrams,Spreadsheets, Yes: Until Yes: 1 y PW-014 P P Mfr OD, s Clerk Maintains Originals;GC Improvement Plans-e.g,water, = Completed P r year 34090 sewer under roundin `,_ p Public beach Closure Files 1 Ocean ; Claims can be made for 30 years Works 1 Closures!Sewer-Related Mag` Yes: 2 for toxic substance exposure; B Engineering PW-015 2 years Z1years 311 yefs Mfr,OD, S l Ig [investigations to determinePpr years CCR§3204(d)(1)et seq., GC &Utilities source etc. 129dts,34090 Some rant funding a en ' Capital Improvement Projects "° g g g CkeS (GIP)1 Jobs: Administration Fite i ,,, require audits;Statute of 10 years or Limitations for Errors& After tiiltl#tlttrt Omissions is 10 years; Project Administration, CF Public Correspondence, Field Wark 1 Funding Iifj'E ' til�dlij Published Audit 5tandards=4-7 Upon Agency Yes:. Until years;Statute of Limitations: Works 1 PW-01ti Punch List,.Inspectors Daisy Lag., -Air�dIt� Mag, Ppr Completion Audit,if E, I 31t fl: Co. pleted Contracts&Speds=4 years, Engineering Labor Compliance,Certified � .y_Ifi ui ,,, Payrolls, Project Schedules, required, c E Wrongful Death=comp.+5 i whichever ispr�ttresret=is ears, Deveia ers=com +10 Progress meetings, Real Estate Tier, € y p p Appraisals, Legal 1 Stop Notices, longer years; Statewide guidelines I.; Meetings,etc. - - propose termination+5 years; 1 ....... ill... {IIR CCP 337 et. se GC§34090 HUNTINGTON BEACH, CA.@1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214102 0o 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 I Disposition Comments I Reference Record Destroy Inactive Image: paper ({3FRI Active y Media I®Import ((W-site, Vital? after (in office) ' t(41 Options M=Mfr OD or Mfr) Imaged& S=Scan !!IiF91!d'dF!!911F!I!I.IIF.Ii'!I!Ili9ii f the record is not listed here refer to the Retention for Ci -Wide Standards IIIIIIIIIIIIIIIm e#entions begin when the act is completed. and im a full file folder e. . last document+2 are since destruction is normal! ;formed I rife folder iti anon claims com laints audits endin records requests, and/or invest; ations suspend normal retention eriods retention resumes after settlement. Capital Improvement Projects (CIP)1 Jobs: Permanent File Plans,Specifications,BidsfRFPs, . __. -- "= Su ssful Proposal,Change Department preference; retained Public Orders A Job Orders, Design, Mag for disaster preparedness Works l PW-017 Escrow, Final Report, Inspection Upon P Yes Until Yes; 1 Cards, Materials Testin Re orts, Com letion P Mfr,Ofl, S!I purposes; Statewide guidelines Engineering g P P Completed Ppr year propose Permanent for Grading Permits,Hazardous Infrastructure plans;GC§341790 IIII A I.ei ..• Materials Plans,hiotice of - - - -,-��;�;rl��a•=; Completion,Construction -€ Manager's Logs, Photos,Soils d 911 ; : Reports, Studies,Submittals, . ...._.._I._._..... _,..: Surve s,etc. _ ...Y 9 Cash Deposits 1 Trust Accounts Department Preference; Public Close of t;1now I+ Works 1 PW-018 (Refundable Deposits for Pro cot+2 F s Ma P r Retained for auditing purposes; 11� , F Il 9, P Engineering Subdivision Improvements, years Finance is Office of Record;GC Buildin or Plannin Permits,etc. - 34C19f1.7 Public - Mag, Statewide guidelines propose Encroachment Permits Its F p,II Yes: Until Yes: After Works 1 PW-019 2 years P P- - Mfr,OD, S Permanent;CCP §337 et.Seq.; En rneerin (Permanent 1 Construction) _ - Revocation Inactive 9 g -' Ppr GC§34f79t] Public Encroachment Permits(Temporary Works 1 PW-020 -Debris Boxes in the Cit 's Right 2 ears _,I -2 dory 111 Yes: Until y g y = Completion Mag" Ppr GC§34179U Engineering of Way,etc) _ -__. - _ r ; =: City Clerk PW-021 Encroachments(Regulations Superseded Supi�radit= Mag, Ppr GC§34[}9U Procedures +2 ears _: :; : ::::=:' HUNT'INGTON BEACH, CA.01996-2011 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 f15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Category ID# Records Description -- - Retention 1 Disposition Comments 1 Reference Record . image. Destroy Active Inactive Tta Media [-import Paper (OFR) (Off-slte, Vital? after (in office) l3ibt![Iti�r[l' Options M=Mfr OD or Mfr) =Scan Imaged& lllliil9�:IIP:1:1=� r 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 are since destruction is nom7ally Perthrmed by file folder. Litigation, claims ccom faints audits,Dendina records re nests and/or invest! ations susoand normal retentionperiods retention resumes after settlement). Public -' ' "" Flood Control&Disaster Files(e.g. s ;=r°a „ Meg` Yes: 1 statewide guidelines propose 2 Works! PW-022 P P Yes(all) Mfr,OD, S Engineering pump systems) _ _ _ Ppr year years;GC§34090 Public Yes: Until Mag° Yes: After Works 1 PW-023 {grading Permits 2 years P R w Revocation Mfr,OD, S Inactive Land Records; GC§34090 Engineering Ppr Public Harbor Dock'Permits(Construct or Mag" Yes. 1 Department preference Works f PW-024 Modify Docks) P P Mfr,OD, S y Engineering „,; Ppr year (infrastructure);GC§34090 Public Works 1 PW--025 Harbor Dredging Permits P P Mag, Ppr GC§34090 Engineering E, fl:vfl Public Landscape Architect 1 Plans(Blue pin Mag Department Preference;GC Works 1 PW-026 Line Copies): City or City- P F" Mfr,OD, S 1 I No §3409D Engineering maintained Projects r--:_- _- Ppr Public When No r'411f6a1 Mag, Works I PW D27 Landscape Architect 1 Plans(Blue Langer 11R�.mi 2, Mfr,OD, S 1 I No Required for processing;GC Line Copies): Private Projects --...... ....- §34090 Engineering Required imuj[e '._ Ppr Maintenance Projects(MSC'Files): ' , 3 '+ Consistent with Agreement 1 City Clerk Final Specifications and PlansWW: Mag, or Public PW-028 Completion + xampletlon Yes: Until Yes: After Contract Administration;CCP (Curb repairs,Microsurfacing, 3 years , Mfr,OD, S Works Repaving,Street Paving,Tree 2 Years Y Completed Ppr Inactive §§337. 337.1(a),337.15, GC 7rimmin etc). " '_-' '_ ''' §34090 HUNTINGTON BEACH, CA.01995-2011 Gladwall 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-7 Office of ,Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy - Inactive Paper (OFR) Active '�'ptai Media I=lrnport (Off-site, vital? after (in office) 1r11kytl€ _ Options M=Mfr OD or Mfr) _'---_-___=_= Imaged& -_ = S=Scan ...................... If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com leted and imply a full file folder e. , last document+2 ears since destruction is normal!y oerformed by file folder, Litigation,claims complaints audits,pendina records requests. and/or invests ations sus nd normal retention periods retention resumes after settlement. Drafts should be destroyed; Public Maps, Plans&Drawings I Record _ Meg, Some maps are also retained by Drawings I `As-Builts"(ALL- = Yes: 1 Planning;Selected maps are Works I PW-029 P P Yes(all} Mfr,OD, S Engineering Drainage,Grading,Subdivision, = Ppr year retained in Public Works for Survey,Water,etc.) ___---------_______- administrative purposes;GC a-.- 3409Q 34Q9Q.7 Public NPDES-National Pollutant = Monitoring records required for 3 Works f PW-030 Discharge Elimination System 3 years - 3ie Mag,Ppr years; 40 Cf=R§§122.21, Engineering Monitoring Records =_ __............ 122.41, 122.44 Public NPDES-National Pollutant .. Mag Department Preference; Superseded &Pars�dbd Yes: 1 Monitoring records required for 3 Works 1 PW-031 Discharge Elimination System +3 ears "' Mfr,OD, S years; 40 CFR§§i 22.21, Engineering Permits y �� Ppr year 122.41 122.44 Public Pavement Maintenance Inventory Data Date Works l PW-032 Records Superseded S>tper�d-d Meg GC§34Q9Q Englneering = _ When No WhdNo'=:; Public Longer Longer Meg, Works 1 PW-033 Preliminary Studies l Project Required- R Yes: After Department Preference;GC Assessments(Not Acquired} a urrs;d" Mfr,C7D, S Inactive §34090 Engineering Minimum 2 lilllrtlM. ft2 Ppr ears tears CityClerk& Property Acquisition Projects All : Copies- f;tpr®s Department Preference;All p y cq (All): original Deeds,Title Reports, When No Whd�':Nd Yes: Until Economic PW-034 Correspondence,copies of Meg,Ppr Insurance,Contracts and Longer Longer Completed Develop. permanent documents,etc. Agreements are maintained by Required lt(7(jad :::-:_:::::_::_::,::-....... the Cit Clerk GC 34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc,-all rights reserved Adopted: 2f41I12 Do not duplicate or distribute without prior written permisslon from GGS(909)337-351a Revised: J,4/15 i Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention l Disposition - Comments!Reference Record Image: Destroy Inactive Paper Active Total Media I-Import (OFR) (in office) (Off-site, etk l {RfiI vital? Options M=Mfr after OD or Mfr) =Scan Imaged& , f the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and'im a full file folder e. .last document+ ars since destruction is normal!y performed by file folder. 'ti afion claims complaints, auditspendina records requests,-and/or investi ations sus nd normal retention periods retention resumes after settlement. Public Mag. Yes: 1 Works 1 PW-118 Reservoir plans P P Yes(all) Mfr,OD, S year GC§34090 Engineering _;; : Ppr Public Mag, Department Preference;GC§ Works 1 PW-035 Sewer Lift Stations Plans P P3 Yes(all) Mfr,OD, S No 34090 7 Engineering _ - = P r p Public - Mag, Department Preference;-GC§ Works! PW-036 Sewer Plans P P Yes(all) Mfr,OD, S No 34090 Engineering ppr . Public Source Control!.FOG Fats, Oil Resolution Mag, Department preference(3 years Works! PW-037 ( RaavMstrvn+ Yes: 6 Mfr,OD, S 1 I is required);40 CFR 403.12;GC Engineering and Grease)-Cases 3 years 3yeer mvs 9 g Ppr §60201 Public Department preference; NPDES Stvrmwater Annual Reports 1 Mag' Yes: 2 Monitoring records are required Works! PW-038 10 years 1fl y�e r - -- Mfr,OD, S 1 I xi- Engineering NDPES Reports =__ __-= Ppr years for 3 years; 40 CFR§§122.21, a s............ 122.41 Department preference; Data is Public Mag° Yes: 2 interrelated;system qualifies as Works! PW-039 Stormwater Database Indefinite „iafll�it ,,;r Mfr,OD, S l I years a"trusted system";GC§§34090, Engineering -___ Ppr 1216$.7 Public Mag, Yes: 2 NPDES Monitoring records are Works! PW-040 Starmwater Loh Reports 3 years ara Mfr,OD, S 1 I required for 3 years; 40 CFR Engineering .... ...'. Ppr Years §§122.21, 122.41, 122.44 HUNTINGTON BEACH, CA.01995-2011 Gtadwell 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-9 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive import = Paper Active 1 offal 3 Media I= (OFR) (Off-site, Vital? after (In office) J s.e-u6r 3 Options M=Mfr OD or Mir) = CDR Imaged& f 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 to.a. last document+2years),since destruction is normally performed by file folder Litigation,claims complainfs audits pending records re nests and/or investi a(ions suspend normal retention periods retention resumes after settlement). Public Mag, NPDES Monitoring records are Stormwater; Industrial Notices 1 Resolution+ ERegliu(lorl Yes: 2 Works! PW-041 Code Enforcement!Violations 3 years 3 years Mfr,OD, S I I years required for 3 years; 40 CFR Engineering =___ ...................._= Ppr §§122.21, 122.41 When No WW�rer[ -614,------- Department preference Public Longer - i t�rigar ,' Mag, (inspections are performed at Works! PW--042 5tormwater: Inspections Required- 3equtr d Mfr,OD, S 1 I Yes: 2 least ante every 5 years); Engineering Minimum 5 1Vditilt ICilYi i Ppr years NPDES Monitoring records are yearn fee required for 3 years; 40 CFR 122.21, 122.41 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 Ppr year 34090 Completion+ Mag, Yes: 1 Department Preference(City City Clerk PW-044 Subdivision Files P lx Yes(all) S 2 ears __ _ _____ _ Mfr,OD, year Clerk is OFR);GC 34090.7 Public Traffic School Information(Traffic Department Preference;GC Works 1 PW-045 10 years 1tyl Mag, Ppr Engineering Safety issues,etc.) _ _ -- §34090 _.. — E_ail.. P "Public Works 1 PW-046 Traffic Special Surveys 10 years Cif y erg Mag,Ppr Department Preference;GC Engineering {I . §34090 When No 1tftLlri Department preference(required Public Longer ( rib Works I PW-047 Traffic Special Surveys Required- i4'�sriKed "`= Mag,Ppr every 5 years, but can be extended to 7 or 10 years);GC Engineering Minimum 10Aff Mfriltfiuhrt Oil §34090;GC§34090 ..: - ears = ats€; HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights feserved Adopted: 214/02 Do not duplicate or distribute without prior written permission from GGS(909)33T-3516 Revised: 514/15 ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Category ID# Records Description Retention f Disposition Comments IF Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OfR) (Off-site, ]{�,�(�}y y��r{- vital? after (In office) OD or Mfr Ti Vi n k Options M=Mfr S=Scan Imaged .III ... ..I.E'..._.G 1 If the record is not listed here refer to the Retention for Cif -Wide Standards Retentions be in when the act is com feted and im ! a full file folder e. .last document+2 ars since destruction is normally eribnIned P_file folder Litigation.clairrrs complaints audits.Dendina records re oasts and/or investi ations susoend normal retention eriads retention resumes attar settienrent. - Public Transportation Permits .. 5II - - p (Wide [� npic- Yes: Until Works 1 PW-048 Load,etc} 2 years L {AIiT llFb Completion Mag,Ppr GC§34090 Engineering MAINTENANCE&GENERAL SERVICES Public ' I'll 31111F�1 Works! Mag, II Illr��l.. Yes. After Department Preference; GC Maint.& PW-049 AB 939 Implementation 10 years �I€ edl Mfr,OD, S 1 year §34090 et.seq. I`d 1..q.'llll ijr Ppr General ��1�3...3:13=:.::_::,-::-:::-=:: p �i�!Ilg�l=mil,_!:•-!!�f�ll Services ill+;.nlle 71r=Illeln:l l:::.�: Public -- . iFii:ary eiT ,I Works Maint. & PW-050 Renner&Pennants(Installation& 2 years �� 1< Mag,Ppr GC§34090 General Removal) ............... a Services =` l Public [ Ili-{lilt ilalnllall Mag, Claims can be made for 30 years Works 1 Beach Closure Files f Ocean Closures 1 Stormwater Runoff a IliYes: 2 for toxic substance exposure; 8 Maint.& PW-051 Investigations to determine 2 years 28 years y 13 a 11,:51 Mfr,OD, S 1 I General _ _= Ppr years CCR§3204(d)(1)et seq., GC Services source,etc.) _--_=""'"y'' §§12946,34090 Public siieiii€ ii Ali==-ul3 Works 1 Confined Space Entdes(Permitted Code of Federal Regulations IId Il1711P 111_3111€9�11�4f1a1 Mag, Malnt.& entries into sewers and storm Yes; 2 requires 3 years for all PW-052 2 years 3 years "" Mfr,CAD, S 1 I General drains in order to comply with = P r years monitoring records; 8 CCR ��11: p Services regulations) iii!If!illlf!"tllllf:lli llGiA911 1 §,€j 158 or utilities .a; ailaiir=iii�i HUNTINGTON BEACH, CA.01995-201 t Gladwell Governmental Services,Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prior written permission from GGS(909)337-3618 Revised: 514115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Category ID# Records Description Retention!Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, foist Vital? Media I=Import after (In office) lei8Mltl ►I ; Options MaMfr OD or Mfr) - = S=Scan Imaged& /the record Is not listed here refer to the Retention for C# -Wide Standards Retentions be in when the aef is chm leted and imply a full file folder e. .last document+2years),sings destruction is normally Performed bv file/hider Litigation,claims complaints,audits pending records requests,andlor invest! ations sus end normal retention periods retention resumes after settlement. Public E_..__..._._...._.,_____ Works! Life of Lit €t4 E Department Preference;GC Maint.& PW-053 Equipment Maintenance History Equipment+ Equ�partan(+ Mag, Ppr §34090 General 2 years Services -{-- - --- -_ General Files: Copies of records Copies- rlspaes where other Divisions or When Noti Lead Dept. PW-054 Mag, Ppr GC§34090.7 Departments are the Lead Langer i`onger3 Maintenance O erations Requirede]uil ! Public Works l General Files: Originals Maint.& PW-055 2 years 2vea.rs Mag,Ppr GC§34090 General (Maintenance Operations) Services =------------ -- Maintenance Service Contracts = Fire, {MSC}-NON-INFRASTRUCTURE - Statewide guidelines propose 7 years;2 years for blueprints& Public -Contract Administration.Records Mag specifications;Statute of Works! PW-056 {examples: Maintenance, Street Completion+ mpletlorr+ Yes-Until Mfr,OD S Yes: 1 Limitations is 4 years; Errors& Maint.& Sweeping,Consultants, 5 years 5 years Completed year Ppr Omissions does not apply to General Landscaping,Slurry Seals,Tree - these contracts;CCP§§337. Services Trimming, Leases, Professional = : 3' 337.1(a), 337.15, GC§34090 Services etc. __ Fire, Public Works l Life of = Ltfef Mag, Covers statute of limitations; PW-057 Playground Equipment E ui Equipment Yes. 1 Maint.& y9q P 9jl hteftt+' Mfr,Op, S year CCP§§338 et seq.,34fl et seq., General 2 years _ 2y0- Ppr 342, GC§§945.fi,GC§34090 :_.._... ._ .w,l Services - HUNTINGTON BEACH, CA.C1995-21)11 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: 5l4/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Category ID# Records Description Retention l Disposition Comments!Reference Record Image: Destroy Inactive Paper (OFR) Active (off-site, f atal Vital? Media IffiImport after (in office) I ( e}rtipt$ �F Options M-Mfr Imaged& OD or Mfrl SmSean -1 If the record is not fisted here refer to the Retention for City-Wide Standards Retentions begin when the act is com leted and imply a full file folder e. . last document+2 ars since dest►ucUon is normal!v performed bv Me folder, iti ati"on claims complain audits,pendina records requests, andfor investi ations suspend normal retention periods retention resumes after settlement. Public III ,I Ilf: II L, rl: Works 1 dig Maint.& Pressure Vessel Permit(Propane, Expiration+ r;it i[e t + Mag" Yes: After PW-058 Mfr,OD, S GC§34090 General etc.] 2 years yrsl Ppr 1 year Services or utilities _ 1 tll h 911 31 I. Fire, ;II" Public Works 1 Mag' Department Preference; GC Maint.& PW-059 Recycling Program 5 years ti years Mfr,OD, General Ppr §3409Q et.seq. Services Public Department Preference;City Works/ Solid Waste Program Mag" Clerk is OFR for all actions; 14 Maint.& PW-060 5 years ��teet EII Mfr,OD, General {Administration} _ _.._._:=......_i- Ppr CCR 18813.4;GC§34090 at, Services ==-;' € =hE- seq. Public Works f F"I Ili Consistent with Work Orders and Street Maintenance(Overlays, M FII FI FIB: Operational Complaints;CCP Maint.& PW-0�61 3 ears � eat Mag Ppr General Repaving,Slurry Seals,etc) y ;, §§338 at seq.,340 at seq.,342, Services II�II€IIIA II lll]Ill EI@NINFEAIIIfII GC.§§945.6 GC.§34090 Public InauF nurl l unulR ll ll i]IIIF I Works 1 =�r_-;_s_ - Consistent with Work Orders and Maint.& PW-062 Street Sweeping!Records 3 years y,3�eara Mag Ppr Operational Complaints;CCP General =; §§338 at seq., 340 et seq.,342, Services '__-_ = -,:;;:_;;. GC§§945.6.GC§34090 HUNTINGTON BEACH, CA, 01995-2011 Gladwell Govemmental 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. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA3 Oftice of Category ID# Records Description Retention I Disposition Comments l Reference Record Image: Destroy Active tnactirre T�tgt Media I=Import Paper (OFR) (CifF-sine, Vital? after (in office) l�tetel +rl Orptions M=Mfr OD or Mfr) _ - - =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 impiv a full file folder e. .last document+2years),since destruction is normatle pedonned by hie folder Litigation, claims complain audits,pending records requests,and/or investi ations sus nd normal re fan tron periods retention resumes after settlement. Public Works! Covers all Statute of Limitations; Maint., PW-Q63 Traffic Signals: Maintenance& 10 years General Timing;Street Light Maintenance y Mag,Ppr Department Preference;GC Ya §34090,CCP§337 at seq. Services Public 1 Works Mag' Department Preference;GC Maint.& PW-064 Tree History and Locations P P = Mfr,OD, S 1 I No §34090 General -_ _. ___ _-- Ppr Services __ Public Consistent with Work Orders and Works 1 Tree Petitions with Curb or gutter Work WrPk Operational Complaints;CCP Maint.& PW-Cl65 repair 1 replacement{want tree Completed+ Gonrri3k+#ed r Mag Ppr §§338 at seq.,340 et seq., 342, General replaced)-Not Funded by a Grant 3 years S years GC§§945.6,GC§34090 Services a Monitoring and Maintenance Public Underground Storage Tanks(City records are required on site for 3 Works l Owned)—UST Monitoring and years,ti%:years for Cathodic Maint. & PW-066 Maintenance,Release Detection 7 ears 1w,y yQrs 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 2528414 i Public -- ___-- Works 1 = _ _-- Ma , Department Preference; GC Underground Storage Tanks 9 Yes. After p Maint.& PW-067 10 years P �P Mfr,OD, S 1 year General (USTs] Ppr 2712(b), H&Sp§2 284.24(i) Services ;i-;`.i ..... HUNTINGTON BEACH, MCA.01995-2g11 Gladwell Govemmental Services,Inc.-all rights reserved Adopted: 214f02 Do not duplicate or distribute without prior written permission from GGS(91)9)337-3516 Revised: 514115 Ver. 18.1 RECORDS RETENTION SCHEDULE; PUBLIC WORKS page PW-14 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image; Destroy Active Inactive � � Media laimport' Paper (OFR) (off-site, vital? after (In office) RBetXt�Qll Options M=Mfr OD or Mfr) imaged& _ -. S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Rafentions be in when the€let is completed, and imply a full file folder e. .lest_ document+2 ars since destruction is normal2 perfonned by file folder. Litigation.claims complaints auditspending records requests, and/orinvesti alions sus pee nonnnalretentionperiods retention resumes after setrlemenr. Department Preference; If a _-............ motor carrier, required for 18 Public F months after vehicle is sold;CHP Works 1 Vehicle Folders: Includes Disposal of i7p#. {_vf,; requires life of vehicle;OSHA Maint.& PW-068 Maintenance History,Accident vehicle+2 VeMble 2N. Mag, ppr requires 1 year;8 CCR§ General Reports,etc. years dell 3203(b)(1);49 CFR 396.21(b)(1); r3 Services i s 49�CFR 396.3(c);CCP§337 et. seq.,3 CCR 1234 GC §34090 ------------- Works I Waste Hauler invoice Detail Department preference{meets Backup 1 Rainbow Disposal Invoice Maint.& PW-009 5 years b let rs ! Mag, Ppr municipal government auditing General Detail Backup(net sent to standards); GC§34090 Services Finance} Fire, Public = _ _ Works! ° ''' City Cleric maintains originals Maint.& PW"070 Weed Abatement 2 years yt Mag, Ppr that are presented to Council(for General liens); GC§34090 '.Services -=__, HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 214102 Do not duplicate or distribute without prier written permission from GG5(909)337-3516 Revised 5/4115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Category Id# Records Description - Retention l Disposition Comments I Reference Record -- J31tep 311!7111x.1 If - Image: 'Destroy InaEI ! li 1 yli! II Paper Active ,Tat, ]I Mad►a I6lmport (OFR) (Off Vital? after Sin office) nog- Options I41�Mfr OD o S-Scan Imaged& x>E:`:pltlEriAi;.9lilaiid:d! !.5; If the record is not listed here rester 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 ars since destruction is normally performed by file folder. iti etion claims complaints,audits ndin ,records re uests and/or investi ations sus end normal retention periods retention resumes after settlement). TRANSPORTATION Public Temporary Traffic Control Plans Works i PW-1071 2 years yaei .._. Mag, Ppr GC§34090 Transport. and Permits Public Cowers all Statute 8f Limitations; Traffic Control Devices-Signs, Works i PW-072 P Mag, Ppr Department Preference;GC Transport. Signals,etc(locations,placement) _ 34090,CCP§337 et s Public Tragic Control Requests(red Department Preference;GC Works l PW-073 10 years ' ter Mag, Ppr Transport. curbs,stop signs,etc.) §34090 Public Traffic Countsr.Summaries, Department Preference;GC Works i PW-074 10 years 1S0 years Mag, Ppr §34090 Transport. Reports Public 'r Covers all Statute of Limitations; Works! PW-075 Traffic Signals: Maintenance 8 10 ears 9CtM Timing;Street Light Maintenance y Mag, Ppr Department Preference;GC Transport. 34090.CCP§337 et seg. HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all Eights reserved Adopted; 2l4f02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 514f15 Ver• 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category ID# Records Description Retention!Disposition Comments I Reference Record Image: Destroy Active Inactive Paper (OFR) {Off-site, dotal Vital? Media I=import after (In office) } eteittlon Options M=Mfr OD or Mfr) S=Scan Imaged 8 If the record is not fisted here refer to the Retention for Cit -Wilde Standards Retentions be in when the act is completed. and imply a full life folder(e.g.last document+2 ears since destruction is normal!v performed by file folder._ Litigation. claims c om laints audits.nendina records requests, and/or investigations suspend normal retention periods retention resumes after setflement. UTILITIES ATER I WASTE'llrfATEft Public Department preference; State Annual Consumer ConfidenceMag' Yes: 2 law requires 12 years,federal 10 Works! PW-076 P P = Mfr,OD, S!I Utilities Report(Water Quality Report) Ppr years years;40 CFR 141.33(a); 22 -- , ,. CCR 64470;GC§34090 Meets California Department of Public Health requirements; Domestic Works! PW-077 Backflow Inspections/Approvals 5 years !.i Ppr water system inspection with Utilities County administration;GC 34090; 17 CCR 7608 Public Beach Closure Fifes 1 Ocean Claims can be made for 30 years Works 1 Closures I Sewer-Related Mag, Yes: 2 for toxic substance exposure;8 Engineering PW-076 2 years 28 years 30 ye�ra ' Mfr,OD, S!I g {Investigations to determine Ppr years CCR§32Q4(d)(1)et seq., GC &Utilities source etc. 12946,34090 Public JAN 1111111141 Mag, Yes: 2 Consistent with Chemical Works! PW-079 Calibration Records 2 years 10 years 12 yr Mfr,OD, s i I Reports;40 CFR 141.33(a);22 Utilities a _ ! IIItllli Ppr years CCR§64470 �W Department preference to be Public ^ consistent with NPDEs Catch Basin Maintenance& ,I I. alll�a Works 1 PW-080 3 years ` `tI Mag, Ppr Monitoring records(3 years); 40 Reports Utilities , CFR§§122.21, 122.41, 12244; n/-� GC 34090 ice:=s€� 5:�li�lilai!i - ; Chlorine&Fluoride may be IGiil=:''9 considered as toxic substances n all a oeol!el aoau!allls 3n and claims can be made for 30 Public Chemical Reports(Chlorine, II I I' I I tllll, Mag, Yes: 2 years for toxic substance Works I PW-081 2 years 28 years Mfr,OD, s I i exposure;State law requires 12 Fluoride, Nitrates,etc.) years Utilities -:,:_...:::::.::::.:.._:. Ppr years, Federal 10 years for all AN: ' chemical analysis;40 CFR 141.33(a); 22 CCR§64470; 8 CCR 3204 d 1 et seg., HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adapted: 214/02 Do not duplicate or distribute without prior written permisslon 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 1 Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) Active (Off�slte, TaaIF vital? Medea 1=Import after (in office) Rat n l nr Captions M-Mfr OD or Miry S�Scan Imaged& " f the record is not listed here refer to the Retention for Oi -Wide StandardsEnh __ _ __ tentions in when the act is ma===a full file folder e. , fast document+2 ors since destruction is normally erformed by rile folder. iti atlan claims complaints, auditspending records requests, and/or in vestio aations sus end normal retention periods retention resumes a settlement. " MSDS may be destroyed as long as a record of the chemical 1 -_ substance 1 agent,where& Public Chemical Use Report Form 1 ' Ma when it was used is maintained Works 1 PW-082 Material Safety Data Sheet 2 years 28 years 3years Mfr,OD, S Yes: After for 30 years;Applies to qualified Utilities (MSDS)1 SDS(Safety Data , Ppr Inactive employers;Claims can be made Sheets) = p for 30 years for toxic substance exposures;8 CCR ;- 32N(d)(1)(D)(2 and 3),GC 1§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 3tera Mfr, OD, S 1 I Yes: 2 Federal law far any complaints; Utilities Taste 1 Visual Complaints = Ppr years 40 CFR 122.41(j)(2)&40 CFR 141.33 b ;22 CCR 64470 Department of Public Health 1 _ Department preference; Public De p S_ __-_ Domestic water system Works 1 PW-084 Department of Health Services 10 years Ak yJ Ppr inspection with County Utilities (Correspondence,etc.) administration(State Program- . Title 17)GC 34090 Public Department preference(City has Hazardous Waste Hauling 1 Mag' Yes: After "cradle to grave""liability);only 3 Works 1 PW-085 Hazardous Waste Manifests P P_ Mfr,CID, S 1 year years is mandated;22 CCR Utilities Ppr 66262,40; GC§34090 Public - Department preference; GC Works 1 PW-086 Hydrants: Flushing 10 years - 0 ye=ara Mag,Ppr §34090 Utilities Public Expiration+ t;p -+2 Works 1 PW-067 Hydrants: Temporary Permits Mag,Ppr GC§34090 Utilities 2 years yPrs HUNTINGTON BEACH, CA.0 1 9 95-201 1 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute without prior written permission from GGS(909)337-3616 Revised: 514115 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Category ID N Records Description Retention I Disposition Comments 1 Reference Record - Image: Destroy Inactive Paper (oFR) Active (Off-site, vital? Media l=import after (in office) 01i1t�t51t ; Options M=Mfr OD or Mfr) S=Scan Imaged& gQ f the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed. and imDlv a full rile folder e. . last document+2years),since destruction is normally performed by file folder. iti atic+n claims complain audits.Dendina records requests, andtor invesfi ations suspend normal retention periods rate_ntion resumes after settlement. Public S_ Manuals-Operation and Life of l,fe Ma Works f PW 088 Mfr,OD, S No Administrative value;GC§34090 Utilities Maintenance for various equipment Equipment qufpm+3nt - Ppr Department preference; Data is Public Mag, Yes: 2 interrelated;system qualifies as Works 1 PW-089 Meter Reading Databases Indefinite 6h!¢fiYlle Mfr,OD, S f 1 years a"trusted system"; GC§§34090, Utilities 91 P Ppr 12168.7 Public Consistent with Operational Works! PW-090 Meter Shop Log Sheets 1 Job 3 years 3 dears Mag, Ppr Complaints;CCP§§338 et seq., Utilities Tickets 340 at seq.,342,GC§§945.6, GC§34090 Covers statute of limitations for Public contracts(4 years);Statewide Permits: Natural Gas, Propane, Expiration+ tcpirS ft+ Yes: Until Works 1 PW-091 Mag, Ppr guidelines propose Permanent; etc. 2 years yeaf3 Completion Utilities CCP §337 et.Seq.;GC§ 34090 Public nal �a�3ii aq Works I Pressure Vessel Permit(Propane, Expiration+ �irlthr Mag' Yes: After PW-092 Mfr,OD, S GC§34090 et.seq. Maint.Or etc.) 2 years -:_:: Ppr 1 year Utilities Q` „ r:Paxin•Piiexsxmnieinu>�:, Public Projects&Facilities: Copies- +J�y INFRASTRUCTURE Final When Na y�lll��� P Mag' Yes: 1 Engineering maintains originals; Works I PW-093 „„� �,W; Yes(all) Mfr,OD, S Engineering Specifications and Plans Longer iiiF Ppr year GC§34090.7 Reservoirs Wells etc. Required a'R01r "'= Public i�P ixa'.,inia P Ma - Pump Stations and Production nunii3si r>x�r r` g' Yes: 2 Administrative Value; GC Works! PW-094 Reports P Mfr,OD, S I I Utilities p ,_P;i �, Ppr years §34090 Public ag, Works 1 PW 095 Reservoirs(ail records) P , Mfr OD, S I I No Administrative Value;GC Utilities ;_ a su P, Ppr §34090 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(909)337-3516 Revised: 5/4/15 Ver. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Category ID# Records Description Retention 1 Disposition Comments 1 Reference Record Image: Destroy Inactive Paper {OFRJ Active {�(3ff-site, r II`1"G[tT;a1 �I vital? Media I=Impart after (in office) "� Bfff Options M=Mfr OD or Mfr) _..._- Imaged& ��iilee�_`nlskii!nud S=Scan It the record is not fisted here refor to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. . last document+2years),since destruction is normal!y Performed by fife folder. iti ation claims, complain audits,nendina records requests. and/or invesfi a#ions sus er?d normal retenffon periods retention resumes after settlement. Public Works 1 PW-096 Routes(Reading,etc.) When 1- Mag, Ppr Transitory Records;GC§34090 Utilities Superseded S�rperes dM et seq. Required for a minimum of 5 Public SanitarySpills and Overflows 0)( ) Works 1 PW-097 p 5 ears a Mag, Ppr years;40 CFR 122.41 ' 2 ; (SSOs) y ill SWRCI3 Order 2006-03;40 CFR Utilities -,...... 122.41 " 2 ; GC 34090 =.; - -_. Public k13 sit of a iiirli��ll= Works 1 PW-098 Sanitary Surveys of Water System 10 years Mag, Ppr 40 CFR 141.33{c} F Utilities luia Public _ "' °' Ma Department preference; Data is SCADA: Supervisory Control and g Yes: 2 interrelated;system qualifies as Works 1 PW-099 Indefinite [rtdefnite Mfr,OD, S 1 I Utilities Data Acquisition Ppr years a"trusted system';GC§§34090, f'-,; .. L= 12168.7 Expiration of ExpIn M_ 4f. Public ��I �: �I Ma Self-contained Breathing Certificatext� , g' Yes. After Certificates are issued for 3-5 Works f PW-100 Mfr,OD, S Apparatus(SC8A) Minimum 2 f'Vllll toi l Pi 1 year years;GC§34090 et.seq. Utilities 8 Ppr ears c : Consistent with Work Orders and Works 1 PW-101 Sewer Repairs&Investigations 3 years ySfl Mag Ppr Publi Operational Complaints;CCP Utilities §§338 et seq., 340 at seq., 342, •I I III I I":F GC 945,6,GC§34090 Department preference;plans Public t191!_ must be updated every 5 years, Sewer System Management Plans Works 1 PW-1 02 {SSMP} 5 years yew Mag, Ppr audits are required every Z Utilities E •f II years;SWRCB Order 2006-03; . __,..., 40 CFR 122.410)(2); GC§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. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of ,Category IO# Records Description - Retention 1 Disposition Comments 1 Reference Record Image: Destroy Active Inactive Paper (Off-safe, Total Media I=Import (OFR) (in office) ReteltIv�# vital? options M=Mfr after OD or Mfr) __ Imaged& 3u !;_- I ! S-Scan !f the record is not listed here refer to the Retention for gj -'Wide Standards Retentions be in when the act is completed. and imply a full file foider fe.a. last document+2 ors since destruction is norm erfomted b fife folder Liti ation claims com taints audits pendirm records re uesfs and/or investi alions suspend normal retention periods retention resumes after settlement. Public Department preference;Spill 11 I .I Works 1 PW-103 Spill Reports 5 years qll "I Mag, Ppr reports have the potential to be 1 involved with Clean Water Act Utilities il€ uu all€!ill!all€w+ actions•GC§34090 Public Works 1 PWA 04 System Chlorinatlon&Fluoridation 2 years a�a Mag, Ppr GC§34090 Utilities Public .................. .... Works 1 PW-105 System Flush 2 years ytrs Mag, Ppr GC§34090 Utilities _ - - i0.316 Public TV Collection Line Inspection Tapes 1 CCTV 1 Video Inspections 1 Department Preference;GC Works f PW-106 P p Video Tapes or Digital Recordings Mag 34090 et se Utilities § q all lines ==-= If 31 ;_r.3....,:. .. Department Preference (Required for 3 years);the Public warrantee period for work done Underground Service Alerts C II JI Works f PWA 07 3 years � a Ppr is usually 5 years,the Statute of Utilities (USA's)—City 11 .3 Limitations for some work may be up to 10 years'CCP§337 et sa!Iw!!€rawelmwnlgwolww€II seq.,GC§§4216.2(d)& iIIFI 4216.3 d ,34090 Public — OJII ilisl3l €IIsu911tli lIIG9 — Works 1 PW-108 Vulnerability Assessment Superseded l#fiYdafil Mag, Ppr Highly confidential;42 USC 300i- Utilities +5 years � t81? = 2(c) �i?:.lilanmnrc nlE.ailraial¢-: Outside Water Districts(outside agencies)I When Noyyllcl,lli, Ikon-Records used far District PW-109 Projects outside City BoundariesLonger Mag, Ppr administrative purposes;GC Required Ftfis�pttd ll 34090 Public Mag, Works 1 P+JH 110 Water Production Recording 2 years 3 years ililiF 'years Mfr,(7i}, S 1 I Yes: 2 Consistent with other records-, Utilities Charts years GC§34090 P r HUNTINGTON BEACH, CA.01995-2011 Giadwell Govemmental Services,Inc,-all dghts reserved Adopted: 2f4102 Do not duplicate or distr[t>ute without prior wrilten permission from GGS(909)337-3516 Revised: 5I4115 leer. 18.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of Category ID# Records Description Record 9Retention 1 Disposition Comments!Reference Image: Destroy Inactive IA Paper (OFR) Active Tal}a1i vitae? Media 1=Import after {lDff-site, (in office) t #p Options sill=Mfr Imaged & OD or titffr _ 3-scan AIR! I! :! If the record is not listed here_refer to the Retention for City-la Standards Retentions be in when the act is completed,and imoly a full rile folder a. .last document+Z ears since-destruction is nonnally PerAonned bv rile folder. it" ation claims complaints. audits,pendinq records re uests and/or invest' tionssusomend normal retention eriods retention resumes after settlement. Public Water Production Reports- Warks i PW-111 Department Preference;GC Utilities Annual 2 years P Mag, Ppr §34090 Public Works l PW-112 Water Production Reports- i Consistent with other auditing Monthly 2 years P P q, i .: Meg, Ppr g Utilities = _- standards;GC§34090 Public Water Quality Reports{also see Meg, State law requires 12 years, Works 1 PW-113 Yes: 2 2 years P Mfr,QD, S i I Federal 10 years;40 CFR Utilities Chemical Reports} Ppr years 141.33 s ; 22 CCR§64470 Public Water Reports&Sampling: Meg, Department reference(only5 Works l PW-114 p p g' 2 years P }� Mfr,OD, 51 I Yes: 2 p p Utilities Bacteriological&Organics Ppr years 141 33 a eg22 CCR�ti4470 Lead and Copper are required ! Public Meg for 12 years or 2 compliance Works i PWA 15 Water Reports 8 Sarnpting: Yes: 2 cycles(some compliance cycles Chemical, Lead and Copper 2 years P I'll _ Mfir,OD, S 1 I years are nine years);22 CCR Utilities y f:_ Ppr 3u... , 64400.25;22 CCR§64470,40 CFR 141.33a ;40 CFR 141.91 {gl FF Federal: Bacteriological analysis Public Water Reports, Monitoring& are required for 5 years, Works 1 PW-116 Testing(maintenance,strip chart 2 years 10 years " 12 "'' Mfri OD, S 1 I Yes: 2 chemical analysis for 10 years; Utilities recordings) _" - - _' years State law requires 12 years, 1 141R. _ ,::: Ppr Federal 10 years;40 CFR 6=_�Lnillls-1 141.33 a ;22 CCR 64470 Public -,s M eg, Works l PW-117 Well Records P ' QD, S!I No Administrative Value;GC Utilities r §34090 4i =::_ HUNTINGTON BEACH, CA.Cl995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4102 Do not duplicate or distribute withoul prior written permission from GGS(909)337-351e Revised: 514115 I 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