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HomeMy WebLinkAboutCitywide Records Retention Schedule - Resolution 2011-53 Council/Agency Meeting Held: ZZ Deferred/Continued to: �kAppro d ❑ Conditionally Approved ❑ Denied ,, ° y ferV Signa ur Council Meeting Date: September 6, 2011 Departme ID Number: CK 11-006 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION 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. 2011-53 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. i Recommended Action: Motion to: Adopt Resolution No. 2011-53, "A Resolution of the City Council of the City of Huntington Beach Adopting the Updated Citywide Records Retention Schedule, Authorizing Destruction of Certain City Records and Rescinding Resolution No. 2008-23." 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 and 2011 the firm was engaged to revise and update this. 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 5 years • Huntington Beach produces and manages many permanent records Item 3. - I HB -46- REQUEST FOR COUNCIL ACTION MEETING DATE: 9/06/2011 DEPARTMENT ID NUMBER: CK 11-006 • Escalating records storage expenses • Technology advancements • Changes in law 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. 2011-53 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: Improve Internal and External Communication Attachment(s): Description 1. Resolution No. 2011-53, "A Resolution of the City Council of the City of Huntington Beach Adopting the Updated Citywide Records Retention Schedule, Authorizing Destruction of Certain City Records and Rescinding Resolution No. 2008-23" including Exhibit A - Legislative Draft - Citywide Records Retention Schedule HB -47- Item 3. - 2 ATTACHMENT # 1 RESOLUTION NO. 2011-53 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ADOPTING THE UPDATED CITYWIDE RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION NO. 2008-23 WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Huntington Beach; and Section 34090 of the Government Code provides a procedure whereby any city record which has served its purpose and is no longer required may be destroyed; and The State of California has adopted guidelines for retention periods for various government records, NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: 1. Resolution No. 2008-23 is hereby repealed. 2. At the request of the department head and with the consent in writing of the City Clerk, the records set forth in the Citywide Records Retention Schedule, attached hereto and incorporated by this reference as Exhibit A, are hereby authorized to be destroyed as provided by Section 334090, et seq. of the Government Code, without further action by the City Council. 3. With the consent of the City Clerk, City Manager, and City Attorney, updates to the retention periods are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. 4. The term "records" as used herein shall include documents, instructions, books microforms, electronic files, magnetic tape, optical media, or papers, as defined by the California Public Records Act. 1 1 1-3 03 8/693 5 8 5. This resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 6th day of September , 2011 REVIE D APPROVED: INITIATE AND APPROVED: City na er City Clerk APMOVED AS TO FORM: sty Attorndy .�,� 2 11-3038/69358 CD Ver.7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 w ec ord of Category ID# Records Description Retention I Disposition Comments I Reference tteco Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan QC If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation. claims, com laints,audits,pending records requests,and/or investigations suspend normal retention periods retention resumes after settlement). 'AP 01 ,, .., ;._,. CITY"ADMINISTRATOR'T COUNCII SUP.,PORT ,. ; . nti nti Yes:.. Superseded Superseded;; Yes: Until Mag, Mfr, When Admin. Administrative Regulations Minimum 2 Minimum 2' Superseded OD, Ppr S Supersed GC§34090 ears years.............. ad ................................................. Admin. Administrative Files(Includes-Travel) 2 years 2 years Mag,Ppr GC§34090 7-77777 79 ...When No Association Records Outside Longer ' Longer Mag, Ppr Non-records;GC§34090.7 Admin. r7 t" 1 i �x Memberships(ICMA, . Ret(uited t Requlred.... Admin. Awards, Mayor's Awards ` A 2 year ., years (Y�"-��' Mag;Ppr �r;t GC§34090 Consistent with operational complaints;Statute of Limitations t .r" for personal property,fraud,etc. is �q Citizen's Inquiries Cbmplatnts;,o ka< w.. , trsa Admin. 3 years 3 years Mag, Ppr 3 years;Claims must be filed in 6 Communications, Logs&Resolutions o months; CCP§§338 et seq.,340 et seq.,342,GC§§945.6,GC §34090 Admin. City Administrator's Weekly Report 2 years 2 years Mag,Ppr GC 34090 ..............__....:.........................: Term of Term of !. Council Member and Mayor's Office- Office- Administrative value to cover terms Admin. Correspondence Minimum 2 Minimum 2 Mag, Ppr of office; GC§34090 ears years Council Member and Mayor's When No When No ........._..........:............................ .................. Admin. expenses for external organizations Longer Longer., Mag,Ppr Non-records;GC§34090 (not City expenses) Required Required ........................... Admin. FPPC Form 801 (Gift to Agency 4 ears 4�yeat M�p� Must post on website:2 CCR Report 18944c�(3)(G) FPPC Form 802(Tickets Provided by Must post on website for 4 years; Admin. Agency Report) 7 years Tyear Mag,Ppr GC81009(e) HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 _ Revised:_4/21/08 Ver.7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active Total Vital? Media I=Import after (in office) (Off-site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. When No When No .€ Longer Langer Admin. Internal Studies and Reports Required- Required- Mag, Ppr GC§34090 Minimum 2 Minimum 2' years years When No When No Projects&Issues(Issues and/or Longer Longer Yes: While r - t i J € Admin. projects will vary overtime -e:g: Requireds- Required- Active.+— Mag, Ppr - GC§34090 Hotels, etc.) Minimum 2 Minimum 2 Issues . years years Until s r Until : r Yes: Admin. Strategic Plan - 'Supers e m edIV. Superseded Yes Until Mag, Mfr, 3 When t S/I GC§34090 {' Minimu 2 Minimum 2 .Superseded OD, Ppr Supersed ears l ears ed v r-n CD w HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 C� CD Ver.7.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-3 w I � fice of Kecord Category ID# Records Description Retention/Disposition Comments I Reference Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (Off-site, (in office) Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& 'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pendinQ records requests, and/or investigations suspend normal retention periods retention resumes after settlement). .,. - ..' .... PUBLIC INFORMATION /'HBN-3/CABLE TV M�x. x r „� Admin. HBTV-3 2 years 2 years Mag, Ppr GC§34090 et seq. ............................................:: ............................. ............ Admin. Cable TV Complaints 2 years 2 years Mag, Ppr GC§34090 Cable TV Franchise Administration/ Completion Completion Department Preference;Conforms Admin. PACT Administration +5 years +5 years Mag, Ppr with City-Wide standards for agreements; GC§34090 F"77 Cable TV Programmirig;Production .� ,� Admin. &Scheduling2 yearss 2 years 1 Mag, Ppr y GC§34090 Staffing = } _ �� — Consistent with video tape Cable TV Video Taps. 90 days 90 days Tape retention for public meetings; GC Dept. -. --(Ma9) LL §34090.7 Staffing Cable TV Video Tapes.')Historical g0�da s P p Tape When content is of historic Dept. events ,,, y' iyA I �� (Mag) significance; GC§34090.7 Admin. Press Releases 2 'ears `" 2 ears `" ' ry' Ma , P r GC§34090 tJi PJ HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active '•Tdtal•'•' Media 1=Import (OFR) (Off-site, Vital? after (in office) Reteritiori• Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaint , audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Abatements, Code Violations: Resolved without Warrant or Yes: Until Department Preference(copies); Lead Dept. 2 years •.2.years.'. Mag, Ppr Complaint (administrative Resolution GC§34090.7 citations) When No Whe(n,Nt) Longer . .Longer. Department Preference (covers City Attorney Day Files;jLetters_and l Mag, Mfr Attorne Memos from Cit `Attornet77RequiredRequired f S!I No claim/litigation retention period); y y ' u mum , PprGC§34090 10 ears . 1Qyears City r Mag, Mfr, Statewide guidelines propose City Attorney Opinion Index 5 years P P . Yes S/I No Attorney .' OD, Ppr superseded +2 years; GC§34090 . , ity . Mag, Mfr, Statewide guidelines propose City Attorney Opinion ' S years P P ' "Yes S/I No mey OD, Ppr superseded +2 years; GC§34090 ............ .- . — .-.— -- ....--- ......-- ._...._._ When No '.When'No' Longer . .Longer.•. Department Preference(covers City Closed Session Informational Required- k2eq.uireif Mag, Ppr claim/litigation retention period); Attorney Letters/Memos Minimum 5 iltlirdmum-5 GC§34090 years All State and Federal laws require City Department of Fair Employment& Final F)nal. retention until final disposition of Attorney Housing (DEER or EEOC)Claims Disposition 'EispgsitiQn" Mag, Ppr formal complaint; State requires 2 +2 years +:2yea'rs; . years after action is taken; GC §§12946, 34090 _ City Department Preference; GC Attorney Grievance Reports 2 years ...2.years. Mag, Ppr §34090 WHUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 DD CD w Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 i Vrrice of Category ID# Records Description Retention/Disposition Comments I Reference Record _.. —_....-----.._..... - . . . . . - — Destroy Image: -------- -- Inactive • • • •••••• Paper Active •'•Total•'•' Media 1=Import (OFR) (Off-site, Vital? after (in office) •Reteritiori• Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally et-formed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Historical Cases are determined . . . . . . by the City Attorney; Statute of Limitations runs 6 months-5 Indefinite' years; for contracts is 4 years; Litigation Files/Legal Case Files: Indefinite Yes: City Settle+ 1 :(i�iraimurrm; Yes Until Mag, Mfr, wrongful death for construction is Attorney Historical (Orange County (minimum 4 S After y Bankruptcy, etc _year_ •'Settle*5• Settlement OD., Ppr__. .,. completion +5 years; Civil Courts ) g�years) '--Inactive '� '•:dears).•: retain their records for 10 years; p CCP§§337 et seq.; GC§§911.2, 7,J ' 945.6, 34090, 34090.6; PC Zi �' - §832.5(b) Statute of Limitations runs 6 months-5 years;for contracts is 4 Yes: years;wrongful death for i ity Litigation Files/Legal Case Files: Settle+ 1 •Seitle+5' Yes` Until Mag, Mfr, construction is completion +5 -mey Regular year 4 years ;.:years: Settlement OD, Ppr S After Inactive years; Civil Courts retain their records for 10 years; CCP§§337 et seq.; GC§§911.2, 945.6, 34090, 34090.6; PC§832.5(b) When No .•When.Na. City Longer l onger . Brown Act challenges must be Attorney Request for Legal Services(RLS) Required- .Required.. Mag, Ppr filed within 30 or 90 days of action; Minimum 2 1Mirdmum 2 GC§§34090, 54960.1(c)(1) years -years. . .........- ........................_- ..... ......... .......- ......... .................................... _.. - -....... ........ ......... .................... ................... Reference materials and copies of Subject Files(e.g. Dog Park, When No ••When'No documents generated by other Lead Dept. Longer Longer.., Mag, Ppr departments pertaining to various Cable TV, etc.) Required —Required—' topics required by Attorney staff; GC§34090 et seg. HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Mai; r+"ri Gl Sri 1 City Clerk Historical Petards d Mfr;OD; S/ i N recarils GC§34990 4 „ 1pp-GENERALADMINISTRATlON'. �,. ,fib, Lead Dept. 100.10 Policy& Procedures Until Until Mag, Lead Depart. Is OFR; GC Superseded Superseded; Ppr §34090.7 City Clerk 100.20 Organization Charts „` 10years "" F_ 10 years Mag, - Department Preference; GC o- I " . NxaI Ppr §34090 Department Monthly/Annual '; P�: Mag, Department Preference-Lead Lead Dept. 100.30 10 years 10 yearsi_ Reports .,.•-Ppr ;) Dept is OFR;GC§34090 ( t Department Preference; GC City Clerk 100.50 Restructuring/Reorganization r 10 years ; " 10 years Ppr 1 §34090 1,1;Q:BOARDS/'COMMISSIONS-/COMMITTEE S � ... � Lj it Clerk 110.10 Administration f n When Longer LongerW onn ero Mag' GC y g g Ppr §34090 et seq. Required Required Map' artment preference; GC Cit _Clerk 110.15 Bylaws/Aols P P Mfr, OD, S/ I No 3§ 4090 Statute of Limitations: Public official misconduct is discovery of Applications&Resignations: Mag, offense+4 years, Statewide City Clerk 110.20 5 years S years SUCCESSFUL Ppr guidelines propose Appointment .................._ __.. +5 years; GC§34090; PC §§801.5, 803© City Clerk 110.25 Applications& Resignations: 2 years 2 years Mag' GC§34090 et seq. UNSUCCESSFUL Ppr ............... ............___........................_..._... Department Preference-Matches City Clerk 110.30 Recognitions 4 years 4 years PPr' terms of office; GC§34090 et seq. r-+ HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Iffice of Category ID# Records Description Retention I Disposition Comments I Reference �ecord ............. ....................- Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) Vital? (in office) CD or Mfr ..:.Retention:. Options M=Mfr Imaged& S=Scan QC'd? I If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by Me folder. Litigation, claims, complaints, audits,pending records requests, andlor investic tations suspe of normal re tion periods(retention resumes after settlem nt). When No ....When'No.. Longer ..........Longer' ........... Department preference (only 30 Staffing AUDIO TAPES I RECORDINGS of Tape days is required); GC _�ired Depart. Meetings (Mag) Minimum 2 Inimurn 2 §54953.5(b) years --y ........... ......... ...... When No W:he:n:No kqnger Department preference;Video Staffing VIDEO TAPES I VIDEO-- �:�Reguirdd tapes are only required for 90 Tqpe,__ Depart. RECORDINGS of rn-fttings-(�A�L(L (Mag) Lr�- -mum Minimum days; GC§34090.7 I kal A Mi n i I JOY ars 116years ..................... ...... ..........I S 1 6 1.p r..s..q.d Mag, ,I Su'OeFs—ed—ecf Department Preference; GC City Clerk s Mfr, OD, 110.40 Code of Ethic (minimu 2 §34090 17 J��ars) Ppr Mag, A :ity Clerk 110.50 Maddy Act ��ylears Prs L J1 GC§34090 et seq. I/ I ,.Ppr =6� -W 'CO "S C I TY UNCIL �41 N 0, 20 Department preference (only 30 AUDIO TAPES I RECORDINGS of Tape City Clerk 2 years 2 years days is required); GC Meetings (Mag) §54953.5(b) ............. ................................. .............................. Department preference;Video VIDEO TAPES I VIDEO .................. Tape City Clerk 10 years years tapes are only required for 90 RECORDINGS of meetings(ALL) ........... (Mag) 90.7 . ..... days; GC§340 ........... ........................-............ ...................... .......... ........... ................ Mag, ............ Yes: After Department Preference; GC Mfr, OD, City Clerk 120.10 Policy& Procedures Superseded P I Superseded §34090 ............ Ppr Matches .......... Department Preference Mag, City Clerk 120.20 Liaison Appointments 4 years Cypars,- terms of office; GC§34090 et Ppr.......... seq. Sunset of ,Sunset of Department Preference-Matches Mag, City Clerk 120.25 Ad Hoc Committees Committee+ Committee-+ terms of office; GC§34090 et Ppr 2 years :.....,.,2 years seg. HUNTINGTON BEACH, CA.@1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active LInactive/ Total Vital? Media 1=Import Paper after (in office) Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for Cif -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. , last document+2 ears, since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investic ations sus end normal retention periods retention resumes after settlement). _._____.............. City Clerk 120.30 Goals&Objectives 5 years 5 years'' Mag, Department Preference; GC Ppr §34090 et seq. Appointments/Resignations to Mag, Yes: After Department Preference- City Clerk 120.40 Council P P Mfr, OD, I Superseded Historical Value; GC§34090 et Ppr seq. Brown Act challenges must be Adjourned &SpeciaL IVleetings. Mag, filed within 30 or 90 days of City Clerk 120.50 tears _ 2 years f r Affidavits of Postirig Ppr - - .. action; GC§§34090, .., 54960.1(c)(1) MENt Brown Act challenges must be y g g 2 yearsmMag, filed within 30 or 90 days of City Clerk 120.55 Agenda Post s rears 5 , ffi 1 Ppr action; GC§§34090, r, rxx Lr 54960.1(c)(1) lz Ity Clerk 120.60 Proclamations m 2 years 2 years Ppr' __ GC§34090 et seq. Mag, :ity Clerk 120.65 Minutes P P Yes Mfr, OD, S No FGC §34090 Ppr City Clerk 120.70 Commendations/ 2 years 2 years Mag' §34090 et seq. Acknowledgments Ppr Mag, City Clerk 120.75 Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr City Clerk 120.80 Closed Session 2 years 2 years Ppg' GC§34090 et seq. City Clerk 120.85 Unagendized Council Comments 2 years 2 years Ppr' GC§34090 City Clerk 120.90 Request for Staff Reports/ 2 years 2 years Mag' GC§34090 et seq. Responses Ppr When No When No � ty Clerk 120.95 Your Departments Working File Longer Longer Pp�' GC§34090 et seq. Required Required W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 W ffice of Category ID# Records Description Retention/Disposition Comments/Reference W :ecord Image: Destroy Active Inactive/ Total 1=Import Paper after (OFR) (in office) CD or Mfr RetentionLLMediasn M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement . ,. r, 125 t3THER'GITXENTITIES'm Public Facilities Corp. (PFC): Mag, City Clerk 125.10 P P Yes Mfr, OD, S No GC§34090 Minutes, Resolutions Ppr Civic Improvement Corp (CIC): Mag, City Clerk 125.20 Minutes, Resolutions P P Yes Mfr, OD, S No GC§34090 �-- y 4 HousingAuthor1kV linutes — r City Clerk 125.25 - P P Yes Mfr OD 5 No G 34090._ Resolutions o PDr Mag, y Public Finance Authority: Minutes t No GC§34090 Cit Clerk 125.30 `P P Yes Mfr, OD, S Resolutions a r E Ppr r t ' i Brown Act challenges must be :ity Clerk 125.35 All affidavits of postings Notices, 2 years 2 years Mag, filed within 30 or 90 days of proof of Publications, etc Ppr action; GC§§34090, 54960.1(c)(1) Parking Authority: Minutes, Mag, City Clerk 125.40 P P Yes Mfr, OD, S No GC§34090 Resolutions Ppr City Clerk 125.45 Bolsa Chica Conservancy-Bolsa P P Yes Mfr OD, S No Non-records retained for Chica Land Trust Ppr reference; GC§34090 Mag, Non-records retained for City Clerk 125.50 HB Fourth of July Foundation P P Yes Mfr, OD, S No reference; GC§34090 Pr , : : %.. 130-..CITY=EMBLEMS „, Mag, Department Preference; GC City Clerk 130.10 City Seal P P Mfr, OD, S/I No §34090 Ppr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not di mlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normallyperformed by file folder. Litigation. claims, complaints, audits,pending records requests, ndlorinvesticiationssuspend normal retention periods retention resumes after settlement. Mag, Department Preference; GC City Clerk 130.20 City Logo P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.30 City Tree P P Mfr, OD, S/I No §34090 Ppr , M9't Department Preference; GC City Clerk 130.40 City Flower(Geranium) ,tP P 4 Mfr;OD 5/I x No _ §34090 Ppr y E _Mag, De artment Preference; GC City Clerk 130.45 City Car(Woody) - -x {P P Mfr, OD, S_/,1 No p `. Ppr §34090 j Mag, ( : `' P ' P l Mfr, OD S-1 No Department Preference; GC ity Clerk 130.50 City Slogan , +1 t" _ v Ppr �. §34090 �-^ Mag, Ity Clerk 130.55 City Memorials P P..:., Mfr, OD, S/I No Department Preference; GC ppr §34090 Mag, Department Preference; GC City Clerk 130.60 Redevelopment Seal P P11Mfr, OD, S/I No §34090 Ppr City Clerk 130.70 ag Civic Improvement Corporation P p Mfr OD, S/I No Department Preference; GC Seal §34090 Ppr Mag, Department Preference; GC City Clerk 130.80 Public Finance Authority Seal P P Mfr, OD, S/I No §34090 Pr r. H q 140 :ORGANIZATIONS.».LOCAL: City Clerk 140.10 Administration 5 years 5 years Mag, Department Preference; GC Ppr §34090 .......::............- CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 W i —, ffice of Category ID# Records Description Retention/Disposition Comments I Reference ;ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. ..................................................... City Clerk 140.20 Downtown Business Association 5 years 5 years Mag, Department Preference; GC Ppr §34090 City Clerk 140.30 Chamber of Commerce 5 years 5 years Mag, Department Preference; GC Ppr §34090 140.40 Reserved City Clerk 140.50 Boys and Girls Club 5 years !5 years Mag, Department Preference; GC _Ppr ��, §34090 Public Cable Television-Authority I' - - - =� " --e Mag L_ `=_s Department Preference; GC City Clerk 140.60 i �+ 5'years � 5 years (PCTA) I i j , Ppr k §34090 ( ( ' ' y 15 ears L�� Mag, Department Preference; GC City Clerk 140.70 HB Conference and:Visitors Bureau 5 ears y I =1 k:1 i _ / Ppr _ §34090 L •J I 1 C i< ^� Mag, " Department Preference; GC City Clerk 140.80 VFW Posts a: 5jrears t 5 years e l .I : . I F 1 Ppr (.. §34090 Big Independent Cities Excess Pool I I / Mag, .; Department Preference; GC :ity Clerk 140.90 _...,.v...Y 5 years ./ 5 yea 1.rs Ppr 34090 BICEP s �: E ;:. ,150--;.ORGANIZATIONS-',AT I:ARGE When No When No City Clerk 150.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Requiretl Southern California Association of Mag, Department Preference; GC City Clerk 150.20 5 years 5 years Governments(SCAG) Ppr §34090 Mag, Department Preference; GC City Clerk 150.30 Sister Cities 10 years 10 years Ppr §34090 City Clerk 150.40 League of California Cities 2 years 2 years Ppr' GC§34090 City Clerk 150.50 Orange County Housing Authority 2 years years Mag GC§34090 City Clerk 150.55 Orange County Auto Theft Task 2 years 2 years Mag' GC§34090 Force Ppr City Clerk 150.60 American Coastal Commission 2 years 2 years Mag, GC§34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di 1-iicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& ..........----............................. ...........__._............................... ......._..__ I................................. . S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Li ation, claims, complaints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). „PUBLIC INFORMATION;%RELATION 160, S City Clerk 160.10 Administration 2 years 2 yea rs Mag' GC§34090 et seq. Informal Petitions(submitted to Council on any subject. (Dog Department Preference; Law City Clerk 160.20 Parks, Parking, Traffic Calming, 2 years 2 years Ppr requires 1 year for petitions; GC etc.) Also see Elections for §50115 : .: - x .... Initiative, Recall orFRefereridtirri E; City Clerk 160.30 Public Comments z 2 years 2 years Mag, GC§34090 City ------- AW Clerk 160.40 Presentations/Donations 2 ears = 2 years P r GC§34090 .. p j ' Lax �( Mag, :ity Clerk 160.50 Public Records Requests 2 years 2 years GC§34090 - f Ppr -_ - " '170»"RECORDS--MANAGEMENT,.., When No When No amity Clerk 170.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Department Preference; GC City Clerk 170.20 Vital Records Storage P P Yes Mfr, OD, S/I No §34090 Ppr Mag' Department Preference; GC City Clerk 170.30 Microfilm Program P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.40 Regulations/Policy P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.50 Disposition of Records P P Mfr, OD, S/I No §34090 Pr CD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 01 CD ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 w ,—, ffice of J :fiord Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Records Retention Schedules/ M-.....-ag_ Department Preference GC City Clerk Authorization for Amendments to P Mfr, OD, S/ 1 No 34090 Retention SchedulesEx When No When No City Clerk 170.60 Your Departments Working File Longer L.on I ger ag, GC§34090 et seq. Ppr Required Re uired ON HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention ' Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). I$O ..;RISKMANAGEMENL„ '' qua When No When No City Clerk 180.10 Administration Longer Longer-­­ PPr' GC§34090 et seq. Required Required Insurance Policies&Certificates (City-owned): Liability(General& Yes Mag Yes: After For protection from litigation; GC City Clerk 180.20 Public),Workers Compensation - P Before. Mfr,.OD -- S --, (prior to 1980 wh(o�the`bit y '3� Ex'piratinn I'pr�.�,_w: Expiration §34090 became self-insured f R: HR/Risk r{x . ) i Mag, Human Resources-is OFR; GC 180.40 Claims Against the City 2 years A 2 years Manag. € l t §34090.7 HR/Risk <I i t Mag, i Human Resources is OFR; GC 180.50 Incident/Accident Reports r 2 years 2 years A Manag. t _I = i f Ppr §34090.7 x •``� When No ,.,ti When No x Ma .ity Clerk 180.60 Your Departments Working File. Longer Longer Ppr' GC§34090 et seq. Required Required When No When No,-., Mag, Copies(staffing Department is Depart. 180.70 Advisory Groups Longer Longer Required Reuired Ppr OFR); GC§34090.7 ,; .200 FACILITIES-'Civic Centec , L1 When No When No City Clerk 200.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 200.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No,..,.. . Mag, Copies(staffing Department is Depart. 200.30 Advisory Groups Longer Longer Required Required Ppr OFR); GC§34090.7 CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 N ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-10 W i ffice of Category ID# Records Description Retention/Disposition Comments/Reference :ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). q.. IAN �.<. 205-FACILITIESA,. Communit"Centers �,... .. , When No When No City Clerk 205.10 Administration Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 205.20 Capital Improvements (All) P P Before Mfr, OD, S Infrastructure; GC§34090 -- f —Inactive Com 1@tion _Pr _J C When No When No ' Staffing Mag, Copies(staffing Department is 205.30 Advisory Groups ' Longer Longer Depart. :,. �,. Ppr _�_.. OFR); GC§34090.7 Re 'dire - Required W : .. ,g21Q;-FACILITIES. .;Libra , } I When No When No Administration/Operation-/-:-'_ ! Mag, Ity Clerk 210.10 , . Longer `Longe€ GC§34090 et seq. Maintenance Required Required Ppr Public 210.20 Capital Improvements(All) P P Before Mfr OD, S Yes: After Infrastructure; GC§34090 Works Inactive Completion Ppr When No When No Staffing Mag, Copies(staffing Department is 210.30 Advisory Groups Longer Longer Depart. Required Re uired Ppr OFR); GC§34090.7 215'.„FACILITIES»'Corporate Yard_.., s s . When No When No City Clerk 215.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Ppr Required._! Public Yes: Mag, Yes: After Works 215.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inacti]I.,----Total Vital? Media 1=Import Paper after (in office) CD or Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation. claims, complaints, audits,pending records requests, and/or investic ations sus end normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. Required Re uired 215.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 "ar220'-FACILITIES'=Police Buildin When No When No City Clerk 220.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Ppr Required- Required Public L Yes Magy Yes: After 220.20 Capital Improvements(All) P P before Mfr, OD, 5; Infrastructure; GC§34090 Works (tea r 1 Inactive Y Completion aPpr .. When No When No Staffing a 9 _ Mag, Copies(staffing Department is 220.30 Advisory Groups Longer Lon er Depart. Ppr OFR); GC§34090.7 Required 1' Re uired ON W11111-1%` ,;� ..... Z25.-FACILITIES--Rod ers,Sento�s''Center vl When No When No Gity Clerk 225.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 225.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 225.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Reguired Re uired ' ,'Sw.,.: . 230,"FACILITIES Ci G'"m/Pool ' '' !1' When No When No City Clerk 230.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N O Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 W i ffice of Category ID# Records Description Retention/Disposition Comments/Reference ,ecord Image: Destroy (OFR) Active Inactive/ Tptal Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investic.iations sus end normal retention periods retention resumes after settlement). Public Yes: Mag, Yes: After Works 230.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 230.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 r Re uired-___ Re uired z ,i< . ,.: »� _-_.,,,235_-;F,ACII.ITIES-.-.Oak:View.Cer►ter� ::... , .> r. ;, :. ., - i"'J When No y When No ifs Administration/Operation/ g, City Clerk 235.10 Maintenance Longer / Longer _Ma GC§34090 et seq. Required;_; Required —Ppr �1 Public Yes: Mag, -` Yes: After 235.20 Capital Improvements(All) P P Before Mfr, OD, S Infrastructure; GC§34090 Works U" \ Completion Ppr ; Inactive a When No When No..... Mag, Copies(staffing Department is Depart. 235.30 Advisory Groups Longer Langer Ppr OFR); GC§34090.7 Required Re uired :. 24U.,.;FACILITIES ."Munici al;Pier/P„laia When No When No City Clerk 240.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 240.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When NoStaffing Mag, Copies(staffing Department is Depart. 240.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 245-FACILITIES-Be When No When No City Clerk 245.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required. Ppr Public Yes: Mag, Yes: After 245.20 Capital Improvements (All) P P Before Mfr, OD S Infrastructure; GC§34090 Works p % = � _ -, Completion {PprInactive - 4'. Staffing ( When No When No Mag, Copies(staffing Department is 245.30 Advisory Groups r Longer Longer u1 Depart. a m� Ppr 1 OFR); GC§34090.7 Re uired. ._F2e uired , .. ...250 FACILITIES Water O 6fdtions ,'y _ When No en.,No Administration/Operations ; Mag, Cd Ity Clerk 250.10 Longer __ AlLonger L GC§34090 et seq. Maintenance _ ,' Ppr Required Required Public Yes: Mag, Yes: After Works 250.20 Capital Improvements (All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 250.30 Advisory Groups Longer Longer Required Re uir ed Ppr OFR); GC§34090.7 '- 255-FACILITIES:: Fire;Statiorie !' 00, When No When IN City Clerk 255.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 255.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr CD v' HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N N r-� CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 W lV ffice of Category ID# Records Description Retention/Disposition Comments/Reference W ;ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. 255.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required .,.,,.Required "" �., 260`�:-FACIL''ITIES H41ilibrt ra , , When No When No City Clerk 260.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Ppr Required, Required _ F, .., --_. : Yes. Mag, Public I I Yes: After 260.20 Capital Improvements(All) IP P Before Mfr, OD, $. Infrastructure; GC§34090 Works `" 1 i i _— ' h- Inactive � Completion Ppr ' 1 When No When No ' ' a Staffing J Mag, ( Copies(staffing Department is Depart. 260.30 Advisory GroupS /" Longer Longer p OFR) § i � r Re ; GC 34090.7 P Re uired Required; i .:; r y 265 "FFACILITIES .:C-ulturalArts.Center When No When No Gity Clerk 265.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 265.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 265.30 Advisory Groups Longer .....Longer Ppr OFR); GC§34090.7 Required .,Required.. . f 'E' m ;;2 V-FACILITIES'°-SurfeMuseumr., ., When No When No City Clerk 270.10 Administration Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Yes: Mag, Yes: After Works 270.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr Staffing When No When No Depart. 270.30 Advisory Groups Longer Longer Mag, Copies(staffing Department isPpr OFR); GC§34090.7 Required__ Reo uired 275 FACILITIES-P61kin Structures . N 'ta When No When No 1�, > � �...o_ City Clerk 275.10 Administration/Operation/ onger ' ` Longer, Mag' GC§34090 et seq. Maintenance - p Y Ppr Required Required Yds: Mag, Public ' ' Yes: After X 275.20 Capital Improvements (All) P P Before Mfr, OD, S Infrastructure; GC§34090 tzj Works {� = ) Completion Ppr Inactive p p When No When No Staffing FMag, Copies(staffing Department is Depart. 275.30 Advisory Groups Longer Longer, OFR); GC§34090.7 Required Required 28t) ;FACILITIES'-Y6 h,"''Sheiter .. :F ,. When No When No City Clerk 280.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 280.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 280.30 Advisory Groups Longer Longer; Ppr OFR); GC§34090.7 Required Required fD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N -P CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 W i [v ffice of Category ID# Records Description Retention/Disposition Comments/Reference :ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Z85'FACILITIES-'!' Center, . . ..4....Y., ... When No When N.o City Clerk 285.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr ..........._.. Public Yes: Mag, Yes: After Works 285.20 Capital Improvements(All) P P Before_ Mfr, OD S Infrastructure; GC§34090 Come n 'Pr .s Inactive ._ � I- W en No When No Staffing ,' Mag, Copies(staffing Department is 285.30 Advisory Groups Lohger Lon er Depart. tl Re uired °-' Required,..... g Ppr OFR); GC§34090.7 Re uired `- ,. sr 290•FACILITIES=Gun'iRan "Al I- + When No When No Administration/Operation-/ Mag, •Ity Clerk 290.10 s:.. Longer Longer1. _,. GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 290.20 Capital Improvements (All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 290.30 Advisory Groups Longer Long1.er Required Re uir ed Ppr OFR); GC§34090.7 FACILIT:IES•Cent`ra1.P,_ark Senior�Certer, When No When Na, City Clerk 295.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 295.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not d—licate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Category ID# Records Description Retention i Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. 295.30 Advisory Groups Longer Longer' Reuired Re uired Ppr OFR); GC§34090.7 —77', 300_� WDIT "AMP u, When No When No City Clerk 300.10 Administration Longer Longer-, Ppr' GC§34090 et seq. Req iredj x Required n M M5RQMR=; Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.20 Audits-City V 4 P P Before Mfr, OD $ ( Cornplitian 4Ppr Inactive §34090 c` 106 ON ra i f �,Y's: Mag, Yes: After Department Preference;-GC :ity Clerk 300.30 Audits-RedevelopmentAgency- tP a P Before Mfr, OD, S CC A= Completion Ppr § Inactive 34090 �a Audits-Public Facilities Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.40 P P Before Mfr, OD, S Corporation Inactive §34090 Completion Ppr Audits-Civic Center Improvements Yes: Mag, Yes: After Department Preference;GC City Clerk 300.50 P P Before Mfr, OD, S Corporation Inactive §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.60 Audits-Public Finance Authority P P Before Mfr, OD, S Inactive §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.70 Audits-Parking Authority P P Before Mfr, OD, S Inactive §34090 Completion Ppr CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N 01 cU Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-18 W N ffice of Category ID# Records Description Retention f Disposition Comments I Reference J :ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention = Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). H 310 FINANCIAL STA -EMENTS f4REP„ORTS; ' When No When,No City Clerk 310.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Yes: Mag, Department Preference-Finance Financial Statements I Treasurer's Yes: After City Clerk 310.20 P P Before Mfr, OD S also retains permanently; GC Reports-City ;.Inactive .. Complefion ,Pbr N. §34090 t a jr t i Yes: Mag, Department Preference-Finance Financial Statements/Treasurers Yes: After City Clerk 310.30 r I t P P efore Mfr, OD, �'S also retains permanently; GC Reports- Redevelopment Agency l �.- I Inactive Cc pletion—�Ppr �, §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance rc ^ �, Yes: After :ity Clerk 310.40 Reports- Public Facilrtres --P �� P Before Mfr, OD, S` also retains permanently; GC w� Corporation Completion Ppr Inactive §34090 r.� Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance Yes: After City Clerk 310.50 Reports-Civic Improvements P P Before Mfr,OD, S Inactive also retains permanently; GC Corporation Completion Ppr §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.60 Reports-Advisory Group P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.70 Reports-Cable Television P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance Yes: After City Clerk 310.80 Reports-West Orange County P P Before Mfr, OD, S also retains permanently; GC Water Board (WOCWB) Completion Ppr Inactive §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record ................____________...... Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investic fations suspend normal retention periods retention resumes after settlement. Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.90 Reports-Other City-Agencies P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 � "` i l J ,. �t . . :,. %�'lu ���ic... � ,, ,;,, /f w - ET � it r: �-i^ : �, � .. When No When No Finance 320.10 Administration Longer ;Longer g' — Finance is OFR; GC§34090.7 aired ..$r Required t 1s,. Ppr t _ ... 5 � Yes Mag, Yes: After Department Preference-Finance City Clerk 320.20 City Annual Operating P Mz P Before Mft, OD ;S y Inactive also retains permanently; GC = Completion Ppr §34090 P I t y# Ma r :ity Clerk 320.30 Preliminary Budget 2 years 2 years g' GC§34090 Ppr - Yes: Mag, Yes: After Department Preference(meets ity Clerk 320.40 Capital Improvement Budget 5 years 5 years Before Mfr, OD, S Inactive auditing standards); GC§34090 Completion Ppr Yes: Mag, Yes: After Department Preference; GC City Clerk 320.45 Unbudgeted Expenditure P P Before Mfr, OD, S Inactive §34090 Completion Ppr When No When No Mag, Preliminary documents/ City Clerk 320.50 Clerk's Working File Longer I Longer Ppr transitory records; GC§34090 Required Required When No When No Mag, Copies(staffing Department is Finance 320.60 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required City Clerk 320.70 Parking Authority 2 years 2 years Mag, 4R); pies(staffing Department is Ppr GC 34090.7 N w HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N 0C N Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK( Page CC-20 W N ffice of Category ID# Records Description Retention/Disposition Comments/Reference ;ecord Image: Destroy (OFR) Active Inactive/ Total'' Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints. audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. City Clerk 320.80 West Orange County Water Board P P Mag' GC§34090 WOCWB /Water Well Lines Ppr 330 DEBT 4'SERVICE .', When No When No City Clerk 330.10 Administration Longer Longer Ppr' Finance is OFR; GC§34090.7 Required Require..d r----. Statute of Limitations for bonds, 1 Y kr `� mortgages, trust deeds, notes or - Cancellat. Cancetgh debentures is 6 ears; Bonds :. Y Redemption Redemption Yes Until__ issued by local governments are City Clerk 330.20 General Obligation Bonds ;, years i �Y :Ppr r : or'Maturity+ or Maturity..+ Maturity A 10 years; There are specific -'-"8 years 10 years =i requirements for disposal of unused bonds; CCP§(1)&(2), L / ti 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cari,cellat.,i,11, debentures is 6 years; Bonds Revenue Bond: City and/or Redemption Redemption Yes: Until issued by local governments are City Clerk 330.30 Agency 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat, debentures is 6 years; Bonds City Clerk 330.40 Revenue Bond: Public Facilities 2 years Redemption Redemption. Yes: Until Ppr issued by local governments are Corp. or Maturity+ or Maturity,+, Maturity 10 years;There are specific 8 years 10 Years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seg. HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, andlorinvesticrations sus end normal retention periods retention resumes after settlement). Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Civic Improvement Redemption Redemption. Yes: Until issued by local governments are City Clerk 330.50 2 years Ppr Corp. or Maturity+ or Maturity+ Maturity 10 years; There are specific 8 years 10 years requirements for disposal of a unused bonds; CCP§(1)&(2), t _ r _ .. w_, 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, INA mortgages, trust deeds, notes or Oancellat.,£ Cancellat debentures is 6 ears; Bonds __ ,. 1 y City Clerk 330.60 Revenue Bond Public Finance (Redemption Redemption Yes 4' Until H issued by local governments are 2 years Ppr s Authority or Maturity or Maturity+ M #urity 10 years;There are specific - �g 8 years 10 years requirements for disposal of o �" unused bonds; CCP§(1)&(2), v, 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption Redemption Yes: Until issued by local governments are City Clerk 330.70 2 years Ppr (Notes) or Maturity+ or Maturity+ Maturity 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. When No When No Mag, Preliminary documents I City Clerk 320.80 Clerk's Working File Longer Longer Ppr transitory records; GC§34090 Required Require r-r- CD ^' HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W O N Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-22 W i ffice of Category ID# Records Description Retention/Disposition Comments/Reference ,ecord Image: Destroy (OFR) Active Inactive/ TotalLLMedia 1=Import Paper after (in office) CD or Mfr RetentionOptions M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years Ppr or Maturity+ or Maturity+ Maturity 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), ms I f-ii. ... ;._ _,..M:� ., 337.5(2); GC§43900 et seq. m �4 '.n W" " 1" f —� Z Y = �a R . I �; IN f \c'ti x �7, s HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK . Page CC-23 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). %; 340-REVENUE AND TAXATION , ,;<,' When No When No Finance 340.10 Administration Longer Langer Ppr' GC§34090 et seq. Required Required When No When No Finance 340.20 Fee Schedule Longer Longer PPr' Finance is OFR; GC§34090.7 t... Required . . r Required r- w,:, U ---1 City MetVN-`"" When No _ = Mag a F ;;.� Treasurer 340.30 Business Licenses Longer Longer Ppr Finance is OFR; GC§34090.7 _- Required Required <_c rai .r_ Yes: After Department Preference; GC City Clerk 340.50 Utilities Tax r P P Mfr, OD, S/I p € : a 2 years §34090 z - y kr Ppr 3 `: _r Ma Cd � g' == Yes: After Department Preference; GC Ity Clerk 340.55 Transient Occupancy Tax(TOT) P P Mfr, OD, S/I Ppr 2 years §34090 Mag, Yes: After Department Preference; GC City Clerk 340.60 County Taxes P P Mfr, OD, S/I Ppr 2 years §34090 When No When No Mag, Yes: When Lead Dept. 340.70 Federal Grants/Programs Longer Longer Mfr, OD, S/I Inactive Copies-GC§34090.7 Required Required Ppr When No When No Mag, Yes: When City Clerk 340.80 State Grants/Programs Longer Longer Mfr, OD, S/I Inactive Copies-GC§34090.7 Required Required Ppr When No When No Mag, Yes: When Finance 340.85 Programs/Other Longer Longer. Mfr, OD, S/I Inactive Copies-GC§34090.7 Required Required Ppr Mag, Yes: After Department Preference; GC City Clerk 340.90 Taxes P P Mfr, OD, S/I 2 years §34090 Pr CD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W tv CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 W i ffice of Category ID# Records Description Retention/Disposition Comments/Reference W :ecord g ry p p Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention-, Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). fir. ',350SPECIALASSESSMENT/%IMPROVEMENTS DISTRICTS rf �. When No When No Lead Dept. 350.10 Administration Longer Longer PPr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 350.20 Underground Utilities P P Yes Mfr, OD, S Infrastructure; GC§34090 Inactive P r r — a Reimbursement/Improvements% Completion Y�s Mag, _ Yes: After City Clerk 350.30 i t P P Before Mfr, OD, S Infrastructure; GC§34090 Assessment Districts +2 years i I Inactive Completion Ppr ..., � 4 OAR D�.�x. Y,: 0 �,.� E EV T� � __ .ELOPMEN ��' t f'Econ. !�,,� J When No WhenNo Mag._ ' )evelo 400.10 Administration �" �onger Longer, P GC§34090 et seq. p' Required Require rd p Econ. When No When No Mag' Develop. 400.20 Special Studies/Reports Longer Longer P Copies; GC§34090.7 p' Required Required p Econ. When No When No Mag, Develop. 400.30 Policy Regulations Longer Longer. P ' Copies; GC§34090.7 p Required Required p Econ. 400,35 Rosolutions�Redevnlopment� P P M=g GC§34090 Dew Ppr Mag, Yes: After Department Preference; GC City Clerk 400.40 Biennial Public Hearing P P Mfr, OD, S 2 years §34090 Ppr City Clerk 400.50 Redevelopment Closed Sessions 2 years 2 years Mag, GC§34090 pr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-25 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active InactiJel Total Media 1=Import Paper after (OFR) (in office) CD orRetention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal) erformed b v file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention eriods retention resumes after settlement. Brown Act challenges must be City Clerk 400.60 Adjourned&Special Meetings: 2 years 2 years Mag, filed within 30 or 90 days of Affidavits of Postings Ppr action; GC§§34090, 54960.1 c)(1) :. . . - _ sir. Fill KIFN qy„_- e e-h CD ^' HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W .p Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 W ffice of Category ID# Records Description Retention/Disposition Comments/Reference ;ecord Image: Destroy (OFR) Active Inactive/ Total; Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 410-;RED,EVELOPMEPIT PROJECT AREAS Mer �d Pro'eG Areas formed May_ Yes: After City 410.00 - -�- I �--- P P Mfr ODD S Prima ect Infrastructure GC§ 34090 4/1/1996 Rpr Completion Mag, Yes: After City Clerk 410.05 Redevelopment Project Areas P P Mfr, OD, S Project Infrastructure; GC§34090 * -- r ,xr� :Ppr r - - ;;Completion mm tJj. . _ ;�=Mag L :::� ;.: :Yes: After Huntington Center Redevelopment � P P Mfr, OD, Project Infrastructure; GC§34090 44 N_ City Clerk 410.10 Project Area .I 4 _ Completion �..' __ . Ppr �. Main-Pier Redevelopment Prolect r1 Mag, ° Yes: After City Clerk 410.20aP P Mfr, OD, S Project Infrastructure; GC§34090 Area P Ppr I Completion y` Mag, Yes: After CC Beach Blvd..Redevelopment-=° � �� .ity Clerk 410.25 Project Area (Beach Corridor) P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Oakview Redevelopment Project Mag, Yes: After City Clerk 410.30 Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Warner-Goldenwest Mag, Yes: After City Clerk 410.35 P P Mfr, OD, S Project Infrastructure; GC§34090 Redevelopment Project Area Ppr Completion Talbert-Beach Redevelopment Mag, Yes: After City Clerk 410.40 project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Talbert Gap Flood Control Mag, Yes: After City Clerk 410.50 P P Mfr, OD, S Project Infrastructure; GC§34090 Redevelopment Project Area Ppr Completion Southeast Coastal Redevelopment Mag, Yes: After City Clerk 410.55 Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion , HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of Tcategory ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, andlorinvesticrations suspend normal retention periods retention resumes after settlement. Mag, Yes: After City Clerk 410.60 Civic Center P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 410.65 Florida-Utica Enhancement Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag 0. Yes: After City Clerk 410.70 Commodore Circle Funding-Area 3P = P f Mfr;OD S 'roject Infrastructure; GC§34090 Ppr . Completion Mag, Yes: After City Clerk 410.80 Advisory Group Pv P iMft, OD S Project Infrastructure; GC§34090 N Ppr Completion 771, _0" 420 LAND USE CONTROL u:�� .,< WfegNo __ WhenN© ,,, tanning 420.10 Administration + Longer Lvnger P r ' GC§34090 / Maget seq. ' Required Required p When No When No Mag Planning 420.20 Policy/Regulations Longer Longer PPS' Copies; GC§34090.7 Required Required Mag, City Clerk 420.35 Signs/Sign Code/Appeals P P Mfr, OD, S No GC§34090 Ppr City Clerk 420.40 Conditional Use Permit Appeals P P Ppr' GC§34090 Subdivisions& Lot Line Mag City Clerk 420.�}5 Adjustments P P GC i�34090 EP- City Clerk 420.50 Conditional Exception Appeals P P Ppr' GC§34090 City Clerk 420.60 Final Tract Maps/Tentative Tract P P Mag, GC§34090 Maps Pr fD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 W i W ffice of Category ID# Records Description Retention/Disposition Comments/Reference J ;ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in.office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). City Clerk 420.70 Parcel Maps Release Transmittals 2 years 2 years Mag, Public Works is OFR; GC Ppr §34090.7 City Clerk 420.80 Coastal Development/Plans/ P P Mag GC§34090 Permits Appeals Ppr City Clerk 420.85 Local Coastal Program P P Ppr' GC§34090 When No, When No Planning420.90 Advisory Groups "-° ' , Lori er--- Lon er _ Mag,! Copies(staffing Department is rY p � 9 qgr- -� r Re'uired Required Ppr - OFR); GC§34090.7 "A Wtibn No 42. When No City Clerk 420.95 Your Departments Working Fileonge Longer; " Ppr' GC§34090 et seq. t Re uired Re uired 425=CODE;COMPLIANCE>%°CODE,ENFORCEMENT When No 4 When No (L21 Ity Clerk 425.10 Administration- Demolition Photos Longer Longer, P g, GC§34090 et seq. r a pr Re uired Re uired �- � .. 430-HOUSINGS%%. ,.;' ., When No When No City Clerk 430.10 Administration Longer Longer, Ppr' GC§34090 et seq. Required Required Preservation/Rehabilitation/ Mag, Yes: After P Mfr, OD, S Project Infrastructure; GC§34090 City Clerk 430.30 Relocation P Ppr Completion Mag, Yes: After City Clerk 430.50 Affordable Housing P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 430.55 Senior Housing P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr I Completion HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-29 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Mag, Yes: After Department Preference; GC City Clerk 430.60 Mobilehome Parks P P Mfr, OD, S 10 years §34090 Ppr Economic Mag, Department Preference; GC Develop. 430.70 Studies and Reports 10 years 10 years Ppr §34090 When No When No Staffing Mag Copies(staffing Department is Depart. 430.80 Advisory Groups Longer Longer, p fi'pr _ OFR); GC§34090.7 Fie aired Re aired - .4 ,440'-PLANNINGOVII , .. mZA When No 4 When No 0, 1 *-Mag, Planning 440.10 Administration I 1266-jer. Longer =Ty P r GC§34090 et seq. f Required Required p When No When No Tanning 440.20 Census Information 'Y Longer Longer Ppr' Copies; GC§34090.7 Required Required Mag, Yes: After Jty Clerk 440.30 Master Plans P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag, Yes: After City Clerk 440.40 General Plan Conformance P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag, Yes: After City Clerk 440.50 General Plan Amendments P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr City Clerk 440.60 Regional Planning 25 years 25 years Mag, Non records(department Ppr preference); GC§34090 Mag, Yes: After City Clerk 440.70 Moratoriums P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr , 'ty Clerk 440.80 Special Studies/Reports 25 years 25 years Mag, Non records(department ' Ppr preference); GC§34090 CD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W 00 r+ CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 w W ffice of Category ID# Records Description Retention/Disposition Comments/Reference ;ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Advisory Groups-Formation, Mag, Copies (staffing Department is City Clerk 440.90 Agpointments P P P r �OFR); GC 34090.7 450-ZONING ;i When No When No Planning 450.10 Administration Longer Longer Papr' GC§34090 et seq. Required Required —Mag,— s: After City Clerk 450.20 Zoning Change Case Files " P-- t P Mfr;OD —S ` ' Land Records; GC§34090 10 years Ppr ME -Mag, Yes:= Yes: After City Clerk 450.30 Specific Plans P- S $ Land Records; GC§34090 f P --- Mfr, OD, /s c,_: Ppr A10 years :ity Clerk 450.40 Special Studies/keborts � r 1t0oyears ' �� 10 years Mag' GC§34090 Ppr n.. 460-ECONOMIC:DEVELOP MEN;T ,.. When No When No city Clerk 460.10 Administration Longer Longer, Ppr' GC§34090 et seq. Required Required Industrial/Business(e.g. Auto Termination Termination, Mag, Meets auditing standards; GC City Clerk 460.30 of District+ of District+ Business District) 5 years 5 years Ppr §34090 When No When No Mag, Copies(staffing Department is City Clerk 460.35 Advisory Groups Longer Longer Ppr Copies (s §3ng De 0.7 Required I U, Required al P. 500-ANIMAL CONTROL When No When No City Clerk 500.10 Administration Longer Longer, Ppg' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 500.20 Regulations P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normallyPerformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. 51'0»EMERGENCY SERVICES ; When No When No Police or - ,Mag 51010 Administration Longer ',Longer GC§34090 et seq. .Fire Required RequiredFMfr, OD, Ppr Mag, Yes: After Department Preference; GC City Clerk 510.20 Disaster Plan 10 years 10 years S 10 years §34090 91 Yes: After Department Preference; GC City Clerk 510.30 Civil Defense A 10 years 10 years Mfr, OD, 'S . � _ 10 years §34090 MEN WE 90 r m_ 1` MEE lagN , Yes: After Department Preference; GC City Clerk 510.40 Mutual Assist anceJP. ramedics 10ears 10 years Mfr, OD 10 years §34090 Ppr M - 4 € a v j = g° Yes: After Department Preference; GC Ity Clerk 510.45 FireMed Program 10 years 10 years Mfr, OD, S 10 years §34090 r, Ppr Mag, Yes: After Department Preference; GC City Clerk 510.50 Ambulance 10 years 1 D years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.60 Hospital 10 years 10 years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.70 Geological Hazards 10 years 10 years Mfr, OD, S 10 years §34090 Pr N HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 .p O fD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 w i ,p ffice of Category ID# Records Description Retention/Disposition Comments/Reference ,ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imp1V a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 520.....'ENVIRONMENTAL PROTECTION When No When No Lead Dept. 520.10 Administration Longer Longer; Ppr' GC§34090 et seq. Required Required Mag, Department Preference; GC City Clerk 520.15 Policy/Positions 10 years 10 years Mfr, OD, S No §34090 r Hazardous Materials, Oil S ills '_�� ° _Mag' 1—1, Yes: After Claims can be made for 30 years City Clerk 520.20 etc.) ( p 30years 30 years I` Mfr, OD, S/I 10 ears for toxic subst. exposure; 8 CCR —Ppr y §3204(d)(1)et seq., GC§34090 Mag, CityClerk 520.30 Coastal Protection- Shore Oil.` P- L 1 Yes: After Copies-Department Preference; P Mfr, OD, I 10 years GC§34090.7 �T ,y Ppr r � Mag' Yes: After Copies-Department Preference; Ity Clerk 520.35 Beach Erosion P P Mfr, OD, S/ I Ppr 10 years GC§34090.7 Mag' Yes: After Copies-Department Preference; City Clerk 520.40 Oil/Methane Gas P P Mfr, OD, S/ I 10 years GC§34090.7 Ppr City Clerk 520.50 Noise Pollution 2 years 2 years Ppr' GC§34090 Lead Dept. 520.60 Energy Conservation 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Planning is OFR-Final EIRs are Mag, Yes: After required to be kept a"reasonable Planning 520.70 CEQA /EIR/ND P P Mfr, OD, S Ppr 10 years period of time"; 14 Cal Code Regs§15095(c); GC§34090.7 City Clerk 520.75 Air Quality 10 years A0 years Mag, Department Preference; GC Ppr §34090 Mag, Yes: After Code Enforcement retains Planning 520.80 Weed Abatement 2 years 2 years Mfr, OD, S 10 years originals; GC§34090.7 Pr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complain , audits,pending records requests, and/or investic rations sus end normal retention periods retention resumes after settlement). Lead Dept. 520.85 Orange County Vector Control 2 years 2 years Mag, Department Preference; GC Ppr §34090 When No When No Staffing Mag, Copies(staffing Department is Depart. 520.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required y 530-POLICE PROTECTION W hen-_No� Lead Dept. 530.10 Administration When No Magma p Longer Longer Ppr GC§34090 et seq. Fequired Required €54 p Lead Dept. 530.20 Helicopter Pro ramp t 1-ears ., 10 years Mag, Copies-Department Preference; P P 9 ,Y r ppr GC§34090.7 Rx Mag, Copies-Department Preference; Lead Dept. 530.30 Police Towing Program 10 years 10 years = P r GC 34090 7 g540-FIRE PROTECTION `2P When No When No )ad Dept. 540.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required oCONTROL- 550-FLOOD W When No Whe g°No Lead Dept. 550.10 Administration Long er Lon er Ppr' GC§34090 et seq. Required Required Mag, Yes: After Department Preference; GC City Clerk 550.20 Flood Control Districts I Channels P P Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 550.40 Drainage P P Mfr, OD, S Ppr 10 years §34090 Mag, Yes: After Department Preference; GC City Clerk 550.50 Reports/Studies P P Mfr, OD, S Pr 10 years §34090 �-i w HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-34 W .p PFice of Category ID# Records Description Retention/Disposition Comments/Reference W ;ecord Image: Destroy (OFR) Active Inactive/ „ Total Vitah Media 1=Import Paper after (in office) CD or Mfr Retention'` Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. 520.70 Advisory Groups Longer Longer, Ppr OFR); GC§34090.7 Required Re aired x, 7 560-PARKING'CONTROL When No When No Lead Dept. 560.10 Administration Longer Longer: Ppr' GC§34090 et seq. PRIMx.°,. ,,. Requiredq Required r'_r — ._ --; g —Ma r .tµ ( t , City Clerk 560.20 Enforcement Reguli bon :P P Mfr, OD, ig" Yes: After Department Preference; GC n r 10 years §34090 £' I _ l._..` --_Ppr Mag' ¢; Yes: After Department Preference; GC City Clerk 560.30 Signs P P q Mfr, OD, S Ppr 10 years §34090 :r = Ma ems" g' Yes: After Department Preference; GC Ity Clerk 560.35 Parking Meters/Lots P P Mfr, OD, S Ppr 10 years §34090 Residential Parking Permits/Cul Mag, Yes: After Department Preference; GC City Clerk 560.40 de Sac Parking/Diagonal/Parking P P Mfr, OD, S 10 years §34090 Districts Ppr Staffin When No When No Ma art. 560.60 Advisory Groups Longer Longer, P g' GC§34090 et seq. pDr Required Re uired p 570;•PUBLIC WELFARE When No When No City Clerk 570.10 Administration Longer Langer Ppr' GC§34090 et seq. Required Required. Lead Dept. 570.20 Drug&Alcohol Abuse 2 years 2 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 570.30 TObscenity/Pornography 10 years 10 years Mag, Copies- Department Preference; Ppr GC 34090.7 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record 7 Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention,, Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full We folder(e.g.last document+2 years), since destruction is normally performed by file folder. Lit i ation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Mag, Yes: After Department Preference; GC City Clerk 570.40 Handicapped P P Mfr, OD, S Ppr 10 years §34090 Social Services Organizations/ Mag, Copies-Department Preference; Lead Dept. 570.50 5 years 5 years Groups Ppr GC§34090.7 F7 Mag, Yes: After City Clerk 570.60 Nuisance Abatement Lien�- P Mfr, OD S Land Records; GC§34090 T . - _ w = ppr 70 years When No When No Staffing Longer 570 (FIN Mag, . Copies(staffing Department is Depart. .70 Advisory Groups Re ug etl xx r Re ced Ipr OFR); GC§34090.7 580TRAF„FIC.GONTROL y When No , When No Ma ;ad Dept. 580.10 Administration NNW ;Longer Ppr' GC§34090 et seq. Required Required 'ad Dept. 580.30 Special Studies/Reports 3 years 3 years Mag, Copies-Department Preference;Ppr GC§34090.7 Mag, Copies-Department Preference; Lead Dept. 580.40 Enforcement 15 years 15 years.-.- .......... Ppr GC§34090.7 City Clerk 580.50 Control Devices P P MfMr, OD, S ag Yes: After Department Preference; GC 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 580.60 Regulations/Speed Limits P P Mfr, OD, S 10 years §34090 Ppr Lead Dept. 580.70 Pedestrian Safety 3 years 3 years Mag, Copies-Department Preference;Ppr I GC§34090.7 Lead Dept. 580.80 Bicycle Safety/Equestrian Safety 3 years 3 years Mag, Copies-Department Preference; Ppr GC 34090.7 r-� r+ N HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-36 W .� ffice of Category ID# Records Description Retention I Disposition Comments I Reference ;ecord Image: Destroy (OFR) Active Inactive I Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. 580.90 Advisory Groups Longer .Longer, Ppr OFR); GC§34090.7 Required Re uired 590... SENIOR CITIZENS :- r:; M When No L Lead Dept. 590.10 Administration Longer Ppr' GC§34090 et seq. - Re uired F. Required -� -� y q , Tender Loving Care- Meals'"on ` ` 1 G� Mag,` " � rt!� "°"`' Copies- Department Preference; Lead Dept. 590.30 5 years Ppr GC§34090.7 Wheels/Feedback oundation�'�^ When NoStaffing r Ma Co ies staffin De artment is 590.40 Advisory Groups zh '' Longer � g' p ( g pDepart. Ppr OFR); GC§34090.7 Reuired r 600 AGREEMENTS/CONTRAC I"S ,.. - 011 L_.. ... t Mag, " a y Administration Cit C►er[£s `1 '' and Dept. 600.05 Carrespondence} 2'years 2 years Ppr ( GC§34090 et seq. Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.10 Professional Services Agreements Before Mfr, OD, S + 10 years + 1D years Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a),337.15, 343; GC 34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 Office of 7category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imul a full file folder e. . last document+2 ears, since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investiciations suspend normal retention periods retention resumes after settlement. Statewide guidelines propose completion +5 years for non- capital improvement contracts& completion +4 years for Completion Completion; Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.15 Federal Agreements +5 years +5 years Before Mfr, OD, S Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years t = HE 37-11 MINE for Errors&Omissions; CCP f NO §§337. 337.1(a), 337.15, 343; GC §34090 Sun Statewide guidelines propose ' completion+5 years for non- ( capital improvement contracts& Y .0 1'es: Mag, completion +4 years for 'i Completion Completion ty Clerk 600.20 State Agreements Before Mfr, OD, S Yes: After transportation and concessionaire ' +5 years +5 years Completion Ppr Inactive agreements. Statute of Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15,343; GC §34090 Statewide guidelines propose completion+5 years for non capital improvement contracts& completion +4 years for Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.25 County Agreements Before Mfr, OD S +5 years +5 years , , Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15,343; GC 34090 r+ W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 -P r+ CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-38 W i .p ffice of Category ID# Records Description Retention/Disposition Comments/Reference J :ecord Image: Destroy (OFR) Active Inactive I Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normallyperformed b file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). All infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Yes: Mag, Statute of Limitations is 4 years; City Clerk 600.30 Redevelopment Agency P P Before Mfr, OD, S Yes: After 10 years for Errors&Omissions; Completion Ppr Inactive CCP§§337. 337.1(a), 337.15, F t� Ew 'r;._•_J� 343; GC§34090, Contractor has -� t t - retention requirements in 48 CFR f :,a ? m• x.: 4.703 Statewide guidelines propose t r completion +5 years for non- L 1 N I capital improvement contracts& completion +4 years for Yes: Mag, Completion Completion C Yes: After transportation and concessionaire aty Clerk 600.35 Concession Agreerrients..__­.N + years + years Before Mfr, OD, 1S Inactive agreements. Statute of Completion Ppr t� Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Yes: Mag, Administrative&legal value City Clerk 600.40 Joint Powers Agreements (JPAs) P P Before Mfr, OD, S No (Emergency Preparedness), GC Expiration Ppr §34090 Statewide guidelines propose completion +5 years for non- Yes: Mag, capital improvement contracts. Completion Completion Yes: After City Clerk 600.45 Franchises +5 years +5 years Before Mfr, OD, S Inactive Statute of Limitations is 4 years; Completion Ppr 10 years for Errors&Omissions; CCP§§337. 337.1(a), 337.15, 343; GC§34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 11.0 RECORDS (RETENTION SCHEDULE: CITY CLERIC Page CC-39 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Agreements&Cash Contracts- Other City Entities: ALL INFRASTRUCTURE: All infrastructure,JPAs, &Mutual Aid contracts are permanent for Architects, buildings, bridges, emergency preparedness; drainage, park improvements, Yes Mag, Statute of Limitations is 4 years; Yes: After City Clerk 600.50 Public Works reservoirs sewers, P P Before Mfr OD S 10 years for Errors&Omissions; - x Inactive sidewalks, signals street& (ley PON CoWletion Ppr CCP§§337. 337.1(a), 337.15, improvements utilities,water } 343; GC§34090, Contractor has wheelchair ramps tc. m retention requirements in 48 CFR 4.703 Al Exceptions: Landscaping, street ` paving Ar V, „n fKE _ Statewide guidelines propose Agreements&Cash t6r tracts � i completion +5 years for non- �a Approved by Council: NOW capital improvement contracts& INFRASTRUCTURE: Yes: Ma completion +4 years for Completion Completion g, Yes: After transportation and concessionaire City Clerk 600.55 Before Mfr, OD, S Consultants, Landscaping, Slurry + 10 years +10 years Inactive agreements. Statute of Completion Ppr Seals,Tree Trimming, Leases, Limitations is 4 years; 10 years Professional Services, Demolitions for Errors&Omissions; CCP (Not Infrastructure projects) §§337. 337.1(a), 337.15, 343; GC §34090 Agreements&Cash Contracts EEOC/ADEA(Age)requires 1 Approved by Council: Yes: Mag, year after benefit plan City Clerk 600.60 P P Before Mfr, OD, S No termination; State Law requires 2 Retirement Agreements(PERS} Expiration Ppr years after action; 29 CFR 1627.3(b)(2); GC§§12946, 34090 fD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 -P 00 CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-40 W i .1�, ffice of Category ID# Records Description Retention/Disposition Comments I Reference :ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention,; Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed bV file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi.c fations sus end normal retention periods retention resumes after settlement). Agreements&Cash Contracts - Other City Entities: Mag, City Clerk 600.65 Title Insurance, Land Records P P Yes(all) Mfr, OD, S No GC§34090 � tsbdivistt�n L-L4��¢L€at L+r�e- Ppr ,&{1-et--9p4- Agreer-ents}) Agreements Approved bV5Cour Coil __ � 4 'fi :.i Yes. Mag, EEOC/FLSA requires 3 years for Expiration+ ` Expiration+ f- F City Clerk 600.70 1 p ;; p Before Mfr, OD, t.. MOUs; State requires 2 years; 29 MOUs-Memorantlas of 153years 15 years I + Understandingt` Expiration- -Ppr CFR 516.5, GC§§12946, 34090 % - I�I [� Statewide guidelines propose 1 1 completion +5 years for non- capital improvement contracts& completion+4 years for MSC(Miscellaneous Service Completion Completion; Yes: Mag, Yes: After transportation and concessionaire ! :ity Clerk 600.90 Before Mfr, OD, S Contracts) +5 years +5 years Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC 34090 AS/ Completion Completion:. Mag, Purchasing 600.95 Purchase Orders +5 years +5 years Ppr Copies; GC§34090.7 City Clerk Agreements&Cash Contracts: Bid Opening Bid Opening. or (various) Unsuccessful Bids +2 years +2 yews Ppr GC§34090 Purchasin y "610 W°°INCURPORATIOM.::,, y f- Mag, City Clerk 610.10 Articles of Incorporation P P Mfr, OD, S No GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-41 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan QCV? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Uniform Codes(e.g. Uniform Mag, Department Preference; Non City Clerk 610.15 Building Code, etc.) P P Ppr records-can be obtained from the State, if required; GC§34090 Mag, City Clerk 610.20 Charter P P Mfr, OD, S No GC§34090 Ppr _, City Clerk 610.30 Annexations �,. P - P ` h7ifr`OD5 - No GC§34090 Ppr MEN Department Preference; Non Local Agency Forr)iation INN-, Mag, records-can be obtained from City Clerk 610.40 4 years - 4 years "" - Commission (LAFCo;) Ppr the LAFCo if required; GC f 34090 620.,:ELECTIONS H;l�,'.., 61 c :ity Clerk 620.10 Administration 10 years 10 years Ppr' GC§34090 et seq. U, Elections-Roster of Voters,Voter Mag, City Clerk 620.15 Index 5 years 5 years Mfr, OD, EC§§17300, 17001 Ppr General Municipal Elections- City Clerk 620.20 HISTORICAL File (Sample ballot, P p MM, OD, S No Retained for Historical Value, GC calling, consolidation, canvass, Ppr §34090 affidavits, etc.) Results or Results or Not accessible to the public;The Final Final 8 month retention applies after Elections-Petitions(Initiative, Examination IlExamin:- ation election results, or final City Clerk 620.25 Ppr Recall or Referendum) if No if Na examination if no election. Election + 8 election + 8 Applies unless a legal/FPPC MO. proceeding. EC 17200, 17400 CD v' HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Cll O r+ CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 W r (j) ffice of Category ID# Records Description Retention/Disposition Comments/Reference ,ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). .......... Special/Other Municipal Elections-HISTORICAL File Mag, City Clerk 620.30 (Sample ballot, calling, P P Mfr, OD, S No Retained for Historical Value, GC consolidation, canvass, affidavits, Ppr §34090 etc.) Department Preference; No Duration iof buratr 11 on;of specific legal requirement; Elections-Candidate Statements 1 � - : ----� ��n. �- After 2 Statewide guidelines propose 4 City Clerk 620.35 s Office+4 Office+4 �- Ppr S%M�/I p p (to be printed in the sample ballot)_ years years; recommend term +4 years years years' , J ` for administrative value; GC§ 34090 ( ..d No specific legal requirement; Statewide guidelines propose 2 .it Clerk 620.40 Elections-Preanct;Ma s � k` 2> ears2 ears Mag' u-F ears; Count Clerk sends to y111r, Ppr Y YY Secretary of State; EC§17501, GC§34090 Department Preference; Statewide guidelines proposes 4 years for successful candidates, Mag, 2 years for unsuccessful; CA law City Clerk 620.45 Elections- Nomination Papers 8 years 8 years Mfr, OD, states term of office and 4 years Ppr after the expiration of term and does not delineate between the two; EC§17100 City Clerk 620.50 Regulations/Procedures Superseded Superseded Mag, Department Preference; GC - +2 years +2 years Ppr §34090 Elections-Assessment District City Clerk 620.55 2 years tears_ PPr GC §5,3753 c ? Ballots- Pro . 218 .�roceeciin s HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not clunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/2 1/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-43 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total" Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Elections-Vote-bv-Mail 4septx 4 Applications, Roster of Vote-by- Mail Absentee Applications, Envelopes, Ballots After Election, After Recount,Assessment EC§§17505, 17302, 17306, tr+e�s-{Preo-2-8} u , _ City Clerk 620.60 } 6 mo. 6 rno. Ppr 17503, 17304, and CA Challenged and Assisted,,Voters -. > Constitution Article XIII Lists, Inspectors Reipts`far - ME Ballots, Precinct officersk _IN Appointments Tali, Sheets, Copes ty m of Voter Index and-Record of Ez- Polling Places i = 7: 1 Department Preference; Statute k of Limitations: Public official misconduct is discovery of Mag, offense+4 years, retirement Oaths of Office: Other(required of Yes:When :ity Clerk 620.65 P P Mfr, OD, S benefits is 6 years from last all"City Officers") Ppr Inactive action;statewide guidelines propose Termination+6 years; GC§§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Department Preference; No City Clerk 620.70 Elections-Certificates of Election 8 years P P Ppr S Yes: After specific legal requirement; Inactive Statewide guidelines propose 4 years; GC§34090 Elections-Campaign Reports Mfr, OD, After 2 Paper must be retained for at City Clerk 620.75 (FPPC 400 Series Forms): 7 years 7 years S Ppr years least 2 years; GC§81009(b)(g) OTHER COMMITTEES (PACS) Elections-Campaign Reports r'ity Clerk 620.80 (FPPC 400 Series Forms): 2 years P p Mfr, OD, S After 2 Paper must be retained for at SUCCESSFUL CANDIDATES Ppr years least 2 years; GC§81009(b)(g) fD Elected Officials HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Vt N (D Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 W (j) ffice of Category ID# Records Description Retention/Disposition Comments/Reference W ;ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement Elections-Campaign Reports Paper must be retained for at City Clerk 620.85 (FPPC 400 Series Forms): 5 years 5 years Ppr least 2 years; re §ined fo at UNSUCCESSFUL CANDIDATES Elections-Campaign Reports City Clerk 620.90 (FPPC 400 Series Forms): 4 years 4 years Mfr, OD, S After 2 Paper must be retained for at THOSE NOT REQUIRED TO FILE Ppr years least 2 years; GC§81009(f) ORIGINAL WITH CITY_CLERK When No` . When No City Clerk 620.95 Clerk's WorkingFile' Lon er r_ Mag - Preliminary documents/ y g Longer Ppr transitory records; GC§34090 Required R.e=; l y mow,.. 630-L'EG/�►h OPERATIONS,,.,,;' h City = : When No ' ' When No ` Ma 630.10 Administration Longer Longer g' Copies; GC§34090.7 kttorney v ,; / Ppr Required Fequired Mag, Yes: After Department Preference; GC ;t Ity Clerk 630.30 Legal Opinions P P Mfr, OD, S Ppr 10 years §34090 city Attorney 630.40 Litigation 2 years 2 years Ppr' Copies; GC§34090.7 Superseded Superseded Mag, City Clerk 630.50 Legal Procedures +2 years +2 years Ppr GC§34090 Ethics Training Certificates for City Mag, City Clerk 630.55 5 years 5 years GC§53235.2(b) Council Boards ar7d Commissions Ppr City Clerk 630.60 Conflict of Interest Code Superseded Superseded Mag, Department Preference; GC +2 years +2 years Ppr §34090 FPPC 700 Series Forms (Statement of Economic Interests): Mag, City maintains original City Clerk 630.65 DESIGNATED EMPLOYEES 2 years 5 years 7 years Mfr, OD, S Yes statements; GC§81009(e)(g) (specified in the City's Conflict of Ppr Interest code HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS (RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total; Media 1=Import Paper after (OFR) Vital. (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears, since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, endin records re uests, and/or investi ations suspend normal retention periods retention resumes after settlement). FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected &not City maintains copies only; City Clerk 630.70 elected. Includes City Council 2 years 2 years 4 years Mfr, OD, S After 2 original statements are filed with Members, Planning Commission Ppr years FPPC; GC§81009(f)&(g) Members, City Manager, City Treasurer&City Attorney)— FPPC 700 Series form'sI(Sfatement �, *�� est t g' City maintains original City Clerk 630.75 of Economic Inters): Boards' 2-years 5j, ars 7 years Mfr, OD, Yes and Commissions statements; GC§81009(e)&(g) =. t; Ppr pp Brown Act challenges must be filed within 30 or 90 days of rN action; Statute of Limitations on Affidavits of Postings Notices � _ Municipal Government actions is ,. (includes copre�rf ur�delrverable Mag, f ` 3-6 months; Statute of lty Clerk 630.80 2 years 2 years envelo es , Proof of Publications, Ppr Limitations for mailings for etc-Ordinances annexations, special districts, bonds is 60 days; CCP§§337 et seq, 349.4; GC§§34090, _.................. 54960.1(c)(1) FPPC 700 Series Forms Mag, City maintains original City Clerk 630.85 (Statement of Economic Interests) 2 years 5 years 7 years Mfr, OD, S Yes statements; GC§81009(e)(g) by Department) Ppr When No When No City Clerk 630.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Vl cD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-46 W (j) Pfice of Category ID# Records Description Retention/Disposition Comments/Reference (J" :ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is complete , and im I a full file folder e. . last document+2 ears, since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. ,i 640,.,.LEGISLATION rr 01 Mag, City Clerk 640.10 Ordinances/Amendments P P Yes: All Mfr, OD, S No GC§34090 Ppr City Clerk 640.15 Uniform Codes Adopted by P P Yes: All Mfr, OD, S No Department Preference; GC Reference _ §34090 — -r Ppr a Codification (City GI 'rk's workm5 ' Ma L y �' City Clerk 640.20 2-years ars 2 ye g' GC§34090 file) .. f _ Ppr City Clerk 640.30 County 2 years 'F 2 years tr_—• Mag, Department Preference; GC __._Ppr 34090 City Clerk 640.40 State PNN M t '� Mag, t Department Preference; GC Y 24years t 2 years sd u '-., Ppr §34090 .. � 'it Clerk 640.50 Federal 2,° Mag, Department Preference; GC Y years s== ` 2 yearsLl Ppr §34090 When No When No:ity Clerk 640.90 Your Departments Working File Longer LongerPpr' GC§34090 et seq. Required Required r1650 .REAL"PROPERTY When No When No Lead Dept. 650.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Acquisitions(Deeds;Title Reports, Mag, City Clerk 650.20 P P [Yes: All Mfr, OD, S No GC§34090 etc.) Ppr Acquisitions- Parks/Fire Stations Mag, City Clerk 650.40 (Deeds, Title Reports, etc.) P P Yes: All Mfr, OD, S No GC§34090 Ppr Acquisitions-Eminent Domain Mag, City Clerk 650.50 P P Yes: All Mfr, (Deeds, Title Reports, etc.) , OD, S No GC§34090 Pr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-47 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total', Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears, since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investic rations suspend normal retention periods retention resumes after settlement). City Clerk 650.60 Tax Collector's Sales (notification of 2 years 2-years Mag' GC§34090 County surplus property) Ppr Mag, City Clerk 650.70 Surplus Property/Property Sold P P Yes: All Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 650.80 Easements/Deeds/Quitclaims P�._Y P Yes All Mfr OD S No GC§34090 IRA F'pr, k w When No When No 1 _, City Clerk 650.90 Your DepartmentsMorking File Lodger w� Longer rip i Mag' GC§34090 et seq. R uired WIN Re uired r- '`;Ppr %700»PER OPdNEL ADMINISTRATION " Amendments to CityXIassificatiorr' t Mag, Department Preference; GC "'ity Clerk 700.10 � 154ears _ 15 years Plan tl Ppr §34090 Mag, Department Preference; GC ity Clerk 700.20 Personnel Policies/Procedures 15 years 15 years Ppr §34090 ti :ity Clerk 700.30 Surveys/Studies 10 years 10 years Mag, Department Preference; GC Ppr §34090 When No When No Resources Human700.40 Assistance Programs Longer Longer PPg' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 700.50 Retirement Benefits(PERS) P P Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes: After City Clerk 700.55 Deferred Compensation P P Mfr, OD, S 10 years GC§34090 Ppr Human 700.60 Recruiting and Selection 2 years 2 years Mag' GC§34090 Resources Ppr CD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Vl N Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 W ffice of Tcategory ID# Records Description Retention/Disposition Comments/Reference 'J ;ecord Image: Fea (OFR) Active Inactive/ Total Vital? Media 1=Import (in office) CD or Mfr Retention Options M=Mfr S=Scan If the record is not listed here, refer to the Retention for Clt -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). When No When No AS/Human Mag, Copies(staffing Department is Resources 700.70 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required When No When No City Clerk 700.80 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required 'FQ- _*Mag, wYes: After City Clerk 700.90 Elected Officials P P r Mfr;)OD - --,S ,> GC 34090 n ^^ 10 years § Ppr 710'-TRAIi�I1�G'FANb.'EMPLOYMEWT PROGRAMS.. When Noy When No 1, ? .t Lead Dept. 710.10 Administration �_ Longer Longer Ppr' GC§34090 et seq. n; Required .} Required ;/Human f t Ma `' Department Preference-Copies; 710.20 Employee Development- .. ..° ' 5'years = '= 5 years t g' t p p esources Ppr GC§34090.7 >/Human Mag, Department Preference-Copies; 710.30 Youth Employment Services 5 years 5 years C a esources Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; Resources 710.40 Organizational Development 5 years 5 years Ppr �GC 34090.7 720-°;EMPLOYEE RELATIONS N" AS/Human When No When No Ma Resources 720.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required AS/Human When No When No Ma Resources 720.20 Bargaining Units/Associations Longer Longer Ppr' Copies; GC§34090.7 Required I I Required: ;.: y ,,.. :'80d-STREETS t HIGHWAYS AND FREEWAYS Public Works 800.10 Administration P P Ppr' GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-49 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and impl a full file folder e. . last document+2 ears, since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Mag, Yes: After City Clerk 800.20 Street Improvements P P FYes Mfr, OD, S project Infrastructure; GC§34090 Ppr completion WorksPublic 800.30 Federal Aid Urban (FAU Program) 3 years 3 yearsPpr' Copies; GC§34090.7 Public Intermodal Surface Transportation Mag, 800.35 3 years 3 years Copies; GC§34090.7 Works Efficiency Act(IST,EA) _,-- Public Orange County Arterial Highfivay 3 years m a 3 years . Mag' 800.40 Copies; GC§34090.7 Works Financing Prograrn'AHFP) a Ppr , Orange County Cott7tined _ � Public ( - g 800.45 Transportation Authority Funding M 3 years D 3 years � _ a Copies; GC§34090.7 Works Program (OCCTA) rIN Pr Mag, Yes: After Vacations/Aband riments/ Asnv P P Yes(all) Mfr, OD, S== project Infrastructure; GC§34090 It Clerk 800.50 - y Dedications r :_�`' �.� r Ppr completion Mag, Yes: After :ity Clerk 800.55 Rights of Way P P [Yes:(all) Mfr, OD, S project Infrastructure; GC§34090 Ppr completion Street Openings-Closures/ Mag, Yes: After City Clerk 800.60 P P Yes (all) Mfr, OD, S project Infrastructure; GC§34090 Extensions Ppr completion Street Names/Changes/ Mag' Yes: After City Clerk 800.70 Numbering P P Yes(all) Mfr, OD, S 10 years Infrastructure; GC§34090 Mag, Yes: After City Clerk 800.90 Precise Plan of Street Alignment P P Yes(all) Mfr, OD, S 10 years Infrastructure; GC§34090 Ppr When No When No City Clerk 800.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required r+ C1) HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 cD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-50 W c_h ffice of Category ID# Records Description Retention/Disposition Comments/Reference :ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention : Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention perinds retention resumes after settlement). X, R1WN1111 810 SOLiD WASTEWMANAGEMENT Public When No When No Ma Works 810.10 Administration Longer Longer P g' GC§34090 et seq. Required Required p Public 810.20 Refuse Collection/Landfill/ P P Mag, Department Preference-Copies; Works Dumps j Ppr GC§34090.7 Public g10.30 Litter Control ( ; 5 ears --Mag Department Preference-Copies; Works w m 5 years...:, > Y �. PF r! .. ..;m ' IGC§34090.7 Mag, C ` Meets auditing standards; GC City Clerk 810.40 Rates 5':years 5 years §34090 ' t g I _Mag, Public , 1` i Yes: After Department Preference; GC§ 810.60 Recycling Programs'/Plans P P Mfr, OD, 5 Works � � Ppr �, 10 years 34090 5820-WATERWAYS _. Public When ` ,: Mag. No When No Works 820.10 Administration Longer Longer Ppr GC§34090 et seq. Required Required Mag, Yes: After City Clerk 820.20 Waterway/Pierhead Lines P P Yes Mfr, OD, S 10 years Infrastructure; GC§34090 Ppr When No When No Staffing Advisory Groups(Bylaws are Mag, Copies(staffing Department is Depart. 820.30 Longer Longer p permanent) Required Re uired L Ppr OFR); GC§34090.7 ar; $ SI 30 DEWALKS ' w 830.10 Administration P P Mag, GC§3409 Public Ma 0 et seq. Works Ppr Sidewalks/Curbs/Gutters/ Mag, Yes: After City Clerk 830.20 Driveways/Pedestrian Bridges/ P P Yes Mfr, OD, S 10 years Infrastructure; GC§34090 Wheelchair Ramps Ppr HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d—licate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan QC. I If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention eriods retention resumes after settlement). "840-INFRASTRUC,TURE ¢!: 'i,,,'. Public When No When No Ma Works 840.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Works 840.20 Studies and Reports 10 years 10 years Public Ppr' Copies; GC§34090.7 When No- When No Staffing Advisory Groups (Ry(aws ae sMag,- Copies(staffing Department is 840.50 Longer Longer rr Depart. permanent) Re uired ( Ppr OFR); GC§34090.7 Re uired .. w ,.. �- 90p ARTS ,,,;,;;; When No- When NO = i Lead Dept. 900.10 Administration �s L_ohger Longer Mag' " GC§34090 et seq. p _ Required Required P r Whin No =, When No 1Ybs: CZ Comm. Mag, Copies(Community Services is >ervices 900.20 Special Events Longer Longer Before Ppr OFR); GC§34090.7 Required Required Event amity Clerk 900.30 Gifts I Acquisitions 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 When No When No Staffing Mag, Copies(staffing Department is Depart. 900.40 Advisory Groups Longer Longer......, Ppr OFR); GC§34090.7 Required Re uired r iEd 0 ��r . 91 •WIS RIC PRESERVA�1C'�'P� oa,. � ,. A , Lead Dept. 910.10 Administration P P11 Ppr' GC§34090 et seq. Mag, City Clerk 910.20 City History P P Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 910.30 Historical Preservation P P Mfr, OD, S No GC§34090 Ppr CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O� O C Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 W i ffice of Category ID# Records Description Retention/Disposition Comments/Reference .ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, City Clerk 910.35 Archaeological Resources P P Mfr, OD, S No GC§ 34090 Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 910.40 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required ..Required When-No— When No City Clerk 910.50 Your DepartmentsMorking-File Longer Longer P g'° GC§34090 et seq. 7151 Re wired Required = P r SRI Magma ; City Clerk determines historical y Cit Glerk 910.60 Historical_Recardsl p i P f )r OD f E No retards GC 34090 t e 3 : _' e� / :: Mag, :ad Dept. 920.10 Administration P P Ppr GC§34090 et seq. Mag, Yes:After :ity Clerk 920.20 Master Plan-Parks P P Mfr, OD, S GC§ 34090 Ppr 10 years Mag, Yes:After City Clerk 920.30 Regional Parks P P Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.40 City Parks P P Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.50 Huntington Central Park P P Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.60 Shipley Nature Center P P Mfr, OD, S 10 years GC§ 34090 P r HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not diinlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-53 O Recordffice of Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Mag, Yes:After City Clerk 920.70 Equestrian Center/Equestrian P P Mfr, OD, S years GC§34090 Ppr When No When No.,-. Mag, Copies (staffing Department is Depart. 920.80 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Reg,uired H AN r, 930 TRAILS Lead Dept. 930.10 Administration �` Fth 1P Ppr §P Mag' GC 34090 et seq � rmy ,�!►a9, F Yes:After City Clerk 930.20 Master Plan- Paths&Trails = P P -Mf`r, OD, S 10 years GC§34090 } Ppr 94,01!;"TRAPISPORTATIOPI"SERVlCES r Mag,-, ,_ �, :ad Dept. 940.10 Administration 2`years 2 years Ppr GC§34090 et seq. :ity Clerk 940.20 OCTD 10 years 10 years Mag, Department Preference; GC§ Ppr 34090 7City Clerk 940.30 Special Transportation Programs 10 years 10 years Mag, Department Preference; GC§ Ppr 34090 Mag, Yes:After City Clerk 940.50 Plans/Studies/Reports P P Mfr, OD, S 10 years GC§34090 Ppr Lead Dept. 940.60 Taxi Cab Rates/Permit Fees 2 years 2 years PPr' GC§34090 When No When No Orange County Transportation Mag, OCTC 940.80 Commission (OCTC) Longer Longer Ppr Non-records; GC§34090 et seq. Re uired Re uired -LIBRARY SERVICES , Library 950.10 Administration 2 years 2 years MagPp' GC§34090 et seq. CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 N cU Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-54 W i Ifice of Category ID# Records Description Retention/Disposition Comments/Reference W ;ecord g ry p p Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Special Events/Programs/ Mag, Department Preference-Copies; Library 950.20 10 years 10 years Reports Ppr GC§34090.7 When No When No Staffing Mag, Copies(staffing Department is Depart. 950.30 Advisory Groups Longer Longer Required Ppr OFR); GC§34090.7 Re uired ,.. o 960.-w MMUNITY°EVENTS:-I a� -- � ,.. —Mag, --- Lead Dept. 960.10 Administration �tx �„ , 2 years __„ 2 years j GC§34090 et seq. 11 ti J -Ppr —t - "' :., Yes: Mag, Copies(Community Services is Comm. ; ., Services 960.20 Special Events General 2yearsF 2years Before__ Ppr OFR); GC§34090.7 f [Sent - , E t__ � Y.es: Mag, Copies(Community Services is Comm. g60.30 Fourth of July Celebration 2 years ' 2 yea 11 rs Before >ervices Ppr OFR); GC§34090.7 Event Yes: Comm. Mag, Copies(Community Services is 960.40 Community Festival 2 years 2 years Before iervices Ppr OFR); GC§34090.7 Event Yes: Comm. Mag, Copies(Community Services is Services 960.50 Walks/Races/Runs 2 years 2years Before Ppr OFR); GC§34090.7 Event Yes: Comm. Mag, Copies(Community Services is 960.60 Surfing Contests 2 years 2 years Before Services Event Ppr OFR); GC§34090.7 Staffing Mag, �OOF pies (staffing Department is Depart. 960.70 Advisory Groups 2 years 2 years Ppr R GC 34090.7 �fI 0t10-,WATER SER1l[CESr,,. Lead Dept. 1000.10 Administration P P Ppr' GC§34090 et seq. City Clerk 1000.20 Rates/Fees 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dimlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-55 Fed' Category ID# Records Description Retention/Disposition Comments/Reference __________........................ Image: Destroy Active Inactive/ Total Media 1=Import Paper after (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, endin records re uests, and/or investi ations suspend normal retention periods retention resumes after settlement. Mag, Yes:After City Clerk 1000.50 Master Plan P P Mfr, OD, S GC§34090 Ppr 10 years Public West Orange County Water Board Mag, Works 1000.70 (WOCWB)Agendas P P Ppr Non-records; GC§34090 et seq. Public 1000.75 Metropolitan Water District 2 years 2 years Mag, Non-records; GC§34090 et seq. Works Public . _ IVlag,r .; 1000.80 Orange County Water Distract 10 P P T Non-records; GC§34090 et seq. Works t Ppr Public 1 Mag, 1000.85 Quality Control P - P - *. Copies; GC§34090.7 Works A 01 Mag, Conservation/Water Reclamation'/ Yes:After City Clerk 1000.90 Water Management Plan ze �P P = Mfr,P OD, Mo.§ 10 years GC§34090 pr 11„ �.,. )ad Dept. 1010.10 Administration 2 years 2 years Pp' GC§34090 et seq. City Clerk 1010.20 Rates/Fees 5 years 5 years Mag, Meets Auditing Standards; GC P r U4090 1020-SEWERS/SANITATION-WASTEWATER MANAGEMENT Public 1020.10 Administration P P Mag' GC§34090 et seq. Works Ppr Mag, Yes:After City Clerk 1020.20 Capital Improvements P P Mfr, OD, S 10 years GC§34090 Ppr City Clerk 1020.50 Other Agencies/Districts 2 years 2 years Mag, Department Preference; GC Ppr §34090 et seq. Public Mag, Department Preference; GC Works 1020.60 Policies&Procedures P P Ppr §34090 et seq. Public Mag, Department Preference-Copies; Norks 1020.70 Special Studies/Reports 10 years 10 years Ppr GC 34090.7 W HUNTINIGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 -IP r+ CD Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-56 W ffice of Category ID# Records Description Retention/Disposition Comments I Reference ;ecord Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). `1040='PUBLIC UTILITIES Lead Dept. 1040.10 Administration 2 years 2 years Pag' GC§34090 et seq. P City Clerk 1040.20 Electric Utilities P p Mag, Department Preference; GC§ P r 134090 -T wop it L_3 F—Z rih >> --� 1 - l� HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Devised' A/2 1/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan OC Imaged& 'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is com leted, and im 1 a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Human Accident, Emergency, Incident, Copies- Copies- Resources/ Injury, Emergency and Property When No When No Mag, Copies retained for reference; Risk 180.50 Damage Reports: ALL(medical and Longer Longer Ppr GC§34090.7 Manag. non-medical.) Required Required Until Until Lead Dept. 100.10 Administrative Policiea Superseded Superseded Yes Unfil Mag F p -� �_� i GC§34090 MEN�r (minimum 2= (minimum 2 S'upersded =Ppr a years) years) Agreements, Cash Contracts and�� Maintenance Service Contracts ALL (Includes Change Orders ands Forward ALL original 600.10- _ _ RFPs) g l Mag E agreements&change orders to 699.90 _Z' on E Upon Yes: Before Yes: After � :ity Clerk g _ p r. Mfr, OD, S City Clerk; all infrastructure 6E1A 50 _ Completion ;.,ww Completion Completion v Completion . Ensure ALL original contracts and Ppr improvements are permanent; 600:95 agreements are sent to the City GC§34090.7 Clerk, except for Recreation Class Instructors agreements. City Preference; Published Completion Audit Standards=4-7 years; Agreements, Cash Contracts, and 5 years or +5 years or, Statute of Limitations: Contracts After &Spec's=4 years, Wrongful Maintenance Service Contracts: After 600.10- Funding Death=comp. + 5 years, ADMINISTRATION Funding Mag, 699.90 Agency Yes: Before Yes: Upon Developers=comp. + 10 years; Lead Dept. � Completion Agency Mfr, OD, S/I Audit, if Completion Completion Statewide guidelines propose (Correspondence, project schedules, Audit, if Ppr 60 etc.) Also see grant retention, if required, ; required, termination +5 years; Statute whichever is of Limitations for Errors& applicable. whichever is longer longer Omissions is 10 years; CCP §§337. 337.1(a), 337.15, GC 34090 H r+ CD W HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 C� CD Ver. 12.0 RECORDS DETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 W ffice of Category ID# Records Description Retention/Disposition Comments/Reference 'J record Image: Destroy Inacjite, Paper OFR Active Total Vital? Media 1=Import after ( ) (Off- (in office) Retention Options M=Mfr OD or S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complain , audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Audits/CAFR-Comprehensive Copies- Copies When No When No Mag, Finance Annual Financial Reports (these are GC§34090.7 Longer Longer Ppr copies) Required Required Bids: See Contracts&Agreements Statute of Limitations for Public Boards, Commisslors, &" Term of Term of _ official misconduct is discovery Staffing {. Mag ' of offense+4 years; Statewide Committees: APPLICATIONS O,ffice+4 1 Office+4 Dept. Ppr guidelines propose Appointment Appointed years ,= years +5 years; GC§34090, PC ' 1 - §§801.5, 803c WIN Each Department uses a different format to meet their Boards, Commissions, & Staffing different requirements; Federal — 9 Mag, law requires payroll records for Committees: APPLICATIONS: 2 years 2 years Dept. Unsuccessful Ppr 3 years; FTB keeps 3 years; Published articles show 4-10 years; 29 CFR 1627.3(a); GC §34090 When No WhenNo Staffing Boards, Commissions, & Longer Lon er Ta a Department preference(only 30 Dept. 110.31 Committees: AUDIO TAPES/ Required Required- (Mag) days is required); GC AUDIO RECORDINGS of Meetings Minimum 2 Minimum 2 §54953.5(b) years years When No When No Boards, Commissions, & Staffing Committees: VIDEO TAPES/ Longer.• Lai Tape Department preference;Video 110.32 Rem Re uird- tapes are only required for 90 Dept. VIDEO RECORDINGS of meetings Minimum Minimum (Mag) days; GC§34090.7 (ALL) 10 years 10 ears._' HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site Vital? after (in office) ' Retention Options M=Mfr OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is comi2leted, and iTpIy a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Boards, Commissions, & When No When No Committees: Citizens Advisory Longer Langer Brown Act challenges must be Staffing Mag, filed within 30 or 90 days of 110.10 Formed by CITY COUNCIL Required - Required Dept. (Agendas, Notices, Proof of Minimum 2 Minimum 2 Ppr action; §§34090, Publications, etc.) years years 54960.1(c)(1) Boards, Commissions & Notes taken to facilitate the Staffing 100.30 Committees: Citizens Advisory P P �Yes Mfr, OD, Yes: After writing of the minutes can be Dept. Formed by CITY GG?tJNCIL _ _ ) 2 years destroyed after minutes have r1 Ppr i (MINUTES&BYLAWS) L p been adopted; GC§34090 Boards, Commissions, & h g When No Wen N Committees: External 1x Mag r _- KLonger Longer Ppr Non-records Organizations(e g County Board of r p Required Required Supervisors) m # t Brochures: See Rerence'Mai nuals "' ef " Copies- Copies- Yes: Mag City Clerk maintains originals; U, When No When No ' Yes: After Final must be filed with County ,ity Clerk 320.20 Budgets-Finals Longer Longer Current Mfr, OD, S/I 5 years Auditor; GC§34090.7,40802, Required Required Fiscal Year Ppr 53901 Copies- Copies Administ. 160.10 Citizen Inquiry Forms When No When"No Mag, Administration retains originals; Longer Longer Ppr GC§34090.7 Required Required City Mag, Attorney 630.30 City Attorney: Opinions 2 years P P Mfr, OD, S No GC§34090 Ppr Copies- Copies- Mag, City Clerk maintains original City Council Requests for Council When No When No Yes: After City Clerk Mfr, OD, S staff reports in subject matter Action (RCAs) Longer Longer Ppr Completion files; GC§34090.7 Required Required r+ N HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 cD Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 W i p� ffice of Category ID# Records Description Retention/Disposition Comments I Reference record Image: Destroy Inactiv e Active Total Media 1=Import Paper (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& 1 ? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If Vou are the OFR, refer to yoi ir de artment retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). City Council Subcommittees: (AGENDAS,ANNOTATED All recommendations are given AGENDAS, MINUTES, NOTICES, to full Council for action; Brown Staffing Mag'120.25 CORRESPONDENCE,etc.) 2 years 2 years Act challenges must be filed Depart. Ppr within 30 or 90 days of action; e.g., Intergovernmental Relations GC§§34090, 54960.1(c)(1) : w 77 Committee emu.. r X,i n. m „. k Copies retained in department Human '' °" for 1 year; Risk Management .s I Mag, m. Resources I __ Yes:_:Before Yes: After administrates claim; City 180.40 Claims 1 year r 1 year Mfr, OD, S/1 Risk 4_ Settlement Settlement Attorney maintains copies of Manag. Ppr lawsuits; GC§§34090.7, a h ` 34090.E Committees: Intern'('attended by Mag, ;ad Dept. 710.10 2 years 2 years GC§34090 _ employees(e.g. Safety Committee) Ppr Peace Officer records are limited to 5 years before event; accusations against drivers of emergency vehicles must be Complaints(against Personnel -e.g. Final Final Yes: Before Mag, filed within 3 years; State and Lead Dept. 700.10 misconduct, abuse,excessive force, Disposition Disposi ion Disposition Ppr Fed laws is until final disposition etc.) +5 years +5 years of formal complaint; State requires personnel records for 2 years; EVC§ 1045(b)(1), GC §§12946, 34090;VC§2547 HUNTINGTONI BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& QC, ? Retentions apply to the department that is NOT the Office of Record(OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and impIy a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Statute of Limitations for personal property,fraud, etc. is Complaints/Service Orders 3 years; Claims must be filed in Lead Dept. 700.10 (operational) 3 years 3 years Mag Ppr 6 months; CCP§§338 et seq., 340 et seq., 342, GC§§945.6, �: --1:_•�.>•�. .� _ =rv,.. -Wiz_.-,• =, ,--.•� - r _tea GC§34090 - "- Contracts: See A - menu - 7 pies- Copies When No t, When No Copies or duplicates:of any record r — kMag Ppr GC§34090.7 p Longer c Longer Required +, LL Required s Defat.that Authors _; � • ocument .n .,. ..- , �- _. Correspondence-ROUTINE (e .g. or Administrative, Chronological, teceives General Files, Letters, City 100.40 Memorandums, Miscellaneous 2 years 2 years Mag' GC§34090 Onclinal Document Reports, Press Releases, Public Ppr �frar n ar7 Records Requests, Reading, outside Working Files, etc.) source W HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 J O r+ Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 W ffice of Category ID# Records Description Retention/Disposition Comments I Reference ;ecord Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (Off-site, (in office) Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& , ? Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears, since destruction is normall performed b file folder. MMENUMMEIMME"Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Correspondence-TRANSITORY/ De tp that PRELIMINARY DRAFTS, Authors Irter_ agency and Intraa enc E-mails that have a material Document Memoranda not retained in the or ordinary course of business impact on business are printed Receives l or downloaded and saved in a When No.7; When No ., --T �R=. ;; the Cit 's (e. calendars checklists,a=mail that - - i I folder; If not mentioned here, -""'y 100.40 does not have a material impact on ttie longer Longer r t Mag ��� consult the City Attorney to fJri_gnol_ r , P y ; ppr a Y Y Document conduct of businessr omputer sign-ups, Required Required determine if a record is a � logs,mailing lists meeting room = considered transitory/ from an g g EPA 9 �A�. 5'° registrations,supplyamventories, _ preliminary drafts. GC 34090, outside Pv,. § ry § transmittal letters,thank yous,requests i GC 6252 suurc , , ` > ll� from other cities,s eaker sli s,tele done tf 5f� 'ad Dept, messages undelive�able,envelbpes', voice mails,etc.) Copies- Copies Yes: When No When No Depending Mag, Originals maintained by City Jty Clerk 120.75 Council Resolutions Longer Longer Mfr, OD, S No Clerk Permanently; GC upon Required Required Subject Ppr §34090.7 Transitor or source records not Until Until retained in the ordinary_coursp. Superseded, Superseded of business; CHP audits every 2 Lead Dept. DMV Pull Notices or Employee or Em la ee Pa9' years; Bureau of National Separated Se anted p Affairs recommends 2 years for }ears " all supplementary Personnel records; GC§34090 HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 12.0 RECORDS DETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If Zou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pendina records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. As long as the drafts and notes Drafts& Notes: Drafts that are When No When No are not retained in the"Regular Lead Dept. revised (retain final version), Longer Longer Mag, Course of Business". Consult Ppr the City Attorney to determine if Telephone messages, etc. Required Required a record is considered a draft. r_ _ . .a. . GC§§34090, 6252, 6254(a) The Lead Department shouRON ld Qg print out historical documents (or save source data)prior to when No When No replacing the data, if they GIS Database/Date(/Layers (both; 4_ g Lead Dept. Longer ' LongerYes Mag require the data or output for City-wide and Spectlized) i s Required 5 : �� Required Ea.� historical purposes; Department � = Preference(Preliminary documents); GC§34090 et seq. Uniform Admin. Requirements for Grants to Local Governments is 3 years from After After expenditure report; HUD Funding Funding-- requires 3 years; statewide 340.60, Agency Agency Mag, Yes: guidelines propose 4 years; 7 Lead Dept. 340.70, or 2 years Audit, if audit if Mfr, OD, S/I When Grants(SUCCESSFUL Reports, and CFR 3016.42; 21 CFR 1403.36 ; 340.80 Financial Information) Required- required- Ppr Inactive & 1403.42(b);24 CFR 85.42, Minimum 5 'Minimum 51 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 4 years_ years 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42;45 CFR 92.42; OMB Circular A-110&A-133; GC§34090 CD W HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 J N (D Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 W .J ffice of Category ID# Records Description Retention/Disposition Comments/Reference W record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and implv a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. 340.60, Grants(UNSUCCESSFUL Mag, Lead Dept. 340.70, or 2 years 2 years GC§34090 340.80 Applications, Correspondence) Ppr If not resolved, Human Resources becomes OFR;All ry L "� � � State and Federal laws require 15 rj retention until final disposition of r Z�X, Resolution + Resolution Yes: Before Mag, Lead Dept. Grievances(Resolved before step 3) ( i formal complaint; State requires 2jyears +2 years Disposition Ppr a 2 years after action is taken;29 '} CFR 1602.31 & 1627.3(b)(ii), u GC§§12946, 12960, 34090; 29 t USC 1113, LC 1174 L4 .. ..\ by '. Human Copies- Copies - :sources/ Insurance Certificates (for When No When No Yes: Before Mag, Risk Management Maintains Risk agreements, etc.) Longer Longer Payment Ppr Originals; GC§34090.7 Manag. Required Required Copies- Copies- Finance Invoices When No WhenNo Yes: Before Mag, Finance Maintains Originals; Longer Longer Payment Ppr GC§34090.7 Required Required Copies- Copies- City Attorney is OFR for When No When.No lawsuits; Finance maintains City Lawsuits, Litigation, Pending Longer Longer Yes: Before Mag' 630.40 Mfr, OD, S/I Yes: After originals of claim, denial letter Attorney Litigation Required Required Settlement Ppr Settlement and settlements; Risk (Upon (Upon Management administrates Settlement) [;Settlement claim; GC 34090.7, 34090.6 HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Law requires the City to turn the Transfer to Transfer to property over to the Police Lead Dept. 160.10 Lost Articles(coats, etc.) the Police the Police Department,who retains for 90 Department Departmen# days then sells the item at public auction; CC§2080 et ,_ seq. Minutes: See Coma issiz�ns ' N _ h' � r � Committees and Boards Copies Copies Yes Ma t When No When No _ I 9, Originals maintained by City City Clerk 640.10 Municipal Code (these are copies) tsurrert Mfr, OD, 1 No longer Longer Ongmal Ppr Clerk Permanently; GC§34090 quire Required r .1 =_ ' When No When No V59 W Non-records-may be obtained Awl CC ;ad Dept. Newspaper Clippings !'Longer Longer � Ppr from the newspaper er company; Required Required GC§34090 Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions Notices: Public Hearing Notices Staffing Mag, is 3-6 months; Statute of (includes copies of undeliverable 2 years 2 years Depart. Ppr Limitations for mailings for envelopes) annexations, special districts, bonds is 60 days; CCP§§337 et seq, 349.4; GC§§34090, 54960.1(c)(1) Copies- Copies When No When No Mag' Originals maintained by City City Clerk 640.10 Ordinances Yes(all) Mfr, OD, S No Longer Longer Ppr Clerk Permanently; GC§34090 Required Required CD W HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 J -P Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 W i J ffice of Category ID# Records Description Retention/Disposition Comments/Reference record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If ou are the OFR, refer to our department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Each Department uses a different format to meet their Payroll Time and Attendance different requirements; Federal Yes: Before law requires payroll records for Lead Dept. Records-(contains employee/ 3 years 3 years Payment Mag 3 years; FTB keeps 3 years; supervisor signatures) _ Published articles show 4-10 �r years; 29 CFR 1627.3(a); GC 1 §34090 (: Confidential preliminary drafts and notes maintained in a ,. separate folder to be y incorporated into performance �� evaluation, or to document progressive discipline, if c.j Human Personnel Files(Department-level Separation + Separation+ Before Mag, required; Ensure records kept in esources 700.10 Supervisor's Folder) 3 years 3 years Separation Ppr Department files comply with City policy; Originals are maintained by Human Resources; State&Federal laws require 2-3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 34090 City Preference; State& Separation + Separation + Before Mag, Federal laws require 2-3 years; Lead Dept. 700.10 Personnel Files (Training File) 29 CFR 1602.31 & 1627.3(b)(ii), 10 years 10 years,,,:.,,,: Separation Ppr 8 CCR§3204(d)(1)et seq., GC §§12946, 34090 Lead Dept. 700.20 Personnel Work Schedules 2 years 2 year$ Pag' GC§34090 HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not clunlicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21108 Ver. 12.0 RECORDS DETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper OFR Active Total Vital? Media 1=Import after (OFR) (Off-site, (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . ? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears, since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Lead Dept. 160.10 Press Releases 2 years 2 years Ppr' GC§34090 Departmental requests, and those not requiring the request Lead Dept. Public Records Requests(from 2 years 2 Mag be in writing are considered Citizens and Attor eys) years Ppr transitory records and can be u_ - .w fie., x - destroyed when no longer ON INS a required; GC§34090 0opies Copiesgg Purchasing is OFR; Financial Purchase Orders and Material Wt1en Nd When No Yes gefore.,1 Mag Police =. records are audited annually; Requisitions Longer Langer PeYment Ppr rRequired - Required t GC§34090.7 Receipts: Cash R� elpts Petty 1250 Cash Receipts,Accounts Receivable Retained for auditing purposes; -inance Source Records(includes all cash 1 year 1 year 2 years Mag, Finance is Office of Record; GC receipts, copies of receipts,deposits, p §34090.7 DUI's, refunds,fees, etc.) Mag, Yes: After Standard records management Lead Dept. Records Destruction Lists 2 years P P Mfr, OD, S/I 2 years practice; GC§34090 Ppr Reference Materials: Policies, Lead Dept. Procedures, Brochures, Flyers, When When Mag, Copies; GC§34090.7 Manuals, etc.: Produced by OTHER Superseded Superseded Ppr Departments Reference Materials: Policies, Procedures, Brochures, Flyers, When No When No 140.10 or Manuals, etc.: Produced by Mag, Longer Longer. Non-Records 150.10 OUTSIDE ORGANIZATIONS Required Required-,­ (League(League of California Cities, Chamber of Commerce, etc. HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 J C>ti r+ Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 W i J ffice of Category ID# Records Description Retention/Disposition Comments/Reference J :ecord Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& ' ? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years),since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention penods retention resumes after settlement. Reference Materials: Policies, Statewide guidelines propose Procedures, Brochures, Flyers, Minimum of Mlnlmum of Mag, Lead Dept. Manuals, etc.: Produced by YOUR 2 years 2 years Ppr superseded +2 or 5 years; GC §34090 Department Reference or Working Files: See Correspondence Reports and Studies Hlsf f8iall 910.10, p i ( y\ Mag m—L Administratively and Historically Lead Dept. significant-e Yes: After p 910.20 g 9 proposed �10 years P P Mfr, OD, S/I significant,therefore retained Westminster Consolidation t 10 years .� � �"i � �`: Pp permanently; GC§34090 i Copies Copies City Clerk 910.10, Reports and Stud sI(Presented to: When Now �` When No ! Mag' Yes: After City Clerk maintains originals; Mfr, OD, "S/I y 910.20 Council) onger ? Longer . Ppr 10 years GC§34090.7 �R q q .. u ire d n ' Re uired Information is outdated after 10 s~� Reports and Studies(other than Ma years; statewide guidelines ;ad Dept. 100.30 Historically significant reports-e.g. 10 years 10 years Ppr' propose 2 years; If historically Annual Reports) significant, retain permanently; GC§34090 Copies- Copies- Comm. When No When No Yes: Before Mag, Copies(Community Services is Services 960.20 Special Event Permits Longer Longer Event Ppr OFR); GC§34090.7 Required Required Lead Dept. Subpoenas 2 years 2 years Ppr' GC§34090 Surveys/Questionnaires If a summary of the data is compiled, Lead Dept. 160.10 the survey forms are considered a 2 years 2 years Ppr' GC§34090 draft or transitory record, and can be destroyed as drafts (When No Longer Required) HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not clunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (Off-site, , Paper Active Total Vital? Media 1=Import (OFR) (in office) Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to our department retention schedule. Retentions begin when the act is completed, and imply a full file folder Le.! last document+2 years), since destruction is normal1v nerformed bv file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Tapes: See Boards&Commissions As long as they are not retained When No . When No in the"Regular Course of Lead Dept. Telephone Messages Longer Longer Ppr Business". Consult the City T °Req-up _ Required `'* Attorney to determine if a record _ <� �� r •- —�-�- °-�`� �� � is considered a draft. GC §34090, GC§6252 a x Mall For Grant and IRS auditing purposes; Fire keeps their Time RR cards for 10 years; Each 7 Department uses a different Time Sheets/Timeards,.;_NOTG, ( u1 format to meet their different FAIC ENTERED INTO KRONOS requirements; Department Yes: Before preference; Meets auditing c,, :ad Dept. (Temporary or Part-time time cards 5 years 5 years Payment Mag standards(audit+4 years); IRS with employee signatures-Library, requires 4 years; Ca. requires 2yr min.; FTB keeps 3 years; Maintenance Yard, etc.)) Published articles show 4-10 years; IRS Reg§31.6001- 1(e)(2), R&T§19530; LC§ 1174(d); 29 CFR 516.5; GC 34090 H HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 J d0 CD Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 W i J ffice of Category ID# Records Description Retention/Disposition Comments/Reference record Image: Destroy Inactive Paper (OFR Active Total Media 1=Import (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department preference; Ethics Training is 5 years; Statewide Training -COURSE RECORDS guidelines propose 7 years; (Attendance Rosters, Outlines and Calif. Labor Division is required Materials) to keep their OSHA records 7 _ jMag years; EEOC/FLSA/ADEA(Age) Lead Dept. 710.20 Includes safety trammg� -.` 2 years {3 years 5 ye ( Yes:When q y — -- '- Mfr, OD — Sh requires 3 ears for promotion, - i y Inactive j Ppr ; demotion,transfer, selection, or Certificates are maintained in the} discharge; State Law requires 2 employee's trainin file in each g _] 3 years for personnel actions; 8 Department _ CCR§3203 et seq., 29 CFR r n � y/ 4 1627.3(b)(ii), LC§6429(c); GC Nil 12946, 34090, 53235.2(b) Copies- Copies- Mag, Yes: After 1996, all Treasurers Treasurer's Reports(Financial When No When No :ity Clerk 310.20 Reports) Longer Longer Mfr, OD, I When Reports were presented to Required Required Ppr Inactive Council; GC§34090.7 Video Tapes: See Boards, Commissions& Committees Department preference (Courts treat volunteers as employees); Volunteer Applications& Mag EEOC/FLSA/ADEA(Age) Separation + Separation + requires 3 years for promotion, Lead Dept. Agreements -Successful Mfr, OD, S Yes: 1 year 3 years 3 years demotion, transfer, selection, or Applicants Ppr discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC 12946, 34090 HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not donlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead De artment". If ou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department preference (Courts treat volunteers as employees); Volunteer Applications& EEOC/FLSA/ADEA(Age) Lead Dept. Agreements-Unsuccessful 3 years 3 years Ppr requires 3 years for promotion, Applicants demotion, transfer, selection, or discharge; 29 CFR 1602.31 & = � 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Irict Inactive/ Yes While 3 Lead Dept. Volunteer Emergency Contact Forms Separatior�F+ ' Separation+ vol in is.; Mag GC§34090 yearn ;, 2 years active p t: Depart. , ANY ,; Work Orders/Service Requ sts £ i 7 roviding ( � � " ' g I Data is interrelated; GC§34090 iervice/ All divisions CMMS DATABASE;Com Rutenzed indefinite _�� )ndefirnte -""� Ma �= Work Maintenance Management System) Depart, Work Orders/Service Requests- When No When No 'roviding All divisions All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts (the database Service/ is the original); GC§34090 Work Database Required Required Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into Providing CMMS Database) City preference; CCP§§338 et Service/ All divisions 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §§945.6, GC§34090 originals; Division requesting service is considered a co W HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 O Ver. 7.0 RECORDS DETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 W pp lice of Category ID# Records Description Retention/Disposition Comments I Reference ecord Image: Destroy Active Inactive Paper Total Media 1=Import (OFR) (Off-site, Vital? after (in office) 12etentio..n , 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 completedwwwv� , and imply .a full file folder e. last document+2 years), since destruction is normally performed b file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). These are the only contracts or agreements NOT sent to the City Clerk because the term is too difficult for City Clerk to determine; Comm. Agreements for Contractors Class Completion Completion Yes Until Mag, Mfr, Yes: Consistent with City-wide Services Instructors etc +2 ears years S After standards; Statewide guidelines y �y M +5 years Corn pletibrl 4QP7 Ppr Y, Inactive propose completion+ 5 years for non-capital improvement contracts 'A; &completion +4 years for transportation and concessionaire agreements. Statute of Limitations for contracts =R` is 4 years, personal property 3 Comm. Art Center Exhibits('AdFtainistration, ..•. � :�� Mag, Mfr, J services etc.) 4 years 4 years OD, Ppr years; meets auditing requirements; CCP 1§337, 338; GC§34090 When No When No Foundation is a private non-profit Comm. Art Center Foundation Longer Longer, Mag, Mfr, organization (non-records); GC Services OD, Ppr Required Required §34090 Consistent with Operational Comm. Beach Maintenance Log 3 years 3 years Ma g Complaints; CCP§§338 et seq., Services 340 et seq., 342, GC§§945.6, GC §34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di 1-iicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 FRecord ce of Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import FR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complain s, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Department preference; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; HUD requires 3 years; statewide Case Management Files Project guidelines propose 4 years; 7 CFR Self-Sufficiency Senior Services � �k L � des �° = V Comm. � Inacfive+5 Inactive+5 _ � - gg �= 3016.42; 21 CFR 1403.36& Meals, Transportation, etc.: Before Mag, Ppr Servicesgears years 1403.42(b); 24 CFR 85.42, Applications, Scholarships, ( vent Program Files etc (� f � _ , 91.105(h), 92.505, 570.490, & 77 k r ,,; _ _ s 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42;40 CFR 31.42;44 P AM CFR 13.42;45 CFR 92.42; OMB F m t, ` _ Circular A-1 10&A-133; GC Comm. When ,..When Mag, Mfr, t r , Emergency Contact List Transitory Record; GC§34090 )ervices Superseded Superseded OD, Ppr Comm. Emergency Reports/Incident Department Preference; Statute of Services Reports 3 years 3 years' Mag, Ppr Limitations for Health Providers is 3 years; CCP§340.5, GC§34090 Department preference; Data Comm. Emergency Response/Incident Indefinite Indefinite Yes Mag, Ppr fields are inter-related; GC§34090 Services Database et seq. Life of Life of Public Vehicle Equipment Maintenance History Department Preference; GC Equipment+ Equipment+ Mag, Ppr Works Numbers (Beach Equipment) 2 years 2 years §34090 Comm. Facility Use Requests(Room Yes: Services Reservations, Parks, etc.) 2 years 2 years Before Mag, Ppr GC§34090 Event Yes: �romm. Film Permits 2 years 2 years Before Mag, Ppr GC§34090 CD :rvices B Event w HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 N CD Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 W pp lice of Category ID# Records Description Retention/Disposition Comments I Reference ecord Image: Destroy Inactive Paper OFR Active Total Vital? Media 1=Import after ( ) (Off-site, (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& ' ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Human Resources Initial Incident Reports (medical Copies-Risk Management is /Risk and non-medical 1 year 1 year Mag, Ppr OFR; GC§34090.7 Manage. Statute of Limitations for Health Providers is 3 years; Statute of � - I'Yes �� ��� Limitations an "...liability founded Comm. Junior Lifeguard Progra 11 m - f — Y Y Service (Applications,etc.) 4 years 4 years. During Mag, Ppr upon an instrument in writing"or Program not specifically provided for is 4 F 7 years; GC§34090, CCP§§337, _ -.m.; LF 340.5, 343 "A �' Department Preference; For Comm. Log Books-"Headquarters Log P ' P Mag, Mfr, 8�1 Yes: historical weather information; GC Servlce _.. .v-. i r " OD, Ppr : Disposal §34090 Department reference• Statute of r Comm. Limitations for contracts is 4 years, Mag, Mfr, Services Meals on Wheels 5 -years 5 4 years OD, Ppr personal property 3 years; meets auditing requirements; CCP ^§337, 338; GC§34090 Comm. Non-profit Organization Files When No When No Services (501(c)3) Longer Longer Mag, Ppr Non-records Required Required City Clerk/ When No When No Park Development Master Files Planninn/ Lour Long• Mag, Mfr, Yes: 1 Department Preference; GC§ Public (Capital Improvement Projects, Ruired Re aired OD, Ppr S eq year 34090.7 Works Plans, etc.) P Comm. Parking and Camping Registration Services Forms/Parking Passes 2 years 2 years Mag, Ppr GC§34090 Comm. Parking Meter Repair&Services Maintenance 2 years 2 years Mag, Ppr GC§34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,-plicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of [Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& � If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complain s, audits, pending records requests, and/or investigations sus of normal retention periods retention resumes after settlement. Comm. Parking Ticket Receipts/Numbers 2 years 2 years' ! Ppr GC§34090 Services Sold Comm. Department preference; Data Services Recreation Database Indefinite Indefinite Yes Mag, Ppr fields are inter-related; GC§34090 et seq. 3 EOars foS�omDEA otionA demotion, Recurrent Personne(Files: "` � y p F M transfer,selection, or discharge; Includes applicatiojuseparation State Law requires 2-3 years; Comm. loyalty oath,trarnirig end Separatron+ F Separation+ Yes �Urattau Ma Ppr retirement benefits is 6 ears from Services certificates,disciplinary actions 3 years �� 3 years Separation- g' p y commendations Personnel Actiar5 E last action; 29 CFR 1602.31 & r rN a A 1627.3(b)(ii), 8 CCR§3204(d)(1) Forms-Excludes Medical Retards et seq., GC§§12946, 34090; 29 CC - USC 1113 Registration Forms, Class Rosters, Yes: Department Preference; Statute of ,P Comm. Event Sign-ups(May include Hold 4 ears 4 ears', During Mag, Mfr, Limitations for personal property is Services Harmless, Medical Release, y y Class or OD, Ppr 3-5 years; CCP§337, 338 et Liability, &Waiver Agreements) Program seq., GC§34090 Comm. School District Facility Use Forms 2 years 2 years Mag, Ppr GC§34090 Services Departrner�t preference; Statute of Yes: Limitations any"...liability founded Comm. upon an instrument in writing"or Senior Transportation Program 5 4 years S 4 years Before Mag, Ppr Services _ Event not specifically provided for is 4 years; GC§34090, CCP§§337, 343 Life of Life of Comm. Department Preference; GC Ship's Logs Vessel +2 Vessel+2 Mag, Ppr -qervices §34090 F--� ears years..::........: r+ cD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 r Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 CD Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 W pp Tice of Category ID# Records Description Retention/Disposition Comments/Reference ecord Image: Destroy Inactive Paper Active Total Vital. Media 1=Import after (OFR) (Off-site, � (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complain , audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Comm. Special Event Permits/Specific Yes: Services Events 2 years 2 years Before Mag, Ppr GC§34090 Event Comm. Department Preference (complies Services Transportation Trip Sheets 2 years 3 years 5 2 years Ppr with OCTA contract); GC§34090 -� .` Life of—=-� Life of r z Comm. Vehicle Maintenance3History '� - ---i� Services (Beach Vehicles) V dhicle+2 Vehicle+2 Mag, Ppr NJ GC§34090 ,years -° years Vehicle Safety Checks/Daily I " Comm. 6_ . _._._' De_partment Preference com limos Services Vehicle Inspections sWehicle 2 years '3�rs 5 2 years Ppr -( '- Usage Reports with OCTA contract); GC§34090 Volunteer Group Appl�cat�ons& t # Consistent with employee Agreements (Beach Clean-"Ups, personnel files (Courts treat Comm. etc.) volunteers as employees); 29 CFR w . 3 years 3 years Ppr 1602.31 & 1627.3(b)(ii), 8 CCR >ervices See City-wide for Volunteers& §3204(d)(1)et seq., GC§§12946, Training Files 34090 Comm. Youth Awards 2 ears 2 ears P GC 34090 Cervices _PP_r HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not dimlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/2 1/08 Ver. 8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-1 Office of Category ID#1 Records Description Retention/Disposition Comments/Reference Record -- Image: Destroy Inactive Paper Active •Total'•' Media 1=Import (OFR) (Off-site Vital? after (in office) RO&it on• Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is com leted, and imCj a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaint , audits, Lending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. When No nRd 'No Econ. Business Development Files Longer er•; Yes: While Develop. (Issues and/or projects will vary Required - ed Active Mag, Ppr GC§34090 over time-e.g. Hotels, etc.) Minimum 2 Issues years rs'City-owned Properties. APN Sale of. •df'.Econ. Department preference; GC Files (Assessor Parcel Number Property+2 r +.2 -uMag Ppr §34090 Develop. Files) yearsrs..':Commercial Rent� ubsidy � 9 � � Original agreements are City Clerk Agreements Annia) Payment Terminaiion at�on Mag, Mfrapproved by the City Council; GC �+5 ears F ar`s: f OD; P ry • • • p 34090 et se files, correspond fjoe, etc. ».-4 _ —._. . . . . . . h ��1—_._ - § q. - - . -...... - - - Econ. i f MEN - —_. Consolidated Plan Requirement; Consolidated Actlon Plan 5 years 5'yeOrs.' Mag, Ppr I= elop. z:y � -_ GC§34090 - >_ - x.= :•:•.• .•.•. = Statute of Limitations any "...liability founded upon an on. Emerald Cove Senior Housing Yes: Before instrument in writing"or not 4 years . 4 years. Mag, Ppr L'-.elop. Administration Files Event specifically provided for is 4 years; GC§34090, CCP§§337, 343 Environmental Determinations Planning is OFR; Final EIRs are When No .'Vdhen.N.o. Yes: Until (Environmental Impact Reports Mag, Mfr, Yes: 1 required to be kept a"reasonable Planning Longer (_gng�r: Project S/I (EIRs), Negative Declarations, OD, Ppr year period of time"; 14 Cal Code Required Completed(2quirec} etc.)Inside City boundaries Regs§15095(c); GC§34090.7 When No •When'N'o' Longer Longer•: Econ. Feasibility Studies,with or Mag, Mfr, Develop. without a project Required R2gUitetl OD, Ppr GC§34090 (minimum 2 (mtnlmum'2 years) years)`." CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 W Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 0 El w Ver. 8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-2 i 00 (---I a of Record Category ID# Records Description Retention/Disposition Comments I Reference - - - - .............. - - - - -- - .. ....... - - -- - -- - ---- Image: Destroy Inactive Paper OFR Active LlRzoetbliti-ofi- Vital? Media 1=Import after ( ) (Off-site, (in office) Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaint , audits, pending records re uests and/or investigations sus end normal retention periods retention resumes after settlement). Consistent with Consolidated Housing-Affordability Plan Requirements; Required for Monitoring Files (includes bond • •:•:•:•: 3-4 years from expenditure or Econ. Mag, Mfr, Yes: 1 projects, density bonus, & 5 years 5 years; S/I performance report; 21 CFR Develop. other projects where there are OD, Ppr year 1403.42; 24 CFR 85.42& affordability restrictions,),-,, :•: 570.502(b) 29 CFR 97.42, GC ......... ...... , *......_ � �N_ . . . � - �— 34090 _... _ 1 r § Housing Inclusioriary- +� . . . . t 'a Econ. Applications toPvrchase- � .' 2 'ears' _ Ma P r GC 34090 Develop. NOT approved vvithidrawn or 2 yearns, y ., g, p § denied) - - LJ ._ y r GonsisteRt-with C-onselidated- Pr fies+dcss-Fl - ,Y Resrat- N �' �e��ea{... a F'laa-Requirements, Re uired-for- era- � � 4e�,e eF c� A �e�ts C le latio oaf Yes. 1_ Afterdab+l* Mag,-Mfr; S-,Ll Peret „ eIep OD-,-. year Termination-nat�� 44-Q3:42;-24-GF­R-85:4.2...&_. S lest'rle -aapi s..of..£weds f +.5...years . .a.5'year 570.402(b).,...2.,q.GF.R.97_4.2-7-.GG Tn4 +,etc g849 . �aara-Ra��+ir��erata...��e�d--BQr- u^;;S"'g Luara-F'-ay Mai;A4f Yea- -34 years frcm epe4a4+ re..9r.. elpDes�aa f? yrre+ �a ,� +5 � Apr y eta ....9-7-42-C�C_ 34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di-licate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record - ...._..... _... ....- -- -...... --— - - — ......._........ - ------ _._._ Image: Destroy Inactive Paper Active L-Re tal'•'' Media 1=Import (OFR) (Off-site, Vital? after (in office) ntion• Options M=Mfr OD or Mfr) S=Scan Imaged& OC If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and ime1Z a full file folder Le.g. last document+2 Zears2, since destruction is normal!y performed by file folder. Litigation, claims, com taints, audits, pending records re uests, and/or invest' ations sus end normal retention periods retention resumes after settlement. HUD re wires 5 years after the project com letion documents • imposing recapture/resale Housing Proiects&Services - . . . . restrictions are 5 ears after the Econ. NO RECAPTIlREYGRSA , Yes until r Mfrs Yes: 1 affordabilit eriod terminates 2 ve T ears . '. t Uniforrn Admin. Requirements for, DeveloE RESTRICTIONS�C tam lianc. ' Paid CAD Ppr Rear Monitoring) Grants to Local Governments is 3 N ears frorn ex enditure re ort a = statewide uidelines Drowse 4 x � � T 4 - years, 24 CFR 85.42, NEW tit _ 92.508(aAcg2j&570 502(b) 29 ........ ........- - .. :.r..:. f - - CFR 97.42 GC§34090 5 ears After a gars Attu HUD requiresroears after the • project completion; docurents the h) imposing recapture/resale Affardabilit ,A f•r � i if• Period P rio' restrictions are 5 ears after the Housirr Pra ects&Services - affor lability�eriod terminate s Terminates Terminates Econ iIUITN RECAPTURE(RESALE Yes: Until Maq Mfr Yes: 1 Uniform Admin. Re uirements for 22years or the or ttx: S/1 Develop. RESTRICTIONSjCompliance Paid OD, Ppr year L nts to Local Governments is 3 Written VVrit*f! Monitoring). rs from ex enditure re ort Al reement •A'xic� ei�ier5t Terminates Termints' statewide guidelines pro osew4 Whichever .1t�'hi'ch. . years; 24 CFR 85.42, 92.508(ajLc L2&570.502 29 i i Longer ' Bon er CFR 97 42, GC z 34090 Econ. Housing-Loan Applications: Develop. Not Funded 2 years . years; Mag, Ppr GC§34090 CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 W Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 CD Ver. 8.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-4 0C (1,0 a of Record Category ID# Records Description Retention/Disposition Comments/Reference --- - - -.......... ---..... -- ........_..... -- --- - Inactive :•:•'. — - Image:... Destroy ... -- -- - - _.. - -._ ...._._ Active Total'•' Media 1=Import (OFR) (Off-site, • • • Vital? after (in office) Reteritori• 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 be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed by file folder. Litigation, claims, complaints, audits, pending records re uests and/or investigations sus end normal retention periods retention resumes after settlement. Consistent with Consolidated Plan Requirements; Required for Econ. HUD Applications and Reports Annual ;Anntiaf 3-4 years from expenditure or Develop. and Proof of Publications Report+5 Report•+•5• Mag, Ppr performance report; 21 CFR years :•years.•: 1403.42; 24 CFR 85.42& F }` � 7- 5 70.502 9 CFR 97.4 C .� r ..... _t.. .._ .'.'.'. `' §34090 (b) 2 2 GC Mag, Yes: After For protection from litigation, GC Econ. Litigation Guarantees P t, P••'•' Yes'® g Si Develop. I I (, i OD, Ppr , i Inactive §34090 et seq. o- Wheri No Y ..VVNn.N.o. 1 r Econ. Market Study Prospective Loriger i I onger. Mag, Mfr, D-felop. Financial Analysis `Requi raid - �� eR4rred~. OD, Ppr GC§34090 I, Minimum 2 lylipijnutn.2 5' p _ years jrears. Project Files-Active (e.g. Pier, � Blocks, etc.): Includes Yes: After Department Preference; City on. Termination •Termination Yes: Before Mag, Mfr, Clerk Maintains originals of all Environmental Documents, S Project Develop. +5 years . +•�-'eery. Completion OD, Ppr documents that were presented Planning Documents, Phases, Completion to Council or RDA; GC§34090.7 etc. .........--- ....... .... ................ ..... .. Econ. Proposals, Development and 2 years years:• Mag, Ppr GC§34090 Develop. Analysis of Alternatives Real Estate (includes deeds, When No •.Mltien-No Yes: Before Mag Mfr, Yes: After City Clerk abandonments, easements, Longer .longer , ,Purchase or S City Clerk is OFR; GC§34090.7 right-of-ways,vacations, etc) Required ••F�equir�d• Sale OD, Ppr Inactive When No '.Whdn'N'o' Longer LiSner.' Econ. Real Estate Appraisal Reports Develop. (all) Required - Rec}Oired• Mag, Ppr GC§34090 Minimum 2 •Minim utn'2 ears ' 'ears' HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 8.0 RECORDS RETENTION SCHEDULE a ECONOMIC DEVELOPMENT Page ED-5 Record( Category ID#I Records Description Retention/Disposition Comments/Reference --....-.......... - ---- - ._....... . . . -- -- — --- Image: Destroy Inactive . . Paper Active Tdtal'•' Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention• Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is com leted, and imejZ a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records re uests, and/or investi ations sus end normal retention eriods retention resumes after settlement. j Real Estate Title Reports/Title Econ, Mag, Mfr, Yes: After Insurance/Litigation P P Yes S Copies; GC§34090.7 Develop. Guarantees OD, Ppr Inactive ......... ......... _..... ....... ...._.... - ... ....... ._ ......... - ...................................... City Settle+ 1 Settle+4 ' St ttle.�.5. Yes: Until Mag, Mfr, Yes: After Consistent with Claims; CCP§§ Attorney Relocation Appeals year ears S 337 et seq.; GC§§945, 34090, y y y •.years Settlement OD, Ppr Inactive 34090.6; PC§832.5 When fiUo-F- 1NMn No' Site Clearance/ oils Yes Before Mag, Mfr, Fire r Loner Ldnggir.'. No Copies; GC§34090.7 Remediation/Mit► ation Completion OD, Ppr Required Required' _ Statement of Indebtedness/ MheFS N VFlhen N.o. IN • • —Ma"g Mfr, Yes: 1 Finance Annual Report to(State/State Longer Long-er: 1 I Copies; GC§34090.7 i = OD, Ppr year Controllers Report_ Requir+ d Requireij. a t=; _ , — on. Tax Rebate A regiments `, Termination g rtermirja)ion Mag, Mfr, Consistent with City-wide l 0' elo Annual Rebate Files A +5 years +5••ears OD, P r standards; GC§34090 w u CD HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 W Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 cD Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 W `p ffice of Category ID# Records Description Retention/Disposition Comments/Reference :ecord Image: Destroy Inactive OFR Active Total Vital? Media 1=Import Paper after ( ) (Off-site, (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& ._.__.......... , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ,f �, <,.'. ACCOUNTING. Department Preference; IRS:4 Yes: years after tax is due or paid Finance/ 1099's Issued 2 years 3 years 5 years Mag, Mfr, S/I After 1 (longer for auditing&contractor Accounting OD, Ppr delinquency); Ca. FTB: 3 years; year -- —� IRS Reg§31.6001-1(e)(2), R&T r" „ ( I §19530, GC§34090 IRS:4 years after tax is due or Finance/ 945 Forms(non poll withheld Ma Mfr Yes: paid; Ca. FTB: 3 years;-IRS Reg Y�1 2 years f!k?-�3 years 5 years _ ., g' S/I After 1 §31.6001-1(e)(2), 26 CFR Accounting federal income tax-retirees) OD, Ppr year §31.6001-1, R&T§19530, GC §34090 ` �. M '%;" � IRS Regulation 31-6001-1 four 20 years after the due date of such .. No Longer in No Longer in Yes: tax for the return period to which mance/ W-4P(Retirees) Effect+4 Effect+4 Mag, Mfr, S/I After 1 the records relate, or the date hccounting y years OD, Ppr year such tax is paid,whichever is the ears later; IRS Reg §31.6001-1(e)(2), 26 CFR§31.6001-1, R&T §19530, GC§34090 Accounts Payable/Invoices (All Records and Reports- Includes Yes: Finance/ Invoices, Travel Expense Yes: Until Mag, Mfr, Statewide guidelines propose 2 years 3 years 5 years S/I After 1 Accounting Reimbursements, Postage, Credit Paid OD, Ppr year audit+4 years; GC§34090 Card Transmittals, Redemption Records, etc.) HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dtinlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active InacI Total Media 1=Import Paper (OFR) (in office) (Off- Retention Vital? Options M=Mfr after OD or S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Accounts Receivable(All Records and Reports, including Auction Yes: Finance/ Receipts&Records, BID Business Yes: Until Mag, Mfr, Statewide guidelines propose 2 years 3 years 5 years S/I After 1 Accounting Im rovement District , Parking Bail, Paid OD, Ppr year audit+4 years;-GC§34090 Taxes, TOT, Sale&Use Tax, Schedule of Investments)_ :, �s r OWE; Terrnrnation �- ~� = LL :� Yes: Finance/ Accounts Receivable Billrng fore Y s Dunn Ma OD Retained to cover auditing Accountingt COBRA and Retiree Medical a rvice+ of Service orvrce Mf—rP—r S 1 I After 1 standards GC §340(9Q r _ cars , 5. agars - F.. year Assessment DistrietFProjects Payoff of � Payoff of City Clerk Maintains Originals; Finance/ P - l�es: Urtfd ` Mag, Mfr, Yes: 1 (Accounting/Payment District+5 District+5 �S covers auditing standards; GC Accounting = �' Payoff OD, Ppr year Administration Records) "ears years - _ §34090 'finance/ Audit Management'Letterst(rfot4�` � AKK Mag, Mfr, Yes: Department Preference; GC 05years 5 years ,S/ counting CAFR) OD, Ppr After 1 §34090 Copies- Copies- When No When No Mag, Mfr, Yes: ity Clerk Audits Longer Longer OD, Ppr S/I After 1 GC§34090.7 Required Required year Finance/ Audits (Performed by City Resolution+ Resolution + Consistent with Code Accounting employees) 2 years 2 years Mag, Ppr enforcement, meets auditing requirements; GC§34090 Bank Reconciliation&Statements (includes bond statements),Trustee Yes: Finance/ Statements, Transaction 2 years 3 years 5 years Mag, Mfr, S/I After 1 For auditing purposes; GC Accounting Statements, Wire Transfers, Check OD, Ppr year §34090, 26 CFR 31.6001-1 Listing Audit Trail, Deposits, Returned Checks Billing Records (customer name, Finance/ Yes: When Yes: I After 1 2 years 3 years 5 years Account Fiscal service address, meter reading, Mag, Mfr, Consistent with Accounts srvices usage, payments,Auto Pay Open OD, Ppr year Receivable; GC§34090 CDI �Applications, etc. W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N CD Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 W `p ffice of Category ID# Records Description Retention/Disposition Comments/Reference W :ecord Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Finance/ Budget Hearing and/or Review When No When No Drafts-Department Preference; Budget (Development Documents& Longer Longer Mag, Ppr § g Preliminary Budget) Required Required;:" GC 34090.7 Department Preference; City Finance/ Budget Transfer Requests& 2 years 3 years 5 years Curent Mag, Mfr, S/I Aftes 1 Clerk maintains originals; longer Accounting Journals OD, Ppr _ for administrative value; GC Fiscal Year �� _. Year Copies- S Copies- i I :Yes* x Yes: CityClerk is OFR: Must be filed City Clerk Budgets-Adopted' _ When No When NLonger L o "i Mag, Mfr, — _ Current- S/I After 1 with County Auditor; GC§34090, _ onger SOD, Pr Fiscal-Year- p year 40802, 53901 a Required\� Required _.4 Finance/ Business License 60plications and '-Tetminatlori f ermination Yes: Until U'�_d Yes: �, Termination r I`�� Mag, Mfr, Retained for Auditing purposes; ^r Fiscal Renewals (includes'Home;- � k I of Business of Business' Termination $/I After 1 X >ervices Occupation Permits) "u w a of-Business +5`yea`rs +5 years of Business OD, Ppr year GC§34090 f,jfinance/ Business License Computer When When 1>0 Fiscal Generated Reference Reports Superseded Superseded Mag, Ppr Transitory Records; GC§34090 Services Finance/ Business License Notice of Fully Paid + Fully Paid + Yes: Until Meets auditing needs; GC Fiscal Mag Violations and Civil Citations 2 years 2 years Paid Services ' Ppr §34090 Finance/ Yes: Statute of Limitations is 4 years; Accountin Check Registers 2 years 3 years 5 years Mag, Mfr, S/1 After 1 g statewide guidelines propose OD, Ppr year Audit+2 years; GC§34090, CCP§337 Yes: Statute of Limitations is 4 years; Finance/ Checks-Canceled (Cashed)or 2 ears 3 ears 5 ears Mag, Mfr, S/I After 1 statewide guidelines propose y y y Accounting Voided OD, Ppr Audit+5 years; GC§34090, year CCP§337 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dimlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 11.1 (RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Copies- Copies City Clerk retains original Yes. City Clerk S/I After 1 Comprehensive Annual Financial When No When No Mag, Mfr, permanently;statewide Report(CAFR) Longer Longer OD, Ppr guidelines propose 7 years; ; GC Required Requiretl year §34090.7 Finance/ Department preference; Customer Accounts(Closed 3 years,after 3 years after Wig#Ppr FiscalY Published articles show 7 ears Business License ' �—slot�mtilities) terminatetl g Servicesx terminated _Wall _ for customer ledgers; GC§34090 DIM Yes: Department Preference; Finance/ p Years years � 5 years "` Mag Ppr S/I After Published articles show 7 years Depreciation Schedules2 Accounting � f _ _ ;) Inactive after disposal; GC§34090 �. Financial Services Database/ERP t Data fields are inter-related; GC finance/ V (Enterprise Resource Plann�nc Indefinite Indefinite Yes Mag, Ppr ,counting Database t §34090 et seq. Consistent with Accounts Yes: Receivable; Statute of limitations ° finance/ Fixed Assets-Auction/Disposal/ Mag, Mfr, 2 years 3 years 5 years S/I After 1 is 3 years; statewide guidelines Accounting Sales/Surplused OD, Ppr year .propose 2-4 years;-GC§34090, CCP§337 Finance/ Fixed Assets-Inventory, Schedule Mag, Mfr, Yes: Includes permanent assets; GC Accounting of Infrastructure and Buildings 2 Years 3 years 5 years OD, Ppr S/I After 1 §34090 When No When No Yes: Finance/ Mag, Mfr, Preliminary documents (the Accounting General Ledger: Final year-end Longer Longer OD, Ppr S/I After 1 database is original); GC§34090 Required Required year Department Preference; IRS:4 Yes: Years after tax is due or paid Finance/ Indirect Cost Plans 2 years 3 years _5 years Mag, Mfr, S/I After 1 (longer for auditing&contractor Accounting OD, Ppr year delinquency); Ca. FTB: 3 years; IRS Reg§31.6001-1(e)(2), R&T §19530, GC§34090 CD Invoices: See Accounts Payable I-UNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 -P (D Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 W `p ffice of Category ID# Records Description Retention/Disposition Comments I Reference :ecord Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. Finance/ Mag, Mfr, Yes: Department Preference; Statute Journal Entries 2 years 3 years 5 years S/I After 1 of Limitations is 4 years; GC Accounting OD, Ppr year §34090,CCP§337 Journals, Ledgers, Reconciliations, Registers, Reports, Transaction Preliminary documents (the When No When No Yes: Finance/ Histories, Balance Sheets,Budget Ma Mfr database is on final ;statewide rLo1ge Longer :. a g S/I After 1 g ) Accounting Adjustments(MONTHLY OR Required �: Required _ -OD;Ppr -4.J -- year guidelines propose 2 years; GC PERIODIC) Does NOT include"year §34090 ..........- (e�r ,'. end General Ledger 1 Finance/ ` - � �� I Retained for auditing purposes; g Oil Production Tax [2-years �r3 years 5 years " Mag, Ppr GC§34090 Accounting t , Finance/ State Controller's Report/ f � / Mag, Mfr, /I After 1 Consistent with periodic report/ ,countingStatement of Indebtedness ?'t ears 3 years 5 years OD, Ppr s journal retention; GC 34090 41 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Destroy Image: Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for Fit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com laints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). CEWTRAL SERVICES % y /, j Finance/ OFR depends upon who opens Unsuccessful Bids or Pro op sals (for Bid Opening B 11 id Opening''.. Central bids opened by Central Services) +2 years +2 years Ppr the bid (e.g. City Clerk); GC§ Services 34090 Term varies, and can be a multi- vqp - year contract; City Clerk is OFR Finance/ for those that go to Council; Successful Bids or Proposals - Y, ; Until Central = (3_years 3 years Mag Ppr - Statute of Limitations for (products or Servioa) completion y Services AM contracts is 4 years; CCP§§337., Mom _ 337.1(a), 337.15; GC§34090 et AM r seq. r' 1�O AM 1 Department preference; 'inance/ Consistent with Accounts Purchase Orders: Goods& Central 2 years 3 years 5 years Yes: Until Mag, Payable; Published articles show >ervices Products Paid Ppr, OD 3 years; Statute of Limitations is 4 years; GC§34090, CCP§337 Consistent with agreements and Finance/ Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Mag, Mfr, Central (when the vehicle or equipment is Lease+2 3 years Lease+ 5 S/I After 1 for contracts is 4 years; CCP Services not subsequently purchased) years years OD, Ppr year §§337., 337.1(a), 337.15; GC §34090 et seq. Finance/ Upon Upon Mag, Mfr, Provided to new owner; GC Central Vehicle Title("Pink Slips") Disposal of Disposal of OD, Ppr S/I No §34090 Services Vehicle " Vehicle CD v' HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 C� CD Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 W `p ffice of Category ID# Records Description Retention/Disposition Comments/Reference J ;ecord Image: Destroy Inactive Paper (OFR) (Off-site,Active Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally et-formed by file folder. Liti ation, claims, complaints, audits, Cending records re guests, and/or investi ations suspend normal retention periods retention resumes after settlement). A PAYROLL; IRS: 4 years after tax is due or Yes: paid (longer for auditing& Finance/ DE-6, DE-166 &941 Forms- 2 years 3 years 5 years S/I After 1 Mag, Mfr, contractor delinquency); Ca. Payroll Quarterly Payroll Tax Returns OD, Ppr year FTB: 3 years; IRS Reg §31.6001- 1(e)(2), 26 CFR§31.6001-1, R&T§19530, GC§34090 Upon Upon 6 ( Separation, Separation _ Finance/ Employee Payroll Fih (includes WRetained to match other auditing Payroll 4s, etc.) i y OR Send to ___ ,� _Mag, Ppr ' f Human � Human periods; GC§34090 y. Resources ,Resources' Department preference; Retained finance/ Completion � 1_d Completion Payroll Garnishments (all records)` +2 years 3`years +5 years Mag, Ppr to match other auditing periods; GC§34090 Preliminary documents/ Finance/ Payroll Registers(all, except year- When No When No Mag, OD, Yes: transitory records(the database Longer Longer S/I After 1 is the original); statewide Payroll ending) Mfr, Ppr Required Requiretl year guidelines propose Permanent; GC§34090 For use in reconstructing hours Finance/ Payroll Registers(Detail Year-end Mag, OD, Yes: for PERS service for employees; Payroll W-2 Report) 2 years P P Mfr, Ppr S/I After 1 statewide guidelines propose year Permanent; 29CFR 516.5- 516.6, GC§34090 Finance/ PERS-Reports-Bi-weekly Report to Mag, OD, Yes: PERS is OFR; retained to meet 5 years 5 years S/I After 1 auditing standards; GC§34090 Payroll PERS(Employers Statement) Mfr, Ppr year et seg. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,-licate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/0S Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention j2eriods retention resumes after settlement. Copies- Copies- Copies(originals retained in Yes: Human Personnel Transaction Forms When No When No Mag, OD, S/I After 1 employee's Personnel File); Resources (Payroll Copy) Longer Longer Mfr, Ppr retained to match other auditing Required Required year periods; GC§34090.7 Department preference IRS: 4 ,� ua yrs after tax is due or paid; Ca. Finance/ r - - r - t FTB: 3 years;Articles show 7 Payroll W-2's t yews P Mag Ppr y _ years; IRS Reg§31.6001-1(e)(2), R&T§19530;29CFR 516.5- >, 1516.6, 29USC 436, GC§34090 t k el r I—i e-P CD HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 1 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 OC CD Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 W i `p Ffice of Category ID# Records Description Retention/Disposition Comments I Reference :ecord Image: Destroy Inactive Paper Active Total! Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally et-formed by file folder. Liti ation, claims, com laints, audits, ending records re uests, and/or investigations sus end normal retention eriods retention resumes after settlement). TREASURY MANAGEME ;';, F+r�afiee ee Yes: Until Treasurer l4ceps copy for- py(e g:Bt�sl+ie�s t+cerise-Fire- year �l J�afd Mag'Rpf auditing-purpeses=GG--§:4999:7 Medical; Police DU-I's,ete:) City Affirmative Action Program for Bank 21-eTreasiifer Files art of RFP -k e. ` s 2 yews Iv 1 Ppr 6G t 34g98 Agi�AGng Cos P Computer J6 µRe art. e g g p p t i n No tflJher3 lJr� Copies Preliminary Drafts the oiv, Oitanicipa � = atar �� Mag, Ppr � ®ata4a�Ais the orig+aat)..GC... Treasurer � R } I o �_ § ( Fteq++red _ F1111fl L .d Final N, Final City t /T i, Y: Until Retained for auditing purposes; T Bankruptcies � �` � Resolution + �� Resolution + Mag, Ppr reasurer 4 2riip, PaidYes GC§34090 x years 2 years -i-c nirrtmvrr City Yes' es Durifig tvtag; OD; — Retained to cover auditing Biting:--GOB RA-and-Retiree-Med+c-al- of-Service-+- of er e+ S-4 After-1 reas�+rer y 5 year J Service NIff,-Ppr year standards, GL§-34090 5... ears s Return to Return to Yes: Until After Notice of Completion has City Issuer Upon Issuer Upon Mag, Mfr, Bonds-Cash Project is S No been filed, no longer needed; Treasurer Council Council OD, Ppr Direction Direction Complete GC§34090 ._..............................._._ Statute of Limitations for bonds, mortgages,trust deeds, notes or debentures is 6 years; Bonds Cancellat issued by local governments are Yes: City Bonds-Debt: Investment Records Redemption Mag, Mfr, 10 years; There are specific Maturity 10 years I After 1 Treasurer (Finance holds actual bonds) or Maturity+ OD, Ppr requirements for disposal of 10 years year unused bonds; CCP§§336(a)(1) &(2), 337.5(2); GC§43900 et seq.; GC§53921(City Treasurer destroys bonds HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di-licate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Retention(in office) Options M=Mfr Vital? after OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards us Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liticiation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Expiration of Expiration of Yes: Until City Mag Mfr, Bonds-Maintenance Bond +2 Bond 2 Project is , , + S No GC§34090 Treasurer years years Complete OD, Ppr Return to Return to Yes: Until After Notice of Completion has City Issuer Upon Issuer Upon Mag, Mfr, Bonds-Performance Project is S No been filed, no longer needed; Treasurer ,Council.,,--. Council Carif3l6te QD, Ppr GC§34090 =, - irectioni Direction = _ Copies(CityTreasurer retains (Stop doing Cash Receipts (Numeric Control p Finance r this? Green Copy) �1Year - 1 year Mag, Ppr III numeric control copy for auditing purposes); GC§34090.7 f Coosed 11 Closed Yes: Until T City Civil Citations "` (fully,paid) (fully paid) P Mag, Ppr GC§34090 reasurer years __ +2 years dosed " rs 14161- Department Preference Yes: City (Negative credit information is Collections/VWA 2 years 5 years 7 years Mag, Ppr S/I After „ reasurer retained for 7 years on consumer Inactive credit reports); GC§34090 Collection Agencies continue to Collections: Unpaid or Uncollected Yes: collect as long as they wish; City Debts: Small Claims, Parking, Until Paid Until Paid Mag, Mfr,OD Ppr S/I After 1 Library sends unpaid accounts Treasurer Library, Returned Checks, etc. , year directly to the collection agency; Department Preference; GC §34090 City Daily Batch Work Files 2 years 2 years Mag, Ppr GC§34090 Treasurer City Daily Cash Forecast Files 2 years 2 years Mag, Ppr GC§34090 Treasurer Yes: Department preference (meets City Deferred Compensation Statements Mag, Mfr, auditing standards); Published 2 years 3 years 5 years S/I After 1 CD easurer (Investments Only) OD, Ppr year articles for bank statements show 4-7 ears; GC§34090 W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O O c� Ver. 11.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 W ffice of Category ID# Records Description Retention/Disposition Comments/Reference :ecord Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards ? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. City Deposits, Daily Cash Reports& 2 years 3 years 5 years Mag, Ppr Consistent with auditing Treasurer Receipts standards; GC§34090 All tangible property held by government agencies escheats City Escheat(Unclaimed money/ Escheat+2 Escheat+2 after 3 years; Statute of Treasurer uncashed checks Mag Ppr Limitations is 1 year for seized v u� years years ert Meets auditing � Y. (._. .. . ��. prop Y; 9 UA requirements CCP§§340(4);GC / §34090 Investment Files In(iividual l Supporting documentation for Transactions(Broker confirmations; : i City Investments of Operating Funds; T Certificates of Deposit Wire 12,0 `1 years, 5 years Mag, Ppr reasurer meets auditingstandards; GC Transfers, Broker Confirmation,,=Bid §34090 data, bank rates, Investment Files: Monthly =inance Statements(Broker Statements, 2 years 2 years Mag, Ppr Copies; GC§34090.7 Monthly Bank Statement;etc.) Investment of Bond Funds-See Bonds Published articles show disposal +7 years for security brokerage City Investment of Operating Funds Yes: Until Mag, Mfr, Yes: slips;other cities show audit+ 7- 2 years 5 years 7 years S/I After 1 10 years; statewide guidelines Treasurer (Direct Investments) Disposal OD, Ppr year propose permanent; FTC Reg's rely on"self-enforcement"; GC§§34090,43900 City Investment Reports 2 years 8 years 10 years Mag, Ppr Department preference; meets Treasurer auditing standards; GC§34090 City Legal Opinions Relating to the City Yes: Until Mag, Mfr, Yes: Department Preference; GC Attorney Treasurer 2 years P P Superseded OD, Ppr S/I After 1 34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised. 4/21/08 Ver. 11.1 RECORDS DETENTION SCHEDULE: FINANCE Page FIN-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record ................_....__.. Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. City Liens p , Yes: Until Mag, Mfr, S Yes: 1 GC§34090(a) Treasurer Paid OD, Ppr year City Notice of Decision (3rd Party) 2 years 2 years Mag, Ppr GC§34090 Treasurer i olie e (Entertainment,..-Massage irlgo... ?years 2 years _ aq t�pr GC§34090 -.�. My p X ....- kau`'. vim. —s. `.—.r.s. When No When No � } Reports-Except Sympro and � Finance g g Mag, Ppr Copies; GC§34090.7 Investment Reportsm Lin er , Longer..,::,,,: y I Required _ ,Required �} City Reports-Sympro n Investments %` Department preference (exceeds T I fAl!H years 8 year 10 years Mag, Ppr auditing requirements); GC reasurer Re orts rpIN :_ v_ $':: F §34090 City FuIiY Paid+ Fully Paid,+ Yes S: Until Mag, Mfr, x `° Yes: 1 Meets auditing needs; GC reasurer Small Claims 2 years 2 years Closed OD, Ppr year §34090 feet-z.��e-Publ+c; Mate d of-Equatia ion. iraance c r a+t) Langer... Longo Ma.q,..Ppr consistent with—Accounts... ,P�{taa r-e�t �yat�#a-GCS 34L1343 City Yes: Until Retained for auditing purposes; Transient Occupancy Tax(TOT) 2 years 3 years 5 years Mag, Ppr Treasurer Paid GC§34090 Utility User..a.nd...Refuse-fax.. W-hen ale- When-No,FlRaP,Ga Longer- Copies; GG434090-.T Canceled Revisions/Updates) City Mag, Mfr, Yes: For auditing purposes; GC Wire Transfers 2 years 3 years 5 years S/I Treasurer OD, Ppr After 1 §34090,26 CFR 1.6001-1 City Working Files(Administrative, Consistent with City-wide 2 years 2 years Mag, Ppr reasurer Parkin Citation, etc. standards; GC§34090 W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc,-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O N CD Ver 12.0 RECORDS DETENTION SCHEDULE _ FIDE Page F-1 W ffice of .fiord Category ID# Records Description Retention I Disposition Comments I Reference Inactive Image: Destroy Active OD or Mfr) Total Media 1=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged& S=Scan C'd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, com faints, audits, cending records requests, and/or investi ations suspend normal retention geriods retention resumes after settlement. .,, % i CHIEF 1ADMINISTRATION ,,f, Background Files-Employees, Separation + Separation+ Mag, Yes: After Retained for administrative value; Fire Volunteers& Reservists 5 years 5 years MfrPp D, S/t QC GC§34090 {?epartt-cent Preference(Hurnan.. Human Employee Injury ar �3 Cx flwu 5�tar�trer7 + Yes--,. Ma,._gd; z � 'Yes After. Resources-is CF�).all etnployee yeas e�arafianResour �- Reports at Sepa a#tan .�tf�; _ Se Ppr ... years -s-GG -§-3-2040)(T),et—,eq-; } GC--§34Q90:7 Department preference;All State r r — �� and Federal laws require retention h @ until final disposition of formal Disf osition Z-i Disposition Ma k complaint; State requires 2 years W Fire Grievance Files p p g, after action is taken; 29 CFR +4 years +;4 years Ppr 1627.3 b n 1602.31 & , 8 CCR 4- OC') §3204(d)(1)et seq., GC§§12946, 12960, 34090;29 USC 1113, LC 1174 Department Preference; State& Federal laws require retention until final disposition of formal Final Final complaint; State requires 2 years Internal Affairs I Investigations I Mag, Fire Disposition Dlsposition after action is taken; Statute of Discipline Files +4 years +4-years Ppr Limitations is 4 years for misconduct; EVC§1045, GC §§12946, 34090, PC§§801.5, 803(c), 832.5,VC§2547 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active OD or Mfr) Total L Media 1=Import Paper after (OFR) (in office) (Off-site, RetentionOptions M=Mfr Imaged& S=Scan C'd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department Preference (other departments keep 3 years); Payroll Entry Documentation (e- Yes: Federal law requires payroll Fire mail) 5 years 5-years Before Mag records for 3 years; FTB keeps 3 Payment years; Published articles show 4- 10 years; 29 CFR 1627.3(a); GC -m §34090 X ..r. � Department preference; Ensure records kept in Department files r v, -0 t comply with City policy; Originals W WIN. = ` are maintained by Human Human Personnel Files Detartment Sepratiorl+ y Separation + Befiorb --Mag, Resources; State& Federal laws Resources level Administration Files '' 30 fears } ' 30 years Sep r tion Ppr L require 2-3 years; 29 CFR °� 1602.31 & 1627.3(b)(ii), 8 CCR aL §3204(d)(1)et seq., GC§§12946, 34090 `Fansfe#=tE3- Human- Hyena made— 4 year �e11 ilex t s tree pep exposure; EEOCiFLSA/Ai 1i=A... . aratl�� Ppr S���r� , ��. . seleetie+�;-er-dir e; &ate-Law- 9 y ems, requires 2 3 years;29 CFI: 30-years- ��c F—I w � HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O -P cU Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 W lice of Category ID# Records Description Retention/Disposition Comments I Reference .ecord Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (Off-site, Vital? (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan nrld If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complain audits, pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement). Department Preference{# €peso -is-OFR); retained to Fire Personnel Files-Training Files: Mag, comply with ISO(Insurance Separation + Separation + Yes: Until Yes:After Services Office)requirements and k# an Training, Certificates, First Aid Mfr, OD, S F e ourc,es 5 39 years 5 years Separation Separation for the convenience of former Training Database, etc. Ppr employees; Paramedic/EMS Training is required for 5 years; 22 ( ,r = .' s i# w _ E ,. CCR 100176(d); GC;34090 Recruitment Files r Solicited Human Brochure, advertisement, t When No When No x Mag Copies-AS/ Resources is Resources unsuccessful applications, ) Longer Longerr, OFR and retains for 3 years; GC PpLOA Required Required" "Ppr §34090.7 selection materials;Jests, etc f Department Preference; ' — Ye.- lUntil Mag, tier��ret�uire yea ; C7� Fire Standard OperatingaProcedur� / Superseded Superseded Policy and Procedure Manual +3 years +''3 years Supersede Mfr, OD, S/I No CCP§337 et seq., CCP§340.5; d Ppr GC§34090; CFC j 04.6— rJr r 104.6.4 UF_G 10-3 3 4 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di-licate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Vital? Media 1=Import Paper after (OFR) (Off-site, (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here, refer to the Retention for City-wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+"2 years), since destruction is normally performed by file folder. Liti ation, claims, com laints, audits, endin2 records re uests, and/or investi ations suspend normal retention periods retention resumes after settlement). FIRE PRVBNTION- > Fire Abatements, Code Violations 5 3 years 5,3 years Yes: Until Mag, GC§34090; (violation database)Life Safety Resolution Ppr 104.6.4 G§103- 4 Building & Certificate of Occupancy P P Mfr, OD, S/I Yes: After Copies; GC§34090.7 Safety Ppr 30 days IT, :: z , Mag, 7- Building & Certificate of Occupangy _ - des: After 1 year "' 1 yeariVifD Stl r Copies; GC§34090.7 Safety Applications _ Ppr F 30 days MENt Trah'r fer to = Transfer to ark Ty CC§34000.7 Police Citations- Parkrn ;1 fc1i e' _ _; � Polrca t R r Civil Citations Firearksr k`E c A Yes Jntil Mag » GC 34090 CFC§§ 104.6- Fire Citations Overcraking false Scars 5 Fxprrtion PP r 104.6.4 alarms, etc. °n ,,. u Superseded Superseded Fire Knox Box(locked key to building or Life of or Life of Mag, Non-records used for reference; for emergency entries) Building Buiiding' Ppr GC§34090 Occupancy Files: Commercial & Residential Facilities Not included in the next section Life of life of � �} e mate Structure or Structure �r' Department Preference; t_ieerised Facility Inspeciions Mag, Inspections required for 5 3 years; ActivityActivity Yes: After Fire Address {HespitK�ts,Boardnc4;Clay Oare,- _ Mfr, OD, S/I CCP§337 et seq., CCP§340.5; �s+t�ess- t�s�- — da�!s - Includes Fire Ppr 30 GC§34090; CFC 104.6- Protection System Plans, Permits, (minimum 5 (m nrmum 5 Operational &Construction -3-years) years), 104.6.4 t4� �`�4 Inspections, %p4Pk1ers; Evacuation Plans, etc. C W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 ,r Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O O� r+ N Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 W i O— ffice of Category ID# Records Description Retention I Disposition Comments/Reference .ecord Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (Off-site, vital? (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan C'd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder Lea last document+2 years), since destruction is normally et-formed by file folder. Liti ation, claims, complain s, audits, pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement. Occupancy Files eF ceti T Hazardous Materials Storage, Underground Storage Tanks (USTs),Above Ground Storage Life of Department Preference; Tanks (ASTs), or Multiple Business Mag, Yes: After Inspections required for 5 3 years; Fire Address P P Yes(all) Mfr, OD, S/I 30 days I. CCP§337 et seq., CCP§340.5; Violations. Includes Fire (minimum 5 Ppr year GC§34090; CFC t� 104.6- Protection System Plans Permits, 3 years) l y 104.6.4 t1FG-§193-3-4 Inspections, Sprinklers, TIA Evacuation Plans Department Preference; Oil Well Information and I_�� Life of the " _ Life of the Mag, Yes: After Inspections required for 3 years; Inspections:-{Fire F Qteetier} Life.of Fire Address Well+ 10 Well + 10 Yes(all) Mfr, OD, Sill 30 days CCP§337 et seq., CCP§340.5; yste+ -Plans Insp �t+en € years years '` Ppr eNo GC§34090; CFC §� 104.6- < 104.6.4 UFG§703:3.4 .Frci* ""rrc,T crc�c ran.v'�r ClY r a Limitations, Hea4b-ProvideT--s4s- Fare Addresse ia1 4�3spestian p r fits-(e g:_ Expiration+- E*piratJOJH' Yes: Until Mag;- 3 ears, + + ' years- GGP§337 et seq., CCP o � �-3--years E*ffat♦er Rpr §340.5;GG§3409Et GFC§§4 04:6 -40� Department--Preference Fire Address Lifer L+(fdit ... #-, 0' Yes 7kftef- ; �rira�l���r-�stet�s Yes­a {`ate- Sf t GP- 31 �,e �` ty �af GGF §340 ; Ppr GC§34390 GFC t04.6 1Q4:644lF 19 3:4 HUNITINIGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duniicate or distribute without prior written permission from GGS(909)337-3516 Revised- d/21/08 Ver 12.0 RECORDS RETENTION SCHEDULE m FIRE Page F-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Vital? Media 1=Import Paper after (OFR) (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan Orld If the record is not listed here, refer to the Retention for City-wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). ' ''%vi: EMERGENCY SERVICES,IEMERGEiVCY;OPERATIONS'CE�11ER Disaster Claims(FEMA Settlement+ Settlement+ Mag, Fire Mfr, OD, S/I Yes: After Department Preference; GC Reimbursement Records) 3 years 3 years Ppr QC §34090 Yc: S-UPti4iee d- E-+ rg, y4 )+sasIer perse+�ed r Cjfrent �� Depar-ment-Pref-ere-nc-c-;£G (m�naf++fn_2-., (m�nimurrt 2 Mfr7D 66No Ppr� T RUN P . O __ Emerr�encperatrt�)is Pian ,,� Office of Emer erica .JSup&6s7—ie€# : ¢Mag, _ Fire Address Mana ement& H6 land and s P atxl Yd all) Mfr, OD, SMT No GC§34090 `aecurit E S,-P Of-fine eF Appmved x_� X-ta _ Ppr - pprtved �. 7. ( 111-rgoncy... E'9 ViC _ a. sRN :. ..___ Superseded Superseded Mag _... ity Clerk Address Evacuation Plans (County Wide) and and Yes(all) Mfr, OD, S/I No Non records(County maintains Approved GC§34090 Approved Ppr SuipeFseded ess ' Mag— Statu-te of Limitations for Health F#e A1a�t r - Fg cy and arm Sup&Kzee Mf -SA No vfders is 3 Approved Appfeved d Ppr GC§34090 W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O 00 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 W ffice of Category ID# Records Description Retention/Disposition Comments I Reference .ecord Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (Off-site, Vital? (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pendin records re uests, and/or investigations suspend normal retention periods retention resumes after settlement). 'HA Z'MA T-PREVENTION, Community Services, Public Works and Fire retain some Fire/ records until the employee is Public HazMat Clean-ups, Federal Clean- Mag, Yes:When separated from employment; Works/ ups and/or Exposure Records 2 years 28 years 30 years Mfr, OD, S Inactive Claims can be made for 30 years Planning (e.g.Ascon Oil, Landfills)� Ppr for toxic substance exposure; 8 4 S f -.__. CCR§3204(d)(1)et seq., GC 4 ;, I : . §§12946, 34090 Department Preference; If records t k '- were not produced by the City, t Mag, �-- c may destroy when no longer Ye'' When Fire HazMat Disclosure Information HV 5 years tare 5 years Mfr, OD, required (non-records); all Y �= Inactive Ppr employee exposure records are exposure+30 years; 8 CCR §3204(d)(1), et seq. If records were not produced by the City, may destroy when no Fire Petro-Chemical Records (Haz Superseded Superseded Superseded Mag' longer required (non-records); all Mat) +2 years +28 years +30 years MfrPpOD, S/I No employee exposure records are exposure+30 years; Cal Code Reg. §3204(d)(1), et seq. HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not diinlicate or distribute without prior written permission from GGS(909)337-3516 Revised- d/21/08 Ver 12.0 RECORDS DETENTION SCHEDULE - FIRE Page F-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Off-site Total Vital? Media 1=Import Paper after , (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention eriods retention resumes after settlement). OPERATIONS y.:.< ;: Annual Reports/Fire Incident Mag, Retained for historical and Fire Statistics(after 1996-Metro Cities tars P P P Mfr, OD, S/I No administrative value; GC§34090 Fire Authority) Ppr , le Lim#atKw&foF4i af#� is A r,.�^arcrt�s" G�, rr1 `,�....years, OSHA rek�U-VrE.'S 1.....yeaf;... F+re {L�s DefabraN s;etch T E Sate-requires,2-ye , Stafewirle-- NMI Gede-Reg­��klj,-GGP- z ,_ fu W34f:5, GC..§34090 Controlled Substance Inventory N Mag, Department Preference; 24 CFR Fire ; ; 3 years �,. 3 ears e Records y Ppr _ §1304.04, 1310.04 Life of Consistent with Work Orders and i Lrfd of _ Equipment Mainten.ance{Records EquF"ent+ E �.i ment+ Operational Complaints; CCP Fire (Gurneys, Defibrillators Ladders t ears -- 2 yearn 2 Mag Ppr §§338 et seq., 340 et seq., 342, etc.) 4--yernr GC§§945.6, GC§34090 ........_:. Copy kepi for six years, No statute of Limitations on Capital Crimes; Fire Incident Reports and Transfer to Trans fer tLl Arson sentences vary between 3 '. Police Investigations: Criminal QV t- Mag Ppr years to life, depending upon the Police Police as eor�/ o + iie circumstances; CDF recommends Act+ 10 years; PC§§451 et seq., 799, GC§34090 Department Preference; If records Fire Incident Reports and were not produced by the City, Fire (Metro Investigations: Non-Criminal Mag, may destroy when no longer S a11s etc - Yes: After Cities Fire HazMat �, des- 1 year 29 years 30 years. Mfr, OD, S/I QC required (non-records); all Authority) Emergency-Response,Reperts;&.. Ppr employee exposure records are Su} rrrer�faaf Ramparts exposure+30 years; 8 CCR Cp 3204 d 1 , et seg. W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O r� (D Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 W ffice of Category ID# Records Description Retention/Disposition Comments/Reference ecord Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) Vital? (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normalIV performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Longest Statute of limitations for Eire{Metre Mag- Yew less-than-capital crime is-6-years 6-years, Mfr 90- } �: After Grirni Aterity} crimes or Mal�llat (in CAD F�pr GC 99J-grad retained by-Mate-PG- system) §800 et seq., GC§34090 Fire(Metro Department Preference; Data Cities Fire Fire Incident Data In Indefinite es -� =Ppr {° - $ Fields/Records are interrelated; Authority) . i GC§34090 Cop�es� Copies Finance HazMat Res onse Billie Records, When Nod When No_ .Mag, p g GC§34090.7 I Longer 4 Longer Ppr Required Required ` , a AfteC New After New e Evaluation- Evaluation-- Mag, Retained for administrative value; Fire Insurance Services Office (ISO) Minimum 2 Minimum 2 ' Ppr GC§34090 years years Copies- Copies- Mutual Aid Agreements,Joint When No When Na Mag' Originals Maintained by City Clerk City Clerk Mfr, OD, Power Authorities Longer Longer Ppr Permanently; GC§34090 Required Re uired HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunricate or distribute without prior written permission from GGS(909)337-3516 Revised: A/21/08 Ver 12.o RECORDS RETENTION SCHEDULE a FIRE Page F-10 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Inactive Image: Destroy Active Total Vital? Media 1=Import Paper after (OFR) (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference; Hospitals and Referrinq Agencies are required 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Medi-Cal Physicians must retain records far _3 years from the last_ _ m Has itals servin Medi-Care and ONE 1 F Medicaid patients are 5 ears: ,i ME- ACaiifernia lea4t re AssocWion- s. i n e dkw sy-arrecord .or e - sre#a+a adult e . rMks #�I4svv+t 1 ; n years for clinics, health fac-lities Prehos ital Care fort, , Mag, No hesp+tals �lty hezrk4t4 Bare Paramedle"Reperts/Am-buiance- Fire 1 year 6 years 7 years Mfr, OD, S Yes—nfa epertr5 l PCRs)-ADULTS PprO aaurs+ng-services ar�d ifi based upon"if-the licensee ceases. operations--Statute of Limitations for health providers is 3 years; faatient becomes 19 years old; statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health records; CCP§340.5, GC§34090; H&S§123145;42 CFR 482.24(b); 22 CCR 70751 c 71551 c 73543(a), 74731(a 75055(a), � 75343(a), 77143(a),W&I 14124.1 CD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Devised: 4/21/08 N Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-11 W i lice of Category ID# Records Description Retention I Disposition Comments I Reference W .ecord Inactive Image: Destroy Active Total FMed1=Import Paper after (OFR) (Off-site, Vital?(in office) OD or Mfr) Retention M=Mfr Imaged& S=Scan C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normall erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Department Preference; Hospitals and Referring Aqencies are required for age 19 but a minimum 7 ears 10 years is recommended by AHIMA for "healthcare providers"; Medi Cal Physicians must retain records for (� 3 Vears from the last service „•r F Hospitals serving.Medi Gare and Medicaid patients are 5 years; l California Healthcare Arsociatiora LLA reeommerods Acute Care Facilities ters- , : Prehos aital Care Rert �% -Mm: r Minor fo{Io�tiing dischar�d law requires ,z... 4\. ,. a edi� Re Juvenile 19 Juv4an le 1.9.. Mag, No years-for slit+ss;healtka fa<i4ities, ~ y eattl re c.,, Fire Repert�l4G--F�e� atient- 1 year years old - years old Mfr, OD, S Yes -After- centers;a+id-4-,Ok me trifled-- Ga-re-R is i-PCRs)-MINORS Minimum 7 Minimum 7 Ppr GG dDV Nt years years aursing services and is actually base upon of the licensee ceases ape sos=-Statute of Limitations for health providers is 3 years; Juverailo-aecords are required until- patient- -:)mes 49 yearn-otd; statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health records; CCP§340.5, GC§34090; H&S§123145; 42 CFR 482.24 b 22 CCR 70751(c) 71551,(c� 73543(a) 74731(a)y i5055(a) 75343{a) 771�a�,W&I 14124.1 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dimlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page F-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complain , audits,pending records requests, and/orinvesti ations sus end normal retention periods retention resumes after settlement. Station Log Books(Incidents- Mag, De ar ment,.__pjpference: may be Fire 1 year P P Mfr, OD, S/I No retained for historical and kept at Fire Stations) Ppr administrative value; GC§34090 IFSTA maintains originals; Training Materials, Standards and Mag, Conforms with HazMat exposure Yes: After Fire Administration(produced by Superseded Superseded Mfr, OD, S/I QC requirements; Statewide IFSTA) _ _ Ppr = guidelines propose 2 years; 8 CCR §3204(d)(1), et seq. all P+re Vehiclet lainter�ar History{Fira)S ar f t+rfa is 1 = ` ay.r... life of vehicle;USKA require, 1.... Vebiedes) MIR �' � r year r r years-ode deg -� t CAt CD W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 �, Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 r+- c� Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 i Fl,�A �rd of Category ID# Records Description Retention/Disposition Comments I Reference Image: Destroy t oy Inactive Paper Active Total'•'• Media 1=Import (OFR) (Off-site, Vital? after (in office) •R§&it on•' Options M=Mfr OD or Mfr) Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normallyperformed b file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). . . .. HUMAN RESOURCES The City does not use eligibility Applications for Employment or lists; Department preference; Resumes/Recruitment Files: . . . . . EEOC/FLSA/ADEA(Age) Human Solicited: Brochure requires 1-3 years; State Law advertisement, unsuccessful,, 3 years --3 years.'. Mag, Ppr Resources _ �T • , _ a requires 2-3 years; 29 CFR 1602 E. r:.; _' applications, selection mafenals , �j �— ° � et seq & 1627.3(a)(5)and (6), 2 etc. , f CCR 7287.0(c)(2), GC§§12946, 34090 w,- . . . No positions open; therefore not i Q` • • ' ' deemed art of City r Applications for Employment or When No •Wien•No � � P y recruitment Human +°•. practices; considered a transitory Resumes: Unsolicited(no open Longer Longer• Ma P r R, urces f•k: _. g' p record not materially impacting the position), candidates not,-hiretl' Required •:REguirgd conduct of the public's business; 2 CCR 7287.0 b 1 e� Department Preference to match auditing standards; EEOC/FLSA/ADEA(Age) requires 3 years for promotion, demotion, Human Benefit File(Includes Personnel Yes: After transfer, selection, or discharge; Resources Data Sheet, Medical Enrollment Separation + 5eparatigrn+ Yes: Until Mag, Mfr, S Separatio State Law requires 2-3 years; Finance/ Form, Dental Enrollment Form, all 5 years ;5 years'•' Separation OD, Ppr n retirement benefits is 6 years from Payroll Beneficiary Forms) last action; 29 CFR 1602.31 & . . . 1627.3(b)(ii), 8 CCR§3204(d)(1) et seq., GC§§12946, 34090; 29 • • USC 1113 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di mlicate or distribute without prior written permission from GGS(909)337-3516 Revised• 4/21/08 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record ---------- - - - ..........._........ -...... -_ -- --- - Image: Destroy Inactive Paper Active •Total'•'• Media 1=Import (OFR) (Off-site, Vital? after (in office) Re#eriton•, Options M=Mfr OD or Mfr) S=Scan Imaged & , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is com leted, and imply a full file folder Le.q. last document+2 years), since destruction is normal!y performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Bureau of National Affairs When No •.NVhen•N-j•. recommends 2 years for all Human Classification/Compensation Longer ;conger , supplementary Personnel records; Resources Studies (for employee Required .Required . Mag, Ppr Wage rate tables are 1 or 2 years; classifications) (minimum 2 .(i'N.(nuni•2• State requires 2 years; 29 CFR years) :•:years)•; 516.6, 29 CFR 1602.14, LC ..... ......... ' p . _ - 1197.5, GC§§12946, 34090 Ham F# Consistent with other claim . . retentions(City Attorney handles 7 . .:. .:.: cases that are not resolved Department of Fail mployment ' Fir aI r .Final administratively); All State and Human I f I_. Housing (DFEH or� EOC)Claims Disposition Risposltign Mag, Ppr Federal laws require retention until R—�urces 1 that are resolved administratively +S a gears + years __ final disposition of formal . _, � • complaint; State requires 2 years • • after action is taken; GC§§12946, 34090 D.O.T. Requires 5 years for . . . . . positive tests, refusals, annual summaries, etc, 1 year for negative Human Drug and Alcohol Testing/D.O.T tests; EEOC/FLSA/ADEA(Age) Resources files 3 years 2 years •;'b years.:• Ppr requires 3 years physical examinations; State Law requires 2 . . . years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 34090; 49 CFR 655.71 et seq.;49 CFR 382.401 et seq. Human Resources EEO-4 Reports 3 years 3.y�r� . Mag, Ppr Department Preference; 29 CFR /Human 1602.30; 29 CFR 1602.32 Rr�• rces i CD w HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Cr (D W Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 I F Trd Cate o ID# Records Descri tion Retention/Dis osition Comments I Reference Category p p --- _ -- -- - -................--- ........ - ....... — ...---- -- ....._....... - _..._..................... - Image: Inactive Destroy •��� � •••• (OFR) Active (Off-site, . Total.•.• Media 1=Import Paper Vital? after (in office) ROL-ition•' Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards no Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, i2endinq records requests and/or investi ations sus end normal retention periods retention resumes after settlement)- Human Employee Assistance Program Resources (Quarterly and Annual Reports, 2 years 2 years. Mag, Ppr GC§34090 ......... etc.) ......... ...... Yes:After Human Employee Roster Cards . g, Mfr, Department preference; GC P P'•`•'• S Separatio Resources (Employee Service History) OD, Ppr n §34090 Lead Department is OFR for . . . . . grievances resolved prior to step 3; When No .When*No . f° � � All State and Federal laws require Grievances (escalated from Longer ...Longer.. retention until final disposition of Human r r l Yes: Before- De Departments when not resolved Re ulred .Re Required �_1 Ma Ppr formal complaint- State requires 2 p q- 4 9, P P q Resources t Disposltlon ra before step 3) (minimum 2 (rpipimum 2 years after action is taken; 29 CFR A �x - years) �� � � 1602.31 & 1627.3(b)(ii), GC .years '. §§12946, 12960, 34090; 29 USC 1113, LC 1174 - ........ ...... .........-- ........ - ......... . ...................... ......... ......... ......... ........ nan Job Specifications 10 years .1.O.years,•: Yes: Before Mag, Ppr Department Preference; GC§ R�'-urces Superseded 34090 Human Department Preference to protect Resources LiveScan Fingerprint Clearances 50 years 50:years Mag, Ppr City in the event of past employee . . misconduct; GC§ 34090 et seq. City Clerk maintains originals Superseded SuperSecied' Yes: Until Mag, Mfr, permanently; EEOC/FLSA City Clerk Memorandas of Understanding +3 years +.3.�r. . . . Superseded OD, Ppr S/I No requires 3 years for MOUs; State requires 2 years;29 CFR 516.5, GC§§12946, 34090 For use in interpreting intent of Yes: MOU provisions; EEOC/FLSA Human Negotiations: Employee Superseded SuporSeddd' Mag, Mfr, requires 3 years for MOUs; State Resources Associations +5 years 5 years +.1'0'yea '. OD, Ppr S/I When rs requires 2 years; statewide Inactive guidelines propose permanent; 29 CFR 516.5, GC 12946, 34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised' A/21/08 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 O Recordffice of Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total'.• Media 1=Import (OFR) (Off-site, • • • Vital? after (in office) •RO61ition•' Options M=Mfr OD or Mfr) S=Scan Imaged& . � If the record is not listed here, refer to the Retention for Cit -Wide Standards No Retentions be in when the act is completed, and/2&a full file folder Le. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement). Human Personnel Commission Findings 2 years :2:yaar•g•:• Mag, Ppr GC§ 34090 Resources &Conclusions (Decisions) Personnel Files-Regular/ ; Department Preference; statute of Active Permanent(Includes limitations for retirement benefits is Appeals Findings Application & I- •" •" 6 years s action; Convertto 'Cbnvertto•." EEOC/FLSA/ADEA(Ae) requires Human 9,Awards, Copy of Drtver Terrnmat�att4-= = T�rf�ilnbfiorl• Yew3nti1 Ma Mfr ., Yes:After License/ID, Emplo ment g Separatio 3 years for promotion, demotion, Resources A Fild`dpon � .'Fite uptul Seo6tion OD, Ppr transfer, selection, or discharge; Verifications, Evaluations, `v n r Separation Separation. _- State Law requires 2-3 years; 29 Personnel Transaction Forms f CFR 1602.31 & 1627.3(b)(ii), 8 x _. Oaths, Policy acknowledgements A r 21 CCR 3204 d 1 et se Excludes Medical Records) Ml' § OO q•, GC -- - - - - = ---- -- - _. §§12946 60201; 29 USC 1113 - - - Personnel Files Temprorary/ _ ( Department Preference, statute of C Von-Permanent Ellployees (Includes Appeals Findings, limitations for retirement benefits is Application& 1-9,Awards, Copy of 6 years from last action; Drivers License/ID, Employment Yes:After EEOC/FLSA/ADEA(Age)requires Verifications, Exclusion from Human Separation + �6parat)on' Yes: Until Mag, Mfr, 3 years for promotion, demotion, S Separatio Resources 5 years year Separation OD, Ppr transfer, selection, or discharge; PERS form, Evaluations, n State Law requires 2-3 years; 29 Personnel Transaction Forms, CFR 1602.31 & 1627.3(b)(ii), 8 Personnel Requisition Forms, Oaths, Policy acknowledgements • ; ; ; • CCR§3204(d)(1)et seq., GC -Excludes Medical Records §§12946, 60201; 29 USC 1113 CD Adopted: 2/4/02 w HUMTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Ado P Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 00 W Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 i C )of `p Category ID# Records Description Retention/Disposition Comments/Reference L___)rd Inactive • . • • Image: Dpapery Active • •Total'•'• Media I=Import (OFR) (Off-site, Vital? after (in office) •Rete•riton•' Options M=Mfr OD or Mfr) . S=Scan Imaged & . ? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder Le.g. last document+2 years), since destruction is normally performed b v file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Personnel Files-Terminated Employees (Includes ; Department Preference;statute of Maintenance Screen Printouts, limitations for retirement benefits is Personnel Data, Benefit ; 6 years from last action; Enrollment forms,Appeals ;•;•;•; ; Yes: After EEOC/FLSA/ADEA(Age)requires Human Findings,Application&19 Separation+ Sepeir,atibri+ Yes: Until�._Mag, Mfr 3 years for promotion, demotion, r i I ,,S �-Separatio Resources Awards, Copy of Drivers 10 years . . 10•yE�r�'• Separation--...OD; Ppr transfer, selection, or discharge; License/ID, Employment t -- n State Law requires 2-3 years; 29 Verifications, Evaluations, Oaths;`` CFR 1602.31 & 1627.3(b)(ii), 8 _ CCR 3204 d 1 et se GC Personnel Transaction Forms ; ', � .>-> .• � ,. § OO q , ., Policy acknowledgements - r • • • • • §§12946, 60201; 29 USC 1113 Excludes Medical Records) f 3 - - J � �` ` . t ----- - - ----- Files maintained separately; Personnel Files (Medical Community Services, u is Works nan Records, respiratory fit tests, .• • • • • . • Yes: and Fire retain some records until Separation + Separation� Yes: Until Mag, Mfr, the employee is separated from R, , urces hazmat exposure records, and 28 years S When 2 years 30.y6ars:•: Separation OD, Ppr employment; Claims can be made /Fire/PW backgrounds&fingerprint Inactive for 30 years for toxic substance clearances) exposure; 8 CCR§3204(d)(1)et seq., GC§§12946, 34090 Superseded .Superseded- City Clerk I Personnel Rules& Regulations (Minimum 2 (N1inimum.2. Mag, Ppr {I Yes: Until Department preference; GC years) Superseded §34090 •y. . . .:. Retiree Medical Insurance Files '• Department preference; Plan must nat Human (includes Medical Subsidy Plan, Termination 'Terrni (ob. Yes: When Mag, Mfr, Yes: be kept termination + 1 year; of Benefits+ of,Mneflts; eligible for S/I After 1 Statewide guidelines propose Audit Resources Retiree Forms, Correspondence, OD, Ppr various forms, copies of checks) 2 Years .2:years•;• benefits year + 5 years;-GC§34090, 29 CFR 1627.3(b)(2) Human Salary Surveys 2 years Z years Mag, Ppr GC§34090 Resources HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN! RESOURCES Page HR-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive •. Paper Active •Total`•' Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention•; Options M=Mfr OD or Mfr) S=Scan Imaged & , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. La ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Retained to cover auditing standards; 1RS Regulation for W- 4s is four nears after the due date Supplemental Retirement Files .. of such tax for the return eriod to Employee .'Employee,' Yes: Until Yes: Human (includes A/P Demands, PERs • • Mag, Mfr, which the records relate or the Deceased + •Deceased.+ Employee S/I After 1 Resources calculations,W 4P form Direct ODD Ppr date such tax is paid whichever is Deposit Form) 5,yelars ;5 years; Deeasetl Year We the later. Plan must be kept termination + 1 year; GC§34090, IRS Regulation 31.6001.1; 29 CFR - 1627.3(b)(2) t r Department Preference; EEOC/ FLSA/ADEA(Age) requires 1-3 ' = ears; State Law requires 2-3 nan y Y q Testing File: Mash rsTest 3 years 3 years' Mag, Ppr Ri= urces years; 29 CFR 1602 et seq & 1627.3 et seq., 8 CCR§11040.7( ---- - - - - c), GC§§12946, 34090 �' -- - Department Preference to comply with DOJ requirements; EEOC/ Human FLSA/ADEA(Age)requires 1 Resources Testing File: Score Sheets 3 years 3'years.'. Mag, Ppr year; State Law requires 2-3 years; 29 CFR 1602 et seq & 1627.3 et seq., 8 CCR§11040.7( c), GC§§12946, 34090 -- - - ..-...... - .._ .._...... ._.....- ......... ....... Department preference to cover statute of limitations for Human Testing File: Test papers 3 years ; 3 years; Mag, Ppr discrimination claims; Law requires Resources (completed by applicants) test papers be retained for 1 year; 29 CFR 1627.3 a iv C w HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N O (D Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 FI C tv ?of ~ Ord Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active ••T•dtal'••• Vital? Media I=Import after (OFR) (Off-site, • • (in office) •Reteritron•' Options M=Mfr OD or Mfr) S=Scan Imaged & . � If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder Le.q. last document+2 Lears2, since destruction is normallv Performed bv file folder. Liti ation, claims, complaints, audits, pendin records re uests, and/or investi ations sus end normal retention Periods retention resumes after settlement). e„ rRiSKMANAGEMENT Human Accident/Incident/Graffiti/ Resources Vandalism/Injury Reports • • • • • /Risk PUBLIC ADULTS (medical and 2 years '.'2;year•§:; Mag, Ppr GC§34090 Manag. non-medical.) Human Accident/Incident-/-Graffiti.!_ Resources Vandalism/InjuryJRep6_ s:- — -_`. a---J /Risk PUBLIC JUVENILIE3 (medical 2 Years :'2;yrs.`. r Mag, Ppr GC §34090 Manag. and non-medical.) 1b Human Accident/Incident/Injury ( - ' ;•; __i Reports: EMPLOYEES medical r Claims can be made for 30 years Resources p ( ,' ( 1 r Mag, Mfr, Yes: for toxic substance exposure; 8 o and non-medical.)Also see 5 years 25;years 30;y8aYs;.; S When isk OD, Ppr CC R§3204(d)(1)et seq., GC iag Vehicle Accident Reportstty� Inactive §§12946, 34090 _ vehicles) nan Accident Reports: CITY Ri urces VEHICLES (medical and non- Consistent with Work Orders for ,.isk medical.) Also see Vehicle 3 years :.3;years: Mag, Ppr vehicle repairs; GC§34090 Manag. Accident Reports (Cit)Lvehicles) Claim must be filed within 1 year, lawsuit within 2 years; complaints Human against peace officers within 5 Resources Settle+5 ,S.ektt� +5 Yes: Until Mag, Mfr, Yes— years; Statute of Limitations for Claims-Adults S After- contracts is 4 years;wrongful death /Risk years ; years; ; Settlement OD, Ppr Manag. Settled for construction is completion+ 5 ; ; ; ; ; years; CCP§§337 et seq.; GC§§ 911.2, 945.6, 34090, 34090.6; PC 832.5 b HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised• d/21/08 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: ' Destroy Inactive Paper Active •''•Total'`• • Media 1=Import (OFR) (Off-site, - Vital? after (in office) •Retention•' Options M=Mfr OD or Mfr) Imaged& S=Scan If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litl ation, claims, complaints, audits, pendin2 records requests and/or investi ations sus end normal retention periods retention resumes after settlement. Age of . Ago of Juveniles may have additional Human Majority • •MeNrity. Yes - Resources Yes: Until Mag, Mfr, legal recourses; CCP§§337 et Claims-Juveniles (minimum minimum. After= /Risk Settlement OD, Ppr seq.; GC§§911.2, 945.6, 34090, Manag. Settle+5 .Settle+5 ettlecd years) ears.): 34090.6; PC§832.5(b) y Human :,m___ When;No-�=• When.No Resources /Risk Gray's Medical Records Longer J gr�gr Ppr Non-records used for reference Re aired q Ike ui;re'd i Manag. _ . Old . g � Department Preference; Calif. W' E ) M, `50­ Labor Division is required to keep Human -it m their records 7 years; OSHA Ri= urces OSHA Insur ince rtificates, 7 years J.years � Ppr �.� requires 5 years; State law requires M isk Inspections&Citations, Log 200 , iag 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904,44; GC§34090 et seq.; LC§6429c Human • •'•'•'•' • Statute of Limitations for contracts Insurance Application Forms Resources ' ' •.• Yes: Before is 4 years, personal property 3 (Purchase of insurance for Library 4 years .4.years' Ppr /Risk or Community Service facilities) Event years; CCP§§337, 338; GC Manag. §34090 Human Resources Insurance Certificates (for Facility Yes: Before 2 years 2.ye2rs.'. Ppr GC§34090 /Risk Rentals, etc) Event Manag. Longest Statute of Limitations is 10 Human years; Those filed with an Insurance Certificates (for Resources Yes: Before Mag, Mfr, Yes: 2 agreement or contract are Contracts,Vendors, and City- 11 years .1 Xer ., S /Risk Completion OD, Ppr years Permanent; statewide guidelines ag issued Certificates etc.) propose permanent; CCP§337 et seg.; GC§34090 Adopted: 2/4/02 HIJfVT9fVGTOiV BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Ado P i Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N N N Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 C N :of L �rd w Category ID# Records Description Retention/Disposition Comments I Reference Image: Destroy Inactive • • • • Paper Active '•Total'•'• Media 1=Import (OFR) (Off-site, • • • • Vital? after (in office) •Re�eriton•" Options M=Mfr OD or Mfr) Imaged& . . . . . S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally et-formed by file folder. Liti ation, claims, complaints, audits,pending records requests and/or investi ations sus end normal retention periods retention resumes after settlement. Department preference; Claims . . . . . can be made for 30 years for toxic substance exposure; Claims are required for five years after the end Human of compensation, or injury, Final •.•,1=ina(•.•. Yes: Resources Mag, Mfr whichever is longer; the Workers Workers Compensation FIIesQ� Settlement+ =25-years S'ttleln rjt r e-S n When /Risk t; _ I -OD?Pp .f ' ' Compensation Appeals Board may Mana 5years t 30,y�e�s. Inactive g �� k s destroy their records after 5 years; 8 CCR§3204(d)(1)et seq., 8 CCR U °_' ., 10102, 10755, 10758, 15400.2; 29 _ . . . . . . . � CFR 1910.1020(d); GC§§12946, u f` _ i 34090 �gi HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di-licate or distribute without prior written permission from GGS(909)337-3516 Revised- d/21/08 Ver8.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record - - --- ----— - - -- -- - - - -- ----- -- - .......-.........---.._ .._..-- Inactive Image: Destroy Active .•7ntat'• Media 1=Import Paper after (OFR) (in office) (Off-site, Retention" Vital? Options M=Mfr Imaged & OD or Mfr) S=Scan C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pegdin records request , and/or investi ations sus end normal retention periods retention resumes after settlement. Used for Disaster Recovery When No When No Purposes Only; Considered a copy Information i Backup Tapes-ALL DAILY--Lon,er.. and can be destroyed when no 99-dayS Longer Yes Mag. Services �44Gre,mental- Re uired R- gyred longer required; retention based • on administrative value; recycle f tapes; GC§34090 et seq. used fnr Disaster ReGeyeFy REW •: EBd3£ i �� rE}43fs#t2 IF§ eEaa rr+ercial- tamp far-4 i 6,3 s,ter- la�alisra Sr ices Rim - F _ a .. MEN13 ip edrx+ifaistrafive_.valr+ey reeyGle gWe -- -- I�srl =rl.��..�4or�un..-44t4>44 3 years Y-e-5 M ag- �Le , �•'sf+ati�ce....va)ae reGyble-- P ; f-A—e_4R- . eoa��ereial-Gtarage-for-riiea�- 4feffRa#044- 3-yea ye r ever aside��e�y ePAGes . adrra6ra+sfr�tiv�„� eGyslG- . CD w HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N .p CD Ver8.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-2 C U11 �rd of I Category ID# Records Description Retention I Disposition Comments I Reference Inactive Image: Destroy Active .•Totat. Media 1=Import Paper after (OFR) (in office) (Off-site, Retentiari Vital? Options M=Mfr Imaged & OD or Mfr) • • S=Scan C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records request , and/or investi ations sus end normal retention periods retention resumes after settlement. (See City-wide Information Expiration + �xpi�ation.+ Mag, for Software Licenses GC§34090 Services 2 years .2:yLars•' Ppr Agreements) • Information Telephone Records-Detailed ; ; The detail backup is not forwarded Backup of calls made (includes 5 years ;•5 years; Mag' to Finance; meets auditing Services Cellular Ppr standards GC§34090 KF 5� i Y _^ µo HUNTINGTON BEACH, CA©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,-plicate or distribute without prior written permission from GGS(909)337-3516 Revised" d/21/08 Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record ............................._...................... Image: Destroy Inactive Paper Active Total Vital? Media 1=Import after (OFR) (Off-site, (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& OC . ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com laints, audits,pending records requests, and/orinvesti ations sus end normal retention periods retention resumes after settlement. The City does not use eligibility lists; EEOC/FLSA/ADEA(Age) Applications for Employment or requires 1-3 years; State Law Library Resumes/Recruitment Files: 3 years 3 years Mag, Ppr requires 2-3 years; 29 CFR 1602 Library Part-time positions et seq& 1627.3(a)(5)and (6), 2 s_ CCR 7287.0(c)(2), 8 CCR .s .: w � :.;. ON- §1 1040.7(c), GC§§12946, 34090 Library Complaints and Compliments 2a ears 2 years ';; Mag, Ppr E�g,q= GC§34090 Deposit Slips, FmeReceipts, } Retained for auditing purposes; _ �. Meeting Room Receipts, Cash € ; Finance 2years 1 year 3 ears Ma Ppr Finance is Office of Record; GC Turn-in Cards Cash bonations y y g' p N §34090.7 etc. w) T L 1 W--h en When 3 w Library Emergency Contact4List i _n..> Mag, Ppr Transitory Record; GC§34090 Superseded Superseded When No When No 12 Library Friends of the Library Longer Longer Mag, Ppr Non-records; GC§34090 Required Required Grants: LSCA(Library Services and Construction), LSTA(Library Services and Technology), SLRC (State Literacy Resource Centers), Per California State Library CLSA(California Library Services Final Final Yes: Mfr, Library Act)and PLF (Public Library 2 years Expenditure Expenditure. Mag, S/1 When Records Management Program Foundation)ONLY. For all others, +5 years +5 years OD, Ppr Inactive Requirements(April 27, 1998); GC §34090 follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance .........:.:......... W � HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N CD Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 W fice ofTcategorylD# Records Description Retention/Disposition Comments/Reference ecord Image: Destroy Inactive Paper OFR Active Total Vital? Media 1=Import after ( ) (Off-site, (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& ......................... . � If the record is not listed here, refer to the Retention for City-Wide Standards d. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com laints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Incident Reports/Emergency Re orts-All (Irate Patrons, Library Emergency Reports, etc.) 2 years 2 years Mag, Ppr GC§34090 See City-wide for other incident/ emergency reports—,--_ _ JJ ._ When—No When NoGf _.uA. y.;._Y i L— . ,.,. i L_ A Longer Langer � � RPduired ,� .° Regurr�d � _�� � Department preference(the Yes: i Las A�tPAR'�' -' L t�scftvity Mag, Mfr, "' database is the original record) Library Library Card Applications € S When l All inoa *2 (All Fine, OD, Ppr Inactive Matches expiration-of Bards; GC u (M ,s cm 3- a ( �tal aunt 3: Y ara) a Library Systems: ILS Metropolitan Indefinite Indefinite When-No- n N0t Data is interrelated;Non records; Library Cooperative-Library-Syste"4 Mag, Ppr Longer Langer GC§34090 Required ed Library Programs(e.g. Summer Reading) 2 years 2 years Mag, Ppr GC§34090 Shred; Statute of Limitations any Room Rental Agreements/Facility Yes: "...liability founded upon an Library Use Applications (Room 2 years 2 years Before Mag, Ppr instrument in writing"or not Reservations, etc.) Event specifically provided for is 4 years; GC§34090, CCP§§337, 343 Library Suggestions 2 years 2 years' Mag, Ppr GC§34090 U-Rpa+d-or Une;-ek%ted t Over- Yes: Lfl4rary sendo unpaid-�ecounts City- g- ..may, Ma9—, Mf n .Grp ti s �01l , -agenc Troa,: rnaN CIS Rzt Until Paid Ur�tO laid S after 1 34090 HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di,plicate or distribute without prior written permission from GGS(909)337-3516 Revised- d/21/08 Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy LODor Paper Active Total Media 1=Import (OFR) , Vital? after (in office) Retention i. Options M=Mfr r) S=Scan Imaged& � If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Librofy ser�c s e paie�aceeer�4s directly to Oho collection agency,, Truer Under�r5. SmalI Glaims;..P<irk�ing-,- ..years &yzea mag.,...Ppr BeNs �r+der$a-0&tt3 arm wriEter�aft.. Library, Bad-Check-,;-etcafter,5 e,„c; 099 F, 0000 KaREM va- gl NOR- .s $ � e k MAIN No v h W W HUNTINGTON BEACH, CA.©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N 00 r+ (D W Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-1 FR 'd of Category ID# Records Description Retention I Disposition Comments I Reference ......--- .......-- --- — __Destroy Image: Inactive Paper Active ofal•'• Media 1=Import (OFR) (Off-site, Vital? after (in office) 'Re);entign' 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 be in when the act is com lete fullfodr . . last document+2years), since destruction is normally performed by file folder. da Litigation, claims, complaints, audits, Cendina records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. BUIL DING&=SAFETY �.;, �- Building When No •WIren.Ro. Records used to facilitate permit &Safety Permit# Applications Longer �ongr. Mag, Ppr issuance; Projects may expire Required ' __. ...__._- _ -- ........_._..--._ - ......._.. - _a__. ._..._-__ �qulfec}, after 2 years; GC§34090 ------- ---- Building Ma , Mfr Yes: 30 Department Preference; Statewide Building Permits ALL_ P P: Yes all S_ guidelines propose permanent; i e &Safety O g g P P... OD; Ppr days ..._- ! _.. _ c; i GC§34090 - .. 9 ,. Department Preference- Data is __...._ Building - f Building Permit Database .:' Indefinite Irid'efinite• Yes all Ma interrelated; GC 34090, H&S All &Safety I« .i ;f I t( )_ g § h.:.. `r .���_ §19850 Department Preference; Law z requires for the life of the building Building Plans-ALL17inalled � Residential &Coma' ' Orn rcial�(includes F � ; _-_ for commercial and common B ing soils reports, energy calculations, Life of '•'L•ife'of•'• Mag, Mfr, Yes: 30 interest dwellings; Statewide & `ety Permit# commercial structural plans, 2 years Building .'Burding.: Yes(all) OD, Ppr S days guidelines propose 2 years for commercial structural calculations, blueprints&specifications; CBC expired projects) > AC- H&S§19850, GC§34090 Building �uildinq Plans- Expired or When No VVh'er5•No• &Safety Withdrawn not ermined Lour Lor� et' Ppr Non-records _ Required Required. Building Mag, Mfr, Yes: 30 Statewide guidelines propose life P &Safety Certificates of Occupancy P Yes (all) S- - -....- -_ _-__— ......... _... _ __-- OD, Ppr days of building; GC§34090 Building Inspection Records: Appeal When .When Records used to facilitate permit &Safety Permit# Requests, Inspection Reports Permit ,f?ermit, Mag, Ppr issuance; Projects may expire Finalled Finalled, after 2 years; GC§34090 . - ......... ......... - ..... ......... ._. - Lists: Correction, Building, Plan When No .. . . . o' Transitory Records/Preliminary Building Permit# Review, Plan Check Form, Building Longer .coger. Mag, Ppr Documents used to facilitate &Safety permit issuance; Projects may Correction List, etc. Required .Required' expire after 2 years; GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-2 Office of Category ID# Records Description Retention/Disposition Comments l Reference Record - -- .............................. ... -.._.... ............. ........ _.__.. .... -— - ...........------ - - Image: Destroy Inactive • • Paper Active f ofal• Media 1=Import (OFR) (Off-site, Vital? after (in office) 'Re�ent:ioFl• 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 in2p1y a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com laints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Project File(finalled projects/ When No Wh'er1•Nd Yes: Building Permit# Residential) Reports: Calculations, Longer L'ong'er. Mag, Mfr, S After 30 This information is reflected on the &Safety Energy, Soils, Specifications Required .'Required. OD, Ppr days plans; GC§34090 et seq. submitted by applicant Project File(finalled projects/ When NoM-r6n.N.o. Yes: Building Permit# Commercial) Reports Lin er �qnr Mag, Mfr This information is reflected on the 9 ,: g P r , After 30 &Safety Specifications, energyand soils _ OD P r plans; GC§34090 et seq. Required (2�qurrecl days e reports ,. ,_ r.£: OT Department Preference; Law MErequires for the life of the building r Yes: for commercial only; Statewide . a, Ma Mfr,Building g, guidelines propose 2 years for Permit# Sign Permits-ALL ars P P.'• Yes(all) =S After 30 & ety 4 ' OD, Ppr days blueprints&specifications; UBC ` "`� y requires 90 days from completion date; UBC§106.4.2, H&S§19850, -a GC 34090 CODE,ENFORCEMENT:: f, When No _ hen•N-o- Lon er L'on 'ar Re�c uired - t�eeiuired'- Case is open until satisfactorily Planning Address Code Enforcement- Including Minimum 2 misiitiNiFfi 2 Yes: Until Mag, Ppr resolved; City Clerk maintains Prosecution Requests Resolution originals that are presented to eye_ars ears Council; GC§34090 2-years •'•�-�¢€�: Planning ;Prosecution Requests Not Pursued 2 ears ears; Yes: Until Ma Ppr GC 34090 q ( ) y . y. . Resolution g' p § - -- -- ........ ......... - ...... -._.. Planning Prosecution Request Log 2 years 8 years •:•10 years:• Mag, Ppr Department Preference; GC 34090 CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W O r+ fD W Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-3 FR ..d W of ,._ Category ID# Records Description Retention/Disposition Comments I Reference - _ Inactive Ima9 e: Destroy Active dotal• Media 1=Import (OFR) (Off-site, Vital? after (in office) 'Retention. Options M=Mfr OD or Mfr) S=Scan Imaged & , l? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.a. last document+2 years)_ since destruction is normally performed by file folder. Liti ation, claims, com laints, audits, eending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). ,.. Alcoholic Beverage License When No 1IVh'en.Nd. Planning Longer Longer. Ppr Non-records Application Copies or Notices Required ke.giuire-d Mag, Mfr, Department Preference; City Clerk City Clerk Annexation/Deannexation Files 5 years P •'•'•'P•'••• S No r- r--T,, -� F- -OD; P r, is OFR; GC§34090.7 County Assessor Parcel Information Wien'. * :, ;V�herj ' �'' Mag', Mfr GC§34090 ----- - --__...____ --- ---I i - --� Supe_r;'seded ,? Super �C( _ _ OD, Ppr ff 1 When No Yes - ----- -- Census E �-Mag, Mfr, Non-records; available on the Bureau Census, Demographics Longer Longer n S When _ Re fired OD, Ppr �`, Internet —d q ...... •Regurred• Inactive PI ling Coastal Development.Permits ' 2 years p P Yes Until Ma , Mfr, `S When Land Records; GC§ 34090 ,_..� g � Completed OD, Ppr Inactive �a HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference ..... -- ...... ...... -- - ----- - -......... ........---- - - -..._............. • Destroy Image: Inactive Paper Active '• To1aI•'• Media I-Import (OFR) (Off-site, Vital? after (in office) Rete'ntibn' 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 be in when the act is com leted, and imply a full file folder e. . last document+2 years), since destruction is normallyperformed b file folder. Liti ation, claims, complaints, audits,pendingrecords re guests, and/or investi ations sus end normal retention eriods retention resumes after settlement. Entitlement/Project Files: Administrative Review, Coastal Development, Conditional Use Permit(CUP), Development • ' ' . Agreement, Entitlement Plan Projects have a 2 year vesting ;Amendment, Flood Plain Variance, (applicant must pull permit within 2 _ _ years)--those applications in General Plan Amendment/Conforrrti3nce, Local which the applicant does not follow r - f Yes: through with permit may be Coastal Program Anldndment, Lots Yet Until Mag, Mfr, '_ Planning Address 2 y arse _ P R S When destroyed after the vesting period Line Adjustment Reversion to V Cotxtpletet; ,G)D, Ppr Inactive has expired. Some permits must Acreage, Sign Coderzception obtain Council approval, Specific Plan,Temporary UseA •. Department maintains complete Permit,Tentative Parcel/Traet� may- 01 P P t ^ = ' O files for administrative purposes; t7� Variance,Zoning Map AmeYi'dment, Precise Plan of Street Alignment, GC§§34090, 34090.7 �a Zoning Text Amendment, etc. (Includes Associated Plans& ' Maps) _ Planning Entitlement Log Map Book 2 years P F, ''" Yes Mag, Mfr, S/I No GC§34090 OD, Ppr Environmental Determinations Final EIRs are required to be kept (Environmental Impact Reports Yes: Until Mag, Mfr, Yes: 1 a"reasonable period of time"; 14 Planning Entitlement# (EIRs), Environmental Assessments, 5 years 95 years 100 dears. Project S/I Negative Declarations, etc. -EA/ Completed OD, Ppr year Cal Code Regs§15095(c); GC ND)Inside City boundaries . . §34090.7 Environmental Determinations When No When.N.o. Planning (Environmental Impact Reports Longer Ppr Non-records (EIRs), Negative Declarations, etc.) Required f� q,ui�ed' Outside City boundaries CD Adopted: 2/4/02 w HUIVTINGTOIV BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Ado P Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W N CD W Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-5 01 ^d W of W Category ID#J Records Description R_ Retention/Disposition Comments I Reference _ _ __ --- - - - --- - ---.............. — - - -- ........ Image: Destroy JorMfr) Paper Active �ofal Media 1=Import (OFR) ( Vital? after (in office) 'Re)ention Options M=Mfr O Imaged & S=Scan If the record is not listed here refer to the Retention for Cit -Wide Standards miniin Retentions be in when the act is com leted, and im I a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits pending records requests, and/or investigations suspend normal retention eriods retention resumes after settlement). . . . . Department Preference; City Clerk General Plan, General Plan Copies- .Coies: . Yes: Maintains originals of all When No Mag, Mfr, documents that were presented to City Clerk Elements,Amendments and Yes (all) S/I After Conformances (GPC) Longer :Longer OD, Ppr Amended Council; Planning maintains Required Required• complete files for administrative purposes; GC§34090 (�� = I Community Services, Public Works and Fire retain some Fire/ C records until the employee is HazMat Clean-ups, Federal Clean ; Public + it . . . . _ ,Mag, Mfr, Yes: separated from employment; ups and/or Exposure Records (e g 2 years 28 years 30'yea�s:• S When Works/ i L OD, Ppr Claims can be made for 30 years PlanningAscon Oil, Landfills) _ _ Inactive `, i1 for toxic substance exposure; 8 o / . . . . CCR§3204(d)(1)et seq., GC �� _.��w_ Y Y. � . • ••• §§12946, 34090 Ci , Jerk Historical Landmarks (Local, State, 5 years P :p Mag, Mfr, S Yes: 1 GC§34090 -- -- -- or National Registers) — -- •:• • • • • OD, Ppr year Irrevocable Offers to Dedicate and Mag, Mfr, Yes: Planning Covenants 2 years P :.?:.:. OD, Ppr S After GC§34090 P Consistent with other studies; Planning Land Use Studies 5 years 5 years . .1Oyears : Mag, Mfr, S or[ Yes: 1 Statewide Guideline shows 2 OD, Ppr year years; GC§34090 City Clerk Local Landmarks P R' Yes (all) Mag, Mfr, S No Department Preference; GC .. OD, Ppr- P Yes: Until Mag, Mfr, Yes: Department Preference (Council Planning Lot Line Adjustments 2 years P P Completed OD, Ppr S When Approves, therefore City Clerk is _ Inactive OFR); GC§34090.7 Yes: Until Mag, Mfr, Yes: Department Preference (Council City Clerk Master Plans 2 years P P " Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); GC§ 34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not dunlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&B-6 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record _.._..... ......_.. ---.... _._._... -— - . . . . . . - - - Image: Destroy Inactive • • • Paper Active • 6tal•• Media 1=Import (OFR) (Off-site, Vital? after (in office) feention; Options M=Mfr OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years2, since destruction is normally performed by file folder. Litigation, claims, com laints, audits,pendin2 records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Planning Commission (MINUTES& Yes: RESOLUTIONS) Yes: ' ' ' ' Depending Mag, Mfr, See City-wide schedule for all Planning P S After 2 See City-wide Schedule for Agenda Subject Upon OD, Ppr years others; GC§34090 Packets Yes: Department Preference (Council City Clerk Precise Plan Street AllgnmerttsN Yeses nttL_JVlags, Mfr , y 2 years r � P P '• ,5 When Approves,therefore City Clerk is a (PPSA) _ Completed OD, Ppr --- ------ - — t - ; .;.;.' - - - Inactive OFR) GC§34090.7- --- -- Wh"en No When.N.o ME -- _ . . _ Preliminary Documents (no Planning Preliminary Review i{e Longer Longer., tf} _.. : ,:IVfg, Ppr application submitted); GC§34090 +r Required Require AI ..... i Pad Preliminary Studies Project ( '} Department Preference;projects .._ Assessments(Pnva#eProtects) 2 years �rear � 5 ytrars ,x Mag, Ppr must be pursued in 2 years; GC b �t' NOT Pursued : & §34090 PI iin Reciprocal Parking and Access 2 ears P ;P. Mag, Mfr, S Yes: GC§34090 ._..._g- ...._...__..._..---.�.._..._Agreements._.._._._.__...--- y ------------ '.'.. --- OD' Ppr - - --After ---- —-..� - - -........... — Seasonal Sale Lots(Pumpkin,Tree Planning lots) 2 years •;•2•years Mag, Ppr GC§34090 Yes: Until Mag, Mfr, Yes: Department Preference (Council Planning Site Plan Amendments 2 years P P Completed OD, Ppr S When Approves, therefore City Clerk is j Inactive OFR); GC§34090.7 '•'•' Yes: Department Preference(Copies); Planning Specific Plans 1 5 years P P:'.'. Yes(all) Mag, Mfr, S When City Clerk Maintains originals of all OD, Ppr documents that were presented to Inactive Council; GC§34090 Staff Review: Address Assignment, Statute of Limitations any Animal Permits, CC&R Review, "...liability founded upon an Planning Certificate of Compliance, Design 4 years :4:y"P9•; Mag, Ppr instrument in writing"or not Review Board, Signs, Temporary specifically provided for is 4 years; Sales,Zoning Letters GC 34090, CCP 337, 343 w HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W -p CD W Ver. 6.0 RECORDS RETENTION SCHEDULE - PLANNING & BUILDING Page P&t3-7 i FR W of Category ID# Records Description Retention/Disposition Comments/Reference d -- ............... ---- -- - Inactive . . • • Image: P per (OFR) (Off-site __ __.. D Active Tofal Vital? Media 1=Import after, (in office) Retention' Options M=Mfr OD or Mfr) S=Scan Imaged& , 12 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e.q. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, com laints, audits, pendin records re uests, and/or investi ations sus end normal retention periods retention resumes after settlement. Temporary Activity Permits Planning (Sidewalk sales, car washes, etc.) 2 Years ;:?:year's:• Mag, Ppr GC§ 34090 Planning Temporary Sign Permits 2 years years; Ma , Ppr GC 34090 ... ....._-.. g P Tract Maps/Tentative Tract Maps Yes: Until Mag, Mfr, Yes. Department Preference (Council City Clerk (FT&TPM) 2 years P P• Completed OD, Ppr S When Approves, therefore City Clerk Is ,_Inactive OFR); GC§34090.7 LSE I — - -}•� P Y � � :;;:::: Department Preference; City Clerk XMA Mag, Mfr, Maintains originals of all Planning Zone Maps (History) ( P K0 P Yes (all) S No _ OD, Ppr documents that were presented to Council; GC§34090.7 ISiL LY.es:_._ r . . r .i Yes: Depending Mag, Mfr, See City-wide schedule for all Planning Zoning AdministratoK-(iVIINUTES) P P.'.'. t t' After 2 ; 1p n OD, Ppr years others; GC§34090 z Subject When No V1!hen'l!o• Preliminary Documents/ PI ling Zoning Inquiry Forms Longer Longer Ppr Transitory Records; GC§34090 et Required Required: seq. Planning Zoning Letters(requested by 2 years ;2;y�ars Mag, Ppr GC§ 34090 realtors) ......... ......_ - . _.. __ ..... ......... ......... ...... . • .................................................. ......... ........................................... ......... ........... ......... Yes: Until Mag, Mfr, Yes: Department Preference (Council City Clerk Zoning Map Amendments 2 years P P. ; Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); GC§ 34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d—licate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 12.0 RECORDS DETENTION SCHEDULE: POLICE Page PD-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media 1=Import after , (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& ' ? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). ADMINISTRATION OPERATIONS I CHIEF/-INVESTIGATIONS I UNIFORM Police Administrative Files 5 years 5 years Mag, Ppr GC§34090 Police Bicycle Licenses 10 years 10 years Mag, Ppr Meets auditing standards; GC §34090 Bidder i..:.Ve ndat List... aiic { € aotaLrtc� rece+ve �t� � 6� VARA, -` _� Fe St ;-GC-§ -090-et_seq- a� - Crime Statistics/Uniform Cnme3 + Mag, Mfr, Ye Police s: 2 years P7» P S!I Historical Value; GC§34090 Reporting: ANNUAL , OD, Ppr After 1 Crime Statistics fiuniform Crime �"__ Police Reporting: PERIODIC (Monthly 2 years 2 years Mag, Ppr GC§34090 Bi-monthly, etc) # ; ,; Department Preference;All State "Am � and Federal laws require retention Final Final Yes: Grievances(Human Resources until final disposition of formal Police Disposition Disposition' Before Mag, Ppr is OFR for some employees) complaint; State requires 2 years +5 years +5 years Disposition after action is taken; GC§§12946, 34090 When No When No Longer Longer Department preference; GC Police Gun Range Historical Files Required Required Mag, Ppr §34090 (minimum 2 (minimum 2 ears) years) 5 years After 5 ears After Misleading,absalete ar unreliable Last Last information is m- aired to be Information Infeirmatioci destra ed remainin records must Police Intelligence Files Mag, P r Received in Received in not be retained longer than 5 can-Going tin-Going years; 28 CFR 23.20(1 GC o--rI Investi atican Investi atior . 3fi A090 r+ fl) W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W 01 CD Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 W ,—, office of Zecord Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR Active Total Media 1=Import (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Officer Final after action is taken; Statute of Police Involved Shootm s m -- Disposition P P rf}x Mag Ppr Limitations is 4 years for 3 yearsz � misconduct; IA and Statewide € _ guidelines recommend 25 years .: for officer-involved shootings; EVC §1045, GC§§12946, 34090, PC §§801.5, 803(c), 832.5, VC§2547 / * Department Preference; State& Federal laws require retention until final disposition of formal Internal Investigations: complaint; State requires 2 years Final Final after action is taken; Statute of Sustained and Not Sustained Police Disposition Qisposrtron, Mag, Ppr Limitations is 4 years for (other than Officer Involved +5 years +5 years misconduct; IA and Statewide Shootings) guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC§§12946, 34090, PC §§801.5, 803(c), 832.5, VC§2547 Non-sworn Employee File: Department Preference; GC Police Index Card, Photo,Persil- P -years Mag, Ppr §34090 Information,etc. Human Non-sworn Em to ee File: Serration + Se ration+ Department Preference (copies); Resources Medical Files 30 vears 33 ears M P12r GG 40907 Non-sworn Em to ce File: Separation + Se aration+ Darlment Preference; GC_ Police � Personal information7 5 years 5 yearsa 34090 Police Payroll Exception Forms 5�ars 5 ears M f r Department Preference meets auditing standards GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d—licate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper (OFR) Active (Off-site Total Vital? Media 1=Import after , (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan OC, � If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com feted, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Claims can be made for 30 years for toxic substance exposure; EEOC/FLSA/ADEA(Age)requires POST Data, Files and Printouts Separation + Separation + Mag, Mfr, Yes: 3 years for promotion, demotion, Police S/I When transfer,selection, or discharge; (Training Courses) 5 years 5 years OD Ppr =Inactive State Law requires 2-3 years; 29 Y _...m. _ �= CFR 1627.3(b)(ii), 8 CCR Ed 3 §3204(d)(1)et seq., GC§§12946, 34090 _ r .._ Consistent with Accounts Payable; Yes Until Published articles show 3 years; Police Purchase Orders v 2 years ears 5 years Mag, Ppr MM �A i Paid Statute of Limitations is 4 years; ; L WE GC§34090, CCP§337 jfer'kf.�m�-rzrs ,-c-cnry--c M�ss {cis{{ redo Ter es Lba til- for-tho -that-tg'e-tc-GeuRoil P°4fee ` fig'�r Completion Com Statute of Limitotions for eentrac't's' servrees) p �_ is 4 years; CCP§§337 , 33-7-.444,,- ' .:r-v .✓;va-3. -civzr-erred+. Death of MDeath Hurnan Department Preference (copies); Sworn Fmplovee Medical File Fmplovee + Mag, Ppr Resources 1 year GC 34090.7 Hurnan Death of Department Preference (copies); Sworn Fmplovee Personnel File Fm I1 yee+... Fm to ee+ Mag, Ppr Resources 1 year wear GC34090.7 Police + „�, + ra; OFR...dependsr upon...who open-s-- su� ct&#or bids_. inn- R , opened...by-Ge—�tral Services) +2...yea.r.s +..:2 ycars � ; 34094 a-+ r+ CD W Adopted: 2/4/02 r HIDNTVNGTOIV BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved P Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 W 00 (D Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 W iffice of Category ID# Records Description Retention/Disposition Comments I Reference tecord INO Image: Destroy Inactive Total Media 1=Import Paper Active (OFR) (in office) (Off-site, Retention''' Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& � ?.................................... . If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by No folder. Litigation, claims, complaint audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Mag, Mfr, Police (when the vehicle or equipment Lease+2 3 years Lease+ 5'' S/I After 1 for contracts is 4 years; CCP is not subsequently purchased) years years OD, Ppr year §§337., 337.1(a), 337.15; GC §34090 et seq. Life of Life of Vehicle Maintenance7Nistbry " �� r ) Department Preference; GC Police . Vehicle+2 - Vehicle+2 Mag;1Ppr 1 1 (Police Vehicles)- §34090 i � year's years H 312— -`t ) Upon lJpon ---Mag, Mfr, Provided to new owner; GC Police Vehicle Title( PmRSlips") Disposal of Disposal of , S/I No . : j Vehicle o Vehicle OD, Ppr §34090 Department Preference; Bureau of Yes: u �° r��� ,, �• � •i National Affairs recommends 2 Police Work Assignmentsche'(Sdules) 2 years 2',years -.Current Ppr ' " years for work schedules; 29 CFR Schedule 516.6(1), 29 CFR 1602.14, GC§ only 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record ..............._.................... .... Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media 1=Import after , (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& QC. ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com taints, audits, gending records re guests, and/or investi ations sus end normal retention periods retention resumes after settlement). INVESTIGATIONS ALL 4 2 years after 2 years after Expiration of Expiration of Department Preference; GC Alcohol Beverage Applications ABC ABC Ppr §34090 License ____License Background Checks for — _ - g r p b W a_ Business Licenses BingoKNO M Police Massage Technmi ician&Parlors 5 years 5years Mag, Mfr, M�� /I No Department Preference; GC ` ` p -- §34090 Sexually Oriented Business OD, Ppr (SOB)etc. Background Files _. Non-sworn Yes: qf 'Sepaaition + _ Separation+ Mag, Mfr, Retained for administrative value; Police Employees,Volunteers& 3 - I After 1 Reservists 5 years 5 years _= OD, Ppr ova year GC§34090 ;. An -� Death�of Death of � Yes: Background Files-Sworn Separation + Mag, Mfr, Department Preference; GC ^- Police Employee+ Employee�; S/I When Employees 5 years OD, Ppr §34090 1 year 1, year Inactive EEOC/FLSA/ADEA(Age) Background Files- requires 3 years; State Law Police Unsuccessful Applicants (Not 3 years 3 years requires 2-3 years; 29 CFR Hired) 1627.3(a)(5)and (6), 8 CCR §11040.7(c), GC§§12946, 34090 Department Preference; Notes Police Field Interview Cards(FI's) 2 years 2;years Ppr destroyed in the regular course of business; GC§34090 et seq. Close of Close of Some dealers have an automated Police Guns: Dealers Record of Sale Business+ Business+ Mag, Ppr link to DOJ; PC§12070 2 years 2',years Yes: Police Index Cards: All Applicants 100 years 100 years Mag, Mfr, S/I After 1 Retained for administrative value; OD, Ppr ear GC§34090 W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O N Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 W i office of -p Zecord Category ID# Records Description Retention/Disposition Comments/Reference — Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Yes: Mag, Mfr, Retained for administrative value; Police Photos: Mug Shots P P OD, Ppr S/I When GC§34090 Inactive LAB :, Follows— Follows _i _ Yes: Fingerprint Cards(prior to L'ive_� Retention of —' Retention of ( J Mag, Mfr, _ Department Preference; GC Police f 1 S/)1 After 1 Scan) K crime �, Grime �1 OD, Ppr year §34090 il Report_,,, �� Report � Y { Follows Follows Police Photos& Film Cme Scenes t Retention of Retention of Mag, Mfr, , Yes: Crime Game OD, Ppr S/I When See appropriate Crime Report=:g Inactive Report Report . Follows Follows Retention of Retention of. Mag, Mfr, Yes: Police Analysis Reports S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Report Follows Follows Retention of Retention of Mag, Mfr, Yes: Police Laboratory Records Crime Grime OD, Ppr S/I When See appropriate Crime Report Inactive Report Report Police Maintenance Logs 5 years 5years Mag, Ppr Department Preference; GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention f Disposition Comments/Reference Record .................. Image: Destroy Inactive Paper Active Total Vital? Media 1=Import after (OFR) (in office) (Off-site, Retention; Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com taints, audits,gending records requests, and/or investigations suspend normal retention 12eriods retention resumes after settlement. RECORDS'and:';PR0PERTY,. . ,� y Pursuant to PC§457.1 et seq.; required to register for life; If Police Arson Registrations: Adults 10 years 90 years 100 years Mag, Ppr released from CYA, records are destroyed after age 25 or sealing f NF T Pursuant to W&I §781; GC RM Pursuant to PC§457.1 et seq.; If Arson Registrations Juveniles jAge25,or _ Age 25 or T released from CYA, records are gn Police released from Calrf3rnia Youth ��Sealmg=Date Sealing Date '"Mag, Ppr destroyed after age 25 or sealing t 4 F es Authority Al +5 years +5 years pursuant to W&I §781; GC f §34090.7 x s. a . OEM t Consistent with auditing Finance Auction Receipts)&`Record 4 years 4vears L- Ppr standards; GC§34090 l3ook-ing Slips 2-years s , Rpr _a Citations: Marijuana Citations Police or Reports (less than 28.5 2 years 2 years Ppr GC§34090, H&S§11361.5 grams) Department Preference; Statute of Citations: Misdemeanor Traffic, Limitations is up to two years;Also Police Parking, or Criminal 3 years 3 years Ppr See Crime Reports; GC§34090, PC§802 Per Per Police CLETS Logs Subscribers Subscribers Mag, Ppr GC§34090 Agreement Agreement'. Minimum No Minimum N Crime Reports: Child Abuse or Purther Further Close of Report on Report on Mag, Mfr, Yes: �--a Police Neglect Investi ation Reports Investigation Suspected Suspected OD, Ppr S/M/I After QC PC 11169 c 111 TO a 3 Unsubstantiated or InconclusiveCD Abuser+ 10 Abuser+ 11101 ears ears W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N cU Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 W .r iffice of Category ID# Records Description Retention/Disposition Comments/Reference Wtecord Image: Destroy Inactive Paper Active liilTotal Media 1=Import (OFR) (Off-site after , Vital? (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Li ation, claims, complaints audits, pendinq records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference; Provided there are no outstanding warrants, When No Wher7 No unrecovered weapons, criminal Crime Reports: Felonies and Longer Lon er deaths,they are not historically Misdemeanors-ALL except - Yes significant, and it is not classified Required Re u..re Mag, Mfr, Police Report# those otherwise specifically Before, , , S/I No under PC§800&290 and H&S Minimum Minimum' i 'OD of r Y mentioned in thislretention 7 - -= Disposition" — ' p " §11850; Stat. of Limit. is 2 yrs; schedule a 1�ears 10 ears j Destroy juvenile marijuana after P a e18; H&S 11361.5, GC §34090, PC§802, PC§§187, 800 et seq. a Crime Reports: Homicide, ` ` Falsification of ubl Pic Ro ecrds; Kidnapping, Unsolved Child or Department Preference; Most Elder Abuse, Sexual Assault& Yes: Yes: have no limitations on Police Report# Neglect, Rape, Misuse of Public P P Before Mag, Mfr,OD, /I After 1 commencement of action; PC§§ Funds,Train-wrecking, Treason, Disposition OD, Ppr p year 261, 286, 288, 288a, 288.5, 289, Suicide, Fatalities (Crimes 289.5, and 799 Subject to Death Penalty or without statute of Limitations) Crime Reports: Marijuana less 2 years or 2 years or Police subject 18 subject 18... Ppr GC§34090, H&S§11361.5 than 28.5 grams years old years old-,. Crime Reports: Misdemeanor Marijuana§11357(e)-Juvenile Offender is Offender is (Courts and other Agencies"Shall' Police on School Grounds during 18 Years 18 Years Yes Mag, Ppr destroy); H&S§ 11361.5 et seq., School Hours (with procedure Old Old 11357(e) in H&S 11361.5 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,-licate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Media 1=Import in office Vital? after ( ) OD or Mfr) Retention. Options M=Mfr Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Crime Reports: Misdemeanor Conviction Conviction or Arrest(if or Arrest(If Police Marijuana H&S§11357(b)(d)or No No..., Yes Mag, Ppr (Courts and other Agencies"Shall" H&S§11360(b)(with procedure Conviction) Conviction) destroy); H&S§ 11361.5 et seq. in H&S§11361.5) +2 years +2 years 2 years.or Yes Yes: Crime Reports Missing lyla Mfr, Dept. Preference;Also see Crime Police 11r1ttl ' P Before = 5,/I 1Nhen Person Reports(unreturned) t OD, Ppr Reports; GC§34090 LoQed Disposition F� Inactive BE rc $ Individual petitions District Crime Reports Sealed Cases �"�Arrest Date Arrost Date Mag, Mfr q Attorney; PD concurs that person Police + ("Factual Innocence") +3rears +3 years OD, Ppr is factually innocent, then seals �_ record; GC§34090; PC§851.8(a) a Statute of Limitations runs up to Sealing date Sealing date, mm age of majority+8 years; Sealing Crime Reports: Sealed Cases Mag, Mfr, for Juveniles and Wards of the Police +5 years (or +5 years(or (e.g.Juveniles) Court Order) Court Order). OD, Ppr Court retained for 5 years; GC §68152(g)(1&2);W&I §§300, 389(a&c), 781(c&d), 826(a) Daily Activity Logs: Patrol & Department Preference; GC Police Traffic 2 years 2 years Ppr §34090 Police Department of Justice Validation 2 years 2,years Mag, Ppr Information received by DOJ; GC Lists §34090 Department Preference; Police Drug Registrants 5 years .5 years., Mag, Ppr Registration is required for 5 years; GC§34090, H&S§11590 et seq., H&S§11594(a) Mag, Mfr, Yes: Police Fatal Traffic Collision Cards P P OD, Ppr S/I After 1 Dept. Preference; GC§34090 year CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 r Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 .p Ver. 12.0 RECORDS (RETENTION SCHEDULE: POLICE Page PD-10 W �. office of Zecord Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention 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 im I a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. When No When No". Longer Ld_ n_ger Incident Reports/Information Re u ujj ed -ired - Re Mag, Mfr, Yes: Police Reports Minimum Mir►imum OD, Ppr S/I After 1 Dept. Preference; GC§34090 10 years 1tl' ears year R - -F� P oenas� -• a r� �' -� Department Preference; GC Police Officer Sub p and SDTs 2 years 2 years Ppr i 1 §34090 et seq. Department Preference; (Dealers —J are required to keep for 3 years); Non records used for Police Pawn Slips l 3 years 3 years k Ppr investigations; Originals entered x� t ' isvim I '' into the State Automated Property System; most agencies retain for 2 years; B&P§21633; GC§34090 Department Preference; GC Police Property Monthly Logs 2 years P P Mag, Ppr §34090 (Criminal (Criminal '' Statute of Limitations is 1 year for Police Property Sheets Report Report Ppr property seized by officers; CCP Retention) Retention)" §340(d); GC§34090 If artifact over$10,000, artifact is permanent-Statute of Limitations Police Property, Gun and Narcotics 2 years P P Mag, Ppr is up to 3 years (recovery from Logs seized property by police is 1 year); CCP§338(c), 340(d), 341(a); GC§34090 Recordings of Telephone& Department Preference; Statewide Police Radio Communications 3 years 3 years Mag guidelines propose 180 days (legally mandated for 100 days); Dispatch Tapes(CAD) GC 34090, 34090.6 HUNTIINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,-licate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record ___..._._.._..._._......... Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& . ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder Le., . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. eee L t!€eF Po5ce Service Log} 2--years "qg;P-pr GG*34OW Restraining Orders(TROs& Expiration of Expiration of Department Preference; Non- Police EPOs) Order Order- Ppr records(Court is OFR); GC §34090 _ Department Preference; Data Police RMS Database Indefinite Indefinite Yes MagPpr Fields/Records are interrelated; GC§34090 r W Pursuant to PC§290 et seq.; If Sex Offender Registrations: _ released from CYA, records are Police 10 years -90 years 100 years Ma Ppr Adults s t g' p destroyed after age 25 or sealing Ty: pursuant to W&I §781; P or Sea g + P or Sealing W Sex Offender Registrations: Date+5 Date+5 Police Mag, Ppr Pursuant to PC§290 et seq. Juveniles years(or years(or Court Order) Court Girder) Police Subpoena Payroll Logs 5 years 5 years '' Mag, Ppr Department Preference(meets auditing standards); GC§34090 Police Vehicle Repossession and PPI Forms 2 years 2 years Mag GC§34090 (Follows Follows Police Video Interviews(re: Crime case case Mag Department Preference; GC Reports) §34090 retention) retention) Police Report# Weapons, Serialized, Lost/ P P Ppr . Department Preference; GC Stolen-Not Located §34090 r+ CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 -P C>1 (D Ver. 13.0 RECORDS (RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 W i ,—. ffice of Category ID# Records Description Retention/Disposition Comments/Reference tecord Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan nrlffl? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normall performed b file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ALL dIVISIONS(Records.;found in all divisions=°these are„n'0e eated in each Division"' Public Expiration of Expiration of Mag, Covers various statute of Works All divisions AQMD Permits Permit+ 2 Permit+2 Mfr, OD, S/I No limitations; CCP§337 et. Seq., years years Ppr GC§34090 Mag Code of Federal Regulations Public ­11Yes: 2 requires 3 years for all Catch Basin Storm Re orts 3 ears, 3 ears ,Mfr,, /I ears monitoring records;40 CFR Works _.. sP_ ,y k y- Y ,...Ppr.._...—�--_ Y 9 F 122.410)(2) 1 y Consistent with D.O.T. / m substance testing policy- >: Requires 5 years for positive Renewal Notices \ tests, 1 year for negative tests; DMV Permission, - EEOC/FLSA/ADEA(Age) Works All divisions &Physical Exams:r(Class.A& 3-years 2_years 5 years Ppr (; requires 3 years physical vehicles) examinations; State Law r > requires 2 years; 29 CFR 1............ 1627.3(b)(v), GC§§12946, 34090, 49 CFR 653.71 et seq. Public All divisions Emergency Call-Outs 2 years 2 years Works Mag, Ppr GC§34090 AS--Human Resources/ Employee Exposure Records: Transfer to Transfer to Mag, Yes: All divisions Risk Risk Mfr, OD, S When copies; GC§34090.7 Risk Hazmat Exposure Records Manage. Management Management Ppr Inactive HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 13.0 RECORDS (RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record .................. Image: Destroy Active ................ inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. MSDS may be destroyed as long as a record of the chemical/ substance/agent,where& when it was used is maintained Public MSDS(Material Safety Data Mag Yes: for 30 years; 30 years if All divisions 2 years 28 years 30 years Mfr, OD S When Works Sheets) _ employer qualifies as hazardous P� Inactive material exposure&required to f = R_ file MSDS; reports are mailed to O MRS the County; 8 CCR 3204(d)(1)(B)(2 and 3) 3 g r DeNartment Preference re uired for 3 years); the warrantee MW Cp MF Public Underground Serveic A ertsV(USA): s _, enod for work done is usual) Works All divisions ALL 3 years 3 years Mag, Ppr years the Statute of Limitations for some work may be up to 10 yearn CCP§337 et seq. GC §§4216.2(d)&4216.3(d), Depart. Work Orders/Service Requests Providing CMMS DATABASE Service/ All divisions (Computerized Maintenance Indefinite Indefinite Mag Data is interrelated; GC§34090 Work Management System) Depart. Work Orders/Service Requests- When No When Na Providing All divisions All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts (the database Service/ is the original); GC§34090 Work Database Required Required CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 oo r+ (D Ver. 13.0 RECORDS (RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 W i ffice of Category ID# Records Description Retention/Disposition Comments/Reference tecord Image: Destroy Inactive Paper OFR Active Total vital? Media 1=Import after ( ) (in office) (Off-site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . l If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal) performed b file folder. Litigation, claims, complaints, audits, pendingrecords requests, and/or investigations sus end normal retention periods retention resumes after settlement. Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into City preference; CCP§§338 et Service Providing All divisions CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC / Work (Division providing.servlce retains §§945.6, GC§34090 .� � P -- originals; Division reque"sting - .x _... service is considered a co ( 1 Ll .._.P HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not diinlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . � If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. EidGIAIEERIP�G all Contract"En ineers must cettirn final;ddd eats to th6,`CIt upon cum'letion of a ro'ect Public Mag, Works/ Aerial Maps 2 years P P' Mfr, OD, S Yes: 1 Department Preference; GC Engineering Ppr year §34090 resUntll :Mag' ) Yes: 1 Department Preference; City City Clerk Annexations Abandonments P Mfr, , — Clerk Maintains Originals; GC y _ Cormpleted year Ppr = §34090 Assessment Distract Projects W�Na Copies Copies- (Maps, Diagrams Spreadsheets Whin Na � When No ea ntil Mag' Yes: 1 City Clerk Maintains Originals; City Clerk .:.g � _ Mfr, OD, S Improvement Plans:e.g.waternger �T Longer Cmpleted year GC§34090 Mg sewer, undergroundng) y fquired Ftequjred Ppr l _ = Some rant funding agencies Capital Improvementt?'r'biects - = 9 g 9 (CIP)/Jobs: Administration File require audits; Statute of 10 years or Limitations for Errors& Completion+. +� After Omissions is 10 years; Project Administration, 10 years or Funding Published Audit Standards=4-7 Public Correspondence, Field Work/ After Funding Upon Agency Yes: Until years; Statute of Limitations: Engineering Labor Compliance, Certified if required Works/ Punch List, Inspectors Daily Log, Completion Audit, if Agency Audit, Completed Mag, Ppr Contracts&Spec's=4 years, required, - Wrongful Death=comp. +5 Payrolls, Project Schedules, whichever is whichever is years, Developers=comp. + 10 Progress meetings, Real Estate longer longer years; Statewide guidelines Appraisals, Legal/Stop Notices, propose termination+5 years; Meetings, etc. CCP§337 et. seg., GC§34090 CD W � HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 O Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 W _ ffice of Category ID# Records Description Retention I Disposition Comments/Reference tecord Image: Destroy Inactive Paper (OFR) (Off-site,Active Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . ? If the record is not listed here, refer to the Retention for City- e Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Capital Improvement Projects (CIP)/Jobs: Permanent File Plans, Specifications, Bids/RFPs, Successful Proposal, Change Department preference; retained Orders/Job Orders-Design, Maw for disaster preparedness Public Escrow, Final Report Insption Upon - x Yes -Until �g' -::n._._. Yes: 1 p p Works/ Tn P P Mfr, OD t-S/I purposes; Statewide guidelines Cards, Materials Testing Reports Completion Completed y Engineering ; Ppr year propose Permanent for Grading Permits Hazardous Materials Plans, Notice of Infrastructure plans; GC§34090 Completion, Construction [ : Manager's Logs Photos Soils Reports, Studies Submittals / u Surveys, etc. � Cash Deposits (Refundable Department Preference; AS/ Deposits for Subdivision Close of Close of Retained for auditing p Project+2 Project t 211, Mag, Ppr purposes; Finance Improvements, Building or Finance is Office of Record; GC Planning Permits, etc.) years years §34090.7 Public Mag, Statewide guidelines propose Encroachment Permits Yes: Until Yes: After Works/ (Permanent/Construction) 2 Years P P Revocation Mfr, OD, S Inactive Permanent; CCP §337 et. Seq.; Engineering Ppr GC§34090 Public Encroachment Permits(Temporary Works/ -Debris Boxes in the City's Right 2 years 2 years Yes: Until Mag, Ppr GC§34090 Engineering of Way, etc) Completion Encroachments (Regulations& Superseded Superseded City Clerk Procedures +2 ears +2 ears Mag, Ppr GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di—licate or distribute without prior written permission from GGS(909)337-3516 Revised- d/21/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Vital? Media 1=Import after (OFR) (in office) (Off-site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2!years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pendin2 records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Public Flood Control&Disaster Files (e.g. Mag' Yes: 1 statewide guidelines propose 2 Works/ P P Yes(all) Mfr, OD, S Engineering pump systems) Ppr year years; GC§34090 Public Works/ GradingPermits 2 earn P p Yes.,-T1..lntrl MM;! Yes: After -"y-- R vocation` ��,Po k µ —= f Inactive Land Records; GC§34090 Engineering Ppr Public i Mag, Works/ Harbor Dock Permrfs (Constructor Yes: 1 Department preference P Mm Mfr, OD S Modify Docks) t P year (infrastructure); GC§34090 Engineering pr Maintenance Pro ects Final 1 Consistent with Agreement/ 'ity Clerk 13 .LL g 9 Specifications and-Plans (turb Completion + Completion + Yes: Until Ma Yes: After Contract Administration; CCP )r Public repairs, Microsurfacin Repaving, 2 ears 3 years 5 ears Completed Mfr, OD, S Inactive Works p g' y y p P r §§337. 337.1(a), 337.15, GC Street Paving, Tree Trimming, etc). p §34090 Drafts should be destroyed; Public Maps, Plans& Drawings(ALL- Mag, Some maps are also retained by Works/ Drainage, Grading, Subdivision, P P Yes(all) Mfr, OD, S Yes: 1 Planning; Selected maps are Engineering Survey,Water, etc.) Ppr year retained in Public Works for administrative purposes; GC §34090, 34090.7 Public NPDES- National Pollutant Maa, Department Preference Works Superseded Superseded , Yes: 1 Monitorina records required for 3 i Dischar e Elimination S stern Mfr, OD S + 3 years +3,years, year yearn 40 CFR 122.21, Engineering Permits Ppr 122A1 122.44 Public NPDES-National Pollutant Monitoring records required for 3 Works t Discharge Elimination System 3�ears 3 years Mag, Ppr years; 40 CFR122.21, IMP erir7c Monitoring Records 122.41 122.44 CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 N CD Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 W ffice of Tcategory ID# Records Description Retention/Disposition Comments/Reference Wtecord Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation. claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. When No When No Public Longer Longer Mag, Preliminary Studies/Project Yes: After Department Preference; GC Works/ Required - R ui d- Mfr, OD S Assessments(Not Acquired) eqre , , Inactive §34090 Engineering Minimum 2 Minimum 2 Ppr years ', years Gopies Copies- Department Preference;All r --� City Clerk& Property Acquisition�Profects(AII): - �� — a ,1 original Deeds, Title Reports, When No When No Yes. Until Economic Correspondence copies of t "l Mag, Ppr Insurance, Contracts and Longer Longer Completed Develop. permanent documents, etc. „. Required-- Required -- Agreements are maintained by � �`° the City Clerk; GC§34090 rZ , Public , �� r. Ma ... Y g, Yes: 1 Works/ Reservoir Plans ; may` °P P Yes(all) Mfr, OD GC§34090 igineering : '' `_ . � Ppr y year ;� Public Sanitary Spills and Overflows If treating water, required for 5 Works l SSOs- 5vears 5years Mag,,,,_Ppr - En ineerir7g years; 40 CFR 122.41 ' 2 t1tL ) Public Works! Sanitary Surveys 10 years 10 years Mag, Ppr 40 CFR 141.33(c) En ink Public Mag Department Preference; GC§Depar Works/ Sewer Lift Stations Plans P P Yes (all) Mfr, OD, S No Depar 34090-.7 Engineering Ppr Public Sewer System Mana ement Plans_ De artment preference GC Works 1 SSMP 5 years 5years MaJP r 3�0 En ineerin HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di iniicate or distribute without prior written permission from GGS(909)337-3516 Revised' A/2 1/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan CC If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Public Mag, Works/ Sewers Plans P P Yes(all) Mfr, OD, S No Department Preference;-GC§ Engineering Ppr 34090 Public Mag NPDES Monitoring records are Yes: 2 Works/ Stormwater Lab Rpoo is 3 y rs 3 years 1VIfr,fJD, S f 1 required for 3 ears; 40 CFR Engineering 10­_= =: . years q Y g' g r = Ppr §§122.21, 122.41, 122.44 INNER Public � ;& Mag, NPDES Monitoring records are Stormwater: Industrial Notices/ Resolution . Resolution+ s=:t Yes: 2 Works/ 3 _ Mfr, OD /I required for 3 years; 40 CFR Code Enforcement/Violations 3 years 3 years = years Engineering i Ppr y §§122.21, 122.41 Copies- Copies C Wh"en No When Na City Clerk maintains originals; ;ity Clerk Streets(Vacations,etc.) Longer Langer Yes(all) GC§34090.7 Required Required City Clerk Subdivision Files Completion + P P Yes(all) Mag, S Yes: 1 Department Preference(City 2 years Mfr, OD, year Clerk is OFR); GC§34090.7 Public Transportation Permits(Wide Yes: Until Works/ 2 years 2 years Mag, Ppr GC§34090 Engineering Load, etc) Completion CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Clt -P CD Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 W i — ffice of Category ID# Records Description Retention/Disposition Comments/Reference (J) :ecord Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& ' ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears, since destruction is normally Performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement. "MAINTENANCE" Yes: After Department Preference; Public Mag, GC Works/ AB 939 Implementation 10 years 10 years Mfr, OD, S 1 year §34090 et. seq. Maint. Ppr Public Beach Closure Files/Ocean Mag, Claims can be made for 30 years Yes: 2 for toxic substance exposure; 8 Works/ Closures (Investig��tons�to 2 years, - '28 years 30 years �_ N�fr,OD, ears CCR 3204 d 1 et se GC Maint. determine sourcei etc.) t s Ppr t y § OO q ' §§12946, 34090 Public Confined Space Envies(Permittetl ' ��_,., _ Ma Code of Federal Regulations Works/ entries into sewers and storm _ — 1 t - g' Yes: 2 requires 3 years for all r 2 years \ 3 years 5 years --Mfr, OD, S/ Maint. or drains in order to comply with `_ L ` � Ppr ` years monitoring records;40 CFR Utilities regulations) f ,1 p l 122.41(j)(2) " "`�"� �� �-Life of � Life of W Public t 4 Department Preference; GC Vehicle ,.. __ t .,, 1� m� L 1 Works/ Equipment Maintenance History Equipment+ Equipment+ Mag, Ppr Maint. Numbers §34090 2 years 2 years Public General Files: Originals Works/ 2 years 2 years Mag, Ppr GC§34090 Maint. (Maintenance Operations) General Files: Copies of records where other Divisions or When No When No Lead Dept. Departments are the Lead Longer Longer Mag, Ppr GC§34090.7 (Maintenance Operations) Required Required Public Works/ Harbor Dredging Permits P P Mag, Ppr GC§34090 Maint. Fire, Public Mag, Yes: Department Preference; GC Works/ Logs (Flooded Intersections) P P Mfr, OD, S When §34090 Maint. Ppr Inactive HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- d/21/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& QQ. ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Maintenance Service Contracts (MSC)-NON-INFRASTRUCTURE Statewide guidelines propose 7 -Contract Administration Records years;2 years for blueprints& Public Mag, specifications; Statute of (examples: Maintenance, Street Completion+ Completion+ Yes- Until Yes: 1 Works/ Mfr, OD, S Limitations is 4 years; Errors& Sweeping, Consultants 5 years 5 years Completed year Maint. Ppr Omissions does not apply to Landscaping Slur�ry_Seals,Tree z— _, _ these contracts; CCP§§337. Trimming, Leases Professional,', r � � __�• Uu.� • Services,etc) P-4 �1 ) -, .,. 337.1(a), 337.15, GC§34090 Public P9f Pavement Maintenance Inventory Data Mkt . Data Works/ Records Supersedetl Superseded xy �° Mag GC§34090 Maint. t Public Lvl�'5] Mag, Some maps are also retained by Works/ Record Drawings an Plans forPe P Yes all Mfr, OD, S No Planningand City Clerk; GC ALL City Facilities_,. .s U (all) y W Maint. Ppr §34090, 34090.7 t!j Public Life of Life of Mag, Covers statute of limitations; Works/ Playground Equipment E ui Equipment+ "Equipment+' Mfr, OD, S Yes: 1 CCP 338 et se 340 et se Y9q P §§ 4•, q , Maint. 2 ears 2 years Ppr year 342, GC§ 945.6, GC§34090 Public Works/ Pressure Vessel Permit(Propane, Expiration+ Expiration+2 Mag Yes: After Maint. Or etc.) 2 years years Mfr, OD, S 1 year GC§34090 Utilities Public Mag, Works/ Recycling Program 5 years 5 years Mfr, OD, Department Preference; GC Maint. Ppr §34090 et. seq. Public Consistent with Work Orders and Works/ Operational Complaints; CCP Sewer Repairs&Investigations 3 years 3 years Mag Ppr Maint. Or §§338 et seq., 340 et seq., 342, Utilities GC§§945.6, GC 34090 public Mag, Department Preference; City Solid Waste Program ~ Vorks! 5 years 5 years Mfr, OD, Clerk is OFR for all actions; GC Vlaint. (Administration) Ppr §34090 et. seg. Adopted: 2/4/02 � HUNTVNGT®N BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved P �, Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 CD Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA1 W i ,_.. ffice of Category ID# Records Description Retention/Disposition Comments/Reference tecord Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital. after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Public Consistent with Work Orders and Works/ Street Maintenance(Overlays, Operational Complaints; CCP Repaving, Slur Seals, etc 3 years 3 years Mag Ppr Maint. Slurry ) §§338 et seq., 340 et seq., 342, GC§§945.6, GC§34090 Public Consistent with Work Orders and Works/ Street Sweeping Records - 3 years 3 years "Ma R r ' Operational Complaints; CCP t_ _U. g P. ._ _: Maint. ,_y s" -=- t_;- §§338 et seq., 340 et seq., 342, } ( GC§§945.6, GC§34090 Public Tree Petitions with Curb or gutter Work Work �-—- I Consistent with Work Orders and i m_ � Works/ repair/replacement!(want tree I� Completed+ Completed+ __Mag Ppr Operational Complaints; CCP Maint. replaced)-Not Funded by a Grant S ears 3 ears �— §§338 et seq., 340 et seq., 342, k_ -�� I Y GC§§945.6, GC§34090 Public P ' �-- Ma Department Preference; GC I . b� Works/ Underground Storage Tanks g' L- Yes: After p (USTs) 10 years P P Mfr, OD, S 1 year §34090 et. seq., 23 CCR r, Maint. Ppr y 2712(b), H&S §25284.2(i) Monitoring and Maintenance Underground Storage Tanks(City records are required on site for 3 Public Owned)-UST Monitoring and years, 6'/z years for Cathodic Works/ Maintenance, Release Detection 7 years 7 years Mag, Ppr protection maintenance, 5 years Maint. Systems, Cathodic Protection for calibration&maintenance of Maintenance Records release detection systems; 23 CCR 2712 b ; H&S 25284.2 i HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/2 1/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& 19 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference to cover all statute of limitations; If a motor carrier, required for 18 Public Vehicle Folders: Includes Disposal of Disposal of months after vehicle is sold; Works/ Maintenance History, Accident Vehicle+2 Vehicle..+2 Mag, Ppr Covers all statute of limitations; CHP requires life of vehicle; Maint. Reports, etc. _ EWA msms I& years _; OSHA requires 1 year; 8 CCR§ _ OEM 3203(b)(1);49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP§337 et. t .s Seq., GC§34090 Public R Works/ Videos TV Ins ectiQns of sewers Until Ma Retained for reference; GC ( p Until Aaint. Or and storm drams) u � Superseded §34090 C1� Utilities �� ��r- Superseded g nT tea Public City Clerk maintains originals w Works! Weed Abatement 2 years 2 years Mag, Ppr that are presented to Council (for Maint. liens); GC§34090 CD W � HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 C.lt r-i N Ver. 13.0 (RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 W i ffice of Category ID# Records Description Retention/Disposition Comments/Reference lecord Image: Destroy Inactive Paper OFR Active Total Vital? Media 1=Import after ( ) (in office) (Off-site, Retention - Options M=Mfr OD or Mfr) S=Scan Imaged& . ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, com laints, audits, een din records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). PARK.TREE�&LANDSGAPE...;. ". Landscape Architect/Plans (Blue Mag, Public Department Preference; GC Works Line Copies): City or City- P P Mfr, OD, S/I No 34090 maintained Projects Ppr § When No When No Mag Public Landscape Architect/Plans (Blue Required for processing; GC Longer Longer — Mfr, OD, - S/I- No Works Line Copies): Private Prolects9 (�� __i I §34090 F3equired�~ Required s f-__. _ Ppr_._ Public ( 1 Maintenance Records and Logs 2•years 2 years Mag, Ppr GC§ 34090 Works I I ? ______ _ Public i `` l Mag, i Department Preference; GC Works Tree History and �oclations P P S/I No � _ y Mfr, OD, z— §34090 (:` l �' 1 ' Consistent with Work Orders and Tree Petitions without Curb or,,r' Work Work Public «., Operational Complaints; CCP Work gutter repair/replaeement(want Completed + Completed + Mag Ppr g t et s §§33 a seq , 340 seq., 342, t tree replaced) 3 years 3 years GC 945.6, GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d,-niicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pen din records requests, and/or investi ations suspend normal retention 2erjods retention resumes after settlement. ;h TRANSPORTATION �. Public Bikeway Paths P P Yes(all) Mfr, OD, S Yes: 1 Department Preference; GC Works 01, year §34090 Public School Information (Traffic Safety 10 years 10 years Mag Ppr Department Preference; GC , Works Issues, etc.) §34090 Public Special Surveys - 10ears 10 yearsr NIegNPprr Department Preference; GC , Works Y Lam_ L §34090 When No 0 When Department preference(required Public Longer Longer Speed Surveyggg s every 5 years, but can be p y Required Required- -1Vlag, Ppr Works Minimum 10 `_� Mirnmum 10 - extended to 7 or 10 ears ; GC k r - r §34090; GC§34090 ears . Years C Public Traffic Control RequesfsredRE ' Department Preference; GC , - Icy,ears 10 years Mag, Ppr Works curbs, stop signs, etc.) §34090 c� Public Traffic Counts, Summaries, Department Preference; GC a, Works Reports 10 years 10 years Mag, Ppr §34090 Public Traffic Signals: Maintenance& Covers all Statute of Limitations; Works Timing 10 years 10 years Mag, Ppr Department Preference; GC §34090, CCP§337 et se:GC . Public Traffic Control Devices-Signs, Covers all Statute of Limations; Works Signals, etc(locations, placement) P P Mag, Ppr Department Preference;34090, CCP 337 et s W � HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 O� O Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 W ,.� ffice of Category ID# Records Description Retention/Disposition Comments/Reference tecord Image: Destroy In]ie, Paper Active Total Media 1=Import (OFR) (O Vital? after (in office) OD Retention Options M=Mfr Imaged& S=Scan ___............. . If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). (WATER[WASTE ,. � z,, M','. .W Public Department preference, State Works/ Annual Consumer Confidence_ P Mag Yes: 2_ law requires 12yearsfederal 10_. P Mfr OD S/I Report(Water Quality Re ort _ -- gears years 40 CFR 141.33(a)_.22 Utilities ` CCR$64470; GC�34090 Meets California Department of Public `-�- Health requirements(3 years); f l Domestic water system Works/ Backflow Inspections/Approvals 3 years 3 years Ppr t,� inspection with County Utilities administration; GC§34090; 17 n � '` CCR 7605 Public Mag, Consistent with Chemical ` � Yes: 2 Works/ Calibration Records 2 years 10.years 12 years Mfr, OD, ,S/I years Reports;40 CFR 141.33(a); 22 Utilities Ppr CCR§64470 22 CCR-364692 r Department preference to be Public Catch Basin Maintenance& consistent with NPDES Works/ 3 years 3 years Mag, Ppr Monitoring records(3 years); 40 Utilities Reports CFR§§122.21, 122.41, 122.44; GC§34090 Chlorine& Fluoride may be considered as toxic substances and claims can be made for 30 Public years for toxic substance Works 2 years 28 years 30 years Mfr, OD, S/I Chemical Reports (Chlorine, Mag' Yes: 2 exposure; State law requires 12 / Utilities Fluoride, Nitrates, etc.) Ppr years years, Federal 10 years for all chemical analysis; 40 CFR 141.33(a); 22 CCR 64470_ 4692; 8 CCR 3204 d 1 et seg., HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not di inlicate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is comp leted, and im I a full file folder(e.g. last document+2 years), since destruction is normallyperformed b file folder. Litigation, claims, complaints, audits, pendingrecords requests, and/or investigations suspend normal retention eriods retention resumes after settlement. MSDS may be destroyed as long as a record of the chemical/ substance/agent,where& Public Chemical Use Report Form/ Mag, when it was used is maintained Works/ Material Data Safety Sheet 2 years 28 years 30 years Mfr, OD, S Yes: After for 30 years;Applies to qualified _ active ; Claims can be made Utilities MSDS _ - P r n employers; s - - for 30 years for toxic substance y exposures; 8 CCR ( 3204(d)(1)(13)(2 and 3), GC §34090 _ g 5 years is required in State and Public Customer Complaints or Mag, Yes: 2 Federal law for any complaints; Works/ Concerns: Dnnkiijg Water Odom 2 years 3 years 5 years Mfr, OD, N5/I §$ years 40 CFR 122.410)(2)&40 CFR Utilities Taste/Visual Complaints x3 = " .__ Ppr 141.33(b); 22 CCR 64470 Department preference; Public Domestic water system Works/ Department of Health Services 10 years 10 years Ppr inspection with County Utilities (GOFFespendeneeadministration (State Program- Title 17)GC§34090 Public Mag, Yes: After Department preference; GC Works/ Hazardous Waste Hauling P P Mfr, OD, S 1 year §34090 et. seq. Utilities Ppr Public Expiration + Expiration+2 Works/ Hydrants: Temporary Permits 2 years years Mag, Ppr GC§34090 Utilities Public Manuals-Operation and Life of life of Mag, Works/ Mfr, OD, S No Administrative value; GC§34090 Maintenance for various equipment Equipment ,Equipment Utilities Ppr CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 C� N cD Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 W ffice of Category ID# Records Description Retention/Disposition Comments/Reference I:ecord Image. Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Public Mag, Department preference; Data is Works/ Meter Reading Database Indefinite Indefinite Mfr, OD, S/ I Yes: 2 interrelated; system qualifies as years a"trusted system"; GC§§34090, Utilities Ppr 12168.7 Public Consistent with Operational Meter Shop Log Sheets./,Job 1 Complaints; CCP 338 et se Works/ T 3 years 3 years Mag Ppr 340 et se 342, GC 945.6p Utilities Tickets �� � — q., §§ i [ 3 Covers statute of limitations for Public r r Permits: Natural Gas, Propane Expiration+ / Expiration+2 Yes-'Until._,u contracts (4 years); Statewide Works/ Mag, Ppr etc. 2 3 ars " _ 4 years Completion guidelines propose Permanent; Utilities � � `' 11 �i CCP §337 et. Seq.; GC§ Publicst.°J 4 > � .w Works/ Pressure Vessel Permit(Propane, Expiration+ Expiration+2 Mag, Yes: After r-) Aaint. Or etc.) 2 years years Mfr, OD, S 1 year GC§34090 et. seq. Utilities Ppr Statewide guidelines propose 7 Projects&Facilities: years; 2 years for blueprints& Public Mag, specifications; Statute of INFRASTRUCTURE Final Completion+ Yes: 1 Works/ Specifications and Plans 2 years P P ' Yes(all) Mfr, OD, S year Limitations is 4 years; 10 years Utilities (Reservoirs,Wells, etc.) Ppr for Errors&Omissions; CCP §§337. 337.1(a), 337.15, GC ...............___ §34090 WorlPubds/ic Pump Stations and Production P P Mfr, OD, S/I Yes: 2 Administrative Value; GC Utilities Reports Ppr years §34090 Public Mag, Administrative Value; GC Works/ Reservoirs (all records) P P Mfr, OD, S/I No §34090 Utilities Ppr HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not d,-plicate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards 22 Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Bepartrnent Prefereraee Glaf+ s fbubl+e 4.IrT Respite y-Fit-Te- s4of-Br t6 ing- Separatieri_+ Claims are acquired for five-years Jord�s../ ' Mag Ppr Medical File) Apparrat�s arfi� _. after-the�'r} Ep+7it�Cf?�,�t+6�F OR j 5400.2 GG-§312946;... _ 34 102 ...._ . . Muffiff 490 Public - NOR- '- When When Works/ Routes (Reading °etC) 1� Ma Ppr Transitory Records; GC§34090 s Superseded `� g 5u erseded g' p q. Utilities p et se Department preference; Data is Public SCADA: Supervisory Control and Mag' Yes: 2 interrelated; system qualifies as Works/ Indefinite Indefinite Mfr, OD, S/I Utilities Data Acquisition Ppr years a"trusted system"; GC§§34090, 12168.7 Public Expiration of Expiration of Mag Self-contained Breathing Certificate Certificate ' Yes: After Certificates are issued for 3-5 Works/ Mfr, OD, S Apparatus(SCBA) (minimum 2 (minimum 2 1 year years; GC§34090 et. seq. Utilities years) years) Ppr Public Consistent with Work Orders and Works/ Maint. Or Sewer Repairs& Investigations 3 years 3 yea Operational Complaints; CCP .rs Mag Ppr Opera et seq.,Complaints; et seq., 342, Utilities GC§§945.6, GC§34090 Public Department preference; Spill Works/ Spill Reports 5 years 5 years Mag, Ppr reports have the potential to be Utilities involved with Clean Water Act actions; GC 34090 r-+ CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/2 1/08 Q1 CD Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 W �. ffice of Category ID# Records Description Retention I Disposition Comments/Reference C7) ;ecord Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Public Works/ System Chlorination&Fluoridation 2 years 2-years Mag, Ppr GC§34090 Utilities Public Works/ System Flush 2 years 2 years Mag, Ppr GC§34090 Utilities . TV Collection Lind lispection `: -- t }w! Wobks/ Tapes/Video Insplic e bons/VideoP P Ma Department Preference; GC Tapes or Digital Recordings (all �` 9 §34090 et seq. Utilities k + -� lines) r Department Preference r tReguired for 2years the / r r r on Public . mot• . ",. wa rantee genod_fowo k done Underground Service Alerts is usually 5 years the Statute of Works/ 3 years 3 years Ppr t (USA's)--City Limitations for some work ma Utilities be u tjg 10 years QCP 337 et seq. GC§§4216.2(d)& 4216.3(d), 34090 Public Superseded Superseded Highly confidential;42 USC 300i- Works I Vulnerability Assessment +5 years +5 years,. Mag, Ppr 2 (c) Utilities Outside Water Districts(outside agencies)/ When No When No Non-Records used for District Projects outside City Boundaries Longer Longer Mag, Ppr administrative purposes; GC Required Required §34090 Public Water Production and Stormwater Mag' Yes: 2 Consistent with other records; Works/ 2 years 3 years 5 years Mfr, OD, S/I Utilities Recording Charts Ppr years GC§34090 Public Water Production Reports- Department Preference; GC Works/ Annual 2 years P P Mag, Ppr §34090 Utilities HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d—licate or distribute without prior written permission from GGS(909)337-3516 Revised- A/21/08 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& , ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is com leted, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Public Water Production Reports- Consistent with other auditing Works/ Monthly 2 years 3 years 5 years Mag, Ppr standards; GC§34090 Utilities State law requires 12 years, PubWorldic s/ Water Quality Reports (also see 2 years 10 years1::7,112:years Mfr OD S/I Yes: 2 Federal 10 years;40 CFR UtilitiesChemical Reports) zm7m , years 141.33(a); 22 CCR 64470 2.2.... Public t Mag t P` Department preference only 5 Water Reports&Sampling: Yes. 2 Works/ 2i?ears 10 years 12 years k Mfr, OD 5--S/I years is required);40 CFR Utilities Bacteriological &OR anics .LL - r g.. Ppr years 141.33(a); 22 CCR 64470 T WHAT ARE = A YOUR - COMPLIANCE _ AN Lead and Co er are re aired C CYCLES? I § ' _ for 12 ears or 2 com liance t;� HAVE SOME , cycles(some comtaUance cycles Public Mag nine Years) 22 CCR CITIES AT 18 Water Reports&Sampling: Yes: 2 are Works/ 2 years 10 years 12 years Mfr, OD, S/I 64400.25; 22 CCR§64470 40 Utilities YEARS Chemical, Lead and Copper Ppr years CFR 141.33(a): 40 CFR 141.91 BECAUSE tat e4aw+egw-e&-1 -years- THEIR COMPLIANCE Federal 10 year's;40 CFR- CYCLES ARE 41.33{a} 22CR;84 9 YEARS Federal: Bacteriological analysis are required for 5 years, Public Water Reports, Monitoring& Mag, Yes: 2 chemical analysis for 10 years; Works/ Testing (maintenance, strip chart 2 years 10 years 12 years Mfr,OD, S/I State law requires 12 years, years Utilities recordings) Ppr Federal 10 years;40 CFR 141.33(a); 22 CCR�64470 22 CGIR.. 64692; r-r CD W HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 01 (D Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 W ,—, ffice of ;fiord Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged C' If the record is not listed here, refer to the Retention for city-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints. audits, Dending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Mag° Administrative Value; GC Works/ Well Records P P Mfr, OD, S/I No §34090 Utilities P r ...._, F7 � { l = N PJ HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not d--licate or distribute without prior written permission from GGS(909)337-3516 Revised- 4/21/08 Res. No. 2011-53 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular meeting thereof held on September 6, 2011 by the following vote: AYES: Shaw, Harper, Hansen, Carchio, Bohr, Dwyer, Boardman NOES: None ABSENT: None ABSTAIN: None dv� Cito,lerk and ex-officio erk of the City Council of the City of Huntington Beach, California