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Records Management Manual City Wide & Departmental Records R
ppppp, Council/Agency Meeting Held: 0`Z-6y -O-L Deferred/Continued to: Approved Conditionally Approve ❑ Denied �i'> Ci CI e 's Signature Council Meeting Date: February 4, 2002 apartment ID Number: AD CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION o -- N SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: RAY SILVER, City AdministratoraW r: II' PREPARED BY: Patricia Da kus Department Analyst, Senio ,�/�,n, SUBJECT: Approval of Department and Citywide Records Retention Schiedulq,78 and a Records Management Manual. ' Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Approval of a Resolution adopting a City Records Management j Manual, a citywide records retention schedule and department retention schedules. Funding Source: N/A. Recommended Action: I Motion to: I Adopt Resolution No. thereby adopting i 1. The City's Records Management Manual to serve as a guide in maintaining, storing and destroying City records. (Exhibit A) and 2. Citywide and department retention schedules for retaining, storing, and destruction of City records. (Exhibits B & C) Alternative Action(s): Do not approve and provide direction to staff. �r I REQUEST FOR COUNCIL ACTION MEETING DATE: February 4, 2002 DEPARTMENT ID NUMBER: AD Analysis: In March of last year the City Council approved a contract with Gladwell Governmental Services to work with City staff in developing a comprehensive records retention program and retention schedules for the City. Over this past year, Ms Gladwell met with each of the departments first to identify those records for which each department was responsible and second, to learn about their existing record keeping needs and practices. Concurrent with these meetings, Ms Gladwell conducted workshops with staff representatives designated by each department. The workshops served a dual function by allowing staff to learn about the current best practices of other governmental entities and then, by using these best practice models, to develop a records management manual for the City. Throughout the workshops, there was an open dialogue among the participants allowing their input to be molded into the comprehensive records program. This work was then documented in the "Records Management Manual". Additionally, these workshops along with the department meetings, were utilized in the developing department and citywide retention schedules. Once developed, the schedules were distributed to the effected groups for a review and correction. A second meeting was conducted with each department to discuss any concerns or corrections. When the needed department changes were incorporated into the retention schedules, they were submitted to the City Attorney's office, along with the Records Management Manual for review and approval. Based on input from the Attorney's review, minor revisions were subsequently made to the Records Management Manual. The end q Y g product of these efforts, department retention schedules, a citywide retention schedule, and the Records Management Manual are presented tonight for City Council's approval. If approved by the City Council, the Retention Schedules will become effective immediately and be the roadmap for retaining, storing, and destroying all City records. Environmental Status: N/A Attachment(s): City Clerk's • . . - NumberDescription 1. A Resolution of the City of Huntington Beach adopting the City Records Management Manual and Records Retention Schedules ( xhibit A) The City Records Manual Y /� films /�'uEi/ate V.necJ In ' de,"41" (Exhibit B) ityw'de Records Retention Schedule xhibit C 'De artment Records Retention Schedules ( ) p RCA Author: P. Dapkus RCA-Approval of Retention Schedules&Manua12 -2- January 29,2002 1:46 PM r z . ti RESOLUTION NO. 2002-9 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ADOPTING CITYWIDE AND DEPARTMENTAL RECORDS RETENTION SCHEDULES AND APPROVING THE RECORDS MANAGEMENT MANUAL WHEREAS,the City Council desires to implement a Citywide and Departmental records retention schedule to govern the retention, storing and destruction of existing records on both a Citywide and Departmental basis; and City staff and others have developed a City Records Management Manual that outlines a comprehensive records management program to govern records maintained by the City including retention schedules for each City Department(a copy of the City Records Management Manual is attached hereto as Exhibit A and incorporated herein by this reference.); and City staff and others have developed a Citywide Records Retention Schedule that sets forth schedules for retaining, storing and destruction of City records (a copy of the Citywide Records Retention Schedule is attached hereto as Exhibit B and incorporated herein by this reference) and; City staff have also developed a Department Records Retention Schedule that sets forth schedules for retaining, storing and destruction of records of each City Department. A copy of the Department Records Retention Schedule is attached hereto as Exhibit C and incorporated herein by this reference, NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Huntington Beach: Section 1. Approves and adopts the City Records Management Manual. Section 2. Approves and adopts the Citywide Records Retention Schedule. Section 3. Approves and adopts the Department Records Retention Schedule. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 4th day of February 2002. ATTEST: . City Clerk 42- 12-a2 Mayor APPROVED AS TO FORM: City Attorney o z �� tail��ZAID'L REVIEWED, INITIATED AND APPROVED: City AdirKnistrator 02reso/records mgmt/l/29/02 Res.No.2002A Exhibit A Res.No.2002-8 Exhibit A rT s a Records Manageir ent Manual Huntington Beach California developed by DIANE R. GLADWELL, CMC Res.No.2002-9 Exhibit A TABLE OF CONTENTS Introduction ...........................................................................................................1 Overview & Structure ............................................................................................3 Records Management Goals ...........................................................................3 ProgramGoals.................................................................................................4 Monitoring and Auditing ...................................................................................5 Administrative Responsibilities.........................................................................5 ResponsibilityChart .........................................................................................6 PublicRecords......................................................................................................7 Access to Public Records ................................................................................7 Processing the Request...................................................................................8 ResponseTime................................................................................................9 Cost for Providing Records ..............................................................................9 Huntington Beach Policies .............................................................................11 City Clerk Policies ..........................................................................................13 RecordsInventory...............................................................................................14 Procedures.....................................................................................................14 Hints...............................................................................................................15 ElectronicRecords..............................................................................................16 NetworkPolicies.............................................................................................16 Records Management Policies.......................................................................17 Operational Policies .......................................................................................17 Operational Procedure...................................................................................18 ElectronicMail................................................................................................20 Hints...............................................................................................................23 FilingProcedures ................................................................................................24 FilingPolicies .................................................................................................24 File Classification Systems.............................................................................25 Filing Procedures —All Departments..............................................................27 AlphabetizingRules .......................................................................................32 Retrieval Procedures......................................................................................33 Hints...............................................................................................................34 RetentionSchedules...........................................................................................37 Development Procedures...............................................................................38 Utilization of Retention Schedules .................................................................39 Records Management Manual-City of Huntington Beach, California i Res.No.2002-9 Exhibit A Equipment and Storage .......................................................................................41 FilingCabinets .....................................................................................I..........51 Archives and Historical Documents Procedure..............................................45 Disaster Recovery Planning Procedures.............................................................46 RecordsDisposal ................................................................................................50 Procedures.....................................................................................................51 Off-Site Storage ..................................................................................................53 Transferring Records to the Records Center .................................................53 Retrieving Records from Storage at the City Records Center........................55 Document Imaging Policies.......................................................................I..........56 Goals..............................................................................................................56 Fundamentals ...............................................................................................56 Appendix A: Glossary Appendix B: Forms Appendix C: Non-Public Records Appendix D: MUFFs Records Management Manual-City of Huntington Beach, California ii Res.No.2002-8 Exhibit A INTRODUCTION ...a records management program is actually a mgAey saver-a protection against ineffective operations. It is even more significant as a safeguard against disaster and lawsuits." ICIVIA (International City/County Management Association) Documents drive our business; legislation establishes the policies and procedures of every program we administer. There are many complex federal, state and municipal laws that govern the management of records, in addition to international standards such as ISO 15489. ARMA (Association of Records Management Administrators, Inc.) estimates that eighty percent of all office activity is record keeping. If we make this function more effective, we are able to achieve more of our fundamental missions. In times of financial constraint, harnessing the "paper blizzard" becomes essential to maintaining even basic service levels. "In today's litigious society Records Management is more important than ever, but unfortunately is still overlooked and under-funded at all levels of government. ... A sound records management program doesn't cost — it pays. It pays by improving customer service, increasing staff efficiency, allocating scarce resources, and providing a legal foundation for how an agency conducts its daily mission."' This program will help us to get the right information to the right person at the right time, at the least cost to our taxpayers. It is important to control the cost of producing and accessing records and make this component as efficient as possible, allowing appropriate and wide access to information, and to comply with a myriad of local, state, and federal laws. In this manual, "City or "Huntington Beach" includes advisory bodies (Planning Commission, etc.). California Secretary of State Local Government Records Management Guidelines §2-2060 Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 1 Res.No.2002-9 Fxhibit A Efficient and effective management of records will gain important resources and benefits: • Space • Time (increase available labor) • Equipment and Materials • Protection of valuable documents • Environmental protection • Increase service levels to both internal and external customers • Compliance with Federal, State and Municipal laws • Compliance with ISO 15489 (International Organization for Standardization) IS02 15489 states, "Organizations should define and document a policy for records management. The objective of the policy should be the creation and management of authentic, reliable and useable records, capable of supporting business functions and activities for as long as they are required. Organizations should ensure that the policy is communicated and implemented at all levels in the organization." Huntington Beach's program is designed to assist all of us in achieving our missions, maintaining control over our own documents, while allowing the maximum level of access to timely, accurate information. 2 International Standards Organization Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 2 Res.No.2002-0 Exhibit A PROGRAM OVERVIEW AND STRUCTURE A 1998 Coopers & Lybrand study showed that records and information systems often represent 50% of the total cost of doing business and the averse office makes 19 p 9 9 copies of each document! Average Costs: • $20 to file each document • $1.50 to retrieve each document ($20 x 19 copies = $380 to file) The average office looses 1 out of 20 office documents. It then costs: • $120 to search for the document • $250 to recreate it, if lost (1 lost document = $370) The typical file grows at a rate of over 20% annually. Records management is the systematic control over the creation, acquisition, processing, use, protection, storage and final disposition of all recorded information required by municipal government to effectively conduct its business and record its activities. ISO 15489 describes Records Management as, "field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records." It also states that organizations should, "create and maintain authentic, reliable and useable records, and protect the integrity of those records for as long as required." RECORDS MANAGEMENT GOALS Ensure information is: • Retained in the best media or form • Used in the right time and place • Utilized by appropriate persons Huntington Beach's program is designed to effectively utilize very limited records storage space while maintaining a high level of access to information and fast response to requests for research and documents. To accomplish this, the structure and procedures facilitate "self-maintaining" records management practices and an educational approach that will allow staff to develop and retain expertise in this critical area. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 3 Res.No.2002-S Exhibit A FOON WFu. �I "A decision is as good as the information that goes into it." -John F. Bookout, Jr. PROGRAM GOALS • Maintain records in available space • Eliminate duplication and "frivolous filing" • Provide wide access to information • Be environmentally sensitive • Be cost-effective • Ensure consistent operations • Standardize equipment and supplies • Increase effectiveness and organization • Reduce research time • Ensure seamless integration with other systems • Provide easy and fast procedures • Overcome communication and processing challenges resulting from departments housed in many buildings • Ensure security and safety of valuable records Records Management Manual-City of Huntington Beach, California (OGladwell Governmental Services,Inc. all rights reserved) 4 Res.No.2002-9 Exhibit A {f y` ...The Goal MONITORING AND AUDITING Compliance monitoring should be regularly undertaken to ensure that the records systems procedures and processes are being implemented according to the organizational policies and requirements and are meeting the anticipated outcomes. Such reviews should examine organizational performance and user satisfaction with the system'. ADMINISTRATIVE RESPONSIBILITIES Huntington Beach's Charter requires the City Clerk to, "Be responsible for all books, papers records, contracts, and archives belonging to the City, or to any department thereof, not in actual use by other officers or otherwise committed to their custody." The City Clerk is also charged with maintaining all Council records in a manner "...that the information contained therein will be readily accessible and open to the public." Every employee in the City of Huntington Beach plays an active role in the management of records4; the degree of their involvement and responsibility changes from position to position. On the next page is a chart outlining_these responsibilities and the structure of the records management program. 3 ISO 15489§10 4 ISO 15489 states, "All employees are responsible and accountable for keeping accurate and complete records of their activities." Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 5 RECORDS MANAGEMENT RESPONSIBILITIES CD O a co CITY COUNCIL -Ultimate responsibility to ensure all officers and employees manage public records in accordance with all laws; co -Adopts records management program; m -Adopts records retention schedules; CD -Adopts resolution of destruction of original public records. CITY ADMINISTRATOR -Approves effective controls over the creation, CITY ATTORNEY CITY CLERK maintenance and use of public records; -Reviews records retention schedules; -Maintains official Council records; _ -Responsible for all public records in his/her -Reviews Records Management Manual; -Maintains all written contracts � custody; -Advises all departments on Public Records Act and -Maintains all official bonds -Approves Records Management Manual; records management issues. -Maintains indexes and public access to records 3 -Approves records retention schedules. in his/her possession co 0 W co m n RECORDS MANAGEMENT COMMITTEE ni -Oversees City-wide records management program; DEPARTMENT HEAD/DIVISION MANAGERS -Establishes procedures and effective controls for using,maintaining, -Responsible for all public records in his/her custody; o protecting,storing and destroying public records; -Appoints Departmental Records Representatives; -Maintains retention schedules in conjunction with departments and -Maintains familiarity with the Brown Act and Public Records Act; v submits them for Council approval; -Reviews department records retention schedules; -Assists departments in maintaining the records program; -Recommends destruction of department records; -Develops and maintains the Records Management Manual,forms and -Maintains an active program for the economical,efficient use of public procedures; records. -Continuing responsibility for provision of education pertaining to 3 records management. a m d z DEPARTMENT/DIVISION RECORDS ALL EMPLOYMEES REPRESENTATIVES -Comply with established records management -Maintains Records Retention Schedule for department standards and policies; records(coordinates bi-annual review of schedule); -Ensure economical and efficient maintenance of -Maintains Records Management Manual; records; -Transfers inactive records to off-site storage,if -Routinely practice effective controls over the appropriate; creation,maintenance and use of public records in all -Inventories,audits,and assesses department records media forms; ID on an annual basis; -Promote maintenance and security of records which -Prepares list of department records for destruction; are appropriate for preservation; maintains it in the department; •Segregate,transfer or dispose of documents of •Maintains index of records and their locations; temporary value in accordance with procedures and Xl d h ti tenon schedules.-Participates in continuing education programs. re � N Z M0 x N 0:O X N D 16J Res.No.2002.8 Exhibit A WHAT IS A PUBLIC RECORD? A "record" is any writing containing information relating to the conduct of the public's business that is prepared, owned, used, or retained regardless of physical form or characteristics5. ACCESS TO PUBLIC RECORDS The California Public Records Act was created to "...guarantee access to information concerning the conduct of the people's business...a fundamental and necessary right of every person in this State." The act is also mindful of the right to privacy; therefore, it is critical that we protect our citizen's rights to privacy and comply with laws protecting their privacy. If a record is a public record, and if it is not specifically exempt from disclosure, it must be released unless the public interest served by not releasing it clearly outweighs the public interest served by its release. Huntington Beach's policy is to fully comply with the California Public Records Act. Assisting the Public: If a member of the public doesn't know what record they want, City staff shall assist them in identifying the records that are responsive to the request, and providing information regarding what media the record is available in (e.g. paper and electronic form). If City staff is unable to provide the record, law requires staff to provide alternatives to overcoming any practical basis for denying the request. NOTE: The requirement to "assist in identifying the records" is met if you simply provide an index to the records to the person. You do not have to create a record for a requesting person (e.g. write a summary of a document);they can inspect, review and/or copy the original document. This applies to computer data; the requester views the information as it is used by the agency. You do not have to create separate lists or import the document into another program because the requester does not have your equipment or program. These are NOT disclosable to the public: e Government Code§6252 through §6257 Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 7 Res.No.2002-9 Exhibit A -Preliminary drafts, notes (transitory records) not retained in the ordinary course of business. This includes memorandums or a-mails not retained by the City in the ordinary course of business. -Personal financial statements and other private information. -Privileged communication pertaining to claims or pending litigation to which the City is a party. -Personnel and/or medical files which would constitute an unwarranted invasion of personal privacy. -Real estate appraisals, engineering or feasibility estimates made for or by the City relative to acquisition of property until the property has been acquired. -Initiative, referendum and recall petitions. •Bi-lin ual ballot requests. 9 -Certain Fire and Police (criminal) records. -Computer software. There are many specific exemptions in State law; a detailed list is provided in Appendix C. Huntington Beach must prove that an exemption applies or that the public interest in not disclosing information outweighs the public interest in disclosure. Check with the City Attorney when in doubt. PROCESSING THE REQUEST Public records requests should be submitted in writing (Huntington Beach's Public Records Request form may be used.) Although requests are not required to be in writing, it is recommended. Follow the instructions on the form; if there is any doubt if the record, or a portion of the record is public, route the form to the City Attorney's office as soon as possible. If a request specifies electronic format, and it exists in electronic format, it must be provided in electronic format; you do not have to convert it into another program or form. Architectural drawings and plans are protected by copyright laws6. If these are requested, the City must obtain the written authorization from the originating architect before releasing these to a requester (unless requested by the property owner). To speed the process, ask the architect to fax their approval to you. If a firm is out of business, or does not respond within 30 days, the Building Official may authorize the release of the drawing. Police uses their own form because of the complex laws they must comply with. Building, City Clerk, Fire and Police do not send routine requests or Pitchess Motions to the City Attorney because of the high volume of requests they receive. Exception: Any requests that pertain to potential or existing litigation must be sent to the City Attorney for their approval. 6 17 USC §§101, 102(a)(8), 106(1) &(2), 120(a)&(b), 201(a), 204(a) Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 8 Res.No.2002.9 Exhibit A 1 RESPONSE TIME The City is required to make copies of records "promptly available" to a requester upon payment of fees for photocopying, if applicable. The law allows a maximum of 10 calendar days to respond to a records request. In the interest of excellent customer service, responses should be filled as quickly as possible. If the 10 days is expected to be exceeded, immediately ask the Q�fty Attorney to draft a letter to the requester; extensions of time are allowed in unusual circumstances. The letter must be signed by the City Attorney (the law requires the head of the agency sign the letter; the City Manager delegates this responsibility). FEES Copy costs are based upon "direct cost" of duplication, as stated in the most recent fee schedule. FPPC (campaign and economic disclosure statements) copies are 100 each'. As a courtesy, members of the public are not charged for the following: 1. City Council, Planning Commission and Design Review Board Agendas for forthcoming meetings; 2. Agenda Items for forthcoming meetings, if the requestor is directly involved with the subject matter; 3. Any Administrative Hearings for forthcoming meetings; 4. Budget Summaries 5. Media Only: City Council, Planning Commission and Design Review Board Agenda Packets and Fair Political Practices Commission (FPPC) Records You may require Huntington Beach's Public Records Request Form be completed. This is advisable anytime a request is made for: • Voluminous records • Records that will be time-consuming to retrieve • Records that contain mixed public and non-public information • Records pertaining to potential or existing litigation 7 Government Code§81008(a). Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 9 Res.No.2002-8 Exhit*A Staff is busy serving other customers, and can not immediately complete the request If the request is over the telephone, they can mail you the written records request and their check for the estimated amount at the same time. Let the requester know that you will copy the records as soon as you receive the money. (Many cities have had requests for large amounts of records, which were never picked up after the requester realized how much it would cost). Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 10 Res.No.2002-9 Exhibit A HUNTINGTON BEACH POLICIES 1. The requested record(s) must be adequately described. 2. The custodian of records (City Clerk or Department Head) can formulate regulations necessary to the efficient conduct of their office and protection of the public's records. 3. Original records shall not leave any department when being inspected by a member of the public. 4. Destroy drafts, notes or memoranda not prepared in the ordinary course of business in a timely manner. This includes computer files. 5. If the requested record(s) contain both disclosable and non-disclosable information, the law requires us to provide "any reasonably segregable portion" after deletion of the portions which are exempt by law. If there is any question as to whether the record is a disclosable document, refer it immediately to City Attorney for review. Documents are released after the non-disclosable information is "redacted," which usually entails blacking out, whiting out, covering, or removing the private information from the document. 6. You may want separate file folders for disclosable and non-disclosable records, even if it pertains to the same subject. a. Separate Files. If you have a file with large amounts of non-disclosable information, create two separate folders. b. Mixed Records. If one file or document contains both disclosable and non- disclosable information, place a "Not Disclosable to the Public" sheet in the file, noting the non-disclosable portion. Forms are in Appendix B. c. Numbering. If using a numeric classification numbering system, always use a unique number for each file (each file will have a separate file number). d. Labels. If the file contains all non-disclosable records, clearly mark file label with "Not Disclosable" in addition to the standard information. e. Reference. If there are two files (one disclosable, one non-dislosable), place a "file reference" sheet on the left side of both file folders. Forms are in Appendix B. 7. Computerized data is eligible for public access. Be certain the data does not co- mingle non-disclosable information with disclosable data, copies of software are not released, and that security for the City's computer system is maintained. The public has a right to view disclosable information that meets the requirements of the Public Records Act on City computer equipment. If requested, copies must be made (if specifically requested in electronic form, it must be provided in electronic form). Huntington Beach may charge a fee to cover the cost of duplication. If a computer file is requested, you are not required to reformat the data or create a new record (make sure it does not contain information that is not accessible to the public). 8. Tapes of Meetings. Any person has the right to listen to (or view) a tape on City equipment, to buy a copy of the tape, or to make a copy on their own equipment. In most cases, there is no obligation to provide a written transcript. 9. Microforms and Optical Disk. The public has the right to view disclosable information that meets the requirements of the Public Records Act on City-owned equipment. Copies must be made (either in paper, or in the form it is stored in) for a fee, if requested. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 11 Res.No.20024 Exhibit A 10. Agenda Staff Reports for City Council, Planning Commission or other advisory bodies for forthcoming meetings are not public until the packet has been distributed to the Council, Planning Commission or other advisory body. 11. When a decision is made not to disclose records, it must be based upon specific exemptions in Government Code §6254 et seq., or on the facts of the particular case; the public interest served by not making the record public must clearly outweigh the public interest served by disclosure of the record (the "balancing test"). 12. If the record contains information not accessible to the public, place "Not a Public Record" in the header or footer of the document. 13. If a member of the public does not know what record they are looking for, provide them with an index or listing of your records. This meets the requirements to "assist the public" in determining what records they are seeking. 14. If you have any questions, contact the City Attorney. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 12 Res.No.2002-9 Exhibit A City Clerk Policies (may be adopted by other departments if desired) Wcei%k • Appropriate records are to be accessible to staff and public as expeditiously as possible. • Inspection may be deferred if a record is needed by the City Clerk or staff, or if the record is needed for public business. Inspection cannot disrupt the orderly function of the office or interfere with public business unreasonably. • If a citizen is monopolizing certain records to the detriment of other members of the public who wish to inspect them, the records may be taken back. • Regulations need to be designed to protect the safety of the records against theft, mutilation or accidental damage. Inspection and copying must take place at the City Clerk's records counter. You may provide and insist upon supervision and may decline to show the record until someone can be assigned to supervise. • If you have any questions, contact the City Clerk. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc.all rights reserved) 13 Res.No.2002-S Exhibit A RECORDS INVENTORY The inventory process, as outlined here, can free up to two-thirds of storage space devoted to active files. Typically, one-third of the files will be destroyed, one-third transferred to inactive storage, and one-third will remain in prime office space. A records inventory is the systematic collection of information for each record series (a group of logically related documents, usually filed as a unit). The inventory is utilized in developing your retention schedule. It is preferable that only one person conduct the inventory; if the volume of records requires additional people, try to limit them. PROCEDURES All records should be included. STEP 1. Make a rough floor plan of the area to be inventoried showing the location of all file equipment (see exhibits). STEP 2. Complete a records inventory form for each file or record. If you are not the user of the records, be sure to interview the users to determine accurate information. (See exhibits; blank forms are in Appendix B). If you have a retention schedule, refer to it often. It will make steps A and B easier, more accurate and will allow you to destroy more records. A. Identify vital records (vital records are those that cannot be replaced and are needed for basic operations in the event of a disaster.) B. Identify p and separate records and files that are "Candidates for Destruction." This is commonly referred to as a "file purge". DO NOT DESTROY RECORDS UNTIL YOU OBTAIN COUNCIL APPROVAL! See the Chapter on "Records Disposal" for instructions. C. Identify and separate records and files that are ready to be transferred to an inactive or off-site storage area. See the chapter on "Off-Site Records" for instructions. D. Place the records you want in your active office area back in their proper location. STEP 3. If desired, make a copy of sample File Classification Lists, index cards, or other pertinent information, and staple them to the inventory form. Hints 1. You may want to do a "basic" or "broad brush" inventory first, listing records by their records series. You can then perform your detailed inventory for every file folder. This will help you "target" your detailed inventory in areas Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 14 Res.No.2002-9 Exhibit A where you will reap a high percentage of records to be destroyed first, freeing up space more quickly. 2. Use two records storage boxes, one for records to be destroyed, the other for records to be transferred to inactive or off-site storage. Set files in the appropriate boxes as you are performing your inventory. 3. As you are taking the inventory, think of any questions you have or any improvements you would like to make: -Is the classification appropriate? -Are the indexing systems efficient? -Are there better filing cabinets (e.g. open shelf lateral files) or filing systems to store the documents in? -Are the most frequently accessed documents easy to locate in the file? Write them on your inventory form and review them with the appropriate staff member or Department Head. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental services,Inc. all rights reserved) 15 Res.No.2002-9 Exhibit A ELECTRONIC RECORDS This chapter outlines the "best practices" of other local governments. The City of Huntington Beach has it's own policies, which must be followed at all times. Electronic records are an area of law that is under development, and is constantly changing due to new laws, court decisions and rulings. Always check with the City Attorney for the most current information. Electronic telecommunications systems (le-mail, phone systems, voice mail, fax systems, internet) are a media for transport of communication and are methods to send, receive, or temporarily store correspondence. Communications generated through these systems are not City records retained in the ordinary course of business and subject to records retention policies until the communication has been printed and retained or downloaded into a local file folder and specifically recognized as a City record. This chapter refers to all Users: Employees, contractors, City Council, Advisory Body members, volunteers, and others when they are using City-provided electronic technology. `4 S 1) Network Policies: a) Computers, electronic media and other related technologies are provided for business-related purposes only. b) All data, messages, and information stored on electronic media provided by the City are the City's. The City reserves the right to access and properly disclose all such stored information for any purpose. c) The use of City technology for personal profit or gain, or for any other for-profit activity not specific to the mission or duties of the City is prohibited. d) All electronic records must be created by authorized users; authorized users must be documented. The City reserves the right to modify and/or restrict access if necessary to assure that the network continues to function properly for all Users. e) Computers, networks, and related technology may not be used to annoy, harass, or offend other people. Chain letters are not allowed. f) No User shall maliciously access, alter, delete, damage, infect or destroy any computer system, computer network, computer program or data. g) All software used by City employees must be appropriately acquired and licensed (i.e. purchased). Software that has not been so acquired will be Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 16 Res.No.2002 9 Exhibit A removed; software that has not been approved by MIS will not be supported by MIS. h) Users shall respect the legal protection provided to programs, documents, and data by copyrights and licenses. Users may not copy City-owned or licensed software or data to another computer system without the prior approval of the City. i) Users are responsible for understanding and exercising reasonable security precautions when using computing resources. This includes, but is not limited to: knowing, using and preserving the secrecy of user codes and passwords, changing passwords on a regular basis, logging off systems when finished working, etc. Users shall not circumvent established procedures defining eligibility and/or j) P g g Y authorized for access to information or computing resources. k) Plan for migration of data and software. Ensure existing data is in standard formats, and the data is copied or transferred into any new system purchased. 2) Records Management Policies a) Retention periods, public access and other policies and procedures for paper records also apply to electronic records (see the appropriate chapter/ subject). b) When the electronic record is going to be used as the record copy (original) of a document, electronic records must be kept pursuant to routine procedures designed to assure their accuracy$. They must reflect the content, structure, and context within the system. Electronic records should be inviolate (not damaged, destroyed, or modified), coherent (represent logical relationships), and auditable (actions taken to the document can be documented)'. c) Erase drafts, notes and memoranda not retained in the ordinary course of business on a regular basis from all computer media. Do this at least annually on purge days. 3) Operational Policies a) Standardize operational procedures within each department to ensure all employees can find information quickly and easily at each other's workstations. b) Store all files on networked drives; these are backed-up nightly and are accessible to other department employees as well as temporary employees during illnesses or vacations. c) If you do store any files on your hard drive ("Cr), make a regular back-up to protect against hard disk failure, viruses, theft, or fire damage. Maintain at least five different copies of backups and rotate them regularly (if there is a virus, you need to fall back to the last backup without the virus). See Step 4 for detailed instructions, and always contact the MIS department when initially establishing your back-up to ensure you are using the correct software and backing-up the appropriate files. OPERATIONAL PROCEDURE STEP 1. Develop standard directory and file name nomenclature: EXAMPLE ALL documents must be placed in a folder! $ Federal Rules of Evidence, Rule 803(6) 9 Model Guidelines for Electronic Records, National Historical Publications and Records Commission. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 17 Res.No.2002.9 Exhibit A Agendas Face Sheets (by year) 2000 1999 1998 Agreements &Contracts Correspondence re: Agreements or Contracts 1:12000 El 1999 El 1998 Budgets El 2000 F7 1999 El 1998 Claims & Lawsuits Correspondence-by name El Commissions Boards &Commission Status Lists, Corres. El Correspondence INDIVIDUAL'S miscellaneous Correspondence E] Kathryn M Jan El Elections El Forms ALL City Clerk Department Forms El Insertions Insertion Orders El 2000 El 1999 El 1998 El Labels Mailing Labels (ALL) Logs FPPC, Resos, Ords, etc. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 18 Res.No.2002-9 Exhibit A STEP 2. Save the file on the appropriate drive and directory (use a networked drive whenever possible because it is accessible to other staff members in your department.) STEP 3. Type the file location at the end of the document in a very small font. This is an automatic function in your Word Processor (View, Header/Footer Insert Auto Text, Filename and Path). Exhibit 12. End of Document File Location S:Centralfileslfileref.wpd STEP 4. Backup. A misplaced disk, viruses, bad segments on a disk, total disk failures, fire, or possible theft could cause a loss of your files. Ensure your files are saved on a networked drive that is automatically backed up by MIS. 1. STEP 5. Deletion. Computerized records must be deleted in conformance with the adopted retention schedule. Hints On the first working day of every month, quarter or year you may want to sort your files by date, delete any files that are not necessary and/or the retention has expired. Remove any unnecessary drafts or notes. If this is done every month, it only takes about 10 minutes! Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 19 Res.No.2002-1 Exhibit A ELECTRONIC MAIL Users are solely responsible for the management of their mailboxes. E-mail is a business tool which will be used in accordance with generally accepted business practices and current law reflected in the California Public Records Act to provide an efficient and effective means of intra-agency and inter-agency communications. This applies to all elected officials, appointed officials, employees, and consultants or other non-employees utilizing electronic communications with the City. Y 1 Is for business related purposes only.' - . All e-mail communications are the E-maili property of the City. The City reserves the right to retrieve and make proper and lawful use of any and all communications transmitted though the e-mail system. The City respects the individual privacy of its employees. However, an employee cannot expect privacy rights to extend to work-related conduct or the use of City- owned equipment or supplies. Consequently, e-mail users shall have no'reasonable expectation of privacy in communications sent over the e-mail network as e-mail communications are not confidential. For purposes of this policy, e-mail shall also include all message transmitted on the Internet. 2) Proper Use of E-mail a) Communications transmitted over the e-mail system shall involve City business activities or contain information related to the accomplishment of City business, administration or practices. b) Users of e-mail are responsible for the management of the mailbox and its associated folders. E-mail documents will remain in a folder until deleted, which should be done at least once a week. The City may maintain backup of all e- mail communication for a period of time. 3) Prohibited use of E-mail a) Messages that disrupt or threaten to disrupt the efficient operation of City business or administration are prohibited. Messages prohibited in this section include, but are not limited to: i) Messages that publicize a personal dispute other than according to an i approved grievance or complaint procedure. ii) Messages that constitute or counsel insubordination. iii) Messages that may harm close working relationships. iv) Messages that may take employees away from their assigned tasks. v) Messages that may undermine the City's ability to provide public services through its employees. vi) Messages that harm the integrity of the system or network. b) Messages that violate law, violate individual rights, create potential liability for the City or violate public policy of the State of California are prohibited. These prohibited messages include, but are not limited to: i) Messages which are pornographic obscene. ii) Messages in conflict with the City's Sexual Harassment Policy or any other policy prohibiting discrimination, including harassment, on the basis of race, color, religion, sex, national origin, ancestry, age, physical disability, mental Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 20 Res.No.2002 9 Exhibit A disability, medical condition, veteran status, marital status, sexual orientation or any other status protected by local, state or federal law. iii) The use of racial, religious or ethnic slurs. iv) Messages intended to harass or annoy. v) Threats that implicate personal safety. c) E-mail shall not be used to solicit or proselytize others for non-job related commercial ventures, religious or political causes, outside organizations or other non-job related activities. 4) Status of E-mail Communications a) E-mail communications are not confidential and are subject to review by City management and disclosure to the public. b) E-mail communications may be subpoenaed or requested under the Public Records Act and/or may be used as evidence in court or as part of an investigation. The content of e-mail may be disclosed within or outside of the City without employee permission or knowledge. c) City management has the authority to access communications in the e-mail system at any time for any lawful City business-related reason. d) The City has unlimited access to protect system security or the City's property rights. 5) Records Management a) E-mail messages which are intended to be retained in the ordinary course of the City's business are recognized as official records that need protection / retention in accordance with the California Public Records Act. Because the e-mail system is not designed for long term storage, e-mail communications which are intended to be retained as an official records should be printed out and the hard copy filed in the appropriate subject file. b) The City will maintain copies of all e-mail messages determined by staff to be official records for a minimum of two (2) years or as otherwise designated in the City's retention schedule. c) E-mail communications that are not intended to be retained and which serve no useful purpose to the city (transitory communications) should be deleted from the system on a weekly basis. 6) E-mail Etiquette and Use a) Remember you are representing the City through your communications both internally and externally, and it is critical that you maintain a positive image for both yourself and the City. b) Be certain that your message is addressed to the proper person. Be sure you check the list of persons being e-mailed when you choose a "Reply All" or "Group — All Employees" function. E-mail should not be used for broadcast purposes unless the message is of interest to all users. c) Capitalize words only to emphasize an important point or to distinguish a title or heading. Capitalizing whole words that are not titles is generally interpreted as shouting. d) Be professional and careful of what you say about others. E-mail is easily forwarded and blind copied. Think twice before sending angry or sarcastic messages. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental services,Inc. all rights reserved) 21 Res.No.2002 9 Exhibit A e) Be aware that deleting or erasing information, documents or messages maintained on the City's network is, in many cases, ineffective. Deleted computer files can be recreated by a variety of means, and most systems maintain a "log" of transactions. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 22 Res.No.2002-19 Exhibit A Hints 1. Use the "front page test" for all e-mail or voice mail communication: Would you be comfortable seeing your message on the front page of the newspaper? If not, do NOT send it. 2. Organize your computer files in folders by year, when possible. When doing your annual purge, you can simple click and drag the folder to the "Recycle" bin. 3. You can create a "Read Me" file that explains your computer directories and the contents that should be placed there. When you have a new or temporary employee in your department, they will keep your organization consistent. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 23 Res.No.2002-9 Exhibit A FILING PROCEDURES .v yr r b c FILING POLICIES Consistency and standardization are critical. During employee breaks, meetings, illnesses or vacations, co-workers must be able to quickly retrieve needed documents. All files must be filed in the appropriate filing area, vault, or storage area and must be freely accessible to other staff members; all records pertaining to the conduct of business belong to the City of Huntington Beach. Since both space and labor are critical factors for Huntington Beach, these procedures have been designed to provide for destruction and transfer functions at the "front end". This will ensure that filing areas and inactive storage areas are self-maintaining and most records are automatically scheduled for destruction or transferred to inactive storage areas the appropriate time. These procedures have also been designed to make the most powerful use of document imaging / optical disk and full-text searching technologies. Government Code §50110 requires employees to furnish the clerk with three copies of any "...book, pamphlet, report, bulletin, or other publication issued by them at the expense of the local agency...". Always send four copies of these documents to the City Clerk. The City Clerk will file one in the City's archives and is required to send a copy to the: -State Library at Sacramento -Institute of Governmental Studies of the University of California at Berkeley; and -Public Affairs Service of the University of California at Los Angeles The law DOES apply to records that go to Council, such as: (from Evelyn) -Consolidated Annual Financial Reports -Budgets Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 24 Res.No.20024 ExhibitA -City-wide publications that are mailed to Citizens -Informational Brochures Addressing the Organization as a Whole: e.g. Citizens Pamphlet on the City Council This law does NOT apply to records such as: -Audits -Environmental Impact Reports -Informational Brochures on Individual Programs: e.g. Recreation programs FILE CLASSIFICATION SYSTEMS A classification system organizes your files. Each records collection has unique needs, and the classification system must be custom-designed for maximum efficiency. Major types of classification systems are: 1. Alphabetic 2. Numeric 1. Geographic 2. Chronological L i Alphabetic systems are appropriate for small records collections, providing "direct access" and simple retrievals. There are at least 10 to 15 times more chances of a misfile when using letters, than when using numbers10. Because alphabetic systems have a very high rate of misfiles and do not allow for managed growth, "indirect access" numeric systems are used for large collections of records. An index, or cross-referencing system may be required ("indirect access") for some systems. The general "rule of thumb", if you have more than one four-drawer filing cabinet of a specific records series, it is more efficient to use numeric classification systems. Call an expert to evaluate or set up a new classification system: It can impact your efficiency dramatically, and once it is established, it is very expensive to change. Guides can help to find files quickly. 10 Barber, Donald T. and Langemo, Dr. Mar, Filing Dynamics. Emeryville, California: Marsale Publishing Co., Ltd. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 25 Res.No.2002.9 Exhibit A When retrieving a file, always use an OUT card and indicate the date and person (this complies with ISO 15489 §§8.2.2 and 9.8.3, which states that control measures should be implemented within a records system and the that movement of records should be documented.) See the "Hints" section of this chapter for ideas you my want to incorporate into your "out card" procedures: Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. ail rights reserved) 26 Res.No.2002-9 Exhibit A f I 1' FILING PROCEDURES -ALL DEPARTMENTS AVOID filing records printed on dark-hued colored paper or newsprint in files. Both are difficult to image on microfilm or optical disk, and newsprint will discolor and eventually destroy other paper because of its high acid content. Photocopy these documents, enlarging the newsprint), then file. You'll want to have our retention schedule for reference while filing. Y g STEP 1. "Weed Out" or screen records before you file. Don't file anything you don't have to! STEP 2. As you assign documents to files, always pull the file folders and make sure they are not oo full, and that they contain the correct records. A. Try to avoid filing permanent documents with non-permanent (transitory) records. e.g. Planning Commission Files: Working: Meeting notices, agendas, correspondence Historical: Bylaws, appointments, minutes, resignations, resolutions B. For files that contain records that are not disclosable to the public (e.g. financial statements), place a form RM-2, Contains Information Not Disclosable to the Public , sheet on top of the documents (see Appendix B for forms). Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 27 Res.No.2002-9 Exhibit A STEP 3. If you use a numeric classification system, Write the file number on the original document in the upper right corner in black ink (this prepares your files for document imaging/optical disk technology). Format for file number e GIVIG STEP 4. File immediately and completely! Do not let "piles" of documents or folders build anywhere - desks, shelves, office or vaults! W STEP 5. For large groups of files, you may want to place documents into a sorter according to their records classification. STEP 6. Retrieve the file folder , file documents in the folder in date order, the most recent on top. Retain only one copy of a document (don't file two copies of the same document.) Use a File Reference Form referring to the folder with the original document in lieu of making copies and filing copies — it's much quicker, and only adds one page to a folder. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 28 Res.No.20024 Exhibit A STEP 7. Full File Folders. Do not overfill folders! (75 sheets of paper): A. Pull the old file and complete a form RM-1 File Reference Form, then place on top of the last document in the file. Make another File Reference Form , which will be stapled on the left side in the new file referring to the previous folder (see Appendix B for the form). This is far less time consuming than continually photocopying documents then filing them in several folders. It also reduces the amount of space your files take up. File Reference Form s (01999 Diane K.ulactwell, B. If Permanent or Inactive Storage is designated on the Retention Schedule, stamp or label the outside of the old folder with "transfer" on the outside of the full folder and indicate the month and year the file is to be transferred to a storage area. Folder with destruction and transfer stamps 999 Diane R.Gladwell CMC" C. Retention/Destruction. Refer to the retention period in the shaded column on the Retention Schedule (e.g. "2 years"). If there is more than one type of document (e.g. a contract and miscellaneous correspondence) in the file, use the longest retention time period for the file folder. If the file can be destroyed at a later date, stamp or label the full folder with destruction date on the outside of the file folder or label. If you are unsure of any destruction dates, call the City Clerk or City Attorney. STEP 8. Create a New File Folder (if applicable): A. Always use folders with double tabs. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 29 Res.No.2002.9 Exhibit A -Standard manila folders (11-point) for light usage, •Pressboard folders (14-point) for heavy use. -Classification folders (additional separator pages) for documents that can be grouped into 3 or more document types or subtopics. •Pocket folders with tabs (no cover flaps on top) for spiral bound or large documents. B. If appropriate, type one label and place on the file folder. Type descriptions that clearly identify the topic; you may add additional lines referring staff to another folder with a similar topic. C. If appropriate, place color-coded number labels on folder. If the file folder will be filled with records from one particular year (e.g. time cards), place a year label on the folder (it helps retrieve the file faster). Color-coded label �P 1t s f�u D. Use "guides" to help find files quickly. File Guides lf3 41, E. Expandable File Folders. If you have a large number of files pertaining to the same subject, place them in an expandable folder and label the one folder (easier than labeling 10 files!). It is preferred that documents are organized within manila folders, which are then placed inside the expandable folder. F 1. Type a label with the file number and place it where it can be most easily seen without removing it from the filing cabinet (preferably on an end-tab). Records Management Manual-City of Huntington Beach, California ((DGladwell Governmental Services,Inc. all rights reserved) 30 Res.No.2002-0 Exhibft A 2. If using lateral, open shelf filing cabinets and older expandable folders without the end tabs to label them: On the right end accordion folds (which will face out on the shelf), write in black marker the file number or subject - this makes locating files much faster. STEP 9. File document and file folder immediately. Documents should be in chronological order within the folder, the most recent on top. Place folder in the appropriate filing cabinet in order immediately. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 31 Res.No.2002-1 Exhibit A ALPHABETIZING RULES In general, smaller filing systems use alphabetical file classification systems. These have been simplified based upon ARMA (Association of Records Managers and Administrators) guidelines. 1. Transpose names, even if a company: FILE AS... Diane R. Gladwell, CMC Gladwell, Diane R. Douglas Van Patten &Associates Van Patten, Douglas &Associates 2. Spell out all abbreviations and acronyms. FILE AS... LAFCO Local Area Formation Commission 3. Ignore punctuation. FILE AS... Richard O'Donnell Odonnell, Richard Marie Smith-Code Smithcode, Marie 4. Nothing comes before something (a space comes before "a"). FILE AS... Homeless Homeless Homeless Services Homeless Services 5. Numbers come before letters. FILE AS... 1985 Main 1985 Main (before alpha files A-Z) 60-day Notices 60day notices (before alpha files A-Z) 6. Ignore "The", "of', etc. The only exception is when the word "the" is the first filing unit in a filing segment. In this case, "the" is the last filing unit. Spell out all symbols (at least mentally) such as "&," "$," "#," and file alphabetically. FILE AS... County/ County of Orange Orange, County The Whistle Stop The Whistle Stop 7. File under the most commonly used name; use form RM-1. File Reference Form, in other folders or create "dummy" folders to prevent a different folder from being created. Still in doubt? Look in the Phone Book and follow what they do.... Records Management Manual-City of Huntington Beach, California ((DGladwell Governmental Services,Inc. all rights reserved) 32 Res.No.2002-9 Exhibit A RETRIEVAL PROCEDURES Do not move folders, records, or records storage boxes belonging to other departments! If you need to access to a record stored by another department, contact personnel from that department to retrieve the record for you. STEP 1. Only authorized personnel should file and retrieve documents. Allowing other personnel access to the files will result in lost or misfiled records. ........ u a 1L r a „"" .,.. .,. 0 :..:.x£ail �, .n,�dc.,a#Y++<✓.,rr,S. {//�r,�r�i.�. ',.. , z3,.� y,_'€'aw .,ash,. ,,,,�„ STEP 2. Always use "out cards" in all filing cabinets and storage areas when any file is removed unless you going to immediately re-file it (e.g. you are simply adding a record to a file folder). See the "Hints" section of this chapter for ideas you my want to incorporate into your "out card" procedures. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 33 Res.No.2002.9 Exhibit A Hints 1. Files should be filed in their appropriate location at the end of each day with the file drawers closed; this will protect them in the event of a fire or other disaster. 2. Consider "historical" and "working" files for some subjects (e.g. Commissions). One will contain non-permanent records that can be transferred or destroyed, the other file will be retained permanently. 3. Use a "dummy" or "place holder" folder to refer staff to the correct file for subjective topics (a document that could be filed in two different locations). This will prevent two folders being created for the same subject, and allow staff to quickly find the correct folder. 4. When retrieving a file, use an OUT card to indicate the date and person who has the file (this complies with ISO 15489 §§8.2.2 and 9.8.3, which states that control measures should be implemented within a records system and the that movement of records should be documented.) This procedure should be even when retrieving storage boxes or records stored within a box. Ideas for Out Cards: ■ Place out cards at eye level in a bin located where it will remind everyone to use an out card. Attach a pen to the bin so it is easy to note the names and dates of the person who has the file. ■ Make small slips of colored paper indicating different personnel in your department (e.g. Mary is blue, Fred is yellow, etc.). When someone has a file, just place the appropriate colored paper with the date on it in the out card. ■ When a folder is originally produced, copy the label and place the copy inside the folder. When the folder is "out", remove the copy and place it where the file is normally located with the name and date of the person who has the file. ■ Copy the request form that resulted in the folder being out and place it where the file is normally located. 5. You may want to establish a tickler file to monitor the return of borrowed documents. 6. On selected documents (e.g. Agendas and Minutes),file number following each item (you will be able to find file numbers easily and quickly via "find" in your word processor and/or document imaging system.) If you are using parentheses or other punctuation, you may want to put a space between the information, because some full text searches see anything without a space as one word. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 34 Res.No.2002O EXhlblt A Agenda Summary Excerpt 1. BUDGET AMENDMENT..... 200-01-33 7. File as soon as possible. The longer you wait, the more likely the record is to be lost or damaged; others need access to the information. 8. For permanent records, use folders with clasps (buy them that way, don't put the clasps in afterward). They will keep your documents organized and in order. If you have older folders where the metal bars are on the outside of the folder, they will catch on other folders, tear folders, and generally drive you crazy. Use 3" wide clear packing tape to tape over the exposed bars to fix the problem. 9. Don't use "compressors" in your file folders (the metal bars that go over the clasps to secure documents) unless you are filing large maps. They are time consuming, cut your fingers, and documents can be secured by simply bending the clasps outward. 10. Don't store spiral-bound documents separate from the file location. Place the spiral-bound document (e.g. Municipal Budget) in a pocket folder, then file it next to the regular folder (e.g. Resolutions and agenda reports adopting the budget). 11. If you need to convert top-tabbed folders (traditional 4-drawer file cabinets) to end-tabs (more efficient open-shelf lateral file cabinets) and don't have the funds to purchase new end-tabbed folders and move your documents into them, you can convert your old folders. Cut off the edge of the front side of the folder 1", then place color-coded labels on the edge that is "sticking out". This is not the best solution, but it is much better than storing top-tabbed folders in open-shelf lateral filing cabinets. 12. If you have legal-sized open-shelf cabinets and letter-sized folders, place a 2x4 piece of wood behind the files. 13. As you find files that can be destroyed, place them in a clearly marked location for future destruction. 14. Use rubber gloves when filing large quantity of documents —they grab the paper quickly, and you won't get paper cuts. 15. It's more accurate, consistent and efficient if one person files the record. It is not recommended that temporaries or unskilled employees file records. Government records address complex issues, and some agencies have great difficulty locating records filed by unskilled labor. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 35 Res.No.2002-4 Exhibit,A 16. Consider not filing some records that have short retention periods, but place them in a bin in the filing area. For example, copies of purchase orders can be placed directly in a bin and then destroyed every 6 months, saving the labor to file every time you issue a purchase order. If you need a purchase order that is older than 6 months, call Finance, who is the Office of Record. 17. Be careful when switching brands or ordering color-coded labels. Different brands have different colors for letters and numbers, and you can end up with different sizes (1", 1/2", 1/4"). 18. For project files (e.g. planning), you may want to provide project status information on the outside of the folder. This can be done by developing a self- inking stamp, printing it on label stock, or printing the outside of the folder. Use Rolll-abels to tag rolled plans and maps. lane awe, For procedures to box records, refer to the Equipment, Storage and Preservation Chapter- Inactive Storage Procedures. 19. Twice a year, review your records for files to be destroyed. 20. Audit procedures annually. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 36 Res.No.2002-9 Exhibit A RETENTION SCHEDULES Retention schedules help to prevent this from happening to you... A retention schedule will help you file efficiently and prevent your files from wasting valuable space and time. The schedule will also help to organize your files. Retention schedules provide other valuable information: • Time schedules for the disposition of records, • Destruction and/or transfer timeframes, • Media (paper, optical disk, magnetic/ hard drive / computer, microfilm), • Whether to scan into the document imaging system, and whether you can destroy the paper version after the record is inactive; • Disposition (active, inactive, etc.) The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Only the original or "record copy" should be retained for the full retention period. Duplicate copies of a record should be destroyed as soon as their administrative purpose has been served ("when no longer required"), which in all cases should be less than that of the copy of the record. No duplicate copies of any record shall be retained, in any form, by any department or by any employee, past the scheduled retention period (within the guidelines of the retention schedule — e.g. purging is by "full file folder"). ISO 15489 states records should be eliminated as early as possible in an authorized, systematic manner. "...schedules must be specific and consistently used. Adverse intent (to keep records out of court) is both a civil and criminal offense."" There are many specific legal requirements that will apply to your specific profession; the person who develops the retention schedule will need to do exhaustive legal research to acquire this information. The retention schedule should be organized to match your fling system so that it will be used when records are filed. " California Secretary of State Local Government Records Management Guidelines§2-2040 Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 37 Res.No.2002-4 Exhibit A DEVELOPMENT PROCEDURES STEP 1. Conduct your records inventory (you may want to draft a "broad-brush" inventory first, then perform a more detailed inventory). STEP 2. Research Legal Requirements A. Research appropriate government codes — State, Federal and Local. B. Professional resources within your department. C. Ask for copies of other cities' retention schedules. D. Use the State Guidelines for minimum retention periods. E. Utilize the resources of the City Attorney's office. STEP 3. When there aren't specific legal requirements: A. Two-year retention period is the basic legal requirement for municipal government12. B. Consider the following factors: -Historical value (Documentation of the development of Huntington Beach and its programs, policies and actions.) -Administrative value (Needed to carry out the operation of the City.) -Legal value (Specific regulations governing requirements and disposition, or the rights and obligations of individuals and organizations.) Fiscal value (Needed for financial transactions of the City.) -Space available to maintain the record -Cost to maintain record (Include re-creation, storage and retrieval, personnel and space expenses.) -Frequency of reference -Office of record (Is the record a duplicate?) 12GC§34090 Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 38 Res.No.2002-9 Exhibit A Further information about the factors that are taken into account when establishing retention periods are contained in ISO 15489. UTILIZATION OF RETENTION SCHEDULES STEP 1. When determining the retention for an entire file, use the document with the longest retention. STEP 2. Destroy Records. It is critical to destroy original records only in compliance with existing law or the Council-adopted retention schedule, after Council approval, with the destruction done in a systematic and routine basis, in the course of normal business activity13. As stated in the City's records retention schedules, there must be no outstanding claims, complaints or litigation pending on the records destroyed. The approval of the City Council is required for the destruction of all original records (this does not apply to copies, drafts or non-records). There are significant criminal and civil penalties for the improper destruction of public records, including embarrassing media coverage. See the chapter, Records Disposal, for more information. _ 0, Huntington Beach policy retains the paper copies of all legislation, minutes and deeds even after they have been archived onto CD-R or microforms for public reference. According to law, paper records may be destroyed when their retention expires, or after they are properly archived onto microfilm or optical disk. Refer to your records retention schedule to determine if the paper record may be destroyed after imaging. Records retention schedules must be reviewed by all departments for possible changes every other year (bi-annual review). See the Records Disposal Chapter for procedures to label, list and destroy records. 13 ISO 15489 §9.9 Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 39 Res.No.2M-9 Exhibilt A EQUIPMENT and STORAGE STEP 1. Filing Cabinets Type of Space Fast Access High Growth Attractive Secure Cost Equipment Efficiency Capacity Management Drawers Shelves OOC= OOOOM- OOOO MME] 00 O =O Dual Units OOf 3 Ct 00 O O C � Sliding OOOO O OO OOO OOCI O G Units Compressed r_ OOij 00 OEYE= =171 1 OM OM Mobile - :Shelving Excellent OnO Average O poor Source: Balough, Ann, Records & Information Management Report, November, 1999 A. Lateral, open-shelf cabinets with color coded labels are the most efficient. e r �'j, '' , Advantages of open shelf files are14: 1. Retrieval may be 40% faster and refling approximately 50% faster 2. Errors are reduced, primarily due to color coding 3. The cost of shelving is lower (approximately 1/4 of traditional filing cabinets) 4. Open-shelf filing requires less than half as much floor and aisle space as traditional filing cabinets 14 Mims III,Julian L.. Records Management:A Practical Guide for Cities and Counties. Washington, DC: International City/County Management Association, 1996. Records Management Manual-City of Huntington Beach, California (oGladwell Governmental Services,Inc. all rights reserved) 40 Res.No.2002-9 Exhibit A B. Pull-out lateral drawer files is the second choice. Although they hold only 2/3 of the capacity of open-shelf lateral files, they do support top-tabbed folders, and have a higher capacity than traditional four-drawer cabinets. v% �/0"I" s� Y C. Mechanized Shelving. Use only where space constraints are your primary consideration. Labor expenses to file and retrieve records exceed cost of space savings. I 11 Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 41 Res.No.&02-9 Exhibit \ M . \\ � v :� a.g . 9 m / ' '' . Records Management Manual City of Huntington Beach, California ((DG a_Govme_Services,Inc. all rightsreserved) 42 . . .. ® . Res.No.2002-9 EXhibit,A D. Large sized maps and drawings There are many different systems to store large sized maps and drawings. 1. Open shelving units are shown here with "RoilLabels" to tag rolled plans and maps. Some smaller maps are shown folded as "flat files" on the shelf below. � az lane R.Gladweil,CIVIC 2. Vertical files require 66% less floor space than standard flat files (2 1/2 flat files = 1 vertical file). 4 a Iw 3. Mobile roll files are convenient for smaller office storage. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 43 Res.No.20024 Exhibit A ARCHIVES AND HISTORICAL DOCUMENTS PROCEDURE Archival records have permanent historical (research), legal, or social value. They document the history and the development of Huntington Beach, and provide information and research. Only 5% - 10% of records usually qualify as "archival". All Resolutions, Ordinances and Minutes should be printed on acid-free paper (pH between 7.0 and 9.5). Do not use scotch tape, metal paper clips, or place papers near newsprint (newsprint is veryacidic, and will discolor and eventual) destroyan paper it touches on archival douments. Whenever possible, use acid-free ppers, pfolders and boxes, and lay archival books flat on shelves. Paper will self-destruct over the years because of its high acid content and other environmental factors. Although an expensive process, paper can be deacidified using "aqueous" or "non-aqueous" methods, depending upon the type of ink. Tears can be mended using Japanese tissue paper and ethyl cellulose paste. These services are provided by professional records preservation specialists: Brown's River Records Preservation Services: (800)639-3027 Disaster Recovery Services: (817) 535-6793 BMS CAT: (916) 641-6705 Only silver halide microforms (roll, fiche, etc.) are archival. Copies are usually made of diazo (copies are also made of vesicular and direct-image) film. Ensure you are storing the silver halide film in your archives and off-site disaster recovery location. Optical Disk (WORM, CD-R, DVD-R) media have not been in existence long enough to 9 provide empirical data on the longevity of the media. Until the length of time this media remains stable has been proven, copy all information onto a new disk every 5 years. For sensitive or archival documents, consult with the City Clerk. Records Management Manual-City of Huntington Beach, California ((DGladwell Governmental Services,Inc. all rights reserved) 44 Res.No.2002-9 Exhibit A DISASTER RECOVERY PLANNING PROCEDURES Disaster recovery provisions are critical to municipal government because of the services they provide to the public. A well planned and managed disaster recovery records management plan can save lives in the event of a disaster and can provide the expedient return of services to the public (the opposite is also true). Provisions for disaster recovery, preservation of original records, and efficient storage and retrieval systems are fundamental to effective records management. Government Code §34090.5(d) requires a copy of microforms, or optical disks, be "kept in a safe and separate place for security purposes." STEP 1. Determination of appropriate records to preserve on microform or optical disk: A. Vital Records. Those records we must have to have to continue basic operations. Some examples include authorizing legislation, land use, infrastructure engineering drawings, payroll, accounts receivable, and licenses. B. Other Records. Evaluate: -Frequency of reference •Duplicate record (are you the Office of Record?) -Historical value -Administrative value -Legal value •Fiscal value -Cost to maintain record STEP 2. Determine the best method and media. Always provide dispersal (a copy of vital records stored off-site, preferably outside of California). A. Paper Dispersal. This entails simply making a copy of the record and storing it in a remote location. This is the least expensive to implement, but has expensive long-term consequences. B. Microforms (analog imaging). Documents must be filmed in complete, sequential order. There are various formats available: -Aperture Card: A keypunched card that has an opening for one or more frames of microfilm, typically utilized for engineering drawings; contains from one to eight images. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 45 Res.No.2002-0 Exhibit A -Cartridge: Self-threading roll film; contains up to 3,500 images. -Computer Output Microfilm (COM): Creation of microfilm directly from computer files. -Fiche: Single sheets of plastic (4x6); contains up to 338 images arranged in a grid pattern. -Jacket: Plastic sheets with single or multiple sleeves to hold strips of microfilm. Jackets can be updated by adding one or several images (labor intensive); contains up to 60 images. -Roll: Most economical for sequential information; contains up to 3,500 images. Only silver halide microforms (roll, fiche, etc.) are archival. Copies are usually made of diazo (copies are also made of vesicular and direct-image) film. Ensure you are storing the silver halide film in your archives and off-site disaster recovery location. C. Optical Disks (digital imaging) WORM Optical Disk, CD-R, or DVD-R Various legal and operational standards must be met for all these media, which employ lasers to create "pits" on the surface of the media. Only media that does not allow changes (CD-R, WORM-Write Once, Read Many Times or DVD) is authorized by California Government Code. Various legal and operational standards must be met. Advantages include non-sequenced input, dynamic searching, wide access, and duplication avoidance. STEP 3. Evaluate Records Vault (if applicable) A. Walls, floor and ceiling should be at least 6" reinforced concrete. B. Door should be at least a 2-hour rated vault door with a combination lock and escape device. Vault should have no more than two doors. C. The lowest records storage space should be not less than 4" above the floor and four feet below light fixtures. Do not place shelves against exterior walls. D. Vaults should have fire suppression systems that will not damage records; any water sprinkler valves should be removed from the vault. E. Temperature should be kept between 600 - 700 (should not fluctuate). F. Humidity should be kept between 40% - 50%. G. There should be no windows or unnecessary light in the room. Since fluorescent light is extremely damaging, install UV filters (very inexpensive) over fluorescent tubes. STEP 4. Develop Administrative Procedures A. Turn off lights in records vaults whenever possible. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 46 Res.No.2002A Exhibit A B. Close all filing cabinet drawers whenever possible, but absolutely at night. Close all doors at night. C. Store data backups and other vital records in fire-proof cabinets at least 4" above the floor. D. Include a dispersal copy of records in an off-site location. This includes data back-ups, original microforms, and copies of CD-Rs or optical disks. E. Test your backups! Run through a restoration procedures to ensure it is working properly (your process will have "bugs" that will need to be worked out and processes developed to ensure the full data is restored). F. Test your fire protection and alarm systems. G. Compile a complete list of all records - store a copy of the list off-site. H. Keep a list of important telephone numbers in a location easy for anyone to find. During business hours, contact the purchasing department. Here are the numbers for Records Preservation Services. Paper: Brown's River Records Preservation Services: (800)639-3027 Disaster Recovery Services: (817) 535-6793 BMS CAT: (916) 641-6705 Data Recovery (hard disks, etc.): Lazarus Data Recovery: (415) 495-5556 I. Provide for secure storage of originals -Shelving at least 4" above floor -Humidity -Temperature -Light -Fire-proof cabinets for vital records -Minimize exposure to loss (water pipes, etc.) Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 47 Res.No.20024 Exhibilt A STEP 5. If Disaster Strikes your Records .... A. Ensure utilities (gas, electricity, water) are turned off, or secured. B. Make sure the area is secure from theft or further damage. C. Notify appropriate internal staff. D. Call disaster recovery vendors (above). E. If your paper records have been exposed to water, mold and mildew will begin growing in 48 hours! Some ideas to help you: -Reduce the temperature: Turn off the heater, turn up the air conditioner. -Pump out standing water -Blot records: The best way is to "Interleaf' newsprint between pages -Drying: Fast blueprint machine Slow - photocopier dryer Space - spread out records, use warm, dry air (fans & dehumidifiers) Freeze - performed by an expert (frozen, then freeze-dried) -Place records in milk crates so air can circulate to them (label them) -Use fans and dehumidifiers in the room -Take records to a large freezer (supermarket?) until the experts arrive. Use freezer wrap and waxed paper; do not open wet bound volumes. The vendor will provide more detailed instructions. F. Microforms? Place in cold, clean water (test one first). G. Magnetic media and Optical Disks: -Do not apply heat! Do not try to read! -if wet, open cartridge access door and shake out water. If reel tape, remove rings and shake out water. Keep media wet until restored. Use zip-lock bags. -Call an expert - be sure to ask about turnaround time and cost. A good company for both is: Lazarus Data Recovery: (415) 495-5556 H. Charred, singed or scorched records may be read by an ultraviolet light. RECORDS DISPOSAL Records Management Manual-City of Huntington Beach, California ((DGladwell Governmental Services,Inc. all rights reserved) 48 Res.No.2002 Exhibit A The approved, systematic destruction of records will improve efficiency, free space, and avoid litigation exposure for the City. Selective, non-uniform destruction could result in unfavorable publicity, litigation, and penalties. ISO 15489 requires control measures such as ..."authorized destruction and security should be implemented to prevent unauthorized access, destruction, alteration or removal of records." It also requires that, "removal of records from operational systems should be applied to records on a systematic and routine basis, in the course of normal business activity." Disposal of records is encouraged after the record has met or exceeded its retention period no matter what media is used to store the record (paper, computer disks, etc). Records Management Guidelines state, "Once records have fulfilled their administrative, fiscal, or legal function they should be disposed of as soon as possible in accordance with their Records Retention Schedule15." Utilize Huntington Beach's box label on all storage boxes and clearly mark the disposal dates to facilitate easy determination of destruction dates. As required on the City's retention schedule, records pertaining to pending or actual litigation or investigation should not be destroyed. If any record contains personal information, the City must take reasonable steps to destroy the record by shredding, erasing, or otherwise modifying the personal information to make it unreadable or undecipherable 16. The City can use "any means" to obliterate the personal information. Individuals injured by violation of this law can bring civil actions to recover damages. Personal information may include, but is not limited to, name, signature, social security number, physical characteristics, address, telephone number, passport number, driver's license or state identification number, insurance policy number, education, employment, employment history, bank account number, credit card number, debit card number, any financial information. Only the original, or "record copy" (residing in the Office of Record for that record) should be retained for the full retention period. Duplicate "convenience" copies of a record should be destroyed as soon as their current administrative purpose has been served ("When No Longer Required"), which in all cases should be less than the retention period for the "record copy". Refer to the records retention schedule index to locate the retention period for the record copies. 15 California Secretary of State Local Government Records Management Guidelines§2-2050 16 Civil Code§1798.80 et seq. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 49 Res.No.2W2-1 ExhibR A Always shred (or obliterate personal information) any record (including copies) that contain any personal information. This includes mistakes made at the photocopier! PROCEDURES STEP 1. File the record with the retention and media in mind. If the record will be destroyed at a later date and you want to recycle it, it's sometimes easier and cheaper if you don't use staples or paper clips in the file folder. If desired, use colored paper to separate the records (some recyclers require that all metal be removed from the records). STEP 2. At least annually, pull records to be destroyed. When pulling records for destruction, use the retention schedule to verify the destruction date. If there is no retention schedule for that record, check with the City Clerk. STEP 3. Place the records in a standard records storage box. Try to keep records with the same destruction year in one box. STEP 4. Compile a Records Destruction Form (RM-4). Print two copies; route one copy to obtain signatures, tuck the other copy under the lid to use as a temporary label while the form is being routed. s x ©2001 Diane R.Gladwell,CIVIC STEP 5. Obtain the appropriate authorizations. STEP 6. Destroy records. A. Any record that contains non-public information, or private information about the City's citizens, must be shredded. The Print Shop has a shredder, or contact purchasing for large amounts. B. For small volumes or public records that do not contain any private information, place in an appropriate recycling location. C. For records stored at the Records Center, contact the CAO's office. D. For large volumes, call Purchasing to coordinate shredding with other departments. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 50 Res.No.2002A Exhibit A D. Audio and video tapes may be recycled by taping over, erasing by machine, or by pulling the tape out of the cartridge. E. Microfilm may be shredded, if the entire records series on the film is to be destroyed. If only certain records are to be destroyed, you may use a permanent marker to "black out" the image. F. CD-R's may be scratched or snapped in half. G. WORM media needs to be removed from the case (use a letter opener or other sharp instrument to break the case), then scratched or snapped in half. STEP 7. After the records have been destroyed, complete the bottom half of form RM- 4, certifying that the records have been destroyed. Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 51 Res.No.20=-A Exhibit A OFF-SITE STORAGE The movement of records should be documented to ensure that items can always be located when required . When to utilize off-site storage: • Low retrieval need (inactive records) • Limited space • Expensive square footage in active storage area The City has a records center at the corporate yard that all departments ,may use to store and retrieve boxes of records. The records center is supported and administrated by the City Administrator's office. All forms are available on the networked shared drive in the folder, "Records Management Forms". Simply open them, use "save as" to rename the document and store it on the appropriate department hard drive. The department that is storing the records must retain PERMANENTLY the location of all records they are responsible for, in compliance with ISO 15489. (In the past, departments have lost this information through employee turnover and improper management of this information, which is NOT ACCEPTABLE!) TRANSFERRING RECORDS TO THE RECORDS CENTER STEP 1. Always use standard records storage boxes (15" x 12" x 10"). While larger storage boxes hold more, they are very heavy and difficult to move! Do not use the cardboard pull-out files that look like file drawers. File folders near the back are difficult to see and access, they collapse over time and you can't pull out the drawer. They also shift their weight to the front when you pull out the drawer, and the whole drawer may fall. i " ISO 15489§9.8.3 Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 52 Res.No.200" Exhibit A STEP 2. Inventory records removing those records that are "non-records", "copies", or "transitory records", which are no longer required. STEP 3. Place the remaining records in an approved records storage box. All records within a box must have the same retention period and destruction date. STEP 4. Complete a "Box Inventory Form" (RM-8) for each box of records to be transferred; providing a description of each file within the box. STEP 5. Place a copy of the inventory inside each box and retain a copy which is to be maintained by your department Records Coordinator. STEP 6. Label each of the boxes (form RM-3) to be transferred with your department's two-letter designation (i.e. Administrative Services = AS, etc.). Your Department's Records Coordinator will then assign a sequential department number. The number will be hyphenated and begin with the last two digits of the year the record is being III transferred and your department's next sequential number during that year (i.e. 01-01, 01-02; etc.). Each department will maintain a single set of sequential numbers starting over with "01" at the beginning of each year. Each box label also requires the beginning and end dates for the records it contains ("From" and "To"), a brief general description of the records, the proposed destruction date, and the name of the person transferring the records. (The Box Label is available as a template) STEP 6. Complete a "Box Transfer Form" (RM-9) providing as much detail as possible. Your department will maintain a copy of this form and a copy will be sent to the City Administrator's Office (CAO). Remember, the more accurate your box inventory and transfer form descriptions, the better you will be able to identify the record and box needed when requesting retrieval. STEP 7. When your Records Transfer Form is received, the CAO's office will schedule a date for you to transport and assist with shelving your records at the Records Center. Once we have stored your records, a copy of your "Box Transfer Form" identifying the section, location, and position of your records will be returned to your department Records Coordinator. The information from the "Box Transfer Form" is also logged into an Access database maintained by Administration. Your department Records Coordinator will be responsible for maintaining the box inventory and box transfer information for the records your department has transferred to the Center. These must be conscientiously maintained so that you will know what box to request when a record is needed. RETRIEVING RECORDS FROM STORAGE AT THE CITY RECORD CENTER File folder retrievals are not supported (they result in a high rate of misfiles and other problems.) If you need one file from a box, simply request the box. When you are finished with the file, re-file the folder in the box and send back to the Records Center. STEP 1. Contact your department Records Coordinator. Records Management Manual-City of Huntington Beach,California (©Gladwell Governmental Services,Inc. all rights reserved) 53 Res.No.20M ExhibetA STEP 2. Identify the records needed and the box identification number (Department letters and Sequential Number) STEP 3. Have your Records Coordinator complete and sign a "Record Retrieval Form" (RM-10). Records can only be retrieved by the box. It generally takes a day or two to schedule time to go out to the Center to retrieve the record. If you are retrieving more than two boxes, arrangements will have to be made for you to transport the boxes back from the Records Center. Records Management Manual-City of Huntington Beach, California ((DGladwell Governmental Services,Inc. all rights reserved) 54 Res.No.2002.9 Exhibit A DOCUMENT IMAGING POLICIES Huntington Beach has acquired an "archive /retrieve"system that stores and retrieves copies of final documents, then writes them on a media that cannot be altered or changed (CD-R, WORM or DVD-R). This provides the equivalent function of microfilming, allowing the paper copy to be destroyed (if appropriate) and providing disaster recovery capability. GOALS: 1. Provide fast and accurate research and document retrieval 1. Provide disaster recovery capabilities 2. Facilitate the widest organizational access to records in the most efficient and effective manner FUNDAMENTALS Document Sharing and Service Improvement The major benefit of this technology is wide distribution and the availability of powerful research tools. It is critical to ensure all departments will have access to legislative material (resolutions, ordinances, minutes, etc.) in the future, and have the ability to share documents with each other. It is therefore important to implement and administer the program with an organization-wide perspective. Maximize Technology (applies to all departments) 1. Font. To provide better OCRing (Optical Character Recognition), avoid italics, bolds, and underlining when possible. It is also advisable to use the City's standard font on all documents: Aria) (Times has serifs,which makes OCR less accurate.) 2. Terminology / Searching. If there is a common or specific term not identified in a document that may be useful for tracking purposes (e.g. "Target Shopping Center' vs. "Tract 32493"), type in the specific term on the document so you can be assured to perform searches on it in the future. This is especially important in Staff Reports presented to Council — include project numbers and common names in addition to the legal terminology. Include Reporting District numbers ("RD"s) whenever possible. 3. White Paper. Avoid printing final documents on dark-hued colored paper, which doesn't image well. Legality Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 55 Res.No.2002 J Exhibit A 4. Policies and procedures play a major role in establishing the legal admissibility of documents stored in these systems. It is therefore important to fully develop policies and procedures to ensure documents may be legally accepted as the original. 5. Optical Disk (WORM, CD-R, DVD-R) media have not been in existence long enough to provide empirical data on the longevity of the media. Until the length of time this media remains stable has been proven, copy all information onto a new disk every 5 years. ("Refresh" the media). Disaster Recovery 6. Government Code §34090.5(d) requires a copy of microforms, or optical disks, be "kept in a safe and separate place for security purposes." 7. A copy of the latest version of software should be stored off-site with the images of the documents. Migration to New Technology 8. If a new system is purchased, it is essential to plan, budget, then execute the conversion of all the documents that have been stored in an older document imaging system to the new system. The Public Records Act requires that access to records are maintained, and it is less expensive to convert existing images into a new system than to pay for software, maintenance and support for two systems18. 18 ISO 15489 requires that, "records systems should be designed so that records will remain authentic, reliable and useable throughout any kind of system change..." Records Management Manual-City of Huntington Beach, California (©Gladwell Governmental Services,Inc. all rights reserved) 56 Res.No.&2a tuba 4 <- 3 � � } « � . m § Res.No.2 Exhibit A APPENDIX A: GLOSSARY OF TERMS BASIC COMPUTER TECHNOLOGY ASCII Text: Letters, words, intelligible characters. ASCII is an adopted standard code to represent a character(e.g. A=00010001 in ASCII). Cards: Integrated circuit boards. "Cards"are inserted into"slots" inside your computer and support things like monitors, network communications, and other devices. Client/Server: Network configurations that rely on a"server"computer that provides programs and/or files to its"client"computers (users)as needed. Also see Intranet. CPU: Central Processing Unit: The"brain." The box part of the computer that does all the processing that programs tell it to. CRT/Monitor: CRT=Cathode Ray Tube (Your computer screen - it's the same for your TV!) Data: Information Database: An organized collection of data. Hardware: Physical equipment(computer, printer, etc.) Intranet: Enhanced LAN or WAN installed within an organization; provides functions similar to the Internet. Has "firewalls"to protect against Internet hackers. Internet/Intranet configurations may replace Client/Server configurations. LAN: Local Area Network (computers linked together) usually in the same building. Also see Intranet. Network: Two or more computers linked together. Operating System (OS): The base program that allows other programs to run. (IBM: Windows 95/98, NT, DOS, OS, UNIX. Macintosh: System 8.0). Peripheral: Anything connected to your computer(printers, keyboards, etc.) Program/Software/Application: A series of instructions that tells the computer what to do. Protocol: Format to communicate between two computers. (e.g. TCP/IP) RAID: Random Array of Independent Disks. (Some publications use"Inexpensive Disks.") Used to triple, quadruple(and more!)the capacity of file servers. By combining several large hard drives, you can configure a file server with immense capacity. Topology: Defines how fast and how much information can be communicated over the network- requires "cards" in each computer(e.g. Ethernet 100 mbps or Ethernet 10-base-T) WAN: Wide Area Network. Computers linked together, usually in different buildings. Also see Intranet. Records Management Manual—Glossary Developed by Diane R.Gladweu,CIVIC G1 Res.No.2002-9 Exhibit A INTERNET "LINGO" Browsers: Search Engines that allow you to sort and view WWW pages. Home Page: The first page of a person, company, or organization on WWW that provides information about them (essentially electronic advertising). If more than one page is published, it becomes a web site. HTML (HyperText Markup Language): The computer language used to program ".home pages." Internet, "Information Highway": Computers connected via phone lines and modems that allow exchange of information, e-mails, WWW services, etc. You need an access provider as your`on-ramp"to the Internet (Compuserve, America On Line, etc.) Internet Service Provider"ISP": Access: America On-Line, Compuserve, etc. They provide the con- nection ("on-ramp")to the Internet, help, e-mail service, etc. Web Hosts: They design and "publish" information over the Internet, typically home pages and web sites on a computer. Kiosk: A computer terminal with a touch screen and housing that provides information in remote locations (malls, libraries, etc.). Modem: Converts computer information to telephone format and then back again. This is the device that allows computers to talk over the phone lines. Off-Line Browsers: Program that grabs information from the Internet and copies it onto your hard drive so you may view it later. Spam: Junk e-mail. WWW (World Wide Web): Just one of the services on the Internet. A network of computers (servers) provide information & "home pages" about individuals, companies, or organizations - very graphical and interactive. Web Site: A collection of pages, nested"behind"a home page on the WWW. Records Management Manual—Glossary Developed by Diane R.Gladwell,CIVIC G2 Res.No.2002-4 Exhibit A DOCUMENT IMAGING TERMS Boolean Logic: And/or/not searches (i.e. "Diane and raise"will find fewer hits than "Diane or raise"). CD: Compact Disk. Archival media (images cannot be altered). Holds up to 4 filing cabinets of records; relatively slow access speed.Only CD-R(Recordable-not Re-writable) is appropriate for achives. COLD: Computer Output to Laser Disk. File uploads, usually in ASCII text, then "overlaid"with your form template. Good for Finance"Greenbar"reports. Concurrent(Software) Licensing: Vendors charge for the number of users that log on to a system at one time, rather than pay for every computer the software is installed on. Deskewing: Straigtening out a page that was scanned in crooked. Despeckling: Removing "noise" (speckles of dirt)from an image. Digital Signatures: Used to electronically sign a document. DVD: Digital Video Disk. Archival media (images cannot be altered). Holds up to 64 filing cabinets of records; 7 times as fast as CD. Encryption: A complex scheme for scrambling information so that it can only be"desencrypted"by selected computers. Form Drop Out: Usually used in conjunction with ICR to remove the form prior to recognizing handwriting. Full-Text Search (Engine): Searches through every word in a database (an "engine" is another name for a program). Greyscale Scanner: Capable of scanning photographs. ICR: Intelligent Character Recognition. Turns a handwritten image into ASCII text, which can be used by other(e.g.word processing) programs. Image/Raster Image/Bit-Mapped Image: A graphic representation of a page by millions of dots (pixels). Jukebox/Autochanger: Holds many optical disks (it operates on the same principles as an old- fashioned jukebox.) OCR: Optical Character Recognition. Turns a typed image into ASCII text,which can be used by other (e.g. word processing) programs. Optical Disk: Holds up to 8 filing cabinets of records; 4 times as fast as a CD (see Re-Writable and WORM) Re-Writable Optical Disk/Magneto-Optical Media/Phase-Change Optical Media: A type of optical disk that allows you to change a document Text/ASCII Text: Letters, words, intelligible characters. ASCII is an adopted standard code to represent a character(e.g. A= 00010001 in ASCII) WORM Optical Disk: Write Once, Read Many Times. Archival media (images cannot be altered). Holds up to 64 filing cabinets of records; 7 times as fast as CD. Records Management Manual—Glossary Developed by Diane R.Gladwell,cMc G3 Res.No.2002-0 Exhibit A RECORDS MANAGEMENT DEFINITIONS Access-The availability of, or the permission to consult records, archives, or manuscripts. Accession - The act and procedures involved in transfer of records or papers into the physical custody of an archival agency, records center, or manuscript repository. Accession Logs — The consecutive listing of files; a cross-reference book used to locate files with numeric classification systems. Active Storage -The length of time records are maintained in the office due to frequent reference activity (i.e. daily or weekly). Administrative Record - Records relating to budget, personnel, supply and similar housekeeping or facilitative functions common to most agencies, in contrast to program records. Administrative Value - A record that assists in the operation of government and ensures administrative consistency and continuity. Alphabetical File-A file in which documents are arranged alphabetically by name or subject. Alphanumeric - A filing system or code which combines alphabetic and numeric symbols to classify records. Appraisal - The process of determining the value and thus disposition or records based on their current administrative, legal, and fiscal use; their evidential and informational or research value; and their relationship to other records. Archival Records - Records of continuing and enduring value useful to the citizens of the City and necessary to the administrative functions of public agencies in the conduct of those services and activities mandated by law. Archival Value - A record having continuing/long term value and is usually assigned a permanent or indefinite retention period. Archives - Those records of any public institution which are worthy of permanent preservation for reference and research purposes and which have been selected for deposit in the permanent archives of the City. Audio-Visual Records - Records in pictorial or oral form, regardless of format. Includes still photographs, graphic arts (poster or original art), motion pictures, video records, audio (or sound) records, and related records. Case File - Grouping of documents that pertain to a particular person, place or thing. A case or project file may consist of correspondence, form records, memoranda or a combination of those, all of which pertain to the same person, place or thing. Central File - The records or files of one or several offices or organizational units physically and/or functionally centralized and supervised in one location. Classification Number - Used in this manual, the first number of the file number, used to define a records series for numeric filing numbers. (Normally the entire file number.) Records Management Manual—Glossary Developed by Diane R.Gladwell,CMC G4 Res.No.2002a9 Exhibit A Classification Systems - The method of filing and indexing records - the City Clerk's system is a numeric functional filing system. Types of classification systems- -Alphabetic -Numeric -Subject -Geographical Closed or Completed Files -A file in which action has been completed and to which further documents are not likely to be added. Computer Output Microfilm (COM) - The process of converting the data on a magnetic computer media directly onto microfilm. Confidential Records-A record of information requiring protection against unauthorized disclosure. Continuing Authorization - The legal authority to destroy currently created records at a designated time or upon fulfillment of specific events or conditions. Copy - A copy is a duplicate or duplicate original, an original of which is on file elsewhere in the filing system. Copies which do not meet this criteria are considered to be originals; for example, "original" correspondence from the City is provided to the addressee, and therefore, the "copy" becomes the City's original. Correspondence - Letters, memoranda, notes, telecommunications, and any other act of addressed, written communications sent and received. Current Records- Records regularly used for the conduct of the current business of an organization. Custody- Guardianship, or control of records, including both physical possession (physical custody)and legal responsibility(legal custody), unless one or the other is specific. Data- Information Declassification -The purpose or result of determining that information is not longer confidential. Disposition -The allocation of public records to a particular location according to the categorization. The allocations include transfer to a records center for temporary storage, transfer to an archival agency, donation to an eligible repository, reproduction of microfilm and destruction. Electronic Record Keeping -A computerized system of record keeping in which information is stored on electronic (computer) or optical media instead of recorded on paper and is identified, controlled, and disposed of according to records management practices. Electronic Records—Documents or files stored on computers or computer media. File - An organized collection of related data, usually arranged into logical record which are stored together and treated as a unit. Fiscal Value - Refers to the retention of records which pertain to the financial transactions of the City, such as budgets, ledgers, allotments, payrolls and vouchers. After such records have served their basic function and have met their legal retention requirements, they may still have sufficient fiscal value to justify their retention in storage for a time to protect the City against court action or to account for the expenditure of funds. Functional Filing System - A system of filing which is based on the primary services (functions) performed by the City. Records and documents are filed by what is being done (function) rather than by Records Management Manual—Glossary Developed by Diane R.Gladwell,cMc G5 Res.No.20024 Exhibild.A who is doing it. The system is organized by functions, categories and subcategories, and each subject has been given its own numeric code. This contrasts with random numeric or alphabetic systems. Historical File - A file containing permanent records relating to a program or function. (e.g. Historical Election File). Historical Value - Refers to the retention of records which have enduring value because they reflect significant historical events or document the history and development of the City. Inactive Record - Any public record which is transferred to storage until it has met its specific retention requirement and may be destroyed. "Inactive record" does not include any public record which is permanent or historic in nature and which must be protected. Inactive Storage - The length of time records are retained in the records center(or in an inactive status.) Records referenced infrequently should be transferred to a low-cost storage area where they are retained until destruction. Inventory - The process of examining records on hand to determine their function, content and dates in order to assign retention disposition information. Legal Value - Refers to the retention of records containing evidence of legally enforceable rights or obligations. Examples are decisions and opinions; fiscal documents representing agreements, such as leases, titles and contracts; and records of action in particular cases, such as claim papers and legal dockets. Media - What something is stored on. Paper, magnetic (computers, tapes, disks), microforms, optical disks, compact disks, etc. Microfiche - a sheet of microfilm containing multiple microimages in a grid pattern. It usually contains a title which can be read without magnification. Microfilm -A fine grain, high resolution film containing an image greatly reduced in size from the original. Microforms-A high resolution film containing greatly reduced images. There are various formats: -Aperture Card: A keypunched card that has an opening for one or more frames of microfilm, typically utilized for engineering drawings; contains from one to eight images. -Cartridge: Self-threading roll film; contains up to 3,500 images. -Compute r Output Microfilm (COM): Creation of microfilm directly from computer files. -Fiche: Single sheets of plastic (46); contains up to 338 images arranged in a grid pattern. -Jacket: Plastic sheets with single or multiple sleeves to hold strips of microfilm. Jackets can be updated by adding one or several images (labor intensive); contains up to 60 images. -Roll: Most economical for sequential information; contains up to 3,500 images. MUFFS - Municipal Unified Functional Filing System. A standard to organize and classify records numerically. Non-public Records - Records not accessible to the public, as determined by law. Non-Record - Published books and pamphlets, books and pamphlets printed by outside agencies, worksheets used to collect or compile data after that data has been included in a record, answer pads for a telephone or other informal notes, desk calendar, stenographers' notebooks after the information has been transcribed, unused forms (except ballots and as indicated in a retention schedule), brochures, newsletters, magazines, newspapers (except those excerpts used as evidence of publication), scrapbooks, and physical property artifacts. Records Management Manual—Glossary Developed by Diane R.Gladwell,cMc G6 Res.No.20024 Exhibit A Numeric File - A file in which documents are arranged in numerical sequence as a primary means of reference. Office Files and Memoranda - All records, correspondence, exhibits, books, booklets, drawings, maps, blank forms, or documents not defined and classified as official public records; all duplicate copies of official public records filed with a public agency; all documents and reports made for internal administration of the office which they pertain to but not required by law to be filed or kept with such agency. Office of Record, Office of Primary Responsibility, or OPR -The office assigned the responsibility for the custody and maintenance of the records of the activities it serves. Optical Disk - Computer media that employs lasers to read and write information; can store massive amounts of information. WORM disks do not allow changes; Re-writable, Phase-Change or Magneto- Optical disks allow changes. Original - An original is the city's record copy of a document, on file with the office of record. An original may actually be a copy, as is the case of correspondence from the city. The "original" is provided to the addressee, and therefore, the"copy" becomes the city's original. Permanent Record - Records which have a permanent or enduring historical, administrative, legal or fiscal value, and should be retained and preserved indefinitely. Personnel Record -Any item, collection, or grouping of information about an individual that is maintained by an agency. It includes, but is not limited to, the individual's education, financial, medical, or employment history, or items that contain or make reference to the individual's name, identifying number, symbol, or other identifying particular assigned to the individual, such as finger or voice print or photograph. Physical Record -A record treated as a unit because of its physical form. A collection of data defined in terms of physical parameter, rather than logical content. Public Records - Those records created by public funds which are adjudged worthy of permanent preservation for reference and research purposes to the creating agency, other state agencies, and/or the public. Reference GC §6250-6268, the Public Records Act. Record Value: -Administrative: Required to operate the organization -Legal: Required by legislation/regulation or pending litigation -Fiscal: Financial (budget, audit, collection) -Historical: Research to establish development of the City and its policies Records - Any nonverbal information created or received pursuant to law, charter, ordinance or in connection with any other activity relating to, or having an effect upon the transaction of public business, regardless of physical form or characteristics. Reference GC §14741 and §6252. Records Center - A facility, sometimes especially designed and constructed, for the low-cost and efficient storage and furnishing of reference service on inactive records pending their ultimate disposition. Records Coordinator / Representative - Coordinates the individual department's records program by administering records policies and procedures, scheduling records series, supervising the destruction of records by assisting in establishing and maintaining filing systems; and serves as liaison between the department and the Records Manager. Records Management Manual—Glossary Developed by Diane R.Gladwell,CIVIC G7 Res.No.2002-9 Exhibit A Records Management - The application of management techniques to the creation, utilization, maintenance, retention, preservation, and disposition of records, undertaken to reduce costs and improve efficiency in record keeping. Includes management of filing and microfilming equipment and supplies, filing information retrieval systems, files, correspondence, reports, historical documentation, micrographics, systems applications, retention scheduling, vital records protection and disaster recovery. Records Series - Consists of records accumulated over a period of time and arranged in an organized file or set of files which can be described, handled, and disposed of as a unit. A record series may consist of records of a single type or format, or of records kept together because they relate to a particular subject, or result from one activity. The physical form of records in a series may vary- paper,film or other media (including computer storage); volumes, folders, reels, etc. being used a different times. The filing arrangement may be chronological, alphabetic, numeric, coded, or any combination of filing arrangements. A series may, at a particular time, consists of a single folder, or of hundreds of feet of files. Each record series should be specifically defined and include only records with the same retention period. Redaction - The erasure or removal of data, usually in releasing a public record that contains non-public or exempt information. Retention Period - A retention period is calculated from the date the record was created. The total retention is the period of time records are to be retained prior to their destruction. Retention Schedule - A document governing, on a continuing basis, the retention and disposition of the recurring records series of an organization or agency. Sometimes referred to as a records control schedule, or a disposal schedule, or a comprehensive records schedule. Series - File units or documents arranged according to a filing system or kept together because they relate to a particular subject or function, result from the same activity, document a specific kind of transaction, take a particular physical form, or have some other relationship arising out of their creation, receipt, or use, such as restrictions on access and use. Also called a record series. Specific Authorization - This is the legal authority to destroy records which are no longer created, or to destroy records through a particular date or under a particular condition. Transfer - Movement of records, usually from a government agency to a record center, for storage, service and protection. Transitory Records - Records having only transitory value. These include original and informational copies of documents that do not contain procedural or policy matter applicable to the receiving office that do not require action by the receiving office, that involve a routine transaction, or that do not contain information of continuing reference value. Uniform Filing System -A system of filing in which all departments use the same numbering system for similar types of records. Vital Records - Records essential to the continued functioning or reconstruction of an organization during and after an emergency and also those records essential to protecting the rights and interest of that organization and of the individuals directly affected by its activities. Working Files / Papers - Documents such as rough notes, calculations or drafts assembled or created and used in the preparation or analysis of other documents. Writing - Paper, computer and microfilm records. Handwriting, typewriting, printing, Photostatting, photographing and every other means of recording upon any form of communication or representation, including letters, words, pictures, sounds or symbols, or combination thereof, and all papers, maps, Records Management Manual—Glossary Developed by Diane R.Gladweu,cMc G8 Res.No.2002-0 ExhibitA magnetic or paper tapes, photographic films and prints, magnetic or punched cards, discs, drums and other documents. WORM Optical Disks - Computer media that uses lasers to read and write information. WORM =Write Once, Read Many; anything that is written to it cannot be changed or deleted. Records Management Manual—Glossary Developed by Diane R.Gladwell,cMc G9 Res.No.2002.9 Exhibit A Records Management Manual—Glossary Developed by Diane R.Gladwell,CIVIC G10 . Res.No.22a ExmbitA "Y""��: p . .. �\ , « RECORDS INVENTORY WORKSHEET Record Series Title Department Total Space(cu.ft)for Record Series: Date Completed By Record Series Number(if applicable) Cubic Feet Conversions: Letter; 15"=1 cu.ft. Legal: 12.=1 cu,ft, Records Box=I cu,ft, File Number Folder Name/Subject Beginning Date Ending Date Description and Purpose of Record: Office of Record: Record is listed on: Department Retention Schedule []City-Wide Retention Schedule I Active Records �I I Inactive Records Total Retention Period: Destruction Date(If applicable): []Originals Copies Mixed(bc Vital record Historical record Permanent record _ Reference Activity: Daily Weekly []Monthly Quarterly Yearly Only On Demand Electronic Copies? Should records be cross-referenced to other records? Yes []No How are records stored,what equipment is used? []Yes []No Where are records stored? (relate to floor )planri� �Arran�gement of files: Alphabetical Numerical Chronological Other File Number Folder Name/Subject Beginning Date Ending Date Description and Purpose of Record: Office of Record: Record is listed on: Department Retention Schedule City-Wide Retention Schedule Active Records [)Inactive Records Total Retention Period: Destruction Date(if applicable): Copies Mixed(bc Vital record Historical record Permanent record _Reference Activity: Daily Weekly Monthly Quarterly Yearly Only On Demand Electronic Copies? How are records stored,what equipment is used? []Yes []No Should cross-referenced Should records be cross-referend to other records? Yes []No Where are records stored? (relate to floor plan) Arrangement of files: []Alphabetical []Numerical []Chronological []Other z Page of 0 Form RM-6 X M* CD 30 4b Res.No.2002.8 Exhibil A, RECORDS CENTER BOX INVENTORY FORM FI.DR s ©ESA P }N O �4LDER CONTENTS OA �; lit TRA1S DEPARTMENT RECORDS COORD. DATE PAGE OF PAGES RECORDS CENTER BOX TRANSFER FORM BOX RECORD TITLE USER DESCRIPTION FROM TO TRANS SECT . LOC . POS . NBR. DATE DEPT. REC.COOR. DATE 010100 PAGE 1 OF 1 �o N Z mo x • O _``O DEPARTMENT BOX NUMBER DATES OF RECORDS: Description of Contents: FROM: TO: DESTRUCTION DATE: PERSON TRANSFERRING: DATE TRANSFERRED: Records Storage Box Label x o =N Res.No.20U4 Exhit*:A RECORDS CENTER RECORD/BOX RETRIEVAL FORM lit Fl 11 1-1 11 El 11 11 El DEPARTMENT APPROVED: (Records Coordinator) DATE RECORDS DISTRUCTION FORM January 22, 2002 DEPARTMENT & DIVISION: Name of Department Records Coordinator Name of Division Head The following records have been identified for distruction: (Refer to the Records Manual for Proper Destruction PME a rocedures) { RIP, U . }ATE FITS ` '1 ,< HOI: EXPL ►� N Fit" t I /� 115- �y Your signature below indicates that your office has reviewed this list of records and agrees to authorize their destruction or Initialed for to hold with an explanation. RESPONSE IS REQUIRED WITHIN 60 DAY OF THE ABOVE DATE. Dept. Records Coordinator Division Head Records Center Manager XDepartment Head City Attorney Once Records have been approved for destruction it will be the responsibility of the Lead Department to arrange for its appropriate if destruction. THIS RECORD OF DESTRUCTION IS TO BE MAINTAINED PERMANENTLY. o X N Res.No.2002-9 Exhibit A [LIM REQUEST FOR PUBLIC RECORDS HUNTINGTON BEACH Name of Re uestor: o__ a Street Address: 0 City, State and Zip Code Description of Records Being Requested (Be Specific): SubjectlTitle Date Type of Record Number of Copies Needed: Date by which Records are Needed: (Please note, there is a cost per page associated with copying.) FOR OFFICE USE ONLY (To Be Completed by Originating Department) Referred to: Date: Department Received by: Date: Completed: Assigned to: Time Spent: Time Spent Assisting Requestor (SB 90 Reimbursement): Cost: Date Delivered: REFERRED TO CITY ATTORNEY The categories as listed on the reverse side of this farm are NOTdisclosable to the public. All requests for these records require completion of this box for approval by the City Attorney's Office. City Attorney's Office Approval: Document9 January 22, 2002 2:18 PM Res.No.2002-9 Exhibit A •a� REQUEST FOR PUBLIC RECORDS HUNTINGTON BEACH THE FOLLOWING ARE NOT DISCLOSABLE TO THE PUBLIC: • Preliminary drafts, notes transitory records not retained in the ordinary courts of business. This includes memorandums or emails not retained by the City in the ordinary course of business. • Personal financial statements and other private information. • Privileged Communication pertaining to claims or pending litigation to which the City is a party. • Real Estate Appraisals, engineering or feasibility estimates made for or by the City relative to acquisition of property until the property has been acquires or for 2 years if not acquired. • Initiative, referendum, and recall petitions, bi-lingual ballot requests. • Certain Fire and Police Reports or Records. • Computer Software. • Copyright laws protect architectural drawings and plans. If these are ever requested from the City, written authorization from the originating architect must be obtained before they can be release to the requestor. MANY OTHER RECORDS ARE EXEMPT FROM DISCLOSURE. A more detailed list is available in the records manual as Appendix "C". When in doubt, it is best to submit the request to the City Attorney for review and approval. Document9 January 22, 2002 2:18 PM Res.No.2002-9 Exhibit A Always place this form on top CONTAINS INFORMATION NOT ACCESSIBLE TO THE PUBLIC This record or file contains information NOT accessible to the public, according to the Public Records Act of the State of California. Date: Initials: Non-public Portion(s): form RM-2 Res.No.20024 ExhibitA � x s Res.No.2002-9 Exhibit A APPENDIX C RECORDS EXEMPT FROM PUBLIC DISCLOSURE (2001) Laws change! Always refer to the latest code, and ask the City Attorney when in doubt! Accident Reports, Admissibility as Evidence, Section 315, Public Utilities Code. Acquired Immune Deficiency Syndrome, blood test results, written authorization not necessary for disclosure, Section 121010, Health and Safety Code. Acquired Immune Deficiency Syndrome, blood test subject, compelling identity of, Section 120975, Health and Safety Code. Acquired Immune Deficiency Syndrome, confidentiality of personal data of patients in State Department of Health Services programs, Section 120820, Health and Safety Code. Acquired Immune Deficiency Syndrome, confidentiality of research records, Sections 121090, 121095, 121115, and 121120, Health and Safety Code. Acquired Immune Deficiency Syndrome, confidentiality of vaccine volunteers, Section 121280, Health and Safety Code. Acquired Immune Deficiency Syndrome, confidentiality of information obtained in prevention programs at correctional facilities and law enforcement agencies, Sections 7552 and 7554, Penal Code. Acquired Immune Deficiency Syndrome, confidentiality of test results of person convicted of prostitution, Section 1202.6, Penal Code. Acquired Immune Deficiency Syndrome, disclosure of results of HIV test, penalties, Section 120980, Health and Safety Code. Acquired Immune Deficiency Syndrome, personal information, insurers tests, confidentiality of, Section 799, Insurance Code. Acquired Immune Deficiency Syndrome, public safety and testing disclosure, Sections 121065 and 121070, Health and Safety Code. Acquired Immune Deficiency Syndrome Research and Confidentiality Act, production or discovery of records for use in criminal or civil proceedings against subject prohibited, Section 121100, P g 9 J Health and Safety Code. Acquired Immune Deficiency Syndrome Public Health Records Confidentiality Act, personally identifying information confidentiality, Section 121025, Health and Safety Code. Acquired Immune Deficiency Syndrome, test of criminal defendant pursuant to search warrant requested by victim, confidentiality of, Section 1524.1, Penal Code. Acquired Immune Deficiency Syndrome, test results, disclosure to patient's spouse and others, Section 121015, Health and Safety Code. Acquired Immune Deficiency Syndrome, test of person under Youth Authority, disclosure of results, Section 1768.9, Welfare and Institutions Code. Acquired Immune Deficiency Syndrome Research and Confidentiality Act, definitions, Section 121125, Health and Safety Code. Acquired Immune Deficiency Syndrome Research and Confidentiality Act, financial audits or program evaluations, Section 121085, Health and Safety Code. Acquired Immune Deficiency Syndrome Research and Confidentiality Act, violations, Section 121100, Health and Safety Code. Acquired Immune Deficiency Syndrome Research and Confidentiality Act, personally identifying research records not to be disclosed, Section 121075, Health and Safety Code. Acquired Immune Deficiency Syndrome Research and Confidentiality Act, permittee disclosure, Section 121080, Health and Safety Code. Administrative procedure, adjudicatory hearings, disclosure of ex parte communication to administrative law judge, Section 11513.5, Government Code. Administrative procedure, adjudicatory hearings, interpreters, Section 11513, Government Code. Adoption records, confidentiality of, Section 102730, Health and Safety Code. Aeronautics Act, reports of investigations and hearings, Section 21693, Public Utilities Code. Agricultural producers marketing, access to records, Section 59616, Food and Agricultural Code. Aiding disabled voters, Section 14234, Elections Code. Air pollution data, confidentiality of trade secrets, Section 6254.7, Government Code, and Sections 42303.2 and 43206, Health and Safety Code. Air toxics emissions inventory plans, protection of trade secrets, Section 4436, Health and Safety Code. Alcohol and drug abuse records and records of communicable diseases, confidentiality of, Section 123125, Health and Safety Code. Records Managment Manual- Non-Public Records C1 Res.No.2002-9 Exhibit A Alzheimer's Disease Demonstration Project, confidentiality of patient information, Section 1311.2, Health and Safety Code. Apiary registration information, confidentiality of, Section 29041, Food and Agricultural.Code. Arrest not resulting in conviction, disclosure or use of records, Sections 432.7 and 432.8, Labor Code. Arsonists, registered, confidentiality of certain information, Section 457.1, Penal Code. Artificial insemination, donor not natural father, confidentiality of records, Section 7613, Family Code. Assessor's records, confidentiality of information in,Section 408, Revenue and Taxation Code. Assigned risk plans, rejected applicants, confidentiality of information, Section 11624, Insurance Code. Attorney applicant, investigation by State Bar, confidentiality of, Section 6060.2, Business and Professions Code. Attorney-client confidential communication, Section 6068, Business and Professions Code and Sections 952, 954, 956, 956.5, 957, 958, 959, 960, 961, and 962, Evidence Code. Attorney, disciplinary proceedings, confidentiality prior to formal proceedings,Section 6086.1, Business and Professions Code. Attorney, disciplinary proceeding, State Bar access to nonpublic court records, Section 6090.6, Business and Professions Code. Attorney, investigation by State Bar, confidentiality of, Section 6168, Business and Professions Code. Attorney, law corporation, investigation by State Bar, confidentiality of, Section 6168, Business and Professions Code. Attorney, State Bar survey information, confidentiality of, Section 6033, Business and Professions Code. Attorney work product confidentiality in administrative adjudication, Section 11507.6, Government Code. Attorney,work product, confidentiality of, Section 6202, Business and Professions Code. Attorney work product, discovery, Section 2018, Code of Civil Procedure. Auditor General, access to records for audit purposes, Sections 10527 and 10527.1, Government Code. Auditor General, disclosure of audit records, Section 10525, Government Code. Automobile Insurance Claims Depository, confidentiality of information, Section 1876.3, Insurance Code. Automobile insurance, investigation of fraudulent claims, confidential information, Section 1872.8, Insurance Code. Automotive repair facility,fact of certification or decertification, Section 9889.47, Business and Professions Code. Automotive repair facility, notice of intent to seek certification, Section 9889.33, Business and Professions Code. Avocado handler transaction records, confidentiality of, Sections 44982 and 44984, Food and Agricultural Code. Bank and Corporation Tax, disclosure of information,Article 2 (commencing with Section 19542), Chapter 7, Part 10.2, Division 2, Revenue and Taxation Code. Bank employees, confidentiality of criminal history information, Sections 777.5 and 4990, Financial Code. Bank reports, confidentiality of, Section 1939, Financial Code. Basic Property Insurance Inspection and Placement Plan, confidential reports, Section 10097, Insurance Code. Beef Council of California, confidentiality of fee transactions information, Section 64691.1, Food and Agricultural Code. Bids, confidentiality of, Section 10304, Public Contract Code. Birth, death, and marriage licenses, confidential information contained in, Sections 102100 and 102110, Health and Safety Code. Birth defects, monitoring, confidentiality of information collected, Section 103850, Health and Safety Code. Birth, live, confidential portion of certificate, Sections 102430, 102475, 103525, and 103590, Health and Safety Code. Blood tests, confidentiality of hepatitis and AIDS carriers, Section 1603.1, Health and Safety Code. Blood-alcohol percentage test results, vehicular offenses, confidentiality of, Section 1804, Vehicle Code. Appendix C-Records Exempt from Public Disclosure C2 Res.No.20024 Exhibit A Bureau of Fraudulent Claims, investigations or publication of information, Section 12991, Insurance Code, Business and professions licensee exemption for social security number, Section 30, Business and Professions Code. Cable television subscriber information, confidentiality of, Section 637.5, Penal Code. California AIDS Program, personal data, confidentiality, Section 199.72, Health and Safety Code. California Apple Commission, confidentiality of lists of persons, Section 75598, Food and Agricultural Code. California Apple Commission, confidentiality of proprietary information from producers or handlers, Section 75633, Food and Agricultural Code. California Asparagus Commission, confidentiality of lists of producers, Section 78262, Food and Agricultural Code. California Asparagus Commission, confidentiality of proprietary information from producers, Section 78288, Food and Agricultural Code. California Avocado Commission, confidentiality of information from handlers, Section 67094, Food and Agricultural Code. California Avocado Commission, confidentiality of proprietary information from handlers, Section 67104, Food and Agricultural Code. California Cherry Commission, confidentiality of proprietary information from producers, processors, shippers, or grower-handlers, Section 76144, Food and Agricultural Code. California Cut Flower Commission, confidentiality of lists of producers, Section 77963, Food and Agricultural Code. California Cut Flower Commission, confidentiality of proprietary information from producers, Section 77988, Food and Agricultural Code. California Date Commission, confidentiality of proprietary information from producers and grower- handlers, Section 77843, Food and Agricultural Code. California Egg Commission, confidentiality of proprietary information from handlers or distributors, Section 75134, Food and Agricultural Code. California Forest Products Commission, confidentiality of lists of persons, Section 77589, Food and Agricultural Code. California Forest Products Commission, confidentiality of proprietary information from producers, Section 77624, Food and Agricultural Code. California Iceberg Lettuce Commission, confidentiality of information from handlers, Section 66624, Food and Agricultural Code. California Kiwifruit Commission, confidentiality of proprietary information from producers or handlers, Section 68104, Food and Agricultural Code. California Navel Orange Commission, confidentiality of proprietary information from producers or handlers and lists of producers and handlers, Section 73257, Food and Agricultural Code. California Pepper Commission, confidentiality of lists of producers and handlers, Section 77298, Food and Agricultural Code. California Pepper Commission, confidentiality of proprietary information from producers or handlers, Section 77334, Food and Agricultural Code. California Pistachio Commission, confidentiality of proprietary information from producers or processors, Section 69084, Food and Agricultural Code. California Salmon Commission, confidentiality of fee transactions, records, Section 76901.5, Food and Agricultural Code. California Salmon Commission, confidentiality of request for list of commercial salmon vessel operators, Section 76950, Food and Agricultural Code. California Seafood Council, confidentiality of fee transaction records, Section 78553, Food and Agricultural Code. California Seafood Council, confidentiality of information on volume of fish landed, Section 78575, Food and Agricultural Code. California Sheep Commission, confidentiality of proprietary information from producers or handlers and lists of producers, Section 76343, Food and Agricultural Code. California State University contract law, bids, questionnaires and financial statements, Section 10763, Public Contract Code. California Table Grape Commission, confidentiality of information from shippers, Section 65603, Food and Agricultural Code. California Tomato Commission, confidentiality of lists of producers, handlers, and others, Section 78679, Food and Agricultural Code. California Tomato Commission, confidentiality of proprietary information, Section 78704, Food and Agricultural Code. Appendix C-Records Exempt from Public Disclosure C3 Res.No.2002-9 Exhibit A California Walnut Commission, confidentiality of lists of producers, Section 77101, Food and Agricultural Code. California Walnut Commission, confidentiality of proprietary information from producers or handlers, Section 77154, Food and Agricultural Code. California Wheat Commission, confidentiality of proprietary infrmation from handlers and lists of producers, Section 72104, Food and Agricultural Code. California Wheat Commission, confidentiality of requests for assessment refund, Section 72109, Food and Agricultural Code. California Wine Commission, confidentiality of proprietary information from producers or vintners, Section 74655, Food and Agricultural Code. California Wine Grape Commission, confidentiality of proprietary information from producers and vintners, Section 74955, Food and Agricultural Code. Cancer registries, confidentiality of information, Section 103885, Health and Safety Code. Candidate for local nonpartisan elective office, confidentiality of ballot statement, Section 10012.7, Elections Code. Charter-Party Carriers, unauthorized disclosures by commission, Section 5412.5, Public Utilities Code. Child abuse information, exchange by multidisciplinary personnel teams, Section 830,Welfare and Institutions Code. Child abuse information reported to Department of Justice, confidentiality of, Sections 11107.5 and 11169, Penal Code. Child abuse report and those making report, confidentiality of, Sections 11167, 11167.5, and 11174.3, Penal Code. Child care liability insurance, confidentiality of information, Section 1864, Insurance Code. Child concealer, confidentiality of address, Section 277, Penal Code. Child custody investigation report, confidentiality of, Section 3111, Family Code. Child day care facility, nondisclosure of complaint, Section 1596.853, Health and Safety Code. Child health and disability prevention, confidentiality of health screening and evaluation results, Section 124110, Health and Safety Code. Child support, confidentiality of income tax return, Section 3552, Family Code. Child support, promise to pay, confidentiality of, Section 7614, Family Code. Childhood lead poisoning prevention, confidentiality of blood lead findings, Section 124130, Health and Safety Code. Cigarette tax, confidential information, Section 30455, Revenue and Taxation Code. Civil actions, delayed disclosure for 30 days after complaint filed, Section 482, Code of Civil Procedure. Closed sessions, meetings of local governments, pending litigation, Section 54956.9, Government Code. Closed sessions, multijurisdictional drug enforcement agencies, Section 54957.8, Government Code. Colorado River Board, confidential information and records, Section 12519, Water Code. Commercial fishing licensee, confidentiality of records, Section 7923, Fish and Game Code. Commercial fishing reports, Section 8022, Fish and Game Code. Community care facilities, confidentiality of client information, Section 1557.5, Health and Safety Code. Community college employee, candidate examination records, confidentiality of, Section 88093, Education Code. Community college employee, notice and reasons for nonreemployment, confidentiality, Section 87740, Education Code. Conservatee, confidentiality of the conservatee's report, Section 1826, Probate Code. Conservatee, estate plan of, confidentiality of, Section 2586, Probate Code. Conservatee, status report of, confidentiality of, Section 2620.1, Probate Code. Conservatee with disability, confidentiality of report, Section 1827.5, Probate Code. Conservator, confidentiality of conservator's birthdate and driver's license number, Section 1834, Probate Code. Conservator, supplemental information, confidentiality of, Section 1821, Probate Code. Conservatorship, court review of, confidentiality of report, Section 1851, Probate Code. Consumer credit report information prohibited from being furnished for employment purposes, Section 1785.18, Civil Code. Consumer fraud investigations, access to complaints and investigations, Section 26509, Government Code. Consumption or utilization of mineral materials, disclosure of, Section 2207.1, Public Resources Code. Contractor, evaluations and contractor responses, confidentiality of, Section 10370, Public Contract Code. Appendix C-Records Exempt from Public Disclosure C4 Res.No.2002-9 Exhibit A Contractor, license applicants, evidence of financial solvency, confidentiality of, Section 7067.5, Business and Professions Code. Controlled Substance Law violations, confidential information, Section 818.7, Government Code. Controlled substance offenders, confidentiality of registration information, Section 11594, Health and Safety Code. Cooperative Marketing Association, confidential information disclosed to conciliator, Sections 54453 and 54457, Food and Agricultural Code. Coroner, inquests, subpoena duces tecum, Sections 27491.8 and 27498, Government Code. Corporations, commissioner, publication of information filed with commissioner, Section 25605, Corporations Code. County alcohol programs, confidential information and records, Section 11812, Health and Safety Code. County Employees' Retirement, confidential statements and records, Section 31532, Government Code. County mental health system, confidentiality of client information, Section 5610, Welfare and Institutions Code. County social services, investigation of applicant, confidentiality, Section 18491, Welfare and Institutions Code. County social services rendered by volunteers, confidentiality of records of recipients, Section 10810,Welfare and Institutions Code. Court files, access to, restricted for 60 days, Section 1161.2, Code of Civil Procedure. Court reporters, confidentiality of records and reporters, Section 68525, Government Code. Court-appointed special advocates, confidentiality of information acquired or reviewed, Section 105, Welfare and Institutions Code. Crane employers, previous business identities, confidentiality of, Section 7383, Labor Code. Credit unions, confidentiality of investigation and examination reports, Section 14257, Financial Code. Credit unions, confidentiality of employee criminal history information, Section 14409.2, Financial Code. Credit unions, confidentiality of financial reports, Section 16120, Financial Code. Criminal defendant, indigent, confidentiality of request for funds for investigators and experts, Section 987.9, Penal Code. Criminal felon placed in diagnostic facility, confidentiality of report of diagnosis and recommendation, Sections 1203.3 and 1543, Penal Code. Criminal offender record information, access to, Sections 11076, 11077, 11081, 13201, and 13202, Penal Code. Criminal records information, disclosure by vendor, Section 11149.4, Penal Code. Criminal statistics, confidentiality of information, Section Penal Code. Crop reports, confidential, subdivision (e), Section 6254, Government Code. Customer list of employment agency, trade secret, Section 16607, Business and Professions Code. Customer list of telephone answering service, trade secret, Section 16606, Business and Professions Code. Dairy Council of California, confidentiality of ballots, Section 64155, Food and Agricultural Code. Data processing systems contracts with state agencies, confidentiality of information, Section 11772, Government Code. Death, report that physician's or podiatrist's negligence or incompetence may be cause, confidentiality of, Section 802.5, Business and Professions Code. Dentist advertising and referral contract exemption, Section 650.2, Business and Professions Code. Dentist, alcohol or dangerous drug rehabilitation and diversion, confidentiality of records, Section 1698, Business and Professions Code. Department of Consumer Affairs licensee exemption for alcohol or dangerous drug treatment and rehabilitation records, Section 156.1, Business and Professions Code. Developmentally disabled conservatee confidentiality of reports and records, Sections 416.8 and 416.18, Health and Safety Code. Developmentally disabled or mentally disordered person as victim of crime, information in report filed with law enforcement agency, Section 5004.5, Welfare and Institutions Code. Developmentally disabled person, access to information provided by family member, Section 4727, Welfare and Institutions Code. Developmentally disabled person and person with mental illness, access to and release of information about, by protection and advocacy agency, Section 4903, Welfare and Institutions Code. Appendix C-Records Exempt from Public Disclosure C5 Res.No.2002-9 Exhibit A Developmentally disabled person, confidentiality of patient records, state agencies, Section 4553, Welfare and Institutions Code. Developmentally disabled person, confidentiality of records and information, Sections.4514 and 4518, Welfare and Institutions Code. Developmentally disabled person, release of confidential client information by regional center, Section 4744,Welfare and Institutions Code. Developmentally disabled, regional center, closed meeting on individual client, Sections 4663 and 4665, Welfare and Institutions Code. Developmentally disabled, regional center, client confidentiality, Section 4630, Welfare and Institutions Code. Diesel Fuel Tax information, disclosure prohibited, Section 60609, Revenue and Taxation Code. Disability compensation, confidential medical records, Section 2714, Unemployment Insurance Code. Disability insurance, access to registered information, Section 789.7, Insurance Code. Discrimination complaint to Division of Labor Standards Enforcement, confidentiality of witnesses, Section 98.7, Labor Code. Dispute resolution participants confidentiality, Section 471.5, Business and Professions Code. District Agricultural Association Board, records, public inspection, Section 3968, Food and Agricultural Code. Domestic violence counselor and victim, confidentiality of communication, Sections 1037.2 and 1037.5, Evidence Code. Driver arrested for traffic violation, notice of reexamination for evidence of incapacity, confidentiality of, Section 40313,Vehicle Code. Driver's license file information, sale or inspection, Section 1810, Vehicle Code. Driving school and driving instructor licensee records, confidentiality of, Section 11108, Vehicle Code. Educational psychologist-patient, privileged communication, Section 1010.5, Evidence Code. Electronic and appliance repair dealer, service contractor, financial data in applications, subdivision (x), Section 6254, Government Code. Electronic data processing, data security and confidentiality, Sections 11771 and 11772, Government Code. Emergency Medical Services Fund, patient named, Section 1797.98c, Health and Safety Code. Eminent domain proceedings, use of state tax returns, Section 1263.520, Code of Civil Procedure. Employee personnel file, confidential preemployment information, FDA,Section 1198.5, Labor Code. Employment agency, confidentiality of customer list, Section 16607, Business and Professions Code. Employment application, nondisclosure of arrest record or certain convictions, Sections 432.7 and 432.8, Labor Code. Employment Development Department, furnishing materials, Section 307, Unemployment Insurance Code. Equal wage rate violation, confidentiality of complaint, Section 1197.5, Labor Code. Equalization, State Board of, prohibition against divulging information, Section 15619, Government Code. Escrow Agents' Fidelity Corporation, confidentiality of examination and investigation reports, Section 17336, Financial Code. Escrow agents'confidentiality of reports on violations, Section 17414, Financial Code. Escrow agents'confidentiality of state summary criminal history information, Section 17414.1, Financial Code. Estate tax, confidential records and information, Sections 14251 and 14252, Revenue and Taxation Code. Excessive rates or complaints, reports, Section 1857.9, Insurance Code. Executive Department, closed sessions and the record of topics discussed, Sections 11126 and 11126.1, Government Code. Executive Department, investigations and hearings, confidential nature of information acquired, Section 11183, Government Code. Family counselor and client, confidential information, Section 4982, Business and Professions Code. Family Court, records, Section 1818, Family Law Code. Appendix C-Records Exempt from Public Disclosure C6 Res.No.2002-9 Exhibit A Farm product processor license, confidentiality of financial statements, Section 55523.6, Food and Agricultural Code. Farm product processor licensee, confidentiality of grape purchases, Section 55601.5, Food and Agricultural Code. Fee payer information, prohibition against disclosure by Board of Equalization and others, Section 55831, Revenue and Taxation Code. Financial institutions, issuance of securities, reports and records of state agencies, subdivision (d), Section 6254, Government Code. Financial records, confidentiality of, Sections 7470, 7471, and 7473, Government Code. Financial statements of insurers, confidentiality of information received, Section 925.3, Insurance Code. Financial statements and questionnaires, of prospective bidders for the state, confidentiality of, Section 10165, Public Contract Code. Financial statements and questionnaires, of prospective bidders for California State University contracts, confidentiality of, Section 10763, Public Contract Code. Firearm license applications, subdivision (u), Section 6254, Government Code. Firearm sale or transfer, confidentiality of records, Section 12082, Penal Code. Firefighters Service Award, confidentiality of data filed with the Board of Administration of the Public Employees' Retirement System, Section 50955, Government Code. Fish and wildlife law enforcement agreements with other states,confidentiality of information, Section 391, Fish and Game Code. Fish and wildlife taken illegally, public record status of records of case, Section 2584, Fish and Game Code. Food stamps, disclosure of information, Section 18909, Welfare and Institutions Code. Foreign marketing of agricultural products, confidentiality of financial information, Section 58577, Food and Agricultural Code. Forest fires, anonymity of informants, Section 4417, Public Resources Code. Foster homes, identifying information, Section 1536, Health and Safety Code. Frail elderly and functionally impaired adults receiving services to prevent institutionalization, confidentiality of medical records, Section 9390.5, Welfare and Institutions Code. Franchise Tax Board, access to Franchise Tax Board information by the State Department of Social Services, Section 11025, Welfare and Institutions Code. Franchise Tax Board, auditing, confidentiality of, Section 90005, Government Code. Franchises, applications, and reports filed with Commissioner of Corporations, disclosure and withholding from public inspection, Section 31504, Corporations Code. Fur dealer licensee, confidentiality of records, Section 4041, Fish and Game Code. Genetic test results in medical record of applicant or enrollee of specified insurance plans, Sections 10123.35, 10140.1, and 11512.965, Insurance Code. Governor, correspondence of and to Governor and Governor's office, subdivision (1), Section 6254, Government Code. Governor, transfer of public records in control of, restrictions on public access, Section 6268, Government Code. Grand juror, disclosure of information or indictment, Section 924, Penal Code. Grand jury, confidentiality of request for special counsel, Section 936.7, Penal Code. Grand jury, confidentiality of transcription of indictment or accusation, Section 938.1, Penal Code. Group Insurance, Public Employees, Section 53202.25, Government Code. Guardian, confidentiality of report used to check ability, Section 2342, Probate Code. Guardianship, confidentiality of report regarding the suitability of the proposed guardian, Section 1543, Probate Code. Guardianship, disclosure of report and recommendation concerning proposed guardianship of person or estate, Section 1513, Probate Code. Harmful matter, distribution, confidentiality of certain recipients, Section 313.1, Penal Code. Hazardous substance tax information, prohibition against disclosure, Section 43651, Revenue and Taxation Code. Hazardous waste control, business plans, public inspection, Section 25506, Health and Safety Code. Hazardous waste control, notice of unlawful hazardous waste disposal, Section 25180.5, Health and Safety Code. Hazardous waste control, trade secrets, disclosure of information, Sections 25511 and 25538, Health and Safety Code. Appendix C-Records Exempt from Public Disclosure C7 Res.No.2002A9 Exhibit!► Hazardous waste control, trade secrets, procedures for release of information, Section 25358.2, Health and Safety Code. Hazardous waste generator report, protection of trade secrets, Sections 25244.21 and 25244.23, Health and Safety Code. Hazardous waste license holder disclosure statement, confidentiality of, Section 25186.5, Health and Safety Code. Hazardous waste management facilities on Indian lands, confidentiality of privileged or trade secret information, Section 25198.4, Health and Safety Code. Hazardous waste recycling, duties of department, Section 25170, Health and Safety Code. Hazardous waste recycling, list of specified hazardous wastes, trade secrets, Section 25175, Health and Safety Code. Hazardous waste recycling, trade secrets, confidential nature, Sections 25173 and 25180.5, Health and Safety Code. Healing arts licensees, central files, confidentiality, Section 800, Business and Professions Code. Health Care Provider Central Files, confidentiality of, Section 800, Business and Professions Code. Health care provider disciplinary proceeding, confidentiality of documents, Section 805.1, Business and Professions Code. Health care service plans, review of quality of care, privileged communications, Sections 1370 and 1380, Health and Safety Code. Health facilities, patient's rights of confidentiality, Sections 128735, 128755, and 128765, Health and Safety Code. Health facility and clinic, consolidated data and reports, confidentiality of, Section 128730, Health and Safety Code. Health personnel, data collection by the Office of Statewide Health Planning and Development, confidentiality of information on individual licentiates, Sections 127775 and 127780, Health and Safety Code. Health planning and development pilot projects, confidentiality of data collected, Section 128165, Health and Safety Code. Hereditary Disorders Act, legislative finding and declaration,confidential information, Sections 124975 and 124980, Health and Safety Code. Hereditary Disorders Act, rules, regulations, and standards, breach of confidentiality, Section 124980, Health and Safety Code. Higher Education Employee-Employer Relations, findings of fact and recommended terms of settlement, Section 3593, Government Code. Higher Education Employee-Employer Relations, access by Public, Employment Relation Board to employer's or employee organizations records, Section 3563, Government Code. Highway carriers, disclosure of information by commission employee, Section 3709, Public Utilities Code. HIV, disclosures to blood banks by department or county health officers, Section 1603.1, Health and Safety Code. Home address of public employees and officers in Department of Motor Vehicles, records, confidentiality of, Sections 1808.2 and 1808.4,Vehicle Code. Homeless youth emergency service pilot projects, collection of data, Section 13702, Welfare and Institutions Code. Horseracing, horses, blood or urine test sample, confidentiality, Section 19577, Business and Professions Code. Hospital district and municipal hospital records relating to contracts with insurers and service plans, subdivision (t), Section 6254, Government Code. Hospital final accreditation report, subdivision (s), Section 6254, Government Code. Housing authorities, confidentiality of rosters of tenants, Section 34283, Health and Safety Code. Housing authorities,confidentiality of applications by prospective or current tenants, Section 34332, Health and Safety Code. Improper obtaining or distributing of information from Department of Motor Vehicles, Sections 1808.46 and 1808.47,Vehicle Code. Improper governmental activities reporting, confidentiality of identity of person providing information, Section 10545, Government Code. Improper governmental activities reporting, disclosure of information, Section 10546, Government Code Industrial accident reports, confidentiality of information, Section 129, Labor Code. Industrial loan companies, confidentiality of financial information, Section 18496, Financial Code. Industrial loan companies, confidentiality of investigation and examination reports, Section 18394, Financial Code. Appendix C-Records Exempt from Public Disclosure C8 Res.No.2002-9 Exhibit A In forma pauperis litigant, rules governing confidentiality of financial information, Section 68511.3, Government Code. Initiative, referendum, recall, and other petitions, confidentiality of names of signers, Section 6253.5, Government Code. Inspector General, Youth and Adult Correctional Agency, confidentiality of records of employee interviews,Section 6127, Penal Code. Insurance claims analysis, confidentiality of information, Section 1875.16, Insurance Code. Insurance Commissioner, confidential information, Sections 735.5, 1077.3, and 12919, Insurance Code. Insurance Commissioner, informal conciliation of complaints, confidential communications, Section 1858.02, Insurance Code. Insurance Commissioner, information from examination or investigation, confidentiality of, Sections 1215.7, 1433, and 1759.3, Insurance Code. Insurance Commissioner, report to Legislature, confidential information, Section 12961, Insurance Code. Insurance Commissioner,writings filed with nondisclosure, Section 855, Insurance Code. Insurance fraud reporting, information acquired not part of public record, Sections 1873.1 and 13001, Insurance Code. Insurance Holding Company System Regulatory Act, examinations, Section 1215.7, Insurance Code. Insurance licensee, confidential information, Section 1666.5, Insurance Code. Insurer application information, confidentiality of, Section 925.3, Insurance Code. Insurer financial analysis ratios and examination synopses, confidentiality of, Section 933, Insurance Code. Insurer, request for examination of, confidentiality of, Section 1067.11, Insurance Code. Integrated Waste Management Board information, prohibition against disclosure, Section 45981, Revenue and Taxation Code. Intervention in regulatory and ratemaking proceedings, audit of customer seeking and award, Section 1804, Public Utilities Code. Investigative consumer reporting agency, limitations on furnishing an investigative consumer report, Section 1786.12, Civil Code. Joint Legislative Ethics Committee, confidentiality of reports and records, Section 8953, Government Code. Judicial candidates, confidentiality of communications concerning FDA,Section 12011.5, Government Code. Jurors' lists, lists of registered voters and licensed drivers as source for, Section 197, Code of Civil Procedure. Juvenile court proceedings to adjudge a person a dependent child of court, sealing records of, Section 389, Welfare and Institutions Code. Juvenile criminal records, dissemination to schools, Section 828.1, Welfare and Institutions Code. Juvenile delinquents, notification of chief of police or sheriff of escape of minor from secure detention facility, Section 1155, Welfare and Institutions Code. Labor dispute, investigation and mediation records, confidentiality of, Section 65, Labor Code. Lanterman-Petris-Short Act, mental health services recipients, confidentiality of information and records, mental health advocate, Sections 5540, 5541, 5542, and 5550, Welfare and Institutions Code. Law enforcement vehicles, registration disclosure, Section 5003,Vehicle Code. Legislative Counsel records, subdivision (m), Section 6254, Government Code. Library circulation records and other materials, subdivision (i), Section 6254 and Section 6267, Government Code. Life and disability insurers, actuarial information, confidentiality of, Section 10489.15, Insurance Code. Litigation, confidentiality of settlement information, Section 68513, Government Code. Local agency legislative body, closed sessions, disclosure of materials, Section 54956.9, Government Code. Local government employees, confidentiality of records and claims relating to group insurance, Section 53202.25, Government Code. Local summary criminal history information, confidentiality of, Sections 13300 and 13305, Penal Code. Appendix C- Records Exempt from Public Disclosure C9 Res.No.2002-9 Exhibit A Local agency legislative body, closed session, nondisclosure of minute book, Section 54957.2, Government Code. Local agency legislative body, meeting, disclosure of agenda, Section 54957.5, Government Code. Long-term health facilities, confidentiality of complaints against, Section 1419, Health and Safety Code. Long-term health facilities, confidentiality of records retained by State Department of Health Services, Section 1439, Health and Safety Code. Major Risk Medical Insurance Program, negotiations with health plans, subdivisions (v)and (w)of Section 6254, Government Code. Mandated blood testing and confidentiality to protect public health, prohibition against compelling identification of test subjects, Section 120975, Health and Safety Code. Mandated blood testing and confidentiality to protect public health, unauthorized disclosures of identification of test subjects, Section 120980, Health and Safety Code. Mandated blood testing and confidentiality to protect public health, disclosure to patient's spouse, sexual partner, needle sharer, or county health officer, Section 121015, Health and Safety Code. Manufactured home, mobilehome, floating home, confidentiality of home address of registered owner, Section 18081, Health and Safety Code. Marital confidential communications, Sections 980, 981, 982, 983, 984, 985, 986, and 987, Evidence Code. Market reports, confidential, subdivision (e), Section 6254, Government Code. Marketing of commodities, confidentiality of financial information, Section 58781, Food and Agricultural Code. Marketing orders, confidentiality of processors or distributors' information, Section 59202, Food and Agricultural Code. Marriage, confidential, certificate, Section 511, Family Code. Medi-Cal Benefits Program, confidentiality of information, Section 14100.2, Welfare and Institutions Code. Medi-Cal Benefits Program, Evaluation Committee, confidentiality of information, Section 14132.6, Welfare and Institutions Code. Medi-Cal Benefits Program, Request of Department for Records of Information, Section 14124.89, Welfare and Institutions Code. Medi-Cal Fraud Bureau, confidentiality of complaints, Section 12528, Government Code. Medical information, disclosure by provider unless prohibited by patient in writing, Section 56.16, Civil Code Medical information, types of information not subject to patient prohibition of disclosure, Section 56.30, Civil Code. Medical and other hospital committees and peer review bodies, confidentiality of records, Section 1157, Evidence Code. Medical or dental licensee, action for revocation or suspension due to illness, report, confidentiality of, Section 828, Business and Professions Code. Medical or dental licensee, disciplinary action, denial or termination of staff privileges, report, confidentiality of, Sections 805, 805.1, and 805.5, Business and Professions Code. Meetings of state agencies, disclosure of agenda, Section 11125.1, Government Code. Mental institution patient, notification to peace officers of escape, Section 7325.5, Welfare and Institutions Code. Mentally abnormal sex offender committed to state hospital, confidentiality of records, Section 4135 Welfare and Institutions s Code. Mentallya e disordered and developmentally disabled offenders, access to criminal histories of, Section 1620, Penal Code. Mentally disordered persons, court-ordered evaluation, confidentiality of reports, Section 5202, Welfare and Institutions Code. Mentally disordered or mentally ill person, confidentiality of written consent to detainment, Section 5326.4, Welfare and Institutions Code. Mentally disordered or mentally ill person, voluntarily or involuntarily detained and receiving services, confidentiality of records and information, Sections 5328, 5328.01, 5328.02, 5328.05,5328.1, 5328.15, 5328.2, 5328.3, 5328.4, 5328.5, 5328.7, 5328.8, 5328.9, and 5330, Welfare and Institutions Code. Mentally disordered or mentally ill person, weapons restrictions, confidentiality of information about, Section 8103, Welfare and Institutions Code. Milk marketing, confidentiality of records, Section 61443, Food and Agricultural Code. Milk product certification, confidentiality of, Section 62121, Food and Agricultural Code. Appendix C- Records Exempt from Public Disclosure C10 Res.No.2002-9 Exhibit A Milk, market milk, confidential records and reports, Section 62243, Food and Agricultural Code. Milk product registration, confidentiality of information, Section 38946, Food and Agricultural Code. Milk equalization pool plan, confidentiality of producers'voting, Section 62716, Food and Agricultural Code. Mining report, confidentiality of report containing information relating to mineral production, reserves, or rate of depletion of mining operation, Section 2207, Public Resources Code. Minor, criminal proceeding testimony closed to public, Section 859.1, Penal Code. Minority and women's business data possessed by state agencies, confidentiality of, Section 15339.30, Government Code. Minors, material depicting sexual conduct, records of suppliers to be kept and made available to law enforcement, Section 1309.5, Labor Code. Misdemeanor and felony reports by police chiefs and sheriffs to Department of Justice, confidentiality of, Sections 11107 and 11107.5, Penal Code. Monetary instrument transaction records, confidentiality of, Section 14167, Penal Code. Missing persons' information, disclosure of, Sections 14201 and 14203, Penal Code. Morbidity and mortality studies, confidentiality of records, Section 100330, Health and Safety Code. Motor vehicle accident reports, disclosure, Sections 16005, 20012, and 20014,Vehicle Code. Motor vehicles, department of, public records, exceptions, Sections 1808 to 1808.7, inclusive, Vehicle Code. Motor vehicle insurance fraud reporting, confidentiality of information acquired, Section 1874.3, Insurance Code. Motor vehicle liability insurer, data reported to Department of Insurance, confidentiality of, Section 11628, Insurance Code. Multijurisdictional drug law enforcement agency, closed sessions to discuss criminal investigation, Section 54957.8, Government Code. Narcotic addict outpatient revocation proceeding, confidentiality of reports, Section 3152.5, Welfare and Institutions Code. Narcotic and drug abuse patients, confidentiality of records,Section 11977, Health and Safety Code. Native American graves, cemeteries and sacred places, records of, subdivision (r), Section 6254, Government Code. Newspaper,radio, or television employee, nondisclosure of source of information, Section 1070, Evidence Code. Nonprofit Hospital Service Plan, conversion, disclosure statement, confidentiality of, Section 11056, Insurance Code. Nonprofit hospital service plans, reviews, Section 11512.09, Insurance Code. Notary public, confidentiality of application for appointment and commission, Section 8201.5, Government Code. Nurse, alcohol or dangerous drug diversion and rehabilitation records, confidentiality of,Section 2770.12, Business and Professions Code. Obscene matter, defense of scientific or other purpose, confidentiality of recipients, Section 311.8, Penal Code. Occupational safety and health investigations, confidentiality of complaints and complainants, Section 6309, Labor Code. Occupational safety and health investigations, confidentiality of trade secrets, Section 6322, Labor Code. Official information acquired in confidence by public employee, disclosure of, Sections 1040 and 1041, Evidence Code. Oil and gas, confidentiality of proposals for the drilling of a well, Section 3724.4, Public Resources Code. Oil and gas, disclosure of onshore and offshore exploratory well records, Section 3234, Public Resources Code. Oil and gas, disclosure of well records, Section 3752, Public Resources Code. Oil and gas leases, surveys for permits, confidentiality of information, Section 6826, Public Resources Code. Oil spill fee payer information, prohibition against disclosure, Section 46751, Revenue and Taxation Code. Appendix C-Records Exempt from Public Disclosure C11 Res.No.2002.9 Exhibit A Older adults receiving county services, providing information between county agencies, confidentiality of, Section 9356,Welfare and Institutions Code. Organic food certification organization records, release of, Section 110845, Health and Safety Code, and Section 46009, Food and Agricultural Code. Osteopathic physician and surgeon, rehabilitation and diversion records, confidentiality of, Section 2369, Business and Professions Code. Parole revocation proceedings, confidentiality of information in reports, Section 3063.5, Penal Code. Passenger fishing boat licenses, records, Section 7923, Fish and Game Code. Paternity, acknowledgement, confidentiality of records, Section 102760, Health and Safety Code. Patient-physician confidential communication, Sections 992 and 994, Evidence Code. Patient records, confidentiality of, Section 123135, Health and Safety Code. Payment instrument licensee records, inspection of, Section 33206, Financial Code. Payroll records, confidentiality of, Section 1776, Labor Code. Peace officer personnel records, confidentiality of, Sections 832.7 and 832.8, Penal Code. Penitential communication between penitent and clergy, Sections 1032 and 1033, Evidence Code. Personal Income Tax, disclosure of information,Article 2 (commencing with Section 19542), Chapter 7, Part 10.2, Division 2, Revenue and Taxation Code. Personal information, information practices act, prohibitions against disclosure by state agencies, Sections 1798.24 and 1798.75, Civil Code. Personal information, subpoena of records containing, Section 1985.4, Code of Civil Procedure. Personal representative, confidentiality of personal representative's birth date and driver's license number, Section 8404, Probate Code. Personnel Administration, Department of, confidentiality of pay data furnished to, Section 19826.5, Government Code. Petition signatures, Section 29770, Elections Code. Petroleum supply and pricing, confidential information, Sections 25364 and 25366, Public Resources Code. Pharmacist, alcohol or dangerous drug diversion and rehabilitation records, confidentiality of, Section 4436, Business and Professions Code. Physical therapist or assistant, records of dangerous drug or alcohol diversion and rehabilitation, confidentiality of, Section Business and Professions Code. Physical or mental condition or conviction of controlled substance offense, records in Department of Motor Vehicles, confidentiality of, Section 1808.5, Vehicle Code. Physician and surgeon, rehabilitation and diversion records, confidentiality of, Section 2355, Business and Professions Code. Physician assistant, alcohol or dangerous drug diversion and rehabilitation records, confidentiality of, Section 3534.7, Business and Professions Code. Physician competency examination, confidentiality of reports, Section 2294, Business and Professions Code. Physicians and surgeons, confidentiality of reports of patients with a lapse of consciousness disorder, Section 103900, Health and Safety Code. Physician Services Account, confidentiality of patient names in claims, Section 16956,Welfare and Institutions Code. Physicians and surgeons, information about, confidentiality of, Section 920, Business and Professions Code. Podiatrist, alcohol or drug diversion and rehabilitation records, confidentiality of, Section 2497.1, Business and Professions Code. - Pollution Control Financing Authority, financial data submitted to, subdivision (o), Section 6254, Government Code. Postmortem or autopsy photos, Section 129, Code of Civil Procedure. Pregnancy tests by local public health agencies, confidentiality of, Section 123380, Health and Safety Code. Pregnant women, confidentiality of blood tests, Section 125105, Health and Safety Code. Prehospital emergency medical care, release of information, Sections 1797.188 and 1797.189, Health and Safety Code. Premarital examination, confidentiality of, Section 594, Family Code. Prenatal syphilis tests, confidentiality of, Section 120705, Health and Safety Code. Presiding Officer, Section 11513.5, Government Code. Prisoners, behavioral research on, confidential personal information, Section 3515, Penal Code. Prisoners, confidentiality of blood tests, Section 7530, Penal Code. Prisoners, medical testing, confidentiality of records, Sections 7517 and 7540, Penal Code. Appendix C-Records Exempt from Public Disclosure - C12 Res.No.2002A Exhibit A Prisoners, transfer from county facility for mental treatment and evaluation, confidentiality of written reasons, Section 4011.6, Penal Code. Private industry wage data collected by public entity, confidentiality of, Section 6254.6, Government Code. Private railroad car tax, confidentiality of information, Section 11655, Revenue and Taxation Code. Probate referee, disclosure of materials, Section 8908, Probate Code. Probation officer reports, inspection of, Section 1203.05, Penal Code. Produce dealer, confidentiality of financial statements, Section 56254, Food and Agricultural Code. Products liability insurers, transmission of information, Sections 1857.7 and 1857.9, Insurance Code. Professional corporations, financial statements, confidentiality of, Section 13406, Corporations Code. Property on loan to museum, notice of intent to preserve an interest in, not subject to disclosure, Section 1899.5, Civil Code. Property taxation, confidentiality of change of ownership, Section 481, Revenue and Taxation Code. Property taxation, confidentiality of property information, Section 15641, Government Code and Section 833, Revenue and Taxation Code. Proprietary information, availability only to the director and other persons authorized by the operator and the owner, Section 2778, Public Resources Code. Psychologist and client confidential relations and communications, Section 2918, Business and Professions Code. Psychotherapist-patient confidential communication, Sections 1012 and 1014, Evidence Code. Public employees' home addresses and telephone numbers, confidentiality of, Section 6254.3, Government Code. Public Employees' Retirement System, confidentiality of data filed by member or beneficiary with board of administration, Section 20134, Government Code. Public school employees organization, confidentiality of proof of majority support submitted to Public Employment Relations Board,Sections 3544, 3544.1, and 3544.5, Government Code. Public social services, confidentiality of digest of decisions, Section 10964, Welfare and Institutions Code. Public social services, confidentiality of information regarding child abuse or elder or dependent persons abuse, Section 10850.1, Welfare and Institutions Code. Public social services, confidentiality of information regarding eligibility, Section 10850.2, Welfare and Institutions Code. Public social services, confidentiality of records, Section 10850, Welfare and Institutions Code. Public social services, disclosure of information to law enforcement agencies, Section 10850.3, Welfare and Institutions Code. Public social services, disclosure of information to law enforcement agencies regarding deceased applicant or recipient, Section 10850.7, Welfare and Institutions Code. Public utilities, confidentiality of information, Section 583, Public Utilities Code. Pupil, confidentiality of personal information, Section 45345, Education Code. Pupil drug and alcohol use questionnaires, confidentiality of, Section 11605, Health and Safety Code. Pupil, expulsion hearing, disclosure of testimony of witness and closed session of district board, Section 48918, Education Code. Pupil, personal information disclosed to school counselor, confidentiality of, Section 49602, Education Code. Pupil record contents, records of administrative hearing to change contents, confidentiality of, Section 49070, Education Code. Pupil records, access authorized for specified parties,Section ,49076, Education Code. Pupil records, disclosure in hearing to dismiss or suspend school employee, Section 44944.1, Education Code. Pupil records, release of directory information to private entities, Sections 49073 and 49073.5, Education Code. Radioactive materials, dissemination of information about transportation of, Section 33002, Vehicle Code. Real estate broker, annual report to Department of Real Estate of financial information, confidentiality of, Section 10232.2, Business and Professions Code. Real property, acquisition by state or local government, information relating to feasibility, subdivision (h), Section 6254, Government Code. Appendix C-Records Exempt from Public Disclosure C13 Res.No.2002-9 Exhibit A Real property, change in ownership statement, confidentiality of, Section 27280, Government Code. Reciprocal agreements with adjoining states, Section 391, Fish and Game Code. Records of contract purchasers, inspection by public prohibited, Section 85, Military and Veterans Code. Registered public obligations, inspection of records of security interests in, Section 5060, Government Code. Registration of exempt vehicles, nondisclosure of name of person involved in alleged violation, Section 5003,Vehicle Code. Rehabilitation, Department of, confidential information, Section 19016,Welfare and Institutions Code. Reinsurance intermediary-broker license information, confidentiality of, Section 1781.3, Insurance Code. Rent control ordinance, confidentiality of information concerning accommodations sought to be withdrawn from, Section 7060.4, Government Code. Report of probation officer, inspection, copies, Section 1203.05, Penal Code. Repossession agency licensee application, confidentiality of information, Sections 7503, 7504, and 7506.5, Business and Professions Code. Residence address in any record of Department of Housing and Community Development, confidentiality of, Section 6254.1, Government Code. Residence address in any record of Department of Motor Vehicles, confidentiality of, Section 6254.1, Government Code, and Section 1808.21, Vehicle Code. Residence and mailing addresses in records of Department of Motor Vehicles, confidentiality of, Section 1810.7, Vehicle Code. Residential care facilities, confidentiality of resident information, Section 1568.08, Health and Safety Code. Residential care facilities for the elderly, confidentiality of client information, Section 1569.315, Health and Safety Code. Respiratory care practitioner, professional competency exam i nation,reports, confidentiality of, Section 3756, Business and Professions Code. Restraint of trade, civil action by district attorney, confidential memorandum, Section 16750, Business and Professions Code. Reward by governor for information leading to arrest and conviction, confidentiality of person supplying information, Section 1547, Penal Code. Sales and use tax, disclosure of information, Section 7056, Revenue and Taxation Code. Savings association employees, disclosure of criminal history information, Sections 6525 and 8012, Financial Code. Savings associations, inspection of records by shareholders, Section 6050, Financial Code. School district governing board, disciplinary action, disclosure of pupil information, Section 35146, Education Code. School employee, merit system examination records, confidentiality of, Section 45274, Education Code. School employee, notice and reasons for hearing on nonreemployment of employee, confidentiality of, Sections 44948.5 and 44949, Education Code. School meals for needy pupils,confidentiality of records, Section 49558, Education Code. Sealed records, arrest for misdemeanor, Section 851.7, Penal Code. Sealed records, misdemeanor convictions, Section 1203.45, Penal Code. Sealing and destruction of arrest records, determination of innocence, Section 851.8, Penal Code. Search warrants, special master, Section 1524, Penal Code. Seriously mentally disordered, pilot agencies provided integrated services to, confidentiality of records of recipients, Section 5815,Welfare and Institutions Code. Sex change, confidentiality of birth certificate, Section 103440, Health and Safety Code. Sex offenders, registration form, Section 290, Penal Code. Sex offenders, specimen and other information, unauthorized disclosure, Section 290.2, Penal Code. Sexual assault forms, confidentiality of, Section 13823.5, Penal Code. Sexual assault victim counselor and victim, confidential communication, Sections 1035.2, 1035.4, and 1035.8, Evidence Code. Shorthand reporter's complaint, Section 8010, Business and Professions Code. Small business information compiled by state agencies, confidentiality of,Section 15331.2, Government Code. Small family day care homes, identifying information, Section 1596.86, Health and Safety Code. Appendix C- Records Exempt from Public Disclosure C14 Res.No.2002-9 Exhibit A Social security number, applicant for driver's license or identification card, disclosure of, Section 1653.5,Vehicle Code. State agency activities relating to unrepresented employees, subdivision (p)of Section 6254, Government Code. State agency activities relating to providers of health care, subdivision (a)of Section 6254, Government Code. State Auditor, access to barred records, Section 8545.2, Government Code. State Auditor, confidentiality of records, Sections 8545, 8545.1, and 8545.3, Government Code. State civil service employee, confidentiality of appeal to state personnel board, Section 18952, Government Code. State civil service employees, confidentiality of reports, Section 18573, Government Code. State civil service examination, confidentiality of application and examination materials, Section 18934, Government Code. State Contract Act, bids, questionnaires and financial statements, Section 10165, Public Contract Code. State Contract Act, bids, sealing, opening and reading bids, Section 10304, Public Contract Code. State Energy Resources Conservation and Development Commission, confidentiality of proprietary information submitted to, Sections 25233 and 25321, Public Resources Code. State hospital patients, information and records in possession of Superintendent of Public Instruction, confidentiality of, Section 56863, Education Code. State information security officer, implementation of confidentiality policies, Section 11771, Government Code. State Long-Term Care Ombudsman, access to government agency records, Section 9723, Welfare and Institutions Code. State Long-Term Care Ombudsman office, confidentiality of records and files, Section 9725, Welfare and Institutions Code. State Long-Term Care Ombudsman office, disclosure of information or communications, Section 9715, Welfare and Institutions Code. State Lottery Evaluation Report, disclosure, Section 8880.46, Government Code. State summary criminal history information, confidentiality of information, Sections 11105, 11105.1, 11105.3, and 11105.4, Penal Code. Sterilization of disabled, confidentiality of evaluation report, Section 1955, Probate Code. Strawberry marketing information, confidentiality of, Section 63124, Food and Agricultural Code. Structural pest control licensee records relating to pesticide use, confidentiality of, Section 15205, Food and Agricultural Code. Student driver, records of physical or mental condition, confidentiality of, Section 12661,Vehicle Code. Student, community college, information received by school counselor, confidentiality of, Section 72621, Education Code. Student, community college, records, limitations on release, Section 76243, Education Code. Student, community college, record contents, records of administrative hearing to change contents, confidentiality of, Section 76232, Education Code. Student, release of student records by public college or university, limitations on, Section 67143, Education Code. Student, sexual assault on private higher education institution campus, confidentiality of information, Section 94385, Education Code. Student, sexual assault on public college or university, confidentiality of information, Section 67385, Education Code. Student, civil action against public college or university, production of student records, confidentiality of contents, Section 67137.5, Education Code. Student in public college or university, record of disciplinary action for sexual assault or.physical abuse, access by alleged victim, Section 67134, Education Code. Student, release of directory information by public college or university, Section 67140, Education Code. Sturgeon egg processors, records, Section 10004, Fish and Game Code. Taxpayer information, confidentiality, local taxes, subdivision (h), Section 6254, Government Code. Tax preparer, disclosure of information obtained in business of preparing tax returns, Section 17530.5, Business and Professions Code. Teacher, credential holder or applicant, information provided to Commission on Teacher Credentialing, confidentiality of, Section 44341, Education Code. Appendix C-Records Exempt from Public Disclosure C15 Res.No.2002-9 Exhibit A Teacher, certified school personnel examination results, confidentiality of, Section 44289, Education Code. Teacher, information filed with Teachers' Retirement Board, confidentiality of, Section 22221, Education Code. Telephone answering service customer list, trade secret, Section 16606, Business and Professions Code. Timber yield tax, disclosure to county assessor, Section 38706, Revenue and Taxation Code. Timber yield tax, disclosure of information, Section 38705, Revenue and Taxation Code. Title insurers, confidentiality of notice of noncompliance, Section 12414.14, Insurance Code. Tow truck driver, information in records of California Highway Patrol, Department of Motor Vehicles, or other agencies, confidentiality of, Sections 2431 and 2432.3, Vehicle Code. Toxic substances, Department of, inspection of records of, Section 25152.5, Health and Safety Code. Trade secrets, Section 1060, Evidence Code. Trade secrets, confidentiality of, occupational safety and health inspections, Section 6322, Labor Code. Trade secrets, disclosure of public records, Section 3426.7, Civil Code. Trade secrets,food, drugs, cosmetics, nondisclosure, Sections 110165 and 110370, Health and Safety Code. Trade secrets, protection by Director of the Department of Pesticide Regulation, Section 6254.2, Government Code. Trade secrets and proprietary information relating to pesticides, confidentiality of, Sections 14022 and 14023, Food and Agricultural Code. Trade secrets, protection by Director of Industrial Relations, Section 6396, Labor Code. Trade secrets relating to hazardous substances, disclosure of,Sections 25358.2 and 25358.7, Health and Safety Code. Traffic violator school licensee records, confidentiality of, Section 11212, Vehicle Code. Traffic offense, dismissed for participation in driving school or program, record of, confidentiality of, Section 1808.7,Vehicle Code. Transit districts, questionnaire and financial statement information in bids, Section 99154, Public Utilities Code. Trust companies, disclosure of private trust confidential information, Section 1582, Financial Code. Unclaimed property, Controller records of, disclosure, Section 1582, Code of Civil Procedure. Unemployment compensation, disclosure of confidential information, Section 2111, Unemployment Insurance Code. Unemployment compensation, information obtained in administration of code, Section 1094, Unemployment Insurance Code. Unemployment compensation, purposes for which use of information may be authorized, Section 1095, Unemployment Insurance Code. Unemployment fund contributions, publication of annual tax rate, Section 989, Unemployment Insurance Code. Unsafe working condition, confidentiality of complainant, Section 6309, Labor Code. Use fuel tax information, disclosure prohibited, Section 9255, Revenue and Taxation Code. Utility systems development, confidential information, subdivision (e), Section 6254, Government Code. Vehicle registration,financial responsibility verification study, confidentiality of information, Sections 4750.2 and 4750.4, Vehicle Code. Vehicle accident reports, disclosure of, Sections 16005, 20012, and 20014,Vehicle Code and Section 27177, Streets and Highways Code. Vehicular offense, record of, confidentiality five years after conviction, Section 1807.5,Vehicle Code. Veterans Affairs, Department of, confidentiality of records of contract purchasers, Section 85, Military and Veterans Code. Veterinarian or animal health technician, alcohol or dangerous drugs diversion and rehabilitation records, confidentiality of, Section 4871, Business and Professions Code. Victim, statements at sentencing, Section 1191.15, Penal Code. Victims' Legal Resource Center, confidentiality of information and records retained, Section 13897.2, Penal Code. Voter, registration by confidential affidavit, Section 615, Elections Code. Appendix C-Records Exempt from Public Disclosure C16 Res.No.2002-0 Exhibit A Voter registration card, confidentiality of information contained in, Section 6254.4, Government Code. Voting, secrecy, Section 1050, Evidence Code. Wards and dependent children, inspection of juvenile court documents, Section 827, Welfare and Institutions Code. Wards and dependent children, release of description information about minor escapees, Section 828, Welfare and Institutions Code. Wards, petition for sealing records, Section 781, Welfare and Institutions Code. Welfare, statewide automated system work plan, confidentiality of data on individuals, Section 10818, Welfare and Institutions Code. Wills, confidentiality of, Section 6389, Probate Code. Winegrowers of California commission, confidentiality of producers'or vintners' proprietary information, Sections 74655 and 74955, Food and Agricultural Code. Workers'Compensation Appeals Board, injury or illness report, confidentiality of, Section 6412, Labor Code. Workers'compensation insurance, dividend payment to policyholder, confidentiality of information, Section 11739, Insurance Code. Workers'compensation insurance fraud reporting, confidentiality of information, Sections 1877.3 and 1877.4, Insurance Code. Workers'compensation insurer or rating organization, confidentiality of notice of noncompliance, Section 11754, Insurance Code. Workers'compensation insurer, rating information, confidentiality of, Section 11752.7, Insurance Code. Workers'compensation, notice to correct noncompliance, Section 11754, Insurance Code. Workers'compensation, release of information to other governmental agencies, Section 11752.5, Insurance Code. Workers'compensation, self-insured employers, confidentiality of financial information, Section 3742, Labor Code. Workplace inspection photographs, confidentiality of, Section 6314, Labor Code. Youth Authority, parole revocation proceedings, confidentiality of, Section 1767.6, Welfare and Institutions Code. Youth Authority, release of information in possession of Youth Authority for offenses under Sections 676, 1764.1, and 1764.2, Welfare and Institutions Code. Youth Authority, records, policies, and procedures, Section 1905,Welfare and Institutions Code. Youth Authority, records, disclosure, Section 1764,Welfare and Institutions Code. Youth Authority parolee, disclosure of personal information in revocation proceedings, Section 1767.6, Welfare and Institutions Code. Youth service bureau, confidentiality of client records, Section 1905, Welfare and Institutions Code. Appendix C- Records Exempt from Public Disclosure C17 Res.No.2002 9 Exhibit A Res.No.200-0 Exhibit A CURRENT LIST OF VITAL RECORDS COUNCIL • Council Policies and Procedures • Minutes • Resolutions • Vital Record Storage • Microfilm Program • Administrative Regulations / Policies • Disposition of Records • General Obligation Bonds • Revenue Bond - City and/or Agency • Revenue Bond — Public Facilities Corp. • Revenue Bond — Civic Improvement Corp. • Revenue Bond — H.B. Public Finance Authority • Tax Anticipation Revenue bonds/Notes • Underground Utilities • Special Assessment/ Improvement Districts • Redevelopment Project Areas: • Main-Pier Project Area Oakview Project Area • Warner-Goldenwest Project Area Talbert-Beach Project Area Yorktown-Lake Project Area • Civic Center Florida Utica Enhancement Area • Commodore Circle Funding Area • Articles of Incorporation • Annexations • Easements / Deeds / Quitclaims • Tract Maps • City Facilities Blueprints • Infrastructure Maps (GIS) I Res.No.2002A Exhibit A 77, �' Y �i o 1 X - F m � . Res.No.2002 9 Exhibit A IMPLEMENTATION OF MUFFS FILING SYSTEM if you wish to implement the MUFFS filing system for your departmen4 please follow these procedures. 1. First, schedule a meeting with the City Clerk's office records staff. 2. Bring your records retention schedule with you and a list of the sub- categories your department would like included in the MUFFS system. 3. The Clerk's staff, with your concurrence, will assign numbers for your department's sub-categories. New main categories and sub- categories will be created to fit your department needs if necessary. 4. If new categories are needed in the future, complete the Records Category Request form and submit it to the City Clerk's Office. The above controls are necessary to assure that there is only one series of record numbers for each category and subcategory of records. if each department independently assigns numbers, duplication of the numbering series will occur. It is critical to the successful functioning of the MUFFS Systems that there be a single keeper of the numbering system. This will be the City Clerk's Once, records staff. Res.No.2002.9 Exhibit A DESCRIPTION OF FUNCTIONAL CATEGORIES 100—ADMINISTRATION This function contains records necessary for the overall administration of the City as a municipal corporation. Included are city-wide policies and procedures, City organization files, as well as general files, which deal with various organizations, both local and at large. The records dealing with Boards, Commissions and Committees in this category relate to the administrative aspects of those bodies, etc., Applications, Vacancy Notices, Appointments and Resignations. Records relating to purpose of Boards, etc are found under the appropriate category. Please note: The function "Administration" is not to be confused with the subcategory 'Administration", which appears under various categories. The subcategory "Administration" contains records dealing with the general administration of that specific category ONLY. 200— FACILITIES This function encompasses material relating to City owned structures and public facilities within the municipal jurisdiction constructed and maintained for the use/recreation of the public. Structures to which the public does not have direct access (C&porate,Yard) but City has responsibility for its maintenance is also included in this function: 300= FINANCIAL/FISCAL This function contains all records which relate to the fiscal affairs of the City, including accounting, budgets, audits, banking, grants, investments, payroll, purchasing, financial reports and revenue and taxation files. 400—COMMUNITY DEVELOPMENT This function contains records relating to the policies, regulations and guidelines for the orderly growth, development and redevelopment of property within the City's boundaries. Included are the General Plan, Area Plans, Land Use and Zoning Files. 500—HEALTH, SAFETY&WELFARE This function contains records, which describe activities, controls and services provided to safeguard the health, safety and welfare of the citizens of the community. Activities within this function include fire and police protection, emergency services, animal control consumer affairs and environmental protection. 600—LEGALILEGISLATIVE Records in this function pertain to the duties of the legal officer, the legally constituted authorities and the laws enacted by ordinance. Files pertaining to Elections, Statements of Economic Interest, Codes, Litigation, Contracts &Agreements, Franchises and County, State and Federal legislation are included in this section. 700—PERSONNEL This function contains records pertaining to City's employees. Any programs relating to employees can be found in this function. Res.No.2002-9 Exhibit A POSSIBLE NEW CATEGORIES TO ADD TO EXISTING CATEGORY LIST Category Existing Categories Possible Categories to Add for Departments 100 GENERAL ADMINISTRATION 100.10 Policy and Procedure 100.20 Organization Charts 100.30 Departmental Monthly/Annual Reports POSSIBLE ADDITIONS Suspense file (pending Administrative travel Goals &objectives Referral/tracking system Chronological correspondence Administrative meetings Reports/memos Capital projects status reports Restructuring/reorganization Work/vacation schedules Administrative survey/questionnaires 11U BOARDS/COMMISSIONS/COMMITTEES 110.10 Administration .110.20 Application/Appointment/Resignation 110.30 Unused Category 110.40 Code of Ethics , 110.50 Maddy Act POSSIBLE ADDITIONS Recognitions Roster/Index NEW 115 BOARDS/COMM AGENDA/MINUTES SUGGESTIONS Planning Commission -agendas/packets Possible New Category Planning Commission - minutes Community Services—agendas/packets Community Services— minutes Etc., etc. 120 CITY COUNCIL 120.10. Policy and Procedures 120.20 Liaison Appointments 120.25 Ad Hoc Committees 120.30 Goals and Objectives 120.40 Appointments/Resig nations to Council 120.50 Adjourned and Special Meetings 120.55 Agenda Postings 120.60 Proclamations 120.65 Minutes 120.70 Commendations/Acknowled ments/Su pport 120.75 Resolutions Res.No.2002-9 Exhibit A Category - Existing Categories Possible Categories to Add for Departments 150.30 Sister Cities 150.40 League of California Cities 150.50 Orange County Housing Authority 150.55 Orange County Auto Theft Task Force POSSIBLE ADDITIONS: Multi-Agency Groups National League of Cities? U. S. Conference of Mayors? Professional Groups Fund Raising Groups 160 PUBLIC INFORMATION/RELATIONS 160.10 Administration 160.20 Informal Petitions 160.30 Public Comments 160.40 Presentations/Donations POSSIBLE ADDITIONS: Activities? Community Service Awards Brochures/directories/ ublications/ma s Cable communications Newsletters (city) Press releases Speeches? Special events (see 960 Community Events Citizen outreach programs Questionnaires/surveys (city) Community attitude surveys Publicity Photo ra hs Media? NEW: POSSIBLE NEW CATEGORY: SUGGESTED: 161 TELECOMMUNICATIONS Administration Name of our telephone system Video conferencin Internet NEW POSSIBLE NEW CATEGORY: CABLE 162 TELEVISION—Channel 3 170 RECORDS MANAGEMENT 170.10 Administration 170.20 Vital Records Storage 170.30 Microfilm Program 170.40 Regulations/Policy 170.50 Disposition of Records Res.No.2002-8 Exhibit A Category Existing Categories Possible Categories to Add for Departments 215 CORPORATION YARD 215.10 Administration/Operation/Maintenance 215.20 Capital Improvements 220 POLICE BUILDING 220.10 Administration/Operation/Maintenance 220.20 Capital Improvements 220.30 Substations, Mobile Police Station 225 RODGERS SENIORS' CENTER 225.10 Administration/Operation/Maintenance 225.20 Capital Improvements 225.30 Advisory Groups 230 CITY GYM/POOL 230.10 Administration/Operation/Maintenance 230.20 Capital Improvements 235- OAK VIEW CENTER 235.10 Administration/Operation/Maintenance .235.20 Capital Improvements 240 MUNICIPAL PIER 240.10 Administration/O eration/Maintenance 240.20 Capital Improvements 240.30 Advisory Groups 240.40 Pier Plaza Area 245 BEACH FACILITIES 245.10 Administration/Operation/Maintenance 245.20 Capital Improvements 245.30 South Beach Improvements 250 WATER OPERATIONS BUILDING 240.10 Administration/Operation/Maintenance 240.20 Capital Improvements 255 - FIRE STATIONS 255.10 Administration/Operation/Maintenance 255.20 Capital Improvements 260 HELIPORT 260.10 Administration/Operation/Maintenance r'6E5*HE Capital Improvements . CULTURAL ARTS CENTER Res.No.2002-9 Exhibit A Category Existing Categories Possible Categories to Add for Departments 310 FINANCIAL STATEMENTS/REPORTS 310.10 Administration .310.20 City 310.30 Redevelopment Agency 310.40 Public Facilities Corporation 310.50 Huntington Beach Civic Improvement Corp_ 310.60 Huntington Beach Public Finance Authority 310.70 Cable Television 310.75 Big Independent Cities Excess Pool (JPA) BICEP 310.80 Huntington Beach Parking Authority 310.85 West Orange County Water Board 320.20 CITY BUDGET 320.10 Administration 320.20 City Annual Operating Budget 320.30 Preliminary Budget no longer used/old recs 320.40 Capital Improvement 320.45 Unbud eted Expenditure 32G.50 - 'City Clerk Working File 320.60 Advi�qry Group 320.70 Parking Authority 320.80 West Orange County Water Board POSSIBLE ADDITIONS (VVOCWB) _ Budget work a ers Department budget/work programs State/federal/count 330 DEBT SERVICE 330.10 Administration 330.20 General Obligation Bonds 330.30 Revenue Bond - City and/or Agency 330.40 Revenue Bond - Public Facilities Corporation 330.50 Revenue Bond - Civic Improvement Corporation 330.60 Revenue Bond - Huntington Beach Public Finance authority 330.70 Tax Anticipation Revenue Bond/Notes (TRANS) 330.80 City Clerk's Working File 330.90 City Revenue bond - Huntington Beach POSSIBLE ADDITIONS Parking Authority Clerk's Working File Certificates of participation Single Family Mortgage Revenue Bonds Multi-Family Mortgage Revenue Bonds Res.No.2002-9 Exhibit.A Category Existing Categories Possible Categories to Add for Departments Procurement—Supplies/Bids Equipment Maintenance E ui ment—Vehicles Vehicle history jackets?? Equipment Inventory Equipment Disposition NEW POSSIBLE NEW CATEGORY: POSSIBLE ADDITIONS 380 STATE CONTROLLERIANNUAL REPORTS Administration Financial Presentations Financial Plan—CAP Annual Reports, City Annual Reports, Redevelopment Agency Low Moderate Annual Reports, Civic Improvement Corp? Annual Reports, Public Finance Authority? Annual Street Reports/Gas Tax? State Mandated Costs SB 90 Special District Reports GANN Limitations County Auditor/Assessed Valuation 400 REDEVELOPEMENT 400.10 Administration 400.20 Special Studies/Reports Annual 400.30 Policy/Regulations 400.40 Biennial Public Hearin 400.50 Redevelopment Agency Closed Session 400.60 Adjourned &Special Meetings (postings) 410 REDEVELOPMENT PROJECT AREAS 400.05 MERGING OF Redevelopment Pro'Areas 410.10 Huntington Center Redevelop Pro'Area ADD ADD: Southeast Coastal Project Area 410.15 410.20 Main-Pier Redevelopment Project Area 410.25 Beach Boulevard Redevelopment Pro'Area 410.30 Oakview Redev Project Area 410.35 Wamer-Goldenwest Redev Pro'Area 410.40 Talbert-Beach Redev Pro'Area 410.45 Talbert Gap Flood Control Redev Pro'Area 410.50 Yorktown-Lake Redev Pro'Area 410.60 Civic Center 410.65 Florida-Utica Enhancement Area 410.70 Commodore Circle Funding Area Res.No.2002-9 Exhibit A Category Existing Categories Possible Categories to Add for Departments Under construction/custom homes Plan check/apartments Under construction/apartments Plan check/small projects permits 440 PLANNING 440.10 Administration 440.20 Census Information 440.30 Master Plan- Land Use 440.40 General Plan Conformance 440.50 General Plan Amendments 440.60 Regional Planning 440.70 Moratoriums 440.80 Special Studies 440.90 Advisory Groups POSSIBLE ADDITIONS Demographic and Land Use Information Administrative hearings? NEW 445 " POSSIBLE NEW CATEGORY: SUGGESTIONS COMRLIANCE/ENFORCEMENT Administration Inspect r requests Code violations Reports Construction activities Permits/what kind? Certificates of occupancy 450 ZONING 450.10 Administration 450.20 Zoning Change Case 450.30 Specific Plans 450.40 Special Studies 460 ECONOMIC DEVELOPMENT 460.10 Administration 460.20 Unused Category 460.30 Industrial/business 460.35 Advisory Groups POSSIBLE ADDITIONS Shopping Centers Financial/economic Analyses Tourism Employment Information/Analysis Business Promotions/Retention New Development Contacts/Inquiries Special Studies Res.No.2002-9 Exhibit A Category Existing Categories Possible Categories to Add for Departments NEW POSSIBLE NEW CATEGORY: SUGGESTIONS 505 EDUCATION Administration School districts School boundaries Private schools Adult education Colleges Studies/reports 520 ENVIRONMENTAL PROTECTION 520.10 Administration 520.15 Policy/Position on Environmental Issues 520.20 Hazardous Material 520.30 Coastal Protection/Off Shore Oil/Urban Run-off 520.35 Beach Erosion 520.40 Oil/Methane Gas 520.50 Noise Pollution 52Q:60 'Energy conservation 520.70 CEQA/EIR/ND .520.75 Air Quality 520.80 Weed Abatement 520.85 Orange County Vector Control 520.90 Advisory Groups' POSSIBLE ADDITIONS Wetlands/flood lains Open s ace Citv beautification Graffiti I 530 POLICE PROTECTION 530.10 Administration 530.20 Helicopter Program 530.30 Police Towing Program POSSIBLE ADDITIONS Appeals S ecial ro rams Criminal justice Grand Jury Traffic accidents/collisions reports i Reports/statistics Contract services—see 600 series category i 540 FIRE PROTECTION 540.10 Administration POSSIBLE ADDITIONS Hydrants Fire h drant install/repair Ins ections/re orts/investi ations Res.No.2002-9 Exhibit A Category Existing Categories Possible Categories to Add for Departments 580.60 Regulations/Speed Limits 580.70 Pedestrian Safety 580.80 Bicycle Safety/Equestrian Safety 580.90 Advisory Groups POSSIBLE ADDITIONS Inventories? Driver education/safety Statistics 590 SENIOR CITIZENS 590.10 Administration 590.20 Unused Category 590.30 Tender Loving Care/Meals on Wheels/Feedback Foundation 590.40 Advisory Groups POSSIBLE ADDITIONS Health/nutrition Special programs Homes 600 AGREEMENTS/CONTRACTS 600.05 . Administration 600.10 Agreements :.600.15 Federal Agreements 600.20 State Agreements 600.25 County Agreements 600.30 Redevelopment Agency Agreements 600.35 Concession Agreements 600.40 Joint Powers Agreements/Joint Agreements 600.45 Franchises 600.50 Cash Contracts—Streets 600.55 Cash Contracts—Signals 600.60 Cash Contracts Drainage/Sewer 600.65 Cash Contracts—Parks 600.70 Cash Contracts—Wheelchair ramps/curbs, utters/sidewalks 600.75 Cash Contracts—Water 600.80 Cash Contracts—general public works include3s median landscaping) 600.85 Other City Entities 600.90 MSC Misc. Service Contracts 600.95 Purchase Order 610 INCORPORATION 610.10 Administration 610.15 Unused 610.20 Charter 610.30 Annexations E 610.40 Local Agency Formation Commission POSSIBLE ADDITIONS Res.No.2002-9 Exhibit lA Category Existing Categories Possible Categories to Add for De artments 640.20 Codification/City Clerk's Working File 640.30 Count 640.40 State 640.50 Federal 640.60 Resolutions-Other Cities 640.70 Unused Category 640.80 Unused Category 640.90 Advisory Groups 650 REAL PROPERTY 650.10 Administration 650.20 Appraisals and Acquisitions 650.30 Unused Category 650.40 Acquisitions- arks/fire stations 650.50 Acquisitions by eminent domain 650.60 Tax Collector's sales 650.70 Surplus Property/Property sold 650.80 Easements/Deeds/Quitclaims 650.90 City Clerk's Working File POSSIBLE ADDITIONS Lien releases Lien attachments i 700 PERSONNEL ADMINISTRATION 700.10 Amendments to City Classification Plan 700.20 Personnel Policies/Procedures 700.30 Surveys/Studies 700.40 Administration 700.50 Retirement Benefits (PERS) contract in category 600.20 700.55 Deferred Compensation 700.60 Recruiting and Selection 700.70 Advisory Groups 700.80 City Clerk's Working File 700.90 Elected Officials POSSIBLE ADDITIONS Salaries Classification appeals/audits 1 Job descriptions Regulations federal/state Statistics 710 TRAINING & EMPLOYMENT PROGRAMS 710.10 Administration 710.20 Employee Development 710.30 Youth Employment Services 710.40 Organization Development POSSIBLE ADDITIONS Intern programs i Volunteer programs j Res.No.2002.9 Exhibit A Category Existing Categories Possible Categories to Add for Departments Contract employees La -off 800 STREETS, HIGHTWAY 800.10 Administration 800.20 Street Improvements 800.30 Federal Aid Urban (FAU Program) 800.35 Intermodal Surface Transportation Efficient Act ISTEA 800.40 Orange County Arterial Highway Financing Program AHFP 800.45 Orange County Combined Transportation Authority Funding Program OCCTA 800.50 Vacations/Abandonments/Dedications 800.55 Rights-of-Way 800.60 Street Openings— Closures/Extensions 800.70 Street Names/Changes (Numbering) 800.80 Unused Category 800.90 Precise Plan of Street Alignment 800.95 -City Clerk's Working File POSSIBLE ADDITIONS CalTrans State routes Truck routes/access Access ramps/overpasses Studies NEW POSSIBLE NEW CATEGORY: STREETS SUGGESTIONS 821 — MAINTENANCE Maintenance Streets—daily work orders Landscaping Tree planting Traffic signal maintenance Street li tin Encroachmentpermits'?? NEW POSSIBLE NEW CATEGORY: SUGGESTIONS 822 INTERSECTIONS/STREETS Streets/traffic administration Intersections/traffic administration Streets/land use issues Intersection volume counts Manual turning movement counts?? i NEW POSSIBLE NEW CATEGORY: SUGGESTIONS 823 1 ENGINEERING SERVICES , Administration Res.No.2002.9 Exhibit A Category Existing Categories Possible Categories to Add for Departments 910.20 City History 910.30 Historical Preservation 910.35 Archaeological Resources 91.0.40 Advisory Groups 910.50 City Clerk's Working File POSSIBLE ADDITIONS Museums 920 PARKS 920.10 Administration 920.20. Master Plan— Parks 920.30 Regional Parks 920.40 City Parks 920.50 Huntington Central Park 920.60 Shipley Nature Center 920.70 Equestrian Center/Equestrian 920.80 Advisory Groups 930 PATHS AND TRAILS 930.10 Administration 930:20 'Master Plan— Paths and Trails— Bicycle— POSSIBLE ADDITIONS Equestrian Add separate categories as follows: Master Plan Hiking Equestrian Bic cle 940 TRANSPORTATION SERVICES 940.10 Administration 910.20 Orange County Transit District OCTD 940.30 Special Transportation.Prog rams 940.40 Unused Category 940.50 Plans/Studies/Reports, 940.60 Taxi Cab Rates/Permit Fees 940.70 Taxi Cab Company Certificates of Necessity 940.80 Orange County Transportation Commission POSSIBLE ADDITIONS OCTC Funding programs Surveys 950 LIBRARY SERVICES 950.10 Administration 950.20 Special Events/Programs/Reports 950.30 Advisory Groups Fees see category 340.20 Delinquentpatrons/recovery fines Res.No.2002-S Exhibit A Category Existing Categories Possible Categories to Add for Departments 1020.40 Unused Category 1020.50 Other Agencies/Districts 1020.60 Policies/Procedures/Regulations 1020.70 Special Studies/Reports POSSIBLE ADDITIONS Connections Emer encies Rates/Fees/Administration Industrial Waste Sewer Systems Sewer System Maintenance Wastewater service install/repair Sanitation Districts Meetings Agendas Reclamation 1040 PUBLIC UTILITIES 1040.10 Administration 1040.20 Electric Utilities Res.No.2002-9 Exhibit A CROSS REFERENCE TO CITY CLERK'S FILING SYSTEM (To be Up Dated When Department Categories Are Added) Abandonments/Vacations/Dedicatons- Streets/Highways/Freeways 800.50 Abatement, Nuisance 570.60 Abatement, Weed 520.80 Accident/Incident Reports 180.50 Acknowledgments- Council 120.70 Acquisitions- Parks/Fire Stations 650.40 Acquisitions- Real Property 650.20 Acquisitions-by Eminent Domain 650.20 Acquisitions-General-Real Property 650.30 Activities/Events- Employee Relations 720.30 Administration-Animal Control 500.10 Administration-Arts 900.10 Administration-Audits 300.10 Administration - Boards, Commissions, Committees 110.10 Administration - Beach Facilities 245.10 Administration-Budget 320.10 Administration -City Gym/Pool 230.10 Administration-Civic Center Facility 200.10 Administra ion-Community Events 960.10 Administration-Corporation Yard 215.10 Administration - Cultural Arts Center 265.10 Administration- Debt Service. 330.10 Administration - Economic Development 460.10 Administration- Elections 620.10 Administration - Emergency Services 510.10 Administration Environmental Protection 520.10 Administration- Financial Statements/Reports 310.10 Administration- Fire Protection 540.10 Administration-Flood Control 550.10 Administration-Historical Preservation 910.10 Administration-Housing 430.10 Administration-Land Use Control 420.10 Administration-Libra Services 950.10 Administration-Library Facilities 210.10 Administration-Local Organizations 140.10 Administration-Oak View Center 230.10 Administration-Organizations at Large 150.10 I Administration-Parking Control 560.10 Administration-Parks 920.10 Administration-Paths and Trails 930.10 Administration-Personnel 700.10 Administration-Pier 240.10 Administration- Planning 440.10 Administration-Police Building 220.10 Administration-Police Protection 530.10 Res.No.20OZO Exhibit A Agreements-County 600.25 Agreements=Equestrian Concession 600.35 Agreements- Federal 600.15 Agreements- Franchise 600.45 Agreements-Joint Powers 600.40 Agreements-Other City Entities 600.85 Agreements- Pier Concessions 600.35 Agreements- Redevelopment Agency 600.30 Agreements-State 600.20 Air Quality 520.75 Alcohol and Drug Abuse 570.20 Allied Arts Board 110.10 Allied Arts Board 110.20 Ambulance 510.50 Amendments, General Plan 440.50 Animal Control-Administration 500.10 Animal Control - Regulations 500.20 Ano, Japan, Sister City 150.30 Annexations 610.30 Appeals- Board of Appeals 420.90 Appeals-Conditional Exceptions 420.50 Appeals-Conditional Use Permit 420.40 Applications : Boards, Commissions, Committees 110.20 -Appointments: Boards, Commissins, Committees 110.20 Appointments to Council 120.40 Appraisals- Real Property 650.20 Articles of Incorporation 610.10 Arts-Administration 900.10 Arts-Allied Arts Board 900.40 Arts-Center, Cultural Arts Center Admin/O eration/Maint 265.10 Arts-Center, Cultural Arts Center Capital Improvements 265.20 Arts-Gifts/Acquisitions 900.30 Arts-Special Events 900.20 Assessment, Special Assess ment/lm rovements Districts-Administration 350.10 Assistance Programs-Personnel 700.40 Association of Governments-So. Calif SCAG 150.20 Atlanta-Lake Residential-Main-Pier Redevelopment Project Area 410.20 Audits-Administration 300.10 Audits-City 300.20 Audits-HB Civic Improvement Corporation 300.50 Audits- Public Facilities Corporation 300.40 Audits-Redevelopment Agency 300.30 Awards, Employee 720.50 Bargaining Units/Associations 720.20 Ba shore, Huntington-Main-Pier Redevelopment Project Area 410.20 Beach Concession Agreements 600.35 Res.No.2002.4 Exhibit A Capital Improvements- Corporation Yard 215.20 Capital Improvements- Cultural Arts Center 265.20 Capital Improvements- Fire Station 255.20 Capital Improvements- Heliport 260.20 Capital Improvements- Library 210.20 Capital Improvements- Municipal Pier 240.20 Capital Improvements-Oak View Center 230.20 Capital Improvements- Police Building 220.20 Capital Improvements-Seniors Center 225.20 Capital Improvements-Sewers-Wastewater Management 1020.20 Capital Improvements-Surf Museum 270.20 Capital Improvements-Water Operations Building 250.20 Cash Contracts- Drainage 600.60 Cash Contracts-General Public Works 600.80 Cash Contracts- Parks 600.65 Cash Contracts-Sewer 600.'60 Cash Contracts-Signals 600.55 Cash Contracts- Streets 600.50 Cash Contracts-Water 600.75 Cash Contracts-Wheelchair Ram s/Curbs/Gutters 600.70 Conditional Exceptions-Appeals 420.50 Census.Jnformation 440.20 CEQA/EI R 520.70 'Certificates, Election 620.70 Chamber of Commerce 140.30 Charter Centre/Guardian Center-Oakview Redevelopment Project Area 410.30 Charter, City 610.20 Civic Improvement Corporation-Agreements 600.85 Civic Improvement Corporation-Audits 300.50 Civic Improvement Corporation- Revenue Bonds 330.50 Cities League of California 150.40 city-Annual Operating Budget 320.20 City-Attorney-Campaign/Economic Disclosure Statements 620.80 City-Attorney-Oath of Office 620.60 City-Audits 300.20 Sit - Boards-Administration 110.10 City- Boards-Applications/Appointments/Recognitions/Resignations 110.20 City-Boards-Commissions, Committees-Maddy Act 110.50 City-Charter 610.20 City-Claims Against 180.40 City-Clerk-Campaign/Economic Disclosure Statements 620.80 City-Clerk-Oath of Office 620.60 City-Clerk Working File- Budget 320.50 City-Clerk Working File- Elections 620. 90 City-Clerk Working File- Historic Preservation 910.50 City-Clerk Working File- Legal Operations 630.90 City-Clerk Working File- Personnel 700.80 City-Clerk Working File-Real Property 650.90 City-Clerk Working File-Records Management 170.60 Res.No.2002- Exhibit A Code Enformcement 630.20 Code Enforcement-Land Use Control 420.30 Codification 640.20 Commendation-Council 120.70 Commission-Administration 110.10 Commission-Application/Appointments/Recognitions/Resignations 110.20 Commission-Maddy Act 110.50 Committees-Administration 110.10 Committees-A lications/A ointments/Reco nitions/Resi nations 110.20 Committees -Maddy Act 110.50 Commodore Circle Funds Area- (Redevelopment) 410.70 Community Centers-Ad mini stration/O eration/Maintenance 205.10 Community Centers-Capital Improvements 205.20 Community Events-Administration 960.10 Community Events-Fourth of July Celebration 960.30 Community Events-Surfing Contests 960.60 Community Events-Walks/Runs/Races 960.50 Community Festival 960.40 Community Services-Arts-Administration 900.10 Community Services-Arts- Gifts/Acquisitions 900.30 Community Services-Arts-Special Events 900.20 Communit�Services- Bicycle Paths and Trails 930.30 Community Services-City- History 910.20 'Community Services-City Parks 920.40 Community Services- Equestrian- Center 920.70 Community Services- Equestrian Paths and Trails 930.40 Community Services- Historical - Preservation 910.30 Community Services- Historical Preservation-Administration 910.10 Community Services- Historical - Society 910.40 Community Services- Huntington Central Park 920.30 Community Services- Libra -Services Administration 950.10 Community Services- Libra -Special Events/Programs/Reports 950.20 Community Services-Master Plan of Paths and Trails 930.20 Community Services- Nature Center 920.60 CommuniV Services- Parks-Administration 920.10 Community Services-Parks-Master Plan 920.20 Community Services- Parks- Regional 920.30 Community Services- Paths and Trails-Administration 930.10 Concession Agreements 600.35 Conditional Exceptions-Appeals 420.50 Conditional Use Permits-Appeals 420.40 Conflict of Interest Code 530.60 Conformance, General Plan 440.40 Connections-Sewers-Wastewater Management 1020.30 Connections-Water Services 1000.45 Conservation- Energy 520.60 Conservation-Water Services 1000.90 Construction, Library 210.20 Contests, Surfing 960.60 Res.No.2002-9 Exhibit A Disaster Plans-.Emergency Services 510.20 Disposition of Records 170.50 Districts- Flood Control 550.20 Districts -Special Assessment/Improvement Districts-Administration 350.10 Downtown Merchants Guild 140.20 Drainage 550.40 Drainage-Cash Contracts 600.60 Driveways/Sidewalks/Gutters 830.20 Drug and Alcohol Abuse 570.20 Dumps/Landfill 810.40 Earthquake Faults 510.70 Easements Granted 650.80 Economic Development-Advisory Groups 460.20 Economic Development-Administration 460.10 Economic Development- Industrial/Business 460.30 Economic Disclosure Statements/Campaign- Elected Officials 620.80 Economic Disclosure Statements/Campaign-Unsuccessful Candidates 620.85 Edin er,..South Side of- Redevelopment Project Area 410.10 EI R/CEQA 520.70 Elected Officials Oaths of Office 620.60 Elected Officials/Campaign/Economic Disclosure Statements 620.80 Elections-Administration 620.10 Elections-Certificates 620.70 Elections,-City Clerk's Working File 620.90 Elections-Elected Officials Campaign/Economic Disclosure Statements 620.80 Elections- Fair Political Practices Commission 620.40 Elections-General Municipal 620.20 Elections-Oaths of Office- Elected Officials 620.60 Elections- Regulations/Procedures 620.50 Elections-Special/Other 620.30 Elections- Unsuccessful Candidates/Campaign/Economic Disclosure 620.85 Statements Emerald Cove-Talbert Beach Redevelopment Project Area 410.40 Emergency EmergenSy Services-Administration 510.10 Emergency Services-Ambulance 510.50 Emer enc Services-Civil Defense 510.30 Emergency Services-Disaster Plans 510.20. Emergency Emergengy Services-Earthquake 510.70 Emergency Services-Geological Hazards 510.70 Emergency Services-Hospitals 510.60 ! Emergency Services-Paramedics/Mutual Assistance 510.40 Eminent Domain, Acquisitions 650.50 Employee-Assistance Programs 700.40 . Employee-Awards 720.50 Employee-Bargaining Units/Associations 720.20 Res.No.2002-9 Exhibit A Facility, Community Centers Administration/Operation/Maintenance 205.10 Facility, Community Centers Capital Improvements 205.20 Facility, Corporation Yard Administration/Operation/Maintenance 215.10 Facility, Corporation Yard Capital Improvements 215.20 Facility, Fire Stations Administration/Operation/Maintenance 255.10 Facility, Fire Stations Capital Improvements 255.20 Facility, Heliport Administration/Operation/Maintenance 260.10 Facility, Heliport Capital Improvements 260.20 Facility, Library Administration/Operation/Maintenance 210.10 Facility, Library Capital Improvements 210.20 Facility, Municipal Pier Ad mini stration/O eration/Maintenance 240.10 Facility, Municipal Pier Capital Improvements 240.20 Facility, Oak View Center Administration/Operation/Maintenance 230.10 Facility, Oak View Center Capital Improvements 230.20 Facility, Police Building Administration/Operation/Maintenance 220.10 Facility, Police Building Capital Improvements 220.20 Facility, Senior's Center Administration/Operation/Maintenance 225.10 Facility, Senior's Center Capital Improvements 225.20 Facility, Water Operations Building Administration/Operation/Maintenance 250.10 Facility, Water Operations Building Capital Improvements 250.20 Fair Political Practices Commission 620.40 FAU Pr ram 800.30 Federal Agreements 600.15 -Federal Aid Urban Program 800.30 Federal Grants/Programs 340.70 Federal Legislation 640.50 Fee Schedule 340.20 Fees/Rates-Sewers-Wastewater Management 1020.40 Fees/Rates -Water Services 1000.20 Festival, Community 960.40 FifthM/alnut/Main/Olive Demonstration Block-Main-Pier Redevelo mt Pro' 410.20 Final Tract Maps 420.60 Finance, Debt Service Administration 330.10 Financial Statements/Reports-Administration 310.10 Financial Statements/Reports-City 310.20 Financial Statements/Reports- Redevelopment Agency 300.30 Financial Statements/Re orts- Public Facilities Corporation 310.40 Financial Statements/Reports-Civic Improvement Corporation 310.50 Financial Statements/Reports- HB.Public Finance Authofty 310.60 Fire Protection-Administration 540.10 Fire Stations Acquisitions-Real Property 650.40 Fire Stations Administration/Operation/Maintenance 255.10 Fire Stations Capital Improvements 255.20 Firemans Associal (Bargaining Unit 720.20 Flood Control-Administration 550.10 Flood Control-Advisory Group 550.70 Flood Control-Channels 550.30 Flood Control- Districts 550.20 Flood Control- Drainage 550.40 Res.No.2002-1 Exhibit A HB-PFA Revenue Bonds 330.60 HB- Public Facilities Corporation Agreements 600.85 HB- Public Financing Authority Agreements 600.85 HB- Public Financing Authority Audits 300.60 HB- Public Financing Authority Financial Statements/Reports 310.60 HB- Public Financing Authority Revenue Bonds 330.60 HB- Public Information 160.10 HB- Public Relations 160.10 HB-Visitors and Convention Bureau 140.60 HCP (Huntington Central Park 920.50 Health/Nutrition-Senior Citizens 590.20 Helicopter Program 530.20 Heliport Ad mini stration/Operation/M ai nte na nce 260.10 Heliport Capital Improvements 260.20 Highway/Streets and Freeways-Administration 800.10 Highways/Streets/Freeways- Federal Aid Urban Program (FAU) 800.30 Highways/Streets/Freeways-OC Arterial Highway Financing Program 800.40 Highways/Streets/Freeways-Vacations/Abandonments/Dedications 800.50 Hiring Personnel 700.60 Historical Preservation 910.30 Historical Preservation -Administration 910.10 Historic I Preservation- City Clerk's Working File 910.50 Historical Preservation- City History 910.20 --Historical Society 910.40 Hoover-Gothard Extension- Redevelopment Project Area 410.10 Hospitals 510.60 Housing-Administration 430.10 Housing-Advisory Group 430.80 Housing-Affordable 430.50 Housing- Preservation/Rehabilitation 430.30 Housing- Relocations 430.20 Housing-Set Aside Funds 430.40 Housing-Studies and Reports 430.70 Human Resources Board 570.70 Huntington Ba shore-Main-Pier Redevelopment Project Area 410.20 Huntington Beach Boys&Girls Club 140.50 Huntington Beach City of-Articles of Incorporation 610.10 Huntington Beach City of- Charter 610.20 Huntington Beach Civic Improvement CorpFinancial Statements/Reports 310.50 Huntington Beach Civic Improvement Corporation Audits 300.50 Huntington Beach PFA 600.85 Huntington Beach Public Facilities Corporation Agreements 600.85 Huntington Beach Public Financing Authority- Revenue Bonds 330.60 Huntington Beach Public Financing Authority Agreements 600.85 Huntington Beach Public Financing Authority Audits 300.60 Huntington Beach Public Financing Authority Financial Statements/Reports 310.60 Huntin ton Center Mall- Redevelopment Project Area 410.10 Huntington Central Park 920.50 Huntington Central Park Nature Center 920.60 Res.No.2002.9 Exhibit A Legislation- County 640.30 Legislation- Federal 640.50 Legislation-Ordinances/Amendments 640.10 Legislation-State 640.40 Liability Insurance/Policies 180.20 Liaison Appointments- Council 120.20 Library Construction/Capital Improvements 210.20 Library Facilities Administration/Operation/Maintenance 210.10 Library Services-Administration 950.10 Library Services-Special Events/Programs/Reports 950.20 License, Business 340.30 Linear Park- Bolsa Chica Linear Park 920.30 Litigation 630.40 Litter Control 810.30 Little Blue Church- Historical Preservation 910.30 Local Agency Formaiton Comm LAFCO 610.40 Local Organizations-Administration 140.10 Logo- City 910.20 Madd Act' ! . 110.50 Main-Pier Phase I-Pierside Village-Redevelo ment Project Area 410.20 Main-Pier Phase II - Main-Pier Redevelopment Project Area 410.20 Main-Pier Redevelopment P.ro'ect Area 410.20 Main-Pier Redevelopment Project Area- Main-Pier Phase I - Pierside 410.20 Village Main-Pier Redevelopment Project Area-Villas Del Mar 410.20 Main-Pier Redevelopment Project Area-Towns uare 410.20 Main-Pier Redevelopment Project Area- Main-Pier Phase II 410.20 Main-Pier Redevelopment Project Area- Retail Parking Structure 200 Block 410.20 Main-Pier Redevelopment Project Area- Lake-Atlanta Residential 410.20 Main-Pier Redevelopment Project Area-The Waterfront 410.20 Main-Pier Redevelopment Project Area-The Breakers 410.20 Main-Pier Redevelopment Project Area- Huntington Ba shore 410.20 Main-Pier Redevelopment Project Area- Demonstration Block 410.20 Main/Olive/5th/Walnut Demonstration Block-Main-Pier Redevel Pro'Area 410.20 Maintenance, Beach Facilities 245.10 Maintenance, City Gym/Pool 230.10 Maintenance, Civic Center 200.10 Maintenance, Corporation Yard 215.10 Maintenance, Library Facilities 210.10 Maintenance, Oak View Center 230.10 Maintenance, Pier 240.10 Maintenance, Police Building 220.10 Maintenance, Art Center 265.10 Maintenance, Surf Museum 270.10 Maintenance, Senior's Center 225.10 Res.No.2002-9 Exhibit A Oakview Redevelopment Project Areaf 410.30 Redevelopment Project Area-Charter Center/Guardian Center 410.30 Redevelopment Project Area-Koledo Lane Demonstration Project 410.30 Oaths of Office- Elected Officials 620.60 Obscenity/Pomography 570.30 OC Arterial Highway Financing Program OCAHF 800.40 OC Vector Control 520.85 OC Water District 1000.80 Occupancy-Transient Occupancy Tax 340.55 OCTD 940.20 Off Shore Oil 520.30 Officials, Elected-Campaign/Economic Disclosure Statements 620.80 Oil/Methane Gas 520.40 Olive/5t /Walnut/Main Demonstration Block-Main-Pier Redev Pro'Area 410.20 One Pacific Plaza- Redevelopment Project Area 410.10 Operating Budget, City Annual 320.20 Orange County Transit District OCTD 940.20 Orange County Vector Control 520.85 Orange County Water District 1000.80 Ordinances-codification 640.20 Ordinances/Affidavits of Publication 630.80 Ordfnances7Am end ments 640.10 Organization Charts. 100.20 Organization Development-Training and Employment Programs 710.40 Organization, Local-Administration 140.10 Organizations-At Large-Administration 150.10 Organizations-Social Services 570.50 OSHA/Worker's Compensation 180.30 Other Agencies- Districts-Sewers -Wastewater Management 1020.50 Other Citiy Entities Agreements 600.85 Paramedics/Mutual Assistance 510.40 Parcel Maps 420.70 Parkin -Control- Enforcement 560.20 Parkin -Control Administration 560.10 Parkin -Control Signs 560.30 Parkin -Cul de Sac 560.40 Parkin -Regulations 560.50 Parkin -Residential Parking Permits 560.40 Parkin -Structure, North of Pier- Main-Pier Redevelopment Project Area 410.20 Parkin -Structure, Retail-200 Block-Main-Pier Redeveeo ment Pro'Area 410.20 Parks-Acquisitions-Real Property 650.40 Parks-Administration 920.10 Parks-Administration-Paths and Trails 930.10 Parks-Cash Contracts 600.65 Parks-City 920.40 Res.No.2002 9 Exhibit A Planning -Moratoriums 440.70 Planning - Policy/Procedure/Regulations 440.75 Planning - Regional 440.60 Planning -Special Studies 440.80 Plans, Specific 450.30 Plans/Permits/Coast Development 420.80 Plans/Studies/Reports-Transportation Services 940.50 Police Building, Administration/Operation/Maintenance 220.10 Police Building Capital Improvements 220.20 Police Heli ort Administration/O eration/Matinenance 260.10 Police Heliport Capital Improvements 260.20 Police Management Association 720.20 Police Officers As sociation 720.20 Police Protection-Administration 530.10 Police Protection-Helicopter Program 530.20 Policies/Liability Insurance 180.20 Policies/Procedures- Personnel 700.20 Policies/Procedures/Regulations-Sewers-Wastewater Management 1020.60 f Policy, and Procedures-Administration 100.10 Policy, and Procedures-City Council 120.10 Policy, Planning 440.75 Policy, Records Management 170.40 Policy, Regulations-Land Use Control 420.20 -Policy, Regulations- Redevelopment Agency 400.30 Policy, Zoning 450.50 Pollution- Noise 520.50 Pool, City 230.10 Pool, City, Capital Improvements 230.20 Pornography/Obscenity 570.30 Powers, Joint-Agreements 600.40 P PSA 800.90 Precise Plan of Street Alignment 800.90 Preliminary Budget 320.40 Preservation/Rehabilitation- Housing 430.30 Procedure-Planning 440.75 Procedures- Election 620.50 Procedures, Legal 630.50 Procedures/Policies-Personnel 700.20 Procedures/Policies/Regulations-Sewers-Wastewater Management 1020.60 Proclamations 120.60 Program-Microfilm 170.30 Program-Vital Records 170.20 Programs- Federal Grants/Programs 340.70 Programs-Library Services 950.20 Programs-State Grants/Programs 340.80 Property, Dedication/Abandonment/Vacation-Streets/Highways/Freeway 800.50 Property Real-Acquisition-General 650.30 Property Real-Acquisitions-Parks/Fire Stations 650.40 Property Real-Acquisitions by Eminent Domain 650.50 Res.No.2002.4 Exhibit A Quality Control-Water Services 1000.85 Quitclaims 650.85 Races/Runs/Walks-Community Events 960.50 Ramps, Wheelchair/Curbs/Gutters- Cash Contracts 600.70 Rates-Solid Waste Management 810.40 Rates/Fees-Sewers-Wastewater Management 1020.40 Rates/Fees-Water Services 1000.20 Real Property-Acquisitions-General 650.30 Real Property-Acquisitions by Eminent Domain 650.50 Real Property-Administration 650.10 Real Property-Appraisals and Ac uisitioins 650.20 Real Property-City Clerk's Working File 650.90 Real Property- Easements Granted 650.80 Real Property- Quitclaims 650.85 Real Property-Surplus Property/Property Sold 650.70 Real Property-Tax Collector's Sales 650.60 Real Property-Acquisitions- Parks/Fire Stations 650.40 Records- Microfilm Program 170.30 Records-Vital Records Program 170.20 -.Records Management-Administration 160.10 Records Management- Regulations/Policy Regulations/Policy 170.40 Records, Disposition of 170.50 Recuriting and Selection- Personnel 700.60 Redevelopment Agency- Biennial Public Hearing 400.40 Redevelopment Agency Agreements 600.30 Redevelopment Agency Audits 300.30 Redevelopment Agency Financial Statements/Reports 300.30 Redevelopment Agency Policy/Regulations 400.30 Redevelopment Agency Special Studies/Reports 400.20 Redevelopment Agency 400.10 Redevelopment Project Areas 410.10 thru 410.70 Redevelopment Project Area-Huntington Center Mall 410.10 Redevelopment Project Area-One Pacific Plaza 410.10 Redevelopment Project Area-South Side of Edinger 410.10 Redevelopment Project Area-Gothard-Hoover Extension 410.10 Redevelopment Project Area-Oakview 410.30 Redevelopment Project Area-Main-Pier 410.20 Redevelopment Project Area-Huntington Center 410.10 Redevelopment Project Area-Yorktown-Lake 410.50 Redevelopment Project Area-Civic Center 410.60 Redevelopment Project Area-Commodore Circle Funding Area 410.70 Refuse Collection 810.20 Regional Parks 920.30 Res.No.2002-9 Exhibit A Senior Citizens-Administration 590.10 Senior Citizens- Health/Nutrition 590.20 Senior Citizens-Tender Loving Care/Meals on Wheels 590.30 Senior Citizens Advisory Group-Council On Aging 590.40 Senior's Center Administration/Operation/Maintenance 225.10 Senior's Center Advisory Group Council on Aging) 590.40 Senior's Center Capital Improvements 225.20 Sewer-Cash Contracts 600.60 Sewers-Wastewater Management-Administration 1020.10 Sewers-Wastewater Management-Capital Improvements 1020.20 Sewers-Wastewater Management-Connections 1020.30 Sewers-Wastewater Management- Rates/Fees 1020.40 Sewers-Wastewater Management-Other Agencies- Districts 1020.50 Sewers-Wastewater Management- Policies/Procedures/Regulations 1020.60 Sewers-Wastewater Management-Special Studies/Reports 1020.70 Shipley Nature Center 920.60 Sidewalks-Administration 830.10 Sid ewalks/Curbs/Gutters/Drivewa s 830.20 Signals-Cash Contracts 600.55 Signals -Traffic Control Devices 580.50 Signs-Parking Control 560.30 Signs-Traffic Control Devices 580.50 Sister Cities I 1., 150.30 -.Social Services Or anizations/Grou s 570.50 Solar Utility-Administration 1030.1.0 Solar Utility Studies 1030.20 Solid Waste Management-Administration 810.10 Solid Waste Management-Liter Control 810.30 Solid Waste Management- Rates 810.40 Solid Waste Management-Landfill/Dumps 810.40 South Side of Edinger-Redevelopment Project Area 410.10 Southern California Assn of Governments SCAG 150.20 Special Assessment/Improvements. Districts Administration 350.10 Special Council Meetings 120.50 Special Elections 620.30 Special Events-Arts 960.20 Special Events-General 960.20 Special Events-Library Services 950.20 Special Studies-Planning 440.80 Special Studies-Traffic Control 580.30 Special Studies/Reports-Redevelopment Agency 400.20 Special Studies/Reports-Sewers-Wastewater Management 1020.70 Special Transportation Program 940.30 Special/Other Elections 620.30 Specific Plans 450.30 Speed Limits-Traffic Control 580.60 State Agreements 600.20 State Grants/Programs 340.80 State Legislation 640.40 Res.No.2002-9 Exhibit A Tax, Property 340.60 Tax, Utilities 340.50 Taxation and Revenue-Administration 340.10 Taxes 340.90 Telephone-Administration_ 1010.10 Tender Loving Care/Meals on Wheels Senior Citizens 590.30 The Breakers-Main-Pier Redevelopment Project Area 410.20 The Waterfront-Main-Pier Redeveeo ment Project Area 410.20 Towns uare- Main-Pier Redevelopment Project Area 410.20 Tract Maps, Final 420.60 Traffic Control-Administration 580.10 Traffic Control - Bicycle Safety 580.80 Traffic Control- Equestrian Safety 580.80 Traffic Control- Pedestrian Safety 580.70 Traffic Control- Regulations/Speed Limits 580.60 Traffic Control-Special Studies 580.30 Traffic Control-Transportation Commission 580.20 Traffic Control Devices 580.50 Traffic Control Enforcement 580.40 Trails and Paths-Administration 930.10 Trails and Paths- Bicycle 930.30 Trails and Paths- Equestrian 930.40 Trails and Paths ,Master Plan 930.20 Training and Employment Programs-Administration 710.10 Training and Employment Programs-Organization Development 710.40 Training and Employment Programs- Employee Development 710.20 Training and Employment Programs-Youth Employment Services 710.30 Transient Occupancy Tax 340.55 Transportation Commission 580.20 Transportation Commission 940.60 Transportation Programs, Special 940.30 Transportation Services-Administration 940.10 Transportation Services-Orange County Transit District OCTD 940.20 Transportation Services-Airport 940.40 Transportation Services-Plans/Studies/Reports 940.50 Underground Utilities 350.20 Unsuccessful Candidates/Campaign/Economic Disclosure Statementsf 620.85 Use and Sales Tax 340.40 Use Permits, Conditional-Appeals 420.40 Utilities-Capital Improvements-Sewers-Wastewater Management 1020.20 Utilities-Connections-Sewers-Wastewater Management 1020.30 Utilities-Master Plan-Water Services 1000.50 Utilities-Orange County Water District 1000.80 Utilities- Rates/Fees-Sewers-Wastewater Management 1020.40 Utilities- Reservoirs 1000.60 Res.No.2002A Exhibit A Orange County Water District 1000.80 Water Services—Quality Control 1000.85 Water Services— Rates/Fees 1000.20 Water Services— Reservoirs 1000.60 Water Services-West Orange County Water Board OCWB 1.000.70 Water System Improvements 1000.30 Water Wells 1000.40 Waterfront, The—Main-Pier Redevelopment Project Area 410.20 Waterways—Administration 820.10 Waterways— Improvements 820.20 Weed Abatement 520.80 Welfare, Public—Administration 570.10 Welfare, Public— Drug and Alcohol Abuse 570.20 Welfare, Public— Handicapped 570.40 Welfare, Public— Human Resources Board 570.70 Welfare, Public— Nuisance Abatement 570.60 Welfare, Public—Obscenity/Pomography 570.30 Welfare, Public—Social Services Organization/Groups 570.50 West Orange County Water Board OCWB 1000.70 Wheelchair Ramps/Cu rbs/G utters—Cash Contracts 600.70 White Hole— Regional Planning 440.60 Windward Cove—Talbert Beach Redevelopment Project Area 410.40 WOCWB I. 1000.70 Worker's Compensation/OSHA 180.30 Yorktown/Lake Redevelopment Project Area 410.50 Youth Employment Services 710.30 Zoning—Administration 450.10 Zoning Change Case Files 450.20 Zoning Policy/Regulations 450.50 Zoning, Special Studies 450.40 Res.No.2002-9 Exhibit B Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper_ Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& QC d? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Accident, Emergency, Incident, AS/Risk 180 Injury, Emergency and Property Mag, Copies retained for reference; Manag. .50 Damage Reports: ALL(medical and 1 year 1 year Ppr GC§34090.7 non-medical.) Until Until Lead Dept. 100.10 Administrative Policies Superseded Superseded Yes: Until Mag,minimum 2 (minimum GC§34090 ( (minimum 2 Superseded Ppr years) years) Forward ALL original agreements&change orders to Agreements&Cash Contracts-ALL City Clerk;all infrastructure (Includes Change Orders and RFPs) improvements are permanent. City Clerk 600.50- Ensure ALL original contracts and Upon Upon Yes: Before Mag'Mfr, OD, S Yes: After Statute of Limitations for 600.95 agreements are sent to the City Completion Completion Completion Ppr Completion contracts is 4 years;CCP Clerk, except for Recreation Class §§337.,337.1(a),337.15 GC Instructors agreements. §34090.7, Contractor has retention requirements in 48 CFR 4.703 5 years or Completion Published Audit Standards=4-7 After +5 years or years;Statute of Limitations:Agreements&Cash Contracts: Funding After Contracts&Spec's=4 years, Funding Mag, Wrongful Death-comp. +5 ADMINISTRATION Agency Yes: Before Yes: Upon Lead Dept. 600.05 Agency OD S/I Completion Mfr, , years, Developers=comp. + 10 (Correspondence, etc.) Also see Audit, if Completion Completion grant retention, if applicable. required, Audit,if Ppr, years; Statewide guidelines whichever is required, propose termination +5 years; longer whichever is CCP§§336(a),337 et.seq., GC longer §34090 CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Adopted: m o x S N O _•O +N Q1 e0 Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper OFR Active Total Media 1=Import (OFR) after (in office) (Off-site, Vital?Retention Options M=Mfr OD or Mfr) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Audits/CAFR-Comprehensive When No When No AS/. Annual Financial Reports(these are Longer Longer Mag' GC§34090.7 Finance copies) Required Required Ppr Bids: See Contracts&Agreements Statute of Limitations for Public Boards, Commissions,& Term of Term of official misconduct is discovery Staffing Mag, of offense+4 years;Statewide Committees: APPLICATIONS: Office+4 Office+4 Dept. Appointed Ppr guidelines propose Appointment pp years years +5 years; GC§34090, PC §§801.5,803c Each Department uses a different format to meet their Boards,Commissions,& different requirements; Federal Staffing 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 Boards,Commissions,& Committees: Citizens Advisory Brown Act challenges must be Staffing Mag, filed within 30 or 90 days of 110.10 Formed by CITY COUNCIL 2 years 2 years Dept. Ppr action; GC§§34090, (Agendas, Notices, Proof of Publications, etc.) 54960.1(c)(1) Boards,Commissions,& Notes taken to facilitate the Staffing 100.30 Committees: Citizens Advisory Mag'P P Yes Mfr, OD, S Yes: After writing of the minutes can be Dept. Formed by CITY COUNCIL 2 years destroyed after minutes have (MINUTES&BYLAWS) Ppr been adopted; GC§34090 In CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: rn o x • S N O x 13 W ob Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper_ Active Total Vital? Media I=Import (OFR) (in office) (Off-site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& QC'd? im Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Boards, Commissions,& When No When No Mag Committees: External Organizations Longer Longer Ppr' Non-records (e.g. County Board of Supervisors) Required Required 30 days or 30 days or Staffing Boards, Commissions,& after Minutes after Minutes Tape Dept. 110.31 Committees: AUDIO TAPES of Approved, Approved, GC§54953.5(b) p Meetings whichever is whichever is (Mag) longer longer Boards, Commissions, & Staffing ' Tape Video tapes are only required Dept. 110.32 Committees: VIDEO TAPES of 90 days 90 days p meetings(ALL) (Mag) for 90 days; GC§34090.7 Brochures: See Reference Manuals When No When No Yes: Mag, City Clerk maintains originals; City Clerk 320.20 Budgets-Finals Longer Longer_ Current Mfr, OD, S/I Yes: After Final must be filed with County 5 years Auditor; GC§34090.7,40802, Required Required Fiscal Year Ppr 53901 Cash Receipts: Accounts Copies retained in originating City Receivable Source Records ,Yes: Until Mag 4 years 4 years department for auditing Treasurer (includes all cash receipts,copies of Paid Ppr receipts,deposits, DUI's etc.) purposes; GC§34090.7 When No When No Administ. 160.10 Citizen Inquiry Forms Longer Longer Mag, Administrative Services retains Ppr originals; GC§34090.7 Required Required City Mag, Attorney 630.30 City Attorney: Opinions 2 years P P Mfr, OD, S No GC§34090 Ppr X m CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Adopted: x S N Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Media I=Import - (OFR) (Off-site, Vital? (in office) Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Yes: After City Council Requests for Council When No When No Mag, City Clerk maintains original City Clerk Action(RCAs) Longer Longer Mfr,OD, S Completion staff reports in subject matter Required Required Ppr files; GC§34090.7 City Council Subcommittees: All recommendations are given Staffing (AGENDAS,ANNOTATED Mag, to full Council for action; Brown Depart. AGENDAS, MINUTES, NOTICES, Ppr 120.25 2 years 2 years Act challenges must be filed CORRESPONDENCE,etc.) within 30 or 90 days of action; _ GC§§34090,54960.1(c)(1) Copies retained in department for 1 year; Risk Management 180.40 Claims 1 year 1 year Mfr, OD, S/I AS/Risk Yes: Before Mag' Yes: After administrates claim; City Manag. Settlement Ppr Settlement Attorney maintains copies of lawsuits; GC§§34090.7, 34090.6 Lead Dept. 710.10 Committees: Internal attended by 2 years 2 years Mag' GC§34090 employees(e.g.Safety Committee) Ppr Statute of Limitations for public official misconduct is discovery of offense+4 years ; State and Complaints(against Personnel-e.g. Final Final Fed laws is until final disposition Yes: Before Mag, Lead Dept. 700.10 misconduct, abuse,excessive force, Disposition+ Disposition+ Disposition Ppr of formal complaint;State etc.) 5 years 5 years requires 2 years after action; EVC§ 1045, GC§§12946, 34090; PC§§801,5, 803(c),VC §2547 X N CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: x o S N 60 �► Q to 1D Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Classification Records Description Retention/Disposition Comments I Reference Record OR File Number Image Destroy Image- Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Statute of Limitations for personal property,fraud,etc. is Lead Dept. 700.10 Complaints I Service Orders 3 years 3 years Mag Ppr 3 years; Claims must be filed in (operational) 6 months; CCP§§338 et seq., 340 et seq.,342, GC§§946.5, GC§34090 Contracts: See Agreements When No When No Copies or duplicates of any record Longer Longer Mag Ppr GC§34090.7 Required Required Correspondence-ROUTINE(e .g. Administrative, Chronological, General Files, Letters, Mag, Lead Dept. 100.40 2years 2 years GC§34090 Memorandums, Miscellaneous Ppr Reports, Reading,Working Files, etc.) Correspondence-TRANSITORY, not retained in the ordinary course of If not mentioned here, consult business(e.g.e-mail, calendars, When No When No ag the City Attorney to determine if Lead Dept. 100.40 checklists, logs, mailing lists,supply Longer Longer Pprr' a record is considered inventories,transmittal letters,thank Required Required transitory. GC§34090,GC yous, meeting notices, meeting room §6252 registrations,voice mails,etc.) When No When No Yes: Mag-, Originals maintained by City Council Resolutions(these are Depending City Clerk 120.75 Longer Longer Mfr, OD, S No Clerk Permanently;GC copies) upon Required Required Subject' Ppr §34090.7 a m CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Adopted: m o x • S N Q O �4i Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention Options M=Mfr after- OD or Mfr) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins 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 Telephone messages,etc. Required Required Ppr the City Clerk to determine if a record is considered a draft. GC§34090, GC§6252 Uniform Admin. Requirements After After for Grants to Local Funding Funding Governments is 3 years from 340.60, Yes: When Grants(SUCCESSFUL Reports, and Agency Agency Mag, expenditure report; HUD Lead Dept. 340.70,or 2 years Audit, if Audit,if Mfr,OD, S/I Inactive requires 3 years;statewide 340.80 Financial Information) Required- required- Ppr guidelines propose 4 years; Minimum 4 Minimum 4 HUD 2228.2 rev-3,24 CFR years years 85.42&570.502(b),29 CFR 97.42, GC§34090 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 Resolution+ Resolution Yes: Before Mag, State and Federal laws require Lead Dept. Grievances(Resolved before step 3) 2 years +2 years Disposition Ppr retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 34090 AS/Risk When No When No Manageme Insurance Certificates(for Longer Longer Yes: Before Mag, Risk Management Maintains nt agreements,etc.) Required Required Payment Ppr Originals; GC§34090.7 X m N CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Adopted: m o x • S N Q O W& Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after- (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). When No When No Finance Invoices Longer Longer Yes: Before Mag, Finance Maintains Originals; GC Payment Ppr §34090.7 Required Required When No When No City Attorney is OFR for Longer Longer Mag, lawsuits; Finance maintains 630.40 Required Required Mfr, OD, S/I City Lawsuits, Litigation, Pending Yes: Before Yes: After originals of claim, denial letter Attorney Litigation (Upon (Upon Settlement Ppr Settlement and settlements; Risk Settlement) Settlement) Management administrates _ claim; GC§§34090.7, 34090.6 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 Department days then sells the item at public auction; CCP§2080 et seq. Minutes: See Commissions, Committees and Boards When No When No Yes: Mag, Originals maintained by City City Clerk 640.10 Municipal Code(these are copies) Longer Longer Current Mfr,OD, I No Clerk Permanently; GC§34090 Required Required Original Ppr When No When No Non-records-may be obtained Lead Dept. Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required GC§34090 Notices: Public Hearing Notices Statute of Limitations on Staffing (includes copies of undeliverable 2 years 2 years Mag, Municipal Government actions Depart. envelopes) Ppr is 3-6 months; CCP§337 et seq;GC§34090 X m N CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: x c S N w 11� Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Classification Records Description Retention/Disposition Comments/Reference Record JOR File Number 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& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). When No When No Mag, Originals maintained by City City Clerk 640.10 Ordinances(these are copies) Longer Longer Yes(all) Mfr, OD, S No Clerk Permanently; GC§34090 Required Required Ppr Each Department uses a different format to meet their different requirements; Federal Lead Dept. Payroll Exception Forms(contains 3 years 3 years Yes: Before Mag law requires payroll records for employee I supervisor signatures) Payment 3 years; FTB keeps 3 years; Published articles show 4-10 years;29 CFR 1627.3(a); GC §34090 Ensure records kept in Department files comply with City policy;Originals are Human Personnel Files(Department-level Separation + Separation+ Before Mag, maintained by Human Resources 700.10 Supervisor's Folder) 3 years 3 years Separation Ppr Resources;State&Federal laws require 2-3 years;29 CFR 1602.31 & 1672.3(b)(ii),8 CCR §3204(d)(1)et seq.,GC §§12946, 34090 City Preference; State&Federal Separation + Separation+ Before Mag, laws require 2-3 years;29 CFR Lead Dept. 700.10 Personnel Files(Training File) 10 years 10 years Separation Ppr 1602.31 & 1672.3(b)(ii),8 CCR §3204(d)(1)et seq., GC §§12946,34090 Lead Dept. 700.20 Personnel Work Schedules 2 years 2 years Ppr' GC§34090 Lead Dept. 160.10 Press Releases 2 years 2 years Ma gr' GC§34090 p ifi CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Adopted: xMz o S N Q CD Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number 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& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). AS/ Purchase Orders and Material When No When No Yes: Before Mag, Purchasing is OFR; Financial Longer Longer records are audited annually; Purchasing Requisitions Required Required Payment Ppr GC§34090.7 City Receipts/Fees/Refund Slips or Mag, Retained for auditing purposes; 1 year 3 years 4 years Finance is Office of Record; GC Treasurer Logs(Department Copies) Ppr §34090.7 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: Brochures, Manuals, Policies, Procedures& When When Mag, Lead Dept. Reports: Produced by OTHER Superseded Superseded' Ppr Copies; GC§34090.7 Departments Reference Materials: Brochures, Manuals, Policies, Procedures& When No When No 140.10 or Reports: Produced by OUTSIDE ,Mag Longer Longer Non-Records 150.10 ORGANIZATIONS (League of Required Required Ppr California Cities, Chamber of Commerce,etc.) Reference Materials: Brochures, Statewide guidelines propose Manuals, Policies, Procedures& Minimum of Minimum of Mag, Lead Dept. superseded+2 or 5 years;GC Reports: Produced by YOUR 2 years 2 years Ppr Department §34090 Reference or Working Files: See Correspondence 910.10 Yes: After Reports and Studies(Historically Mag, Administratively and Historically , Lead Dept. significant-e.g.proposed 10 years P P Mfr,OD, S/I significant,therefore retained 910.20 Westminster Consolidation r P 10 years p permanently; GC§34090 X CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Adopted: x c S QQN N to(0 Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy � Inactive Paper_ Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). 910.10, Reports and Studies(Presented to When No When No Mag, Yes: After City Clerk maintains originals; City Clerk Longer Longer Mfr, OD, S/I 910.20 Council) Required Required Ppr 10 years GC§34090.7 Information is outdated after 10 Reports and Studies(other than a years;statewide guidelines Lead Dept. 100.30 Historically significant reports-e.g. 10 years 10 years Ppr propose 2 years; If historically Annual Reports) significant, retain permanently; GC§34090 When No When No Comm. 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 Lead Dept. 160.10 Surveys/Questionnaires 2 years 2 years Ppg' GC§34090 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 Required Required Attorney to determine if a record is considered a draft. GC §34090, GC§6252 N CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: M c x N �O -► N W fD Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention Options M=Mfr after- OD or Mfr) S=Scan Imaged& QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Fire keeps their Time cards for 10 years; Each Department uses a different format to meet Lead Dept. their different requirements; (except Time Sheets/Time Cards 3 years 3 years Yes: Before Payment Mag Federal law requires payroll Fire) records for 3 years; FTB keeps 3 years; Published articles show 4-10 years;29 CFR 1627.3(a); GC§34090 Statewide guidelines propose 7 Training (Attendance Rosters, years; EEOC/FLSA/ADEA(Age) Outlines and Materials; includes Mag, requires 3 years for promotion, Lead Dept. 710.20 safety training. Certificates are 2 years 3 years 5 years Mfr,OD, S Yes:When demotion,transfer,selection,or maintained in the employee's training Ppr Inactive discharge;State Law requires 2 file in each Department) 3 years;29 CFR 1627.3(b)(ii),8 CCR§3204(d)(1)et seq.,GC §§12946,34090 Yes: When Treasurer's Reports(Financial When No When No Mag, After 1996,all Treasurers City Clerk 310.20 Reports) Longer Longer Mfr,OD, I Inactive Reports were presented to Required Required Ppr Council;GC§34090.7 Video Tapes: See Boards, Commissions&Committees X In CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: X o S N O _.O .► N Ver.4.4 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy te siInactive Paper (OFR) Active (Off- , Total Vital? Media 1=Import (in office) OD(Off-site, Retention Options M=Mfr after Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR). 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age)requires 3 years for promotion,demotion,transfer, Volunteer Applications& Separation + Separation+ Mag, selection,or discharge; State Lead Dept. Mfr, OD, S Yes: 1 year Law requires 2-3 years; Agreements -Successful Applicants 3 years 3 years Ppr retirement benefits is 6 years from last action;29 CFR 1602.31 & 1627.3(b)(ii),8 CCR §3204(d)(1)et seq., GC §§12946,34090;29 USC 1113 Consistent with employee Volunteer Applications& personnel files(Courts treat Parks& Agreements-Unsuccessful 3 years 3 years Ppr volunteers as employees);29 Recreat Applicants CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1)et seq.,GC §§12946,34090 Inactive/ Inactive/ Yes: While Lead Dept. Volunteer Emergency Contact Forms Separation+ Separation+ volunteer is Ppr GC§34090 2 years 2 years active Dept. Work Orders/Service Requests Consistent with Operational Providing (Department providing service Complaints; CCP§§338 et seq., retains originals;department 3 years 3 years Mag Ppr Service/ 340 et seq.,342, GC§§946.5, Work requesting copy) service is considered a GC§34090 X m CITY OF HUNTINGTON BEACH, CA ©2001 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Adopted: x ?N Q O O •► N W(b Res.No.2002A Exhibit C ver.3.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper (OFR) ActiZe (Off-site, Tptal 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 be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally performed by file folder. Liti ation com taints and/or claims suspend normal retention periods retention be ins after settlement). CITY ADMINISTRATOR f COUNCIL SUPPORT Until Until « Yes: Superseded Superseded Yes: Until Mag, Mfr, When Admin. Administrative Regulations ( S/I GC§34090 (minimum 2 minimum 2 Superseded OD,Ppr Supersed years) Years) ed Admin. Administrative Files(Includes Travel) 2 years 2 years.. ;>J Mag, Ppr GC§34090 AS/Human When No When No Resources Association Records Longer Lenger Mag,Ppr Non-records;GC§34090.7 Required Required AS!Human Awards,Recognition of Employees 2 years 2 years Resources Mag,Ppr GC§34090 Consistent with operational complaints;Statute of Limitations Citizen's Inquiries,Communications, for personal property,fraud,etc.is Admin. 3 years 3 years Mag,Ppr Logs&Resolutions1111 11 3 years;Claims must be filed in 6 months;CCP§§338 et seq.,340 et seq.,342,GC§§946.5,GC§34090 Admin. City Administrator's Weekly Report 2 years 2 years, Mag,Ppr GC§34090 Term of Term ;.:> Admin. Council Member and Mayor's Office E)ffice Mag,Ppr Administrative value to cover terms Correspondence (Minimum 2 (Mlrimum 2:' of office;GC§34090 ears) Yeats) Council Member and Mayor's When No When Np Admin. expenses for external organizations Longer 1eriger l Mag, Ppr Non-records;GC§34090 (not City expenses) Required Required When No VVhen.No:: 1. 1. Longer Lenger Admin. Internal Studies and Reports Required- Required Mag,Ppr GC§34090 Minimum 2 Minimum years years CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z x° S N FS O , Ver.3.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper (OFR) Acti Ve (Off-site, Total Vital? Media I=Import after (in office) Retention. Options M=Mfr OD or Mfr) S=Scan Imaged& 'd? . If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is ormaltv Performed by file folder. Liti ation com taints and/or claims suspend normal retention periods retention be ins after settlement). When No Vkl)'en No Projects&Issues(Issues and/or Longer Longer . Yes: While Admin. projects will vary over time-e.g. Required- Requrred Active Mag,Ppr GC§34090 Hotels,etc.) Minimum 2 Minimum 2 Issues ears years PUBLIC INFORMATION /H8T1/3/CABLE TV Admin. HBTV-3 2 years 2 years Mag,Ppr GC§34090 et seq. Admin. Cable TV Complaints 2 ears 2years Mag,Ppr GC§34090 Cable TV Franchise Administration/ Completion+ Completion Department Preference;Conforms Admin. PCTA Administration 5 years __.5 years._ Mag,Ppr with City-Wide standards for agreements;GC§34090 Admin. Cable TV Programming, Production& 2 years 2 years Mag, Ppr ' GC§34090 Scheduling Consistent with video tape Staffing Cable TV Video Tapes 90 days 90days Tape retention for public meetings;GC Dept. (Mag) §34090.7 Staffing Cable TV Video Tapes: Historical g0 days P p Tape When content is of historic Dept. events y Mag) si nificance;GC§34090.7 Admin. Press Releases 2 ears 2. ears Ma P r GC 34090 .ORGANIZATIONAL EFFECTIVENESS` Until Until Yes: Superseded Superseded Yes: Until Mag, Mfr, When Org.Effect. Strategic Plan (minimum 2 (minimum 2: Superseded OD, Ppr S/I Supersed GC§34090 years) years) ed Customer Service, Process Org. Effect. 2 years 2 years Mag,Ppr GC§34090 Improvements :o CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: P mo x S N O .+N A io Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Acti(re Total Media 1=Import (OFR) (Off-site, Vital? (. after (in office) Retentlon Options M=Mfr OD or Mfr) Imaged& S=Scan ,d1 If the record is not listed here refer to the Retention for City-Wide Standards 66 Retentions be in when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normallV performed b file folder. Liti ation complaints and/or claims suspend normal retention periods retention be ins after settlement). CENTRAL SERVICES; Purchasin AS/Central Unsuccessful Bids(for bids opened Bid Opening Bid.Opening Ppr OFR depends upon who opens the Services by Central Services) +2 years +2 years bid(e.g.City Clerk);GC§34090 Term varies,and can be a multi- year contract;City Clerk is OFR for AS/Central Successful Bids(products or Yes: Until those that go to Council; Statute 10 years 10years .; Mag,Ppr Services services) Completion of Limitations for contracts is 4 years;CCP§§337.,337.1(a), 337.15;GC§34090 et seq. AS/Central Bidder/Vendor List(Companies that Transitory Record used to mail out Superseded Superseded Mag,Ppr requests;GC 34090 et se Services want to receive RFPs/RFQs q § q• Consistent with Accounts Payable; AS/Central Yes: Until Published articles show 3 years; Services Purchase Orders 2 years 3 years 5 years Paid Mag, Ppr Statute of Limitations is 4 years;; GC§34090,CCP§337 Consistent with agreements and Vehicle and Equipment Leases(when Expiration of Expiration of contracts; Statute of Limitations AS/Central Mag,Mfr, Yes: After Services the vehicle or equipment is not Lease+2 3 years Lease+ 5 OD,Ppr S/I 1 year for contracts is 4 years;CCP subsequently purchased) years years §§337.,337.1(a),337.15;GC §34090 et seq. AS Central Upon Upon Mag, Mfr, Provided to new owner;GC Services Vehicle Title("Pink Slips") Disposal of Olsposal of<', OD, Ppr S/I No §34090 Vehicle Vehicle EMPLOYEE BENEFITS:.Pa`roll AS/ Changes to Payroll: Fixit Forms, Address changes,Direct Deposit Retained to match other auditing Employee Forms,Vacation and Comp Time 2 years 3 years 5 years Mag,Ppr periods;GC§34090 Benefits Sales,etc. CD Co CITY OF HUNTINGTON BEACH, CA. @2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: y z k O S N a:o A d� Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record_ OR File Number 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& 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 rile folder e. .last document+2 ears since destruction is normally erformed b rile folder. Liti ation com taints and/or claims suspend normal retention periods retention be ins after settlement). IRS:4 years after tax is due or paid (longer for auditing&contractor AS/ DE-6&941 Forms-Quarterly Payroll Mag,Mfr, Yes: After delinquency);Ca. FTB:3 years; Employee 2 years 3 years 5 years S/1 Published articles show Benefits Tax Returns OD,Ppr 1 year permanent;; IRS Reg§31.6001- 1(e)(2),26 CFR§1.6001-1, R&T §19530,GC§34090 AS/ Department preference(meets Deferred Compensation Statements Mag, Mfr, Yes: After auditing standards);Published Employee 2 years 3 years 5 years S/I Benefits (All reports) OD,Ppr 1 year articles for bank statements show 4-7 ears;GC§34090 AS/ Retained to match other auditing Employee Garnishments(all records) 2 years 3 years 5 years Mag, Ppr ; periods;GC§34090 Benefits AS/ Mag, Mfr, Yes: After Department Preference;consistent Employee Labor Distribution Reports 2 years 3 years 5 years S/I Benefits OD,Ppr 1 year with Payroll Registers;GC§34090 Department Preference to match auditing standards; EEOC/FLSA/ADEA(Age)requires 3 years for promotion,demotion, AS/ Benefit File(Includes Personnel Data Yes:After transfer,selection,or discharge; Employee Sheet,Medical Enrollment Form, Separation+ Separation+' Yes: Until Mag,Mfr, Employee S Separatio State Law requires 2-3 years; Name Dental Enrollment Form,all 5 years 5 years Separation OD,Ppr Benefits Beneficiary Forms) n retirement benefits is 6 years from last action;29 CFR 1602.31 & 1627.3(b)(ii),8 CCR§3204(d)(1) ...._..,,.:........ ;' et seq., GC§§12946,34090;29 USC 1113 AS/ Pay&Time Entry Register(bi-weekly Retained to match other auditing Employee 5 years 5 years Mag,Ppr Benefits report) periods;GC§34090 W Adopted: CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Ado P Z mo x o n o: _ o A� Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper (OFR) Active Media 1=Import (Off-site Total Vital? J. 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 completed, and imply a full rile folder e. .last document+2 ears since destruction is normally erformed b file folder. Liti ation com taints and/or claims suspend normal retention periods retention be ins after settlement). AS/ Employee Separation+ Separation+`>s Retained to match other auditing Employee Name Payroll File(deduction forms,etc.) 5 years 5 years Mag, Ppr periods;GC§34090 Benefits Consistent with periodic journals& AS/ reports; Published articles show 3- Payroll Registers(all,except year- Mag, OD, Yes: After 10 years; Other Cities have Employee 2 years 3 years 5 years S/I Benefits ending) Mfr,Ppr 1 year adopted 8-20 years; statewide guidelines propose Permanent; 29CFR 516.5-516.6,GC§34090 For use in reconstructing hours for AS/ Mag,OD, Yes: After PERS service for employees; Employee Payroll Registers(Detail Year-end) 2 years P P Mfr,Ppr S/I 1 year statewide guidelines propose Benefits Permanent;29CFR 516.5-516.6, GC§34090 AS/ Department Preference; other Employee Payroll Reports(All) 2 years 2 years Mag, Mfr, S/I Yes, After monthly reports are retained for 5 Benefits retained permanently;GC§34090 OD,Ppr 1 year years,Year-end General Ledger is . .. AS/ Copies(originals retained in Personnel Transaction Forms(Green Mag,OD, Yes: After employee's Personnel File); Employee 2 years 3 years 5 years S/I Benefits Copy) Mfr,Ppr 1 year retained to match other auditing ..._ periods;GC§34090.7 AS/ PERS is OFR;retained to meet Mag,OD, Yes: After Employee PERS Annual Reports 5 years 5 years Mfr,Ppr S/I 1 year auditing standards;GC§34090 et Benefits p y seq. Retained to cover possiblity of coverage with subsidy plan;Plan Retiree Medical Insurance Files AS/ Empldyee Employee Yes: When must be kept termination+ 1 year; (includes Medical Subsidy Plan, Mag, Mfr, Yes: After Employee Deceased or [?eceased or.: eligible for S/I Statewide guidelines propose Audit Retiree Forms,Correspondence, OD, Ppr 1 year Benefits 65 years old 65 years old:: benefits +5 years;Other Cities have various forms,copies of checks) adopted termination+1 year; GC 34090, 29 CFR 1627.3(2) X CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: 0 z 1[O S Af X O :i Ab N1 Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number . Destroy Image: Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import ; after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is normally erformed b file folder. Litigation, com laints and/or claims suspend normal retention periods retention be ins after settlement). AS/ Termination Termination Yes: During Mag,OD, Yes: After Retained to cover auditing Employee Billing: COBRA and Retiree Medical of Service+ of Service+ S!I Benefits 5 years 5 years Service Mfr,Ppr 1 year standards;GC§34090 Supplemental Retirement Files Retained to cover auditing AS/ Employee Employee Yes: Until (includes A/P Demands,PERs Mag, Mfr, Yes: After standards;Plan must be kept Employee calculations,W-4P form,Direct Deceased+ Deceased+ Employee OD,Ppr S/I 1 year termination+1 year;GC§34090, Benefits 5 years 5::years Deceased Deposit Form 29 CFR 1627.3(2) IRS:4 yrs after tax is due or paid; AS/ W-2's(includes Performers State Ca.FTB:3 years;Articles show 7 Employee 5 years 5 years Mag,Ppr years; IRS Reg§31.6001-1(e)(2), Benefits Withholding) R&T§19530;29CFR 516.5- 516.6 29USC 436 GC§34090 _.: FINANCE: Department Preference;IRS:4 years after tax is due or paid AS/ Mag, Mfr, Yes: After(longer for auditing&contractor 1099's Issued 2 years 3 years 5 years S/I delinquency);Ca.FTB:3 years; Finance OD, Ppr 1 year Published articles show permanent; ; IRS Reg§31.6001- 1(e)(2), R&T§19530,GC§34090 Accounts Payable/Vendor Files(All Records and Reports-Includes Statewide guidelines propose audit AS/ Invoices,P.O.s,Travel Expense Yes: Until Mag, Mfr, Yes: After+4 years;Published articles show 2 years 3 years 5 years S/I Finance Reimbursements,Postage,Credit Paid OD, Ppr 1 year 3-7 years; other cities show 7-10 Card Transmittals,Redemption years;GC§34090 Records,etc.) Accounts Receivable(All Records and Reports,including Auction Statewide guidelines propose audit AS/ Yes: Until Mag, Mfr, Yes: After+4 years;Published articles show Finance Receipts&Records, Parking Bail, 2 years 3 years 5 years Paid OD,Ppr S/I 1 year 3-7 years; other cities show 7-10 Taxes,TOT,Sale&Use Tax, Schedule of Investments years;GC§34090 CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Adopted: y z o S N �O ire N 06 Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Acti*e Total Media 1=Import (OFR) (Off-site, Vital? �.after (in office) Re...... n Options M=Mfr OD or Mfr) S=Scan Imaged& C' ? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is normally erformed by file folder. Liti I qation, com laints and/or claims suspend normal retention periods retention be ins after settlement). Assessment District Projects(Maps, Diagrams,Spreadsheets, Payoff of Payoff Of City Clerk Maintains Originals; AS! Yes: Until Mag Mfr Yes: 1 Improvement Plans-e.g.water, District+5 Dis#nct+5 , , S covers auditing standards; GC Finance Payoff OD,Ppr year sewer, undergrounding)(Accounting/ years years §34090 Payment Administration Records) AS/ Audit Management Letters(not Mag, Mfr, Yes: After Department Preference;GC Finance CAFR) P P OD,Ppr S/I 1 year §34090 AS/ Audits p p Mag,Mfr, S/I Yes: After Department Preference;GC Finance OD,Ppr 1 year §34090 Bank Reconciliation&Statements ' For auditing purposes;Published AS/ (includes bond statements),Trustee Mag, Mfr, Yes: After articles show 3-4 years;Other Statements,Transaction Statements, 2 years 3 years 5 years S/I Finance Wire Transfers,Check Listing Audit OD,Ppr 1 year cities show 7-10 years;GC Trail,Deposits, Returned Checks §34090,26 CFR 16001-1 Statute of Limitations for bonds, mortgages,trust deeds,notes or AS/ Bonds(issuing documents retained Carlcellat, debentures is 6 years;Bonds Finance/ by City Clerk) See Bank Statements Maturity 10 years Redemption Yes: Until Ppr issued by local governments are 10 City Clerk for statement retention. or Matul dy Maturity years;There are specific 1:0,Y. requirements for disposal of unused bonds;CCP§§336(a)(1)& (2),337.5(2);GC§43900 et seq. AS/ Budget Hearing and/or Review (Development Documents& 2 years 2 years Mag,Ppr Drafts-Department Preference; Finance GC§34090.7 Preliminary Budget) Yes: Department Preference;City Clerk AS/ Mag,Mfr, Yes: After Budget Transfer Requests&Journals 2 years 3 years 5 years Current OD,Ppr S/I 1 year maintains originals;longer for Finance Fiscal Year p y administrative value;GC§34090.7 Yes: Department Preference;City Clerk Mag,Mfr, Yes: After City Clerk Budgets-Adopted P P Current OD,P r S/I 1 ear is OFR:Must be filed with County ..................... Fiscal Year p y Auditor;GC§34090,40802,53901 0 CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: P z mo x i7 0 0 Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-6 Office of Classification Records Description Retention/Disposition Comments I Reference Record OR File Number 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 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 impiv a full file folder e. .last document+2 ears since destruction is normaltv Performed bv file folder. Llti at/on com taints and/or claims suspend normal retention periods retention begins after settlement). ' Department Preference to research AS/ Chart of Accounts(Print out when Mag, Mfr, Yes: After Year-end General Ledgers,which Finance Rollover is Done) 2 years P P Yes OD,Ppr S/I 1 year are retained permanently;GC §34090 AS/ Mag,Mfr, Yes: After Statute of Limitations is 4 years; Check Registers 2 years 3 years 5 years S/I statewide guidelines propose Audit Finance OD,Ppr 1 year +2 years;GC§34090,CCP§337 AS/ Checks-Canceled(Cashed)or Mag, Mfr, Yes: After Statute of Limitations is 4 years; 2 years 3 years 5 years S/I statewide guidelines propose Audit Finance Voided ... OD,Ppr 1 year +5 years;GC§34090,CCP§337 _...... ............... ....... ............................ ............................ ............................ ............................ Department Preference;City Clerk AS J Comprehensive Annual Financial P P Mag, Mfr, S/I Yes: After retains original permanently; Finance Report(CAFR) OD,Ppr 1 year statewide guidelines propose 7 ears;;GC§34090.7 AS/ Depreciation Schedules 2 years P P Mag, Ppr S/I Yes: After Published articles show 7 years Finance Inactive after disposal; GC§34090 AS/ Dial-a-Ride Applications 2 years 3 years 5 years Ppr Consistent with Accounts Finance Receivable;GC§34090 Yes: Department Preference;City Clerk AS/ Finance Action Orders/Budget Mag, Mfr, Yes: After 2 years 3 years 5 years Current S/I maintains originals;longer for Finance Adjustment Fiscal Year OD,Ppr 1 year administrative value;GC W090.7 ........ ........................... Consistent with Accounts Receivable; Statute of limitations AS/ Fixed Assets-Auction/Disposal/ Mag, Mfr, Yes: After is 3 years;statewide guidelines 2 years 3 years 5 years S/I Finance Sales/Surplused OD,Ppr 1 year propose 2-4 years;published articles show 3-6 years;GC §34090,CCP§337 AS/ Fixed Assets-Inventory,Schedule of Mag, Mfr, Yes: After Includes permanent assets;GC Finance Infrastructure and Buildings P P OD,P r S/I 1 year §34090 70 Adopted: y CITY OF HUNTINGTON BEACH, CA. 02001 Gtadwell Governmental Services,Inc.(909)337-3516-all rights reserved Ado P z O X N O.O A:nb n�1 ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-7 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed,and impIv a full file folder(e.g.last document+2 ears since destruction is normal1v Performed b file folder. Liti ation com laints and/or claims suspend normal retention periods retention be ins after settlement). AS/ Mag, Mfr, Yes: After Published articles show 3-10 Finance General Ledger: Final year-end 2 years P P OD, Ppr S/I 1 year years;Other Cities have adopted 2 years-20 years; GC§34090 After After Uniform Admin. Requirements for Funding Fundmg:. Grants to Local Governments is 3 Grants(SUCCESSFUL Reports,and Agency Agency Yes: Years from expenditure report; Mag, Mfr. HUD requires 3 years;statewide Lead Dept. Financial Information) Send copy of 2 years Audit,if Ad�t,if S/I When OD, Ppr guidelines propose 4 years;HUD application and award to Finance Required- required Inactive 2228.2 rev-3,24 CFR 85.42& I. Minimum 4 M.nmm 4', 570.502(b),29 CFR 97.42, GC years years §34090 Department Preference; IRS:4 years after tax is due or paid AS/ Mag, Mfr, Yes: After(longer for auditing&contractor Finance Indirect Cost Plans 2 years 3 years 5 years OD,Ppr S/I 1 year delinquency);Ca.FTB:3 years; Published articles show permanent; IRS Reg§31.6001- 1(e)(2), R&T§19530,GC§34090 Invoices: See Accounts Payable Department Preference;Statute of AS/ Mag,Mfr, Yes: After Limitations is 4 years;Published Finance Journal Entries 2 years 3 years 5 years OD,Ppr S/I 1 year articles show 6-7 years;GC §34090,CCP§337 Journals,Ledgers, Reconciliations, Registers,Reports,Transaction Department Preference; Published AS/ Histories,Balance Sheets, Budget Mag, Mfr, Yes: After articles show 3-6 years;statewide Finance Adjustments(MONTHLY OR 2 Years 3 years 5 years OD,Ppr S/I 1 year guidelines propose 2 years;GC PERIODIC) Does NOT include year- §34090 end General Ledger. AS/ Mag, Mfr, Yes: Afterr�onsistent with periodic report/ Finance State Controller's Report 2 years 3 years 5 years S/I OD P r 1 ear nal retention;GC§34090 :HUMAN RESOURCES.' X CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: F z mo S N !T O X N 06 Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-8 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: 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'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is normally erformed by file folder. Litt ation com laints and/or claims suspend normal retention periods retention be ins after settlement). The City does not use eligibility Applications for Employment or lists;EEOC/FLSA I ADEA(Age) AS/Human Resumes/Recruitment Files: requires 1-3 years;State Law Resourc. Solicited: Brochure,advertisement, 3 years 3 years Mag,Ppr requires 2-3 years;29 CFR 1602 unsuccessful applications,selection et seq&1627.3(a)(5)and(6),8 materials,etc. CCR§11040.7(c),GC§§12946, _. `....: .:.:: 34090 ............................ No positions open;therefore not Applications for Employment or When No When No deemed part of City recruitment AS/Human Resumes: Unsolicited(no open Longer Ltirtger Mag,Ppr practices;considered a transitory Resourc. record not materially impacting the position),candidates not hired Required Required conduct of the public's business; _.._ GC§34090 Bureau of National Affairs When No When No recommends 2 years for all AS/Human Classification/Compensation Longer supplementary Personnel records; Lamer Resourc. Studies(for employee classifications) Required Required Mag,Ppr Wage rate tables are 1 or 2 years; (minimum 2 (minimum Z;: State requires 2 years;29 CFR years) years] 516.6(2),29 CFR 1602.14,GC §§12946,34090 Consistent with other claim retentions(City Attorney handles cases that are not resolved AS/Human Department of Fair Employment& FinalInal administratively);All State and Resourc. Housing(DEER or EEOC)Claims Disposition+ Dlspsttlon Mag,Ppr Federal taws require retention until that are resolved administratively 5 years 5 years final disposition of formal complaint;State requires 2 years after action is taken;GC§§12946, ............................ 34090 DMV audits every 2 years;Bureau AS/Human of National Affairs recommends 2 DMV Pull Notices 2 years 2.years Mag, Ppr Resourc. - years for all supplementary Personnel records;GC§34090 m CITY OF HUNTINGTON BEACH, CA. @2001 Gladwell Governmental Services,Inca(909)337-3516-all rights reserved Adopted: u, MP �a �o :r 2 A� Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-9 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper (OFR) ActiVe (Off-site Totat 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 be in when the act is completed,and imply a full file folder e. . last document+2 ears since destruction is normally erformed b file folder. Liti ation com taints andlor claims suspend normal retention periods retention be ins after settlement). D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA(Age) AS/Human Drug and Alcohol Testing/D.O.T requires 3 years physical Resourc. files 3 years 2 years 5 years Ppr examinations;State Law requires 2 years;29 CFR 1627.3(b)(v),GC §§12946,34090,49 CFR 653.71 et seq. AS/Human Employee Assistance Program 2 years 2 years Mag,Ppr GC§34090 Resourc. (Quarterly and Annual Reports,etc.) Yes:After AS/Human Employee Roster Cards(Employee Mag,Mfr, Department preference;GC Resourc. Service History) P P OD, Ppr S Sepnratio §34090 Lead Department is OFR for When No When No >' grievances resolved prior to step 3; AS/Human Grievances(escalated from Longer Longer Yes:Before All State and Federal laws require Departments when not resolved Required Required Mag, Ppr retention until final disposition of Resourc. Disposition before step 3) (minimum 2 (minimum 2: formal complaint;State requires 2 years) years) years after action is taken;GC 12946,34090 AS/Human ,lob Specifications 20 years 2Q years Yes: Before Mag, Ppr Department Preference;GC§ Resourc. Superseded 34090 Copy-Department Preference; City Clerk maintains originals Superseded Superseded Yes: Until Mag,Mfr, permanently;EEOC/FLSA City Clerk Memorandas of Understanding S/I No +10 years +1.0 years < Superseded OD, Ppr requires 3 years for MOUs;State requires 2 years;29 CFR 516.5, GC 12946,34090 X W CITY OF HUNTINGTON BEACH, CA. @2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: to z mo x S N C o w C) Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-10 Office of. Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is normally erformed by the folder. Liti ation com laints and/or claims suspend normal retention periods retention be ins after settlement). For use in interpreting intent of Yes: MOU provisions;EEOC/FLSA AS/Human Superseded Superseded!' Mag, Mfr, requires 3 years for MOUs;State Resourc. Negotiations: Employee Associations +10 years 10 years +2Q;years: OD;Ppr S/I When requires 2 years;statewide Inactive guidelines propose permanent;29 CFR 516.5, GC§§12946,34090 AS/Human Personnel Commission Findings& Mag,Mfr, Yes: After P P S/I GC§34090 Resourc. Conclusions(Decisions) OD,Ppr 25 years Personnel Files-Regular/Active Department Preference; EEOC/FLSA/ADEA(Age)requires Permanent(Includes Appeals Findings,Application&1-9,Awards, 3 years for promotion,demotion, Copy of Drivers License/ID, Convert to transfer,selection,or discharge; Convert to ` Yes:After AS Human Termination lent)nation. Yes: Until Mag, Mfr, State Law requires 2-3 years; Employment Verifications, S Separatio Resourc. File upon Fileupon ` Separation OD,Ppr retirement benefits is 6 years from Evaluations,Personnel Transaction Separation Separation n last action;29 CFR 1602.31 & Forms,Oaths,Policy 1627,3(b)(ii),8 CCR§3204(d)(1) acknowledgements-Excludes et seq.,GC§§12946,34090;29 Medical Records) USC 1113 Personnel Files-Temporary/Non- Department Preference; Permanent Employees(Includes EEOC/FLSA/ADEA(Age)requires Appeals Findings,Application&1-9, 3 years for promotion,demotion, Awards,Copy of Drivers License/ID, Yes:After transfer,selection,or discharge; AS/Human Employment Verifications, Exclusion Separation+ Separation+: Yes: Until Mag, Mfr, State Law requires 2-3 years; S Separatio Resourc. from PERS form,Evaluations, 5 years 5 years Separation OD,Ppr n retirement benefits is 6 years from Personnel Transaction Forms, >, last action;29 CFR 1602.31 & Personnel Requisition Forms,Oaths, 1627.3(b)(ii),8 CCR§3204(d)(1) Policy acknowledgements-Excludes et seq.,GC§§12946,34090;29 Medical Records USC 1113 CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: 1n z mo x S N Q O X N A e� Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-11 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number 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 City-Wide Standards Retentions be in when the act is com leted and im l a full>ile folder e. .last document+2 ears since destruction is ormally performed by file folder. Liti ation com taints and/or claims suspend normal retention periods retention be ins after settlement). Personnel Files-Terminated& Department Preference; Retired Employees (Includes EEOC/FLSA/ADEA(Age)requires Maintenance Screen Printouts, 3 years for promotion,demotion, Personnel Data,Benefit Enrollment transfer,selection,or discharge; AS/Human forms,Appeals Findings,Application Separation+ S1.eparation+ Yes: Until Mag, Mfr, Yes:After State Law requires 2-3 years; &1-9,Awards,Copy of Drivers ,. S Separatio Resourc. License/ID,Employment 25 years 25years Separation OD,Ppr n retirement benefits is 6 years from Verifications,Evaluations,Oaths, last action;29 CFR 1602.31 & Personnel Transaction Forms, Policy 1627.3(b)(ii),8 CCR§3204(d)(1) acknowledgements -Excludes et seq.,GC§§12946,34090;29 g . ......._.. USC 1113 Medical Records Files maintained separately; i Community Services, Public Works AS Human Personnel Files(Medical Records, Yes: and Fire retain some records until hazmat exposure records,and Separation+ SepaFatlon+ Yes: Until Mag, Mfr, the employee is separated from Resourc./ 28 years S When Fire/PW backgrounds&fingerprint 2 years 30<years Separation OD,Ppr Inactive employment;Claims can be made clearances) for 30 years for toxic substance exposure;8 CCR§3204(d)(1)et seq.,GC§§12946,34090 Superseded Superseded Yes, Until Department preference;GC City Clerk Personnel Rules&Regulations (Minimum 2 (Minimum 2 Mag,Ppr Superseded §34090 years) AS/Human Salary Surveys 2 years 2 years Mag, Ppr GC§34090 Resourc. Department Preference; EEOC/ FLSA/ADEA(Age)requires 1-3 AS/Human Testing File: Master Test P -P Mag,Ppr years;State Law requires 2-3 Resourc. years;29 CFR 1602 et seq& 1627.3 et seq.,8 CCR§11040.7( c),GC 12946,34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Adopted. z mo x . 7 N C O O Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-12 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper (OFR) Active (Off-site, TOI Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr. Imaged& S=Scan ,d? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is ormally performed by file folder. Liti ation com taints and/or claims suspend normal retention periods retention be ins after settlement). Department Preference to comply with DOJ requirements; EEOC/ AS/Human FLSA/ADEA(Age)requires 1 Resourc. Testing File: Score Sheets 2 years 2 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 AS/Human Testing File: Test papers(completed Law requires test papers be 1 year 1 year Mag,Ppr retained for 1 year;29 CFR Resourc. by applicants 1627.3 a iv REAL PROPERTY MANAGEMENT Project Files Preliminary Studies IYes: AS/Real Mag, Mfr, Department Preference;GC Pro Project Assessment(City Projects)- 2 years 8 years 10 years p S When §34090 p NOT ACQUIRED Title Reports,etc. OD, P r Inactive Project Files Preliminary Studies/ AS/Real Project Assessment(City Projects)- Mag,Mfr, P P Yes S No GC§34090 Prop. ACQUIRED(Title Reports,litigation OD, Ppr guarantees, AS/Real Real Estate Appraisal Reports: Department Preference;Statewide Prop. Property NOT purchased 5 years 5 years Mag, Ppr Guidelines show 2 years;GC §§34090,6254(h Auditing standards are 7 years AS/Real Real Estate Appraisal Reports: Yes: Until Mag, Mfr, Yes: After after audit;time is sufficient to 8 years 8 years S establish tax increment;Statewide Prop. Purchased Property(not parks) Purchase OD, Ppr 1 year Guidelines show 2 years;GC ............................ §§34090,6254(h) Retained longer in order to establish nexus for fees;Auditing standards are 7 years after audit; AS/Real Real Estate Appraisal Reports: Yes: Until Mag, Mfr, Yes: After Prop. Purchased Property(parks) 10 years 10:years Purchase OD, Ppr S 1 year time is sufficient to establish tax increment;Statewide Guidelines show 2 years;GC§§34090, 6254 h X 0 CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: to z p X N O %►N 0t Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-13 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Active Inactive Paper Total Media 1=Import (OFR) (Off-site, Vital? i.after (in office) Retention : Options M=Mfr OD or Mfr) S=Scan Imaged& 'd? If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed,and implv a full file folder e. .last document+2 ears since destruction is normally erformed b rile folder. Liti ation com taints and/or claims suspend normal retention periods retention be ins after settlement). Department Preference;City Clerk Real Estate Records: Deeds, Mag,Mfr, Yes: After City Clerk Easements,Encroachments,etc. P P Yes OD, Ppr S Inactive is OFR;ensure all originals are sent to City Clerk;GC§34090.7 Department Preference;City Clerk Use or possession of public property, Expiration+ Expiration+ Mag, Mfr, Yes: After is OFR;Statute of Limitations for City Clerk Franchises,Leases and Licenses, Yes S contracts is 4 years,personal 4 years 4 years OD, Ppr Inactive Consessionaires property 3 years;CCP§§337,338; _.._. GC§34090.7 Department Preference;City Clerk Expiration+ is OFR;Statute of Limitations for Expiration+ Mag, Mfr, Yes: After City Clerk Oil and Gas Leases Yes S contracts is 4 years,personal 4 years 4 years OD, Ppr Inactive property 3 years;CCP§§337,338; GC 434090.7 RISK MANAGEMENT Recommended by State Fire Marshall;Statute of Limitations for AS/Risk Accident!Incident/Graffiti! Health Providers is 3 years; Mina Vandalism/Injury Reports: PUBLIC 5 years 5.years Mag, Ppr Juveniles are required until patient g ADULTS(medical and non-medical.) becomes 18 years old;statewide guidelines propose 3 years;CCP §340.5,GC§34090 Recommended by State Fire Marshall;Statute of Limitations for Accident/Incident/Graffiti/ Age 18 or Age 1$ax Health Providers is 3 years; AS/Risk Vandalism I Injury Reports: PUBLIC 5 years, 5.:years, Mag,Ppr Juveniles are required until patient Manag. JUVENILES(medical and non- whichever is whichever is.. becomes 18 years old;statewide medical.) longer longer guidelines propose 3 years;CCP §340.5,GC§34090 Accident/Incident/Injury Reports: Claims can be made for 30 years Yes: AS/Risk EMPLOYEES(medical and non- Mag, Mfr, for toxic substance exposure;8 5 years 25 years 30 years S When Manag. medical.) Also see Vehicle Accident OD, Ppr Inactive CCR§3204(d)(1)et seq., GC Re orts(City vehicles 12946,34090 X CD CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Adopted: y z mo x . zr N Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-14 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? �.after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& . ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally erformed by file folder. Liti ation complaints and/or claims suspend normal retention per' ds retention be ins after settlement). Accident Reports: CITY VEHICLES AS/Risk (medical and non-medical.) Also see 3 years 3 ye ars Mag,Ppr Consistent with Work Orders for Manag. Vehicle Accident Reports(City vehicle repairs;GC§34090 vehicles) Claim must be filed within 1 year, lawsuit within 2 years;complaints against peace officers within 5 AS/Risk Settle+5 Settle+5 Yes: Until Mag, Mfr, Yes: After years;Statute of Limitations for . Claims-Adults S contracts is 4 years;wrongful Manag . years ...:.years...., ,; Settlement OD, Ppr Settled death for construction is completion+5 years;CCP§§337 et seq.;GC§§911.2,945,34090, ............................ ............................ xxx34090.6;PC§832.5 Age of Age of Majority Maonty Juveniles may have additional AS/Risk Yes: Until Mag, Mfr, Yes: After legal recourses;CCP§§337 et Claims-Juveniles (minimum (miriimvm S Manag. Settle+5 Setfle+5 Settlement OD, Ppr Settled seq.;GC§§911.2,945,34090, years) years) 34090.6;PC§832.5 ..........:................ AS/Risk When No Whin No Manag. Grays Medical Records longer Longer Ppr Non-records used for reference Required Required Calif. Labor Division is required to keep their records 7 years;OSHA AS/Risk OSHA Insurance Certificates, requires 5 years;State law 7 years 7 years Ppr Manag. Inspections&Citations,Log 200 requires 2 years;8 CCR §3203(b)(1),GC§34090.7;LC Statute of Limitations for contracts Insurance Application Forms AS/Risk Yes: Before is 4 years,personal property 3 (Purchase of insurance for Library or 4 years 4 years Ppr Manag. Community Service facilities) Event years;CCP§§337,338;GC 34090 CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Adopted: N z mo x �N Q O Ver.4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-15 Office of Classification Records Description Retention/Disposition Comments/Reference Record J OR File Number Destroy Image. Inactive Paper ActiVe Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& 'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. .last document+2 ears since destruction is normally erformed b Me folder. Liti ation com laints and/or claims suspend normal retention periods retention begins after settlement). Statute of Limitations for contracts AS/Risk Insurance Certificates(for Facility Yes: Before is 4 years,personal property 3 Manag. Rentals,etc) 4 years 4 years Event Ppr years;CCP"§337,338;GC §34090 Yes: Claims must be filed within 1 year; AS/Risk Yes: Before Mag, Mfr, Statute of Limitations for contracts Insurance Claim Forms 5 years 5 years S When Manag. Claim is paid OD,Ppr Inactive is 4 years;CCP§§337,338;GC §34090 Yes: Claims can be made for 30 years AS/Risk Mag,Mfr, for toxic substance exposure;8 Manag. Workers Compensation Files 5 years 25 years 30 years S When 1. OD, Ppr Inactive CCR§3204(d)(1)et seq.,GC 12946,34090 1 ry CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: a z mo x =r N O X N Ver.3.0 RECORDS RETENTION SCHEDULE - BUILDING and SAFETY Page B-1 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number I Destroy Inactive Image: paper Active Tatal Media 1=Import (OFR) (Off-site, Vital? after (in office} Retention; Options M=Mfr OD or Mfr) S=Scan Imaged& C d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed by file folder. Liti ation, com laints and/or claims suspend normal retention periods retention begins after settlement). Building When No When No Records used to facilitate permit & Permit# Applications Longer Longer Mag, Ppr issuance; Projects may expire Safety Required Required 4. after 2 years; GC§34090 Department Preference; LAC& Building UBC require plans be retained for Mag, Mfr, Yes: 1 90 days from completion date; & Building Permits-ALL P .. Yes(all) OD, Ppr S year Statewide guidelines propose Safety permanent; UBC§106.4.2,GC 34090, H&S§19850 Department Preference; Law requires for the life of the building Building Plans-ALL(includes soils for commercial only; Statewide Building reports,energy calculations, Life of Yes: guidelines propose 2 years for IL�fe of Mag, Mfr, & Permit# commercial structural plans, 2 years Yes(all) When blueprints&specifications; UBC Building Building OD, Ppr Safety commercial structural calculations, Inactive and UAC require 90 days from expired projects) completion date for resdiential and appurtenances; UAC§303.2; UBC §106.4.2; H&S§19850,GC§34090 Building & Certificates of Occupancy P P Yes(all) Mag, Mfr, S Yes: 1 Statewide guidelines propose life Safe OD, Ppr year of building; GC§34090 Building Inspection Records: UVhen Records used to facilitate permit when Permit & Permit# Correspondence, Fees,Appeal Permit Mag, Ppr issuance; Projects may expire Finatled Safety Requests, Inspection Reports FinalCed after 2 ears; GC§34090 Until Permit Until Kermit Transitory Records used to Building Lists: Correction,Building, Plan Finalled or 2 Finalled or:Z facilitate permit issuance; Projects & Permit# Review, Plan Check Form, Building years, years M,ag, Ppr may expire after 2 years; GC Safety Correction List,etc. whichever is whbhever S: §34090 longer longer �o CD CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: z mo x n ver.3.0 RECORDS RETENTION SCHEDULE - BUILDING and SAFETY Page B-2 Office Classification of OR Records Description Retention I Disposition Comments I Reference Record File Number j Image Destroy Inactive g Paper (OFR) Active (Off-site, Total Vital? Media 1=lmpo after (in office) Retention: Options M=Mfr OD or Mir) Imaged& S=Scan C. If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e. .last document+2 ears, since destruction is normally performed by rile folder. Liti ation, complaints and/or claims suspend normal retention edods retention begins after settlement. Project File (finalled projects): Reports, Blueprints submitted by Building applicants,Specifications submitted Yes: Mag, Mfr, & Permit# by applicants,and Calculations: 2 years P P OD, Ppr S When Land Records; GC§34090 Safety Energy, residential structural Inactive calculations,soils reports(these are reflected on plans),etc. Department Preference; Law _. . .......; requires for the life of the building Building Yes: for commercial only;Statewide Mag, Mfr, ; guidelines propose 2 years for & Permit# Sign Permits-ALL 2 years Life of Sign Life of Sign Yes(all) S When Safety OD, Ppr Inactive blueprints&specifications; UBC requires 90 days from completion date; UBC§106.4.2, H&S§19850, GC§34090 CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: y z mo x S N O O Ver.2.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: i Inactive Paper Active 7ata1 Media 1=lmpt'rt (OFR) (Off-site, Vital? after (in office) 12etentIon 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. Liti ation coin laints and/or claims suspend normal retention Periods retention begins after settlement). Abatements,Code Violations: Resolved without Warrant or Yes: Until Lead Dept. Complaint (administrative 2 years 2 years.:,.,, Resolution Mag, Ppr GC§34090 citations Department Preference(covers Attorney Day Files(Letters and Mag, Mfr, City Attorney 10 years 10 years S/I No claim/litigation retention period); Memos from City Attorney) OD, Ppr GC§34090 City Attorney City Attorney Opinion Index 5 years P P Yes Mag,Mfr, S/I No Statewide guidelines propose OD, Ppr superseded+2 years;GC§34090 City Attorney City Attorney Opinions 5 years P P Yes Mag, Mfr, S/I No Statewide guidelines propose OD, Ppr superseded+2 years; GC§34090 Closed Session Informational Department Preference(covers City Attorney 5 years 5 years Mag, Ppr claim/litigation retention period); Letters/Memos GC§34090 All State and Federal laws require Department of Fair Employment& Final Final retention until final disposition of City Attorney Disposition+ )0sgosltlOn Mag, Ppr formal complaint;State requires 2 Housing(DFEH or EEOC)Claims 2 years 2 years years after action is taken; GC § 12946,34090 AS Human Yes: Before Department Preference;GC Grievance Reports 5 years Resources 5 years Disposition Mag, Ppr §34090.7 X M CITY OF HUNTINGTON BEACH, CA 02001 Diane R.Giadwell,CMC(909)337-3516(all rights reserved) Adopted: In z mo x . 7'N Q p Ver.2.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR _ File Number Destroy Image: Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=lmpprt after (in office) OD or Mfr) Retention Options M=M r 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. . last document+2 ears,since destruction is normal) erformed b file folder. Liti ation,com taints and/or claims suspend normal retention periods retention begins 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: Settle+ 1 {m�nrmum ! Yes: Until Mag, Mfr, wrongful death for construction is City Attorney Historical(Orange County year (minimum 4 Settle+5 Settlement OD, Ppr S After completion+5 years;Civil Courts Bankruptcy,etc.) years) years) Inactive retain their records for 10 years; CCP§§337 et seq.;GC§§945, 34090, 34090.6,68150; PC 832.5 Statute of Limitations runs 6 months-5 years;for contracts is 4 Yes: years;wrongful death for Litigation Files/Legal Case Files: Settle+1 Settle+;5 Yes: Until Mag, Mfr, construction is completion+5 City Attorney 4 years S After Regular year years' Settlement OD, Ppr years; Civil Courts retain their Inactive records for 10 years; CCP§§337 et seq.;GC§§945,34090, 34090.6,68150; PC 832.5 Brown Act challenges must be City Attorney Request for Legal Services(RLS) 2 years 2 years Mag, Ppr filed within 30 or 90 days of action; GC§§34090,54960.1 c 1 City Attorney Fully Paid+ Fully Ped+; Yes: Until Mag,Mfr, Yes: 1 or City Small Claims S Meets auditing needs; GC§34090 Treasurer 2 years 2 years Closed OD, Ppr year 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. CITY OF HUNTINGTON BEACH, CA 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: N z mo x T N &O X 0 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Active Inactive I Total. Media 1=1mpo Paper after (OFR) (in office) CD or Mfr I�etentan Vital'?. Options M=Mfrs' 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, complaints and/or claims suspend normal retention periods retention be ins after settlement). Mag, City Clerk determines historical City Clerk Historical Records P P Mfr,OD, S/I No records; GC§34090 Pr 100-GENERAL ADMINISTRATION Lead Dept. 100.10 Policy&Procedures Until UhtE[ Mag, Lead Depart. Is OFR;GC Superseded Superseded Ppr §34090.7 City Clerk 100.20 Organization Charts 10 years 10 years Mag, Department Preference; GC Ppr §34090 Department Monthly I Annual Mag, Department Preference Lead Lead Dept. 100.30 10 years 10 years Reports Ppr Dept is OFR; GC§34090 City Clerk 100.50 Restructuring I Reorganization 10 years 10 yews Mag, Department Preference;GC Ppr 34090 BOARDS I COMMISSIONS I COMMITTEES When No :When Na City Clerk 110.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Statute of Limitations: Public official misconduct is discovery of Applications&Resignations: Mag, offense+4 years,Statewide City Clerk 110.20 5 years 5 years SUCCESSFUL Ppr guidelines propose Appointment ..... .. . +5 years,GC§34090; PC ............... ...... ............................. 801.5,8030 City Clerk 110.20 Applications&Resignations: 2 years 2 yews Mag' GC§34090 et seq. UNSUCCESSFUL Ppr Department Preference-Matches City Clerk 110.30 Recognitions 4 years 4 yews Ppr' terms of office;GC§34090 et, seq. Superseded Superseded' Mag, Department Preference; GC City Clerk 110.40 Code of Ethics (minimum 2mtrnmum 2< Mfr,OD, I §34090 years) years) Ppr X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z ko sN 00 A� Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of I Classification Records Description Retention/Disposition Comments/Reference Record—i OR File Number Image: Destroy (OFR) Agtive Inactive/ Tots[ Vital? Media I=1mpo Paper after (in office) CD or Mfr ..Retentuon Options M=Mfrs 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 nornmnally performed by file folder. Litigation, complaints and/or claims sus end normal retention periods retention begins after settlement). City Clerk 110.50 Maddy Act 2 years 2 years tMag, GC§34090 et seq. 120'-CITY'COUNCIL Mag, Yes: After Department Preference; GC City Clerk 120.10 Policy&Procedures Superseded P P Mfr, OD, I Superseded §34090 Ppr Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years 4 years. Pp�' terms of office; GC§34090 et seq. Sunset of Sunset of Department Preference-Matches City Clerk 120.25 Ad Hoc Committees Committee+ Committee+: Pa9' terms of office; GC§34090 et 2 ears 2 years: p seq. 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 Meetings: Mag, filed within 30 or 90 days of City Clerk 120.50 2 years 2 years Affidavits of Postings Ppr action; GC§§34090, 54960.1(c)(1) Brown Act challenges must be City Clerk 120.55 Agenda Postings 2 years 2 years Mag, filed within 30 or 90 days of Ppr action; GC§§34090, 54960.1 c 1) City Clerk 120.60 Proclamations 2 years 2 years PPr' GC§34090 et seq. Mag, City Clerk 120.65 Minutes P P Yes Mfr, OD, S No GC§34090 Pr CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x • S N ♦T O Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Agtive Inactive/ Total; Media I=1mpo� Paper after Vital. (OFR) (in office) CD or Mfr Retention. ..'. Options M=Mf 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, complaints and/or claims suspend normal retention periods retention begins after settlement). City Clerk 120.70 Commendations/ 2 years 2 years Mag' GC§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 PPr' GC§34090 et seq. City Clerk 120.90 Request for Staff Reports/ 2 years 2 years Mag' GC§34090 et seq. Responses Ppr When No When fro City Clerk 120.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required I Re uired 125-OTHER CITY ENTITIES } Brown Act challenges must be Affidavits of Postings, Notices, Mag, filed within 30 or 90 days of City Clerk (all) 2 years 2 years Proof of Publications, etc Ppr action;GC§§34090, 54960.1(c)(1) Public Facilities Corp. (PFC): Mag, City Clerk 125.10 Minutes, Resolutions P P I Yes Mfr, OD, S No GC§34090 Pr Civic Improvement Corp(CIC): Mag, City Clerk 125.20 Minutes, Resolutions P P Yes Mfr, OD, S No GC§34090 .. Ppr Public Finance Authority: Minutes, Mag, City Clerk 125.30 Resolutions P P Yes Mfr,OD, S No GC§34090 Ppr Parking Authority: Minutes, Mag, City Clerk 125.40 Resolutions P P Yes Mfr,OD, . S No GC§34090 Pr X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: z mo =r N Q O :•i N A io Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Active Inactive/ Total: Media I=1mpo Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfp 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 rile folder e. . last document+2 years), since destruction is normally performed by file folder. Litigation, complaints and/or claims suspend normal retention penods retention begins after settlement. Bolsa Chica Conservancy-Bolsa Mag' Non-records retained for City Clerk 125.45 Chica Land Trust P P Yes Mfr, OD, S No 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 140-ORGANIZATIONS<=LOCAL City Clerk (all) (All categories) 5 years 5 years Mag, Department Preference; GC P r �§34090 150 ORGANIZATIONS'-AT LARGE When No When No City Clerk 150.10 Administration Longer Longer Ppr' GC§34090 et seq. Required ...:Required Southern California Association of Mag, Department Preference; GC City Clerk 150.20 Governments(SCAG 5 years 5 years P r 34090 City Clerk 150.30 Sister Cities 10 years 1p yews Mag, Department Preference; GC Ppr §34090 City Clerk 150.40 League of California Cities 2 years 2 years PPS' GC§34090 City Clerk 150.50 Orange County Housing Authority 2 years 2 years1 FPPS' GC§34090 City Clerk 150.55 Orange County Auto Theft Task 2 years years Mag' GC§34090 Force Ppr City Clerk 150.60 American Coastal Commission 2 years 2 years Mag, FGC§34090 =150•PUBLIC::NFORM 4TION<I RELA'i"fONS: Mag City Clerk 160.10 Administration 2 years 2 years Ppr GC§34090 et seq. . , X W CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: z mo x • �N Q O .s N Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aqtive Inactive/ Total Media I=1mpo�t Paper after (OFR) (in offioe) CD or Mfr Retention ! Vital? Options M=Mf . 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, com laints and/or claims suspend normal retention periods retention begins after settlement). Informal Petitions (submitted to Council on any subject Also see Department Preference; Law . City Clerk 160.20 2 years 2 years Ppr requires 1 year for petitions;GC Elections for Initiative, Recall or §50115 Referendum) City Clerk 160.30 Public Comments 2 years 2 years Ppr' GC§34090 City Clerk 160.40 Presentations/Donations 2 years 2 years Pag' GC§34090 170-RECORDS';MANAGEMENT When No When No City Clerk 170.10 Administration Longer Longer . Ppr' GC§34090 et seq. Required Required Mag, 1 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 Pr 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 Ppr When No When No City Clerk 170.60 Your Departments Working File Longer Langer Ppr' GC§34090 et seq. Re uired Re wired 180-IRISK:MANAGEMENT When No When NO City Clerk 180.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Reqw red.x:��: CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: P z mo x • �a Qo :+ N 0 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Active Inactive/ Total: Media I=1mpo Paper after (OFR) (in office) CD or Mfr ._Retention, Vital? Options M=Mfrs Imaged& S=Scan QC.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 ti/e folder. Litigation. complaints and/or claims suspend normal retention periods retention begins after settlement). Insurance Policies&Certificates (City-owned): Liability(General& Yes: Mag, Yes: After For protection from litigation; GC City Clerk 180.20 Public),Workers Compensation P P Before Mfr, OD, S Expiration §34090 (prior to 1980,when the City Expiration Ppr became self-insured AS/Risk Mag, City Attorney is OFR; GC 180.40 Claims Against the City 2 years 2 years Mana . _ Ppr §34090.7 AS/Risk Mag, Administrative Services is OFR; Mana 180.50 Incident/Accident Reports 2 years 2 years Ppr GC§34090 When No When No City Clerk 180.60 Your Departments Working File Longer Longer PPr' GC§34090 et seq. Required ;Required When No When No Staffing Mag, Copies(staffing Department is Depart. 180.70 Advisory Groups Longer Longet Ppr OFR);GC§34090.7 Re uired :Re uired 200-FACILITIES When No When No Administration/Operation/ Mag, City Clerk 2xx.1 Longer Longer GC§34090 et seq. Maintenance Ppr Required Requited Yes: Mag, Public Yes: After Works 2xx.2 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 2xx.3 Advisory Groups Longer Longer Depart. Re uired Re uired Ppr OFR); GC§34090.7 300 ;AUDITS When No When No City Clerk 300.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired X A CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x • a �o w N 0 4b Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy (OFR) gtive Inactive/ Totat Vital? Media 1=lmpoft Paper after A r1 (in office) CD or Mfr Retent}on Options M=Mf 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, complaints and/or claims suspend normal retention periods retention begins after settlement). AS/ Yes: Mag, Department Preference-Finance Yes: After Finance 360.2-300.70 Audits-all agencies P P ! Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 3!10..FINANCIAL STATEMENTS:!!:1:REPORTS 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/Treasurer's Yes: After City Clerk 310.2-310.85 Reports-all agencies P P Before Mfr,OD, S Inactive also retains permanently; GC Completion Ppr §34090 320•BUDGET i When No When Na AS/ Mag, AS/Finance is OFR; GC Finance 320.10 Administration Longer Longer Ppr §34090.7 Required Required Yes: Mag, Department Preference-Finance Yes: After City Clerk 320.20 City Annual Operating P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 City Clerk 320.30 Preliminary Budget 2 years 2 years .` PPS' GC§34090 Yes: Mag, Yes: After Department Preference(meets City Clerk 320.40 Capital Improvement Budget 5 years 5 years Before Mfr,OD, S Inactive auditing standards); GC§34090 < Completion Ppr Yes: Mag, Yes: After Department Preference; GC City Clerk 320.50 Unbudgeted Expenditure P P Before Mfr,OD, S Inactive §34090 Completion Ppr CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: m z k O 7'N Q O O C�io Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy (OFR) Agtive Inactive/ Total. Vital? Media I=Import Paper after (in office) CD or Mfr Re#en#ion Options M=Mf� 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. complaints and/or claims suspend normal retention periods retention begins after settlement). AS/ When No When No Mag, Copies(staffing Department is 320.60 Advisory Groups Longer Longer r OFR);; GC 34090.7 Finance Required Required. p ) § Mag, Copies(staffing Department is City Clerk 320.70 Parking Authority 2 years 2 years Ppr OFR ;GC 34090.7 -T-West Orange County Water Board Mag, City Clerk 320.80 WOCWB /Water Well Lines P P p r GC§34090 . .. 330 DEBT'SERVICE When No When No Mag, AS/Finance is OFR; GC City Clerk 330.10 Administration Longer Longer Ppr §34090.7 Required Requiredx. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat Ca.. ....t debentures is 6 years; Bonds Bonds/Certificates of Participation Redemption Re d�:rnptio, Yes: Until issued by local governments are City Clerk (all) 2 years Ppr 10 years;There are specific (issued by the City) or Maturity+ or Maturity+_; Maturity requirements for disposal of 8 years 10 years unused bonds;CCP§§336(a)(1) &(2),337.5(2);GC§43900 et se . U 34U•REVEN . E AND TAXATION .... When No When No AS/ 340.10 Administration Longer Longer Ppr GC§34090 et seq. Finance Required Required....: p When No When No AS/ Mag, AS/Finance is OFR; GC 340.20 Fee Schedule Longer Longer P 34090.7 Finance Required Required Ppr § ty When No When No Ci Treasurer Required Re 340.30 Business Licenses Longer Longer Mag' AS/Finance is OFR; GC§34090 uired Ppr X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: to z mo x 7'N a:O 0� Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Arptive Inactive/ Total: Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital?. Options M=Mf 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, complaints and/or claims suspend normal retention periods retention begins after settlement). Mag, Yes: After 2 Department Preference;GC City Clerk 340.50 Utilities Tax P P Mfr, OD, S/I years §34090 Ppr When No When No ! Mag, Yes: When Lead Dept. 340.70 Federal Grants/Programs Longer Longer Mfr, OD, S/I Copies-GC§34090.7 Required Required;,, Ppr Inactive When No When No Mag, Yes: When City Clerk 340.80 State Grants/Programs Longer Longer Mfr,OD, S/I Inactive Copies-GC§34090.7 Required ;Required. Ppr Mag, Yes: After 2 Department Preference;GC City Clerk 340.90 Taxes P Mfr, OD, S/I years §34090 . Pr Mag, `des: After 2 Department Preference; GC City Clerk 340.50 Utilities Tax P P Mfr, OD, S/I years §34090 Pr -.:SPECIAL.ASSESSMENT I:IMPRtOVEMENTS DISTRICTS 350 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 Ppr Inactive Yes: Mag, Reimbursement/Improvements/ Completion Yes: After City Clerk 350.30 P P Before Mfr,OD, S Infrastructure;GC§34090 Assessment Districts +2 years Inactive .:::::::. .>:Completion Ppr .......... ...... ......... 400-'REDEVELUIaMENT When No When.No Econ. 400.10 Administration Longer Longer Mag' GC§34090 et seq. Develop. Required Re uired Ppr X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: t" z mo x • S N &G _ O AS Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Active Inactive/ Total; Media I=1mpo Paper after (OFR) (in office) CD or Mfr Retention. Vital. Options M=Mfd Imaged& S=Scarr 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, com laints and/or claims suspend normal retention periods retention begins after settlement). When No When No Econ. 400.20 Special Studies/Reports Longer Longer Mag' Copies; GC§34090.7 Develop. Required Required Ppr When No When N.o Econ. 400.30 Policy/Regulations Longer Longer. Mag' Copies; GC§34090.7 Develop. Required >Required Ppr Mag, Yes: After 2 Department Preference;GC City Clerk 400.40 Biennial Public Hearing P P Mfr, OD, S years §34090 .... Ppr City Clerk 400.50 Redevelopment Closed Sessions 2 years 2 years Ppr' GC§34090 Brown Act challenges must be Adjourned&Special Meetings: Mag, i filed within 30 or 90 days of City Clerk 400.60 2 years 2 years Affidavits of Postings Ppr action;GC§§34090, 54960.1 c 1 ........... 410 REDEVELOPMENT PRaJECT AREAS; Mag, Yes: After City Clerk (all) All Project Areas P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion 420 L4ND USE CONTROL When No When No Planning 420.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Planning 420.20 Policy/Regulations Longer Longer Ppr' Copies;GC§34090.7 Required ;Required Mag, City Clerk 420.35 Signs/Sign Code/Appeals P P Mfr, OD, S No GC§34090 Ppr City Clerk 420.40 Conditional Use Permit Appeals P P `: Mag, GC§34090 CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z k C S N Q O O A� Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Active Inactive/ Total: Media I=1mpo Paper after (OFR) (in office) CD or Mfr Retention ;', Vital? Options M=Mf� 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, com laints and/or claims suspend normal retention periods retention begins after settlement). City Clerk 420.50 Conditional Exception Appeals P P PPS' GC§34090 Final Tract Maps/Tentative Tract Mag, City Clerk 420.60 Maps P P Ppr GC§34090 Public Mag, Public Works is OFR; GC Works 420.70 Parcel Maps Release Transmittals 2 years 2 yeasrs Ppr §34090.7 Coastal Development/Plans/ Mag, City Clerk 420.80 permits/Appeals P P P r GC§34090 City Clerk 420.85 Local Coastal Program P P Ppr GC§34090 When No When No Mag, Copies(staffing Department is Planning 420.90 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Regu!red Reyuteed When No When NO City Clerk 420.95 Your Departments Working File Longer Longer PPr' GC§34090 et seq. Required Re uired 425 CODE<COMPLIANCEi CODE ENFORCEMENT When No When No Planning 420.10 Administration Longer Langer Ppr' GC§34090 et seq. Required Re utred 430-HOUSING!' When No When.No City Clerk 430.10 Administration Longer Longer PPS' GC§34090 et seq. Required Required Preservation/Rehabilitation / Mag, Yes: After City Clerk 430.30 P P Mfr, OD, S Project Infrastructure; GC§34090 Relocation Ppr Com letion Mag, Yes: After City Clerk 430.50 Affordable Housing P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion X z CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC C(909)337-3516(all rights reserved) P m x S N a:o O �+N C)tC Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Agtive Inactive/ Total. Media I=1mpo Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfd 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, com laints and/or claims suspend normal retention periods retention begins after settlement), Mag, Yes: After City Clerk 430.55 Senior Housing P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After Department Preference; GC City Clerk 430.60 Mobilehome Parks P P Mfr, OD, S 10 years §34090 Ppr Economic Mag, Department Preference;GC 430.70 Studies and Reports 10 years 10 years Develop. Ppr 34090 When No When No Staffing Mag, Copies(staffing Department is 430.80 Advisory Groups Longer Longer Depart. Required Re wired Ppr OFR); GC§34090.7 44Q PLANNING When No When No i Planning 440.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Planning 440.20 Census Information Longer Longer Pp�' Copies;GC§34090.7 Required Required Mag, Yes: After City Clerk 440.30 Master Plans P P Mfr,OD, S Land Records;GC§34090 Ppr 10 years Mag, Yes: After City Clerk 440.40 General Plan Conformance P P Mfr, OD, S Land Records; GC§34090 10 years Ppr Mag, Yes: After City Clerk 440.50 General Plan Amendments P P Mfr,OD, S Land Records; GC§34090 Ppr 10 years City Clerk 440.60 Regional Planning 25 years 25 years Mag, Non records(department Ppr preference); GC§34090 A CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: !� mo x • T W C'0 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy AFtive Inactive/ Total Media 1=Import Paper after (OFR) Vital(in office) CD or Mfr Retention ,! . Options M=M4 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, complaints and/or claims suspend normal retention periods retention begins after settlement. Mag, Yes: After City Clerk 440.70 Moratoriums P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr -- --- City Clerk 440.80 Special Studies/Reports 25 years 25 years Mag, Non records(department P r preference);GC§34090 t visory Groups-Formation, Mag, Copies(staffing Department is City Clerk 440.90 ointments P P Ppr OFR)•GC 34090.7 450-ZONING When No When lvo Planning 450.10 Administration Longer Longer PPr' GC§34090 et seq. Required Required Mag, ,Yes: After City Clerk 450.20 Zoning Change Case Files P P Mfr,OD, S 10 years Land Records; GC§34090 Pr Mag, Yes: After City Clerk 450.30 Specific Plans P P Mfr,OD, S 10 years Land Records;GC§34090 Ppr City Clerk 450.40 Special Studies/Reports 10 years 10 ye; rs Mag, GC§34090 460-ECONOMIC:.DEVELOPMENT When No When No City Clerk 460.10 Administration Longer Longer QPr' GC§34090 et seq. Required Required <; Termination Termination Industrial/Business(e.g.Auto Mag, Meets auditing standards; GC City Clerk 460.30 of District+ of District Business District) 5ears y Ppr §34090 5 ears When No When No City Clerk 460.35 Advisory Groups Longer L013ger Mag, Copies(staffing Department is Required .Required....",,... Ppr OF GC§34090.7 500-ANIMAL CONTROL X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z k O S N Q O _ O N n Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ Total Media 1=lmpollrt Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfd 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, com laints and/or claims suspend normal retention periods retention begins after settlement). When No :When No City Clerk 500.10 Administration Longer Longer Ppr' GC§34090 et seq. Required _ Required '_ _ Mag, Yes: After City Clerk 500.20 Regulations P P Mfr,OD, S Land Records;GC§34090 Ppr 10 years 510. EMERGENCY SERVICES When No When No Police or Mag, 510.10 Administration Longer Longer GC§34090 et seq. Fire Required :Required Ppr Mag, Yes: After Department Preference; GC City Clerk (all) Plans and Programs(all) 10 years 10 years Mfr, OD, S 10 years §34090 Pr 520;iENVIRONMENTAL PROTECTION When No When No Lead Dept. 520.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Regwired. Mag, Department Preference;GC City Clerk 520.15 Policy/Positions 10 years 10 years Mfr,OD, S No §34090 Ppr Mag, Claims can be made for 30 years Hazardous Materials(Oil Spills, Yes: After City Clerk 520.20 30 years 30 yee�s. Mfr,OD, S/ etc.) Ppr 10 years 3204 d 1 et seq., GC§34090 Mag, Yes: After Copies-Department Preference; City Clerk 520.30 Coastal Protection/Off Shore Oil P P Mir, OD, S/I 10 years GC§34090.7 Ppr Mag, Yes: After Copies-Department Preference; City Clerk 520.35 Beach Erosion P P :; Mfr, OD, S/I 10 years GC§34090.7 Pr CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: w z T P S N �O n Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ Totai Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfl 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, complaints and/or claims suspend normal retention periods retention be ins after settlement). 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 1 Q years Mag, Copies-Department Preference; _ _ P� GC 34§ 090.7 — 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 Res 15095(c);GC 34090.7 City Clerk 520.75 Air Quality 10 years 1Q 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 Ppr Lead Dept. 520.85 Orange County Vector Control 2 years 2 years Mag, Department Preference; GC Ppr §34090 When No When No Staffing 520.90 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Ppr OFR); GC§34090.7 Required Required 530-POLICE PROTEGT(ON When No Wher n:::Nlbrr,rlrr Lead Dept. 530.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re,q ed Lead Dept. 530.20 Helicopter Program 101years !10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 530.30 Police Towing Program 10 years 10 years Mag, Copies-Department Prefere ce; Ppr GC q34090.7 54Q-<FIRE:.PROTECTION CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z T o ?N O %+N 06 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Image: Destroy (OFR) Aptive Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr <Rotontiorl I Options M=MA 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, complaints and/or claims suspend normal retention periods retention begins after settlement). When No When No Lead Dept. 540.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required 550-FLOOD CONTROL When No When No Lead Dept. 550.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After Department Preference; GC City Clerk 550.20 Flood Control Districts/Channels P P Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference;GC City Clerk 550.40 Drainage P P Mfr, OD, S ` 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 550.50 Reports/Studies P P Mfr, OD, S 10 years §34090 P r When No When No Staffing Mag, Copies(staffing Department is Depart. 520.70 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required ' Re uired 560*PARKING CONTROL . When No .When No Lead Dept. 560.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After Department Preference; GC City Clerk 560.20 Enforcement Regulation P P Mfr,OD, S 10 years §34090 _ Ppr Mag, Yes: After Department Preference; GC City Clerk 560.30 Signs P P ! Mfr,OD, S Ppr 10 years §34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: P z mo x • S N n 1�f Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfl Imaged 8I 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 ti/e folder. Liti ation, com taints and/or claims suspend normal retention periods retention begins after settlement), Residential Parking Permits/Cul Mag, Yes: After Department Preference; GC City Clerk 560.40 de Sac Parking/Diagonal/Parking P P Mfr, OD, S 10 years §34090 Districts Ppr _ When No When No Staffing 560.60 Advisory Groups Longer Longer Mag' GC§34090 et seq. Depart. Required Fie uf`rd Ppr 57Q :PUBLIC WELFARE When No When No City Clerk 570.10 Administration Longer Longer PPS' 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 Mag, i Copies-Department Preference; Lead Dept. 570.30 Obscenity/Pornography 10 years 10....::years.:::. Ppr _ GC 34090.7 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 Groups 5 years 5 years Ppr _ GC§34090.7 Mag, Yes: After City Clerk 570.60 Nuisance Abatement Leins P P Mfr, OD, S 10 years Land Records;GC§34090 Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 570.70 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required »>:.Re. uired::< 580 :TRAFFIC CONTROL, When No .. When No Lead Dept. 580.10 Administration Longer ; Longer. PPS' GC§34090 et seq. Required RegUir:ed Lead Dept. 580.30 Special Studies/Reports 3 years 3 years Mag, Copies—Department Preference; P r GC 434090.7 w CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: to z mo x • 7'N Q'O N A ip Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-18 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ Totat Media I=Import Paper after (OFR) (in office) CD or Mfr <Re#Anton Vital. Options M=M4 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, complaints andfor claims suspend normal retention periods retention begins after settlement). Lead Dept. 580.40 Enforcement(WHY?) 15 years 15 years Mag, Copies-Department Preference; Ppr GC§34090.7 Mag, Yes: After Department Preference; GC City Clerk 580.50 Control Devices(WHY 5 YEARS?) P P Mfr,OD, S 10 years §34090 Pr 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 yee Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 580.80 Bicycle Safety/Equestrian Safety 3 years 3 yeah Mag, Copies-Department Preference; Ppr GC 34090.7 When No When No i Staffing Mag, Copies(staffing Department is Depart. 580.90 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 p Required Re out 590-SENIOR CITIZENS When No When No Lead Dept. 590.10 Administration Longer Longer Pp�' GC§34090 et seq. Required Required Tender Loving Care/Meals on Mag, Copies-Department Preference; Lead Dept. 590.30 5 years 5 years Wheels/Feedback Foundation Ppr GC 34090.7 When No When No Staffing Mag, Copies(staffing Department is Depart. 590.40 Advisory Groups Longer Langer Ppr OFR); GC§34090.7 Required -Re uired AGREEMENTS/CONTRACTSxx When No When No Lead Dept. 600.05 Administration Longer Longer Ppr' GC§34090 et seq. Required Required X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x =r N Q O :*N t7 i'® Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfl 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, com laints and/or claims suspend normal retention periods retention begins after settlement). Agreements&Cash Contracts: All infrastructure,JPAs, &Mutual ALL INFRASTRUCTURE: Aid contracts are permanent for Architects,buildings, bridges, park emergency preparedness;Statute 600.10- improvements, reservoirs,sewers, Yes: Mfr, O Yes: After of Limitations is 4 years; 10 years City Clerk P P . Before .Mfr, OD, S 600.30 sidewalks,street&alley Inactive for Errors&Omissions; CCP improvements,utilities,water. Completion Ppr §§337.337.1(a),337.15,343;GC Exceptions: Demolitions, §34090, Contractor has retention landscaping,street paving requirements in 48 CFR 4.703 __ Statewide guidelines propose Agreements&Cash Contracts completion+5 years for non- Approved by Council: NON- capital improvement contracts& completion+4 years for INFRASTRUCTURE:Consultants, Yes: Mag, ) 600.10- Completion Completion Yes: After transportation and concessionaire City Clerk Landscaping,Slurry Seals,Tree Before Mfr, OD, S 600.30 Trimming, Leases, Professional +5 years +5 years ;Completion Ppr Inactive agreements. Statute of Services, (Not Infrastructure Limitations is 4 years; 10 years projects) for Errors&Omissions; CCP §§337.337.1(a),337.15,343;GC 34090 EEOC/ADEA(Age)requires 1 600.10- Agreements&Cash Contracts Yes: Mag, year after benefit plan City Clerk Approved by Council: Retirement P F Before Mfr,OD, S No termination;State Law requires 2 600.30 Agreements(PERS) Expiration Ppr years after action;29 CFR 1627.3 2 ; GC 12946,34090 Agreements&Cash Contracts Approved by Council: TitleXXX 600.10- Insurance, Land Records Mag, City Clerk P Yes(all) Mfr, OD, S No GC§34090 600.30 (Subdivision, LLA's(Lot Line F Adjustments), &LSA's(Lot Split Ppr A regiments CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: u�+ z m o x ° S N 6.0 - A� Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number [ Image: Destroy (OFR) Aptive Inactive I. Tota Vital? Media 1=Import Paper after (in office) CD or Mfr ;Retention Options M=Mf 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, complaints and/or claims suspend normal retention periods retention begins after settlement). Agreements&Cash Contracts Yes: Mag, EEOC/FLSA requires 3 years for 600.10- Expiration+ Expiration+ City Clerk Approved by Council: MOUs- Before Mfr, OD, MOUs;State requires 2 years;29 600.30 15 years Memorandas of Understandin 15 years Expiration Ppr CFR 516.5, GC 12946, 34090 City Clerk 600.10- Agreements&Cash Contracts: Bid Opening Bid Opening' or Purchas- 600.30 Unsuccessful Bids +2 years +2 years Ppr GC§34090 ing Statewide guidelines propose completion+5 years for non- capital improvement contracts& Yes: Mag, completion+4 years for Completion c.om... tlon Yes: After transportation and concessionaire City Clerk 600.35 Concession Agreements Before Mfr,OD, S +5 years f 5 years Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions;CCP §§337.337.1(a),337.15,343;GC §34090 Yes: Mag, Administrative&legal value City Clerk 600.40 Joint Powers Agreements(JPAs) P P Before Mfr, OD, S No (Emergency Preparedness),GC Ex iration Ppr §34090 Statewide guidelines propose completion+5 years for non- Yes: Mag, capital improvement contracts. Completion Completion Yes: After City Clerk 600.45 Franchises Before Mfr,OD, S Statute of Limitations is 4 years; +5 years +5 years Completion Ppr Inactive 10 years for Errors&Omissions; CCP§§337.337.1(a),337.1 , 343;GC§34090 X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x ° N Qo r:►a 0 fb Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Image: Destroy (OFR) Aptive Inactive/ Totaf Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=M 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, complaints and/or claims suspend normal retention periods retention begins after settlement). All infrastructure,JPAs, &Mutual Cash Contracts: ALL Aid contracts are permanent for INFRASTRUCTURE: Streets, Yes: Mag, emergency preparedness; Statute City Clerk 600.50- Signals, Drainage/Sewer, Parks, P P Before Mfr, OD, S Yes: After of Limitations is 4 years; 10 years 600.80 Wheelchair Ramps,Water, Public Completion Ppr Inactive for Errors&Omissions; CCP Works §§337.337.1(a),337.15,343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 Agreements&Cash Contracts- Other City Entities: ALL All infrastructure,JPAs,&Mutual INFRASTRUCTURE: Architects, 111.11 Aid contracts are permanent for buildings, bridges, park Yes: Mag, i emergency preparedness; Statute City Clerk 600.85 improvements, reservoirs,sewers, P P Before Mfr,OD, S Yes: After of Limitations is 4 years; 10 years sidewalks,street&alley Completion Ppr Inactive for Errors&Omissions;CCP improvements,utilities,water. §§337.337.1(a),337.15,343; GC §34090,Contractor has retention Exceptions: Demolitions, requirements in 48 CFR 4.703 landscaping,street paving Statewide guidelines propose Agreements&Cash Contracts - completion+5 years for non- Other City Entities: NON- capital improvement contracts& INFRASTRUCTURE: Consultants, Yes: Mag, completion+4 years for Completion Completion Yes: After transportation and concessionaire City Clerk 600.85 Landscaping,Slurry Seals,Tree Before Mfr, OD, S Trimming, Leases, Professional +5 years +5 years Completion Ppr Inactive agreements. Statute of Services, (Not Infrastructure Limitations is 4 years; 10 years for Errors&Omissions; CCP projects) §§337.337.1(a),337.15,343 GC 34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z mo x . CD g CD n� Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of Classification Record OR Records Description Retention/Disposition Comments I Reference File Number Image: Destroy (OFR) Aptive Inactive/ Tota ffi l Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfl 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) performed by file folder. Liti ation, com laints and/or claims suspend normal retention periods retention begins after settlement). Agreements&Cash Contracts - Other City Entities: Title Mag, City Clerk 600.85 Insurance, Land Records P P ! Yes(all) Mfr, OD, S No GC§34090 (Subdivision,LLA's(Lot Line Ppr Adjustments), &LSA's Lot Split City Clerk Agreements&Cash Contracts - Bid Opening Bid Opertmg or Purchas- 600.85 Other City Entities: Unsuccessful +2 years +2..' year$ ! Ppr GC§34090 ing Bids .....,,,,.:,,,. .' Statewide guidelines propose completion+5 years for non capital improvement contracts& Yes: Mag, , completion+4 years for MSC(Miscellaneous Service Completion COmpl0 on ,Yes: After transportation and concessionaire City Clerk 600.90 Contracts) +5 years +5 years Before Mfr, OD, S Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337.337.1(a),337.15,343;GC 34090 AS/ Completion GOmple#iorl Mag, Purchasin 600.95 Purchase Orders +5 ears +5 ears Ppr Copies;GC§34090.7 640 : INCORPORATION Mag, City Clerk 610.10 Articles of Incorporation P P Mfr, OD, S No GC§34090 Ppr Uniform Codes(e.g.Uniform Mag, Department Preference; Non City Clerk 610.15 P P records-can be obtained from Building Code,etc.) Ppr the State, if required; GC§3490 Mag, City Clerk 610.20 Charter P P Mfr, OD, S No GC§34090 Ppr m CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: z mo x S N &O N 06 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy (OFR) AFtive Inactive/ Totai Vital? Media 1=Import Paper after (in office) CD or Mfr RetQtltiora,;i Options M=Mfi 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. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Mag, City Clerk 610.30 Annexations P P Mfr, OD, S No GC§34090 Ppr Department Preference; Non Local Agency Formation Mag, records-can be obtained from City Clerk 610.40 4 years Commission(LAFCo) 4 years Ppr the LAFCo if required;GC 34090 620 ELECTIONS City Clerk 620.10 Administration 10 years 10 years Ppr' GC§34090 et seq. General Municipal Elections- HISTORICAL File(Sample ballot, Mag' Retained for Historical Value,GC City Clerk 620.20 P P Mfr, OD, S No 34090 calling,consolidation,canvass, Ppr § affidavits,etc. Special/Other Municipal Elections-HISTORICAL File Mag, City Clerk 620.30 (Sample ballot,calling, P 1' Mfr, OD, S No Retained for Historical Value, GC consolidation,canvass,affidavits, Ppr §34090 etc. FPPC Blank Forms, Lists, and Mag, City Clerk 620.40 5 years 5 years Mfr,OD, FPPC Opinion Administration Ppr City Clerk 620.50 Regulations/Procedures Superseded Superseded Mag, Department Preference;GC +2 years +.;2; ears;:: Ppr §34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: z M o x S N Q O Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of Classification Records Description Retention/Disposition Comments I Reference Record OR File Number _...;' Image: Destroy (OFR) AFtive Inactive/ Tatal Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mf 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. Litictation. com laints and/or claims suspend normal retention periods retention begins after settlement. Department Preference; Statute of Limitations: Public official misconduct is discovery of Mag, offense+4 years, retirement Oaths of Office: Elected Officials Yes:When City Clerk 620.60 P P. Mfr,OD, S benefits is 6 years from last (required of all"City Officers") Inactive Ppr action;statewide guidelines propose Termination+6 years; GC§§36507,34090; PC§§801.5, 803c ;29USC1113 Department Preference; Statute of Limitations: Public official misconduct is discovery of Mag, offense+4 years, retirement Oaths of Office: Other(required of `Yes:When City Clerk 620.65 P P Mfr,OD, S benefits is 6 years from last all"City Officers") Inactive Ppr action;statewide guidelines propose Termination+6 years; GC§§36507,34090; PC§§801.5, 803c;29USC1113 Elections-Campaign Reports Paper must be retained for at (FPPC 400 Series Forms): Mfr, OD, After 2 least 2 years; City Clerk 620.80 SUCCESSFUL CANDIDATES 2 Years P I' Ppr S years CCP§583.320(a)(3); GC Elected Officials §81009 b Elections-Campaign Reports Paper must be retained for at City Clerk 620.85 (FPPC 400 Series Forms): 5 years 5 years Ppr least 2 years; GC§81009(b)(g) UNSUCCESSFUL CANDIDATES Elections-Campaign Reports Mfr, OD, After 2 Paper must be retained for a City Clerk (FPPC 400 Series Forms): 7 years 7 years S OTHER COMMITTEES PACS Ppr years least 2 years; GC§81009(b)( ) X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x S N Q O n Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Image: Destroy AFtive Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retent>Ia» Vital? Options M=Mf� 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, complaints and/or claims suspend normal retention periods retention begins after settlement). Elections-Campaign Reports (FPPC 400 Series Forms): Mfr,OD, After 2 Paper must be retained for at City Clerk THOSE NOT REQUIRED TO FILE 4 years 4 years S ORIGINAL WITH CITY CLERK Ppr years least 2 years; GC§81009(b)(g) (copies) Department Preference; No Duration of Duration of specific legal requirement; Elections-Candidate Statements After 2 Statewide guidelines propose 4 City Clerk Office+4 Office+4 Ppr S/M/I (to be printed in the sample ballot) years years; recommend term+4 years years years for administrative value; GC§ 34090 Department Preference; No City Clerk Elections-Certificates of Election 8 years P P. Ppr S ;Yes: After specific legal requirement; Inactive Statewide guidelines propose 4 ears;GC§34090 Department Preference; Statewide guidelines proposes 4 years for successful candidates,2 Mag, years for unsuccessful;CA law City Clerk 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 Not accessible to the public;The 8 month retention applies after City Clerk Elections-Petitions(initiative, $mo 8 mo, Ppr election results,or final Recall or Referendum) examination if no election. Applies unless a legal/FPPC proceeding. EC 17200, 17400 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: w z mo x S N O O Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ Totat Media I=lmpgrt Paper after (OFR) (in office) CD or Mfr ;:Retention..: Vital. ffi Options M=M* 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 normalIV performed bv file folder. Litigation, com taints and/or claims suspend normal retention periods retention begins after settlement). No specific legal requirement; Statewide guidelines propose 2 City Clerk Elections-Precinct Maps 2 years 2 years Ppr' years;County Clerk sends to Secretary of State; EC§17501, GC 434090 ELECTIONS!:—STAND-ALONE use iln con unction with Consolidated electians> ..records series arei not re''eated Ii Elections-Absentee Applications, City Clerk 6 mo. 6 mo. Ppr EC§17505 Roster of Absentee Applications City Clerk Elections-Absentee Identification 6 mo. 6 mo. Ppr EC§17302 Envelopes City Clerk _ Elections-Ballots-After Election _ 6 mo. 6 mo. Ppr _ _ EC§17302 City Clerk Elections-Ballots-After Recount 6 mo. 6 rri0, Ppr EC§17306 Consistent with retention for Elections-Assessment District Election Ballots;Statewide City Clerk 6 mo. Ppr guidelines propose permanent; Ballots-Prop.218 proceedings EC§§ 17302, 17306; CA Constitution Art.XIII City Clerk Elections-Challenged&Assisted 6 mo 6 mo Ppr If uncontested, EC§17304 Voters List City Clerk Elections-Inspector Receipts for 6 mo 6 mq Ppr EC 17302, 17306 Ballots Elections-Precinct Officer City Clerk 6 mo 6 tria Ppr EC§17503 Appointments Mag, City Clerk Elections-Roster of Voters 5 years 5 years Mfr,OD, EC§17300 Pr City Clerk Elections-Tally Sheets 6 mo 6 mo Ppr EC§17304 Elections-Voter Index Copies used City Clerk as the Voting Record at Polling 6 mo 6 mo Ppr EC§17304 Places City Clerk Elections-Voter Index Original 5 years 5 eats Ppr EC§17001 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: y z mo x S N �o + N Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ TataI Media I=lmp°�rt Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfl 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, complaints andlor claims suspend normal retention periods retention begins after settlement). End of Elections-Stand-Alone Section > When No When No City Clerk 620.90 EourDepartments Working File Longer Longer Pp9' GC§34090 et seq. Required Required.:::, 630:-LEGAL OPERATIONS When No When No city 630.10 Administration Longer Longer Pa9' Copies;GC§34090.7 Attorney Required Required P Mag, Yes: After Department Preference; GC City Clerk 630.30 Legal Opinions P P Mfr, OD, S 10 years §34090 Ppr city Attome 630.40 Litigation 2 years 2 years Pa9' ; Copies;GC§34090.7 Superseded Superseded! rMag, City Clerk 630.50 Legal Procedures +2 ears +2 years ! GC§34090 City Clerk 630.60 Conflict of Interest Code Superseded Superseded' Department Preference;GC +2 years +2 years :' §34090 FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS(elected¬ 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(0(g) Members, City Manager,City Treasurer&City Attorney) Affidavits of Postings, Notices, Brown Act challenges must be City Clerk 630.80 Proof of Publications,etc- 2 years 2 years Mag, filed within 30 or 90 days of Ordinances PPr action;GC§§34090, 54960.1 c 1 X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: P z O x N o'o �►IJ n t°O Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Alctive Inactive/ Total Media 1=lmpQrt Paper after (OFR) (in office) CD or Mfr, Retention,,: Vital? Options M=Mfr Imaged 8� S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is norm all erformed by file folder. Litigation, com laints and/or claims suspend normal retention periods retention begins after settlement). FPPC 700 Series Forms (Statement of Economic Interests): Mag, City maintains original City Clerk 630.85 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 When No When Np City Clerk 630.90 Your Departments Working File Longer Longer PPS' GC§34090 et seq. Required ....Required 64U-LEGISLATION 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 Ppr §34090 Codification(City Clerk's working Mag, City Clerk 640.20 file 2 years 2 years GC§34090 Ppr City Clerk 640.30 County 2 years 2 yews Mag, Department Preference; GC Ppr §34090 City Clerk 640.40 State 2 years 2 years Mag, Department Preference;GC Ppr §34090 City Clerk 640.50 Federal 2 years 2 years Mag, Department Preference;GC Ppr §34090 When No When No City Clerk 640.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Re uired 650 REAL`PROPERTY When No When No Lead Dept. 650.10 Administration Longer Longer..... PPS' GC§34090 et seq. Required Re uired CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z mo x • =N o:o N Cf� Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-29 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy (OFR) AFtive Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mi 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!y performed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). When No When No Economic Appraisal Reports: Property NOT Mag, Develop. 650.20 purchased Longer Longer Ppr Copies; GC§34090.7 Required Required When No When No Economic Appraisal Reports: Purchased Mag, Develop. 650.20 Property Longer Longer Ppr Copies;GC§34090.7 Required Requiretl Acquisitions(Deeds,Title Reports, Mag, City Clerk 650.20 etc.} P P Yes: All Mfr,OD, S No GC§34090 Ppr Acquisitions-Parks/Fire Stations Mag, City Clerk 650.40 (Deeds,Title Reports,etc.) P P Yes: All Mfr, OD, S No GC§34090 Ppr Acquisitions-Eminent Domain Mag, ; City Clerk 650.50 (Deeds,Title Reports, etc.) P Yes: All Mfr,OD, S No GC§34090 Ppr 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 P Yes: All Mfr,OD, S No GC§34090 Pr When No When No. City Clerk 650.90 Your Departments Working File Longer Longer PPS' GC§34090 at seq. Required Re uired 700-PERSONNEL ADMINISTRATION_. Amendments to City Classification Mag, Department Preference; GC ' City Clerk 700.10 Plan 15 years 15 years Ppr §34090 City Clerk 700.20 Personnel Policies/Procedures 15 years 15 years Mag, Department Preference; GC Ppr §34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted. In z mo x . S N a N n Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy AFtive Inactive otaLl. Media 1=lmprt Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mw 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, com laints and/or claims suspend normal retention periods retention begins after settlement). City Clerk 700.30 Surveys/Studies 10 years 10 years Mag, Department Preference; GC Ppr §34090 When No When No City Clerk 700.40 Administration Longer Longer . Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 700.50 Retirement Benefits(PERS) P P Mfr, OD, S GC§34090 Ppr 10 years Mag, Yes: After City Clerk 700.55 Deferred Compensation P P Mfr,OD, S GC§34090 Pr 10 years AS/Human 700.60 Recruiting and Selection 2 years 2 yews Mag' GC§34090 Resources Ppr When No Wh AS/Human en No Mag, Copies(staffing Department is 700.70 Advisory Groups Longer Longer Resources Required Requirdd Ppr OFR);GC§34090.7 When No When:No City Clerk 700.80 Your Departments Working File Longer Longer PPS' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 700.90 Elected Officials P P Mfr,OD, S 10 years GC§34090 Pr _. 710=TRAINING AND EMPLOYMENT:RROGRAIVIS When No When No Lead Dept. 710.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required AS/Human Mag, Department Preference-Co 'es; 710.20 Employee Development 5 years 5 years �. Resources Ppr GC 34090.7 AS/Human P r Mag, Department Preference-Copies; 710.30 Youth Employment Services 5 years 5 years Resources TGC 34090.7 X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z K x N tJ O %+N Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Image: Destroy (OFR) AFtive Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr. Retent on : Options M=Mf 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. Litiiqation, complaints and/or claims suspend normal retention periods retention begins after settlement). AS/Human Mag, Department Preference-Copies; Resources 710.40 Organizational Development 5 years 5 years Ppr GC 34090.7 720-EMPLOYEE RELATIONS When No When No AS/Human 720.10 Administration Longer Longer Mag' GC§34090 et seq. Resources Required Required Ppr When No When Na AS/Human 720.20 Bargaining Units/Associations Longer Langer Mag' Copies; GC§34090.7 Resources Re uired Re uired Ppr 800 STREETS 1 HIGHWAYS AND FREEWAYS Public g00.10 Administration P P Mag' GC§34090 et seq. Works Ppr Mag, `Yes: After City Clerk 800.20 Street Improvements P P Yes(all) Mfr, OD, S project Infrastructure; GC§34090 Ppr completion Public 800.30 Federal Aid Urban(FAU Program) 3 years 3 yoats Mag' Copies; GC§34090.7 Works Ppr Public Orange County Arterial Highway Mag, 800.40 3 years 3 years Copies;GC§34090.7 Works Financing Program(AHFP) Ppr Public Orange County Combined Ma 800.45 Transportation Authority Funding 3 years 3 years g' Copies;GC§34090.7 Works Ppr Program OCCTA Vacations/Abandonments/ Mag, Yes: After City Clerk 800.50 P P Yes(all) Mfr, OD, S project Infrastructure; GC§34090 Dedications Ppr completion Mag, Yes: After City Clerk 800.55 Rights of Way P P Yes(all) Mfr,OD, S project Infrastructure; GC§34090 Ppr completion Street Openings-Closures/ Mag, Yes: After City Clerk 800.60 Extensions P P Yes(all) Mfr, OD; S project Infrastructure; GC§34090 Ppr completion X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x o S N X N 06 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy (OFR) Aptive Inactive/ Tatal Vital? Media I=lmpgrt Paper after (in office) CD or Mfr Options Options M=MfF 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, complaints and/or claims suspend normal retention periods retention begins after settlement). City Clerk 800.70 Street Names/Changes/ P P Yes(all) Mfr OD, S Yes: After Infrastructure;GC§34090 Numbering 10 years Ppr 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 Re aired > ............................ ... - 814-SOLID WASTE MANAGEMENT When No When No Public 810.10 Administration Longer Longer Mag' GC§34090 et seq. Works Required Required. Ppr i Public Mag, Department Preference-Copies; Works 810.20 Refuse Collection/Landfill/Dumps P P ; Ppr GC 34090.7 Public Mag, Department Preference-Copies; 810.30 Litter Control 5 years 5 years Works Ppr GC 34090.7 City Clerk 810.40 Rates 5 years 5 ears Mag, Meets auditing standards;GC y Ppr §34090 Public Mag' Yes: After Department Preference;GC§ 810.60 Recycling Programs/Plans P P : Mfr,OD, S Works P r 10 years 34090 . . . 820'-WATERWAYS When No When No Public 820.10 Administration Longer Longer '; Mag' GC§34090 et seq. Works Required >Regtttred <: Ppr Mag, Yes: After City Clerk 820.20 Waterway/Pierhead Lines P #� Yes Mfr, OD, S 10 years Infrastructure; GC§34090 Pr X m CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: z mo k . S N Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Classification Records Description Retention I Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ Total Media I=lmpgrt Paper after (OFR) (in office) CD or Mfr 'Retention Vital? Options M=MW 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 file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement. When No When No Staffing g20.30 Advisory Groups(Bylaws are Longer Longer Mag, Copies(staffing Department is Depart. permanent) Re uired Re uired Ppr OFR); GC§34090.7 830-SIDEWALKS Public 830.10 Administration P P Mag' GC§34090 et seq. Works Ppr Sidewalks/Curbs/Gutters/ Mag, Yes: After City Clerk 830.20 Driveways/Pedestrian Bridges/ P P Yes Mfr,OD, S 10 years Infrastructure;GC§34090 Wheelchair Rams P r 840-:INFRASTRUCTURE When No When No Public 840.10 Administration Longer Longer Mag' GC§34090 et seq. Works Required Required _' PprPublic , Works 840.20 Studies and Reports 10 years 1.0 years Pag' Copies;GC§34090.7 pr When No When No Staffing Advisory Groups(Bylaws are Mag, Copies(staffing Department is 840.50.50 permanent) Longer Longer Ppr OFR); GC§34090.7 Required Re uireWNWd 900-ARTS When No When No Lead Dept. 900.10 Administration Longer Longer PPr' GC§34090 et seq. Required Requtred : When No When NA Yes: Comm. Mag Copies(Community Services is 900.30 Special Events Longer Longer Before , Services Ppr OFR); GC§34090.7 Required Requ"rred Event Mag, Meets Auditing Standards; G City Clerk 900.30 Gifts/Acquisitions 5 years 5 years Ppr 34090 When No When No Staffing g00.40 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Required Re tired Ppr OFR); GC§34090.7 9 f0-HISTORIC PRESERVATION CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: z mo x • S N Q C =N 0 6 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-34 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy AFtive Inactive/ Total Media I=lmpgrt Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=MfF 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, complaints and/or claims suspend normal retention periods retention begins after settlement). Lead Dept. 910.10 Administration P P Ppr' GC§34090 et seq. _. Mag, City Clerk 910.20 City History P P Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 910.30 Historical Preservation P P Mfr,OD, S No GC§34090 Ppr Mag, City Clerk 910.35 Archaeological Resources P P Mfr, OD, S No GC§34090 Ppr When No When No Staffing 910.40 Advisory Groups Longer Longer Mag, ` Copies(staffing Department is Depart. Required ,.::.Required Ppr OFR); GC§34090.7 When No When No City Clerk 910.50 Your Departments Working File Longer Longer PPS' GC§34090 et seq. Required Required:.,...,. ...9206 PARKS: Lead Dept. 920.10 Administration P P jMag, GC§34090 et seq. Yes:After City Clerk 920.20 Master Plan-Parks P P S GC§34090 10 years Mag, Yes:After City Clerk 920.30 Regional Parks P P ! Mfr, OD, S 10 years GC§34090 Pr Mag, Yes:After City Clerk 920.40 City Parks P P . Mfr, OD, S 10 years GC§34090 Pr X CDCITY OF HUNTINGTON BEACH, CA.. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: mo x . 7 a 0'O w y h Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Aptive Inactive/ Total Media I=lmpgrt Paper after (OFR) (in office) CD or Mfr Retention..; Vital? Options M=MfY 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, com laints and/or claims suspend normal retention periods retention begins after settlement). 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 Ppr Mag, Yes:After City Clerk 920.70 Equestrian Center/Equestrian P P Mfr,OD, S 10 years GC§34090 Pr When No When No Staffing g20.80 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Required Re uired ! Ppr OFR); GC§34090.7 930=PATHS&TRAILS Lead Dept. 930.10 Administration P P Ppr' GC§34090 et seq. Mag, Yes:After City Clerk 930.20 Master Plan-Paths&Trails P P ! Mfr, OD, S 10 years GC§34090 Pr 940:TRANSPORTATION:SERVICES _ Lead Dept. 940.10 Administration 2 years 2 years PPr' GC§34090 et seq. City Clerk 940.20 OCTD 10 years :10 years Mag, Department Preference; GC§ Ppr 34090 City Clerk 940.30 Special Transportation Programs 10 years years: Mag, Department Preference; GC§ 10 Ppr 34090 Mag, Yes:After City Clerk 940.50 Plans/Studies/Reports P P Mfr,OD, S 10 years GC§34090 Ppr When No When No Orange County Transportation Mag, OCTC 940.80 Longer Langer Non-records;GC§34090 et seq. Commission(OCTC) Required Required Ppr M CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Giadwell,CMC(909)337-3516(all rights reserved) Adopted): P Z mo x T N 0 Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-36 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Image: Destroy (OFR) AFtive Inactive/ Total Vital? Media I=lmp°�rt Paper after (in office) CD or Mfr ..Retent orw Options M=Mit Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation, complaints and/or claims suspend normal retention periods retention begins after settlement). 950-LIBRARY SERVICES..." Library 950.10 Administration 2 years 2 years Ppg' GC§34090 et seq. Special Events/Programs/ Mag, Department Preference-Copies; Library 950.20 10 years 10 years Reports Ppr GC§34090.7 When No When No:,:: Mag, Copies(staffing Department is Depart. 950.30 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Re uii2d __. _ _ 960-COMMUNITY EVENTS....' Lead Dept. 960.10 Administration 2 years 2 years Ppr' GC§34090 et seq. Comm. Yes: Mag, ; Copies(Community Services is 960.20 Special Events-General 2 years .:,:,2 years. Before Services Event Ppr OFR); GC§34090.7 Yes: Comm. Mag, Copies(Community Services is 960.30 Fourth of July Celebration 2 years years Before Services 2 Event Ppr OFR);GC§34090.7 Yes: Comm. Mag, Copies(Community Services is 960.40 Community Festival 2 years 2 years Before Services Event Ppr OFR); GC§34090.7 Yes: Comm. Mag, Copies(Community Services is 960.50 Walks/Races/Runs 2 years 2 years Before Services Event Ppr OFR); GC§34090.7 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, Copies(staffing Department it 960.70 Advisory Groups 2 years 2 years Depart. P r OFR)• GC 34090.7 1000'�WATER SERVICES Lead Dept. 1000.10 Administration P P Mag, GC§34090 et seq. `7X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z mo X S N Q O nb Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Image: Destroy (OFR) Aptive Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr iR ffi etention Options M=Mf� 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. Liff ation, com taints and/or claims suspend normal retention periods retention begins after settlement). City Clerk 1000.20 Rates/Fees 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 Mag, Yes:After City Clerk 1000.50 Master Plan P P Mfr, OD, S 10 years GC§34090 Ppr Public West Orange County Water Board Mag, 1000.70 P P Non-records;GC§34090 et seq. Works WOCWB Agendas Ppr Public Works 1000.75 Metropolitan Water District 2 years 2 years Ppr' Non-records;GC§34090 et seq. Public Works 1000.80 Orange County Water District P P Ppr' Non-records; GC§34090 et seq. Public Works 1000.85 Quality Control P P Ppr' ` Copies; GC§34090.7 Conservation/Water Reclamation/ Mag' Yes:After City Clerk 1000.90 Water Management Plan P P Mfr,OD, S 10 years GC§34090 pr 1010-TELEPHONE Lead Dept. 1010.10 Administration 2 years 2 years Pp' GC§34090 et seq. City Clerk 1010.20 Rates/Fees 5 years 5 yews Mag, Meets Auditing Standards;GC P r 34090 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 Pr City Clerk 1020.50 Other Agencies/Districts 2 years 2 years Mag, Department Preference; GC Ppr 34090 et seg. Public Mag, Department Preference; GC Works 1020.60 Policies&Procedures P P Ppr §34090 et seg. X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x 7 N �O :►N n Ver.2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-38 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy (OFR) AFtive Inactive/ Tota[ Vital? Media I=Import Paper after (in office) CD or Mfr <Retet t orb.,,; Options M=M4: 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, complaints and/or claims suspend normal retention periods retention begins after settlement). Public Mag, Department Preference-Copies; 1020.70 Special Studies/Reports 10 years 10 years Works P r GC 34090.7 1040-PUBLIG UTILITIES Lead Dept. 1040.10 Administration 2 years 2 years PPr' GC§34090 et seq. City Clerk 1040.20 Electric Utilities P P Mag, Department Preference; GC§ P r 34090 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y Z mo x T N &O Ver.3.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Abtive Inactive/ Totai Media Image: Paper (OFR) Vital? S=Scion after (in office) CD or Mfr Retention Options 1=Import Imaged& .. C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed by file folder. Liti ation, com laints and/or claims suspend normal retention periods retention begins after settlement). Accounts Receivable(e.g. Business License, Developer's Impact Fee City Treasurer keeps the numeric AS/ Yes: Until Mag, Finance Payments, Fire-Medical, Police 2 years 3 years 5 years paid P r control copy for auditing purposes; DUI s,Transient Occupancy Tax, p GC§34090.7 Utility Billing Receipts,etc.) City Affirmative Action Program for Bank Mag, Treasurer Files(part of RFP package) 2 Years 2 years Ppr GC§34090 AS/ Aging Computer Job Reports When No When No Ma Finance (Accounts Receivable, Municipal Longer Longer Pp Copies;Copies;GC§34090.7 Service, Business License, Permits) Required Required AS/ Yes: Until Mag, Copies maintained for auditing Finance Application for Refunds . 2 years 2 years Paid Pprpurposes;GC 34090.7 City Applications(Utility Connects/ Closed, Fully Closed,Fully. Yes: Until Mag' Yes: 1 Address disconnects-Customer"yellow Paid+2 Paid'.+2 Closed Mfr,OD, S Meets auditing needs; GC§34090 Treasurer cards" year ears years Ppr City Audits(Performed by City employees Resolution+ Resolution+ Mag, Consistent with Code Treasurer -e.g.Business License 2 years 2 years Ppr enforcement, meets auditing Investigations re uirements;GC 34090 Billing Records(customer name, Yes: When Mag, Yes: City Consistent with Accounts service address, meter reading, 2 years 3 years 5 years Account Mfr, OD, I After 1 Treasurer Receivable;GC§34090 usa e, pa ments,etc.) Open Ppr year Statute of Limitations for bonds, mortgages,trust deeds, notes or debentures is 6 years; Bonds Cancellat, issued by local governments are City Bonds Debt: Investment Records Redemption Mag, Yes: 10 years;There are specific Maturity 10 years Mfr,OD, 1 After 1 M Treasurer (AS/Finance holds actual bonds) or Maturity+ requirements for disposal of 10 Years_ `> Ppr year unused bonds; CCP'§§336(a)(1)& (2),337.5(2);GC§43900 et seq.; GC§53921(City Treasurer destroys bonds) ern CITY OF HUNTINGTON BEACH, CA. ©2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: z mo x • S N 60 %+ N A(b Ver.3.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-2 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Active Inactive/ Total Media Image: Paper (OFR) Vital? S=Sc�n after (in office) CD or Mfr Retention Options I=Import 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 erformed by the folder. Litigation, com taints and/or claims suspend normal retention periods retention begins after settlement. Return to Return;to Yes: Until Mag, After Notice of Completion has City Issuer Upon Issuer Upon Treasurer Bonds-Performance Council Council Project is Mfr, OD, S No been filed, no longer needed; GC Direction Direction Complete Ppr §34090 Termination Termination. Yes: Until Mag, Yes: City Business License Applications and Termination Retained for Auditing purposes; of Business of Business Termination Mfr, OD, S/I After 1 Treasurer Renewals of Business GC§34090 +5 ears +5 years ., of Business Ppr year City Business License Computer When When Mag, Transitory Records; GC§34090 Treasurer Generated Reference Reports Superseded Superseded Ppr City Business License Notice of Fully Paid+ ul[y laid+: Yes: Until Mag, Meets auditing needs; GC§34090 Treasurer Violations and Civil Citations 2 years .2,.:years Paid Ppr AS/ Cash Receipts(Numeric Control 1 year fi year Mag' Copies;GC§34090.7 Finance Cop Ppr City Checks-Canceled(Cashed)or Mag, Yes: Statute of Limitations is 4 years; Treasurer Voided 2 years 3 years 5 years Mfr, OD, S/I After 1 statewide guidelines propose Audit Ppr year +5 years;GC§34090,CCP§337 Collection Agencies continue to Collections: Unpaid or Uncollected Mag, Yes: collect as long as they wish; City Library sends unpaid accounts Debts: Small Claims, Parking, Until Paid :Until Paid Mfr,OD, S/I After 1 Treasurer directly to the collection agency; Library, Returned Checks,etc. Ppr year Department Preference; GC §34090 City 3 years after 3 years after; Mag, Department preference; Published Treasurer Ajphabetical Customer Accounts(Closed) terminated .,aetmmated. Ppr articles show 7 years for customer ledgers; GC§34090 City Daily Batch Work Files 2 years 2 years Mag' GC§34090 Treasurer Ppr Treasurer Daily Cash Forecast Files 2 years 2 years Pag' GC§34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: F z m® x =r N Ver.3.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-3 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy A4otive Inactive/ TotaT Media Ima e: Paper (OFR) Vital? S=S n after (in office) CD or Mfr Retention ; Options I=Import 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.q last document+2 years), since destruction is normally performed by file folder. Liti ation, com laints and/or claims suspend normal retention periods retention be ins after settlement57, City Deposits, Daily Cash Reports& Mag, Consistent with auditing standards; Treasurer Receipts 2 years 3 years 5 years Ppr GC§34090 All tangible property held by government agencies escheats City Escheat(Unclaimed money/ Escheat+2 Escheat+2 Mag, after 3 years;Statute of Limitations Treasurer uncashed checks) years years Ppr is 1 year for seized property; Meets auditing requirements CCP §§340 4 , 1519;GC§26202 Investment Files: Individual Transactions(Broker confirmations, Supporting documentation for City Certificates of Deposit,Wire 2 years 3 years 5 years Mag, Investments of Operating Funds; Treasurer Transfers, Broker Confirmation,Bid Ppr meets auditing standards; GC data,bank rates,etc. §34090 Investment Files: Monthly AS/ Transactions(Broker Statements, 2 years 2 yews Mag' Copies; GC§34090.7 Finance Monthly Cash&Investment Report, Ppr etc.) Investment of Bond Funds-See Bonds Published articles show disposal+ 7 years for security brokerage City Investment of Operating Funds Yes: Until Mag, Yes: slips;other cities show audit+7- 2 years 5 years 7 yeah Mfr,OD, S/I After 1 10 years;statewide guidelines Treasurer (Direct Investments) Disposal Ppr year propose permanent; FTC Reg's rely on"self-enforcement"; GC§§34090,43900 City Yes: Until Mag, Yes: Department Preference;GC ` Attorney Legal Opinions 2 years P P Mfr OD, S/I After 1 Superseded §34090.7 Ppr year X CD CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: P z mo x . S N O n t� Ver.3.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy A6tive Inactive/ Total Media Image: Paper (OFR) Vital? S=s4n after (in office) CD or Mfr Retention Options I=Import Imaged& ......: ::::::.: C d If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normall performed by file folder. Litigation, com Taints and/or claims suspend normal retention periods retention begins after settlement). Termination Termination Yes: Until Mag, Yes: Retained for Auditing purposes; City Licenses Issued by the City Termination g P P of Business of Business Termination Mfr, OD, S/I After 1 GC 34090 Treasurer Treasurer of Business +5 years +5 years of Business Ppr year § Termination .:.Termination.:. Yes: Until Mag, Yes: Retained for Auditing purposes; City Permits Issued by the City Treasurer Termination g P P of Business of Business : Termination Mfr,OD, S/I After 1 34090 Treasurer (includes Home Occupation Permits) of Business +5 years +5 years of Business Ppr year GC§ When No When No AS/ Reports-Except Sympro and Mag, Finance Investment Reports Longer Longer Ppr Copies;GC§34090.7 Required Re aired City Reports-Sympro and Investment Mag Department preference(exceeds Treasurer Reports 2 years 8 years 10 years Ppr auditing requirements);GC 34090 City Attorney or Fully Paid+ Fully Paid+ Yes: Until Mag' Yes: 1 Small Claims Mfr, OD, S Meets auditing needs; GC§34090 City 2 years 2 years Closed Ppr year Treasurer When No When Nb Not accessible to the Public; AS I State Board of Equalization(Sales Mag, Longer Longer consistent with Accounts Payable; Finance tax reports) Required Re aired Ppr GC 34090 City Transient Occupancy Tax(TOT) 2 years 3 years Yes: Until Mag, Retained for auditing purposes; Treasurer Paid Ppr GC§34090 Utility User and Refuse Tax AS/ Exemptions(low income discounts): When No When No Yes: Until Mag, Finance All records except correspondence Longer Langer Canceled Ppr Copies; GC§34090.7 (New Applications and Required !Required i Revisions/Updates City Mag, - Yes: For auditing purposes;GC Treasurer Wire Transfers 2 years 3 years 5 years Mfr, OD, S/I After 1 §34090,26 CFR 16001-1 Ppr year City Working Files(Administrative, 2 years 2 years Mag, Consistent with City-wide Treasurer Parkin Citation,etc. Ppr standards; GC§34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: z mo x • ?N a O �►N n Ver.2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active To#al I Media I=Imp rt (OFR) (Off-site, Vital? after (in office) Itetent.1 Options M=M r OD or Mfr) S=Scan Imaged 8� '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, complaints and/or claims suspend normal retention periods retention begins after settlement. ADMINISTRATION Comm. Donations 4 years 4 years Mag, Mfr, Meets auditing standards; GC Services OD, Ppr §34090 When No When No Comm. Longer Longed Department preference;GC Gun Range Historical Files Required . Required Mag, Ppr Services 34090 (minimum 2 (minktnum 2.... § ears Comm. Parking Structure Administration Meets auditing standards;GC Services Files 4 years 4 years: Mag, Ppr 34090 Statute of Limitations any Comm. Yes: ; "...liability founded upon an Services Special Event Permits 4 years 4 yearn Before Mag, Ppr instrument in writing"or not Event specifically provided for is 4 years; GC 34090 CCP M337,343 CULTURAL WISTORIC&EVENT SERVICES:. Statute of Limitations for contracts Comm. Art Center Exhibits(Administration, Mag,Mfr, is 4 years,personal property 3 4 years 4 years years; meets auditing Services etc:) OD, Ppr requirements;CCP^§337,338; GC§34090 When No When�0 ' Foundation is a private non-profit Mag, Mfr, Services Art Center Foundation Longer Longer ' organization(non-records); GC OD, Ppr 34090 Required .Required § Statute of Limitations for contracts Comm. Mag, Mfr, is 4 years, personal property 3 Services Art In Public Places Program 4 yearn 4 Yea+ OD, Ppr years;CCP^§337,338; GC §34090 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x • S N Q� �+N n itl Ver.2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Classification Records Description Retention I Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active Total Media I=Imp rt (OFR) (Off-site, Vital? after (in office) E etent,on ' Options M=M r 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+2years), since destruction is normally erformed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Statute of Limitations any Yes: "...liability founded upon an Services Film Permits 4 years 4years Before Mag, Ppr instrument in writing"or not Event specifically provided for is 4 years; GC§34090,CCP §337,343 Comm. Newland House Museum(operated 2 years 2 years: Ppr GC§34090 Services b Historical Socie . €BEACHES RECREATION&FACILITIES DEVELOPMENT ... ..... . _ __ 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 3 years S After standards;Statewide guidelines Services Instructors etc. +2 years +5 years Completion OD, Ppr Inactive propose completion+5 years for non-capital improvement contracts ... &completion+4 years for transportation and concessionaire agreements. Consistent with Operational Comm. Complaints;CCP§§338 et seq., Beach Maintenance 3 years 3 Years Mag 340 et se 342, GC 946.5,GC Services . q•, §§ ............................. 34090 Public Vehicle Equipment Maintenance History Life of Late of Department Preference; GC Works Mag, Ppr Numbers Beach Equipment)ment) Equipment §34090 Statute of Limitations any "...liability founded upon an Comm. Facility Use Requests(Room , Services Reservations, Parks,etc.) 4 years 4 years Mag, Ppr instrument in writing' or not specifically provided for is 4 years; GC 34090, CCP 337,343 M M CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x 7 N a O ::N C�iD Ver.2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Actiive Total Media I=Imp rt (OFR) (Off-site, vital? q4 after (in office) ,Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C'd? If the record is not listed here, refer to the Retention for 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 erformed by file folder. Litigation, complaints and/or claims suspend normal retention pmods retention begins after settlement. AS/Risk Initial Incident Reports(medical and Copies-Risk Management is 1 year 1 year Mag Manage. non-medical) > , Ppr OFR; GC 34090.7 Statute of Limitations for Health Providers is 3 years; Statute of Yes: Limitations any"...liability founded Comm. Junior Lifeguard Program 4 years 4 years During Mag, Ppr upon an instrument in writing"or Service (Applications,etc.) Program not specifically provided for is 4 years; GC§34090, CCP§§337, 340.5,343 Mag, Mfr, Yes: Department Preference; For Service Log Books-"Headquarters LogComm. " P P OD, Ppr S/l Disposal historical weather information; GC 34090 Park Development Master Files city (Capital Improvement Projects, P P Mag, Mfr, S Yes: 1 Department Preference; GC§ Clerk Plans, etc.) OD, Ppr year 34090 Comm. Parking and Camping Registration Covers Statute of Limitations in the Services Forms 4 years 4 years Mag event of a claim; CCP§§337 et seq.,GC§34090 Comm. Meets auditing standards;GC Parking Meter Administration 4 years 4 years Mag, Ppr Services §34090 Comm. Quarterly Tenants(Duke's Covers Statute of Limitations in the Services Restaurant,etc.) 4 years 4 years Mag event of a claim;CCP§§337 et seq.,GC§34090 Covers all statute of limitations; Comm. Vehicle Maintenance History(Beach Life of Life of:; CHP requires life of vehicle;OSHA Services Vehicles) Vehicle+4 Vehicle 4 Mag, Ppr requires 1 year; 8 Ca. Code RV. § years yearn: 3203(b)(1); CCP§337 et. Seq.t GC 34090 HUMAN SERvtCES&RECREATION CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: S z mo x 7 W Q'O f�t0 ver.2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Classification Records Description Retention I Disposition Comments 1 Reference Record OR File Number Destroy Image: Inactive Paper Acllive Total, Media I=Imp rt (OFR) (Off-site Vital? after (in office) Retention Options M=M r 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 C2.gq.last document+2 years), since destruction is normally performed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins 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 Comp 3 years letion Yes: Until Mag,Mfr, Yes: Consistent with City-wide S After standards; Statewide guidelines Services Instructors etc. +2 years +5 years Completion OD, Ppr Inactive propose completion+5 years for non-capital improvement contracts &completion+4 years for transportation and concessionaire agreements. Statute of Limitations any Comm. Yes: "...liability founded upon an Services Alcohol Use Permits 4 years 4 years During Mag, Ppr instrument in writing"or not Event specifically provided for is 4 years; GC 34090,CCP 337,343 Statute of Limitations any Yes: "...liability founded upon an Comm. Emerald Cove Senior Housing Services Administration Files 4 years 4 years; Before Mag, Ppr instrument in writing or not ...._ ;. ! Event . . . specifically provided for is 4 years; ....... ..... GC 34090, CCP 337, 343 Upon Upon Yes: Transitory record used to contact Emergency Contact Authorization ry Comm. Conclusion Conclus�an During Forms(Given to site provider- Ppr relatives in the event of an Services of Class or of Class;;0r Class or emergency; GC 34090 Coach, Instructor,etc.) Pro ram Program Program g y' § Comm. Emergency Contact List When When Mag, Mfr, Transitory Record; GC§340901 Services Superseded SO, erseded: OD, Ppr CD CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: y z mo x • S N a:O 0 Ib Ver.2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR . .......................... File Number Destroy Image: Inactive Paper Active . Total Media 1=lmpirt (OFR) (Off-site, Vital? after (in office) hetent�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 nonnally performed by file folder. Litigation, complaints and/or claims suspend normal retention pmods retention begins after settlement). Statute of Limitations any Facility Use Requests(Room "...liability founded upon an Comm. Reservations, Club House Rentals, 4 years 4 years Mag, Ppr instrument in writing"or not Services park Use and Rentals, etc.) specifically provided for is 4 years; GC§34090, CCP 337, 343 Statute of Limitations for contracts Comm. Mag, Mfr, is 4 years, personal property 3 Meals on Wheels 4 years 4 years years;meets auditing Services OD, Ppr requirements; CCP^§337, 338; GC§34090 Statute of Limitations any Comm. Yes: i "...liability founded upon an Services Parades(e.g.4th of July) 4 years 4 years Before Mag, Ppr instrument in writing"or not Event specifically provided for is 4 years; CCP §337, 343 Statute of Limitations any Project Self-Sufficiency: Yes: "...liability founded upon an Comm. Applications,Scholarships, Program 4 years 4 years Before Mag, Ppr instrument in writing"or not Services Files Event specifically y provided for is 4 years; GC§34090, CCP §337,343 EEOC/FLSA/ADEA(Age)requires Recurrent Personnel Files("1,000 i.....< 3 years for promotion,demotion, hour employees"): Includes transfer,selection,or discharge; application,separation, loyalty oath, State Law requires 2-3 years;; Comm. Separation+ Separation+ Yes: Until Services training and certificates,disciplinary 3 years 3:years.::.:,; Separation Mag, Ppr retirement benefits is 6 years from actions,commendations, Personnel _,; last action;29 CFR 1602.31 &4 Action Forms-Excludes Medical 1627.3(b)(ii),8 CCR§3204(d)(1) Records et seq.,GC§§12946,34090;29 USC 1113 CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z k o S N O 0 io Ver.2.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Classification Records Description Retention I Disposition Comments I Reference Record OR File Number Destroy Image: Inactive Paper Active 7ota1 Media I=Imp rt (OFR) (Off-site, i Vital? after (in office) R6,tentid. Options M=M r 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 normal)y perfortned by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Registration Forms,Class Rosters, Yes: Department Preference; Statute of Comm. Event Sign-ups(May include Hold During Mag, Mfr, Limitations for personal property is 4 years 4 years. Services Harmless, Medical Release, Liability, Class or OD, Ppr 3-5 years; CCP§337, 338 et &Waiver Agreements) Program _ _ seq., GC§34090 Department Preference; Statute of Comm. Limitations for personal property is Services School District Facility Use Forms 4 years 4 years Mag,Ppr 3-5 years;CCP§337,338 et seq., GC§34090 Statute of Limitations any Yes: "...liability founded upon an Comm. Senior Transportation Program 4 years 4 years Before Mag, Ppr instrument in writing"or not Services Event ; specifically provided for is 4 years; GC 34090,CCP 337,343 X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: y z mo x . S N N 0 4b Ver.3.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-1 Office Classification of . OR Records Description Retention/Disposition Comments/Reference Record File Number — — _--- — I ----- --- ---_----- Destroy Inactive Ima0e: Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mir) S=Scan Imaged 8 _ _... '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. complaints and/or claims suspend normal retention periods retention begins after settlement). HOUSING Required for 3-4 years from AS/ Agency Portability Files(loans Annual Annual expenditure or performance Finance originating from other agencies- Report+4 Report+4 Mag, Ppr report;24 CFR 85.42,570.502, payment transactions) years years 29 CFR 97.42, HUD 2228.2 Rev 3 Econ. Applications for Loans: Rejected Develop (Rehabilitation/Subgrantees) 2 years 2 years Mag, Ppr GC§34090 When No When No City Bond Issues Longer Longer.` Mag, Mfr, ; Originals are maintained by City Clerk OD, Ppr Clerk;GC§34090.7 Required Required Econ. Consolidated Plan Requirement; Develop Consolidated Action Plan 5 years 5 year$ Mag, Ppr GC§34090 Econ. Yes: Contracts: Tax Rebate and Rent Yes: Before Mag, Mfr, Consistent with auditing Develop 2 years 3 years 5 years; S After Subsidy Programs(COPIES) Purchase OD, Ppr Inactive standards; GC§§34090,6254(h) Planning retains Final EIRs; Final Econ. Environmental Determinations Program Program �EIRs are required to be kept a Develop (Federal Projects) End+5 End+5 Mag, Ppr reasonable period of time"; 14 years years Cal Code Regs§15095(c); GC 34090.7 Consistent with Consolidate Econ. Housing Programs: Loans(e.g. Plan Requirements; Require for Loan Pay-off Loan Pay-off' Mag, Mfr, Yes: 1 3-4 years from expenditure or Develop Section 108, Rehabilitation, Down S/ +5 years +5 years OD, Ppr year performance report;24 CFR Payment Assistance) 85.42,570.502,29 CFR 97.42, HUD 2228.2 Rev 3 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted' m o x . ?N Q O 0(b Ver.3.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-2 Office Classification of OR Records Description Retention/Disposition. Comments/Reference Record File Number j Im e: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed bv file folder. Liti ation, complaints and/or claims suspend normal retention eriods retention begins after settlement). Consistent with Consolidated Econ. Annual Annual Plan Requirements; Required for Develop HUD Applications and Reports Report+5 Report+5 Mag, Ppr 3-4 years from expenditure or years years performance report;24 CFR 85.42,570.502,29 CFR 97.42, HUD 2228.2 Rev 3 Consistent with Consolidated Econ. Plan Requirements; Brown Act Develop Proof of Publications/Public Notices 5 years 5 years`: Mag, Ppr challenges must be filed within 30 or 90 days of action;GC 34090,54960.1 c 1 Econ. Not accessible to the public; Real Estate Appraisal Reports: Develop Property NOT purchased 2 years 2 years Mag, Ppr Statewide Guidelines show 2 years;GC§§34090,6254 h Not accessible to the public until purchase has been completed; Econ. Real Estate Appraisal Reports: Yes: Before Mag, Mfr, Yes: Auditing standards are 7 years Develop 2 years 3 years 5 years S After after audit;time is sufficient to Purchased Property Purchase OD, Ppr Inactive establish tax increment; Statewide Guidelines show 2 _.; ears; GC 34090,6254 h Econ. Yes: q. Yes: Before Mag, Mfr, Consistent with auditing Develop Tax Rebate Program 2 years 3 years 5 years Purchase OD', Ppr ST1na After standards;GC§§34090,6254(h) ctive X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z mo x S N tJ O X N 0 Ver.3.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-3 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number j Destroy Inactive Imae. Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-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 b rile folder. Liti ation, complaints and/or claims suspend normal retention periods retention begins after settlement). REDEVELOPMENT City When No When No Mag, Mfr, Originals are maintained by City Clerk Bond Issues Longer Longer OD, Ppr Clerk;GC§34090.7 Required _ Required; When No When No Econ. Longer Longer Develop Comparison of Development Required Requaretl Mag, Mfr, GC§34090 Alternatives OD, Ppr (minimum 2 Cminmmum i2 years) years) Environmental Determinations Planning is OFR; Final EIRs are (Environmental Impact Reports When No When No Yes: Until Mag, Mfr, I Yes: 1 required to be kept a"reasonable Planning Longer Longer Project S/I (EIRs), Negative Declarations,etc.) OD,Ppr year period of time"; 14 Cal Code Required Require xs Completed Inside Cityboundaries Res§15095(c);GC§34090.7 Econ. Environmental Determinations When No When No (Environmental Impact Reports Develop Longer Longer Ppr Non-records (EIRs),Negative Declarations,etc.) Required Required Outside City boundaries When No When No Econ. Longer longer Feasibility Studies,with or without a Mag, Mfr, Develop project Required Required' OD, Ppr GC§34090 (minimum 2 (minimum 2 _ ears) years) When No When No Econ. Longer Longer Market Study, Prospective Financial Mag, Mfr, Develop Required Required GC§34090 Analysis OD, Ppr (minimum 2 1mnimurri.2 ears) Iears X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x • S N OOQ 0 4b Ver.3.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-4 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number j Im e: Destroy Inactive Paper Active Total Media 1=lmTort (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years),since destruction is normally performed by file folder. Litigation, complaints and/or claims suspend normal retention eriods retention begins after settlement). Project Department Preference; City city Project Ending Binders(e.g. Pier, Completion P P Yes: Before Mag, Mfr, S No Clerk Maintains originals of all Clerk Blocks,etc.) +5 years Completion OD, Ppr documents that were presented to Council or RDA; GC§34090.7 Project Files(e.g. Pier, Blocks,etc.): Yes: Department Preference; City Econ. Project Includes Environmental Life of Life of Yes: Before Mag, Mfr, After Clerk Maintains originals of all Develop Completion S Assessments, Planning Documents, Protect Area PRectArea.' Completion OD, Ppr Project documents that were presented Phases,etc. +5 years11 Completio to Council or RDA;GC§34090.7 1Nhen No When No City Projects(Issues and/or projects will Longer Langer Yes: While Clerk vary over time-e.g. Proposed Required- Required; Active Mag, Ppr ; GC§34090 Hotels,etc.) Minimum 2 Minimum2 Issues ears years ,! Econ. .11 Develop Proposals 3 years 3 years . Mag, Ppr Department Preference;GC §34090 Real Estate(includes deeds, When No When No Yes: Before Yes: City abandonments,easements, right-of- Longer Longer: Purchase or Mag, Mfr, S After City clerk is OFR;GC§34090.7 Clerk wa s,title reports,vacations, etc. Required Required Sale OD, Ppr Inactive Econ. Develop Real Estate Appraisal Reports: Not accessible to the public; or AS/ 2 years years Mag, Ppr Statewide Guidelines show 2 Real Property NOT purchased years; GC§§34090,6254(h) Prop. AS/ Transfer to Transfer to Real Real Estate Appraisal Reports: Real Real Mag, Ppr AS I Real Property is OFR;dC Pro Purchased Property Property pro perEy §34090 City Settle+ 1 Settle+4 Settle+ 1. Yes: Until Mag, Mfr, Yes: Consistent with claims;CCP§§ Attorney Relocation Appeals year years years Settlement OD, Ppr S After 337 et seq.;GC§§945,34090, Inactive 34090.6; PC 832.5 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: N z mo �N O'O *N 06 Ver.3.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-5 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number Im e: Destroy Inactive Paper (OFR) Active' (Off-site, `:Totai Vital? Media I=Import after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged 8� 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 rile folder e. .last document+2 years), since destruction is normally performed b file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Econ. Rent Subsidy Agreements,Annual Termination Termination> Mag, Mfr, Consistent with City-wide Develop payment of subsidy files +5 years years OD, Ppr standards; GC§34090 When No When No. Site Clearance/Soils Remediation/ Yes: Before Mag, Mfr, Fire Mitigation Longer Longer Completion OD, Ppr S No Copies; GC§34090.7 Required Eequired' Statement of Indebtedness/Annual When No IAlhert No AS/ Mag,Mfr, Yes: 1 Finance Report to State/State Controllers Longer Longer '' OD, Ppr S/I year Copies; GC§34090.7 Report Required Required Econ. Tax Rebate Agreements,Annual Termination TO'm m ation Mag, Mfr, Consistent with City-wide Develop Rebate Files +5 years +.. years OD, Ppr standards;GC§34090 Econ. Yes: Develop Title Reports/Litigation Guarantees P P Yes Mag, Mfr, S After Department Preference; GC OD, Ppr Inactive §34090.7 Yes: While Department Preference;GC. Planning Wetlands P P Active Mag, Ppr §34090.7 Issues CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z M o x s N Qo _.o Ver.2.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Acltive Total Media I=Imp .rt (OFR) (Off-site, Vital? after (in office) Retention ; Options M=M r 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 erformed by file folder. Liti ation, complaints and/or claims suspend normal retention periods retention begins after settlement. Deposit Slips, Fine Receipts, Retained for auditing purposes; Finance Meeting Room Receipts,Cash Turn 2 years 1 year 3 years Mag, Ppr Finance is Office of Record; GC in Cards,Cash Donations,etc. §34090.7 When Wherv: Library Emergency Contact List Superseded Super tided Mag, Ppr Transitory Record; GC§34090 Friends of the Library and Huntington When No When to Library Beach Library Patrons Foundation Longer Longer Mag, Ppr Non-records;GC§34090 Required Require. Mag, Mfr, Yes: Retained for auditing purposes; Library Gifts&Donations(Private) 2 years 1 year 3 years S When OD, Ppr Inactive GC§34090 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: Lead Mag, Mfr, Records Management Program Act)and PLF(Public Library 2 years Expenditure Expenditure S/I When Dept. OD, Ppr Requirements(April 27, 1998);GC Foundation)ONLY. For all others. +5 years t 5 years Inactive §34090 follow City-wide Schedule. (SUCCESSFUL Reports,and Financial Information) Send copy of aDplication and awardFin Incident Reports-Irate Patrons(see Library City-wide for other incident/ 2 years 2 years Mag, Ppr GC§34090 emergency reports Last Activity Last .ctt.vify( 4 /All Fines /Al!Fines Yes: Matches ex iration of cards;GC Mag, Mfr; p Library Library Card Applications Paid Pa►d S When OD, Ppr §34090 (minimum 3 (minimum 3 Inactive years) years]xx CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: ran z mo k . :N 0 10 Ver.2.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active Total Media I=Imp rt (OFR) (Off-site Vital? (Q, 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 erformed by file folder. Liti ation, complaints and/or claims sus end normal retention periods retention begins after settlement. Library Systems: Metropolitan When No When No Library Cooperative Library System/ Longer Langer:: Mag, Ppr Non records; GC§34090 Santiago Library Required Required 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. 1 year 3 years 4 years Before Mag, Ppr instrument in writing"or not Reservations,etc.) Event specifically provided for is 4 years; ............. ;i; GC 34090, CCP 337,343 ............................ ??City Library sends unpaid accounts City Unpaid or Uncollected Debts Over Yes: Treasurer is Mag, Mfr, directly to the collection agency; Treasure $5: Small Claims, Parking, Library, Until Paid Until Paid S After 1 deciding how OD, Ppr Department Preference; GC r to handle Bad Checks,etc. year 34090 ??City Library sends unpaid accounts City Treasurer is Unpaid or Uncollected Debts Under directly to the collection agency; Treasure $5: Small Claims, Parking, Library, 5 years 5 yearn, Mag, Ppr Debts under$1,000 are written off deciding how r Bad Checks,etc. to handle after 5 years; Department Preference;GC§34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y z X G S N A eb Ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Media Paper Active Totai I=Imp rt (OFR) (Off-site, Vital? Option after. (in office) OD or Mfr) ;Retention s M=M r 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 normal/ performed by file folder. Liti ation, complaints and/or claims suspend normal retention periods retention begins after settlement). CHIEF/ADMINISTRATION i. Background Files-Employees, Separation+ Separation.+ Mag, Yes: Retained for administrative value; Fire Volunteers&Reservists 5 years 5 years Mfr, OD, S/I When GC§34090 Ppr Inactive Department Preference(Human AS 1 Mag, Yes:After Resources is OFR);all employee Employee Injury and Exposure Separation+ Yes: Until Human Separation 30 years Mfr, OD, S Separatio exposure records are exposure+30 Reports 30 years Separation Resources Ppr n years;Cal Code Reg. §3204(d)(1), et seq.; GC§34090.7 AS/ When No When:No_ ! Copies-AS/Human Resources is Human Grievance Files Longer Longer 1.11Mag, OFR and retains in personnel file Resourc. Required Required Ppr for separation+ 10 years ; GC 34090.7 Department Preference; State& Federal laws require retention until final disposition of formal Final Final complaint; State requires 2 years Internal Affairs/Investigations/ Mag, Fire Disposition+ bispgsition+I after action is taken;Statute of Discipline Files 5 years Ppr 5 years. Limitations is 4 years for misconduct; EVC§1045,GC §§12946,34090, PC§§801.5, 803(c), 832.5,VC§2547 Department Preference-Fire must Mag, Yes: keep more detailed informatioq F nuance re I Payroll-Supplemental Records 1 year 9 years 10 years OD, Mfr, S/I After 1 than the City-wide system can, Ppr year provide; Finance keeps the official payroll records;GC§34090 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: F z n o �N it c 01 Ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Media Paper Active Total 1=Imp rt (OFR) (Off-site, Vital? Option QQ after (in office) Retention M=Mfi OD or Mfr) s S=Scan Imaged& C'd If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally erformed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Ensure records kept in Department files comply with City policy; AS/ Destroy File [7estroy File Originals are maintained by Personnel Files-Department-level Before Mag, Human Resources; State& Human . When When Administration Files Separation Ppr Federal laws require 2-3 years;29 Resources Separated Separated CFR 1602.31 & 1672.3(b)(ii),8 CCR§3204(d)(1)et seq.,GC § 12946,34090 Department Preference(Human Resources is OFR); Claims can be made for30 years for toxic subst. AS/ Personnel Files-Medical Files: Mag, Yes: exposure; EEOC/FLSA/ADEA Separation+ Separation+: (Age)requires 3 years for Human Medical Examinations, HazMat 28 years Mfr,OD, S When Resources Exposure Records 2 years 30 years ppr Inactive promotion, demotion,transfer, selection,or discharge;State Law requires 2-3 years;29 CFR .;._. 1627.3(b)(ii),8 CCR§3204(d)(1)et .._ ..__ ............................. ...... ...... . . seq.,GC§§12946,34090 Department Preference(Human Resources is OFR); retained to AS/ Personnel Files-Training Files: Mag, Yes:After comply with ISO{Insurance Separation+ Separation+< Yes: Until Services Office)requirements and Human Training, Certificates, First Aid Mfr,OD, S Separatio Resources Training Database,etc. 10 years 10 years < Separation ppr n for the convenience of former employees; Paramedic/EMS Training is required for 5 yearn 22 CCR 100176 d ; GC§34090 �. Recruitment Files: Solicited: AS/ When No When:iNo .. Copies-AS/Human Resources is Brochure,advertisement, Mag, Human unsuccessful applications,selection Longer Longer ppr OFR and retains for 3 years; GC Resourc. Required materials tests,eta Required §34090.7 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z �Co T N Q O 09 Ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Media Paper Active Total I=Imp rt (OFR) (in office) (Off-site, Retention Vital? Option M=M�r after OD or Mfr) ; :; s S=Scan Imaged 8� 'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Standard Operating Procedures/ Superseded Superseded Yes: Until Mag, Statute of Limitations for Health Fire Supersede Mfr, OD, S/I No Providers is 3 years; CCP§340.5, Policy and Procedure Manual +3 years +3 years d Ppr GC§34090 Fire Westminster Consolidation Records No Action+ No Action.}..' Mag, Retained in the event of further 25 years 25< .ears >< Ppr proposals: GC 34090 FIREi PREVENTION. Abatements,Code Violations Resolution+ Resolution+ Yes: Until Mag, Fire (violation database) 2 years 2 years Resolution Ppr GC§34090 Pursuant to PC§457.1 et seq.; If Fire Arson Registrations: Adults 10 years 90 years 100 years Mag, released from CAY, records are Ppr destroyed after age 25 or sealing pursuant to W&I 781; Arson Registrations: Juveniles Age 25 or pie or Pursuant to PC§457.1 et seq.; If Fire released from California Youth Sealing Date Seal,ing,Datel Mag, released from CAY, records are Ppr destroyed after age 25 or sealing Authority +5 years +5 Years pursuant to W&I 781; Life of the Life of!the Mag, Department Preference; Fire Address Fire Permits Yes(all) Mfr, OD, S/I No Inspections required for 3 years; Business Business Ppr UFC 103.3.4, GC§34090 Fire Address Life Safety Inspections 3 years 3 years PPS' UFC§103.3.4 Occupancy File: State-Licensed Expiration ofxpiratign of: Department Preference;Statute of Fire Address Facility Inspections(Boarding, Day Business Business Mag, Limitations for Health Providers is Care, Group Homes) (minimum 3 (mm�mum 31. Ppr 3 years; CCP§337 et seq., CCP ears ears 340.5; GC§34090 { CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: y mo x �N Q O n<D ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Media Paper Active Total I=lmp4ert (OFR) (in office) (Off-site, Retention vital? Option M=Mfr after OD or Mfr) s S=Scan Imaged& C'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+2 years), since destruction is normally erformed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Occupancy Inspections: Commercial Facilities, Places of Public Mag, Yes: Department preference; Life of the Life of the Fire Address Accommodation-(Fire Protection Yes(all) Mfr, OD, S/I After 1 Inspections required for 3 years; Building Building System Plans, Inspections, Ppr year UFC§103.3.4 Sprinklers, Evacuation Plans,etc.) Oil Well Information and Inspections: Mag, Department Preference; (Fire Protection System Plans, Life of the S/I No Inspections required for 3 ears; Fire Address ~ Inspections,Sprinklers, Evacuation Well P i... Yes(all) Mfr,OD, p q y Plans,etc.) Ppr UFC§103.3.4 Department Preference; Statute of Fire Address Special Inspection Permits(e.g. Expiration+ EXpira#ort+, Yes: Until Mag, , Limitations for Health Providers is fireworks,et.) 4 years 4 years Expiration Ppr 3 years;CCP§337 et seq.,CCP 340.5;GC§34090 Life of the Lift t. the Mag, Yes: Department preference; Fire Address Sprinkler Systems Yes(all) Mfr,OD, S/I After 1 Inspections required for 3 years; Building Bu ..... Ppr ear UFC 4103.3.4 EMERGENCY OPERATIONS:CENTER EMERGENCY OPERATIO CENTER After Federal:After Federal: Disaster Claims(FEMA Audit if Audit Rf Mag, Yes: Consistent with other grants;24 Fire 2 years required- required Mfr, OD, S/I When CFR 85.42&570.502(b),29 CFR Reimbursement Records) Minimum 4 Minimum 4;: Ppr Inactive 97.42, GC§34090 :........................... ......... .......... .......... ......... ............................. years years Yes: ag Police/ Emergency/Disaster Management 1 b years 10 years Current Mfr OD, S No Department Preference(outdaed Fire Policies& Ppr after a decade); GC§34090 Procedures X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: F z m o x a iT� 06 Ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Media Paper Active Total I=Imp rt (OFR) (Off-site, Vital? Option P after (in office) Retention M=Mfr OD or Mfr) s Imaged& S=Scan ,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 snormallyperformed b the folder. Liti ation, complaints and/or claims susp end normal retention periods retention be ins after settlement. EOS Plan(Office of Emergency Superseded Superseded:: Mag, Fire Address Yes(all) Mfr, OD, S/I No GC§34090 Services) +2 years +2 years Ppr Mag, Non records(County maintains City Clerk Address Evacuation Plans(County Wide) Superseded Superseded Yes(all) Mfr,OD, S/I No originals);GC§34090 Pr Fire Knox Box(locked key to building for Superseded Superseded Mag, Non-records used for reference; emergencyentries) Ppr GC§34090 Plans: Master Plan, Emergency Superseded `Superseded Yes: Until Mag, Statute of Limitations for Health Fire Supersede Mfr, OD, S/I No Providers is 3 years; CCP§340.5, Management, Oil Spill,etc. +3 years *3 yers d P r GC§34090 HAZMAT PREVENTION 30 years if employer qualifies as Chemical Use Report Form/Material Mag, hazardous material exposure& Fire 2 years 28 years 30 years Mfr,OD, required to file MSDS; reports are Data Safety Sheet(MSDS) Ppr mailed to the County; 8 Cal.Code Reg.3204(d)(1)(A) Department Preference; If records were not produced by the City, may destroy when no longer Fire HazMat Disclosure Information 5 years 5 years Ppg' required(non-records);all employee exposure records are exposure+30 years; Cal Code Re 3204(d)(1 ,et seq. If records were not produced by the City, may destroy when not Superseded Superseded Superseded Mag' longer required (non-records);'all Fire Petro-Chemical Records(Haz Mat) Mfr,OD, S/I No +2 years +28 years +30 veers Ppr employee exposure records are exposure+30 years;Cal Code Re 3204(d)(1 , et seq. CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: P z mo x �N tT O 0 sb Ver 2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Media Paper Active Total I=Imp rt (OFR) (Off-site, vital? Option QQ after (in office) Retention M=Mfr OD or Mfr) s 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 rile folder e. . last document+2 ears, since destruction is normally performed by file folder. Litigation, com laints and/or claims suspend normal retention periods retention begins after settlement). INFORMATION SERVICES Considered a copy and can be Backup Tapes-DAILY-Network,All destroyed when no longer Fire 7 days 7 days Yes Mag. required; retention based on Files on Shared Drives administrative value; recycle tapes; GC§34090 et seq. Store off-site in commercial storage for disaster recovery; Backup Tapes-FIRST OF THE Considered a copy and can be Fire MONTH-Network,All Files on 30 days d. 3b days Yes Mag. destroyed when no longer Shared Drives ........ ...:........is required; retention based on ............................. administrative value; recycle tapes; GC§34090 et seq. Recordings of Telephone&Radio Statewide guidelines propose 180 Fire 180 days 18ti d2ys Mag days(legally mandated for 100 Communications Tapes(CAD) days); GC§ 34090, 34090.6 When No When No AS/ Telephone Records(includes Mag, Finance is OFR for all purchasing Longer Longer Finance Cellular) Required ea uired Ppr records;GC§§34090.7 OPERATIONS. Annual Reports/Fire Incident Mag, Retained for historical and Fire Statistics(after 1996-Metro Cities P P Mfr,OD, S/I No administrative value;GC§34090 Fire Authority) Ppr Statute of Limitations for Health Providers is 3 years; OSHA requires 1 year; State requiresi2 Fire Apparatus&Equipment Records& Disposal+3 Disposal+3 Mag, years; Statewide guidelines Testing years years Ppr propose 2 years;8 Cal Code Reg. ....... ............. §3203(b)(1),CCP§340.5, GC 34090 X CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: P z mo x S N iT q n f'D Ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Classification Record OR Records Description Retention/Disposition Comments/Reference File Number Destroy Image: Inactive Media Paper Active Total 1=Imp rt (OFR) (Off-site, Vital? Option after (in office) Retention ; M=M r OD or Mfr) s S—Scan Imaged 8 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 rile folder(e.g. last document+2 years), since destruction is normally erformed by rile folder. Liti ation, complaints and/or claims suspend normal retention periods retention begins after settlement. Consistent with Work Orders and Fire Equipment Maintenance Records 3 years 3 years Mag Ppr Operational Complaints;CCP §§338 et seq.,340 et seq.,342, GC§§946.5,GC§34090 No statute of Limitations on Capital Fire(Metro Fire Incident Reports and Mag, Yes: Crimes;Arson sentences vary Cities Fire Investigations: Capital Crimes/ 6 years P P! Mfr, OD, S/I When between 3 years to life,depending upon the circumsCDF Authority) Arson/Homicide Ppr Inactive recommends Actt+ 10 years; PC §§451 et seq.,799,GC§34090 Fire Incident Reports and Department Preference; If records Investigations: HazMat,Oil Spills, were not produced by the City, Fire(Metro Mag, Yes: may destroy when no longer Cities Fire etc.-includes Emergency Response 6 years 24 years 30 years Mfr, OD, S/I When required (non-records);all Authority) Reports, Personnel Sign-ins, Ppr Inactive employee exposure records are Exposure Records, Patient Reports exposure+30 years;Cal Code &Supplemental Reports Reg.§3204(d)(1),et seq. Longest Statute of limitations for Fire(Metro Fire Incident Reports and less than capital crimes is 6 years; Cities Fire Investigations: NOT capital crimes 6 years 6 years Ppr Criminal records are transmitted to Mag, Authority) or HazMat-(in CAD system) DOJ and retained by State; PC §800 et seq., GC§34090 Fire Plans, Fire Pre-Plans(Hospitals, Superseded Superseded Mag, Department Preference; GC Fire etc.) (minimum 2 (minimum 2 Ppr §34090 4 years) years) AS 1 Upon Upon Mag, HazMat Response Billing Records GC§34090.7 Finance Payment yment is Ppr a Fire Insurance Services Office(ISO) 10 years 10 years Mag, Retained for administrative value; Ppr GC§34090 X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: z mo x =r N Q O n Ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Classification Records Description Retention/Disposition Comments/Reference Record J OR File Number Destroy Image: Inactive Media Paper Active Total I=Imp rt (OFR) (Off-site, Vital? Option after (in office) Retention M=M7r OD or Mfr) s 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.a.last document+2 years), since destruction is normally performed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Knox Box(locked key to building for Mag, Department Preference;GC Fire emergency entries) P P Ppr §34090 Log Books(Incidents-kept at Fire Mag' Retained for historical and Fire Stations) P P MfrPpOD, S/I No administrative value; GC§34090 Fire, Public Mag, Yes: Department Preference; GC Logs(Flooded Intersections,etc.) P Mfr, P , OD, S When 34090 Works Ppr Inactive § When No When No Mag, Mutual Aid Agreements,Joint Power Originals Maintained by City Clerk City Clerk Authorities Longer Longer Mfr, OD, y, § Required Required Ppr Permanent/ GC 34090 Statute of Limitations for Health Providers is 3 years;Juvenile 3 years and 3 yeas and records are required until patient Paramedic Reports/Ambulance Mag, becomes 18 years old;statewide Fire Reports patient over patient over; Ppr guidelines propose 3 years; HIPAA 18 years old 18 years old> provides privacy regulations for patient's health records;CCP 340.5, GC§26202 Recordings of Telephone&Radio Department Preference;Statewide Fire Communications Dispatch Tapes 180 days 180 days Mag guidelines propose r 1 days (CAD) (legally mandated for 100 days); GC§ 34090,34090.6 IFSTA maintains originals; Mag, Yes: Conforms with HazMat exposure Fire Training Materials,Standards and Superseded :Superseded Mfr,OD, q g e� Administration(produced by IFSTA) S/I When requirements;Statewide uid nes Ppr Inactive propose 2 years; Cal Code Reg. 3204 d 1 et seg. X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: P z mo x S N O JN� i7 ID Ver2.1 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Classification Records Description Retention/Disposition Comments I Reference Record OR File Number Destroy Image: Inactive Media Paper Active Total I=Imp rt (OFR) (Off-site, Vital? Option Q after (in office) Retention M=Mfr OD or Mfr) s S=Scan Imaged 8 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and im 1 .a full file folder(e.g.last document+2 years), since destruction is normally erformed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Covers all statute of limitations; Life of Life of CHP requires life of vehicle; OSHA Vehicle Maintenance History(Fire Mag, Fire ) p Vehicle+4 Vehicle!+4 P r requires 1 year;8 Ca.Code Reg.§ Vehicles years years 3203(b)(1);CCP§337 et. Seq.,GC 34090 4 CITY OF HUNTINGTON BEACH, CA. 02001 DianeR.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: CD z mo x �N Q� .w N Ver.2.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active Tatal Media I=Imp rt (OFR) (Off-site, Vital? after (in office) Retention Options M=M r OD or Mfr) S=Scan Imaged& . _.......... QC '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 normall performed by file folder. Liti ation, complaints and/or claims suspend normal retention periods retention be ins after settlement). CODE ENFORCEMENT Case is open until satisfactorily Code Enforcement-Including Resolution+ Resolution+ Yes: Until Mag, P r resolved; City Clerk maintains Planning Address Prosecution Requests 2 years 2 yearn Resolution p originals that are presented to Council; GC§34090 Planning Prosecution Requests(Not Pursued) 2 years 2 y-ars Yes: Until Mag, Ppr GC§34090 Resolution Planning Prosecution Request Log 2 years 8 years 10 years Mag, Ppr Department Preference; GC 34090 . PLANNING Alcoholic Beverage License When No When No Planning Application Copies or Notices Longer Longer; Ppr Non-records Required Required City Clerk Annexation/Deannexation Files 5 years P p Mag, Mfr, S No Department Preference; City Clerk OD, Ppr _ is OFR; GC§34090.7 Planning Assessor Parcel Information When When' Mag, Mfr, GC§34090 Superseded Supe eded OD, Ppr Yes: Mag, Mfr, Department Preference; GC Planning Census, Demographics 10 years P P OD, Ppr S When §34090.7 Inactive Yes: Until Mag, Mfr, Yes: Planning Coastal Development Permits 2 years P P Completed OD, Ppr S When Land Records; GC§34090 Inactive ' 4 Adopted: a CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) o p to z mo S N O.O C9 to Ver.2.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active Total: Media I=Imp rt (OFR) (Off-site, Vital? after (in office) Retention.. Options M=M r OD or Mfr) S=Scan Imaged& 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally Performed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Entitlement/Proiect Files: Administrative Review,Coastal Development, Conditional Use Projects have a 2 year vesting Permit(CUP), Development (applicant must pull permit within 2 Agreement, Entitlement Plan years)—those applications in Amendment, Flood Plain Variance, which the applicant does not follow General Plan through with permit may be Amendment/Conformance, Local destroyed after the vesting period Coastal Program Amendment,Lot Yes: Until Mag, Mfr, Yes: has expired. Some permits must Planning Address Line Adjustment, Reversion to 2 Years P P Completed OD, Ppr S When obtain Council approval,and Inactive therefore the City Clerk becomes Acreage, Sign Code Exception, tY Specific Plan,Temporary Use office of record for material Permit,Tentative Parcel/Tract, presented to Council; Department Variance,Zoning Map Amendment, maintains complete files for Precise Plan of Street Alignment, administrative purposes; Zoning Text Amendment,etc. GC§§34090,34090.7 (Includes Associated Plans& Maps ............ a s "....................... _. ... Planning Entitlement Log Map Book 2 years P P Yes Mag, Mfr, S/I No GC§34090 OD, Ppr Environmental Determinations (Environmental Impact Reports Yes: Until Final EIRs are required to be kept Mag, Mfr, Yes: 1 a"reasonable period of time'; 14 Planning Entitlement# (EIRs), Environmental Assessments, 5 years 95 years k00 years Project S/ Negative Declarations,etc.-EA/ Completed OD, Ppr year Cal Code Regs§15095(c); GC §34090.7 ND)Inside City boundaries Environmental Determinations ' (Environmental Impact Reports When No 1I1Fhen No Planning (EIRs), Negative Declarations,etc.) Longer Longer Ppr Non-records Outside Ci boundaries Required Required X CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: in mo x • ?N E O .►0! Ver.2.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Acitive Total Media I=Imp rt (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 Le.g.last document+2 years), since destruction is normally performed by file folder. Litigation, com laints and/or claims suspend normal retention pmods retention begins after settlement). General Plan,General Plan Yes: Department Preference; City Clerk City Clerk Elements,Amendments and P P Yes(all) Mag, Mfr, S/I After Maintains originals of all Conformances(GPC) OD, Ppr Amended documents that were presented to Council; GC§34090 Community Services, Public Works and Fire retain some Public Works/ HazMat Clean-ups, Federal Clean- Yes: records until the employee is Personne ups and/or Exposure Records(e.g. 2 years 28 years 30 years Mag, Mfr, S When separated from employment; I/ Ascon Oil, Landfills) OD, Ppr Inactive Claims can be made for 30 years for Planning CCR toxic 3204 substance etseexposure; GC 8 § d ( )(1) 4•, 12946,34090 Historical Landmarks(Local State, Mag, Mfr, Yes: 1 Planning or National Registers)( 5 years P P OD, Ppr S year GC§34090 Irrevocable Offers to Dedicate and Mag, Mfr, Yes: Planning Covenants 2 years P P OD, Ppr S After GC§34090 Mag, Mfr, Yes: 1 Consistent with other studies; Planning Land Use Studies 5 years 5 years 10 years OD, Ppr S or I year Statewide Guideline shows 2 ears;GC§34090 Mag, Mfr, Department Preference; GC City Clerk Local Landmarks P P Yes(all) OD, Ppr S No §34090 Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning Lot Line Adjustments 2 years P P I 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 S When Approves,therefore City Clerk4is Completed OD, Ppr Inactive OFR); GC§34090.7 �. Yes: Yes: Planning Commission(MINUTES& Depending Mag, Mfr, See City-wide schedule for all Planning RESOLUTIONS) P P Upon OD, Ppr S After 2 others;GC§34090 Sub•ect years X CD CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted. y z mo x S N Q O :+'N 06 Ver.2.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-4 Office of Classification Records Description ' Retention/Disposition Comments/Reference Record OR — File Number Destroy Image: Inactive Paper Active Total Media I=Impart (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& QC'd? 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 performed by file folder. Liti ation, complaints and/or claims suspend normal retention periods retention begins after settlement). Precise Plan Street Alignments Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk (PPSA) 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR);GC§34090.7 Lead Preliminary Studies/Project Department Preference; projects De t. Assessments(Private Projects)- 2 years 3 years 5 years Mag, Ppr must be pursued in 2 years,GC P NOT Pursued 34090 Planning Reciprocal Parking and Access 2 years P p Mag, Mfr, S Yes: GC§34090 Agreements OD, Ppr After Statute of Limitations any "...liability founded up on an Seasonal Sale Lots(Pumpkin,Tree Planning lots) 4 years 4 years Mag, Ppr instrument in writing"or not specifically provided for is 4 years; GC 34090, CCP 337,343 Department Preference; City Clerk Mag, Mfr, Maintains originals of all City Clerk Site Plan Amendments 2 years P P Yes(all) S No OD, Ppr documents that were presented to Council; GC 34090.7 Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning Site Plan Amendments 2 years P .. S When Approves,therefore City Clerk is Completed OD, Ppr Inactive OFR); GC§34090.7 Yes: Department Preference(Copies); Mag, Mfr, City Clerk Maintains originals of all Planning Specific Plans 5 years P P Yes(all) OD Ppr S When 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 years 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 CITY OF HUNTINGTON BEACH, CA. ©2001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopt@d: In mo x N �o _.o t7 '% Ver.2.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Image: Inactive Paper Active Total Media I=Imp rt (OFR) (Off-site, Vital? after (in office) Retention Options M=M r OD or Mir) 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 normallYperformed by file folder. Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Statute of Limitations any T "...liability founded upon an Temporary Active Permits(Sidewalk Planning 4 years 4 years Mag, Ppr instrument in writing"or not sales,car washes,etc.) specifically provided for is 4 years; GC§34090,CCP§§337, 343 Planning Temporary Sign Permits 2 years 2 years Mag, Ppr GC§34090 Tract Maps/Tentative Tract Maps Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk Tract No. (FT&TPM) 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR);GC§34090.7 Department Preference; City Clerk Mag, Mfr, Maintains originals of all Planning Zone Maps(History) P P Yes(all) OD, Ppr S No documents that were presented to Council; GC 34090.7 Yes: Yes: Depending Mag, Mfr, See City-wide schedule for all Planning Zoning Administrator(MINUTES) P P Upon OD, Ppr S After 2 others;GC§34090 Subject years When No When N Transitory Records; GC§34090 et Planning Zoning Inquiry Forms Longer Longer Ppr seq. Required Reputed Planning Zoning Letters(requested by 2 years 2 years 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 4 CITY OF HUNTINGTON BEACH, CA. 02001 Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: H z M O CSC N &O :. 10 �?t0 Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number j Destroy Imag�. Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention; Options M=Mfr OD or Mfr) S=Scan Imaged C If the record is not listed here,refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally Performed by file folder. ADMINISTRATION 1'CHIEF[INTERNAL INVESTIGATIONS J SUPPORT>'SERVICES 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 Crime Statistics/Uniform Crime Mag, Mfr, Yes: Police Reporting: ANNUAL 2 years P P OD, Ppr S/I After 1 Historical Value;GC§34090 ear Crime Statistics!Uniform Crime Police Reporting: PERIODIC(Monthly, Bi- 2 years 2 years.;..; Mag, Ppr GC§34090 monthly,etc.) ` Department Preference;All State Final Final and Federal laws require retention Grievances(Human Resources is Yes: Before until final disposition of formal Police Disposition+ sposttion+ Mag, Ppr OFR for some employees) DispositionDi complaint; State requires 2 years 5 years 5 years after action is taken;GC§§12946, 34090 Department Preference;State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations:Sustained, Final Final after action is taken; Statute of Police Not Sustained and Officer Involved Disposition+ Disposition*, Mag, Ppr Limitations is 4 years for Shootings 5 years 5 years misconduct; IA and Statewide , guidelines recommend 25 years for officer-involved shootings; VC §1045, GC§§12946, 34090, P� § 801.5,803(c),832.5,VC§2547 Non-sworn Employee File: Index Department Preference; GC Police Card, Photo, Personal Information, 100 years 100 years: Mag, Ppr §34090 etc. CITY OF HUNTINGTON BEACH, CA. ©2001 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Adopted: z mo x N �O 06 Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number I Ima Destroy Inactive g Paper Active Total Vital? Media I=1mpo. after (OFR) (Off-site, (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally erformed by file folder. 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 yearn OD, Ppr Inactive State Law requires 2-3 years;29 CFR 1672.3(b)(ii),CCR §3204(d)(1)et seq.,GC§§12946, 34090 Covers all statute of limitations; Life of life of CHP requires life of vehicle; OSHA Vehicle Maintenance History(Police i Police Vehicle+4 Ve(1icle+ Vehicles) Mag, Ppr requires 1 year;8 Ca.Code Reg.§ years years 3203(b)(1);CCP§337 et. Seq., GC§34090 Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police Work Assignments(Schedules) 3 years 3 years Ppr years for work schedules;29 CFR Schedule 516.6(1), 29 CFR 1602.14,GC§ only 34090 INVI~Sl'IGATIONS At L 2 years after .years after Department Preference; GC Alcohol Beverage Applications Expiration of Expiration ofl Ppr §34090 ABC License ABC License Background Checks for Business M/S/I No Police Licenses: Bingo, Massage 5 years Mag, Mfr, Department Preference; GC 4 5 years .i .; Technician&Parlours, Sexually OD, Ppr §34090 Oriented Business SOB etc. CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: y z mo x �N iT o +N n ob Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number j Ima Destroy Inactive g Paper Active 1-otal Media 1=1mpoYt (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is com leted and imP1v a full file folder e. . last document+2 ears since destruction is normallv Performed bv file folder. Background Files-Non-sworn Separation+ Se aratlon:+ Ma Mfr, Yes: g p p g, Retained for administrative value; Police S/I After 1 Employees,Volunteers&Reservists 5 years 5 years OD, Ppr year GC§34090 Yes: Background Files-Sworn Separation+ Death of Death of Mag, Mfr, Department Preference;GC Police S/I When Employees 5 years Employee Employee; . OD, Ppr Inactive §34090 EEOC/FLSA/ADEA(Age) Background Files-Unsuccessful requires 3 years; State Law Police 3,yoar5 ` requires 2-3 years;29 CFR Applicants(Not Hired) 3 years 1672.3(a)(5)and (6),8 CCR 11040.7 c , GC§ 12946,34090 Department Preference; Notes Police Field Interview Cards(FI's) Indefinite Indefinite; :> 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+2 Business r;2, Mag, Ppr link to DOJ;PC§12070 years years Yes: Mag, Mfr, Retained for administrative value; Police Index Cards: All Applicants 100 years 100 years S/I After 1 OD, Ppr ear GC§34090 JAIL Yes: Mag, Mfr, Retained for administrative value; Police Photos: Mug Shots P P OD, Ppr S/I When GC§34090 Inactive LAB Follows Follows Yes: ,. Retention of Retention of Mag, Mfr, Department Preference; GC Police Fingerprint Cards(prior to Live Scan) Crime Crime OD, Ppr S/I After year §34090 Report Report M CITY OF HUNTINGTON BEACH, CA. ©2001 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Adopted: ran z mo x S N �O n 10 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number I Image, Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=1mpo after m office Retentton; :i Options M—Mfr ( ) OD or Mfr) ............ p S=Scan Imaged 8 ............... If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normally erformed by file folder. Follows �bllOws Yes: Retention of Retention of Mag, Mfr, Police Photos&Film: Crime Scenes Crime Crime ? OD, Ppr S/I When See appropriate Crime Report Report Report Inactive Follows Follows ! Yes: Retention of Retention of Mag, Mfr, Police Analysis Reports Crime Cnme OD, Ppr S/I When See appropriate Crime Report Report Report Inactive Follows Follows Yes: Retention of Retention of Mag, Mfr, Police Labotary Records Crime Came OD, Ppr S/I When See appropriate Crime Report Inactive Report Report.. Department Preference;GC Police Maintenance Logs Indefinate Indefinate.; : Mag, Ppr 34090 RECORDS and>PROPERTY Pursuant to PC§457.1 et seq.; required to register for life; If Police Arson Registrations: Adults 10 years 90 years 10U years! Mag, Ppr released from CYA,records are destroyed after age 25 or sealing pursuant to W&I§781; GC §34090.7 Pursuant to PC§457.1 et seq.; If Arson Registrations: Juveniles Age 25 or Age 25 or> released from CYA, records are Police released from California Youth Sealing Date dealing IJata Mag, Ppr destroyed after age 25 or sealing Authority +5 years +:5 years; pursuant to W&I§781;GC 4 34090.7 Finance Auction Receipts&Records 4 years Ppr Consistent with auditing standards; GC§34090 Police Booking Slips 2 years 2 ears : Mag, Ppr GC§34090 CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: fA z mo x S N tS O % N A 't0 Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number j Ima Destroy Inactive g Paper {OFR) Active (Off�site, Total Vital? Media I=1mpoh after (in office) Retention: : Options M=Mfr OD or Mfr) S—Scan Imaged& d? If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is completed, and implv a full file folder e. . last document+2 ears since destruction is normaliv Perform d bv file folder. Police Citations: Marijuana Citations or 2 years 2'years Ppr GC§34090, H&S§11361.5 Reports(less than 28.5 rams) Department Preference; Statute of Police Citations: Misdemeanor Traffic, 3 years 3;years Ppr Limitations is up to two years;Also Parking,or Criminal See Crime Reports; GC§34090, PC§802 Per <Per . Police CLETS Logs Subscribers Sutscnbers Mag, Ppr GC§34090 ...:. A reement Agreement;` Department Preference; Provided there are no outstanding warrants, unrecovered weapons,criminal Crime Reports: Felonies and deaths,they are not historically 10 years or 1U years cr Mfr, significant,and it is not classified Misdemeanors-ALL except those Yes:Before Mag, Police Report# upon DOJ upon DOJ> S/I No under PC§800&290 and H&S otherwise specifically mentioned in Notification Disposition OD, Ppr this retention schedule NQt� ...... §11850; Stat.of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S§11361.5, GC §34090, PC§802, PC§§187,800 et seq. Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Department Preference; Most Abuse,Sexual Assault&Neglect, Yes: have no limitations on Yes: Before Mag, Mfr, Police Report# Rape, Misuse of Public Funds,Train- P, P Disposition OD, Ppr S/I After 1 commencement of action; PC wrecking,Treason, Suicide, year 261,286,288,288a,288.5,28 Fatalities(Crimes Subject to Death 289.5,and 799 Penalty or without statute of Limitations m CD CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: In z mo k . S N O 0(b Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number i Ima Destroy Inactive gw- Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C d? If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is completed, and impIv a full file folder e. . last document+2 ears since destruction is normallY performed bv file folder. Crime Reports: Marijuana less than 2 Years or 2 years or Police subject 18 subject 18 Ppr GC§34090, H&S§11361.5 28.5 grams years old years old 2 years or Yes: Dept. Preference;Also see Crime Crime Reports: Missing Person Yes: Before Mag, Mfr, p . Police Reports.(unreturned) Until P P Disposition OD, Ppr S/I When Reports; GC§34090 Located Inactive Individual petitions District Crime Reports: Sealed Cases Mag, Mfr, Attorney; PD concurs that person 3 years Police 3 years ("Factual Innocence') OD, Ppr is factually innocent,then seals record; GC§34090; PC 851.8 a i Statute of Limitations runs up to Sealing date Sealing date age of majority+8 years; Sealing Crime Reports: Sealed Cases(e.g. Mag, Mfr, Police +5 years or +5 ears or: for Juveniles and Wards of the Juveniles) ( Y ( OD, Ppr Court Order) Court Order) Court retained for 5 years; CCP §§340.1, GC§34090;W&I§781 d Department Preference;GC Police Daily Activity Logs: Patrol&Traffic 3 years 3: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 S/I After 1 Dept. Preference; GC§34090 ii OD, Ppr year Police Officer Subpoenas and SDTs 2 years 2 years Ppr Department Preference;GC 34090 et seg. X CITY OF HUNTINGTON BEACH, CA.02001 Gladwell Govemmental Services,Inc.(909)337-3516-all rights reserved Adopted: z mo x S N Q O ,+ N n(b Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number I 9 Ima 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& C d? If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally erformed by file folder. Department Preference; Non- records used for investigations; Police Pawn Slips 2 years 2iyears Ppr Originals entered into the State Automated Property System; most agencies retain for 2 years; GC 34090 If artifact over$10,000,artifact is permanent-Statute of Limitations Police Property,Gun and Narcotics Logs 2 years P P Mag, Ppr is up to 3 years(recovery from seized property by police is 1 year); CCP§338(c),340(4), _._:. . 341(a);GC 34090 ............................. Police Property Monthly Logs 2 years P P Mag, Ppr Department Preference;GC §34090 (Criminal (C.nmin at..,....< Statute of Limitations is 1 year for Police Property Sheets Report Report ! Ppr property seized by officers;CCP Retention) §340 4); GC§34090 When No When No ............................. ............................. Police Request for Contact Longer Longer Ppr Transitory Records; GC§34090 Required Required Expiration of iretton of Department Preference; Non- Police Restraining Orders(TROs&EPOS) p Ppr records(Court is OFR); GC Order Order §34090 Pursuant to PC§290 et seq.; If Police Sex Offender Registrations: Adults 10 years 90 years 10fl years;. : Mag, Ppr released from CYA,records ar� destroyed after age 25 or sealing ursuant to W&I 781; X CD CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: z k p S N a O 0 fD Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office Classification of OR Records Description Retention/Disposition Comments/Reference Record File Number j Destroy Inactive Imag�, Paper Active Total Vital? Media I=Import after (OFR) (in office) (Off-site, Retention! ' Options M=Mfr OD or Mir) Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is completed and imp!implv a full hle folder e. . last document+2 ears since destruction is normal/perform bv rile folder. Sex Offender Registrations: Age 25 or Age 25 oil Pursuant to PC§290 et seq.; If Police Juveniles released from California Sealing Date Sealing Date' Mag, Ppr released from CYA, records are Youth Authority +5 years +5 years;::: destroyed after age 25 or sealing _ pursuant to W&I§781; Police Subpoena Payroll Logs 5 years 5,years Mag, Ppr Department Preference(meets auditing standards); GC§34090 Police Vehicle Repossession and PPl 2 years 2.years Mag GC§34090 Forms (Follows Follows case. Department Preference; GC Police Video Interviews(re: Crime Reports) case Mag retention) retention), §34090. Police Report# Weapons,Serialized, Lost/Stolen Until Found Until Fountl' Ppr Department Preference; GC 34090 POLICE MIS MANAGEMENT INFORMATION';SYSTEMS 30-day rotation cycle; Considered a copy and can be destroyed when Backup Tapes-(fileservers, no longer required; (may be Police 30 days 30 days Yes Mag. discoverable or made public in CAD/RMS) DAILY and WEEKLY some circumstances); retention ........:.................... based on administrative value; ............................. recycle tapes;GC§34090 et seq. 30-day rotation cycle; Considered Backup Tapes-(Security,ID a copy and can be destroyed when Server, Report Writing,Jail Video, no longer required; (may be Police 30 days 30 days Yes Mag. discoverable or made public in 4 Dictaphone, Document Imaging) some circumstances);retention WEEKLY based on administrative value; recycle tapes; GC§34090 et seg. fR CITY OF HUNTINGTON BEACH, CA. 02001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: Z mo x S N O _.O ,+ N n Ver.3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office Classification of OR Records Description \Retention/Disposition Comments/Reference Record File Number i Ima ; Destroy Inactive g�. Paper (OFR) Active (Off-site, T°tal Vital? Media I=Import after (in office) Retention: Options M=Mfr OD or Mfr) S=Scan Imaged& , � If the record is not listed here,refer to the Retention for City-Wide Standards Litigation, complaints and/or claims suspend normal retention periods retention begins after settlement). Retentions be in when the act is comi2leted, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Recordings of Telephone&Radio Department Preference; Statewide Police Communications Dispatch Tapes 1 year 1 year Mag guidelines propose 180 days (CAD) (legally mandated for 100 days); GC§§34090, 34090.6 _ Records Log(Case numbers for Mag, Mfr, Yes: Police crime reports) 2 years P P Yes OD, Ppr S/I When GC§34090 Inactive i X CITY OF HUNTINGTON BEACH, CA. ©2001 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Adopted: w me x �N Qo :i N n(D Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Vital? Media I=Import (OFR) (in office) (Off-site, Retention 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). ALL DIVISIONS(Records found in all divisions-these are not repeated in each Division) Mfr, , Expiration of Expiration of Mag, Covers various statute of Ppr All divisions AQMD Permits Permit+5 Permit+5 S/I No limitations; CCP§337 et. Seq., Works years years OD, GC§34090 Consistent with D.O.T. substance testing policy- Requires 5 years for positive DMV Permission, Renewal Notices& tests, 1 year for negative tests; Public EEOC/FLSA/ADEA(Age) All divisions Physical Exams(Class A&B 3 years 2 years 5 years Ppr Works vehicles) requires 3 years physical examinations; State Law requires 2 years;29 CFR 1627.3(b)(v), GC§§12946, 34090,49 CFR 653.71 et seq. Public Consistent with Accident/Injury Works All divisions Emergency Call-Outs 5 years 5 years Mag, Ppr reports(see City-wide schedule); CCP§340.5,GC§34090 AS/Human Employee Exposure Records: Transfer to Transfer to Mag, Mfr, Yes: Resources All divisions Hazmat Exposure Records Risk Risk OD, Ppr S When copies; GC§34090.7 Management Management' Inactive M m H z CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: X N �o �►N n<b Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Claims can be made for 30 years for toxic subst. exposure; EEOC/FLSA/ADEA(Age) Public Mag, Mfr, Yes: requires 3 years for promotion, Works All divisions MSDS(Material Safety Data Sheets) 2 years 28 years 30 years OD, Ppr S When demotion,transfer,selection,or Inactive discharge; State Law requires 2- 3 years;29 CFR 1627.3(b)(ii),8 CCR§3204(d)(1)et seq., GC §§12946, 34090 Public Underground Service Alerts(USA): Works All divisions Utility Cuts,etc.for work performed 2 years 2 years Mag, Ppr GC§34090 by the City non-records; EPA and Dept.of Underground Service Alerts from When No When No Agriculture maintain records of Public All divisions Longer Longer Ppr Utility Companies"USA's"(digging all reports. Owner/operator has Works on property by external entities--not Required Required reporting requirements under work performed by the City) H&S§§25158,25250.10, .17, .18;40 CFR§§280.62,thru .67 Consistent with Operational Public All divisions 3 years 3 years Mag Work Order Management System Complaints; CCP§§338 et seq., Works Data 340 et seq.,342, GC§§946.5, GC§34090 Dept. Consistent with Operational Providing All divisions Work Orders/Service Requests 3 years 3 years Mag Ppr Complaints; CCP§§338 et seq., Service/ 340 et seq.,342, GC§§946.5, Work GC 34090 ADMINISTRATION X m CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x o S N w � ;")iD Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive, Paper Active Total Vital? Media I=Import (OFR) (Off-site (in office) Retention Vital? 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Public Admin. Real Estate Acquired(Edison Park, 10 years P p Mag, Mfr, S After 1 GC§34090 et.seq. Works Golden West&Towne,etc.) OD, Ppr yew m y CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x o S N O N Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper (OFR) site Vital?Active (Off- , Total Media I=Import after (in office) OD(Off-site, Retention Options M=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, complaints andlor claims suspend normal retention periods(retention begins after settlement). ENGINEERING(all Contract Engineers must return final documents to the City upon completion of a project) Public Aerial Maps 2 years P P S Mag, Mfr, Yes: 1 Department Preference;GC Works OD, Ppr year §34090 Yes: Until Mag, Mfr, Yes: 1 Department Preference; City City Clerk Engineering Annexations,Abandonments P P_ S Clerk Maintains Originals; GC Completed OD, Ppr year §34090 Assessment District Projects(Maps, When No When No Diagrams, Spreadsheets, Yes: Until Mag, Mfr, S Yes: 1 City Clerk Maintains Originals; City Clerk Improvement Plans-e.g.water, Longer Longer Completed OD, Ppr year GC§34090 sewer, undergrounding) Required Required Cash Deposits(Refundable Deposits Close of Close of Department Preference; AS/Finance for Subdivision Improvements, Project+2 Project+2 ; Mag,Ppr Retained for auditing purposes; Building or Planning Permits,etc.) years years Finance is Office of Record; GC §34090.7 Public CIP Projects(where City Engineer is Upon Yes: Until Mag, Mfr, Yes: 1 Infrastructure;statewide P P S guidelines propose 10 years;GC Works the lead) Completion . Completed OD, Ppr year §34090 Public Yes: Until Mag, Mfr, Yes: Statewide guidelines propose Encroachment Permits(Permanent) 2 years P P S After Permanent;CCP §337 et.Seq.; Works Revocation OD,Ppr Inactive GC§34090 Covers statute of limitations for Public Encroachment Permits(Temporary) 4 years 4 years Yes: Until Mag, Ppr contracts(4 years); Statewide Works Completion guidelines propose Permanent; CCP §337 et. Seq.;GC§ Encroachments(Regulations& Superseded Superseded City Clerk Procedures) +2 years +2 years Mag, Ppr GC§34090 Public Flood Control&Disaster Files(e.g. P P Yes(all) Mag, Mfr, S Yes: 1 statewide guidelines propose 2 Works pump systems, CIP systems) ( OD, Ppr year years; GC§34090 m y CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: o X pN g S Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Public Grading Permits 2 years P P Yes: Until Mag, Mfr, S Yes: Land Records; GC§34090 Works Revocation OD,Ppr After Public Harbor Dock Permits Superseded Superseded Mag, Ppr GC§34090 Works +2 years +2 years Drafts should be destroyed; Public Maps&Drawings(ALL-Drainage, Some maps are also retained by , Works/ Grading,Subdivision, Survey,Water, P P Yes(all) Mag, Mfr S Yes: 1 Planning;Selected maps are Plann. etc.) OD, Ppr year retained in Public Works for administrative purposes; GC §34090,34090.7 Some maps are also retained by Public Planning; Selected maps are OD Plans/Drawings(Sewer, Downtown Mag,Ppr Mfr, Yes: 1 Works/ P P Yes(all) S retained in Public Works for Plann. Street Lights) , year administrative purposes;GC §34090,34090.7 Public Preliminary Studies/Project Mag, Mfr, Yes: Department Preference; GC Works Assessments(Not Acquired) P P OD, Ppr S After §34090 Projects&Facilities: Statewide guidelines propose 7 INFRASTRUCTURE Final years;2 years for blueprints& City Clerk or specifications; Statute of Specifications and Plans(Buildings, Completion Mag, Mfr, Yes: 1 Public P P Yes(all) S Limitations is 4 years; 10 years Works Improvement Plans, Park +2 years OD, Ppr year for Errors&Omissions; CCP Improvements, Right of Way, Sewers, Street Widening, etc.) §§337.337.1(a),337.15, GC §34090 City Clerk or Projects: NON-INFRASTRUCTURE Yes: Consistent with Agreement/ S After Public Final Specifications and Plans(Curb Completion 3 years Completion Yes: Until Mag, Mfr, Contract Administration;CCP Works repairs, Microsurfacing,Repaving, +2 years +5 years Completed OD, Ppr Inactive §§337. 337.1(a),337.15, GC Street Paving,Tree Trimming,etc). §34090 m N CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CMC(909)337-3516(all rights reserved) Adopted: x o S N �O :►N 0 4b Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number 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'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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Department Preference;All Property Acquisition Projects(All): Yes: Until original Deeds,Title Reports, City Clerk Correspondence,copies of P P Completed Mag, Ppr Insurance, Contracts and permanent documents,etc. Agreements are maintained by the City Clerk;GC§34090 Public Works/ Reservoir Plans P P Yes(all) Mag Mfr Yes: 1, S GC§34090 Plann. OD,,Ppr year Department Preference; City City Clerk Sewers P P Yes(all) Clerk maintains originals; General Services also maintains copies;GC§34090.7 Public Sewer Lift Stations P P Yes(all) Mag,Mfr, S No Department Preference; GC§ Works OD, Ppr 34090.7 Public Mag, Mfr, Yes: 2 NPDES Monitoring records are Works Stormwater Lab Reports 3 years 3 years OD, Ppr S/I years required for 3 years; 40 CFR §§122.21, 122.41 Public Stormwater: Industrial Notices/ Resolution + Resolution+ Mag, Mfr, Yes: 2 S/I required for 3 years; 40 CFR NPDES Monitoring records are i Works Code Enforcement/Violations 3 years 3 years OD, Ppr years §§122.21, 122.41 Department Preference; City City Clerk Streets(Vacations,etc.) 2 years P p Yes(all) Clerk maintains originals; General Services also maintains copies; GC§34090.7 Completion Mag, Mfr, Yes: 1 Department Preference(City City Clerk Subdivision Files +2 years P P Yes(all) OD, Ppr S year Clerk is OFR); GC§34090.7 m N Z CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x zr �o :►N ID Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Destroy Inactive Image: Paper (OFR) Active (Off-site Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints and/or claims suspend normal retention periods(retention begins after settlement). Drafts should be destroyed;All infrastructure contracts are Water Plans i Water Development Yes: permanent for emergency Public Completion Mag, Mfr, preparedness;Statute of Projects(Various Projects-inside P P S When Works the City) +5 years OD, Ppr Inactive Limitations is 4 years; 10 years for Errors&Omissions;CCP §§337. 337.1(a), 337.15, GC §34090 X N Ado t m c CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC C(909)337-3516(all rights reserved) p S N g C'?il;ft Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). MAINTENANCE Public Implement. + Mag, Mfr, Department Preference; GC Works AB 939 Implementation 10 years P P OD, Ppr S After.1 §34090 et.seq. Public Expiration + Expiration+ Mag, Mfr, es: Covers all statute of limitations; Works AQMD Permits(Paint Spraying,etc.) 5 years 5 years OD, Ppr S After 1 CCP§337 et. Seq.,GC§34090 year et.seq. Claims can be made for 30 years Public Mag, Mfr, Yes: 2 for toxic substance exposure; 8 Beach Closure Files 2 years 28 years 30 years S/I Works OD, Ppr years CCR§3204(d)(1)et seq., GC §§12946, 34090 Code of Federal Regulations Public ,Mag Mfr, Yes: 2 requires 3 years for all Catch Basin Storm Reports 3 years 3 years S/I Works OD, Ppr years monitoring records;40 CFR 122.410)(2) Confined Space Entries(Permitted Code of Federal Regulations Public ,Mag Mfr, Yes: 2 requires 3 years for all entries into sewers and storm drains 2 years 3 years 5 years S/I Works in order to comply with regulations) OD, Ppr years monitoring records;40 CFR 122.410)(2) Consistent with Operational Public Daily Work Orders, Equipment and 3 years 3 years Mag Ppr Complaints;CCP§§338 et seq., Works Vehicle Repair Orders 340 et seq.,342,GC§§946.5, GC§34090 Public Vehicle Equipment Maintenance History Mag, Ppr Life of Life of Department Preference; GC Works Numbers Equipment Equipment §34090 Public General Files: Originals 2 years 2 years Mag, Ppr GC§34090 Works (Maintenance Operations) ro i z CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: M N Qo MA N A Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number 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& 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). General Files: Copies of records When No When No Lead Dept. where other Divisions or Longer Langer Mag, Ppr GC§34090.7 Departments are the Lead (Maintenance Operations) Required Required —FiPublic Works Harbor Dredging Permits P P Mag, Ppr GC§34090 _ Yes: Fire, Public Mag, Mfr, Department Preference; GC Logs(Flooded Intersections) P P S When Works OD, Ppr Inactive §34090 Community Services, Public Works and Fire retain some Public MSC and HazMat Clean-ups, Yes: records until the employee is Works/ Federal Clean-ups and/or Exposure Mag, Mfr, separated from employment; Personnel/ Records(e.g.Ascon Oil, Landfills, 2 Years 28 years 30 years OD, Ppr S When Claims can be made for 30 years Planning etc.) Inactive for toxic substance exposure;8 CCR§3204(d)(1)et seq., GC §§12946,34090 Public Pavement Maintenance Inventory Data Data Mag GC§34090 Works Records Superseded Superseded Public Record Drawings and Plans for ALL Mag, Mfr, Some maps are also retained by Works City Facilities P P Yes(all) OD, Ppr S No Planning and City Clerk; GC §34090, 34090.7 Public Life of Life of Mag, Mfr, Yes Covers statute of limitations; : 1 Works Playground Equipment Equipment+ Equipment+ OD Ppr S CCP§§338 et seq.,340 et seq., , year 2 years 2 years 342, GC§§946.5,GC§34090 Public Pressure Vessel Permit(Propane, Expiration+ Expiration+ Mag, Mfr, Yes: Covers all statute of limitations; Works etc.) 5 years 5 years OD, Ppr S After 1 CCP§337 et. Seq., GC§34090 year et.seq. CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: N iT 0 6 Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Public Recycling Program 5 years 5 years Mag, Mfr, Department Preference; GC Works OD, Ppr §34090 et.seq. Consistent with Work Orders and Public Operational Complaints; CCP Works Scheduled Maintenance 3 years 3 years Mag Ppr §§338 et seq.,340 et seq.,342, GC§§946.5, GC§34090 Consistent with Work Orders and Public Operational Complaints; CCP Sewer Repairs&Investigations 3 years 3 years Mag Ppr Works §§338 et seq.,340 et seq.,342, GC§§946.5, GC§34090 Public Solid Waste Program Mag, Mfr, Department Preference; City Works (Administration) 5 years 5 years OD, Ppr Clerk is OFR for all actions; GC §34090 et.seq. Consistent with Work Orders and Public Street Maintenance(Overlays, 3 years 3 years Mag Ppr Operational Complaints; CCP Works Repaving, Slurry Seals,etc) §§338 et seq.,340 et seq.,342, GC§§946.5, GC§34090 Consistent with Work Orders and Public Operational Complaints; CCP Works Street Sweeping 3 years 3 years Mag Ppr §§338 et seq.,340 et seq.,342, GC§§946.5,GC§34090 After After Uniform Admin. Requirements for Funding Funding Grants to Local Governments is Tree Petitions with Curb or gutter Agency Agency Yes: 3 years from expenditure report; Public ,Mag, Mfr, HUD requires 3 years;statewide repair/replacement(want tree Audit,if Audit,if S/I When Works replaced)-Funded by a Grant Required- required- OD, Ppr Inactive guidelines propose 4 years; HUD Minimum 4 Minimum 4 2228.2 rev-3,24 CFR 85.42& years years 570.502(b),29 CFR 97.42,GC §34090 y Z CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: ° o 4D Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper Active Total Vital? Media 1=Import (OFR) (in office) (Off-site, Retention 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Tree Petitions with Curb or gutter Work Work Consistent with Work Orders and Public repair/replacement(want tree Completed + Completed+ Mag Ppr Operational Complaints;CCP Works §§338 et seq., 340 et seq.,342, replaced)-Not Funded by a Grant 3 years 3 years GC§§946.5,GC§34090 Public ,Mag Mfr, Yes: Department Preference; GC Underground Storage Tanks(USTs) 10 years P P S Works OD, Ppr After 1 §34090 et.seq. Covers all statute of limitations; Public Vehicle Folders: Includes Disposal of Disposal of CHP requires life of vehicle; Works Maintenance History,Accident Vehicle+4 Vehicle+4 Mag, Ppr OSHA requires 1 year; 8 Ca. Reports,etc. years years Code Reg.§3203(b)(1); CCP §337 et.Seq., GC§34090 Public Videos(TV Inspections of sewers Until Until Retained for reference;GC Works and storm drains) Superseded Superseded Mag §34090 Public City Clerk maintains originals Works Weed Abatement 2 years 2 years Mag, Ppr that are presented to Council (for liens); GC§34090 PARK TREE&LANDSCAPE Landscape Architect/Plans(Blue Public Mag, Mfr, Department Preference; GC Works Line Copies):City or City-maintained P P OD, Ppr S/I No §34090 Projects Public Landscape Architect/Plans (Blue When No When No Longer Longer Mag, Mfr, S/I No Required for processing; GC Works Line Copies): Private Projects Required Required OD, Ppr §34090 Public Maintenance Records and Logs 2 years 2 years Mag, Ppr GC§34090 Works �o A CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x o S N O X N 06 Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number 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& 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Projects&Facilities: Statewide guidelines propose 7 INFRASTRUCTURE Final years;2 years for blueprints& City Clerk or specifications; Statute of Specifications and Plans(Buildings, Completion Mag, Mfr, Yes: 1 Public P P Yes(all) S Limitations is 4 years; 10 years Works Improvement Plans, Park +2 years OD, Ppr year for Errors&Omissions; CCP Improvements, Right of Way, Sewers,Street Widening,etc.) §§337. 337.1(a), 337.15, GC §34090 City Clerk or Projects: NON-INFRASTRUCTURE Yes: Consistent with Agreement/ S After Public Final Specifications and Plans(Curb Completion 3 years Completion Yes: Until Mag, Mfr, Contract Administration; CCP Works Inactive repairs, Microsurfacing, Repaving, +2 years +.5 years Completed OD, Ppr §§337.337.1(a),337.15, GC Street Paving,Tree Trimming,etc). §34090 Public Mag, Mfr, Department Preference; GC Tree History and Locations P P S/I No Works OD, Ppr §34090 Tree Petitions without Curb or gutter Work Work Consistent with Work Orders and Public repair/replacement(want tree Completed+ Completed+ Mag Ppr Operational Complaints; CCP Works replaced) 3 years 3 years §§338 et seq., 340 et seq.,342, GC 946.5, GC§34090 TRANSPORTATION Public Bikeway Paths P P Yes(all) S Mag, Mfr, Yes: 1 Department Preference; GC Works OD, Ppr year §34090 Public When When Works Cartograph Data(Map Data) Superseded Superseded' Mag, Ppr GC§34090 Public Investigations 10 years 10 years Mag, Ppr Department Preference;GC Works §34090 m CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x o S N O Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactivesite Vital? Paper after (OFR) Active (Off- , Total Media 1=Import (in office) OD(Off-site, Retention Options M=Mfr Imaged&S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, complaints and/or claims suspend normal retention periods(retention begins after settlement). Projects&Facilities: Department Preference;Statute Public INFRASTRUCTURE Final Superseded Superseded Mag, Mfr, Yes: 1 of Limitations is 4 years; 10 Works Specifications and Plans(Legends, +4 years +4 years Yes(all) OD, Ppr S year years for Errors&Omissions; Signs,Signals,Striping, etc.) CCP§§337. 337.1(a), 337.15, GC§34090 Statewide guidelines propose 7 Projects&Facilities: years;2 years for blueprints& INFRASTRUCTURE Final specifications;Statute of +2 years OD, Ppr year Completion Mag, Mfr, Yes: 1 City Clerk Specifications and Plans(Street P P Yes(all) S Limitations is 4 years; 10 years Improvements, Right of Way,Street for Errors&Omissions; CCP Widening,etc.) §§337.337.1(a), 337.15, GC §34090 Public School Information(Traffic Safety 10 years 10 years Mag, Ppr Department Preference; GC Works Issues,etc.) §34090 Public Department Preference; GC Special Surveys 10 years 10 years Mag, Ppr Works §34090 Public Traffic Control Requests(red curbs, 10 years 10 years Mag, Ppr Department Preference; GC Works etc.) §34090 Public Traffic Counts, Summaries, Reports 10 years 10 years Mag, Ppr Department Preference; GC Works §34090 City Clerk maintains originals of Public installation/ownership,etc; Works/City Traffic Signals: Maintenance& 10 years 10 years Mag, Ppr Covers all Statute of Limitations; Clerk Timing Department Preference; GC §34090, CCP§337 et seq. X CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: m o ,� =rN it �+N yer. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number 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 d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears), since destruction is normally performed by We folder. Litigation, complaints and/or claims suspend normal retention periods(retention begins after settlement). City Clerk maintains originals of installation/ownership,etc; City Clerk Traffic Signs(locations, placement) P P Mag, Ppr Covers all Statute of Limitations; Department Preference; GC 34090, CCP 337 et se . WATER Expiration of Expiration of contracts(4 years); Statewide Public AQMD Permits Permit+5 Permit+5 ' Yes: Until Mag, Ppr guidelines propose Permanent; Works years years Completion CCP §337 et. Seq.; GC§ omestic water system Public Backflow Inspections/Approvals 2 years 2 years Ppr inspection with County Works administration (State Program- Title 17)GC§34090 Consistent with Chemical Public Mag Mfr, Yes: 2 , , Calibration Records 2 years 10 years 12 years S/I Reports;40 CFR 141.33(a); 22 Works OD, Ppr years CCR§64692 Chlorine&Fluoride may be considered as toxic substances and claims can be made for 30 Public Chemical Reports(Chlorine, Mag, Mfr, Yes: 2 years for toxic substance Works Fluoride, Nitrates,etc.) 2 years 28 years 30 years OD, Ppr S/I years exposure; State law requires 12 years, Federal 10 years for all chemical analysis;40 CFR 141.33(a); 22 CCR§64692; 8 CCR§3204(d)(1)et seq., co N CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x o S N C .►f 0 RED Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactivete Vital? Paper (OFR) Active (Off-site, Total Media 1=Import after (in office) Retention Options M=Mfr 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). 30 years if employer qualifies as Public Chemical Use Report Form/Material Mag, Mfr, Yes: hazardous material exposure& Works Data Safety Sheet(MSDS) 2 Years 28 years 30 years OD, Ppr S After required to file MSDS; reports Inactive are mailed to the County;8 Cal. Code Reg. 3204(d)(1)(A) Confined Space Entries(Permitted Code of Federal Regulations Public entries into any confined space, such S/I Mag, Mfr, Yes: 2 requires 3 years for all Works as sewers and storm drains in order 2 Years 3 years 5 years OD, Ppr years monitoring records;40 CFR to comply with regulations) 122.410)(2) Domestic water system Public Department of Health Services 2 years 2 years Ppr inspection with County Works administration (State Program- Title 17)GC§34090 Equipment Repair Orders(Pumps, Public Life of Life of Department Preference;GC Storm Drain Lift Stations,Well Logs, Mag, Ppr Works Equipment Equipment §34090 etc.) Public Hydrant and Valve Maintenance 2 years 2 years Mag, Ppr GC§34090 Works (Routes) Public Hydrant Flush 2 years 2 years Mag, Ppr GC§34090 Works Public Expiration+ Expiration+ Works Hydrants: Temporary Permits 2 years 2 years Mag, Ppr GC§34090 Public Manuals-Operation and Life of Life of Mag, Mfr, S No Administrative value;GC§34090 Works Maintenance for various equipment Equipment Equipment OD, Ppr Public Meter Production, Readings, 2 years 3 years 5 years S/I Mag, Mfr, Yes: 2 Consistent with other records;40 Works Operations Checklists&Records OD, Ppr years CFR 122.410)(2) m CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: x o S N Q O w N 4 Ver.3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears), since destruction is normally performed by file folder. Litigation, complaints and/or claims suspend normal retention periods(retention begins after settlement). Consistent with Operational Public Complaints; CCP§§338 et seq., Meter Shop Log She 3 years 3 years Mag, Ppr Works 340 et seq.,342,GC§§946.5, GC§34090 Public Monthly Water Production Reports 2 years 3 years 5 years Mag, Ppr Consistent with other auditing Works standards; GC§34090 Public Operations Log Books(Pumps and Mag, Mfr, Yes: 2 Code of Federal Regulations 2 years 3 years 5 years S/I requires 3 years;40 CFR Works Motors) OD, Ppr years 122.410)(2) Covers statute of limitations for Public Expiration+ Expiration+ Yes: Until contracts(4 years); Statewide Works Permits: Natural Gas, Propane,etc. 4 years 4 years Completion Mag, Ppr guidelines propose Permanent; CCP §337 et.Seq.;GC§ Statewide guidelines propose 7 Projects&Facilities: years;2 years for blueprints& City Clerk or specifications; Statute of INFRASTRUCTURE Final Completion Mag,Ppr Mfr, Yes: 1 Public P P Yes(all) OD,'Ppr' Limitations is 4 years; 10 years Works Specifications and Plans +2 years year for Errors&Omissions; CCP (Reservoirs,Wells, etc.) §§337. 337.1(a),337.15, GC §34090 Public Pump Stations and Production Mag, Mfr, Yes: 2 Works Reports P P S/I OD, Ppr years Administrative Value; GC§34090 Public Reservoirs(all records) P p Mag, Mfr, S/I No Administrative Value; GC§34090 Works OD, Ppr Public When When Transitory Records;GC§34090 Works Routes(Reading,etc.) Superseded Superseded Mag,Ppr et seq. Public Mag, Mfr, Yes: 2 State law requires 12 years, Works System Chlorination&Fluoridation 2 years 10 years 12 years OD, Ppr S/I years Federal 10 years;40 CFR 141.33(a); 22 CCR§64692 X m CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: >K o =r is !;N A iri Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Classification Records Description Retention/Disposition Comments/Reference Record OR File Number Image: Destroy Inactive Vital? Paper (OFR) Active (Off-site, Total Media I=Import after (in office) Retention Options M=Mfr 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, complaints and/or claims suspend normal retention periods(retention begins after settlement). Public Expiration+ Expiration+ ' Mag, Mfr, Works Variances,Exemptions 5 years 5 years OD, Ppr S No 40 CFR 141.33(d) Public Works Water Consumption Records 2 years 2 years Mag, Ppr GC§34090 Outside Water Districts(outside agencies)/ When No When No Non-Records used for District Proiects outside City Boundaries Longer Langer Mag, Ppr administrative purposes; GC Required Required §34090 Public Water Production and Stormwater Mag, Mfr, Yes: 2 Consistent with other records; Works Recording2 years 3 years 5 years r S/I Charts OD, Ppr _ years GC§34090 Public Water Quality Reports(also see Mag, Mfr, Yes: 2 State law requires 12 years, Works Chemical Reports) 2 years 10 years 12 years OD, Ppr S/I years Federal 10 years;40 CFR 141.33(a); 22 CCR§64692 Public Water Quality Reports: Odor Mag, Mfr, Yes: 2 Department Preference;Code of Works Complaints OD, Ppr 2 years 10 years 12 years S/I years Federal Regulations requires 3 years;40 CFR 122.410)(2) Public Water Reports&Sampling: Mag, Mfr, Yes: 2 Department preference(only 5 2 years 10 years 12 years S/I years is required);40 CFR Works Bacteriological OD,Ppr years 141.33(a) Public Water Reports&Sampling: Mag, Mfr, Yes: 2 State law requires 12 years, Works Chemical OD, Ppr 2 years 10 years 12 years S/I years Federal 10 years;40 CFR 141.33(a); 22 CCR§64692 Federal: Bacteriological analysis are required for 5 years, Public Water Reports, Monitoring&Testing 2 years 10 years 12 years S/I Mag, Mfr, Yes: 2 chemical analysis for 10 years; Works (maintenance,strip chart recordings) OD, Ppr years State law requires 12 years, Federal 10 years;40 CFR 141.33(a); 22 CCR§64692; Public Mag, Mfr, Works Well Records P P OD, Ppr S/I No Administrative Value; GC§34090 z CITY OF HUNTINGTON BEACH, CA. Diane R.Gladwell,CIVIC(909)337-3516(all rights reserved) Adopted: MP 0 ..N Res. No. 2002-9 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, CONNIE BROCKWAY, 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 the 4th day of February, 2002 by the following vote: AYES: Green, Dettloff, Bauer, Cook, Boardman, Winchell NOES: None ABSENT: Houchen ABSTAIN: None City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California RCA ROUTING SHEET INITIATING DEPARTMENT: ADMINISTRATION SUBJECT: Approval of Department and Citywide Records Retention Schedules and the Records Process Manual COUNCIL MEETING DATE: February 4, 2002 RCA IATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Not Applicable Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FOFARDED Administrative Staff ) Assistant City Administrator (initial) City Administrator (Initial) ) ) City Clerk ( ) EXPLANATION FOR RETURN OF ITEM: SpaceOnly) RCA Author: P. Dapkus