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Home My WebLink AboutRESOLUTION 2008-23 - APPROVE THE UPDATED CITYWIDE RECORDS RE City of Huntington Beach 2000 Main Street • Huntington Beach, CA 92648 ffiB tt1949 p�. '• OFFICE OF THE CITY CLERIC ® JOAN L. FLYNN CITY CLERK March 29, 2011 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Police Department Version Number Being Approved for Revision: 9.0, page PD-8 only Attached is the updated Retention Schedule for the above department showing proposed updates in "Track Changes" format. The update has been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules (Resolution 2008- 23), updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. Department Head Date City Cler bate 1pafigier Date A::C Attorney Date Attachments: Memo dated 3/24/11 From Chief Small requesting revision Pg. PD-8 of Version 9 in "Track Changes" format Sister Cities: Anjo, Japan • Waitakere, New Zealand (Telephone:714-536-5227 Resolution No.2008-23—Exhibit"A" 0 Resolution No. 2008-23—Exhibit"A" ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: Inactive Paper OFR Active Total � Media I=Import ( ) (Off-site, vital. p r after (in office) Retention' Options M=Mf 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. Liti ation claims com taints audits endin records re uests and/or investi ations sus end normal retention periods retention resumes beein after settlement). CITY ADMINISTRATOR I COUNCIL SUPPORT Until Until Yes: Admin. Administrative Regulations Superseded Superseded' Yes: Until Mag, Mfr, S When GC§34090 Minimum 2 Minimum 2 Superseded OD, Ppr Supersed years years ed Admin. Administrative Files(Includes 2 years 2 years Mag,Ppr GC§34090 Travel) Admin. AS-/- Association Records: Outside When No When No Memberships(ICMA,etc.) Longer Longer,... Mag, Ppr Non-records;GC§34090.7 ReseufGes Required Required - Awards, Mavor's Awards I�a►� 2 years Z years Mag,Ppr GC§34090 ReseUrses Consistent with operational complaints;Statute of Limitations Citizen's Inquiries,Complaints, for personal property,fraud,etc. is Admin. Communications,Logs 8 3 years 3 years Mag, Ppr 3 years;Claims must be filed in 6 Resolutions months;CCP§§338 et seq.,340 et seq., 342,GC§§945.6,GC §34090 Admin. City Administrator's Weekly Report 2 years .2 years Mag, Ppr GC§34090 Term of Admin. Council Member and Mayor's Office- Office- Administrative value to cover Correspondence Minimum 2 Mmlmum 2..1 Mag, Ppr terms of office;GC§34090 ears years :: Council Member and Mayor's When No When No Admin. expenses for external organizations Longer Longer Mag, Ppr Non-records;GC§34090 (not City expenses) Required Required HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver.5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention. Options M=Mfr OD or Mfr) S=Scan Imaged& QC'd? If the record is not listed here,refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complain s audits.Dendina records re uests and/or investi ations sus end normal retention periods retention resumes beGin after settlement). When No When No Longer Longer Admin. Internal Studies and Reports Required- Required-', Mag,Ppr GC§34090 Minimum 2 Minimum 2' ......................... .......................... ears years When No iJllten No Projects&Issues(Issues and/or Longer Longer Yes: While Admin. projects will vary over time-e.g. Required- ::Required.- Active Mag, Ppr GC§34090 Hotels,etc.) Minimum 2 Minimum 2 Issues ears years Until Until Ye]en Admin. Superseded Superseded Yes: Until Mag, Mfr, Wh O�feet. Strategic Plan Minimum 2 Minimum 2! Superseded OD, Ppr S/I SupeGC§34090 ears ears e HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints. audits.Dendina records re uests and/or investi ations suspend normal retention periods retention resumes begin after settlement). PUBLIC INFORMATION /HBTV-3/CABLE TV Admin. HBTV-3 2 years 2years ,:; Mag,Ppr GC§34090 et seq. Admin. Cable TV Complaints 2 years 2 years ! Mag, Ppr GC§34090 Cable TV Franchise Administration/ Completion Completion Department Preference; Conforms Admin. Mag, Ppr with City-Wide standards for PACT Administration +5 years +5 years agreements; GC§34090 Admin. Cable TV Programming, Production 2 years 2:vears Mag,Ppr GC§34090 &Scheduling Staffing Tape Consistent with video tape De t. Cable TV Video Tapes 90 days :-:90,days..' (Mag) retention for public meetings;GC P §34090.7 Staffing Cable TV Video Tapes: Historical Tape When content is of historic Dept. events 90 days P P (Mag) significance;GC§34090.7 Admin. Press Releases 2 years 2ybarsl-i Mag, Ppr GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" O+ r� O Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Category ID# Records Description Retention Disposition Comments Reference Record Destroy Image, Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Mfr) .;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-Iffilde 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 claims, complaints, audits. Dendina records reauestsand/or investiaations sus pend normal retention periods(retention resumes beeins after settlement). Finance Fiscal Business License Applications and Termination Termination Yes: Until Yes, Services Renewals(includes Home Termination of Business of Business Termination Mag, Mfr, S/I After 1 Retained for Auditing purposes; Occupation Permits) of Business +5 years -t 5 years of Business OD, Ppr year GC§34090 T*easuw Finance Fiscal Business License Computer When When Services Mag, Ppr Transitory Records; GC§34090 Generated Reference Reports Superseded Superseded G* Finance I Fiscal P Business License Notice of Fully Paid+ Fully Paid+ Yes: Until Meets auditing needs-, GC Services Violations and Civil Citations 2 years 2 years Paid Mag, pr §34090 G* T*easufef Yes: DepaFtment Preferenne to FinnnnA I Chart nf A nna, ptS(PFint aut w.------- 2 Rellever Dupe} years P_ 42 Yes Maq, MfF, S-9 I AftAr FPSAAFGh YARF end GeneFal AGGOUnting GD, Pp nr4a ratnnAd yew pWrAanently; GG§34090 Yes: Statute of Limitations is 4 years; Finance I ,Mag Mfr, statewide guidelines propose Check Registers 2 years 3 years 5 years S/I After 1 Accounting OD, Ppr year Audit+2 years; GC§34090, CCP§337 Yes, Statute of Limitations is 4 years, Finance I Checks-Canceled(Cashed)or 2 years 3 years 5 years Mag, Mfr, S/I After"I statewide guidelines propose Accounting Voided OD, Ppr year Audit+5 years; GC§34090, CCP§337 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total .:::: Media I=Im port ( ) (Off-site, (in office) Retention:.. i� ' Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes after settlement). Copies- Copies: ; City City Clerk When No ;:When.No ` Yes: Clerk retains original Comprehensive Annual Financial Longer Lori er' .: Mag, Mfr, S/I. After 1 Report(CAFR) —� —9— OD, Ppr permanently; statewide Asseuriting Required Required':': year guidelines propose 7 years; ; GC g §34090.7 Finance/ Fiscal Department preference; Customer Accounts(Closed 3 years after 3:years.after Services Mag, Ppr Published articles show 7 years Business Licenses or Utilities) terminated terminated'. Y for customer ledgers; GC§34090 T-Peasumf Finance/ 5 years 5_vears .:; Yes: Department Preference: Accounting Depreciation Schedules 2 years ¢ Mag, Ppr S/I After Published articles show 7 years Inactive after disposal; GC§34090 Farase l s s Ppr Amy €iaaase Yes= Fes: Ass9uating �nt years years "'&years.;.: Current GD F' S E 1 After Eissal-Year §�498A Finance/ Financial Services Database/ERP "'' (Enterprise Resource Planning) Indefinite Indefinite„: Yes Maq, Par Data fields are inter-related: GC Accounting Database §34090 et seq. Consistent with Accounts Yes: Receivable; Statute of limitations Finance/ Fixed Assets-Auction/Disposal/ Mag, Mfr, is 3 years; statewide guidelines 2 years 3 years 5 years S/I After 1 Accounting Sales/Surplused OD, Ppr year propose 2-4 years; prliskted ; GC §34090, CCP§337 FAccounting nance Fixed Assets-Inventory, Schedule 2 years 3 ears '5 years.. Mag, Mfr, S/I Yes: Includes permanent assets; GC of Infrastructure and Buildin s �� R c;, OD. Ppr After 1 §34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total.. Media 1=Import (OFR) (in office) (Off-site, Retention: Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records re uests and/or investi ations suspend normal retention periods retention resumes begins after settlement). When No When No Preliminary documents(the Yes: database is original) Rubtisk Accounting Required Required OD, Ppr Finance/ General Ledger: Final year-end Longer R Longer Mag, Mfr, S/I After 1 ' Other- 2 years Zyears :. year year&;GC§34090 'InA#eF6Far�t& o Le €fig Ffflg y Agep6y es� Lead Dept 2 years Audmt, i�€� YpAudit,u -ifMag S-N When "" _ rAq�+iFed 1nast+ve 2228.2 rev_Z 74 GFR QC.A7 Q MFRFn}�}� pA,mrnnT' vrrr=� 57(1 502(b) 79 GFR 97 A7 GG �s years , , Department Preference; IRS:4 years after tax is due or paid Yes: (longer for auditing&contractor Finance/ Indirect Cost Plans 2 years 3 years 5 years Mag, Mfr, S/I After"I delinquency); Ca. FT13: 3 years; Accounting OD, Ppr year pei:maaent;IRS Reg§31.6001- 1(e)(2), R&T§19530, GC §34090 Invoices: See Accounts Payable Yes: Department Preference; Statute Finance/ Journal Entries 2 years 3 ears 5 Mag, Mfr, S/I After 1 of Limitations is 4 years; y years Accounting OD, Ppr year yeafs; GC 34090, CCP§337 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total . Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits.Dendina records requests and/or investi ations suspend normal retention periods retention resumes after settlement). Journals, Ledgers, Reconciliations, Preliminary documents(the Registers, Reports, Transaction When No :When No database is original) Depe�ent- Finance/ Histories, Balance Sheets, Budget Lon Yes: 9 Longer Lbriger :: Mag, Mfr, Accounting Adjustments(MONTHLY OR Required s Required OD, Ppr S/I After 1 shew 3 6 yeam statewide PERIODIC ear-Does NOT include year y years >: s guidelines propose 2 years; GC end General Ledger. §34090 Finance/ Oil Production Tax 2 years 3 years 5 years Mag, Ppr Retained for auditing Purposes: Accounting GC§34090 Finance/ State Controller's Report/Statement Mag, Mfr, Consistent with periodic report/ 2 years 3 years .,.:5 years S/I After 1 Accountin of Indebtedness OD, Ppr 1 journal retention; GC§34090 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Category ID# Records Description Retention I Disposition Comments Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan I QCA? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits. Dendina records reauests. and/or investiaations sus end normal retention periods(retention resumes beoins after settlement). CENTRAL SERVICES Finance I Unsuccessful Bids(for bids opened Bid Opening Bid..Ope.ninq OFR depends upon who opens Central 7 by Central Services) +2 years 2 years.::: Ppr the bid (e.g. City Clerk); GC§ Services 34090 Term varies, and can be a multi- year contract City Clerk is OFR Finance I for those that go to Council; Central Successful Bids(products or 3 years 3 vears�::. Yes: Until Mag, Ppr Statute of Limitations for Services services) 10 years 10 years Completion contracts is 4 years-, CCP§§337., 337.1(a), 337.15; GC§34090 et seq. 86d-der I Ve-nd-G-F List(Gompanie&_ T-FansitaFy 148Gerd---rAd tn mall.- Central Superseded SWP8FS9 Mag, Pp SePA4Ge& that%A.gant to rpreive_RFRs 1 RFQs) 961t F8questsi GG§34090 et seq. Department preference: Finance I Purchase Orders: Goods& Yes: Until Mag, Ppr, Consistent with Accounts Central Products 2 years 3 years 5 years. Paid OD Payable-, Published articles show Services ... 3 years; Statute of Limitations is 4 years GC§34090, CCP§337 Consistent with agreements and Finance I Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts- Statute of Limitations Mag, Mfr, Central (when the vehicle or equipment is Lease+2 3 years Lease+ 5: S/I After 1 for contracts is 4 years; CCP OD, Ppr Services not subsequently purchased) years years..,,-., - GC year §§337., 337.1(a), 337.15, ..... §34090 et seq. Finance I Upon Upon Central Vehicle Title("Pink Slips") Disposal of Disposal 6.f Mag,Mfr, S/I No Provided to new owner-, GC Services Vehicle Vehicle,*:.:, OD,Ppr §34090 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: ac Active Inactive Total Media I=Import Paper _s ite (OFR) (Off-site, Vital) after fr (in office) Retention OD or Mfr Re en. ion Options M=Mfr S=Scan d& Image If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits. Dendinq records reauests. and/or investioations sus end normal retention periods(retention resumes 199(iins after settlement). PAYROLL DepaFtment PrefereAGe t9 FnatGh auditing standaFdsi EEG G_Xl_SA/ADEA(Age) RAnAfit FDO(InGludes Personnel Fequ Fes 3 yeaFs f49F pFerAQt*GR, FonaAGe i Empleyee D_.t. AAt hAAd;AqI RnrallrnAnt- SepaFatie.. 19600..�p.ti.on Yact- After demation,tFaRSfeF, 6eleGtien, eF- Yes- Intil Mag, MfF, Payroll NIAMA FeFm, Dental ERmllment Form, 5 Years 6. ....ears Separation BB-RpF 9 Separatia diSGIIW98; State Law FequiFes 2— 3 yeaFs; FetiFement benefits is-&- Renefiniary FmeFM6) .. ......... A =R yeaF6 ften;last aGtien;29 Cr .......... 1602 31 & 1627.3(b)(ii), F1 CGR §3204(d)(1)et seq., GG §§12946, 34090;29 WSC I I 13 TAh:hih;itann Yes; DuFinq Mag,6 yrs OD, S-44 AfteF 1 Yes; Retaened 0 GGV9F audifing- 13611mAgi CORRA and RAtiFe8 MediGal of Sepoine Af Sni:��4A Payroll Mfr' 12A standaFels; GG§34090 5-years yew IRS:4 years after tax is due or paid (longer for auditing& Finance DE-6&941 Forms-Quarterly Yes: contractor delinquency); Ca. FTB: Payroll Payroll Tax Returns 2 years 3 years .:5 years..pars Mag, Mfr, S/I After 1 3 years- 12hl4AhLqd;artaciAF%Ahei*A"A OD, Ppr ea year pelr_mlan� IRS Reg§31.6001- 1(e)(2), 26 CFR§1.6001-1, R&T §19530, GC§34090 DepaFtment PF8feFenGe(rneets- Yes; FiAnRnt4 I P9feFFed GGFnp9RSat*9R Statements hAnn IkAfr I auditing standaFds); Publish 2 3 payFoll fie) Years years PP S44 After-1— mrtir,'AA far bank Rtgtpmepts yeaf shai.A.o 4 7 years; GG§34 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive " Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits.Dendina records re uests and/or investi ations sus end normal retention periods retention resumes begins after settlement). Employee Payroll File(includes W- Upon 7ea 4s etc. Separation. on Finance/ Send to Send to:: : Retained to match other auditing PayrollDepes on and Camp Human 3 years Humane Mag, Ppr periods; GC§34090 Time Sales,etG. Resources Resources 2_years S_Years. Finance/ Completion Completion Department preference; Retained Garnishments(all records) 3 years Mag, Ppr to match other auditing periods; Payroll +2 years +5 years GC §34090 Rnamse I PayFGµ 2 years S years S years. � ' S-I After I €inaflse ...... e 8 Finaase I €mployeePayFell File SepaFatiaR+ � Ppr PayFeB AlaFnetiOR S-yeaFs 5 years" Preliminary documents/ transitory records(the database is the original): Gerasistent with When No When No Finance/ Payroll Registers(all, except year- Longer -: Longer. Mag, OD, Yes: Payroll ending) Reouired s Required Mfr, Ppr S/I After 1 year 2 years S years :: 5—29 yearsi statewide guidelines propose Permanent, , GC §34090 For use in reconstructing hours Finance/ Payroll Registers(Detail Year-end Mag, OD, Yes: for PERS service for employees; Payroll W-2 Report) 2 years P P .,. Mfr, Ppr S/I After 1 statewide guidelines propose year Permanent; 29CFR 516.5- 516.6, GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendinc records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). €iaanse/ Yeses � Payroll RepaFts(All) 2 years OI�pF' S-f I After I- .... §34GQG Finance/ PERS AF►nHa�Reports-Bi-weekly „ Yes: PERS is OFR; retained to meet Mag, OD, Payroll Report to PERS(Employers 5 years 5:years p S/I After 1 auditing standards; GC§34090 et y Statement) Mfr, P r year seq. Human Copies- copies- Copies(originals retained in When No ;-When No Yes: Resources Personnel Transaction Forms Mag, OD, employee's Personnel File); Longer 3 years 'I`::Lonaer S/I After 1 Fa+ase (Payrollee+�Copy) Required "Required Mfr, Ppr year retained to match other auditing µ s " .� periods; GC§34090.7 €iAaasa Employee .. e Yew—`r^hen Yes , PayFeDAnwagAd µ 65 years old years eld gamOF eligible f49F ' �N A ��T IRS:4 yrs after tax is due or paid; Ca. FTB: 3 years; lAf+tM#a Articles show 7 Finance/ Wthh 5 years 5 years Mag, Ppr years; IRS Reg§31.6001-1(e)(2), Payroll eldiFag} R&T§19530; 29CFR 516.5- 516.6, 29USC 436, GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ITI rD Resolution No.2008-23-Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Category ID# Records Description Retention Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after (in office) Retention: Options M=Mfr Imaged& OD or Mfr) S=Scan QC'd If the record is not listed here, refer to the Retention for City-Iffilde 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. Litigation, claims, complaints. audits. pending records requests. and/or investigations suspend normal retention periods(retention resumes begins after settlement). CHIEF I ADMINISTRATION Mag, Yes: After Fire Background Files-Employees, Separation+ Separation.+ — Retained for administrative value; Mfr, OD, S/I Volunteers& Reservists 5 years -C&-Whe4* Ppr GC§34090 Department Preference(Human A-S4- Employee Injury and Exposure .Separation Yes: Until Mag, Yes:After Resources is OFR)-, all employee Human Separation 30 years Mfr, OD, S Reports(includes Off-duty) 30 years. Separation Separation exposure records are exposure+30 Resources Ppr years; 8 CCR§3204(d)(1),et seq.; GC§34090.7 ..... Department preference*All State and Federal laws require retention until final disposition of formal complaint: State requires 2 years after action is taken: 29 CFR Fire Disposition + Disposition,+ 1602.31 &1627.3(b)(ii), 8 CCR A.S4- Grievance Files 4 years 4- 4 years 4- Mag, 43204(d)(1)et seg.. GC 5512946, Human - Ppr 12960, 340900 29 USC 1113, LC Rer.GUFG. Yew '- 1174 GC§§12946, 34090 Gopies A&Human Reseumes OFR and Fet filA f9F sepaFatmen+10 yeaFs HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total: Media I=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for Cit -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, claims complaints, audits.Dendina records re uests and/or investi ations sus end normal retention periods retention resumes hoainr after settlement. Department Preference; State& Federal laws require retention until final disposition of formal Final Final complaint; State requires 2 years Fire Internal Affairs/Investigations/ Disposition+ Dis osition+ Mag, Discipline Files p p Ppr after action is taken; Statute of 4 years 4 years. Limitations is 4 years for misconduct; EVC§1045, GC §§12946, 34090, PC§§801.5, 803(c), 832.5, VC§2547 DepaFtment nce-F €ire keep FneFe detailed infei:mati Fes--After Payroll Supplemental DAnardA1=inanse a-Year 8 Years944 than the Gity wide system Gan- 4 We; FffinaAG9 keeps the offinial PPF PFev Department Preference(other Payroll Entry Documentation(e- departments keep 3 years);Yes: Federal law requires payroll Fire mail 55 years 5 40 ears Before Ma records for 3 ears; FTB keeps 3 a-YeaF 9�reaFs _ Y ...:..: 9 Y p Department Only) ., Payment years; Published articles show 4- 10 years; 29 CFR 1627.3(a); GC §34090 Department preference: Ensure records kept in Department files Separation+ Separation+ comply with City policy; Originals AS 4- 30 years 30 years:.' are maintained by Human Human Destroy Personnel Files-Department-level Before Mag, Resources Administration Filesle Separation Ppr Resources; State&Federal laws WhAn �4llaea;:: require 2-3 years; 29 CFR Deseases# 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC§§12946, 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total' Media I=Import Paper after (OFR) (Off-site, Vital? (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan QC If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+ 2 ears since destruction is normally performed by file folder. Liti ation claims complaints, audits.Pendino records re uests and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference(Human Separation+ Se aration+ Resources is OFR); Claims can be 30 years 30 years ' made for 30 years for toxic subst. A4-�L Personnel Files- Medical Files: Mag, exposure; EEOC/FLSA/ADEA Human Medical Examinations, HazMat Mfr, OD, S Yes:After (Age)requires 3 years for Resources Exposure Records Gempar:e e. Ppr Separation promotion,demotion, transfer, wrath k�s- � p selection, or discharge; State Law destFGy requires 2-3 years; 29 CFR sepias spies ;. 1627.3(b)(ii), 8 CCR§3204(d)(1)et seq., GC§§12946, 34090.7 Department Preference(Human Resources is OFR); retained to A44- Personnel Files-Training Files: Separation+ Se aration+ Mag, comply with ISO(Insurance Human Training, Certificates, First Aid 30 years 30 years Yes: Until Mfr, OD, S Yes:After Services Office)requirements and Resources Training Database, etc. 9eseased Separation Ppr Separation for the convenience of former employees; Paramedic/EMS Training is required for 5 years; 22 . CCR 100176(d), GC§34090 Recruitment Files: Solicited: A When No VVhen No'. Copies-AS/Human Resources is Brochure, advertisement, - Mag, Human Longer Longed'...unsuccessful applications, Ppr OFR and retains for 3 years; GC Resources Required Required §34090.7 selection materials,tests,etc. Superseded Superseded +3 years +..3 yearsYes: Until Mag, Department Preference; Statute of Fire Standard Operating Procedures/ 4-versiens Supersede Mfr, OD, S/I No Limitations for Health Providers is Policy and Procedure Manual d Ppr 3 years; CCP§340.5, GC§34090 veFsier�s eveFstens'en HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged& 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.q. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. pending records requests. and/or investigations suspend normal retention—periods retention resumes after settlement. FIRE PREVENTION Fire Abatements, Code Violations 3 years 3 years Yes: Until Mag, GC§34090; UFC§103.3.4 (violation database)Life Safety Resolution Ppr to PG§457.1 adults must FegasteF €49 49 years 29 years 30 years � Fatalities 1219F Age 25 eF Age,N er- 1 iFe i eating:-6ti t8 AethGFky 5 years 5 years Building& Certificate of Occupancy - Mag' Yes: After Safety Applications 1 year 1 year Mf: r, OD, S/I Copies 30 days ; GC§34090.7 Ppr Building& P Mag, Yes: After Safety Certificate of Occupancy �peFseded eded Mfr, OD, S/I 30 days Copies; GC§34090.7 Ppr Y Superseded Superseded Knox Box(locked key to building Mag, Non-records used for reference; Fire or Life of or,Life:of for emergency entries) BuildingBuildin Ppr GC§34090 Occupancy Files: Commercial Facilities, Places of Public Assembly, Hotels, State-Licensed Life of Life'of '.. Department Preference; Facility Inspections(Hospitals,Fire Address Boarding, Day Care, Group Business Business Mag, Inspections required for 3 years; Homes)-Includes Fire Protection (minimum 3 (minimum 3 Ppr CCP§337 et seq., CCP§340.51 System Plans, Permits, years) years):.:;: GC§34090; UFC§103.3.4 Inspections, Sprinklers, Evacuation Plans, etc. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of Record Category ID# Records Description Retention I Disposition Comments Reference e, "ji Image: Destroy ive Inact, Active ��:� :Total.. Media I=Import Paper after (OFR) (Off-site Vital? (in office) Mfr) Retention., Options M=Mfr Imaged& OD or Mfr) 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.q. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, complaints, audits. Deriding records reauests and/or investigations sus end normal retention peri ds(retention resumes haaipi; after settlement). Occupancy Inspections: Hazardous Materials Storage, Underground Storage Tanks Life of (USTs),Above Ground Storage Business Mag, Yes: After Department preference Fire Address Tanks(ASTs), or Multiple (minimum 3 P P Yes(all) Mfr, OD, S/I 1 year Inspections required for 3 years, Violations-Includes Fire Years) .... Ppr UFC§103.3.4 Protection System Plans, Permits, Inspections, Sprinklers, Evacuation Plans, etc. Oil Well Information and Inspections: (Fire Protection Life of the ..Life of the Mag, Department Preference, Fire Address Well + 10 ::::Well+ 10 Yes(all) Mfr, OD, S/I No Inspections required for 3 years; System Plans, Inspections, years years Ppr UFC§103.3.4 Sprinklers, Evacuation Plans, etc.) Department Preference, Statute of Fire Address Special Inspection Permits(e.g. Expiration+ Expiration Yes: Until Mag, Limitations for Health Providers is fireworks, et.) 3 years 3 years Expiration Ppr 3 years; CCP§337 et seq., CCP §340.51 - GC§34090 Life of the Life of the.. Mag, Yes- After Department preference; Fire Address Sprinkler Systems Yes(all) Mfr, OD, S/I Inspections required for 3 years; Building Building, 1 year Ppr UFC§103.3.4 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions 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. Litigation, claims complaints, audits.pending records requests. and/or investigations suspend normal retention periods retention resumes begins after settlement). EMERGENCY SERVICES/EMERGENCY OPERATIONS CENTER Disaster Claims(FEMA Settlement+ Settlement; Mag, Yes: After + Department Preference; GC Fire Reimbursement Records) 3 years "4.'.3.years _. Mfr, OD, S/I §34090 Ppr laastiva Yes: Superseded Superseded Mag, Police/ Emergency/Disaster Current Department Preference; GC (minimum 2 :(minimum 2 Mfr, OD, S No Fire Management Policies& §34090 years) Years) Ppr Procedures EOS Plan(Office of Emergency Superseded Superseded Mag, Fire Address Services) and and Yes(all) Mfr, OD, S/I No GC§34090 Approved :::Approved Ppr Superseded Superseded Mag, Non records(County maintains City Clerk Address Evacuation Plans(County Wide) and and. Yes(all) Mfr, OD, S/I No originals); GC§34090 Approved :.:Approved:.:. Ppr Plans: Master Plan, Emergency Superseded Superseded Yes: Until Mag, Statute of Limitations for Health Fire and ::::and Supersede Mfr, OD, S/I No Providers is 3 years; CCP§340.5, Management, Oil Spill, etc. Approved Approved d Ppr GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive =`' Image: Destroy Active Total : > Media I=Import Paper after (OFR) (Off-site, Vital? (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com /eted, and imply a full file folder(e.g. last document+ 2years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. Dendina records re uests and/or investigations suspend normal retention periods retention resumes begins after settlement. HAZ MAT PREVENTION Community Services, Public Works and Fire retain some Fire/ HazMat Clean-ups. Federal Clean- Mag records until the employee is Public ups and/or Exposure Records 2 years 28 years 30years Mfr, OD S Yes: When separated from employment; Works/ Inactive Claims can be made for 30 years Planning (e.g.Ascon Oil. Landfills) for toxic substance exposure;8 CCR§3204(d)(1)et seq., GC §§12946. 34090 Department Preference; If records were not produced by the City, may destroy when no longer Fire HazMat Disclosure Information 1 year 4 years 5 years; Ppr' required(non-records); all employee exposure records are exposure+30 years; 8 CCR §3204(d)(1), et seq. If records were not produced by the City, may destroy when no Fire Petro-Chemical Records(Haz Superseded Superseded Superseded Mag'Mfr, OD, S/I No longer required(non-records); all Mat) +2 years +28 years +30 years„ Ppr employee exposure records are exposure+30 years; Cal Code Rea. 63204(d)(1), et sea. INFORMATION SERVICES 13aGkup Taper. DAILY Netw €+re All Files GA ShaFed DFi7 days 7 dais'.:. Yes Mag 6C§34099 et-se¢ HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy Active total Media I=Import Paper after (OFR) (Off-site, : ,;..; Vital? (in office) Retention:: Options M=Mfr Imaged& OD or Mfr) ; S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Liti ation claims, complaints, audits. pending records re uests and/or investi ations sus end normal retention periods retention resumes beginsafter settlement). BaGkup Tapes FIRST OF THE GOFAMOM a'steFage for dira F#e 39 days 39 t*ays'` Yes Mae-- Shared Drives t seq. Metfeaet 4,80 days ys AAagdays(legally mandated f9F 100 AS/ �AA1ea NO- Asa No Mac} €spaaEe eF Cellalar} # HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive `" Image: Destroy Active Total;: :: . Media I=Import Paper after (OFR) (Off-site, - Vital? (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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.q. last document+2years), since destruction is normally performed by file folder. Litigation, claims complaints, audits ending records re uests and/or investi ations sus end normal retention periods retention resumes beqins after settlement. OPERATIONS Annual Reports/Fire Incident Mag, and a Retained for historical Fire Statistics(after 1996-Metro Cities P "P.`:: Mfr, OD, S/I No administrative value; a §34090 Fire Authority) Ppr Department Preference; Statute of Limitations for Health Providers is Apparatus &Equipment Records 3 years; OSHA requires 1 year; Surplus;+1 Fire &Testing (Ladders. Defibrulators. Surplus+ Mag,1 ear State requires 2 years; Statewide etc. y ;'year: Ppr � guidelines propose 2 years; 8 Cal Code Reg. §3203(b)(1), CCP §340.5, GC§34090 Controlled Substance Inventory Mag, Department Preference; 24 CFR Fire 3 years 3 years Yes Records Ppr §1304.04, 1310.04 Consistent with Work Orders and Equipment Maintenance Records Operational Complaints; CCP Fire 1 year 2 years 9.jrears Mag Ppr §§338 et seq., 340 et seq., 342, (Gurneys,etc.) GC§§945.6, GC§34090 No statute of Limitations on Capital Police Fire Incident Reports and Transfer to Transfer to Mag, Yes: After Crimes;Arson sentences vary Investigations: Capital Crimes/ Police P Police Mfr, OD, S/I 0 between 3 years to life, depending �a upon the circumstances; CDF Arson/Homicide 2 years ;'.;R. Ppr laaetive Authority) recommends Act+ 10 years; PC §§451 et seq., 799, GC§34090 Fire Incident Reports and Department Preference; If records Investigations: HazMat, Oil were not produced by the City, Fire(Metro Spills,etc.-includes Emergency Mag, Yes: After may destroy when no longer Cities Fire Response Reports, Persearael 1 year 29 years 30...years Mfr, OD, S/I QC VVhen required(non-records); all Authority) Ppr laastive employee exposure records are Patient RepeFts&Supplemental exposure+30 years, 8 CCR Reports 3204 d 1 ,et seg. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total<::: Media I=Import Paper after (OFR) (Off-site, Vital? (in office) Retention:: Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2years), since destruction is normally performed by file folder. Liti ation claims complaints. audits. Pendina records re uests and/or investi ations sus end normal retention periods retention resumes beginsafter settlement). Fire Incident Reports and Longest Statute of limitations for Fire(Metro Mag, Yes: After less than capital crimes is 6 years; Cities Fire Investigations: NOT capital 1 year 5 years 6 years....,,. Mfr, OR S/I QC Criminal records are transmitted to Authority) crimes or HazMat-(in CAD Ppr lnastive DOJ and retained by State; PC system) §800 et seq., GC§34090 Fire Metro Department Preference: Data Cities Fire Fire Incident Database Indefinite Indefinite Yes Mo Fields/Records are interrelated: Authori GC$34090 Copies- £opies'_ When No 1Ntien No A Longer Longer Mag, HazMat Response Billing Records GC§34090.7 Finance Required Required Ppr tyt After New After New Evaluation- Evaluation`- Minimum 2 Minimum:2 years years Fire Insurance Services Office(ISO) Superseded Mag, Retained for administrative value; Ppr GC§34090 (keep 2 past vefsierts-ems AAa97 GG IAIQrks s3 YealS S laastivs §34888 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23 —Exhibit"A" ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media I=Import Paper after (OFR) (in office) (Off-site, Retention vital? Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. pending records requests. and/or investi ations sus end normal retention penods retention resumes beginsafter settlement). Copies- Copies- When No When No Longer Longer Mutual Aid Agreements,Joint Required Required.. Mag, City Clerk gSuperseded Mfr, OD, Originals Maintained by City Clerk Power Authorities GAS Ppr Permanently; GC§34090 veFsierts-en- (keep 3 past Department Preference; 10 years is recommended by AHIMA for "healthcare providers"; California Healthcare Association recommends Acute Care Facilities retain adult records for ten years following discharge; law requires 7 years for clinics, health facilities, hospitals, adult day health care Paramedic Reports/Ambulance Mag, Yes: After centers, and in-home skilled Fire Reports(MIC Reports/Patient 1 year 6 S years 7 40 years Mfr, OD, S f�_C 1ARur- nursing services, and is actually Care Reports/PCRs)-ADULTS Ppr lnastivs based upon"if the licensee ceases operations" Statute of Limitations for health providers is 3 years; Juvenile records are required until patient becomes 18 years old; statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health records; CCP§340.5, GC§34090, H&S§123145 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Image: Destroy Active Total Media 1=Import Paper after (OFR) (Off-site, Vital? (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for City- de Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes b9ainsafter settlement). Department Preference,AHIMA recommends age of majority+3 years for"healthcare providers- California California Healthcare Association recommends that Acute Healthcare Facilities retain for age of majority+ 1 year-minimum 10 years; Statute of Limitations for Paramedic Reports/Ambulance Juvenile 19 Juvenile 19 Health Providers is 3 years; Reports(MIC Reports/Patient years old- years old Mag, Yes: After Juvenile records are required until Fire Care Reports/PCRs)- 1 year Minimum 7 Minimum 7 Mfr, OD, S QC WhAn patient becomes 18 years old; JUVENILES AND PREQNANT- statewide guidelines propose 3 €€MAL€� years years s eY�fS Q Ppr years; law requires 7 years for yews clinics, health facilities, hospitals, adult day health care centers, and in-home skilled nursing services, and is actually based upon"if the licensee ceases operations"; HIPAA provides privacy regulations for patient's health records; CCP§340.5, GC§34090; H&S§123145 Station Log Books(Incidents- Mag' Retained for historical and Fire 1 year P P Mfr, OD, S/I No kept at Fire Stations) Ppr administrative value; GC §34090 IFSTA maintains originals, Training Materials, Standards and Mag, Yes: After Conforms with H.azMat exposure Fire Administration (produced by Superseded Superseded Mfr, OD, S/I QC When requirements; Statewide guidelines IFSTA) Ppr Mastive propose 2 years; 8 CCR 3204 d 1 , et seg. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - FIRE Page F-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destro Inactive y (OFR) Active (Off-site Vital?Total Media I=Import Paper after , (in office) Retention, Options M=Mfr Imaged& OD or Mfr) - If the record is not listed here refer to the Retention for City-Wide Standards S=Scan C'd 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, claims complaints, audits.pending records re uests and/or investi ations sus end normal retention periods retention resumes beginsafter settlement). Department Preference; Covers all statute of limitations; CHP requires Fire Vehicle Maintenance History(Fire Surplus+ 1 Surplus+ 1 Mag, life of vehicle; OSHA requires 1 Vehicles) year year, Ppr year; 8 Ca. Code Reg.§ 3203(b)(1); CCP§337 et. Seq., GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/2002 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No. 2008-23 -Exhibit"A" �U CD 0 K n Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Totah:::" Media 1=Import (OFR) (Off-site, Vital? after (in office) Retentionsr Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims com taints audits. Dendina records re uests and/or investigations suspend normal retention periods retention resumes beQlna after settlement). HUMAN RESOURCES Applications for Employment or The City does not use eligibility Resumes/ Recruitment Files: lists; EEOC/FLSA/ADEA(Age) Human Solicited: Brochure, requires 1-3 years, State Law Resources advertisement, unsuccessful 3 years 3 years Mag, Ppr requires 2-3 years; 29 CFR 1602 applications, selection materials, et seq& 1627.3(a)(5)and(6), 2 etc. CCR 7287.0(c)(2). 8 CCR §11040.7(c), GC§§12946, 34090 No positions open;therefore not deemed part of City recruitment Applications for Employment or When No Wher:.No W Human practices; considered a transitory Resumes: Unsolicited(no open Longer Longer Mag, Ppr Resources record not materially impacting the position),candidates not hired Required Required: conduct of the public's business; 2 CCR 7287.0(b)(1), GC§34090 Department Preference to match auditing standards; EEOC/FLSA/ADEA(Age)requires Human Benefit File(Includes Personnel 3 Years for promotion,demotion. :After transfer. selection,or dischar4e; Resources Data Sheet, Medical Enrollment Separation+ Se aratio Yes n+ Yes: Until Mag, Mfr. S Se A do State Law requires 2-3 years; Finance/ Form, Dental Enrollment Form, all 5 years 5 years Separation OD Per n retirement benefits is 6 years from Payroll Beneficiary Forms) last action:29 CFR 1602.31 & 1627.3 b ii 8 CCR 3204 d 1 et seg., GC§§12946. 34090: 29 USC 1113 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Destroy Inactive Image: 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendinq records re uests and/or investigations sus end normal retention periods retention resumes bewns after settlement. Bureau of National Affairs When No When No recommends 2 years for all Human Classification/Compensation Longer Longer;: supplementary Personnel records; Resources Studies(for employee Required Required ,. Mag, Ppr Wage rate tables are 1 or 2 years; classifications) (minimum 2 (riiinimum.2` State requires 2 years; 29 CFR years) years)....;.. 516.6(2), 29 CFR 1602.14, LC 1197.5, GC§§12946, 34090 Consistent with other claim retentions(City Attorney handles cases that are not resolved Human Department of Fair Employment& Final Final administratively);All State and Resources Housing(DFEH or EEOC)Claims Disposition+ Disposition+ Mag, Ppr Federal laws require retention until that are resolved administratively 3-5 years 3 a years::,,. final disposition of formal complaint; State requires 2 years after action is taken; GC§§12946, 34090 H, rnan R960UFGeS years s: Mag, PP D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA(Age) Human Drug and Alcohol Testing/D.O.T requires 3 years physical Resources files 3 years 2 years 5 years Ppr examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 34090, 60201, 49 CFR 653.71 et seq., 49 CFR 382.401 et se . HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, complaints, audits,Dendina records re uests and/or investigations sus end normal retention periods retention resumes begins after settlement. Human Resources/ Department Preference; 29 CFR Human EEO-4 Reports 3 veers 3 veers Mag, Ppr 1602.30: 29 CFR 1602.32 Resources Human Employee Assistance Program Resources (Quarterly and Annual Reports, 2 years 2 years Mag, Ppr GC§34090 etc.) Human Employee Roster Cards Mag, Mfr, Yes:AfterDepartment preference; GC Resources (Employee Service History) P P OD, Ppr S Sepnratio §34090 Lead Department is OFR for grievances resolved prior to step 3; All State and Federal laws require When No When No retention until final disposition of Human Grievances(escalated from Longer Longer Yes: Before formal complaint; State requires 2 Departments when not resolved Required Required Mag, Ppr years after action is taken; 29 CFR Resources before step 3) (minimum 2 (minimum 2 Disposition 1602.31 & 1627.3(b)(ii), 8 CCR years) years) §3204(d)(1)et seq., GC§§12946, 12960, 340906 29 USC 1113, LC 1174 Human Yes: Before Department Preference; GC§ Resources Job Specifications 10 20 years 10 20-years Superseded Mag, Ppr 34090 Human Department Preference to protect Resources LiveScan Fingerprint Clearances 50 years 50 years Mag, Ppr City in the event of past employee misconduct GC§34090 et seg. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Category ID# Records Description Retention Disposition Comments Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site .. . ...1: : Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=S Imaged& can ......... . ..... 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. Liti ation claims, complaints, audits. Dendina records re uests and/or investigations sus end normal retention perio s(retention resumes beQins after settlement). ........... ........... GOPY P9P2FtR;ARt PrAf9FenG8j Superseded Sii erseiied City Clerk maintains originals +3 years 3'y 6 6 14 s Yes: Until Mag, Mfr, permanently; EEOC I FLSA City Clerk Memorandas of Understanding S/I No SupeFseded SUP&G, Superseded OD, Ppr requires 3 years for MOUs-1 State 10 years requires 2 years; 29 CFR 516.5, GC§§12946, 34090 ... For use in interpreting intent of .. ... ...... Superseded Yes: MOU provisions-, EEOC/FLSA Human Negotiations: Employee Superseded 5 40 years 1020- Mag, Mfr, S/I When requires 3 years for MOUs-, State Resources Associations +5 49 years OD, Ppr requires 2 years; statewide years Inactive -guidelines propose permanent, 29 CFR 516.5, GC§§12946, 34090 Human Personnel Commission Findings 2 years 2 I years Mag,-Mfg- S44 YAP- GC§34090 Resources &Conclusions(Decisions) 12 09-, Ppr Ate_ ...... Department Preference Personnel Files- Regular ..... ................. ............... Active Permanent(Includes EEOC/FLSA/ADEA(Age)requires 3 years for promotion, demotion, Appeals Findings,Application&I- Convert to .on.ve.rt t o transfer, selection, or discharge; 9,Awards, Copy of Drivers Yes: After Human Termination :Termination Yes: Until Mag, Mfr, State Law requires 2-3 years-, License/ID, Employment S Separatio Resources File upon :.::File uppn'.::� Separation OD, Ppr retirement benefits is 6 years from Verifications, Evaluations, n Personnel Transaction Forms, orms, Separation Separation: last action-, 29 CFR 1602.31 & Oaths, Policy acknowledgements- 1627.3(b)(ii), 8 CCR§3204(d)(1)et - Excludes Medical Records) seq., GC§§12946, 34090, 29 USC 1113 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Category ID# Records Description Retention Disposition Comments I Reference Record Destroy Image Inactive Paper rt Active site, Total Media I=Impo (OFR) (Off-site Vital? after (in office) fr Retention Options M=Mfr M OD or Mfr) S=Scan Imaged& C'd? If the record is not listed here, refer to the Retention for City-Wide Standards O Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, complaints, audits.Dendina records re uests and/or investigations sus end normal retention perio s(retention resumes after settlement). Personnel Files-Temporary I Non-Permanent Employees Department Preference; (includes Appeals Findings, EEOC/FLSA/ADEA(Age)requires 3 years for promotion, demotion, Application&1-9,Awards, Copy of transfer, selection, or discharge Drivers License/ID, Employment '' ,� I I I Yes:After Human Separation+ Separation+ Yes: Until Mag, Mfr, State Law requires 2-3 years', Resources Verifications, Exclusion from 5 years 5 years Separation OD, Ppr S Separatio retirement benefits is 6 years from PERS form, Evaluations, n Personnel Transaction Forms, last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1)et Personnel Requisition Forms, Oaths, Policy acknowledgements• seq., GC§§12946, 34090 29 USC 1113 Excludes Medical Records) Personnel Files-Terminated Retired Employees (includes Department Preference; Maintenance Screen Printouts, EEOC/FLSA/ADEA(Age)requires Personnel Data, Benefit 3 years for promotion, demotion, Enrollment forms, Appeals Yes:After transfer, selection, or discharge-, Human Findings,Application&1-9, Separation+ Separation+ Yes.- Until Mag, Mfr, S - Separatio State Law requires 2-3 years-, Resources Awards, Copy of Drivers 10 25 years 10 26.years Separation OD, Ppr retirement benefits is 6 years from License/ID, Employment n last action; 29 CFR 1602.31 & Verifications, Evaluations, Oaths, 1627.3(b)(ii), 8 CCR§3204(d)(1)et Personnel Transaction Forms, -seq., GC §§12946, 34090, 29 USC Policy acknowledgements ... 1113 Excludes Medical Records) Files maintained separately; Personnel Files (Medical Community Services, Public Works Human Records, respiratory fit tests, Separation + iSepa.ration.+ Yes: Until Mag, Mfr, Yes: and Fire retain some records until Resources I hazmat exposure records, and 28 years the employee is separated from S When - Claims can be made 2 years Separation OD, Ppr employment Fire I PW backgrounds&fingerprint Inactive clearances) for 30 years for toxic substance exposure, 8 CCR§3204(d)(1)et I seg., GC§§12946, 34090 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally7erformed by file folder. Liti ation claims complaints, audits. pending records re uests and/or investi ations sus end normal retention eriods retention resumes after settlement). Superseded Superseded Yes: Until Department preference; GC City Clerk Personnel Rules&Regulations (Minimum 2 (Minimum 2 Superseded Mag, Ppr §34090 years) years) Department preference: Retained Termination Termination to seveFpessibility-efseveFag Human Retiree Medical Insurance Files of Benefits+ of Benefits+ Yes: When Yes: subsidy plan, Plan must be kept Resources (includes Medical Subsidy Plan, 2 years 2 years eligible for S/I After 1 Mag, Mfr, termination + 1 year; Statewide F aaase Retiree Forms, Correspondence, €mployee benefits OD, Ppr year guidelines propose Audit+5 years; Payroll various forms, copies of checks) 66 years old 66 yeafs�old ; GC§34090, 29 CFR 1627.3(b)(2) Human Resources Salary Surveys 2 years 2;ye.ars Mag, Ppr GC§34090 Supplemental Retirement Files " Retained to cover auditing Human (includes A!P Demands PERs Mag. Mfr.Employee Employee Yes: Until Yes: standards: Plan must be kept . Deceased+ Deceased+ Employee S/I After 1 termination+ 1 year: GC 434090, Resources calculations,W-4P form, Direct 5 years `55years< Deceased O�P� year IRS Regulation 31.6001.1:29 CFR Deposit Form) 1627.3(b)(2) Department Preference, EEOC/ FLSA/ADEA(Age)requires 1-3 Human 3 years 3 years years; State Law requires 2-3 Resources Testing File: Master Test R Mag, Ppr years; 29 CFR 1602 et seq& 1627.3 et seq., 8 CCR§11040.7( c), GC§§12946, 34090 Department Preference to comply with DOJ requirements; EEOC/ Human 3 years 3 years:: FLSA/ADEA(Age)requires 1 Resources Testing File: Score Sheets Mag, Ppr year; State Law requires 2-3 years years; 29 CFR 1602 et seq& 1627.3 et seq., 8 CCR§11040.7( c), GC 12946, 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Inactjite .. Image: paper Active Total Media I=Import (OFR) (Off-s Vital? after (in office) Retention. Options M=Mfr OD or Imaged& S=Scan C, If the record is not listed here refer to the Retention for Cit -wde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, pending records re uests and/or investi ations sus end normal retention periods retention resume beginsafter settlement). Department preference to cover Human Testing File: Test papers 3 years 3 years statute of limitations for Resources (completed by applicants) 1 yea F F Mag, Ppr discrimination claims: Law requires test papers be retained for 1 year; 29 CFR 1627.3(a)(iv) HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: R Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, - Vital? after (in office) OD or Mfr) "Retention': Options M=Mfr Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, com taints audits ending records re uests and/or investi ations suspend normal retention periods retention resumes beQins after settlement). RISK MANAGEMENT Human Accident/Incident/Graffiti/ Resources/ Vandalism/Injury Reports: Risk PUBLIC ADULTS(medical and 2 5 years 2.6 years Mag, Ppr juveniles aFe FeqUiFed until patient Manag. non-medical.) §349.5, GC§34090 Renernmended by State Fore Human Accident/Incident/Graffiti/ 22 years .2 Years Marshall; Statute of 1-imitatin-RA- for Resources/ Vandalism/Injury Reports: Risk PUBLIC JUVENILES(medical Mag, Ppr Manag. and non-medical.) §349:5,GC§34090 Accident/Incident/Injury Human Claims can be made for 30 years Reports: EMPLOYEES(medical Yes: Resources/ Mag Mfr, for toxic substance exposure; 8 and non-medical.) Also see 5 years 25 years "''30 years , ,_._. S When Risk Vehicle Accident Reports(City OD, Ppr Inactive CCR§3204(d)(1)et seq., GC Manag. §12946, 34090 vehicles § Human Accident Reports: CITY Resources/ VEHICLES(medical and non- 3 years 3 years Mag, Ppr Consistent with Work Orders for Risk medical.) Also see Vehicle vehicle repairs; GC§34090 Manag. Accident Reports(City vehicles HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) Retention..: Options M=Mfr OD or Mfr) Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. pending records re uests and/or investi ations sus end normal retention periods retention resumes after settlement). Claim must be filed within 1 year, lawsuit within 2 years; complaints Human against peace officers within 5 Resources/ Settle+5 Settle.'+5 Yes: Until Mag, Mfr, Yes: years; Statute of Limitations for Risk Claims-Adults years years Settlement OD, Ppr S After contracts is 4 years;wrongful death Manag. Settled for construction is completion+5 years; CCP§§337 et seq.; GC§§ 911.2, 945, 34090, 34090.6; PC §832.5 Human Age of Age;of ,juveniles may have additional Majority Majority Yes: Resources/ Yes: Until Mag, Mfr, legal recourses; CCP§§337 et Risk Claims-Juveniles (minimum (minimum Settlement OD, Ppr S After seq.; GC§§911.2, 945, 34090, Manag. Settle+5 Settle+5 Settled 34090.6; PC§832.5 years) ;.years): Human When No When No Resources/ Gray's Medical Records Longer Longer Ppr Non-records used for reference Risk Required Required Manag. .. Department Preference: Calif. Human Labor Division is required to keep Resources/ OSHA Insurance Certificates, their records 7 years; OSHA Risk Inspections&Citations, Log 200 7 years 7 years. . Ppr requires 5 years; State law requires Manag. 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44, GC§34090 et seq.; LC§6429c Human Insurance Application Forms Statute of Limitations for contracts Resources/ (Purchase of insurance for Library 4 years .4 year Yes: Before s Ppr is 4 years, personal property 3 Risk or Community Service facilities) Event years; CCP§§337, 338; GC Manag. 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan QC'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.q last document+2 years), since destruction is normally performed by file folder. Litiqation, claims, complaints, audits.Dendinq records recaues and/or investiaations susend normal retention perio s(retention resume beWns after settlement). Human -tA Q for entFaGtS G Resources I Insurance Certificates(for Facility Yes: Before is 4 years, personal pFepeFty 3 2 4 years Ppr Risk Rentals,etc) +years , Event yeaFsi GGP A§337, 338; GC Manag. §34090 Longest Statute of Limitations is 10 Human ...... Insurance Certificates(for years: Those filed with an Resources I Yes: Before Mag, Mfr, Yes: 2 agreement or contract are Contracts.Vendors, and City- 11 years 11 years S — Risk issued Certificates etc.) Completion OD, Pp years Permanent: statewide guidelines Manag• propose permanent* CCP 037 et seq.; GC 434090 Inactive (Off-site,Mfr) Claams rn t hA filed;.vithin 1 yeaF; RArnw:nAr, I Yes- Refore Mag, MfF, StAt'ItA Of fQr nnntrantr, C 1119-14R-Rg-e Claim Fnrrnp yews yealS WhAn R46k- : : laim paid QD, Pp s 4 years; GGP§§337-,338;GG- 'AnGfivA Manag-, Devartment preference Claims can be made for 30 years for toxic substance exposure* Claims are required for five years after the end of compensation, or injury, whichever is longer:the Workers Human Final -Final Yes: Compensation Appeals Board may Resources Mag, Mfr, destroy their records after 5 years: Workers Compensation Files Settlement+ 25 years Settlement+ S When Risk 5 years 30 years OD, Ppr Inactive 8 CCR 43204(d)(1)et sea.,8 CCR Manag. 10102, 10755, 10758, 15400.2:29 CFR 1910.1020(d)a QC§§12946, 34090 Clawmr r-nn hA rnndg for -2-0 yeaF6 fai:teAr.6ubstai;Ge expesure;--� GGR§3204(d)(1)at seq., §§i2946,34--- HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ICI O A� O rD n Resolution No.2008-23—Exhibit"A" Ver 7.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactjiivte Image: Destroy Active Total Media I=Import Paper after (OFR) (Off-s Vital? (in office) Retention Options M=Mfr Imaged& OD or S=Scan nrld 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+2years), since destruction is normally performed by file folder. Litigation, claims complaints, audits.pending records re uests and/or investi ations sus end normal retention periods retention resumes boa0r. after settlement). Used for Disaster Recovery Information Backup Tapes-DAILY - Purposes Only; Considered a copy Services Incremental 90 days 90 and can be destroyed when no days Yes Mag. longer required; retention based on Eire hared Drives administrative value; recycle tapes; GC§34090 et seq. Store og sit BaGkup Tapes FIRST OF THE F4►e 30 days 3.9-days Fes Maw Shared Braves ran be dertFoyed when no I9n9eF- Used for Disaster Recovery Purposes OnIyLStore off-site in Information Backup Tapes- MONTHLY-Full commercial storage for disaster 3�ears 3_ et ars_' Yes Ma recovery; Considered a copy and Services Drives 30 days 00 dam g. can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC§34090 et seq. Used for Disaster Recovery Purposes Only_Store off-site in Backup Tapes-WEEKLY-Full commercial storage for disaster InformationNetwe*,All 33 years 33 years Yes Mag' recovery; Considered a copy and Services lives 39 days Ys: can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC§34090 et seq. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver 7.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destro Inactive y Active Total Media I=Import Paper after (OFR) (Off-site, - vital? (in office) Retention' Options M=Mfr Imaged& OD or Mfr) S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes begins after settlement. Used for Disaster Recovery Purposes Only: Store off-site in Backup Tapes-YEARLY_Full commercial storage for disaster Information 33 years 3. years Yes Ma recovery; Considered a copy and Services Network, 30 days �9 s g. can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC§34090 et seg. See Ci -wide Information Expiration+ Exviination+ Mag. for Software Licenses GC�34090 Services 2 years 2:.years . Per Agreements Information Telephone Records- Detailed 5 years 5'years The detail backup is not forwarded 1AMAn bin VV�sn No Services Backup of calls made (includes - Mag, to Finance; meets auditing Fire Cellular) I=GngeF F Ppr standards GC§340904 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" r Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total,:: 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 Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation claims complain audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes beWns after settlement). The City does not use eligibility lists: EEOC I FLSA I ADEA(Age) Applications for Employment or reauires 1-3 years: State Law Library Resumes/Recruitment Files: 3 years 3.vears. Mag, Ppr requires 2-3 years:29 CFR 1602 Library Part-time positions et seg& 1627.3(a)(5)and(6), 2 CCR 7287.0(c)(2), 8 CCR §11040.7(c), GC§§12946, 34090 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 When::, Library Emergency Contact List Superseded Superseded Mag, Ppr Transitory Record, GC§34090 Friends of the Library aPA- When No When No Library Longer Longer Mag, Ppr Non-records; GC§34090 FA, nnintenn Required Required:.. Yes: yeafs a-Year 3 Yea Mag��' S W GG 098 Inactive 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: Library - Mag, Mfr, Records Management Program Lead Dept. Act)and PLF(Public Library 2 years Expenditure Expenditure Ppr S/I When Foundation) ONLY. For all others, +5 years +5:years OD, Inactive Requirements(April 27, 1998); GC §34090 follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total : .:: Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complain audits, Dendina records requests, and/or investi ations sus end normal retention periods retention resumes beGins after settlement). Incident Reports-All(Irate Patrons Suggestions, Emergency Reports, Complaints, Compliments.etc.) Library 2 years 2 years Mag, Ppr GC§34090 See City-wide for other incident/ emergency reports Last Activity Last Activity /All Fines /All Fines: Yes: Library Library Card Applications Paid Paid Mag, Mfr, S When Matches expiration of cards; GC (minimum 3 (minimum 3 OD, Ppr Inactive §34090 years) years)' Library Systems: Metropolitan When No When No, Library Cooperative Library System/ Longer Longer 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 2 years Yes: "...liability founded upon an Library Use Applications(Room a--Y 3 years 2 4years Before Mag, Ppr instrument in writing"or not Reservations, etc.) Event specifically provided for is 4 years; GC§34090, CCP§§337, 343 ??6►ty city �� Unpaid or Uncollected Debts Over Yes: Library sends unpaid accounts Mag, Mfr, directly to the collection agency; Treasurer $5: Small Claims, Parking, Library, Until Paid Until Paid, S After 1 Bad Checks, etc. OD, Ppr Department Preference; GC to hnAdle year §34090 Library sends unpaid accounts City Unpaid or Uncollected Debts Under directly to the collection agency, Treasurer desidiag bsw $5: Small Claims, Parking, Library, 5 years 5 years::. Mag, Ppr Debts under$1,000 are written off to handle Bad Checks, etc. after 5 years; Department Preference; GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No. 2008-23—Exhibit"A" Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-1 Office of Category ID# Records Description Retention I Disposition Comments Reference Record Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site' Vital? after (in office) Retention Options M=Mfr Mfr) OD or Mfr S=Scan Imaged& OC 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. Liti.qation, claims, complaints, audits. Dendina records reauests.- and/or investiqations suspend normal retention periods(retention resumes beGins after settlement). CODE ENFORCEMENT Case is open until satisfactorily Planning Address Code Enforcement-Including Resolution+ Resolution+ Yes: Until Ma P resolved; City Clerk maintains Prosecution Requests 2 years .Years Resolution g, pr originals that are presented to Council; GC§34090 Planning Prosecution Requests(Not Pursued) 2 years Yes: Until 2:+++ I years Mag, Ppr GC§34090 Resolution Planning Prosecution Request Log 2 years 8 years 10years 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 I Deannexation Files 5 years P P S No Mag, Mfr, Department Preference City Clerk OD, Ppr is OFR; GC§34090.7 County Assessor Parcel Information When :;When Mag, Mfr, GC§34090 Superseded Superseded ers eded OD, Ppr When No When No Census Longer Longer Mag, Mfr, Yes: Non-records: available on the Bureau Census, Demographics Required R R.6.duired OD, Ppr S When Internet Departmei#Ppeferei;Gei Planning Inactive GG§34090.7- 49"am P_ Yes: Until Mag, Mfr, Yes: Planning Coastal Development Permits 2 years P ::::.P Completed OD, Ppr S When Land Records; GC§34090 Inactive HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-2 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: Inactive] . - � � I Paper Active ffs Media I=Import (OFR) (Off-site Vital? after (in office) Mf Retention Options M=Mfr Inactive Mfr) & Imaged S=Scan A?QC If the record is not listed here, refer to the Retention for Citv-Wlde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com lainis, audits. Dendina records reauests. and/or investi ations sus end normal retention eriods(retention resumes beqins after settlement. Entitlement I Proiect Files: Administrative Review, Coastal Development, Conditional Use Projects have a 2 year vesting Permit(CUP), Development Agreement, Entitlement Plan (applicant must pull permit within 2 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 Planning Address Coastal Program Amendment, Lot 2 years P P Yes: Until Mag, Mfr, Yes: has expired. Some permits must Line Adjustment, Reversion to S When Completed OD, Ppr obtain Council approval, afKl Inactive - Acreage, Sign Code Exception, theFEIfOFS the Qty GleFk bBGGFA9&- Specific Plan, Temporary Use GffiG_A_ Of rA-n-OFd f40F matWial Permit, Tentative Parcel/Tract, .... pFesented to COURGili 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) Mag, Mfr, Planning Entitlement Log Map Book 2 years P P Yes S/I No GC§34090 OD, Ppr Environmental Determinations (Environmental Impact Reports Yes: Until Final EIRs are required to be kept Planning Entitlement# (EIRs), Environmental Assessments, 5 years 95 ye]ars .. 10 Oyears Project Mag, Mfr, S/I Yes: 1 a"reasonable period of time"; 14 OD, Ppr year Cal Code Regs§15095(c); GC Negative Declarations, etc. -EA Completed ....ND)Inside City boundaries §34090.7 Environmental Determinations (Environmental Impact Reports When No When No Planning (EIRs), Negative Declarations, etc.) Longer :..,..Longer.. Ppr Non-records Outside City boundaries I Required .:Required I I I I I I HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-3 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: Inactive Paper Active Inactive Total Media I=Import (OFR) (Off-site, Ji Vital? after Mfr (in office) OD or Mfr) Retention: Options M=Mfr Imaged S=Scan A? If the record is not listed here, refer to the Retention for City-Wide Standards QC I Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation,, claims, comDla' ts, audits.Dendina records requests. and/or investi ations sus end normal retentionperi s(retention resumes beeins after settlement). Copies- C.6.pies Department Preference; City Clerk General Plan, General Plan When No When n. Maintains originals of all Lon No, Yes: Mag Mfr, documents that were presented to City Clerk Elements,Amendments and Longer Loricier Yes(all) OD 'Ppr' S/I After Council-, Planning maintains Conformances(GPC) Required RegU , ired Amended complete files for administrative pq GC§34090 �oses Community Services, Public Fire I Works and Fire retain some Public HazMat Clean-ups, Federal Clean- Yes: records until the employee is Works ups and/or Exposure Records(e.g. 2 years 28 years 3 0:y.dars Mag, Mfr, S When separated from employment; PArSAnnA Ascon Oil, Landfills) Inactive OD, Ppr Claims can be made for 30 years for toxic substance exposure, 8 Planning CCR§3204(d)(1)et seq., GC §§12946, 34090 City Clerk Historical Landmarks(Local, State, Mag, Mfi Yes: 1 r, 5 years P P...... IS GC§34090 or National Registers) OD, Ppr year Planning Irrevocable Offers to Dedicate and 2 years P p Mag, Mfr, S Yes: GC§34090 Covenants OD, Ppr After Mag, Mfr, Yes: 1 Consistent with other studies Planning Land Use Studies 5 years 5 years 10.,years S or I Statewide Guideline shows 2 OD, Ppr year years; GC§34090 City Clerk Local Landmarks P P Yes(all) Mag, Mfr, S No Department Preference", GC OD, Ppr §34090 Yes: Department Preference(Council Planning Lot Line Adjustments 2 years P %...P Yes: Until Mag, Mfr,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 Clerk is Completed OD, Ppr Inactive �OFR): GC 34090.7 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver. 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Paper (in office) Total_ Media I=Import (OFR) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards OC Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Liti ation claims com laints audits. nendina records re uests and/or investi ations sus end normal retention periods retention resumes bews after settlement). Planning Commission (MINUTES& RESOLUTIONS) Yes: Yes: Depending Mag, Mfr, See City-wide schedule for all Planning P P Upon OD, Ppr S After 2 others; GC§34090 See City-wide Schedule for Agenda Subject years Packets 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 When No When No Preliminary Documents(no Planning Preliminary Review File Longer Longer Mag. Par application submitted): GC 434090 Required Reauired Lead Preliminary Studies/Project Department Preference; projects Dept. Assessments (Private Projects)- 2 years 3 years 5 years Mag, Ppr must be pursued in 2 years; GC NOT Pursued §34090 Reciprocal Parking and Access Mag, Mfr, Yes: Areements Planning g 2 years P P OD Ppr S After GC§34090 ute of any Stat "ability founded UPGA aF1- Planning Seasonal Sale Lots(Pumpkin, Tree 2 4-years 2.4 years Mag, Ppr lots) GC§34090,GGP§§537-343 Yes: Until Mag, Mfr, Yes: Department Preference(Council Planning Site Plan Amendments 2 years P ? Completed OD, Ppr S When Approves,therefore City Clerk is 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) S When OD, Ppr documents that were presented to Inactive Council; GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE - PLANNING Page P-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inaj `'` Paper Active >. Total Media I=Import (OFR) (Off Vital? after (in office) Retention Options M=Mfr OD o .. S=Scan Imaged& ' ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims com laints audits, ioendina records requests. and/or investi ations sus end normal retention periods retention resumes after settlement). 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 -to of any iffiabolky founded upon af�- Temporary Activity Permits(Sidewalk Planning 2 4-years 2 4.years Mag, Ppr sales, car washes, etc.) GC§34090, 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. 2 years P rP S When Approves, therefore City Clerk is (FT&TPM) Completed OD, Ppr Inactive OFR); GC§34090.7 Department Preference; City Clerk Planning Zone Maps(History) P ...P: [Depend Mag, Mfr, S No Maintains originals of all OD, Ppr documents that were presented to Council, GC§34090.7 Yes: g Mag, Mfr, See City-wide schedule for all Planning Zoning Administrator(MINUTES) P P:: S After 2 OD, PprothersGC§34090 years When No When No. Preliminary Documents/ Planning Zoning Inquiry Forms Longer LongerPpr Transitory Records; GC§34090 et Required Required seq. Planning Zoning Letters(requested by realtors) 2 years ..2 years Mag, Ppr GC§34090 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 I OFR); GC§34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" 0 I..r n �'D Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive " Paper Active Total ';. Media 1=Import (OFR) (Off-site, Vital? after (in office) ;.'Retention . Options M=Mfr OLD Mfr) Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. Dendina records re uests and/or investigations suspend normal retention eriods retention resumes beqins after settlement). ADMINISTRATION OPERATIONS/CHIEF/INVESTIGATIONS/UNIFORM Police Administrative Files 5 years 5.years Mag, Ppr GC§34090 Police Bicycle Licenses 10 years 10 years,::: Mag, Ppr Meets auditing standards; GC §34090 Crime Statistics/Uniform Crime Mag, Mfr, Yes: Police Reporting: ANNUAL 2 years P P::::: ;'"': OD, Ppr S/I After 1 Historical Value; GC§34090 year 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 Police Grievances(Human Resources is Disposition+ Disposition'; Yes: Before until final disposition of formal + Mag, Ppr OFR for some employees) Disposition complaint; State requires 2 years 5 years 5 years":;';;: after action is taken; GC§§12946, 34090 When No When No`.. Police Longer Longer Department preference: GC Gun Range Historical Files Required Reauireii Mag, Ppr 34090 SePvises (minimum 2 rrinimuin 2 ears ears HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Category ID# Records Description Retention/Disposition Comments f Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) ::Retention: Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes begins after settlement. Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Hemiddes- Final after action is taken, Statute of Police and Officer Involved Shootings Disposition+ P ;;P Mag, Ppr Limitations is 4 years for 5 years misconduct; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC§§12946, 34090, PC §§801.5, 803(c), 832.5, VC§2547 Department Preference; State& Federal laws require retention until final disposition of formal Internal Investigations: Sustained complaint; State requires 2 years and Not Sustained(other than Final Final after action is taken; Statute of Police kleff►isides-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; EVC §1045, GC§§12946, 34090, PC §§801.5, 803(c), 832.5, VC§2547 Non-sworn Employee File: Index Police Card, Photo, Personal Information, 100 years 100 Yoars: Mag, Ppr Department Preference; GC etc. §34090 HUNTINGTON BEACH, CA Adopted: 2/4/02 ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved p Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record Category ID# Records Description Retention I Disposition Comments I Reference Destroy Image: Inactive Paper Active Total Media I=Import (OFR) (Off-site Vital? after (in office) r Retention Options M=Mfr OD orr Mf Mf;) Imaged& S=Scan QC. ? If the record is not listed here, refer to the Retention for City-Iffilde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, complaints, audits.Dendina records re guests. and/or inve tiaations susend normal retention periods(retention resumes beGins after settlement), Claims can be made for 30 years for toxic substance exposure,- EEOC/FLSA/ADEA(Age)requires Police POST Data, Files and Printouts Separation+ Separation+ Mag, Mfr, Yes: 3 years for promotion,demotion, S/I When transfer, selection, or discharge (Training Courses) 5 years 5years, OD, Ppr Inactive State Law requires 2-3 years, 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC§§12946, 34090 Department Preference: Cm'oArs nil Life of Life of stat,ite of GHP Fequkei; Police Vehicle Maintenance History(Police Vehicle+2 Vehicle+2 Mag, Ppr life of vehiGle; OSHA Fequkes4- Vehicles) 4-years— years- yeaF; 8 Ga. Code Reg.�- 3203(b)(1); GGP§337 et. GC§34090 Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police Work Assignments(Schedules) 2 3 years 2 3 yea:rs Schedule Ppr years for work schedules; 29 CFR 516.6(1), 29 CFR 1602.14, GC§ only 1 134090 HUNTINGTON BEACH, CA @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 . Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy Paper Active Total Media I=Import lit (OFR) (Off-site, Vital? after (in office) Mfr) Retention Options M=Mfr or OD o Mfr)r S=Scan Imaged& ?c If the record is not listed here, refer to the Retention for City-Wide Standards Q Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits. Dendina records reauests. and/or investigations suspend normal retention periods(retention resumes beains after settlement). Police ........ AS4- Unsuccessful Bids(for bids opened Bid Opening Bid Opening OFR depends upon who opens the GeAtFal by Central Services) +2 years Ppr 2 years bid(e.g. City Clerk); GC§34090 SePAGes. Term varies, and can be a multi- Police year contract, City Clerk is OFR for AS4- Successful Bids(products or Yes: Until those that go to Council- Statute 10 years 1 0:years Mag, Ppr Central services) Completion of Limitations for contracts is 4 Seises years,- CCP§§337., 337.1(a), 337.15; GC§34090 et seq. Police AS4- Bidder I Vendor List(Companies that Superseded Superseded persed.6d. Mag Ppr Transitory Record used to mail out Cep want to receive RFPs I RFQs) , requests- GC§34090 et seq. SepAr.es Police -, A&/L .. I Consistent with Accounts Payable Yes: Until Published articles show 3 years-, Purchase Orders 2 years 3 years 5 years. Mag, Ppr Paid Statute of Limitations is 4 years SGPAG% GC§34090, CCP§337 Police Consistent with agreements and AS,L Vehicle and Equipment Leases Expiration of Expiration of Mag, Mfr, Yes: contracts; Statute of Limitations GeAtFal (when the vehicle or equipment is Lease+2 3 years Lease+, 51 OD, Ppr S/I Afterl for contracts is 4 years; CCP not subsequently purchased) years years - GC year §§337., 337.1(a), 337.15, §34090 et seq. Police Upon .:.Upon AS Mag, Mfr, Provided to new owner-, GC Geetrel Vehicle Title("Pink Slips") Disposal of Disposal of OD, Ppr S/I No §34090 Vehicle Vehicle HUNTINGTON BEACH, CA @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: CITY OF HUNTINGTON BEACH INTER-DEPARTMENT COMMUNICATION HUNTINGTON BEACH TO: Fred Wilson, City Manager FROM: Kenneth W. Small, Chief of Police DATE: March 24, 2011 SUBJECT: Purging of Crime/Incident Reports from 1996 The Police Department is seeking approval to modify the current retention schedule to allow the purging of crime, incident and information reports from 1996. City Resolution 2008-23, Section 3, states that updates to the retention schedule are authorized, without further action by the City Council, with consent of the City Manager, City Clerk and City Attorney. No records will be destroyed which are pertinent to any current claim against the city or any pending or ongoing litigation. This purge would not affect records which must be retained in accordance with other statutes or are retained as a matter of good business practice. All entries of a criminal record will meet purge criteria before any criminal records are purged. The entire record will be retained if any one criminal entry does not meet the purge criteria. Not all reports would be purged. The following would be retained and have a "Permanent" retention: homicides, kidnapping for ramson or where victim is not recovered, embezzlement of public monies, misuse of public funds, falsification of public records, assault with deadly weapon by life term prisoner, offenses punishable by death or life imprisonment without parole, missing person reports where foul play is suspected and/or the victim is not located, crime reports against children, unsolved elder abuse, sexual assault and neglect, rape, suicides, fatalities, death reports (not natural causes) and theft reports where a serialized gun was taken. The physical record destruction will be accomplished in accordance with security considerations consistent with the sensitive nature of the material. Approved: J n Fly n, City Clerk nnifer cGrath, City A r o ey KWS: dmr Ver.9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-s Office of Record Category ID# Records Description Retention i Disposition Comments f Reference Image: Destroy Active Inactive Total Madia 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. Litigation. claims complaints, audits,pending records requests, and/or investigations sus end normal retention Deriiods retention resumes aftersettlement. Department Preference; Provided there are no outstanding warrants, unrecovered weapons,criminal Crime Reports: Felonies and deaths,they are not historically Yes: significant, and it is not classified Misdemeanors-ALL except those Mag,Mfr, Police Report# otherwise specifically mentioned in 15 vears-R 15 vears-P Before OD, Ppr S/I No under ; tat.§80 &Limit. and H&S this retention schedule Disposition §Destroy Stan of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S§11361.5,GC §34090, PC§802, PC§§187,800 et s Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Department Preference;Most Abuse, Sexual Assault&Neglect, Yes: Yes: have no limitations on Police Report# Rape, Misuse of Public Funds, Train- P P Before Mag, Mfr,OD Sit After 1 commencement of action; PC§§ wrecking,Treason,Suicide, Disposition , Ppr year 261,286.288,288a,288.6,289, Fatalities(Crimes Subject to Death 289.5, and 799 Penalty or without statute of Limitations Crime Reports: Marijuana less than 2 years or 2 years or Police 28.5 grams subject 18 subject 18 Ppr GC§34090, H&S§11361.5 ears old years old Crime Reports: Misdemeanor Marijuana§11357(e)-Juvenile on Offender is Offender is (Courts and other Agencies"Shall" Police School Grounds during School 18 Years 18 Years Yes Mag, Ppr destroy); H&S§11361.5 et seq., Hours(with procedure in H&S Old Old 11357(e) 11361.5 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 4/21/08 Council/Agency Meeting Held: o 1,10pd Deferred/Continued to: )QAZL2�?—� Approved ❑ Conditionally Approved ❑ Denied City rk's ignatur Council Meeting Date: 4/21/2008 Department ID Number: CK 08-03 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY CLERK SUBMITTED BY: Joan L. Flynn, City Clerk PREPARED BY: Robin Lugar, Assistant Cit rk 9 Y SUBJECT: ADOPT RESOLUTION NO. 2008-23 TO APPROVE THE UPDATED CITYWIDE RECORDS RETENTION SCHEDULE Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments) Statement of Issue: The city is continuing to develop a robust records management program, including revising the 'citywide records retention schedules for each department. The adoption of these revised retention schedules will result in efficiency gains and cost savings. Funding Source: Not applicable. Recommended Action: Motion to: Adopt Resolution No. 2008-23, "A Resolution of the City Council of the City of Huntington Beach Adopting the Updated.Citywide Records Retention Schedule, Authorizing Destruction of Certain City Records and Rescinding Resolution No. 2002-9." Alternative Action(s): Do not adopt resolution and provide direction to staff. REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 4/21/2008 DEPARTMENT ID NUMBER: CK 08-03 Analysis: In 2002, Huntington Beach selected Gladwell Governmental Services, Inc., an expert in local government records, to development a revised records retention schedule for the city. In 2007, the firm was engaged to revise and update these schedules. An upgrade in the existing program was necessary to reflect organizational changes that have occurred during the past 5 years, and to reduce the current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law. The upgrade of the current systems is driven by many factors, including: ➢ Many organizational changes during the past 5 years ➢ Huntington Beach produces and manages many permanent records ➢ Escalating records storage expenses ➢ Technology advancements ➢ Changes in law The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all city records. The new retention schedules were written interactively with all departments participating. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of Huntington Beach's records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Huntington Beach will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies. The process has included individual meetings with staff from each department and several revisions of each retention schedule to ensure the records were presented in an easy-to-use, accurate and complete manner. The appropriate Department Heads and the City Clerk have reviewed and approved all retention schedules. Strategic Plan Goal: City Services: Provide quality public services with the highest professional standards to meet community expectations and needs, assuring that the city is sufficiently staffed and equipped overall. Environmental Status: Not applicable. -2- 4/9/2008 2:01 PM REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 4/21/2008 DEPARTMENT ID NUMBER: CK 08-03 Attachment: City Clerk's Page Number No. Description 1. Resolution No. 2008-23 Adopting the Updated Citywide Records Retention Schedule Exhibit A -3- 4/3/2008 10:01 AM ATTACHMENT # 1 RESOLUTION NO. 2008-23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ADOPTING THE UPDATED CITYWIDE RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION NO. 2002-9 WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Huntington Beach; and Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and The State of California has adopted guidelines for retention periods for various government records; NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: Section 1. Resolution 2002-9 is hereby rescinded. Section 2. The records of the City of Huntington Beach, as set forth in the Citywide Records Retention Schedule, a copy of which is attached hereto as "Exhibit A," and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et. seq. of the Government Code of the State of California and in accordance with the said schedule and upon the request of the Department Head and with the consent in writing of the City Clerk, without further action by the City Council of the City of Huntington Beach. 1 08-1571/21338 Resolution No. 2008-23 Section 3. With the consent of the City Clerk, City Administrator, and City Attorney, updates to the retention periods are hereby authorized to be made to the Citywide Records Retention Schedule without further action by the City Council of the City of Huntington Beach. Section 4. The term "records" as used herein shall include any or all documents, instructions, books, microfilms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and adoption. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 21st day of April , 2008. • Mayor APPROVED AS TO FORM: liftyy Attorney q 1Id� INITIATED AND APPROVED: y Cler 2 08-1571/21338 Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE - BUILDING and SAFETY Page B-1 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims com laints audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes bewns after settlement). Building When No When,:No Records used to facilitate permit &Safety Permit# Applications Longer Longer Mag, Ppr issuance; Projects may expire Required Required i after 2 years; GC§34090 BuildingDepartment Preference; Statewide BuildingPermits-ALL P P Yes all Mag, Mfr, S Yes: 30 &Safety ( ) OD, Ppr days guidelines propose permanent; GC §34090 Building Department Preference-Data is &Safe Building Permit Database Indefinite Indefinite Yes all Maq interrelated: GC 434090, 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, guidelines propose 2 years for 9 Life of Life of Mag, Mfr, Yes: 30 Permit# commercial structural plans, 2 years Yes(all) S blueprints&specifications; UBC &Safety Building Budding OD, Ppr days and LAC require 90 days from commercial structural calculations, expired projects) completion date for residential and appurtenances; LAC§303.2; UBC §106.4.2; H&S§19850, GC§34090 Building Certificates of Occupancy P P Yes(all) Mag, Mfr, S Yes: 30 Statewide guidelines propose life &Safety OD, Ppr days of building; GC§34090 Building Inspection Records: When When Records used to facilitate permit &Safety Permit# Appeal Permit Permit Mag, Ppr issuance; Projects may expire Requests, Inspection Reports Finalled 1?Inalled:.: after 2 years; GC§34090 Lists: Correction, Building, Plan When No When No Transitory Records/Preliminary Building Documents used to facilitate & Safety Permit# Review, Plan Check Form, Building Longer Longer Mag, Ppr Y permit issuance; Projects may Correction List,etc. Required Requ.... ! expire after 2 years; GC§34090 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE - BUILDING and SAFETY Page B-2 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2years), since destruction is normally performed by file folder. Litigation, claims com laints audits. Dendina records re guests. and/or investi ations sus end normal retention periods retention resume beoins after settlement). Project File(finalled projects I When No When No Yes: Building Residential) Reports: Calculations, Mag, Mfr, This information is reflected on the Permit# Longer Longer S After 30 &Safety Energy, Soils, Specifications OD, Ppr plans; GC§34090 et seq. submitted b applicant Required Required days Project File(finalled projects I When No ]:�:::�When No Yes: Building permit# Commercial) Reports: Longer Longer Mag, Mfr, S After 30 This information is reflected on the &Safety Specifications,energy and soils OD, Ppr plans; GC§34090 et seq. reports Required Required days Department Preference; Law requires for the life of the building Yes: for commercial only; Statewide Building P P; Mag, Mfr, guidelines propose 2 years for &Safety Permit# Sign Permits-ALL 2 years Yes(all) S After 30 Y Life eft OD, Ppr days blueprints&specifications; UBC requires 90 days from completion date; UBC§106.4.2, H&S§19850, GC§34090 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" l 1 M.r• O CD Resolution No. 2008-23—Exhibit"A" Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active 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 Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Litigation claims complaints, audits. Dendina records re guests. and/or investictations sus end normal retention periods retention resumes beoins after settlement). Abatements, Code Violations: Lead Dept. Resolved without Warrant or Yes: Until Department Preference(copies); P 2 years 2 years Mag, Ppr Complaint (administrative Resolution GC§34090.7 citations) When No When No Attorney Day Files(Letters and Longer Lon er Ma Mfr, Department Preference(covers City Attorney Required- Required- g' S/I No claim/litigation retention period); Memos from City Attorney) Minimum 10 Minimum 1, OD, Ppr GC§34090 ears years::.::;; 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 When No When;:No Closed Session Informational Longer Longer Department Preference(covers City Attorney Required- Required Mag, Ppr claim/litigation retention period); Letters Memos Minimum 5 Minimum 5 GC§34090 ears years...:; All State and Federal laws require Department of Fair Employment& Final Final retention until final disposition of Housing(DEER or EEOC)Claims City Attorney Disposition + Disposition+ Mag, Ppr formal complaint; State requires 2 2 years 2 years years after action is taken; GC Ci Attorney §§12946, 34090 AS Human Grievance Reports 2 g ears 2 : ears Ma Ppr Department Preference; GC esedrses y Y.... 9. §340904 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Vital?Retention Options M=Mfr after OD or Mfr) Imaged& S=Scan CIC If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits ending records re guests. and/or investi ations sus end normal retention periods retention resume beoins after settlement). Historical Cases are determined by the City Attorney; Statute of Limitations runs 6 months-5 Indefinite years; for contracts is 4 years; Litigation Files/Legal Case Files: Indefinite Yes: City Attorney Historical(Orange Count Settle+ 1 (mrnimurn Yes: Until Mag, Mfr, wrongful death for construction is Y Y ( 9 Y (minimum 4 S After Bankruptcy, etc. year Settle+5 Settlement OD, Ppr completion+5 years; Civil Courts ) years) years) Inactive retain their records for 10 years; CCP§§337 et seq.; GC§§945, PC .......................... . . 34090, 34090.6,68150; .. .................... ........................... §832.5 Statute of Limitations runs 6 months-5 years; for contracts is 4 Yes: Years; wrongful death for City Attorney Litigation Files/Legal Case Files: Settle+ 1 Settle;+5 Yes: Until Mag, Mfr, construction is completion+5 Y y Regular 4 years S After g 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 When No When'No Longer Longer Brown Act challenges must be City Attorney Request for Legal Services(RLS) Required- Required Mag, Ppr filed within 30 or 90 days of action; Minimum 2 Minimum 2 GC§§34090, 54960.1(c)(1) ears ...years:,;;:it Fully des -mil yes�1 OF Gity ?all GIa+R1S s R3 . �lAS9� �$ FF Meets auditing needs; easgrQF , PP Reference materials and copies of Subject Files(e.g. Dog Park, When No When<No documents generated by other Lead Dept. Longer Longer Mag, Ppr departments pertaining to various Cable TV, etc.) Required Required topics required by Attorney staff; GC§34090 et seg. HUNTINGTON BEACH, CA 01995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" l 1 l 1 CD Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ :::::Total::::::: Media 1=Import Paper after ( ) (in office) CD or Mfr :::Retention: Vital. Options M=Mfr Imaged & .............. S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investigations sus end normal retention periods retention resumes after settlement). Mag, City Clerk determines historical City Clerk Historical Records P P:::::::: : Mfr, OD, S/I No records; GC§34090 Ppr 100-GENERAL ADMINISTRATION Lead Dept. 100.10 Policy& Procedures Until Untit:::::: Mag, Lead Depart. Is OFR; GC Superseded Superseded Ppr §34090.7 City Clerk 100.20 Organization Charts 10 years .. j!ears: Mag, Department Preference; GC Ppr §34090 Department Monthly/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/Reorganization 10 years .0:yea rs:::: Mag, Department Preference; GC Ppr 34090 110 -BOARDS/COMMISSIONS/COMMITTEES When No W:heri:No: City Clerk 110.10 Administration Longer ::::::Longer,:::;: Ppr' GC §34090 et seq. 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, 803© Applications& Resignations: Mag, City Clerk 110.25 2 years Z:years:::::: GC §34090 et seq. UNSUCCESSFUL Ppr Department Preference-Matches City Clerk 110.30 Recognitions 4 years 4 j.Oars::: PprMag' terms of office; GC §34090 et seq. Staffing AUDIO TAPES/RECORDINGS of 2 years Tape Department preference(only 30 :vears:: Depart. Meetings days is required); GC 04953.5(b) HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image. Destroy Active Inactive/ Cofai:::: Media I=Import Paper after (OFR) (in office) CD or Mfr :::Retention:: Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normall performed by file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes begin after settlement). Staffing VIDEO TAPES/VIDEO Tape Department preference;Video 10 years in: ears:: _ tapes are only required for 90 Depart. RECORDINGS of meetings(ALL) days; GC 434090.7 Superseded Stip:ecsedeif Mag, Department Preference; GC City Clerk 110.40 Code of Ethics (minimum 2 {rriinin um:2: Mfr, OD, I ears) Ppr §34090 City Clerk 110.50 Maddy Act 2 years 2 years: Pa9' GC§34090 et seq. 120-CITY COUNCIL AUDIO TAPES/RECORDINGS of CityClerk 2 years Tape Department preference(only 30 :vears Meetings — (Maq) days is required);GC 454953.5(b) VIDEO TAPES/VIDEO Department preference:Video Ci RECORDINGS of meetings(ALL)Clerk 10 years 1U yeafS : Tape tapes are only required for 90 days;GC 434090.7 Mag, Yes: After Department Preference; GC City Clerk 120.10 Policy& Procedures Superseded P f......... Mfr, OD, I Superseded §34090 Ppr Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years 4 years::: Ppr' terms of office; GC§34090 et seq. Sunset of 5irnset:of: Department Preference-Matches City Clerk 120.25 Ad Hoc Committees Committee + Com,tnittee:+ Pa9' terms of office; GC§34090 et 2 years ::Z:years::: pr seq. Mag, Department Preference; GC City Clerk 120.30 Goals& Objectives 5 years 5 years::: Ppr §34090 et seq. Appointments/Resignations to Mag' Yes: After Department Preference- City Clerk 120.40 P P:::::: Mfr, OD, I Historical Value; GC §34090 et Council Ppr Superseded seg. HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ :::::Total::::: Vital? Media 1=Import Paper after (in office) CD or Mfr etentio.ri:: Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints. audits, Dendina records requests, and/or investi ations sus end normal retention periods retention resumes beOns after settlement). Brown Act challenges must be Adjourned & Special Meetings: Mag, filed within 30 or 90 days of City Clerk 120.50 2 years .:years:::: Affidavits of Postings Ppr action; GC §§34090, 54960.1(c)(1) Brown Act challenges must be Mag, filed within 30 or 90 days of City Clerk 120.55 Agenda Postings 2 years 2 yafs::: Ppr action; GC §§34090, 54960.1(c)(1) City Clerk 120.60 Proclamations 2 years 2:jreafs::.: Ppr' GC §34090 et seq. Mag, City Clerk 120.65 Minutes P P:::::: Yes Mfr, OD, S No GC §34090 Ppr Commendations/ Mag, City Clerk 120.70 2 years .:year,.;:::.: 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 120.85 Unagendized Council Comments ._years .:years; Maq, GC&34090 Ppr City Clerk 120.90 Request for Staff Reports/ 2 years 2:years:::::: Mag' GC §34090 et seq. Responses Ppr When No Wtien::Nq::: City Clerk 120.95 Your Departments Working File Longer Longer:::: Ppr' GC§34090 et seq. Required Z60 fired. HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Finactrivef/ :Total::.:: Media I=Import Paper after ( ) (in office) : Retention:: Vital. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, Dendincl records re uests and/or investi ations suspend normal retention periods retention resumes beqin after settlement. 125-OTHER CITY ENTITIES Gity GleFk (�) Affidmdts of s Y :: M , 54964.44s)(13 Public Facilities Corp. (PFC): Mag, City Clerk 125.10 Minutes, Resolutions P P:::::: Yes Mfr, OD, S No GC§34090 Ppr Civic Improvement Corp(CIC): Mag, City Clerk 125.20 P i?::: :. Yes Mfr, OD, S No GC §34090 Minutes, Resolutions Ppr Public Finance Authority: Minutes, Mag, City Clerk 125.30 Resolutions P P. ::::::: Yes Mfr, OD, S No GC §34090 Ppr Brown Act challenges must be City Clerk 125.35 2 years All affidavits of postings, Notices. ..... . Mag, filed within 30 or 90 days of proof of Publications,etc 2 Ppr action: GC 4434090, 54960.1(c)(1) Parking Authority: Minutes, Mag, City Clerk 125.40 Resolutions P P :::: Yes Mfr, OD, S No GC§34090 Ppr 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 Ppr Mag, Non-records retained for City Clerk 125.50 HB Fourth of July Foundation P P;::::: Yes Mfr, OD, S No reference; GC §34090 Ppr 130-CITY EMBLEMS Mag, Department Preference: GC City Clerk 130.10 1#►psed CitySeal P ::..;::: Yes Mfr, OD, S/I No Ppr §34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Tofaf:::::: Vital? Media I=Import Paper after (in office) CD or Mfr Retention* Options M=Mfr Imaged & .............. S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years) since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records requests, and/or investi ations sus end normal retention periods retention resumes beoin after settlement). Mag, Department Preference: GC City Clerk 130.20 City Logo P P::::.::::: des Mfr, OD, S/I No §34090 Ppr Mag, Department Preference: GC City Clerk 130.30 City Tree P F.: :.. des Mfr, OD, S/I No §34090 Ppr Mag, Department Preference: GC City Clerk 130.40 City Flower(Geranium) P >?:::::::::: des Mfr, OD, S/I No §34090 Ppr Mag. Department Preference; GC City Clerk 130.45 City Car(Woody) P P:. ::. Mfr. OD. S/I No 34090 Mag, Department Preference: GC City Clerk 130.50 City Slogan P P,.;:::::::; des Mfr, OD, S/I No §34090 Ppr Mag, Department Preference: GC City Clerk 130.55 City Memorials P .... :::: Fes Mfr, OD, S/I No §34090 Ppr Mag, Department Preference: GC City Clerk 130.60 Redevelopment Seal P .. Yes Mfr, OD, S/I No §34090 Ppr City Clerk 130.70 Civic Improvement Corporation P p.::::: Yes Mfr, OD, S/I No Department Preference; GC Seal §34090 Ppr Mag, Department Preference: GC City Clerk 130.80 Public Finance Authority Seal P I?:::::: des Mfr, OD, S/I No §34090 Ppr 140-ORGANIZATIONS -LOCAL City Clerk 140.10 Administration 5 years ' yetg::: Mag, Department Preference; GC Ppr §34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ lotai:::: Media I=Import Paper after (OFR) (in office) CD or Mfr :::Retention;: Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendinq records re guests. and/or investi ations sus end normal retention periods retention resumes begin after settlement). City Clerk 140.20 Downtown Business Association 5 years Mag, Department Preference; GC 5:years. Ppr §34090 City Clerk 140.30 Chamber of Commerce 5 years 9:years:::: Mag, Department Preference; GC Ppr §34090 140.40 Reserved M city Gler{� 5 years ::::::5 Years.: §34090- City Clerk 140.50 Boys and Girls Club 5 years 5:yearS::: Mag, Department Preference; GC Ppr §34090 Public Cable Television Authority Mag, Department Preference; GC City Clerk 140.60 5 years 5:years:: (PCTA) Ppr §34090 City Clerk 140.70 HB Conference and Visitors Bureau 5 years 5:jiears Mag, Department Preference; GC Ppr §34090 City Clerk 140.80 VFW Posts 5 years 5:years:: Mag, Department Preference; GC Ppr §34090 ears City Clerk 140.90 Big Independent Cities Excess Pool 5 y Mag, Department Preference; GC 5;years ::: BICEP 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::: City Clerk 150.20 Southern California Association of 5 years 5 years::;::: Mag, Department Preference; GC Governments (SCAG) Ppr §34090 City Clerk 150.30 Sister Cities 10 years 1a:years Mag, Department Preference; GC Ppr §34090 City Clerk 150.40 League of California Cities 2 years 2,years;:::: Ppg' GC §34090 City Clerk 150.50 Orange County Housing Authority 2 years 2 years:. Ppr' GC§34090 City Clerk 150.55 Orange County Auto Theft Task 2 years :2.:years: Mag' GC §34090 Force Ppr—[ HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ :::::Totaj_:_: :: Vital? Media 1=Import Paper after (in office) CD or Mfr Retention:: Options M=Mfr Imaged& .. ......... . S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, Dendinq records re guests. and/or investi ations sus end normal retention Deriods retention resumes after settlement. City Clerk 150.60 American Coastal Coalition 2 years years Ppr GC §34090 160-PUBLIC INFORMATION t RELATIONS City Clerk 160.10 Administration 2 years 2:years:: Pp9' GC§34090 et seq. Informal Petitions (submitted to Council on any subject. (Dock Department Preference; Law City Clerk 160.20 Parks, Parking,Traffic Calming 2 years 2 years::: Ppr requires 1 year for petitions; GC etc.) Also see Elections for §50115 Initiative, Recall or Referendum) City Clerk 160.30 Public Comments 2 years 2:years:: :: Ppr' GC §34090 City Clerk 160.40 Presentations/Donations 2 years 2 years :. PPS' GC §34090 City Clerk 160.50 Public Records Requests 2 years 1L ear ::::: MP rr GC 434090 � - .. 170-RECORDS MANAGEMENT When No Whe... . City Clerk 170.10 Administration Longer Longer::: Ppr' GC §34090 et seq. Required Required: Mag, Department Preference; GC City Clerk 170.20 Vital Records Storage P Yes Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.30 Microfilm Program P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.40 Regulations/Policy P P:::::: Mfr, OD, S/I No §34090 Ppr HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Tofaf::::: Vital? Media I=Import Paper after (in office) CD or Mfr ::Retenfiort:: Options M=Mfr Imaged& ............ . S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records requests, and/or investi ations sus end normal retention periods retention resumes begin after settlement). Mag, Department Preference; GC City Clerk 170.50 Disposition of Records P P::::::::::_: Mfr, OD, S/I No §34090 Ppr When No Wtien:Ncj::: City Clerk 170.60 Your Departments Working File Longer Lo.ngd. Ppg' GC §34090 et seq. Required Re uired 180 -RISK MANAGEMENT When No "When No City Clerk 180.10 Administration Longer Loilger.:: Ppr' GC§34090 et seq. Required Regti.ired:::: Insurance Policies&Certificates (City-owned): Liability(General& Yes: Mag, Yes: After For protection from litigation; GC City Clerk 180.20 Public),Workers Compensation P F'::: Before Mfr, OD, S Expiration §34090 (prior to 1980,when the City Expiration Ppr became self-insured) HRAS/Risk Mag, Human Resources City-Atter�►ey- Mana 180.40 Claims Against the City 2 years 2.years::;:; 9• Ppr is OFR; GC§34090.7 HRAS/Risk Mag, Human Resources Ad inistfiative Mana 180.50 Incident/Accident Reports 2 years 2 years::::: 9 Ppr Se+vises is OFR; GC §34090.7 When No When No City Clerk 180.60 Your Departments Working File Longer Longer Pag, GC §34090 et seq. pr Required Uired::l ires! When No Nd.: Staffing Mag, Copies (staffing Department is 180.70 Advisory Groups Longer et:: Depart. Required :: Ppr OFR); GC§34090.7 200 -FACILITIES-Civic Center When No Mired.:::l ,:N6: Administration/Operation/ Mag, City Clerk 200.10 Longer ger GC §34090 et seq. Maintenance Ppr Required HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Finactrivef/ Total:::::: Vital? Media I=Import Paper after (in office) ::Retention:. Options M=Mfr Imaged & .............. S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normallyperformed by file folder. Litigation, claims complaints, audits. Dendina records requests. and/or investi ations sus end normal retention periods retention resumes begins after settlement). Public Yes: Mag, Yes: After Works 200.20 Capital Improvements (All) P P::::: Before Mfr, OD, S Infrastructure; GC§34090 Completion Ppr Inactive When No Wheh.No:: Staffing Mag, Copies (staffing Department is Depart. 200.30 Advisory Groups Longer Lange p Required :::Re u:ired:: Ppr OFR); GC §34090.7 205-FACILITIES-CommunityCenters When No When.:Nq::: Administration/Operation/ Mag, City Clerk 205.10 Longer Longer;:;:: GC§34090 et seq. Maintenance Ppr Required Required:;:; Public Yes: Mag, Yes: After Works 205.20 Capital Improvements (All) P P: Before Mfr, OD, S Infrastructure; GC §34090 Completion Ppr Inactive Staffing When No W.heri:No::: 9 Mag, Copies (staffing Department is 205.30 Advisory Groups Longer Longer::::: Depart. Required Re uired Ppr OFR); GC §34090.7 210 -FACILITIES -Libra When No: Administration/Operation/ When No . Mag, City Clerk 210.10 Maintenance Longer L origer::. Ppr GC§34090 et seq. Required R:equired:::: Public Yes: Mag, Yes: After Works 210.20 Capital Improvements (All) P Before Mfr, OD, S Infrastructure; GC §34090 Completion Ppr Inactive Staffing When No W.h .. No: 9 Mag, Copies (staffing Department is De art. 210.30 Advisory Groups Longer .:::::Longer::: p Required Requ.ired:::: Ppr OFR); GC§34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ ::: Total:::.::: Vital? Media 1=Import Paper after (in office) CD or Mfr ::Retention;. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years) since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendinq records re uests and/or investiciations suspend normal retention periods retention resumes after settlement. 215-FACILITIES -Corporate Yard When No Wheri No Administration/Operation/ Mag, City Clerk 215.10 Longer Longer:::: GC §34090 et seq. Maintenance Ppr Required Required::: Public Yes: Mag, Yes: After Works 215.20 Capital Improvements(All) P P. Before Mfr, OD, S Infrastructure; GC §34090 Completion Ppr Inactive Staffing When No When::No:: 9 Mag, Copies (staffing Department is Depart. 215.30 Advisory Groups Longer Longed p Required Re dired:: Ppr OFR); GC §34090.7 220 -FACILITIES -Police Buildin Administration/Operation/ When No :W:heri No: Mag, City Clerk 220.10 Maintenance Longer ::::Longer::: Ppr GC §34090 et seq. Required Required:::; Public Yes: Mag, Yes: After Works 220.20 Capital Improvements(All) P P Before Mfr, OD, S inactive Infrastructure; GC §34090 Completion Ppr Staffin When No :;V he No.:: : 9 Mag, Copies (staffing Department is Depart. 220.30 Advisory Groups Longer �origer:: p Required Re hired:: Ppr OFR); GC §34090.7 225-FACILITIES-Rod ers Seniors'Center When No Wheii:No: Administration/Operation/ Mag, City Clerk 225.10 Longer Longer::: GC §34090 et seq. Maintenance Required Required:::: Ppr Public Yes: Mag, Yes: After Works 225.20 Capital Improvements (All) P Before Mfr, OD, S Infrastructure; GC §34090 Completion Ppr Inactive HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver.8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of I Category ID# Records Description Retention/Disposition Comments/Reference Record ` Image: Destroy (OFR) Active Inactive/ Tofaf:: Vital? Media I=Import Paper after (in office) CD or Mfr :::Reteptiori:: Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendinq records re uests and/or investi ations sus end normal retention periods retention resumes begin after settlement). When No 1/V:Iieri::No<. Staffing Mag, Copies(staffing Department is 225.30 Advisory Groups Longer Conger:: Depart. Required I..�Re. Hired:: Ppr OFR); GC §34090.7 230-FACILITIES -City Gym/Pool When No .W.he.ri::No Administration/Operation/ Mag, City Clerk 230.10 Longer ::Longer:. : GC§34090 et seq. Maintenance Required Required:::: Ppr Public Yes: Mag, Yes: After Works 230.20 Capital Improvements(All) P P::;:;:;:::: Before Mfr,OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No VVtien;:Nci:: Staffing Mag, Copies (staffing Department is 230.30 Advisory Groups Longer :::LongeF:: Depart. Required :.::Re uired:: Ppr OFR); GC§34090.7 235-FACILITIES-Oak View Center When No When::No: Administration/Operation/ Mag, City Clerk 235.10 Longer Langer::: GC §34090 et seq. Maintenance Ppr Required Eequired: Public Yes: Mag, Yes: After Works 235.20 Capital Improvements (All) P P:::::: Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No : :When:ft::. Staffing Mag, Copies (staffing Department is 235.30 Advisory Groups Longer Longer;:::;: Depart. Ppr OFR); GC§34090.7 Required IRe uired:: 240-FACILITIES -Munici al Pier/Plaza When No Wti en::No::: Administration/Operation/ Mag, City Clerk 240.10 Longer [:origer::: GC §34090 et seq. Maintenance Ppr Required R:egaired. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Tota1. Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention. Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims com taints audits, Dendinq records re uests and/or investi ations sus end normal retention eriods retention resumes beoins after settlement). Public Yes: Mag, Yes: After Works 240.20 Capital Improvements(All) P >5;.::::::;:;: Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When:Na::: Staffing Mag, Copies (staffing Department is 240.30 Advisory Groups Longer L+angei::: Depart. Re uired Re u.ire... Ppr OFR); GC§34090.7 245-FACILITIES -Beach When No ::When No.:; Administration/Operation/ Mag, City Clerk 245.10 Longer Longer::::; GC §34090 et seq. Maintenance Ppr Required F2equ:rrect: Public Yes: Mag, Yes: After Works 245.20 Capital Improvements (All) P :::::::: Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr When No :When:No::: Staffing Mag, Copies (staffing Department is 245.30 Advisory Groups Longer Longer:::: Depart. Required iFe ii Ppr OFR); GC §34090.7 Re ii 250-FACILITIES -Water O erations When No :::VV.hoh:No:: Administration/Operation/ Mag, City Clerk 250.10 Maintenance Longer :::::::Longer.. Ppr GC§34090 et seq. Required Required.:: Public Yes: Mag, Yes: After Works 250.20 Capital Improvements (All) P .P :: Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When.No: Staffing Mag, Copies (staffing Department is 250.30 Advisory Groups Longer ;::::Longer::: Depart. Ppr OFR); GC§34090.7 Required Requrred HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Tofaf:::::: Vital? Media I=Import Paper after (in office) CD or Mfr ::Rbterifion:: Options M=Mfr Imaged & ............ S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Li ation claims complaints, audits. Dendinq records requests, and/or investi ations suspend normal retention periods retention resumes be.Qin after settlement. 255-FACILITIES -Fire Stations When No When:M::: Administration/Operation/ Mag, City Clerk 255.10 Longer E:origer GC§34090 et seq. Maintenance Ppr Required Requited;:;: Public Yes: Mag, Yes: After Works 255.20 Capital Improvements (All) P . Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr Staffing When No ::Wheh Ncj: Mag, Copies (staffing Department is Depart. 255.30 Advisory Groups Longer Longer';;; p Required Reuired Ppr OFR); GC§34090.7 260-FACILITIES -Heli ort When No when No:. Administration/Operation/ Mag, City Clerk 260.10 Longer Maintenance �oilger:::::: Ppr GC §34090 et seq. Required Required:::: Public Yes: Mag, Yes: After Works 260.20 Capital Improvements (All) P :::::P ::. Before Mfr, OD, S Infrastructure; GC§34090 Completion Ppr Inactive Staffing When No ::::When:No::: 9 Mag, Copies (staffing Department is Depart. 260.30 Advisory Groups Longer i:origer:: p Required Re uired:: Ppr OFR); GC §34090.7 265-FACILITIES -Cultural Arts Center When No ::When:No:: Administration/Operation/ Mag, City Clerk 265.10 Longer Longer::: Ppr GC §34090 et seq. Maintenance Required Regiii�eci:::: Public Yes: Mag, Yes: After Works 265.20 Capital Improvements (All) P P;.;::::::.: Before Mfr, OD, S Infrastructure; GC§34090 Completion Ppr Inactive HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total,:::::: Media 1=Import Paper after (OFR) (in office) CD or Mfr Reterifior` Vital. Options M=Mfr Imaged & . .. ........ S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normallyperformed b file folder. Liti ation claims com laints audits, Dendinq records requests. and/or investi ations sus end normal retention periods retention resumes booms after settlement. Staffin When No VVlieri No:: 9 Mag, Copies (staffing Department is De art. 265.30 Advisory Groups Longer :Longer:::: p Re uired Re ti:ired:: Ppr OFR); GC §34090.7 270-FACILITIES -Surf Museum When No 1/Vhen;No:: Administration/Operation/ Mag, Maintenance City Clerk 270.10 Longer Longer:::::: Ppr GC §34090 et seq. Required :Requited:: Public Yes: Mag, Yes: After Works 270.20 Capital Improvements (All) P P:::::.. Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr Staffing When No When;No:: 9 Mag, Copies (staffing Department is Depart. 270.30 Advisory Groups Longer :.,::Langer.;:;;; p Re uired fZe �u:ired : Ppr OFR); GC§34090.7 275-FACILITIES -Parking Structures When No ::When:No::: Administration/Operation/ Mag, City Clerk 275.10 Maintenance Longer Longed::: Ppr GC§34090 et seq. Required Required Public Yes: Mag, Yes: After Works 275.20 Capital Improvements(All) P P:::. Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr Staffing When No ::1W.hen:No:: 9 Mag, Copies (staffing Department is Depart. 275.30 Advisory Groups Longer Longer. p Required- Re uiteii Ppr OFR); GC §34090.7 280-FACILITIES -Youth Shelter When No When No:: Administration/Operation/ Mag, City Clerk 280.10 Maintenance Longer Longer::::: Ppr GC§34090 et seq. Required R:equiFed:::: HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ Total.:::::: Media 1=Import Paper after ( ) (in office) CD or Mfr :::Retentioh:: Vital. Options M=Mfr Imaged& .............. S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. pending records requests. and/or investi ations sus end normal retention periods retention resumes begin after settlement). Public Yes: Mag, Yes: After Works 280.20 Capital Improvements (All) P z�:: .::: Before Mfr, OD, S Inactive Infrastructure; GC §34090 Completion Ppr Staffing When No Wtien;:No:. Mag, Copies (staffing Department is Depart. 280.30 Advisory Groups Longer Longer p Required ::Re uired:: Ppr OFR); GC §34090.7 285-FACILITIES -Emerald Cove Senior Center When No When::No::: Administration/Operation/ Mag, City Clerk 285.10 Longerongei: Ppr GC §34090 et seq. Maintenance Required Required Public Yes: Mag, Yes: After Works 285.20 Capital Improvements (All) P P:::::::: Before Mfr, OD, S Infrastructure; GC§34090 Completion Ppr Inactive Staffin When No When.No::: 9 Mag, Copies (staffing Department is Depart. 285.30 Advisory Groups Longer ::L:origer::::: Required f2e uired:: Ppr OFR); GC §34090.7 290-FACILITIES-Gun Ran e When No :::When No Administration/Operation/ Mag, City Clerk 290.10 Maintenance Longer :::.Longer.:: Ppr GC §34090 et seq. Required RequI if-ed:::: Public Yes: Mag, Yes: After Works 290.20 Capital Improvements(All) P .P.:::::: Before Mfr, OD, S Infrastructure; GC §34090 Completion Ppr Inactive Staffing When No W.hen.:No::: 9 Mag, Copies (staffing Department is Depart. 290.30 Advisory Groups Longer Longed:; p Required :.Required:::; Ppr OFR); GC §34090.7 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total.. Media I=Import Paper after OFR � ( ) (in office) CD or Mfr Retention:: Vital? Options M=Mfr Imaged& ....... .... S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investi ations suspend normal retention periods retention resumes beqin after settlement. 295-FACILITIES -Central Park Senior Center Administration/Operation/ When No When:No Nlap, CityClerk 295.10 Lon 9 Longer Lori er::.;: � GC 434090 et sea. Maintenance Required RenixFeii Public .. Yes: M�a Yes: After Works 295.20 Capital Improvements(All) P P.:::::::: Before Mfr. OD, S Infrastructure: GC 434090 Completion Ppr Inactive StaffingWhen No Wheh No Mao• L Copies(staffing Department is Depart. 295.30 Advisory Groups Longer — Re wired F2e wired Ppr GC 434090.7 300-AUDITS When No .:::When,No:.. City Clerk 300.10 Administration Longer Longer::: Pp9' GC §34090 et seq. Required Regti:(red::: Cily Clerk Yes: Mag, Yes: After Department Preference—€inaAGe- A� 300.20 Audits-City P P Before Mfr, OD, S ; GC FzinARGe Inactive Completion Ppr §34090 City Clerk Yes: Mag, Department Preference-FiRaMe A Yes: After 300.30 Audits-Redevelopment Agency P ...... Before Mfr, OD, S GC FonaMe Completion Ppr Inactive §34090 City Clerk Yes: Mag, Department Preference-€panne Audits- Public Facilities Yes: After AS/ 300.40 Corporation P P::::.:. Before Mfr, OD, S Inactive permanently; GC 1=ieaflce Completion Ppr §34090 City Clerk Yes: Mag, Department Preference-Finance Audits-Civic Center Improvements Yes: After ASS 300.50 P P::::,.:..:: Before Mfr, OD, S ; GC inaflcs Corporation Completion Ppr Inactive §34090 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ Tofal,: Media I=Import Paper after ( ) (in office) CD or Mfr :::Retepfio' n: Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). City Clerk Yes: Mag, Yes: After Department Preference—Finance AS-. 300.60 Audits-Public Finance Authority P P::::::::::: Before Mfr, OD, S ; GC Completion Ppr Inactive §34090 City Clerk Yes: Mag, Department Preference-firaa Audits- Parking Authority: Yes: After AS-,L 300.70 Reselatiens P ::::.P::::::: Before Mfr, OD, S Inactive ; GC iaaace Completion Ppr §34090 310-FINANCIAL STATEMENTS/REPORTS When No ::When:No::: City Clerk 310.10 Administration Longer Langer: : Ppr' GC §34090 et seq. Required Required: Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.20 P 1?:::;:::::::: Before Mfr, OD, S also retains permanently; GC Reports-City Inactive Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.30 Reports-Redevelopment Agency P 'P::::::::: Before Mfr, OD, S Inactive Yes: After also retains permanently; GC Completion Ppr §34090 Financial Statements/Treasurers Yes: Mag, Department Preference-Finance City Clerk 310.40 Reports- Public Facilities P i?:::::. Before Mfr, OD, S Yes: After also retains permanently; GC Corporation Completion Ppr Inactive §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference- Finance Yes: After City Clerk 310.50 Reports-Civic Improvements P P:::: Before Mfr, 0D, S also retains permanently; GC Corporation Completion Ppr Inactive §34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-18 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ Total:::: Media 1=Import Paper after ( ) (in office) CD or Mfr ::Retenfior;:: Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imP1-y a full file folder(e.g. last document+2 years), since destruction is normally performed b file folder. Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.60 P P:::::::::::: Before Mfr, OD, S also retains permanently; GC Reports-Advisory Group Inactive Completion Ppr §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.70 P f?:::_::_: Before Mfr, OD, S also retains permanently; GC Reports-Cable Television Inactive Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.80 Reports-West Orange County P P.::::: Before Mfr, OD, S Yes: After also retains permanently; GC Water Board (WOCWB) Completion Ppr Inactive §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.90 P P: Before Mfr, OD, S Yes: After also retains permanently; GC Reports-Other City At�Agencies Inactive Completion Ppr §34090 320-BUDGET AS-- When No ::When No:: AFinance is OFR; GC Finance 320.10 Administration Longer :Longer; Mag, Required Required Ppr §34090.7 Yes: Mag, Yes: After Department Preference- Finance City Clerk 320.20 City Annual Operating P P ::::: Before Mfr, OD, S also retains permanently; GC Completion Ppr Inactive §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 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total..:: Media I=Import Paper after (OFR) (in office) CD or Mfr Reteiitiori:: Vital. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investigations sus end normal retention periods retention resumes beoins after settlement). Yes: Mag, Yes: After Department Preference; GC City Clerk 320.45 Unbudgeted Expenditures P P:: : :::. Before Mfr, OD, S Inactive §34090 Completion Ppr When No Vlftisn:IVa : Mag. Prelimina documents/transitory City Clerk 320.50 Clerk's Working File Longer Lonaef: Ppr records; GC 434090 Required Required: When No When:No::: ASS Mag, Copies (staffing Department is 320.60 Advisory Groups Longer Longer:: Finance Ppr OFR); GC §34090.7 Required Required;:;: Mag, Copies (staffing Department is City Clerk 320.70 Parking Authority 2 years 2 yeats::::.: Ppr OFR); GC §34090.7 City Clerk 320.80 West Orange County Water Board P P;::::::: Mag, GC§34090 WOCWB /Water Well Lines Ppr 330 -DEBT SERVICE When No When:IVo:: Mag, AS-/Finance is OFR; GC City Clerk 330.10 Administration Longer Longer:: Ppr §34090.7 Required Regiai r d:.r? Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., ::Canoe....;;. debentures is 6 years, Bonds Redemption .Redemption Yes: Until issued by local governments are City Clerk 330.20 General Obligation Bonds 2 years or Maturity+ :oi MatiiFity.. Maturity Ppr 10 years; There are specific requirements for disposal of 8 years 10 years.: unused bonds;CCP§§336(a)(1) & (2), 337.5(2); GC§43900 et seg. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ :::Total :::: Media 1=Import Paper after ( ) (in office) CD or Mfr :::Retention;: Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investi ations sus end normal retention periods retention resumes beqin after settlement). Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., :::Canceilat.: debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.30 Revenue Bond: City and/or Agency 2 years Ppr 10 years; There are specific or Maturity+ o.t:Maturity+ Maturity requirements for disposal of 8 years 70:years:: unused bonds; CCP§§336(a)(1) & (2), 337.5(2); GC §43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., ellat':j%: debentures is 6 years; Bonds Revenue Bond: Public Facilities Redemption :.Rederriptibr Yes: Until issued by local governments are City Clerk 330.40 Corp. 2 years or Maturity+ :or Maturity::+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of :. unused bonds; CCP§§336(a)(1) & (2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or debentures is 6 years; Bonds Cancellat., Ganes). .., issued by local governments are Revenue Bond: Civic Improvement Redemption Redemptiorti Yes: Until City Clerk 330.50 2 years Ppr 10 years; There are specific Corp. or Maturity+ :0r:Maturity:+ Maturity requirements for disposal of 8 years :::::1fS:0ars:::: unused bonds; CCP§§336(a)(1) & (2), 337.5(2); GC §43900 et seg. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ ......:.. Vital? Media I=Import Paper after (in office) CD or Mfr ::.Retention Options M=Mfr Imaged & .... ........ S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years.), since destruction is normally performed by file folder. Litigation, claims complaints, audits endin records re uests and/or investi ations sus end normal retention periods retention resumes beGin after settlement). Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., :::Canceilat.:;:: debentures is 6 years; Bonds Revenue Bond: Public Finance Redemption :Ftederriptiori Yes: Until issued by local governments are City Clerk 330.60 2 years Ppr 10 years; There are specific Authority or Maturity+ or 1Vlatuiify* Maturity requirements for disposal of 8 years 7O:year.S.... unused bonds; CCP§§336(a)(1) & (2), 337.5(2); GC §43900 et seq. Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., C.on Bat ,: debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption :Red.eniptiorn Yes: Until issued by local governments are City Clerk 330.70 Notes 2 years or Maturity+1.:::When :oi:ll. ...i .. MaturityPpr 10 years;There are specific (Notes) y ty.. requirements for disposal of 8 years IO years;::: unused bonds; CCP§§336(a)(1) & (2), 337.5(2); GC §43900 et seq. When No .No::: Mag, Prelimina documents/transitory CityClerk 320.80 Clerk's Working File Longer Longer:::. PLr records: GC34090 Required Reituireii Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., debentures is 6 years; Bonds :::Gai1ce11oY.:;: issued by local governments are Redemption :Redertiption Yes: Until City Clerk 330.90 Revenue Bond: Parking Authority 2 years Ppr 10 years; There are specific or Maturity+ or Maturity+ Maturity requirements for disposal of 8 years 10:jiears:: unused bonds; CCP§§336(a)(1) & (2), 337.5(2); GC §43900 et seq. HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS (909)337-3516 Revised: Resolution No.2008-23 —Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ ::::;Total::::::: Media I=Import Paper after (OFR) (in office) CD or Mfr Retention:: Vital. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, auditspending records requests. and/or investi ations sus end normal retention periods retention resumes beqin after settlement. 340-REVENUE AND TAXATION AS When No ::W.hen:No Finance 340.10 Administration Longer Longer,.:: Ppr' GC §34090 et seq. Required . ......... AS When No W.hibn:No 340.20 Fee Schedule Longer Longer::: Mag, AS/Finance is OFR; GC Finance Required Required:::: Ppr §34090.7 city When No Wtien:No::: Y Mag, AS-/Finance is OFR; GC Treasurer 340.30 Business Licenses Longer :: .Longer Required Reiju:ired Ppr §34090.7 Mag, Yes: After 2 Department Preference; GC City Clerk 340.50 Utilities Tax P l?. :::_:::: Mfr, OD, S/I years §34090 Ppr Mao. Yes: After 2 Department Preference: GC Ci Clerk 340.55 Transient Occupancy Tax(TOT) P P:::: : Mfr, OD, S/I years 34090 Maa. Yes: After 2 Department Preference: GC City Clerk 340.69 County Taxes P :::::;:; Mfr, OD, S/I years 34090 When No When,:No::: Mag, Yes: When Lead Dept. 340.70 Federal Grants/Programs Longer Langer Mfr, OD, S/I Inactive Copies-GC §34090.7 Required Regii:ired : Ppr When No ::Wkien::No Mag, Yes: When City Clerk 340.80 State Grants/Programs Longer :,...Longer:: Mfr, OD, S/I Copies-GC §34090.7 Required R:egpire. Ppr Inactive When No h6n.No:: Mag, Yes: When Finance 340.85 Programs/Other Longer Longer..: Mfr, OD, S/I Copies-GC 04090.7 Required fze uited:: Ppr Inactive Mag, Yes: After 2 Department Preference; GC City Clerk 340.90 Taxes P P,: Mfr, OD, S/I Y §34090 Ppr ears HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ ::;::Total,::::.:: Vital? Media 1=Import Paper after (in office) CD or Mfr :::Retention: Options M=Mfr Imaged & S=Scan or.'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. Liticiation. claims complaints, audits, Dendinq records re uests and/or investi ations sus end normal retention periods retention resumes begins after settlement). 11Aag -� 6i Clerk 340 59 utilities Tax R: AAf 9B4 Yes; Aft years g 350 -SPECIAL ASSESSMENT/IMPROVEMENTS DISTRICTS When No Wheri::No::: Lead Dept. 350.10 Administration Longer :Lori:ger Mag, GC§34090 et seq. Required Required Mag, Yes: After City Clerk 350.20 Underground Utilities P P_.::.:.::::: Yes Mfr, OD, S Inactive Infrastructure; GC §34090 Ppr Reimbursement/Improvements/ Completion Yes: Mag, Yes: After City Clerk 350.30 Assessment Districts +2 years P P:::: Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr 400-REDEVELOPMENT Econ. When No When::No::: Develop. 400.10 Administration Longer L.. ::: PprMag' GC §34090 et seq. Required :Required Econ. When No When Nb:: Develop. 400.20 Special Studies/Reports Longer :::Longer Ppr' Copies; GC§34090.7 Required Required Econ. When No When No Develop. 400.30 Policy/Regulations Longer Longer::: Ppr' Copies; GC §34090.7 Required .Required::. Mag, Yes: After 2 Department Preference; GC City Clerk 400.40 Biennial Public Hearing P i? Mfr, OD, S years §34090 Ppr City Clerk 400.50 Redevelopment Closed Sessions 2 years 2:years Pa9' GC §34090 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ ::::Total.::::: Vital? Media I=Import Paper after (in office) CD or Mfr :.R6terif16n: Options M=Mfr Imaged & ... .......... S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes beein after settlement). Brown Act challenges must be Adjourned & Special Meetings: City Clerk 400.6 2 years Mag, filed within 30 or 90 days of 0 Z:jieais Affidavits of Postings Ppr action; GC§§34090, 54960.1 c 1 410-REDEVELOPMENT PROJECT AREAS Mag, Yes: After City Clerk 410.05 Redevelopment Project Areas P P:::::: Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion H Mag, Yes: After Huntington Center Redevelopment City Clerk 410.10 P .;::::::::: Mfr, OD, S Project Infrastructure; GC §34090 Project Area Ppr Completion Main-Pier Redevelopment Project Mag, Yes: After City Clerk 410.20 Area P P Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion Beach Blvd. Redevelopment Mag, Yes: After City Clerk 410.25 P P;:;:;:::: Mfr, OD, S Project Infrastructure; GC§34090 Project Area (Beach Corridor) Ppr Completion Oakview Redevelopment Project Mag, Yes: After City Clerk 410.30 Area P P:::: : Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion Warner-Goldenwest Mag, Yes: After City Clerk 410.35 P P.::.;::: Mfr, OD, S Project Infrastructure; GC§34090 Redevelopment Project Area Ppr Completion Talbert-Beach Redevelopment Mag, Yes: After City Clerk 410.40 P P.:::::: Mfr, OD, S Project Infrastructure; GC §34090 Project Area Ppr Completion Talbert Gap Flood Control Mag, Yes: After City Clerk 410.50 Redevelopment Project Area P P::: :: Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion , HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Tota ::: Vital? Media I=Import Paper after (in office) CD or Mfr Retention:: Options M=Mfr Imaged & ......... .. S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Pending records requests. and/or investigations sus end normal retention periods retention resumes begins after settlement). Southeast Coastal Redevelopment Mag, Yes: After City Clerk 410.55 P f': :: :.. Mfr, OD, S Project Infrastructure; GC §34090 Project Area Ppr Completion Mag, Yes: After City Clerk 410.60 Civic Center P P::: Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion Mag, Yes: After City Clerk 410.65 Florida-Utica Enhancement Area P P:;:::::::: Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion Mag, Yes: After City Clerk 410.70 Commodore Circle Funding Area P P:::: Mfr, OD, S Project Infrastructure; GC §34090 Ppr Completion Mag, Yes: After City Clerk 410.80 Advisory Group P Mfr, OD, S Project Infrastructure; GC §34090 Ppr I Completion 420-LAND USE CONTROL When No W.heh:Nb: Planning 420.10 Administration Longer Longer:::: PPg' GC§34090 et seq. Required R0gQ:ir0d:::. When No :::W:hen: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 F?::::: Mfr, OD, S No GC §34090 Ppr City Clerk 420.40 Conditional Use Permit Appeals P j?::;:;:;:: PPr' GC§34090 City Clerk 420.50 Conditional Exception Appeals P P ..:.: Ppr' GC§34090 Final Tract Maps/Tentative Tract Mag, § City Clerk 420.60 Maps P ':P"' Ppr GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Totai::::::. Vital? Media 1=Import Paper after (in office) CD or Mfr .Retention►:. Options M=Mfr Imaged& .............. S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liticiation, claims complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). City Clerk Mag, Public Works is OFR; GC PUblis 420.70 Parcel Maps Release Transmittals 2 years 2 Oars.:: Ppr Public .7 aAFeFIEs City Clerk 420.80 Coastal Development/Plans/ P P Mag, GC §34090 Permits/Appeals Ppr City Clerk 420.85 Local Coastal Program P :::: Ppr' GC §34090 When No VV.hen:No::: Planning 420.90 Advisory Groups Longer L:onger:::::: Mag, Copies (staffing Department is Required Required:: Ppr OFR); GC §34090.7 When No When I.6 City Clerk 420.95 Your Departments Working File Longer .Longer: Pp' GC§34090 et seq. Required ke. iiited:. 425-CODE COMPLIANCE/CODE ENFORCEMENT When No !Nlleri::No::: Ci Clerk 425.10 Administration-Demolition Photos Longer Lori e.r.. Ma Planning 9 9... Ppr' GC§34090 et seq. Required Re uired. 430-HOUSING When No :When:No: City Clerk 430.10 Administration Longer f ongot..: Ppr' GC§34090 et seq. Required Fequired:::: Preservation/Rehabilitation/ Mag, Yes: After City Clerk 430.30 Relocation P :::;: Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 430.50 Affordable Housing P i?:::::. Mfr, OD, S Project Infrastructure; GC §34090 . Ppr Completion Mag, Yes: After City Clerk 430.55 Senior Housing P P..... Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ i otai:::::::: Media 1=Import Paper after (OFR) (in office) CD or Mfr :;:Retention►:: Vital. Options M=Mfr Imaged& .......... ... S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears, since destruction is normally performed by file folder. Litigation, claims complaints, audits, Dendina records re uests and/or investiciations suspend normal retention eriods retention resumes after settlement). Mag, Yes: After Department Preference; GC City Clerk 430.60 Mobilehome Parks P :: Mfr, OD, S 10 years §34090 Ppr Economic Mag, Department Preference; GC Develop. 430.70 Studies and Reports 10 years IO:years:::: Ppr §34090 Staffing When No Ill.... No 9 Mag, Copies (staffing Department is Depart. 430.80 Advisory Groups Longer Lohg�r^. P Ppr OFR); GC§34090.7 Required Re uireci.:: 440-PLANNING When No When No::: Planning 440.10 Administration Longer Langer.::::: Ppr' GC§34090 et seq. Required R.eg u.ired: When No When:Ne Planning 440.20 Census Information Longer Loyget.:: Ppr' Copies; GC §34090.7 Required R:equ:ired.::: 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 Ppr 10 years 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 Mag, Yes: After City Clerk 440.70 Moratoriums P i?.:.::: Mfr, OD, S Land Records; GC§34090 Ppr 10 years City Clerk 440.80 Special Studies/Reports 25 years 2.y Mag, Non records(department ears.: Ppr I 1preference); GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Tofaf::::::: Media 1=Import Paper after (OFR) (in office) CD or Mfr :Retention':: Vital? Options M=Mfr Imaged & . .. . If the record is not listed here, refer to the Retention for City-Wide Standards ... . .. S=Scan C'd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investi ations suspend normal retention periods retention resumes beqin after settlement. Advisory Groups-Formation, Mag, Copies (staffing Department is City Clerk 440.90 A ointments P Ppr OFR); GC U4090.7 450-ZONING When No :::When No Planning 450.10 Administration Longer Longer:::.:: Pp' GC §34090 et seq. Required RequiFeii Mag, Yes: After City Clerk 450.20 Zoning Change Case Files P P Mfr, OD, S Land Records; GC§34090 Ppr 10 years Mag, Yes: After City Clerk 450.30 Specific Plans P P:.:::: Mfr, OD, S Land Records; GC§34090 Ppr 10 years City Clerk 450.40 Special Studies/Reports 10 years 1a:jiea� Ppr GC §34090 460-ECONOMIC DEVELOPMENT When No :::When..No::. City Clerk 460.10 Administration Longer Longer::; Ppr' GC §34090 et seq. Required Required Termination Terininatibn City Clerk 460.30 of District+ 1::6f Industrial/Business (e.g.Auto Dist Mag, Meets auditing standards; GC ric# Business District) Ppr §34090 5 years 5:yeais When No ::::Wheh:No City Clerk 460.35 Advisory Groups Longer Longer:::., Mag, Copies (staffing Department is Required Re hired:: Ppr OFR); GC §34090.7 500-ANIMAL CONTROL When No ::Whe'd:Nb: 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 I 1 10 years HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-29 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Totaf::::: Vital? Media 1=Import Paper after (in office) CD or Mfr :::Retention:: Options M=Mfr Imaged & . ........... S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally.performed by file folder. Liti ation claims complaints, audits, pending records re uests and/or investigations suspend normal retention periods retention resumes begins after settlement. 510-EMERGENCY SERVICES Police or When No ::Wheri:No::: Fire 510.10 Administration Longer E origer: PPr' GC §34090 et seq. Required RequiFeii_ Maw ales--Aftpr 6itY EIeFk f a1N 10 years : Mffi QD, 946 §3409 RIM Mao. Yes: After _Department Preference: GC Ci Clerk 510.20 Disaster Plan 10 years 10 years:::: Mfr. OD, S 10 years P434090 Mag. Yes: After Department Preference: GC City Clerk 510.30 Civil Defense 10 years 1Q vears : Mfr. OD. S 10 years 434090 Mn. Yes: After Department Preference: GC Ci Clerk 510.40 Mutual Assistance/Paramedics 10 vears 10:�ieats:::: Mfr, OD, S 10 years 434090 Ci Clerk 510.45 FireMed Program 10 years rs:::: MfrR,. OD, S Yes: After Department Preference: GC10 years 434090 Mag. Yes: After Department Preference: GC Ci 1 Clerk 510.50 Ambulance 10 years vears:: Mfr. OD. S 10 years 434090 PLr Mao. Yes: After Department Preference: GC CityClerk 510.60 Hospital 10 years 10 ye alrs..: Mfr. OD. S 10 years P434090 Mag. Yes: After Department Preference: GC Ci Clerk 510.70 Geological Hazards 10 years 10:ifeais:: Mfr. OD, S 10 years 434090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ fotai_::::: Media 1=Import Paper after (OFR) (in office) CD ten or Mfr .;:Retion►: Vital? Options M=Mfr Imaged & ..... ... .... S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards If begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normallyperformed b file folder. Liti ation claims complaints, audits, Dendinq records requests. and/or investi ations suspend normal retention periods retention resumes begin after settlement. 520-ENVIRONMENTAL PROTECTION When No Whe.i:No::: Lead Dept. 520.10 Administration Longer Longer;:: Ppr' GC§34090 et seq. Required f�egiiiFed Mag, Department Preference; GC City Clerk 520.15 Policy/Positions 10 years 10:yea rs: : Mfr, OD, S No §34090 Ppr Hazardous Materials Oil S Mag, Claims can be made for 30 years Spills,City Clerk 520.20 ( p 30 years 30 years:: Mfr, OD, S/I Yes: After etc. for toxic subst. exposure; 8 CCR 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 F?:::::: Mfr, OD, S/I 10 years GC§34090.7 Ppr Mag, Yes: After Copies-Department Preference; City Clerk 520.35 Beach Erosion P .. Mfr, OD, S/I 10 years GC§34090.7 _ Ppr Mag, Yes: After Copies- Department Preference; City Clerk 520.40 Oil/Methane Gas P f'::. .:: Mfr, OD, S/I 10 years GC §34090.7 Ppr City Clerk 520.50 Noise Pollution 2 years 2 years::::: PPr' GC§34090 Lead Dept. 520.60 Energy Conservation 10 years 10.years Mag, Copies- Department Preference; Ppr GC §34090.7 Planning is OFR-Final EIRs are Mag, Yes: After required to be kept a"reasonable Planning 520.70 CEQA /EIR/ND P l?:::::: Mfr, OD, S 10 years period of time"; 14 Cal Code Ppr Regs§15095(c); GC§34090.7 City Clerk 520.75 Air Quality 10 years 10:yeai'-s:: Mag, Department Preference; GC Ppr §34090 Mag, Yes: After Code Enforcement retains Planning 520.80 Weed Abatement 2 years .;:years:::: Mfr, OD, S 10 years originals; GC§34090.7 Pr HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ :::::Total.:::. Media I=Import Paper after ( ) Vital. (in office) CD or Mfr :::Retention:. Options M=Mfr Imaged& .... ..... ... S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendinq records requests. and/or investi ations sus end normal retention periods retention resumes beoin after settlement). Mag, Department Preference; GC Lead Dept. 520.85 Orange County Vector Control 2 years Z:years:: Ppr §34090 Staffing When No -lid Mag, Copies(staffing Department is Depart. 520.90 Advisory Groups Longer Longer:: p Required Re uired:: Ppr OFR); GC §34090.7 530-POLICE PROTECTION When No When No:: Lead Dept. 530.10 Administration Longer kortger::: Ppg' GC§34090 et seq. Required Reiju:ired Lead Dept. 530.20 Helicopter Program 10 years .::1(l :ye ars::;: Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 530.30 Police Towing Program 10 years .0 yea rrs:::: Mag, Copies- Department Preference; Ppr GC 34090.7 540-FIRE PROTECTION When No VWheh::No:: Lead Dept. 540.10 Administration Longeroriger:::.: PPS' GC§34090 et seq. Required Re uired:: 550-FLOOD CONTROL When No ::Wtien:No: Lead Dept. 550.10 Administration Longer Longer.: Mag, GC§34090 et seq. Ppr Required ReC wired. 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 Ppr HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ :::::Total:;::::: Media 1=Import Paper after ( ) (in office) CD or Mfr ::Retention: Vital. Options M=Mfr Imaged& S=Scan C'd? , If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, Dendina records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Staffing When No 1N:hen No 9 Mag, Copies (staffing Department is 520.70 Advisory Groups Longer Longer Depart. Ppr OFR); GC§34090.7 Required Re. wired:: 560-PARKING CONTROL When No ::W:hen No Lead Dept. 560.10 Administration Longer Longer::: Ppr' GC §34090 et seq. Required Re.gUired Mag, Yes: After Department Preference; GC City Clerk 560.20 Enforcement Regulation P f?::_: Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 560.30 Signs P P Mfr, OD, S 10 years §34090 Ppr Mao.Ci Yes: After Department Preference: GC Clerk 560.35 Parking Meters/Lots P P::::: ::: Mfr, OD, S 10 years 34090 Residential Parking Permits/Cul Mag, s: After Department Preference; GC City Clerk 560.40 de Sac Parking/Diagonal/Parking P P:;::: Mfr, OD, S Ye years Depart Districts Ppr Staffing When No Ma r Depart. 560.60 Advisory Groups Longer Longer Pp ' GC §34090 et seq. Required Re uired 570-PUBLIC WELFARE When No :W.hen N0:: City Clerk 570.10 Administration Longer Longer::: Ppr' GC§34090 et seq. Required Required:: Lead Dept. 570.20 Drug&Alcohol Abuse 2 years 2:06r.s Mag, Copies-Department Preference; Ppr GC §34090.7 Lead Dept. 570.30 Obscenity/Pornography 10 years 10:years: Mag, Copies-Department Preference; Ppr I I GC 34090.7 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Tofal.::::: Vital? Media 1=Import Paper after (in office) CD or Mfr Retention.: Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, ndino records re uests and/or investi ations sus end normal retention periods retention resumes begin after settlement). CityClerk 570.40 Handicapped Mfr, OD, S Yes: After Department Preference; GC pped P P.:::::: 10 years §34090 Ppr Social Services Organizations/ Mag, Copies- Department Preference; Lead Dept. 570.50 5 years 5 years::: Groups Ppr GC §34090.7 Mag, Yes: After City Clerk 570.60 Nuisance Abatement Liens P P.: ::::: Mfr, OD, S Land Records; GC§34090 Ppr 10 years Staffin When No 1Nheri No 9 Mag, Copies (staffing Department is Depart. 570.70 Advisory Groups Longer E:origer::: p Required Required: Ppr OFR); GC §34090.7 580-TRAFFIC CONTROL When No :Wbeh::No: Lead Dept. 580.10 Administration Longer Magf onge Ppr' GC §34090 et seq. Required Required:::: Lead Dept. 580.30 Special Studies/Reports 3 years 3 years:::.: Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 580.40 Enforcement 15 years 1:5 years:: Mag, Copies- Department Preference; Ppr GC §34090.7 Mag, Yes: After Department Preference; GC City Clerk 580.50 Control Devices P P.: Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 580.60 Regulations/Speed Limits P R. Mfr, OD, S 10 years §34090 Ppr Lead Dept. 580.70 Pedestrian Safety 3 years 3 years::: Mag, Copies-Department Preference; Ppr GC §34090.7 Lead Dept. 580.80 Bicycle Safety/Equestrian Safety 3 years 3.years .: Mag, Copies- Department Preference; Ppr GC 34090.7 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-34 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ Total::::;::: Media I=Import Paper after (OFR) (in office) CD or Mfr Reteiifior :: Vital. Options M=Mfr Imaged & ........... C'd? If the record is not listed here, refer to the Retention for City-Wide Standards S=Scan Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. pending records re uests and/or investi ations sus end normal retention periods retention resumes beQin after settlement). When No :W:heh No.. Staffing 580.90 Advisory Groups Longer Mag, Copies (staffing Department is I;onger.: Depart. Required Re u:ir.0.0 Ppr OFR); GC §34090.7 590-SENIOR CITIZENS When No When.No:;: Lead Dept. 590.10 Administration Longer Lori:ger::. Mag, 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 Longer.: Ppr OFR); GC§34090.7 Re uired I Re uired:: 600-AGREEMENTS/CONTRACTS 2 years 2�vears:: Lead Dept. 600.05 Administration WhAn Pie : Mag, P GC §34090 et seq. �eF Ler�ef=::. Ppr RequiFed Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Completion Comliletion: Yes: Mag, Yes: After transportation and concessionaire Ci Clerk 600.10 Professional Services Agreements Before Mfr. OD. S + 10 years +10:v6ars:: Inactive agreements. Statute of Completion Ppr Limitations is 4 years: 10 years for Errors&Omissions: CCP 337.337.1 a 337.15 343: GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ TotaE. :: Media 1=Import Paper after (OFR) Vital (in office) CD or Mfr :Retention: . Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation. ndina records re uests and/or investi ations sus end normal retention periods retention resumes beqin after settlement). Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Completion1::c6rnoeti6n: Yes: Mag• Yes: After transportation and concessionaire Ci Clerk 600.15 Federal Agreements Before Mfr. OD, S +5 years +:5:yeafs Inactive agreements. Statute of Completion Pprr Limitations is 4 years; 10 years for Errors&Omissions, CCP 337.337.1 a 337.15 343. GC 34090 Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Completion :Cnrrpfetion Yes: Mag• Yes: After transportation and concessionaire City Clerk 600.20 State Agreements Before Mfr, OD, S +5 years 4:b:veafs: Inactive agreements. Statute of Completion Ppr Limitations is 4 years: 10 years for Errors&Omissions: CCP 337. 337.1 a 337.15 343;GC 34090 Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Completion Coitiptetiori Yes: Mag, Yes: After trans ortation and concessionaire Ci Clerk 600.25 County Agreements Before Mfr. OD. S +5 years Inactive: Inactive agreements. Statute of Completion Per Limitations is 4 years: 10 years for Errors&Omissions, CCP 337.337.1 a 337.15 343 GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-36 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total.:::: Media I=Import Paper after (OFR) (in office) CD or Mfr ::Retenfiort:: Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imp1V a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complain s audits, Dendina records re uests and/or investi ations sus end normal retention periods retention resumes bews after settlement). All infrastructure.JPAs, &Mutual Aid contracts are permanent for Yes: Mag' emergency re aredness: Statute City Clerk 600.30 Redevelopment Agency P P Before Mfr, OD, S Yes: After of Limitations is 4 years: 10 years Completion Per Inactive for Errors&Omissions: CCP 337. 337.1 a 337.15 343* GC U4090. Contractor has retention requirements in 48 CFR 4.703 Statewide guidelines propose completion +5 years for non- capital improvement contracts& completion +4 years for Completion C.6hipletfon Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.35 Concession Agreements Before Mfr, OD, S +5 years .5.years Inactive agreements. Statute of Completion Ppr Limitations is 4 years, 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Yes: Mag, Administrative& legal value City Clerk 600.40 Joint Powers Agreements (JPAs) P P:: Before Mfr, OD, S No (Emergency Preparedness), GC Expiration Ppr §34090 Statewide guidelines propose completion + 5 years for non- Yes: Mag, capital improvement contracts. Completion Cori pletion: Yes: After City Clerk 600.45 Franchises Before Mfr, OD, S Statute of Limitations is 4 years; +5 years +.5 years::: Inactive Completion Ppr 10 years for Errors& Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Totai_::::: Vital? Media I=Import Paper after (in office) CD or Mfr :::Retention:: Options M=Mfr Imaged & ......... .. S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, Dendina records re uests and/or investi ations sus end normal retention periods retention resumes begin after settlement. Agreements&Cash Contracts- Other City Entities: ALL INFRASTRUCTURE: All infrastructure, JPAs, & Mutual Aid contracts are permanent for Architects, buildings, bridges, emergency preparedness; Statute drainage, park improvements, Yes: Mag, years Yes: After of Limitations is 4 years; 10 City Clerk 600.50 Public Works, reservoirs, sewers, P F Before Mfr, OD, S Inactive for Errors&Omissions; 10 CP sidewalks, signals, street&alley Completion Ppr §§337. 337.1(a), 337.15, 343; GC improvements, utilities,water, §34090, Contractor has retention wheelchair ramps, etc. requirements in 48 CFR 4.703 Exceptions: DemelitieRs landscapinq, street pavinq Statewide guidelines propose Agreements& Cash Contracts completion +5 years for non- Approved by Council: NOW capital improvement contracts& INFRASTRUCTURE: completion +4 years for City Clerk 600.55 Completion t;tirripfetion Yes: Mag, Yes: After transportation and concessionaire Y Before Mfr, OD, S Consultants, Landscaping, Slurry + 10 5-years +10.ra-years Inactive agreements. Statute of Seals, Tree Trimming, Leases, Completion Ppr Limitations is 4 years; 10 years Professional Services, Demolitions for Errors&Omissions; CCP (Not Infrastructure projects) §§337. 337.1(a), 337.15, 343; GC §34090 Agreements& Cash Contracts EEOC/ADEA(Age) requires 1 Approved by Council: Yes: Mag, year after benefit plan City Clerk 600.60 P P::*".." Before Mfr, OD, S No termination; State Law requires 2 Retirement Agreements(PERS) Expiration Ppr years after action; 29 CFR 1627.3(b)(2); GC§§12946, 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-38 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ ::::Totaf: . Vital? Media I=Import Paper after (in office) CD or Mfr :::Reten.10.n.: Options M=Mfr Imaged & S=Scan (' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investi ations sus no normal retention eriods retention resumes beqin after settlement). Agreements&Cash Contracts - Other City Entities: Mag, City Clerk 600.65 Title Insurance, Land Records P ?:::::: Yes (all) Mfr, OD, S No GC§34090 (Subdivision, LLA's (Lot Line Ppr Adjustments), & LSA's (Lot Split Agreements)) Agreements Approved by Council: Yes: Mag, EEOC/FLSA requires 3 years for Expiration + ...Oiration;:+ City Clerk 600.70 Before Mfr, OD, MOUs; State requires 2 years; 29 15 years :1:5:years: MOUs-Memorandas of Expiration Ppr CFR 516.5, GC §§12946, 34090 Understanding Statewide guidelines propose completion +5 years for non capital improvement contracts& completion +4 years for MSC (Miscellaneous Service Completion Comp(efii.n Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.90 Before Mfr, OD, S Contracts) +5 years +:5:yeers. 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 :Complefiori: Mag, 600.95 Purchase Orders Copies; GC§34090.7 Purchasing +5 years +5 years::: Ppr City Clerk Agreements& Cash Contracts: Bid Opening :Bid O erj(ri or (various) g p 9 ....... Ppr GC§34090 Purchasing Unsuccessful Bids +2 years +:2 years: 610-INCORPORATION Mag, City Clerk 610.10 Articles of Incorporation P :::::::::: Mfr, OD, S No GC§34090 Ppr HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-39 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active FInactrive/ Totai::... Media I=Import Paper after ( ) (in office) Mfr :::Retention:. Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. pending records re guests, and/or investigations sus end normal retention veriods retention resumes beoin after settlement). Uniform Codes (e.g. Uniform Ma Department Preference; Non . . City Clerk 610.15 P P, g' records-can be obtained from Building Code, etc.) Ppr the State, if required; GC §34090 Mag, City Clerk 610.20 Charter P P Mfr, OD, S No GC§34090 Ppr 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 4:yeafs Commission (LAFCo) Ppr the LAFCo if required; GC 34090 620-ELECTIONS City Clerk 620.10 Administration 10 years ::::;..:years:::: Ppr' GC §34090 et seq. Elections-Roster of Voters,Voter Mag, City Clerk 620.15 Index 5 years 5 jrears: Mfr, OD, EC §§17300, 17001 Ppr General Municipal Elections- City Clerk 620.20 HISTORICAL File (Sample ballot, P P:::_ :: Mfr, OD, S No Retained for Historical Value, GC calling, consolidation,canvass, Ppr §34090 affidavits, etc.) Not accessible to the public; The 8 month retention applies after Elections-Petitions (Initiative, election results, or final City Clerk 620.25 8 mo. $mo::::;:; Ppr Recall or Referendum) examination if no election. Applies unless a legal/FPPC proceeding. EC 17200, 17400 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver.8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-40 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ Tofal-. : Media 1=Import Paper after ( ) (in office) CD or Mfr ::.Retention Vital. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and imn1v a full file folder(e.g. last document+2 years, since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendinq records re uests and/or investigations sus end normal retention eriods retention resumes begin after settlement). Special/Other Municipal Elections- HISTORICAL File Mag, CityClerk 620.30 Retained for Historical Value, GC (Sample ballot, calling, P :::::.:.: : Mfr, OD, S No §34090 consolidation, canvass, affidavits, Ppr etc.) Department Preference; No Duration of Durati4n.of: specific legal requirement; City Clerk 620.35 Office+4 � Elections-Candidate Statements ffire,:+ After 2 Statewide guidelines propose 4 4: Ppr S/M/ (to be printed in the sample ballot) I years years years; recommend term +4 years yeaiS;:::;; for administrative value; GC§ 34090 No specific legal requirement; Statewide guidelines propose 2 City Clerk 620.40 Elections-Precinct Maps 2 years 2 years: . MagPpr' years; County Clerk sends to Secretary of State; EC§17501, GC §34090 W#en-Ne- W =PJe: - Gity GIerk 62040 On F=PPG Opinion (Now availabla� Adieis#atien &e�i s f Pff Department Preference; Statewide guidelines proposes 4 Mag, years for successful candidates, 2 City Clerk 620.45 Elections- Nomination Papers 8 years 8 years::::: Mfr, OD, years for unsuccessful; CA law Ppr states term of office and 4 years after the expiration of term and does not delineate between the two; EC§17100 City Clerk 620.50 Regulations/Procedures Superseded Superseded Mag, Department Preference; GC +2 years +:2: ears.:. Ppr 9 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-41 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total:::: Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention:: Vital. Options M=Mfr Imaged & S=Scan C. 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, ndinq records requests, and/or investi ations sus end normal retention periods retention resumes beqins after settlement). Elections-Absentee Applications, Roster of Absentee Applications, Envelopes, Ballots After Election, After Recount,Assessment Districts (Prop 218 proceedings), EC §§17505, 17302, 17306, City Clerk 620.60 Challenged and Assisted Voters 6 mo. 6 ma::: Ppr 17503, 17304, and CA Lists, Inspectors Receipts for Constitution Article XIII Ballots, Precinct officers ... Appointments,Tally Sheets,Copies of Voter Index and Record of Polling Places Department Preference; Statute of Limitations: Public official misconduct is discovery of Mag, offense +4 years, retirement City Clerk 620.65 Oaths of Office: Other(required of P P. :.:: Mfr, OD, S Yes:When benefits is 6 years from last all"City Officers") Inactive Ppr action; statewide guidelines propose Termination +6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Department Preference; No City Clerk 620.70 Elections-Certificates of Election 8 years P P...:::: Ppr S Yes: After specific legal requirement; Inactive Statewide guidelines propose 4 years; GC §34090 Elections-Campaign Reports Mfr, OD, After 2 Paper must be retained for at City Clerk 620.75 (FPPC 400 Series Forms): 7 years ::7 years::;:: S OTHER COMMITTEES (PACs) Ppr years least 2 years; GC §81009(b)(g) 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 P 2 Years P F?.::;:::::;:: r S p years CCP§583.320(a)(3); GC Elected Officials 81009 b HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ :::TOtaf:::::: Vital? Media 1=Import Paper after (in office) CD or Mfr ::Retention:: Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims com laints audits, Dendina records requests. and/or investi ations sus end normal retention periods retention resumes beoin after settlement). Elections-Campaign Reports Paper must be retained for at City Clerk 620.85 (FPPC 400 Series Forms): 5 years 5:yars: Ppr least 2 years; GC§81009(b)(g) UNSUCCESSFUL CANDIDATES Elections-Campaign Reports (FPPC 400 Series Forms): Mfr, OD, After 2 Paper must be retained for at City Clerk 620.90 THOSE NOT REQUIRED TO FILE 4 years :::*years S ORIGINAL WITH CITY CLERK Ppr years least 2 years; GC§81009(f) (copies) When No men:No::: Maa, Preliminary documents/transitory Ci Clerk 620.95 Clerk's Working File Longer Lon er :::: Ppr records: GC 34090 Required :Rb hired.: 630-LEGAL OPERATIONS City When No Wtien:Nb Mag, Attorney 630.10 Administration Longer Longer.:::: Ppr ' Copies; GC§34090.7 y Required Regbli ed Mag, Yes: After Department Preference; GC City Clerk 630.30 Legal Opinions P P Mfr, OD, S Ppr 10 years §34090 Attorney y 630.40 Litigation 2 years Z years:. Ppr' Copies; GC§34090.7 Superseded Superseded Mag, City Clerk 630.50 Legal Procedures +2 years +:2:years Ppr GC§34090 City Clerk 630.55 Ethics Training Certificates 55years 5.years::: Maq GC g53235.2(b) City Clerk 630.60 Conflict of Interest Code Superseded Supersedes{ Mag, Department Preference; GC +2 years +:2:years,::: Ppr §34090 FPPC 700 Series Forms (Statement of Economic Interests): Mag, City maintains original City Clerk 630.65 DESIGNATED EMPLOYEES 2 years 5 years :7:years::: Mfr, OD, S Yes statements; GC§81009(e)(g) (specified in the City's Conflict of Ppr Interest code HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-43 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total:: :: vital? Media I=Import Paper after (OFR) (in office) CD or Mfr Retenfiori:: . Options M=Mfr Imaged >3< S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims com taints audits, Dendinq records re guests, and/or investi ations sus end normal retention periods retention resumes begin after settlement). FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not City maintains copies only; Mfr, OD, After 2 City Clerk 630.70 elected. Includes City Council 2 years 2 years 4:jrears:::: P r S ears original statements are filed with Members, Planning Commission p y FPPC; GC §81009(f)(g) Members, City Manager, City Treasurer& City Attorney) FPPC 700 Series forms(Statement Maq. City maintains original Ci Clerk 630.75 of Economic Interests): Boards 2 years 5 years 7_Yb&s:.:: Mfr1 OD S Yes statements;GC 481009(e)(9) and Commissions Per Brown Act challenges must be filed within 30 or 90 days of action: Statute of Limitations on Municipal Government actions is 3-6 months; Statute of Limitations for mailings for Affidavits of Postings, Notices, Mag, annexations, special districts, City Clerk 630.80 Proof of Publications, etc- 2 years :::::2:years.::: Ppr bonds is 60 days;CCP §337 et Ordinances seg. 349.4; GC §34090. 54960.1(c)(1) Statute of l4notafiens on GG434ON FPPC 700 Series Forms Mag. City maintains original City Clerk 630.85 (Statement of Economic Interests) 22years 5 years ::7:yeaPs::::; Mfr.OD, S Yes statements; GC 81009(e)(a) by Department) Ppr When No ::::Wtieii Na City Clerk 630.90 Your Departments Working File Longerotiger::: Ppr' GC§34090 et seq. Required R:equired:::: HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy OFR Active Inactive/ Tofaf:::::: Media 1=Import Paper after ( ) (in office) CD or Mfr Retention:: Vital. Options M=Mfr Imaged& ......... .. . S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims complaints audits endin records re uests and/or investigations suspend normal retention periods retention resumes begins after settlement). 640-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 MM, OD, S No Department Preference; GC Reference §34090 Ppr Codification (City Clerk's working 2 years rs Mag, City Clerk 640.20 file) ...yea Ppr GC §34090 City Clerk 640.30 County 2 years Mag, Department Preference; GC 2 years.:: Ppr §34090 Mag, Department Preference; GC City Clerk 640.40 State 2 years 2:Y��fg::::: Ppr §34090 City Clerk 640.50 Federal 2 years 2:years;:;:; Mag, Department Preference; GC Ppr §34090 When No 1iV:{ieh:No::: City Clerk 640.90 Your Departments Working File Longer Ceriger::: Ppr' GC §34090 et seq. Required Re. faired:: 650-REAL PROPERTY When No ::Wheri::N6::: Lead Dept. 650.10 Administration Longer Longer:::: Ppr GC§34090 et seq. Required Required €noneanie aAF 49n-Ne- �A er Ple 65A 28 Oevelep�-. PUFrha6ed Longer (+ep§eF :.: P Required €seaerr}i� Mag- Develop. 659.29Property . Required +red Acquisitions(Deeds, Title Reports, Mag, City Clerk 650.20 P :::::::::::: Yes: All Mfr, OD, S No GC §34090 etc.) Ppr HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver.8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total.:: : Vital? Media I=Import Paper after (in office) CD or Mfr Retentior4 Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liticiation claims complaints, auditspending records re uests and/or investi ations sus end normal retention periods retention resumes beoin after settlement). Acquisitions-Parks/Fire Stations Mag, City Clerk 650.40 P P. Yes: All Mfr, OD, S No GC§34090 (Deeds, Title Reports, etc.) Ppr Acquisitions- Eminent Domain Mag, City Clerk 650.50 (Deeds, Title Reports, etc.) P P::. : Yes: All Mfr, OD, S No GC§34090 Ppr Tax Collector's Sales (notification of Mag, City Clerk 650.60 2 years :::2 jrears:::: 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 Ppr When No :::Wtien::No:: City Clerk 650.90 Your Departments Working File Longer Longed :: Ppr' GC §34090 et seq. Re uired Re uired 700-PERSONNEL ADMINISTRATION Amendments to City Classification Mag, Department Preference; GC City Clerk 700.10 15 years 15 jrears:.. Plan Ppr §34090 City Clerk 700.20 Personnel Policies/Procedures 15 years 1:5 year§::: Mag, Department Preference; GC Ppr §34090 Mag, Department Preference; GC City Clerk 700.30 Surveys/Studies 10 years 10:year§:: Ppr §34090 Human When No When N6::: Assistance Programs Mag, Resources 700.40 Longer Longer:::6tFaPpr GC§34090 et seq. AdFRCity G!eFk Required :;::Required:::: Mag, Yes: After City Clerk 700.50 Retirement Benefits(PERS) P P::::::: Mfr, OD, S 10 years GC§34090 Pr HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-46 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ :TotaE Vital? Media I=Import Paper after (in office) CD or Mfr .:Reteiition: Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investi ations suspend normal retention periods retention resumes beoins after settlement. Mag, Yes: After City Clerk 700.55 Deferred Compensation P P _ Mfr, OD, S GC§34090 Ppr 10 years A&-Human 700.60 Recruiting and Selection 2 years 2:years::: Mag' GC§34090 Resources Ppr When No When:Ne: AS/Human Mag, Copies (staffing Department is 700.70 Advisory Groups Longer :::*:'Longer:::: Resources Ppr OFR); GC§34090.7 Required When No City Clerk 700.80 Your Departments Working File Longer Longer::::: Ppr' Required GC§34090 et seq. Regiiireii Mag, Yes: After City Clerk 700.90 Elected Officials P f?::: ::: Mfr, OD, S 10 years GC§34090 Pr 710-TRAINING AND EMPLOYMENT PROGRAMS When No W.heri No Lead Dept. 710.10 Administration Longer ::Longer::: Pp�' GC §34090 et seq. Required Requ#0 ::: AS/Human Mag, Department Preference-Copies; 710.20 Employee Development 5 years S:yeers.: Resources Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; 710.30 Youth Employment Services 5 years 5:years Resources Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; 710.40 Organizational Development 5 years :5:years... Resources Ppr GC 04090.7 720-EMPLOYEE RELATIONS When No When::No AS/Human 720.10 Administration Longer Longer: Mag' GC§34090 et seq. Resources Ppr Required F2eijtiir6cl AS/Human When No Wtien:No: Mag 720.20 Bargaining Units/Associations Longer :Longer::::: ' Copies; GC §34090.7 Resources Required Fte hired:: Ppr HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-47 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Tofaf:::::: Vital? Media 1=Import Paper after (in office) CD or Mfr :.Retention♦:: Options M=Mfr Imaged & S=Scan C'd� If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 ears, since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investi ations suspend normal retention periods retention resumes beQin after settlement. 800-STREETS/HIGHWAYS AND FREEWAYS Public Mag' GC §34090 et seq. Works 800.10 Administration P P.:::::: Ppr Mag, Yes: After City Clerk 800.20 Street Improvements P j?:::::: Yes(all) Mfr, OD, S project Infrastructure; GC§34090 Ppr completion Public 800.30 Federal Aid Urban (FAU Program) 3 years Works 3.years. Ppr' Copies; GC§34090.7 Public Intermodal Surface Transportation Mag, 800.35 3 years 3 years::::: Copies: GC§34090.7 Works Efficiency Act(ISTEA� _ P r Public Orange County Arterial Highway Mag, 800.40 3 years 3 jrears::: Copies; GC§34090.7 Works Financing Program (AHFP) Ppr Public Orange County Combined Works 800.45 Transportation Authority Funding 3 years 3:years.: Ppr' Copies; GC §34090.7 Program (OCCTA) Vacations/Abandonments/ Mag, Yes: After City Clerk 800.50 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 Street Names/Changes/ Mag' Yes: After City Clerk 800.70 P 1?:::. Yes (all) Mfr, OD, S y Infrastructure; GC§34090 Numbering Ppr 10 ears Mag, Yes: After City Clerk 800.90 Precise Plan of Street Alignment P P.;.::::::::: Yes (all) Mfr, OD, S Infrastructure; GC§34090 Ppr 10 years HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ Tofal;:: Vital? Media 1=Import Paper after (in office) CD or Mfr ::Re...njori:: Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits, Pendina records re uests and/or investi ations suspend normal retention periods retention resumes beein after settlement). When No 1N.heri.No Ma City Clerk 800.95 Your Departments Working File Longer Conger::: Pp9' GC§34090 et seq. Required fZe uired:: 81, -SOLID WASTE MANAGEMENT Public When No ::W.her�:No::: Ma Works 810.10 Administration Longer ::Longer Ppr, GC§34090 et seq. Required f2equiieii. 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 ears : Works y Y Ppr GC §34090.7 Mag, Meets auditing standards; GC City Clerk 810.40 Rates 5 years 5 years:. 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 Public When No ..W.hbh:Nb: Ma Works 820.10 Administration Longer ::Longed.:::: Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 820.20 Waterway/Pierhead Lines P ..::::::: Yes Mfr, OD, S Infrastructure; GC§34090 Ppr 10 years When No 1N.heri::N.0:: Staffing Advisory Groups (Bylaws are Mag, Copies(staffing Department is 820.30 Longer Longer::: Depart. permanent) Re uired fie. iiiFeii:: Ppr OFR); GC §34090.7 830-SIDEWALKS Public 830.10 Administration P : Mag' GC §34090 et seq. Works Ppr HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-49 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Vital?(OFR) Active Inactive I .�.�.�.:Tdtall Media I=Import Paper after (in office) CD or Mfr ::Rbtdirition: 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. Litiaation claims com taints audits endina records reauests. and/or investi ations suspend normal retention periods(retention resumes beqin after settlement). Sidewalks/Curbs/Gutters/ ........ Mag Yes: After Infrastructure; GC 34090 . .... City Clerk 830.20 Driveways I Pedestrian Bridge P .. . Yes Mfr, OD, S Wheelchair Ramps ......... .... . Ppr 10 years 840-INFRASTRUCTURE When No .:::W.h6fi No::: Public Mag Works , 840.10 Administration Longer Ppr GC§34090 et seq. R Required ... .eq.. . e*. ... .y:'t.r'..d Public Works Ppr 840.20 Studies and Reports 10 years 1. ..ye.a..rs Mag, Copies; GC§34090.7 When No StaffingAdvisory Groups(Bylaws are Mag, Copies (staffing Department is 840.50 Longer ..:::::L6hger:::: Depart. permanent) ..... Ppr OFR); GC §34090.7 ::::Re*I Required I LLuired::: I I I 900-ARTS When No ..::When No::: Mag Lead Dept. 900.10 Administration Longer GC §34090 et seq. 6. ...... Ppr, Required R; When No Whbh:N6:: Yes: Comm. ............ . Mag, Copies(Community Services is 900.20 Special Events Longer Before Services Ppr OFR); GC §34090.7 Required Required Event ..... Mag, Meets Auditing Standards; GC City Clerk 900.30 Gifts I Acquisitions 5 years ..... ..... Ppr §34090 Staffing When No Mag, Copies (staffing Department is 900.40 Advisory Groups Longer Depart. .........a Ppr OFR); GC§34090.7 Required 1.�:Requrre .. 910-HISTORIC PRESERVATION Lead Dept. 910.10 Administration P Mag, GC §34090 et seq. .. .... Ppr ......... ... ... Mag, City Clerk 910.20 City History P ...... Mfr, OD, S No GC §34090 Ppr HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-50 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Totai:::;: Media I=Import Paper after (OFR) (in office) CD or Mfr :::Re tention; Vital. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims com taints audits. Dendinq records requests, and/or investi ations sus end normal retention periods retention resumes beqin after settlement). Mag, City Clerk 910.30 Historical Preservation P l?:::::::::: Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 910.35 Archaeological Resources P l?:::::: Mfr, OD, S No GC §34090 Ppr When No Valtteri::No Staffing Mag, Copies (staffing Department is 910.40 Advisory Groups Longer Longer,:::: Depart. Required Re q Ppr OFR); GC§34090.7 uired:::: When No ::.1N.hen::N6::: City Clerk 910.50 Your Departments Working File Longer Longer:::: Ppr' GC§34090 et seq. Required R6 Uired:: 920-PARKS Lead Dept. 920.10 Administration P .: Ppr' GC §34090 et seq. Mag, Yes:After City Clerk 920.20 Master Plan-Parks P i?::: Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.30 Regional Parks P P:_::::: ::: Mfr, OD, S GC §34090 Ppr 10 years Mag, Yes:After City Clerk 920.40 City Parks P P . Mfr, OD, S 10 years GC §34090 Ppr Mag, Yes:After City Clerk 920.50 Huntington Central Park P . Mfr, OD, S GC §34090 Ppr 10 years Mag, Yes:After City Clerk 920.60 Shipley Nature Center P f?:::::: Mfr, OD, S 10 years GC §34090 Ppr HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No. 2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive/ :.Totai.: Vital? Media 1=Import Paper after (in office) CD or Mfr ::.Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records requests. and/or investigations sus end normal retention periods retention resumes begins after settlement). Mag, Yes:After City Clerk 920.70 Equestrian Center/Equestrian P f?.:.:::::::: Mfr, OD, S GC §34090 Ppr 10 years When No :::When::N6::: Staffing Mag, Copies (staffing Department is 920.80 Advisory Groups Longer :::Langer ::: Depart. Required F2e hired:: Ppr OFR); GC§34090.7 930-PATHS&TRAILS Lead Dept. 930.10 Administration P .1...:.:::::.: 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 Z:yeats:: PPr' GC §34090 et seq. Mag, Department Preference; GC § City Clerk 940.20 OCTD 10 years I©yerrs . Ppr 34090 _ City Clerk 940.30 Special Transportation Programs 10 years 10.years Mag, Department Preference; GC § Ppr 34090 Mag, Yes:After City Clerk 940.50 Plans/Studies I Reports P R::::::::::: Mfr, OD, S GC§34090 Ppr 10 years Lead Dept. 940.60 Taxi Cab Rates f Permit Fees 2 years :2 years::: M GC D4090Ppr When No :Wheri No: Orange County Transportation Mag, OCTC 940.80 Longer Longer:::: Non-records; GC§34090 et seq. Commission (OCTC) Required Re. hired::: Ppr 950-LIBRARY SERVICES Library 950.10 (Administration 1 2 years 1 ::years:::: I Ppr' GC §34090 et seq. HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 Office of Category ID# Records Description Retention/Disposition Comments f Reference Record Image: Destroy (OFR) Active Inactive/ total::::::: Vital? Media 1=Import Paper after (in office) CD or Mfr Retention:: Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, Dendino records requests, and/or investi ations sus end normal retention periods retention resumes beqins after settlement). Special Events/Programs/ Mag, Department Preference-Copies; Library 950.20 10 years 10 years Reports Ppr GC §34090.7 When No Wheq:No:: Staffing Mag, Copies (staffing Department is Depart. 950.30 Advisory Groups Longer :::Longer Ppr OFR); GC§34090.7 Required Re u.ired.. 960-COMMUNITY EVENTS Lead Dept. 960.10 Administration 2 years 2:years. Ppr' GC §34090 et seq. Yes: Comm. 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 :::::2:years:: Before Services 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 is 960.70 Advisory Groups 2 years :2:years.,.. Depart. Ppr I I I OFR); GC 34090.7 1000 -WATER SERVICES Lead Dept. 1000.10 Administration P P::::::: Mag GC§34090 et seq. City Clerk 1000.20 Rates/Fees 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver.8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 6C-53 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total.::: Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention.. Vital. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liticiation, claims complaints, audits, Dendinq records re uests and/or investi ations sus end normal retention periods retention resumes after settlement). Mag, Yes:After City Clerk 1000.50 Master Plan P P:_. Mfr, OD, S GC§34090 Ppr 10 years Public West Orange County Water Board Mag, Works 1000.70 (WOCWB)Agendas P ...P... Ppr Non-records; GC §34090 et seq. Public 1000.75 Metropolitan Water District 2 years 2 years.:_ Mag' Non-records; GC §34090 et seq. Works Ppr Works 1000.80 Orange County Water District P P:::::: :::: Ppr' Non-records; GC§34090 et seq. Public 1000.85 Quality Control P P Mag' Copies; GC §34090.7 Works Ppr _ City Clerk 1000.90 Conservation/Water Reclamation/ P f?: :: Mfr OD, S Yes:After GC §34090 Water Management Plan Ppr 10 years 1010-TELEPHONE Mag Lead Dept. 1010.10 Administration 2 years 2:years;:::: Ppg' GC§34090 et seq. Mag, Meets Auditing Standards; GC City Clerk 1010.20 Rates/Fees 5 years : :5:yea► .:: Ppr 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 GC§34090 Ppr 10 years Mag, Department Preference; GC City Clerk 1020.50 Other Agencies/Districts 2 years :y Ppr §34090 et seq. Public Mag, Department Preference; GC Works 1020.60 Policies& Procedures P ::: Ppr §34090 et seq. Public Mag, Department Preference-Copies; 1020.70 Special Studies/Reports 10 years 10.yeafs Works Ppr GC§34090.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-54 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Totai:::: Media I=Import Paper after (OFR) (in office) CD or Mfr ::Rete.ritiori:: Vital. Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normallyperformed b file folder. Liti ation claims complaints, audits, Dendina records re uests and/or investi ations suspend normal retention periods retention resumes after settlement). 1040-PUBLIC UTILITIES Lead Dept. 1040.10 Administration 2 years 2 years Ppr' GC§34090 et seq. City Clerk 1040.20 Electric Utilities P ,.:.::: Mag, Department Preference; GC§ P r 34090 HUNTINGTON BEACH, CA. 01995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" l 1 y Resolution No. 2008-23-Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-1 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Destroy Active Inactive/ Total Media Image: Paper (OFR) - Vital? S=Scan after (in office) CD or Mfr Retention:' Options 1=Import 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. Liti ation claims complain audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes beoins after settlement). Accounts Receivable-billing Rarneris control copy(e.g. Business ASS License, Yes: Until Mag, City Treasurer keeps tge- e�is- Finance Payments-Fire-Medical, Police 1 year 1 year Paid Ppr seRtfel copy for auditing purposes; DUI's, GC§34090.7 etc.) City Affirmative Action Program for Bank Mag, Treasurer Files(part of RFP package) 2 Years 2 years Ppr GC§34090 C� Aging Computer Job Reports When No When_No:: Copies/Preliminary Drafts(the Treasurer - -> Mag, ASS (Accounts Receivable, Municipal Longer Longer:....:.:..* P r Database is the original); GC F4nanse Service, Business License, Permits) Required Required': p §34090.7 F4Aance 6 p4w Mag- Address or �-� Paid+.2_. Yes='iRW S Yes; 1 Meets auditing needs; GG§3409-0 easureF eat s ems.. 6lesed RIMyeaf Audits(P QtY Treasure tRvestiQatiens} 3 years 2 yeafs: Final Final cityYes: Until Mag. Retained for auditing purposes: Bankruptcies Resolution+ lResolutioW4 Treasurer Paid Ppr GC 434090 2 years a rs . Billing Re RaMe, Yes: When 1lAag,-- Yes — easa reF FneteF s 3 years years AGGOURt- 1- After-I usage etG.) opeR AW yew city Termination Termination Mag. Yes: Treasurer Yes: During Retained to cover auditing Billing: COBRA and Retiree Medical of Service+ of Service+ OD Mfr. S/I After 1 1=inn ase-l- 5—� 5—Years Service Ppr year standards; GC 434090 � {4 `::.:. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-2 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Destroy Active Inactive/ Total Media Image: Paper (OFR) vital? S=Scan after (in office) CD or Mfr Retention. Options 1=Import Imaged& C' If the record is not listed here refer to the Retention for Cit -I lde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complain audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes bewns after settlement). Return to Return to Yes: Until Mao, After Notice of Completion has CAL Issuer Upon Issuer U on Bonds-Cash Project is Mfr. OD S No been filed, no longer needed; GC Treasurer Council Council.:::. Direction Direction` Complete Ppr �34090 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 Treasurer (AS--Finance holds actual bonds) Maturity 10 years or Maturity+ Mfr, OD, I After 1 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) City Expiration of Expiration of Yes: Until Mag, Treasurer Bonds-Maintenance Bond +2 Bond+:2 Project is Mfr, OD, S No GC§34090 years years Complete Ppr Return to Return to 4D, s: Until Mag, After Notice of Completion has City Issuer Upon Treasurer Bonds-Performance Council oject is Mfr, OD, S No been filed, no longer needed; GC Direction mplete Ppr §34090 TFeaswe ($!Bs} 2 s 6G�34A98 GAY- Ter iflatieta s -Until- Mag- Yes; S/l After-� 8 Treasurer l�eaewals of Sasigess 7Fe � P 6 yew Lee-Treasurer Supemeded RW Gity Filly Paid s- I atil Mag- Meets auditing needs;GG§34090 Tmasu%f Paid PW HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No. 2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-3 Office of CategoryID# Records Descri tion Record p Retention/Disposition Comments/Reference Destroy Active Inactive/ `Total Media Image: Paper (OFR) Vital? S=Scan after (in office) CD or Mfr Retention. Options 1=Import Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complain audits.pending records requests. and/or investi ations suspend normal retention eriods retention resumes after settlement). AS-- Cash Receipts tNumeric Control Mag Copies(City Treasurer retains Finance Copy) 1 year 1 year Ppr numeric control copy for auditing ur oses , GC§34090.7 M Yes; - �reasureF Bided 2 yeaFs 3 yeaFs yeaFs MfF, QD, Sa 1 Ater a- statewide guidelines PFGP9 9 Audit Closed CIo e C Yes: Until Mag. Treasurer Civil Citations (fully paid) (fully raid) Closed Ppr GC 434090 +2 years +2 yearn. Finance says Yes: Department Preference(Negative city Mag• credit information is retained for 7 Treasurer you are the Collections/VWA 2 years 5 years 77)ears,. S/I After OFR for these —P PH Inactive years on consumer credit reports): GC 434090 Collection Agencies continue to Collections: Unpaid or Uncollected Mag, Yes: collect as long as they wish; City Debts: Small Claims, Parking, Until Paid Until Paid Mfr, OD, S/I After 1 Library sends unpaid accounts Treasurer directly to the collection agency; Library, Returned Checks,etc. Ppr year Department Preference; GC §34090 glpgal3etirat ; �reasureF {mated City Daily Batch Work Files 2 years 2 yea Ppr' GC§34090 City Treasurer Daily Cash Forecast Files 2 years 2 years ;, Ppr' GC§34090 city Department preference(meets Treasurer Deferred Compensation Statements ' Mag• Yes: FW-I Ga-- (Investments Only) 2 years 33 years 5 years: Mfr. OD S/I After 1 auditing standards): Published near articles for bank statements show Ppr 4-7 year& GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909),337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Active Inactive/ Total?;:; '. Media Image: Paper (OFR) Vital? S=Scan after (in office) CD or Mfr Retention,: Options I=Import 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 ears since destruction is normally performed by file folder. Litigation, claims complain audits. Dendina records re guests. and/or investi 7ations sus end normal retention periods retention resumes b9ains after settlement). 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), �GC§34090 Investment Files: Individual Transactions(Broker confirmations, " Supporting documentation for City Mag, Investments of Operating Funds, Treasurer Certificates of Deposit,Wire 2 years 3 years 5 yea un rs:;:;,; Ppr meets auditing standards; un Transfers, Broker Confirmation, Bid §34090 data, bank rates,etc.) Investment Files: Monthly AS4- Statements Tra►saetinns(Broker Mag, 2 years ::::::,:2 years Copies; GC§34090.7 Finance Statements, Monthly Bank Statement Ppr Cash R-, Investment Repeft;-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 years..: 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 Cc Mao• Department preference: meets Treasurer Investment Reports 2 years 8 years 1A years. Ppr auditinq standards GC 434090 City Legal Opinions Relating to the Citv Yes: Until Mag, Yes: Department Preference; GC Attorney Treasurer 2 years P P. Superseded Mfr, OD, S/I After 1 §34090.7 Ppr vear HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Active Inactive/ Total Media Image: Paper (OFR) Vital? S=Scan after (in office) CD or Mfr Retention Options I=Import 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. Liti ation claims complain audits, Dendina records requests. and/or investigations susjoend normal retention periods retention resumes begins after settlement). nAfiARYes=-UatiE Mag;- Yes— Tfeasafef Treasi-Fef of Busmness TAFMi 9-44 A#Ar I GG-§34899 5 years *5-years:; of I,sinAss RPf yeaf CitVYes: Until Mag. Yes: 1 Liens P Mfr, OD S GC§34090(a) Treasurer Paid year Ppr C Notice of Decision Ord Party) 2 years :::;.2 years: Mag. GC§34090 Treasurer ::::,::.2 r ypq. G+ty at+en -eFm Mag- Yes— T{easWfef e#Busigess � �snf s PW 6E§34098 6 yeaRegulatory Permits Issued by Police Police (Entertainment. Massage. Bingo. 2 years 2 years M GC 04090 Tattoo.etc.) Ppr When No When No A44- Reports-Except Sympro and Mag, Finance Investment Reports Longer Longer Ppr Copies; GC§34090.7 Required ':Required" City Reports-Sympro and Investment Mag, Department preference(exceeds 2 years 8 years 10 years auditing requirements); GC Treasurer Reports Ppr §34090 Fully Paid+ Fully I?aid.+. Yes: Until Mag' Yes: 1 City Small Claims 2 years 2 years Closed Mfr, OD, S year Meets auditing needs; GC§34090 Treasurer Ppr A&,L State Board of Equalization(Seller's When No When No Not accessible to the Public; Finance Permit dates tax rspefts) Longer Longer Ppr Mag, consistent with Accounts Payable; Required ".Required GC§34090 City Transient Occupancy Tax(TOT) 2 years 3 years 5 years Yes: Until Mag, Retained for auditing purposes; Treasurer Paid Ppr GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 11.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page T-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Active Inactive/ Total Media Image: Paper (OFR) Vital? S=Scan after (in office) CD or Mfr Retention Options I=Import 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 years), since destruction is normally performed by file folder. Liti ation claims complain audits. Dendina records re uests and/or investi 7ations suspend normal retention periods retention resumes bemns after settlement). Utility User and Refuse Tax AS4- Exemptions(low income discounts): When No When No Yes: Until Mag, Finance All records except correspondence Longer Longer Canceled Ppr Copies; GC§34090.7 (New Applications and Required Required Revisions/Updates) City Wire Transfers 2 years 3 years 5 years Mfr), OD, S/I Afters'. For auditing purposes; GC Treasurer §34090, 26 C F R 1.6001-1 Ppr year City Working Files(Administrative, 2 Mag, Consistent with City-wide Treasurer Parkin Citation, etc. years 2 years Ppr standards; GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" l 1 CD n Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record ` Destroy Image: Inactive Paper OFR Active Total ? Media I=Import ( ) (Off-site, Vital. after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& OC ' ? If the record is not listed here, refer to the Retention for Cit -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, claims complain audits. Dendina records requests, and/or investi ations sus end normal retention periods retention resumes 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 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. agFeeFAeRts NOT sent to the Clerk hera-_ YAF;-- GARrk;tgnt with Gity wide SCeeppvises � s Mag,M#F, AftAr lastrasers eta * S , PP nOn Gap agreementr, COMM. Statute of 1—imitiatiens any liability founded upon an Fes: ... tS Ser-uiseShel s 4-yeafs DUFOR9 Mag, PpF €ventspeG HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive ``' Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention.: Options M=Mfr OD or Mfr) Imaged& S=Scan C, If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normall erformed by file folder. Litigation, claims complain s, audits,Dendina records re uests and/or investi ations sus end normal retention periods retention resumes begins after settlement). 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 Comm. When No When No Mag, Mfr, Foundation is a private non-profit Services Art Center Foundation Longer Longer_: organization(non-records); GC OD, Ppr Required Rb.quired §34090 CAMM AJI In seises 4 YesMagGGP n § Consistent with Operational Comm. Complaints; CCP§§338 et seq., Services Beach Maintenance Log 3 years :'3,,years Mag 340 et seq., 342, GC§§945.6, GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total. Media I=Import (OFR) (Off-site Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits. Dendina records requests. and/or investi ations sus end normal retention periods retention resumes beeins after settlement). Department preference: Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure reports HUD requires 3 years; statewide guidelines propose 4 years:7 CFR 3016.426 21 CFR 1403.36& 1403.42(b):24 Case Management Files: Project CFR 85.42. 91.105(h), 92.505. Self-Sufficiency, Senior Services. Yes: Comm. Inactive+5 Inactive+5 570.490, &570.502(a&b).28 CFR Services Meals,Transportation.etc.: 4 years 4 years Before Mag, Ppr 66.42:29 CFR 97.42:40 CFR Applications, Scholarships, Event 31.42;44 CFR 13.42:45 CFR Program Files, etc. 92.42: OMB Circular A-110&A- 133: GC&34090 An of any iWabuloty founded upon an-- nstn speG CommDonatiens 4 years . SePAGes AB—�pF §34= Statute of 1_*FnkatieRs any Yes; ,� .. Housing X : Sewises 496 4years Refere Mag-Rpr Event men Fes; 6enskfsien- Geiislisiep Daring TFansiteFy FeGeFd used to Gen P-PF mintaypq in thR event of an V=eFms(Given to site pr-evider Sef�rises of Class OF "s€ ass: Mass OF HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper Active total:::: Media I=Import (OFR) (Off-site, vital? after (in office) Retention:: Options M=Mfr OD or Mfr) S=Scan Imaged& C' 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 ears since destruction is nonnally performed by file folder. Liti ation claims complain s audits, pending records re uests and/or investi ations sus end normal retention periods retention resumes after settlement). Comm. When ::::;When Mag, Mfr, Services Emergency Contact List Superseded Superseded OD, Ppr Transitory Record, GC§34090 Comm. Emergencv Reports/Incident Department Preference: Statute of Services Resorts 3 years 3 years: Mag. Ppr Limitations for Health Providers is 3 years: CCP§340.5, GC§34090 Comm. Emergency Response/Incident Department preference: Data Services Database Indefinite Indefinite:::: Yes Mag. Ppr fields are inter-related:GC§34090 et seq. Life of Life of..::.,.. Public Vehicle Equipment Maintenance History Department Preference; GC Works Numbers (Beach Equipment) Equipment+ Equipme.n% + Mag, Ppr §34090 2 years 2�rears; Statute of Urnitations any ::;' Yes: ...liability founded upon af�_ Comm. Facility Use Requests(Room 2 4-years 2 4 years Before Mag, Ppr Services Reservations, Parks, etc.) Event GC§34090, GGP§§337, 343 FA Comm. Yes: ... liability founded upon af�- Services Film Permits 2 4-years ...24 years: Before Mag, Ppr Event GC§34090, When Ne :When No Gerem- F ..:.: Gun Range HisteFiGal Files- RequiFed Ser ices PF §34099 Y"Fs) Human Resources Initial Incident Reports(medical Copies-Risk Management is 1 year 1 year Mag, Ppr AS/Risk and non-medical) OFR; GC§34090.7 Manage. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record ....... ... Destroy ........... Image: Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& . ........ QCA? I If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation,claims complain s, audits.Dendina records reauests. and/or investiaations sus end normal retention pen.o s(retention resumes begins after settlement). .............. Statute of Limitations for Health Providers is 3 years; Statute of Comm. Junior Lifeguard Program Yes: Limitations any"...liability founded Service (Applications, etc.) 4 years 4years During Mag, Ppr upon an instrument in writing"or Program not specifically provided for is 4 years; GC§34090, CCP§§337, 340.5, 343 Department Preference; For Comm. Mag Mfr Yes: Log Books-"Headquarters Log" P S/I historical weather information- GC ... ........ Service ............. .. OD, Ppr Disposal §34090 Statute of Limitations for contracts is 4 years, personal property 3 Comm. Meals on Wheels 4 years :_A.ye.a.rs. Mag, Mfr, years-, meets auditing Services OD, Ppr A requirements; CCP §337, 338; GC§34090 . ............. Gem M-RA-m-(eperated s years:: GG§34090 SepAr.e& by HiStGF*ral SGGkAy� Comm. Non-profit Organization Files When No When No Services 501 Longer ... Longer Mag, Pp Non-records ( (c)3) Required Required 2-tabute of Limitations any founded upon an Yes; Parades(e.g. 4th of july) 4 years e Mag, Pp hn wr4ting"OF AQt pFevided fQF*6 yeaFS;speG '2 A nnn Park Development Master Files P Mag, Mfr, Yes: 1 Department Preference; GC§ City Clerk (Capital Improvement Projects, P S Plans,etc.) OD, Ppr year 34090 --to nf URN Comm. Parking and Camping Registration Services Forms 2 4-years :�:2 4.y4ars! Mag eve-At of a GG12§§337-et- seq., GC§34090 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total : Media I=Import (OFR) (Off-site, vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records requests, and/or investi ations sus end normal retention peno s retention resumes begins after settlement). Comm. Parking Meter Repair& ,-GC Services Maintenance Admieis#atier� ?4-years 2.4.:years: Mag, Ppr §34090 anizim- 4 Yes 4 Yeah — p Sewises Files §34OW Comm. Parking Ticket Receipts/Numbers Services Sold 2 years 2 years Ppr GC§34090 of thR COMM SeAllit rfisesRest — ets-4 4yea4s 4Oars - seq.-66§34OW Comm. Department preference: Data Services Recreation Database Indefinite Indefinite Yes Mag. Ppr fields are inter-related GC 434090 et sea• EEOC/FLSA/ADEA(Age)requires Recurrent Personnel Files (21,000 3 years for promotion, demotion, hauF 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 & Action Forms- Excludes Medical 1627.3(b)(ii), 8 CCR§3204(d)(1) Records et seq., GC§§12946, 34090, 29 USC 1113 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, Class or OD, Ppr 3-5 years; CCP§337, 338 et Liability, &Waiver Agreements) Program seq., GC§34090 Comm. School District Facility Use Forms 2 4-years 2:4years Mag, Ppr Services , GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record .•.. Destroy Image: InaJ-slite Paper Active Total Media I=Import (OFR) (Off Vital? after (in office) Retention Options M=Mfr OD o 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 ears since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes b9046 after settlement. Statute of Limitations any Comm. Yes: "...liability founded upon an Services Senior Transportation Program 4 years ,06rs Before Mag, Ppr instrument in writing"or not Event specifically provided for is 4 years; GC§34090, CCP§§337, 343 Life of life'of Comm. Department Preference: GC Ship's Logs Vessel+2 :Vessel+2 Mag. Ppr yearsyears Services 3$ 4090 At Stat q of any �� liability Comm. Special Event Permits/ Specific Yes: "' Services Events 2 4-years2;4;years Before Mag, Ppr Event GC§34090, Comm. Transportation Trip Sheets 2 years 1:2 °ears.: Services GC§34090 We ef limitations; Comm. Vehicle Maintenance History Life of Life of Services (Beach Vehicles) Vehicle+ 2 4 Vehicle+2 Mag, Ppr years "years , GC§34090 Comm. Vehicle Safety Checks/Daily Services Vehicle Inspections/Vehicle 2 years 2years Ppr GC F34090 Usage Reports Volunteer Group Applications& Consistent with employee Agreements(Beach Clean-ups, personnel files(Courts treat Comm. etc.) volunteers as employees): 29 CFR 3 years 3 years Ppr Services 1602.31 & 1627.3(b)(ii).8 CCR See City-wide for Volunteers& $3204(d)(1)et seg., GC M12946, TrainingFiles 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" n 0 0 n �D C �D rD Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-1 Office of Category ID# Records Description Retention I Disposition Comments Reference Record Destroy Image: Active Inactive Total.::, Paper (OFR) (Off-site, . ...'..: Vital? Media I=Import after (in office) Options M=Mfr OD or Mfr) Imaged& S=Scan (LC'd? If the record is not listed here, refer to the Retention for City-Iffilde Standards I Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, complaints audits.Dendina records regue ts and/or investiqations sus end normal retention eriods(retention resumes after settlement). When No When No Econ. Business Development Files Longer Longer. ... Yes: While Develop. (Issues and/or projects will vary Required- :,Required.-. Active Mag, Ppr GC§34090 over time-e.g. Hotels, etc.) Minimum 2 :Minimum.2... Issues years years Econ. City-owned Properties: APN Sale of Sale of Files(Assessor Parcel Number Property+2 Property+2 Mag, Pp Department preference: GC Develop. Files J years years.......... §34090 Commercial Rent Subsidy City Clerk Agreements, Annual Payment Termination Terminatio.n Mag, Mfr, Original agreements are approved by the City Council; GC files, correspondence, etc. +5 years +5 years,.+ OD, Ppr §34090 et seq. WhAn Ala When No LengeF Longef FrAn GempaFisen of Develcipment Mag, Mff, Develop. AltarnntovAr RequiFed GO§34090 QD, PP (minjnmo 4 yeas) "aF6) Econ. Consolidated Action Plan 5 years 5 years Mag, Ppr Consolidated Plan Requirement-, Develop. GC§34090 Statute of Limitations any Econ. "...liability founded upon an Develop. Emerald Cove Senior Housing ... Yes: Before instrument in writing"or not anrnm Administration Files 4 years 4 years,.+.. Event Mag, Ppr specifically provided for is 4 Seryises years, GC§34090, CCP§§337, 343 Environmental Determinations Until Planning is OFR; Final EiRs are When No ..When N6,:.::+ Yes. (Environmental Impact Reports 1 required to be kept a"reasonable Planning Longer +��Longer Project Mag, Mfr, Yes. (EIRs), Negative Declarations, OD, Ppr S/I year period of time"; 14 Cal Code etc.) Inside City boundaries Required Required.:::�: Completed Regs§15095(c); GC§34090.7 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total : Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records re uesis and/or investi ations sus end normal retention periods retention resumes begins after settlement). €sett- - P"FaM' Develop. (Federal P-Fejesttr} €ads 5 €a.it Mag, Ppr ys When No Men No. Long er Econ. Feasibility Studies,with or Longer ; Mag, Mfr, Develop. without a project Required -Required OD, Ppr GC§34090 (minimum 2 (minimum 2 years) years) Consistent with Consolidated Housing-Affordability Plan Requirements; Required for Econ. Monitoring Files(includes bond 3-4 years from expenditure or Develo projects,density bonus, & 5 years 5..years Mag, Mfr, S/I Yes: 1 performance report; 21 CFR p' other projects where there are OD, Ppr year 1403.42; 24 CFR 85.42& affordability restrictions) 570.502(b), 29 CFR 97.42, GC §34090 Housing-Inclusionary- Econ. Applications to Purchase-NOT 2 years ....2;years: Mag, Ppr GC§34090 Develop. approved (withdrawn or denied) Housing-Inclusionary Program Consistent with Consolidated -Resident Files-Approved Resident Resident_ Plan Requirements; Required for Moves or Mpves.or. :, 3-4 years from expenditure or Econ. applications to purchase, Mag, Mfr, Yes: 1 Affordability Affordability S/I performance report; 21 CFR Develop. Subordination Agreements, Termination Termination OD, Ppr year 1403.42; 24 CFR 85.42& Calculations of Sales Price, +5 years +.`5 years 570.502(b), 29 CFR 97.42, GC copies of Deeds of Trust, etc. 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Liti ation claims complaints audits. pending records re uests and/or investi ations sus end normal retention periods retention resumes beWns after settlement). Consistent with Consolidated Housing-Loan Applications: Plan Requirements; Required for Econ. Funded(e.g. Rehabilitation, Loan Pay-off Loan Pa„y-o Mag, Mfr, Yes: 1 3-4 years from expenditure or Develop. Down Payment Assistance, +5 years +5 years OD, Ppr S/I year Performance report; 21 CFR etc.) 1403.42; 24 CFR 85.42& 570.502(b), 29 CFR 97.42, GC §34090 Econ. Housing-Loan Applications: Develop. Not Funded 2 years 2 years Mag, Ppr GC§34090 Consistent with Consolidated Plan Requirements; Required for Econ. HUD Applications and Reports Annual Annual 3-4 years from expenditure or Develop. and Proof of Publications Report+5 Report+5 Mag, Ppr performance report; 21 CFR years ..years 1403.42; 24 CFR 85.42& 570.502(b), 29 CFR 97.42, GC §34090 Econ. Mag, Mfr, Yes: After For protection from litigation, GC Litigation Guarantees P P:;:. Yes S Develop. OD, Ppr Inactive §34090 et seq. When No When:No Econ. Market Study, Prospective Longer Longer Mag, Mfr, Required- Required GC§34090 Develop. Financial Analysis OD, Ppr Minimum 2 Minimum ears years Project Files-Active(e.g. Pier, Department Preference; City Blocks, etc.): Includes Yes: After Econ. Termination Termination Yes: Before Mag, Mfr, Clerk Maintains originals of all Environmental Documents S Project Develop. +5 2-years +.5.�:years: Completion OD, Ppr documents that were presented Assessments, Planning Completion to Council or RDA; GC§34090.7 Documents, Phases, etc. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactj Paper Active Total:`: Media I=Import (OFR) (in office) (Off-sRetention Vital? Options M=Mfr after OD or 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 ears since destruction is normally performed by file folder. Liti ation claims complaints, audits.pending records re uests and/or investi ations sus end normal retention periods retention resume beQms after settlement). €sett Develop- Notices 5 Years 6 years " Mag, Rpr Econ. Proposals, Development and DepaFtment ; GC Develop. Analysis of Alternatives ? Years 2 years:::;, Mag, Ppr §34090 Real Estate(includes deeds, When No :When:No, Yes: Before Mag, Mfr, Yes: After City Clerk abandonments, easements, Longer Longer.:: Purchase or S City Clerk is OFR; GC§34090.7 right-of-ways, vacations, etc.) Required Required Sale OD, Ppr Inactive Econ. When No When No Develop. Real Estate Appraisal Reports Longer Longer Ads (all) Required_ Required Mag, Ppr Gopies;GC§340904 Minimum 2 Minimum 2 ears years .. Deveiep-eF pep: AS E Real ar�sfeF to Transfer-to.- Prep: PuFGhased Property §34090 Econ. Real Estate Title Reports/Title P P Whgn No When;No:: Mag, Mfr, Yes: After Develop. Insurance/Litigation Yes S Copies; GC§34090.7 GityGlerk Guarantees OD, Ppr Inactive Settle+ 1 Settle+4 Settle+5 Yes: Until Mag, Mfr, Yes: After Consistent with Claims; CCP§§ City Attorney Relocation Appeals S 337 et seq.; GC§§945, 34090, year years years Settlement OD, Ppr Inactive 34090.6; PC 832.5 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver. 7.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total;.: Media I=Import (OFR) (Off-site, vital? after (in office) OD or Mfr) ':Retention Options M=Mfr Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims complaints audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes begins after settlement. When No When No Site Clearance/Soils Yes: Before Mag, Mfr, Fire Longer Longer. S No Copies; GC§34090.7 Remediation/Mitigation Completion OD, Ppr Required Required Statement of Indebtedness/ When No When No AFinance Annual Report to State/State Longer Longer Mag, Mfr, S/I Yes: 1 � Copies; GC§34090.7 Controllers Report Required Required OD, Ppr year Econ. Tax Rebate Agreements, Termination Termination Mag, Mfr, Consistent with City-wide Develop. Annual Rebate Files +5 years +5. ears OD, Ppr standards; GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" n Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Category ID# Records Description Retention/Disposition Comments t Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention: Options M=Mfr OD or Mfr) Imaged & S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints. audits. Dendina records re uests and/or investi ations suspend normal retention periods retention resumes beoing after settlement. ACCOUNTING Department Preference; IRS: 4 years after tax is due or paid Yes: (longer for auditing&contractor Finance/ 1099's Issued 2 years 3 years 5 years.:::: Mag, Mfr, S/I After 1 delinquency); Ca. FTB: 3 years; Accounting OD, Ppr year peFrnaaeet;;IRS Reg§31.6001- 1(e)(2), R&T§19530, GC §34090 IRS:4 years after tax is due or Finance/ 945 Forms(non-payroll withheld Mag, Mfr, Yes: paid; Ca. FTB: 3 years:-IRS Reg 2 years 3years 55 years; S/I After 1 §31.6001-1(e)(2).26 CFR Accounting federal income tax-retirees) O�Ppr year 41.6001-1, R&T§19530. GC 34090 IRS:4 years after tax is due or Mfr. Finance/ No Longer in No Lon er in Mag Yes: paid: Ca. FTB: 3 years;-IRS RM . W-4P(Retirees) Effect+4 Effect+.4 S/I After 1 §31.6001-1(e)(2).26 CFR Accounting OD. Ppr years years'::: year 41.6001-1. R&T 419530,GC 34 090 Accounts Payable/Invoices Vendor l=iles(All Records and Reports- Statewide guidelines propose Finance/ Includes Invoices, P.G.s,Travel Yes: Until Mag, Mfr, Yes: audit+4 years; Polished 2 years 3 years ..5 years; S/I After 1 Accounting Expense Reimbursements, Postage, Paid OD, Ppr year ; GC Credit Card Transmittals, §34090 Redemption Records, etc.) Accounts Receivable(All Records Statewide guidelines propose and Reports, including Auction Yes: audit+4 years; lished Finance/ Yes: Until Mag, Mfr, Receipts&Records, Parking Bail, 2 years 3 years 5 years: S/I After 1 Accounting Taxes, TOT, Sale&Use Tax, Paid OD, Ppr year ; GC Schedule of Investments) §34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 8� If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits.pending records re guests. and/or investi ations sus end normal retention periods retention resumes after settlement). €inaesaAppliGatiGn6Glesed, Fully- Meets auditiR9 needs; GG AddFess o,-�,QT'� Ye6i 1 Rtil �1- G►ty- Glesed AD PP yew §34090 Treasaref Assessment District Projects (Maps, Payoff of ;.Payoff of City Clerk Maintains Originals; Finance/ Yes: Until Mag, Mfr, Yes: 1 District+5 'District t:5. S covers auditing standards; GC Accounting (Accounting years years Payoff OD, Ppr year §34090 /Payment Administration Records) Finance/ Audit Management Letters(not Mag, Mfr, Yes: Department Preference; GC Accounting CAFR) 55 years R 15 yeas tom' OD, Ppr S/I After 1 §34090 Copies- Copies- City Clerk When No When No Yes: Rieansa I Audits Longer Longer Mag, Mfr, S/I After 1 DepaFtment ; GC Ppr Asseunting Required Required OD, year §34090— R R Finance/ AccountingAudits(Performed by City Resolution + Resolution+ Consistent with Code City employees) 2 years 2 years Mag, Ppr enforcement, meets auditing Tfeasaw requirements; GC§34090 Bank Reconciliation&Statements (includes bond statements), Trustee For auditing purposes; RUbli6hed Finance/ Statements, Transaction Mag Mfr Yes: 2 years 3 years ':5 years.' S/I After 1 Accounting Statements,Wire Transfers, Check , ,OD, Ppr nities show 7. 10 yeaF6q GC Listing Audit Trail, Deposits, year §34090, 26 CFR 1.6001-1 Returned Checks HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) Retention: Options M=Mfr OD or Mfr) S=Scan Imaged& C' 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 bV file folder. Liti ation claims complaints, audits. Dendina records re uests and/or investi ations sus end normal retention eriods retention resumes beGins after settlement). Finance/ Billing Records(customer name, Fiscal Yes: When Yes: service address, meter reading, Mag, Mfr, Consistent with Accounts Services 2 years 3 years 5 years: Account I After 1 usage, payments, Auto Pay OD, Ppr Receivable; GC§34090 Tea* Applications. etc.) Op en year 6a>asi3113t— A191490-F86 is 6 years; Bends by Gity QeFk) See Bank 11Aatafity 19 years s P i City-Olefh When No When'No' Finance/ Budget Hearing and/or Review Budget (Development Documents& Longer L°quire Mag, Ppr Drafts-Department Preference; Required Required AsseuratiAg Preliminary Budget) GC§34090.7 2-years Department Preference; City Finance/ Budget Transfer Requests& 2 years 3 years 5 years Cures. Mag, Mfr, S/I AfteS.1 Clerk maintains originals; longer Accounting Journals Fiscal Year OD, Ppr year for administrative value; GC §34090.7 Copies- Conies:. DepaFtment When No When No Yes: Yes: ; City City Clerk Budgets-Adopted Longer Longer Current Mag, Mfr, S/I After 1 Clerk is OFR: Must be filed with Required Required > Fiscal Year OD, Ppr year County Auditor; GC§34090, 40802, 53901 €+aanee4- Oity (BIBs) s s a years Mag, Pp egg Tfeasufef HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for Cit -IIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes hoging after settlement. INVESTIGATIONS ALL 2 years after 2 years after Department Preference; GC Alcohol Beverage Applications Expiration of Expiration of Ppr §34090 ABC License ABC License Background Checks for Business Licenses: Bingo, Massage Mag, Mfr, Department Preference; GC Technician&Parlors, Sexually y 5 years 5 years OD, Ppr M/S/I No §34090 Oriented Business(SOB)etc. Background Files-Non-sworn Separation+ Separation+ Mag, Mfr, Yes: Retained for administrative value; Police Employees, Volunteers&Reservists 5 years 5 years OD, Ppr S/I After GC§34090 1 Background Files-Sworn Separation + Death of Death of Yes: 9 p Mag, Mfr, Department Preference; GC Police Employees 5 years Employee+ Employee+ OD, Ppr S/I When §34090 1 year 1 year Inactive EEOC/FLSA/ADEA(Age) requires 3 years; State Law Police Background Files-Unsuccessful 3 years 3 years requires 2-3 years; 29 CFR Applicants(Not Hired) 1627.3(a)(5)and(6), 8 CCR §11040.7(c), GC§§12946, 34090 Department Preference; Notes Police Field Interview Cards(FI's) 2e 2 Ppr destroyed in the regular course of Indefinotndogfinita Close of Close of businessLGC§34090 et seq.Police Guns: Dealers Record of Sale Business+2 Business+2 Mag, Ppr Some dealers have an automatedlink to DOJ; PC§12070 years years Mag, Mfr, Yes: Retained for administrative value; Police Index Cards: All Applicants 100 years 100 years OD, Ppr S/I After GC§34090 year HUNTINGTON BEACH, CA Adopted: 2/4/02 ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved p Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) ;:Retention Options M=Mfr OD or Mfr) S=Scan Imaged& 9 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, claims complaints, audits. Dendina records re uests and/or investi ations suspend normal retention eriods retention resumes beqins after settlement. JAIL ` Police Photos: Mug Shots p p Mag, Mfr, S/I Yes: When Retained for administrative value; OD, Ppr Inactive GC§34090 LAB Follows :.:,:.:Follows Yes: Police Fingerprint Cards(prior to Live Scan Retention of Retention of Mag, Mfr, Department Preference; GC (P ) S/I After 1 Crime Crime OD, Ppr year §34090 Report Report_ Follows Follows:: Yes: Police Photos&Film: Crime Scenes Retention of Retention of Mag, Mfr, S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Report Follows Follows Retention of Retention of Mag, Mfr, Yes: Police Analysis Reports S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report ;Report Follows ':'Follows Yes: Police LaboratoryRecords Retention of Retention of Mag, Mfr, Crime Crime OD, Ppr S/I When See appropriate Crime Report Report Report Inactive Police Maintenance Logs 5 years 5..years Mag, Ppr Department Preference; GC§34090 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention I Disposition Comments Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site Vital? after (in office) Retention Options M=Mfr OD or Mf;) S=Scan Imaged& ?nr If the record is not listed here, refer to the Retention for City-Wide Standards 1 :1 Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits. Dendina records reauests. and/or investivations suspend normal retention periods(retention resumes heeins after settlement). RECORDS and PROPERTY Pursuant to PC§457.1 et seq.; required to register for life If Police Arson Registrations: Adults 10 years 90 years 100 years Mag, Ppr released from CYA, records are destroyed after age 25 or sealing I .I 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 i, Police released from California Youth Sealing Date Sealing Date te Mag, Ppr destroyed after age 25 or sealing Authority +5 years 5 years pursuant to W&I§781 GC — §34090.7 Finance Auction Receipts&Records 4 years .4 Consistent with auditing standards; yea,rs Ppr GC§34090 Police Booking Slips 2 years :-2 yea,rs:::, Mag, Ppr GC§34090 Citations: Marijuana Citations or Police Reports(less than 28.5 grams) 2 years 2 years Ppr GC§34090, H&S§11361.5 Department Preference; Statute of Police Citations: Misdemeanor Traffic, 3 years 3 years: ears Ppr Limitations is up to two years;Also Parking, or Criminal See Crime Reports; GC§34090, PC§802 Per Per, Police CLETS Logs Subscribers ..Subscribers: Mag, Ppr GC§34090 A regiment Agreement Uenti HUNTINGTON BEACH, CA @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Image: Active Inactive Paper 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 begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints. audits. Dendina records re guests, and/or investi ations sus end normal retention eriods retention resumes beGins after settlement). Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal Crime Reports: Felonies and P p;' `_ deaths,they are not historically Police Report# pose � Yes: Before Mag, Mfr, Misdemeanors-ALL except those significant, and it is not classified p otherwise specifically mentioned in upon DOi `` J Disposition OD, Ppr S/I No under PC§800&290 and H&S this retention schedule 1 §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 Police Report# Rape, Misuse of Public Funds, Train- P P Yes: Before Mag, Mfr,... Disposition OD, Ppr S/I After 1 commencement of action; PC§§ wrecking, Treason, Suicide, year 261, 286, 288,288a, 288.5, 289, Fatalities(Crimes Subject to Death 289.5, and 799 Penalty or without statute of Limitations) Crime Reports: Marijuana less than 2 Years or 2'years or Police 28.5 grams subject 18 :subject 18 Ppr GC§34090, H&S§11361.5 years old years old Crime Reports: Misdemeanor Marijuana&11357(e)-Juvenile oI.n Offender is Offender is Courts and other Agencies"Shall" Police School Grounds durinsa School 18 Years Old 18 Years Oil Yes Map. Ppr destroy): H&S& 11361.5 et seg., Hours(with procedure in H&S 11357 e 11361.5 HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: paper (OFR) Active Total Media I=Import (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits.Dendina records re uests and/or inve ticiations sus end normal retention periods retention resumes after settlement). Crime Reports: Misdemeanor Conviction Conviction Arrest(if or Arrest(If Police No No Yes Mag, Par Marijuana H&S11357(b)(d)or H&S or Courts and other Agencies"Shall" M 1360(b)(with procedure in H&S Conviction) Conviction) destroy)@ H&S§ 11361.5 et seq. 11361.5 +2 years +2.years 2 years or Yes: Crime Reports: Missing Person Yes: Before Mag, Mfr, Dept. Preference;Also see Crime Police Reports(unreturned) Until P P:.. Disposition OD, Ppr S/I When Reports; GC§34090 Located Inactive Individual petitions District Police Crime Reports: Sealed Cases Arrest Date :Arrest Date Mag, Mfr, Attorney, PD concurs that person ("Factual Innocence") +3 years +3 years OD, Ppr is factually innocent, then seals record; GC§34090; PC§851.8(a) Statute of Limitations runs up to Sealing date Sealing:ciate age of majority+8 years; Sealing Crime Reports: Sealed Cases(e.g. - Mag, Mfr, for Juveniles and Wards of the Police + 5 years(or + 5 years(or Juveniles) OD, Ppr Court retained for 5 years; GC Court Order) Court Order) §68152(g)(1&2);W&I §§300, 389(a&c), 781(c&d), 826(a) Police Daily Activity Logs: Patrol&Traffic 2 S years 2 years. Ppr Department Preference; GC §34090 Police Department of Justice Validation 2 years 2 years: Mag, Ppr Information received by DOJ; GC Lists §34090 Department Preference; Police Drug Registrants 5 years 5 years Mag, Ppr Registration is required for 5 years; GC§34090, H&S§11590 et seq., H&S§11594(a) Mag, Mfr, Yes: Police Fatal Traffic Collision Cards P P OD, Ppr S/I After 1 Dept. Preference; GC§34090 year HUNTINGTON BEACH, CA ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total':::: Media I=Import (OFR) (in office) (Off-site, Retention: Vital? Options M=Mfr after OD or Mfr) 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 im 1 a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims com laints audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes beeins after settlement. Incident Reports/Information Mag, Mfr, Yes: Police Reports P P OD, Ppr S/I After 1 Dept. Preference: GC§34090 Year Police Officer Subpoenas and SDTs 2 years 2_years.,. Ppr Department Preference; GC §34090 et seq. Department Preference; Dealers are required to keep for 3 years): Non-records used for Police Pawn Slips 3 2 years 3 years:. Ppr investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; B&P&21633: 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 .(Criminal Statute of Limitations is 1 year for Police Property Sheets Report Report Ppr property seized by officers; CCP Retention) Retention). §340(4); GC§34090 Expiration of Expiration of Department Preference; Non- Police Restraining Orders(TROs&EPOs) Order Order Ppr records(Court is OFR); GC §34090 Department Preference: Data Police RMS Database Indefinite Indefinite Yes Mag, Par Fields/Records are interrelated: GC 34090 HUNTINGTON BEACH, CA Adopted: 2/4/02 ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: Active Inactive ve ... ..Total' Media I=Import Paper (OFR) (Off-site, vital? after (in office) .Mfr) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& Q 'd?C If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, complaints, audits, Dendina records reauests. and/or inve tiaations sus end normal retention periods retention resumes begins after settlement). Pursuant to PC§290 et seq.; If Police Sex Offender Registrations: Adults 10 years 90 yejars :: .100:yea,rs Mag, Ppr released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781, P or Sealina P or Sealing Date+5 Dat6:+5.. Sex Offender Registrations: years or years(d. Pursuant to PC§290 et seq.-14f- r4a'AngAd frnm Police Juveniles ra_'A__;aA_A_d fm---rn Calffifornka Court Order) Court Order) Mag, Ppr GYA, FeGords aFe�- Ye-th A uthefity Age 29 nr deStFoyed afteF age 25 9F sealin,%- Age 26 OF Sealing Pate pufsuaRt to W&I §781; +5 years Police Subpoena Payroll Logs 5 years 5 y.pars, Mag, Ppr Department Preference(meets auditing standards); GC§34090 ... ....... Vehicle Repossession and PPI Police 2 years 2,yeam. :. Mag GC§34090 Forms (Follows F.61.1.6ws:cas Department Preference-, GC Police Video Interviews(re: Crime Reports) case Mag retention) §34090 P ..:::P Police Report# Weapons, Serialized, Lost/Stolen I Department Preference- GC Ppr 'Intul Fnnd 61infil F-6- 1 Ah'AGr=MENT lNFQRMA 34 I'gad far r7i* --sa6ter FBGGVBPY pufooses-0 PFefeFeRGe�E;�qi�AFAGI A GOPY and naA be destroyed whe 34090 BaGkup Tapes (fileeerveFgy- PnIung 6 Yes MawlengeF FeGlwiFed; (Fnay be CADIRMS) DAII Y and WERKI Y doSGOVeFable 9F Fnade publi i ....... umstanGes); FBteRt*GR FeGyGle tapes; GG§34090 et seq-. HUNTINGTON BEACH, CA @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e: . last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints. audits. pending records re uests and/or investi ations sus end normal retention periods retention resumes beQms after settlement. ServeF�elise RepoFt .1 yeaF 4-yoa _ Yes pqa� longer FequiFed; (Fnay be InR=-cKi v hnLm;d AR administrative value; GC§34090 et seq. Recordings of Telephone&Radio Department Preference; Statewide 3_years 33 years guidelines propose 180 days Police Communications Dispatch Tapes Mag (CAD) �F 4-yea; (legally mandated for 100 days); GC§§34090, 34090.6 Police Reecords Daily Log(Call for Service 2 years 2 years Mag, Ppr GC§34090 HUNTINGTON BEACH, CA Adopted: 2/4/02 ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved p Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" n , 0 Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of CategoryID# Records Descri tion Record p Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims com taints, audits endin7 records re uests and/or investigations suspend normal retention periods retention resumes after settlement). ALL DIVISIONS ifRecords found in all divisions-these are not repeated in each Division Public Expiration of Expiration of Mag, Mfr, Covers various statute of Works All divisions AQMD Permits Permit+2 5 Permit+2 S S/I No limitations; CCP§337 et. Seq., years years OD, Ppr GC§34090 Code of Federal Regulations Public Mag. Mfr. Yes: 2 requires 3 years for all Works Catch Basin Storm Reports 3 years 3 years S/ OD, Pp r years monitoring records;40 CFR 122.41 ' 2 Consistent with D.O.T. substance testing policy- Requires 5 years for positive tests, 1 year for negative tests; Public DMV Permission, Renewal Notices EEOC/FLSA/ADEA(Age) Works All divisions & Physical Exams(Class A& B 3 years 2 years 5 years Ppr 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 All divisions Emergency Call-Outs 2 5-years 2.5 years Mag, Ppr Works feper s{see G+ GGP§3497&-GC§34090 AHuman Transfer to Transfer to Yes: Resources/ Employee Exposure Records: Mag, Mfr, All divisions S When copies; GC§34090.7 Risk Risk Risk Hazmat Exposure Records Mana ement Maria ement OD, P r Manage. g 9: p Inactive HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy ...... Image: Inactive Paper Active 1v Total Media Media I=Import (OFR) (Off-site Vital? after ,J: Ret6rition Options M=Mfr r) (in office) OD or Mf;) Imaged& S=Scan C' If the record is not listed here, refer to the Retention for City-Wide Standards Qd? Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, com laints audits endin records re uests and/or inves qations sus Dendnormal retention eriods retention resumes /Jeakq& after settlement). MSDS may be destroyed as long as a record of the chemical I substance I agent,where&when it was used is maintained for 30 Yes. Public All divisions MSDS(Material Safety Data 2 years 28 years 3... ears. Mag, Mfr, S When year& 30 years if employer Works Sheets) ... y OD, Ppr Inactive qualifies as hazardous material exposure&required to file MSDS; reports are mailed to the County 8 CCR 3204(d)(1)(13)(2 ...... and 3) Public Underground Service Alerts(USA): GC§§4216.2(d)&4216.3(d), Works All divisions ALL UtiPty Guts, etG. fa-F�.verk 3 2 years ;!.'Lyears. Mag, Ppr 34090 AOR rerei:ds� EPA and Dept.of- UndeFground SepviGe Ale. An hIn AgF;GU'tUFe maintain FeGords,of Utility GempaRi Men.NP: All d*v6A*nnr, all reports. GwRer4epeFatei:has VVOFks 'aPeFty by extemal entities ngeF PPF Fepwting FequiremeFits uF;deF 9840FITIed by the Gity) RequiFed �qqyiFed H&S§§25158,25250.19, .17, thFu-.67- .18; 40 GF Depart. Work Orders I Service Requests Providing All divisions CMMS DATABASE(Computerized Indefinite Indefinite: Mag Service Maintenance Management Data is interrelated: QC§34090 Work System) Depart. Work Orders I Service Requests When No When N I o Providing Preliminary drafts(the database All divisions All Information Entered in CMMS Longer -Longer Mag Pp Service I Database Required Required is the original): QC§34090 Work HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active <Total Media I=Import (OFR) (Off-site Vital? after (in office) ;:;:Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits.pending records requests, and/or investi ations Suspend normal retention periods retention resumes after settlement. Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into _C § City preference: CCP 4338 et Service/ Providing All divisions CMMS Database) 5 years �.5 years. _ Mag Pp r seq.. 340 et seq.. 342. GC Work (Division providing service retains 4&945.6. GC§34090 originals: Division requesting_ service is considered a co Public Work QFd8F Management System lAbrks All ens. Data 3 YeaFs 37Y.PaF6 GG§34090 Dept PFOYWing- All divisions WGFk QFders 1 SeWiGe Reque 3 years wears — Mag Rpf Sew+se l Workdosen Park, -yea�0 years R f HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total: Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits ending records requests. and/or investi ations suspend normal retention periods retention resumes begins after settlement. ENGINEERING all Contract Engineers must return final documents to the Cityu on completion of aproject) Public Works/ Aerial Maps 2 years P p Mag, Mfr, S Yes: 1 Department Preference; GC OD, Ppr year §34090 Engineering Yes: Until Mag,Mfr, Yes: 1 Department Preference; City City Clerk Annexations, Abandonments P P Completed OD, Ppr S year Clerk Maintains Originals; GC §34090 Assessment District Projects Copies- Copies-: City Clerk (Maps, Diagrams, Spreadsheets, When No When No ::. Yes: Until Mag, Mfr, S Yes: 1 City Clerk Maintains Originals; Improvement Plans-e.g.water, Longer Longer`;_: Completed OD, Ppr year GC§34090 sewer, undergrounding) Required Required Some grant funding agencies Capital Improvement Projects require audits: Statute of (CIP)/Jobs: Administration File 10 years or Limitations for Errors& After Completion+ Omissions is 10 years: Published Project Administration. 10 years or Audit Standards=4-7 years: Public Correspondence, Field Work/ FundingAfter Funding Statute of Limitations: Contracts Works/ Punch List. Inspectors Daily Log Upon Agency ue Completion Audit. if Agency Audit Yes: Until Completed Mag,Ppr &Spec's=4 years.Wrongful Engineering Labor Compliance.Certified if required. Death=comp. +5 years, required. Payrolls. Project Schedules, whichever is whichever is Developers=comp. + 10 years: Progress meetings. Real Estate longer longer Statewide guidelines propose Appraisals. Legal/Stop Notices. termination+5 years: CCP Meetings,etc. §§336(a). 337 et.seq..GC 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy LODor Paper Active Total;: :, Media I=Import (OFR) , vital? after (in office) Retention Options M=Mfr r) 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 com leted, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complain audits. Dendina records re uests and/or investi ations sus end normal retention periods retention resumes beeins after settlement). Capital Improvement Projects (CIP)/Jobs: Permanent File Plans, Specifications, Bids/RFPs. Successful Proposal, Change Department preference: retained Public Orders/Job Orders. Design, for disaster preparedness Works/ Escrow. Final Report, Inspection Upon Yes: Until Ma Mfr, Yes: 1 P P S/I purposes: Statewide guidelines Engineering Cards. Materials Testing Reports. Completion Completed OD.Pp r year Grading Permits. Hazardous propose Permanent for Materials Plans. Notice of Infrastructure plans: GC&34090 Completion. Construction Manager's Logs, Photos, Soils Reports, Studies, Submittals. Surveys,etc. Cash Deposits(Refundable Department Preference; Deposits for Subdivision Close of Close of P Retained for auditing purposes; AS/Finance ct Project+2 Proje +.2 Mag, p Improvements, Building or Pr Finance is Office of Record; GC Planning Permits, etc.) years years 34090.7 'nfFa6tFUGtUF9; statewide P�+blis 1Alefks Yest+� S � d GE), P yew §34888 Public Encroachment Permits(Permanent Yes: Until Mag,Mfr, Yes: After Statewide guidelines propose Works/ 2 years P P S Permanent; CCP §337 et. Seq.; Engineerinq /Construction) Revocation OD, Ppr Inactive GC 34090 Public Encroachment Permits(Temporary Yes: Until Works/ -Debris Boxes in the City's Right of 2 4-years2 4 years_` Mag, Ppr Engineerin Completion gu .; GC§ City Clerk Encroachments(Regulations& Superseded Superseded,+ y Procedures +2 ears 2 ears Mag, Ppr GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No. 2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Paper 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 begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normallyperformed b file folder. Litigation, claims complaints, audits endin records re uests and/or investi ations sus end normal retention eriods retention resumes after settlement). Public Flood Control&Disaster Files(e.g. Mag, Mfr, Yes: 1 statewide guidelines propose 2 Works/ P P '.::., Yes(all) S Engineering pump systems, GIP systems) OD, Ppr year years, GC§34090 Public Yes: Until Mag, Mfr, Yes: After Works/ Grading Permits 2 years P P": . S Land Records; GC§34090 Engineering Revocation OD, Ppr Inactive Public P Works/ Harbor Dock Permits (Construct or SupeFsedeMa Mfr. Yes: 1 Department preference Engineering Modify Docks) s OD. Ppr S year (infrastructure): GC§34090 Maintenance Projects: PION Consistent with Agreement/ City Clerk or Final Completion+ Completion.+ Yes: Until Mag, Mfr, Yes: After Contract Administration; CCP Public Specifications and Plans(Curb 3 years S 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 Drafts should be destroyed; Public Maps, Plans&Drawings(ALL- Some maps are also retained by Mag, Mfr, Yes: 1 Planning; Selected maps are Works/ Drainage, Grading, Subdivision, P P Yes(all) S Engineerina Survey,Water,etc.) OD, Ppr year retained in Public Works for administrative purposes, GC §34090, 34090.7 PubleG Plans I)Fawings 1- lAlefks E Fes(all) AB PpF' yeaf rimer r. .. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total, Media I=Import (OFR) (Off-site,r Vital? after (in office) OD or Mf ) Retention on Options M=Mfr S=Scan Imaged& QC'd? I If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits ending records requests. and/or investigations sus pend normal retention periods(retention resumes begins after settlement). When No When No Public Longer Longer Preliminary Studies I Project Required- Required Works I Mag, Mfr, S Yes: After Department Preference-, GC Engineering Assessments(Not Acquired) Minimum 2 Minimum 2 OD, Ppr Inactive §34090 years years PFgjeGt6 -9 FA616taAw Statewide guidelines PFOPOSe 7 -s fQF bIU8PF*RtA yeaFS; 2 year IN F R.A.S_T_R 11 C T_11 R E Fm R a Gity G!eFk aF *AGatiens; Statute of sper. SpeGifir.atiORS RRd PIMA COMP19tionMfF, Yesi 1 1 PUb"G P_ Yes(all) s 4 yeaF:s; 10 yeaFs- (Ruildings, WpFevement P!aRs,-- 2 years 01), 12P VVoFk6 PaFk'FAPF0V9Fnents, Right of%Afayr- ... fQ__F 1-=-FFQ--FS&OM*6640M; GG12 §§337. 337.1(a),337.15, GG SeweFs, StFeet Widening, etG.) Copies- Copies- Department Preference-,All City Clerk& Property Acquisition Projects(All): When No When No Yes- Until original Deeds,Title Reports, Economic Correspondence, copies of Longer i Longer Mag, Ppr Insurance, Contracts and Develop. permanent documents,etc. Required Reau ir.ed Completed Agreements are maintained by R R, the City Clerk; GC§34090 Public Works Mag, Mfr, Yes, 1 Engineering OD, Ppr Reservoir Plans P P Yes(all) S year GC§34090 P4anp- Public Mag Mfr Department Preference; GC§ Works Sewer Lift Stations Plans P P.:��:' Yes(all) S No Engineering OD, Ppr 34090-7- Public -G*Department Preference, Works Mag, Mfr, G18Fk maintains eFiginals; Sewers Plans P P Yes(all) S No Engineering OD, Pp GARAFAI SAP04GAR MISCI MAiAtA446--GGpies GC§34090-.7 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention Disposition Comments Reference Record Destroy Inactive Image: Active Total':. Media I=Import Paper (OFR) (Off-site, Retention Vital? after (in office) Or Mfr) Options M=Mfr OD or fr S=Scan Imaged& 'd? If the record is not listed here, refer to the Retention for City-Kf1de Standards QC I 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. Litiqation, claims, complaints, audits.Dendina records requests, and/or investiaations sus pend normal retention eriods retention resumes after settlement). Public NPDES Monitoring records are Works Stormwater Lab Reports 3 years 3 years Mag, Mfr, S/I Yes: 2 required for 3 years; 40 CFR Engineering OD, Ppr years §§122.21, 122.41, 122.44 Public NPDES Monitoring records are Stormwater: Industrial Notices Resolution+ Resoluti6h.+, Mag, Mfr, Yes: 2 Works Code Enforcement I Violations 3 years 3 y6ars,,. OD, Ppr S/I years required for 3 years; 40 CFR Engineering §§122.21, 122.41 Copies- Copies- DepaFtFneRt PFefeFeRGej-City When No When No City Clerk Streets(Vacations,etc.) Longer P_ Longer Yes(all) Clerk maintains originals; GARAFAl SAPOiAAA A'An MRaRt Required Required' 2- fi RGOP es; GC§34090.7 Completion + Mfr City Clerk Subdivision Files P P Yes(all) Mag S Yes: 1 Department Preference(City 2 years GC§34090.7 OD, Ppr Clerk is OFR)year Public Transportation Permits(Wide Yes: Until Works I Load,etc) 2 years 2 vears Completion Mag, PP QC§34090 Engineering -Drafts- sheuld be d86#0yed;All "GtUPe GOntraGts I.Al-ate-r Plans i Mt8F DevelopmeAt Rublis Yes;tAler PefMaRARt fQF AFnAF99AGy PFG Mag,Pam, PF8paFedn9ssj Statute of jeGtS(VaFiGUS PF9j GtS P P. Sy OD 4 yeam; 19 yeaFs- the Gity) missiensi GGP §§337. 33:7.1(a), 337.15, GG HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Record Category ID# Records Description Retention Disposition Comments Reference Destroy Image: Inactive I.. .I Active Total Media I=Import Paper (OFR) (Off-site, Vital? after Mfr (in office) Retention Options M=Mfr r OD or Mf S=Scan Imaged& O 'd?C If the record is not listed here, refer to the Retention for CityK41de Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, Dendinq records reauests. and/or investigations suspend normal retention periods(retention resumes begins after settlement). MAINTENANCE Public IMPIWASRt. + Works I AB 939 Implementation P_ :10 years P-:.:. Mag, Mfr, S Yes: After Department Preference; GC Maint. 10 years OD, Ppr I year §34090 et. seq. Publer. AQMD PeFmits(Paint SpFaying,- ExpuFatiOR Mag, MfF, Yes AfteF Govers all statute of limitatieAsi_ Workg 1 9 , GGP§337 et. Seq., GG§3499Q Maims etr-.4 5 Y8aF6 ems.:.,' OD, PP 1 yeaF et._se� Public Beach Closure Files I Ocean Claims can be made for 30 years Mag, Mfr, Yes: 2 for toxic substance exposure; 8 Works I Closures(investigations to 2 years 28 years .30 years OD, Ppr S/I years CCR§3204(d)(1)et seq., GC Maint. determine source,etc.) §§12946, 34090 12-hion QAdP Af FedeFal Regulations fQr 211 Mag, MfF, Y4&.--2- requiFes 3 yea C-atr-h R-toFm RepeFt6 3 yeaFs OP, PR y iteFing reGgFds; 49 GFR Ma4#-. ears Fnen 122.4 4 OX-4 Public Confined Space Entries(Permitted Code of Federal Regulations Works I entries into sewers and storm 2 years 3 years 5 years Mag, Mfr, S/I Yes: 2 requires 3 years for all Maint. or drains in order to comply with OD, Ppr years monitoring records- 40 CFR Utilities regulations) 122.410)(2) blis ......ent with QPeFati Daily Work Qrd8FG, Equipment and GemplaiRts;GGP§§338 et Works 1 3 years 3 yeaFs Mag Pp k4ehon-le RepairQFdaFs 340 et seq., 342, GG§§945.6, GC§34NO Public Life of Life:of Vehicle Works Equipment Maintenance History Equipment+ E+ e Mag, Ppr Department Preference', GC Ouiprn nt Numbers §34090 Maint. 2 years 2 vears Public General Files: Originals Works I (Maintenance Operations) 2 years years Mag, Ppr GC§34090 Maint. HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Liti ation claims, complain , audits.pending records requests. and/or investi ations suspend normal retention periods retention resumes begins after settlement). General Files: Copies of records where other Divisions or When No When:No::. Lead Dept. Departments are the Lead Longer Longer Mag, Ppr GC§34090.7 Maintenance O erations Required Required Public Works/ Harbor Dredging Permits P P Mag, Ppr GC§34090 Maint. Fire, Public Yes: Mag, Mfr, Department Preference; GC Works/ Logs(Flooded Intersections) P P OD, Ppr Maint. S When § 34090 Inactive Maintenance Service Contracts (MSC)-NON-INFRASTRUCTURE Statewide guidelines propose 7 -Contract Administration Records years; 2 years for blueprints& Public specifications; Statute of Works/ (examples: Maintenance, Street Completion+ Completion'+ Yes-Until Mag, Mfr, Yes: 1 S Limitations is 4 years, Errors& Maint. Sweeping, Consultants, 5 years 5 years Completed OD, Ppr year Omissions does not apply to Landscaping, Slurry Seals, Tree these contracts; CCP§§337. Trimming, Leases, Professional Services, etc.) 337.1(a), 337.15, GC§34090 Verwify that F=AaffinAArina has the (MSG) INFRASTRUCTURE fijgE Statute of I-imita-tions for Mag ^Ye_sv-_'U_`til ^a^,^y_�,-. YE'�D-[-r ' ed utilities,wateF.) HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active " <Total '. Media I=Import (OFR) (in office) (Off-site, Retention Vit S=Scan al? Options M=Mfr after OD or Mfr) Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits,pending records re uests and/or investigations sus end normal retention periods retention resumes after settlement). Rablun (MSG) HAZRQAT Fds until the employee is %Alerkr I Yes- years 28�rears �A�eCs ��' leg Ir►asti�re Landfills,ets §§112946-34099 Public Pavement Maintenance Inventory Data Data Works/ Records Superseded Superseded Mag GC§34090 Maint_ Public Record Drawings and Plans for " Mag, Mfr, Some maps are also retained by Works f P P r Yes(all) S No Planning and City Clerk; GC Maint. ALL City Facilities OD, Ppr §34090, 34090.7 Public Life of Life of . Covers statute of limitations; Mag, Mfr, Yes: 1 Works f Playground Equipment Equipment+ Equipment.+., OD, P r S ear CCP§§338 et seq., 340 et seq., Maint. 2 years 2 years`` p y 342, GC§§945.6, GC§34090 Public Goverez all statute of limitations; Works/ Pressure Vessel Permit(Propane, Expiration+2 Expiration.+2 Mag, Mfr, Yes: After Maint.Or etc.) b years b years_.. OD, Ppr S 1 year 37 et. eq-GC§34090 Utilities et. seq. Public Works/ Recycling Program 5 years 5 years Mag, Mfr, Department Preference; GC Maint. OD, Ppr §34090 et. seq. P,iblic Wedeg I 3 years S yeaFs. — Mag Pp Maint 339 349 et , HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Category ID# Records Description Retention Disposition Comments Reference Record Destroy Image: Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) Retention: Options M= OD or Mfr Re en on'.. Mfr S=Scan Imaged& QC'd? If the record is not listed here, refer to the Retention for City-1/vide 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. 7"ti ation claims, complaints, audits. Dendina records requests, and/or investiqations suspend normal retention eriods retention resumes be.Qins after settlement). Public Consistent with Work Orders and Works Sewer Repairs&Investigations 3 years ..:3 years Mag Ppr Operational Complaints; CCP Maint. Or §§338 et seq., 340 et seq., 342, Utilities GC§§945.6, GC§34090 Public Department Preference; City Works Solid Waste Program 5 years ye.ars Mag, Mfr, Clerk is OFR for all actions; GC Maint. (Administration) OD, Ppr §34090 et. seq. Public Consistent with Work Orders and Works Street Maintenance(Overlays, 3 years 3 years Mag Ppr Operational Complaints; CCP Maint Repaving, Slurry Seals,etc) §§338 et sec., 340 et seq., 342, GC§§945.6, GC§34090 Public Consistent with Work Orders and Operational Complaints; CCP Works Street Sweeping Records 3 years 3 years Mag Ppr §§338 et seq., 340 et seq., 342, Maint. GC§§945.6, GC§34090 I-InifermAdmin. RequiFements AfteF Funding f9F GFaF;ts to Len-al G-eve-FRMA- PUbliG T-Fee 129titiGAS�Mi!b CUFb OF gU AgeRGy Yes; s 3 years ftam expenditum Audit, Mag, M#, F9POFtj HUD FequiFes 3 yeam; VVeFks 1 Fepair/Feplar.9 rpqwiFed Offign QD, Pp statewide guidelines PFGpese 4 M*PA-. MplaGed) F Afihiiin-im 4 'RnrAffiw; yeaF6j HUE)2228.2 Fey 3, 24 yeaFS mR 95.42&57Q.502(b), 29 GF G=R 97.42, GG-§34NO r Public Tree Petitions with Curb or gutter Work Work Consistent with Work Orders andOperational Complaints- CCP Works repair/replacement(want tree Completed+ Completed+;:, Mag Ppr §§338 et seq., 340 et seq., 342, Maint. replaced)- Not Funded by a Grant 3 years GC§§945.6, GC§34090 Public Department Preference- GC Underground Storage Tanks Mag, Mfr, Yes: After Works 10 years P P... S §34090 et. sea., 23 CCR (USTs) OD, Ppr 1 year Maint. 2112U b ,H&S_�84�2i HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Record Category ID# Records Description Retention I Disposition Comments I Reference Destroy Image: Inactive Paper Active Tota.l::::: 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 Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims complaints, audits.Dendina records re guests. and/or investi ations sus end normal retention periods retention resumes begins after settlement). Monitoring and Maintenance Underground Storage Tanks(City records are required on site for 3 Public Owned)—UST Monitoring and years.6%2 years for cathodic Works/ Maintenance.Release Detection 7 years 7,yvers,,::..: Maq, Ppr protection maintenance. 5 years Maint. Systems,Cathodic Protection for calibration&maintenance of Maintenance Records release detection systems:23 CCR 2712(b): H&S §25284.2(i1 Department Preference to cover all statute of limitations: If a motor carrier, required for 18 months after vehicle is sold: Covers all statute of limitations: CHIP requires life of vehicle: Public Vehicle Folders: Includes Disposal of Disposal.of:, OSHA requires 1 year; 8 CCR§ Works/ Maintenance History,Accident Vehicle+2 Vehicle.+.2::_ Mag, Ppr 3203 b 1 �49 CFR 396.21 b 1 Maint. Reports,etc. years years: : 49 CFR 396.3(c): CCP§337 et. Sea.. GC§34090 of lernmt;lteens; Public Works/ Videos(TV Inspections of sewers Until Until::. Retained for reference; GC Maint.Or and storm drains) Superseded Superseded: Mag §34090 Utilities Public City Clerk maintains originals Works/ Weed Abatement 2 years '.;2 years Mag, Ppr that are presented to Council(for Maint. liens); GC§34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Image: Inactive Paper Total Vital? Media (OFR) Active (Off-site 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, claims, complaints, audits.pendina records requests. and/or investigations sus end normal retention periods(retention resumes be-Ons after settlement). PARK TREE 7�LANDSCAPE Public Landscape Architect/Plans(Blue Mag, Mfr, Department Preference; GC Works OD, Ppr Line Copies): City or City- P P S/I No §34090 maintained Projects When No When No::.. Public Landscape Architect I Plans(Blue Lon Mag, Mfr, S/I No Required for processing; GC Longer Works Line Copies): Private Projects Longer �� OD, Ppr §34090 Required Required Public Works Maintenance Records and Logs 2 years :2 years Mag, Ppr GC§34090 Statewide guidelines pr4gipese 7 PFGjBGt6&FaGilkie& INFRA STRI IGTI IRF Final yeam; years fQF blUePFiAt6& Gity G!eFk OF spedfiGatiensi Statute of S139GOfiGatiens And Plans COMpletiGAMfF, Wark Yes; 1 R�bl4n P_ P fit} ' 4 yeaFs; 10 years ;66;GRS; GGP r, (Buildings, impFovement Plans,- 2 yeaFs 01), PP yew PaFk improvements, Right of Way—, Sewem, StFeet Widening,etr..) §§337. 337.1(a), 337.15, GG §3490 Projects--NON— C_9-A6_i6_tE_qnt;.Nith AqFeemeRt i INFRASTRI-ICTI-1-R-F-Fin-Al YAro 'Intil Mag, Mfr-, YAR- AftAF Cnntrant Administration; GGP SP8G&atiens and Plans(GuFlg- 3 year2 years s S - 337.16, GG repair-s, M*GFGsuFfaring, RepayiAg, &YO-46, Gempleted AB F inarteve §34090 StFeet Paying, Public Mag, Mfr, Department Preference; GC Works Tree History and Locations P P S/I No OD, Ppr §34090 Consistent with Work Orders and Public Tree Petitions without Curb or Work :'.,:::Work Operational Complaints- CCP Works gutter repair/replacement(want Completed + completed+. Mag Ppr tree replaced) 3 years :3.,.years. §§338 et seq., 340 et seq., 342, GC§§945.6, GC§34090 HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Record Category ID# Records Description Retention/Disposition Comments I Reference Image: Destroy Inactive Paper Active Tota.l: :: : Media I=Import (OFR) (in office) (Off-site, Retention ` Vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan C, If the record is not listed here, refer to the Retention for Cit -IIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation- claims complaints audits ending records requests. and/or investigations suspend normal retention periods retention resumes begins after settlement. TRANSPORTATION Public Mag, Mfr, Yes: 1 Department Preference; GC Works Bikeway Paths P P Yes(all) OD, Ppr S year §34090 R � Gartegraph Data(Map Data) WhAn ' 6(;§34998 WeFks ed pr Rubli� Weracsi 19 Yews ems' Mag, Pp §34999 Elie supersedsdes= of Limitations as 4 yeaFsi 10 Works s 4 yeam Yes(all) OD, Pp ' yew GGP tGG-§3488s. H Yes: §34= Public School Information(Traffic Safety 10 years 10 years Mag, Ppr Department Preference; GC Works Issues, etc.) §34090 Public Department Preference, GC Works Special Surveys 10 years 10 years Mag, Ppr §34090 When No When No: Public Longer Longer Department meference(required Works Speed Surveys Required- Required: Mag. Ppr every 5years):GC&34090 Minimum 5 minim um►5 ears years:. Public Traffic Control Requests(red Department Preference; GC Works curbs, sto si ns etc. 10 years "1.0 years.: Mag, Ppr 34090 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category ID# Records Description Retention Disposition Comments Reference Record Destroy Image: Inactive Paper (OFR) Active (Off-site, Total Media I=Import I I . Vital? after (in office) Mf r) Retention Options M=Mfr OD or Mfr) S=Scan Imaged& O 'd?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..q. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits.Dendina records reauests. and/or investiaations sus pend normal retention eriods retention resumes begins after settlement). Public Traffic Counts, Summaries, rt Depament Preference; GC Works Reports 10 years :1.0years Mag, Ppr §34090 Gity GI8Fk maintaiRS er4 Public Traffic Signals: Maintenance& ..... 1 GWn9F6I;iP, etG; Works 10 years 10.:y ears Mag, Ppr Covers all Statute of Limitations', Timing GlArk GC Department Preference, §34090, CCP§337 et seq. Gity G19Fk maintains GFiqiRRIA Of Public nstallation i ewwship, Traffic Control Devices_m Signs, Works I GUN P P placement)etc(locations, p Mag, Ppr Covers all Statute of Limitations', G4er-k Signals, Department Preference; GC §34090, CCP§337 et seq. HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page e PW-17 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy LODor Paper Active Total Media I=Import (OFR) , Vital? after (in office) Retention: Options M=Mfr r) Imaged& S=Scan OC If the record is not listed here, refer to the Retention for City-1/Vide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Liti ation claims, complaints audits. Dendina records re uests and/or investigations suspend normal retention periods retention resumes beoins after settlement. UTILITIES WATER/WASTEWATER Expiration of GOntraGtS(4 years); Statewide WeFks AQMD RerFnits P air :i Q Utilities yeaFs YpaFS Meets California Department of Public - Health requirements(3 years): Works/ Backflow Inspections/Approvals 3 2 years 2-2-years Ppr Domestic water system Utilities inspection with County administration(State Program- Title 17)GC§34090 Public Consistent with Chemical Works/ Calibration Records 2 years 10 years 12 yea Mag, Mfr,ts OD, P r S/I ears Yes: 2 Reports;40 CFR 141.33(a); 22 Utilities p Y CCR§64692 Department preference to be Public Catch Basin Maintenance& consistent with NPDES Works/ Reports 3 years 3.year§< Mag, Ppr Monitoring records(3 years): 40 Utilities CFR§4122.21, 122.41, 122.44: GC§34090 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/ 2 years 28 years 30:ye , ,ars S/I exposure; State law requires 12 Utilities Fluoride, Nitrates,etc.) OD, Ppr years years, Federal 10 years for all chemical analysis;40 CFR 141.33(a); 22 CCR§64692; 8 CCR 3204 d 1 et seg., HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) Retention` Options M=Mfr OD or Mfr) Imaged& S=Scan C, If the record is not listed here refer to the Retention for City-1/vide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Litigation, claims complaints, audits,Dendina records requests. and/or investi ations sus end normal retention periods retention resumes after settlement). MSDS may be destroyed as Ion as a record of the chemical/ substance/agent,where&when Public Chemical Use Report Form/ it was used is maintained for 30 Mag, Mfr, Yes: After years: 30 years if employer Works/ Material Data Safety Sheet 2 years 28 years 30:years S Utilities (MSDS) OD, Ppr Inactive qualifies as hazardous material exposure&required to file MSDS; reports are mailed to the County; 8 CCR 3204(d)(1)(13)(2 and 3) G ... Code of Federal Regulati MaiAt.-GF d. a2gg 12Pr Y Utilities n 9Fd9F tQ GOFAPIY With F9@uIati9Px4 12o�16)(24 5 years is required in State and Public Customer Complaints or Concerns: Federal law for any drinking Works/ Drinking Water Odor/Taste/ 2 years 3 years 5 Vears OD. Ppr Mag, Mfr. S/I years Yes: 2 water complaints;40 CFR Utilities Visual Complaints 122.41 ' 2 &40 CFR 141.33 b 22 CCR 64453(a1 Department preference: Public Department of Health Services ' Domestic water system Works / 10 2-years 10 years:::: Ppr inspection with County Utilities administration(State Program- Title 17)GC§34090 lip tAledcs �� . Mag, Pp l�tilities legs etcT} �P §34099 Public Mao, Mfr, Yes: After Department preference: GC Works/ Hazardous Waste Hauling P P S Utilities OD. Ppr 1 year 434090 et.seq. HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23-Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy LODor ` Paper Active Total::. Media 1=Import (OFR) Vital? after (in office) Retention Options M=Mfr r) S=Scan Imaged& C' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits.Deriding records requests, and/or investi ations suspend normal retention periods retention resumes beqins after settlement). Public HydFant and Valve MainteRaRG6 Works 1 2 years leafs Mai ar 6C§34090 ktilities Public Expiration+2 Expiration+2 Works/ Hydrants: Temporary Permits years years,. Mag, Ppr GC§34090 Utilities Public Manuals-Operation and Life of Life of Mag, Mfr, Works/ Maintenance for various equipment Equipment Equipment OD, Ppr S No Administrative value; GC§34090 Utilities RublieMeteF ":PmdurtiGn ; aNerlCs-� �� 3 Yes s 9-9 fill— hA&j X�2 �t11+t1eS ��F, '�� G F R 422.44 Public Department preference: Data is Mag. Mfr. Yes: 2 interrelated:system qualifies as Works/ Meter Reading Database Indefinite Indefinite S/I Utilities OD. Ppr years a"trusted system GC 34090 12168.7 Public Consistent with Operational Works / Meter Shop Log Sheets/Job 3 years 3 years Mag, Ppr Complaints; CCP§§338 et seq., Utilities Tickets 340 et seq.,342, GC§§945.6, GC§34090 PublicmedWal Regulations Works 2-years 3 years ra y�eafS', Pp l Otilities y9aF6 ,oo��-r*4R4 Public Covers statute of limitations for Works/ Permits: Natural Gas, Propane, Expiration +2 Expiratip'n+. Yes: Until Ma P r contracts(4 years), Statewide Utilities etc. 4-years 4years: :_ Completion g' p guidelines propose Permanent; CCP §337 et. Seq.; GC§ Public Works/ Pressure Vessel Permit(Propane. Expiration+2 Ex iration+2 Mag. Mfr, Yes: After Maint.Or etc. years years :. OD.Ppr S 1 year GC§34090 et.seq. Utilities HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive ' ' Paper Active Total ? Media I=Import (OFR) (in office) (Off-site, Retention. Vital? Options M=Mfr after OD or Mfr) 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 com leted, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits. Dendina records re guests. and/or investi ations sus end normal retention periods retention resumes begins after settlement). Statewide guidelines propose 7 Projects&Facilities: years; 2 years for blueprints& Public INFRASTRUCTURE Final Completion+ Mag, Mfr, Yes: 1 specifications; Statute of Works/ P P Yes(all) S Limitations is 4 years; 10 years Utilities Specifications and Plans 2 years OD, Ppr year for Errors&Omissions; CCP (Reservoirs,Wells,etc.) §§337. 337.1(a), 337.15, GC §34090 Public Pump Stations and Production Mag, Mfr, S/I Yes: 2 Administrative Value; GC§34090 Works/ Reports P P Utilities OD, Ppr years Public Works/ Reservoirs(all records) P p Mag, Mfr, S/I No Administrative Value; GC§34090 Utilities OD, Ppr Department Preference: Claims can be made for 30 years for toxic substance exposure; Public Respiratory Fit Tests for Breathing_ Separation+ Se aration+ Claims are required for five ears Works/ Apparatus 30 years 30 years Maq, Par after the end of compensation.or Utilities injury,whichever is longer:8 CCR§3204(d)(1)et seq.. 8 CCR 10102, 15400.2:GC 4§12946, 34090 Public When :;;Wheri:: Transitory Records; GC§34090 Works/ Routes(Reading, etc.) - - Mag, Ppr Utilities Superseded Superseded, et seq. Public ;::;. Department preference: Data is SCADA: Supervisory Control and Ma Mfr. Yes: 2 interrelated:system qualifies as Works/ Indefinite Indefinite.: S/ Utilities Data Acquisition OD. Ppr years a"trusted system":GC P4434090 12168.7 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of Category ID# Records Description Retention Disposition Comments I Reference Record Destroy Image: Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) .Retention Options M=Mfr OD or Mfr) Imaged& S=Scan Qt--A-3 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 claims, complaints, audits. Dendina records reauests, and/or investiaalions sus pend normal retention eriods retention resumes beQms after settlement). Public Expiration of Expiration f Worksies Self-contained Breathing Certificate :Certificate Mag,Mfr, Yes: After Certificates are issued for 3-5 Utilit Apparatus(SCBA) (minimum 2 (minimum 2 OD, Ppr S 1 year years; QC§34090 et.sea. years) yearsY , Public Consistent with Work Orders and Works I Operational Complaints;CCP Maint.Or Sewer Repairs&Investigations 3 years 3 yea'.r.s. Mag Pp 338 et seg.,340 et seg., 342, Utilities QC 44945.6.QC§34090 Public Department preference: Spill Works I Spill Reports 5 years : :.:s years: Maq. Ppr reports have the potential to be Utilities involved with Clean Water Act actions: Qg�3409Q State law Fequires 12 years, Public Yesi 2 Federal 1 Q yeaFsi 40 G FR Works I System Chlorination&Fluoridation 2 years 10 years :2 427-years Mag, Ppr 944 yeaFs 141.33(a)i 22GGR§64692—GC Utilities 634090 Public Works I System HydFan Flush 2 years 2 years Mag, Ppr GC§34090 Utilities Public TV Collection Line Inspection Tapes I Video Inspections I Video P P..: Maq Department Preferences GC Works I Tapes or Digital Recordings(all §34090 et seg. Utilities lines) Public Underground Service Alerts Works 1 3 years 3.yqars Ppr GC P44216.2(d)&4216.3(d) Utilities (USA's)—City R, blan ExpiFatien 5 VVeFks i VaF*aF;Ges, Exemptions yeam 9 No 49 GFR 144.33(d) HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"A" Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total`. Media I=Import (OFR) (Off-site Vital? after (in office) Retention Options M=Mfr OD or Mfr) Imaged& S=Scan OC 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 years), since destruction is normally performed by file folder. Liti ation claims complaints, auditspending records re uests and/or investi ations sus end normal retention periods retention resumes begins after settlement). Public Superseded u erseded+ Highly confidential:42 USC 300i- Utilities Works/ Vulnerability Assessment +5 years 5 years _ Map. Pp 2(c)- P-ahlis- L4IeF{cs years 2 years Mag, PP GG§34999 Otilities Outside Water Districts(outside agencies)/ When No When No Non-Records used for District Projects outside City Boundaries Longer Longer Mag, Ppr administrative purposes; GC Required Required §34090 Public Water Production and Stormwater Mag, Mfr, Yes: 2 Consistent with other records; Works/ 2 years 3 years 5 years S/I Utilities Recording Charts OD, Ppr years GC§34090 Public Water Production Reports- Department Preference:GC Works/ Annual 2 years P P;' Mag. Ppr 34090 Utilities Public Water Production Reports- p = Consistent with other auditing Works / 2 years 3 years 5 years Mag, Ppr Utilities Monthly standards, GC§34090 Public Water Quality Reports(also see Mag, Mfr, Yes: 2 State law requires 12 years, Works/ 2 years 10 years 12 years S/I Federal 10 years;40 CFR Utilities Chemical Reports) OD, Ppr years 141.33(a); 22 CCR§64692 Prf 'Narks I Water Quality Reports; GdGF Gemplaists years a9 years ye3ts �Mag F' S�4 Ut11it1eSyeaFS en rrp $22 444�i�� Public Water Reports&Sampling: Mag, Mfr, Yes: 2 Department preference(only 5 Works/ 2 years 10 years 12.years S/I years is required);40 CFR Utilities Bacteriological OD, Ppr years 141.33(a) Public Water Reports&Sampling: State law requires 12 years, p P 9� Mag, Mfr, Yes: 2 Works / 2 years 10 years 12.years .. p S/I years Federal 10 years; 40 CFR Utilities Chemical OD, Ppr 141.33 a ; 22 CCR§64692 HUNTINGTON BEACH, CA. ©1995-2007 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Resolution No.2008-23—Exhibit"All Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-23 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Inactive Image: (OFR) Active (Off-site Total Media I=Import Paper after (in office) ' Retention.:... Vital? Options M=Mfr OD or Mfr) Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records re nests and/or investigations suspend normal retention eriods retention resumes beeins after settlement). Federal: Bacteriological analysis Public Water Reports, Monitoring& are required for 5 years, Mag, Mfr, Yes: 2 chemical analysis for 10 years; Works I Testing(maintenance, strip chart 2 years 10 S/I years 12 ye **ars: Utilities recordings) OD, Ppr years State law requires 12 years, Federal 10 years;40 CFR 141.33(a); 22 CCR§64692; Public Works I Well Records P P. Mag, Mfr, S/I No Administrative Value; GC§34090 Utilities OD, Ppr HUNTINGTON BEACH, CA. @1995-2007 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: Res. No. 2008-23 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular meeting thereof held on April 21, 2008 by the following vote: AYES: Hansen, Hardy, Bohr, Cook, Coerper, Green, Carchio NOES: None ABSENT: None ABSTAIN: None ity Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California RCA ROUTING SHEET INITIATING DEPARTMENT: City Clerk SUBJECT: Approve Update of Citywide Records Retention Schedule COUNCIL MEETING DATE: April 21, 2008 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached Not A licable ❑ Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable E Contract/Agreement (w/exhibits if applicable) Attached ❑ (Signed in full by the City Attorney) Not Applicable E Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable E Certificates of Insurance (Approved by the City Attorney) Attached ❑ Not Ap licable E Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑ Not Applicable E Bonds (if applicable) Attach Not A educable Staff Report (If applicable) Attached t A icable 0 Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable E Findings/Conditions for Approval and/or Denial Attached ❑ Not Ap licable E EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FOR WARPED Administrative Staff Deputy City Administrator initial City Administrator Initial City Clerk ) EXPLANATION FOR RETURN OF ITEM: (Below • . For Only) RCA Author: R. Lugar