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HomeMy WebLinkAboutRecords Retention Schedules/Authorization for Amendments by City of Huntington Beach INTER-DEPARTMENT CONInIIIV UNICATION Date: October 27, 2011 Subject: REQUEST TO UPDATE RECORDS RETENTION SCHEDULE Department: City Clerk Version #: Version #7 Adopted 9-06-2011 Proposed updates to the Records Retention Schedule for the City Clerk's Office are attached in a "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. 1—Departrtm nt Head Dat City Cler Date 1 yiy�A er Date 2 orney Date Attachment (Tracked Changes) Ver. 13.0 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 RetentionL 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 im Iv 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 investigations suspend normal retention periods retention resumes after settlement). 100-GENERAL ADMINISTRATION Lead Dept. 100.10 Policy&Procedures Until Until Mag, Lead Depart. Is OFR; GC Superseded Superseded Ppr §34090.7 City Clerk 100.20 Organization Charts 10 years 10 years Mag, Department Preference; GC Ppr 34090 Lead Dept. 100.30 Department Monthly/Annual 10 years 10 years Mag, Department Preference-Lead Reports Ppr Dept is OFR; GC§34090 City Clerk 100.50 Restructuring/Reorganization 10 years 10 years Mag, Department Preference; GC Ppr i 1 1434090 110-BOARDS/COMMISSIONS/COMMITTEES When No When No Mag City Clerk 110.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Bylaws/Articles of Inc or oratio Mag, Department preference; GC City Clerk 110.15 (AOI's) P P Mfr, OD, S/I No §34090 Ppr Statute of Limitations: Public official misconduct is discovery of City Clerk 110.20 Applications&Resignations: 5 years 5 years Mag, offense+4 years, Statewide SUCCESSFUL Ppr guidelines propose Appointment +5 years; GC§34090; PC §§801.5, 803© City Clerk 110.25 Applications&Resignations: 2 years 2 years Mag' GC§34090 et seq. UNSUCCESSFUL Ppr Mag Department Preference-Matches City Clerk 110.30 Recognitions 4 years 4 years Ppr' terms of office; GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e.q. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits.Dendina records re uests and/or investi ations sus end normal retention periods retention resumes after settlement). When No When No Staffing AUDIO TAPES/RECORDINGS of Longer Longer Tape Department preference(only 30 Required- Required- days is required); GC Depart. Meetings Minimum 2 Minimum 2 (Mag) §54953.5(b) ears years When No When No Staffing VIDEO TAPES/VIDEO Longer Longer Tape Department preference; Video Required- Required- tapes are only required for 90 Depart. RECORDINGS of meetings(ALL) Minimum Minimum (Mag) days; GC§34090.7 10 years 10 years Superseded Superseded Mag, Department Preference; GC City Clerk 110.40 Code of Ethics (minimum 2 (minimum 2 Mfr, OD, 1 §34090 years) years) Ppr City Clerk 110.45 Maddy Act Postings 2 years ✓ 2 years Mag GC 634090 et seq. -1 City Clerk 110.50 Maddy Act 2 years 2 years Mag' GC§34090 et seq. 120-CITY COUNCIL AUDIO TAPES 1 RECORDINGS of Tape Department preference(only 30 City Clerk Meetings 2 years 2 years (Mag) days is required); GC §54953.5(b) VIDEO TAPES/VIDEO Tape Department preference; Video City Clerk RECORDINGS of meetings(ALL) 10 years 10 years (Mag) tapes are only required for 90 days; GC§34090.7 Mag, Yes: After Department Preference; GC City Clerk 120.10 Policy&Procedures Superseded P P Mfr, OD, I Superseded §34090 Ppr Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years 4 years Ppr' terms of office;GC§34090 et seg. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is com leted and im Iy a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation. claims complaints, audits, pendin-ci records re guests, and/or investigations suspend normal retention periods retention resumes after settlement. Mag, Department Preference; GC City Clerk 130.20 City Logo P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.30 City Tree(Western Redbud) / P P Mfr, OD, S/I No §34090 V Ppr Mag, Department Preference; GC City Clerk 130.40 City Flower(Geranium) P P 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 Ppr Mag, Department Preference; GC City Clerk 130.50 City Slogan P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.55 City Memorials P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.60 Redevelopment Seal P P Mfr, OD, S/I No §34090 Ppr City Clerk 130.70 Civic Improvement Corporation P p MIfNr, OD, S/I No Department Preference; GC Seal §34090 Ppr Mag, Department Preference; GC City Clerk 130.80 Public Financing Authority Seal P P Mfr, OD, S/I No §34090 Ppr 140-ORGANIZATIONS-LOCAL City Clerk 140.10 Administration 5 years 5 years Mag, Department Preference; GC Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 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 ears since destruction is normally performed by file folder. Liti ation claims complaints, auditspending records requests, and/or investk lations sus end normal retention periods retention resumes after settlement). Records Retention Schedules/ Mag, Department Preference; GC City Clerk 170.55 Authorization for Amendments to P P Mfr, OD, S/I No §34090 Retention Schedules Ppr When No When No Mag City Clerk 170.60 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required I Required 180-RISK MANAGEMENT When No When No Mag City Clerk 180.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Insurance Policies&Certificates (City-owned): Liability(General& Yes: Mag, Yes: After For protection from litigation; GC City Clerk 180.20 Public), Workers Compensation P P Before Mfr, OD, S Expiration §34090 (prior to 1980, when the City Expiration Ppr became self-insured HR/Risk Mag, Human Resources-is OFR; GC Manag. 180.40 Claims Against the City 2 years 2 years Ppr 34090.7 HR/Risk Mag, Human Resources is OFR; GC Manag. 180.50 Incident/Accident Reports 2 years 2 years Ppr §34090.7 When No When No Mag City Clerk 180.60 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Staffing Mag, Copies(staffing Department is Depart. 180.70 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive I Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed and imply a full file folder e. .last document+2 VAqrs since destruction is normally performed by file folder. Litigation, claims complaints, audits,pendinarecords requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.50 Reports-Civic Improvements P P Before Mfr, OD, S Inactive also retains permanently; GC Corporation Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.60 Reports-Advisory Group P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.70 Reports-Cable Television P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.80 Reports-West Orange County P P Before Mfr, OD, S also retains permanently; GC Water Board(WOCWB) Completion Ppr Inactive §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.90 Reports-Other Gity Ageasies P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 320-BUDGET When No When No Finance 320.10 Administration Longer Longer Ppr' Finance is OFR; GC§34090.7 Required Required Yes: Mag, Yes: After Department Preference-Finance City Clerk 320.20 City Annual Operating Budget P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 City Clerk 320.30 Preliminary Budget 2 years 2 years Pg' GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active 1 Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital' Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for Cit -ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, pendinq records requests,, and/or investigations sus end normal retention periods retention resumes after settlement). Yes: Mag, Yes: After Department Preference(meets City Clerk 320.40 Capital Improvement Budget 5 years 5 years Before Mfr, OD, S Inactive auditing standards); GC§34090 Completion Ppr Yes: Mag, Yes: After Department Preference; GC City Clerk 320.45 Unbudgeted Expenditure P P Before Mfr, OD, S Inactive §34090 Completion Ppr When No When No City Clerk 320.50 City Clerk's Working File Longer Longer Mag, Preliminary documents/ Ppr transitory records; GC§34090 Required Required When No When No Finance 320.60 Advisory Groups Longer Longer Mag, Copies(staffing Department is Required I Required Ppr OFR); GC§34090.7 City Clerk 320.70 Parking Authority 2 years 2 years Mag, Copies(staffing Department is Ppr OFR); GC§34090.7 West Orange County Water Board Mag, City Clerk 320.80 WOCWB /Water Well Lines P P Ppr GC§34090 330-DEBT SERVICE When No When No Mag City Clerk 330.10 Administration Longer Longer Ppr' Finance is OFR; GC§34090.7 Required Required Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.20 General Obligation Bonds 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 ; GC§43900 et seg. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-21 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record image: Destroy (OFR) Active Inactive/ Total Media I=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 imp/ a full file folder e. .last document+2 years), since destruction is normallyperformed b file folder. Litigation, claims complaints,audits 2ending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: City and/or Redemption Redemption Yes: Until issued by local governments are City Clerk 330.30 Redevelopment Agency J 2 Years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Public Facilities Redemption Redemption 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§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Civic Improvement Redemption Redemption Yes: Until issued by local governments are City Clerk 330.50 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§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Public FinancingRedemption Redemption Yes: Until issued by local governments are City Clerk 330.60 Authority 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 ; GC§43900 et seg. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERIC Page CC-22 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+2years), since destruction is normally performed by file folder. Liti ation claims complaints, audits, vendinq records re nests and/or investigations sus end normal retention periods retention resumes after settlement. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption Redemption Yes: Until issued by local governments are City Clerk 330.70 (Notes) 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. When No When No Mag, Preliminary documents/ City Clerk 320.80 City Clerk's Working File f/ Longer Longer Ppr transitory records; GC§34090 Required Required Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes. Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 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-lade Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal) erformed b file folder. Litigation, claims complaints, audits,Dendinq records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 350-SPECIAL ASSESSMENT/IMPROVEMENTS DISTRICTS When No When No Mag Lead Dept. 350.10 Administration Longer Longer Pag' 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 City Clerk 350.30 Reimbursement/Improvements/ � R P Before Mfr OD, S Yes: After Infrastructure; GC§34090 Assessment Districts Fs Completion Ppr Inactive 400-REDEVELOPMENT When No When No Develop. 400.10 Administration Longer Longer Ppr GC§34090 et seq. Required Required p When No When No Develop. 400.20 Special Studies/Reports Longer Longer Ppr Copies; GC§34090.7 Required Required p When No When No Develop. 400.30 Policy/Regulations Longer Longer Ppr Copies; GC§34090.7 Required RequiredEcon' p Develop. 400.35 Resolutions(Redevelopment) P P Mag GC§34090 Mag, Yes: After Department Preference; GC City Clerk 400.40 Biennial Public Hearing P P Mfr, OD, S 2 years §34090 Ppr City Clerk 400.50 Redevelopment Closed Sessions 2 years 2 years Pag' GC§34090 pr I HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 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 be in when the act is com leted, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, audits ending records requests, and/or investic,rations sus end normal retention perfiods retention resumes after settlement. City Clerk 420.45 Subdivisions&Lot Line P P Mag, GC§34090 Adiustments Ppr City Clerk 420.50 Conditional Exceptions/Variances V P P Mag, GC§34090 /_Appeals Ppr City Clerk 420.60 Final Tract Maps/Tentative Tract P P Mag, GC§34090 Maps Ppr City Clerk 420.70 Parcel Maps Release Transmittals 2 years 2 years Mag, Public Works is OFR; GC Ppr §34090.7 City Clerk 420.80 Coastal Development/Plans/ P P Mag' GC§34090 Permits/Appeals Ppr City Clerk 420.85 Local Coastal Program P P Ppr' GC§34090 When No When No Mag, Copies(staffing Department is Planning 420.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required When No When No City Clerk 420.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required I Required 425-CODE COMPLIANCE/CODE ENFORCEMENT When No When No City Clerk 425.10 Administration-Demolition Photos Longer Longer Ppr' GC§34090 et seq. Required Required 430-HOUSING When No When No City Clerk 430.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Preservation/Rehabilitation/ Mag, Yes: After City Clerk 430.30 Relocation P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr I Completion HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after L(OF�R) (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 bz file folder. Liti ation claims complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Mag, Yes: After Department Preference; GC City Clerk 580.60 Regulations/Speed Limits P P Mfr, OD, S 10 years §34090 Ppr Lead Dept. 580.70 Pedestrian Safety 3 years 3 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 580.80 Bicycle Safety/Equestrian Safety 3 years 3 years Mag, Copies-Department Preference; Ppr GC 34090.7 When No When No Staffing 58090 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. Ppr OFR); GC§34090.7 Required Required 590-SENIOR CITIZENS When No When No Lead Dept. 590.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Tender Loving Care/Meals on Mag, Copies-Department Preference; Lead Dept. 590.30 Wheels/Feedback Foundation 5 years 5 years Ppr GC§34090.7 Staffing When No When No Mag, Copies(staffing Department is Depart. 590.40 Advisory Groups Longer Longer Required Required Ppr OFR); GC§34090.7 600-AGREEMENTS/CONTRACTS Administration(City G!e Mag, Lead Dept. 600.05 Gwes�� 2 years 2 years eo Ppr GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-39 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erfom7ed by file folder. Liti ation claims complaints, auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. 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 Agreements&Cash Contracts - Other City Entities: Mag, City Clerk 600.65 P P Yes(all) Mfr, OD, S No GC§34090 Title Insurance, Land Records Ppr Agreements Approved by Council: Yes: Mag, EEOC/FLSA requires 3 years for City Clerk 600.70 Expiration+ Expiration+ Before Mfr, OD, MOUs; State requires 2 years;29 Understandindin MOUs- g ndas of 15 years 15 years Expiration Ppr CFR 516.5, GC§§12946, 34090 Department Preference; Statute of Limitations is 4 years: 10 years CityClerk 600.80 P P Mffr, O Other Contracts/Agreements- r,OD for Errors&Omissions: CCP (Licensing) Ppr 337. 337.1 a 337.15 343, GC §34090. Contractor has retention requirements in 48 CFR 4.703 Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for MSC(Miscellaneous Service Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.90 Contracts) +5 years +5 years Before Mfr,OD, S Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total vital? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Options M=Mfr Imaged& S=S an 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+2years), since destruction is normally performed by file folder. Liti ation claims complaints, auditspending records requests, and/orinvesti ations sus end normal retention periods retention resumes after settlement). Elections-Campaign Reports Paper must be retained for at City Clerk 620.85 (FPPC 400 Series Forms): 5 years 5 years Ppr least 2 years; GC§81009(b)(g) UNSUCCESSFUL CANDIDATES Elections-Campaign Reports (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE S Mfr, OD, After 2 Paper must be retained for at City Clerk 620.90 ORIGINAL WITH CITY CLERK 4 years 4 years Ppr years least 2 years; GC§81009(f) (copies)e.g.. County Supervisors. Assembl man etc. Clerk's Working File, and holding When No When No file for 400 series forms prior to Mag, Preliminary documents/ City Clerk 620.95 determining successful or Longer Longer Ppr transitory records; GC§34090 unsuccessful candidate status Required Required 630-LEGAL OPERATIONS When No When No City 630.10 Administration Longer Longer Mag' Copies; GC§34090.7 Attorney Required Required Ppr Mag, Yes: After Department Preference; GC City Clerk 630.30 Legal Opinions P P _ Mfr, OD, S 10 years §34090 Ppr Atcity 630.40 Litigation 2 years 2 years Ppr' Copies; GC§34090.7 Y Superseded Superseded Mag, City Clerk 630.50 Legal Procedures +2 years +2 years Ppr GC§34090 Ethics Training Certificates for City Mag, City Clerk 630.55 Council, Boards and Commissions 5 years 5 years Ppr GC§53235.2(b) City Clerk 630.60 Conflict of Interest Code Superseded Superseded Mag, Department Preference; GC +2 ears +2 ears Ppr I 1 1§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I 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 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. Litigation, claims complaints, audits. Dendinq records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED EMPLOYEES/ Mag' City Clerk 630.65 2 years 5 years 7 years Mfr, OD, S Yes City maintains original CONSULTANTS TO THE CITY Ppr statements; GC§81009(e)(g) (specified in the City's Conflict of Interest code FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS(elected&not City maintains copies only; Ppr City Clerk 630.70 elected. Includes City Council 2 years 2 years 4 years Mfr, OD, S After 2 original statements are filed with Members, Planning Commission years FPPC; GC§81009(0&(g) Members, City Manager, City Treasurer&City Attorney) FPPC 700 Series forms(Statement Mag, City Clerk 630.75 of Economic Interests): Boards 2 years 5 years 7 years Mfr, OD, S Yes City maintains original statements; GC§81009(e)&(g) and Commissions Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Affidavits of Postings, Notices Municipal Government actions is City Clerk 630.80 (includes copies of undeliverable 2 years 2 years Mag, 3-6 months; Statute of envelopes), Proof of Publications, Ppr Limitations for mailings for etc-Ordinances annexations, special districts, bonds is 60 days; CCP§§337 et seq, 349.4; GC§§34090, 54960.1(c)(1) FPPC 700 Series Forms Mag. City maintains original City Clerk 630.85 (Statement of Economic Interests) 2 years 5 years 7 years Mfr, OD, S Yes statements; GC§81009(e)(g) by Department) Ppr When No When No City Clerk 630.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required I I Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-46 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image. Destroy (OFR) L(Inoffice Inactive/ Total Vital? Media I=Import Paper after ) 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. .last document+2 ears since destruction is normally performed by file folder. Liti ation claims complaints, audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 640-LEGISLATION Proposed Changes to the Municipal Mag. City Clerk 640.05 Code(Staff Reports) P P Yes: All Mfr, OR S No GC§34090 Mag, City Clerk 640.10 Ordinances/Amendments P P Yes: All Mfr, OD, S No GC§34090 Ppr City Clerk 640.15 Uniform Codes Adopted by P P Yes: All Mfr, OD, S No Department Preference; GC Reference §34090 Ppr City Clerk 640.20 Codification(City Clerk's working 2 years 2 years Mag' GC§34090 file) Ppr City Clerk 640.30 County 2 years 2 years Mag, Department Preference; GC Ppr §34090 City Clerk 640.40 State 2 years 2 years Mag, Department Preference; GC Ppr §34090 City Clerk 640.50 Federal 2 years 2 years Mag, Department Preference; GC Ppr §34090 Resolutions Adopted by Other Mag, Department Preference(non- City Clerk 640.60 Cities 2 years 2 years Ppr records When No When No City Clerk 640.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Re uired Re uired 650-REAL PROPERTY When No When No Lead Dept. 650.10 Administration Longer Longer LMag, GC§34090 et seq. Required RequiredAcquisitions(Deeds,Title Reports,City Clerk 650.20 etc.) P P Yes: All S No GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 . City of Huntington Beach INTER-DEPARTMENT COIVIIVIMUNICATION Date: all S- l Subject: REQUEST TO UPDATE RECORDS RETENTION SCHEDULE Department: FI oW --b67 Version #: Proposed updates to the Records Retention Schedule for FINANCE are attached in a "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention XhmSchedus. ent Head D e City ler Dat /Z_ C7Attorney r Date Date Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 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 City-Wide Standards Retentions begin when the act is com leted 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 requests, and/or investigations suspend normal retention geriods retention resumes after settlement. ACCOUNTING Department Preference; IRS:4 Yes: years after tax is due or paid Finance/ S/I A Mag, Mfr, (longer for auditing&contractor Accounting 1099's Issued 2 years 3 years 5 years OD, Ppr yearer l delinquency); Ca. FTB: 3 years; 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 Accounting federal income tax-retirees) 2 years 3 years 5 years OD, Ppr S/I After 1 §31.6001-1(e)(2),26 CFR year §31.6001-1, R&T§19530,GC 34090 IRS Regulation 31-6001-1 four years after the due date of such No Longer in No Longer in Yes: tax for the return period to which Finance/ Mag, Mfr, the records relate, or the date W-4P(Retirees) Effect+4 Effect+4 S/I After 1 Accounting years years OD, Ppr year such tax is paid,whichever is the later; IRS Reg§31.6001-1(e)(2), 26 CFR§31.6001-1, R&T §19530,GC§34090 Accounts Payable/Invoices(All Records and Reports-Includes Yes: Finance/ Invoices,Travel Expense 2 years 3 years 5 years S/I After 1 Yes: Until Mag, Mfr, Statewide guidelines propose Accounting Reimbursements, Postage, Credit Paid OD, Ppr year audit+4 years; GC§34090 Card Transmittals, Redemption Records,etc.) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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 ears since destruction is normally performed by file folder. Litigation, claims, complaints, auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Accounts Receivable(All Records and Reports, including Auction Finance/ Receipts&Records, BID(Business Yes: Until Mag, Mfr, Yes:S/I After 1 Statewide guidelines propose Accounting Improvement District), Parking Bail, 2 Years 3 years 5 years Paid OD, Ppr year audit+4 years;-GC§34090 Taxes,TOT, Sale&Use Tax, Schedule of Investments Finance/ Accounts Receivable: Billing for Termination Termination Yes: During Mag, OD, Yes: Retained to cover auditing Accounting COBRA and Retiree Medical of Service+ of Service+ Service Mfr, Ppr S/I After 1 standards; GC§34090 5 years 5 years year Finance/ Assessment District Projects Payoff of Payoff of Yes: Until Mag, Mfr, Yes: 1 City Clerk Maintains Originals; Ppr (Accounting/Payment District+5 District+5 S covers auditing standards; GC Accounting Administration Records) years years Payoff OD, year §34090 Finance/ Audit Management Letters(not Mag, Mfr, Yes: Department Preference; GC Accounting CAFR) 5 years 5 years OD, Ppr S/I After 1 §34090 Copies- Copies- Yes: When No When No Mag, Mfr, City Clerk Audits Longer Longer OD, Ppr S/I After 1 GC§34090.7 Required Required year Finance/ Audits(Performed by City Resolution+ Resolution+ Consistent with Code Accounting employees) 2 years 2 years Mag, Ppr enforcement, meets auditing requirements; GC§34090 Bank Reconciliation&Statements (includes bond statements),Trustee Finance/ Statements,Transaction Mag, Mfr, Yes- Statements, /I A For auditing purposes; GC Accounting Statements,Wire Transfers, Check 2 Years 3 years 5 years OD, Ppr year l §34090,26 CFR 31.6001-1 Listing Audit Trail, Deposits, Returned Checks Billing Records(customer name, Finance/ Yes: When Yes: service address, meter reading, Mag, Mfr, Consistent with Accounts Fiscal 2 years 3 years 5 years Account I After 1 Services usage, payments,Auto Pay Open OD, Ppr year Receivable; GC§34090 Applications,etc. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Offsite Active - Total Vitals Media 1=Import after (in office) OD(Off-site, Mfr Retention Options M=Mfr Imaged&S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is co m leted and im I a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims complaints, audits,pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Budget Hearing and/or Review When No When No Finance/ (Development Documents& Longer Longer Mag, Ppr Drafts-Department Preference; Budget GC§34090.7 Preliminary Budget) Required RequiredYes Yesi Department Preference;City Finance/ Budget Transfer Requests& 2 years 3 years 5 years Current Mag, Mfr, S/I After 1 Clerk maintains originals; longer Accounting Journals Fiscal Year OD, Ppr year for administrative value; GC §34090.7 Copies- Copies- Yes: Yes: City Clerk is OFR: Must be filed City Clerk Budgets-Adopted Longer Longer When No When No Current OD Ppr Mag, Mfr,, S/I After 1 with County Auditor; GC§34090, Required Required Fiscal Year year 40802, 53901 Finance/ Business License Applications and Termination Termination Yes: Until Yes: Termination Mag, Mfr, Retained for Auditing purposes; OD Fiscal Renewals(includes Home of Business of Business Termination S/I After 1 Services Occupation Permits) of Business +5 years +5 years of Business , Ppr year GC§34090 Finance/ Business License Computer When When Fiscal Generated Reference Reports Superseded Superseded Mag, Ppr Transitory Records;GC§34090 Services Finance/ Business License Notice of Fully Paid+ Fully Paid + Yes: Until Meets auditing needs;GC Fiscal Violations and Civil Citations 2 years 2 years Paid Mag, Ppr §34090 Services Yes: Statute of Limitations is 4 years; Finance/ Mag, Mfr, statewide guidelines propose Check Registers 2 years 3 years 5 years OD, Ppr S/I After 1 Audit+2 ears; GC 34090, Accounting p year y § CCP§337 Yes: Statute of Limitations is 4 years; Finance/ Checks-Canceled(Cashed)or S/I A Mag, Mfr, statewide guidelines propose Accounting Voided 2 years 3 years 5 years OD, Ppr year Audit Audit+5 years; GC§34090, CCP§337 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Category ID# Records Description Retention/Disposition Comments I 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 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. Litigation, claims complaints, audits pending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Copies- Copies- City Clerk retains original Comprehensive Annual Financial When No When No Ma Mfr, Yes: City Clerk g' S/I After 1 Permanently;statewide Report(CAFR) Longer Longer OD, Ppr guidelines propose 7 years; ; GC Required Required year 34090.7 Finance/ Customer Accounts(Closed 3 years after 3 years after Department preference; Fiscal Mag, Ppr Published articles show 7 years Services Business Licenses or Utilities) terminated terminated for customer ledgers; GC§34090 Finance/ Yes: Department Preference; Accounting Depreciation Schedules 2 years 5 years 5 years Mag, Ppr S/I After Published articles show 7 years Inactive after disposal; GC§34090 Finance/ Financial Services Database/ERP Data fields are inter-related; GC Accounting (Enterprise Resource Planning) Indefinite Indefinite Yes Mag, Ppr 34090 et Database § se q Consistent with Accounts Finance/ Fixed Assets-Auction/Disposal/ Mag, Mfr, Yes: Receivable; Statute of limitations Accounting Sales/Surplused 2 years 3 years 5 years OD, Ppr S/I After 1 is 3 years; statewide guidelines p year propose 2-4 years;-GC§34090, CCP§337 Finance/ Fixed Assets-Inventory, Schedule 2 years 3 years 5 years Mag, Mfr, S/I Yes: Includes permanent assets; GC Accountingof Infrastructure and Buildings OD, Ppr After 1 §34090 Finance/ When No When No Yes: Mag, Mfr, Preliminary documents(the AccountingGeneral Ledger: Final year-end Longer Longer S/I After 1 OD, Ppr database is original);GC§34090 Required Required year Department Preference; IRS:4 Yes: years after tax is due or paid Finance/ Indirect Cost Plans 2 years 3 years 5 years Mag, Mfr, S/I After 1 (longer for auditing&contractor Accounting OD, Ppr delinquency);Ca. FTB: 3 years; year IRS Reg§31.6001-1(e)(2), R&T 19530,GC§34090 Invoices: See Accounts Payable HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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 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,pendinq records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Finance/ Mag, Mfr, Yes: Department Preference; Statute Journal Entries 2 years 3 years 5 years S/I After 1 of Limitations is 4 years; GC Accounting OD, Ppr year §34090,CCP§337 Journals, Ledgers, Reconciliations, Registers, Reports,Transaction When No When No Yes S/I After Preliminary documents(the : Finance/ Histories, Balance Sheets, Budget Mag, Mfr, 1 database is original),statewide Accounting Adjustments(MONTHLY OR Longer Longer OD, Ppr guidelines propose 2 years; GC PERIODIC) Does NOT include year- Required Required year §34090 end General Ledger. Finance/ Oil Production Tax 2 years 3 years 5 years Mag, Ppr Retained for auditing purposes; Accounting GC§34090 Finance/ State Controller's Report/ Mag, Mfr, Consistent with periodic report/ AccountingStatement of Indebtedness 2 years 3 years 5'years OD, Ppr S/I After 1 journal retention; GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive 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 fife folder e.q.last document+2 ears since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CENTRAL SERVICES Finance/ Unsuccessful Bids or Proposals(for Bid Opening Bid Opening OFR depends upon who opens Central bids opened by Central Services) +2 years +2 years Ppr the bid(e.g. City Clerk);GC§ Services 34090 Term varies, and can be a multi- year contract; City Clerk is OFR Finance/ Successful Bids or Proposals Yes: Until for those that go to Council; Central (products or services) 3 years 3 years Completion Mag, Ppr Statute of Limitations for Services contracts is 4 years; CCP§§337., 337.1(a), 337.15; GC§34090 et seq. Department preference; Finance/ Purchase Orders: Goods& Yes: Until Mag, Consistent with Accounts Central Products 2 years 3 years 5 years Paid Ppr, OD Payable; Published articles show Services p ' 3 years; Statute of Limitations is 4 years; GC§34090, CCP§337 Consistent with agreements and Finance/ Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Central (when the vehicle or equipment is Lease+2 3 years Lease+ 5 Mag, Mfr, S/I After 1 for contracts is 4 years; CCP Services not subsequently purchased) years years OD, Ppr year §§337., 337.1(a), 337.15;GC 34090 et seq. Finance/ Upon Upon Central Vehicle Title("Pink Slips") Disposal of Disposal of Mag, Mfr, S/I No Provided to new owner; GC Services Vehicle Vehicle OD, Ppr §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& , > If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. Liti ation, claims complaints, audits,Dendinq records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PAYROLL IRS:4 years after tax is due or Yes: paid (longer for auditing& Finance/ DE-6, DE-166 &941 Forms- Mag, Mfr, contractor delinquency); Ca. Payroll Quarterly Payroll Tax Returns 2 Years 3 years 5 years OD, Ppr S/I After 1 FTB:3 years; IRS Reg§31.6001- year 1(e)(2), 26 CFR§31.6001-1, R&T§19530,GC§34090 Finance/ Payroll Department Preference: 29 CFR HumanEEO-4 Reports 3 years 3 years Maa. Ppr 1602.30: 29 CFR 1602.32 woe? Upon Upon Finance/ Employee Payroll File(includes W- Separation, Separation,Send to Send to Mag, Ppr Retained to match other auditing Payroll 4s,etc.) Human Human periods; GC§34090 Resources Resources Finance/ Completion Completion Department preference; Retained Payroll Garnishments(all records) +2 years 3 years +5 years Mag, Ppr to match other auditing periods; GC§34090 Preliminary documents/ Finance/ Payroll Registers(all,except year- When No When No Mag, OD, Yes: transitory records(the database Ppr Longer Longer S/I After 1 is the original); statewide Payroll ending) Required Required Mfr, year guidelines propose Permanent; GC§34090 For use in reconstructing hours Finance/ Payroll Registers(Detail Year-end Mag, OD, Yes: for PERS service for employees; Payroll W-2 Report) 2 years P P Mfr, Ppr S/I After 1 statewide guidelines propose year Permanent;29CFR 516.5- 516.6, GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive 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.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. Finance/ PERS-Reports-Bi-weekly Report to Mag, OD, Yes: PERS is OFR; retained to meet Payroll PERS(Employers Statement) 5 years 5 years Mfr, Ppr S/I After 1 auditing standards;GC§34090 year et seq. Copies- Copies- Yes:S/I After 1 Copies(originals retained in Human Personnel Transaction Forms When No When No Mag, OD, employee's Personnel File); Resources (Payroll Copy) Longer Longer Mfr, Ppr retained to match other auditing Required Required year periods;GC§34090.7 Department preference; IRS:4 yrs after tax is due or paid; Ca. Finance/ W-2's P P Mag, Ppr FTB: 3 years;Articles show 7 Payroll years; IRS Reg§31.6001-1(e)(2), R&T§19530;29CFR 516.5- 516.6, 29USC 436, GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total Vital? Media 1=Import after (in office) OD te, Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder e.q. last document+2 ears since destruction is normally performed by file folder. Liti ation claims complaints, audits endin records requests, and/or investigations suspend normal retention Periods retention resumes after settlement). TREASURY MAN GEM NT CityFinal Final Yes: Until Retained for auditing purposes; Bankruptcies ` A S Resolution+ Resolution+ Mag,Ppr Treasurer 2 years 2 years Paid GC§34090 ink( Expiration of E xpiration of Bond +2 a'4'(� Bond+2 years - Years Yes: Until Mag, Mfr, After Notice of Completion has Treasurer Bonds-Cash. �I(�pa City Q� Ret to to Project is OD, Ppr S No been filed, no longer needed; r Complete GC§34090 QQ 4 d Statute of Limitations for bonds, �C r mortgages, trust deeds, notes or debentures is 6 years; Bonds Yes: issued by local governments are City Bonds-Debt: Investment Records Maturit I After l Mag, Mfr, 10 years;There are specific Treasurer (Finance holds actual bonds) OD, Ppr year requirements for disposal of unused bonds; CCP§§336(a)(1) &(2), 337.5(2); GC§43900 et seq.; GC§53921(City Treasurer destroys bonds) CityExpiration of Expiration of Yes: Until Mag, Mfr, Bonds-Maintenance Bond+2 Bond+2 Project is S No GC§34090 Treasurer years years Complete OD, Ppr Return to Return to Yes: Until After Notice of Completion has City Issuer Upon Issuer Upon Mag, Mfr, Treasurer Bonds-Performance Council Council Project is OD Ppr S No been filed,no longer needed; Direction Direction Complete GC§34090 Cash Receipts(Numeric Control- Copies(City Treasurer retains Finance Green Copy) 1 year 1 year Mag, Ppr numeric control copy for auditing purposes);GC 34090.7 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention/Disposition Comment!Reference Record Image: Destroy Active Inactive 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.g.last document+2 ears since destruction is normally erformed by file folder. Litigation, claims, complaints, auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement. CityClosed Closed Yes: Until Treasurer Civil Citations (fully paid) (fully paid) Closed Mag, Ppr GC§34090 +2 years +2 years Cit Yes: Department Preference Y (Negative credit information is Treasurer Collections/VWA 2 years 5 years 7 years Mag, Ppr S/I After Inactive retained for 7 years on consumer credit reports); GC§34090 Collection Agencies continue to Collections: Unpaid or Uncollected Yes: collect as long as they wish; City Debts: Small Claims, Parking, Until Paid Until Paid Mag, Mfr, S/I After 1 Library sends unpaid accounts Treasurer OD, Ppr directly to the collection agency, Library, Returned Checks, etc. year Department Preference;GC 34090 City Daily Batch Work Files 2 years 2 years Mag, Ppr GC§34090 Treasurer City Treasurer Daily Cash Forecast Files 2 years 2 years Mag, Ppr GC§34090 Yes: Department preference(meets City Deferred Compensation Statements Mag, Mfr, auditing standards); Published Treasurer Only) 2 years 3 years 5 years S/I After 1 ( Y) OD, Ppr year articles for bank statements show 4-7 ears; GC§34090 City Deposits, Daily Cash Reports& 2 years 3 years 5 years Mag, Ppr Consistent with auditing Treasurer Receipts standards;GC§34090 All tangible property held by government agencies escheats City Escheat(Unclaimed money/ Escheat+2 Escheat+2 after 3 years;Statute of Mag, Ppr Limitations is 1 year for seized Treasurer uncashed checks) years years property; Meets auditing requirements CCP§§340(4);GC 34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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 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+2years), since destruction is normally performed b file folder. Liti ation, claims, complaints, auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Investment Files: Individual Supporting documentation for Transactions(Broker confirmations, City Investments of Operating Funds; Treasurer Certificates of Deposit,Wire 2 years 3 years 5 years Mag, Ppr meets auditing standards; GC Transfers, Broker Confirmation, Bid §34090 data, bank rates,etc.) Investment Files: Monthly Finance Statements(Broker Statements, 2 years 2 years Mag, Ppr Copies; GC§34090.7 Monthly Bank Statement,etc.) Investment of Bond Funds-See Bonds Published articles show disposal +7 years for security brokerage City Investment of Operating Funds Yes: Until Mag, Mfr, Yes: slips;other cities show audit+7- Treasurer (Direct Investments) 2 years 5 years 7 years Disposal OD, Ppr S/I After 1 10 years; statewide guidelines year propose permanent; FTC Reg's rely on"self-enforcement"; GC§§34090,43900 City Investment Reports 2 years 8 years 10 years Mag, Ppr Department preference; meets Treasurer auditing standards; GC§34090 City Legal Opinions Relating to the City 2 y ears P P Yes: Until Mag, Mfr, S/I Yes: Department Preference;GC Attorney Treasurer Superseded OD, Ppr After 1 §34090.7 City Liens p P Yes: Until Mag, Mfr, S Yes: 1 GC§34090(a) Treasurer Paid OD, Ppr year City Notice of Decision(3rd Party) 2 years 2 years Mag, Ppr GC§34090 Treasurer Reports-Except Sympro and When No When No Finance Investment Reports Longer Longer Mag, Ppr Copies; GC§34090.7 Required Required HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive 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.g. last document+2 ears since destruction is normally performed by file folder. Litigation, claims complaints, auditspending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). City Reports-Sympro and Investment Department preference(exceeds Treasurer Reports 2 years 8 years 10 years Mag, Ppr auditing requirements);GC §34090 City Fully Paid+ Fully Paid+ Yes: Until Mag, Mfr, S Yes: 1 Meets auditing needs; GC Treasurer Small Claims 2 years 2 years Closed OD, Ppr year §34090 City Transient Occupancy Tax(TOT) 2 years 3 years 5 years Yes: Until Mag, Ppr Retained for auditing purposes; Treasurer Paid GC§34090 City Wire Transfers 2 years 3 years 5 years Mag,Mfr, S/I Yes: For auditing purposes;GC Treasurer OD, Ppr After 1 §34090,26 CFR 1.6001-1 City Working Files(Administrative, 2 years 2 years Mag, Ppr Consistent with City-wide Treasurer Parkin Citation,etc. standards;GC§34090 HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 a 9 City of Huntington Beach INTER-DEPARTMENT COMMMUNICATIO N fFb)I 1409 Pa.. � Date: Subject: REQUEST TO UPDATE RECORDS RETENTION SCHEDULE Department: ! m /1 e e- Version #: I ,_:; Proposed updates to the Records Retention Schedule for DEPARTMENT are attached in a "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. 1 have reviewed and approved the proposed updates to the Records Retention Schedules. Department Head Date rk Dat City Manager Date JCAttorney Date Ver. 13.0 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) OD or Mfr Imag) Retention Options M=Mfr ed& 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, pending records requests, and/or investigations suspend normal retention periods retention resumes 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 2 Mag, Mfr, Yes: Police Reporting: ANNUAL years P P OD, Ppr S/I After 1 Historical Value;GC§34090 Crime Statistics/Uniform Crime Police Reporting: PERIODIC(Monthly, 2 years 2 years Mag, Ppr GC§34090 _ Bi-monthly,etc.) _ Department Preference;All State Final Final Yes: and Federal laws require retention Grievances(Human Resources until final disposition of formal Police Disposition Disposition Before Mag, Ppr is OFR for some employees) complaint; State requires 2 years +5 years +5 years Disposition after action is taken; GC§§12946, 34090 When No When No Longer Longer Department preference; GC Police Gun Range Historical Files Required Required Mag, Ppr §34090 (minimum 2 (minimum 2 years) years) 5 years After 5 years After Misleading,obsolete or unreliable Last Last information is required to be Police Intelligence Files Information Information Mag, Ppr destroyed; remaining records must ! Received in Received in not be retained longer than 5 On-Going On-Going years; 28 CFR 23.20(h); GC Investigation Frivestigation §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 ~ Office of ' Record ICategory ID# Records Description Retention I Disposition Comments/Reference Image: Destroy Active Inactive Total Media 1=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. Liticlation. claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention eriods retention resumes after settlement. Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Officer Final after action is taken; Statute of Police Involved 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: complaint; State requires 2 years Sustained and Not Sustained Final Final after action is taken; Statute of Police Disposition Disposition Mag, Ppr Limitations is 4 years for (other than Officer Involved 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 Police Non-sworn Employee File: P P Mag, Ppr Department Preference; GC Index Card, Photo §34090 Human Non-sworn Employee File: Separation+ Separation+ Mag Ppr Department Preference(copies); Resources Medical Files 30 years 30 years ' p GC 34090.7 Non-sworn Employee File: Separation+ Separation+ Department Preference; GC Police Personal Information 5 years 5 years Mag, Ppr §34090 Police Payroll Exception Forms 5 years 5 years Mag, Ppr Department Preference(meets auditing standards);GC§34090 HUNTINGTON BEACH, CA. @1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record i Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan , 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, Dending records requests, and/or investigations sus end normal retention periods retention resumes after settlement). Claims can be made for 30 years for toxic substance exposure; EEOC/FLSA/ADEA(Age)requires POST Data, Files and Printouts Separation+ Separation + Mag, Mfr, Yes: 3 years for promotion,demotion, Police S/I When transfer, selection, or dischar e;(Training Courses) 5 years 5 years 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 Consistent with Accounts Payable; Police Purchase Orders 2 years 3 years 5 years Yes: Until Mag, Ppr Published articles show 3 years; Paid Statute of Limitations is 4 years; ; GC§34090, CCP§337 Death of Death of Human Department Preference(copies); Resources Sworn Employee Medical File Employee+ Employee+ Mag, Ppr GC§34090.7 1 year 1 year Death of Death of Human Department Preference(copies); Sworn Employee Personnel File Employee+ Employee+ I Mag, Ppr Resources _ 1 year 1 year GC§34090.7 Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Mag Mfr, Yes: contracts; Statute of Limitations , Police (when the vehicle or equipment Lease+2 3 years Lease+ 5 S/I After 1 for contracts is 4 years; CCP is not subsequently purchased) years years OD, Ppr year §§337., 337.1(a), 337.15; GC §34090 et seq. Vehicle Maintenance History Life of Life of Department Preference; GC Police (Police Vehicles) Vehicle+2 Vehicle+2 Mag, Ppr §34090 Years years Upon Upon Mag,Ppr Mfr, Provided to new owner; GC OD, Police Vehicle Title("Pink Slips") Disposal of Disposal of S/I No §34090 Vehicle Ve Vehicle HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of CategoryID# Records Description Retention I Disposition Comments/Reference Record P P Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Department Preference, Bureau of Yes: National Affairs recommends 2 Police iWork Assignments Schedules 2 ears 2 ears Current P r ears for work schedules 29 CFR 9 (Schedules) Y Y P Y , Schedule 51 6.6 1 29 CFR 1602.14 GC only 34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off-site Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan 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 erformed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). INVESTIGATIONS ALL 2 years after 2 years after Expiration of Expiration of Department Preference; GC Alcohol Beverage Applications ABC ABC Ppr §34090 License License Background Checks for Business Licenses: Bingo, Mag, Mfr, Department Preference; GC Police Massage Technician & Parlors, 5 years 5 years OD, Ppr M/S/I No §34090 Sexually Oriented Business (SOB)etc. Background Files-Non-sworn Yes: Separation + Separation + Mag, Mfr, Retained for administrative value; Police Employees, Volunteers& 5 years 5 years OD, Ppr S/I After 1 GC§34090 Reservists year Yes: Background Files-Sworn Separation+ Death of Death of Mag, Mfr, Department Preference; GC Ppr Police Employee+ Employee+ S/I When Employees 5 years 1 year 1 year OD, Inactive §34090 EEOC/FLSA/ADEA(Age) Background Files- requires 3 years;State Law Police Unsuccessful Applicants(Not 3 years 3 years requires 2-3 years; 29 CFR Hired) 1627.3(a)(5)and(6), 8 CCR §11040.7(c), GC§§12946, 34090 Department Preference; Notes Police Field Interview Cards(FI's) 2 years 2 years Ppr destroyed in the regular course of business; GC§34090 et seq. Close of Close of Some dealers have an automated Police Guns: Dealers Record of Sale Business+ Business+ Mag, Ppr link to DOJ; PC§12070 2 years 2 years Yes: Police Index Cards: All Applicants 100 years 100 years Mag, Mfr, S/I After 1 Retained for administrative value; OD, Ppr GC§34090 year ` HUNTINGTON BEACH, CA. Adopted: 2/4/02©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record ' Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan C, ? If the record is not 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 /aints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). JAIL ' Yes: � Police Photos: Mug Shots P p Mag, Mfr, S/I When Retained for administrative value-, OD, Ppr Inactive GC§34090 LAB Follows Follows Fingerprint Cards(prior to Live Retention of Retention of Mag, Mfr, Yes- Police /I After"I Department Preference; GC Police Scan) Crime Crime OD, Ppr §34090 Report Report year Follows Follows j Yes: Retention of Retention of Mag, Mfr, Police Photos& Film: Crime Scenes Crime Crime OD, Ppr S/I When See appropriate Crime Report Report Report Inactive Follows Follows Retention of Retention of Mag, Mfr, Yes: Police iAnalysis Reports Crime Crime OD, Ppr S/I When See appropriate Crime Report — --- Report Report Inactive I Follows Follows Retention of Retention of Mag, Mfr, Yes: Police Laboratory Records Crime Crime OD, Ppr S/I When See appropriate Crime Report Report Report Inactive Department Preference; GC Police Maintenance Logs 5 years 5 years Mag, Ppr §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 e PD-7 RECORDS RETENTION SCHEDULE: POLICE Page Office of Category ID# Records Description Retention/Disposition osition Comments/Reference Record (-__ Destroy Image: Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan C If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). RECORDS and PROPERTY Pursuant to PC§457.1 et seq.; required to register for life; If released from CYA, records are Police Arson Registrations: Adults 10 years 90 years 100 years Mag, Ppr destroyed after age 25 or sealing pursuant to W&I §781, GC §34090.7 Pursuant to PC§457.1 et seq.; If Arson Registrations: Juveniles ; Age 25 or Age 25 or released from CYA, records are Police released from California Youth :Sealing Date, Sealing Date 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 years Ppr Consistent with auditingstandards; GC§34090 Citations: Marijuana Citations Police or Reports(less than 28.5 2 years 2 years Ppr GC§34090, H&S§11361.5 grams) __ -- ----_-- -- - - - T_ Department Preference; Statute of Citations: Misdemeanor Traffic, 3 Limitations is up to two years;Also Police Parking, or Criminal years 3 years Ppr See Crime Reports; GC§34090, PC§802 Per Per Police CLETS Logs Subscribers Subscribers Mag, Ppr GC§34090 - Agreement Agreement I Minimum No Minimum No Further Further Crime Reports: Child Abuse or,' Close of Report on Report on Mag, Mfr, Yes: Police Neglect Investigation Reports-Investigation Suspected Suspected OD, Ppr S/M/I After QC PC§§11169(c),11170(a)(3) Unsubstantiated or Inconclusive Abuser+ 10 Abuser+ 10 ears years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) I (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 Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes.after settlement. Department Preference; Provided there are no outstanding warrants, When No unrecovered weapons, criminal Crime Reports: Felonies and Longer When No deaths,they are not historically Misdemeanors-ALL except Required- Longer Yes: Mag' Mfr, significant, and it is not classified Police Report# those otherwise specifically Minimum Required- Before OD, Ppr S/I No under PC§800&290 and H&S mentioned in this retention Minimum Disposition §11850; Stat, of Limit. is 2 yrs; schedule 10 years 10 years 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 Department Preference; Most Elder Abuse, Sexual Assault& Yes: Yes: have no limitations on Police Report# Neglect, Rape, Misuse of Public P P Before Mag, Mfr, S/I After 1 commencement of action; PC§§ Funds,Train-wrecking,Treason, Disposition OD, Ppr p i year 261, 286,288, 288a, 288.5, 289, Suicide, Fatalities(Crimes 289.5, and 799 Subject to Death Penalty or without statute of Limitations) Crime Reports: Marijuana less 2 years or 2 years or Police than 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 Offender is Offender is (Courts and other Agencies"Shall" Police on School Grounds during 18 Years 18 Years Yes Mag, Ppr destroy); H&S§ 11361.5 et seq., School Hours (with procedure Old Old 11357(e) in H&S 11361.5 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID#, Records Description Retention/Disposition Comments/Reference 9 rY P Record -T Destroy Image:Inactive paper Active Total Media 1=Import (OFR) (Off site, Vital? 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.g. last document+2 years), since destruction is normally performed by file folder. Litigation, claims, complaints audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. Crime Reports: Misdemeanor Conviction Conviction or Arrest(if or Arrest(If Police Marijuana H&S§11357(b)(d)or No No Yes Mag, Ppr (Courts and other Agencies"Shall" H&S§11360(b)(with procedure Conviction) Conviction) destroy); H&S§ 11361.5 et seq. in H&S§11361.5) +2 years +2 years ears or Yes: Crime Reports: Missing 2 y Mag, Mfr, Yes: Dept. Preference;Also see Crime Police Person Reports (unreturned) Until P P Before OD, Ppr S/I When Reports; GC§34090 Located Disposition 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 date age of majority+8 years;Sealing Crime Reports: Sealed Cases Mag, Mfr, for Juveniles and Wards of the Police (e.g.Juveniles) +5 years(or +5 years(or Court Order) Court Order). OD, Ppr Court retained for 5 years; GC §68152(g)(1&2);W&I§§300, 389(a&c), 781(c&d), 826(a) Police Daily Activity Logs: Patrol & 2 years 2 years Ppr Department Preference; GC Traffic §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. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 • Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID#I!, Records Description Retention/Disposition Comments/Reference Record I — Image: Destroy Active Inactive Total Media I=Import Paper (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, complaints audits, pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement. When No When No Incident Reports/Information Longer Longer Mag, Mfr, Yes: Police Reports p Required- Required- OD, Ppr S/I After 1 Dept. Preference; GC§34090 p Minimum Minimum year _ 10 years 10 years 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 years 3 years Ppr investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; B&P§21633; 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(d);GC§34090 If artifact over$10,000, artifact is permanent-Statute of Limitations Police Property, Gun and Narcotics 2 years P P Mag, Ppr is up to 3 years(recovery from Logs seized property by police is 1 year); CCP§338(c), 340(d), 341(a); GC§34090 Recordings of Telephone& Department Preference; Statewide !Police Radio Communications 3 years 3 years Mag guidelines propose 180 days ! Dispatch Tapes(CAD) (legally mandated for 100 days); GC 34090, 34090.6 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/11 Ver. 13.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Im p ort Paper OFR Off-site Vital. after ( ) (in office) OD or Mfr) Retention Options M=Mfr iImaged 8� 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,pending records request , and/or investigations sus end normal retention periods retention resumes after settlement). Restraining Orders(TROs& Expiration of Expiration of Department Preference; Non- Police EPOs) Order Order Ppr records(Court is OFR);GC (RA dt.ep-liAc-atfoinpcniss,_CI JeartiilfiTcoauter�s . §34090 Police ....... . , ._ .... -�, GC§34 r9Q ° Department Preference; Data Police RMS Database Indefinite Indefinite Yes Mag, Ppr Fields/Records are interrelated; GC§34090 Pursuant to PC§290 et seq.; If Police Sex Offender Registrations: 10 years 90 years 100 years Mag, Ppr released from CYA, records are Adults destroyed after age 25 or sealing pursuant to W&I 781; P or Sealing P or Sealing Police Sex Offender Registrations: Date+5 Date+5 Mag, Ppr Pursuant to PC§290 et seq. Juveniles years(or years(or Court Order) Court Order) Police Subpoena Payroll Logs 5 years 5 years Mag, Ppr Department Preference(meets auditing standards); GC§34090 Police Vehicle Repossession and PPI 2 years 2 years Mag GC§34090 _ Forms (Follows Follows Video Interviews(re: Crime Department Preference; GC Police Reports) case case Mag p ) §34090 Police Report# (Weapons, Serialized, Lost/ P P retention) retention) Ppr Department Preference; GC Stolen-Not Located 34090 ' HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Adopted: 2/4/02 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revised: 9/6/1 1