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HomeMy WebLinkAbout2020 Records Retention Schedules / Authorization for Amendme August 27, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Police Version Number being approved: 29 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The attached 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 Department Head, City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. L4W la�l as Department'Head Date City Clerk Date 3 1.O2.b City Manager Date 9 ,- ( 9 "a"a��� Q.11 City Attorney Date Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Category ID# Records Description Retention 1 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& 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. HOLDS:Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). POLICE ADMINISTRATION OPERATIONS/CHIEF 1 INVESTIGATIONS/UNIFORM Police PD-001 Administrative Files 5 years 5 years Mag, Ppr GC§34090 Police PD-002 Bicycle Licenses 2 years 2 years Mag, Ppr Meets auditing standards; GC §34090 Yes: Filed on line with the State; Police PD-003 Crime Statistics/Uniform Crime 2 years P P Mag, Mfr, S/I After 1 Department preference; Reporting: ANNUAL OD, Ppr year HISTORICAL VALUE GC§34090 Crime Statistics/Uniform Crime When No When No Filed on line with the State; Police PD-004 Reporting: PERIODIC(Monthly, Longer Longer Mag, Ppr Department preference; GC Bi-monthly, etc.) Required Re wired §34090 Transitory or source records not Until Until retained in the ordinary course of Superseded, Superseded, business; CHP audits every 2 Police PD-005 DMV Pull Notices-Police Only or Employee or Employee Mag, Ppr years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 Department Preference;All State Final Final Yes: and Federal laws require retention Police PD-006 Grievances(Human Resources Disposition Disposition Before Mag, Ppr until final disposition of formal is OFR for some employees) +5 years +5 years Disposition complaint; State requires 2 years after action is taken; GC§§12946, 34090 When No When No Longer Longer Department preference; GC Police PD-007 Gun Range Historical Files Required- Required- Mag, Ppr §34090 Minimum 2 Minimum 2 years years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver.29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy te siInactive Paper (OFR) Active (Off- Total Media 1=Import (in office) OD(Off-site Retention Vital? Options M=Mfr after Imaged 8� 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+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No Longer Longer Department Preference; Does not Police PD-008 Informant Files Required- Required- Ppr, Mag contain criminal intelligence information concerning individuals; Minimum 2 Minimum 2 GC§34090 years years Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the 5 years After 5 years After individual is involved in criminal Last Last conduct or activity and the Information Information information is relevant to that Police PD-009 Intelligence Files Mag, Ppr criminal conduct or activity. Received in Received in On-Going On-Going Misleading, obsolete or unreliable Investigation Investigation information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention/Disposition Comments I 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& 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. HOLDS:Litigation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Officer Final after action is taken; Statute of Police PD-010 Involved Shootings Disposition P P Mag, Ppr Limitations is 4 years after the +5 years discovery of the offense for misconduct in office; PC 801.5, 803(c). 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 PD-011 (other than Officer Involved Disposition Disposition Mag, Ppr Limitations is 4 years after the +5 years +5 years discovery of the offense for Shootings) misconduct in office; PC 801.5, 803(c). EVC§1045, GC§§12946, 34090, PC§§801.5, 803(c), 832.5, VC§2547 Police PD-012 Non-sworn Employee File: P P Mag, Ppr Department Preference; GC Index Card, Photo §34090 Human Non-sworn Employee File: Separation + Separation+ Mag, Mfr, Department Preference(copies); Resources PD-013 Medical Files 30 years 30 ears OD, Ppr S/I After % GC§34090.7 Non-sworn Employee File: Separation + Separation + Mag, Mfr, Department Preference; GC Police PD-014 Personal Information 5 years 5 ears OD, Ppr S/I After QC §34090 Police PD-075 Non-sworn Employee File: P P Mag, Mfr, S/I After QC Department Preference; GC Historical (Obituaries,etc.) OD, Ppr §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy (Off-site, Paper (OFR) Active (Off- Total Media I=Import (in office) , Retention Vital? after OD te 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. HOLDS:Litigation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-015 Payroll Exception Forms 5 years 5 years Mag, Ppr Department Preference(meets auditing standards); GC§34090 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 PD-016 (Training Courses) 5 years 5 years OD, Ppr S/I After QC transfer, selection, or discharge; &OD 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 PD-017 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 Police/ Report of data regarding the Chief/ PD-082 number,type, or disposition of 2 years 2 years Mag, Ppr GC§34090 et seq. Admin. complaints made against its officers(optional) Human Death of Death of Department Preference(copies); Resources PD-018 Sworn Employee Medical File Employee+ Employee+ Mag, Ppr GC§34090.7 1 year 1 year Human Death of Death of Department Preference(copies); PD-019 Sworn Employee Personnel File Employee+ Employee+ Mag, Ppr Resources 1 year 1 year GC§34090.7 Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Police PD-020 (when the vehicle or equipment Lease+2 3 years Lease+ 5 Mag, Mfr, 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. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver.29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) OD 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 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Vehicle Maintenance History Life of Life of Department Preference; GC Police PD-021 Vehicle+2 Vehicle+2 Mag, Ppr (Police Vehicles) years ears §34090 Upon Upon Police PD-022 Vehicle Title("Pink Slips") Disposal of Disposal of Mag, Mfr, S/I No Provided to new owner; GC Vehicle Vehicle OD, Ppr §34090 Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police PD-023 Work Assignments(Schedules) 2 years 2 years Schedule Ppr years for work schedules; 29 CFR only 516.6(1), 29 CFR 1602.14, GC§ 34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS: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 PD-024 Alcohol Beverage Applications ABC ABC Ppr §34090 License License Background Checks for Business Licenses: Bingo, Mag, Mfr, Department Preference; GC Police PD-025 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 PD-026 Employees,Volunteers& S/I After 1 5 years 5 years OD, Ppr GC§34090 Reservists year Background Files-Sworn Separation + Death of Death of M Yes:ag, Mfr, Department Preference; GC Police PD-027 Employees 5 years Employee+ Employee+ OD, Ppr S/I When §34090 1 year 1 ear Inactive EEOC/FLSA/ADEA(Age) Background Files- requires 3 years; State Law Police PD-028 Unsuccessful Applicants(Not 3 years 3 years requires 2-3 years; 29 CFR Hired) 1627.3(a)(5)and(6), 8 CCR §11040.7(7)(C), GC§§12946, 34090 Department Preference; Notes Police PD-029 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 PD-030 Guns: Dealers Record of Sale Business+ Business+ Mag, Ppr link to DOJ; GC§34090 2 years 2 years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site a Active (Off- , Total Vital? Media I=Import after (in office) OD(Off-site, Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Liti ation claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Yes: Police PD-031 Index Cards: All Applicants 100 years 100 years Mag, Mfr, S/I After 1 Retained for administrative value; OD, Ppr ear GC§34090 JAIL Follows Follows Yes: Retention of Retention of Mag, Mfr, Retained for administrative value; Police PD-032 Photos: Mug Shots Crime Crime OD, Ppr S/I When GC§34090 Report Report Inactive LAB Follows Follows Yes: Fingerprint Cards(prior to Live Retention of Retention of Mag, Mfr, S/I After Department Preference; GC Police PD-033 Scan) Crime Crime OD, Ppr year §34090 Report Report Follows Follows Retention of Retention of Mag, Mfr, Yes: Police PD-034 Photos&Film: Crime Scenes Crime Crime OD, Ppr S/I When See appropriate Crime Report Report Report Inactive Follows Follows Yes: Retention of Retention of Mag, Mfr, Police PD-035 Analysis Reports S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Report Follows Follows Yes: Retention of Retention of Mag, Mfr, Police PD-036 Laboratory Records S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Re ort Police PD-037 Maintenance Logs(Laboratory 5 years 5 years Mag, Ppr Department Preference; GC Equipment) §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Destroy Image: Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8� 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. HOLDS: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.; 90 years, 100 years, required to register for life, If Mfr, Police PD-038 Arson Registrations: Adults 10 years or Death of or Death of Mag, S/I Yes:After released from CYA, records are Registrant Registrant OD, Ppr QC 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 PD-039 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 When No When No Lon Finance PD-040 Auction Receipts&Records Requ9ed- Requer ired- Ppr er Consistent with auditing (Issued a DR#) Minimum Minimum standards; GC§34090 10 years 10 years Citations: Marijuana I Cannabis Police PD-041 Citations or Reports(less than 2 years 2 years Ppr GC§34090, H&S§11361.5 28.5 grams) Department Preference; (the Statute of Limitation for collections Citations: Misdemeanor Traffic, is 5 years from the date of the last Police PD-042 Parking, or Criminal 3 years 3 years Ppr violation); CVC 40222(b);Also See Crime Reports; GC§34090, PC§802 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Llge: Destroy Active Inactive Total portPaper (OFR) (in office) (Off-site, Retention Vital? Mfrafter OD or Mfr) can Imaged& . ? If the record is not listed here, refer to the Retention for Cit -Ifde 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. HOLDS:Litigation, claims, com laints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Fully Paid, Fully Paid, Department preference(the Police/ Citations-Payment Plans for Written off, Written off, Statute of Limitation for collections Records or Forgiven or Forgiven PD-083 outstanding parking citations Mag, Ppr is 5 years from the date of the last received by indigent persons +5 years +5 years violation); CVC 40222(b); GC §34090 Per Per Police PD-043 CLETS Logs Subscribers Subscribers Mag, Ppr GC§34090 Agreement A reement Yes: Yes: Department Preference; Provided there are no outstanding warrants, Crime Reports: Felonies and When No When No unrecovered weapons, criminal Misdemeanors-ALL except Longer Longer deaths,they are not historically Police PD-044 those otherwise specifically Required- Disposition Mag, Mfr, significant, and it is not classified Required- Before . S/I After 1 Minimum OD, Ppr under PC§800&290; Stat. of mentioned in this retention 10 years Minimum Di year Limit. is 2 yrs; Destroy juvenile schedule 10 years marijuana after age18; H&S §11361.5, GC§34090, PC§802, PC§§187, 800 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (Off-site, Pape (OFR) r Active - Total Media I=Import (in office) ,or Retention Vital? after OD(Offte Options M=Mfr Imaged& S=Scan , d If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Department Preference; DOJ Elder Abuse, Sexual Assault& retains CACI (Child Abuse Central Neglect, Rape, Misuse of Public Index) information for adults 100 Yes: Suicide, Fatalities, Funds, Train-wrecking, Treason, Mag OD, Ppr, Mfr, Yes: years; No limitations on Police PD-045 P P Before S/I After 1 commencement of action; Courts Substantiated Child Abuse or Disposition year keep permanently PC§§261, 286, Severe Neglect(Adults Only) 288, 288a, 288.5, 289, 289.5, 290, (Crimes Subject to Death and 799; 11169 et seq.; Penalty or without statute of 11170(a);,WIC 707(b) Limitations Crime Reports: Marijuana less 2 years or 2 years or Police PD-046 than 28.5 grams subject 18 subject 18 Ppr GC§34090, H&S§11361.5 years old years old Date of Date of Crime Reports: Incident+ Incident+ Police/ PD-076 Juvenile Child Abuse or 10 years, 10 years,If No If No Yes Mag, Mfr, S/M/I Yes: PC§§11169(i); 11170(a); GC Records Severe Neglect Subsequent Subsequent OD, Ppr After QC §34090 Reports Reports Crime Reports: Misdemeanor or Infraction Marijuana/ Cannabis§11357(d)-Juvenile Offender is Offender is (Courts and other Agencies"Shall" Ca Police PD-047 Ca 18 Years 18 Years. Yes Mag, Ppr destroy); H&S§ 11361.5 et seq., on School Grounds during Old Old 11357(de) School Hours(with procedure in H&S§11361.5 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards C, Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally pe7ormed by file folder. HOLDS:Litigation, claims, com taints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 2 years or Yes: Yes: Police PD-049 Crime Reports: Missing Until P P Before Mag, Mfr, S/I When Dept. Preference;Also see Crime Person Reports(unreturned) Located Disposition OD, Ppr Inactive Reports; GC§34090 Individual petitions District Police PD-050 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) Crime Reports: Sealed Cases Statute of Limitations runs up to (e.g.Juveniles) Except Child age of majority+8 years; Sealing Abuse or Severe Neglect, Sealing date Sealing date Mag, Mfr, for Juveniles and Wards Police PD-051 (Substantiated),those with +5 years(or + 5 years(or outstanding stolen property, Court Order) Court Order) OD, Ppr Court retained for 5 years;: GC the including firearms, or lost §68152(g)(1&2);W&I§§300, 389(a&c), 781(c&d), 826(a) firearms Police PD-052 Daily Activity Logs: Patrol& 2 years 2 years Ppr Department Preference; GC Traffic §34090 Police PD-053 Department of Justice Validation 2 years 2 years Mag, Ppr Information received by DOJ; GC Lists §34090 Department Preference; Police PD-054 Drug Registrants 5 years 5 years Mag, Mfr, S/I Yes: Registration is required for 5 OD, Ppr After QC years; GC§34090, H&S§11590 et seq., H&S§11594(a) When No When No Incident Reports/Information Longer Longer Mag, Mfr, Yes: Police PD-056 Reports p Required- Required- OD, Ppr S/I After 1 Dept. Preference; GC§34090 p Minimum Minimum year 10 years 10 years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (Off-site, Paper (OFR) Active - Total Media I=Import (in office) , Retention Vital? after OD or(Offte Options M=Mfr Imaged 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+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference; Court Police PD-057 Officer Subpoenas 1 year 1 year Mag, Mfr, S/I Yes: documents provided to the Officer; OD, Ppr After QC GC§34090 et seq. Department preference; Court Police PD-077 Subpoenas Duces Tecum 1 year 1 year Mag, Mfr, S/I Yes: documents provided to the City; OD, Ppr After QC GC§34090 et seq. Department Preference; (Dealers are required to keep for 3 years); Non-records used for Police PD-058 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 PD-059 Property Monthly Logs 2 years 2 years Mag, Ppr Department Preference; GC §34090 (Criminal (Criminal Statute of Limitations is 1 year for Police PD-060 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 PD-061 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 PD-062 Radio Communications 1 year 1-year 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 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 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& 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. HOLDS:Litigation, claims com laints, audits,pending records requests, and/or investi afions suspend normal retention periods retention resumes after settlement). Restraining Orders(TROs& Expiration of Expiration of Department Preference; Non- Police PD-063 EPOS) Order Order Ppr records(Court is OFR); GC §34090 Police PD-064 Ride-A-Longs/Jail Tours 2 years 2 years Ppr GC§34090 (Applications, Certificates Department Preference; Data Police PD-065 RMS Database Indefinite Indefinite Yes Mag, Ppr Fields/Records are interrelated; GC§34090 Department preference;After 90 years, 100 years, 2021, Offenders can petition Court Sex Offender Registrations: Mag, Mfr, Yes: for removal 10 or 20 years after Police PD-066 Adults 10 years or Death of or Death of OD, Ppr S/I After QC offense, provided there are no Registrant Registrant subsequent offenses; Pursuant to PC§290 et seq. Pursuant to PC§290 et seq.;After 2021, Offenders can petition Court 10 years-or 100 years or for removal 10 or 20 years after Sex Offender Registrations: Sealing Date Sealing Date Mag, Mfr, Yes: offense, provided there are no Police PD-067 Juveniles +5 years(or 90 years +5 years(or OD, Ppr S/I After QC subsequent offenses; If released Court Order) Court Order) from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; Police PD-068 Subpoena Payroll Logs 5 years 5 years Mag, Ppr Department Preference(meets auditing standards); GC§34090 Police PD-069 Vehicle Repossession and PPI 2 years 2 years Mag GC§34090 Forms Police PD-070 Video Interviews(re: Crime (Follows Follows case case Mag Department Preference; GC Reports) retention) retention §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 29.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of Category ID# Records Description Retention/Disposition Comments 1 Reference Record Image: Destroy Inactive Paper (OFR) (Off-site, Vital?Active f- , Total Media I=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.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, com taints, audits,pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Department preference(Lexipol Recordings: In-Car Video Section 446.10.1 requires 1 year); Recordings/Mobile Recordings that become evidence Police PD-078 Audio/Video Recordings that are 2 years 2 years Mag are stored with evidence-these not evidence are preliminary documents/ transitory recordings; GC §34090.6 et seq. Police/ Recordings: Body-Worn PC§832.18(b)(5)(E); GC Admin.- PD-079 Cameras—LOGS of Access or P P Mag §34090.6 et seq. Commun. Deletion of Data Recordings: Body-Worn Follows Follows the Retention of Police/ Cameras-that ARE evidence, retention for the PC§832.18(b)(5)(B)&(C); GC Admin. - PD-080 Officer Involved Shootings/ Evidence, Evidence, Mag §34090.6 et seq. Commun. Detention or Arrest/ Minimum 2 Minimum 2 Complaints years ears Police/ Recordings: Body-Worn PC§832.18(b)(5)(A); GC Admin. - PD-081 Cameras-that are NOT 60 days 60 days Mag §34090.6 et seq. Commun. evidence Police PD-073 Video Recordings -CITY 1 year 1 year Mag Records regular and ongoing OPERATIONS operations; GC§34090.6 Video Recordings -PUBLIC 183 days 183 days� �heR � Does not record"regular and Police PD-074 Areas(Downtown, Parking Lots, When Mag ongoing operations"; GC etc.) LengeF Le Requifed §34090.6 Police PD-071 Weapons, Serialized, Lost/ P P Ppr Department Preference; GC Stolen-Not Located §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 May 27, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Police Version Number Being Approved: 28.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. Department Head Date / City qlerk Date , , ¢ify Manager Date I�VlCit t ney Date Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Category ID# Records Description Retention/Disposition Comments/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& a.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. HOLDS:Litigation, claims. complaints. audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. POLICE ADMINISTRATION OPERATIONS/CHIEF/INVESTIGATIONS/UNIFORM Police PD-001 Administrative Files 5 years 5 years Mag, Ppr GC§34090 Police PD-002 Bicycle Licenses 2 years 2 years Mag, Ppr Meets auditing standards; GC §34090 Crime Statistics/Uniform Crime Mag, Mfr, Yes: Filed on line with the State; Police PD-003 Reporting: ANNUAL 2 years P P OD, Ppr S/I After 1 Department preference; year HISTORICAL VALUE GC §34090 Crime Statistics/Uniform Crime When No When No Filed on line with the State; Police PD-004 Reporting: PERIODIC (Monthly, Longer Longer Mag, Ppr Department preference; GC Bi-monthly,etc.) Required Required §34090 Transitory or source records not Until Until retained in the ordinary course of Superseded, Superseded, business; CHP audits every 2 Police PD-005 DMV Pull Notices- Police Only or Employee or Employee Mag, Ppr years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 Department Preference;All State Final Final Yes: and Federal laws require retention Grievances(Human Resources until final disposition of formal Police PD-006 is OFR for some employees) Disposition Disposition Before Mag, Ppr 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 PD-007 Gun Range Historical Files Required- Required- Mag, Ppr §34090 Minimum 2 Minimum 2 years I years HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of I Record I Image:Category ID# Records Description Retention I Disposition Comments I Reference _ 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. HOLDS.Litigation, claims, complaints, audits, pending records requests, and/or iovesti ations suspend normal retention periods retention resumes after settlement). When No When No Longer Longer Department Preference; Does not Police PD 008 Informant Files Required Required Ppr, Mag contain criminal intelligence information concerning individuals; Minimum 2 Minimum 2 GC §34090 years ear s Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the 5 years After 5 years After individual is involved in criminal Last Last conduct or activity and the Information Information information is relevant to that Police PD-009 Intelligence Files Received in Received in Mag, Ppr criminal conduct or activity. On-Going On-Going Misleading, obsolete or unreliable Investigation Investigation information is required to be destroyed; remaining records must not be retained longer than 5 years, 28 CFR 23.20(h); GC §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) after (in office) (Off-site, Retention Vital? Options M=Mfr OD or Mfr) S=Scan Imaged 8 , � If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Officer Final after action is taken; Statute of Police PD-010 Involved Shootings Disposition P P Mag, Ppr Limitations is 4 years after the +5 years discovery of the offense for misconduct in office; PC 801.5, 803(c). 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 PD-011 (other than Officer Involved Disposition Disposition Mag, Ppr Limitations is 4 years after the +5 years +5 years discovery of the offense for Shootings) misconduct in office; PC 801.5, 803(c). EVC§1045, GC§§12946, 34090, PC§§801.5, 803(c), 832.5, VC§2547 Police PD-012 Non-sworn Employee File: P P Mag, Ppr Department Preference; GC Index Card, Photo §34090 Human Non-sworn Employee File: Separation+ Separation+ Mag, Mfr, Department Preference(copies); Resources PD-013 Medical Files 30 years 30 ears OD, Ppr nn S/I After QC GC§34090.7 Non-sworn Employee File: Separation+ Separation+ Mag, Mfr, Department Preference; GC Police PD-014 personal Information 5 years 5 years OD, Ppr S/I After QC §34090 Police PD-075 Non-sworn Employee File: P P Mag, Mfr, S/I After ' Department Preference; GC Historical (Obituaries, etc.) I I OD, Ppr 0 34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID# Records Description Retention I 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) S=Scan Imaged& C, If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS:Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-015 Payroll Exception Forms 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC§34090 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 PD-016 (Training Courses) 5 years 5 years OD, Ppr S/I After QC transfer, selection, or discharge; &OD 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 PD-017 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 Police/ Report of data regarding the Chief/ PD-082 number,type, or disposition of 2 years 2 years Mag, Ppr GC§34090 et seq. Admin. complaints made against its officers(optional) Death of rEmployee:+ Human Department Preference(copies); Resources PD-018 Sworn Employee Medical File Employee+ Mag, PprGC§34090.7 1year Death of Death of Human Department Preference(copies); Resources PD-019 Sworn Employee Personnel File Employee+ Employee+ Mag, Ppr GC§34090.7 1 year 1 year Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Police PD-020 (when the vehicle or equipment Lease+2 3 years Lease+ 5 Mag, Mfr,OD Ppr S/I After 1 for contracts is 4 years; CCP is not subsequently purchased) years years , year §§337., 337.1(a), 337.15; GC §34090 et seq. HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver.28.0 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) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Vehicle Maintenance History Life of Life of Department Preference; GC Police PD-021 Vehicle+2 Vehicle+2 Mag, Ppr (Police Vehicles) §34090 years years Upon Upon Mag, Mfr, Provided to new owner; GC Police PD-022 Vehicle Title('Pink Slips") Disposal of Disposal of OD, Ppr S/I No §34090 Vehicle Vehicle Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police PD-023 Work Assignments(Schedules) 2 years 2 years Schedule Ppr years for work schedules;29 CFR only 516.6(1), 29 CFR 1602.14, GC§ 34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 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 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. HOLDS: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 PD-024 Alcohol Beverage Applications ABC ABC Ppr §34090 License _ License Background Checks for Business Licenses: Bingo, Mag, Mfr, Department Preference; GC Police PD-025 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 PD-026 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 OD, Ppr Police PD-027 Employee+ Employee+ S/I When Employees 5 years 1 year 1 year Inactive §34090 EEOC/FLSA/ADEA(Age) Background Files- requires 3 years; State Law Police PD-028 Unsuccessful Applicants(Not 3 years 3 years requires 2-3 years; 29 CFR Hired) 1627.3(a)(5)and(6),8 CCR §1 1040.7(7)(C), GC§§12946, 34090 Department Preference; Notes Police PD-029 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 PD-030 Guns: Dealers Record of Sale Business+ Business+ Mag, Ppr link to DOJ; GC§34090 2 years 2 years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Off-site,Active O - Total Vital? Media 1=Import after OD or(in office) te 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. HOLDS:Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Mag, Mfr, Yes: Retained for administrative value; Police PD-031 Index Cards: All Applicants 100 years F1OOyears OD, Ppr S/1 Aftearl GC §34090 JAIL Follows Follows Yes: Retention of Retention of Mag, Mfr, Retained for administrative value; Police PD-032 Photos: Mug Shots Crime Crime OD, Ppr S/I When GC§34090 Report Report Inactive LAB Follows Follows Yes: S/I A Fingerprint Cards(prior to Live Retention of Retention of Mag, Mfr, Department Preference; GC Police PD-033 Scan) Crime Crime OD, Ppr y earr1 §34090 Report Report Follows Follows Yes: Police PD-034 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 Yes: Retention of Retention of Mag, Mfr, Police PD-035 Analysis Reports S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Re ort Follows Follows Retention of Retention of Mag,Mfr, Yes: Police PD-036 Laboratory Records S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report _ Report Police PD-037 Maintenance Logs(Laboratory 5 years 5 years Mag, Ppr Department Preference; GC Equipment) §34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver.28.0 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 I=Import (OFR) after (in office) (Off-site, Retention Vital? 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. HOLDS: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.; 90 years, 100 years, required to register for life; If Mfr, Police PD-038 Arson Registrations: Adults 10 years or Death of or Death of Mag, S/I Yes:After released from CYA, records are Registrant Registrant OD, Ppr QC 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 PD-039 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 When No When No Lon Finance PD-040 Auction Receipts&Records Requge - Requi red Longer - Ppr Consistent with auditing (Issued a DR#) Minimum Minimum standards; GC§34090 10 years 10 years Citations: Marijuana/Cannabis Police PD-041 Citations or Reports(less than 2 years 2 years Ppr GC§34090, H&S§11361.5 28.5 grams) Department Preference; (the Statute of Limitation for collections Citations: Misdemeanor Traffic, is 5 years from the date of the last Police PD-042 parking, or Criminal 3 years 3 years Ppr violation); CVC 40222(b);Also See Crime Reports; GC§34090, PC§802 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 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, Vital? Options M=Mfr after OD or Mfr) Retention 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. HOLDS:Litigation, claims, com lairnts, audits, pending records requests, and/or iovesti ations suspend normal retention periods retention resumes after settlement). Fully Paid, I Fully Paid, Department preference(the Police/ Citations- Payment Plans for Written off, Written off, Statute of Limitation for collections Records or Forgiven or Forgiven PD-083 outstanding parking citations Mag, Ppr is 5 years from the date of the last received by indigent persons + 5 years + 5 years violation): CVC 40222(b); GC §34090 - --- Per Per Police PD-043 CLETS Logs Subscribers Subscribers Mag, Ppr GC §34090 Agreement Agreement Department Preference; Provided there are no outstanding warrants, Crime Reports: Felonies and When No When No unrecovered weapons, criminal deaths, they are not historically Misdemeanors -ALL except Longer Longer Yes: Yes: Required- Mag, Mfr, significant, and it is not classified Police PD-044 those otherwise specifically Required- Before S/I After 1 Minimum OD, Ppr under PC §800&290; Stat. of mentioned in this retention 10 years Minimum Disposition year Limit. is 2 yrs; Destroy juvenile schedule 10 years 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; DOJ Elder Abuse, Sexual Assault& retains CAC( (Child Abuse Central Neglect, Rape, Misuse of Public Index) information for adults 100 Yes: Yes: years; No limitations on Funds, Train-wrecking,Treason, Mag, Mfr, Suicide, Fatalities, OD, Ppr Police PD-045 P P Before S/I After 1 commencement of action; Courts Substantiated Child Abuse or Disposition year keep permanently PC §§261, 286, Severe Neglect(Adults Only) 288, 288a, 288.5, 289, 289.5, 290, (Crimes Subject to Death and 799, 11169 et seq.; Penalty or without statute of 11170(a),,WIC 707(b) Limitations HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention/ Disposition Comments/Reference Record Destroy Image: 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' If the record is not 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. HOLDS:Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 2 years or 2 years or Police PD-046 Crime Reports: Marijuana less subject 18 I subject 18 Ppr GC §34090, H&S §11361.5 than 28.5 grams years old years old Date of Date of Crime Reports: Incident+ Incident+ Police/ Juvenile Child Abuse or 10 years, 10 years, Mag, Mfr, Yes: PC §§11169(i); 11170(a); GC Records PD-076 Severe Neglect If No If No Yes OD, Ppr S/M/I After QC §34090 Subsequent ' Subsequent Reports Reports Crime Reports: Misdemeanor or Infraction Marijuana/ Cannabis§11357(d)-Juvenile Offender is Offender is (Courts and other Agencies"Shall" C Police PD-047 School Grounds during 18 Years 18 Years Yes Mag, Ppr destroy); H&S§ 11361.5 et seq., on Old Old 11357(de) School Hours (with procedure in H&S 11361.5 Yes: Crime Reports: Missing 2 years or Yes: Mag, Mfr, Dept, Preference; Also see Crime Police PD-049 Until P P Before S/I When Person Reports(unreturned) Located Disposition OD, Ppr Inactive Reports; GC §34090 Individual petitions District Police PD-050 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) Crime Reports: Sealed Cases Statute of Limitations runs up to (e.g.Juveniles) Except Child Abuse or Severe Neglect, Sealing date Sealing date age of majority+ 8 years; Sealing (Substantiated), Mag, Mfr, for Juveniles and Wards of the Police PD-051 Substantiated , those with +5 years(or + 5 years(or outstanding stolen property, Court Order) Court Order) OD, Ppr Court retained for 5 years; GC including firearms, or lost §68152(g)(1&2); W&I §§300, 389(a&c), 781(c&d), 826(a) firearms HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 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. HOLDS:Litigation, claims com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-052 Daily Activity Logs: Patrol& 2 years 2 years Ppr Department Preference; GC Traffic §34090 Police PD-053 Department of Justice Validation 2 years 2 years Mag, Ppr Information received by DOJ; GC Lists §34090 Department Preference; Police PD-054 Drug Registrants 5 years 5 years Mag, Mfr, S/I Yes: Registration is required for 5 OD, Ppr After QC years; GC§34090, H&S§11590 et seq., H&S§11594(a) When No When No Incident Reports/Information Longer Longer Mag, Mfr, Yes: Police PD-056 Reports Required- Required- OD, Pp r S/I After 1 Dept, Preference; GC§34090 p Minimum Minimum year 10 years 10 years Mag, Mfr, Yes: Department preference; Court Police PD-057 Officer Subpoenas 1 year 1 year OD, Ppr S/I After QC documents provided to the Officer; GC§34090 et seq. Department preference; Court Police PD-077 Subpoenas Duces Tecum 1 year 1 year Mag, Mfr, S/I Yes: documents provided to the City; OD, Ppr After QC GC§34090 et seq. Department Preference; (Dealers are required to keep for 3 years); Non-records used for Police PD-058 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 PD-059 Property Monthly Logs 2 years 2 years Mag, Ppr Department Preference; GC §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 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& '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. HOLDS:Litigation, claims, com laints audits, 1)endinq records requests, and/or investi ations suspend nom7al retention periods retention resumes after settlement). (Criminal (Criminal Statute of Limitations is 1 year for Police PD-060 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 PD-061 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 PD-062 Radio Communications 1 year 1-year Mag guidelines propose 180 days (legally mandated for 100 days); Dispatch Tapes(CAD) GC§§34090, 34090.6 Restraining Orders(TROs& Expiration of Expiration of Department Preference; Non- Police PD-063 EPOs) Order Order Ppr records(Court is OFR); GC §34090 Police PD-064 Ride-A-Longs/Jail Tours 2 years 2 years Ppr GC§34090 (Applications, Certificates Department Preference; Data Police PD-065 RMS Database Indefinite Indefinite Yes Mag, Ppr Fields/Records are interrelated; GC§34090 Department preference;After 90 years, 100 years, 2021, Offenders can petition Court Sex Offender Registrations: Mag, Mfr, Yes: for removal 10 or 20 years after Police PD-066 Adults 10 years or Death of or Death of OD, Ppr S/I After QC offense, provided there are no Registrant Registrant subsequent offenses; Pursuant to PC§290 et seq. HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of Category ID# Records Description Retention l 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) 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. HOLDS:Litigation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Pursuant to PC §290 et seq.; After 2021, Offenders can petition Court 10 years-or 100 years or for removal 10 or 20 years after Sex Offender Registrations: Sealing Date Sealing Date Mag, Mfr, Yes: offense, provided there are no Police PD-067 Juveniles +5 years(or 90 years +5 years(or OD, Ppr S/l After QC subsequent offenses; If released Court Order) Court Order) from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; Police PD-068 Subpoena Payroll Logs 5 years 5 years Mag, Ppr Department Preference(meets auditing standards); GC§34090 Police PD-069 Vehicle Repossession and PPI 2 years 2 years Mag GC§34090 Forms Video Interviews(re: Crime (Follows Follows Department Preference; GC Police PD-070 Reports) case case Mag §34090 retention) retention Department preference (Lexipol Recordings: In-Car Video Section 446.10.1 requires 1 year); Recordings/Mobile Recordings that become evidence Police PD-078 AudioNideo Recordings that are 2 years 2 years Mag are stored with evidence-these not evidence are preliminary documents/ transitory recordings; GC §34090.6 et seq. Police/ Recordings: Body-Worn PC§Admin. - PD-079 Cameras—LOGS of Access or P P Mag §34 90.6 et(seq. E); GC Commun. Deletion of Data §34090.6 et seq. HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 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, Vital?Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 8� 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 erfonned by file folder. HOLDS:Litigation, claims, com laints, audits, pending records requests, and/or iovesti ations suspend normal retention periods retention resumes after settlement). Recordings: Body-Worn Follows Follows the Police/ Cameras-that ARE evidence, retention for Retention of the Admin. - PD-080 Officer Involved Shootings/ Evidence, Mag (b)(5)(B)&(C); GC PC§PC§832.832.18 8 seq. Commun. Detention or Arrest/ Minimum 2 Evidence, Complaints years Minimum 2 r60days Police/ Recordings: Body-Worn PC§832.18(b)(5)(A); GC Admin. - PD-081 Cameras-that are NOT 60 days Mag §34090.6 et seq. Commun. evidence Police PD-073 Video Recordings -CITY 1 year 1 year Mag Records regular and ongoing OPERATIONS operations; GC§34090.6 Video Recordings - PUBLIC When No :Re n No Does not record"regular and Police PD-074 Areas (Downtown, Parking Lots, Longer ger Mag ongoing operations" ; GC etc.) Required ired §34090.6 Police PD-071 Weapons, Serialized, Lost/ P P Ppr Department Preference, GC Stolen - Not Located §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 February 21, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Administration Version Number Being Approved: 12.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. Z I 1 Z0 partment Head Date F4 Cit Jerk Date City Manager Da 31 y A rney Date Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-1 Office of Record ,Category ID# Records Description Retention/Disposition Comments 1 Reference Destroy Inactive � Image: paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD s ite, Retention i Options M=Mfr Imaged& r Mfr) S=Scan If the record is not listed here,refer to the Retention for City-Vvlde 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. HOLDS Liti ation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY MANAGER/COUNCIL SUPPORT Until Until Yes: Superseded Superseded Yes: Until Mag,Mfr, When Admin. AD-001 Administrative Regulations Minimum 2 Minimum 2 Superseded OD,Ppr S Supersed GC§34090 ears ears ed Admin. AD-002 Administrative Files 2 years 2 ears Mag,Ppr GC§34090 Association Records: Outside When No When No Admin. AD-003 Memberships(ICMA,etc.) Longer Longer Mag,Ppr Non-records,GC§34090.7 Required r Admin. AD-004 Awards,Mayor's Awards 2 years Mag,Ppr GC§34090 Consistent with operational complaints;Statute of Limitations Admin. AD-005 Citizen's Inquiries,Complaints, 3 years Mag,Ppr for personal property,fraud,etc.is Communications,Logs&Resolutions 3 years;Claims must be filed in 6 months;CCP§§338 et seq.,340 et seq.,342,GC§34090 Admin. AD-006 City Manager's Weekly Report 2 years Eyears Mag,Ppr GC§34090 Term of Council Member and Mayor's Office- Administrative value to cover terms Admin. AD-007 Correspondence Minimum 2 Mag, Pprof office;GC§34090 ears _ Council Member and Mayor's When No When No Admin. AD-008 expenses for external organizations Longer Longer Mag, Ppr Non-records; GC§34090 (not City expenses) Required Required When No When No Longer Longer Admin. AD-011 Internal Studies and Reports Required- Required- Mag, Ppr IGC§34090 Minimum 2 Minimum 2 L . years years HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services.Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Inactive Destroy n Image: (OFR) Active ( active, Total Media 1=Import Paper (in office) OD(Off-site ) Retention Vital? after Options M=Mfr i Imaged& S=Scan 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. HOLDS: Liti ation, claims, complaints,audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). When No When No Projects&Issues(Issues and/or Longer Longer Yes: While Admin. AD-012 projects will vary over time-e.g. Required- Required- Active Mag,Ppr GC§34090 Hotels,etc.) M Minimum 2 Minimum 2 Issues — years ears Until Until Yes: Superseded Superseded Yes: Until Mag, Mfr, When Admin. AD-013 Strategic Plan Minimum 2 Minimum 2 Superseded OD, Ppr S/I Supersed GC§34090 ears years ed HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page AD-3 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 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. HOLDS. Liti ation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PUBLIC INFORMATION I HBTV-3/CABLE TV CITY MANAGER AD-014 HBTV-3 2 years 2 years Mag,Ppr GC§34090 et seq. /COUNCIL SUPPORT Admin. AD-015 Cable TV Complaints 2 years 2 ears Mag,Ppr GC§34090 Cable TV Franchise Administration/ Completion Completion Department Preference; Conforms Admin. AD-016 PACT Administration +5 years +5 years Mag, Ppr with City-Wide standards for agreements,GC§34090 Admin. AD-017 Cable TV Programming,Production 2 years 2 years Mag,Ppr GC§34090 &Scheduling Consistent with video tape Staffing AD-018 Cable TV Video Tapes 90 days 90 days Tape retention for public meetings, GC Dept. (Mag) §34090.7 Staffing AD-019 90 days P P Cable TV Video Tapes: Historical Tape When content is of historic Dept. events A 11 (Mag) significance;GC§34090.7 Admin. AD-020 Press Releases 2 years 1 2 years Mag,Ppr GC§34090 HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 February 21, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Business Development Version Number Being Approved: 14.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. «J le' R 2.ZL.20 Department Head Date Cit Jerk Date a� o City Manager D to City Attor ey Date Ver. 14.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-1 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 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. HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). BUSINESS DEVELOPMENT When No When No Business Business Development Files Longer Longer Yes: While Develop. BD-001 (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 ears City-owned Properties: APN Sale of Sale of Business Department preference;GC Develop. BD-002 Files(Assessor Parcel Number Property+2 Property+2 Mag, Ppr §34090 Files) years years Commercial Rent Subsidy Original agreements are Termination Termination Mag,Mfr, City Clerk BD-003 Agreements,Annual Payment +5 years +5 years OD, Ppr approved by the City Council, GC files, correspondence,etc. _ §34090 et seq. Business Consolidated Plan Requirement; Develop. BD-004 Consolidated Action Plan 5 years 5 years Mag, Ppr GC§34090 Statute of Limitations any "...liability founded upon an Business Ppr Emerald Cove Senior Housing Yes: Before instrument in writing"or not Develop. BD-005 Administration Files 4 years 4 years Event Mag, specifically provided for is 4 years; GC§34090, CCP§§337, 343 Environmental Determinations When No When No Yes: Until Planning is OFR; Final EIRs are S/I (Environmental Impact Reports Mag, Mfr, Yes: 1 required to be kept a"reasonable Planning BD-006 (EIRs), Negative Declarations, Longer Longer Project OD, Ppr year period of time"; 14 Cal Code etc.) Inside City boundaries Required Required Completed Regs§15095(c), GC §34090.7 When No When No Business Feasibility Studies, with or Longer Longer Mag, Mfr, Department preference, GC Develop. BD-007 without a project Required- Required- OD, Ppr §34090 Minimum 2 Minimum 2 years I years HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 14.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-2 Office of I Category ID# Records Description Retention I Disposition Comments/Reference Record e Destroy Imag : Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after Imaged &OD or Mfr) 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. iC?LDS Liti ation, claims, complaints, audits,pending records requests,and/orinvesti ations suspend normal retention periods retention resumes after settlement). Business Develop. Yes: Before BD-026 Film Permits 2 years 2 years Event Mag, Ppr GC§34090 CeFrim.Services Business HOME Rental Assistance/ End of End of Yes: Until Mag, Mfr, Yes: 1 2 CFR 200.333: 24 CFR 86.42,a c &570.502 a , 16 Develop. BD-027 CDBG Subsidy+2 3 years Subsidy +5 Paid OD, Ppr S/I year 92.508 & O( ) years ears 29 CFR 97.42, GC§34090 CDBG Funded; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final Business BD-028 Homeless Client Files Close+5 Close+5 Mag' p Ppr payment of grantee or Develop. (Referrals) years years subgrantee, 2 CFR 200.333, 24 CFR 91.105(h), 92.505, 570.490, &570.502(a&b), 29 CFR 97.42, OMB Circular A-110&A-133, GC §34090; GC§8546.7 Notes taken to facilitate the Business Homeless Task Force Mag, Mfr, Yes: After writing of the minutes can be Develop. BD-029 MINUTES& BYLAWS P P Yes OD,Ppr S 2 years destroyed after minutes have been adopted; GC§34090 When No When No Homeless Task Force- Longer Longer Brown Act challenges must be Business filed within 30 BD-030 Agendas, Notices, Proof of Required- Required- Mag, Ppr 4 90 days of Develop. action; GC§§34090, Publications Minimum 2 Minimum 2 54960.1(c)(1) ears I I years HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 14.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- , Total Vital? Media I=Import after (in office) (O te Retention Options M=Mfr Imaged 8 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. OLDS Liti ation, claims, complaints, audits,pending records requests, and/or investiq q qations suspend normal retention periods retention resumes after settlement). Consistent with Consolidated Housing-Affordability Plan Requirements; Required for 008 Monitoring Files(includes bond 3-4 years from expenditure or BD- Business Mag, Mfr, Yes: 1 projects, density bonus, & 5 years 5 years S/I performance report 2 CFR Develop. other projects where there are OD, Ppr year 200.333; 24 affordability restrictions) CFR 86.42&570.502(b), 29 CFR 97.42,GC§34090 Housing-Inclusionary,- Business Applications to Purchase- Develop. BD-009 NOT approved(withdrawn or 2 Years 2 years Mag, Ppr GC§34090 denied) Business BD-012 Housing-Loan Applications: 2 years 2 years Mag, Ppr GC§34090 Develop. Not Funded HUD requires 5 years after the project completion; documents imposing recapture/resale restrictions are 5 years after the Housing Projects&Services - affordability period terminates, Business NO RECAPTURE/RESALE Yes: Until Mag, Mfr, Yes: 1 Uniform Admin. Requirements for Develop. BD-010 RESTRICTIONS(Compliance 2 years 3 years 5 years Paid OD, Ppr S/I year Grants to Local Governments is 3 Monitoring) years from expenditure report; statewide guidelines propose 4 years; 2 CFR 200.333, 24 CFR 86.42, 92.508(a)&(c)& 570.502(a)(16),29 CFR 97.42, GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 14.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-4 Office of Category ID# Records Description Retention I 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 be in when the act is com leted, and imply a full file folder(e.g. last document+2 years), since destruction is normallyperformed b file folder. OLDS: Liti ation, claims, com taints, audits, pendingrecords requests, and/or investi ations suspend normal retention periods retention resumes after settlement). HUD requires 5 years after the 5 years After 5 years After project completion; documents the the imposing recapture/resale Affordability Affordability restrictions are 5 years after the Housing Projects&Services - Period Period affordability period terminates: Terminates, Terminates, Uniform Admin. Requirements for Business WITH RECAPTURE/RESALE Yes: Until Mag, Mfr, Yes: 1 Develop. BD-011 RESTRICTIONS(Compliance 2 years or the or the Paid OD, Ppr S I I year Grants to Local Governments is 3 Written Written years from expenditure report; Monitoring). Agreement Agreement statewide guidelines propose 4 Terminates, Terminates, years; 2 CFR 200,333; 24 CFR Whichever Whichever 8602,, 92.508(a)&(c)& is Longer is Longer 570.502(a)(16), 29 CFR 97,42, GC§34090 Consistent with Consolidated Plan Requirements; Required for Business HUD Applications and Reports Annual Annual 3-4 years from expenditure or Develop. BD-013 and Proof of Publications Report+5 Report+5 Mag, Ppr performance report; 2 CFR years years 200.333; 21 CFR 1403.42; 24 CFR 86.42&570.502(b), 29 CFR 97.42,GC§34090 Business Mag,Mfr, Yes: After For protection from litigation, GC Develop. BD-014 Litigation Guarantees P P Yes OD, Ppr S Inactive §34090 et seq. When No When No Business BD-015 Market Study, Prospective Required - Required- Mag, Mfr, GC§34090 Develop. Financial Analysis Minimum 2 Minimum 2 OD, Ppr ears years HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 14.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-5 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 normal!y performed by file folder. HOLDS: Litic,ation, claims, com laints, audits, pending records requests, and/or investicaiations suspend normal retention periods retention resumes after settlement). Mobilehome Parks owned by Termination Termination Business BD-031 the City: Tenant Leases of Lease+5 of Lease+5 Mag, Ppr Department preference(meets Develop. (Driftwood, Ocean View years years auditing standards; GC§34090 Estates) Project Files-Active(e.g. Pier, Department Preference; City Blocks, etc.): Includes Yes: After Business Termination Termination Yes: Before Mag, Mfr, Clerk Maintains originals of all Develop. BD-016 Environmental Documents, S Project +5 years +5 years Completion OD, Ppr documents that were presented Planning Documents, Phases, Completion to Council or RDA; GC§34090.7 etc. Business BD-017 Proposals, Development and 2 years 2 years Mag, Ppr GC§34090 Develop. Analysis of Alternatives Real Estate(includes deeds, When No When No Yes: Before I Mag, Mfr, Yes: After City Clerk BD-018 abandonments,easements, Longer Longer Purchase or S City Clerk is OFR; GC§34090.7 rights-of-way,vacations,etc.) Required Required Sale OD, Ppr Inactive When No When No Not accessible to the public until purchase has been completed; Required - Business Real Estate Appraisal Reports Longer Longer meets grant auditing Develop. BD-019 (all) Required - Mag, Ppr requirements; 2 CFR 200.333; 24 Minimum 2 Minimum 2 CFR 91.105(h),&570.502(b);29 years years CFR 97.42,GC§34090 Real Estate Title Reports/Title Business Mag: Mfr, Yes: After Develop. BD-020 Insurance/Litigation P P Yes OD, Ppr S Inactive Copies, GC§34090.7 Guarantees Business Redevelopment Projects/ Mag, Mfr, Yes: After Develop. BD-021 Successor Agency Projects P P Yes OD, Ppr S Inactive Copies;GC§34090.7 City Settle+ 1 Settle+4 Settle+5 Yes: Until Mag, Mfr, Yes: After Consistent with Claims; §§ Attorney BD-022 Relocation Appeals year years years Settlement OD, Ppr S 340 Inactive 337 et seq.; GC§§945, 4090, 34090.61 PC§832.5 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 14.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-6 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) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City- Me 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. OLDS: Liti ation, claims, com taints, audits,pending records requests, and/or investiq qations suspend normal retention periods retention resumes after settlement). When No When No Site Clearance/Soils Yes: Before Mag, Mfr, Fire BD-023 Remediation/Mitigation Longer Longer Completion OD, Ppr S No Copies, GC§34090.7 Required Re uired Statement of Indebtedness/ When No When No Mag, Mfr, Yes: 1 Finance BD-024 Annual Report to State f State Longer Longer OD, Ppr S/I year Copies, GC§34090.7 Controllers Report Required Re wired Business Tax Rebate Agreements, Termination Termination Mag,Mfr, Consistent with City-wide Develop. BD-025 Annual Rebate Files +5 years +5 years OD, Ppr I Istandards; GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 February 21, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: City Attorney Version Number Being Approved: 10.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. Depart ent Head Date City erk Date �- /07,3, City Manager D e City tt ney Date Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 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 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 normal! performed b file folder. If Litigation, claims, complaints, audits, pendingrecords requests, and/or investi ations suspend normal retention periods retention resumes after settlement). CITY ATTORNEY Abatements, Code Violations: Resolved without Warrant or Yes: Until Department Preference(copies), Lead Dept. CA-001 Complaint (administrative 2 years 2 years Resolution Mag, Ppr GC§34090.7 citations) When No When No Longer Longer Department Preference(covers City CA-002 Attorney Day Files(Letters and Required- Required- Mag, Ppr claim/litigation retention period), Attorney Memos from City Attorney) Minimum 2 Minimum 2 GC§34090 years years Department Preference-Data is Attorney CA-003 L ty w) Management Database(Pro Indefinite Indefinite Yes(all) Mag interrelated, GC§34090, H&S §19850 City Mag, Mfr, Yes: Statewide guidelines propose Attorney CA-004 City Attorney Opinion Index 5 years P P Yes OD, Ppr S/I Aft8er QC superseded +2 years; GC§34090 OD City Mag, Mfr, Yes: Statewide guidelines propose Attorney CA-005 City Attorney Opinions 5 years P P Yes OD, Ppr S/I Aft8err QDC superseded +2 years. GC§34090 When No When No City Closed Session Informational Longer Longer Department Preference (covers Attorney CA-006 Letters/Memos Required- Required- Mag,Ppr claim/litigation retention period), Minimum 5 Minimum 5 GC§34090 years years All State and Federal laws require Human Department of Fair Employment& Final Final retention until final disposition of CA-007 Disposition Disposition Mag, Ppr formal complaint; State requires 2 Resources Housing (DEER or EEOC)Claims +2 years +2 years years after action is taken, GC §§12946, 34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8 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. HOLDS Liti ation claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention eriods retention resumes after settlement. Human CA-008 Grievance Reports 2 years 2 years Mag, Ppr Department Preference; GC Resources §34090 Historical Cases are determined by the City Attorney; Statute of Litigation Files/Legal Case Files: Indefinite Limitations runs 6 months-5 City Historical(Orange County Settle+1 Indefinite (minimum Yes: Until Mag, Mfr, Yes: years, for contracts is 4 years, Attorney CA-009 Bankruptcy, etc.) year (minimum 4 Settle+5 Settlement OD, Ppr S After QC wrongful death for construction is years) years) &OD completion +5 years, Civil Courts Includes Settlement Agreements retain their records for 10 years, CCP§§337 et seq.; GC§§911.2, 34090, 34090.6; PC§832.5(b) Statute of Limitations runs 6 months-5 years; for contracts is 4 Litigation Files/Legal Case Files: Yes: years; wrongful death for City CA-0 10 S After Regular Settle+ 1 Settle+5 Yes: Until Mag, Mfr, construction is completion+5 Attorney year 4 years years Settlement OD, Ppr & QC years, Civil Courts retain their Includes Settlement Agreements records for 10 years, CCP§§337 et seq.; GC§§911.2, 34090, 34090.61 PC§832.5(b) When No When No Longer Longer Yes: Brown Act challenges must be Attorney OD, Ppr City CA-011 Request for Legal Services(RLS) Required- Required - Mag, Mfr, S After QC filed within 30 or 90 days of action, Minimum 2 Minimum 2 8 OD GC§§34090, 54960.1(c)(1) years ears Reference materials and copies of When No When No Yes: documents generated by other Subject Files/ProLaw"Matters" Mag, Mfr, Lead Dept. CA-012 Longer Longer S After QC 'departments pertaining to various (e.g. Dog Park,Cable TV, etc.) Required Required OD, Ppr &OD topics required by Attorney staff, GC§34090 et seq. HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 February 21, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: City Clerk Version Number Being Approved: 34.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. D partment d Date r City lerkk Date 0 City Manager D Ve City orn Date Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Category ID# Records Description Retention I 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& — 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 normal!y performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY CLERK 1100-GENERAL ADMINISTRATION Until Until Superseded Superseded Mag, Lead Depart, Is OFR, GC Lead Dept. 100.10 Policy& Procedures or When No or When No Ppr §34090.7 Longer Longer Required Req uired Mag. Yes: After Department Preference;GC City Clerk 100.15 Certificates of Deputization P Mfr,OD S/I QC&OD 434090 City Clerk 100.20 Organization Charts 10 years 10 years Mag, Department Preference;GC Ppr §34090 Department Monthly/Annual Mag, Department Preference-Lead Lead Dept. 100.30 Reports 10 years 10 years Ppr Dept is OFR;GC§34090 City Clerk 100.40 Passport Transmittals 24 months 24 months Ppr US Passport requirement;GC §34090 City Cleric 100.45 Technology Proposals 2 years 2 years Ppr GC§34090 City Clerk 100.50 Restructuring/Reorganization 1 10 years 10 years Mag, Department Preference, GC Ppr 1§34090 110-BOARDS/COMMISSIONS/COMMITTEES When No ;Re No City Clerk 110.10 Administration Longer er Ppr' GC§34090 et seq. Required iredBylaws/Articles of Incorporation Mag' Department preference, GC City Clerk 110.15 (AOI's) P Mfr,OD, S/I No §34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services. Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: l Destroy Active Inactive I Total Media I=Import Paperafter (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& =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 ears since destruction is normally performed by file folder. HOLDS. Liti ation claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Statute of Limitations: Public official misconduct is discovery of Applications&Resignations: Mag, offense+4 years. Statewide City Clerk 110.20 SUCCESSFUL 5 years 5 years Ppr guidelines propose Appointment +5 years, GC §34090, PC §§801.5, 8030 City Clerk 110.25 Applications&Resignations: 2 years 2 years Mag' GC§34090 et seq. UNSUCCESSFUL Ppr Department Preference-Matches City Clerk 110.30 Recognitions 4 years 4 years Ppr' terms of office, GC§34090 et seq. When No When No Legally Required for 30 days. Longer Longer Department may prefer to retain Staffing 110.31 AUDIO RECORDINGS of Meetings Required- Required - Tape for administrative purposes Depart. Minimum Minimum (Mag) (audio tapes are only 30 days is 30 days 30 days required);GC§54953.5(b) When No When No Legally Required for 90 days; Staffing VIDEO RECORDINGS of meetings Longer Longer Tape Department may prefer to retain Depart. 110.32 (ALL) Required- Required (Mag) for administrative purposes(video Minimum Minimum tapes are only 90 days is 90 days 90 days required), GC§34090.7 Certificates of Appointment Boards Mao, Yes: After Department Preference GC City Clerk 110.35 P Mfr, OD S/I /Commissions/Committee) _P ar QC&OD 34090 Code of Ethics Acknowledgement Superseded Superseded Mag, Department Preference;GC City Clerk 110.40 of Receipt Forms(NOT Ethics Minimum 2 Minimum 2 Mfr,OD, 1 §34090 Training Certificates) years ears Ppr City Clerk 110.45 Maddy Act Postings 2 years 2 years Ppr GC§34090 at seq. City Clerk 110.50 Maddy Act Local Appointments List 2 years 2 years PPS' GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services. Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 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? I Media I=Import Paper after (in office) CD or Mfr Retention iOptions M=Mfr Imaged& = can 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 ears since destruction is normally performed by file folder. HOLDS Liti ation claims complaints, audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 120-CITY COUNCIL When No :Required o Legally Required for 30 days; AUDIO TAPES 1 RECORDINGS of Longer Tape Department may prefer to retain City Clerk 120.01 Required- - for administrative purposes Meetings Minimum m (Mag) (audio tapes are only 30 days is 30 days s required);GC§54953.5(b) When No When No Legally Required for 90 days; VIDEO TAPES I VIDEO Longer Longer Tape Department may prefer to retain City Clerk 120.02 Required- Required- for administrative purposes(video RECORDINGS of meetings(ALL) Minimum Minimum (Mag) tapes are only 90 days is 90 days 90 da s required);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 seq. Sunset of Sunset of Department Preference-Matches City Clerk 120.25 Ad Hoc Committees/ Committee+ Committee+ Mag, terms of office;GC§34090 et Subcommittees 2 years 2 ears Ppr seq. City Clerk 120.30 Goals&Objectives 5 years 5 years Mag, Department Preference; GC Ppr §34090 et seq. Appointments/Resignations to Mag, Yes: After Department Preference- City Clerk 120.40 Council P P Mfr'OD, I Superseded Historical Value; GC§34090 et Ppr seq. Brown Act challenges must be Adjourned&Special Meetings: Mag, filed within 30 or 90 days of City Clerk 120.50 Affidavits of Postings 2 Years 2 years Ppr action;GC§§34090, 54960.1(c)(1) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver.34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC4 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 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. HOLDS. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Brown Act challenges must be City Clerk 120.55 Agenda Postings 2 years 2 years Mag, filed within 30 or 90 days of Ppr action; GC§§34090, 54960.1(c)(1) City Clerk 120.57 Agenda Packets P P Mfr,aOD, I Yes: After Department preference; GC Ppr 2 years §34090 City Clerk 120.60 Proclamations 2 years 2 years Pag' GC§34090 et seq. Mag, City Clerk 120.65 Minutes P P Yes Mfr,OD, S No GC§34090 Ppr _ City Clerk 120.70 Commendations/ 2 years 2 years Mag' GC§34090 et seq. Acknowledgments Ppr Mag — - - - -- City Clerk 120.75 Resolutions P P Yes Mfr,OD, S No GC§34090 Ppr City Clerk 120.80 Closed Session 2 years 2 years Ppr' GC§34090 et seq. City Clerk 120.85 Unagendized Council Comments 2 years 2 years Ppr' GC§34090 Request for Staff Reports f Minimum 2 Minimum 2 Mag, City Cleric 120.90 Responses years LReq Ppr GC§34090 et seq. When No o City Clerk 120.95 Your Departments Working File Longer Ppr' GC§34090 et seq. Required d 125-OTHER CITY ENTITIES Public Facilities Corp. (PFC): Mag, City Clerk 125.10 Minutes, Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive I Total Vital? Media 1=Import Paper after �� ' — m & (m office) CD or Mfr Retention Options M Mfr Imaged = c n 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. HOLDS Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Civic Improvement Corp(CIC): Mag, City Clerk 125.20 Minutes, Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr _ Housing Authority: Minutes, Mag' City Clerk 125.25 Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr Public Financing Authority: Mag, City Clerk 125.30 Minutes, Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr Brown Act challenges must be City Clerk 125.35 All affidavits of postings, Notices, 2 years 2 years Mag, filed within 30 or 90 days of proof of Publications,etc Ppr action;GC§§34090, 54960.1(c)(1) Parking Authority: Minutes, Mag, City Clerk 125.40 Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr City Clerk 125.45 Bolsa Chica Conservancy-Bolsa P P Yes Mfr, OD,' S No Non-records retained for Chica Land Trust Ppr reference; GC§34090 Mag, Non-records retained for City Clerk 125.50 HB Fourth of July Foundation P P Yes Mfr, OD, S No reference;GC§34090 Ppr Mag, Non-records retained for City Clerk 125.55 Successor Agency P P Yes Mfr, OD, S No reference;GC§34090 Ppr Mag, Non-records retained for City Clerk 125.60 Oversight Board P P Yes Mfr, OD, S No reference;GC§34090 Ppr 130-CITY EMBLEMS HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver.34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Category ID# Records Description Retention/Disposition Comments 1 Reference Record _ Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged t£ S=Sc n QC' ? 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 ears since destruction is normally performed by file folder. HOLDS. Liti ation claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, Department Preference; GC City Clerk 130.10 City Seal P P Mfr, OD, S/I No §34090 Ppr Pag, rDepartment Preference; GC City Clerk 130.20 City Logo P P MOD, S/I No §34090 Mag' Department Preference; GC City Clerk 130.25 City Flag 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 Ppr Mag, 11 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 City Clerk 130.70 Civic Improvement Corporation P P Mfr OD, S/I No Department Preference;GC Seal §34090 Ppr Mag, Department Preference;GC City Clerk 130.80 Public Financing Authority Seal P P Mfr, OD, S/I No §34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 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& =Scan C'd? If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e.q. last document+2years), since destruction is normally performed by file folder HOLDS Liti ation claims complaints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, Department Preference, GC City Clerk 130.90 Housing Authority Seal P P Mfr, OD, S/I No §34090 P r 140-ORGANIZATIONS-LOCAL City Clerk 140.10 Administration 5 years 5 years Mag, Department Preference, GC Ppr §34090 City Clerk 140.20 Downtown Business Association 5 years 5 years Mag, Department Preference;GC Ppr §34090 City Clerk 140.30 Chamber of Commerce 5 years 5 years Mag, Department Preference;GC Ppr §34090 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 (PCTA) 5 years 5 years Ppr §34090 Visit Huntington Beach/HB Mag, Department Preference;GC City Clerk 140.70 Conference and Visitors Bureau 5 years 5 years Ppr §34090 City Clerk 140.80 VFW Posts 5 years 5 years Mag, Department Preference;GC Ppr §34090 Big Independent Cities Excess Pool Mag, Department Preference;GC City Clerk 140.90 BICEP 5 years 5 years Ppr §34090 150-ORGANIZATIONS-AT LARGE When No When No Mag City Clerk 150.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Southern California Association of Mag, Department Preference;GC City Clerk 15020 Governments(SCAG) 5 years 5 years Ppr §34090 City Clerk 150.30 Sister Cities 10 years 10 years Mag, Department Preference;GC Ppr §34090 City Clerk 150.40 League of California Cities 2 years 2 years Ppr GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Category ID# Records Description Retention/Disposition Comments I Reference Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & =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 erformed by file folder. HOLDS. Litigation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). City Clerk 150.50 Orange County Housing Authority 2 years 2 years Ppg' GC§34090 City Clerk 150.55 Orange County Auto Theft Task 2 years 2 years Mag' GC§34090 Force Ppr City Clerk 150.60 American Coastal Commission 2 years 2 years Ppr GC§34090 160-PUBLIC INFORMATION/RELATIONS City Clerk 160.10 Administration 2 years 2 years Ppr' GC§34090 et seq. Informal Petitions(submitted to Council on any subject. (Dog Department Preference, Law City Clerk 160.20 Parks, Parking,Traffic Calming, 2 years 2 years Ppr requires 1 year for petitions, GC etc.) Also see Elections for §50115 Initiative, Recall or Referendum) City Clerk 160.30 Public Comments 2 years 2 years Ppg' GC§34090 City Clerk 160.40 Presentations/Donations 2 years 2 years Ppr' GC§34090 City Clerk 160.50 Public Records Requests 2 years 2 years 1 Fag' GC§34090 pr 170-RECORDS MANAGEMENT When No When No City Clerk 170.10 Administration Imaging Quality Longer Longer Mag' ( Control Forms(Pink) Ppr GC§34090 et seq. Required Re uired Mag, Department Preference, GC City Clerk 170.20 Vital Records Storage P P Yes Mfr, OD, S/I No §34090 Ppr Mag, Department Preference, GC City Clerk 170.30 Microfilm Program P P Mfr, OD, S/I No §34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy (OFR) Active I Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& n 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 normal!y performed by file folder. HOLDS Litigation, claims, complaints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Mag, I Department Preference; GC City Clerk 170.40 Regulations/Policy P P Mfr, OD, S/I No §34090 Ppr Disposition of Records/Request for Destruction of Records/ Mag' Department Preference; GC City Clerk 170.50 Authorization to Destroy Paper(to P P Mfr PP D, S/1 No §34090 Rely on the Image as the Original) _ 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 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 City Clerk 180.60 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record I Category ID# Records Description Retention/Disposition Comments I Reference Filmage: Destroy Active Inactive I Total Mediamport Paper after (OFR) (in office) CD or Mfr Retention Vital. Options =Mfr Imaged & 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 te.q. last document+2years), since destruction is normally performed by file folder. HOLDS Litigation, claims, complaints, audits, pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. 180.70 Advisory Groups Longer Longer Ppr OFR), GC§34090.7 Required Required _L 200-FACILITIES-Civic Center When No When No City Clerk 200.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public 200.20 Capital Improvements(All) P P Before Mfr,aOD, Inactive S g. Yes: After Works Infrastructure, GC §34090 Completion Ppr When No When No Staffing 200.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Ppr OFR), GC§34090.7 Required Re uired 205-FACILITIES-CommunityCenters When No When No City Clerk 205.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required. Ppr Public I Yes: Mag, Yes: After Works 205,20 Capital Improvements(All) P P Before Mfr,OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 205.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 210-FACILITIES-Libra When No When No City Clerk 210.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 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 & an 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: HOLDS Liti ation claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Yes: Mag, Yes: After Works 210.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 210.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 215-FACILITIES-Corporate Yard When No N ,Administration/Operation/ Mag, City Clerk 215.10 Maintenance Longer er Ppr GC§34090 et seq. Required FRjeuired: Public Yes: Mag, Yes: After Works 215.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 215.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Re uired 220-FACILITIES-Police Buildin When No When No City Clerk 220.10 Administration/Operation/ Longer Longer Mag' Maintenance Ppr GC§34090 et seq. Required Required Yes: Mag, Public 220.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Infrastructure;GC§34090 Works Completion Ppr Inactive When No When No Staffing Mag, Copies(staffing Department is Depart. 220.30 Advisory Groups Longer Longer Ppr OFR), GC§34090.7 Required Required 225-FACILITIES -Rod ers Seniors'Center HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Category ID# Records Description Retention/Disposition Comments 1 Reference Record - — Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged & =Sc 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 normal!y performed by file folder. HOLDS Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No City Clerk 225.10 Administration(Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public 225.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Works Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing 22530 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. Required Required Ppr OFR); GC§34090.7 230-FACILITIES-City Gym/Pool When No When No City Clerk 230.10 Administration/Operation/ Longer Longer Mag' 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 When No Staffing Mag, Copies(staffing Department is Depart. 230.30 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Re uired 235-FACILITIES-Oak View Center When No When No City Clerk 235.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 235.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure;GC§34090 Completion Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 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 & =Scan Cd? If the record is not 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. HOLDS: Lit i ation claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. 235.30 (Advisory Groups Longer Longer Ppr OFR), GC§34090.7 Required Required 240-FACILITIES-Munici al Pier/Plaza When No When No City Clerk 240.10 Administration/Operation/ Longer Longer Mag' Maintenance Ppr GC§34090 et seq. Required Required Public Yes: Mag, Yes: After Works 240.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 240.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 245-FACILITIES-Beach When No When No City Clerk 245.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public 245.20 Capital Improvements(All) P P Before Mfr, OD, S Yes: After Works Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 245.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Re uired 250-FACILITIES-Water O erations When No When No City Clerk 250.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Record Category ID# Records Description Retention/Disposition Comments I Reference 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 begin when the act is completed, and im l a full file folder e. . last document+2years), since destruction is normally performed by file folder. HOLDS: Liti ation claims, complaints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Yes: Mag, Public 250.20 Capital Improvements(All) P P Before Mfr, OD, S Yes: After Infrastructure;GC§34090 WorksInactive Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 250.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 255-FACILITIES-Fire Stations When No When No City Clerk 255.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Re uired Ppr Yes: Mag, Public 255.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Works Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 255.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 260-FACILITIES-He lip ort When No When No City Clerk 260.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Re uired Ppr Public Yes: Mag, Yes: After Works 260.20 Capital Improvements(All) P P Before Mfr,OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 260.30 Advisory Groups Longer Longer Ppr OFR), GC§34090.7 Required Re uired 265-FACILITIES-Cultural Arts Center HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver.34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive I Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& =Scan C'd1 If the record is not 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. HOLDS Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No City Clerk 265.10 Administration(Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public Yes: After Works 265.20 Capital Improvements(All) P P Before Mfr,OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 265.30 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Re uired 270-FACILITIES-Surf Museum When No When N City Clerk 270.10 Administration/Operation/ Longer Longe Mag' GC§34090 et seq. Maintenance Required Required] Ppr Public Yes: Mag, Yes: After Works 270.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 270.30 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Required 275-FACILITIES-Parking Structures When No When No City Clerk 275.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 275.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr HUNTINGTON BEACH, CA.©l995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 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 & = can 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. HOLDS Liti ation claims, complaints, audits, pending records requests, andlor investi attons suspend normal retention periods retention resumes after settlement). When No When No Staffing 275.30 Advisory Groups Longer Longer Mag. � 'Copies(staffing Department is Depart. Required Required Ppr OFR);GC§34090.7 280-FACILITIES-Youth Shelter Administration/Operation/ When No When No Mag, City Clerk 280.10 Maintenance Longer Longer Ppr GC§34090 et seq. Required Required Public 280.20 Capital Improvements(All) P P Before Mfr,,aOD, S Inactive Yes: After Works Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 280.30 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Required 285-FACILITIES-Emerald Cove Senior Center When No :RL :ng No Administration/Operation/ Mag, City Clerk 285.10 Longer er GC§34090 et seq. Maintenance _ Required red Ppr Public Yes: Mag, Yes: After Works 285.20 Capital Improvements(All) P P Before Mfr,OD, S Inactive Infrastructure; GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 285.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 290-FACILITIES-Gun Ran e When No When No City Clerk 290.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record 7 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 I 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 te.q. last document+2years), since destruction is normally performed by file folder. HOLDS. Litigation, claims, complaints, audits,pending records reguests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Yes: Mag, Yes: After Works 290.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 290.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Re uired Required 295-FACILITIES-Central Park Senior Center When No When N City Clerk 295.10 Administration/Operation/ Longer Longe Mag' GC§34090 et seq. Maintenance Required Required] Ppr Public Yes: Mag, Yes: After Works 295.20 Capital Improvements(All) P P Before Mfr, OD, S Inactive Infrastructure;GC§34090 Completion Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 295.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Re uired 300-AUDITS When No When N City Clerk 300.10 Administration Longer Longe Ppr' GC§34090 et seq. Required Required] Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.20 Audits-City P P Before Mfr, OD, S Inactive §34090 Completion Ppr Audits-Redevelopment Agency/ Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.30 Successor Agency P P Before Mfr,OD, S Inactive §34090 Completion Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-18 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vaal? Options Mfr Imaged& =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 ears since destruction is normally performed by file folder. HOLDS Litigation, claims, com laints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Audits-Public Facilities Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.40 P P Before Mfr, OD, S Corporation Inactive §34090 Completion Ppr Audits-Civic Center Improvements Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.50 Corporation P P Before Mfr, OD, S Inactive §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.60 Audits-Public Finance Authority P P Before Mfr, OD, S Inactive §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.70 Audits-Parking Authority P P Before Mfr, OD, S Inactive §34090 Completion Ppr 310-FINANCIAL STATEMENTS/REPORTS When No When No City Clerk 310.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.20 Reports-City 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 310.30 Reports-Redevelopment Agency/ P P Before Mfr, OD, S Inactive also retains permanently; GC Successor Agency Completion Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention/Disposition I Comments/Reference Record Image: Destroy Active Linactrive/ Total Media 1=Import Paper after (OFR) (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+2years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com laints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.40 Reports-Public Facilities P P Before Mfr, OD, S Yes: After also retains permanently; GC Corporation Completion Ppr Inactive §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.50 Reports-Civic Improvements P P Before Mfr, OD, S Yes: After also retains permanently; GC Corporation Completion Ppr Inactive §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.60 Reports-Advisory Group P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Yes: Mag, Department Preference-Finance Financial Statements/Treasurer's Yes: After City Clerk 310.70 Reports-Cable Television P P Before Mfr, OD, S Inactive also retains permanently; GC Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, 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 Reports Inactive City Clerk 310.90 Financial Statements/Treasurer's P P Before Mfr, OD, S Yes: After 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 I Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive I Total 7 Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& =Sc 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. HOLDS: Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Yes: Mag, Department Preference-Finance City Clerk 320.20 City Annual Operating Budget P P Before Mfr, OD, S Yes: After also retains permanently, GC Completion Ppr Inactive §34090 City Clerk 320.30 Preliminary Budget 2 years 2 years Ppg' GC§34090 Yes: Mag, Yes: After Department Preference(meets City Clerk 320.40 Capital Improvement Budget 5 years 5 years Before Mfr, OD, S Inactive auditing standards), GC§34090 Completion Ppr Yes: Mag, Yes: After Department Preference, GC City Clerk 320.45 Unbudgeted Expenditure P P Before Mfr, OD, S Inactive §34090 Completion Ppr When No When No Mag, Preliminary documents/ City Clerk 320.50 City Clerk's Working File Longer Longer Ppr transitory records, GC§34090 Required Required When No When No Mag, Copies(staffing Department is Finance 320.60 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required City Clerk 320.70 Parking Authority 2 years 2 years Mag, Copies(staffing Department is Ppr OFR);GC§34090.7 City Clerk 320.80 West Orange County Water Board P r P Mag' GC§34090 (WOCWB)/Water Well Lines Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive I Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& an 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 te.q. last document+2 ears since destruction is normally performed by file folder. HOLDS Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention penods retention resumes after settlement). 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 seq. 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 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. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: I 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 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. HOLDS Liti ation, claims, co m taints, audits, endin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years, Bonds Revenue Bond: Civic Improvement Redemption Redemption Yes. Until issued by local governments are City Clerk 330.50 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 Financing Redemption 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 seq. Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption Redemption Yes: Until issued by local governments are City Clerk 330.70 (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), f 1 337.5(2);GC§43900 et seq. When No When No Mag, Preliminary documents City Clerk 330.80 City Clerk's Working File Longer Longer Ppr transitory records, GC§34090 Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total ? Media " import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& =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 te.q. last document+2 ears since destruction is normally erformed by file folder: DS Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years 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. 340-REVENUE AND TAXATION When No When No Finance 340.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Finance 340.20 Fee Schedule Longer Longer Ppr' Finance is OFR;GC§34090.7 Required Required When No When No City 340.30 Business Licenses Longer Pp r pr Treasurer Finance is OFR;GC§34090.7 Required Required Ppr Mag, Yes: After Department Preference; GC City Clerk 340.50 Utilities Tax P P Mfr, OD, S/I 2 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 340.55 Transient Occupancy Tax(TOT) P P Mfr, OD, S/I 2 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 340.60 County Taxes P P Mfr, OD, S/I 2 years §34090 Ppr When No When No Mag, Yes: When Lead Dept. 340.70 Federal Grants/Programs Longer Longer Mfr, OD, S/I Inactive Copies-GC§34090.7 Required Required I I Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total ? LMedI=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. 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. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No Mag, Yes: When City Clerk 340.80 State Grants/Programs Longer Longer Mfr, OD, S/I Copies-GC§34090.7 Required Required Ppr Inactive When No When No Mag, Yes: When Finance 340.85 Programs/Other Longer Longer Mfr, OD, S/I Inactive Copies-GC§34090.7 Required Re uired Ppr Mag, Yes: After Department Preference; GC City Clerk 340.90 Taxes P P Mfr, OD, S/I Ppr 2 years §34090 350-SPECIAL ASSESSMENT/IMPROVEMENTS DISTRICTS When No When N Lead Dept. 350.10 Administration Longer Longe Ppr' 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/ Yes: Mag, Yes: After City Clerk 350.30 Assessment Districts P P Before Mfr, OD, S Inactive Infrastructure; GC§34090 Completion Ppr 400-REDEVELOPMENT/SUCCESSOR AGENCY Econ When No When No D velo 400.10 Administration Longer Longer Pag' GC§34090 et seq. p Required Required p When No When No Develop. 400.20 Special Studies/Reports Longer Longer Mag, Copies;GC§34090.7 Required R equired p When No Develop. 400.30 Policy/Regulations Longer Mag, Copies;GC§34090.7 Required p HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record4Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options IV Imaged & S. S=ScanQC' ? If the record is not 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: HOLDS. Liti ation claims, complaints, audits, pendinq records requests, and/or investigrations suspend normal retention periods retention resumes after settlement). Econ. 400.35 Resolutions(Redevelopment or P P Mag, GC§34090 Develop. Successor Agency) Ppr Mag, Yes: After Department Preference; GC City Clerk 400.40 Biennial Public Hearing P P Mfr, OD, S 2 years §34090 _ Ppr _ City Clerk 400.50 Redevelopment or Successor 2 years 2 years Mag' GC§34090 Agency Closed Sessions Ppr Brown Act challenges must be Adjourned&Special Meetings: Mag, filed within 30 or 90 days of City Clerk 400.60 Affidavits of Postings 2 years 2 years l IPpr action; GC§§34090, I I 154960.11(c)(1) 410-REDEVELOPMENT PROJECT AREAS Merged Project Areas(formed Mag, Yes: After City Clerk 410.00 P P Mfr, OD, S Project Infrastructure; GC§34090 4/1/1996) Ppr Completion --- - - - When No When No City Clerk 410.01 Administration Longer I Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 410.05 Redevelopment Project Areas P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Huntington Center Redevelopment Mag, Yes: After City Clerk 410.10 Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Main-Pier Redevelopment Project Mag, Yes: After City Clerk 410.20 Area P j P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion _ Beach Blvd. Redevelopment Mag, Yes: After City Clerk 410.25 Project Area(Beach Corridor) P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr I I Completion HUNTINGTON BEACH, CA.©1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver.34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 Office of Category ID# Records Description Retention/Disposition Comments/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 Cit -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. HOLDS: Liti ation claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Oak View 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 Redevelopment Project Area P P Mfr,OD, S Project Infrastructure;GC§34090 Ppr Completion Talbert-Beach Redevelopment Mag, Yes: After City Clerk 410.40 Project Area P P Mfr,OD, S Project Infrastructure; GC§34090 _ Ppr Completion Talbert Gap Flood Control Mag, Yes: After City Clerk 410.50 Redevelopment Project Area P P Mfr,OD, S Project Infrastructure; GC§34090 Ppr Completion Southeast Coastal Redevelopment Mag, Yes: After City Clerk 410.55 Project Area P P Mfr,OD, S Project Infrastructure;GC§34090 Ppr Completion 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 P Mfr, OD, S Project Infrastructure; GC§34090 Ppr I Completion 420-LAND USE CONTROL HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 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 completed, and imply a full file folder e.q. last document+2 ears since destruction is normal!y performed by file folder. HOLDS: Liti ation claims, com faints. audits, endinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No Mag Planning 420.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re wired When No When No Mag Planning 420.20 Policy/Regulations Longer Longer Ppr' Copies, GC§34090.7 Required Re Ired Mag, City Clerk 420.35 Signs/Sign Code/Appeals P Mfr,OD, S No GC§34090 Ppr City Clerk 420.40 Conditional Use Permit Appeals P P Ppr' GC§34090 City Clerk 420.45 Subdivisions&Lot Line P P Mag, GC§34090 Adjustments I Ppr City Clerk 420.50 Conditional Exceptions/Variances 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 Coastal Development/Plans/ Mag, City Clerk 420.80 Permits/Appeals P P Ppr GC§34090 City Clerk 420.85 Local Coastal Program P P Pp' 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 Cleric 420.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required 426-CODE COMPLIANCE/CODE ENFORCEMENT HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 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 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. HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No Mag City Clerk 425.10 Administration-Demolition Photos Longer Longer PPS' 'GC§34090 et seq. Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services.Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver.34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-29 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record �I MP71i71map3olirt : Destroy (OFR) Active Inactive I Total Vital? Media 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.q. last document+2years), since destruction is normally performed by file folder. HOLDS. Litigation, claims complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 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 Completion Mag, Yes: After City Clerk 430.50 Affordable Housing P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 430.55 Senior Housing P P Mfr,OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After Department Preference;GC City Clerk 430.60 Mobilehome Parks P P Mfr, OD, S 10 years §34090 Ppr Economic Mag, Department Preference;GC Develop. 430.70 Studies and Reports 10 years 10 years Ppr §34090 When No When No Staffing Mag, Copies(staffing Department is Depart. 430.80 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Re uired 440-PLANNING When No When No Planning 440.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Mag Planning 440.20 Census Information Longer Longer Ppr' Copies;GC§34090.7 Required I Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 Office of Category ID# Records Description Retention/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 & =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 erfonned by file folder. HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). M . Yes: After City Clerk 440.30 Master Plans P FP Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag, Yes: After City Clerk 440.40 General Plan Conformance P Mfr, OD, S 10 years Land Records; GC§34090 Ppr - Mag, Yes: After City Clerk 440.50 General Plan Amendments P P Mfr, OD, S years Land Records;GC§34090 Ppr 10 City Clerk 440.60 Regional Planning 25 25 years Mag, Non records(department _ yea+D310rs Ppr preference); GC§34_090_ Mag, Yes: After City Clerk 440.70 Moratoriums P P Mfr, OD, S 10 years Land Records;GC§34090 Ppr City Clerk 440.80 Special Studies/Reports 2Lyears 25 years Mag, Non records(department Ppr preference); GC§34090 Advisory Groups-Formation, Mag, Copies(staffing Department is City Clerk 440.90 A ointments PI Ppr I GC 34090.7 450-ZONING When No When No Mag Planning 450.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 450.20 Zoning Change Case Files P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag' Yes: After City Clerk 450.30 Specific Plans P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr _ City Clerk 450.40 Special Studies/Reports 10 years 10 years Ppr' GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record - --- Image: Destroy Active Inactive/ Total ? Media 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. HOLDS Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 460-ECONOMIC DEVELOPMENT When No When No Mag City Clerk 460.10 Administration Longer Longer PPS' GC§34090 et seq. Required Re wired Industrial/Business(e.g.Auto Termination Termination Mag, Meets auditing standards; GC City Clerk 460.30 Business District) of District+ of District+ Ppr §34090 5 years 5 years When No When No Mag, Copies(staffing Department is City Clerk 460.35 Advisory Groups Longer Longer Required Required Ppr OFR); GC§34090.7 500-ANIMAL CONTROL When No When No City Clerk 500.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired Mag, Yes: After City Clerk 500.20 Regulations P P Mfr, OD, S 10 years Land Records;GC§34090 Ppr 610-EMERGENCY SERVICES When No When No Police or 510.10 Administration Longer Longer Mag, GC§34090 et seq. Fire Required Required Ppr Mag, Yes: After Department Preference;GC City Clerk 510.20 Disaster Plan 10 years 10 years Mfr,OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference;GC City Clerk 510.30 Civil Defense 10 years 10 years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference;GC City Clerk 510.40 Mutual Assistance/Paramedics 10 years 10 years Mfr, OD, S 10 years §34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy Active Inactive I Total 7 Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& =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 te.q. last document+2years), since destruction is normal!y performed by file folder. HOLDS. Liti ation claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Mag, Yes: After Department Preference; GC City Clerk 510.45 FireMed Program 10 years 10 years Mfr,OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference;GC City Clerk 510.50 Ambulance 10 years 10 years Mfr,OD, S 10 years §34090 Ppr City Clerk 510.60 Hospital 10 years 10 years Mfr,OD, S Yes: After Department Preference;GC Ppr 10 years §34090 Mag, Yes: After Department Preference;GC City Clerk 510.70 Geological Hazards 10 years 10 years Mfr, OD, S 10 years §34090 Ppr 520-ENVIRONMENTAL PROTECTION When No When No Lead Dept. 520.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Department Preference; GC City Clerk 520.15 Policy/Positions 10 years 10 years Mfr, OD, S No §34090 Ppr Hazardous Materials(Oil Spills, Mag' Yes: After Claims can be made for 30 years City Clerk 520.20 30 years 30 years Mfr, OD, S/I 10 for toxic subst.exposure;8 CCR etc.) Ppr years §3204(d)(1)et seq., GC§34090 Mag, Yes: After Copies-Department Preference; City Clerk 520.30 Coastal Protection/Off Shore Oil P P Mfr, OD, S/I 10 years GC§34090.7 _ Ppr Mag, Yes: After Copies-Department Preference; City Clerk 520.35 Beach Erosion P P Mfr, OD, S/I Ppr 10 years GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & =Sc 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 normal!y performed by file folder. HOLDS. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, Yes: After Copies-Department Preference; City Clerk 520.40 Oil/Methane Gas P P Mfr,OD, S/I 10 years GC§34090.7 Ppr City Clerk 520.50 Noise Pollution 2 years 2 years Ppr' GC§34090 Lead Dept. 520.60 Energy Conservation 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Planning is OFR-Final EIRs are Mag,Planning 520.70 CEQA /EIR/ND P P Mfr,OD, S Yes: After required to be kept a"reasonable10 years period of time"; 14 Cal Code Ppr Regs§15095(c);GC§34090.7 City Clerk 520.75 Air Quality 10 years 10 years Mag, Department Preference;GC Ppr §34090 Mag, Yes: After Code Enforcement retains Planning 520.80 Weed Abatement 2 years 2 years Mfr,OD, S 10 years originals; GC§34090.7 Ppr Lead Dept. 520.85 Orange County Vector Control 2 years 2 years Mag, Department Preference;GC Ppr §34090 When No When No Staffing Mag, Copies(staffing Department is Depart. 520.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required I Required 530-POLICE PROTECTION When No When No Mag Lead Dept. 530.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Lead Dept. 530.20 Helicopter Program 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 530.30 Police Towing Program 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 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 Vital? Media I=Im ort Pap er after'I (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+2years), since destruction is normally performed by file folder. HOLDS Litigation, claims, complaints, audits, pending records re uests, and/or investigations suspend normal retention periods retention resumes after settlement). 540'-FIRE PROTECTION ' When No When No Lead Dept. 540.10 Administration Longer Longer Pa9' GC§34090 et seq. Re uired Required p 660-FLOOD CONTROL When No When No Lead Dept. 550.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After Department Preference; GC City Clerk 550.20 Flood Control Districts/Channels P P Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference;GC City Clerk 550.40 Drainage P P Mfr, OD, S 10 years §34090 Ppr Mag' Yes: After Department Preference;GC City Clerk 550.50 Reports/Studies P P Mfr, OD, S 10 years §34090 Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 550.70 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 560-PARKING CONTROL When No Wq'� Lead Dept. 560.10 Administration Longer L Ppr' GC§34090 et seq. Required R Mag, Yes: After Department Preference;GC City Clerk 560.20 Enforcement Regulation P 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 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& 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. HOLDS. Liti ation claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, Yes: After Department Preference, GC City Clerk 560.35 Parking Meters/Lots P P Mfr, OD, S 10 years §34090 Ppr Residential Parking Permits/Cul Mag, Yes: After Department Preference, GC City Clerk 560.40 de Sac Parking f Diagonal/Parking P P Mfr,OD, S 10 years §34090 Districts Ppr When No When No Staffing 560.60 Advisory Groups Longer Longer Mag' GC§34090 et seq. Depart. Required Required p 570-PUBLIC WELFARE When No When No City Clerk 570.10 Administration Longer Longer MPS GC§34090 et seq. Required Re uired Maa, Copies-Department Preference: Lead Dept. 570.15 Homelessness 5 years Rwr GC§34090.7 Lead Dept. 570.20 Drug&Alcohol Abuse 2 years 2 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 570.30 Obscenity/Pornography 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Mag, Yes: After Department Preference, GC City Clerk 570.40 Handicapped P P Mfr, OD, S 10 years §34090 Ppr Social Services Organizations/ Mag, Copies-Department Preference; Lead Dept. 570.50 Groups 5 years 5 years Ppr GC§34090.7 Mag, Yes: After City Clerk 570.60 Nuisance Abatement Liens P P Mfr,OD, S 10 years Land Records: GC§34090 Ppr When No When No Staffing 57070 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. Ppr OFR); GC§34090.7 Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 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 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged & =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. HOLDS Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 580-TRAFFIC CONTROL When No When No Mag Lead Dept. 580.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired 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 15 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 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 Mag, Copies(staffing Department is Depart. 580.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 590-SENIOR CITIZENS When No When No Mag Lead Dept. 590.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired Tender Loving Care/Meals on Mag, Copies-Department Preference; Lead Dept. 590.30 Wheels/Feedback Foundation 5 years 5 years 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 Required 1 1 Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 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 & n 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. HOLDS Liti ation claims, complaints, audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 600-AGREEMENTS/CONTRACTS Lead Dept. 600.05 Administration 2 years 2 years Ppg' IGC§34090 et seq. Statewide guidelines propose completion+ 5 years for non- capital improvement contracts& completion+4 years for Before Mfr, O Completion Completion Yes: r, OD, S Yes: After transportation and concessionaire City Clerk 600.10 Professional Services Agreements + 10 years + 10 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 Statewide guidelines propose completion+ 5 years for non- capital improvement contracts& completion+4 years for Completion Completion Yes Mag, Yes: After transportation and concessionaire City Clerk 600.15 Federal Agreements +5 years +5 years Before Mfr, OD, S Inactive agreements. Statute of Completion Ppr Limitations is 4 years; 10 years 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 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-38 Office of Category ID# Records Description Retention/Disposition Comments 1 Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged & n C'd? !f the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normal!y performed by file folder. HOLDS. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Statewide guidelines propose completion +5 years for non- capital improvement contracts& Yes completion +4 years for City Clerk 600.20 State Agreements Completion Completion Before Mfr,aOD, S Yes: After transportation and concessionaire +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 Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion +4 years for Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk !i 600.25 County Agreements +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 All infrastructure,JPAs, &Mutual Aid contracts are permanent for emergency preparedness; Redevelopment Agency/ Yes: Mag, Yes: After Statute of Limitations is 4 years; City Clerk 600.30 Successor Agency/Oversight P P Before Mfr, OD, S 10 years for Errors&Omissions; Board Completion Ppr Inactive CCP§§337. 337.1(a), 337.15, 343, GC§34090, Contractor has retention requirements in 48 CFR 4.703 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services. Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-39 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive I Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & n 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. HOLDS. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion +4 years for Before Mfr, O Completion Completion Yes: r, OD, S Yes: After transportation and concessionaire City Clerk 600.35 Concession Agreements +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- Completion Completion Yes: After Yes: Mag, capital improvement contracts. City Clerk 600.45 Franchises +5 years + 5 years Before Mfr, OD, S Inactive Statute of Limitations is 4 years, Completion Ppr 10 years for Errors&Omissions, CCP§§337. 337.1(a), 337.15, 1 343; GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services.Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-40 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 normal!y performed by file folder. HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Agreements&Cash Contracts- Other City Entities: ALL INFRASTRUCTURE: All infrastructure, JPAs, &Mutual Aid contracts are permanent for Architects, buildings, bridges, emergency preparedness, drainage, park improvements, Yes: Mag, Yes: After Statute of Limitations is 4 years, City Clerk 600.50 Public Works, reservoirs, sewers, P P Before Mfr, OD, S 10 years for Errors&Omissions; sidewalks,signals, street&alley Completion Ppr Inactive CCP§§337. 337.1(a), 337.15, improvements, utilities, water, 343; GC§34090, Contractor has wheelchair ramps,etc. retention requirements in 48 CFR 4.703 Exceptions: Landscaping, street paving _ 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 Before Mfr, OD, S Completion Completion Yes: Mag, Yes: After transportation and concessionaire Consultants, Landscaping, Slurry + 10 years + 10 years Completion Ppr Inactive agreements. Statute of Seals, Tree Trimming, Leases, Limitations is 4 years; 10 years Professional Services, Demolitions for Errors&Omissions; CCP (Not Infrastructure projects) §§337. 337.1(a), 337.15, 343, GC §34090 Agreements&Cash Contracts EEOC/ADEA(Age)requires 1 Approved by Council: Yes: Mag, year after benefit plan City Clerk 600.60 P P Before Mfr, OD, S No termination; State Law requires 2 Retirement Agreements(PERS) Expiration Ppr years after action, 29 CFR 1627.3(b)(2), GC§§12946, 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 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 I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged & =Sc C'd? If the record is not fisted 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. HOLDS Litigation, claims, complaints, audits, pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Agreements&Cash Contracts - City Clerk 600.65 Other City Entities: P P Yes(all) Mfr, OD, S No GC§34090 Title Insurance,Land Records Ppr Agreements Approved by Council: Expiration + Expiration + Yes: Mag, EEOC/FLSA requires 3 years for City Clerk 600.70 MOUs-Memorandas of 15 years 15 years Before Mfr, OD, MOUs; State requires 2 years;29 Understanding Expiration Ppr CFR 516.5, GC§§12946, 34090 Department Preference;Statute Yes: Mag, of Limitations is 4 years; 10 years City Clerk 600.75 Housing Authority Agreements P P Before Mfr, OD, for Errors&Omissions;CCP Expiration Ppr §§337. 337.1(a), 337.15, 343; GC §34090, Department Preference;Statute of Limitations is 4 years; 10 years Other Contracts/Agreements- Mag' for Errors&Omissions;CCP City Clerk 600.80 (Licensing) P P Mfr D, §§337. 337.1(a), 337.15, 343; GC §34090,Contractor has retention requirements in 48 CFR 4,703 Department Preference;Statute Confidential Contracts/City Yes: Mag, of Limitations is 4 years; 10 years City Clerk 600.85 Attorney P P Before Mfr, OD, for Errors&Omissions; CCP Expiration Ppr §§337. 337.1(a), 337.15, 343; GC §34090, HUNTINGTON BEACH, CA.©1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 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 & =Sc n 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+2years), since destruction is normally performed by file folder. HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 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 AS/ 60095 Purchase Orders Completion Completion Mag, Purchasing . +5 years +5 ears Ppr Copies; GC§34090.7 City Clerk Agreements&Cash Contracts: Bid Opening Bid Opening or (various) Unsuccessful Bids +2 years + 2 years Ppr GC§34090 Purchasing 610-INCORPORATION Mag, City Clerk 610.10 Articles of Incorporation P P Mfr, OD, S No GC§34090 Ppr _ Uniform Codes(e.g. Uniform Mag, Department Preference; Non City Clerk 610.15 Building Code,etc.) P P Ppr records-can be obtained from the State, if required;GC§34090 Mag, City Clerk 610.20 Charter P P Mfr, OD, S No GC§34090 Ppr Mag City Clerk 610.30 Annexations P P Mfr, OD, S No GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-43 Office of Category ID# Records Description Retention I Disposition Comments 1 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 & n 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. HOLDS Liti ation claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference, Non Local Agency Formation Mag, records-can be obtained from City Clerk 610.40 Commission(LAFCo) 4 years 4 years Ppr the LAFCo if required;GC 34090 620-ELECTIONS City Clerk 620.10 Administration 10 years 10 years Ppg' GC§34090 et seq. -- - - - -- Candidates Packets: Ballot City Clerk 620.12 Designation Worksheets, 2 years 2 years Ppr' GC§34090 Candidate Statement Forms,etc. Elections-Roster of Voters,Voter Mag, City Clerk 620.15 Index 5 years 5 years Mfr,OD, EC§§17300, 17001 Ppr General Municipal Elections- City Clerk 620.18 ADMINISTRATION File 2 years 2 years Mag' GC§34090 (Correspondence, Drafts, Proofs, Ppr Notes,etc.) 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.) Results+8 Results+8 Not accessible to the public;The months or months or 8 month retention applies after Elections-Petitions(Initiative, Final Final election results,or final City Clerk 620.25 Recall or Referendum) Examination Examination Ppr examination if no election, unless if No if No there is a legal or FPPC Election+ 1 Election+ 1 proceeding. EC§§17200(b)(3), year I year 1 17400 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& =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. HOLDS Litigation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Special/Other Municipal Elections-HISTORICAL File Mag, Retained for Historical Value, GC City Clerk 620.30 (Sample ballot, calling, P P Mfr, OD, S No §34090 consolidation, canvass, affidavits, Ppr etc.) Di epartment Preference; No Duration of Duration of specific legal requirement; Elections-Candidate Statements After 2 Statewide guidelines propose 4 City Clerk 620.35 (to be printed in the sample ballot) Office+4 Office+4 Ppr S/M/I years years years years; recommend term +4 years for administrative value; GC§ 34090 No specific legal requirement; Statewide guidelines propose 2 City Clerk 620.40 Elections-Precinct Maps 2 years 2 years Ppr' years, County Clerk sends to Secretary of State, EC§17501, GC§34090 Department Preference, Statewide guidelines proposes 4 Mag, years for successful candidates,City Clerk 620.45 Elections-Nomination Papers 8 years 8 years Mfr, OD, 2 years for unsuccessful; CA law states term of office and 4 years Ppr after the expiration of term and does not delineate between the two; EC§17100 City Clerk 620.50 Regulations/Procedures Superseded Superseded Mag, Department Preference; GC +2 years +2 years Ppr §34090 Campaign Documents-City City Clerk 620.52 Municipal Code(Documents filed 2 years 2 years Mag' HBMC 2.06.030. GC§34090 with the City Clerk pursuant to Ppr HBMC HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services. Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: I Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& — n QC' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS Litigation, claims complaints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Elections-Assessment District City Clerk 620.55 Ballots-Prop.218 proceedings 1 2 years 2 years Ppr GC§53753(e)(2) Protest Letters I Mail Elections-Vote-by-Mail f Applications, Roster of Vote-by- Mail Applications, Envelopes, Ballots After Election,After EC§§17505, 17302, 17306, City Clerk 620.60 Recount,Challenged and Assisted 6 mo. 6 mo. Ppr 17503, 17304, and CA Voters Lists, Inspectors Receipts Constitution Article XIII for 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 all"City Officers") City Clerk 620.65 Oaths of Office: Other(required of P P Mfr, OD, S Inactive Yes:When benefits is 6 years from last 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 Ppr S years least 2 years; GC§81009(b)&(g) OTHER COMMITTEES PACS HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-46 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record -- - Image: I Destroy - Active inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vaal? 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. HOLDS. Liti ation claims, complaints, audits,pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Elections-Campaign Reports City Clerk 620.80 (FPPC 400 Series Forms&Form 2 years P P Mfr, OD, S After 2 Paper must be retained for at 501): SUCCESSFUL Ppr years least 2 years; GC§81009(b)&(g) CANDIDATES Elected Officials Elections-Campaign Reports City Clerk 620.85 (FPPC 400 Series Forms&Form 5 years 5 years Ppr Paper must be retained for at 501): UNSUCCESSFUL least 2 years; GC§81009(b)&(g) CANDIDATES Elections-Campaign Reports (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE Mfr, OD, S 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(0&(g) (copies)e.g.,County Supervisors, Assemblyman,etc. Clerk's Working File, and holding When No When No Mile 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 City Clerk 630.30 Legal Opinions P P MM OD,' S Yes: After Department Preference; GC Ppr 10 years §34090 Y Attorn City 630.40 Litigation 2 years 2 years a ' Copies; GC§34090.7 _ Superseded Superseded Mag, City Clerk 630.50 Legal Procedures +2 years +2 ears Ppr GC§34090 HUNTINGTON BEACH, CA.©1995-2ol1 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-47 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=Sc 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 normal!y performed by file folder. HOLDS Liti ation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Ethics Training Certificates for City Clerk 630.55 Elected Officials, Boards and 5 years 5 years Ppg' GC§53235.2(b) Commissions City Clerk 630.60 Conflict of Interest Code Superseded Superseded Mag, Department Preference; GC +2 years +2 ears Ppr §34090 Economic Interest Filings(FPPC Statements filed electronically are Mag, required for 10 years; City 700 Series Forms-Statement of Yes. After City Clerk 630.64 Economic Interests): 10 years 10 years Mfr, OD, S/I QC&OD maintains copies only; original ELECTRONICALLY FILED Ppr statements are filed with FPPC; GC§81009(f)(g); GC§84615 FPPC 700 Series Forms (Statement of Economic Interests): Mag, City maintains original City Clerk 630.65 CONSULTANTS TO THE CITY 2 years 5 years 7 years Mfr, OD, S Yes statements; GC§51009€&(g) (specified in the City's Conflict of Ppr Interest code) _ FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS(elected&not Mfr, OD, After 2 City maintains copies only; City Clerk 630.70 elected. Includes City Council 2 years 2 years 4 years S original statements are filed with Members, Planning Commission Ppr years FPPC; GC§81009(f)&(g) Members, City Manager, City Treasurer&City Attorney) FPPC 700 Series forms(Statement Mag, City Clerk 630.75 of Economic Interests): Boards 2 years 5 years 7 years Mfr, OD, S Yes City maintains original and Commissions Ppr statements; GC§81009(e)&(g) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 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& an 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. HOLDS. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 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 City Clerk 630.85 (Statement of Economic 2 years 5 years 7 years Mfr), OD, S Yes City maintains original Interests)DESIGNATED Ppr statements, GC§81009(e)(g) EMPLOYEES by Department) FPPC Form 801 (Gift to Agency Mag, Must post on website; GC City Clerk 630.86 Report) 7 years 7 years Ppr §81009(e); GC§34090; City Clerk 630.87 FPPC Form 802(Tickets Provided 7 years 7 years Mag, Must post on website for 4 years; by Agency Report) Ppr GC§81009(e);GC§34090 City Clerk 630.88 FPPC Form 803(Behested 7 years 7 years Mag' GC§81009e, GC§34090 Payment Report) Ppr City Clerk 630.89 FPPC Form 804(Agency Report of P P Mag, FPPC Regulation 18734(c);GC New Positions) Ppr §81009e;GC§34090 When No When No City Clerk 630.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required FPPC Form 805(Agency Report of Mag, FPPC Regulation 18734(c);GC City Clerk 630.91 Consultants) P P Ppr §81009e;GC§34090 FPPC Form 806(Agency Report of Mag, Must post on website;2 CCR City Clerk 630.92 Public Official Appointments) 7 years 7 years Ppr 18702.5; GC§34090;GC 81009(e) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services. Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-49 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged & =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. HOLDS. Litigation, claims, complaints, audits,pending records requests, andlor investigations 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, OD, S No GC§34090 Ppr Mag, City Clerk 640.10 Ordinances/Amendments P P Yes: All Mfr,OD, S No GC§34090 Ppr Uniform Codes Adopted by Mag, Department Preference, GC City Clerk 640.15 Reference(California Building P P Yes: All Mfr,OD, S No §34090 Code,etc.) 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 City Clerk 640.60 Resolutions Adopted by Other 2 years 2 years Mag, Department Preference(non- Cities Ppr records) When No When No City Clerk 640.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Re uired Required 650-REAL PROPERTY When No When No Lead Dept. 650.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Acquisitions(Deeds, Title Reports, Mag, City Clerk 650.20 etc.) P P Yes: All Mfr, OD, S No GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver.34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-50 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record r Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & n 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. HOLDS Litigation, claims, complaints, audits, pending records requests, and/orinvesti ations suspend normal retention periods retention resumes after settlement). Acquisitions-Parks/Fire Stations Mag, City Clerk 650.40 (Deeds,Title Reports,etc.) P P Yes: All Mfr, OD, S No �GC§34090 Ppr Acquisitions-Eminent Domain Mag, City Clerk 650.50 P P Yes All Mfr, OD, S No GC§34090 (Deeds,Title Reports,etc.) Ppr Tax Collector's Sales(notification of City Clerk 650.60 County surplus property) Files P P Ppr' GC§34090 Contains copies of some deeds - _---- - - 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 When No Mag City Clerk 650.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required I Required 700-PERSONNEL ADMINISTRATION Amendments to City Classification Mag, Department Preference;GC City Clerk 700.10 Plan 15 years 15 years Ppr _ §34090 City Clerk 700.20 Personnel Policies/Procedures 15 years 15 years Mag, Department Preference;GC Ppr §34090 City Clerk 700.30 Surveys/Studies 10 years 10 years Mag, Department Preference;GC Ppr §34090 Human When No When No Resources 700.40 Assistance Programs Longer Longer Ppr' GC§34090 et seq. Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive I Total 71? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Options M=Mfr Imaged & can 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+2years), since destruction is normally performed by file folder. HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, Yes: After City Clerk 700.50 Retirement Benefits(PERS) P P Mfr,OD, S 10 years GC§34090 Ppr Mag, Yes: After City Clerk 700.55 Deferred Compensation P P Mfr,OD, S 10 years GC§34090 1 Ppr Resources 700.60 Recruiting and Selection 2 years 2 years Ppr' GC§34090 When No When No AS/Human Mag, Copies(staffing Department is 700.70 Advisory Groups Longer Longer Resources Ppr OFR); GC§34090.7 Required Re uired When No When No City Clerk 700.80 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Re uired Mag, Yes: After City Clerk 700.90 Elected Officials P P Mfr,OD, S 10 years GC§34090 P r 710-TRAINING AND EMPLOYMENT PROGRAMS When No When No Mag Lead Dept. 710.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required AS/Human Mag, Department Preference-Copies; Resources 710.20 Employee Development 5 years 5 years Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; Resources 710.30 Youth Employment Services 5 years 5 years Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; Resources 710.40 Organizational Development 5 years 5 years Ppr GC 34090.7 720-EMPLOYEE RELATIONS HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 Office of Category ID# Records Description Retention f Disposition Comments I Reference Record L 1 Image: Destroy Active Inactive I Total ? Media I=Import Paper after (OFR) (in office) I CD or Mfr Retention Vital. Options M=Mfr 1 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+2years), since destruction is normally performed by file folder. HOLDS Liti ation claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No AS/Human 720.10 Administration Longer Longer Mag' GC§34090 et seq. Resources Required Required Ppr When No When No Resources 720.20 Bargaining Units I Associations Longer Longer PPr' Copies;GC§34090.7 Required Required 800-STREETS/HIGHWAYS AND FREEWAYS Public Works 800.10 Administration P P Ppg' GC§34090 et seq. Mag, Yes: After City Clerk 800.20 Street Improvements P P Yes(all) Mfr, OD, S project Infrastructure;GC§34090 Ppr completion Public Works 800.30 Federal Aid Urban(FAU Program) 3 years 3 years Ppr' Copies;GC§34090.7 Public Intermodal Surface Transportation Mag, Works 800.35 Efficiency Act(ISTEA) 3 years 3 years Ppr Copies;GC§34090.7 Public 800.40 Orange County Arterial Highway 3 years 3 years Mag' Copies; GC§34090.7 Works Financing Program(AHFP) Ppr Public Orange County Combined Mag 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 Dedications P P Yes(all) Mfr,OD, S project Infrastructure; GC§34090 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 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-53 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 Vaal? Options M=Mfr Imaged & can 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 normal!y performed by file folder. HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). City Clerk 800.70 Street Names/Changes/ P P Yes(all) Mfr OD, S Yes: After Infrastructure; GC§34090 Numbering Ppr 10 years Mag, Yes: After City Clerk 800.90 Precise Plan of Street Alignment P P Yes(all) Mfr,OD, S 10 years Infrastructure; GC§34090 Ppr When No When No City Clerk 800.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Re uired 810-SOLID WASTE MANAGEMENT Public When No When N Works 810.10 Administration Longer Longe Ppr' GC§34090 et seq. Required Required] Public Refuse Collection/Landfill! Mag, Department Preference-Copies; Works 810.20 Dumps_ P P Ppr GC§34090.7 Public Mag, Department Preference-Copies; Works 810.30 Litter Control 5 years 5 years Ppr GC§34090.7 Public g10.60 Recycling Programs/Plans 10 years 10 years Mfr OD, S Yes: After Department Preference; GC§ Works Ppr 10 years 34090 820-WATERWAYS Public When No When No Works 820.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 820.20 Waterway/Pierhead Lines P P Yes Mfr,OD, S 10 years Infrastructure;GC§34090 Ppr Staffing Advisory Groups(Bylaws are When No When N Mag, Copies(staffing Department is Depart. 820.30 permanent) Longer Longer Ppr OFR); GC§34090.7 Required Require] HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-54 Office of I 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& =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. HOLDS. Litigation, claims complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 830-SIDEWALKS Public Works 830.10 Administration P P Ppg' GC§34090 et seq. Sidewalks/Curbs/Gutters/ Mag, Yes: After City Clerk 830.20 Driveways/Pedestrian Bridges/ P P Yes Mfr,OD, S Infrastructure; GC§34090 Wheelchair Rams Ppr 10 years 840-INFRASTRUCTURE When No When No Public 840.10 Administration Longer Longer Mag' GC§34090 et seq. Works Required Required Ppr Public 840.20 Studies and Reports 10 years 10 years Mag' Copies;GC§34090.7 Works Ppr Staffing Advisory Groups(Bylaws are When No When No Mag, Copies(staffing Department is Depart. 840.50 permanent) Longer Longer Ppr OFR), GC§34090.7 Required Required 900-ARTS When No When No Mag Lead Dept. 900.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Yes: Comm. Mag, Copies(Community Services is Services 900.20 Special Events Longer Longer Before Ppr OFR); GC §34090.7 Required Required Event City Clerk 900.30 Gifts/Acquisitions 5 years 5 years Mag, Meets Auditing Standards;GC Ppr §34090 When No When No Staffing 90040 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. Ppr OFR); GC§34090.7 Required Required 910-HISTORIC PRESERVATION Lead Dept. 910.10 Administration P P Ppr' GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services.Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-55 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record _ FImage: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after, (in office) CD or Mfr Retention Options I M=Mfr Imaged & =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. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, City Clerk 910.20 City History P P Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 910.30 Historical Preservation P P Mfr, OD, S No GC§34090 Ppr -- Mag, City Clerk 910.35 Archaeological Resources P P Mfr, OD, S No GC§34090 Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 910.40 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required When No When No City Clerk 910.50 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. _ Required Required Mag, City Clerk determines historical City Clerk 910.60 Historical Records P P Mfr,OD, S/I No records;GC§34090 Pr 920-PARKS Lead Dept. 920.10 Administration P P Ppg' GC§34090 et seq. Mag, Yes:After City Clerk 920.20 Master Plan-Parks P P Mfr,OD, S 10 years GC§34090 Ppr -- _ Mag, Yes:After - - - - --- City Clerk 920.30 Regional Parks P P Mfr,OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.40 City Parks P P Mfr,OD, S 10 years GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-56 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& n 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. HOLDS Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, Yes:After City Clerk 920.50 Huntington Central Park P P Mfr,OD, S 10 years GC§34090 Ppr - - - Mag, Yes:After City Clerk 920.60 Shipley Nature Center P P Mfr, OD, S 10 years GC§34090 Ppr -- — - — -Mag, Yes:After City Clerk 920.70 Equestrian Center/Equestrian P P Mfr, OD, S 10 years GC§34090 - Ppr - -- - When No When No Staffing Mag, Copies(staffing Department is Depart. 920.80 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required 1 Required 930-PATHS&TRAILS Lead Dept. 930.10 Administration P P Ppr GC§34090 et seq. Mag, Yes:After City Clerk 930.20 Master Plan-Paths&Trails P P Mfr, OD, S 10 years GC§34090 Pr 940-TRANSPORTATION SERVICES Lead Dept. 940.10 Administration 2 years 2 years Ppg' GC§34090 et seq. City Clerk 940.20 OCTD 10 years 10 years Mag, Department Preference;GC§ Ppr 34090 City Clerk 940.30 Special Transportation Programs 10 years 10 years Mag, Department Preference;GC§ Ppr 34090 Mag, Yes:After City Clerk 940.50 Plans/Studies/Reports P P Mfr, OD, S 10 years GC§34090 Ppr Lead Dept. 940.60 Taxi Cab Rates/Permit Fees 2 years 2 years Ppg' GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-57 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& =Scan QC' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS. Liti ation claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). When No When No OCTC 940.80 Orange County Transportation Longer Longer Mag' Non-records; GC§34090 et seq. Commission(OCTC) Required Required Ppr 950-LIBRARY SERVICES Library 950.10 Administration 2 years 2 years Ppg' GC§34090 et seq. Special Events I Programs/ Mag, Department Preference-Copies; Library 950.20 Reports 10 years 10 years Ppr GC§34090.7 When No When No Staffing Mag, Copies(staffing Department is Depart. 950.30 Advisory Groups Longer Longer Ppr OFR);GC§34090.7 Required Required 960-COMMUNITY EVENTS Lead Dept. 960.10 Administration 2 years 2 years Ppr' GC§34090 et seq. Yes: Comm. g60.20 Special Events-General 2 years 2 years Before Mag, Copies(Community Services is Services Ppr OFR);GC§34090.7 Event Yes: Comm. 960.30 Fourth of July Celebration 2 years 2 years Before Mag, Copies(Community Services is Services Ppr OFR);GC§34090.7 Event Comm. Yes: Mag, Copies(Community Services is Services 960.40 Community Festival 2 years 2 years Before Ppr OFR);GC§34090.7 Event Comm. I Yes: Mag, Copies(Community Services is Services 960.50 Walks I Races I Runs 2 years 2 years Before Ppr OFR);GC§34090.7 Event Comm. Yes: Mag, Copies(Community Services is Services 960.60 Surfing Contests 2 years 2 years Before Ppr OFR);GC§34090.7 Event HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-58 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS Liti ation, claims complaints, auditspending records requests, andlor investigations suspend normal retention periods retention resumes after settlement. Staffing Mag, Copies(staffing Department is Depart. 960.70 Advisory Groups 2 years 2 years Ppr OFR GC 34090.7 1000-WATER SERVICES Lead Dept. 1000.10 Administration P P Pp' GC§34090 et seq. City Clerk 1000.20 Rates I Fees 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 Mag, Yes:After City Clerk 1000.50 Master Plan P P Mfr, OD, S 10 years GC§34090 Ppr Public 1000.70 West Orange County Water Board P P Mag' Non-records; GC§34090 et seq. Works (WOCWB)Agendas Ppr Public 1000.75 Metropolitan Water District 2 years 2 years Mag' Non-records; GC§34090 et seq. Works Ppr Public Works 1000.80 Orange County Water District P P Ppr' Non-records; GC§34090 et seq. Public Works 1000.85 Quality Control P P Ppr' Copies;GC§34090.7 Conservation I Water Reclamation I Mag' Yes:After City Clerk 1000.90 Water Management Plan P P f Mfrr,, OD, S 10 years GC§34090 1010-TELEPHONE Lead Dept. 1010.10 Administration 2 years 2 years Ppg' GC§34090 et seq. City Clerk 1010.20 Rates I Fees 5 years 5 years Mag, Meets Auditing Standards;GC Ppr 434090 1020-SEWERS/SANITATION-WASTEWATER MANAGEMENT Works -'7 Public 1020.10 Administration P P PPr' GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 Ver.34.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-59 Office of Category ID# Records Description Retention/Disposition Comments/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 & =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+2years), since destruction is normally performed by file folder. HOLDS. Litigation, claims, complaints, audits,pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Mag, Yes:After City Clerk 1020.20 Capital Improvements P P Mfr, OD, S 10 years GC§34090 Ppr City Clerk 1020.50 Other Agencies/Districts 2 years 2 years Mag, Department Preference;GC Ppr §34090 et seq. Public Mag, Department Preference;GC Works 1020.60 Policies&Procedures P P Ppr §34090 et seq. Public Mag, Department Preference-Copies; Works 1020.70 Special Studies/Reports 10 years 10 years Ppr GC 34090.7 1040-PUBLIC UTILITIES Lead Dept. 1040.10 Administration 2 years 2 years Ppg' GC§34090 et seq. City Clerk 1040.20 Electric Utilities P p Mag, Department Preference. GC§ Ppr �34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/8/2019 February 21, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Community Services Version Number Being Approved: 13.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. Depa merit Hea Date City lerk Date o� 0 0 City Manager D e 3 � City Attptlney Date i L Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record 1 Image: Destroy (Off-site,Inactive I Paper (OFR) (Off-s Active Total Media I=Import after (in office) O -s Mfr) Retention Vital? 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 normallyperformed b file folder. HOLDS: Liti ation, claims, complaints, audits, endin records requests, and/or investigations suspend normal retention periods retention resumes after settlement). COMMUNITY SERVICES These are the only contracts or agreements NOT sent to the City Clerk because the term is too difficult for City Clerk to Agreements for Contractors: Yes: determine; Consistent with City- Comm. 3 S After Completion Completion Yes: Until Mag, Mfr, wide standards, Statewide Services CS-001 Class Instructors, +2 years years +5 years Completion OD, Ppr (guidelines propose completion + Concessionaires, Inspections,etc. Inactive 5 years for non-capital improvement contracts& completion +4 years for transportation and concessionaire agreements. When No When No Statute of Limitations for contracts Longer Longer is 4 years, personal property 3 Comm. CS-002 Art Center Exhibits(Administration, Required- Required- Mag, Mfr, years, meets auditing Services etc.) Minimum 4 11 Minimum 4 OD, Ppr requirements, CCP 1§337, 338; years ears GC§34090 Mfr, , When No When No Mag, Foundation is a private non-profit CS-003 Art Center Foundation Longer Longer organization(non-records); GC Services Required Required OD, Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1 011 8/201 7 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record _ Image: Destroy Inactive Paper (OFR) (Off-site,Active O Total vital? Media 1=Import after (in office) or Mfr) Retention Options M=Mfr Imaged S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. OLDS: Lit' ation, claims, com Taints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Capital Improvement Projects (CIP) -Parks/Jobs-Parks: Permanent File Plans, Specifications, Bids/RFPs, Comm. Successful Proposal, Change Department preference, retained Upon Yes: Until Mag, Mfr, Yes: 1 Services Orders/Job Orders, Design, for disaster preparedness (If Lead CS-005 Escrow, Final Report, Inspection Completion P P Completed OD, Ppr S/I year purposes; Statewide guidelines Dept.) Cards, Materials Testing Reports, propose Permanent for Grading Permits, Hazardous Infrastructure plans; GC§34090 Materials Plans, Notice of Completion, Construction Manager's Logs, Photos, Soils Reports, Studies, Submittals, Surveys,etc. Capital Improvement Projects (CIP)-Parks/Jobs-Parks: Some grant funding agencies Administration File 10 years or Completion require audits, Statute of After + 10 years Limitations for Errors&Omissions or After is 10 years, Published Audit Comm. Project Administration, Funding Funding Standards=4-7 years, Statute of Services Correspondence, Field Work/ Upon Agency Yes: Until (If Lead CS-006 punch List, Inspectors Daily Log, Completion Audit, if Agency Completed Mag, Ppr Limitations: Contracts&Spec's Dept.) Labor Compliance, Certified required, Audit, if years,Wrongful Death=comp. +5 required, years, Developers=comp. + 10 Payrolls, Project Schedules, whichever whichever years; Statewide guidelines Progress meetings, Real Estate is longer Appraisals, Legal/Stop Notices, is longer propose termination +5 years; CCP§337 et. seq., GC§34090 Meetings,etc. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services.Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 10/18/2017 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 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) 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 normal!y performed by file folder. HOLDS. Litigation, claims, com laints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report, HUD Case Management Files: 11 1 1 requires 3 years, statewide Self Senior Services, Yes: guidelines propose 4 years;2 CFR Comm. Inactive+5 Inactive+5 200.3336 7 GFR 301E 42i 2, GPR Services CS-007 Meals,Transportation, etc.. years years Before Mag, Ppr ; 24 CFR- Applications, Scholarships, Event 85-42, 91.105(h), 92.505, Program Files, etc. 570.490,&570.502(a&b), 'OFR 66.44 29 CFR 97.42; 40 GFIR 92.42i OMB Circular A-110&A- 133; GC§34090;GC§8546.7 Comm. CS-008 Emergency Contact List When When Mag,Mfr, Transitory Record; GC§34090 Services Superseded Su erseded OD, Ppr I Department Preference: Statute Comm. CS-009 Emergency Reports/Incident 3 years 3 years Mag, Ppr of Limitations for Health Providers Services Reports is 3 years, CCP§340.5, GC §34090 Department preference; Data Comm. CS-010 Emergency Response/Incident Indefinite Indefinite Yes Mag. Ppr fields are inter-related; Data Services Database §34090 et seq. Comm. Facility Use Requests(Room Yes: Services CS-012 Reservations, Parks,etc.) 2 years 2 years Before Mag, Ppr GC§34090 Event Human Resources Initial Incident Reports(medical Copies-Risk Management is /Risk CS-014 and non-medical) 1 year 1 year Mag, Ppr OFR, GC§34090.7 Manage. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 10/18/2017 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions 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. HOLDS: Litigation, claims, com laints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference, Statute of Limitations for contracts is 4 Services OD, Ppr Comm. CS-015 Meals on Wheels 5 years 5 years Mag, Mfr, years, personal property 3 years; meets auditing requirements; CCP^§337, 338; GC§34090 Comm. Non-profit Organization Files When No When No Services CS-016 (501(c)3) Longer Longer Mag, Ppr Non-records Required Required City Clerk Park Development Master Files When No When No /Planning CS-017 (Capital Improvement Projects, Longer Longer Mag, Mfr, S Yes: 1 Department Preference, GC§ /Public OD, Ppr year 34090.7 Works Plans, etc.) Required Required Comm. CS-018 Parking and Camping Registration 2 years 2 years Mag, Ppr GC§34090 Services Forms/Parking Passes Comm. CS-019 Parking Meter Repair& 2 years 2 years Mag, Ppr GC§34090 Services Maintenance Comm. CS-020 Parking Ticket Receipts/Numbers 2 years 2 years Ppr GC§34090 Services Sold Comm. Department preference; Data Services CS-021 Recreation Database Indefinite Indefinite Yes Mag, Ppr fields are inter-related, GC §34090 et seq. Registration Forms, Class Rosters, Yes: Comm. CS-022 Event Sign-ups(May include Hold 2 years 2 years During Mag, Mfr, GC§34090 Services Harmless, Medical Release, Class or OD. Ppr Liability, &Waiver Agreements) Program Comm. CS-023 School District Facility Use Forms 2 years 2 years Mag, Ppr GC§34090 Services HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 10/18/2017 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Category ID# Records Description - Retention/Disposition Comments/Reference Record Destroy Image: Inactive Paper Active Total Media I=Import(OFR) I' (Off-site, Vital? � after (in office) OD or Mfr) Retention Options M=Mfr Imaged S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Liticiation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference; Statute of Yes: Limitations any"...liability founded Comm. CS-024 Senior Transportation Program 5 years 5 years Before Mag, Ppr upon an instrument in writing"or Services Event not specifically provided for is 4 years;GC§34090, CCP§§337, 343 Comm. Special Event Permits/Specific Yes: Services CS-025 Events/Special Permits(Parks) 2 years 2 years Before Mag, Ppr GC§34090 Event Comm. Department preference; Data Services CS-026 Transportation Database Indefinite Indefinite Yes Mag, Ppr fields are inter-related;GC §34090 et seq. Comm. CS-027 Transportation Trip Sheets 2 years 3 years 5 years Ppr Department Preference(complies Services with OCTA contract);GC§34090 Vehicle Safety Checks/Daily Comm. Department Preference(complies Services CS-029 Vehicle Inspections/Vehicle 2 years 3 years 5 years Ppr with OCTA contract); GC§34090 Usage Reports Volunteer Group Applications& Agreements(Beach Clean-ups, Services CS-030 etc.) 2 years 2 years Ppr GC§§12946, 34090 See City-wide for Volunteers& Training Files Youth Awards/Youth in Comm. CS-031 Government Day(Applications, 2 years 2 years Ppr GC§34090 Services Sponsorships from Barnes and Noble,etc.) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 10/18/2017 February 10, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Police Version Number Being Approved: 27.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. Department Head Date City terk Date 11?3r /-)D-?r) Ci y Manager D e City orney Date t Ver. 27.0 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) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & Iff the record is not 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. OLDS. Liti ation, claims, complaints, audits.pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). POLICE ADMINISTRATION OPERATIONS/CHIEF/INVESTIGATIONS/UNIFORM Police PD-001 Administrative Files 5 years 5 years Mag, Ppr GC§34090 Police PD-002 Bicycle Licenses 2 years 2 years Mag, Ppr Meets auditing standards;GC §34090 Crime Statistics/Uniform Crime Mag, Mfr, Yes: Filed on line with the State; Police PD-003 2 years P P S/I After 1 Department preference; Reporting: ANNUAL OD, Ppr year HISTORICAL VALUE GC§34090 Crime Statistics/Uniform Crime When No When No Filed on line with the State; Police PD-004 Reporting: PERIODIC(Monthly, Longer Longer Mag, Ppr Department preference;GC Bi-monthly, etc.) Required Required §34090 Transitory or source records not Until Until retained in the ordinary course of Superseded, Superseded, business, CHP audits every 2 Police PD-005 DMV Pull Notices-Police Only or Employee or Employee Mag, Ppr years, Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records, GC§34090 Department Preference, All State Final Final Yes: and Federal laws require retention Police PD-006 Grievances(Human Resources Disposition Disposition Before Mag, Ppr until final disposition of formal is OFR for some employees) +5 years +5 years Disposition complaint;State requires 2 years after action is taken, GC§§12946, 34090 When No When No Longer Longer Department preference; GC Police PD-007 Gun Range Historical Files Required- Required- Mag,Ppr §34090 Minimum 2 Minimum 2 yea rs years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 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 file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). When No When No Longer Longer Department Preference; Does not Police PD-008 Informant Files Required- Required- Ppr, Mag contain criminal intelligence Minimum 2 Minimum 2 information concerning individuals, years years GC§34090 Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the 5 years After 5 years After individual is involved in criminal Last Last conduct or activity and the Information Information information is relevant to that Police PD-009 Intelligence Files Mag, Ppr criminal conduct or activity. Received in Received in Misleading, obsolete or unreliable On-Going On-Going Investigation Investigation information is required to be destroyed, remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention I 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. HOLDS. Li ti ation claims, complaints, audits pending records requests, and/orinvesti ations suspend normal retention periods retention resumes after settlement). Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Officer Final after action is taken; Statute of Police PD-010 Involved Shootings Disposition P P Mag, Ppr Limitations is 4 years after the +5 years discovery of the offense for misconduct in office; PC 801.5, 803(c). 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 PD-011 (other than Officer Involved Disposition Disposition Mag, Ppr Limitations is 4 years after the +5 years +5 years discovery of the offense for Shootings) misconduct in office; PC 801.5, 803(c). EVC§1045, GC§§12946, 34090, PC§§801.5, 803(c), 832.5, VC§2547 Police PD-012 Non-sworn Employee File: P P Mag, Ppr Department Preference;GC Index Card, Photo _ §34090 Human Non-sworn Employee File: Separation+ Separation+ Mag, Mfr I UZI. Department Preference(copies); Resources PD-013 Medical Files 30 years 30 years OD, Ppr S/I After QC GC§34090.7 Non-swom Employee File: Separation+ Separation+ Mag, Mfr Department Preference;GC Police PD-014 Personal Information 5 years 5 ears OD, Ppr S/I After C §34090 Non-sworn Employee File: Mag, Mfr, Department Preference; GC Police PD-075 Historical (Obituaries,etc.) P P OD, Ppr S/I After Q nn C §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID#I 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 years), since destruction is normal!y performed by file folder. HOLDS: Liti ation, claims, core laints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-015 Payroll Exception Forms 5 years 5 years Mag, Ppr Department Preference(meets auditing standards); GC§34090 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 PD-016 (Training Courses) 5 years 5 years OD, Ppr S/I After QC transfer, selection, or discharge; &OD 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 PD-017 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 Police/ Report of data regarding the Chief/ PD-082 number,type,or disposition of 2 years 2 years Mag, Ppr GC§34090 et seq. Admin. complaints made against its officers(optional) Death of Death of Human Department Preference(copies); Resources PD-018 ,Sworn Employee Medical File Employee+ Employee+ Mag, Ppr GC§34090.7 1 year 1 ear Human �Sworn Death of Death of Department Preference (copies), Resources PD-019 Employee Personnel File Employee+ Employee + Mag, Ppr GC§34090.7 1 year 1 ear Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Police PD-020 (when the vehicle or equipment Lease+2 3 years Lease+ 5 Mag, Mfr, 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. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference RecordImage: Destroy - Active Inactive Total Media I=Import Paper (OFR) after (in office) (Off-site, Retention vital? 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+2years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits,pending records requests, andlor investi ations suspend normal retention periods retention resumes aftersettlement. Vehicle Maintenance History Life of Life of Department Preference; GC Police PD-021 Vehicle+2 Vehicle+2 Mag, Ppr (Police Vehicles) years ears §34090 Upon Upon Police PD-022 Vehicle Title("Pink Slips") Disposal of Disposal of Mag, Mfr, S/I No Provided to new owner;GC Vehicle Vehicle OD, Ppr §34090 Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police PD-023 'Work Assignments(Schedules) 2 years 2 years Schedule Ppr years for work schedules; 29 CFR only 516.6(1), 29 CFR 1602.14,GC§ 34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record Category ID# Records Description Retention I 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 & IIf 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. . last document+2years), since destruction is normally performed by file folder. HOLDS. Liti ation claims, complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). INVESTIGATIONS ALL 2 years after 1 2 years after Expiration of Expiration of Department Preference, GC PD-024 Alcohol Beverage Applications ABC ABC Ppr §34090 License License Background Checks for Business Licenses: Bingo, Mag, Mfr, Department Preference; GC Police PD-025 Massage Technician&Parlors, 5 years 5 years OD, Ppr M I S I I No §34090 Sexually Oriented Business (SOB)etc. Background Files-Non-sworn Yes: Separation+ Separation+ Mag, Mfr, Retained for administrative value; Police PD-026 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 PD-027 Employee+ Employee+ S/I When Employees 5 years 1 year 1 ear OD, Inactive §34090 EEOC/FLSA/ADEA(Age) Background Files- requires 3 years; State Law Police PD-028 Unsuccessful Applicants(Not 3 years 3 years requires 2-3 years, 29 CFR Hired) 1627.3(a)(5)and(6), 8 CCR §11040.7(7)(C), GC§§12946, 34090 Department Preference; Notes Police PD-029 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 PD-030 Guns: Dealers Record of Sale Business+ Business+ Mag, Ppr link to DOJ; GC§34090 2 years 2ears HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record Category ID#; Records Description Retention/Disposition Comments/Reference - Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Vital? Retention Vital? 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 pendingrecords requests and/or investi ations sus end normal retention periods retention resumes after settlement). Mag, Mfr, Yes: Retained for administrative value, Police PD-031 Index Cards: All Applicants 100 years 100 years OD, Ppr S/I Afteer arl GC§34090 JAIL Follows Follows Yes: Retention of Retention of Mag, Mfr, Retained for administrative value; Police PD-032 Photos: Mug Shots Crime Crime OD, Ppr S/I When GC§34090 Report Report Inactive LAB Follows Follows Yes: Fingerprint Cards(prior to Live Retention of Retention of Mag, Mfr, S/I A Department Preference; GC Police PD-033 Scan) Crime Crime OD, Ppr year l §34090 Report Report Follows Follows Yes: Police �� PD-034 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 Yes: Retention of Retention of Mag, Mfr, Police PD-035 Analysis Reports S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Report Follows Follows Retention of Retention of Mag, Mfr, Yes: Police PD-036 Laboratory Records S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Report Police PD-037 Maintenance Logs(Laboratory 5 years 5 years Mag Ppr Department Preference;GC Equipment) , §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Category ID#i Records Description Retention/Disposition Comments/Reference Record � Image: Destroy Active Inactive Total Vital? Media I=Import after (OFR) (Off-site, to (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+2years), 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.; 90 years, 100 years, required to register for life; If Police PD-038 Arson Registrations: Adults 10 years or Death of or Death of Mag, Ppr released from CYA, records are Registrant Registrant 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 PD-039 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 1 §34090.7 When No When No Auction Receipts& Records Longer Longer Consistent with auditing Finance PD-040 (Issued a DR#) Required- Required- Ppr standards, GC§34090 Minimum Minimum 10 years 10 years Citations: Marijuana/Cannabis Police PD-041 Citations or Reports(less than 2 years 2 years Ppr GC§34090, H&S§11361.5 28.5 grams) Department Preference; (the Statute of Limitation for collections Police PD-042 Citations: Misdemeanor Traffic, 3 years 3 years Ppr is 5 years from the date of the last Parking, or Criminal violation), CVC 40222(b);Also See Crime Reports; GC§34090, PC§802 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention I Disposition Comments I 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+2years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com laints, audits. pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Fully Paid, Fully Paid, Department preference(the Police/ Citations-Payment Plans for Written off, Written off, Statute of Limitation for collections PD-083 outstanding parking citations Mag, Ppr is 5 years from the date of the last Records received by indigent persons or Forgiven or Forgiven violation); CVC 40222(b); GC +5 years +5 years §34090 Per Per Police PD-043 CLETS Logs Subscribers Subscribers Mag, Ppr GC§34090 Agreement A reement Department Preference, Provided there are no outstanding warrants, Crime Reports: Felonies and When No When No unrecovered weapons, criminal Longer deaths,they are not historically Misdemeanors-ALL except Required- Longer Yes: Mag, Mfr, Yes: significant,and it is not classified Police PD-044 those otherwise specifically Minimum Required- Before OD, Ppr S/I After 1 under PC,and its no clat.ssified of mentioned in this retention 10 years Minimum Disposition year Limit. is 2§8 Destroy juvenile schedule 10 years marijuana after age18, H&S §11361.5, GC§34090, PC§802, PC§§187, 800 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: paper Active Total Vital? Media 1=Import after (OFR) (in office) (Off-site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 ears 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). Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Department Preference; DOJ Elder Abuse, Sexual Assault& retains CACI (Child Abuse Central Neglect, Rape, Misuse of Public Index) information for adults 100 Yes: Yes: years; No limitations on Funds,Train-wrecking,Treason, Mag, Mfr, Police PD-045 P P Before S/I ' After 1 commencement of action; Courts Suicide, Fatalities, OD, Ppr Substantiated Child Abuse or Disposition year keep permanently PC§§261, 286, 288, 288a, 288.5, 289, 289.5, 290, Severe Neglect(Adults Only) and 799; 11169 et seq.; (Crimes Subject to Death 'Penalty or without statute of 11170(a);,WIC 707(b) Limitations _ Crime Reports: Marijuana less 2 years or 2 years or Police PD-046 than 28.5 grams subject 18 subject 18 Ppr GC§34090, H&S§11361.5 years old years old Date of Date of Crime Reports: Incident+ Incident+ Police/ Juvenile Child Abuse or 10 years, 10 years, Mag, Mfr, Yes: PC§§11169(i); 11170(a); GC Records PD-076 Severe Neglect If No If No Yes OD, Ppr S/M/I After QC §34090 Subsequent Subsequent Reports Reports Crime Reports: Misdemeanor or Infraction Marijuana/ Cannabis§11357(d)-Juvenile Offender is Offender is (Courts and other Agencies"Shall" C Police PD-047 School Grounds during 18 Years 18 Years Yes Mag, Ppr destroy), H&S§ 11361.5 et seq., on Old Old 11357( School Hours(with procedure ) in H&S 11361.5 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Record I Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (Off-site, Vital? after I (in office) I OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com laints, audits pending records requests, and/orinvesti ations suspend normal retention periods retention resumes after settlement). Qr.,rne Reports. Misdemeanor GOAYiGtian canvistion of AFFest{if- ar Arrest(i# Refire PD 048 NO- NG- Yes Mag, Pp 6envistOOR) E e+�v}sti Crime Reports: Missing 2 years or Yes: Mag, Mfr, Yes: Dept. Preference,Also see Crime Police PD-049 person Reports(unreturned) Until P P Before OD, Ppr S/I When Located Disposition Inactive Reports; GC§34090 Individual petitions District Police PD-050 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) Crime Reports: Sealed Cases Statute of Limitations runs up to (e.g.Juveniles) Except Child age of majority+8 years; Sealing Abuse or Severe Neglect, Sealing date Sealing date Mag, Mfr, for Juveniles and Wards of the Police PD-051 (Substantiated),those with +5 years(or +5 years(or GC outstanding stolen property, Court Order) Court Order) OD, Ppr Court retained for 5 years; including firearms, or lost §68152(g)(1&2);W&I§§300, 389(a&c), 781(c&d), 826(a) firearms Police PD-052 Daily Activity Logs: Patrol& 2 years 2 years Ppr Department Preference; GC Traffic §34090 Police PD-053 Department of Justice Validation 2 years 2 years Mag, Ppr Information received by DOJ;GC Lists §34090 Department Preference; Mag, Mfr, Yes. Registration is required for 5 Police PD-054 Drug Registrants 5 years 5 years OD,Ppr Sfl After OC years, GC§34090, H&S§11590 et seq., H&S§11594(a) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record hImage: 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.q. last document+2 years), since destruction is normally performed by file folder. HOLDS. Liti ation, claims, complaints, audits,Dending records requests and/or investi ations suspend normal retention periods retention resumes after settlement). esi Relive FHB-966 R S-4 A#eF 1 Dept. PFefeFeRee�GG§34090 PP yeaf When No When No Longer Longer Yes: OD Ppr Police PD-056 Incident Reports/Information Required- Required- Mag, Mfr, S/I After 1 Dept. Preference; GC§34090 Reports Minimum Minimum , year _ 10 years 10 years year Department preference, Court \A/M..n AI..e Police PD-057 Officer Subpoenas When N Mag, Mfr. S/I Yes: documents provided to the Officer; LengeF OD Ppr After QC GC§34090 et seq. 1 year -' Department preference;Court Police PD-077 Subpoenas Duces Tecum When !_,�.-ter_ OD�+le When No Mag, Mfr, Yes:Sfl After QC documents provided to the City; LeRgef �Ppr d GC§34090 et seq. Department Preference; (Dealers are required to keep for 3 years); Non-records used for Police PD-058 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 PD-059 Property Monthly Logs 2 years 2 years Mag, Ppr Department Preference; GC §34090 (Criminal (Criminal Statute of Limitations is 1 year for Police PD-060 Property Sheets Report Report Ppr (property seized by officers; CCP Retention) Retention) §340(d); GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of Category ID# Records Description Retention/Disposition Comments I 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 fife folder e. . last document+2 years), since destruction is normally performed by file folder. HOLDS. Liti ation, claims, complaints, auditspending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). If artifact over$10,000, artifact is permanent-Statute of Limitations Police PD-061 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 PD-062 Radio Communications 1 year year Mag guidelines propose 180 days Dispatch Tapes(CAD) (legally mandated for 100 days), GC§§34090, 34090.6 Restraining Orders(TROs& Expiration of Expiration of Department Preference; Non- Police PD-063 EPOs) Order Order Ppr records(Court is OFR); GC §34090 Ride-A-Longs/Jail Tours Police PD-064 Certificates 2 years 2 years Ppr GC§34090 (Applications, Department Preference; Data Police PD-065 RMS Database Indefinite Indefinite Yes Mag, Ppr Fields/Records are interrelated; GC§34090 Department preference;After 90 years, 100 years. 2021, Offenders can petition Court Sex Offender Registrations: Mag, Yes: for removal 10 or 20 years after Police PD-066 10 years or Death of or Death of S/l Adults OD,Registrant Registrant Ppr After C offense, provided there are no subsequent offenses, Pursuant to PC§290 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record - -Image: Destroy - Active 101cc active Total Media I=Import Paper (OFR) ff-site, Vital? after (in office) or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. Liti ation claims, com laints, audits.pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Pursuant to PC§290 et seq.;After 2021, Offenders can petition Court 10 years-or 100 years or for removal 10 or 20 years after Sex Offender Registrations: Sealing Date Sealing Date Mag, Mfr, Yes: offense, provided there are no Police PO-067 Juveniles +5 years(or 90 years +5 years(or Of Ppr Sf1 After QC subsequent offenses; If released Court Order) Court Order) from CYA, records are destroyed after age 25 or sealing pursuant to W&I§781; Police PD-068 Subpoena Payroll Logs 5 years 5 years Mag, Ppr Department Preference(meets auditing standards);GC§34090 Police PD-069 Vehicle Repossession and PPI 2 years 2 years Mag GC§34090 Forms Police PD-070 Video Interviews(re: Crime (Follows Follows case case Mag Department Preference; GC Reports) §34090 retention) retention Department preference(Lexipol Recordings: In-Car Video Section 446.10.1 requires 1 year), Recordings/Mobile Recordings that become evidence Police PD-078 Audio/Video Recordings that are 2 years 2 years Mag are stored with evidence-these not evidence are preliminary documents/ transitory recordings, GC §34090.6 et seq. Police/ Recordings: Body-Wom PC§832.18(b)(5)(E);GC Admin.- PD-079 Cameras—LOGS of Access or P P Mag §34090.6 et seq. Commun. 'Deletion of Data HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 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) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Recordings: Body-Worn Follows Follows theRetention of Police I Cameras-that ARE evidence, retention for the (b)(5)(B)&(C); GC Admin. - 7PD-080 Officer Involved Shootings I Evidence, Evidence, Mag PC§PC§§34 832.832.18 890.6 et seq. Commun. Detention or Arrest/ Minimum 2 Minimum 2 Complaints years ears Police/ Recordings: Body-Worn PC§832.18(b)(5)(A);GC Admin. - PD-081 Cameras-that are NOT 60 days 60 days Mag §34090.6 et seq. Commun. evidence Police PD 073 Video Recordings -CITY 1 year 1 year Mag Records regular and ongoing OPERATIONS operations;GC§34090.6 Video Recordings -PUBLIC When No When No Does not record"regular and Police PD-074 Areas(Downtown, Parking Lots, Longer Longer Mag ongoing operations"; GC etc.) Required Re uired §34090.6 Police PD-071 Weapons, Serialized, Lost/ P P Ppr Department Preference; GC Stolen-Not Located §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 January 13, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Citywide Version Number Being Approved: 27.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. Dep rtment Head Date Cit Clerk Date 67:�=- C $' o City Manager D e 1 y At rney Date Ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Category ID# Records Description Retention I Disposition Comments I 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& Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 years), since destruction is normally performed by file folder. HOLDS Liticiation, claims, complaints, audits pendina records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY-WIDE Used b All Depart ents Human Accident, Emergency, Incident, Copies- Copies- Resources/ Injury, Emergency and Property When No When No Mag, Copies retained for reference; Risk CW-001 Damage Reports: ALL(medical and Longer Longer Ppr GC §34090.7 Manag. non-medical.) Required Re uired Until Until Lead Dept. CW-002 Administrative Policies Superseded Superseded Yes: Until Mag, GC§34090 (minimum 2 (minimum 2 Superseded Ppr years) ears Agreements,Cash Contracts, and Maintenance Service Contracts- ALL (Includes Change Orders and Forward ALL original RFPs) Mag, agreements&change orders to City Clerk CW-003 Upon Upon Yes: Before rt Mfr,OD, S Yes: After City Clerk, all infrastructure Ensure ALL original contracts and Completion Completion Completion Ppr Completion improvements are permanent, agreements are sent to the City GC§34090.7 Clerk, except for Recreation Class Instructors agreements. HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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& Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 ears since destruction is normally performed by file folder. HOLDS. Lit iciation. claims, complaints, audits, pending records requests, andlor investigation suspend normal retention 3efiods retention resumes after settlement). Meets auditing standards; Grants covered by a Consolidated Action Plan are Agreements, Cash Contracts, and 5 years or Completion required for 5 years; Uniform Maintenance Service Contracts: After +5 years or Admin. Requirements for Grants ADMINISTRATION Funding After to Local Governments is 3 years Agency Funding Yes: Before Mag' Yes: Upon from expenditure report or final Lead Dept. CW-004 (Correspondence, project schedules, Completion Audit, if Agency Completion Mfr, OD, S/I Completion payment of grantee or copies of invoices, backup, required, Audit, if Ppr subgrantee; statewide insurance certificates, RFP,etc.) required, guidelines propose 4 ; 2 Also see rant retention, if whichever is ,whichever is g 3 p years-, g longer CFR 200.33;-24 CFR applicable. longer 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110&A-133, GC§34090; GC§8546.7 Audits/CAFR-Comprehensive Copies- Copies- When No When No Mag, Finance CW-005 Annual Financial Reports(these are Longer Longer Ppr GC§34090.7 copies) Required Required CW-006 Bids: See Contracts&Agreements Statute of Limitations for Public Boards, Commissions, & Term of Term of official misconduct is discovery Staffing CW-007 Committees: APPLICATIONS: Office+4 Office+4 Mag, of offense+4 years; Statewide Dept. Appointed years years Ppr guidee line ss propose §34090 AppPCtment §§801.5, 803c HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference - - - - 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& Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. S.C;S Lit i ation, claims, complaints, audits, pending records re uests and/or investigation suspend normal retention eriods retention resumes after settlement. Each Department uses a different format to meet their Boards, Commissions, & different requirements, Federal Staffing Mag, law requires payroll records for Dept. CW-008 Committees: APPLICATIONS: 2 years 2 years Ppr 3 years, FTB keeps 3 years, Unsuccessful Published articles show 4-10 years, 29 CFR 1627.3(a); GC §34090 When No When No Legally Required for 30 days, Boards, Commissions, & Longer Longer Department may prefer to retain Staffing CW-009 Committees: AUDIO RECORDINGS Required- Required- Mae for administrative purposes p of Meetings Minimum Minimum ( g) (audio tapes are only 30 days is 30 days 30 days required);GC§54953.5(b) When No When No Legally Required for 90 days; Boards, Commissions, & Longer Longer Department may prefer to retain Staffing CW-010 Committees: VIDEO RECORDINGS Required- Required- Tape for administrative purposes Dept. of meetings(ALL) Minimum Minimum (Mag) (video tapes are only 90 days is 90 days 90 days required); GC§34090.7 Boards, Commissions, & When No When No Committees: Citizens Advisory Longer Longer Brown Act challenges must be Staffing Mag, filed within 30 or 90 days of Dept. CW-011 Formed by CITY COUNCIL Required- Required - Ppr action, GC§§34090, (Agendas,Notices, Proof of Minimum 2 Minimum 2 54960.1(c)(1) Publications, etc. years years Boards,Commissions,& Notes taken to facilitate the Staffing Committees: Citizens Advisory Mag' Yes: After writing of the minutes can be Dept. Formed by CITY COUNCIL CW-012 P P Yes Mfr,OD, S 2 years destroyed after minutes have (MINUTES&BYLAWS) Ppr been adopted; GC§34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 OffRelcord_f Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) I Active (Off-site, Total Vital? Media 1=Import after (in office) OD(Off-site Retention Options M=Mfr Imaged 8� S=Scan Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS. Liti ation, claims, complaints, audits pending records re uests and/or investigation suspend normal retention periods retention resumes after settlement). Boards, Commissions, & When No When No Committees: External Mag, CW-013 Organizations(e.g. County Board of Longer Longer Ppr Non-records Supervisors) Required Required CW-014 Brochures: See Reference Materials Copies- Copies- City Clerk maintains originals; When No When No Yes: Mag, Yes: After Final must be filed with County City Clerk CW-015 Budgets-Finals Longer Longer Current Mfr,OD, S/l 5 years Auditor; GC§34090.7,40802, Required Re uired Fiscal Year Ppr 53901 Copies- Copies- Admin.. CW-016 Citizen Inquiry Forms When No When No Mag, Administration retains originals, Longer Longer Ppr GC§34090.7 Required Re uired City - - Mag Attorney CW-017 City Attorney: Opinions 2 years P P Mfr,OD, S No GC§34090 Ppr Copies- Copies- Mag, City Clerk maintains original City Council Requests for Council When No When No Yes: After City Clerk CW-018 !Action (RCAs) Longer Longer Mfr,OD, S Completion staff reports in subject matter Required Required Ppr files; GC§34090.7 City Council Subcommittees: (AGENDAS,ANNOTATED All recommendations are given Staffing AGENDAS, MINUTES, NOTICES, to full Council for action, Brown Depart. CW-019 CORRESPONDENCE, etc.) 2 years 2 years Ppr' Act challenges must be filed within 30 or 90 days of action, e.g., Intergovernmental Relations GC§§34090, 54960.1(c)(1) Committee HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record_ _ Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD - ite, Retention Options M=Mfr Imaged S=Scan Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead De artment". If you are the OFR, refer to voijr de artment retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal!y performed by file folder. HOLDS: Liticiation. claims, complaints, audits: pending records requests, and/or investi ations suspend normal retention nods retention resumes after settlement. Copies retained in department Human j for 1 year; Risk Management MagResources/ Yes Before fr,O Yes. After administrates claim,City Risk CW-020 Claims 1 year 1 year Settlement Mfr,OD, S/l Ppr Settlement Attorney maintains copies of Manag. lawsuits; GC§§34090.7, 34090.6 Lead Dept. CW-021 Committees: Intemal attended by 2 years 2 years Mag' GC§34090 employees(e.g.Safety Committee) Ppr Peace Officer records are limited to 5 years before event; accusations against drivers of Complaints(against Personnel-e.g. Final Final emergency vehicles must be Lead Dept. CW-022 misconduct, abuse, excessive force, Disposition Disposition Yes: Before Mag, filed within 3 years, State and etc.) +5 years +5 years Disposition Ppr Fed laws is until final disposition of formal complaint, State requires personnel records for 2 years; EVC§ 1045(b)(1), GC §§12946, 34090; VC§2547 Statute of Limitations for Complaints/Service Orders personal property,fraud,etc. is Lead Dept. CW-023 (operational) 3 years 3 years Mag Ppr 3 years; Claims must be filed in 6 months,CCP§§�et seq,, 340 et seq., 342, GC§34090 CW-024 Contracts: See Agreements Copies- Copies- CW-025 Copies or duplicates of any record Wen Noonger When Longer Mag Ppr GC§34090.7 Required Re uired HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8 S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS Lit ication. claims, com taints, audits, pending records requests, and/or investigation suspend normal retention periods retention resumes after settlement. Dept. that Correspondence-ROUTINE Authors (Content relates in a substantive Document Way to the conduct of the public's or business) Receives the City's CW-026 2 years 2 years pr P GC§34090 Original (e.g. Letters, Memorandums, pr Document Administrative, Chronological, (from a General Files, Reading File, Working outside Files, etc.) source) HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Category ID# Records Description Retention I Disposition Comments I 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 & Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS Liti ation, claims, com taints, auditspending records requests, andlor investigation suspend normal retention 7eriods retention resumes after settlement. Electronic and paper recor=s are filed and retained based upon their CONTENT. Records Correspondence-TRANSITORY I where either the Content PRELIMINARY DRAFTS, relates in a substantive way Interagency and Intraagency to the conduct of the public's Memoranda not retained in the business, or ARE made or Dept.that ordinary course of business retained for the purpose of Authors preserving the informational Document Content NOT Substantive,or NOT content for future reference or made or retained for the purpose are saved by printing them out preserving Receives of reservin the informational When No When No and placing them in a file folder, the City's CW-027 content for future reference Longer Longer Mag' or saving them electronically, Original Required Required Ppr and retaining them for the Document (e.g.calendars,checklists,e-mail or retention period, based upon (from an social media posting invitations,instant the content of the record. If not outside messaging,logs,mailing lists,meeting mentioned here, consult the source) room registrations,supply inventories, City Attorney to determine if a telephone messages,text messages, record is considered transitory I transmittal letters,thank yous.requests preliminary draft. GC§34090. from other cities,undeliverable GC §6252,6254(a), 64 Ops. envelopes,visitors logs,voice mails, Cal.Atty. Gen. 317(1981)); webpages,etc.) City of San Jose v. Superior Court(Smith). S218066. Supreme Court of California, _ 2017 Copies- Copies- Yes: Mag, Originals maintained by City City Clerk CW-028 Council Resolutions When No When No DependingMfr, OD, S No Clerk Permanently; GC Longer Longer upon Ppr §34090.7 Required Required Subject HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Category ID# Records Description Retention 1 Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged & S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions 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. HOLDS. Liti ation, claims, complaints, audits, pending records re uests and/or investi ations sus end normal retention eriods retention resumes after settlement. As long as the drafts and notes Drafts& Notes: Drafts that are When No When No are not retained in the"Regular Lead Dept. CW-029 revised (retain final version), Longer Longer Mag, Course of Business". Consult Telephone messages, etc. Required Required Ppr the City Attorney to determine if a record is considered a draft. GC§§34090, 6252,6254(a) The Lead Department should print out historical documents (or save source data)prior to GIS Database/Data/Layers(both When No When No replacing the data, if they Lead Dept. CW-030 City-wide and Specialized) Longer Longer Yes Mag require the data or output for Required Required historical purposes; Department Preference(Preliminary documents), GC§34090 et seq. HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 OffRe'cordce f Category ID# Records Description Retention/Disposition Comments I Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vaal? Options M=Mfr after OD or Mfr) S=Scan Imaged & Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions 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 investigation suspend normal retention 3enods retention resumes after settlement. Meets auditing standards, Grants covered by a Consolidated Action Plan are required for 5 years, Uniform After After Admin. Requirements for Grants Grants/CDBG/Reimbursable Funding Funding to Local Governments is 3 years Claims/FEMA Claims/OES Claims Agency Agency Mag, Yes: from expenditure report or final Lead Dept. I CW-031 2 years Audit, if Audit, if Mfr,OD, S/I When payment of grantee or (SUCCESSFUL Reports, and Required- required- Ppr Inactive subgrantee; statewide Financial Information) Minimum 5 Minimum 5 guidelines propose 4 years; 2 years years CFR 200.333; -24 CFR 91.105(h), 92.505, 570.490. & 570.502(a ), 29 CFR 97A2; OMB Circular A-110&A-133. GC§34090; GC§8546.7 Lead Dept. CW-032 Grants(UNSUCCESSFUL 2 years 2 years Mag' GC§34090 Applications, Correspondence) Ppr If not resolved, Human Resources becomes OFR;All State and Federal laws require Resolution + Resolution Yes: Before Mag, retention until final disposition of Lead Dept. CW-033 Grievances(Resolved before step 3) 2 years +2 years Disposition Ppr formal complaint; State requires 2 years after action is taken, 29 CFR 1602.31 & 1627.3(b)(ii), GC§§12946, 12960, 34090; 29 USC 1113, LC 1174 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Category ID#,I Records Description Retention/Disposition Comments/Reference Image: Destroy Active ' Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Dep,artment". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. i01 DS Lit i ation claims, complaints, audits,pending records requests, andlor investigation suspend normal retention periods retention resumes after settlement). Human Copies- :RLe opies- Resources/ Insurance Certificates(for When No hen No Yes: Before Mag, Risk Management Maintains Risk CW-034 agreements,etc.) Longer onger Payment Ppr Originals; GC§34090.7 Manag. Required uired Copies- Copies- Finance CW-035 Invoices When No When No Yes: Before Mag, Finance Maintains Originals, Longer Longer Payment Ppr GC§34090.7 Required Required Copies- Copies- City Attorney is OFR for When No When No lawsuits; Finance maintains CW-036 City Lawsuits, Litigation, Pending Longer Longer Yes: Before Mag, Yes: After originals of claim, denial letter Mfr, OD, S/I Attorney Litigation Required Required Settlement Ppr Settlement and settlements; Risk (Upon (Upon Management administrates Settlement) Settlement) claim;GC§§34090.7,34090.6 Law requires the City to turn the Transfer to Transfer to property over to the Police Lead Dept. CW-037 Lost Articles(coats, etc.) the Police the Police Department, who retains for 90 Department Department days then sells the item at public auction, CC§2080 et seq. CW-038 Minutes: See Commissions, Committees and Boards Copies- Copies When No When No Yes: Mag, Originals maintained by City City Clerk CW-039 Municipal Code(these are copies) Longer Longer Current Mfr,OD, I No Clerk Permanently, GC §34090 Required Re uired Original Ppr When No When No Non-records-may be obtained Lead Dept. CW-040 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Re uired GC§34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive li Image: paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions 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. N01_DS Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Brown Act challenges must be filed within 30 or 90 days of N action; Statute of Limitations on otices: Public Hearing Notices/ Municipal Government actions Staffing CW-041 Affidavits of Publications/Affidavits 2 years 2 years Mag' is 3-6 months, Statute of Depart. of Posting Notices/ Legal Ppr Advertising/Proof of Publication Limitations for mailings for annexations, special districts, bonds is 60 days, GC§§34090, 54960.1(c)(1) Copies- Copies- Mag'When No When No Originals maintained by City City Clerk CW-042 Ordinances Longer Longer Yes(all) MfrP,p OD, S No Clerk Permanently;GC§34090 Required Required Each Department uses a different format to meet their different requirements, Federal law requires payroll records for Payroll Time and Attendance 3 years; FTB keeps 3 years, Lead Dept. CW-043 Records-(contains employee/ 3 years 3 years Yes: Before Payment Mag Published articles show 4-10 supervisor signatures) years, IRS Reg§31.6001- 1(e)(2), R&T§19530, LC§ 1174(d); 8 CCR 11040.7(c), 29 CFR 516.5&516.6(c); GC §34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Category ID# Records Description Retention/Disposition Comments 1 Reference Image: Destroy Inactive Paper (OFR) Active [OD Off-site, Total Vitals Media 1=Import after (in office) or Mfr) Retention Options M=Mfr Imaged 8 S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". if you are the OFR, refer to your dej2artment retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS: Lit iciation, claims, complaints, audits,pending records re uests, and/orinvesti investigation sus end normal retention eriods retention resumes after settlement. Confidential preliminary drafts and notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline, if Human Personnel Files(Department-level Separation+ Separation + Before Mag, required, Ensure records kept in Resources CW-044 Supervisor's Folder) 3 years 3 years Separation Ppr Department files comply with City policy, Originals are maintained by Human Resources, State& Federal laws require 2-3 years;29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 34090 City Preference; State& Separation + Separation + Before Mag, Federal laws require 2-3 years; Lead Dept. CW-045 Personnel Files(Training File) 10 years 10 years Separation Ppr 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1)et seq., GC §§12946, 34090 Lead Dept. CW-046 Personnel Work Schedules 2 years 2 years Ppg' GC§34090 Lead Dept. CW-047 !Press Releases 2 years 2 years Ppg' GC§34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=import after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8� S=Scan C' Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Liticiation, claims, com laints, audits, pending records requests, and/or investigation suspend normal retention )enods retention resumes after settlement). Departmental requests, and those not requiring the request Lead Dept. CW-048 Public Records Requests(from 2 years 2 years Mag, be in writing are considered Citizens and Attorneys) Ppr transitory records and can be destroyed when no longer required, GC§34090 Copies- M Purchasing is OFR; Financial Purchase Orders and Material When No Yes: Before Mag, Police CW-049 records are audited annually; Requisitions Longer Payment Ppr _ Required GC§34090.7 Receipts: Cash Receipts, Petty Cash Receipts,Accounts Receivable Retained for auditing purposes; Source Records(includes all cash Mag, Finance CW-050 receipts, cash register tapes, copies 1 year 1 year 2 years Ppr Finance is Office of Record; GC of receipts, deposits, DLII's, refunds, §34090.7 fees, etc.) Records Destruction Lists/Request for Destruction of Records/ Mag' Yes: After Standard records management Lead Dept. CW-051 Authorization to Destroy Paper(to P P MP°D, S/I 2 years practice, GC§34090 Rely on the Image as the Original) Reference Materials: Policies, Lead Dept. CW-052 Procedures, Brochures, Flyers, When When Mag, Copies, GC§34090.7 Manuals, Newsletters,etc.: Superseded Superseded Ppr Produced by OTHER Departments HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record �Category ID#i Records Description Retention I Disposition Comments I Reference Destroy Inactive Image: paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record DFR), or the "Lead Depart ent". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS Litigation, claims, complaints, audits pending records requests, and/or investigation s suspend normal retention vriods retention resumes after settlement). Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters,etc.: When No When No CW-053 Produced by OUTSIDE Longer Longer Ppr Non-Records ORGANIZATIONS (League of Required Required California Cities, Chamber of Commerce,etc.) Reference Materials: Policies, Statewide guidelines propose Procedures, Brochures, Flyers, Minimum of Minimum of Mag, Lead Dept. CW-054 Manuals, Newsletters, etc.: 2 years 2 years Ppr superseded +2 or 5 years; GC Produced by YOUR Department §34090 CW-055 Reference or Working Files: See Correspondence Reports and Studies(Historically Mag, Yes: After Administratively and Historically Lead Dept. CW-056 significant-e.g. proposed 10 years P P Mfr, OD, S/I significant,therefore retained Westminster Consolidation) Ppr 10 years permanently;GC§34090 Information is outdated after 10 Reports and Studies(other than years; statewide guidelines prr, Lead Dept. CW-058 Historically significant reports-e.g. 10 years 10 years P ' propose 2 years; If historically Annual Reports) significant, retain permanently; GC§34090 Copies- Mrpi Reports and Studies(Presented to When No Mag' Yes: After City Clerk maintains originals, City Clerk CW-057 Mfr,OD, S/I Council) Longer Ppr 10 years GC§34090.7 Required Copies- Comm. When No When No Yes: Before Mag, Copies(Community Services is Services CW-059 Special Event Permits Longer Longer Event Ppr OFR), GC§34090.7 Required Re uired HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=lmport (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is com leted and im I a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS Litigation, claims, com laints, auditspending records requests, and/or investigation suspend normal retention )enods retention resumes after settlement). Lead Dept. CW-060 Subpoenas 2 years 2 years Ppr' GC§34090 . - I Surveys/Questionnaires If a summary of the data is compiled, Lead Dept. CW-061 the survey forms are considered a 2 years 2 years Ppr' GC§34090 draft or transitory record, and can be destroyed as drafts(When No Longer Required) CW-062 Tapes: See Boards&Commissions As long as they are not retained When No When No in the"Regular Course of Lead Dept. CW-063 Telephone Messages Longer Longer Ppr Business". Consult the City Required Required Attorney to determine if a record is considered a draft. GC §34090, GC§6252 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (Off-site, Vital? after (in office) M=Mfr OD or Mfr) Retention Options Imaged 8 S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS Lit i ation claims, complaints, auditspending records requests, and/or investigation s suspend normal retention periods retention resumes after settlement. For Grant and IRS auditing purposes; Fire keeps their Time cards for 10 years, Each Department uses a different Time Sheets/Time Cards-NOT format to meet their different ENTERED INTO KRONOS requirements; Department Yes: Before preference; Meets auditing Lead Dept. CW-064 (Temporary or Part-time time cards 5 years 5 years Payment Mag standards(audit+4 years), IRS with employee signatures-Library, requires 4 years, Ca. requires 2 Maintenance Yard, etc.)) yr min.; FTB keeps 3 years, Published articles show 4-10 years, IRS Reg§31.6001- 1(e)(2), R&T§19530, LC§ 1174(d);29 CFR 516.5, GC §34090 Department preference; Ethics Training -COURSE RECORDS Training is 5 years; Statewide (Attendance Rosters, Outlines and guidelines propose 7 years: Materials) Calif. Labor Division is required to keep their OSHA records 7 Includes Safety Training,Tailgates, Mag, years, EEOC/FLSA/ADEA(Age) Lead Dept. CW-065 Harassment Prevention and Ethics 2 years 3 years 5 years Mfr,OD, S Yes:When requires 3 years for promotion, Training Ppr Inactive demotion,transfer, selection, or discharge; State Law requires 2 Certificates are maintained in the 3 years for personnel actions, 8 employee's training file in each CCR§3203 et seq., 29 CFR Department 1602.31 LC§6429(c), GC §§12946, 34090, 53235.2(b), 53237.2(b) HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 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 j (in office) OD or Mfr) Retention Options M=Mfr Imaged 8 S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions 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. HOLD: Liti ation, claims, complaints, audits, pending records requests, and/or investigation suspend normal retention peniods retention resumes after settlement). Copies- Copies- Mag, Yes: After 1996, all Treasurers Treasurer's Reports(Financial When No When No City Clerk CW-066 Reports) Longer Longer Mfr, OD, I When Reports were presented to _ Required Required Ppr Inactive Council;GC§34090.7 Unsuccessful Bids, Unsuccessful Mag Lead Dept. CW-075 Proposals not opened by Central 2 years 2 years Ppr' GC§34090 Services CW-067 Video Tapes: See Boards, t Commissions&Committees Department preference(Courts treat volunteers as employees), Volunteer Applications& Mag' EEOC/FLSA/ADEA(Age) Separation+ Separation+ requires 3 years for promotion, Lead Dept. CW-D68 Agreements -Successful 3 years 3 years Mfr,OD, S Yes: 1 year demotion,transfer, selection, or Applicants Ppr discharge;29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC _ §§12946, 34090 Department preference(Courts treat volunteers as employees); Volunteer Applications& EEOC/FLSA/ADEA(Age) Lead Dept. CW-069 Agreements-Unsuccessful 3 years 3 years Ppr requires 3 years for promotion, Applicants demotion,transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Inactive/ Inactive/ Yes: While Lead Dept. CW-070 Volunteer Emergency Contact Forms Separation+ Separation+ volunteer is Ppr' GC§34090 2 years 2 ears active HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 27.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Record Category ID# Records Description Retention I Disposition Comments I 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 & Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. NOLCS Liti ation claims, complaints, audits pending records requests, and/or investigation s suspend normal retention 3eriods retention resumes after settlement). Depart. Work Orders/Service Requests Providing CW-071 CMMS DATABASE(Computerized Indefinite Indefinite Mag Data is interrelated, GC§34090 Service/ Work Maintenance Management System) Depart. Work Orders/Service Requests- When No When No Providing CW-072 All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts(the database Service/ Database Required Required is the original), GC§34090 Work Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into Providing CMMS Database) City preference; CCP§§338 et Service/ CW-073 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §34090 originals, Division requesting service is considered a copy) For legal compliance for WORM/DVD-r/CD-r/Blue Ray-R Trustworthy Electronic Records Lead Dept. CW-074 or other unalterable media that P P OD (when the electronic record does not permit additions,deletions, serves as the official record), or changes GC 60200, 12168.7, EVC 1550, CCR 22620 et seq.. HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 January 13, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Community Development Version Number Being Approved: 16.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. V'Ost- 11 Department Head Date 4S.1L_, 4FJ Z/ /Z.:e_I City Clerk Date 0--e_- (f- �. ,-?-A C) 0 City Manager Da Cit 7 ey Date Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record lImage: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Liti ation, claims complaints, audits pending records requests, andlor investigations suspend normal retention periods retention resumes after settlement). BUILDING&SAFETY Comm. When No When No Records used to facilitate permit Dev./ BL-001 Applications Longer Longer Mag, Ppr issuance, Projects may expire Building Required Required after 2 years; GC§34090 &Safety Comm. Department Preference, Statewide Dev./ Mag, Mfr, Yes: 30 Building BL-002 Building Permits-ALL P P Yes(all) OD, Ppr S days ',guidelines propose permanent; GC§34090 &Safety Comm. - Dev./ Department Preference-Data is Building BL-003 Building Permit Database Indefinite Indefinite Yes(all) Mag interrelated, GC§34090, H&S &Safety §19850 Department Preference; Law Building Plans-ALL Finalled- requires for the life of the building Comm. Residential&Commercial(includes When for commercial and common Dev./ BL-004 soils reports, energy calculations, Life of Life of Mag, Mfr, Yes: 30 interest dwellings, Statewide Building commercialPermit structural plans, Building Building Yes(all) OD, Ppr S days guidelines propose 2 years for &Safety commercial structural calculations, Finalled blueprints&specifications, CBC expired projects) 104.7 & 107.5. H&S§19850, GC §34090 Comm. When No When No Dev./ BL-005 Building Plans-Expired or Longer Longer Ppr Non-records Building Withdrawn (not permitted) Required Required &Safety Comm. Dev./ Mag, Mfr, Yes: 30 I Statewide guidelines propose life Building BL-006 Certificates of Occupancy P P Yes(all) OD, Ppr S days of building, GC§34090 &Safety HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page -2 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 If the record is not 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. IS!0S Liti ation, claims, complaints, audits, pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Comm. When When Records used to facilitate permit Dev./ BL-007 Inspection Records: Appeal Permit Permit Mag, Ppr issuance; Projects may expire Building Requests, Inspection Reports Finalled Finalled after 2 years;GC§34090 &Safety Comm. Lists: Correction, Building, Plan When No When No Transitory Records/Preliminary Dev. / BL-008 Review, Plan Check Form, Building Longer Longer Mag, Ppr Documents used to facilitate Building Correction List, etc. Required Required permit issuance; Projects may ars;GC§34090 Comm. Project File(finalled projects/ When No When No Yes: Dev. / BL-009 Residential) Reports: Calculations, Longer Longer Mag, Mfr, S After 30 This information is reflected on the Building Energy, Soils, Specifications Required Required OD, Ppr days plans, GC§34090 et seq. &Safety submitted by applicant Comm. Project File(finalled projects/ When No When No Yes: Dev. / S After 30 Commercial) Reports: Mag, Mfr, This information is reflected on the Building BL-010 Specifications, energy and soils Longer Longer OD, Ppr 'plans, GC§34090 et seq. _&Safety reports Required Required days Comm. Requests&Permissions to Receive Dev. / BL-011 Copies of Plans(to and from 2 years 2 years Mag, Ppr GC§34090 Building &Safety architects) Department Preference, Law requires for the life of the building Comm. Yes: for commercial only; Statewide Dev./ Mag, Mfr, guidelines propose 2 years for Building BL-012 Sign Permits-ALL 2 years P P Yes(all) OD, Ppr S After 30 blueprints&specifications; UBC &Safety days requires 90 days from completion date; UBC§106.4.2, H&S§19850, GC§34090 HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-3 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) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOL US Liti ation claims complaints, audits pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Comm. Dev./ BL-013 Uniform Building Codes/California When When Mag, Ppr GC§50022.6 Building Building Code Superseded Superseded &Safety CODE ENFORCEMENT Comm. When No When No Case is open until satisfactorily Dev./ Code Enforcement-Including Longer Longer Yes: Until resolved;City Clerk maintains Code CE-001 Prosecution Requests Required- Required- Resolution Mag, Ppr originals that are presented to Enforc. Minimum 2 Minimum 2 Council;GC§34090 years years CDBG Funded; Uniform Admin. Requirements for Grants to Local When No When No Governments is 3 years from Comm. Longer Longer expenditure report or final Dev./ CE-002 CDBG Cases Required- Required- Yes: Until Mag, Ppr payment of grantee or subgrantee; Minimum 5 Minimum 5 Code Resolution 2 CFR 200.333; 24 CFR � Enforc. 91.105(h),92.505, 570.490, & years years 570.502(a8k), 29 CFR 97.42; OMB Circular A-110&A-133;GC 34090; GC 8546.7 PLANNING Commun. When No When No Alcoholic Beverage License Dev. / PL-001 Application Copies or Notices Longer Longer Ppr Non-records Planning Required Re wired City Clerk PL-002 Annexation/Deannexation Files 5 years P p Mag, Mfr, S No Department Preference; City Clerk OD, Ppr is OFR; GC§34090.7 County PL-003 Assessor Parcel Information When When Mag, Mfr, GC§34090 Superseded ii Superseded j OD, Ppr HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page -4 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 ears since destruction is normally performed by file folder. HOLDS: iticiation. claims complaints, audits, pending records requests, and/or investi ations susDend normal retention periods retention resumes after settlement). When No When No Legally Required for 30 days, Longer Longer Department may prefer to retain Staffing PL-004 'AUDIO RECORDINGS of Meetings Required- Required- Tape for administrative purposes(audio Depart. Minimum Minimum (Mag) tapes are only 30 days is 30 days 30 days required);GC§54953.5(b) When No When No Yes: Census PL-005 Census, Demographics Longer Longer Mag, Mfr,, S When Non-records; available on the Bureau Required Required OD, Inactive Internet Commun. Yes: Dev./ PL-006 Coastal Development Permits 2 years P P Yes: Until Mag, Mfr,Ppr S When Land Records, GC§34090 Planning Completed OD, Inactive Entitlement/Project Files: Administrative Review, Coastal Development,Conditional Use Permit(CUP), Development Agreement, Entitlement Plan Projects have a 2 year vesting Amendment, Flood Plain Variance, (applicant must pull permit within 2 General Plan years)—those applications in Amendment/Conformance Local which the applicant does not follow , Commun. Yes: through with permit may be Coastal Program Amendment, Lot Yes: Until Mag, Mfr, Dev./ PL-007 2 years P P S When destroyed after the vesting period Planning Line Adjustment, Reversion to Completed OD, Ppr Inactive has expired. Some permits must Acreage, Sign Code Exception, Specific Plan, Temporary Use obtain Council approval, Permit,Tentative Parcel/Tract, Department maintains complete Variance, Zoning Map Amendment, files for administrative purposes; GC§§34090, 34090.7 Precise Plan of Street Alignment, Zoning Text Amendment,etc. (Includes Associated Plans& Maps) HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-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 If the record is not 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. HOLDS.. iticiation, claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Commun. Mag, Mfr, Dev. / PL-008 Entitlement Log Map Book 2 years P P Yes OD, Ppr S/I No GC§34090 Planning Environmental Determinations Final EIRs are required to be kept Commun. (Environmental Impact Reports Yes: Until Mag, Mfr, Yes: 1 a"reasonable period of time"; 14 Dev. / PL-009 (EIRs), Environmental Assessments, 5 years P P Project OD, Ppr S/I year Cal Code Regs§15095(c),GC Planning Negative Declarations, etc. -EA/ Completed §34090.7 ND)Inside City boundaries Commun. Environmental Determinations When No When No Dev. / PL-010 (Environmental Impact Reports Longer Longer Ppr Non-records Planning (EIRs), Negative Declarations, etc.) Required Required Outside City boundaries Department Preference; City Clerk General Plan, General Plan Yes: Maintains originals of all City Clerk PL-011 Elements,Amendments and P P Yes(all) OD Ppr Mag, Mfr,, S/I After documents that were presented to Council; Planning maintains Conformances(GPC) Amended complete files for administrative purposes; GC§34090 Community Services, Public Works and Fire retain some Fire/ I records until the employee is HazMat Clean-ups, Federal Clean- Yes: Public Mag, Mfr, separated from employment; Works/ PL-012 ups and/or Exposure Records(e.g. 2 years 28 years 30 years OD, Ppr S When Claims can be made for 30 years Planning Ascon Oil, Landfills) Inactive for toxic substance exposure; 8 CCR§3204(d)(1)et seq., GC §§12946,34090 City Clerk PL-013 Historical Landmarks(Local, State, 5 years P P Mag, Mfr, S Yes: 1 GC§34090 or National Registers) OD, Ppr year HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page -6 Office of Category ID#' Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Offsite Active - , Total Vital? Media I=Import after (in office) OD(Off-site, Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. f 101 OS Liti ation claims, complaints, audits, pending records requests, and/or investi afions suspend normal retention periods retention resumes after settlement). Commun. Yes: Dev./ PL-014 Irrevocable Offers to Dedicate and 2 years P P Mag, Mfr, S After �GC§34090 Planning Covenants OD, Ppr Inactive Commun. Consistent with other studies, Dev. / PL-015 Land Use Studies 5 years P P Mag, Mfr, S or I Yes: Statewide Guideline shows 2 Planning OD, Ppr year years; GC§34090 City Clerk PL-016 Local Landmarks P P Yes(all) Mag, Mfr, S No Department Preference;GC OD, Ppr §34090 Commun. Yes: Department Preference(Council Dev./ PL-017 Lot Line Adjustments 2 years P P Yes: Until Mag, Mfr,Ppr S When Approves,therefore City Clerk is Planning Completed OD, Inactive OFR);GC§34090.7 Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-018 Master Plans 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR);GC§34090.7 Planning Commission (MINUTES& Yes: Commun. RESOLUTIONS) Yes: ]Depending Mag, Mfr, See City-wide schedule for all Dev. / PL-019 P P Upon OD, Ppr S After 2 others; GC§34090 Planning See City-wide Schedule for Agenda Subject years Packets Precise Plan Street Alignments Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-020 (PPSA) 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); GC§34090.7 Commun. When No When No Preliminary Review File-NO Preliminary Documents(no Dev./ PL-021 Application Longer Longer Mag, Ppr application submitted);GC§34090 Planning Required Re uired Commun. Preliminary Review File-With An Department Preference; GC Dev. / PL-022 P P Mag,Ppr 34090 Planning ' Application § HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services. Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page .! -7 Office of Category ID# Records Description Retention/Disposition Comments I 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 If the record is not 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. l01 1)S Liti ation claims complaints, audits,pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Lead Preliminary Studies/Project Department Preference; projects Dept. PL-023 Assessments(Private Projects)- 2 years 3 years 5 years Mag, Ppr must be pursued in 2 years, GC NOT Pursued §34090 Commun. Yes: Dev./ PL-024 Reciprocal Parking and Access 2 years P P Mag' Mfr' S After GC§34090 Planning Agreements OD, Ppr Inactive Commun. Seasonal Sale Lots(Pumpkin,Tree Dev. / PL-025 lots) 2 years 2 years Mag,Ppr GC§34090 Planning Commun. Yes: Department Preference(Council Dev./ PL-026 Site Plan Amendments 2 years P p Yes: Until Mag, Mfr,Ppr S When Approves,therefore City Clerk is Planning Completed OD, Inactive OFR);GC§34090.7 Commun. Yes: Department Preference(Copies); Dev. / PL-027 Specific Plans 5 years P P Yes(all) Mag, Mfr, S When City Cleric Maintains originals of all Planning OD, Ppr Inactive documents that were presented to Council;GC§34090 Staff Review: Address Assignment, Statute of Limitations any Commun. Animal Permits, CC&R Rev ew "...liability founded upon an Dev./ PL-028 i , 4 years P P Mag, Ppr instrument in writing"or not Planning Certificate of Compliance, Design specifically provided for is 4 years; Review Board, Signs,Zoning Letters GC§34090,CCP§§337,343 Commun. Temporary Activity Permits Dev./ PL-029 (Sidewalk sales, car washes, 2 years 2 years Mag, Ppr GC§34090 Planning Temporary Sales, etc.) Commun. Dev./ PL-030 Temporary Sign Permits 2 years 2 years Mag, Ppr GC§34090 Planning HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page -8 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Total Paper (OFR) Active (Off-site, Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal!y performed by file folder. HOLDS Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Tract Maps/Tentative Tract Maps Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-031 (FT&TPM) 2 years P P Completed OD, Ppr S When Approves, therefore City Clerk is Inactive OFR); GC§34090.7 When No When No Legally Required for 90 days; Longer Longer Department may prefer to retain Staffing PL-032 VIDEO RECORDINGS of meetings Required- Required- Tape for administrative purposes(video Depart. (ALL) (Mag) Minimum Minimum tapes are only 90 days is 90 days 90 days required); GC§34090.7 Commun. Department Preference; City Cleric Dev. / PL-033 Zone Maps(History) P P Yes(all) Mag, Mfr, S No Maintains originals of all Planning OD, Ppr documents that were presented to Council; GC§34090.7 Commun. Yes: Yes: Dev./ PL-034 Zoning Administrator(MINUTES) P P Depending Mag, Mfr, S After 2 See City-wide schedule for all Planning Upon OD, Ppr years others, GC§34090 Subject Commun. When No When No Preliminary Documents/ Dev./ PL-035 Zoning Inquiry Forms Longer Longer Ppr Transitory Records;GC§34090 et Planning Required Required seq. Commun. Zoning Letters(requested by Dev./ PL-036 realtors) 2 years P P Mag, Ppr GC§34090 Planning Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-037 Zoning Map Amendments 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive iOFR); GC§34090.7 HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 January 13, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Finance Department Version Number Being Approved: 23.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. I, O �- Z yv y Department Head Date Cit Clerk Date City Manager D to ?4ney Date ver.23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy te siInactive Paper (OFR) (O Active (Off-site 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.g. last document+2 ears since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). FINANCE/ACCOUNTING Department Preference, IRS: 4 years after tax is due or paid Finance/ Mag,Mfr, Yes: (longer for auditing&contractor Accounting FIN-001 '1099's, 1096's,W-9s 2 years 5 years 7 years OD, Ppr S/I After 1 delinquency), Ca. FTB: 3 years, year IRS Reg§31.6001-1(e)(2), R&T §19530, GC§34090. 29 USC 436 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 FIN-002 federal income tax-retirees) 2 years 5 years 7 years OD, Ppr S/I After 1 §31.6001-1(e)(2), 26 C F R 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/ FIN-003 W-4P(Retirees) Effect+4 Effect+4 Mag,Mfr, S/I After 1 the records relate, or the date years years year Accounting OD, Ppr 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 Yes: Until Mag, Mfr, S/I After Statewide guidelines propose Accounting FIN-004 Reimbursements, Postage, Credit 2 Years 5 years 7 years Paid OD, Ppr y l year audit+4 years, GC§34090 Card Transmittals, Redemption Records,etc.) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy ActiveTe) nactive Total Media I=Import Paper (OFR) (in officOff-site, RetentionVrtal? Options M=Mfr after D 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 normal!y performed by file folder. HOLDS. Liti ation, claims, com taints, auditspending records re uests, and/or investi ations suspend normal retention periods retention resumes after settlement). Accounts Receivable I Revenue (All Records and Reports, including Yes: Finance/ Auction Receipts&Records, BID Yes: Until Mag,Mfr, S/I A Statewide guidelines propose Accounting FIN-005 (Business Improvement District), 2 Years 5 years 7 years Paid OD, Ppr year ear l raudit+4 years;-GC§34090 Parking Bail,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 FIN-006 COBRA and Retiree Medical of Service+ of Service+ Service Mfr,Ppr S/I After 1 standards;GC§34090 5 years 5 ears year Yes: 1 Mfr,Finance/ , Assessment District Projects Payoff of Payoff of Yes: Until Mag, City Clerk Maintains Originals; FIN-007 (Accounting/Payment District+5 District+ 5 S covers auditing standards;GC Accounting. Administration Records) years ears Payoff OD, Ppr year §34090 Finance/ Audit Management Letters(not Mag,Mfr, TO Department Preference;GC Accounting FIN-008 CAFR) 7 b years 7.years OD, Ppr S/I After 1 §34090 Finance/ FIN-OD9 Audit Work Papers 7 5 years 7 5 years Mag,Mfr, S/I After 1 Department Preference,GC Accounting OD, Ppr §34090 Copies- Copies- When No When No Mag,Mfr, Yes: City Clerk FIN-010 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 FIN-011 employees) 2 years 2 years Mag, Ppr enforcement, meets auditing requirements;GC§34090 Bank Reconciliation&Bank Statements(includes bond Finance/ statements),Trustee Statements, Mag,Mfr, S/I After Yes: For auditing purposes; GC Accounting FIN-012 Transaction Statements,Wire 2 Years 5 years 7 years OD, Ppr year l §34090, 26 CFR 31,6001-1 Transfers,Check Listing Audit Trail, Deposits, Returned Checks HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy --- Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Liti ation claims, complaints, audits endin records re uests and/or investi ations suspend normal retention periods retention resumes after settlement)- Billing Records(customer name, Finance/ Yes: When Yes: service address,meter reading, Mag, Mfr, Consistent with Accounts Fiscal FIN-013 2 years 5 years 7 years Account I After 1 usage, payments,Auto Pay OD, Ppr Receivable; GC§34090 Services Applications,etc.) Open year Budget Hearing and/or Review When No When No Finance/ Drafts-Department Preference; Budget FIN-014 (Development Documents& Longer Longer Mag, Ppr GC§34090.7 Preliminary Budget) Required Required Yes: Yes- Department Preference;City Finance/ FIN-015 Budget Transfer Requests& 2 years 5 years 7 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 When No When No Mag, Mfr, City Clerk FIN-016 Budgets-Adopted Current S/I After 1 with County Auditor;GC§34090, Longer Longer Fiscal Year OD, Ppr year 40802, 53901 Required Required Finance/ Business License Applications and Termination Termination Yes: Until Yes: Termination Mag, Mfr, Retained for Auditing purposes; Fiscal FIN-017 Renewals(includes Home of Business of Business Termination S/I After"I Services Occupation Permits) of Business +5 years +5 years of Business OD, Ppr year GC§34090 Finance/ Business License Computer When When Fiscal FIN-018 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 FIN-019 Violations and Civil Citations 2 years 2 years Paid Mag, Ppr §34090 Services Yes: Statute of Limitations is 4 years; Finance/ FIN-020 Check Registers 2 years 5 years 7 years Mag, Mfr, S/1 After 1 statewide guidelines propose Accounting OD, Ppr Audit+2 years; GC§34090, year CCP§337 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Category ID# Records Description Retention I Disposition Comments I Reference — Image: Destroy Inactive Active Total Media 1=Import Paper (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+2years), since destruction is normal!y performed by file folder. HOLDS. Liti ation claims, complaints, auditspending records re uests andlorinvesti ations suspend normal retention periods retention resumes after settlement). Yes. Statute of Limitations is 4 years; Finance/ Checks-Canceled (Cashed)or Mag, Mfr, statewide guidelines propose Accounting FIN-021 Voided 2 years 5 years 7 years OD Ppr S/I After 1 Audit+5 years;GC§34090, year CCP§337 Copies- Copies- Yes: City Clerk retains original City Clerk FIN-022 Comprehensive Annual Financial When No When No Mag, Mfr, S/I After 1 permanently, statewide Report(CAFR) Longer Longer OD, Ppr guidelines propose 7 years; ; GC Required 1years year §34090.7 Finance/ Department preference; Fiscal FIN-023 Customer Accounts(Closed 3 years after Mag, Ppr Published articles show 7 years Services Business Licenses or Utilities) terminated for customer ledgers, GC§34090 Finance/ Yes: Department Preference; Accounting FIN-024 Depreciation Schedules 2 years 5 years 7 years Mag,Ppr S/I After Published articles show 7 years Inactive after disposal; GC§34090 Finance/ Close+5 Close+ 5 Mag, Mfr, Yes: Department Preference(meets Accounting FIN-025 Developer Trust Accounts years years OD,Ppr S/I After 1 municipal government auditing year standards);GC§34090 Finance/ Financial Services Database/ERP Data fields are inter-related; GC Accounting FIN-026 (Enterprise Resource Planning) Indefinite Indefinite Yes Mag,Ppr §34090 et seq. Database Consistent with Accounts Finance/ Fixed Assets-Auction/Disposal/ Mag, Mfr, Yes: Receivable, Statute of limitations Accounting FIN-027 Sales/Surplused 2 years 5 years 7 years OD, Ppr S/I After 1 is 3 years; statewide guidelines year propose 2-4 years;-GC§34090, CCP§337 Finance/ FIN-028 Fixed Assets-Inventory, Schedule 2 years 5 years 7 years Mag, Mfr, S/I After 1 Includes permanent assets;GC ,Accounting of Infrastructure and Buildings OD, Ppr , §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver.23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Category ID# Records Description Retention/Disposition Comments I 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. HOLDS Liti ation claims complaints, audits, pending records re uests andlor investi ations suspend normal retention periods retention resumes after settlement). When No When No Yes: Finance/ i, Mag, Mfr, Preliminary documents(the Accounting FIN-029 General Ledger: Final year-end Longer Longer OD, Ppr S/I After 1 database is original), GC§34090 Required Required year Department Preference; IRS:4 Yes: years after tax is due or paid Finance i FIN-030 Indirect Cost Plans 2 years 5 years 7 years Mag, Mfr, S/I After 1 (longer for auditing&contractor Accounting OD,Ppr year delinquency);Ca. FTB:3 years; IRS Reg§31.6001-1(e)(2), R&T §19530,GC§34090 FIN-031 Invoices: See Accounts Payable Finance/ I I Mag, Mfr, Yes: Department Preference;Statute Accounting FIN-032 Journal Entries 2 years 5 years 7 years OD,Ppr S/I After 1 of Limitations is 4 years; GC year §34090,CCP§337 Journals, Ledgers, Reconciliations, Registers, Reports.. Transaction When No When No Yes: Preliminary documents(the Finance/ FIN-033 Histories, Balance Sheets, Budget Longer Longer Mag, Mfr, S/I After 1 database is original);statewide Accounting Adjustments(MONTHLY OR Required Required OD, Ppr year guidelines propose 2 years;GC PERIODIC) Does NOT include year- §34090 end General Ledger. Finance/ FIN-034 Oil Production Tax 2 years 5 years 7 years Mag, Ppr Retained for auditing purposes; Accounting GC§34090 Finance/ Receipts for Property Tax Department preference, GC Accounting FN-075 Reimbursements Related to 2004 2 years Indefinite Indefinite Mag, Ppr §34090 Judgement Obligation Bonds HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 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) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Liticiation, claims, complaints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). State Reports: State Controllers Report, Local Government Compensation Report, Property Management Plan, Obligation Payment Schedules, Due Diligence Yes: Finance/ Reviews, Gas Tax, MOE Mag, Mfr S/I A , Consistent with periodic report Accounting FIN-035 (Maintenance of Effort)Report. 2 years 5 years 7 years OD, Ppr y earr1 journal retention, GC§34090 Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report). Housing Successor Agency Housing Assets Fund Report, etc. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Category ID# Records Description Retention/Disposition Comments I 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 years), since destruction is normally performed by file folder. HOLDS Liti ation, claims, complaints, audits pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CENTRAL SERVICES Bid Opening Bid Opening +2 years, or +2 years, or Finance/ OFR depends upon who opens Central FIN-036 Unsuccessful Bids or Proposals(for per Grant per Grant Ppr the bid (e.g. City Clerk), GC§ Services bids opened by Central Services) Requirement Requirement 34090 , if Funded , if Funded _ by a Grant bv a Grant Term varies, and can be a multi- 3 years, or 3 years,or year contract; City Clerk is OFR Finance/ per Grant per Grant for those that go to Council; Central FIN-037 Successful Bids or Proposals Requirement Requiremen Yes: Until Mag, Ppr Statute of Limitations for Services (products or services) , if Funded , if Funded Completion contracts is 4 years, CCP§§337., by a Grant by a Grant 337.1(a), 337.15: GC§34090 et seq. Department preference; Finance/ Consistent with Accounts Products Central FIN-038 Purchase Orders Goods & 2 years 5 years 7 years Yes: Until Mag, Payable, Published articles show Services Paid Ppr, OD 3 years; Statute of Limitations is 4 years; GC§34090, CCP§337 Consistent with agreements and Finance/ Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts, Statute of Limitations Central FIN-039 (when the vehicle or equipment is Lease+2 3 years Lease + 5 Mag, Mfr,OD Ppr S/I After 1 for contracts is 4 years; CCP Services not subsequently purchased) years years , year §§337., 337.1(a), 337.15;GC §34090 et seq. Finance/ Upon Upon Mag, Mfr, Provided to new owner; GC Central FIN-040 Vehicle Title("Pink Slips") Disposal of Disposal of OD, Ppr S/I No §34090 Services Vehicle Vehicle HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not 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. HOLDS Liti ation claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PAYROLL DE-6, DE-7, DE-9 DE-43,W-3, & DE-166, 941 Forms, IRS 5500 Department Preference; IRS: 4 Forms(Employee Benefit Plans) Yes: Yrs after tax is due or paid; Ca. , Finance/ Mag, Mfr, FTB: 3 years,Articles show 7 Payroll FIN-041 PERS/FICA& Medicare 2 years 5 years 7 years OD, Ppr S/I After 1 years; IRS Reg§31.6001-1(e)(2), Adjustments-Quarterly Payroll Tax year Returns/OASDI, Federal Tax R&T§19530; 29CFR 516.5- Deposits,Adjustments,etc. 516.6,29USC 436, GC§34090 Finance/ FIN-042 EEO-4 Reports 3 years 3 years Mag, Ppr Department Preference;29 CFR Payroll 1602.30; 29 CFR 1602.32 Upon Upon Finance/ FIN-043 Employee Payroll File(includes W- Separation, Separation.Send to Send to Mag, Ppr Retained to match other auditing Payroll 4s, etc.) periods; GC§34090 Human Human Resources Resources Finance/ Completion Completion Department preference; Retained Payroll FIN-044 ,Garnishments(all records) +2 years 3 years +5 years Mag, Ppr to match other auditing periods, GC§34090 Preliminary documents/ When No When No Ppr Yes: transitory records(the database Finance/ FIN-045 Payroll Registers(all, except year- Longer Longer Mag, OD, 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 FIN-046 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 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Category ID# Records Description Retention/Disposition Comments I 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 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. HOLDS: Liti ation, claims, complaints, audits.pending records re nests and/or investi ations suspend normal retention periods retention resumes after settlement). PERS-Reports-Bi-weekly Report to Finance/ PERS(Employers Statement), Mag,OD, Yes: PERS is OFR; retained to meet Mfr, Ppr FIN-047 Annual Valuation Reports,Actuarial 5 years 5 years S/I After 1 auditing standards; GC§34090 Payroll Valuation Reports,Annual Employer , year et seq. Statements Copies- Copies- Yes: Copies(originals retained in Human FIN-048 S/I After 1 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/ FIN-049 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 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media l=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. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). TREASURY MANAGEMENT Finance/ Final Final Yes: Until Retained for auditing purposes; City FN-050 Bankruptcies Resolution + Resolution + Mag, Ppr Treasurer 7 years 7 ears Paid GC§34090 Finance/ Release of Release of Yes: Until After Notice of Completion has City FN-051 Bonds-Cash Bond+4 Bond+4 Project isfMag, Mfr, S No been filed, no longer needed. Treasurer years ears CompleteD, Ppr GC§34090 Statute of Limitations for bonds, Finance/ Fully Yes: mortgages. trust deeds, notes or City FN-052 Bonds-Debt: Investment Records Fully 10 years Defeased Mag, Mfr, I After 1 debentures is 6 years; Bonds Treasurer (Finance holds actual bonds) Defeased + 10 years OD, Ppr year issued by local governments are 10 years, §§336, 26 CFR 1.6001- 1(e): GC§43900 et seq. Finance/ Expiration of Expiration of Yes: Until Mag, Mfr, City FN-053 Bonds-Maintenance Bond+2 Bond+2 Project is S No GC§34090 Treasurer years ears Complete OD, Ppr Return to Return to Finance/ Yes: Until After Notice of Completion has Issuer Upon Issuer Upon Mag,Mfr, City FN-054 Bonds-Performance Council Council Project is OD Ppr S No been filed, no longer needed; , Treasurer Complete GC§34090 Direction Direction Cash Receipts(Numeric Control- 1 year After 1 year After Copies(City Treasurer retains Finance FN-055 Green Copy) Audit is Audit is Mag, Ppr numeric control copy for auditing Complete Complete purposes), GC§34090.7 Finance/ Closed Closed Yes: Until City FN-056 Civil Citations (fully paid) (fully paid) Closed Mag, Ppr GC§34090 Treasurer _ +2 years +2 years Finance/ Yes: Department Preference City FN-057 State Intercept Program 2 years 5 years 7 years Mag, Ppr S/I After (Negative credit information is Treasurer Inactive retained for 7 years on consumer credit reports), GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record - — Destroy - Inactive Image: paper Active Total Vital? Media 1=Import (OFR) after (in office) (Off-site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally erformed by file folder. HOLDS Liti ation claims complaints, audits pending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement). Finance/ Yes: Department Preference (Negative credit information is City FN-058 Collection Agencies 2 years 5 years 7 years Mag,Ppr S/I After Treasurer Inactive retained for 7 years on consumer credit reports);GC§34090 Finance/ Collections: Unpaid or Uncollected Yes: Collection Agencies continue to City FN-059 Debts: Small Claims, Parking, Until Paid Until Paid Mag,Mfr, S/I After 1 collect as long as they wish; Treasurer Library, Returned Checks,etc. OD, Ppr year Department Preference;GC §34090 Finance/ City FN-060 Daily Batch Work Files 2 years 2 years Mag, Ppr GC§34090 Treasurer Finance/ City FN-061 Daily Cash Forecast Files 2 years 2 years Mag, Ppr GC§34090 Treasurer Finance/ Yes: Department preference(meets Deferred Compensation Statements Mag, Mfr, S/I After 1 auditing standards); Published City FN-062 (Investments Only) 2 years 5 years 7 years OD, Ppr articles for bank statements Treasurer year show 4-7 years;GC§34090 Finance/ Deposits, Daily Cash Reports& Consistent with auditing City FN-063 Receipts 2 years 5 years 7 years Mag, Ppr standards;GC§34090 Treasurer Finance/ Escheat(Unclaimed money/ Escheat+4 Escheat+4 Statute of Limitations is 1 year for City FN-064 Mag, Ppr seized property;CCP§340(d4); Treasurer uncashed checks) years years GC§34090 Individual Transactions/LAIF Supporting documentation for Finance/ (Broker confirmations, Certificates of Investments of Operating Funds; City FN-065 Deposit,Wire Transfers, Broker 2 years 5 years 7 years Mag,Ppr meets auditing standards;Funds; Treasurer Confirmation, Bid data,bank rates, GC §34090 etc.) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-12 Office of Category ID#, Records Description Retention/Disposition Comments I Reference Record _ Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan 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. . last document+2 ears since destruction is normally performed by file folder. HOLDS Liti ation claims, complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). MEMEMMMMMEM Investment Files: Monthly Finance FN-066 Statements(Broker Statements, 2 years 2 years Mag, Ppr Copies;GC§34090.7 Monthly Bank Statement,-etc.) Published articles show disposal +7 years for security brokerage Finance/ Yes: slips; other cities show audit+7- Investment of Operating Funds Yes: Until Mag, Mfr, City FN-067 (Direct Investments) 2 years 5 years 7 years Disposal OD, Ppr S/I After 1 10 years; statewide guidelines Treasurer year propose permanent; FTC Reg's rely on"self-enforcement"; GC§§34090,43900 Finance/ Department preference; meets City FN-068 Investment Reports 2 years 5 years 7 years Mag, Ppr auditing standards; GC§34090 Treasurer City FN-069 Liens P P Yes: Until Mag, Mfr, S Yes: 1 GC§34090(a) Treasurer Paid OD, Ppr year _ Finance/ City FN-070 Notice of Decision(3rd Party) 2 years 2 years Mag, Ppr GC§34090 Treasurer Reports-Except Sympro and When No When No Finance FN-071 Investment Reports Longer Longer Mag, Ppr Copies;GC§34090.7 Required rl Finance/ Department preference(exceeds ReportsCity FN-072 Reports-Sympro and Investment 2 years 5 years Mag, Ppr auditing requirements); GC Treasurer §34090 Finance/ Fully Paid+ Fully Paid+ Yes: Until Mag, Mfr, S Yes: 1 Meets auditing needs; GC Treasurer City FN-073 Small Claims 2 years 2 years Closed OD, Ppr year §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 23.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-13 Office of Category ID# Records Description Retention l 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 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims complaints. audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Finance/ Yes: Until Retained for auditing purposes, City FN-074 Transient Occupancy Tax(TOT) 2 years 5 years 7 years Paid Mag, Ppr GC§34090 Treasurer HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 January 13, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Fire Department Version Number Being Approved: 20.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. j viewed and approv d roposed updates to the Records Retention Schedules. artment Hea Da City lerk Date A 9- Z 0 City Manager D e • 3/� ou City A rney Date Ver20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Inactive (OFR) (Off-site, Image: Destroy Active Total Media I=Import Paper after (in office) OD or Mfr) Retention Vital Options M=Mfr Imaged& S=Scan nrld If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder te.q. last document+2years), since destruction is normally performed by file folder. HOLDS. Litigation, claims, complaints, audits,pending records requests, andlor investigations suspend normal retention periods retention resumes after settlement). FIRE CHIEF/ADMINISTRATION Background Files-Employees, Separation+ Separation + Mag, Yes: After Retained for administrative value, Fire FR-001 Volunteers& Reservists 5 years 5 years Mfrr,,P D, S fI QC GC§34090 - -- Transitory or source records not Until Until retained in the ordinary course of Superseded, Superseded, Mag, business, CHP audits every 2 Fire FR-002 DMV Pull Notices-Fire Only or Employee or Employee Ppr years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records, _ GC§34090 Department preference;All State and Federal laws require retention until final disposition of formal Disposition Disposition Mag, complaint, State requires 2 years Fire FR-003 Grievance Files +4 years + 4 years Ppr after action is taken, 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC§§12946, 12960, 34090; 29 USC 1113, LC 1174 _ Department Preference;State& Federal laws require retention until final disposition of formal Final Final complaint, State requires 2 years Fire FR-004 Internal Affairs Investigations/ Disposition Disposition Mag' after action is taken, Statute of Discipline Files +4 years +4 years Ppr Limitations is 4 years for misconduct; EVC§1045, GC §§12946, 34090, PC §§801.5, -32- -, 82 -5,VC§2547 HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver 20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Inactive Image: Destroy ' (OFR) Active (Off-site, Total Vital? Media 1 1=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 be in when the act is com leted and imply a full file folder e.q. last document+2 years), since destruction is normally erformed by file folder. HOLDS Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Statute of Limitations for Health Providers is 3 years; Statute of Yes: Limitations any"...liability founded (Applications, etc.) Ppr Fire FR-005 Junior Lifeguard Program 4 years 4 years During Mag' upon an instrument in writing"or Program not specifically provided for is 4 years,GC§34090, CCP§§337, 340.5, 343 Mag, Yes: Department Preference; For Fire FR-006 Log Books-"Headquarters Log" P P Mfr,OD, S/I Disposal historical weather information, GC Ppr §34090 Department Preference(other departments keep 3 years), Payroll Entry Documentation (e- Yes: Federal law requires payroll Fire FR-007 mail) 5 years 5-years Before Mag records for 3 years, FTB keeps 3 Payment years, Published articles show 4- 10 years, 29 CFR 1627.3(a), GC §34090 Department preference; Ensure records kept in Department files comply with City policy, Originals Human Personnel Files-Department- Separation + Separation + Before Mag, are maintained by Human Resources FR-008 level Administration Files 30 years 30 years Separation Ppr Resources; State& Federal laws require 2-3 years, 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC§§12946, 34090 HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver 20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Category ID# Records Description Retention/Disposition Comments I Reference Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media 1=Import Paper after (in office) OD or Mfr) Retention Options M=Mfr Imaged t£ 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. HOLDS. Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference, Ensure records kept in Department files Personnel Files-Department- comply with City policy, Originals level Medical Files are maintained by Human Human Separation+ Separation+ Before Mag, Resources FR-009 30 years 30 years Separation Ppr Resources; State& Federal laws Respiratory Fit Tests, require 2-3 years, 29 CFR Vaccinations, TB Tests, etc. 1602.31 & 1627.3(b)(ii), 8 CCR 5144, 8 CCR§3204(d)(1)et seq., _ GC§§12946, 34090 Department Preference; retained to comply with ISO(Insurance Personnel Files-Training Files: Mag, Services Office)requirements and Separation + Separation + Yes: Until Yes:After Fire FR-010 Training, Certificates, First Aid Mfr,OD, S for the convenience of former Training Database,etc. 5 years 5 years Separation Ppr Separation employees; Paramedic/EMS Training is required for 5 years; 22 _ CCR 100176(d); GC§34090 Recruitment Files: Solicited: Copies- Copies- Copies-AS/Human Resources is Human FR-011 Brochure, advertisement, When No When No Mag, Resources unsuccessful applications, Longer Longer Ppr OFR and retains for 3 years; GC selection materials,tests, etc. Required Required §34090.7 Life of Life of Fire FR-012 Ship's Logs Vessel+2 Vessel +2 Mag, Department Preference;GC _ years ears Ppr §34090 Standard Operating Procedures/ Minimum Minimum Yes: Until Mag, Department Preference; CCP Fire FR-013 Superseded Superseded Supersede Mfr, OD, S/I No §337 et seq., CCP§340.5; GC Policy and Procedure Manual +3 years +3 years d Ppr §34090; CFC§§ 104.6— 104.6.4 HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver20.0 RECORDS RETENTION SCHEDULE - FIRE Page Fa Office of Category ID# Records Description Retention I Disposition Comments/Reference Record_ Inactive Image. Destroy Active Total Media 1=Import Paper after (OFR) (in office) (off-site, Retention Vital? Options M=Mfr Imaged& OD or Mfr) _ n I QC'd !f the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS: Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). FIRE PREVENTION Fire FR-014 Abatements,Code Violations 5 years 5 years Yes: Until Mag, GC§34090;CFC§§ 104.6— (violation database)Life Safety Resolution Ppr 104.6.4 Civil Citations-Fireworks Yes: Until Mag, GC§34090 CFC§§104.6— Fire FR-015 Citations, Overcrowding, Parking, 5 years 5 years Expiration Ppr 104.6.4 False Alarms,etc. Knox Box(locked key to building Superseded Superseded Mag, Non-records used for reference; Fire FR-016 for emergency entries) or Life of or Life of Ppr GC§34090 Building Building Department Preference; Occupancy Files: Commercial& Life of Life of Inspections required for the Life of Residential Facilities Not included Structure or Structure or the Structure or Activity, or 5 in the next section-Includes Fire Activity, or Activity,or Mag, Yes: After years,whichever is longer for Fire FR-017 Protection System Plans, Minimum 5 Minimum 5 Mfr,OD, S/I Approvals, Inspections, Fires, Operational&Construction years, years, Ppr 30 days Modification/Alternative Methods Inspections, Evacuation Plans, whichever whichever or Materials; CCP§337 et seq., etc. is longer is longer CCP§340.5; GC§34090;CFC§§ _ 104.6—104.6.4 _ Occupancy Files: Hazardous Materials Storage, Underground Storage Tanks(USTs),Above Department Preference; Life of Inspections required for the Life of Ground Storage Tanks(ASTs),or ,Mag Business- Yes: After the Structure or Activity, or 5 Fire FR-018 Multiple Violations. Includes Fire Minimum 5 P P Yes(all) Mfr, OD, S/I 30 days years;CCP§337 et seq., CCP Protection System Plans, Permits, Ppr Operational&Construction years 104. ;GC§34090;CFC§§ 104.6 - Inspections,Sprinklers, 104.6.4 Evacuation Plans,etc. HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver 20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 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 - 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 ears since destruction is normally performed by file folder. HOLDS. Liti ation claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference, Oil Well Information and Life of the Mag, Yes: After Inspections required for 3 years; Fire FR-019 Inspections Well+ 10 P P Yes(all) Mfr, OD, S/I 30 days CCP§337 et seq.,CCP§340.5; years Ppr GC§34090;CFC§§ 104.6— 104.6.4 EMERGENCY SERVICES/EMERGENCY OPERATIONS CENTER Disaster Claims/Strike Team Mag, Yes: After Department Preference;GC Fire FR-020 Reimbursements(FEMA/OES 10 years 10 years Mfr, OD, S/I QC §34090 Reimbursement Records) Ppr Emergency Operations Plan Superseded Superseded Mag, Fire FR-021 (Office of Emergency and and Yes(all) Mfr, OD, S/I No Department preference; GC Management&Homeland Approved Approved Ppr §34090 Security) Superseded Superseded Mag, Non records(County maintains City Clerk FR-022 Evacuation Plans(County Wide) and and Yes(all) Mfr, OD, S/I No originals);GC§34090 Approved A roved Ppr HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 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=S an 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 imCly a full file folder(e.g.last document+2years), since destruction is normally performed by file folder. HOLDS: Liti ation claims, complaints, auditspending records requests and/or investigations suspend normal retention periods retention resumes after settlement). HAZ MAT PREVENTION Community Services, Public Works and Fire retain some Fire/ records until the employee is HazMat Clean-ups, Spills Federal Mag, Public Yes: After separated from employment; Works/ FR-023 Clean-ups and/or Exposure 2 years P P Mfr,OD, S QC&OD Claims can be made for 30 years Planning Records(e.g.Ascon Oil, Landfills) Ppr for toxic substance exposure; 8 CCR§3204(d)(1)et seq., GC §§12946,34090 Department Preference; If records were not produced by the City, HazMat Disclosure Information/ Mag, Yes: After may destroy when no longer Fire FR-024 CUPA Disclosures/Business 5 years 5 years Mfr, OD, S QC&OD required(non-records);all Plans Ppr employee exposure records are exposure+30 years; 8 CCR §3204(d)(1),et seq. If records were not produced by the City,may destroy when no Petro-Chemical Records(Haz Superseded Mag' Yes: After longer required(non-records);all Fire FR-025 Mat)-Oil Wells, Methane +2 years P P MfPP D, S/I OC&OD employee exposure records are exposure+30 years; Cal Code Reg.§3204(d)(1),et seq. HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver 20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of I Record Category ID# Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive Total LMI=Import Paperafter (OFR) i (Off-site, Vital?(in office) OD or Mfr) Retention M=Mfr Imaged & S=Scan C'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally erformed by file folder. HOLDS: Liti ation claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). OPERATIONS 1, Mag, and a Fire FR-027 Annual Reports/Fire Department 2 years P P Mfr, OD, S/I No Retained for historical administrative value; a §34090 _ Ppr Department Preference to be in Apparatus& Equipment Records Disposal+2 Disposal+2 Mag, compliance with NFPA Standards Fire FR-026 &Testing years years Ppr for in-service automotive fire apparatus, NFPA 1911.4.7.3& _ Annex C.5,GC§34090 Controlled Substance Inventory Mag, Department Preference;24 CFR Fire FR-028 Records 3 years 3 years Yes Ppr §1304.04, 1310.04 Equipment Maintenance Records Life of Life of Consistent with Work Orders and Fire FR-029 (Gurneys, Defibrillators, Ladders, Equipment+ Equipment+ Mag Ppr Operational Complaints; CCP etc.) 2 years 2 years §§338 et seq., 340 et seq., 342, GC§34090 Fire(Metro MagDepartment Preference, Data Cities Fire FR-032 Fire Incident Database Indefinite Indefinite Yes Ppr Fields/Records are interrelated; Authority) Ppr GC§34090 Copy kept for six years; No statute of Limitations on Capital Crimes; Fire Incidents and Investigations: Transfer to Transfer to Arson sentences vary between 3 Police FR-030 Criminal(Arson& Fatalities) Police Police Mag Ppr years to life, depending upon the circumstances; CDF recommends Act+ 10 years; PC§§451 et seq., 799, GC§34090 31 m,er rr-rI U iUT erne-rr-r eLar as Fire(Metro Mag, were not produced by the City, QC Cities Fire FR-031 Fire Incidents and Investigations: 1 year 6 years 7 years Mfr, OD, S/I Yes: After may destroy when no longer Authority) Non-Criminal Ppr required(non-records), GC HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver 20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 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► OD or Mfr) Retention Options M=Mfr Imaged& S=S an C'd If the record is not listed here, refer to the Retention for Cit. -Wide Standards Retentions be in when the act is com leted, and imply a full file folder e.q. last document+2 ears since destruction is normally performed by file folder. HOLDS: Liti ation claims, com laints audits, pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Copies- C:enN When No W Mag, Finance FR-033 HazMat Response Billing Records Longer L Ppr GC§34090.7 Required Re HIPAA Policies and Procedures Mag, Superseded Superseded Yes: After Fire FR-034 (Health Insurance Portability and Mfr,OD, S 45 CFR 164.5300) +6 years +6 years 1 year Accountability Act) Ppr Fire FR-035 Insurance Services Office(ISO) 15 years 15 years Mag, Retained for administrative value; Ppr GC§34090 Minor Incident Field Reports f Field Cards-Minor Medical Mag Fire FR-041 Treatments for Stingray, Jellyfish, 2 years 2 years Ppr' GC§34090 Scrapes, etc. (Not Major Incidents or Injuries) Copies- Copies- City Clerk FR-036 Mutual Aid Agreements, Joint When No When No Mfr,OD, D Originals Maintained by City Clerk Power Authorities Longer Longer Ppr Permanently, GC §34090 Required Required HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver 20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Category ID# Records Description Retention I Disposition Comments I 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& = ca 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 normal!y performed by file folder. HOLDS: Li ation claims com laints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference;adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for"healthcare providers"; Statute of Limitations Minor 19 Minor 19 for health providers is 3 years; Fire FR-038 Mfr,O Prehospital Care Reports (PCRs) years old- years old- ,OD, S No CCP§340.5, GC§34090; H&S MINORS 1 year Minimum 7 Minimum 7 §§1797.98(e)123145;42 CFR years years Ppr 482.24(b); 9 CCR 9444,22 CCR 70751(c)&71551(c); 22 CCR 70751(c),71551(c), 73543(a), 74731(a),75055(a), 75343(a), 77143(a),W&I 14124.1;CMS Pub. 100-4,Chapter 1, Section 110.3 HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 Ver 20.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10 Office of I Category ID# Records Description Retention I Disposition Comments/Reference Record J _ 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= C' 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.q. last document+2 ears since destruction is normally performed by file folder. HOLDS: Liti ation claims com faints audits endin records requests, and/or investigations suspend normal retention enods retention resumes after settlement). Department Preference;adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for"healthcare providers';Statute of Limitations for health providers is 3 years; Prehospital Care Reports(PCRs)- Mag' CCP§340.5, GC§34090; H&S Fire FR-037 ADULTS 1 year 6 years 7 years Mfr Pp D, S No §§1797.98(e) 123145;42 CFR 482.24(b); 9 CCR 9444,22 CCR 70751(c)&71551(c);22 CCR 70751(c),71551(c), 73543(a), 74731(a),75055(a),75343(a), 77143(a),W&I 14124.1;CMS Pub. 100-4, Chapter 1,Section 110.3 Station Log Books(Incidents- Mag, Department preference; may be Fire FR-039 1 year P P Mfr, OD, S/I No retained for historical and kept at Fire Stations) Ppr administrative value;GC§_34090 IFSTA maintains originals; Training Materials, Standards and Mag, Yes: After Conforms with HazMat exposure Fire FR-040 Administration(produced by Superseded Superseded Mfr, OD, S/I QC requirements; Statewide IFSTA) Ppr guidelines propose 2 years;8 CCR et seq. HUNTINGTON BEACH, CA.©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/7/2018 January 13, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Human Resources Version Number Being Approved: 26.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. epartment Head Date Cit rk D Date 0 City Manager D e City orn Date Ver.26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record -- — — -- - Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr I 8� S=Scan Imaged 776 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. HOLDS Liti ation, claims, complaints, audits, pending records requests, andlor investigations suspend normal retention periods retention resumes after settlement). HUMAN RESOURCES Department Preference; Instructions state"Generally, keep 1095-C, 1094-C(Employer- copies of information returns you Human Provided Health Insurance Offer Mag, filed with the IRS or have the abilit Resources HR-028 and Coverage I,;3 snit' 4 years 4 years Ppr to reconstruct the data for at least 3 Form) years,from the due date of the returns" GC§34090 Applications for Employment or Department preference; EEOC I Resumes I Recruitment Files: FLSA I ADEA(Age)requires 1-3 Human HR-001 Solicited: Brochure, years, State Law requires 2-3 Resources advertisement. unsuccessful 3 years 3 years Mag, Ppr years; 29 CFR 1627.3(b)(1), 29 applications, selection materials, CFR 1602.14 et seq. 2 CCR interview notes, etc. _ 11013(c), GC§§12946, 34090 No positions open;therefore not deemed part of City recruitment Applications for Employment or When No When No Human HR-002 Resumes: Unsolicited (no open Longer Longer Mag, Ppr practices; considered a transitory Resources record not materially impacting the position),candidates not hired Required Required conduct of the public's business; 2 CCR 11013(c), GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 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 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. HOLDS: Liti ation, claims, com laints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department Preference to match auditing standards, EEOC/FLSA/ADEA(Age)requires Human Benefit File(Includes Personnel 3 years for promotion,demotion, Resources Data Sheet, Medical Enrollment Separation+ Separation + Yes: Until Mag, Mfr, Yes:After transfer, selection, or discharge, HR-003 S Separatio State Law requires 2-3 years, Finance/ Form, Dental Enrollment Form, all 5 years 5 years Separation OD, Ppr n retirement benefits is 6 years from Payroll Beneficiary Forms) last action, 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1) et seq., GC§§12946, 34090; 29 _ USC 1113 Bureau of National Affairs When No When No recommends 2 years for all Human Classification/Compensation Longer Longer supplementary Personnel records, Resources HR-004 Studies(for employee Required Required Mag, Ppr Wage rate tables are 1 or 2 years; classifications) (minimum 2 (minimum 2 State requires 2 years, 29 CFR years) years) 516.6, 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 HR-005 Housing (DFEH or EEOC)Claims Disposition Disposition Mag, Ppr Federal laws require retention until that are resolved administratively +5 years +5 years final disposition of formal complaint, State requires 2 years after action is taken, GC§§12946, 34090 2 CCR 11013(c) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of I Record ICategory ID# Records Description Retention/Disposition Comments/Reference Destroy Image: Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions 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. HOLDS. Liti ation claims com laints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Transitory or source records not Until Until retained in the ordinary course of Human DMV Pull Notices-Except Police Superseded, Superseded, business;CHP audits every 2 Resources, HR-006 and Fire or Employee or Employee Mag, Ppr years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 D.O.T. Requires 5 years for positive tests, refusals,annual summaries, etc, 1 year for negative tests; EEOC/FLSA/ADEA(Age) Human HR-007 Drug and Alcohol Testing/D.O.T 3 years 2 years 5 years Ppr requires 3 years physical Resources files examinations; State Law requires 2 years;29 CFR 1627.3(b)(1)(v),GC §§12946, 34090;49 CFR 655.71 et seq.;49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-008 EEO-4 Reports 3 years 3 years Mag, Ppr Department Preference; 29 CFR /Human 1602.30;29 CFR 1602.32 Resources Human Employee Assistance Program Resources HR-009 (Quarterly and Annual Reports, 2 years 2 years Mag, Ppr GC§34090 etc.) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record 1 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 If the record is not listed here, refer to the Retention for City-Wide Standards _ Retentions begin when the act is completed, and impl a full file folder e.a. last document+2 _ears, since destruction is normallyperformed by file folder. HOLDS: Liticration. claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Lead Department is OFR for grievances resolved prior to step 3; When No When No All State and Federal laws require Human Grievances(escalated from Longer Longer Yes: Before retention until final disposition of Resources HR-010 Departments when not resolved Required Required Disposition Mag, Ppr formal complaint; State requires 2 before step 3) (minimum 2 (minimum 2 years after action is taken; 29 CFR years) years) 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC/FLSA/ Convert to Convert to ADEA(Age)requires 3 years for " Human Termination Termination any other forms of employment HR-011 1-9s Mag, Ppr inquiry", State Law requires 2-3 Resources File upon File upon Separation Separation years; INA 274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC§§12946, 34090 Human HR-012 Job Specifications 10 years 10 years Yes: Before Mag, Ppr Department Preference, GC§ Resources Superseded 34090 Human Department Preference to protect Resources HR-013 LiveScan Fingerprint Clearances 50 years 50 years Mag, Ppr City in the event of past employee misconduct;GC§34090 et seq. City Clerk maintains originals Superseded Superseded Yes: Until Mag, Mfr, permanently, EEOC/FLSA City Clerk HR-014 Memorandas of Understanding +3 years +3 years Superseded OD, Ppr S/I No requires 3 years for MOUs; State requires 2 years, 29 CFR 516.5, GC§§12946. 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Category ID# Records Description Retention I Disposition Comments I 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 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 erformed by file folder. HOLDS: Liti ation claims complaints, audits pendinq records requests, and/or investigations suspend normal retention periods retention resumes after settlement). For use in interpreting intent of Yes: MOU provisions, EEOC/FLSA Human Negotiations: Employee Superseded Superseded Mag, Mfr, requires 3 years for MOUs, State Resources HR-015 Associations +5 years 5 years + 10 years OD, Ppr S/I When requires 2 years, statewide Inactive guidelines propose permanent; 29 CFR 516.5,GC§§12946, 34090 Human HR-016 Personnel Commission Findings 2 years 2 years Mag, Ppr GC§34090 Resources &Conclusions(Decisions) Files maintained separately; Whichever Whichever Community Services, Public Personnel Files-Medical is Longer: is Longer: Works, Police. and Fire retain Human Records, pre-employment 28 years, or 30 years, or some records until the employee is Termination Termination Yes: separated from employment, Resources physical, respiratory fit tests, Separation+ Yes: Until Mag, Mfr, /Fire/ HR-020 hazmat exposure records, and 2 years of Benefits+ of Benefits+ Separation OD, Ppr S When Claims can be made for 30 years 5 years, or 5 years, or Inactive for toxic substance exposure; 8 Police backgrounds&fingerprint Death of Death of CCR 5144; 8 CCR 15400.2; 8 CCR clearances) Employee + Employee+ §3204(d)(1)et seq., 29 CFR 5 years 5 years 1910.1020(d)(1)(i), GC§§12946, 34090, LC§1198.5 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _, ,_ Destroy Image: Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) maged S=Scan I & If the record is not listed here,refer to the Retention for City-Wide Standards Retentions be in when the act is con I a., and imply a full file folder(e.c�last document+2 years), since destruction is normal! erformed b file folder. HOLDS: Li ation claims complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Personnel Files-Regular/ Active Permanent(Includes Appeals Findings, Application Department Preference; statute of Awards, Copy of Drivers limitations for retirement benefits is License/ID, Employment 6 years from last action, Verifications, Evaluations, Convert to Convert to Yes:After EEOC/FLSA/ADEA(Age)requires Human Personnel Transaction Forms, Termination Termination Yes: Until Mag, Mfr, 3 years for promotion,demotion, HR-017 S Separatio Resources Oaths. Policy acknowledgements- File upon File upon Separation OD, Ppr transfer, selection, or discharge; Excludes Medical Records) Separation Separation n State Law requires 2-3 years, 29 CFR 1602.14, 1602.31 & For Non-Public Safety 1627.3(b)(ii),GC§§12946, 60201; Employees: DMV Permission, 29 USC 1113. GC§3105 Renewal Notices& Physical Exams for Class A&B vehicles HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference - - - _ Destroy Total ' Inactive Image: paper (OFR) Active (Off-site, Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QO,d? If the record is not listed here,refer to the Retention for c;ty-Wide Standards Retentions begin when the act is completed and imply a full file folder(e g. last document+ 2 ears, since destruction is norm_all performed by file folder i i0f-DS Liti ation claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Personnel Files-Temporary/ Non-Permanent("Part Time") Employees(Includes Appeals Findings,Application&1-9, Department Preference; statute of Awards, Copy of Drivers License/ID, Employment limitations for retirement benefits is 6 years from last action; Verifications, Exclusion from EEOC/FLSA/ADEA(Age)requires PERS form, Evaluations, I Yes:After Human !Separation + Separation+ Yes: Until Mag, Mfr, 3 years for promotion, demotion, Personnel Requisition Forms, n Resources HR-018 Personnel Transaction Forms, 5 years 5 years Separation OD, Ppr S Separatio transfer, selection, or discharge; i Oaths, Policy acknowledgements State Law requires 2-3 years, 29 -Excludes Medical Records) CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 60201, 29 USC 1113. For Non-Public Safety GC§3105 Employees: DMV Permission, Renewal Notices& Physical Exams(for Class A&B vehicles) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (Off-site, Vita11 after (in office) OD or Mfr) Retention Options M=Mfr Imaged 8 S=Scan - - - _ - __ __. - 091d.2.- — [lf the record is not listed here, refer to the Retention for 2 Wide Standards (Retentions bey when the act is completed, and imply a full file folder te.q. last document+2 years), since destruction is normally performed by file folder. HOLDS: Li ation claims, complaints, audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Personnel Files-Terminated ("Regular")Employees (Includes Maintenance Screen Printouts, Personnel Data, Benefit Enrollment forms,Appeals Findings,Application&I-9, Department Preference; statute of limitations for retirement benefits is Awards, Copy of Drivers 6 years from last action; License/ID, Employment EEOC/FLSA/ADEA(Age)requires Verifications, Evaluations, Oaths, Yes:After Human Separation+ Separation+ Yes: Until Mag, Mfr, 3 years for promotion,demotion, Resources HR-019 Personnel Transaction Forms, g years 8-years Separation OD, Ppr S Separatio transfer, selection, or discharge; Policy acknowledgements - n Excludes Medical Records) State Law requires 2-3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 60201; 29 USC 1113. For Non-Public Safety GC§3105, LC§1198.5 Employees: DMV Permission, Renewal Notices&Physical Exams(for Class A& B vehicles)+C18 Superseded Superseded Yes: Until Department preference, GC City Clerk HR-021 Personnel Rules& Regulations (Minimum 2 (Minimum 2 Superseded Mag, Ppr §34090 years) years) , Department preference; Per Human NeoGov Policy; 29 CFR Resources HR-29 Recruitment Database(NeoGov) 5 years 5 years Mag, Ppr 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c), GC§§12946, 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Category ID# Records Description Retention/Disposition Comments!Reference Record Imag Destroy e: Active Inactive Total Media 1=Import Paper (OFR) i (Off-site, vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan , r the record is not listed here refer to the Retention for City-Wide Standards etentions begin v-vhen the act is com /eted�and i�I full file folder(e.g.last document+ 2 earl, since destruction is nor-mal�erformed b file folder. HOLDS: Liti ation claims, com faints, audits,gending records requests, and/orinvasti ations sus end normal retentinn -eriods retention resumes after settlement). (Retiree Medical Insurance Files Department preference; Plan must Termination Termination Yes: When Yes: be kept termination + 1 year; Human '(includes Medical Subsidy Plan, Mag, Mfr, HR-022 of Benefits+ of Benefits+ eligible for S/I After 1 Statewide guidelines propose Audit Resources Retiree Forms, Correspondence, 2 years 2 years benefits OD, Ppr year +5 years;-GC§34090. 29 CFR various forms, copies of checks) 1627.3(b)(2) Human HR-023 Salary Surveys 2 years 2 years Mag, Ppr GC§34090 Resources _ Retained to cover auditing standards, IRS Regulation for W- 4s is four years after the due date Supplemental Retirement Files Employee Employee Yes: Until Yes: of such tax for the return period to Human (includes A/P Demands, PERs Mag, Mfr, which the records relate, or the HR-024 Deceased + Deceased+ Employee S/I After 1 Resources calculations, W-4P form, Direct 5 years 5 years Deceased OD, Ppr year date such tax is paid,whichever is Deposit Form) the later. Plan must be kept termination + 1 year; GC§34090, IRS Regulation 31.6001.1; 29 CFR 1627.3(b)(2) Department Preference: EEOC/ FLSA/ADEA(Age)requires 1-3 Human years; State Law requires 2-3 Resources HR-025 Testing File: Master Test 3 years 3 years Mag, Ppr years; 29 CFR 1602 et seq& 1627.3 et seq., 8 CCR §11040.7(7)(C), GC§§12946, 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record - Image: Destroy - Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged 8� - - S=Scan _ _ --- --- if the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and im I a full file folder Le.2. last document+2 ears since destruction is normally performed by file folder. HOLDS: Liti anon claims comptaints audits en din records re uests and/or investi ations sus end normal retention peno s retention resumes after settlement. with DOJ requirements; EEOC/ FLSA/ADEA(Age)requires 1 Human HR-026 Testing File: Score Sheets 3 years 3 years Mag, Ppr year; State Law requires 2-3 Resources years; 29 CFR 1602 et seq& 1627.3 et seq., 8 CCR §11 040.7(7)(C),GC§§12946, '2A On Department preference to cover Human Testing File: Test papers statute of limitations for Resources HR-027 (completed by applicants) 3 years 3 years Mag, Ppr discrimination claims, Law requires test papers be retained for 1 year, 29 CFR 1627.3(a)(iv) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-11 Office of Category ID# Records Description Retention 1 Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is combed, and imply a full file folder e.q: last documenf�ears1, since destruction is normally performed by file folder. HOLDS: Liticiation, claims com laints, audits, endin records re guests and/or investi afions sus end normal retention periods retention resumes after settlement). RISK MANAGEMENT Human lAccident/Incident/Graffiti/ Resources RM-001 Vandalism/Injury Reports: 2 years 2 years Mag, Ppr GC§34090 /Risk PUBLIC ADULTS(medical and Manag. non-medical.) Human Accident/Incident/Graffiti/ Resources RM-002 Vandalism/Injury Reports: 2 years 2 years Mag, Ppr GC§34090 /Risk PUBLIC JUVENILES(medical Manag. and non-medical.) Accident/Incident/Injury Human Reports: EMPLOYEES(medical Claims can be made for 30 years Resources for toxic substance exposure 8 RM-003 and non-medical.) Also see 5 years 25 years 30 years Mag, Ppr ; /Risk CCR§3204(d)(1)et seq., GC Manag. Vehicle Accident Reports(City §§12946, 34090 vehicles) Human Accident Reports: CITY Resources RM-004 VEHICLES(medical and non- 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) 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 years, Statute of Limitations for /Risk RM-005 Claims-Adults years years Settlement Mag, Ppr contracts is 4 years; wrongful death Manag. for construction is completion +5 years; CCP§§337 et seq.; GC§§ 911.2, 34090, 34090.61 PC §832.5(b) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-12 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record I Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan gC'd? 11f the record is not listed here, refer to the Retention for Citv-Wide Standards —� 1Re!onti0ns begin when the act is colleted, and im ly a full file folder e. last document+2 ears since destruction is normally performed by file folder. _ MOLDS: Litigation, claims com laints audits i2endingrecords requests, and/orinvestigations suspend normal retention periods retention resumes after settlement). Human Age of Age of Juveniles may have additional Resources Majority Majority Yes: Until legal recourses; CCP§§337 et Settle+5 Settle+5 /Risk RM-006 Claims Juveniles (minimum (minimum Settlement Mag, Ppr seq.-;GC§§911-2, 34090, Manag. years) ears 34090.6. PC§832.5(b) Human Insurance Application Forms Resources RM-007 (Purchase of insurance for Library 2 years 2 years Yes: Before /Risk Event Ppr GC§34090 Manag. or Community Service facilities) Longest Statute of Limitations is 10 Human years;Those filed with an Insurance Certificates(for Resources S Yes: Before Mag, Mfr, Yes: 2 agreement or contract are /Risk RM-008 Contracts,Vendors, and City- 11 years 11 years Completion OD, Ppr years Permanent; statewide guidelines Manag. issued Certificates etc.) propose permanent;CCP§337 et seq.;GC§34090 Human Resources Insurance Certificates(for Facility Yes: Before /Risk RM-009 Rentals, etc) 2 years 2 years Event Ppr GC§34090 Manag. Calif. Labor Division is required to Human keep their records 7 years, OSHA Resources OSHA Insurance Certificates, requires 5 years, State law requires /Risk RM-010 Inspections&Citations, Log 200, 5 years 5 years Ppr 2 years, 8 CCR§3203(b)(1), 29 Manag. Log 300, 301A,etc. CFR 1904.33, OMB 1220-0029. 8 CCR 14300.33, GC§34090.71 LC §6429c HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 26.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-13 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, 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 I Retentions h min kttlhen the act is comp L : n�ply a full file folder a g. last document+2 years), since destruction is normally performed by file folder — HOLDS: Liti ation, claims, complaints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Human Settlement Agreements with a Final Final CCP§§337 et seq.; GC§§911.2, Resources RM-011 Financial Component(Workers Settlement+ Settlement+ Mag, Ppr 945.6, 34090. 34090.61 PC /Risk Manag. Compensation) 30 years 30 years §832.5(b) Department preference; Claims Whichever Whichever can be made for 30 years for toxic is Longer: is Longer: substance exposure, Claims are 25 years, or 30 years, or required for five years after the end Human of compensation, or injury, Final Termination Termination Resources whichever is longer;the Workers /Risk RM-012 Workers Compensation Files Settlement+ of Benefits+ of Benefits+ Mag, Ppr Compensation Appeals Board may Manag. 5 years 5 years, or 5 years, or Death of Death of destroy their records after 5 years, Employee + Employee+ 8 CCR§3204(d)(1)et seq., 8 CCR 5 years 5 years 5144, 8 CCR 10102, 10755, 10758, 15400.21 29 CFR 1910.1020(d); GC§§12946, 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 January 13, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Information Services Version Number Being Approved: 14.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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/n /- 7 7 2 -� rtment FTea Date Cit rk Date nAdAnoo City Manager D to 31� City ttor y Date Ver 14.0 RECORDS RETENTION SCHEDULE - INFORMATION SERVICES Page IS-1 Office oRecordf Category ID# Records Description Retention/Disposition Comments/Reference Inactive - Image: T Destroy - Active � Total Media I=Import Paper after (OFR) i (Off-site, OD Vital? (in office) or Mfr) Retention Options M=Mfr Imaged& S=Scan QCd If the record is not 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. HOLDS. Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). INFORMATION SERVICES Used for Disaster Recovery When No When No Purposes Only, Considered a copy Information IS-001 Backups-ALL Longer Longer Yes Mag. and can be destroyed when no Services Required Required longer required; retention based on administrative value; recycle tapes: GC§34090 et seq. When No When No Information IS-002 Software Licenses Longer Longer Mag' GC§34090 Services Required Required Ppr Information Telephone Records-Detailed Mag The detail backup is not forwarded IS-003 Backup of Charges for calls made 5 years 5 years to Finance;meets auditing Services (includes Cellular) Ppr standards GC§34090 For legal compliance for WORM/DVD-r/CD-r/Blue Ray- Trustworthy Electronic Records Lead Dept. IS-004 R or other unalterable media that P P OD (when the electronic record serves does not permit additions, as the official record); GC 60200, deletions, or changes 12168.7, EVC 1550, 2 CCR 22620 et seq.. HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 n A n O S_ E 2 g o a E _> « O Cl) C- 2 / e %_ ° R / / 2 ] \� \ « ° 7 ° » F C � 0 m § ` CD g ¥ 2 2 % 7 J C $ \ 3 q g m 7 0 ¥ « 0- o _ J � 5' � ƒ / 2 w k \. E / \ � % ¥ ] c & E Z g e � 2 2 \ 73 ' 0 2 n2 % & = 2 / _ _0 m � o / \ % o @ 0 S 7 m a m � 2 2 g. n Q- 5 m 2 4- % \ § ? 2 ® ` / A / § § u ( 2 - � \ > R \ � ƒ f0' § Cl) q 6 \ � � ° j � f O 0 6 ° m cn g < -' _ a. o 2 -0 � a U) o ° m 6 8 c m S e mq � ¥ m / C o ƒ am ƒ zM \ 2 m 2 O\ m _ m @ 2 _ cn 0 ƒ \ ch o q 7 ? ? m m g « ®_ O ƒ ( \ w r- § ° 0- � ƒ 0- m � § E E ? c §-/ O ® D 7 m / 7 ƒ // k \ ZF c ° / k J R 3 ( s e $ u Og (0, m 3 \ 2 / ( 0 \ / 0 c 7 \ \ y o e @ m g N' M J \ Ver. 13.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 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+2years), since destruction is normally performed by file folder. HOLDS. Liti ation claims, complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). LIBRARY The City does not use eligibility lists; EEOC/FLSA I ADEA(Age) Applications for Employment or requires 1-3 years;State Law Library LIB-001 Resumes/Recruitment Files: 3 years 3 years Mag, Ppr requires 2-3 years;29 CFR 1602 Library Part-time positions et seq& 1627.3(a)(5)and(6), 2 CCR 11013(c); 8 CCR§11040.7( c),GC§§12946, 34090 Library LIB-002 Complaints and Compliments 2 years 2 years Mag, Ppr GC§34090 FCC requires 5 years after the last Library LIB-004 E-Rate Records(Discounted 5 years 5 years Mag, Ppr day of delivery of discounted Internet Access) services; FCC order 04- 190(B)(1)(46);GC§34090 Library LIB-005 Emergency Contact List When Superseded Su eh tiden ed Mag, Ppr Transitory Record, GC§34090 When No When No Library LIB-006 Friends of the Library Longer Longer Mag,Ppr Non-records, GC§34090 Required Re wired HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 13.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import I Paper (OFR) (Off-site, Vitals after (in office) OD or Mfr Retention Options M=Mfr Ima ed& ) S=Scan g, If the record is not 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 normal!y performed by file folder. HOLDS. Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Grants: CLLS(California Library Literacy Services), LSCA(Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Per California State Library Library LIB-007 2 years Expenditure Expenditure Centers), CLSA(California Library Final Final Mag, Mfr 5/I When, Yes: Records Management Program r A Services Act)and PLF OD, P Requirements(April 27, 1998(Public +5 years +5 years p Inactive q ( p ), GC Library Foundation)ONLY. For all §34090 others,follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance Incident Reports/Emergency Reports-All(Irate Patrons, Library LIB-008 Emergency Reports, etc.) 2 years 2 years Mag, Ppr GC§34090 See City-wide for other incident/ emergency reports When No F2e Yes: Department preference(the Library LIB-009 Library Card Applications Longer Mag, Mfr, S When database is the original record); OD, Ppr Required Inactive GC§34090 Library LIB-010 Library Systems: ILS Database Indefinite Mag, Ppr Data is interrelated;GC§34090 Library LIB-011 Programs(e.g.Summer Reading) 2 years Mag, Ppr GC§34090 Shred, Statute of Limitations any Room Rental Agreements/Facility Yes: "...liability founded upon an Library LIB-012 Use Applications(Room 2 years Before Mag, Ppr instrument in writing'or not Reservations,etc.) Event specifically provided for is 4 years, GC§34090, CCP§§337, 343 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 13.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record I ' Destroy Image: Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan , d If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com leted, and im 1 a full file folder e.q. last document+2 years), since destruction is normally performed by file folder. HOLDS. Liti ation claims, complaints, audits,pending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). Library LIB-013 'Suggestions 2 years 2 years Mag, Ppr GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 January 13, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Public Works Version Number Being Approved: 28.0 Attached are updated Retention Schedules for the above department showing proposed updates in "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. Department ead Date Cit Jerk Date o? oZ8' ,20 0 City Manager Da e 31,q/3W6 City orney Date Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 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& !f the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normal/ performed b file folder. HOLDS Liti ation, claims, com taints, audits, endin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). PUBLIC WORKS I ALL DIVISIONS Records found in all divisions-these are not repeated in each Division Public Expiration of Expiration of Mag, Works PW-001 AQMD Permits Permit+5 Permit+ 5 Mfr,OD, S/I No GC §34090, 40 CFR 70.6 years years Ppr Code of Federal Regulations Public Mag'P Yes: 2 requires 3 years for all Works PW-002 Catch Basin Storm Reports 3 years 3 years Mfr,p D, S/I years monitoring records, 40 CFR 122.410)(2) Consistent with D.O.T. substance testing policy- Requires 5 years for positive tests, 1 year for negative tests, Public PW-003 DMV Renewal Notices& Physical 3 years 2 years 5 years Ppr EEOC/FLSA/ADEA(Age) Works Exams(Class A&B vehicles) requires 3 years physical examinations, State Law requires 2 years, 29 CFR 1627.3(b)(v), GC§§12946, 34090,49 CFR 653.71 et seq. Public PW-004 Emergency Call-Outs 2 years 2 years Mag, Ppr GC§34090 Works _ Human Transfer to Transfer to Mag, Yes: Resources/ PW-005 Employee Exposure Records: Risk Risk Mfr, OD, S When copies, GC§34090.7 Risk Hazmat Exposure Records Management Management Ppr Inactive Manage. Generator Operation Logs(for AQMD Rule 1470' Form Public PW-119 Portable/Emergency 5 years 5 years Mag, Ppr 400—E-13a instructions, GC Works Generators) §34090 Public Generator Operation Logs(for Works PW-120 Fixed/Stationary Generators)/ 3 years 3 years Mag, Ppr AQMD Rule 1470. GC§34090 Inspections HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Off-site, Vital?� Active f- , Total 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.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Li ti ation, claims, com laints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). MSDS may be destroyed as long as a record of the chemical/ substance/agent, where& MSDS (Material Safety Data Mag, Yes: when it was used is maintained Public for 30 years, 30 years if Works PW-006 Sheets) /SDS(Safety Data 2 years 28 years 30 years Mfr, OD, S When employer qualifies as hazardous Sheets) Ppr Inactive material exposure&required to file MSDS; reports are mailed to the County; 8 CCR 3204(d)(1)(B)(2 and 3) Pre-Trip Inspections/DOT Public Program/CHIP Inspections/ Works PW-007 Vehicle Safety Checks/Daily 2 years 2 years Ppr 13 CCR 1234(3), GC§60201 Vehicle Inspections/Daily Equipment Checks Department Preference(required for 3 years),the warrantee Public Underground Service Alerts(USA): period for work done is usually 5 Works PW-008 ALL 3 years 3 years Mag, Ppr years,the Statute of Limitations for some work may be up to 10 years, CCP§337 et seq., GC §§4216.2(f)&4216.3(d), Depart. Work Orders/Service Requests Providing PW-009 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated, GC§34090 Service/ (Computerized Maintenance Work Management System) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted. 5/8/2019 ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 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 file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Depart. Work Orders/Service Requests- When No When No Providing pW-010 All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts(the database Service f Database Required Required is the original); GC§34090 Work Work Orders/Service Requests- .NOT entered in CMMS Database Depart. (or partial information entered into Providing CMMS Database) City preference; CCP§§338 et Service f PW-011 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §34090 originals; Division requesting service is considered a copy) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/orinvestigations suspend normal retention periods retention resumes after settlement). ENGINEERING all Contract Engineers must return final documents to the Citv upon completion of aproject) Public Mag, Works/ PW-012 Aerial Maps 2 years P P Mfr, OD, S Yes: 1 Department Preference; GC Engineering Ppr year §34090 Yes: 1 Yes: Until Mag, Department Preference; City City Clerk PW-013 ,Annexations,Abandonments P P Mfr, OD, S Clerk Maintains Originals;GC Completed Ppr year §34090 Assessment District Projects Mag, Department Preference; City (Maps, Diagrams, Spreadsheets, Yes: Until Yes: 1 City Clerk PW-014 P P Mfr,OD, S Clerk Maintains Originals; GC Improvement Plans-e.g.water, Completed Ppr year §34090 sewer, undergrounding) Public Beach Closure Files/Ocean Claims can be made for 30 years Works/ Closures/Sewer-Related Mag' Yes. 2 for toxic substance exposure; 8 Engineering PW-015 to determine 2 Years 28 years 30 years Mfr,OD, S/I years CCR 3204 d 1 et se GC 9 9 (investigations Ppr § OO 4 , &Utilities source,etc.) §§12946, 34090 Some grant funding agencies Capital Improvement Projects (CIP)/Jobs: Administration File require audits; Statute of 10 years or Completion + Limitations for Errors& Project Administration, After 10 years or Omissions is 10 years; Funding Published Audit Standards=4-7 Works PW-016 Punch List, Inspectors Daily Log, Agency Audit, Mag, Ppr Public Correspondence, Field Work/ Upon Agency After Funding Yes: Until years; Statute of Limitations: / Engineering Labor Compliance, Certified Completion Audit, if if required, Completed Contracts&Spec's=4 years. Payrolls, Project Schedules, required, whichever is Wrongful Death=comp. +5 Progress meetings, Real Estate whichever is longer years, Developers=comp. + 10 Appraisals, Legal/Stop Notices, longer years, Statewide guidelines Meetings,A.C.Tickets, etc. propose termination +5 years; CCP§337 et. seq., GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 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 years), since destruction is normally performed by file folder. HOLDS. Liti ation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retentiol periods retention resumes after settlement). Capital Improvement Projects (CIP)/Jobs: Permanent File Plans. Specifications, Bids/RFPs, Successful Proposal, Change Orders/Job Orders, Concrete Tickets, Constructability Review, Department preference. retained Public Design, Escrow, Final Report, Upon Yes: Until Yes: 1 Mag, for disaster preparedness Works/ PW-017 Inspection Cards, Materials P P Mfr, OD, S/I purposes; Statewide guidelines Engineering Testing Reports, Grading Permits, Completion Completed Ppr year propose Permanent for Hazardous Materials Plans, Notice Infrastructure plans, GC§34090 of Completion, Notice to Proceed, Construction Manager's Logs, Photos, Soils Reports, Studies, Submittals, Surveys, Concrete Tickets for Street Resurfacing, Notifications, Utilities,etc. Public Cash Deposits/Trust Accounts Close of Close of Department Preference; Works/ PW-018 (Refundable Deposits for Project+2 Project+2 Mag, Ppr Retained for auditing purposes; Engineering Subdivision Improvements, Finance is Office of Record, GC years years Building or Planning Permits, etc.) §34090.7 Public Mag, Statewide guidelines propose Encroachment Permits Yes: Until Yes: After Works/ PW-019 (Permanent/Construction) 2 years P P Revocation Mfr,OD, S Inactive Permanent,CCP §337 et. Seq.; Engineering Ppr GC§34090 Public Encroachment Permits(Temporary Yes: Until Works/ PW-020 -Debris Boxes in the City's Right 2 years 2 years Completion Mag, Ppr GC§34090 Engineering of Way, etc) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Record ,Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy te siInactive Paper (OFR) Active f- , Total Media I=Import after (in office) OD(Off-site, Retention Vital? Options M=Mfr a or 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. HOLDS: Liti ation claims, complaints, audits, pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Encroachments(Regulations& Superseded Superseded City Clerk PW-021 Procedures) +2 years +2 earsPublic Mag, Ppr GC§34090 Works/ PW-022 Flood Control&Disaster Files(e.g. P P Yes(all) MifNr,OD, S Yes: 1 statewide guidelines propose 2 Engineering pump systems) Ppr year years;GC§34090 Public Yes: Until Mag' Yes: After Works/ PW-023 Grading Permits 2 years P P Revocation Mfr,OD, S Inactive Land Records; GC§34090 Engineering Ppr Public Harbor Dock Permits(Construct or Mag' Yes: 1 Department preference Works/ PW-024 Modify Docks) P P Mfr, OD, S year (infrastructure); GC§34090 Engineering Ppr Public Works/ PW-025 Harbor Dredging Permits P P Mag, Ppr GC§34090 Engineering Public Landscape Architect/Plans(Blue Mag, Works/ PW-026 Line Copies): City or City- P P Mfr,OD, S/I No Department Preference; GC Engineering maintained Projects Ppr §34090 Public Landscape Architect/Plans(Blue When No When No Mag, Required for processing; GC Works/ PW-027 Line Copies): City or City- Longer Longer Mfr,OD, S/I No §34090 Engineering maintained Projects Required Required Ppr HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 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 , 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. HOLDS Litigation, claims, com laints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Maintenance Projects(MSC Files) Consistent with Agreement/ City Clerk Final Specifications and Plans ,Mag Completion + Completion + Yes: Until 'Yes: After Contract Administration; CCP or Public PW-028 (Curb repairs, Microsurfacing, 2 years 3 years 5 years Completed Mfr, OD, S Inactive §§337. 337.1(a), 337.15, GC Works Repaving, Street Paving, Tree Ppr §34090 Trimming,etc). _ Drafts should be destroyed; Maps, Plans&Drawings/Record Some maps are also retained by Works PW-029 P P Yes(all) Mfr, OD, S Public Drawings/"As-Builts"(ALL- Mag' Yes: 1 Planning; Selected maps are / i Drainage. Grading, Subdivision, year retained in Public Works for Engineering' Survey,Water,etc.) Ppr administrative purposes; GC §34090,34090.7 Public NPDES-National Pollutant Monitoring records required for 3 Works/ PW-030 Discharge Elimination System 3 years 3 years Mag, Ppr years; 40 CFR§§122.21, Engineering Monitoring Records 122.41, 122.44 Public NPDES-National Pollutant Mag, Department Preference; Superseded Superseded Yes: 1 Monitoring records required for 3 Engineering Permits Works/ PW-031 Discharge Elimination System +3 years +3 years Ppr Mfr, OD, S year years; 40 CFR§§122.21, 122.41, 122.44 Public Pavement Maintenance Inventory Data Data Works/ PW-032 Records Superseded Superseded Mag GC§34090 Engineering When No When No Public Preliminary Studies/Project Longer Longer Mag, Yes: After Department Preference, GC Works/ PW-033 Assessments(Not Acquired) Required- Required- Mfr, OD, S Inactive §34090 Engineering Minimum 2 Minimum 2 Ppr ears years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD f- ite Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder HOLDS Liti ation claims, complaints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Copies- Copies- Department Preference;All City Clerk& Property Acquisition Projects(All): When No When No Yes: Until original Deeds, Title Reports, Economic PW-034 Correspondence, copies of Mag, Ppr Insurance, Contracts and Develop. permanent documents. etc. Longer Longer Completed Required Required Agreements are maintained by the City Clerk, GC§34090 Public Mag, Yes: 1 Works/ PW-118 Reservoir Plans P P Yes(all) Mfr,OD, S year GC§34090 Engineering Ppr Public Mag, Department Preference, GC§ Works/ PW-035 Sewer Lift Stations Plans P P Yes(all) Mfr,OD, S No 34090-7 Engineering Ppr Public Mag, Works/ PW-036 Sewer Plans P P Yes(all) Mfr,OD, S No Department Preference;-GC§ 34090 Engineering Ppr Public Source Control/FOG(Fats, Oil Resolution + Resolution+ Mag, Yes: 6 Department preference(3 years Works/ PW-037 and Grease)-Cases 3 years 3 years Mfr,OD, S/I mos is required for POTW Reports) Engineering Ppr 40 CFR 403.12; GC§60201 Department preference; NPPES Public Stormwater Annual Reports/ Mag' Yes: 2 Monitoring records are required Works/ PW-038 NDPES Reports 10 years i 10 years Mfr,OD, S/I years for 3 years; 40 CFR§§122.21, Engineering Ppr 122.41 Public Mag, Department preference; Data is Works/ PW-039 Stormwater Database Indefinite Indefinite Mfr,OD, S/I Yes. 2 interrelated, system qualifies as Engineering Ppr years a"trusted system", GC§§34090, 12168.7 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 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, vital? Options M=Mfr after OD or Mfr) Retention 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. HOLDS Litigation, claims, com laints, audits,pending records requests, and/or investi ations sus end normal retention periods retention resumes after settlement). Public Mag, NPDES Monitoring records are Works/ PW-040 Stormwater Lab Reports 3 years 3 years Mfr, OD, S/I Yes: 2required for 3 years; 40 CFR Engineering Ppr years §§122 21 122 41, 122.44 Public Mag, NPDES Monitoring records are Stormwater: Industrial Notices/ Resolution + Resolution+ Yes: 2 Works/ PW-041 Mfr,OD, S/I required for 3 years, 40 CFR Engineering Code Enforcement/Violations 3 years 3 years Ppr years §§122.21, 122.41 When No When No Department preference Public Longer Longer Mag, (inspections are performed at Stormwater: Inspections- Yes: 2 least once every 5 years); Works/ PW-042 Construction Required- Required- Mfr, OD, S/I years NPDES Monitoring records are Engineering Minimum 5 Minimum 5 Ppr years years required for 3 years: 40 CFR §§122.21, 122.41 Department preference Life of Life of (inspections are performed at Public Stormwater: Inspections- Business- Business- Mag' Yes: 2 least once every 5 years); Engineering Ppr Works PW-121 Industrial High Minimum 5 Minimum 5 Mfr,OD, S/I years NPDES Monitoring records are years years required for 3 years; 40 CFR §§122.21, 122.41 When No When No Department preference Public Stormwater: Inspections- Longer Longer Mag, (inspections are performed at Works/ PW-122 Industrial Low/Medium and All Required- Required- Mfr,OD, S/I Yes: 2 least once every 5 years); Engineering Commercial Minimum 5 Minimum 5 Ppr years NPDES Monitoring records are years years required for 3 years. 40 CFR §§122.21, 122.41 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 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 Imaged & =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. HOLDS. Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). When No When No Department preference Public Longer Longer Mag, (inspections are performed at Stormwater: Inspections-WQMP Yes: 2 least once every 5 years); Engineering Minimum 5 Minimum 5 Ppr Works/ PW-123 (Water Quality Management Plan) Required- Required- Mfr,OD, S/I years NPDES Monitoring records are I years years required for 3 years; 40 CFR §§122.21, 122.41 Yes: 1 Yes: Until Mag, Department Preference;City City Clerk PW-043 Streets(Vacations,etc.) P P Mfr,OD, S Clerk Maintains Originals;GC Completed Ppr year §34090 City Clerk PW-044 Subdivision Files Completion+ mdwl P P Yes(all) Mfr, OD, S Yes: 1 Department Preference(City 2 years year Clerk is OFR);GC§34090.7 Public Traffic School Information (Traffic Department Preference, GC Works/ PW-045 Safety Issues,etc.) 10 years 10 years Mag, Ppr §34090 Engineering' Public Department Preference, GC Works/ PW-046 Traffic Special Surveys 10 years 10 years Mag, Ppr §34090 Engineering When No When No Public Longer Longer Department preference (required be Works/ PW-047 Traffic Special Surveys Required- Required- Mag, Ppr every 5 years, but can Engineering Minimum 10 Minimum 10 extended to 7 or 10 years): GC §34090;GC§34090 years years Public Transportation Permits(Wide Yes: Until Works/ PW-048 Load, etc) 2 years 2 years Completion Mag, Ppr GC§34090 Engineering MAINTENANCE&GENERAL SERVICES HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 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. fast document+2 years), since destruction is normallyperformedby file folder. HOLDS Liti ation, claims, com laints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Works/ Mag, Yes: After Department Preference; GC Maint. & PW-049 AB 939 Implementation 10 years 10 years Mfr, OD, S 1 year §34090 et. seq. General Ppr Services Public Works/ Banner&Pennants(Installation & Maint. & PW-050 Removal) 2 years 2 years Mag, Ppr GC§34090 General _Services Public Beach Closure Files/Ocean Claims can be made for 30 years Works/ Closures/Stormwater Runoff Mag' Yes: 2 for toxic substance exposure; 8 Maint.& PW-051 to determine 2 years 28 years 30 years Mfr, OD, S/I ears CCR 3204 d 1 et se GC General (investigations Ppr y § OO q" Services source, etc.) p §§12946, 34090 Public Works/ Confined Space Entries(Permitted Maint. & entries into sewers and storm Mag' Yes: 2 8 CCR 5157(d)(14)&(e)(6); ); 29 General PW-052 drains in order to comply with 2 years 2 years Mfr D, S/I years CFR 1910.146(e)(6); GC§34090 Services regulations) or Utilities Public Works/ Life of Life of Department Preference, GC Maint. & PW-053 Equipment Maintenance History Equipment+ Equipment+ Mag, Ppr §34090 General 2 years 2 years Services General Files: Copies of records Copies- Copies- where other Divisions or When No When No Lead Dept. PW-054 Departments are the Lead Longer Longer Mag, Ppr GC§34090.7 (Maintenance Operations) Required Required HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 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) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Liti ation, claims; com laints, audits; pending records requests, and/or investi ations suspend normal retentiot periods retention resumes after settlement). Public Works/ Maint.& PW-055 General Files: Originals 2 years 2 years Mag, Ppr GC§34090 General (Maintenance Operations) Services Maintenance Service Contracts Fire, (MSC)-NON-INFRASTRUCTURE Statewide guidelines propose 7 years; 2 years for blueprints& Public -Contract Administration Records Works/ (examples: Maintenance, Street Completion + Completion+ Yes-Until Mag' Yes: 1 specifications; Statute of Maint. & PW-056 Sweeping, Consultants, 5 years 5 years Completed Mfr, OD, S year Limitations is 4 years; Errors& General Landscaping, Slurry Seals, Tree Ppr Omissions does not apply to Services Trimming, Leases, Professional these contracts;CCP§§337. 337.1(a),337.15, GC§34090 Services, etc.) Fire, Public Life of Life of Mag, Covers statute of limitations, Works/ PW-057 Playground Equipment Equipment+ Equipment+ Mfr,OD, S Yes: 1 CCP 338 et se 340 et se Maint. & Y9 year §§ q ' q�' General 2 years 2 years Ppr 342, GC§34090 Services Public Works/ Maint. & Pressure Vessel Permit(Propane, Expiration+ Expiration +2 Mag, Yes: After General PW-058 etc.) 2 years years MfPpr, S 1 year GC§34090 Services or Utilities HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, vitals after (in office) OD or Mfr) Retention Options M=Mfr Imaged &S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS Litigation, claims, com laints, audits,pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Fire, Public Works/ PW-059 Recycling Program 5 years 5 years Mfr,OD, Department Preference, GC Maint. & Ppr §34090 et. seq. General Services Public Department Preference; City Works/ Solid Waste Program Mag' Clerk is OFR for all actions, 14 Maint. & PW-060 (Administration) 5 years 5 years Mfr, OD, CCR 18813.4, GC§34090 et. General Ppr Services seq. Public Works/ Consistent with Work Orders and Street Maintenance(Overlays, Operational Complaints; CCP Maint. & PW-061 Repaving, Slurr Seals,etc 3 years 3 years Mag Ppr 338 et se 340 et se 342, General y ) §§ c.' q., Services GC§34090 Public Works/ Consistent with Work Orders and Maint. & PW-062 Street Sweeping Records 3 years 3 years Mag Ppr Operational Complaints; CCP General §§338 et seq., 340 et seq., 342, Services GC§34090 Public Works/ Covers all Statute of Limitations, Maint. & PW-063 Traffic Signals: Maintenance& 10 years 10 years Mag,Ppr Department Preference, GC General Timing; Street Light Maintenance §34090, CCP§337 et seq. Services HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Litigation. claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention perfiods retention resumes after settlement). Public Works/ Mag, Department Preference, GC Maint. & PW-064 Tree History and Locations P P Mfr, OD, S/I No §34090 General Ppr Services Public Consistent with Work Orders and Works/ Tree Petitions with Curb or gutter Work Work Operational Complaints: CCP Maint. & PW-065 repair/replacement(want tree Completed+ Completed+ Mag Ppr §§338 et seq., 340 et seq., 342, General replaced)-Not Funded by a Grant 3 years 3 years GC§34090 Services Monitoring and Maintenance Public Underground Storage Tanks(City records are required on site for 3 Works/ Owned)—UST Monitoring and years, 6%years for Cathodic Maint. & PW-066 Maintenance, Release Detection 7 years 7 years Mag, Ppr protection maintenance, 5 years General Systems, Cathodic Protection for calibration&maintenance of Services Maintenance Records release detection systems,23 CCR 2712(b); H&S§25284.4(i) Public Works/ Mag, Department Preference, GC (USTs) Maint. & PW-067 Underground Storage Tanks 10 years P P Mfr, OD, S Yes: After §34090 et. seq., 23 CCR General Ppr 1 year 2712(b), H&S §25284.24(i) Services HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy te siInactive Paper (OFR) (O Active (Off-site, Total Vital? Media I=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.g. last document+2 years), since destruction is normal!y performed by file folder HOLDS Lit i ation claims, complaints, audits, pending records requests, and/or investi ations suspend normal retentiot periods retention resumes after settlement). Department Preference, If a motor carrier. required for 18 Public months after vehicle is sold, CHP Works/ Vehicle Folders: Includes Disposal of Disposal of requires life of vehicle, OSHA Maint. & PW-068 Maintenance History,Accident Vehicle+2 Vehicle+2 Mag, Ppr requires 1 year; 8 CCR§ General Reports,etc. years years 3203(b)(1);49 CFR 396.21(b)(1); Services 49 CFR 396.3(c); CCP§337 et. seq., 13 CCR 1234(f), GC §34090 Public Waste Hauler Invoice Detail Works/ Department preference(meets Maint. & PW-009 Backup/Rainbow Disposal Invoice 5 years 5 years Mag, Ppr municipal government auditing General Detail Backup(not sent to standards); GC§34090 Services Finance) Fire, Public s/ City Clerk maintains originals Works & PW-070 Weed Abatement 2 years 2 years Mag, Ppr that are presented to Council(for General liens); GC §34090 Services HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) � Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan MHOLDS. d is not listed here, refer to the Retention for City-Wide Standards begin when the act is completed, and imply a full file folder e. . last document+2years), since destruction is normallyperformed b file folder. ti ation claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). TRANSPORTATION Public Temporary Traffic Control Plans Works/ PW-071 and Permits 2 years 2 years Mag, Ppr GC§34090 Transport. _ Public Traffic Control Devices-Signs, Covers all Statute of Limitations, Works/ PW-072 Signals etc(locations placement) P P Mag, Ppr Department Preference; GC Transport. , , §34090, CCP§337 et seq. Public Traffic Control Requests(red Department Preference, GC Works/ PW-073 curbs,stop signs, etc.) 10 years 10 years Mag, Ppr §34090 Transport. Public Traffic Counts,Summaries, Department Preference;GC Works/ PW-074 Reports 10 years 10 years Mag, Ppr §34090 Transport. Public Traffic Signals: Maintenance& Covers all Statute of Limitations; Works/ PW-075 Timing;Street Light Maintenance 10 years 10 years Mag, Ppr Department Preference; GC Transport. I 1 1 1§34090, CCP§337 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Category ID fl Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Option 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 by file folder. HOLDS Liti ation claims, complaints, auditspending records requests, andlor investi ations suspend normal retention periods retention resumes after settlement). UTILITIES WATER/WASTEWATER Department preference; State Public Annual Consumer Confidence Mag' Yes: 2 law requires 12 years, federal 10 Utilities Ppr Works/ PW-076 Report(Water Quality Report) P P Mfr, OD, S/I years years;40 CFR 141.33(a); 22 CCR§64470;GC§34090 Meets California Department of Public Health requirements; Domestic Works/ PW-077 Backflow Inspections/Approvals 5 years 5 years Ppr water system inspection with Utilities County administration;GC §34090; 17 CCR 7605 Public Beach Closure Files/Ocean Claims can be made for 30 years Works/ Closures/Sewer-Related Mag' Yes: 2 for toxic substance exposure; 8 En ineerin PW-078 2 years 28 years 30 years Mfr, OD, S/I g g (Investigations to determine Ppr years CCR§3204(d)(1)et seq., GC &_Utilities source,etc.) p §§12946, 340_90 Public Mag, Consistent with Chemical Works/ PW-079 Calibration Records 2 years 10 years 12 years Mfr, OD, S/I Yes: 2 Reports;40 CFR 141.33(a); 22 Utilities Ppr years CCR§64470 Department preference to be Public Catch Basin Maintenance& consistent with NPDES Works/ PW-080 Reports 3 years 3 years Mag, Ppr Monitoring records(3 years); 40 Utilities CFR§§122.21, 122.41, 122.44; GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com taints, auditspending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Chlorine& Fluoride may be considered as toxic substances and claims can be made for 30 Public Chemical Reports(Chlorine, Mag' Yes: 2 years for toxic substance Works/ PW-081 Fluoride, Nitrates,etc.) 2 years 28 years 30 years Mfr,OD, S/I years exposure, State law requires 12 Utilities Ppr years, Federal 10 years for all chemical analysis, 40 CFR 141.33(a), 22 CCR§64470, 8 CCR§3204(d)(1)et seq., MSDS may be destroyed as long as a record of the chemical/ substance/agent, where& Chemical Use Report Form/ when it was used is maintained Public Material Safety Data Sheet Mag' Yes: After for 30 years,Applies to qualified Works/ PW-082 (MSDS)/ SIDS (Safety Data 2 years 28 years 30 years Mfr, OD, S Inactive employers; Claims can be made Utilities Sheets) Ppr for 30 years for toxic substance exposures,8 CCR 3204(d)(1)(B)(2 and 3). GC §34090 Public Customer Complaints or Mag, 5 years is required in State and Works/ PW-083 Concerns: Drinking Water Odor/ 2 years 3 years 5 years Mfr, OD, S/I Yes: 2 Federal law for any complaints; Utilities Taste/Visual Complaints Ppr years 40 CFR 122.410)(2)&40 CFR 141.33(b);22 CCR 64470 Department preference; Public Department of Public Health/ Domestic water system Works/ PW-084 Department of Health Services 10 years 10 years Ppr inspection with County Utilities (Correspondence, etc.) administration(State Program- Title 17)GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference _ Y Inactive Image: Destroy (OFR) Active (Off-site, Total Vital? Media I=Import Paper after OD or Mfr) Retention Options M=Mfr(in office) 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. HOLDS: Li ' ation claims, com Taints, audits, pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Department preference(City has Public Hazardous Waste Hauling/ Mag' Yes: After "cradle to grave"liability);only 3 Utilities Ppr Works/ PW-085 Hazardous Waste Manifests P P Mfr,OD, S 1 year years is mandated,22 CCR 66262.40; GC§34090 Public Works/ PW-086 Hydrants: Flushing 2 years 2 years Mag,Ppr GC§34090 Utilities Public Expiration+ Expiration+2 Works/ PW-087 Hydrants: Temporary Permits 2 years years Mag,Ppr GC§34090 Utilities Public Manuals-Operation and Life of Life of Mag, Works/ PW-088 Maintenance for various equipment Equipment Equipment Mfr,OD, S No Administrative value;GC§34090 Utilities Ppr Public Mag, Department preference; Data is Works/ PW-089 Meter Reading Databases Indefinite Indefinite Mfr,OD, S/I Yes: 2 interrelated;system qualifies as Utilities Ppr years a"trusted system"; GC§§34090, 12168.7 Public Meter Shop Log Sheets/Job Consistent with Operational Works/ PW-090 Tickets 3 years 3 years Mag, Ppr Complaints; CCP§§338 et seq., Utilities 340 et seq., 342, GC§34090 Covers statute of limitations for Public Permits: Natural Gas, Propane, Expiration+ Expiration+2 Yes: Until contracts(4 years); Statewide Works/ PW-091 etc. 2 years years Completion Mag, Ppr guidelines propose Permanent; Utilities CCP §337 et. Seq.;GC§ 34090 Public Works/ PW-092 Pressure Vessel Permit(Propane, Expiration+ Expiration+2 MfMr, OD S Yes: After GC§34090 et.seq. Maint. Or etc.) 2 years years Ppr 1 year, Utilities HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder HOLDS Li ti ation, claims, complaints, audits,pending records requests, and/orinvestigations suspend normal retentiot periods retention resumes after settlement). Projects& Facilities: Copies- Copies- j Works Public INFRASTRUCTURE Final When No When No r,OD, S Yes: 1 Engineering maintains originals. Engineering PW-093 Ppr Specifications and Plans Longer Longer Yes(all) Mfr,O year GC§34090.7 (Reservoirs,Wells,etc.) Required _ Required Public Works/ PW-094 Pump Stations and Production P P Mfr'OD, S/I Yes: 2 Administrative Value, GC Reports years §34090 Utilities Ppr Public Mag, Administrative Value; GC Works/ PW-095 Reservoirs(all records) P P Mfr,OD, S/I No §34090 Utilities Ppr Public When When Transitory Records;GC§34090 Works/ PW-096 Routes(Reading, etc.) Superseded Superseded Mag, Ppr et seq. Utilities Public Required for a minimum of 5 Works/ PW-097 Sanitary Spills and Overflows 5 years 5 years Mag, Ppr years;40 CFR 122.410)(2); Utilities (SSOs) SWRCB Order 2006-03, 40 CFR 122.410)(2), GC§34090 Public Works/ PW-098 Sanitary Surveys of Water System 10 years 10 years Mag, Ppr 22 CCR§64470, GC§34090 Utilities Department preference; Data is Public SCADA: Supervisory Control and Mag' Yes: 2 interrelated;system qualifies as Works/ PW-099 Data Acquisition Indefinite Indefinite Mfr,OD, S/I years a"trusted system", GC§§34090, Utilities Ppr 12168.7 Expiration of Expiration of Public Self-contained Breathing Certificate- Certificate- Mag' Yes: After Certificates are issued for 3-5 Works/ PW-100 Apparatus(SCBA) Minimum 2 Minimum 2 Mfr, OD, S 1 year years, GC§34090 et. seq. Utilities years years Ppr HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver. 28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 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) 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+2years), since destruction is normally performed by file folder. HOLDS Liti ation, claims, complaints, audits,pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Public Consistent with Work Orders and Works/ PW-101 Sewer Repairs&Investigations 3 years 3 years Mag Ppr Operational Complaints; CCP Utilities §§338 et seq., 340 et seq., 342, GC§34090 Sewer System Management Plans Department preference, plans Public (SSMP)and Audits/Sanitary must be updated every 5 years, Works/ PW-102 Spills Overflow Prevention Plan 10 years Wyearrs Mag, Ppr audits are required every 2 Utilities (SSOPP)and Sanitary Sewer years, SWRCB Order 2006-03, Overflow Response Plan 40 CFR 122.410)(2);GC§34090 Public Department preference, Spill Works/ PW-103 Spill Reports 5 years Mag, Ppr reports have the potential to be Utilities involved with Clean Water Act actions;GC§34090 Public Works/ PW-104 System Chlorination & Fluoridation 2 years Mag, Ppr GC§34090 Utilities Public Works/ PW-105 System Flush 2 years 2 years Mag, Ppr GC§34090 Utilities Public TV Collection Line Inspection Works/ PW-106 Tapes/CCTV/Video Inspections/ P P Mag Department Preference, GC Utilities Video Tapes or Digital Recordings §34090 et seq. (all lines) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record IImage: Destroy — — Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged&' S=Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions 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. HOLDS. Liti ation claims, com laints auditspending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Department Preference (Required for 3 years);the Public warrantee period for work done Works/ PW-107 Underground Service Alerts 3 years 3 years Ppr is usually 5 years,the Statute of Utilities (USA's)—City Limitations for some work may be up to 10 years; CCP§337 et seq., GC§§4216.2(f)& 4216.3(d),34090 Public Vulnerability Assessment/ Emergency Response Plan/Risk Superseded Superseded Highly confidential;42 USC 300i- Works/ PW-108 &Resiliency Assessment/Hazard +5 years +5 years Mag,Ppr 2(c);GC§34090 Utilities Mitigation Plan Outside Water Districts(outside agencies)/ When No When No Non-Records used for District PW-109 Projects outside City Boundaries Longer Longer Mag, Ppr administrative purposes;GC Required Required §34090 Public Works/ PW-110 Water Production Recording Mag,2 years 3 years 5 years 1111fr,OD, S/I Yes: 2 Consistent with other records; Charts years GC§34090 Utilities Ppr Public Water Production Reports- Department Preference;GC Works/ PW-111 Annual 2 years P P Mag, Ppr §34090 Utilities Public Water Production Reports- Consistent with other auditing Works/ PW-112 Monthly 2 years P P Mag, Ppr standards;GC§34090 Utilities Public Water Quality Reports(also see Mag' Yes: 2 State law requires 12 years, Works/ PW-113 Chemical Reports) 2 years P P Mfr, OD, S/I years Federal 10 years;40 CFR Utilities Ppr I 141.33(a); 22 CCR§64470 Public Water Reports&Sampling: Yes: 2 Mag, Department preference(only 5 Works/ PW-114 Bacteriological&Organics 2 years P P Mfr, OD, S/I years years is required);40 CFR Utilities I I Ppr 141.33(a); 22 CCR§64470 HUNTINGTON BEACH, CA. @1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019 Ver.28.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-23 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record - Destroy - Image: Active Inactive Total Media I=Import Paper (OFR) (Off-site vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Liti ation claims, complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Lead and Copper are required for 12 years or 2 compliance Public Water Reports&Sampling: Mag' Yes: 2 cycles(some compliance cycles Utilities Ppr Works/ PW-115 Chemical, Lead and Copper 2 years P P Mfr, OD, S/I years are nine years); 22 CCR 64400.25; 22 CCR§64470,40 CFR 141.33(a);40 CFR 141.91 Federal: Bacteriological analysis Public Water Reports, Monitoring& Mag, are required for 5 years, Works/ PW-116 Testing(maintenance,strip chart 2 years 10 years 12 years Mfr, OD, S/I Yes: 2 chemical analysis for 10 years; Utilities recordings) Ppr years State law requires 12 years, Federal 10 years;40 CFR 141.33(a); 22 CCR§64470 Public - - _ - Mag, - Works/ PW-117 Well Records P P Mfr, OD, S/I No Administrative Value;GC Utilities Ppr §34090 HUNTINGTON BEACH, CA. ©l995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 5/8/2019