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HomeMy WebLinkAbout2021 Records Retention Schedules / Authorization of Amendmen March 5. 2021 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department Business Development/Successor Agency 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 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 2 D 3 15 Z Department Head �7 Date Ciit/tyy� Jerk Date City Manager Da S/i 7 Vity Attorney Date Ver 16 0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT I SUCCESSOR AGENCY Page BD-I Office of Record Category ID• Records Description Retention I Disposition Comments I Reference Re - - _ Des" Inactive Total Media II mjwR Paper (OFR) (in office) (�-site, Retention vital? Options M=Mh after OD or Mfr) S=Scan Imaged E If the record is not listed here. refer to the Retention for City-Wide Standards Retentions be m when the act is completed, and imply a full file folder a Q last document+2years), since destruction is normally performed by file folder HOLDS Liti ation claims complaints, audits.Dendino records requests, and/or investigations suspend normal retention Dencids retention resumes after settlement BUSINESS DEVELOPMENT When No When No Business Development Files Longer Longer Yes: While Business BD-001 (Issues and/or projects will vary Required- Required - Active Mag, Ppr Department preference. GC Develop §34090 over time - e g Hotels. etc ) Minimum 2 Minimum 2 Issues . years ears - Consistent with Consolidated Plan Requirements. Required for CDHG HUIr11 i" ji'cl I .es Annual Annual 3-4 years from expenditure or Business performance report. 2 CFR BD-013 HUD Applications and Reports Report+5 Report+ 5 Mag, Ppr Develop 200.333. 21 CFR 1403 42.24 and Proof of Publications years years CFR 570 502(b), 982 158 884 214 29 CFR 97 42. GC §34090 HUD requires 5 years after the 5 years After 5 years After project completion. documents CDBG/ HOME Proiect Files the the imposing recapture/resale Including HUD Applications f Affordability Affordability restrictions are 5 years after the Housing Rehabilitation Files; Period Period iaffordability period terminales, HOME Homeownership Proe Terminates Terminates Uniform Admin Requirements for Business Yes Until Mag, Mft, Vas 1 BD-011 Files Housing Projects 8 2 years or the or the sit Grants to Local Governments is 3 Paid OD Develop ,Services -WITH Written Written . Ppr year years from expenditure report RECAPTURE I RESALE Agreement Agreement statewide guidelines propose 4 RESTRICTIONS(Compliance Terminates. Terminates. years, 2 CFR 200 333, 24 CFR Monitoring) Whichever Whichever 92.508(a)&(c)&570 502(a)(16). is Longer is Longer 1 982 158. 884 214 29 CFR 97 42. 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(W9)337-3516 Revision Approved. 319I2020 Ver 16.0 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY f"i-le I+(1 Office Of I Category ID a Records Description Retention I Disposition Comments I Reference Record Destroy Inactive Image: Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Sun 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 lull file folder a q last document+2 years), since destruction is normally performed by Ilia folder HOLDS-Liti ation claims complaints, auditspending records re uests, and/or investi ations suspend normal retention periods retention resumes after settlement HUD requires 5 years after the pro)ect completion, documents CDBG/HOME Project Files Imposing recapture I resale Including HUD Applications I restrictions are 5 years after the Housing Rehabilitation Files/ affordability period terminates. Business BD-010 HOME Homeownershio Protect 2 years 3 years 5 years S/I Yes: Until Meg, Mh, Yes. 1 Uniform Admin Requirements for Develop. Files Housing Projects 8 Paid OD, Ppr year Grants to Local Governments is 3 Services -NO RECAPTURE/ years from expenditure report, RESALE RESTRICTIONS statewide guidelines propose 4 (Compliance Monitoring) years. 2 CFR 200.333. 24 CFR 92 508(a)8(c)&570.502(a)(16), 982 158 884 214 29 CFR 97.42. GC§34090 Business City-owned Properties APN Sale of Sale of Department preference, GC lopBD-002 Files(Assessor Parcel Number Property + 2 Property+2 Map, Ppr 34090 �� Fifes) years ears. r § Commercial Rent Subsidy Original agreements are TerminationTermination Meg.fill, City Clerk BD-003 Agreements. Annual Payment r 5 yearsrs +5 years OD. Ppr approved by the City Council;GC files. correspondence, etc. §34090 et seq. Consolidated Action Plan r Business Consolidated Annual Consolidated Plan Requirement; Develop. BD-004 Performance and Evaluation 5 years 5 years Mag. Ppr GC§34090 Reoort(CAPER) _ __ Statute of Limitations any liability founded upon an Business Emerald Cove Senior Housing Yes Before instrument in writing"or not Develop. BD-005 Administration Files 4 ymre 4 years Event Mag Ppr specifically provided for is 4 li years. GC §34090. CCP§§337 343 HUNTINGTON BEACH, CA. 1995-2011 Gladvell Govemmerltal Services. Inc -all rights reserved Do not duplicate or distnbule w+thout prior written permission from GGS(W9)337 3516 Revision Approved. 3/9/2020 Ver 160 RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page BD-3 Office of Category ID a Records Description Retention I Disposition Comments I Reference Record l -- -- - I Image: Destroy Active Inactive Total Media Irt Paper (OFR) (In office) (Off-site, Retention Vital? Options M-Mfr after OD or Mfr) S=Scan Imaged 3 N the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and imply a full file folder to q last document+2years), since destruction is normally performed by file folder HOLDS. Liti ation, claims. complaints, audits Dendina records requests, and/or investi ations suspenit normal retention periods retention resumes after settlement Environmental Determinations Planning is OFR. Final EIRs are (Environmental a Re When No When No Yes Until Planning BD-0OB ImpactPorts Longer Longer Project �' �' S/1 Yes: 1 required to De kept a"reasonable (EIRs). Negative Declarations, Required Required Completed OD, Ppr year period of time". 14 Cal Code etc )Inside City boundaries Regs§15095(c): GC§34090.7 When No When No Business BD 007 Feasibility Studies,with or Longer Longer Required- Required- Meg,M6, Department preference. GC Develop. without a project Minimum 2 Minimum 2 OD, Ppr §34090 ears years ra"s"rasa 60 926 Film Pemres 2 Y86F9 yeas Meg, 5390 Pis GG 40 &evele� Event - HOME Affordable Rental Assistance I CDBG Tenant l Pamc�pant Files Applications Elioibility 2 CFR 200.333, 24 CFR verification, Executed Lease End of End of Develops BD-027 Basis for determining Subsidy+ 2 3 years Subsidy+ 5 Yes Until Meg, Mh. Sit Yes: 1 92.508(a�(c)8 570 502(a)(16). Develop. {reasonable)rent. Move- years years Paid OD, Ppr year 982 158, 884 214. 29 CFR 97 42. GC§34090 in/move-out inspection reports Disposition of tenanGpartiupant personal property, Termination of lease/subsidy assistance, etc HUNTINGTON BEACH, CA.C1995 2011 Gladwell Governmental Services. Inc -all rights reserved Do not duplicate or distribute withoul prior mitten permission from GGS(W9)337-3516 Revision Approved 3/9/2020 , '` RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT / SUCCESSOR AGENCY Page RD 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 6 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 imj)lv a full file folder e.o. last document+p ears 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 eriods retention resumes after settlement HOME Affordable Rental Assistance/CDBG Department Pivte�,, �. Business Mao. Mfr. Yes. 1 (consistent with Section 8 Business BO-027 1 Tenant/Participant Files 3 Years 3 years OD. Pp I I reeuirements even though the City does not provide Section 8 Income Verification,50058s, Housing) GC 04090 Verifications Only Business- 81)-028Homeless Q!ant Files Class-, 6 Glass 6 _ . Develop. ( alii) Years years a the 88929 P P Kos Develop MGM S 2-Y Wher+Na Bus nines LaRgeF Longer- 8D 03 01 Requ red Re9wreA-- — Mao.Ppr Develop Pubgeatiess Minimum 2 VGAFS HUNTINGTON BEACH, CA.(01995-2011 Gladv.ell Governmental Services.Inc -all rights reserved Do not duphi le or distribute wthout prior written permission from GGS(909)337-3516 Revision Approved: 3/912020 ver 16 o RECORDS RETENTION SCHEDULE - BUSINESS DEVELOPMENT f SUCCESSOR AGENCY Page BD-5 office of Category ID N Records Description Retention I Disposition Comments I Reference Record I Desboy Inactive Image: Paper (�R) Active (Off-site, Total vital] Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged d S=Stan It the record is not listed here, refer to the Retention for City- Standards Retentions be m when the act is completed and rmpIv a full his folder a g last document+2 ears since destruction is normally performed by file folder HOLDS Liti ation claims complaints, audits. aendinq records requests. and/or invesh ations suspend normal retention ends retention resumes after settlement Consistent with Consolidated Housing -Affordability Plan Requirements. Required for D Monitoring Files(includes bond 3-4 years from expenditure or Develop BD-008 projects density bonus ti, 5 years 5 years O Mfr S/I Yee. 1 performance report 2 CFR Develop other projects where there are OD Ppr Year 200.333, 24 CFR 570 502(b). affordability restrictions) 952 158 884 214 29 CFR 97 42, GC§34090 Housing-Inclusionary- Business BD-009 Applications to Purchase- 2 years 2 years Ppr GC b Develop. NOT approved(withdrawn or denied) Business BD-012 Housing-Loan Applications: 2 Years Meg, Ppr GC§34090 Develop Not Funded Business BD-014 Litigation Guarantees P Yes Map' Mfr, S Yes: After For protection from litigation. GC DevelopP1 OD, r Inactive 1§34090etseq 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 April 21 2021 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department City Clerk Version Number Being Approved 39 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 ��is�t� � '�1c�s�iS�/Cc,sc- �-�/•,.;�Off-/ Department Head Date Cdy erk Date r S f $ 2 City Manager Date - M �-=& ( 2�L i /7 ? City Attorney j Date Ver. 39.0 RECORDS RETENTION SCHEDULE: CITY CLERK Office of Category ID s Records DeserlpGon Retention I Disposition Comments /Reference Record Image: Destroy Active Inactive IEl Media I=Import Paper after (OFR) (in office) CD or Mir Vital? Options M=Mfr Imaged & 1 7 If the record is not listed here refer to the Retention for City-Wide Standards Retentions beam when the act is completed. and mirihe a full file folder Is a last document+2 ars since destruction is normalIv performed bv file folder HOLDS Litigation, claims complaints, audits,pending records requests, and/or investr atrons suspend normat retenbon periods retention resumes after settlement Brown Act challenges must be City Clerk 120.55 Agenda Postings 2 years 2 years Mag fled within 30 or 90 days of Ppr action. GC §§34090 54960 1(c)(1) Mag Yes After Department preference GC City Clerk 120.57 Agenda Packets P Mb OD. I OC & OD 2- §34090 Ppr years City Clerk 120.60 Proclamations 2 years 2 years Pp,' GC §34090 et seq Mag. City Clerk 120.65 Minutes r' P Yes Mfr OD. S No GC §34090 Ppr City Clerk 120.70 Commendations r years 2 years Mag. GC §34090 at seq Acknowledgments Ppr Mag, City Clerk 120.75 Resolutions P P Yes Mir. 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 Unagendaed Council Comments 2 years 2 years PPr' GC§34090 Request for Staff Reports/ Minimum 2 Minimum 2 Mag City Clerk 120.90 GC§34090 et seq Responses years 1 ears Ppr When No When No Mag City Clerk 120.95 Your Departments Working File Longer Longer Ppr GC§34090 et seq Required R wired 125 •OTHER CITY ENTRIES Public Facilities Corp. (PFC) Mag. City Clerk 125.10 1 P Yes Mfr OD. S No GC §34090 Minutes. Resolutions Ppr HUNTINGTON BEACH, CA: '1995-2011 Glac eIl Govemmental Sernces Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS 4909)337-3516 Revision Approved 3121/2021 ver 400 RECORDS RETENTION SCHEDULE: CITY CLERK I'^qe CC-4' Office of Category ID 0 Records Description Retention l Disposition Comments I Reference Record Image: Destroy Active Inactive IEl Media 1=Import Paper after (OFR) (in office) CD or Mir Vital? options M=Mfr Imaged & 7 If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be to when the act is coin leted and imply a lull It !older a last document.2 ears since destruction is normally performed by file folder OLDS Litigation, claims, complaints, audits pending records requests andror investi ations Suspend normal retention penods fretention 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 Before Mir OD S QC&OD 10 years for Errors&Omissions. sidewalks signals street&alley Completion Ppr 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 Yes MaB completion * 4 years for Completion Cumpletion Yes After transportation and concessionaire City Clerk 600.55 Before Mir. OD. S Consultants Landscaping Slurry • 10 years + 10 years QC 8 OD agreements Statute of Seals Tree Trimming. Leases, Completion Ppr Limitations is 4 years 10 years Professional Services. Demolitions for Errors&Omissions. CCP (Not Infrastructure projects) §§337. 337.1(a).337+15, 343 GC §34090 EEOC 1 ADEA(Age)requires 1 Agreements&GaN+GentraGis Yes Ma year after benefit plan City Clerk 600.60 Approved by Council: P P Before Mir,OD, S No termination State Law requires 2 years after action. 29 CFR Retirement Agreements(PERS) Expiration Ppr 1627.3(b)(2), GC§§12946. 12960, 34090 HUNTINGTON BEACH, CA. 1995-2011 GladwaN Govemmental Services Inc -all rights reserved Do rim duplicate of di3lnbute witnoui prior wntten permission from GGS(W9)337-3516 Revision Approved. 3/21/2021 Ver ac o RECORDS RETENTION SCHEDULE: CITY CLERK "' ' Office of Record Category ID p Records Description Retention I Disposition Comments /Reference linage Destroy Active Inactive I Total v Media Wrinport Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged d n If the record is not listed here. refer to the Retention for Gt -Wide Standards Retentions begin when the act is core lefed. and rm I a lull file!older a last document • 2 years), since destruction is normal!y performed by hie folder HOLDS U fan claims complaints audits Dendinq records requests and4)nnvosnr aron% sosibencinormal retention periods retention resumes after settlement Agreements+. .asn Gorw .. - Other City Entities r O Cny Clerk 600.85 P I' Yes(all) Mfi OD S No GC§34090 _ Title Insurance, Land Records Ppr Agreements Approved by Counul {EEOC/FLSA requires 3 years for City Clerk 600.70 Expiration+ Expiration + Before MMagg MOUs. State requires 2 years. 29 MOUs-Memorandas of 15 years 15 years Expiration Ppr CFR 516.5. GC§§12946, 12960, Understanding _ 34090 Department Preference, Statute Yes Mag of Limitations is 4 years, 10 years Cny Clerk 600.75 Housing Authority Agreements P P Before Mfr. OD, Vor Errors 8 Omissions,CCP Expiration Ppr §§337. 337.1(a), 337.15, 343;GC §34090. Department Preference. Statute of Limitations is 4 years, 10 years City Clerk 600.80 Other ContrailsrAgreements- P MMaggD for Errors&Omissions.CCP (Licensing) Ppr §§337. 337.Ila). 337,15, 343, GC §34090, Contractor has retention requirements in 48 CFR 4.703 Department Preference: Statute Confidential Contrails/City Yes Mag, of Limitations is 4 years. 10 years City Clerk 600.85 P P iefore li OD, for Errors&Omissions;CCP Attorney �rafion Ppr §§337. 337.1(a), 337.15. 343:GC 34D90. HUNTINGTON BEACH, CA.: 1995-2011 Gladwell Governmental Services Inc. -all rights reserved Do not duptCale or dwnhute miroul puor written permission from GGS(909) 337-3516 Revision Approved. 3/21/2021 April 26 2021 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department Police 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 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 have reviewed and approved the proposed updates to the Records Retention Schedules De Rment ead Date CitiPlerk Date (4�-- r A8 = City 1 Manager Da �o LA.. 1 �'c- City Attorney Date Ver 34 o RECORDS RETENTION SCHEDULE: POLICE flx:e ill) Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Destroy Inactive Image: Paper (OFR) Active inactive Total Vital? Media I=Import aher (in office) OD or Mlr) Retention Options M=Mfr Imaged & S=Scan If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed. and imply a full file folder a 0 last document+ 2 years), since destruction is normally performed by file folder HOLDS Litt ahon claims complaints, audits pendin records re uests and'' >' ; if ns suspend normal retention nods retention resumes after settlement ON OPERATION I Police PD-001 Administrative Files 5 years 5 years Mag. Ppf GC§34090 Police PD-002 Bicycle Licenses 2 years years Mag. Ppr Meets auditing standards. GC §34090 Yes Filed on line wdh the State. Police PD-003 Crime Statistics/Uniform Crime 2 years i I� Mag. Mfr, S/1 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 PO-004 Reporting PERIODIC(Monthly Longer Longer Mag, Ppr Department preference. GC Bi-monthly etc./ Required Required §34090 Transitory or source records not Until Until business in the ordinary course of Superseded Superseded, business CHP audits every 2 Police PO-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 Re�uiremen[sJerf rantele-LesaE GeiiemmeRts 15 3 yeaFr 40M 611PORIE1111:11110 FePGA OF final Pei usB s PD-084 Homeless C winl f-+les Clew+6 -.se • 5 payment of grantee w subgrantee. Inep 8FY028 1-Refenals-) years ycaw 191.106(A).92.606 670490.-& GFR-97.42. OMB-Cire,.il8FA449& HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services. Inc -all rights reserved Do not duplicate or distribute wthout prior written permission from GGS(909)337-3516 Revision Approved 9/3/2020 ver 346 RECORDS RETENTION SCHEDULE: POLICE P'l I" PD Office of Category ID s Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inacti" Total Media 1=Import Paper (OFR) in office) (�-site, Retention vital? Options M=Mfr after OD or Mfr) Imaged 3 S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions beqim when the act is completed, and imply a full file folder fie q last document+2 ears), since destruction is normally performed by file folder OLDS. Lfficiation, claims complaints, audits,Dendinq records requests, andlor mvesti abons suspend normal retention Denods retention resumes after settlement Notes taken to facilitate the writing Bus Aes6 Police PD S After 2 085 Homeless Task Force- Mag. Mfr Yes of the minutes can be destroyed BD-029 MINUTES 3 BYLAWS P P Yes OD Ppr after minutes have been adopted Devebp years GC§34090 When No Mhmemn Oro Police PD 0 Homeless Task Force- Longer Longer Brown Act challenges must be Busvless Agendas, Notices, Proof of Required- Required- Mag, Ppr filed within 30 or 90 days of action Develop Publications Minimum Minimum GC §§34090. 549601(c)t1) years am Department Preference. All State Police pp-ODg Grievances(Human Resources Final Final Yes and Federal laws require retention 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 Police PD-007 Gun Range Historical Files Required- Required- Mag Ppr Department preference GC Minimum 2 Minimum 2 §34090 years veam When No When No Department criminal intelligence Preference. Does not Longer Longer contain criminal Police PD-008 Informant Files Required- Required- Ppr Mag Minimum 2 Minimum 2 information concerning individuals GC§34090 ears a HUNTINGTON BEACH, CA. 191995-2011 Gladwell Governmental Services.Inc -all rights reserved Do not duplicate or datnbute without prior w tlen permission from GGS(909)337-3516 Revision Approved 9/3/2020 Ve' 34 RECORDS RETENTION SCHEDULE: POLICE Office of Record Category ID 0 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- Standards Retentions begin when the act is completed and imply iTply a full file folder fe q last document+? ears) since destruction is normally performed by file folder OLDS. Liti ahon. claims complaints, audits.pendinq records requests, and/or investigrations suspend normal retention periods retention resumes after settlement Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the 5 years Auer 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 Misleading obsolete or unreliable On-Going O information is required to be Investigation Investigation destroyed. remaining records must not be retained longer than 5 years 28 CFR 23.20(h), GC §34090 Department Preference, Slate 8 Federal laws require retention until final disposition of formal complaint. Slate requires 2 years Internal Investigations Officer Final r after action is taken. Statute of Police PD-010 Involved Shootings Disposition I Mac; Prr 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 12960. 34090. PC§§80.1-h 803(0) 832.5.VC§2547 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services. Inc -all rights reserved Do not duplicate or distribute withoul prior wdtlen permission from GGS(909)337-3516 Revision Approved. 9/3/2020 Ve, �4 o RECORDS RETENTION SCHEDULE: POLICE "'" PO ". Office of Record Category ID# Records Description Retention r Disposition Comments !Reference Destroy Inactive Image. Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged d S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder a q last document+2 years), since destruction is normally performed by file folder OLDS Lib ation. claims, complaints audits,Dendinct records re nests. and/or investi atans suspend normal retention periods retention resumes after settlement Department Preference, i-onsistent wnlh Lexwol Policy State& Federal laws require retention until final disposition of Internal Investigations Final Final formal complaint State requires 2 Police PD-011 Sustained and Not Sustained Disposition Disposition Mag. Ppr years after action is taken Statute (other than Officer Involved + 5 years +5 years of Limitations is 4 years after the Shootings) discovery of the offense for misconduct in office, PC 801.5. 803(c). EVC§1045, GC§§12946 12",30 34090. PC §§801 r. 8034c, 832.5. VC§2547 Police PD-012 Non-smm Employee File P p Mag. Ppr Department Preference. GC Index Card. Photo §34090 Human PD-013 Mf Non-swum Employee File Separation + Separation + Mag r S! Atte r rr C Department Preference(copies), 1 O Resources Medical Files 30 years 30 ears OD Ppr iE3^ GC §34090 7 Non-sworn Employee File Separation + Separation + Mag Mfr Department Preference GC Police PD-014 S/I After OC Personal Information 5years 5 ears OD Ppr gam^ §34090 epart Non-sworn Employee File Mag Mfr Department Preference. GC Police PO-075 Historical(Obituaries. etc.) P P OD. Ppr S I I AvenOC §34090 y Police PD-015 Payroll Exception Forms 5 years 5 years Mag Ppr Department Preference(meets auditing standards) GC 34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services Inc.-all nghts reserved Do not duplicate or distribute without prior carmen permission from GGS(909)337-3516 Revision Approved 9/3/2020 Vt., 14 ' RECORDS RETENTION SCHEDULE: POLICE Office of Category ID p Records Description Retention/Disposition Comments /Reference Record Destroy Inactive Image: Paper (OFR) Active (Off-site, Total Vital? Media I=hnpoA after (in office) OD or M6) Retention Options M=Mfr Imaged 6 S-Scan If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be rn when the act is completed. and imply a full file folder fe.g last document+2 years), since destruction is normally performed by file folder OLDS Litigation, claims complaints. audits, pendina records requests, and/or investi ations suspend normal retention periods retention resumes after settlement Claims can be made for 30 years for toxic substance exposure. EEOC/FLSA/ADEA(Age)requires POST Data. Files and Printouts Separation + Separation Mag, Mfr, Yes 3 years for promotion demotion. Police PD-016 (Training Courses) 5 years 5 years OD Ppr Sit After CC transfer, selection or discharge. &OD Slate Law requires 2 -3 years. 29 CFR 1627.3(b)(ii , 8 CCR §32041d)(1)et seq.. GC§§12946 1296D. 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 r Report of data regarding the Chief/ PD-082 number. type. or disposition of Admin complaints made against its 2 years ? years Mag Ppr GC§34090 et seq officers(optional) Death of Death of Human Department Preference (copies) Resources PD-078 SwornEmployee Medical File Employee * Employee+ Mag. Ppr GC §34090.7 1 year Lea" Human Death of Death of Department Preference(copies) Resources PD-019 Swom Employee Personnel File Employee + Employee + Mag. Ppr GC §34090 7 year 1 ear Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration o Mag. Mlr OD Ppr Yes contracts. Statute of Limitations Police PD-020 (when the vehicle of equipment Lease+ 2 3 years Lease + 5 S r I After 1 for contracts is 4 years. CC is not subsequently purchased) years years year §§337.. 337.Ila). 337 15. GC 34090 et seq. HUNTINGTON BEACH, CA. C1995-2011 Gladwell Governmental Semces.Inc all rights reserved Do nor duplicate or distribute without prior wnnen permrssion from GGS(W9)337-3516 Revision Approved: 9/3/2020 ✓e RECORDS RETENTION SCHEDULE: POLICE Office or Category ID# Records Description Retention/Disposition Comments /Reference Record linage. Paper Active Inactive Total Media I=ImportOff Paper (OFR) (In ofce) ( -a11e' Retentlorl 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 impiv a full file folder a q last document+ 2 ears since destruction is normally performed by rile folder OLDS:Litigation, claims complaints, audits pending records requests, and/or invesri afrons suspend normal retention pencids retention resumes after settlement Life of Life of Police PD-021 Vehicle Maintenance History Vehicle+ 2 Vehicle+2 Mag, Ppr Department Preference Gc (Police Vehicles) years ears § � Vehicle Pre-Starts Daly Poli 1 r 1 Vehicle Safety Checks 2 years 2 year MMa _Ppr 13 CCR 1234(c).GC 634050 Upon Upon Mag. Mir Provided to new owner. GC Police PD-022 Vehicle Title('Pink Slips") Disposal of Disposal of OD Ppr 5/1 NO §34090 Vehicle Vehicle Yes Department Preference Bureau of Current National Affairs recommends 2 Police PD-023 Work Assignments tSchedules) 2 years 2 years Schedule Ppr years for work schedules 29 CFR only 516 6(11, 29 CFR 1602 14 GC§ 34090 HUNTINGTON BEACH, CA. 01995-2011 Gladwelt Govemmental Services Inc -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved 9/3/2020 ver 34 o RECORDS RETENTION SCHEDULE: POLICE Page PE) Office or Record Category ID 4 Records Description Retention 1 Disposition Comments!Reference Destroy Inactive Image: Paper (OFR) Active (Off-site. H Vital? Media 1M=Mfrt after in office) OD or Mfr) Options M=Mfr Imaged& S=Scan If the record/s not listed here, refer to the Retenbon for City-Wide Standards Retentions bown when the act is completed. and imply a lull file folder a g last document+2 years). since destruction is normally performed by file folder OLDS Lrf atron. claims, complaints. audits, Pendinq records requests. and/or investigations suspend normal retention periods Inatention resumes after settlement INVESTIGATIONS ALL 1 � year. 1 2 years after after Mag. Mfr. Yes Department Preference(not a City PD-024 Alcohol Beverage Applications Expiration of Expiration of Sit ABC ABC OD Ppr After CIC record -ABG record). GC§34090 License License Background Checks for Business Licenses Bingo Mag. Mfr No BepartmenfF.eferenee-GC Police PD-025 Massage Technician &Parlors ,years fr years OD Ppr M/S/I Yes 34090 Sexually Oriented Business P After CSC § (SOB)etc Background Files- Non-sworn Yes Retained for administrative value. Police PO-026 Employees, Volunteers& Separation + tieparation + Mag Mfr S/I After 1 .29 CFR 1602.14 2 CCR 110131y Reservists 5 years 5 years OD Ppr year GC§412946.122§0,34090 Police PD-027 Background Files- Sworn Separation + Death of Death of Yes Department Preference; 29 CFR Employee + Employee + Mag Mfr S / When n,0_ t4. 2 CCR 110131c1,GC Employees Syears / year .Lear OD Ppr Inactive §§129461 2_%0.34D90 EEOC I FLSA 1 ADEA(Age) requires 3 years. State Law Background Files- requires 2-3 years. 29 GFR Pofce PD-028 Unsuccessful Applicants (Not 3 years 3 years 3627-3taN6)and(6)a GGR Hired) §34040:7{7�0404 29 CFR 1602 14- 2 CCR 11013(cl GC§§12946. 12960. 34090 Department Preference. Notes Police PO-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 OOJ GC §34090 2 years 2ears HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services.Inc all rights reserved Do not duplicate or distribute without prior iintten permission from GGS(909)337-3516 Revision Approved 9/3/2020 Ver 14 ' RECORDS RETENTION SCHEDULE: POLICE Office of Record category ID It Records Description Retention r Disposition Comments /Reference Destroy Inactive Total Image. paper (OFR) Active (Off-site-site Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged S 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 fe g last document+2 ears), since destruction is normally performed by file folder OLDS Citi ation. claims complaints, audits Dendinij records requests, and/or invesh aeons suspend normal retention pencids retention resumes alter settlement RECORDS and PROPERTY Pursuant to PC §457 1 et seq 90 years 100 years required to register for life. If Mag. Mfr. Yes After released from CYA records are Police PD-038 Arson Registrations Adults 10 years or Death of or Death of OD Ppr S/1 OC destroyed after age 25 or sealing Registrant Registrant pursuant to W81 §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 Cafifomia Youth Sealing Date Sealing Date Mag Ppr destroyed after age 25 or sealing Authority + 5 years + 5 years pursuant to W81 §781, GC §34090 7 When No When No I n'ance PD-040 Auction Receipts 8 Records RLonger - Required- Ppr Consistent with auditing (Issued a DR#I Minimum Minimum standards. GC§34090 10 years 10 ears Citations Marijuana/Cannabis Yes M Mfr. Police PD-041 Citations or Reports(less than 2 years 2 years OD Ppr S/I After C GC§34090, H8S§11361.5 28.5 grams) 8 OD _ Department Preference. (the Statute of Limitation for collections Citations Misdemeanor Traffic. Mag, Mfr Yes is 5 years from the date of the last Police PD-042 3 years 3 years S 1 II After OC Parking. or Criminal OD. Ppr 8 OD violation). CVC 40222(b),Also See Crime Reports. GC§34090. PC§802 HUNTINGTON BEACH, CA. �,1995-2011 Glades fl Governmental Services Inc all rights reserved Do not duplicate or distnbute without pnor written permission from GGS(909j 337-3516 Revision Approved: 9/3/2020 April 26 2021 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department Community Development Version Number Being Approved 19 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 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 7 ��?o a/ Cit Cl Date erk 6-L. rI& /--1-C)2 City Manager Da(e A 'L1 5 7 ) � City Attorney Date ver 190 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page - Deice o1 Record Category ID 9 Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Paper (OFR) Active (Offsite Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr 3 S=Scan Imaged If the record is riot listed here refer to the Retenfun for City-Wide Standards Retentions beigin when the ad is completed. and imply a lull file folder a q last document r 2 ears mnce destruction rsnormal/ rformed by file folder HOLDS. Lrti atron. claims complaints audits,PendmQ records requests, and/or rnvesti atrons suspend normal retention Dendids retention resumes after settlement BUILDING 6 SAFETY Comm. When No When No Records used to facilitate permit Dev. / BL-001 Applications Longer Longer Mag. Ppr issuance Projects may expire Budding Required Required after 2 years GC §34090 &Safety Comm. Dev / Mag. Mfr. Yes: 30 Department Preference. Statewide BL-002 Building Permits-ALL P P Yes(all) S guidelines propose permanent Building OD. Ppr days GC§34090 &Safety l __ _ Comm. Dev. / Department Preference-Data is Budding BL-003 Building Permit Database Indefinite Indefinite Yes(all) Mag interrelated, GC §34090. H&S §19850 & Safety Department Preference. Law Building Plans-ALL Finalled - requires for the life of the budding Comm. Residential& Commercial(includes Whenfor commercial and common Dev./ soils reports,energy calculations, Life of Life of Mag. Mfr. Yes 30 interest dwellings. Statewide Building BL-004 commercial structural plans. Permit Budding Building Yes(all) OD Ppr S days guidelines propose 2 years for & Safely commercial structural calculations Finalled p p blueprints 8 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) Requne 1 Required & Safety Comm Dev / BL-006 Certificates of Occupancy P P ties(all) Mag Mfr S Yes 30 Statewide guidelines propose life Building OD. Ppr days of budding GC§34090 & Safety HUNTINGTON BEACH, CA. 01995-2016 Gladwell Governmental Semces. Inc. -all rights reserved Do not duplicate or drstnbule without prior wntten permission from GGS(909)337-3516 Revision Approved. 3/23/2021 Ver 19 o RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Office of Record Category ID a Records Description Retention I Disposition Continents/Reference Image. Destroy Active InactiveIE Media I=Import Paper (OFR) (OH-site. Vital? after n oHicel OD or Mfr) Options MSca Imaged 3 S=Scan If the record is not listed here. reler to the Retention for City-Wide Standards Retentions bearn when the act is eom leted and,mply a lull file folder to 9 last document+ ?wears), since destruction is normally performed by file folder HOLDS Ld ation. claims complaints, audits.pendincr records requests and/or investigato s suspend normal retention periods retention resumes after settlement Comm Dew. I Inspection Records Appeal When When Records used to facilitas may a permit Building BL-007 Requests. Inspection Reports Permit Perm t Mag, Ppr issuafter 2ce. Protects may expire & Safety Finalled RnaIL .: latter 2 years GC§34090 Comm Lists Correction Building Plan When No When h. ITransdory Records/Preliminary Dev. I Documents used to facilitate BL-008 Review Plan Check Form. Building Longer Lonw Mag Ppr BuildingConecbon List etc Regwree Requuerl permit issuance. Projects may & Safety expire after 2 years. GC§34090 Comm Project File(finalled projects/ When No When No Yes Dew I BL 009 Residential)Reports Calculations. OD Ppr Longer Longer Mag Mir S After 30 Plans GC§34090 et seq This information is reflected on the Building Energy Soils Specifications Required Required days & Safety submitted by applicant Comm Project File(finalled projects/ When No When No Yes Dew / Commercial) Reports Mag Mir This information is reflected on the Building BL-010 Specifications. energy and sods Longer Longer OD Ppr S After 30 plans GC§34090 et seq. Require &Safety reports Required days,,, Comm Requests&Permissions to Receive Dew. / BL-011 Copies of Plans(to and from 2 years years Mag Ppr GC§34090 Building 8 Safety architects) Department Preference. Law .requires for the life of the budding Comm Yes for commercial only, Statewide Dew I gL-012 Sign Permits-ALL 2 years 1 P Yes(all) Mag. Mh. S After 30 ��guidehnes propose 2 years for Building OD. Ppr blueprints& specifications. UBC & Safety days requires 90 days from completion date. UBC §106 4 2. H&S§19850. GC§34090 HUNTINGTON BEACH, CA. 01995-2016 Gladwell Governmental Services Inc -all nghrs reserved Do not duplicate or distribute without pnor written permission from GGS(909)337-3516 Revision Approved 3/23/2021 Ver 14 o RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT llage Office of Category ID p Records Description Retention I Disposition Comments/Reference Record Image. Destroy Active Inactive Total Media I=Import Paper (OFR), toff-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 beQon when the act is completed and imply a full file folder ter 9 last document+ 2 Vearsj. since destruction is normal!y performed by file folder OLDS Lrti atron, claims complaints, audits pendinq records r ecuests, and/or investicrations 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 When No When No Comm Case is open until satisfactorily Dev. / Code Enforcement- Including Longer Longer Yes Until resolved. City Clerk maintains Code CE-007 Prosecution Requests Minimum Required- Minimum tl- Resolution Mag,Ppr originals that are presented to Minimum 2 Minimum 2 Enforc. Council,GC§34090 years ears - CDBG Funded, Uniform Admin. Requirements for Grants to Local When No When No Governments is 3 years from Comm. Longer er expenditure report or final Dev / CE-002 CDBG Cases Requ red - Regw ed- Yes Until Mag Ppr payment of grantee or subgrantee, Code Minimum 5 Minimum 6 Resolution 2 CFR 200.333, 24 CFR Enforc 91.105(h),92.505, 570.490, & years years 570.502(a), 29 CFR 97.42.OMB Circular A-110&A-133',GC §34090. GC§8546.7 CDBG Funded Uniform Admin. Requirements for Grants to Local Governments is 3 years from Comm, expenditure report or final oforantee r ne. CE-003 Homeless Outreach Services ��-� Maq. Ppr or ran t 2 CFR 200.334.24 CFR Enforc, 91 105(h) 92 505 570.490, & 570 502(a) 982 158 884 214. 29 CFR 97,42 OMB Circular A-110 A-133 C 34090 C 8546.7 HUNTINGTON BEACH, CA. 01995-2016 Gladwell Governmental Services Inc -all rights reserved Do not duplicate w distribute without prior written permission from GGS 1909)337-3516 Revision Approved 3/23/2021 Ver 19 o RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page,.)-4 Deice of Category ID fl Record Records Description Retention I Disposition Comments/Reference Image: Destroy Inactive Paper IDFR) Active (Off site, Total Vital? Media l-import alter (in office) OD or M6) Retention Options M. Imaged 3 S�Scan If the record is not listed here refer to the Retention for City-Wide Sfandards Retentions beom when the act is completed and imply a full file folder a q last document*P ears since destruction is normally performed by file folder OLDS Litioatton, claims complaints, audits Dendrn records requests, andlor investigations suspend normal retention pencids retention resumes after settlement PLANNWO Commun. When No When No Alcoholic Beverage License Dee / PL-001 Application Copies or Notices Longer Longer Ppr Non-records Planning Required R cared City Clerk PL-002 Annexation I Deannexation Files 5 years P P Mag Mh S No Department Preference City Clerk OD Ppr is OFR. GC§34090.7 County PL-003 Assessor Parcel Information When When Mag Mir. GC §34090 Superseded Su rseded OD. Ppr When No en 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 da required). GC§54953 5(b) When No When No Yes Census PL-005 Census. OD Pp Demographics Longer Longer Mag p Internet r S When Non-records available on the ed r Inactive Bureau Requirec Ru,, Commun. Yes Until Mag Mh Yes Dev 1 PL-006 Coastal Development Permits 2 years P P Completed OD Ppr S When Land Rewrds. GC§ 34090 Planning Inactive HUNTINGTON BEACH, CA. C1995-2016 Gladwell Governmental services. Inc all nghts reserved Do not duplicate or distribute without pnor wmen permission from GGS(909)337-3516 Revision Approved: 3/23/2021 Ver 190 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page -5 Office of Category ID 0 Records Description Retention I Disposition Comments I Reference Record mage: Destroy Active Inactive Total Media I=Import Paper (OFR) (In office) (Ott-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 Gt -Wide Standards Retentions begin when the act is completed, and imply a full file folder a a last document+2 ars , smce destruction is normally performed by;Ire folder OLDS Litigation claims complaints auditspending records requests, and/or investi ations suspend normal retention pencids retention resumes alter settlement Entitlement/Project Files: Administrative Review. Coastal Development Conditional Use Permit(CUP). Development Agreement. Entitlement Plan Protects have t 2 year vesting Amendment Flood Plain Variance. (applicant must pull permit within 2 General Plan years) h those applications m AmendmenVConfomance Local Which the applicant does not follow Common. Yes through e ith Coastal Program Amendment Lot Yes Until Mag Mfr permit may be Dev/ PL-007 a 2 Line Adjustment.. Reversion to years Completed OD Ppr S When destroyed after the vesting period Planning Acreage. Sign Code Exception. Inactive has in Council . Some permits must Specific Plan. Temporary Use obtain C m approval. Permit. Tentative Parcel/ Tract. sforadDepartment maintains complete Variance. Zoning Map Amendment. fifes for 090 34090 7 purposes Precise Plan of Street Alignment GC§§34090. 34090 7 Zoning Text Amendment etc (Includes Associated Plans 6 Maps) Common Mag. Mfr Dev / PL-008 Entitlement Log Map Book 2 years P Yes OD Ppr S/ I No GC§ 34090 Planning HUNTINGTON BEACH, CA. 01995-2016 Gladwell Governmental Services, Inc -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved 3/23/2021 ver 19 o RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page , Office of Category ID s Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active InactJVe Total Media I=Import Paper (OFR) (Ott-s Vital? after (in office) OD or Retention Options M=Mfr Imaged 3 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 a q last document+ 2years) since destruction is normally Aormed by file folder HOLDS Lit ation. claims. complaints. audits. pandinq records requests, and/or investiflatrons suspend normal retention pencids retention resumes after seftlemenf Not all internal communications and notes are required to be Environmental Determinations saved. "E-mails that do not Environmental Impact Reports provide insight into the project or (EIRS). Negative Declarations. the agency's CEQA compliance Categorical Exceptions etc I / wth respect to the project—are CEQA/NEPA not within the scope of section Commun Completion Completion 21167 6 subdivision(e) and need Dev / PL-008 t of CEQA of CEQA Mag Ppr Correspondence submitted to, or not be retained."Golden Door Planning transferred from the agency,and Process Process Properties. LLC v Superior Court all internal agency of San Diego County (County of communications,including staff San Diego el at Real Parties in notes related to a non-exempt Interest)I D076605. D076924 CEQA action D076993)(4th Dist. 2020), PRC 21167.6. GC§34090 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 Project OD Ppr S I year Cal Code Regs§15095(c). GC Planning Negative Declarations. etc. - EA r Completed ND)Inside City boundaries §34090 7 Commun Environmental Determinations When No When r, Dev I PL-010 (Environmental Impact Reports Longer Long, Ppr Non-records Planning (EIRs). Negative Declarations, etc ) Required Required Outside City boundaries HUNTINGTON BEACH, CA. R 1995-2016 Gladwell Governmental Services Inc -all rights reserved Do not duplicate or distribute w 1hout prior written permission from GGS(909)337-3516 Revision Approved. 3/23/2021 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Office of Record Category ID a Records Description Retention! Disposition Comments!Reference Image. Destroy Inactive Paper (OFR) Active (Off.elto Total vital? Media I=Import after (In office) OD or Mfr) Retention Options M=Mfr Imaged S S-Scan If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed and imply a full No folder a Q last document•2 years), since destruction is normally performed by file folder HOLDS Litigation, claims complaints, audits. pending records requests, and/or in vesti ations suspend normal retention periods retention resumes after seftlernenf Department Preference. City Clerk Yes Maintains originals of all General Plan. General Plan Mag Mfr documents that were presented to OD Ppr City Clerk PL-011 Elements.Amendments and P P Yes(all) S/I After Conformances(GPC) . Amended Council, Planning maintains complete files for administrative purposes. GC §34090 Community Services. Public Works and Fire retain some Fire J HazMat Clean-ups Federal Clean- Yes records until the employee is Public PL-012 ups and/or Exposure Records(e.g 2 years .a y" n years Mag Mfr S When separated from employment. Works J 00 Ppr 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. 12960, 34090 City Clerk PL-013 Historical Landmarks(Local. State. 5 years P I Mag Mfr S Yes 1 GC§34090 or National Registers) OD Ppr year Co Irrevocable Offers to Dedicate and Mag. Mfr Yes Dev ev ; PL-014 Covenants 2 years P l' OD Ppr S Inactive GC §34D90 Planning Inaactive Commun. Consistent with other studies. Dev. I PL-015 Land Use Studies 5 years F, P Mag. Mfr S or I Yes 1 Statevnde Guideline shows 2 Planning OD. Ppr year years GC §34090 , City Clerk PL-016 Local Landmarks P P Mag. Mfr. Department Preference GC Yes(all) OD. Ppr S No §34090 Commun Yes Until Mag Mfr Yes Department Preference(Council Dev. / PL-017 Lot Line Adjustments 2 years P P Completed 00 Ppr S When Approves therefore City Clerk is Planning Inactive OFR). GC§ 34090.7 Yes Until Mag Mfr. Yes Department Preference(Council City Clerk PL-016 Master Plans 2 years P P Completed 00. Ppr S When Approves, therefore City Clerk is Inactive OFR). GC§ 34090.7 HUNTINGTON BEACH, CA. 01995-2016 Gladwell Governmental Services Inc -all rights reserved Do not duplicale or distribute without pnor written permission from GGS(909)337-3516 Revision Approved. 3/23/2021 v'" RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page e Office of Category ID p Records Description Retention !Disposition Comments f Reference Record Destroy Inactive Image: Paper (OFR) Active (Inactive Total Vital? Media 1=Import after (In office OD or Mfr) Retention Options M=Mfr Imaged 6 S•Scan If the record is not listed here refer to the Retention for City-Wide Standards Rejections b rn when the act is completed, and imply a lull file folder a g last document.2 years), since destruction is normally performed by file folder OLDS Litintation clams. complaints audits pending records reauests. and/or mvesti atrons suspend normal retention periods retention resumes after settlement Planning Commission(MINUTES d Commun RESOLUTIONS) Yes Dev f PL-019 P P Depending Mag Mfr. S Afters 2 See City-vide schedule for all Planning See City-wide Schedule for Agenda Upon OD Ppr years others, GC§34090 Packets Subject Precise Plan Street Alignments Yes Until Mag. Mfr. Yes Department Preference(Counal 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 Dev I PL-021 Preliminary Review File-NO Longer Longer Mag Ppr Preliminary Documents(no Planning Application Requires .122.wred application submitted) GC§34090 Commun, preliminary Rewew Rle -With An Department Preference, GC Dev. / PL-022 Application P p Mag Ppr §34090 Planning pp Preliminary Studies f Project Department Preference. projects Lead PL-023 Assessments(Private Projects)- 2 years 3 yews 5 years Mag Ppr must be pursued in 2 years. GC Dept NOT Pursued §34090 Commun. Reciprocal Parking and Access Mag Mfr Yes Dev / PL-024 Agreements 2 years I' l' OD Ppr s After GC§34090 Planning Inactive Commun. Seasonal Sale Lots(Pumpkin. Tree Dev / PL-025 lots) 2 years 2 years Mag Ppr GC§34090 Planning Commun. Yes Until Mag Mfr. Yes Department Preference(Counal Dev. f PL-026 Site Plan Amendments 2 via'` l' Completed OD, Ppr S When Approves. therefore City Clerk is Planning Inactive OFR). GC§34090 7 Commun Yes Department Preference(Copies) ! PL-021 Specific Plans 5 years P P Yes IaIU Mag Mir S When City Clerk Maintains originals of all Dev Planning OD Ppr Inactive documents that were presented to Counal. GC §34090 HUNTINGTON BEACH, CA. C1995-2016 Gladwell Governmental Services Inc -all nghts reserved Do not duplicate or distribute without prior written permission from GGS(W9)337-3516 Revision Approved. 3/23/2021 Ver 1`' ° RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Office of Category ID fi Records Description Retention/Disposition Comments t Reference Record Image. Destroy Active Inactje Total Media I=Import Paper (OFR) (in office) (Of1-sRetention Vital? Options M=Mfr after OD or Imaged 6 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 Ldi ation claims complaints, audits. pending records requests, and/or investi at®r s suspend normal retention pencids retention resumes after settlement Stall Review Address Assignment. Statute of Limitations any Commun. Animal Permits. C Address Review. .. .lability founded upon an Dev. / PL-028 Animal a of is CC&rice. Design 4 years P P Mag, Ppr instrument m writing"or not Planning CertificReview Board, Signs,Zoning Letters GC§34090 CCP§§337specifically provided for i, 4 years. GC§3409 , 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 _ Tf1aCt Maps/Tentative Traci Maps Yes Until Mag. Mfr Yes Department Preference(Council City Clerk PL-031 2 years P P S When Approves, therefore Cily Clerk is (FT&TPM) Completed OD, Ppr Inactive OFR). GC§ 34090 7 When No Vrhen No ' Legally Required for 90 days. Longer Longer Department may prefer to retain Staffing PL-032 VIDEO RECORDINGS of meetings Longer - Required- Tape for administrative purposes(video Depart. (ALL) Minimum Minimum ( 91 tapes are only 90 days is 90 days 90 days required). GC §34090.7 . Department Preference City Clerk Commun Dev. ! PL-033 Zone Maps(History] P P Yes fall) Mag Mfr S No Maintains originals of all Planning OD Ppr documents that were presented to Council. GC§34090 7 Yes Yes C Dev !n PL-034 Zoning Administrator(MINUTES) P P Depending Mag Mfr S After See City-wide scnetlule 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 I seq HUNTINGTON BEACH, CA. T1995-2016 Gladwell Governmental Services Inc -all rights reserved R Approved 3l23/2021 Do not duplicate or distribute withoutQVISIOfI prior written permission from GGS(909)337-3516 pp Ver 1`i0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT I'age Office of Category ID p Records Description Retention i Disposition Comments I Reference Record Image. Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1M=Mfr after (in office) OD or Mfr) Retention Options M=Mfr Imaged S S�Scan If the record is not listed here. refer to the Retention for Cd -W�de Standards Retentions begin when the act is completed, and imply a full hie folder e.a last document*2 ears since destruction is normally Aormed b hle folder. OLDS:Litigation, claims complaints, audits.pending records requests, andlor investigatoons suspend normal retention periods retention resumes after settlement Commun. Zoning Letters(requested by Dev. I PL-036 Z Zoning 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 OFR). GC§ 34090.7 HUNTINGTON BEACH, CA. 01995-2016 Glsdwell Governmental Services Inc -all rights reserved Do not duplicate or dislnbute without prior written permission from GGS(909)337-3516 Revision Approved. 3/23/2021 January 12, 2021 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department: Citywide 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 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 Department Head Date Cit Clerk Date L City Manager Datij City Attorney ��� Date Ver 280 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS PageCW-5 Office of Category ID a Records Description i Retention I Disposition comments I Reference Record Daetroy Inactive Image: Papa► (OFR) Active (Off-site, Total Vital? Media 1=Import afbr (in office! OD or Mfr) Retention Options, M=Mir Imaged 6 S=Scan Retentions apply to the department that is NOT the Office of Record(OFR). or the "Lead Department" 11 you are the OFR, refer to your department retention schedule Retentions be in when the act is completed and imply a lull file folder to a last document+ 2 ars since destruction is normally performed by file folder HOLDS Liti abort. claims complaints audits pending records requests, andror investi ations suspend normal retention periods retention resumes after settlement Copies retained in department Human for 1 year. Risk Management Resources! Yes Before Mag. Yes: After administrates claim, City Risk CW-020 Claims 1 year 1 year Settlement M(r, OD, S!1 dement Attorney maintains copies of Manag. Ppr lawsuits, GC §§34090 7. 34090.6 Lead Dept. CW-021 f Committees Internal attended by 2 years 2 years Mom' GC§34090 employees(e.g. Safety Committee) _ Ppr Peace Officer records are limited to 5 years before event, accusations against drivers of emergency vehicles must be Complaints(against Personnel-e g. Final Final filed within 3 years, State and Lead Dept. CW-022 misconduct, abuse. excessive force, Disposition Disposit Yes Before Mag.ion Fed laws is until final disposition etc.) +5 years + 5 years Disposition Ppr of formal complaint. State requires personnel records for 2 years. EVC§ 1045ftl), GC §§12946, 12960, 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§340 at seq 342, GC§34_0_90 CW-024 Contracts: See Agreements Copies- Copies- CW-025 Copies or duplicates of any record When No When No Mag Ppr GC§34090.7 ger Required Required HUNTINGTON BEACH, CA C1995 2011 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute m1houl prier written permisswn from GGS(W9)337 3516 Revision Approved. 3/9/2020 V," "' RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS I' r'I, ( V Office of Category ID s 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=MIr after OD or Mfr) S=Scan Imaged d Retentions apply to the department that is NOT the Office of Record OFR or the lead Department" I/you are the OFR refer to your department retention schedule. Retentions boom when the act is completed, and imply a full file folder a Q. last document+2 ears since destruction is normally performed by file folder. HOLDS Litigation, claims complaints, audits,Dandino records requests. andlor investi ations suspend nor...ril retention eriods retention resumes after settlement ionic and paper recor s are filed and retained based Correspondence- TRANSITORY I upon their CONTENT. Records PRELIMINARY DRAFTS, ,where either the Content Interagency and Intraagency relates In a substantive way Memoranda not retained In the to the conduct of the public's ordinary course of business business, or ARE made or Dept that retained for the purpose of Authors Content NOT Substantive, or NOT preserving the informational Document 'contentforfuture reference made or retained for the purpose or of preserving the informational are saved by printing them out Receives When No When No and placing them in a file folder. CW-027 content for future reference Longer Longer Mom' the City's nsJe 9e �, Ppr or saving them electronically. Original (e g calendars checklists a mail or Required Regwrer, and retaining them for the Documentsocial media posting invitations instant retention period. based upon (from an messaging.logs.mailing Ibis,meeting the content of the record. If not outside room spy, mentioned here. consult the saxce) chats,notes and recordings.supply City Attorney to determine if a inventories telephone messages,tent record is considered transitory l messages,transmittal letters,that*yous, preliminary draft GC§34090. requests from other cities undeliverable GC§6252.6254(a). 64 Ops. envelopes visitors logs voice mails webpages etc I Cal fly Gen 317 (uper)). o City of San Jose v Superior Court(Smith) S218M ___j5Ugi ship Court of Califorma_ Copies- Im Yes Mag Originals maintained by City hen No Dependiny7y Clerk CW-02B Counal Resolutions Longerupon Mh.OD, S No Clerk Permanently. GC Requred Subject Ppr §34090 7 HUNTINGTON BEACH, CA 1995 2011 Gladwell Governmental Services. Inc -all rights reserved Donor duplicate or disinbute without prior mitten permission from GGS(909)337-3516 Revision Approved 3/9/2020 ver 280 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS PageCW-9 Office of Record Category ID e, Records Description Retention I Disposition Destroy Comments I Reference Inactive Imago: Paper (OFR) Active (Off-site. Tobl Vital? Media 1= =Mfirt after (in office) OD or Mfr) RebMlon Options MM/r Imaged 6 S=Scan Retentions apply to the department that is NOT Me Office of Record OFR or the "Lead De aliment". ll u are(he OFR refer to our department retention schedule. Retentions begin when the act is completed, and imply a lull rile folder a Q last document+2 ears since destruction is normally Performed by file folder. HOLDS Liti ation claims complaints, audits.Dendina records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 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, Stale 2 years after action is taken.ken, 29 CFR 1602.31 & 1627.3(b)(ii), GC§§12946, 12960. 34090,29 USC 1113, LC 1174 Human Copies- Copies- Resources! CW Insurance Certificates(for When No When No Yes Before Mag. Risk Management Maintains Risk -034 agreements. etc) Longer Longer Payment Ppr Originals. GC§34090.7 Manag Required Le2gired Copies- Copes- When Finance CW-035 Invoices When No When No Yes. Before Mag Finance Maintains Originals. Langer Longer Payment Ppr GC§34090.7 _Required R uaed Copies - Copies- City Attorney is OFR for When No When No lawsuits. Finance maintains City Lawsuits, Litigation, Pending Longer Longer Yes Before Mag' Yes After originals of claim, denial letter Attorney CW-036 Litigation Required Required Settlement Mfr. OD, Sll Settlement and settlements, Risk (Upon (Upon Ppr Management administrates Settlement) Settlement) claim. GC§§34090.7, 34090.6 HUNTINGTON BEACH, CA 1995 2011 Gladnell Governmental Services. Inc all rights reserved Do not duplicate or distribute m1hout poor written permission from GGS(909)337-3516 Revision Approved- 3/912020 Ver 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS P i p" ' ' Record Category ID 0 Records Description Retention I Disposition Comments I Reference Image: DMtrOy Active Inactive Total Media 1=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retanton Options fillImaged 6 S=Scan Retentions apply to the department that is NOT the Office o/Record(OFRI, or the "Lead Department" I/You are the OFR refer to your department retention schedule Retentions boom when the act is completed. and imply a full file folder e.a last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims complaints. audits.Dendino records re guests, andlor investi ations suspend normal retention periods retention resumes after seftlemenf 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 Yes Before . Lead Dept CW-D43 Records(contains employee I 3 years 3 years 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 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. re . Resources CW 044 Department rent foes comply records kept in with Supervisor's Folder) 3 years 3 years Separation Ppr City policy. Originalss are maintained by Human Resources. State&Federal laws require 2 -3 years. 29 CFR 1602 31 & 1627 3(b)(u). 8 CCR §3204(d)(1)et seq GC 12946, 12960, 34090 HUNTINGTON BEACH, CA 1995.2011 Gladwell Governmental Services. Inc -all rights reserved Do not duphcate or distribute without prior written permission from GGS(909)337.3516 Revision Approved. 3/9/2020 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Category ID• Records Description Retention I 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 Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". if you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal!y Performed by file folder. HOLDS:Liticlation, claims complaints, audits endin records requests, and/or invesli ations suspend normal retention periods retention resumes after settlement). City Preference, State& Separation+ Federal laws require 2-3 years; Lead Dept. CW-045 Personnel Files(Training File) Separation + Before Mag, 29 CFR 1602.31 & %27.3(b)(ii), 10 years 10 years Separation Ppr 8 CCR§3204(d)(1)et seq.,GC §§12946, lL90, 34090 Lead Dept. CW4046 Personnel Work Schedules 2 years 2 years Ppr GC§34090 Lead Dept. CW-047 Press Releases 2 years 2 years PPS GC§34090 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- Copies- Purchasing is OFR; Financial Purchase Orders and Material When No When No Yes: Before Mag,Pdiee CW 049 records are audited annually; Requisitions Longer Longer Payment Ppr GC§34090.7 Required Required 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, DUI's, refunds, §34090.7 fees, etc.) Records Destruction Lists t Request for Destruction of Records 1 Mom' Yes: After Standard records management Lead Dept CW-051 Authorization to Destroy Paper(to P P AAfPprD• 2 years practice; GC§34090 Rely on the Image as the Original) HUNTINGTON BEACH, CA C1995-2011 Gladwell Govemmental 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 280 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS PapCW-15 Office of Category ID a Records Description Retention I Disposition Comments I Reference Record _ Destroy Inactive Image: Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options Wmfr Imaged It 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 Vou=artment retention schedule Retentions be in when the act is completed, and imply a lull file folder a g last document+2 years). since destruction is normally performed by file folder HOLDS:Liti ation claims complaints, audits, otindino records requests, and(lr investi ations suspend normal retention periods retention resumes after settlement). For Grant and IRS auditing ipurposes, 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 ., I 1), 1 CW-064 5 years 5 years Mag standards(audit+4 years). IRS (Temporary or Part-time time cards payment requires 4 years, Ca with employee signatures-Library, ears,y 2 yr min., FTB keeps 3 years: Maintenance Yard,etc.)) Published articles show 4-10 years, IRS Reg§31 6001- 1(ex2), R&T§19530, LC§ 1174(d).29 CFR 516.5.GC §34090 Department preference, Ethics Training is 5 yearn. Statewide Training -COURSE RECORDS guidelines propose 7 years. (Attendance Rosters. Outlines and Materials) Calif Labor Division is required to keep their OSHA records 7 Includes Safety Training. Tailgates Mag, years. EEOC/FLSA/ADEA(Age) t ead 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, Stale Law requires 2 Certificates are maintained In the 3 years for personnel actions. 8 employee's training file in each 1602 each CCR LC et seq ), GC CFR Department . §642 §§12946. 1�. 34040 90. 532352 b , 53237.2(b) HUNTINGTON BEACH, CA 1995 2011 Gladmell Governmental Services Inc - all rights reserved Do not ouplicate or oistnbute without prior mitten permission from GGS(909) 337-3516 Revision Approved. 3/9/2020 Ver 280 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS P "I ":V4 ", Office of Record Category ID/ Records Description Retention I Disposition Comments I Reference Destroy Acd" InactiveEl Medla Illnmport paper (OFR) (In office) (Off-site. vital? Options M=Mfr affair OD or Mfr) S=Scan Imaged 6 Retentions apply to the department that is NOT the Office o/Record OFR or the lead De artment". I/ u are Uie OFR refer to our department retention schedule. Retentions beqin 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:Litiaration. claims corn laints audits,Dandinor records rec uests andror investi ations suspend normal retention Dencids retention resumes after settlement). Copies - Copies- Mag. Yes After 19% 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 ppr Inactive Council, GC §34090.7 Required Required Unsuccessful Bids, Unsuccessful Lead Dept. CW-075 Proposals not opened by Central 2 years 2 years P�' GC§34090 Services Clip Video Tapes: See Boards, Commissions&Committees Department preference(Courts treat volunteers as employees). EEOC/FLSA/ADEA(Age) Volunteer Applications 8 Lead Dept CW-068 Agreements - Successful Separation Separation Mail MB,OD, S Yes 1 year requires 3 years for promotion, Applicants 3 years 3 years demotion, transfer, selection, or Ppr discharge, 29 CFR 1602 31 & 1627.3(b)(1xi)&(ii). GC §§12946. 1296_0. 34090 Department preference(Courts treat volunteers as employees). Volunteer Applications& EEOC/FLSAIADEA(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, IZ9§9, 34090 Inactive/ Inactive/ Yes: While Lead Dept C W-070 'Volunteer Emergency Contact Forms Separation+ Separation+ volunteer is Ppr GC§34080 2 years 2 ears active HUNTINGTON BEACH, CA 01995-2011 Glamell Governmental Services. Inc all rights reservee Do nor oupecate or oistnbule wilhout pnor written permission from GGS(909)337 3516 Revision Approved 3/9/2020 RECEIVED DEC 23 2020 Finance Department December 22, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Finance Version Number Being Approved: 24.0 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 ent Head Date City Jerk Date Ciy Manager Date e City Attorney Date ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE I';':I" FINOffi '. ce of Category 100 Records Description Retention I Disposition Comments I Reference Record Destroy Inactive Image: Paper (�R) Active (OH-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 Ci -Wide Standards Retentions begin when the act is completed, and imply a full file folder a a last document+? ears since destruction is normally performed by file folder. HOLDS Liti abon claims coin taints audits pendingrecords requests. and/or investigations suspend normal retention ariods retention resumes after settlement). Billing Records(customer name. Finance/ Yes When Yes service address meter reading, Consistent G Accounts Mag, Mfr, Fiscal FIN-013 usage, payments,Auto Pay 2 years 6 years 7 years Account OD, Ppr I After 1 Receivable, GC §34090 Services Open year Applications,etc.) Finance/ Billina -Water Billmo Appeals- Final Final Mau. Yes Documented or attached to Fiscal FIN-013 1 Payment Delinauencv& Impendmg Dectilion+ 2 Decision +2 For. Mfr. After QC Customer Record in database rnces Discontinuation _years OD &OD GC 634090 H&S F4116908 Billing-Water Billing Non- a m n Finance/ When No When No Mao. Yew Documented or attached to Fiscal FIN-013.2 Notices/Notice of Payment Lorwer Longer P r Mfr, After OC Customer Record in database Serviced Delinguency&Impending Recurred a _QD &OD GC fi34090. H&S 4116908 Diseon6nuadon flnitial. Final) Finance/ When No When No Maa. Yes Documented or attached to {illine-Water{illine: NSF f Fr rnyi FIN-01 Adiustments to Customer accounts n r Longer Por. Mfr,. ,� After OC Customer Record i database 15eit R rr 634 40 &OD GC 090_ H&S 6116908 _ m n ! Bfihrlg-Water&Ihna Payment Exp it n rExpiration r MaM Yes Documented or attached to Fiscal FIN-013 4 Plans Amortization.Alternative Completion Completion p r Mir After QC Customer Record in database Servicesof Payment of Payment Payment Plans. Deferrals.etc. Plan Plan &OD GC 534090, H&S 4116910 Finance/ Bdlina-Water Billing. Polio on When When Mao. Yes Suigerseded Superseded, Must post Webslte H&S Fiscal FIN 1 Discontinuation Residential Minimum 2 Minimum 2 Ppr. Mtr. '� After Ifi116906 G G C 634090 ServiceService for Nonpayment yment rears QQ.Ai &OD r Finance/ Billing Water Billino. Report of Maa. yg;L Minimum 2 Minimum 2 Must post to Websde H&S Fiscal FIN-013.6 Annual Discontinuations of Years year P r Mfr . After QC 4116918: GC F434090 Services Residential Service _ 92 _ Lo Finance/ Billing -Water Billing AutoPay Account No cco n N Maa. Yes: Department preference: GC Fiscal E N-0137 Applications Loncier Longer Yes Mfr � After CIC 15�090 S@rvim Active Active P r &OD HUNTINGTON BEACH, CA. 1995-2011 Gladv.ell Governmental Services. Inc -all nghls reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 December 23. 2020 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department Community and Library Services Version Number Being Approved 14 1 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 //77aft,- //S/- ;z/1"X-/. City CI k O Date 3 r-A. City Manager Date ,?,,City Attorney Date J, ': IS I RECORDS RETENTION SCHEDULE: COMMUNITY & LIBRARY SERVICES I 1 Office of Record Category ID p Records Description Retention!Disposition Comments r Relerenre . Destroy Image Active InactiveIE Media I=ImportPaper (OFR) (in of ce) (�-site, Vital? Options M=Mfr after S=Scan OD or Mir) Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is conijolieled. and imply a full file folder a g last document+2 ears since destruction is normal!y performed by file folder HOLDS Litigation, claims comizilairils. audits.pending records requests, andlof mvesfr afrons sus end normal retention penods 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 determine. Agreements for Contractors Class Yes Consistent swth City-wide Comm. Completion Completion Yes Until Maq Mfr ServiCea CS-001 Instructors. Concessionaires + 2 years 3 years + 5 years Completion OD Ppr S After standards Statmplevnde 5 guidelines Inspections etc Inactive propose completion * 5 years for non-capital improvement contracts &completion + 4 years for transportation and wncessionaue 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 Minimum 4 OD, Ppr requirements. CCP^§337, 338, years ears _ _ GC §34090 Comm. When No When No Meg} Foundation is a private non-profit CS-003 Art Center Foundation Longer Longer ' ' organization (non-records).GC Services Required I Required I OD, Ppr §34090 HUNTINGTON BEACH, CA.' tN5-1011 GladwellCovemmentalServices. Inc -allrightsreserved Do not duphcale or distribute wimoul prior carmen permission from GGS(909)337-3516 Revision Approved 3/9/2020 Ver 14 IS-2 RECORDS RETENTION SCHEDULE: COMMUNITY & LIBRARY SERVICES Pdgy CstS : Office of Category ID 0 Records Description Retention/Disposition Comments/ Reference Record Image: Destroy Inactij Paper (OFR) Active (OI1-s Total Vital? Media 1=Import after (in office) OD or Retention Options M=Mfr Imaged 8 S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions bectin when the act is completed, and imply a full file folder e a last document 2Veers), since destruction is normally performed by file folder OLDS Litigation, claims complaints. audits pending records requests, andror investigations 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 Services Orders/Job Orders. Design Upon, for disaster preparedness (If Lead CS-005 Escrow. Final Report, Inspection Completion P Completed OD.Ves Until Maq. M}r Ppr Sit Yes 1 year purposes, Statevnde guidelines Dept l Cards, Materials Testing Reports, propose Permanent for Grading Permits. Hazardous Infrastructure plans. GC §34090 Materials Plans Nolice 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 for Statute of After ' 10 years Limitations for Errors& Omissions Comm Project Administration Funding or After is 10 years. Published Audit Funding Yes years. Statute of ServicesCorrespondence. Field Work/ Upon Agency Yes Until (if Lead CS-006 Punch List. Inspectors Daily Log Completion Audit. d Agency Completed Mag. Ppr years Limitations Contracts 8 Spec. +5 Dept 1 Labor Compliance. Certified required, Audit d years. Wrongful Death=comp. t 5 Payrolls. Project Schedules. whichever is required years. Developers=comp + 10 Progress meetings, Real Estate longer whichever is years. Statewide guidelines Appraisals. Legal/Stop Notices. longer propose terminationn + 5 5 years CCP§ 337 et seq GC §34090 Meetings, etc HUNTINGTON BEACH, CA.. 1995-2011 Gladwell Govemmental Services Inc -all rights reserved Uo nol duplicate or distribute wdhout poor written permission from GGS(909)337-3516 Revision Approved. 3/9/2020 J" '= 's ' RECORDS RETENTION SCHEDULE: COMMUNITY & LIBRARY SERVICES PageCSLS-3 Office of Category ID p Records Description Retention I Disposition Comments/Reference Record Destroy Inactive Image: Paper Active Total Media I=Import (OFR) (in office) (OH-site, Retention Vital? Options M=Mfr after 00 or Mfr) S=Scan Imaged 3 If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file holder a g last document*2years), since destruction is normally performed by file folder OLDS:Litigation. claims complaints audits pending records requests, and/or rnvestr atwns suspend normal retention periods retention resumes after settlement Department preference. Uniform Admin. Requirements for Grants to Local Governments is 3 years Case Management Files Senior Yes from expenditure report. HUD Comm. CS-007 Services. Meals, Transportation. Inactive- 5 Inactive 5 Before Mag. Ppr requires 3 years. statewide Services etc. Applications. Scholarships, years years guidelines propose 4 years;2 CFR Program Files etc Event 200.333,24 CFR-91.105(h), 92.505. 570.490. 3 570.502(a),29 CFR 97.42,OMB Circular A-110 6 A-133; GC§34090.GC§8546.7 Comm ,When When Mag, Mfr, CS-008 Emergency Contact List Transitory Record; GC§34090 Services _ rsede Superseded Su d OD, Ppr Comm. Emergency Reports/Incident Department Preference;Statute of Semces CS-009 Reports, 3 years 3 years Mag, Ppr Limitations for Health Providers is 3 years; CCP§340.5.GC§§34090 Comm. 'Emergency Response I Incident Department preference; Data Services CS-O70 EmergeDatabase Indefinite Indefinite Yes Mag. Ppr fields are inter-related; GC§34090 et seq. Comm. Facility Use Requests(Room Yes CS-012 ? cr=are 2 years Before Mag Ppr GC§34090 Services Reservations. Par(s, etc.) _Event _ Human Resources CS-014 Initial Incident Reports(medical 1 year Mag, Ppr Copies-Risk Management is m/Risk and non- edical) OFR, GC§34090.7 Manage Department preference, Statute of Comm Limitations for contracts is 4 years. Services CS-015 Meals on Wheels 5 year, 5 years Oo' Ppr personal property 3 years. meets auditing requirements; CCP " 337. 338,GC§34090 HUNTINGTON BEACH, CA.C)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 14 1S-4 RECORDS RETENTION SCHEDULE: COMMUNITY & LIBRARY SERVICES `' Office of Category ID 1f Records Description Retention/Disposition Comments - Reference Record Destroy Inactive Image: paper (OFR) Active (Off-site, ToGI Vital? Media 1M=Mfrt after (in office) OD or Mfr) Retention Options M=Mfr Imaged i S=Scan f the record is not listed here, refer to the Retention for City-Wide Standards etentrons in when the act is completed and imply a full file folder a last document+2 years), since destruction is normallyperformed b fife folder OLDS:Litigation, claims complaints, audits pending records requests, and/or investigations suspend normal retention periods retention resumes after settlemen! Comm Non-profit Organization Files When No When No Services CS-016 (501(c13) Longer Longer Mag. Ppr Non-records Required _ iiiiiiRe cared _ Cit a Pl Clerk+ Park Development Master Files When No When No Planning CS-017! Mag Mir Yet: 1 Department Preference. GC P § Public (Capital Improvement Projects, Longer Longer OD Ppr S year 340907 Works Plans.etc.) Required Required Comm. CS-0118 Parking and Camping Registration 2 years 2 years Mag, Ppr GC§34090 Services Forms/Parking Passes Comm. CS019 Parking Meter Repair fi p years 2 years Mag, Ppr GC§34090 Services Maintenance _ Comm. CS•020 Parking Ticket Receipts/Numbers 2 years 2 years Ppr GC 534090 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, Mh, GC §34090 Services Harmless, Medical Release, Class or OD, Ppr Liability. 8 Waiver Agreements) Program Comm. CS-023 School District Facility Use Forms 2 years 2 years Mag. Ppr GC§34090 Services Department preference. Statute of Yes: Limitations any ' liability founded Comm CS-024 Senior Transportation Program 5 years 5 years Before Mp,Ppr upon an instrument in vvnhng"or Services Everitt not 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 oislnbute without prior written permission from GGS(909)337-3516 Revision Approved. 3/9/2020 Ver 14 1S-5 RECORDS RETENTION SCHEDULE: COMMUNITY & LIBRARY SERVICES PopC&LS-5 Office of Category ID X Records Description Retention/Disposition Comments : Reference Record Image: Destroy Active Inactive I=Import Inactive Paper (OFR) (In office) (Off [E]-site, vital? Options M=Mfr after OD or Mfr) S=Scan Imaged t tf the record is not listed here refer to the Retention for Ctf -Wide Standards Retentions begin when the act is completed, and imply a full file folder fe a last document+2 years), since destruction is normally performed by file folder OLDS. Ltf ation claims complaints, audits pending records requests. and/or investipations suspend normal retention periods retention resumes after settlement Comm. Spe0al Event Permits/Specific Yes Services C5-025 IEwnts r Speual Pern+rts IParksl 2 years 2 years Before Mag, Ppr GC§34090 _Event Department preference; Data m Commm C"26 Transportation Database Indefinite Indefinite Yes Mag, Ppf fields are inter-related;GC§34090 Seceet seq Comm. Department Preference(complies Services CS 7 'Transportation Trip Sheers 2 years 3 years 5 years Ppr with OCTA contract),GC§34090 Comm. Vehicle Safety Checks i Daily Department Preference(complies Services C,*eM Vehicle Inspections/Vehicle 2 years 3 yearsN Ppr with OCTA contract),GC§34090 Usage Reports _ Volunteer Group Applications& Agreements(Beach Clean-ups Services CS-030 Commetc.) 2years Ppr GC§§12946. . 34090 See Crty-wide for Volunteers& Training FilesYouth Awards/Youth in Comm CS-031 Government Day(Applications. 2 years Ppr GC§34090 Services Sponsorships from Barnes and Noble etc L113RARY The City does not use eligibility lists; EEOC/FLSA/ADEA(Age) Applications for Employment or requires 1-3 years,Stale Law LIB-001 Resumes/Recruitment Files 3 years 3 years Mag.Ppr requires 2-3 years;29 CFR 1602 Library Library Part-time positions et seq 8 1627.3(a)(5)and(6). 2 CCR 11013(c),8 CCR§11040.7( c), GC 12946, !ZMQ, 34090 HUNTINGTON BEACH, CA.j 1995-2011 Gladwell Governmental Seances Inc -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 vr.r vt 1S-I- RECORDS RETENTION SCHEDULE: COMMUNITY & LIBRARY SERVICES P . Office of Category ID a Records Description Retention/Disposition Conunerrtti Rrferrnce Record Image: Destroy Active Inactive El Media 1=Import Paper (OFR) (OH-Otte, Vital? after (In office) OD or Mlfr) Options M=Mfr Imaged i S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a lull file folder a g last document+2years), since destruction is normally pe7oMmed by hie folder HOLDS:Lifi ahon claims complaints. audits.Dendino records reQuests, and/or invest aeons suspend normal retention periods retention resumes after settlement Comm Services/ 11.I13-002 Complaints and Compliments 2 years 2 years Mag. Ppr GC§34090 Library FCC requires 5 years after the last Comm. Services 1 LIB-004 F.Rate Records(Discounted 5 years 5 years Mag, Ppr day of delivery of discounted Library Internet Access) services. FCC order 04- 190(B)(1)(46), GC§34090 Comm. Services I U�Emergency Contact List When When Superseded Superseded Mag Ppr Transitory Record. GC§34090 Library -}- Comm. When No When No Services! LIB-006 Friends of the Library Longer Longer Mag. Ppr Non-records;GC§34090 Library Required Required Grants CLLS(California Library Literacy Services), LSCA(Library Services and Construction), LSTA (Library Services and Technology). Comm SLR Final C (State Literacy Resource Per California Slate Library ends Yes Services LIB-007 Centers) CLSA(California Library 2 years Expenditure Expenditure Mag Mfr. S/I When Records Management Program Library Services Act)and PLF (Public + 5 years + 5 years OD Ppr Inactive Requirements(April 27 1998) GC Library Foundation)ONLY. For all §34090 others. follow City-wide Schedule. (SUCCESSFUL Reports. and Fnangal Information) Send copy of application and award to Finance HUNTINGTON BEACH, CA.'1995-2011 Gladw it Governmental Sennces.Inc -as rights reserved Uo not duphcale or distnoute without prior written permission from GGS(909)337-3516 Revision Approved 3/9/2020 `r< RECORDS RETENTION SCHEDULE: COMMUNITY & LIBRARY SERVICES Page cFI S Office of Category ID rt Records Description Retention/Disposition Comments I Reference Record Image. Destroy Active Inactive 7oUl Media I=Import Paper (OFR) (In office) Options vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 3 If the record is not listed here refer to the Retention for City-Wide Standards Retentions beoin 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. Dendmo records reouests, and/or investiciatiltons suspend normal retention periods retention resumes after settlement Incident Reports/Emergency Reports-All(Irate Patrons. Comm. Emergency Reports etc I Services/ LIB-008 2 years 2 years Mag, Ppr GC §34090 Library See City-wide for other incident/ emergency reports mWhen No When No Mag Mir Yes Department preference (the Services/ LIS-009 Library Card Applications Longer Longer OD Ppr S When database is the original record) Library Required Required Inactive GC §34090 Comm Services I LIB-010 Library Systems ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated. GC §34090 Library Comm Services I LIB-011 Programs(e.g Summer Reading) 2 years 2 years Mag, Ppr GC§34090 Library Shred: Statute of Limitations any Comm Room Rental Agreements/Facility Yes '...liability founded upon an Services/ Ll"12 Use Applications(Room 2 years 2 years Before Mag. Ppr instrument in canting"or not Library Reservations. etc.) Event specifically provided for is 4 years. GC§34090, CCP§§337. 343 Comm. -- _ - Services/ LIB-013 Suggestions 2 years r2j Mag, Ppr GC§34090 Library HUNTINGTON BEACH, CA., 1995-2011 Gladwetl Govemmental Services Inc -all nights reserved Do not duplicate or distribute without poor wntten permission from GGS t909)337-3516 Revision Approved. 3/9/2020 December 22. 2020 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department Public Works Version Number Being Approved 29 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�roposed updates to the Records Retention Schedules. 13 7o�U epartment Head Dat City Clerk Date 3 (e a� z City Manager D e M- U ,, 3/* /aI q.City Attorney ill Date Ver 29 o RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW ' Office of Category ID a Records Description Retention I Disposition Comments I Reference Record . ONtroy Inactive Image- Paper (OFR) Active (OH-site, Total vital? Medic Inimport after (in office) OD or Mfr) Retention Options M-h* Imaged ti S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions boom when the act is completed and imply a full rile folder a.o last document+2 ears since destruction is normally edormed by rile 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 tied 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 ears Ppr Code of Federal Regulations Public Mag' Yes: 2 requires 3 years for all Works PW-002 Catch Basin Storm Reports 3 years 3 years Mfr, OD, S/I years monitoring records,40 CFR Ppr 122 410)(2) Consistent with D.O.T. substance testing policy- Requires 5 years for positive tests. 1 year for negative tests EEOCIFLSA/ADEA(Age) Public PW-003 DMV Renewal Notices& Physical 3 years 2 years 5 years Ppr requires 3 years physical Works Exams(Class A&B vehicles) examinations. State Law requires 2 years, 29 CFR 1627 3(b)(v). GC§§12946. 12960. 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! Employee Exposure Records Risk Hazmat Exposure Records Risk Risk Mfr. OD, S When copes GC §34090 7 Manage Management Management Ppr Inactive Public ,Generator Operation Logs(to( AQMD Rule 1470;Form Works PW-119 Portable/Emergency 5 years 5 years Mag, Ppr 400—E-13a instructions. GC Generators) §34090 HUNTINGTON BEACH, CA. C 1995 2011 Gladvlell Governmental Services Inc -all nghts reserved Do not duplicate or distribute without pnor written permission from GGS(909)337 3516 Revision Approved: 3/9/2020 Ver 290 RECORDS RETENTION SCHEDULE: PUBLIC WORKS PagePW-2 Office of Record__Category ID 0 Record ettb s Description Retention/Disposition Comm !Reference Image: Destroy Active Inactive Media I=Import Paper (OFR) (Off-site, Vital? after (in office) OD or Mfr)[E] Options M=Mfr Imaged S S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed and imply a full file folder a q last document.2 ears since destruction is normally performed by file folder OLDS:Liti ation claims complaints, audits, riendina records requests, andlor investi atii suspend normal retention pencidis retention resumes after settlement). Public Generator Operation Logs(for Works PW-120 Fixed I Stationary Generators)1 3 years 3 years Mag. Ppr AOMD Rule 1470; GC§34090 Inspections MSDS may be destroyed as long as a record of the chemical I substance I agent where& MSDS(Material Safety Data Mag, yes when it was used is maintained Public PW-006 Sheets) /SIDS(Safety Data 2 years 28 years 30 years Mfr. OD. S When for 30 years. 30 years if Works employer qualifies as hazardous Sheets) Ppr Inactive material exposure 8 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(c), GC §60201 Vehicle Inspections/Daily Equipment Checks Department Preference(required for 3 years). the warrantee Public Underground Sevce Alerts(USA) pehod for work done is usually 5 Works PW-008 Dig Alerts ALL 3 years 3 years Meg, Ppr years, the Statute of Limitations for some work may be up to 10 years;CCP§337 at seq . GC §§4216.2(0&4218.3(d), Depart Work Orders/Service Requests Providing PW W9 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated. GC§34090 Service/ (Computerized Maintenance Work Management System) I HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services. Inc -all rights reserved Do not duplicate or distribute mthout prior Yemen permission from GGS IN%337-3516 Revision Approved. 3/9/2020 Ver 290 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Category ID 0 Records Description Retention l Disposition Comments l Reference Record Ima Destroy ge: Pape (OFR) Acute (OH-sits e Total Vital? Media I=Import � (in office) OD or Mir Retention Options M=Mfr S=Sean f�Ira 8 If the record is not listed here refer to the Retention for CI -Wide Standards Retentions beqm when the act is completed and imply a full file folder a q last document+ 2 ears . since destruction is normally performed by hie folder. HOLDS Lift ation claims complaints. audits pendtn records requests, andror rnvestr ahons suspend normal retention periods retention resumes after settlemenl. ENGINEERING ail Contract Encifinsere must return final documents totheCNYuDoncomehAmotaDroind Public I Meg, Works I PW-012 Aerial Maps 2 years P P Mfr. OD, S Yes 1 Department Preference GC Engineering Ppr Year §34090 Meg, Department Preference, City City Cork PW-013 Annexations, Abandonments P P Yes UntilCompleted Milt, 00. S Yes year Clerk Maintains Originals, GC p Ppr Y §34090 Assessment Distnct Projects Meg, Department Preference, City (Maps. Diagrams, Spreadsheets, yes Until Yes: 1 City Clerk PW-014 P Mk, OD, S Clerk Maintains Originals, GC Improvement Plans-e.g. water, nplatsd Ppr year §34090 sewer, undergrounding) Public Beach Closure Files I Ocean Claims can be made for 30 years Works/ Closures I Sewer-Related Meg' Yes: 2 for toxic substance exposure, B Engineering PW-016 to determine 2 Years 28 years 30 years Mk, OD, S/I ears CCR 3204 d i et n0 rig (investigations Ppr Y § ( N ) seq., GC &Utilities source, etc) §§12946, 12960. 34090 Capital Improvement Projects require grant funding agencies (CIP)/Jobs. Administration File require audits. Statute of 10 years or Compleboi; • Limitations for Errors 8 Project Administration. After 10 years or Omissions is 10 years. Funding Published Audit Standards=4-7 Public Correspondence, Feld Work/ After Funding Works i PW-016 Punch List. Inspectors Daily Log. Upon Agency Agency Audit, Yes. Until Meg � years, Statute a 's=4 years Engineering Labor Compliance. Certified Completion Audit, d d required Corn Contracts 8 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 longer years. Statewide guidelines Appraisals, Legal I Stop Notices, propose termination + 5 years, Meetings,A Tickets.etc CCP§337 at seg. GC§34090 HUNTINGTON BEACH, CA. 01995-2011 Gladvell Governmental Services Inc all rights reserved Do nor duplicate or disiribule without pnor mitten permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver 290 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PWA1 office of Record Category ID a Records Description Retention I Disposition Comments/Reference . _ Image: Destroy I�R) Acwe Inacti,its(�;� Total Vital? Media I=Import Paper (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- Standards Retentions boom when the act is completed. and imply a full file folder a q last document+2 ears since destruction is normally performed by file folder HOLDS:Litioration. claims complaints, audits.Dendina records recruests, and/or investiffations suspend normal retention periods tretention resumes after settlement. MAINTENANCE&GENERAL SERVICES Public Works I Meg Yes After Department Preference GC Mart & PW-049 AB 939 Implementation 10 years 10 years MIT. OD. S 1 year §34090 et seq General Ppr Services Public Works! Banner& Pennants (Installation& Mart & 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 f Stormwater Runoff Mig' Yes. 2 for toxic substance exposure. 8 Maint & PW-051 (Investigations to determine 2 years 28 years 30 years Mir, OD. Sit years CCR§3204(dXl)et seq GC General source, etc.) Ppr §§12946, 12960, 34090 Se Public Works! Confined Space Entries(Permitted Maint & entries into sewers and storm Meg' Yes: 2 8 CCR 5157(dN14)8(eNe): ):29 General PW-052 drains in order to comply vrnth 2 years 2 years M PO D. S/I years CFR 1910.146(e)(6). GC§34090 Services regulations) or Utilities _ Public — Works/ Life of Department Preference. GC Maint & PW-053 Equipment Maintenance History Equipment+ Egwpr Meg. Ppr §34090 General 2 years 2 y Services HUNTINGTON BEACH, CA. 01995 2011 Gladvell Govemmental Services. Inc all rights reserved Do not duplicate or distribute w 1hout pnor mitten permission from GGS(W9)337-3516 Revision Approved 3/9/2020 ver 29 0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page Pw Record Category ID 111 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 WMfr Imaged& S�Scsn 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.a last document+2 ears since destruction is normally performed by file folder. HOLDS Liti ation claims complaints. audits.Dendina records requests. andror investi ations suspend normal retention periods retention resumes after settlement UTILITIES ATER I WASTEWATER Department preference State Works I PW-078 P P Mfr,OD, S I I Public Annual Consumer Confidence Mom' Yes 2 law requires 12 years, federal 10 Utilities Report(Water Quality Report) Ppr years years,40 CFR 141 33(a); 22 CCR§84470, GC§34090 Meets California Department of Public Health requirements, Domestic Works I PW-077 Backilow Inspections/Approvals 5 years 5 years Ppr water system inspection with Utilities County administration, GC §34090, 17 CCR 7605 Public Beach Closure Files/Ocean g. Claims can be made for 30 years PW-078 2 years 28 years 30 years Mir,Works/ Closures/Sewer-Related r, O0. S/I Yes 2 for toxic substance exposure; 8 Engineering (Investigations to determine Ppr years CCR§3204(dH1)at seq.. GC &Utilities source,etc ) §§12946, 12960. 34090 Public �— - —- Mag Yes 2 Consistent with Chemical Works/ PW-079 Calibration Records 2 years 10 years 12 years Mfr. OD. S l I Reports;40 CFR 141 33(a),22 Utilibes Ppr years CCR§64470 Department preference to be Public Catch Basin Maintenance 8 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. C1995.2011 Glac a ll Governmental Services. Inc - all rights reserved Do not duplicate or distribute without prof written permission from GGS(909)337-3516 Revision Approved 3/9/2020 ver 290 RECORDS RETENTION SCHEDULE: PUBLIC WORKS "'"" I'`1" Office 0' Record Category ID a Records Description Retention I Disposition Comments 1 Reference Ey Inactive Image'(011 Active (�-e� Total Medla li•Import (in office) OD or Mir) Retention Options M•Mfr Imaged d S=Scan I I CC'd? L If the record is not listed here refer to the Ratenb'on for Ci -Wide Standards Retentions be m 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 Lrti ation, claims complaints, audits.pending records requests, an invest ar suspend normal retention periods retention resumes after settlement Department Preference (Required for 3 years). the Public warrantee period for work done Underground Service Alerts is usually 5 years. the Statute of Works/ PW-107 3 years 3 years Ppr (USA's)/Dig Alerts--City Limitations for some work may Utilities be up to 10 years. CCP§337 at seq.. GC§§4216.2(f)& 4216.3(d). 34090 Public vulnerability Assessment f Emergency Response Plan/Risk Superseded Superseded Highly confidential.42 USC 300i- Works I PW-108 g Resiliency Assessment/Hazard . 5 years - 5 years Mag. Ppr 2(d); GC §34090 Utilities Mitigation Plan Outside ,Water Districts(outside agencies)/ When No When N Non-Records used for c District PW-109 Pro)ects outside City Boundariesu Longer Longer Mag, Ppr administrative purposes;GC Required Re rea §34090 Public Water Production Recording Mag' Yes 2 Consistent with other records; Works/ PW-110 5 Charts 2 years 3 years years Mfr. OD, S/I years GC§34090 Utilities Ppr Public Water Production Reports- Department Preference, GC Works/ PW-111 Annual §34090 years P Mag. Ppr §34090 Utilities Public Water Production Reports- Consistent with other auditing Works/ PWA 12 matey 2 years P P Mag. Ppr standards; GC§34D90 Utilities Public Mag. State law requires 12 years. Works/ PW-113 Water Quality Reports(also see 2 years P P Mfr. OD, S/I Yes'. 2 Federal 10 years; 40 CFR Utilities Chemical Reports) Ppr years 141.33(a). 22 CCR§64470 Public Water Reports&Sampling. Mag, Yes. 2 Department preference(only 5 Works/ PW-114 2 years P P Mfr OD. S/I years is required);40 CFR Utilities � Bacteriological 8 Organics Ppr years 141.33(a): 22 CCR§W70 HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services. Inc -all rights reserved Do not duplicate of distribute without pnur written permission from GGS(909)337-3516 Revision Approved 3/9/2020 December 22, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Human Resources 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. Yj.92,�& I I la laoa l .(pcDepartment Head Date -� Ud City Clerk ll ate ity Manager Date 2/4,7 ,�L. City Attorney Date ver 27 0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Category 10 a Records Description Retention I Disposition Comments I Reference Record Destroy . Inactive Image: Paper (OFR) Active (Off-site, Total Vltel? Media I=Import after (in office) OD or Mfr Retention Options M=Mfr Imo 3 S=Scan Imaged If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act 1s completed, and imply a full file folder a q last document+2years) since destruction is normally performed by file folder HOLDS Liti ation claims. complaints, audits. Dendina records requests, and/or investi ations 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 HR-028 Human Provided Health Insurance Offer Mag, ity Resources and Coverage&Transmittal 4 years .f years Ppr filed with the IRS or have Me east to reconstruct the data for at least 3 Form) years, from the due sate of the - -- - - returns GC§34090 ar Applications for Employment or AD preference; Ee s / 1 I Resumes I Recruitment Files FLSA ADEA(Age)requires years: State Law requires 2-3 3 Human HR-001 Solicited: Brochure, 3 years 3 years Mag. Ppr Y3(b)(1), 29 Resources advertisement, unsuccessful years, 0 CFR t seq CFR 1602.14 et seq. 2 CCR applications, selection materials. 11013(c). GC§§12946, 12960, interview notes. etc 34090 No positions open, therefore not Applications for Employment or When No When No deemed part of City recruitment 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. c91995-2011 Gladyell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior vwinen permission from GGS(909) 337 3516 Revision Approved. 3/9/2020 Ver 270 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 011111011111 of RatO►d Category ID 0 Records Description Retention I Disposition Comments I Reference Image: �troy Active Inactive Total Media 1-Import Paper (�R) (In Offlta) IOf1 site' Retention Vital? Options M=Mfr after OD or fill 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, Dendina records requests, andlor investi ations suspend normal retention perriods 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 . .-paration « Yes: Until Meg,Mfr, Yes:After transfer, selection, or discharge, Finance I HR-003 Form. Dental Enrollment Form, all 5 years `.� year, Separation OD, Ppr S Separatio State Law requires 2-3 years. Payroll Beneficiary Forms) n retirement benefits is 6 years from last action, 29 CFR 1602.31 & 1627 3(b)(h), 8 CCR§3204(d)(1) at seq GC§§12W6, 12960, 34090. 29 USC 1113 _ Bureau of National Affairs When No When No recommends 2 years for all Classification/Compensation Longer Longer supplementary Personnel records: Human HR-M Studies(for employee Required - Required- Meg, Ppr Wage rate tables are 1 or 2 years, Resources classifications) Minimum 2 Minimum 2 State requires 2 years, 29 CFR 516 6. 29 CFR 1602.14, LC years Years 1197.5, GC §§12946, 12960. 34090 Human HR 004 1 COVID-19 Notifications to 3 veers fill Po LC 46409 6(k),GC 634090 10urcea Emolovees Consistent with other claim retentions(City Attorney handles cases that are not resolved Human Department of Fair Employment& Final Final administrabively),All State and Resources HR-005 Housing(DFEH or EEOC)Claims Disposition Disposition Meg,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, 129G , 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 Approved. 3/9/2020 V. RECORDS RETENTION SCHEDULE: HUMAN RESOURCES PageHR-3 Office of Record Category ID a Records Description Retention I Disposition Comments l Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (OH-site, Vital9 after (in off icel OD or Mfr) Retention Options M=Mfr Imaged 3 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 lull file folder a g last document+ 2 ears since destruction is normally dormed by file folder OLDS:Lih,Yetion, claims complaints, audits. Dendino 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 business Human DMV Pull Notices -Except Police Superseded, Superseded. , ffairs Resources. HR-008 and Fire or Employee or Employee Mag. Ppr years. BureeauauCHI of National audits every 2 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 yeuf, 'i years Ppr requires 3 years physical Resources files examinations. State Law requires 2 years. 29 CFR 1627.3(b)(1)(v), GC §§12946. 12960.3409D,49 CFR 655.71 et seq.;49 CFR 362 401 et seq 49 CFR 653.71 Human Resources HR-006 EEO-4 Reports 3 y ears Department Preference. 29 CFR I Human 1602 30. 29 CFR 1602 32 Resources _ _ Human Employee Assistance Program Resources HR-009 (Quarterly and Annual Reports. 2 year 2 year Mag, Ppr GC §34090 etc ) HUNTINGTON BEACH, CA. 1995-2011 Gladvell Governmental Services. Inc -all rights reserved Do not duplicate or distribute vnthoul prmr vronen permission from GGS(W9)337 3516 Revision Approved: 3/9/2020 Ver 27.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HRA Office of Cary ID S Records Description Retention I Disposition Comments I Reference Record Image. Destroy Active Inactive(in office) E Media 1=Import Paper (OFR) (Off-site, Vital? Options M=Mir after OD or Mfr) S=Scan Imaged tL If the record is not 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. Dendino records requests, and/or investi ations susDend normal retention joeriods tretention 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 8 1627 3(b)(e). GC §§12946, 12960, 34090.29 USC 1113. LC 1174 - Required for 1 year from termination or 3 years from hiring, whichever is later, EEOC I FLSA I Convert to Convert to ADEA(Age)requires 3 years for Human m Ma P Termination Termination .'any other forms of employment Resources HR-011 I-9s File upon File upon g pr inquiry". State Law requires 2 -3 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. 12960. 34090 Human HR-012 Job Specifications 10 years 10 years Yes Before Mag Ppr Department Preference, GC§ Resources Superseded 34090 Human — Department Preference to probed Resources HR-013 LiveScan Fingerprint Clearances 50 years 50 years Mag Ppr City in the event of past employee misconduct, GC§34090 at seq. City Clerk maintains originals Superseded Superseded Yes Until Mag,Mfr. permanently; EEOC I FLSA City Clerk HR-014 Memorandas of Understanding + 3 years + 3 years Superseded 00, Ppr SA No requires 3 years for MOUs, State requires 2 years, 29 CFR 516.5, GC§§12946, 12960, 34090 HUNTINGTON BEACH, CA. 1995-2011 Gladwell Governmental Services. Inc all rights reserved Do not dup6cale or distribute without prior mitten permission from GGS(909)337 3516 Revision Approved: 3/9/2020 Ver 270 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record n Category ID• Records Derlpbon Retention/Disposition Comments I Reference T� Destroy Inactive Image: Paper ' (OFR) Active (Off-site. Total vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged R 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 mtolv a full file folder e a last document+ 2 ears since destruction is normally performed by file folder HOLDS Liticiation. claims corrijbiaints, audits, Dendino records re Quests, an investi ations sus end normal retention periods retention resumes alter settlement. For use in interpreting intent of MOU provisions, EEOC/FLSA Human Negotiations Employee Superseded Superseded Mag, Mfr, Yes requires 3 years for MOUs: State Resources HR-015 Associations + 5 years S/I When requires 2 years, statewide 5 years * 10 years OD. Ppr Inactive guidelines propose permanent 29 CFR 516.5, GC§§12946, 12960, 34090 _ Human HR-016 Personnel Commission Findings 2 years 2 years Mag Ppr GC§34090 Resources 8 Conclusions(Decisions) 1 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,' HR-020 of Benefits + of Benefits + S When Claims can be made for 30 years /Fife/ hazmat exposure records. and 2 years 5 years. or 5 years. or Separation OD. Ppr Inactive for toxic substance exposure:8 Police backgrounds 8 fingerprint Death of Death of CCR 5144. 8 CCR 15400.2. 8 CCR clearances) Employee + Employee+ §3204(dxt)et seq.. 29 CFR 5 years 5 years 1910.1020(d)(1)(i), GC§§12946. 12 34090, LC§1198.5 HUNTINGTON BEACH, CA. 1995-2011 Gladwell Governmental Services. Inc all rights reserved Do not duplicate or distribute wihout prior vndlen permission from GGS(909)337-3516 Revision Approved: 3/9l2020 Ver 270 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 offip oil category ID 0 Records Description Retention 1 Disposition Comments I Reference Record Destroy Inactive Image-. paper (OFR) Active (OH-site, Total Vital? Options I=Import after (in oHicel 00 or AAfr Retention Options M=Mfr Imaged&. S=Scan If the record is not listed here rotor to the Retention for City-Wide Standards Retentions be in when the act is comp le led and imply a full file folder a Q last document*2years) Iroce destruction is normal!y performed by file folder HOLDS Liti ation claims complaints, audits ndiine records requests, an d/a investi ah S 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 EEOCIFLSA/ADEA(Age) requires Human Personnel Transaction Forms. Termination Temtination Yes Until Mag, Mfr. 1 3 years for promotion, demotion Resources HR-017 Oaths, Policy acknowledgements- File upon File upon Separation OD, Ppr S Separatio'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)(u). GC §§12946, 12960, Employees DMV Permission 60201, 29 USC 1113 GC §3105 Renewal Notices& Physical Exams for Class A& B vehicles HUNTINGTON BEACH, CA.(01995-2011 Gladwell Governmental Services. Inc all rights reserved Do riot duplicate or distribute wihout prior mitten permission from GGS(909)337 3516 Revision Approved. 3/9/2020 Ver 270 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES r`.ig'' HP Office of Category ID t, Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (011 Active (Off-site. El Vital? Media 1M=Wrt after (in office) OD or Mfr Options M=Mfr Imaged i S=Scan If the record is not listed here refer to the Retention for Cd -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 Litigation, claims, complaints. audits endin records re uests and/or investi ations suspend normal retentionperiods retention resumes after settlement Personnel Files-Temporary I Non-Permanent("Part Time") Employees(Includes Appeals Findings, Application& 1-9, Department Preference statute of Awards. Copy of Drivers limitations for retirement benefits is License/ID. Employment 6 years from last action. Verifications, Exclusion from EEOC/FLSA/ADEA(Age)requires �PERS form. Evaluations. Yes:After Human Separation • yes Until Mag,Mfr, 3 years for promotion.demotion, Resources HR-018 Personnel Transaction Forms, 5 years Separation OD, Ppr S Separatio transfer. selection, or discharge. Personnel Requisition Forms. In Oaths. Policy acknowledgements State Law re 2 •3 years; 29 CFR 1802.31 &8 1627.3(6)(0), GC '.-Excludes Medical Records) §§12948, 1296 , 34090; 29 USC For Non-Public Safety 1113. GC§3108 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 prig vmtten permission from GGS(909)337-3516 Revision Approved- 3/9/2020 Ver. 27.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES PageHR-8 M"0 Category ID a Records Description Retention/Disposition Comments I Reference Record Image: D"ft" Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged R 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 a q last document+2 ears since destruction is normally performed by file folder HOLDS:Liti ation claims complaints, audits. Dendino records requests, and/or investi ations suspend normal retention Denods retention resumes after settlement Personnel Files-Terminated ("Reguiar")Employees (Includes ,Maintenance Screen Printouts Personnel Data. Benefit Enrollment forms.Appeals Department Preference, statute of Findings, Application&1-9, limitations for retirement benefits is Awards, Copy of Drivers 6 years from last action LrcensellD. Employment , Verifications, Evaluations, Oaths Yes:After EEOCIFLSA/ADEA(Age)requites rluman Separation eparation + Yes Until Mall, Mfr, 3 years for promotion,demotion. Resources HR-019 Personnel Transaction Forms. 8 years 8 -years Separation OD, Ppr S Separabo transfer, selection. or discharge, Policy acknowledgements - n Excludes Medical Records) State Law requires 2-3 years. 29 CFR 1602.31 8 1627 3(bxu). GC §§12946, 12960. 34090; 29 USC For Non-Public Safety 1113. GC§3105. LC§1198 5 Employees- DMV Permission, Renewal Notices&Physical Exams(for Class A 8 B vehicles)+C18 _ Superseded Superseded Yes. Until Department preference, GC City Clerk HR-021 Personnel Rubs&Regulations (Minimum 2 (Minimum 2ars Yes Superseded Meg, Ppr § � _ years) e Department preference. Per Human NeoGov Policy. 29 CFR Resources HR-29 Recruitment Database(NeoGov) 5 years 5 years Meg.Ppr 1627 3(b)(1). 29 CFR 1602 14 et seq.2 CCR 11013(c). GC §§12946. 12960, 34090 HUNTINGTON BEACH, CA. 1995-2011 Gladwell Governmenlal Services. Inc all rights reserved Do not duplicate or distribute mthoul prior vnrften permission from GGS(909)337-3516 Revision Approved 3/9/2020 Ver 270 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Record Calagoryll Records Description Retention I Disposition Comments IReferenee Destroy Inactive Imager. Paper (Oil Active (Off-site. Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged ti 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 1171 a full file folder to a last document+2 ears since destruction is normally Aomred by file folder HOLDS: Litigation claims, complaints, audits, Dandino records requests, and/or investi ations suspend normal retention emods; retention resumes alter settlement Retiree Medical Insurance Files Termination 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 Sill 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(bK2) Resources Human HR-023 Salary Surveys 2 years 2 years Mag, Ppr GC§34090 _ 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 lax for the return period to . '. Human HR-024 (includes A/P Demands. PERs Deceased + Deceased + Employee �Mag, Mfr., S/I Alter 1 which the records relate, or the 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 31.6001.11 29 CFR 1627.3(b)(2) Department Preference; EEOC I FLSA/ADEA(Age)requires 1-3 years, State Law requires 2-3 Human Resources HR-025 Testing File Master Test 3 years s years Mag. Ppr years. 29 CFR 1602 et seq& 1627 3 et seq 8 CCR §11040 7(7)(C). GC§§12946. 12960, 34090 HUNTINGTON BEACH, CA. . 1995-2011 Gladwell Governmental Services. Inc all rights reserved Do not duplicate or distribute without prior vmnen permission from GGS(909)337-3516 Revision Approved: 319/2020 Ver. 270 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES PageHR-10 M"O CallsoM ID Ir Records Description Retention I Disposition Comments/Reference I � Destroy Inactive Image: Paper (OFR) Active (Off-site, Total Vital? after I=Import after (in office) OD or III El Options M=Mfr Imaged 6 S=Scan If the record is not listed here refer to the Retention for City,-Wide Standards Retentions be in when the act is completed, and imply a full file folder e.q last document+2 ears site destruction is normall Aormed by file folder. HOLDS: Litigation, claims corn taints audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement wtth 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 at seq& 1627.3 at seq., 8 CCR §11040 7(7)(C), GC§§12946. . . 11[1R(1 1AnChn, _ - Department preference to cover Human Testing File Test papers statute of limitations for Resources HR-027 (completed by applicants) 3 years 3 years Meg, Ppr discrimination claims. Law requires test papers be retained for 1 year. 29 CFR 1627 3 a ry RISK MANAGEMENT Human Accident/Incident/Graffiti/ Resources RM-001 Vandalism I 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 I Injury Reports 2 years 2 years Map. Ppr GC§34090 /Risk PUBLIC JUVENILES(medical Manag and non-medical ) Accident/Incident I Injury Human Claims can be made for 30 years Resources Reports EMPLOYEES(medical for toxic substance exposure; 8 / Risk RM-003 and non-medical ) Also see 5 years 25 years 30 years Meg, Ppr CCR§3204(dX1)at seq.. GC Manag Vehicle Accident Reports (City %12946 12960 34090 vehicAes) --- Human Accident Reports CITY Resources 3 VEHICLES (medical and non- Consistent with Work Orders for I Risk RM004 medical ) Also see Vehicle years 3 years Mag. Ppr vehicle repairs GC §34090 Manag Accident Reports (City vehicles HUNTINGTON BEACH, CA.C1995-2011 Glaowea Governmental Services. Inc -all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 319/2020 Ver 270 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES l"I'le HIP 17 ffko O Category ID a Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Otf-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-Wde Standards Retentions boom when the act is completed and imply a full file folder a iq last document+2 ears since destruction is normal!y performed b v file folder HOLDS Liti ation claims complaints, audits.Dendino records requests. and/or investi ah s suspend normal retention penods retention resumes after settlement Calif Labor Division is required to Human keep their records 7 years. OSHA Resources OSHA Insurance Certificates requires 5 years:State law requires I Risk RM-010 Inspections 6 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§34090.7, LC _ §6429c Human Settlement Agreements with a Final Final CCP§§337 at seq., GC§§911.2. Resources RM-011 Financial Component(Workers Settlement+ Settlement+ Mag, Ppr 945.6. 34090, 34090,6; PC I Risk Ma_n_ag Compensation) 30 years 30 years §832.5(b) Department preference, Claims can be made for 30 years for toxic Whichever Whichever substance exposure. Claims are is Longer is Longer required for five years after the end Human 25 years, or 30 years, or of compensation, or injury, Resources Final Termination Termination whichever is longer. the Workers Risk RM-012 Workers Compensation Files Settlement+ of Benefits+ of Benefrts+ Mag. Ppr Compensation Appeals Board may Manag. 5 years 5 years, or 5 years,or destroy their records after 5 years, Death of Death of 8 CCR§3204(d)(1)at seq . 8 CCR Employee+ Employee+ 5144.8 CCR 10102. 10755. 5 years 5 years 10758, 15400.2, 29 CFR 1910 1020(d). GC§§12946, 12960. 34090 HUNTINGTON BEACH, CA. 1995.2011 Giadwell Governmental Services. Inc all rights reserved Do not duplicate or distribute mthoul prior written permission from GGS(909)337-3516 Revision Approved 3/9/2020 February 19, 2021 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department City Clerk Version Number Being Approved 38 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 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. De�artlirnent Head , Date / el- Citty��Clerk Date , City Manager Date 7t . City Attorney ate Ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 office of CaEsyory ID i Records Description Retention/ Disposition Comments I Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) Active office) CD or Mfr Retention Vital? Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder a g last document+2 ears since destruction is norinaill,performed by hie folder OLDS:Litioation, claims can laints. audits.Dendino records requests. an investi ations suspend normal retention Do (retention resumes after settlement HR/Risk Meg, Human Resources is OFR;GC Manag. 1t10.50 Incident/Accident Reports 2 years 2 years Ppr §34090 7 When No When No City cl" 18060 Your Departments Working File Longer Longer Pp' GC§34090 et seq. Required Required When N0 When No Staffing 18070 �IAdvisory Groups Longer Longer Meg. Copes(staffing Department is Depart Required Required Ppr OFR), GC§34090.7 200-FACILITIES-Civic Co~ When No Ppr ERerd City Clerk 200.10 Administration/Operation/ Longer Meg' GC§34090 et eeq Maintenance Required Public Yes Meg, Yes'. After Works 200.20 Capital Improvements(All) P Before Mfr, OD, S faastwe Infrastructure. GC§34090 CompletionI Ppr OC8OStaming When M Depart 200.30 Advisory Groups Longer Longr,r �• Copies(staffing Department is �- uired Ppr OFR) GC §34090 7 Requires R 205 -FACILITIES -CommrmwaftCenters Administration/Operation/ When No When No Meg City Clerk 205 10 Maintenance Longer Longer Ppr GC§34090 et seq Required LeSLrad Public Yes. rwrpogb. Yes After Works 205-20 Capital Improvements(All) P P Before S ieaofive Infrastructure,GC§34090 Completion QC 8 OD When No When No 20530 Advisory Groups Longer Longer Depart Required Meg Copies(staffing Department is Required Ppr OFR), GC§34090.7 HUNTINGTON BEACH, CA.®1995 2011 GladN ll Governmental Services. Inc all rights reserved Do not duplicate or dislnbuie without pnor vmtten permission from GGS(909)337 3516 Revision Approved 3/9/2020 Ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Category ID 0 Records Description Retention I Disposition Comments I Reference Record Imager. Destroy Active Inactive Total Media I=Import Paperafter (OFR) (in office) CD or III Retention Vital? Options M=Mfr Imaged 8 If the record is not listed here refer to the Retention for Ctywde Standards Retentions bacon when the act is completed, and imply a full file folder a Q last document+ 2 years), since destruction is normally performed by file folder HOLDS: Litication. claims comjola==endina records requests, and/or invesh attons sus nd normal retention hods retention resumes after settlement 210 - TIES -1-lbrary -LI When No When No Administration/Operation/ Meg, City Clerk 210.10 Maintenance Longer Longer Ppr GC§34090 et seq Required R uired Public Yes: Meg, Yes: After P P Before ,Mir,OD, S kaaelwe Infrastructure;GC§34090 Works 210.20 Capital Improvements(All) Completion Ppr OC& OD When No When No Staffing210 30 Advisory Groups Longer Longer §340 Mpg Copies(st Department is Depart. Required Ppr OFR); GC§34090.7 R uved 215 -FACILITIES -Coroorate Yard When No When No city Clark 21510 Administration !Operation/ Longer Longer Mag' GC §34090 et seq .Maintenance Required Required Ppr Public Yes. Meg, Yes. After Works 21520 Capital Improvements(All) P P Before Mfr,OD, S meet ire Infrastructure;GC§34090 Completion Ppr aC a OD Staffing 215 30 ,Advisory Groups NIF1e Longer o W pone o Mag. Copies(staffing Department is Depart R wred R wretl Ppr OFR). GC§34090 7 220 - FACILITIES-Police Building When Nc When No City Clerk 220,10 Administration /Operation I Longer Longer Meg GC§34090 et seq. iMaintenance Required Required t Yes. Mag. Yes: After W1�s 220,20 'Capital Improvements(All) r- P Before Mfr,OD, S lnasbve Infrastructure. GC§34090 Completion Ppr OC&OO HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services. Inc -all rights reserved Do not duphaate or distribute without poor w Ilen permission from GGS(909)337 3516 Revision Approved: 3/9/2020 Ver 38 0 RECORDS RETENTION SCHEDULE: CITY CLERK Pige CC-12 Office of Category ID# Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive 1 Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged & -Scan If the record is not listed here refer to the Retention for City- 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: Lift 7ation, claims complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement When No When No Staffing 220.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. R uired R uired Ppr OFR); GC§34090.7 225-FACILITIES - Ro ciders Senlois'Centsr When No When No City Clerk 225.10 Administration 1 Operation! Longer Longer Mag' GC§34090 et seq. Maintenance Ppr Required Required Public Yes: Mag, Yes: After Works 225.20 Capital Improvements(All) P P Before Mfr,OD, S Inastwe Infrastructure; GC§34090 Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart 225.30 Advisory Groups Longer Longer Required Required I Ppr OFR); GC§34090.7 230 - FACILITIES-CRY Gvm I Pool When No When No City Clerk 230.10 Administration/Operation! Longer Longer Mom' GC§34090 et seq. Maintenance Required Re uired Ppr Public Yes, Mag, Yes: After Works 230.20 Capital Improvements(All) P P Before Mfr,OD, S IwasNve Infrastructure; GC§34090 Completion Ppr QC &OD When No When No Staffing Mag, Copies(staffing Department is Depart. 230.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 235-FACILITIES-Oak View Center When No When No FC,TClerk 7235.10 Administration/Operation/ Longer Longer Mag' GC §34090 et seq. Maintenance Required R uired Ppr HUNTINGTON BEACH, GA.c 1995-2011 Gladwell Governmental Services,Inc -an rights reserved Do not duplicate or distribute without prior written permission from GGS(W9)337-3516 Revision Approved: 3/9/2020 Ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page cc '3 Office of Category ID t Records Description Retention l Disposition Commenb!Reference Record Image:i1pa: Active Inactivel Total Media =1mpoRr afbl(OFR) (in office) CDor Mfr Retention Vrta19 Options M=MfrImaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder a Q last document+ 2 ears since destruction is norniallyperformed by file folder HOLDS:Litiolation. claims coin lalnts, audits, oendino records requests, andlor investi ations suspend normal retention periods retention resumes after settlement Public Yes Mag Yes'. After Works 23520 Capital Improvements(All) P P before Mfr. OD. S lnactwe Infrastructure. GC§34090 Completion Ppr OC&00 When W, When No Staffing Mag Copies(staffing Department is Depart 235 30 Advisory Groups Longer Longer Ppr OFR) GC §34090 7 R uved Rom, 240-FACILITIES - Munici al Pier I Plaza Administration I Operation I When No When No Mag City Clerk 240 10 Maintenance Longer Langer Ppr GC§34090 et sect Required Required Public Yes: Mag, Yes: After Works 24020 Capital Improvements(All) P P Before Milt,OD, S InaetivO Infrastructure:GC§34090 Completion Ppr OC&OD Staffing When No When No Copies(staffing Department is Depart 240 30 Advisory Groups Longer Longer Ppr OFR). GC §34090 7 R ufretl Re urred 245 - FACILITIES-Beach When No When No City Clerk 245 10 Administration/Operation I Longer Longer Mag' GC§34090 et seq Maintenance Required Required Ppr Public Yes Mag. Yes: After Works 24520 Capital Improvements(All) P P Before Mfr, OD, S laastwis Infrastructure, GC§34090 Completion Ppr QC&00 Staffing 24530 Advisory Groups NLo gero VLongero Mag. Copies(staffing Department Is Depart. RequiredPpr OFR). GC§34090 7 R cared HUNTINGTON BEACH, CA.C1995 2011 Giadwelt Governmental Services Inc all rgnts reserved Do not duplicate or distribute mthout prior written permission from GCS(909)337-3516 Revision Approved: 3/9/2020 ver 380 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Record_ Category ID R Records Description Retention I Disposition Comments/Reference Image_ Destroy Active Inactive Total Media I=Import Paper after (OFR) (in office) CD or Mir Retention Vltal7 Options M=Mfr Imaged& n If the record is not listed here refer to the Retention for City-Wide Standards Retentions bacon when the act is completed, and imply a full file folder a a last document+2 ears since destruction is normally performed by file folder HOLDS Liti ation, claims complaints, audits. nendina records re uests and/or investi ations suspend normal retention periods retention resumes after settlement 250-FACILITIES -Water Operations When No 6^Jren No City Clerk 250 10 Administration/Operation I Longer Longer Mag' GC §34090 et seq Maintenance Required Required Public Yes Mag, Yes: After Works 25020 Capital Improvements(All) P P Before Mfr,OD, S Ir1eGNve Infrastructure; GC§34090 Completion i Ppr OC&OD Staffing Wt1er1 No When No Mag Copies(staffing Department is Depart 25030 Advisory Groups Longer Longer Ppr OFR), GC§34090 7 Required I Required 255-FACILITIES-Fire Stations When No When No City Clerk 255 10 Administration r Operation/ Longer Longer Mag GC§34090 et seq Maintenance Required R uved Ppr Public Yes. Mag, Yes. After Works 255.20 Capital Improvements(All) P P Before Mir,OD, S inarl ve Infrastructure. GC §34090 Completion Ppr CO &OD Staffing Wf1en No When No Mag, Copies(staffing Department is Depart 255.30 Advisory Groups Longer Longer Ppr OFR),GC §34090.7 Required I Required 260 - FACILITIES-Heliport When No When No City Clerk 26010 Admimstration/Operation/ Longer Longer Mag GC§34090 at seq. Maintenance Required Le2.ured ppr Public Yes Mag Yes. After Works 26020 Capital Improvements(All) P P Before Mir, OD. S ktaeNve Infrastructure. GC §34090 Completion Ppr QC &OD HUNTINGTON BEACH, CA. 1995-2011 Glad ell Governmental Services Inc -all rights reserved Do rat duplicate or drslnbute wllhout pnor vrtmen permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver 380 RECORDS RETENTION SCHEDULE: CITY CLERK P'i'p CC V Office of Category ID a Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive l Total Vital? Media I=lmpo t Psper after S-Scan (in office) CO or Mfr Retention Options M=Mfr Imaged 6 If the record is not listed here refer to the Retention for City-Wide Standards Retentions boom when the act is completed, and imply a full 61e folder e.Q last document 2 ears since destruction is normally erformed 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 Staffing Mag, Copses(staffing Department is Depart 26030 Advisory Groups Longer Longer Ppr OFR). GC §34090 7 Required 2,giwod 265 -FACILITIES -Cultural Arts Center When No When No City Clerk 265 10 Administration/Operation/ Longer Longer Ppr GC§34090 et seq 'Maintenance Ppr Required iiiiiiRe cared Public Yes: Mag, Yes. After Works 255.20 Capitol Improvements(Alq P P Before Mfr,OD, S lnaokve Infrastructure, GC§34090 Completion Ppr QC &OD Staffing When No When No Mag, Copies(staffing Department is Depart 26530 Advisory Groups Longer Longer Ppr OFR), GC§34090.7 Required Required 270-FACILITIES -Surf Museum When No When No City Clerk 270,10 Administration/Operation 1 Longer Longer Mag'Ppr GC§34090 at seq. Maintenance Required R wired Publk Yes Mag. Yes: After Works 270.20 Capital Improvements(All) P P Before Mir, OD, S kRaefMe Infrastructure. GC§34090 Completion Ppr QC&OD Staffing When No When No Mag, Copies(staffing Department is Depart 270.30 Advisory Groups Longer er Ppr OFR), GC§34090 7 Required R Longcared 275 -FACILITIES - Parkin Structures Administration/Operation/ When No When No City Clerk 275 10 Maintenance Longer Longer Ppr GC§34090 et seq Regwrec Required HUNTINGTON BEACH, CA.c91995-2011 Gladwell Governmental Services. Inc -all rights reserved Do not duplicate or distnbule without prior wmnen permission from GGS(909)337-3516 Revision Approved 3/9/2020 ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK `;c ") Reedit Callao"ID t Records Description Retention l Disposition Comments f Reference Image. Destroy (OFR) Active Inactive I Total Vital? Media I=Import Paper after (111 office) CD or Mfr Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions boom when the act is com lsted, and imply a full file folder a q last document + 2 ears since destruction is normally performed by file folder HOLDS Liti afion claims complaints, audits. Dendino records re uests andror investi ations suspend normal retention periods retention resumes after settlement Public Yes Mag. Yes. After Works 27520 Capital Improvements(All) P P Before Mfr, 00, S Inactwe Infrastructure;GC§34090 Completion Ppr OC&OD Staffing When No When No Mag. Copies(staffing Department is Depart275 30 Advisory Groups Longer Longer Ppr OFR). GC §34090 7 Required Required 280 -FACILITIES-Youth SANbr Administration/Operation/ When No When No Mag, City Clerk 280 10 Maintenance Longer Longer Ppr GC §34090 et seq Required Required Public Yes Mag, Yes: After Works 28020 Capital Improvements(All) P P Before Mfr,OD, S 1naFArve Infrastructure;GC§34090 t Completion Ppr QC 8 OD Staffing When No When No Mag, Copies(staffing Department is Depart280 30 Advisory Groups Longer Longer Ppr OFR). GC§34090.7 Required Re wired 286-FACLITIES - Emerald COW Senior Center When No f When No City Clerk 285 10 Admmistration/Operation I Longer longer Mag GC§34090 at seq Maintenance Required Re cared Public Yes Mag, Yes: After Works 285.20 Capital Improvements(All) P P Before Mfr, OD, S 'Fla at V8 Infrastructure, GC§34090 Completion Ppr OC&OD StaWhen No When No ep art.rt. 285.30 Advisory Groups Longer Longer Mag, Copies(staffing Department is Depart. Required Required Ppr OFR); GC §34090 7 HUNTINGTON BEACH, CA.v995-2011 Gladwell Governmental Services. Inc ail rights reserved Do not duplicate or distribule vnthout prior written permission from GGS(909)337 3516 Revision Approved: 3/912020 ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK Record Category ID itRecords Description Retention I Disposition Comments I Reference Image. Destroy (OFR) Active Inaetivel Total Vital? Media I=Import Paper after (In office) CD or Mtr Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City-Wide Standards aaaaaaaa Retentions begin when the act is completed, and imply a full file folder a Q last document+2years), since destruction is nornially performed by file folder HOLDS:Liti etion claims corn laints audits, Dendino records requests, andlor investi ations suspend normal retention periods retention resumes after settlemenil WOMEN 290-FACNJTIES-Gun When No When No City Clerk 290.10 Administration I Operabon I Longer Longer Mag' GC§34090 at seq. Maintenance Required R wired Ppr Public - Yes Mao, Yes: After fr, Works 290-20 Capital Improvefnents(All) P P Before M OD, S tR8etwe Infrastructure;GC§34090 Completion Ppr OC&OD Staffing 290 Advisory Groups When No When Mag Copies(staffing Department is Depart R. I„nger r..-t R wired Ppr QFR). GC §34090 7 295 - FACILITIES -Central Park Senior Center Wh When No City Clerk 295.10 Administration!Operation I roeig,Lc ner Longer Mom' GC§34090 at seq. Maintenance gwrtl R uved Ppr Public Yes Mag, Yes: After Public 295.20 Capital Improvements(All) P P Before Mfr. 00, S klaetive Infrastructure. GC§34090 Completion Ppr QC &00 Staffing When No When No Mag. Copies(staffing Department is Depart 295.30 Advisory Groups Longer Longer Ppr OFR). GC§34090 7 pI Required I Required "0-AUDITS When No When No Mag City Clerk 300.10 Administration Longer Longer ' GC§34090 at seq _ Required Le.,Lwred Ppr Yes mag. Ye After Department Preference;-GC City Clerk 300.20 Audits-City P P Before Mh, D, S 1Rast Ye §34090Completion Ppr QC &OD HUNTINGTON BEACH, CA. 1995.2011 Glaowell Governmental Services inc all rights reserved Do not duplicate or distribute wlhoul prior written permission from GGS(909)337 3516 Revision Approved: 319/2020 Ver 380 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC 18 Office of Record_ _ Category ID 0 Records Description Retention I Disposition Comments I Reference Reco Image: Destroy Active Inactive l Total v Media I=Import Paper~ (OFR( (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged 3 If the record is not listed here refer to the Retention for City-Wide Standards Retentions bacon when the act is completed, and imply a full file folder a g last document+ 2 ears since destruction is nornially pertrmed by file folder OLDS Lihasition. claims cony laints audits endint;records reituests, and/or investi ations suspend normal retention periods retention resumes after settlement Yes Mag, Yes: After Audits-Redevelopment Agency/ Department Preference. GC City Clerk 300.30 Successor Agency P P Before MfrPpr, S �1) §34� Completion Yes Mag, Yes: After City Clerk 300.40 Audits-Public Facilities P P Before Mfr, OD, S 1111e01 Department Preference. GC Corporation Completion Ppr OC&OD §34090 Audits-Civic Center Improvements Yes Mag, Yes After Department Preference.-GC City Clerk �.r50 Corporation P P Before Mh,OD, S ktaelwe §34090 Completion Ppr OC&OD t Yes Mag. Yes: After Department Preference.- GC City Clerk 300.W Audits - Public Finance Authority I P P Before Mk, OD, S taaefive § �0 1 Completion Ppr QC &OD Yes Mag, Yea: After Department Preference,-GC City Clerk 300,70 Audits - Parking Authority P P Before Mfr, OD. S JAasNVe §34090 Completion Ppr QC &OD 310-FINANCIAL STATEMENTS I REPORTS When No When No City Clerk 310.10 Administration Longer Longer PPr GC§34090 at sec, 1 Required R cared Financial Statements Treasurers Yes Mag. Yes. After Department Preference-Finance City Clark 31020 Reports - City P P Before Mfr. OD. S kaael ye also retains permanently, GC Completion Ppr CC & OD §34090 HUNTINGTON BEACH, Ckci!395-2011 GlaAcell 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 380 RECORDS RETENTION SCHEDULE: CITY CLERK q c Office of Record Category ID a Records Description Retention I Disposition Comments I Reference Image. Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paperafter (in office) CD or Mfr Retention Options fill Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be m when the act is completed. and imply a full hie folder fe q last document+ 2 ears since destruction is normal!y performed bv file folder HOLDS Litioation. claims can taints audits, Denchno records retruests, and/or investi atlons suspend normal retention eriods retention resumes after settlement Financial Statements/Treasurers Yes: Mag, Yes: After Department Preference - Finance City Cl" 310.30 Reports-Redevelopment Agency I P P Before Milli OD, S In+aetwe also retains permanently, GC Successor Agency Completion Ppr OC&OD §34090 Financial Statements/Treasurer's Yes: Mag, Yes. After Department Preference-Finance City Clerk 310.40 Reports-Public Facilities P P Before Mfr,OD, S k+astive also retains permanently, GC Corporation Completion Ppr OC&OD §34090 Financial Statements/Treasurers Yes: Mag, Yes: After Department Preference- Finance City Clark 310.50 Reports-Civic Improvements P P Before Mfr, 00, S lnaetive also retains permanently, GC Corporation Completion Ppr OC&OD §34090 Financial Statements/Treasurers Yes Mag, Yes: After Department Preference- Finance City Clark 310.80 P P Before Mfr, OD, S MaGwe also retains permanently. GC Reports-Advisory Group Completion Ppr OC&OD §34090 Financial Statements/Treasurer's Yes Mag Yes- Alter Department Preference-Finance City Clerk 310.70 P P Before Mir, OD. S lrlaeelre also retains permanently, GC Reports-Cable Television Completion Ppr OC 8 OD §34090 Financial Statements/Treasurers Yes Mag. Yes: After Department Preference - Finance City Clerk 310.80 Reports-West Orange County P P Before Mfr. OD, S laeetive also retains permanently. GC Water Board(WOCWB) Completion Ppr OC&OD §34090 Financial Statements/Treasurers Yes Mag. Yes: After Department Preference-Finance City Clerk 310.90 Reports P P Before Mfr, OD. S lrrae Gve also retains permanently, GC Completion Ppr OC&OD §34090 HUNTINGTON BEACH, CA.o1995.2011 Gladw.ell Governmental Services. Inc -all rights reserved Do not duplicate w distribute without pnor vwrtten permission from GGS(9091 337 3516 Revision Approved. 3/9/2020 Ver 380 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC 20 Office of Record Category ID s Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive I E Vital? Media I=Import Paper after (in office) CD or Mir Options M=Mfr Imaged & n C' If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions bacon when the act is completed, and imply a lull file folder e a last document+ 2 ears since destruction rs norrnall edornred b file lolder HOLDS Liti ation claims complaints. audits,Dendino records requests, andlor investi ations sus end normal retention ends retention resumes after settlement 320-BUDGET When No When No Finance 320 10 Administration Longer Longer PPr' Finance is OFR; GC§34090 7 Required Re uired Yes Mag, Yes: After Department Preference- Finance City Clark 320.20 City Annual Operating Budget P P Before Mfr,OD, S k�Betivs also retains permanently: GC Completion Ppr OC&OD §34090 City Clerk 320.30 Preliminary Budget 2 years 2 years Pa' GC§34090 Yes Mag, Yes: After Department Preference(meets City Clark 320,40 Cap tal Improvement Budget 5 years 5 years Before Mfr, OD, S krastwe Completion Ppr CC 8 OD auditing standards). GC§34090 Yes Mag, Yes- After Department Preference. GC City Clark 320.45 Unbudgeted Expenditure P P Before Mfr, OD, S laa6sve §34090 Completion Ppr OC&OD When No When No Mag, Preliminary documents I City Clark 320.50 City Clerk's Working File Longer Longer Required R uired Ppr transitory records. GC §34090 When No When No Mag. Copies(staffing Department is Finance 320.80 Advisory Groups Longer Longer Required Required Ppr OFR),GC§34090 7 City Clerk 320.70 Parking Authority 2 years 2 years Mag. Copies(staffing Department la Ppr OFR);GC§34090,7 West Orange County Water Board Mag, City Clark 320.80 (WDCWB)I Water Well Lines P P GC§34090 HUNTINGTON BEACH, CA. 1995-2011 Gladvell Govemmental Services. Inc all rights reserved Do not duplicate or distribute without prior wrMen permission from GGS(909)337-3516 Revision Approved 3/9/2020 Ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Category ID 0 Records Description Retention I Disposition Comments I Reference Record ��—r Image: Destroy(OFR) Active Inactivel Total Vital? Media I=Import Paperafter (in office) CO or Mir Retention Options M=Mfr 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 a q last document+2 ears since destruction is nofnially performed by his folder OLDS Liti ation, claims. com faints audits, oandino records re uests andror investi ations susdend normal retention D06ods retention resumes after settlement Statute of Limitations for bonds, mortgages trust deeds notes or Cancellat, Cancellat debentures is 6 years. Bonds City Clerk 330 90 Revenue Bond Parking Authority 2 years Redemption Redemption Yes Until Ppr issued by local governments are or Maturity+ or Maturity + Maturity 10 years There are specific 8 years 10 years requirements for disposal of unused bonds CCP§(1)& (2) 337 5 2 GC F443900 at se 340- REVENUE AND TAXATION When No When No Finance 340.10 Administration Longer Longer Pam' GC§34090 et seq Required R uwed When No When No Finance 340.20 Fee Schedule Longer Longer Mag Finance is OFR,GC§34090.7 Required R uued City Ppr When No When No Treasurer 340.30 Business Licenses Longer Longer PPr Finance is OFR;GC§34090.7 Required Required _ Mag' Yes: After Department Preference, GC City Clerk 340.50 Utilities Tax P P Mfr,OD. SA 2 years §34090 Ppr Mag After Department Preference; GC City Clerk 340.55 Transient Occupancy Tax(TOT) P Yes: Aft P Mfr, OD, SA a years: Aft §34090Ppr Mag. Yes: After Department Preherenca;GC City Clerk 340.50 County Taxes PT P Mfr, OD. SA 2 years §34090 Ppr When No When No Mag, Yes After Lead Dept. 340.70 Federal Grants!Programs Longer Longer Mfr, OD, S I I Inaotwe Copses -GC§34090.7 Required R cared P C &OD HUNTINGTON BEACH, Ckc,1995-2011 Gladwell Governmental services. Inc all nghls reserved Do not duplicate or disinbule vnlhout pnor written permission from GGS(909)337-3516 Revision Approved. 3I912020 Ver 380 RECORDS RETENTION SCHEDULE: CITY CLERK Office of Category ID A Records Description Retention / Disposition Comments I Reference Record Image: DMt►oy (OFR) Active Inactive ) Total Vital? Media I=Import Paper!Mr (in office) CD or Mir Retention Options M=Mfr Imaged 6 If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed, and imply a full hie folder e Q last document t 2 e,vs) since destruction is normally erlormed b file folder. HOLDS:Lr'ti ation claims complaints, auditspending records recruests. and/or investi ations sus end normal retention eriods retention resumes after settlement When No When No Mag, Yes After City Clerk 34080 State Grants/ Programs Longer Longer Mfr,OD, S/I Inactive Copies-GC§34090.7 Required Required Ppr OC S OD When No When No Mag, Yes: After Finance 340.85 Programs I Other Longer Longer MR,OD, S/I Inactive Copies-GC§34090.7 Required Required Ppr OC&OD City Clerk 340.90 Taxes P P MR,OD, SA Yes: After Department Preference, GC Ppr 2 years 1§34090 350-SPECIAL ASSESSMENT I IMPROVEMENTS DISTRICTS When No VJnen No Lead Dept. 350.10Administration Longer Longer pp9 GC§34090 at seq. Required Re cared _ Mag Yes: Alter City Ckadc 350.20 Underground Utilities P P Yes Mfr, OD, S Inaslve Infrastructure;GC§34090 Ppr QC-LW Reimbursement/Improvements/ Yes Mag Yes: After City Clerk 350 30 Assessment Districts P P before Mfr, OD, S Inaekve Infrastructure. GC§34090 Completion Ppr QC 8 OD 400-REDEVELOPMENT I SUCCESSOR AGENCY When No When No E Develop. 40010 Administration Longer Longer Pam' GC§34090 et seq Required Required EoDrl When No When No 400.20 Special Studies/Reports Longer Longer Mom' Copies;GC§34090.7 Develop. Required R uired Ppr When No When No Erna 40030 Policy/Regulations Longer Longer P Copies. GC§34090 7 Develop. Required R cared pr HUNTINGTON BEACH, CA.®1995 2011 Gladvell Governmental Services. Inc -all rights reserved Do not duplicate or dislnbute without prior written permission from GGS(909)337-3516 Revision Approved. 3/9/2020 Ver 380 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of Category ID a 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 Mir Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for Ci -/Node Standards Retentions be in when the act is completed, and imply a full file folder a q last documenf + 2 ears since destruction is normaily performed by hie folder HOLDS Lib ation, claims. complaints. audits, Dendina records re nests andlor investi ahons suspend normal retention Denods retention resumes after settlement 425-CODE COMPLIANCE I CODE ENFORCEMENT When No When No City Clerk 425 10 Administration - Demolibon Photos Longer Longer Ppr GC§34090 at seq. _ Required Re uued C t, Cif-•'- 425.20 Short Term Rentals Pam GC§34090 et sea ar 430 - HOUSING When No :a N., ag City Clerk 43010 'Administration Longer Longer Pprr GC§34090 at seq. _ Required Ra id Ppr City Clerk 430.20 iOabon Cent Naver.._Homeless - Maa. Department Preference, GC Shelter 1 ears ] Fix 434090 Preservation/ Rehabilitation i Map, Yes After City Clark 430,30 Relocation P P Mir.OD, S Project Infrastructure, GC §34090 Ppr Completion Map, Yes After City Clerk 430.50 Affordable Housing P P Mk,OD, S Project Infrastructure,GC 534090 Ppr Completion Mag, Yes After City Clerk 430.55 Senior Housing P P Mfr, OD, S Project Infrastructure, GC§34090 Ppr Completion Map Yes After Department Preference: GC City Clerk 430.W Mobileftome Parks P P Mfr,OD, S 10 years §34090 Ppr Economic Map, Department Preference.GC Develop. 430.70 Studies and Reports 10 years 10 y"m ppr §34090 Staffing When NO 430 Advisory sory Groups Longer LK Mag Copies (staffing Department is Depart Required Ppr OFR). GC§34090 7 Required R 440 - PLANNING HUNTINGTON BEACH, CA.®1995-2011 Gladwell Governmental Services Inc -all rights reserved Do not duplicate m disvibute without prim written permission from GGS(909)337-3516 Revision Approved 3/9/2020 Ver 380 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC 37 Office of Category ID s Records Description Retention ! Disposition Comments I Reference Record Image. Destroy Active Inactive! Total Media I=Import Paper after (OFR) (in oficel CD or Mir Retention Vital? Options M=Mfr Imaged & It the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be m when the act is completed and imply a full file folder fe Q last document + 2 ears) since destruction is nonnally performed by file folder HOLDS Liti ation claims complaints. audits pending records requests, and/or investi ations suspend normal retention Denods retention resumes after settlement 600 -AGREEMENTS I CONTRACTS Lead Dept 600.05 Administration 2 years Mag'Ppr GC§34090 et sea _ Statewide guidelines propose completion+ 5 years for non- capital improvement contracts& Yes Mag Yes: After completion+4 years for Canplstion Completion transportation and concessionaire City Clerk 600A0 Professional Services Agreements Before Mfr. OD, S Jnaetwe +10yests + 10 yearsagreements Statute of Completion' Ppr OC S OD 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 Before Mfr, OD, S laadwwe + 5 years +5 years agreements Statute of completion Ppr QC&O Limitations Is 4 years. 10 years for Errors&Omissions. CCP §§337 337 1(a), 337 15, 343. GC §34090 HUNTINGTON BEACH, CA.@1995 2011 Gladmell Governmental Services. Inc -all rights reserved Do not duplicate or distribute m+thout prior mitten permission from GGS(909)337 3516 Revision Approved 3/9/2020 Ver 38C RECORDS RETENTION SCHEDULE: CITY CLERK Page CC38 Rece o cord( Category ID# Records Description Retention I Disposition Comments I Reference Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR (in office) CD or Mfr Retention Vital9 Options M=Mfr Imaged& = C' If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed, and imply a full file folder e.g last document+2 ears since destruction is normally erformed by file folder. HOLDS Liti ation claims complaints, audits,oandino records re uests. and/or investi ations suspend normal retention eriods retention resumes after settlement Statewide guidelines propose completion+ 5 years for non- capital improvement contracts& Yes: Mag, Yes: After completion+4 years for Completion Completion transportation and concessionaire City Clerk 60020 State Agreements +5 years +5 years Before Mfr,OD, S agreements. Statute of Completion Ppr OC&OD 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& Yes: Mag, Yes: After completion+4 years for City Clerk 1 600.25 County Agreements Completion Completion Before Mfr,OD, S laaetive transportation and concessionaire ( +5 years + 5 years agreements. Statute of Completion Ppr QC&OD Limitations is 4 years; 10 years for Errors&Omissions, CCP §§337. 337.1(a), 337.15, 343; GC §34090 t - All infrastructure,JPAs, &Mutual Aid contracts are permanent for emergency preparedness; Redevelopment Agency 1 Yes: Mag, Yes: After Statute of Limitations is 4 years; City Clerk 600,30 Successor Agency I Oversight P P Before Mfr,OD, S lnaelive 10 years for Errors&Omissions; Board Completion Ppr OC&OD CCP%337. 337,1(a), 337.15, 343.GC§34090, Contractor has retention requirements in 48 CFR 4,703 HUNTINGTON BEACH, CA.c*1995-2011 Gladwell Governmental Services.Inc.-all rights reserved Do not duplicate or dislnoule wthout prior vmtten permission from GGS(909)337-3516 Revision Approved: 3/9/2020 ver 360 RECORDS RETENTION SCHEDULE: CITY CLERK ''' I" '-' MM 0 Category ID 0 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 & 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 a Q last document + 2 years). since destruction is normally performedbyhis folder OLDS Liti afion claims, complaints. audits. Dendina records recruests. and/or investi ations suspend normal retention pan (retention resumes after settlement Statewide guidelines propose completion + 5 years for non- capital improvement contracts& completion + 4 years for Completion Completion Yes Mag, Yes: After transportation and concessionaire City Clerk 60035 Concession Agreements Before Mk,OD, S kiacNve + 5 years + 5 years agreements Statute of Completion Ppr QC g 0D Limitations is 4 years, 10 years for Errors&Omissions:CCP §§337 337.1(a). 337.15. 343,GC §34090 Yes. Meg, Administrative&legal value City Clerk 60040 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 Mag, Yes. After capital improvement contracts. City Clerk 800.45 Franchises +5 years + 5 years Before Mfr,OD, S kiaelwe Statute of Limitations is 4 yearn, Completion Ppr QC& OD 10 years for Errors&Omissions, CCP§§337 337.1(a), 337.15, 343, GC§34090 HUNTINGTON BEACH, CA.c1995 2011 Gladwell Governmental services Iric all rights reserved Do not duplicate or distribute without pnor written permission from GGS(909)337-3516 Revision Approved 3/912020 Ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK Pa'je CC 40 Office of Record Category ID N Records Description Retention ! Disposition Comments ! Reference Image: Destroy Active Inactive l Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City-Wire Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+ 2 ears since destruction is normal!X eerformad by file folder. HOLDS:Liti at/on claims c2n laints audits,pending records re uests and/or investigations suspend normal retention eriods 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: Meg, Yes: After Statute of Limitations is 4 years. City Clerk 600,50 Public Works, reservoirs, sewers. P I' Before MV,OD, S Inactive 10 years for Errors&Omissions; sidewalks, signals, street&alley Completion Ppr QC&OD CCP§§337. 337.1(a), 337.15, improvements, utilities,water, 343. GC§34090, Contractor has wheelchair ramps,etc. retention requirements in 46 CFR 4.703 Exceptions: Landscaping, street aving I _ Statewide guidelines propose Agreements&Cash Contracts completion+5 years for non- Approved by Council: NOW capital improvement contracts& INFRASTRUCTURE: Yes: Meg, Yes: After completion+4 years for Completion Completion transportation and concessionaire City Clerk 60055 Before MV,OD, S laaEt ve agreements Statute of Consultants, Landscaping, Slurry + 10 years + 10 years . Seals, Tree Trimming, Leases, Completion Ppr 8 OD 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 EEOC/ADEA(Age)requires 1 Agreements&Cash Contracts Yam: Meg, year after benefit plan termination; Slate Law requires 2 City Clerk 600.60 Approved by Council: P P Before Mfr,OD, S No R Expiration Ppr years after action; 29 CF Retirement Agreements(PERS) 1627.3(b)(2). GC §§12946, IZ960, 34090 HUNTINGTON BEACH, CA.cn995-2011 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 Vr" 78 o RECORDS RETENTION SCHEDULE: CITY CLERK PageCC41 Office of Record Category ID# Records Description Retention I 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 & =5 n If the record is not listed here refer to the Retention for Ci -IMde Standards Retentions begin when the act is completed, and imply a full file folder a Q last document+2years), since destruction is normal!y perfomred by file folder. HOLDS:Li# afion claims com taints audits,pandinq records re uests and/or investi ations susoand normal retent on eriods retention resumes after settlement). Agreements&Cash Contracts - M Other City Entities: om' City Clerk 800.85 P P Yes(all) Mfr.OD, S No GC§34090 Title Insurance,Land Records Ppr Agreements Approved by Council: EEOC/FLSA requires 3 years for Expiration + Expiration + Yes: Mag, MOUs; State requires 2 years;29 City Clerk 600.70 MOUs-Memorandas of 15 years 15 years Before Mfr,OD, CFR 516.5, GC§§12946, 12960, Understanding Expiration Ppr 34090 Department Preference; Statute Yes: Mag, of Limitations is 4 years; 10 years City Clerk 600.75 Housing Authority Agreements P P Before Mir, OD, for Errors&Omissions; CCP Expiration Ppr §§337. 337.1(a), 337,15, 343; GC §34090, Department Preference; Statute Mag, of Limitations is 4 years; 10 years City Clerk 600.60 Other Contracts/Agreements- P P Mir,OD, for Errors&Omissions; CCP (Licensing) Ppr §§337. 337.1(a), 337.15,343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 Department Preference, Statute Confidential Contracts/City Yes: Mag, of Limitations is 4 years; 10 years City Clerk 600.85 Attorney P Before Mir,OD, for Errors&Omissions; CCP Expiration Ppr §§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: 3/9/2020 ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK I' ''I, j .1.1 Office of Category ID 8 Records Description Retention I Disposition Comments I Reference Record Image: Destroy (�R) Active Inactive I Total Media I=Import Paper after (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & If the record is not listed here refer to the Retention for C! -Wide S1arMards Retentions be m when the act is completed. and imply a full file folder a q last document + 2 ears since destruction is no"ally performed by file folder HOLDS: Lift atiar, claims complaints, audits, Dendina records re uests and/or investi ations suspend normal retention ppenods 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 60090 ,Before I Mfr.OD, S kraetwe Contracts) + 5 years • 5 years agreements Statute of Completion Ppr 9C g Op Limitations is 4 years, 10 years for Errors&Omissions. CCP §§337. 337 1(a), 337.15, 343, GC §34090 Department preference. Exceeds auditina standards for grants. Grants covered by a Consolidated Action Plan are required for 5 Years, Uniform Admm Reguuements for Grants to Local Governments is 3 years Small Business Grant Agreements Completion o10 I lion Yes After Yes Mao. from expenditure report or final City Clark 60091 {Could Relief CARES Act Funding, Before Mir. O S payment of grantee or etc * 1 r 10 Years OC&OD Completion P2 subgranlee.statewide gwdeGnes propose 4 years,2 CFR 24 CFR 91 105(h), 92 505, 570 490, &570 502(a), 29 CFR 97.42 OMB Circular A-110&A- 133 GC 434090, GC 4850 7. CCP FA337 337.1(a) 337.15 343: GC ti34090 AS/ Completion Completion Mag, Purchase 600.95 Purchase Orders 5 fYa +5 ors p r Copies;GC§34090.1 HUNTINGTON BEACH, CA. 1995 2011 Gladwell Governmental Services Inc all rights reserved 0o not duphr le or distribute without prior wntien permission from GGS(909)337-3516 Revision Approved 3/912020 Ver 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK PageCC-46 Office of Category ID 0 Records Description Retention I Disposition Comments I Reterence Record Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mir Retention Vital? Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City-Wide Standards Retentions be m when the act is coin lsted and imply a full file folder te g last document+2 ears), since destruction is normally performed by file folder HOLDS Liti ation claims corricilaints, audits oending records re Quests andior itivest'llations suspend normal retention Deriods retention resumes after settlement Department Preference, Statute of Limitations Public official misconduct is discovery of Oaths Of Office Other(required Of Meg, Yes. After offense+4 years. retirement City Clerk 62065 ati the Officers'") p hMr,OD, S Inactive benefits is 6 years from last Ppr QC &OD action,statewide guidelines propose Termination +6 years: GC§§36507. 34090. PC §§801 5,803(c), 29 USC 1113 Department Preference, No City Clark 620.70 Elections-Certificates of Election 8 years P P Ppr S Yes After tacfic legal requirement, Inactive Statewide guidelines propose 4 years,GC§34090 Elections-Campaign Reports MIN pp After 2 Paper must be retained for at City Clark 620.75 (FPPC 400 Series Forms). 7 years 7 years Ppr S years least 2 years;GC§81009(b)&(g) OTHER COMMITTEES(PACE) Elections- Campaign Reports For Electronic Filmos. Data that (FPPC 400 Series Forms&Form has been maintained for at least City Clark 62080 501) SUCCESSFUL 2 years P p MB,OD, S After 2 10 years may then be archived in CANDIDATES Elected Officals Ppr years a secure format Paper must be J electronically or retained for at least 2 years:GC §81009(b)&(9);GC 684615(l1 Elections- Campaign Reports Candidates without committees (FPPC 400 Series Forms&Form are not required to file Iheir 501) UNSUCCESSFUL statements reports or copies City Clerk 620.85 CANDIDATES 5 years 5 years Ppr online or electronically. Paper Includes Unsuccessful Candidates must be retained for at least 2 Without Committees that Don't File years; GC§81009(b)&(g); g Electronigally §84615 HUNTINGTON BEACH, CA. 19952011 Gladwell Governmental Services. Inc an rights reserved Do not duplicate or distribute without prior wnnen permission from GGS(W9)337-3516 Revision Approved 3/912020 V r 38 c RECORDS RETENTION SCHEDULE: CITY CLERK Page CC orRecord (Category ID# Records Description Retention I Disposition Comments 1 Reference Image: Destroy (OFR) Active Inactive Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& It 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 to.q. last document+2 ears), since destruction is normalIV Derformed by file folder. HOLDS:Liti ah'on claims corn taints audits endin records re uests anrUor investi ah'ons sus end normal retention eriods retention resumes attar settlement). Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form) UNSUCCESSFUL men fieelectronicallyr CityClerk 620.87 10 veers 10 veers Mao required for 10 veers; GC CANDIDATES, ELECTRONICALLY FILED-WITH &81009fb18(gl. GC 684615 or WITHOUT Committees Elections-Campaign Reports (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE MR,OD, After 2 Paper must be retained for at City Clerk 620.90 ORIGINAL WITH CITY CLERK 4 years 4 years Ppr S years least 2 years; GC §81009(f)8(g) (copies)e.g., County Supervisors, Assemblyman, etc. I I _ Clerk's Working File, and holding When No When No City Clerk 620,95 file for 400 series forms prior to Longer Longer Mag, Preliminary documents I determining successful or Required Required Ppr transitory records; GC§34090 unsuccessful candidate status 630-LEGAL OPERATIONS City When No When No Mag Attorney 630.10 Administration Longer Longer PPS' Copies; GC§34090.7 Required _ Re uired _ Mag' Yes. After Department Preference; GC City Clerk 830.30 Legal Opinions P P Mfr,OD, S 10 years §34090 Ppr city Attorney 630.40 Litigation 2 years 2 years Pag' Copies; GC§34090.7 City Clerk 830.50 Legal Procedures Superseded Superseded Mag,+2 years +2 ears Ppr GC§34090 Ethics Training Certificates for City Clerk 630.55 Elected Officials, Boards and 5 years 5 years Ppr' GC§53235.2(b) Commissions HUNTINGTON BEACH, CA.®1995-2011 Gladwell Governmental Services, Inc.-all fights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver. 38.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page cc 1i0 OffRecord of I Category ID• Retefds Description Retention I Disposition Comments I Reference Image. Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Relent' Vital? Options M=Mfr Imaged R If the record is not listed here refer to the Retention for City-Wide Standards Retentions boom when the act is completed, and imply a full file folder a a last document * 2 ears since destruction is normally performed by file folder OLDS Liti ation claims complaints, audits,Dendina records re uests. andlor investigations suspend normal retention penods 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 Cleric 640,10 Ordinances I Amendments P P Yes All Mfr, OD. S No GC§34090 Ppr Uniform Codes Adopted by Mag City Clerk 640.15 Reference(California Building P P Yes All Mfr, OD, S No Department Preference:GC Code,etc.) Ppr §34090 City Clerk 640.20 Codification(City Clerk's working 2 years 2 years Mag GC§34090 file) Ppr City Cleric 840.30 County 2 years 2 years Mag, Department Preference; GC Ppr §34090 State Mag, Department Preference; GC City Clark 640.40 Reaistry of Public_Agencies) 2 years 2 years Ppr §34090 City Clerk 840.50 Federal 2 years 2 years j Mag, Department Preference. GC 1 Ppr §34090 City Clark 640.60 Resolutions Adopted by Other 2 years Ej Mag, Department Preference(nort- Coles Ppr records) When No City Clerk 64090 'Your Departments Working File Longer PprGC §34090 et seq 850 -REAL PROPERTY When No When No Lead Dept 650.10 !Administration Longer Longer Ppr GC §34090 et sect Required R cared City Cbric 650.20 Acquisitions(Deeds,Title Reports, P P Yes All M Mag fr OD, S No GC§34090 etc ) P r HUNTINGTON BEACH, CA. 1<F35-2011 Gladwell Governmental Services. Inc all fights reserved Do not duplicate of distribute wthout prior v ritten permission from GGS(909)337-3516 Revision Approved: 3/9/2020 February 22, 2021 SUBJECT UPDATE TO RECORDS RETENTION SCHEDULES Department Fire Vernon 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 �T. Z 2y I Department Head Date City Clark L Date ��`�-�— 3 I e i City Manager Date [h-4 ? .31�l City Attorney r Date Ver230 RECORDS RETENTION SCHEDULE - FIRE Pagr' i ' Office of Category ID if Records Description Retention I Disposition Comments l Reference Record Inactive Image: Destroy (OFR) Active (Off-site, Total Vftal7 Media I=Import Paper after (in office) OD or fNfr) Retention Options M=Mir Imaged 8 S=Scan OC'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 a q last document+ 2years), since destruction is normally performed by file folder HOLDS Liti ation claims complaints. audits,Dendino records requests, and/or investi ations suspend normal retention Dencids retention resumes after settlement I=CHRiF/ADMINISTRATION Background Files- Employees, Separation+ Separation+ Meg' Yes: After Retained for administrative value. Fire FR-001 Volunteers 8 Reservists 5 years 5 years M PAD, S 14 OC GC§34090 Transitory or source records not Until Until business, in the ordinary course of Superseded, Superseded, M business. CHP audits every 2 Meg,1 ire FR-002 DMV Pull Notices-Fire Only or Employee or Employee eg years. Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records. GC§34090 Department preference.All Slate and Federal laws require retention unbl final disposition of formal Disposition Disposition complaint. State requires 2 years Fire FR 003 Grievance Files + q years + 4 years Meg, after action is taken, 29 CFR pr 1602,31 8 1627 3(b)(ii), 8 CCR §3204(d)(1)at seq . GC§§12946. 12950, 34090, 29 USC 1113. LC 1174 Department Preference, State 8 Federal laws require retention until final disposition of formal Internal Affairs I Investigations/ Final FinalMall complaint, State requires 2 years i iru F R-004 Disposition Disposition after action is taken, Statute of Discipline Files +4 years +4 years Ppr Limitations is 4 years for misconduct. EVC§1045, GC §§12946, 12960, 34090, PC §§801 5,803(c),832.5,VC§2547 HUNTINGTON BEACH, CA. 1995 2016 Gladvell Governmental Services. Inc all rights reserved Do not duplicale or distritiute without prior vemen permission from GGS(909)337 3516 Revision Approved: 3/9/2020 ver 230 RECORDS RETENTION SCHEDULE - FIRE Iraye I Office of Category ID a Records Description Retention I Disposition Comments 1 Reference Record___ — Image: Destroy Active Inactive [E] Media I=Import Paper after (OFR) (In ctive ('sits, Vital? Options M=Mfr Imaged & OD or Mfr) S=Scan QC-d If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder a Q last document+ 2 years), since destruction is normally pelormed by file folder OLDS Lihoatoon. claims complaints, audits,Dendino records re uests and/or investi ations suspend normal retention periods retention resumes after settlement Statute of Limitations for Health Providers is 3 years, Statute of (Junior Lifeguard Program Yes Meg Limitations any" liability founded Fire FR-005 4 years 4 years During upon an instrument in writing"or (Applications,etc.) Program ppr not specifically provided for is 4 years. GC§34090, CCP§§337, 340.5. 343 Log Books- Marine Safety mag• Yes: Department Preference: For Fire FR-006 "Headquarters Log" P P Mfr,OD, SA 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 by Human Personnel Files - Department Separation + Separation + Before Mag are maintained to 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)Q4. 8 CCR §3204(d)(1)et seq . GC§§12946. 12960, 34090 HUNTINGTON BEACH, CA.01995 2016 Gladvell 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 V," " ' RECORDS RETENTION SCHEDULE - FIRE Office f Record Category ID AI Records Description Retention I Disposition Comments I Reference Inactive Image: Destroy (OFR) Active (Ott-site, Total Vital? Media I=Import PaperaPoer (m office) OD(off-site, Retention Options M=Mfr Imaged& S=Scan QC'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions bacon when the act is completed, and imply a full file folder a q last document+2years), since destruction is normally performed by file folder HOLDS Liboation, claims can faints auditspending records requests, and/or invests abons suspend at retention Danods 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; Stale&Federal laws Respiratory Fit Tests, require 2-3 years, 29 CFR Vaccinations. TB Tests,etc 1602.31 t3 1627.3(b)(ii), 8 CCR 5144, 8 CCR§3204(dX1)of seq . GC§§12946, !Z&Q,34M Department Preference; retained to comply with ISO(Insurance Personnel Files-Training FINS: Mag, Services Office)requirements and Separation+ Ves. Until Yes-After Fire FR-010 Training, Certificates, First Aid Separation+5 years 5 years Separation Mfr' S for the convenience of former Separation Traming Database, etc Pprr employees. Paramedic/EMS Training is required for 5 years. 22 _ CCR 100176(d). GC § 34090 Recruitment Files Solicited: Copies - Copies- Human Brochure. advertisement When No When No Copies- re Human Resources Is FR011 itesour - unsuccessful applications Longer Longer Ppr OFR andreft orms for 3 years; GC ces selection materials tests. etc _ Required R wired §34090.7 Life of Life of Fire FR-012 Ship's Logs Vessel + 2 Vessel+2 Mag, Department Preference. GC years ears Ppr §34090 Stallard Operating Procedures/ Minimum Minimum Yes Until Mag, Departlnerd Preference, CCP Fire FR-013 Superseded Superseded Supersede Mfr. OD. Sol No §337 et seq . CCP§340 5; GC Policy and Procedure Manual + 3 years + 3 years d Ppr 34090, CFC 104.E— 104.6.4 HUNTINGTON BEACH, CA. 1995 2016 Gladmell Gov rnmeniai Services. Inc -ali ngnts reserved Do not duplicate or distobule without pnur vmtten permission from GGS(W9)337-3516 Revision Approved: 3/9/2020 Ver230 RECORDS RETENTION SCHEDULE - FIRE PageF4 M"of I Category ID Ki Records Description Retention I Disposition Comments I Reference RecordInactive image: (OFR) Active (Off-site, Total vital? Media I=Import Paperaher (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 com lated and imply a full file folder a g last document+2years), since destruction is normal!y performed by file folder HOLDS Lid ation claims complaints, audits, Deadino records requests. ands investi ations susDend normal retention Dencids retention resumes after settlement FIRE PREVENTION Fire FR-014 Abatements, Code Violations 5 years 5 years Yes Until Meg, GC §34090. CFC §§ 104.6— (violation database)Life Safety Resolution Ppr 10464 Civil Citations-Fireworks Yes. Until Meg, GC§34090 CFC§§ 104.6— Fire FR-015 Citations.Overcrowding, Parking, 5 years 5 years False Alarms, etc. Expiration 'I Ppr 104.6.4 Superseded Superseded Meg} Non-records used for reference Fire FR-015 Knox Box(locked key to building or Life of or Life of Ppr (Knox.com is the Office of (Knox) for emergency entries) Building BuildingPpr Recordl; GC§34090 Department Preference, Occupancy Files Commercial R 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 Ma9. Yes. After years,whichever is longer for F ire FR-017 Protection System Plans. Minimum 5 Minimum 5 Mtr,OD, Sn 30 days Approvals, Inspections. Fires, Operational 8 Construction years, years, Ppr Modification/Alternative Methods Inspections, Evacuation Plans, whichever whichever or Materials. CCP§337 at sag , 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 Business- Meg' Yes. After the Structure or Activity, or 5 Fire FR-018 Multiple Violations Includes Fire Minimum 6 P Yes(all) Mtr, OD, SA days years CCP§337 et seq . CCP Protection System Plans, Permits, Ppr Operational S Construction years §340.5, GC §34090, CFC §§ 104 6 Inspections, Sprinklers, —10464 Evacuation Plans,etc HUNTINGTON BEACH, CA. 1995 2016 Gladwell Governmental services Inc all rights reserved Do not duplicate or distribute mthoui prim written permission from GGS(909) 337-3516 Revision Approved. 3/9/2020 Ver230 RECORDS RETENTION SCHEDULE - FIRE PageF-5 OffiC°of Record Category ID 0 Records Description Retention 1 Disposition Comments I ReBrence Inactive Media Destroy (OFR) Active (�-s� Total Vital? Media I=Import Paper after (in office) OD or AAfr) Ratentlon Options M=Mfr Imaged 8 S=Scan OC'd If the record is not listed here refer to the Retention for Ci -Wide Standards etentions be in when the act is completed, and imply a lull file folder a. last document* ? ears since destruction is normal/ performed b file folder HOLDS Ldr ation claims complaints. audits. pending records requests, and/or invesb ,, cos suspend normal retention periods retention resumes after settlement p Department Preference. Mag.m Inspections required for 3 years. Fire FR-019 Oil Well Inforation and Life of the p p Yes lash Mfr. OD, S/I Yes- After CCP§337 at seq . CCP§340 5. Inspections Well� ti: 30 days Ppr GC §34090 CFC §§ 104.6— ye�rs 104 6 4 EMERGENCY SERVICES I EMERGENCY OPERATIONS CENTER Disaster Claims t Strike Team Mdy Yes. After Department Preference. GC Fire FR-020 Reimbursements(FEMA/DES 10 years 10 years Mir, OD, S 11 QC "090 Reimbursement Records) I Ppr Emergency Operations Plan Superseded Superseded Msp, Office of Emergency Department preference, GC Fire FR-021 and a and Yes(all) Mfr,OD, SA No Management 8 Homeland Approved Approved pa §34090 Secunty) — Superseded Superseded Mag, Non records(County maintains City Clerk FR-022 'Evacuation Plans(County Wide) and and Yes (all) Mir, OD, SA No originals), GC§34090 Approved A roved Ppr HUNTINGTON BEACH, CA. 1995-2016 Glad.+eu Governmental Serves. Inc -all rights reserved Do not dupe sate or distribute without I wntien permission hom GGS(Wig)337-3516 Revision Approved: 3/9/2020 Ver23.0 RECORDS RETENTION SCHEDULE - FIRE PageF-6 office o Cattegory ID 0 Records Description Retention/Disposition Comments l Reference Record Inactive Total Destroy (�R) Active (Offoive Total vital? Media I=Import Paper 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 Co -Wide Standards Retentions be n when the act is coin lsted. and im f a/ull file/older a last document+ 2 ears since destruction is normally performed bv file folder HOLDS Liti ation claims complaints. audits, vandino records re nests. and/or nwr ^s suspend normal retention Denods 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 Meg, Public FR-023Clean-ups and/or Exposure 2 years I� OD S Yes. After separated from employment, Works/ Records s g /or E Oil, Landfills) r, QC&OD Claims can be made for 30 years Planning for toxic substance exposure, 8 CCR§3204(d)(1)at seq , GC §§12W. 12960, 34090 Department Preference(Submitted Online to CERS); If records were Fire HazMat Disclosure Information i Mag, Yes After not produced by the City. may (CERS1 FR-024 CUPA Disclosures i Business 5 years Mh,OD, S OC&OD destroy when no longer required Plans Ppr (non-records). all employee exposure records are exposure+30 years, 8 CCR§3204(d)(1),at seq. If records were not produced by the City. may destroy when no Petro-Chemical Records (Haz Superseded Mom' Yes: After longer required (non-records), all Fire FR-025 Mat) -Oil Wells. Methane + 2 years Mir, 00' SA QC&OD employee exposure records are exposure+30 years. Cal Code Reg §3204(d)(1). at seq HUNTINGTON BEACH, CA.©1995-2016 Gladiiell Gowmmental services Inc all rights reserved Do not duplicate or distnoute vethout prior wntlen permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver23.0 RECORDS RETENTION SCHEDULE - FIRE PageF-10 M"0 Category ID 0 Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (�-eke. Total vital? Options I=Import Paperafter (in office) OD Mir) Retention Options M=Mfr Imaged S S=Scan QC'd If the record is not listed here refer to the Retention for City-Wide Standards Retentions becrin when the act is completed, and imply a full file folder fe.q last document 2 ears since destruction is normally performed by file folder HOLDS Gti ation claims complaints, audits Dendino records requests, and7or 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 for health providers is 3 years. Fire FR-037 Prehospital Care Reports(PCRs)- 1 year 6 years Mfr,OD, S No CCP§340 5, GC§3409D, FR ADULTS Plat §§1797 ).9 CCR 94123145,42 2 C 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 Department preference, No longer Station Log Books(Incidents- Map, using these will keep the 2020 Fire FR-039 4 years P kept at Rue Stations) 7 7 veers N Mfr,OD, S11 No Loa until 2027 MSS be-rNaxred PPr IaF h star Gal anal earn FilrWallYS value; GC§34090 IFSTA maintains originals, Training Materials Standards and Meg' Yes After Conforms with HazMat exposure Fire FR-040 Administration (produced by Superseded Superseded MR,OD, SA QC requirements, Statewide IFSTA) Ppr guidelines propose 2 years. 8 CCR 3204(d)(1), at seq HUNTINGTON BEACH, CA.®19952016 Gladwell Govemmenlal services.Inc -all rights reserved Do not duplicate or distribute"thout pnor wrdten permission from GGS(90g)337-3516 Revision Approved 3/912020 December 22, 2020 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Community Development Version Number Being Approved: 18.0 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. 1J j"" �4P•+2. 1 2c2 � Department Head Date Cittyy/Cleerk_ Date City Manager Date AIL ` tip 3 a3 1 City Attorney Date Ver. 18.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT PapQ-[) ' OffiRecord c Category ID• Records Description Retention I Disposition Comments I Reference Image: Destroy Inactive Paper (�R) Active Off-sits, Total yIts17 Media I=Import after fin 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 becon when the act is completed, and imply a full file folder a q last document+ 2 ears since destruction is normal!y performed by file folder HOLDS-Liboation, claims can laints audits ndin records re nests and/or investi attons suspend normal retention perrods retention resumes a settlement BUILDING&SAFETY Comm When No When No Records used to facilitate permit Dev / BL-001 Applications Longer Longer Meg. Ppr Issuance, Projects may expire 8 Safetyy Building Required Required after 2 years, GC§34090 Comm Department Preference, Statewide Dev / MegBL-002 Building Permits -ALL P P Yes(all) Mfr, S Yes: 30 guidelines propose permanent. Building OD,Ppr days GC§34090 & Safety _ Comm Dev ! Department Preference;- Data Is Building BL-003 Building Permit Dobbs** Indefinite Indefinite Yes(all) Meg 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 for commercial and common When Dev / soils reports. energy calculations. Life of Life of Mag. Mir, Yes: 30 interest dwellings. Statewide Budding BL-004 commercial structural plans, Permit Budding Building Yes(all) OD, Ppr s days guidelines propose 2 years for & Safety commercial structural calculations. Finalled blueprints&specifications. CBC expired pro)ects) 104.7& 107.5. H&S§19850, GC §34090 Comm When No When No Dev. I OL-005 Building Plans- Expired or Longer Longer Ppr Non-records Building Withdrawn(not permitted) Required Required &safety _ _ - Comm Dev J BL-006 Certificates of Occupancy P P Yes(alp Mag. Mfr, s Yes: 30 Statewide guidelines propose life Building OD. Ppr days of building GC §34090 & Safety HUNTINGTON BEACH, CA. 1995-2016 Gladwell Governmental Services, Inc all rights reserved Do not duplicale or distribute wahout prior written permission from GGS(909)337 3516 Revision Approved: 3/9/2020 Ver. 18.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT PageQ-2 Office of Category ID R Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) OD or 1 Mir) Retention Vital? Options li r Imaged ager & 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 hie folder a g last document+2 ears since destruction is normally erformed by hie folder HOLDS Liti ation. claims complaints, audits,Dendina records requests, andlor investi ations suspend normal relention periods retention resumes after settlement Comm When When Records used to facilitate permit Dev / Inspection Records Appeal Requests. Inspection Reports Permit Permit Meg, Ppr Issuance. Projects may expire BL-007 &Safety Requests. Flnalled after 2 years, GC§34090 Comm Transitory Records/Preliminary Lists. Correction, Building, Plan When No When No Dev / BL-" Review. Plan Check Form, Building Longer Longer Mag, Ppr Documents used to facilitate Building permit issuance. Projects may &Safety Correction List, etc Required Required expire after 2 years. GC§34090 Comm Project Fib(finalled projects Dev r Residential)Reports Calculations. When No When No Mfr, Yes_ This information is reflected on the Building BL-009 Energy. Soils, Specifications Longer Longer OD P S After 30 plans.GC§34090 et seq &Safety submitted by applicant Required Required days Comm. Project File (finalled projects I When No When No Yes: Dev./ Commercial)Reports. Meg, Mir This information 0 at seq.. on the BL-010 Longer Longer S Ada 30 Building Specifications energy and soils Required Required OD, Ppr days plans; GC§34090 et seq. &safety reports Dev Dew. Requests& Permissions to Receive ies to and from 2 D I BL-011 Co of Plans Building p ( years 2 years Meg.Ppr GC§34090 & Safety architects) Department Preference. Law requires for the life of the building Comm. Yes for commercial only. Statewide Dev / Meg, Mfr. . guidelines propose 2 years for BL-012 Sign Permits-ALL 2 years P P Yes(all) S After 30 Building OD. Ppr blueprints 8 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 Approved. 3/9/2020 Ver 18.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT l'`g" Record Category ID• Records Description Retention / Disposition Comments I Reference Image: Destroy Aatltre Inactive Total Media I=Import Paper (OFR) (In office) (Ofi-site. Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged 6 If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder a q last document+2 ears since destruction is normally performed by file folder HOLDS:Liti ation claims, coin taints audits endin records re uests and/or ovesti ations suspend normal retention periods 4efention to after settlement Comm Dev / BL-013 Uniform Building Codes/California When When Mag. Ppr GC §50022 6 Building Budding Code Superseded Superseded &Safety CODE ENFORCEMENT No Comm Lon r NLonnero Case is open until satisfactorily CE-001 Requited- Required- Dev / Code Enforcement-Including 9 Yes. Unfit M resolved. City Clerk maintains r Code Prosecution Requests Minimum 2 Minimum 2 Resolution p'P P originals that are presented to Enforc Council. GC§34090 _ years ars CDBG Funded;Uniform Admm Requirements for Grants to Local Governments is 3 years from Comm When Longer Lonnero expenditure report or final Dev / CE-002 CDBG Cases Required- Required - Yes Until � P payment of grantee or subgrantee. Code MNtknLnn 5 Minimum S Resolution 2 CFR 200.333,24 CFR Enforc 91.105(h),92,505, 570.490. & years years 570.502(a). 29 CFR 97 42, OMB Circular A-110&A-133. GC 34090, GC §8546 7 PLANNING Common. When No When No Alcoholic Beverage License Dev / PL-0Ot Longer Longer Ppr Non-records Application Copies or Notices Planning Required R died city Clerk PL-002 Annexation/Deannexation Fibs 5 years P P Mag' Mfr, S No Department Preference;City Clark OD. Ppr is OF GC §34090 7 County PL-003 lAssessor Parcel Information Superseded Su erse en When Meg, Mfr. GC §34090 OD. Ppr HUNTINGTON BEACH, CA. -:.1995-2016 Gladwell Governmental Services. Inc -all rights reserved Do not duplicate w distribute vnthout pnor vvrtten permission from GGS(909)337-3516 Revision Approved: 3/9/2020 °r , , RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT P,I ' �Office of Record Category ID a Records Description Retention I Disposition Comments i Reference Destroy Inactive Image. Paper (OFR) Active (Off-site, Total Vtlal? Media 1-import after (in office) OD or Mfr) Retention Options M=Mfr ,Imaged i S=Scan If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed, and imply a full rile folder aq last document+ 2 ears since destruction is normally perfomied by file folder HOLDS Litigation. claims conlitilaints, auditsPending records requests, and or investi ations suspend normal retention Periods retention resumes after settlement When No When No Legally Required for 30 days, Staffing Longer Longer Tape Department may prefer to retain PL-004 AUDIO RECORDINGS of Meetings Required- Required- for administrative purposes(audio Depart. Minimum Minimum (Meg) tapes are only 30 days is 30 da 30 da required), GC§54953.5(b) When No When No Yes: Census Mag. Mfr, Non-records: available on Me Bureau PL-005 Census. Demographics Longer Longer OD. Ppr S When Internet Required Required _ _ Inactive Commun. Unlit Mag. Mh. Yes Yes: U Dev ! PL-M Coastal Development Permits 2 years P Yes ed OD, Ppr S When Land Records:GC§34090 ComPlanning _ Inactive Entitlement/Project Figs: Administrative Review, Coastal Development, Conditional Use Permit(CUP), Development Agreement. Entitlement Plan Protects have 2 year vesting Amendment. Flood Plain Variance. (applicant mustt pull permit within 2 General Plan years)--those applications In Gen Am eral Plan VConiormance, Local which the applicant does not follow rn Comun. Yes through with permit may be Coastal Program Amendment. Lot Yes Until Mag. Mir. Dev / PL-007 Line Adjustment. Reversion to 2 SIB Completed OD Ppr S When destroyed alter the vesting period Planning Acreage. Sign Code Exception. Inactive has in Council . Some permits must Specific Plan. Temporary Use obtain meat m approval, Permit. Tentative Parcel/Tract. Department maintains complete Variance, Zoning Map Amendment files for 090.adm 34090 7 purposes. Precise Plan of Street Alignment GC§§34090. 34090.7 Zoning Text Amendment. etc (Includes Associated Plans 6 Maps) HUNTINGTON BEACH, CA. 1995 2016 Gladwell Governmental Services. Inc all rights reserved Do not duplicate or distribute vmlhout prior mitten permission from GGS(909)337-3516 Revision Approved. 3l9I2020 ver 1,9 c RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT I"I've Office of Category ID#�I Records Description Retention I Disposition Comments 1 Reference Record Destroy Inactive Image: Paper (OFR) Active (Off-site. H yital7 Mtios I=Import after (in office) OD or Mfr) Options MSca Imaged& S=Stan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normal!y performed by file folder. HOLDS:Litt anon claims complaints, audits,pendina records re uests and/or investi ations suspend normal retention Deniods retention resumes aRer settlement Commun. Mag, Mfr, Dev./ PL-008 Entitlement Log Map Book 2 years P P Yes OD, Ppr Sit No GC§34090 Planning Not all internal communications and notes are required to be Environmental Determinations saved: T-mails that do not Environmental Impact Reports provide insight into the protect or (EIRs), Negative Declarations, the agency's CEQA compliance Categorical Exceptions. etc.) / vnth respect to the protect—are CEQA 1 NEPA not within the scope of section �mun. Completion Completion 21167.E subdivision(e)and need a;v l PL-008.1 .of CEQA of CEQA Mao Por Correspondence submitted to,or not be retained."Golden Door Planning transferred from the agency,and Process Process Properties LLC v. Superior Court all internal aaencv of San Diego County (County of communications, including staff San Diego et al. Real Parties in notes related to a non-exempt Interest)(D076605, D076924. CEQA action D076993) (4th Dist. 2020).. PRC 21167.6.GC§34090 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. I PL-009 (EIRs), Environmental Assessments, 5 years P P Project S l l Planning Negative Declarations,etc. -EA/ Completed OD, Ppr year Cal Code Regs§15095(c): GC ND)Inside City boundaries §34l)90.7 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 HUNTINGTON BEACH, CA. e)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: 3/9/2020 Ver 180 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT 11+1" -office of Category ID a Records Description Retention I Disposition Comments I Reference Record Destroy Inactive Image: Paper Active Total Media 1=Import (OFR) (in office) IOff-site, Retention Options M=Mfr after OD or Mfr) S=Stan Imaged i If the record is not listed here refer to the Retention fa eN -Wide Standards Retentions begin when the act is completed, and imply a full file folder a g last document+2 years), since destruction is normally performed by file folder HOLDS Liti ation. claims. complaints, audits, Dendinat records re uests. and/or investi ah s suspend normal retention Denodds retention resumes after settlement Department Preference. City Clerk Maintains originals of all General Plan. General Plan Yes documents that were presented to City Clerk PL-011 Elements Amendments and P P Yes(all) Mag, Mfr. S/I After Conformances(GPC) OD' Ppr Amended Council: Planning maintains complete files for administrative _ purposes. GC§34090 Community Services. Public Works and Fire retain some Fire/ records until the employee Is HazMat Clean-ups. Federal Clean- Yes: Public PL-012 ups and/or Exposure Records(e g 2 years 28 years 30 years Mag' Mfr. S When separated from employment, Works/ Ascon Oil. Landfills) OD, Ppr Inactive Claims can be made for 30 years Planning for toxic substance exposure. 8 CCR §3204(dxt)et seq GC §§12948, 12960, 34090 City Clerk PL-013 Historical Landmarks(Local, State, 5 years P P Mag, Mk, S Yes. 1 GC§34090 or National Registers) OD, Ppr year Commun. Irrevocable Offers to Dedicate and Mag, Mfr, Yes. Dev./ PL-014 Covenants 2 years P OD, Ppr S After GC§34090 Planning Inactive Commun. Consistent with other studies. Dev / PL-015 Land Use Studies 5 years PP OD,�' S or I Yes: Statewde Guideline shows 2 Planning __- years, GC§34090 City Clerk PL-016 Local Landmarks P P Yes (all) OD' P S No Department Preference; GC Commun. Yes Until Mag. Yes: Department Preference(Council Mir Dev. / PL-017 Lot Line Adjustments 2 years P P Completed OD. Ppr S When Approves,therefore City Clerk is Planning Inactive OFR),GC§34090.7 Yes Until Mag nth 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 HUNTINGTON BEACH, CA. 1995-2016 Gladvell Governmental Services Inc all rights reserved Do out duplicate or distribute m1hout prior vmtten permission from GGS(909)337-3516 Revision Approved. 3/9/2020 ver 180 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT PageC1Q-7 onto*of Category ID a Records Description Retention i Disposition Commente I Reference Record �� Destroy Inactive Image: Paper Active Total Media I=Import (OFR) (in office) OD Jotf- AAtr I Retention Vital? Options M=Mfr Imaged ) S-Sean sled 3 If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder a Q last document 2 ears since destruction is normally rformed by file"der OLDS:Liti ation claims complaints, audits, pendind,records requests, and/or investi ations suspend normal retention ends retention resumes after settlement). Planning Commission(MINUTES 6 Commun. RESOLUTIONS) Yes Yes Dev. / PL-019 P P Depending Mag. Mfr. S After 2 See City-wide schedule for all Planning 1See City-wide Schedule for Agenda sU�t OD. Ppr years others. GC§34090 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 Dev. I PL-021 Preliminary Review File-NO Longer Longer Mag. Ppr Preliminary Documents(no rDev ning Application Required R uired applicator submitted), GC§34090 mon. Preliminary Review File-YNIh An Department Preference, GC I PL-022 Application P P Mag. Ppr §34090 ning ad Preliminary Studies/Project Department Preference, projects ft PL-023 Assessments(Private Projects)- 2 years 3 years 5 years Mag, Ppr must be pursued In 2 years; GC NOT Purses d §34�mun. Reciprocal Parking and Access Mag, Mfr, Yam. Dev. / PL-024 Agreements 2 years p P OD, Ppr S After GC§34090 Planning Inactive _ Commun. Seasonal Sale Lots(Pumpkin,Tree Dev./ PL-025 fors) 2 years 2 years Mag. Ppr GC§34090 Planning Commun. Yes. Until Mag, Mfr. Yes'. Department Preference(Council Dev./ PL-026 Site Plan Amendments 2 years P P yesCom ieted OD Ppr S When Approves.therefore City Clerk is Planning Com Inactive OFR), GC§34090 7 Commun- Department Preference(Copies). Dev I PL-027 Specific Plans 5 years P Yes(all) Mag Mfr. S ye doc: Cityuments Clerk that ains presented of all Planning OD Ppr Inactive documents that were presented to Counul,GC§34090 HUNTINGTON BEACH, CA. C1995-2016 Gladwell Governmental Services Inc all fights reserved Do not duplicate or distribute w1houl prior written permission from GGS(909)337 3516 Revision Approved 3/9/2020 Ver. 18.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT Page CD-8 Record officalo Category ID0 Records Description Retention ) Disposition Comments/Reference inactivImage: Destroy Active Off-eke Total Media I=Import Paper (oFa► (on sin, vital? after (in office) OD or Mfr Retention Options M=Mfr imaged it S=Scan 9 If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is comioleted, 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 ending records requests, and/or investi atidts suspend normal retention Denods retention resumes after settlement). Stall Review Address Assignment Statute of Limitations any Commun. '. liability founded upon an An Permits. CCBR Review. Dev ! PL-028 1 years P P Mag. Ppr instrument inwriting"or not Planning Certificate of Compliance, Design specifically provided for is 4 years'. Review Board, Signs,Zoning Letters GC 534090. CCP 337, 343 Commun. Temporary Activity Permits PL-029 (Sidewalk sales, car washes. 2 years 2 years Mag. Ppr GC§34090 Planning Temporary Sales. etc.) Commun. Dev. I PL-030 Temporary Sign Permits 2 years 2 years Mag Ppr GC§34090 Planning Tract Maps/Tentative Traci Maps Yes Until Mag. Mir Yes: Department Preference(Council t 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 hen o 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) Minimum Minimum (Mag) tapes are only 90 days is 90 days 90 da required). GC §34090.7_ Commun. Department Preference. City Clerk Dev I PL-033 Zone Maps (History) P P Yes (all) Mag. Mk, S No Maintains originals of all Planning OD, Ppr documents that were presented to Council:GC§34090.7 - Yes - �- Commun.I PL-034 Zoning Administrator(MINUTES) p P Depending Mag. Mk. S Air 2 See City-wide schedule for all Planning Upon OD. Ppr years others, GC§34090 Subject ments 1 Commun. When No When No Preliminary Docu Dev. I PL-035 Zoning Inquiry Forms Longer Longer Ppr Transitory Records, GC§34090 et Planning Required Required I seq HUNTINGTON BEACH, CA. 1995 2016 Gladwell Governmental Services. Inc all fights reserved Do not duplicate or distribute without prior w then permission from GGS(909)337-3516 Revision Approved: 3/9/2020 Ver too RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENToffice Record Category ID a Records Description Retention I Disposition Comments t Reference Destroy Inactive Image. paper (OFR) Active (Off-site, Total Vital? Media =Import after in office) OD or Mir) Retention Options M=Mfr Imaged 3 S=Scan It the record is not listed here refer to the Retention to Fly-Wide Standards Retentions begin when the act is completed and impiv a lull file folder a q last document+ 2 ears . since destruction is normally performed by file folder HOLDS. Liticiation, claims. complaints audits pendin records recluesIfts, and/or investi ations susDend normal retention periods trretentiomw resumes alter seftlement Commun. Zoning Letters(requested by Dev. I 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 OFR), GC§34090 7 HUNTINGTON BEACH. CA. 1995-2016 Gladwell Governmental Services. Inc all rights reserved Do not duplicate or distrbute vathout prior vwitten permission from GGS(9W)337-3516 Revision Approved. 3/9/2020 March 5. 2021 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. t �� 3 le Department Head 3XI? City Clerk Date r�Cam- 3 to City Manager Date ry-1y, U 3/�,3 la City Attorney Date car. 12.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Pag9AD-1 M'c*o Category ID/ Records Description Retention I Disposition Comments I Reference Recd Deetroy Inactive =Impo Paper Active Total Media 1=Import � (OFR) (in office) lOff-ODD orsMfr Retention V1�17 Options M=Mfr Imafter 3 S=Scan aged It the retard is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is coin ieted and imrify a full file folder a c last document•? rs since destruction is normality performed by file folder HOLDS Lib abon. claimscomplaints, audits. Dendino records requests. and/or inve5li ahons suspend normal retention periods retention resumes after settlement CITY MANAGER 1 COUNCIL SUPPORT Until Until Yes Admin. AD-WI Administrative Regulations Superseded• Superseded Yes Until Mag, Mfr, S When § � Minimum 2 Minimum 2 Superseded OD. Ppr Supersed GC ears ears ad Admin. AD-002 Atlmmiatrative Filea 2 years 2 years . Ppr GC When No When No Association Reccords,. Outside Admin. AD-003 Memberships Records CMA.etc.) Longer Longer Mag•Ppr Non-records.GC SM090.7 --Required Required Admin. AD-OD4 Awards, Mayor's Awards 2 years 2 years a Meg.Ppr GC§34090 Consistent with operational complaints. Statute of Limitations Citizen's Inquiries. Complaints. for personal property. fraud. etc is Admen. AD- Communications. Logs 71 Resolutions, 3 years 3 years Meg.I'Pr 3 years. Claims must be filed in 6 months.CCP%338 at seq..340 et seq..342.GC§34090 Admin. AD-003 City Manager's Weedy Report 2 years 2 ears Map.Ppr GC§34090 Tenn tN Term 0 Council Member and Mayor's Office- Office- Administrative value to cover terms Admin. A�7 Correspondence Minimuo 2 minimum 2 Meg,� of office.GC§34090 years can Council Member and Mayor's When No When No Admin. A6003 expenses for external organizations Longer Longer Meg,Ppr Non-records. GC§34090 (riot City expenses) Required R uired Adman Brswiasa 10 Film Permits 2 years 2 years Yes Event Meg,Ppr GC 134090 89411246 When No hen Longer Longer Admin. AD-011 Internal Studies and Reports Required- Required- Meg,Ppr GC§34090 Minimum 2 Minimum 2 ears years HUNTINGTON BEACH, CA 01995 2011 Gledwell Governmental Seni� Inc all rights reserved Do not duplicate or distnbute without prior%,nsen permission from GGS(909)337.3516 Revision Approved 3/9/2020