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Home My WebLink About2022 Records Retention Schedules / Authorization of Amendmen May 24, 2022 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Community/Economic Development Version Number Being Approved: 22.0 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. k-,L �D,- C�, Department Head Date City Jerk Date •^/ ZZ City Manager Date it ttorney Date ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options 0 Mfr after OD or Mfr) S=Scan Imaged& , ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation claims complaints, auditspending records requests, and/or investigations suspend nom7al retention periods retention resumes after settlement). BUILDING&SAFETY Comm./ When No When No Records used to facilitate permit Econ. Dev./ BL-001 Applications Longer Longer Mag, Ppr issuance; Projects may expire Building& Required Required after 2 years; GC§34090 Safety Comm. / Department Preference; Statewide Econ. Dev./ Mag, Mfr, Yes: 30 Building& BL-002 Building Permits-ALL P P Yes(all) OD, Ppr S days guidelines propose permanent; Safety GC§34090 Comm. / Econ. Dev./ Department Preference-Data is Building& BL-003 Building Permit Database Indefinite Indefinite Yes(all) Mag interrelated; GC§34090, H&S Safety §19850 Building Plans-ALL Finalled- Department Preference; Law Residential&Commercial requires for the life of the building Comm. / for commercial and common (includes soils reports, energy When Econ. Dev./ Life of Life of Mag, Mfr, Yes: 30 interest dwellings; Statewide Building& BL-004 calculations, commercial Permit Building Building Yes(all) OD, Ppr S days guidelines propose 2 years for Safety structural plans, commercial Finalled blueprints&specifications; CBC structural calculations, expired projects) 104.7& 107.5; H&S§19850, GC §34090 Comm. / Econ. Dev./ Building Plans-Expired or When No When No Building& BL-005 Withdrawn(not permitted) Longer Longer Ppr Non-records Required Required Safety Comm. / Econ. Dev./ Mag, Mfr, Yes: 30 Statewide guidelines propose life Building& BL-006 Certificates of Occupancy P P Yes(all) OD, Ppr S days of building; GC§34090 Safety HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total Vital? Media I=Import after (in office) OD(Off-site, Mfr Retention Options M=Mfr Imaged&S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti anon claims com taints audits pendingrecords requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Comm./ When When Records used to facilitate permit Econ. Dev./ Inspection Records: Appeal Building& BL-007 Requests, Inspection Reports Permit Permit Mag, Ppr issuance; Projects may expire Safety Finalled Finalled after 2 years; GC§34090 Comm./ Lists: Correction, Building, Plan When No When No Transitory Records/Preliminary Econ. Dev./ Documents used to facilitate Building& BL-008 Review, Plan Check Form, Longer Longer Mag, Ppr permit issuance; Projects may Safety Building Correction List, etc. Required Required expire after 2 years;GC§34090 Comm./ Project File(finalled projects/ Residential) Reports: When No When No Yes: Econ. Dev./ DI-009 Calculations, Energy, Soils, Longer Longer Mag, Mfr,Ppr S After 30 Plans; GC§34090 et seq. Safety This information is reflected on the Building& Specifications submitted by Required Required OD, days applicant Comm./ Project File(finalled projects/ When No When No Yes: Econ. S After 30 Dev./ Commercial)Reports: Mag, Mfr, This information is reflected on the Building& BL-010 Specifications,energy and soils Longer Longer OD, Ppr plans; GC§34090 et seq. Safety reports Required Required days Comm./ Requests&Permissions to Econ. Dev./ BL-011 Receive Copies of Plans(to and 2 years 2 years Mag, Ppr GC§34090 Building& from architects) Safety Department Preference; Law requires for the life of the building Comm./ Yes: for commercial only; Statewide Econ. Dev./ Mag, Mfr, guidelines propose 2 years for Building& BL-012 Sign Permits-ALL 2 years P P Yes(all) OD, Ppr S After 30 blueprints&specifications; UBC Safety days requires 90 days from completion date; UBG §106.4z.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: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Comm./ Econ. Dev./ BL-013 Uniform Building Codes/ When When Mag, Ppr GC§50022.6 Building& California Building Code Superseded Superseded Safety CODE ENFORCEMENT Comm./ When No When No Case is open until satisfactorily Econ. Dev./ Code Enforcement-Including Longer Longer Yes: Until resolved; City Clerk maintains Code CE-001 Prosecution Requests Required- Required- Resolution Mag, Ppr originals that are presented to Enforce. Minimum 2 Minimum 2 Council; GC§34090 years years CDBG Funded; Uniform Admin. Requirements for Grants to Local When No When No Governments is 3 years from Comm./ Longed Longer expenditure report or final Econ. Dev./ CE-002 CDBG Cases Requged- Requged- Yes: Until Mag, Ppr payment of grantee or subgrantee; Code Minimum 5 Minimum 5 Resolution 2 CFR 200.333; 24 CFR Enforce. 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 HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY/ ECONOMIC DEVELOPMENT Page C/ED-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement), CDBG Funded; Uniform Admin. Requirements for Grants to Local Governments is 3 years from Comm./ expenditure report or final Econ. Dev./ CE-003 Homeless Outreach Services 5 years 5 years Mag, Ppr payment of grantee or subgrantee; Code 2 CFR 200.334; 24 CFR Enforce. 91.105(h), 92.505, 570.490, & 570.502(a), 982.158, 884.214; 29 CFR 97.42; OMB Circular A-110& A-133; GC§34090; GC§8546.7 COMMUNITY ENHANCEMENT 13USINESS DEVELOPMENT Comm./ When No When No Econ. Dev./ Business Development Files Longer Longer Yes: While Community BD-001 (Issues and/or projects will vary Required- Required- Active Mag, Ppr Department preference; GC Enhance. §34090 Q„�;�� overtime-e.g. Hotels,etc.) Minimum 2 1Minimum21 Issues �s Develep. years years Consistent with Consolidated Plan Comm./ Requirements; Required for 3-4 Econ. Dev./ years from expenditure or CDBG/HOME Project Files/ Annual Annual Community BD-013 HUD Applications and Reports Report+5 Report+5 Mag, Ppr performance report;2 CFR Enhance. 200.333;21 CFR 1403.42;24 Business and Proof of Publications years years CFR 570.502(b), 982.158, Develop. 884.214; 29 CFR 97.42, GC §34090 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: 5/18/2021 ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vitals Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally erformed b4 file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). HUD requires 5 years after the 5 years After 5 years After project completion;documents CDBG/HOME Project Files the the imposing recapture/resale Comm./ Including HUD Applications/ Affordability Affordability restrictions are 5 years after the Econ. Dev./ Housing Rehabilitation Files/ Period Period affordability period terminates; Terminates, Terminates, Uniform Admin. Requirements for Community HOME Homeownership Project Yes: Until Mag, Mfr, Yes: 1 Enhance. BD-011 Files Housing Projects& 2 years or the or the Paid OD, Ppr S/I year Grants to Local Governments is 3 �s Services -WITH RECAPTURE I Written Written years from expenditure report; Develep. RESALE RESTRICTIONS Agreement Agreement statewide guidelines propose 4 Terminates, Terminates, years;2 CFR 200.333;24 CFR (Compliance Monitoring). Whichever Whichever 92.508(a)&(c)&570.502(a)(16), is Longer is Longer 982.158, 884.214; 29 CFR 97.42, GC§34090 HUD requires 5 years after the project completion;documents CDBG/HOME Project Files imposing recapture/resale Comm./ Including HUD Applications/ restrictions are 5 years after the Econ. Dev./ Housing Rehabilitation Files/ affordability period terminates; Uniform Admin. Requirements for Community HOME Homeownership Project Yes: Until Mag, Mfr, Yes: 1 Grants to Local Governments is 3 BD-010 2 years 3 years 5 years S/I Enhance. Files Housing Projects& Paid OD, Ppr year years from expenditure report; Business Services -NO RECAPTURE/ Develep. RESALE RESTRICTIONS statewide guidelines propose 4 Com years;2 CFR 200.333; 24 CFR (Compliance Monitoring) 92.508(a)&(c)&570.502(a)(16), 982.158,884.214;29 CFR 97.42, 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: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-6 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total Vital? Media I=Import after (in office) OD(Off-site Retention Options M=Mfr Imaged 8� S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder Le.g. last document+2 ears, since destruction is normall erformed b file folder. HOLDS:Liti ation claims com laints audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Comm./ Econ. Dev./ City-owned Properties: APN Sale of Sale of Community BD-002 Files(Assessor Parcel Number Property+2 Property+2 Mag, Ppr Department preference; GC Enhance. §34090 Business Files) years years �T Develop- Comm./ Econ. Dev./ Commercial Rent Subsidy Original agreements are approved Community Termination Termination Mag, Mfr, nc BD-003 Agreements,Annual Payment +5 years +5 years OD, Ppr by the City Council; GC§34090 et Enhance.h files, correspondence,etc. seq. Business s Develop- Comm./ Econ. Dev./ Consolidated Action Plan/ Community Consolidated Annual Consolidated Plan Requirement; Enhance. BD-004 Performance and Evaluation 5 years 5 years Mag, Ppr GC§34090 Buso;ess Report(CAPER) Develop- Comm./ Econ. Dev./ Statute of Limitations any Community Emerald Cove Senior Housing Yes: "...liability founded upon an BD-005 4 years 4 years Before Mag, Ppr instrument in writing' or not Enhance. Administration Files Event specifically provided for is 4 years; Business Develop- GC§34090, CCP§§337, 343 Comm./ Econ. Dev./ Environmental Determinations When No When No Yes: Until Planning is OFR; Final EIRs are Community (Environmental Impact Reports Mag, Mfr, Yes: 1 required to be kept a'reasonable Required Completed Enhance. BD-006 (EIRs), Negative Declarations, Longer Longer Project OD, Ppr S/I year period of time"; 14 Cal Code Regs Business etc.) Inside City boundaries Required §15095(c); GC§34090.7 Develop- HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Pape (OFR) (Off-site, r Active - Total Media I=Import (in office) , Retention Vital? after OD te Options M=Mfr Imaged 8� 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 im 1 a full file folder e. .last document+2 ears, since destruction is normal! erformed b file folder. HOLDS:Litigation, claims com laints audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Comm./ When No When No Econ. Dev./ Community Feasibility Studies,with or Longer Longer BD-007 Mag, Mfr, Department preference; GC Enhance. without a project Required- Required- OD, Ppr §34090 T Business Minimum 2 Minimum 2 � Develeff- years years HOME Affordable Rental Assistance/CDBG Tenant/Participant Files Comm./ Econ. Dev./ Applications, Eligibility 2 CFR 200.333; 24 CFR Community verification S/I Executed Lease End of End of Yes: Until Mag, Mfr, Yes: 1 92.508(a)&(c)&570.502(a)(16), Enhance. BD-027 Basis for determining Subsidy+2 3 years Subsidy+5 Paid OD, Ppr year 982.158,884.214; 29 CFR 97.42, Buseness (reasonable)rent; Move-in/move- Years years GC§34090 Seyelep. out inspection reports; Disposition of tenant/participant personal property; Termination of lease/subsidy assistance; etc. Comm./ HOME Affordable Rental Econ. Dev./ Assistance/CDBG Department Preference Community Mag, Mfr, Yes: 1 (consistent with Section 8 Enhance. BD-027.1 Tenant/Participant Files 3 years 3 years OD, Ppr S/I year requirements,even though the Business I I City does not provide Section 8 Income Verification,50058s, Housing); GC§34090 Verifications Only HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY/ ECONOMIC DEVELOPMENT Page C/ED-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Offsite Active - , Total Vital? Media I=Import after (in office) OD(Off-site, Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards W Retentions begin when the act is com leted, and im I a full file folder e. . last document+2 ears since destruction is normallyperformed b file folder. HOLDS:Litigation, claims com taints audits pendingrecords requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Comm./ Consistent with Consolidated Plan Econ. Dev./ Housing-Affordability Monitoring Requirements; Required for 3-4 Files(includes bond projects, years from expenditure or Enhance. Community" BD-008 density bonus, &other projects 5 years 5 years Mag, Mfr, S/I year Yes: 1 performance report 2 CFR OD, Ppr Business where there are affordability 200.333;24 CFR 570.502(b), � "T restrictions) 982.158,884.214;29 CFR 97.42, GC§34090 Comm./ Econ. Dev./ Community Housing-Inclusionary- ommu it BD-009 Applications to Purchase-NOT 2 years 2 years Mag, Ppr GC§34090 Enhance approved(withdrawn or denied) Business Deyelek Comm./ Econ. Dev./ Community BD-012 Housing-Loan Applications: Not 2 years 2 years Mag, Ppr GC§34090 Enhance. Funded Business Devele . Comm./ Econ. Dev./ Community Mag, Mfr, Yes: For protection from litigation;GC Enhance. BD-014 Litigation Guarantees P P Yes OD, Ppr S After §34090 et seq. Inactive Sevelep- HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-9 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is com feted, and ime!X a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Liti ation claims com faints audits pendingrecords requests, and/or investi afions suspend normal retention periods retention resumes after settlement). Comm./ When No When No Econ. Dev./ Community Market Study, Prospective Longer Longer Mag, Mfr, Enhance. BD-015 Financial Analysis Required- Required- OD, Ppr GC§34090 En Minimum 2 Minimum 2 �T Develep- years years Comm./ Econ. Dev./ Mobilehome Parks owned by the Termination Termination Community BD-031 City: Tenant Leases(Driftwood, of Lease+5 lof Lease+5 Mag, Ppr Department preference(meets Enhance. auditing standards; GC§34090 Business Ocean View Estates) years years �T Develep- Comm./ Project Files-Active(e.g. Pier, Yes: Econ. Dev./ Department Preference; City Clerk Blocks,etc.): Includes Yes: After Community Termination Termination Mag, Mfr, Maintains originals of all BD-016 Environmental Documents, Before S Project Enhance. +5 years +5 years OD, Ppr documents that were presented to T Planning Documents, Phases, Completion Completio Council or RDA; GC§34090.7 � etc. n Comm./ Econ. Dev./ Community BD-017 Proposals, Development and 2 years 2 years Mag, Ppr GC§34090 Enhance. Analysis of Alternatives Business Deyetef Comm./ Econ. Dev./ Yes: Real Estate(includes deeds, When No When No Yes: Community Before Mag, Mfr, BD-018 abandonments, easements, Longer Longer S After City Clerk is OFR; GC§34090.7 Enhance. Purchase OD, Ppr Business rights-of-way, vacations, etc.) Required Required or Sale Inactive Sevelep- HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-10 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- , Total Vital? Media I=Import after (in office) OD(Off-site, Retention Options M=Mfr Imaged& S=Scan IIf the record is not listed here refer to the Retention for Cit -lMde Standards — — --- _— Retent og be m when_the act is com leted, and im I a full file folder e. . last document+2 ears since destruction is normnll performed b file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Comm./ When No When No Not accessible to the public until Econ. Dev./ Longer Longer purchase has been completed; Community Real Estate Appraisal Reports 9 9 meets grant auditing Enhance. BD-019 (all) Required - Required- Mag, Ppr requirements; 2 CFR 200.333;24 BuseResT Minimum 2 Minimum 2 CFR 91.105(h), &570.502(b);29 Develep- years years CFR 97.42, GC§34090 Comm./ Econ. Dev./ Yes: Community Real Estate Title Reports/Title Mag, Mfr, Enhance. BD-020 Insurance/Litigation Guarantees P P Yes OD, Ppr S After Copies; GC§34090.7 Inactive S T Develep- Comm./ Econ. Dev./ Yes: Community Redevelopment Projects/ Mag, Mfr, Enhance. BD-021 Successor Agency Projects P P Yes OD, Ppr S After Copies; GC§34090.7 Inactive B D�7S Settle+ 1 Settle+4 Settle+5 Yes: Until Mag, Mfr, Yes: Consistent with Claims; CCP§§ City Attorney BD-022 Relocation Appeals year years years Settlement OD, Ppr S After 337 et seq.; GC§§945, 34090, Inactive 34090.6; PC§832.5 Site Clearance/Soils When No When No Yes: Mag, Mfr, Fire BD-023 Remediation/Mitigation Longer Longer Before OD, Ppr S No Copies; GC§34090.7 Required Required Completion Statement of Indebtedness/ When No When No Finance BD-024 Annual Report to State/State Longer Longer Mag, Mfr, S/I Yes: 1 Copies; GC§34090.7 Controllers Report Required Required OD, Ppr year 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: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media I=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for Cit -ode Standards Retentions be iin_when the act is completed, andimply a full file folder(e. . last document+2 ears since destruction is normallyperformedby file folder. HOLDS:Liti ation_, claims com taints, audits eending records requests, and/orinvesti ations suspend normal retention periods retention resumes after settlement). Comm. / Econ. Dev./ Community Tax Rebate Agreements,Annual Termination Termination Mag, Mfr, Consistent with City-wide Enhance. BD-025 Rebate Files +5 years +5 years OD, Ppr standards; GC§34090 R�^ss PLANNING Commun./ When No When No Alcoholic Beverage License Econ. Dev./ PL-001 Longer Longer Ppr Non-records Planning Application Copies or Notices Required Required City Clerk PL-002 Annexation/Deannexation Files 5 years P P Mag, Mfr, S No Department Preference; City Clerk OD, Ppr is OFR; GC§34090.7 County PL-003 Assessor Parcel Information When When Mag, Mfr, GC§34090 Superseded Superseded OD, Ppr When No When No Legally Required for 30 days; Staffing AUDIO RECORDINGS of Longer Longer Tape Department may prefer to retain Depart. PL-004 Meetings Required- Required- (Mag) for administrative purposes(audio Minimum Minimum tapes are only 30 days is 30 days g30days required); GC§54953.5(b) When No Yes:Census PL-005 Census, Demographics Longer Mag, Mfr, S When Non-records; available on the Bureau Required OD, Ppr Inactive Internet Commun./ Yes: Yes: Until Mag, Mfr, Econ. Dev./ PL-006 Coastal Development Permits 2 years P P S When Land Records; GC§34090 Planning Completed OD, Ppr Inactive HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& _ --If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions be_qin when the act is com leted and im I a full file folder e.g. last document+2�ars, since destruction is normal) erformey,by file folder. HOLDS:Litigation, claims com laintsl audits endin records requests and/or investi ations suspend normal retention periods retention resumes after settlement). Entitlement/Project Files: Administrative Review, Coastal Development, Conditional Use Permit(CUP), Development Agreement, Entitlement Plan Projects have a 2 year vesting Amendment, Flood Plain (applicant must pull permit within 2 Variance, General Plan years)--those applications in Amendment/Conformance,General Plan ance, Local which the applicant does not follow Commun./ Yes: through with permit may be Coastal Program Amendment, Yes: Until Mag, Mfr, Econ. Dev./ PL-007 2 years P P S When destroyed after the vesting period Planning Lot Line Adjustment, Reversion Completed OD, Ppr Inactive has expired. Some permits must to Acreage, Sign Code Exception, Specific Plan, obtain Council approval, Temporary Use Permit, Tentative Department maintains complete Parcel/Tract,Variance,Zoning files for administrative purposes; GC§§34090, 34090.7 Map Amendment, Precise Plan of Street Alignment, Zoning Text Amendment, etc. (Includes Associated Plans&Maps) Commun./ Mag, Mfr, Econ. Dev./ PL-008 Entitlement Log Map Book 2 years P P Yes OD, Ppr S/I No GC§34090 Planning HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY/ ECONOMIC DEVELOPMENT Page C/ED-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Vital? Media I=Import after (OFR) (in office) (Off-site, Retention Options M=Mfr j OD or Mfr) S=Scan Imaged& If the record is not listed here, refer to the Retention for City-Wide Standards i Retentions begin when the act is com leted, and imply a full file folder Le-qlast document+2 years), since destruction is normally performed by file folder. HOLDS Libation, claims, complaints audits endin records requests, and/or_investi ations suspend normal retention periods retention resumes after settlement. 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.) / Prolect Prooect with respect to the project—are CEQA/NEPA Approval or Approval or not within the scope of section Commun./ Denial+ 180 Denial+ 180 21167.6,subdivision(e)and need Econ. Dev./ PL-008.1 days days Mag, Ppr Correspondence submitted to, not be retained."Golden Door Planning or transferred from the agency, GempleWn Gempletien Properties, LLC v. Superior Court and all internal agency As GFQA ofpeeessD. of San Diego County (County of p communications, including San Diego,et al., Real Parties in staff notes related to a non- Interest)(D076605, D076924, exempt CEQA action D076993)(4th Dist. 2020); PRC 21167,6; GC§34090 Environmental Determinations Commun.J (Environmental Impact Reports Yes: Until Final EIRs are required to be kept S/I Econ. Dev./ PL-009 (EIRs), Environmental 5 years P P Project Mag, Mfr, Yes: 1 a"reasonable period of time'; 14 Planning Assessments, Negative Completed OD, Ppr year Cal Code Regs§15095(c); GC Declarations,etc. -EA/ND) §34090.7 Inside City boundaries Commun./ Environmental Determinations When No When No Econ. Dev./ PL-010 (Environmental Impact Reports Longer Longer Ppr Non-records Planning (EIRs), Negative Declarations, Required Required etc.)Outside City boundaries HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-14 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive Paper Total Media I=Import (OFR) (Off-site, Vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the re- d-is not listed here, refer to the Retention for Ciry-Wide Standards Retentions be in when the act is com leted, and im 1 a full file folder e last document+2 LeaLs2, since destruction is normall erformed by file folder. HOLDS:Litigation, claims, com faints, audits,_nendi records requests and/or investigations suspend normal retention periods retention resumes after settlement. -- Department Preference; City Clerk General Plan, General Plan Yes: Maintains originals of all City Clerk PL-011 Elements,Amendments and P P Yes(all) Mag, Mfr, S/I After documents that were presented to Conformances(GPC) OD, Ppr Amended Council; Planning maintains complete files for administrative purposes; GC§34090 Community Services, Public Works and Fire retain some Fire/Public HazMat Clean-ups, Federal Yes: records until the employee is Clean-ups and/or Exposure Mag, Mfr, separated from employment; Works/ PL-012 Records(e.g.Ascon Oil, 2 Years 28 years 30 years OD, Ppr S When Claims can be made for 30 years Planning Landfills) Inactive for toxic substance exposure; 8 CCR§3204(d)(1)et seq., GC §§12946, 12960, 34090 City Clerk PL-013 Historical Landmarks(Local, 5 years P p Mag, Mfr, S Yes: 1 GC§34090 State, or National Registers) OD, Ppr year Commun./ Yes: Econ. Dev./ PL-014 Irrevocable Offers to Dedicate 2 years P P Mag, Mfr, S After GC§34090 Planning and Covenants OD, Ppr Inactive Commun./ Consistent with other studies; OD Ppr Econ. Dev./ PL-015 Land Use Studies 5 years P P Mag, Mfr, S or I Yes: 1 Statewide Guideline shows 2 Planning , year years; GC§34090 City Clerk PL-016 Local Landmarks P P Yes(all) Mag, Mfr, S No Department Preference; GC OD, Ppr §34090 Commun./ Yes: Department Preference(Council Econ. Dev./ PL-017 Lot Line Adjustments 2 years P p Yes: Until Mag, Mfr,Ppr S When Approves,therefore City Clerk is Planning Completed OD, Inactive OFR); GC§34090.7 Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-018 Master Plans 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); GC§34090.7 HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY/ ECONOMIC DEVELOPMENT Page C/ED-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Pape (OFR) after (Off-site, Vital? r Active - , Total Media 1=Import (in office) OD te 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_folderr(eg. Mast document+2 years), since destruction is normally performed by file folder. :1/OLDS:Litiiation, claims, complaints audits,pending records requests and/or investi ations suspend normal retention periods retention resumes after settlemenj Planning Commission (MINUTES Yes: Commun./ &RESOLUTIONS) Depending Mag, Mfr, Yes: See City-wide schedule for all Econ. Dev./ PL-019 P P S After 2 Planning See City-wide Schedule for Upon OD, Ppr years others; GC§34090 Subject Agenda 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 PP No Dev./ PL-021 Preliminary Review File-NO Longer er Mag, Ppr Preliminary Documents(no Planning Application Required red application submitted); GC§34090 Commun./ Preliminary Review File-With Department Preference; GC Econ. Dev./ PL-022 An Application P Mag, Ppr §34090 Planning Preliminary Studies/Project Department Preference; projects Lead Dept. PL-023 Assessments(Private Projects) 2 years 3 years 5 years Mag, Ppr must be pursued in 2 years; GC NOT Pursued §34090 Commun./ Reciprocal Parking and Access Mag, Mfr, Yes: Econ. Dev./ PL-024 Agreements 2 years P P OD, Ppr S After GC§34090 Planning Inactive Commun./ Seasonal Sale Lots(Pumpkin, Econ. Dev./ PL-025 2 years 2 years Mag, Ppr GC§34090 Planning Tree lots) Commun./ Yes: Department Preference(Council Econ. Dev./ PL-026 Site Plan Amendments 2 years P p Yes: Until Mag, Mfr,Ppr S When Approves,therefore City Clerk is Planning Completed OD, Inactive OFR); GC§34090.7 Commun./ Yes: Department Preference(Copies); Econ. Dev./ PL-027 Specific Plans 5 years P P Yes(all) Mag, Mfr, S When City Clerk Maintains originals of all Planning OD, Ppr Inactive documents that were presented to Council; 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: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-16 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' Ilf the record is not listed here, refer to the Retention for City-Wide Standards !Ret entions begin when the act is co m l��eted, and imply a full file folder(ea last document+2 years), since destruction is normally performed by file folder �. ,_- 11OLDS:Litigation, claims com laints, audits endin2 records requests, and/or investi ations suspend normal retenti n periods (retention resumes after settlement). Staff Review: Address Statute of Limitations any Commun./ Assignment,Animal Permits, "...liability founded upon an Econ. Dev./ PL-028 CC&R Review, Certificate of 4 years P P Mag, Ppr instrument in writing"or not Planning Compliance, Design Review specifically provided for is 4 years; Board, Signs,Zoning Letters GC§34090, CCP§§337,343 Commun./ Temporary Activity Permits Econ. Dev./ PL-029 (Sidewalk sales, car washes, 2 years 2 years Mag, Ppr GC§34090 Planning Temporary Sales, etc.) Commun./ Econ. Dev./ PL-030 Temporary Sign Permits 2 years 2 years Mag, Ppr GC§34090 Planning Tract Maps/Tentative Tract Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-031 Maps(FT&TPM) 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); GC§34090.7 When No When No Tape Legally Required for 90 days; Staffing VIDEO RECORDINGS of Longer Longer Department may prefer to retain PL-032 Required- Required- for administrative purposes(video Depart. meetings(ALL) Minimum Minimum (Mag) tapes are only 90 days is 90 days 90 da s required); GC§34090.7 Commun./ Department Preference; City Clerk Econ. Dev./ PL-033 Zone Maps(History) P P Yes(all) Mag, Mfr, S No Maintains originals of all Planning OD, Ppr documents that were presented to Council; GC§34090.7 Commun./ Yes: Yes: Econ. Dev./ PL-034 Zoning Administrator(MINUTES) P P Depending Mag, Mfr, S After 2 See City-wide schedule for all Planning Upon OD, Ppr years I others; GC§34090 Subject HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - COMMUNITY / ECONOMIC DEVELOPMENT Page C/ED-17 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here refer to the Retention for City-Wide Standards _ Retentrons begin vvhen the act is com feted, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. �l OLDS.-Litigation claims com�aints audits endin records re uests and/or investi ations sus end normal retention periods(retention resumes after settlement -_ - -- -- Commun./ When No When No Preliminary Documents/ Econ. Dev./ PL-035 Zoning Inquiry Forms Longer Longer Ppr Transitory Records; GC§34090 et Planning Required Re uired - seq. Commun./ Zoning Letters(requested by Econ. Dev./ PL-036 realtors) 2 years P P Mag, Ppr GC§34090 Planning Yes: Until Mag, Mfr, Yes: Department Preference(Council City Clerk PL-037 Zoning Map Amendments 2 years P P Completed OD, Ppr S When Approves,therefore City Clerk is Inactive OFR); GC§34090.7 HUNTINGTON BEACH, CA. ©1995-2016 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 January 20, 2022 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: City Clerk Version Number Being Approved: 28.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. � ao� epart en Hea ate �Zf.N.l�v�aLli City C erk Date -SKk -Z2~ ZZ City Manager Date City At hey Date 0 -2 m _ w a) N d (6 d O m m O CV m aa) o E m N a c cry - � � ci m coo o � co m co E a 2o o Q a) E o IT I-T U LD a cm cm U o to O o U U O 0)� aU Q o a� UCH C7 L mU .E O- 'a c Q >. ` a .� c a m m o m Q O m CMa N p a ca E o CDQ rz � U a) a g cmo Q E o U E � � o aQi w Cc :a p °1 a O)D a Q c 2 C �, c .� ga � a � a ~ ° 0 � _ o a� w c c W W C. O co c o .g 0 C a +�,. _Q) = N m a 0 > wao Q N E m ai COaci } c'n } V w O Q) 'O CN C c O C m Z N E N _ a o T c cm - = a� o z W m co m G o f J m D a .E I D E co L)o Z3 cn E U r m N c 0 W d d w m + o � - > m Cl) aOp J y W coVi U p u; �n O �0 ma .c U "' ti \ O a) N C N co a1 v O m H m Z 0 = o E N c 0 W c `° C) 'aaa)) r— E2D (D E m as � rn W Q _ p w U3 � � S E T O E C7 c � a a � � �- U � C7 N o o m a Q o m c c �n m a c a co 0 c m r co Co z U c m a m . 0 U ca u, V c U as a) y ) " a U c 5E cri m W L O c ca o U c 'c on H a) T'E J N O U m O O Ot m a a) U m Q U c� m e aU w N i aci Lo o en it cto rn p ti (D j E p)a-� > U 0) o m O a> Q a E vi QU� o Q m 4) ip W O Q' U m c c 0 J C U i V o E Q a) x O t oO C W �I N UI E C C a) E Q) c U ca v m E U .� CoE c E 2COJ Il m m Q 0 c Q Q 2 Q W m U m N � U Z N Cl) O O w Q) COO O O N cm 0 3 U z O « c Qo U U U N U (QD CO Z o m -Q = c a� > o 'a c c -� c c � 2 0 y o o o m ` �c co o (D V V LL 0 c c O _� O N "0 o >, d cal), m z 2 U Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total Vital? Media I=Import after (in office) OD(Off-site, Retention Options M=Mfr Imaged&S=Scan Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com taints audits pendingrecords re uests and/or investi ations suspend normal retention eriods retention resumes after settlement. Meets auditing standards; Grants covered by a Consolidated Action Plan are Agreements, Cash Contracts,and Completion required for 5 years; Uniform Maintenance Service Contracts: 5 years or After +5 years or Admin. Requirements for Grants ADMINISTRATION After to Local Governments is 3 years Funding Funding Mag, from expenditure report or final Agency Yes: Before Yes: Upon Lead Dept. CW-004 (Correspondence, project schedules, Completion Audit, if Agency Completion Mfr, OD, S/I Completion pa grantee or payment of copies of invoices, backup, Audit, if Ppr subgrantee; statewide required, guidelines propose 4 ears; 2 insurance certificates, RFP,etc.) required, 9 p P Y whichever is Also see grant retention, if longer whichever is CFR 200.334: applicable. longer 24 CFR 91.105(h), 92.505, 570.490,&570.502(a), 29 CFR 97.42; OMB Circular A-110&A- 133; GC§34090; GC§8546.7 Audits/CAFR-Comprehensive Copies- Copies- When No When No Mag, Finance CW-005 Annual Financial Reports(these are Longer Longer Ppr GC§34090.7 copies) Required Required CW-006 Bids: See Contracts&Agreements Statute of Limitations for Public Boards, Commissions, & Term of Term of official misconduct is discovery Staffing Mag, of offense+4 years; Statewide CW-007 Committees: APPLICATIONS: Office+4 Office+4 Dept. Appointed years years Ppr 9 5 veidelars GC§3409p, ointment §§801.5, 803c HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement. Each Department uses a different format to meet their Boards, Commissions, & different requirements; Federal Staffing Mag, law requires payroll records for Dept. CW-008 Committees: APPLICATIONS: 2 years 2 years Ppr 3 years; FTB keeps 3 years; Unsuccessful Published articles show 4-10 years; 29 CFR 1627.3(a); GC §34090 When No When No Legally Required for 30 days; StaffingBoards, Commissions, & Longer Longer Tape Department may prefer to retain Dept. CW-009 Committees: AUDIO RECORDINGS Required- Required- ( g)Ma for administrative purposes p of Meetings Minimum Minimum (audio tapes are only 30 days is 30 days 30 days required); GC§54953.5(b) When No When No Legally Required for 90 days; StaffingBoards, Commissions, & Longer Longer Tape Department may prefer to retain Dept. CW-010 Committees: VIDEO RECORDINGS Required- Required- Ma for administrative purposes ( g)of meetings(ALL) Minimum Minimum (video tapes are only 90 days is 90 days 90 days required); GC§34090.7 Boards, Commissions,& When No When No Committees: Citizens Advisory Longer Longer Brown Act challenges must be Staffing Mag, filed within 30 or 90 days of Dept. CW-011 Formed by CITY COUNCIL Required- Required- Ppr action; GC§§34090, (Agendas, Notices, Proof of Minimum 2 Minimum 2 54960.1(c)(1) Publications, etc.) years years Boards, Commissions,& Notes taken to facilitate the Staffing Committees: Citizens Advisory Mag' Yes: After writing of the minutes can be Dept. CW-012 Formed by CITY COUNCIL P P Yes Mfr, OD, S 2 years destroyed after minutes have (MINUTES&BYLAWS) PprI I I been adopted; GC§34090 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement. Boards, Commissions, & When No When No Committees: External Mag, CW-013 Organizations(e.g. County Board of Longer Longer Ppr Non-records Supervisors) Required Required CW-014 Brochures: See Reference Materials Copies- Copies- City Clerk maintains originals; When No When No Yes: Mag, Yes: After Final must be filed with County City Clerk CW-015 Budgets-Finals Longer Longer Current Mfr, OD, S/I 5 years Auditor; GC§34090.7,40802, Required Re uired Fiscal Year Ppr 53901 Copies- Copies- Admin.. CW-016 Citizen Inquiry Forms When No When No Mag, Administration retains originals; Longer Longer Ppr GC§34090.7 Required Required City Mag, Attorney CW-017 City Attorney: Opinions 2 years P P Mfr, OD, S No GC§34090 Ppr Copies- Copies- Mag, City Clerk maintains original City Council Requests for Council When No When No Yes: After City Clerk CW-018 Action (RCAs) Longer Longer Mfr,OD, S Completion staff reports in subject matter Required Required Ppr files; GC§34090.7 City Council Subcommittees: (AGENDAS,ANNOTATED All recommendations are given Staffing AGENDAS, MINUTES, NOTICES, to full Council for action; Brown Depart. CW-019 CORRESPONDENCE,etc.) 2 years 2 years Ppr' Act challenges must be filed within 30 or 90 days of action; e.g., Intergovernmental Relations GC§§34090, 54960.1(c)(1) Committee HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement. Copies retained in department Human Magfor 1 year; Risk Management CW-020 Claims 1ear 1 Resources/ Yes: Before fr, O Yes: After administrates claim; City Risk y year Settlement MP p OD, S/I Settlement Attorney maintains copies of Manag. lawsuits; GC§§34090.7, 34090.6 Lead Dept. CW-021 Committees: Internal attended by 2 years 2 years Mag' GC§34090 employees(e.g. Safety Committee) Ppr Peace Officer records are limited to 5 years before event; accusations against drivers of emergency vehicles must be Complaints(against Personnel-e.g. Final Final Yes: Before Mag, filed within 3 years; State and Lead Dept. CW-022 misconduct, abuse,excessive force, Disposition Disposition Disposition Ppr Fed laws is until final disposition etc.) +5 years +5 years of formal complaint; State requires personnel records for 2 years; EVC§ 1045(b)(1), 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 et seq., 342, GC§34090 CW-024 Contracts: See Agreements Copies- Copies- When No When No CW-025 Copies or duplicates of any record Longer Longer Mag Ppr GC§34090.7 Required Required HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total vitals Media I=Import after (in office) OD(Off-site, Mfr Retention Options M=Mfr Imaged 8� S=Scan Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS.Litigation, claims complaints, auditspending records re uests and/or investi ations suspend normal retention eriods retention resumes after settlement. Dept.that Correspondence-ROUTINE Authors (Content relates in a substantive Document Way to the conduct of the public's or business) Receives ag the City's CW-026 2 years 2 years Pprr' GC§34090 Original (e.g. Letters, Memorandums, P Document Administrative, Chronological, (from a General Files, Reading File,Working outside Files, etc.) source) HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints audits pending records re uests and/or investigation suspend normal retention periods retention resumes after settlement. ec ronic and paper records 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 made or retained for the purpose content for future reference or of preserving the informational are saved by printing them out Receives placing content for future reference When No When No and lacin them in a file folder, Mag, the City's CW-027 Longer Longer Ppr or saving them electronically, Original (e.g.calendars,checklists,e-mail or Required Required and retaining them for the Document social media posting invitations,instant retention period, based upon (from an messaging,logs,mailing lists,meeting the content of the record. If not outside room registrations,staff videoconference mentioned here, consult the source) chats,notes and recordings,supply City Attorney to determine if a inventories,telephone messages,text record is considered transitory/ messages,transmittal letters,thank yous, preliminary draft. GC§34090, requests from other cities,undeliverable GC§6252, 6254(a); 64 Ops. envelopes,visitors logs,voice mails, Cal.Atty. Gen. 317(1981)); webpages,etc.) City of San Jose v. Superior Court(Smith). S218066. r Copies- Copies Yes: When No When No Depending Mag, Originals maintained by City City Clerk CW-028 Council Resolutions Longer Longer upon Mfr, OD, S No Clerk Permanently; GC Required Re wired Subject Ppr §34090.7 HUNTINGTON BEACH, CA 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total vitals Media I=Import after (in office) OD(Off-site, Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com taints audits pendingrecords re uests and/or investi ations suspend normal retention eriods retention resumes after settlement). As long as the drafts and notes Drafts&Notes: Drafts that are When No When No are not retained in the"Regular Mag, Course of Business". Consult Lead Dept. CW-029 revised(retain final version), Longer Longer Ppr the City Attorney to determine if Telephone messages,etc. Required Required a record is considered a draft. GC§§34090,6252, 6254(a) The Lead Department should print out historical documents (or save source data)prior to GIS Database/Data/Layers(both When No When No replacing the data, if they Lead Dept. CW-030 Longer Longer Yes Mag require the data or output for City-wide and Specialized) Required Required historical purposes; Department Preference(Preliminary documents); GC§34090 et seq. Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform After After Admin. Requirements for Grants Grants/CDBG/Reimbursable Funding Funding to Local Governments is 3 years Claims/FEMA Claims/OES Claims Agency Agency Mag, Yes: from expenditure report or final Lead Dept. CW-031 2 years Audit, if Audit, if Mfr, OD, S/I When payment of grantee or (SUCCESSFUL Reports, and Required- required- Ppr Inactive subgrantee; statewide Financial Information) Minimum 5 Minimum 5 guidelines propose 4 years;2_ years years CFR 200.334 , 24 CFR 91.105(h), 92.505, 570.490, &570.502(a),29 CFR 97.42; OMB Circular A-110&A- 133; GC§34090; GC§8546.7 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records re uests and/or investigation 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; State requires 2 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(ii), GC§§12946, 12960, 34090; 29 USC 1113, LC 1174 Human Copies- Copies- Resources/ CW-034 Insurance Certificates(for When No When No Yes: Before Mag, Risk Management Maintains Risk agreements,etc.) Longer Longer Payment Ppr Originals; GC§34090.7 Manag. Required Required Copies- Copies- Finance CW-035 Invoices When No When No Yes: Before Mag, Finance Maintains Originals; Longer Longer Payment Ppr GC§34090.7 Required Required Copies- Copies- City Attorney is OFR for When No When No lawsuits; Finance maintains CW-036 City Lawsuits, Litigation, Pending Longer Longer Yes: Before Mag,Longer Yes: After originals of claim, denial letter Mfr, OD, S/I Attorney Litigation Required Required Settlement Ppr Settlement and settlements; Risk (Upon (Upon Management administrates Settlement) Settlement) I Iclaim; GC§§34090.7, 34090.6 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver.28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- , Total Media Media I=Import after (in office) OD(Off-site, Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS.Litigation, claims com laints auditspending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement. Law requires the City to turn the Transfer to Transfer to property over to the Police Lead Dept. CW-037 Lost Articles(coats, etc.) the Police the Police Department,who retains for 90 Department Department days then sells the item at public auction; CC§2080 et seq. CW-038 Minutes: See Commissions, Committees and Boards Copies- Copies- City Clerk CW-039 Municipal Code(these are copies) When No When No Current Mfr1, OD, I No Originals maintained by City Longer Longer P Original r Clerk Permanently; GC§34090 Required Required g p When No When No Non-records-may be obtained Lead Dept. CW-040 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required GC§34090 Brown Act challenges must be filed within 30 or 90 days of Notices: Public Hearing Notices/ action; Statute of Limitations on Staffing Affidavits of Publications/Affidavits Mag, Municipal Government actions Depart. CW-041 of Posting Notices/ Legal 2 years 2 years Ppr is 3-6 months; Statute of Advertising/Proof of Publication Limitations for mailings for annexations, special districts, bonds is 60 days; GC§§34090, 54960.1(c)(1) Copies- Copies- When No When No Mag' Originals maintained by City City Clerk CW-042 Ordinances Longer Longer Yes(all) MfrP,p D, S No Clerk Permanently; GC§34090 Required Re uired HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver.28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& Retentions apply to the department that is NOT the Office of Record OFR, or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normallyperformed by file folder. HOLDS:Litigation, claims com laints auditspending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement. Each Department uses a different format to meet their different requirements; Federal law requires payroll records for Payroll Time and Attendance 3 years; FTB keeps 3 years; Lead Dept. CW-043 Records-(contains employee i 3 years 3 years Yes: Before Mag Published articles show 4-10 supervisor signatures) Payment 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, required; Ensure records kept in Resources CW-044 Supervisor's Folder) 3 years 3 years Separation Ppr Department files comply with City policy; Originals are maintained by Human Resources; State&Federal laws require 2-3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC §§12946, 12960,34090 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: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Media I=Import (in office) Retention Vital? after OD or Options M=Mfr Imaged&S=Scan Retentions apply to the department that is NOT the Office of Record OFR or the "Lead De artment". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records re uests and/or investi ations suspend normal retention eriods retention resumes after settlement). City Preference; State& Separation+ Separation+ Before Mag, Federal laws require 2-3 years; Lead Dept. CW-045 Personnel Files(Training File) 10 years 10 years Separation Ppr 29 CFR 1602.31 &1627.3(b)(ii), 8 CCR§3204(d)(1)et seq., GC §§12946, 12960, 34090 Lead Dept. CW-046 Personnel Work Schedules 2 years 2 years Ppr' GC§34090 Lead Dept. CW-047 Press Releases 2 years 2 years Ppr' 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, Police CW-049 records are audited annually; Requisitions Longer Longer Payment Ppr Required Re uired GC§34090.7 Receipts: Cash Receipts, Petty Cash Receipts,Accounts Receivable Retained for auditing purposes; Source Records(includes all cash Mag, Finance CW-050 receipts, cash register tapes,copies 1 year 1 year 2 years Ppr Finance is Office of Record; GC of receipts, deposits, DLII's, refunds, §34090.7 fees, etc.) Records Destruction Lists/Request for Destruction of Records/ Mag'P P Mfr, Yes: After Standard records management Lead Dept. CW-051 Authorization to Destroy Paper(to Ppr S/I 2 years practice; GC§34090 Rely on the Image as the Original) 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: 3/21/2021 ver.28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& , ? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records rec uests and/or investi ations suspend normal retention periods retention resumes after settlement). Reference Materials: Policies, Lead Dept. CW-052 Procedures, Brochures,Flyers, When When Mag, p Manuals, Newsletters, etc.: Superseded Superseded Ppr Copies; GC§34090.7 Produced by OTHER Departments Reference Materials: Policies, Procedures, Brochures,Flyers, Manuals, Newsletters, etc.: When No When No CW-053 Produced by OUTSIDE Longer Longer Ppr' Non-Records ORGANIZATIONS(League of Required Required California Cities, Chamber of Commerce,etc.) Reference Materials: Policies, Statewide guidelines propose Lead Dept. CW-054 Procedures, Brochures,Flyers, Minimum of Minimum of Mag, p Manuals, Newsletters, etc.: 2 years 2 years Ppr superseded+2 or 5 years; GC Produced by YOUR Department §34090 CW-055 Reference or Working Files: See Correspondence Reports and Studies(Historically Mag, Administratively and Historically Lead Dept. CW-056 significant-e.g. proposed 10 years P P Mfr,OD, S/I Yes: After significant,therefore retained Westminster Consolidation) Ppr 10 years p permanently; GC§34090 Information is outdated after 10 Reports and Studies(other than ag years;statewide guidelines Lead Dept. CW-058 Historically significant reports-e.g. 10 years 10 years Pprr' propose 2 years; If historically Annual Reports) p significant, retain permanently; GC§34090 Copies- Copies- Reports and Studies(Presented to When No When No Mag' Yes: After City Clerk maintains originals; City Clerk CW-057 Council) Longer Longer MfrP,p D, S/I 10 years GC§34090.7 Required Re uired HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver.28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Off-site,Active O - Total Vital? Media I=Import after OD or(in office) te, Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records re uests and/or vestiiqations suspend normal retention eriods retention resumes after settlement. Copies- Copies- Comm. When No When No Yes: Before Mag, Copies(Community Services is Services CW-059 Special Event Permits Longer Longer Event Ppr OFR); GC§34090.7 Required Required Lead Dept. CW-060 Subpoenas 2 years 2 years Ppr' GC§34090 Surveys/Questionnaires If a summary of the data is compiled, Lead Dept. CW-061 the survey forms are considered a 2 years 2 years Ppr, GC§34090 draft or transitory record, and can be destroyed as drafts(When No Longer Required) CW-062 Tapes: See Boards&Commissions As long as they are not retained When No When No in the"Regular Course of Lead Dept. CW-063 Telephone Messages Longer Longer Ppr Business". Consult the City Required Required Attorney to determine if a record is considered a draft. GC §34090, GC§6252 HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver.28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) Imaged& S=Scan C Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department"- If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, com laints audits pending records re uests and/or investigation suspend normal retention periods retention resumes after settlement). For Grant and IRS auditing purposes; Fire keeps their Time cards for 10 years; Each Department uses a different Time Sheets/Time Cards-NOT format to meet their different ENTERED INTO KRONOS requirements; Department Yes: Before preference; Meets auditing Lead Dept. CW-064 (Temporary or Part-time time cards 5 years 5 years Payment Mag standards(audit+4 years); IRS with employee signatures-Library, requires 4 years; Ca. requires 2yr min.; FTB keeps 3 years; Maintenance Yard, etc.)) Published articles show 4-10 years; IRS Reg§31.6001- 1(e)(2), R&T§19530; LC§ 1174(d); 29 CFR 516.5; GC §34090 Department preference; Ethics Training-COURSE RECORDS Training is 5 years; Statewide (Attendance Rosters, Outlines and guidelines propose 7 years; Materials) Calif. Labor Division is required to keep their OSHA records 7 Includes Safety Training, Tailgates, Mag, years; EEOC/FLSA/ADEA(Age) Lead Dept. CW-065 Harassment Prevention and Ethics 2 years 3 years 5 years Mfr, OD, S Yes:When requires 3 years for promotion, Inactive demotion,transfer, selection, or Training Ppr discharge;State Law requires 2 Certificates are maintained in the 3 years for personnel actions; 8 employee's training file in each CCR§3203 et seq., 29 CFR 1602.31 LC§6429(c); GC Department §§12946, 12960, 34090, 53235.2(b), 53237.2(b) HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Media Media I=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged& S=Scan Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pendinq records re uests and/or investi ations suspend normal retention eriods retention resumes after settlement. Copies- Copies- Mag, Yes: After 1996,all Treasurers Treasurer's Reports(Financial When No When No City Clerk CW-066 Reports) Longer Longer Mfr, OD, I When Reports were presented to Required Required Ppr Inactive Council; GC§34090.7 Unsuccessful Bids, Unsuccessful Lead Dept. CW-075 Proposals not opened by Central 2 years 2 years Ppr' GC§34090 Services CW-067 Video Tapes: See Boards, Commissions&Committees Department preference(Courts treat volunteers as employees); Volunteer Applications& Mag, EEOC/FLSA/ADEA(Age) Separation+ Separation+ requires 3 years for promotion, Lead Dept. CW-068 Agreements -Successful 3 years 3 years Mfr, OD, S Yes: 1 year demotion, transfer, selection, or Applicants Ppr discharge;29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Department preference(Courts treat volunteers as employees); Volunteer Applications& EEOC/FLSA/ADEA(Age) Lead Dept. CW-069 Agreements-Unsuccessful 3 years 3 years Ppr requires 3 years for promotion, Applicants demotion,transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Inactive/ Yes: While Lead Dept. CW-070 Volunteer Emergency Contact Forms Separation+ Im volunteer is Ppr' GC§34090 2 years active HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver.28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& ' ? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to vour department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement). Depart. Work Orders/Service Requests Providing CW-071 CMMS DATABASE(Computerized Indefinite Indefinite Mag Data is interrelated; GC§34090 Service/ Work Maintenance Management System) Depart. Work Orders/Service Requests- When No When No Providing CW-072 All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts(the database Service/ is the original); GC§34090 Work Database Required Required Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into City preference; CCP§§338 et Providing CW-073 CMMS Database) 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Service/ Work (Division providing service retains §34090 originals; Division requesting service is considered a copy) For legal compliance for WORM/DVD-r/CD-r/Blue Ray-R Trustworthy Electronic Records or other unalterable media that p (when the electronic record Lead Dept. CW-074 does not permit additions, deletions, P P OD serves as the official record); or changes GC 60200, 12168.7, EVC 1550, CCR 22620 et seq.. HUNTINGTON BEACH, CA©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 February 25, 2022 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: City Clerk Version Number Being Approved: 42.0 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. a4-0 Depa men . ead Date City 64erk Date -z1 -2.2 City Manager Date ( L�o City At ey Date Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive! Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY CLERK!100-GENERAL ADMINISTRATION Until Until Superseded Superseded Mag, Lead Depart. Is OFR; GC Lead Dept. 100.10 Policy&Procedures or When No or When No Ppr §34090.7 Longer Longer Required Required Mag, Yes: After Department Preference; GC City Clerk 100.15 Certificates of Deputization P P Mfr, OD, S/I QC&OD §34090 Ppr City Clerk 100.20 Organization Charts 10 years 10 years Mag, Department Preference; GC Ppr §34090 Department Monthly/Annual Mag, Department Preference-Lead Lead Dept. 100.30 Reports 10 years 10 years Ppr Dept is OFR; GC§34090 City Clerk 100.40 Passport Transmittals 24 months 24 months Ppr US Passport requirement; GC §34090 City Clerk 100.45 Technology Proposals 2 years 2 years Ppr GC§34090 City Clerk 100.50 Restructuring/Reorganization 10 years 10 years Mag, Department Preference; GC Ppr 1 1 1§34090 110-BOARDS/COMMISSIONS!COMMITTEES When No When No City Clerk 110.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required City Clerk 110.15 Bylaws/Articles of Incorporation P P Mfr,OD, S/I No Department preference; GC (AOI's) Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints audits,pending records requests, and/or investi ations suspend normal retention eriods retention resumes after settlement). Statute of Limitations: Public official misconduct is discovery of City Clerk 110.20 Applications&Resignations: 5 years 5 years Mag, offense+4 years, Statewide SUCCESSFUL Ppr guidelines propose Appointment +5 years; GC§34090; PC §§801.5,803© City Clerk 110.25 Applications&Resignations: 2 years 2 years Mag' GC§34090 et seq. UNSUCCESSFUL Ppr Mag Department Preference-Matches City Clerk 110.30 Recognitions 4 years 4 years Ppr' terms of office; GC§34090 et seq. When No When No Legally Required for 30 days; Longer Longer Department may prefer to retain Staffing 110.31 AUDIO RECORDINGS of Meetings Required- Required- Tape for administrative purposes Depart. Minimum Minimum (Mag) (audio tapes are only 30 days is 30 days 30 da s required); GC§54953.5(b) When No When No Legally Required for 90 days; Staffin VIDEO RECORDINGS of meetings Longer Longer Department may prefer to retain g Tape 110.32 Required- Required- for administrative purposes(video Depart. (ALL) Minimum Minimum (Mag) tapes are only 90 days is 90 days 90 days required); GC§34090.7 Certificates of Appointment(Boards Mag' Yes: After Department Preference; GC City Clerk 110.35 /Commissions/Committees) P P Mfr, O D, S/I QC&OD §34090 Ppr Code of Ethics Acknowledgement Superseded Superseded Mag, Department Preference; GC City Clerk 110.40 of Receipt Forms(NOT Ethics Minimum 2 Minimum 2 Mfr, OD, 1 §34090 Training Certificates) years years Ppr City Clerk 110.45 Maddy Act Postings 2 years 2 years Ppr' GC§34090 et seq. City Clerk 110.50 Maddy Act Local Appointments List 2 years 2 years Ppr' GC§34090 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 120-CITY COUNCIL When No When No Legally Required for 30 days; AUDIO TAPES I RECORDINGS of Longer Longer Tape Department may prefer to retain City Clerk 120.01 Required- Required- Mag, for administrative purposes Meetings Minimum Minimum (Mag) (audio tapes are only 30 days is 30 days 30 days required); GC§54953.5(b) When No When No Legally Required for 90 days; VIDEO TAPES/VIDEO Tape Longer Longer Department may prefer to retain City Clerk 120.02 Required- Required- for administrative purposes(video RECORDINGS of meetings(ALL) Minimum Minimum (Mag) tapes are only 90 days is 90 days 90 days Yes: After Department Preference; GC required); GC§34090.7 City Clerk 120.10 Policy&Procedures Superseded P P Mfr, OD, I Superseded §34090 Ppr Department Preference-Matches City Clerk 120.20 Liaison Appointments 4 years 4 years Ppr' terms of office; GC§34090 et seq. Ad Hoc Committees/ Sunset of Sunset of Mag Department Preference-Matches City Clerk 120.25 Subcommittees Committee+ Committee+ Ppr terms of office; GC§34090 et 2 years 2 ears seq. City Clerk 120.30 Goals&Objectives 5 years 5 years Mag, Department Preference; GC Ppr §34090 et seq. Appointments/Resignations to Mag' Yes: After Department Preference- City Clerk 120.40 Council P P Mfr, OD, I Superseded Historical Value; GC§34090 et Ppr seq. Brown Act challenges must be Adjourned&Special Meetings: Mag, filed within 30 or 90 days of City Clerk 120.50 Affidavits of Postings 2 years 2 years Ppr action; GC§§34090, 54960.1(c)(1) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Li ti ation claims com laints audits,pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Brown Act challenges must be City Clerk 120.55 Agenda Postings 2 years 2 years Mag, filed within 30 or 90 days of Ppr action; GC§§34090, 54960.1(c)(1) Mag, Yes: After Department preference; GC City Clerk 120.57 Agenda Packets P P Mfr, OD, I QC&OD 2-§34090 Ppr years City Clerk 120.60 Proclamations 2 years 2 years Ppr' GC§34090 et seq. Mag, City Clerk 120.65 Minutes P P Yes Mfr,OD, S No GC§34090 Ppr City Clerk 120.70 Commendations/ 2 years 2 years Mag' GC§34090 et seq. Acknowledgments Ppr Mag, City Clerk 120.75 Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr City Clerk 120.80 Closed Session 2 years 2 years Ppr' GC§34090 et seq. City Clerk 120.85 Unagendized Council Comments 2 years 2 years Ppr' GC§34090 Request for Staff Reports/ Minimum 2 Minimum 2 Mag, City Clerk 120.90 Responses years ears Ppr GC§34090 et seq. When No When No Mag City Clerk 120.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required 125-OTHER CITY ENTITIES Public Facilities Corp. (PFC): Mag, City Clerk 125.10 Minutes, Resolutions P Yes Mfr, OD, S No GC§34090 P Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (OFR) Active Inactive/ Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for Cit -WIde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). City Clerk 125.20 Civic Improvement Corp(CIC): P P Yes Mfr), OD, S No GC§34090 Minutes, Resolutions Ppr Housing Authority: Minutes, Mag, City Clerk 125.25 Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr Public Financing Authority: Mag, City Clerk 125.30 Minutes, Resolutions P P Yes Mfr, OD, S No GC§34090 Ppr Brown Act challenges must be City Clerk 125.35 All affidavits of postings, Notices, 2 years 2 years Mag, filed within 30 or 90 days of proof of Publications, etc Ppr action; GC§§34090, 54960.1(c)(1) Parking Authority: Minutes, Mag, City Clerk 125.40 Resolutions P P Yes Mfr,OD, S No GC§34090 Ppr City Clerk 125.45 Bolsa Chica Conservancy-Bolsa P P Yes Mfr,OD, S No Non-records retained for Chica Land Trust Ppr reference; GC§34090 Mag, Non-records retained for City Clerk 125.50 HB Fourth of July Foundation P P Yes Mfr, OD, S No reference; GC§34090 Ppr Mag, Non-records retained for City Clerk 125.55 Successor Agency P P Yes Mfr, OD, S No reference; GC§34090 Ppr Mag, Non-records retained for City Clerk 125.60 Oversight Board P P Yes Mfr, OD, S No reference; GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital' Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for Ci -Ifde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS.Litigation, claims complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). 130-CITY EMBLEMS Mag, Department Preference; GC City Clerk 130.10 City Seal P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.20 City Logo P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.25 City Flag P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.30 City Tree(Western Redbud) P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.40 City Flower(Geranium) P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.45 City Car(Woody) P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.50 City Slogan P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.55 City Memorials P P Mfr, OD, S/I No §34090 Ppr City Clerk 130.70 Civic Improvement Corporation P LP Mfr, OD, S/I No Department Preference; GC Seal Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints auditspending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Mag, Department Preference; GC City Clerk 130.80 Public Financing Authority Seal P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 130.90 Housing Authority Seal P P Mfr, OD, S/I No §34090 Ppr 140-ORGANIZATIONS-LOCAL City Clerk 140.10 Administration 5 years 5 years Mag, Department Preference; GC Ppr §34090 City Clerk 140.20 Downtown Business Association 5 years 5 years Mag, Department Preference; GC Ppr §34090 City Clerk 140.30 Chamber of Commerce 5 years 5 years Mag, Department Preference; GC Ppr §34090 City Clerk 140.50 Boys and Girls Club 5 years 5 years Mag, Department Preference; GC Ppr §34090 Public Cable Television Authority Mag, Department Preference; GC City Clerk 140.60 (PCTA) 5 years 5 years Ppr §34090 Visit Huntington Beach/HB Mag, Department Preference; GC City Clerk 140.70 Conference and Visitors Bureau 5 years 5 years Ppr §34090 City Clerk 140.80 VFW Posts 5 years 5 years Mag, Department Preference; GC Ppr §34090 Big Independent Cities Excess Pool Mag, Department Preference; GC City Clerk 140.90 BICEP 5 years 5 years Ppr 1 1§34090 150-ORGANIZATIONS-AT LARGE When No When No City Clerk 150.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Southern California Association of Mag, Department Preference; GC City Clerk 150.20 Governments(SCAG) 5 years 5 years Ppr 1 1§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is com leted, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints audits pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). City Clerk 150.30 Sister Cities 10 years 10 years Mag, Department Preference; GC Ppr §34090 City Clerk 150.40 League of California Cities 2 years 2 years Ppr' GC§34090 City Clerk 150.50 Orange County Housing Authority 2 years 2 years Mpg' GC§34090 City Clerk 150.55 Orange County Auto Theft Task 2 years 2 years Mag' GC§34090 Force Ppr City Clerk 150.60 American Coastal Commission 2 years 2 years Mag' GC§34090 160-PUBLIC INFORMATION/RELATIONS City Clerk 160.10 Administration 2 years 2 years Mpg' GC§34090 et seq. Informal Petitions(submitted to Council on any subject. (Dog Department Preference; Law City Clerk 160.20 Parks, Parking,Traffic Calming, 2 years 2 years Ppr requires 1 year for petitions; GC etc.) Also see Elections for §50115 Initiative, Recall or Referendum) City Clerk 160.30 Public Comments 2 years 2 years Mpg' GC§34090 City Clerk 160.40 Presentations/Donations 2 years 2 years Mpg' GC§34090 City Clerk 160.50 Public Records Requests 2 years 2 years Mag' GC§34090 Ppr 170-RECORDS MANAGEMENT When No When No City Clerk 170.10 Administration Imaging Quality Longer Longer Mag' ( GC§34090 et seq. Control Forms(Pink) Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for Cit -lfde Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 yearsj, since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits pending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Mag, Department Preference; GC City Clerk 170.20 Vital Records Storage P P Yes Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.30 Microfilm Program P P Mfr, OD, S/I No §34090 Ppr Mag, Department Preference; GC City Clerk 170.40 Regulations/Policy P P Mfr, OD, S/I No §34090 Ppr Disposition of Records/Request for Destruction of Records/ Mag'P P Mfr Department Preference; GC City Clerk 170.50 Authorization to Destroy Paper(to P,pr S/I No §34090 Rely on the Image as the Original) Records Retention Schedules/ Mag, Department Preference; GC City Clerk 170.55 Authorization for Amendments to P P Mfr,OD, S/I No §34090 Retention Schedules Ppr When No When No City Clerk 170.60 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required 1 1 Required 180-RISK MANAGEMENT When No When No City Clerk 180.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Insurance Policies&Certificates (City-owned): Liability(General& Yes: Mag, Yes: After For protection from litigation; GC City Clerk 180.20 Public),Workers Compensation P P Before Mfr, OD, S Expiration §34090 (prior to 1980,when the City Expiration Ppr became self-insured) HR/Risk 180.40 Claims Against the City 2 years 2 years Mag, Human Resources-is OFR; GC Manag. Ppr §34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims com taints audits pendingrecords re uests and/or investi ations suspend normal retentionperiods retention resumes after settlement). HR/Risk 180.50 Incident/Accident Reports 2 years 2 years Mag, Human Resources is OFR; GC Manag. Ppr §34090.7 When No When No Mag City Clerk 180.60 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required me quire When No When No Staffing Mag, Copies(staffing Department is Depart. 180.70 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 200-FACILITIES-Civic Center When No When No City Clerk 200.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After Works 200.20 Capital Improvements(All) P P Before Mfr, OD, S inaet+ve Infrastructure; GC§34090 Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 200.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 205-FACILITIES-CommunityCenters When No When No City Clerk 205.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: After 205.20 Capital Improvements(All) P P Before Mfr,OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 205.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required I HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is comi2leted and im 1 a full file folder e. . last document+2 ears since destruction is normallyperformed b file folder. HOLDS:Liti ation claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement), 210-FACILITIES-Libra When No When No City Clerk 210.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required I Yes: Ppr Public 210.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 210.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 215-FACILITIES-Corporate Yard When No When No City Clerk 215.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Re uiredI Yes: Ppr Public 215.20 Capital Improvements(All) P P Before Mfr,OD, Yes: After OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 215.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 220-FACILITIES-Police Buildin When No When No City Clerk 220.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public 220.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Infrastructure; GC§34090 Works Completion Ppr QC&OD HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards _ Retentions begin when the act is com leted, and im I a full file folder e. . last document+2 ears since destruction is normall erformed b file folder. HOLDS.Liti ation claims complaints, audits,pendinq records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). When No When No Staffing Mag, Copies(staffing Department is Depart. 220.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 225-FACILITIES-Rod ers Seniors'Center When No When No City Clerk 225.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required RequiredI Yes: Ppr Public 225.20 Capital Improvements(All) P P Before Mfr, Yes: After r, OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 225.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 230-FACILITIES-City Gym/Pool When No When No City Clerk 230.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public 230.20 Capital Improvements(All) P P Before Mfr, OD, S Yes: After Infrastructure; GC§34090 Works 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 City Clerk 235.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S= can C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normally pertormed by file folder. HOLDS:Liti ation claims com laints audits,Pendinq records requests, and/or investi ations suspend normal retention eriods retention resumes after settlement). s Yes: Mag, Public 235.20 Capital Improvements(All) P P Before Mfr, Yes: After , OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 235.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 240-FACILITIES-Munici al Pier/Plaza When No When No City Clerk 240.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required RequiredI Yes: Ppr Public 240.20 Capital Improvements(All) P P Before Mfr,aOD, S Yes: After Infrastructure; GC§34090 Works Completion Ppr OC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 240.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Re uired ] I I 1 1 245-FACILITIES-Beach When No When No City Clerk 245.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required RequiredI Yes: Ppr Public 245.20 Capital Improvements(All) P P Before Mfra Yes: After OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No I When jStaffing Mag, Copies(staffing Department is Depart. 245.30 Advisory Groups Longer Long Ppr OFR); GC§34090.7 Required Re ui HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital' Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normall erformed bX file folder. HOLDS Liti ation claims corn taints audits endin records requests, and/or investigations suspend normal retention periods retention resumes after settlement), 250-FACILITIES-Water O erations When No When No City Clerk 250.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required RequiredI Yes: Ppr Public 250.20 Capital Improvements(All) P P Before Mfr, Yes: After , OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 250.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 255-FACILITIES-Fire Stations When No When No City Clerk 255.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public Yes: Mag, Yes: After 255.20 Capital Improvements(All) P P Before Mfr,OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 255.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 260-FACILITIES-Heli ort When No When No City Clerk 260.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public 260.20 Capital Improvements(All) P P Before Mfrl, OD, S Yes: After Infrastructure; GC§34090 Works Completion Ppr QC&OD HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& _ _ S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imi)lv a full file folder(e.g. last document+2 yqgrs since destruction is nonnally performed by file folder. ---- - HOLDS:Liti ation claims complaints, audits pendinq records requests, and/or investigations suspend normal retention periods(retention resumes after settlement. When No When No Staffing 26030 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. Required Required Ppr OFR); GC§34090.7 265-FACILITIES-Cultural Arts Center When No When No City Clerk 265.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required RequiredI Yes: Ppr Public 265.20 Capital Improvements(All) P P Before Mfrl Yes: After , OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 265.30 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/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public 270.20 Capital Improvements(All) P P Before Mfr, OD, S Yes: After Infrastructure; GC§34090 Works Completion Ppr OC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 270.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 275-FACILITIES-Parking Structures When No When No City Clerk 275.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 Office of Category ID# Records Description Retention I Disposition Comments!Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S=Scan C'd? if the record is not listed here refer to the Retention for City-Wide Standards _ Retentions be in when the act is completed, and im ly a full file folder e. . last document+2 yea0s I since destruction is_normally erformed by file folder. _ HOLDS:Liti ation claims com laints audits, pendinq records reguests, and/or investi ations suspend normal retention e riods retention resumes after settlement. Yes: Mag, Public 275.20 Capital Improvements(All) P P Before Mfr, Yes: After ,OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 275.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 280-FACILITIES-Youth Shelter When No When No City Clerk 280.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public 280.20 Capital Improvements(All) P P Before Mfr, Yes: After OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 280.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 285-FACILITIES-Emerald Cove Senior Center When No When No City Clerk 285.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Public 285.20 Capital Improvements(All) P P Before Mfr, After , OD, S Yes: Mag, Yes: Infrastructure; GC§34090 Works Completion Ppr OC&OD When No When No Staffing 28530 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. Required Required Ppr OFR); GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital' Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed,aLdL im l a full file folder(e.g. last document+2 years), since destruction is normat!X performed by file folder. HOLDS:Liti ation claims complaints, audits endin records re uests and/or investi ations su�end normal retentieriods retention resumes after settlement). �290-FACILITIES-Gun Ran e When No When No City Clerk 290.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required RequiredI Yes: Ppr Public Yes: After 290.20 Capital Improvements(All) P P Before Mfr,OD, S Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 290.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 ReZ uired Required 295-FACILITIES-Central Park Senior Center When No When No City Clerk 295.10 Administration/Operation/ Longer Longer Mag' GC§34090 et seq. Maintenance Required Required Ppr Yes: Mag, Public 295.20 Capital Improvements(All) P P Before Mfr,OD, S Yes: After Infrastructure; GC§34090 Works Completion Ppr QC&OD When No When No Staffing Mag, Copies(staffing Department is Depart. 295.30 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 300-AUDITS When No When No City Clerk 300.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.20 Audits-City P P Before Mfr, OD, S C QC&OD §34090 Completion Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-18 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-_ Wide Standards Retentions begin when the act is completed, and rn?ply a full file folder(e.g. last document+2 years), since destruction is normallK eerformed bK file folder. HOLDS:Litigation, claims com laintsaudits endin records requests and/or investigations�eend normal retention periods retention resumes after settlement). Audits-Redevelopment Agency/ Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.30 Successor Agency P P Before Mfr,OD, S QC&OD §34090 Completion Ppr Audits-Public Facilities Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.40 Corporation P P Before Mfr,OD, S QC&OD §34090 Completion Ppr Audits-Civic Center Improvements Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.50 Corporation P P Before Mfr, OD, S QC&OD §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.60 Audits-Public Finance Authority P P Before Mfr, OD, S QC&OD §34090 Completion Ppr Yes: Mag, Yes: After Department Preference;-GC City Clerk 300.70 Audits-Parking Authority P P Before Mfr, OD, S QC&OD §34090 Completion Ppr 310-FINANCIAL STATEMENTS/REPORTS When No When No Mag City Clerk 310.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.20 Reports-City P P Before Mfr,OD, S QC&OD also retains permanently; GC Completion Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ?Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-�de Standards Retentions be in when the act is competed, and imp a full file folderLg.last document+2 years), since destruction is normall erformed by file folder. when - HOLDS:Liti anon claims complan�ts,_auditending records requests, an mvestations suspend normal retention periods(retention resumes after settlement Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference- Finance City Clerk 310.30 Reports- Redevelopment Agency/ P P Before Mfr,OD, S QC&OD also retains permanently; GC Successor Agency Completion Ppr §34090 Financial Statements/Treasurer's I Yes: Mag, Yes: After Department Preference- Finance City Clerk 310.40 Reports-Public Facilities P P Before Mfr, OD, S QC&OD also retains permanently; GC Corporation Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference- Finance City Clerk 310.50 Reports-Civic Improvements P P Before Mfr, OD, S QC&OD also retains permanently; GC Corporation Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference- Finance City Clerk 310.60 Reports-Advisory Group P P Before Mfr, OD, S QC&OD also retains permanently; GC Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.70 Reports-Cable Television P P Before Mfr, OD, S QC&OD also retains permanently; GC Completion Ppr §34090 Financial Statements/Treasurer's Yes: Mag, Department Preference-Finance City Clerk 310.80 Reports-West Orange County P P Before Mfr, OD, S Yes: After also retains permanently; GC Water Board(WOCWB) Completion Ppr QC&OD §34090 Financial Statements/Treasurer's Yes: Mag, Yes: After Department Preference-Finance City Clerk 310.90 Reports P P Before Mfr, OD, S QC&OD also retains permanently; GC Completion Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital' Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for Ci Wide Standards Retentions begin When the act is completed, and imply a full file folder e. . last document+2 years), since destruction is normally performed by file folder. EHOLDS:Litigation claims,complaints auditspgndinc records recLuestst and/or invest ations sus end normal retention eriods retention resumes after settlement). - -- ._._ 320-BUDGET When No When No Finance 320.10 Administration Longer Longer Ppr' Finance is OFR; GC§34090.7 Required Required Yes: Mag, Yes: After Department Preference-Finance City Clerk 320.20 City Annual Operating Budget P P Before Mfr, OD, S QC&OD also retains permanently; GC Completion Ppr §34090 City Clerk 320.30 Preliminary Budget 2 years 2 years Ppr' GC§34090 Yes: Mag, Yes: After Department Preference(meets City Clerk 320.40 Capital Improvement Budget 5 years 5 years Before Mfr, OD, S QC&OD auditing standards); GC§34090 Completion Ppr Yes: Mag, Yes: After Department Preference; GC City Clerk 320.45 Unbudgeted Expenditure P P Before Mfr, OD, S QC&OD §34090 Completion Ppr When No When No Mag, Preliminary documents/ City Clerk 320.50 City Clerk's Working File Longer Longer Ppr transitory records; GC§34090 Required Required When No When No Mag, Copies(staffing Department is Finance 320.60 Advisory Groups Longer Longer Ppr Copies (s §3ng De Required Required 0.7 City Clerk 320.70 Parking Authority 2 years 2 years Mag, Copies(staffing Department is Ppr OFR); GC§34090.7 City Clerk 320.80 West Orange County Water Board P P Mag' GC§34090 (WOCWB)/Water Well Lines I I I Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& _ S=Scan C'd? If the record is not listed her, refer to the Retention for City-ode Standards [etentions be when the act is completed and rely a full frle folder(e.g. last document+2 years), since destruction is normal! performed b ti/e folder. HOLDS:Liti ation claims,-com taints, audits,pending records requesv!and/or investigatrons suspend normal retention periods retention resumes after settlement. 330-DEBT_ SERVICE When No When No Mag City Clerk 330.10 Administration Longer Longer PPS' Finance is OFR; GC§34090.7 Required Required Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.20 General Obligation Bonds 2 years Ppr 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§43900 et seq. Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: City and/or Redemption Redemption Yes: Until issued by local governments are City Clerk 330.30 Redevelopment Agency 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Public Facilities Redemption Redemption Yes: Until issued by local governments are City Clerk 330.40 Corp. 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan CA? If the record is not listed here, refer to the Retention for City Wide Standards_ f Retentions begin why the act is cornplefed, and i� a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. - _ HOLDS Lit�gationncclaims, complaints, audits, records 1-0 uests and/or invest ations sus_pcnd norma_I retention eriods retention resumes after settlement). Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Civic Improvement Redemption Redemption Yes: Until issued by local governments are City Clerk 330.50 Corp. 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages,trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Public Financing Redemption Redemption Yes: Until issued by local governments are City Clerk 330.60 Authority 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years;There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Revenue Bond: Tax Anticipation Redemption Redemption Yes: Until issued by local governments are City Clerk 330.70 (Notes) 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5(2); GC§43900 et seq. When No When No Mag, Preliminary documents/ City Clerk 330.80 City Clerk's Working File Longer Longer Ppr transitory records; nt §34090 Required Re uired HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? if the record is not listed here refer to the Retention for City-Wide Standards Retentions b in when the act is com lep ted, and imply a full file folder(e last document+2years), since destruction is normally gerformed by file folder. HOLDS:Litigation, claims com taints audits endin records requests, and/or investi ations sus end normal retention eriods retention resumes after settlement). Statute of Limitations for bonds, mortgages, trust deeds, notes or Cancellat., Cancellat., debentures is 6 years; Bonds Redemption Redemption Yes: Until issued by local governments are City Clerk 330.90 Revenue Bond: Parking Authority 2 years or Maturity+ or Maturity+ Maturity Ppr 10 years; There are specific 8 years 10 years requirements for disposal of unused bonds; CCP§(1)&(2), 337.5 2 ; GC 43900 et seq. 340-REVENUE AND TAXATION When No When No Finance 340.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired When No When No Finance 340.20 Fee Schedule Longer Longer Ppr' Finance is OFR; GC§34090.7 Required Required city 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, S/I 2 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 340.55 Transient Occupancy Tax(TOT) P P Mfr, OD, S/I 2 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 340.60 County Taxes P P Mfr,OD, S/I 2 years §34090 Ppr When No When No Mag, Yes: After Lead Dept. 340.70 Federal Grants/Programs Longer Longer Mfr, OD, S/I QC&OD Copies-GC§34090.7 Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& -- — S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards_ Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normally performed by file folder. HOLDS Lrt�ationL claims cog laints audits endin records re quests, and/or investi ations suspend normal retention eriods retention resumes after settlement). io or -- _ When No When N Mag, Yes: After City Clerk 340.80 State Grants/Programs Longer Longer Mfr, OD, S/I QC&OD Copies-GC§34090.7 Required Required Ppr When No When N Mag, Yes: After Finance 340.85 Programs/Other Longer Longer] Mfr, OD, S/I QC&OD Copies-GC§34090.7 Required Re uired Ppr Mag, Yes: After Department Preference-, GC City Clerk 340.90 Taxes P P Mfr, OD, S/I Ppr 2 years §34090 350-SPECIAL ASSESSMENT/IMPROVEMENTS DISTRICTS When No When No Mag Lead Dept. 350.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 350.20 Underground Utilities P P Yes Mfr, OD, S QC&OD Infrastructure-, GC§34090 Ppr City Clerk 350.30 Reimbursement/Improvements/ P P Before Mfr, Yes: After , OD, S Infrastructure-, GC§34090 Assessment Districts Completion Ppr OC&OD 400-REDEVELOPMENT/SUCCESSOR AGENCY When No When No Econ. 400.10 Administration Longer Longer Mag' GC§34090 et seq. Develop. Required Required Ppr When No When No Econ. 400.20 Special Studies/Reports Longer Longer Mag' Copies-, GC§34090.7 Develop. Required R equired Ppr When No Econ. 400.30 Policy/Regulations Longer Mag' Copies-, GC§34090.7 Develop. Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan Q? �If the record is not listed here, refer to the Retention for City-Wide Standards Retentions b min when the act is completed, and Imply_a full file folder(e.g. last document±2 ears), since destruction is normally performed by rile folder. HOLDS:Liti ation claims complaints, audrts pgndin records requests and/or mvesti ations suspend normal retention eriods retention resumes after settlement. Econ. 400.35 Resolutions(Redevelopment or P P Mag, GC§34090 Develop. Successor Agency) Ppr Mag, Yes: After Department Preference; GC City Clerk 400.40 Biennial Public Hearing P P Mfr, OD, S 2 years §34090 Ppr City Clerk 400.50 Redevelopment or Successor 2 years 2 years Mag' GC§34090 Agency Closed Sessions Ppr Brown Act challenges must be Adjourned&Special Meetings: Mag, filed within 30 or 90 days of City Clerk 400.60 Affidavits of Postings 2 years 2 years Ppr action; GC§§34090, 54960.1 c 1 410-REDEVELOPMENT PROJECT AREAS Merged Project Areas(formed Mag, Yes: After City Clerk 410.00 4/1/1996) P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion When No When No Mag City Clerk 410.01 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 410.05 Redevelopment Project Areas P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Huntington Center Redevelopment Mag, Yes: After City Clerk 410.10 Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Main-Pier Redevelopment Project Mag, Yes: After City Clerk 410.20 Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Beach Blvd. Redevelopment Mag, Yes: After City Clerk 410.25 Project Area(Beach Corridor) P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and iioply a full file folder iea last document+2 years), since destruction is normally performed by file folder HOLDS:Litigation, claims, complaints,audits,12endinq_records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlementl. Oak View Redevelopment Project Mag, Yes After �W City Clerk 410.30 Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Warner-Goldenwest Mag, Yes: After City Clerk 410.35 Redevelopment Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Talbert-Beach Redevelopment Mag, Yes: After City Clerk 410.40 Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Talbert Gap Flood Control Mag, Yes: After City Clerk 410.50 Redevelopment Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 _ Ppr Completion Southeast Coastal Redevelopment Mag, Yes: After City Clerk 410.55 Project Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 410.60 Civic Center P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 410.65 Florida-Utica Enhancement Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 410.70 Commodore Circle Funding Area P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 410.80 Advisory Group P P Mfr,OD, S Project Infrastructure; GC§34090 Ppr Completion HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of Category ID# Records Description Retention/Disposition _ Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? 1f the record is not listed here, refer to the Retention for CV-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normal erformed b file folder- [—_. _ p_- Y ) �..�.._ Yp -- --y -- --- HOLDS:Liti ation1 claims com laints audit endin records re uests and/or investigations suspend normal retention periods(retention resu177cs after settlement). _ 420-LAND USE CONTROL When No When No Planning 420.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Planning 420.20 Policy/Regulations Longer Longer Ppr' Copies; GC§34090.7 Required Required Mag, City Clerk 420.35 Signs/Sign Code/Appeals P P Mfr, OD, S No GC§34090 Ppr City Clerk 420.40 Conditional Use Permit Appeals P P Ppr' GC§34090 City Clerk 420.45 Subdivisions&Lot Line P P Mag, GC§34090 Adjustments Ppr City Clerk 420.50 Conditional Exceptions/Variances P P Mag, GC§34090 /Appeals Ppr City Clerk 420.60 Final Tract Maps/Tentative Tract P P Mag, GC§34090 Maps Ppr City Clerk 420.70 Parcel Maps Release Transmittals 2 years 2 years Mag, Public Works is OFR; GC Ppr §34090.7 City Clerk 420.80 Coastal Development/Plans/ P P Mag, GC§34090 Permits/Appeals Ppr City Clerk 420.85 Local Coastal Program P P Ppr' GC§34090 When No When No Mag, Copies(staffing Department is Planning 420.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required] When No When No City Clerk 420.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-28 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital' Options M=Mfr Imaged& S=Scan C'd? if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years since destruction rs normally�rformed by filer — -- HOLDS Li6 anon claims complaints, audits,pending records requests, and/or investigations suspend normal retention per;cds(retention resumes after settlement. 425-CODE COMPLIANCE/CODE ENFORCEMENT When No auired City Clerk 425.10 Administration-Demolition Photos Longer Ppr' GC§34090 et seq. Required City Clerk 425.20 Short Term Rentals 10 years Ppr GC§34090 et seq. 430-HOUSING When No When No City Clerk 430.10 Administration Longer Longer Ppr, GC§34090 et seq. Required Required City Clerk 430.20 Navigation Center/Homeless 10 years 10 years Mag, Department Preference; GC Shelter Ppr §34090 Preservation/Rehabilitation/ Mag, Yes: After City Clerk 430.30 Relocation P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 430.50 Affordable Housing P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After City Clerk 430.55 Senior Housing P P Mfr, OD, S Project Infrastructure; GC§34090 Ppr Completion Mag, Yes: After Department Preference; GC City Clerk 430.60 Mobilehome Parks P P Mfr, OD, S 10 years §34090 Ppr Economic Mag, Department Preference; GC Develop. 430.70 Studies and Reports 10 years 10 years Ppr §34090 When No When N Staffing Mag, Copies(staffing Department is Depart. 430.80 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required [Requiredil HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-29 Office of Category ID# Records Description Retention/Disposition Comments!Reference Record Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document 2years), since destruction is normally performed by file folder. HOLDS:Litl ation claims complaints, audits, pendinq records requests, and/or rnves�_ations_susp_ nd_normal retention periods(retention resumes after set lement:� "0-PLANNING_ _ When No When No Planning 440.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Planning 440.20 Census Information Longer Longer Ppr' Copies; GC§34090.7 Required Required Mag, Yes: After City Clerk 440.30 Master Plans P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag, Yes: After City Clerk 440.40 General Plan Conformance P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag, Yes: After City Clerk 440.50 General Plan Amendments P P Mfr,OD, S 10 years Land Records; GC§34090 Ppr City Clerk 440.60 Regional Planning 25 25 years Mag, Non records(department yea+D310rs Ppr preference); GC§34090 Mag, Yes: After City Clerk 440.70 Moratoriums P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr City Clerk 440.80 Special Studies/Reports 25 years 25 years Mag, Non records(department Ppr preference); GC§34090 Advisory Groups-Formation, Mag, Copies(staffing Department is City Clerk 440.90 Appointments P P Ppr OFR); GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-30 Office of Category ID# Records Description— Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? if the record is not listed here refer to the Retention for Ct -Wide Standards Retentions begin when the act is completed, and imply a full file folder(e q. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com taints audits endin records requests, and/or investigafions suspend normal retention periodslretention resumes after settlement). 450-ZONING When No When No Planning 450.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 450.20 Zoning Change Case Files P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr Mag, Yes: After City Clerk 450.30 Specific Plans P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr City Clerk 450.40 Special Studies/Reports 10 years 10 years Mag' GC§34090 460-ECONOMIC DEVELOPMENT When No When No City Clerk 460.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired Termination Termination Industrial/Business(e.g.Auto Mag, Meets auditing standards; GC City Clerk 460.30 Business District) of District+ of District+ Ppr §34090 5 years 5 ears When No When No Mag, Copies(staffing Department is City Clerk 460.35 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required I Required 500-ANIMAL CONTROL When No When No City Clerk 500.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After City Clerk 500.20 Regulations P P Mfr,OD, S 10 years Land Records; GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-31 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Active InjTotal Media 1=Import Paper after (OFR) (in office) CRetention Vital? Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here refer to the Retention for it--�l4/ide Standards Retentions be in when the act is completed, and imply a full file folder e.g. last document+2 ears,since destruction is normally performed by file folder. w -- HOLDS:Litigation, ims cla com hints < Fls,_j)Cndirg records requests, andlorinvesk�gations suspend nom-tol retention pcious (retention resumes after settlement. 510-EMERGENCY SERVICES When No When No Required Police or Mag, 510.10 Administration Longer Longer GC§34090 et seq. Fire Required Ppr Mag, Yes: After Department Preference; GC City Clerk 510.20 Disaster Plan 10 years 10 years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.30 Civil Defense 10 years 10 years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.40 Mutual Assistance/Paramedics 10 years 10 years Mfr, OD, S 10 years §34090 _ Ppr Mag, Yes: After Department Preference; GC City Clerk 510.45 FireMed Program 10 years 10 years Mfr,OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.50 Ambulance 10 years 10 years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.60 Hospital 10 years 10 years Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 510.70 Geological Hazards 10 years 10 years Mfr, OD, S 10 years §34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-32 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& --- -- S=Scan C'd? If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is completed and imply a full file folder(e g last document+2 years) since destruction is normally performed by file folder HOLDS:Liti ation claims, complaints, audits, pending records_rcgresls and/ormvestiga ions suspend normal re ention periods(retention resumes aftersettlement) _-„_ 520-ENVIRONMENTAL PROTECTION When No When No Lead Dept. 520.10 Administration Longer Longer Ppr' GC§34090 et seq. Required _ Required Mag, Department Preference; GC City Clerk 520.15 Policy/Positions 10 years 10 years Mfr, OD, S No §34090 Ppr Hazardous Materials(Oil Spills, Mag' Yes: After Claims can be made for 30 years City Clerk 520.20 30 years 30 years Mfr, OD, S/I for toxic subst. exposure; 8 CCR etc.) Ppr 10 years §3204(d)(1)et seq., GC§34090 Mag, Yes: After Copies-Department Preference; City Clerk 520.30 Coastal Protection/Off Shore Oil P P Mfr, OD, S/I 10 years GC§34090.7 Ppr Mag, Yes: After Copies-Department Preference; City Clerk 520.35 Beach Erosion P P Mfr, OD, S/I 10 years GC§34090.7 Ppr Mag, Yes: After Copies-Department Preference; City Clerk 520.40 Oil/Methane Gas P P Mfr,OD, S/I 10 years GC§34090.7 Ppr City Clerk 520.50 Noise Pollution 2 years 2 years Ppr' GC§34090 Lead Dept. 520.60 Energy Conservation 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Planning is OFR-Final EIRs are Mag,Planning 520.70 CEQA /EIR/ND P P Mfr, OD, S Yes: After required to be kept a"reasonable10 years period of time"; 14 Cal Code Ppr Regs§15095(c); GC§34090.7 City Clerk 520.75 Air Quality 10 years 10 years Mag, Department Preference; GC Ppr §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-33 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? _ If the record is not listed here, refer to the Retention for City- de Standards T _ .. _-- Retentions begin v hen the act is completed and imply a full fife folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS Litigation claims complaints, audits, pending records requests and/or mvestigations suspend normal retention periods retention resumes after settlement. Mag, Yes: Aft7Cod�enforcement retains Planning 520.80 Weed Abatement 2 years 2 years Mfr, OD, S 10yearls; GC§34090.7 Ppr Lead Dept. 520.85 Orange County Vector Control 2 years 2 years Mag, Department Preference; GC Ppr §34090 When No When No Staffing Mag, Copies(staffing Department is Depart. 520.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 530-POLICE PROTECTION When No When No Mag Lead Dept. 530.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired Lead Dept. 530.20 Helicopter Program 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 530.30 Police Towing Program 10 years 10 years Mag, Copies-Department Preference; _ Ppr GC 34090.7 540-FIRE PROTECTION When No When No Mag Lead Dept. 540.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired 550-FLOOD CONTROL When No When No Lead Dept. 550.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Mag, Yes: After Department Preference; GC City Clerk 550.20 Flood Control Districts/Channels P P Mfr,OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 550.40 Drainage P P Mfr, OD, S 10 years §34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-34 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive l [Retention Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr vital' Options M=Mfr Imaged& S=Scan C'd? IIf the record is not listed here, refer to the Retention for Cry Wide Standards I r, t',,It`o Is he-Qin v✓h_ en the act-is completed,_and imply a full file folder(e gX last document+_24ears since destruction is normally performed b fiy Ie folder. -- ' ;C! f;figation claims, complaints_audits, pending records requests, and/or investigations.suspend normal retentionperiod�retention resumes after settlement). Mag, Yes: After Department Preference; GC City Clerk 550.50 Reports/Studies P P Mfr, OD, S 10 years §34090 Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 550.70 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 560-PARKING CONTROL When No When No Lead Dept. 560.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired Mag, Yes: After Department Preference; GC City Clerk 560.20 Enforcement Regulation P P Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 560.30 Signs P P Mfr,OD, S _ 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 560.35 Parking Meters/Lots P P Mfr, OD, S 10 years §34090 Ppr Residential Parking Permits/Cul Mag, Yes: After Department Preference; GC City Clerk 560.40 de Sac Parking/Diagonal/Parking P P Mfr, OD, S 10 years §34090 Districts Ppr When No When No Staffing 560.60 Advisory Groups Longer Longer Mag' GC§34090 et seq. Depart. Required Required Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-35 Office of Category ID# Records Description _ ^Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S=Scan C'd? elf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e g. last document+2 years), since destruction is normal performed by file folder. - - _ - -- - - - HOLDS L;tigation, claims, com,)laintsl_audits,-pending records requests and/crmvesti ations_suspend normal re ten tion�eriods retention resumes after settlement. ---------- ---- �—p 670-PUBLIC WELFARE When No When No City Clerk 570.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Lead Dept. 570.15 Homelessness 5 years 5 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 570.20 Drug&Alcohol Abuse 2 years 2 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 570.30 Obscenity/Pornography 10 years 10 years Mag, Copies-Department Preference; Ppr GC§34090.7 Mag, Yes: After Department Preference; GC City Clerk 570.40 Handicapped P P Mfr, OD, S 10 years §34090 Ppr Social Services Organizations/ Mag, Copies-Department Preference; Lead Dept. 570.50 Groups 5 years 5 years Ppr GC§34090.7 Mag, Yes: After City Clerk 570.60 Nuisance Abatement Liens P P Mfr, OD, S 10 years Land Records; GC§34090 Ppr When No When No Staffing Mag, Copies(staffing Department is Depart. 570.70 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Required 680-TRAFFIC CONTROL When No When No Lead Dept. 580.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired Lead Dept. 580.30 Special Studies/Reports 3 years 3 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 580.40 Enforcement 15 years 15 years Mag, T_ Copies-Department Preference; Ppr GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-36 Office of Category ID# Records Description Retention!Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S=Scan C'd? 11f the record is not listed-he-re refer to the Retention for City-Wide Standards retentions burn when the act is completed and impl�a full file folder e. . last document 2 years), since destruction is normally performed b file folder. -_— - HOLDS Litigation, claims,complaints,audiis pendin records requests, and/or investi ations suspend normal retention periods(retention resumes after settlement). Mag, Yes: After Department Preference; GC City Clerk 580.50 Control Devices P P Mfr, OD, S 10 years §34090 Ppr Mag, Yes: After Department Preference; GC City Clerk 580.60 Regulations/Speed Limits P P Mfr, OD, S 10 years §34090 Ppr Lead Dept. 580.70 Pedestrian Safety 3 years 3 years Mag, Copies-Department Preference; Ppr GC§34090.7 Lead Dept. 580.80 Bicycle Safety/Equestrian Safety 3 years 3 years Mag, Copies-Department Preference; Ppr GC§34090.7 When No When No Staffing Mag, Copies(staffing Department is Depart. 580.90 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required Re uired 590-SENIOR CITIZENS When No When No Mag Lead Dept. 590.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required Tender Loving Care/Meals on Mag, Copies-Department Preference; Lead Dept. 590.30 Wheels/Feedback Foundation 5 years 5 years Ppr GC§34090.7 When No When No Staffing Mag, Copies(staffing Department is Depart. 590.40 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 Required I I Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-37 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? !f the record is not listed here, refer to the Retention for City-Wide Standards ERefentions be_gin when the act is completed, and impljl a full file folder(e g last document+2 years, since destruction is normally performed by file folder. — --- HOLDS Liti atioq claim complaints audits pendinq records requests and/or investigations suspend normal_retention periods retention resumes after settlement). 600-AGREEMENTS/CONTRACTS Lead Dept. 600.05 Administration 2 years 2 years Ppg' GC§34090 et seq. Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Before Mf O Completion Completion Yes: r, O Yes: After transportation and concessionaire City Clerk 600.10 Professional Services Agreements + 10 years + 10 years D, S QC&OD agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Statewide guidelines propose completion +5 years for non- capital improvement contracts& completion+4 years for City Clerk 600.15 Federal Agreements Before Mfr, OD, S Completion Completion Yes: Mag, Yes: After transportation and concessionaire +5 years +5 years QC&OD agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-38 Office of Category ID# Records Description Retention/Disposition Comments!Reference Record _ Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? M=Mfr Imaged& - - - - —- _ --- S=Scan C'd? if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder(e.g. last document+2 years since destruction is normally performed by file folder. HOLDS:Liti ation claims cony laints,_audits,pending records reguests, and/or investi ations suspend normal retentionperiods retention resumes after settlement)._ Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion +4 years for Completion Completion Yes:Before Mfr,Or,O Yes: After transportation and concessionaire City Clerk 600.20 State Agreements +5 years +5 years D, S QC&OD agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Completion Completion Yes: Mag, Yes: After transportation and concessionaire City Clerk 600.25 County Agreements +5 years +5 years Before Mfr, OD, S QC&OD agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 All infrastructure, JPAs, &Mutual Aid contracts are permanent for emergency preparedness; Redevelopment Agency/ Yes: Mag, Yes: After Statute of Limitations is 4 years; City Clerk 600.30 Successor Agency/Oversight P P Before Mfr, OD, S QC&OD 10 years for Errors&Omissions; Board Completion Ppr CCP§§337. 337.1(a), 337.15, 343; GC§34090, Contractor has retention requirements in 48 CFR 4.703 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-39 Office of Category ID# _ Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? Iff the record is not listed here, refer to the Retention for City-Wide Standards - �F to rations be in when the act is completed, and hm 1 a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. F ;OLDS:Li ti ation claims, corn faints and is,_hendinq records requests, and/orinvesti ations sus end normal retention eriods retention resumes after settlement)._ Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion+4 years for Before Mfr, O Completion Completion Yes: r, O Yes: After transportation and concessionaire City Clerk 600.35 Concession Agreements +5 years +5 years D, S QC&OD agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Yes: Mag, Administrative&legal value City Clerk 600.40 Joint Powers Agreements (JPAs) P P Before Mfr, OD, S No (Emergency Preparedness), GC Expiration Ppr §34090 Statewide guidelines propose completion+5 years for non- Completion Completion Yes: After Yes: Mag, capital improvement contracts. City Clerk 600.45 Franchises +5 years +5 years Before Mfr, OD, S QC&OD Statute of Limitations is 4 years; Completion Ppr 10 years for Errors&Omissions; CC §§337. 337.1(a), 337.15, 343; GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-40 Office of Category ID# Records Description Retention!Disposition Comments!Reference Record Image: Destroy (OFR) Active Inactive I Total Media 1=Import Paper after (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& [Ilf-the recors not listed here,refer to the Retention for Crty-Wide Standards etentions begin when the act is completed and imp a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder -� HOLDS Litigation claims�cornplaints, audits,_pendi records requests, and/orinvesti ations suspend normal retention periods retention resumes after settlemenfo. Agreements 8,Cash Contracts- Other City Entities: ALL INFRASTRUCTURE: All infrastructure,JPAs, &Mutual Aid contracts are permanent for Architects, buildings, bridges, emergency preparedness; drainage, park improvements, Yes: Mag, Yes: After Statute of Limitations is 4 years; City Clerk 600.50 Public Works, reservoirs, sewers, P P Before Mfr, OD, S 10 years for Errors&Omissions; sidewalks, signals, street&alley Completion Ppr QC&OD 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 avin Statewide guidelines propose Agreements&Cash Contracts completion+5 years for non- Approved by Council: NOW capital improvement contracts& INFRASTRUCTURE: Yes: Ma completion+4 years for City Clerk 600.55 Before Mfr, OD, S Completion Completion g' Yes: After transportation and concessionaire Consultants, Landscaping, Slurry + 10 years + 10 years Completion Ppr QC&OD agreements. Statute of Seals, Tree Trimming, Leases, Limitations is 4 years; 10 years Professional Services, Demolitions for Errors&Omissions; CCP (Not Infrastructure projects) §§337. 337.1(a), 337.15, 343; GC §34090 EEOC/ADEA(Age)requires 1 Agreements Approved by Council: Yes: Mag, year after benefit plan City Clerk 600.60 P P Before Mfr, OD, S No termination; State Law requires 2 Retirement Agreements(PERS) I Expiration Ppr years after action; 29 CFR 1627.3(b)(2); GC§§12946, 12960, 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-41 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital Options M=Mfr Imaged& S=Scan C'd? 1If the record is not listed here, refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 year, since destruction is normal erformed by file folder. _ -- MOLDS:Li ti anon claims, om laints audits endin records requests, and/or investi atiopsu"nd maf retention periods(retention resumes after settlement. _ -- -- - - - __ _ Agreements Other City Entities: Mag, City Clerk 600.65 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 Mfr, OD, for Errors&Omissions;CCP Expiration Ppr §§337. 337.1(a), 337.15,343; GC §34090, Department Preference; Statute of Limitations is 4 years; 10 years Other Contracts/Agreements- Mag' for Errors&Omissions; CCP City Clerk 600.80 (Licensing) P P M PpD, §§337. 337.1(a) , 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 Department Preference; Statute Confidential Contracts/City Yes: Mag, of Limitations is 4 years; 10 years City Clerk 600.85 Attorney P P Before Mfr, OD, for Errors&Omissions; CCP Expiration Ppr §§337. 337.1(a), 337.15, 343; GC §34090, HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-42 Office of Category ID# Records Description Retention/Disposition Cu;,aments I Reference Record Image: Destroy Active Inactive/ [Retention Total ? Media 1=Import Paper after (OFR) (in office) CD or Mfr Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Li ti ation� ._ claims,_com !dints, auditspending records requests, and/or investigations suspend normal retention periods(retention resumes after settle177e17t). Statewide guidelines propose completion+5 years for non- capital improvement contracts& completion +4 years for Before Mfr, O MSC(Miscellaneous Service Completion Completion Yes: Mfr, O Yes: After transportation and concessionaire City Clerk 600.90 Contracts) +5 years +5 years D, S QC&OD agreements. Statute of Completion Ppr Limitations is 4 years; 10 years for Errors&Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Department preference; Exceeds auditing standards for grants; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years Small Business Grant Agreements Yes: Mag from expenditure report or final , Completion Completion Yes: After payment of grantee or etc.City Clerk 600.91 ) Relief, CARES Act Funding, + 10 years + 10 years Before Mfr, OD, S QC&OD subgrantee;statewide guidelines etc.) Completion Ppr propose 4 years; 2 CFR 200.334: 2 rr 3-3; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110&A-133; GC §34090-1 GC§8546.7; CCP §§337. 337.1(a), 337.15, 343; GC §34090 AS/ Completion Completion Mag, Purchasing 600.95 Purchase Orders +5 years I +5 years Ppr Copies; GC§34090.7 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-43 Office of Record Category ID T# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan QC1d? 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:old',r(etc, last document+2years, since destruction is normally bx file folder. HOLDS Lit' ation claims complaints, audits endin records r �f /�� c _-n s� .po;,d nc)!-n7al refention periods(retention resumes aftersettlern . City Clerk Agreements&Cash Contracts: Bid Opening Bid Opening or (various) Unsuccessful Bids +2 years +2 years Ppr GC§34090 Purchasin _ 610-INCORPORATION Mag, City Clerk 610.10 Articles of Incorporation P P Mfr,OD, S No GC§34090 Ppr Uniform Codes(e.g. Uniform Mag, Department Preference; Non City Clerk 610.15 Building Code,etc.) P P Ppr records-can be obtained from the State, if required; GC§34090 Mag, City Clerk 610.20 Charter P P Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 610.30 Annexations P P Mfr,OD, S No GC§34090 Ppr Department Preference; Non Local Agency Formation Mag, records-can be obtained from City Clerk 610.40 Commission(LAFCo) 4 years 4 years Ppr the LAFCo if required; GC 34090 620-ELECTIONS City Clerk 620.10 Administration 10 years 10 years Ppr' GC§34090 et seq. Candidates Packets: Ballot City Clerk 620.12 Designation Worksheets, 2 years 2 years Ppr' GC§34090 Candidate Statement Forms,etc. Elections-Roster of Voters,Voter Mag, City Clerk 620.15 Index 5 years 5 years Mfr, OD, EC§§17300, 17001 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-44 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/FRetention Media I=Import Paper after (OFR) (in office) CD or Mfr Vital? 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 leted and rm ly a full file folder1e g last document+?yea since destruction is normallyperformed by file folder. _- .. HOLDS:Liti ation claims com laints audits,-pending records requests, and/or it suspend normal,retention periods(retention resumes after settlement). General Municipal Elections- City Clerk 620.18 ADMINISTRATION File 2 years 2 years Mag' GC§34090 (Correspondence, Drafts, Proofs, Ppr Notes,etc.) _ General Municipal Elections- City Clerk 620.20 HISTORICAL File(Sample ballot, P P Mfr, OD, S No Retained for Historical Value, GC calling, consolidation, canvass, Ppr §34090 affidavits, etc.) Results+8 Results+8 Not accessible to the public;The months or months or 8 month retention applies after Elections-Petitions(Initiative, Final Final election results, or final City Clerk 620.25 Recall or Referendum) Examination Examination Ppr examination if no election, unless if No if No there is a legal or FPPC Election+ 1 Election + 1 proceeding. EC§§17200(b)(3), year year 17400 Special/Other Municipal Elections-HISTORICAL File Mag, Retained for Historical Value, GC City Clerk 620.30 (Sample ballot, calling, P P Mfr, OD, S No §34090 consolidation,canvass,affidavits, Ppr etc.) Department Preference; No Duration of Duration of specific legal requirement; City Clerk 620.35 Elections-Candidate Statements Office+4 Office+4 Ppr S M I After 2 Statewide guidelines propose 4 / / (to be printed in the sample ballot) years years years years; recommend term +4 years for administrative value; GC§ 34090 No specific legal requirement; Statewide guidelines propose 2 City Clerk 620.40 Elections-Precinct Maps 2 years 2 years Ppr' years; County Clerk sends to Secretary of State; EC§17501, GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-45 Office of Category ID# Records Descriptions LL Retention!Disposition Comments I Reference Record _ Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& -- — -- -- -------- — ---- _� _S=Scan _QC'd7 If the record is not listed here, .refer to-the Retention for City-Wide Standards- Retentions _ -- — --- .-- -- - - -- — Retentions begin when the act is completed nd imply_a full file folc'•crfe. . last_document_+2yea!sj since destruction is normally performed by file folder. HOLDS:Li ti ation claims complaints,audits,pending records requests and/or investigations send normal relentioii eriods tendon resumes after ttlement=_ Department Preference; Statewide guidelines proposes 4 years for successful candidates, Mag, 2 years for unsuccessful; CA law City Clerk 620.45 Elections-Nomination Papers 8 years 8 years Mfr, OD, states term of office and 4 years Ppr after the expiration of term and does not delineate between the two; EC§17100 City Clerk 620.50 Regulations/Procedures Superseded �:F Mag, Department Preference; GC +2 years Ppr §34090 Campaign Documents-City City Clerk 620.52 Municipal Code(Documents filed 2 years Mag' HBMC 2.06.030; GC§34090 with the City Clerk pursuant to Ppr HBMC) Elections-Assessment District City Clerk 620.55 Ballots-Prop. 218 proceedings/ 2 years 2 years Ppr GC§53753(e)(2) Protest Letters/Mail Elections-Vote-by-Mail Applications, Roster of Vote-by- Mail Applications, Envelopes, Ballots After Election,After EC§§17505, 17302, 17306, Recount, Challenged and Assisted City Clerk 620.60 6 mo. 6 mo. Ppr 17503, 17304, and CA Voters Lists, Inspectors Receipts Constitution Article XIII for Ballots, Precinct officers Appointments,Tally Sheets, Copies of Voter Index and Record of Polling Places HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-46 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record l Image: Destroy Active Inactive I Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for Cifde Standards Retentions begin when the act is competed and i npiv a full file folder(e q. last document+2 years), since destruction is normaaV p rformed-by file folder. HOLDS Lrtigotion, claims, complaints, audits pending records requests, and/orrnvestigations suspend normal retention eriods retention resumes after settlement__ Department Preference; Statute of Limitations: Public official misconduct is discovery of Oaths of Office: Other(required of Mag, Yes: After offense+4 years, retirement City Clerk 620.65 QC&OD P P Mfr, OD, S benefits is 6 years from last all"City Officers") Ppr action;statewide guidelines propose Termination+6 years; GC§§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Department Preference; No City Clerk 620.70 Elections-Certificates of Election 8 years P P Ppr S Yes: After specific legal requirement-, Inactive Statewide guidelines propose 4 years; GC§34090 Elections-Campaign Reports Mfr, OD, After 2 Paper must be retained for at City Clerk 620.75 (FPPC 400 Series Forms): 7 years 7 years Ppr S years least 2 years; GC§81009(b)&(g) OTHER COMMITTEES(PACS) Elections-Campaign Reports For Electronic Filings, Data that (FPPC 400 Series Forms& Form has been maintained for at least 501):SUCCESSFUL Mfr, OD, S After 2 10 years may then be archived in City Clerk 620.80 CANDIDATES Elected Officials 2 Years P P Ppr years a secure format; Paper must be All,whether filed electronically or retained for at least 2 years; GC not §81009(b)&(g); GC§84615(i) Elections-Campaign Reports Candidates without committees (FPPC 400 Series Forms&Form are not required to file their 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); GC Electronically §84615 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-47 Office of Category ID# Records Description Retention/Dis osition Comments I Reference Record t 6 rY p p Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? [If the record is not listed here, refer to the Retention for City Wide Standards �. tendons `_�egin 41hen the act is completed and ii.ply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. claims, complaints, audits, pending records requests and/or investigations suspend normal retention eriods(retention resumes after settlement). _ Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL Statements filed electronically are City Clerk 620.87 CANDIDATES, 10 years 10 years Mag required for 10 years; GC ELECTRONICALLY FILED-WITH §81009(b)&(g); GC§84615 or WITHOUT Committees Elections-Campaign Reports (FPPC 400 Series Forms): City Clerk 620.90 THOSE NOT REQUIRED TO FILE 4 years 4 years Mfr, OD, S After 2 Paper must be retained for at ORIGINAL WITH CITY CLERK Ppr years least 2 years; GC§81009(0&(g) (copies)e.g., County Supervisors, Assemblyan,etc. Clerk's Working File, and holding When No When No file for 400 series forms prior to Mag, Preliminary documents/ City Clerk 620.95 determining successful or Longer Longer Ppr transitory records; GC§34090 unsuccessful candidate status Required Required — - -- - --- — -- — 630-LEGAL OPERATIONS When No When No ag City 630.10 Administration Longer Longer Pprr' Copies; GC§34090.7 Attorney Required Required Mag' Yes: After Department Preference; GC City Clerk 630.20 Cannabis P P Mfr, OD S 10 years 3& 4090 Mag, Yes: After Department Preference; GC City Clerk 630.30 Legal Opinions P P Mfr, OD, S 10 years §34090 Ppr AtCity 630.40 Litigation 2 years 2 years Ppg' Copies; GC§34090.7 Y City Clerk 630.50 Legal Procedures Superseded Superseded Mag, GC§34090 +2 years I +2 years Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-48 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City-Wide Standards IRctentions aegrn v hen the act is camp/eted and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. MHOLDS Litiga_tio_nclaims,.coo;plaints, audits,pending records requests and/or invest ations-suspend normal retention periods�retentron resumes after settlement. Ethics Training Certificates for Mag City Clerk 630.55 Elected Officials, Boards and 5 years 5 years Ppr' GC§53235.2(b) Commissions City Clerk 630.60 Conflict of Interest Code Superseded Superseded Mag, Department Preference; GC +2 years +2 ears Ppr §34090 Economic Interest Filings(FPPC Statements filed electronically are Mag, required for 10 years; City 10 700 Series Forms-Statement of Yes: After City Clerk 630.64 Economic Interests): years 10 years Mfr, OD, S/I OC&OD maintains copies only; original ELECTRONICALLY FILED Ppr statements are filed with FPPC; GC§81009(f)(g); GC§84615 FPPC 700 Series Forms (Statement of Economic Interests): Mag, City maintains original City Clerk 630.65 CONSULTANTS TO THE CITY 2 years 5 years 7 years Mfr, OD, S Yes statements; GC§81009€&(g) (specified in the City's Conflict of Ppr Interest code) _ FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS(elected&not Mfr, OD, After 2 City maintains copies only; City Clerk 630.70 elected. Includes City Council 2 years 2 years 4 years S original statements are filed with Members, Planning Commission Ppr years FPPC; GC§81009(0&(g) Members, City Manager, City Treasurer&City Attorney) FPPC 700 Series forms(Statement Mag, City Clerk 630.75 of Economic Interests): Boards 2 years 5 years 7 years Mfr, OD, S Yes City maintains original and Commissions Ppr statements; GC§81009(e)&(g) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-49 Office of 1 Record Category ID#� Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here,refer to the Retention for City-Wide Standards jf&t_ntions begin when the act is completed, and idly a full file folder ocument+2 years), since destruction is normally performed by file folder. (HOLDS Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retentionpenods Letention resumes after settlement). Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Affidavits of Postings, Notices Municipal Government actions is City Clerk 630.80 (includes copies of undeliverable 2 years 1 2 years Mag, 3-6 months; Statute of envelopes), Proof of Publications, Ppr Limitations for mailings for etc-Ordinances annexations, special districts, bonds is 60 days; CCP§§337 et seq, 349.4; GC§§34090, 54960.1(c)(1) FPPC 700 Series Forms City Clerk 630.85 (Statement of Economic 2 years 5 years 7 years Mfr, OD, S Yes City maintains original Interests)DESIGNATED Ppr statements; GC§81009(e)(g) EMPLOYEES by Department) FPPC Form 801 (Gift to Agency Mag, Must post on website; GC City Clerk 630.86 Report) 7 years 7 years Ppr §81009(e); GC§34090; City Clerk 630.87 FPPC Form 802(Tickets Provided 7 years 7 years Mag, Must post on website for 4 years; by Agency Report) Ppr GC§81009(e); GC§34090 City Clerk 630.88 FPPC Form 803(Behested 7 years 7 years Mag' GC§81009e; GC§34090 Payment Report) Ppr FPPC Form 804(Agency Report of Mag, FPPC Regulation 18734(c); GC City Clerk 630.89 New Positions) P P Ppr §81009e; GC§34090 When No When No City Clerk 630.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required City Clerk 630.91 FPPC Form 805(Agency Report of P P Mag, FPPC Regulation 18734(c); GC Consultants) Ppr §81009e; GC§34090 FPPC Form 806(Agency Report of Mag, Must post on website; 2 CCR City Clerk 630.92 Public Official Appointments) 7 years 7 years Ppr 18702.5; GC§34090; GC §81009(e) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-50 Office of [Category ID# Records Description _ Record `— Retention/Disposition Comments 1 Reference Image: Destroy Active Inactive! Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here, refer to the Retention for City Wide Standards [Retentions b_gin when the act is completed and imply a full file folder_e` . last document+2yeai since destruction is normally performed by file folder. 1 _.— __ �HOLDS_Liti anon claims complaints_auditspendin records requests and/or investigations sus end normal retention eriods retention resumes after settlement. 640--LEGISLATION- Proposed 4 Changes t g o the Municipal Mag, City Clerk 640.05 Code(Staff Reports) P P Yes: All Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 640.10 Ordinances/Amendments P P Yes: All Mfr, OD, S No GC§34090 Ppr Uniform Codes Adopted by Mag, Department Preference; GC City Clerk 640.15 Reference(California Building P P Yes: All Mfr, OD, S No §34090 Code, etc.) Ppr City Clerk 640.20 Codification(City Clerk's working 2 years 2 years Mag' GC§34090 file) Ppr City Clerk 640.30 County 2 years 2 years Mag, Department Preference; GC Ppr §34090 State(Includes Statement of Facts- Mag, Department Preference; GC City Clerk 640.40 Registry of Public Agencies) 2 Years 2 years Ppr §34090 City Clerk 640.50 Federal 2 years 2 years Mag, Department Preference; GC Ppr §34090 City Clerk 640.60 Resolutions Adopted by Other 2 years 2 years Mag, Department Preference(non- Cities Ppr records) When No When No Mag City Clerk 640.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Re uired 650-REAL PROPERTY When No When No Lead Dept. 650.10 Administration Longer Longer Ppr, GC§34090 et seq. Required Re uired Acquisitions(Deeds, Title Reports, Mag, City Clerk 650.20 etc.) P P Yes. All Mfr, OD, S No GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-51 Office of]category ID# Records Description Retention/Disposition Comments/Reference Record � 1 Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention vital' Options M=Mfr Imaged& S=Scan C'd? III,the record is not listed here, refer to the Retention for City-Wide Standards__ rPetentions begin when the act is com leted and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS Lrtic�atior1 claimer co arnts,_audits amending records_requests, and/or investigations suspend normal retentionperiods retention resumes after settlement)_ Acquisitions-Parks/Fire Stations Mag, City Clerk 650.40 (Deeds, Title Reports, etc.) P P Yes: All Mfr, OD, S No GC§34090 Ppr Acquisitions-Eminent Domain Mag, City Clerk 650.50 (Deeds, Title Reports, etc.) P P Yes: All Mfr,OD, S No GC§34090 Ppr Tax Collector's Sales(notification of City Cleric 650.60 County surplus property) Files P P Ppr' GC§34090 Contains copies of some deeds Mag, City Clerk 650.70 Surplus Property/Property Sold P P Yes: All Mfr, OD, S No GC§34090 Ppr Mag, City Clerk 650.80 Easements/Deeds/Quitclaims P P Yes: All Mfr,OD, S No GC§34090 Ppr When No When No Mag City Clerk 650.90 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required 700-PERSONNEL ADMINISTRATION Amendments to City Classification Mag, Department Preference-, GC City Clerk 700.10 Plan 15 years 15 years Ppr §34090 City Clerk 700.20 Personnel Policies/Procedures 15 years 15 years Mag, Department Preference-, GC Ppr §34090 City Clerk 700.30 Surveys/Studies 10 years 10 years Mag, Department Preference-, GC Ppr §34090 When No When No Mag Human 700.40 Assistance Programs Longer Longer Ppr, GC§34090 et seq. Resources Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-52 Office of Record Category ID#I Records Description Retention/Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ Total vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan QC'd? _ lif the record is not listed here refer to the Retention for City Wide Standards _ �] RetentionsbegIn when the act is colleted, and imply a full file folder(e g last document+2 years), since destruction is normally performed by file folder. 1IIOLL`S I u,<<,v., claims, complaints,auo�1s, pn,� ,q rccoro's requests, and/ormvestigations sus end normal retention mods retention resur;res after settlement). _.. _ Mag, Yes: After City Clerk 700.50 Retirement Benefits(PERS) P P Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes: After City Clerk 700.55 Deferred Compensation P P Mfr, OD, S 10 years GC§34090 Ppr Human Resources 700.60 Recruiting and Selection 2 years 2 years Ppr' GC§34090 When No When No Ma Copies(staffing artment is AS/Human 700.70 Advisory Groups Longer Longer g' p ( g De p Resources Required Required Ppr OFR); GC§34090.7 When No When No City Clerk 700.80 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Re uired Mag, Yes: After City Clerk 700.90 Elected Officials P P Mfr, OD, S 10 years GC§34090 Pr 710-TRAINING AND EMPLOYMENT PROGRAMS When No When No Mag Lead Dept. 710.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Re uired AS/Human Mag, Department Preference-Copies; Resources 710.20 Employee Development 5 years 5 years Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; Resources 710.30 Youth Employment Services 5 years 5 years Ppr GC§34090.7 AS/Human Mag, Department Preference-Copies; 710.40 Organizational Development 5 years 5 years P r GC 34090.7 Resources p § HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-53 Office of I Record Category ID#I Records Description Retention/Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ Total vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan QC'd? 11?the record is not listed here, refer to the Retention for City-Wide Standards JR tendons begin when the act is completed, and imply a full file folder(e..g, last document+2 years), since destruction is nonnallyperformed by file folder. �' OLDS I d;gction, claims, cori:,.l<iints, audits,pending records requests and/orinvestigations suspend normal retention perocls(retention resumes after settlement)__ 720-EMPLOYEE RELATIONS When No When No AS/Human 720.10 Administration Longer Longer Pa9' GC§34090 et seq. Resources Required _ Re uired p When No When No AS/Human Mag 720.20 Bargaining Units/Associations Longer Longer Ppr, Copies; GC§34090.7 Resources Required Re uired 800-STREETS/HIGHWAYS AND FREEWAYS Public Works 800.10 Administration P P Ppg' GC§34090 et seq. Mag, Yes: After City Clerk 800.20 Street Improvements P P Yes(all) Mfr,OD, S project Infrastructure; GC§34090 Ppr completion Public Works 800.30 Federal Aid Urban(FAU Program) 3 years 3 years Ppr' Copies; GC§34090.7 Public Intermodal Surface Transportation Mag, Works 800.35 Efficiency Act(ISTEA) 3 years 3 years Ppr Copies; GC§34090.7 Public 800.40 Orange County Arterial Highway 3 years 3 years Mag' Copies;GC§34090.7 Works Financing Program(AHFP) Ppr Orange County Combined Public 800.45 Transportation Authority Funding 3 years 3 years Ppr Copies; GC§34090.7 Works Program (OCCTA) p Vacations/Abandonments/ Mag, Yes: After City Clerk 800.50 Dedications P P Yes(all) Mfr,OD, S project Infrastructure; GC§34090 Ppr completion Mag, Yes: After City Clerk 800.55 Rights of Way P P Yes(all) Mfr, OD, S project Infrastructure; GC§34090 Ppr I I completion HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-54 Office of I Category ID# Records Description Retention/Disposition Comments/Reference Record Image: I Destroy Active Inactive I Total Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged& S=Scan-- _ [Retentionsbeain the record is not listed here,__refer to the Retention for Ciry-ode Standards when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Li ti ation claims com laints audits ending records requests, and/orinvesti ations suspend nonnal retention periods(retentior, r-; rn:cs after settlement). Street Openings-Closures/ Mag, Yes: After City Clerk 800.60 Extensions P P Yes(all) Mfr,OD, S project Infrastructure; GC§34090 Ppr completion City Clerk 800.70 Street Names/Changes/ P P Yes(all) Mfr,, OD, S Yes: After Infrastructure; GC§34090 Numbering Ppr 10 years Mag, Yes: After City Clerk 800.90 Precise Plan of Street Alignment P P Yes(all) Mfr, OD, S 10 years Infrastructure; GC§34090 Ppr When No When No City Clerk 800.95 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Required _ 810-SOLID WASTE MANAGEMENT When No When No Public 810.10 Administration Longer Longer Mag, GC§34090 et seq. Works Required Re uired Ppr Public Refuse Collection/Landfill/ Mag, Department Preference-Copies; Works 810.20 Dumps P P Ppr GC§34090.7 Public Mag, Department Preference-Copies; Works 810.30 Litter Control 5 years 5 years Ppr GC§34090.7 Public g10.60 Recycling Programs/Plans 10 years 10 years Mfr, OD, S Yes: After Department Preference; GC§ Works 10 years 34090 r, r 820-WATERWAYS al When No When No Public 820.10 Administration Longer Longer Mag' GC§34090 et seq. Works Required Required Ppr Mag, Yes: After City Clerk 820.20 Waterway/Pierhead Lines P P Yes Mfr, OD, S 10 years Infrastructure; GC§34090 City HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-55 Office of 1 Record Category ID# Records Description Retention!Disposition Comments!Reference I _ Image: Destroy (OFR) Active Inactive! Total Vital? Media 1=Import Paper after (in office) CD 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 rRe�entions begin_when the acf is completed, and imply a full file folder(e.g. last docurven':-?ye re), since destruction is normally performed by file folder. - -- - —� HOLDS Ligation claims com taints audits,i)endina records requests, and/or investi ations aus end normal retention periods(retention resumes after settlement). When No When N0 Staffing Advisory Groups(Bylaws are Mag, Copies(staffing Department is Depart. 820.30 permanent) Longer Longer Ppr OFR); GC§34090.7 Required Required 830-SIDEWALKS Public Works 830.10 Administration P P Ppr' GC§34090 et seq. Sidewalks/Curbs/Gutters/ Mag, Yes: After City Clerk 830.20 Driveways/Pedestrian Bridges/ P P Yes Mfr, OD, S 10 years Infrastructure; GC§34090 Wheelchair Rams I P r 840-INFRASTRUCTURE When No _— When No Mag Public 840.10 Administration Longer Longer Ppr GC§34090 et seq. Works Required Required Public 840.20 Studies and Reports 10 years 10 years Mag' Copies;GC§34090.7 Works Ppr Staffing Advisory Groups(Bylaws are When No When No Mag, Copies(staffing Department is Depart. 840.50 permanent) Longer Longer Ppr OFR); GC§34090.7 Required Re uired 900-ARTS When No When No Lead Dept. 900.10 Administration Longer Longer Ppr' GC§34090 et seq. Required Required When No When No Yes: Mag, Copies(Community Services is Services 900.20 Special Events Longer Longer Before Ppr OFR); GC§34090.7 Required Required Event City Clerk 900.30 Gifts/Acquisitions 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 When No When No Staffing Mag, Copies(staffing Department is Depart. 900.40 Advisory Groups Longer Longer Ppr OFR); GC§34090.7 p Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-56 Office of I Category ID# Records Description on7 Rctention/Disposition Comments/Reference Image: Destroy Active Inactive/ Total ? Media I=Import Paper after (OFR) (in office) CD or Mfr Retention Vital' Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e g. last docunr& 2years), since destruction is normally performed by file folder. HOLDS Litigation claims com laints audits endin records re owls,-and/or investiG ns_su end normal rele ntivn periods(retention resumes aftersettlem_njt -- . 910-HISTORIC PRESERVATION Lead Dept. 910.10 Administration P P PPg' GC§34090 et seq. - Mag, City Clerk 910.20 City History P P Mfr,OD, S No GC§34090 Ppr Mag, City Clerk 910.30 Historical Preservation P P Mfr,OD, S No GC§34090 Ppr - — Mag, City Clerk 910.35 Archaeological Resources P P Mfr, OD, S No GC§34090 Ppr When No When No Staffing g1040 Advisory Groups Longer Longer Mag, Copies(staffing Department is . Depart. _ Ppr OFR); GC§34090.7 Required Required When No When No City Clerk 910.50 Your Departments Working File Longer Longer Ppr' GC§34090 et seq. Required Re uired _ Mag, City Clerk determines historical City Clerk 910.60 Historical Records P P Mfr,OD, S/I No records; GC§34090 Ppr 920-PARKS_ Lead Dept. 920.10 Administration P P Pp' GC§34090 et seq. Mag, Yes:After City Clerk 920.20 Master Plan-Parks P P Mfr,OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.30 Regional Parks P P Mfr,OD, S 10 years GC§34090 Ppr HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-57 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive/ Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital. Options M=Mfr Imaged& S=Scan C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is com leted and;;r�l a fu''' last document+2 eai s, since destruction is normal) performed b file folder. ice_ --_ _y_ 1 -.. �'�- - y-- HOLDS:Liti ation claims com taints audits endh�records reauests, and/or investigations suspend normal retention eriods retention resumes after settlement). - - = Mag, Yes.After City Clerk 920.40 City Parks P P Mfr,OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.50 Huntington Central Park P P Mfr, OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.60 Shipley Nature Center P P Mfr,OD, S 10 years GC§34090 Ppr Mag, Yes:After City Clerk 920.70 Equestrian Center/Equestrian P P Mfr,OD, S 10 years GC§34090 Ppr When No When No Staffing Mag, Copies(staffing Department is 920.80 Advisory Groups Longer Longer Depart. Re wired Required Ppr OFR); GC§34090.7 930--PATHS&TRAILS t. 93 —-- - - -L--- - -- ___--� - -- Mag _.. ---- p 0.10 Administration P P Ppr Lead De GC§34090 et seq. Mag, Yes:After City Clerk 930.20 Master Plan-Paths&Trails P P Mfr, OD, S 10 years GC§34090 P r 940-TRANSPORTATION SERVICES Lead Dept. 940.10 Administration 2 years 2 years Ppr' GC§34090 et seq. City Clerk 940.20 OCTD 10 years 10 years Mag, Department Preference; GC§ Ppr 34090 City Clerk 940.30 Special Transportation Programs 10 years 10 years Mag, Department Preference; GC§ Ppr 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS} RETENTION SCHEDULE: CITY CLERK Page CC-58 Office of Retention/Disposition Comments/Reference Category ID# Records Description Record Image: Destroy Active Inactive/ [Retention Total Media I=Import Paper after (OFR) (in office) CD or Mfr Vaal? Options M=Mfr Imaged& __ S=Scan - (�C'd? If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act' 7c ;. . last document+2 years),_since destruction is normally performed by file folder. HOLDS:Lid ation claims com; ��csts, and/or inves-tiyations_suspend-normal retention periods(retention resumes after settlement). Mag, Yes:After City Clerk 940.50 Plans/Studies/Reports P P Mfr, OD, S years GC§34090 Ppr 10 Lead Dept. 940.60 Taxi Cab Rates/Permit Fees 2 years 2 years Ppg' GC§34090 When No When No OCTC 940.80 Orange County Transportation Longer Longer Mag' Non-records; GC§34090 et seq. Commission(OCTC) Required Required Ppr 950-LIBRARY SERVICES Library 950.10 Administration 2 years 2 years Ppr' GC§34090 et seq. Special Events/Programs/ Mag, Department Preference-Copies; Library 950.20 Reports 10 years 10 years Ppr GC§34090.7 When No When No Staffing 950.30 Advisory Ma Groups Longer Longer g' Copies(staffing Department is Depart. Required _ Required Ppr OFR); GC§34090.7 960-COMMUNITY EVENTS _- Lead Dept. 960.10 Administration 2 years 2 years Ppg' GC§34090 et seq. Yes: Ma Copies(CommunityServices is Services 960.20 Special Events-General 2 years 2 years Before Ppr' OFR); GC§34090.7 _ Event Comm. Yes: Mag, Copies(Community Services is Services 960.30 Fourth of July Celebration 2 years 2 years Before Ppr OFR); GC§34090.7 Event Yes: Mag, Copies(Community Services is Services 960.40 Community Festival 2 years 2 years Before Ppr OFR); GC§34090.7 Event HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-59 Office of Category ID# Records Description _ Retention I Disposition Comments/Reference Record Image: Destroy LonAcotffvicee Inactive/ Total Media 1=Import Paper after (OFR) ) CD or Mfr Retention Vital? Options M=Mfr Imaged& ____ - S=Scan �C C'd?_ If the record is not listed here, refer to the Retention for City-Wide Standards Retentions' 0 7 ph s `" 2 years), sine destruction is nonnally peformed by file folder HOLDS L"1;,,_ ' "�` <; anal retention periods(retention resumes after settlement) _ Comm. Yes: Mag, Copies(Community Services is Services 960.50 Walks/Races/Runs 2 years 2 years Before Ppr OFR); GC§34090.7 Event Comm. Yes: Mag, Copies(Community Services is Services 960.60 Surfing Contests 2 years 2 years Before Ppr OFR); GC§34090.7 Event Staffing Mag, Copies(staffing Department is Depart. 960.70 Advisory Groups 2 years 2 years Ppr OFR)-, GC 34090.7 1000-WATER SERVICES Lead Dept. 1000.10 Administration P P Ppr' GC§34090 et seq. - - City Clerk 1000.20 Rates/Fees 5 years 5 years Mag, Meets Auditing Standards; GC Ppr §34090 Mag, Yes:After City Clerk 1000.50 Master Plan P P Mfr, OD, S 10 years GC§34090 Ppr Public West Orange County Water Board Mag, Works 1000.70 (WOCWB)Agendas P P PprPublic Non-records; GC§34090 et seq. Works 1000.75 Metropolitan Water District 2 years 2 years Ppg' Non-records; GC§34090 et seq. Works Public 1000.80 Orange County Water District P P Mag, Non-records; GC§34090 et seq. Works Public 1000.85 Quality Control P P Ppg' Copies;GC§34090.7 City Clerk 1000.90 Conservation/Water Reclamation/ P p MPNr,OD, S Yes:After GC§34090 Water Management Plan Ppr 10 years HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 ver.42.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-60 Office of Record Category ID# Records Description Retention!Disposition Comments/Reference Image: Destroy (OFR) Active Inactive/ Total Vital? Media I=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged& S=Scan C'd? eco d is not listed here, refer to the Retention for City-Wide Standards -- ?;c? ), since destruction is nonnally performed by file folder. � !a�t documer� _ _ periods(retention resumes after settlement. 1010 TELEPHONE Lead Dept. 1010.10 Administration 2 years 2 years Ppr' GC§34090 et seq. City Clerk 1010.20 Rates/Fees 5 years 5 years Mag, Meets Auditing Standards; GC P r 34090 1020-SEWERS!SANITATION-WASTEWATER_MANAGEMENT Public Works 1020.10 f Administration P P Ppr' GC§34090 et seq. Mag, Yes:After City Clerk 1020.20 Capital Improvements P P Mfr, OD, S 10 years GC§34090 Ppr City Clerk 1020.50 Other Agencies/Districts 2 years 2 years Mag, Department Preference; GC Ppr §34090 et seq. Public 1020.60 Policies& Procedures P P Mag, Department Preference; GC Works Ppr §34090 et seq. Public Mag, Department Preference-Copies; Works 1020.70 Special Studies/Reports 10 years 10 years P rI GC 34090.7 1040-PUBLIC_UTILITIES Lead Dept. 1040.10 Administration 2 years 2 years Ppr' GC§34090 et seq. City Clerk 1040.20 Electric Utilities P P Mag, Department Preference; GC§ Ppr 34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 January 20, 2022 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Finance Version Number Being Approved: 25.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. Department Mead D to City Clerk Date 071v� - n-22.. City Manager Date City At me Date Ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Category ID# Records Description Retention 1 Disposition Comments!Reference Record Destroy Image: Paper Active Inactive(Off-site,) Total Vital? Media 1=Import after (OFR) (in office) Retention Options M=Mfr Imaged 8� OD or Mfr S=Scan g If the record is not listed here refer to the Retention for City-wide Standards Retentions beam when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normall erformed b fvle folder. HOLDS.Liti ation claims,complaints,audits pendingrecords requests. and/or investi ations suspend normal retention eriods retention resumes after settlement). FINANCE i ACCOUNTING Department Preference; IRS:4 years after tax is due or paid Yes: (longer for auditing&contractor Finance/ 'Mag,Mfr, S/I After 1 delinquency); Ca. FTB:3 ears; Accounting FIN-001 1099's, 1096's,W 9s- 2 years 5 years 7 years OD, Ppr q y)' y year IRS Reg§31.6001-1(e)(2), R&T §19530,GC§34090;29 USC 436 IRS:4 years after tax is due or Mag'Mfr, Yes: paid; Ca. FTB:3 years;-IRS Reg Finance/ FIN-002 945 Forms(non-payroll withheld 2 years 5 years 7 years Ppr S/I After 1 §31.6001-1(e)(2),26 CFR Accounting federal income tax-retirees) OD, year §31.6001-1, R&T§19530, GC §34090 IRS Regulation 31-6001-1 four years after the due date of such No Longer in No Longer in Yes: tax for the return period to which Finance/ Mag,Mfr, the records relate, or the date Accounting FIN-003 W-4P(Retirees) Effect+4 Effect+4 OD, Ppr S/I After 1 such tax is paid,whichever is the years years year later;IRS Reg§31.6001-1(e)(2), 26 CFR§31.6001-1, R&T §19530,GC§34090 Accounts Payable/Invoices(All Records and Reports-Includes Yes: Finance/ Invoices,Travel Expense Yes: Until Mag,Mfr, Statewide guidelines propose p Accounting Reimbursements, Postage,Credit year FIN-004 2 years 5 years 7 years Paid OD, Ppr S/I After 1 audit+4 years;GC§34090 Card Transmittals,Redemption Records,etc.) HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Category ID# Records Description Record g rY p Retention/Disposition Comments/Reference ' Destroy Inactive Image: paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) �Imaged& S=Scan C If the record is not listed here, refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g.last document+2 years), since destruction is normal/ erformed by file folder. HOLDS:Liti ation, claims, complaints, audits,Pendinq records re uests, and/or investiiqations suspend normal retention oefiods retention resumes after settlement). Accounts Receivable 1 Revenue I(All Records and Reports, including Finance/ Auction Receipts&Records, BID Yes- Finance p 2 years 5 years Je Yes: Until Mag, Mfr, S/I After) Statewide guidelines propose Accounting (Business Improvement District), Paid OD, Ppr year audit+4 years;-GC§34090 Parking Bail,Taxes, TOT, Sale& Use Tax, Schedule of Investments) Finance/ Accounts Receivable: Billingfor Termination n Yes: FIN-006 of Service+ + Yes: During Mag,OD, S/I After 1 Retained to cover auditing Accounting COBRA and Retiree Medical 5 years Service Mfr, Ppr year standards; GC§34090 Assessment District Projects Payoff of f City Finance 1 FIN-007 (Accounting/Payment District+5 5 Yes: Until Mag,Mfr, Yes: 1ty Clerk Maintains Originals;Accounting ( g y Payoff OD, Ppr S year 'covers auditing standards; GC Administration Records) years 34090 Finance! FIN-008 Audit Management Letters(not 7 years Mag,Mfr, S/I After 1 Department Preference; GC Accounting ACFR GAF-R) OD, Ppr §34090 Finance/ FIN-009 Audit Work Papers 7 years 7 years Mag, Mfr, S/I After 1 Department Preference; GC Accounting OD, Ppr §34090 Copies- Copies- Yes: City Clerk FIN-010 Audits When No When No Mag, Mfr, S/I After 1 GC§34090.7 Longer Longer OD, Ppr Required Required year Finance/ Audits(Performed by City Resolution+ Resolution+ Consistent with Code Accounting FIN-011 employees) 2 years 2 years Mag, Ppr enforcement,meets auditing requirements; GC§34090 Sank Reconciliation&Bank Statements(includes bond r Finance/ statements),Trustee Statements, Ma Mfr, Yes- Finance 5 For auditing purposes; GC Accounting FIN-012 Transaction Statements,Wire y years 7 years OD, P S!1 After"I p year §34090,26 CFR 31.6001- 1-1 Transfers, Check Listing Audit Trail, Deposits, Returned Checks HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Category ID# Records Description Retention l Disposition Comments Reference Record Destroy Image: Paper Active Inactive] Onff site Total Vitals Media 1=Import after (OFR) (in office) Retention Options M=Mfr Imaged& OD or Mfr) S=Scan g C' If the record is not listed here refer to the Retention for fflde Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2years), since destruction is normal!y performed by file folder. HOLDS:Litigation, claims com laints audits pending records requests, and/or investi ations suspend normal retention Deriods retention resumes after settlement). Billing Records(customer name, Yes: When Yes: Finance/ service address, meter reading, Mag, Mfr, Consistent with Accounts Fiscal FIN-013 usage, payments,Auto Pay 2 years 5 years 7 years Ac Open OD, Ppr I Ayearl Receivable; GC§34090 Services Applications, etc.) p Finance! Billing-Water Billing: Appeals- Final Final Mag, Yes: Documented or attached to Fiscal FIN-013.1 Payment Delinquency&Impending Decision+2 Decision+2 Ppr,Mfr, S After QC Customer Record in database Services Discontinuation years years OD &OD GC§34090; H&S§116908 Finance! Billing-Water Billing: Non-payment When No When No Mag, Yes: Documented or attached to Notices/Notice of Payment Longer Longer Ppr, Mfr, S After QC Customer Record in database Fiscal FIN-013.2 Delinquency&Impending 9 Services Discontinuation(Initial, Final) Required Required OD &OD GC§34090; H&S§116908 I - Finance/ Billing-Water Billing: NSF Checks! When No When No Mag, Yes: Documented or attached to Fiscal FIN-013.3 Longer Longer Ppr, Mfr, S After QC Customer Record in database Services Adjustments to Customer accounts Required LReuired OD &OD GC§34090, H&S§116908 Expiration or tion or Mag Yes: Documented or attached to Finance/ Billing-Water Billing: Payment Completion letionFiscal FIN-013.4 Plans: Amortization,Alternative Ppr, Mfr, S After QC Customer Record'in database of Payment yment OD &OD GC§34090; H&S§116910 Services Payment Plans, Deferrals,etc. plan an When When Finance/ Billing-Water Billing: Policy on Superseded Superseded; Mag, Yes: Must post to Website; H&S Fiscal FIN-013.5 Discontinuation of Residential Ppr,Mfr, S After QC 116906; GC 34090 Minimum 2 ' Minimum 2 OD &OD § § Services Service for Nonpayment years ears Finance/ Billing-Water Billing: Report of Mag, Yes: Must post to Website; H&S Minimum 2 Minimum 2 Fiscal FIN-013.6 Annual Discontinuations of years years Ppr,Mfr, S After QC §116918; GC§34090 Services Residential Service OD &OD Budget Hearing and/or Review When No When No Drafts-Department Preference; Finance/ FIN-014 (Development Documents& Longer Longer Mag,Ppr Budget GC§34090.7 Preliminary Budget) Required Required HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Revision Approved: 3/21/2021 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Ver. 25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of t Record Caegory ID#, Records Description Retention/Disposition Comments/Reference Destroy Inactive Image: paper (OFR) Active Total Media I=Import (in office) (Off-site,) Retention vital' Options M=Mfr Imaged 8� OD or Mfr g 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(e.g.last document+2years), since destruction is normally performed by file folder. HOLDS:Liti ation claims complaints, audits,Pending records requests, and/orinvesti ations suspend normal retention Periods retention resumes after settlement. s: Yes Department Preference; City Finance/ FIN-015 Budget Transfer Requests& 2 years 5 years 7 years Current Mag,Mfr, S/I After 1 Clerk maintains originals; longer Accounting Journals Fiscal Year OD, Ppr year for administrative value; GC §34090.7 Copies- Copies- Yes: Yes: City Clerk is OFR: Must be filed CityClerk FIN-016 Budgets-Adopted When No When No Mag,Mfr, g Longer Longer Current OD, Ppr S/I After 1 with County Auditor, GC§34090, Required Required Fiscal Year year 40802, 53901 Finance/ Business License Applications and Termination Termination Yes: Until Yes: Termination Mag, Mfr, Retained for Auditing purposes; Fiscal FIN-017 Renewals(includes Home of Business of Business Termination S/I After 1 Services Occupation Permits) of Business +5 years +5 ears of Business OD,Ppr year GC§34090 Finance/ Fiscal FIN-018 Business License Computer When When Services Generated Reference Reports Superseded Superseded Mag, Ppr Transitory Records;GC§34090 Finance/ Business License Notice of Fully Paid+ Fully Paid+ Yes: Until Meets auditingneeds;GC Services FIN-019 Violations and Civil Citations 2 years 2 years Paid Mag, Ppr §34090 Yes: Statute of Limitations is 4 years; Finance/ FIN 020 Check Registers 2 years 5 years 7 years Mag,Mfr, S/I After 1 statewide guidelines propose Accounting OD, Ppr year Audit+2 years; GC§34090, CCP§337 Yes: Statute of Limitations is 4 years; Finance/ FIN-021 Checks-Canceled(Cashed)or 2 years 5 years 7 years Mag,Mfr, S/I After 1 statewide guidelines propose Accounting Voided OD, Ppr year Audit+5 years;GC§34090, CCP§337 Copies- Copies CityClerk retains Annual Consolidated Financial Yes: k original City Clerk FIN-022 Report(ACFR) Gemprehewsw ec When No When No Mag,Mfr, S/I After 1 permanently;statewide Longer Longer OD, Ppr guidelines propose 7 years; ; GC Required Required year §34090.7 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Destroy Image: Paper (OFR) Active Inactive(Off-Site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan QC ? If the record is not listed here refer to the Retention for C' Wide Standards Retentions begin when the act is completed, and imply a full rile folder(e.g.last document+2years),since destruction is normallyperformed by file folder. HOLDS:Liti ation claims, com laints audits pendingrecords re uests and/or investigation suspend normal retention eriods retention resumes after settlement). Finance J Department preference; Fiscal FIN 023 Customer Accounts(Closed 3 years after 3 years after Mag, Ppr Published articles show 7 years Services Business Licenses or Utilities) terminated terminated for customer ledgers;GC§34090 Yes: Department Preference; Finance/ FIN-024 Depreciation Schedules 2 years 5 years 7 years Mag, Ppr S/I After Published articles show 7 years Accounting Inactive after disposal; GC§34090 Close+5 Close+5 Mag,Mfr, Yes: Department Preference(meets Finance/ FIN-025 Developer Trust Accounts S/I After 1 municipal government auditing Accounting years years OD, Ppr year standards); GC§34090 Finance J Financial Services Database/ERP Data fields are inter-related;GC Accounting FIN-026 (Enterprise Resource Planning) Indefinite Indefinite Yes Mag, Ppr §34090 et seq. Database Consistent with Accounts Finance/ Fixed Assets-Auction/Disposal/ Mag,Mfr, Yes: Receivable; Statute of limitations FIN-027 2 years 5 years 7 years S/I After 1 is 3 years;statewide guidelines Accounting Sales/Surplused i OD, Ppr year propose 2-4 years;-GC§34090, CCP§337 Finance/ FIN-028 Fixed Assets-Inventory, Schedule 2 years 5 years 7 years 'Mag,Mfr, S/I After 1 Includes permanent assets; GC Accounting of Infrastructure and Buildings OD, Ppr §34090 When No When No Yes: Finance/ Mag,Mfr, Preliminary documents(the Accounting FIN-029 General Ledger: Final year-end Longer Longer OD, Ppr S/I After 1 database is original); GC§34090 Required Required year Department Preference; IRS:4 years after tax is due or paid Mag,Mfr, Yam" (longer for auditing&contractor Finance/ FIN-030 Indirect Cost Plans 2 years 5 years 7 years S/I After"I Accounting OD, Ppr year delinquency); Ca. FTB:3 years; IRS Reg§31.6001-1(e)(2), R&T §19530,GC§34090 FIN-031 Invoices: See Accounts Payable HUNTINGTON BEACH, CA. 01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Destroy Inactive Image: paper Active Total Media 1=Import (OFR) (in office) (Off-site,) Retention Vital? Options M=Mfr Imafted 8� OD or Mfr g S=Scan C' If the record is not listed hens refer to the Retention for Ci -tide Standards Retentions be in when the act is completed, and imply a full rile folder e. .last document+2years),since destruction is normally performed bv file folder. HOLDS:Liticiation, claims, com laints, audits pending records requests, and/orinvesti ations suspend normal retention perfidds retention resumes after settlement). Finance/ Mag,Mfr, Yes: Department Preference; Statute Accounting FIN-032 Journal Entries 2 years 5 years 7 years OD, Ppr S/I After 1 of Limitations is 4 years, GC year §34090, CCP§337 Journals, Ledgers, Reconciliations, Registers, Reports, Transaction When No When No Preliminary documents(the Finance/ Histories, Balance Sheets, Budget Mag, Mfr, Yes: database is original)-statewide r 2 Accounting FIN-033 Adjustments(MONTHLY OR Longer Longer OD, P S/I After 1 Required Required p year guidelines propose 2 years; GC PERIODIC) Does NOT include year- §34090 end General Ledger. Finance/ FIN-034 Oil Production Tax 2 years 5 years 7 years Mag, Ppr Retained for auditing purposes; Accounting GC§34090 Finance/ Receipts for Property Tax Department preference; GC Accounting FN-075 Reimbursements Related to 2004 2 years Indefinite Indefinite Mag,Ppr §34090 Judgement Obligation Bonds State Reports: State Controllers Report, Local Government Compensation Report, Property Management Plan, Obligation Payment Schedules, Due Diligence Yes: Finance/ FIN-035 Reviews, Gas Tax, MOE 2 years 5 years 7 years Mag, Mfr, S/I After 1 Consistent with periodic report/ Accounting (Maintenance of Effort)Report, OD, Ppr Fixed Charge Special Assessment p year Journal retention;GC§34090 Report, Public Self Insurer Report (SIP Report), Housing Successor Agency Housing Assets Fund Report,etc. Vendor Vendor Yes: Finance/ Ma Mfr. Meets IRS auditing standards Accounting FIN-035.1 W-9's Inactive+3 Inactive+3 OD. Ppr S/I Aber 1 GC$34090 ars e ears 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: 3/21/2021 Ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Destroy Image: paper Inactive Total Media I=Import Active (Off-site, Vital? after (OFR) I (in office) Retention Options M=Mfr imaged& OD or Mfr) S=Scan QC' ? If the record is not listed here refer to the Retention for C' -Wide Standards Retenfions be in when the act is completed, and imply a full file folder e.a.last document+2 vears since destruction is normaliv performed bv file folder. HOLDS:Litigation, claims com taints,audits endin records re uests and/or inves6 ations sus end normal retention enods retention resumes after settlement). CENTRAL SERVICES Bid Opening Bid Opening +2 years, or +2 years,or OFR depends upon who opens Finance/ Unsuccessful Bids or Proposals(for per Grant per Grant the bid e. City Clerk GC Central FIN-036 Ppr ( g ) bids opened by Central Services) Requirement Requiremen 34090 Services ,if Funded ,if Funded by a Grant by a Grant Term varies,and can be a multi- 3 years,or 3 years, or year contract; City Clerk is OFR per Grant for those that go to Council; Finance/ Yes: Until per ran Central FIN-037 Successful Bids or Proposals Requirement Requiremen Mag,Ppr Statute of Limitations for (products or services) , if Funded if Funded Completion contracts is 4 years;CCP§§337., Services by a Grant by a Grant 337.1(a),337.15; GC§34090 et seq. Department preference; Consistent with Accounts Finance/ Purchase Orders: Goods& 2 years1years7 years Yes: Until Mag, Payable;Published articles show Central FIN-038Paid Ppr,OD Products 3 years;Statute of Limitations is Services 4 years; GC§34090, CCP§337 Consistent with agreements and Finance/ Vehicle and Equipment Leases Expiration of Expiration of Mag,Mfr, Yes: contracts, Statute of Limitations OD, Ppr Sit I After 1 for contracts is 4 years;CCP Central FIN-039 (when the vehicle or equipment is Lease+2 3 years Lease+ 5 year 337., 337.1 a 337.15;GC Services not subsequently purchased) years years y §34090 et seq. ) Finance/ Upon Upon Mag,MR, Provided to new owner;GC SeCentral FIN-040 Vehicle Title("Pink Slips") Disposal of Disposal of OD, P r S/I No §34090 rvices Vehicle Vehicle p HUNTINGTON BEACH, CA.©1995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Revision Approved: 3/21/2021 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Category ID# Records DesLLLff Retention/Disposition Comments/Reference Image: Destroy ctive Total Paper (OFR) -site, Vitals Media I=Import Retention Options M=Mfrafter r Mfr) Imaged& S=Scan C If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions begin when the act is completed, and implya full file folder(e.g. last document+2 ears since destruction is normally-performed by file folder. HOLDS:Liti ation, claims complaints,audits, endin records requests, and/orinvestigations suspend normal retention eriods retention resumes aftersettlemenf. PAYROLL DE-6, DE-7, DE-9 DE-43,W-3, & DE-166,941 Forms, IRS 5500 Department Preference; IRS:4 Finance/ Forms(Employee Benefit Plans), Yes: yrs after tax is due or paid; Ca. Payroll FIN-041 PERS/FICA&Medicare 2 y ears ears 5 y y ears 7 Mag, Mfr, S/I After) FTB: 3 years;Articles show 7 Adjustments-Quarterly Payroll Tax OD, Ppr year years; IRS Reg§31.6001-1(e)(2), Returns/OASDI, Federal Tax R&T§19530;29CFR 516.5- Deposits,Adjustments,etc. 516.6, 29USC 436, GC§34090 Finance/ FIN-042 EEO-4 Reports 3 Department Preference;29 CFR Payroll years 3 years Mag, Ppr 1602.30;29 CFR 1602.32 Upon Upon Finance/ Employee Payroll File(includes W- Separation, Separation, Payroll FIN-043 4s,etc.) Send to Send to Mag, Ppr Retained to match other auditing Human Human periods; GC§34090 Resources Resources Finance/ Completion Completion Department preference;Retained FIN-044 Garnishments(all records) 3 ears Payroll +2 years y +5 years Mag, Ppr to match other auditing periods; GC§34090 Preliminary documents/ Finance/ Payroll Registers(all,except year- When No When r Yes: transitory records(the database y FIN-045 g) Longer Longer Mag, OD, S/I After 1 is the original);statewide Payroll ending) Mfr, Ppr Required Required year guidelines propose Permanent; GC§34090 For use in reconstructing hours Finance/ FIN-046 Payroll Registers(Detail Year-end Mag,OD, Yes: for PERS service for employees; Payroll W-2 Report) Mfr, Ppr 2 years P P S/I After 1 statewide guidelines propose year Permanent;29CFR 516.5- I IL 516.6, GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Category ID# Records Description Retention i Disposition Comments 1 Reference Record Image: Destroy Paper Active Inactive Total Media 1=Import Pa p (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is norinallyiperformed by file folder. HOLDS Liti ation claims com laints audits pending records re uests and/or investi ations suspend normal retention Deriods retention resumes after settlement). PERS-Reports-Bi-weekly Report to Finance/ PERS(Employers Statement); Mag,OD, Yes: PERS is OFR;retained to meet Mfr, Ppr Payroll FIN-047 Annual Valuation Reports,Actuarial 5 years 5 years S/I After 1 auditing standards; GC§34090 Valuation Reports,Annual Employer year et seq. Statements Copies- Copies- Yes: Copies(originals retained in Human I Personnel Transaction Forms When No When No Mag,OD, S/I After 1 employee's Personnel File); FIN-048 Resources (Payroll Copy) Longer Longer Mfr, Ppr retained to match other auditing Required Re uired year periods; GC§34090.7 -- Department preference; IRS:4 yrs after tax is due or paid; Ca. Finance! FIN-049 W-2's P P Mag,Ppr FTB: 3 years;Articles show 7 Payroll years;IRS Reg§31.6001-1(e)(2), R&T§19530;29CFR 516.5- 516.6, 29USC 436, GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Category ID# Records Description Retention f Disposition Comments/Reference Record Image: Destroy Inactive Paper OF;2 Active Total ia (=Import( ) (in office) (Off-site, Retention vital? [Med ptions M=Mfr after OD or Mfr) S=Scan Imaged 8 C' � If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 years), since destruction is normallyperformed by file folder. HOLDS:Litigation, claims, complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). TREASURY MANAGEMENT Finance/ Final Final Yes: Until Retained for auditing City FN-050 Bankruptcies Resolution+ Resolution+ Mag, Ppr g purposes; Treasurer 7 years 7 ears Paid GC§34090 Finance/ Release of Release of Yes: Until Mag,Mfr, After Notice of Completion has City FN-051 Bonds-Cash Bond+4 Bond+4 Project is S No been filed, no longer needed; Treasurer years ears Complete OD, Ppr GC§34090 Statute of Limitations for bonds, mortgages,trust deeds, notes or Finance/ Bonds-Debt: Investment Records Fully Fully Ma Mfr, Yes. debentures is 6 ears; Bonds City FN-052 Finance holds actual bonds Defeased 10 years Defeased g, I After 1issued y governments are Treasurer ( ) +10 yeas OD, Ppr year 10 years-, §§3316;26 CFR 1 6001- 1(e):GC§43900 et seq. Finance/ Expiration of Expiration of :Yes- Until City FN-053 Bonds-Maintenance Bond+2 Bond+2 ct is Mag,Mfr, S No GC§34090 Treasurer years ears plete OD, Ppr Finance/ Return to Return to Until After Notice of Completion has Issuer Upon Issuer Upon Mag,Mfr,City FN-054 Bonds-Performance Council Council ct is OD, PprS No been filed, no longer needed; Treasurer Direction Directionlete GC§34090 Cash Receipts(Numeric Control- 1 year After 1 year After Copies(City Treasurer retains Finance FN-055 Green Copy) Audit is Audit is Mag, Ppr numeric control copy for auditing Complete Complete purposes); GC§34090.7 Finance I Closed Closed cityFN-056 Civil Citations y p ) ( y p ) Yes: Until g p § (full aid full aid Closed Ma Ppr GC 34090 Treasurer +2 years +2 ears Finance/ Yes: Department Preference city FN-057 State Intercept Program (Negative credit information is Treasurer p g 2 years 5 years 7 years Mag,Ppr S/I After retained for 7 years on consumer Inactive credit reports);GC§34090 HUNTINGTON BEACH, CA. 91995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute Wthout prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver. 25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Destroy Image: pa per Active Inactive Total Media I=Import P (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here refer to the Retention for City- Standards Retentions be in when the act is completed, and imply a full file folder(e.g.last document+2years), since destruction is normally erformed by file folder. HOLDS:Lift ation claims com laints audits pending records re uests and/or investi ations suspend normal retention periods retention resumes after settlement). Yes: Finance/ Department Preference (Negative credit information is City FN-058 Collection Agencies 2 years 5 years 7 years Mag, Ppr S/I After retained for 7 years on consumer Treasurer Inactive credit reports); GC§34090 Finance/ Collections: Unpaid or Uncollected Yes: Collection Agencies continue to City FN-059 Debts: Small Claims, Parking, Until Paid Until Paid Mag,Mfr, S/I After 1 collect as long as they wish; OD, Ppr Department Preference; GC Treasurer Library, Returned Checks,etc. year §34090 Finance/ City FN-060 Daily Batch Work Files 2 years 2 years Mag,Ppr GC§34090 Treasurer Finance/ City FN-061 Daily Cash Forecast Files 2 years 2 years Mag, Ppr GC§34090 Treasurer Finance/ Yes: Department preference meets Deferred Compensation Statements Mag,Mfr, auditing standards); Published City FN-062 2 years 1years 7 years OD, Ppr S/I After yearl articles for bank statements Treasurer (Investments Only) P show 4-7 years; GC§34090 Finance/ Deposits, Daily Cash Reports& g cityFN-063 2 years 5 years 7 years Mag,Ppr Consistent with auditing Receipts standards; GC§34090 Treasurer � Finance/ Statute of Limitations is 1 year for City FN-064 Escheat(Unclaimed money/ Escheat+4 Escheat+4 Mag, Ppr seized property;CCP§340(d4); Treasurer uncashed checks) years years GC§34090 Individual Transactions/LAIF Supporting documentation for Finance I (Broker confirmations,Certificates of City FN-065 Deposit,Wire Transfers, Broker 2 years 5 years 7 years Mag, Ppr Investments of Operating Funds; meets auditing standards; GC Treasurer Confirmation, Bid data,bank rates, §34090 etc.) HUNTINGTON BEACH, CA.01995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (0FR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& C' If the record is not listed here refer to the Retention for Ci -Nhde Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normal!y performed by file folder. HOLDS:Li ti ation, claims, complaints, audits,pending records re uests, and/orinvesti ations suspend normal retention oeriods retention resumes after settlement). Investment Files: Monthly Finance FN-066 Statements(Broker Statements, 2 years 2 years Mag, Ppr Copies; GC§34090.7 Monthly Bank Statement,etc.) Published articles show disposal +7 years for security brokerage Finance/ Investment of Operating Funds Yes: Until Mag,Mfr, Yes: slips;other cities show audit+7- City FN-067 2 years 5 years 7 years S/I After 1 10 years;statewide guidelines Treasurer (Direct Investments) Disposal OD, Ppr year propose permanent; FTC Reg's rely on"self-enforcement"; GC§§34090,43900 Finance/ City FN-068 Investment Reports 2 years 5 years 7 years Mag, Ppr Department preference;meets Treasurer auditing standards; GC§34090 City FN-069 Liens P P Yes: Until Mag,Mfr, S Yes: 1 GC§34090(a) Treasurer Paid OD, Ppr year Finance/ Citr FN-070 Notice of Decision(3rd Party) 2 years 2 years Mag, Ppr GC§34090 Treasurer Reports-Except Sympro and When No When No Finance FN-071 Investment Reports Longer Longer Mag, Ppr Copies; GC§34090.7 Required Required Finance/ Reports-Sympro and Investment Department preference(exceeds City FN-072 Reports 2 years 5 years 7 years Mag, Ppr auditing requirements); GC Treasurer I I 1 1§34090 Finance/ Fully Paid+ Fully Paid+ Yes: Until Mag,Mfr, Yes: 1 Meets auditing needs; GC City FN-073 Small Claims S Treasurer 2 years 2 years Closed OD, Ppr year §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver.25.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-13 Office of Category ID# Records Description Retention l Disposition Comments/Reference Record Destroy Image: Paper (OFR) Active Inactive(Off-site,) Total Vitals Media I=Import after (in office) OD Mfr Retention Options M=Mfr Imaged& S=Scan C, If the record is not listed here refer to the Retention for ' -Wrde Standards Retentions be in when the act is completed, and imply a full file folder e. .last document+2 ears since destruction is normaliv performed by file folder. HOLDS:Liti anon claims com laints audits pending records requests and/or investigations suspend normal retention eriods retention resumes after settlement). Finance! Yes. Until Retained for auditing purposes; City FN-074 Transient Occupancy Tax(TOT) 2 years 5 years 7 years paid Mag, Ppr GC§34090 Treasurer HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 January 20, 2022 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Human Resources Version Number Being Approved: 28.0 Attached are updated Retention Schedules for the above department showing proposed updates in "Track Changes" format. The updates have been reviewed, approved, and made by the City's records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.) Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney. I have reviewed and approved the proposed updates to the Records Retention Schedules. Department Head Date 9,df.4 , O y Clerk Date -22- .22 City Manager ate City 7 Date Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). HUMAN RESOURCES Department Preference; 1095-C, 1094-C(Employer- Instructions state"Generally, keep Human Provided Health Insurance Offer Mag, copies of information returns you Resources HR-028 and Coverage&Transmittal 4 years 4 years Ppr filed with the IRS or have the ability Form) to reconstruct the data for at least 3 years, from the due date of the returns"; GC§34090 / Applications for Employment or Department preference; EEOCFLSA/ADEA(Age)requires 1-3 Resumes/Recruitment Files: Human Solicited: Brochure, years; State Law requires 2-3 Resources advertisement, unsuccessful HR-001 4 3-years 4&years Mag, Ppr years;29 CFR 1627.3(b)(1),29 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 practices;considered a transitory Resources HR-002 Resumes: Unsolicited(no open Longer Longer Mag, Ppr record not materially impacting the position),candidates not hired Required Required conduct of the public's business; 2 CCR 11013(c), GC§34090 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy (Off-site, Paper (OFR) Active - Total Vital? Media I=Import (in office) , Retention after OD or(Offte 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(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com taints audits pendingrecords requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference to match auditing standards; EEOC/FLSA/ADEA(Age)requires Human Benefit File(Includes Personnel 3 years for promotion, demotion, Resources Data Sheet, Medical Enrollment Separation+ Separation+ Yes: Until Mag, Mfr, Yes:After transfer, selection, or discharge; HR-003 S Separatio State Law requires 2-3 years; Finance/ Form, Dental Enrollment Form, all 5 years 5 years Separation OD, Ppr n retirement benefits is 6 years from Payroll Beneficiary Forms) last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR§3204(d)(1) et seq., GC§§12946, 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-004 Studies(for employee Required- Required- Mag, Ppr Wage rate tables are 1 or 2 years; Resources State requires 2 years; 29 CFR classifications) Minimum 2 Minimum 2 516.6, 29 CFR 1602.14, LC years years 1197.5, GC§§12946, 12960, 34090 Human HR-004.1 COVID-19 Notifications to 3 years 3 years Mag, Ppr LC§6409.6(k), GC§34090 Resources Employees Consistent with other claim retentions(City Attorney handles Department of Fair Employment& cases that are not resolved Human Housing(DFEH or EEOC)Claims Final Final administratively);All State and Resources HR-005 /Harassment Claims that are Disposition Disposition Mag, Ppr Federal laws require retention until resolved administratively +5 years +5 years final disposition of formal complaint; State requires 2 years after action is taken; GC§§12946, 12960, 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: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS.Liti ation claims com laints auditspending records requests, and/or investi ations suspend normal retention periods rretention resumes after settlement). Transitory or source records not Until Until retained in the ordinary course of Human DMV Pull Notices-Except Police Superseded, Superseded, business; CHP audits every 2 Resources, HR-006 and Fire or Employee or Employee Mag, Ppr years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc, 1 year for negative tests; EEOC I FLSA I ADEA(Age) Human HR-007 Drug and Alcohol Testing/D.O.T 3 years 2 years 5 years Ppr requires 3 years physical Resources files examinations; State Law requires 2 years;29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090;49 CFR 655.71 et seq.;49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources 29 CFR 1602.30; 29 CFR 1602.31, I Human HR-008 EEO 4 Reports 3 years 3 years Mag, Ppr 29 CFR 1602.32; GC§34090 Resources Human Employee Assistance Program Resources HR-009 (Quarterly and Annual Reports, 2 years 2 years Mag, Ppr GC§34090 etc.) HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Off-site,, Total Vital? Media I=Import after (in office) OD or te Retention Options M=Mfr Imaged 8� S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pendina records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Lead Department is OFR for grievances resolved prior to step 3; When No When No All State and Federal laws require Human Grievances(escalated from Longer Longer Yes: Before retention until final disposition of HR-010 Departments when not resolved Required Required Mag, Ppr formal complaint; State requires 2 Resources before step 3) (minimum 2 (minimum 2 Disposition years after action is taken;29 CFR years) years) 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC/FLSA/ Convert to Convert to ADEA(Age)requires 3 years for Human Termination Termination "any other forms of employment Resources HR-011 I-9s File upon File upon Mag, Ppr 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 protect Resources HR-013 LiveScan Fingerprint Clearances 50 years 50 years Mag, Ppr City in the event of past employee misconduct; GC§34090 et seq. City Clerk maintains originals Superseded Superseded Yes: Until Mag, Mfr, permanently; EEOC/FLSA City Clerk HR-014 Memorandas of Understanding +3 years +3 years Superseded OD, Ppr S/I No requires 3 years for MOUs; State requires 2 years; 29 CFR 516.5, GC§§12946, 12960, 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: 3/21/2021 Ver.28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend nom7al retention periods rretention resumes after 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 5 years + 10 years OD, Ppr S/I When requires 2 years; statewide 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 &Conclusions(Decisions) Files maintained separately; Whichever Whichever Community Services, Public Personnel Files-Medical is Longer: is Longer: Works, Police, and Fire retain Human Records, pre-employment 28 years, or 30 years, or some records until the employee is Termination Termination Yes: separated from employment; Resources physical, respiratory fit tests, Separation+ Yes: Until Mag, Mfr, HR-020 of Benefits+ of Benefits+ S When Claims can be made for 30 years /Fire/ ha exposure records, and 2 years 5 years, or 5 years, or Separation OD, Ppr Inactive for toxic substance exposure; 8 Police backgrounds&fingerprint Death of Death of CCR 5144; 8 CCR 15400.2; 8 CCR clearances) Employee+ Employee+ §3204(d)(1)et seq.,29 CFR 5 years 5 years 1910.1020(d)(1)(i), GC§§12946, 12960, 34090, LC§1198.5 HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) ( Active Off-site, Total Vital? Media I=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged&S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints audits pending records requests, and/or investi ations suspend normal reten " njoeriods 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 EEOC/FLSA/ADEA(Age)requires Human Personnel Transaction Forms, Termination Termination Yes: Until Mag, Mfr, Yes:After3 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 C F R 1602.14, 1602.31 & For Non-Public Safety 1627.3(b)(ii), GC§§12946, 12960, Employees: DMV Permission, 60201; 29 USC 1113. GC§3105 Renewal Notices&Physical Exams for Class A&B vehicles HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (Off-site, vital? after (in office) OD or Mfr) Retention Options M=Mfr Imaged&S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Li"_ ation claims com laints audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Personnel Files-Temporary/ Non-Permanent("Part Time") Employees(Includes Appeals Findings,Application&1-9, Department Preference; statute of Awards, Copy of Drivers limitations for retirement benefits is License/ID, Employment Verifications, Exclusion from 6 years from last action; PERS form Evaluations Yes:After EEOC/FLSA/ADEA(Age)requires , , Human Separation+ Separation+ Yes: Until Mag, Mfr, 3 years for promotion,demotion, Resources HR-018 Personnel Transaction Forms, 5 years 5 years Separation OD, Ppr S Separatio transfer, selection,or discharge; Personnel Requisition Forms, n State Law requires 2-3 years; 29 Oaths, Policy acknowledgements CFR 1602.31 & 1627.3(b)(ii), GC -Excludes Medical Records) §§12946, 12960, 34090;29 USC For Non-Public Safety 1113. GC§3105 Employees: DMV Permission, Renewal Notices&Physical Exams for Class A& B vehicles HUNTINGTON BEACH, CA.©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) ( ite Active (Off-site, Total Vital? Media I=Import after OD(in office) or Mfrte, Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS.Litigation, claims com laints audits pendingrecords re quests and/or investi ations suspend normal retention periods retention resumes after settlement). Personnel Files-Terminated ("Regular")Employees (Includes Maintenance Screen Printouts, Personnel Data, Benefit Enrollment forms,Appeals Department Preference; statute of Findings, Application&1-9, limitations for retirement benefits is Awards, Copy of Drivers 6 years from last action; License/ID, Employment EEOC/FLSA/ADEA(Age)requires Verifications, Evaluations, Oaths, Yes:After Human Separation+ Separation+ Yes: Until Mag, Mfr, 3 years for promotion,demotion, HR-019 Personnel Transaction Forms, S Separatio Resources Policy acknowledgements - 8 Years 8-years Separation OD, Ppr n transfer, selection, or discharge; Excludes Medical Records) State Law requires 2-3 years; 29 CFR 1602.31 &1627.3(b)(ii), 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&B vehicles)+C 18 Superseded Superseded Yes: Until Department preference; GC City Clerk HR-021 Personnel Rules&Regulations (Minimum 2 (Minimum 2 Superseded Mag, Ppr §34090 years) ears Department preference; Per Human NeoGov Policy;29 CFR Resources HR-29 Recruitment Database(NeoGov) 5 years 5 years Mag, Ppr 1627.3(b)(1),29 CFR 1602.14 et seq.2 CCR 11013(c); GC§§12946, 12960, 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: 3/21/2021 ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Retiree Medical Insurance Files Department preference; Plan must Termination Termination Yes: When Yes: be kept termination+ 1 year; Human HR-022 (includes Medical Subsidy Plan, of Benefits+ of Benefits+ eligible for ODMag, Mfr, S/I After 1 Statewide guidelines propose Audit Resources Retiree Forms, Correspondence, 2 years 2 years benefits , Ppr year +5 years;-GC§34090, 29 CFR various forms, copies of checks) 1627.3(b)(2) Human Resources 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 tax for the return period to Human HR-024 Deceased+ Deceased+ Employee S/I After 1(includes A/P Demands, PERs Mag, Mfr, 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 31.6001.1;29 CFR 1627.3(b)(2) Department Preference; EEOC/ FLSA/ADEA(Age)requires 1-3 Human years; State Law requires 2-3 Resources HR-025 Testing File: Master Test 3 years 3 years Mag, Ppr years;29 CFR 1602 et seq& 1627.3 et seq., 8 CCR §11040.7(7)(C), GC§§12946, 12960, 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: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) ( Active Off-site, Total Vital? Media I=Import after OD(in office) or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). with DOJ requirements; EEOC/ FLSA/ADEA(Age)requires 1 Human HR-026 Testing File: Score Sheets 3 years 3 years Mag, Ppr year; State Law requires 2-3 Resources years;29 CFR 1602 et seq& 1627.3 et seq., 8 CCR §11040.7(7)(C), GC§§12946, Department preference to cover Human Testing File: Test papers statute of limitations for Resources HR-027 (completed by applicants) 3 years 3 years Mag, Ppr discrimination claims; Law requires test papers be retained for 1 year; 29 CFR 1627.3 a iv RISK MANAGEMENT Human Accident/Incident/Graffiti/ Resources RM-001 Vandalism/Injury Reports: 2 years 2 years Mag, Ppr GC§34090 /Risk PUBLIC ADULTS(medical and Manag. non-medical.) Human Accident/Incident/Graffiti/ Resources RM-002 Vandalism/Injury Reports: 2 years 2 years Mag, Ppr GC§34090 /Risk PUBLIC JUVENILES(medical Manag. and non-medical.) Human Accident/Incident/Injury 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 Mag, Ppr CCR§3204(d)(1)et seq., GC Manag. Vehicle Accident Reports(City §§12946, 12960, 34090 vehicles) Human Accident Reports: CITY Resources RM-004 VEHICLES(medical and non- 3 years 3 years Mag, Ppr Consistent with Work Orders for /Risk medical.) Also see Vehicle vehicle repairs; GC§34090 Manag. Accident Reports(City vehicles 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: 3/21/2021 Ver.28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-wide ide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Claim must be filed within 1 year, lawsuit within 2 years; complaints Human against peace officers within 5 Resources Settle+5 Settle+5 Yes: Until years; Statute of Limitations for /Risk RM-005 Claims-Adults years years I Settlement Mag, Ppr contracts is 4 years;wrongful death Manag. for construction is completion+5 years; CCP§§337 et seq.; GC§§ 911.2, 34090, 34090.6; PC §832.5(b) Human Age of Age of Juveniles may have additional Resources Majority Majority Yes: Until legal recourses; CCP§§337 et /Risk RM-006 Claims-Juveniles (minimum (minimum Settlement Mag, Ppr seq.; GC§§911.2, 34090, Manag. Settle+5 Settle+5 34090.6; PC§832.5(b) years) ears Human Insurance Application Forms Resources RM-007 (Purchase of insurance for Library 2 years 2 years Yes: Before Ppr GC§34090 /Risk or Community Service facilities) Event Manag. Longest Statute of Limitations is 10 Human years;Those filed with an Insurance Certificates(for Resources S Yes: Before Mag, Mfr, Yes: 2 agreement or contract are issued Certificates etc /Risk RM-008 Contracts,Vendors,and City- 11 years 11 years Completion OD, Ppr years Permanent; statewide guidelines Manag. .) propose permanent; CCP§337 et seq.; GC§34090 Human Resources Insurance Certificates(for Facility Yes: Before /Risk RM-009 Rentals,etc) 2 years 2 years Event Ppr GC§34090 Manag. 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: 3/21/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) ( Active Off-site, Total Vital? Media 1=Import after OD or(in office) Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2 ears since destruction is normally performed by file folder. HOLDS.Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retentionperiods retention resumes after settlement). Calif. Labor Division is required to Human OSHA Insurance Certificates, keep their records 7 years; OSHA Resources RM-010 Inspections&Citations, Log 200, 5 years 5 years Ppr requires 5 years; State law requires /Risk Log 300, 301A, etc. 2 years; ; 8 CCR 14300.33, 8 CCR Manag. §3203(b)(1), GC§34090; LC §6429c Human Settlement Agreements with a Final Final CCP§§337 et seq.; GC§§911.2, Resources RM-011 Financial Component(Workers Settlement+ Settlement+ Mag, Ppr 945.6, 34090, 34090.6; PC /Risk Compensation) 30 years 30 years §832.5(b) Manag. 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 Benefits+ 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)et 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 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 January 20, 2022 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Police Department Version Number Being Approved: 35.0 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 appro d the pro sed updates to the Records Retention Schedules. I a_-cl fZ � Department Head Date C' y Clerk Date (�-22-22- City Manager Date el City orney Date Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& , ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is com /eted and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). POLICE ADMINISTRATION OPERATIONS/CHIEF/INVESTIGATIONS/UNIFORM Police PD-001 Administrative Files 5 years 75 ears Mag, Ppr GC§34090 Police PD-002 Bicycle Licenses 2 years 2 years Mag, Ppr Meets auditing standards; GC §34090 Crime Statistics/Uniform Crime Mag, Mfr, Yes: Filed on line with the State; Police PD-003 Reporting: ANNUAL 2 years P P OD, Ppr S/I After 1 Department preference; year HISTORICAL VALUE GC§34090 Crime Statistics/Uniform Crime When No When No Filed on line with the State; Police PD-004 Reporting: PERIODIC(Monthly, Longer Longer Mag, Ppr Department preference; GC Bi-monthly, etc.) Required Required §34090 Transitory or source records not Until Until retained in the ordinary course of Superseded, Superseded, business; CHP audits every 2 Police PD-005 DMV Pull Notices-Police Only or Employee or Employee Mag, Ppr years; Bureau of National Affairs Separated Separated recommends 2 years for all supplementary Personnel records; GC§34090 Yes: Notes taken to facilitate the writing S After 2 Homeless Task Force- Mag, Mfr, of the minutes can be destroyed Police PD-085 MINUTES&BYLAWS P P Yes OD, Ppr after minutes have been adopted; years GC§34090 When No When No Homeless Task Force- Longer Longer Brown Act challenges must be Police PD-086 Agendas, Notices, Proof of Required- Required- Mag, Ppr filed within 30 or 90 days of action; Publications Minimum 2 Minimum 2 GC§§34090, 54960.1(c)(1) years years HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference;All State Final Final Yes: and Federal laws require retention Police PD-006 Grievances(Human Resources Disposition Disposition Before Mag, Ppr until final disposition of formal is OFR for some employees) +5 years +5 years Disposition complaint; State requires 2 years after action is taken; GC§§12946, 12960, 34090 When No When No Longer Longer Department preference; GC Police PD-007 Gun Range Historical Files Required- Required- Mag, Ppr §34090 Minimum 2 Minimum 2 years years When No When No Department Preference; Does not Longer Longer Police PD-008 Informant Files Required- Required- Ppr, Mag contain criminal intelligence Minimum 2 Minimum 2 information concerning individuals; GC§34090 ears ears HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Vital? Media 1=Import after (in office) OD Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints, audits pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the 5 years After 5 years After individual is involved in criminal Last Last conduct or activity and the Information Information information is relevant to that Police PD-009 Intelligence Files Received in Received in Mag, Ppr criminal conduct or activity. On-Going On-Going Misleading, obsolete or unreliable Investigation Investigation information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Department Preference; State& Federal laws require retention until final disposition of formal complaint; State requires 2 years Internal Investigations: Officer Final after action is taken; Statute of Police PD-010 Involved Shootings Disposition P P Mag, Ppr Limitations is 4 years after the +5 years discovery of the offense for misconduct in office; PC 801.5, 803(c). EVC§1045, GC§§12946, 12960, 34090, PC§832.5, VC §2547 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Vital? Media I=Import (OFR) (in office) (Off-site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference; Consistent with Lexipol Policy; Internal Investigations: State&Federal laws require Sustained and Not Sustained retention until final disposition of WITHOUT Sustained Finding Final Final formal complaint; State requires 2 Police PD-011 of Misconduct as defined in Disposition Disposition Mag, Ppr years after action is taken; Statute PC 6832.7 +5 years +5 years of Limitations is 4 years after the (other than Officer Involved discovery of the offense for misconduct in office; PC 801.5, Shootings) 803(c). EVC§1045, GC§§12946, 12960, 34090, PC§832.5, VC §2547 Internal Investigations: Sustained and Not Sustained f Final Final WITH Sustained Finding o Police PD-011.1 Misconduct as defined in Disposition Disposition Maq,Ppr PC W2.7. GC&34090 + 15 years + 15 years 4832.7(other than Officer Involved Shootin s Police PD-012 Non-sworn Employee File: P P Mag,Ppr Department Preference; GC Index Card, Photo §34090 Human Non-sworn Employee File: Separation+ Separation+ Mag,Mfr, Department Preference(copies); Resources PD-013 Medical Files 30 years 30 years OD, Ppr S/I After QC GC§34090.7 Non-sworn Employee File: Separation+ Separation+ Mag,Mfr, Department Preference; GC Police PD-014 Personal Information 5 years 5 ears OD, Ppr S/I After QC §34090 Non-sworn Employee File: Mag,Mfr, Department Preference; GC Police PD-075 Historical(Obituaries, etc.) P P OD,Ppr S/I After QC §34090 Police PD-015 Payroll Exception Forms 5 years 5 years Mag, Ppr Department Preference(meets auditing standards); GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total Vital? Media I=Import after (in office) OD(Off-site Retention Options M=Mfr Imaged 8� S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending 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 S/I After QC transfer, selection,or discharge; &OD State Law requires 2-3 years; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1)et seq., GC§§12946, 12960, 34090 Consistent with Accounts Payable; Police PD-017 Purchase Orders 2 years 3 years 5 years Paid Yes: Until Mag, Ppr Published articles show 3 years; Statute of Limitations is 4 years; ; GC§34090, CCP§337 Police/ Report of data regarding the Chief/ PD-082 number,type, or disposition of 2 years 2 years Mag, Ppr GC§34090 et seq. Admin. complaints made against its officers(optional) Death of Death of Human Department Preference(copies); Resources PD-018 Sworn Employee Medical File Employee+ Employee+ Mag, Ppr GC§34090.7 1 year 1 year Death of Death of Human Department Preference(copies); Resources PD-019 Sworn Employee Personnel File Employee+ Employee+ Mag, Ppr GC§34090.7 1 year 1 vear Consistent with agreements and Vehicle and Equipment Leases Expiration of Expiration of Yes: contracts; Statute of Limitations Police PD-020 (when the vehicle or equipment Lease+2 3 years Lease+ 5 Mag, Mfr,OD Ppr S/I After 1 for contracts is 4 years; CCP is not subsequently purchased) years years , year §§337., 337.1(a), 337.15; GC §34090 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactives Paper after (OFR) Active (Off- ite, Total Vital? Media I=Import (in office) OD ite Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Life of Life of Police PD-021 Vehicle Maintenance History Vehicle+2 Vehicle+2 Mag, Ppr Department Preference; GC (Police Vehicles) §34090 years years Vehicle Pre-Starts/Daily Police PD-021.1 Vehicle Safety Checks(Police 2 years 2 years Mag, Ppr 13 CCR 1234(c); GC§34090 Vehicles) Vehicle Title("Pink Slips")- Upon Upon Mag, Mfr, Provided to new owner; GC Police PD-022 Disposal of Disposal of S/I No Police Vehicles Vehicle Vehicle OD, Ppr §34090 Yes: Department Preference; Bureau of Current National Affairs recommends 2 Police PD-023 Work Assignments(Schedules) 2 years 2 years Schedule Ppr years for work schedules; 29 CFR only 516.6(1), 29 CFR 1602.14, GC§ 34090 INVESTIGATIONS ALL 1 year after 1 year after Expiration of Expiration of Mag, Mfr, Yes: Department Preference(not a City PD-024 Alcohol Beverage Applications ABC ABC OD, Ppr S/I After QC record-ABC record); GC§34090 License License Background Checks for Business Licenses: Bingo, Mag,Mfr, Yes: Police PD-025 Massage Technician&Parlors, 2 years 2 years OD, Ppr M/S/I After QC GC§34090 Sexually Oriented Business (SOB)etc. Background Files- Non-sworn Separation+ Separation+ Mag, Mfr, Yes: Retained for administrative value; Police PD-026 Employees,Volunteers& 5 years 5 years OD, Ppr S/I After 1 29 CFR 1602.14;2 CCR 11013(c); Reservists year GC§§12946,12960, 34090 Death of Death of Yes: Department Preference; 29 CFR OD, Ppr Police PD-027 Background Files-Sworn Separation+ Employee+ Employee+ Mag,Mfr, S/I When 1602.14;2 CCR 11013(c); GC Employees 5 years 1 year 1 year Inactive §§12946,12960, 34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site Total Media Media I=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged 8. S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement), EEOC/FLSA/ADEA(Age) Background Files- requires 3 years; State Law Police PD-028 Unsuccessful Applicants(Not 3 years 3 years requires 2-3 years;29 CFR Hired) 1602.14; 2 CCR 11013(c); GC §§12946, 12960,34090 Department Preference; Notes Police PD-029 Field Interview Cards(FI's) 2 years 2 years Ppr destroyed in the regular course of business; GC§34090 et seq. Close of Close of Some dealers have an automated Police PD-030 Guns: Dealers Record of Sale Business+ Business+ Mag, Ppr link to DOJ; GC§34090 2 years 2 ears Yes: Police PD-031 Index Cards: All Applicants 100 years 100 years Mag, Mfr, S/I After 1 Retained for administrative value; OD, Ppr ear GC§34090 JAIL Follows Follows Yes: Retention of Retention of Mag, Mfr, Retained for administrative value; Police PD-032 Photos: Mug Shots Crime Crime OD, Ppr S/I When GC§34090 Re ort Report Inactive LAB Follows Follows Yes: Fingerprint Cards(prior to Live Retention of Retention of Mag, Mfr, S/I A Department Preference; GC Police PD-033 Scan) Crime Crime OD, Ppr year l §34090 Report Report Follows Follows Yes: Police PD-034 Photos&Film: Crime Scenes Retention of Retention of S/I When See appropriate Crime Report Crime Crime OD, Ppr Mag, Mfr, Inactive Report Report HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& . ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Follows Follows Retention of Retention of Mag,Mfr, Yes: Police PD-035 Analysis Reports S/I When See appropriate Crime Report Crime Crime OD, Ppr Inactive Report Report Follows Follows Yes: Retention of Retention of Mag,Mfr, Police PD-036 Laboratory Records Crime Crime OD, Ppr S/I When See appropriate Crime Report Report Report Inactive Police PD-037 tuipment) intenance Logs(Laboratory 5 years 5 years Mag Ppr Department Preference; GC , 34090 RECORDS and PROPERTY Pursuant to PC§457.1 et seq.; 90 years, 100 years, required to register for life; If Police PD-038 Arson Registrations: Adults 10 years or Death of or Death of Mag,Mfr, S/I Yes:After released from CYA, records are OD, Ppr QC destroyed after age 25 or sealing Registrant Registrant pursuant to W&I§781; GC §34090.7 Pursuant to PC§457.1 et seq.; If Arson Registrations: Juveniles Age 25 or Age 25 or released from CYA, records are Police PD-039 released from California Youth Sealing Date Sealing Date Mag, Ppr destroyed after age 25 or sealing Authority +5 years +5 years pursuant to W&I§781; GC §34090.7 When No When No Lon Finance PD-040 Auction Receipts&Records Requge - Requ ired Longer - Ppr Consistent with auditing (Issued a DR#) Minimum Minimum standards; GC§34090 10 years 10 years Citations: Marijuana/Cannabis Mag,Mfr, Yes: Police PD-041 Citations or Reports(less than 2 years 2 years OD, Ppr S/I After QC GC§34090, H&S§11361.5 28.5 grams) &OD HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total Vital? Media I=Import after (in office) OD(Off-site, Mfr Retention Options M=Mfr Imaged 8� S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally erformed by file folder. HOLDS:Litigation, claims com taints audits pendingrecords re uests and/or investi ations sus end normal retention eriods retention resumes after settlement). Department Preference; (the Yes: Statute of Limitation for collections Citations: Misdemeanor Traffic, Mag, Mfr, S/I A is 5 years from the date of the last Police PD-042 Parking, or Criminal 3 years 3 years OD, Ppr & DC violation); CVC 40222(b);Also See Crime Reports; GC§34090, PC§802 Fully Paid, Fully Paid, Department preference(the Police/ Citations-Payment Plans for Written off, Written off, Statute of Limitation for collections PD-083 outstanding parking citations Mag, Ppr is 5 years from the date of the last Records or Forgiven or Forgiven violation); CVC 40222 b ; GC received by indigent persons +5 years +5 years §34090 ( ) Per Per Police PD-043 CLETS Logs Subscribers Subscribers Mag, Ppr GC§34090 Agreement A reement Department Preference; Provided there are no outstanding warrants, Crime Reports: Felonies and When No When No unrecovered weapons,criminal deaths,they are not historically Misdemeanors-ALL except Longer Longer Yes: Yes: Required- Mag, Mfr, significant, and it is not classified Police PD-044 those otherwise specifically Required- Before S/I After 1 Minimum y OD, Ppr under PC§800&290; Stat.of mentioned in this retention 10 ears Minimum Disposition year Limit. is 2 yrs; Destroy juvenile schedule 10 years marijuana after age18; H&S §11361.5, GC§34090, PC§802, PC§§187, 800 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& 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(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Crime Reports: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Department Preference; DOJ Elder Abuse, Sexual Assault& retains CACI (Child Abuse Central Neglect, Rape, Misuse of Public Index)information for adults 100 Yes: Yes: years; No limitations on Police PD-045 Funds, Train-wrecking,Treason, P P Before Mag,Mfr, S/I After 1 commencement of action; Courts Suicide, Fatalities, OD, Ppr Substantiated Child Abuse or Disposition year keep permanently PC§§261, 286, Severe Neglect(Adults Only) 288, 288a, 288.5, 289,289.5,290, (Crimes Subject to Death and 799; 11169 et seq.; Penalty or without statute of 11170(a);,WIC 707(b) Limitations Crime Reports: Marijuana less 2 years or WDate Police PD-046 than 28.5 grams subject 18 Ppr GC§34090, H&S§11361.5 years old Date of Crime Reports: Incident+ Incident+ ears 10 years,Police/ Juvenile Child Abuse or 10 years, Mag,Mfr, Yes: PC§§11169(i); 11170(a); GC Records PD-076 Severe Neglect If No If No Yes OD, Ppr S/M/I After QC §34090 Subsequent Subsequent Reports Reports Crime Reports: Misdemeanor or Infraction ua Marijna/ Cannabis§1135ijua -Juvenile Offender is Offender is (Courts and other Agencies"Shall' C Police PD-047 School Grounds during 18 Years 18 Years Yes Mag, Ppr destroy); H&S§ 11361.5 et seq., on Old Old 11357(de) School Hours(with procedure in H&S 11361.5 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& ' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Crime Reports: Missing 2 years or Yes: Mag, Mfr, Yes: Dept. Preference;Also see Crime Police PD-049 Person Reports(unreturned) Until P P Before OD, Ppr S/I When Reports; GC§34090 Located Disposition Inactive Individual petitions District Police PD-050 Crime Reports: Sealed Cases Arrest Date Arrest Date Mag, Mfr, Attorney; PD concurs that person ("Factual Innocence") +3 years +3 years OD, Ppr is factually innocent,then seals record; GC§34090; PC§851.8(a) Crime Reports: Sealed Cases (e.g.Juveniles)Except Child Statute of Limitations runs up to Abuse or Severe Neglect, Sealing date Sealing date age of majority+8 years; Sealing Police PD-051 (Substantiated),those with +5 years(or +5 years(or Mag, Mfr, for Juveniles and Wards ; the outstanding stolen property, Court Order) Court Order) OD, Ppr Court retained for 5 years; GC including firearms, or lost §68152(g)(1&2);W&I §§300, firearms 389(a&c), 781(c&d), 826(a) Crime Reports:Vacatur Relief Individual petitions Court("Shall" Granted by Court-Victim of Court Order Court Order Mag. Mfr, Police PD-051.1 Destroy): GC 434090: PC Human Traffickinsa + 1 year + 1 year OD. Ppr (Nonviolent Crimes) 6§236.14(k);236.15(k) Police PD-052 Daily Activity Logs: Patrol& 2 years 2 years Ppr Department Preference; GC Traffic §34090 Police PD-053 Department of Justice Validation 2 years 2 years Mag, Ppr Information received by DOJ; GC Lists §34090 Department Preference; Police PD-054 Drug Registrants 5 years 5 years Mag, Mfr, S/I Yes: Registration is required for 5 OD, Ppr After QC years; GC§34090, H&S§11590 et seq., H&S§11594(a) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper (OFR) (Off-site Active - , Total Vital? Media I=Import after (in office) OD te Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS.Litigation, claims complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No Incident Reports/Information Longer Longer Mag,Mfr, Yes: Police PD-056 Reports Required- Required- OD, Ppr S/I After 1 Dept. Preference; GC§34090 p Minimum Minimum p year 10 years 710 ears Mag,Mfr, Yes: Department preference; Court Police PD-057 Officer Subpoenas 1 year 1 year OD, Ppr S/I After QC documents provided to the Officer; GC§34090 et seq. Department preference; Court Police PD-077 Subpoenas Duces Tecum 1 year 1 year Mag,Mfr, S/I Yes: documents provided to the City; OD, Ppr After QC GC§34090 et seq. Department Preference; (Dealers are required to keep for 3 years); Non-records used for Police PD-058 Pawn Slips 3 years 3 years Ppr investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; B&P§21633; GC§34090 Police PD-059 Property Monthly Logs 2 years 2 years Mag,Ppr Department Preference; GC §34090 (Criminal (Criminal Statute of Limitations is 1 year for Police PD-060 Property Sheets Report Report Ppr property seized by officers; CCP Retention) Retention) §340(d); GC§34090 If artifact over$10,000, artifact is permanent-Statute of Limitations Police PD-061 Property, Gun and Narcotics 2 years P P Mag,Ppr is up to 3 years(recovery from Logs seized property by police is 1 year); CCP§338(c), 340(d), 341(a); GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) s Active (Off- ite, Total Vital? Media I=Import after (in office) OD ite Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Recordings of Telephone& Department Preference; Statewide Police PD-062 Radio Communications 1 year 1-year Mag guidelines propose 180 days Dispatch Tapes(CAD) (legally mandated for 100 days); GC§§34090, 34090.E Restraining Orders(TROs& Expiration of Expiration I Department Preference; Non- Police PD-063 EPOs) Order Order Ppr records(Court is OFR); GC §34090 Police PD-064 Ride-A-Longs/Jail Tours 2 years 2 years Ppr GC§34090 (Applications, Certificates Department Preference; Data Police PD-065 RMS Database Indefinite Indefinite Yes Mag, Ppr Fields/Records are interrelated; GC§34090 Department preference;After 90 years, 100 years, 2021, Offenders can petition Court Sex Offender Registrations: Mag, Mfr, Yes: for removal 10 or 20 years after Police PD-066 Adults 10 years or Death of or Death of OD, Ppr S/I After QC offense, provided there are no Registrant Registrant subsequent offenses; Pursuant to PC§290 et seq. Pursuant to PC§290 et seq.;After 2021, Offenders can petition Court 10 years-or 100 years or for removal 10 or 20 years after Sex Offender Registrations: Sealing Date Sealing Date Mag, Mfr, Yes: offense, provided there are no Police PD-067 Juveniles +5 years(or 90 years +5 years(or OD, Ppr S/I After QC subsequent offenses; If released Court Order) Court Order) from CYA, records are destroyed after age 25 or sealing pursuant to W&I§781(d) STOP Source Data,Audit Loa/ 11 CCR 999.228; 11 CCR Police PD-067.1 Racial and Identity Profiling Act 3 years 3 years Mag, Ppr 999.229; GC&34090 (RIPA)Annual Report I L-1 I I I I HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of Category ID# Records Description Retention I Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total � Media I=Import (OFR) (in office) (Off-site, Retention Vital' Options M=Mfr after OD or Mfr) S=Scan Imaged& ' ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g.last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com taints audits pendingrecords requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-068 Subpoena Payroll Logs 5 years 5 years Mag, Ppr Department Preference(meets auditing standards); GC§34090 Police PD-069 Vehicle Repossession and PPI 2 years 2 years Mag GC§34090 Forms Police PD-070 Video Interviews(re: Crime (Follows Follows case case Mag Department Preference; GC Reports) §34090 retention) retention Department preference(Lexipol Recordings: In-Car Video Section 446.10.1 requires 1 year); Recordings I Mobile Recordings that become evidence Police PD-078 Audio/Video Recordings that are 2 years 2 years Mag are stored with evidence-these not evidence are preliminary documents/ transitory recordings; GC §34090.6 et seq. Police I Recordings: Body-Worn PC§Admin. - PD-079 Cameras—LOGS of Access or P P Mag §34 90.6 et(seq. E); GC Commun. Deletion of Data §34090.6 et seq. Follows the Recordings: Body-Worn Follows Retention of Police I Cameras-that ARE evidence, retention for the PC§832.18(b)(5)(B)&(C); GC Admin. - PD-080 Officer Involved Shootings I Evidence, Evidence, Mag §34090.6 et seq. Commun. Detention or Arrest/ Minimum 2 Minimum 2 Complaints years ears Police I Recordings: Body-Worn PC§832.18(b)(5)(A); GC Admin. - PD-081 Cameras-that are NOT 60 days 60 days Mag §34090.6 et seq. Commun. evidence Police PD-073 Video Recordings -CITY 1 year 1 year Mag Records regular and ongoing OPERATIONS operations; GC§34090.6 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vitals Media I=Import after (in office) OD ite Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-lade Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Video Recordings -PUBLIC Does not record'regular and Police PD-074 Areas(Downtown, Parking Lots, 183 days 183 days Mag ongoing operations" ; GC etc.) §34090.6 Police PD-071 Weapons, Serialized, Lost/ P P Ppr Department Preference; GC Stolen-Not Located §34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 5/18/2021 January 20, 2022 SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES Department: Public Works Version Number Being Approved: 31.0 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 ro osed updates to the Records Retention Schedules. Department Head - ate loo a Cit Clerk Date -22-�2 City Manager Date & L-2�2 City A rney Date Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record _ Image: Destroy sInactive Paper (OFR) Active (Off-site, Total Media I=Import (in office) , Retention Vital? after OD ite Options M=Mfr Imaged&S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, audits,pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PUBLIC WORKS I ALL DIVISIONS Records found in all divisions -these are not repeated in each Division Public Expiration of Expiration of Mag, Works PW-001 AQMD Permits Permit+5 Permit+5 Mfr, OD, S/I No GC§34090; 40 CFR 70.6 years 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 122.410)(2) Consistent with D.O.T. substance testing policy- Requires 5 years for positive tests, 1 year for negative tests; Public DMV Renewal Notices&Physical EEOC/FLSA/ADEA(Age) Works PW-003 Exams(Class A&B vehicles) 3 years 2 years 5 years Ppr requires 3 years physical 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/ PW-005 Employee Exposure Records: Risk Risk Mfr, OD, S When copies; GC§34090.7 Risk Hazmat Exposure Records Management Management Ppr Inactive Manage. Public Generator Operation Logs(for 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. ©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: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Generator Operation Logs(for Works PW-120 Fixed/Stationary Generators)I 3 years 3 years Mag, Ppr AQMD Rule 1470; GC§34090 Inspections MSDS may be destroyed as long as a record of the chemical/ substance/agent,where& MSDS(Material Safety Data Mag, Yes: when it was used is maintained Public PW-006 Sheets) /SDS(Safety Data 2 years 28 years 30 years Mfr, OD, S When for 30 years; 30 years if Works Sheets) Ppr Inactive employer qualifies as hazardous material exposure&required to file MSDS; reports are mailed to the County; 8 CCR 3204(d)(1)(13)(2 and 3) Pre-Trip Inspections/DOT Public Program/CHP 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 Service Alerts(USA) period for work done is usually 5 Works PW-008 /Dig Alerts: ALL 3 years 3 years Mag, Ppr years,the Statute of Limitations for some work may be up to 10 years; CCP§337 et seq., GC §§4216.2(f)&4216.3(d), Depart. Work Orders/Service Requests Providing PW-009 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated; GC§34090 Service/ (Computerized Maintenance Work Management System) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media 1=Import after (in office) OD or Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally erfomted by file folder. HOLDS:Litigation, claims com laints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Depart. Work Orders/Service Requests- When No When No Providing PW-010 All Information Entered in CMMS Longer Longer Mag Ppr Preliminary drafts(the database Service/ Database Required Required is the original); GC§34090 Work _ Work Orders/Service Requests- NOT entered in CMMS Database Depart. (or partial information entered into Providing CMMS Database) City preference; CCP§§338 et Service/ PW-011 5 years 5 years Mag Ppr seq., 340 et seq., 342, GC Work (Division providing service retains §34090 originals, Division requesting service is considered a copy) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Category ID# Records Description Retention/Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) 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, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ENGINEERING all Contract Enciineers must return final documents to the Cityu on completion of aproject) Public Mag, Works/ PW-012 Aerial Maps 2 years P P Mfr, OD, S Yes: 1 Department Preference; GC Engineering Ppr year §34090 Yes: 1 Yes: Until Mag, Department Preference; City City Clerk PW-013 Annexations,Abandonments P P Mfr, OD, S Clerk Maintains Originals; GC Completed Ppr year §34090 Assessment District Projects Mag, Department Preference; City (Maps, Diagrams, Spreadsheets, Yes: Until Yes: 1 City Clerk PW-014 P P Mfr, OD, S Clerk Maintains Originals; GC Improvement Plans-e.g.water, Completed Ppr year §34090 sewer, undergrounding) Public Beach Closure Files/Ocean Claims can be made for 30 years Works/ Closures/Sewer-Related Mag' Yes: 2 for toxic substance exposure; 8 PW-015 2 years 28 years 30 years Mfr, OD, S/I ears CCR 3204 d 1 et se Engineering (Investigations to determine Ppr y § ( )( ) q., GC &Utilities source, etc.) p §§12946, 12960,34090 Capital Improvement Projects Some grant funding agencies (CIP)/Jobs: Administration File require audits; Statute of 10 years or CompletioI Limitations for Errors& After Omissions is 10 years; Project Administration, 10 years Funding Published Audit Standards=4-7 Public Correspondence, Field Work/ Upon Agency After Funding Yes: Until years; Statute of Limitations: Works/ PW-016 Punch List, Inspectors Daily Log, Completion Audit, if Agency Audit, Completed Mag, Ppr Contracts&Spec's=4 years, Engineering Labor Compliance, Certified if required, Payrolls, Project Schedules, required, whichever is Wrongful Death=comp. +5 whichever is Progress meetings, Real Estate longer years, Developers=comp. + 10 Appraisals, Legal/Stop Notices, longer years; Statewide guidelines Meetings,A.C. Tickets,etc. propose termination +5 years; CCP§337 et. seq., GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactives Vital? Paper (OFR) Active (Off-site, Total Media I=Import after (in office) OD ite Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Capital Improvement Projects (CIP)/Jobs: Permanent File Plans, Specifications, Bids/RFPs, Successful Proposal, Change Orders/Job Orders, Concrete Tickets, Constructability Review, Design Escrow Final Report Department preference; retained , , , Public Mag, for disaster preparedness Inspection Cards, Materials Upon Yes: Until Yes: 1 Works/ PW-017 P P Mfr, OD, S/I purposes; Statewide guidelines Engineering Testing Reports, Grading Permits, Completion Completed Ppr year propose Permanent for Hazardous Materials Plans, Notice of Completion, Notice to Proceed, Infrastructure plans; GC§34090 Construction Manager's Logs, Photos, Soils Reports/ Geotechnical Reports, Studies, Submittals,Surveys, Concrete Tickets for Street Resurfacing, Notifications, Utilities,etc. Public Cash Deposits/Trust Accounts Close of Close of Department Preference; Works/ PW-018 (Refundable Deposits for Project+2 Project+2 Mag, Ppr Retained for auditing purposes; Subdivision Improvements, Finance is Office of Record; GC Engineering Building or Planning Permits,etc.) Years years §34090.7 Public Mag, Statewide guidelines propose Encroachment Permits Yes: Until Yes: After Works/ PW-019 Revocation 2 years P P Mfr, OD, S Permanent; CCP §337 et. Seq.; Engineering (Permanent/Construction) Ppr Inactive GC§34090 Public Encroachment Permits(Temporary Yes: Until Works/ PW-020 -Debris Boxes in the City's Right 2 years 2 years Completion Mag, Ppr GC§34090 Engineering I of Way, etc) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Category ID# Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti anon claims com taints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). City Clerk PW-021 Encroachments(Regulations& Superseded Superseded Mag, Ppr GC§34090 Procedures) +2 years +2 vears PubWorks/ PW-022 Flood Control&Disaster Files(e.g. P P Yes(all) Mfr, OD, S Yes: 1 statewide guidelines propose 2 pump systems) year years; GC§34090 Engineering Ppr Public r Yes: After s/ PW-023 Grading Permits 2 years P P Yes: Until Mfr, OD, S Works Revocation Inactive Land Records; GC§34090 Engineering Ppr Public Harbor Dock Permits(Construct or Mag' Yes: 1 Department preference Works/ PW-024 Modify Docks) P P Mfr, OD, S year (infrastructure); GC§34090 Engineering Ppr Public Works/ PW-025 Harbor Dredging Permits P P Mag, Ppr GC§34090 Engineering Public Landscape Architect/Plans(Blue Mag, Department Preference; GC Works/ PW-026 Line Copies): City or City- P P Mfr, OD, S/I No §34090 Engineering maintained Projects Ppr Public Landscape Architect/Plans(Blue When No When No Mag, Required for processing; GC Works/ PW-027 Line Copies): City or City- Longer Longer Mfr, OD, S/I No §34090 Engineering maintained Projects Required Required Ppr HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& . ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Maintenance Projects(MSC Files): Consistent with Agreement/ City Clerk Final Specifications and Plans Mag, Completion+ Completion + Yes: Until Yes: After Contract Administration; CCP or Public PW-028 (Curb repairs, Microsurfacing, 3 years Mfr, OD, S Works Repaving, Street Paving,Tree 2 years 5 years Completed Ppr Inactive §§337. 337.1(a), 337.15, GC Trimming, etc). §34090 Drafts should be destroyed; Public Maps, Plans&Drawings/Record Mag' Some maps are also retained by Drawings/"As-Builts"(ALL- Yes: 1 Planning; Selected maps are Works PW-029 Drainage, Grading, Subdivision, P P Yes(all) Mfr, OD, S Engineering g' Ppr year retained in Public Works for Survey,Water,etc.) administrative purposes; GC §34090, 34090.7 Public NPDES- National Pollutant Monitoring records required for 3 Works/ PW-030 Discharge Elimination System 3 years 3 years Mag, Ppr years; 40 CFR§§122.21, Engineering Monitoring Records 122.41, 122.44 Public NPDES-National Pollutant Mag, Department Preference; Superseded Superseded Yes: 1 Monitoring records required for 3 Works/ PW-031 Discharge Elimination System +3 years +3 years Mfr, OD, S year years; 40 CFR§§122.21, Engineering Permits Ppr 122.41, 122.44 Public Pavement Maintenance Inventory Data M Works/ PW-032 Records Superseded Mag GC§34090 Engineering When No Public Longer Mag, Works/ PW-033 Preliminary Studies/Project Required- Mfr, OD, S Yes: After Department Preference; GC Engineering Assessments(Not Acquired) Minimum 2 Ppr Inactive §34090 ears 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: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media I=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& , 7 If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is com /eted, and im I a full file folder e. . last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints audits endin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Copies- Copies- Department Preference;All City Clerk& Property Acquisition Projects(All): When No When No Yes: Until original Deeds, Title Reports, Economic PW-034 Correspondence, copies of Mag, Ppr Insurance, Contracts and Develop. permanent documents, etc. Longer Longer Completed Required Required Agreements are maintained by the City Clerk; GC§34090 Public Mag, Yes: 1 Works/ PW-118 Reservoir Plans P P Yes(all) Mfr, OD, S year GC§34090 Engineering Ppr Public Mag, Department Preference; GC§ Works/ PW-035 Sewer Lift Stations Plans P P Yes(all) Mfr, OD, S No 34090� Engineering Ppr Public Mag, Department Preference;-GC§ Works/ PW-036 Sewer Plans P P Yes(all) Mfr, OD, S No 34090 Engineering Ppr Public ,Mag Department preference(3 years Source Control/FOG(Fats, Oil Resolution+ Resolution+ Yes: 6 Works/ PW-037 Mfr, OD, S/I is required for POTW Reports) ; and Grease)-Cases 3 years 3 years Ppr mos 40 CFR 403.12; GC 60201 Engineering p § Department preference; NPDES Public Stormwater Annual Reports/ Mag' Yes: 2 Monitoring records are required Works PW-038 NDPES Reports 10 years 10 years Mfr, OD, S/I years for 3 years; 40 CFR§§122.21, Engineering Ppr 122.41 Public Mag Department preference; Data is Works/ PW-039 Stormwater Database Indefinite Indefinite Mfr, OD, S/I Yes: 2 interrelated; system qualifies as En ineerin Ppr years a"trusted system'; GC§§34090, 9 g 12168.7 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS.Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Mag, NPDES Monitoring records are Works/ PW-040 Stormwater Lab Reports 3 years 3 years Mfr, OD, S Yes: 2 /I required for 3 years; 40 CFR Engineering Ppr years §§122.21, 122.41, 122.44 Public ,Mag NPDES Monitoring records are Stormwater: Industrial Notices/ Resolution+ Resolution + Yes: 2 Works/ PW-041 Code Enforcement/Violations 3 years 3 years Mfr, OD, S/I years required for 3 years; 40 CFR Engineering Ppr §§122.21, 122.41 When No When No I Department preference Public Longer Longer Mag, (inspections are performed at Stormwater: Inspections- Yes: 2 least once every 5 years); Engineering Minimum 5 Minimum 5 Ppr Works/ PW-042 Construction Required- Required- Mfr, OD, S/I years NPDES Monitoring records are years years required for 3 years; 40 CFR §§122.21, 122.41 Department preference Public Life of Life of Mag' (inspections are performed at Stormwater: Inspections- Business- Business- Yes: 2 least once every 5 years); Works PW-121 Industrial High Minimum 5 Minimum 5 Mfr, OD, S/I Engineering 9 Ppr years NPDES Monitoring records are years years required for 3 years; 40 CFR §§122.21, 122.41 When No When No Department preference Public Stormwater: Inspections- Longer Longer Mag, (inspections are performed at Works/ PW-122 Industrial Low/Medium and All Required- Required- Mfr, OD, S/I Yes: 2 least once every 5 years); Engineering Commercial Minimum 5 Minimum 5 Ppr years NPDES Monitoring records are years years required for 3 years; 40 CFR §§122.21, 122.41 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Pape , r (OFR) Active (Off-site Total Media I=Import (in office) OD(Off-site, Retention Vital? Options M=Mfr Imaged& S=Scan 12 If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims complaints, audits,j)endinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When No When No Department preference Public Longer Longer Mag, (inspections are performed at Stormwater: Inspections-WQMP Yes: QC& least once every 5 years); Works PW-123 (Water Quality Management Plan) Required- Required- Mfr, OD, S/I OD NPDES Monitoring records are Engineering Minimum 10 Minimum 10 Ppr required for 3 years; 40 CFR 6 years 6 years §§122.21, 122.41 Yes: 1 Yes: Until Mag, Department Preference; City City Clerk PW-043 Streets(Vacations, etc.) P P Mfr, OD, S Clerk Maintains Originals; GC Completed Ppr year §34090 City Clerk PW-044 Subdivision Files Completion+ P P Yes(all) Mfr, OD, S Yes: 1 Department Preference(City 2 years year Clerk is OFR); GC§34090.7 Public Traffic School Information(Traffic Department Preference; GC Works/ PW-045 Safety Issues, etc.) 10 years 10 years Mag, Ppr §34090 Engineering Public Department Preference; GC Works/ PW-046 Traffic Special Surveys 10 years 10 years Mag, Ppr §34090 Engineering When No When No Department preference(required Public Longer Longer Works/ PW-047 Traffic Special Surveys Required- Required- Mag, Ppr every 5 years, but can Engineering Minimum 10 Minimum 10 extended to 7 or 10 years); GC §34090; GC§34090 years L years Public Transportation Permits(Wide Yes: Until Works/ PW-048 Load, etc) 2 years 2 years Completion Mag, Ppr GC§34090 Engineering 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: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Category ID# Records Description Retention/Disposition Comments f Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital' Options M=Mfr after OD or Mfr) S=Scan Imaged& ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS.Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). MAINTENANCE&GENERAL SERVICES Department preference; SB 1383 Public compliance is required for 5 Works/ AB 939 Implementation/SB 1383 Mag, years: Low-Carbon Fuel Maint. & PW-049 Compliance(Organic Waste 10 years 10 years Mfr, OD, S Yes: After Standard regulations credits can 1 year be received for 10 ears and are General Collection and Recycling) Ppr eligible for an extension* 14 CCR Services § 18995:.2 H&S&39730.7: GC §34090 et.seq. Public Works/ Banner& Pennants(Installation& Maint. & PW-050 Removal) 2 years 2 years Mag, Ppr GC§34090 General Services PubWorldic s/ Beach Closure Files/Ocean Ma Claims can be made for 30 years Closures/Stormwater Runoff g' Yes: 2 for toxic substance exposure; 8 Maint. & PW-051 (Investigations to determine 2 years 28 years 30 years Mfr, OD, S/I ears CCR 3204 d 1 et se GC r General P y § ( )( ) q�' Services source, etc.) p §§12946, 12960, 34090 Public Works/ Confined Space Entries(Permitted Maint. & entries into sewers and storm Mag' Yes: 2 8 CCR 5157(d)(14)&(e)(6); );29 General PW-052 drains in order to comply with 2 Years 2 years MfrP,p D, S/I years CFR 1910.146(e)(6); GC§34090 Services regulations) or Utilities HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) site Active (Off- Total Media Media I=Import after (in office) OD(Off-site, Mfr Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-ode Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Works/ Life of Life of Department Preference; GC Maint. & PW-053 Equipment Maintenance History Equipment+ Equipment+ Mag, Ppr §34090 General 2 years 2 years Services General Files: Copies of records Copies- Copies- where other Divisions or When No When No Lead Dept. PW-054 Departments are the Lead Longer Longer Mag, Ppr GC§34090.7 (Maintenance Operations) Required Required Public Works/ General Files: Originals Maint. & PW-055 2 years 2 years Mag, Ppr GC§34090 General (Maintenance Operations) Services Maintenance Service Contracts Fire, (MSC)-NON-INFRASTRUCTURE Statewide guidelines propose 7 years; 2 years for blueprints& Public -Contract Administration Records Works/ (examples: Maintenance, Street Completion+ Completion + Yes-Until Mag' Yes: 1 specifications; Statute of Maint. & PW-056 Sweeping, Consultants, 5 years 5 years Completed Mfr, OD, S year Limitations is 4 years; Errors& General Landscaping, Slurry Seals, Tree Ppr Omissions does not apply to Services Trimming, Leases, Professional these contracts; CCP§§337. 337.1(a), 337.15, GC§34090 Services, etc.) Fire, Public Life of Life of Mag, Covers statute of limitations; Works/ PW-057 Playground Equipment Equipment+ Equipment+ Mfr, OD, S Yes: 1 CCP 338 et se 340 et seq., Maint. & yg E q p year §§ q�' General 2 years 2 years Ppr 342, GC§34090 Services HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactives Vital? Paper after (OFR) Active (Off-site Total Media I=Import (in office) OD ite Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Works/ Maint. & Pressure Vessel Permit(Propane, Expiration+ Expiration+2 Mfr, O Yes: After General PW-058 etc.) 2 years years Ppr S 1 year GC§34090 Services or Utilities Fire, Public Works/ PW-059 Recycling Program 5 years 5 years Mfrl, OD, Department Preference; GC Maint. & §34090 et. seq. General I Ppr Services Public Department Preference; City Works/ Solid Waste Program Mag' Clerk is OFR for all actions; 14 Maint. & PW-060 (Administration) 5 years 5 years Mfr, OD, CCR 18813.4; GC§34090 et. General Ppr Services seq. Public Works/ Consistent with Work Orders and Street Maintenance(Overlays, Operational Complaints; CCP Maint. & PW-061 Repaving, Slur Seals,etc 3 years 3 years Mag Ppr 338 et se 340 et se 342, General Slurry ) §§ q., q., Services GC§34090 Public Works/ Consistent with Work Orders and Maint. & PW-062 Street Sweeping Records 3 years 3 years Mag Ppr Operational Complaints; CCP General §§338 et seq., 340 et seq., 342, Services GC§34090 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: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& , ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits, oendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Public Works/ Traffic Signals: Maintenance& Covers all Statute of Limitations; Maint. & PW-063 Timing; Street Light Maintenance 10 years 10 years Mag, Ppr Department Preference; GC General §34090, CCP§337 et seq. Services Public Works/ Mag, Department Preference; GC Maint. & PW-064 Tree History and Locations P P Mfr, OD, S/I No §34090 General Ppr Services Public Consistent with Work Orders and Works/ Tree Petitions with Curb or gutter Work Work Operational Complaints; CCP Maint. & PW-065 repair/replacement(want tree Completed+ Completed + Mag Ppr §§338 et seq., 340 et seq., 342, General replaced)-Not Funded by a Grant 3 years 3 years GC§34090 Services Monitoring and Maintenance Public Underground Storage Tanks(City records are required on site for 3 Works/ Owned)—UST Monitoring and years,6'Y2 years for Cathodic Maint. & PW-066 Maintenance, Release Detection 7 years 7 years Mag, Ppr protection maintenance, 5 years General Systems,Cathodic Protection for calibration&maintenance of Services Maintenance Records release detection systems; 23 CCR 2712(b); H&S§25284.4(i) Public Works/ Mag, Department Preference; GC (USTs) Maint. & PW-067 Underground Storage Tanks 10 years P P Mfr, OD, S Yes: After §34090 et. seq., 23 CCR General Ppr 1 year 2712(b), H&S §25284.24(i) Services HUNTINGTON BEACH, CA. ©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: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Media 1=Import (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for Ci -Kride Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints audits ending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Department Preference; If a motor carrier, required for 18 Public months after vehicle is sold; CHP Works/ Vehicle Folders: Includes Disposal of Disposal of requires life of vehicle; OSHA Maint. & PW-068 Maintenance History, Accident Vehicle+2 Vehicle+2 Mag, Ppr requires 1 year; 8 CCR§ General Reports,etc. years years 3203(b)(1);49 CFR 396.21(b)(1); Services 49 CFR 396.3(c); CCP§337 et. seq., 13 CCR 1234(f); GC §34090 Public Waste Hauler Invoice Detail Works/ Department preference(meets Maint. & PW-009 Backup/Rainbow Disposal Invoice 5 years 5 years Mag, Ppr municipal government auditing General Detail Backup(not sent to standards); GC§34090 Services Finance) Fire, Public s/ City Clerk maintains originals Works & PW-070 Weed Abatement 2 years 2 years Mag, Ppr that are presented to Council(for General liens); GC§34090 Services HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactivesite Paper (OFR) Active (Off- Total Media 1=Import (in office) , Retention Vital? after OD(Off-site, Options M=Mfr Imaged 8� S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). TRANSPORTATION When When Public Superseded- Superseded- Mag' Yes:After Department Preference; GC Works/ PW-124 Residential Parking Permits Minimum 2 Minimum 2 Mfr, OD, S/I QC&OD §34090 Transport. Ppr years ears Public Temporary Traffic Control Plans Works/ PW-071 and Permits 2 years 2 years Mag, Ppr GC§34090 Transport. Public Covers all Statute of Limitations; Works/ PW-072 Traffic Control Devices-Signs, P P Mag, Ppr Department Preference; GC Transport. Signals,etc(locations, placement) §34090, CCP§337 et seq. Public Traffic Control Requests(red I Department Preference; GC Works/ PW-073 curbs, stop signs,etc.) 10 years 10 years Mag, Ppr §34090 Transport. Public Traffic Counts, Summaries, Department Preference; GC Works/ PW-074 Reports 10 years 10 years Mag, Ppr §34090 Transport. Public Covers all Statute of Limitations; Works/ PW-075 Traffic Signals: Maintenance& 10 years 10 years Mag, Ppr Department Preference; GC Transport. Timing; Street Light Maintenance §34090, CC §337 et seq. HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Record Category ID# Records Description Retention/Disposition Comments/Reference Image: Destroy Inactive Paper OFR Active Total Vital? Media 1=Import ( ) (in office) (Off-site, Retention Options M=Mfr after OD or Mfr) S=Scan Imaged& ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, auditspending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). UTILITIES WATER/WASTEWATER Department preference; State Public Yes: 2 Annual Consumer Confidence Mag, law requires 12 years, federal 10 Works/ PW-076 P P Mfr, OD, S/I years;40 CFR 141.33(a); 22 Utilities Report(Water Quality Report) Ppr years CCR§64470; 22 CCR&64483: GC§34090 Meets California Department of Public Health requirements; Domestic Works/ PW-077 Backflow Inspections/Approvals 5 years 5 years Ppr water system inspection with Utilities County administration; GC §34090; 17 CCR 7605(f) Public Beach Closure Files/Ocean Claims can be made for 30 years Works/ Closures/Sewer-Related Mag' Yes: 2 for toxic substance exposure; 8 Engineering PW-078 to determine 2 Years 28 years 30 years Mfr, OD, S/I ears CCR 3204 d 1 et se GC 9 9 (investigations Pr Y § OO 4, &Utilities source,etc.) p §§12946, 12960, 34090 Public Mag, Yes: 2 Consistent with Chemical Works/ PW-079 Calibration Records 2 years 10 years 12 years Mfr, OD, S/I Reports;40 CFR 141.33(a); 22 Utilities Ppr years CCR§64470 Department preference to be Public Catch Basin Maintenance& consistent with NPDES Works/ PW-080 Reports 3 years 3 years Mag, Ppr Monitoring records(3 years); 40 Utilities CFR§§122.21, 122.41, 122.44; GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper Active Total Vital? Media I=Import after (OFR) (in office) (Off-site, Retention Options M=Mfr OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Chlorine&Fluoride may be considered as toxic substances and claims can be made for 30 Public Chemical Reports(Chlorine, Mag' Yes: 2 Years for toxic substance Works/ PW-081 Fluoride, Nitrates,etc.) 2 years 28 years 30 years Mfr, OD, S/I years exposure; State law requires 12 Utilities Ppr years, Federal 10 years for all chemical analysis;40 CFR 141.33(a); 22 CCR§64470; 8 CCR§3204(d)(1)et seq., MSDS may be destroyed as long as a record of the chemical/ substance/agent,where& Chemical Use Report Form/ when it was used is maintained Public Material Safety Data Sheet Mag' Yes: After for 30 years;Applies to qualified Works/ PW-082 (MSDS)/ SDS(Safety Data 2 Years 28 years 30 years Mfr, OD, S Inactive employers; Claims can be made Utilities Sheets) Ppr for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(13)(2 and 3), GC §34090 Public Customer Complaints or Mag, 5 years is required in State and Works/ PW-083 Concerns: Drinking Water Odor/ 2 years 3 years 5 years Mfr, OD, S/I Yes: 2 Federal law for any complaints; Utilities Taste/Visual Complaints Ppr years 40 CFR 122.410)(2)&40 CFR 141.33(b); 22 CCR 64470(a) Department preference; Public Department of Public Health/ Domestic water system Works/ PW-084 Department of Health Services 10 years 10 years Ppr inspection with County Utilities (Correspondence, etc.) administration(State Program- Title 17)GC§34090 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& , ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims complaints, audits,pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference(City has Public Mag, 'cradle to grave"liability); only 3 Works/ PW-085 Hazardous Waste Hauling/ P P Mfr, OD, S Yes: After years is mandated;40 CFR Hazardous Waste Manifests 1 year Utilities Ppr 262.40, 8 CCR 3204(d)(1)(A);22 CCR 66262.40; GC§34090 Public Works/ PW-086 Hydrants: Flushing 2 years 2 years Mag, Ppr GC§34090 Utilities Public Expiration+ Expiration+2 Works/ PW-087 Hydrants: Temporary Permits 2 years years Mag, Ppr GC§34090 Utilities Public Manuals-Operation and Life of Life of Mag, Works/ PW-088 Mfr, OD, S No Administrative value; GC§34090 Utilities Maintenance for various equipment Equipment Equipment Ppr Public Mag, Department preference; Data is Works/ PW-089 Meter Reading Databases Indefinite Indefinite Mfr, OD, S/I Yes: 2 interrelated;system qualifies as years a"trusted system"; GC§§34090, Utilities Ppr 12168.7 Public Meter Shop Log Sheets/Job I Consistent with Operational Works/ PW-090 Tickets 3 years 3 years Mag, Ppr Complaints; CCP§§338 et seq., Utilities 340 et seq., 342, GC§34090 Public Permits: Natural Gas, Propane, Expiration+ Expiration+2 Yes: Until contracts(4 years); Statewide Works/ PW-091 etc. 2 years years Completion Mag, Ppr guidelines propose Permanent; Utilities CCP §337 et. Seq.; GC§ Public Works/ Pressure Vessel Permit(Propane, Expiration+ Expiration+2 Mag, PW-092 Mfr, Yes: After Maint. Or etc.) 2 years years P,pr S 1 year GC§34090 et.seq. Utilities HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) (Off-site Active - Total Media Media 1=Import after (in office) OD te Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). PublicProjects&Facilities: Copies- Copies- orks INFRASTRUCTURE Final When No When No Mfr, O Yes: 1 Engineering maintains originals; Works i PW-093 Specifications and Plans Longer Longer Yes(all) Mfr, OD, S year GC§34090.7 Engineering (Reservoirs,Wells,etc.) Required Required Ppr Public Pump Stations and Production Mag' Yes: 2 Administrative Value; GC Works/ PW-094 Reports P P Mfr, OD, S/I years §34090 Utilities Ppr Public Mag, Administrative Value; GC Works/ PW-095 Reservoirs(all records) P P Mfr, OD, S/I No §34090 Utilities Ppr Public When When Transitory Records; GC§34090 Works/ PW-096 Routes(Reading, etc.) Superseded Superseded Mag, Ppr et seq. Utilities Public Required for a minimum of 5 Works/ PW-097 Sanitary Spills and Overflows 5 years 5 years Mag, Ppr years;40 CFR 122.41(j)(2); Utilities (SSOs) SWRCB Order 2006-03;40 CFR 122.416)(2); GC§34090 Public Works/ PW-098 Sanitary Surveys of Water System 10 years 10 years Mag, Ppr 22 CCR§64470; GC§34090 Utilities Department preference; Data is Public SCADA: Supervisory Control and Mag' Yes: 2 interrelated; system qualifies as Works/ PW-099 Data Acquisition Indefinite Indefinite Mfr, OD, S/I years a"trusted system" GC§§34090, Utilities Ppr 12168.7 Expiration of M Public Self-contained Breathing Certificate- Mag' Yes: After Certificates are issued for 3-5 Works/ PW-100 Apparatus(SCBA) Minimum 2 Mfr, OD, S 1 year years; GC§34090 et. seq. Utilities ears Ppr HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims complaints, audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement. Public Consistent with Work Orders and Works/ PW-101 Sewer Repairs&Investigations 3 years 3 years Mag Ppr Operational Complaints; CCP Utilities §§338 et seq., 340 et seq., 342, GC§34090 Sewer System Management Plans Department preference; plans Public (SSMP)and Audits/Sanitary must be updated every 5 years, Works/ PW-102 Spills Overflow Prevention Plan 10 years 10 years Mag, Ppr audits are required every 2 Utilities (SSOPP)and Sanitary Sewer years; SWRCB Order 2006-03; Overflow Response Plan 40 CFR 122.410)(2); GC§34090 Public Department preference; Spill Works/ PW-103 Spill Reports 5 years 5 years Mag, Ppr reports have the potential to be Utilities involved with Clean Water Act actions; GC§34090 Public Works/ PW-104 System Chlorination&Fluoridation 2 years 2-years Mag, Ppr GC§34090 Utilities Public Works/ PW-105 System Flush 2 years 2 years Mag, Ppr GC§34090 Utilities Public TV Collection Line Inspection Works/ PW-106 Tapes/CCTV/Video Inspections/ P P Mag Department Preference; GC Utilities Video Tapes or Digital Recordings §34090 et seq. (all lines) HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Inactive Paper (OFR) Active (Off-site, Total Vital? Media I=Import after (in office) OD - Mfr) Retention Options M=Mfr Imaged& S=Scan If the record is not listed here refer to the Retention for City-Wide Standards Retentions be in when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Liti ation claims com laints audits,pendinq records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference (Required for 3 years);the Public warrantee period for work done Works/ PW-107 Underground Service Alerts 3 years 3 years Ppr is usually 5 years, the Statute of Utilities (USA's)/Dig Alerts--City Limitations for some work may be up to 10 years; CCP§337 et seq., GC§§4216.2(f)& 4216.3(d), 34090 Public Vulnerability Assessment/ Works/ PW-108 Emergency Response Plan/Risk Superseded Superseded Mag, Ppr Highly confidential;42 USC 300i- &Resiliency Assessment/Hazard +5 years +5 years 2(d); GC§34090 Utilities Mitigation Plan When No When No Non-Records used for Outside Water Districts(outside agencies)/ District PW-109 Projects outside City Boundaries Longer Longer Mag, Ppr administrative purposes; GC Required Required §34090 PubWorldic s/ PW-110 Water Production Recording 2 years 3 years 5 years Mfr, OD, S/I Yes: 2 Consistent with other records; Charts years GC§34090 Utilities Ppr Public Water Production Reports- I Department Preference; GC Works/ PW-111 Annual 2 years P P Mag, Ppr §34090 Utilities Public Water Production Reports- Consistent with other auditing Works/ PWA 12 Monthly 2 years P P Mag, Ppr standards; GC§34090 Utilities Public Water Quality Reports(also see Mag' Yes: 2 State law requires 12 years, Works/ PWA 13 Chemical Reports) 2 years P P Mfr, OD, S/I years Federal 10 years;40 CFR Utilities Ppr 141.33(a); 22 CCR§64470 Public Mag, Department preference(only 5 Water Reports&Sampling: Yes: 2 Works/ PW-114 2 years P P Mfr, OD, S/I years is required); 40 CFR Utilities Bacteriological&Organics Ppr years 141.33(a); 22 CCR§64470 HUNTINGTON BEACH, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 3/21/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-23 Office of Category ID# Records Description Retention/Disposition Comments/Reference Record Image: Destroy Active Inactive Total Media I=Import Paper (OFR) (in office) (Off-site, Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged& If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 ears since destruction is normally performed by file folder. HOLDS:Litigation, claims com laints auditspending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Lead and Copper are required for 12 years or 2 compliance Public Water Reports&Sampling: Mag' Yes: 2 cycles(some compliance cycles Works/ PW-115 Chemical, Lead and Co 2 Years P P Mfr, OD, S/ Utilities Copper Ppr years are nine years); 22 CCR 64400.25; 22 CCR§64470,40 CFR 141.33(a);40 CFR 141.91 Federal: Bacteriological analysis Public Water Reports, Monitoring& Mag, are required for 5 years, Works/ PW-116 Testing (maintenance,strip chart 2 years 10 years 12 years Mfr, OD, S/I Yes: 2 chemical analysis for 10 years; Utilities recordings) Ppr years State law requires 12 years, Federal 10 years;40 CFR 141.33(a); 22 CCR§64470 Public Mag, Works/ PW-117 Well Records P P Mfr, OD, S/I No Administrative Value; GC Utilities Ppr §34090 HUNTINGTON BEACH, CA. ©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: 3/21/2021