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HomeMy Public PortalAbout06) 7D Amendment to Citys Record Retention ScheduleDATE: April 2, 2019 MANAGEMENT SERVICES DEPARTMENT TO: The Honorable City Council FROM: Bryan Cook, City Manager By: Peggy Kuo, City Clerk MEMORANDUM AGENDA ITEM 7.D. SUBJECT: ADOPTION OF RESOLUTION NO. 19-5388 AMENDING THE CITY'S RECORDS RETENTION SCHEDULE RECOMMENDATION: The City Council is requested to adopt Resolution No. 19-5388 (Attachment "A") adopting the City's amended Records Retention Schedule (Exhibit 1). BACKGROUND: 1. On February 8, 2018, City Council adopted Resolution No. 18-5308 updating the City's Records Retention Schedule for Fiscal Year (FY) 2017-18. 2. On January 3, 2019, City entered into a contract with Gladwell Governmental Services, Inc. (GGS) to assist the City Clerk with the review of citywide records and annual records destruction. 3. In February, 2019, GGS reviewed citywide records with staff and updated the City's Record Retention Schedule for City Clerk and the Human Resources Department. ANALYSIS: The City's Records Retention Schedule is a written policy which governs the period records are retained in the City. It provides the legal authority for the disposition of city records and demonstrates compliance with governmental regulations. Regular review and update of the City's Record Retention Schedule is necessary to ensure the City is in compliance with changes in State law and guidelines issued by the California Secretary of State. City Council April 2, 2019 Page 2 of 2 The City contracted with GGS to conduct a citywide review of records for their retention in January 2019. As a result of the review, GGS recommended that the City amend its retention schedules for City Clerk and the Human Resources Department. The proposed changes (i.e., update certain records of legal citations and clarified records descriptions) to the retention schedule are shown in blue and red in Exhibit 1 of Attachment A. The Record Retention Schedule for Management Services, Community Development, Parks and Recreation, Information Technology and Finance remains unchanged. Having an updated record retention schedule is crucial and can help reduce current and future records storage costs, eliminate duplication of records, increase efficiency and take advantage of current technology and changes in law. The adoption of the amended Records Retention Schedule will better ensure proper protection and management of city records. CITY'S STRATEGIC GOALS: City Council approval of the amended Records Retention Schedule will further promote City's Strategic Goals of Good Governance. FISCAL IMPACT: This item does not have an impact on the Fiscal Year (FY) 2018-19 City Budget. ATTACHMENT: A. Resolution No. 19-5388 ATTACHMENT A RESOLUTION NO. 19-5388 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY AMENDING THE RECORDS RETENTION SCHEDULE WHEREAS, a records retention schedule provides for the efficient and proper management and protection of the City records, facilitates document retrieval, and provides for the removal of obsolete records; WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and WHEREAS, the City Clerk is recommending certain changes to the City's record retention schedule as marked in Exhibit 1. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TEMPLE CITY, AS FOLLOWS: SECTION 1. The City's amended retention schedule reflecting the change is attached as Exhibit 1. SECTION 2. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. SECTION 3. This resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED AND ADOPTED on this 2nd day of April, 2019, ATTEST: Nanette Fish, Mayor APPROVED AS TO FORM: Peggy Kuo, City Clerk Gregory Murphy, Assistant City Attorney I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution, Resolution No. 19-5388, was adopted by the City Council of the City of Temple City at a regular meeting held on the 2nd day of April, 2019, by the following vote: AYES: Councilmember— NOES: Councilmember— ABSENT: Councilmember— ABSTAIN: Councilmember— Peggy Kuo, City Clerk HOW TO USE RETENTION SCHEDULES 01995-2018 Gladwell Governmental services, Inc (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior wntten permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk._ AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prig[ to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)." RECORDS RETENTION SCHEDULE LEGEND 01995 - 2018 Gladwell Governmental services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra - agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD -r, DVD -r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: "Yes" indicates the paper version may be destroyed IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media — DVD -R, CD -R, or WORM, or microfilmed), and both the images and indexing Quality Checked ("QC'd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Leaend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) USC: United States Code (US) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) GC§34090 is a base minimum retention; the "Total Retention" column is what has been adopted by the City Council. Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -1 Office of Retention No. Records Description Retention / Disposition Comments 1 Reference Record Image: Destroy (OFR)Vital? Active Inactive Total Media 1=Import Paper Vital? after office ('I ) (In Storage) Retention Options M=Mfr Imaged & S=Scan OC'd? Retentions aDDIV 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 perfortned by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Accident, Incident, Injury reports: PUBLIC or Copies - Copies - Human CW -001 EMPLOYEES Includes When No When No Mag, Copies retained for reference; Resources associated MSDS (Material Longer Longer Ppr GC §34090.7 Safety Data Sheet), if a Required Required chemical is involved Accounts Payable, Invoices, Petty Cash, Travel Reimbursement, Warrant Copies - Copies - Ail originals go to Finance Finance CW -002 Requests, etc. When No When No Yes: Before Mag, (these are copies); GC Longer Longer Payment Ppr §34090.7 ALL backup is forwarded to Required Required Finance Brown Act challenges must be Affidavits of Publications / Project Project Mag, filed within 30 or 90 days of Lead Dept. CW -003 Public Hearing Notices / Legal Approval + 2 Approval + 2 Mfr, OD, action; Statute of Limitations Advertising /Affidavits of Ppr on Municipal Government Posting years years actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) TEMPLE CITY, CA 01995-2011 Glad%ell Govemmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -2 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments I Reference (OFR) Active Inactive Total Media 1=Import Paper vital? after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd7 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.. last document + p years), since destruction is nonnally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention perdiods retention resumes after settlement or com letion . Agenda Packets / Staff Reports: City Council CRA (Community Redevelopment Agency), Successor Agency, Copies - Copies - Mag, City Clerk CW 004 Oversight Board, Planning When No When Na Mfr, OD, S Yes: After GC §34090.7 Commission, &PFA Longer Longer Ppr 2 years Required Required See Boards & Commissions for others Agreements & Contracts, Leases, MOUs, etc. Agreement or Contract Copies - Copies - All agreements, service City Clerk CW -005 includes all contractual obligations When No When No Mag, Mfr, OD, S Yes: Upon Complete agreements, and contracts are Longer Longer Ppr n sent to the City Clerk: GC (Specifications/Scope of Required Required §34090.7 Work, Notices of Completion, etc.) TEMPLE CITY, CA ®1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 ver 90 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -3 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments I Reference (OFR) Active Inactive Total Media 1=Import Paper VIta19 after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd7 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits andror investigations sus end normal retention periods retention resumes after settlement or com letion . Covers E&O Statute of Agreements & Contracts: Limitations (insurance ADMINISTRATIVE FILES - certificates are filed with NOT funded by a grant agreement); Published Audit • Mag, Yes: Upon Standards=4-7 years, Statute Lead Dept. p CW -006 (Correspondence, Project Completion 10 years Completion + 10 Yes: Before Mfr, OD, S/I Complefio of Limitations: Contracts & Administration, Administration, Project years Completion Ppr n Speds=4 years, Wrongful Schedules, Certified Payrolls, Death=comp. + 5 years, Invoices, Logs, RFPs / Developers=comp. + 10 years; Request for Proposals, etc.) Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 TEMPLE CITY, CA ®1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2!6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -4 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments I Reference (OFR) Active Inactive Total Media 1=Import Paper Vital? after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Once 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints. audits andror investigations sus end normal retention periodds retention resumes after settlement or com letion . Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 Agreements & Contracts: 10 years or years; Statute of Limitations: ADMINISTRATIVE FILES - After Completion P Contracts & Spec's=4 years, WITH grant funding Funding + 10 years or Wrongful Death=comp. + 5 Agency After Funding Yes: Before Mag, Yes: Upon years, Developers=comp. + 10 Lead Dept. CW -007 (Correspondence, Project Completion Audit, if Agency Audit, Completion Mfr, OD, S/I Completio years; Statewide guidelines Administration, Project required, if required, P P r n propose termination + 5 years; Schedules, Certified Payrolls, whichever is whichever is CCP §337 et. seq., 21 CFR Invoices, Logs, RFPs / longer longer 1403.36 & 1403.42(b); 24 CFR Request for Proposals etc.) 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42: OMB CircularA-133GC §34090; GC 48546.7 TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -5 Office of Record Retention No. Records Description Retention I Disposition Destroy Comments / Reference (OFR) 71Mmage: paper Active Inactive Total Import(inoffice) (InStorage) RetentionVital9 =MfrIma edafter & =Scan 9 QC'd9 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Agreements 8 Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL The RFP / RFQ and the PROPOSALS or RESPONSES Mag, successful proposal becomes Lead Dept. CW -008 to RFPs (Request for 2 Years 2 years Ppr part of the agreement or Proposals) and/or RFQa contract (City Clerk is OFR); GC §34090 (Request for Qualifications) that don't result in a contract Audits / Audit Reports / CAFR - Copies - Copies - Finance CW -009 Comprehensive Annual When No When No Mag, Copies; GC §34090.7 Financial Reports Longer Longer Ppr Required Required CW -010 Bids: See Agreements & Contracts Boards and Committees: Tape City preference; State law only Staffing Dept. CW -011 AUDIO RECORDINGS of 2 years 2 years (Mag) requires for 30 days; GC Meetings / Audio Tapes §54953.5(b) Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY When No When No COUNCIL Longer Longer Brown Ad challenges must be Staffing Dept. CW -012 Required - Required - Mag, filed within 30 or 90 days of AGENDAS, AGENDA Minimum 2 Minimum 2 Ppr action; GC §§34090, PACKETS, Minutes years years 54960.1(c)(1) Highlights or Commission Actions TEMPLE CITY, CA ®1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver 9 o RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -6 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments / Reference (OFR) Inactive Total Media 1=Import paper LofficeVital? after (In Storage) Retention Options M=Mir S=Scan Imaged & QC'd7 Retentions apply to the department that is NOT the Office of Record OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Boards, Commissions, & Send all originals to City Clerk; Committees: Citizens Advisory Copies - Copies - Notes taken to facilitate the City Clerk CW -013 Bodies Formed by CITY When No When No YesMfr OD, Mag S Yes: Aker writing of the minutes can be COUNCIL Longer Longer , ppr 10 years destroyed after minutes have Required Required been adopted; GC §34090 et MINUTES & BYLAWS seq. Boards, Commissions, & Committees: City Council Staffing Dept, CW -014 Subcommittees 2 years 2 years Mag. All recommendations are presented to the City Council; ppr (Composed solely of less than GC §34090 et seq. a quorum of the City Council) Boards, Commissions, & Committees: External Organizations When No When No ag, CW -015 Longer Longer Ppr Non -records (e.g. County Board of Required Required Supervisors) CW -016 Brochures: See Reference Manuals Copies - Copies - Finance CW -017 Budgets -Finals When No When No I Yes: Current Mag' OD, S/I Yes: After Final must be filed with County Longer Longer Fiscal YearWit 5 years Auditor; GC §34090.7, 40802, Required I Required ppr 53901 TEMPLE CITY, CA 019952011 Gladwelt Governmental Services,Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -7 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Active Inactive Total Media I=Import Paper VttalT after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged b OC'd9 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Cash Receipts Detail / Backup Ma Department preference (not all Lead Dept. CW -018 / Accounts Receivable Detail / 2 years 2 years detail is sent to Finance; GC Refund Detail Ppr §34090 When No When No Longer Longer Mag, Lead Dept. CW -019 City Attorney Opinions Required - Required - Yes Mfr, OD, S Department Preference; GC Minimum 2 Minimum 2 Ppr §34090 years I years Copies - Copies - When No When No Human Resources CW -020 Claims &Litigation Longer Required Longer Required Yes: Before Settlement Mag' Mfr, OD, S/I Yes. After Settlement GC §§34090.71 34090.6 (Upon (Upon Settlement) Settlement) Committees Internal - Attended by employees: All Records Lead Dept. CW -021 2 years 2 years Mag, GC §34090 (e.g. Records Management Ppr Committee, In -House Task Forces, etc.) TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3515 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -8 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments I Reference (OFR) Active Inactive Total Media 1=Import Paper Vital?after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd9 Retentions apply to the department that is NOT the Office of Record (OFR), , 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion . When No When No City preference; Statute of Lead Longer Longer Limitations for personal (Responding) CW -022 Complaints / Concerns from Required - Required - Mag Ppr property, fraud, etc. is 3 years, Dept. Citizens (operational) Minimum 2 Minimum 2 Claims must be filed in 6 months; CCP §§338 et seq., years years 340 et seq., 342, GC §34090 CW -023 Contracts: See Agreements Copies - Copies - CW -024 Copies or duplicates of any When No When No Mag Ppr GC §34090.7 record Longer Longer Required Required Correspondence - ROUTINE (Content relates in a substantive way to the Dept. that conduct of the public's Authors business) Document or CW -025 (e.g. Letters, Memorandums, 2 years �' GC §34090 Receives the Administrative, Chronological, City's Original General Files, Miscellaneous Document Reports, Press Releases, Public Records Requests, Reading File, Working Files, etc.) TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -9 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments / Reference (OFR) Active Inactive Total Media 1=1m ort PaperVttal7 after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd9 Retentions a 1 to the department that is NOT the Office of Record OFR , or the "Lead De artment'.. If you are the OFR, refer to our department retention schedule. Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by his folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention penodds retention resumes after settlement or com letion . Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Electronic and paper records Interagency and Intraagency are filed and retained based Memoranda not retained in the upon their CONTENT. Records ordinary course of business where either the Content relates in a substantive way Content NOT Substantive, or to the conduct of the public's NOT made or retained for the business, or ARE made or purpose of preserving the retained for the purpose of Dept. that informational content for preserving the informational Authors future reference content for future reference Document When No When No are saved by printing them out or CW -026 (e.g. calendars, checklists, e- Longer Longer Mag, and placing them in a file Receives the mail or social media posting or Required Required Ppr folder, or saving them City's Original social media posting , instant electronically; If not mentioned Document messaging, inventories, here, consult the City Attorney invitations, logs, mailing lists, to determine if a record is meeting room registrations, considered transitory / speaker slips, supply preliminary drafts. inventories, telephone 4( messages, text messages, Ops• Cal. Atty. Gen. 317 transmittal letters, thank yous, requests from other cities, SSuperior Court (Smith). undeliverable envelopes, S218066. Supreme Court of visitors logs, voice mails, California, 2017 webpages, etc.) TEMP E CITY, .1A995 -2011 Gladwell Govemmen I Services, Inc. all rights reser-n Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -10 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after in office ( ) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC,dT Retentions apply to the department that is NOT the Office of; ecord/ (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.. last document + 2 years), since destruction is normally erformed b file folder.- older.Lib ation, claims, Litigation, complaints, audits and/or investigations sus end normal retention perniods retention resumes after settlement or com letion . As long as the drafts and notes are not retained in the "Regular Draft 8 Notes: Drafts that are When No When No Mag, Course of Business". Consult Lead Dept CW -027 revised (retain final version) Longer Longer Ppr the City Attorney to determine Required Required if a record is considered a draft. GC §§34090, 6252, 6254(a) Lead Dept. CW -028 Facility Use Applications / 2 years 2 years Mag' GC §34090 Facility Use Permits Ppr The Lead Department should print out historical documents (or save source data) prior to GIS Database / Data / Layers When No When No replacing the data, if they Lead Dept. CW -029 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §34090 at seq. Lead Dept. CW -030 Grants (UNSUCCESSFUL 2 years 2 years Mag' GC §34090 Applications, Correspondence) Ppr TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -11 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments / Reference (OFR) Active Inactive Total Media I=Import Paper vital? after (in office) (in Storage) Retention Options M=Mfr S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Once of Record (OFR), or the "Lead De artment". If you are the OFR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention penods 2tention resumes after settlement or com letion . Meets auditing standards; Grants covered by a Consolidated Action Plan are Grants / CDBG / FEMA or OES required for 5 years; Uniform Reimbursement Claims / Admin. Requirements for Reimbursable Claims Grants to Local Governments (SUCCESSFUL Reports, other After is 3 years from expenditure records required to pass the Funding After Funding report or final payment of funding agency's audit, if Agency Agency Audit, grantee or subgrantee; Lead Dept. CW -031 required) 2 years Audit, if if required - Pa9' p statewide guidelines propose 4 Required - Minimum 5 years; 2 CFR 200.333 21 CFR Applications (successful), program Minimum 5 years 1403.36 & 1403.42(b); 24 CFR rules, regulations & procedures, years 85.42, 91.105(h), 92.505, reports to grant funding agencies, 570.490, & 570.502(a&b), 28 correspondence, audit records, CFR 66.42; 29 CFR 97.42; 40 completion records CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A- 110 & A-133; GC §34090; GC 8546.7 Send all grievances to Human Copies - Copies - Resources; All State and Human CW -032 Grievances and Informal When No When No Yes: Before Mag, Federal laws require retention Resources Complaints (Employees) Longer Longer Disposition Ppr until final disposition of formal Required Required complaint; State requires 2 years after action is taken; GC §§12946,34090 TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver 9 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -12 Office of I Retention No. Records Description Retention /Disposition Comments /Reference Record Destroy Image: I Paper (OFR) Active Inactive Total Media 1=Import vital? after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan OC'd? 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion . Copies - Copies - If a certificate cannot City Clerk CW -033 Insurance Certificates for When No When No Mag, matched to a contract, send to s Agreements and Contracts Longer Longer Ppr , City Clerk; GC §34090.7 Required Required Copies - Copies - When No When No Human Lawsuits, Litigation, Pending Longer Longer Yes: Before Mag, Yes: After Risk Management Resources CW -034 Litigation Required Required Settlement Mfr, OD, S/I Settlement administrates claim; GC (Upon (Upon Ppr §§34090.7, 34090.6 Settlement) Settlement) When No When No Mag, Preliminary draft / transitory Lead Dept. CW -035 Leave Slips Longer Longer Ppr record; GC §34090, GC §6252 Required Required Minutes - City Council, CRA (Community Redevelopment Copies - Copies - Mag, Originals maintained by City City Clerk CW -036 Agency), Successor Agency, When No When No Yes (all) Mfr, OD, S No Clerk Permanently; GC Oversight Board, Planning Longer Longer Ppr §34090.7 Commission, Parks & Required Required Recreation Commission TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -13 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after in office ( ) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". I/ you are the OFR, refer to our de artment retent on 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. Litigation, claims, complaints, audits and/orinvestigations sus end normal rate lion periods retention resumes after settlement or completion). Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / Material Safety Data Sheet substance I agent, where & (MSDS) / Safety Data Sheet Mag,when it was used is Lead Dept. CW -037 (SDS) / Chemical Use ReportYes 30 years 30 years Mfr, OD, S (after maintained for 30 ears; Form (or records of the Ppr inactive) Applies to qualified employers, chemical / substance / agent, Claims can be made for 30 where & when it was used) years for toxic substance exposures;8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B), GC §34090 Copies - Copies - Return any whole unused City Clerk CW -038 Municipal Code (these are When No When No Yes: Current Mh OD, I No codes to the City Clerk; copies) Longer Longer Original Ppr Originals maintained by City Required Required Clerk Permanently; GC §34090 When No When No Non -records - may be obtained Lead Dept. CW -039 Newspaper Clippings Longer Longer Ppr from the newspaper company, Required Required GC §34090 Notices: Public Hearing Project Project Ma 9 Statute of Limitations on Staffing Dept. CW -040 Notices and Proofs of Approval + 2 Approval + 2 P P Municipal Government actions Publications &Mailing years years is 3 - 6 months; GC §34090 TEMPLE CITY, CA 019952011 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 ver 90 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -14 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active InactiveEMedia I -Import Paper after (in office) (In StorageVitali Options M=Mfr Imaged & S=Scan QVd9 Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De artment". If ou are the OFR, refer to your department retention schedule. 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. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion . Copies - Copies - Mag' City Clerk CW -041 Ordinances -City Council When No When No Yes (all) MfrP,O D, No Originals maintained by City Longer Longer S Clerk Permanently; GC §34090 Required Required Ensure records kept in Human Separation + Separation + Before Mag, Department files comply with Resources CW -042 Personnel Files 3 years 3 years Separation Ppr City policy (all originals are sent to Human Resources); GC §34090.7 Preliminary drafts / Notes 1 year 1 year Before maintained in a separate folder Lead Dept. CW -043 Personnel Files (Supervisor's (After Incorp. (Aker Incorp. Annual Mag, to be incorporated into Notes) In Evaluation) In Evaluation) Performance Ppr performance evaluation, or to Evaluation document progressive discipline; GC §34090 at seq. Lead Dept. CW -044 Personnel Work Schedules 2 years 2 years Ppr GC §34090 Lead Dept. CW -045 Public Records Act Requests 2 years 2 years Ppr GC §34090 Lead Dept. CW -046 Public Relations / Press 2 years 2 years Mag' GC §34090 Releases Ppr Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; (Who Ordered CW -047 Property NOT purchased, 2 years 2 years PPS Statewide Guidelines show 2 the Appraisal) Loans not funded, etc. years; GC §§34090, 6254(h) TEMPLE CITY, CA ®1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -15 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments I Reference (OFR) Active Inactive Total Media 1=Import Paper vital? after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged 8 OC'd9 Retentions apply to the department that is NOT the Office of Record (OFR), , 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/orinvestigations sus end normal retention perniods retention resumes after settlement or completion). Not accessible to the public When No When No until purchase has been Lead Dept. Real Estate Appraisal Reports: Longer Longer Mag, completed; meets grant (Who Ordered CW -048 Purchased Property, Funded 2 years Required - Required - Yes: Before Mfr, OD, S Yes: After auditing requirements; 24 CFR the Appraisal) Loans Minimum 3 Minimum 5 Purchase Ppr Inactive 85.42 & 91.105(h), & years years 570.502(b); 29 CFR 97.42, GC §34090 Records Destruction Lists / Copies - Copies - City Clerk CW -049 Certificate of Records When No When No Mag, GC §34090.7 Destruction Longer Longer Ppr Required Required Reference Materials: Policies, When No When No Procedures, Brochures, Flyers, Longer Longer Statewide guidelines propose Lead Dept. CW -050 Manuals, Newsletters, etc: Required - Required - Mag' superseded + 2 or 5 years; GC Produced by YOUR Minimum 2 Minimum 2 Ppr §34090 Department years years Reference Materials: Policies, Procedures, Brochures, Flyers, Lead Dept CW -051 Manuals, Newsletters, etc: When When Mag, Copies; GC §34090.7 Produced by OTHER Superseded Superseded Ppr . Departments TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -16 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments / Reference (OFR) Active Inactive Total Media 1=Import Paper vital? after (in office) (In Storage) Retention Options M=Mfr imaged & S=Scan OC'd9 Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to our de artment retention schedule. 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. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letion). Reference Materials: Brochures, Manuals, Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: When No When No Mag' CW -052 by OUTSIDE Longer Longer Ppr Non -Records ORGANIZATIONS (League of Required Required California Cities, Chamber of Commerce, etc.) CW -053 Reference or Working Files: See Correspondence Reports and Studies Mag, Administratively and Lead Dept. CW -054 (Historically significant - e.g., 10 years P P Mfr, OD, S/I Yes: After Historically significant, Zoning Studies) Ppr 10 years therefore retained permanently; GC §34090 Information is outdated after 10 Reports and Studies (otherMag years; statewide guidelines Lead Dept. CW -055 than Historically significant 10 years 10 years Ppr propose 2 years; If historically reports - e.g. Annual Reports) significant, retain permanently; GC §34090 Resolutions - City Council, CRA (Community Copies - Copies - Redevelopment Agency), When No When No Mag, Originals maintained by City City Clerk CW -056 Successor Agency, Oversight Longer Longer Yes (all) Mfr, OD, S No Clerk Permanently; GC Board, Planning Commission, Required Required Ppr §34090.7 etc. TEMPLE CITY, CA ©1995-2011 Gladvell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver 90 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -17 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) vital? after (in office) (In Storage) Retention Options M=Mir Imaged & S=Scan QC'd9 Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead I 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits andror investigations sus end normal retention perfiodds retention resumes after settlement or com letion . Vehicle Safety Checks / Daily Lead Dept. CW -057 Vehicle Inspections / Daily 2 years 2 years Ppr GC §34090 Equipment Checks Calif. Labor Division is required to keep their records 7 years; Safety: OSHA Inspections & OSHA requires 5 years; State Lead Dept. CW -058 Citations, Log 200 and Log 5 years 5 years Ppr law requires 2 years; 8 CCR 300, 301, 301A §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090; LC §6429c Expiration + 2 Expiration + 2 Yes: During Mag, Lead Dept. CW -059 Special Event Permits Class or Ppr GC §34090 years years Program Surveys / Questionnaires (that the City issues). If a summary of the data is g, Lead Dept. CW -060 compiled, the survey forms are 2 years :yeas:; P pr GC §34090 considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) CW -061 Tapes: See Boards & Commissions TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -18 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Active Inactive Total Media 1=Import Paper Vital? after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd? 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion). Time Sheets /Time Cards / Copies - Copies - Mag, Finance / CW -062 Overtime Sheets / Overtime When No When No Mfr, OD, S No Originals maintained by Payroll Cards Longer Longer Ppr payroll; GC §34090.7 Required Required Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Training - ALL COURSE Calif. Labor Division is required RECORDS to keep their OSHA records 7 years; EEOC/FLSA/ADEA Lead Dept. CW -0632 Rosters, Outlines 2 years 5 yeas q,: o; Mfr OD, S Yes: When (Age) requires 3 years for and Materials, includes Ethics Ppr Inactive promotion, demotion, transfer, Training, Harassment selection, or discharge; State Prevention Training, Safety Law requires 2 -3 years for training & Tailgates) personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 34090, 53235.2(b) TEMPLE CITY, CA o1995-2011Gladwell Governmental Services,Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW -19 Office of Record Retention No. Records Description Retention / Disposition Destroy. Comments / Reference Image: Paper (OFR) Inactive Total Media 1=Import vital? after L(inoffice) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd7 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations sus end normal retention periods retention resumes after settlement or com letion). Department preference (Courts treat volunteers as employees); Volunteer/ Unpaid Intern Inactive / Inactive / EEOC/FLSA/ADEA (Age) Lead Dept. CW -064 Applications & Agreements - Separation + Separation + Ppr requires 3 years for promotion, Successful 3 years 3 years demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946,34090 Department preference (Courts treat volunteers as Volunteer / Unpaid Intern employees); Applications & Agreements - EEOC/FLSA/ADEA (Age) Lead Dept. CW -065 Unsuccessful or Pending 3 years 3 years Ppr requires 3 years for promotion, Applicants demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946,34090 TEMPLE CITY, 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 Adopted: 2/6/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS -1 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media I=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed hererefer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imply a full file folder e.g last document + 2 years), since destruction is normally performed by file folder. Litigation. complaints, claims. public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). MANAGEMENT SERVICES I CITY MANAGER City Council and Mayor When No When No Manage. Correspondence Longer Longer Department Preference; GC Services MS -001 Required - Required - Mag, Ppr §34090 Incoming, Outgoing, Citizens letters, Minimum 2 Minimum 2 general letters, etc. years ears When No When No City Manager Correspondence Longer Longer Manage. MS -002 (Interoffice, Citizens, Required - Required - Mag, Ppr Department Preference; GC Services Organizations, etc.) Minimum 2 Minimum 2 §34090 years vears When No When No Longer Longer Manage. MS -003 CitManager Reports to Council City Required - Required - Mag, Ppr Department Preference; GC Minimum 2 Minimum 2 §34090 years vears Bureau of National Affairs Employee Classification / When No When No recommends 2 years for all Department Reorganization Longer Longer supplementary Personnel Manage. MS -004 Studies (for employee Required - Required - Mag, Ppr records; Wage rate tables are 1 Services classifications and department Minimum 2 Minimum 2 or 2 years; State requires 2 structures) years years years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 34090 Notices and Tariff Sheets from Lead Dept. MS -011 California Public Utilities 2 years 2 years Mag, Ppr GC §34090 et seq. Commission When No When No Projects, Programs, Subject & Longer Longer Yes: While Manage. MS -005 Issues (Issues and/or projects will Required - Required - Active Mag, Ppr Department Preference; GC Services vary over time, e.g. Hotels, Minimum 2 Minimum 2 Issues §34090 Developments, etc.) years years TEMPLE CITY, CA 01995-2011 Gladweli Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS -2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for Ci -iMde 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. Litigation, com laints claimspublic records act requests, audits and/or investi ations suspend normal ntion Periods retention resumes after settlement or com letion . When No When No Longer Longer Manage. MS -006 Sister City Program Required - Required - Mag, Ppr GC §34090 Services Minimum 2 Minimum 2 years vears Speech Notes /Power Point When No When No Notes, drafts, or preliminary Lead Dept. M Presentations Longer Longer Mag, Ppr documents; GC §34090 at seq. Required Required TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909)337-3516- all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS -3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media I=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan C'd7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder Litigation, complaints, claims. public records act requests, audits and/or investigations suspend normal retention oenods retention resumes after settlement or completion). ECONOMIC DEVELOPMENT When No When No Manage. er Loner ir Services / MS -008 Business Retention Required red - Required -Mag, Ppr Department Preference; GC Econ.Develop. Minimum 2 Minimum 2 §34090 years ears When No When No Manage. Longer Longer Services / MS -009 Economic Development Projects / Required - Required - Mag, Ppr Department Preference, GC Econ. Programs Minimum 2 Minimum 2 §34090 Develop. years _ ears When No When No Manage. Prospects: Economic Longer Longer Services / MS -010 Development Projects / Required - Required - Mag, Ppr Department Preference; GC Correspondence Minimum 2 Minimum 2 § 34090 Develop. ears ears TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -1 Office of Retention Records Description Retention I Disposition Comments / Reference Record No. Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan OC'd9 If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, com lainls, claims, public records act requests, audits and/or investigations suspend normal retention pe ' ds retention resumes after settlement or completion). Agenda Packets / Staff Reports: City Council, Community Development 8 Housing Authority, Community Redevelopment Agency, Successor Agency, Oversight When No when No Board, Financing Authority Longer Longer Yes: Until Department Preference (The City Clerk CC -001 Required - Required - After Meeting Mag, Ppr minutes are the permanent NOT RELATED TO LAND Minimum 2 Minimum 2 record); GC §34090 et seq. USE, CAPITAL years years IMPROVEMENTS, CITY PROPERTY OR INFRASTRUCTURE; AGENDAS Agenda Packets/Staff Reports: City Council, Community Development & Housing Authority, Community Redevelopment Agency, Successor Agency, Oversight City Clerk CC -002 Board, Financing Authority P P Yes: Until Mag, Mfr,S Yes: After 2 Department Preference; GC After Meeting OD, Ppr years §34090 at seq. RELATED TO LAND USE, CAPITAL IMPROVEMENTS, CITY PROPERTY OR INFRASTRUCTURE; IMAGED RECORDS TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -2 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference _ Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd9 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full ittle folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investiations sus end normal retention pariods retention resumes after settlement or completion). Yes: Until The minutes are the City Cle k CC -003 Agendas - Posted 2 years 2 years After Meeting Mag, Ppr permanent record; GC §34090 at seq. Agreements or Contracts - ALL Non -Infrastructure Department preference; Agreement or Contract Covers E&O Statute of includes all contractual Limitations; Published Audit StandardsLimi years; obligations (e.g. Statute of Limitations: Amendments, Scope of Completion Yes: Before Mag, Mfr, Yes: Upon Contracts & Spec's=4 years, City Clerk CC -004 Work or Suceessiul Completion 10 years + 10 years Completion OD, Ppr Sfl Completion Wrongful Death=comp. + 5 Proposal, Insurance years, Developers=comp. + Certificates) 10 years; Statewide guidelines propose Examples of NON -Infrastructure: termination + 5 years; CCP Consulting, disposal, City Manager §§336(a), 337 et. seq., GC employment contracts, housing, §34090 leases, loans, mutual aid, professional services, services, etc. TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -3 Office of Retention Records Description Retention / Disposition Comments I Reference Record No. Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan OC'd9 If the record is not listed here refer to the Retention for City- Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 ears , since destruction is normal) a ormed by file folder. Litigation, complaints claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Agreements or Contracts - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs Department Preference; All Agreement or Contract infrastructure, JPAs, & Mutual Aid contracts should includes all contractual be permanent for emergency obligations (e.g. preparedness; Statute of Amendments, Scope of Limitations is 4 years; 10 City Clerk CC -005 Work or Successful Completion h : YesBefore Mag, Mfr, S Yes: Upon years for Errors & Proposal, Insurance Completion OD, Ppr Completion Omissions; land records are Certificates) permanent by law; CCP §§337. 337.1(a), 337.15, Examples of Infrastructure: 343; GC §34090, Contractor Architects, CaiPERS, franchise has retention requirements agreements, subdivision in 48 CFR 4.703 improvement agreements, development, Joint Powers, MOUs, settlement, water rights, etc. F1 City Clerk CC -006 Annexations / Boundaries / 5 years i Meg, Mfr, S / I Yes Land Records; GC §34090 Consolidations / LAFCO OD, Ppr Applications for Boards, City Clerk CC -007 Commissions or Committees 2 years 2 years Mag, Ppr GC §34090 (Successful or Unsuccessful) TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver 11 0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -4 Office of Retention Record No. Records Description Retention I Disposition Comments / Reference Image: Destroy L Active Inactive Total Vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options Ill 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.. last document + 2 years), since destruction is normally performed by file folder. Litigation com faints claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Boards, Commissions, & Notes taken to facilitate the Committees: All City Council Mag, Mfr, Yes: After writing of the minutes can be City Clerk CC-0OB Advisory Bodies P P Yes OD, Ppr S 10 years destroyed after minutes MINUTES & BYLAWS have been adopted; GC §34090 at seq. Boards, Commissions, & City Clerk CC -061 Committees: All City Council 8 years 8v -ars Mag, Ppr Department preference; GC Advisory Bodies §34090 at seq. OATHS OF OFFICE Department preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 Certificates, Commendations, Yes: Until years, retirement benefits is City Clerk CC -062 Memoriums, Proclamations 2 Years 2 years After Meeting Mag, Ppr 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 When No When No Longer Longer Y Yes, Until Department Preference (The City Clerk CC -009 City Clerk Filing System Required - Required - After Meeting Mag, Ppr minutes are the permanent Minimum 2 Minimum 2 record); GC §34090 at seq. years years City Clerk CC -010 Committee Rosters / Maddy Act 2 years 2 years Mag, Ppr GC §34090 List TEMPLE CITY, CA. 01995-2011 Gladwell Govemmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -5 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd9 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Economic Interest Filings City maintains original (FPPC 700 Series Fortes - statements; GC City Clerk CC -011 Statement of Economic 2 years 5 y ears 7 ears y Ma Ppr 9, P §81009(e)&(g); GC Interests): ALL §81009(f)&(g); 2 CCR 18615(d) City Clerk CC -063 Enterprise System Catalogue 2 years 2 years Mag, Ppr Department preference; GC (posted on line) §34090 Film Permits / Banner Permits, etc. Yes: While City Clerk CC -012 2 years 2 years Before Mag, Ppr GC §34090 Includes Insurance Certificates Expiration Submitted by the Applicant City Clerk CC -013 FPPC Form 801 (Gift to Agency 7 years 7 years Mag, Ppr Must post on website; GC Report) §81009(e) City Clerk CC -014 FPPC Forth 802 (Tickets 7 years 7 years Mag, Ppr Must post on website for 4 Provided by Agency Report) years; GC §81009(e) City Clerk CC -055 FPPC Forth 803 (Behested 7 years 7 years Mag, Ppr FPPC Regulation 18734(c); Payment Report) GC §81009e City Clerk CC -058 FPPC Form 804 (Agenda P P Mag, Ppr FPPC Regulation 18734(c); Report of New Positions) GC §81009e City Clerk CC -059 FPPC Form 805 (Agency Report of Consultants) P p Mag, Ppr GC §34090; GC §81009(e) FPPC Forth 806 (Agency Must post on website; 2 City Clerk CC -056 Report of Public Official 7 years 7,77, Mag, Ppr CCR 18702.5(b)(3); GC ,Appointmer §34090; GC 81009(e) ELECTIONS - CONSOLIDATED TEMPLE CITY, CA. ©1995-2011 Gladweil Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -6 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normallyperformed by file folder. Litigation, com taints, claimspublic records act requests, audits and/orinvesti ations sus end normal retention periods retention resumes after settlement or cram letion . Campaign Filings (FPPC 400 City Clerk CC -015 Series Forms & Form 501): 2 years P P Mag, Mfr, S Yes: After 2 Paper must be retained for at least 2 years; GC SUCCESSFUL CANDIDATES OD, Ppr years (Elected Officials) §81009(b)&(g) Campaign Filings (FPPC 400 Series Forms & Form 501): Mag, Mfr, Yes: After 2 Paper must be retained for City Clerk CC -016 UNSUCCESSFUL 5 years 5 years OD, Ppr S years at least 2 years; GC CANDIDATES §81009(b)&(g) Campaign Filings (FPPC 400 Series Forms): THOSE NOT Paper must be retained for City Clerk CC -017 REQUIRED TO FILE 4 years 4 years Mag, Ppr at least 2 years; GC ORIGINAL WITH CITY CLERK §81009(f)&(g) (copies) Campaign Filings (FPPC 400 Series Forms): OTHER Pper must be for City Clerk CC -018 COMMITTEES (PACS -not 7 years 7 years MagPpr , ataleast 2 years; GC candidate -controlled) §81009(c)&(g) Department Preference; Statewide guidelines proposes 4 years for Candidate File: Nomination Term of Term of successful candidates, 2 City Clerk CC -019 Papers, Candidate Statements, Office + 4 Office + 4 Mag, Ppr years for unsuccessful; CA etc. -SUCCESSFUL law states term of office and CANDIDATES years years 4 years after the expiration of term and does not delineate between the two; EC §17100 TEMPLE CITY, CA. ©19952011 Gladviell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (9D9) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -7 Office of Record Retention No. Records Description Retention I Disposition Image: Destroy Comments 1 Reference (OFR) Active Inactive Total vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years). since destruction is normally performed by file folder. Litigation, complaints claimspublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Statewide guidelines proposes 4 years for Candidate File: Nomination successful candidates, 2 Papers, Candidate Statements, Election + 4 Election + 4 years for unsuccessful; CA City Clerk CC -020 etc. - UNSUCCESSFUL years years Mag, Ppr law states term of office and CANDIDATES 4 years after the expiration of term and does not delineate between the two; EC §17100 Elections - HISTORICAL (Sample ballot, copies of Mag, Mfr, Retained for Historical City Clerk CC -021 resolutions, final results; 2 years P OD, Ppr S No Value, GC §34090 Certificate of Election, Oath of Office) Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election City Clerk CC -022 Services, Candidate 2 years 2 years Mag, Ppr GC §34090 Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -8 Office of Retention Record No. Records Description Retention / Disposition Image: Destroy Comments I Reference (OFR) Active Inactive Total Media I=Import Paper after Vital? (in office) (In Storage) Retention Options M=Mfr Imaged 8 S=Scan QC'd? If the recordis not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normallyperformedby file folder. Litigation, complaints claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Results + 8 Results + 8 Not accessible to the public; months or months or The 8 month retention Elections - Petitions (Initiative, Final Final applies after election results, City Clerk CC -023 Recall or Referendum) Examination Examination Ppr or final examination if no if No Election if No Election election, unless there is a + 1 yea 8- + 1 year 8- legal or FPPC proceeding. me- nte: EC §§17200 b)(3), 17400 TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -9 Office of Retention Record No. Records Description Retention / Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.g last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). ELECTIONS - STAND-ALONE use in conjunction with Consolidated elections ... records series are not repeated) City Clerk CC -060 Applications to View Voter 5 years 5 years Ppr EC §2188(f) Registration Information Assessment District Ballots, City Clerk CC -024 Protest Letters, & Envelopes - 2 years 2 years Ppr GC §53753(e)(2) Prop. 218 proceedings City Clerk CC -025 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC -026 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC -027 Challenged & Assisted Voters 6 mo. 6 mo. Ppr If uncontested, EC §17304 List City Clerk CC -028 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC -029 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 City Clerk CC -030 Roster of Voters 5 years 5 years Mag, Mfr, EC §17300 OD, Ppr City Clerk CC -031 Tally Sheets, Logic & Accuracy 6 mo. 6 mo. Ppr EC §17304 Test Certifications City Clerk CC -032 Vote -by -Mail Applications, 6 mo. 6 mo. Ppr EC §17505 Roster of Absentee Applications City Clerk CC -033 Vote -by -Mail Identification 6 mo. 6 mo. Ppr EC §17302 Envelopes City Clerk CC -034 Voter Index Copies used as the 6 mo. 6 mo. Ppr EC §17304 Voting Record at Polling Places City Clerk CC -035 Voter Index Original 5 years 5 years Ppr EC §17001 TEMPLE CITY, CA. 01995-2011 Gladwell Govemmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -10 Office of Retention Records Description Retention I Disposition Comments / Reference Record No. Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paperafter (In office) (In Storage) Retention Options M=Mfr Imaged & S=Scan OC'd7 If the record is not 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 earssince destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). End of Elections Section City Clerk CC -036 Ethics Training - Certificates 2 years 3 years 5 years Mag, Mfr, S Yes: When GC §§34090, 53235.2(b) OD, Ppr Inactive City Clerk determines historical significance; Historical Records (e.g. records can address a Incorporation, City Seal, Awards Mag, Mfr, variety of subjects and City Clerk CC -037 of significant historical interest, P OD, Ppr S No media. Some media (e.g. etc.) audio and video tape) may be limited because of the media's life expectancy; GC §34090 Insurance Certificates (for Department preference to Contracts, Vendors, and City- accommodate the expiration City Clerk CC -038 issued Certificates etc.) 11 years 11 years Yes: Before Mag, Mfr, S Yes: 2 years of all statute of limitations; Completion OD, Ppr CCP §337 at seq.; GC That cannot be matched to an §34090 agreement or contract Minutes - City Council, Community Development & City Clerk CC -039 Housing Authority, Community P P Yes (all) Mag, Mfr, S No GC §34090 Redevelopment Agency, OD, Ppr Successor Agency, Oversight Board, Financing Authority TEMPLE CITY, CA. 01995-2011 Gladwell Governmental services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -11 Office of Retention Records Description Retention / Disposition Comments I Reference Record No. Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged 8 S=Scan OC'd9 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, core taints, claims, public records act requests, audits and/orinvestigations sus end normal retention periods retention resumes after setNement or completion). Minutes - Planning Commission, Parks 8 Mag, Mfr, City Clerk CC -040 Recreation Commission, P P Yes (all) OD, Ppr S No GC §34090 Advisory Bodies Appointed by the City Council Minutes Highlights (Action Department preference City Clerk CC -041 Agendas) 2 years 2 years Mag, Ppr (preliminary record); GC §34090 et seq. City Clerk CC -042 Municipal Code Administration, When No Longer When No Longer Mag, Ppr Preliminary drafts; GC § Distribution, etc. Required Required 34090 City Clerk CC -043 Municipal Code and History File P P Mag, Mfr, S No GC §34090 (always retain 1 supplement) OD, Ppr City Clerk CC -044 Ordinances (City Council) P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 at. seq. City Clerk CC -045 Proof of Publication / Public 2 Years 2 years Mag, Ppr GC §34090 Notices / Certificate of Posting Real Property - Records that Affect the Title to Real Property Mag, Mfr, City Clerk CC -W (Deeds, Easements, Title 2 years P P OD, Ppr S / I No GC §34090 Insurance, Final Order of Condemnation, etc.) TEMPLE CITY, CA. 91995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -12 Office of Retention Records Description Retention / Disposition Comments I Reference Record No. Image: Destroy Active Inactive Total Media 1=Import Paperafter (OFR) (in office) (In Storage) Retention I Vital? Options M=Mfr Imaged & TEMPLE CITY, CA. ®1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Recordings / Tapes of City Department preference; City Clerk CC -047 Council Meetings - Audio 2 years 2 years Tape State law only requires for Recordings / Tapes or DVDs - 30 days; GC §54953.5(b) Recordings of City Council Department preference; City Clerk CC -048 Meetings -Video Recordings / P p Tape Video recording of meetings DVD -R or VCR (ALL) (Mag) are only required for 90 days; GC §§34090.7, 60201 Records Destruction Lists / Mag, Mfr, Department Preference; GC City Clerk CC -049 Certificates of Records 10 years 10 years OD, Ppr S Yes: 2 years §34090 et. seq. Destruction Records Retention Schedules / Mag, Mfr, City Clerk CC -050 Amendments to Records 10 years P P OD, Ppr I GC §34090 et. seq. Retention Schedules City Clerk CC -057 Statement of Facts 2 years 2 years Mag, Ppr GC §34090 City Clerk CC -051 Request for Public Records 2 years 2 years Mag, Ppr GC §34090 Resolutions - City Council, Community Development & Housing Authority, Community Mag, Mfr, City Clerk CC -052 Redevelopment Agency, P P Yes (all) OD, Ppr S No GC §34090 at. seq. Successor Agency, Oversight Board, Financing Authority, Planning Commission TEMPLE CITY, CA. ®1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -13 Office of Retention Records Description Retention I Disposition Comments I Reference Record No. Image: Destroy (OFR) Active Inactive Total vital? Media I=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged 8 S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2ears , since destruction is normally performed by file folder. Litigation com faints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Roster of City Council Members Mag, Mfr, Department preference; GC City Clerk CC -053 (Historical List of City Council P P OD, Ppr S / I Yes §34090 Members) City Clerk CC -054 Vehicle Titles ("Pink Slips") Sale or Sale or Ppr Given to Auction House / Disposal Dis osaI New Owner; GC §34090 TEMPLE CITY, CA. 91995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total VIt814 Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd7 If the record is 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 years), since destruction is normally performed by file folder Litigation, complaints. claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion) BUILDING & SAFETY Comm. Department preference; Develop / Building Permit Applications Preliminary drafts not retained Building & CD -001 where the Permit was Never 2 years 2 years Mag, Ppr in the ordinary course of Safety Issued business; CBC §104.7; H&S§198 0, GC §34090 Comm. Develop / Department Preference - Data Building & CD -002 Building Permit Database Indefinite Indefinite Yes (all) Mag is interrelated; GC §34090, Safety H&S §19850 Comm. Develop / Life of the Life of the Mag, Yes: After Statewide guidelines propose Building & CD -003 Building Permits (All) Structure Structure Yes (all) Mfr, OD, S OC permanent; GC §34090, H&S Safety Ppr §19850 Law does not require plans to be flied for dwellings less than Comm. Building Plans and Construction 2 stories, garages & Develop / Documents - Finaled - "TRADE appurtenances, farms/ranches, Building & CD -004 PLANS" -Title 24 Energy 180 days 180 days Mag, Ppr 1 -story with bearing walls less Safety Calcs, Structural Calcs, etc. than 25'; CBC requires 180days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -2 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged 8 QC'd7 If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Law does not require plans to be filed for dwellings less than Comm. Building Plans and Construction 2 stories, garages & Develop / Documents - Finalled - SINGLE Mag, Yes: appurtenances, farms/ranches, Building & CD -005 FAMILY RESIDENTIAL -SFR 180 days 180 days Yes (all) Mfr, OD, S Finalled + 1 -story with bearing walls less Safety and APPURTENANCES Ppr 1 year than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, Department Preference; Law MULTI -FAMILY DWELLINGS, requires for the life of the Comm. PLACES OF PUBLIC building for commercial and Develop / ACCOMMODATION, TENANT Life the Life of the Mag, Yes: After common interest dwellings Building & CD -006 IMPROVEMENTS, Structure ct Structure Yes (all) Mfr, OD, S QC only; Statewide guidelines Safety PRODUCTION HOMES Ppr propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H&S§19850, GC (includes commercial structural §34090 plans, Hazardous Materials Questionnaire, etc.) Comm. Develop / CD -007 Certificates of Occupancy Life of the Life of the Yes (all) Mag' Mfr, D, S Yes: After Department Preference; GC Building 8 Building Building QC §34090 Safety TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -3 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints. claims, noblic records act requests. audits andfor investigations sus end normal retention periods retention resumes after settlement or com lehon . Comm. Develop / Building & CD -006 Complaints 2 years 2 years Mag, Ppr GC §34090 Safety Comm. Construction Notices / When No When No Preliminary drafts not retained Develop/ Building & g CD -009 Inspection Notices (correction notices, compliance Longer Longer Mag, Ppr in the ordinary course of Safety orders, stop work notices, etc.) Required Required business; GC §34090 et seq. Comm. Develop / CD -010 Grading File: Soil Compaction P P Yes (all) Mfr OD, S Yes: After Department Preference; GC Building & Tests, Soils Reports, etc. QC §34090 Safety Ppr Comm. Develop / Insurance Certificates: When No When No Preliminary drafts not retained Building & CD -011 Contractors Proof of Insurance Longer Longer Mag, Ppr in the ordinary course of Safety (Worker's Compensation, etc.) Required Required business; GC §34090 at seq. Securities (Performance Bonds, Letters of Credit, CD's, Comm. Performance Bonds, Security Building Building Mag, etc.) are released after the Develop / CD -012 Bonds, Surety Bonds, Grading Finalled+2 Finalled+2 Mfr, OD, S No Notice of Completion is issued Building & Bonds and Similar Bonds years years Ppr and replaced with the Warranty Safety Bond, which is released 1 year after the Notice of Completion date. GC §26202 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute wthout prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page GD -4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd7 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 ears , since destruction is normally performed by file folder. Litigation, complaints, claims, Dubfic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion . Comm. Develop I CD -013 Reports: Building Activity P P Mag, Mfr, OD, S Yes: 1 Department Preference; GC Building & (Annual) Ppr year §34090 Safety Comm. Develop / Reports: Building Activity When No When No Preliminary drafts not retained Building & CD -014 (Monthly) Longer Longer Mag, Ppr in the ordinary course of Safety Required Required business; GC §34090 at seq. Comm. Requests & Permissions to Develop / CD -015 Receive Copies of Plans 2 years 2 years Mag, Ppr GC §34090 at seq. Building & (Correspondence to and from Safety Architects) Comm. Develop / CD -016 Uniform Building Codes / When When Mag, Ppr GC §50022.6 Building & California Building Codes Superseded Superseded Safety TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after 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.. last document + 2 years), since destruction is normally erformed b file folder. Litigation, complaints, claims, public records act requests, audits and/orinvestigations suspend normal retention periods retention resumes after settlement or comp/etion . COMMUNITY PRESERVATION Comm. Code Enforcement /Abatement When No When No Department preference; Case Develop. / Case Files (Includes appeals Longer Longeris Yes: Until open until satisfactorily Comm. CD -017 and Code Enforcement Required - Required - Resolution Mag, Ppr resolved (some cases are not Preservation Complaint Letters) Minimum 2 Minimum 2 resolved); CFC §104.3.4, GC years years §34090 When No Comm. Longer Mag' Develop.) CD -018 Liens Required - P P Yes: Until MfrOD, Sill Yes: 1 GC §34090 Comm. Minimum 2 Resolution Ppr year Preservation years TEMPLE CIN, CA. ®1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -6 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd7 If the record is not listed here, refer 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)r since destruction is normally performed by file folder. Litigation, complaints claims, public records act requests, audits and/or investigations suspend normal retention periods hetention resumes after settlement or completion). ENGINEERING Comm. Abandonments / Vacations Mag, Develop. / CD -019 (Streets) - Private Development P P Yes (all) Mfr, OD, S yes: After GC §34090 et seq. Engineering Projects Ppr 2 years Assessment / Maintenance / Department Preference; Comm. Landscape 8 Lighting / Street Yes: Until Mag, Yes: 1 Statute of Limitations is 4 -10 Develop. / CD -020 Improvement District Projects / P P Completed Mfr, OD, S/I years (for Errors 8 Omissions); Engineering Community Facilities Districts Ppr year CCP §§337. 337.1(a), 337.15, (FORMATION, BOUNDARIES) 343; GC §34090.7 Assessment / Maintenance / Landscape 8 Lighting / Street Comm. Improvement District Projects / Yes: Until Department Preference (meets Develop. / CD -021 Community Facilities Districts 5 years 5 years Submitted Mag, Ppr auditing standards); GC Engineering (ASSESSMENT ROLLS /TAX to County §34090.7 ROLL I ENGINEER'S REPORT) Securities (Performance Bonds: Subdivision Bonds, Bonds, Letters of Credit, CD's, Comm. Logs and Correspondence Release of Release of Mag, etc.) are released after the Develop. / CD -022 Bond / Bond / Mfr, OD, S No Notice of Completion is issued Engineering City Clerk holds these and Security + 2 Security + 2 Ppr and replaced with the Warranty provides to Engineering upon years years Bond, which is released 1 year request after the Notice of Completion date. GC §34090 TEMPLE CITY, CA. 81995-2011 Gladmil Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -7 Office of Record Retention No. Records Description Retention / Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd7 N the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. - last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Capital Improvement Projects Some grant funding agencies (CIP) - Where Engineering is the require audits; Statute of Lead: Administration File Completion + Limitations for Errors & 1 years or 10 years or Omissions is 10 years; Comm. Project Administration. Certified After Funding After Funding Published Audit Standards=4-7 Develop./ CD -023 Payrolls, Construction Manager's Logs, Inspections, Upon Agency Audit, P 9 Agency 9 c1 Yes: Until Mag, Por years; Statute of Limitations: Engineering Dais, Project Schedules, Completion if required, Audit, if Completed Contracts & Spec's=4 years, Progress meetings, Real whichever is required, Wrongful Death=comp. + 5 Estate Appraisals, RFIs & Responses, etc. longer whichever is years, Developers=comp. + 10 longer years; Statewide guidelines Includes All Slurry Seal, Painting or propose termination + 5 years; Maintenance CCP §337 et seq., GC §34090 Capital Improvement Projects (CIP) - Where Engineering is the Lead: Permanent File Plans, Specifications, Agreement I Department preference; Comm. Contract, Successful Proposal, Me g' Yes: retained for disaster Develop. / CD -024 Change orders, EIRs, Negative Upon P P Yes: Until Mfr, OD, S/I Complet. preparedness purposes; Engineering Declarations, Categorical Co pleti on Completed Por +10 Statewide guidelines propose Exemptions, Materials Testing years Permanent for Infrastructure Reports, Grading Permits, Insurance plans; GC §34090 Certificates, Hazardous Materials Plans, Notice of Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc. TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver 150 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -8 Office of Record Retention No. Records Description Retention / Disposition - Image: Destroy Comments I Reference Active Inactive Total Media 1=Import Paper (OFR) Vital? after (in office) (In Storage) Retention Options M=Mfr Imaged 8 S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by rile folder. Litigation, complaints, claims, Dublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Comm. Develop. / CD -025 Developer Payment / Trusts Project Close Project Close Mag, Ppr Census Bureau is OFR; GC Engineering (Contractors Trusts) + 5 years + 5 years §34090 at seq. Drawings, Plans, As-Buiks, Comm. Record Drawings for City Mag' Develop. / Infrastructure P P Mfr, OD, S Yes: 1 Department Preference; GC Engineering Ppr year §34090 (also maintained by Los Angeles County) Comm. Develop. / CD -026 Encroachment Permits P P Mag, Mfr, OD, S Yes: 1 Department Preference; GC Engineering Ppr year §34090 Comm. Engineering Comments: Develop. / CD -027 Planning & Building Projects / 5 years 5 years Mag, Ppr Department Preference; GC Planning or Plan Check Comments §34090 Building Comm. Mag, Yes: 1 Department Preference; GC Develop. / CD -028 Geotechnical and Soils Reports P P Mfr, OD, S §34090 Engineering Ppr year Comm. Develop. / CD -029 Grading Permits & Plans P P Mag, Mfr, OD, S Yes: 1 Department Preference; GC Engineering Pot year §34090 Comm. Develop. / CD -030 Improvement Plans P Mag, Mfr, OD, S Yes: 1 Department Preference; GC Engineering EMinimum Ppr year §34090 Comm. Develop. / CD -097 Plans, Studies, Reports: Minimum 2 Mag, PprEngineering Department preference; GC Miscellaneous years §34090 TEMPLE CITY, CA. ®1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written pennission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -9 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vaal? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd9 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Comm. Develop. / CD -096 Permits - Regulatory Agency Expiration + Expiration + Mag, Mfr, OD, S Yes 1 Department Preference; GC Engineering Permits (EPA, etc.) 2 years 2 years Ppr year 34090 § Permits: Excavation Permits / Comm. Heavy Haul Permits / Street Use Mag, Develop. / CD -031 Permits /Transportation Permits Expiration+ Expiration+ Mfr, OD, S Yes: After GC §34090 Engineering / Wide Load Permits / 2 Years 2 years Ppr QC Telecommunications Permits Comm. Develop. / CD -032 Private Development P P Mag' Mfr, OD, S Yes: 1 Department Preference; GC Engineering Construction Inspections Ppr year §34090 City Clerk CD -033 Rights of Way, Easements P P Yes (all) Mag, Mfr, OD, S Yes: After Department Preference Ppr 2 years (copies); GC §34090.7 Develop. / CD -034 Subdivisions / Tracts / Tract P P Wit, OD S Yes: 1 Department Preference; GC Engineering Maps Ppr year §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -10 Office fico of Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & OC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). HOUSING Comm. Applications for Loans: Rejected Develop. ! CD -089 (First Time Home Buyers, 2 years 2 years Mag, Ppr GC §34090 Housing Life/Safety, etc.) Comm. Expiration of Expiration of Consolidated Plan n Develop. ! CD -090 Consolidated Action Plan Plan + 5 Plan + 5 Mag, Ppr Requirement; Ga §34090 Housing years ears HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the Housing Projects & Services - affordability period terminates; Comm. NO RECAPTURE / RESALE Yes: Until Mag' yes: 1 Uniform Admin. Requirements Develop. / CD -091 RESTRICTIONS (Compliance 2 years 3 years 5 years Paid Mfr, OD, S / I year for Grants to Local Housing Monitoring) Ppr Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -11 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention vital? Options M=Mfr after S=Scan Imaged & OC'd4 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, Claims, Dublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). HUD requires 5 years after the 5 years After 5 years After project completion; documents the the imposing recapture / resale Affordability Affordability restrictions are 5 years after the Housing Projects & Services - Period Period affordability period terminates; Comm. WITH RECAPTURE I RESALE W Terminates, Terminates, Yes: Until Mag, Yes: 1 Uniform Admin. Requirements Develop. / CD -092 2 years RESTRICTIONS (Compliance or the Written or the Written Paid Mfr, OD, S / I year for Grants to Local Housing Monitoring). Agreement Agreement Ppr Governments is 3 years from Terminates, Terminates, expenditure report; statewide Whichever is Whichever is guidelines propose 4 years; 24 Longer Longer CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 PLANNING Comm. Develop/ Annexations/ Boundaries/ Mag, Planning CD -035 Consolidations / LAFCO 5 years P P Mfr, OD, S / I Yes Land Records; GC §34090 AND Ppr City Clerk Comm. Business License Applications, Close + 5 Close + 5 Meets Auditing Requirements; Develop / CD -036 Floor Plans, Statement of Mag, Ppr Planning Intended use, etc. years years GC §34090 Comm. Develop / CD -037 Business License Renewals 5 years 5 years Mag, Ppr Meets Auditing Requirements; Planning GC §34090 TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -12 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention Options M=Mfr after S=S Imaged & OC•d? If the record is not listed here refer to the Retention for Ci -KIde Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally7erformed by file folder. Litigation, complaints, claims ublic records act requests, audits and/ofinvesti ations suspend normal retention periods retention resumes after settlement or com letton) Comm. When No When No Department preference (Non - Develop / CD -038 Census, Demographics Longer Longer Mag, Ppr Records - Census Bureau is Planning Required Required OFR); GC §34090 at seq. Environmental Determinations: Usually filed in the project file; Comm. Environmental Impact Reports Final environmental Develop / CD -039 (EIRs), Negative Declarations, p P Mfr, OD, S Yes: After determinations are required to Planning etc.) Ppr 10 years be kept a "reasonable period of time"; 14 CCR §15095(c); GC Inside City boundaries §34090 Environmental Determinations: Comm. Environmental Impact Reports When No When No Non -records; EIRs and Develop / CD -040 (EIRs), Negative Declarations, Longer Longer Ppr Negative Declarations within Planning etc.) Required Required the City Boundaries are with the project file Outside City boundaries Comm. Develop. / CD -041 Garage Sale Permits 2 years 2 years Mag, Ppr GC §34090 Engineering Develop / CD General Plan, Elements and p Yes: After -042 Amendments P Yes (all) Mfr, OMagD, S / I Amended GC §34090 Planning Ppr TEMPLE CITY, CA. @1995-2011 Gladwell Governmental Services, Inc. -all fights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -13 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=S can Imaged & OC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + p years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Develop / CD -043 Master Plans, Specific Plans, P P Mfr, OD, Sit Yes: After Department Preference; GC Planning Bikeway Plans, etc. Ppr Amended §34090 When No When No Comm. Longer Longer Mag, Department Preference - Develop / CD -044 Planning Commission Agenda Required - Required - Yes (all) Mfr, OD, S Yes: After copies (the Staff Reports are Planning Packets, Agendas Minimum 2 Minimum 2 Ppr 1 year filed in the Entitlement Folder); GC §34090.7 years years Comm. planning Commission Audio Tape Department preference; State Develop / CD 045 Recordings 2 Years 2 years (Mag) law only requires for 30 days; Planning GC §54953.5(b) Originals are sent to the City Copies - Copies - Mag' Clerk; Notes taken to facilitate City Clerk CD -046 Planning Commission Minutes When No When No Yes MPO D, S No the writing of the minutes can & Bylaws Longer Longer be destroyed after minutes Required Required have been adopted; GC §34090 at seq. Copies - Copies - Mag' City Clerk CD -047 Planning Commission When No When No Yes Mfr, S Yes: After Originals are sent to the City Resolutions Longer Longer 10 years Clerk; GC §34090 et seq. Required Required TEMPLE CITY, CA. ®1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -14 office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, Dublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Planning Project Files - Approved & Denied Permanent Projects have a 2 year vesting Entitlements (applicant must pull permit within 2 years) — those (Includes Associated CEQA applications in which the Noticing, Conditions of Approval, applicant does not follow Public Noticing, Environmental through with permit may be Comm. Determinations, Staff Reports, Mag, Yes: destroyed after the vesting Develop I CD -048 Plans & Maps - whether 5 years P P Yes Mfr, OD, S When period has expired. Planning withdrawn or expired or not) Ppr Inactive Department maintains complete files for administrative Examples: Conditional Use Permits purposes; Final environmental (CUPS), Design Review, Lot Line determinations are required to Adjustments, Parcel Maps, Planned be kept a "reasonable period of Unit Developments (PUD), Site time'; 14 CCR §15095(c); Plans, Tentative Subdivisions, GC§§34090, 34090.7 Tentative Tract Maps, Variances, Zone Changes, etc. TEMPLE CITY, CA. 91995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -15 Office of Record Retention No. Records Description Retention / Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & OC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full No folder (e.g. last document + 2 years), since destruction is normally performed by file folder Litigation, complaints, claims public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion) Planning Project Files - Approved & Unapproved Temporary Entitlements: Christmas Tree Lots, Film Comm. Permits, Fireworks Permits, Temporary uses; Department Temporary Barricades with Yes. Develop / CD -049 Artwork, Debris Boxes, Pumpkin 2 years 2 years During Mag, Ppr maintains complete files for Planning Lots, Temporary Signs, Event administrative purposes; Unattended Collection Box GC§§34090 Permit, Cart Containment and Retrieval Plan, etc. Includes Insurance Certificates, where required. When No When No Comm. Longer Longer Mag Department preference; Develop / CD -050 Preliminary Review File Required - Required - Mfr, OD, S / I Yes: After Preliminary Documents (no Planning Minimum 2 Minimum 2 Ppr 1 year application submitted); GC §34090 years years Develop / CD -051 Project Log Index / Spreadsheet P P Yes Mfr, OD, Sill Yes: After Department Preference; GC Planning /Binders of Historic Actions Ppr 1 year §34090 Comm. Public Art Committee (not Develop / CD -052 appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 Planning TEMPLE CITY, CA. 019952011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -16 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full rile folder e.. last document + p years), since destruction is normally performed by file folder. Litigation, complaints, claims, oublic records act requests, audits and(orinvestigations sus end normal retention periods retention resumes after settlement or completion). When No When No Comm. Longer Longer Mag, Develop / CD -053 Special Studies Required - Required - Mfr, OD, S / I Yes: After Department Preference; GC Planning Minimum 2 Minimum 2 Ppr 1 year §34090 years years Comm. When NoWhen No Department preference (Non - Develop I CD -054 State Board of Equalization Longer Longer Mag, Ppr Records -California State Planning Reports Required Required Board of Equalization is OFR); GC §34090 et seq. City Clerk CD -055 Zoning Amendments, Zoning P P Yes Mfr, OD, S / I Yes: After Department Preference Text Amendments Ppr 1 year (copies); GC §34090.7 Comm. Mag, Department Preference; City Develop / CD -056 Zoning Maps P P Yes (all) MfrOD, S No Clerk Maintains originals of all, Planning Ppr documents that were presented to Council; GC §34090.7 TEMPLE CITY, CA. ®1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -17 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (in Storage) Retention Vital? Options M=Mfr after S=Scan Imaged $ QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/orinvestigations suspend normal retention periods retention resumes after settlement or completion). PUBLIC SAFETY Comm. Develop / CD -099 AB 939 Compliance / Solid 10 years 10 years Mag, Ppr Department preference, GC Public Safety Waste Management §34090 Comm. Develop / CD -100 Backflow Reports 3 years 3 years 17 CCR 7605(f); GC §34090 Public Safety Comm. Develop / CD -057 Citation Database Indefinite Indefinite Yes Mag, Ppr Department preference; GC Public Safety §34090 Finance CD -058 Citation Payments 2 years 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 Comm. Citations: Contested / Hearing Final Final Develop / CD -059 Commission or Hearing Officer/ Decision + 2 Decision + Mag, Ppr GC §34090 Public Safety Administrative Review years 2 years Comm. Develop / CD -060 Citations: Administrative, 2 years 2 years Mag, Ppr GC §34090 Public Safety parking, (paper) Finance CD -061 Court Remittance / Payments 2 years 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 TEMPLE CITY, CA. 019952011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -18 Office of Record Retention No. Records Description Retention / Disposition Comments I Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention vital? Options M=Mfr after S=Scan Imaged & OC'd7 If the record is not listed here, refer to the Retention for City -de Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder Litigation complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion) opies - Copies - CD -062 Crime Reports hen No Required When No Yes (all) MagCounty Ppr The Sheriff is the lead agency; Sheriff Longer Longer , GC §34090 et seq. Required Comm. Develop / CD -101 Emergency Plans / Hazard Minimum 2Minimum 2 Mag, Ppr Department preference; GC Public Safety Mitigation Plans g years years §34090 Comm. Develop / CD -102 FCC Licenses Expiration + Expiration + Mag, Ppr Department preference; GC Public Safety 2 years 2 years §34090 Comm. Develop / CD -063 Field Logs (Includes minor 10 years 10 years Mag, Ppr Department Preference; GC Public Safety sidewalk repair, other repairs) , §34090 Comm. NPDES (National Pollution Minimum 3 Minimum 3 Monitoring records required for Develop / CD -103 Discharge Elimination System) / Mag, Ppr 3 years; 40 CFR §§122.21, Public Safety Stormwater Monitoring years years 122.41, 122.44 Comm. NPDES (National Pollution Superseded+ Superseded Monitoring records required for Develop / CD -104 Discharge Elimination System) / 3years y Mag, Ppr 3 years; 40 CFR §§122.21, Public Safety Stormwater Permits 122.41, 122.44 Finance CD -064 Overnight Parking Payments 2 years 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -19 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd9 If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder Litigation. complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Comm. Develop / CD -065 Overnight Parking Permits 2 years 2 years Mag, Ppr Department preference; GC Public Safety §34090 Pre -Trip Inspections / DOT Comm. Program / CHP Inspections / Develop / CD -066 Vehicle Safety Checks / Daily 2 years 2 years Ppr 13 CCR 1234(e); GC §34090 Public Safety Vehicle Inspections / Daily Equipment Checks Comm. Public Safety Commission Mag, Department Preference - Develop / CD -067 Agenda Packets, Synopsis, 2 years 2 years Yes (all) Mfr, OD, S Yes: After copies (the Staff Reports are Public Safety Agendas Ppr 1 year filed in the Entitlement Folder); GC §34090.7 Comm. Public Safety Commission Tape Department preference; State Develop / CD -068 Audio Recordings 2 years 2 years (Mag) g) law only requires for 30 days; Public Safety GC §54953.5(b) Send originals to the City Clerk; Copies - Copies - Mag' Notes taken to facilitate the City Clerk CD -069 Public Safety Commission When No When No Yes Mfr, OD, S No writing of the minutes can be Minutes & Bylaws Longer Longer Ppr destroyed after minutes have Required Required been adopted; GC §34090 et seq. Comm. Required for a minimum of 5 Develop / CD -105 Sanitary Spills and Overflows 5 years 5 years Mag, Ppr years; 40 CFR 122.410)(2); Public Safety (SSOs) Quarterly Reports SWRCB Order 2006-03; 40 CFR 122.410)(2); GC §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -20 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive Total Vttel9 Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=S can QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder. Liti anon, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department preference; plans Comm. must be updated every 5 years, Develop / CD -106 Sewer System Management 5 years 5 years Mag, Ppr audits are required every 2 Public Safety plans (SSMP) and Audits years; SWRCB Order 2006-03; 40 CFR 122.410)(2); GC §34090 Comm. SWITRS - Statewide Integrated When No When No Develop ! CD -070 Traffic Records System Longer Longer Mag Ppr Non -Records (Sheriff) Public Safety Required Required When No When No Not city records; GC §34090 et Sheriff CD -071 Traffic Accident Reports Longer Longer Mag, Ppr Required Required seq. Comm. Develop / CD -072 Traffic Complaints Minimum 2 Minimum 2 Mag, Ppr Department preference; GC Public Safety years years §34090 Comm. Mag, Department preference Develop / CD -073 Traffic Speed Surveys 10 years 10 years Mfr, OD, S Yes: After (required every 5 years, but Public Safety Ppr QC & OD can be extended to 7 or 10 years); GC §34090 Comm. Develop / CD -074 Traffic Studies / Traffic Counts / Minimum 2 Minimum 2 Mag' Mfr, OD, S Yes: After Department preference; GC Public Safety Traffic CalmingRequests years years Ppr 10 years §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior wriften permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -21 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (In Storage) Retention vital? Options M=Mfr after S=S can Imaged & OC'd4 If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints claims. public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Comm. Transportation Permits I Wide Develop / CD -075 Load Permits (when issued by 2 years 2 years Mag, Ppr GC §34090 Public Safety the City) Department Preference; If a motor carrier, required for 18 Comm. Vehicle / Equipment History Files Disposal of Disposal of months after vehicle is sold, Develop / CD -076 Vehicle or Vehicle or MaPr g,p CHP requires life of vehicle; Public Safety Maintenance, CHP tickets, Smog Equipment + Equipment+ OSHA requires 1 year; 8 CCR Certificates, Registrations 2 years 2 years § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c), CCP §337 at. Seq., GC §34090 TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services. Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -22 Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr $=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). PUBLIC SAFETY I ANIMAL CONTROL Comm. Develop. /Spec. Ops / CD -077 Administrative Citations 2 years 2 years Ppr GC §34090 at seq. Animal Shelter Comm. Develop. Indefinite Indefinite Department preference; Data is /Spec. Ops / CD -078 Animal Registration Database (Minimum 3 (Minimum 3 Mag interrelated; GC §§12946, Animal years) years) 34090 Shelter Comm. Develop. When No When No Considered transitory / /Spec. Ops 1 CD -079 Animal Registration Report Longer Longer Mag, Ppr preliminary draft (the database Animal Required Required is the original); GC §34090, GC Shelter §6252 Comm. Develop. /Spec. Ops / CD -080 Animal Trap Agreements 3 years 3 years Ppr Department Preference; GC Animal §34090 et seq. Shelter Comm. Develop. /Spec. Ops / CD -081 Bite Reports / Rabies Control 3 years 3 years Yes Mag, Ppr Department Preference; GC Animal Records §34090 at seq. Shelter TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -23 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR)after (in office) (In Storage) Retention vital? Options M=Mfr S=S can Imaged & OC'd4 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (a.g. last document + 2 years), since destruction is normally performed by file folder Litigation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Comm. Develop. /Spec. Ops / CD -082 Complaints I Service Requests - 3 years 3 years Ppr Department Preference; GC Animal Regarding Animals §34090 et seq. Shelter Comm. Develop. 3 years is required; FA /Spec. Ops / CD -083 Impound Records / "Relinquishments" 3 years 3 years Mag, Ppr §32003(e), PC §597.1(d), CCP Animal q §§336(a), 337 et. seq., GC Shelter §34090 Comm. Develop. Investigations / Problem Files Resolution + Resolution + Department Preference; GC /Spec. Ops / CD -084 (barking, loose dogs, dangerous 4 years 4 years Mag, Ppr §34090 et seq. Animal dog reports, etc.) Shelter Comm. Develop. /SpecOps / CD -085 Notices to Comply, Warning 3 years 3 years Mag, Ppr Department preference; GC Animal Letters / Notices (Off leash, etc.) §34090 Shelter Comm. Develop. When No When No Considered transitory / /Spec. Ops / CD -086 Officer's Daily Log Longer Longer Mag, Ppr preliminary drafts. GC §34090, Animal Required Required GC §6252 Shelter Finance CD -087 Payments / Receipts for 2 years 2 years Mag, Ppr Summaries are sent to Payment (Animal Licenses, etc.) Finance; GC §34090 TEMPLE CITY, CA. 019952011 Gladvmll Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (9D9) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -24 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media Media 1=Import Paper after (in office) (In Storage) Retention M=Mfr S=Scan Imaged 8 OC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/orinvesti ations sus end normal retention periods retention resumes after settlement or completion) Comm. 3 years is required for animal Develop. treatment records; FA /Spec. Ops I CD -088 Rabies Vaccination Clinics 3 years 3 years Yes Mag §32003(e), PC §597.1(d); CCP Animal §§336(a), 337 et. seq., GC Shelter §34090 REDEVELOPMENT / SUCCESSOR AGENCY Comm. Project Files: Includes Develop. I Environmental Assessments, Yes: Mag, Redev / CRA CD -093 Planning Documents, Phases, Prosect PP Before MfrOD S Yes: After Department Preference; GC /Successor Condemnations / Property Completion Completion , , Ppr Inactive §34090 Agency Acquisitions, etc. Comm. Develop. / Real Estate Appraisal Reports: Not accessible to the public; Redev / CRA CD -094 Property NOT purchased 2 years 2 years Mag, Ppr Statewide Guidelines show 2 /Successor years; GC §§34090, 6254(h) Agency Not accessible to the public Comm. until purchase has been / Yes: Mag, completed; Auditing standards RedeDevelop. /CRA CD -095 Real Estate Appraisal Reports: 2 Years 3 years 5 years Before Mfr, OD, S Yes: After are 7 years after audit; time is I Successor / Successor Purchased Pro �� Purchase Ppr Inactive sufficient to establish tax Agency increment; Statewide Guidelines show 2 years; GC §§34090, 6254(h) TEMPLE CITY, CA. @1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -25 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) Vital? after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd9 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imply a full file folder (e.g. last document + p years), since destruction is normally performed by file folder. Litigation complaints claims, public records act requests, audits and/or investigations sus end normal retention penods retention resumes after settlement or completion) Comm. Develop. / Settle + 1 Settle + 4 Settle + 5 Yes: Until Mag, Yes: After Consistent wth Claims; CCP Redev /CRA CD -096 Relocation Files year years years Settlement Mfr, OD, S Inactive §§ 337 et seq.; GC §§ 945, /Successor Ppr 34090, 34090.6; PC §832.5 Agency TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference _ Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after (In office) (In Storage) Retention Options M=Mfr S=Scan Imaged & If the record is not listed here refer to the Retention for Ci -Wide Standards Retentions be in when the act is com leted and im I a full file folder e.. last document + 2 ears since destruction is norma/l erformad b file folder. Litigation, claims complain auditspublic records requests, and/or investi lations suspend normal retention periods retention resumes after settlement . Parks & Recreation p&R-034 Accident Reports / Incident Reports (First Aid, etc.) 2 years 2 years Mag, Ppr GC §34090 Activity / Special Programs / When No When No Special Event Files Longer Longer Parks & P&R-001 Required - Required - Mag, Ppr Department preference; GC Recreation Children's Programs, Cultural Minimum 3 Minimum 3 §34090 Arts, Sports, Seniors, Filming, etc. years years The statute of limitation for errors and omissions is not applicable; Statewide guidelines propose Agreements for Contractors: completion + 5 years for non - Parks & P&R-002 Class Instructors, Sports Completion + 3 years Completion + Yes: Until Mag, Mfr, S Yes: After capital improvement contracts & Recreation Leagues, etc. 2 years 5 years Completion OD, Ppr, Inactive completion + 4 years for transportation and concessionaire agreements; CCP §§336(a), 337 at. seq., GC §34090 Parks & P&R-003 Art Exhibits and Collections - 2 years 2 years Mag, Mfr, GC 34090 §, Recreation Community/ External Art OD Ppr Statute of Limitations for contracts Parks & P&R-004 Art Exhibits and Collections Completion + Completion + Mag, Mfr, is 4 years, personal property 3 Recreation (Administration, etc.) 4 years 4 years OD, Ppr Years; meets auditing g requirements; CCP §§337, 338; GC §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (in Storage) Retention Options M=Mfr S=Scan Imaged & 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.. last document + 2 ears since destruction is normally performed by file folder. Liti ation claims complain audits ublic records requests. and/or investi 7alions suspend normal retention periods retention resumes after settlement . Rights of authors extend for the life of the author's); State law Parks & Art in Public Places (Records Life of the Life of the Mag, Mfr, allows a written contract to extend P&R-005 Pertaining to Art Acquired by Completion Author + 20 Author + 20 OD, Ppr rights ghts for an additional 20 years; 4 the City) years years years to meet auditing standards; 17 USC 106A(d); GC §15813.5; GC §34090 Capital Improvement Projects Some grant funding agencies CIP I Jobs - Where Parks & ( ) Completion + require audits; Statute of Recreation Is the Project 10 years or 10 years or Limitations for Errors & Omissions Lead: After After is 10 years; Published Audit Funding Funding Standards=4-7 years; Statute of Parks & P&R-006 Administration File Upon Agency Agency Yes: Until Mag, Mfr, Stl Yes: 1 Limitations: Contracts & Spec's=4 Recreation Completion Audit, if Audit, if Completed OD, Ppr year years, Wrongful Death=comp. + 5 Project Administration, Certified re q wired, required, years, Developers=comp. + 10 Payrolls, Inspections, Project whichever is whichever is years; Statewide guidelines Schedules, Progress meetings, longer g longer propose termination + 5 years; Real Estate Appraisals, etc. CCP §§336(a), 337 at. seq., GC §34090 TEMPLE CITY, 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 Adopted: 2/6/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-3 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=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. Litigation, claims complaints, auditspublic records requests, and/or investigations sus end normal retention benods retention resumes after settlement ,Capital Improvement Projects (CIP)/Jobs - Where Parks & Recreation is the Project Lead: Permanent File Department preference; retained Parks & Plans, Specifications, Upon Yes: Until Mag, Mfr, Yes: 1 for disaster preparedness Recreation P&R-007 Bids/RFPs, Successful Completion P P Completed OD, Ppr S/I year purposes; Statewide guidelines Proposal, ChanOrders, Change propose Permanent for Materials Testing Reports, Infrastructure plans; GC §34090 Grading Permits, Hazardous Materials Plans, Notice of Completion, Construction Manager's Logs, Photos, Soils Reports, Studies, Submittals, Surveys, etc. Finance P&R-008 Cash Receipts Detail / Backup / 2 years 2 years Mag, Ppr Summaries are sent to Finance; Refunds GC §34090 Parks p&R-009 Citations issued by Park 2 years 2 years Ppr GC §34090 Recreation Rangers Parks & P&R-010 City Newsletter (Quarterly) P P Mag, Mfr, SA Yes: After Department preference; GC Recreation OD, Ppr OC & OD §34090 Parks & Department preference; Meets Recreation P&R-011 Dial -A -Ride Applications 10 years 10 years Mag, Ppr municipal government auditing standards; GC § 34090 Parks & Recreation P&R-012 Dial -A -Ride Driver Logs 2 years 2 years Mag, Ppr GC §34090 Parks & Recreation P&R-013 Donations (Money) 2 years 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R4 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media [=Import Paper (OFR) in officeafter ( ) (In Storage) Retention vital? Options M=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 rile folder e.. last document + 2 ears since destruction is normally performed by file folder. Liti ation claims complain auditsPublic records requests, and/or invest yations suspend normal retention Periods retention resumes after settlement). Rights of authors extend for the life of the authors); State law Parks & Donations of Art Work or Life of the Life of the Mag, Mfr, Yes: After allows a written contract to extend Recreation P&R-014 Product (Records Pertaining to Completion Author + 20 Author+ 20 OD, Ppr S/I OC & OD rights for an additional 20 years; 4 Art Acquired by the City) years years years to meet auditing standards; 17 USC 106A(d); GC §15813.5; GC §34090 Parks &Evaluations/Surveys (Program When No When No Department Preference (Transitory Recreation P&R-015 Evaluations) Longer Longer Mag, Ppr record not retained in the ordinary Required Required course of business); GC §34090 Parks & P&R-016 Facility Use and Equipment 2 years 2 years Yes: Before Mag, Ppr GC §34090 Recreation Applications Event Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for After After Grants to Local Governments is 3 Funding Funding years from expenditure report or Grant Program / Youth Agency Agency final payment of grantee or Parks & P8R-017 Scholarship Fund /Camellia 2 years Audit, Audit, if Mag, Ppr subgrantee; statewide guidelines Recreation Trust Fund Required - required - propose 4 years; 7 CFR 3016.42; Minimum 5 Minimum 5 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, years years 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A- 133; GC §34090 TEMPLE CITY, CA. 01995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page PRR Office of Record Retention No. Records Description Retention I Disposition Image: Comments / Reference Destroy (OFR) Active Inactive Total Media 1=Import vital? Paper after in office ( ) (In Storage) Retention Options M=Mfr S=Scan Imaged & If the record is not listed here refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full rile folder e.. last document + 2 ears since destruction is normally erformed by file folder. Litigation, claims complain auditsPublic records requests. and/or investi ations suspend normal retention Periods retention resumes after settlement). Parks & Incident Reports - First Aid / Significant Incidents are sent to Recreation p&R-018 Minor (bandages, scratches, 2 years 2 years Mag, Ppr Risk Management; GC §34090 etc) Parks & pgR-019 Park History Files P P Mag, Ppr Department Preference; GC Recreation §34090 When No When No Parks & Parks & Recreation Longer Longer MagMfr Yes: After Department Preference - copies Recreation P&R-020 Commission Agenda Packets, Required - Required - Yes (all) , OD,, Ppr S 1 year (the Staff Reports are filed in the Agendas Minimum 2 Minimum 2 Entitlement Folder); GC §34090.7 Parks & Recreation years years Parks & Department preference; State law Recreation P&R-021 Commission Audio 2 years 2 years (Meg) only requires for 30 days; GC Recordings §54953.5(b) Copies - Copies - Originals are sent to the City Parks & Recreation When No When No Mag, Mfr, Clerk; Notes taken to facilitate the City Clerk P&R-022 Commission Minutes & Bylaws Longer Longer Yes OD, Ppr S No writing of the minutes can be Required Required destroyed after minutes have been adopted; GC §34090 et seq. Department Preference Parks & (agricultural pesticide records are Recreation P&R-023 Pesticide Application Records 2 years 2 years Mag Ppr required for 2 years); GC §26202; 3 CCR 6623, 40 CFR 171.11 at seq. Parks & p&R-024 Playground Equipment 10 years 10 years Mag, Ppr Department Preference; GC Recreation Inspections §34090 Parks & p&R025 Recreation Database Indefinite Indefinite Mag Department Preference; data is Recreation interrelated; GC §34090 TEMPLECITY,CA. ®1995-2011 Gladweli Govemmental Services,Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-6 Office of Record (Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total vka14 Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & If the record is not listed here. refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder Litigation, claims, complaints, audits, public records requests, and/or investigations sus end normal retention penods retention resumes after settlement). 'Registration Forms/ Reservation Forms / Application Forms / Fee & Charge / Liability Statute of Limitations any Parks & Forms / Release of Liability "...liability founded upon an Recreation P&R-026 Forms / Permissions / etc.: 2 years 2 years Mag, Fpr instrument in writing" or not Camps, Field Trips, specifically provided for is 4 years; Authorization to give Medicine, GC §34090, CCP §§337, 343 etc. City administers program for the County; meets Uniform Grant Requirements; Uniform Admin. Parks Senior Food /Lunch Program Requirements for Grants to Local Recreation on p&R-027 Registrations 4 years 4 years Mag, For Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 570.502(b), 29 CFR 97.42, GC §34090 Parks Recreation P&R-028 Sign -in / Sign -out sheets 2 years 2 years Ppr GC §34090 Parks & P&R-029 Tree Database (West Coast Indefinite Indefinite Mag, Ppr Department preference (data is Recreation Arborists) interrelated); GC §34090 Parks & Tree Requests - Denied (e.g. Recreation P&R-030 Not a City Tree, doesn't warrant 2 years 2 years Mag, Ppr GC §34090 trimming, etc.) Depart. Providing Service / Work Orders! Service Requests DATABASE Indefinite Indefinite Mag Data Data is interrelated, GC §34090 Work TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&P -7 Office of Record Retention No. Records Description Retention I Disposition Image: Comments / Reference Destroy Active Inactive Total Media 1=Import Paper (OFR) (In office) (In Storage) Retention I Vital? Options M=Mfr after S=Scan Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 ears since destruction is normal/ eAormed by file folder. Litigation, claims complain auditspublic records requests, and/or investi lations suspend normal retention periods retention resumes after settlement . Depart. Work Orders / Service When No When No Providing P&R-032 Requests - All Information Longer Longer Mag Ppr Preliminary drafts (the database is Service / Entered in Database Required Required the original); GC §34090 Work Work Orders / Service Requests - NOT entered In Depart. Database (or partial information Providing entered into Database) City preference; CCP §§338 at Service / P&R-033 5 years 5 years Mag Ppr seq., 340 at seq., 342, GC §34090 Work (Division providing service retains originals; Division requesting service is considered a copy) TEMPLE CITY, CA. 01995-2011 Gladwell Govemmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 2/6/2018 Ver. 8.1 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -1 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total vital? Media I=Import Paper after (OFR) (In office) (In Storage) Retention Options M=Mir Imaged & =Scan If the record is not listed hererefer to the Retention for Ci -VAde Standards Retentions be in when the act is completed, and imply a full file folder a q. last document + 2 years), since destruction is normally performed by file folder. LiIiiiation. complaints, claimspublic records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). FINANCE I ADMINISTRATION Audit Reports / CAFR - Finance I Comprehensive Annual Financial Mag, Mfr, S / I Yes: After 1 Department Preference (copies), Admin. FN -001 Reports and related Audit P OD, Ppr year GC §34090.7 Opinions Department Preference (meets Finance / FN -040 Audit Work Papers 2 years 3 years 5 years Mag, Ppr municipal government auditing Admin. standards); GC §34090 Finance / Yes: Mag, Mfr, Yes: After 1 Department Preference; Must be FN -002 Budgets -Adopted / Final p P Current OD Ppr S / I filed with CountyAuditor, GC Admin. Fiscal Year year §34090.7, 40802, 53901 Department preference; Claim must be filed within 1 year, lawsuit within 2 years; Human complaints against peace Resources Final Final Yes: Until Mag, Mfr, Yes: After officers within 5 years; Statute of / Risk FN -039 Claims / Litigation Resolution 5 years Resolution + Resolution OD, Ppr S Settled Limitations for contracts is 4 Manag. 5 years years; wrongful death for & Finance construction is completion + 5 years; CCP §§ 337 at seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Finance / FN -003 Budgets - Preliminary, Backup 2 years 2 years Yes: Current Mag, Ppr Department Preference; GC Admin. Documents Fiscal Year §34090 Cash Bonds / Refundable Project Project Securities (Performance Bonds, Finance / FN -004 Deposits / Refunds (for Finalled + 3 Finalled + 3 Mag, Mfr, S NO Letters of Credit, CD's, etc.) are Admin. OD, Ppr usually released after Developer Projects) years years completion; GC §34090 TEMPLE CITY, CA @1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -2 Office of Record Retention No. Records Description p Retention / Disposition P Comments /Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged 8 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 + 2years),since destruction is nonnally performed by file folder. Litigation, complaints. claimspublic records act requests. audits and/or investi ations sus oend normal retention periods retention resumes after settlement or completion). Finance / Admin. FN -005 Property Management Lease Expiration + Lease Expiration + Mag, Ppr De artment Preference; GC p 2 years 2 years 1§34090 S / l Yes: After 1 Department Preference (meets Finance / FN -006 Single Audits / Transportation 5 5 Mag, Mfr, Admin. Audits / PERS Audit, et. years years OD, Ppr year municipal government auditing standards); GC 04090 FINANCE I ACCOUNTS RECEIVABLE Accounts Receivable / Revenue - Transient Occupancy Tax (TOT), Finance / Business Licenses, False Accounts FN -007 Alarms, Franchise Income, 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC Receivable Parking Citations, Damage to §34090 et seq. Public Property, Invoices to Outside Entities, etc Finance I Checks deposited to Bank (City Accounts FN -041 scans them for the Bank, rather Follow Bank Follow Bank Mag, Ppr These are bank instruments, City Receivable than physically taking the checks Instructions Instructions and not records; per bank to the bank to deposit them.) agreement. Daily Cash Reports / Daily Department Preference; (meets Finance / Envelopes / Cash Receipts / municipal government auditing Accounts FN -008 Receipt Journals / Petty Cash / 2 years 3 years 5 years Yes: Until Mag, Ppr standards); Statewide guidelines Receivable Revenue Daily Receipt Books, Paid propose audit +4 years; etc. Published articles show 3 - 7 years; GC §34090 Finance / Accounts FN Miscellaneous Billing (Damage to Close + 2 Close + 5 Department preference; Meets -009 City Property, etc. years 3 years years Mag, Ppr auditing standards; GC §34090 Receivable et seq. TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page IIN-� Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paperafter (OFR) vital? (in office) (In Storage) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for Ci -KIde Standards Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 ears since destruction is normally performed by file folder. Liti ation. complaints, claimspublic records act requests, audits and/or invest! ations sus oend normal retention periods retention resumes after settlement or completion). Transitory records not retained in the ordinary course of Finance / Revenue: Posting Logs / business Financial system Accounts FN -010 Spreadsheets 5 years 5 years Mag, Ppr qualifies as a trusted system Receivable and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 TEMPLE CITY, CA 01995-2011 Gladwell Govemmental Services, Inc. (909) 337 -3516 -all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -4 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan C'd7 If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FINANCE I GENERAL ACCOUNTING Department Preference, IRS: 4 years after tax is due or paid Finance / (longer for auditing & contractor General FN -011 1099's, 1096's / W -9s 7 years 7 years Mag, Ppr delinquency); Ca. FTS: 3 years; Accounting IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Accounts Payable / Invoices and Backup /Expenditures Department Preference (meets Finance / municipal government auditing General FN -012 (Includes Invoices, Travel 2 years 3 years 5 years Yes: Until MagMfr , , / I Yes: After 1 standards); Statewide guidelinesS Accounting Expense Reimbursements, Paid OD, Ppr year propose audit + 4 years; Warrant Request, copies of Published articles show 3 - 7 warrants, etc.) years; GC §34090 Bank Statements, Trustee Statements, Investment Finance / Statements, Fiscal Agent Department Preference; General FN -013 Statements, Outstanding Check 2 years 3 years 5 years Mag, Ppr Published articles show 3 - 4 Accounting Lists, Daily Cash Summaries, years; GC §34090, 26 CFR Bank Deposits, Bank Transmittal 31.6001-1 Advice, Cashier's Reports; Bank Reconciliations, etc. TEMPLE CITY, CA 91995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -5 omce o Record (OFR) No.l Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Vital? Media I=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & a Finance / Bond Official Statements / I Fully I Certificates of Participations Fully es Y. Until General FN -014 10 years Defeased + Mag, Accounting (COPS) See Bank Statements for Defeased 10 years Maturity statement retention. Finance / General Accounting Finance / General Accounting Finance / General FN -015 Checks / Warrant Register 2 years 3 yearsI 5 years Report/ Expenditure Reports FN -016 Checks /Warrants (Cashed) 2 years 3 years 5 years FN -016 Developer Trust Accounts Close + 5 Close + 5 years I years Finance / Escheat (Unclaimed money / General FN -017 uncashed checks) 3 years 3 years Accounting Finance / General FN -018 Financial Services Database Indefinite Indefinite Yes Mag, Mfr,S OD, Ppr Yes: After OC Mag, Mfr, S Yes: After OD, Ppr OC Mag, Mfr, S / I Yes: After 1 OD, Ppr year Mag, Ppr Mag Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds ssued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 at seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 at seq. Department Preference; GC Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Department Preference (meets municipal government auditing standards); GC §34090 Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), GC §34090 Data Fields / Records are interrelated; GC §34090 TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -6 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claimspublic records act reguests audits and/or investigations sus end normal retention penods retention resumes after settlement or completion), Finance / Department preference; Includes General FN -019 Fixed Assets - Annual Listing 5 years P P Mag, Mfr, S / I Yes: After permanent assets (for Accounting (Source Documents) OD, Ppr QC compliance with GASB 34); GC §34090 Finance / General Ledger: Final year-end General FN -020 AND Chart of Accounts / 5 years P p Mag, Mfr, S / I Yes: After Department preference; GC Accounting Organization Structure (Prior to OD, Ppr QC §34090 Pentamation Conversion) Department Preference; Meets auditing standards; Published Finance / Investments / Arbitrage / Bonds articles show disposal + 7 years General FN -021 (Receipts / Advisor Reports / 5 years 5 years Yes: Until Mag' Ppr for security brokerage slips; Accounting Trade Tickets / LAIF (Local Paid statewide guidelines propose Agency Investment Fund)) permanent; FTC Reg's rely on "self -enforcement'; GC§§ 34090, 43900 Department Preference; meets Finance / municipal government auditing General FN -022 Journal Entries / Journal 2 Years 8 years 10 years Mag, Mfr, S / I Yes: After standards; Statute of Limitations Accounting Vouchers / Budget Adjustments OD, Ppr QC is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Transitory records not retained When No When No in the ordinary course of Finance I Financial Report - 2000 Longer Longer business Financial system General FN -023 Conversion (last report prior to Required - Required - Mag, Ppr qualifies as a trusted system Accounting changing to Pentamation) Minimum Minimum and can re-create reports 20 years 20 years accurately; statewide guidelines pro osa 2 years; GC §34090 TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver 8 o RECORDS RETENTION SCHEDULE: FINANCE Page I'IN-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy (OFR) Active Inactive Total Media 1=Import Paperafter vital? (In office) (In Storage) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for Ci -14dde Standards Retentions be in when the act is com /eted and imply a full file folder e.. last document + 2 ears since destruction is normally performed by file folder. Liti ation. com taints claims ublic records act reuests audits and/or investi ations sus end normal retention Periods retention resumes after settlement or completion). Financial Reports, Department preference; Reconciliations, Registers, Preliminary drafts / Transitory Transaction Histories, Balance records not retained in the Finance / Sheets, etc. (MONTHLY OR When No When No ordinary course of business General FN -024 PERIODIC) Longer Longer Mag, Ppr Financial system qualifies as a Accounting Required Required trusted system and can re - Does NOT include pre- create reports accurately; Pentamation Financial Reports statewide guidelines propose 2 years; GC §34090 Reports: Annual State or Federal: State Controller's Report, Street Report, Local Goverment Compensation Report, Property Management Finance / Plan, Obligation Payment General FN -025 Schedules, Due Diligence 5 years 5 y, ars Mao PDr Department Preference; Meets Accounting Reviews, Gas Tax, MOE auditing standards; GC §34090 (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report(SIP Report), Housing Successor Agency Housing Assets Fund Report etc. Finance I Treasurer's Reports / Treasurer's Department Preference; meets General FN -026 Receipts / Investment Policies 2 Years 8 years 10 years Mag, Mfr, S / I Yes: After municipal government auditing Accounting Quarterly Budget Reports (to OD, Ppr QC standards; GC §34090, CCP § Council - Copies) 337 FINANCE I PAYROLL TEMPLE CITY, CA 01995-2011 Gladvell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -8 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paperafter (In office) (In Storage) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e q. last document + 2 years), since destruction is normally performed by file folder Liti ation complaints. claims public records act re nests. audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Department Preference; Finance / FN -027 Bank Statements - Payroll Only 2 years 3 years 5 years Mag, Ppr Published articles show 3 - 4 Payroll years; GC §34090, 26 CFR _ 3 years 31.6001-1 Finance /FN-028Mag, CaIPERS Reports 2 years 5 years Mfr, S Yes: After 2 Department Preference; GC Payroll OD, Ppr years §34090 Finance / FN -029 Checks / Warrant Register 2 Years 3 years 5 years Mag, Mfr, S Yes: After Department Preference; GC Payroll Report - Payroll Only OD, Ppr QC §34090 Department Preference; Finance / FN -030 Checks / Warrants - Cancelled - 2 years 3 years 5 years Mag, Ppr Published articles show 3 - 4 Payroll Payroll Only years; GC §34090, 26 CFR 31.6001-1 DE -6, DE -7, DE -9 DE -43, W-3, & Department Preference; IRS: 4 DE -166, 941 Forms, IRS 5500 yrs after tax is due or paid; Ca. Finance / Forms (Employee Benefit Plans), FTB: 3 years; Articles show 7 Payroll FN -031 PERS / FICA & Medicare 2 years 3 years 5 years Mag, Ppr years; IRS Reg §31.6001- Adjustments - Quartedy Payroll 1(e)(2), R&T §19530; 29CFR Tax Returns / CASK Federal 516.5 - 516.6, 29USC 436, GC Tax Deposits, Adjustments, etc. §34090 Produced by Deferred Comp. Provider; consistent with Finance / FN -032 Deferred Compensation (City 2 Years 3 years 5 years Mag, Ppr proposed statewide guidelines; Payroll Statements) published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Vel no RECORDS RETENTION SCHEDULE: FINANCE Page FIN -9 Office of (Retention No.i Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper after (in office) (in Storage) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 ears since destruction is normally erformed by file folder. Litt ation com laints claims ublic records act requests, audits and/or investigations sus Pend normal retention Periods retention resumes after settlement or completion). Department preference; PERS Buy -backs are reconstructed through Human Resources; Payroll Reports (includes Leave Transitory records not retained Finance / FN -033 Registers, time Transaction 2 years 3 years 5 years Mag, Mfr, S / I Yes: After in the ordinary course of Payroll Reports, etc.) OD, Ppr QC business Financial system qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 Finance / FN -034 PERS Statements (Books) 2 years 3 years 5 years Mag, Mfr, S Yes: After Department Preference; GC Payroll OD, Ppr QC §34090 Department preference; Meets auditing standards (audit +4 years); IRS requires 4 years; Ca. Finance / Time Sheets / Time Cards / Mag, Mfr, Yes: After 2 requires 2 yr min.; FTB keeps 3 Payroll FN -035 Overtime Sheets /Overtime 2 years 3 years b years OD, Ppr S years; Published articles show 4 Cards years 10 years; IRS Reg §31.6001- 1(e)12), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090 Department Preference to facilitate PERS buy -backs; IRS: 4 yrs after tax is due or paid; Ca. Finance / FN -036 W -2's 2 years 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 TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -10 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Vial? Media [=Import Paperafter (in office) (In Storage) Retention Options M=Mfr I Imaged & S=Scan I C'd4 If the record is not listed here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed. and imply a full file folder to.q last document + p years). since destruction is normally performed by file folder. Litigation. complaints, claims. public records act requests audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). 'RS Regulation 31-6001-1 four years after the due date of such Finance/ No Longer in No Longer in tax for the return period to which Payroll FN -036 W -4's / W4 -A, DE -4 Effect +4 Effect + 4 Mag, Ppr the records relate, or the date years years such ax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1 FINANCE I PURCHASING Department Preference (Professional Services always have a contract, therefore Errors & Omissions are not applicable); Statewide guidelines propose completion + 5 years for non - capital improvement contracts & Finance / FN -037 Purchase Orders / Requisitions / 2 years 3 years 5 years Yes: Before Mag, Ppr completion + 4 years for Purchasing Successful Bids Completion transportation and concessionaire agreements. Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Purchasing - Bidder / Vendor When No When No Finance / FN -038 Registration Forms (Companies Longer LongerMag, Ppr Preliminary drafts; GC §34090 at Purchasing that want to receive RFPs / Required Required seq. RFOs TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Pie" 14"-1 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 earssince destruction is normally erformed by file folder. Litigation, complaints, claimsPublic records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). 1096-C (Employer -Provided Department Preference; IRS: 4 Human Resources HR -019 Health Insurance Offer and 5 years 5 years Mag, Ppr years after tax is due or paid; 6 Coverage) CFR 31.6001-1(e)(2); GC §34090 Plan Plan Department Preference; State HumanBenefit HR -018 Plans - Dental, Medical, Termination Termination Mag, Ppr Law requires 2 years after Resources etc. + 2 years + 2 years action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 34090 CalPERS Benefit Information Human When No When No Resources HR -001 (annual employee listing, circular Longer Longer Mag, Ppr Preliminary Drafts; GC §34090 letters, etc.) Required Required Department preference; EEOCIFLSA/ADEA (Age) requires 3 years for promotion, Human HR -002 Classification Specifications Superseded Superseded Mag, Mfr, S / I Yes: After 1 demotion, transfer, selection, or discharge; State Law requires 2 Resources + 3 years + 3 years OD, Ppr year 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946,34090 Bureau of National Affairs recommends 2 years for all Human supplementary Personnel Resources HR -003 Compensation Surveys & Studies 2 years 2 years Mag, Ppr records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602,14, GC §§12946, 34090 TEMPLE CITY, CA 01995-2011 Gladwell Govemmental Senrices, Inc. (909)337-3616- all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -2 Office of Record Retention No. Records Description Retention 1 Disposition Comments I Reference Image: Destroy (OFR) Active Inactive Total vital? Media 1=Import Paper, after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan C'd� If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder Litigation. complaints. claims public records act requests, audits and/or investigations sus end normal retention Peno s retention resumes after settlement or completion), All State and Federal laws Department of Fair Employment Final Final require retention until final Human HR -004 &Housing (DEER or EEOC) Disposition Disposition Mag, Ppr disposition of formal complaint; Resources Claims + 3 years + 3 years State requires 2 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 34090 Department preference; All State and Federal laws require retention until final disposition of Human HR -005 Grievances and Informal P P YesBefore Mag, Ppr formal complaint; State requires Resources Complaints (all) Disposition 2 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(1) ; GC §§12946, 12960, 34090; LC 1174 Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 Human HR -006 I -9s Separation + Separation + Mag, Ppr years for "any other forms of Resources 3 years 3 years employment inquiry", State Law requires 2 -3 years; 29 CFR 1627.3(b)(i), GC §§12946, 34090; INA 274A(b)(3); INS Rule 274a.1(b)(2) TEMPLE CITY, CA 01995-2011 Gladwell Govemmental Services, Inc. (9D9)337-3516- all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 ver. `i0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page, HP. Office of Record Retention No. Records Description p Retention / Disposition P Image: Destroy Comments /Reference (OFR) Active Inactive Total vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged & If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2years),since destruction is normally erformed by file folder. Litigation, com laints claimspublic records act requests. audits and/or investi ations suspend normal retention Deffiiods retention resumes after settlement or completion). Department Preference, statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) Human Separation + Separation + Mag, Mfr, Yes: After requires 3 years for promotion, Resources HR -007 Personnel Files -Employees 1 year 29 years 30 years OD, Ppr S Separation + demotion, transfer, selection, or 1 year discharge; State Law requires 2 3 years; 29 CFR 1602.14, 1602.31 & 1627.3(b)(ii), GC §§12946, 60201; -GC §3105; LC §1198.5 Department preference; Files Whichever Whichever maintained separately; Claims is Longer: can be made for 30 years for is Lonaer: Separation + toxic substance exposure; 8 29 years, or Human Personnel Files - Medical File (all Termination 30 years, or Yes: After CCR 5144, 8 CCR 15400.2: 8 of Benefits + HR -008 employees) Includes Drug Separation + Termination Yes: Until Mag, Mfr, S Separation + CCR §3204(d)(1) et seq., 29 Resources Testing Results 1 year 5 years. of Benefits+ Separation OD, Ppr 1 year CFR 1910.1020(d)(1)(i), GC 5 years, or §§12946, 34090; 29 CFR f Death of Employee + Death of 1627.3(b)(1)(v), GC §§12946, Em o ee+ VYears 34090; 49 CFR 655.71 at seq.; 55 ears 49 CFR 382.401 at seq. 49 CFR 653.71; LC §1198.5 Department preference' Per NeoGov Policy 29 CFR Human Resources HR -020 Recruitment Database (NeoGov) 5 years 5 years Mag 1627.3(b)(i), 29 CFR 1602.14 et sea.2 CCR 11013(c) GC 6612946.34090 TEMPLE CITY, CA 01995-2011 Gladwell Govemmentai Services, Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -4 Office of Record Retention No. Records Description Retention I Disposition Comments I Reference age: Destroy (OFR) Active Inactive Total Vital? Media port FS=mMc Paperafter (in office) (In Storage) Retention Optionsfr Imaged & an C'd? Ifthe record is not I�sted here. refer to the Retention for City -Wide Standards Retentions begin when the act is completed and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder Litigation. complaints claimspublic records act requests. audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Recruitment and Testing File (Includes Advertisements, Applications (Unsuccessful), Job Department preference; EEOC / Brochures, Interview Notes, Test i FLSA / ADEA (Age) requires 1-3 Human HR -009 Data, Testing Analysis & 3 years 3 years Mag, Ppr years; State Law requires 2 - 3 Resources statistical Metric, Job Analysis, years; 29 CFR 1627.3(b)(i), 29 Rating Sheets, Scantrons, CFR 1602.14 et seq. GC Rater's Profile & Confidentiality §§12946,34090 Agreement, Flowchart, Eligible Lists, etc.) When No When No Studies & Surveys Conducted on Longer Longer Human HR -010 Behalf of the City (Sick Leave, Required - Required - Mag, Ppr Department preference; GC Resources Attrition, Benefits, etc.) Minimum 2 Minimum 2 §34090 Years; ears Human Resources HR -011 Training Database Indefinite Indefinite - Mag, Ppr Data is interrelated, GC §34090 TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -5 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference Image: Destroy (OFR) ActiveInactive Total vital? Media 1=Import Paper after (In office) (In Storage) Retention Options M=Mfr Imaged & If the record is not listed hereRe refer to the tention for City- Standards Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. Liti ation complaints, claims ublic records act reuests audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). RISK MANAGEMENT Human Accident, Incident, Injury reports Resources HR -012 Potential Claims: PUBLIC OR 2 years 2 years Mag, Ppr GC §34090 / Risk CITY PROPERTY (Not resulting Manag. in a claim) Department preference; Claim must be filed within 1 year, Human lawsuit within 2 years; ResourcesFinal complaints against peace /Risk HR -013 Claims /Litigation Final 5 years Resolution + Yes: Until Mag, Mfr, S Yes: After officers within 5 years, Statute of Manag. Resolution 5 years Resolution OD, Ppr Settled Limitations for contracts is 4 & Finance years; wrongful death for construction is completion + 5 years; CCP §§ 337 at seq.; GC §§ 911.2, -34090, 34090.6 Transitory or source records not Human When When retained in the ordinary course Resources Superseded Superseded of business; CHP audits every 2 / Risk HR -014 DMV Pull Notices or Upon or Upon Mag Ppr years; Bureau of National Affairs Manag. Separation Separation recommends 2 years for allsupplementary Personnel records; GC §34090 Human Resources HR -015 Insurance Policies (City owned), P Yes: Before Mag, Mfr, S Yes: After Department preference; GC / Risk Certificates of Self -Insured Expiration OD, Ppr Expiration §34090 Manag. Human Resources Workers Compensation Claim Department preference (meets / Risk HR -016 Runs 5 years 5 years Mag, Ppr auditing standards and Manag. I I allocation formulas); GC §34090 TEMPLE CITY, CA 01995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -6 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (In office) (In Storage) Retention Vital. Options M=Mfr Imaged & — C'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claimspublic records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Whichever Whichever is Longer: is Longer: Separation + Workers Compensation or Department preference; Claims 25 years, or Disability Claims /Employee Termination 30 years, or can be made for 30 years for Human Accident Reports of Benefits + Termination toxic substance exposure; 8 Resources HR -017 Separation + 5 years, or of Benefits -± Mag, Mfr, S Yes: When CCR 10102; 8 CCR 5144. 8 / Risk Includes all Accident, Incident, or 5 years 5 years, or OD, Ppr Inactive CCR 15400.2; 8 CCR Death of Employee + Death of Manag. Injury Reports and associated §3204(d)(1) et seq., 29 CFR MSDS 5 years Em 1910.1020, GC §§12946, 34090; ,hieheyeF J CCP §337 et seq. TEMPLE CITY, CA ®1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior writlen permission Revision Adopted: 2/6/2018 Ver. 5.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT -1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy (OFR) Active Inactive Total Vital? Media 1=Import Paperafter (in office) (In Storage) Retention Options M=Mfr Imaged 8 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 nonnally performed by file folder. Litigation, complaints, claims public records act re uests audits and(or investi ations suspend nomtal retention edods retention resumes after settlement or completion). Used for Disaster Recovery Information When No When No When No Purposes Only; Considered a Technology IT -001 Backups / Computer Backups Longer Longer Longer Yes Mag. copy and can be destroyed Required Required Required when no longer required; GC §34090 et seq. Information When No When No Preliminary documents not Technology IT -002 Inventory, Information Systems Longer Longer Yes Mag. retained in the ordinary course Required Required of business; GC §34090 et seq. Information Network Configuration Maps & When No When No Preliminary documents not Technology IT -003 plans Longer Longer Yes Mag. retained in the ordinary course Required Required of business; GC §34090 et seq. 1 year is required when video Information IT -004 Video Recordings - Employees / 1 year 1 year Mag recording regular ongoing Technology City Operations operations of the City; GC §34090.6(a) Information Video Recordings - Public Areas When No When No Does not record regular ongoing Technology IT -005 (Streets, Sidewalks, Lobbies, Longer Longer Mag operations of the City Hallways, etc.) Required Required (preliminary drafts); GC §34090 etc. For legal compliance for WORM / DVD -r / CD -r / Blue Ray- Trustworthy Electronic Records Information IT -0O6 R or other unalterable media that P P OD (when the electronic record Technology does not permit additions, serves as the official record); GC deletions, or changes 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq. TEMPLE CITY, CA 61995-2011 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/6/2018