Loading...
HomeMy Public PortalAbout06) 7C (FOR COUNCIL) Adoption of Resolution No 20-5449 Amending the Citys Records Retention ScheduleDATE: TO: FROM: MANAGEMENT SERVICES DEPARTMENT February 18 , 2020 The Honorable City Council Bryan Cook , City Manager By: Peggy Kuo , City Clerk MEMORANDUM AGENDA ITEM 7.C. SUBJECT: ADOPTION OF RESOLUTION NO. 20-5449 AMENDING THE CITY'S RECORDS RETENTION SCHEDULE RECOMMENDATION: The City Council is requested to adopt Resolution No . 20 -5449 (Attachment "A ") adopting the City's amended Records Retention Schedule (Exhibit 1 ). BACKGROUND: 1. On Apri l 2 , 2019 , City Cou ncil adopted Resolution No . 19-538 8 updating t he City's Re cords Retention Schedule for Fiscal Year (FY) 2018-19 . 2 . On January 6, 2020 , the C ity entered into a contract with Gladwell Governmental Services , Inc . (GGS) to assist the City Clerk with the review of citywide records and annual reco rds destruction . 3. On January 20 , 2020 , GGS reviewed citywide records w ith staff and updated the City 's Reco rd Retention Schedule for City-Wide Standards , City Clerk Department, Community Development, Management Servi ces Department , Human Resources Department and Parks and Recreation Department. ANALYSIS: The City's Records Retention Schedule is a w ritten policy which governs the period records are retained i n the City . It provides the lega l authority fo r the dispos ition 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 Ci ty is in compliance with changes in State law and guidelines issued by the Californ ia Secretary of State . City Council February 18 , 2020 Page 2 of 2 The City contracted with GGS to conduct a citywide review of records for their retention in January 2020 . As a result of the review , GGS recommended that the City amend its retention schedules for City-Wide Standards , City Clerk Department, Community Development, Management Services Department , Human Resources Department and Parks and Recreation Department. The proposed changes (i .e ., update certa i n 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 Schedu le for 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 Re tention 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) 2019-20 City Budget. ATTACHMENT: A. Resolution No . 20-5449 ATTACHMENT A RESOLUTION NO. 20 -5449 A RESOLUTION OF THE C IT Y CO UN CIL OF THE C ITY OF TEMPLE CITY AMENDING THE RECORDS RETENTION SC H EDULE WHEREAS , a records retention sched ul e provides for the efficie nt and proper management and protection of the City records , faci litates doc ument retrieval , and provides for the rem oval of obsolete records ; WHEREAS , Section 34090 of the Government Code of the State of Californ ia provides a pro cedure whereby any City record wh ic h has served its purpose and is no longer re quired may be destroyed ; WHEREAS , the State of Cali fornia has adopted guideli nes for retention pe riods for various government records; and WHEREAS , the City Cl erk is recommending certa in c hanges to the City 's record retentio n sched u le as marked in Exhibit 1. NOW, THEREFORE, BE IT RESO L VED BY THE CITY COUNCIL OF THE CITY OF TEMPLE CITY, AS FOLLOWS: SECTION 1. The City's amended retent io n schedu le re flecting the change is attached as Ex hibit 1 . SECTION 2. The City C le rk shall certify to the passage and adoption of this resolut ion and enter it into the book of o r igi nal r esolutio ns . SECTION 3. This resolution shall become effective immediately up on its passage and adoption . PASSED, APPROVED AND ADOPTED on th is 18th day of February, 2020 . Nanette Fish , Mayor ATIEST: APPROVED AS TO FORM : Peggy Kuo , C ity Clerk Gregory Murphy, City Attorney I, City C lerk of t he City of Temple C ity , do hereby certify that the foregoing resolution , Resolution No . 20-5449, was adopted by the City Council of the City of Temple C ity at a regular meeting held on the 18th day of February, 2020 , by the fol lowin g vote : AYES: NOES: ABSENT: ABSTAIN : Councilmember- Councilmember- Councilmember- Councilmember- Peggy Kuo , City Clerk Ver. 11 .0 RECORDS RETEN T ION SCHEDULE : C ITY -WIDE ST AND A RDS Page CW-1 Office of Retention No. Reco r ds Description Rete ntion I Dispos ition Comments I Refer ence Rec or d Image : Destroy Ac tive Inactive Total Me d ia l=l m port Paper (OFR) (in office) (I n Stor age) Rete ntio n V ital? Options M=Mfr after S=Scan Im age d & 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 departmen t retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or in vestigations suspend normal retention periods (re tention resumes after settlement or completion). CITY WIDE (Used bv All Departments) Accident , Incident, Injury reports : PU BLIC or Copies-Copies- Hum an CW-001 EMPLOYEES Includes When No When No Mag , Copies retained for reference ; Res ources associated MSDS (Materia l Longer Longer Ppr GC §34090.7 Safety Data Sheet), if a Required Require d chem ical is involved Accounts Payab le , Invoices , Petty Cash , Travel Copies -Copies-Reimbursement, Warrant All origin als go to Finance Finance CW-002 Requests , etc. When No When No Yes : Before Mag , (these are copies); GC Longe r Longer Payment Ppr §34090.7 ALL b ackup is forwarded to Required Requ ired Fina nce Brown Act challenges must be Affidavits of Publ ications I Project Project Mag , filed within 30 or 90 days of Lead Dept. CW-003 Public Hearing Notices I Legal Approval+ 2 Approval+ 2 Mfr, OD, action ; Statute of Limitations Advertising I Affidavits of years years Ppr on Municipal Government Posting actions is 3 -6 months ; GC §§34090, 54960 .1(c)(1) TEMPLE C ITY, CA ©1995-2011 Gladwell Governmenta l Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-35 16 Revision Adopted : 4 /2/2 0 19 m X I OJ ~ Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Paper (OFR) Active Inactive Total Vital? Media !=Import 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 .g . last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, comolaints, audits and/or investigations suspend normal re tention oeriods (retention re sumes after settlement or completion). Agenda Packets I Staff Reports: City Council CRA (Communi ty Redevelopment Copies-Copies -Agency), Successor Agency, When No When No Mag , Yes : After City Clerk CW-004 Oversight Board, Planning Longer Longer Mfr, 00, s 2 years GC §34090.7 Commission, & PFA Required Required Ppr See Boards & Commissions for others Agreements & Contracts , Leases, MOUs, etc . Agreement or Contract Cop ies-Cop ies-All agreements , service includes all con tractual Mag , Yes : Upon City Clerk CW-005 oblig ations When No Whe n No Mfr, OD , s Completio agreements , and contracts are Longer Longer Ppr n sent to the City Clerk ; GC (Specifica tions I Scope of Required Requ ire d §34090 .7 Work, Notices of Completion, etc.) TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, In c.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (9 09) 337-3516 Revision Adopted : 4/2/2019 Ver. 11 .0 RECORDS RETENTI ON SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention I Dispos ition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC 'd? Retentions apply to th e department that is NOT the Office of Record (O FR), or the "L ead Department". If you are the OFR, refer to your department retention schedule . Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, comolaints audits and/or investiga tions suspend normal retention oeriods (retention resumes after settlement or completion). Covers E&O Statute of Agreements & Contracts : Limitations (insurance ADMINISTRATIVE FILES -certificates are filed with NOT funded by a grant agreement); Publi shed Aud it Mag , Yes : Upon Standards=4-7 years ; Statute Completion + Yes : Be fore of Limitations : Contracts & Lea d Dept. CW-006 (Correspondence , Project Completion 10 years 10 years Completion Mfr, OD , S/1 Completio Spec's=4 years, Wrongful Adm ini stration , Proj ect Ppr n Death=comp. + 5 years , Schedules , Certifi ed Payrolls , Developers=comp . + 10 years ; Invo ices , Logs , RFPs I Statewide guidelines propose Request for Proposals , etc.) term ination + 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 A dopted : 4 /2 /2019 Ver . 11 .0 RECORDS RE TENTION SCHEDULE : CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Paper (OFR) Active Inactive Total V ita l ? Media !=Import after (in office) (In Storage) R etention Opti ons M=Mfr S=Scan Image d & QC'd? Retentions a_RfJlY to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, re fer to your department retention schedule. Retentions beqin when the act is completed, and im ply a full file folder (e .g. last document + 2 years), since destr uction is normally performed by file folder. HOLDS: Litigation, claims, com ?fa ints, audits and/or investigations suspend normal retention oeriods (retention resumes after settlement or completion). Some grant fu nding agencies require audits; Statute of Lim itations f or Errors & Om issions is 10 years ; P ublished Audit Standards=4-7 Agreements & Contracts : years; Statute of L imitations: ADMINISTRATIVE FILES -10 years or Completion Contracts & Spec's=4 years , After Wrongfu l Death=comp. + 5 WITH grant funding Funding + 10 years o r years, Developers=comp. + 10 After Funding Mag , Yes: Upon Lead Dept. CW-007 (C orrespondence, Project Completion Agency Agency Audit, Yes : Before Mfr, 00, S/1 Completio years; Statewide guidelines Audit, if Complet ion J3F9J39S8 teFminatien + e yeaFs ; Administration , Project required , if required , Ppr n CCP §337 et. seq ., 21 GFR Schedules, Certified Payrolls, w hichever is whichever is 1496.66 & 1493.42(13 ); 2 CFR Invoices, Logs, RFPs I longer longer 200.333; 24 CFR ~. Request for Proposals etc.) 91 .1 05{h), 92.505, & 570.502(b), 28 GFR ee.42; 29 CFR 97.42; 49 GFR 31 .42 ; 44 GFR 16.42 ; 46 GFR 92.42 ; OMB Circular A-133GC §34090 ; GC §8546. 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 : 4/2/2019 Ver. 11.0 RECORDS RETENTION SCHEDULE : CITY-WIDE STANDARDS P ag e CW-5 Office of Re t entio n No. Records Descri pt io n Retention I Disposition Co m m ents I Ref eren ce Record Im age : Destroy Pape r (OFR) Act ive Inactive T otal Vita l ? Media !=Import after (in offi ce) (In Storage) Retention O ptions M=Mfr S=S ca n Im aged & 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 beqin when the act is completed, and imply a full file fo l der (e.g. last document+ 2 years), since destru ction is normally performed by file folder. HOLDS: Litigation, claims, comolaints, audits and/or investigations suspend normal retention oeriods (retention resumes after settlement or completion). Agreements & Contracts : UNS UCCESSFUL BIDS , The RFP I RFQ and the UNSU CC ESSFU L PROP OS A LS or RE S PONSES Mag , successful proposal becomes Lead Dept. CW-008 2 years 2 years part of the agreement or to RFP s (Request fo r Ppr contract (City Clerk is OF R); Proposa ls) and/or RFQs GC §34090 (Request fo r Qual ification s) that don't resu lt in a contract Aud its I Audit Reports I CAFR -Cop ies-Copies- Fin ance CW-009 Comprehensive Annual When No When No Mag , Cop ies; GC §34090 .7 Longer Lo ng er Ppr Financial Rep orts Requ ired Requ ired CW-010 Bids: See Agreements & Contracts Boards and Committees: Tape City preference; State law o nly Staffing Dept. CW-011 A UD IO R ECO RDI NGS of 2 years 2 years (Mag ) req ui res fo r 30 days ; GC Meeting s I Audio Tapes §54953.5 (b) Boards , Commissions , & Committees : Citize ns Ad visory Bod ies Fo rmed by CITY When No When No Bro w n Act challenges must be COUNCIL Longer Lon ger Staffing Dept. CW-012 Req uired -Re quired -Mag , fi led within 30 or 90 days of A GE NDAS , AG ENDA Mini mum 2 Minimum 2 Ppr actio n; GC §§34090 , PA CKETS , Minutes year s y ea r s 54960.1 (c)(1) Hi ghlights or Commission Actions TEMPLE CITY, CA ©1 995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not dup licate or dis tribute witho ut prior written permission from GGS (909) 337-3516 Revision Adopted : 4/2/20 19 Ver. 11 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Pa ge CW-6 Office of Retenti on No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR ) (in office) (In Storage ) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Re cord (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 ye ars), since d estruction is normally p erformed by file folder. HOLDS: Litigation, claims comolaints, audits an d/or investigations suspend normal retention oeriods (retention resumes after settlement o r cornpjetion). Boards , Commiss ions, & Send all orig inals to City Clerk ; Comm ittees : Citizens Ad visory Copies-Cop ies-Mag , Notes taken to facilitate the Bod ies Formed by CITY When No When No Yes : After writing of the minutes can be City Clerk CW-013 COUNCIL Longer Longer Yes Mfr, 00, s 10 years destroyed after minutes have Required Required Ppr been adopted ; GC §34090 et MINUTES & BYLAWS seq . I Boards , Commissions , & Committees: City Council All recomme ndations are Staffing Dept. CW-014 Subcommittees 2 years 2 years Mag , 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 When No When No CW-015 Organizations Longer Longer Mag , Non -re cords Required Requ ired Ppr (e.g. County Board of Supervisors) CW-016 Brochures : See Reference Manua ls Cop ies-Copies-Mag , Fina l must be filed w ith County When No When No Yes : Current Yes: After Finan ce CW-017 Budgets -Finals Longer Longer Fiscal Year Mfr, 00, S/1 5 years Aud itor; GC §34090.7 , 40802 , Required Requ ired Ppr 53901 TEMPLE CITY, CA ©1995·2011 Gladwell Governmental Services, In c.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revisi on Ad opted : 4/2/201 9 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image : Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after 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 implv a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, comolaints, audits and/or investigations suspend normal retention oeriods (retention resumes after settlement or completion). Cash Receipts Detail I Ba ckup Mag , Department preference (not all Lead Dept. CW-018 I Accounts Receivable Detail I 2 years 2 years detail is sent to Finance ; GC Refu nd Detail Ppr §34090 When No When No Longer Longer Mag , Department Preference ; GC Lead Dept. CW-019 City Attorney Opinions Requ ired -Requ ired-Yes Mfr . OD , s §34090 Minimum 2 Minimum 2 Ppr years years Copies -Copies- When No When No Mag , Human Lo ng er Longer Ye s: Before Yes : After Resources CW-020 Claims & Litiga tion Requ ired Required Settlement Mfr, OD , Sl l Settlement GC §§34090 .7, 34090.6 (Upon (Upon Pp r Settlement) Settlement) Comm ittees Internal - Attended by employees: All Records Mag , Lead Dept. CW-021 2 ye ars 2 years Ppr GC §34090 (e .g . Records Management Co mm ittee , In-Hou se Task Forces , etc.) TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not dup lica te or dis tribute wi tho ut prior written perm ission from GGS (909) 337 -3516 Revision Adopted : 4 /2/20 19 Ver. 11 .0 RECORDS RETEN T ION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Re cords D es cription Ret ention I Di sposition Commen t s I Referen ce Record Im age : Des troy Pap er (O FR ) A ct ive Inact ive Tot al Vita l? Media !=Im p ort after (in o ffice) (In Storag e) Retention O ptions M=Mfr S=S ca n Ima ged & 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 .g. last document+ 2 years), since destruction is normal/yperformed by file folder. HOLDS: Litigation, claims, complaints. audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No When No City preference; Statute of Lead Longer Longer Limitations for personal (Respondin g) CW-022 Complaints I Concerns from Required -Required -Mag Ppr property, fraud, etc . is 3 years ; Dept. Citizens (o p erationa l) M inim um 2 M in i mum 2 Claims mu st be filed in 6 mont hs; CCP §§338 et seq., y ears y ea rs 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 -ROU T INE (Content relates in a sub stantive w ay t o t h e Dept. that c on d u ct of t h e p ublic's A u t h ors bus iness) Document Mag , or CW-025 (e .g. Letters , Memorandums , 2 yea rs 2 years Ppr GC §34090 Rece ives the Administrative, Ch ronological, City's Original General Files, Miscellaneous Document Reports , Press Releases, Public Records Requests , Reading File , Working Files, etc.) TEMPLE CI TY, CA ©1995-2011 Gl adwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/2/2019 Ver. 1 1.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image : Destroy Paper (OFR) Active Inactive Total Vital? Media !=Import after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd? Retentions apply t o the department that is NO T the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer t o your department retention schedule. Retentions begin when the act is completed, and im_pjy_a full file folder (e .q . last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, comolaints, audits ·andlor investigations sus[Jend normal retentio n oeriods (retention resumes after settlement or completion ). Corres pondence - TRANSITORY I PRELIMINARY DRAFTS , Electronic and paper records Interagency and ln traagency are filed and retai ned based Memoranda no t retained in the upon their CONTENT. Records ordinary course of bus iness 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 bus iness , or ARE made or purpose of preserving the retained for the purpose of Dep t. 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 mai l or social media posting or Required Required Ppr folder , or saving them City's Original social media posting , instant electronically ; If no t mentioned Document messaging , inventories , here, consult the City Attorney invitations, logs , mailing lists, to determine if a record is meeting room registratio ns, considered transi tory I speaker slips, supply preliminary drafts. GC inventories , telephone §§34090 , 6252, 6254(a); 64 messages , text messages, Ops. Cal. Atty . Gen . 317 transmittal letters , thank yous , (1981)); City of San Jose v. req uests from other cities , SuperiorCourt (Smrth ). undel iverable envelopes, S218066 . Supreme Court of visitors logs , voice mails, California, 2017 webpages , etc.) TEMP E CITY, CA ©1995-2011 G ladwell Governmen al Services, Inc. all rights rese ed D . . . Arlnnt~rl · .t1 /?/?n1 Q V er. 11.0 RECORDS RETENTION SCHEDU LE : C IT Y-WIDE ST ANDARDS Pag e CW -10 Office of Retention No . Rec o rds Descr iption Re~nti on /D ~pos~on Comments I Re feren ce Reco r d Image: Destroy Pap er (OFR) Active Inac tiv e T ota l V ita l ? Media l=lmport after (in office) (In Sto rage) Rete ntion Opt io ns M=Mfr S=S can Ima ged & 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 depa rtment retention schedule. Retentions beqin wh en the act is completed and imply a full file folder (e.q. last document + 2 years), since destruction is normally p erform ed by file folder. HOLDS: Litiqation, claims, comolaints, audits and/or investigations suspend normal retention oeriods (retention resumes after se ttlement or comple tion). As long as the drafts and notes are not retained in the "Regular Drafts & Notes : Drafts that are When No When No Mag , Course of Business". Consult Lead Dept. CW-027 Longer Longer the City Attorney to determ ine revised (retain final version) Requ ired Required Ppr if a record is considered a draft. GC §§34090, 6252, 6254 (a) Lead Dept. CW-028 Facility Use App li cations I 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 I Data I Layers When No When No replacing the data, if they Lead Dept. CW-029 (both City-wide and Longer Long er Yes Mag require the data or output for Specia lized ) Required Requ ired historical pu rposes ; Department Preference (Preliminary documents); GC §34090 et seq . Lead Dept. CW-030 Grnn~(UNSU C CESS F U L 2 years 2 years Mag , GC §34090 Appl ications , Correspondence) Ppr TEMP L E CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not dup licate or distribute without prior written permission from GGS (909) 337-3516 Revis io n A dopt e d : 4/2/201 9 V er. 11 .0 RECORDS RETENTION SCHEDULE : CITY-WIDE STANDARDS Page C W -11 O ffice of Retention No. Record s Description Re~nti o ni D ~p os ~o n Comments I Referenc e Record Image: Dest r o y Active Inactive Total Media !=Import Paper (OFR) (in office) (In St o ra ge) Retention V ita l ? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFRl or the "Lead Dej)_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 .a. last document+ 2years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Meets auditing standards; Grants covered by a Consolidated Action Plan are Grnn~/CDBG /FEMAorOES requ ired for 5 years; Uniform Reimbursement Claims I Admin . Requ ireme nts for Re imbursable C laims Grants to Local Governments (S UCC ESSFUL Reports , other After is 3 years from expenditure records requ ired to pass the Funding After Funding report or fina l payment of funding agency's audit, if Agency Agency Audit , Mag , grantee or subgrantee; Lead Dept. CW-031 required ) 2 years Aud it, if if required -statewide guidelines propose 4 Requ ired-Mi n imu m 5 Ppr years , 2 CFR 200 .333; '>-~ r~::o Applications (su ccessful ), program Minimum 5 years 1406.66 & 1406.42(b); 24 CF R rules , regulations & procedures , years ~ 91 .1 05 (h), 92.505, reports to grant funding agencies , 570.490, & 570 .502(a &b), 28- correspondence , audit records , GFR 66 .42 ; 29 CFR 97.42 ; ~ complet ion rec ords GFR 61 .42 ; 44 GFR 16.42; 4!i GFR 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 Grievances and Informal When No When No Yes : Before Mag , Federal laws requ ire retention Resources CW-032 Complaints (Employees ) Longer Longer D isposition Ppr until final disposition of formal Requ ired Required complaint; State requires 2 years after action is taken ; GC §§12946, 34090 TEMPLE CITY , CA ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute wi th out prior written perm ission from GGS (909) 337-3516 Revision Ad o pted : 4/2/2019 Ver. 11 .0 RECORDS RETENTION SCHEDULE : CITY-WIDE STANDARDS Pa ge CW-1 2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in o ffice) (In Storage) Retent ion Vita l? Options M=Mf r after S=Scan Ima g e d & 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.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com laints, audits and/or investigations suspend normal retention oeriods (retention re sumes a fter settlement or completion). Copies -Copies-If a certificate cannot be City Clerk CW-033 Insu ra nce Certificates for When No When No Mag , matched to a contract, send to Agreements and Contracts Longer Longer Ppr City Clerk ; GC §34090 .7 Required Requ ired Copies -Copies- When No When No Mag, Risk Management Human La wsuits , Litigation , Pend ing Longer Longer Yes : Before Yes : After Resources CW-034 Litigation Required Requ ired Settlement Mfr, OD , S/1 Settlement administrates claim ; GC (Upon (Upon Ppr §§34090.7 , 3 4090.6 Settlement) Settlement) When No When No Mag , Pre liminary draft I transitory Lead Dept. CW-035 Leave Slips Longer Longer Req ui red Required Ppr record ; GC §34090 , GC §6252 Minute s -C ity Council , CRA (Community Redevelopment Copies -Cop ies -Mag , Originals maintained by City Ci ty Clerk CW-036 Agency), Successor Age n cy, When No When No Yes (a ll ) Mfr, OD, s No Clerk Permanently; GC Oversight Board , Plann ing 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 d istribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4 /2/2019 Ver. 11 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after 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 folde r (e.g . last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation claims, comolaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Previo us 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 & (MS DS ) I Safety Data Sheet Mag , when it was used is Lead Dept. CW-037 (SDS) I Chemical Use Report 30 years 30 yea rs Mfr, OD, s Yes (after mainta ined for 30 years; Form (or records of the Ppr inact ive) Appl ies to qualified emp loyers; chemical / substance I agent, Claims ca n be made for 30 where & when it was used ) years for toxic substance exposures ;8 CCR 3204 (d)(1 )(8)(2 and 3), 29 CFR 1910.1020(d)(1 )(ii)(B), GC §34090 Copies-Copies-Mag , Return any whole unused City Clerk CW-038 Mu nicipal Code (these are When No When No Yes : Current Mfr. OD , I No codes to the City Clerk; copies) Longer Lo nger Original Originals maintained by City Required Requ ired Ppr Clerk Permanently; GC §34090 When No When No Non-records -may be obtained Lea d Dept. CW-039 Newspaper Clippings Longer Longer Ppr from the newspaper company ; Re quired Required GC §34090 Notices : Public Hearing Project Project Mag , Statute of Limitations on Staffing Dept. CW-040 Notices and Proofs of Approval+ 2 Approval+ 2 Ppr Mun icipal Government actions Publications & Mailing years years is 3 -6 months ; 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: 4/2/2019 Ver. 11 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Pag e CW-14 Office of Retention No. Records Descriptio n Retention I Disposition Comments I Reference Record Image: Destroy A c tive Inactive Total Med ia l=lmport Paper (OFR ) (i n o ffic e) (In Storag e) Retention Vita l? Optio ns M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead D epartment". If you are th e OFR, refer to your department retention schedule. Retentions beain when the act is completed, and imply a full file folder (e.a. la s t document+ 2 years), since destruction is normally p erformed by file folder. HOLDS: Litigation claims, com faints, audits and/or investiqations suspend normal retention oeriods (retention resumes after settlement or completion). Copies-Copies-Mag , When No When No Originals maintained by City City Cle rk CW-041 Ordinances -City Council Longer Longer Yes (all ) Mfr. OD, s No Clerk Permanently; GC §34090 Required Required Ppr Ensure records kept in Human Separation + Separation + Before Mag , Departme nt files comply with Resources CW-042 Pe rsonnel Files 3 years 3 years Separation Ppr City policy (all originals are sent to Human Resources ); GC §34090.7 Preliminary drafts I Notes 1 year 1 yea r Before ma in tained in a separate folder Lead Dept. CW-043 Personnel Files (Su p ervis o r's (After lncorp. (After lncorp. Annual Mag , to be incorporated into Notes ) In Evaluation) In Eva lu ation ) Performance Ppr performance evaluation , or to Eva lua tion document progressive d isci pline; GC §34090 et seq . Lead Dept. CW-044 Personnel Work Schedules 2 years 2 years Mag, GC §34090 Ppr Lead Dep t. CW-045 Pub lic Records Act Requests L 2 years 2 years Mag, GC §34090 SubQ oenas I Summons Ppr Lead Dept. CW-046 Pu blic Relations I Press 2 years 2 years Mag, GC §34090 Releases Ppr Lead Dept. Real Estate Appraisal Reports : Mag, Not accessible to the public; (Who Ordered CW-047 Property NOT pu rchased , 2 yea rs 2 years Statewide Gu idelines show 2 the Appraisal) Loa ns not funded , etc. Ppr years ; GC §§34090 , 6254(h ) TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all r ights res erved Do not duplicate or distribute without prior written permission from GGS (909) 337-351 6 Rev is ion Adopted : 4 /2/20 1 9 Ver. 11 .0 RECORDS RETENTION SCHEDULE: C ITY-WIDE STANDARDS Page CW -15 Office of Retent ion No. Rec o rds Descriptio n Re te nt io n I Disposit ion Comm ent s I Refere nce Reco r d Image: Destroy Active Inactiv e Tota l Media !=Import Pa per (OFR) (in office) (I n Stor age) Retentio n Vital? Options M=Mfr after 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.g. last document + 2 yea rs), since destruction is normally performed by file folder . HOLDS: Litigation, claims, comolaints, audits and/or investigations suspend normal retention oeriods (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 ; 2 CFR Purchase Inactive 200 .333 ; 24 CFR 8&:4&& the Appraisal ) Loans Minimum 3 Mi nimum 5 Ppr 91 .1 05(h), & 570.502(b ); 29 years years CFR 97.42 , GC §34090 ; GC §8546 .7 Records Destruction Lists I Copies-Copies- City Clerk CW-049 Certificate of Re cords When No When No Mag , GC §34090.7 Longer Longer Ppr Destruction Required Required Reference Materials : Policies, When No When No Procedu res , Brochures , Flyers , Longer Longer Mag , Statewide guidelines propose Lead Dept. CW-050 Manu als, Newsletters, etc: Required-Requi red-superseded + 2 or 5 years ; GC Produced by YOUR Mi nimum 2 Mi nimum 2 Ppr §34090 Depa rtment yea r s y ears Reference Materials : Polic ies , Procedures , Brochures , Flyers , When When Mag , Lead Dept. CW-051 Manuals , Newsletters, etc: Copies ; GC §34090 .7 Produced by OT HE R Superseded Superseded Ppr Departments T E MPLE C ITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not dup licate or distribute wi thout prior written permission from GGS (909} 337-3516 Rev isio n Ado pted : 4 /2/2 019 ----------------------------------------------------------------------------- Ver. 11 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS P age CW-16 Offi ce of Retention No. Records Descri ption Retention I Disposit ion Comments I Refe rence Record Image: Destroy Ac tive Inactiv e T otal Media !=Import Pape r (OFR ) (in office) (I n Storage) Retention Vita l? Opt ions M=Mfr after 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 im ply a full file folder (e .g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com faints audits and/or investigations suspend normal retention oeriods (retention resumes after settlement or completion). Reference Materials: Brochures , Manuals , Policies , Procedures , Brochures , Flyers , When No When No CW-052 Manuals, News letters , etc: Longer Longer Mag, Non-Records Produced by OUTSIDE Ppr ORGANIZATIONS (League of Requ ired Requi red Californ ia Cities, Chamber of Commerce , etc.) CW-053 Reference or Working Files : See Correspondence Reports and Studies Mag , Administratively and Lead Dept. CW-054 (Histor ically s ig nificant -e.g., 10 years p p Mfr, OD , S/1 Yes : After H isto rically significant, 10 years therefore retained Zoning Stud ies ) Ppr permanently; GC §34090 Information is outdated after 10 Reports and Studies (othe r Mag , years ; statewide gu idel ines Lead Dept. CW-055 than Hist orically significant 10 years 10 years Pp r propose 2 years ; If historically reports-e.g . Annual Rep orts ) significant, retain permanently; GC §34090 Reso lutions -City Council , CRA (Community Copies-Cop ies-Mag , Originals maintained by City City Clerk CW-056 Redevelopment Agency), When No When No Yes (all) Mfr, OD, s No Clerk Perman e ntly; GC Successor Agency , Oversight L onger Longer Board , Planning Comm ission , Required Required Ppr §34090.7 etc. TEMPLE CITY , CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights re serve d Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Re vi sion Adopted : 4/2/2019 Ver. 11 .0 RECORDS RETENTION SCHEDULE : CITY-WIDE STANDARDS Page CW-17 Office of Retenti on No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Acti ve Inactive Total Med ia l=lmport Paper (OFR) (in office) (I n Sto rage) Retention Vital ? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (O FR), or the "Lead Deoartment". If vou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years ), since destruction is normally performed bv file folder. HOLDS: Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Veh icle Safety Checks I Da ily Lead Dept. CW-057 Vehicle Inspections I Daily 2 years 2 years Ppr 13 CCR 1234(3); GC §34090 Equ ipment Checks Calif. Labor Division is requ ired 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 Exp irat ion + 2 Exp iration + 2 Yes : During Mag , Lead Dept. CW-059 Special Event Permits Class or GC §34090 years years Program Ppr Surveys I Questionnaires (that the City issues). If a summary of the data is Mag, Lead Dept. CW-060 compiled, the survey forms are 2 yea rs 2 years GC §34090 cons idered a draft or trans itory Ppr record , and can be destroyed as drafts (When No Longer Required ) CW-061 Tapes : See Boards & Commissions TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. -all r ights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revis ion Adopted : 4/2/20 19 Ver. 11 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Retenti on No. Records Description Reten tion I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR ) (in office) (In Storage) Reten tion Vital? Options M=Mfr after 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 .g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, com laints, audits and/or investigations suspend normal retention 'Jeriods (retention resumes after settlement or completion). Time Sheets I Time Cards I Copies-Copies-Mag , Finance I CW-062 Overt ime Sheets I Overtime When No When No Mfr, OD , s No Orig inals mainta ined by Payroll Cards Longer Longer Ppr Payroll ; GC §34090 .7 Required Required Department preference; Ethics Trainin g is 5 years; Statewide gu id el in es propose 7 years; Tra ining-ALL COURSE Calif. Labor Division is requ ired RECORDS to keep the ir OSHA records 7 years; EEOC I FLSA/ADEA (Attendance Rosters , Outlines Mag , Yes : When (Age) requires 3 years for Lead Dept. CW-063 and Materials ; includes Eth ics 2 years 5 years 7 years Mfr, OD, s Inactive promotion , demotion , transfer, Training, Harassment Ppr 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 ), 53237 .2(b) TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. -all rights re served Do not duplicate or distribute witho ut prior written permission from GGS (909) 337-3516 Revision Adopted : 4/2/2019 Ver. 11 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Pa ge CW-19 Office of j Retention No. Records Descripti on Retention I Dispos ition Comments I Reference Record Image: Destroy A ctiv e Inactive Tota l Med ia !=Import Paper (OFR) (in offic e) (In Storage) Retention Vital ? Options M=Mfr after Imaged & S=Scan QC'd? Retentions apply to th e department that is N OT the Office o f Record (OFR), or the "Lead Department". If you are th e OFR, refer to your department retention schedule. Retentions begin when the act is comple ted, and imp ly a full file folder (e .g. last document + 2 years), since destruction is normally performed by file folder. HOL DS: Litigation, cla ims, com olain ts, audits and/or investigations suspend normal retent ion oeriods (reten tion resumes after settlem en t or completion). Department preference (Courts treat volun teers as employees); Volunteer I Unpaid Intern Inactive I Inactive I EEOCI FLSAIAD EA (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 (Cou rts treat volunteers as Volu nteer I Unpaid Intern employees); App licatio ns & Agreements -EEO C/FLSAIADEA (A ge) Lead Dept. CW-065 Unsuccessful or Pend ing 3 years 3 years Ppr requires 3 y ears for promotion, Applicants demotion , transfer , selection , or discharge; 29 CFR 1602.31 & 1627 .3(b)(1 )(i)&(ii), GC I §§12946, 34090 TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc .-all r ights re served Do not duplicate or distribute without prior wri tten permission from G GS {9 09) 337-3516 Rev isio n A dopted : 4/2/201 9 Ver. 12.0 RECORDS RETENTION SCHEDULE : CITY CLERK Page CC -1 Office of Retention Records Descripti on Retention I Dispositi on Comments I Reference Record No. Image: Destroy (OFR ) Active Inactive Total V ital ? Media !=Import Paper after (i n office) (I n Storage) Retention Opti ons 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. HOLDS: Litigation, complaints, claims, public records act requests audits and/or inves tigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK Agenda Packets I Staff Reports : City Council , Community Development & Housing Authority, Community Redevelopment Agency , When No When No Successor Agency , Oversight Bo ard, Financing Authority Longer Longer City Clerk CC-001 Required-Requ ired - NOT RELATED TO LAND Minimum 2 Minimum 2 USE , CAPITAL years years IMPROVEMENTS, CITY PROPERTY OR INFRASTRUCTURE ; AGENDAS Agenda Packets I Staff Reports : City Council , Community Development & Housing Authority , Community Redevelopment Agency, Successor Agency, Oversight City Clerk CC-002 Board , Financing Authority p p RELATED TO LAND USE , CAPITAL IMPROVEMENTS, CITY PROPERTY OR INFRASTRUCTURE; IMAGED RECORDS TEMPLE CITY, CA. ©1995-2011 Gl adwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes : Until Department Preference (T he After Meeting Mag , Ppr minutes are the permanent record); GC §34090 et seq . Yes : Until Mag, Mfr, Yes : After 2 Department Preference; GC s After Meeting OD , Ppr years §34090 et seq . Re vi sion Adopted : 4/2/2019 Ver. 12 .0 RECORDS RETENTION SCHEDULE: CITY CLERK P age CC -2 Office of Rete ntion Records Description Retention I D isposition Comments I Reference Record No. Image: Destroy (OFR) A c tive Inactive Total Vital ? Media l=lmport Paper after (in office) (In Storage) Retention Options M=Mfr Image d & 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 petiormed by file folder. HOLDS: Uti ation, complaints, claims , public records act requests audits and/or investigations suspend normal retention periods (retention resumes after settlement or comp letion). C ity Clerk CC-003 Agendas -Posted 2 years 2 years Agreements o r C on tra cts -ALL Non-I nfrastru cture Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope o f Completion + City C lerk CC -004 Work or Successful Completion 10 years 10 years Proposal, Insurance Cerlificates) Examples of NON-Infrastructure: Cons ulting , disposal , City Manager employment contracts , housi ng , leases , loans . mutua l aid , professional services, services . etc . TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services , Inc .-all rights reserved Do not duplicate or distribute without prior written perm ission from GGS (909) 337-3516 Yes : Until The minutes are the After Meeting Mag , Ppr permanent record ; GC §34090 et seq. Department preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years ; Statute of Lim itations: Yes : Before Mag , Mfr, Yes: Upon Contracts & Spec's=4 years , Completion 00, Ppr Sl l Completion Wrongful Death=comp. + 5 years , Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years ; CC P §§336(a), 337 et. seq ., GC §34090 Revisi on Ad o pted : 4 /2/2019 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -3 Office o f Retention Records Descripti on Rete ntion I Dispositi on Comments I Reference Record No. Image: Destroy (OFR) Active Inacti ve Total Vit al ? Me dia !=Import Paper afte r (in office) (In Sto rage ) 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. HOLDS : Uti ation, complaints, claims, p ublic 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 Agreement or Contract includes all contractual obligations (e .g . Amendments, Scope of City Clerk CC-005 Work or Successful Completion p p Proposal, Insurance Certificates) Ex amples of Infrastructure: Architects , CaiPERS , franchise agreements , subdivision improvement agreements , development , Joint Powers , MOUs , settlement. wate r rights , etc. City Clerk CC-006 Annexations I Boundaries I 5 years p p Consolidations I LAFCO Applications for Boards, City Clerk CC-007 Commissions or Committees 2 years 2 years (Successful or Unsuccessful) 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 Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Yes: Before Mag, Mfr. Yes: Upon Limitations is 4 years; 10 Completion OD, Ppr s Completi on years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337 .15, 343 ; GC §34090 , Contractor has retention requirements in 48 CFR 4 .703 Mag , Mfr, S /1 Yes Land Records; GC §34090 OD, Ppr Mag , Ppr GC §34090 Revisi on Ado pted : 4/2/201 9 ----~~---- Ver. 12.0 RECORDS RETENTION SCHEDULE : CITY CLERK Page C C-4 Office of Ret enti on Records Description Retention I Dispos ition Comments I Reference Record No. Image : Destroy (OFR ) A ct ive Inactive T otal Vita l? Med i a !=Import Paper afte r (in offic e) (In Storage) Rete ntion Option s M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com_j)leted and imply a full file folder fe .g . last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Lithation complaints, claims, public records act request s, audits and/or investigations suspend normal retention periods fre tention resumes after settlement or completion). Boards, Co mmissions, & Committees: All City Council City Clerk CC-008 Advisory Bodies p p MINUTES & BYLAWS I Boards, Commissions, & City Clerk CC-061 Comm ittees : All City Council 8 years 8 years Advisory Bodies OATHS OF OFF ICE Certificates , Commendations, City Clerk CC-062 Memoriu ms, Proclam ations 2 years 2 years When No When No Longer Longer City Clerk CC-009 City Clerk Filing System Req uired -Required- Min imum 2 Mi nimum 2 y ears years - City Clerk CC-010 Committee Rosters I Maddy Act 2 years 2 years List TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services . Inc.-all rights reserved Do not dupli cate or distribute without prior written permission from GGS (909) 337-3516 Notes taken to facilitate the Mag , Mfr. Yes : After writing of the minutes can be Yes OD, Ppr s 10 years destroyed after minutes have been adopted; GC §34090 et seq. Mag , Pp r Department preference ; GC §34090 et seq. Department preference ; Statute of Limitat io ns: Public official misconduct is discovery of offense + 4 Yes : Until years , retirement benefits is After Meeting Mag , Ppr 6 years from last action: statewide guideli nes propose Termination+ 6 years ; GC §§36507, 34090: PC §§801 .5, 803(c); 29 USC 1113 I Yes : Until Department Preference (The After Meeting Mag , Ppr m inutes are the permanent record ); GC §34090 et seq. Mag , Pp r GC §34090 Re v ision A dopt ed : 4/2/20 19 V er. 12.0 RECORDS RETENTION SCHEDULE : CITY CLERK Page CC -5 Office of Retenti on Records Description Retention I D isposition Comments I Reference Record No. Image : Destroy (OFR ) Active Inactive Total Vital ? Media l=lmport Paper after (in office) (I n 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.g . last document + 2 years), since destruction is normally performed by file folder. HOLD S : Uti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (re tention resu mes after settlement or completion). Econom ic Interest Filings (FP PC 700 Series Forms -City Clerk CC-011 Statement of Econom ic 2 years 5 years 7 years Interests): ALL City Clerk CC-063 Enterprise System Catalogue 2 years 2 years (posted on line) Film Permits I Banner Perm its , etc. Yes: While City Clerk CC-012 2 years 2 years Before Includes Insurance Certificates Expiration Submitted by the Applicant - C1ty Clerk CC -013 FPPC Form 801 (Gift to Agency 7 years 7 years Report) City Clerk CC-014 FPPC Form 802 (T ickets 7 years 7 years Provided by Agency Report) City Clerk CC-055 FPPC Form 803 (Behes ted 7 years 7 yea rs Payment Report) - - City Clerk CC-058 FPPC Form 804 (Agenda p p Report of New Positions ) City Clerk CC-059 FPPC Form 805 (Agency p p Report of Consultants ) FPPC Form 806 (Agency City Clerk CC-056 Report of Publ ic Official 7 years 7 years Appointments) ELECTIONS -CONSOLIDATED 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 City mai ntains original statements; GC Mag , Ppr §81009(e)&(g); GC §81009(f)&(g); 2 CCR 18615(d) Mag , Ppr Department preference; GC §34090 Mag , Ppr GC §34090 Mag , Ppr Must post on website ; GC §81009(e) Mag , Ppr Must post on webs ite f or 4 years ; GC §81009(e) Mag , Ppr FPPC Regulat ion 18734(c); GC §81009e Mag , Ppr FPPC Regulation 18734(c); GC §81009e Mag , Ppr I GC §34090; GC §81009(e) Must post on website ; 2 Mag , Ppr CCR 18702 5(b)(3); GC §34090; GC §81009(e) Revis ion A d opted : 4 /2/2019 Ver. 12 .0 RECORDS RETENTIO N SCHEDU L E : CITY CLERK Pa ge CC-6 Offi ce of Rete ntio n Records Description Retention I Disposition Com ments I Reference Recor d No. Im ag e: Des troy (OFR) Active Inactive Total Vita l ? Media l=lmport Pa p er after (in office) (In Storage) Retentio n Option s 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. HOLDS: Uti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal reten tion periods (re t ention resumes after settlement or completion). Campaign Filings (FPPC 400 C ity Clerk CC-015 Series Forms & Form 501): 2 years p p SUCCESSFU L CAN DIDATES (Elected Offi ci als) Campaign Filings (FPPC 400 City Clerk CC-016 Series Forms & Form 501): 5 years 5 years U NS UC CESSF UL CA ND IDATES Campaign Filings (F PPC 400 Series Forms ): THOSE NOT City Clerk CC-017 REQUI RED TO FILE 4 years 4 years OR IGI NAL WITH C ITY CLERK (copies) Campaign Fili ngs (FPPC 400 Series Forms): OTHER City Clerk CC-018 COMM ITTEES (PACS-not 7 years 7 years candidate-controlled ) Candidate File : Nomination City Clerk CC-019 Papers , Candidate Statements, Term of Office Te rm of Office etc. -S UCC ESS FUL + 4 years + 4 years C AN DIDATES TEMPLE CI TY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without prior written perm ission from GGS (909) 337-3 516 Paper must be retained for Mag , Mfr. s Yes : A fter 2 at least 2 years ; GC 00, Ppr years §81 009(b )&(g) Paper m ust be re tained for Mag , Mfr, s Yes : A fter 2 at least 2 years ; GC 00, Ppr y ears §81009(b)&(g) Paper must be retained for Mag, Ppr at least 2 years; GC §81 009(f)&(g) Paper must be retained for Mag , Ppr at least 2 years; G C §81 009(c)&(g ) Department Preference ; Statewide gu idel ines proposes 4 years for successful candidates , 2 Mag, Ppr years for unsuccessful ; CA law states term of office and 4 years after the expirat ion of term and does not delineate between the two ; EC §17100 Revision Adopted : 4 /2 /2019 Ver. 12 .0 RE C ORDS RETENTIO N SCHEDULE: CITY C L ERK Page CC -7 Offi ce of Retention Rec o r ds Descript io n Retention I Disp osition Com ments I Ref er en ce Record No . Image: Des troy (OFR) A ctive Inactive Total Vital? Med ia l=lmport Pa pe r after (i n office) (In Storage) Rete ntio n Opti ons M=Mfr Ima g ed & S=S can QC 'd ? If the record is not listed here, refer to th e 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 d estruction is normally performed by file folder. HOLDS: Uti ation, complain ts, claims, public records act requests, a udits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Candidate File : Nomi nation Papers , Candidate Statements, Election+ 4 Election+ 4 City Clerk CC-020 etc. -UNSUCC ESSF UL years years CANDIDATES Elections -HI STO RI CA L (Sample ballot, cop ies of City Cle rk CC-021 resolutions , final results ; 2 years p p Certificate of Election , Oath of Office) El ections -GE NERA L , WO RKING or A D MINIS TRATION Fil es (Correspondence , Precinct Maps , County Ele cti on City Clerk CC-022 Services , Ca ndidate 2 yea rs 2 years Stateme nts t o be printed in the Sample Bal lot , Poll ing Locations and Prec inct Boa rd Members, Notices , Pos tings, etc .) TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all r ights reserved Do not duplicate or dis tribute without prior written permission from GGS (909) 337-3516 Statewide guidelines proposes 4 years for successful candidates , 2 years for unsuccessful ; CA Ma g , Ppr law states term of office and 4 years after the expiration of term and does not delineate between the two ; EC §17100 Mag , Mfr, Retained for Historical OD , Ppr s N o Val ue , GC §34090 Mag , Ppr GC §34090 Re v is io n A dopted : 4 /2/20 19 Ver. 12.0 RECORDS RETENTION SCHEDULE : CITY CLERK P age CC-8 Office of I Reten tion Rec o rds Descri ption Retent i on I D i sposit ion Comme n ts I Refe re n ce Record No. Image: D estro y (OFR) A ct iv e Inacti ve Tota l Vital? Me d i a !=Import Pa p er afte r (in o ffi ce) (In Stor age) Re tenti on Opti ons M=Mfr Imag ed & S=S ca n 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. HOLDS: Uti ation , complaints, claims, public re cords act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Results+ 8 Results + 8 months or months or Not accessible to the public; Final Final Examination if Examination if The 8 month retention Elections -Petition s (Initiative, N o Election + No Election + 1 applies after election results , City Clerk CC-023 Recall or Referendum) 1 year after year after Ppr or final examination if no petition petition election , unless there is a examination if examination if legal or FPPC proceeding . petition i s petition is EC §§17200(b)(3), 17400 insufficient insufficient E L ECTIONS-STAND-ALON E (use in conjunction with Consolidated elections ... records series are not repeated ) City Clerk CC-060 Applications to View Voter 5 years 5 years Reg istration Informat ion Assessment District Ballots , City Clerk CC-024 Protest Letters, & Envelopes -2 years 2 years Prop. 218 proceedings City Clerk CC-025 Ballots -After Election 6mo. 6mo. City Clerk CC-026 Ballots -After Recount 6mo. 6mo. Ci ty Clerk CC-027 Challenged & Assisted Voters 6mo. 6mo. List City Clerk CC-028 Inspector Receipts for Ballots 6mo. 6mo. City Clerk CC-029 Precinct Officer Appoi ntments 6mo. 6mo. City Clerk CC-030 Roster of Voters 5 years 5 years TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc . -all rights reserved Do not duplicate or distribute without pri or written perm ission from GGS (909) 337-351 6 Ppr EC §2188(f) Ppr GC §53753(e)(2) Ppr EC §17302 Ppr EC §17306 Ppr If uncontested , EC §17304 Ppr EC 17302 , 17306 Ppr EC§17503 Mag , Mfr. EC §17300 OD, Pp r Re vis ion Adopte d : 4/2 /2019 - Ver. 12.0 RECORDS RETENTION SCHEDULE : CITY CLERK Page CC-9 Offic e of Retent ion Reco rds Descri ption Ret ention I Dis p osit ion Comm ents I Reference Rec o r d No. Image: Des troy (O FR) Act ive Inact ive Total Vital? Media l=lmpo rt Pa per after (in office ) (In Storage) Retentio n 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 .g . last document+ 2 years), since destruction is normally performed by file folder. HOLDS: LitiJation, complaints, claims , public records act requests, audits and/or inves tigations suspend normal retention periods !retention resumes after settlement or completion). City Clerk CC -031 Tally Sheets , Logic & Accuracy 6mo. 6mo. Test Certifications City Clerk CC-032 Vote-by-Mail Appli cations , 6mo. 6mo. Roster of Absentee Applications City Clerk CC-033 Vote-by-Mail Identification 6 mo . 6 mo . Envelopes City Clerk CC-034 Voter Index Copies used as the 6mo. 6mo. Voting Record at Polling Places Citv Clerk CC-035 Voter Index OriQinal 5 years 5y_ears (End of Elections Section) City Clerk CC-036 Ethics Train ing -Certificates 2 years 3 years 5 years Historical Record s (e .g . Incorporation , City Seal , Awards City Clerk CC-037 of significant historical interest, p p etc .) TEMPLE C ITY, CA. ©1995-2011 Gladwell Governmental Services, Inc .-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Ppr EC §17304 Ppr EC§17505 Ppr EC §17302 Ppr EC §17304 Ppr EC §17001 Mag , Mfr, s Yes : When GC §§34090 , 53235 .2(b) OD , Ppr Inactive City Clerk determines historical significa nce ; records can address a Mag , Mfr. variety of subjects and OD , Ppr s No media. Some media (e.g . audio and video tape) may be li mited because of the media's life expectancy ; GC §34090 Revision Adopted : 4/2/2019 V e r. 12 .0 RECORDS R ETENTION SCHEDULE : C ITY CLERK Page CC-10 Offi ce of Rete ntion Records Description Ret ention I Dispos itio n Com ments I Refer ence Recor d No. Image: Destroy (OFR) Active Inactive Total Vital? Media l=lmport 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.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Liti'Jation, complaints, claims, public records act requests, audits and/or investigations suspend normal rete n tion periods (re tention resumes after settlement or completion). Insurance Certificates (for Contracts, Vendors , and City- City Clerk CC-038 issued Certificates etc.) 11 years 11 years That canno t be matched to an agreement or contract Minutes -City Council , Community Development & City Clerk CC-039 Hous ing Authority , Community p p Redevelopment Agency , Successor Agen cy , Oversight Boa rd , Financing Authority Minutes -Planning Commission , Parks & City Clerk CC-040 Recreation Commission , p p Advisory Bodies Appointed by the City Council Minutes Highlights (Ac tion City Clerk CC-041 Agendas ) 2 years 2 years Municipal Code Administration , When No When No City Clerk CC-042 Longe r Lon ger Distribution , etc. Required Required City Clerk CC-043 Mun icipal Code and History File p p (always retain 1 supplement) T EMPLE C ITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without prior written permi ssion from GGS (909) 337-3516 Department preference to Yes: Before Mag , Mfr. accommodate the expiration Completion OD , Ppr s Yes : 2 years of all statute of lim itatio ns; CCP §337 et seq .; GC §34090 Yes (all) Mag , Mfr , s No GC §34090 OD , Ppr Mag , Mfr , Yes (all) s No GC §34090 OD , Ppr Department preference Mag , Ppr (preliminary record); GC §34090 et seq . Preliminary d rafts ; GC § Mag , Ppr 34090 Mag , Mfr , s No GC §34090 OD, Ppr Revision Ado pted : 4 /2/201 9 Ver. 12.0 RECORDS RETENTION SCHEDULE : CITY CLERK Page CC-11 Office of Rete ntion Records Descriptio n Rete ntion I D is positio n Comments I Ref eren ce Record No. Im age: Destroy (OFR ) Active Inactive Tota l Vital? Media !=Import Paper after (in office) (In Storage) Rete nti o n Options M=Mfr Ima ged & S=Sca n 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.q. last document + 2 years), since destruction is normally performed b_y file folder. HOLDS: Uti ation, complaints, claims, public records act requests, audits and/or investigations susp_end normal retention periods (retention resumes after settlement or completion). City Clerk CC-044 Ordinances (City Council) p p City Clerk CC-045 Proof of Publication I Public 2 yea rs 2 years Notices I Certificate of Posting Real Property -Records that Affect the T it le to Real Property City Clerk CC-046 (Deeds, Easements , Title 2 years p p Insurance , Final Order of Condemnation , etc.) Recordings I Tapes of City City Clerk CC-047 Council Meeting s -Audio 2 years 2 years Recording s I Tapes o r DVDs - Recordings of City Council City Clerk CC-048 Meetings -Vid e o Recor di ngs I p p DVD-R or VCR (ALL) Records Destru ction Lists I City Clerk CC-049 Certificates of Records 10 years 10 years Destruction Records Retenti on Schedules I City Clerk CC-050 Amendments to Records 10 yea rs p p Retention Schedules T EMPLE CI TY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes (a ll ) Mag , Mfr, s No GC §34090 et. seq . OD , Ppr Mag , Ppr GC §34090 Mag , Mfr, OD , Ppr s II No GC §34090 Tape Depa rtment preference ; (Mag) State law only requires for 30 days; GC §54953.5(b) Department preference; Tape Video recording of meetings (Mag ) are only required for 90 days; GC §§34090.7, 60201 Mag , Mfr, Department Preference; GC s Yes: 2 years OD, Ppr §34090 et. seq . Mag , Mfr, I GC §34090 et. seq . OD , Ppr Revision Adopted: 4 /2/2019 Ver. 12 .0 RECORDS RETENTION SCHEDULE: CITY CLERK Pa ge CC-12 Office of Retention Records Description Re~ntioniD~posWon Comments I Reference Record No. Image: Destroy (OFR) Active Inactive Total V ital? Media l=lmport 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 im ply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: LitiJation, complaints, claims, public records act requests, audits and/or investigations suspend normal re tention periods rretention resumes after settlement or completion). City Clerk CC -057 Statement of Facts 2 years 2 years City Clerk CC-051 Request for Publi c Re cords 2 years 2 years Reso lutions -City Council, Community Development & Housing Authority , Community City Clerk CC-052 Redevelopment Agency, p p Successor Agency , Oversight Board , Financing Authority , Planning Commission Roster of City Coun cil Members City Clerk CC-053 (H isto rical List of City Council p p Members) City Clerk CC-064 Secretar:y of State Statement of 2 years 2 years Facts City Clerk CC-054 Vehicle Titles ("Pink Slips") Sale or Sale or Disposal D isposal TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or d istribute without prior wri tt en permission from GGS (909) 337-3516 Mag , Ppr GC §34090 Ma g, Ppr GC §34090 Mag , Mfr, Yes (all) OD , Pp r s No GC §34090 et. seq . Mag , Mfr, Department preference ; GC s /I Yes OD, Ppr §34090 Mag, PQr GC §34090 Ppr Given to Auction House I New Owner; GC §34090 Revis io n Adopted : 4/2/2 0 19 - Ver. 7.0 RECORDS RETENTION SCH EDULE : MANAGEMENT SERVICES Page MS-1 O ffice of Retent ion No. Record s Description Rete ntion I D ispos ition C o m m e n ts I Ref eren c e R eco rd Ima g e : D estroy (OFR) Active Inact ive Total Vital? Media !=Import Pape r after (in office) (In Storage ) Retention Options M=Mfr Imaged & S=Scan Q C 'd ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is completed and imply a full file folder (e .q. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complaints cla ims public records act requests audits and/or investiga tions 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 Services MS-001 Required-Required- Incoming. Outg oing, Citizens letters , Min imum 2 M inimum 2 general letters, etc . yea rs _y_ears When No When No Manage. City Manager Correspondence Longer Longer MS-002 (Interoffice, C itizens , Re quired-Required - Services Organ izations, etc.) Min i mum 2 M i n imum 2 years y ea rs When No When No Manage. Longer Longer MS-003 City Manager Repo rts to Counci l Required-Required-Services M i nimum 2 M inimu m 2 years yea rs Employee Classification I When No When No Manage . Department Reorganization Longer Longer Services MS-004 Studies (fo r employee Required-Required- classifications and department M i n imum 2 M inimum 2 structures ) y ears year s Notices and Tariff Sheets from Lead Dept MS-011 California Public Utilities 2 years 2 years Co mmission Projects , Programs, Subject & When No When No Longer L onger Yes: While M anage. MS-005 Issues (Issues and/or projects will Requi red-Required-Active Services vary over time-e .g . Hotels, M i n imum 2 Minimum 2 Issues Developments, etc.) yea rs year s T EMP L E CITY, CA ©1995-2011 Gladwell Go ve rnmental Services , Inc. (909) 337-3516 -all rights reserved Do not duplicate or di stribute without prio r written permiss ion Department Preference; GC M ag , Ppr §34090 Department Preference; GC Mag , Ppr §34090 Department Preference ; GC Mag , Ppr §34090 Bureau of National Affairs recommends 2 years for all supplementary Personnel Mag , Ppr records; Wage rate tables are 1 or 2 years: State requires 2 years; 29 CFR 516 .6 , 29 CFR 1602.14, GC §§12946, 34 090 Mag , Ppr GC §34090 et seq. Mag , Ppr Department Preference; GC §34090 Revis ion A dopted : 4 /2/2 01 9 Ver. 7.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Vital? Media l=lmport Paper after (OFR) (i n office) (In Storage) Retention Opti ons M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed and imply a full file folder (e .g . last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiaation complaints claims public records act reauests audits and/or inve stigations suspend normal retention periods (retention resumes after settlement or completion). W hen No W hen No Manage . Longer Longe r MS-006 Sister City Program Requ ired-Required- Services Mi nimum 2 Minimum 2 years _years Speech Notes I Power Point When No When No Lead Dept. MS-007 Longer I Longer Presentations Required Required COMMUN ICAT IONS I When No I When No Manage Longer Longer Arch ive Soctal Database I Soctal Servtces I MS-012 Requtred -Required-Medta Posts Commun . Minimum 2 Minimum 2 years years Manage. Services I MS-013 Qonnect Maaezine E. E. Commun . Manage When No When No Servic~12 1 MS-014 PhotoaraQhS ~ Longer I Commun Reg wed R~a!.l t red When No When No Manage Longer Longer Services I MS-015 Videos (You-Tube , etc.} Regutred -Reaw!i!Q - QQmm!,ln Minimum 2 1 Minimum 2 vears 't'ears ECONOMIC DEVELOPMENT TEMPLE CITY, CA ©1995-2011 Gladwell Governmenta l Services . Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permissi on Mag , Ppr GC §34090 Notes, drafts, or preliminary Mag, Ppr documents; GC §34090 et seq . D~Q§!rtment Qreference (most are reta ined longer than m'!nd§!!~Q}, GQ §§340~0. 6252, 62541a): 64 Oos . Cal. Attv. Gen Mag, PQr -317 (1981 U; Ctty of San Jose v . ~!.lQ~riQr Qoun (~mt!hl S21a06§. Su12r~me Qourt of California, 2017 D~l2e!:lm~nl Pref~r~nge; GC Mea. Ppr -§§~4Q~Q Preliminary Drafts (the maqazine or brochure that th~ QhotoqraQh Mea. P12r -i12 US!i!d in is the final}: GC ~ I D!i!oe!:lm!i!nt Qr!i!ferji!nce GC Mag , PQr -§§34Q9Q Re vis io n A dopted : 4/2/2 0 19 Ver. 7 .0 RECORDS RETENTION SCHEDULE : MANAGEMENT SERVICES Page MS-3 Office of Retention No.I Records Des cript i on Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total V ital ? Media l=lmport Paper after (i n office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed and imply a full file folder (e .g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litiaation comolaints claims oublic records act requests. audits and/or investiaations suspend normal re tention periods (retention resumes after settlement or comoletion ). Manage . When No When No Longer Longer Services I MS-008 Business Retent ion Required-Required-Econ . Minimum 2 Min imum 2 Develop . years vears Manage . When No When No Longer Longer Services I MS-009 Economic Development Projects I Required-Required-Econ . Prog ram s Mini mum 2 Min imum 2 Develop. years years Manage . When No When No Prospects : Economic Longer Longer Services I MS -010 Development Projects I Required-Requ ired-Econ . Correspondence Mi nimum 2 Minimum 2 Develop . years vears TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Mag, Ppr Department Preference ; GC §34090 Mag , Ppr Department Preference ; GC §34090 Mag, Ppr Department Preference; GC §34090 Revision Adopted : 4/2/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMM UNITY DEVELOPMENT Page C D -1 Office of I Retention No. Records Descripti on Retention I Disposition Comments I Reference Record Image : Destroy Acti ve Inacti ve Total Media l=lmport 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.a. las t document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act re quests, audits and/or investiqations suSQ_end normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Comm . I I Develop I Build ing Permit Applicat ions CD-001 where the Perm i t was Neve r 2 yea rs 2 years Bu ilding & Issued Safe ty I I Comm . I Develop I CD -002 Building Perm it Database Indefinite Indefinite Bu ild ing & Safety Comm . Develop I CD-003 Building Perm its (All) Life of the Life of th e Bu ild ing & Structure Structure Safety Comm . Build ing Plans and Construction Develop I Documents -Fi nalled -"TRADE CD-004 180 days 180 days Bui lding & PLANS " -T it le 24 Energy Safety Cales, Struc tural Cales, etc . I TEMPLE CITY, CA. ©1995-2011 Gladwell Governmenta l Services . Inc.-all rights reserved Do not duplicate or distribute without prior written pe rmission from GGS (909 ) 337-3516 I I Department preference ; Prelimmary drafts not retained Mag , Ppr in the ord inary course of bUSiness; CBC §104 .7 ; H&S§19850 , GC §34090 Department Preference -Data Yes {all ) Mag is interrelated ; GC §34090 , H&S §19850 Mag , Statewide gu ideli nes pro pose Yes {all ) Mfr. OD , s Yes : After permanent; GC §34090 , H&S Ppr QC §19850 Law does not re quire plans t o be filed for dwell ings less than 2 stories , garages & appurtenances , farms /ranches , Mag , Ppr 1-story with bea ring walls less than 25'; esc req uires 180 da ys from completion date; esc 104.7 & 107.5, l H&S§19850, GC §34090 Re vis io n Adopte d : 4/2/20 19 Ver. 16 .0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page C D-2 Office of Retention No . Records Description Retention I D isposition Comments I Reference Record Image : Destroy Active Inactive Total Media !=Import Paper (OFR ) (in office) (In Sto r age) Retention Vital? Options M=Mfr after S=S can Im aged & 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.q. last document+ 2 years), since destruction is normally p erformed by file fold er. HOLDS: Litiga tion, com_Rjaints, claims,_public records act requests audits and/or investigations suspend normal re te ntion periods (retention resumes after settleme nt or completion). Comm . Bu ilding Plans and Constructio n Develop I Documents -Finalled -SING LE Buildi ng & CD-005 FAMILY RE SIDENTIAL -SFR 180 days Safety and APPURTENANCES Bu ilding Plans and Construction Documents -Finalled - INDUSTRIAL, COMMERCIAL, MULTI -FAMIL Y DWELLI NGS , Comm . PLACES OF PUBLIC Develop I ACCOMMODA TION , T ENANT Life of the CD-006 Building & IMPROVEMEN TS , Structure Safety PRODU CTIO N HOMES (i ncludes commercial structural plans , Hazardous Materials Questionnaire , etc.) Comm . Develop I Life of the Building & CD-007 Certificates of Occupancy Building Safety TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute wi thout prior written permission from GGS (909) 337-3516 180 days Yes (all) Life of the Yes (all) Structure Life of the Bu ilding Yes (all ) Law does not require plans to be fi led for dwellings less than 2 stories, garages & Mag , Yes : appurtenances , farms /ranches , Mfr, OD, s Finalled + 1-story with bearing walls less Ppr 1 year than 25'; CBC requires 180 days from complet ion date ; CBC 104.7 & 107 .5, H&S§19850 , GC §34090 Department Preference; Law requ ires for the life of t he building for commercial and Mag , Yes : After common interest dwellings Mfr, OD , s only; Statewide guidelines Ppr QC propose 2 years for blueprints & specifications; CBC 104 .7 & 107 .5 , H&S§19850, GC §34090 Mag , Yes : After Department Preference ; GC Mfr . OD , s QC §34090 Ppr Revision Adopted : 4 /2/2019 .. Ver. 16.0 RECORDS RETE NTION SCHEDULE : COMMUN ITY DEVELOPMENT Page C D-3 Office of Reten tion No. Records Descript ion Retention I Disposition Com m ents I R eference R eco rd Image: Destroy Paper (OFR) Active Inac tive T ota l V ital? Me dia l=lmport after (in office ) (In Storage) Reten tion Opti ons M=M fr Im aged & S=S can QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g . last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests. audits and/or investigations suspend normal retention periods retention resume s after settlement or completion). Comm. Develop I CD-008 Com plaints 2 years 2 years Building & Safety Comm. Co n s t ruction Noti ces I When No When No Develop I Inspection N otices Building & CD-009 (correction notices , compliance Longer Longer Safety orders , stop work notices, etc.) Required Requi red Comm. Develop I Grading File: Soil Compacti on Building & CD-010 Tests, Soils Reports, etc. p p Safety Comm. Insurance Certificates: When No When No Develop I Building & CD-011 Contractors Proof of Insurance Longer Longer Safety (Worker's Compensation, etc.) Required Requ i red Comm. Performance Bonds, Security Bu ilding Building Develop I CD -012 Bonds, Surety Bonds, Grading Finalled + 2 Finalled + 2 Building & Safety Bonds and Similar B onds years TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all ri g hts reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 years Mag , Ppr GC §34090 Preliminary drafts not retained Mag , Ppr in the ordinary course of business; GC §34090 et seq . Mag , Yes : After Department Preference; GC Yes (all) Mfr, 00, s QC §34090 Ppr Preliminary drafts not re tained M ag , Ppr in the ordinary course of business; GC §34090 et seq. Securities (Performance Bonds, Letters of Credit, CO's , Mag , etc.) are released after the Mfr, OD, s No Notice of C ompletion is issued Ppr and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date . GC §26202 • Revisio n A do pted : 4 /2/201 9 ---1 Ver. 16.0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVELOPMENT Page CD-4 Office of ! Retention No. Records Descripti on Retention I Dispos it ion Comments I Reference Record Image : Destroy Paper (OFR) Active Inactive Total V ital ? Med ia l=lmport after I (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 docume nt+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complain ts, claims, public records a ct requests, audits and/or investigations suspend normal retention periods ( Comm Develop I CD-013 Reports: Building Activity p p Bu ilding & (A nnual) Safety Comm . When No When No Develop I CD -01 4 Repo rts : Building Activi ty Longer Longe r Buil ding & (Month ly) I Requ ired Required Sa fety Comm . Requests & Permiss ions to Develop I CD-015 Rece ive Copies of Plans 2 years 2 years Bu il ding & (Correspondence to and from Safety Arch itects ) Comm . Develop I Uniform Bui lding Codes I When When Bu il ding & CD-016 Ca liforn ia Bu ilding Co des Superseded Superseded Safety TEMPLE CITY , CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or d istribute without pri or written permission from GGS (909) 337-3516 Mag , Mfr. OD , Ppr Mag , Ppr Mag , Ppr Mag , Ppr retention resumes after settlement or completion). s Yes : 1 Department Preference; GC year §34090 Pre limi nary drafts not retained in the ordin ary course of business; GC §34090 et seq . GC §34090 et seq . GC §50022.6 Rev ision A dopted : 4/2/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE : COMMUN IT Y DEVELOPMENT Page CD-5 Office of Retention No.I Rec o rds Descri ption Retention I Disposition Comments I Referenc e Record Image : Destroy Active Inactive Total Media l=lmport Paper (OFR) (i n office) (In St o rage) Retention Vital? Options M=Mfr after S=Scan Ima g ed & QC 'd ? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the ac t is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation , complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). COMMUNITY PRESERVATION Comm . Code Enforcement I Abatem ent Wh en No When No Develo p./ Case Fi les (I ncl udes appeals Long er Longer Comm . CD-01 7 and Code Enfo rcement Requ ired -Required - Preservation Compla int Letters) Minimum 2 Minimum 2 years years Comm . When No I Longer Devel op I CD-01 8 Liens 1 Requ;,ed - 1 p p Comm Minimum 2 Preservati on years T EMPLE CITY , CA . ©1995-2011 Gladwell Gove rnmental Services. Inc .-all rights reserved D o not duplicate or dis tribute without pri or written permission from GGS (9 09) 337-3 516 Department preference; Case Yes . Until is ope n unt il satisfactorily Resolution Mag , Ppr resol ved (some c ases are not resolved ); GF"G §104 3 .4, GC I §34090 Mag , Yes : Until Mfr. OD , S/1 Yes : 1 GC §34 090 Res ol ution Ppr I year Revision Ad opted : 4 /2/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVELOPMENT Page CD-6 Office of Retention No.I Records Description Retention I Disposition Comments I Reference Record Image: Destroy Paper (OFR) Active Inactive Total Vital? Media l=l mport after (in office) (In Storage) Retention Options M=Mfr S=S can Imaged & QC'd? If the record is not listed here, refer to th e Retention for City-Wide Standards Retentions begin when the act is comple ted, and imply a full file folder (e.g . last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public re cords act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING Comm . Abandonments I Vacations Develop./ CD-019 (Streets) -Private Developm ent p p Engineering Projects Assessment I Ma intenance I Comm . Landscape & Lighting I Street Develop./ CD-020 Improvement District Projects I p p Engineering Commun ity Facilit ies Districts (FORMATION , BOUNDARIES) Assessment I Maintenance I Comm . Landscape & Lighting I Street Improvement District Projects I Develop./ C D-021 Community Facilities Districts 5 years 5 years Eng ineering (ASSESSMENT ROLLS I TAX ROLL I ENGINE ER'S REPORT) Bonds: Subdivision Bonds , Comm . Logs and Correspondence Release of Release of Develop ./ CD-022 Bon d I Bond I City Clerk holds these and Security + 2 Se curity+ 2 Eng ineering provides to Engineering upon years years request TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services . Inc.-all rig hts reserved Do not duplica te or di str ibute wi thout prior writte n perm ission from GGS (909) 337 -35 16 Mag, Yes: After Yes (a ll) Mfr, OD, s 2 years GC §34090 et seq. Ppr Department Preference; Yes : U ntil Mag , Ye s: 1 Statute of Limitations is 4 -10 Completed Mfr, OD, S/1 years (for Errors & Om issions); Ppr year CCP §§337. 337 .1(a), 337.15, 343; GC §34090.7 Yes : Until Department Preference (meets Submitted Mag , Ppr auditing standards); GC to County §34090 .7 Securities (Performance Bonds , Letters of Credit, CO 's , Mag , etc.) are released after the Mfr, OD, s No Notice of Completion is issued and replaced with the Warranty Ppr Bond , which is released 1 year after the Notice of Com p letion date GC §34090 Revision A dopted : 4/2/2019 Ver. 16.0 RECORDS RE TE NT ION SCHEDULE : COM M UNITY DEVELOPMENT Page C D-7 Office of J Rete ntion No. Records Description Retention I D i spositi on Comments I Reference Record Image: D es troy Active Inactive Total M e dia l=lmport Paper (OFR) (in office) (In Storage) Retenti on Vital? Options M=Mf r 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 com pleted, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally p erformed by file fold er. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal reten tion p eriods Capital Improvement Projects (CI P ) -Where Engineerin g is the Lead: Admin istration File Completio n + 1 years or 10 years or Comm . Project Administration , Certified After Funding After Funding Payrolls , Construction Manager's Upon Agency Audit, Agency Develop. f CD-023 Logs , Daily Inspections . Project Completion if required , Audit, if Engineering Schedules , Progress meetings . Real whi chever is required , Estate Appraisals , RFis & Responses , etc. longer whichever is longer Includes All Slurry Sea l . Painting or Ma intenance Capita l Improvement Projects (C IP)-Where Engineering is the Lead: Permanent File Plans. Specifications . Agreement I Comm. Contract . Successful Proposal . Develop. f CD-024 Cha nge Orders , EIRs , Negative Upon p p Engi neering Declarations , Categorical Completion Exemptions , Materials Testing Reports , Grading Permits . Insurance Certificates . Hazardous Materials Plans , Notice of Com pletion . Photos. Soils Reports , Studies , Submittals , Surveys . etc. TEMP L E CI TY, CA. ©1995-2011 Gladwell Governmental Services , Inc .-all rights reserved Do not duplicate or distribute without prior written permiss ion from GGS (909) 337 -3516 Yes: Until Completed Mag , Ppr Mag , Yes: Until Mfr. OD, Completed Ppr r etention resumes after settlement or completion). Some grant funding agencies require audits: Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years ; Statute of Limitations : Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years , Developers=comp. + 10 years: Statewide guidelines propose term i nation + 5 years; CCP §337 et. seq ., GC §34090 Department preference: Yes: retained for disaster S/1 Complet. preparedness purposes; + 10 Statewide guidelines propose years Permanent for Infrastructure plans, GC §34090 Revis io n A dopted : 4 /2/201 9 Ver. 16 .0 RECORDS R ETENTION SCHEDU L E : COMMUNITY DE V ELOPMENT Pag e C D-8 Office of Ret enti on No . Recor ds Descri pti on R etention I Dispos ition Comments I Refer e n ce Record Image : Destro y Active Inact ive T o tal Med i a !=Import Pa p er (O F R) (i n offi ce) (In Storage) Retention V ital? Options M=Mfr after Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Stand a rds Retentions begin when the act is completed, and imply a full file folde r (e.g . last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement o r completion). Comm . Developer Payment I T rusts Project Close Project Cl ose Develop. I CD-025 Engineering (Contractor's Trusts) + 5 years + 5 years Drawings, Plans, As-Builts, Comm . Record Drawings for City Develop./ Infrastructure p p E ngineering (also maintained by Los Angeles County) Comm. Develop. I CD-026 Encroachment Perm its p p Engineering Comm. Engineering Comments: Develop./ P la nning or CD-027 Planning & Building Projects I 5 years 5 ye ars B uildi ng Plan C he ck Comme nts Comm. Develop./ CD-028 Geotechnical and Soils Reports p p Engineering Comm. Develop./ CD-029 Grading Perm its & Plans p p Eng ineering Comm. Develop./ CD-030 Improvement Plans p p Engineeri ng Comm. Plans, Studies, Reports: M i nim um 2 M inimum 2 Develop./ CD-097 E ngineering Miscellaneo us years years T EMPLE C ITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not dupl icate or distribute without prior written permis sion from GGS (909) 337-3516 Census Bureau is OFR; GC Mag , Ppr §34090 e t seq . Mag , Mfr, OD, s Yes: 1 Department Preference; GC Ppr yea r §34090 Mag, Yes: 1 Department Preference ; GC Mfr, OD, s Ppr year §34090 Department P reference; GC M ag, Ppr §34090 Mag, Yes: 1 Department Preference; GC M fr , OD , s §34090 Ppr year Mag, Yes : 1 Department Preference; GC Mfr, OD , s §34090 Ppr year Mag, Yes : 1 Department Preference; GC M fr , OD , s §34090 Ppr year Department preference; GC Mag , Ppr §34090 Rev ision A dopted : 4/2/2019 V er. 16.0 RECORDS RE TEN T ION SCH EDU LE : COM M UNI TY DEVELOPMENT Page C D-9 Office of Rete ntion No. Records Descri pti on Retention I Disposition Comments I Refe r ence Re c o rd I Image : Destroy A c t ive Inactive Total Media l=lmpo rt Pape r (OFR ) (in office) (In Stor ag e) Retention Vital? Opti ons M=Mfr after S=Scan Imaged & QC 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Re tentions beain when the act is completed, and im ply a full file folde r (e.g. last document + 2 years), since d estructio n is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspen d normal re tention period s retention resumes a fter settlement o r completion ). Comm . Permits-Regulatory Agency Expi ration + Expirat io n + Develop./ CD-098 Permits (EPA, etc.) 2 years 2 years Engineenng Permits: Excavation Perm its I Comm . Heavy Haul Permits I Street Use Expiration + Expiration + Develop ./ CD-031 Permits I Transportation Permits 2 years 2 years Engineering I Wide Lo ad Perm its I Telecommun ications Perm its Comm Private Development Develop ./ CD-032 p p Engineering Construction Inspections City Clerk CD-033 Rights of Way , Easements p p Comm . Subdivisio ns I Tracts I Tract Develop./ CD -034 p p Engineenng Maps TEMP LE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all rig ht s reserved Do no t duplicate or dis tribute wit hout prior written permission from GGS (909) 337-3516 Mag , Yes : 1 De partment Pre ference ; GC Mfr, OD, s §34090 Ppr year Mag , Yes : A fter Mfr, O D, s QC GC §34090 Ppr Mag , Yes : 1 Department Preference ; GC Mfr, OD , s Ppr year §34090 Mag , Yes : After Department Preference Yes (all) Mfr, O D, s 2 years (copies); G C §34090 .7 Ppr Mag , Yes : 1 Department Preference ; GC Mfr , OD , s Ppr year §34090 Revi sio n A dopt e d : 4 /2/2019 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page C0-10 Office of I Retent ion No . Record Records Description Retention I Dis position Comments I Reference Image: Destroy Paper (OFR) Active Inactive Total V ital? Media !=Import after (in office) (In Storage) Retention Opti ons M=Mfr S=Scan Imaged & QC 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beg in when the act is completed and imply a full file fo lder (e .g. last document+ 2 years_l, sin ce d estruction is normally performed bv file folde r. HOLDS: Litigation, complaints, claims, public r ecords act r equests, audits and/or investigations suspend normal retention periods (reten tion re sumes after se ttlement or com_R/etion)_. HOUSING Comm . Applications for Loans : Re jected Develop . I CD-089 (First Time Home Buyers , 2 years 2 years Hous ing Life /Safety, etc.) Comm . Expiration of Expiration of De velop ./ CD-090 Consolidated Action Plan Pla n+ 5 Pla n + 5 Hous ing years years Comm . Hous ing Proj ects & Services - Deve lop./ CD-091 NO RECAPTURE I RESALE 2 years 3 years 5 years Housing RESTRICTIONS (Compliance Mon itoring ) TEMPLE CITY , CA . ©1995-2011 Gladwell Governmental Services, In c.-all rights re served Do not duplicate or distribute without prior written permission from GGS (909) 337-35 16 Mag , Ppr GC §34090 Consolidated Plan Mag , Ppr Requ irement ; GC §34090 HUD requires 5 years after the project completion ; documents imp os ing re ca pture I resale restrictions are 5 years after the Mag , affordability period term inates; Yes: Until Mfr. OD , s /I Yes : 1 Un iform Admi n. Requ irements Paid Ppr year for Gra nts to Lo cal Governments is 3 years from expen diture report; slale•.•,.iele g~:~ielel ines propose 4 years ; 2 CFR 200.333: 24 CFR ~ 92 .508 (a)&(c ) & 570 .502(a)(16), 29 CFR 97.42, GC §34090 Revision Adopted: 4/2/2019 Ver. 16.0 RECORDS RETENTION SCHEDU L E : COMMUN ITY DEVELOPMEN T Page CD-11 Office of J Retention No. Records Description Retention I Dispos ition Comments I Reference Record Image : Des t roy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=M f r after S=Scan Imaged & QC'd ? If the record is not listed here, refer t o the Retention for City-Wide Standards Retentions begin when the act is completed and imp ly a full file folder (e.g. last document+ 2 years), since destruction is normally p erformed by file folder. HOLDS: Litigation, complaints, claims, public records act requests audUs and/or investigations suspend normal retention periods (re tention resumes after settlement or comple tion). 5 years After 5 years After the the Affordab ility Affordability Comm . Housing Projects & Services -Period Period Develop./ CD-092 WITH RE CAPTURE I RESALE 2 years Term inates, Te rminates , Housing RESTRI CTIONS (Compliance or the Writte n or the Written Mon itoring ). Agreement Agreement Terminates , Terminates , Whichever is Whichever is Longer Longer PLANNING Comm . I Develop I An nexatio ns I Boundaries I Plann ing CD-035 Consolidati ons I LAFCO 5 years p p AND City Clerk Comm . Bus iness License Applications, Close+ 5 Close+ 5 Develop I CD-036 Floor Plans. Statement of Plann ing Intended use, etc. years years I T EMP L E C ITY , CA . ©1995-2011 Gladwell Governmental Services, Inc.-all ri g hts reserved Do not duplicate or distribute without prior written permi ssion from GGS (909) 337-3516 HUD requires 5 years after the project completion ; documents imposing recapture I resale restriction s are 5 years afte r the Mag , affordab ility period term inates; Yes : Unt il Mfr, OD , s /I Yes : 1 Uniform Admin . Requ irements Paid Ppr year for Grants to Local Governments is 3 years from expenditure rep ort; statewide 9~1EiehAes ~Fe~ese 4 yeaFS ; 2 CFR 200.333 : 24 CFR ~ 92 .508(a)&(c) & 570 .502(a)(16), 29 CF R 97.42 , GC §34090 Mag , Mfr. OD , s /I Yes Land Records ; GC §34090 Ppr Meets Aud iting Requ i rements ; Mag , Ppr GC §34090 Revision Ad op ted : 4/2 /2019 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Pag e CD -12 Office of J Retention No. Records Description Retention I Disposition Comments I Reference Record Image : Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention V ital? 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. HOLDS: Litigation complaints, claims, public records act requests, audits and/or investigations suspend normal r etention periods (retention resumes after settleme nt or completion). Comm . Develop I CD-037 Business License Renewal s 5 years Planning Comm . When No Develop I CD-038 Census, Dem ographics Longer Planning Requ ired Environmenta l Determinations: Comm . Environmenta l Impact Reports (EIRs ), Negative Declarations , Deve lo p I CD-0 39 etc.) p Plann ing Inside City boundaries Environmental Determinati ons : Comm . Environmental Impact Reports When No Deve lop I CD-040 (EIRs ), Negat ive Declarations , Longer Plann ing etc.) Required Outside City boundaries I Comm . I I Deve lop./ CD-041 Garage Sale Perm its 2 years Engineering Comm . Genera l Plan , El eme nts and I Deve lo p I CD-042 Amendments p I Plann1ng TEMPLE CITY , CA . ©1995-2011 G ladwell Governmental Services. Inc.-all rights reserved Do not duplicate or distribute without prior written perm ission from GGS (909) 337-3516 Meets Auditing Requirements ; 5 years Mag , Ppr GC §34090 When No Department preference (Non- Longer Mag , Ppr Records -Census Bureau is Required OFR ); GC §34090 et seq . Usually fil ed in the project fi le; Mag , Final environmental Yes : After determinations are required to p Mfr . OD , s 10 years be kept a "reasonable period of Ppr time"; 14 CCR §15095(c); GC §34090 When No N on-records; EIR s and Longer Ppr Negative De clarations within Required the City Boundaries are w ith the proj ect file 2 years Mag , Ppr GC §34090 Mag , Yes : After p Yes (all) Mfr. OD ,l s /I Amended GC §34090 Ppr Revision Adopted: 4/2/2019 Ver. 16.0 RECO RDS RET ENTION SCHEDU L E : COMM U NI T Y D EVE LOPMEN T Page CD-13 Office of I Retention No.I Records Descri ption Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In St orage) 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 beqin 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. HOLD S: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm . Master Plans , Specific Plans , Develop I CD-043 Bikeway Plans , etc. p p Plann1ng When No When No Comm . Longer Longer Deve lop I CD -044 Planning Comm ission A genda Requ ired-Requ ired- Planning Packets, Agendas Minimum 2 Minimum 2 years years Comm Planning Comm iss ion Audio Develop I CD-045 Recordings 2 years 2 years Planmng - Copies -Cop ies- City Clerk CD-046 Planning Commission Minutes When No When No & Bylaws Longer Longer Requ ired Requ ired Copies -Cop ies- City Clerk CD-047 Plann ing Commiss ion When No When No Resolutions I Longer I Longer Required Required TEMPLE C ITY , CA . ©1995-201 1 Gladwell Governmental Services. Inc.-all r ights reserved Do not duplicate or di stribute without prior written permission from GGS (909} 337-3 516 Mag , Yes : After Department Preference ; GC Mfr, OD , S/1 Amended §34090 Ppr Department Preference -Mag , Yes (all) Mfr. OD , s Yes : After cop ies (the Staff Reports are Ppr 1 year filed in the En titlement Folder); GC §34090.7 Tape Department preference ; State (Mag ) law only req uires for 30 days; GC §54953 .5(b) Originals are sent to the City Mag , Clerk ; Notes taken to facil it ate Yes Mfr, OD , s No the writing of the minutes can be destroyed after minutes Ppr have been adopted ; GC §34090 et seq . Mag , Yes Mfr. OD, s Yes : After Orig1nals are sent to the City Ppr 1 10 years Clerk; GC §34090 et seq . Revision Adopted: 4 /2/2019 Ver. 16 .0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVELOPMENT Page CD-14 Office of J Retention No. Records Description Retention I Disposition Comments I Reference Record Image : Destroy A ct i ve Inactive Total Med i a !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Opti ons 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. HOL DS: Litigation, complain ts, claims, public reco r ds act requests audits and/or inve stiga tions suspend normal rete ntion periods ( Planning Proje c t Files - Approved & Denied Permane nt Entitleme nts I (I ncludes Associ ated CEQA Noticing, Conditions of Approval , Public Noticing , Environmental Comm . Determinations, Staff Reports, Develop I CD-048 Plans & Maps -whether 5 years p Planning withdrawn or expired or not) Exam ple s: Conditional Use Permi ts (CU Ps ), Design Review , Lot Line Adjustments , Parcel Maps , Planned Unit Developments (PUD), Site Plans , Tentative Subdivisions . Ten tat ive Tract Maps , Varian ces , Zone Changes, etc . TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Serv ices. In c.-all rights reserved Do not duplicate or distribu te without prior written permission fr om GGS (909) 337-3516 Mag , p Yes Mfr, 00, Ppr r etention resumes after settlement or completio n). Projects have a 2 year vesting (applicant must pull perm it within 2 years) -those applications i n which the applicant does not follow through with permit may be Yes : destroyed after the vesting s When period has expi red . Inactive Department maintams complete files for adm inistrative purposes; F inal environmental determin ations are requ i red to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Revisi o n A dopted : 4 /2/2019 --1 V er . 16.0 RECORDS RETENTION SC HEDULE : COMMUNITY DEVELOPMENT Pa ge CD-15 Office of Retention No. Record Reco r ds Desc ri p t ion Ret entio n I Disposition Com men t s I Refere nce Image: Destroy Pap er (OFR) A c tive In activ e Total Vi ta l ? Media !=Import after (i n office) (In Sto rage) Retentio n O ptions M=Mfr S=S c an Im aged & QC 'd ? If th e r ecord is not listed here refe r t o the Retention for City-Wide Standards Re tentions begin when the act is comp le ted, and im_Q/ya full file folder (e .q. last document+ 2 years), since destruction is norm ally performe d by file folder. HOLDS: Litigation complain ts, claims, p ublic records act re q uests, audits and/or investiqatio ns suspend normal re tention per io d s re ten tion resumes after settlement or completion). Pl an n ing Project Files - Appr o ve d & Unapp roved Tempo rary Entitlem e n ts: Chr istmas Tree Lots , Film Permits , Fireworks Permits, Com m . Tem po rary Barricades wi th Develop I CD-049 Artwork , Debris Boxes, Pumpkin 2 years 2 years Planni ng Lots , Temporary Signs , Unattended Collection Box Permit. Cart Containment and Retrieval Plan , etc. Includes Insurance Certificates, where required. When No When No Comm . Longer Longer Deve lop I CD-050 Preliminary Review File Required-Requ ired- Plann ing Min im u m 2 Minim um 2 ye ars years Comm . Project Log Index I Spreadsheet De ve lop I CD-051 I Binders of Historic Actions p p Planning Comm . Public Art Comm ittee (n ot Develop I CD-052 2 years 2 years Planning appointed by the City Council) TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rig hts reserved Do not dupli cate or distribute without prior written permission from GGS (909) 337-3516 Tempora ry uses; Department Yes : mai ntains com p lete fi les for During Mag , Ppr administ rative pu rposes ; Event GC§§34 090 Dep artm e nt preference ; Mag , Mfr. OD, S/1 Yes: After Prelimin ary Documents (no 1 year application submitted ); GC Ppr §34090 Mag, Yes : Afte r Dep artment Preference ; GC Yes Mfr. O D, S/1 1 year §34090 Pp r Mag , Ppr GC §34090 Revision Ad o pted : 4 /2/2019 Ver. 16.0 RECORDS R ET ENT ION S CHEDULE : COMM U NITY DEVELOPMENT P age CD-16 Office of Retenti on No . Record Re c ords Description Rete ntion I Dispos it ion Comm ents I Refer ence Image : Destroy Active Inac tiv e Total Media !=Im port Pape r (O FR} (in offi c e} (In Sto rage } Retention Vital ? Opt ions M=Mfr after S=S c an Im aged & 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 im{>ly a full file folder (e.q. last document+ 2 years), s ince destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act reguests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). When No When No Comm . Longer Longer Develop I CD -053 Special Studies Required -Required- Planning Minimu m 2 Mi n i mum 2 years years Comm . When No When No Deve lop I CD-054 State Board of Equalization Longer Longer Reports Plann ing Required Requ ired Zoning Amendments , Zoning City Clerk CD -055 Text Amendments p p Comm . Deve lop I CD-056 Z onin g Maps p p Plann ing 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 Mag, Yes : After Department Preference; GC Mfr, OD , s I I 1 year §34090 Ppr Department preference (Non- Mag , Ppr Records -California State Board of Equa lization is OFR }; GC §34090 et seq . Mag , Yes : After Department Preferen ce Yes Mfr. OD , s I I 1 year (copies); GC §34090 .7 Ppr Mag , Department Preference ; City Yes (all) Mfr. OD , s No Clerk Maintains originals of all Ppr documents that were presented to Council ; GC §34090 .7 Rev is ion A do pted : 4 /2/2 0 19 Ve r. 16.0 RECORDS RETENTION SCHED ULE : COMMUN ITY DEVE L OPMENT Page C D-17 Office of Retention No. Recor ds Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=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 t o the Retention for City-Wide Standards Retentions begin when the act is comp leted and imply a full file folder (e.g. last document + 2 years), since destruction is normally p erformed by file folder. HOLDS: Litigation, complaints, claims, public recor ds act req uests, audits and/or investigations suspend normal retention periods (re tention resumes after settlement or completion). PUBLIC SAFETY Comm . AB 939 Compliance I Solid Develop I CD-099 10 years 10 years Public Safety Waste Management Comm . Develop I CD-100 Backflow Reports 3 years 3 years Public Safety Comm . Develop I CD-057 Citat ion Database Indefinite Indefinite Public Safety Finance CD-058 Citation Payments 2 years 2 years Comm . Citations : Contested I Hearing Final Final Develop I CD-059 Commission or Hearing Officer I Decision+ 2 Decision+ Public Safety Adminis trative Review years 2 years Comm. Cita tions: Administrative, Develop I CD-060 2 years 2 years Public Safety Parking , (paper) Finance CD-061 Court Remittance I Payments 2 years 2 years TEMPL E C ITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Department preference ; GC Mag , Pp r §34090 17 CCR 7605(f); GC §34090 Department preference ; GC Yes Mag , Ppr §34090 Mag , Ppr Summaries are sent to Finance ; GC §34090 Mag , Ppr GC §34090 Mag , Ppr GC §34090 Mag , Ppr Summaries are sent to Finan ce; GC §34090 Re vision Ad o pt ed : 4 /2/2 0 19 V er. 16 .0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVELOPMENT Pag e C D -18 Office o f Retention No. Records Descri ption Reten tion I D i sposition Co mments I Reference Record Im age: Destroy Active Inactive T o tal M e dia !=Import Paper (OFR) (in office) (In Storage) Rete ntion Vital? Options M=Mfr after S=S can 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (re tention resumes after settlement or completion). Copies-Copies- County CD-062 Crime Reports Whe n No When No Sheriff Longer Longer Required Required Comm . E mergency Plans I Hazard Minimum 2 Minimum 2 Develop I CD-101 Pub lic Safety M itig ation Plans years yea rs Comm . Expira t ion + Exp iration + Develop I C D-102 FCC Lice nses Pub lic Safety 2 years 2 years Comm . Field Logs (In cludes m i nor Develop I C D-063 10 years 10 years Public Safety sid ewalk repa i r, o ther repa irs ) Comm. NPDES (National Pollution M inimum 3 Mini mum 3 Develop I C D-103 Discharge Elimination System) I Pub lic Safety Stonmwater Monitori ng years years Comm . NPD ES (Nati onal Pollution Superseded Superseded Deve lop I C D-104 Disch a rge E limination System) I + 3 years + 3 yea rs Public Safety Stonmwater Pe rmits Finance CD-064 Overnight Parking Paym e nts 2 years 2 years T E MPL E C ITY, CA . ©1995-2011 Gladwell Governmental Services, Inc.-all righ ts re served Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes (all) Mag, Ppr The Sheri ff is the lead agency ; GC §34090 et seq. Departme nt preference; GC Mag, Ppr §34090 Department p referen ce; GC Mag , Ppr §34090 Department Preference; GC Mag , Ppr §34090 Monitoring reco rds required for Mag , Ppr 3 yea rs ; 40 CFR §§122.21 , 122.41 ' 122.44 Monitori ng records required fo r Mag , Ppr 3 y ears; 40 CFR §§122.21 , 122.41 ' 122.44 Mag , Ppr Summaries are sent to Finance; GC §34090 Re v ision Ado pted : 4 /2/201 9 Ver. 16.0 RECORDS RETENTION SCHEDU LE: COMMUNITY DEVE LOPMEN T Page CD-19 Office of I Retention No. Records Description Retention I Disposition C o m m ents I Reference Record Image: Destroy Paper (OFR) Active Inactive Total Vita l? Med ia !=Import after (i n office) (In Storage) Retentio n Options M=Mfr Imag ed & S=Scan QC'd ? If the record is not listed here, refer to the Retention for City-Wide Standards Retention s begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally p erformed by file folder. HO LDS: Litigation, complain ts, claims, public records act requests audits and/or investigations suspend normal retention periods retention resume s after settlement or completionl Comm. Develop I CD-065 Overnight Parking Permits 2 years Publ ic Safety Pre-Trip Inspections I DOT Comm. Program I CHP Inspections I Develo p I CD-066 Vehicle Safety Checks I Daily 2 years Publ ic Safety Vehicle Inspections I Daily Equipment Checks Comm . Public Safety Commission Develop I CD-067 Agenda Pa cket s , Synopsis, 2 years Public Safety Agend as Comm . Publ ic Safety Commission Develo p I CD-068 A udio Recordings 2 yea rs Public Safety Copies- City Clerk CD-069 Public Safety Commission When No Minutes & Bylaw s Longer Requ ired Comm . Develop I CD-105 Sanitary Spills and Overflows 5 years Public Safety (SSOs) Quarterly Reports TEMPLE C ITY , CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or dis tribute without prior written permission from GGS (909) 337-3516 2 years 2 years 2 years 2 years Copies- W h en No Longer Required 5 years Department preference; GC Mag , Ppr §34090 Ppr 13 CCR 1234(e); GC §34090 Mag , Department Preferen ce - Yes (all) Mfr. OD , s Yes: After copies (the Staff Reports are Ppr 1 year filed in the Entitlement Folder); GC §34090.7 Tape Department preference ; State (M ag ) law only requires for 30 days; GC §54953 .5(b) Send originals to the City Clerk; Mag, Notes taken to facilitate the Yes Mfr. OD , s No writing of the minutes can be Ppr destroyed after minutes have been adopted; GC §34090 et seq. Required for a minimum of 5 Mag , Ppr years ; 40 CFR 122.410)(2); SWRCB Order 2006-03; 40 CFR 122.41 0)(2); GC §34090 Revision A dopted : 4/2/201 9 Ver. 16 .0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVE LOPMENT Page CD-20 Office of Retention No.I Records Description Retention I Disposition Comments I Reference Record 1 I Destroy mage : (OFR ) Active Inactive Total V ital? Med ia l=lmport Paper (in office) {In Storage) Retention Opti ons 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. HOLDS: Litiga tion, complain ts, claims, public records act requests, audits and/or investiga tions suspend normal retention periods (retention resumes after settlement or completion). Comm . Develop I CD-106 Sewer System Management 5 years 5 years Plans (SSMP) and Aud its Public Safety I Comm . SWI TRS-Statewide Integrated When No When No Develop I CD-070 Longer Longer Public Safety Traffic Records System Required Required When No When No Sheriff CD-071 Traffic Accident Reports Longer Longer Required Required Comm . Minimum 2 Minimum 2 Develop I CD-072 Traffic Complaints Public Safety years years Comm . Develop I CD-073 Traffic Speed Surveys 10 years 10 years Public Safety Comm . Traffic Studies I Traffic Counts I Minimum 2 Minimum 2 Develop I CD-074 Public Safety Traffic Calming Requests I years years TEMPLE CITY , CA . ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without prior written permission from G GS (909) 337-3516 Department preference; plans must be updated every 5 yea rs. Mag , Ppr audits are required every 2 years ; SWRCB O rder 2006-03; 40 CFR 122.41 U)(2); GC §34090 I Mag Pp r Non-Records (Sheriff) Not ci ty records ; GC §34090 et Mag , Ppr seq . Department preference ; GC Mag , Ppr §34090 Mag , Department preference Mfr. OD, s Yes : Afte r (required every 5 years , but QC&OD can be extended to 7 or 10 Ppr years ); GC §34090 Mag , Yes : After Department pre ference; GC Mfr . OD, s Ppr 10 years §34090 Re visio n Ad opted : 4 /2/201 9 Ver. 16 .0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVELOPMENT P age CD-2 1 Office of Rete nti on No.I Records Description Retention I Disposition Comments I Reference Record I I Image : Destroy Paper (OFR ) Active Inactiv e Total Vital? Me dia l=lmport after (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.o. last document+ 2 years), since destruction is normallvp_erformed by file fo lder. HOLDS: Litigation, complain ts, claims, public records act requests, audits and/or investigations suspend normal retention periods cretention resumes after settlement or completion)" Comm . Transportation Permits I Wide Develop I CD-075 Load Permi ts (when issued by 2 years 2 years Public Safety the City) Comm . Vehicl e I Equipment History Files Disposal of Disposal of Develop I CD-076 Vehicle or Vehicle or Public Safety Maintenance , CHP tickets , Smog Equipment+ Equ ipment + Certificates , Registrations 2 years 2 years PUBLIC SAFETY I ANIMAL CONTROL Comm . Develop . /Spec. Ops I CD-077 Administrative Citations 2 years 2 years Animal Shelter Comm . Develop . Indefinite Indefinite /Spec. Ops I CD-078 Animal Reg istration Database (Minimum 3 (Minimum 3 Animal I years) years ) Shelter 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 Mag , Ppr GC §34090 I Department Preference ; If a motor carrier, required for 18 months after veh icle is so ld; Mag , Ppr CHP requires life of vehicle; OSHA requ ires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21 (b)(1 ); 49 CFR 396.3(c); CCP §337 et. Seq ., GC §34090 Ppr GC §34090 et seq . I Department preference ; Data is Mag interrelated ; GC §§12946, I 34090 Rev ision Ad o pted : 4 /2/20 19 Ver. 16.0 RECORDS RETENTION SCHEDU LE : C O MM U N ITY DEVELOPMENT Page CD-22 Office of I Retention No. Records Descripti on Retenti on I Di sposit ion Comments I R ef e rence Record Image: Destroy A c t iv e Inactive Total Medi a l=lmpo rt Paper (OFR ) (in offi ce) (In Storage) Retentio n Vita l ? Options M=M f r after Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beJ;Jin when the act is completed, and imply a full file folder (e.g . last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complaints, cla ims, fJ Ublic records act requests, audits and/or investigations SUS[Jend normal re te ntion [J_eriods Comm . Develop . When No /Spec. Ops I CD-079 Animal Registration Report Longer Animal Requ ired Shelter Comm . Deve lo p. /Spec. Ops I CD-080 Animal Trap Agreements 3 years An imal Shelter Comm Develop . Bite Reports I Rabies Control /S pec. Ops I CD-081 Records 3 years Animal Shelter Comm . Develop. Compla ints I Service Requests -/Spec. Ops I CD-082 Regard ing Animals 3 years Animal Shelter Comm . Develop. /Spec. Ops I CD-083 Impound Records I 3 years Animal I '"Relinquishments" I Shelter I TEMP LE CITY, CA. ©1995-2011 Gladwell Governmental Services . Inc.-all righ ts reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 When No Longer Mag , Ppr Requ ired 3 years Ppr 3 years Yes Mag , Ppr 3 years Pp r 3 years Mag , Ppr I retention resumes after settlement or completion). Considered transi tory I prelimin ary draft (the database is the origi na l); GC §34090, GC §6252 Department Preference; GC §34090 et seq . Department Pre ference ; GC §34090 et seq . Department Preference; GC §34090 et seq . 3 years is required ; FA §32003(e), PC §597 .1(d); CCP 1 §§336(a ), 337 et. seq., GC §34090 Revis ion Adopt e d : 4/2/2019 Ver. 16 .0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVELOPMENT Page CD-23 Office of j Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Med i a !=Import Paper (OFR) (in office) (In Storage) Retention Vi tal? Options M=Mfr after S=S can 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. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or inves tigations suspend normal retention periods Comm . Develop . Investigations I Problem Files Resolution + Resolution + /Spec. Ops I CD-084 {barking , loose dogs, dangerous Animal dog reports , etc.) 4 years Shelter Comm . Develop . Notices to Comply, Warning /Spec. Ops I CD-085 Letters I Notices (Off leash , etc.) 3 years Animal Shelter I Comm . Develop. When No /Spec. Ops I CD-086 Officer's Daily Log Longer An imal Required Shelt er Finance CD-087 Payments I Receipts for 2 years Payment (Animal Licenses , etc.) Comm . Develop. /Spec. Ops I CD-088 Rabies Vaccination Clinics 3 years Animal Shelter I I 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 4 years 3 years When No Longer Required 2 years 3 years Mag , Ppr Mag , Ppr Mag , Ppr Mag , Ppr Yes Mag retention resumes after settlement or completion). Department Preference ; GC §34090 et seq . Department preference ; GC §34090 Considered transitory I preliminary d rafts. GC §34090, GC §6252 Summaries are sent to Finance; GC §34090 3 years is required for animal treatment records; FA §32003(e), PC §597 .1(d); CCP §§336 (a), 337 et. seq ., GC §34090 Revis io n Adopted : 4/2/20 19 Ver. 16.0 R ECORDS R ET EN T ION SCHEDULE : COMMU NI TY DEVELOPMENT Page CD-24 Office of I Retention No . Records Description Retention I Disposi tion Comments I Reference Recor d Image : Destroy Active Inactive Total Me d ia l=lmport Paper (OFR) (in office) (In Storage) Retention V ital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, re fe r to the Retention for City-Wide Standards Retentions beain when the act is completed, and im ply a full file fo lder (e.a. last document+ 2 years), since destruction is normally performed by file fo lder. HOLDS: Litiga tion, complaints claims, JJUblic records act re_guests , audits and/or investiaations suspend normal retention periods ([etention resume s after settlement or completion)_, REDEVELOPMENT I SUCCESSOR AGENCY Comm . Project Files: Includes Develop I Environmental Assessments, Proje ct Redev I CRA CD-093 Planning Documents, Phases. Completion p I Successor Condemnations I Property Ag ency Acquisitions, etc. Comm. Develop./ Real Estate Appraisal Reports : Redev I CRA CD-094 Property N OT purchased 2 years I Successor Agency Comm . Develop./ Redev I C RA CD-095 Real Estate Appraisal Reports: 2 years 3 years I Successor Purchased Property Agency Comm I Develop./ Settle+ 1 Settle+ 4 Redev I CRA CD-096 Relocation Files I Successor I year years Agency T EMPLE C ITY, CA . ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior wri tten permission from GGS (909) 337-3516 Yes : p Before Completion 2 years Yes : 5 years Before Purchase Settle+ 5 Yes : Unti l years Settlement I I Mag , Yes: After Department Preference; GC Mfr. OD , s Inactive §34090 Ppr I I Not accessible to the public; Mag , Ppr Statewide Guidelines show 2 years ; GC §§34090, 6254(h) N ot accessible to the pu blic unti l purchase has been Mag, completed ; Auditing standards Mfr, OD, s Yes: After are 7 years after audit; time is Ppr Inactive su fficient to establish tax increment; Statewide Gu ideli nes show 2 years ; GC §§34090, 6254(h) Mag , Yes : After Consistent with C laims; CCP Mfr, OD, s §§ 337 et seq.; GC §§ 94 5 , Ppr I Inactive 34090, 34090 .6 ; PC §832.5 Revision Adopted : 4 /2/2 019 Ver. 9.0 RECORDS RETENTION SC HED ULE : FI NANCE Page FIN -1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media !=I mport 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 Re tentions begin when the act is compjeted and imply a full file folder Je.g . last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation complaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). FINANCE I ADMI NISTRATION Audit Reports I CAFR - Finance I FN-001 Compreh ens ive Annual Financial p p Mag , Mfr, Admin Reports and related Audit 00, Pp r Op inions Finance I Admin . FN-040 Audit Work Papers 2 years 3 years 5 years Mag , Ppr Finance I Yes : IMa Mfr FN-002 Budgets -Adopted I Final p p Current g, · Admin . . 00 P r F1sca l Year ' P Human Resources Final Final Yes : Until Mag , Mfr. I Risk FN -039 Claims I Litigation 5 years Resolution + Ma nag. Resolution 5 years Resolution 00, Ppr & Finance Finance I Budgets -Preliminary , Backup Yes : FN-003 2 years 2 years Current Mag , Ppr Admin . Documents Fiscal Year Cash Bonds I Refundable Project Project Finance I FN-004 1 Deposits I Refu nds (for 1 Finalled + 3 Finalled + 3 Mag , Mfr, Admin . 00, Ppr Developer Projects ) years years TEMPLE CI TY, CA ©1995-2011 Gladwell Governmental Services , Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission S /1 Yes: After 1 Department Preference (copies ); year GC §34090.7 Department Preference (meets municipal government auditing standards ); GC §34090 Yes : After 1 Department Preference; Must be S /1 fi led with County Auditor; GC year §34090.7 , 40802 , 53901 Department preference ; Claim must be filed with in 1 year, lawsuit within 2 years ; complaints against peace Yes : Afte r officers within 5 years ; Statute of s Limitations for contracts is 4 Settled years ; wrongful death for construction is completion + 5 years ; CCP §§ 337 et seq .; GC §§ 911 .2 , 34090 , 34090 .6 ; PC §832 .5(b) Department Preference; GC §34090 Securities (Performance Bonds , s No Letters of Credit , CO's , etc.) are usually released after completion ; GC §34090 Revision A dopted : 4 /2/20 19 Ver. 9.0 RECORDS RETENTION SCHEDULE : FINANCE Pag e FIN-2 Office of Retention No . Records Description I Retenti on I D isposition Comments I Reference Record Image : Destroy (OFR) I Active Inactive Total Vital ? Media !=Import Paper after (in office) (In Storage) Ret e ntion Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions beain when the act is completed and imp l y a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litigation com12laints claims f)_Ub/ic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or completion). Finance I Lease Lease FN-005 Property Management Expiration + Expiration + Adm in. 2 years 2 vears Finance I Single Audits I Transportation FN-006 5 years 5 years Admin . Audits I PERS Audit, et. FINANCE I ACCOUNTS RECEIVABLE Accounts Receivable I Revenue -I Transient Occupancy Tax (TOT), Finance I Business Licenses , Fa lse Accounts FN-00 7 Alarms , Franchise Income, 2 years 3 years 5 years Rece ivable Parking Citations , Damage to Publ ic 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 than physically taking the checks Instructions Ins tructions Receivable to the bank to deposit them .) Daily Cash Reports I Daily Finance I Envelopes I Cash Receipts I Accounts FN-008 Receipt Journals I Petty Cash I 2 years 3 years 5 years Yes : Until Receivable Revenue Daily Receipt Books, Pa id etc. Finance I 'Miscellaneous Billing (Damage to Close+ 2 Close+ 5 Accounts FN -009 3 years Receivable City Property, etc. years years TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services . Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Department Preference ; GC Mag , Pp r §34090 Mag , Mfr. Yes : After 1 Departmen t Preference (meets s I I municipal government auditing OD , Ppr year standards); GC ~34090 I Meets auditing standards; GC Mag , Ppr §34090 et seq . Th ese a re bank instruments, Mag , Ppr and no t City records ; per bank agreement. Department Preference; (meets municipa l government auditing Mag , Ppr standards); Statewide guidelines pro pose audit + 4 years ; Published articles show 3 -7 years ; GC §34090 Department preference ; Meets Mag , Ppr auditing standards ; GC §34090 et seq . Revi sio n Adopt e d : 4 /2/20 19 Ver. 9 .0 RECORDS RE T ENTION SCHEDULE : F INANCE Page FI N-3 Office of Retention No. Records Description Retent io n I D isposit ion Co mment s I Ref er en c e Re cord Im age: D estroy (OFR ) A ctive Inactive Total Vital ? Media l=lm port Paper after (in office) (In Storage) Retention O ptions M=Mfr Imaged & S=S ca n 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.a. last document + 2 vears), since destruction is normally performed bv file folder. HO LDS: Litigation complaints claims public records act requests audits and/or investigations suspend normal retention periods (retention re sumes after settlement or completion). Finance I Revenue : Posting Logs I Accounts FN-010 5 years 5 years Re ceivable Spreadsheets FINANCE I GENERAL AC COUNTING Finance I General FN-011 1099's, 1096's I W -9s 7 years 7 years Accounting Accounts Payab le I Invoices and Backup I Expend itures Fin ance I General FN-012 (Includes Invoices, Travel 2 years 3 years 5 years Yes : Until Paid Accounting Expense Reimbursements , Warrant Req uest, copies of warrants , etc .) Bank Statements, Trustee Statements , Investment Finance I Statem ents , Fiscal Agent General FN-013 Statements , Outstanding Check 2 years 3 years 5 years Lists , Daily Cash Summaries, Accounting Bank Deposits , Bank Transmittal Advice , Cashier's Reports ; Bank Reconciliations , etc. TEMPL E CITY, CA ©1995-2011 Gladwell G overnmental Services , Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permis si on Transitory records not retained in the ordinary course of bus iness Financial system Mag , Ppr qualifies as a trusted system and can re-create rep orts accurately ; statewide guidelines propose 2 vears · GC &34090 Department Preference; IRS : 4 years after tax is due or paid (lo nger for auditing & contracto r Mag , Ppr delinquency); Ca. FTB : 3 years ; IRS Reg §31 .6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Department Preference (meets munici pal government auditing Mag , Mfr, S I I Yes : After 1 standards); Statewide guidelines OD , Ppr year propose audit + 4 years ; Published articles show 3 -7 years ; GC §34090 Department Preference; Mag , Ppr Published articles show 3 -4 years ; GC §34090 , 26 CFR 31 .6001-1 Revision Adopted : 4/2/2019 Ver. 9.0 RECORDS RETENTION SC HEDU L E: F INANCE Page FIN-4 Office of Retention No. Recor ds Description Retention I Dispos ition Comments I Reference Record Image: Destroy (OFR ) Active Inactive Total Vital ? Med ia l=lmport Paper after (i n 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 f_e._g_. last document + 2 yearsl since destruction is normal/yperformed by file folder. HOLDS: Litiqation complaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Finance I Bond Official Statements I Fully General FN-014 Certificates of Participations Fully 10 years Defeased + Yes : Until Accounting (CO Ps ) See Bank Statements for Defeased 10 years Maturity statement retention . Finance I Checks I Warrant Register General FN-015 2 years 3 years 5 years Accountin g Report I Expenditure Reports Finance I General FN-016 Checks I Warrants (Cashed ) 2 years 3 years 5 years Accounting Finance I Close+ 5 Close+ 5 General FN-016 Developer T rust Accounts Accounting years years Finance I Escheat (U ncla imed money I General FN-017 uncashed checks) 3 years 3 years Accounting Finance I General FN-018 Financial Services Dat abase Indefinite Indefini te Yes Accounting T EMP LE CI TY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribut e without prior written permission Department Pre ference; Statu te of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years ; Bonds Mag , Ppr issued by local governments are 10 years ; The re are specific requirements for disposal of unused bonds ; CCP §§336 et seq . 337 .5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Mag , Mfr, Yes : After Department Preference ; GC s OD , Ppr QC §34090 Departme nt Preference ; meets Mag , Mfr. s Yes : After municipal government auditing OD , Ppr QC standards; GC §34090 , CCP § 337 Mag , Mfr. Yes : After 1 Department Preference (meets S/1 municipal government auditing OD , Ppr year standards); GC §34090 Depa rtment preference ; All tang ible property held by government agencies escheats Mag , Ppr after 3 years ; Statute of Limitation s is 1 year for seized property ; CCP §§340(d), GC §34090 Data Fields I Records are Mag interrelated; GC §34090 Revision Adopted : 4 /2/2 019 ~--------1 Ver. 9 .0 RECORDS RETENTION SCHEDULE : FINANCE Page FIN -5 Offi ce of Rete nt i on N o . Records Descri ption Reten tion I Disposition Com ments I Reference Record Image : Destr oy (OFR) Active Inactive T otal Vital? Me d i a l=lmport Paper after (in office) (In Storage ) Retention Option s M=Mfr Imaged & S=Scan QC 'd? If the re co rd is not listed here refer to the Retention for City-Wide Standards Retentions begin when th e act is compjeted and imf)ly a full file folder (e .a. last document+ 2 years). since destruction is normally performed by file folder. HOLDS: Litiaation complaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Finance I General FN-019 Fi xe d Assets -Annual Listing 5 years p p A ccou nting (Source Documents) Finance I General Ledg er: Final year-end Genera l FN-020 AND Chart of Accounts I 5 years p p A ccounti ng Organization Structure (Pri or to Pentamation Conversion ) Finance I Investments I Arbitrage I Bonds General FN-021 (Receipts I Ad visor Rep o rt s I 5 years 5 years Yes: Until Trade Tickets I LA IF (Local Paid Accounting Agency Investment Fund)) Fin ance I General FN-022 Journal En tries I Journal 2 years 8 years 10 years Accounting Vouchers I Bud get Adjustments When No When No Finance I Financial Report -2000 Longer Longer General FN -023 Conversion (last report prior to Required-Requ ired- Accou nti ng changing to Pentamat ion ) Minimum Min imum 20 ye a rs 20 years TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all ri ghts reserved Do not duplicate or distribute without prior written permission Department preference ; Includes Mag , Mfr, S/1 Yes : After permanent assets (for OD , Ppr QC compliance with GASB 34); GC §34090 Mag , Mfr, S/1 Yes: After Department preference; GC OD , Ppr QC §34090 Department Preference; Meets auditing standards ; Published articles show d is pos a l + 7 years Ma g , Ppr for security broke rage slips ; statewide guidelines p ro pose permanent; FTC Reg 's rely on "self-enforcement"; GC§§ 34090, 43900 Departme nt Preference; meets municipal government auditing Mag, Mfr, S/1 Yes : A fter standards; Statute o f Limitations OD , Ppr QC is 4 years; statewide guidelines propose Audit + 5 years ; GC §34090, CCP § 337 Transitory re cords not retained in the ordinary cours e of business Finan cial system Mag , Ppr qualifies as a trusted system and can re-create reports accurately; statewide guidelines propose 2 years; GC §34090 Rev ision Ad o pted : 4 /2/201 9 I Ver. 9.0 RECORDS RE T ENTION SCHEDULE : FINANCE Page FI N-6 Office of Retention No. Records Descri ption Rete nt ion I Disposition Comment s I Reference Record Im age : Destroy (OFR ) Active Inac tive Total Vital? Media !=Im p ort Paper after (in office) (In Storage) Retention Options M=Mf r Imaged & S=S ca n 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 _ie.g. last document + 2 vears), since destruction is normally performed bv file folder. HO LDS: Litigation complaints claims public records act requests audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Financial Reports , Reconciliations, Registers , Transact io n H istories, Balance Finance I Sheets , etc. (MO NT HLY OR When No When No General FN-024 Longer Longer Accounting PER IO DIC ) Required Required Does NOT include pre- Pentamation Financial Reports Reports : Annual State or Federal : State Controller's Report, Street Report, Local Government Compensation Report, Property Management Finance I Plan , Obligation Payment Genera l FN-025 Schedules , Due Diligence 5 years 5 years Accounting Reviews , Gas Tax, MOE (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 I Treasurer's Genera l FN-026 Receipts /Investment Poli cies 2 years 8 years 10 years Quarterly Budget Reports (to Accounting Council-Copies) FINANCE I PAYROLL T EMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Department pre ference ; Preliminary drafts I Transitory records not retained in the ordinary course of business Mag , Ppr Fina ncial system qualifies as a trusted system and can re- create reports accurately ; statewide guidelines propose 2 years; GC §34090 Mag , Ppr Department Preference; Meets auditing standards ; GC §34090 Department Preference ; meets Mag , Mfr, S /1 Yes : After mun ici pal government auditing OD, Pp r QC standards ; GC §34090 , CCP § 337 Revisio n A dopted : 4 /2/20 19 Ver. 9 .0 RECORDS RE T ENTION SCHEDULE : F INANCE Page FIN-7 Office of Retention No. Re c o rds Desc ription R ete ntion I Disp osition Comm e n ts I Ref eren ce Re c o r d Image: Destroy (O FR) Active Inactive Total Vital? Media !=Im p ort Pa p er after (in o ffice) (In Storage) Re t e n tion Options M=Mfr Imaged & S=Scan QC 'd? If the record is not listed here refer to the Retention for City-Wide Standards Re tentions beqin when the act is completed and imply a full file folder (e .q . last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation complaints claims. oublic records act reauests audits and/or investiaations suspe nd normal retention perio ds (retention resumes after settlem ent or comple tion). Finance I FN-027 Bank Statements -Payro ll Only 2 years 3 years 5 years Payroll Fina nce I FN -028 CaiPERS Reports 2 years 3 years 5 years Payroll Finance I FN-029 Checks I Wa rrant Register 2 years 3 yea rs 5 years Pay roll Report -Payroll Only Finance I FN-030 Checks I Warrants -Cancelled -2 years 3 yea rs 5 years Pa yroll Payroll Only DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Finan ce I Forms (Employee Benefit Plans), Payroll FN-031 PERS I FICA & Medicare 2 years 3 yea rs 5 years Adjustm ents -Quarterly Payro ll Tax Returns I OASD I, Federal Tax Deposits , Adjustments, etc. F inance I FN-032 Deferred Compensation (City 2 years 3 years 5 years Payroll Statements) TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services , Inc. (909) 337-3516 -all rights reserved Do not duplicate or distribute without prior written permission Mag , Ppr Mag , Mfr. OD , Ppr Mag , Mfr, OD , Ppr Mag , Ppr Mag , Ppr Mag , Ppr Department Prefe ren ce; Published articles show 3 -4 years ; GC §34090, 26 CFR 31 .6001-1 s Yes : After 2 Department Preference ; GC years §34090 s Yes : After Department Preference ; GC QC §34090 De p artme nt Preference; Publ ished articles show 3 - 4 years ; GC §34090, 26 CFR 31 .6001 -1 Department Preference; IRS : 4 yrs after tax is due or paid ; Ca . FTB : 3 years ; Articles show 7 years ; IRS Reg §31 .6001- 1(e )(2), R&T §19530; 29C FR 516.5-516.6 , 29USC 436, GC §34090 Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines ; published articles for bank statements show 4 -7 years ; GC §304090, 26 CFR 31.6001 .1 Revi s ion Adopted: 4/2/2019 Ver. 9.0 RECORDS RE T ENT ION S C HEDULE : FINANCE Page FIN -8 Office of Retention No.I Records Description Retention I D is position Comments I Reference Record Image : Destroy (OFR ) Active Inactive Total Vital? Media l=lmport Pape r 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 CiJy-Wide Standards Retentions begin when the act is comple ted and imply a full file folder {e .q . last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litiaation complain ts claims public records act reauests audits and/or investiJ:;ations suspend normal retention periods {retention resumes after settlement or completion). Payroll Reports (includes Leave Finance I FN-033 Registers , time Transaction 2 years 3 years 5 years Payroll Reports , etc.) Finance I FN-034 PERS Statements (Books) 2 years 3 years 5 years Payroll Finance I Time Sheets I Time Cards I FN-035 Overtime Sheet s I Overtime 2 years 3 years 5 years Pay roll Cards Finance I FN-036 W-2's 2 years p p Payroll I T EMP LE C ITY, CA ©1995-2011 Gladwell Governmental Services , Inc. (909) 337-3516 -all rights reserved Do no t duplica te or distribute without prior written perm ission Mag, Mfr, s II OD, Ppr Mag , Mfr, s OD , Ppr Mag , Mfr. s O D , Ppr Mag , Ppr De partme nt prefere nce; PER S Buy-backs are reconstructed through Human Resources; Transitory records not re tained Yes : After in the ordinary course of QC business Financial system qualifies as a trusted system and can re -create reports accurately; statewide guidel ine s propose 2 years; GC §3 4090 Yes : After Department Preference ; GC QC §34090 Department preference; Meets auditing standards (aud it + 4 years); IRS requires 4 years ; Ca . Yes : After 2 requires 2 yr min.; FTB keeps 3 years ; Published articles sh ow 4 years 10 years ; IRS Reg §31 .6001 - 1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090 Department Preference t o facilitate PERS buy-backs; IRS : 4 yrs after tax is due or paid ; Ca. FTB : 3 years ; Articles show 7 years ; IRS Reg §31 .6001 - 1(e)(2), R&T §19530; 29CFR 516.5-516 .6 , 29USC 436, GC §34090 Revi sio n Adopted: 4 /2/2019 ---l Ver. 9.0 RECORDS RE T ENTION SCHEDULE : FI NANCE Page FIN -9 Office of Retention No. Records Description Re t e ntion I Disposit ion Co m ments I Ref erence Rec ord Image: Destroy (OFR) A ctive Inactive Total Vital? Me d ia l=lmport Paper after (in office) (In Storage) Re t ention Options M=Mfr Imaged & S=S can QC 'd? If the record is not listed here refer to the Retention for City-Wide Standards Ret entions beg in when the act is completed and imply a full file folder~.SJ . last document + 2 vears). since destruction is normallv performed bv file folder. HOLDS: Litiaation complaints claims public records act requests audits and/or investiaations s us p end normal retention periods (ret ention resumes after settlement or completion). Finance I No Longer in No Longer in Payroll FN-036 W-4's I W4-A , DE-4 Effect+ 4 Effect+ 4 years years TEMPLE C ITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission RS Reg ul at ion 31-600 1-1 fou r yea rs after the due date of such tax for the return period to which Mag , Ppr the records relate , or the date such tax is paid , whichever is the later. GC §34090 ; 26 CFR 31 .6001-1 Revision Adopted: 4 /2/201 9 I I Ver. 9.0 RECORDS RE T ENTION SCHEDULE: F INANCE Page FIN -10 Offi ce of Retention No. Rec o rds Descri ption Ret ent ion I Disposition Co mments I Refe r ence Record Image: Destroy (OFR) A ctive Inactive Total Vital ? Med ia !=I mport Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the re cord is not listed here r ef er to the Retention for City-Wide Standards Retentions beain when the act is co moleted and imolv a full file folder (e .a. last document+ 2 vears ). since des truction is normallv oerformed by file folder. HOLDS: Litigation comolain ts claims public re cords act requests audits and/or investiga tions susoend normal retention oeriods (r etention resumes after settlement or comoletion). FINANCE I PURCHASING Finan ce I FN-03 7 Purchase Orders I Requisitions I 2 years 3 years 5 years Yes : Before Pu rchas ing Successful Bids Completion Purchasing - Bidder I Vend o r When No When No Finan ce I FN-038 Registration Form s (Compa ni es Lon ger Longer Purchasi ng that want to re ceive RFPs I Required Required RFQs) TEMPLE C ITY, CA ©1995-2011 Gladwell Governmental Services , Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Department Preference (Profess io na l Services always have a contract , therefore Errors & Omissions are not applicable); Statewide gu idel ines propose completion + 5 years for non- capital improvement con tracts & Mag , Ppr completion + 4 years for tra nsportat ion and conce ssionaire agreem ents. Statute of Lim itations is 4 yea rs ; 10 years fo r Errors & Omissions; CCP §§337 . 337 .1(a), 337 .15, 343; GC §34090 Mag , Ppr Prelim inary drafts; GC §34090 et seq . Re visio n Adopte d : 4 /2/201 9 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Pag e H R-1 Office of Retention No . Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Ina ctive Total Vital? Media l=lmport Pa p e r afte r (in office) (In Sto rage) Retention Options M=Mfr Imaged & S=Scan QC'd? If th e record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder (e .g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litiqa tion complain ts claims public records act requests audits and/or investiqations suspend normal retention periods (retention resume s after settlement or co mpletion). HUMAN RESOURCES 1095-C , 1094-C (Employer- Human HR-01 9 Provided Health Insurance Offer 5 years 5 years Res ources and Coverage & Transmittal Form) Plan Plan H uman Benefit Plans -Dental, Medical, Resources HR-018 e tc . Term ination Termination + 2 years + 2 years CaiPERS Benefit Information When No When No Human HR-001 Longer Longe r Resources (annual employee lis t ing , circular letters , etc.) Requ ired Required Human Su persede d Superseded Resources HR-002 Classification Specificatio ns + 3 years + 3 years TEMPLE CITY, CA ©1995-2011 Gladwell G overnmental Se rvices , Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute wit hout prior written permissi on Department Preference; Instructions state "Generall:i, keeQ coQies of informatiQn r~turns you filed with th~ IRS Qr Ma g , Ppr have the ability to reconstruct the data for at least 3 :iears, from the due date of the returns" IRS: 4 ¥eaFs afteF ta* is a1:1e eF paia ; e GFR 31 .6001 1 (e )(2 ); GC §34090 Department Preference; State Law requires 2 years after Mag , Ppr action ; 29 CFR 1627.3 (b)(2 ); 29 USC 1027; GC §§12946, 34090 Mag, Ppr Pre lim inary Drafts; GC §34090 Department preference ; EEOC /FLSAIADEA (Age) requ ires 3 yea rs for promotion , Mag , Mfr, Yes : After 1 demotion, transfer, selection , or OD , Ppr s /I discharge; State Law requi res 2 -year 3 years ; retirement benefits is 6 yea rs from last action ; 29 CFR 1602.31 & 1627.3(b )(i i), GC §§12946,3 4090 Revisio n Ad o pted : 4 /2/20 19 Ver. 10.0 RECORDS RETENTION SCHEDU LE : HUMAN RESOURCES P age HR-2 Office of I Rete ntion No. Records Description Retenti on I Disposit i on Comments I Refe rence Record Image: Destroy (O FR) Active Inactive Total Vital? Me d ia !=Import Pape r after (in office) (In Storage) Rete ntion Options M=Mfr Imaged & S=S can QC'd? If the re cord is not listed here refer to the Retention for City-Wide Standards Retentions beain when the act is comple ted and imply a full file folder (e.q. last document + 2 years), since destruction is norma lly performed by file fo lder. HOLDS: Litigation complaints claims QUblic records act reauests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-003 Compensation Surveys & Studies 2 years 2 years Departme nt of Fa i r Employment Final Fi nal Human Resources HR-004 & Housing (DFEH or EEOC ) Di sposition Disposit ion Cla ims + 3 years + 3 years H uman HR-005 Grievances and Informal p p Yes : Before Resources Compla in ts (all) Disposition Human HR-006 l-9s Se parati on + Separation + Resources 3 y ears 3 years TEMPLE CITY, CA ©1995-2011 Gladwell Governm ental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute wi thout prior written pe rmis sion Bureau of National Affairs recommends 2 years for all supplementary Personnel Mag , Ppr records; Wage rate tables are 1 or 2 yea rs ; State requ ires 2 years; 29 CFR 516.6(2 ), 29 CFR 1602.14, GC §§1294 6 , 3409 0 A ll State and Federal laws require retenti on until final disposition of formal complaint; Mag, Ppr State requires 2 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 34090 Department preference ; All State and Federal laws requ ire retenti on unti l final disposition of Mag, P pr formal complaint; State req u ires 2 years after action is taken ; 29 CFR 1602.31 & 1627.3(b )(1 ); GC §§12946, 12960, 340 90; L C 11 74 Req ui red for 1 year from term ination or 3 years from h i ring , whicheve r is later; EEOC I FLSA I ADEA (Age) requires 3 Mag, P pr years for "any other forms of e m plo yment inquiry''; State Law requires 2 -3 years; 29 CFR 16 27.3 (b)(1), GC §§12946, 34090; INA 27 4A(b )(3 ); INS Rule 274a.1(b)(2) Revisio n Adopted: 4/2/2019 Ver. 10 .0 RECORDS RETE NTION SCH EDULE : HUMAN R ESOURCES Page HR-3 Office of Retention No . Reco r ds Description Retention I D isposition Comm en ts I Ref eren ce Recor d Im a g e: Destroy (OF R) Active Inactive Total V ita l ? Media !=Im p ort Pap er after (in office) (In Storage) Retent i o n Options M=Mfr Imaged & S=S can Q C'd ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions beain when the act is completed and imPiv a full file folder (e .a. last document+ 2yiJars), since destruction is normallv performed bv file folder. HOLDS: Litiaation complaints claims public records act requests audits and/or investigations suspend normal retention Periods (retention resumes after settlement or comPletion). Human Separation + Separation + Resources HR-007 Personnel Files -Employees 1 year 29 years 30 years Wh ichever Whichever is Longer: is Longer: Separation + 29 years, or 30 years , or H uman Personnel Files-Medical File (all Separation + Termination Termi nation Yes : Un til Resources HR-008 employees ) Includes Drug 1 year of Benefits+ of Benefits+ Separation Testing Results 5 years , or 5 years, or Death of Employee+ Death of Employee+ 5 years 5 years Human Resources HR-020 Recruitment Database (NeoGov ) 5 years 5 years TEMPLE C ITY , CA ©1995-2011 Gladwell G overnmental Services , Inc. (909) 337-3516-all rights reserved Do not dupl icate or distribute without pri or written permissi on Department Preference ; statute of limitations for retirement benefits is 6 years from last action ; EEOCI FLSA/ADEA (Age) Mag, Mfr, Yes : After requires 3 years for promotion , OD , Ppr s Separation + demotion, transfer, select ion , or 1 year discharge; State Law requires 2- 3 years ; 29 CFR 1602.14, 1602.31 & 1627.3(b)(ii ), GC §§12946 ,60201 ;~C§3105 ; LC §1198.5 Department preference ; Files mainta ined separately; Claims can be made for 30 years for toxic substance exposure ; 8 CCR 5144, 8 CCR 15400.2 ; 8 Mag , Mfr, Yes : After CC R §3204(d)(1) et seq., 29 OD , Ppr s Separation + CF R 1910.1 020(d)(1 )(i ), GC 1 year §§12946, 34090; 29 CFR 1627.3(b)(1)(v), GC §§12946, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 ; LC §1198 .5 Department preference ; Per NeoGov Policy; 29 CFR Mag 1627 .3(b)(1), 29 C FR 1602.14 et seq.2 CC R 11013(c); GC §§12946, 34090 Re vis ion Ado pted : 4 /2/201 9 Ver. 10.0 RECORDS RE T ENTION SCHEDU L E : HUMAN RESOURCES Page HR-4 O ffice of Retention No. Record s Descr ipti on Ret ention I Dispos iti on Com ments I Refer ence Record Image : Destr oy (O FR) Activ e Inactive Total V ital? Med ia !=I mport Paper after (in office) (In St orage) Retentio n Optio ns M=Mfr Imaged & S=Scan Q 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 . a. last document+ 2 years), since destruction is normally performed by file folder. HOLDS: Litiqation complaints claims public records act requests audits and/or investiqations suspend normal retention periods (retention resumes after settlemen t or completion). Recruitment and Testi ng File (Includes Advertisements, Applications (Unsuccessful), Job Brochures , Interview Notes, Tes t Hu man HR-009 Data , Testing Analysis & 3 years 3 years Reso urces stati st ica l Metric, Job Analysis , Rating Sheets , Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, El igible Lists , etc.) When No When No Human Studies & Surveys Conducted on Longer Longer HR-010 Behalf of the City (Sick Leave , Requ ired-Requ ired-Resources Attrition , Benefits, etc.) Min im u m 2 Min imum 2 y ears years Human HR-011 Training Database Indefinite Indefinite Res ources T EMPLE C ITY , CA ©1995-2011 Gladwell Governmental Services , Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute withou t pr ior written permission Department preference; EEOC I FLSA I AD EA (Age) requires 1-3 Mag , Ppr years; State Law requ ires 2 -3 years; 29 CFR 1627.3(b)(1), 29 CF R 1602.1 4 et seq . GC §§12946 , 34090 Department preference ; GC Mag, Ppr §34090 Mag, Ppr Data is interrelated ; GC §34090 Revision A do pted : 4 /2 /20 19 ---------------------------------- Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Ina ctive Total V ital ? Media !=Import Pa p e r after (in office) (In Stora g e) Retention Options M=Mfr Imaged & S=Scan QC 'd? If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed and imply a full file folder (e .g. last do cument+ 2 years), since destruction is normally performed by file folder. HOLDS: Litiaation complaints claims public records act requests audits and/or investiaations suspend normal retention periods (retention resumes after settlement or completion]. RISK MANAGEMENT Human Accident, In ci dent, Injury reports I Resou rces HR-012 Potential Claims : PUBLIC OR 2 years 2 years I Risk CITY PROPERT Y (Not resulting Manag . in a claim ) Human Resources Final I Risk HR-013 Claims I Litigation Final 5 years Resolution + Yes : Until Ma nag . Resolut ion 5 years Reso lution & Finance Human When When Resources Superseded Superseded I Risk HR-014 DMV Pull Notices or Upon or Upon Manag. Separation Separation Human Resources HR-015 Insurance Policies (City owned), p p Yes: Before I Risk Certificates of Self-Insured Expiration Manag. Human Resources Workers Compensatio n Claim I Risk HR-01 6 Runs 5 years 5 years Manag. TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services , Inc. (909) 337-3516-all rights re served Do not duplicate or distribute without prior written permission Mag, Ppr GC §34090 Department preference; Claim must be filed within 1 year, lawsuit within 2 years ; complaints aga inst peace Mag , Mfr, s Yes : After officers within 5 years ; Statute of OD, Ppr Settled Limitations for contracts is 4 years ; wrongful death for construction is completion + 5 years ; CCP §§ 337 et seq .; GC §§ 911 .2 , -34090, 34090 .6 Transitory or source records not retained in the ordinary course of business; CHP audits every 2 Mag Ppr years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records ; GC §34090 Mag , Mfr, s Yes : After Department preference ; GC OD , Ppr Ex piration §34090 Department preference (meets Mag , Ppr auditing standards and allocation formulas); GC §34090 Revision Adopted: 4/2/2019 Ver. 10.0 RECORDS RETENTION SC HEDU L E : HUMAN RESOURCES Page HR-6 Office of Retenti on No. Records Descriptio n Retention I Disposi tio n Comments I Re f erence Record Image: Destroy (OFR) Active Inactive Total V ita l ? Media l=l m port Pape r after (in office) (In Storage) Reten t ion Options M=Mfr Imaged & S=Scan QC 'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions beain when the act is completed and imply a full file folder (e .a. last document+ 2 years). since destruction is normally performed by file folder. HOLDS: Litigation complaints claims public records act requests audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Whichever Whichever Workers Compensation or is Longer: is Longer : Disability Claims I Employee 25 years , or Separation + Human Accident Reports Termination 30 years, or Resources HR -017 Separation + of Benefits + Termination I Risk Includes all Acci dent, In cident, or 5 years 5 years , or of Benefits+ Manag . Injury Reports and associated Death of 5 years , or MSDS Emp loyee + Death of 5 years Employee+ 5 years T EMP L E CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909 ) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Department preference ; Claims can be made for 30 years fo r to xic substance exposure ; 8 Mag , Mfr. s Yes : When CCR 10102 ; 8 CCR 5144 , 8 OD , Ppr Inactive CCR 15400 .2 ; 8 CCR §3204 (d)(1) et seq ., 29 CFR 1910.1020, GC §§12946 , 34090; CCP §337 et seq . Revis ion Ad opted : 4 /2/20 19 ----------------------------------------------------------------------------------------------------------------------------------. Ver. 6.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Retention No. Records Description Retention I Dispos it i on Comments I Reference Record Image : Destroy (OFR) Active Inactive Total Vital? Med ia !=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. HOLDS: Litiaation complaints claims public records act requests audits and/or investiqa tions susp end normal retention periods {retention resumes after settlement or completion). INFORMATION TECHNOLOGY Information When No When No When No Te ch nology IT-001 Backups I Computer Backups Longer Longer Longer Yes Required Required Required Information When No When No Technology IT-002 Inventory, Information Systems Longer Longer Yes Required Re q ui re d Information Network Configuration Maps & When No When No IT-003 Longer Longer Yes Technology Plans Required Required Informatio n IT-004 Video Record ings -Employees 1 year 1 year Te chnology I City Operati o ns Video Recordings -Public When No When No Information IT-005 Areas (Streets , Sidewalks , Longer Longer Techno logy Lobbies , Hallways, etc.) Required Requi red WORM I DVD-r I CD-r I Blue Information IT-006 Ray-R or other unalterable p p Technology media that does not permit add itions , de letions , or changes TEMPLE CI TY , CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3 516-all rights reserved Do not duplicate or distribute without prior written permission Used for Disaster Recovery Purposes Only ; Considered a Mag . copy and can be destroyed when no longer required ; GC §34090 et seq . Preliminary documents not Mag . retained in the ordinary course of business ; GC §34090 et seq . Prel iminary documents not Mag . retained in the ordinary course of busi ness ; GC §34090 et seq . 1 year is required when video Mag re cording regular ongoing operations of the City ; GC §34090.6(a) Does not record regular ongoing Mag operations of the City (prelimin ary drafts); GC §34090 etc. For legal compliance for Trustworthy Electronic Records OD (when the electron ic record serves as the official record ); GC 60200, 12168.7 , EVC 1550, 2 CCR 22620 et seq . Re v isio n A dopted : 4 /2/201 9 " Ver. 8.0 RECORDS RETENTION SCHEDULE : PARKS & RECREATION Page P&R-1 Office of Rete ntion No . Records Descrip tion Retention I D isposition Co mm e nts I Reference Record Image: Destro y Act ive Inactive Tot a l Media !=Import Paper (OFR ) (in o ffice) (In Stor age) Rete ntio n Vita l? O ptio ns M=Mf r after Imag ed & S=Scan QC'd ? If the re cord is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is co mpleted and imply a full file folder (e.a. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation claims complaints audits public records requests and/or investigations suspend normal retention periods (re tention re sumes after settlement). P A RKS & REC R EATION Parks & P&R-034 A cci dent Rep orts /In ci de nt 2 years 2 years Re crea tion Reports (First Aid , etc.) Activity I Special Programs I When No When No Special Eve nt Files Longer Longer Parks & P&R-00 1 Requ ired-Required- Recreat ion Chi ldren's Programs, Cultural Arts, Sports, Sen io rs , Fi lmi n g, Mini m um 3 Mi n imum 3 etc. years ye ars Agreements for Contractors: Parks & Completion + Com p letion + Recreation P&R -002 Class Instructors , Sports 2 years 3 years 5 years Leagues, etc. Pa rks & P&R-003 Art Exhibits and Collections -2 years 2 years Recreation C om mun ity I Exte rn al Art Parks & Art Exh ibits and Collections Completion + Completion + P&R-004 Recreation (Administration, etc.) 4 years 4 yea rs TEMP L E C ITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do no t duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes : Until Completion Mag, Ppr GC §34090 Mag, Ppr Department preference ; GC §34090 The statute of limitation for errors and omissions is n ot applicable; Statewide guidelines propose completion + 5 years for non- Mag , Mfr, Yes: After cap ital improvement contracts & 0 0 , Ppr s Ina ctive completion + 4 years for transpo rtation and concessionaire agreements; CCP §§336(a), 337 et. seq., GC §34090 Mag, Mfr, GC §34090 OD, Ppr Statute of Limitations for contracts Mag , Mfr, is 4 years , personal property 3 years ; meets auditing OD, Ppr requirements ; CCP §§337 , 338; GC §34090 Re v isio n A dopted : 4 /2/2019 Ver. 8.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of Retention No. Records Descr iption Retention I Disposit ion Comments I Reference Record Ima g e: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Ret ention Vital ? Options M=Mfr after Imaged & S=Scan OC'd ? If the record is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is completed and imply a full file folder (e.q. last doc ument + 2 years), since destruction is normally performed by file folder. HOLDS: Uti ation claims complaints audits public records requests and/or investigations susp end normal retention periods (retention resumes after settlement). Parks & Art in Publ ic Place s (Records Life of th e Life of the Recreation P&R -005 Perta ining to Art A cqu ired by Completion Author+ 20 Author+ 20 the City) years years Capita l Improvement Projects (CIP ) I Jobs -Where Parks & Completion + Recreation is the Project 10 years or 10 years or Lead : After After Funding Funding Parks & P&R-006 Administratio n File Upon Agency Age ncy Recreation Completion Aud it , if Audit, if Project Administration , Certified requ ired , required , which ever is Payrolls, Inspections, Project longer whichever is Schedules , Progress meetings, longer Real Estate Appra isals , etc. TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc .-all rights reserved Do not duplicate or distribute without pri or writte n permi ss ion from GGS (909) 337 -3516 Rights of authors extend for the life of the author's ); State law Mag , Mfr, allows a written contract to extend OD , Ppr rights for an additional 20 years ; 4 years to meet auditing standards; 17 USC 106A(d); GC §15813.5; GC §34090 Some gran t funding agencies requ ire audits; Statute of Limitations for Errors & Omissions is 10 years ; Published Audit Standards=4-7 years ; Statute of Yes : Until Mag , Mfr, S/1 Yes : 1 Lim itations : Contracts & Spec's=4 Completed OD , Ppr year years, Wrongful Death =comp . + 5 years , Developers=comp. + 10 years ; Statewide guidelines propose te rmination + 5 years ; CCP §§336(a ), 337 et. seq ., GC §34090 Revi s ion Adopted : 4 /2/2 01 9 ------------------------------------------------------------------------------------------------------------------------------~-- Ver. 8.0 RECORDS RE T E NTION SC HEDU L E : P A RKS & R ECREATION Page P&R -3 Office of Retention No . Records D escription Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Pa per (OF R) (in office) (In Storage) Retention V ita l ? Opti ons M=Mfr after Imaged & S=S can O C'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions beain when the act is completed and imply a full file folder (e .a . last document + 2 vears). since destruction is normally p_erformed by file folder. HOLDS: Uti ation claims complaints audits public records requests and/or investigations suspen d normal reten tion periods (rete ntion resumes after settlement). Capital Improvement Projects (C IP ) I Jobs -W here Parks & Recreati on is the Projec t Lead : Per ma nent File Pa rks & Plans, Specifications, Upon P&R-007 Bids/RFPs , Successful p p Rec rea tion Completion Proposal , Change Orders , Materials Testing Reports , Grading Permits , Hazardous Materials Plans , Notice of Comple tion , Construction Manager's Logs, Photos, So ils Reports, Studies, Submittals, Surveys etc. Finance P&R-008 Cash Re ceipts Detail / Backup I 2 years 2 ye ars Refunds Parks & P&R-009 Citations issued by Park 2 years 2 years Recreation Rangers Parks & P&R-010 City Newsletter (Quarterly) p p Recreation Pa rks & Recreation P&R-011 Dial-A-R ide Applications 10 years 10 years Parks & P&R-012 Dial-A-Ride Driver Logs 2 years 2 years Recreat ion Parks & P&R-01 3 Donations (Money) 2 years 2 years Recreation TEMP LE C ITY , CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Department preference ; retained Yes : Until Mag , Mfr, Yes : 1 for disaster preparednes s S/1 purposes ; Statewide guidelines Completed OD , Ppr yea r propose Permanent for Infrastructure plans; GC §34090 Mag, Ppr Summaries are sent to F inance; GC §34 090 Ppr GC §34090 Mag , Mfr. S/1 Yes : After Department p referen ce ; GC OD , Ppr QC&OD §34090 Department preference; Meets Mag , Ppr municipal government auditing standards ; GC § 34090 Mag , Ppr GC §34090 Mag , Ppr Summaries are sent to Finance; GC §34090 Revision Ado pted : 4/2/2019 Ver. 8.0 RECORDS RETENTION SCHEDULE : PARKS & RECREATION Page P&R-4 Office of Retention No. Records Description Retentio n I Disposition Co mme nts I Refer e nce Re cord Im age : Destroy A ctive Inactive Tota l Media !=Import Paper (OFR) (in office) (In Storage) Rete ntio n Vital ? Optio ns M=Mfr after Imaged & S=S can QC 'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when th e act is completed and imply a full file folder (e. a. last document + 2 years). since destruction is normally performed by file folder. HOLDS: Uti ation claims complaints audits public records re quests and/o r inve stigations s uspend normal retention p eriods (retention re sumes after se ttle ment). Parks & Donations of Art Work or Life of the Life of the Recreat ion P&R-014 Product (Records Perta ini ng to Completion Author+ 20 Author + 20 Art Acqu ired by the City) years years Pa rks & Evaluations/Surveys (Program When No When No P&R-015 Longer Longer Recreation Evaluations) Required Requ ired Facility Use and Equipment Parks & P&R -016 Applications . In cluding all 2 years 2 years Recreation ~12orts OrganizatiQnS (AYSO, etc.) TEMP L E 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 Rig hts of authors extend for the life of the author's}; State law Mag , Mfr. Yes : After allows a written contract to extend OD , Ppr S/1 QC&OD rights for an additional 20 years ; 4 years to meet auditing standards ; 17 USC 106A(d}; GC §15813 .5; GC §34090 Department Preference (Trans itory Mag , Ppr record not retai ned in the ordinary course of bus iness); GC §34090 Yes : Before Mag, Ppr GC §34090 Event Revision Adopted : 4 /2/2019 Ver. 8 .0 RECORDS RETENTION SCHEDULE : PARKS & RECREATION Page P&R-5 Offi ce of Reten t i on No. R ecord s Description Retention I Dis posi tion C o m m ents I Refer ence Rec ord Image: D estroy Active Inactive Total Me d i a l=lmport Pape r (O FR) (in office) (In Storage) R etent ion Vital ? Options M=Mfr after Imaged & S=Scan Q C'd ? If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beqin 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. H OLDS: Uti ation claims complaints audits public records requests and/or investis;ations suspend normal retention periods (retention resumes after settlement). After After Funding Funding Parks & Grant Program I Youth Agency Agency P&R-017 Scholarship Fund I Camellia 2 years Audit, i f Audit, if Recreat ion Trust Fund Required -required- Minimum 5 M i nimum 5 y ears years Parks & Incident Reports -First A id I Recreation P&R-018 Minor (bandages, scratches, 2 yea rs 2 years etc) Parks & P&R -0 19 Park History Files p p Recreation When No When No Parks & Parks & Recreation Longer Longer P&R-020 Commission Agenda Pa c kets , Required-Required-Recreati on Agendas Mi nimum 2 Minimu m 2 year s years Parks & Parks & Recreation Recreation P&R-021 Commission Audio 2 years 2 years Record i n gs T EM PLE C ITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without prior written permi ssion from GGS (909) 337-3516 Meets audit in g standards; Grants covered by a Consol idated Action Pla n are required for 5 years; Un iform Adm i n . Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide §l:lidelines Mag , Ppr j3F9j39Se 4 years; 2 C F R 200.33 3 ; 7 CFR 3016.42 ; 21 CFR 1403.ae & 140a.42(b); 24 CFR ~ 91 .1 05(h), 92.505 , 570.490 , & 570 .502(a&b),~ 29 CFR 97.42; 40 CFR a1 .42 , 44 CFR 1a.42 ; 4e CFR 92 .42; OMS Circular A -110 & A-133 ; GC §34090 ; GC §854 6 .7 Significant Incidents are sent to Mag, Ppr Risk Management; GC §34090 Mag, Ppr Department Preference; GC §34090 Mag, Mfr, Yes: After Department Preference -copies Yes (all) s (the Staff Reports are filed i n the 00, Ppr 1 year Entitlement Folder); GC §34 090.7 Tape Department preference; State law (Mag) only requires for 30 days; GC §54953.5(b) Re vi sio n A dopted : 4 /2/2 0 19 Ver. 8.0 RECORDS RETENTION SCHEDULE : PARKS & RECREAT ION Page P&R-6 Offi c e of Retention No. Records Description Rete ntion I D isposition Comme nts I Refe r ence Record Image : Destroy Active Inactive Total Media !=Im port Paper (OFR) (i n o ffice) (In Stor age) Retentio n Vita l? Options M=Mf r after Imaged & S=S can QC'd ? If the record is not listed here refer to the Retention for City-Wide Standards Re tentions beain when the act is comoleted and imolv a full file folder (e .a. last document+ 2 vears), since destruction is normallv o erformed bv file folder. HOLDS: Liti ation claims complaints audits public records re que sts and/or investigations suspend normal retention periods (re tention resumes after settlement). Copies-Copies- Parks & Recreation When No When No City Clerk P&R-022 Commiss ion Minut es & Bylaws Longer Longer Required Required Parks & Recreation P&R-023 Pestic ide Ap plication Records 2 years 2 years Parks & P&R-024 Playground Equipment 10 years 10 ye ars Recreation Inspections Parks & P&R-025 Recreation Database Indefin ite Indefinite Recreation Registration Forms I Reservation Form s I Application Forms I Fee & Charge I Liability Parks & Forms I Release of Liability Recreation P&R-026 Forms I Perm iss ions I etc.: 2 years 2 years Camps , Field Tr ips , Authorization to give Med icine , etc. TEM PL E CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 3 37-351 6 Origin als are sen t to the City Mag , Mfr , Clerk; Notes taken to facilitate the Yes OD , Ppr s No writing of the minutes can be destroyed after minutes have been adopted ; GC §34090 et seq . Department Preference (a g ricultural pesticide records are Mag Ppr required fo r 2 years); GC §26202; 3 CCR 6623,40 CFR 171 .11 et seq . Mag , Ppr Department Preference ; GC §34090 Mag Department Preference ; data is interrelated ; GC §34090 Statut e of Limitat io ns a ny " ... liability founded upon an Mag , Ppr instrument in writing" or not specifically provided for is 4 years ; GC §34090, CCP §§337 , 34 3 Re vi sion A dopted: 4/2/2019 Ver. 8 .0 RECO R DS RETENT ION SCHEDU LE : PAR KS & RECREATION Page P&R-7 Office of Retention No. Record s Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OF R) (in office) (In Storage) Retention Vital? Options M=Mfr after Imaged & S =Scan QC'd? If the re cord is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder i_e.g. last document + 2 yearsL since destruction is normally performed by file fo lder. HO LDS: Uti ation claims complaints audits public records requests and/or investigations suspend normal retention periods (retention resumes after settlement). Parks & P&R-027 Senior Food I Lunch Program 4 y ears 4 years Recreation Reg istration s I Park s & P&R-028 Sign-in I Sign -out sheets 2 years 2 years Recreati on Parks~ P~R -0~~ Tree Aggeals 2 years ~ Rfil~rfil§!!iQn Parks & P&R-029 Tree Database (W est Coast Indefinite Indefinite Recreati on Arborists) Park~~ Tree Removal Permits and P&R-036 Underground Service Alerts 3 years 3 years Recreat1on ~ Parks & Tree Requests -Denied (e .g . Recreation P&R-030 Not a City Tree , doesn't warrant 2 years 2 years trimming , etc.) TE MPLE CITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or d istribute without prior written permission from GGS (909) 337-3516 City Admini sters program for County; Uniform Admin . Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewiele !iJI:lieleliRes J'IF9J'l9Se 4 Ma g , Ppr yeafS7 2 CFR 200.333; 7-GFR- 3016 42, 21 GFR 1403.36 & 1403 42(13); 24 CFR ~ 91 .1 05(h), 92.505, 570.490, & 570.502(a&b), 28 GFR 66 42 ; 29 CFR 97 .42 ; 40 GFR 31.42; 44 GFR 13 42 ; 46 GFR 02 42 ; OMB Circular A-110 & A-133 ; GC §34090 ; GC §8546 .7 Ppr GC §34090 Mag, Pgr ~Q §~4090 Mag , Ppr Department preference (data is interrelated); GC §34090 GQ §§4216.2(fd} ~ 4216.3(d}, GC M§!g, Pgr §34090 Mag , Ppr GC §34090 Revision A dopted : 4 /2 /2019 ----------------------------------------- ---------------------------------------, Ver. 8.0 RECORDS RETE NTI ON SCHEDULE : PARKS & RECREATION Page P&R-8 Office of Rete ntion No. Reco rds Description Retention I Dispos itio n Co m ments I Refere nce Record Im age : Destroy Act ive Inactive Total Media !=Im port Paper (OF R) (in offic e) (In Stor ag e) Ret ention Vital ? O pti ons M=Mfr after Imaged & S=Scan Q 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 bv file folder. HOLDS: Liti-;ation claims complaints audits public records reauests and/or investigations susj)_end normal retention periods (retention resumes after settlement). Depart. Provid ing P&R-031 Work Orders I Service Indefin ite Indefin ite Service I Requests DATABASE Work Depart . Work Orders I Service When No When No Providing P&R -032 Requests-A ll Inform ation Longer Longer Service I Entered i n Databas e Required Required Work Work O rders I Service Requests -NOT ent ered in Depart . Database (or partial information Prov iding entered into Database) P&R-033 5 years 5 years Service I (Division provid ing service Work reta ins origina ls; Division requesting service is considered a copy) TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not dupli cate or distribute without prior written permis sion from GGS (909) 337-3516 Mag Data is interrela ted ; GC §34090 Mag Ppr Preliminary drafts (the database is the orig inal); GC §34090 City preference; CCP §§338 et Mag Ppr seq ., 340 et seq ., 342 , GC §34090 Revis ion Adopted: 4/2/20 19