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HomeMy Public PortalAboutResolution - 22-09- 20220309 - Updated Retention SchedulRESOLUTION NO. 22-09 RESOLUTION OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT UPDATING THE DISTRICT'S RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN DISTRICT RECORDS WHEREAS, Section 5557.1 of the California Public Resources Code provides that the Board of Directors (Board) may authorize at any time the destruction or disposition of any duplicate record, paper or document, the original or a permanent photographic reproduction of which is in the files of the District; and WHEREAS, Section 5557.2 of the California Public Resources Code and Section 60200 et seq. of the California Government Code provide that Board may, by resolution, adopt a records retention schedule that classifies the district's records by category, and that establishes a standard protocol for destruction or disposition of records which have served their purpose, which are not expressly required by law to be tiled and preserved, the destruction of which will not adversely affect any interest of the district or the public; and WHEREAS, the Board desires to authorize destruction of certain categories of records and will maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; and WHEREAS, on March 11, 2020 the Board adopted a Records Retention Schedule as set forth in Resolution No. 20-09; and WHEREAS, revisions are needed, including updates to retention periods and adding new categories of records to conform to changes in state law and reflect current District records and practices; and WHEREAS, the General Manager recommends amending the Records Retention Schedule to include these updates. NOW THEREFORE, the Board of Directors of the Midpeninsula Regional Open Space District does hereby resolve as follows: SECTION 1. The Board of Directors approves the amendments to the Records Retention Schedule, attached hereto as Exhibit A and incorporated herein by reference. SECTION 2. The Board of Directors finds that the destruction or disposition of the records series that have exceeded the retention periods as set forth in the updated Records Retention Schedule will not adversely affect any interest of the District or the public. SECTION 3. Certain records of the Midpeninsula Regional Open Space District, as set forth in the Records Retention Schedule, are hereby authorized to be destroyed as provided by applicable law and in accordance with the provision of said schedule, and with the approval of the department manager, with concurrence of the General Counsel and the District Clerk. Resolutions '2022 22-U9_tJpdutedRetauionSchedule 1 SECTION 4. The General Manager, with the concurrence of the General Counsel and the District Clerk, is authorized to make minor non -substantive revisions to the Records Retention Schedule, including revisions to department names and updates to descriptions and comments regarding specific categories of records. Substantive revisions, including changes to retention periods or adding new categories of records, shall be approved by the Board of Directors. SECTION 5. This resolution shall become effective immediately upon its adoption. * * * * * * * * * * * * * * * * PASSED AND ADOPTED by the Board of Directors of the Midpeninsula Regional Open Space District on March 9, 2022, at a regular meeting thereof, by the following vote: AYES: CYR, HOLMAN, KERSTEEN-TUCKER, KISHIMOTO, RIFFLE, SIEMENS NOES: NONE ABSTAIN: HASSETT ABSENT: NONE ATTEST: Karen Holman, Secretary Board of Directors APPROVED AS TO FORM: Hilary Steven on, General Counsel APPROVED: oe ' er - teen -Tucker, President Board of Directors I, the District Clerk of the Midpeninsula Regional Open Space District, hereby certify that the above is a true and correct copy of a resolution duly adopted by the Board of Directors of the Midpeninsula Regional Open Space District by the above vote at a meeting thereof duly held and called on the above day. if uok- ennifer ' odworth, District Clerk Resolutieus2022.22-IN_UpdatedRetentionscbedule 2 Ver. 15.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DISTRICT-WIDE Lead Dept.DW-001 Agreements & Contracts - NOT IMAGED (Agreement or Contract, Correspondence, Project Administration, Project Schedules, Logs, etc.) Includes JPAs, Memoranda of Understanding, Partnership Agreements Completion + 10 years Yes: Before Completion Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Covers E&O Statute of Limitations Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, CCP §337 et. seq., GC §60201 Lead Dept.DW-001.1 Agreements & Contracts - IMAGED (Agreement or Contract, Correspondence, Project Administration, Project Schedules, Logs, etc.) Includes JPAs, Memoranda of Understanding, Partnership Agreements P Yes: Before Completion Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; CCP §337 et. seq., GC §60201 Lead Dept.DW-002 Amendments to Use & Management Plans P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; GC §60201 et seq. Lead Dept.DW-003 CEQA Determinations, Technical Reports & Studies, Mitigation Monitoring Reporting Program: Draft and Final Environmental Impact Reports (EIRs), Categorical Exemptions, Negative Declarations, etc. (California Environmental Quality Act) P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §60201 et seq. Lead Dept.DW-003.1 Administrative Record of CEQA proceedings including notices, written comments, and project correspondence (California Environmental Quality Act) Project Approval or Denial + 180 days Mag, Ppr Public Resources Code sec.21167.6 ; GC sec 60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 15.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-004 CEQA Notices, Proof of Mailings, Meeting Notices 2 years Mag, OD, Ppr S/I Yes: After QC & OD GC §60201 et seq. Lead Dept.DW-005 Coordination Teams - Attended by employees: All Records (e.g. Wildfire Coordination Team, etc.) When No Longer Required Mag, Ppr GC §60201 Dept. that Authors Document DW-006 Copies or duplicates of any record Copies - When No Longer Required Mag Ppr GC §60200 Dept. that Authors Document or Receives the District's Original Document DW-007 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Letters, Memorandums, Administrative, Chronological, General Files, Public Comment, Board correspondence and emails Reading File, Working Files, etc.) 2 years Mag, Ppr GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 15.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the District's Original Document DW-008 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, invitations, instant messaging, logs, mailing lists, meeting notes, meeting room registrations, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other agencies, undeliverable envelopes, employment verification, voice mails, webpages, etc.) When No Longer Required Mag, Ppr Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult General Counsel to determine if a record is considered transitory / preliminary draft. GC §§60201, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 15.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-009 Drafts & Notes: Drafts that are revised (retain final version) Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. Budget development drafts and documents, monthly and quarterly budget reports, presentations, slides, talking points, etc.) When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the General Counsel and/or District Clerk to determine if the document is considered a draft. GC §§60201, 6252, 6254(a) Lead Dept.DW-010 Hazardous Materials Disposal Manifests P Mag, OD, Ppr S/i Yes: After QC & OD Department preference (District has "cradle to grave" liability); only 3 years is mandated; 22 CCR § 66262.40; 22 CCR 66262.40; GC §60201 et. seq. Lead Dept.DW-011 Meeting Notices / Public Meeting Notices / Proof of Mailings 2 years Mag, Ppr GC §60201 Lead Dept.DW-012 Monitoring Required by Grants, Agreements, Environmental Requirements, EIRS, CEQA P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; GC §60201 Lead Dept.DW-013 On-Call Qualified List / Rate Sheets for Qualified Contractors / Vendors Expiration of Qualified List + 2 years Yes: Before Completion Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Lead Dept.DW-014 Policies, Procedures, Manuals, etc: Produced by YOUR Department Superseded + 2 years Mag, Ppr Department preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 15.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-015 Reports and Studies (Historically significant)P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §60201 Lead Dept.DW-015.1 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) - IMAGED P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; GC §60201 Lead Dept.DW-016 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) - NOT IMAGED 10 years Mag, Ppr Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §60201 Lead Dept.DW-016.1 Site & Project History / Correspondence with significant content, letters of intent with partners, future site plans, proposed trail alignments, non- recorded road agreements, etc. When No Longer Required Mag, Ppr Department preference; GC §60201 Lead Dept.DW-017 Training - COURSE Records - Information Technology, Records, etc. (Other Than Human Resource, Safety or Ranger Training Records) (Attendance Rosters, Outlines and Materials; includes Harassment Prevention and other Training) Minimum 7 years Mag, OD, Ppr S/I Yes: After QC & OD Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 15.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-018 Request for Solicitation / Procurement Packages: RFP, RFQ, Bids (Quotes, Proposals), Source Selection, Bid Evaluations Except Capital Projects 2 years Yes: Before Completion Mag, OD, Ppr S/I Yes: After QC & OD Department preference (standard business practice); GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 4.0 RECORDS RETENTION SCHEDULE: BUDGET & ANALYSIS Page B&A-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUDGET & ANALYSIS Finance / Accounting B&A-001 Financial System Database / Budget Database (New World / Munis ERP)Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Budget & Analysis B&A-002 Budgets: Adopted P Yes: Current Fiscal Year Mag, OD, Ppr S/I Laserfiche Yes - After QC & OD Department Preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DISTRICT CLERK District Clerk DC-001 Affidavit of Mailing / Proof of Publication 2 years Mag, Ppr Department preference; GC §60201 District Clerk DC-002 Agenda Packets / Agenda Staff Reports - Board of Directors, ALL Committees / Subcommittees of the Board Planning & Natural Resources Committee, Legislative, Funding and Public Affairs Committee, Real Property Committee, Bond Oversight Committee, MROSD Financing Authority, Board Appointee Evaluation Committee P Yes: Before Meeting Date Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; GC §60201 District Clerk DC-003 Conflict of Interest Code (Adopted by Resolution)P Yes (all)Mag, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 District Clerk DC-004 Elections - Campaign Filings (FPPC 400 Series Forms - 460, 470, 496, 497, etc. & Form 501): UNSUCCESSFUL CANDIDATES 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g) District Clerk DC-005 Elections - Campaign Filings (FPPC 400 Series Forms - 460, 470, 496, 497, etc., & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S/I Laserfiche Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) District Clerk DC-006 Elections - Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH DISTRICT CLERK (copies) 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(f)&(g) District Clerk DC-007 Elections - Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(c)&(g) Midpeninsula Regional Open Space District ©1995-2018 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). District Clerk DC-008 Elections - Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Ppr Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 District Clerk DC-009 Elections - Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Ppr Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 District Clerk DC-010 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the Board of Directors, County Election Services, Candidate Statements to be printed in the Sample Ballot, Notices, Postings, etc.) Minimum 2 years Mag, Ppr GC §60201 District Clerk DC-011 Elections - HISTORICAL (Sample ballot, copies of resolutions, final results)P Mag, Mfr, OD, Ppr S/I Laserfiche No Retained for Historical Value, GC §60201 District Clerk DC-012 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months, or Final Examination + 1 year after petition examination if petition is insufficient Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 Midpeninsula Regional Open Space District ©1995-2018 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). District Clerk DC-013 FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the District's Conflict of Interest code) 7 years Mag, OD, Ppr S Yes: After 2 years District maintains original statements; GC §81009(e)&(g) District Clerk DC-014 FPPC 700 Series Forms (Statement of Economic Interests): Filed pursuant to Government Code 87200 PUBLIC OFFICIALS who manage Public Investments (elected & not elected. Includes Board Members, Executive Director, Finance Director) 7 years Mfr, OD, Ppr S Yes: After 2 years Department preference; District maintains copies only are required for 4 years, GC §81009(f)&(g) District Clerk DC-015 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) District Clerk DC-016 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) District Clerk DC-017 FPPC Form 803 (Behested Payment Report)7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) District Clerk DC-018 FPPC Form 804 (Agency Report of New Positions)P Mag, Mfr, OD, Ppr S/I Laserfiche Yes: After 2 years FPPC Regulation 18734(c); GC §81009e District Clerk DC-019 FPPC Form 805 (Agency Report of Consultants)P Mag, Mfr, OD, Ppr S/I Laserfiche Yes: After 2 years FPPC Regulation 18734(c); GC §81009e District Clerk DC-020 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §60201; GC §81009(e) District Clerk DC-020.1 Grand Jury Responses to District Operations 5 years Mag, Ppr Department Preference (the Grand Jury is required to keep their records 5 years): GC §60201 District Clerk DC-021 Historical Records - Articles of Incorporation, etc.P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Clerk determines Historical Significance; GC §60201 Midpeninsula Regional Open Space District ©1995-2018 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). District Clerk DC-022 Minutes: Board of Directors, ALL Committees / Subcommittees of the Board Planning & Natural Resources Committee, Legislative, Funding and Public Affairs Committee, Real Property Committee, Bond Oversight Committee, MROSD Financing Authority, Board Appointee Evaluation Committee, Action Plan and Budget Committee P Yes (all)Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD GC §60201(d)(3) District Clerk DC-023 Ordinances & Resolutions P Yes (all)Mag, OD, Ppr S/I Laserfiche No GC §60201 et. seq. District Clerk DC-024 Policies or Procedures: Administrative Policies, Board Policies District-Wide Policies Superseded + 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §60201 District Clerk DC-025 Public Records Requests 2 years Mag, Ppr GC §60201 District Clerk DC-026 Recordings (Audio) Board meetings 2 years Mag Department Preference; legally required for 30 days (or adoption of the minutes); GC §54953.5(b) District Clerk DC-027 Records Destruction Authorization Forms / Certificates of Records Destruction / Authorization to Destroy Paper to Rely on the Image as the Original P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; GC §60201 et. seq. District Clerk DC-028 Records Retention Schedules - Authorization for Amendments to Retention Schedules P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD GC §60201 et. seq. District Clerk DC-029 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Ppr Department Preference; GC §60201 District Clerk DC-029.1 Speaker Cards 2 years Mag, Ppr Department preference; GC §60201 District Clerk DC-030 Subject Files / Central Files Minimum 2 years Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2018 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & CONSTRUCTION Page E&C-1 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING & CONSTRUCTION Engineering & Construction ENG-001 Construction Standards Authored by the District P Mag, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Engineering & Construction ENG-002 Contractor's Access Permits (for Repairs - access to private property) Expiration + 2 years Yes: Until Paid Mag, OD, Ppr Yes: After QC & OD Department Preference; GC §60201 Engineering & Construction ENG-003 Engineering Project Files / CIP (Capital Improvement Project) Files - Procurement Package, Unsuccessful Bids or Proposals, Bidders List, Procurement Package, Bid Summary 5 years Mag, Ppr Department preference; if there is grant funding, follow the requirements of the grant funding agreement; GC §60201 et seq. Engineering & Construction ENG-004 Engineering Project Files / CIP (Capital Improvement Project) Files / Work Orders / Repair Plans - Administration File: Project Administration, Advertising, Certified Payrolls, Complaints (project-related), Insurance Certificates from Contractors, Labor Compliance, Logs, Meeting Minutes, Pre-construction meetings, Performance Bonds/Surety, Project Security files, Project Schedules, Punch List, Real Estate Appraisals, RFIs (Construction Related Information), Stop Work Notices, Temporary Permits, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, OD, Ppr S / I Yes - After QC & OD Department preference; Statute of Limitations for written contracts are four years from the date of breach; errors and omissions is 10 years; Death during construction is 10 years; CCP §§337., 337.1(a), 337.15 GC §60201, Contractor has retention requirements in 48 CFR 4.703 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & CONSTRUCTION Page E&C-2 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering & Construction ENG-005 Engineering Project Files / CIP (Capital Improvement Project) Files / Work Orders / Repair Plans - Permanent File - Large Format Drawings Design Drawings (finals), Record Drawings ("As Builts", or "As-Currents") P Yes Mag, OD, Ppr S / I Yes - After QC & OD For Disaster Recovery Purposes; GC §60201 et seq. Engineering & Construction ENG-006 Engineering Project Files / CIP (Capital Improvement Project) Files / Work Orders / Repair Plans - Permanent File: Specifications / RFPs, Change Orders, Building Permits, Calculations, Contract Documents (originals), Construction Photos, Correspondence, Cost of Construction, Fee & Deposit Reimbursements, Close-Out/Acceptance, Drillers Logs, Field Inspection Reports / Inspection Diaries, Materials Testing Reports, Bills of Material / Substitutions, Notice of Completion, Regulatory Agency Approvals, Shop Drawings, Soils Reports, Structural Calculations, Surveys, Permanent Encroachment Permits, Submittals, Materials Submittals, SAMPs, SWPPP, Variances, etc. P Yes: Until Completed Mag, OD, Ppr S / I Yes - After QC & OD For disaster preparedness purposes; Send all original Deeds, Easements and Rights of Way to the District Clerk; GC §60201 et seq. Engineering & Construction ENG-007 Engineering Studies and Reports / Feasibility Studies P Mag, OD, Ppr S / I Yes - After QC & OD District Preference; GC §60201 Engineering & Construction ENG-008 Hydrology Models, Calculations, Projections P Mag, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING & CONSTRUCTION Page E&C-3 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering & Construction ENG-009 Underground Service Alerts (USAs) 3 years Mag, Ppr GC §§4216.2(f) & 4216.3(d), 60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / ACCOUNTING Finance / Accounting FIN-001 Financial System Database (New World / Munis ERP)Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Finance / Accounting FIN-002 1099's, 1096's 7 years Mag, OD, Ppr S/I Yes: After QC & OD Department preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), R&T §19530, GC §60201(d)(12); 29 USC 436 Finance / Accounting FIN-003 Accounts Payable / Invoices with Purchase Orders & Backup - ALL vendors: Employee Reimbursement / Travel Expense Reimbursement / Travel Approval / Conference Approvals 7 years Yes: Until Paid Mag, OD, Ppr S/I Yes: After QC & OD May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; 40 CFR 122.41(j)(2); WC §13263.2(b) et seq.; GC §60201(d)(12) Finance / Accounting FIN-004 Accounts Payable Reports: Check Register, Distribution, etc. When No Longer Required Mag, Ppr Department Preference (reports can not be re-created from Finance System Database; meets municipal government auditing standards); GC §60201 Finance / Payroll FIN-005 ACH Auto Pay Authorizations for Vendors / Direct Payment Authorizations for Vendors Minimum 2 years Mag, Ppr District preference; GC §60201 Finance / Accounting FIN-006 Audited Financial Statements / Audit Reports / Annual Comprehensive Financial Report (ACFR) CAFR (Consolidated Annual Financial Reports) P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting FIN-007 Bank Statements / Checking Account Reconciliation / Bank Reconciliation / Fiscal Agent Statements / Trust Statements / Petty Cash Reconciliation (Transaction Statements, Wire Transfers, Check Listing Audit Trail, Deposits, Treasury Statements, Trustee & Investment Statements, etc.) 7 years Mag, OD, Ppr S / I Yes: After QC & OD District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; GC §60201 Finance / Accounting FIN-008 Bonds / Debt / Transcripts / Disclosure Reports / Lines of Credit / Promissory Notes / Commercial Paper / Green Bond Sales Fully Defeased or Matured + Refundings +10 years Yes: Until Maturity Mag, OD, Ppr S / I No Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There 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., 60201 Finance / Accounting FIN-009 Cell Phone Tower Maintenance Demolition of Tower + 2 years Mag, OD, Ppr S/i Yes: After QC & OD Department Preference; GC §60201 et. seq. Finance / Accounting FIN-010 Checks Issued by the District (cashed - maintained by the Bank)7 years Mag, Ppr May contain independent contractor's compensation; Statute of Limitations is 4 years; Meets municipal government auditing standards; GC §60201(d)(12), CCP § 337 Finance / Accounting FIN-011 Daily Cash / Receipts / Petty Cash Slips 7 years Mag, Ppr District preference (meets municipal government auditing standards); GC §60201 Finance / Accounting FIN-012 Deposits / Deposit Slips 7 years Mag, Ppr District preference (meets municipal government auditing standards); GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting FIN-013 Financial Reports: General Ledger, Journals, Ledgers, Reconciliations, Registers, Reports, Transaction Histories, Balance Sheets, Batch Proofs, Trial Balance, etc. When No Longer Required Mag, OD, Ppr S/I Yes: After QC & OD Department Preference (reports can not be re-created from Finance System Database; meets municipal government auditing standards); GC §60201 Finance / Accounting FIN-014 Fixed Asset Retirements - Auction / Disposal / Sales / Surplused 7 years Mag, Ppr Department preference; GC §60201, CCP §337 Finance / Accounting FIN-015 Fund Accounting / Interfund Billing or Transfers 7 years Mag, Ppr GC §60201 Finance / Accounting FIN-016 Investment Pools / LAIF 7 years Mag, Ppr Department Preference (meets municipal government auditing standards); GC §60201 Finance / Accounting FIN-017 Journal Entries / Journal Vouchers / Audit Work Papers 7 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Accounting FIN-018 Postcards / Green Bond Sales 30 years Mag, OD, Ppr S/I Yes: After QC & OD Department preference to match the length of the bond; GC §60201 Finance / Accounting FIN-019 Property Maintenance Contracts Demolition of Building + 2 years Mag, OD, Ppr S/i Yes: After QC & OD Department Preference; GC §60201 et. seq. Finance / Accounting FIN-020 Returned Checks (NSF, etc.) 7 years Yes: Until Paid Mag, Ppr Meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; GC §60201 Finance / Accounting FIN-021 Revenue from Property Taxes / Assessments / Rents 7 years Mag, Ppr District preference (meets municipal government auditing standards); GC §60201 Finance / Accounting FIN-022 State Reports: State Controller's Report 7 years Mag, Ppr District preference; Filed with the State; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting FIN-023 Tax Returns (Sales Tax, etc.)7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §60201 Finance / Accounting FIN-024 W-9's Vendor Inactive + 3 years P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Meets IRS Auditing Standards; District Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201(d)(12); 29 USC 436 PAYROLL Finance / Payroll FIN-025 DE-6. DE-43, W-3, & DE-166, & 941 Forms - Quarterly Payroll Tax Returns (Federal and State) IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - OASDI, Federal Tax Deposits, Adjustments, etc. 7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §60201 Finance / Payroll FIN-026 Deferred Compensation Quarterly Reports / 457 Quarterly Statements 7 years Mag, Ppr Department preference; GC §60201 Finance / Payroll FIN-027 Payroll Checks (cancelled)7 years Mag, OD, Ppr S/I Yes: After QC & OD GC §60201(d)(12) Finance / Payroll FIN-028 Payroll Registers / Payroll Reports / Distribution / Withholding Control & Distribution Report 7 years P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; GC §60201(d)(12) Finance / Payroll FIN-029 Pension Contribution Reports / CalPERS 7 years Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Finance / Payroll FIN-030 Timesheets 7 years Mag, OD, Ppr S/I Yes: After QC & OD Department Preference to meet auditing standards; IRS Reg §31.6001- 1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §60201 et seq. Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FIN-031 W-2's 7 years Mag, OD, Ppr S/I Yes: After QC & OD 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; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) PROCUREMENT & CONTRACTS (See District-Wide Schedule for all other Records) Finance / Procurement & Contracts FIN-032 Bid Solicitation Tool / Bid Sync Indefinite Mag Data is interrelated; GC §§60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 9.0 RECORDS RETENTION SCHEDULE: GENERAL COUNSEL / LEGAL, RISK MANAGEMENT Page GC-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL COUNSEL / LEGAL General Counsel / Legal GC-001 Advice Files including memos to Staff and Board When No Longer Required Mag, Ppr GC §60201 General Counsel / Legal GC-002 Employee Investigations when Not Retained by Human Resources Department (due to involvement of Human Resources personnel) Separation + 6 years Yes: Until Separation Mag, OD, Ppr S/I Yes: After QC & OD Department Preference (matches the length of time that Human Resources retains their Personnel File); 29 CFR 1602.14; 1602.31 & 1627.3(b)(1); GC §§12946, 12960, 60201; 29 USC 1113; GC §3105; GC §53235.2(b) General Counsel / Legal GC-003 Lawsuits / Litigation - Final Settlement P Yes: Until Resolution Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 60201, 60201.6; PC §832.5 General Counsel / Legal GC-004 Lawsuits / Litigation - Real Property Rights P Yes: Until Resolution Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 60201, 60201.6 General Counsel / Legal GC-005 Lawsuits / Litigation (Excludes Final Settlement) Final Resolution + 5 years Yes: Until Resolution Mag, OD, Ppr S Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 60201, 60201.6; PC §832.5 General Counsel / Legal GC-006 Memos and Analysis of Real Property Rights P Yes: Until Resolution Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 60201, 60201.6; PC §832.5 General Counsel / Legal GC-007 Notices: Beneficiary to Trustee / Trusts / Probate / Distributions P Yes: Until Resolution Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 60201, 60201.6 General Counsel / Legal GC-008 Subpoenas or Summons / Pitchess Motions 2 years Mag, Ppr GC §60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 9.0 RECORDS RETENTION SCHEDULE: GENERAL COUNSEL / LEGAL, RISK MANAGEMENT Page GC-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL COUNSEL / RISK MANAGEMENT General Counsel / Risk Management GC-009 Claims, Liability including 1st & 3rd party claims, invoices, Insurance payments, Accident/Incident Reports, etc. Final Resolution + 5 years Yes: Until Resolution Mag, OD, Ppr S Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 60201, 60201.6 General Counsel / Risk Management GC-010 Insurance Certificates (for consultant, contractor, agreements / contracts and Permits)P Yes: Before Completion Mag, OD, Ppr S/I Laserfiche Yes: After 2 years Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §60201 General Counsel / Risk Management GC-011 Insurance Policies (District’s Evidence of Coverage & Insurance Premiums/Invoices)P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; GC §§ 911.2, 60201 General Counsel / Risk Management GC-012 Pollution Coverage Applications 6 years Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §§ 911.2, 60201 General Counsel / Risk Management GC-013 Underwriting Reports 5 years Mag, OD, Ppr S/I Yes: After QC & OD District preference (meets municipal government auditing standards); GC §60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL MANAGER General Manager GM-000 Biweekly reports P Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 General Manager GM-001 Projects & Issues (Issues and/or projects will vary over time) Completion + 10 years Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 4.0 RECORDS RETENTION SCHEDULE: GRANTS Page GR-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GRANTS Grants GR-001 Grants Management Database Indefinite Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 Grants GR-002 Grants (SUCCESSFUL - all records) After Funding Agency Audit, if required - 5 years, unless Grant Conditions requires longer retention Mag, OD, Ppr S/I Yes: After QC & OD District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 2 CFR 200.333; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §60201 Grants GR-003 Grants: UNSUCCESSFUL (Applications, Correspondence, etc.)2 years Mag, Ppr Department Preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 Affirmative Action Complaints - Department of Fair Employment & Housing (DFEH) or Equal Opportunity Commission (EEOC) / Harassment Claims Final Disposition + 3 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 60201 Human Resources HR-002 Affirmative Action: EEO-4 Reports and records required to generate EEO-4 report 3 years Mag, Ppr 29 CFR 1602.30, 29 CFR 1602.32; GC §60201 Human Resources HR-003 Benefit Plans - Employee Benefit Policies (Benefits: Health, Eye, Dental, Life Insurance, Long Term Disability, State Disability, Unemployment Insurance, etc) Plan Termination + 2 6 years Yes: Before Expiration Mag, OD, Ppr S/I Yes: After QC & OD Department preference to be consistent with District-wide standards; EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 60201 Human Resources HR-004 Classification Studies / Salary Surveys Superseded + 3 years Mag, Ppr Department Preference; GC §60201 Human Resources HR-005 Classifications / Job Descriptions Superseded + 3 years Mag, Ppr Department Preference; GC §60201 Human Resources HR-005.1 COVID-19 Notifications to Employees 3 years Mag, Ppr LC §6409.6(k), GC §60201 Human Resources HR-006 DMV Pull Notices When Superseded or Separation + 6 years Mag, Ppr District preference (DMV record that the District considers a non-record used for reference); DMV audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §60201 Human Resources HR-007 Drug & Alcohol Test Results (ALL)5 years Mag Ppr District preference; D.O.T. Requires 5 years for positive tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 12960, 60201, 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-008 Employee Investigations & Complaints (Not Conflicting with Human Resource Personnel) Separation + 3 years Mag, OD, Ppr S/I Yes: After QC & OD If the investigation or complaint involves Human Resource Personnel, General Counsel is the Office of Record; Department preference; EEOC / FLSA / ADEA (Age) statue of limitations is 1-3 years; State Law requires 2 years; Reports & Data used to compile EEO reports are required for 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 11013(c) 8 CCR §11040.7( c), GC §§12946, 12960, 60201 Human Resources HR-009 Human Resources Database Indefinite Mag, Ppr Department preference (data is inter-related); GC §60201 et seq. Human Resources HR-010 I-9s Separation + 3 years Yes: Until Separation Mag, OD, Ppr S/I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; INA 274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 60201 Human Resources HR-011 Labor Relations - Grievances Separation + 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) statue of limitations is 1-3 years; State Law requires 2 years; Reports & Data used to compile EEO reports are required for 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 11013(c) 8 CCR §11040.7( c), GC §§12946, 12960, 60201 Human Resources HR-012 Labor Relations / Negotiations / Office Supervisory and Management Correspondence (OSM)10 years Mag, Ppr GC §60201 Human Resources HR-013 Litigation - Employee-related Resolution + 5 years Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §§ 911.2, 60201 Human Resources HR-014 MOUs / Memoranda of Understanding (Employee Groups)P Yes: Current Version Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; GC § 60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-015 OSHA Inspections & Citations, Forms, loss analysis reports, safety reports, actuarial studies 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §60201 et seq.; LC §6429c Human Resources HR-016 OSHA Log 300, 300 A, 301, 301A, etc. / Cal OSHA Logs 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §60201 et seq.; LC §6429c Human Resources HR-017 Personnel Files - FMLA / Disability File Separation + 3 years Yes: Until Separation Mag, OD, Ppr S/I Yes: After QC & OD Department preference; EEOC / FLSA / ADEA (Age) statue of limitations is 1-3 years; State Law requires 2 years; Reports & Data used to compile EEO reports are required for 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 11013(c) 8 CCR §11040.7( c), GC §§12946, 12960, 60201 Human Resources HR-018 Personnel Files - General File (Includes Application, Awards, Backgrounds, Disciplinary Actions, Certifications, Commendations, Direct Deposit Authorization Forms, Garnishments, Child Support, Court Orders regarding Employee Wages, Evaluations, Personnel Action Forms, Policy acknowledgements, Unemployment Claims, etc. - Excludes Medical Records) Separation + 6 years Yes: Until Separation Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.14; 1602.31 & 1627.3(b)(1); GC §§12946, 12960, 60201; 29 USC 1113; GC §3105; GC §53235.2(b) Human Resources HR-019 Personnel Files - Medical File (Includes pre-employment physicals, Hearing tests, Respirator Fit Tests, Medical Leaves, etc.) Separation + 30 years, or Termination of Benefits, Whichever is Longer Yes: Until Separation Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; W-4s: IRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 29 CFR 1910.1020(d)(1)(i), 29 USC 1113; GC §§12946, 12960, 60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-020 Personnel Files - Training File Documentation of completion of employment- related training, including Harassment Training Certificates, etc. Separation + 6 years Yes: Until Separation Mag, OD, Ppr S/I Yes: After QC & OD Department preference; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Human Resources HR-021 Personnel Rules & Regulations, including employee handbook (Policy)P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; GC § 60201 Human Resources HR-022 Ranger Background 2nd Phase (Psychological, LiveScan) Separation + 5 years Yes: Until Separation Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.14; 1602.31 & 1627.3(b)(1); GC §§12946, 12960, 60201; 29 USC 1113; GC §3105; GC §53235.2(b) Human Resources HR-023 Recruitment Files: Brochure, advertisement, unsuccessful applications (with or without interviews), selection materials, interview notes, results, etc. 5 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c) GC §§12946, 12960, 60201 Human Resources HR-024 Safety Committee / Safety Steering Committee Agendas & Minutes 5 years Mag, Ppr Department preference; GC §60201 et seq. Human Resources HR-025 Safety Investigations 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §60201 et seq.; LC §6429c Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-026 Training - ALL HUMAN RESOURCE or SAFETY COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Harassment Prevention and other Training) Minimum 7 years Mag, OD, Ppr S/I Yes: After QC & OD Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 60201 Human Resources HR-028 Workers Compensation Files Separation + 30 years, or Termination of Benefits, Whichever is Longer Mag, OD, Ppr S/I Yes: After QC & OD Department preference; Claims can be made for 30 years for toxic substance exposure; 8 CCR 10102; 8 CCR 15400.2, 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020, GC §§12946, 12960, 60201, CCP §337 et seq. Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 4.0 RECORDS RETENTION SCHEDULE: INFORMATION SYSTEMS & TECHNOLOGY Page IST-1 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). INFORMATION SYSTEMS & TECHNOLOGY Information Systems & Technology IST-001 Backups (Computer) When No Longer Required Yes Mag. (Disk) Stored On-site and Off-site. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §60200 et seq. Information Systems & Technology IST-002 Geographic Information System (GIS)Indefinite Yes Mag Data is interrelated; GC §60200, 60201 et seq. Information Systems & Technology IST-003 Network Configuration Maps & Plans When No Longer Required Yes Mag. (Disk)Department preference; GC §60201 et seq. Information Systems & Technology IST-004 Official Records kept on Unalterable Media such as WORM / DVD-r / CD-r / Blue Ray-R that does not permit additions, deletions, or changes P Yes OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC §34090 et seq., 12168.7, EVC 1550, 2 CCR 22620 et seq Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 7.0 RECORDS RETENTION SCHEDULE: LAND & FACILITIES Page L&F-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). LAND & FACILITIES Land & Facilities L&F-001 Aboveground Storage Tanks (Diesel, Gas) Inspections, Maintenance, Repairs 20 years, or When Superseded, Whichever is longer Mag, OD, Ppr S/i Yes: After QC & OD Department Preference; GC §60201 Land & Facilities L&F-002 Agriculture or Grazing License Agreements / Leases Termination + 2 years Mag, OD, Ppr S/i Yes: After QC & OD Department Preference; GC §60201 et. seq. Land & Facilities L&F-003 Air Quality Permits / ACMD Permits Expiration + 5 years Mag, OD, Ppr S/i Yes: After QC & OD 40 CFR 70.6; GC §60201 Land & Facilities L&F-004 BIT Inspection & Audits (Biennial Inspection of Terminals) / DOT Program / CHP Inspections 2 years Mag, Ppr Department Preference (CHP audits every 25 months); GC §60201 Land & Facilities L&F-005 Cell Phone Tower Agreements Termination of Lease + 2 years Mag, OD, Ppr S/i Yes: After QC & OD Department Preference; GC §60201 et. seq. Land & Facilities L&F-005.1 CIP (Capital Improvement Project) Files / Work Orders / Repair Plans - Permanent File - Large Format Drawings Design Drawings (finals), Record Drawings ("As Builts", or "As-Currents") P Yes Mag, OD, Ppr S/I Laserfich e Yes - After QC & OD For Disaster Recovery Purposes; GC §60201 et seq. Land & Facilities L&F-005.2 CIP (Capital Improvement Project) Files Where Land & Facilities is the Lead - Procurement Package, Unsuccessful Bids or Proposals, Bidders List, Procurement Package, Bid Summary 5 years Mag, Ppr Department preference; if there is grant funding, follow the requirements of the grant funding agreement; GC §60201 et seq. Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 7.0 RECORDS RETENTION SCHEDULE: LAND & FACILITIES Page L&F-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Land & Facilities L&F-005.3 CIP (Capital Improvement Project) Files Where Land & Facilities is the Lead / Work Orders / Repair Plans - Administration File: Project Administration, Advertising, Certified Payrolls, Complaints (project-related), Insurance Certificates from Contractors, Labor Compliance, Logs, Meeting Minutes, Pre-construction meetings, Performance Bonds/Surety, Project Security files, Project Schedules, Punch List, Real Estate Appraisals, RFIs (Construction Related Information), Stop Work Notices, Temporary Permits, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, OD, Ppr S / I Yes - After QC & OD Department preference; Statute of Limitations for written contracts are four years from the date of breach; errors and omissions is 10 years; Death during construction is 10 years; CCP §§337., 337.1(a), 337.15 GC §60201, Contractor has retention requirements in 48 CFR 4.703 Land & Facilities L&F-005.4 CIP (Capital Improvement Project) Files Where Land & Facilities is the Lead / Work Orders / Repair Plans - Permanent File: Specifications / RFPs, Change Orders, Building Permits, Calculations, Contract Documents (originals), Construction Photos, Correspondence, Cost of Construction, Fee & Deposit Reimbursements, Close-Out/Acceptance, Drillers Logs, Field Inspection Reports / Inspection Diaries, Materials Testing Reports, Bills of Material / Substitutions, Notice of Completion, Regulatory Agency Approvals, Shop Drawings, Soils Reports, Structural Calculations, Surveys, Permanent Encroachment Permits, Submittals, Materials Submittals, SAMPs, SWPPP, Variances, etc. P Yes: Until Completed Mag, OD, Ppr S/I Laserfich e Yes - After QC & OD For disaster preparedness purposes; Send all original Deeds, Easements and Rights of Way to the District Clerk; GC §60201 et seq. Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 7.0 RECORDS RETENTION SCHEDULE: LAND & FACILITIES Page L&F-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Land & Facilities L&F-006 Daily Vehicle Inspections / Pre-Trip Inspections / Vehicle Safety Checks / Daily Equipment Checks 1 year Ppr District preference (only 90 days is required); 13 CCR 1234(c); GC §60201; 49 CFR 396.11 et seq.; Land & Facilities L&F-007 Generator Operation Logs & Inspections 5 years Ppr Form 400–E–13a instructions, GC §60201 Land & Facilities L&F-008 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Ppr Department Preference; GC §60201 et. seq. Land & Facilities L&F-009 Preserve Inspections / Annual Preserve Inspections 5 years Mag, Ppr Department preference; GC §60201 Land & Facilities L&F-010 Property Management / Tenant / Original Leases / Photos with Significant Content Related to Property Management Termination with Tenant + 2 years Mag, OD, Ppr S/i Yes: After QC & OD Department Preference; GC §60201 et. seq. Land & Facilities L&F-011 Safety Data Sheets (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Yes: After 3 months Mag, OD, Ppr S/i Yes: After QC & OD MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B); GC §60201 et seq. Finance / Accounting L&F-012 Security Deposits Expiration + 2 years Mag, Ppr District preference; GC §60201 Land & Facilities L&F-013 Underground Storage Tanks – UST – Repairs, Lining, Upgrades, Location of Tank P Mag, Ppr 23 CCR 2712(b); H&S §25284.4(i); GC §60201 Land & Facilities L&F-014 Underground Storage Tanks – UST Monitoring and Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records 7 years Mag, Ppr Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.4(i); GC §60201 Land & Facilities L&F-015 Used Oil Disposal 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 7.0 RECORDS RETENTION SCHEDULE: LAND & FACILITIES Page L&F-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Land & Facilities L&F-016 Vehicle & Equipment Maintenance (Includes Cranes) Sale or Disposal + 1 year Mag, OD, Ppr S/i Yes: After QC & OD 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §60201 Land & Facilities L&F-017 Vehicle Titles ("Pink Slips")Upon Sale Ppr Department Preference; GC §60201 Land & Facilities L&F-018 Water (Potable): Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (Correspondence) Close + 5 years Mag, Ppr 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64453(a) Land & Facilities L&F-019 Water (Potable): Lab Reports & Chains of Custody / Tabular Summaries: ALL 12 years Mag, Mfr, OD, Ppr S / I Yes - After 3 months Department Preference; Law requires for 12 years or 2 compliance cycles (18 years); Actual laboratory reports may be kept, or data may be transferred to tabular summaries; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Land & Facilities L&F-020 Work Orders / Service Requests / Accidents / Incidents / Vehicle Maintenance - All Information Entered in CMMS Database When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §60201 Land & Facilities L&F-021 Work Orders / Service Requests / Accidents / Incidents / Vehicle Maintenance - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag Ppr District Preference (covers all Potable Water requirements); CCP §§340 et seq., 342, GC §§945.6, GC §60201 Land & Facilities L&F-022 Work Orders / Service Requests / Accidents / Incidents / Vehicle Maintenance CMMS DATABASE (Computerized Maintenance Management System) Indefinite Mag Data is interrelated; GC §60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 4,0 RECORDS RETENTION SCHEDULE: NATURAL RESOURCES Page NR-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). NATURAL RESOURCES (See District-Wide for Monitoring and other Documents) Natural Resources NR-001 Correspondence - Regulatory Agencies Minimum 15 years Yes: While Active Issues Mag, OD, Ppr S / I Yes - After QC & OD Department Preference; Some correspondence from Regulatory Agencies needs to be retained for long periods of time; GC §60201 Natural Resources NR-001.1 Pest Control Recommendations Completion _ 1 year Mag, Ppr FAC §12004; GC §60201 et seq. Natural Resources NR-001.2 Pesticide Records of Operations – Pesticide Application Record, Operator Identification Number 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); 3 CCR 6623 GC §60201 et seq. Natural Resources NR-002 Project Studies & Reports, Scientific Studies, etc.P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department preference; GC §60201 et seq. Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 5.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PLANNING Finance PL-001 Invoices (used to ensure proper reconciliation / accounting) Copies - When No Longer Required Mag, Ppr Copies (Finance maintains originals); GC §60200 Planning PL-002 Master Plans, Site Plans, Preserve Plans P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; GC §60201 District Clerk PL-003 Preserve & Use Management History - Compilation of Board Staff Reports and Plans by Preserve Copies - When No Longer Required Mag, OD, Ppr S / I Yes: After QC & OD Copies (District Clerk maintains originals); GC §60200 Planning PL-004 Public Access Working Group Agenda Packets and Minutes / Citizen Advisory Groups P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; GC §60201 Planning PL-005 Site & Project History / Permits (Land Use Permits, Planning Permits, Encroachment Permits, Caltrans Permits, County Permits, Water Tanks, etc) - Records with Significant Content P Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC AFFAIRS Page PA-1 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC AFFAIRS Public Affairs PA-001 Annual District Report - POST-Digital P Mag, OD, Ppr S/I Yes: After QC & OD Department preference for historical purposes; GC §60201 Public Affairs PA-002 Annual District Report - PRE-Digital P Mag, OD, Ppr S/I No Department preference for historical purposes; GC §60201 Public Affairs PA-003 Historical Records - Significant Historical Value (Opening of Trails, Founders Day, etc.) - POST- Digital P Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Public Affairs PA-004 Historical Records - Significant Historical Value (Opening of Trails, Founders Day, etc.) - PRE- Digital P Mag, OD, Ppr S/I No Department preference; GC §60201 Public Affairs PA-005 Information Campaigns / Fact Sheets/ Flyers (Stay on Trails, Mountain Lion Information, etc.) When No Longer Required Mag, Ppr Department preference; GC §60201 Public Affairs PA-006 Legislation - Support or Oppose 5 years Mag, Ppr Department preference; GC §60201 Public Affairs PA-007 Lobbyist Authorization / Reporting (FPPC Form 635 / 602)5 years Mag, Ppr 2 CCR 18615(d), GC §81009(e)&(g) Public Affairs PA-008 Newsletters Produced by the District - POST- Digital P Mag, OD, Ppr S/I Yes: After QC & OD GC §60201 Public Affairs PA-009 Newsletters Produced by the District - PRE- Digital P Mag, OD, Ppr S/I No GC §60201 Public Affairs PA-010 Permission for Use - Volunteer or Public Submitted Photo P Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Public Affairs PA-011 Photos, Videos & Slides When No Longer Required Mag, Ppr Drafts; final photos may become part of a final document; GC §60201 Public Affairs PA-012 Preserve Maps, Brochures - PRE-Digital P Mag, OD, Ppr S/I No Department preference for historical purposes; GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC AFFAIRS Page PA-2 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Affairs PA-013 Preserve Maps, Brochures - POST-Digital P Mag, OD, Ppr S/I Yes: After QC & OD Department preference for historical purposes; GC §60201 Public Affairs PA-014 Public Relations / Press Releases When No Longer Required Mag GC §60201 Lead Dept.PA-015 Reports and Studies - White Papers, Issue Papers, Scientific Studies (other than Annual Reports) When No Longer Required Mag, Ppr Official record reside in Lead Department (that authored the Report or Study); GC §60201 Public Affairs PA-016 Special Projects & Fact Sheets (Issues and/or projects will vary over time) When No Longer Required Mag, Ppr GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 7.0 RECORDS RETENTION SCHEDULE: REAL PROPERTY Page RP-1 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). REAL PROPERTY Real Property RP-001 Maps – Historic County maps, US Patent maps, historic USGS maps P Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Real Property & General Counsel RP-002 Neighbor Issues / Encroachments including Legal / Advice Memos P Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 District Clerk RP-003 Preliminary Use & Management Plan (PUMP) P Mag, Ppr Department preference (copies - the District Clerk Maintains originals); GC §60200 Real Property RP-004 Real Property - Purchased Property Board Reports, Easements, Escrow Closing Documents, Final Title, , Land Divisions/Lot Line Adjustments, Policy Exceptions, Title Exceptions, Title Insurance, Purchase & Sale Agreements, Photos, Maps, Resolutions, etc. P Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Real Property RP-005 Real Property - Research Properties P Mag, OD, Ppr S/I Yes: After QC & OD Department preference; GC §60201 Real Property RP-006 Real Property Appraisal Reports: NOT Purchased P Mag, Ppr Department preference (not accessible to the public until close of escrow); USPAP (Uniform Standards of Professional Appraisal Practice) ethical standards require appraisers to retain records for at least 5 years, or final disposition + 2 years, if used in a judicial proceeding; GC §60201 Real Property RP-007 Real Property Appraisal Reports: Purchased Property, Funded Loans P Mag, OD, Ppr S/I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.333; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §60201 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 7.0 RECORDS RETENTION SCHEDULE: REAL PROPERTY Page RP-2 Office of Record Retention No.Records Description Comments / Reference (OFR)Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Real Property RP-008 Real Property Database (Access Db)Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Midpeninsula Regional Open Space District ©1995-2019 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: March 11, 2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: VISITOR SERVICES Page VS-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). VISITOR SERVICES / PUBLIC SAFETY Visitor Services VS-001 Access Databases: Permits, Citations / Incidents, Radar Readings Indefinite Mag Data is interrelated; GC §§60201, 12168.7 Visitor Services VS-002 Citations, Notices, Warnings / Data Ticket: All, including Parking, Marijuana / Cannabis Citations 2 years Mag, Ppr Department Preference; GC §60201 Visitor Services VS-003 Complaints Regarding Peace Officers generated from a Civilian Final Disposition + 5 years Mag, Ppr State requires for at least 5 years for Civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 832.5, EVC § 1045(b)(1), GC §§12946, 12960, 60201; VC §2547 Visitor Services VS-004 Court Juvenile Contact Reports 2 years Mag, Ppr Department Preference; GC §60201 Visitor Services VS-005 Court Trial Notices When No Longer Required Mag, Ppr Court Records (Not a District Record) Visitor Services VS-006 District Attorney Prosecution and Discovery Requests 2 years Mag, Ppr GC §60201 Visitor Services/ Human Resources VS-007 Emergency Preparedness Response and Recovery Plans Superseded + 2 years Yes Mag, Ppr Department Preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: VISITOR SERVICES Page VS-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Visitor Services VS-008 Evidence, Property, Photographs & Film: Crime Scenes When No Longer Required - Minimum Expiration of Appeals Period or Statute of Limitations for Crime Mag, Ppr, OD S/I Yes: After QC & OD See appropriate Crime Report; Statute of Limitations is 1 year for property seized by officers; CCP §340(4); GC §60201 Visitor Services VS-009 Incident Reports / Crime Reports of Arrests: Sealed Cases (e.g. Juveniles) (T.N.G. Order) Per Court Order (Subject 26 years old / Sealing Date + 5 years) Yes Mag, OD, Ppr S / I Yes: After QC & OD Statute of Limitations runs up to age of majority + 8 years; Sealing for Juveniles and Wards of the Court retained for 5 years; CCP §§340.1, GC §60201; GC §68152(g)(1), W&I §781(d) Visitor Services VS-010 Incident Reports / Crime Reports: Capital Crimes, or Without Statute of Limitations: Arson (All) Child Abuse – Unsolved Elder Abuse – Unsolved Falsification of Public Records Homicide / Murder Kidnapping Misuse of Public Funds Treason P Yes: Before Disposition Mag, OD, Ppr S/I Laserfiche Yes: After QC & OD Department Preference; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; GC § 60201 et seq. Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: VISITOR SERVICES Page VS-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Visitor Services VS-011 Incident Reports / Crime Reports: Felonies that are NOT Capital Crimes, or Without Statute of Limitations: - ALL except those otherwise specifically mentioned in this retention schedule (see Comments for exceptions) 10 years or upon DOJ Notification Yes Mag, OD, Ppr S / I Yes: After QC & OD Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, no property related to the report is outstanding in the DOJ or NCIC databases, and it is not classified under PC §§799, 800, 290, 457.1 and H&S §§11590 registrant; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §60201, PC §802, PC §§187, 800 et seq. Visitor Services VS-012 Internal Affairs Investigations - Individual Rangers / Complaints Against Peace Officers Final Disposition + 5 years Mag, Ppr State requires for at least 5 years for civilian's complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 after the discovery of the offense for misconduct in office; PC 832.5. EVC § 1045(b)(1), GC §§12946, 12960, 60201; VC §2547 Visitor Services VS-013 List of Ranger Equipment Issued (Badge, Body Armor, Radios, etc.) Separation + 6 years Yes: Until Separation Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC § 60201 et seq. Visitor Services VS-014 Patrol Logs / Incidents / Documentation of Rounds Made 2 years Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 Visitor Services VS-015 Patrol Schedules 2 years Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 Visitor Services VS-016 Radar Readings 2 years Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 Visitor Services VS-017 Ride-Along Waivers 2 5 years Mag, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: VISITOR SERVICES Page VS-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Visitor Services VS-018 Training - Ranger Field Safety Course Records Attendance Rosters, Outlines and Materials; includes safety training. Certificates are maintained in the employee's Training File 5 years Mag, Ppr, OD S/I Yes: After QC & OD Rosters are sent to POST; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Visitor Services VS-019 Training Files - Rangers / Sworn, Unsworn, Reserves Certificate copies, qualification scores, mandatory training records, POST Training Separation + 5 years Mag, Ppr, OD S/I Yes: After QC & OD Department Preference; GC §60201 VISITOR SERVICES / VOLUNTEER PROGRAMS Visitor Services VS-020 Daniels Nature Center Guestbook / Visitor's Log 2 years Mag, Ppr Department Preference; GC §60201 Visitor Services VS-021 Online Volunteer Forms (Interest Forms, Volunteer Service Hours Reports, Participant Feedback) / WuFoo Database (Sign-ups, Permits, Waivers) Indefinite Mag Data is interrelated; GC §§60201, 12168.7 Visitor Services VS-022 Public Activity and Event Sign-in and Release of Liability / Photo Release 7 years Mag, Ppr Department Preference; GC §60201 Visitor Services VS-023 Training Sign-in Sheets / Enrichment Rosters (may include waivers)5 years Mag, Ppr Department Preference; GC §60201 VISITOR SERVICES / VOLUNTEERS Visitor Services VS-024 Volunteer Applications 3 years Mag, Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A Ver. 8.0 RECORDS RETENTION SCHEDULE: VISITOR SERVICES Page VS-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Visitor Services VS-025 Volunteer Training Records 5 years Mag, Ppr Department Preference; GC §60201 Visitor Services VS-026 Volunteers / Docents - Agreement and Release of Liability Forms, Child Abuse Prevention (CAP) form, Emergency Contacts, Documentation of LiveScan Clearance Inactive / Separation + 3 years Mag, Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 60201 Midpeninsula Regional Open Space District ©1995-2020 Gladwell Governmental Services, Inc rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 3/11/2020 EXHIBIT A