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Retention Schedule - effective 2007-04-19
CITY 0 RA!lQjO IRAG ~~-~ Records Retention Schedule City of Rancho Mirage,California P.O.Bo)(62,1028 Tirol Lane.Lake Arrowhead.CA 92352_0062 ~"'c~.(909)337_3516 •~......(909)337_3526 •E......L.info@gladwellgoll.org www.gladwellgov_org HOW TO USE RETENTION SCHEDULES ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The Citywide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the Citywide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, CMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records Records must be destroyed only in the ordinary course of business in accordance with the City’s policies and procedures, and in full compliance with applicable Federal, State and Municipal laws. For questions, please contact the City Clerk. INDEX Abbreviations: CW – City Wide Standards AS – Administrative Services CC – City Clerk and Legal CD – Community Development HR – Human Resources HS – Housing Authority L – Library MS – Management Services PW – Public Works RDV – Redevelopment “As Builts” / Record Drawings / Public Facilities / Infrastructure – All Public Improvement Plans and Drawings ........................... PW-8 “As-Builts”: Maps, Plans and Drawings........................................................................................................................................... PW-7 1099’s Issued................................................................................................................................................................................... AS-1 5-year Plan / Redevelopment Implementation Plan (Copies)........................................................................................................RDV-1 941 & DE-6 Forms – Quarterly Payroll Tax Returns / OASDI.......................................................................................................... AS-8 A AB 939 Compliance.........................................................................................................................................................................MS-4 Abatement Case Files / Complaints / Code Enforcement................................................................................................................CD-4 Abatement Case Files / Complaints / Code Enforcement............................................................................................................... PW-9 Abuse: Complaints / Concerns from Citizens / Service Orders – Personnel (Copies)...................................................................CW-6 Accident Reports............................................................................................................................................................................. PW-9 Accident, Incident, Injury Reports: Employees (Copies)................................................................................................................CW-1 Accounting / Finance ........................................................................................................................................................... AS-1 – AS-6 Accounts Payable / Invoices and Backup (All Records and Reports).............................................................................................. AS-1 Accounts Payable, Invoices, Petty Cash, Purchase Orders – Includes all Backup – Library Only.....................................................L-1 Accounts Payable, Invoices, Petty Cash, Purchase Orders (Copies).............................................................................................CW-1 Accounts Payable: Warrant Registers............................................................................................................................................. AS-6 Retention Schedule Index – Rancho Mirage, CA i ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Accounts Receivable / Cash Receipts / Cash Register Tapes / Building Permits / Parking Permits............................................... AS-1 Accounts Receivable / Refunds / Recaps / Cash Receipts Detail / Backup (Copies).....................................................................CW-6 Active, Permanent, Non-Regular, Temporary and Part-Time, Regular Employees: Personnel Files..............................................HR-6 Additions: Over-the-Counter Plan Checks.......................................................................................................................................CD-6 Adjustments: Lot Line ..................................................................................................................................................................... PW-8 Administration File: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction............................. PW-5 Administration Files: Maintenance Contracts.................................................................................................................................. PW-7 Administration.................................................................................................................................................................... PW-1 – PW-2 Administration, General or Working Files – Elections......................................................................................................................CC-4 Administrative Files With Grant Funding: Agreements & Contracts ...............................................................................................CW-4 Administrative: Correspondence – Routine...................................................................................................................................CW-7 Adopted / Final – Budgets................................................................................................................................................................ AS-3 Adult – Claims..................................................................................................................................................................................MS-7 Advertisements: Recruitment File / Test File ...................................................................................................................................HR-6 Advertising: Legal ...........................................................................................................................................................................CW-1 Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund) / Investment Receipts.......................... AS-4 Aerial Maps.....................................................................................................................................................................................CW-1 Affidavits of Postings: Boards, Commissions & Committees – Citizens Advisory formed by City Council...................................CW-5 Agenda Packet, Library Board............................................................................................................................................................L-1 Agenda Packets and Agendas: City Council, Redevelopment, Housing Library, CSD, Joint Powers Authority..............................CC-1 Agenda Packets and Agendas: Planning Commission....................................................................................................................CD-6 Agenda Packets: Mobile Home Fair Practices Commission – Rent Control....................................................................................HS-2 Agenda Staff Reports: City Council (Copies)..................................................................................................................................CW-1 Agendas and Agenda Packets: City Council, Redevelopment, Housing Library, CSD, Joint Powers Authority..............................CC-1 Agendas and Agenda Packets: Planning Commission....................................................................................................................CD-6 Agendas: Architectural Review Board .............................................................................................................................................CD-5 Agendas: Boards, Commissions & Committees – Citizens Advisory formed by City Council......................................................CW-5 Agent / Material Data Safety Sheet (MSDS) / Chemical Use Report Form / Substance ..............................................................CW-11 Agreements & Contracts – All Infrastructure-related....................................................................................................................MS-2 Agreements & Contracts – All Non-Infrastructure.........................................................................................................................MS-3 Agreements & Contracts: Administrative Files – Not Funded by a Grant..................................................................................CW-3 Agreements & Contracts: Administrative Files With Grant Funding..........................................................................................CW-4 Agreements & Contracts: All (Copies)............................................................................................................................................CW-2 Agreements & Contracts: Change Orders & Notices of Completion – Infrastructure...............................................................CW-2 Agreements & Contracts: Change Orders & Notices of Completion – Non-Infrastructure.......................................................CW-3 Retention Schedule Index – Rancho Mirage, CA ii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Agreements & Contracts: Unsuccessful Bids or Responses to RFPs and/or RFQs.................................................................CW-4 Air Compressors: Pressure Vessel Certifications or Permits.......................................................................................................... PW-4 Air Quality / PM10............................................................................................................................................................................MS-1 Air Quality Studies: Regional Organizational Studies & Programs Where Other Agencies Are The Lead......................................CD-8 Alcohol and Drug Testing / D.O.T. (All)............................................................................................................................................HR-3 Alcoholic Beverage License Application Copies, Notices of Transfer of ABC License....................................................................CD-5 All Resolutions – Calling the Election: Elections – Historical File..................................................................................................CC-4 Amendments / Redevelopment Project Areas...............................................................................................................................RDV-1 Amendments and Elements, General Plan, Specific Plan...............................................................................................................CD-6 Amendments: Agreements & Contracts – All Infrastructure-related.............................................................................................MS-2 Amendments: Agreements & Contracts – All Non-Infrastructure..................................................................................................MS-3 Amendments: Agreements & Contracts: All (Copies) ....................................................................................................................CW-2 Amendments: Purchase Orders / Requisitions – RFPs................................................................................................................... AS-5 Annexations / Boundaries / Consolidations / LAFCO ......................................................................................................................CC-1 Annexations.....................................................................................................................................................................................CD-5 Annual – Mobile Home Park Permits to Operate.............................................................................................................................HS-2 Annual Assessment / Inspection of Facilities.................................................................................................................................. PW-3 Annual Historical Reports of Building Permit Activity: Reports ........................................................................................................CD-3 Annual Levies – Community Facilities Districts ...............................................................................................................................MS-4 Annual Levies / Special District Payments.......................................................................................................................................MS-4 Annual Listing – Fixed Assets (Source Documents)........................................................................................................................ AS-4 APP: Planning Project Files - Permanent Entitlements.................................................................................................................CD-7 Application Log (Historic Master).....................................................................................................................................................CD-5 Applications for Employment or Resumes – Unsolicited (No Open Position)................................................................................HR-2 Applications for Loans: Rejected.....................................................................................................................................................HS-1 Applications: Backup Tapes........................................................................................................................................................... AS-10 Applications: Business License Tax Files........................................................................................................................................ AS-7 Applications: Grants – Unsuccessful............................................................................................................................................CW-9 Applications: Mobile Home Rent Decreases / Increases.................................................................................................................HS-2 Applications: Recruitment File / Test File.........................................................................................................................................HR-6 Appointed and Elected Officials: Oaths of Office.............................................................................................................................CC-6 Appointed Boards, Commissions & Committees – Applications......................................................................................................CC-1 Appraisal Reports, Real Estate – Property Not Purchased, Loans Not Funded ..........................................................................CW-13 Appraisal Reports, Real Estate – Purchased Property, Funded Loans.......................................................................................CW-13 AQMD Inspections.......................................................................................................................................................................... PW-5 Retention Schedule Index – Rancho Mirage, CA iii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent AQMD Permits for Equipment......................................................................................................................................................... PW-3 Architectural Review Board: Agendas............................................................................................................................................CD-5 Architectural Review Board: Audio Recordings of Meetings.........................................................................................................CD-5 Architectural Review Board: Minutes..............................................................................................................................................CD-5 Artists / Exhibitor’s: Release Forms....................................................................................................................................................L-2 Assessment / Maintenance / Landscape & Lighting / Improvement District Projects ..................................................................... PW-5 Assessment District Ballots – Prop. 218 Proceedings.....................................................................................................................CC-3 Assessment Districts – Bonds for Districts That Terminate........................................................................................................ AS-2 Associated CEQA Noticing: Planning Project Files - Permanent Entitlements.............................................................................CD-7 Attendance Rosters: Training - Business....................................................................................................................................CW-16 Attendance Rosters: Training - Safety.........................................................................................................................................CW-16 Audio Recordings of Council Meetings............................................................................................................................................CC-1 Audio Recordings of Meetings: Architectural Review Board............................................................................................................CD-5 Audio Recordings of Meetings: Boards and Committees ...............................................................................................................CW-5 Audio Recordings, Planning Commission........................................................................................................................................CD-6 Audit Opinions and Related CAFR (Comprehensive Annual Financial Reports) / Audit Reports.................................................... AS-3 Audit Reports / CAFR (Comprehensive Annual Financial Reports) / Audits (Copies)....................................................................CW-4 Audit Reports / CAFR (Comprehensive Annual Financial Reports) and Related Audit Opinions.................................................... AS-3 Audits / Audit Reports / CAFR (Comprehensive Annual Financial Reports) – (Copies).................................................................CW-4 Audits from Regulatory Agencies / Inspections .............................................................................................................................. PW-1 B Backup / Accounts Receivable / Refunds / Recaps / Cash Receipts Detail (Copies).....................................................................CW-6 Backup and Invoices / Accounts Payable (All Records and Reports).............................................................................................. AS-1 Backup Copies for Payment Purposes: Purchase Orders / Requisitions – RFPs ........................................................................... AS-5 Backup Tapes: Applications........................................................................................................................................................ AS-10 Backup Tapes: Daily – Network .................................................................................................................................................... AS-10 Backup Tapes: Weekly Disaster Recovery Copy – Network......................................................................................................... AS-10 Balance Sheets Proof & Merge Reports, Transaction Histories - Monthly or Periodic.................................................................. AS-5 Bank and Trustee Statements, Bank Reconciliations, Outstanding Check Lists, Daily Cash Summaries ...................................... AS-2 Bank Deposits, Bank Transmittal Advice, Cashier’s Reports .......................................................................................................... AS-2 Bank Reconciliations, Outstanding Check Lists, Daily Cash Summaries, Bank and Trustee Statements ...................................... AS-2 Bank Transmittal Advice, Cashier’s Reports, Bank Deposits .......................................................................................................... AS-2 Bargaining Units Negotiations..........................................................................................................................................................HR-5 Benchmark Data............................................................................................................................................................................. PW-5 Benefit Plans....................................................................................................................................................................................MS-4 Retention Schedule Index – Rancho Mirage, CA iv ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Bids/RFPs: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File............ PW-6 Boards and Commission Members: Oaths of Office........................................................................................................................CC-6 Boards and Committees: Audio Recordings of Meetings.............................................................................................................CW-5 Boards, Commissions & Committees – Applications: Appointed...................................................................................................CC-1 Boards, Commissions & Committees – Applications: Unsuccessful..............................................................................................CC-1 Boards, Commissions & Committees – Citizens Advisory formed by City Council......................................................................CW-5 Boards, Commissions & Committees – Citizens Advisory formed by City Council (Minutes & Bylaws)....................................CW-5 Boards, Commissions & Committees – City Council Subcommittees (Comprised solely of City Council Members)..................CW-5 Boards, Commissions & Committees – External Organizations....................................................................................................CW-5 Boards, Commissions & Committees – Internal, Attended by Employees: All Records...............................................................CW-6 Bond Transcripts / Certificates of Participations (COPs)................................................................................................................. AS-2 Boundaries / Consolidations / LAFCO / Annexations ......................................................................................................................CC-1 Brochures: Recruitment File / Test File............................................................................................................................................HR-6 Brochures: Reference Materials - Produced by Other Departments...........................................................................................CW-13 Brochures: Reference Materials - Produced by Outside Organizations.....................................................................................CW-13 Brochures: Reference Materials - Produced by Your Department..............................................................................................CW-13 Budget Amendments ....................................................................................................................................................................... AS-2 Budget Hearings and/or Review...................................................................................................................................................... AS-3 Budgets – Adopted / Final................................................................................................................................................................ AS-3 Budgets – Finals (Copies)...............................................................................................................................................................CW-6 Building Permit Database ................................................................................................................................................................CD-1 Building Permits / Parking Permits / Accounts Receivable / Cash Receipts / Cash Register Tapes............................................... AS-1 Building Permits and Building Permit Applications (All)...................................................................................................................CD-1 Building Plans & Construction Documents – Finalled – Tracts / Planned Unit Developments - Single Family Residential............CD-2 Building Plans and Construction Documents – Finalled – Places of Public Accommodation....................................................CD-2 Building Plans and Construction Documents – Finalled – Single Family Residential – SFR.......................................................CD-1 Building Plans and Construction Documents – Finalled–Industrial, Commercial, Multi-Family Dwellings................................CD-2 Building................................................................................................................................................................................CD-1 – CD-3 Buildings & Grounds.......................................................................................................................................................... PW-3 – PW-4 Buildings: Annual Assessment / Inspection of Facilities................................................................................................................. PW-3 Buildings: Encroachment Permits – Permanent............................................................................................................................ PW-6 Business License Database............................................................................................................................................................. AS-7 Business License Tax Files ............................................................................................................................................................. AS-7 Business Licenses........................................................................................................................................................................... AS-7 Business Recruitment & Retention / Economic Development Projects: Prospects .......................................................................RDV-1 Retention Schedule Index – Rancho Mirage, CA v ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Bylaws & Minutes: Boards, Commissions & Committees – Citizens Advisory formed by City Council........................................CW-5 C C.O.P.S. (Citizens On Patrol Services)............................................................................................................................................HR-1 CAFR (Comprehensive Annual Financial Reports) / Audits / Audit Reports (Copies)....................................................................CW-4 CAFR (Comprehensive Annual Financial Reports) and Related Audit Opinions / Audit Reports.................................................... AS-3 Calendars: Correspondence - Transitory / Preliminary Drafts....................................................................................................CW-8 Calling the Election – All Resolutions: Elections – Historical File..................................................................................................CC-4 CalPERS Bi-weekly Reports............................................................................................................................................................ AS-8 Campaign Filings (FPPC 400 Series Forms) Other Committees...................................................................................................CC-3 Campaign Filings (FPPC 400 Series Forms) Successful Candidates (Elected Officials) .............................................................CC-3 Campaign Filings (FPPC 400 Series Forms) Those Not Required to File Original With City Clerk (Copies) ............................CC-3 Campaign Filings (FPPC 400 Series Forms) Unsuccessful Candidates......................................................................................CC-3 Canceled (Cashed) or Voided – Checks / Warrants........................................................................................................................ AS-3 Candidate File: Nomination Papers, Candidate Statements – Successful Candidates................................................................CC-3 Candidate File: Nomination Papers, Candidate Statements – Unsuccessful Candidates............................................................CC-4 Candidate Statements to be printed in the Sample Ballot: Elections – General, Working or Administration Files.....................CC-4 Candidate Statements, Nomination Papers – Successful Candidates: Candidate File ................................................................CC-3 Candidate Statements, Nomination Papers – Unsuccessful Candidates: Candidate File............................................................CC-4 Canvass: Elections – Historical File...............................................................................................................................................CC-4 Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Administration File........................ PW-5 Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File............................... PW-6 Cash Receipts / Cash Register Tapes / Building Permits / Parking Permits / Accounts Receivable............................................... AS-1 Cash Receipts Detail / Backup / Accounts Receivable / Refunds / Recaps (Copies).....................................................................CW-6 Cash Register Tapes / Building Permits / Parking Permits / Accounts Receivable / Cash Receipts............................................... AS-1 Cashier’s Reports, Bank Deposits, Bank Transmittal Advice .......................................................................................................... AS-2 Catch Basin Cleaning ..................................................................................................................................................................... PW-9 Census, Demographics....................................................................................................................................................................CD-5 Center Lines / Monuments.............................................................................................................................................................. PW-7 Certificate of Elections: Elections – Historical File.........................................................................................................................CC-4 Certificate of Records Destruction / Records Destruction Lists (Copies)......................................................................................CW-13 Certificates of Participations (COPs) / Bond Transcripts................................................................................................................. AS-2 Certificates of Records Destruction / Records Destruction Lists .....................................................................................................CC-8 Certificates of Use and Occupancy / Fire Inspections..................................................................................................................... AS-7 Certifications or Permits, Pressure Vessel...................................................................................................................................... PW-4 Certifications, Elevator.................................................................................................................................................................... PW-3 Retention Schedule Index – Rancho Mirage, CA vi ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Certifications, Rent Affordability.......................................................................................................................................................HS-3 Certified Payrolls: Agreements & Contracts - Administrative Files With Grant Funding............................................................CW-4 Certified Payrolls: Agreements & Contracts: Administrative Files – Not Funded by a Grant.....................................................CW-3 Certified Payrolls: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Admin File ................ PW-5 Certified Payrolls: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File........ PW-6 Change Orders & Notices of Completion – Infrastructure: Agreements & Contracts ...................................................................CW-2 Change Orders & Notices of Completion – Non-Infrastructure: Agreements & Contracts...........................................................CW-3 Check Requests: Accounts Payable / Invoices and Backup (All Records and Reports) ................................................................. AS-1 Checklists: Correspondence - Transitory / Preliminary Drafts....................................................................................................CW-8 Checks / Warrants – Canceled (Cashed) or Voided........................................................................................................................ AS-3 Chemical Use Report Form / Material Data Safety Sheet (MSDS)................................................................................................. PW-3 Chemical Use Report Form / Substance / Agent / Material Data Safety Sheet (MSDS) ..............................................................CW-11 Child Support, Verifications of Employment.....................................................................................................................................HR-7 CHP: SWITRS (Statewide Integrated Traffic Records System).................................................................................................... PW-10 Chronological: Correspondence – Routine....................................................................................................................................CW-7 CIP (Capital Improvement Projects) / Jobs: Infrastructure and Facilities Construction – Administration File........................ PW-5 CIP (Capital Improvement Projects) / Jobs: Infrastructure and Facilities Construction – Permanent File............................... PW-6 CIP Engineering Reports: Assessment / Maintenance / Landscape & Lighting / Improvement District Projects ........................... PW-5 Circulation Reports / Library Statistics................................................................................................................................................L-1 Circulation: Plans.............................................................................................................................................................................CD-7 Citations & Inspections – OSHA Log 200 and Log 300, 301, 301A.................................................................................................HR-5 Citizens On Patrol Services (C.O.P.S.)............................................................................................................................................HR-1 City Attorney Opinions (Copies)......................................................................................................................................................CW-6 City Attorney Opinions .....................................................................................................................................................................CC-1 City Attorney: Economic Interest Filings (FPPC 700 Series–Statement of Economic Interests) Public Officials..........................CC-2 City Council & Redevelopment Agency: Ordinances.......................................................................................................................CC-6 City Council Agenda Staff Reports (Copies)...................................................................................................................................CW-1 City Council Correspondence – Incoming Junk Mail.....................................................................................................................MS-8 City Council Correspondence – Incoming......................................................................................................................................MS-8 City Council Correspondence – Outgoing Only.............................................................................................................................MS-1 City Council Correspondence – Outgoing......................................................................................................................................MS-8 City Council Members: Economic Interest Filings (FPPC 700 Series–Statement of Economic Interests) Public Officials............CC-2 City Council or Redevelopment Agency: Ordinances (Copies) ....................................................................................................CW-12 City Council......................................................................................................................................................................................MS-8 City Council, Housing Authority, or Redevelopment Agency: Minutes (Copies)...........................................................................CW-11 Retention Schedule Index – Rancho Mirage, CA vii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent City Council: Agenda Packets and Agendas ...................................................................................................................................CC-1 City Council: Minutes.......................................................................................................................................................................CC-5 City Council: Resolutions.................................................................................................................................................................CC-6 City Council: Video Recordings of Meetings....................................................................................................................................CC-6 City Events and Promotional, Video Recordings of Programs / Marketing Campaigns...................................................................MS-6 City History, Historical Records .......................................................................................................................................................CC-1 City Issued Surveys / Questionnaires...........................................................................................................................................CW-15 City Land and Property (Recorded Documents)..............................................................................................................................CC-2 City Manager....................................................................................................................................................................................MS-1 City Manager: Economic Interest Filings (FPPC 700 Series–Statement of Economic Interests) Public Officials.........................CC-2 City Newsletters Distributed to Citizens: Newsletters ......................................................................................................................MS-6 City Property and Land (Recorded Documents)..............................................................................................................................CC-2 City Seal: City History, Historical Records.......................................................................................................................................CC-1 City Treasurer: Economic Interest Filings (FPPC 700 Series–Statement of Economic Interests) Public Officials........................CC-2 City-owned Insurance Policies & Certificates ..................................................................................................................................MS-7 Claims – Adults...............................................................................................................................................................................MS-7 Claims – Juveniles..........................................................................................................................................................................MS-7 Claims – Workers Compensation or Disability.................................................................................................................................HR-7 Claims Adjustment Reports .............................................................................................................................................................MS-7 Claims that are Resolved Administratively, Department of Fair Employment & Housing (DFEH & EEOC) ....................................HR-2 Claims..............................................................................................................................................................................................CC-7 Class B Drivers License / Work Hours / Drivers Time .....................................................................................................................HR-3 Classification / Compensation / Reorganization / Job Analysis Studies..........................................................................................HR-5 Closed Businesses – Correspondence............................................................................................................................................ AS-7 CMMS Database: Work Orders / Request for Service Forms / Corrective Action Requests.......................................................... PW-2 Code Enforcement / Abatement Case Files / Complaints................................................................................................................CD-4 Code Enforcement / Abatement Case Files / Complaints............................................................................................................... PW-9 Code Enforcement...........................................................................................................................................................................CD-4 Commercial, Multi-Family Dwellings, Industrial – Building Plans and Construction Documents – Finalled....................................CD-2 Commission and Board Members: Oaths of Office..........................................................................................................................CC-6 Commissions, Committees & Boards – Applications: Appointed...................................................................................................CC-1 Commissions, Committees & Boards – Applications: Unsuccessful..............................................................................................CC-1 Commissions, Committees & Boards – Citizens Advisory formed by City Council......................................................................CW-5 Commissions, Committees & Boards – Citizens Advisory formed by City Council (Minutes & Bylaws)....................................CW-5 Commissions, Committees & Boards – City Council Subcommittees (Comprised solely of City Council Members)..................CW-5 Retention Schedule Index – Rancho Mirage, CA viii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Commissions, Committees & Boards – External Organizations....................................................................................................CW-5 Commissions, Committees & Boards – Internal, Attended by Employees: All Records...............................................................CW-6 Committee Rosters / Maddy Act List................................................................................................................................................CC-2 Committees and Boards: Audio Recordings of Meetings.............................................................................................................CW-5 Committees, Boards & Commissions – Applications: Appointed...................................................................................................CC-1 Committees, Boards & Commissions – Applications: Unsuccessful..............................................................................................CC-1 Committees, Boards & Commissions – Citizens Advisory formed by City Council......................................................................CW-5 Committees, Boards & Commissions – Citizens Advisory formed by City Council (Minutes & Bylaws)....................................CW-5 Committees, Boards & Commissions – City Council Subcommittees (Comprised solely of City Council Members)..................CW-5 Committees, Boards & Commissions – External Organizations....................................................................................................CW-5 Committees, Boards & Commissions – Internal, Attended by Employees: All Records...............................................................CW-6 Community Facilities Districts – Annual Levies..............................................................................................................................MS-4 Community Facilities Districts – Formation......................................................................................................................................MS-4 Community Profile............................................................................................................................................................................CD-5 Compensation / Reorganization / Job Analysis / Classification Studies..........................................................................................HR-5 Complaints / Code Enforcement / Abatement Case Files................................................................................................................CD-4 Complaints / Code Enforcement / Abatement................................................................................................................................. PW-9 Complaints / Concerns from Citizens / Service Orders – Operational...........................................................................................CW-7 Complaints / Concerns from Citizens / Service Orders – Personnel (Copies)...............................................................................CW-6 Complaints / Correction Notices / Stop Work Orders / Violations Relating to Building Permit Applications ....................................CD-2 Complaints / Investigations (Regarding Personnel).........................................................................................................................HR-2 Complaints: Rents, Mobile Home Fair Practices .............................................................................................................................HS-1 Comprehensive Annual Financial Reports (CAFR) / Audits / Audit Reports (Copies)....................................................................CW-4 Comprehensive Annual Financial Reports (CAFR) and Related Audit Opinions / Audit Reports.................................................... AS-3 Compressors: Permits for Equipment, AQMD ................................................................................................................................ PW-3 Computer Sign-ups: Correspondence - Transitory / Preliminary Drafts......................................................................................CW-8 Concerns from Citizens / Service Orders / Complaints – Operational...........................................................................................CW-7 Concerns from Citizens / Service Orders / Complaints – Personnel (Copies)...............................................................................CW-6 Consolidations / LAFCO / Annexations / Boundaries ......................................................................................................................CC-1 Construction Documents & Building Plans – Finalled – Tracts / Planned Unit Developments - Single Family Residential............CD-2 Construction Documents and Building Plans – Finalled – Industrial, Commercial, Multi-Family Dwellings..............................CD-2 Construction Documents and Building Plans – Finalled – Single Family Residential – SFR.......................................................CD-1 Contacts: Homeowners Associations / Neighborhood Groups........................................................................................................HR-1 Contract Administration Files: Solid Waste......................................................................................................................................MS-5 Contract Services................................................................................................................................................................MS-2 – MS-3 Retention Schedule Index – Rancho Mirage, CA ix ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Contractors Insurance Certificates...................................................................................................................................................MS-7 Contracts & Agreements – All Infrastructure-related...................................................................................................................MS-2 Contracts & Agreements – All Non-Infrastructure........................................................................................................................MS-3 Contracts & Agreements: Administrative Files – Not Funded by a Grant..................................................................................CW-3 Contracts & Agreements: Administrative Files With Grant Funding..........................................................................................CW-4 Contracts & Agreements: All (Copies)............................................................................................................................................CW-2 Contracts & Agreements: Change Orders & Notices of Completion – Infrastructure...............................................................CW-2 Contracts & Agreements: Change Orders & Notices of Completion – Non-Infrastructure.......................................................CW-3 Contracts & Agreements: Unsuccessful Bids or Responses to RFPs and/or RFQs.................................................................CW-4 Contracts: Insurance Certificates (Copies)...................................................................................................................................CW-10 Contracts: Purchase Orders / Requisitions – RFPs......................................................................................................................... AS-5 Copies of Invoices: Agreements & Contracts - Administrative Files With Grant Funding..........................................................CW-4 Copies or Duplicates of Any Record (Copies) ................................................................................................................................CW-7 COPs (Certificates of Participations / Bond Transcripts .................................................................................................................. AS-2 COPS Volunteer / Unpaid Intern Applications & Agreements – Successful Applicants.................................................................HR-1 COPS Volunteer / Unpaid Intern Applications & Agreements – Unsuccessful or Pending Applicants ..........................................HR-1 Correction Notices / Stop Work Orders / Violations Relating to Building Permit Applications / Complaints ....................................CD-2 Corrective Action Requests / Work Orders / Request for Service Forms Paper – Entire Information Entered in CMMS........... PW-1 Corrective Action Requests / Work Orders / Request for Service Forms Paper – Partial or Not Entered in CMMS................... PW-1 Corrective Action Requests / Work Orders / Request for Service Forms CMMS Database.......................................................... PW-2 Correspondence – Closed Businesses............................................................................................................................................ AS-7 Correspondence – Routine............................................................................................................................................................CW-7 Correspondence - Transitory / Preliminary Drafts.......................................................................................................................CW-8 Correspondence, City Council – Incoming Junk Mail....................................................................................................................MS-8 Correspondence, City Council – Incoming.....................................................................................................................................MS-8 Correspondence, City Council – Outgoing Only............................................................................................................................MS-1 Correspondence, City Council – Outgoing.....................................................................................................................................MS-8 Correspondence: Agreements & Contracts - Administrative Files With Grant Funding............................................................CW-4 Correspondence: Agreements & Contracts: Administrative Files – Not Funded by a Grant.....................................................CW-3 Correspondence: Elections – General, Working or Administration Files....................................................................................CC-4 Correspondence: Grants – Unsuccessful.....................................................................................................................................CW-9 Council Meetings Audio Recordings................................................................................................................................................CC-1 County Board of Supervisors: Boards, Commissions & Committees – External Organizations....................................................CW-5 County Election Services: Elections – General, Working or Administration Files.......................................................................CC-4 Retention Schedule Index – Rancho Mirage, CA x ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Covenants, Loans, Reconveyances, Deed Restrictions: Housing Programs ..................................................................................HS-2 Credits and Refunds........................................................................................................................................................................ AS-5 Crossroads: Traffic / Transportation Database............................................................................................................................... PW-8 CSD: Agenda Packets and Agendas...............................................................................................................................................CC-1 CSD: Minutes...................................................................................................................................................................................CC-5 CSD: Resolutions.............................................................................................................................................................................CC-6 Cultural Commission Programs ......................................................................................................................................................CW-8 Cultural Commission Programs ..........................................................................................................................................................L-1 CUP: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 CUPs: Entitlement Projects............................................................................................................................................................. PW-6 CUPX: Planning Project Files - Permanent Entitlements..............................................................................................................CD-7 D D.O.T. / Drug and Alcohol Testing (All)............................................................................................................................................HR-3 DA: Planning Project Files - Permanent Entitlements...................................................................................................................CD-7 DAA: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 Daily – Network: Backup Tapes..................................................................................................................................................... AS-10 Daily Cash Summaries, Bank and Trustee Statements, Bank Reconciliations, Outstanding Check Lists ...................................... AS-2 Daily Equipment Checks / Vehicle Inspections.............................................................................................................................CW-16 Database / Library Management System............................................................................................................................................L-1 Database, Building Permit ...............................................................................................................................................................CD-1 Database, Business License............................................................................................................................................................ AS-7 Database, Financial Services .......................................................................................................................................................... AS-3 Database, Fuel Use........................................................................................................................................................................ PW-9 Database, GIS – Historical Output..................................................................................................................................................CW-8 Database, GIS ............................................................................................................................................................................... AS-10 Database, Pavement Management ................................................................................................................................................ PW-9 Database, Records Management ....................................................................................................................................................CC-8 Database, Signs / Street Legends................................................................................................................................................ PW-10 Database, Traffic / Transportation .................................................................................................................................................. PW-8 Database, Tree............................................................................................................................................................................. PW-10 DDAs, OPAs, MOUs and MOAs: Agreements & Contracts – All Infrastructure-related................................................................MS-2 DDAs, OPAs, MOUs, MOAs: Contracts & Agreements – All (Copies)...........................................................................................CW-2 DE-6 & 941 Forms – Quarterly Payroll Tax Returns / OASDI.......................................................................................................... AS-8 Deed Restrictions, Covenants, Loans, Reconveyances: Housing Programs ..................................................................................HS-2 Deeds...............................................................................................................................................................................................CC-2 Retention Schedule Index – Rancho Mirage, CA xi ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Deeds, Easements and Rights-of-Ways – All (Copies) ..................................................................................................................CW-8 Deferred Compensation Plan........................................................................................................................................................... AS-3 Demographics, Census....................................................................................................................................................................CD-5 Dental: Benefit Plans .......................................................................................................................................................................MS-4 Dental: Self-Fund Insurance............................................................................................................................................................MS-7 Department of Fair Employment & Housing (DFEH & EEOC) Claims that are Resolved Administratively .....................................HR-2 Determinations & Petitions: Mobile Home Rent Decreases / Increases..........................................................................................HS-2 Development Documents: Budget Hearings and/or Review............................................................................................................ AS-3 Developments: Reference / Subject Files / Issues ..........................................................................................................................MS-6 DFEH & EEOC (Department of Fair Employment & Housing) Claims that are Resolved Administratively .....................................HR-2 Disability or Workers Compensation Claims....................................................................................................................................HR-7 Disaster Exercises...........................................................................................................................................................................HR-3 Disaster Plans..................................................................................................................................................................................HR-3 Dispatchers Logs.............................................................................................................................................................................HR-1 Disposal Receipts / Manifests – Non-Hazardous Waste................................................................................................................MS-4 Distribution, Municipal Code Administration ....................................................................................................................................CC-5 DMV Pull Notices.............................................................................................................................................................................HR-3 Drafts & Notes: Drafts that are Revised..........................................................................................................................................CW-8 Drawings, Maps and Plans............................................................................................................................................................. PW-7 Drivers Time / Class B Drivers License / Work Hours .....................................................................................................................HR-3 Drug and Alcohol Testing / D.O.T. (All)............................................................................................................................................HR-3 Duplicates or Copies of Any Record (Copies) ................................................................................................................................CW-7 Dust Control: AQMD Inspections.................................................................................................................................................... PW-5 DVDs / Optical Media of LaserFiche and OmniRIM.........................................................................................................................CC-8 E EA: Planning Project Files - Permanent Entitlements...................................................................................................................CD-7 Easements.......................................................................................................................................................................................CC-2 Easements, Rights-of-Ways and Deeds – All (Copies) ..................................................................................................................CW-8 Economic Development Fiscal Incentive Programs.......................................................................................................................RDV-1 Economic Development Projects / Business Recruitment & Retention: Prospects .......................................................................RDV-1 Economic Interest Filings (FPPC 700 Series – Statement of Economic Interests): Designated Employees................................CC-2 Economic Interest Filings (FPPC 700 Series – Statement of Economic Interests): Public Officials..............................................CC-2 Economic Interest Filings (FPPC Form 635) Lobbyist Reporting..................................................................................................CC-2 EEO-4 Reports and Records Required to Generate EEO-4 Report................................................................................................HR-4 EEOC & DFEH (Department of Fair Employment & Housing) Claims that are Resolved Administratively .....................................HR-2 Retention Schedule Index – Rancho Mirage, CA xii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent EIRs (Environmental Impact Reports): Environmental Determinations – Inside City Boundaries................................................CD-6 EIRs (Environmental Impact Reports): Environmental Determinations – Outside City Boundaries.............................................CD-6 Elected and Appointed Officials: Oaths of Office.............................................................................................................................CC-6 Elected Officials: Campaign Filings (FPPC 400 Series Forms) Successful Candidates...............................................................CC-3 Election Summary: Elections – Historical File................................................................................................................................CC-4 Elections – General, Working or Administration Files................................................................................................................CC-4 Elections – Historical File...............................................................................................................................................................CC-4 Elections – Petitions.........................................................................................................................................................................CC-4 Elements and Amendments, General Plan, Specific Plan...............................................................................................................CD-6 Elevator Certifications..................................................................................................................................................................... PW-3 E-mail: Correspondence - Transitory / Preliminary Drafts...........................................................................................................CW-8 Employee Payroll Files .................................................................................................................................................................... AS-8 Employees: Oaths of Office .............................................................................................................................................................CC-6 Encroachment Permits – Permanent............................................................................................................................................. PW-6 End of Elections Section..................................................................................................................................................................CC-4 Engineering Studies / Surveys – Preliminary Studies / Project Assessments – Not Acquired or Developed.............................. PW-6 Engineering........................................................................................................................................................................ PW-5 – PW-8 Enterprise-Wide: Backup Tapes – Applications........................................................................................................................... AS-10 Entitlement Projects: Lot Splits, CUPs, Modifications, Tentative Parcel Maps, Zone Changes ..................................................... PW-6 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations – Inside City Boundaries...........CD-6 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations – Outside City Boundaries........CD-6 Environmental Determinations: Planning Project Files - Permanent Entitlements........................................................................CD-7 Environmental Impact Reports (EIRs): Environmental Determinations – Inside City Boundaries................................................CD-6 Environmental Impact Reports (EIRs): Environmental Determinations – Outside City Boundaries.............................................CD-6 Equipment & Vehicle Maintenance History...................................................................................................................................CW-16 Escheat (Unclaimed Money / Un-cashed Checks) .......................................................................................................................... AS-3 Ethics Training: Proof of Participation .............................................................................................................................................CC-2 Excessive Force: Complaints / Concerns from Citizens / Service Orders – Personnel (Copies) ..................................................CW-6 Exhibitors / Artists: Release Forms.....................................................................................................................................................L-2 External Organizations: Boards, Commissions & Committees.......................................................................................................CW-5 F Façade Improvements: Economic Development Fiscal Incentive Programs.................................................................................RDV-1 Facilities and Infrastructure Construction: Capital Improvement Projects (CIP) / Jobs – Administration File.............................. PW-5 Facilities and Infrastructure Construction: Capital Improvement Projects (CIP) / Jobs – Permanent File..................................... PW-6 Facility Rental Applications.................................................................................................................................................................L-1 Retention Schedule Index – Rancho Mirage, CA xiii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent FCC Licenses ................................................................................................................................................................................. PW-6 FDP: Planning Project Files - Permanent Entitlements.................................................................................................................CD-7 FDPX: Planning Project Files - Permanent Entitlements..............................................................................................................CD-7 FEMA Reimbursable Events............................................................................................................................................................CC-5 Film Permits / Parking Lot Sales / Sidewalk Sales / Special Event Permits ....................................................................................MS-5 Final / Adopted – Budgets................................................................................................................................................................ AS-3 Final Budgets (Copies) ...................................................................................................................................................................CW-6 Final Maps: Maps, Plans and Drawings.......................................................................................................................................... PW-7 Finalled – Building Plans & Construction Documents – Tracts / Planned Unit Developments - Single Family Residential.............CD-2 Finalled – Building Plans and Construction Documents – Industrial, Commercial, Multi-Family Dwellings...............................CD-2 Finalled – Building Plans and Construction Documents – Single Family Residential (SFR)........................................................CD-1 Finance / Accounting ........................................................................................................................................................... AS-1 – AS-6 Finance / Payroll.................................................................................................................................................................. AS-8 – AS-9 Financial Services Database ........................................................................................................................................................... AS-3 Fire Inspections / Use and Occupancy Certificates......................................................................................................................... AS-7 Fixed Assets – Annual Listing (Source Documents)........................................................................................................................ AS-4 Flyers: Recruitment File / Test File..................................................................................................................................................HR-6 Formation – Community Facilities Districts......................................................................................................................................MS-4 FPPC 400 Series Forms (Campaign Filings) Other Committees...................................................................................................CC-3 FPPC 400 Series Forms (Campaign Filings) Successful Candidates (Elected Officials) .............................................................CC-3 FPPC 400 Series Forms (Campaign Filings) Those Not Required to File Original With City Clerk (Copies) ............................CC-3 FPPC 400 Series Forms (Campaign Filings) Unsuccessful Candidates......................................................................................CC-3 FPPC 700 Series – Statement of Economic Interests (Economic Interest Filings): Designated Employees................................CC-2 FPPC 700 Series – Statement of Economic Interests (Economic Interest Filings): Public Officials..............................................CC-2 FPPC Form 635 (Economic Interest Filings) Lobbyist Reporting..................................................................................................CC-2 Fuel Use Database......................................................................................................................................................................... PW-9 Funded Loans, Purchased Property: Real Estate Appraisal Reports...........................................................................................CW-13 G General Files: Correspondence – Routine.....................................................................................................................................CW-7 General Plan, Specific Plan, Elements and Amendments...............................................................................................................CD-6 General, Working or Administration Files – Elections......................................................................................................................CC-4 Generator Inspections..................................................................................................................................................................... PW-3 Generators: Permits for Equipment, AQMD.................................................................................................................................... PW-3 Geotechnical Reports ..................................................................................................................................................................... PW-6 GIS Database – Historical Output...................................................................................................................................................CW-8 Retention Schedule Index – Rancho Mirage, CA xiv ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent GIS Database ................................................................................................................................................................................ AS-10 GPA: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 Grading Permits: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File... PW-6 Grading Permits: Single Family ...................................................................................................................................................... PW-8 Grants – Successful Reports.........................................................................................................................................................CW-9 Grants – Unsuccessful..................................................................................................................................................................CW-9 Grants: Housing Programs ..............................................................................................................................................................HS-1 Grants: IMLS (Institute of Museum & Library Services) Only.............................................................................................................L-1 Grants: LSCA (Library Services and Construction) Only....................................................................................................................L-1 Grants: LSTA (Library Services and Technology) Only......................................................................................................................L-1 Grants: PLF (Public Library Foundation) Only...................................................................................................................................L-1 Grievances and Informal Complaints – Employees (All)...............................................................................................................CW-10 Grievances and Informal Complaints (All) .......................................................................................................................................HR-4 Grounds & Buildings.......................................................................................................................................................... PW-3 – PW-4 H Hazardous Materials Plans: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File........................................................................................................................................................................................................ PW-6 HCD (Housing & Community Development) Annual Report............................................................................................................HS-1 Health: Benefit Plans .......................................................................................................................................................................MS-4 Historic Master (Application Log).....................................................................................................................................................CD-5 Historical File – Elections.................................................................................................................................................................CC-4 Historical Output – GIS Database...................................................................................................................................................CW-8 Historical Records, City History .......................................................................................................................................................CC-1 Historical Reports of Building Permit Activity, Annual: Reports .......................................................................................................CD-3 Historical Resources Survey............................................................................................................................................................CD-6 Historically Significant Reports and Studies .................................................................................................................................CW-14 History File and Municipal Code......................................................................................................................................................CC-5 Home Improvement: Applications for Loans: Rejected...................................................................................................................HS-1 Home Improvements: Housing Programs - Loans, Reconveyances, Deed Restrictions, Covenants..............................................HS-2 Home Occupation Permits............................................................................................................................................................... AS-7 Homeowners Associations / Neighborhood Groups ........................................................................................................................HR-1 Hotels: Reference / Subject Files / Issues.......................................................................................................................................MS-6 Household Hazardous Waste Program / Used Oil...........................................................................................................................MS-4 Housing & Community Development (HCD) Annual Report............................................................................................................HS-1 Housing Element (Copies).............................................................................................................................................................RDV-1 Retention Schedule Index – Rancho Mirage, CA xv ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Housing Library: Agenda Packets and Agendas .............................................................................................................................CC-1 Housing Programs: Grants ..............................................................................................................................................................HS-1 Housing Programs: Loans, Reconveyances, Deed Restrictions, Covenants ..................................................................................HS-2 Housing: Minutes.............................................................................................................................................................................CC-5 Housing: Resolutions.......................................................................................................................................................................CC-6 Human Resources...............................................................................................................................................................HR-2 – HR-7 I I-9s...................................................................................................................................................................................................HR-4 IMLS (Institute of Museum & Library Services): Grants Only.............................................................................................................L-1 Improvement District Projects / Assessment / Maintenance / Landscape & Lighting ..................................................................... PW-5 Improvements / Private Development Projects............................................................................................................................... PW-8 Incident, Injury, Accident Reports: Employees (Copies)................................................................................................................CW-1 Incorporation: City History, Historical Records ................................................................................................................................CC-1 Indexing Systems and Legislative History .......................................................................................................................................CC-5 Industrial, Commercial, Multi-Family Dwellings - Building Plans and Construction Documents – Finalled.....................................CD-2 Informal Complaints and Grievances – Employees (All)...............................................................................................................CW-10 Informal Complaints and Grievances (All) .......................................................................................................................................HR-4 Information Technology ................................................................................................................................................................. AS-10 Infrastructure / “As Builts” / Record Drawings / Public Facilities – All Public Improvement Plans and Drawings ........................... PW-8 Infrastructure and Facilities Construction: Capital Improvement Projects (CIP) / Jobs – Administration File.............................. PW-5 Infrastructure and Facilities Construction: Capital Improvement Projects (CIP) / Jobs – Permanent File..................................... PW-6 In-House Task Forces: Boards, Commissions & Committees – Internal, Attended by Employees: All Records.........................CW-6 Initiative: Elections – Petitions .........................................................................................................................................................CC-4 Injury, Accident, Incident Reports: Employees (Copies)................................................................................................................CW-1 INPDES: Audits from Regulatory Agencies / Inspections............................................................................................................... PW-1 Inspection of Facilities / Annual Assessment.................................................................................................................................. PW-3 Inspections & Citations – OSHA Log 200 and Log 300, 301, 301A.................................................................................................HR-5 Inspections / Audits from Regulatory Agencies .............................................................................................................................. PW-1 Inspections, AQMD......................................................................................................................................................................... PW-5 Inspections, Generator.................................................................................................................................................................... PW-3 Institute of Museum & Library Services (IMLS): Grants Only.............................................................................................................L-1 Insurance Certificates – All Contractors...........................................................................................................................................MS-7 Insurance Certificates That Cannot Be Matched To An Agreement or Contract .............................................................................MS-3 Insurance Certificates: Agreements & Contracts – All Infrastructure-related................................................................................MS-2 Insurance Certificates: Agreements & Contracts – All Non-Infrastructure....................................................................................MS-3 Retention Schedule Index – Rancho Mirage, CA xvi ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Insurance Certificates: Contracts, Vendors (Copies)....................................................................................................................CW-10 Insurance Policies & Certificates – City-owned..............................................................................................................................MS-7 Insurance, Self-Fund........................................................................................................................................................................MS-7 Inter-Library Loan Records.................................................................................................................................................................L-1 Investigations / Complaints (Regarding Personnel).........................................................................................................................HR-2 Investment Receipts / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund).......................... AS-4 Investment Receipts / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund).......................... AS-4 Invoices and Backup / Accounts Payable (All Records and Reports).............................................................................................. AS-1 Invoices to Outside Entities / Transient Occupancy Tax (TOT) / Utility Tax Statements................................................................. AS-1 Invoices, Petty Cash, Purchase Orders, Accounts Payable – Includes all Backup – Library Only.....................................................L-1 Invoices, Petty Cash, Purchase Orders, Accounts Payable (Copies).............................................................................................CW-1 Issues & Projects / Special Projects / Subject Files.........................................................................................................................MS-1 Issues / Reference / Subject Files ...................................................................................................................................................MS-6 J Job Analysis / Classification / Compensation / Reorganization Studies..........................................................................................HR-5 Job Announcements: Recruitment File / Test File...........................................................................................................................HR-6 Job Specifications............................................................................................................................................................................HR-5 Jobs / Capital Improvement Projects (CIP): Infrastructure and Facilities Construction – Administration File........................ PW-5 Jobs / Capital Improvement Projects (CIP): Infrastructure and Facilities Construction – Permanent File............................... PW-6 Joint Powers Authority: Agenda Packets and Agendas...................................................................................................................CC-1 Joint Powers Authority: Minutes.......................................................................................................................................................CC-5 Joint Powers Authority: Resolutions ................................................................................................................................................CC-6 Journal Entries / Journal Vouchers.................................................................................................................................................. AS-4 Journal Vouchers / Journal Entries.................................................................................................................................................. AS-4 Juvenile Claims................................................................................................................................................................................MS-7 K L LAFCO / Annexations / Boundaries / Consolidations ......................................................................................................................CC-1 LAIF (Local Agency Investment Fund) / Investment Receipts / Advisor Reports and Statements / Trade Tickets.......................... AS-4 Landscape & Lighting / Improvement District Projects / Assessment / Maintenance ..................................................................... PW-5 Lawsuits / Litigation..........................................................................................................................................................................CC-7 Lawsuits, Litigation, Pending Litigation (Copies) ..........................................................................................................................CW-11 Legal Advertising ............................................................................................................................................................................CW-1 Legislative History and Indexing Systems .......................................................................................................................................CC-5 Letters: Correspondence – Routine...............................................................................................................................................CW-7 Retention Schedule Index – Rancho Mirage, CA xvii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Letters: Recruitment File / Test File.................................................................................................................................................HR-6 Liability – General and Public: Insurance Policies & Certificates – City-owned.............................................................................MS-7 Library Board Agenda Packet.............................................................................................................................................................L-1 Library Management System / Database............................................................................................................................................L-1 Library Services and Construction (LSCA): Grants Only....................................................................................................................L-1 Library Services and Technology (LSTA): Grants Only......................................................................................................................L-1 Library Statistics / Circulation Reports................................................................................................................................................L-1 Library: Minutes ...............................................................................................................................................................................CC-5 Library: Resolutions.........................................................................................................................................................................CC-6 Liens ................................................................................................................................................................................................CC-5 Liens ................................................................................................................................................................................................CD-4 LifeScan Fingerprint Clearances......................................................................................................................................................HR-5 Lighting & Landscape / Improvement District Projects / Assessment / Maintenance ..................................................................... PW-5 Lighting Districts: Assessment Districts – Bonds for Districts That Terminate............................................................................ AS-2 Litigation / Lawsuits..........................................................................................................................................................................CC-7 Litigation, Pending Litigation, Lawsuits (Copies) ..........................................................................................................................CW-11 Loan Records, Inter-Library................................................................................................................................................................L-1 Loans, Reconveyances, Deed Restrictions, Covenants: Housing Programs ..................................................................................HS-2 Loans: Economic Development Fiscal Incentive Programs...........................................................................................................RDV-1 Local Agency Investment Fund (LAIF) / Investment Receipts / Advisor Reports and Statements / Trade Tickets.......................... AS-4 Log 200 - OSHA Inspections & Citations.........................................................................................................................................HR-5 Log 300 - OSHA Inspections & Citations.........................................................................................................................................HR-5 Log 301 - OSHA Inspections & Citations.........................................................................................................................................HR-5 Log 301A - OSHA Inspections & Citations.......................................................................................................................................HR-5 Logs.................................................................................................................................................................................................CD-2 Logs: Agreements & Contracts - Administrative Files With Grant Funding...............................................................................CW-4 Logs: Agreements & Contracts: Administrative Files – Not Funded by a Grant........................................................................CW-3 Logs: Correspondence - Transitory / Preliminary Drafts.............................................................................................................CW-8 Lot Splits: Entitlement Projects....................................................................................................................................................... PW-6 Lot Line Adjustments ...................................................................................................................................................................... PW-8 Low Income Housing Project Files...................................................................................................................................................HS-2 LSCA (Library Services and Construction): Grants Only....................................................................................................................L-1 LSTA (Library Services and Technology): Grants Only......................................................................................................................L-1 M Maddy Act List / Committee Rosters................................................................................................................................................CC-2 Retention Schedule Index – Rancho Mirage, CA xviii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Mailing Lists: Correspondence - Transitory / Preliminary Drafts.................................................................................................CW-8 Maintenance / Landscape & Lighting / Improvement District Projects / Assessment ..................................................................... PW-5 Maintenance Contracts – Administration Files............................................................................................................................ PW-9 Maintenance Contracts: Administration Files.............................................................................................................................. PW-7 Management Services ........................................................................................................................................................MS-4 – MS-5 Manifests / Disposal Receipts – Non-Hazardous Waste...............................................................................................................MS-4 Manuals: Reference Materials - Produced by Other Departments.............................................................................................CW-13 Manuals: Reference Materials - Produced by Outside Organizations........................................................................................CW-13 Manuals: Reference Materials - Produced by Your Department.................................................................................................CW-13 Maps & Plans: Planning Project Files - Permanent Entitlements..................................................................................................CD-7 Maps, Plans and Drawings............................................................................................................................................................. PW-7 Marketing Campaigns / Video Recordings of Programs, City Events and Promotional...................................................................MS-6 Massage Permit Technicians...........................................................................................................................................................CD-4 Master Plans................................................................................................................................................................................... PW-7 Material Data Safety Sheet (MSDS) / Chemical Use Report Form / Substance / Agent ..............................................................CW-11 Material Data Safety Sheet (MSDS) / Chemical Use Report Form................................................................................................. PW-3 Materials Testing Reports: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Perm. File.. PW-6 Media Contact List...........................................................................................................................................................................MS-6 Media Plans.....................................................................................................................................................................................MS-6 Meeting Room Registrations: Correspondence - Transitory / Preliminary Drafts.......................................................................CW-8 Memorandums: Correspondence – Routine..................................................................................................................................CW-7 Merge Reports & Balance Sheet Proof, Transaction Histories – Monthly or Periodic................................................................... AS-5 Minutes & Bylaws: Boards, Commissions & Committees – Citizens Advisory formed by City Council........................................CW-5 Minutes & Resolutions: Planning Commission ................................................................................................................................CD-6 Minutes: Architectural Review Board...............................................................................................................................................CD-5 Minutes: City Council, Housing Authority, or Redevelopment Agency (Copies)...........................................................................CW-11 Minutes: City Council, Redevelopment, Housing, Library, CSD, Joint Powers Authority.................................................................CC-5 Minutes: Mobile Home Fair Practices Commission – Rent Control .................................................................................................HS-2 Miscellaneous Reports: Correspondence – Routine......................................................................................................................CW-7 Misconduct: Complaints / Concerns from Citizens / Service Orders – Personnel (Copies)...........................................................CW-6 MOAs, DDAs, OPAs and OPAs: Agreements & Contracts – All Infrastructure-related................................................................MS-2 MOAs, DDAs, OPAs MOUs: Contracts & Agreements – All (Copies)............................................................................................CW-2 Mobile Home Fair Practices Commission – Rent Control................................................................................................................HS-2 Mobile Home Fair Practices: Complaints.........................................................................................................................................HS-1 Mobile Home Park Permits to Operate – Annual.............................................................................................................................HS-2 Retention Schedule Index – Rancho Mirage, CA xix ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Mobile Home Rent Control Trust Fees ............................................................................................................................................HS-2 Mobile Home Rent Decreases / Increases ......................................................................................................................................HS-2 MOD: Planning Project Files - Permanent Entitlements...............................................................................................................CD-7 Modifications: Entitlement Projects................................................................................................................................................. PW-6 Monitoring Reports, NPDES ........................................................................................................................................................... PW-8 Monthly and Periodic Reports of Building Activity: Reports.............................................................................................................CD-3 Monthly Financial Statements (to Council) / Treasurer’s Reports.................................................................................................... AS-6 Monthly Status Reports....................................................................................................................................................................MS-1 Monuments / Center Lines.............................................................................................................................................................. PW-7 MOUs, MOAs, DDAs and OPAs: Agreements & Contracts – All Infrastructure-related................................................................MS-2 MOUs, MOAs, DDAs, OPAs: Contracts & Agreements – All (Copies)...........................................................................................CW-2 MOUs, MOAs, OPAs, DDAs: Contracts & Agreements – All (Copies)...........................................................................................CW-2 MSDS (Material Data Safety Sheet) / Chemical Use Report Form / Substance / Agent ..............................................................CW-11 MSDS (Material Data Safety Sheet) / Chemical Use Report Form................................................................................................. PW-3 Multi-Family Dwellings, Industrial, Commercial – Building Plans and Construction Documents – Finalled....................................CD-2 Municipal Code (Copies)...............................................................................................................................................................CW-11 Municipal Code Administration, Distribution ....................................................................................................................................CC-5 Municipal Code and History File......................................................................................................................................................CC-5 N Negative Declarations: Environmental Determinations – Inside City Boundaries.........................................................................CD-6 Negative Declarations: Environmental Determinations – Outside City Boundaries......................................................................CD-6 Negotiations with Bargaining Units..................................................................................................................................................HR-5 Neighborhood Groups / Homeowners Associations ........................................................................................................................HR-1 Newsletters: City Newsletters Distributed to Citizens ......................................................................................................................MS-6 Nomination Papers, Candidate Statements – Successful Candidates: Candidate File ................................................................CC-3 Nomination Papers, Candidate Statements – Unsuccessful Candidates: Candidate File............................................................CC-4 Non-Profit Permits / Solicitors Permits............................................................................................................................................. AS-7 Non-Regular, Temporary and Part-Time, Regular, Active, Permanent Employees: Personnel Files..............................................HR-6 Notes & Drafts: Drafts that are Revised..........................................................................................................................................CW-8 Notice of Award: Purchase Orders / Requisitions – RFPs............................................................................................................... AS-5 Notices of Completion & Change Orders – Infrastructure: Agreements & Contracts ...................................................................CW-2 Notices of Completion & Change Orders – Non-Infrastructure: Agreements & Contracts...........................................................CW-3 Notices of Transfer of ABC License, Alcoholic Beverage License Application Copies....................................................................CD-5 Notices: Boards, Commissions & Committees – Citizens Advisory formed by City Council........................................................CW-5 Notices: Public Hearing Notices and Proofs of Publications.........................................................................................................CW-12 Retention Schedule Index – Rancho Mirage, CA xx ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent NPDES Monitoring Reports ............................................................................................................................................................ PW-8 NPDES Permits .............................................................................................................................................................................. PW-1 O OASDI / DE-6 & 941 Forms – Quarterly Payroll Tax Returns.......................................................................................................... AS-8 Oaths of Office: Boards and Commission Members, Elected and Appointed Officials, Employees................................................CC-6 Occupancy and Use Certificates / Fire Inspections......................................................................................................................... AS-7 OPAs, MOUs, MOAs and DDAs: Agreements & Contracts – All Infrastructure-related................................................................MS-2 OPAs, MOUs, MOAs, DDAs: Contracts & Agreements – All (Copies)...........................................................................................CW-2 Opinions, City Attorney (Copies).....................................................................................................................................................CW-6 Opinions, City Attorney....................................................................................................................................................................CC-1 Optical Media of LaserFiche and OmniRIM / DVDs.........................................................................................................................CC-8 Ordinances: City Council & Redevelopment Agency.......................................................................................................................CC-6 Ordinances: City Council or Redevelopment Agency (Copies) ....................................................................................................CW-12 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A...................................................................................................HR-5 Outlines and Materials: Training - Business................................................................................................................................CW-16 Outlines and Materials: Training - Safety.....................................................................................................................................CW-16 Outstanding Check Lists, Daily Cash Summaries, Bank and Trustee Statements, Bank Reconciliations ...................................... AS-2 Oversized / Wide Load Permits / Transportation ............................................................................................................................ PW-1 Over-the-Counter Plan Checks........................................................................................................................................................CD-6 Overtime Slips: Time Sheets / Time Cards – With Employee Signatures (Copies)...................................................................CW-15 P P.O.’s: Accounts Payable / Invoices and Backup (All Records and Reports).................................................................................. AS-1 PACS – Not Candidate-controlled: Campaign Filings (FPPC 400 Series Forms) Other Committees...........................................CC-3 Parcel Maps: Maps, Plans and Drawings ....................................................................................................................................... PW-7 Parcel Mergers................................................................................................................................................................................ PW-8 Parking Districts: Assessment Districts – Bonds for Districts That Terminate............................................................................ AS-2 Parking Lot Sales / Sidewalk Sales / Special Event Permits / Film Permits ....................................................................................MS-5 Parking Lot Sweeping: Maintenance Contracts – Administration Files....................................................................................... PW-9 Parking Permits / Accounts Receivable / Cash Receipts / Cash Register Tapes / Building Permits............................................... AS-1 Parks: Plans.....................................................................................................................................................................................CD-7 Patrol Logs & Reports......................................................................................................................................................................HR-1 Patron Applications for Library Cards.................................................................................................................................................L-2 Pavement Management Database ................................................................................................................................................. PW-9 Pavement Management: Maintenance Contracts: Administration Files...................................................................................... PW-7 Payroll / Finance.................................................................................................................................................................. AS-8 – AS-9 Retention Schedule Index – Rancho Mirage, CA xxi ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Payroll Checks / Warrants – Canceled (Cashed) or Voided............................................................................................................ AS-8 Payroll Files: By Employee .............................................................................................................................................................. AS-8 Payroll Journal................................................................................................................................................................................. AS-8 PDP: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 PDPX: Planning Project Files - Permanent Entitlements..............................................................................................................CD-7 Pending Applicants or Unsuccessful – Volunteer / Unpaid Intern Applications & Agreements ..........................................................L-3 Pending Litigation, Lawsuits, Litigation (Copies) ..........................................................................................................................CW-11 Pending or Unsuccessful Applicants - COPS Volunteer / Unpaid Intern Applications & Agreements.............................................HR-1 Pension: Benefit Plans.....................................................................................................................................................................MS-4 Periodic and Monthly Reports of Building Activity: Reports.............................................................................................................CD-3 Permanent Entitlements: Planning Project Files...........................................................................................................................CD-7 Permanent File: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction.................................. PW-5 Permanent, Non-Regular, Temporary and Part-Time, Regular, Active Employees: Personnel Files..............................................HR-6 Permits – Solicitors and Non-Profit.................................................................................................................................................. AS-7 Permits for Equipment, AQMD........................................................................................................................................................ PW-3 Permits or Certifications, Pressure Vessel...................................................................................................................................... PW-4 Permits to Operate, Mobile Home Park – Annual............................................................................................................................HS-2 Permits, Encroachment – Permanent............................................................................................................................................ PW-6 Permits, Grading: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File.. PW-6 Permits, Grading: Single Family ..................................................................................................................................................... PW-8 Permits, Home Occupation.............................................................................................................................................................. AS-7 Permits, NPDES ............................................................................................................................................................................. PW-1 Permits, Special Event & Film / parking Lot Sales / Sidewalk Sales ...............................................................................................MS-5 Permits, Special Events (Copies) .................................................................................................................................................CW-14 Permits, Temporary Use: Planning Project Files...........................................................................................................................CD-7 Permits, Wide Load / Transportation / Oversized ........................................................................................................................... PW-1 PERS Reports: Accounts Payable / Invoices and Backup (All Records and Reports) .................................................................... AS-1 Personnel Files (Maintained by Departments)..............................................................................................................................CW-12 Personnel Files: Medical File..........................................................................................................................................................HR-6 Personnel Files: Regular, Active, Permanent, Non-Regular, Temporary and Part-Time Employees......................................HR-6 Personnel Files: Supervisor’s Notes..........................................................................................................................................CW-12 Personnel Work Schedules...........................................................................................................................................................CW-12 Petitions – Elections.........................................................................................................................................................................CC-4 Petitions & Determinations: Mobile Home Rent Decreases / Increases..........................................................................................HS-2 Petty Cash, Purchase Orders, Accounts Payable, Invoices – Includes all Backup – Library Only.....................................................L-1 Retention Schedule Index – Rancho Mirage, CA xxii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Petty Cash, Purchase Orders, Accounts Payable, Invoices (Copies).............................................................................................CW-1 Petty Cash: Accounts Payable / Invoices and Backup (All Records and Reports).......................................................................... AS-1 Places of Public Accommodation – Building Plans and Construction Documents – Finalled.........................................................CD-2 Planned Unit Developments / Tracts – Single Family Residential – Tracts: Building Plans & Construction Docs – Finalled.........CD-2 Planning Commission Audio Recordings.........................................................................................................................................CD-7 Planning Commission Members: Economic Interest Filings (FPPC 700 Series) Public Officials..................................................CC-2 Planning Commission: Agendas and Agenda Packets.................................................................................................................CD-6 Planning Commission: Minutes & Resolutions.............................................................................................................................CD-6 Planning Project Files - Permanent Entitlements..........................................................................................................................CD-7 Planning Project Files - Temporary Use Permits...........................................................................................................................CD-7 Planning...............................................................................................................................................................................CD-5 – CD-8 Plans & Maps: Planning Project Files - Permanent Entitlements..................................................................................................CD-7 Plans, Drawings and Maps............................................................................................................................................................. PW-7 Plans: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File.................... PW-6 Plans: Circulation, Parks..................................................................................................................................................................CD-7 Playgrounds: Annual Assessment / Inspection of Facilities............................................................................................................ PW-3 PLF (Public Library Foundation): Grants Only...................................................................................................................................L-1 PM10 / Air Quality............................................................................................................................................................................MS-1 Policies: Reference Materials - Produced by Other Departments..............................................................................................CW-13 Policies: Reference Materials - Produced by Outside Organizations.........................................................................................CW-13 Policies: Reference Materials - Produced by Your Department..................................................................................................CW-13 Pools: Over-the-Counter Plan Checks.............................................................................................................................................CD-6 Postage: Accounts Payable / Invoices and Backup (All Records and Reports) .............................................................................. AS-1 Precinct Maps: Elections – General, Working or Administration Files........................................................................................CC-4 Preliminary Budget: Budget Hearings and/or Review...................................................................................................................... AS-3 Preliminary Drafts / Transitory – Correspondence..........................................................................................................................CW-8 Preliminary Studies – Surveys / Project Assessments / Engineering Studies – Not Acquired or Developed.............................. PW-6 Press Releases (Copies)..............................................................................................................................................................CW-12 Press Releases................................................................................................................................................................................MS-6 Pressure Vessel Certifications or Permits....................................................................................................................................... PW-4 Print Work, Promotional Information...................................................................................................................................................L-2 Private Development Projects / Improvements............................................................................................................................... PW-8 Procedures & Reports: Reference Materials - Produced by Other Departments........................................................................CW-13 Procedures & Reports: Reference Materials - Produced by Outside Organizations..................................................................CW-13 Procedures & Reports: Reference Materials - Produced by Your Department...........................................................................CW-13 Retention Schedule Index – Rancho Mirage, CA xxiii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Proclamations..................................................................................................................................................................................CC-6 Program Sign Ups...............................................................................................................................................................................L-2 Progress Meetings: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Admin File ............. PW-5 Progress Meetings: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File..... PW-6 Project Administration: Agreements & Contracts - Administrative Files With Grant Funding....................................................CW-4 Project Administration: Agreements & Contracts: Administrative Files – Not Funded by a Grant.............................................CW-3 Project Administration: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Admin File ........ PW-5 Project Administration: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Perm. File........ PW-6 Project Assessments / Engineering Studies / Surveys – Preliminary Studies – Not Acquired or Developed.............................. PW-6 Project Schedules: Agreements & Contracts - Administrative Files With Grant Funding..........................................................CW-4 Project Schedules: Agreements & Contracts: Administrative Files – Not Funded by a Grant...................................................CW-3 Project Schedules: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Admin File .............. PW-5 Project Schedules: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File...... PW-6 Projects & Issues / Special Projects / Subject Files.........................................................................................................................MS-1 Promotional and City Events, Video Recordings of Programs / Marketing Campaigns...................................................................MS-6 Promotional Information Printwork...................................................................................................................................................MS-6 Promotional Information, Print Work...................................................................................................................................................L-2 Proof of Publications: Boards, Commissions & Committees – Citizens Advisory formed by City Council...................................CW-5 Proofs of Publications and Public Hearing Notices: Notices.........................................................................................................CW-12 Prop. 218 Proceedings – Assessment District Ballots.....................................................................................................................CC-3 Property Appraisals: Property Not Purchased.............................................................................................................................RDV-1 Property Appraisals: Property Purchased....................................................................................................................................RDV-1 Property: Insurance Policies & Certificates – City-owned..............................................................................................................MS-7 Prospects: Economic Development Projects / Business Recruitment & Retention .......................................................................RDV-1 Public Facilities / Infrastructure / “As Builts” / Record Drawings – All Public Improvement Plans and Drawings ........................... PW-8 Public Hearing Notices and Proofs of Publications: Notices.........................................................................................................CW-12 Public Information Officer.................................................................................................................................................................MS-6 Public Library Foundation (PLF): Grants Only...................................................................................................................................L-1 Public Noticing: Permits: Planning Project Files - Permanent Entitlements..................................................................................CD-7 Public Records Act Requests ..........................................................................................................................................................CC-8 Purchase Orders / Requisitions – RFPs.......................................................................................................................................... AS-5 Purchase Orders, Accounts Payable, Invoices, Petty Cash – Includes all Backup – Library Only.....................................................L-1 Purchase Orders, Accounts Payable, Invoices, Petty Cash (Copies).............................................................................................CW-1 Purchased Property, Funded Loans: Real Estate Appraisal Reports...........................................................................................CW-13 Q Retention Schedule Index – Rancho Mirage, CA xxiv ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Quarterly Payroll Tax Returns – DE-6 & 941 Forms / OASDI.......................................................................................................... AS-8 Questionnaires / Surveys (City Issued).........................................................................................................................................CW-15 Questions: Recruitment File / Test File............................................................................................................................................HR-6 R Radios: FCC Licenses.................................................................................................................................................................... PW-6 Reading: Correspondence – Routine.............................................................................................................................................CW-7 Real Estate Appraisal Reports – Property Not Purchased, Loans Not Funded..............................................................................HS-2 Real Estate Appraisal Reports – Property Purchased, Loans Funded............................................................................................HS-3 Real Estate Appraisal Reports: Property Not Purchased, Loans Not Funded .............................................................................CW-13 Real Estate Appraisal Reports: Purchased Property, Funded Loans..........................................................................................CW-13 Real Estate Appraisals: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Admin File....... PW-5 Real Estate Appraisals: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent FilePW-6 Recall or Referendum: Elections – Petitions....................................................................................................................................CC-4 Recaps / Cash Receipts Detail / Backup / Accounts Receivable / Refunds (Copies).....................................................................CW-6 Receipts for Lost Books (Copies) .......................................................................................................................................................L-2 Reconciliations, Registers, Reports, Subsidiary Ledgers – Monthly or Periodic........................................................................... AS-5 Reconveyances, Deed Restrictions, Covenants, Loans: Housing Programs ..................................................................................HS-2 Record Drawings / Public Facilities / Infrastructure / “As Builts” – All Public Improvement Plans and Drawings ........................... PW-8 Record Drawings: Maps, Plans and Drawings................................................................................................................................ PW-7 Record of Survey: Maps, Plans and Drawings ............................................................................................................................... PW-7 Records Destruction Lists / Certificate of Records Destruction (Copies)......................................................................................CW-13 Records Destruction Lists / Certificates of Records Destruction .....................................................................................................CC-8 Records Management Committee: Boards, Commissions & Committees – Internal, Attended by Employees: All Records.......CW-6 Records Management Database .....................................................................................................................................................CC-8 Records Retention Schedules .........................................................................................................................................................CC-6 Recruitment File / Test File..............................................................................................................................................................HR-6 Recruitment Flyers and Brochures ..................................................................................................................................................HR-6 Redevelopment Agency & City Council: Ordinances.......................................................................................................................CC-6 Redevelopment Agency or City Council: Ordinances (Copies) ....................................................................................................CW-12 Redevelopment Agency or Housing Authority, City Council: Minutes (Copies)............................................................................CW-11 Redevelopment Implementation Plan / 5-year Plan (Copies)........................................................................................................RDV-1 Redevelopment Plan......................................................................................................................................................................RDV-1 Redevelopment Project Areas / Amendments...............................................................................................................................RDV-1 Redevelopment Project Files.........................................................................................................................................................RDV-2 Redevelopment Statement of Indebtedness.................................................................................................................................... AS-5 Retention Schedule Index – Rancho Mirage, CA xxv ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Redevelopment: Agenda Packets and Agendas .............................................................................................................................CC-1 Redevelopment: Minutes .................................................................................................................................................................CC-5 Redevelopment: Resolutions...........................................................................................................................................................CC-6 Reference / Subject Files / Issues ...................................................................................................................................................MS-6 Reference Files / Subject................................................................................................................................................................ PW-1 Reference Materials - Produced by Other Departments.............................................................................................................CW-13 Reference Materials - Produced by Outside Organizations.......................................................................................................CW-13 Reference Materials - Produced by Your Department................................................................................................................CW-13 Referendum or Recall: Elections – Petitions....................................................................................................................................CC-4 Refunds / Recaps / Cash Receipts Detail / Backup / Accounts Receivable (Copies).....................................................................CW-6 Refunds and Credits........................................................................................................................................................................ AS-5 Regional Organizational Studies & Programs Where Other Agencies Are The Lead .....................................................................CD-8 Registers, Reports, Subsidiary Ledgers, Reconciliations – Monthly or Periodic........................................................................... AS-5 Regular, Active, Permanent, Non-Regular, Temporary and Part-Time Employees: Personnel Files..............................................HR-6 Reimbursable Events, FEMA...........................................................................................................................................................CC-5 Rejected Applications for Loans ......................................................................................................................................................HS-1 Release Forms....................................................................................................................................................................................L-2 Relocation Assistance......................................................................................................................................................................HS-3 Renewals: Business License Tax Files............................................................................................................................................ AS-7 Rent Affordability Certifications........................................................................................................................................................HS-3 Rent Control – Mobile Home Fair Practices Commission................................................................................................................HS-2 Rental Rehabilitation: Applications for Loans: Rejected.................................................................................................................HS-1 Rents: Complaints............................................................................................................................................................................HS-1 Reorganization / Job Analysis / Classification / Compensation Studies..........................................................................................HR-5 Report, State Controller’s ................................................................................................................................................................ AS-6 Reports & Procedures: Reference Materials - Produced by Other Departments........................................................................CW-13 Reports & Procedures: Reference Materials - Produced by Outside Organizations..................................................................CW-13 Reports & Procedures: Reference Materials - Produced by Your Department...........................................................................CW-13 Reports and Studies - Historically Significant...........................................................................................................................CW-14 Reports and Studies – Other Than Historically Significant.......................................................................................................CW-14 Reports, CaliPERS Bi-weekly.......................................................................................................................................................... AS-8 Reports, Subsidiary Ledgers, Reconciliations, Registers – Monthly or Periodic........................................................................... AS-5 Reports, Treasurer’s / Monthly Financial Statements (to Council)................................................................................................... AS-6 Reports: Annual Historical Reports of Building Permit Activity ........................................................................................................CD-3 Reports: Monthly and Periodic Reports of Building Activity.............................................................................................................CD-3 Retention Schedule Index – Rancho Mirage, CA xxvi ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Request for Service Forms / Corrective Action Requests / Work Orders Paper – Entire Information Entered in CMMS........... PW-1 Request for Service Forms / Corrective Action Requests / Work Orders Paper – Partial or Not Entered in CMMS................... PW-1 Request for Service Forms / Corrective Action Requests / Work Orders CMMS Database.......................................................... PW-2 Requests from Other Cities: Correspondence - Transitory / Preliminary Drafts.........................................................................CW-8 Requests, Public Records Act .........................................................................................................................................................CC-8 Requisitions – RFPs / Purchase Orders.......................................................................................................................................... AS-5 Resolutions & Minutes: Planning Commission ................................................................................................................................CD-6 Resolutions (Copies).....................................................................................................................................................................CW-14 Resolutions: City Council, Redevelopment, Housing, Library, CSD, Joint Powers Authority ..........................................................CC-6 Resumes or Applications for Employment – Unsolicited (No Open Position)................................................................................HR-2 RFP: Agreements & Contracts – All Infrastructure-related...........................................................................................................MS-2 RFP: Agreements & Contracts – All Non-Infrastructure................................................................................................................MS-3 RFP: Agreements & Contracts: All (Copies) ..................................................................................................................................CW-2 RFPs/Bids: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File............ PW-6 RFQs: Purchase Orders / Requisitions – RFPs............................................................................................................................... AS-5 Right of Way: Maps, Plans and Drawings....................................................................................................................................... PW-7 Rights-of-Ways, Deeds and Easements – All (Copies) ..................................................................................................................CW-8 Risk Management............................................................................................................................................................................MS-7 Room Reservations: Facility Rental Applications ...............................................................................................................................L-1 Roster of Voters...............................................................................................................................................................................CC-4 Route Maps / Systems.................................................................................................................................................................. PW-10 S Safety Training: Training - Business............................................................................................................................................CW-16 Safety Training: Training - Safety.................................................................................................................................................CW-16 Salary Surveys – Conducted by the City .........................................................................................................................................HR-7 Sales Tax Rebates: Economic Development Fiscal Incentive Programs ......................................................................................RDV-1 Sample Ballot: Elections – Historical File.......................................................................................................................................CC-4 Scantrons: Recruitment File / Test File............................................................................................................................................HR-6 Scope of Work / Successful Proposal: Agreements & Contracts: All (Copies) ..............................................................................CW-2 Scope of Work: Agreements & Contracts – All Infrastructure-related...........................................................................................MS-2 Scope of Work: Agreements & Contracts – All Non-Infrastructure................................................................................................MS-3 Security Companies: Homeowners Associations / Neighborhood Groups......................................................................................HR-1 Self-Fund Insurance.........................................................................................................................................................................MS-7 Self-Identification Form: EEO-4 Reports and Records Required to Generate EEO-4 Report.........................................................HR-4 Service Orders / Complaints / Concerns from Citizens – Operational...........................................................................................CW-7 Retention Schedule Index – Rancho Mirage, CA xxvii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Service Orders / Complaints / Concerns from Citizens – Personnel (Copies)...............................................................................CW-6 Sewers: Encroachment Permits – Permanent...............................................................................................................................PW-6 SFP: Planning Project Files - Permanent Entitlements.................................................................................................................CD-7 SFR (Single Family Residential) Building Plans and Construction Documents – Finalled.............................................................CD-1 Sidewalk Sales / Special Event Permits / Film Permits / Parking Lot Sales ....................................................................................MS-5 Sidewalks: Annual Assessment / Inspection of Facilities................................................................................................................ PW-3 SIG: Planning Project Files - Permanent Entitlements..................................................................................................................CD-7 Signals: Master Plans..................................................................................................................................................................... PW-7 Signs Database / Street Legends................................................................................................................................................. PW-10 Signview: Street Legends / Signs Database................................................................................................................................. PW-10 Single Family Grading Permits ....................................................................................................................................................... PW-8 Single Family Residential – Tracts - Planned Unit Developments / Tracts: Building Plans & Construction Docs – Finalled..........CD-2 Single Family Residential (SFR) Building Plans and Construction Documents – Finalled.............................................................CD-1 SIPR: Planning Project Files - Permanent Entitlements...............................................................................................................CD-7 SIPRA: Planning Project Files - Permanent Entitlements.............................................................................................................CD-7 Soils Reports: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File....... PW-6 Solicitors Permits / Non-Profit Permits............................................................................................................................................. AS-7 Solid Waste Tonnage Reports / Statistics........................................................................................................................................MS-4 Solid Waste: Contract Administration Files......................................................................................................................................MS-5 Source Documents: Fixed Assets – Annual Listing......................................................................................................................... AS-4 SPA: Planning Project Files - Permanent Entitlements.................................................................................................................CD-7 Speaker Cards..............................................................................................................................................................................CW-14 Special District Payments / Annual Levies.......................................................................................................................................MS-4 Special Event Permits / Film Permits / Parking Lot Sales / Sidewalk Sales ....................................................................................MS-5 Special Events Permits (Copies) ..................................................................................................................................................CW-14 Special Projects / Subject Files / Projects & Issues.........................................................................................................................MS-1 Specific Plan, Elements and Amendments, General Plan...............................................................................................................CD-6 Specifications: Agreements & Contracts – All Infrastructure-related............................................................................................MS-2 Specifications: Agreements & Contracts – All Non-Infrastructure.................................................................................................MS-3 Specifications: Agreements & Contracts: All (Copies) ...................................................................................................................CW-2 Specifications: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File...... PW-6 Specifications: Purchase Orders / Requisitions – RFPs.................................................................................................................. AS-5 Speeches.........................................................................................................................................................................................MS-6 Staff Reports: Planning Project Files - Permanent Entitlements...................................................................................................CD-7 State Controller’s Report.................................................................................................................................................................. AS-6 Retention Schedule Index – Rancho Mirage, CA xxviii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Statement of Economic Interests – FPPC 700 Series (Economic Interest Filings): Designated Employees................................CC-2 Statement of Economic Interests – FPPC 700 Series (Economic Interest Filings): Public Officials..............................................CC-2 Statewide Integrated Traffic Records System (SWITRS) ............................................................................................................. PW-10 Statistics / Solid Waste Tonnage Reports........................................................................................................................................MS-4 Stop Work Orders / Violations Relating to Building Permit Applications / Complaints / Correction Notices ....................................CD-2 Storm Drains: Master Plans............................................................................................................................................................ PW-7 Street Legends / Signs Database................................................................................................................................................. PW-10 Streets: Encroachment Permits – Permanent................................................................................................................................PW-6 Striping: Maintenance Contracts – Administration Files.............................................................................................................. PW-9 Studies and Reports - Historically Significant...........................................................................................................................CW-14 Studies and Reports - Other Than Historically Significant.......................................................................................................CW-14 Studies: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File................. PW-6 Subject / Reference Files................................................................................................................................................................ PW-1 Subject Files / Issues / Reference ...................................................................................................................................................MS-6 Subject Files / Projects & Issues / Special Projects.........................................................................................................................MS-1 Subpoenas.......................................................................................................................................................................................CC-7 Subsidiary Ledgers, Reconciliations, Registers, Reports – Monthly or Periodic........................................................................... AS-5 Substance / Agent / Material Data Safety Sheet (MSDS) / Chemical Use Report Form ..............................................................CW-11 Successful Applicants - COPS Volunteer / Unpaid Intern Applications & Agreements ...................................................................HR-1 Successful Applicants – Volunteer / Unpaid Intern Applications & Agreements.................................................................................L-3 Successful Bids: Purchase Orders / Requisitions – RFPs............................................................................................................... AS-5 Successful Candidates – Nomination Papers, Candidate Statements: Candidate File...................................................................CC-3 Successful Candidates: Campaign Filings (FPPC 400 Series Forms) (Elected Officials)...............................................................CC-3 Successful Proposal / Scope of Work: Agreements & Contracts: All (Copies) ..............................................................................CW-2 Successful Proposal: Agreements & Contracts – All Infrastructure-related..................................................................................MS-2 Successful Proposal: Agreements & Contracts – All Non-Infrastructure.......................................................................................MS-3 Successful Proposal: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File.. PW-6 Successful Reports – Grants..........................................................................................................................................................CW-9 Summer Reading: Program Sign Ups.................................................................................................................................................L-2 Supervisor’s Notes: Personnel Files.............................................................................................................................................CW-12 Supply Inventories: Correspondence - Transitory / Preliminary Drafts.......................................................................................CW-8 Surveys – Preliminary Studies / Project Assessments / Engineering Studies – Not Acquired or Developed.............................. PW-6 Surveys / Questionnaires (City Issued).........................................................................................................................................CW-15 Surveys, Salary – Conducted by the City ........................................................................................................................................HR-7 Surveys: Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction – Permanent File................ PW-6 Retention Schedule Index – Rancho Mirage, CA xxix ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent SWITRS (Statewide Integrated Traffic Records System) ............................................................................................................. PW-10 Systems / Route Maps.................................................................................................................................................................. PW-10 T Telephone Messages / Voice Mail................................................................................................................................................CW-15 Temporary Use Permits: Planning Project Files............................................................................................................................CD-7 Tenant Improvements: Over-the-Counter Plan Checks...................................................................................................................CD-6 Tentative Parcel Maps: Entitlement Projects .................................................................................................................................. PW-6 Test File / Recruitment File..............................................................................................................................................................HR-6 Tests: Recruitment File / Test File...................................................................................................................................................HR-6 Thank Yous: Correspondence - Transitory / Preliminary Drafts..................................................................................................CW-8 Time Cards / Time Sheets – Library Only...........................................................................................................................................L-3 Time Cards / Time Sheets – With Employee Signatures (Copies) ............................................................................................CW-15 Time Cards / Time Sheets ............................................................................................................................................................... AS-9 Time Sheets / Time Cards – Library Only...........................................................................................................................................L-3 Time Sheets / Time Cards – With Employee Signatures (Copies) ............................................................................................CW-15 Time Sheets / Time Cards ............................................................................................................................................................... AS-9 TOT (Transient Occupancy Tax) / Utility Tax Statements / Invoices to Outside Entities................................................................. AS-1 TPM: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 TPMX: Planning Project Files - Permanent Entitlements..............................................................................................................CD-7 Tract Maps: Maps, Plans and Drawings ......................................................................................................................................... PW-7 Tracts / Planned Unit Developments - Single Family Residential –Tracts: Building Plans & Construction Docs - Finalled...........CD-2 Trade Tickets / LAIF (Local Agency Investment Fund) / Investment Receipts / Advisor Reports and Statements.......................... AS-4 Traffic / Transportation Database ................................................................................................................................................... PW-8 Traffic Calming Requests................................................................................................................................................................ PW-8 Training - Business......................................................................................................................................................................CW-16 Training - Ethics (Proof of Participation) ........................................................................................................................................CC-2 Training - Safety...........................................................................................................................................................................CW-16 Transaction Histories, Balance Sheets Proof & Merge Reports - Monthly or Periodic.................................................................. AS-5 Transient Occupancy Tax (TOT) / Utility Tax Statements / Invoices to Outside Entities................................................................. AS-1 Transitory / Preliminary Drafts – Correspondence..........................................................................................................................CW-8 Transmittal Letters: Correspondence - Transitory / Preliminary Drafts.......................................................................................CW-8 Transportation / Oversized / Wide Load Permits ............................................................................................................................ PW-1 Transportation / Traffic Database ................................................................................................................................................... PW-8 Travel Expense Reimbursements: Accounts Payable / Invoices and Backup (All Records and Reports)....................................... AS-1 Treasurer’s Reports / Monthly Financial Statements (to Council).................................................................................................... AS-6 Retention Schedule Index – Rancho Mirage, CA xxx ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Tree Database.............................................................................................................................................................................. PW-10 Trust Accounts................................................................................................................................................................................. AS-6 Trust Fees, Mobile Home Rent Control ...........................................................................................................................................HS-2 Trustee and Bank Statements, Bank Reconciliations, Outstanding Check Lists, Daily Cash Summaries ...................................... AS-2 TTM: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 TTMX: Planning Project Files - Permanent Entitlements..............................................................................................................CD-7 TUP: Planning Project Files - Permanent Entitlements.................................................................................................................CD-7 U Un-cashed Checks / Unclaimed Money: Escheat............................................................................................................................ AS-3 Unclaimed Money / Un-cashed Checks: Escheat............................................................................................................................ AS-3 Undeliverable Envelopes: Correspondence - Transitory / Preliminary Drafts.............................................................................CW-8 Unpaid Intern Applications & Agreements / COPS Volunteer – Successful Applicants.................................................................HR-1 Unpaid Intern Applications & Agreements / COPS Volunteer – Unsuccessful or Pending Applicants ..........................................HR-1 Unpaid Intern Applications & Agreements / Volunteer – Successful Applicants ...............................................................................L-3 Unpaid Intern Applications & Agreements / Volunteer – Unsuccessful or Pending Applicants ........................................................L-3 Unsuccessful Bids or Responses to RFPs and/or RFQs: Agreements & Contracts.......................................................................CW-4 Unsuccessful Boards, Commissions & Committees – Applications.................................................................................................CC-1 Unsuccessful Candidates – Nomination Papers, Candidate Statements: Candidate File...............................................................CC-4 Unsuccessful Candidates: Campaign Filings (FPPC 400 Series Forms) ........................................................................................CC-3 Unsuccessful Grants.......................................................................................................................................................................CW-9 Unsuccessful or Pending Applicants - COPS Volunteer / Unpaid Intern Applications & Agreements.............................................HR-1 Unsuccessful or Pending Applicants – Volunteer / Unpaid Intern Applications & Agreements ..........................................................L-3 Use and Occupancy Certificates / Fire Inspections......................................................................................................................... AS-7 Used Oil / Household Hazardous Waste Program...........................................................................................................................MS-4 Utilities: Encroachment Permits – Permanent...............................................................................................................................PW-6 Utility Tax Statements / Invoices to Outside Entities / Transient Occupancy Tax (TOT)................................................................. AS-1 V Vacation Requests: Time Sheets / Time Cards – With Employee Signatures (Copies)............................................................CW-15 VAR: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 Vehicle & Equipment Maintenance History...................................................................................................................................CW-16 Vehicle Inspections / Daily Equipment Checks.............................................................................................................................CW-16 Vendors: Insurance Certificates (Copies).....................................................................................................................................CW-10 Verifications of Employment, Child Support.....................................................................................................................................HR-7 Video Recordings of Meetings: City Council....................................................................................................................................CC-6 Video Recordings of Programs, City Events and Promotional / Marketing Campaigns...................................................................MS-6 Retention Schedule Index – Rancho Mirage, CA xxxi ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Retention Schedule Index – Rancho Mirage, CA xxxii ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Violations Relating to Building Permit Applications / Complaints / Correction Notices / Stop Work Orders ....................................CD-2 Voice Mail / Telephone Messages................................................................................................................................................CW-15 Voice Mails: Correspondence - Transitory / Preliminary Drafts..................................................................................................CW-8 Voided or Canceled (Cashed) – Checks / Warrants........................................................................................................................ AS-3 Volunteer / Unpaid Intern Applications & Agreements – Successful Applicants ...............................................................................L-3 Volunteer / Unpaid Intern Applications & Agreements – Unsuccessful or Pending Applicants ........................................................L-3 W W-2’s................................................................................................................................................................................................ AS-9 Warrant Registers: Accounts Payable............................................................................................................................................. AS-6 Warrantees ...................................................................................................................................................................................CW-17 Warrants – Canceled (Cashed) or Voided / Payroll Checks............................................................................................................ AS-8 Warrants / Checks – Canceled (Cashed) or Voided........................................................................................................................ AS-3 Weekly Disaster Recovery Copy – Network: Backup Tapes ......................................................................................................... AS-10 Wide Load Permits / Transportation / Oversized ............................................................................................................................ PW-1 Work Hours / Drivers Time / Class B Drivers License .....................................................................................................................HR-3 Work Orders / Request for Service Forms / Corrective Action Requests Paper – Entire Information Entered in CMMS........... PW-1 Work Orders / Request for Service Forms / Corrective Action Requests Paper – Partial or Not Entered in CMMS................... PW-1 Work Orders / Request for Service Forms / Corrective Action Requests CMMS Database.......................................................... PW-2 Workers Compensation or Disability Claims....................................................................................................................................HR-7 Workers Compensation: Insurance Policies & Certificates – City-owned......................................................................................MS-7 Workers Compensation: Self-Fund Insurance.................................................................................................................................MS-7 Working Files: Correspondence – Routine....................................................................................................................................CW-7 Working, Administration or General Files – Elections......................................................................................................................CC-4 X Y Z ZMA: Planning Project Files - Permanent Entitlements................................................................................................................CD-7 Zone Changes: Entitlement Projects .............................................................................................................................................. PW-6 Zoning Map: GIS Database – Historical Output..............................................................................................................................CW-8 Zoning Maps....................................................................................................................................................................................CD-8 Zoning Studies: Reports and Studies - Historically Significant.................................................................................................CW-14 ZTA: Planning Project Files - Permanent Entitlements.................................................................................................................CD-7 RECORDS RETENTION SCHEDULE LEGEND .. ©2006 Gladwell Governmental Services,Inc.(909)337-3516 -all rights reserved Do not duplicate or distribute without prior,written permission Office of Record:The department that keeps the original or "record copy.".Usually it is the department that o~iginates the record,~nless the item is for a City Council meeting (then it is the City Clerk.) Records Description:The record series (a group of like records). Transitory ~ecords not retained in the·ordinary course of business:Preliminary drafts,notes,or interagency or intra-agency memoranda and records having only transitory value.Examples:Telephone messages, meeting room reservation schedules,logs,source records entered into a -computer system that qualifies as a "trusted system",etc. Non-Record:.Documents,studies,books and pamphlets produced by outside agencies,preliminary drafts not retained in the ordinary course of business. Active:How long the file remains in the immediate office area in the Office of Record. Inactive:How long the file is in Records Division,stored on Optical Disk or Microforms Total Retention:The total number of years the record will be retained For file folders containing documents with different retention timeframes,use the document with the-longest retention time. p.=Permanent Indefinite ='No fixed or specified retention period;used for databases,because the data fields are interrelated.. Vital?=Those records.that are ~eeded for basic operations in the event of a disaster. Document Tracking Number:The File Classification Number. Electronic Image Available?"Yes"indicates that the record series·is eligible to be scanned into the City's Laserfiche (document imaging)system Destroy Paper after Imaged?"Yes"indicates th~paper version may be destroyed if the document has been: (a)Electronically imaged using a trusted system and that does not permit additions,deletions,or changes to the original document. (b)Electronically imaged using methods which accurately and legibly reproduce the original in all details. (c)Electronically stored and indexed in the City's Electronic Document Management (EDMS)system,and is as accessible for public reference as the original records were. (d)Copied to archival quality media and sent to a secure off-site storage facility;and· (e)An Authorization to Destroy Paper-form has been·executed thereby approving the destruction of the paper.record-and confirming that there is no further need of the paper version o~the document. Comments I Reference: Legend for legal citations (§:Section) CC:Civil Code (CA), CFC:California Fire Code EVC:Evidence Code (CA) FTB:Franchise Tax Board (CA) HUD:Housing &Urban Develop.'(US), PC:Penal Code (CA) USC:Uniform Building Code USC:United States Code (US) B&P:Business &Professions 'Code (CA) CCP:Code of Civil Procedure (CA) CFR:Code of Federal Regulations (US) FA:Food &'Agriculture Code ~C:Government Code (CA) LC:Labor Code (CA) R&T:Revenue &Taxation Code (CA) UFC:Uniform Fire Code VC:Vehicle Code (CA) CBC:California-Building Code CCR:California Code of Regulations (CA) EC:Elections Code (CA) FC:Family Code (CA) H&S:Health &Safety Code (CA) 'Ops.Atty.Gen.:Attorney General Opinions (CA) UAC:Uniform Administrative Code UPC:Uniform Plumbing Code W&I:Welfare &Institutions Code (CA). CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Human ResourcesAccident, Incident, Injury reports: EMPLOYEES. If an exposure, attach MSDS (Material Safety Data Sheet)Copies - When No Longer RequiredCopies - When No Longer RequiredCopies retained for reference; GC §34090.7AS / Financial Services / AccountingAccounts Payable, Invoices, Petty Cash, Purchase Orders, etc. (includes all backup)Except LibraryCopies - When No Longer RequiredCopies - When No Longer RequiredYes: Before PaymentAll originals go to Finance (these are copies); GC §34090.7Lead Dept. Advertising (Legal) 2 years 2 yearsBrown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §§34090, 54960.1(c)(1)Lead Dept. (Who Ordered the Map)Aerial Maps P P Yes NoCity preference (IS maintains the digital maps); GC §34090City Clerk Agenda Staff Reports (City Council) Copies - When No Longer RequiredCopies - When No Longer RequiredCity Clerk maintains Agenda Packets permanently after 1996; (these are copies); GC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-1 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Management Services / Contract ServicesAgreements & Contracts (ALL, including DDAs, OPAs, MOUs and MOAs)Agreement or Contract includes all contractual obligations (e.g. RFP, Specifications, Successful Proposal / Scope of Work, and amendments). Notices of Completion & Change Orders are maintained by the Lead Department.Copies - When No Longer RequiredCopies - When No Longer RequiredYes: Before CompletionAll agreements, insurance certificates, and contracts are sent to Management Services; Change Orders & Notices of Completion are maintained by the Lead Department; GC §34090.7Lead Dept.Agreements & Contracts - Change Orders & Notices of Completion - Infrastructure Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, park improvements, property restrictions, reservoirs, sewers, sidewalks, street & alley improvements, utilities, water, etc.Completion P PYes: Before CompletionYesYes: After InactiveAll infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337, 337.1(a), 337.15, 343; GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-2 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.Agreements & Contracts - Change Orders & Notices of Completion - Non-Infrastructure Examples of NON-Infrastructure: Consulting, paving, painting, professional services, etc.Completion 10 years Completion + 10 yearsYes: Before CompletionYesYes: Upon CompletionCovers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090Lead Dept.Agreements & Contracts: ADMINISTRATIVE FILES - NOT funded by a grant (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Logs, etc.) Completion 10 years Completion + 10 yearsYes: Before CompletionYesYes: Upon CompletionCovers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-3 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.Agreements & Contracts: ADMINISTRATIVE FILES - WITH grant funding (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Copies of Invoices, Logs, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longerCompletion + 10 yearsor After Funding Agency Audit, if required, whichever is longerYes: Before CompletionYesYes: Upon CompletionSome grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §34090Lead Dept.Agreements & Contracts: UNSUCCESSFUL BIDS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract2 years 2 yearsThe RFP / RFQ and the successful proposal becomes part of the agreement or contract (City Clerk is OFR); GC §34090AS / Financial Services / AccountingAudits / Audit Reports / CAFR - Comprehensive Annual Financial ReportsCopies - When No Longer RequiredCopies - When No Longer Required Copies; GC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-4 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Bids: See Agreements & ContractsStaffing Dept.Boards and Committees: AUDIO RECORDINGS of Meetings (except Council and Planning Commission - see City Clerk's and Planning's schedule)30 days or after Minutes are approved (whichever is longer)30 days or after Minutes are approved (whichever is longer) City preference; State law only requires for 30 days; Council Policy A-11 allows destruction after 30 days; GC §54953.5(b)Staffing Dept.Boards, Commissions, & Committees: Citizens Advisory Formed by CITY COUNCIL (Agendas, Notices, Affidavits of Postings, Proof of Publications, etc.) 2 years 2 years Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)Staffing Dept.Boards, Commissions, & Committees: Citizens Advisory Formed by CITY COUNCIL (MINUTES & BYLAWS) When ApprovedP P Yes C-700-061 YesYes: After 2 yearsNotes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq.Staffing Dept.Boards, Commissions, & Committees: City Council Subcommittees (comprised solely of City Council members)2 years 2 years All recommendations are made to the Council as a whole; GC §34090Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors)When No Longer RequiredWhen No Longer Required Non-recordsCITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-5 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.Boards, Commissions, & Committees: Internal - Attended by employees: All Records (e.g. Records Management Committee, In-House Task Forces, etc.)2 years 2 years GC §34090Brochures: See Reference ManualsAS / Financial Services Budgets - Finals Copies - When No Longer RequiredCopies - When No Longer RequiredFinal must be filed with County Auditor; GC §34090.7, 40802, 53901AS / Financial Services Cash Receipts Detail / Backup / Accounts Receivable / Refunds / RecapsCopies - When No Longer RequiredCopies - When No Longer RequiredAll detail is sent to Cashier GC §34090.7City Clerk City Attorney OpinionsCopies - When No Longer RequiredCopies - When No Longer RequiredSend all originals to City Clerk; GC §34090.7Human ResourcesComplaints / Concerns from Citizens (Personnel - e.g. misconduct, abuse, excessive force, etc.)Copies - When No Longer RequiredCopies - When No Longer RequiredYes: Before DispositionSend all originals to Human Resources; GC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-6 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead (Responding) Dept.Complaints / Concerns from Citizens / Service Orders (operational) 2 years 2 years City preference to be consistent with correspondence; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090Contracts: See AgreementsCopies or duplicates of any recordCopies - When No Longer RequiredCopies - When No Longer Required GC §34090.7Dept. that Authors DocumentCorrespondence - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Reading, Working Files, etc.) 2 years 2 years GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-7 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.Correspondence - TRANSITORY / PRELIMINARY DRAFTS, not retained in the ordinary course of business (e.g. calendars, checklists, e-mail that does not have a material impact on the conduct of business, computer sign-ups, logs, mailing lists, meeting room registrations, supply inventories, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, voice mails, etc.)When No Longer RequiredWhen No Longer Required E-mails that have a material impact on business are saved outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §6252Lead Dept. Cultural Commission Programs 2 years P P Yes NoDepartment preference; GC §34090City ClerkDeeds, Easements and Rights-of-ways (All)Copies - When No Longer RequiredCopies - When No Longer Required GC §34090.7Lead Dept.Drafts & Notes: Drafts that are revised (retain final version)When No Longer RequiredWhen No Longer Required As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §34090, GC §6252Lead Depart.GIS database - Historical Output (Zoning Map, etc.)P P YesHistorical records are maintained by the Lead Department; GC §34090 et seq.CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-8 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.Grants (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if requiredNOTE: Send all documents to support FEMA claims to the City Clerk2 yearsAfter Funding Agency Audit, if Required - Minimum 5 yearsAfter Funding Agency Audit, if required - Minimum 5 years M-200-080City Preference (Meets auditing standards); Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090Lead Dept.Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-9 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Human ResourcesGrievances and Informal Complaints (Employees) - ALLUpon Final Disposition -Minimum 2 years After Employ-ment ActionUpon Final Disposition - Minimum 2 years After Employ-ment ActionYes: Before DispositionSend all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; ATTORNEY NOTE: GC §12946 requires 2 year retention for records of applicants and terminated employees after the employment action is taken. Upon notice that a verified complaint against it has been filed under this part, the employer must maintain and preserve any and all records and files until the complaint is fully and finally disposed of and all appeals or related proceedings terminated; GC §§12946, 34090Manage. Services / Contract Manage.Insurance Certificates (for Contracts, Vendors, etc.) Copies - When No Longer RequiredCopies - When No Longer RequiredAll originals are sent to Risk Management; GC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-10 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). City ClerkLawsuits, Litigation, Pending LitigationCopies - When No Longer Required (Upon Settlement)Copies - When No Longer Required (Upon Settlement)Yes: Before SettlementCity Attorney is OFR for lawsuits; Risk Management administrates claim; GC §§34090.7, 34090.6Public Works / Building & GroundsMaterial Data Safety Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used)MSDS Maintained in the Department While Material is in Use in the DepartmentMSDS Maintained in the Department While Material is in Use While Material is in Use in the DepartmentPrevious MSDS may be obtained from a service; 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)(A) et seq, (B)(2 and 3)City ClerkMinutes - City Council, Housing Authority, or Redevelopment AgencyCopies - When No Longer RequiredCopies - When No Longer RequiredOriginals maintained by City Clerk Permanently; GC §34090.7City Clerk Municipal Code (these are copies)Copies - When No Longer RequiredCopies - When No Longer RequiredReturn any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-11 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Staffing Dept.Notices: Public Hearing Notices and Proofs of Publications2 years 2 years Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090City ClerkOrdinances - City Council or Redevelopment AgencyCopies - When No Longer RequiredCopies - When No Longer RequiredOriginals maintained by City Clerk Permanently; GC §34090Human ResourcesPersonnel Files (Maintained by Departments)Upon Separation, Send to Human ResourcesUpon Separation, Send to Human ResourcesBefore SeparationEnsure records kept in Department files comply with City policy (all originals are sent to Human Resources, only the Supervisor's file is maintained in departments); GC §34090.7Lead Dept.Personnel Files (Supervisor's Notes)When No Longer RequiredWhen No Longer RequiredBefore Annual Performance EvaluationNotes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.Lead Dept. Personnel Work Schedules 2 years 2 years GC §34090Manage. Services Press ReleasesCopies - When No Longer RequiredCopies - When No Longer RequiredGC §34090.7Lead Dept.Proof of Participation Certificate in Ethics Training (Copy)Copies - 5 YearsCopies - 5 YearsGC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-12 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept. (Who Ordered the Appraisal)Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years 2 yearsNot accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h)Lead Dept. (Who Ordered the Appraisal)Real Estate Appraisal Reports: Purchased Property, Funded Loans2 years When No Longer Required - Minimum 3 yearsWhen No Longer Required - Minimum 5 yearsYes: Before PurchaseNot accessible to the public until purchase has been completed; meets grant auditing requirements; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090City Clerk / Records ManagementRecords Destruction Lists / Certificate of Records DestructionCopies - When No Longer RequiredCopies - When No Longer RequiredGC §34090.7Lead Dept.Reference Materials: Brochures, Manuals, Policies, Procedures & Reports: Produced by OTHER DepartmentsWhen SupersededWhen Superseded Copies; GC §34090.7Reference Materials: Brochures, Manuals, Policies, Procedures & Reports: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.)When No Longer RequiredWhen No Longer Required Non-RecordsLead Dept.Reference Materials: Brochures, Manuals, Policies, Procedures & Reports: Produced by YOUR Department(except PIO)Minimum of 2 yearsMinimum of 2 years Statewide guidelines propose superseded + 2 or 5 years; GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-13 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Reference or Working Files: See CorrespondenceLead Dept.Reports and Studies (Historically significant - e.g., Zoning Studies)10 years P P YesYes: After 10 yearsAdministratively and Historically significant, therefore retained permanently; GC §34090Lead Dept.Reports and Studies (other than Historically significant reports - e.g. Annual Reports)10 years 10 years Yes YesInformation is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090City Clerk Resolutions Copies - When No Longer RequiredCopies - When No Longer RequiredOriginals maintained by City Clerk Permanently; GC §34090.7Lead Dept.Speaker Cards (submitted at public meetings)When No Longer RequiredWhen No Longer RequiredTransitory records not retained in the ordinary course of business (used to accurately produce minutes); GC §34090 et seq.Management ServicesSpecial Event Permits Copies - When No Longer RequiredCopies - When No Longer RequiredGC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-14 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed When No Longer Required.2 years 2 years GC §34090Tapes: See Boards & CommissionsLead Dept. Telephone Messages / Voice MailWhen No Longer RequiredWhen No Longer Required As long as they are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §34090, GC §6252AS / Financial Services / PayrollTime Sheets / Time Cards / Summaries WITH employee signatures (Includes overtime slips and vacation requests)Except LibraryCopies - When No Longer RequiredCopies - When No Longer RequiredOvertime slips and vacation requests are considered preliminary / transitory documents not retained in the ordinary course of business (the time card is the final document); GC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-15 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.Training - Business (Attendance Rosters, Outlines and Materials; includes safety training)2 years 2 yearsNot related to safety training; Statewide guidelines propose 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; GC §34090Lead Dept.Training - Safety (Attendance Rosters, Outlines and Materials; includes safety training)2 years 5 years 7 yearsStatewide 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; 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090Lead Dept.Vehicle & Equipment Maintenance HistoryLife of Equipment or Vehicle + 4 yearsLife of Equipment or Vehicle + 4 yearsCovers all statute of limitations; CHP requires life of vehicle; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); CCP §337 et. Seq., GC §34090Lead Dept.Vehicle Inspections / Daily Equipment Checks 2 years 2 years GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-16 CITY-WIDE STANDARDS:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Officeof Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceThese 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, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept. WarranteesExpiration of WarranteeExpiration of Warrantee GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CW-17 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). FINANCE / ACCOUNTINGAS / Finance / Accounting1099's Issued 5 years 5 yearsDepartment 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 §34090AS / Finance / AccountingAccounts Payable / Invoices and Backup (All Records and Reports - Includes Invoices, P.O.s, Travel Expense Reimbursements, Petty Cash, Postage, PERS reports, check requests, backups, etc.)Except Library (see their schedule)Audit Complete (2 years)3 years 5 yearsYes: Until PaidA-200-010Department Preference; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090AS / Finance / AccountingAccounts Receivable / Cash Receipts / Cash Register Tapes / Building Permits / Parking Permits / Transient Occupancy Tax (TOT) / Utility Tax Statements / Invoices to Outside Entities, etc.Audit Complete (2 years)3 years 5 yearsYes: Until PaidA-200-040Department Preference; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-1 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). AS / Finance / AccountingAssessment Districts - Bonds for Districts That Terminate (Lighting Districts, Parking Districts, etc.) See Business Licenses for those with continuing jurisdiction.Cancellat., Redemption or Maturity of Underlying Bond(s)10 yearsCancellat., Redemption or Maturity of Underlying Bond(s) + 10 yearsYes: Until MaturityA-200-070 Yes YesDepartment Preference; 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(a)(1) & (2), 337.5(2); GC §43900 et seq.AS / Finance / AccountingBank and Trustee Statements, Bank Reconciliations, Outstanding Check Lists, Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports2 years 3 years 5 years A-200-019Department Preference; Published articles show 3 - 4 years; Other cities show 7 - 10 years; GC §34090, 26 CFR 1.6001-1AS / Finance / AccountingBond Transcripts / Certificates of Participations (COPs) See Bank Statements for statement retention.Cancellat., Redemption or Maturity10 yearsCancellat., Redemption or Maturity + 10 yearsYes: Until MaturityA-200-080 Yes YesDepartment Preference; 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(a)(1) & (2), 337.5(2); GC §43900 et seq.AS / Finance / AccountingBudget Amendments 2 years 3 years 5 years A-200-020Meets auditing standards; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-2 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). AS / Finance / AccountingBudget Hearings and/or Review (Development Documents & Preliminary Budget)When No Longer Required When No Longer Required Drafts; GC §34090.7AS / Finance / AccountingBudgets - Adopted / Final P PYes: Current Fiscal YearYesYes: After 1 yearDepartment Preference (copies); Must be filed with County Auditor; GC §34090.7, 40802, 53901AS / Finance / AccountingCAFR - Comprehensive Annual Financial Reports and related Audit Opinions / Audit Reports5 years P P A-200-090 YesYes: After 1 yearDepartment Preference (copies); GC §34090.7AS / Finance / AccountingChecks / Warrants - Canceled (Cashed) or voidedAudit Complete (2 years)3 years 5 years A-200-019Department Preference for grant auditing / claims reimbursement purposes; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337AS / Finance / AccountingDeferred Compensation PlanPlan Termination + 2 yearsPlan Termination + 2 yearsYes: During Service Retained to cover auditing standards; GC §34090AS / Finance / AccountingEscheat (Unclaimed money / uncashed checks)Audit Complete (3 years)Audit Complete (3 years)Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; Meets auditing requirements; CCP §340; GC §34090AS / Finance / AccountingFinancial Services Database Indefinite Indefinite YesData Fields / Records are interrelated; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-3 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). AS / Finance / AccountingFixed Assets - Annual Listing (Source Documents)Audit Complete (5 years)5 yearsMeets auditing standards; GC §34090AS / Finance / AccountingInvestment Receipts / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund)Maturity 5 yearsMaturity + 5 yearsYes: Until PaidA-200-120Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900AS / Finance / AccountingJournal Entries / Journal Vouchers Audit Complete (2 years)3 years 5 years A-200-060-071Department Preference (meets municipal government auditing standards); Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-4 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). AS / Finance / AccountingPurchase Orders / Requisitions - RFPs, Specifications, Contracts, Amendments, Successful Bids, Notice of Award, RFQs, etc.Backup copies for payment purposesAudit Complete (2 years)3 years 5 yearsYes: Before CompletionA-200-010Original contracts are maintained pursuant to the Management Services Records Retention Schedule. Department preference (maintained with Accounts Payable); Errors & Omissions does not apply; Statewide guidelines propose completion + 5 years for non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements. Statute of Limitations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090AS / Finance / AccountingRedevelopment Statement of Indebtedness5 years P P A-200-150 YesYes: After 1 yearDepartment Preference; meets auditing standards; GC §34090AS / Finance / AccountingRefunds and CreditsAudit Complete (2 years)3 years 5 yearsYes: Until PaidA-200-010Department Preference to meet auditing standards; GC §34090AS / Finance / AccountingReports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Proof & Merge Reports, etc. (MONTHLY OR PERIODIC) Does NOT include year-end General Ledger.When No Longer Required When No Longer Required Preliminary drafts / transitory records (the Financial Services database is the original); GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-5 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). AS / Finance / AccountingState Controller's Report 5 years 5 yearsDepartment Preference; Meets auditing standards; GC §34090AS / Finance / AccountingTreasurer's Reports / Monthly Financial Statements (to Council)10 years 10 years YesYes: After 1 yearDepartment Preference; Meets auditing standards; GC §34090AS / Finance / AccountingTrust AccountsClose + 2 years3 yearsClose + 5 yearsA-200-010Meets auditing standards; GC §34090AS / Finance / AccountingWarrant Registers: Accounts PayableAudit Complete (2 years)Audit Complete (2 years)A-200-060-074Department Preference; Statute of Limitations is 4 years; statewide guidelines propose Audit + 2 years; GC §34090, CCP § 337CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-6 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). BUSINESS LICENSESAS / Business LicensesBusiness License Database Indefinite IndefiniteYes (before termination)Data fields are inter-related; GC §34090 et seq.AS / Business LicensesBusiness License Tax Files (includes applications, renewals, etc.)2 years 3 years 5 years A-200-100-030Meets auditing standards; GC §34090 et seq.AS / Business LicensesCertificates of Use and Occupancy / Fire Inspections2 years P P Yes (all) A-200-050-200 Yes Yes: 2 yearsStatewide guidelines propose life of building; GC §34090AS / Business LicensesHome Occupation Permits 2 years P P Yes (all) A-200-050-110 Yes Yes: 2 yearsStatewide guidelines propose life of building; GC §34090AS / Business LicensesCorrespondence - Closed Businesses2 years 2 yearsA-200-100-040,050GC §34090 et seq.AS / Business LicensesSolicitors Permits / Non-Profit PermitsExpired + 2 yearsExpired + 2 yearsYes (before close)GC §34090 et seq.CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-7 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). FINANCE / PAYROLLAS / Finance / PayrollCalPERS bi-weekly reports 2 years 3 years 5 years A-200-200-050Department Preference; Retained to match other auditing periods; GC §34090AS / Finance / PayrollDE-6 & 941 Forms - Quarterly Payroll Tax Returns / OASDI2 years 3 years 5 years A-200-200-050Department 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 §34090AS / Finance / PayrollPayroll Checks / Warrants - Canceled (Cashed) or voidedAudit Complete (2 years)3 years 5 years A-200-019Department Preference for grant auditing / claims reimbursement purposes; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337AS / Finance / PayrollPayroll Files (by Employee)Separation + 5 yearsSeparation + 5 yearsDepartment 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 §34090AS / Finance / PayrollPayroll JournalWhen No Longer Required When No Longer Required Preliminary drafts / transitory records (the Financial Services database is the original); GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-8 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). AS / Finance / PayrollTime Sheets / Time Cards Except Library (see their schedule)5 years 5 yearsPolice, Fire, Library & Recreation retain original individual time cards, and submit a summary to Payroll; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 -10 years; Other cities show 2 - 20 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); GC §34090AS / Finance / PayrollW-2's 5 years 5 yearsDepartment 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 §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-9 ADMINISTRATIVE SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). INFORMATION TECHNOLOGYAS / ITBackup Tapes - APPLICATIONS (Enterprise-wide)18 months 18 months YesStore off-site in commercial storage for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq.AS / ITBackup Tapes - DAILY - Network, All Files on Shared Drives (Incremental or Full)VAULTWhen Superseded (2 weeks)When Superseded (2 weeks)YesConsidered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq.AS / ITBackup Tapes - WEEKLY Disaster Recovery Copy - Network, All Files on Shared Drives (Full)5 weeks 5 weeks YesStore off-site in commercial storage for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq.AS / IT GIS DatabaseWhen SupersededWhen SupersededYesDepartment Preference (transitory records not retained in the ordinary course of business); GC §34090 et seq.CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page AS-10 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). City ClerkAgenda Packets (City Council, Redevelopment, Housing, Library, CSD, Joint Powers Authority only)When No Longer RequiredP P C-700-062 YesYes: After 2 yearsDepartment Preference (agenda packets were not saved prior to 1996); GC §34090 et seq.City ClerkAgendas (City Council, Redevelopment, Housing, Library, CSD, Joint Powers Authority only)1 year P P C-700-063 YesYes: After 2 yearsGC §34090City ClerkAnnexations / Boundaries / Consolidations / LAFCO1 year P P C-700-400 Yes Yes Land Records; GC §34090City Clerk Audio Recordings of Council Meetings 30 days 30 daysVideo tapes are retained permanently; GC §54953.5(b)City ClerkBoards, Commissions & Committees - APPLICATIONS: APPOINTED Term of Office + 2 years2 yearsTerm of Office + 4 yearsC-700-040-130Department preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, Statewide guidelines propose Appointment + 5 years; GC §34090; PC §§801.5, 803cCity ClerkBoards, Commissions & Committees - APPLICATIONS: UNSUCCESSFUL1 year 1 year 2 years C-700-040-200 GC §34090 et seq.City Clerk City Attorney Opinions 5 years 5 years 10 years C-700-150-100 Yes YesDepartment preference; GC §34090 et seq.City ClerkCity History, Historical Records (e.g. Incorporation, City Seal, etc.)P P C-700-250 Yes NoCity Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090City ClerkCity Land and Property (Recorded Documents)2 years P P Yes C-700-100 Yes No GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-1 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). City Clerk Committee Rosters / Maddy Act List 2 years 2 yearsYes: CurrentGC §34090City Clerk Deeds 2 years P P Yes C-700-100 Yes No GC §34090City Clerk Easements 2 years P P Yes C-700-100 Yes No GC §34090City ClerkEconomic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED EMPLOYEES (specified in the City's Conflict of Interest code)2 years 5 years 7 years C-700-010-010City maintains original statements; GC §81009(e)(g)City ClerkEconomic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer & City Attorney)4 years 4 years C-700-010-015Department Preference; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g)City ClerkEconomic Interest Filings (FPPC Form 635) - Lobbyist Reporting 2 years 3 years 5 years C-700-010-020 2 CCR 18615(d)City ClerkProof of Participation Certificate in Ethics Training (Original)WNLR WNLR GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-2 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). ELECTIONS - CONSOLIDATEDCity ClerkAssessment District Ballots - Prop. 218 proceedings6 mo. 6 mo.Department preference to be consistent with other types of ballots; Statewide guidelines propose permanent; EC §§ 17302, 17306; CA Constitution Art. XIIICity ClerkCampaign Filings (FPPC 400 Series Forms): UNSUCCESSFUL CANDIDATES5 years 5 yearsPaper must be retained for at least 2 years; GC §81009(b)(g)City ClerkCampaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled)7 years 7 years C-700-010-040Paper must be retained for at least 2 years; GC §81009(c)(g)City ClerkCampaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies)4 years 4 yearsPaper must be retained for at least 2 years; GC §81009(f)City ClerkCampaign Filings (FPPC 400 Series Forms): SUCCESSFUL CANDIDATES (Elected Officials)2 years P P C-700-010-030 Yes After 2 yearsPaper must be retained for at least 2 years; GC §81009(b)(g)City ClerkCandidate File: Nomination Papers, Candidate Statements, etc. - SUCCESSFUL CANDIDATESTerm of Office + 4 yearsTerm of Office + 4 yearsDepartment 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 §17100CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-3 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). City ClerkCandidate File: Nomination Papers, Candidate Statements, etc. - UNSUCCESSFUL CANDIDATESElection + 4 yearsElection + 4 yearsStatewide 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 §17100City ClerkElections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.) 2 years 2 yearsUsed for a model for the next election, GC §34090City ClerkElections - HISTORICAL File (Sample ballot, Certificate of Elections, all Resolutions - calling the election, canvass, etc., election summary)4 years P P C-700-300 Yes NoRetained for Historical Value, GC §34090City ClerkElections - Petitions (Initiative, Recall or Referendum)8 mo. 8 mo.Not accessible to the public; The 8 month retention applies after election results, or final examination if no election. Applies unless a legal/FPPC proceeding. EC §§17200, 17400City Clerk Roster of Voters 5 years 5 years C-700-130 EC §17300(End of Elections Section)CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-4 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). City Clerk FEMA Reimbursable Events 2 years 8 years 10 years YesYes: When InactiveDepartment preference to allow for FEMA audits (up to 6 years & 3 months from the date of the final inspection report); Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; (Also See Grants on City-wide); GC §34090 et seq.City ClerkLegislative History and Indexing Systems Follows Retention of Records IndexedFollows Retention of Records IndexedYes (all) YesYes: After 2 yearsData may be transferred into other systems to keep pace with technology; GC §34090 et seq.City Clerk Liens 10 years P P C-700-100 YesYes: After InactiveGC §34090(a)City ClerkMinutes (City Council, Redevelopment, Housing, Library, CSD, Joint Powers Authority only)When No Longer RequiredP P Yes (all) C-700-060 Yes No GC §34090City ClerkMunicipal Code Administration, Distribution, etc.2 years 2 years GC § 34090City ClerkMunicipal Code and History File (always retain 1 supplement)5 years P P C-700-080 Yes No GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-5 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). City ClerkOaths of Office: Boards and Commission Members, Elected and Appointed Officials, EmployeesP P C-700-040-400 YesYes: When InactiveDepartment Preferences; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113City ClerkOrdinances (City Council & Redevelopment Agency)When No Longer RequiredP P Yes (all) C-700-090 Yes No GC §34090 et. seq.City ClerkPetitions (submitted to Council on any subject. Also see Elections for Initiative, Recall or Referendum)1 year 1 year C-700-095Not related to elections; Law requires 1 year for petitions; GC §50115City Clerk Proclamations 2 years 2 years GC §34090City Clerk Records Retention Schedules 10 years P P C-700-750 YesYes: After InactiveGC §34090 et. seq.City ClerkResolutions (City Council, Redevelopment, Housing, Library, CSD, Joint Powers Authority only)P P Yes (all) C-700-140 Yes No GC §34090 et. seq.City ClerkVideo Recordings of Meeting (City Council, etc.)When No Longer RequiredP P C-700-068Department preference per Resolution 2005-01 (Video tapes of meetings are only required for 90 days); GC §34090.7CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-6 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). LEGALCity Clerk / LegalClaims ResolutionResolution + 10 yearsResolution + 10 yearsYes: Until ResolutionC-700-150-200Department Preference; Covers various statute of limitations; ATTORNEY NOTE: The minimum retention period should cover the statute of limitation for action regarding construction / real property defects (CCP§ 337.15), which is 10 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5City Clerk / LegalSubpoenas 2 years 2 years GC §34090City Clerk / LegalLawsuits / Litigation ResolutionResolution + 10 yearsResolution + 10 yearsYes: Until ResolutionC-700-150-300 Yes YesDepartment Preference; Covers various statute of limitations; ATTORNEY NOTE: The minimum retention period should cover the statute of limitation for action regarding construction / real property defects (CCP§ 337.15), which is 10 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-7 CITY CLERK and LEGAL:RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints and/or federal investigations suspend normal retention periods (retention begins after settlement). RECORDS MANAGEMENTCity Clerk / Records Manage.DVDs / Optical Media of LaserFiche and OmniRIMP P C-700-800Law requires these be stored in a safe and separate location; GC §34090 et. seq.City Clerk / Records Manage.Public Records Act Requests 2 years 2 years C-700-600 GC §34090City Clerk / Records Manage.Records Destruction Lists / Certificates of Records Destruction10 years P P C-700-700 YesYes: After InactiveDepartment Preference; GC §34090 et. seq.City Clerk / Records Manage.Records Management Database Indefinite Indefinite YesData Fields / Records are interrelated; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CC-8 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). BUILDINGComm. Develop. / BuildingBuilding Permit Database Indefinite Indefinite Yes (all)Department Preference - Data is interrelated; GC §34090, H&S §19850Comm. Develop. / BuildingBuilding Permits and Building Permit Applications (All)6 months P P Yes (all) D-070-040 Yes NoStatewide guidelines propose permanent; UAC §303.2, CBC §106.4.2, GC §34090, H&S §19850Comm. Develop. / BuildingBuilding Plans and Construction Documents - Finalled - INDIVIDUAL SINGLE FAMILY RESIDENTIAL - SFD Completion Completion + 90 daysYes (all) D-070-050-020Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC and UAC require plans be retained 90 days from completion date for residential and appurtenances; UAC §303.2; CBC §106.4.2; H&S§19850, GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-1 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Comm. Develop. / BuildingBuilding Plans and Construction Documents - Finalled - TRACTS / PLANNED UNIT DEVELOPMENTS - SINGLE FAMILY RESIDENTIAL - TRACTSCompletion P P Yes (all) D-070-050-010 YesYes: After QCDepartment preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; CBC and UAC require plans be retained 90 days from completion date for residential and appurtenances; UAC §303.2; CBC §106.4.2; H&S§19850, GC §34090Comm. Develop. / BuildingBuilding Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION (includes commercial structural plans, Hazardous Materials Questionnaire, etc.)Completion P P Yes (all) D-070-050-010 YesYes: After QCDepartment Preference; Law requires for the life of the building for commercial only; Statewide guidelines propose 2 years for blueprints & specifications; UAC §303.2; CBC §106.4.2; H&S§19850, GC §34090Comm. Develop. / BuildingComplaints / Correction Notices / Stop Work Orders / Violations Relating to Building Permit Applications (prior to Certificate of Occupancy)Until Cleared or Project CompletionUntil Cleared or Project CompletionTransitory / preliminary documents not retained after permit has been finalled and all corrections completed; GC §34090Comm. Develop. / BuildingLogsWhen No Longer RequiredWhen No Longer RequiredPreliminary Documents; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-2 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Comm. Develop. / BuildingReports: Annual Historical Reports of Building Permit Activity5 years 5 yearsDepartment Preference; GC §34090Comm. Develop. / BuildingReports: Monthly and Periodic Reports of Building Activity When No Longer RequiredWhen No Longer RequiredPreliminary Documents (the Annual report is the final); GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-3 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). CODE COMPLIANCEComm. Develop. / Code Comp.Code Enforcement / Abatement Case Files / ComplaintsWhen No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsD-200-070Case is open until satisfactorily resolved (some cases are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; CFC §104.3.4, GC §34090Comm. Develop. / Code Comp.LiensWhen No Longer Required - Minimum 2 yearsPPYes: Until PaidD-200-100 Yes Yes: 1 yearLiens relating to real property are not authorized to be destroyed; GC §34090(a)Comm. Develop. / Code Comp.Massage Permit TechniciansExpiration + 2 yearsExpiration + 2 yearsD-200-200Not accessible to the public; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-4 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). PLANNINGComm. Develop. / PlanningAlcoholic Beverage License Application Copies, Notices of Transfer of ABC LicenseWhen No Longer RequiredWhen No Longer RequiredNon-recordsComm. Develop. / PlanningAnnexations 2 years P PDepartment Preference for historical purposes; GC §34090.7Comm. Develop. / PlanningApplication Log (Historic Master) P P Yes Yes NoDepartment Preference; GC §34090Comm. Develop. / PlanningArchitectural Review Board - Agendas2 years 2 years D-090-105-300 GC §34090Comm. Develop. / PlanningArchitectural Review Board - MinutesWhen No Longer RequiredP P D-090-105-100 YesYes: After 1 yearGC §34090Staffing Dept.Architectural Review Board: AUDIO RECORDINGS of Meetings (except Council and Planning Commission - see City Clerk's and Planning's schedule)30 days or after Minutes are approved (whichever is longer)30 days or after Minutes are approved (whichever is longer) City preference; State law only requires for 30 days; Council Policy A-11 allows destruction after 30 days; GC §54953.5(b)Comm. Develop. / PlanningCensus, DemographicsWhen No Longer RequiredWhen No Longer RequiredCensus Bureau is OFR; GC §34090 et seq.Comm. Develop. / PlanningCommunity ProfileWhen No Longer RequiredP P D-090-250-100 YesYes: After 2 yearsDepartment preference; GC §34090 et seq.CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-5 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Comm. Develop. / PlanningEnvironmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. ) Inside City boundariesWhen No Longer RequiredP P D-090-055Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090Comm. Develop. / PlanningEnvironmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. ) Outside City boundariesWhen No Longer RequiredWhen No Longer RequiredNon-records; EIRs and Negative Declarations within the City Boundaries are with the project fileComm. Develop. / PlanningGeneral Plan, Specific Plan, Elements and AmendmentsWhen No Longer RequiredP P Yes (all) D-090-050 YesYes: As SupersededGC §34090Comm. Develop. / PlanningHistorical Resources Survey P P YesYes: As SupersededGC §34090Comm. Develop. / BuildingOver-the-Counter Plan Checks (Pools, Additions, Tenant Improvements, etc.)When No Longer RequiredWhen No Longer RequiredKeep until Finalled / Wet Stamped (Building is OFR) GC §34090.7Comm. Develop. / PlanningPlanning Commission - Agendas and Agenda Packets2 years 2 years D-090-100-300Staff Reports are filed with the Planning Entitlement File, which is maintained permanently; GC §34090Comm. Develop. / PlanningPlanning Commission - Minutes & ResolutionsWhen No Longer RequiredP P D-090-100-100 YesYes: After 1 yearGC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-6 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Comm. Develop. / PlanningPlanning Commission Audio Recordings 2 years P P D-090-100-200Department Preference - per Resolution 2005-01 (only 30 days is required); GC §54953.5(b)Comm. Develop. / PlanningPlanning Project Files - Permanent Entitlements (Includes Associated CEQA Noticing, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Permit Types: APP, CUP, CUPX, DA, DAA, EA, FDP, FDPX, GPA, MOD, PDP, PDPX, SFP, SIG, SIPR, SIPRA, SPA, TPM, TPMX, TTM, TTMX, TUP, VAR, ZMA, ZTA Project CompletionP P D-090-400 Yes NoProjects have a 2 year vesting (applicant must pull permit within 2 years) -- those applications in which the applicant does not follow through with permit may be destroyed after the vesting period has expired. Department maintains complete files for administrative purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7Comm. Develop. / PlanningPlanning Project Files - Temporary Use Permits2 years 2 yearsTemporary uses; Department maintains complete files for administrative purposes; GC§§34090Comm. Develop. / PlanningPlans: Circulation, Parks, etc. P PDepartment Preference; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-7 COMMUNITY DEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Comm. Develop. / PlanningRegional Organizational Studies & Programs where other Agencies are the Lead (e.g. Air Quality Studies, etc.)When No Longer RequiredWhen No Longer RequiredNon-records; GC §34090 et seq.Comm. Develop. / PlanningZoning Maps P P Yes (all) Yes NoDepartment Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page CD-8 HOUSING AUTHORITY:RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints and/or investigations suspend normal retention periods (retention begins after settlement).Housing AuthorityApplications for Loans: Rejected (Home Improvement, Rental Rehabilitation, etc.)When No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsDepartment preference; GC §34090Housing AuthorityComplaints (Rents, Mobile Home Fair Practices, etc.)When No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 years Department preference; GC §34090Housing AuthorityHCD (Housing & Community Development) Annual Report P P YesYes: After 10 yearsDepartment Preference; GC §34090Housing AuthorityHousing Programs: Grants 5 yearsAfter Funding Agency Audit, if Required - Minimum 5 yearsAfter Funding Agency Audit, if required - Minimum 5 years H-200-075 YesYes: When InactiveGenerally Funded by the City; Department preference to be consistent with Uniform Admin. Requirements for Grants to Local Governments, which is 3 years from expenditure report; HUD requires 3 years from the final expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 91.105(h), 570.502(b); & 982.158, 29 CFR 97.42, GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HS-1 HOUSING AUTHORITY:RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints and/or investigations suspend normal retention periods (retention begins after settlement).Housing AuthorityHousing Programs: Loans, Reconveyances, Deed Restrictions, Covenants, etc. (Home Improvement, etc.)Loan Forgiven or Fully Paid5 yearsLoan Forgiven or Fully Paid + 5 yearsH-200-075 Yes Yes: 1 yearMeets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133; GC §34090Housing AuthorityLow Income Housing Project Files 5 years 10 years 15 years H-200-150 Yes Yes: 1 yearDepartment preference; GC §34090Housing AuthorityMobile Home Fair Practices Commission (Rent Control): Minutes, Agenda PacketsPPH-200-100-030Yes Yes: 1 year GC §34090Housing AuthorityMobile Home Park Permits to Operate (Annual)2 years 2 years GC §34090Housing AuthorityMobile Home Rent Control Trust Fees5 years 5 years Department preference (meets municipal government auditing standards); GC §34090Housing AuthorityMobile Home Rent Decreases / Increases: Applications, Petitions & Determinations10 years 10 years H-200-100-020Yes YesDepartment preference; GC §34090Housing AuthorityReal Estate Appraisal Reports: Property NOT purchased, Loans NOT funded, etc.2 years 2 yearsNot accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h)CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HS-2 HOUSING AUTHORITY:RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints and/or investigations suspend normal retention periods (retention begins after settlement).Housing AuthorityReal Estate Appraisal Reports: Purchased Property, Funded Loans2 years 8 years 10 yearsYes: Before PurchaseH-200-085 YesYes: After InactiveDepartment preference (consistent with CIP projects long enough to establish the tax increment); Not accessible to the public until purchase has been completed; meets grant auditing requirements; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090Housing AuthorityRelocation Assistance 5 years 5 years Department preference (meets municipal government auditing standards); GC §34090Housing AuthorityRent Affordability Certifications 2 years 2 years GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HS-3 HUMAN RESOURCES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). C.O.P.S. (Citizens On Patrol Services)HR / COPSCOPS Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants3 years 3 years A-400-140Consistent with employee personnel files (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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090HR / COPSCOPS Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful ApplicantsInactive / Separation + 3 yearsInactive / Separation + 3 yearsA-400-150Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113HR / COPS Dispatchers Logs 2 years 2 years A-140-140 GC §34090HR / COPSHomeowners Associations / Neighborhood Groups (Contacts, Security Companies, etc)When SupersededWhen SupersededNon recordsHR / COPS Patrol Logs & Reports 1 year 3 years 4 years A-400-140 GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HR-1 HUMAN RESOURCES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). HUMAN RESOURCESHR / Human ResourcesApplications for Employment or Resumes: Unsolicited (no open position)When No Longer RequiredWhen No Longer Required Department Preference; No positions open; therefore not deemed to be an applicant, nor part of City recruitment practices; considered a transitory record not materially impacting the conduct of the public's business; 2 CCR 7287.0(b)(1), GC §34090HR / Human ResourcesComplaints / Investigations (regarding personnel)Final Disposition + 5 yearsFinal Disposition + 5 yearsState requires for at least 5 years; 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 for misconduct; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547HR / Human ResourcesDepartment of Fair Employment & Housing (DFEH or EEOC) Claims that are resolved administrativelyFinal Disposition + 5 yearsFinal Disposition + 5 yearsAll State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HR-2 HUMAN RESOURCES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). HR / Human ResourcesDisaster Exercises 2 years 2 years GC §34090HR / Human ResourcesDisaster PlansWhen Superseded - Minimum 2 yearsWhen Superseded - Minimum 2 yearsYes: Until SupersededGC §34090HR / Human ResourcesDMV Pull Notices 3 years 3 yearsCHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090HR / Human ResourcesDrivers Time / Class B Drivers License / Work Hours2 years 2 yearsMust obtain, review, sign & date current public driving record until receipt of pull notice system report & obtain a new report every 6 months; not accessible to the public; VC §§1808.1(a), 1808.2, 1808.21, HR / Human ResourcesDrug and Alcohol Testing / D.O.T files (All)5 years 5 yearsD.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC / FLSA / ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq.CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HR-3 HUMAN RESOURCES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). HR / Human ResourcesEEO-4 Reports and records required to generate EEO-4 report (Self-Identification Form, etc.)3 years 3 years 29 CFR 1602.30 HR / Human ResourcesGrievances and Informal Complaints (all)When No Longer Required - Minimum 5 yearsWhen No Longer Required - Minimum 5 yearsYes: Before DispositionHR is OFR for all Grievances and Informal Complaints; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 34090HR / Human ResourcesI-9s Separation P PYes: Until SeparationA-300-100 YesYes: After SeparationDepartment preference; Non-citizens must re-certify periodically; IRCA recommends 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; 29 CFR 1627.3(b)(i), GC §§12946, 34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HR-4 HUMAN RESOURCES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). HR / Human ResourcesJob Analysis / Classification / Compensation / Reorganization Studies (for employee classifications and department structures)When No Longer Required (minimum 2 years)When No Longer Required (minimum 2 years)Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 34090HR / Human ResourcesJob SpecificationsWhen No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsYes: Before SupersededDepartment Preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090HR / Human ResourcesLiveScan Fingerprint Clearances 50 years 50 yearsDepartment Preference to protect City in the event of past employee misconduct; GC § 34090 et seq.HR / Human ResourcesNegotiations with Bargaining UnitsWhen No Longer Required - Minimum 10 yearsWhen No Longer Required - Minimum 10 yearsYes YesDepartment preference (used in interpreting provisions); GC §34090.7HR / Human ResourcesOSHA Inspections & Citations, Log 200 and Log 300, 301, 301A7 years 7 yearsCalif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §34090.7; LC §6429cCITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HR-5 HUMAN RESOURCES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). HR / Human ResourcesPersonnel Files - Medical File (all employees) Separation + 2 years28 yearsSeparation + 30 yearsYes: Until SeparationA-300-300 YesYes: When InactiveFiles maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., GC §§12946, 34090HR / Human ResourcesPersonnel Files - Regular, Active, Permanent, Non-Regular, Temporary and Part-time Employees (Includes benefit enrollment forms)Separation + 2 years28 yearsSeparation + 30 yearsYes: Until SeparationA-300-300 YesYes: After SeparationDepartment Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113HR / Human ResourcesRecruitment File / Test File - Advertisements, Applications, Brochures, Flyers, Job Announcements, Letters, Scantrons, Tests, Questions 3 years 3 yearsEEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), GC §§12946, 34090HR / Human ResourcesRecruitment Flyers and BrochuresWhen No Longer RequiredWhen No Longer RequiredBrochures and Flyers are also maintained with recruitment file (these are copies); GC §34090.7CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HR-6 HUMAN RESOURCES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). HR / Human ResourcesSalary Surveys (conducted by the City)When No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsDepartment Preference; GC §34090 HR / Human ResourcesVerifications of Employment, Child SupportWhen No Longer RequiredWhen No Longer RequiredTransitory records not retained in the ordinary course of business (does not materially impact the public's business) GC §34090 et seq.HR / Human ResourcesWorkers Compensation or Disability ClaimsSeparation + 5 years25 yearsSeparation + 30 yearsA-300-400 YesYes: When InactiveClaims can be made for 30 years for toxic substance exposure; Claims are required for five years after the end of compensation, or injury, whichever is longer; 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2; GC §§12946, 34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Adopted: 04/19/2007Page HR-7 LIBRARY: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for Citywide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). LibraryAccounts Payable, Invoices, Petty Cash, Purchase Orders, etc. (includes all backup) Library Only2 years 3 years 5 yearsYes: Until PaidException to City-wide standards (Finance is the OFR for all other departments); Department Preference; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090Lead Dept. Cultural Commission Programs 2 years P P Yes NoDepartment preference; GC §34090LibraryFacility Rental Applications (Room Reservations, etc. - also see Insurance on City-wide)2 years 2 yearsYes: Before EventGC §34090Lead Dept.Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), IMLS (Institute of Museum & Library Services), and PLF (Public Library Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Administrative Services Final Expenditure + 5 yearsFinal Expenditure + 5 years Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090LibraryInter-Library Loan Records (not accessible to the public)5 years 5 yearsYes: Before EventDepartment preference to ensure reimbursements; GC §34090Library Library Board Agenda Packet P P Yes NoDepartment Preference; GC §34090LibraryLibrary Management System / DatabaseIndefinite Indefinite YesData Fields / Records are interrelated; GC §34090Library Library Statistics / Circulation ReportsWhen No Longer RequiredWhen No Longer RequiredCopies (placed in Library Board's Agenda Packet); GC §34090.7CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedAdopted: 04/19/2007Page L-1 LIBRARY: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for Citywide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Library Patron Applications for Library Cards 4 years 4 years YesDepartment Preference; Patrons are maintained on the database for three years, then are purged inactive + 1 year (renewals are handled by verifying the Patrons ID & address, then reactivating them); Violations are handled by the law; GC §34090LibraryProgram Sign Ups (e.g. Summer Reading)When No Longer RequiredWhen No Longer RequiredPreliminary / Transitory documents not retained in the ordinary course of business; GC §34090Library Promotional Information, Print Work P P Yes NoDepartment Preference; GC §34090AS / FinanceReceipts for Lost Books, etc.Copies - When No Longer RequiredCopies - When No Longer RequiredCopies; GC §34090.7Library Release Forms (Artists / Exhibitor's) 4 years 4 yearsYes: Before EventStatute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedAdopted: 04/19/2007Page L-2 LIBRARY: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for Citywide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). LibraryTime Sheets / Time Cards Library Only5 years 5 yearsPolice, Fire, Library & Recreation retain original individual time cards, and submit a summary to Payroll; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 -10 years; Other cities show 2 - 20 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); GC §34090LibraryVolunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants3 years 3 yearsConsistent with employee personnel files (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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090LibraryVolunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful ApplicantsInactive / Separation + 3 yearsInactive / Separation + 3 yearsCourts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedAdopted: 04/19/2007Page L-3 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). CITY MANAGERCity ManagerAir Quality / PM10When No Longer Required - Minimum 3 years2 yearsWhen No Longer Required - Minimum 5 yearsDepartment Preference; GC §34090City ManagerCity Council Correspondence - OUTGOING ONLYWhen No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsDepartment Preference (incoming mail is not opened by City staff - see City Council's schedule); GC §34090City ManagerMonthly Status Reports P P No Yes Yes Department Preference; GC §34090City ManagerSpecial Projects / Subject Files / Projects & Issues (Issues and/or projects will vary over time Examples: Bighorn Sheep Reserve, CIP Project Management Oversight, etc.When No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsYes: While Active IssuesM-200-010 GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-1 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). CONTRACT SERVICESContract ServicesAgreements & Contracts - ALL Infrastructure-related, DDAs, OPAs, and MOUs and MOAs Agreement or Contract includes all contractual obligations (e.g. RFP, Specifications, Successful Proposal / Scope of Work, and Amendments, Insurance Certificates)Notices of Completion & Change Orders are maintained by the Lead Department.Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, park improvements, property restrictions, reservoirs, sewers, sidewalks, street & alley improvements, utilities, water, etc.Completion P PYes: Before CompletionM-200-040-010YesYes: Upon CompletionDepartment Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-2 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Contract ServicesAgreements & Contracts - ALL Non-Infrastructure Agreements or Contracts include all contractual obligations (e.g. RFP, Specifications, Successful Proposal / Scope of Work, and Amendments, Insurance Certificates) Notices of Completion & Change Orders are maintained by the Lead Department.Examples of NON-Infrastructure: Consulting, HVAC, maintenance contracts, paving, painting, pest control, professional services, tree trimming, etc.Completion 10 years Completion + 10 yearsYes: Before CompletionM-200-040-020YesYes: Upon CompletionCovers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090Contract ServicesInsurance Certificates that cannot be matched to an agreement or contract1 year 10 years 11 yearsYes: Before ExpirationYesYes: Upon CompletionDepartment preference; Covers E&O Statute of Limitations; CCP §§336(a), 337 et. seq., GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-3 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). MANAGEMENT SERVICESManage. ServicesAB 939 Compliance 10 years 10 years YesYes: When InactiveConsistent with City-wide standards for contract administrationManage. ServicesAnnual Levies / Special District Payments (Special Districts with continuing jurisdiction, that don't terminate - e.g. Business Improvement Districts)5 years 5 years M-200-050Department Preference; IRS is 4 years after tax is due or paid; Supporting documentation for Investments of Operating Funds; meets auditing standards; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090Manage. ServicesBenefit Plans (Health, Dental, Pension, etc.)Plan Termination + 2 yearsPlan Termination + 2 yearsEEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); GC §§12946, 34090 Manage. ServicesCommunity Facilities Districts - Annual Levies5 years 5 yearsYes: Until PaidDepartment Preference (matches Accounts Receivable); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090Manage. ServicesCommunity Facilities Districts - Formation2 years P PYes: Until CompletedM-200-400 Yes Yes: 1 yearDepartment Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7Manage. ServicesDisposal Receipts / Manifests -- Non-Hazardous Waste (relating to AB 939)10 years 10 years Yes YesDepartment preference (consistent with AB 939 compliance records); GC §34090Manage. ServicesHousehold Hazardous Waste Program / Used Oil, etc.30 years 30 yearsConsistent with statute of limitations for employee exposure to hazardous materials; 8 CCR 3204(d)(1)(A)Manage. ServicesSolid Waste Tonnage Reports / Statistics10 years 10 years Yes Yes Department preference; GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-4 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Manage. ServicesSolid Waste: Contract Administration Files Completion 10 years Completion + 10 yearsYes: Before CompletionM-200-180-100YesYes: Upon CompletionCovers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090Manage. ServicesSpecial Event Permits / Film Permits / Parking Lot Sales / Sidewalk Sales (with insurance certificates)Expiration + 2 yearsExpiration + 2 yearsYes: Before & During the EventM-200-300 GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-5 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). PUBLIC INFORMATION OFFICERPIO Media Contact ListWhen SupersededWhen Superseded Yes: While Active IssuesPreliminary draft / transitory record; GC §34090 et seq.PIO Media PlansWhen Superseded -Minimum 2 yearsWhen Superseded -Minimum 2 yearsYes: While Active IssuesDepartment preference; GC §34090PIONewsletters - City Newsletters distributed to citizensP P Yes Yes: After QC Historical value; GC §34090PIO Press Releases 2 years 2 years GC §34090PIO Promotional Informational Printwork 2 years P P Yes Yes: After QC Department preference; GC §34090PIOReference / Subject Files / Issues (Issues will vary over time - e.g. Hotels, Developments, etc.)When No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsYes: While Active IssuesDepartment preference; GC §34090PIO SpeechesWhen No Longer Required When No Longer RequiredNotes, drafts, or preliminary documents; GC §34090 et seq.PIOVideo Recordings of Programs, City Events and Promotional / Marketing CampaignsExamples: Help for Health, Community Forums, etc.When No Longer Required - Minimum 5 yearsWhen No Longer Required - Minimum 5 years M-200-160-300Department preference, GC §34090 et seq.CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-6 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). RISK MANAGEMENTRisk Manage.Claims - AdultsResolution 5 yearsResolution + 5 yearsYes: Until ResolutionDepartment Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5Risk Manage.Claims - Juveniles Age of Majority (minimum Resolution)5 yearsAge of Majority (minimum Resolution + 5 years)Yes: Until SettlementJuveniles may have additional legal recourses; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5Risk Manage.Claims Adjustment Reports 5 years 5 yearsYes: Until SettlementDepartment Preference; meets municipal government auditing standards and covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6; PC §832.5Risk Manage.Insurance Certificates - ALL Contractors 11 years 11 yearsYes: Before CompletionYesYes: After InactiveLongest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); statewide guidelines propose permanent; CCP §337 et seq.; GC §34090Risk Manage.Insurance Policies & Certificates (City-owned): Liability (General & Public), Workers Compensation, PropertyPPYes: Before ExpirationM-200-500 YesYes: After ExpirationFor protection from litigation; GC §34090Risk Manage.Self-Fund Insurance (Workers Compensation, Dental, etc.)10 years 10 years Yes YesYes: After ExpirationConsistent with Agreement retention, sufficient to establish actuaries; GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-7 MANAGEMENT SERVICES: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). CITY COUNCILCity CouncilCity Council Correspondence - INCOMINGWhen No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsM-200-600Incoming mail is not opened or copied by City staff, therefore Council Members must retain all originals a minimum 2 years; GC §34090City CouncilCity Council Correspondence - INCOMING JUNK MAIL Not having a material impact on the conduct of City business Examples: Solicitations, mass mailings, invitations to events, etc. When No Longer RequiredWhen No Longer Required These are deemed transitory correspondence / preliminary drafts, as they do not have a material impact on the conduct of the public's business; GC §34090 et seq.City ManagerCity Council Correspondence - OUTGOINGCopies - When No Longer RequiredCopies - When No Longer RequiredThe "record copy" of all outgoing correspondence is maintained by City staff, therefore Councilmembers are not required to retain their copies for any particular length of time; GC §34090.7CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page MS-8 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). ADMINISTRATION Public Works / Admin.Audits from Regulatory Agencies / Inspections (e.g. NPDES)3 years 3 yearsDepartment Preference (consistent with NPDES monitoring reports); GC §34090 et seq.Public Works / Admin.NPDES Permits Expiration + 3 yearsExpiration + 3 yearsYes: Until ExpirationDepartment Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq.Public Works / Admin.Subject / Reference Files: Subjects other than Specifically Mentioned in Retention SchedulesWhen No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsP-100-030Department Preference; GC §34090 et seq.Public Works / Admin.Transportation / Oversized / Wide Load Permits2 years 2 yearsYes: Until CompletionGC § 34090Public Works / Admin.Work Orders / Request for Service Forms / Corrective Action Requests Paper - ENTIRE INFORMATION Entered in CMMS (Division providing service retains originals; Division requesting service is considered a copy)When No Longer RequiredWhen No Longer Required Considered a preliminary draft / source record (the database is the original); GC §34090, GC §6252Public Works / Admin.Work Orders / Request for Service Forms / Corrective Action Requests Paper - PARTIAL OR NOT Entered in CMMS (Division providing service retains originals; Division requesting service is considered a copy)10 years 10 years Yes YesCity preference (long enough to facilitate FEMA claims reimbursement); CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-1 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Public Works / Admin.Work Orders / Request for Service Forms / Corrective Action Requests: CMMS DATABASE (Computerized Maintenance Management System)Indefinite Indefinite Data is interrelated; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-2 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). BUILDINGS & GROUNDSPublic Works / Building & GroundsAnnual Assessment / Inspection of Facilities (e.g. buildings, playgrounds, sidewalks, etc.)10 years 10 years Yes YesDepartment preference to show due diligence; GC §34090Public Works / Building & GroundsAQMD Permits for Equipment (Compressors, Generators)2 years 2 years Annual Permits; GC §34090Public Works / Building & GroundsElevator Certifications 2 years 2 years GC §34090Public Works / Building & GroundsGenerator Inspections 2 years 2 years GC §34090Public Works / Building & GroundsMaterial Data Safety Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used)30 years 30 years YesYes (after inactive)Previous MSDS may be obtained from a service; 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)(A) et seq, (B)(2 and 3)CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-3 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Public Works / Building & GroundsPressure Vessel Certifications or Permits (Air Compressors, etc.)Expiration of Certificate or Permit - Minimum 2 yearsExpiration of Certificate or Permit - Minimum 2 yearsDepartment preference; GC §34090 et. seq.CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-4 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). ENGINEERINGPublic Works / Engineering AQMD Inspections (Dust control, etc.) 2 years 2 years GC §34090Public Works / Engineering Assessment / Maintenance / Landscape & Lighting / Improvement District Projects - CIP Engineering Reports30 years P PYes: Until CompletedP-200-180 Yes Yes: 1 yearDepartment Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7Public Works / Engineering Benchmark Data 10 years 10 years Yes YesDepartment Preference (covers 2 cycles); GC §34090Public Works / Engineering Capital Improvement Projects (CIP) / Jobs : Infrastructure and Facilities Construction - Administration File Project Administration, Certified Payrolls, Project Schedules, Progress meetings, Real Estate Appraisals, etc.Upon Completion10 years or After Funding Agency Audit, if required, whichever is longerCompletion + 10 years or After Funding Agency Audit, if required, whichever is longerYes: Until CompletedP-200-575 Yes Yes: 1 yearSome grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-5 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Public Works / Engineering Capital Improvement Projects (CIP) / Jobs: Infrastructure and Facilities Construction - Permanent File Plans, Specifications, Bids/RFPs, Successful Proposal, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Soils Reports, Studies, Surveys, etc.Upon CompletionPPYes: Until CompletedP-200-550 Yes Yes: 1 yearAll permanent project files are maintained in Engineering no matter what department was involved in the project; retained for disaster preparedness purposes (City Clerk does not maintain Plans, Materials Testing Reports, etc.) Statewide guidelines propose Permanent for Infrastructure plans; GC §34090Public Works / Engineering Encroachment Permits - Permanent (Buildings, Sewers, Streets, Utilities, etc.) PPYes: Until RevocationP-200-900-060 YesYes: After InactiveDepartment Preference; Statewide guidelines propose Permanent; CCP § 337 et. Seq.; GC § 34090Public Works / Engineering Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed)When No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsDepartment Preference; GC §34090Comm. Develop.. / PlanningEntitlement Projects: Lot Splits, CUPs, Modifications, Tentative Parcel Maps, Zone Changes, etc.When No Longer RequiredP P Yes (all) Yes Yes: 1 year GC §34090Public Works / Admin.FCC Licenses (Radios)Expiration + 2 yearsExpiration + 2 yearsGC §34090Public Works / Engineering Geotechnical Reports P PDepartment Preference; GC §34090 et seq.CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-6 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Public Works / Engineering Maintenance Contracts ADMINISTRATION FILES (e.g., Pavement Management, etc.)Completion 5 years Completion + 5 yearsYes: Before CompletionP-200-650(Does not include the original contract). Covers Statute of Limitations for Contracts (errors and omissions does not apply); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090Public Works / Engineering Maps, Plans and Drawings (Final Maps, Parcel Maps, Record of Survey, Right of Way, Tract Maps, "As-Builts", Record Drawings, etc.) 3 years P P Yes (all) P-200-132 Yes Yes: 1 yearDrafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7City Clerk or Public Works / EngineeringMaster Plans (Storm Drains, Signals, etc.)P P Yes (all) Yes Yes: 1 yearDepartment preference; Drafts should be destroyed; GC §34090 et seq.Public Works / Engineering Monuments / Center Lines P P YesYes: After InactiveDepartment Preference; GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-7 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Public Works / Engineering Lot Line AdjustmentsWhen No Longer RequiredP P Yes P-200-140 YesYes: After 1 yearGC §34090Public Works / Engineering Parcel MergersWhen No Longer RequiredP P Yes P-200-142 YesYes: After 1 yearGC §34090Public Works / Engineering Single Family Grading PermitsWhen No Longer RequiredP P Yes P-200-135 YesYes: After 1 yearGC §34090Public Works / Engineering NPDES Monitoring Reports Not Sewage Sludge - 5 years is required for records pertaining to permittee's sewage sludge use and disposal activities.3 years 3 yearsDepartment preference; Monitoring records required for 3 years; ATTORNEY NOTE: 40 CFR 503.17 required 5 years retention for sewage sludge use and activities records; 40 CFR §§122.21, 122.41Comm. Dev. / PlanningPrivate Development Projects / ImprovementsWhen No Longer RequiredWhen No Longer RequiredPlanning is OFR; GC §34090.7Public Works / Engineering Public Facilities / Infrastructure /"As Builts" / Record Drawings - All Public Improvement Plans and DrawingsPPYes: Until CompletedYesYes: After 1 yearInfrastructure; GC §34090Public Works / Engineering Traffic / Transportation Database (Crossroads)Indefinite IndefiniteData is interrelated; GC §§34090, 12168.7Public Works / Engineering Traffic Calming Requests 2 years 2 years GC §34090CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-8 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). STREETSCounty SheriffsAccident ReportsWhen No Longer RequiredWhen No Longer RequiredNon-recordsPublic Works / StreetsCatch Basin Cleaning2 years 2 years GC §34090Comm. Develop. / Code Comp.Code Enforcement / Abatement Case Files / ComplaintsWhen No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 yearsYes: Until ResolutionCase is open until satisfactorily resolved (some cases are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; CFC §104.3.4, GC §34090Public Works / StreetsFuel Use DatabaseIndefinite IndefiniteData is interrelated; GC §§34090, 12168.7Public Works / Admin.Maintenance Contracts ADMINISTRATION FILES (e.g., Parking Lot Sweeping, Striping, etc.)Completion 5 years Completion + 5 yearsYes: Before CompletionP-200-650Covers Statute of Limitations for Contracts (errors and omissions does not apply); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090Public Works / StreetsPavement Management DatabaseIndefinite IndefiniteData is interrelated; GC §§34090, 12168.7CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-9 PUBLIC WORKS: RECORDS RETENTION SCHEDULE Office of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). CalTrans Route Maps / SystemsWhen SupersededWhen SupersededNon-recordsPublic Works / StreetsStreet Legends / Signs Database (Signview)Indefinite IndefiniteData is interrelated; GC §§34090, 12168.7CHPSWITRS - Statewide Integrated Traffic Records System (CHP)When No Longer RequiredWhen No Longer RequiredNon-recordsPublic Works / StreetsTree DatabaseIndefinite IndefiniteData is interrelated; GC §§34090, 12168.7CITY OF RANCHO MIRAGE, CA. ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page PW-10 REDEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). RedevelopEconomic Development Fiscal Incentive Programs: Loans, Sales Tax Rebates etc. (e.g., Facade Improvements)Loan Forgiven or Fully Paid5 yearsLoan Forgiven or Fully Paid + 5 years Department Preference (meets municipal government auditing standards); GC §34090City Clerk Housing ElementCopies - When No Longer RequiredCopies - When No Longer RequiredGC §34090.7RedevelopProperty Appraisals: Property Not Purchased2 years 2 years GC §34090RedevelopProperty Appraisals: Property PurchasedWhen No Longer Required - Minimum 5 yearsWhen No Longer Required - Minimum 5 years Department preference to establish tax increment and comply with municipal government auditing standards; GC §34090Redevelop or Lead Dept.Prospects: Economic Development Projects / Business Recruitment & RetentionWhen No Longer Required - Minimum 2 yearsWhen No Longer Required - Minimum 2 years Department Preference; GC §34090City ClerkRedevelopment Implementation Plan / 5-year PlanCopies - When No Longer RequiredCopies - When No Longer RequiredGC §34090.7Redevelop Redevelopment Plan 10 years P PYes: Before Purchase or SaleR-050-100 YesYes: After InactiveGC §34090RedevelopRedevelopment Project Areas / AmendmentsP P Yes NoDepartment Preference (original DDAs and OPAs are maintained by Contract Specialist / Management Services) GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page RDV-1 REDEVELOPMENT: RECORDS RETENTION SCHEDULEOffice of RecordRecords DescriptionActive (in Office of Record)Inactive (In Records Division)Total RetentionVital?Document Tracking NumberElectronic Image Available?Destroy Paper after Imaged, QC'd & on CD-R?Comments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement). Redevelop Redevelopment Project Files P P YesYes: After 10 yearsDepartment Preference (original DDAs and OPAs are maintained by Contract Specialist / Management Services) GC §34090CITY OF RANCHO MIRAGE, CA ©2005 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reservedDo not duplicate or distribute without prior written permissionAdopted: 04/19/2007Page RDV-2