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HomeMy Public PortalAboutResolution 12-4800 Adoption a Records Retention Schedule1 1 1 RESOLUTION NO. 12 -4800 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY ADOPTING A RECORDS RETENTION SCHEDULE WHEREAS, a records retention schedule provides for the efficient and proper management and protection of the City records, facilitates document retrieval, and provides for the removal of obsolete records; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TEMPLE CITY, AS FOLLOWS: SECTION 1. The records of the City of Temple City, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule without further action by the City Council of the City of Temple City. SECTION 2. The Term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. SECTION 3. The current records retention schedule approved in 1992 is hereby rescinded. SECTION 4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. SECTION 5. This resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED AND ADOPTED on this 6th day of March 2012. ATTEST: MAYOR Resolution No. 12 -4800 Page 2 I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution, Resolution No. 12 -4800, was adopted by the City Council of the City of Temple City at a regular meeting held on the 6th day of March, 2012, by the following vote: AYES: Councilmember -Blum, Sternquist, Vizcarra, Yu, Chavez NOES: Councilmember -None ABSENT: Councilmember -None ABSTAIN: Councilmember -None 2 1 1 1 1 HOW TO USE RETENTION SCHEDULES ©1995 -2011 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 For questions, please contact the City Clerk. Authorization to Destroy Records: All original records that have exceeded their retention period must be authorized according to City Policies & Procedures prior to destroying them. Copies, drafts, notes and non - records do NOT require authorization, and can be destroyed When No Longer Required." • If there is a minimum retention ( "When No Longer Required - Minimum 2 years "), it must be authorized before it is destroyed, as it is an original record. • If there is NOT a minimum retention ( "When No Longer Required "), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. RECORDS RETENTION SCHEDULE LEGEND ©1995 - 2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system ", etc. Non - Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention /Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Scan / Import (guideline): Mag = Computer Magnetic Media (hard drive, disks, tapes, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD, DVD or other media which does not allow changes "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd (guideline, if record is imaged): QC'd= Quality Checked. "Yes" indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported onto Optical Disk — CD -R, WORM or DVD -R), and both the images and indexing Quality Checked ( "QC'd "). 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) UBC: 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 GC: 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) Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -1 Office of Record (OFR) Retention No. Records Description Active (in office) Inactive (In Storage) Retention / Disposition Total Retention Comments / Reference Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources C W -001 Accident, Incident, Injury reports: PUBLIC or EMPLOYEES Includes associated MSDS (Material Safety Data Sheet), if a chemical is involved Copies - When No Longer Required Finance C W -002 Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Lead Dept. CW-003 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting Project Approval + 2 years City Clerk CW-004 Agenda Packets / Staff Reports: City Council & PFA Copies - When No Longer Required Copies - When No Longer Required Copies - When No Longer Required Project Approval + 2 years Copies - When No Longer Required Mag, Ppr Copies retained for reference; GC §34090.7 Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §34090.7 Mag, Mfr, OD, Ppr Brown 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, 349.4; GC § §34090, 54960.1(c)(1) Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090.7 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -2 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: 1 =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods ( etention resumes after settlement or completion). City Clerk CW -005 Agreements & Contracts, Leases, MOUs, etc. Agreement or Contract includes all contractual obligations (Specifications / Scope of Work, Notices of Completion, etc.) Copies - When No Longer Required Copies - When No Longer Required Completion + 10 years Mag, Mfrr,, OD, p S Yes: Upon Completio All agreements, service • agreements, and contracts are sent to the City Clerk; GC §34090.7 Lead Dept. CW -006 Agreements & Contracts: ADMINISTRATIVE FILES - NOT funded by a grant (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, etc.) Completion 10 years Yes: Before Completion Ma g' Mfr, OD, P r p S/I Yes: U on p Completio n Covers 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 §337 et. seq., GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -3 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW -007 Agreements & Contracts: ADMINISTRATIVE FILES - WITH grant funding (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer .Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards =4 -7 years; Statute of Limitations: Contracts & Spec's =4 years, Wrongful Death =comp. + 5 years, Developers =comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §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 §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW-4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW -008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Copies - When No Longer Required Mag Ppr The RFP / RFQ and the successful proposal becomes part of the agreement or contract (City Clerk is OFR); GC §34090 Finance CW -009 Audits / Audit Reports / CAFR - Comprehensive Annual Financial Reports Copies - When No Longer Required Mag, Ppr • Copies; GC §34090.7 CW -010 Bids: See Agreements & Contracts Staffing Dept. CW -011 Boards and Committees: AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Tae (Ma9) City preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept. CW -012 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC § §34090, 54960.1(c)(1) TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -5 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW -013 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS Copies - When No Longer Required Copies - When No Longer Required 2 years When No Longer Required Copies - When No Longer Required 2 years Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Send all originals to City Clerk; Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Staffing Dept. CW -014 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years Mag, Ppr All recommendations are presented to the City Council; GC §34090 et seq. CW -015 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required Ppr' Non - records CW -016 Brochures: See Reference Manuals Finance CW -017 Budgets - Finals Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Lead Dept. CW -018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years Mag, Ppr Department preference (not all detail is sent to Finance; GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -6 Office of Record Retention No. Records Description Retention/Disposition Total Retention Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: l =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW -019 City Attorney Opinions When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Copies - When No Longer Required (Upon Settlement) 2 years Yes Mag, Mfr, OD, Ppr S Department Preference, GC §34090 Human Resources CW -020 Claims & Litigation Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement ag, Mfr, OD, Ppr S/I Yes: After Settlement GC § §34090.7, 34090.6 Lead Dept. CW -021 Committees Internal - Attended by employees: All Records (e.g. Records Management Committee, In -House Task Forces, etc.) 2 years Ppr' GC §34090 Lead (Responding) Dept. CW -022 Complaints / Concerns from Citizens (operational) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag Ppr City preference; 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 §34090 CW -023 Contracts: See Agreements TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -7 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". if you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). CW -024 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required 2 years Mag Ppr GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW -025 Correspondence - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, Reading File, Working Files, etc.) 2 years Ppr' GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -8 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) • Inactive (In Storage) Total Retention Vital? Media Options Image: 1 =import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the 'Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW -026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business (e.g. calendars, checklists, e- mail or social media posting that does not have a material impact on the conduct of business, instant messaging, inventories, invitations, logs, mailing lists, meeting room registrations, speaker slips, upply inventories, telephone supply messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag' Ppr E -mails or social media postings that have a material impact on business are saved by printing them out and placing them in a file folder, or saving them electronically; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC § §34090, 6252, 6254(a) TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -9 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". if you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlementbr completion). Lead Dept. CW -027 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required 2 years When No Longer Required Mag, Ppr 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, 6252, 6254(a) Lead Dept. CW -028 Facility Use Applications / Facility Use Permits 2 years Mag, Ppr GC §34090 Lead Dept. CW -029 GIS Database / Data / Layers (both City -wide and Specialized) When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept. CW -030 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years 2 years Mag, Ppr GC §34090 TEMPLE CITY, CA ©1995 -2011 Giadwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -10 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW -031 Grants / Reimbursable Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) q ) Applications (successful), program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - q Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr 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; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a &b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A- 110 & A -133; GC §34090 Human Resources CW -032 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send 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; GC § §12946, 34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -11 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW -033 Insurance Certificates for Agreements and Contracts Copies - When No Longer Required Copies - When No Longer Required Copies - When No Longer Required (Upon Settlement) When No Longer Required Copies - When No Required Mag, Ppr If a certificate cannot be matched to a contract, send to City Clerk; GC §34090.7 Human Resources CW -034 Lawsuits, Litigation, Pending Litigation Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After Settlement Risk Management administrates claim; GC § §34090.7, 34090.6 Lead Dept. CW -035 Leave Slips When No Longer Required Mag, Ppr Preliminary draft / transitory record; GC §34090, GC §6252 City Clerk CW -036 Minutes - City Council, Planning Commission, Parks & Recreation Commission Copies - When No Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -12 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. p CW -037 Material Data Safety Sheet (MSDS) / Chemical Use Report Form (or records of the ( chemical / substance / agent, where & when it was used) 30 years y 30 years y Mag, Mfr, OD, Ppr S Yes (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; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), GC §34090 City Clerk CW -038 Municipal Code (these are copies) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Original Mag, Mfr , Ppr OD, I No Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept. CW -039 Newspaper Clippings When No Longer Required When No Longer . Required Ppr Non - records - may be obtained from the newspaper company; GC §34090 Staffing Dept. CW -040 Notices: Public Hearing Notices and Proofs of Publications Project Approval + 2 years Project Approval + 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §337 et seq; GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -13 Office of Record Retention No. Records Description Retention Total Retention / Disposition - Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: 1= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". if you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW -041 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Separation + 3 years 1 year (After Incorp. In Evaluation) 2 years 2 years 2 years 2 years Yes (all) Mag, Mfr, r,O D, S No Originals maintained by City Clerk Permanently; GC §34090 Human Resources CW -042 Personnel Files Separation + 3 years Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept. CW -043 Personnel Files (Supervisor's Notes) 1 year (After lncorp. In Evaluation) Before Annual Performance Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept. CW -044 Personnel Work Schedules 2 years Ppr' GC §34090 Lead Dept. CW -045 Public Records Act Requests 2 years Ppr' GC §34090 Lead Dept. CW -046 Public Relations / Press Releases 2 years Mag, Ppr GC §34090 Lead Dept. (Who Ordered the Appraisal) CW -047 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC § §34090, 6254(h) TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -14 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". if you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. (Who Ordered the Appraisal) CW -048 Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years When No Longer Required - Minimum 3 years When No Longer Required - Minimum 5 years Copies - When No Longer Required Yes: Before Purchase Mag, Mfr, OD, Ppr S Yes: After Inactive 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 §34090 City Clerk CW -049 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Mag, Ppr GC §34090.7 Lead Dept. CW -050 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, etc: Produced by YOUR Department When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag' Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §34090 Lead Dept. CW -051 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, etc: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC p § TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -15 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). CW -052 Reference Materials: Brochures, Manuals, Policies, Procedures, Brochures, Flyers, Manuals, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required P 10 years Ppg' Non - Records CW -053 Reference or Working Files: See Correspondence Lead Dept. CW -054 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept. CW -055 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, p Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 City Clerk CW -056 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §34090.7 Lead Dept. CW -057 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090 TEMPLE CITY, CA ©1995 -2011 Giadweil Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -16 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? . Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW -058 Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years 5 years Expiration + 2 years 2 years Ppr Calif. 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 §6429c Lead Dept. CW -059 Special Event Permits Expiration + 2 years Yes: During Class or Program Mag, Ppr GC §34090 Lead Dept. CW -060 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 as drafts (When No Longer Required) 2 years Ppr' GC §34090 CW -061 Tapes: See Boards & Commissions Finance / Payroll CW -062 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S No Originals maintained by Payroll; GC §34090.7 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -17 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments 1 Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". if you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. CW -063 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics & Safety training) 2 years 5 years 7 years Inactive / Separation + 3 years Mag, Mfr OD, p S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC / FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC § §12946, 34090, 53235.2(b) Lead Dept. CW -064 Volunteer / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC /FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i) &(ii), GC § §12946,34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW -18 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department ". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and /or investigations suspend normal retention periods etention resumes after settlement or completion). Lead Dept. CW -065 Volunteer / Unpaid Intern Applications & Agreements Unsuccessful or Pending Applicants 3 years 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC /FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i) &(ii), GC § §12946, 34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -1 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suseend normal retention periods (retention resumes after settlement or completion). City Clerk CC -001 Agenda Packets / Staff Reports: City Council, Community Development & Housing Authority, Community Redevelopment Agency, Financing Authority NOT RELATED TO LAND When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years P Yes: Until After Meeting Mag, Ppr Department Preference (The minutes are the permanent record); GC §34090 et seq. USE, CAPITAL IMPROVEMENTS, CITY PROPERTY OR INFRASTRUCTURE; AGENDAS City Clerk CC -002 Agenda Packets / Staff Reports: City Council, Community Development & Housing Authority, Community Redevelopment Agency, Financing Authority RELATED TO LAND USE, CAPITAL IMPROVEMENTS, CITY PROPERTY OR INFRASTRUCTURE; IMAGED RECORDS P Yes: Until After Meeting Mag, Mfr, OD, Ppr S Yes: After 2 years Department Preference; GC §34090 et seq. City Clerk CC -003 Agendas - Posted 2 years 2 years Yes: Until After Meeting Mag, Ppr The minutes are the permanent record; GC §34090 et seq. TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -2 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC -004 Agreements or Contracts - ALL Non - Infrastructure Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal, Insurance Certificates) Examples of NON - Infrastructure: Consulting, disposal, City Manager employment contracts, housing, leases, loans, mutual aid, professional services, services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr Stl Yes: Upon Completion preference; Department Covers E&O Statute of Limitations; Published Audit Standards =4 -7 years; Statute of Limitations: Contracts & Spec's =4 years, Wrongful Death =comp. + 5 ears, Develo ers =com + 10 years, p years; Statewide guidelines propose termination + 5 years; CCP § §336(a), 337 et. seq., GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -3 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suseend normal retention periods (retention resumes after settlement or completion). City Clerk CC -005 Agreements or Contracts - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful P Insurance Proposal, al, Certificates) Examples of Infrastructure: Architects, CaIPERS, franchise agreements, subdivision improvement agreements, development, Joint Powers, MOUs, settlement, water rights, etc. Completion P P P 2 years Yes: Before Completion Mag, Mfr, OD, Ppr S • Yes: Upon Completion Department 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 4.703 City Clerk CC -006 Annexations / Boundaries / Consolidations / LAFCO 5 years P Mag, Mfr, OD, Ppr S / I Yes Land Records; GC §34090 City Clerk CC -007 Applications for Boards, Commissions or Committees (Successful or Unsuccessful) 2 years Mag, Ppr GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC -008 Boards, Commissions, & Committees: All City Council Advisory Bodies MINUTES & BYLAWS P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. City Clerk CC -009 City Clerk Filing System When No Longer Required - Minimum 2 years When No Longer Required Minimum 2 years Yes: Until After Meeting Mag, Ppr Department Preference (The minutes are the permanent record); GC §34090 et seq. City Clerk CC -010 Committee Rosters / Maddy Act List 2 years 2 years Mag, Ppr GC §34090 City Clerk CC -011 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 2 years 5 years 7 years Mag, Ppr City maintains original statements; GC §81009(e) &(g); GC §81009(f) &(g); 2 CCR 18615(d) City Clerk CC -012 Film Permits Includes Insurance Certificates Submitted by the Applicant 2 years 2 years Yes: While Before Expiration Mag, Ppr GC §34090 City Clerk CC -013 FPPC Form 801 (Gift to Agency Report) 4 years 4 years Mag, Ppr Must post on website; 2 CCR 18944.2(c)(3)(G) City Clerk CC -014 FPPC Form 802 (Tickets Provided by Agency Report) 7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e) TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -5 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED (In the event the County does not conduct the City's election) City Clerk CC -015 Campaign Filings (FPPC 400 Series Forms): SUCCESSFUL CANDIDATES (Elected Officials) 2 Years P P 5 years 4 years 7 -years Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b) &(g) City Clerk CC -016 Campaign Filings (FPPC 400 Series Forms): UNSUCCESSFUL CANDIDATES 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b) &(g) City Clerk CC -017 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(f) &(g) City Clerk CC -018 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACs - not candidate-controlled) 7 years Mag, Ppr Paper must be retained for at least 2 years; GC . §81009(c) &(g) City Clerk CC -019 Candidate File: Nomination Papers, Candidate Statements, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Term of Office + 4 years Mag, Ppr Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 TEMPLE CITY, CA. ©1995 -2011 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -6 Office of Record Retention No, Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC 020 Candidate File: Nomination Papers, Candidate Statements, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Ppr Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC -021 Elections - HISTORICAL (Sample ballot, copies of resolutions, final results) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC -022 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.) 2 years 2 years Mag, Ppr GC §34090 City Clerk CC -023 Elections - Petitions (Initiative, Recall or Referendum) Results or Final Examination if No Election + 8 mo. Results or Final Examination if No Election + 8 mo. Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC § §17200, 17400 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -7 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - STAND -ALONE (use in conjunction with Consolidated elections ... records series are not repeated) City Clerk CC -024 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2) City Clerk CC -025 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC -026 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC -027 Challenged & Assisted Voters List 6 mo. 6 mo. 6 mo. 6 mo. 5 years 6 mo. 6 mo. 6 mo. 6 mo. 5 years Ppr If uncontested, EC §17304 City Clerk CC -028 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk CC -029 Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk CC -030 Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300 City Clerk CC -031 Tally Sheets 6 mo. Ppr EC §17304 City Clerk CC -032 Vote -by -Mail Applications, Roster of Absentee Applications 6 mo. Ppr EC §17505 City Clerk CC -033 Vote -by -Mail Identification Envelopes 6 mo. Ppr EC §17302 City Clerk CC -034 Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304 City Clerk CC -035 Voter Index Original 5 years _ Ppr EC §17001 (End of Elections Section) City Clerk CC -036 Ethics Training - Certificates 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: When Inactive GC § §34090, 53235.2(b) TEMPLE CITY, CA. ©1995 -2011 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -8 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC -037 istorical Records (e.g. Historical Incorporation, City Seal, Awards of significant historical interest, etc.) P P Mag, Mfr, OD, Ppr S No City 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 §34090 City Clerk CC -038 Insurance Certificates (for Contracts, Vendors, and City- issued Certificates etc.) That cannot be matched to an agreement or contract 11 years 11 years Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: 2 years Department preference to accommodate the expiration of all statute of limitations; CCP §337 et seq.; GC §34090 City Clerk CC -039 Minutes - City Council, Community Development & Housing Authority, Community Redevelopment Agency, Financing Authority P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 City Clerk CC -040 Minutes - Planning Commission, Parks & Recreation Commission, Advisory Bodies Appointed by the City Council P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 City Clerk CC -041 Minutes Highlights (Action Agendas) 2 years 2 years Mag, Ppr Department preference (preliminary record); GC §34090 et seq. TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -9 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suseend normal retention periods (retention resumes after settlement or completion). City Clerk CC -042 Municipal Code Administration, Distribution, etc. 2 years 2 years P P 2 years P Mag, Ppr GC § 34090 City Clerk CC -043 Municipal Code and History File (always retain 1 supplement) P Mag, Mfr, OD, Ppr S No GC §34090 City Clerk CC -044 Ordinances (City Council) P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq. City Clerk CC -045 Proof of Publication / Public Notices / Certificate of Posting 2 years Mag, Ppr GC §34090 City Clerk CC -046 Real Property - Records that Affect the Title to Real Property (Deeds, Easements, etc.) 2 years P Mag, Mfr, OD, Ppr S / 1 No GC §34090 City Clerk CC -047 Recordings / Tapes of City Council Meetings - Audio Recordings / Tapes or DVDs - 2 years 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CC -048 Recordings of City Council Meetings - Video Recordings / DVD -R or VCR (ALL) P P Tape (Mag) Department preference; Video recording of meetings are only required for 90 days; GC § §34090.7, 60201 City Clerk CC -049 Records Destruction Lists / Certificates of Records Destruction 10 years 10 years Mag, Mfr, OD, Ppr S Yes: 2 years Department Preference; GC §34090 et. seq. TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -10 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC -050 Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr I GC §34090 et. seq. City Clerk CC -051 Request for Public Records 2 years 2 years Mag, Ppr GC §34090 City Clerk CC -052 Resolutions - City Council, Community Development & Housing Authority, Community Redevelopment Agency, Financing Authority, Planning Commission P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq. City Clerk CC -053 Roster of City Council Members (Historical List of City Council Members) P P Mag, Mfr, OD, Ppr S / I Yes Department preference; GC §34090 City Clerk CC -054 Vehicle Titles ( "Pink Slips ") Sale or Disposal Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations sus. end normal retention periods (retention resumes after settlement or completion). Human Resources HR -001 CaIPERS Benefit Information (annual employee listing, circular letters, etc.) When No Longer Required When No Longer Required Superseded + 3 years 2 years Final Disposition + 3 years Mag, Ppr Preliminary Drafts; GC §34090 Human Resources HR -002 Classification Specifications Superseded + 3 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department 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 1113 Human Resources HR -003 Compensation Surveys & Studies 2 years Mag, Ppr 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, 34090 Human Resources HR -004 Department of Fair Employment & Housing (DFEH or EEOC) Claims Final Disposition + 3 years Mag, Ppr All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed "; 2 CCR 7287.0; GC § §12946, 34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -2 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR -005 Grievances and Informal Complaints (all) P P Separation + 3 years Yes: Before Disposition Mag , Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(ii), GC § §12946, 12960, 34090; 29 USC 1113, LC 1174 Human Resources HR -006 19s Separation + 3 years Mag, Ppr Non - citizens must re- certify periodically; RICA 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 § §12946,34090 Human Resources HR -007 Personnel Files - Employees Separation + 1 year 29 years Separation + 30 years Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC /FLSA /ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC § §12946, 60201; 29 USC 1113 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -3 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options ' Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR -008 Personnel Files - Medical File (all employees) Includes Drug Testing Results Separation + 1 year 29 years Separation + 30 years 3 years When No Longer Required - Minimum 2 years Indefinite Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., GC § §12946,34090 Human Resources HR -009 Recruitment and Testing File (Includes Advertisements, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Raters Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 3 years Mag, Ppr Department preference; EEOC / 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, 34090 Human Resources HR -010 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Human Resources HR -011 Training Database Indefinite Mag, Ppr Data is interrelated; GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). RISK MANAGEMENT Human Resources / Risk Manag. HR -012 Accident, Incident, Injury reports / Potential Claims: PUBLIC OR CITY PROPERTY (Not resulting in a claim) 2 years 2 years Final Resolution + 5 years Mag, Ppr _ GC §34090 Human Resources / Risk Manag. HR -013 Claims Final Resolution 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Department preference; Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5(b) Human Resources esources / Risk Manag. HR -014 DMV Pull Notices When Superseded or Upon Separation When Superseded or Upon Separation Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Human Resources / Risk Manag. HR -015 Insurance Policies (City owned), Certificates of Self- Insured P P Yes: Before Expiration Mag, Mfr, OD, Ppr S Yes: After Expiration Department preference; GC §34090 Human Resources / Risk Manag. HR -016 Workers Compensation Claim Runs 5 years 5 years Mag, Ppr Department preference (meets auditing standards and allocation formulas); GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -5 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: l =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations sus end normal retention periods (retention resumes after settlement or completion). Human Resources / Risk Manag. HR -017 Workers Compensation or Disability Claims / Employee Accident Reports Includes all Accident, Incident, or Injury Reports and associated MSDS Separation + 5 years 25 years Separation + 30 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Claims can be made for 30 years for toxic substance exposure; 8 CCR 10102; 8 CCR 15400.2, 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020, GC § §12946, 34090; CCP §337 et seq. TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -1 Office of Record Retention No. Records Description Retention I Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Comm. Develop / Building & Safety CD -001 Building Permit Applications where the Permit was Never Issued 2 years 2 years Indefinite Mag, Ppr . Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H &S §19850, GC §34090 Comm. Develop / Building & Safety CD -002 Building Permit Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H &S §19850 Comm. Develop / Building & Safety CD -003 Building Permits (AII) P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC Statewide guidelines propose permanent; GC §34090, H &S §19850 Comm. Develop / Building & Safety CD -004 Building Plans and Construction Documents - Finalled - "TRADE PLANS" - Title 24 Energy Calcs, Structural Calcs, etc. 180 days 180 days Mag, Ppr Law does not require plans to be filed for dwellings less than 2 stories, garages & appurtenances, farms /ranches, 1 -story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H &S §19850, GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -2 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop / Building & Safety CD -005 Building Plans and Construction Documents - Final led - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES 180 days 180 days P Yes (all) Mag, Mfr, OD, Ppr S Yes: Finalled + 1 year Law does not require plans to be filed for dwellings Tess than 2 stories, garages & appurtenances, farms /ranches, 1 -story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H &S §19850, GC §34090 Comm. Develop / Building & Safety CD -006 Building Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI - FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS, PRODUCTION HOMES (includes commercial structural plans, Hazardous Materials Questionnaire, etc.) P Yes (all) Mag, Mfr, OD, Ppr S Yes: Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H &S §19850, GC §34090 Comm. Develop / Building & Safety CD -007 Certificates of Occupancy Life of the Building Life of the • Building Yes (all) Mag, MfrPP D, S Yes: After QC Department Preference; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -3 Office of Record Retention No. Records Description Retention / Total Retention _ Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop / Building & Safety CD -008 Complaints 2 years 2 years When No Longer Required P When No Longer Required Mag, Ppr GC §34090 Comm. Develop / Building & Safety CD -009 Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Comm. Develop / Building & Safety CD -010 Grading File: Soil Compaction Tests, Soils Reports, etc. P Yes (all) Mfr Ppr OD, Ppr S Yes: After QC Department Preference; GC §34090 Comm. Develop / Building & Safety CD -011 Insurance Certificates: Contractors Proof of Insurance (Worker's Compensation, etc.) When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Comm. Develop / Building & Safety CD -012 Performance Bonds, Security Bonds, Surety Bonds, Grading Bonds and Similar Bonds Building Finalled + 2 years Building Finalled + 2 years Mag, Mfr, OD, Ppr S No Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §26202 Comm. Develop / Building & Safety CD -013 Reports: Building Activity (Annual) P P MfrlaOD, Ppr S Yes: 1 year Department Preference; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop / Building & Safety CD -014 Reports: Building Activity (Monthly) When No Longer Required When No Longer Required 2 years P Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Comm. Develop / Building & Safety CD -015 Requests & Permissions to Receive Copies of Plans 2 years Mag, Ppr GC §34090 et seq. Comm. Develop / Building & Safety CD -016 Uniform Building Codes / California Building Code P Mag, Ppr GC §50022.6 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -5 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). COMMUNITY PRESERVATION Comm. Develop. / Comm. Preservation CD -017 Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years P Yes: Until Resolution Mag, Ppr Department preference; Case is open until satisfactorily resolved (some cases are not resolved); CFC §104.3.4, GC §34090 . Comm. Develop. / Comm. Preservation CD -018 Liens When No Longer Required - Minimum 2 years P Yes: Until Resolution Mag' Mfr, OD, Ppr S/I Yes: 1 year GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING Comm. Develop. / Engineering CD -019 Abandonments / Vacations (Streets) - Private Development Projects P P P 5 years Release of Bond / Security + 2 years Yes (all) Mag, Mfr, OD, Ppr S Yes: After 2 years GC §34090 et seq. Comm. Develop. / Engineering CD -020 Assessment / Maintenance / Landscape & Lighting / Street Improvement District Projects / Community Facilities Districts (FORMATION, BOUNDARIES) P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP § §337. 337.1(a), 337.15, 343; GC §34090.7 Comm. Develop. / Engineering CD -021 Assessment / Maintenance / Landscape & Lighting / Street Improvement District Projects / Community Facilities Districts (ASSESSMENT ROLLS) 5 years Yes: Until Submitted to County Mag, Ppr Department Preference (meets auditing standards); GC §34090.7 Comm. Develop. / Engineering CD -022 Bonds: Subdivision Bonds, Logs and Correspondence City Clerk holds these and provides to Engineering upon p g' g p request Release of Bond / Security + 2 years Mag Mfr, OD, Ppr S No Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -7 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering CD -023 Capital Improvement Projects (CIP) - Where Engineering is the Lead: Administration File Upon Completion 1 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards =4 -7 years; Statute of Limitations: Contracts & Spec's =4 years, Wrongful Death =comp. + 5 years, Developers =comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Project Administration, Certified Payrolls, Construction Manager's Logs, Daily Inspections, Project Schedules, Progress meetings, Real Estate Appraisals, RFIs & Responses, etc. Comm. Develop. / Engineering CD -024 Capital Improvement Projects (CIP) - Where Engineering is the Lead: Permanent File Upon P P Yes: Until Completed Mag' Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Plans, Specifications, Agreement / Contract, Successful Proposal, Change Orders, EIRs, Negative Declarations-, Categorical Exemptions, Materials Testing Reports, Grading Permits, Insurance Certificates, Hazardous Materials Plans, Notice of Completion, Photos, Soils Reports, Studies, Submittals, Surveys, etc. TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -8 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering CD -025 Developer Payment / Trusts (Contractors Contractor's Trusts) Project Close + 5 years Y Project Close + 5 years Y P 5 years P P P Mag, Ppr Census Bureau is OFR; GC §34090 et seq. Comm. Develop. / Engineering CD -026 Encroachment Permits P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Planning or Building CD -027 Engineering Comments: Planning & Building Projects / Plan Check Comments 5 years Mag, Ppr Department Preference; GC §34090 Comm. Develop. / Engineering CD -028 Geotechnical and Soils Reports P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering CD -029 Grading Permits & Plans P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering CD -030 Improvement Plans . P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 Comm. Develop. / Engineering CD -031 Permits: Excavation Permits / Haul Permits / Street Use Permits / Transportation Permits / Wide Load Permits Expiration + 2 years Expiration + 2 years Mag, ' Mfr, OD, Ppr S Yes: After QC GC §34090 Comm. Develop. / Engineering CD -032 Private Development Construction Inspections P P Mag' Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 City Clerk CD -033 Rights of Way, Easements P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After 2 years Department Preference (copies); GC §34090.7 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -9 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering CD -034 Subdivisions P P Mag, Mfr, OD, Ppr S Yes: 1 year Department Preference; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -10 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). PLANNING Comm. Develop Planning / AND City Clerk CD -035 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Close + 5 years 5 years When No Longer Required P Mfr, OD, Ppr P S / I Yes Land Records; GC §34090 Comm. Develop / Planning CD -036 Business License Applications, Floor Plans, Statement of Intended use, etc. Close + 5 ears Mag, Ppr Meets Auditing Requirements; GC §34090 Comm. Develop / Planning CD -037 Business License Renewals 5 years Mag, Ppr Meets Auditing Requirements; GC §34090 Comm. Develop / Planning CD -038 Census, Demographics When No Longer Required Mag, Ppr Department preference (Non - Records - Census Bureau is OFR); GC §34090 et seq. Comm. Develop / Planning CD -039 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. ) Inside City boundaries P Mag, Mfr, OD, Ppr S Yes: After 10 years Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Comm. Develop / Planning CD -040 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. Outside City boundaries When No Longer Required When No Longer Required Ppr Non - records; EIRs and Negative Declarations within the City Boundaries are with the project file TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -11 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. / Engineering CD -041 Garage Sale Permits 2 years 2 years P P Mag, Ppr GC §34090 Comm. Develop / Planning CD -042 General Plan, Elements and Amendments P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After Amended GC §34090 Comm. Develop / Plannin 9 CD -043 Master Plans, Specific Plans, Bikeway Plans, etc. P Mag, Mfr, OD, Ppr S / I Yes: After Amended Department Preference; GC §34090 § Comm. Develop / Planning CD -044 Planning Commission Agenda Packets, Agendas When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop / Planning CD -045 Planning Commission Audio Recordings 2 years 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CD -046 Planning Commission Minutes & Bylaws Copies - When No Longer Required Copies - When No Longer Required Yes Mag, MfrP OD, p S No Originals are sent to the City Clerk; Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. City Clerk CD -047 Planning Commission Resolutions Copies - When No Longer Required Copies - When No Longer Required Yes Mag, MfrPp D, S Yes: After 10 years Originals are sent to the City Clerk; GC §34090 et seq. TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -12 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop / Planning CD -048 Planning Project Files - Approved & Denied Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps - whether withdrawn or expired or not) Examples: Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. 5 years P P 2 years Yes Mag, Mfr, OD, Ppr S Yes: When Inactive Projects 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, 34090.7 Comm. Develop / Planning CD -049 Planning Project Files - Approved & Unapproved Temporary Entitlements: Christmas Tree Lots, Temporary Barricades with Artwork, Debris Boxes, Pumpkin Lots, Temporary Signs, etc. 2 years Yes: During Event Mag, Ppr Temporary uses; Department maintains complete files for administrative purposes; GC§ §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -13 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti.ation, com.laints, claims, public records act re. uests, audits and /or investigations sus. end normal retention .eriods retention resumes after settlement orcom.letion . Comm. Develop / Planning CD -050 Preliminary Review File When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years P 2 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; Preliminary Documents (no application submitted); GC §34090 Comm. Develop / Planning CD -051 Project Log Index / Spreadsheet / Binders of Historic Actions P Yes Mag' Mfr, OD, Ppr S / Yes: After 1 year Department Preference; GC §34090 Comm. Develop / Planning CD -052 Public Art Committee (not appointed by the City Council) 2 years Mag, Ppr GC §34090 Comm. Develop / Planning CD -053 Special Studies When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC §34090 Comm. Develop / Planning CD -054 State Board of Equalization Reports When No Longer Required When No Longer Required Mag, Ppr Department preference (Non - Records - California State Board of Equalization is OFR); GC §34090 et seq. City Clerk CD -055 Zoning Amendments, Zoning Text Amendments P P Yes MfraOD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Comm. Develop / Planning CD -056 Zoning Maps P P Yes (all) Mag Mfr, OD, Ppr S No Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -14 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged 8 CiC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC SAFETY Comm. Develop / Public Safety CD -057 • Citation Database Indefinite Indefinite 2 years Final Decision + 2 years 2 years 2 years Copies - When No Longer Required 10 years Yes Mag, Ppr Department preference; GC §34090 Finance CD -058 Citation Payments 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 Comm. Develop / Public Safety CD -059 Citations: Contested / Hearing Commission or Hearing Officer / Administrative Review Final Decision + 2 years Mag, Ppr GC §34090 Comm. Develop / Public Safety CD -060 Citations: Administrative, Parking, (paper) 2 years Mag, Ppr GC §34090 Finance CD -061 Court Remittance / Payments 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 County Sheriff CD -062 Crime Reports Copies - When No Longer Required Yes (all) Mag, Ppr The Sheriff is the lead agency; GC §34090 et seq. Comm. Develop / Public Safety CD -063 Field Logs (Includes minor sidewalk repair, other repairs) 10 years Mag, Ppr Department Preference; GC §34090 Finance CD -064 Overnight Parking Payments 2 years 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -15 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop / Public Safety CD -065 Overnight Parking Permits 5 years 5 years 2 years 2 years 2 years Mag, Ppr Department preference; GC §34090 Comm. Develop / Public Safety CD -066 Pre -Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Ppr GC §34090 Comm. Develop / Public Safety CD -067 Public Safety Commission Agenda Packets, Synopsis, Agendas 2 years Yes (all) Mag' Mfr, Pp D, S Yes: After 1 year Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop / Public Safety CD -068 Public Safety Commission Audio Recordings 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CD -069 Public Safety Commission Minutes & Bylaws Copies - When No Longer Required Copies - When No Longer Required Yes Mag, Mfr, OD, P r p S No Send originals to the City Clerk; Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop / Public Safety CD -070 SWITRS - Statewide Integrated Traffic Records System When No Longer Required When No Longer Required Mag Ppr Non - Records (Sheriff) TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -16 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Sheriff CD -071 Traffic Accident Reports When No Longer Required When No Longer Required Minimum 2 years 10 years Minimum 2 years 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Not city records; GC §34090 et seq. Comm. Develop / Public Safety CD -072 Traffic Complaints Minimum 2 years Mag, Ppr Department preference; GC §34090 Comm. Develop / Public Safety CD -073 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Comm. Develop / Public Safety CD -074 Traffic Studies / Traffic Counts / Traffic Calming Requests Minimum 2 years Mag' Mfr, OD, Ppr S Yes: After 10 years Department preference; GC §34090 Comm. Develop / Public Safety CD -075 Transportation Permits / Wide Load Permits (when issued by the City) 2 years Mag, Ppr GC §34090 Comm. Develop / Public Safety CD -076 Vehicle / Equipment History Files Maintenance, CHP tickets, Smog Certificates, Registrations Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -17 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC SAFETY / ANIMAL CONTROL Comm. Develop. /Spec. Ops / Animal Shelter CD -077 Administrative Citations 2 years 2 years Indefinite (Minimum 3 years) Ppr GC §34090 et seq. Comm. Develop. /Spec. Ops / Animal Shelter CD -078 Animal Registration Database Indefinite (Minimum 3 years) Mag Department preference; Data is interrelated; GC § §12946, 34090 Comm. Develop. /Spec. Ops / Animal Shelter CD -079 Animal Registration Report When No Longer Required When No Longer Required Mag, Ppr Considered transitory / preliminary draft (the database is the original); GC §34090, GC §6252 Comm. Develop. /Spec. Ops / Animal Shelter CD -080 Animal Trap Agreements 3 years 3 years PO Department Preference; GC §34090 et seq. Comm. Develop. /Spec. Ops / Animal Shelter CD -081 Bite Reports / Rabies Control Records 3 years . 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq. TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -18 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. /Spec. Ops / Animal Shelter CD -082 Complaints - Regarding Animals 3 years 3 years 3 years Resolution + 4 years 3 years When No Longer Required 2 years Ppr Department Preference; GC §34090 et seq. Comm. Develop. /Spec. Ops / Animal Shelter CD -083 Impound Records / "Relinquishments" 3 years Mag, Ppr 3 years is required; FA §32003(e), PC §597.1(d); CCP § §336(a), 337 et. seq., GC §34090 Comm. Develop. /Spec. Ops / Animal Shelter CD -084 Investigations / Problem Files (barking, loose dogs, dangerous dog reports, etc.) Resolution + 4 years Mag, Ppr Department Preference; GC §34090 et seq. Comm. Develop. /Spec. Ops / Animal Shelter CD -085 Notices to Comply, Warning Letters / Notices (Off leash, etc.) 3 years Mag, Ppr Department preference; GC §34090 Comm. Develop. /Spec. Ops / Animal Shelter CD -086 Officer's Daily Log When No Longer Required Mag, Ppr Considered transitory / preliminary drafts. GC §34090, GC §6252 Finance CD -087 Payments / Receipts for Payment (Animal Licenses, etc.) 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD -19 Office of Record Retention No. Records Description Retention / Total Retention Disposition Comments / Referenc• e . (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop. /Spec. Ops / Animal Shelter CD -088 Rabies Vaccination Clinics 3 years 3 years Yes Mag 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP § §336(a), 337 et. seq., GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: l =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / ADMINISTRATION Finance / Admin. FN -001 Audit Reports / CAFR - Comprehensive Annual Financial Reports and related Audit Opinions P P P 2 years Project Finalled + 3 years Lease Expiration + 2 years 5 years Mag, Mfr, OD, Ppr S / l Yes: After 1 year Department Preference (copies); GC §34090.7 Finance / Admin. FN -002 Budgets - Adopted / Final P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; Must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance / Admin. FN -003 Budgets - Preliminary, Backup Documents 2 years Yes: Current Fiscal Year Mag, Ppr Department Preference; GC §34090 Finance / Admin. FN -004 Cash Bonds / Refundable Deposits / Refunds (for Developer Projects) Project Finalled + 3 years Mag, Mfr, OD, Ppr S No Securities (Performance Bonds, Letters of Credit, CD's, etc.) are usually released after completion; GC §34090 Finance / Admin. FN -005 Property Management Lease Expiration + 2 years Mag, Ppr Department Preference; GC §34090 Finance / Admin. FN -006 Single Audits / Transportation Audits / PERS Audit, et. 5 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / ACCOUNTS RECEIVABLE Finance / Accounts Receivable FN -007 Accounts Receivable - Transient Occupancy Tax (TOT), etc. 2 years 3 years 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq. Finance / Accounts Receivable FN -008 Daily Cash Reports / Daily Envelopes / Cash Receipts / Petty Cash / Revenue Daily Receipt Books, etc. 2 Years 3 years Yes: Until Paid Mag, Ppr Department Preference; (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounts Receivable FN -009 Miscellaneous Billing (Damage to City Property, etc. Close + 2 years 3 years Close + 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounts Receivable FN -010 Revenue: Posting Logs / Spreadsheets When No Longer Required When No Longer Required Mag, Ppr Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re- create reports accurately; statewide guidelines propose 2 years; GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -3 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / GENERAL ACCOUNTING Finance / General Accounting FN -011 1099's Issued / W -9s 5 years 5 years 5 years 5 years Cancellat., Redemption or Maturity + 10 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), R &T §19530, GC §34090 Finance/ General Accounting FN -012 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 3 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / General Accounting FN -013 Bank Statements, Trustee Statements, Outstanding Check Lists, Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 2 years 3 years Mag, Ppr Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001 -1 Finance / General Accounting FN -014 Bond Official Statements / Certificates of Participations (COPs) See Bank Statements for statement retention. Cancellat., Redemption or Maturity 10 years Yes: Until Maturity Mag, Ppr Department 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(a); GC §43900 et seq. Finance / General Accounting FN -015 Checks / Warrant Register Report (issued) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FN -016 Checks / Warrants (Cashed) 2 years 3 years 5 years 3 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Finance / General Accounting FN -017 Escheat (Unclaimed money / uncashed checks) 3 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP § §340, 1519; GC §34090 Finance / General Accounting FN -018 Financial Services Database Indefinite Indefinite P Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / General Accounting FN -019 Fixed Assets - Annual Listing (Source Documents) 5 years P Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Includes permanent assets (for compliance with GASB 34); GC §34090 Finance / General Accounting FN -020 General Ledger: Final year -end AND Chart of Accounts / Organization Structure (Prior to Pentamation Conversion) 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; GC §34090 Finance / General Accounting FN -021 Investments / Arbitrage / Bonds (Receipts / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr Department 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, 43900 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -5 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e. q. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations sus•end normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FN -022 Journal Entries / Journal Vouchers / Budget Adjustments 2 years 8 years 10 years When No Longer Required - Minimum 20 years 5 years 5 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Finance / General Accounting FN -023 Financial Report - 2000 Conversion (last report prior to changing to Pentamation) When No Longer Required - Minimum 20 years Mag, Ppr Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re- create reports accurately; statewide guidelines propose 2 years; GC §34090 Finance / General Accounting FN -024 Financial Reports, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc. (MONTHLY OR PERIODIC) Does NOT include pre- Pentamation Financial Re•orts 2 years 3 years Mag, Ppr Department preference; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re- create reports accurately; statewide guidelines propose 2 years; GC §34090 Finance / General Accounting FN -025 Reports: Annual State or Federal: State Controller's Report, Street Report, etc. 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FN -026 Treasurer's Reports / Quarterly Budget Reports (to Council - Copies) 2 years 8 years Mag, Mfr, OD, Ppr' S / I Yes: After Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -6 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: 1 =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wde Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / PAYROLL Finance / Payroll FN -027 Bank Statements - Payroll Only 2 years 3 years 5 years 5 years 5 years 5 years Mag, Ppr Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001 -1 Finance / Payroll FN -028 CaIPERS Reports 2 years 3 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department Preference; GC §34090 Finance / Payroll FN -029 Checks / Warrant Register Report - Payroll Only 2 years 3 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 Finance / Payroll FN -030 Checks / Warrants - Cancelled - Payroll Only 2 years 3 years Mag, Ppr Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001 -1 Finance / Payroll FN -031 DE -6, 941 & DE -166 Forms - Quarterly Payroll Tax Returns / OASDI 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001 - 1(e)(2), R &T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FN -032 Deferred Compensation (City Statements) 2 years 3 years 5 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -7 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll Payroll Reports (includes Leave Registers, time Transaction Reports, etc.) 2 years 3 years 5 years 5 years 5 years P Mag, Mfr, , , OD, Ppr S / I Yes: After QC Department preference; PERS Buy -backs are reconstructed through Human Resources; Transitory records not retained in the ordinary course of business Financial system qualifies as a trusted system and can re- create reports accurately; statewide guidelines propose 2 years; GC §34090 Finance / Payroll FN -034 PERS Statements (Books) 2 years 3 years Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; GC §34090 Finance / Payroll FN -035 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 3 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference; 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; IRS Reg §31.6001 - 1(e)(2), R &T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance / Payroll FN -036 W -2's 2 years P Mag, Ppr Department Preference to facilitate PERS buy- backs; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001 - 1(e)(2), R &T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -8 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / PURCHASING Finance / Purchasing FN -037 Purchase Orders / Requisitions / Successful Bids 2 years 3 years 5 years Yes: Before Completion Mag, Ppr Department Preference (Professional Services always have a contract, therefore Errors & Omissions are not applicable); Statewide guidelines propose completion + 5 years for non - capital improvement contracts & completion + 4 years for transportation and concessionaire agreements. Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP § §337. 337.1(a), 337.15, 343; GC §34090 Finance / Purchasing FN -038 Purchasing - Bidder / Vendor Registration Forms (Companies that want to receive RFPs / RFQs) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 et seq. TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS -1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) • Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). • MANAGEMENT SERVICES / CITY MANAGER Manage. Services MS-001 City Council and Mayor Correspondence Incoming, Outgoing, Citizens letters, general letters, etc. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years When No Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Manage. Services MS-002 City Manager Correspondence (Interoffice, Citizens, Organizations, etc.) When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Manage. Services MS -003 City Manager Reports to Council When No Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Manage. Services MS-004 Employee Classification / Department Reorganization Studies (for employee classifications and department structures) When No Longer Required - Minimum 2 years Mag, Ppr 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, 29 CFR 1602.14, GC § §12946, 34090 Manage. Services MS -005 Projects, Programs, Subject & Issues (Issues and /or projects will vary over time - e.g. Hotels, Developments, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: While Active Issues Mag, Ppr Department Preference; GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS -2 Office of Record Retention No. Records Description Retention Total Retention / Disposition • Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). Manage. Services MS -006 Sister City Program When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years When No Longer Required Mag, Ppr GC §34090 Lead Dept. MS -007 Speech Notes / Power Point Presentations When No Longer Required Mag, Ppr Notes, drafts, �r preliminary documents; GC §34090 et seq. TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 3.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS -3 Office of Record Retention No. Records Description Retention Total Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and /or investigations suspend normal retention periods (retention resumes after settlement or completion). ECONOMIC DEVELOPMENT Manage. Services / Econ. Develop. MS -008 Business Retention When No Longer Required - Minimum 2 years When No Required - Minimum 2 years When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Manage. Services / Econ. Develop. MS -009 Economic Development Projects / Programs When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Manage. Services / Econ. Develop. MS -010 Prospects: Economic Development Projects / Correspondence When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 TEMPLE CITY, CA ©1995 -2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P &R -1 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full fie folder (e.g. last document + 2 years), since destruction is normally performed by file folder_ Litigation, claims, complaints, audits, public records requests, and /or investigations suspend normal retention periods (retention resumes after settlement). Parks & Recreation P &R -001 Activity / Special Programs / Special Event Files Children's Programs, Cultural Arts, Sports, Seniors, Filming, etc. When No Longer Required - Minimum 3 years When No Longer Required - Minimum 3 years Mag, Ppr Department preference, GC §34090 Parks & Recreation P &R -002 Agreements for Contractors: Class Instructors, Sports Leagues, etc. Completion + 2 years 3 years Completion + 5 years Yes: Until Completion Mag, Mfr, OD, Ppr S Yes: After Inactive The statute of limitation for errors and omissions is not applicable; Statewide guidelines propose completion + 5 years for non - capital improvement contracts & completion + 4 years for P Y transportation and concessionaire agreements; CCP § §336(a), 337 et. seq., GC §34090 Parks & Recreation P &R 003 Art Exhibits and Collections Community / External Art 2 years 2 years Mag, Mfr, OD, Ppr GC §34090 Parks & Recreation P &R -004 Art Exhibits and Collections (Administration, etc.) Completion + 4 years Completion + 4 years Mag, Mfr, OD, Ppr Statute of Limitations for contracts is 4 years, personal property 3 years; meets auditing requirements; CCP § §337, 338; GC §34090 Parks & Recreation P &R -005 Art in Public Places (Records Pertaining to Art Acquired by the City) Completion Life of the Author + 20 years Life of the Author + 20 years Mag, Mfr, g' OD, Ppr Rights of authors extend for the life of the author's); State law allows a written contract to extend rights for an additional 20 years; 4 years to meet auditing standards; 17 USC 106A(d); GC §15813.5; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P &R -2 Office of Record Retention No. Records Description Retention / Disposition Total Retention. Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and /or investigations suspend normal retention periods (retention resumes after settlement). Parks & Recreation P &R -006 Capital Improvement Projects (CIP) / Jobs - Where Parks & Recreation is the Project Lead: Administration File Project Administration, Certified Payrolls, Inspections, Project Schedules, Progress meetings, Real Estate Appraisals, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Some grant funding agencies require audits, Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards =4 -7 years; Statute of Limitations: Contracts & Spec's =4 years, Wrongful Death =comp. + 5 years, Developers =comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP § §336(a), 337 et. seq., GC §34090 Parks & Recreation P &R -007 Capital Improvement Projects (CIP) / Jobs - Where Parks & Recreation is the Project Lead: Permanent File Plans, Specifications, Bids /RFPs, Successful Proposal, Change Orders, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Construction Manager's Logs, Photos, Soils Reports, Studies, Submittals, Upon Completion P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: 1 year Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Finance P &R -008 Cash Receipts Detail / Backup / Refunds 2 years 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P &R -3 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in office) Inactive (In Storage) Total Retention Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC,d? If the record is not listed here, refer to the Retention for City -tide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and /or investigations suspend normal retention periods (retention resumes after settlement). Parks & Recreation P &R -009 Citations issued by Park Rangers 2 years 2 years P 10 years 2 years 2 years Life of the Author + 20 years Ppr GC §34090 Parks & Recreation P &R -010 City Newsletter (Quarterly) P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Parks & Recreation P &R -011 Dial -A -Ride Applications 10 years Mag, Ppr Department preference; Meets municipal government auditing standards; GC § 34090 Parks & Recreation P &R -012 Dial -A -Ride Driver Logs 2 years Mag, Ppr GC §34090 Parks & Recreation P &R -013 Donations (Money) 2 years Mag, Ppr Summaries are sent to Finance; GC §34090 Parks & Recreation P &R -014 Donations of Art Work or Product (Records Pertaining to Art Acquired by the City) Completion Life of the Author + 20 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Rights of authors extend for the life of the author's); State law allows a written contract to extend rights for an additional 20 years; 4 years to meet auditing standards; 17 USC 106A(d); GC §15813.5; GC §34090 Parks & Recreation P &R -015 Evaluations /Surveys (Program Evaluations) When No Longer Required When No Longer Required Mag, Ppr Department Preference (Transitory record not retained in the ordinary course of business); GC §34090 Parks & Recreation P &R -016 Facility Use and Equipment Applications 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P &R -4 Office of Record Retention No. Records Description Retention / Disposition Total Retention Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years),, since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and /or investigations suspend normal retention periods (retention resumes after settlement). Parks & Recreation P &R -017 Grant Program / Youth Scholarship Fund / Camellia Trust Fund 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years 2 years P When No Longer Required - Minimum 2 years 2 years Mag, Ppr 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; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a &b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A -110 & A- 133; GC §34090 Parks & Recreation P &R -018 Incident Reports - First Aid / Minor (bandages, scratches, 2 years Mag, Ppr Significant Incidents are sent to Risk Management; GC §34090 Parks & Recreation P &R -019 Park History Files P Mag, Ppr Department Preference; GC §34090 Parks & Recreation P &R -020 Parks & Recreation Commission Agenda Packets, Agendas When No Longer Required - Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Parks & Recreation P &R -021 Parks & Recreation Commission Audio Recordings 2 years Tape (Mag) Department preference; State law only requires for 30 days; GC §54953.5(b) TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P &R -5 Office of Record Retention No. Records Description Retention / Disposition Total Retention Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full fle folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and /or investigations suspend normal retention periods (retention resumes after settlement). Parks & Recreation P &R -022 Parks & Recreation Commission Minutes & Bylaws Copies When No Longer Required Copies - When No Longer Required 2 years 10 years Indefinite 4 years Yes Mag, Mfr, OD, Ppr S No Originals are sent to the City Clerk; Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Parks & Recreation P &R -023 Pesticide Application Records 2 years Mag Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §26202; 3 CCR 6623, 40 CFR 171.11 et seq. Parks & Recreation P&R-024 Playground Equipment Inspections 10 years Mag, Ppr Department Preference; GC §34090 Parks & Recreation P &R -025 Recreation Database Indefinite Mag Department Preference; data is interrelated; GC §34090 Parks & Recreation P &R -026 Registration Forms / Reservation Forms / Application Forms / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / etc.: Camps, Field Trips, Authorization to give Medicine, etc. 2 years 2 years Mag, Ppr Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP § §337, 343 Parks & Recreation P &R -027 Senior Food / Lunch Program Registrations 4 years 4 years Mag, Ppr City administers program for the County; meets Uniform Grant Requirements; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 CFR 85.42 & 570.502(b), 29 CFR 97.42, GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P &R -6 Office of Record Retention No. Records Description Retention / Disposition Total Retention Comments / Reference (OFR) Active (in office) Inactive (In Storage) Vital? Media Options Image: I =Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits, public records requests, and /or investigations suspend normal retention periods (retention resumes after settlement). Parks & Recreation P &R -028 Sign -in / Sign -out sheets 2 years 2 years Indefinite 2 years Indefinite When No Longer Required 5 years Ppr GC §34090 Parks & Recreation P&R-029 Tree Database (West Coast Arborists) Indefinite Mag, Ppr Department preference (data is interrelated); GC §34090 Parks & Recreation P &R -030 Tree Requests - Denied (e.g. Not a City Tree, doesn't warrant trimming, etc.) 2 years Mag, Ppr GC §34090 Depart. Providing Service / Work P &R -031 Work Orders / Service Requests DATABASE Indefinite Mag Data is interrelated; GC §34090 Depart. Providing Service / Work P &R -032 Work Orders / Service Requests - All Information Entered in Database When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Depart. Providing Service / Work P &R -033 Work Orders / Service Requests - NOT entered in Database (or partial information entered into Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag Ppr City preference; CCP § §338 et seq., 340 et seq., 342, GC § §945.6, GC §34090 TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Adopted: 03/20/2012 :FIECORDRETENTION-SCHEIDOLE LEGEND, .©1995.2011 GIa&euI GoVerornentetZeneceS: tn.,(sog) 43:773516 ..rellrigt0' reserved: Do not deOlicele o distribute velhootl Odor yid Hen ,Obriniesion% -6F:ft (Ciffiteiir ReTco-rd):' The4epadnientthatkeept Ithaoriginalibr!reccird:Copii. "' 'Usually' it iS the'departrrient:that Originates. the.recOrd,;unleas theit-ermit .for . _ - - • P,LAY'uoP11 rell:RiqetingAthervit s VW:city RectirdS,DesCriptitin:' ti-iireCOrcir,serieir jroijP;Of: like records) Transitory Records not ratatriad:Likthe;PrdiriarY course of b1.1$1has*.'Ore.lirriinarit.cfrafial.iriotee., Or.,interagericy, Or intra-agency :nienioranda and records having ,drilylreositdry value Examples '.; Tatepione, ineisages, .meeting :room. reservation schedules -,; lops, .-source records ,entered intO..a COMputer, system that ..qualifieveVe'trU0eire,ystern'', etc. Non-Record: boctiffierits;.sttitiiesi boOki. end parriphlets,prodUcieCtproUftitie egenCies;, prat-ninety grafts nottetairtei:rin'theOrdinah/ course of business. Reterition/DiSPosition: ilioWlOng:thefiie rernOirtslmthe4rnmediaCeoftice-Are.A'(00deithe) Inactive ,HOw.long.the'fileis in.of4ite'stOrage; stored;bn,optitil Disk or Mieroforms Total RetentiOn:e the itotal:nuiriber ofleart ;the'recordmill!be retained. Parfile. folders containing documents with different, retention:tit-heroines; use the document with the Llongest retentionlime., P.FT'e itheneht Indefinite =N�1ixed or specified retention POO', used. for databases, baeOusethedata fields areinterielated. 'Vital? = Those records that are needed for basic operations iiiithe:exieribr a ditester. Media — the,:forrh,,Ofthei record: Meg, = 'CPO-muter :Magnetic :Media : (hard drive, ,disks, tapes, etc.)' Mfi..-='AlictofOrnis,(apertureceeds.,:microfilmi'Microfithe, jackets) Ppr =Paper 0,Ptieal[pisti„CD,, COD orOther media which does .not allow Chariges Scan eltriptort. (gyidelih6): ''8.t.indicates the record'shotild.be Scarified, intO,the'doeLirrient: imaging system "rindieetes the'recOrg.stMUICI bEeleCtriihroakitnpOrted. into the cocu'rnent..imaging.sOterni. • „ indicatev.tha,record shoUldl be•rnicrofilmef iDestroy Paper afteeliria601:tiiqc?d(gtild6/06,ifired00 is iThaged) QC d=Quality Checked Yee:indicate-S. the paper Version' maybe 4he.doeumenVh0s-beerf,ITI.09.64:(0i[cieifiltried,.soarined.or)jtfipoto,onto.Qpticallb.tik.---..C6A:woRm or DVD,R),.and both theirnages,atici indexing 04ality!cheCked,(it'PC"0"): , Leaand.faiLleaateititiOna(§: .Section) •CC: — CFC ,CallioThiaFire:Code EviClencec odeL(CA) FrB: :Franchiaala?(Board-(CA) HUD yrber-f.,pevelOp:,;(1JS); PC Fiertal:Coda: 11.1,BCip. 't.lnifOrniBuilding,Code USC onite-&81(4tei'Cocte'(US) , iBaP',.-1:Buiiness.8`00rOfasiOniteode:(0A), CCP: 'Codeofzivil Procedure(CA) CF.R: Gode of Federal Reguations (US) Food j!■grtettiture.COde,' GC; Government Coda(CA), L,C:-.'.Labor,Cocia(CA), .R&T.:--IfievenuelA.!taxation COde.(C) Vof,'..VaniCle'Code's(0) , CalitOmia:Buildin0.6606- CCR:- California CocieofReguletiorts (CA): Elections Code:(CA), Farnily Coda(CA), Hearthlt.safety'doOq (CA). 0:4;;Aify:der15:..Attorney Generall.Qpinions(cm, UAC UPC: "UhiforthPiorniiing'..Coda. W&l Welfare Instftutions, Code (CA)