Loading...
HomeMy Public PortalAbout13) 7H Resolution No. 15-5100 Amending City Record Retention ScheduleCity Council July 7, 2015 Page 2 of 2 City's Record Retention Schedule is necessary to ensure that the City is in compliance with changes in State law and guidelines issued by the California Secretary of State. The City contracted with GGS to conduct a citywide review of record retention based on State Law and California Secretary of State Guidelines. As a result of the review, GGS recommended that the City amend its retention schedules for Human Resources, Community Development, and Management Services records as well as certain citywide records. The proposed changes (i.e., addition of records that were previously not identified with retention dates, update to certain legal citations, and clarified records descriptions) to the retention schedule are shown in blue and red on Exhibit 1 of Attachment A The Record Retention Schedule for all other departments remains unchanged. Having an updated record retention schedule will reduce records storage costs, eliminate duplication of records, increase efficiency and take advantage of current technology. The adoption of the amended Records Retention Schedule will better ensure proper protection and management of city records. CONCLUSION: City Council's approval of the revised records retention schedule will increase efficiency, decrease costs and ensure records are managed in accordance with best practices. FISCAL IMPACT: This item does not have an impact on the Fiscal Year (FY) 2015-16 City Budget. ATTACHMENT: A Resolution No. 15-5100 ATTACHMENT A RESOLUTION NO. 15-5100 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY AMENDING THE RECORDS RETENTION SCHEDULE WHEREAS, a records retention schedule provides for the efficient and proper management and protection of the City records, facilitates document retrieval, and provides for the removal of obsolete records; WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and WHEREAS, the City Clerk is recommending certain changes to the City's record retention schedule as marked in Exhibit 1. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TEMPLE CITY, AS FOLLOWS: SECTION 1. The City's amended retention schedule reflecting the change is attached as Exhibit 1. SECTION 2. The City Clerk shall cerflfy to the passage and adoption of this resolution and enter it into the book of original resolutions. SECTION 3. This resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED AND ADOPTED on this y'h day of July, 2015. Tom Chavez, Mayor ATTEST: APPROVED AS TO FORM: Peggy Kuo, City Clerk Eric Vail, City Attorney I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution, Resolution No. 15-5100, was adopted by the City Council of the City of Temple City at a regular meeting held on the y'h day of July, 2015, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Councilmember- Councilmember- Councilmember- Councilmember- Peggy Kuo, City Clerk Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record I ' Destroy Image: Paper Active Inactive Total Media l=lmport (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record IOFR!, or the "Lead Deoartment". If vou are the OFR, refer to vour deoartment retention schedule. Retentions beoin when the act is completed, and imply a full file folder (e.o. last document+ 2 vears), since destruction is normallv performed bv file folder. Litioation, claims, complaints, audits and/or investiqations suspend normal retention periods retention resumes after settlement or completion). Accident, Incident, Injury reports: PUBLIC or Copies-Copies- Human CW-001 EMPLOYEES Includes When No When No Resources associated MSDS (Material Longer Longer I Safety Data Sheet), if a Required Required chemical is involved ' Accounts Payable, Invoices, I Petty Cash, Warrant Requests, Copies-Copies- etc. When No When No Finance CW-002 Longer Longer ALL backup is forwarded to Required Required Finance Affidavits of Publications I Public Hearing Notices I Legal Project Project Lead Dept. CW-003 Advertising I Affidavits of Approval+ 2 Approval+ 2 Posting years years TEMPLE CITY, CA-©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written pennission from GGS (909) 337-3516 Mag, Ppr Yes: Before Mag, Payment Ppr Mag, Mfr, OD, Ppr Copies retained for reference; GC §34090.7 All originals go to Finance (these are copies); GC §34090.7 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) Adopted: 03/20/2012 m >< I OJ -I -->. Ver. 4 .0 RECORDS RETENTION SCHEDULE: CITY -WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (O FR), 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 fol der. Utigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Agenda Packets I Staff Reports: City Council CRA {Communir£ RedeveloQment Copies-Copies-Agencl£}, Successor Agen cl£, When No When No City Clerk CW-004 Oversight Board, Planning Longer Longe r Commission, & PFA Required Required See Boards & Comm issions fo r others Agreements & Contracts , Leases, MOUs, etc. Agreement or Contract Copies-Cop ies-includes all contractua l City Clerk CW-005 obligations When No When No Longer Lon ger (Specifications I Scope of Requ ired Required Work, Notices of Completion, etc.) TEMPLE CITY, CA ©1 995-201 1 Gl adwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without pri or wri tten permission from GGS (909) 337-3516 Mag, Mfr, OD, s Ppr Mag, Mfr, OD, s Ppr Yes: After 2 years GC §34090.7 All agreements , service Yes: Upon Com pletio agreeme nts, and con t racts are n sent to the City Clerk; GC §34090 .7 - Adopted: 03/2 0/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No., Records Description Retention I Disposition Comments I Referen c e Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file 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 r retention resumes after settlement or completion). Agreement s & Contracts : ADMINISTRATIVE FILES - NOT funded by a grant Lead Dept. CW-006 (Correspondence , Proj ect Completion 10 years Comp letion + Administration, Project Schedules , Certified Payroll s, Invoices , Lo gs, RFPs I Req uest for Proposals. etc.) TEMPLE CITY, CA ©1995-20 11 Gladwe ll Governmental Services, Inc.-all rights reserved Do not duplicate or distribute wi thout prior written permission from GGS (909) 337-3516 10 years Mag , Yes: Befo re Complet ion Mfr, OD , S/1 Ppr Covers E&O Statute of Limitations (i nsurance ce rtificates are filed wi t h agreement); Publ ished Audit Yes: Upon Sta ndards=4-7 years ; Statute of Limitations : Contracts & Completi o Spec's=4 years , Wrongful n Death=comp. + 5 years, Dev elopers=comp. + 10 yea rs; Statewide guidelines propose termination + 5 yea rs; CC P §337 et. seq ., GC §34090 Adopted : 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR}, or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and 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 settle ment or completion). Agreements & Contracts: 10 years or ADMINISTRATIVE FILES -After Completion WITH grant funding Funding + 10 years o r Agency After Funding Lead Dept. CW-007 (Correspondence, Project Completion Audit, if Agency Audit, Administration , Project required, if requ ired , Schedules, Certified Payrolls, whichever is whichever is Invoices, Logs, RFPs I longer longer Reguest for Progosals etc.) TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permissi on from GGS (909) 337-3516 Yes: Before Mag , Completion Mfr, OD, S/1 Ppr Some grant funding agencies require audits; Statute of Lim itat ions fo r Erro rs & Omissions is 10 y ears ; Published Audit St andards=4-7 y ears; Statute of Limitations: Cont racts & Spec's=4 years, Wrongfu l Deat h=comp. + 5 Yes: Upon y ears, Dev e lop ers=comp. + 10 Completio years; Statewide guideli nes n propose term ination + 5 yea rs; CCP §337 et. seq., 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91 .1 05(h), 92 .505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42 ; 40 CFR 3 1.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §34090 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record i Image: Destroy Active Inactive Total Media i !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options I M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR). or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years). since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES Lead Dept. CW-008 to RFPs (Request for 2 years 2 years Proposals) and/or RFQs (Request for Qualifications) I that don't result in a contract ' Audits I Audit Reports I CAFR-Copies-Copies- Finance CW-009 Comprehensive Annual When No When No Financial Reports Longer I Longer ' Required I Required I Bids: See Agreements & CW-010 I Contracts ' Boards and Committees: i I Staffing Dept. 1 CW-011 AUDIO RECORDINGS of 2 years 2 years ! Meetings I Audio Tapes I : Boards, Commissions, & Committees: Citizens Advisory When No When No Bodies Formed by CITY Longer Longer Staffing Dept. CW-012 COUNCIL Required -Required- Minimum 2 Minimum 2 AGENDAS, AGENDA years years PACKETS. TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Ppr Mag, Ppr ' I i I I I Tape i (Mag) i Mag, Ppr The RFP I RFQ and the successful proposal becomes part of the agreement or contract (City Clerk is OFR): GC §34090 Copies: GC §34090.7 City preference: State law only requires for 30 days: GC §54953.5(b) Brown Act challenges must be filed within 30 or 90 days of action: GC §§34090, 54960.1(c)(1) Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of ' ' Record I Retention No. Records Description Retention I Disposition Comments I Reference i Destroy Image: Paper Active Inactive Total Media l=lmport (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after Imaged & ! S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record !OFR), or the "Lead Department". If vou are the OFR, refer to vour department retention schedule. Retentions beain when the act is completed, and imply a full file folder (e.q. last document+ 2 years), since destruction is normally performed bv file folder. . Litiaation, claims, complaints, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion . Boards, Commissions, & Committees: Citizens Advisory Copies-Copies- City Clerk CW-013 Bodies Formed by CITY When No When No COUNCIL Longer Longer Required Required MINUTES & BYLAWS Boards, Commissions, & Committees: City Council Staffing Dept. CW-014 Subcommittees 2 years 2 years (Composed solely of less than a quorum of the City Council) Boards, Commissions, & Committees: External Organizations When No When No CW-015 Longer Longer (e.g. County Board of Required Required Supervisors) CW-016 Brochures: See Reference Manuals Copies-Copies- When No When No Finance CW-017 1 Budgets -Finals Longer Longer Required Required TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior Wlitten permission from GGS (909) 337-3516 Mag, Yes Mfr, OD, s Ppr Mag, Ppr Mag, Ppr Mag, Yes: Current Fiscal Year Mfr, OD, S/1 Ppr Send all originals to City Clerk; Notes taken to facilitate the Yes: After writing of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et seq. All recommendations are presented to the City Council; GC §34090 et seq. ' I ! i Non-records i I i y Aft Final must be filed with County ~s: rser Auditor; GC §34090.7, 40802, yea 53901 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS ~~~ [--00~1 . Record ' I I I Active i lpn~~ I . I (OFR) Records Description Retention I Disposition Image: Destroy Media l=lmport Paper 1 I Options M=Mfr after I S=Scan Imaged & QC'd? Retention Inactive (In Storage) Total Vital? Page CW-7 Comments I Reference Retentions apply to the department that is NOT the Office of Record (OFR), orthe "Lead Department". If you are the OFR. refer to your department retention schedule. ,Retentions beqin when the act is completed, and imply a full file folder (e.g. last document+ 2 years). since destruction is normally performed bv me folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Cash Receipts Detail/ Backup Lead Dept. CW-018 I Accounts Receivable Detail I 2 years 2 years Refund Detail When No When No Longer Longer Lead Dept. CW-019 City Attorney Opinions Required -Required - I Minimum 2 Minimum 2 years years Copies -Copies - When No When No Human CW-020 Resources Longer Longer Required Required Claims & Litigation (Upon (Upon Yes Yes: Before Settlement Mag. Ppr Mag. Mfr, OD. Ppr Mag. Mfr, OD. Ppr s S/1 Department preference (not all detail is sent to Finance; GC §34090 Department Preference; GC §34090 Yes: After 1 GC §§34090.7, 34090.6 Settlement i Committees Internal- ' Settlement) Settlement) 1-----t---[------t----t-----------1 Lead Dept. Lead · Attended by employees: All CW-021 Records (e.g. Records Management Committee. In-House Task Forces. etc.) (Responding) I CW-022 Complaints I Concerns from Citizens (operational) Dept. 2 years When No Longer Required- Minimum2 years 2 years When No Longer Required- Minimum 2 years TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Jric.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 I Mag. I 1 Ppr I I Mag Ppr GC §34090 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 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No.I Records Description Retention I Disposition Comments I Reference Record Image: Destroy Paper Active Inactive Total Media !=Import (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after I Imaged & i S=Scan 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 susoend normal retention periods retention resumes after settlement or completion) . CW-023 Contracts: See Agreements Copies-Copies- CW-024 Copies or duplicates of any When No When No record Longer Required Correspondence-ROUTINE Dept. that l(e.g. Administrative, Authors Document ] Chronological, General Files, or CW-025 1 Letters, Memorandums, 2 years Receives the , Miscellaneous Reports, Press City's Original i Releases, Public Records Document ! Requests, Reading File, I Working Files, etc.) TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written pennission from GGS (909) 337-3516 Longer Required 2 years r . I Mag Ppr Mag, Ppr GC §34090.7 GC §34090 I Adopted: 03/20/2012 ' I I Ver. 4.0 Office of Record Retention No. (OFR) RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Active (in office) Inactive (In Storage) Retention I Disposition Total Retention Vital? Image: Media ['=Import Options M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Page CW-9 Comments I Reference Retentions apply to the department that is NOT the Office of Re cord (OFR), or the ''Lead Department". If you are the OFR, refer to your department retention schedule. Retentions beqin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 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 I PRELIMINARY DRAFTS, Interagency and lntraagency Memoranda not reta ined in the ordinary course of business (e.g. calendars, checklists, e- mail or social media posting or social media posting NOT made or retained fo r the purpose of preserv ing the informational content for future refere nce. have a material impact on the conduct of business, instant messaging, inventories, invitations, logs, mailing lists, meeting room registrations , speaker slips, supply inventories, telephone messages, transmittal letters , thank yous, requests from other cities, undeliverable envelopes , visitors logs, voice mails, webpages, etc.) When No Longer Requ ired When No Longer Required 1 t:IVIr ceo \0#1 1 1 , \O#A © 1995-zo 1 1 Glaawen Governmenta l service s, Inc.-au ngnts reservea Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Ppr Electron ic and paper records are filed and retained based upon their content. E-mails or social media postings that ABS, made o r retained fo r the purpose of preserving the informational content for future reference Rave-a- material impact on busin ess 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 I preliminary drafts. GC §§34090, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 31 7 .l!Jill1U Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record : Image: Destroy ; Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after _ i Imaged & S-Scan i QC'd? Retentions apply to the department that is NOT the Office of Record !OFR), or the "Lead Department". If vou are the OFR, refer to vour department retention schedule. Retentions beoin when the act is completed, and imply a full file folder (e.q. last document+ 2 years), since destruction is normally performed bv file folder. Litioation, claims, complaints, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). I ' When No When No Lead Dept. CW-027 Drafts & Notes: Drafts that are ' Longer Longer revised (retain final version) i Required Required Lead Dept. CW-028 Facility Use Applications I 2 years 2 years Facility Use Permits rGIS Database I Data I Layers When No When No Lead Dept. CW-029 ·(both City-wide and Longer Longer Specialized) Required Required Lead Dept. CW-030 Grants (UNSUCCESSFUL 2 years 2 years Applications, Correspondence) ' TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Ppr Mag, Ppr Yes Mag 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) rGC §34090 ' ! 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. GC §34090 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed. and implv a full file folder (e.g. last document+ 2 years), since destruction is normallv performed bv file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)_. Grants I CDBG Reimbursable Claims (SUCCESSFUL After Reports, other records requ ired Funding After Funding to pass the funding agency's Agency Agency Audit, audit, if required} Lead Dept. CW-031 2 years Audit, if if required - Applications (successfu l), program Required-Minimum 5 rules, regulations & procedures , Minimum 5 years reports to grant fun ding agencies, years correspondence, audit reco rd s, completion records Copies-Copies- Human Grievances and Informal When No When No Resources CW-032 Complaints (Employees) Longer Longer Required Required TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337 -3516 Mag, Ppr Yes: Before Mag, Disposition 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 .1 05(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 Send all grievances to Human Resources; All State and Federal laws require retention until fi na l disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 34090 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description I Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=M fr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.q. last document+ 2 vears), since destruction is normally performed by file folder. Utigation, claims, complaints, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Copies-Copies- City Clerk CW-033 Insurance Certificates for When No When No Agreements and Contracts Longer Longer Required Required Copies-Copies- When No When No Human Lawsuits, Litigation , Pending Longer Longer Resources CW-034 Litigation Required Requi red (Upon (Upon Settlement) Settlement) When No When No Lead Dept. CW-035 Leave Slips Longer Longer Required Requi red Minutes -City Council, CRA (Community Redevelogment Copies-Copies- Agency), Successor Agency , When No When No City Clerk CW-036 Ove rsight Board, Plann ing Longer Longer Comm ission, Parks & Required Required Recreation Commission TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute without pri or written permission from GGS (909) 337-35 16 Mag, Ppr Mag, Yes: Before Settlement Mfr, OD, S/1 Pp r Mag, Ppr Mag , Yes (all) Mfr, 00, s Ppr If a certificate cannot be matched t o a contract, send to City Clerk; GC §34090.7 Yes: After Risk Management Settlement administrates claim; GC §§34090.7, 34090.6 Preliminary draft I t ransitory record; GC §34090, GC §6252 Originals maintained by City No Clerk Permanently; GC §34090.7 - Adopted : 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention I Disposition I Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions app/v to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions beqin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Utigation, claims, complaints, audits and/or investigations suspend normal retention periods r retention resumes after settlement or completion). Material Safety Data Sheet (MSDS) I Safety Dat a Sheet (SDS) I Chemical Use Report Lead Dept. CW-037 30 years 30 years Form (or records of the chemical/ substance I agent, where & w hen it was used) Cop ies-Copies- City Clerk CW-038 Municipa l Code (these are When No When No copies) Longer Longer Required Required When No When No Lead Dept. CW-039 Newspaper Clippings Longer Longer Required Requi red Notices: Public Hearing Project Project Staffing Dept. CW-040 Notices and Proqfs of Approval+ 2 Approval+ 2 Publications & Ma iling years years ------ TEMPLE CITY, CA ©1995-201 1 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag , Mfr. OD , s Ppr Mag , Yes: Current Mfr, OD , I Original Ppr Ppr Mag, Ppr I I Pre vious MSDS may be obtained from a service ; MSDS may be destroyed as long as a record of the chemical/ substance I agent, where & when it was used is Yes (after maintained for 30 years; inactive) Applies to qua lified employers; Claims can be made for 30 years for toxic substance exposures;8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1}(ii)(B), GC §34090 Return any whole unused No codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 I Non-records -may be obtained from the newspaper company ; GC §34090 Statute of Limitations on Municipal Government actions is 3 -6 months; CCP§337 et seq ; GC §34090 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record I Image: Destroy ' Paper (OFR) Active Inactive Total Vital? Media !=Import after (in office) (In Storage) Retention Options M=Mfr S=Scan Imaged & QC'd? Retentions apply to the de artment that is NOT the Office of Record (OFR), or the "Lead Department". If vou are the OFR, refer to vour department retention schedule. Retentions beoin when the act is completed, and imply a full file folder (e .. o. 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). Copies-Copies- City Clerk CW-041 Ordinances -City Council When No When No Longer Longer Required Required Human Separation + , Separation + CW-042 Personnel Files Resources 3 years 3 years Personnel Files (Supervisor's 1 year 1 year Lead Dept. CW-043 Notes) (After lncorp. (After lncorp. In Evaluation) In Evaluation) Lead Dept. CW-044 Personnel Work Schedules i 2 years ' 2 years Lead Dept. CW-045 Public Records Act Requests 2 years 2 years Lead Dept. CW-046 Public Relations I Press 2 years 2 years Releases Lead Dept. 1 Real Estate Appraisal Reports: (\/Vho Ordered CW-047 Property NOT purchased, 2 years 2 years the Appraisal) Loans not funded, etc. TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. -a!l rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Yes (all) Mfr, OD, s Ppr Before I Mag, Separation Ppr Before Annual Mag, Performance Ppr Evaluation Mag. ' ' Ppr I Mag, Ppr Mag, Ppr Mag, Ppr ' No Originals maintained by City Clerk Permanently; GC §34090 Ensure records kept in Department files comply with City policy (all originals are :sent to Human Resources); ;GC §34090.7 Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. GC §34090 i IGC §34090 GC §34090 Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record I Destroy Image: Paper (OFR) Active Inactive Total Vital? Media !=Import after ! (in office) (In Storage) Retention Options M=Mfr I I S=Scan Imaged & QC'd? Retentions apply to the de artment that is NOT the Office of Record IOFR), or the "Lead Department". If vou are the OFR, refer to your department retention schedule. Retentions beain when the act is completed. and implv a full me folder (e.q. last document+ 2 vears}, since destruction is normallv performed bv me folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion}. I I When No When No Lead Dept. Real Estate Appraisal Reports: Longer Longer (Who Ordered ' CW-048 Purchased Property, Funded 2 years Required-Required- the Appraisal) Loans Minimum 3 Minimums years years Records Destruction Lists I Copies-Copies- When No i When No City Clerk CW-049 Certificate of Records Longer Longer Destruction Required Required I When No When No Reference Materials: Policies, Longer Longer Procedures, Brochures, Flyers, Lead Dept. CW-050 Manuals, etc: Produced by Required-Required- , Minimum 2' Minimum 2 YOUR Department years years Reference Materials: Policies, Lead Dept. CW-051 ·,Procedures, Brochures, Flyers, When When I Manuals, etc: Produced by Superseded Superseded OTHER Departments ·-- 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 I y B f Mag, es: e ore Mfr OD s Purchase p ' pr Mag, Ppr Mag, I Ppr ! ! Mag, Ppr Not accessible to the public until purchase has been y . Aft completed; meets grant ~s. cr er auditing requirements; 24 CFR na rve 85.42 & 91.1 05(h), & ' 570.502(b); 29 CFR 97.42, GC §34090 GC §34090.7 Statewide guidelines propose superseded + 2 or 5 years; GC §34090 '· Copies; GC §34090. 7 Adopted: 03/20/2012 Ver. 4 .0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". lfyou 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). Reference Materials: Brochures, Manuals, Pol icies, Pro cedu res , Brochures , Flyers, When No When No CW-052 Manuals, etc: Produced by Long er Longer OUTSIDE ORGANIZATIONS Required Required (League of California Cities, Chamber of Commerce , etc.) CW-053 Reference or Working Files: See Correspondence Reports and Studies Lead Dept. CW-054 (Historically significant-e.g., 10 yea rs p p Zoning Studies) Reports and Studies (ot her Lead Dept. CW-055 than Historically significant 10 years 10 years reports -e.g . Annual Reports) Resolutions -City Council , Copies -Copies-CRA (Commun ity When No When No City Clerk CW-056 RedeveloQment Agengy}. Longer Longer Successor Agengy, Overs ight Req uired Required Board, Planning Commission, TEMPLE CITY, CA ©1995-20 11 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 I Mag , Ppr Mag, Mfr, OD , S/1 Ppr Mag , Ppr Mag , Yes (all) Mfr, OD , s Ppr Non-Records I Administratively and Yes : After Historically significant, 10 years therefore retained permanently; GC §34090 Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant , retain permanently; GC §34090 Originals maintained by City No Clerk Permanently; GC §34090.7 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Retention No. 1 Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) I (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & ! QC'd? Retentions apply to the department that is NOT the Office of Record !OFR!, or the "Lead Department". If vou are the OFR, refer to vour deoartment retention schedule. Retentions beoin when the act is completed, and implv a full file folder (e.o. last document+ 2 vears!. since destruction is normallv performed bv file folder. Utiqation. claims, complaints, audits and/or investiqations suspend normal retention periods retention resumes after settlement or completion!. Vehicle Safety Checks I Daily Lead Dept. CW-057 Vehicle Inspections I Daily 2 years 2 years Equipment Checks Safety: OSHA Inspections & Lead Dept. CW-058 Citations, Log 200 and Log 5 years 5 years 300, 301, 301A ' ' Lead Dept. I CW-059 Special Event Permits Expiration + 2 Expiration + 2 years Surveys I Questionnaires (that 1 the City issues). If a summary of the data is Lead Dept. CW-060 compiled, the survey forms are 2 years considered a draft or transitory record, and can be destroyed ' as drafts (When No Longer i Required) CW-061 Tapes: See Boards & Commissions 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 years 2 years Ppr l Ppr Yes: During Mag, Class or Program Ppr Mag, Ppr ' ! I I 1 GC §34090 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 GC §34090 i GC §34090 Adopted: 03/20/2012 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions beqin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Copies-Copies-Time Sheets I Time Cards I Finance I CW-062 Overtime Sheets I Overtime When No When No Payroll Cards Longer Required Training -ALL COURSE RECORDS Lead Dept. CW-063 (Attendance Rosters , Outlines 2 years 5 years and Materials; includes Ethics Training, Safety training ~ T ailgates ) 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 Longer Required 7 years Mag, Mfr, OD, s Ppr Mag, Mfr, OD, s Ppr I No Originals maintained by Payrol l; GC §34090.7 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 Yes: When (Age) requires 3 years for Inactive 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) Adopted: 03/20/2012 Ver. 4.0 Office of Record (OFR) Retention No. RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Active (in office) Inactive (In Storage) Retention I Disposition Total Retention Vital? Media Destroy , Image: Paper ! l=lmport after ! Page CW-19 Comments I Reference Options I M=Mfr Imaged & I S=Scan QC'd? J Retentions aoolv to the d~rtment that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions beqin when the act is completed, and imply a full file folder (e.g. last_clo_qument + 2 years}, since destruction is norm131/y_performed by file folder. Litigation. claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. Lead Dept. CW-064 CW-065 Volunteer I Unpaid Intern Applications & Agreements- Successful Volunteer I Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants Inactive I Separation + 3 years 3 years I Inactive I Separation + 3 years 3 years TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written pennission from GGS (909) 337-3516 Ppr I Ppr Department preference (Courts treat volunteers as employees); EEOCIFLSAIADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Department preference (Courts treat volunteers as employees); EEOCIFLSAIADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Adopted; 03/20/2012 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Office of Retention No.I Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? 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. Utir:;ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Comm. Bu ilding Permit Applications Develop/ CD-001 where the Permit was Never 2 years Bu ildi ng & Safety Issued Comm. Develop I Bui lding & CD-002 Bui lding Permit Database Indefinite Safety Comm. Develop I Life of the Building & CD-003 Building Permits (All) Structure Safety Comm. Bui lding Plans and Construction Develop I Documents -Finalled -"TRADE Building & CD -004 PLANS" -Title 24 Energy Cales, 180 days Safety Structural Cales, etc. TEMPLE CITY, CA. ©1995-201 1 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years Indefinite Life of the Structure 180 days ~ Mag, Ppr Yes (a ll) Mag Mag, Yes: After Yes (all) Mfr, OD , s QC Ppr Mag , Ppr - Department preference; Preliminary drafts not retained in the ordinary course of business ; CBC §104.7; H&S§19850 , GC §34090 Depa rtment Preference -Data is interrelated ; GC §34090, H&S §19850 Statewide guidelines propose permanent; GC §34090, H&S §19850 La w 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 Adopted: 3/20/2012 Revised : 7/15/2014 ' . Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of Retention No. Records Description I Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the R etention for Citv-Wide Standards Retentions begin when the act is comoleted, and imolv a full file folder (e.o. last document+ 2 vears), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investioations suso end normal retention oeriods (retention resumes after settlement or comoletion). Comm . Building Plans and Construction Develop I Documents -Finalled -SINGLE Bui lding & CD-005 FAMILY RESIDENTIAL -SFR and 180 days Safety APPURTENANCES Building Plans and Construction Documents -Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, Comm. PLACES OF PUBLIC Develop / ACCOMMODATION, TENANT Life of t he CD-006 Structure Building & IMPROVEMENTS, PRODUCTION p Safety HOMES (incl udes commercia l stru ctural plans, Hazardous Materials Questionnai re, etc.) Comm. Develop I CD-007 Certificates of Occupancy Life of the Build ing & Bui lding Safety TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not dup li ca te or distribute w ithout prior written permission from GGS (909) 337-3516 180 days Life of t he Structure p Life of the Buil ding I Mag, Yes (all) Mfr. OD, s Ppr Mag , Yes (all) Mfr. OD , s Pp r Mag, Yes (all) Mfr, OD , s Ppr Yes: Finalled + 1 year Yes: Afte r QC Yes: After QC Law does not require plans to be filed for dwellings less th an 2 stories, garages & appurte nances, farms/ranches, 1-story with bea ri ng walls less tha n 25'; CBC re quires 180 days fro m comp letion date; CBC 104 .7 & 107.5, H&S§19850, GC §34090 Department Preference; Law requires for t he life of the bui lding for co mmercial and common interest dwe lli ngs onl y; Statewide guidel ines pro pose 2 yea rs fo r bluepri nts & specifi cations; CBC 104.7 & 107.5, H&S§19850, GC §34090 Department Prefere nce; GC §34090 Adopted : 3/20/2012 Revised: 7/15/201 4 I Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Vital? j Me_dia 1 ! Destroy mage: ! Pa er (OFR) Active Inactive Total !=Import P (in office) (In Storage) Retention Opt1ons M=Mfr after _ Imaged & S-Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, comolaints, claims, public records act requests. audits and/or investioations sus end normal retention oeriods retention resumes after settlement or completion). Comm. I Complaints Develop I CD-008 2 years Building & Safety i Comm. I Construction Notices I When No Develop I ! Inspection Notices Building & CD-009 1 {correction notices, compliance Longer Safety orders, stop work notices, etc.) Required Comm. Develop I CD-010 Grading File: Soil Compaction p Building & Tests, Soils Reports, etc. Safety Comm. Insurance Certificates: When No Develop I Building & CD-011 Contractors Proof of Insurance Longer Safety (Workers Compensation, etc.) Requ·~red Comm. Performance Bonds, Security Building Develop I Building & CD-012 Bonds, Surety Bonds, Grading Finalled + 2 Safety Bonds and Similar Bonds years 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 2 years Mag, Ppr When No Longer Mag, Ppr Required Mag, p Yes (all) Mfr, OD, Ppr When No Longer Mag, Ppr Required Building Mag, Finalled + 2 Mfr, OD, years Ppr s s GC §34090 Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Yes: After Department Preference; GC QC §34090 Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. I i Securities (Performance ! Bonds, Letters of Credit, CO's, \etc.) are released after the No i Notice of Completion is issued I and replaced with the Warranty 1 Bond, which is released 1 year ENot1ce of Completion c §26202 Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9 .0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of Retention No.I Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Develop / CD-013 Reports: Building Activity p Building & (Annual) Safety Comm . When No Develop / Reports: Building Act ivity Building & CD-014 (Monthly) Lon ger Safety Required Comm. Requests & Perm issions to Develop / CD-015 Receive Copies of Plans 2 years Building & (Corres 12ondence to and from Safety Architects) Comm. Develop / CD -016 Uniform Building Codes I California p Building & Building Code Safety TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag , p Mfr, OD, Ppr When No Longer Mag , Ppr Required 2 years Mag , Ppr p Mag, Ppr s Yes: 1 year Department Preference; GC §34090 Pre liminary drafts not retained in t he o rdinary course of business; GC §34090 et seq . GC §34090 et seq . GC §50022.6 Adopted: 3/20/2012 Revised: 7/15/2014 ' Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of I Retention No. Records Description Retention I Disposition I Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? 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). COMMUNITY PRESERVAT ION Comm. Code Enforcement I Abatement When No Develop./ Case Files (Includes appeals and Longer Comm . CD-017 Code Enforcement Complaint Required- Preservation Letters) Minimum 2 years Comm . When No Longer Develop./ CD-018 Liens Requ ired-p Comm . Minimum 2 Preservation years -- 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 When No Longer Required- Minimum2 years p Yes: Until Resolution Mag, Ppr Mag , Yes: Unti l Mfr, OD, S/1 Resolution Ppr Yes: 1 year Department preference ; Case is open until satisfactorily resolved (some cases are not resolved ); CFC §104 .3.4, GC §34090 GC §34090 Adopted : 3/20/2012 Revised : 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUN ITY DEVELOPM ENT Page C D-6 Offic e of I Rete ntion No. Records Description Ret ention I Dispos ition I Comments I Refer ence Record Image: Destroy I Active Inactive Tot al Media !=Import Paper (OFR) (in office) (I n St orag e) Retention V ital? Opti o n s M=Mf r after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e .g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion ). ENGINEERING Comm. Abandonments I Vacations Deve lop./ CD-019 (Streets) -Priv ate Development p Eng ineeri ng Proj ects Ass essment I Maintenance I Comm . Landscape & Lighting I Street Develop./ CD-020 Improv ement Distri ct Proj ects I p Engineeri ng Community Facilities Di stricts (FORMAT ION, BOUNDARIES) Assessment I Maintenance I Comm. Landscape & Lighting I Street D evelop./ CD-021 Improv ement District Proj ects I 5 years En gineering Co mmunity Facilities Districts (ASSESSMENT ROLLS) Bonds: S u bdivision Bonds , Logs Com m. and Correspondence Release of Dev elop./ CD-022 Bond I C ity Clerk holds t hese and Secu rity+ 2 Engineering p rovides to Engineeri ng u pon years request -- TEMPLE C ITY, CA. ©1995-2011 Gladwell Government al Services, Inc.-all rights reserved Do not duplicate or distri bute without pri or wri tten permiss ion from GGS (909) 337-351 6 p p 5 y e ars R elease of Bond I Security+ 2 y ears Mag, Yes (all) Mfr. OD, s Ppr Yes : Until Mag, Complet ed Mfr, OD, S/1 Pp r Yes: Until Subm itted Mag, Ppr to County Mag , Mfr. OD, s Ppr ------·- Yes: Afte r 2 years Y es : 1 year No GC §34090 et seq . Department Pref erence ; Statute of Lim it at ions is 4 -10 yea rs (for Errors & Omissions); CCP §§337 . 337.1(a), 337.15, 343; GC §34090. 7 Dep artment Preference (meets auditing standards); GC §34090.7 Sec urities (Performance Bonds, Letters of Credit , CO 's, etc.) are re leased after t he Notice of Completion is issued and rep laced wi th t h e Warranty Bond, which is released 1 year after the Notice of Complet ion dat e. GC §34090 Adopted : 3/2 0/2 0 12 Revi sed : 7/1 5/2 0 14 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) Vital? after (in office) (In Storage) Retention Options M=Mfr Imaged & S =Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document+ 2 years), since destruction is normally performed by file fol der. Litigation, complaints, claims, public records act requests, audits and/or investiqations suspend normal retention periods (retention resumes after settlement or completion). Capital Improvement Projects (CIP) -Where Engineering is the Lead: Administration File Completion + 1 years or 10 years or Comm. Project Administration, Certified After Fu nding After Funding Develop./ CD-023 Payrolls, Co nstruction Manager's Logs, Upon Agency Audit, Agency Engineering Daily Inspections, Project Schedules , Completion if required, Audit, if Progress meetings , Real Estate whichever is required, Appraisal s, RFis & Responses , etc. l onger whichever is longer Includes All Slum: Sea l Painti ng or Maintenance Capital Improvement Projects (C IP) -Where Engi neering is t he Lead : Permanent File Comm. Plans , Specifications, Agreement I Contract, Successful Proposa l, Change Upon Develop./ CD-024 Orders, EIRs , Negative Dedarations , Completion p p Engineering Categorical Exemptions, Materials Testing Reports , Grading Permits , Insurance Certificates, Hazardous Materials Plans, Notice of Completion, Photos , Soils Reports, Stud ie s, Submittals , Surveys, etc . TEMPLE CITY, CA. ©1995-2011 Gladwe ll Governmental Services, Inc.-all rights reserved Do not dup li cate or distribute with out pri or written permission from GGS (909) 337-3516 Yes: Until Mag, Ppr Completed Mag, Yes: Yes: Until Complet. Completed Mfr, OD, S/1 + 10 Ppr years Some grant funding agencies requ i re audits; Statute of Limitations for E rrors & Omi ssi ons is 10 years; Published Audit Standards=4-7 y ears; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidel ines propose term i nation + 5 years; CCP §337 et. seq., GC §34090 Department preference; retained for d isaster preparedness purposes; Statewide guideli nes propose Perma nent for Infrastructure plans; GC §34090 Adopt ed: 3/20/2012 Revised : 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not fisted here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a fuff fife folder (e .a. fast document+ 2 veers), since destruction is normaffy performed by fife folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm . Developer Payment I Trusts Project Close Project Close Develop./ CD-025 Engineering (Contractor's Trusts) + 5 years Comm. Develop./ CD-026 Encroachment Pe rmits p Engineering Comm . Eng ineering Comments: Planning Dev elop./ CD-027 & Building Proj ects I Plan Check 5 years Planning or Comments Building Comm. Develop./ CD-028 Geotechnical and Soils Reports p Engineering Comm. Develop./ CD-029 Grading Permits & Plans p Engineering Comm. Develop./ CD-030 Improvement Plans p Engineering Comm . Plans, Studies, Regorts : Min imum 2 Develog./ CD-097 Miscellaneous years Eng ineering Comm. Permits -Regulato [Y Agency Exgiration + Develog./ CD-098 Permits (EPA etc.) 2 years Eng ineering Comm. Permits: Excavation Permits I Heavy Haul Permits I Street Use Expi ration + Develop./ CD-031 Permits I Transportation Permits I 2 y ears Engineering Wide Load Permits TEMPLE CITY, CA. ©1 995-2011 Gladwell Governmental Services , Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 + 5 years p 5 years p p p Minim um 2 years Ex giration + 2 years Exp iration + 2 years Mag, Ppr Mag , Mfr, OD, s Ppr Mag , Ppr Mag , Mfr, OD , s Ppr Mag , Mfr, OD , s Ppr Mag, Mfr, OD, s Ppr I Mag, Pgr l .Mgg._ Mfr. OD. §_ Em: Mag , Mfr, OD, s Ppr Census Bureau is OFR; GC §34090 et seq . Yes : 1 Department Prefe rence; GC year §34090 Department Preference; GC §34090 Yes: 1 Department Preference; GC year §34090 Yes: 1 Department Preference; GC year §34090 Yes: 1 Department Preference; GC year §34090 Degartment greference: GC §34090 Yes: 1 Degartment Preference; GC year §34090 Yes: After QC GC §34090 - Adopted : 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of j Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after I S=Scan Imaged& i QC'd? If the record is not listed here. refer to the Retention for City-Wide Standards Retentions begin when the act is comoleted, and imolv a full file folder (e.a. last document+ 2 vears), since destruction is normallv oerformed bv file folder. Litiaation, comolaints. claims. ublic records act requests, audits and/or investiqations susoend normal retention oeriods (retention resumes after settlement or comoletion!. Comm. Private Development Construction Develop./ CD-032 p Engineering Inspections City Clerk CD-033 Rights of Way, Easements p Comm. Develop. I CD-034 Subdivisions p Engineering 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 ' I p p Yes (all) p Mag, Mfr, OD, s Ppr Mag, Mfr, OD, s Ppr Mag, Mfr, OD, s Ppr Yes: 1 Department Preference; GC year §34090 Yes: After Department Preference 2 years Yes: 1 year (copies); GC §34090.7 Department Preference; GC §34090 Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE : COMMUNITY DEVELOPMENT Page CD-10 Office of R etention N o. Records Description Retention I Dispositio n Comments I Reference Record Image: Destroy Acti ve In acti ve Total Media l=lmport Paper (OFR) (in offi ce) (In Storage) Retention V ital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imptv a full file folder (e._q. last document+ 2 vears), since destruction is normallv performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investi_qations suspend normal retention periods (retention resumes after settlement or completion). HO US IN G Comm. AQQiications fo r Loans: Rejected Dev e loQ . I CD-089 (F irst Time Home Bu:ters, 2 :tears 2 :tears Housing Li fe i Safet:t. etc.) Comm. ExQiration of Exoiration of Deve lop. I CD-090 Consolidated Action Plan Plan + 5 Plan+ 5 Housing years :tears Comm . Housing Projects & Services -NO RECAPTURE/RESALE DeveloQ./ CD-091 2 :tea rs 3 :tears 5 :tears REST RICT IO NS (Co mQi ia nce Housing Mon itoring ) TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission f rom GGS (909) 337-3516 Mag, PQr Mag, Pp r M.§g,_ Yes : Until Yes : 1 Mfr OD . s /I Paid :tear EQc GC §34090 Consolidated Plan Reguirement ; GC §34090 HUD regui res 5 :tears after t he Qro ject comQ iet ion ; documents imQos ing recaQture I resale restrictions are 5 :tears after the affordabili!Y Qeriod term inates; Un iform Admin. Requi rements for Grants to Local Govern ments is 3 x:ea rs from expenditu re report; statew ide gu idel ines proQose 4 :tears; 24 CFR 85.42, 92 .508(a)&(c) & 570.502(a)(16), 29 CFR 97 .42, GC §34090 Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed, and imolv a full file folder (e. a. last document+ 2 vears!, since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or completion). 5 vea rs After 5 vears After t he the AffordabililY AffordabililY Housing Project s & Services -Period Period Comm . WITH RECAPTURE I RESALE Terminates . Terminates. Develop./ CD-092 2 years RESTRICTIONS (Compliance or the Written or the Written Housing Monitoring). Ag reement Agreement Term inates, Terminates, Whichever is Which ever is Longer Longer TEMPLE CITY, CA. ©1995 -2011 Gladwell Governmental Serv ices , Inc.-all rights reserved Do not duplicate or distribute without prior written perm ission from GGS (909) 337-3 516 .M.§g,_ Yes: Unt il Yes : 1 Mfr. OD s /I Paid year EQr HUD requ ires 5 years after t he project completion: docu ments impos ing recapture I resa le restrictions are 5 yea rs after t he affo rdab ililY period term inates; Un iform Ad min . Requirements for Grants to L ocal Governments is 3 years from expenditure report; statewide guidelines propose 4 years; 24 C FR 85.42, 92 .508(a)&(c) & 570.502(a)(16), 29 C FR 97.42. GC §34090 Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Imag e: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public re cords act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PLANNING Comm. I Develop I Annexations I Boundaries I Planning CD-035 Consolidations I LAFCO 5 years p AND City Clerk Comm. Business License Applications, Close+ 5 Develop I CD-036 Floor Plans, Statement of Intended Planning use, etc. years Comm. Develop I CD-037 Business License Renewals 5 years Planning Comm . When No Develop I CD-038 Census, Demograph ics Longer Planning Required Environmental Determinations : Comm. Environmental Impact Reports (EIRs), Negative Declarations, etc. Develop I CD-039 ) p Planning Inside City boundaries Environmental Determinations: Comm. Environmenta l Impact Reports When No Develop/ CD-040 (EIRs), Negative Declarations, etc. Longer ) Planning Required Outside City boundaries 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 p Close+ 5 years 5 years When No Longer Required p When No Longer Required Mag, Mfr, OD , S I I Yes Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Yes: After Mfr, OD, s 10 ye ars Ppr Ppr Land Records; GC §34090 Meets Auditing Requirements; GC §34090 Meets Auditing Requirements; GC §34090 Department preference (Non- Records -Census Bureau is OFR); GC §34090 et seq. Usually fi led in the project file; Final envi ronmental determ inations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file Adopted : 3/20/2012 Revised: 7/15/20 14 Ver. 9 .0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-13 Office of Retention No.I Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I= Import Paper (OFR) (in office) (In Storage) Retention V ital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e . a. last document+ 2 vears), since de struction is normallv performed b v file folder. Litigation, complaints, claims, public records act reauests, audits and/or investiaations susoen d n ormal retention oeriods (reten tio n resum es after settle men t or completion). Comm. Dev elop./ CD-041 Garage Sa le Permits 2 y ears Engineering Comm. Genera l Plan , Elements and Develop I CD-042 Amendments p Planning Comm. Master Plans , Specifi c Plans, Develop / CD-043 p Plan ning Bikeway Plans , etc. Perm its : Fireworks. Film Perm its Comm . etc .. Develogl 2 years Planning Includes Insurance Certificates Subm itted by the AQQiicant Whe n No Comm . Longe r Develop I CD-044 Planning Commission Agenda Required- Planning Packets, Agendas Minimum 2 years Comm. Planning Commission Audio Develop I CD-045 Recordings 2 yea rs Plann ing TEMPLE CITY, CA. ©1995-2011 Gladwell Govemmental Services , Inc.-all rights re served Do not dupli cate or distribute wi thout pri or written permissi on from GGS (909) 337-3516 2 years p p 2 years W hen No Longer Required - Minimum 2 years 2 yea rs Mag , Pp r Mag , Yes (all) Mfr, OD , Ppr Mag, Mfr, OD , Ppr Yes : While Before Mag, Pg r Exgiration Mag , Yes (all) Mfr, OD , Ppr Ta pe (Mag) Y es : After s /I Amended Yes: After S /1 A mended s Yes : After 1 year G C §34090 GC §34090 De partm e nt Prefe rence ; GC §34090 GC §34090 Department Prefere nce - co pies (the Staff Reports are fi led in the Entitlement Fol der); GC §34090.7 Department preference; State law only requires for 30 days; GC §5495 3.5 {b) Adopted : 3/20/2012 Revised: 7/15/2014 I I Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-14 Office of I Retention No. Records Description Retention I Disposition I Comments I Reference Record ! Image: Destroy Active Inactive Total Media !=Import Paper (OFR) Vital? after I (in office) (In Storage) Retention Options 1 M=Mfr Imaged& j S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in when the act is comoleted, and imolv a full file folder (e.q. last document+ 2 vears), since destruction is normallv oerformed bv file folder. Litioation, comolaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or comoletion). I Copies- Planning Commission Minutes & When No City Clerk CD-046 Bylaws Longer Required ' Copies- Planning Commission When No City Clerk CD-047 Resolutions Longer Required I Planning Project Files - Approved & Denied Permanent Entitlements (Includes Associated CEQA :Noticing, Conditions of Approval, Public Noticing, Environmental Comm. Determinations, Staff Reports, Develop I ' CD-048 5 years p Plans & Maps -whether withdrawn Planning or expired or not) Examples: Conditional Use Permits i I (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, 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 Copies- When No Longer Required Copies- When No Longer Required p Mag, Yes Mfr, OD,, s No Ppr Mag, ;Yes: After Yes : Mfr, OD, s 10 years Ppr ' ! Mag, Yes: Yes Mfr, OD, s When Ppr Inactive i i 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. i Originals are sent to the City Clerk; GC §34090 et seq. 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 ' Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-15 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted. and imolv a full file folder (e.a. last document+ 2 years), since destruction is nonmally oerfonmed bv file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning Project Files - Approved & Unapproved Comm. Temporary Entitlements: Develop I CD-049 2 years Planning Christmas Tree Lots, Temporary i Barricades with Artwork, Debris Boxes, Pumpkin Lots, Temporary ' Signs, etc. When No Comm. Longer Develop I CD-050 Preliminary Review File Required- Planning Minimum2 years Comm. Project Log Index I Spreadsheet I Develop I CD-051 p Planning Binders of Historic Actions Comm. Public Art Committee (not Develop I CD-052 appointed by the City Council) 2 years Planning When No ' Comm. Longer . Develop I CD-053 Special Studies Required-1 Planning Minimum2 years Comm. When No Develop I CD-054 State Board of Equalization Longer Reports Planning l Required --- TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, !nc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: 2 years During Event ' I When No ' Longer Required- Minimum2 years p Yes 2 years When No Longer Required- Minimum2 i years When No Longer Required Mag, Ppr Mag, Mfr, OD, S I I Ppr : Mag, Mfr. OD, i s II Ppr Mag, Ppr Mag, Mfr, OD, S I I Ppr Mag, Ppr; I Yes: After 1 year Yes: After 1 year •Yes: After 1 year - ,Temporary uses; Department maintains complete files for :administrative purposes; GC§§34090 Department preference; Preliminary Documents (no application submitted}; GC §34090 Department Preference; GC §34090 GC §34090 I ' Department Preference; GC §34090 Department preference (Non- Records -California State Board of Equalization is OFR); LGC §34090 et seq. Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-16 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record I. !Image: Destroy Active Inactive Total Media : !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions beoin when the act is completed, and imply a full file folder (e.q. last document+ 2 vears), since destruction is normally performed bv file folder. Litigation, complaints, claims, public records act requests, audits and/or investiaations susoend normal retention oeriods !retention resumes after settlement or completion). I zoning Amendments, Zoning Text City Clerk CD-055 p Amendments ! Comm. Develop I CD-056 Zoning Maps p Planning ' I I TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 p p Mag, , I Yes Mfr, OD,. s II Ppr , Mag, Yes (all) Mfr, OD, s Ppr Yes: After 1 year No Department Preference (copies); GC §34090.7 Department Preference; City Clerk Maintains originals of all documents that were presented j to Council; GC §34090. 7 Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-17 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? 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 vears), 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 . AB 939 Compliance I Solid Waste Develop / CD-099 10 years Management Publ ic Safety Comm . Develop I CD-100 Backflow Reports 3 years Public Safety Comm. Develop I CD-057 Citation Database Indefinite Public Safety Finance CD-058 Citation Payments I 2 years Comm. Citations : Contested I Hearing Final Develop I CD-059 Commission or Heari ng Officer I Decision+ 2 Public Safety Administrative Review years Comm. Citations: Administrative, Parking , Develop I CD-060 (paper) -2 years Public Safety Finance CD-06 1 Court Remittance I Payments 2 years Copies- County CD-062 Crime Reports When No Sheriff Longer Requ ired TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not dupli cate or distribute without prior written permission from GGS (909) 337-3516 10 years 3 years Indefinite 2 years Final Decisio n+ 2 years 2 y ears 2 years Copies- When No Longer Required Mag . Pp r Yes Mag, Ppr Mag, Ppr Mag , Ppr Mag , Ppr Mag , Ppr I Yes (all ) Mag , Ppr Department preference; GC §34090 17 CCR 7605(fl; GC §34090 Department preference ; GC §34090 Summaries are sent to Finance; GC §34090 GC §34090 GC §34090 Summaries are sent to Finan ce ; GC §34090 The Sheriff is the lead agency; GC §34090 et seq . Adopted: 3/20/2012 Revised: 7 I 15/2014 I I Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-18 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media I= Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Utigation, complaints, claims, public records act requests. audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm . Emergency Plans I Hazard Minimum 2 Minimum 2 Develop / CD-101 Mitigation Plans years years Public Safe!Y Com m. Expiration + Expirat ion + Deve lop I CD-102 FCC Licenses 2 yea rs 2 years Public Safe!Y Comm. Fie ld Logs (Includes minor Develop I CD-063 10 years 10 yea rs Public Safety sidewalk repair, other repairs) Comm . NPDES (National Pollution Minimum 3 Minimum 3 Develop I CD-103 Discharge Elimination System} I Public Safe!Y Stormwater Monitoring years years Comm. NPDES (National Pollution Su perseded Superseded Develop / CD-104 Discharge Elimination System} I Public Safe!Y Stormwater Permits + 3 years Finance CD-064 Overnight Parking Payments 2 yea rs Comm. Develop / CD-065 Overn ight Parking Permits ~a years Public Safety TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rig hts reserved Do not duplicate or distribute without prior written pe rm ission from GGS (909) 337-3516 + 3 years 2 years £.6 years Mag . Ppr Mag , Ppr Mag , Ppr Mag , Ppr Mag, Ppr Mag , Ppr Mag , Ppr I Department preference: GC §34090 Department preference; GC §34090 Departm en t Preference; GC §34090 Monitoring records req ui red for 3 years; 40 CFR §§122.21, 122.41, 122.44 Monitoring records req uired for 3 years; 40 CFR §§122 .21 . 122.41, 122.44 Summaries are sent to Finance; GC §34090 Department prefere nce; GC §34090 Adopted: 3/20/2012 Re vise d: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-19 Office of Retention No.I Records Description Retention I Disposition I Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e .. o. last document+ 2 vears), since destruction is normally performed by file folder. Litigation. complaints. claims. public records act requests. audits and/or investigations suspend normal retention periods (retenti on resumes after settlement or completion). Pre-Trip Inspections I DOT Comm. Program I CHP Ins pections I Dev elop / CD-066 Vehicle Safety Checks I Da ily 2 y ears Public Safety Vehicle Inspections I Daily Equipment Checks Comm. Develop / CD-067 Public Safety Commission Agenda 2 years Publ ic Safety Packets, Synopsis, Agendas Comm. Public Safety Commission Audio Develop / CD-068 Recordings 2 ye ars Public Safety Copies- City Clerk CD-069 Public Safety Commission When No Minutes & Bylaws Longer Required Comm. SWITRS -Statewide Integrated When No Develop I CD-070 Traffic Records System Longer Public Safety Req ui red When No Sheri ff CD-07 1 Traffic Accident Reports Longer Required ---- TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not dup licate or distribute without prior written permission from GGS (909) 337-3516 2 years Ppr Mag , 2 y ears Yes (all) Mfr , OD, Ppr Tape 2 yea rs (Mag) Copies-Mag, When No Yes Mfr, OD, Longer Ppr Required When No Longer Mag Pp r Required When No Longer Mag , Ppr Required - s Yes: After 1 year s No 13 CCR 1234(e); GC §34090 Department Preference - copies (the Staff Reports are fi led in the Entitlem ent Folder); GC §34090.7 Department preference ; State law on ly requires for 30 days; GC §54953.5(b) 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. Non-Records (Sheriff) Not city records ; GC §34090 et seq . Adopted : 3/20/2012 Revised : 7/15/2014 ! ! Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-20 Office of Retention No.j Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media !=Import Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document+ 2 years), since destruction is normally performed by file folder. Litiqation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Comm. Minimum 2 Minimum 2 Develop I CD-072 Traffic Complaints years years Public Safety ! Comm. Develop I CD-073 !Traffic Speed Surveys 10 years 10 years Public Safety I Comm. fTraffic Studies I Traffic Counts I Minimum 2 Minimum 2 Develop I CD-074 Public Safety 1 Traffic Calming Requests years years i Comm. ]Transportation Permits I Wide Develop I CD-075 :Load Permits (when issued by the 2 years 2 years Public Safety II City) I i Comm. !vehicle I Equipment History Files Disposal of Disposal of Vehicle or Vehicle or Develop I CD-076 I Maintenance, CHP tickets, Smog Equipment+ Equipment+ Public Safety , Certificates, Registrations 2 years I I I I TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years Mag, Ppr ' Mag, Mfr, OD, s Ppr Mag, Mfr, OD, s Ppr Mag, Ppr I Mag, Ppr Yes: After QC&OD Yes: After 10 years Department preference; GC §34090 Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Department preference; GC §34090 GC §34090 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 Adopted: 3/20/2012 Revised: 7/15/2014 i Ver. 9 .0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-21 Office of Retention No. Records Description I Retention I Disposition Comments I Reference Record I Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.q. last document+ 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC SAFETY I ANIMAL CONTROL Comm . Develop. /Spec. Ops I CD-077 Administrative Citations 2 years Animal Shelter Comm . Develop. Indefinite /Spec. Ops / CD-078 Animal Reg istration Database (Minimum 3 Animal y ears) Shelter Comm. Develop. When No /Spec. Ops I CD-079 Anima l Registration Report Longer Animal Required Shelter Comm . Develop. /Spec. Ops I CD-080 Animal Trap A greements 3 years Animal Shelter Comm . Develop . Bite Reports I Rabies Cont rol /Spec. Ops / CD-081 Records 3 yea rs Animal Shelter TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 yea rs Indefinite (Minimum 3 years) When No Longer Required 3 years 3 y ears Ppr Mag Mag , Ppr Ppr Yes Mag , Ppr GC §34090 et seq . Department preference; Data is interrelated ; GC §§12946, 34090 Considered transitory I preliminary draft (the database is the original); GC §34090 , GC §6252 Department Preference ; GC §34090 et seq . Department Preference; GC §34090 et seq . Adopted: 3/20/2012 Revised: 7/15/2014 Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-22 Office of Retention No. Records Description Retention I Disposition I Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) (in office) (In Storage) Retention Vital? Options M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e .a. last document+ 2 vears), since destruction is normallv performed bv 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. Complaints I Service Reguests -/Spec. Ops I CD-082 Regarding Animals 3 years 3 years Animal Shelter Comm. I Develop. /Spec. Ops / CD-083 Impound Records I 3 years 3 years Animal "Relinquishments" Shelter Comm. Develop. Investigations I Problem Files Reso lution + Resolution + /Spec. Ops I CD-084 (barking, loose dogs, dangerous Animal dog reports, etc.) 4 years Shelter Comm. Develop. Notices to Comply, Warning /Spec. Ops I CD-085 Letters I Notices (Off leash, etc.) 3 years An imal Shelter Comm. I Develop. When No /Spec. Opsl CD-086 Officer's Daily Log I Longer Animal Requ ired Shelter I Finance CD-087 Payments I Receipts for Payment 2 years (Animal Licenses, etc.) TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services , Inc.-all rights reserved Do not duplicate or distribute \o\/ithout prior written permission from GGS (909) 337-3516 4 years 3 years When No Longer Required 2 years Ppr Mag , Ppr Mag, Ppr Mag , Ppr Mag, Ppr Mag, Ppr Department Preference; GC §34090 et seq . 3 years is requ ired; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Department Preference; GC §34090 et seq . Department preference ; GC §34090 Considered transitory I preliminary drafts. GC §34090, GC §6252 Summaries are sent to Finance; GC §34090 Adopted: 3/20/2012 Revised: 7/15/2014 I Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-23 Office of I Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Active Inactive Total Media l=lmport Paper (OFR) Vital? after (in office) (In Storage) Retention Options M=Mfr Imaged& ' S=Scan QC'd? I If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document+ 2 vears), since destruction is normally performed bv 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 I , CD-088 Rabies Vaccination Clinics 3 years Animal I Shelter TEMPLE CITY, CA. ©1995-2011 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 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 1§34090 Adopted: 3/20/2012 Revised: 7/15/2014 Ver . 9 .0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-24 Office of I Retention No. Re c ords Descriptio n R ete ntion I Disposition Comments I Reference Re c ord Image: Destroy Paper (OFR) Active Inac tive Total Vital? Media l=lmport after (in office) (In Storage) Retention O ptions M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e .g . last document+ 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). REDEVELO PMENT I SUCCESSOR AGENCY Comm. Project Files : Includes DeveloQ .I Envi ronmental Assessments, Pro ject Redev I CRA CD-093 Planning Documents, Phases, .E ComQietion I Successor Condemnations I ProQerty Agency Acquisitions, etc. Comm . De veloQ .I Real Estate AQQraisal ReQorts : Redev I CRA CD-094 2 years ProQert\{ NOT Qurchased I Successor Agency Comm. DeveloQ . I Real Estate AQQraisal Re Qorts : Redev I CRA CD-095 2 years 3 years Purchased Pro Qert\{ I Successor Agency Comm . DeveloQ.I Settle+ 1 Settle+ 4 Redevl CRA CD-096 Re location Files ---year years I Successor Age ncy TEMPLE CITY, CA. ©1995-2011 Gl adwell Governmental Services, Inc.-a ll rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes : .E Before ComQietion 2 yea rs Yes : 5 years Before Purchase Settle+ 5 Yes: Until years Settlement M9sL Yes: After Mfr. OD .§ Inacti ve .Em: Mag. PQr M9sL Yes: After Mfr OD .§ Inactive .Em: M9sL Yes : Afte r Mfr OD s Inactive -.Em: DeQartment Preference; GC §34090 Not accessible to the Qublic : Statewide Guidelines show 2 years; GC §§34090. 6254(h} Not accessible to the QUblic until Qurchase has been comQieted; Auditing standards are 7 years after audit; time is sufficient to establish tax increment: Statewide Guidelines show 2 years; GC §§34090. 6254(h} Cons istent wi th Claims : CCP §§ 337 et seq.; GC §§ 945, 34090, 34090.6; PC §832.5 - Adopted: 3/20/2012 Revised: 7/15/2014 I I I I I I Ver. 6 .0 RECORDS RETENTION SCHEDULE : HUMAN RESOURCES Page HR-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media l=lmport Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e .g. last document+ 2 years), since destruction is normally ])erformed by file folder. Litigation complaints claims public records act re quests audits and/or investigations s uso end normal retention periods (retention resumes after settlement or completion). CaiPERS Benefit Information When No When No Human HR-001 Longer Longer Resources (annual employee li st ing , circular letters, etc.) Required Required Plan Plan H uman Benefit Plans -De ntal, Medical , HR-018 Termination Termin ation Resources etc. + 2 years + 2 y ears Human S uperseded Superseded HR-002 Classi fi cation Specification s Resources + 3 years + 3 years Human Resource s HR-003 Compensation Surveys & Studies 2 years 2 years Human Department of Fair Employment Fi nal Final Resources HR-004 & Housing (DFEH or EEOC) Disposition Disposition Clai ms + 3 years + 3 years ----~-· --- TEMPLE CITY, CA ©1995-201 1 Gladwell Governm en ta l Services, Inc. (909) 337-35 16 -all rights reserved Do not dupli cate or distribute wi thout prior written permi ssion Mag, Ppr Preliminary Drafts; GC §34090 Oe 1;1 artment Preference; State Law requires 2 years after Mag , P1;1r action ; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 34090 Departm ent preference; EEOC/FLSNADEA (Age) req uires 3 years for promotion , Mag, Mfr, Yes: After 1 demotion, transfer, selection, or S/1 di scharge; State Law requires 2 -00, Ppr year 3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946 , 34090; 29 usc 1113 Bureau of National Affa irs recommends 2 years for all supplementary Personnel Mag, Ppr record s; Wage rate tables are 1 or 2 years ; State requi res 2 years; 29 CFR 516.6 (2), 29 CFR 1602.14, GC §§12946, 34090 All State and Federal laws req uire retention until fi na l disposition of formal complaint; Mag , Ppr State req u ires 2 years after "fully and finally disposed"; UGR- 7~87 .G ; 2 CCR 11 013 (c}; GC §§12946,34090 Adopted: 03/20/201 2 Ver. 6 .0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media l=lmport Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan OC'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder (e.o. last document+ 2 years). since destruction is normally performed by file folder. Litioation complaints claims public records act reauests audits and/or investigations sus end normal retention.12eriods (retention resumes after settlement or completion). Human HR-005 Grievances and Informal p p Yes: Before Resources Complaints (all) D ispositi on Human HR-006 l-9s Separati on + Separation + Resources 3 years 3 years Human Separation + Separation + Resources HR-007 Personnel Files-Employees 1 year 29 years 30 years -- TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Mag, Ppr Mag, Ppr Mag, Mfr, OD, Ppr Department preference; All State and Federal laws require retention unti l final disposition of formal complaint; State requi res 2 years after action is taken; 29 CFR 1602.31 & 1627.3 (b)(1); GC §§12946, 12960, 34090; 29 USC 1113, LC 1174 Non-citizens must re-certify periodically; RICA recommends 1 year from termination or 3 years from hiring, whichever is later; EEOC I FLSA I 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; INA 274A(bl(3}; INS Rule 2 7 4a.1 (b)(2) Department Preference; statute of lim itations for retirement benefits i s 6 years from last action; EEOC/FLSNADEA (Age) Yes: After requires 3 years for promotion, s Separation + demotion, transfer, selection, or 1 year discharge; State Law requires 2 - 3 years; 29 CFR 1602.31 & 1627.3(b)(i i), 8 GGR: §3204(8)(1 ) et seq., GC 1§§12946, 60201 ; 29 usc 1113 Adopted: 03/20/2012 Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of I . Records Description Retention I Disposition Comments I Reference R d Retention No. ecor Image: Destroy (OFR) Active Inactive Total Vital? Media !=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions beqin when the act is completed and implv a full file folder (e . a. last document+ 2 vearsJ. since destruction is normallv performed bv file folder. Litiaation complaints claims public records act requests audits and/or investiqations sus end normal retention periods (retention resumes after settlement or completion). Human Personnel Files -Medical File (all Separation + Separation + Yes : Until Resources HR-008 employee s) In cludes Drug 1 yea r 29 yea rs 30 years Se paration T esting Res ults Recruitment and Testing Fi le (Inc ludes Advertiseme nts , AQQ iications {Unsuccessfu l), Job Human HR-009 Broch ure s, Test Data , Testing 3 years 3 years Resources Analysis & statistical Metric, Job Analysis , Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) When No When No Human Studies & Surveys Co nducted on Longer Longer Resources HR-010 Be half of t he City (Sick Le ave, Requ ired -Required- Attrition, Benefits, etc.) Minimum2 Minimum2 years years Huma n HR-011 Training Database Indefi nit e Indefinite Resources TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permission Department preferen ce; Fil es maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 Mag , Mfr, Yes : After CCR §3204 (d)(1) et seq ., 29 OD, Pp r s Separation + CFR 1910.1020 (d)(1)(i), GC I 1 year §§12946 , 34090; 29 CFR 1627.3(b){1)(v), GC §§12946, 34090; 49 CFR 655.7 1 et seg .; 49 CFR 382.401 et seg . 49 CFR 653.71 Department preference ; EEOC I FLSA I ADEA (Age) requires 1-3 Mag , Ppr years ; State Law req uires 2 -3 years ; 29 CF R 1627 .3{b){i), 29 CFR 1602.14 et seq . GC §§12946,34090 Department preference ; GC Mag , Ppr §34090 Mag , Ppr Data is interrelated; GC §34090 Adopted: 03/20/2012 Ver. 6 .0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Pag e HR-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media l=lmport Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder (e .a. last document+ 2 vears). since destruc tion is normallv performed bv file folder. Litigation complaints claims public records act reauests audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). R ISK MANAGEMENT Human Accident, Incident, Injury reports I Resources HR-012 Potential Claims: PUBLIC OR 2 years 2 years I Risk C ITY PROPERTY (Not re sulti ng Manag . in a claim ) Hum an Resources Fina l Fi nal Yes: Un til I Risk HR-013 Claims I Litigation 5 years Resol ution + Manag. Resolution 5 yea rs Resolution & Finance Human When When R esou rces Superseded Superseded HR-014 DMV Pull Notices I Risk or Upon or Upon Manag. Separation Separation Hum an Resources HR-015 Insurance Polici es (City owned), p p Yes: Befo re I Risk Certificates of Self-Insured Exp ira tion Manag . H uman Res ources Workers Compensation Clai m I Ri sk HR-016 Runs 5 yea rs 5 yea rs ManaQ . TEMPLE CITY , CA ©1995-2011 Gladwell Governmenta l Services, Inc. (909) 337-3516-all rights re served Do not duplicate or distribute wi thout prior written pe rmissi on Mag , Ppr GC §34090 De pa rtment preferen ce; Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace Mag , Mfr, Yes : After officers wi thin 5 yea rs; Statute of s Limitati ons for contracts is 4 OD , Pp r Settled years; wrongful deat h fo r construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 945.6 , 34090, 34090.6 ; PC §832.5 (b) Transitory or source records not reta ined in the ordinary course of busi ne ss; CH P audits every 2 Mag Ppr years; Bureau of National Affairs recomm ends 2 years for all su pplem e ntary Personnel re cords ; GC §34090 Mag, Mfr, s Yes: After Department preference; GC OD , Ppr Expi rati on §34090 Department preference (meets Mag, Ppr auditing standards and allocation formulas); GC §34090 - Adopted: 03/20/20 12 I Ver . 6.0 RECORDS RETENTION SCHEDULE : HUMAN RESOURCES Page HR-5 Office of Retention No.I Records Description I Retention I Disposition Comments I Reference Record I Image: Destroy (OFR) 1 Active Inactive Total Vital? Media l=lmport Paper after (in office) (In Storage) Retentio n Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e .a. last document+ 2 vears). since destruction is normally performed bv file folder. Litiaation complaints claims oub/ic records act requests audits and/or investigations susoend normal retention periods (retention resumes after settlement or completion). Workers Compensation or Separation + Human Disability Claims I Employee 25 years QL 30 years QL Resources Accident Reports Separation + Termination Te rmi nation HR-0 17 of Benefits I Risk 5 years of Benefits, In cludes all Accident, Incident, or whichever is Manag . whichever is Inj ury Reports and associated longer MSDS longer TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-35 16-all rights reserved Do not duplicate or distribute wi thout prior written permission Department preference; Claims can be made for 30 years for Mag, Mfr. Yes: When tox ic substance exposure ; 8 s CCR 10102; 8 CCR 15400.2, 8 OD , Ppr Inactive CCR §3204(d)(1) et seq ., 29 CFR 1910.1020, GC §§12946 , 34090 ; CCP §337 et seq. Adopted: 03/20/2012 I Ver. 6.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media l=lmport Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions beain when the act is comoleted, and imolv a full file folder (e.a. last document+ 2 vearsl . since destruction is normallv oetiormed bv file folder. Utiqation complaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletionJ . MANAGEMENT SERVICES I CITY MANAGER City Council and Mayor When No When No Manage. Correspondence Longer Longer MS-001 Required-Requi red- Services Incoming , Outgoing , Citizens letters, Minimum 2 Minimum 2 general letters, etc . years years When No When No Manage. City Manager Correspondence Longer Longer MS-002 (Interoffice. Citizens, Required -Required - Services Organizations. etc.) Mini mum 2 Minimum 2 vears years W hen No W hen No Manage. Longer Longer MS-003 City Manager Reports to Council Required-Required-Services Minimum 2 Minimum 2 years years Employee Classification I When No When No Manage. Department Reorganization Longer Longer MS-004 Studies (for employee Required-Re qui red- Services classifications and department Minimum 2 Minimum 2 structures) years years Notices and Tariff Sheets from Lead De[;lt. MS -0 11 California Public Utilities 2 years · 2 years Commission Projects, Programs, Subject & When No When N o Longer Longer Yes: While Manage. MS-005 Issues (Issues and/or projects will Required-Requ ired-Act ive Services vary over time-e .g. Hotels. Minimum 2 .Minimum2 Issues Developments, etc .) years years TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rig hts reserved Do not duplicate or distribute withou t prior written permission Department Pre ference; GC Mag , Ppr §34090 Department Preference; GC Mag, Pp r §34090 Department Preference; GC Mag , Ppr §34090 Bureau of Nat ional Affairs recommends 2 years for all supplementary Personne l Mag, Ppr records ; Wage rate tables are 1 or 2 years: State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 34090 Mag, P[;l r GC §34090 et seg. Mag , Pp r Department Pre ference; GC §34090 A dopted : 03/20/2012 Ver. 6.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-2 Office of Retention No. Records Description . Retention I Disposition Comments I Reference Record .· .. I Image: Destroy (OFR) Active Inactive Total Vital? Media !=Import Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & s-scan OC'd? If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions be in 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. Litiaation comolaints claims ublic records act reauests audits and/or investiaations sus end normal retention periods (retention resumes after settlement or com letioni. When No When No Manage. Longer Longer MS-006 Sister City Program Required-Required-SeJVices Minimum2 Minimum 2 years years ,Speech Notes I Power Point When No When No Lead Dept. MS-007 Longer Longer i Presentations Required Required TEMPLE CITY, CA ©1995-2011 Gladwell Governmental SeNices, Inc. (909) 337-3516-all rights reseNed Do not duplicate or distribute without prior written permission Mag, Ppr GC §34090 ' I ~otes, drafts, or preliminary Mag, Ppr ! documents; GC §34090 et seq. Adopted: 03/20/2012 I Ver. 6.0 RECORDS RETENTION SCHEDULE : MANAGEMENT SERVICES Page MS-3 Office of Retention No.j Records Description Retention I Disposition Comments I Reference Record Image: Destroy (OFR) Active Inactive Total Vital? Media l=lmport Paper after (in office) (In Storage) Retention Options M=Mfr Imaged & s -scan QC'd? If the record is not listed here refer to the Retention for Citv-Wide Standards Retentions begin when the act is comoleted and imolv a full file folder (e.a. last document+ 2 vears), sin ce destruction is normally p erformed by file folder. Litiqation complaints claims oublic records act reauests audits and/or investiaations susoend normal retention oeriods (retention resumes after settlement or comoletion). ECONOMIC DEVELOPMENT Manage. When No Whe n No Longer Longer Services I MS-008 Busi ness Retention Req uired -Required-Econ. Minimum 2 Minimum 2 Develop . vears years Manage. When No When No Longer Longer Services I MS-009 Economic Development Proj ects I Required-Required - Econ. Programs Minimum 2 Minimum 2 Develop . years years Manage. When No When No Prospects: Econom ic Longer Lo nger Services I MS-010 De velopment Projects I Required-Required- Econ. Correspondence Minimum 2 Minimum2 Develop . vears vears TEMPLE CITY, CA ©1995-2011 Gladwell Governmental Services, Inc. (909) 337-3516-all rights reserved Do not duplicate or distribute without prior written permissi on Mag, Ppr De partment Preference ; GC §34090 Mag, Ppr Department Pre ference ; GC §34090 Mag , Ppr Department Prefere nce ; GC §34090 --- Ado pted : 03/20/2012