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Home My WebLink AboutResolution 2004-208 N.C.S. 11/15/2004 1 ~ i 1Zesolution No.2004-208 N.C.S. of the City of Petaluma, California ADOPTING CITYWIDE RECORDS MANAGEMENT RETENTION AND DESTRUCTION SCHEDULE FOR THE CITY OF PETALUMA WHEREAS, the City of Petaluma records are subject to the retention regulations of the Government Code; and, WHEREAS, the City Council of the City of Petaluma may authorize retention schedules and destruction of obsolete City records pursuant to the Government Code; and, WHEREAS, the proposed Citywide Records Retention and Destruction Schedule has been extensively reviewed by the City Clerk, Department Managers and the City Attorney; and, WHEREAS, records retention schedules constitute an active, continuing program for the maintenance and disposition of records anal the City Council approval of a Citywide Records Retention and Destruction Schedule constitutes continuing approval for the Department Head to properly dispose of the obsolete records as indicated on the attached schedule (Exhibit "A") with the concurrent approval of the City Clerk and City Attorney. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, pursuant to applicable Statutes, as follows: 1. The Citywide Records Retention and Destruction Schedule is hereby approved; and, 2. The ultimate disposition of records pursuant to the attached schedule is hereby approved by the City Council upon signed authorization of the Department Head, City Clerk and City Attorney without further City Council action; and, 3. All prior Retention Schedules for the City of Petaluma are hereby repealed. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resohrtion was introduced and adopted by the Approved as to Council of the City of Petaluma at a (Regular) (Adjourned) (Special) meeting on the ........LSD'............ day of ......~Iouembsz 2oQ4.., by the following vote: ~ity Attorney AYES: Mayor Glass, Healy, Vice Mayor Moynihan, O'Brien, Torliatt NOES: None ABSENT: Harris, Thompson i r ATTEST: City Clerk Mayor Council File kes. No......20QA-208..........N.C.S. `t ~ L UYlf a - ~ City ®f heta lu~~a, Ca l~f®~~aaza X85$ Records Retenfiora Schedule - Adopted November 15, 2004' by Resolution 2004-208 6V.C.S. Department ADM =Administrative Services (Finance, Human Resources, Risk Management) ATTY =City Attorney MGR =City Manager CC =City Clerk PD =Police CDD =Community Development PFS =Public Facilities and Services EDD =Economic Development 8~ Redevelopment PR =Parks and Recreation FIRE =Fire WRC =Water Resources & Conservation GP =General Plan HOUS =Housing Current*/Total Retention:: Disposition: AU =After Audit = Destroy paper document after stored in alternate format CL =Closed/Completed/Terminated (TBD -Microfilm/CD Rom/Etc.) CU =Current P = Retain paper document permanently P =Permanent P* = Retain paper document and store in alternate format (TBD) S =Superseded D = Destroy after retention period expires T =Terminated (Personnel, Volunteers) E =Expired Legal Citation: If none, record should be kept no less than two years as required in G.C. 34090(d). Retention Code: This code is used for input into the computerized records management index. NOTE: "Non-Records" have not been included as part of this Records Retention Schedule. A "non-record" is any paper generated during the course of business that does not merit retention because it does not contain information of a significant or lasting value. Rough drafts, transmittal letters, cover memos, publications (unless printed by the City in the course of business) or other resource material, and codes of original documents such as agreements, minutes, ordinances, resolutions, agendas, etc., unless an integral part of a file, are examples of non-records. Non-record material can be disposed of at the discretion of the Dept Head. *If office space is at a premium, records in this category may be stored at the City's off-site records storage facility, since they may be easily retrieved. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they maybe easily retrieved. Page 1 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) (In Years) Docs Code Abandonments/Vacations/ CC CU P P* GC§34090 (a) Closures -Streets Abatements (Code Enforcement) CC CL + 2 CL + 8 D Abatements, Weed CC 2 2 D City Clerk retains Council staff reports permanently; Assessments are recorded with the County when appropriate; GC§34090 Accident Reports, Non-Fatal PD CL + 2 P P Note: For traffic collision fatalities, retain permanently per recommendation of Secretary of State. Accident Reports, Non-Fatal PD CL + 2 CL + 2 D Authority: The Secretary of State has recommended this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Accounts Payable Records ADM 2 AU + 7 D GC§34090 Accounts Receivable Records ADM 2 AU + 7 D GC § 34090 Acquisition or Sale -Real Property Dept CL + 2 P P* (Excluding Original and ADM Deeds/Easements) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 2 Total Disposition Dept of Current* Veh Tiile of Record Refention of Legal Citation Record (In Years) Code (In Years) 'Docs Actions -Disciplinary/Investigatory PD CU + 2 CU + 2 D Note: Scope of these records Records Relating to Police is administrative actions Department Personnel internally initiated by the Police Dept and relating to conduct of police officers/departmental personnel. This record series does not include records pertaining to or initiated by citizen complaints governed by PC§832.5. Please refer to Row 52. Authority: GC§34090 (d) Agenda Reports/Packets (packet 2 5 D copies of staff reports 8~ related documents): City Covncil CC Planning Commission CDD Commissions/Committees Staff Liaisons Agendas/Special Meeting Notices/ CC 2 2 D Certificates of Posting/Meeting CDD Notes: Staff City Council Liaisons Planning Commission Commissions/Committees Agreements -Capital Improvement CC CL + 2 P P* GC§37090a; 4004; HS§ 19850 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 3 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation `Record (In Years) (in Years) Docs Code Agreements -Consultants, General, CC CL + 2 CL + 5 D CCP§337.2, 343 Professional Services, and Reimbursement Agreements -Subdivision CC CL + 2 P GC§37090a; 4004; HS§ 19850 Airport Commission CC 2 P Annexations -Reports, Agreements, CC 2 P P* GC§34090 (a) Public Notices Apparatus and Equipment Records FIRE 3 3 D Statute of Limitations for and Testing Health Providers is 3 years; OSHA requires 1 year; State requires 2 years; Title 8, CA Code Reg. §3203(b)(1); CP§340.5; GC§34090 Apparatus, Equipment & Fixture FIRE Disp +7 Disp +7 D Conforms with agreements; Inventories published articles show 7 years; auditing purposes; GC §34090 Appeals CC 2 P CCP§583.320(a) (3) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 4 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) (In Years) Docs Code Appeals (Served Copies) PD CL + 2 CL + 2 D V,H Note: Original copy should be date-stamped and forwarded to City Atty. Authority: There is no specific statutory authority for retention of this item however the Secretary of State has recommended "CU+3" retention period per authority of section covering statute of limitations CCP§583.320(a) (3) but GC§34090(d) allows Dept to authorize the destruction of records after 2 years if no longer needed. Appointments -Council CC 2 CL + 5 D Appraisals -Real Estate (i.e., for Dept CL + 5* 10 D sale/acquisition) (*After close of sale/acquisition or completion of project) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 5 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (M Years) Code (In Years) Docs Arrest/Conviction (Marijuana) PD CL + 2 CL + 2 D V,H Note: "CL" for this record HS§ 1 1357(b), (c), (d), (e) or series denotes date of HS§ 1 1360(b) Violations conviction or arrest if no Occurring after January 1, conviction; do not destroy if 1976 pending civil action against law enforcement (see HS§ 1 1361.5(d)); this record series applicable to convictions occurring after January 1, 1996 or arrests not filed by conviction occurring after January 1, 1996; exception HS§ 1 1357(e) -the records shall be retained until a juvenile offender attains the age of 18 years, then destroyed pursuant to § 1 1361.5 Authority: HS§ 1 1361.5 Arrest/Conviction (Marijuana) PD Mandatory Mandatory Mandatory V,H Note: Applicable convictions HS§ 1 1357(b), (c), (d), (e) or destruction destruction destruction occurring prior to January 1, HS§ 1 1360(b) Violations upon notice upon notice upon notice 1996 or arrests not followed by Occurring before January 1, from DOJ from DOJ from DOJ a conviction occurring prior 1976 to January 1, 1996 for violations of HS§ 1 1357, 1 1364, 1 1365, 1 1550 Authority: Secretary of State Guidelines recommend this retention period per the authority of HS§ 11361.5(c), which does not refer to such violations. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 6 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) (In Years) Docs Code Articles of Incorporation CC 2 P P* Assessment Districts -Financial ADM CL + 2 P P* GC§34090 Documents Assessment Districts -Formation EDD CL + 2 P P* Documents, Maps, Diagrams, PFS Spreadsheets, Improvement Plans PR WRC Assessment Districts -Proposition 218 CC P P P California Constitution Article Ballots (For Fee Increases) XIII Assessor Parcel Files for Water ADM 2 2 D Customers including Correspondence, Door Hangers, Field Service Requests, Lock-offs Asset Forfeiture PD CL + 2 CL + 2 D Authority: Secretary of State Investigation/Proceedings Guidelines recommend this Case Fiie retention period per the authority of GC§34090, which does not authorize the destruction of records less than 2 yrs old. Audio/Video Tapes/Meetings: CC 8 8 Recycle GC§34090.7 City Council CDD 8 8 Planning Commission Staff Commissions/Committees Liaisons Audited Financial Reports (including ADM 2 P Redevelopment) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 7 Total bisposition Dept of Current* Veh' Title of Record Retention of Legal Citation Record (In .Years) Code (In Years) Docs Audits/Working Papers ADM 2 AU + 5 D Bank Statements/Reconciliations ADM 2 AU + 7 D Bids, Requests for Quotes, Requests Dept 2 AU + 5 D CCP§337 for Proposals (Excluding Public Works Projects) -Successful Bids, Requests for Quotes, Requests CC 2 2 D CCP§337 for Proposals (Including Public Works Projects) -Unsuccessful Bonds -Arbitrage Reports, ADM CL + 2 CL + 10 D CCP§337.5 Continuing Disclosure Reports and Final Documentation, Official Statements, Defeasance Documents (Including Redevelopment Agency) Budgets (Excluding Redevelopment ADM 5 P P* Agency) Supporting Documents CU + 2 CU + 2 D Budgets (Redevelopment Agency) EDD 5 P P* Building Permits -Approved CDD 2 P GC§34090(a) HS§19850 Building Permits -Denied CDD CL + 2 CL + 2 D Building Plans -Non-Residential CDD CU P HS§ 19850 CC§ 1351 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 8 TotalDisposition Dept of Current* Veh Title of Record ° ~ Retention _ ~ of - Legal Citation . ' Record . (In Years) Code (In Years) Docs . Building Plans -Residential (See CDD CL + 1 CL + 1 HS§ 19850 Legal Citation@/Codes for CC§ 1351 Exceptions) Business Registration Applications ADM 2 4 D CCP§337 California State Dept CU + 2 CU + 2 D V,H Authority: There is no specific statutory authority for Other State Agencies retention of this item; however, given its historical value, the Dept may consider retaining for 2 years under authority of GC§34090, which does not authorize the destruction of records less than 2 years old. Campaign Statements -Successful CC 2 P GC§81009(b) Candidates and/or Committees Campaign Statements - CC 2 5 D GC§81009(b) Unsuccessful Candidates and/or Committees Capital Improvement Projects EDD CL + 2 P P* GC§34090(a) PFS HS§19850 PR WRC * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 9 ~ ~ ~ ~ .F ~ ~ ~ * ~ Total .Disposition Title of Record Deptbf Current- Retention of Veh Legal Citation Record (In Years) Code (in Years)" ; ° Docs Case Books, Investigative PD CL + 2 - CL + 2 Note: Retained by division until a case is suspended/closed; transferred to Records Division to be filed with associated Daily Reports file. Authority: Secretary of State Guidelines recommend this retention period per the authority of GC§34090, which does not authorize the destruction of records less than 2 yrs old. Case Files PD P - P Authority: Secretary of State Homicide; Investigator's File Guidelines recommend this retention period per the statute of limitation for offenses punishable by death/life in prison per PC§ 799. Cash Receipts ADM 2 AU + 7 D CCP§337 Certificates of Compliance CDD 2 P P* GC§34090 (a) Certificates of Correction, Recorded CC P P P* GC§34090 (a) Certificates of Elevation (Part of CDD 2 P GC§34090 (a) Building Permit Files) HS§ 19850 Certificates of Occupancy (Part of CDD 2 P GC§34090 (a) Building Permit Files) HS§ 19850 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 10 Total Disposition Title of Record Dept. of Current* Retention of Veh Legal Citation Record (In Years) `Code (In Years) Docs Citations PD V,H *Authority: Secretary of State recommends these periods of Cards -Dispatch 8~ Field CU + 2 CU + 2 D retention per GC§34090, Interview which does not authorize the Citations: destruction of records less than 2 yrs old. Authority: HS§ 1 1361.5 HS§ 1 1357(e), Juvenile CU + 2 CU + 2 D Authority: * See above HS§ 1 1357(b),(c); 1 1360(b) CU + 2 CU + 2 D Note: Original is forwarded to violations court Authority: * See above Cite 8~ Release CU + 2 CU + 2 D Authority: Secretary of State recommends this retention period for per GC§34090.7 CA Vehicle Code Infractions CU + 90 CU + 90 days D (duplicates). - (Duplicates) days Note: Originals forwarded to court after agency processing; includes citations Parking/Traffic, Duplicates CU + 2 CU + 2 D electronically created Authority: Secretary of State recommends this retention period for per GC§34090.7 Transmittals CU + 2 CU + 2 D (duplicates). Note: Listing of citations forwarded to court, filed for reference Authority: * See above City Property Facilities -Property ADM CU 10 D Management Files * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 11 Total ' Disposition Title of Record Dept of Current* Retention of ' Veh Legal. Citation Record (In Years) (In Years) Docs Code Claim Files (Police) Not Relating to PD CU + 2 CU + 2 D V Authority: Secretary of State Citizen Complaint against Police recommends a retention Officer period of 6 years but citing PC§832.5 (complaints against police officer - 5 yr retention for such records); the Dept may retain a minimum of 2 years per GC§34090(d), if the record does not pertain to citizen complaint against police officer under PC§832.5. Claim Files (Police) Relating to PD CL + 5 CL + 5 D V Note: Claim copy, Citizen Complaint against correspondence, Police Officer photographs, supporting documents Claims -Damage ADM CL + 2 CL + 5 D GC§25105.5 Claims -Financial Documents ADM CL + 2 CL + 5 D GC§25105.5 Claims -Legal Documents ATTY CL + 2 CL + 5 D GC§25105.5 Code Enforcement -Recorded Liens CDD P P and .Releases Code Enforcement -Vehicle PD P P (State Mandated Program) Abatement Commercial Facilities (Permits, FIRE P P P Vital records; GC§34090 Emergency Plans, Inspection Reports, Correspondence) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 12 Total- Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) Code (In Years) Docs Communication PD CU + 2 CU + 2 D Authority: Secretary of State Equipment -Radio Logs recommends this retention (Communication) period per authority of Field Interrogation Form GC§34090, which does not General Orders authorize destruction of Radar Calibration Reports records less than 2 yrs old. Conflict of Interest Code CC S S + 2 D Correspondence. -Chronological Dept 2 2 D Files Correspondence -General Dept 2 2 D Correspondence and Attachments Dept 10 days 10 days D Note.: This record series does Stored in Electronic Format not include the printed paper-record of electronic mail correspondence and attachments. (Compare with Row #46.) Authority: There is no specific statutory authority for retention of these items, however, the City`s computer system, having a limited capacity, purges electronic mail messages on a regular basis. Also see City's Computer System Usage Policy. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 13 e . Total ~ Disposit~i ri Title of~Record ~ Dept of ~ Current* Retention ' of o Veh ~Nregaf ~Gitation~ Record (In Years) - Code (~In Years) Docs Crime Reports -Felony With or PD See Legal - Note: The destruction of Without Arrest Citation felony, misdemeanor and infraction crime/supplemental reports is permitted provided: (1) does not relate to an unadjudicated arrest except for HS§ 1 1357 or § 1 1360 violations; (2) does not relate to unserved warrants; (3) does not involve identifiable items which have not been recovered; (4) does not relate to violations listed in PC§ 799, 800; (5) does not relate to PC§290 (specified registrants), §457.1 (arson), or HS§ 1 1590 (specified registrants); and (6) cases are not presently involved in civil or criminal litigation *Authority: Secretary of State Guidelines recommend assigning retention on applicable statute of limitation i.e., PC§800,801: 6 yr for offenses punishable by imprisonment in state prison for 8 yr consider - Tolling/Extension of time periods in PC§804; consider appeals in progress or "3 Strikes," if applicable. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 14 Total Disposition Dept of Current* Veh -Title of Record Retention of Legal Citation Record (In Years) Code (In Years) Docs Crime Reports - PD CU + 2 CU + 2 D (See Legal V,Fi Note: The destruction of Misdemeanor/infractions Citation) felony, misdemeanor and infraction crime/supplemental reports is permitted provided: (1) does not relate to an unadjudicated arrest except for HS§ 1 1357 or 1 1360 violations; (2) does not relate to unserved warrants; (3) does not involve identifiable items which have .not been recovered; (4) does not relate to violations listed in PC§ 799, 800; (5) does not relate to PC§290 (specified registrants), §457.1 (arson), or HS§ 1 1590 (specified registrants); and (6) cases are not presently involved in civil or criminal litigation Authority: GC§34090 Customer Services ADM Billing Registers CU CL + 3 Services Orders CU CL + 2 Address Files CU P Customer Account Histories CU CL + 2 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 15 Total Disposition Dept of Current* Veh Title ofRecord ~ ~ " Retention of Legal Citation Record ~ (In Years) ~ Code (In Years) Docs Daily Activity Logs PD CU + 6 CU + 6 D V,H Note: Daily report of staffing, bookings/releases, transfers, transportation. Authority: Secretary of State recommends this retention period per GC§34090 Day Sheets (Station Logs) FIRE 3 3 D Statute of Limitations for Health Providers is 3 years; CP §340.5, GC§34090 Deeds/Easements CC P P P* GC§34090(a) Dept Manual PD S - S V,H Changes to Manual are recorded in the General Orders (permanent). Design and Construction Standards CDD S P PFS WRC Destruction of Crime Property PD Guns P P P V,H Authority: Secretary of State Narcotics P P P V,H recommends this retention period with no citing authority. Development 8~ Redevelopment CC 2 P P Agreements Development Entitlement Files: CDD P P Address Files * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 16 .Total Disposition Dept of Current* Veh Title of Record Retention of Legal Citation Record (In Years) Code. (In Years) Docs Development Entitlement Files: CDD CU P GC§34090 (a) Annexations -Formation Documents Development Entitlement Files: CDD 2 P CCP§583.320(a) (3) Appeals Development Entitlement Files: CDD CU P Conditional Use Permit Project Files Development Entitlement Files: CDD 2 P Design Review Cases Development Entitlement Files: CDD S P Design Review Guidelines Development Entitlement Files: CDD 2 P GC§34090 (a) Environmental Documents CEQA Guidelines Development Entitlement Files: CDD CU P P GC§34090 (a) Parcel Maps -Tentative HS§ 19850 Development Entitlement Files: CDD CL + 2 P P* GC§34090 (a) Subdivisions HS§ 19850 Development Entitlement Files: CDD CL + 2 P P* GC§34090 (a) Traffic Analysis HS§ 19850 Development Projects CDD CL + 2 P P* EDD Dispatch Audio Tapes PD 100 days 100 days Recycle Retention applies unless there is pending litigation; GC § 34090.6 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 17 Total .Disposition . ' Dept of Current* Veh Title of Record Retention ~ of Legal Citation .Record (In Years) Code (In,Years) ,Does Drivers License Data - Class B PD Upon Upon Receipt D Must obtain, review, sign & Receipt of of Pull Notice date current public driving Pull Notice System Report record until receipt of pull System or T + 2 notice system report 8~ obtain Report or T + anew report every 6 months; 2 not accessible to the public; VC§ 1808.1(a), 1808.2, 1808.21 Economic Development Plans EDD CL + 2 CL + 5 D Election Results -City CC 4 P P* Emergency Preparedness Plan FIRE S S + 2 D Eminent Domain Judgments CC 2 P P* (Excluding those for Public Works Projects) Employee Records -Benefits ADM CU + 2 CU + 2 D GC§ 12946 Employee Records -Classification 8~ ADM 2 P Wage Rates Employee Records -Memorandums CC S P P* GC§ 12946 of Understanding Employee Records -PERS/Social ADM CU + 5 P P GC§ 12946 Security/SSI -Retirees Employee Records -PERS/Social ADM CU + 5 P P GC§ 12946 Security/SSI -Terminated * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they maybe easily retrieved. Page 18 ~ - ~ ~ Total ~ Disposition ~ ~ ~ ~ Dept of G'urrent* ~ Veh ~ . Title of Record. Retention of legal Citation Record (In Years) Code (In Years) Docs Employee Records -Personnel Files - ADM CU + 5 P GC§ 12946 Retirees Employee Records -Personnel Files - ADM CU + 5 P GC§ 12946 Terminated Employee Records -Recruitment ADM CL + 2 CL + 2 D GC§ 12946 Employee Records -Reports and ADM CU + 2 CU + 15 D GC§ 12946 Studies (Employee Statistics, Benefit Activity, Liability Loss, Classification and Wage Rates) Employee Records -Training ADM S S + 2 D GC§ 12946 Programs Encroachment Permits CDD CU CU + 2 D Projects requiring Encroachment Permit as part of entitlement will have permit in Entitlement File. Endowments CC P P P Environmental Documents EDD 2 P GC§34090 (a) PFS CEQA Guidelines WRC * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 19 Total Disposition Title of Record Dept of Current* Retention of ' Veh Legal Citation Record (In Years) Code (In Years) Docs Equipment Files Dept T + 1 T + 1 D Note: T for this record is Owners Manuals; termination of ownership of Service/Maintenance; the equipment.. Purchase Information; and Authority: There is no specific Correspondence/Back-up statutory authority for Data retention of this item; however, the Secretary of State has recommended this retention period per the authority of GC§34090, which does not authorize the destruction of records less than 2 years old. Equipment Records ADM S S D Facility Rentals - PR CU CL + 2 D Permits/Applications Fair Political Practices Commission - CC CU + 5 CU + 5 D FPPC Opinion Bulletins and General Information False Alarm Files FIRE 2 2 D GC§34090 Federal Agencies PD CU + 2 CU + 2 D V,H Authority: There is no specific statutory authority for retention of this item; however, given its historical value, the Dept may consider retaining for 2 years under authority of GC§34090, which does not authorize the destruction of records less than 2 years old. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 20 Total Disposition Title of Record Dept of Current* Retention of Veh Legal. Citation Record (In Years) Code (In Years) Docs Fees Dept S S + 2 D Fingerprint -Employment PD T + 2 - T + 2 Note: Paperwork authorizing fingerprinting and background checks for City Employment Applicants. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. See also GC§ 12946 Fingerprints PD Note: Includes hardcopy and Suspect, Adult/Juvenile C C D V digitized; destroy after original purpose achieved; Certain license applicants T+ 2 T+ 2 D V adult/juvenile suspected of a crime taken for comparison. Records Latent Authority: Secretary of State recommends this retention period per Law Enforcement Management Guide by POST, and GC§34090, which does not authorize the destruction of records less than 2 yrs old. * Secretary of State recommends applicable retention period for case statute of limitation or until evidence is destroyed. Fire Incident Statistics FIRE 10 10 D Retained for historic and administrative value; GC §34090 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 21 Total Disposition Dept of Current* Veh Title of Record Retention of Legal Citation Record (In Years) (In Years) Docs Code Fire Investigation Reports FIRE 2 10 D Administrative value; Criminal records are transmitted to DOJ and retained by State; GC§34090 Flood Plain. Documentation WRC CL + 2 P Franchise and/or Public Utility CC 2 P P Agreements General Ledger Reports .ADM 2 AU + 5 D CCP§337 General Plan GP S P P* General Plan (Working Papers for GP 5 10 D Development of the General Plan) General Plan Amendments GP CL P GC§34090 (a) General Plans and other land use GP 2 P P* GC§34090(a) and development policy and regulatory documents. Goals/Work Programs Dept CU + 2 CU + 2 D Grading Permits (See Building CDD 2 P GC§34090 (a) Permits) HS§ 19850 Grand Jury Reports CC 2 5 D Grants -Applications, Legal CC CL CL + 5 D Documentation and Related Dept Correspondence * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 22 Total Dis ositon ~ ~ ° Title of Record Dept of Current* Retention- pof Vehff Legal Citation Record In Years ° (In Years) Docs Code: Grants -Financial Documents CC CU CL + 5 D ADM Grants -Project Documents/Reports Dept AU + 2 AU + 5 D Grievance Files (Copies) ADM CU + 2 CU + 2 D V Note: Original with Human .Resources; includes grievance filed by employees, supporting documentation. C in this record series means closure/resolution of the case. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. See also GC§ 12946. Hazardous Materials Program PFS CU P OSHA Requirement Hazardous Waste Disposal PFS 2 5 D 40 CFR 122.41 40 CFR 503.47 Hazardous Waste Materials Storage PFS CL + 2 5 D Permit HazMat Exposure Records / OSHA ADM CL + 2 P ADM retains originals; Cal Log 200, MSDS (Material Safety Data Code Reg. §3204(d) (1), et Sheets) seq. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 23 Tota! Disposition Dept of , Current* - Veh Title of Record Retention ~ of Legal Citation Record (In Years) Code (~In Years)' ~Docs HazMat Information FIRE S + 2 S + 30 D If records were not produced by Petaluma, may destroy when no longer required (non-records); all employee exposure records are exposure + 30 years; Cal Code Reg. §3204(d) (1), et seq. Historical Preservation and Historical CC CU P P Records Housing Programs EDD AU + 2 AU + 5 D Housing Projects (Affordable EDD CL + 2 P P* Housing Developments) Incident Reports Dept 2 5 D Incident reports (Medical and Non- FIRE 5 5 D Recommended by State Fire medical) Marshall; Statute of Limitations for Health Providers is 3 years; Juveniles are required until patient becomes 18 years old; CP§340.5, GC§34090 Insurance Certificates CC CL + 2 P P* GC§34090 Capital Improvement Projects (Included in Agreement File and separately, by Contractor) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 24 Total Disposition Title of Record Dept of Current* Retention' of Veh Legal Citation Record (In Years) (In Years) Docs Code Insurance Certificates: CC CL +2 P GC§34090 Agreements -General, Consultant, Professional Services (Included in Agreement File and separately, by Contractor) Inventories -Fixed ADM 2 AU + 4 D Assets/Depreciation Schedules Inventories -Minor Equipment (other Dept 2 4 D than Fixed Assets) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 25 Depf of Current* Total Disposition Veh Title of Record Record (In Years) Retention of Code Legal Citation (In Years) Docs Investigations -Employment Background (Non-hired ADM CU + 2 CU + 2/ See Legal V,H Note: Complaints, reports and employees) C + 5 Citation findings per PC§832.5 must be retained at least 5 years.. Authority: Secretary of State recommends this retention period per GC§34090 Authority: Secretary of State Background (Hired ADM CU + 5 CU + 5 V,H recommends "permanent" employees) retention period with no citing authority. See Note if relates to citizen complaint. Authority: Secretary of State Psychological and PD CU + 2 CU + 2 recommends this retention polygraph examination period with no citing reports on candidates not authority. hired by Police Dept Authority: PC§832.5; Evidence Internal investigations PD C + 5 C + 5 V 1045; GC§ 12946; see also pertaining to disciplinary Note above. matters, citizen complaints Investment Transactions ADM CL + 2 CL + 5 D * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 26 Total bisposition C urre'ri't V Title of Record ~ Re co d ~ In Years Retention of Code ~egdl Citation ~ ) (In Years) Docs Jail-Surveys PD CU + 2 CU + 2 D Note: Prepared quarterly, forwarded to State Board of Corrections. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Joint Powers Financing Authority - CC P P P* Agreements 8~ Audits Joint Powers Financing Authority - ADM 2 10 D Management Audits Journal Vouchers ADM 2 5 D Juvenile Arrests PD Mandatory Mandatory V Authority: Secretary of State Destruction Destruction recommends this retention Upon and Upon and period per WIC§826(a)8~(b); Pursuant to Pursuant to WIC§781 (a) -Upon petition, Court Order Court Order local laws enforcement records within WIC§826(b) may be destroyed as ordered by court, if related probation and juvenile court records have been destroyed by the probation officer. Records involving arrests, detention and/or petitioning juvenile before juvenile court. Land Use Studies/Plans/Reports CDD CU P P* * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 27 Total Disposition Dept of Current* Veh Title of'Record Retention of Legal Citation Record' (In Years) Code (In Years) Docs Legal Advertising and Public CC 2 5 D CCP§343 Hearing Notices GC§91 1.2 Legal Opinions Dept 2 P Licenses PD Authority: Secretary of State recommends this retention Bingo, Mace, etc. CU + 2 CU + 2 D period per GC§34090, which Business License T + 1 T + 1 D does not authorize the Review Board T + 1 T + 1 D destruction of records less Administrative File T+ 1 T+ 1 D than 2 yrs old. Duplicate (pink), Second CU + 2 CU + 2 D Hand CU + 2 CU + 2 D Note re: pawn/secondhand Dealer, Pawn Brokers CU + 2 CU + 2 D dealers: Original to Licensee, Other blue duplicate to DOJ; pink duplicate retained by Agency; renewals issued annually by local agency Liens ADM CU CL + 2 D Litigation ATTY CL + 2 P Litigation Files (Copies) ATTY S + 2 S + 2 D C Note: Duplicate series; original is with City Attorney. Authority: There is no specific statutory authority for retention of these items; however, the Secretary of State has recommended this retention period per the authority of GC§34090.7, providing for destruction of duplicate city records. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 28 ` Total. Disposition Dept of Current* Veh Title of Record r Retention of Legal Citation Record (In Years) Code ` (In Years)- Docs Loans 8~ Notes ADM CL CL + 7 D Logs PD V,H Note re: property: Log items Daily Activity CU + 2 CU + 2 D coming into and going out of Juvenile Detention CU + 2 CU + 2 D property room Investigative (Pre-arrest) CU + 2 CU + 2 D Authority: Secretary of State Property Control Logs CU + 2 CU + 2 D recommends this retention Rap Sheet Logs CU + 2 CU + 2 D period per GC§34090, which Subpoena Logs CU + 2 CU + 2 D does not authorize the destruction of records less than 2 yrs old. Lot Line Adjustments and Lot CDD 2 P Mergers Maddy Act Compliance CC 2 S D Management Audits CC 2 10 D Maps 8~ Plans -Aerial/Drainage/ EDD 2 P P Grading/Subdivision/Survey PFS WRC Maps 8~ Plans -City-Owned EDD P P P Community Facilities PFS WRC Meetings -Audio and Video Tapes: City Council Audio Tapes CC 1 8 D Petaluma City Council Rules City Council Video Tapes CM 1 8 D and Procedures Planning Commission Audio CDD Tapes Planning Commission Video CDD Tapes * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 29 Total Disposition ..Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) (In Years) Docs Code Meter Reading Register ADM 2 2 D Minutes (Hard Copy): 2 P P* GC§34090(e), 36814, 40801 City Council CC Historical/Cultural Preservation CDD Planning Commission Staff Liaison Joint Powers Financing Authorities SPARC Municipal Code, City of Petaluma CC P P P* GC§34090(a) Mutual Aide Agreements, Joint CC When No P P Originals maintained by City Power Authorities Longer Clerk permanently; GC Required §34090 Narcotics and Narcotics- No Arrest PD CL + 2 CL + 2 D Note: Retained by division Case Files until no longer useful for investigative purposes Authority: Secretary of State recommends this retention period per authority of GC§34090, which does not aufihorize the destruction of records less than 2 yrs old. Nomination Papers -Successful CC Term Term + 4 D EC§ 17100 Candidates Nomination Papers -Unsuccessful CC Election + 2 Election + D EC§ 17100 Candidates 2 Oaths of Office -Elected Officials CC Term Term + 6 D 29 USC 1 1 13 and Committee/Commission Members * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 30 Dept of Current* Total Disposition Veh Title of Record Record (In Years) Retention of Code Legal Citation (In Years) Docs Officer Involved Shootings -Case PD CL + 25 CL + 25 V,H Authority: Secretary of State. Files recommends this retention period per GC§34090, which does not specify this item. Operation Log Books -Wastewater WRC 5 P P NPDES Permit Operation Log Books -Water WRC 5 P P Title 22 § 64453 (1) Ordinances CC 2 P P* GC§34090(e) Organization Files Dept CU + 2 CU + 2 D H Authority: There is no specific Civic Organizations, statutory authority for Professional Organizations retention of this item; however, the Secretary of State has recommended this retention period per the authority of GC§34090, which does not authorize the destruction of records less than 2 years old. Outside Water and Sewer Service CC CL + 2 P Agreements Parcel and Subdivision Maps -Final CDD CL + 2 P P GC§34090(a) HS§19850 Park Improvements -City (Including PR P P P* Blueprints 8~ As Builts) Park Improvements -Working PR S S + 2 D Documents * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 31 ' .Total Disposition Dept of Currerit* Veh Title of Record Retention of Legal Citation Record (In Years) Code ('!n Years) Docs Parking Regulations/Enforcement ADM 2 5 D Parks -Historical Information PR CL P P Pawn Slips/Tickets PD CU + 2 CU + 2 D Authority: Secretary of State recommends "CU+3" retention period citing BP§ 21628 ,which actually does not specify length of time to be retained by law enforcement; the Dept may retain 2 years per GC§34090(d). Payroll Records, including Deduction ADM 2 CL + 4 D 29 CFR 1627.3 Authorizations, Beneficiary 29 CFR 516.6 Designations, Garnishments, Deferred Compensation Statements Payroll Registers ADM 2 CL + 4 D 29 CFR 516.5 Permits PD L + 2 L + 2 D Note: Retain original with Including ABC License issuing Dept Concealed Weapons Permits Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Petaluma Water District Projects CC P P P* Petitions -General/Public CC 2 5 D * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 32 .Total Disposition Title of Record `Dept of Current* Retention of- Veh Legal Citation Record (In Years) Code (In Years) Docs , Petitions (Not Public Records) CC Initiatives 8 months 8 months D EC§ 17200(a}, 17400(x) Recalls after after election Referendums election Planning Commission Bylaws CDD S P Policies -City Council CC S P Policies and Procedures - ADM S + 2 S + 5 D V,H Authority: There is no specific Administrative statutory authority for retention of this item; however, the Secretary of State has recommended "CU+S" retention period, however, citing authority is GC§ 34090, Policies and Procedures - Dept S S + 2 D Departmental Press Releases Dept 2 2 D Proclamations CM 2 2 D * If office space is at a premium, records iri this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 33 Total Disposition Title of Record Dept of Current* Retention of Veh, Legal Citation Record (In Years) (in Years) Docs Code Projects, Programs, Events, Issues, Dept CU + 2 CU + 2 D H Authority: There is no specific Activities statutory authority for retention of this item; however, the Secretary of State has recommended a retention period for 5 years, however, citing authority is GC§34090. Given their historical value, the Dept may consider retaining for 2 years per GC§34090 (d), which does not authorize the destruction of records less than 2 years old. Property -Original PD Until case is Until case is Authority: Secretary of State adjudicated adjudicated or recommends this retention or disposition disposition period per Managing determined determined Property in Law Enforcement Agencies (by POST). Property Files PD CU + 2 CU + 2 D Note: Original reports and supplemental documentation (Lost, Found, Safekeeping) Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. .Page 34 Total Disposition Dept of Current* Veh Title of Record Retention of Legal Citation Record (In Years) Code (In Years) Docs Property, Pawn Brokers/Secondhand PD CU + 2 CU + 2 D Note: Sales, slips. Dealer required to file duplicate with agency. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Public Improvement Plans EDD P P P HS§ 19850 CDD PFS WRC Purchase Order Log ADM CU CU + 2 D Quarterly/Year-End Reports ADM 2 P including ESIS, FIT (including W2's), SDI, SIT, SUI, 1099s Questionnaires/Surveys -Council CC CU 5 D Directed Questionnaires/Surveys -Other Dept CU 2 D Records Management -Disposition CC 2 P of Records Records Management -Retention CC S S + 4 D Schedules and Manuals * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 35 . I ro~,~r ~ Dis~es4f'!%r~ , ?'itie~.of Record ~ ~ ~ ~ Rete~rien ~ of , - ~ Lega! Citation ~ ~ , Record (In Y~~!rfi ~ocle I_ i. Redevelopment Ac;e, ,~.y ~ r:DD , P P ~ PiS Administrr~iive Documents (Stat~a ! CRA Reports and Pians Plot Listed i f ~ Elsewhere] f . Registration Fiies, r~,ror-;; ex and j PD i_ife o< I ! ~fe of. V,i~ Note: ringerprint card, photo, Narcotic.> ~ Regisirrr.t Registre~r!t ; information also forwarded to Y~rithin Witf`;in ' ~ DUJ Jurisdictiu.r; ; .lurisdic,tior~ Authority: Secretary of State I recommends this retention ! I period without citing I authority. Rec.istr~a?ions, Rr~erec~tion PI•? - ! C`; -----C ~ + L - C'.~ ~ _ _ _ _ t Relocations iRe~~~~rds •_tfc-..<.iing th~cDD -i_.Iu_ C~l. -r :r-~. ~ I. GC§34090(x) title:.o real property cr !;enc thereon) II I Resider?tiai Sf~rinklerer.t i-iorr;es FIRE ~-~Y--.- P - P r ~ Vital records; GC§34090 •Y Resolutions: City Co~~ncil CC 10 P P* GC§34090(e), 40801 Petaluma Community Development G.ommission Restraining orders . PD * SeE; - *Authority: Secretary of State lncludes~ Emergency ~ dz criptor I recommends retention after r~~tective orders, tom ~nrar ' ~ law enforcement actions S retrc_~iniizg ordE;rs, ieyai I ~ ~ ~ descrided in ?C~273.5, Ip stipulations: orders of±er E f 273.6,646.9,12028.5:13700 and , EEE I ~C§ 6380-6.383 are fulfilled he:.!riny ~ I ~ ! and eff~cfive datE of I i~ restraining order Rove;r:~;e ~ Expense Sumrnariet. AD•IJi p 2 ; 2 ! D ! J----- . * If office space is a f~rr.mi~~'m; rocoi•ds ir.. tkiis catog~~rlr.rYrr~y de stc;rr~d at t`se,= Ci'y's off-site records fa:~~iiiiy, as trey may be easily retrieved. . PagE, 36 . ~:T. Total Disposition Title of Record Dept of Current* Retention of Veh Cegal Citation Record (In Years) Code . (In Years) Docs Rosters of City Officials CC 4 P P* Rules, Policies and Procedures -City Council (See Policies -City Council) Salary Records, including: ADM 2 5 D Deduction Authorization, Beneficiary ' Designation, Unemployment Claims, Garnishments Sealed PD Mandatory Mandatory Mandatory V Note: General provision: upon Adult Found Factually Destruction Destruction Destruction petition records of agency Innocent Upon and Upon and Upon and must be sealed and' Pursuant to Pursuant to Pursuant to destroyed in accordance Court Order Court Order Court Order with the provisions-set by court record and subject to , ' exceptions. Authority: PC§ 851.8 Soils Reports, Public CDD CL + 2 P GC§34090(d) P FS Solid Waste Management PFS 2 5 D GC§34090 (Recycling/Refuse) Sonoma County Project Referrals CDD CU 2 D Standard Operating Procedures FIRE S + 3 S + 3 D Statute of Litnitdtions for Health Providers is 3.years; CP§340.5; GC§34090. State Controller's Reports ADM 2 AU + 7 D Statements of Economic Interests - CC 4 4 D Copies of those filed with FPPC * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as-they may be'easily retrieved.- Page 37 Total Disposition Dept of Current* Veh Title of Record Record (In Years) Retention of Code Legal Citation. (In Years) Docs Statements of Economic Interests - CC 4 7 D Originals filed with City Clerk Statistical (CR), Uniform Crime PD CU + 2 CU + 2 D V,H Note: Originals sent to DOJ, Reports Mandatory to DOJ (LEIC); FBI FBI Include Return A/Supplement; Authority: Secretary of State Supplementary Homicide Report; recommends this retention Law Enforcement Officers Killed or period per GC§34090, which Assaulted; Monthly Return of Arson does not authorize the Offenses Known to Law destruction of records less Enforcement; Number of Violent than 2 yrs old. Crimes Committed Against Senior Citizens; Monthly Report of Domestic Violence Related Calls for Assistance; Monthly Arrest and Citation Register; Monthly Hate Crimes Incidents; Death in Custody Reporting * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 38 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) (In Years) Docs Code Statistical (Crime Analysis) PD CU + 2 CU + 2 D H Note: Internally generated information using activity logs, citizen calls, current and past crime statistic reports, finance dept expenditure and budget records, citations, crime reports, accident reports, permits, receipts. Reports created for variety of purposes including increases/decreases in criminal activity; officer workload, deployment, time usage Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Statistical Reports ADM 2 2 D Street Lighting Inventory PFS S+ 2 S+ 2 D Street Maintenance and Street PFS CU + 2 P P* Lighting Street Naming and Numbering CDD P P P* GC§34090 (a) Street Report and Annual Report of ADM 2 AU + 7 D Financial Transactions Street/Road Inventory PFS' P P P* * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 39 Total Disposition Dept of Current* Veh Title of Record Retention of Legal Citation Record (In Years) Code (In Years) Docs Studies/Reports -Miscellaneous Dept 2 5 D Subpoenas (Duplicate) PD CU + 2 CU + 2 D Authority: Secretary of State recommends this retention period per GC§34090. However, the Dept may consider shorter retention period per GC§34090.7, providing for destruction of duplicate city records. Supplemental, Felony Capital PD P - P V,H Authority: Secretary of State Crimes, Crimes Punishable by Death, recommends this retention Life Imprisonment period per statute of limitation in PC§799 - no statutory limitation for prosecution: Murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with deadly weapon by life term prisoner, bombing resulting in death/bodily injury; making defective war materials that cause death * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 40 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) Code (In Years) Docs Tapes Note.: Recordings subject to Audio, Telephone, and PD 100 days 100 days D V,H litigation/court action shall be Radio Communications preserved until pending litigation is resolved; this V,H record series does not include City Council Audio tapes. Authority: GC§34090.6 Note: "Routine video Surveillance/Security Routine PD 100 days 100 days D monitoring" means Video Monitoring (Includes videotaping by a video or Videos of Jail) electronic imaging system designed to record the regular and ongoing operations of the Dept, and includes mobile in-car video, jail observations and monitoring systems, and building security taping systems. Authority: GC§34090.6 Taxpayer Identification ADM CL CL + 2 D Number/W9's Time Cards ADM CL + 2 CL + 2 D Traffic Regulations/Enforcement PD 2 5 D Training Materials, Standards and FIRE S + 2 S + 30 D Conforms with HazMat .Administration exposure requirements; CA Code Reg.. §3204(d) (1), et seq. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 41 Total Disposition Title of Record Dept of Current* Retention of Veh Legal Citation Record (In Years) (In Years) Docs. Code Training Records (Individuals) ADM Until No T + 30 D Originals are retained by ADM Longer as part of the employee's Required master file for termination +30 years; GC§34090 Transportation Permits -Oversized PD 2 2 D Loads Treasurer's Quarterly Investment ADM 2 7 D Report Use of Force Supervisory Review Files PD CU + 2 Minimum of 5 D Note: Includes review forms, years arrest report copies, logs. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Use Permits CDD 2 P GC§34090(a) HS§19850 Use Permits, Temporary FIRE E + 3 E + 3 D Statute of Limitations for Health Providers is 3 years; CP §340.5; GC§34090 Variances CDD CU P GC§34909 HS§19850 Vehicles Owned -Maintenance ADM CU CL + 2 D History * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 42 Total Disposition Dept.. of Current* Veh Title of Record Retention of Legal Citation Record (In Years) Code. 9 (In Years) Docs Volunteer Files PR T + 2 T + 2 D Note: Volunteers' identification, contact info Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize destruction of records less than 2 yrs old. Warrants Note: Includes Warrant Felony PD Traffic Traffic V Service Information Card, Recall after Recall after 10 alpha index card 10 yrs except yrs except for Authority: Secretary of State for Murder/ Murder/ recommends these retention Escape Escape periods per CA Law Recall after 5 Enforcement Warrant Officer's Misdemeanor -Criminal PD yrs Recall after 5 V Association Served CU yrs V Unnerved Unfil served, CU recalled or Until served, purged recalled or purged 849(b) and Any Arrest PD CU + 2 Recall after 1 CU + 2 Resulting in Detention only yr Recall after 1 yr V Parking Recall after S Recall after 5 Traffic yrs yrs V Watch Assignment/Timekeeping PD CU + 2 CU + 2 D Authority: Secretary of State records recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 43 Total Disposition Dept of Current-~a ~ ~ Veh Title of Record Retention of Legal Citation Record (In Years) Code (In Years) Docs _ Water - Backflow Device Reports WRC 3 3 D Title 17 § 7605(f) Water/Wastewater Certifications WRC CU CU + 12 D 40 CFR 141.91 Water/Wastewater Permits -NPDES WRC CU + 2 P NPDES Requirement Water/Wastewater Permits -Other WRC CU + 2 CU + 2 D Water/Wastewater Quality -Lab WRC 5 12 D 40 CFR 141.91 Results Water/Wastewater Regulatory WRC 5 12 D (All requirements Reports -Water/Water incorporated.) Reclamation/Storm Water Weapons PD P - P Secretary of State Dept-owned database, recommends this retention personal weapons, period without any citing alternate, secondary, authority. handguns, inventory repairs, inactive concealed Work Orders PFS CU + 2 CU + 2 D Worker's Compensation Records ADM 2 CL + 5 D Zonings/Rezonings/Prezonings CDD 2 P GC§34090(a) HS§19850 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Page 44