HomeMy WebLinkAboutStaff Report 2.E 03/16/20092.E
March 16, 2009
CITY
AOFFvP7ET�ALL-U�MA, CALIFORNIA7
AGENDA BILL
Agenda Title: AMENDING CITY OF PETALUMA RECORDS Meeting Date: March 16, 2009
RETENTION SCHEDULE TO UPDATE RETENTION OF
INFORMATION IN THE SHARED DATABASE OF THE SONOMA
COUNTY PUBLIC SAFETY CONSORTIUM, (SCPSC), JOINT POWERS Meeting Time: ❑ 3:00 PM
AUTHORITY ® 7:00 PM
Category: ❑ Presentation ® Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business
Department: Director: Contact Person: Phone Number:
Police `!5, Hood, Chief Dave Sears, Captain 707.778.4445
Cost of ProDosal: $0.00 v Name of Fund: N.A.
Amount Budgeted: $0.00 Account Number: N.A.
Recommendation: It is recommended that the City Council take the following action:
Adopt a resolution amending the City of Petaluma's Records Retention Schedule to update retention of
information in the shared database of the Sonoma County Public Safety Consortium (SCPSC), Joint Powers
Authority, with respect to records retained within the shared Sonoma County Public Safety Consortium database.
Summary Statement:
The City of Petaluma is a participant in the Sonoma County Public Safety Consortium (SCPSC) formed through a
Joint Powers Agreement. There are certain police records and documents which are retained in the shared SCPSC
database. The SCPSC has requested that all participants uniformly revise their existing retention schedules to
account for those records that are retained in the shared database. The record retention schedule changes being
proposed are designed to enable statistical crime analysis and compilation of grant application data.
Attachments to Agenda Packet Item:
A. Resolution.
B. Amended Records Retention Schedule.
Reviewed by Admin. Svcs. Dir:
A
Date:
Rev. # It ! ` Date Lafst lfevised:
Reviewed by City Attornev:
Date: Qj
3/3/09 I File:
Apnrovedyu City Manager:
Date: '? Ci
CITY OF PETALUMA, CALIFORNIA
March 16. 2009
AGENDA REPORT
FOR
AMENDING CITY OF PETALUMA RECORDS RETENTION SCHEDULE TO UPDATE RETENTION OF
INFORMATION IN THE SHARED DATABASE OF THE SONOMA COUNTY PUBLIC SAFETY
CONSORTIUM. (SCPSC). JOINT POWERS AUTHORITY
1. RECOMMENDATION: Adopt the resolution amending the City's Records Retention Schedule.
BACKGROUND: The Petaluma City Council has updated its Records Retention Schedule by
Resolution No. 2004-208 N.C.S. on November 15, 2004. There are certain city documents which are
retained in a shared law enforcement database which is managed through the Sonoma County Public
Safety Consortium (SCPSC), a joint powers authority. The SCPSC has requested that all participants
amend their respective record retention schedules uniformly with respect to those records that are to
be retained in the shared database.
3. DISCUSSION: There is a need to retain some data for longer periods of time to enable statistical
crime analysis as well as compilation of grant application data. To help meet those needs the SCPSC
may uniformly need to retain some key statistical law enforcement data for longer periods of time
than that required by statute.
Specific changes in the current records retention schedule are as follows;
Citations — page 10 — extend retention from 2 years to 5 years.
Calls for Service (ILEADS) — pages 35-36 — extend retention from 2 years to 5 years.
Call for Service (Dispatch) — pages 35-36 — extend retention from 2 years to 5 years.
APB (Daily Bulletin) — page 36 — add this category with a retention period of 1 year.
Tapes; video monitoring — page 38 — extend retention from 100 days to 1 year.
These changes increase the retention time frame and they will exceed the minimum legal
requirements.
4. FINANCIAL INIPACTS: The participating members of SCPSC already maintain this data electronically
and the SCPSC network system has enough storage capacity to facilitate the extended storage
periods. There will be no added costs assessed to the SCPSC members to lengthen the records
retention schedule for the above mentioned statistical categories.
7
ATTACHMENT A
Resolution No. N.C.S.
Of the City of Petaluma, California
AMENDING CITY OF PETALUMA RECORDS RETENTION SCHEDULE TO UPDATE
RETENTION OF INFORMATION IN THE SHARED DATABASE OF THE SONOMA
COUNTY PUBLIC SAFETY CONSORTIUM, (SCPSC), JOINT POWERS AUTHORITY
WHEREAS, some City Police Department records are retained in a shared database
maintained by a Joint Powers Authority entity called the Sonoma County Public Safety
Consortium (SCPSC), of which the City is one participant, and the SCPSC has requested that all
participants adopt a revised uniform retention schedule for records retained in its shared
database; and
WHERAS, the City of Petaluma wishes to revise its records management practices for
City records retained in the shared SCPSC database through the adoption of an updated policy
for the destruction of records, including an updated records retention schedule; and
WHEREAS, on November 15, 2004 the City Council approved Resolution 2004-208
N.C.S. adopting a Records Retention Schedule; and
WHEREAS, Government Code section 34090 states that "with the approval of the
legislative body by resolution and the written consent of the city attorney, the head of a city
department may destroy any city record, document, instrument, book or paper, under his charge,
without making a copy thereof, after the same is no longer required"; and
WHEREAS, the proposed amendments to the Records Retention Schedule equal or
exceed the retention periods required by law; and
NOW, THEREFORE, BE IT RESOLVED that the Council of the City of Petaluma
adopts the amended Records Retention Schedule attached as Exhibit A and incorporated herein
by reference.
Under the power and authority conferred upon this council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approve as to
Council of the City of Petaluma at a Regular meeting on March 16, 2009, form:
By the following vote:
City Attorney
AYES:
NOES:
ABSENT:
ATTEST:
1197527.1
City Clerk
Mayor
Resolution No. NCS
I
ipLU
G City of Petaluma, California
868 Records Retention Schedule - Adopted March 16, 2009 by Resolution
Deoartment
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 & Redevelopment
PR
= Parks and Recreation
FIRE
= Fire
WRC
= Water Resources & Conservation
GP
= General Plan
Destroy after retention period expires
T
HOUS =Housing
Current*/Total Retention::
Disposition:
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
AU
= After Audit
=
Destroy paper document after stored in alternate format
CL
= Closed/Completed/Terminated
M
z
(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
Lead[ 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.
N.C.S.
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 copies 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.
Page 1
D
y
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.
_
M
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.
M
z
W
Page 1
Accident Reports, Non -Fatal
Accident Reports, Non -Fatal
29]
RED
Accounts Payable Records ADM
Accounts Receivable Records ADM
Acquisition or Sale - Real Property Dept
(Excluding Original and ADM
Deeds/Easements)
CL+2
CL+2
2
P P
CL+2 D
AU+7 1 D
2 AU+7 D
CL+2 P P*
Code Legal Citation
GC§34090 (a)
City Clerk retains Council staff
reports permanently;
Assessments are recorded
with the County when
appropriate: GC§34090
Note: For traffic collision
fatalities, retain permanently
per recommendation of
Secretary of State.
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.
GC§ 34090
GC§34090
C
^' 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.
i
Page 2
Dept of
Current*
Total
Disposition
Title of Record
Record
(In Years)
Retention
of
(In Years)
Docs
Abandonments/Vacations/
CC
CU
P
P*
Closures - Streets
Abatements (Code Enforcement)
CC
CL + 2
CL + g
D
Abatements, Weed
CC
2
2
D
Accident Reports, Non -Fatal
Accident Reports, Non -Fatal
29]
RED
Accounts Payable Records ADM
Accounts Receivable Records ADM
Acquisition or Sale - Real Property Dept
(Excluding Original and ADM
Deeds/Easements)
CL+2
CL+2
2
P P
CL+2 D
AU+7 1 D
2 AU+7 D
CL+2 P P*
Code Legal Citation
GC§34090 (a)
City Clerk retains Council staff
reports permanently;
Assessments are recorded
with the County when
appropriate: GC§34090
Note: For traffic collision
fatalities, retain permanently
per recommendation of
Secretary of State.
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.
GC§ 34090
GC§34090
C
^' 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.
i
Page 2
Dept of Current* Total Disposition Veh
Title of Record Record (In Years) Retention of Code Legal Citation
(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 & related
documents):
City Council 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
Agreements - Consultants, General,
CC CL + 2 CL + 5 D CCP§337.2, 343
Professional Services, and
Reimbursement
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.
1�5'
Page 3
Title of Record
Dept of
Current"
Total
Retention
Record
(In Years)
(In Years)
Agreements - Subdivision
CC
CL + 2
I P
Airport Commission
CC
2
( P
Annexations - Reports, Agreements, CC
Public Notices
Apparatus and Equipment Records FIRE
and Testing
Apparatus, Equipment & Fixture
Inventories
Appeals
MR
CC
01
3
Disp +7
2
0
3
Disp +7
D
Disposition
of Code Legal Citation
Docs
GC§37090x;4004; HS§19850
P* GC§34090 (a)
D Statute of Limitations for
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
D Conforms with agreements;
published articles show 7
years; auditing purposes; GC
§34090
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
Title of Record
Appeals (Served Copies)
Appointments - Council
Appraisals - Real Estate (i.e., for
sale/acquisition) (*After close of
sale/acquisition or completion of
project)
Dept of
Current'
Total
Disposition
Veh
Record
(In Years)
Retention
of
Code Legal Citation
(in Years)
Docs
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.
CC
2
CL+5
D
Dept
CL + 5*
10
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.
�O
Page 5
Title of Record
Dept of
Current'
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(In Years)
(In Years)
Docs
Code
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§ 11357(e) - the
records shall be retained until
a juvenile offender attains the
age of 18 years, then
destroyed pursuant to
§ 11361.5 Authority:
HS§11361.5
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§ 11357, 11364,
11365,11550
Authority: Secretary of State
Guidelines recommend this
retention period per the
authority of HS§ 1 1361.5(c),
which does not refer to such
violations.
Articles of Incorporation
CC
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.
0
Page 6
Title of Record
Dept of
Record
Assessment Districts - Financial
ADM
Documents
CDD
Assessment Districts - Formation
EDD
Documents, Maps, Diagrams,
PFS
Spreadsheets, Improvement Plans
PR
Redevelopment)
WRC
Assessment Districts - Proposition 218
CC
Ballots (For Fee Increases)
Assessor Parcel Files for Water
ADM
Customers including
Correspondence, Door Hangers,
Field Service Requests, Lock -offs
Asset Forfeiture
PD
Investigation/Proceedings
Case File
Audio/Video Tapes/Meetings:
CC
City Council
CDD
Planning Commission
Staff
Commissions/Committees
Liaisons
Audited Financial Reports (including
ADM
Redevelopment)
Audits/Working Papers I ADM
Current`
Total
(In Years)
Retention
(In Years)
CIL +2
P
CL+2
P
I
2
CL+2
I
2
P
2
CIL +2
Disposition
of
Docs
P*
P'
I
fi7
7
8 Recycle
8
P
2 1 AU+5 1 D
Veh Legal Citation
Code
GC§34090
California Constitution Article
XIII
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.
GC§ 34090.7
Bank Statements/Reconciliations ADM 2 AU + 7 1 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 7
Title of Record
Dept of
Record
Bids, Requests for Quotes, Requests
Dept
for Proposals (Excluding Public Works
Projects) - Successful
Bids, Requests for Quotes, Requests
CC
for Proposals (Including Public Works
Projects) - Unsuccessful
Bonds - Arbitrage Reports,
ADM
Continuing Disclosure Reports and
Final Documentation, Official
Statements, Defeasance
Documents (Including
Redevelopment Agency)
Budgets (Excluding Redevelopment
ADM
Agency)
Supporting Documents
Budgets (Redevelopment Agency) I EDD
Building Permits - Approved ( CDD
Building Permits - Denied I CDD
Current*
(In Years)
2
2
CIL +2
Total
Retention
(in Years)
AU+5
2
CL + 10
Disposition
of
Docs
D
0
0
5 P P*
CU+2 CU+2 D
5 P P.
2 P
CL+2 CIL +2 D
Code Legal Citation
CCP§337
CCP§337
CCP§337.5
GC§34090(a)
HS§19850
Building Plans - Non -Residential CDD CU P HS§ 19850
CC§ 1351
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
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
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code Legal Citation
(In Years)
Docs
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
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.
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.
q�
/
Page 9
Building Permit Files)
Veh Legal Citation
Code
Authority: Secretary of State
Guidelines recommend this
retention period per the
statute of limitation for
offenses punishable by
death/life in prison per
PC§ 799.
CCP§337
GC§34090 (a)
GC§34090 (a)
GC§34090 (a)
HS§19850
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.
U13 Page 10
Dept of
Current*
Total
Disposition
Title of Record
Record
(In Years)
Retention
of
(In Years)
Docs
Case Files
PD
P
P
Homicide; Investigator's File
Cash Receipts
ADM
I 2
AU + 7
D
Certificates of Compliance
CDD
2
P
P.
Certificates of Correction, Recorded
CC
I P
P
P*
Certificates of Elevation (Part of
CDD
2
P
Building Permit Files)
Certificates of Occupancy (Part of
I CDD
I 2
P
Building Permit Files)
Veh Legal Citation
Code
Authority: Secretary of State
Guidelines recommend this
retention period per the
statute of limitation for
offenses punishable by
death/life in prison per
PC§ 799.
CCP§337
GC§34090 (a)
GC§34090 (a)
GC§34090 (a)
HS§19850
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.
U13 Page 10
Title of Record
Dept of
Current*
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(In Years)
(In Years)
Docs
Code
Citations
PD
V,H *Authority: Secretary of State
recommends these periods of
Cards - Dispatch & Field
CU + 5
CU + 5
D
retention per GC§34090,
Interview
which does not authorize the
Citations:
destruction of records less
than 2 yrs old.
Authority: HS§ 11361.5
HS§ 11357 (e), Juvenile
CU + 5
CU + 5
D
Authority: * See above
HS§ 11357(b),(c); 11360(b)
CU + 5
CU +5
D
Note: Original is forwarded to
violations
court
Authority: * See above
Cite & Release
CU + 5
CU + 5
D
Authority: Secretary of State
recommends this retention
period for per GC§34090.7
CA Vehicle Code Infractions
CU + 90
CU + 90 days
y
D
(duplicates).
- (Duplicates)
days
Note: Originals forwarded to
court after agency
processing; includes citations
Parking/Traffic, Duplicates
CU + 5
CU + 5
D
electronically created
Authority: Secretary of State
recommends this retention
period for per GC§34090.7
Transmittals
CU + 5
CU + 5
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
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.
U_\ Page 12
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code
Legal Citation
(In Years)
Docs
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
I 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.
U_\ Page 12
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
Dept of
Current"
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code Legal Citation
(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
Dept of Current* Total
Title of Record Record (In Years) Retention
(In Years)
Crime Reports - Felony With or PD See Legal
Without Arrest Citation
Disposition Veh
of Code li Legal Citation
Docs
Note: The destruction of
felony, misdemeanor and
infraction
crime/supplemental reports is
permitted provided: (1) does
not relate to an
unadjudicafed arrest except
for HS§11357 or§11360
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§ 11590
(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.
J Page 14
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
Dept of
Current*
Total
Disposition
Veh
Title of Record
RecordRetention
(In Years)
of
Code
Legal Citation
(in Years)
Docs
Crime Reports -
PD
CU + 2
CU + 2
D (See Legal
V,H
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§ 11357 or 11360
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§ 11590
(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
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
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
Veh Legal Citation
Code
Statute of Limitations for
Health Providers is 3 years; CP
§340.5, GC§34090
GC§34090(a)
V,H Changes to Manual are
recorded in the General
Orders (permanent).
Design and Construction Standards
Dept of
Current*
Total
Disposition
Title of Record
Record
(In Years)
Retention
of
(In Years)
i Does
Day Sheets (Station Logs)
FIRE
3
3
D
Deeds/Easements
CC
I P
P
P*
Dept Manual
I PID
( S
P
S
Veh Legal Citation
Code
Statute of Limitations for
Health Providers is 3 years; CP
§340.5, GC§34090
GC§34090(a)
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 & Redevelopment
CC
2
P
P
Agreements
Development Entitlement Files:
CDD
P
P
Address Files
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
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
Title of Record
Development Entitlement Files
Design Review Cases
Development Entitlement Files
Design Review Guidelines
Development Entitlement Files
Environmental Documents
Development Entitlement Files
Parcel Maps - Tentative
Development Entitlement Files
Subdivisions
Development Entitlement Files
Traffic Analysis
Development Projects
Dispatch Audio Tapes
Drivers License Data - Class B
Economic Development Plans
Dept of
Current*
Total
Disposition
Veh
Record
(In Years)
Retention
of
Code Legal Citation
(in Years)
Docs
CDD
2
P
CDD
S
P
CDD
2
P
GC§34090 (a)
CEQA Guidelines
CDD
CU
P
P
GC§34090 (a)
HS§19850
CDD
CL + 2
P
P*
GC§34090 (a)
HS§19850
CDD
CL+2
P
P*
GC§34090 (a)
HS§19850
CDD
CIL +2
P
P'
EDD
PD
100 days
100 days
Recycle
Retention applies unless there
is pending litigation;
GC§34090.6
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 & obtain
Report or T +
a new report every 6 months;
2
not accessible to the public;
VC§ 1808.1 (a), 1808.2, 1808.21
EDD
CIL +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.
O
Page 17
Dept of
Current*
Total
Disposition Veh
Title of Record Record
(in Years)
Retention
of Code legal Citation
(Excluding those for Public Works
(in Years)
Docs
Election Results - City CC
4
P
P*
Emergency Preparedness Plan FIRE
I 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
I GC§ 12946
Employee Records - Classification &
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
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)
�* 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 18
Title of Record
Employee Records - Training
Programs
Encroachment Permits
Endowments
Environmental Documents
Equipment Files
Owners Manuals;
Service/Maintenance;
Purchase Information; and
Correspondence/Back-up
Data
Equipment Records
Facility Rentals -
Permits/Applications
Fair Political Practices Commission -
Bulletins and General Information
Dept of
Record
ADM
CDD
We
EDD
PFS
WRC
Dept
ADM
PR
CC
Current*
(in Years)
S
CU
P
2
T+1
Total
Retention
(In Years)
S+2
CU+2
i
T+1
Disposition Veh
of Code Legal Citation
Docs
D GC§ 12946
D Projects requiring
Encroachment Permit as part
of entitlement will have
permit in Entitlement File.
P
GC§34090 (a)
CEQA Guidelines
D Note: T for this record is
termination of ownership of
the equipment.
Authority: There is no specific
statutory authority for
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.
S I S D
CU I CL+2 D
CU+S 1 CU+S D
FPPC Opinion
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.
7C'' Page 19
)�)* 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.
W
Page 20
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code Legal Citation
(In Years)
Docs
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.
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
)�)* 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.
W
Page 20
Title of Record
Dept of
Current-
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(In Years)
(In Years)
Docs
Code
Fingerprints
Note: Includes hardcopy and
Suspect, Adult/Juvenile
PD
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
Fire Investigation Reports
FIRE
2
10
D
Administrative value; Criminal
records are transmitted to
DOJ and retained by State;
GC § 34090
Flood Plain Documentation
I WRC
CL + 2 I
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 I
P
P.
* If office space is at a premium, records in this category may be stored at the City's oft -site records facility, as they may be easily retrieved.
S
Page 21
Title of Record
Dept of
Record
General Plan (Working Papers for
GP
Development of the General Plan)
General Plan Amendments
I GP
General Plans and other land use
GP
and development policy and
regulatory documents.
Goals/Work Programs
Dept
Grading Permits (See Building
CDD
Permits)
Grand Jury Reports
CC
Grants - Applications, Legal
CC
Documentation and Related
Dept
Correspondence
Grants - Financial Documents
CC
ADM
Grants - Project Documents/Reports
Dept
Current*
(In Years)
5
CL
2
CU+2
2
2
CL
Total
Retention
(In Years)
10
P
P
CU+2
P
5
CL+5
Disposition
of
Docs
D
P.
i
CU CL+5 D
AU+2 AU+5 I D
Veh Legal Citation
Code
GC§34090 (a)
GC§34090(a)
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 22
* 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
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Legal Citation
Code
(In Years)
Docs
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
HozMat 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.
HozMat 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.
* 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
Title of Record
Dept of
Record
Historical Preservation and Historical CC
Records
Housing Programs I EDD
Housing Projects (Affordable EDD
Housing Developments)
Incident Reports Dept
Incident reports (Medical and Non- FIRE
medical)
Insurance Certificates
CC
Capital Improvement Projects
(Included in Agreement File and
separately, by Contractor)
Insurance Certificates:
CC
Agreements -General, Consultant,
Professional Services
(Included in Agreement File and
separately, by Contractor)
Inventories - Fixed
ADM
Assets/Depreciation Schedules
Inventories - Minor Equipment (other
Dept
than Fixed Assets)
Current*
(In Years)
CU
OURWA
CL+2
2
5
Total
Retention
(In Years)
P
AU+5
P
5
5
CL+2 P
CL+2 P
Disposition
of
Docs
P
0
P.
i
P*
2 AU+4 D
2 4 D
Veh Legal Citation
Code
Recommended by State Fire
Marshall; Statute of Limitations
for Health Providers is 3 years;
Juveniles are required until
patient becomes IS years
old; CP§340.5, GC§34090
G C§ 34090
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 24
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.
cXZ Page 25
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code
Legal Citation
(In Years)
Does
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.
cXZ Page 25
*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.
Z Page 26
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code Legal 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 & 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)&(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.
Z Page 26
IIf 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.
O
Page 27
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(in Years)
Retention
of
Code Legal Citation
(In Years)
Docs
Legal Advertising and Public
CC
2
5
D
CCP§343
Hearing Notices
GC§911.2
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+ l
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.
IIf 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.
O
Page 27
,.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.
0
Page 28
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(in Years)
Retention
of
Code Legal Citation
(in Years)
Docs
Loans & 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
5
D
Management Audits
CC
2
10
D
Maps & Plans - Aerial/Drainage/
EDD
2
P
P
Grading/Subdivision/Survey
PFS
WRC
Maps & 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.
0
Page 28
Title of Record
Meter Reading Register
Minutes (Hard Copy):
City Council
Historical/Cultural Preservation
Planning Commission
Joint Powers Financing
Authorities
SPARC
Municipal Code, City of Petaluma
Mutual Aide Agreements, Joint
Power Authorities
Narcotics and Narcotics - No Arrest
Case Files
Nomination Papers - Successful
Candidates
Nomination Papers - Unsuccessful
Candidates
Oaths of Office - Elected Officials
and Committee/Commission
Members
Dept of Current*
Record (In Years)
ADM 2
2
CC
CDD
Staff Liaison
im
CC
CC
CC
Total
Retention
(In Years)
2
P
P P
When No P
Longer
Required
CL+2 CL+2
Term
Election + 2
Term
Term + 4
Election +
2
Term + 6
Disposition
of Code Legal Citation
Does
D
P. GC§34090(e), 36814, 40801
P* GC§34090(a)
P Originals maintained by City
Clerk permanently; GC
§34090
D Note: Retained by division
until no longer useful for
investigative purposes
Authority: Secretary of State
recommends this retention
period per authority of
GC§34090, which does not
authorize the destruction of
records less than 2 yrs old.
D EC§17100
D EC§17100
D 29 USC 1113
�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
Park Improvements - City (Including PR P P P*
Blueprints & As Builts)
Park Improvements - Working PR S S+2 D
Documents
Parking Regulations/Enforcement ADM 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.
W
Page 30
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code
Legal Citation
(In Years)
Does
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§3409D(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 & As Builts)
Park Improvements - Working PR S S+2 D
Documents
Parking Regulations/Enforcement ADM 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.
W
Page 30
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code
Legal Citation
(In Years)
Docs
Parks - Historical Information
I 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
I ADM
2
CL + 4
D
129
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
I P
P
P.
Petitions - General/Public
CC
2
5
D
Petitions (Not Public Records)
CC
Initiatives
8 months
8 months
D
EC§ 17200(a), 17400(a)
Recalls
after
after election
Referendums
election
�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
Title of Record
Dept of
Current*
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(In Years)
(In Years)
Docs
Code
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+5" retention period,
however, citing authority is
GC§ 34090.
Policies and Procedures -
Dept
S
5+2
D
Departmental
Press Releases
Dept
2
2
D
Proclamations
I CM
2
2
D
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.
* 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.
yVJ.lr Page 32
Title of Record
Dept of
Current"
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(in Years)
(In Years)
Docs
Code
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.
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
I CU
CU + 2
D
Quarterly/Year-End Reports ADM 2 P
including ESIS, FIT (including W2's),
SDI, SIT, SUI, 1099s
�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 33
Title of Record
Dept of
Disposition Veh
Record
Questionnaires/Surveys - Council
CC
Directed
Legal Citation
Questionnaires/Surveys - Other
Dept
Records Management - Disposition
CC
of Records
I 5
Records Management - Retention
CC
Schedules and Manuals
V,H Note: Fingerprint card, photo,
Redevelopment Agency
EDD
Administrative Documents (State
information also forwarded to
Reports and Plans Not Listed
Within
Elsewhere)
DOJ
Registration Files, Arson, Sex and
PD
Narcotics
Authority: Secretary of State
Registrations, Recreation PR
Relocations (Records affecting the EDD
title to real property or liens thereon)
Residential Sprinklered Homes FIRE
Resolutions:
City Council CC
Petaluma Community
Development Commission
CU
Total
Disposition Veh
2 I
(n Years)
Retention
of Code
Legal Citation
P
(In Years)
Does
CU
I 5
D
Life of
CU
2
D
2 I
P
S
S+4
D
P
P
P
HS
CRA
Life of
Life of
V,H Note: Fingerprint card, photo,
Registrant
Registrant
information also forwarded to
Within
Within
DOJ
Jurisdiction
Jurisdiction
Authority: Secretary of State
recommends this retention
period without citing
authority.
CU
CL+2
D
CL + 2
P
GC§34090(a)
P
P
P
Vital records; GC§34090
10
P
P*
GC§34090(e), 40801
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.
—A-1
Page 34
Title of Record
Dept of
Current*
Total
Retention
Disposition
of
Veh
legal Citation
Record
(In Year
(in Years)
Docs
Code
Restraining orders
PD
See
*Authority: Secretary of State
Includes: Emergency
descriptor
recommends retention after
protective orders, temporary
law enforcement actions
retraining orders, legal
described in PC§273.5,
stipulations, orders after
273.6,646.9,12028.5,13700 and
hearing
FC§ 6380-6383 are fulfilled
and effective date of
restraining order
Revenue & Expense Summaries
I ADM
( 2
2
D
Rosters of City Officials
CC
4
P
I 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
CIL +2P
I
GC§34090(d)
PFS
Solid Waste Management
PFS
I 2
5
D
GC§34090
(Recycling/Refuse)
*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
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 36
Dept of
Current'
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code Legal Citation
(In Years)
Docs
Sonoma County Project Referrals
CDD
CU
2
D
Standard Operating Procedures
FIRE
S+3
S+3
D
Statute of Limitations 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
Statements of Economic Interests -
cc
4
7
D
Originals filed with City Clerk
Statistical (CR), Uniform Crime
PD
CU + 5
CU + 5
D
V,H Note: Originals sent to DOJ,
Reports Mandatory to DOJ (LEIC);
FBI
FBI Include Return A/Supplement;
Authority: This retention period
Supplementary Homicide Report;
exceeds the Secretary of
Law Enforcement Officers Killed or
State recommended
Assaulted; Monthly Return of Arson
retention period set forth in
Offenses Known to Law
GC§34090, which does not
Enforcement; Number of Violent
authorize the destruction of
Crimes Committed Against Senior
records less than 2 yrs old.
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 36
Title of Record
Dept of
Current'
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(in Years)
(In Years)
Docs
Code
Statistical (Crime Analysis)
PD
CU + 5
CU + 5
D
H Note: Internally generated
information using activity logs,
APB (Daily Bulletin)
PD
CU +1
CU + 1
D
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: This retention period
exceeds the Secretary of
State recommended
retention period set forth in
GC§34090, which does not
authorize the destruction of
records less than 2 yrs old.
Statistical Reports
I ADM
2
2 (
D
Street Lighting Inventory
I PFS
S+2
S+2
D
Street Maintenance and Street
PFS
CU + 2
P
P*
Lighting
Street Naming and Numbering
CDD
P
P I
P*
GC§34090 (a)
Street Report and Annual Report of
I ADM
2
AU + 7 I
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.
0
Page 37
Title of Record
Dept of
Current"
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(In Years)
(In Years)
Docs
Code
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.
S
Page 38
Title of Record
Dept of
Current'
Total
Retention
Disposition
of
Veh
Legal Citation
Record
(in Years)
(In Years)
Docs
Code
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
1
1
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
Departments, 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 39
History
I
Iffoffice 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
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(In Years)
Retention
of
Code Legal Citation
(In Years)
Does
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
I
Iffoffice 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
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.
It 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
Dept of
Current*
Total
Disposition
Veh
Title of Record
Record
(in Years)
Retention
of
Code
Legal Citation
(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
Unserved
Until served,
CU
recalled or
Until served,
purged
recalled or
purged
849(b) and Any Arrest
PD
CU+2
Resulting in Detention only
Recall after 1
CU + 2
V
yr
Recall after 1 yr
Parking
Recall after 5
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.
It 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
Water/Wastewater Quality - Lab
Results
Water/Wastewater Regulatory
Reports - Water/Water
Reclamation/Storm Water
Weapons
Dept -owned database,
personal weapons,
alternate, secondary,
handguns, inventory repairs,
inactive concealed
Work Orders
Worker's Compensation Records
Zonings/Rezonings/Prezonings
WRC
WRC
AN
PFS
ADM
CDD
Code Legal Citation
Title 17
§ 7605(f)
40 CFR 141.91
NPDES Requirement
5 12 D 40 CFR 141.91
5 12 D (All requirements
incorporated.)
P P Secretary of State
recommends this retention
period without any citing
authority.
CU+2 I CU+2
2 I CL+S
2 1 P
e
*
GC§34090(a)
HS§19850
1199898.1
* 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
Dept of
Current`
Total
Disposition
Title of Record
Retention
of
Record
(In Years)
(In Years)
Docs
Water- Backflow Device Reports
WRC
3
3
D
Water/Wastewater Certifications
WRC
CU
CU + 12
D
Water/Wastewater Permits - NPDES
WRC
CU + 2
P
Water/Wastewater Permits - Other
WRC I
CU + 2
CU + 2 I
D
Water/Wastewater Quality - Lab
Results
Water/Wastewater Regulatory
Reports - Water/Water
Reclamation/Storm Water
Weapons
Dept -owned database,
personal weapons,
alternate, secondary,
handguns, inventory repairs,
inactive concealed
Work Orders
Worker's Compensation Records
Zonings/Rezonings/Prezonings
WRC
WRC
AN
PFS
ADM
CDD
Code Legal Citation
Title 17
§ 7605(f)
40 CFR 141.91
NPDES Requirement
5 12 D 40 CFR 141.91
5 12 D (All requirements
incorporated.)
P P Secretary of State
recommends this retention
period without any citing
authority.
CU+2 I CU+2
2 I CL+S
2 1 P
e
*
GC§34090(a)
HS§19850
1199898.1
* 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