HomeMy WebLinkAboutAgenda Bill 3.B 11/15/2004'' ^' s
.._.. ", CITY OF PE VIA,, CALIFORNIA
AGEN, DA � III N � 15 ,
Agenda Title
Meeting Date
II
Resolution Adopting Citywide, Records Management. Retention
i.
November 15, 2004
and Destruction Schedule forthe City f-Tetaluma.
ty
Meeting Tim e: Z 3 :00 PM
❑ 7:00 'PM
Category (check one) Z Consent Calendar Pub lic Hearing New Business
❑
4
❑ Unfinished Business ❑ Presentation
De
- or : P
Direc €
Contact Person:'
Phone. Number
City lerk
ty
Ga y l&
Ga l& Petersen
.Gayle' Petersen. - "
(707) 778 -4361
Cost of Proposal N/A
Account Number -N /A
Amount Budgeted N/A
Name.of.Fund N/A
Attachments "to Agenda Packet Item
Resolution Adopting a Citywide Records Management Retention and Destruction Schedule.
ty of Petal uma has several adopted retention schedules,
Summary Statement Currently, the Ci .
crea p ed by individual„ departments.. In an' effort to update the, information
P
c to
and create a tywide document to be used ' by all departments, the City Clerk met with each
,
on and destruction needs. Anew sc
dressed •theifv hidividu re has
g oc
been creeat d that meets'current law ,incor orates di ital documents' and' better describes documents
_
'On
housed in each department. ce 'refined the schedule,,, was,, again circulated to departments for
input and confirmation that it met their needs.
Recommended City .Council"- Action /Suggested Motion
d that ; the City Council adopt proposed Resolution Approving 'a New Citywide
;and Destruction Schedule.
Retention'
Records
iev wed li Fina`n''ce.Director:
Reviewed.b �`' At'torne <
e:
A ro Cit Mana er:
Date:
ate:
C T A =
2004
To s" ate: -
RevisYon. #' and bate.,Reyised .
File Code
#
r ,.
i
CITY 01F PETAL JMA'' CALIFORNIA
November 15, 2004
AGENDA REPORT
FOR
Adoption of Update Rec' the' City ogPetalumatenton and Destruction Schedule for
Mana ement R,
EXECUTIVE U M MARY: few Y c ity p w
IVIMARY For- °the � w,, ears, cit . de; `artments have been : managing their records
P y ppad�nt schedules have not been
based ' on Individual de .. artmental. schedules ado . ted. The curre
� upd'atedaince' 19 97'. ��The�,Clt ��1lerk m`et w,I�th each de, artrhent,to dress their specific needs and is
now proposing 'a citywide ,retention and destruction schedule;tb be utilized: by all departments.
BACKGROUND; So as t gement
o address records rnana
- qnd storage of documents citywide, and in an
effort to ;address optical ,im needs for, the ;future,,.,, theClty Clerk undertook the task of meeting
with each department to- address their Individual 'records.ma'nage,ment - needs. A new updated list of
documents was created' and then circulated again f the department directors for approval. The 11
s now br
City, Clerk i i;nging forward th''e proposed Citywide Retention and Destruction Schedule for
approval by. th:e. City Council. With this: approval:, the Clty Clerk.wll be able to facilitate destruction
efforts with Individual departments wif approval of Council, as long as:the destruction of
Alks bich documents Is'done in. accord ncb with.the adopted Retention and Destruction Schedule. By
Wimoving forward . with, the destruction of applicable documents the City,,Clerk will be able to better
g g' p n; facilit Fort Does a e optical imag I
' y y ' p .ying .26 - s d e'racubie foot . for storage g ng efforts for
rn'ana e. storq, e s ace at our off -site y ( ) < < r
various departments. The CIt: currentl " is a i cent' p' along with
pecific'fees for retrieval• ofiboxes „on a reguiar basis .costing a monthly average of $1,037.00. Purging
and destroying appropriate documents' is the first crucial step toward moving forward with optical
Imaging. Placing records Into optio imaging ,tprmaf4 Will, provide easier access to outdated
documents by. citizens and employees, as well as , eliminate` the ' °useless.storage of several boxes of
paper,
h ado the
y adopt y idual'., .,de artmental sc ed w cit wide schedule and eon
c t�
' ,{ ould choose to not ad
o the ne _
ules or, the Council could .
�opeRatin With outdated, v _ . P. � - _.:
updated Citywide Records Management Retention and Destruction Schedule.
u,. FiniaNCiaL annPdcrs Although there would `be a cost to optically image appropriate documents, the
reater, cost savor s is in the de In , space d at our off -site storage facility. Additionally,
g g relates to th n r °of boxes that would. not have to be
there would b'e a+ cost sauin s as it, umbe,
retrieved on a =regular basis If the Information within-those frequently requested boxes were optically
imaged.
Y
CONCLUSI
ON It is In t he best Interests of the
City to have a Citywide: Records Management Retention.
,
and Destruction Schedule that isAutilize.d.by all departments citywide.
�, RECOMMENDAT[ oN The City,, Clerk recommends, approval 'of the Resolution Adopting , a Citywide
Records Management Retention and, Destruction Schedule.
4
RESOLUTION ADOPTING CITYWIDE RECORDS MANAGEMENT RETENTION AND
DESTRUCTION SCHEDULE FOR 114E CITY OF l°ETAL
UMA.
WHEREAS, The 'City -of Petaluma records are subject to the retention regulations
of the Government Code; and
WHEREAS, the 'C Council of the City f Petaluma .ma, authorize ,retention
y Y
'schedules and destruction of obsolete Ci,tyrecords pursuant to.th'e Governrnent
'Code; and, -
WHEREAS, the proposed Citywide Records Retention and, Destruction Schedule
has been extensively reviewed by the City Clerk, Department Managers an'd the
City Attorney, ,and
WHEREAS, records retention : chedu'les constitute an active, continuing program.
'for :,the maintenance .and disposition of records and the City Council' approval of
G Citywide Records Retention and,:Destru`ction Schedule constrfutes continuing,
approval:'for. the Department H:ed`d' to properly idispose bf. th,e obsolete records
as indicated on the: attached schedule (Exhibit "'A ") with , they concurrent .
doptovaif of the City Clerk and City Attorney.
NOW, THEREFORE,. BE IT' RES:O.LVED by the City Council of the''City of Petaluma,
pursuant t.o applicable Statutes-, as follows:
1. The Citywide, Records Retention dnd Destruction Schedule is hereby
approved; and,
22. The ultimate disposition. of records pursuant to - the attached schedule; is.
hereby gpproved ,'by the City Council'upon signed authorization of the
Departm,erit Head, City Clerk and City Attorney without :further City
Council acfion; and;
3. ' 11 prior Retention S'ch'edules - for the City of Petaluma dre hereby
rpealed.
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�85a ®raft Re.co d e .,,
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N�a's„a:3:v
eparfinent
DM = Administrative Services (Finance, Human Resources, Risk Management)
TTY = City, Attorney = MGR = City Manager
C = City Clerk PD = Police
DD = Community Development PFS - = Public Facilities-and Services
)D: -- Economic Developrr►ent & Redevelopment PR : = Parks and Recreation
RE =Fire - WRC Water Resources & Conservation
P -' = General Plan_ -
OUS = Housing
urrent* /Total Retention : Disposition
J = After Audit = Destroy paper document after stored in alternate format -
L - = Closed /Completed /Terminated (TBD Microfilm /CD Rom /Etc.)
U. = Current P = Retain paper document - permanently
Permanent - P* _ - Retain: paper document and store in alternate-format (TBD) - -
Super§eded; D = Destroy after retention period expires = -
=Terminated (Personnel; Volunteers)
)gal Citation If _none, record should be_kep.t no less than two years as required'`in G.C. 34090(d).
=tention Code: This code is used for input into the computerized records management index.
OTE: "Non- Records" have not been included as part of this Records Retention Schedule. A "non- record" 'is any paper generated during the course of
usiness that does not merit retention because it does not contain information of a significant or lasting value:. Rough drafts, transmittal letters, cover memos;
ublications (unless printed by the Cityin the course of business) or other resource material, and copies of original documents such-as agreements, ,minutes;
'dinances, resolutions,. agendas, etc., unless an integral part of a file, are examples of non - records. Non - record material can be disposed of at the
iscretion of the Dept Head.
f office space is at a premium, records in this category may stored at the City's off -site records storage facility, since they may be easily
�trieved.
* 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 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 2
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Closures - Streets
Abatements (Code Enforcement)
CC
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Abatements, Weed
CC
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City Clerk - retains Council staff
reports permanently;
Assessments are recorded
=
with the County when
appropriate; GC §34090
Accident Reports; -Non- Fatal
PD'
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Note; For traffic collision'
fatalities,�ret"ain permanently
per recommendation. of`
Secret ary`of State.
Accident" Reports, Non -Fatal
PD
- CL + 2
CL + 2
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Authority. The Secretary of
State' has recommended this -_
retention period per -
GC §34090, which doe 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
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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 Cit 's records facility, -as they may be easily retrieved.
Page 3
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Note: Scope of these - records
Records Relating to'Po
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Department Personnel
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Police Dept and relating to
conduct of p6lico.7,'
officers/departmental
'persdpnel. 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 RepQrfs/Packefs (Pack ' et
2
5
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copies of staff reports & related
d.ocumentS)_:
City Council.
cc
Planning C ommission
CIDD
Commissions/Committees
Staff
Liaisons
Agendas/Special Meeting Notices/
CC;
2
2
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Certificates of Posting /Meeting
CDID
Notes:
Staff
City Council
Liaisons
Flanning Commission
Commissions/Committees
ts - Capit I me t,
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cc
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GC§,37090a; 4004; HS§ 19850
If office, space is at a premium,' records in this category may be stored at the Cit 's records facility, -as they may be easily retrieved.
Page 3
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Professional Services,. and
Reimbursement . _ .
Agreements Subdivision",
CC
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GC §37090a; 4004; HS §'19.850
Airport Commission -
CC
2
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Annexations - Reports - Agreements,,
CC
2
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GC §34090 (a) --
Public' Notices
-
Apparatus and Equipment Records
FIRE;
_
3
3
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Statute .of Limitations for .
and Testing
Heal fh Providers is 3 years;
OSHA requires I year; State
requires '2 years; Title•8; CA
-
Code Reg; §3203(b) (1)J ;.
CP §340.5; GC §340-
Apparatus, Equipment & Fixture
FIRE
Disp +7
Disp +7
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Inventories
published articles show?
=
years, auditing purposes; GC
§34090
Appeals
CC
2
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CCP §583:320(x) (3) z
* 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
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Le� "al Citation
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Appeals (Served Copies).
PD
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CL + 2
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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 ° Secretay of State has
•recommended '''CU +3"
retention period per authority
of section covering , statute of
limitations CCP §583.320(a)(3)
but GC §34090(4) 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 at ti eCity's off -site records facility;, as they may be easily` retrieved.
Page 5
* If ioffice 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
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Years;
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Arrest /Conviction (Marijuana) _
P_ D-
- CL:+ 2
CL + 2 --
D -
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Not L`'
e: "C' for this record
HS§ 11357`(16) (c);, (d), (e). or
-
_
series denotes date of
HS§ M 360;(b) Violations
conviction or arrest if no
Occurrinaafter:Jahuary 1',
conviction; do not'dest oy if °.
1976 -
pending civil actioragainst
_ :-
-
lawenforcement` (see _ _
HS§ 1.1361.5(d)); this record
series applicable to
• -
_
-
convictions occurring =df -ter -'
January+, 1996 or arrests not = - '-
filed by conviction occurring
after °January -.1, 1`996';
- _
exceptibr HS §`l 1357(e.)- the:
records shall be retained until
-
a'.juvenile °offender attains,Jhe J,
age of 18 years, then - ?°
-
_
destroyed pursuant to'_
§'1 1361.5 Authority:
-
=
HS §7 1, 361.5 -
Arrest /Conviction. (Marijuana)
PD
Mandatory
Mandatory'
Mandatory
V,H
Note: Applicable convictions
-_ HS §',1.,1357(b), (c);, (d),, je) or
destruction.
destruction
destruction
occurring prior `to' J `l;, '
HS§ 1'1360`(b) Violations
: 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 Janudry 1, 1996 for -
violations of'HS§ 1 1357,'1136'4,
11365,115'50.
Authority: Secretary of State
Guidelines recommend this
retention period per the .
authority of HS §.,1 1361':5
which does not refer to such
-
violations. -
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$";n•A;s.�3:R�>.iYL1 - .Y>v.w.n.W�%��,,.,�.,. ,.%LiS:'gSt�%"S:%%�'7. �1 :-
Articles of incorporation
CC
2
P
P*
Assessment Districts - .Financial
ADM
CL +2
P.
P*
GC §34090
Documents. '
Assessrnent'Districts - Formation
EDD
CL + 2
P
P *'
Documents, Maps, Diagrams,
P.FS
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'S,tate;.
Investigation/Proceedings
Guidelines recommend this
Case File
retention period per the
authority of'GC §34090, which
does not- authorizethe-
destruction of records less
than- 2 yrs old.
Audio /Vi;deo Tapes /Meetings:
CC
8
8
Recycle
GC §34090.
City Council
CD,D
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 b,e stored at the City "s off - site records facility; asthey maybe easily "retrieved.
Page 7
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 8
77
f
_47
Audits/Working Papers
ADM
2
AU + 5
D
Bank S.ta
'ADM
2
AU + 7
D
Bids, Requests for°Qubf6s:"ROOuests
Dept
2
AU + 5
D
CCP§337
for Proposals (ExcI_udhgTublic--
Projects) - SUCcEiSsfu
Bids, Requests for Quotes, Requests
CC-
2
2.
D
CCP§337
for Proposals (Including Public
Projects) - Unsuccessful'
Bonds - Arbitrage . Reports,
ADM
CL + 2
CL+ 10
D
CCP§337.5
Continuing Disclosure Reports and
Final Documentation, Official
Statements, Defeasance
,6 ments (Including,
D cu
Reclevelopmen-tAgenc y)
Budgets (EXclucling Redevelopment
ADM
5
P
P*
A e
g n
Supporting Documents
CU + 2
CU + 2
D
60'dbets (Redevelopment Agency)
EDD
5
_P
P*
Building Permits
CIDD
2
P
GC
'HS§ 19850
Buiidi Permits- Denied
CDD
'CL + 2
CL + 2
D
80ilding 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 maybe easily retrieved-.
Page 8
0 0'
Nk
OS
?k
or �"
p9a G Lion n ',R,4
'Building Plans - Residential .(See
CDD'
CL + I
CL+ 1
HS§T9850
Le,gal'Citation@/Codes for
'CQ§ 1351
Exceptions)
Business Registration Applications =
ADM
2
4.
D
, CQP§337
California State
Dept
CU +2
CU +'2 2
D
'V,H
'Authority: There is.nQ specific
istatutory authority for
Other•State Ageacies
retention of this item;
however, given ,its' historical
Val0e, the Dept may consider
retaining for 2 years under
authority of GC§.84090,. which
does not:aut-horize the
destruction of records less
than 2 years old.
Campaign Statements - Successful
cc
2
P
GC§
COndidates andjor C'Ommitteos;
campaign Stafern -
cc
2
5
D
GC§81009(b)
Unsuccessf Candidates and/or
Committees
Capital Improvement Projects
EDD
CL + 2
P
P*
GC§34090,(a)
PFS
HS§ 19850
PR
WRC
If office space.-is a premi records ' ,in thiSn cafegory.,n)ay be-sfored at the City's off-site records facility, as they may be easily retrieved.
Page 9
:;:q "�`' _� sl w4N � � , �s -„�"!�
-- .. :... • _ ..... ;.
Pxi Ea# �
�e_. �
x. -Y.. ,_.
.. -. ' *r'+
m_'G N,.` �a +5.
.. x i a
E 5
`= Y;R•4`k
w) wJ..
$ R
<(• �„'
' °'+` +? :..: 'L
"� a r#' R
_. _.. ., .z.
€, ..y �..;_ -• �W-w .�;, }�_: � { :t..;:x.'{, lti. S 'kx'�...'..
_.
) { #_ � ,....
....:.
,k so, .. -._ :: ...
,
Current;
£. �a.. '.?;.
r s
Dis
a.'a
y .§' R t� �'Y
� ..yam 1c °. 'y F k� - L.mt ,
Retention
. fis..
...
Code.,
�
e
N
,..Docs��?�
.;_ r
.. -_,
_ -
; ` F t x'
„s fl: -,3.
• : •�. S .!� &N . 3 .5:. .
E p�
h'
Case Books, Investigative-
PD
CL+ 2
-
CL + 2
Note: Retained by division
-
until a case is
-
-
suspended/closed;_
transferred `to Re co
to be filed with associated.-
Daily Reports file.
_
Authority: Secretary of State_- .
-
Guidelines.recommend`this�
retention period per the -_
-
authority- GC §340901.which
not:authorize the_:.
-
destruction of records less`'
-
than 2 yrs old.
Case Files.
PD
P
-
P
'AuthorO.- Secretary of State-.
Homicide; Investigator's File
Guideliriesxecommend this
retention, period per the
statute of imitation for
_
offenses: punishable = 'by
•death life in pri "son per
PC §799.
Cash Receipts-
ADM - . _
2
AU 4-
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 §''19$50
Certificates of Occupancy (Part- of
CDD
2
P
GC §34090 (a).
Building Permit Files)
HS §19850
* if office space is at a premium, records in :this category mdy be stored at the City's off -site records facility, as they may be easily.retrieved.
Page 10
-
r
.. y...s
... .::... . ....... � :. �...,.r. �' . ,.J. ✓ A .. .� : � iY �<
. _t�{++?+,.4 _... ,lc, f rte,- ._.ix<, + „e.,.1& -.un4: ,..,
P..
h *k ......
e_.. .., ....r,.,..: � °✓�4.
rr s
w
,. ,'t _. x.. - .
�a8v�� ,< ..3 ^.ii'f .,.
°r'�Yr
f
Totals
�..
, �
Retention
....
r
'1�i.PE ..... . _. - .
F , ?., ...Ia4a.x95`�l#i "e'."�.s.. t.. ;iML`L�
3
Dis osI Lion
S
I.:
- �
t,
�'�k^ OCS
+'4:."W - .. , r ,., ,
�'aiJ�Y ��
Y.. _.. f;..
� f� 5 `� k
--
g
'
ti:7h,�T, _`"i.°+#�..
}�$
+� �R "h cd^ ���� #„
Citations -
PD
V,H
*Authority: Secretary of State
recommends these periods of
Cards -Dispatch & 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: . 1 136
HS §1 1357(e) Juvenile
CU +2
CU + 2
D
Authority: * See above
HS §�11357(b),(c),; 1 1,360(b)
CU + 2
CU ± „2
D
Note:•OriginaI s'forwarded to
violations
court:
Authority: 'See above
Cite & 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 -0 forwarded to
court' after agen
processing; includes citations
Parking /Traffic, Duplicates
CO + 2
CU ± 2
D
electronically created
Authority: Secretary of State.
recommends retention
period for per GC §34090::7
Transmittals
CU + 2
CU + 2
D
(duplicates).
Note:Gisting of,citations
forwarded to court, filed for
reference
Authority:'* See above
City Property Facilities - Proper,'ty
ADM
CU
10
D <
Management Files
* If office space is, at a premium, record's in this category may'be stored at-the City's off =site records ;facility, as they may be easily retrieved.
Page 11
an)? 3'
,. ±..,. :... .....< 1
�
.. ,,.. Y,. .,.
.i` p,. ,�
-.. ,: ._.
De tof .._
PY
.. �� .�
. .,.n . .-
C.urrent ....,
j . T,otal
s
µ w�
"a1-
Title.of Record
.,,
ecor,
In Years;..,
Retenfion.
of ��
,��,�
Code
Le Citation ��£ -�
gg�
«
�
a
( ears) n
� ores � �
t {
M q�.,k' ..� �?�
.3 u<ua, ,� .F .... ._ ... z _ .�'
5: ;.,,....5
#�R�C .3, .ra=. e�.du
Z ak . ..Y.
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=
yeas per GC §34090(d), :if the
-
record does, riot - pertain - Jo
citizen complaint against
police officer.und.' r PC §832.5.
Claim Files (Police) Relating to
PD
CL + 5
CL +'5 -
D
V
Norte: 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
Ci_ + 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
Pb
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
c
` s �r, i:.r�' '.. ,3;r�. - ,( rs 'k ` ,". ,F ,. :•: !. -:
?ry ,....n 5..... x.
.. a :..:i �' .
3. 5'w _.. 4,_.,...
:': ",.E
.x'
,p.
dj ➢ 'a -
♦.....,. m.X a
F'u i"� ": i`Y e' iii,.:.:
,3. ..,. .. ... ,,. d...G ., Fr
. ,... rT-. ( .:. ..x v�^ .... -1 _. M.9:'.....:.x
.:C. -2. � . .. .,, y
V,
•,...,. a.:::. �:3... ,..,.
.:L<. ..,.
,.
Cu,rrent
,,. . :..a- �3n„ xKr
�x 1 E ,. .:,..
Zotal. �
.h. ... .... • • ..,x.Y xi
_.'..,x'
,, Dis i ,.�a, �
.,.Y
xe�r a f`_,,..
k
a
Title;of= .�.
n
*._
� ... �:� ..�
,.. •. ,Y,�..
-
2,21R
. �-� ,� � �d;
--,�r
Ueh
�
Le "alCitation
,Record. , <�
. .r_..a
Rec7 rd
...Retention
f
. �
w
s�
a
v a
,ode
,
Communication
'PD
CU + 2
CU + 2
D
Authority, - : Secretary of State
Equipment - Radio Logs
recommends, this retention
(Communication)
period per'authorityof
Field Interrogation Form
GC §'34090, which does not
General Orders
authorize destruction of
Radar Calibration Reports
records less than 2 yr$
Conflict of Interest Code
CC
S
5+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 #4 "6)
Authority` There` "is no specific
statutory authority for
retention, of these items,
however, jhe Cify's ,computer
system, having a.lirriited
r
capacity purges electronic'
-
mail messages on a regular
basis. Also see City's
Computer System_ Usage
Policy.
z
* If office space is at a premium,; records in this category maybe stored at the City's off site records facility, as they may be ecdly retrieved.
Page 13
k
.ai
. ..
is osition _
.e t of -
T ,, .. _.,_. ,.,_., .... , � •.._ ..,.:Retention �.�.� _ . ..� �, , x , � � �_ ,.
._ ,. _ ,.. _ � s �.x..: � _ �. w..:,_ � � -�.� • _. �. , Of � .�- :.Le al_Citation . K}
-
�
_..., _ ._ -, .. .... j..,a n, -�: ,„`�. _. .... ;.,..._� .3 ..,: -, . � ..._ .,,k.._ .. .t ._ �, .t7 .;.kat +r ,. '�� a,.. i �; •.�- �,° arc ' - -
..
Crime Reports - Felony With or PD See Legal - Note: The destruction of =
Without Arrest Citation felony, misdemeanor .and
infraction
crime /supplemental reports is
permitted provide_ d: ( does
not relate to an `
_ unadjudicated arrest except
for HS§ 11357 or § 1 1360
- _ violations;: (2) does not ;relate -
= to on, served-warrants; (3) does
-- not involve "identifiable items
- - which have not been
recovered` (4) does not relate
to v'ioldtions.lisfed: in PC§ 799,
800; ('5) does-not relate `to,
PC §290 (specified registrants),
§457arson), or HS§ 11590
(specified registrants); and (6)
edses =are riot presently
= involved in civil or criminal
litigation =
*Authority: Secretary State
�Guidelinesrecommend -
° --
assigning retention on
applicable statute of
limitation'.i:e PC §:800,801: °6 yr
for.bffenses punishable by ._
_ imprisonment in state prison
for 8 yr +; consider
Tolling /Exte-nsion of time . .
periods in P.0 §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 -
V `Win
_,
Reco W
N � I
"
C urrent * rre hr,
"
N
A T, td
i
0 Isposi loni.
t
a .
N
C J6 d 6
A
0- LegC3LUITCITI0IV - .q
Crime Reports -
PD
CU + 2
CU + 2.
D (See Legal
VIH
:Nbt&I destruction of
'Misdeme.anor/infr.ac'tions
Citation)
felony; misdemeanor and
infraction
crime/supplemental reports is
perrnitfo�d provided (1) does
n6frelafe to an
onadjudip ofed'arrest. except
for HS§ 11357 or 11360'
:Vibldtibns; (2) does .not relate
to unseryed, warrants; (3) does
not involve iderififidbla items
which have not been
recovered, m
(4) does relate
to-viblc(tions listed in PC§799,
OW (5) does, not relate to
PC ( specified registrants),
§.457.1 '(arson),, or`HS§ 11590'
ifi d re gistrants); (s pec 0. and (6).
cases are nbf,pfes6ntly
involved in. civil or criminal
litigation
Authority: GC§:34090
Customer Services
ADM
Billing Registers
Cu
CL A- 3
Services Orders
Cu
CL + 2
Address Files
Cu
P
Customer Account Histories
Cu
CL + 2
*.If office space is at a premi0m, records in this `category may be stored at the :'City's off records facility, as they m ay be easily retrieved.
Page 15
^S
twr
:P: h,,SS' •.... .. X< „ cux .>,
�. `'
-
"5 :Y 'u 3 - 'y, �°•,,
-
n
hais,
R
�
>.. ,.:�.„n x�. n...<
,. .._,.tee~ w » _ a, x+
.vt a'F Y+ . 4,. ,.. >E ?
� wf� ..;
a ,.,.w.a.,. ': ?•n..- . -5y
���.t..
..
,. »,
.,K. ..r. _ .,F"s";a.
Daily Activity Logs
PD
CU +'6
CU + 6
D
V
Note:. Daily report of staffing;
bookings%teleases, transfers,
transportation.
Authority: Secretary of- State _
-
recommends this:.retention
period per GC §340.Q0
Day Sheets (Station Logs-
FIRE
3
3
D
Statute of. Limitations for
He.alth.P,royiders is 3 yeas; CPA
§34.Q.5 GC §340:90.
Deeds /Easements
CC
P
P . _ r
P *=
GC §34090(x)
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
-_
D.esfruction of Crime Property°
-PD
- - -
Guns.
_
P
P
- P
V
Authority'Secretary of State
Narcotics
P'
P
P
V,H
recommends this�retention -
-`
period with no citing
authority. -
Development 8 :Redevelopment
GC
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
+�... 5. .. ,... .. .a... -{ ✓J.... .$'- .Y.b^.. .... .
.. ...... �. i ..3.: :
X1 k
k_
.✓r .
.v, ., ,.. ?
?..:,. i v».. .. hF• -« fr
.R �
.,'S..: Y
Y§?Fe.... .. L. .. _ .
�. R (
...,::,..
g.
� •
,.., �
� �,• � v
:l Y .:. < ` 3 n
• �
w -
de
v
n, (
fi d
,. 'r' : s
sn .9- t"•.�- ;
;i 5: r .,. - rx
.
-
iDevelopment Entitlement Files: C
CDD C
CO P
P' G
GC §34090 (d)
Annexations - Formation'Documents
Develop men't'Entitlement. Files: C
CDD 2
2 '
'P '
'CCP § 583:320(a) (3) _
Appeals
Develo,pmenFEntitl.em6flt Files: C
CDD C
CU- P
P
Conditional U`se Permit Project Files
Development Entitlement Files C
CDD 2
2 P
P *
*'
Design Re
Development Entitlement Files: C
CDD S
S P
P
Design Review Guidelines
Development Entitlement Files: C
CDD 2
2 P
P G
GC §34090 (a)'
En vifon m e ntaMocOmen ts C
CEQA Guidelines
D:evelopmen_f._Entitlement Files: C
CDD C
CU P
P P
P G
G.0 §;3.4090 (a)
Parcel Maps - Tentative -
- HS§ 1`9850
Development Entitlement.Files: C
CDD C
CL + 2 P
P P
P* G
GC §,34090 (a)
Subdivisions H
HS§ 19850
Development Entitlement Files: C
CDD C
CL + 2 P
P P
P* G
GC §34090 (a)
'Traffic Analysis H
HS §19850
Development Projects C
CDD C
CL + 2 P
P P
P*
EDD.
Dispatch Audio Tapes P
PD 1
100 days 1
100 days R
Recycle R
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, they may ,easily retrieved.
Page 17
b
"O
6
"3""T
Qfio
- brivers License Data - .C lass
PD
Upon,,
Upon Receipt
D
MUst obtain, review,
Receipt of
of Pull Notice
date public , &&ih'g
_n,
Pull Notice
System Report
record until, receipt-of pu . 11
System
or + 2
notice system. report & obtain
Report or T +
a new report every 6. months,-',
2
not accessible to the'public
YC§ 1808.1 190842; 1:808I1
Economic- Development Plans
EDD
CL 4- '2
1 + 5-
-Election. Results = City
cc
=4
P
P?l
Emergency Preparedness Plan
FIRE
S
S+2
D
Eminent Ddmain . Judgments
.-Cc
2
P.
P*
(Excluding those for Public Works
Projec
oj fs)
Employee Records - Ben - fits
AIDW
CU + 2
CO
D
GC§ 1 294 , 6
Employee. Records - Classification;
2,
= P
WagelRdt
-
Employee Records - Memorandums
CC
S
P
P*
GC§ 12946
of Understanding
Employee Records - PERS/Social
ADM
CU + 5
p
p
GC§ 1 2946
S,ecurity/SSI - Retirees
I
z
Employee Records - PERS/Social
ADM
CU + 5
P
P
GC§ 12946
SecuritV/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 may be easily retrieved.
Page 18
..
x..... , ........ .. .._ ..t ..4. , - -' .+`•R'.<..
''v. wh a ., ."•' ..: �' S l
_ zap
..., -.,_ ..'. -;..- / ry,
f .. - ''�,n^ .....
^,
..^� : ?: .....x.,
,. ,.. �+
i. k,. 't <.. ,..
e .'r";, t " F`
W
^: ..4•�i i` y ..,i:
V..:."'M .., ry ..� �L y
*4 -, +M.:a9 ..
.. �� �+ my:.
& £3'r
:.ad ,Ja �..
�a` ?'.� . A1
,2 ..,t"C .;, "- `A
.,
y
..:.Total
.x;,..,: ..�
<,:<.
.�✓.�
e t of_ •
P
., Current . ,,
. n .i~
.. � �
V h
...
-s. .axx _to 9 s_. "'� ,'. .•.,.
...
au ..._...
x
'; ; ; -d:3
,Retenfion
st 7 ,�' y -: S' `„
�
e '� -
.. .. ,: � �_
,In.Years = �
Docs
�? ".a.
p+
^,.
�. 'R`�a
�:��a. �
.+Y .,. ... . 3 t.. .... s Atd.:.. k"
., ,....., -- _.3���`T r ....F... N& � ez. .> .:gym, „. <ysste•.,
cG4� _:.r.. «,.�'t,u.:u�^_x.'5� +.�
,.a.., - ..- .hxo.. ,.s.+': �
e✓. -� �
+..b� �.�'m%'>$a d�'A ,_- ,?,.d3 .b-.. r.
sadgz
•Meg r'b��A n.. Y � � &F.! >._-.,
=:e.?. $`" e ,
`,...
a.h. .S
Employee Records - Personnel Files -
ADM
CU + 5;
P
G.C§ 12946_
Retirees'
Employee Records. - Personnel Files-
ADM
CU +5
P
GC §12946
Terminated
Employee Records - Recruitment
ADM
CL + 2
CL + 2
D
GC §.12946
Employee Records - Reports and
ADM
CU: + 2
CU + 15
D
GC§ l 2946-
Studies (Employee Statistics, Benefit
Activity, Liability Loss,. Classification.
and Wage Rates)'
Employee Records - Training
ADM
S
S+2
D
GC. §12946
Programs
Encroachment Permits
CDD .
CU
CU + 2
D
Projects requiring
Encroachment Permit as part
of entitlement will have`
permit 'in Entitlement File.
Endowments
CC
P
P
P
Environmental Documents
EDD
2
P
GC §34090 (d)
PFS
CEQA Guidelines
WRC
* If office space is at a :premium; records in, this category may be. stored' at '-h -Ci fy's off -site records facility, as ;they may be :easily retrieved.
Page 19
.. :.. .;`^1 ? .� -✓- -,. G .., ::,a. C 2�y :,
! ,...,. � :rc ,r k+�.s> � _ - a,., st_.
a>P 0.r9 ,...f „ rT ...::..
x_. fi, ..
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:,., ��..,
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-
.:
.Y 4 Fs*+�;.�, .,_s..:
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k
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- .µ �.
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...�., ....,�
< iti'
-.
Title.2of Recortl
_.
_.Current
�".
b'. .e$';
_ �-?
f;,..._
Le
.. t ,..:.n .,: Ix - .x "., . ». a v ..:
W .. _, gr . -� .k _..
- ..: >_: xt. 1 � ... i �
Y:E ...._. ...a:> c r Pe P. ..
.. r ,:
rn f
-. .:».
.... .- .� __: -: --,f
Record
":.. _ ..:.
q .. _,.
� -. f.. b
Z_ .... t ,..
I na.Years ..
)
.i....., 2
, _. ,Retention
'.:: ..,......
, _.. ,. h 6: 4 ^. rrf t .:s -..� S,
d : of T
v 3«. t , _...
+.:,_,. <d .<�.^. :-
T�e'. sk.s
alCitation
F ,✓ ,S Si::,.: � "�
�.
.. P.� r ter, .. .,:
..n..
,,.z
'�. F Z, ...... thE,x x. « .. ° C.. �At-
� ... �..,_
,.. Y -.
:r .� >...
.._:: � . ,» .. .::
_.. f
�,.. � <..._
.,ice; 'I�'��e Vrs• � 3
, ,
6' I�.o` CS
'
dvz�
Equipment Files..
Dept
T + 1
T + 1
D
Note: T for thisjecord1s
Owners Manuals;
termination of ownership of
S..ervice /Maintenance;
the. equipment.
Purchase Information; and
Authority: There is no specific
Correspondence /Back -up
statutory authorityfor
Data
retention of this ifem,
however; the Secretor �`of
State has recommended this
retention period per the
authority of GC §34090, which
does not authorize the :i
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
_
FPPG Opinion
Bulletins and General. Informcition
False -Alarm Files
FIRE; .-
2.
2
- D
G.0 §34090:
Federal 'Agencies
PD
CU + 2
CU +2
D
v,H
Authority: . There is no specific
statutory authority'for
retention ;of this ite
however, given its historical
value, th Dept may consider
retaining for 2 years under
authority of GC §34090, which
does not authorize t
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 _
If office space is at a p remium, r - i qthi5'C9tegorymdy be stored. at the City's off-site records facility, as "they may bel,easily retrieved.
Page 21
D Aft,
M?,i@u;.t4 �g
1WOdITC
N-
g! 7 �
&
Fees
-Dept
S
S:
'Fingerprint - Employment
PD
T ± 2
-
:
T + 2
Note., Pap e authorizing
fingerprinting and
background checks for tify
Employment Applicants.
Auf1horit)i"Secretaiq Of 5fdte
recommends this retention
peri Od per GC§ . 346K. which
does not authorize the
destruction Of'records less
than 2"yrs Soo also
GC§'] 2946
-rp
Finge rints
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 c omparlson.
Records Latent
Au,th&ity.'Secretdry'of State
recommends this retention
period per Law. Ehfofcerhent
Management Guide. by POST,
and. GC§34090, - which does
not authorize the°destruction
of records less than 2'yrs, old.�
ecretary of State
recommend_s:albpliicab.l.e
retention period `for case
stc(tute of1ir
'Ovi.dence is destroyed.
Fire,Incident Statistics
FIRE
10
10
D
Retained1of historic. and
administrative value, GC
§.-34090
If office space is at a p remium, r - i qthi5'C9tegorymdy be stored. at the City's off-site records facility, as "they may bel,easily retrieved.
Page 21
If office space is at a premium, records in this category may be stored at the City's off -site records facility; as may be easily retrieved.
Page 22
Alk
" ,.. §�:: � ;.r
sue.. .. ,�..,. t
,Total,,..,.
Dis osifion .
..�,,,� - ,..:�. "`����� ,��.. ,..� � ,•:.,.De
t of ,...,r��,.
:r..- Current
�- .,�<.��
�� ,�
Title .of Record :...
,- .Retenti �
..... � '
.., ,. ,. .,:
w
: Le al Citation ce ;
_ ..
.r,'k au
w 2 _
,.
. ;4
Fire Investigation Reports
FIRF
2
10
D
Administrative value Criminal
records are transmitted to.
DOJ and retained by State;
_
GC §34090
Flood Plain Docomen;tation Y
WRC
CL + 2
_ P
`Franchise and/or `Public- Ufility = ..
CC
2
P
P
Agreem -
General Ledger Reports
2:.
- - AU + 5
D
CCP. §337
General Plan
GP
S'_
P
P*
-
General Plan (Working Papers,for
=GP
5
1'_0
D
Development of the General Plan')
General Plan Amendments
G'P
CL
n
P
*_
-
-
GC §34090 (a)
General Plans and other land use
_G;P
2
P
P*
GC §34090(d)
;a nd development policy and
ocuents:
regulatory d m
-
Goals /Work Programs
Dept
CO +'2-
CU: + 2
D
Grading Permits (See Building
C
2
P
GC §:34090 (a).
Permits)
HS§ 19850
Grand Jury Reports
t
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 may be easily retrieved.
Page 22
Alk
" ,.. §�:: � ;.r
k, .s• xg ..: `� .. x "t :... �' Y f"
aa.. ...,, ... .. ... :.rs irc ...:, �...' -w. ,.. ...
- «F
l y
-t? .t....,m
�'�x,ri:n.:,x
..
,.. '2.. ui
.a -.:; ° G§ } °. 3%'
3,e -1 ...s.w,§k:. (
Z
;' 4.. t . •.�" v,� .. ,.f.
-- 1 - = .,.,:•
....
✓' .#.:
_... _
.
:3
t of_..._
:, t-
..
Currenf*:
- ^k a"!
Total
.'S'a,. -
bis srtionx
Pu,..
. -_
�_De p
-_.
.,
. ,a3Yeh
ofs-��.
�;;,
... *... �f ..;
x .�
Le al C�tatwn
f ..
- -,, ..
� ���
In Years
� _Ret.entro'n�
.,,.. �. : -�
_,. ^.,
.._ v..
:. ...� ,
Code
"c
,
f - :S i ' -: i 3 `` s rvaC..t..
t ,�;.
w
.{ , _ -r +•er.
..� �
� In�Years )
�..
c ,t v�
; ,.Dots -�
»..
..
,.. ...
_
.. .. ,
...... . .
. . Y
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, 1suppbrting
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 old. also
GC§ 1'2946.
Hazardous Materials Program
PFS
CU
'P
OSHA Requirement
Hazardous Waste Disposal
PFS
2
5
D
40 CFR 122'.41
40 'C FR :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 {Nlat_eriatSafety'Data
Code Reg. §3204(d)(1`), et
Sheets)
seq
If office space `is; at a premium,, records in this- category maq be.stored at the City's off -site records faality, as they may be easily retrieved.
Page 23
s_ ". . '.x•.ef -.— �T ._ :A � ....:. .,. , "..
-' .. _.
e
z: . b...
w. n's, x $,. -. -5.
J ., § 4
'... Y ". ul
s
....,a..
�
!':. :: t " �e2S .. : ^5A .a:•s€^" ...
,ae.<gr
In. Years.
.:..r
_. _..±
� ��.s, �, _.,;x.. < :k.�.. :��
..:Record :._ .
� ,� F
i '. �.,�:
�� ..., In.Years � i
� $
: _:. .D.ocs��:. ✓� ..
-.
�� � - Y�
� rn' ..
RW''j"'.
k's� ..z'
.,).:
�i
_ 3' z.. SEu.N Se k:u.
.::3,Ea» .s .«_. . �, Y
wc.{4.�w.x. ,�.. §w'�..
N.,. S� +S>�,✓��,
K?b.+ F: .4x §` ;, Y''
" '•F�Pk. r:.+?
.. w'`�.�� &.
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
CLI °
'
P
Records'
Housing Programs
- EDD
AU +2
AU +
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
medic dl)
__
-
Marshall; Statute. of Limitations
-
for ^Health Providers is 3,years;
Juveniles are,required until .
patient. becomes 1.8 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
.:...;., y -.a. .,4 r. ,.1`.:.. ,, .. 15'� ....:_, r'.•5:r
_ .. *:. ..,,: ...- , h x n's{ _
'V :u+ =,F.- _.. ....
,;-.: a �:r.'rs 7
�:.. ...Y..: . ,..�..,...
x .t-', ,e:
,., � 4. ? :�
'? .:;, k S_ x . 2
'.€ ., .`t .'�;"
D , ,._.Y z
Dis
.k�;
x e c . , x,, .
� T +#� K..
x` ..' k 3'„ :A F• - ' t
,
... ... '4.`�^` ... �R:W. Y. ., .. .. .. �'. µ,.
... . .;..
..?.�- ia�
"t'•le. -,.. ,.. ..
.Current
..-:? .}t'
osition..
.. _K "^ .._
s„
:. 3;`...:� �� ..
tle e
S Ti:of Rcord
,_. ,...._. <
r _ Y. „
Retention a
of
Le. aI C
�:=
Docs ��,
a `,
.�.. +aa
a `*
Insurance Certificates:!
CC
CL +'2
P
GC §:34090
Agreements - General, Consultant,
Professional Services
1
(Included in Agreement Ole_` and:
separately,, by Contractor)
Inventories:- Fixed,
ADM
2
AU + 4
D
Assets /Depreciation Schedules
inventories - Minor Equipmeh °t (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 e_asily-retrieved.
Page 25
-« � . -,. ,. , ,.r- ; -.
-:. c .. i. ,: .: .,,.:. r
e ✓.... W -« 9a. ... .:... ... -r.. ..,
.:_. �� :. �� _:: � � � ,: , -,,, , .e :
,.�� E ��
Title, ecortl } .�
,.x
v t*.: a.. k �: La. .,i �, w ' .,.. . .v,. : >.. " , ,
�
,
R r
.� � � � � ,.�: :_. � .�
R a�'� ...k.v.
3l .. '§ n ..
e: .. "- d"
. -.. .., . �.! �
._ ,� 1 .. - j
.,.. ".Y. "7Y1 d
,x, _
-„ ,
;. 5 ....
..:::ice J ... .: Y , . -:
- -;.:-
e.x.t . ,
� .,��
Z,
yaa. y w -„ .. 1,. sk
U ..,. „r"d r& ... . ,, . {,
x 'Y? " Y
Total ��
:: ,. -:. -;. 3
� In:.Years.
».w's.. vav-K
.. `";.�
.r.... .,. v - ».r: • •sx.. .l 1
=# :Y \'{
� ;Dis os�tio a.�
P .x.
•r £" a` d -
_ ; .Doss �
� i"d u.i;. Y¢'`'
a' (y ' 1
V 1
� �•<
• �"F -� ,'f'3
4 >. >... .'x
j1v ,#. .� r _} x . Y ' 3r.
� � ,•
�;
4t
.,fi n:✓*R', 1 3 �`f^ y'7`., vYt.
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 _
Autl ority:Secretary of State
Background (Hired
ADM
CU + 5
CU + 5
V,H
recommends "permanent" .
employees)
retention period with n o citing
authority.. See Note if relates
to citizen complaint
Authority: Secretary of State
Psychological and
PD
CU - +
CU + 2
recommends this retention'
polygraph examination -
period with. no citing
reports on, candidates not
=
authority.
hired by PoliceDept
=
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
I
* 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
, d.. .. ..._:. � ._ ..,_ .,.� ..1k:"NS - .
-::, -. fi,+. T, .
... ,n c
c ....+ .•.; y
y,. x: ,N' ,l 3i. .0.'i`.. .
. _ '
'1 y.. . F. .*a , � .�.
.., .. ., .:.q c .,q„, W, _... ._, a., :,... _, .. .. ... .
.� .�4'.•.a ,.- . r
r+. -:v. ,:c. /.. r
r r.`). -. `
..,.,- - +
. _., �s . yt} ✓
'.4 .,3 d`ry . ".§ "
.x, „_ "." >ffi"� •
.� .
e. ".:.'k. b
...,...., n
_, �
.. ,.. _. f
al,Citationr�
3.... - F S'£.x. .,tn•%..... 3� -_ .'^�" �.. s... .,, �
�.-.. , y . - :
:» "d l•: _+ r
r �._., 8„ ",�..r.: t,, :
:aki. F '"R iJ�.B .�4 -,... P 'i .
., 1a , -
..#
-..::. .. x. -r _
:..:. ,..<'v i .
.;;; A
Year ......,.,
�
iS�, � ��"., x�aX"t' ^.. >Lf� „.�Y �.,'.., x. , :,:';^x., e.-, ,. 3. _:`r` v #i'.'�s, v:.1mSA .
�n
;:e .. n, rc �.`- , a�»Y. d.i.�ti.t4 .
.«.�. 'Y+. ,/i, tsa.,3 y i
i, •
•'F e � ,.a� s ..PS.i.,�S.:fG.. db , -
Jail- Surveys, P
PD C
CU +2 C
CU + 2 D
D N
Note: Prepared quarterly,
forwarded to State Board of
Corrections.
Authority: Secretary of State
recommends this" retention
period per GC §34090,, which .
does not a ut h orize the,
destruction of records less
than 2 yrs oid:
Joint Powers Financing; Authority - C
CC P
P P
P P
P*
Agreements'&.. Audits
Joint Powers Financing Authority -: A
ADM 2
2 1
10 -
-D
Manage - :meet Audits
Journal Vouchers A
ADM 2
2 5
5. D
D "
Juvenile Arrests P
PD M
Mandatory M
Mandatory V
V A
Authority -,'Secreta.ry.of State
Destruction D
Destruction r
recommends thisretention
Upon and U
Upon and p
period: per WIC §826[a)&(b)';
Pursuant. to P
Pursuant to W
WIC §781 (a) .- Upon petition,
Court Order C
Court Order l
local, laws enforcement
records within WIC §826(b.) -
rnay be destroyed as ordered
by-',court, if related probation
and!juvenile courtrecords
have been destroyed by the
probation officer: Records
involving_ arrests, detention
and /or petitioning juvenile
before juvenile court:
Land Use. Studies /Plans /Reports C
CDD C
CU P
P. _ _
_ P
.
if office space is at a premium, records in this cat egory'may be'stored at the City's off -site records facility,. as they maybe easily retrieved.
'Page 27
C a... .. .. , , .:- x.1. :, ss � ....
} ^ , 4 ..:
Ei^ � , x.
'
;. ��
� . -� 3. �" "4+,x... k d:'::. z ��� ' ) _ .,4•>'.
a ..- . .:u > >. .,:, �,a., �:,.n
{. ,: Y -.
fir; �i -
�.':'..: ., L, -,.:'
,.... ,� .:.,... a
- #6qH '� �..��,
•.:,:W_ a; �;
.Vv'.T. ;.._ ,: �',_
s - ...rr, ,
, xYi.%r„::
� u. .'�
h �Ya !f
t i a'*, � ��.� -,. , � Wit`§
Title.of Recortl4
Retention
of
L
Rcord
;a
t
n -,..
,:Le ai .Citation >;a 4
°",
, t i r sa •„ s � � ? _:� .,.� �. T. i
��.
a ., :,:; .�
- k� .. kSn , •, , #: .
� ,_ ro a
,'r` .��^,. w
- � , „. Ar
'< „n.,.
e�
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+ Y
T ± 1
D
does not: authorize the
Review:Board
T' + -t
T + '1.
D
destruction of records less
Administrative File.
T + T
T +'`l -
D
than 2 yrs,.oki..
Duplicate (pink), Second
- "CU ±. 2
CU + -2
D
Hand
CU. + 2
CU + 2
D
Note re:'pawnLsecondhand
Dealer, Pawn Brokers
CU + 2
CU + =2
D
dealers: Original to Licensee,
Other
blue: duplicate to DOJ ;. pink
duplicate retained by-
Agency;, renewals issued
onbually.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; origin_ al
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 G,C §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
4 ._. ,.. .:'. .._......
:.:..: ,.
.. ,�!.a
et
�otalw
....
..ro , .. :u . x .1 • •..,<,wdi`
, � >� ..,:.�.1.
C.urrentr�,
.'
;�Dis osttion
T e Record
�
.� x:. �,�,�
4 . , r...
,.
of
jw , 4
,_.
b +4 ''.�ry;,
.'.S.'
-
Loaris &. 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
Inyestiga'tive;.;(Pre- arrest).
CU -+ 2
CU + 2
D
Authority::Secretdty.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
110
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,AudioTapes
CC
1,
8
D'
Petaluma - 0ty C ouncil 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 of a pre.rnium,- records in this category may be stored at the City's off -site records facility, as they may be easily retrieved..
Page 29
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Meter Reading Register
ADM
2.
2
D
Minutes (Hard Copy),._
2
P
P*
GC §34090(e), 36814, 4080:1
City Council
CC
: Historical /Cultural_Preservation
CDD
Planning Commission,
Stuff Liaison
'Joint Powers Financing
:Authorities.. -_
SPARC =_ _
Municipol'Cod_e, City,'of Pefalurria
CC
P
P °_
P
GC §34090(0); `
Mutual Aide Agreements, Joint
CC'
When No
P
F
Originals r mointained 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
-
Investl purposes-
-
=
Auth`ority ,, Secretary of State
reco:mmerids this retention
period per authority of
=
90, vvhich'does not
GC §;3 O
authorize` the destruction' of
_. _ _
records less - than 2 yrs old'. -
Nomination Papers - Successful
CC
Term
Term + 4
D
EC,§ 11100
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 1113
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
* If office space is of a premium, records in this categoy may beatgred gt;ttie City "s off-'site facility;, as they maybe easily retrieved.
- Page 31
. msA�
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ti`- x
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Title.ofMRecord.. _ ,. �,....
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x
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xi.... �,
x..
, ,, Ret.e
. of ..
ti
K.
Le 'al Citation
R � ��
�ecord
� In.Years
.
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In,
� � �� . � . _., �
nCode.�
a � t � �,
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X
Qq
Years,x
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.3"- .- h'.•
.S,w..
as .,..
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.
Qperation. Log Books - Wastewater
W.RC
5
P
P
NPDES :Permit
Operation Log;.,Books = Water
WRC
5
P
P
Title 22
§ (T)
Ordinances
CC
2
P
P *'
GC §34090[e)
Organization Files
Dept
CU + 2
CU + 2
D
H
Authority: There is no'spec_ ific
Civic Organizations,
st' utory authority for
.Professional Organizations
retention of this'ifem;,
however;, the Secretary. of
-
State has recommended this
retention period per. the
authority of GC §3409Q;,which
does authorize thej
destruction of' records less
than 2 yedrs
Outside Water and 'Sewer'Service
CC
CL -+ 2
P
Agreements
Parcel and Subdiuision;Maps -Final
CDD
CL +2
P
P-
GC §34090(a)'
,
HS §1 985,0
Par`,_k`Impr- overnents'- City (Including
PR
P
P'
P*
Blueprint's '& As, Builts)
Pafk,'lmprovemenfs - Warking
PR
S
S * 2
l:
D
Documerits
* If office space is of a premium, records in this categoy may beatgred gt;ttie City "s off-'site facility;, as they maybe easily retrieved.
- Page 31
If office space is at 0-premium, records in this category may be. stored at the City's off =site records facility, as they may be easily retrieved.
Page 32
. . . . ................
............
V4 J-2
Title of e
k"
�N Retention
of
Le pl Citation . r
ea rs
4F
F :
F
Parking Regulations /Enforcement
ADM
2
5
D
P&ks - Historical .1n
PR
CL
P
P
Paw_ n Slips /Tickets
PD
CU + 2
CU + 2
D
Authority: Secretary of State
recommends
ends "CU
r etentio n period BP§
etentib iod citin
21628, which actually does
not specify length of fima to
be retained. by law
enforcement; the Dept may
retain 2 years• per
GC§34090(d).
Payroll Records, including Deductibn
ADM
2
CL + 4
D
29 C`FR, 1.627:3
Auth'Qrizations Beneficiary
19 -CM, 516.6
Designations, Garnishments,
Deferred Compensation Statements
P,qy,roll'Registers
ADM
2
CL + 4
D
29 CFR51,6.5
Permits ,
PD
L + �2
L +2
D
Note:+ Retaih.origihal with
Includihg,AB_C License
issuing De pt
Concealed Weapons Permits
Authority: 'Secretary of State
recommends retention
period per GC§34090, which
does not authorize the
destruction of records-less
than 2 yrs old!.
Petaluma Wa ter' District Projects
cc
P
P,
P*
Petitions -,General/Public
cc
2
5
D
If office space is at 0-premium, records in this category may be. stored at the City's off =site records facility, as they may be easily retrieved.
Page 32
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c�.i �.'•°^�. � r'G7;S.s` * ,�":7.�,. �,asw- .a,.a. °..
yetitions•(,Not Public Records)
CC
Irntiatives
8 months
8 months
D
EC§ 17200(a), 17400,(a)
Recalls:
after
after election
Referendums
electioft ,
Planning Commission Bylaws
CDD
S
P
*`
Policies - City Council'
CC
S
P
Policies :and Procedures -
ADM
S
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.
S+2
D
pe'partmental
Press: Releases
Dept
2
2 -
D
Proclamations
CM
2
2
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 33
* 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
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Projects, Programs; Events; Issues,.
Dept
CU +2-
=CU + 2
D
H
Authorit <y: There is no specific_
Activities
statutory authority for .
retention'Of this item,,'
however, the Secretary of`_ = '
State h'-as recommended a:
r
ret "ehtion period fors years,
however, citing authority is'
-
GC §340.90. Given their = .
historical value; the Dept may
_
consider 'retaining for °2 years
_ =
per GC §34090 (d) which
does no. 'authorize_ -the
destruction of records less
than 2 years old.
Property - Original
P.D
Until case <is.
Until case is
Authorrty Secretary of State
adjudicated
< adjudicated or
recommends t_his'ret.ention
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: Secret:ary,ot'State
recommends "this: ret2ntiQn
period per GC §34090, which
does n ot,dL thorize the
destruction of recor 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
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F.-.,, ?Sl ,;x...
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..KT- vn...... <^. ,._rd .._f. .:�..7...- £.tii "'V"��i� -.. R..x
Property, Pawn Brokers /Secondhand
PD
CU + 2
CO + 2
D
Note. Sales, slips. Deafer
required to file duplicate with
agency.
Authority: Secretary of Sta
recommends Phis. retention
period per 6C§,8409'0 which
does not authorize the
desffuction of records less
than 2 yes old'.
Public Improvement Plans
EDD
P
P
P
HS §1 9850
CDD
PFS
WRC
Purchase Order Log
ADM
CU
CU + 2
D
Qu.arterly/Year -End Reports
ADM
2
P
including ESIS, FIT '(including W2sJ>
SDI, SIT, SUI,'1099s
'Questionnaires %Surveys- Council.
CC
CU
5
D
Directed
Questionnaires /Surveys- Q.ther _
Dept
_ .CU -
2
D _
Records Management - 'Disposition
CC
2
P'
of Records;
Records -- Retention
CC
S
S 4
D
Sehedules:and Manuals
* If office space is' at a premium,; records 1n.this category°r ,gy ; bestored ,at ;the- City's off =site records facility, as3hey, may b -e 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
�,.De
�.
.Le al.
9. Citation
,� yW} ,�
Irn,Years
,. Docs..
.?
?`
Redevelopment Agency
EDD"
P
P
P
HS
Administrative Documents (State
CRA
Reports and Plans Not Listed
Elsewhere)
Registration Files', Arson, Sex and
PD
Life of
Life of
V
Note: Fingerprint card, photo,
Narcotics
Registrant
Registrant
information also forwarded - to
Within
Within
DOJ
Jurisdiction
Jurisdiction
Authority;_ Secretary of`State
=
recommends this retention
period without citing_
authority.
Registrations, Recreation
PR
CU
CL + 2'
D
Relocations (Records .affecting the
EDD
CL + 2
P
*
GC §34090(a)
title to real property - or liens thereon)
Residential Sprinklered Homes
FIRE
P
P
P
Vital records; 6 C §34090.
Resolutions:
City Council
; CC,
1'0
P
P*
G.0 §,34090(e), 40801 -
:Petaluma Community
Development Commission
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
273.6,64 -
hearing
FC§ 6380 -6383 are fulfilled.
and effective date of
restraining order
Revenue & Expense Summaries
ADM
2
2
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 36
If office space is at 0 premium; ecords lh'this category 'may be stored at the City`s off-site re cords cords facilit I y,, as the maybe easily retrieved.
Page 37
• 0
P °% .....,
'5
L isp",
T itle Re c o r d , _
o f 'of,
C urrent
Re tent i on s
W
"'d
egal Citation
, - _ I'll - - -
E K
, , _, " ' ,,, ,
-4 �n F.
kk
............ _x
�iw,
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 Aut
Detignation,.Unernolo men Claims`; yrn _t Cldi
Garnishments:
Seaked
PD
Mandatory
Md
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
PursuantJo
Pursuant to
Pursuant'tb
destroyed i
Court Order
Court Order
Court Order
With. the provisions set by
court record and subject to
exc.00tions. Authority: PC§
851.8
Soils Repdrfs, Public
QDD
CL + 2
P
QC§34090(d)
P FS
Sblid Waste. Mana
PFS
2
5
D
GC§34090
(Recycling/Refuse)
Sonoma County Project Referrals
CDD
CU
2
S tandard Operating P rocedures
FIRE
'S +;3
S+3
D
Statute of Limitations tibns for
Health Providers, is,Byears',
G
�CPP40.51 C§34090.
State,'' ontroller's.'Reports
ADM
2
AU +7
D
Statemehts Ecbnomid htehe s fs -
Cc
4
4
D
Copies of those filed - with FPPC
If office space is at 0 premium; ecords lh'this category 'may be stored at the City`s off-site re cords cords facilit I y,, as the maybe easily retrieved.
Page 37
• 0
* 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
, ..
c.
R
Title of c
e
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DIS OSItIOn:
s�
e.
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= .?.�s� abz..wm. ::.
Veh
✓ -.M? .,
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2
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4 \fi ✓�i
.....
r.a+;
Statements of`Economic Interests-
CC
4
7
D
-
Originals .filed with City Clerk
St atisticdF Upifor"m .Crirne
- PD
CU + 2
CU + 2
D
V,H
Note: Originals sent to DOJ;
Reports Mandatory to;DOJ`(LEIC);..
FBI
r FBI, Include Return A /Supplement; -
Authority: Secre "tary=ot State :.
Supplernentary°Homid&e Report,
recommends this retention
LawEnforcement Officers "Killed or -
-
period per GC §34090,^which
,Assaulted; .Monthly Return of Arson _-
does not authorize the
Offenses "Known'to Ldvv _
destruction of records -
, Number f Violent
than 2 yrs old'.
Crimes Cbmmitted Against Senior
Citizens; Monthiy.Report of Domestic
s
_ _
Violence Related Calls for
Assistance `M nthly Arrest and
Citation :Register; ,Monthly Hate
Crimes Incidents; Death in Custody
Reporting
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..,:
..Retention
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w3+Y ,. I '2
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-
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i;..�
Statistical (Crime A'ndlysis)
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,.eitations,.
crime reports, accident
reports, permits, receipts.
Reports, created for variety of
purposes including
increases /decreasesin .
criminal activity officer
workload, deployment, time
usage
Authority: Secretary of State
recommends this retention
period per GC §34090, which
does not authorize the
d.es'truction 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 =dnd Numbering
CDD
P
P
P*
GC, §34090 (a)
Street Report; and Annual, Report of
ADM
2
AU +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 ea-- silyretrieved.
_ � Page 39
. � i2� t,�
v a•A. ,.:' S
Trtle_:of.,Re.cord.,
.....
Studies /Reports - Miscellaneous
'� -.ate , .,. ,�., �
.'•�, , ,.
Dept
,;... , .. , _; ,�.
x,.:.e., :SXH'° -,..a .
, ._ _.
.,
n.Yer .�
I a
:..,. S �.,
2
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-... - . �
Reten tin
T� �-
w.. , n . .. :._�.�,�. �
5
vg
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ey � �°
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� Citation
v ��
v ''_,: .vz:: t. '> .;'r
,��., .� _ � ,. 4 z
S` :?" r��,�? ) :' :` ;.,,....
z".� °P� F�
.,}al.a2
Subpoenas `(Duplicate)
PD
CU + 2
<CU + 2
D
Authority: Secretary of
- _
recommends4 is. retention
period' per GC §34090:,
=
However, -the Dept may:
consider shorter retention ,
period per=:GC §34090.7,;
providing.for destruction of
-,
duplicate; city,re, cords.
Supplemental, Felony Capital
PD
P
-
- P
V,H
Authority: Secretary of,State
Crimes, Crimes'Punishable - by' Death,
Yecornmends this retention
Life Imprisonment
period per statute of limitation
. in PC§ 799 -no statutory
limitation for prosecution:
Murder, kidna - pping for
ransom, treason, procuring
-
executio by perjury,'train =
-
-
_
- :wrecking, assqult -with deadly
- -
weapon by life'.term prisoner,
-
=
bombing resultirig m , -
death /bodily injury;,'making"
-
defective-war.materid - 10hat -
cause -death'
4
* 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 easilyretrieveed.
Page 40
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
, v :.
., f �. f
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Y .,:.
�. ->3;
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f�
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.; ,.. ,:..• ,.,.., <...•
� i w«5t 4'Js
of_.Rec r
�
�.. -•� �
� ��:. �,k,
Retention.
..Title .. <. �,��... .:�...
_ > -x .. ,..
,� ;x u .�
�InYears .,:..
� � �
-. �, .
�.
., n..M;�*...u .,,_... >. -.x $`,..r��i am.d.�y'�.fE„ ...., ,— :�.±,..: <...__., x
..<..� < _u`k z3...v..... ,.,,,rkta
-_ .,. ,., *_. -.. .u,✓rh4m..�$�,».<.n?:,!1.+
.�''tn.: :^dSrc,w��sY�v .,
'^.,s.i k.Z..,. 2�rv'".'s.sbr,rzAa, .
.(r 'z":..x., `,,. 4�i °a+ < �3
Tapes
Note: Recordings subject to
Audio, Telephone;. and
PD`
100 ,days
100 days.
D
VA
litigation/court 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
Note: "Routine video
Surveillance /Security Routine
'PD
100 days
1 00 days
D
monitoring" means.
Video Monitoring (Includes
videotaping by d video or' ..
Videos of Jail)
electronic imaging system
designed `to record the
regular grid ongoing
operations: of the Dept; and
includes mobile in- car °video,
jail • observations and
monitoring systems, and
building security taping
systems .-.
Authority: GC §3409:0.6
Taxpayer Identification
A_ DM
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;.QA
Coale Reg. 53204(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
_ ,._"�,'� x.'71.°' ... !M.. -, . <,., .. . -. ".t.'. E. �. Y
Y.,+. -. .,. ....." N. r a
a,li ^✓t'` ,J. .+,:- . S4 .
., ,. > $ .:.'aS'
::.. NYZ ^. :
::..
`:z.'a A "
" 'h- "' E . H L^' ¢ .}l.eP_
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,. -_. ?�`.` „ ak «
W �. T
«, wm -. =. .
... == � 2 . �,.: r
r`:: .... ,�... '
.Title..of.Recor ,
.,� �
..
R
of .
.:.�,,� �
� �
,... >
� �
.. �
.� -
,. .
. E' . .
'' �s -
.': r.; . x rvvyy"
Training Recordsr(lndividuals) A
ADM U
Untif No T
T +30 D
D O
Originals aye- retained by AD;M
Longer a
as part of 4he employee's-'
Required m
master file-for termination ±30
- y
years; GC §34090' .
Transportation Permits - -_ Oversized P
PID 2
2 2
2 D
D
Loads
Treasurer's Quarterly Investment A
ADM ,
,2 7
7 D
D -
-
Reporf
Use of Force Supervisory Review riles P
PD C
CU 2 M
Minimum.of 5 D
D c
Note: Includes review :forms,
years a
c N
arrest` report copies, Togs..
- =
= A
Authority: Secretary of, State
recommends =this retention
- p
period per - - GC §;34090; which
_ d
does not a=uthorize the -
destruction of records less
than 2 yrs old '.
Use Permits C
CDD 2
2 P
P
-
H$§ 19850
Use - Permits, Temporary F
FIRE-- E
E + E
E + 3 D
D S
Statute of_L for
- H
Health Providers is 3 y ears; CP
§ GC §34090
Variances C
CDD C
CU P
P G
GC §34909
HS §19850'
Vehicles Owned= Maintenance A
ADM C
CU C
CL + 2 D
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
..
a,
,:— , e- <. - i $"&
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yv€'� m 4'.,w4 �:Y
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total
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r
'bi 4�y
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T,itleot Record;: , _
_
..p of ,..:-
.,,
� , _�,
�-
..Current
•s
In.Yearsx ��
-. ",:,
..._
, s ,Retention ti
.. ..
, �
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_� _of
�
Vehr
...,,.
r
x'
y
Le aL Citation.. ., �
�-
:Record...,.,
.;: ..,.-
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t
r✓
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+. r �.:;w§txs
�. , ,.. «: .._....,�... .. . >.t , .:.... _ .. ei .� ,.,:
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_, _ �$r .a
,;,:
„u� z,"'
Volunteer Files
PR
T + 2
T + 2
D
Note: Volunteers'
identification, contact info.
Authority: Secretary of'State
recomm t h is rete
period,perG'C §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 Sfate,
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
Utnserved
Until served,
CU
recalled.or
Until served,
purged
recalled or
purged,
CU +
849`(b) and Any Arrest
PD
Recall after l
CU + 2
Resul.ting'in'Detention only
V
yr
Recall after 1 yr
Parking
Recall. after 5
Recall after 5'
Traffic
yrs'
yrs
V
Watch Assignment /Timekeeping,
PD
.CLI +
C.0 +'2_ .
D
. Authority: SSecretary 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 at the City's off -site records. facility, as they.may be, easily.retrieved.
Page 43
z
a�'2+2.
.t¥.- .,., q,,,.... rx ,4 1:`.. t.. ,� :.._.'•�
., :.. .a, �
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•....,tlC3$..i .+- .::.,.. '2.
a .. : ✓...
-
.' ak ,,
.._,:,
_:.f:
_bis
..
.,. ,� ,:.
Ve.,h,
�Titl. _ eco
Reteention k
.�, � �
x ..,,. :
: =�Pf �
-�
Le
e _.... . ve t... �. T @..d ..... .... ... ...
� .F.......
:.
...w5 ?
�' °: - Yh{£ . -
UJ r.�
! �,T'6,- e5✓;. h.
r ,.x.«.nzw.'✓9k.
Water - Backflow Device Reports
WRC
3
3
D
Title 17
§ 7605(1)
Water /Wastewater Certifications
WRC
CU
CU ± 12
D
40 -CFR 141.91
Water/Wastewater Permits - NPDES.
WRC
CU + 2
P
NPDES Requirement
Water /tWastewaterPermits -Other
WRC
CU + 2
CU + 2
D
Water /Wastewater Quality -Lab
WRC
5
1`2:
D
40 CFR 141.9.1
Results
Water /Wastewater Regulatory-
WRC
5-
TZ
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(x)
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