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HomeMy WebLinkAboutResolution 2009-030 N.C.S. 03/16/2009Resolution No. 2009-030 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, WHEREAS, 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. 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 Cit}~. ~,` REFEKENCE: 1 hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a Regular meeting on the 16`h day of March, ,~ form: ~ 2009, by the following vote: City ~ orney AYES: Vice Mayor Barrett, Glass, Harris, I-lealy. Rabbitt, Renee. Mayor ~forliatt NOES: None ABSENT: None ABSTAIN: None ~` ' ~ ,. ATTEST: _ ~ ~ City Clerk 1V1z yor Resolution No. 2009-030 N.C.S. Page I ~Cp'Lv ~ _ e. 9 moo, e ~ C'at~ ®f Petalu~rn~, C'c~~hfo~n~~a ,85s :Records Retention Schedule - Adopted l~arc;h 16, 2009 by Resolution 2009-:030 N.C.S. Department ADM =Administrative Services (Finance, Human Resources, Risk Management) ATTY =City Attorney MGR =City Manager CC =City Clerk PD =Police CDD =Community Development PFS =Public Facilities and Services EDD =Economic Development 8~ Redevelopment PR =Parks and Recreation FIRE =Fire WRC =Water Resources & Conservation GP =General Plan HOUS =Housing Current*/Total Retention:: Disposition: AU =After Audit _ CL =Closed/Completed/Terminated CU =Current P = P =Permanent P* _ S =Superseded D = T =Terminated (Personnel, Volunteers) E =Expired Destroy paper document after stored in alternate format (TBD -Microfilm/CD Rom/Etc.) Retain paper document permanently Retain paper document and store in alternate format (TBD) Destroy after retention period expires Legal Citation: If none, record should be kept no less than two years as required in G.C. 34090(d). Retention Code: This code is used for input into the computerized records management index. NOTE: "Non-Records" have not been included as part of this Records Retention Schedule. A "non-record" is any paper generated during the course of business that does not merit retention because it does not contain information of a significant or lasting value. Rough drafts, transmittal letters, cover memos, publications (unless printed by the City in the course of business) or other resource material, and 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. *If office space is at a premium, records in this category may be stored at the City's off-site records storage facility, since they may be easily retrieved. * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Resolution 2009-030 N.C.S. Page 1 Dept of Current* Totat Disposi#ion Veh Title of Record Record ; - ~ (In Years) Retention - ~ of Code Legal Citation . (In Years) Does' Abandonments/Vacations/ CC CU P P* GC§34090 (aj Closures -Streets Abatements (Code Enforcement) CC CL + 2 CL + 8 D Abatements, Weed CC 2 2 D City Clerk retains Council staff reports permanently; Assessments are recorded with the County when appropriate; GC§34090 Accident Reports, Non-Fatal PD CL + 2 P P Note: For traffic collision fatalities, retain permanently per recommendation of Secretary of State. Accident Reports, Non-Fatal PD CL + 2 CL + 2 D Authority: The Secretary of State has recommended this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Accounts Payable Records ADM 2 AU + 7 D GC§34090 Accounts Receivable Records ADM 2 AU + 7 D GC § 34090 Acquisition or Sale -Real Property Dept CL + 2 P P* (Excluding Original and ADM Deeds/Easements) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Resolution 2009-030 N.C.S. Page 2 ' ~ Dept of Gurrent* Total Disposition . Veh Ttie of Record; Record (in-Years) .~ Retention of Coale L°egal Citatio.rr~ (In Years] Docs Actions -Disciplinary/Investigatory PD CU + 2 CU + 2 D Note: Scope of these records Records Relating to Police is administrative actions Department Personnel internally initiated by the Police Dept and relating to conduct of police officers/departmental personnel. This record series does not include records pertaining to or initiated by citizen complaints governed by PC§832.5. Please refer to Row 52. Authority: GC§34090 (d) Agenda Reports/Packets (packet 2 5 D copies of staff reports 8~ related documents): City 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. ._;; Resolution 2009-030 N.C.S. Page 3 °~ . c Dept of Current* ~ Total Disposition dehs ' . Title of Re ord Record {In Years} Retention of ` , Gode Le al Citation 9 . - (In Years) D ocs Agreements -Subdivision CC CL + 2 P GC§37090a; 4004; HS§ 19850 Airport Commission CC 2 P Annexations -Reports, Agreements, CC 2 P P* GC§34090 (a) Public Notices Apparatus and Equipment Records FIRE 3 3 D Statute of Limitations for and Testing Health Providers is 3 years; OSHA requires 1 year; State requires 2 years; Title 8, CA Code Reg. §3203(b) (1); CP§340.5; GC§34090 Apparatus, Equipment & Fixture FIRE Disp +7 Disp +7 D Conforms with agreements; Inventories published articles show 7 years; auditing purposes; GC §34090 Appeals CC 2 P CCP§583.320(a) (3) Appeals (Served Copies) PD CL + 2 CL + 2 D V,H Note: Original copy should be date-stamped and forwarded to City Atty. Authority: There is no specific statutory authority for retention of this item however the Secretary of State has recommended "CU+3" retention period per authority of section covering statute of limitations CCP§583.320(a)(3) but GC§34090(d) allows Dept to authorize the destruction of records after 2 years if no longer needed. * 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. y~ ~J Resolution 2009-030 N.C.S. Page 4 ' ' '- Dept of Current* Total- Disposition Veh .Title ofRecord Record: (In Years) Retention of= Code Legal-Citation' (In Years) Docs 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) Arrest/Conviction (Marijuana) PD CL + 2 CL + 2 D V,H Note: "CL" for this record HS§ 1 1357(b), (c), (d), (e) or series denotes date of HS§ 1 1360(b) Violations conviction or arrest if no Occurring after January 1, conviction; do not destroy if 1976 pending civil action against law enforcement (see HS§ 1 1361.5(d)); this record series applicable to convictions occurring after January 1, 1996 or arrests not filed by conviction occurring after January 1, 1996; exception HS§ 1 1357(e) -the records shall be retained until a juvenile offender attains the age of 18 years, then destroyed pursuant to § 1 1361.5 Authority: HS§ 1 1361.5 * 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. v ~;~. Resolution 2009-030 N.C.S. Page 5 ~ ~~ ~ ~ ~ ~ pt~ ~ Cu ~~ ~ ~ Totpl Dispo's'ition Veh ., , Title of Record Re d Years (~ ~ Retention of Cod`e ~ Legal Citation (In Years) Docs ; - . Arrest/Conviction (Marijuana) PD Mandatory Mandatory Mandatory V,H Note: Applicable convictions HS§ 1 1357(6), (c), (d), (e) or destruction destruction destruction occurring prior to January 1, HS§ 1 1360(6) Violations upon notice upon notice upon notice 1996 or arrests not followed by Occurring before January 1, from DOJ from DOJ from DOJ a conviction occurring prior 1976 to January 1, 1996 for violations of HS§ 1 1357, 1 1364, 1 1365, 1 1550 Authority: Secretary of State Guidelines recommend this retention period per the authority of HS§ 1 1361.5(c), which does not refer to such violations. Articles of Incorporation CC 2 P P* Assessment Districts -Financial ADM CL + 2 P P* GC§34090 Documents Assessment Districts -Formation EDD CL + 2 P P* Documents, Maps, Diagrams, PFS Spreadsheets, Improvement Plans PR WRC Assessment Districts -Proposition 218 CC P P P California Constitution Article Ballots (For Fee Increases) XIII Assessor Parcel Files for Water ADM 2 2 D Customers including Correspondence, Door Hangers, Field Service Requests, Lock-offs * 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. ' }: Resolution 2009-030 N.C.S. Page 6 ~.. ~ Dept of Current* ~ Tofal ~ Disposition Veh ~ ~ -~ Title of'Record ,~ Record` (In Years) ftetentidrr of _ Code Legal Citation- -(In Years). ~ Docs ~°,~ Asset Forfeiture PD CL + 2 CL + 2 D Authority: Secretary of State Investigation/Proceedings Guidelines recommend this Case File retention period per the authority of GC§34090, which does not authorize the destruction of records less than 2 yrs old. Audio/Video Tapes/Meetings: CC 8 8 Recycle GC§34090.7 City Council CDD 8 8 Planning Commission Staff Commissions/Committees Liaisons Audited Financial Reports (including ADM 2 P Redevelopment) Audits/Working Papers ADM 2 AU + 5 D Bank Statements/Reconciliations ADM 2 AU + 7 D Bids, Requests for Quotes, Requests Dept 2 AU + 5 D CCP§337 for Proposals (Excluding Public Works Projects) -Successful Bids, Requests for Quotes, Requests CC 2 2 D CCP§337 for Proposals (Including Public Works Projects) -Unsuccessful Bonds -Arbitrage Reports, ADM CL + 2 CL + 10 D CCP§337.5 Continuing Disclosure Reports and Final Documentation, Official Statements, Defeasance Documents (Including Redevelopment Agency) * 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. Resolution 2009-030 N.C.S. Page 7 Dept of " rr`ent* Cu Total' Disposition Veh ,, Tit{e of Record ~~ Record' . (In: Years) Retention of Code Legal Citation " (In Years) Docs Budgets (Excludincl Redevelopment ADM 5 P P* Agency) Supporting Documents CU + 2 CU + 2 D Budgets (Redevelopment Agency) EDD S P P* Building Permits -Approved CDD 2 P GC§34090(a) HS§19850 Building Permits -Denied CDD CL + 2 CL + 2 D Building Plans -Non-Residential CDD CU P HS§ 19850 CC§ 1351 Building Plans -Residential (See CDD CL + 1 CL + 1 HS§ 19850 Legal Citation@/Codes for CC§ 1351 Exceptions) Business Registration Applications ADM 2 4 D CCP§337 California State Dept CU + 2 CU + 2 D V,H Authority: There is no specific statutory authority for Other State Agencies retention of this item; however, given its historical value, the Dept may consider retaining for 2 years under authority of GC§34090, which does not authorize the destruction of records less than 2 years old. Campaign Statements -Successful CC 2 P GC§81009(b) Candidates and/or Committees * 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. Resolution 2009-030 N.C.S. Page 8 'bept of Current* Total- ~ Disposition Veh' Title of Record Record (Irr Years) Retention of Code Legal Citation (In_Years)~ Does 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. Case Files PD P - P Authority:. Secretary of State Homicide; Investigator's File Guidelines recommend this retention period per the statute of limitation for offenses punishable by death/life in prison per PC§ 799. Cash Receipts ADM 2 AU + 7 D CCP§337 Certificates of Compliance CDD 2 P P* GC§34090 (a) Certificates of Correction, Recorded CC P P P* GC§34090 (a) * 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. Resolution 2009-030 N.C.S. Page 9 = ~ ~ ~ ~~ Deptof~ Current Total _~ Disposition Veh Title of Record', Record (In Years): Retention of Code Legal Citation ~. (~ln Years)' Docs ~ , Certificates of Elevation (Part of CDD 2 P GC§34090 (a) Building Permit Files) HS§ 19850 Certificates of Occupancy (Part of CDD 2 P GC§34090 (a) Building Permit Files) HS§ 19850 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§ 1 1361.5 HS§ 1 1357(e), Juvenile CU + 5 CU + 5 D Authority: * See above HS§ 1 1357(b),(c); 1 1360(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 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. Resolution 2009-030 N.C.S. Page 10 ~ ~ ` Dept~of ~ ~ .Current*° Total ~ ~ Disposition~~ ~ Veh ` ` Title of Record; - ~ F. ~ _ ~ :Record - (in Y_e~ars) Retention of ` Code Legal C:ifatiorr~ _ . ~ ~ (In Years) Does Claim Files (Police) Not Relating to PD CU + 2 CU + 2 D V Authority: Secretary of State Citizen Complaint against Police recommends a retention Officer period of 6 years but citing PC§832.5 (complaints against police officer - 5 yr retention for such records); the Dept may retain a minimum of 2 years per GC§34090(d), if the record does not pertain to citizen complaint against police officer under PC§832.5. Claim Files (Police) Relating to PD CL + 5 CL + 5 D V Note: Claim copy, Citizen Complaint against correspondence, Police Officer photographs, supporting documents Claims -Damage ADM CL + 2 CL + 5 D GC§25105.5 Claims -Financial Documents ADM CL + 2 CL + 5 D GC§25105.5 Claims -Legal Documents ATTY CL + 2 CL + 5 D GC§25105.5 Code Enforcement -Recorded Liens CDD P P and Releases Code Enforcement -Vehicle PD P P (State Mandated Program) Abatement Commercial Facilities (Permits, FIRE P P P Vital records; GC§34090 Emergency Plans, Inspection Reports, Correspondence) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Resolution 2009-030 N.C.S. Page 1 1 ~ ~ ~ Deptof ~ Current*~ Total ~ Disposition ~' Veh Title of~Recotd;. °- ~ _ Record, (In Years). :Retention of Code Legal Citation (frr-Years) -Does 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. Resolution 2009-030 N.C.S. Page 12 - ;. Title of Record - Dept~of Record Current* {In Years) ~ TofaL Reten#ion (In Years)' Dis osition P ' oft Docs :' Veh Code Legal Citation ,k -, Crime Reports -Felony With or PD See Legal - Note: The destruction of Without Arrest Citation felony, misdemeanor and infraction crime/supplemental reports is permitted provided: (1) does not relate to an unadjudicated arrest except for HS§ 1 1357 or § 1 1360 violations; (2) does not relate to unserved warrants; (3) does not involve identifiable items which have not been recovered; (4) does not relate to violations listed in PC§799, 800; (5) does not relate to PC§290 (specified registrants), §457.1 (arson), or HS§ 1 1590 (specified registrants); and (b) 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: b 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. Resolution 2009-030 N.C.S. Page 13 Title of~Record - Dept of Current* Total E Reten#ion Disposition of Veh Legal Citation ' .Record ~ (In Years); '. (.In Years) Docs Code , 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§ 1 1357 or 1 1360 violations; (2) does not relate to unserved warrants; (3) does not involve identifiable items which have not been recovered; (4) does not relate to violations listed in PC§ 799, 800; (5) does not relate to PC§290 (specified registrants), §457.1 (arson), or HS§ 1 1590 (specified registrants); and (6) cases are not presently involved in civil or criminal litigation Authority: GC§34090 Customer Services ADM Billing Registers CU CL + 3 Services Orders CU CL + 2 Address Files CU P Customer Account Histories CU CL + 2 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. Resolution 2009-030 N.C.S. Page 14 ~~ Dept of ~ Current* Total ~ Dispositions ~ Veh~ Title of Record Record. ~ (in Years); = ,Retention of Code~~~ L°egal Citation ~ ~__ (in Years) ~- Docs~ ~ Day Sheets (Station Logs) FIRE 3 3 D Statute of Limitations for Health Providers is 3 years; CP §340.5, GC§34090 Deeds/Easements CC P P P* GC§34090(a) Dept Manual PD S - S V,H Changes to Manual are recorded in the General Orders (permanent). Design and Construction Standards CDD S P PFS WRC Destruction of Crime Property PD Guns P P P V,H Authority: Secretary of State Narcotics P P P V,H recommends this retention period with no citing authority. Development 8, Redevelopment CC 2 P P Agreements Development Entitlement Files: CDD P P Address Files 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. Resolution 2009-030 N.C.S. Page 1 S Dept of Current* Tofal Disposition Veh Title of~~Record. ~ ~ Record ~ (In Years) Retentions _ _ ~ of ~ Code . Legal Citation-. . (In Ye'arsj Docs Development Entitlement Files: CDD 2 P Design Review Cases Development Entitlement Files: CDD S P Design Review Guidelines Development Entitlement Files: CDD 2 P GC§34090 (a) Environmental Documents CEQA Guidelines Development Entitlement Files: CDD CU P P GC§34090 (a) Parcel Maps -Tentative HS§ 19850 Development Entitlement Files: CDD CL + 2 P P* GC§34090 (a) Subdivisions HS§ 19850 Development Entitlement Files: CDD CL + 2 P P* GC§34090 (a) Traffic Analysis HS§ 19850 Development Projects CDD CL + 2 P P* EDD Dispatch Audio Tapes PD 100 days 100 days Recycle Retention applies unless there is pending litigation; GC§34090.6 Drivers License Data - Class B PD Upon Upon Receipt D Must obtain, review, sign 8~ Receipt of of Pull Notice date current public driving Pull Notice System Report record until receipt of pull System or T + 2 notice system report 8~ obtain Report or T + anew report every 6 months; 2 not accessible to the public; VC§ 1808.1 (a), 1808.2, 1808.21 Economic Development Plans EDD CL + 2 CL + 5 D Election Results -City CC 4 P P* * 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. Resolution 2009-030 N.C.S. Page 16 ~' - Dept of Current* Tofal Disposition Veh Title of Recordi Record {In Years) Retention of Code I:egal Citation' (In Years) Does Emergency Preparedness Plan FIRE S S + 2 D Eminent Domain Judgments CC 2 P P* (Excluding those for Public Works Projects) Employee Records -Benefits ADM CU + 2 CU + 2 D GC§ 12946 Employee Records -Classification 8~ ADM 2 P Wage Rates Employee Records -Memorandums CC S P P* GC§ 12946 of Understanding Employee Records -PERS/Social ADM CU + 5 P P GC§ 12946 Security/SSI -Retirees Employee Records -PERS/Social ADM CU + 5 P P GC§ 12946 Security/SSI -Terminated 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 + 1 S D GC§ 12946 Studies (Employee Statistics, Benefit Activity, Liability Loss, Classification and Wage Rates) Employee Records -Training ADM S S + 2 D GC§ 12946 Programs * 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. Resolution 2009-030 N.C.S. Page 17 Dept of Current al Tot Disposition Veh : ~ ~ ~ ~ ~ ~ Title of Record Record In Years Retention of - e ~ God' . , Cegal Cifation (In Years) Docs; . Encroachment Permits CDD CU CU + 2 D Projects requiring Encroachment Permit as part of entitlement will have permit in Entitlement File. Endowments CC P P P Environmental Documents EDD 2 P GC§34090 (a) PFS CEQA Guidelines WRC Equipment Files Dept T + 1 T + 1 D Note: T for this record is Owners Manuals; termination of ownership of Service/Maintenance; the equipment. Purchase Information; and Authority: There is no specific Correspondence/Back-up statutory authority for Data retention of this item; however, the Secretary of State has recommended this retention period per the authority of GC§34090, which does not authorize the destruction of records less than 2 years old. Equipment Records ADM S S D Facility Rentals - PR CU CL + 2 D Permits/Applications Fair Political Practices Commission - CC CU + 5 CU + 5 D FPPC Opinion Bulletins and General Information False Alarm Files FIRE 2 2 D GC§34090 * 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. Resolution 2009-030 N.C.S. Page 18 Dept of Current* Total Disposition ~ Veh Title of Record_ ._ , Record (~In Years) Retention of Code Legal Citation (In Years) Docs 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. Resolution 2009-030 N.C.S. Page 19 'Title of R~ecord~~ ~ ~ - Dept of. Current* Total Retention ~ Disposition of Veh ` LegalCifation Record- (InYears) (Ih Years) ~, .Does Co cJe 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 WRC CL + 2 P Franchise and/or Public Utility CC 2 P P Agreements General Ledger Reports ADM 2 AU + 5 D CCP§337 General Plan GP S P P* * 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. Resolution 2009-030 N.C.S.. Page 20 .Title of Record . Dept of Currenf* Total Retention- Disposition, of Veh ~ ` :,, Legal Citation - - ~tReeoid (~In Years) (I,n Years) Docs. Code - ~ - General Plan (Working Papers for GP 5 10 D Development of the General Plan) General Plan Amendments GP CL P GC§34090 (a) General Plans and other land use GP 2 P P* GC§34090(a) and development policy and regulatory documents. Goals/Work Programs Dept CU + 2 CU + 2 D Grading Permits (See Building CDD 2 P GC§34090 (a) Permits) HS§ 19850 Grand Jury Reports CC 2 5 D Grants -Applications, Legal CC CL CL + 5 D Documentation and Related Dept Correspondence Grants -Financial Documents CC CU CL + 5 D ADM Grants -Project Documents/Reports Dept AU + 2 AU + 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. Resolution 2009-030 N.C.S. Page 21 Dept of ~ - Current* Total- ~ Disposition Veh Title of Record ~ ~ Record: -. (InYears) Retentiorn of - Code Legal Citation. ~. (in-Years) Does Grievance Files (Copies) ADM CU + 2 CU + 2 D V Note: Original with Human Resources; includes grievance filed by employees, supporting documentation. C in this record series means closure/resolution of the case. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. See also GC§ 12946. Hazardous Materials Program PFS CU P OSHA Requirement Hazardous Waste Disposal PFS 2 5 D 40 CFR 122.41 40 CFR 503.47 Hazardous Waste Materials Storage PFS CL + 2 5 D Permit HazMat Exposure Records / OSHA ADM CL + 2 P ADM retains originals; Cal Log 200, MSDS (Material Safety Data Code Reg. §3204(4)(1), et Sheets) seq. 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(4) (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. Resolution 2009-030 N.C.S. Page 22 Dept of Current* T6tal Disposition Veh , =Title ofRecord ~ ~ Record (In Years) ~ Retertiom of-~ Code Legal'Citation~~ , . (In Years) Does , Historical Preservation and Historical CC CU P P Records Housing Programs EDD AU + 2 AU + 5 D Housing Projects (Affordable EDD CL + 2 P P* Housing Developments) Incident Reports Dept 2 5 D Incident reports (Medical and Non- FIRE 5 5 D Recommended by State Fire medical) Marshall; Statute of Limitations for Health Providers is 3 years; Juveniles are required until patient becomes 18 years old; CP§340.5, GC§34090 Insurance Certificates CC CL + 2 P P* GC§34090 Capital Improvement Projects (Included in Agreement File and separately, by Contractor) Insurance Certificates: CC CL + 2 P GC§34090 Agreements -General, Consultant, Professional Services (Included in Agreement File and separately, by Contractor) Inventories -Fixed ADM 2 AU + 4 D Assets/Depreciation Schedules Inventories -Minor Equipment (other Dept 2 4 D than Fixed Assets) * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Resolution 2009-030 N.C.S. Page 23 Title of~Record;; Dept of Record Cur~ert* ,(In Years),. iota) Retention (In Years) Disposition of Docs Veh Code - ' Legal Cita#ion ;: 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. Resolution 2009-030 N.C.S. Page 24 ept of Current,*` - Total ~ ~ ._ Dis osition Veh _ ~ . Title of Record Record (In Years) Retentiorn of Code. Legal Cifation - -. (Irr Years) Docs «, , Jail-Surveys PD CU + 2 CU + 2 D Note: Prepared quarterly, forwarded to State Board of Corrections. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Joint Powers Financing Authority - CC P P P* Agreements 8~ Audits Joint Powers Financing Authority - ADM 2 10 D Management Audits Journal Vouchers ADM 2 5 D Juvenile Arrests PD Mandatory Mandatory V Authority: Secretary of State Destruction Destruction recommends this retention Upon and Upon and period per WIC§826(a)&(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* Legal Advertising and Public CC 2 5 D CCP§343 Hearing Notices GC§911.2 * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Resolution 2009-030 N.C.S. Page 25 . ~= Dept of~ ~ Current"` ~ Total. ~ .Disposition ~-~ Veh '' Title. of Record: Record {In Years) Retention of Code ,Legal Citation (In Years) Docs. 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+ l 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. Loans 8~ Notes ADM CL CL + 7 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. Resolution 2009-030 N.C.S. Page 26 Title>of Record ~ Depf of ~ - Current* Total'. Retention Disposition of~ Veh ~ Legal Citation, Record' (In Years) (In Years) Docs Code 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 8~ Plans -Aerial/Drainage/ EDD 2 P P Grading/Subdivision/Survey PFS WRC Maps 8~ Plans -City-Owned EDD P P P Community Facilities PFS WRC Meetings -Audio and Video Tapes: City Council Audio Tapes CC 1 8 D Petaluma City Council Rules City Council Video Tapes CM 1 8 D and Procedures Planning Commission Audio CDD Tapes Planning Commission Video CDD Tapes Meter Reading Register 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. Resolution 2009-030 N.C.S. Page 27 '..Dept of Current* Total Disposition Veh Title of Record- Record (In Years) Retention: of Code Legal Citation (in Years) Docs Minutes (Hard Copy): 2 P P* GC§34090(e), 36814, 40801 City Council CC Historical/Cultural Preservation. CDD Planning Commission Staff Liaison Joint Powers Financing Authorities SPARC Municipal Code, City of Petaluma CC P P P* GC§34090(a) Mutual Aide Agreements, Joint CC When No P P Originals maintained by City Power Authorities Longer Clerk permanently; GC Required § 34090 Narcotics and Narcotics - No Arrest PD CL + 2 CL + 2 D Note: Retained by division Case Files until no longer useful for investigative purposes Authority: Secretary of State recommends this retention period per authority of GC§34090, which does not authorize the destruction of records less than 2 yrs old. Nomination Papers -Successful CC Term Term + 4 D EC§ 17100 Candidates Nomination Papers -Unsuccessful CC Election + 2 Election + D EC§ 17100 Candidates 2 Oaths of Office -Elected Officials CC Term Term + 6 D 29 USC 1 1 13 and Committee/Commission Members * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Resolution 2009-030 N.C.S. Page 28 Dept of Current* Total Disposition Veh Title of Record Record (In Years) Retention of Code Legal Citation (In Years) -_ Docs Officer Involved Shootings -Case PD CL + 25 CL + 25 V,H Authority: Secretary of State Files recommends this retention period per GC§34090, which does not specify this item. Operation Log Books -Wastewater WRC 5 P P NPDES Permit Operation Log Books -Water WRC 5 P P Title 22 §64453(1) Ordinances CC 2 P P* GC§34090(e) Organization Files Dept CU + 2 CU + 2 D H Authority: There is no specific Civic Organizations, statutory authority for Professional Organizations retention of this item; however, the Secretary of State has recommended this retention period per the authority of GC§34090, which does not authorize the destruction of records less than 2 years old. Outside Water and Sewer Service CC CL + 2 P Agreements Parcel and Subdivision Maps -Final CDD CL + 2 P P GC§34090(a) HS§19850 Park Improvements -City (Including PR P P P* Blueprints & As Builts) Park Improvements -Working PR S S + 2 D Documents Parking Regulations/Enforcement ADM 2 S 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. Resolution 2009-030 N.C.S. Page 29 ~~ Dept of Gurrent* Total Disposition Veh >Title~ of Record ~ ~ Record (In Years); Retention ~ of -Code. Legal Citation (In Years)r Docs ~ ~ - Parks -Historical Information PR CL P P Pawn Slips/Tickets PD CU + 2 CU + 2 D Authority: Secretary of State recommends "CU+3" retention period citing BP§ 21628 ,which actually does not specify length of time to be retained by law enforcement; the Dept may retain 2 years per GC§34090(d). Payroll Records, including Deduction ADM 2 CL + 4 D 29 CFR 1627.3 Authorizations, Beneficiary 29 CFR 516.6 Designations, Garnishments, Deferred Compensation Statements Payroll Registers ADM 2 CL + 4 D 29 CFR 516.5 Permits PD L + 2 L + 2 D Note: Retain original with Including ABC License issuing Dept Concealed Weapons Permits Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Petaluma Water District Projects CC P P P* Petitions -General/Public CC 2 5 D 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. Resolution 2009-030 N.C.S. Page 30 Dept of Current* Total Disposition Veh Title of Record .Record ;. (In Years) Retention of Code Lega{ Citation (In Years) Docs Planning Commission Bylaws CDD S P Policies -City Council CC S P Policies and Procedures - ADM S + 2 S + 5 D V,H Authority: There is no specific Administrative statutory authority for retention of this item; however, the Secretary of State has recommended "CU+S" retention period, however, citing authority is GC § 34090. Policies and Procedures - Dept S S + 2 D Departmental Press Releases Dept 2 2 D Proclamations CM 2 2 D 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. Resolution 2009-030 N.C.S. Page 31 Dept of Current* Total Disposition- Veh ,Title of Record - Record: (In Years) Retention of Cade Legal Citation . (in Years) Docs 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 P FS WRC Purchase Order Log ADM CU CU + 2 D Quarterly/Year-End Reports ADM 2 P including ESIS, FIT (including W2's), SDI, SIT, SUI, 1099s * 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. Resolution 2009-030 N.C.S. Page 32 Dept of Current* Total. D_ isposition Veh Title.of>Record - ~~ 'Record (In Years)' Retention ~ ~ot e ~ Code `Legal Citation (.In Y.,ears) Does Questionnaires/Surveys -Council CC CU 5 D Directed Questionnaires/Surveys -Other Dept CU 2 D Records Management -Disposition CC 2 P of Records Records Management -Retention CC S S + 4 D Schedules and Manuals 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,H Note: Fingerprint card, photo, Narcotics Registrant Registrant information a-so 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; GC§34090 Resolutions: City Council CC 10 P P* GC§34090(e), 40801 Petaluma Community Development Commission * 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. Resolution 2009-030 N.C.S. Page 33 Dept of Current* Total Disposition' Veh Title of Record Record (In Years) Retention of Code Legal Citation (In Years); Docs 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 ADM 2 2 D Rosters of City Officials CC 4 P P* Rules, Policies and Procedures -City Council (See Policies -City Council) Salary Records, including: ADM 2 5 D Deduction Authorization, Beneficiary Designation, Unemployment Claims, Garnishments Sealed PD Mandatory Mandatory Mandatory V Note: General provision: upon Adult Found Factually Destruction Destruction Destruction petition records of agency Innocent Upon and Upon and Upon and must be sealed and Pursuant to Pursuant to Pursuant to destroyed in accordance Court Order Court Order Court Order with the provisions set by court record and subject to exceptions. Authority: PC§ 851.8 Soils Reports, Public CDD CL + 2 P GC§34090(d) P FS Solid Waste Management PFS 2 5 D GC§34090 (.Recycling/Refuse) Sonoma County Project Referrals CDD CU 2 D * 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. Resolution 2009-030 N.C.S. Page 34 Dept of Current* Total Disposition veh Title of Record ~ ~° ~ ~ ~ Record (In Years) `Retention of Code. Legal Citation (In Years) Docs . Standard Operating Procedures FIRE S + 3 S + 3 D Statute of Limitations for Health Providers is 3 years; CP§340.5; GC334090. 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. Resolution 2009-030 N.C.S. Page 35 ` P Currenf* Total-- Disposition Veh Title of Record. Record' (In Years) Retention. of ..Code LegalFCitation __ ~ (InYears) Docs Statistical (Crime Analysis) PD CU + 5 CU + 5 D H Note: Internally generated information using activity logs, APB (Daily Bulletin) PD CU +l 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 ADM 2 2 D Street Lighting Inventory PFS S+ 2 S+ 2 D Street Maintenance and Street PFS CU + 2 P P* Lighting Street Naming and Numbering CDD P P P* GC§34090 (a) Street Report and Annual Report of ADM 2 AU + 7 D Financial Transactions Street/Road Inventory PFS P P P* Studies/Reports -Miscellaneous Dept 2 S 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. Resolution 2009-030 N.C.S. Page 36 Title of Record' - _ ° Dept of Record Current* (In Years) Total Retention'' (In Years) Disposition of Docs ~ Veh Code ' legal Citation 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. Resolution 2009-030 N.C.S. Page 37 - Dept of Current* Total Disposition Veh Title of Record Record (In Years) Retention. of Code Legal Citation (In Years) Docs Tapes Note: Recordings subject to Audio, Telephone, and PD 100 days 100 days D V,H litigation/court action shall be Radio Communications preserved until pending litigation is resolved; this V,H record series does not include City Council Audio tapes. Authority: GC§34090.6 Note: "Routine video Surveillance/Security Routine PD 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. Resolution 2009-030 N.C.S. Page 38 .. Dept of .- Current* Total Disposition Veh _ Title of Record Record - (In Years) Retention - of Code. Legaf Citation (In Years). Docs Training Records (Individuals) ADM Until No T + 30 D Originals are retained by ADM Longer as part of the employee's Required master file for termination +30 years; GC§34090 Transportation Permits -Oversized PD 2 2 D Loads Treasurer's Quarterly Investment ADM 2 7 D Report Use of Force Supervisory Review Files PD CU + 2 Minimum of 5 D Note: Includes review forms, years arrest report copies, logs. Authority: Secretary of State recommends this retention period per GC§34090, which does not authorize the destruction of records less than 2 yrs old. Use Permits CDD 2 P GC§34090(a) HS§19850 Use Permits, Temporary FIRE E + 3 E + 3 D Statute of Limitations for Health Providers is 3 years; CP §340.5;. GC§34090 Variances CDD CU P GC§34909 HS§19850 Vehicles Owned -Maintenance ADM CU CL + 2 D History * If office space is at a premium, records in this category may be stored at the City's off-site records facility, as they may be easily retrieved. Resolution 2009-030 N.C.S. Page 39 Dept of Current* Total w Disposition Veh Title of-Record Retention of Legal Citation Record (In Years) ` Code - ;(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. Water - Backflow Device Reports WRC 3 3 D Title 17 § 7605(f) * 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.. Resolution 2009-030 N.C.S. Page 40 Dept of Current* TofaF Disposition Veh Title of Record Record (In Years) Retention of Code Legal Citation - (In Yearsj Docs Water/Wastewater Certifications WRC CU CU + 12 D 40 CFR 141.91 Water/Wastewater Permits -NPDES WRC CU + 2 P NPDES Requirement Water/Wastewater Permits -Other WRC CU + 2 CU + 2 D Water/Wastewater Quality -Lab WRC 5 12 D 40 CFR 141.91 Results Water/Wastewater Regulatory WRC 5 12 D (All requirements Reports -Water/Water incorporated.) Reclamation/Storm Water Weapons PD P - P Secretary of State Dept-owned database., recommends this retention personal weapons, period without any citing alternate, secondary, authority. handguns, inventory repairs, inactive concealed Work Orders PFS CU + 2 CU + 2 D Worker's Compensation Records ADM 2 CL + 5 D Zonings/Rezonings/Prezonings CDD 2 P GC§34090(a) HS§19850 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. Resolution 2009-030 N.C.S. Page 41