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 City.
REFERENCE: 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:
200% by the following vote:
City pk orney
AYES: Vice Mayor Barrett, Glass, Harris, Healy, Rabbitt, Renee. Mayor 'I-orliatt
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST: _
City Clerk 1V> yor
Resolution No. 2009-030 N.C.S. Page I
�ALv
a 9 City, ®f :Petaluma, California
,85s Records Retention Schedule Adopted l�arc;h
1-6:, 2009by 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 & Redevelopment
FIRE = Fire
GP = General Plan
HOUS = Housing
Current*/Total Retention:
AU
= After Audit
CL
= Closed/Completed/Terminated
CU
= Current
P
= Permanent
S
= Superseded
T
= Terminated (Personnel, Volunteers)
E
= Expired
PR = Parks and Recreation
WRC = Water Resources & Conservation
Disposition
* = Destroy paper document after stored in alternate format
(TBD - Microfilm/CD Rom/Etc.)
P = Retain paper document permanently
P* = Retain paper document and store in alternate format (TBD)
D = 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-
Total
Disposition
Veh
Title of Recorcl
f
Record
-
(In. Years)
Retention
of
Code
Legal Citation
..
(In Years)
Does
Abandonments/Vacations/
CC
CU
P
P*
GC§34090 (a)
Closures - Streets
Abatements (Code Enforcement)
CC
CL + 2
CL + 8
D
Abatements, Weed
CC
2
2
D
City Clerk retains Council staff
reports permanently;
Assessments are recorded
with the County when
appropriate; GC§34090
Accident Reports, Non -Fatal
PD
CL + 2
P
P
Note: For traffic collision
fatalities, retain permanently
per recommendation of
Secretary of State.
Accident Reports, Non -Fatal
PD
CL + 2
CL + 2
D
Authority: The Secretary of
State has recommended this
retention period per
GC§34090, which does not
authorize the destruction of
records less than 2 yrs old.
Accounts Payable Records
ADM
2
AU + 7
D
GC§34090
Accounts Receivable Records
ADM
2
AU + 7
D
GC § 34090
Acquisition or Sale - Real Property
Dept
CL + 2
P
P*
(Excluding Original
and ADM
Deeds/Easements)
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 2
Dept of
Current,
Total
osit Disp ion
Veh
Title o 46,4e ord;
,Recor.,d
(In -Years,)
Retention
of
`Coale
Legal Citation
,v
@n_ Years)
D,oCS
Actions - Disciplinary/Investigatory
PD
CU + 2
CU + 2
D
Note: Scope of these records
Records Relating to Police
is administrative actions
Department Personnel
internally initiated by the
Police Dept and relating to
conduct of police
officers/departmental
personnel. This record series
does not include records
pertaining to or initiated by
citizen complaints governed
by PC§832.5. Please refer to
Row 52.
Authority: GC§34090 (d)
Agenda Reports/Packets (packet
2
5
D
copies of staff reports & related
documents):
City Council
CC
Planning Commission
CDD
Commissions/Committees
Staff
Liaisons
Agendas/Special Meeting Notices/
CC
2
2
D
Certificates of Posting/Meeting
CDD
Notes:
Staff
City Council
Liaisons
Planning Commission
Commissions/Committees
Agreements - Capital Improvement
CC
CL + 2
P
P*
GC§37090a, 4004; HS§ 19850
Agreements - Consultants, General,
CC
CL + 2
CL + 5
D
CCP§337.2, 343
Professional Services, and
Reimbursement
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 3
x
Dept of
Current
Total
Disposition
VeK
-
Title ofrRecorda
, Record'
.*,
(<In Years)'
�Retenfion
of
Code
Legal Citation."
(In'Years)
Docs
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.
Resolution 2009-030 N.C.S. Page 4
"
;Title of Record
'ID' t of.
P
Current*
Total-
Retention
Doso
os
spof=o
_ Veh
Legal -Citation'°
Record
(In Years)
'(In Years)
Dots=
a Code
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
§ 11361.5 Authority:
HS§ 11361.5
* 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.
Resolution 2009-030 N.C.S. Page 5
Title Record
De t of
p
Current*:
Total
Disposition
=
` `
Veh
of
:Record
(In Years)°;
Retention
of
Code
Legal Citation
(In.Years)
Docs ..
Arrest/Conviction (Marijuana)
PD
Mandatory
Mandatory
Mandatory
V,H
Note: Applicable convictions
HS§ 1 1357(b), (c), (d), (e) or
destruction
destruction
destruction
occurring prior to January 1,
HS§ 1 1360(b) Violations
upon notice
upon notice
upon notice
1996 or arrests not followed by
Occurring before January 1,
from DOJ
from DOJ
from DOJ
a conviction occurring prior
1976
to January 1, 1996 for
violations of HS§ 11357, 11364,
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*
Total
Disposition
Veh
Title of Record
� _
Record:
(In Yearrs)
- Retention
of�
"� Code
Legal Citation
(In Years)
bocs
,
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
�
Title of; Record-
Dept of
Current"
Total-
Retention
Disposition=
of
Veh
Legal Citation
Record'
(In: Yedrs)
�(InYears)
Docs
Code
Budgets (Excluding Redevelopment
ADM
5
P
P*
Agency)
Supporting Documents
CU + 2
CU + 2
D
Budgets (Redevelopment Agency)
EDD
5
P
P*
Building Permits - Approved
CDD
2
P
GC§34090(a)
HS§ 19850
Building Permits - Denied
CDD
CL + 2
CL + 2
D
Building Plans - Non -Residential
CDD
CU
P
HS§ 19850
CC§ 1351
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
Title of Record
Dept of
Currerit*
Total
iReterition
Disposition
_
of -,
veh
Legal Citation �
Record
(InYears)=
.(In -Years)
Docs
= Code
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
b ept of
Current*
Total
Ds osition
P
Veh
Title of ,Record',
ELL Record'
(In Year"s)
Retention
of
Code
Legal Citation.~
(In"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§ 11361.5
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
Title. of Record.. - ��
Dept: of
Currenf*
Total
-Retention
Disposition
of
VeK
-
Legal Otation _'
Record
(In Years)
(In -Years)
Docs`
Code
Claim Files (Police) Not Relating to
PD
CU + 2
CU + 2
D
V
Authority: Secretary of State
Citizen Complaint against Police
recommends a retention
Officer
period of 6 years but citing
PC§832.5 (complaints against
police officer - 5 yr retention
for such records); the Dept
may retain a minimum of 2
years per GC§34090(d), if the
record does not pertain to
citizen complaint against
police officer under PC§832.5.
Claim Files (Police) Relating to
PD
CL + 5
CL + 5
D
V
Note: Claim copy,
Citizen Complaint against
correspondence,
Police Officer
photographs, supporting
documents
Claims - Damage
ADM
CL + 2
CL + 5
D
GC§25105.5
Claims - Financial Documents
ADM
CL + 2
CL + 5
D
GC§25105.5
Claims - Legal Documents
ATTY
CL + 2
CL + 5
D
GC§25105.5
Code Enforcement - Recorded Liens
CDD
P
P
and Releases
Code Enforcement - Vehicle
PD
P
P
(State Mandated Program)
Abatement
Commercial Facilities (Permits,
FIRE
P
P
P
Vital records; GC§34090
Emergency Plans, Inspection
Reports, Correspondence)
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 1 1
Title. ofRecord.
'Dept.of
Current*
Total
Dspositign
: VeF
Record,
(.In Years)
Retention
of
` Code
Legal Citation
("In'!-- )
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
��
peptof
r Record
Current*
TotalDispositionVeh.
Retention
lh,.Years)"
of
Docs
Code
Legal Citation
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§ 11357 or § 11360
violations; (2) does not relate
to unserved warrants; (3) does
not involve identifiable items
which have not been
recovered; (4) does not relate
to violations listed in PC§799,
800; (5) does not relate to
PC§290 (specified registrants),
§457.1 (arson), or HS§ 11590
(specified registrants); and (6)
cases are not presently
involved in civil or criminal
litigation
*Authority: Secretary of State
Guidelines recommend
assigning retention on
applicable statute of
limitation i.e., PC§800,801: 6 yr
for offenses punishable by
imprisonment in state prison
for 8 yr +; consider -
Tolling/Extension of time
periods in PC§804; consider
appeals in progress or "3
Strikes," if applicable.
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 13
Title of1Record -
Dept of
Current*
w
Total
Retention
Dis position
of
.Ueh
Legal Citation fi
.Record
Oh' Years)
(ln_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§ 11357 or 11360
violations; (2) does not relate
to unserved warrants; (3) does
not involve identifiable items
which have not been
recovered, (4) does not relate
to violations listed in PC§ 799,
800; (5) does not relate to
PC§290 (specified registrants),
§457.1 (arson), or HS§ 11590
(specified registrants), and (6)
cases are not presently
involved in civil or criminal
litigation
Authority: GC§34090
Customer Services
ADM
Billing Registers
CU
CL + 3
Services Orders
CU
CL + 2
Address Files
CU
P
Customer Account Histories
CU
CL + 2
Daily Activity Logs
PD
CU + 6
CU + 6
D
V,H
Note: Daily report of staffing,
bookings/releases, transfers,
transportation.
Authority: Secretary of State
recommends this retention
period per GC§34090
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 14
Title of�Record
"Dept of
Current*
Total
Retention
Disp on
os
of
Veh
L°egal`Eitation
.:Record
(In Years);
(In Years),-
Docs
Code
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 & 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 15
'Dept of
Current*
Total
D n
os
'Spof�tio
Veh
Title°of-Record...
Record
,
(:In Years)
- Retention
Code .
Legal Cifation .
(In Years)
'Doc"s
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 &
Receipt of
of Pull Notice
date current public driving
Pull Notice
System Report
record until receipt of pull
System
or T + 2
notice system report & obtain
Report or T +
a new report every 6 months;
2
not accessible to the public;
VC§ 1808.1 (a), 1808.2, 1808.21
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*
Total
Disposition
Veh
Tale of 'Record
Record
(InYea�s)
Retention
of LL
Code
Legal Citatior>i
(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 &
ADM
2
P
Wage Rates
Employee Records - Memorandums
CC
S
P
P*
GC§ 12946
of Understanding
Employee Records - PERS/Social
ADM
CU + 5
P
P
GC§ 12946
Security/SSI - Retirees
Employee Records - PERS/Social
ADM
CU + 5
P
P
GC§ 12946
Security/SSI - Terminated
Employee Records - Personnel Files -
ADM
CU + 5
P
GC§ 12946
Retirees
Employee Records - Personnel Files -
ADM
CU + 5
P
GC§ 12946
Terminated
Employee Records - Recruitment
ADM
CL + 2
CL + 2
D
GC§ 12946
Employee Records - Reports and
ADM
CU + 2
CU + 15
D
GC§ 12946
Studies (Employee Statistics, Benefit
Activity, Liability Loss, Classification
and Wage Rates)
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
Title of'Record
p
Reco d
rrent*
n Years)
Total
- Reten' tion
Disposition:
of �
Veh.
Code
Legal Cifatiom-
-
(
(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 l
T tal
o
Disp ition
Disposition
Veh
.Title bURecord_
Record
-
(In:Years)
T Retention
of.
Code
Legal Citation:
(�In Years)
-0ocs-
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 Record -
Dept of.
Current*
Total.
Retention.
Disposition
of
Veh
Lel Cifation
ga
Record-
(In`•Years)
(In Years)' -
Does
Code ,
-
Fingerprints
Note: Includes hardcopy and
Suspect, Adult/Juvenile
PD
C
C
D
V
digitized; destroy after original
purpose achieved;
Certain license applicants
T+ 2
T+ 2
D
V
adult/juvenile suspected of a
crime taken for comparison.
Records Latent
Authority: Secretary of State
recommends this retention
period per Law Enforcement
Management Guide by POST,
and GC§34090, which does
not authorize the destruction
of records less than 2 yrs old.
* Secretary of State
recommends applicable
retention period for case
statute of limitation or until
evidence is destroyed.
Fire Incident Statistics
FIRE
10
10
D
Retained for historic and
administrative value; GC
§ 34090
Fire Investigation Reports
FIRE
2
10
D
Administrative value; Criminal
records are transmitted to
DOJ and retained by State;
GC§34090
Flood Plain Documentation
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 ftcord .
-Dept of
Current*-
7
Total
Retention
Disposition,
of
Veh'
Legal Citation_ :
°Record
(ln Years)''
'(1n Years)
Pops,
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.-
Current*�
TotdU
Disposition
Veh
Title of RecorcJ�
Record -�
(In. Years)
Retention,
�:�
of
code
lsegal Citation
(In Years{)
Docs
Grievance Files (Copies)
ADM
CU + 2
CU + 2
D
V
Note: Original with Human
Resources; includes
grievance filed by
employees, supporting
documentation. C in this
record series means
closure/resolution of the case.
Authority: Secretary of State
recommends this retention
period per GC§34090, which
does not authorize the
destruction of records less
than 2 yrs old. See also
GC§ 12946.
Hazardous Materials Program
PFS
CU
P
OSHA Requirement
Hazardous Waste Disposal
PFS
2
5
D
40 CFR 122.41
40 CFR 503.47
Hazardous Waste Materials Storage
PFS
CL + 2
5
D
Permit
HazMat Exposure Records / OSHA
ADM
CL + 2
P
ADM retains originals; Cal
Log 200, MSDS (Material Safety Data
Code Reg. §3204(d)(1), et
Sheets)
seq.
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.
* 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
Title of Recortl,
Dept of
r
'Recordd'
Current*'
`
Total
Retentibn
Disposition
of,
yeh
Legal'Citation
(In Years)
(In Years)
Docs
Code
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
Curtent*
(In�Years)
Total
Wen tion
In YearsDocs
),
Disposition
of
Veh
Code
Le'galxCita#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
Title Record
,e t of�
P
Current
Total
Disposition
.
eh
.
of,
__
Records
In Years
Rete;ntion,
of
C
Le`gal Citation
...
_
(In Yeas)
D'oc.s
Jail -Surveys
PD
CU + 2
CU + 2
D
Note: Prepared quarterly,
forwarded to State Board of
Corrections.
Authority: Secretary of State
recommends this retention
period per GC§34090, which
does not authorize the
destruction of records less
than 2 yrs old.
Joint Powers Financing Authority -
CC
P
P
P*
Agreements & Audits
Joint Powers Financing Authority -
ADM
2
10
D
Management Audits
Journal Vouchers
ADM
2
5
D
Juvenile Arrests
PD
Mandatory
Mandatory
V
Authority: Secretary of State
Destruction
Destruction
recommends this retention
Upon and
Upon and
period per WIC§826(a)&(b);
Pursuant to
Pursuant to
WIC§781(a) - Upon petition,
Court Order
Court Order
local laws enforcement
records within WIC§826(b)
may be destroyed as ordered
by court, if related probation
and juvenile court records
have been destroyed by the
probation officer. Records
involving arrests, detention
and/or petitioning juvenile
before juvenile court.
Land Use Studies/Plans/Reports
CDD
CU
P
P*
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
VeK'
Title of Record:
Record
(Ift Years)
Retention
-
of
Code
Legal Citation
(In Years);
D;ocs.
. ;
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 & 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 ofRecotd'
Dept of
Current*'
Total!
Reten#ion
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 & Plans - Aerial/Drainage/
EDD
2
P
P
Grading/Subdivision/Survey
PFS
WRC
Maps & Plans - City -Owned
EDD
P
P
P
Community Facilities
PFS
WRC
Meetings - Audio and Video Tapes:
City Council Audio Tapes
CC
1
8
D
Petaluma City Council Rules
City Council Video Tapes
CM
1
8
D
and Procedures
Planning Commission Audio
CDD
Tapes
Planning Commission Video
CDD
Tapes
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
Dispo"sitiori
Veh
Title of Record
Record
,'
(In Xea�s)'
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
`lQ Veh
Title of Record
Z.Record,
p
(In Years)
Retention
of
Code
Legal Citation
"
(1mydars)
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 (l )
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
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 29
Dept of
Current*
Total
Disposition
Veh
Jitle,of Record
Record
(In Years)
Retention
of
Does
Code
nation:
Legal�C_
(In Years)
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
TRWof'Record -,>>� ��
Deept of
-
Current*
� �
TotaP e :
Retention
Disposition
of
VeFi
Legal Citation
Record
(In' Years)
(In Ye",ars)
Docs
Code
Planning Commission Bylaws
CDD
S
P
Policies - City Council
CC
S
P
Policies and Procedures -
ADM
S + 2
S + 5
D
V,H
Authority: There is no specific
Administrative
statutory authority for
retention of this item;
however, the Secretary of
State has recommended
"CU+5" retention period,
however, citing authority is
GC § 34090.
Policies and Procedures -
Dept
S
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
Record
'Dept of
Cu r"rerit*
Total
Disposition`,
Veh
..Title of, -
Record;
(In- Years)
-Retention,
of _, ..
Code�
Legal Citation
_(InYears)
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
°
Deptaof
Current?'
Total
Disposition
VeK,
Title of� Record
Record g
(In Years)'
Code:
Legal Citation
(IntYetars)? ,.
- Docs
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 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; 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
Title
De t o �f
;urrent�°
Total
Disposition
V6h
of Recortl-�p
Record.
n -
( Years)'
Retention
ot�
Code
Legal Citation
(In Years).
Doc=s
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
-
�Depf of-
Currer1t*
Total
Disposition
veh
-
?itle of Record
�Recofa
'(In Years)1,
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; GC§34090.
State Controller's Reports
ADM
2
AU + 7
D
Statements of Economic Interests -
CC
4
4
D
Copies of those filed with FPPC
Statements of Economic Interests -
CC
4
7
D
Originals filed with City Clerk
Statistical (CR), Uniform Crime
PD
CU + 5
CU + 5
D
V,H
Note: Originals sent to DOJ,
Reports Mandatory to DOJ (LEIC);
FBI
FBI Include Return A/Supplement;
Authority: This retention period
Supplementary Homicide Report;
exceeds the Secretary of
Law Enforcement Officers Killed or
State recommended
Assaulted; Monthly Return of Arson
retention period set forth in
Offenses Known to Law
GC§34090, which does not
Enforcement; Number of Violent
authorize the destruction of
Crimes Committed Against Senior
records less than 2 yrs old.
Citizens, Monthly Report of Domestic
Violence Related Calls for
Assistance: Monthly Arrest and
Citation Register; Monthly Hate
Crimes Incidents; Death in Custody
Reporting
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 35
Title,of Record,.
peptof
Current*
Total
� � �
Retention
Disposition
of
Veh"
LegalF Citation
Record'
( In Years
�
(In Years)`
Docs
code -
Statistical (Crime Analysis)
PD
CU + 5
CU + 5
D
H
Note: Internally generated
information using activity logs,
APB (Daily Bulletin)
PD
CU +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
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 36
:Title,ofRecord '-
= °
of
Record"�
Current*
(in'Years)
Total
Retention
(in Years),:
osi Lion
DispDept
ofLegalCitation
Does
Veh
Code
.
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
Title of Record
Deptof
Current*.
Total -
..Retention,
Disposition
of
,Veh ;�
Legal Citation
Record..
{In Years)'
(In Years),
Does
Code-
Tapes
Note: Recordings subject to
Audio, Telephone, and
PD
100 days
100 days
D
V,H
litigation/court action shall be
Radio Communications
preserved until pending
litigation is resolved; this
V,H
record series does not include
City Council Audio tapes.
Authority: GC§34090.6
Note: "Routine video
Surveillance/Security Routine
PD
1
1
D
monitoring" means
Video Monitoring (Includes
videotaping by a video or
Videos of Jail)
electronic imaging system
designed to record the
regular and ongoing
operations of the
Departments, and includes
mobile in -car video, jail
observations and monitoring
systems, and building security
taping systems.
Authority: GC§34090.6
Taxpayer Identification
ADM
CL
CL + 2
D
Number/W9's
Time Cards
ADM
CL + 2
CL + 2
D
Traffic Regulations/Enforcement
PD
2
5
D
Training Materials, Standards and
FIRE
S + 2
S + 30
D
Conforms with HazMat
Administration
exposure requirements; CA
Code Reg. §3204(d) (1), et
seq.
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 38
Title of.� =
J o Record I �.
-.
Dept of
'Record
Current*
Total,
°Reten#ion
Disposition
of
- yeh
Legal Citation,
(1 4sYears)_;
=
_
��
�(In Years)
�Docs,.
�� Code
_
Training Records (Individuals)
ADM
Until No
T + 30
D
Originals are retained by ADM
Longer
as part of the employee's
Required
master file for termination +30
years, GC§34090
Transportation Permits - Oversized
PD
2
2
D
Loads
Treasurer's Quarterly Investment
ADM
2
7
D
Report
Use of Force Supervisory Review Files
PD
CU + 2
Minimum of 5
D
Note: Includes review forms,
years
arrest report copies, logs.
Authority: Secretary of State
recommends this retention
period per GC§34090, which
does not authorize the
destruction of records less
than 2 yrs old.
Use Permits
CDD
2
P
GC§34090(a)
HS§19850
Use Permits, Temporary
FIRE
E + 3
E + 3
D
Statute of Limitations for
Health Providers is 3 years; CP
§340.5; GC§34090
Variances
CDD
CU
P
GC§34909
HS§19850
Vehicles Owned - Maintenance
ADM
CU
CL + 2
D
History
* If office space is at a premium, records in this category may be stored at the City's off -site records facility, as they may be easily retrieved.
Resolution 2009-030 N.C.S. Page 39
Dept of
Current*
Total ota
Dispositiori
a
Veh`
_
Title of= Record�<
In,Years-
- Retention =
° of
; .
-Code=
Legal CitationRed-bW
(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 + 2yr
V
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
Title of Reco de
Dept -of
Current*;
TotalTqtal
'Retention
Disp ition
of
Veh
legal Citation '
Records
(In Years ),.
(In Years)
Docs
`Code
�
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
GCU4090(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