CC SR 20170207 04 - City Manager's Office Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 02/07/2017
AGENDA HEADING: Regular Business
Consideration and possible action to revise and approve the City Manager's Office
Records Retention Schedule.
0:10161Ti I ►yi I X L 1141Z9%1N1 Z [91I W_[A I [C ILI
(1) Revise and approve City Manager's Office Records Retention Schedule.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lorna Cloke, Administrative Analyst II Lc
REVIEWED BY: Gabriella Yap, Deputy City Manager.
APPROVED BY: Doug Willmore, City Manager'.
ATTACHED SUPPORTING DOCUMENTS:
A. January 17, 2017 Staff Report regarding Records Retention (page A-1)
B. 2017 City Manager's Office Records Retention Schedule (Redline
Version) (page B-1)
C. 2017 City Manager's Office Proposed Records Retention Schedule with all
changes accepted (page C-1)
D. 2011 Adopted City Manager's Office Records Retention Schedule (page
D-1)
BACKGROUND AND DISCUSSION:
The records retention schedule was presented to the City Council for their review on
January 17, 2017. The City Council expressed a desire to review each department in
depth and directed Staff to bring back each department section, beginning with the City
Manager's Office. This is the first of six department schedules to be presented to the
City Council. See Attachments B, C, and D for the proposed and current City
Manager's Office retention schedules.
1
RANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 01/17/2017
AGENDA HEADING: Regular Business
Consideration and possible action to approve the Citywide Records Retention
Schedule.
RECOMMENDED COUNCIL ACTION:
(1) Adopt Resolution No. 2017-_, a Resolution of the City Council of the City of
Rancho Palos Verdes, Adopting a Records Retention Schedule and Authorizing
Destruction of Certain City Records.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lorna Cloke, Administrative Analyst II
Dan Landon, IT Manager
REVIEWED BY: Gabriella Yap, Deputy City Manage
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Resolution No. 2017- (page A-1)
B. 2017 Records Retention Schedule (Redline Version) (page B-1)
C. Secretary of State Electronic Mail guidelines (page C-1)
The City's previous Records Retention Schedule (Resolution No. 2011-03) may be
reviewed on-line at http://documents. rpvca.gov/WebLink/0/doc/12631/Page1.aspx.
BACKGROUND AND DISCUSSION:
The purpose of the Records Retention Program is to implement an efficient and
economical process for the utilization, maintenance, retention, preservation and
disposal of all records managed by the City. The City's Records Retention Schedule
was last adopted in February 2011. Over the past six years, the City has made
considerable strides in improving transparency through online access to records.
Current City agreements, resolutions, ordinances, financial and budgetary information,
agendas and accompanying staff reports are all available to anyone with Internet
access.
A-1
A City's records retention is largely dictated by State and Federal law. The California
Secretary of State, our state's official record keeper, has specifically created records
management guidelines for local governments'. The guidelines can be found online at
http://www.sos.ca.gov/archives/admin-programs/local-gov-program/. The City
Attorney's office has compared our retention schedules to the Secretary of State's
guidelines and found that they meet or exceed the recommended retention.
With evermore reliance on technology and the use of email as a form of communication
and/or record-keeping, the Secretary of State has also issued guidelines regarding what
constitutes a record kept in email form (Attachment C). Currently, the City's policy is not
consistent with these guidelines because we are retaining every email and treating them
all as records, rather than recognizing that emails are not a category of records in and
of themselves. The Secretary of State recommends that an email's retention period be
based on the content of the email, and that it match the document retention policy for
that subject matter.
Adhering to a Records Retention policy can limit the City's liability in the long run by
decreasing the possibility of documents being lost or inadvertently not disclosed to
discovery or Public Records Act (PRA) requests. Any records retention policy adopted
by the City Council would apply to all documents—including emails—of Staff, elected
officials, and appointed officials.
Updating the Records Retention Program would positively impact the City's costs,
responsiveness, and liability exposure when handling PRA requests. A PRA request
may seek any records "relating to the conduct of the public's business prepared, owned,
used, or retained by any state or local agency regardless of physical form or
characteristics." (Gov't Code §6252 (e).) This broad language allows a requestor to
seek any records retained by the City, even if they are decades old. A written response
to the PRA request must be provided by the City within ten (10) days, regardless of the
size of the request. The City's response may assert that the request is vague or
overbroad, but the PRA requires the City to assist the requestor in identifying records or
information that is responsive to the request, and to provide suggestions for overcoming
any practical basis for denying access to the records or information sought. (Gov't
Code §6253.1 (a).) All potentially responsive records must be searched, and in some
cases, reviewed by the City Attorney. The City must then determine whether any of the
records found are exempt from disclosure under the PRA. Records found to be
responsive and not exempt must be produced to the requestor.
Keeping records beyond their useful life not only increases the Staff time needed to
search and produce the records, but also increases attorney review costs since some
PRA requests require the attorney to review thousands of emails. For example, the
attorney review of all emails potentially relevant to PRA requests related to Green Hills
1 The 1999 State Legislature added Section 12236 to the Government Code, which states in
Section 12236 (a) "The Secretary of State shall establish the Local Government Records Program to be
administered by the State Archives to establish guidelines for local government retention and to provide
archival support to local agencies in this state."
011
A-2
Memorial Park alone amounted to approximately $18,000 in 2015. These costs are not
recoverable from the requestor. In addition, keeping records beyond their useful life
results in a slower response to PRA requests. When City Staff needs to dig through
years and years of potentially responsive records, the City is not able to respond to
records requests as expeditiously as Staff would like.
An effective Records Retention Program enables the City to produce all responsive
records in a timely manner, meeting the statutes set by the PRA and providing good
customer service. Without these updates, the City will continue to accumulate massive
amounts of documents, requiring more time to retrieve records and review by the City
Attorney's office. Potential liability exposure is created when the City believes it has
found all responsive documents, but there were more records unbeknownst to them.
While the PRA does not allow a requestor to seek damages if the City does not provide
all responsive documents, the PRA does allow a court to award attorney's fees to a
PRA requestor who files a lawsuit to enforce the PRA. California courts have awarded
attorney's fees in amounts up to $260,000. (See Pacific Merchant Shipping Association
v. Board of Pilot Commissioners (2015) 242 Cal.AppAth 1043 [upholding a $260,608
attorneys' fee award]; Bernardi v. County of Monterey (2008) 167 Cal.App.4th 1379
[upholding a $244,287.50 attorneys' fee award.)
Updates to the City's Records Retention Policy are also important to insure proper
functioning of the server database. Because the City has been treating all emails as
records, the City's email datastore is very large at over 1.3 terabytes (1,300 gigabytes).
Based on a recent listsery survey with 13 California municipalities responding, the
average retention period is 156 days and the datastore size is 346 GB. Only one other
City is retaining records indefinitely; their datastore is 1.5TB (1,500GB) and, because of
similar issues the City is experiencing, they are working on implementing a two-year
retention policy to reduce the datastore size.
Of prime importance is direct relationship between the size of the City's datastore and
the time it takes for maintenance or to restore the email server in case of failure or
disaster. Smaller datastores help insure fast search and email access speeds, and limit
the likelihood of data corruption. The larger the datastore, the higher the likelihood of
increases in recovery time needed, changing from hours to days and creating disruption
in City services. In addition, the primary and backup email storage currently consume
approximately two (2) terabytes of tier -1 storage at approximately $900 per terabyte and
six (6) terabytes of tier -2 storage space at approximately $500 for each terabyte, almost
$6,000 in data storage alone.
The revised Citywide Records Retention Schedule (Attachment B) is department
specific. It was written interactively with representatives from all departments
participating in the project. Care was taken to identify which department is responsible
for maintaining the original record and to establish clear retention periods for each
category of records.
3
A-3
While the general standard for records retention under Government Code Section
34090 is two years, the proposed Resolution (Attachment A) includes an exception for
certain records to be retained beyond two years based on other statutory or practical
concerns. Any record subject to a legal hold or potentially relevant to any reasonably
anticipated or ongoing claim, litigation, grievance, audit, pending governmental
investigation, regulatory matter or PRA request will have its normal retention period
suspended until the matter is settled or resolved.
The City Council's adoption of the proposed
Schedule ensures a systematic approach to
continued compliance with State and Federa
ALTERNATIVES:
Resolution and revised Records Retention
managing the life cycle of City records and
I law.
In addition to the Staff recommendations, the following alternatives are available for the
Council's consideration:
1. Approve the proposed Resolution and Records Retention Schedule with
changes.
2. Do not approve the proposed Resolution and Records Retention
Schedule.
n
i
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category
eliminated), A= Active, S=Supersede
JANUARY 2017
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Weekly Administrative Report
21
43
64
GC 34090
(Note: Formerly Friday Report)
(Electronic Record only from 2010
forward)
2.
Budget Files
S2
S2
GC 34090
Information regarding development of
department budget and copies of
approved budget
3A.
Subject Files — General Topics and
Unbuilt Capital Improvements
1
35
46
GC 34090
Includes projects that were scheduled
as capital improvements but were not
built. Files include correspondence on
subject matter.
3B.
Subject Files — Capital Improvements
CL
CL+10
CL+10
GC 34090;
Files include correspondence on
subject matter.
CCP 337.15
4.
Correspondence -Chronological Files
224
06
-762
GC 34090
Gerrespnndenne D iplina+e Series
(Note, 0#'Gial rend in City Manager's
Suhier+ F'Ies )
Dept. on+ Gerrespenrlenre
5.
Grant Files
€$6A+2
€-+r&A+2
GC 34090; 24
CFR 85.42
Grant a at'GR applications and other
related documents
6.
Legal Opinions
A+16
6
49 A+1
GCS 34090
Correspondence with the City Attorney
7A -.General
Liability Clairv�c
�
�8
�3
GG 34090
Retain all OF!ginal nlaims anal city's
aRswe.rs settlements judgments, final
awards and similar final renprds per 7fl
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category
eliminated), A= Active, S=Supersede
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
7.
Proclamations and Certificates of
Recognition / Appreciation
1
3[jmi
GC 34090
Awards given to individuals and
organizations to mark special occasions
/ achievements. Note: Retain 4 years
unless stated otherwise in the
proclamation.
8.
Film Permits
CL+2
CL+2
GC 34090
Applications for permits to film in the
City, including correspondence &
insurance certificates.
9.
Parking Citation Reports
2
2
GC 34090
Administrative Review Disposition
Forms
10.
Digital Video Disks (DVD)
P
P
GC 34090
City Council Meetings; Planning
Commission Meetings; Special City
Committee / Commission Meetings
11A
Insurance Policies & Certificates
P
P
GC 34090
All evidence of insurability (excluding
employee health and benefit insurance).
7-113
11.13
Workers Compensation Claims
PSL
SL+10
PSL+10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102,
10103; CCR
14311;
15400.2; CA
amain Do not destroy all settlements,
judgments, final awards and similar final
records .. Note that if the file is
being audited, it must be retained until
the findings of the audit have become
final. Review 8 CCR 10102 before
destroying files.
Labor Code
110-139.6
1
Employee Training Records
T
T+20
T+20
GC I34090IIA2i
9M
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category
eliminated), A= Active, S=Supersede
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
T -D:
Litigation Settlements, judgments, Final
Awards
R
R
Gtr34090
Settlements ii dgrnen+s final awards
and similar final ror0 d,;, and fAr
general liability nlaims all original
maims and pity's answeF tG maims
T€
11D
_
Accident Reports — Non -Employee Injured
2
3
5
GC 34090
Non-employee accident reports; all
departments including Recreation &
Parks. If claim is filed, retain original
accident report permanently with claim.
1
Accident Reports and CaIOSHA Forms —
Employee Injured
CL
CL+10
CL+10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102,
10103,
14300.33
See note on 7S- 12B (Workers
Compensation Claims).
Includes CaIOSHA Form 300, 300A and
301.
Note: Retain Employee Exposure
Records for Exposure+30, see 29 CFR
1904.4,1910, 1020(c)(5) & (d)(1)(ii)
insurance Polinies, Certna+es
P_
P_
[Difi
s-
GG 34 -090
All eyeRGe of insi irahiliti
'd
12_
Personnel Applications (Net- not hired)
2
2
GC 12946; 29
CFR 1602.31,
1627.3
4-0-.
Personnel Cards Cell Tome Employees
T
2-5
T+25
GG34090Referonno
Caryl With Batas e
GmnIA\/mont POSitinnso ni RaRoto
(Note, Confidential record-.)
13.
Personnel and Employee Handbooks
P
P
GC 34090
M
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category
eliminated), A= Active, S=Supersede
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
42-.
14,
Personnel Records, Full Time Employees
T+10
10
T+20
GC 34090
Including Correspondence
Rani Rate Form
Personnel Action Forms, Evaluations
Vacation and oiGk leave rent tec+c Sick
Leave Requests.
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
29 CFR 1910.1020(c)(5)&(d)(1)(ii)
(Note; Confidential FeGGrd-.4
4-3-.
15.
Personnel Records, Part Time Employees
T+10
10
T+20
GC 40901A3i
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
No. 42 15
44-.
Film Perri
4
3
4
GG 34090
Ar}}plinn+inn fnr nnrmiGGinn +n film ire the
G*1
Gerrecnnnden Ge
In t traRGe Ger+ifiGr++e
rn�arur-rcc ccr�crr-rcttcc5:
#
Parking Citation RenGrfs
2-
2
e
Admin Review Dispesi+inn Gnrmc
4,6-.
Digital Videe nicks (DVD)
R
R
GG 34090
Gity (int tnGtl Meetings
Planning Commission Meetings-
S penial City Gemmi++ee/Gemmiccinn
16A
Health & Benefits Reports
4
2
6
GC 34090
Includes eligibility for medical insurance
and other employee benefits.
16B
Benefit Policies
S
S+4
S+4
GC 34090
Includes policies and summary of
benefits.
17A
Employee Relations — Recognition /
Formation Records
P
P
GC 34090
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category
eliminated), A= Active, S=Supersede
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
17B
_
Employee Relations Correspondence
1
5
6
GC 34090
Correspondence regarding transitory
matters that do not fall not another
employee relations category.
17C
Grievances
P
P
GC34090
17D
_
Memorandum of Understanding, Side
Letters and any other Agreements
_
_
GC 34090
See City Clerk's Department Retention
Schedule. All original executed
agreements are given to the City Clerk
for permanent retention.
17E
Negotiations
P
P
GC 34090
17F
Employment Relations Board (PERB)
Matters
P
P
GC 34090
4,8-.
18A
Cable Television Advisory Board
Agendas and Minutes
P
P
GC 34090,
36814, 40801
GATV Board Mnnute&This board is no
longer in existence.
18B
Cable Television Advisory Board — Staff
P
P
GC 34090
Re orts
Community Forum Fi1ec
3
7
TO
+d [/a4]
2&
19A
Emergency Preparedness Committee=
Agendas and Minutes
P
P
GC 34090
19B
Emergency Preparedness Committee —
P
P
GC 34090
Agenda Packets / Staff Reports
19C
Emergency Plans
S
S+7
S+7
GC 34090
Note: Do Not Destroy superseded plan
if disaster funds have been granted or
9W
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category
eliminated), A= Active, S=Supersede
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
are pending; retain per grant.
19D
Disaster Council — Agendas and Minutes
P
UP[M]
19E
Disaster Council — Agenda Packets / Staff
P
P
GC 34090
Reports.
20A
Regional Law Enforcement Committee —
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
Agendas and Minutes
20B
Regional Law Enforcement Committee —
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
Agenda Packets / Staff Reorts
21.
Information Technology — Budget Files
S
S
GC 34090
22.
Information Technology — Administrative
S+2
S+2
GC 34090
User Manual
23.
Information Technology — Software
Licenses
T
T
GC 34090
If period of license is for less than two
ears retain for two year minimum
24.
Information Technology — Software Media
T
T
GC 34090
If used for less than two years, retain for
and Manuals
two years minimum.
25.
Information Technology — Project Files
T
T+4
T+4
GC 34090;
Includes files regarding vendor
contracts.
CCP 337
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category eliminated), A=
Active, S=Supersede
we
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O =
Obsolete (category eliminated), A= Active, S=Supersede
JANUARY 2017
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Weekly Administrative Report
1
3
4
GC 34090
(Note: Formerly Friday Report)
(Electronic Record only from 2010
forward
2.
Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of
approved bud et
3A.
Subject Files — General Topics and
Unbuilt Capital Improvements
1
5
6
GC 34090
Includes projects that were scheduled
as capital improvements but were not
built. Files include correspondence on
subject matter.
3B.
Subject Files — Capital Improvements
CL
CL+10
CL+10
GC 34090;
CCP 337.15
Files include correspondence on
subject matter.
4.
Correspondence -Chronological Files
2
2
GC 34090
5.
Grant Files
A+2
A+2
GC 34090; 24
CFR 85.42
Grant applications and other related
documents
6.
Legal Opinions
A+1
A+1
GC 34090
Correspondence with the City Attorney
7.
Proclamations and Certificates of
Recognition / Appreciation
1
3
4
GC 34090
Awards given to individuals and
organizations to mark special
occasions/achievements. Note: Retain
4 years unless stated otherwise in the
proclamation.
8.
Film Permits
CL+2
CL+2
GC 34090
Applications for permits to film in the
City, including correspondence &
insurance certificates.
C-1
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete
(category eliminated), A= Active, S=Supersede
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
9.
Parking Citation Reports
2
2
GC 34090
Administrative Review Disposition
Forms
10.
Digital Video Disks (DVD)
P
P
GC 34090
City Council Meetings; Planning
Commission Meetings; Special City
Committee/Commission Meetings
11A.
Insurance Policies & Certificates
P
P
GC 34090
All evidence of insurability (excluding
employee health and benefit insurance).
Workers Compensation Claims
P
P
GC 34090;
Do not destroy all settlements,
11 B.
LC 6401.7;
judgments, final awards and similar final
8 CCR
records. Note that if the file is being
§§ 10101,
audited, it must be retained until the
10101.1,
findings of the audit have become final.
10102,
Review 8 CCR 10102 before destroying
10103; CCR
files.
14311;
15400.2; CA
Labor Code
110-139.6
Employee Training Records
T
T+2
T+2
GC 34090
11C.
Accident Reports — Non -Employee
2
3
5
GC 34090
Non-employee accident reports; all
11 D.
Injured
departments including Recreation &
Parks. If claim is filed, retain original
accident report permanently with claim.
11E.
Accident Reports and CaIOSHA Forms —
CL
CL+10
CL+10
GC 34090;
See note on 12B (Workers
Employee Injured
LC 6401.7;
Compensation Claims).
8 CCR
C-2
M� il' ' : _ �!' T Ul �: 'TASIR.
(. (1;:p? '� ;:(I?• - ��« •I�11 "I : II : 1 1 - ,1 1 �i'2 0'a -�1 r � � t- '1-�;I; t •e �� ^era -1
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
§§ 10101,
10101.1,
10102,
10103,
14300.33
Includes CaIOSHA Form 300, 300A and
301.
Note: Retain Employee Exposure
Records for Exposure+30, see 29 CFR
1904.4,1910, 1020(c)(5) & d 1 ii
12.
Personnel Applications ( not hired)
2
2
GC 12946; 29
CFR 1602.31,
1627.3
13.
Personnel and Employee Handbooks
P
P
GC 34090
14.
Personnel Records, Full Time Employees
T+10
10
T+20
GC 34090
Including Correspondence
Personnel Action Forms, Evaluations
Vacation and Sick Leave Requests.
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
29 CFR 1910.1020(c)(5)&(d)(1)(ii)
15.
Personnel Records, Part Time Employees
T+10
10
T+20
GC 34090
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
No. 15
16A.
Health & Benefits Reports
4
2
6
GC 34090
Includes eligibility for medical insurance
and other employee benefits.
16B.
Benefit Policies
S
S+4
S+4
GC 34090
Includes policies and summary of
benefits.
C-3
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete
(category eliminated), A= Active, S=Supersede
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
17A.
Employee Relations — Recognition /
Formation Records
P
P
GC 34090
17B.
Employee Relations Correspondence
1
5
6
GC 34090
Correspondence regarding transitory
matters that do not fall not another
employee relations category.
17C.
Grievances
P
P
GC34090
17D.
Memorandum of Understanding, Side
Letters and any other Agreements
_
_
GC 34090
See City Clerk's Department Retention
Schedule. All original executed
agreements are given to the City Clerk
for permanent retention.
17E.
Negotiations
P
P
GC 34090
17F.
Employment Relations Board (PERB)
Matters
P
P
GC 34090
18A.
Cable Television Advisory Board
Agendas and Minutes
P
P
GC 34090,
36814, 40801
This board is no longer in existence.
18B.
Cable Television Advisory Board — Staff
Reports
P
P
GC 34090
19A.
Emergency Preparedness Committee —
Agendas and Minutes
P
P
GC 34090
19B.
Emergency Preparedness Committee —
Agenda Packets / Staff Reports
P
P
GC 34090
19C.
Emergency Plans
S
S+7
S+7
GC 34090
Note: Do Not Destroy superseded plan
if disaster funds have been granted or
are pending; retain per grant.
C-4
P=Per ent- E=E on' L=C p ted/ I s AR- a Revi ; T=Ter i tion of Em I me t' O= 0 sol
(categp ,elimino�e) ffiPf l v e°� +� use_°r e o ec� lose ; �w nnua� eview; germination �f°Lmp�tj 0 = t; _ ft
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
19D.
Disaster Council - Agendas and Minutes
P
P
19E.
Disaster Council — Agenda Packets /
Staff Reports.
P
P
GC 34090
20A.
Regional Law Enforcement Committee —
Agendas and Minutes
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
20B.
Regional Law Enforcement Committee —
Agenda Packets / Staff Reports
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
21.
Information Technology — Budget Files
S
S
GC 34090
22.
Information Technology — Administrative
User Manual
S+2
S+2
GC 34090
23.
Information Technology — Software
Licenses
T
T
GC 34090
If period of license is for less than two
ears, retain for two year minimum,
24.
Information Technology — Software
Media and Manuals
T
T
GC 34090
If used for less than two years, retain for
two years minimum.
25.
Information Technology — Project Files
T
T+4
T+4
GC 34090;
CCP 337
Includes files regarding vendor
contracts.
C-5
Resolution No. 2011-03 - Exhibit A
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Weekly Administrative Report
2
4
6
GC 34090
(Note: Formerly Friday Report)
(Electronic Record only from 2010
forward)
2.
Budget Files
2
2
GC 34090
Information regarding development of
department budget and copies of
approved budget
3.
Correspondence & Subject Files
1
3
4
GC 34090
4.
Correspondence -Chronological Files
2
5
7
GC 34090
Correspondence Duplicate Series.
(Note: Official copy in City Manager's
Subject Files.)
Sheriff's Dept. Correspondence.
5.
Grant Files
E+6
E+6
GC 34090; 24
CFR 85.42
Grant application and other related
documents
6.
Legal Opinions
5
5
10
GC 34090
Correspondence with the City Attorney
7.
Claims Files/Risk Management
7A.
General Liability Claims
CL
CL+3
CL+3
GC 34090
Retain all original claims and city's
answers, settlements, judgments, final
awards and similar final records per 7D
7B.
Workers Compensation Claims
CL
CL+10
CL+10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102, 10103
Retain all settlements, judgments, final
awards and similar final records per 7D.
Note that if the file is being audited, it
must be retained until the findings of the
audit have become final.
Review 8 CCR 10102 before destroying
files.
1 City Manager Retention Schedule
D-1 Resolution No. 2011-03- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTSINOTES
ACTIVE
INACTIVE
TOTAL
7C.
Employee Training Records
T
T+20
T+20
GC 34090
7D.
Litigation Settlements, Judgments, Final
Awards
P
P
GC 34090
Settlements, judgments, final awards
and similar final records, and for
general liability claims, all original
claims and city's answer to claims.
7E.
Accident Reports — Non -Employee Injured
2
3
5
GC 34090
Non-employee accident reports; all
departments including Recreation &
Parks. If claim is filed, retain original
accident report permanently with claim.
7F.
Accident Reports and CalOSHA Forms —
Employee Injured
CL
CL+10
CL+10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102,
10103,
14300.33
See note on 7B (Workers
Compensation Claims)
Includes CaIOSHA Form 300, 300A and
301
8.
Insurance Policies, Certificates
P
P
P
GC 34090
All evidence of insurability
9.
Personnel Applications (Not hired)
2
2
GC 12946; 29
CFR 1602.31,
1627.3
10.
Personnel Cards Full Time Employees
T
25
T+25
GC 34090
Reference Card With Dates of
Employment, Positions, Pay Rate.
Note: Confidential record.
11.
Personnel Handbooks
P
P
GC 34090
2 City Manager Retention Schedule
D-2 Resolution No. 2011-03- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTSINOTES
ACTIVE
INACTIVE
TOTAL
12.
Personnel Records, Full Time Employees
T+10
10
T+20
GC 34090
Correspondence
Pay Rate Form
Evaluations
Vacation and sick leave requests.
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
29 CFR 1910.1020(c)(5)&(d)(1)(ii)
Note: Confidential record.
13.
Personnel Records, Part Time Employees
T+10
10
T+20
GC 34090
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
No. 12
14.
Film Permits
1
3
4
GC 34090
Application for permission to film in the
City,
Correspondence
Insurance certificates.
15.
Parking Citation Reports
2
2
GC 34090,
Admin. Review Disposition Forms
16.
Digital Video Disks (DVD)
P
P
GC 34090
City Council Meetings
Planning Commission Meetings
Special City Committee/Commission
Meetings.
17.
Health & Benefits Reports
4
2
6
GC 34090
Includes eligibility for medical insurance
and other City benefits.
18.
Cable Television Advisory Board
P
P
GC 34090,
36814, 40801
CATV Board Minutes
19.
Community Forum Files
3
7
10
GC 34090
20.
Emergency Preparedness Committee
P
P
GC 34090
Agendas and Minutes
3 City Manager Retention Schedule
D_3 Resolution No. 2011-03- Exhibit A
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category eliminated)
4 City Manager Retention Schedule
D_4 Resolution No. 2011-03- Exhibit A