CC SR 20170307 07 - City Clerk's Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 03/07/2017
AGENDA HEADING: Regular Business
Consideration and possible action to revise and approve the City Clerk's Office Records
Retention Schedule.
RECOMMENDED COUNCIL ACTION:
(1) Revise and approve City Clerk'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".r'°:"_'
ATTACHED SUPPORTING DOCUMENTS:
A. January 17, 2017 Staff Report regarding Records Retention (page A-1)
B. 2017 City Clerk's Office Records Retention Schedule (Redline Version)
(page B-1)
C. 2017 City Clerk's Office Proposed Records Retention Schedule with all
changes accepted (page C-1)
D. 2011 Adopted City Clerk'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 one at a time. This is
the second of six department schedules to be presented to the City Council. See
Attachments B, C, and D for the proposed and current City Clerk'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; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.), CU= Current Year, S=Superseded
FEBRUARY 2011 7046
RECORDS RETENTION SCHEDULE
CITY CLERK'S DEPARTMENT
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Annexation
P
P
GC 34090(a)
Secretary of State, Certificate of Incorporation,
Background Information
2.
Budget Files
2S
2S
GG34OW
Information regarding development of department
budget and copies of approved budget.
GC 34090.7
3.
Elections
3A.
Campaign Statements — Elected
P -CU
5
CU+5P-
GC 81009(a)
Includes FPPC forms 410, 460, 461470, 496, 497, 501
3B.
Nomination Papers — Elected
Expiration of
term + 4
ears
Expiration
of term +
4 years
EC 17100
Records held longer if the subject of judicial
proceedings. Includes the "Nomination Paper"
3C.
Ballots
Applications for Vote -By -Mail
Ballots
6 months
after
Election date
6 months
after
Election
date
EC 17505;
EC 173021(bs
)I[Al]
4.
Elections — Non -elected
Candidates
4A.
Campaign Statements — Not
Elected
E4
EE±54
5EE±5
GC 81009(b)
Includes FPPC forms 410, 460, 461, 470, 496, 497,
501
4B.
Nomination Papers — Not
Elected
Expiration of
term + 24
years
Expiration
of term +
42 years
EC 17100
GC 81009(b)
Records held longer if the subject of judicial
proceedings. Includes the "Nomination Paper"
5.
City Incorporation Documents
P
P
GC 34090
(Stored in Vault, Historical value)
6.
Contracts
P
P
CCP 337,
343; GC
34090
Official signed copy of contracts & related documents,
including insurance certificates and endorsements.
Includes memoranda of agreement (MOAs) and labor
agreements such as MOUs, side letter's and any other
labor agreements.
(For contracts/agreements affecting real property, see
21.)
01203.0001/288590.2 01203.0004/2885904
1 City Clerk's Department Retention Schedule
Resolution No. 201-1--03 201 -f -XX 2017 -XX - Exhibit A
B-1
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O =Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.), CU= Current Year, S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
7.
Council Legislative Action Files
2
5
7
GC 34090.7
All back up material presented to Council in agenda
packets (This category is Obsolete from 2010 forward.
Duplicates material in Council Agenda Packet
8.
Council Agendas
P_CU
2
P-CU+2
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996-2001.
9A.
Council Agenda Packets (Except
Ordinance -Related Staff
Reports)
2 -CU
25
7CU+2
GC 34090
Agendas; staff reports; attachments; late
correspondence; Follow Up Agendas
9B.
Council Agenda Packets —
Ordinance -Related Staff Reports
P
P
P
GC 34090
Staff reports relating to ordinances that are adopted.
4-0
R
R
GG 34090
(Note. €'eGtivnrc re69rd eel„ _ retaiRed eIeGtr.,niGau"
datiRg baGk IG 2001; partial FeGerds frem 1996 001.,
10.
City Council Minutes Books
P
P
GC 34090,
36814, 40801
Original document. Vital Record - Historical Value
City Council Minutes Refn
Copies
R
R
GG 34090_
34990.7
36814, 40801 -
(Note: Duplicate record)
11.
City Council Ordinance Books
P
P
GC 34090,
40806
Original Documents. Includes codes adopted by
reference (Building Code, Fire Code, etc.)
Vital Record - Historical value
1-4-.
City Council Ordinance
Record Sheet
R
R
GG 34090,
40806
(mote: D nliGate GGPieS Of Ord-inanG-os and r „rrt Of
parties receiving coed of ordinances from City ClerL's
OffiGe-)
aa:
12.
City Council Resolution Books
P
P
GC 34090;
GC 40801
Original Documents. Vital Record - historical value
4-6�
4-3-
City Council Resolution
P
_P
GG 34090,
4080-1-
IUPlGato GOPieS of r Glutiens Rd FeG9rd of nerves
rose\ving!ng coni of resolutions from City Clerk's Off'go
01203.0001/288590.2 01203.0901/28859"
2 City Clerk's Department Retention Schedule
Resolution No. 2011 03 24T6 -XX 2017 -XX - Exhibit A
B-2
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.), CU= Current Year, S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
Rpr--nrd Rhee+
44
13.
Vehicle ownership records
L
L+5
VC 9900
et seq.
Retain records until 5 years after sale of vehicle
4-8-.
4 -5
14.
History Archives
P
P
GC 34090
Material showing the development and history of the City -
Historical value
4&
46-.
15.
Petitions
8 months
after
818Gti ti
certification of
election [A2 I
8 months
after
eleEtieR
date
certification
EC 17200,
17400
Referendums, Recalls and Initiatives. Petitions to be
destroyed 8 months after certification of results, unless
subject to judicial proceedings
of election
1-7
16.
Petitions (other than in 19)
AR ICU
-21
2--3CU+1
GC 34090
GC 50115;
GC6253
4$
17.
Real Property Files
P
P
• Deeds
GC 34090(a)
• Covenants running w/land
GC 34090(a)
• Index of sewer hook-ups
GC 34090
• Deeds for the City Parks/Trails
GC 34090(a)
• Easements
GC 34090(a)
• Street Vacations
GC 34090(a)
• Road Deeds
GC 34090(a)
• Agreements
GC 34090(a)
-o Right of Way
Agreements
GC 34090(a)
-o Recorded
Covenants
GC 34090(a)
Related to encroachment permits in rights-of-way
01203.0001/288590.2 01203.0004/2995904
3 City Clerk's Department Retention Schedule
Resolution No. 201-1--03 201 -f -XX 2017 -XX - Exhibit A
B-3
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.), CU= Current Year, S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
• CDBG
22,4
4-9A
18A.
Statement of Economic Interest
— GC 87200 Filers
� TT
27
4TT±7
GC 34090.7
City Council, Planning Commission, City Manager, City
Attorneys, City Treasurers, City Finance Director
(Duplicate records: original statement filed with FPPC,
Sacramento) (FPPC Form 700)
GC 81009(e)
229-.
49R
18B.
Statement of Economic Interest
— Designated Filers
T2
57
7T±7
GC 81009(e)
Officials designated in City's Conflict of Interest Code -
Original Statements
23:
20
19.
City Newsletter
P
P
GC 34090
Copy of each Newsletter published - Historical value
24-.
20.
Bonds
C
T
TT±3
GC 34090
Closing documents
Note 1: Agreements should be retained permanently
pursuant to "6. Contracts".
Note 2: "T+3" means Bond records other than
agreements must be retained while any bonds of a
bond issue are outstanding and during the three-year
period following the final maturity or redemption of the
bond issue or, if later, while any bonds that refund
bonds of that original issue are outstanding and for the
three year period following the final maturity or
redemption date of the latest refunding bond issue.
22
21.
Public Records Act Requests
PRAs
C [A31
4-2
C+2
GC 34090
23-.
22.
Subpoenas
C [A41
2
C+2
GC 34090
24
23.
Summons [A51
2S
General Liability Claims
AC
AC+13
ACG+13
GC 34090
Retain all original claims and city's answer to claims,
01203.0001/288590.2 01203 nnn+ 2885g 4
4 City Clerk's Department Retention Schedule
Resolution No. 201-1--03 201 -f -XX 2017 -XX - Exhibit A
B-4
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O =Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.), CU= Current Year, S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
24.
settlements, judgements, final awards, and similar final
records [A6 1
2-6
25.
Litigation Settlements,
Judgements, Final Awards
P
P
GC 34090
27
26A.
CJPIA Reports —Annual
P
P
GC 34090
27-
26B.
CJPIA Reports — Monthly
2
—
2
—
GC 34090
28
27.
Finance Advisory Committee
Minutes
P
P
GC 34090,
Finance Department provides the minutes to the City
40801
Clerk for permanent retention.
29
28.
Storm Drain Oversight Minutes
P
P
GC 34090,
Finance Department provides the minutes to the City
40801
Clerk for permanent retention.
30
29A.
Community Forum Inc —
Organizational documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
30
29B.
Community Forum — General
Correspondence and Pro'ects
3
7
10[A71
34
30A.
Redevelopment Agency —
Organizational Documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
34
30B.
Redevelopment Agency —
Agenda Packets / Staff Reports
2 [Ae 1
5
7
GC 34090
34
30C.
Redevelopment Agency —
Resolutions
P
P
GC 34090
32
Successor Agency to the
P
P
GC 34090
Organizational documents: Records establishing the
01203.0001/288590.2 01203.0901/2885904
5 City Clerk's Department Retention Schedule
Resolution No. 2011 03 24T6 -XX 2017 -XX - Exhibit A
B-5
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O =Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.), CU= Current Year, S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
31 A.
Rancho Palos Verdes
Redevelopment Agency —
Organizational Documents
Agendas and Minutes
Community Forum including bylaws, filings, and similar
records.
32
31 B.
Successor Agency to the RPV
Redevelopment Agency —
Agenda Packets / Staff Reports
_2[A9]
5
7
GC 34090
32
31C.
Successor Agency to the RPV
Redevelopment — Resolutions
P
P
GC 34090
3_3
32A.
Improvement Authority —
Organizational Documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
3_3
32B.
Improvement Authority—
Agenda Packets / Staff Reports
g[A10]
5
7
GC 34090
33
32C.
Improvement Authority —
Resolutions
P
P
GC 34090
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.), CU= Current Year, S=Superseded
01203.0001/288590.2 01203.0901/2885904
6 City Clerk's Department Retention Schedule
Resolution No. 2011 03 24T6 -XX 2017 -XX - Exhibit A
B-6
AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until
5 years after sale of vehicle.); S=Superseded
RECORDS RETENTION SCHEDULE
CITY CLERK'S DEPARTMENT
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Annexation
P
P
GC 34090(a)
Secretary of State, Certificate of Incorporation,
Background Information
2.
Budget Files
S
S
GC 34090.7
Information regarding development of department
budget and copies of approved budget.
3.
Elections
3A.
Campaign Statements — Elected
P
P
P
GC 81009(a)
Includes FPPC forms 410, 460, 461 470, 496, 497, 501
3B.
Nomination Papers — Elected
Expiration of
Expiration
EC 17100
Records held longer if the subject of judicial
term + 4
of term +
proceedings. Includes the "Nomination Paper"
years
4 years
3C.
Ballots
6 months
6 months
EC 17505;
Applications for Vote -By -Mail
after
after
EC 17302(b)
Ballots
Election date
Election
date
4.
Elections — Non -elected
Candidates
4A.
Campaign Statements — Not
E
E+5
E+5
GC 81009(b)
Includes FPPC forms 410, 460, 461, 470, 496, 497,
Elected
501
4B.
Nomination Papers — Not
Expiration of
Expiration
EC 17100
Records held longer if the subject of judicial
Elected
term + 2
of term +
GC 81009(b)
proceedings. Includes the "Nomination Paper"
years
2 years
5.
City Incorporation Documents
P
P
GC 34090
(Stored in Vault, Historical value)
6.
Contracts
P
P
CCP 337,
Official signed copy of contracts & related documents,
343; GC
including insurance certificates and endorsements.
34090
Includes memoranda of agreement (MOAs) and labor
agreements such as MOUs, side letter's and any other
labor agreements.
(For contracts/agreements affecting real property, see
21.)
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 1
C-1
AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until
5 years after sale of vehicle.); S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
7.
Council Legislative Action Files
2
5
7
GC 34090.7
All back up material presented to Council in agenda
packets (This category is Obsolete from 2010 forward.
Duplicates material in Council Agenda Packet
8.
Council Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996-2001.
9.
Council Agenda Packets
P
P
GC 34090
Note: Electronic record only.
10.
City Council Minutes Books
P
P
GC 34090,
36814, 40801
Original document. Vital Record - Historical Value
11.
City Council Ordinance Books
P
P
GC 34090,
40806
Original Documents. Includes codes adopted by
reference (Building Code, Fire Code, etc.)
Vital Record - Historical value
12.
City Council Resolution Books
P
P
GC 34090;
GC 40801
Original Documents. Vital Record - historical value
13.
Vehicle ownership records
L
L+5
VC 9900
et seq.
Retain records until 5 years after sale of vehicle
14.
History Archives
P
P
GC 34090
Material showing the development and history of the
Cit -Historical value
15.
Petitions
8 months
after
certification of
election
8 months
after
certification
of election
EC 17200,
17400
Referendums, Recalls and Initiatives. Petitions to be
destroyed 8 months after certification of results, unless
subject to judicial proceedings
16.
Petitions (other than in 19)
CU
1
CU+1
GC 34090,
GC 50115;
GC6253
17.
Real Property Files
P
P
• Deeds
GC 34090(a)
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 2
C-2
AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until
5 years after sale of vehicle.); S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
17.
Real Property Files (continued)
• Covenants running w/land
GC 34090(a)
• Index of sewer hook-ups
GC 34090
• Deeds for the City Parks/Trails
GC 34090(a)
• Easements
GC 34090(a)
• Street Vacations
GC 34090(a)
• Road Deeds
GC 34090(a)
• Agreements
GC 34090(a)
o Right of Way
Agreements
GC 34090(a)
o Recorded
Covenants
GC 34090(a)
Related to encroachment permits in rights-of-way
• CDBG
GC 34090(a
18A.
Statement of Economic Interest
— GC 87200 Filers
2
2
4
GC 34090.7
GC 81009(e)
City Council, Planning Commission, City Manager, City
Attorneys, City Treasurers, City Finance Director
(Duplicate records: original statement filed with FPPC,
Sacramento) (FPPC Form 700)
18B.
Statement of Economic Interest
— Designated Filers
2
5
7
GC 81009(e)
Officials designated in City's Conflict of Interest Code -
Original Statements
19.
City Newsletter
P
P
GC 34090
Copy of each Newsletter published - Historical value
20.
Bonds
C
T
T+3
GC 34090
Closing documents
Note 1: Agreements should be retained permanently
pursuant to "6. Contracts".
Note 2: "T+3" means Bond records other than
agreements must be retained while any bonds of a
bond issue are outstanding and during the three-year
period following the final maturity or redemption of the
bond issue or, if later, while any bonds that refund
bonds of that original issue are outstanding and for the
three-year period following the final maturity or
redemption date of the latest refunding bond issue.
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 3
C-3
AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until
5 years after sale of vehicle.); S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
21.
Public Records Act Requests
(PRAs)
C
2
C+2
GC 34090
22.
Subpoenas
C
2
C+2
GC 34090
23.
Summons
C
3
C+3
GC 34090
24.
General Liability Claims
C
C+5
C+5
GC 34090
Retain all original claims and city's answer to claims,
settlements, judgements, final awards, and similar final
records
25.
Litigation Settlements,
Judgements, Final Awards
P
P
GC 34090
26A.
CJPIA Reports —Annual
P
P
GC 34090
26B.
CJPIA Reports — Monthly
2
2
GC 34090
27.
Finance Advisory Committee
Minutes
P
P
GC 34090,
40801
Finance Department provides the minutes to the City
Clerk for permanent retention.
28.
Storm Drain Oversight Minutes
P
P
GC 34090,
40801
Finance Department provides the minutes to the City
Clerk for permanent retention.
29A.
Community Forum Inc —
Organizational documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
29B.
Community Forum — General
Correspondence and Projects
2
2
GC 34090
30A.
Redevelopment Agency —
Organizational Documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
30B.
Redevelopment Agency —
Agenda Packets / Staff Reports
P
P
GC 34090
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 4
C-4
AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until
5 years after sale of vehicle.); S=Superseded
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
30C.
Redevelopment Agency —
Resolutions
P
P
GC 34090
31 A.
Successor Agency to the
Rancho Palos Verdes
Redevelopment Agency —
Organizational Documents
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
31B.
Successor Agency to the RPV
Redevelopment Agency —
Agenda Packets / Staff Reports
P
P
GC 34090
31C.
Successor Agency to the RPV
Redevelopment — Resolutions
P
P
GC 34090
32A.
Improvement Authority —
Organizational Documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
32B.
Improvement Authority —
Agenda Packets / Staff Reports
P
P
GC 34090
32C.
Improvement Authority —
Resolutions
P
P
GC 34090
AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until
5 years after sale of vehicle.); S=Superseded
*"Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 5
C-5
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City
Vehicles = retain records until 5 years after sale of vehicle.)
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
CITY CLERK'S DEPARTMENT
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Annexation
P
P
GC 34090(a)
Secretary of State, Certificate of Incorporation,
Background Information
2.
Budget Files
2
2
GC 34090.7
Information regarding development of department
budget and copies of approved budget.
3.
Elections
3A.
Campaign Statements — Elected
P
P
GC 81009(a)
Includes FPPC forms 410, 460, 461 470, 496, 497, 501
3B.
Nomination Papers — Elected
Expiration of
term + 4
ears
Expiration
of term +
4 years
EC 17100
Records held longer if the subject of judicial
proceedings. Includes the "Nomination Paper"
3C.
Ballots
Applications for Vote -By -Mail
Ballots
6 months
after
Election date
6 months
after
Election
date
EC 17505;
EC 17302(c)
4.
Elections — Non -elected
Candidates
4A.
Campaign Statements — Not
Elected
1
4
5
GC 81009(b)
Includes FPPC forms 410, 460, 461, 470, 496, 497,
501
4B.
Nomination Papers — Not
Elected
Expiration of
term + 4
ears
Expiration
of term +
4 years
EC 17100
Records held longer if the subject of judicial
proceedings. Includes the "Nomination Paper"
5.
City Incorporation Documents
P
P
GC 34090
(Stored in Vault, Historical value)
6.
Contracts
P
P
CCP 337,
343; GC
34090
Official signed copy of contracts & related documents,
including insurance certificates and endorsements. (For
contracts/agreements affecting real property, see 21.
7.
Council Legislative Action Files
2
5
7
GC 34090.7
All back up material presented to Council in agenda
packets (This category is Obsolete from 2010 forward.
Duplicates material in Council Agenda Packet
City Clerk's Department Retention Schedule
Resolution No. 2011-03 - Exhibit A
D-1
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life
(City Vehicles = retain records until 5 years after sale of vehicle.)
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
8.
Council Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996-2001.
9.
Council Agenda Packets (Except
Ordinance -Related Staff
Reports)
2
5
7
GC 34090
Agendas; staff reports; attachments; late
correspondence; Follow -Up Agendas
9A.
Council Agenda Packets —
Ordinance -Related Staff Reports
P
P
P
GC 34090
Staff reports relating to ordinances that are adopted.
10.
Council Follow Up Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996-2001.
11.
City Council Minutes Books
P
P
GC 34090,
36814, 40801
Original document. Vital Record - Historical Value
12.
City Council Minutes Reference
Copies
P
P
GC 34090,
34090.7,
36814, 40801
(Note: Duplicate record)
13.
City Council Ordinance Books
P
P
GC 34090,
40806
Original Documents. Includes codes adopted by
reference (Building Code, Fire Code, etc.)
Vital Record - Historical value
14.
City Council Ordinance
Reference Copies and Control
Record Sheet
P
P
GC 34090,
40806
(Note: Duplicate copies of Ordinances and record of
parties receiving copy of ordinances from City Clerk's
Office)
15.
City Council Resolution Books
P
P
GC 34090;
GC 40801
Original Documents. Vital Record - historical value
16.
City Council Resolution
Reference Copies and Control
Record Sheet
P
P
GC 34090,
40801
Duplicate copies of resolutions and record of parties
receiving copy of resolutions from City Clerk's Office
17.
Vehicle ownership records
L
L+5
VC 9900
et seq.
Retain records until 5 years after sale of vehicle
City Clerk's Department Retention Schedule
Resolution No. 2011-03 - Exhibit A
D-2
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City
Vehicles = retain records until 5 years after sale of vehicle.)
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
18.
History Archives
P
P
GC 34090
Material showing the development and history of the City -
Historical value
19.
Petitions
8 months
after
election date
8 months
after
election
date
EC 17200,
17400
Referendums, Recalls and Initiatives. Petitions to be
destroyed 8 months after certification of results, unless
subject to judicial proceedings
20.
Petitions other than in 19
AR
2
2
GC 34090
21.
Real Property Files
P
P
• Deeds
GC 34090(a)
• Covenants running w/land
GC 34090(a)
• Index of sewer hook-ups
GC 34090
• Deeds for the City Parks/Trails
GC 34090(a)
• Easements
GC 34090(a)
• Street Vacations
GC 34090(a)
• Road Deeds
GC 34090(a)
• Agreements
GC 34090(a)
• Right of Way Agreements
GC 34090(a)
• Recorded Covenants
GC 34090(a)
Related to encroachment permits in rights-of-way
22.
Statements of Economic Interest
22A.
GC 87200 Filers
2
2
4
GC 81009(e)
City Council, Planning Commission, City Manager, City
Attorneys, City Treasurers, City Finance Director
(Duplicate records: original statement filed with FPPC,
Sacramento) (FPPC Form 700
22B.
Designated Filers
2
5
7
GC 81009(e)
Officials designated in City's Conflict of Interest Code -
Ori final Statements
23.
City Newsletter
P
P
GC 34090
Copy of each Newsletter published - Historical value
P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination; O = Obsolete (category eliminated); L=Life (City Vehicles = retain records until 5
years after sale of vehicle.)
City Clerk's Department Retention Schedule
Resolution No. 2011-03 - Exhibit A
D-3