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CC SR 20170321 06 - CDD Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL AGENDA REPORT AGENDA DESCRIPTION: MEETING DATE: 03/21/2017 AGENDA HEADING: Regular Business Consideration and possible action to revise and approve the Community Development Department Records Retention Schedule. RECOMMENDED COUNCIL ACTION: (1) Revise and approve Community Development Department 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 Community Development Department Records Retention Schedule (Redline Version) (page B-1) C. 2017 Community Development Department Proposed Records Retention Schedule with all changes accepted (page C-1) D. 2011 Adopted Community Development 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 third of six department schedules to be presented to the City Council. See Attachments B, C, and D for the proposed and current Community Development Department 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; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) FEBRUARY 20112016 iANUARY MARCH 2017 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1A. Address Files P P GC 4003, File Control Sheet Summary of 4004, 34090, Application/Permit History, Planning 36814, 40801 Approvals (applications, staff reports, memos -to -file, plans, photographs, Notices of Decision, copies of recorded documents), Building Permits, Statement of Conformance with Fire Warning Ordinances, Surveys (property line or slope gradient) 1 B. Address Files — Single Family Residential C+2 C+2 GC 34090, Approved Plans for Single-family Residential Plans except Approved Site Plans and 65009, Projects only (except Health & Safety Code § Health & Safety Code § 19850 Residential H&S 19850 19850 Residential Plans [1 B] and Site Plans Plans CCP 318, 11 C]) 319, 343, 338 1C. Address ro'eg-Plan Storage Files — Health & P P GC 34090, All approved plans for Single-family Safety Code § 19850 Residential Plans 65009, Residential that must be retained pursuant to H&S 19850 Health & Safety Code § 19850 which are: 1) dwellings more than 2 stories and a basement in height and 2) any one-story building where the span between bearing walls exceeds 25 feet or is a steel frame or concrete building. 1 D. Address Files — Single Family Residential P P GC 34090, Approved Site Plans for all Single-family Approved Site Plans 65009, Residential Projects H&S 19850 1E. Address FalesPlan Storage Files — Multi- P P GC 34090, Approved Plans for Non -Residential Projects Family Residential and Non -Residential 65009, including City projects Plans H&S 19850 01203.0001/288592.1 Community Development ^e^TRetention Schedule Resolution No. 2011 03 201 67A - Exhibit A As P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A 0- I TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 2. Planning Application Project Files: P P GC 4003, Action Information Sheet, Staff Reports with Coastal Permits 4004, 34090, attachments, adopted resolutions or Conditional Use Permits 65009, conditions of approval, approved plans, Conditional Large Domestic Animal Permits HS 19850, applications (including applications for Encroachment Permits CCP 318, revisions), surveys (property line and slope Environmental Assessments 319, 343, 338 gradient), environmental document, notice of Exotic Animal Permits hearings, and photographs. If applicable, Fence, Wall & Hedge Permits coastal permit hearing agendas and minutes. Geologic Investigation Permits Grading Permits Height Variation Permits Landslide Moratorium Exception Permits Landslide Moratorium Exclusion Permits Large Domestic Animal Permits Lot Line Adjustments Minor Exception Permits Site Plan Review Permits Sign Permits Special Construction Permits Special Use Permits Temporary Vendor Permits Variance Permits 3. Legislative Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Development Code Amendments, Zone 4004, 34090, attachments, adopted resolutions, Changes, General Plan Amendments, 65009, applications (including applications for Specific Plan Amendments) 65860, revisions), surveys (property line and slope HS 19850 gradient), environmental document, notice of hearings, work papers, photographs, copies of any recorded documents, copies of any Zoning Map changes 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A 0- I P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A Imo] TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 4. Subdivision Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Parcel Maps and Tract Maps) 4004, 34090, attachments, correspondence, adopted 66499.37 resolutions, applications (including HS 19850 applications for revisions), surveys (property line and slope gradient), environmental document, notice of hearings, work papers, memos, copy of approved tentative map, copies of any recorded documents, legal documents, improvement bonds, photographs, notices 5A. Public Notices and Public and Applicant C+1 S$4 C+2 G+5 C+3 GC 34090, Public notices and related address labels Correspondence in Address Files, Planning 65009, along with correspondence received from the Application Project Files, and Legislative CCP 318, public and between the City and the Application Project Files for non -City 319, 343, 338 applicant (including material samples, if any) Projects related to specific planning applications or miscellaneous planning issues 5B. Consultant and Other Interoffice C+1 S+4 C+2 C-#5 C+3 GC 34090, Correspondence exchanged between Correspondence in Address Files, Planning 65009, consultant and staff (except geology — see Application Project Files, Legislative CCP 318, record series no. 9), and other interoffice and Application Project Files for non -City 319, 343, 338 intra -office correspondence, if retained in the Projects ordinary course of business.** 5C. Research, and Preliminary and C+1 C+4 C+2 C -v5 C+3 GC 34090, Includes drafts released to public, as well as Administrative Drafts, in Address Files, 65009, research, and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business.** Subdivision Application Project Files for CCP 318, non -City Projects 319, 343, 338 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A Imo] P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 5D. City Projects — Public Notices and Public C+1 G+-9 C+5 G+10 C+6 GC 34090, Public notices and related address labels and Applicant Correspondence in Address 65009, along with correspondence received from the Files, Planning Application Project Files, CCP 318, public and applicant (including material and Legislative Application Project Files 319, 337.15, samples, if any) related to specific planning 343, 338 applications or miscellaneous planning issues 5E. City Projects - Consultant and Other C+1 G* -9 C+5 G+10 C+6 GC 34090, Correspondence exchanged between Interoffice Correspondence in Address CCP 318, consultant and staff (except geology — see Files, Planning Application Project Files, 319, 337.15, record series no. 9), and other interoffice and Legislative Application Project Files 343, 338 intra -office correspondence, if retained in the ordinary course of business.** 5F. City Projects - Research, and Preliminary C+1 G+-9 C+5 G+10 C+6 GC 34090, Includes drafts released to public, as well as and Administrative Drafts, in Address Files, 65009, research and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business.** Subdivision Application Project Files CCP 337.15 6A. Environmental Impact Report Files P P GC 34090; Notices, Initial Study, Publically Circulated PRC 21167; Draft EIR, Certified Final EIR & CEQA Guidelines 6B. Environmental Impact Report Files - Public FA+1 FA+2 FA+3 GC 34090; Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental impact reports. 6C. Environmental Impact Report Files - FA+1 FA+2 FA+3 GC 34090; Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff, and other interoffice and Correspondence intra -office correspondence, if retained in the ordinary course of business.** 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A Imo] TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 6D. Environmental Impact Report Files — FA+1 FA+2 FA+3 GC 34090; Preliminary and administrative draft Preliminary and Administrative Drafts PRC 21167 documents, if retained in the ordinary course of business. Does not apply to circulated Draft EIR (see retention category 6). Please Note: The current policy is that preliminary and administrative drafts are not retained in the ordinary course of business, and this category does not require the retention of preliminary drafts if such are not retained in the ordinary course of business. 7. Chronological Files N/A N/A 2 GC 34090.7 Copies of all correspondence (letters and notices) mailed out by the Department. 8A. Code Enforcement Case Files C 52 G#5 C+2 GC 34090 Complaint Information, correspondence, Investigation Notes, photographs 8B. Code Enforcement — Reference Files P P GC 34090 Specialized subject files that document department's administration of codes 8C. Escort and Massage Permits T+2 T+2 GC 34090 Applications, permits issued and other related documents 9. Geologic & Soils Reports P P GC 4003, Complete Reports submitted by project 4004, 34090, applicants for City review; include HS 19850 correspondence with geologist. Historical Value. 10. Planning Application Log P P GC 34090 Listing of Submitted Planning Applications from 1975 through 1999 in book form; 2000 and forward as computerized records. 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A Imo] P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A i • TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 11. Miscellaneous City Project Files - Initiated LA + 1 LA + 4 LA + 5 GC 34090 Includes reports, studies, inter -office but not approved correspondence, photographs, and memos. Also, if applicable, may include staff reports, adopted resolutions and environmental documents. Does not include completed City projects, which are included in Planning Application Project Files. 12. Commission/Committee Agendas, Adopted P P GC 34090(e) Minutes and Resolutions (Planning Commission, View Restoration Commission, Equestrian Committee, Antenna Guidelines Sub -committee, Neighborhood Compatibility Sub- committee, Residential Development Standards Sub -committee, PUMP Committee, General Plan Update Sub- committee) 13. Reference Maps - Group A LU --+-5 L -U --+-S GC 34090 Includes land use reference maps and Copies of Tract Maps LU+2 LU+2 various other study maps that -are either Copies of Parcel Maps duplicates of County records, or cease to Copies of Record of Surveys have usefulness once replaced with an Permit History Maps updated map. 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A i • P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 14. Reference Maps — Group B P P GC 34090 Includes General Plan Land Use Map, General Plan Land Use Map and other Zoning Map, Coastal Specific Plan Land Use document maps Map, aerial maps, composite/topographic Coastal Specific Plan Map and other maps, and various other maps in document maps reproducible format Zoning Map Address Maps LA County Zoning Maps City wide aerial photos 1976 Composite Maps Archaeology Maps Topo maps Land use maps ESA Maps 15. Budget files (Dept.) 2 2 GC 34090 Information regarding development of department budget and copies of approved budget 16. View Restoration Permit, View Preservation P P GC 34090 Staff Reports with attachments, adopted Permit and City Tree Review Permit Files resolutions or conditions of approval, memos, correspondence, photographs 17A. Consultant Files (Contracts) — Specific C C+ [A11 C+4 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired for a specific task. 17B. Consultant Files (Contracts) — General E E',[A21+4 E+4 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired on a general basis and perform ongoing work for City. 17C. Consultant Files — Non -selected Proposals 2 2 GC 34090 Proposals for consulting services that were not selected. 01203.0001/288592.1 Community Development PepaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) '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. 01203.0001/288592.1 Community Development PePaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A AMM TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 18A. Litigation Files - Background C C+2 C+2 GC 34090; 34090.7 Attorney-client communications, copies of pleadings, depositions, subpoenas, discovery, administrative record 18B. Litigation Files - Final Award, Judgment, Settlement P P GC 34090 Final award, judgment, settlement or similar final document closing out a litigation matter 19. Animal Control Files 2 2 GC 34090; 34090.7 Correspondence, statements and invoices regarding Los Angeles County Animal Control. NOTE: Statements and invoices are duplicates; Originals are in the Finance Department. 20. Counter Schedules 2 2 GC 34090 P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) '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. 01203.0001/288592.1 Community Development PePaFtMeRt Retention Schedule Resolution No. ` 01zO_� 1_ o -f 3 20167 -XX - Exhibit A AMM A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT 1yf 1191[$00]1 W-Il.'UN, 7 Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 1 C-1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1A. Address Files P P GC 4003, File Control Sheet Summary of 4004, 34090, Application/Permit History, Planning 36814, 40801 Approvals (applications, staff reports, memos -to -file, plans, photographs, Notices of Decision, copies of recorded documents), Building Permits, Statement of Conformance with Fire Warning Ordinances, Surveys property line or slope gradient) 1B. Address Files — Single Family Residential C+2 C+2 GC 34090, Approved Plans for Single-family Residential Plans except Approved Site Plans and 65009, H&S Projects only (except Health & Safety Code § Health & Safety Code § 19850 Residential 19850 19850 Residential Plans [1 B] and Site Plans Plans CCP 318, 11 C]) 319, 343, 338 1C. Plan Storage Files — Health & Safety Code P P GC 34090, All approved plans for Single-family § 19850 Residential Plans 65009, Residential that must be retained pursuant to H&S 19850 Health & Safety Code § 19850 which are: 1) dwellings more than 2 stories and a basement in height and 2) any one-story building where the span between bearing walls exceeds 25 feet or is a steel frame or concrete building. 1 D. Address Files — Single Family Residential P P GC 34090, Approved Site Plans for all Single-family Approved Site Plans 65009, Residential Projects H&S 19850 1E. Plan Storage Files — Multi -Family P P GC 34090, Approved Plans for Non -Residential Projects Residential and Non -Residential Plans 65009, including City projects H&S 19850 1yf 1191[$00]1 W-Il.'UN, 7 Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 1 C-1 A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded �yW1191[$00]1i��► Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 2 `VA TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 2. Planning Application Project Files: P P GC 4003, Action Information Sheet, Staff Reports with Coastal Permits 4004, 34090, attachments, adopted resolutions or Conditional Use Permits 65009, conditions of approval, approved plans, Conditional Large Domestic Animal Permits HS 19850, applications (including applications for Encroachment Permits CCP 318, revisions), surveys (property line and slope Environmental Assessments 319, 343, 338 gradient), environmental document, notice of Exotic Animal Permits hearings, and photographs. If applicable, Fence, Wall & Hedge Permits coastal permit hearing agendas and minutes. Geologic Investigation Permits Grading Permits Height Variation Permits Landslide Moratorium Exception Permits Landslide Moratorium Exclusion Permits Large Domestic Animal Permits Lot Line Adjustments Minor Exception Permits Site Plan Review Permits Sign Permits Special Construction Permits Special Use Permits Temporary Vendor Permits Variance Permits 3. Legislative Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Development Code Amendments, Zone 4004, 34090, attachments, adopted resolutions, Changes, General Plan Amendments, 65009, applications (including applications for Specific Plan Amendments) 65860, revisions), surveys (property line and slope HS 19850 gradient), environmental document, notice of hearings, work papers, photographs, copies of any recorded documents, copies of any Zoning Map changes �yW1191[$00]1i��► Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 2 `VA A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded �yW1191[$00]1iW-1.1-UNI&A Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 3 C-3 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 4. Subdivision Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Parcel Maps and Tract Maps) 4004, 34090, attachments, correspondence, adopted 66499.37 resolutions, applications (including HS 19850 applications for revisions), surveys (property line and slope gradient), environmental document, notice of hearings, work papers, memos, copy of approved tentative map, copies of any recorded documents, legal documents, improvement bonds, photographs, notices 5A. Public Notices and Public and Applicant C+1 C+2 C+3 GC 34090, Public notices and related address labels Correspondence in Address Files, Planning 65009, along with correspondence received from the Application Project Files, and Legislative CCP 318, public and between the City and the Application Project Files for non -City 319, 343, 338 applicant (including material samples, if any) Projects related to specific planning applications or miscellaneous planning issues 5B. Consultant and Other Interoffice C+1 C+2 C+3 GC 34090, Correspondence exchanged between Correspondence in Address Files, Planning 65009, consultant and staff (except geology — see Application Project Files, Legislative CCP 318, record series no. 9), and other interoffice and Application Project Files for non -City 319, 343, 338 intra -office correspondence, if retained in the Projects ordinary course of business.** 5C. Research, and Preliminary and C+1 C+2 C+3 GC 34090, Includes drafts released to public, as well as Administrative Drafts, in Address Files, 65009, research, and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business.** Subdivision Application Project Files for CCP 318, non -City Projects 319, 343, 338 �yW1191[$00]1iW-1.1-UNI&A Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 3 C-3 A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded �y M1191 [$00]1W-13.�yI va Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 4 `�1 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 5D. City Projects — Public Notices and Public C+1 C+5 C+6 GC 34090, Public notices and related address labels and Applicant Correspondence in Address 65009, along with correspondence received from the Files, Planning Application Project Files, CCP 318, public and applicant (including material and Legislative Application Project Files 319, 337.15, samples, if any) related to specific planning 343, 338 applications or miscellaneous planning issues 5E. City Projects - Consultant and Other C+1 C+5 C+6 GC 34090, Correspondence exchanged between Interoffice Correspondence in Address CCP 318, consultant and staff (except geology — see Files, Planning Application Project Files, 319, 337.15, record series no. 9), and other interoffice and Legislative Application Project Files 343, 338 intra -office correspondence, if retained in the ordinary course of business.** 5F. City Projects - Research, and Preliminary C+1 C+5 C+6 GC 34090, Includes drafts released to public, as well as and Administrative Drafts, in Address Files, 65009, research and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business.** Subdivision Application Project Files CCP 337.15 6A. Environmental Impact Report Files P P GC 34090; Notices, Initial Study, Publically Circulated PRC 21167; Draft EIR, Certified Final EIR & CEQA Guidelines 6B. Environmental Impact Report Files - Public FA+1 FA+2 FA+3 GC 34090; Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental impact reports. 6C. Environmental Impact Report Files - FA+1 FA+2 FA+3 GC 34090; Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff, and other interoffice and Correspondence intra -office correspondence, if retained in the ordinary course of business.** �y M1191 [$00]1W-13.�yI va Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 4 `�1 A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded �yW1191[$00]1i��► Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 5 C-5 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 6D. Environmental Impact Report Files — FA+1 FA+2 FA+3 GC 34090; Preliminary and administrative draft Preliminary and Administrative Drafts PRC 21167 documents, if retained in the ordinary course of business. Does not apply to circulated Draft EIR (see retention category 6). Please Note: The current policy is that preliminary and administrative drafts are not retained in the ordinary course of business, and this category does not require the retention of preliminary drafts if such are not retained in the ordinary course of business. 7. Chronological Files 2 2 GC 34090.7 Copies of all correspondence (letters and notices) mailed out by the Department. 8A. Code Enforcement Case Files C 2 C+2 GC 34090d Complaint Information, correspondence, Investigation Notes, photographs 8B. Code Enforcement — Reference Files P P GC 34090 Specialized subject files that document department's administration of codes 8C. Escort and Massage Permits C+2 C+2 GC 34090 Applications, permits issued and other related documents 9. Geologic & Soils Reports P P GC 4003, Complete Reports submitted by project 4004, 34090, applicants for City review; include HS 19850 correspondence with geologist. Historical Value. 10. Planning Application Log P P GC 34090 Listing of Submitted Planning Applications from 1975 through 1999 in book form; 2000 and forward as computerized records. �yW1191[$00]1i��► Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 5 C-5 A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded �y W1191 [$00]1W-13.�yI va Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 6 Me TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 11. Miscellaneous City Project Files - Initiated LA + 1 LA + 4 LA + 5 GC 34090 Includes reports, studies, inter -office but not approved correspondence, photographs, and memos. Also, if applicable, may include staff reports, adopted resolutions and environmental documents. Does not include completed City projects, which are included in Planning Application Project Files. 12. Commission/Committee Agendas, Adopted P P GC 34090(e) Minutes and Resolutions (Planning Commission, View Restoration Commission, Equestrian Committee, Antenna Guidelines Sub -committee, Neighborhood Compatibility Sub- committee, Residential Development Standards Sub -committee, PUMP Committee, General Plan Update Sub- committee) 13. Reference Maps — Group A LU+2 LU+2 GC 34090 Includes land use reference maps and Copies of Tract Maps various other study maps thatare either Copies of Parcel Maps duplicates of County records, or cease to Copies of Record of Surveys have usefulness once replaced with an Permit History Maps updated map. �y W1191 [$00]1W-13.�yI va Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 6 Me A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded 01203.0001/288592.2 Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 7 C-7 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 14. Reference Maps — Group B P P GC 34090 Includes General Plan Land Use Map, General Plan Land Use Map and other Zoning Map, Coastal Specific Plan Land Use document maps Map, aerial maps, composite/topographic Coastal Specific Plan Map and other maps, and various other maps in document maps reproducible format Zoning Map Address Maps LA County Zoning Maps City wide aerial photos 1976 Composite Maps Archaeology Maps Topo maps Land use maps ESA Maps 15. Budget files (Dept.) S S GC 34090 Information regarding development of department budget and copies of approved budget 16. View Restoration Permit, View Preservation P P GC 34090 Staff Reports with attachments, adopted Permit and City Tree Review Permit Files resolutions or conditions of approval, memos, correspondence, photographs 17A. Consultant Files (Contracts) — Specific A A+4 A+4 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired for a specific task. 17B. Consultant Files (Contracts) — General A A+4 A+4 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired on a general basis and perform ongoing work for City. 17C. Consultant Files — Non -selected Proposals 2 2 GC 34090 Proposals for consulting services that were not selected. 01203.0001/288592.2 Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 7 C-7 A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded **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. �yM1191[$00]1i��► Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 8 • M • TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 18A. Litigation Files - Background C C+2 C+2 GC 34090; 34090.7 Attorney-client communications, copies of pleadings, depositions, subpoenas, discovery, administrative record 18B. Litigation Files - Final Award, Judgment, Settlement P P GC 34090 Final award, judgment, settlement or similar final document closing out a litigation matter 19. Animal Control Files 2 2 GC 34090; 34090.7 Correspondence, statements and invoices regarding Los Angeles County Animal Control. NOTE: Statements and invoices are duplicates; Originals are in the Finance Department. 20. Counter Schedules 2 2 GC 34090 A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period), P=Permanent; S=Superseded **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. �yM1191[$00]1i��► Community Development Retention Schedule Resolution No. 2017 -XX- Exhibit A Page 8 • M • FEBRUARY 2011 RECORDS RETENTION SCHEDULE COMMUNITY DEVELOPMENT DEPARTMENT TOTAL YEARS RETAINED CITATION CONTENTSINOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 1A. Address Files P P GC 4003, File Control Sheet Summary of 4004, 34090, Application/Permit History, Planning 36814, 40801 Approvals (applications, staff reports, memos -to -file, plans, photographs, Notices of Decision, copies of recorded documents), Building Permits, Statement of Conformance with Fire Warning Ordinances, Surveys (property line or sloegradient) 1 B. Address Files — Residential Plans except C+2 C+2 GC 34090, Approved Plans for Single-family Residential Approved Site Plans and Health & Safety 65009, Projects only (except Health & Safety Code § Code § 19850 Residential Plans H&S 19850 19850 Residential Plans [1 B] and Site Plans CCP 318, [1 C]) 319,343,338 1C. Address Files — Health & Safety Code § P P GC 34090, All approved plans for Single-family 19850 Residential Plans 65009, Residential that must be retained pursuant to H&S 19850 Health & Safety Code § 19850 1 D. Address Files — Residential Approved Site P P GC 34090, Approved Site Plans for all Single-family Plans 65009, Residential Projects H&S 19850 1 E. Address Files — Multi -Family Residential P P GC 34090, Approved Plans for Non -Residential Projects and Non -Residential Plans 65009, including City projects H&S 19850 Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-1 Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 2. Planning Application Project Files: P P GC 4003, Action Information Sheet, Staff Reports with Coastal Permits 4004, 34090, attachments, adopted resolutions or Conditional Use Permits 65009, conditions of approval, approved plans, Conditional Large Domestic Animal Permits HS 19850, applications (including applications for Encroachment Permits CCP 318, revisions), surveys (property line and slope Environmental Assessments 319, 343, 338 gradient), environmental document, notice of Exotic Animal Permits hearings, and photographs. If applicable, Fence, Wall & Hedge Permits coastal permit hearing agendas and minutes. Geologic Investigation Permits Grading Permits Height Variation Permits Landslide Moratorium Exception Permits Landslide Moratorium Exclusion Permits Large Domestic Animal Permits Lot Line Adjustments Minor Exception Permits Site Plan Review Permits Sign Permits Special Construction Permits Special Use Permits Temporary Vendor Permits Variance Permits 3. Legislative Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Development Code Amendments, Zone 4004, 34090, attachments, adopted resolutions, Changes, General Plan Amendments, 65009, applications (including applications for Specific Plan Amendments) 65860, revisions), surveys (property line and slope HS 19850 gradient), environmental document, notice of hearings, work papers, photographs, copies of any recorded documents, copies of any Zoning Map changes Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A Community Development Department Retention Schedule Resolution No. 2011-03- Exhibit D-3 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 4. Subdivision Application Project Files P P GC 4003, Action Information Sheet, Staff Reports with (Parcel Maps and Tract Maps) 4004, 34090, attachments, correspondence, adopted 66499.37 resolutions, applications (including HS 19850 applications for revisions), surveys (property line and slope gradient), environmental document, notice of hearings, work papers, memos, copy of approved tentative map, copies of any recorded documents, legal documents, improvement bonds, photographs, notices 5A. Public Notices and Public and Applicant C+1 C+4 C+5 GC 34090, Public notices and related address labels Correspondence in Address Files, Planning 65009, along with correspondence received from the Application Project Files, and Legislative CCP 318, public and between the City and the Application Project Files for non -City 319, 343, 338 applicant (including material samples, if any) Projects related to specific planning applications or miscellaneous planning issues SB. Consultant and Other Interoffice C+1 C+4 C+5 GC 34090, Correspondence exchanged between Correspondence in Address Files, Planning 65009, consultant and staff (except geology — see Application Project Files, Legislative CCP 318, record series no. 9), and other interoffice and Application Project Files for non -City 319, 343, 338 intra -office correspondence, if retained in the Projects ordinary course of business." 5C. Research, and Preliminary and C+1 C+4 C+5 GC 34090, Includes drafts released to public, as well as Administrative Drafts, in Address Files, 65009, research, and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business." Subdivision Application Project Files for CCP 318, non -City Projects 319, 343, 338 Community Development Department Retention Schedule Resolution No. 2011-03- Exhibit D-3 Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A M TOTAL YEARS RETAINED CITATION CONTENTSINOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 5D. City Projects — Public Notices and Public C+1 C+9 C+10 GC 34090, Public notices and related address labels and Applicant Correspondence in Address 65009, along with correspondence received from the Files, Planning Application Project Files, CCP 318, public and applicant (including material and Legislative Application Project Files 319, 337.15, samples, if any) related to specific planning 343,338 applications or miscellaneous planning issues 5E. City Projects - Consultant and Other C+1 C+9 C+10 GC 34090, Correspondence exchanged between Interoffice Correspondence in Address CCP 318, consultant and staff (except geology — see Files, Planning Application Project Files, 319, 337.15, record series no. 9), and other interoffice and Legislative Application Project Files 343,338 intra -office correspondence, if retained in the ordinary course of business." 5F. City Projects - Research, and Preliminary C+1 C+9 C+10 GC 34090, Includes drafts released to public, as well as and Administrative Drafts, in Address Files, 65009, research and preliminary and administrative Planning Application Project Files, 65860, drafts if retained in the ordinary course of Legislative Application Project Files and 66499.37 business." Subdivision Application Project Files CCP 337.15 6A. Environmental Impact Report Files P P GC 34090; Notices, Initial Study, Publically Circulated PRC 21167; Draft EIR, Certified Final EIR & CECA Guidelines 6B. Environmental Impact Report Files - Public FA+1 FA+2 FA+3 GC 34090; Correspondence received from the public and Applicant Correspondence PRC 21167 and applicant related to environmental impact re rts. 6C. Environmental Impact Report Files - FA+1 FA+2 FA+3 GC 34090; Correspondence exchanged between Consultant and Other Interoffice PRC 21167 consultant and staff, and other interoffice and Correspondence intra -office correspondence, if retained in the ordinary course of business." Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A M Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-5 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 6D. Environmental Impact Report Files — FA+1 FA+2 FA+3 GC 34090; Preliminary and administrative draft Preliminary and Administrative Drafts PRC 21167 documents, if retained in the ordinary course of business. Does not apply to circulated Draft EIR (see retention category 6). Please Note: The current policy is that preliminary and administrative drafts are not retained in the ordinary course of business, and this category does not require the retention of preliminary drafts if such are not retained in the ordinary course of business. 7. Chronological Files NIA N/A 2 GC 34090.7 Copies of all correspondence (letters and notices) mailed out by the Department. 8A. Code Enforcement Case Files C 5 C+5 GC 34090 Complaint Information, correspondence, Investigation Notes, photographs 8B. Code Enforcement — Reference Files P P GC 34090 Specialized subject files that document department's administration of codes 8C. Escort and Massage Permits T+2 T+2 GC 34090 Applications, permits issued and other related documents 9. Geologic & Soils Reports P P GC 4003, Complete Reports submitted by project 4004, 34090, applicants for City review; include HS 19850 correspondence with geologist. Historical Value. 10. Planning Application Log P P GC 34090 Listing of Submitted Planning Applications from 1975 through 1999 in book form; 2000 and forward as computerized records. Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-5 Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A we TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 11. Miscellaneous City Project Files - Initiated LA + 1 LA + 4 LA + 5 GC 34090 Includes reports, studies, inter -office but not approved correspondence, photographs, and memos. Also, if applicable, may include staff reports, adopted resolutions and environmental documents. Does not include completed City projects, which are included in Planning Application Project Files. 12. Commission/Committee Agendas, Adopted P P GC 34090(e) Minutes and Resolutions (Planning Commission, View Restoration Commission, Equestrian Committee, Antenna Guidelines Sub -committee, Neighborhood Compatibility Sub- committee, Residential Development Standards Sub -committee, PUMP Committee, General Plan Update Sub- committee) 13. Reference Maps — Group A LU + 5 LU + 5 GC 34090 Includes land use reference maps and Copies of Tract Maps various other study maps that are either Copies of Parcel Maps duplicates of County records, or cease to Copies of Record of Surveys have usefulness once replaced with an Permit History Maps updated map. Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A we Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-7 TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 14. Reference Maps — Group B P P GC 34090 Includes General Plan Land Use Map, General Plan Land Use Map and other Zoning Map, Coastal Specific Plan Land Use document maps Map, aerial maps, composite/topographic Coastal Specific Plan Map and other maps, and various other maps in document maps reproducible format Zoning Map Address Maps LA County Zoning Maps City wide aerial photos 1976 Composite Maps Archaeology Maps Topo maps Land use maps ESA Maps 15. Budget files (Dept.) 2 2 GC 34090 Information regarding development of department budget and copies of approved budget 16. View Restoration Permit, View Preservation P P GC 34090 Staff Reports with attachments, adopted Permit and City Tree Review Permit Files resolutions or conditions of approval, memos, correspondence, photographs 17A. Consultant Files (Contracts) — Specific C C+4 C+4 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired for a specific task. 17B. Consultant Files (Contracts) — General E E+4 E+4 GC 34090 RFQ or RFP, consultant proposals, staff Tasks reports, copies of approved signed contracts, regarding consultants who are hired on a general basis and perform ongoing work for city. 17C. Consultant Files — Non -selected Proposals 2 2 GC 34090 Proposals for consulting services that were not selected. Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A D-7 P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) "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. Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A O TOTAL YEARS RETAINED CITATION CONTENTS/NOTES NO. RECORD SERIES DESCRIPTION ACTIVE INACTIVE TOTAL 18A. Litigation Files - Background C C+2 C+2 GC 34090; Attorney-client communications, copies of 34090.7 pleadings, depositions, subpoenas, discovery,administrative record 18B. Litigation Files - Final Award, Judgment, P P GC 34090 Final award, judgment, settlement or similar Settlement final document closing out a litigation matter 19. Animal Control Files 2 2 GC 34090; Correspondence, statements and invoices 34090.7 regarding Los Angeles County Animal Control. NOTE: Statements and invoices are duplicates; Originals are in the Finance Department. P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business; FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the retention period) "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. Community Development Department Retention Schedule Resolution No. 2011-03 - Exhibit A O