CC SR 20170418 07 - CDD Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 04/18/2017
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