CC SR 20170718 I - Records RetentionRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 07/18/2017
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to rescind Resolution No. 2017-31, a Resolution of
the City Council of the City of Rancho Palos Verdes regarding records retention in order
to amend its language to reflect current practice and adopt a new revised Resolution
No. 2017-
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(1) Rescind Resolution No. 2017-31, a Resolution of the City Council of the City of
Rancho Palos Verdes regarding records retention, in order to amend its
language removing Section 4 and renumbering Sections 5, 6, and 7 accordingly;
and,
(2) Adopt Resolution No. 2017-_, a Resolution of the City Council of the City of
Rancho Palos Verdes, Adopting a 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. Resolution No. 2017-31 with track changes (page A-1)
B. Resolution No. 2017-_ (page B-1)
C. Department Retention Schedules (page C-1)
D. Inventory and Destruction Disposition form (page D-1)
BACKGROUND AND DISCUSSION:
On June 20, 2017, the City Council adopted Resolution No. 2017-31 approving the
Citywide Records Retention program. After its adoption, Staff found a section of text
describing an old practice was mistakenly left in the Resolution. Staff recommends
amending the Resolution's language to reflect current practice by deleting Section 4 and
renumbering Sections 5, 6, and 7 accordingly, rescinding Resolution No. 2017-31 and
adopting a new Resolution with the newly -amended language.
1
RESOLUTION NO. 2017-31
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES AMENDING CITY DOCUMENT RETENTION
SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN
CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE
CALIFORNIA GOVERNMENT CODE.
WHEREAS, the retention of numerous obsolete records is unnecessary for the
effective and efficient operation of the government of the City of Rancho Palos Verdes;
and
WHEREAS, the approval of guidelines for the ongoing disposition of obsolete
City records will assist the City in the effective management of records, as well as
provide for the efficient review of records proposed for disposal; and
WHEREAS, Section 34090, et seq. of the Government Code of the State of
California provides the parameters whereby any City Record which has served its
purpose and is no longer required may be destroyed; and
WHEREAS, the term "City Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information, regardless of physical
form or characteristics (including but not limited to any record, document, instrument,
book, paper, map, exhibit, magnetic or paper tape, photographic film, photographic
print, electronically transmitted mail (e-mail), or facsimile), which is in the custody of a
public officer and is kept either (1) because a law requires it to be kept or (2) because it
is necessary or convenient to the discharge of the public officer's duties and was made
or retained for the purpose of preserving its informational content for future reference;
and
WHEREAS, the term "Non -Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information that does not fall
under the definition of a City Record, including but not limited to: (1) publications or
processed documents; (2) library or museum material intended solely for reference or
exhibition; (3) transitory writings, including but not limited to working papers,
appointment logs, notes, calculations or preliminary drafts, or interagency or intra -
agency memoranda, that are not retained by the City in the ordinary course of business
even if they contain information relating to the conduct of the City's business;
(4) unofficial copies of documents kept only for convenience or reference; and,
(5) documents that do not contain information relating to the conduct of the City's
business; and
WHEREAS, on March 19, 1985 the City Council of the City of Rancho Palos
Verdes approved the first Retention and Destruction Schedules and related polices to
1114033
A-1
facilitate the orderly and efficient transfer, retention and destruction of the records of the
City of Rancho Palos Verdes; and
WHEREAS, the last time these retention schedules were revised was with the
adoption of Resolution No. 2011-03; and
WHEREAS, it is again deemed necessary to make certain changes to the
retention schedules to reflect current organizational functions and administrative needs.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Rancho Palos Verdes as follows:
Section 1. Retention Schedule: The attached Records Retention Schedule for
City Records of the City of Rancho Palos Verdes, which is attached hereto as Exhibit
"A" and incorporated herein by this reference, is hereby approved. City Records shall
be retained for the minimum periods listed in Exhibit "A" and until approved for
destruction in accordance with Government Code Section 34090. Non -Records need
not be retained in any form, provided, however, that any Non -Records relevant to
reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental
investigation or regulatory matter, or a pending Public Records Act request shall be
retained and shall not be destroyed.
Section 2: Excepted Records: The provisions of Section 1 above and Section C-5
below do not authorize the destruction of:
(a) Records affecting the title to real property or liens thereon
(b) Court records
(c) Records required to be kept by statute
(d) Records less than two (2) years old with the exception of duplicate records or
unless otherwise provided by law
(e) The minutes, ordinances or resolutions of the City Council of the City of
Rancho Palos Verdes or any City Committee or Commission
Section 3: Destruction of Duplicates; E-mails: Pursuant to Government Code
Section 34090.7, duplicates of city records less than two years old may be destroyed if
they are no longer required, provided that the original is retained in accordance with the
approved Records Retention Schedule. Unless retention in electronic format is
otherwise required by (1) state or federal law or (2) the approved Records Retention
Schedule for the City:
a. In lieu of retaining any letter, memorandum or report in electronic
format, the final version of a letter, memorandum or report printed
on paper may be retained as the original City Record. If a printed
letter, memorandum or report is retained as the original City
Record, the electronic version is deemed to be a duplicate and may
Resolution No. 2017-31
Page 2 of 4
A-2
be destroyed after the original is printed, without further approval by
the City Council or City Attorney, provided, however, that any such
electronic records relevant to reasonably anticipated litigation, an
ongoing claim or litigation, a pending governmental investigation or
regulatory matter, or a pending Public Records Act request shall be
retained and not destroyed. Letters, memorandums or reports that
fall under the definition of Non -Records need not be retained in any
form, provided, however, that any Non -Records relevant to
reasonably anticipated litigation, an ongoing claim or litigation, a
pending governmental investigation or regulatory matter, or a
pending Public Records Act request shall be retained and not
destroyed.
b. This authorization shall not permit the destruction of those
electronic files that are routinely used, edited and updated by the
City on an on-going basis, such as a financial accounting database.
c. This authorization shall not permit the destruction of emails that are
less than five (5) years old.
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Section 64: City Attorney Written Consent: The written consent of the City
Attorney will be obtained before records are destroyed. Staff will complete the
Inventory and Destruction Disposition Form, Exhibit "B", listing the records eligible for
destruction in accordance with the approved Retention Schedules. Approvals will be
required from the Department Head, City Clerk, and the Records Manager before
requesting the authorization of the City Attorney. Records will only be destroyed if they
are not the subject of or relevant to reasonably anticipated litigation, an ongoing claim or
litigation, a pending governmental investigation or regulatory matter, or a pending Public
Records Act request. Records that are potentially relevant to any reasonably
anticipated litigation, pending claim or litigation, pending governmental investigation or
regulatory matter, or that may be responsive to a pending Public Records Act request
will be retained by the City and are not authorized for destruction.
Section 65: Destruction of Records Mandated by Law: If state or federal law
mandates that a record must be destroyed within a certain period of time or by a
specified date, the City Clerk, with the written consent of the City Attorney, is hereby
authorized to destroy such records as required by state law.
Section 76: This Resolution rescinds and supersedes No. 2011-03
PASSED, APPROVED and ADOPTED this 20th day of June, 2017.
Resolution No. 2017-31
Page 3 of 4
A-3
Mayor
Attest:
City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
I, Emily Colborn, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2017-31 was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof held on June 20, 2017.
City Clerk
Resolution No. 2017-31
Page 4 of 4
A-4
RESOLUTION NO. 2017-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES AMENDING THE CITY DOCUMENT RETENTION
SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN
CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE
CALIFORNIA GOVERNMENT CODE, AND RESCINDING RESOLUTION
NO. 2017-31.
WHEREAS, on June 20, 2017 the City Council adopted Resolution No. 2017-31,
A Resolution of the City Council of the City of Rancho Palos Verdes Amending the City
Document Retention Schedules and Authorizing the Destruction of Certain City Records
as Provided by Section 34090 of the California Government Code; and,
WHEREAS, it was discovered after the fact that Section 4: Approval of Destruction
of City Records, which reflects an old practice, was not omitted from the body of the
Resolution, therefore Resolution No. 2017-31 should be rescinded; and,
WHEREAS, the retention of numerous obsolete records is unnecessary for the
effective and efficient operation of the government of the City of Rancho Palos Verdes;
and,
WHEREAS, the approval of guidelines for the ongoing disposition of obsolete City
records will assist the City in the effective management of records, as well as provide for
the efficient review of records proposed for disposal; and,
WHEREAS, Section 34090, et seq. of the Government Code of the State of
California provides the parameters whereby any City Record which has served its
purpose and is no longer required may be destroyed; and,
WHEREAS, the term "City Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information, regardless of physical
form or characteristics (including but not limited to any record, document, instrument,
book, paper, map, exhibit, magnetic or paper tape, photographic film, photographic print,
electronically transmitted mail (e-mail), or facsimile), which is in the custody of a public
officer and is kept either (1) because a law requires it to be kept or (2) because it is
necessary or convenient to the discharge of the public officer's duties and was made or
retained for the purpose of preserving its informational content for future reference; and,
WHEREAS, the term "Non -Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information that does not fall under
the definition of a City Record, including but not limited to: (1) publications or processed
documents; (2) library or museum material intended solely for reference or exhibition; (3)
transitory writings, including but not limited to working papers, appointment logs, notes,
calculations or preliminary drafts, or interagency or intra -agency memoranda, that are not
retained by the City in the ordinary course of business even if they contain information
1114033
B-1
relating to the conduct of the City's business; (4) unofficial copies of documents kept only
for convenience or reference; and, (5) documents that do not contain information relating
to the conduct of the City's business; and,
WHEREAS, on March 19, 1985, the City Council of the City of Rancho Palos
Verdes approved the first Retention and Destruction Schedules and related polices to
facilitate the orderly and efficient transfer, retention and destruction of the records of the
City of Rancho Palos Verdes; and.
WHEREAS, the last time these retention schedules were revised was with the
adoption of Resolution No. 2011-03; and
WHEREAS, it is again deemed necessary to make certain changes to the retention
schedules to reflect current organizational functions and administrative needs.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rancho
Palos Verdes as follows:
Section 1. Retention Schedule: The attached Records Retention Schedule for
City Records of the City of Rancho Palos Verdes, which is attached hereto as Exhibit "A"
and incorporated herein by this reference, is hereby approved. City Records shall be
retained for the minimum periods listed in Exhibit "A" and until approved for destruction in
accordance with Government Code Section 34090. Non -Records need not be retained
in any form, provided, however, that any Non -Records relevant to reasonably anticipated
litigation, an ongoing claim or litigation, a pending governmental investigation or
regulatory matter, or a pending Public Records Act request shall be retained and shall not
be destroyed.
Section 2: Excepted Records: The provisions of Section 1 above and Section 5
below do not authorize the destruction of:
(a) Records affecting the title to real property or liens thereon
(b) Court records
(c) Records required to be kept by statute
(d) Records less than two (2) years old with the exception of duplicate records or
unless otherwise provided by law
(e) The minutes, ordinances or resolutions of the City Council of the City of Rancho
Palos Verdes or any City Committee or Commission
Section 3: Destruction of Duplicates; E-mails: Pursuant to Government Code
Section 34090.7, duplicates of city records less than two years old may be destroyed if
they are no longer required, provided that the original is retained in accordance with the
approved Records Retention Schedule. Unless retention in electronic format is otherwise
required by (1) state or federal law or (2) the approved Records Retention Schedule for
the City:
Resolution No. 2017 -
Page 2 of 4
a. In lieu of retaining any letter, memorandum or report in electronic
format, the final version of a letter, memorandum or report printed on
paper may be retained as the original City Record. If a printed letter,
memorandum or report is retained as the original City Record, the
electronic version is deemed to be a duplicate and may be destroyed
after the original is printed, without further approval by the City
Council or City Attorney, provided, however, that any such electronic
records relevant to reasonably anticipated litigation, an ongoing
claim or litigation, a pending governmental investigation or regulatory
matter, or a pending Public Records Act request shall be retained
and not destroyed. Letters, memorandums or reports that fall under
the definition of Non -Records need not be retained in any form,
provided, however, that any Non -Records relevant to reasonably
anticipated litigation, an ongoing claim or litigation, a pending
governmental investigation or regulatory matter, or a pending Public
Records Act request shall be retained and not destroyed.
b. This authorization shall not permit the destruction of those electronic
files that are routinely used, edited and updated by the City on an on-
going basis, such as a financial accounting database.
c. This authorization shall not permit the destruction of emails that are
less than five (5) years old.
Section 4: City Attorney Written Consent: The written consent of the City Attorney
will be obtained before records are destroyed. Staff will complete the Inventory and
Destruction Disposition Form, Exhibit "B", listing the records eligible for destruction in
accordance with the approved Retention Schedules. Approvals will be required from the
Department Head, City Clerk, and the Records Manager before requesting the
authorization of the City Attorney. Records will only be destroyed if they are not the
subject of or relevant to reasonably anticipated litigation, an ongoing claim or litigation, a
pending governmental investigation or regulatory matter, or a pending Public Records Act
request. Records that are potentially relevant to any reasonably anticipated litigation,
pending claim or litigation, pending governmental investigation or regulatory matter, or
that may be responsive to a pending Public Records Act request will be retained by the
City and are not authorized for destruction.
Section 5: Destruction of Records Mandated by Law: If state or federal law
mandates that a record must be destroyed within a certain period of time or by a specified
date, the City Clerk, with the written consent of the City Attorney, is hereby authorized to
destroy such records as required by state law.
Section 6: This Resolution rescinds Resolution No. 2017-31.
Resolution No. 2017 -
Page 3 of 4
B-3
PASSED, APPROVED and ADOPTED this 18t' day of July, 2017.
Mayor
Attest:
City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
I, Emily Colborn, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2017-_ was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof held on July 18, 2017.
City Clerk
Resolution No. 2017 -
Page 4 of 4
B-4
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
Weekly Administrative Report
1
4
GC 34090
(Note: Formerly Friday Report) (Electronic
Record only from 2010 forward)
2.
Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of approved
budget
3. A
1
5
6
GC 34090
Includes projects that were scheduled as
Subject Files — General Topics and
capital improvements but were not built.
Unbuilt Capital Improvements
Files include correspondence on subject
matter.
3. B
Subject Files — Capital Improvements
C
C+10
C+10
163C 34090; CCP
Files include correspondence on subject
337.15
matter.
Correspondence**i-Chronological
2
�
2
GC 34090
Files
Grant Files
A+2
A+2
GC 34090; 24
Grant applications and other related
CFR 85.42
documents
6�
Legal Opinions
A+1
A+1
GC 34090
Correspondence with the City Attorney
7.
Proclamations and Certificates of
1
3
4
GC 34090
Awards given to individuals and
Recognition / Appreciation
organizations to mark special occasions /
achievements. Note: Retain 4 years unless
stated otherwise in the proclamation.
8.
Film Permits
C+2
C+2
GC 34090
Applications for permits to film in the City,
including correspondence & insurance
certificates.
Resolution No. 2017 -
Exhibit A
Page 1 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
Parking Citation Reports
2
2
GC 34090
Administrative Review Disposition Forms
10.
Digital Video Disks (DVD)
P
P
GC 34090
City Council Meetings; Planning
Commission Meetings; Special City
Committee/ Commission Meetings
11A.
Insurance Policies & Certificates
P
P
GC 34090
All evidence of insurability (excluding
employee health and benefit insurance).
11B.
Workers Compensation Claims
P
P
GC 34090;
Do not destroy all settlements, judgments,
LC 6401.7;
final awards and similar final records. Note
8 CCR
that if the file is being audited, it must be
§§ 10101,
retained until the findings of the audit have
10101.1,
become final. Review 8 CCR 10102 before
10102,10103;
destroying files.
CCR 14311;
15400.2; CA
Labor Code
110-139.6
11C.
Employee Training Records
T
T+2
T+2
GC 34090
11D.
Accident Reports — Non -Employee
2
3
5
GC 34090
Non-employee accident reports; all
Injured
departments including Recreation & Parks.
If claim is filed, retain original accident
report permanently with claim.
Accident Reports and CaIOSHA
C
C+10
C+10
GC 34090;
See note on 12B (Workers Compensation
7:1
Forms — Employee Injured
LC 6401.7;
Claims).
Resolution No. 2017 -
Exhibit A
Page 2 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
8 CCR
Includes CalOSHA Form 300, 300A and 301.
§§ 10101,
10101.1,
Note: Retain Employee Exposure Records
10102, 10103,
for Exposure+30, see 29 CFR 1904.4,1910,
14300.33
1020(c)(5) & (d)(1)(ii)
12.
Personnel Applications ( not hired)
2
2
GC 12946; 29
CFR 1602.31,
1627.3
13.
Personnel and Employee Handbooks
P
P j
GC 34090
14.
Personnel Records, Full Time
T+10
10
T+20
GC 34090
Including Correspondence
Employees
Personnel Action Forms, Evaluations
Vacation and Sick Leave Requests.
NOTE: Employee Exposure Record, if any in
file, retain for Exposure+30; see 29 CFR
1910.1020(c)(5) &(d)(1)(ii)
Personnel Records, Part Time
T+10
10
T+20
GC 34090NOTE:
Employee Exposure Record, if any in
15.
Employees
file, retain for Exposure+30; see No. 15
16. A
Health & Benefits Reports
4
6
GC 34090
Includes eligibility for medical insurance
and other employee benefits.
Eff:]
Benefit Policies
S
S+4
S+4
GC 34090
Includes policies and summary of benefits.
Resolution No. 2017 -
Exhibit A
Page 3 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
17. A
Employee Relations — Recognition /
P
P
GC 34090
Formation Records
Employee Relations Correspondence
1
5
6
GC 34090
Correspondence regarding transitory
matters that do not fall not another
employee relations category.
Grievances
P
P
GC34090
17. D
Memorandum of Understanding,
_
_
GC 34090
See City Clerk's Department Retention
Side Letters and any other
Schedule. All original executed agreements
Agreements
are given to the City Clerk for permanent
retention.
17.E
Negotiations
P
P
GC 34090
17. F
Employment Relations Board (PERE)
P
P
GC 34090
Matters
Cable Television Advisory Board
P
P
GC 34090,
This board is no longer in existence.
18. A
Agendas and Minutes
36814, 40801
18. B
Cable Television Advisory Board —
P
P
GC 34090
Staff Reports
19. A
Emergency Preparedness Committee
P
P
GC 34090
—Agendas and Minutes
19. B
Emergency Preparedness Committee
P
P
GC 34090
—Agenda Packets/ Staff Reports
Resolution No. 2017 -
Exhibit A
Page 4 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
19. C
Emergency Plans
S
S+7
S+7
GC 34090
Note: Do Not Destroy superseded plan if
disaster funds have been granted or are
pending; retain per grant.
19. D
Disaster Council — Agendas and
P
P
-IF
Minutes
19.E
Disaster Council — Agenda Packets /
P
P
GC 34090
Staff Reports.
20. A
Regional Law Enforcement
P
P
GC 34090
Every three years the City is responsible for
Committee —Agendas and Minutes
packet preparation.
20. B
Regional Law Enforcement
P
P
GC 34090
Every three years the City is responsible for
Committee — Agenda Packets / Staff
packet preparation.
Reports
21.
Information Technology — Budget
S
S
GC 34090
Files
22.
Information Technology —
S+2
S+2
GC 34090
Administrative User Manual
23.
Information Technology —Software
T
TGC
34090
If period of license is for less than two
Licenses
11
years, retain for two year minimum,
24.
Information Technology — Software
T
T
GC 34090If
used for less than two years, retain for
Media and Manuals
J
11
two years minimum.
25.
Information Technology — Project
T
T+4
T+4
GC 34090;
files regarding vendor contracts.
Files
!CP][I—ncludes
337
Resolution No. 2017 -
Exhibit A
Page 5 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
** Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category does not
require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is not retained in the
ordinary course of business.
Resolution No. 2017 -
Exhibit A
Page 6 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
Annexation
P
P
GC 34090(a)
Secretary of State, Certificate of
�
Incorporation, Background Information
2.
Budget Files
S
S
GC 34090.7
Information regarding development of
department budget and copies of approved
budget
Elections
3A.
Campaign Statements — Elected
P
P
GC 81009(a)
Includes FPPC forms 410, 460, 461470,
496, 497, 501
3B.
Nomination Papers — Elected
Expiration
Expiration
EC 17100
Records held longer if the subject of judicial
of term + 4
of term + 4
proceedings. Includes the "Nomination
years
years
Paper"
3C.
Ballots
6 months
6 months
EC 17505;
Applications for Vote -By -Mail Ballots
after
after
EC 17302(b)
Election
Election
date
date
Elections —Non -elected Candidates
4A.
Campaign Statements — Not Elected
E
E+5
E+5 ][GC_81009()_)_]F_1nc1u_des
FPPC forms 410, 460, 461, 470,
11
496, 497, 501
4B.
Nomination Papers — Not Elected
Expiration
Expiration
EC 17100
Records held longer if the subject of judicial
of term + 2
of term + 2
GC 81009(b)
proceedings. Includes the "Nomination
years
years
Paper"
City Incorporation Documents
P
LA
P
GC 34090
[(Stored in Vault, Historical value)
Resolution No. 2017 -
Exhibit A
Page 1 of 7
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
6.
Contracts
P
P
CCP 337, 343;
Official signed copy of contracts & related
GC 34090
documents, including insurance certificates
and endorsements. Includes memoranda of
agreement (MOAs) and labor agreements
such as MOUS, side letter's and any other
labor agreements.
(For contracts/agreements affecting real
property, see 21.)
7.
Council Legislative Action Files
2
5
7
GC 34090.7
All back up material presented to Council in
agenda packets (This category is Obsolete
from 2010 forward. Duplicates material in
Council Agenda Packet)
8.
Council Agendas
P
P
GC 34090
(Note: Electronic record only - retained
electronically dating back to 2001; partial
records from 1996-2001.)
Council Agenda Packets
P
P
GC 34090
(Note: Electronic record only.)
10.
City Council Minutes Books
P
P
GC 34090,
Original document. Vital Record - Historical
36814, 40801
Value
11.
City Council Ordinance Books
P
P
GC 34090,
Original Documents. Includes codes
40806
adopted by reference (Building Code, Fire
Code, etc.)
Vital Record - Historical value
12.
City Council Resolution Books
P
P
GC 34090; GC
Original Documents. Vital Record -
11L40801
historical value
Resolution No. 2017 -
Exhibit A
Page 2 of 7
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
13.
Vehicle ownership records
L
L+5
VC 9900 etseq.
Retain records until 5 years after sale of
vehicle
14.
History Archives
P
P
GC 34090
Material showing the development and
history of the City- Historical value
15.
Petitions
8 months
8 months
EC 17200,
Referendums, Recalls and Initiatives.
after
after
17400
Petitions to be destroyed 8 months after
certification
certification
certification of results, unless subject to
of election
of election
judicial proceedings
16.
Petitions (other than in 19)
CU
CU+1
50 15; G7GC50115; GC
17.
Real Property Files
Deeds
P
�
P
GC 34090(a)
Covenants running w/land
P
�
P
GC 34090(a)
—]F—
Index of sewer hook-ups
P
�
P
GC 34090
Deeds for the City Parks/Trails
P
�
P
GC 34090(a)
—][-
9 Easements
P
P
GC 34090(a)
Street Vacations
P
�
P
GC 34090(a)
Road Deeds
P
�
P
GC 34090(a)
Agreements
P
�
P J
GC 34090(a)
Resolution No. 2017 -
Exhibit A
Page 3 of 7
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
17.
Real Property Files (continued)
-IF
o Right of Way
P
P
GC 34090(a)
AgreementF_s
o Recorded Covenants
P
P
GC 34090(a)
Related to encroachment permits in rights -
11
CDBG
P
�
P
GC 34090(a)
F_
18A.
Statement of Economic Interest — GC
2
2
4
GC 34090.7
City Council, Planning Commission, City
87200 Filers
GC 81009(e)
Manager, City Attorneys, City Treasurers,
City Finance Director (Duplicate records:
original statement filed with FPPC,
I
(FPPC Form 700)
18B.
Statement of Economic Interest —
[Sacramento)
2
]i
7
GC 81009(e)
Officials designated in City's Conflict of
Designated Filers
Interest Code - Original Statements
19.
City Newsletter
P
P
opof each Newsletter published -valueblished -
][��:_][�Histyrical
value
20.
Bonds
C
T
T+3
GC 34090
Closing documents
Note 1: Agreements should be retained
permanently pursuant to "6. Contracts".
Note 2: "T+3" means Bond records other
than agreements must be retained while
any bonds of a bond issue are outstanding
and during the three-year period following
the final maturity or redemption of the
Resolution No. 2017 -
Exhibit A
Page 4 of 7
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
bond issue or, if later, while any bonds that
refund bonds of that original issue are
outstanding and for the three-year period
following the final maturity or redemption
date of the latest refunding bond issue.
21.
Public Records Act Requests (PRAs)C
C+2
GC 34090
22.
Subpoenas
C
C+2
GC 34090
23.
Summons
C
C+3
GC 34090
24.
General Liability Claims
C
C+5
C+5
GC 34090
Retain all original claims and city's answer
to claims, settlements, judgements, final
awards, and similar final records
25.
Litigation Settlements, Judgements,
P
P
GC 34090
Final Awards
26A.
CJPIA Reports —Annual
P
P
GC 34090
266.
CJPIA Reports — Monthly
2
2
GC 34090
27.
Finance Advisory Committee
P
P
GC 34090,
Finance Department provides the minutes
Minutes
1 40801
to the City Clerk for permanent retention.
Storm Drain Oversight Minutes
P
P
GC 34090,
Finance Department provides the minutes
ff:]
40801
to the City Clerk for permanent retention.
Resolution No. 2017 -
Exhibit A
Page 5 of 7
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
29A.
Community Forum Inc. —
P
P
GC 34090
Organizational documents: Records
Organizational documents, Agendas
establishing the Community Forum
and Minutes
including bylaws, filings, and similar
records.
29B.
Community Forum — General
2
2
GC 34090 J_
Correspondence and Projects
30A.
Redevelopment Agency —
P
P
GC 34090
Organizational documents: Records
Organizational Documents, Agendas
establishing the Community Forum
and Minutes
including bylaws, filings, and similar
records.
30B.
Redevelopment Agency — Agenda
P
P
GC 34090
Packets / Staff Reports
30C.
Redevelopment Agency —
P
P
GC 34090
F_
Resolutions
31A.
Successor Agency to the Rancho
P
P
GC 34090
Organizational documents: Records
Palos Verdes Redevelopment Agency
establishing the Community Forum
—Organizational Documents Agendas
including bylaws, filings, and similar
and Minutes
records.
31B.
Successor Agency to the RPV
P
P
GC 34090
Redevelopment Agency — Agenda
Packets / Staff Reports
31C.
Successor Agency to the RPV
P
P
GC 34090
Redevelopment —Resolutions
Resolution No. 2017 -
Exhibit A
Page 6 of 7
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
32A.
Improvement Authority–
P
P
GC 34090
Organizational documents: Records
Organizational Documents, Agendas
establishing the Community Forum
and Minutes
including bylaws, filings, and similar
records.
32B.
Improvement Authority –Agenda
—11
P
P
GC 34090
Packets/ Staff Reports
IF—J
32C.
Improvement Authority –
P
�
P
GC 34090
Resolutions
Resolution No. 2017 -
Exhibit A
Page 7 of 7
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
1A.
Address Files
P
P
GC 4003, 4004,
File Control Sheet Summary of
34090, 36814,
Application/Permit History, Planning
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
C+2
C+2
GC 34090,
Approved Plans for Single-family
Residential Plans except Approved
65009, H&S
Residential Projects only (except Health &
Site Plans and Health & Safety Code
19850
Safety Code § 19850 Residential Plans [1B]
§ 19850 Residential Plans
CCP 318, 319,
and Site Plans [1C])
343,338
1C.
Plan Storage Files — Health & Safety
P
P
GC 34090,
All approved plans for Single-family
Code § 19850 Residential Plans
65009, H&S
Residential that must be retained pursuant
19850
to 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.
Addnress Files —Single Family
P
P
GC 34090,
Approved Site Plans for all Single-family
Residential Approved Site Plans
65009, H&S
Residential Projects
19850
Resolution No. 2017 -
Exhibit A
Page 1 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
1E.
Plan Storage Files — Multi -Family
P
P
GC 34090,
Approved Plans for Non -Residential
Residential and Non -Residential
65009, H&S
Projects including City projects
Plans
19850
2.
Planning Application Prosect Files:
P
P
GC 4003, 4004,
Action Information Sheet, Staff Reports
Coastal Permits
34090, 65009,
with attachments, adopted resolutions or
Conditional Use Permits
HS 19850, CCP
conditions of approval, approved plans,
Conditional Large Domestic Animal
318, 319, 343,
applications (including applications for
Permits
338
revisions), surveys (property line and slope
Encroachment Permits
gradient), environmental document, notice
Environmental Assessments
of hearings, and photographs. If
Exotic Animal Permits
applicable, coastal permit hearing agendas
Fence, Wall & Hedge Permits
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
Resolution No. 2017 -
Exhibit A
Page 2 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
2.
Planning Application Prosect Files
P
P
cont.:
Special Use Permits
Temporary Vendor Permits
Variance Permits
3.
Legislative Application Project Files
P
P
GC 4003, 4004,
Action Information Sheet, Staff Reports
(Development Code Amendments,
34090, 65009,
with attachments, adopted resolutions,
Zone Changes, General Plan
65860, HS
applications (including applications for
Amendments, Specific Plan
19850
revisions), surveys (property line and slope
Amendments)
gradient), environmental document, notice
of hearings, work papers, photographs,
copies of any recorded documents, copies
of any Zoning Map changes
4.
Subdivision Application Project Files
P
P
GC 4003, 4004,
Action Information Sheet, Staff Reports
(Parcel Maps and Tract Maps)
34090,
with attachments, correspondence**,
66499.37 HS
adopted resolutions, applications (including
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,
LlIL-1
improvement bonds, photographs, notices
Resolution No. 2017 -
Exhibit A
Page 3 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
5A.
Public Notices and Public and
C+1
C+2
C+3
GC 34090,
Public notices and related address labels
Applicant Correspondence in
65009, CCP
along with correspondence" received
Address Files, Planning Application
318, 319, 343,
from the public and between the City and
Project Files, and Legislative
338
the applicant (including material samples, if
Application Project Files for non -City
any related to specific planning
Projects
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,
65009, CCP
consultant and staff (except geology — see
Planning Application Project Files,
318, 319, 343,
record series no. 9), and other interoffice
Legislative Application Project Files
338
and intra -office correspondence, if retained
for non -City Projects
11
in the 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
65009, 65860,
research, and preliminary and
Files, Planning Application Project
66499.37 CCP
administrative drafts if retained in the
Files, Legislative Application Project
318, 319, 343,
ordinary course of business.
Files and Subdivision Application338
Project Files for non -City Projects
J
5D.
City Projects — Public Notices and
C+1
C+5
C+6
GC 34090,
Public notices and related address labels
Public and Applicant Correspondence
65009, CCP
along with correspondence" received
in Address Files, Planning Application
318, 319,
from the public and applicant (including
Project Files, and Legislative
337.15, 343,
material samples, if any) related to specific
Application Project Files
338
planning applications or miscellaneous
L--]
planning issues
Resolution No. 2017 -
Exhibit A
Page 4 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
5E.
City Projects - Consultant and Other
C+1
C+5
C+6
GC 34090, CCP
Correspondence" exchanged between
Interoffice Correspondence in
318, 319,
consultant and staff (except geology — see
Address Files, Planning Application
337.15, 343,
record series no. 9), and other interoffice
Project Files, Legislative Application
338
and intra -office correspondence, if retained
Project Files
I in the ordinary course of business.
5F.
City Projects - Research, and
C+1
C+5
C+6
GC 34090,
Includes drafts released to public, as well as
Preliminary and Administrative
65009, 65860,
research and preliminary and
Drafts, in Address Files, Planning
66499.37 CCP
administrative drafts if retained in the
Application Project Files, Legislative
337.15
ordinary course of business.
Application Project Files and
Subdivision Application Project Files
6A.
Environmental Impact Report Files
P
P
GC 34090; PRC
Notices, Initial Study, Publically Circulated
21167; & CEQA
Draft EIR, Certified Final EIR
Guidelines
6B.
Environmental Impact Report Files -
FA+1
FA+2
FA+3
GC 34090; PRC
Correspondence received from the public
Public and Applicant Correspondence
21167
and applicant related to environmental
impact reports.
6C.
Environmental Impact Report Files -
FA+1
FA+2
FA+3
GC 34090; PRC
Correspondence" exchanged between
Consultant and Other Interoffice
21167
consultant and staff, and other interoffice
Correspondence
and intra -office correspondence, if retained
in the ordinary course of business.
6D.
Environmental Impact Report Files —
FA+1
FA+2
FA+3
GC 34090; PRC
Preliminary and administrative draft
Preliminary and Administrative
21167
documents, if retained in the ordinary
Drafts
course of business. Does not apply to
circulated Draft EIR (see retention category
Resolution No. 2017 -
Exhibit A
Page 5 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
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.
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
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, 4004,
Complete Reports submitted by project
34090, HS
applicants for City review; include
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.
MisEcellaneous City Project Files -
LA + 1
LA + 4
LA + 5
GC 34090
Includes reports, studies, inter -office
Initiated but not approved
correspondence**, photographs, and
memos. Also, if applicable, may include
Resolution No. 2017 -
Exhibit A
Page 6 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
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,
P
P
GC 34090(e)
Adopted 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 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
11
updated map.
14.
Reference Maps —Group B
P
P
GC 34090
Includes General Plan Land Use Map,
General Plan Land Use Map and
Zoning Map, Coastal Specific Plan Land Use
other document maps
Map, aerial maps, composite/topographic
Coastal Specific Plan Map and other
maps, and various other maps in
document maps
reproducible format
Resolution No. 2017 -
Exhibit A
Page 7 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
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
P
P
GC 34090
Staff Reports with attachments, adopted
Preservation Permit and City Tree
resolutions or conditions of approval,
Review Permit Files
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.
1713.
Consultant Files (Contracts) —
A
A+4
A+4
GC 34090
RFQ or RFP, consultant proposals, staff
General Tasks
reports, copies of approved signed
contracts, regarding consultants who are
hired on a general basis and perform
ongoing work for City.
Resolution No. 2017 -
Exhibit A
Page 8 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
17C.
Consultant Files — Non -selected
2
2
GC 34090
Proposals for consulting services that were
Proposals
Pnot selected.
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,
P
P
GC 34090
Final award, judgment, settlement or
Judgment, Settlement
similar 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.
20.
Counter Schedules
2
�
2
GC 34090
** Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category does not
require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is not retained in the
ordinary course of business.
Resolution No. 2017 -
Exhibit A
Page 9 of 9
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
1.
Accounts Payable
AU
4
AU+4
GC 34090,
Invoices approved for payment
34090.7, CCP
Electronic and/or paper Purchase Orders
337
Warrant Registers, AP check copies and
related correspondence; Petty Cash and
related documents.
Accounts Receivable
AU
AU+4
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance Department Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4.
P
P
P
GC 34090
Comprehensive Annual Financial Reports
Financial Reports and Audits
(CAFR) Independent Auditor Reports,
Financial Transactions Report submitted to
State Controller's Office, HCD report,
Special and Single Audits, MTA Audit, IRS
Audit and Auditor's Recommendations
Bank Reconciliation
AU
AU+ 5
GC 34090; 26
Bank Statements, Bank Reconciliation
CFR 16001-1
Worksheets
Organization -wide Budget Files
2
2
GC 34090 7
Organization -wide budget support
documents
7.
Business License Applications
T
2
T+2
GC 34090
Business License Applications and copies of
business registrations (i.e., contractor's
licenses), if applicable, and related
correspondence
Resolution No. 2017 -
Exhibit A
Page 1 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
—T
Business License Reports
5
7
GC 34090; CCP
early report of business licenses issued by
[,,he
337
City
9.
Regular Cash Receipts at the
3
4
AU+7
GC 34090; CCP
Cash Receipt Summary, Cash Register Tape,
Cashier's Desk
337
Bank Deposit Ticket. (Source documents for
cash receipts filed where applicable
including Community Development and
Recreation & Parks.)
10.
Special District Files
AU+2
AU+2
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, and Assessment Districts;
correspondence, and invoices.
11.
Detailed &Summary General &
P
P
P
GC 34090; CCP
Includes capital projects and trust deposit
Subsidiary Ledgers
337
subsidiary ledgers
12.
Journal Entries
3
AU+10
GC 34090J
General ledger and budget journal entries
and supporting documentation
13.
Ledger Reconciliations
3
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
14.
Organization -wide Final Budget
5
P
GC 34090
Includes operating and capital budgets
Document
15.
Payroll Records
3
AU+7
GC 34090; 29
Bank Statements and supporting
CFR 516.2,documents,
Tax Report Records, Payroll
Resolution No. 2017 -
Exhibit A
Page 2 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
516.5, 516.6;
Register & Reports, Time Sheets for City
22 CCR 1085-
personnel, Insurance Records (in City
2); 26 CFR
Manager's office), Vacation Reports,
31.6001-1; IRS
Records of disbursements to employees,
Reg. 31.6001-
and related correspondence, Personnel
1(e)(2); R&T
Action Form, Benefits Eligibility (Duplicate
19530; LC
Series — City Manager is official custodian
1174(d)
of his record); Bi -weekly Pension Cost
Calculation.
16.
W-4
AU+3
4
AU+7
IRC 3402;
Treasury
Regulation
31.6001-1
17.
Non -regular Revenue Receipts
3
4
AU+7
GC 34090
Check Stubs, EFT, ACH, and other cash
through Other Channels
payment along with Supporting Statement
& Correspondence.
This category may include: Property Tax,
TOT, CDBG and other Grant
Reimbursements, Grant Distribution,
Franchise Fee, Gas Tax Golf Tax, Sales Tax,
Motor Vehicle Tax, Loan Payment, UUT,
Rent, State Mandate Reimbursement,
L_
Court Fines & Forfeitures, and all other
ILI
Misc. ARs.
Resolution No. 2017 -
Exhibit A
Page 3 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
For Business License &Permit Fees,
accepted at Cashier Desk, see item 10
18.
Trust Deposit Records
AU+
AU+4
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
19.
Finance Advisory Committee Agenda
P
P
P
GC 34090, ---7[Includes
agenda copies and staff reports
Packets
34090.7, 40801
20.
Finance Advisory Committee Agenda
P
P
GC 34090
21.
Finance Advisory Committee
P
P
P
GC 34090,
See City Clerk's Department Retention
Minutes
40801
Schedule. Minutes are given to the City
Clerk for permanent retention
22.
Storm Drain Oversight Committee
P
P
GC 34090,
Includes agendas and staff reports
Agenda Packets
34090.7, 40801
23.
Storm Drain Oversight Committee
P
P
GC 34090
�F-
Agenda
24.
Storm Drain Oversight Committee
P
P
P
GC 34090,
See City Clerk's Department Retention
Minutes
40801
Schedule. Minutes are given to the City
Clerk for permanent retention
25.
Monthly Cash Balance Reports
2
10
GC 34090
Staff Report and attached schedule(s)
presented to the City Council.
26. A
Investment Accounts
P
P
P
GC 34090
LAIF Investment Statement, Merrill Lynch
CCP 337
Portfolio Report, Trade Confirmation
GC 5360
Resolution No. 2017 -
Exhibit A
Page 4 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
26. B
Investment Policy
S
S
S
Policy adopted by City Council annually
with the budget. It is a part of the Council
record.
27.
Fixed Asset System
3
AU+7
_][Fixed
Asset Schedule, Fixed Asset Inventory
28.
Vendor Records —1099 Tax Forms
AU+3
AU+7
GC 34090; CCP
Completed 1099 forms
337
29.
Vendor Records — W-9
AU
4
AU+4
IRC 3402;
Treasury
Regulation
31.6001-1
30.
CDBG Home Improvement Grant
T
T+6
GC 34090(a)
Documents relating to the financial
Loans — Payment Records
transaction of a CDBG loan
Note: Original lien documents are retained
by City Clerk's office as a permanent
record; other working files related to CDBG
Home Improvement Grant loans are on file
with Public Works Department
31.
Chart of Accounts
C
P
GC 34090
32.
Bond Issues / Debt Services
T
T+3
T+3
Bonds issued and related records. Retain
while any bonds of a bond issue are
outstanding and during the three-year
period following the final maturity or
redemption of the bond issue or, if later,
Resolution No. 2017 -
Exhibit A
Page 5 of 6
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
while any bonds that refund bonds of that
original issue are outstanding and for the
three-year period following the final
maturity or redemption date of the latest
refunding bond issue.
33.
Fee Schedules &Fee Studies
S
S+7
S+7
Fee schedules approved by City Council; fee
studies prepared by consultant or sta::]ff
Resolution No. 2017 -
Exhibit A
Page 6 of 6
I<EY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
S
S
GC 34090
Information regarding development of
GC 34090.7
department budget and copies of approved
budget.
2.
City Council Agendas & Public Works
6 months
6
1
GC 34090.7
(Duplicate record)
Staff Reports
months
(Duplicate files)
3.
Maps and Plans
P
P
GC 4003, 4004,
Rights -of -Way
34090(a)
Landscape Plans
Drainage Maps
Aerial Maps
Aerial Photographs
City Maps
Maintenance & Improvement Maps
Open Space Maps (Forrestal, Barkentine)
Assessment District Maps
Contour/Topographic Maps
Engineering Drawings
Grading Maps/Plans
Park Plans (Clovercliff; Del Cerro; Founders;
Hesse; Ladera Linda; Marilyn Ryan; Ryan
Park [formerly Rancho Palos Verdes Park];
Sunset)
Civic Center Undergrounding
Ll
Traffic Control Devices
I
IL-1
Plans & Specifications (Bid Documents)
Resolution No. 2017 -
Exhibit A
Page 1 of 10
I<EY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
4. A
Public Works Capital Projects — City-
C+1
C +9
C+10
GC 34090,
Correspondence with attachments
funded, State -funded, Federally-
CCP 337.15
Inter -Office Memos if retained in the
funded, and Mixed -Funding sources
7 CFR 3016.42
ordinary course of business. **
(federal
Staff Agenda Reports
funding)
Follow -Up Action
Requests for Proposals (RFPs)
Requests for Qualifications (RFQs)
Complete Bid Package
Successful Proposals and Bid Contracts
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices (Prevailing wages)
Grant files
(including CDBG for ADA Improvements)
4. B
Public Works Capital Projects —
C
2
C+2
GC 34090d,
Unsuccessful Bidders and Proposers
7 CFR 3016.42
Unsuccessful bids and unsuccessful
proposals responding to RFPs or RFQs
regardless of funding source.
4. C
Public Works Capital Projects —
C
2
C+2
Preliminary proposals / projects not
GC 34090
approved
Records related to proposed capital
Resolution No. 2017 -
Exhibit A
Page 2 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
projects that were not approved for
construction. If any grant funds were used
for preliminary work, retain for minimum
period specified in grant conditions.
4. D
Public Works Capital Projects —
C+1
C+9
C+10
GC 34090,
Correspondence with attachments
Mixed Funding Sources
CCP 337.15
Inter -Office Memos if retained in the
ordinary course of business. **
Staff Agenda Reports
Follow -Up Action
Requests for Proposals (RFPs)
Successful Proposals and Bids
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices (Prevailing wages)
Grant files
4. E
Public Works Capital Projects —
C
2
C+2
GC 34090,
Unsuccessful bids and unsuccessful
Unsuccessful Bidders and Proposers
7 CFR 3016.42
proposals responding to RFPs, regardless of
funding source.
4. F
Public Works Capital Projects —
C
C+2
GC 34090d
Records related to proposed capital
Preliminary proposals / project not
projects that were not approved for
approved
construction. If any grant funds were used
for preliminary work, retain for minimum
period specified in grant conditions.
Resolution No. 2017 -
Exhibit A
Page 3 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
5.
Chronological Files
1
4
5
GC 34090.7
Copies of all correspondence (Used for
quick reference) (Outgoing mail; staff
reports)
6. A
Encroachment Permits
P
P
GC 34090, ii—
Utility and Cellular Permits, dumpster
19850
permits (residents), Contractor permits
6. B
Encroachment Permits —Agreements
T+1
T+9
T+10
GC 34090, GC
Covenants filed with the County for ROW
and Covenants
34090.7
improvements. (Note: Duplicate record;
original in City Clerk's office.)
7.
CU
2
CU+2
GC 34090
Correspondence; Work Papers; Reports
Assessment and Maintenance
and agreements to participate and
Districts (Undergrounding, Abalone
associated documents
Cove Sewer System, Landscaping and
Lighting)
8. A
Inventory of Road Infrastructure
10+LU
10+LU
GC 34090(a)
Road signs and striping; if the last inventory
update is older than the retention period
specified, that inventory should be retained
8. B
Inventory of Trees and Sidewalks
10+LU
10+LU
GC 34090
Trees and sidewalks inventory; if the last
inventory update is older than the
retention period specified, that inventory
should be retained
9.
Los Angeles County Road
C+1
1
C+2
GC 34090
Service Request forms and related
Department Service Requests
documents (i.e., catch basin cleaning)
10.
Los Angeles County Engineering
C+1
C+2
GC 34090
Department Service Request Forms and
Service Requests
L_j_jrelated
documents
Resolution No. 2017 -
Exhibit A
Page 4 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
11. A
Maintenance Records and Non-CIP
C+2
C+2
C+2
GC 34090
Streets; Roads; Sidewalks; Playground
Projects
Equipment; Traffic Signals (including timing
and repair); Tree removals; Maintenance
Schedules; Maintenance Service Requests;
Summary Reports, Purchase Orders and
Invoices related to the same
11. B
Purchase Orders and Invoices — not
AU
AU+4
AU+4
GC 34090 CCP
Office supplies, printing
otherwise scheduled or related to a
337
project
12.
Speed Zone Surveys
1
9
10 + LU
GC 34090
Speed Zone Surveys and Engineering and
Traffic Surveys
VC 22400 et
seq., 40802
13.
Accident Reports —11
C+2
7�7
C+7
GC 34090
Accident Reports from Sheriff's Office
14. A
Traffic Safety Committee Agendas
P
P
GC 34090(e)
and Minutes
14. B
Traffic Safety Committee Staff
P
P
P
GC 34090
Note: Any staff reports relating to specific
Reports
public works projects should be filed in 4A -
E as applicable, and retained for the period
specified in that record series.
14. C
Traffic Investigations
5
5
10
GC 34090
Informal investigations that generate
reports that have not been addressed by
the Traffic Safety Committee
Resolution No. 2017 -
Exhibit A
Page 5 of 10
I<EY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
14. D
Oversize Vehicle &Neighborhood
C+2
C+2
GC 34090
Includes individual permit applications and
Parking Permits
renewals
14.E
Neighborhood Parking Permits —
1
T+2
GC 34090
Application and related records to initiate a
Neighborhood Application
neighborhood parking permit program
15.
Geology Studies (non -project
P
P
GC 34090
General geology for Portuguese Bend,
related)
Klondike Canyon, Abalone Cove
16. A
AB 939 Annual Reports
1
5
6
GC 34090; PRC
AB 939
41821,
42 USC 9601 et
seq. (CERCLA §
101 et seq.)
16. B
Quarterly Reports — Commercial and
1
5
6
GC 34090, 42
Quarterly reports provided by contractors
Residential Haulers
USC 9601 et
providing integrated solid waste
seq. (CERCLA§
management services to the City
101 et seq.)
17. A
NPDES Permits and Annual Reports
P
P
40 CFR 122.28
National Pollutant Discharge Elimination
System permits and annual reports
Correspondence with the Regional Water
Quality Board and other agencies
Correspondence with consultant related to
permits/reports
Investigations, violations and site visits
Memorandum of Agreement(s) with other
agencies and related records regarding
joint responses (Note: MOAs are duplicate;
Resolution No. 2017 -
Exhibit A
Page 6 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
_1[original
in City Clerk's office)
17. B
NPDES Consultant —Contract Related
T+4
T+4
GC 34090,
Consultant RFP
Records
CCP 337
Contract (Note: Contracts are duplicate;
original in City Clerk's office)
Contract administration correspondence
Invoices (Note: Invoices are duplicates;
original in Finance Department)
18.
Pavement Management Systems
10+LU
10+LU
23 USC 119;
Pavement Management System report is
Report
STIP Guidelines
used in obtaining state and federal funding
Chapter 23.2.4
for preventive maintenance projects.
Retain for ten years minimum; retain last
updated report even if older than the
retention period.
Neighborhood Beautification Grants
AU+2
AU+2
GC 34090
Completed grant applications for grants
19. A
—Awarded
awarded (from City revenues) and
supplemental data
Neighborhood Beautification Grants
2
2
GC 34090
Completed grant applications but no grant
19. B
— Not Awarded
awarded.
19. C
Recyclers of the Month Grants —
1
6
GC 34090
Completed winners' entry forms (from City
Awarded
revenues) and supplemental data
Development Application —
P
P
GC 34090,
Approved plans, surveys, reports, studies
20.
Improvement Plans
65009,
(including traffic impact studies), relating to
CCP 318, 319,
a specific development application.
343,338
Resolution No. 2017 -
Exhibit A
Page 7 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
21.
Development Application —
C+1
C+4
C+5
GC 34090,
Correspondence exchanged between
Consultant and Interoffice
65009,
consultant and staff, and other interoffice
Correspondence
CCP 318, 319,
and intra -office correspondence, if retained
343,338
in the ordinary course of business. **
Vehicle Records (City Vehicles)
L+5
L+5
VC 9900 et seq.
Repair, maintenance, bids, procurement,
22.
research (retain records for 5 years after
sale of vehicle)
Playground Equipment — Inspections
10+LU
10+LU
GC 34090
Consultant reports and inspections logs,
23. A
and Repair
work orders, certifications (including
safety) and audits. Retain for ten years
minimum; retain last updated inspection
report even if older than the retention
period.
23. B
Inventory of Playground Equipment
T
T+5
T+5
Original Equipment Manuals, List of all
playground equipment owned by City
(inventory
Office Space Planning
5
5
GC 34090;
RFP for consultant contract (Note:
24.
CCP 337
Contracts are duplicate; original in City
Clerk's office)
Correspondence**, Office plans and
related records
Office Equipment
T+2
T+2
GC
Records related to purchase and use of
25.
CCP 337 337
office equipment.
26.
Easement Working File
CU
CU+2
CCP319
Note: Copies of final easement are
duplicate; original in City Clerk's office
Resolution No. 2017 -
Exhibit A
Page 8 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
27.
Preliminary Complaints
2
2
GC 34090
Documentation of complaints that were
dealt with at department level. (Any
complaint for which a claim was filed is
transferred to the City Clerk for retention.)
28.
Policies, Practices and Procedures —
S
S+2
S+2
GC 34090
Public Works Department
29. A
CDBG Home Improvement Grants —
T
T+6
T+6
24 CFR
Loans
570.502(a)
(16); 24 CFR
Part 85
29. B
CDBG Home Improvement Grants —
C
4
C+4
24 CFR
Non Loans
570.502(a)(16);
24 CFR Part 85
29. C
CDBG Administrative Grant Files
C+2
C+
C+4
24 CFR
Annual reports, except those regarding
570.502(a)(16);
loans and capital improvements. For loans
24 CFR Part 85
and capital improvements, follow the
specific schedule for CDBG Grants — Loans
or Public Works Capital Projects, as
appropriate.
29. D
Liens (Working File) — CDBG Home
P
P
P
GC 34090(a);
Original liens should be filed with City
Improvement Grants
24 CFR
Clerk's office
570.502(a)(16);
24 CFR Part 85
Resolution No. 2017 -
Exhibit A
Page 9 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
30. A
Grants Received (Not CDBG) — Non-
T
T+6
T+6
7 CFR 3016.42;
CIP and Non -Property Acquisition
29 CFR 97.42
(federal
funding)
30. B
Grants Received (Not CDBG) — Real
P
P
GC 34090(a)
Trails, tree planting
Property Acquisition
30. C
Grants - Unsuccessful
2
2
GC 34090
[6tyapplied but no money received _l
30. D
Grants — Money Returned
T
T+6
T+6
7 CFR 3016.42;
City applied for grant, received money, but
29 CFR 97.42
money was returned to grantor, or grant
(federal
was cancelled by grantor; retain for period
funding)
specified in grant documents if longer
retention period is specified T = date
money was returned to grantor or date
grant cancelled, whichever is later.
Trannsit Working File — Agency MOUS
T
T+4
T+4
GC 34090; CCP
Working file, copy of agreement (Note:
for PV Transit and MAX
337
MOUS are duplicate; original in City Clerk's
office)
** Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category does not
require the retention of such intra -office and interoffice correspondence, including correspondence with City consultant, provided such correspondence is not retained in the
ordinary course of business.
Resolution No. 2017 -
Exhibit A
Page 10 of 10
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of
approved budget.
Cash Receipts & Financial
AU+2
AU+3
AU+5
GC 34090;
Cash Receipts, Credit Card Receipts,
2. A
Documents (No Donations)
CCP 337
Invoices, Purchase Orders.
2. B
Financial Documents - Los
AU+2
AU+2
GC 34090
Bank statements (checking and savings)
Serenos Docents
and financial reports generated by the
Los Serenos' treasurer.
3. A
Project Files
2
2
4
GC 34090
General Correspondence** with
CCP 337
Attachments
Project Reports
Docent Newsletter
REACH Newsletter
Staff Schedules
Special Event Related Files
3. B
Project Files - Contracts
C
2
C+2
GC 34090
Contracts with related documents
CCP 337
(Note: Includes duplicate of approved
contract; Original contract on File in
City Clerk's Office).
4.
Recreation & Parks Committee
C+2
C+2
GC 34090
Correspondence* *i
Files
Reports
Recreation & Parks Facilities
C+2
C+2
GC 34090
Staff Activities
Resolution No. 2017 -
Exhibit A
Page 1 of 4
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
Operations
CCP 338, 343
Daily Park Inspections
Public Works Work Orders
Incident Reports
6.
Park Ranger Documents
2
4
6
GC 34090
Activity Reports and Citation -Related
Penal Code
Documents
802
7.
Recreation and Parks Staff
C+2
C+2
Note: Duplicate; Original on File in City
Reports
Clerk's Office
8.
Committee Minutes
P
P
P
GC 34090(e)
Official minutes and hearing
proceedings of governing body or
board, commission or committee
including:
Recreation & Parks Committee Minutes
Los Serenos de Point Vicente Board
Minutes
Friends Meeting Minutes
9.
Facilities Use Permits & Contracts
2
2
4
GC 34090,
Facility Use Permits
34090.7,
Facility Rental Contracts
CCP 337, 338
Instructor Permits
Instructor Contracts
(Note: Original contracts are retained
by City Clerk's Office.)
Resolution No. 2017 -
Exhibit A
Page 2 of 4
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
Recreational Activity Reports
2
2
GC 34090
Registration Materials for Special
10.
CCP 337, 338
Events and Recreational Programming
11. A
Timesheets
1
1
2
GC 34090,
Permanent and Part -Time Employees
34090.7
Timesheets
(Note: Duplicate; Original on File in the
Finance Department)
11. B
Facility Log Books
1
5
6
GC 34090,
Facility Log Books
34090.7;
CCP 338, 343
11. C
Time Cards
30 days
30 days
60 days
GC 34090.7
Pursuant to Records Retention
Resolution, duplicates may be
destroyed. Punch Time Cards for PT
Employees are a duplicate record;
timesheets are the original record.
Punch Time Cards may be destroyed
after 30 days without further action by
City Council.
12.
Historical Documents
P
P
P
GC 34090
Maps & Plans
Exhibit and Equipment Info/Plans
Park Acquisition Files
Research papers prepared by Docents
Resolution No. 2017 -
Exhibit A
Page 3 of 4
KEY: A=Active; AR=Annual Review; AU=Audit; C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated (retain the last updated even if older than the retention period); S=Superseded; T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE
INACTIVE
TOTAL
City Incorporation - Related Documents
(Note: These are duplicates; originals
are on file in City Clerk's Office)
Exhibit Info. Background
Photos (Historical)
City Anniversary Materials
Measure A and Leases/Transfers/Deeds
(Note: These are duplicates; originals
are on file in City Clerk's Office)
Grant -Related Information
Docent Bylaws Donations and Gifts for
Parks Information
501c3 and 170c Status
Nature Preserve History
PVIC History
13.
Computer Training Manuals
T+2
T+2
GC 34090Computer
Software Training
Manuals/Reference Materials
** Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category does not
require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is not retained in the
ordinary course of business.
Resolution No. 2017 -
Exhibit A
Page 4 of 4
City of Rancho Palos Verdes
Records Retention Program
Inventory and Destruction Disposition Form
Completing the Inventory and Destruction Form
1. Please print out your department's current Retention schedule and use it as a reference for completing this form.
2. Please enter the Record No., Record Series Description, and the Year(s) of the eligible records you plan to destroy.
3. Enter the number of boxes of records to be destroyed.
4. Ask your Department Head to review the records to be destroyed and sign your Inventory and Destruction Disposition Form
5. Ask the City Clerk and Records Manager to review your records to be destroyed and sign your Inventory and Destruction
Disposition Form
6. Submit the form to the City Clerk's Office for City Attorney review.
7. Records may only be destroyed after the City Attorney's signature is obtained and the form is returned to the department.
Please contact the City Clerk's Office if you have any questions regarding this process.
Resolution No. 2017-_
Exhibit B
Page 2 of 2
D-2