CC RES 2011-003 RESOLUTION NO. 2011-.03
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
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. 2010-06; 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 6
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 an e-mail in electronic format, an e-mail printed
on paper may be retained as the original City Record in accordance with its
appropriate retention schedule so long as the printed e-mail includes the identity
of the sender and recipient, the date and time of the e-mail, and any
attachments. If a printed e-mail is retained as the original City Record, the
electronic version is deemed to be a duplicate and may be destroyed after the e-
Resolution No. 2011-03
Page 2 of 4
mail 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. E-mails 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. 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.
c. 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.
Section 4: Approval of Destruction of City Records: The records of the City of
Rancho Palos Verdes as set forth in the approved departmental Destruction Schedules
attached hereto as Exhibit "B" are hereby authorized to be destroyed as provided by
Section 34090 of the Government Code. All City Records of a sensitive or confidential
nature shall be shredded.
Section 5: City Attorney Written Consent: The written consent of the City Attorney
has been obtained for the destruction of records listed on Exhibit "B," if the records 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 even if their general
category is included on the "Destruction Schedules" listed in Exhibit "B".
Section 6: 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
Resolution No. 2011-03
Page 3 of 4
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 7: Resolution No. 2010-06 is hereby rescinded.
PASSED, APPROVED and ADOPTED this 15th day of Fe•ruary 2011.
, o /4.
0
Mayor
Attest:
c)
L-1--iit--(3‘LLA/a/1 Autelez,/,&
City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2011-03 was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof held on February 15, 2011. c. _
(--- __ 7 /04.-/Lette&
City Clerk
Resolution No. 2011-03
Page 4 of 4
Resolution No. 2011 -03 - Exhibit A
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
1.
Weekly Administrative Report
2
4
6
GC 34090
(Note: Formerly Friday Report)
(Electronic Record only from 2010
forward)
2.
Budget Files
2
2
GC 34090
Information regarding development of
department budget and copies of
approved budget
3.
Correspondence & Subject Files
1
3
4
GC 34090
4.
Correspondence - Chronological Files
2
5
7
GC 34090
Correspondence Duplicate Series.
(Note: Official copy in City Manager's
Subject Files.)
Sheriff's Dept. Correspondence.
5.
Grant Files
E +6
E +6
GC 34090; 24
CFR 85.42
Grant application and other related
documents
6.
Legal Opinions
5
5
10
GC 34090
Correspondence with the City Attorney
7.
Claims Files /Risk Management
7A.
General Liability Claims
CL
CL +3
CL +3
GC 34090
Retain all original claims and city's
answers, settlements, judgments, final
awards and similar final records per 7D
7B.
Workers Compensation Claims
CL
CL +10
CL +10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102, 10103
Retain all settlements, judgments, final
awards and similar final records per 7D.
Note that if the file is being audited, it
must be retained until the findings of the
audit have become final.
Review 8 CCR 10102 before destroying
files.
1
City Manager Retention Schedule
Resolution No. 2011 -03- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
7C.
Employee Training Records
T
T +20
T +20
GC 34090
7D.
Litigation Settlements, Judgments, Final
Awards
P
P
GC 34090
Settlements, judgments, final awards
and similar final records, and for
general liability claims, all original
claims and city's answer to claims.
7E.
Accident Reports — Non - Employee Injured
2
3
5
GC 34090
Non - employee accident reports; all
departments including Recreation &
Parks. If claim is filed, retain original
accident report permanently with claim.
7F.
Accident Reports and CaIOSHA Forms —
Employee Injured
CL
CL +10
CL +10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102,
10103,
14300.33
See note on 7B (Workers
Compensation Claims)
Includes CaIOSHA Form 300, 300A and
301
8.
Insurance Policies, Certificates
P
P
P
GC 34090
All evidence of insurability
9.
Personnel Applications (Not hired)
2
2
GC 12946; 29
CFR 1602.31,
1627.3
10.
Personnel Cards Full Time Employees
T
25
T +25
GC 34090
Reference Card With Dates of
Employment, Positions, Pay Rate.
(Note: Confidential record.)
11.
Personnel Handbooks
P
P
GC 34090
2
City Manager Retention Schedule
Resolution No. 2011 -03- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
12.
Personnel Records, Full Time Employees
T +10
10
T +20
GC 34090
Correspondence
Pay Rate Form
Evaluations
Vacation and sick leave requests.
NOTE: Employee Exposure Record, if
any in file, retain for Exposure +30; see
29 CFR 1910.1020(c)(5) &(d)(1)(ii)
(Note: Confidential record.)
13.
Personnel Records, Part Time Employees
T +10
10
T +20
GC 34090
NOTE: Employee Exposure Record, if
any in file, retain for Exposure +30; see
No. 12
14.
Film Permits
1
3
4
GC 34090
Application for permission to film in the
City,
Correspondence
Insurance certificates.
15.
Parking Citation Reports
2
2
GC 34090,
Admin. Review Disposition Forms
16.
Digital Video Disks (DVD)
P
P
GC 34090
City Council Meetings
Planning Commission Meetings
Special City Committee /Commission
Meetings.
17.
Health & Benefits Reports
4
2
6
GC 34090
Includes eligibility for medical insurance
and other City benefits.
18.
Cable Television Advisory Board
P
P
GC 34090,
36814, 40801
CATV Board Minutes
19.
Community Forum Files
3
7
10
GC 34090
20.
Emergency Preparedness Committee
P
P
GC 34090
Agendas and Minutes
3
City Manager Retention Schedule
Resolution No. 2011 -03- Exhibit A
P= Permanent; E= Expiration; CL= Completed /Closed; AR= Annual Review; T= Termination of Employment; 0 = Obsolete (category eliminated)
4 City Manager Retention Schedule
Resolution No. 2011 -03- Exhibit A
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
CITY CLERK'S DEPARTMENT
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
1.
Annexation
P
P
GC 34090(a)
Secretary of State, Certificate of Incorporation,
Background Information
2.
Budget Files
2
2
GC 34090.7
Information regarding development of department
budget and copies of approved budget.
3.
Elections
3A.
Campaign Statements — Elected
P
P
GC 81009(a)
Includes FPPC forms 410, 460, 461 470, 496, 497, 501
3B.
Nomination Papers — Elected
Expiration of
term + 4
years
Expiration
of term +
4 years
EC 17100
Records held longer if the subject of judicial
proceedings. Includes the "Nomination Paper"
3C.
Ballots
Applications for Vote -By -Mail
Ballots
6 months
after
Election date
6 months
after
Election
date
EC 17505;
EC 17302(c)
4.
Elections — Non - elected
Candidates
4A.
Campaign Statements — Not
Elected
1
4
5
GC 81009(b)
Includes FPPC forms 410, 460, 461, 470, 496, 497,
501
4B.
Nomination Papers — Not
Elected
Expiration of
term + 4
years
Expiration
of term +
4 years
EC 17100
Records held longer if the subject of judicial
proceedings. Includes the "Nomination Paper"
5.
City Incorporation Documents
P
P
GC 34090
(Stored in Vault, Historical value)
6.
Contracts
P
P
CCP 337,
343; GC
34090
Official signed copy of contracts & related documents,
including insurance certificates and endorsements. (For
contracts /agreements affecting real property, see 21.)
7.
Council Legislative Action Files
2
5
7
GC 34090.7
All back up material presented to Council in agenda
packets (This category is Obsolete from 2010 forward.
Duplicates material in Council Agenda Packet)
1
City Clerk's Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
8.
Council Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996- 2001.)
9.
Council Agenda Packets (Except
Ordinance - Related Staff
Reports)
2
5
7
GC 34090
Agendas; staff reports; attachments; late
correspondence; Follow -Up Agendas
9A.
Council Agenda Packets —
Ordinance - Related Staff Reports
P
P
P
GC 34090
Staff reports relating to ordinances that are adopted.
10.
Council Follow Up Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996- 2001.)
11.
City Council Minutes Books
P
P
GC 34090,
36814, 40801
Original document. Vital Record - Historical Value
12.
City Council Minutes Reference
Copies
P
P
GC 34090,
34090.7,
36814, 40801
(Note: Duplicate record)
13.
City Council Ordinance Books
P
P
GC 34090,
40806
Original Documents. Includes codes adopted by
reference (Building Code, Fire Code, etc.)
Vital Record - Historical value
14.
City Council Ordinance
Reference Copies and Control
Record Sheet
P
P
GC 34090,
40806
(Note: Duplicate copies of Ordinances and record of
parties receiving copy of ordinances from City Clerk's
Office)
15.
City Council Resolution Books
P
P
GC 34090;
GC 40801
Original Documents. Vital Record - historical value
16.
City Council Resolution
Reference Copies and Control
Record Sheet
P
P
GC 34090,
40801
Duplicate copies of resolutions and record of parties
receiving copy of resolutions from City Clerk's Office
17.
Vehicle ownership records
L
L +5
VC 9900
et seq.
Retain records until 5 years after sale of vehicle
2
City Clerk's Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
18.
History Archives
P
P
GC 34090
Material showing the development and history of the City -
Historical value
19.
Petitions
8 months
after
election date
8 months
after
election
date
EC 17200,
17400
Referendums, Recalls and Initiatives. Petitions to be
destroyed 8 months after certification of results, unless
subject to judicial proceedings
20.
Petitions (other than in 19)
AR
2
2
GC 34090
21.
Real Property Files
P
P
• Deeds
GC 34090(a)
• Covenants running w /land
GC 34090(a)
• Index of sewer hook -ups
GC 34090
• Deeds for the City Parks/Trails
GC 34090(a)
• Easements
GC 34090(a)
• Street Vacations
GC 34090(a)
• Road Deeds
GC 34090(a)
• Agreements
GC 34090(a)
• Right of Way Agreements
GC 34090(a)
• Recorded Covenants
GC 34090(a)
Related to encroachment permits in rights -of -way
22.
Statements of Economic Interest
22A.
GC 87200 Filers
2
2
4
GC 81009(e)
City Council, Planning Commission, City Manager, City
Attorneys, City Treasurers, City Finance Director
(Duplicate records: original statement filed with FPPC,
Sacramento) (FPPC Form 700)
22B.
Designated Filers
2
5
7
GC 81009(e)
Officials designated in City's Conflict of Interest Code -
Original Statements
23.
City Newsletter
P
P
GC 34090
Copy of each Newsletter published - Historical value
P= Permanent; E= Expiration; C= Completed /Closed; AR= Annual Review; T= Termination; 0= Obsolete (category eliminated); L =Life (City Vehicles = retain records until 5
years after sale of vehicle.)
3
City Clerk's Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
FEBRUARY 2011
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)
1B.
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,
[1C])
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
1D.
Address Files — Residential Approved Site
P
P
GC 34090,
Approved Site Plans for all Single- family
Plans
65009,
Residential Projects
H &S 19850
1E.
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
1
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
2
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
Exotic Animal Permits
Fence, Wall & Hedge Permits
319, 343, 338
gradient), environmental document, notice of
hearings, and photographs. If applicable,
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
2
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
3
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
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
Projects
319, 343, 338
applicant (including material samples, if any)
related to specific planning applications or
miscellaneous planning issues
5B.
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
Projects
319, 343, 338
intra- office correspondence, if retained in the
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
3
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
4
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
5D.
City Projects — Public Notices and Public
and Applicant Correspondence in Address
Files, Planning Application Project Files,
and Legislative Application Project Files
C +1
C +9
C +10
GC 34090,
65009,
CCP 318,
319, 337.15,
343, 338
Public notices and related address labels
along with correspondence received from the
public and applicant (including material
samples, if any) related to specific planning
applications or miscellaneous planning
issues
5E.
City Projects - Consultant and Other
Interoffice Correspondence in Address
Files, Planning Application Project Files,
Legislative Application Project Files
C +1
C +9
C +10
GC 34090,
CCP 318,
319, 337.15,
343, 338
Correspondence exchanged between
consultant and staff (except geology — see
record series no. 9), and other interoffice and
intra- office correspondence, if retained in the
ordinary course of business. **
5F.
City Projects - Research, and Preliminary
and Administrative Drafts, in Address Files,
Planning Application Project Files,
Legislative Application Project Files and
Subdivision Application Project Files
C +1
C +9
C +10
GC 34090,
65009,
65860,
66499.37
CCP 337.15
Includes drafts released to public, as well as
research and preliminary and administrative
drafts if retained in the ordinary course of
business. **
6A.
Environmental Impact Report Files
P
P
GC 34090;
PRC 21167;
& CEQA
Guidelines
Notices, Initial Study, Publically Circulated
Draft EIR, Certified Final EIR
6B.
Environmental Impact Report Files - Public
and Applicant Correspondence
FA +1
FA +2
FA +3
GC 34090;
PRC 21167
Correspondence received from the public
and applicant related to environmental
impact reports.
6C.
Environmental Impact Report Files -
Consultant and Other Interoffice
Correspondence
FA +1
FA +2
FA +3
GC 34090;
PRC 21167
Correspondence exchanged between
consultant and staff, and other interoffice and
intra- office correspondence, if retained in the
ordinary course of business. **
4
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
5
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
6D.
Environmental Impact Report Files —
Preliminary and Administrative Drafts
FA +1
FA +2
FA +3
GC 34090;
PRC 21167
Preliminary and administrative draft
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
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,
4004, 34090,
HS 19850
Complete Reports submitted by project
applicants for City review; include
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.
5
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
6
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
11.
Miscellaneous City Project Files - Initiated
but not approved
LA + 1
LA + 4
LA + 5
GC 34090
Includes reports, studies, inter -office
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
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)
P
P
GC 34090(e)
13.
Reference Maps — Group A
Copies of Tract Maps
Copies of Parcel Maps
Copies of Record of Surveys
Permit History Maps
LU + 5
LU + 5
GC 34090
Includes land use reference maps and
various other study maps that are either
duplicates of County records, or cease to
have usefulness once replaced with an
updated map.
6
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
7
Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
14.
Reference Maps — Group B
General Plan Land Use Map and other
document maps
Coastal Specific Plan Map and other
document maps
Zoning Map
Address Maps
LA County Zoning Maps
Citywide aerial photos
1976 Composite Maps
Archaeology Maps
Topo maps
Land use maps
ESA Maps
P
P
GC 34090
Includes General Plan Land Use Map,
Zoning Map, Coastal Specific Plan Land Use
Map, aerial maps, composite/topographic
maps, and various other maps in
reproducible format
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
Permit and City Tree Review Permit Files
P
P
GC 34090
Staff Reports with attachments, adopted
resolutions or conditions of approval,
memos, correspondence, photographs
17A.
Consultant Files (Contracts) — Specific
Tasks
C
C +4
C +4
GC 34090
RFQ or RFP, consultant proposals, staff
reports, copies of approved signed contracts,
regarding consultants who are hired for a
specific task.
17B.
Consultant Files (Contracts) — General
Tasks
E
E +4
E +4
GC 34090
RFQ or RFP, consultant proposals, staff
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.
7
Community Development Department Retention Schedule
Resolution No. 2011 -03 - 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)
* *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.
8 Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
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.
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.
8 Community Development Department Retention Schedule
Resolution No. 2011 -03 - Exhibit A
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
FINANCE & INFORMATION TECHNOLOGY DEPARTMENT
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS /NOTES
1.
Accounts Payable
3
2
5
GC 34090,
34090.7, CCP
337
Invoices approved for payment
Electronic and /or paper Purchase Orders
Warrant Registers, and related
correspondence
2.
Accounts Receivable
3
2
5
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance & Information Technology
Department Budget Files
2
-
2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4.
Auditor's Reports
P
P
P
GC 34090
Independent Auditor Reports, Informational
Report submitted to State Controller, Special
Audits, and Auditor's Recommendations
5.
Bank Reconciliation
3
7
10
GC 34090; 26
CFR 31.6001 -1
Bank Statements, Copies of Deposit
Records, Notes and Worksheets
6.
Organization -wide Budget Files
2
2
GC 34090
Organization -wide budget support
documents
7.
Business License Applications
E +2
E +3
E +5
GC 34090
Business License Applications and copies of
business registrations (i.e., contractor's
licenses), if applicable, and related
correspondence
8.
Business License Reports
5
2
7
GC 34090;
CCP 337
Yearly report of business licenses issued by
the City
9.
Cancelled Checks
3
4
7
GC 34090;
CCP 337
Cancelled checks or electronic images of
cancelled checks
1
Finance & Information Technology Retention Schedule
Resolution No. 2011 -03 - Exhibit A
2
Finance & Information Technology Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS /NOTES
10.
Cash Receipts
3
2
5
GC 34090;
CCP 337
Cash Receipt Summary, Cash Register
Tape, Bank Deposit Receipts. (Source
documents for cash receipts filed where
applicable including Community
Development and Recreation & Parks.)
11.
Special District Files
2
9
11
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, RDA, and Assessment Districts;
correspondence, and invoices.
12.
Detailed & Summary General & Subsidiary
Ledgers
3
7
10
GC 34090;
CCP 337
Includes capital projects and trust deposit
subsidiary ledgers
13.
Journal Entries
3
7
10
GC 34090
General ledger and budget journal entries
and supporting documentation
14.
Ledger Reconciliations
3
-
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
15.
Organization -wide Final Budget Document
5
P
P
GC 34090
Includes operating and capital budgets
16.
Payroll Records
2
8
10
GC 34090; 29
CFR 516.2,
516.5, 516.6;
22 CCR 1085-
2); 26 CFR
31.6001 -1; IRS
Reg. 31.6001-
1(e)(2); R &T
19530; LC
1174(d)
Bank Statements and supporting
documents, Tax Report Records, Payroll
Register & Reports, Insurance Records,
Vacation Reports, Records of
disbursements to employees, and related
correspondence. (Note: Confidential
records)
2
Finance & Information Technology Retention Schedule
Resolution No. 2011 -03 - Exhibit A
A= Audit; C= Completion; E= Expiration; T= Termina ion; 0 = Obsolete (category eliminated); P= Permanent
3
Finance & Information Technology Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS /NOTES
17.
Retirement Records
3
T +4
T +7
22 CCR 1085-
2(c); 26 CFR
31.6001 -1; 29
CFR 516.5
Personnel Action Form Benefits Eligibility
(Duplicate Series — City Manager is official
custodian of this record) and Bi- weekly
Pension Cost Calculation
(Note: Official record held by PERS,
Sacramento, CA)
18.
Revenue Folders
3
2
5
GC 34090
Invoices, Check Stubs, other cash receipt
support & Correspondence
19.
Time Sheets
1
9
10
GC 34090; 29
CFR 516.2,
516.6; IRS
Reg. 31.6001-
1(e)(2); R &T
19530
Timekeeping records for City personnel.
(Note: Confidential Record)
20.
Trust Deposit Records
3
7
10
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
21.
Finance Advisory Committee Agenda
Packets
2
3
5
GC 34090,
34090.7, 40801
Includes agendas and staff reports
22.
Finance Advisory Committee Agenda and
Minutes
P
P
GC 34090,
40801
Agendas and minutes to City Clerk for
permanent retention
23.
Storm Drain Oversight Committee Agenda
Packets
2
3
5
GC 34090,
34090.7, 40801
Includes agendas and staff reports
24.
Storm Drain Oversight Committee Agenda
and Minutes
P
P
GC 34090,
40801
Agendas and minutes to City Clerk for
permanent retention
25.
Monthly Cash Balance Reports
2
8
10
GC 34090
Staff Report and attached schedule(s)
presented to the City Council.
A= Audit; C= Completion; E= Expiration; T= Termina ion; 0 = Obsolete (category eliminated); P= Permanent
3
Finance & Information Technology Retention Schedule
Resolution No. 2011 -03 - Exhibit A
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 1
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
2
2
GC 34090.7
Information regarding development of
department budget and copies of approved
budget.
2.
City Council Agendas & Public Works Staff Reports
(Duplicate files)
6 mos.
6 mos.
1
GC 34090.7
(duplicate record)
3.
Maps and Plans
P
P
GC 4003,
4004,
34090(e)
Rights -of -Way
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
Traffic Control Devices
Plans & Specifications (Bid Documents)
4A.
Public Works Capital Projects — City- funded
C +1
C +9
C +10
GC 34090,
CCP 337.15
Correspondence with attachments
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.)
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 1
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 2
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Contractor and Subcontractor Time Sheets and
invoices (Prevailing wages)
Grant files
4B.
Public Works Capital Projects — State - funded
C +1
C +9
C +10
GC 34090,
CCP 337.15
Correspondence with attachments
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
4C.
Public Works Capital Projects — Federally- funded
C +1
C +9
C +10
GC 34090,
CCP 337.15,
7 CFR
3016.42
Correspondence with attachments
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
4D.
Public Works Capital Projects — Mixed Funding
Sources
C +1
C +9
C +10
GC 34090,
CCP 337.15
Correspondence with attachments
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
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 2
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 3
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets and
invoices (Prevailing wages)
Grant files
4E.
Public Works Capital Projects — Unsuccessful
Bidders and Proposers
C +3
C +3
GC 34090,
7 CFR
3016.42
Unsuccessful bids and unsuccessful proposals
responding to RFPs, regardless of funding
source.
4F.
Public Works Capital Projects — Preliminary
proposals / project not approved
LA +3
LA +3
Records related to proposed capital projects
that were not approved for construction. If any
grant funds were used for preliminary work,
retain for minimum period specified in grant
conditions.
5.
Chronological files
1
4
5
GC 34090.7
Copies of all correspondence (Used for quick
reference) (Outgoing mail; staff reports)
6A.
Encroachment Permits
T +1
T +9
T +10
GC 34090
Utility and Cellular Permits, dumpster permits
(residents), Contractor permits
6B.
Encroachment Permits — Agreements and Covenants
T +1
T +9
T +10
GC 34090,
GC 34090.7
Covenants filed with the County for ROW
improvements. (Note: Duplicate record;
original in City Clerk's office.)
7.
Improvement Undergrounding and Maintenance
District files (Landscaping and Lighting)
1
10
11
GC 34090
Correspondence; Work Papers; Reports and
agreements to participate and associated
documents
8A.
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
8B.
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 Department Service
Requests
C +1
4
C +5
GC 34090
Service Request forms and related
documents (i.e., catch basin cleaning)
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 3
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 4
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
10.
Los Angeles County Engineering Service Requests
C +1
4
C +5
GC 34090
Department Service Request Forms and
related documents
11.
Maintenance Records
2
8
10
GC 34090
Streets; Roads; Sidewalks; Playground
Equipment; Tree removals; Maintenance
Schedules; Maintenance Service Requests;
Summary Reports
12.
Speed Zone Surveys
1
9
10 + LU
GC 34090
VC 22400 et
seq., 40802
Speed Zone Surveys and Engineering and
Traffic Surveys
13.
Accident Reports
2
8
10
GC 34090
Accident Reports from Sheriff's Office
14.
Traffic Safety Commission Minutes and Agendas
P
P
GC 34090(e)
15.
Traffic Safety Commission Staff Reports
2
5
7
GC 34090
Note: Any staff reports relating to specific
public works projects should be filed in 4A,
4B, 4C, or 4D, as applicable, and retained for
the period specified in those record series.
16.
Geology Studies (non - project related)
P
P
GC 34090
General geology for Portuguese Bend,
Klondike Canyon, Abalone Cove
17.
AB 939 Annual Reports
1
5
6
GC 34090;
PRC 41821,
42 USC 9601
et seq.
(CERCLA §
101 et seq.)
AB 939
18A.
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
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 4
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 5
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
permits /reports
Investigations, violations and site visits
Memorandum of Agreement(s) with other
agencies and related records regarding joint
responses (Note: MOAs are duplicate; original
in City Clerk's office)
18B.
NPDES Consultant — Contract Related Records
T +4
T +4
GC 34090,
CCP 337
Consultant RFP
Contract (Note: Contracts are duplicate;
original in City Clerk's office)
Contract administration correspondence
Invoices (Note: Invoices are duplicates;
original in Finance Department)
19.
Pavement Mgmt. Systems Annual Report
10 + LU
10 + LU
23 USC 119;
STIP
Guidelines
Chapter 23.2.4
Pavement Management System report is used
in obtaining state and federal funding for
preventive maintenance projects. Retain for
ten years minimum; retain last updated report
even if older than the retention period.
20.
Quarterly Reports — Commercial and Residential
Haulers
1
5
6
GC 34090,
42 USC 9601
et seq.
(CERCLA §
101 et seq.)
Quarterly reports provided by contractors
providing integrated solid waste management
services to the City
21A.
Beautification Grants or CRV - Awarded
1
5
6
GC 34090
Completed grant applications for grants
awarded and supplemental data
21B.
Beautification Grants or CRV — Not Awarded
2
2
GC 34090
Completed grant applications but no grant
awarded.
22.
Traffic Investigations
5
5
10
GC 34090
Informal investigations that generate reports
that have not been addressed by the traffic
safety commission
23.
Development Application — Improvement Plans
P
P
GC 34090,
65009,
CCP 318, 319,
343, 338
Approved plans, surveys, reports, studies
(including traffic impact studies), relating to a
specific development application.
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 5
P= Permanent; T= Termination (when facility has been dismantled or permit terminated); C = Completion (when project has been completed); LU = Last Updated
(retain the last updated inventory or report even if older than the retention period); LA = Last Activity; L =Life (City Vehicles = retain records until 5 years after sale of
vehicle.)
* *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.
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 6
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
24.
Development Application —
Consultant and Interoffice Correspondence
C +1
C +4
C +5
GC 34090,
65009,
CCP 318, 319,
343, 338
Correspondence exchanged between
consultant and staff, and other interoffice and
intra -office correspondence, if retained in the
ordinary course of business.**
25.
Oversize Vehicle & Neighborhood Parking Permits
1
5
6
GC 34090
Includes individual permit applications and
renewals
26.
Neighborhood Parking Permits — Neighborhood
Applications
1
T +2
Application and related records to initiate a
neighborhood parking permit program.
27.
Vehicle Records
L +5
L +5
VC 9900 et
seq.
Maintenance, bids, procurement, research
(retain records for 5 years after sale of vehicle)
28.
Playground Equipment - Inspections
10 +LU
10 +LU
GC 34090
Consultant reports and inspections
Retain for ten years minimum, retain last
updated inspection report even if olderthan the
retention period.
29.
Office Space Planning
5
5
GC 34090;
CCP 337
RFP for consultant
Contract (Note: Contracts are duplicate;
original in City Clerk's office)
Correspondence **
Office plans and related records.
30.
Office Equipment
T +2
T +2
GC 34090;
CCP 337
Records related to purchase and use of office
equipment.
P= Permanent; T= Termination (when facility has been dismantled or permit terminated); C = Completion (when project has been completed); LU = Last Updated
(retain the last updated inventory or report even if older than the retention period); LA = Last Activity; L =Life (City Vehicles = retain records until 5 years after sale of
vehicle.)
* *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.
Public Works Retention Schedule
Resolution No. 2011 -03 - Exhibit A
Page 6
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Activity Reports
1
1
2
GC 34090.7
Department Director's Weekly Activity
Report.
(Note: Duplicate; Original retained by City
Manager's Office.)
2.
Budget Files
2
2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
3A.
Cash Receipts & Financial Documents (No
Donations)
2
3
5
GC 34090;
CCP 337
Cash Receipts, Credit Card Receipts,
Invoices, Purchase Orders.
3B.
Financial Documents - Los Serenos Docents
2
8
10
GC 34090
Bank statements (checking and savings) and
financial reports generated by the Los
Serenos treasurer.
4A.
Project Files
2
2
4
GC 34090
CCP 337
General Correspondence with Attachments
Project Reports
Docent Newsletter
REACH Newsletter
Staff Schedules
Special Event Related Files
4B.
Project Files - Contracts
C +2
C +2
C +4
GC 34090
CCP 337
Contracts with related documents (Note:
Includes duplicate of approved contract;
Original contract on File in City Clerk's
Office).
5.
Recreation & Parks Committee Files
2
5
7
GC 34090
Correspondence
Reports
6.
Recreation & Parks Facilities Operations
1
5
6
GC 34090
CCP 338, 343
Staff Activities
Daily Park Inspections
Public Works Work Orders
Incident Reports
7.
Park Ranger Documents
2
4
6
GC 34090
Penal Code 802
Activity Reports and Citation - Related
Documents
1
Recreation and Parks Retention Schedule
Resolution No. 2011 -03 - Exhibit A
2
Recreation and Parks Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
8.
Recreation and Parks Staff Reports
2
2
4
Note: Duplicate; Original on File in City
Clerk's Office
9.
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
10.
Facilities Use Permits & Contracts
2
2
4
GC 34090,
34090.7,
CCP 337, 338
Facility Use Permits
Facility Rental Contracts
Instructor Permits
Instructor Contracts
(Note: Original contracts are retained by City
Clerk's Office.)
11A.
Inventory of Playground Equipment
T
T +5
T +5
GC 34090
Original Equipment Manuals
List of all playground equipment owned by
City (inventory)
11B.
Playground Equipment — Inspection and
Repair
2
8
10
GC 34090
Records relating to playground equipment
except inventory and manuals, including:
Inspection Records
Work Orders
Certifications (Including Safety)
12.
Recreational Activity Reports
2
2
4
GC 34090
CCP 337, 338
Registration Materials for Special Events and
Recreational Programming
13A.
Timesheets
1
1
2
GC 34090,
34090.7
Permanent and Part -Time Employees
Timesheets
(Note: Duplicate; Original on File in the
Finance Department)
13B.
Facility Log Books
1
5
6
GC 34090,
34090.7;
CCP 338, 343
Facility Log Books
2
Recreation and Parks Retention Schedule
Resolution No. 2011 -03 - Exhibit A
P= Permanent; E= Expiration; C= Completed /Closed; T= Termination (e.g., when equipment is terminated from use); 0 = Obsolete (category eliminated)
3 Recreation and Parks Retention Schedule
Resolution No. 2011 -03 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
13C.
Time Cards
30 days
30 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.
14.
Historical Documents
P
P
P
GC 34090
Maps & Plans
Exhibit and Equipment Info /Plans
Park Acquisition Files
Research papers prepared by Docents
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 BylawsDonations and Gifts for Parks
Information
501c3 and 170c Status
Nature Preserve History
PVIC History
15.
Computer Training Manuals
T +2
T +2
GC 34090
Computer Software Training
Manuals /Reference Materials
P= Permanent; E= Expiration; C= Completed /Closed; T= Termination (e.g., when equipment is terminated from use); 0 = Obsolete (category eliminated)
3 Recreation and Parks Retention Schedule
Resolution No. 2011 -03 - Exhibit A
RESOLUTION NO. 2011-03 - EXHIBIT "B"
FEBRUARY 2011
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule. Staff shall review the retention schedule
for applicable exceptions and instructions before destroying any of the records listed
below. The Record Number refers to the Department's retention schedule and the
Series Description refers to the type of record as it appears on that schedule. Any
records contained in the files listed below 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.
Records Eligible for
Record Record Series Description Destruction
Number
1 Weekly Administrative Report 2004 and prior
2 Budget Files 2008 and prior
3 Correspondence and Subject Files 2006 and prior
4 Correspondence — Chronological Files 2003 and prior
5 Grant Files (Completed) Expired in 2004 and
prior
6 Legal Opinions 2000 and prior
7A General Liability Claims Claims closed in 2007
and prior, except
records falling under 7D
7B Workers Compensation Claims Claims closed in 2000
and prior, except
records falling under 7D
7C Employee Training Records Employment terminated
in 1990 and prior
7E Accident Reports — Non-Employee Injured 2005 and prior if no
claim filed
7F Accident Reports and CaIOSHA Forms — Cases closed in 2000
Employee Injured and prior, but see note
on Retention Schedule
under 7B
9 Personnel Applications (not hired) 1 2008 and prior
10 Personnel Cards, Full-time Employees Employment terminated
Resolution No. 2011-03
Exhibit B
Page 1 of 9
in 1985 and prior
12 Personnel Records, Full-time Employees' Employment terminated
(except Employee Exposure Record, if an ) in 1990 and prior
13 Personnel Records, Part-time Employees Employment terminated
(except Employee Exposure Record, if any) in 1990 and prior
14 Film Permits 2006 and prior
15 Parking Citation Reports 2008 and prior
17 Health and Benefits Reports 2004 and prior
19 Community Forum Files 2000 and prior
i No relevant personnel file may be destroyed while an employment complaint, grievance or litigation is
pending. Confer with attorney representing City in matter before destroying any personnel files if such a
matter is pending.
Resolution No. 2011-03
Exhibit B
Page 2 of 9
FEBRUARY 2011
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule. Staff shall review the retention schedule
for applicable exceptions and instructions before destroying any of the records listed
below. The Record Number refers to the Department's retention schedule and the
Series Description refers to the type of record as it appears on that schedule. Any
records contained in the files listed below 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.
Records Eligible for
Record Number Record Series Description Destruction
2 Budget Files 2008 and prior
3B Nomination Papers — Elected Expiration of term
plus 4 years
3C Ballots 6 months after
Applications for Vote-By-Mail Ballots election date
4A Campaign Statements— Not Elected 2005 and prior
4B Nomination Papers — Not Elected Expiration of term
plus 4 years
7 Council Legislative Action Files (Agenda 2003 and prior
Reports)
9 Council Agenda Packets (except 2003 and prior
Ordinance-Related Staff Reports)
17 Motor Vehicle Ownership Records Vehicle disposed
(terminated) of in 2005 and
prior
19 Petitions (Elections) 8 months after
election date
20 Petitions (Other) 2008 and prior
22A Statements of Economic Interest: 2006 and prior
GC 87200 Filers
22B Statements of Economic Interest: 2003 and prior
Designated Filers
Resolution No. 2011-03
Exhibit B
Page 3 of 9
FEBRUARY 2011
DESTRUCTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule. Staff shall review the retention schedule
for applicable exceptions and instructions before destroying any of the records listed
below. The Record Number refers to the Department's retention schedule and the
Series Description refers to the type of record as it appears on that schedule. Any
records contained in the files listed below 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.
Records Eligible
Record Record Series Description for Destruction
Number
1, 2, 3 Notice Envelopes returned by the post office 2008 and prior
and 4 (obsolete category) in Address and Project Files
1B Address Files - Residential Plans except Completed in
Approved Site Plans and Health and Safety Code 2008 and prior
§ 19850 Residential Plans
5A Public Notices and Public and Applicant Completed in
Correspondence in Address Files, Planning 2005 and prior
Application Project Files, Legislative Application
Project Files for Non-City Projects
5B Consultant and other Interoffice Correspondence Completed in
in Address Files, Planning Application Project 2005 and prior
Files, Legislative Application Project Files for Non-
City Projects.
5C Research, and Preliminary and Administrative Completed in
Drafts in Address Files, Planning Application 2005 and prior
Project Files, Legislative Application Project Files
and Subdivision Application Project Files for Non-
City Projects
5D City Projects — Public Notices and Public and Completed in
Applicant Correspondence in Address Files, 2000 and prior
Planning Application Project Files, and Legislative
Application Project Files
5E City Projects — Consultant and other Interoffice Completed in
Correspondence in Address Files, Planning 2000 and prior
Application Project Files, and Legislative
Application Project Files.
Resolution No. 2011-03
Exhibit B
Page 4 of 9
5F City Projects - Research and Preliminary and Completed in
Administrative Drafts in Address Files, Planning 2000 and prior
Application Project Files, Legislative Application
Project Files, and Subdivision Application Project
Files.
6B Environmental Impact Report (EIR) Files - Public Final approval in
and Applicant Correspondence 2007 and prior
6C Environmental Impact Report (EIR) Files — Final approval in
Consultant and other Interoffice Correspondence 2007 and prior
6D Environmental Impact Report (EIR) Files — Final approval in
Preliminary and Administrative Drafts 2007 and prior
7 Chronological Files 2008 and prior
8A Code Enforcement Case Files Completed in
2005 and prior
8C Escort and Massage Permits Terminated in
2008 and prior
11 Miscellaneous City project Files — Initiated but not Last activity in
approved 2005 and prior
13 Miscellaneous Reference Maps — Group A 2005 and prior
Copies of Tract Maps unless no
Copies of Parcel Maps update; always
Copies of Record Surveys RETAIN last
Permit History Maps updated map or
survey despite
date
15 Budget Files 2008 and prior
17A Consultant Files (Contracts) — Specific Tasks Completed in
2006 and prior
17B Consultant Files (Contracts) — General Tasks Expired in 2006
and prior
17C Consultant Files - Non-selected Proposals 2008 and prior
18A Litigation Files - Background Case closed in
2008 and prior
19 Animal Control files 2008 and prior
N/A Planning Commission Agenda Packets (Duplicate 2010 and prior
records that are filed with record series 1, 2, 3, 4,
5A, 5B, 5D, 5E, 6, 6A, 6B, 11 and 12A)
Resolution No. 2011-03
Exhibit B
Page 5 of 9
FEBRUARY 2011
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE AND INFORMATION TECHNOLOGY
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule. Staff shall review the retention schedule
for applicable exceptions and instructions before destroying any of the records listed
below. The Record Number refers to the Department's retention schedule and the
Series Description refers to the type of record as it appears on that schedule. Any
records contained in the files listed below 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.
Records Eligible for
Record Number Record Series Description Destruction
1 Accounts Payable 2005 and prior
2 Accounts Receivable 2005 and prior
3 Finance Department Budget Files 2008 and prior
5 Bank Reconciliation Files 2000 and prior
6 Organization-wide Budget Files 2008 and prior
7 Business License Applications & Expired in 2005
Business Tax Registration and prior
8 Business License Reports 2003 and prior
9 Cancelled Checks 2003 and prior
10 Cash Receipts 2005 and prior
11 Special District Files 1999 and prior
12 Detailed and Summary General and 2000 and prior
Subsidiary Ledgers
13 Journal Entries 2000 and prior
14 Ledger Reconciliations 2007 and prior
16 Payroll Records 2000 and prior
17 Retirement Records Terminated in
2003 and prior
18 Revenue Folders 2005 and prior
19 Time Sheets 2000 and prior
20 Trust Deposit Records 2000 and prior
21 Finance Advisory Committee Agenda 2005 and prior
Packets
23 Storm Drain Oversight Committee Agenda 2005 and prior
Packets
25 Monthly Cash Balance Reports 2000 and prior
Resolution No. 2011-03
Exhibit B
Page 6 of 9
FEBRUARY 2011
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule. Staff shall review the retention schedule
for applicable exceptions and instructions before destroying any of the records listed
below. The Record Number refers to the Department's retention schedule and the
Series Description refers to the type of record as it appears on that schedule. Any
records contained in the files listed below 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.
Records Eligible for
Record Number Record Series Description Destruction
1 Budget Files 2008 and prior
2 City Council Agendas and Public Works 2009 and prior
Staff Reports (Duplicate Files)
4A Public Works Capital Projects — City-funded Projects completed in
2000 and prior
4B Public Works Capital Projects — State- Projects completed in
funded 2000 and prior
4C Public Works Capital Projects — Federally- Projects completed in
funded 2000 and prior
4D Public Works Capital Projects — Mixed Projects completed in
Funding Sources 2000 and prior
4E Public Works Capital Projects - Projects completed in
Unsuccessful Bidders and Proposers 2007 and prior
4F Public Works Capital Projects — Preliminary Last activity 2007 and
Proposals/Project (not approved) prior
5 Chronological Files 2005 and prior
6A Encroachment Permits Terminated in 2000
and prior
6B Encroachment Permits —Agreements and Terminated in 2000
Covenants and prior
7 Improvement Undergrounding and 1999 and prior
Maintenance District files (Landscaping and
Lighting)
•
Resolution No. 2011-03
Exhibit B
Page 7 of 9
8A Inventory of Road Infrastructure 2000 and prior unless
no update; always
RETAIN last updated
inventory despite date
8B Inventory of Trees and Sidewalks 2000 and prior unless
no update; always
RETAIN last updated
inventory despite date
9 L.A. County Road Dept. Service Requests Completed in 2005 and
prior
10 L.A. County Engineering Service Requests Completed in 2005 and
prior
11 Maintenance Records 2000 and prior
12 Speed Zone Surveys 2000 and prior unless
no update; always
RETAIN last updated
survey despite date.
13 Accident Reports 2000 and prior
15 Traffic Safety Commission Staff Reports 2003 and prior
17 AB 939 Annual Reports 2004 and prior
19 Pavement Mgmt. Systems Annual Report 2000 and prior unless
no update; always
RETAIN last updated
report despite date
21A Beautification Grants or CRV—Awarded 2004 and prior
21B Beautification Grants or CRV— Not 2008 and prior
Awarded
22 Traffic Investigations 2000 and prior
24 Development Application — Consultant and Completed in 2005 and
interoffice correspondence prior
25 Oversized Vehicle and Neighborhood 2004 and prior
Parking Permits
26 Neighborhood Parking Permits — Terminated in 2008
Neighborhood Applications and prior
27 Vehicle Records Vehicle disposed of in
2005 and prior
28 Playground Equipment— Inspections 2000 and prior unless
no update; always
RETAIN last updated
report despite date
29 Office Space Planning 2005 and prior
30 Office Equipment Terminated in 2008
and prior
Resolution No. 2011-03
Exhibit B
Page 8 of 9
FEBRUARY 2011
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule. Staff shall review the retention schedule
for applicable exceptions and instructions before destroying any of the records listed
below. The Record Number refers to the Department's retention schedule and the
Series Description refers to the type of record as it appears on that schedule. Any
records contained in the files listed below 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.
Records Eligible for
Record Number Record Series Description Destruction
1 Activity Reports (Duplicate Record) 2008 and prior
2 Budget Files 2008 and prior
3A Cash Receipts and Financial Documents 2005 and prior
(No Donations)
3B Financial Documents — Los Serenos 2000 and prior
Docents
4A Project Files 2006 and prior
4B Project Files — Contracts Completed in 2006
and prior
5 Recreation and Parks Committee Files 2003 and prior
6 Recreation and Parks Facilities 2004 and prior
Operations
7 Park Ranger Documents 2004 and prior
8 Recreation and Parks Staff Reports 2006 and prior
10 Facilities Use Permits and Contracts 2006 and prior
11A Inventory of Playground Equipment Terminated in
2005 and prior
11B Playground Equipment— Inspection and 2000 and prior
Repair
12 Recreational Activity Reports 2006 and prior
13A Timesheets 2008 and prior
13B Facility Log Books 2004 and prior
15 Computer Training Manuals Terminated in
2008 and prior
W:\City Council Resolutions\Resolutions by Year\2011\2011 -Exhibit B(FINAL)2011 Destruction Schedules-all departments.DOC
Resolution No. 2011-03
Exhibit B
Page 9 of 9