CC RES 2009-007 RESOLUTION NO. 2009-07
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.
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.
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
1114033
WHEREAS, the last time these retention schedules were revised was with the
adoption of Resolution No. 2006-01; 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-
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
Resolution No. 2009-07
Page 2 of 4
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.
Section 6: 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 7: 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 8: 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 9: Resolution No. 2006-01 is hereby rescinded.
Resolution No. 2009-07
Page 3 of 4
PASSED, APPROVED and ADOPTED this 3rd day of February 2009.
.� C`L1Uw
Mayor
Attest:
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. 2009-07 was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof held on February 3, 2009.
City Clerk
Resolution No. 2009-07
Page 4 of 4
Resolution No. 2009 -07 - Exhibit A
JANUARY 2009
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)
2.
Budget Files
3
5
8
GC 34090
Operating budget
Calculations
Reports & Supporting Documents
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
General Liability Claims
C
3
C +3
GC 34090
Workers Compensation Claims
C
10
C +10
LC 110 - 139.6;
6401.7
GC 34090
Employee Training Records
C
10
C +10
GC 34090
8.
Insurance Policies, Certificates
P
P
P
GC 34090
All evidence of insurability
9.
Personnel Applications
2
2
GC 12946; 29
CFR 1602.311
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.)
11137340 1 City Manager Retention Schedule
Resolution No. 2009 -07 - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
11.
Personnel Handbooks
P
P
GC 34090
12.
Personnel Records, Full Time Employees
T +10
10
T +20
GC 34090
Correspondence
Pay Rate Form
Evaluations
Vacation and sick leave requests.
(Note: Confidential record.)
13.
Personnel Records, Part Time Employees
T +10
10
T +20
GC 34090
14.
Animal Control Files
AR
2
AR +2
GC 34090
Correspondence, Statements, Invoices
15.
Film Permits
1
3
4
GC 34090
Application for permission to film in the City,
Correspondence
Insurance certificates.
16.
Parking Citation Reports
2
2
GC 340901
Admin. Review Disposition Forms
17.
Digital Video Disks (DVD)
P
P
GC 34090.7
City Council Meetings
Planning Commission Meetings
Special City Committee /Commission
Meetings.
18.
Health & Benefits Reports
4
2
6
GC 34090
Includes eligibility for medical insurance and
other City benefits.
19.
Cable Television Advisory Board
P
P
GC 340901
368141 40801
CATV Board Minutes
20.
Community Forum Files
3
7
10
GC 34090
P= Permanent; E= Expiration; C= Completed /Closed; AR= Annual Review; T= Termination; O = Obsolete (category eliminated)
City Manager Retention Schedule
Resolution No. 2009 -07 - Exhibit A
JANUARY 2009
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(x)
Secretary of State, Certificate of Incorporation,
Background Information
2.
Budget
2
1
3
GC 34090.7
(Departmental back -up information)
3.
Elections
Campaign Statements - Elected
P
P
GC 81009(x)
Includes FPPC forms 410, 4601 461 and 470.
Nomination Papers — Elected
Expiration of
term + 4
ears
Expiration
of term +
4 years
EC 17100
Records held longer if the subject of judicial
proceedings. Includes the "Candidate Intention
Statement" (Form 501) and the "Nomination Paper ".
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
Campaign Statements - Not
Elected
1
4
5
GC 81009(b)
Includes FPPC forms 410, 4601 461 and 470.
Nomination Papers — Not Elected
Expiration of
term + 4
ears
Expiration
of term +
4 years
EC 17100
Records held longer if the subject of judicial
proceedings. Includes the "Candidate Intention
Statement" (Form 501) and the "Nomination Paper ".
5.
City Incorporation Documents
P
P
GC 34090
(Stored in Vault, Historical value)
6.
Contracts
E
15
E +15
CCP 3371
343; GC
34090
Official signed copy of contracts & related documents,
including insurance certificates and endorsements. (For
contracts/agreements affecting real property, see 22.)
7.
Council Legislative Action Files
5
3
8
GC 34090
All back up material presented to Council in agenda
packets.
8.
Council Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
111137610 1 City Clerk's Department Retention Schedule
Resolution No. 2009 -07 - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
dating back to 2001; partial records from 1996- 2001.)
9.
Council Agenda Packets
2
3
5
GC 34090
Agendas, staff reports, attachments & back up
materials
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 340901
36814, 40801
Original document. Vital Record - Historical Value
12.
City Council Minutes Reference
Copies
P
P
GC 340901
34090.71
36814, 40801
(Note: Duplicate record)
13.
City Council Ordinance Books
P
P
GC 340901
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 340901
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 340901
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
18.
History Archives
P
P
GC 34090
Material showing the development and history of the City.
Historical value.
19.
File Indices
P
P
GC 34090
Cross - reference indices to Council legislative actions.
111137610 2 City Clerk's Department Retention Schedule
Resolution No. 2009 -07 - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
ACTIVE
INACTIVE
TOTAL
20.
Petitions
8 months
after
election date
8 months
after
election
date
EC 172001
17400
Referendums, Recalls and Initiatives. Petitions to be
destroyed 8 months after certification of results, unless
subject to judicial proceedings
21.
Petitions (other than in 20)
AR
2
2
GC 34090
22.
Real Property Files
P
P
• Deeds
GC 34090(x)
• Covenants running w /land
GC 34090(x)
• Index of sewer hook -ups
GC 34090
• Deeds for the City Parks /Trails
GC 34090(x)
• Easements
GC 34090(x)
• Street Vacations
GC 34090(x)
• Road Deeds
GC 34090(x)
• Agreements
GC 34090(x)
23.
Statements of Economic Interest
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)
2
5
7
GC 81009(e)
Officials designated in City's Conflict of Interest Code.
Original Statements.
24.
City Newsletter
P
P
GC 34090
Copy of each Newsletter published. Historical value.
P= Permanent; E= Expiration; C= Completed /Closed; AR= Annual Review; T= Termination; O = Obsolete (category eliminated); L =Life (City Vehicles = retain records until 5
years after sale of vehicle.)
111137610 3 City Clerk's Department Retention Schedule
Resolution No. 2009 -07 - Exhibit A
JANUARY 2009
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 340901
34090.71 CCP
337
Invoices approved for payment
Electronic and /or paper Purchase Orders
Warrant Registers
2.
Accounts Receivable
3
2
5
GC 34090
City invoices and supporting documents
3.
Finance & Information Technology
Department Budget Files
2
-
2
GC 34090
4.
Auditor's Reports
P
P
P
GC 34090
City Auditor Reports, 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.
Budget Files
AR
AR
GC 340901
34090.7
Drafts of depts. proposed budgets.
Duplicate series. (Note: Original in each
dept.)
7.
Business License Applications
E +2
3
5
GC 34090
Business License Applications and copies of
business registrations (i.e., contractor's
licenses), if applicable.
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.
11138900 1 Finance Retention Schedule
Resolution No. 2009 -07 - Exhibit A
Finance Retention Schedule
Resolution No. 2009 -07 - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS /NOTES
10.
Cash Receipts
3
2
5
GC 34090;
Cash Receipt Summary, Cash Register
CCP 337
Tape, Bank Deposit Receipts. (Source
documents for cash receipts filed where
applicable. Most are in Ping., Bldg. & Code
Enf.)
11.
Correspondence & Subject File
AR
5
AR +5
GC 34090
Correspondence & reports
12.
Special District Files
2
9
11
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, RDA, and Assessment Districts,
correspondence, bank statements, check
stubs and invoices.
13.
Detailed & Summary General & Subsidiary
3
7
10
GC 34090;
Includes capital projects and trust deposit
Ledgers
CCP 337
subsidiary ledgers.
14.
Journal Entries
3
7
10
GC 34090
General ledger and budget journal entries
and supporting documentation.
15.
Ledger Reconciliations
3
-
3
GC 34090
Worksheets used to prepare for various
audits.
16.
Budget Document
5
P
P
GC 34090
Includes operating and capital budgets.
17.
Payroll Records
2
8
10
GC 34090; 29
Bank Statements and supporting
CFR 516.21
documents, Tax Report Records, Payroll
516.51 516.6;
Register & Reports, Insurance Records,
22 CCR 1085-
Vacation Reports, Records of
2); 26 CFR
disbursements to employees. (Note:
31.6001 -1; IRS
Confidential records.)
Reg. 31.6001 -
1(e)(2); R &T
19530; LC
1174(d)
Finance Retention Schedule
Resolution No. 2009 -07 - Exhibit A
A= Audit; AR= Annual Review; C= Completion; E= Expiration; T= Termination; O = Obsolete (category eliminated); P= Permanent.
Finance Retention Schedule
Resolution No. 2009 -07 - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS /NOTES
18.
Retirement Records
3
T +4
T +4
22 CCR 1085-
2(c); 26 CFR
31.6001 -1; 29
CFR 516.5
Benefits eligibility. Duplicate Series.
(Note: Official record held by PERS,
Sacramento, CA)
19.
Revenue Folders
3
2
5
GC 34090
Invoices, Check Stubs, other cash receipt
support & Correspondence
20.
Time Sheets
1
9
10
GC 34090; 29
CFR 516.21
516.6; IRS
Reg. 31.6001 -
1(e)(2); R &T
19530
Timekeeping records for City personnel.
(Note: Confidential Record.)
21.
Trust Deposit Records
3
7
10
GC 34090
Ledger Sheets for Individual TD's
22.
Finance Advisory Committee Agenda
Packets
2
3
5
GC 340901
34090.71
368141 40801
Includes agendas and staff reports.
23.
Finance Advisory Committee Agenda and
Minutes
P
P
GC 340901
368141 40801
Agendas and minutes to City Clerk for
permanent retention.
24.
Storm Drain Oversight Committee Agenda
Packets
2
3
5
GC 340901
34090.71
368141 40801
Includes agendas and staff reports.
25.
Storm Drain Oversight Committee Agenda
and Minutes
P
P
GC 340901
368141 40801
Agendas and minutes to City Clerk for
permanent retention.
26.
Monthly Treasurer's Reports
2
8
10
GC 34090
A= Audit; AR= Annual Review; C= Completion; E= Expiration; T= Termination; O = Obsolete (category eliminated); P= Permanent.
Finance Retention Schedule
Resolution No. 2009 -07 - Exhibit A
JANUARY 2009
RECORDS RETENTION SCHEDULE
PLANNING, BUILDING & CODE ENFORCEMENT
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Address Files
P
P
GC 34090
Control Sheet For Applications, Building
Permit Applications, Statement of
Conformance with Fire Warning Ordinances,
Planning Applications, Signed Permits, Staff
Reports and Correspondence.
2.
Certificates of Compliance
P
P
GC 34090(x)
3.
Certificates of Compliance Files
P
P
GC 34090(x),
36814, 40801
Correspondence /Notes, Reports, Lot Line
Adjustments.
4.
Coastal Permit Hearing Minutes
P
P
GC 34090(e),
36814, 40801
5.
Conditional Use Permit & Variances
P
P
GC 40031
40041
34090(x); HS
19850
Background Files Including Action
Information Sheet, Correspondence,
Environmental Documentation, Staff Reports,
Material Samples. (Note: Provides
background for decision to grant or refuse
permit.)
6.
Correspondence & Chronological Files
1
9
10
GC 34090.7
Copies of Correspondence Used For Quick
Chronological Reference.
7.
Development Code Amendments, Revisions
and Zone Changes
P
P
GC 34090(e)
Action Information Sheet, Correspondence,
Maps, Environmental Documentation, Zone
Changes and specialized subject files that
document department's administration of
codes.
8.
Development Code Enforcement
C
10
C +10
GC 34090(x)
Correspondence, Investigation Requests and
Maps.
1113924v1 1 Planning, Building & Code Enforcement Retention Schedule
Resolution No. 2009 -07 - Exhibit A
Planning, Building & Code Enforcement Retention Schedule
Resolution No. 2009 -07 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
9.
Environmental Assessment & Determination
P
P
GC 34090(x)
Notices
10.
Environmental Impact Reports
P
P
GC 34090(x)
& CEQA
Guidelines
11.
Gen. Plan & Coastal Plan Amendments Files
P
P
GC 34090(e),
Correspondence, Maps, Environmental
65103
Documentation, Action Information Sheets,
Staff Reports, Work Papers, Contracts,
Reports and Hearings.
12.
Geologic & Soils Reports
P
P
GC 40031
Historical Value
4004,
34090(x), HS
19850
13.
Index Log Books
P
P
GC 34090
14.
Non - residential bldg. Plans
P
P
GC 40031
Approved Plans For Commercial & City
40041
Projects.
34090(x), HS
19850
15.
Planning Applications
P
P
GC 40031
Planning Applications, Requests for Approval
40041
of Project and supporting documents
34090(x), HS
pending decision.
19850
16.
Parcel Map Files
P
P
GC 34090(x)
Maps, copy of Planning Commission
Resolutions, Parcel Information Sheets,
Notice of Hearing, Environmental
Documentation, Staff Reports, Geologic
Reports, Correspondence. (Note: A copy of
parcel maps is retained per item No. 20 of
this schedule.)
17.
Ping. Comm. Mins. & Resolutions
P
P
GC 34090(e)
Planning, Building & Code Enforcement Retention Schedule
Resolution No. 2009 -07 - Exhibit A
P= Permanent; C= Completion; AR= Annual Review
Planning, Building & Code Enforcement Retention Schedule
Resolution No. 2009 -07 - Exhibit A
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
18.
Reference Maps
P
P
GC 34090.7
Includes parcel and tract maps, as well as
mixed land use reference maps. These are
duplicates of County records, and are
scheduled as P for City's convenience.
Official Copy In County Recorder's Office.
19.
Reproducible Maps
P
P
GC 34090.7
Reproducible format (e.g., velum or mylar)
copies of various land use maps, including
topographical, aerial, zoning. These are
duplicates of County records, and are
scheduled as P for City's convenience.
Official Copy In County Recorder's Office.
20.
Subject Files
AR
1
2
GC 34090
Correspondence
Reports
Surveys & Work papers
21.
Tract Map Files
P
P
GC 34090(x)
Tract Maps
Action Information Sheets
Environmental Documentation
Geological Reports
Staff reports
City Council Resolutions & correspondence
Note: A copy of tract maps is retained per
item No. 20 on this schedule.
22.
Planning Commission Agenda Packets
6 mos.
6 mos.
1
GC 34090.7
Note: Duplicate record. Original staff
reports in project files.
23.
Budget files (Dept.)
2
3
5
GC 34090
P= Permanent; C= Completion; AR= Annual Review
Planning, Building & Code Enforcement Retention Schedule
Resolution No. 2009 -07 - Exhibit A
JANUARY 2009
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Activity Reports
1
1
GC 34090.7
City Manager Weekly Report, Department
Director's Activity Reports. (Note: This is a
duplicate series; original report in City
Manager's Office.)
2.
Budget Files
1
1
2
GC 34090.7
Details of Department Budget
3.
City Council Agendas
6 mos.
6 mos.
1
GC 34090.7
(duplicate record)
4.
Maps and Plans
T
2
T +2
GC 40031
Rights -of -Way
40041
Landscape Plans
34090(e)
Drainage Maps
Aerial Maps
Aerial Photographs
City Maps
Maintenance & Improvement Maps
Assessment District Maps
Contour /Topographic Maps
Engineering Drawings
Grading Maps /Plans
Park Plans
Del Cerro
Ryan Park (formerly Rancho Palos Verdes
Park)
Hesse Park
Ladera Linda
Clovercliff
Civic Center Undergrounding
Traffic Control Devices
5.
Contractor Invoices to City
2
3
5
GC 34090
Billing information for work performed for the
11139390 Public Works Retention Schedule
Resolution No. 2009 -07 - Exhibit A
Page 1
Public Works Retention Schedule
Resolution No. 2009 -07 - Exhibit A
Page 2
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
City including cost data by personnel level,
and Purchase Orders. (Note: These
invoices and purchase orders filed by fiscal
year.)
6.
Subject and Project Files
C +1
9
C +10
GC 340901
Correspondence with attachments
34090.7
Inter-Office Memos
Staff Agenda Reports
Follow-Up Action
Federally /State Funded Projects
Requests For Proposals (RFPs)
Proposals
Contracts (Note: Duplicate Record; Original in
City Clerk's Office.)
All supporting data
Subcontractor Time Sheets and invoices
Grant files
7.
Chronological files
1
4
5
GC 34090.7
Copies of all correspondence (Used for quick
reference)
8.
Highway Permits
C +1
9
C +10
GC 34090
Utility Permits, dumpster permits (residents),
Contractor permits (Note: Expiration at
completion.)
9.
Improvement Undergrounding and Maintenance
1
10
11
GC 34090
Correspondence
District files
Work Papers
Reports and agreements to participate and
associated documents
10.
Inventory of Road Infrastructure
10 + LU
10 + LU
GC 34090(x)
Road signs and striping; if the last inventory
update is older than the retention period
specified, that inventory should be retained
11.
Los Angeles County Road Department Service
C +1
4
C +5
GC 34090
Service Request forms and related
Requests
documents
12.
Los Angeles County Engineering
C +1
4
C +5
GC 34090
Department Service Request Forms and
Public Works Retention Schedule
Resolution No. 2009 -07 - Exhibit A
Page 2
P= Permanent; T= Termination (when facility has been dismantled); C = Completion (when project has been completed); LU = Last Updated (retain the last updated
inventory even if older than the retention period)
Public Works Retention Schedule
Resolution No. 2009 -07 - Exhibit A
Page 3
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
related documents
13.
Maintenance Records
2
8
10
GC 34090
Streets
Roads
Sidewalks
Tree removals
Maintenance Schedules
Maintenance Service Requests
Summary Reports
Accident Reports
14.
Radar Speed Studies
1
4
5
GC 34090
Accident Reports
15.
Telephone Logs
1
1
2
GC 34090
16.
Time Sheets
1
5
6
GC 34090; 29
CFR 516.21
516.6; IRS
Reg. 31.6001 -
1(e)(2); LC
1174(d)
Timesheets for Contractor labor
Documents invoice to City
17.
Traffic Committee Minutes
P
P
GC 34090(e)
P= Permanent; T= Termination (when facility has been dismantled); C = Completion (when project has been completed); LU = Last Updated (retain the last updated
inventory even if older than the retention period)
Public Works Retention Schedule
Resolution No. 2009 -07 - Exhibit A
Page 3
JANUARY 2009
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS
TOTAL YEARS RETAINED
CITATION
CONTENTS /NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Activity Reports
1
1
GC 34090.7
Department Director's Activity Report
(Weekly Report).
(Note: Duplicate Series; Official copy in City
Manager's Office.)
2.
Budget Files
5
5
10
GC 34090
Details re: departmental budget
3.
Cash Receipts
2
5
7
GC 34090;
CCP 337
Cash Receipt Forms /MC, Visa
4.
Correspondence & Subject Files
1
4
5
GC 34090
Correspondence
Reports
5.
Recreation & Parks Committee Files
2
5
7
GC 34090
Correspondence
Reports
6.
Recreation & Parks Facilities Log Book
1
5
6
GC 34090
Logs and staff activities
Park Inspections
Public Works Work Orders
7.
Facilities Use Permits & Contracts
2
3
5
GC 340901
34090.7
(Note: Original contracts retained by City
Clerk's Office.)
8.
Recreation Class Reports
3
3
GC 34090
Registration Materials (REACH only)
9.
Timesheets - Permanent & Temporary
1
1
GC 340901
34090.7; 29
CFR 516.2,
516.61 IRS Reg.
31.6001- 1(e)(2),
R &T 19530; LC
1174(d)
(Note: Duplicate Record; original in Fin.
Dept.)
10.
Recreation & Parks Committee Minutes
P
P
GC 34090;
GC 36814
GC 40801
(Minutes) Official minutes and hearing
proceedings of governing body or board,
commission or committee
P= Permanent
11139460 1 Recreation and Parks Retention Schedule
Resolution No. 2009 -07 - Exhibit A
RESOLUTION NO. 2009 -07 - EXHIBIT "B"
JANUARY 2009
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER
The following list of official record series are eligible for destruction. 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.
Record
Number
Record Series Description
Records Eligible for
Destruction
1
Weekly Administrative Report
2001 and prior
2
Budget Files
1999 "
3
Correspondence & Subject Files
2003 "
4
Correspondence — Chronological Files
2000 "
5
Grant Files (Completed)
2001 "
6
Legal Opinions
1997 "
7
Claims Files (Closed)
1997 "
9
Personnel Applications
2005 "
10
Personnel Cards, Full time Employees
1982 "
12
Personnel Records, Full time Employees
1987 "
13
Personnel Records, Part time Employees
1987 "
14
Animal Control Files
2005 "
15
Film Permits
2003 "
16
Parking Citation Reports
2005 "
18
Health & Benefits Reports
2001 "
20
Community Forum Files
1997 "
Resolution No. 2009 -07
Exhibit B
Page 1 of 6
JANUARY 2009
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK
The following list of official record series was eligible for destruction on April 1, 2008.
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.
Resolution No. 2009 -07
Exhibit B
Page 2 of 6
Records Eligible for
Record Number
Record Series Description
Destruction
2
City Clerk Dept. Budget
2004 and prior
4
Election Campaign Statements (not
2002 "
elected)
6
Contracts (expired)
1992 "
7
Council Legislative Action Files (Agenda
1999 "
Reports)
9
Council Agendas Packets
2002 "
17
Motor Vehicle Ownership Records
2002 "
(terminated)
20
Petitions (elections)
2006 "
21
Petitions (submitted to legislative body)
2005 "
23
Statements of Economic Interest: City
2003 "
Council & Planning Commission (Duplicate
Record)
Designated Positions (Original Record)
2000 "
Resolution No. 2009 -07
Exhibit B
Page 2 of 6
JANUARY 2009
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT
The following list of official record series was eligible for destruction on April 1, 2008.
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.
Record Number
Record Series Description
Records Eligible for
Destruction
1
Accounts Payable
2002 & prior
2
Accounts Receivable
2002 "
3
Finance Department Budgets (duplicate)
2005 "
5
Bank Reconciliation Files
1997 "
6
Budget Files (duplicate)
2006 "
7
Business License Applications &
Business Tax Registration
2002 "
8
Business License Reports
2000 "
9
Cancelled Checks
2000 "
10
Cash Receipts
2002 "
11
Correspondence & Subject File
2002 "
12
Special District Files
1996 "
13
Detailed & Summary General &
Subsidiary Ledgers
1997 "
14
Journal Entries
1997 "
15
Ledger Reconciliations
2004 "
17
Payroll Records
1997 "
18
Retirement Records
1992 "
19
Revenue Folders
2002 "
20
Time Sheets
1997 "
21
Trust Deposit Records
1997 "
22
Finance Advisory Committee Agenda
Packets
2002 "
24
Storm Drain Oversight Committee Agenda
Packets
2002 "
26
Monthly Treasurer's Report
1997
Resolution No. 2009 -07
Exhibit B
Page 3of6
JANUARY 2009
DESTRUCTION SCHEDULE
DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT
The following list of official record series was eligible for destruction on April 1, 2008.
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.
Record Number
Record Series Description
Records Eligible for
Destruction
6
Correspondence & Chron. Files
1997 and prior
8
Development Code Enforcement Files
1997 "
20
Subject Files
2005 "
22
Planning Comm. Agenda Packets
(Duplicate Records)
2006 "
23
Budget
2002 "
Resolution No. 2009 -07
Exhibit B
Page 4 of 6
JANUARY 2009
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series was eligible for destruction on April 1, 2008.
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.
Record Number
Record Series Description
Records Eligible for
Destruction
1
Activity Reports (Duplicate Record)
2006 and prior
2
Budget Files
2005 "
3
City Council Agendas (Duplicate File)
2006 "
5
Contractor Invoices to City
2002 "
6
Subject & project files (completed)
1997 "
7
Chronological Files
2002 "
8
Highway Permits (completed)
1997 "
9
Improvement Undergrounding &
Maintenance District Files (completed)
1996 "
11
L.A. County Rd. Dept Service Requests
(completed)
2002 "
12
L.A. County Engineering Dept. Service
Requests (completed)
2002 "
13
Maintenance Records. Streets, Roads,
Sidewalks & Tree Removal
1997 "
14
Radar Speed Studies
2002 "
15
Telephone Logs
2005 "
16
Time Sheets
2001 "
Resolution No. 2009 -07
Exhibit B
Page 5of6
JANUARY 2009
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS
The following list of official record series was eligible for destruction on April 1, 2008.
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.
Record Number
Record Series Description
Records Eligible for
Destruction
1
Activity Reports (Duplicate Record)
2006 and prior
2
Budget Files
1997 cc
3
Cash Receipts
2000 "
4
Correspondence & Subject Files
2002 "
5
Rec. & Park Committee Files
2000 "
6
Rec. & Parks Facilities Logbook
2001 "
7
Facilities Use Permits & Contracts
2002 "
8
Recreation Class Reports (REACH)
2004 "
9
Timesheets (duplicate record): full and
part time
2006 "
Resolution No. 2009 -07
Exhibit B
Page 6of6