CC 20170117 07 Citywide Records RetentionRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 01/17/2017
AGENDA HEADING: Regular Business
Consideration and possible action to approve the Citywide Records Retention
Schedule.
RECOMMENDED COUNCIL ACTION:
(1) Adopt Resolution No. 2017-_, a Resolution of the City Council of the City of
Rancho Palos Verdes, Adopting a Records Retention Schedule and Authorizing
Destruction of Certain City Records.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lorna Cloke, Administrative Analyst II
Dan Landon, IT Manager
REVIEWED BY: Gabriella Yap, Deputy City Manage
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Resolution No. 2017- (page A-1)
B. 2017 Records Retention Schedule (Redline Version) (page B-1)
C. Secretary of State Electronic Mail guidelines (page C-1)
The City's previous Records Retention Schedule (Resolution No. 2011-03) may be
reviewed on-line at http://documents. rpvca.gov/WebLink/0/doc/12631/Page1.aspx.
BACKGROUND AND DISCUSSION:
The purpose of the Records Retention Program is to implement an efficient and
economical process for the utilization, maintenance, retention, preservation and
disposal of all records managed by the City. The City's Records Retention Schedule
was last adopted in February 2011. Over the past six years, the City has made
considerable strides in improving transparency through online access to records.
Current City agreements, resolutions, ordinances, financial and budgetary information,
agendas and accompanying staff reports are all available to anyone with Internet
access.
A City's records retention is largely dictated by State and Federal law. The California
Secretary of State, our state's official record keeper, has specifically created records
management guidelines for local governments'. The guidelines can be found online at
http://www.sos.ca.gov/archives/admin-programs/local-gov-program/. The City
Attorney's office has compared our retention schedules to the Secretary of State's
guidelines and found that they meet or exceed the recommended retention.
With evermore reliance on technology and the use of email as a form of communication
and/or record-keeping, the Secretary of State has also issued guidelines regarding what
constitutes a record kept in email form (Attachment C). Currently, the City's policy is not
consistent with these guidelines because we are retaining every email and treating them
all as records, rather than recognizing that emails are not a category of records in and
of themselves. The Secretary of State recommends that an email's retention period be
based on the content of the email, and that it match the document retention policy for
that subject matter.
Adhering to a Records Retention policy can limit the City's liability in the long run by
decreasing the possibility of documents being lost or inadvertently not disclosed to
discovery or Public Records Act (PRA) requests. Any records retention policy adopted
by the City Council would apply to all documents—including emails—of Staff, elected
officials, and appointed officials.
Updating the Records Retention Program would positively impact the City's costs,
responsiveness, and liability exposure when handling PRA requests. A PRA request
may seek any records "relating to the conduct of the public's business prepared, owned,
used, or retained by any state or local agency regardless of physical form or
characteristics." (Gov't Code §6252 (e).) This broad language allows a requestor to
seek any records retained by the City, even if they are decades old. A written response
to the PRA request must be provided by the City within ten (10) days, regardless of the
size of the request. The City's response may assert that the request is vague or
overbroad, but the PRA requires the City to assist the requestor in identifying records or
information that is responsive to the request, and to provide suggestions for overcoming
any practical basis for denying access to the records or information sought. (Gov't
Code §6253.1 (a).) All potentially responsive records must be searched, and in some
cases, reviewed by the City Attorney. The City must then determine whether any of the
records found are exempt from disclosure under the PRA. Records found to be
responsive and not exempt must be produced to the requestor.
Keeping records beyond their useful life not only increases the Staff time needed to
search and produce the records, but also increases attorney review costs since some
PRA requests require the attorney to review thousands of emails. For example, the
attorney review of all emails potentially relevant to PRA requests related to Green Hills
1 The 1999 State Legislature added Section 12236 to the Government Code, which states in
Section 12236 (a) "The Secretary of State shall establish the Local Government Records Program to be
administered by the State Archives to establish guidelines for local government retention and to provide
archival support to local agencies in this state."
011
Memorial Park alone amounted to approximately $18,000 in 2015. These costs are not
recoverable from the requestor. In addition, keeping records beyond their useful life
results in a slower response to PRA requests. When City Staff needs to dig through
years and years of potentially responsive records, the City is not able to respond to
records requests as expeditiously as Staff would like.
An effective Records Retention Program enables the City to produce all responsive
records in a timely manner, meeting the statutes set by the PRA and providing good
customer service. Without these updates, the City will continue to accumulate massive
amounts of documents, requiring more time to retrieve records and review by the City
Attorney's office. Potential liability exposure is created when the City believes it has
found all responsive documents, but there were more records unbeknownst to them.
While the PRA does not allow a requestor to seek damages if the City does not provide
all responsive documents, the PRA does allow a court to award attorney's fees to a
PRA requestor who files a lawsuit to enforce the PRA. California courts have awarded
attorney's fees in amounts up to $260,000. (See Pacific Merchant Shipping Association
v. Board of Pilot Commissioners (2015) 242 Cal.AppAth 1043 [upholding a $260,608
attorneys' fee award]; Bernardi v. County of Monterey (2008) 167 Cal.App.4th 1379
[upholding a $244,287.50 attorneys' fee award.)
Updates to the City's Records Retention Policy are also important to insure proper
functioning of the server database. Because the City has been treating all emails as
records, the City's email datastore is very large at over 1.3 terabytes (1,300 gigabytes).
Based on a recent listsery survey with 13 California municipalities responding, the
average retention period is 156 days and the datastore size is 346 GB. Only one other
City is retaining records indefinitely; their datastore is 1.5TB (1,500GB) and, because of
similar issues the City is experiencing, they are working on implementing a two-year
retention policy to reduce the datastore size.
Of prime importance is direct relationship between the size of the City's datastore and
the time it takes for maintenance or to restore the email server in case of failure or
disaster. Smaller datastores help insure fast search and email access speeds, and limit
the likelihood of data corruption. The larger the datastore, the higher the likelihood of
increases in recovery time needed, changing from hours to days and creating disruption
in City services. In addition, the primary and backup email storage currently consume
approximately two (2) terabytes of tier -1 storage at approximately $900 per terabyte and
six (6) terabytes of tier -2 storage space at approximately $500 for each terabyte, almost
$6,000 in data storage alone.
The revised Citywide Records Retention Schedule (Attachment B) is department
specific. It was written interactively with representatives from all departments
participating in the project. Care was taken to identify which department is responsible
for maintaining the original record and to establish clear retention periods for each
category of records.
3
While the general standard for records retention under Government Code Section
34090 is two years, the proposed Resolution (Attachment A) includes an exception for
certain records to be retained beyond two years based on other statutory or practical
concerns. Any record subject to a legal hold or potentially relevant to any reasonably
anticipated or ongoing claim, litigation, grievance, audit, pending governmental
investigation, regulatory matter or PRA request will have its normal retention period
suspended until the matter is settled or resolved.
The City Council's adoption of the proposed
Schedule ensures a systematic approach to
continued compliance with State and Federa
ALTERNATIVES:
Resolution and revised Records Retention
managing the life cycle of City records and
I law.
In addition to the Staff recommendations, the following alternatives are available for the
Council's consideration:
1. Approve the proposed Resolution and Records Retention Schedule with
changes.
2. Do not approve the proposed Resolution and Records Retention
Schedule.
n
RESOLUTION NO. 2017 -XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES AMENDING CITY DOCUMENT RETENTION
SCHEDULES AND AUTHORIZING THE DESTRUCTION OF CERTAIN
CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE
CALIFORNIA GOVERNMENT CODE.
WHEREAS, the retention of numerous obsolete records is unnecessary for the
effective and efficient operation of the government of the City of Rancho Palos Verdes;
and
WHEREAS, the approval of guidelines for the ongoing disposition of obsolete
City records will assist the City in the effective management of records, as well as
provide for the efficient review of records proposed for disposal; and
WHEREAS, Section 34090, et seq. of the Government Code of the State of
California provides the parameters whereby any City Record which has served its
purpose and is no longer required may be destroyed; and
WHEREAS, the term "City Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information, regardless of physical
form or characteristics (including but not limited to any record, document, instrument,
book, paper, map, exhibit, magnetic or paper tape, photographic film, photographic
print, electronically transmitted mail (e-mail), or facsimile), which is in the custody of a
public officer and is kept either (1) because a law requires it to be kept or (2) because it
is necessary or convenient to the discharge of the public officer's duties and was made
or retained for the purpose of preserving its informational content for future reference;
and
WHEREAS, the term "Non -Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information that does not fall
under the definition of a City Record, including but not limited to: (1) publications or
processed documents; (2) library or museum material intended solely for reference or
exhibition; (3) transitory writings, including but not limited to working papers,
appointment logs, notes, calculations or preliminary drafts, or interagency or intra -
agency memoranda, that are not retained by the City in the ordinary course of business
even if they contain information relating to the conduct of the City's business;
(4) unofficial copies of documents kept only for convenience or reference; and,
(5) documents that do not contain information relating to the conduct of the City's
business; and
WHEREAS, on March 19, 1985 the City Council of the City of Rancho Palos
Verdes approved the first Retention and Destruction Schedules and related polices to
1114033
A-1
facilitate the orderly and efficient transfer, retention and destruction of the records of the
City of Rancho Palos Verdes; and
WHEREAS, the last time these retention schedules were revised was with the
adoption of Resolution No. 2011-03; and
WHEREAS, it is again deemed necessary to make certain changes to the
retention schedules to reflect current organizational functions and administrative needs.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Rancho Palos Verdes as follows:
Section 1. Retention Schedule: The attached Records Retention Schedule for
City Records of the City of Rancho Palos Verdes, which is attached hereto as Exhibit
"A" and incorporated herein by this reference, is hereby approved. City Records shall
be retained for the minimum periods listed in Exhibit "A" and until approved for
destruction in accordance with Government Code Section 34090. Non -Records need
not be retained in any form, provided, however, that any Non -Records relevant to
reasonably anticipated litigation, an ongoing claim or litigation, a pending governmental
investigation or regulatory matter, or a pending Public Records Act request shall be
retained and shall not be destroyed.
Section 2: Excepted Records: The provisions of Section 1 above and Section 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. 2017 -XX
Page 2 of 4
A-2
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. 2017 -XX
Page 3 of 4
A-3
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. 2011-03 is hereby rescinded.
PASSED, APPROVED and ADOPTED this 17th day of January, 2017.
Mayor
Attest:
Acting City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
I, Teresa Takaoka, Acting City Clerk of the City of Rancho Palos Verdes, hereby certify
that the above Resolution No. 2017 -XX was duly and regularly passed and adopted by
the said City Council at a regular meeting thereof held on January 17, 2017.
Acting City Clerk
Resolution No. 2017 -XX
Page 4 of 4
A-4
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Weekly Administrative Report
1
3
4
GC 34090
(Note: Formerly Friday Report)
(Electronic Record only from 2010
forward
2.
Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of
approved budget
3A.
Subject Files — General Topics and
Unbuilt Capital Improvements
1
5
6
GC 34090
Includes projects that were scheduled
as capital improvements but were not
built. Files include correspondence on
subject matter.
3B.
Subject Files — Capital Improvements
C
C+10
C+10
GC 34090;
CCP 337.15
Files include correspondence on
subject matter.
4.
Correspondence -Chronological Files
2
2
GC 34090
5.
Grant Files
A+2
A+2
GC 34090; 24
CFR 85.42
Grant applications and other related
documents
6.
Legal Opinions
A+1
A+1
GC 34090
Correspondence with the City Attorney
7.
Proclamations and Certificates of
Recognition / Appreciation
1
3
4
GC 34090
Awards given to individuals and
organizations to mark special occasions
/ achievements. Note: Retain 4 years
unless stated otherwise in the
proclamation.
8.
Film Permits
C+2
C+2
GC 34090
Applications for permits to film in the
City, including correspondence &
insurance certificates.
01203.0001/288591.2 City Manager Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-5 Page 1
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
9.
Parking Citation Reports
2
2
GC 34090
Administrative Review Disposition
Forms
10.
Digital Video Disks (DVD)
P
P
GC 34090
City Council Meetings; Planning
Commission Meetings; Special City
Committee / Commission Meetings
11A
Insurance Policies & Certificates
P
P
GC 34090
All evidence of insurability (excluding
employee health and benefit insurance).
11B
Workers Compensation Claims
P
P
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102,
10103; CCR
14311;
15400.2; CA
Labor Code
110-139.6
Do not destroy all settlements,
judgments, final awards and similar final
records. 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.
11C
Employee Training Records
T
T+2
T+2
GC 34090
11D
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.
01203.0001/288591.2
City Manager Retention Schedule
Resolution No. 2017 -XX- Exhibit A
WO
Page 2
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
11E
Accident Reports and CaIOSHA Forms —
Employee Injured
C
C+10
C+10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102,
10103,
14300.33
See note on 12B (Workers
Compensation Claims).
Includes CalOSHA Form 300, 300A and
301.
Note: Retain Employee Exposure
Records for Exposure+30, see 29 CFR
1904.4,1910,1020(c)(5) & d 1 ii
12.
Personnel Applications ( not hired)
2
2
GC 12946; 29
CFR 1602.31,
1627.3
13.
Personnel and Employee Handbooks
P
P
GC 34090
14.
Personnel Records, Full Time Employees
T+10
10
T+20
GC 34090
Including Correspondence
Personnel Action Forms, Evaluations
Vacation and Sick Leave Requests.
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
29 CFR 1910.1020(c)(5) &(d)(1)(ii)
15.
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. 15
Health & Benefits Reports
4
2
6
GC 34090
Includes eligibility for medical insurance
01203.0001/288591.2
City Manager Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-7
Page 3
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
16A
and other employee benefits.
16B
Benefit Policies
S
S+4
S+4
GC 34090
Includes policies and summary of
benefits.
17A
Employee Relations — Recognition /
Formation Records
P
P
GC 34090
18B
Employee Relations Correspondence
1
5
6
GC 34090
Correspondence regarding transitory
matters that do not fall not another
employee relations category.
17C
Grievances
P
P
GC34090
17D
Memorandum of Understanding, Side
Letters and any other Agreements
_
GC 34090
See City Clerk's Department Retention
Schedule. All original executed
agreements are given to the City Clerk
for permanent retention.
17E
Negotiations
P
P
GC 34090
17F
Employment Relations Board (PERB)
Matters
P
P
GC 34090
18A
Cable Television Advisory Board
Agendas and Minutes
P
P
GC 34090,
36814, 40801
This board is no longer in existence.
18B
Cable Television Advisory Board — Staff
Reports
P
P
GC 34090
01203.0001/288591.2
City Manager Retention Schedule
Resolution No. 2017 -XX- Exhibit A
1 •
•
Page 4
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
19A
Emergency Preparedness Committee —
Agendas and Minutes
P
P
GC 34090
19B
Emergency Preparedness Committee —
Agenda Packets / Staff Reports
P
P
GC 34090
19C
Emergency Plans
S
S+7
S+7
GC 34090
Note: Do Not Destroy superseded plan
if disaster funds have been granted or
are pending; retain per grant.
19D
Disaster Council — Agendas and Minutes
P
P
19E
Disaster Council — Agenda Packets / Staff
Reports.
P
P
GC 34090
20A
Regional Law Enforcement Committee —
Agendas and Minutes
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
20B
Regional Law Enforcement Committee —
Agenda Packets / Staff Reports
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
21.
Information Technology — Budget Files
S
S
GC 34090
22.
Information Technology — Administrative
User Manual
S+2
S+2
GC 34090
23.
Information Technology — Software
Licenses
T
T
GC 34090
If period of license is for less than two
years, retain for two year minimum,
01203.0001/288591.2
City Manager Retention Schedule
Resolution No. 2017 -XX- Exhibit A
W •
Page 5
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
24.
Information Technology — Software Media
and Manuals
T
T
GC 34090
If used for less than two years, retain for
two years minimum.
25.
Information Technology — Project Files
T
T+4
T+4
GC 34090;
CCP 337
Includes files regarding vendor
contracts.
A= Active; AR=Annual Review; C=Completed/Closed; E=Expiration; P=Permanent; T=Termination of Employment; S=Supersede
**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.
01203.0001/288591.2
City Manager Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 6
A-10
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
S
S
GC 34090.7
Information regarding development of department
budget and copies of approved budget.
3.
Elections
3A.
Campaign Statements — Elected
P
P
P
GC 81009(a)
Includes FPPC forms 410, 460, 461 470, 496, 497, 501
3B.
Nomination Papers — Elected
Expiration of
Expiration
EC 17100
Records held longer if the subject of judicial
term + 4
of term +
proceedings. Includes the "Nomination Paper"
ears
4 years
3C.
Ballots
6 months
6 months
EC 17505;
Applications for Vote -By -Mail
after
after
EC 17302(b)
Ballots
Election date
Election
date
4.
Elections — Non -elected
Candidates
4A.
Campaign Statements — Not
E
E+5
E+5
GC 81009(b)
Includes FPPC forms 410, 460, 461, 470, 496, 497,
Elected
501
4B.
Nomination Papers — Not
Expiration of
Expiration
EC 17100
Records held longer if the subject of judicial
Elected
term + 2
of term +
GC 81009(b)
proceedings. Includes the "Nomination Paper"
years
2 years
5.
City Incorporation Documents
P
P
GC 34090
(Stored in Vault, Historical value)
6.
Contracts
P
P
CCP 337,
Official signed copy of contracts & related documents,
343; GC
including insurance certificates and endorsements.
34090
Includes memoranda of agreement (MOAs) and labor
agreements such as MOUs, side letter's and any other
labor agreements.
(For contracts/agreements affecting real property, see
21.
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 1
A-11
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
7.
Council Legislative Action Files
2
5
7
GC 34090.7
All back up material presented to Council in agenda
packets (This category is Obsolete from 2010 forward.
Duplicates material in Council Agenda Packet)
8.
Council Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996-2001.
9.
Council Agenda Packets
P
P
GC 34090
Note: Electronic record only.)
10.
City Council Minutes Books
P
P
GC 34090,
36814, 40801
Original document. Vital Record - Historical Value
11.
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
12.
City Council Resolution Books
P
P
GC 34090;
GC 40801
Original Documents. Vital Record - historical value
13.
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
14.
Vehicle ownership records
L
L+5
VC 9900
et seq.
Retain records until 5 years after sale of vehicle
15.
History Archives
P
P
GC 34090
Material showing the development and history of the
City- Historical value
16.
Petitions
8 months
after
certification of
election
8 months
after
certification
of election
EC 17200,
17400
Referendums, Recalls and Initiatives. Petitions to be
destroyed 8 months after certification of results, unless
subject to judicial proceedings
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 2
A-12
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
17.
Petitions (other than in 19)
CU
1
CU+1
GC 34090,
GC 50115;
GC6253
18.
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)
o Right of Way
Agreements
GC 34090(a)
o Recorded
Covenants
GC 34090(a)
Related to encroachment permits in rights-of-way
• CDBG
19A.
Statement of Economic Interest
— GC 87200 Filers
2
2
4
GC 34090.7
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
19B.
Statement of Economic Interest
— Designated Filers
2
5
7
GC 81009(e)
Officials designated in City's Conflict of Interest Code -
Original Statements
20.
City Newsletter
P
P
GC 34090
Copy of each Newsletter published - Historical value
21.
Bonds
C
T
T+3
GC 34090
Closing documents
Note 1: Agreements should be retained permanently
pursuant to "6. Contracts".
Note 2: 7+3" means Bond records other than
agreements must be retained while any bonds of a
bond issue are outstanding and during the three-year
period following the final maturity or redemption of the
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 3
A-13
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
bond issue or, if later, while any bonds that refund
bonds of that original issue are outstanding and for the
three-year period following the final maturity or
redemption date of the latest refunding bond issue.
22.
Public Records Act Requests
PRAs
C
2
C+2
GC 34090
23.
Subpoenas
C
2
C+2
GC 34090
24.
Summons
C
3
C+3
GC 34090
25.
General Liability Claims
C
C+5
C+5
GC 34090
Retain all original claims and city's answer to claims,
settlements, judgements, final awards, and similar final
records
26.
Litigation Settlements,
Judgements, Final Awards
P
P
GC 34090
27A.
CJPIA Reports —Annual
P
P
GC 34090
27B.
CJPIA Reports — Monthly
2
2
GC 34090
28.
Finance Advisory Committee
Minutes
P
P
GC 34090,
40801
Finance Department provides the minutes to the City
Clerk for permanent retention.
29.
Storm Drain Oversight Minutes
P
P
GC 34090,
40801
Finance Department provides the minutes to the City
Clerk for permanent retention.
30A.
Community Forum Inc —
Organizational documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
30B.
Community Forum — General
Correspondence and Projects
2
2
GC 34090
31 A.
Redevelopment Agency —
P
P
GC 34090
Organizational documents: Records establishing the
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 4
A-14
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
Organizational Documents,
Agendas and Minutes
Community Forum including bylaws, filings, and similar
records.
31 B.
Redevelopment Agency —
Agenda Packets / Staff Reports
P
P
GC 34090
31 C.
Redevelopment Agency —
Resolutions
P
P
GC 34090
32A.
Successor Agency to the
Rancho Palos Verdes
Redevelopment Agency —
Organizational Documents
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
32B.
Successor Agency to the RPV
Redevelopment Agency —
Agenda Packets / Staff Reports
P
P
GC 34090
32C.
Successor Agency to the RPV
Redevelopment — Resolutions
P
P
GC 34090
33A.
Improvement Authority —
Organizational Documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
33B.
Improvement Authority —
Agenda Packets / Staff Reports
P
P
GC 34090
33C.
Improvement Authority —
Resolutions
P
P
GC 34090
AR=Annual Review; C=Completed/Closed; CU= Current Year; E=Expiration P=Permanent; T=Termination; L=Life (City Vehicles = retain records until
5 years after sale of vehicle.); S=Superseded
**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
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 5
A-15
not retained in the ordinary course of business.
01203.0001/288590.2
City Clerks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 6
A-16
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
1yf 1191[$00]1 W-Il.'UN, 7
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-17
Page 1
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1A.
Address Files
P
P
GC 4003,
File Control Sheet Summary of
4004, 34090,
Application/Permit History, Planning
36814, 40801
Approvals (applications, staff reports,
memos -to -file, plans, photographs, Notices
of Decision, copies of recorded documents),
Building Permits, Statement of Conformance
with Fire Warning Ordinances, Surveys
property line or slope gradient)
1B.
Address Files — Single Family Residential
C+2
C+2
GC 34090,
Approved Plans for Single-family Residential
Plans except Approved Site Plans and
65009, H&S
Projects only (except Health & Safety Code §
Health & Safety Code § 19850 Residential
19850
19850 Residential Plans [1 B] and Site Plans
Plans
CCP 318,
11 C])
319, 343, 338
1C.
Plan Storage Files — Health & Safety Code
P
P
GC 34090,
All approved plans for Single-family
§ 19850 Residential Plans
65009,
Residential that must be retained pursuant to
H&S 19850
Health & Safety Code § 19850 which are: 1)
dwellings more than 2 stories and a
basement in height and 2) any one-story
building where the span between bearing
walls exceeds 25 feet or is a steel frame or
concrete building.
1 D.
Address Files — Single Family Residential
P
P
GC 34090,
Approved Site Plans for all Single-family
Approved Site Plans
65009,
Residential Projects
H&S 19850
1E.
Plan Storage Files — Multi -Family
P
P
GC 34090,
Approved Plans for Non -Residential Projects
Residential and Non -Residential Plans
65009,
including City projects
H&S 19850
1yf 1191[$00]1 W-Il.'UN, 7
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-17
Page 1
�yW1191[$00]1i��►
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
•
Page 2
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
2.
Planning Application Project Files:
P
P
GC 4003,
Action Information Sheet, Staff Reports with
Coastal Permits
4004, 34090,
attachments, adopted resolutions or
Conditional Use Permits
65009,
conditions of approval, approved plans,
Conditional Large Domestic Animal Permits
HS 19850,
applications (including applications for
Encroachment Permits
CCP 318,
revisions), surveys (property line and slope
Environmental Assessments
319, 343, 338
gradient), environmental document, notice of
Exotic Animal Permits
hearings, and photographs. If applicable,
Fence, Wall & Hedge Permits
coastal permit hearing agendas and minutes.
Geologic Investigation Permits
Grading Permits
Height Variation Permits
Landslide Moratorium Exception Permits
Landslide Moratorium Exclusion Permits
Large Domestic Animal Permits
Lot Line Adjustments
Minor Exception Permits
Site Plan Review Permits
Sign Permits
Special Construction Permits
Special Use Permits
Temporary Vendor Permits
Variance Permits
3.
Legislative Application Project Files
P
P
GC 4003,
Action Information Sheet, Staff Reports with
(Development Code Amendments, Zone
4004, 34090,
attachments, adopted resolutions,
Changes, General Plan Amendments,
65009,
applications (including applications for
Specific Plan Amendments)
65860,
revisions), surveys (property line and slope
HS 19850
gradient), environmental document, notice of
hearings, work papers, photographs, copies
of any recorded documents, copies of any
Zoning Map changes
�yW1191[$00]1i��►
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
•
Page 2
�yW1191[$00]1iW-1.1-UNI&A
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-19
Page 3
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
4.
Subdivision Application Project Files
P
P
GC 4003,
Action Information Sheet, Staff Reports with
(Parcel Maps and Tract Maps)
4004, 34090,
attachments, correspondence, adopted
66499.37
resolutions, applications (including
HS 19850
applications for revisions), surveys (property
line and slope gradient), environmental
document, notice of hearings, work papers,
memos, copy of approved tentative map,
copies of any recorded documents, legal
documents, improvement bonds,
photographs, notices
5A.
Public Notices and Public and Applicant
C+1
C+2
C+3
GC 34090,
Public notices and related address labels
Correspondence in Address Files, Planning
65009,
along with correspondence received from the
Application Project Files, and Legislative
CCP 318,
public and between the City and the
Application Project Files for non -City
319, 343, 338
applicant (including material samples, if any)
Projects
related to specific planning applications or
miscellaneous planning issues
5B.
Consultant and Other Interoffice
C+1
C+2
C+3
GC 34090,
Correspondence exchanged between
Correspondence in Address Files, Planning
65009,
consultant and staff (except geology — see
Application Project Files, Legislative
CCP 318,
record series no. 9), and other interoffice and
Application Project Files for non -City
319, 343, 338
intra -office correspondence, if retained in the
Projects
ordinary course of business.**
5C.
Research, and Preliminary and
C+1
C+2
C+3
GC 34090,
Includes drafts released to public, as well as
Administrative Drafts, in Address Files,
65009,
research, and preliminary and administrative
Planning Application Project Files,
65860,
drafts if retained in the ordinary course of
Legislative Application Project Files and
66499.37
business.**
Subdivision Application Project Files for
CCP 318,
non -City Projects
319, 343, 338
�yW1191[$00]1iW-1.1-UNI&A
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-19
Page 3
�y M1191 [$00]1W-13.�yI va
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-20
Page 4
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
5D.
City Projects — Public Notices and Public
C+1
C+5
C+6
GC 34090,
Public notices and related address labels
and Applicant Correspondence in Address
65009,
along with correspondence received from the
Files, Planning Application Project Files,
CCP 318,
public and applicant (including material
and Legislative Application Project Files
319, 337.15,
samples, if any) related to specific planning
343, 338
applications or miscellaneous planning
issues
5E.
City Projects - Consultant and Other
C+1
C+5
C+6
GC 34090,
Correspondence exchanged between
Interoffice Correspondence in Address
CCP 318,
consultant and staff (except geology — see
Files, Planning Application Project Files,
319, 337.15,
record series no. 9), and other interoffice and
Legislative Application Project Files
343, 338
intra -office correspondence, if retained in the
ordinary course of business.**
5F.
City Projects - Research, and Preliminary
C+1
C+5
C+6
GC 34090,
Includes drafts released to public, as well as
and Administrative Drafts, in Address Files,
65009,
research and preliminary and administrative
Planning Application Project Files,
65860,
drafts if retained in the ordinary course of
Legislative Application Project Files and
66499.37
business.**
Subdivision Application Project Files
CCP 337.15
6A.
Environmental Impact Report Files
P
P
GC 34090;
Notices, Initial Study, Publically Circulated
PRC 21167;
Draft EIR, Certified Final EIR
& CEQA
Guidelines
6B.
Environmental Impact Report Files - Public
FA+1
FA+2
FA+3
GC 34090;
Correspondence received from the public
and Applicant Correspondence
PRC 21167
and applicant related to environmental
impact reports.
6C.
Environmental Impact Report Files -
FA+1
FA+2
FA+3
GC 34090;
Correspondence exchanged between
Consultant and Other Interoffice
PRC 21167
consultant and staff, and other interoffice and
Correspondence
intra -office correspondence, if retained in the
ordinary course of business.**
�y M1191 [$00]1W-13.�yI va
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-20
Page 4
�yW1191[$ 0]1W11 -UR A
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-21
Page 5
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
6D.
Environmental Impact Report Files —
FA+1
FA+2
FA+3
GC 34090;
Preliminary and administrative draft
Preliminary and Administrative Drafts
PRC 21167
documents, if retained in the ordinary course
of business. Does not apply to circulated
Draft EIR (see retention category 6). Please
Note: The current policy is that preliminary
and administrative drafts are not retained in
the ordinary course of business, and this
category does not require the retention of
preliminary drafts if such are not retained in
the ordinary course of business.
7.
Chronological Files
2
2
GC 34090.7
Copies of all correspondence (letters and
notices) mailed out by the Department.
8A.
Code Enforcement Case Files
C
2
C+2
GC 34090d
Complaint Information, correspondence,
Investigation Notes, photographs
8B.
Code Enforcement — Reference Files
P
P
GC 34090
Specialized subject files that document
department's administration of codes
8C.
Escort and Massage Permits
C+2
C+2
GC 34090
Applications, permits issued and other
related documents
9.
Geologic & Soils Reports
P
P
GC 4003,
Complete Reports submitted by project
4004, 34090,
applicants for City review; include
HS 19850
correspondence with geologist. Historical
Value.
10.
Planning Application Log
P
P
GC 34090
Listing of Submitted Planning Applications
from 1975 through 1999 in book form; 2000
and forward as computerized records.
�yW1191[$ 0]1W11 -UR A
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-21
Page 5
�y W1191 [$00]1W-13.�yI va
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-22
Page 6
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
11.
Miscellaneous City Project Files - Initiated
LA + 1
LA + 4
LA + 5
GC 34090
Includes reports, studies, inter -office
but not approved
correspondence, photographs, and memos.
Also, if applicable, may include staff reports,
adopted resolutions and environmental
documents. Does not include completed City
projects, which are included in Planning
Application Project Files.
12.
Commission/Committee Agendas, Adopted
P
P
GC 34090(e)
Minutes and Resolutions (Planning
Commission, View Restoration
Commission, Equestrian Committee,
Antenna Guidelines Sub -committee,
Neighborhood Compatibility Sub-
committee, Residential Development
Standards Sub -committee, PUMP
Committee, General Plan Update Sub-
committee)
13.
Reference Maps — Group A
LU+2
LU+2
GC 34090
Includes land use reference maps and
Copies of Tract Maps
various other study maps thatare either
Copies of Parcel Maps
duplicates of County records, or cease to
Copies of Record of Surveys
have usefulness once replaced with an
Permit History Maps
updated map.
�y W1191 [$00]1W-13.�yI va
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-22
Page 6
01203.0001/288592.2
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-23
Page 7
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
14.
Reference Maps — Group B
P
P
GC 34090
Includes General Plan Land Use Map,
General Plan Land Use Map and other
Zoning Map, Coastal Specific Plan Land Use
document maps
Map, aerial maps, composite/topographic
Coastal Specific Plan Map and other
maps, and various other maps in
document maps
reproducible format
Zoning Map
Address Maps
LA County Zoning Maps
City wide aerial photos
1976 Composite Maps
Archaeology Maps
Topo maps
Land use maps
ESA Maps
15.
Budget files (Dept.)
S
S
GC 34090
Information regarding development of
department budget and copies of approved
budget
16.
View Restoration Permit, View Preservation
P
P
GC 34090
Staff Reports with attachments, adopted
Permit and City Tree Review Permit Files
resolutions or conditions of approval,
memos, correspondence, photographs
17A.
Consultant Files (Contracts) — Specific
A
A+4
A+4
GC 34090
RFQ or RFP, consultant proposals, staff
Tasks
reports, copies of approved signed contracts,
regarding consultants who are hired for a
specific task.
17B.
Consultant Files (Contracts) — General
A
A+4
A+4
GC 34090
RFQ or RFP, consultant proposals, staff
Tasks
reports, copies of approved signed contracts,
regarding consultants who are hired on a
general basis and perform ongoing work for
City.
17C.
Consultant Files — Non -selected Proposals
2
2
GC 34090
Proposals for consulting services that were
not selected.
01203.0001/288592.2
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-23
Page 7
A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the
retention period), P=Permanent; S=Superseded
'Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such
correspondence is not retained in the ordinary course of business.
�yM1191[$00]1i��►
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 8
A-24
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
18A.
Litigation Files - Background
C
C+2
C+2
GC 34090;
34090.7
Attorney-client communications, copies of
pleadings, depositions, subpoenas,
discovery, administrative record
18B.
Litigation Files - Final Award, Judgment,
Settlement
P
P
GC 34090
Final award, judgment, settlement or similar
final document closing out a litigation matter
19.
Animal Control Files
2
2
GC 34090;
34090.7
Correspondence, statements and invoices
regarding Los Angeles County Animal
Control. NOTE: Statements and invoices
are duplicates; Originals are in the Finance
Department.
20.
Counter Schedules
2
2
GC 34090
A=Active; C=Completed/Closed; E = Expiration; FA=Final Approval; LA = Last Activity; LU = Last Updated (retain the last updated even if older than the
retention period), P=Permanent; S=Superseded
'Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such
correspondence is not retained in the ordinary course of business.
�yM1191[$00]1i��►
Community Development Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 8
A-24
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 1
A-25
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
1.
Accounts Payable
AU
4
AU+4
GC 34090,
34090.7, CCP
337
Invoices approved for payment
Electronic and/or paper Purchase Orders
Warrant Registers, AP check copies and
related correspondence; Petty Cash and
related documents.
2.
Accounts Receivable
AU
4
AU+4
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance Department Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4.
Financial Reports and Audits
P
P
P
GC 34090
Comprehensive Annual Financial Reports
(CAFR) Independent Auditor Reports,
Financial Transactions Report submitted to
State Controller's Office, HCD report,
Special and Single Audits, MTA Audit, IRS
Audit and Auditor's Recommendations
5.
Bank Reconciliation
AU
5
AU+ 5
GC 34090; 26
CFR 16001-1
Bank Statements, Bank Reconciliation
Worksheets
6.
Organization -wide Budget Files
2
2
GC 34090
Organization -wide budget support
documents
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 1
A-25
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 2
A-26
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
7.
Business License Applications
T
2
T+2
GC 34090
Business License Applications and copies
of business registrations (i.e., contractor's
licenses), if applicable, and related
correspondence
8.
Business License Reports
5
2
7
GC 34090;
CCP 337
Yearly report of business licenses issued by
the City
9.
Regular Cash Receipts at the Cashier's
Desk
3
4
AU+7
GC 34090;
CCP 337
Cash Receipt Summary, Cash Register
Tape, Bank Deposit Ticket. (Source
documents for cash receipts filed where
applicable including Community
Development and Recreation & Parks.)
10.
Special District Files
AU+2
AU+2
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, and Assessment Districts;
correspondence, and invoices.
11.
Detailed & Summary General & Subsidiary
Ledgers
P
P
P
GC 34090;
CCP 337
Includes capital projects and trust deposit
subsidiary ledgers
12.
Journal Entries
3
7
AU+10
GC 34090
General ledger and budget journal entries
and supporting documentation
13.
Ledger Reconciliations
3
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
14.
Organization -wide Final Budget Document
5
P
P
GC 34090
Includes operating and capital budgets
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 2
A-26
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 3
A-27
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
15.
Payroll Records
3
4
AU+7
GC 34090; 29
Bank Statements and supporting
CFR 516.2,
documents, Tax Report Records, Payroll
516.5, 516.6;
Register & Reports, Time Sheets for City
22 CCR 1085-
personnel, Insurance Records (in City
2); 26 CFR
Manager's office), Vacation Reports,
31.6001-1; IRS
Records of disbursements to employees,
Reg. 31.6001-
and related correspondence, Personnel
1(e)(2); R&T
Action Form, Benefits Eligibility (Duplicate
19530; LC
Series — City Manager is official custodian
1174(d)
of his record); Bi -weekly Pension Cost
Calculation.
16.
W-4
AU+3
4
AU+7
IRC 3402;
Treasury
Regulation
31.6001-1
17.
Non -regular Revenue Receipts through Other
3
4
AU+7
GC 34090
Check Stubs, EFT, ACH, and other cash
Channels
payment along with Supporting Statement &
Correspondence
This category may include: Property Tax,
TOT, CDBG and other Grant
Reimbursements, Grant Distribution,
Franchise Fee, Gas Tax Golf Tax, Sales
Tax, Motor Vehicle Tax, Loan Payment,
UUT, Rent, State Mandate Reimbursement,
Court Fines & Forfeitures, and all other
Misc. ARs
For Business License & Permit Fees, which
are accepted at Cashier Desk, see item 10
18.
Trust Deposit Records
AU+
4
AU+4
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 3
A-27
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 4
•
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
19.
Finance Advisory Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes agenda copies and staff reports
20.
Finance Advisory Committee Agenda
P
P
P
GC 34090
21.
Finance Advisory Committee Minutes
P
P
P
GC 34090,
40801
See City Clerk's Department Retention
Schedule. Minutes are given to the City
Clerk for permanent retention
22.
Storm Drain Oversight Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes agendas and staff reports
23.
Storm Drain Oversight Committee Agenda
P
P
P
GC 34090
24.
Storm Drain Oversight Committee
Minutes
P
P
P
GC 34090,
40801
See City Clerk's Department Retention
Schedule. Minutes are given to the 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.
26A
Investment Accounts
P
P
P
GC 34090
CCP 337
GC 5360
LAIF Investment Statement, Merrill Lynch
Portfolio Report, Trade Confirmation
26B
Investment Policy
S
S
S
Policy adopted by City Council annually with
the budget. It is a part of the Council
record.
27.
Fixed Asset System
3
4
AU+7
Fixed Asset Schedule, Fixed Asset
Inventory
28.
Vendor Records —1099 Tax Forms
AU+3
4
AU+7
GC 34090;
CCP 337
Completed 1099 forms
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 4
•
AU=Audit; C=Completion; E=Expiration; T=Termination; P=Permanent; S=Supersede
**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.
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 5
A-29
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
29.
Vendor Records — W-9
AU
4
AU+4
IRC 3402;
Treasury
Regulation
31.6001-1
30.
CDBG Home Improvement Grant Loans —
T
T+6
GC 34090(a)
Documents relating to the financial
Payment Records
transaction of a CDBG loan
Note: Original lien documents are retained
by City Clerk's office as a permanent
record; other working files related to CDBG
Home Improvement Grant loans are on file
with Public Works Department
31.
Chart of Accounts
C
S
P
GC 34090
32.
Bond Issues / Debt Services
T
T+3
T+3
Bonds issued and related records. Retain
while any bonds of a bond issue are
outstanding and during the three-year
period following the final maturity or
redemption of the bond issue or, if later,
while any bonds that refund bonds of that
original issue are outstanding and for the
three-year period following the final maturity
or redemption date of the latest refunding
bond issue.
33.
Fee Schedules & Fee Studies
S
S+7
S+7
Fee schedules approved by City Council;
fee studies prepared by consultant or staff
AU=Audit; C=Completion; E=Expiration; T=Termination; P=Permanent; S=Supersede
**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.
01203.0001/288205.1
Finance Retention Schedule
Resolution No. 2017 -XX, Exhibit A
Page 5
A-29
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
01203.0001/288207.2
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
A-30
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
S
S
GC 34090
Information regarding development of
GC 34090.7
department budget and copies of approved
budget.
2.
City Council Agendas & Public Works Staff Reports
6
6
1
GC 34090.7
(Duplicate record)
(Duplicate files)
months
months
3.
Maps and Plans
P
P
GC 4003,
Rights -of -Way
4004,
Landscape Plans
34090(a)
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, State-
C+1
C +9
C+10
GC 34090,
Correspondence with attachments
funded, Federally -funded, and Mixed -Funding
CCP 337.15
Inter -Office Memos if retained in the ordinary
sources
7 CFR
course of business. `
3016.42
Staff Agenda Reports
(federal
Follow -Up Action
funding)
Requests for Proposals (RFPs)
Requests for Qualifications (RFQs)
Complete Bid Package
Successful Proposals and Bid Contracts
01203.0001/288207.2
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
A-30
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 2
A-31
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
(including CDBG for ADA Improvements)
4B.
Public Works Capital Projects — Unsuccessful
C
2
C+2
GC 34090d,
Bidders and Proposers
7 CFR
3016.42
Unsuccessful bids and unsuccessful
proposals responding to RFPs or RFQs
regardless of funding source.
4C.
Public Works Capital Projects — Preliminary
C
2
C+2
proposals / projects not approved
GC 34090
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.
4D.
Public Works Capital Projects — Mixed Funding
C+1
C+9
C+10
GC 34090,
Correspondence with attachments
Sources
CCP 337.15
Inter -Office Memos if retained in the ordinary
course of business. `
Staff Agenda Reports
Follow -Up Action
Requests for Proposals (RFPs)
Successful Proposals and Bids
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices (Prevailing wages)
Grant files
4E.
Public Works Capital Projects — Unsuccessful
C
2
C+2
GC 34090,
Unsuccessful bids and unsuccessful
Bidders and Proposers
7 CFR
proposals responding to RFPs, regardless of
3016.42
funding source.
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 2
A-31
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 3
A-32
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
4F.
Public Works Capital Projects — Preliminary
proposals / project not approved
C
C+2
GC 34090d
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
rant 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
P
P
P
GC 34090,
H&S 19850
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;
ori final in City Clerk's office.
7.
Assessment and Maintenance Districts
(Undergrounding, Abalone Cove Sewer System,
Landscaping and Lighting)
CU
2
CU+2
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
1
C+2
GC 34090
Service Request forms and related
documents i.e., catch basin cleaning)
10.
Los Angeles County Engineering Service Requests
C+1
1
C+2
GC 34090
Department Service Request Forms and
related documents
11A.
Maintenance Records and Non-CIP Projects
C+2
C+2
C+2
GC 34090
Streets; Roads; Sidewalks; Playground
Equipment; Traffic Signals (including timing
and repair); Tree removals; Maintenance
Schedules; Maintenance Service Requests;
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 3
A-32
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 4
A-33
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Summary Reports, Purchase Orders and
Invoices related to the same
11B.
Purchase Orders and Invoices — not otherwise
scheduled or related to a project
AU
AU+4
AU+4
GC 34090
CCP 337
Office supplies, printing
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
C+2
5
C+7
GC 34090
Accident Reports from Sheriff's Office
14A.
Traffic Safety Committee Agendas and Minutes
P
P
GC 34090(e)
1413.
Traffic Safety Committee Staff Reports
P
P
P
GC 34090
Note: Any staff reports relating to specific
public works projects should be filed in 4A -E
as applicable, and retained for the period
specified in that record series.
14C.
Traffic Investigations
5
5
10
GC 34090
Informal investigations that generate reports
that have not been addressed by the Traffic
Safety Committee
14D.
Oversize Vehicle & Neighborhood Parking Permits
C+2
C+2
GC 34090
Includes individual permit applications and
renewals
14E.
Neighborhood Parking Permits — Neighborhood
Application
1
T+2
GC 34090
Application and related records to initiate a
neighborhood parking permit program
15.
Geology Studies (non -project related)
P
P
GC 34090
General geology for Portuguese Bend,
Klondike Canyon, Abalone Cove
16A.
AB 939 Annual Reports
1
5
6
GC 34090;
PRC 41821,
42 USC 9601
et seq.
AB 939
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 4
A-33
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 5
A-34
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
(CERCLA §
101 et seg.)
16B.
Quarterly Reports — Commercial and Residential
1
5
6
GC 34090, 42
Quarterly reports provided by contractors
Haulers
USC 9601 et
providing integrated solid waste
seq.
management services to the City
(CERCLA§
101 et seq.
17A.
NPDES Permits and Annual Reports
P
P
40 CFR
National Pollutant Discharge Elimination
122.28
System permits and annual reports
Correspondence with the Regional Water
Quality Board and other agencies
Correspondence with consultant related to
permits/reports
Investigations, violations and site visits
Memorandum of Agreement(s) with other
agencies and related records regarding joint
responses (Note: MOAs are duplicate;
original in City Clerk's office)
17B.
NPDES Consultant — Contract Related Records
T+4
T+4
GC 34090,
Consultant RFP
CCP 337
Contract (Note: Contracts are duplicate;
original in City Clerk's office)
Contract administration correspondence
Invoices (Note: Invoices are duplicates;
ori final in Finance Department
18.
Pavement Management Systems Report
10 + LU
10 + LU
23 USC 119;
Pavement Management System report is
STIP
used in obtaining state and federal funding
Guidelines
for preventive maintenance projects. Retain
Chapter
for ten years minimum; retain last updated
23.2.4
report even if older than the retention period.
Neighborhood Beautification Grants — Awarded
AU+2
AU+2
GC 34090
Completed grant applications for grants
19A.
awarded (from City revenues) and
supplemental data
Neighborhood Beautification Grants — Not Awarded
2
2
GC 34090
Completed grant applications but no grant
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 5
A-34
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 6
A-35
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
19B.
awarded.
19C.
Recyclers of the Month Grants — Awarded
1
5
6
GC 34090
Completed winners' entry forms (from City
revenues) nd supplemental data
20.
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.
21.
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. **
22.
Vehicle Records (City Vehicles)
L+5
L+5
VC 9900 et
seq.
Repair, maintenance, bids, procurement,
research (retain records for 5 years after sale
of vehicle
23A.
Playground Equipment — Inspections and Repair
10+LU
10+LU
GC 34090
Consultant reports and inspections logs,
work orders, certifications (including safety)
and audits. Retain for ten years minimum;
retain last updated inspection report even if
older than the retention period.
23B.
Inventory of Playground Equipment
T
T+5
T+5
Original Equipment Manuals, List of all
playground equipment owned by City
inventor
24.
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
25.
Office Equipment
T+2
T+2
GC 34090;
CCP 337
Records related to purchase and use of
office equipment.
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 6
A-35
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 7
A-36
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
26.
Easement Working File
CU
2
CU+2
CCP319
Note: Copies of final easement are duplicate;
ori final in City Clerk's office
27.
Preliminary Complaints
2
2
GC 34090
Documentation of complaints that were dealt
with at department level. (Any complaint for
which a claim was filed is transferred to the
Cit Clerk for retention.
28.
Policies, Practices and Procedures — Public Works
S
S+2
S+2
GC 34090
Department
29A.
CDBG Home Improvement Grants — Loans
T
T+6
T+6
24 CFR
570.502(a)
(16); 24 CFR
Part 85
29B.
CDBG Home Improvement Grants — Non Loans
C
4
C+4
24 CFR
570.502(a)(16
); 24 CFR Part
85
29C.
CDBG Administrative Grant Files
C+2
C+
C+4
24 CFR
Annual reports, except those regarding loans
570.502(a)(16
and capital improvements. For loans and
); 24 CFR Part
capital improvements, follow the specific
85
schedule for CDBG Grants — Loans or Public
Works Capital Projects, as appropriate.
29D.
Liens (Working File) — CDBG Home Improvement
P
P
P
GC 34090(a);
Original liens should be filed with City Clerk's
Grants
24 CFR
office
570.502(a)(16
); 24 CFR Part
85
30A.
Grants Received (Not CDBG) — Non-CIP and Non-
T
T+6
T+6
7 CFR
Property Acquisition
3016.42; 29
CFR 97.42
(federal
funding)
01203.0001/288207.
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 7
A-36
AU=Audit, C = Completed/Closed; CU=Current Year; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); LA = Last Activity; LU = Last
Updated (retain the last updated inventory or report even if older than the retention period) P=Permanent; S=Supersede T=Termination
"Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 8
A-37
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
30B.
Grants Received (Not CDBG) — Real Property
Acquisition
P
P
P
GC 34090(a)
Trails, tree planting
30C.
Grants - Unsuccessful
2
2
GC 34090
City applied but no money received
30D.
Grants — Money Returned
T
T+6
T+6
7 CFR
3016.42; 29
CFR 97.42
(federal
funding)
City applied for grant, received money, but
money was returned to grantor, or grant was
cancelled by grantor; retain for period
specified in grant documents if longer
retention period is specified T = date money
was returned to grantor or date grant
cancelled, whichever is later.
31.
Transit Working File — Agency MOUS for PV Transit
and MAX
T
T+4
T+4
GC 34090;
CCP 337
Working file, copy of agreement (Note:
MOUs are duplicate; original in City Clerk's
office)
AU=Audit, C = Completed/Closed; CU=Current Year; L=Life (City Vehicles = retain records until 5 years after sale of vehicle.); LA = Last Activity; LU = Last
Updated (retain the last updated inventory or report even if older than the retention period) P=Permanent; S=Supersede T=Termination
"Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 8
A-37
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS
01203.0001/288206.2
Recreation and Parks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
•
Page 1
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
S
S
GC 34090
Information regarding development of
department budget and copies of approved
budget.
2A.
Cash Receipts & Financial Documents (No
Donations)
AU+2
AU+3
AU+5
GC 34090;
CCP 337
Cash Receipts, Credit Card Receipts,
Invoices, Purchase Orders.
2B.
Financial Documents - Los Serenos
Docents
AU+2
AU+2
GC 34090
Bank statements (checking and savings) and
financial reports generated by the Los
Serenos' treasurer.
3A.
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
3B.
Project Files - Contracts
C
2
C+2
GC 34090
CCP 337
Contracts with related documents (Note:
Includes duplicate of approved contract;
Original contract on File in City Clerk's
Office).
4.
Recreation & Parks Committee Files
C+2
C+2
GC 34090
Correspondence
Reports
5.
Recreation & Parks Facilities Operations
C+2
C+2
GC 34090
CCP 338, 343
Staff Activities
Daily Park Inspections
Public Works Work Orders
Incident Reports
6.
Park Ranger Documents
2
4
6
GC 34090
Penal Code 802
Activity Reports and Citation -Related
Documents
7.
Recreation and Parks Staff Reports
C+2
C+2
Note: Duplicate; Original on File in City
Clerk's Office
01203.0001/288206.2
Recreation and Parks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
•
Page 1
01203.0001/288206.2
Recreation and Parks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-39
Page 2
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
8.
Committee Minutes
P
P
P
GC 34090(e)
Official minutes and hearing proceedings of
governing body or board, commission or
committee including:
Recreation & Parks Committee Minutes
Los Serenos de Point Vicente Board Minutes
Friends Meeting Minutes
9.
Facilities Use Permits & Contracts
2
2
4
GC 34090,
Facility Use Permits
34090.7,
Facility Rental Contracts
CCP 337, 338
Instructor Permits
Instructor Contracts
(Note: Original contracts are retained by City
Clerk's Office.)
Recreational Activity Reports
2
2
GC 34090
Registration Materials for Special Events and
10.
CCP 337, 338
Recreational Programming
11A.
Timesheets
1
1
2
GC 34090,
Permanent and Part -Time Employees
34090.7
Timesheets
(Note: Duplicate; Original on File in the
Finance Department)
11B.
Facility Log Books
1
5
6
GC 34090,
Facility Log Books
34090.7;
CCP 338, 343
11C.
Time Cards
30 days
30 days
60 days
GC 34090.7
Pursuant to Records Retention Resolution,
duplicates may be destroyed. Punch Time
Cards for PT Employees are a duplicate
record; timesheets are the original record.
Punch Time Cards may be destroyed after
30 days without further action by City
Council.
12.
Historical Documents
P
P
P
GC 34090
Maps & Plans
Exhibit and Equipment Info/Plans
Park Acquisition Files
Research papers prepared by Docents
Cit Incorporation - Related Documents Note:
01203.0001/288206.2
Recreation and Parks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
A-39
Page 2
A=Active, AU=Audit; P=Permanent; E=Expiration; C=Completed/Closed; S=Superseded; T=Termination
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
01203.0001/288206.2
Recreation and Parks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 3
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
These are duplicates; originals are on file in
City Clerk's Office)
Exhibit Info. Background
Photos (Historical)
City Anniversary Materials
Measure A and Leases/Transfers/Deeds
(Note: These are duplicates; originals are on
file in City Clerk's Office)
Grant -Related Information
Docent Bylaws Donations and Gifts for Parks
Information
501c3 and 170c Status
Nature Preserve History
PVIC History
13.
Computer Training Manuals
T+2
T+2
GC 34090
Computer Software Training
Manuals/Reference Materials
A=Active, AU=Audit; P=Permanent; E=Expiration; C=Completed/Closed; S=Superseded; T=Termination
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
01203.0001/288206.2
Recreation and Parks Retention Schedule
Resolution No. 2017 -XX- Exhibit A
Page 3
RESOLUTION NO. 2017 -XX - EXHIBIT "B"
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.
Record
Number
Record Series Description
Records Eligible for
Destruction after
1
Weekly Administrative Report
4 years
2
Budget Files
Superseded
3A
Subject Files — General Topics and Unbuilt
Capital Improvements
6 years
3B
Subject Files — Capital Improvements
Closed plus 10 years
4
Correspondence — Chronological Files
2 years
5
Grant Files (Completed)
Active plus 2 years
6
Legal Opinions
Active plus 1 year
7
Proclamations and Certificates of Recognition /
Appreciation
4 years
8
Film Permits
Closed + 2 years
9
Parking Citation Reports
2 years
11C
Employee Training Records
Termination plus 2 years
11D
Accident Reports — Non -Employee Injured
5 years
(Retain Accident Report
Permanently if Claim filed
11E
Accident Reports and CaIOSHA Forms —
Employee Injured
Closed plus 10 years
(Retain Employee Exposure
Records - Exposure plus 30
years)
Resolution No. 2017 -XX
Exhibit B
Page 1 of 12
A-41
12
Personnel Applications (not hired)'
2 years
14
Personnel Records, Full Time Employees
except Employee Exposure Record, if an
Termination plus 20 years
15
Personnel Records, Part-time Employees
except Employee Exposure Record, if an
Termination plus 20 years
16A
Health & Benefits Reports
6 years
16B
Benefit Policies
Superseded plus 4 years
17B
Employee Relations Correspondence
6 years
19C
Emergency Plans
Superseded plus 7 years
21
Information Technology — Budget Files
Superseded
22
Information Technology — Administrative User
Manual
Superseded plus 2 years
23
Information Technology — Software Licenses
Termination
24
Information Technology — Software Media and
Manuals
Termination
25
Information Technology — Project Files
Termination plus 4 years
Resolution No. 2017 -XX
Exhibit B
Page 2 of 12
A-42
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.
Record
Number
Record Series Description
Records Eligible for
Destruction after
2
Budget Files
Superseded
3B
Nomination Papers — Elected
Expiration of term
plus 4 years
3C
Ballots
Applications for Vote -By -Mail Ballots
6 months after
election date
4A
Campaign Statements — Not Elected
Expiration plus 5
ears
4B
Nomination Papers — Not Elected
Expiration of term
plus 2 years
7
Council Legislative Action Files (Agenda
Reports
7 years and prior
14
Motor Vehicle Ownership Records
terminated
5 years after vehicle
sale
16
Petitions (Elections)
8 months after
election date
17
Petitions (Other)
Current Year plus 1
19A
Statements of Economic Interest: GC 87200
Filers
4 Years
19B
Statements of Economic Interest: Designated
Filers
7 Years
21
Bonds
Termination plus 3
ears
22
Public Records Act Requests (PRAs)
Current plus 2 years
23
Subpoenas
Current plus 2 years
24
Summons
Current plus 3 years
25
General Liability Claims
Current plus 5 years
Resolution No. 2017 -XX
Exhibit B
Page 3 of 12
A-43
27B
CJPIA Reports — Monthly
2 years
30B
Community Forum — General
Correspondence and Projects
2 years
Resolution No. 2017 -XX
Exhibit B
Page 4 of 12
�i 11 A
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.
Record
Record Series Description
Records Eligible for
Number
Destruction after
1 B
Address Files — Single Family Residential Plans
Completed plus 2
except Approved Site Plans and Health and Safety
years
Code § 19850 Residential Plans
5A
Public Notices and Public and Applicant
Completed plus 3
Correspondence in Address Files, Planning
years
Application Project Files, Legislative Application
Project Files for Non -City Projects
5B
Consultant and other Interoffice Correspondence in
Completed plus 3
Address Files, Planning Application Project Files,
years
Legislative Application Project Files for Non -City
Projects.
5C
Research, and Preliminary and Administrative Drafts
Completed plus 3
in Address Files, Planning Application Project Files,
years
Legislative Application Project Files and Subdivision
A lication Project Files for Non -City Projects
5D
City Projects — Public Notices and Public and
Completed plus 6
Applicant Correspondence in Address Files,
years
Planning Application Project Files, and Legislative
Application Project Files
5E
City Projects — Consultant and other Interoffice
Completed plus 6
Correspondence in Address Files, Planning
years
Application Project Files, and Legislative Application
Project Files.
5F
City Projects - Research and Preliminary and
Completed plus 6
Administrative Drafts in Address Files, Planning
years
Application Project Files, Legislative Application
Project Files, and Subdivision Application Project
Files.
6B
Environmental Impact Report (EIR) Files - Public
Final approval plus
and Applicant Correspondence
3 years
6C
Environmental Impact Report (EIR) Files —
Final approval plus
Consultant and other Interoffice Correspondence
3 years
Resolution No. 2017 -XX
Exhibit B
Page 5 of 12
6D
Environmental Impact Report (EIR) Files —
Final approval plus
Preliminary and Administrative Drafts
3 years
7
Chronological Files
2 years
8A
Code Enforcement Case Files
Completed plus 2
ears
8C
Escort and Massage Permits
Completed plus 2
ears
11
Miscellaneous City project Files — Initiated but not
Last activity plus 5
approved
years
13
Miscellaneous Reference Maps — Group A
Last update plus 2
Copies of Tract Maps
years (Always
Copies of Parcel Maps
RETAIN last
Copies of Record Surveys
updated map or
Permit History Maps
survey despite
date)
15
Budget Files
Superseded
17A
Consultant Files (Contracts) — Specific Tasks
Active plus 4 years
17B
Consultant Files (Contracts) — General Tasks
Active plus 4 years
17C
Consultant Files - Non -selected Proposals
2 years
18A
Litigation Files - Background
Case closed plus 2
ears
19
Animal Control files
2 years
20
Counter Schedules
2 years
Resolution No. 2017 -XX
Exhibit B
Page 6 of 12
DEPARTMENT: FINANCE
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.
Record Number
Record Series Description
Records Eligible for
Destruction after
1
Accounts Payable
Audit plus 4 years
2
Accounts Receivable
Audit plus 4 years
3
Finance Department Budget Files
Superseded
5
Bank Reconciliation Files
Audit plus 5 years
6
Organization -wide Budget Files
2 years
7
Business License Applications &
Business Tax Registration
Termination plus 2
years
8
Business License Reports
7 years
9
Regular Cash Receipts at the Cashier's
Desk
Audit plus 7 years
10
Special District Files
Audit plus 2 years
12
Detailed and Summary General and
Subsidiary Ledgers
Audit plus 10 years
12
Journal Entries
Audit plus 10 years
13
Ledger Reconciliations
3 years
15
Payroll Records
Audit plus 7 years
16
W-4
Audit plus 7 years
17
Non -regular Revenue Receipts through
Other Channels
Audit plus 7 years
18
Trust Deposit Records
Audit plus 4 years
25
Monthly Cash Balance Reports
10 years
26B
Investment Policy
Superseded
Resolution No. 2017 -XX
Exhibit B
Page 7 of 12
&Z i
27
Fixed Asset System
Audit plus 7 years
28
Vendor Records — 1099 Tax Forms
Audit plus 7 years
29
Vendor Records — W-9
Audit plus 4 years
30
CDBG Home Improvement Grant Loans
— Payment Records
Termination plus 6
years
32
Bond Issues / Debt Services
Termination plus 3
years
33
Fee Schedules & Fee Studies
Superseded plus 7
years
Resolution No. 2017 -XX
Exhibit B
Page 8 of 12
"Ii
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.
Resolution No. 2017 -XX
Exhibit B
Page 9 of 12
Records Eligible for
Record Number
Record Series Description
Destruction after
1
Budget Files
Superseded
2
City Council Agendas and Public Works
1 year
Staff Reports (Duplicate Files)
4A
Public Works Capital Projects — City-
Completed plus 10
funded, State -funded, Federally -funded,
years
and Mixed -funding sources
4B
Public Works Capital Projects — State-
Completed plus 2
funded
years
4C
Public Works Capital Projects — Preliminary
Completed plus 2
proposals / projects not approved
years
4D
Public Works Capital Projects — Mixed-
Completed plus 10
funding Sources
years
4E
Public Works Capital Projects —
Completed plus 2
Unsuccessful Bidders and Proposers
years
4F
Public Works Capital Projects — Preliminary
Completed plus 2
Proposals/Project (not approved)
years
5
Chronological Files
5 years
6B
Encroachment Permits — Agreements and
Terminated plus 10
Covenants
years
7
Assessment and Maintenance Districts
Current year plus 2
(Undergrounding, Abalone Cove Sewer
years
System, Landscaping and Lighting)
8A
Inventory of Road Infrastructure
10 years plus Last
Update (always
RETAIN last updated
inventory despite date)
Resolution No. 2017 -XX
Exhibit B
Page 9 of 12
8B
Inventory of Trees and Sidewalks
10 years plus Last
Update (always
RETAIN last updated
inventory despite date)
9
L.A. County Road Dept. Service Requests
Completed plus 2
years
10
L.A. County Engineering Service Requests
Completed plus 2
years
11A
Maintenance Records and Non-CIP
Completed plus 2
Requests
years
11 B
Purchase Orders and Invoices — not
Audit plus 4 years
otherwise scheduled or related to a project
12
Speed Zone Surveys
10 years plus Last
Update (always
RETAIN last updated
despite date)
13
Accident Reports
Completed plus 7
years
14C
Traffic Investigations
10 years
14D
Oversized Vehicle and Neighborhood
Completed plus 2
Parking Permits
years
14E
Neighborhood Parking Permits —
Termination plus 2
Neighborhood Applications
years
16A
AB 939 Annual Reports
6 years
16B
Quarterly Reports — Commercial and
6 years
Residential Haulers
17B
NPDES Consultant — Contract Related
Termination plus 4
Records
years
18
Pavement Management Systems Report
10 years plus Last
Update (always
RETAIN last updated
despite date)
19A
Neighborhood Beautification Grants —
Audit plus 2 years
Awarded
19B
Neighborhood Beautification Grants — Not
2 years
Awarded
19C
Recyclers of the Month Grants — Awarded
6 years
21
Development Application — Consultant and
Completed plus 5
interoffice correspondence
years
22
Vehicle Records
Retain 5 years after
sale of vehicle
23A
Playground Equipment — Inspection and
10 years plus Last
Repair
Update (always
Resolution No. 2017 -XX
Exhibit B
Page 10 of 12
A-50
Resolution No. 2017 -XX
Exhibit B
Page 11 of 12
A-51
RETAIN last updated
despite date)
23B
Inventory of Playground Equipment
Termination plus 5
years
24
Office Space Planning
5 years
25
Office Equipment
Termination plus 2
years
26
Easement Working File
Current plus 2 years
27
Preliminary Complaints
2 years
28
Policies, Practices and Procedures — Public
Superseded plus 2
Works Department
years
29A
CDBG Home Improvement Grants — Loans
Termination plus 6
years
29B
CDBG Home Improvement Grants — Non-
Completed plus 4
loans
years
29C
CDBG Administrative Grant Files
Completed plus 4
years
30A
Grants Received (not CDBG) — Non-CIP
Termination plus 6
and Non -property acquisition
years
30C
Grants — Unsuccessful
2 years
30D
Grants — Money Returned
Termination plus 6
years
31
Transit Working File — Agency MOUs for
Termination plus 4
PV Transit and MAX
years
Resolution No. 2017 -XX
Exhibit B
Page 11 of 12
A-51
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.
Record Number
Record Series Description
Records Eligible for
Destruction after
1
Budget Files
Superseded
2A
Cash Receipts and Financial Documents
(No Donations)
Audit plus 5 years
2B
Financial Documents — Los Serenos
Docents
Audit plus 2 years
3A
Project Files
4 years
3B
Project Files — Contracts
Completed plus 2
years
4
Recreation and Parks Committee Files
Completed plus 2
years
5
Recreation and Parks Facilities
Operations
Completed plus 2
years
6
Park Ranger Documents
6 years
7
Recreation and Parks Staff Reports
Completed plus 2
years
9
Facilities Use Permits and Contracts
4 years
10
Recreational Activity Reports
2 years
11A
Timesheets
2 years
11 B
Facility Log Books
6 years
11C
Time Cards
60 days
13
Computer Training Manuals
Termination plus 2
ears
Resolution No. 2017 -XX
Exhibit B
Page 12 of 12
A-52
JANUARY 2017
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
1.
Weekly Administrative Report
21
43
64
GC 34090
(Note: Formerly Friday Report)
(Electronic Record only from 2010
forward)
2.
Budget Files
S2
S2
GC 34090
Information regarding development of
department budget and copies of
approved budget
3A.
Correspondence &
Subject Files — General Topics and
Unbuilt Capital Improvements
1
35
46
GC 34090
Includes projects that were scheduled
as capital improvements but were not
built. Files include correspondence on
sub'ect matter.
3B.
Subject Files — Capital Improvements
CL
CL+10
CL+10
GC 34090;
CCP 337.15
Files include correspondence on
subject matter.
4.
Correspondence -Chronological Files
224
06
7-62
GC 34090
Gerresnendenne D inliGate Series
Su bjent F=iles 1
Sheriff's dent Gerresnenrlenne
5.
Grant Files
€-+raA+2
€-+r&A+2
GC 34090; 24
CFR 85.42
Grant appliGation applications and other
related documents
6.
Legal Opinions
A+15
6
40 A+1
GC 34090
Correspondence with the City Attorney
7A-.
General Liability Clai
Gl.
GL+8
GL+3
answers settlements ii figments final
e e e
awards and similar final reGOFds per -7D
01203.0001/288591.2 1 City Manager Retention Schedule
B-1 Resolution No. 2011 03 2016 -XX- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
7.
Proclamations and Certificates of
Recognition / Appreciation
1
3
jAii
GC 34090
Awards given to individuals and
organizations to mark special occasions
/ achievements. Note: Retain 4 years
unless stated otherwise in the
proclamation.
8.
Film Permits
CL+2
CL+2
GC 34090
Applications for permits to film in the
City, including correspondence &
insurance certificates.
9.
Parking Citation Reports
2
2
GC 34090
Administrative Review Disposition
Forms
10.
Digital Video Disks (DVD)
P
P
GC 34090
City Council Meetings; Planning
Commission Meetings; Special City
Committee / Commission Meetings
11A
Insurance Policies & Certificates
P
P
GC 34090
All evidence of insurability (excluding
employee health and benefit insurance).
7-113
11.13
Workers Compensation Claims
PSL
SL+10
PSL+10
GC 34090;
LC 6401.7;
8 CCR
§§ 10101,
10101.1,
10102,
10103; CCR
14311;
15400.2; CA
amain Do not destroy all settlements,
judgments, final awards and similar final
records .. 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.
Labor Code
110-139.6
7-C
11C
Employee Training Records
T
T+20
T+20
GC I34090IIA2i
01203.0001/288591.2 2 City Manager Retention Schedule
B_2 Resolution No. 2017 -XX- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
TD
Litigation Settlements, judgments, Final
Awards
R
R
Gtr34090
Settlements ii dgrnen+s final awards
and similar final rorO d,;, and fAr
general liability nlaims all original
maims and pity's answeF tO maims
T€
11D
_
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.
1
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- 12B (Workers
Compensation Claims).
Includes CaIOSHA Form 300, 300A and
301.
Note: Retain Employee Exposure
Records for Exposure+30, see 29 CFR
1904.4,1910, 1020(c)(5) & (d)(1)(ii)
ifi
insurance Polinies, Certna+es
P_
P_
ra
s-
GG 34 -090
All eyeRGe of insi irahiliti
'd
12_
Personnel Applications (Net- not hired)
2
2
GC 12946; 29
CFR 1602.31,
1627.3
4-0-.
Personnel Cards Cell Tome Employees
T
2-5
T+25
GG34090Referonno
Caryl With dates e
GmnIA\/mont POSitinnso ni RaRoto
(Note, Confidential record-.)
13.
Personnel and Employee Handbooks
P
P
GC 34090
01203.0001/288591.2 3 City Manager Retention Schedule
B-3 Resolution No. 2017 -XX- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
42L.
14.
Personnel Records, Full Time Employees
T+10
10
T+20
GC 34090
Including Correspondence
Pari Rain Corm
Personnel Action Forms, Evaluations
Vacation and oiGk leave ron, est 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 Fecord-.4
5
Personnel Records, Part Time Employees
T+10
10
T+20
GC 40901A3i
NOTE: Employee Exposure Record, if
any in file, retain for Exposure+30; see
No. 42 15
Film Permft
4-
3
4
GG ,090
(^/'��pplinafi()n f fry ()r normicciOR film in the
li*
I erre SpeRdonna
Incl imago nor+ifinates
45.
Citation Repods
2-
2-
G 0�
Admin Review Dispesitien Cnrmc
v.
46.
Digital `�idee Disks (DVD-
P-
P
X390
�J9
!40ity GeunGil MeetIngC
Planning Commission Meetings
S peGial City Committee/Gemmissirn
16A
Health & Benefits Reports
4
2
6
GC 34090
Includes eligibility for medical insurance
and other G employee benefits.
16B
Benefit Policies
S
S+4
S+4
GC 34090
Includes policies and summary of
benefits.
17A
Employee Relations — Recognition /
Formation Records
P
P
GC 34090
01203.0001/288591.2 4 City Manager Retention Schedule
B_4 Resolution No. 2017 -XX- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
17B
_
Employee Relations Correspondence
1
5
6
GC 34090
Correspondence regarding transitory
matters that do not fall not another
employee relations category.
17C
Grievances
P
P
GC34090
17D
_
Memorandum of Understanding, Side
Letters and any other Agreements
_
_
GC 34090
See City Clerk's Department Retention
Schedule. All original executed
agreements are given to the City Clerk
for permanent retention.
17E
Negotiations
P
P
GC 34090
17F
Employment Relations Board (PERB)
Matters
P
P
GC 34090
4,8,
18A
Cable Television Advisory Board
Agendas and Minutes
P
P
GC 34090,
36814, 40801
GATV Board Mnnute&This board is no
longer in existence.
18B
Cable Television Advisory Board — Staff
P
P
GC 34090
Re orts
Community Forum Filed
7-
TO
+d [A4]
2&
19A
Emergency Preparedness Committee=
Agendas and Minutes
P
P
GC 34090
19B
Emergency Preparedness Committee —
P
P
GC 34090
Agenda Packets / Staff Reports
19C
Emergency Plans
S
S+7
S+7
GC 34090
Note: Do Not Destroy superseded plan
if disaster funds have been granted or
01203.0001/288591.2 5 City Manager Retention Schedule
B_5 Resolution No. 2017 -XX- Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
are pending; retain per grant.
19D
Disaster Council — Agendas and Minutes
P
U[A51
19E
Disaster Council — Agenda Packets / Staff
P
P
GC 34090
Reports.
20A
Regional Law Enforcement Committee —
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
Agendas and Minutes
20B
Regional Law Enforcement Committee —
P
P
GC 34090
Every three years the City is
responsible for packet preparation.
Agenda Packets / Staff Reorts
21.
Information Technology — Budget Files
S
S
GC 34090
22.
Information TechnologV — Administrative
S+2
S+2
GC 34090
User Manual
23.
Information Technology — Software
Licenses
T
T
GC 34090
If period of license is for less than two
ears retain for two year minimum
24.
Information Technology — Software Media
T
T
GC 34090
If used for less than two years, retain for
and Manuals
two years minimum.
25.
Information TechnologV — Prosect Files
T
T+4
T+4
GC 34090;
Includes files regarding vendor
contracts.
CCP 337
P=Permanent; E=Expiration; CL=Completed/Closed; AR=Annual Review; T=Termination of Employment; O = Obsolete (category eliminated), A=
Active, S=Supersede
01203.0001/288591.2 6 City Manager Retention Schedule
B_6 Resolution No. 2017 -XX- Exhibit A
JANUARY 2017
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,
Back round Information
2.
Budget Files
2S
2S
G-C-�49g8
Information regarding development of department
budget and copies of approved budget.
GC 34090.7
3.
Elections
3A.
Campaign Statements — Elected
P
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 17302I(be
)1i[A11
4.
Elections — Non -elected
Candidates
4A.
Campaign Statements — Not
Elected
E4
EE±54
-5 E+5
GC 81009(b)
Includes FPPC forms 410, 460, 461, 470, 496, 497,
501
4B.
Nomination Papers — Not
Elected
Expiration of
term + 24
ears
Expiration
of term +
42 years
EC 17100
GC 81009(b)
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.
Includes memoranda of agreement (MOAs) and labor
agreements such as MOUs, side letter's and any other
labor agreements.
(For contracts/agreements affecting real property, see
21.)
01203.0001/288590.2 01203.0001 i2885904
City Clerk's Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
7.
Council Legislative Action Files
2
5
7
GC 34090.7
All back up material presented to Council in agenda
packets (This category is Obsolete from 2010 forward.
Duplicates material in Council Agenda Packet)
8.
Council Agendas
P
P
GC 34090
(Note: Electronic record only - retained electronically
dating back to 2001; partial records from 1996-2001.
9.
Council Agenda Packets
P
P
34�099/0�
(Note: Electronic record only.)
YtY
Up
R
P-
GG 34090
dtr�90
dote. €kec M-RiG. reserd-O„y _ retained nlon+rnninan„
dating honk to 2001; partial repnrd-s from 19-96-2004-.)
4
City Council Minutes Books
P
P
GC 34090,
36814,40801
Original document. Vital Record - Historical Value
City C.,unGil Minutes Refe..enGe
Copies
$
P-
GG 34090
34 990-7,
36814, 40801 -
(Note. D niiGate FeGeFd)
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
44
Rpfpr-pnr-p Copies and Control
Rprnrcll Shp
P
` C
�`
C ie: n n�ira+o rnnioo of n1-innnroc nnrJ rornrlJ ref
parties roroivinn rnnv r,f Arrlinonroc frGm (`i}y GIorU'c
4,
City Council Resolution Books
P
P
GC 34090;
GC 40801
Original Documents. Vital Record - historical value
446-.
13.
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
14.
Vehicle ownership records
L
L+5
VC 9900
et seq.
Retain records until 5 years after sale of vehicle
01203.0001/288590.2 01203.0001 i2885994
City Clerk's Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
44.
15.
History Archives
P
P
GC 34090
Material showing the development and history of the
City- Historical value
4$
16.
Petitions
8 months
after
eleGtiGR
[A21
certification of
8 months
after
eleEtieR
date
certification
EC 17200,
17400
Referendums, Recalls and Initiatives. Petitions to be
destroyed 8 months after certification of results, unless
subject to judicial proceedings
election
of election
2-0-.
17.
Petitions (other than in 19)
ASCU
21
2--3 CU+1
GC 34090
GC 50115:
GC6253
24-.
18.
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)
.0 Right of Way
Agreements
GC 34090(a)
— Recorded
Covenants
GC 34090(a)
Related to encroachment permits in rights-of-way
• CDBG
22A.
19A.
Statement of Economic Interest
– GC 87200 Filers
2
2
4
GC 34090.7
City Council, Planning Commission, City Manager, City
Attorneys, City Treasurers, City Finance Director
(Duplicate records: original statement filed with FPPC,
Sacramento) (FPPC Form 700
GC 81009(e)
01203.0001/288590.2 01203.0001 i2885904
Me
City Clerk's Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
22-13,
19B.
Statement of Economic Interest
— Designated Filers
2
5
7
GC 81009(e)
Officials designated in City's Conflict of Interest Code -
Original Statements
23
20.
City Newsletter
P
P
GC 34090
Copy of each Newsletter published - Historical value
21.
Bonds
C
T
T+3
GC 34090
Closing documents
Note 1: Agreements should be retained permanently
pursuant to "6. Contracts".
Note 2: 7+3" means Bond records other than
agreements must be retained while any bonds of a
bond issue are outstanding and during the three-year
period following the final maturity or redemption of the
bond issue or, if later, while any bonds that refund
bonds of that original issue are outstanding and for the
three year period following the final maturity or
redemption date of the latest refunding bond issue.
22.
Public Records Act Requests
PRAs
CLAa
2
C+2
GC 34090
23.
Subpoenas
C [A4 1
2
C+2
GC 34090
24.
Summons [M]
C
23
C+23
GC 34090
25.
General Liability Claims
C
C+5
C+5
GC 34090
Retain all original claims and city's answer to claims,
settlements, judgements, final awards, and similar final
recordsJA61.
26.
Litigation Settlements,
Judgements, Final Awards
P
P
GC 34090
27A.
CJPIA Reports — Annual
P
P
GC 34090
27B.
CJPIA Reports — Monthly
2
2
GC 34090
28.
Finance Advisory Committee
Minutes
P
P
GC 34090,
Finance Department provides the minutes to the City
40801
Clerk for permanent retention.
01203.0001/288590.2 01203.0001 i2885904
i
City Clerk's Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
29.
Storm Drain Oversight Minutes
P
P
GC 34090,
Finance Department provides the minutes to the City
40801
Clerk for permanent retention.
30A.
Community Forum Inc —
Organizational documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
30B.
Community Forum — General
Correspondence and Projects
2
_
2
GC 34090
31 A.
Redevelopment Agency —
Organizational Documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
31 B.
Redevelopment Agency —
Agenda Packets / Staff Reports
P
P
GC 34090
31C.
Redevelopment Agency —
Resolutions
P
P
GC 34090
32A.
Successor Agency to the
Rancho Palos Verdes
Redevelopment Agency —
Organizational Documents
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
32B.
Successor Agency to the RPV
Redevelopment Agency —
Agenda Packets / Staff Reports
P
P
GC 34090
32C.
Successor Agency to the RPV
Redevelopment — Resolutions
P
P
GC 34090
33A.
Improvement Authority —
Organizational Documents,
Agendas and Minutes
P
P
GC 34090
Organizational documents: Records establishing the
Community Forum including bylaws, filings, and similar
records.
01203.0001/288590.2 01203.0001 i2885904
B-11
City Clerk's Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
NO.
RECORD SERIES DESCRIPTION
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
ACTIVE
INACTIVE
TOTAL
33B.
Improvement Authority —
Agenda Packets / Staff Reports
P
P
GC 34090
33C.
Improvement Authority —
Resolutions
P
P
GC 34090
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.), CU= Current Year
01203.0001/288590.2 01203.0001 i2885904
B-12
City Clerk's Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
JANUARY 2017
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
01203.0001/288592.2 01203.0001/288592-.4
B-13
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1A.
Address Files
P
P
GC 4003,
File Control Sheet Summary of
4004, 34090,
Application/Permit History, Planning
36814, 40801
Approvals (applications, staff reports,
memos -to -file, plans, photographs, Notices
of Decision, copies of recorded documents),
Building Permits, Statement of Conformance
with Fire Warning Ordinances, Surveys
(property line or slope gradient)
1 B.
Address Files — Single Family Residential
C+2
C+2
GC 34090,
Approved Plans for Single-family Residential
Plans except Approved Site Plans and
65009,
Projects only (except Health & Safety Code §
Health & Safety Code § 19850 Residential
H&S 19850
19850 Residential Plans [1 B] and Site Plans
Plans
CCP 318,
11 C])
319, 343, 338
1C.
Address Cies Plan Storage Files — Health &
P
P
GC 34090,
All approved plans for Single-family
Safety Code § 19850 Residential Plans
65009,
Residential that must be retained pursuant to
H&S 19850
Health & Safety Code § 19850 which are: 1)
dwellings more than 2 stories and a
basement in height and 2) any one-story
building where the span between bearing
walls exceeds 25 feet or is a steel frame or
concrete building.
1 D.
Address Files — Single Family Residential
P
P
GC 34090,
Approved Site Plans for all Single-family
Approved Site Plans
65009,
Residential Projects
H&S 19850
1 E.
Address Glee Plan Storage Files — Multi-
P
P
GC 34090,
Approved Plans for Non -Residential Projects
Family Residential and Non -Residential
65009,
including City projects
Plans
H&S 19850
01203.0001/288592.2 01203.0001/288592-.4
B-13
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
01203.0001/288592.2 01-203-0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
2.
Planning Application Project Files:
P
P
GC 4003,
Action Information Sheet, Staff Reports with
Coastal Permits
4004, 34090,
attachments, adopted resolutions or
Conditional Use Permits
65009,
conditions of approval, approved plans,
Conditional Large Domestic Animal Permits
HS 19850,
applications (including applications for
Encroachment Permits
CCP 318,
revisions), surveys (property line and slope
Environmental Assessments
319, 343, 338
gradient), environmental document, notice of
Exotic Animal Permits
hearings, and photographs. If applicable,
Fence, Wall & Hedge Permits
coastal permit hearing agendas and minutes.
Geologic Investigation Permits
Grading Permits
Height Variation Permits
Landslide Moratorium Exception Permits
Landslide Moratorium Exclusion Permits
Large Domestic Animal Permits
Lot Line Adjustments
Minor Exception Permits
Site Plan Review Permits
Sign Permits
Special Construction Permits
Special Use Permits
Temporary Vendor Permits
Variance Permits
3.
Legislative Application Project Files
P
P
GC 4003,
Action Information Sheet, Staff Reports with
(Development Code Amendments, Zone
4004, 34090,
attachments, adopted resolutions,
Changes, General Plan Amendments,
65009,
applications (including applications for
Specific Plan Amendments)
65860,
revisions), surveys (property line and slope
HS 19850
gradient), environmental document, notice of
hearings, work papers, photographs, copies
of any recorded documents, copies of any
Zoning Map changes
01203.0001/288592.2 01-203-0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
01203.0001/288592.2 01-203.0001112889924
B-15
Community Development Department Retention Schedule
Resolution No. 2017 -XX - 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
S$4 C+2
G*5 C+3
GC 34090,
Public notices and related address labels
Correspondence in Address Files, Planning
65009,
along with correspondence received from the
Application Project Files, and Legislative
CCP 318,
public and between the City and the
Application Project Files for non -City
319, 343, 338
applicant (including material samples, if any)
Projects
related to specific planning applications or
miscellaneous planning issues
5B.
Consultant and Other Interoffice
C+1
C+4 C+2
G#5 C+3
GC 34090,
Correspondence exchanged between
Correspondence in Address Files, Planning
65009,
consultant and staff (except geology — see
Application Project Files, Legislative
CCP 318,
record series no. 9), and other interoffice and
Application Project Files for non -City
319, 343, 338
intra -office correspondence, if retained in the
Projects
ordinary course of business.**
5C.
Research, and Preliminary and
C+1
C+4 C+2
C+5 C+3
GC 34090,
Includes drafts released to public, as well as
Administrative Drafts, in Address Files,
65009,
research, and preliminary and administrative
Planning Application Project Files,
65860,
drafts if retained in the ordinary course of
Legislative Application Project Files and
66499.37
business.**
Subdivision Application Project Files for
CCP 318,
non -City Projects
319, 343, 338
01203.0001/288592.2 01-203.0001112889924
B-15
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
01203.0001/288592.2 01-203-0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
5D.
City Projects - Public Notices and Public
C+1
C+-9 C+5
C+ 10 C+6
GC 34090,
Public notices and related address labels
and Applicant Correspondence in Address
65009,
along with correspondence received from the
Files, Planning Application Project Files,
CCP 318,
public and applicant (including material
and Legislative Application Project Files
319, 337.15,
samples, if any) related to specific planning
343, 338
applications or miscellaneous planning
issues
5E.
City Projects - Consultant and Other
C+1
C$9 C+5
G-+-10 C+6
GC 34090,
Correspondence exchanged between
Interoffice Correspondence in Address
CCP 318,
consultant and staff (except geology - see
Files, Planning Application Project Files,
319, 337.15,
record series no. 9), and other interoffice and
Legislative Application Project Files
343, 338
intra -office correspondence, if retained in the
ordinary course of business.**
5F.
City Projects - Research, and Preliminary
C+1
G 9 C+5
C+10 C+6
GC 34090,
Includes drafts released to public, as well as
and Administrative Drafts, in Address Files,
65009,
research and preliminary and administrative
Planning Application Project Files,
65860,
drafts if retained in the ordinary course of
Legislative Application Project Files and
66499.37
business.**
Subdivision Application Project Files
CCP 337.15
6A.
Environmental Impact Report Files
P
P
GC 34090;
Notices, Initial Study, Publically Circulated
PRC 21167;
Draft EIR, Certified Final EIR
& CEQA
Guidelines
6B.
Environmental Impact Report Files - Public
FA+1
FA+2
FA+3
GC 34090;
Correspondence received from the public
and Applicant Correspondence
PRC 21167
and applicant related to environmental
impact reports.
6C.
Environmental Impact Report Files -
FA+1
FA+2
FA+3
GC 34090;
Correspondence exchanged between
Consultant and Other Interoffice
PRC 21167
consultant and staff, and other interoffice and
Correspondence
intra -office correspondence, if retained in the
ordinary course of business.**
01203.0001/288592.2 01-203-0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
01203.0001/288592.2 01203 00011288592 1
B-17
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
6D.
Environmental Impact Report Files —
FA+1
FA+2
FA+3
GC 34090;
Preliminary and administrative draft
Preliminary and Administrative Drafts
PRC 21167
documents, if retained in the ordinary course
of business. Does not apply to circulated
Draft EIR (see retention category 6). Please
Note: The current policy is that preliminary
and administrative drafts are not retained in
the ordinary course of business, and this
category does not require the retention of
preliminary drafts if such are not retained in
the ordinary course of business.
7.
Chronological Files
N/A
N/A
2
GC 34090.7
Copies of all correspondence (letters and
notices) mailed out by the Department.
8A.
Code Enforcement Case Files
C
52
G#5 C+2
GC 34090d
Complaint Information, correspondence,
Investigation Notes, photographs
8B.
Code Enforcement — Reference Files
P
P
GC 34090
Specialized subject files that document
department's administration of codes
8C.
Escort and Massage Permits
T C+2
T C+2
GC 34090
Applications, permits issued and other
related documents
9.
Geologic & Soils Reports
P
P
GC 4003,
Complete Reports submitted by project
4004, 34090,
applicants for City review; include
HS 19850
correspondence with geologist. Historical
Value.
10.
Planning Application Log
P
P
GC 34090
Listing of Submitted Planning Applications
from 1975 through 1999 in book form; 2000
and forward as computerized records.
01203.0001/288592.2 01203 00011288592 1
B-17
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
01203.0001/288592.2 01-203.0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
11.
Miscellaneous City Project Files - Initiated
LA + 1
LA + 4
LA + 5
GC 34090
Includes reports, studies, inter -office
but not approved
correspondence, photographs, and memos.
Also, if applicable, may include staff reports,
adopted resolutions and environmental
documents. Does not include completed City
projects, which are included in Planning
Application Project Files.
12.
Commission/Committee Agendas, Adopted
P
P
GC 34090(e)
Minutes and Resolutions (Planning
Commission, View Restoration
Commission, Equestrian Committee,
Antenna Guidelines Sub -committee,
Neighborhood Compatibility Sub-
committee, Residential Development
Standards Sub -committee, PUMP
Committee, General Plan Update Sub-
committee)
13.
Reference Maps - Group A
LU + 5
LU --+-5
GC 34090
Includes land use reference maps and
Copies of Tract Maps
LU+2
LU+2
various other study maps that -are either
Copies of Parcel Maps
duplicates of County records, or cease to
Copies of Record of Surveys
have usefulness once replaced with an
Permit History Maps
updated map.
01203.0001/288592.2 01-203.0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
01203.0001/288592.2 01203 00011288592 1
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
TOTAL
YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
14.
Reference Maps — Group B
P
P
GC 34090
Includes General Plan Land Use Map,
General Plan Land Use Map and other
Zoning Map, Coastal Specific Plan Land Use
document maps
Map, aerial maps, composite/topographic
Coastal Specific Plan Map and other
maps, and various other maps in
document maps
reproducible format
Zoning Map
Address Maps
LA County Zoning Maps
City wide aerial photos
1976 Composite Maps
Archaeology Maps
Topo maps
Land use maps
ESA Maps
15.
Budget files (Dept.)
S2
S2
GC 34090
Information regarding development of
department budget and copies of approved
budget
16.
View Restoration Permit, View Preservation
P
P
GC 34090
Staff Reports with attachments, adopted
Permit and City Tree Review Permit Files
resolutions or conditions of approval,
memos, correspondence, photographs
17A.
Consultant Files (Contracts) — Specific
AS
G A+41[A1]
Q A+4
GC 34090
RFQ or RFP, consultant proposals, staff
Tasks
reports, copies of approved signed contracts,
regarding consultants who are hired for a
specific task.
17B.
Consultant Files (Contracts) — General
A€
1+A+4
€ A_+4
GC 34090
RFQ or RFP, consultant proposals, staff
Tasks
reports, copies of approved signed contracts,
regarding consultants who are hired on a
general basis and perform ongoing work for
City.
17C.
Consultant Files — Non -selected Proposals
2
2
GC 34090
Proposals for consulting services that were
not selected.
01203.0001/288592.2 01203 00011288592 1
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business;
FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the
retention period) A=Active, S=Superseded
'Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such
correspondence is not retained in the ordinary course of business.
01203.0001/288592.2 01-203.0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - 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.
20.
Counter Schedules
2
2
GC 34090
P=Permanent; C=Completion (for example, completion of project, issuance of all occupancy permits, etc.); E = Expiration; T = Termination of business;
FA=Final Approval (for example, the approval date of the final EIR); LA = Last Activity; LU = Last Updated (retain the last updated even if older than the
retention period) A=Active, S=Superseded
'Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such
correspondence is not retained in the ordinary course of business.
01203.0001/288592.2 01-203.0001112889924
Community Development Department Retention Schedule
Resolution No. 2017 -XX - Exhibit A
FEBRUARY 2017
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
01203.0001/288205.1
B-21
Finance Retention Schedule
Resolution No. 2017 -XX - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
1.
Accounts Payable
SAU
24
5 AU+4
GC 34090,
34090.7, CCP
337
Invoices approved for payment
Electronic and/or paper Purchase Orders
Warrant Registers, AP check copies and
related correspondence; Petty Cash and
related documents.
2.
Accounts Receivable
AU3
24
5 AU+4
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance & Information Technology
Department Budget Files
S2
-
S2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4,
Auditor's RepoFts
Financial Reports and Audits
p
P
P
GC 34090
Comprehensive Annual Financial Reports
CAFR Independent Auditor Reports,
#ermatisr�a�Financial Transactions Report
submitted to State Controller's Office, HCD
report„—Special and Single Audits, MTA
Audit, IRS Audit -and Auditor's
Recommendations
5.
Bank Reconciliation
AU3
75
740 AU+ 5
GC 34090; 26
CFR 34-16001-
1
Bank Statements, Copies of Deesit
ReGGrds NE)teS and Bank Reconciliation
Worksheets
6.
Organization -wide Budget Files
2
2
GC 34090
Organization -wide budget support
documents
01203.0001/288205.1
B-21
Finance Retention Schedule
Resolution No. 2017 -XX - Exhibit A
01203.0001/288205.1
B-22
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
7.
Business License Applications
TE+2
€+-32
€*5 TT±2
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 Cit
$
g
4
GGP 337
ren, olio,+ ho. Lo r, oloG+rl,.,ir images
0 [Al ] G .,Geller- rhorLs
4$
9.
Regular Cash Receipts at the Cashier's
Desk
3
24
5 AU+7
GC 34090;
CCP 337
Cash Receipt Summary, Cash Register
Tape, Bank Deposit Reeeis Ticket.
(Source documents for cash receipts filed
where applicable including Community
Development and Recreation & Parks.)
44:
10.
Special District Files
AU+2
9_
44 AU+2
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, RSA_, and Assessment Districts;
correspondence, and invoices.
42-
11.
Detailed & Summary General & Subsidiary
Ledgers
+P
7-P
40P
GC 34090;
CCP 337
Includes capital projects and trust deposit
subsidiary ledgers
43-.
12.
Journal Entries
3
7
AU+10I
[A31
GC 34090
General ledger and budget journal entries
and supporting documentation
44.
13.
Ledger Reconciliations
3
-
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
4-5-.
14.
Organization -wide Final Budget Document
5
P
P
GC 34090
Includes operating and capital budgets
01203.0001/288205.1
B-22
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
01203.0001/288205.1
B-23
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
44-.
15.
Payroll Records
23
94
40 AU+7
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, Time Sheets for City
personnel, Insurance Records in Cit
Manager's office), Vacation Reports,
Records of disbursements to employees,
and related correspondence, Personnel
Action Form, Benefits Eligibility (Duplicate
Series — City Manager is official custodian
of his record); Bi -weekly Pension Cost
Calculation. (Note. GG al
47-.
Retirement ReGerds
3
T-+4
T-+-7
'27 GQR- 1.081-5_
2(G1� D
31.6001 1; 29
GFR 516.5
Rersnnnel AGfinn F=ArM Ronofits Eligibility
(DUPnGatSoerics Gity Manager is Gf iGial
GUstedian of+his r Grd) and Bi week!
Demon [A41
(Note: Offiniol r r-Ard hold by RCRC
44.
Revenue Folders
3
2
5
GG 34O90
IRVGIGeC GheGL Stubs ether Gash re Goin}
orrespondenGe�[A51
16.
W-4
AU+3
4
AU+7
IRC 3402;
Treasury
Regulation
31.6001-1
4-9-.
Tirnp Sheets
4
GG 34099; 29
GFR GF vr6c
S
Reg. 31.6001-
aR.
1 (e)(2); RT
4530
T'moLoon'nn records for City personnel.
[A617
01203.0001/288205.1
B-23
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 03 2016 -XX - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
17.
Non -regular Revenue Receipts through Other
3
4
AU+7
GC 34090
Check Stubs, EFT, ACH, and other cash
Channels
payment along with Supporting Statement &
Correspondence
This category may include: Property Tax,
TOT, CDBG and other Grant
Reimbursements, Grant Distribution,
Franchise ?Fee, Gas Tax Golf Tax, Sales
Tax, Motor Vehicle Tax, Loan Payment,
UUT, Rent, State Mandate Reimbursement,
Court Fines & Forfeitures, and all other Misc
ARs
For Business License & Permit Fees, which
are accepted at Cashier Desk, see item 10
20,
18.
Trust Deposit Records
AU+3
47-
4-0 AU+4
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
24-.
19.
Finance Advisory Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes ageedas-agenda copies and staff
reports
20.
Finance Advisory Committee Agenda
P
P
P
GC 34090
22:
21.
Finance Advisory Committee Agenda and
Minutes
P
P
P
GC 34090,
40801
Agendas and minutes to See City Clerk's
Department Retention Schedule. Minutes
are given to the City Clerk for permanent
retention
23.
22.
Storm Drain Oversight Committee Agenda
Packets
P
P
P
GC 34090,
34090.7, 40801
Includes agendas and staff reports
23.
Storm Drain Oversight Committee Agenda
P
P
P
GC 34090
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 03 2016 -XX - Exhibit A
01203.0001/288205.1
B-25
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
24.
Storm Drain Oversight Committee
ar►d Minutes
P
P
P
GC 34090,
40801
A,.eRdas and rr,ORUt8S +„ See City Clerk's
Department Retention Schedule. Minutes
are given to the City Clerk for permanent
retention
25.
Monthly Cash Balance Reports
2
8
10
GC 34090
Staff Report and attached schedule(s)
resented to the Cit Council [A-7 1.
26A
Investment Accounts
Pa
P4-0
GC 34090
CCP 337
GC 5360
LAIF Investment Statement, Merrill Lynch
Portfolio Report, Trade Confirmation
26B
Investment Policy
PS
S
�S
Policy adopted by City Council annually with
the budget. It is a part of the Council
record.
27.
Fixed Asset System
3
4
6[A10I U+
7
Fixed Asset Schedule, Fixed Asset
Inventory
28.
Vendor Records —1099 Tax Forms
AU+3
4
AU+7
GC 34090;
CCP 337
Completed 1099 forms
29.
Vendor Records — W-9
AU T
T$4
T-+AU+4
IRC 3402;
Treasury
Regulation
31.6001-1
30.
CDBG Home Improvement Grant Loans —
T
T+6
GC 34090(a)
Documents relating to the financial
transaction of a CDBG loan
Note: Original lien documents are retained
Payment Records
by City Clerk's office as a permanent
record; other working files related to CDBG
Home Improvement Grant loans are on file
with Public Works Department
01203.0001/288205.1
B-25
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
31.
Chart of Accounts
C
S
P
GC 34090
32.
Bond Issues / Debt Services
T
+3 [Ali I
[Al2 j +3
Bonds issued and related records. Retain
while any bonds of a bond issue are
outstanding and during the three-year
period following the final maturity or
redemption of the bond issue or, if later,
while any bonds that refund bonds of that
original issue are outstanding and for the
three-year period following the final maturity
or redemption date of the latest refunding
bond issue.
33.
Fee Schedules & Fee Studies
S
S+7
S+7
Fee schedules approved by City Council;
fee studies prepared by consultant or staff
AU=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent; S=Supersede
01203.0001/288205.1
Finance & Information Technology Retention Schedule
Resolution No. 2011 3 2016 -XX - Exhibit A
JANUARY 2017
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
01203.0001/288207.2 01203.0001/288207-.4
B-27
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
2S
S2
GC 34090
Information regarding development of
GC 34090.7
department budget and copies of approved
budget.
2.
City Council Agendas & Public Works Staff Reports
6 mos.
6 mos.
1
GC 34090.7
('"Duplicate record)
(Duplicate files)
3.
Maps and Plans
P
P
GC 4003,
Rights -of -Way
4004,
Landscape Plans
34090(ae)
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, State-
OOMP
CSP
CSP
GC 34090,
Correspondence with attachments
funded, Federally -funded, and Mixed -Funding
C+1
C +9
C+10
Inter -Office Memos if retained in the ordinary
sources
CCP 337.15
course of business.*. **
Staff Agenda Reports
7 CFR
Follow -Up Action
3016.42
Requests For Proposals (RFPs)
federal
Requests For Qualifications (RFQs)
fundin
Complete Bid Package
01203.0001/288207.2 01203.0001/288207-.4
B-27
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 2
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Successful Proposals and Bids Bid Contracts
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices (Prevailing wages)
Grant files
(including CDBG for ADA Improvements)
413.
Public Works Capital Projects — State -funded
C+4-
G+9 2
5+10
GC 34090d,
CnrrnSnnndnn^o with attaGhmnn#S
Unsuccessful Bidders and Proposers
OW
GGP 337.16 7
InteF_Offire haemes if retained in the er,tinara,
C+2
CFR 3016.42
searseef bAsiress.**
Staff Agenda Reper#s
Requests Fnr Proposals (RFPs)
Surressf--I Proposals and Bids
Gen#raGtNote. Gen#rar# duplicates,
9V1"l"LTCr �1TLTClGCrJTfGaiGS
original in riff, Clerk's Offire
rnntrar#nr anrt R, hrnntrartnr Time Shoots
and in s (Prevailing wages)
!'_Font files
vrarrr-mcv
Unsuccessful bids and unsuccessful
proposals responding to RFPs or RFQs
regardless of funding source.
4C.
Public Works Capital Projects — Federally -funded
G+4
G9
G+10
GG 34090,-
GE)Frespnnrlenre with attarhmen#s
Preliminary proposals / proiects not approved
LA*3
2
LA+3
lnter_Offire Memos if retained in the ordinary
C
—
C+2
7 GF=R
seFrseA-f bAsieess.**
3946.42
GC 34090
Staff AgeRda Reports
Fellow Up AGtiGR
Requests Cnr Proposals (RFPs)
SUGGessful Proposals and Bids
i'�aaGts (Amts: GentraGts aYen-e duplicate --s-,1
and invnires (Prevailing wages)
Grant files
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 2
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 3
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
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.
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
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
CS*3
2
C+23
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
LAC#3
L -A+3
C+2
GC 34090d
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
rant conditions.
5.
Chronological fifes Files
1
4
5I[Al[
GC 34090.7
Copies of all correspondence (Used for quick
reference) ((Outgoing mail; staff reports
6A.
Encroachment Permits
PPT+1
PT+9P
T BP
P
GC 34090,
H&S 19850
Utility and Cellular Permits, dumpster permits
(residents), Contractor permits
613.
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 I IndeFgFGundin..
ACU
1-02
14
GC 34090
Correspondence; Work Papers; Reports and
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 3
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 4
Awl
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Assessment and Maintenance ^°�t Districts files
(Undergrounding, Abalone Cove Sewer System,
CU+2
agreements to participate and associated
documents
Landscaping and Lighting)
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
14
C+25
GC 34090
Service Request forms and related
documents (i.e., catch basin cleaning)
10.
Los Angeles County Engineering Service Requests
C+1
14
C+25
GC 34090
Department Service Request Forms and
related documents
4-1-.
11A.
Maintenance Records and Non-CIP Projects
2 C+2
9 C+2
4-9 C+2
GC 34090
Streets; Roads; Sidewalks; Playground
Equipment; Traffic Signals (including timing
and repair); Tree removals; Maintenance
Schedules; Maintenance Service Requests;
Summary Reports, Purchase Orders and
Invoices related to the same
11 B.
Purchase Orders and Invoices — not otherwise
scheduled or related to a project
AUT
AUT+4
AUT+4
GC 34090
CCP 337
Office supplies, printing
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
C+2
59
C+74-8
GC 34090
Accident Reports from Sheriff's Office
14A.
Traffic Safety Commission- Committee Agendas
and Minutes
P
P
GC 34090(e)
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 4
Awl
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 201z_o_� 1_ 03 2016 -XX - Exhibit A
Page 5
B-31
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
14B.
4-5-.
Traffic Safety Committee Staff2
Reports
P
6 P
7 P
GC 34090
Note: Any staff reports relating to specific
public works projects should be filed in 4A -E;
as applicable, and retained for the period
specified in these- that record series.
14C.
Traffic Investigations
5
5
10 [A2 i
GC 34090
Informal investigations that generate reports
that have not been addressed by the Traffic
Safg1v Committee
14D.
Oversize Vehicle & Neighborhood Parkinq Permits
C+2 4
--a
6 C+2
GC 34090
Includes individual permit applications and
renewals
14E.
Neighborhood Parking Permits - Neighborhood
1
T+2
GC 34090
Application and related records to initiate a
Application
neighborhood parking permit program
446-.
15.
Geology Studies (non -project related)
P
P
GC 34090
General geology for Portuguese Bend,
Klondike Canyon, Abalone Cove
47-.
16A.
AB 939 Annual Reports
1
5
6
GC 34090;
PRC 41821,
42 USC 9601
et seq.
(CERCLA §
101 et seq.
AB 939
16B.
Quarterly Reports - Commercial and Residential
1
5
6
GC 34090, 42
Quarterly reports provided by contractors
Haulers
USC 9601 et
providing integrated solid waste
management services to the City
seq.
(CERCLA§
101 et seq.)
48A
17A.
NPDES Permits and Annual Reports
P
P
40 CFR
122.28
National Pollutant Discharge Elimination
System permits and annual reports
Correspondence with the Regional Water
Quality Board and other agencies
Correspondence with consultant related to
permits/reports
Investigations, violations and site visits
Memorandum of Agreement(s) with other
agencies and related records regarding joint
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 201z_o_� 1_ 03 2016 -XX - Exhibit A
Page 5
B-31
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 6
B-32
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
responses (Note: MOAs are duplicate;
original in City Clerk's office
488-.
17B.
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)
4$
18.
Pavement Management 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.
207
Quarterly Reps — CornmerGiai and Residential
Haulers
4
5
6
GG 34090,
42 12 USC 9604-
et seq.
(r�§
Quarterly reports provided by GentFaGtOFS
preyiding integrated solid waste
management coniines to the Git\ [M]
24-.
19A.
Neighborhood Beautification Grants - Awarded or
_ AlAfarded
AU+2
5
AU+2 6
GC 34090
Completed grant applications for grants
awarded (from City revenues) and
supplemental data
249-.
19B.
Neighborhood Beautification Grants — Not Awarded
or CRV Not Awarded
2
2
GC 34090
Completed grant applications but no grant
awarded.
22-.
Traffic investigations
5
5
40
GG 34090
Informal in iootigatinno that n roto racoma
that !have [A4 ] not boon addressed by the
troffin cafoty nOmmlSSEG
19C.
Recyclers of the Month Grants — Awarded
1
5
6
GC 34090
Completed winners' entry forms (from City
revenues) and su lementaldata [As]
23�
20.
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.
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 6
B-32
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 7
B-33
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
24.
21.
Development Application -
Consultant and Interoffice Correspondence
GMP
C+1
GMP
C+4
GMP
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.*.*
2-5-
Oifprgivn Vnhinln & Neighborhood Parking Dnrmi+c4
Ca
6
GG 34090
I.,nI .Joc inrli iirii of permit or r lino+iGRc oY rJ
A6]
Neighborhood Parking Dti; _ Alninhhnrhnnr)42
Application,s.
Annlino4ir.n and related r Orrlc to initiate 0
[A7
27-
22.
Vehicle Records (City Vehicles)
L+5
L+5
VC 9900 et
seq.
Repair, maintenance, bids, procurement,
research (retain records for 5 years after sale
of vehicle)
28-.
23A.
Playground Equipment - jInspections [Ae ] and
Repair
10+LU
10+LU
GC 34090
Consultant reports and inspections logs,
work orders, certifications (including safet
and audits. Retain for ten years minimum;
retain last updated inspection report even if
older than the retention period) [A9] [A10 ] .
23B.
Inventory of Playground Equipment
T
T+5
T+5
Original Equipment Manuals, List of all
Playground equipment owned by City
inventor All])
2-9-.
24.
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
Irecordsl [Al2 1.
38.
25.
Office Equipment
T+2
T+2
GC 34090;
CCP 337
Records related to purchase and use of
office equipment.
26.
Easement Workinq File
CU4-
2
CU+25
CCP319
Note: Copies of final easement are duplicate;
ori final in City Clerk's office
27.
PreliminaEj Complaints
2
0
2
GC 34090
Documentation of complaints that were dealt
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 7
B-33
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 8
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
with at department level. (Any complaint for
which a claim was filed is transferred to the
City Clerk for retention.
28.
Policies, Practices and Procedures — Public Works
S
S+2
S+2
GC 34090
Department
29A.
CDBG Home Improvement Grants — Loans
T
T+6
T+6
24 CFR
570.502(a)(16
); 24 CFR Part
85
29B.
CDBG Home Improvement Grants — Non Loans
2C
4
C+46
24 CFR
570.502(x)(16
); 24 CFR Part
85
29C.
CDBG ^dmInstrafiv Administrative Grant Files
C+2
C+4
C+46
24 CFR
570.502(aa)(16
Annual reports, except those regarding loans
and capital improvements. For loans and
): 24 CFR Part
capital improvements, follow the specific
85
schedule for CDBG Grants — Loans or Public
Works Capital Pro'ects as appropriate.
29D.
Liens (Working File) — CDBG Home Improvement
P
P
P
GC 34090(a):
24 CFR
570.502(a)(16
Original liens should be filed with City Clerk's
Grants
office
); 24 CFR Part
85
30A.
Grants Received (Not CDBG) — Non-CIP and Non-
T
T+6
T+6
7 CFR
3016.42; 29
Property Acquisition
CFR 97.42
federal
Lundin
30B.
Grants Received (Not CDBG) — Real Property
Ac uisition
P
P
P
GC 34090(a)
Trails, tree planting
30C.
Grants - Unsuccessful
2
0
2
GC 34090
Cit a lied but no mone received
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 8
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.) S=Supersede, AU=Audit, CU=Current Year
**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.
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 9
B-35
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
30D.
Grants — Money Returned
T
T+6
T+6
7 CFR
3016.42; 29
City applied for grant, received money, but
money was returned to grantor, or grant was
CFR 97.42
cancelled by grantor; retain for period
federal
funding)
specified in grant documents if longer
retention period is specified T = date money
was returned to grantor or date grant
cancelled, whichever is later.
31.
Transit Working File — Agency MOUS for PV Transit
T
T+4
T+4
GC 34090;
Working file, copy of agreement (Note:
and MAX
CCP 337
MOUs are duplicate; original in City Clerk's
office
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.) S=Supersede, AU=Audit, CU=Current Year
**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.
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 9
B-35
JANUARY 2017
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
01203.0001/288207.2 01203.0001/288207-.4
i •
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
2S
S2
GC 34090
Information regarding development of
GC 34090.7
department budget and copies of approved
budget.
2.
City Council Agendas & Public Works Staff Reports
6 mos.
6 mos.
1
GC 34090.7
('"Duplicate record)
(Duplicate files)
3.
Maps and Plans
P
P
GC 4003,
Rights -of -Way
4004,
Landscape Plans
34090(ae)
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, State-
OOMP
CSP
CSP
GC 34090,
Correspondence with attachments
funded, Federally -funded, and Mixed -Funding
C+1
C +9
C+10
Inter -Office Memos if retained in the ordinary
sources
CCP 337.15
course of business.*. **
Staff Agenda Reports
7 CFR
Follow -Up Action
3016.42
Requests For Proposals (RFPs)
federal
Requests For Qualifications (RFQs)
fundin
Complete Bid Package
01203.0001/288207.2 01203.0001/288207-.4
i •
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 2
B-37
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Successful Proposals and Bids Bid Contracts
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices (Prevailing wages)
Grant files
(including CDBG for ADA Improvements)
413.
Public Works Capital Projects — State -funded
C+4-
G+9 2
5+10
GC 34090d,
CnrrnSnnndnn^o with attaGhmnn#S
Unsuccessful Bidders and Proposers
OW
GGP 337.16 7
InteF_Offire haemes if retained in the er,tinara,
C+2
CFR 3016.42
searseef bAsiress.**
Staff Agenda Reper#s
Requests Fnr Proposals (RFPs)
Surressf--I Proposals and Bids
Gen#raGtNote. Gen#rar# duplicates,
9V1"l"LTCr �1TLTClGCrJTfGaiGS
original in riff, Clerk's Offire
rnntrar#nr anrt R, hrnntrartnr Time Shoots
and in s (Prevailing wages)
!'_Font files
vrarrr-mcv
Unsuccessful bids and unsuccessful
proposals responding to RFPs or RFQs
regardless of funding source.
4C.
Public Works Capital Projects — Federally -funded
G+4
G9
G+10
GG 34090,-
GE)Frespnnrlenre with attarhmen#s
Preliminary proposals / proiects not approved
LA*3
2
LA+3
lnter_Offire Memos if retained in the ordinary
C
—
C+2
7 GF=R
seFrseA-f bAsieess.**
3946.42
GC 34090
Staff AgeRda Reports
Fellow Up AGtiGR
Requests Cnr Proposals (RFPs)
SUGGessful Proposals and Bids
i'�aaGts (Amts: GentraGts aYen-e duplicate --s-,1
and invnires (Prevailing wages)
Grant files
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 2
B-37
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 3
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
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.
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
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
CS*3
2
C+23
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
LAC#3
L -A+3
C+2
GC 34090d
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
rant conditions.
5.
Chronological fifes Files
1
4
5I[Al[
GC 34090.7
Copies of all correspondence (Used for quick
reference) ((Outgoing mail; staff reports
6A.
Encroachment Permits
PPT+1
PT+9P
T BP
P
GC 34090,
H&S 19850
Utility and Cellular Permits, dumpster permits
(residents), Contractor permits
613.
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 I IndeFgFGundin..
ACU
1-02
14
GC 34090
Correspondence; Work Papers; Reports and
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 3
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 4
Awe
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Assessment and Maintenance ^°�t Districts files
(Undergrounding, Abalone Cove Sewer System,
CU+2
agreements to participate and associated
documents
Landscaping and Lighting)
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
14
C+25
GC 34090
Service Request forms and related
documents (i.e., catch basin cleaning)
10.
Los Angeles County Engineering Service Requests
C+1
14
C+25
GC 34090
Department Service Request Forms and
related documents
4-1-.
11A.
Maintenance Records and Non-CIP Projects
2 C+2
9 C+2
4-9 C+2
GC 34090
Streets; Roads; Sidewalks; Playground
Equipment; Traffic Signals (including timing
and repair); Tree removals; Maintenance
Schedules; Maintenance Service Requests;
Summary Reports, Purchase Orders and
Invoices related to the same
11 B.
Purchase Orders and Invoices — not otherwise
scheduled or related to a project
AUT
AUT+4
AUT+4
GC 34090
CCP 337
Office supplies, printing
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
C+2
59
C+74-8
GC 34090
Accident Reports from Sheriff's Office
14A.
Traffic Safety Commission- Committee Agendas
and Minutes
P
P
GC 34090(e)
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 4
Awe
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 201z_o_� 1_ 03 2016 -XX - Exhibit A
Page 5
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
14B.
4-5-.
Traffic Safety Committee Staff2
Reports
P
6 P
7 P
GC 34090
Note: Any staff reports relating to specific
public works projects should be filed in 4A -E;
as applicable, and retained for the period
specified in these- that record series.
14C.
Traffic Investigations
5
5
10 [A2
GC 34090
Informal investigations that generate reports
that have not been addressed by the Traffic
Safg1v Committee
14D.
Oversize Vehicle & Neighborhood Parkinq Permits
C+2 4
--a
6 C+2
GC 34090
Includes individual permit applications and
renewals
14E.
Neighborhood Parking Permits - Neighborhood
1
T+2
GC 34090
Application and related records to initiate a
Application
neighborhood parking permit program
446-.
15.
Geology Studies (non -project related)
P
P
GC 34090
General geology for Portuguese Bend,
Klondike Canyon, Abalone Cove
47-.
16A.
AB 939 Annual Reports
1
5
6
GC 34090;
PRC 41821,
42 USC 9601
et seq.
(CERCLA §
101 et seq.
AB 939
16B.
Quarterly Reports - Commercial and Residential
1
5
6
GC 34090, 42
Quarterly reports provided by contractors
Haulers
USC 9601 et
providing integrated solid waste
management services to the City
seq.
(CERCLA§
101 et seq.)
48A
17A.
NPDES Permits and Annual Reports
P
P
40 CFR
122.28
National Pollutant Discharge Elimination
System permits and annual reports
Correspondence with the Regional Water
Quality Board and other agencies
Correspondence with consultant related to
permits/reports
Investigations, violations and site visits
Memorandum of Agreement(s) with other
agencies and related records regarding joint
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 201z_o_� 1_ 03 2016 -XX - Exhibit A
Page 5
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 6
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
responses (Note: MOAs are duplicate;
original in City Clerk's office
488-.
17B.
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)
4$
18.
Pavement Management 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.
207
Quarterly Reps — CornmerGiai and Residential
Haulers
4
5
6
GG 34090,
42 12 USC 9604-
et seq.
(r�§
Quarterly reports provided by GentFaGtOFS
preyiding integrated solid waste
management coniines to the Git\ [M]
24-.
19A.
Neighborhood Beautification Grants - Awarded or
_ AlAfarded
AU+2
5
AU+2 6
GC 34090
Completed grant applications for grants
awarded (from City revenues) and
supplemental data
249-.
19B.
Neighborhood Beautification Grants — Not Awarded
or CRV Not Awarded
2
2
GC 34090
Completed grant applications but no grant
awarded.
22-.
Traffic investigations
5
5
40
GG 34090
Informal in iootigatinno that n roto racoma
that !have [A4 ] not boon addressed by the
troffin cafoty nOmmlSSEG
19C.
Recyclers of the Month Grants — Awarded
1
5
6
GC 34090
Completed winners' entry forms (from City
revenues) and su lementaldata [As]
23�
20.
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.
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 6
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 7
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
24.
21.
Development Application -
Consultant and Interoffice Correspondence
GMP
C+1
GMP
C+4
GMP
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.*.*
2-5-
Oifprgivn Vnhinln & Neighborhood Parking Dnrmi+c4
Ca
6
GG 34090
I.,nI .Joc inrli iirii of permit or r lino+iGRc oY rJ
A6]
Neighborhood Parking Dti; _ Alninhhnrhnnr)42
Application,s.
Annlino4ir.n and related r Orrlc to initiate 0
[A7
27-
22.
Vehicle Records (City Vehicles)
L+5
L+5
VC 9900 et
seq.
Repair, maintenance, bids, procurement,
research (retain records for 5 years after sale
of vehicle)
28-.
23A.
Playground Equipment - jInspectionsi[As] and
Repair
10+LU
10+LU
GC 34090
Consultant reports and inspections logs,
work orders, certifications (including safet
and audits. Retain for ten years minimum;
retain last updated inspection report even if
older than the retention period) [A9] [A10 ] .
23B.
Inventory of Playground Equipment
T
T+5
T+5
Original Equipment Manuals, List of all
Playground equipment owned by City
inventor All])
2-9-.
24.
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
Irecordsl [Al2 1.
38.
25.
Office Equipment
T+2
T+2
GC 34090;
CCP 337
Records related to purchase and use of
office equipment.
26.
Easement Workinq File
CU4-
2
CU+25
CCP319
Note: Copies of final easement are duplicate;
ori final in City Clerk's office
27.
PreliminaEj Complaints
2
0
2
GC 34090
Documentation of complaints that were dealt
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 7
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 8
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
with at department level. (Any complaint for
which a claim was filed is transferred to the
City Clerk for retention.
28.
Policies, Practices and Procedures — Public Works
S
S+2
S+2
GC 34090
Department
29A.
CDBG Home Improvement Grants — Loans
T
T+6
T+6
24 CFR
570.502(a)(16
); 24 CFR Part
85
29B.
CDBG Home Improvement Grants — Non Loans
2C
4
C+46
24 CFR
570.502(x)(16
); 24 CFR Part
85
29C.
CDBG ^dmInstrafiv Administrative Grant Files
C+2
C+4
C+46
24 CFR
570.502(aa)(16
Annual reports, except those regarding loans
and capital improvements. For loans and
): 24 CFR Part
capital improvements, follow the specific
85
schedule for CDBG Grants — Loans or Public
Works Capital Pro'ects as appropriate.
29D.
Liens (Working File) — CDBG Home Improvement
P
P
P
GC 34090(a):
24 CFR
570.502(a)(16
Original liens should be filed with City Clerk's
Grants
office
); 24 CFR Part
85
30A.
Grants Received (Not CDBG) — Non-CIP and Non-
T
T+6
T+6
7 CFR
3016.42; 29
Property Acquisition
CFR 97.42
federal
Lundin
30B.
Grants Received (Not CDBG) — Real Property
Ac uisition
P
P
P
GC 34090(a)
Trails, tree planting
30C.
Grants - Unsuccessful
2
0
2
GC 34090
Cit a lied but no mone received
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 8
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.) S=Supersede, AU=Audit, CU=Current Year
**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.
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 9
� I I
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
30D.
Grants — Money Returned
T
T+6
T+6
7 CFR
3016.42; 29
City applied for grant, received money, but
money was returned to grantor, or grant was
CFR 97.42
cancelled by grantor; retain for period
federal
funding)
specified in grant documents if longer
retention period is specified T = date money
was returned to grantor or date grant
cancelled, whichever is later.
31.
Transit Working File — Agency MOUS for PV Transit
T
T+4
T+4
GC 34090;
Working file, copy of agreement (Note:
and MAX
CCP 337
MOUs are duplicate; original in City Clerk's
office
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.) S=Supersede, AU=Audit, CU=Current Year
**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.
01203.0001/288207.2 Public Works Retention Schedule
Resolution No. 2041 03 2016 -XX - Exhibit A
Page 9
� I I
Email Management
Electronic mail, more commonly known as email, is routinely used by state agencies. Email is often used
as the mode of communication for brief messages that were once relayed by telephone and to
disseminate substantive information previously committed to paper sent by more traditional methods.
This combination of communication and record creation/keeping has caused ambiguity in the record
status of e-mail messages.
The California Public Records Act (CPRA) defines a public record as, "any writing containing information
relating to the conduct of the public's business prepared, owned, used, or retained by any state or local
agency regardless of physical form or characteristics."s The CPRA thus applies to email messages and
requires that proper identification and care of email be performed by the agency. An agency's records
management policy must address email messages to ensure record emails are properly identified and
managed.
Retention and Disposition of Email
Email is not considered a record series or category on its own. It is simply a format. Retention or
disposition of an email messages is done in relation to the information they contain, the purpose they
serve, and the relevant line item/records series to which it belongs. Given the frequent use of email, it
should be evaluated on a regular basis with transitory emails being deleted when no longer needed. The
content of an email message determines whether the message is a record.
The content of email messages may vary considerably and, therefore, must be evaluated on a case-by-
case basis to determine the length of time the message must be retained. Email that provides insight
into the organization and functions of an agency and contains content with historical value must be
"filed," just as you would a paper record, in an e -folder with similar business or program items. Record
emails may be flagged for transfer to the State Archives at the end of their retention period. An agency
must have an email management policy in place to ensure record emails are not deleted alongside
transitory emails. A policy should outline a routine for ensuring record emails are properly identified
and saved.
Email Is it Delete
Received/
Agency After No
Business? If "No"
Sent Longer
Needed
If
"Yes"
Determine Record Series/Line Item of Email and File According to Retention Schedule
5 California Public Records Act, Government Code Sections 6250-6276.48 Government Code 6252 (e).
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Determining Value of Email
Based on CPRA's definition, email messages containing subject matter such as policies and directives,
final reports, and meeting minutes are identified as record emails. Transitory and personal emails that
do not provide insight into government business such as an email regarding a lunch meeting time should
be deleted after they are no longer needed.
Remember that the transactional information (metadata regarding sender, recipient, time sent,
and similar) associated with each message, and any attachments to the body of the message are
all part of an email message. This means that a printout of an email may not be satisfactory as a
record.
Email that are classified as official records are subject to the individual department's records retention
schedules and must be retained for the same period of time as the record retention line item/records
series that most closely matches the subject matter contained within the email. If there is no entry that
resembles or matches the subject matter of the message, the "record" should be added to the
appropriate retention schedule as a separate series of records.
Transitory e-mail consists of electronic messages that are created primarily for the communication of
informal information as opposed to the perpetuation or formalization of knowledge. Destroy transitory
email when it has served its purpose.
Email Policies
An agency's email policy should be developed to enhance management of record emails. An effective
policy includes direction on topics such as email filing methods, email subject lines, and storage and
retention of email, thereby increasing the accessibility of records. Policies should include whether the
sender or the receiver should save email records, how to determine if an email is a record, and how to
segregate record email into the appropriate series and record storage. Non -record and duplicate emails
should be deleted from mailboxes regularly. If an agency receives a request for an email record for a
litigation issue, for example, a well-planned email policy can help ensure that the record is discoverable
during its retention period or show that its deletion was properly carried out according to retention
policy.
Subject lines are helpful for both the recipient and sender in identifying and filing messages. They are
also crucial for efficient email records discovery. Subject lines should be unambiguous and as
descriptive as possible so that records are more accessible and searchable.
Poor or confusing subject lines:
Better, descriptive subject lines:
"Helpful Info"
"Contact Info"
"Report"
"Quarterly Financial Report"
"Minutes"
"January 2001 Board Minutes"
"Important"
"Revised Administrative Procedures"
"News"
"New Agency Head Appointed"
"Contract Status"
"PO 12345 Delivery Status"
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Individuals should configure their email filing to ensure accessibility to email records. Email systems
should be configured so that email messages can be indexed in an organized and consistent pattern
reflecting the ways in which records are used and referenced.
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