CC SR 20170516 K - Public Works Dept Retention ScheduleRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 05/16/2017
AGENDA HEADING: Consent Calendar
Consideration and possible action to revise and approve the Public Works Department
Records Retention Schedule.
RECOMMENDED COUNCIL ACTION:
(1) Revise and approve Public Works Department Records Retention Schedule.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lorna Cloke, Administrative Analyst II Lc
REVIEWED BY: Gabriella Yap, Deputy City Manager.
APPROVED BY: Doug Willmore, City ManagerV
ATTACHED SUPPORTING DOCUMENTS:
A. 2017 Public Works Department Records Retention Schedule (Redline
Version) (page A-1)
B. 2017 Public Works Department Proposed Records Retention Schedule
with all changes accepted (page B-1)
C. 2011 Adopted Public Works Department Records Retention Schedule
(page C-1)
BACKGROUND AND DISCUSSION:
The records retention schedule was presented to the City Council for their review on
January 17, 2017. The City Council expressed a desire to review each department in
depth and directed Staff to bring back each department section one at a time. This is
the fifth of six department schedules to be presented to the City Council. The proposed
schedule mirrors the previous policies that the City Council has approved for other
Departments. See Attachments A, B, and C for the proposed and current Public Works
Department retention schedules.
1
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
JANUARY 2017
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
A-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)
Lundin
Complete Bid Package
A-1
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
A-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-
S+9 2
5+19
GC 34090d,
CnrrnSnnndnnno with a##anhmnn#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 Rener#s
Requests Fnr Prnnnsals (RFPs)
Surrescf--I Proposals and Bids
Gen#raGtNote. Gen#rar# duplicates,
9V1"l"LTCr �1TLTClGCrJTfGaiGS
original in riff, Clerk's Offire
rnntror#nr anrt Q, hrnntrartnr Time Shoots
and in s (Prevailing wages)
t files
Foncv
vranrm
Unsuccessful bids and unsuccessful
proposals responding to RFPs or RFQs
regardless of funding source.
4C.
Public Works Capital Projects — Federally- fu nded
G+4-
G9
G+10
X34890-
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 business.**
3946.42
GC 34090
Staff AgeRda Reports
Fellow Up AGtiGR
Requests Cnr Drnnncolc (RFPs)
SUGGessful Proposals and Bids
i'�aGtc (Amts: GentraGts aFen-e duplicate --s-,1
and invnires (Prevailing wages)
Grant files
A-2
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
A-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+10P
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..
4CU
402
44
GC 34090
Correspondence; Work Papers; Reports and
A-3
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 re ort even if older than the retentionperiod) P=Permanent; S=Su ersede T=Termination
ME
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)
ME
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
A-5
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
14B.
4-5-.
Traffic Safety Committee Staff
Reports
2 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 theses 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
A-5
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
we
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
responses (Note: MOAs are duplicate;
ori final 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 — Corn .erGial 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 ieotigatinno that n roto recons
that !have [A4 ] not boon addressed by the
troffin Safety 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.
we
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
A-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
Applications
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] [Aio ] .
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 Working 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
A-7
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
•
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 ^drMnstrafiv 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
City applied but no money received
•
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
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.
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.
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
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
01203.0001/288207.2
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
As
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],-
ark];Sunset)
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)
01203.0001/288207.2
Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 1
As
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 2
B-2
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Complete Bid Package
Successful Proposals and Bid Contracts
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices (Prevailing wages)
Grant files
(including CDBG for ADA Improvements)
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 2
B-2
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 3
B-3
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
4E.
Public Works Capital Projects — Unsuccessful
Bidders and Proposers
C
2
C+2
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
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
s ecified, 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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 3
B-3
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 4
B-4
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
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;
Summary Reports, Purchase Orders and
Invoices related to the same
11 B.
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)
14B.
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
s ecified 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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 4
B-4
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 5
B-5
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
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;
AB 939
PRC 41821,
42 USC 9601
et seq.
(CERCLA §
101 et seg.)
1613.
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 seg.)
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;
ori final in City Clerk's office
1713.
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 5
B-5
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 6
B-6
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Guidelines
Chapter
23.2.4
for preventive maintenance projects. Retain
for ten years minimum; retain last updated
report even if older than the retention period.
19A.
Neighborhood Beautification Grants — Awarded
AU+2
AU+2
GC 34090
Completed grant applications for grants
awarded (from City revenues) and
su lemental data
19B.
Neighborhood Beautification Grants — Not Awarded
2
2
GC 34090
Completed grant applications but no grant
awarded.
19C.
Recyclers of the Month Grants — Awarded
1
5
6
GC 34090
Completed winners' entry forms (from City
revenues)and 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.
236.
Inventory of Playground Equipment
T
T+5
T+5
Original Equipment Manuals, List of all
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 6
B-6
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 7
B-7
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
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.
26.
Easement Working File
CU
2
CU+2
CCP319
Note: Copies of final easement are duplicate;
original 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
City Clerk for retention.
28.
Policies, Practices and Procedures — Public Works
Department
S
S+2
S+2
GC 34090
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
570.502(a)(16
); 24 CFR Part
85
Annual reports, except those regarding loans
and capital improvements. For loans and
capital improvements, follow the specific
schedule for CDBG Grants — Loans or Public
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 7
B-7
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
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 8
B-8
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Works Capital Projects, as appropriate.
29D.
Liens (Working File) — CDBG Home Improvement
Grants
P
P
P
GC 34090(a);
24 CFR
570.502(a)(16
); 24 CFR Part
85
Original liens should be filed with City Clerk's
office
30A.
Grants Received (Not CDBG) — Non-CIP and Non-
Property Acquisition
T
T+6
T+6
7 CFR
3016.42; 29
CFR 97.42
(federal
funding)
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
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 8
B-8
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
not retained in the ordinary course of business.
01203.0001/288207. Public Works Retention Schedule
Resolution No. 2017 -XX - Exhibit A
Page 9
B-9
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
FINANCE & INFORMATION TECHNOLOGY DEPARTMENT
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTSMOTES
1.
Accounts Payable
3
2
5
GC 34090,
34090.7, CCP
337
Invoices approved for payment
Electronic and/or paper Purchase Orders
Warrant Registers, and related
correspondence
2.
Accounts Receivable
3
2
5
GC 34090
City invoices and supporting documents,
and related correspondence
3.
Finance & Information Technology
Department Budget Files
2
-
2
GC 34090
Information regarding development of
department budget and copies of approved
budget.
4.
Auditor's Reports
P
P
P
GC 34090
Independent Auditor Reports, Informational
Report submitted to State Controller, Special
Audits, and Auditor's Recommendations
5.
Bank Reconciliation
3
7
10
GC 34090; 26
CFR 31.6001-1
Bank Statements, Copies of Deposit
Records, Notes and Worksheets
6.
Organization -wide Budget Files
2
2
GC 34090
Organization -wide budget support
documents
7.
Business License Applications
E+2
E+3
E+5
GC 34090
Business License Applications and copies of
business registrations (i.e., contractor's
licenses), if applicable, and related
correspondence
8.
Business License Reports
5
2
7
GC 34090;
CCP 337
Yearly report of business licenses issued by
the City
9.
Cancelled Checks
3
4
7
GC 34090,
CCP 337
Cancelled checks or electronic images of
cancelled checks
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-1
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
`A
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTSMOTES
10.
Cash Receipts
3
2
5
GC 34090,
Cash Receipt Summary, Cash Register
CCP 337
Tape, Bank Deposit Receipts. (Source
documents for cash receipts filed where
applicable including Community
Development and Recreation & Parks.
11.
Special District Files
2
9
11
GC 34090
Includes Miraleste and Ridgecrest
Recreation & Park Districts, ACLAD,
Klondike, RDA, and Assessment Districts;
correspondence, and invoices.
12.
Detailed & Summary General & Subsidiary
3
7
10
GC 34090;
Includes capital projects and trust deposit
Ledgers
CCP 337
subsidiary ledgers
13.
Journal Entries
3
7
10
GC 34090
General ledger and budget journal entries
and supporting documentation
14.
Ledger Reconciliations
3
-
3
GC 34090
Worksheets used to prepare for various
audits; correspondence
15.
Or anization-wide Final Budget Document
5
P
P
GC 34090
Includes operating and capital budgets
16.
Payroll Records
2
8
10
GC 34090; 29
Bank Statements and supporting
CFR 516.2,
documents, Tax Report Records, Payroll
516.5, 516.6;
Register & Reports, Insurance Records,
22 CCR 1085-
Vacation Reports, Records of
2); 26 CFR
disbursements to employees, and related
31.6001-1; IRS
correspondence. (Note: Confidential
Reg. 31.6001-
records)
1(e)(2); R&T
19530; LC
1174(d)
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
`A
A=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-3
TOTAL YEARS RETAINED
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
CITATION
CONTENTS/NOTES
17.
Retirement Records
3
T+4
T+7
22 CCR 1085-
2(c); 26 CFR
31.6601-1-129
CFR 516.5
Personnel Action Form Benefits Eligibility
(Duplicate Series —City Manager is official
custodian of this record) and Bi -weekly
Pension Cost Calculation
(Note: Official record held by PERS,
Sacramento, CA
18.
Revenue Folders
3
2
5
GC 34090
Invoices, Check Stubs, other cash receipt
support & Correspondence
19.
Time Sheets
1
9
10
GC 34090; 29
CFR 516.2,
516.6; IRS
Reg. 31.6001-
1(e)(2); R&T
19530
Timekeeping records for City personnel.
(Note: Confidential Record)
20.
Trust Deposit Records
3
7
10
GC 34090
Ledger Sheets for Individual TD's and
related correspondence
21.
Finance Advisory Committee Agenda
Packets
2
3
5
GC 34090,
34090.7, 40801
Includes agendas and staff reports
22.
Finance Advisory Committee Agenda and
Minutes
P
P
GC 34090,
40801
Agendas and minutes to City Clerk for
permanent retention
23.
Storm Drain Oversight Committee Agenda
Packets
2
3
5
GC 34090,
34090.7, 40801
Includes agendas and staff reports
24.
Storm Drain Oversight Committee Agenda
and Minutes
P
P
GC 34090,
40801
Agendas and minutes to City Clerk for
permanent retention
25.
Monthly Cash Balance Reports
2
8
10
GC 34090
Staff Report and attached schedule(s)
resented to the City Council.
A=Audit; C=Completion; E=Expiration; T=Termination; O = Obsolete (category eliminated); P=Permanent
Finance & Information Technology Retention Schedule
Resolution No. 2011-03 - Exhibit A
C-3
FEBRUARY 2011
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 1
`�1
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
1.
Budget Files
2
2
GC 34090.7
Information regarding development of
department budget and copies of approved
budget.
2.
City Council Agendas & Public Works Staff Reports
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(e)
Drainage Maps
Aerial Maps
Aerial Photographs
City Maps
Maintenance & Improvement Maps
Open Space Maps (Forrestal, Barkentine)
Assessment District Maps
Contour/Topographic Maps
Engineering Drawings
Grading Maps/Plans
Park Plans (Clovercliff; Del Cerro; Founders;
Hesse; Ladera Linda; Marilyn Ryan; Ryan Park
[formerly Rancho Palos Verdes Park]; Sunset)
Civic Center Undergrounding
Traffic Control Devices
Plans & Specifications Bid Documents
4A.
Public Works Capital Projects — City -funded
C+1
C+9
C+10
GC 34090,
Correspondence with attachments
Inter -Office Memos if retained in the ordinary
CCP 337.15
course of business.**
Staff Agenda Reports
Follow -Up Action
Requests For Proposals (RFPs)
Successful Proposals and Bids
Contracts (Note: Contracts are duplicates;
ori final in City Clerk's Office.
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 1
`�1
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 2
C-5
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Contractor and Subcontractor Time Sheets and
invoices (Prevailing wages)
Grant files
4113.
Public Works Capital Projects — State -funded
C+1
C+9
C+10
GC 34090,
Correspondence with attachments
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
4C.
Public Works Capital Projects — Federally -funded
C+1
C+9
C+10
GC 34090,
Correspondence with attachments
CCP 337.15,
Inter -Office Memos if retained in the ordinary
7 CFR
course of business.**
3016.42
Staff Agenda Reports
Follow -Up Action
Requests For Proposals (RFPs)
Successful Proposals and Bids
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets and
invoices (Prevailing wages)
Grant files
4D.
Public Works Capital Projects — Mixed Funding
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
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 2
C-5
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 3
Me
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
Contracts (Note: Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets and
invoices (Prevailing wages)
Grant files
4E.
Public Works Capital Projects — Unsuccessful
Bidders and Proposers
C+3
C+3
GC 34090,
7 CFR
3016.42
Unsuccessful bids and unsuccessful proposals
responding to RFPs, regardless of funding
source.
4F.
Public Works Capital Projects — Preliminary
proposals 1 project not approved
LA+3
LA+3
Records related to proposed capital projects
that were not approved for construction. If any
grant funds were used for preliminary work,
retain for minimum period specified in grant
conditions.
5.
Chronological files
1
4
5
GC 34090.7
Copies of all correspondence (Used for quick
reference) ((Outgoing mail; staff reports)
6A.
Encroachment Permits
T+1
T+9
T+10
GC 34090
Utility and Cellular Permits, dumpster permits
(residents), Contractor permits
6B.
Encroachment Permits —Agreements and Covenants
T+1
T+9
T+10
GC 34090,
GC 34090.7
Covenants filed with the County for ROW
improvements. (Note: Duplicate record;
ori final in City Clerk's office.
7.
Improvement Undergrounding and Maintenance
District files (Landscaping and Lighting)
1
10
11
GC 34090
Correspondence; Work Papers; Reports and
agreements to participate and associated
documents
8A.
Inventory of Road Infrastructure
10+LU
10+LU
GC 34090(a)
Road signs and striping; if the last inventory
update is older than the retention period
specified, that inventory should be retained
8B.
Inventory of Trees and Sidewalks
10+LU
10+LU
GC 34090
Trees and sidewalks inventory; if the last
inventory update is older than the retention
period specified, that inventory should be
retained
9.
Los Angeles County Road Department Service
Requests
C+1
I
4
C+5
GC 34090
Service Request forms and related
documents i.e., catch basin cleaning)
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 3
Me
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 4
C-7
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
10.
Los Angeles County Engineering Service Requests
C+1
4
C+5
GC 34090
Department Service Request Forms and
related documents
11.
Maintenance Records
2
8
10
GC 34090
Streets; Roads; Sidewalks; Playground
Equipment; Tree removals; Maintenance
Schedules; Maintenance Service Requests;
Summary Reports
12.
Speed Zone Surveys
1
9
10 + LU
GC 34090
VC 22400 et
seg., 40802
Speed Zone Surveys and Engineering and
Traffic Surveys
13.
Accident Reports
2
8
10
GC 34090
Accident Reports from Sheriff's Office
14.
Traffic Safety Commission Minutes and Agendas
P
P
GC 34090(e)
15.
Traffic Safety Commission Staff Reports
2
5
7
GC 34090
Note: Any staff reports relating to specific
public works projects should be filed in 4A,
4B, 4C, or 4D, as applicable, and retained for
the period specified in those record series.
16.
Geology Studies (non -project related)
P
P
GC 34090
General geology for Portuguese Bend,
Klondike Canyon, Abalone Cove
17.
AB 939 Annual Reports
1
5
6
GC 34090;
PRC 41821,
42 USC 9601
et seq.
(CERCLA §
101 et seg.)
AB 939
18A.
NPDES Permits and Annual Reports
P
P
40 CFR
122.28
National Pollutant Discharge Elimination
System permits and annual reports
Correspondence with the Regional Water
Quality Board and other agencies
Correspond nce with consultant related to
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 4
C-7
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 5
•
M •
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
permits/reports
Investigations, violations and site visits
Memorandum of Agreement(s) with other
agencies and related records regarding joint
responses (Note: MOAs are duplicate; original
in City Clerk's office
18B.
NPDES Consultant — Contract Related Records
T+4
T+4
GC 34090,
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)
19.
Pavement Mgmt. Systems Annual Report
10 + LU
10 + LU
23 USC 119;
Pavement Management System report is used
STIP
in obtaining state and federal funding for
Guidelines
preventive maintenance projects. Retain for
Chapter 23.2.4
ten years minimum, retain last updated report
even if older than the retention period.
20.
Quarterly Reports — Commercial and Residential
1
5
6
GC 34090,
Quarterly reports provided by contractors
Haulers
42 USC 9601
providing integrated solid waste management
et seq.
services to the City
(CERCLA §
101 et seg.)
21A.
Beautification Grants or CRV - Awarded
1
5
6
GC 34090
Completed grant applications for grants
awarded and supplemental data
21 B.
Beautification Grants or CRV — Not Awarded
2
2
GC 34090
Completed grant applications but no grant
awarded.
22.
Traffic Investigations
5
5
10
GC 34090
Informal investigations that generate reports
that have not been addressed by the traffic
safety commission
23.
Development Application — Improvement Plans
P
P
GC 34090,
Approved plans, surveys, reports, studies
65009,
(including traffic impact studies), relating to a
CCP 318, 319,
specific development application.
343,338
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 5
•
M •
P=Permanent; T=Termination (when facility has been dismantled or permit terminated); C = Completion (when project has been completed); LU = Last Updated
(retain the last updated inventory or report even if older than the retention period); LA = Last Activity; L=Life (City Vehicles = retain records until 5 years after sale of
vehicle.)
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 6
C-9
TOTAL YEARS RETAINED
CITATION
CONTENTS/NOTES
NO.
RECORD SERIES DESCRIPTION
ACTIVE
INACTIVE
TOTAL
24.
Development Application —
Consultant and Interoffice Correspondence
C+1
C+4
C+5
GC 34090,
65009,
CCP 318, 319,
343,338
Correspondence exchanged between
consultant and staff, and other interoffice and
intra -office correspondence, if retained in the
ordinary course of business.**
25.
Oversize Vehicle & Neighborhood Parking Permits
1
5
6
GC 34090
Includes individual permit applications and
renewals
26.
Neighborhood Parking Permits — Neighborhood
Applications
1
T+2
Application and related records to initiate a
neighborhood parking permit program.
27.
Vehicle Records
L+5
L+5
VC 9900 et
se
Maintenance, bids, procurement, research
retain records for 5 years after sale of vehicle
28.
Playground Equipment - Inspections
10+LU
10+LU
GC 34090
Consultant reports and inspections
Retain for ten years minimum; retain last
updated inspection report even if olderthan the
retention period.
29.
Office Space Planning
5
5
GC 34090,
CCP 337
RFP for consultant
Contract (Note: Contracts are duplicate;
original in City Clerk's office)
Correspondence**
Office plans and related records.
30.
Office Equipment
T+2
T+2
GC 34090;
CCP 337
Records related to purchase and use of office
equipment.
P=Permanent; T=Termination (when facility has been dismantled or permit terminated); C = Completion (when project has been completed); LU = Last Updated
(retain the last updated inventory or report even if older than the retention period); LA = Last Activity; L=Life (City Vehicles = retain records until 5 years after sale of
vehicle.)
**Please Note: The current policy is that most intra -office and interoffice correspondence will not be retained in the ordinary course of business, and this category
does not require the retention of such intra -office and interoffice correspondence, including correspondence with City consultants, provided such correspondence is
not retained in the ordinary course of business.
Public Works Retention Schedule
Resolution No. 2011-03 - Exhibit A
Page 6
C-9