CC RES 2017-038 RESOLUTION NO. 2017-38
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES, CALIFORNIA, AMENDING THE CITY DOCUMENT
RETENTION SCHEDULES AND AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE
CALIFORNIA GOVERNMENT CODE, AND RESCINDING RESOLUTION
NO. 2017-31.
WHEREAS, on June 20, 2017 the City Council adopted Resolution No. 2017-31,
A Resolution of the City Council of the City of Rancho Palos Verdes Amending the City
Document Retention Schedules and Authorizing the Destruction of Certain City Records
as Provided by Section 34090 of the California Government Code; and,
WHEREAS, it was discovered after the fact that Section 4: Approval of Destruction
of City Records, which reflects an old practice, was not omitted from the body of the
Resolution, therefore Resolution No. 2017-31 should be rescinded; and,
WHEREAS, the retention of numerous obsolete records is unnecessary for the
effective and efficient operation of the government of the City of Rancho Palos Verdes;
and,
WHEREAS, the approval of guidelines for the ongoing disposition of obsolete City
records will assist the City in the effective management of records, as well as provide for
the efficient review of records proposed for disposal; and,
WHEREAS, Section 34090, et seq. of the Government Code of the State of
California provides the parameters whereby any City Record which has served its
purpose and is no longer required may be destroyed; and,
WHEREAS, the term "City Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information, regardless of physical
form or characteristics (including but not limited to any record, document, instrument,
book, paper, map, exhibit, magnetic or paper tape, photographic film, photographic print,
electronically transmitted mail (e-mail), or facsimile), which is in the custody of a public
officer and is kept either (1) because a law requires it to be kept or (2) because it is
necessary or convenient to the discharge of the public officer's duties and was made or
retained for the purpose of preserving its informational content for future reference; and,
WHEREAS, the term "Non-Records" includes anything which constitutes an
objective lasting indication of a writing, event or other information that does not fall under
the definition of a City Record, including but not limited to: (1) publications or processed
documents; (2) library or museum material intended solely for reference or exhibition; (3)
transitory writings, including but not limited to working papers, appointment logs, notes,
calculations or preliminary drafts, or interagency or intra-agency memoranda, that are not
retained by the City in the ordinary course of business even if they contain information
1114033
relating to the conduct of the City's business; (4) unofficial copies of documents kept only
for convenience or reference; and, (5) documents that do not contain information relating
to the conduct of the City's business; and,
WHEREAS, on March 19, 1985, the City Council of the City of Rancho Palos
Verdes approved the first Retention and Destruction Schedules and related polices to
facilitate the orderly and efficient transfer, retention and destruction of the records of the
City of Rancho Palos Verdes; and.
WHEREAS, the last time these retention schedules were revised was with the
adoption of Resolution No. 2011-03; and
WHEREAS, it is again deemed necessary to make certain changes to the retention
schedules to reflect current organizational functions and administrative needs.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rancho
Palos Verdes as follows:
Section 1. Retention Schedule: The attached Records Retention Schedule for
City Records of the City of Rancho Palos Verdes, which is attached hereto as Exhibit "A"
and incorporated herein by this reference, is hereby approved. City Records shall be
retained for the minimum periods listed in Exhibit "A" and until approved for destruction in
accordance with Government Code Section 34090. Non-Records need not be retained
in any form, provided, however, that any Non-Records relevant to reasonably anticipated
litigation, an ongoing claim or litigation, a pending governmental investigation or
regulatory matter, or a pending Public Records Act request shall be retained and shall not
be destroyed.
Section 2: Excepted Records: The provisions of Section 1 above and Section 5
below do not authorize the destruction of:
(a) Records affecting the title to real property or liens thereon
(b) Court records
(c) Records required to be kept by statute
(d) Records less than two (2) years old with the exception of duplicate records or
unless otherwise provided by law
(e)The minutes, ordinances or resolutions of the City Council of the City of Rancho
Palos Verdes or any City Committee or Commission
Section 3: Destruction of Duplicates; E-mails: Pursuant to Government Code
Section 34090.7, duplicates of city records less than two years old may be destroyed if
they are no longer required, provided that the original is retained in accordance with the
approved Records Retention Schedule. Unless retention in electronic format is otherwise
required by (1) state or federal law or (2) the approved Records Retention Schedule for
the City:
Resolution No. 2017-38
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a. In lieu of retaining any letter, memorandum or report in electronic
format, the final version of a letter, memorandum or report printed on
paper may be retained as the original City Record. If a printed letter,
memorandum or report is retained as the original City Record, the
electronic version is deemed to be a duplicate and may be destroyed
after the original is printed, without further approval by the City
Council or City Attorney, provided, however, that any such electronic
records relevant to reasonably anticipated litigation, an ongoing
claim or litigation, a pending governmental investigation or regulatory
matter, or a pending Public Records Act request shall be retained
and not destroyed. Letters, memorandums or reports that fall under
the definition of Non-Records need not be retained in any form,
provided, however, that any Non-Records relevant to reasonably
anticipated litigation, an ongoing claim or litigation, a pending
governmental investigation or regulatory matter, or a pending Public
Records Act request shall be retained and not destroyed.
b. This authorization shall not permit the destruction of those electronic
files that are routinely used, edited and updated by the City on an on-
going basis, such as a financial accounting database.
c. This authorization shall not permit the destruction of emails that are
less than five (5) years old.
Section 4: City Attorney Written Consent: The written consent of the City Attorney
will be obtained before records are destroyed. Staff will complete the Inventory and
Destruction Disposition Form, Exhibit "B", listing the records eligible for destruction in
accordance with the approved Retention Schedules. Approvals will be required from the
Department Head, City Clerk, and the Records Manager before requesting the
authorization of the City Attorney. Records will only be destroyed if they are not the
subject of or relevant to reasonably anticipated litigation, an ongoing claim or litigation, a
pending governmental investigation or regulatory matter, or a pending Public Records Act
request. Records that are potentially relevant to any reasonably anticipated litigation,
pending claim or litigation, pending governmental investigation or regulatory matter, or
that may be responsive to a pending Public Records Act request will be retained by the
City and are not authorized for destruction.
Section 5: Destruction of Records Mandated by Law: If state or federal law
mandates that a record must be destroyed within a certain period of time or by a specified
date, the City Clerk, with the written consent of the City Attorney, is hereby authorized to
destroy such records as required by state law.
Section 6: This Resolution rescinds Resolution No. 2017-31.
Resolution No. 2017-38
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PASSED, APPROVED and ADOPTED this 18th day of July, 2017.
or
Atte
ity ' lerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
I, Emily Colborn, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2017-38 was duly and regularly pas- -6 and adopted by the said
City Council at a regular meeting thereof held on July 18, '017.
111
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Resolution No. 2017-38
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
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
3.A 1 5 6 GC 34090 Includes projects that were scheduled as
Subject Files—General Topics and capital improvements but were not built.
Unbuilt Capital Improvements Files include correspondence on subject
0 matter.
3. B Subject Files—Capital Improvements C C+10 C+10 GC 34090;CCP Files include correspondence on subject
337.15 matter.
4. Correspondence**I-Chronological 2 2 GC 34090
Files
5. Grant Files A+2 A+2 GC 34090;24 Grant applications and other related
CFR 85.42 documents
6. Legal Opinions A+1 A+1 GC 34090 Correspondence with the City Attorney
7. Proclamations and Certificates of 1 3 4 GC 34090 Awards given to individuals and
Recognition/Appreciation organizations to mark special occasions/
achievements. Note: Retain 4 years unless
stated otherwise in the proclamation.
8. Film Permits C+2 C+2 GC 34090 Applications for permits to film in the City,
including correspondence&insurance
certificates.
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
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; Do not destroy all settlements,judgments,
LC 6401.7; final awards and similar final records. Note
8 CCR that if the file is being audited, it must be
§§ 10101, retained until the findings of the audit have
10101.1, become final. Review 8 CCR 10102 before
10102,10103; destroying files.
CCR 14311;
15400.2;CA
Labor Code
110-139.6
11C. Employee Training Records T T+2 T+2 GC 34090
11D. Accident Reports—Non-Employee 2 3 5 GC 34090 Non-employee accident reports;all
Injured departments including Recreation&Parks.
If claim is filed,retain original accident
report permanently with claim.
11E. Accident Reports and CaIOSHA C C+10 C+10 GC 34090; See note on 12B(Workers Compensation
Forms—Employee Injured LC 6401.7; Claims).
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration;FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
8 CCR Includes CaIOSHA Form 300,300A and 301.
§§ 10101,
10101.1, Note: Retain Employee Exposure Records
10102, 10103, for Exposure+30,see 29 CFR 1904.4,1910,
14300.33 1020(c)(5)&(d)(1)(ii)
12. Personnel Applications( not hired) 2 2 GC 12946;29
CFR 1602.31,
1627.3
13. Personnel and Employee Handbooks P P GC 34090
14. Personnel Records, Full Time T+10 10 T+20 GC 34090 Including Correspondence
Employees
Personnel Action Forms, Evaluations
Vacation and Sick Leave Requests.
NOTE: Employee Exposure Record,if any in
file, retain for Exposure+30;see 29 CFR
1910.1020(c)(5)&(d)(1)(ii)
Personnel Records, Part Time T+10 10 T+20 GC 34090 NOTE: Employee Exposure Record, if any in
15. Employees file, retain for Exposure+30;see No. 15
16.A Health&Benefits Reports 4 2 6 GC 34090 Includes eligibility for medical insurance
and other employee benefits.
16. B Benefit Policies S S+4 S+4 GC 34090 Includes policies and summary of benefits.
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration;FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
17.A Employee Relations—Recognition/ P P GC 34090
Formation Records
17. B Employee Relations Correspondence 1 5 6 GC 34090 Correspondence regarding transitory
matters that do not fall not another
employee relations category.
17.C Grievances P P GC34090
17. D Memorandum of Understanding, _ _ GC 34090 See City Clerk's Department Retention
Side Letters and any other Schedule. All original executed agreements
Agreements are given to the City Clerk for permanent
retention.
17. E Negotiations P P GC 34090
17. F Employment Relations Board (PERB) P P GC 34090
Matters
Cable Television Advisory Board P P GC 34090, This board is no longer in existence.
18.A Agendas and Minutes 36814,40801
18. B Cable Television Advisory Board— P P GC 34090
Staff Reports
19.A Emergency Preparedness Committee P P GC 34090
—Agendas and Minutes
19. B Emergency Preparedness Committee P P GC 34090
—Agenda Packets/Staff Reports
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU= Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
19.C Emergency Plans S S+7 S+7 GC 34090 Note: Do Not Destroy superseded plan if
disaster funds have been granted or are
pending; retain per grant.
19. D Disaster Council—Agendasand P P
Minutes
19. E Disaster Council—Agenda Packets/ P P GC 34090
Staff Reports.
20.A Regional Law Enforcement P P GC 34090 Every three years the City is responsible for
Committee—Agendas and Minutes packet preparation.
20. B Regional Law Enforcement P P GC 34090 Every three years the City is responsible for
Committee—Agenda Packets/Staff packet preparation.
Reports
21. Information Technology—Budget S S GC 34090
Files
22. Information Technology— S+2 S+2 GC 34090
Administrative User Manual
23. Information Technology—Software T T GC 34090 If period of license is for less than two
Licenses years, retain for two year minimum,
24. Information Technology—Software T T GC 34090 If used for less than two years,retain for
Media and Manuals two years minimum.
25. Information Technology—Project T T+4 T+4 GC 34090;CCP Includes files regarding vendor contracts.
Files 337
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
**Please Note: The current policy is that most intra-office and interoffice correspondence will not be retained in the ordinary course of business,and this category does not
require the retention of such intra-office and interoffice correspondence,including correspondence with City consultants,provided such correspondence is not retained in the
ordinary course of business.
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
1. Annexation P P GC 34090(a) Secretary of State,Certificate of
Incorporation, Background Information
2. Budget Files S S GC 34090 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 410,460,461470,
496,497,501
3B. Nomination Papers—Elected Expiration Expiration EC 17100 Records held longer if the subject of judicial
of term+4 of term+4 proceedings. Includes the"Nomination
years years Paper"
3C. Ballots 6 months 6 months EC 17505;
Applications for Vote-By-Mail Ballots after after EC 17302(b)
Election Election
date date
4. Elections—Non-elected Candidates
4A. Campaign Statements—Not Elected E E+5 E+5 GC 81009(b) Includes FPPC forms 410,460,461,470,
496,497,501
4B. Nomination Papers—Not Elected Expiration Expiration EC 17100 Records held longer if the subject of judicial
of term +2 of term +2 GC 81009(b) proceedings. Includes the"Nomination
years years Paper"
5. City Incorporation Documents P P GC 34090 (Stored in Vault, Historical value)
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration;FA=Final Approval; L=Life;P=Permanent;LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
6. Contracts P P CCP 337,343; Official signed copy of contracts&related
GC 34090 documents,including insurance certificates
and endorsements. Includes memoranda of
agreement(MOAs)and labor agreements
such as MOUs,side letter's and any other
labor agreements.
(For contracts/agreements affecting real
0 property,see 21.)
7. Council Legislative Action Files 2 5 7 GC 34090.7 All back up material presented to Council in
agenda packets(This category is Obsolete
from 2010 forward.Duplicates material in
Council Agenda Packet)
8. Council Agendas P P GC 34090 (Note: Electronic record only-retained
electronically dating back to 2001; partial
records from 1996-2001.)
9. Council Agenda Packets P P GC 34090 (Note: Electronic record only.)
10. City Council Minutes Books P P GC 34090, Original document.Vital Record-Historical
36814,40801 Value
11. City Council Ordinance Books P P GC 34090, Original Documents. Includes codes
40806 adopted by reference(Building Code, Fire
Code,etc.)
Vital Record-Historical value
12. City Council Resolution Books P P GC 34090;GC Original Documents.Vital Record-
40801 historical value
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL • CONTENT/NOTES
No.
TOTALACTIVE INACTWE
13. VC 9900 et seq. Retain records until 5 years after sale of
vehicle
14. History Archives GC 34090 Material showing the development and
history of the City-Historical value
15. Petitions 8 months 8 months EC 17200, Referendums, Recalls and Initiatives.
after after 17400 Petitions to be destroyed 8 months after
certification certification certification of results, unless subject to
of election of election judicial proceedings
16. Petitions(other than in 19) CU 1 CU+1 GC 34090,GC
50115;GC6253
17. Real Property
• Deeds GC 34090(a)
Covenants• - GC 34090(a)
• Index of sewer •• GC 34090
• Deeds for the City Parks/Trails GC 34090(a)
• Easements GC 34090(a)
Agreements• Street Vacations GC 34090(a)
• Road Deeds GC 34090(a)
• P GC 34090(a)
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION • • CONTENT/NOTES
No.
TOTALACTIVE INACTIVE
17. Real Property
40•0
Agreements
• Recorded Covenants •• . Related to encroachment permits in rights-
of-way
• CDBG GC 34090(a
18A. Statement of Economic ••• City Council,Planning Commission,City
•• Filers GC 81009(e) Manager,City Attorneys,City Treasurers,
City Finance Director(Duplicate records:
original statement filed with FPPC,
Sacramento)(FPPC Form 700)
18B. Statement of Economic Interest— 2 5 7 GC 81009(e) Officials designated in City's Conflict of
Designated Filers Interest Code- Original Statements
19. City Newsletter GC 34090 Copy of each Newsletter published-
Historical value
20. :•nds C T T+3 GC 34090 Closing documents
Note 1:Agreements should be retained
permanently pursuant to"6.Contracts".
Note 2: "T+3" means Bond records other
than agreements must be retained while
any bonds of a bond issue are outstanding
and during the three-year period following
the final maturity or redemption of the
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Exibit A
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION • CITATION CONTENT/NOTES
No.
TOTALACTIVE INACTIVE
bond issue or,if later,while any bonds that
refund bonds of that original issue are
outstanding and for the three-year period
following the final maturity or redemption
date of the latest refunding bond issue.
21. Public Records4090
22. Subpoenas 2 C+2 GC 34090
23. •0•0
24. Retain all original claims and city's answer
to claims,settlements,judgements,final
awards,and similar final records
25. Litigation Settlements,Judgements, GC 34090
Final Awards
26A. OPIA Reports
26B. •0•0
27. Finance Advisory Committee GC 34090, Finance Department provides the minutes
Minutes 40801 to the City Clerk for permanent retention.
28. Storm Drain Oversight Minutes GC 34090, Finance Department provides the minutes
40801 to the City Clerk for permanent retention.
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
29A. Community Forum Inc.— P P GC 34090 Organizational documents: Records
Organizational documents,Agendas establishing the Community Forum
and Minutes including bylaws,filings,and similar
records.
29B. Community Forum—General 2 2 GC 34090
Correspondence and Projects
30A. Redevelopment Agency— P P GC 34090 Organizational documents: Records
Organizational Documents,Agendas establishing the Community Forum
and Minutes including bylaws,filings,and similar
records.
30B. Redevelopment Agency—Agenda P P GC 34090
Packets/Staff Reports
30C. Redevelopment Agency— P P GC 34090
Resolutions
31A. Successor Agency to the Rancho P P GC 34090 Organizational documents: Records
Palos Verdes Redevelopment Agency establishing the Community Forum
—Organizational Documents Agendas including bylaws,filings,and similar
and Minutes records.
31B. Successor Agency to the RPV P P GC 34090
Redevelopment Agency—Agenda
Packets/Staff Reports
31C. Successor Agency to the RPV P P GC 34090
Redevelopment—Resolutions
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed; CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA= Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
CITY CLERK'S OFFICE
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
32A. Improvement Authority— P P GC 34090 Organizational documents: Records
Organizational Documents,Agendas establishing the Community Forum
and Minutes including bylaws,filings,and similar
records.
32B. Improvement Authority—Agenda P P GC 34090
Packets/Staff Reports
32C. Improvement Authority— P P GC 34090
Resolutions
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KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION • • CONTENT/NOTES
No.
TOTALACTIVE INACTIVE
1A. Address Files P P GC 4003, File Control Sheet Summary of
34090,36814, Application/Permit History,Planning
40801 Approvals(applications,staff reports,
memos-to-file, plans,photographs,Notices
of Decision,copies of recorded
documents), Building Permits, Statement
of Conformance with Fire Warning
Ordinances,Surveys(property line or slope
gradient)
1B. Mdress Files—Single Family C+2 C+2 GC 34090, Approved Plans for Single-family
Residential ••roved 65009,H&S Residential Projects only(except Health&
Site Plans and Health&Safety Code •: Safety Code§19850 Residential Plans[1B]
• 19850 Residentialand Site Plans[1C])
343,338
1C. Plan Storage ••• All approved plans for Single-family
Code§ 19850 Residential Plans 65009, Residential that must be retained pursuant
• to Health&Safety Code§19850 which are:
1)dwellings more than 2 stories and a
basement in height and 2)any one-story
building where the span between bearing
walls exceeds 25 feet or is a steel frame or
concrete building.
1D. Address Files—Single Family P P GC 34090, Approved Site Plans for all Single-family
Residential •• • • Site Plans 65009, Residential Projects
19850
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LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
1E. Plan Storage Files—Multi-Family P P GC 34090, Approved Plans for Non-Residential
Residential and Non-Residential 65009, H&S Projects including City projects
Plans _ 19850
2. Planning Application Project Files: P P GC 4003,4004, Action Information Sheet,Staff Reports
Coastal Permits 34090, 65009, with attachments,adopted resolutions or
Conditional Use Permits HS 19850,CCP conditions of approval,approved plans,
Conditional Large Domestic Animal 318,319,343, applications(including applications for
Permits 338 revisions), surveys(property line and slope
Encroachment Permits gradient),environmental document,notice
Environmental Assessments of hearings,and photographs. If
Exotic Animal Permits applicable,coastal permit hearing agendas
Fence,Wall&Hedge Permits and minutes.
Geologic Investigation Permits
Grading Permits
Height Variation Permits
Landslide Moratorium Exception
Permits
Landslide Moratorium Exclusion
Permits
Large Domestic Animal Permits
Lot Line Adjustments
Minor Exception Permits
Site Plan Review Permits
Sign Permits
Special Construction Permits
Resolution No.2017-38
Exibit A
Page 15 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
2. Planning Application Project Files P P
cont.:
Special Use Permits
Temporary Vendor Permits
Variance Permits
3. Legislative Application Project Files P P GC 4003,4004, Action Information Sheet,Staff Reports
(Development Code Amendments, 34090,65009, with attachments,adopted resolutions,
Zone Changes,General Plan 65860, HS applications(including applications for
Amendments,Specific Plan 19850 revisions),surveys(property line and slope
Amendments) gradient),environmental document, notice
of hearings,work papers,photographs,
copies of any recorded documents,copies
of any Zoning Map changes
4. Subdivision Application Project Files P P GC 4003,4004, Action Information Sheet,Staff Reports
(Parcel Maps and Tract Maps) 34090, with attachments,correspondence**1,
66499.37 HS adopted resolutions,applications(including
19850 applications for revisions),surveys
(property line and slope gradient),
environmental document, notice of
hearings,work papers,memos,copy of
approved tentative map,copies of any
recorded documents, legal documents,
improvement bonds, photographs, notices
Resolution No.2017-38
Exibit A
Page 16 of 42
KEY:A=Active;AR=Annual Review;AU=Audit; C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
5A. Public Notices and Public and C+1 C+2 C+3 GC 34090, Public notices and related address labels
Applicant Correspondence in 65009, CCP along with correspondence** received
Address Files, Planning Application 318,319,343, from the public and between the City and
Project Files,and Legislative 338 the applicant(including material samples,if
Application Project Files for non-City any) related to specific planning
Projects applications or miscellaneous planning
issues
5B. Consultant and Other Interoffice C+1 C+2 C+3 GC 34090, Correspondence exchanged between
Correspondence in Address Files, 65009, CCP consultant and staff(except geology—see
Planning Application Project Files, 318,319,343, record series no.9),and other interoffice
Legislative Application Project Files 338 and intra-office correspondence,if retained
for non-City Projects in the ordinary course of business.
5C. Research,and Preliminary and C+1 C+2 C+3 GC 34090, Includes drafts released to public,as well as
Administrative Drafts,in Address 65009,65860, research,and preliminary and
Files, Planning Application Project 66499.37 CCP administrative drafts if retained in the
Files, Legislative Application Project 318,319,343, ordinary course of business.
Files and Subdivision Application 338
Project Files for non-City Projects
5D. City Projects—Public Notices and C+1 C+5 C+6 GC 34090, Public notices and related address labels
Public and Applicant Correspondence 65009, CCP along with correspondence** received
in Address Files, Planning Application 318,319, from the public and applicant(including
Project Files,and Legislative 337.15,343, material samples,if any)related to specific
Application Project Files 338 planning applications or miscellaneous
planning issues
Resolution No.2017-38
Exibit A
Page 17 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
SE. City Projects-Consultant and Other C+1 C+5 C+6 GC 34090,CCP Correspondence**exchanged between
Interoffice Correspondence in 318,319, consultant and staff(except geology—see
Address Files,Planning Application 337.15,343, record series no.9),and other interoffice
Project Files, Legislative Application 338 and intra-office correspondence,if retained
Project Files in the ordinary course of business.
5F. City Projects-Research,and C+1 C+5 C+6 GC 34090, Includes drafts released to public,as well as
Preliminary and Administrative 65009,65860, research and preliminary and
Drafts,in Address Files, Planning 66499.37 CCP administrative drafts if retained in the
Application Project Files, Legislative 337.15 ordinary course of business.
Application Project Files and
Subdivision Application Project Files
6A. Environmental Impact Report Files P P GC 34090; PRC Notices, Initial Study, Publically Circulated
21167;&CEQA Draft EIR,Certified Final EIR
Guidelines
6B. Environmental Impact Report Files- FA+1 FA+2 FA+3 GC 34090; PRC Correspondence received from the public
Public and Applicant Correspondence 21167 and applicant related to environmental
impact reports.
6C. Environmental Impact Report Files- FA+1 FA+2 FA+3 GC 34090; PRC Correspondence**exchanged between
Consultant and Other Interoffice 21167 consultant and staff,and other interoffice
Correspondence and intra-office correspondence,if retained
in the ordinary course of business.
6D. Environmental Impact Report Files— FA+1 FA+2 FA+3 GC 34090; PRC Preliminary and administrative draft
Preliminary and Administrative 21167 documents,if retained in the ordinary
Drafts course of business. Does not apply to
circulated Draft EIR(see retention category
Resolution No.2017-38
Exibit A
Page 18 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent;LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL • CONTENT/NOTES
No.
TOTALACTIVE INACTIVE
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 34090.7Copies 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 • • Complete Reports submitted by project
34090, HS applicants for City review; include
19850 correspondence with geologist. Historical
Value.
10. Planning Application ••• Listing of Submitted Planning Applications
from 1975 through 1999 in book form;
2000 and forward as computerized records.
11. Miscellaneous City Project Files - LA+1 LA+4 LA+5 GC 34090 Includes reports, studies, inter-office
Initiated but not approved correspondence**, photographs,and
memos. Also,if applicable, may include
Resolution No.2017-38
Exibit A
Page 19 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent;LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
staff reports,adopted resolutions and
environmental documents. Does not
include completed City projects,which are
included in Planning Application Project
Files.
12. Commission/Committee Agendas, P P GC 34090(e)
Adopted Minutes and Resolutions
(Planning Commission,View
Restoration Commission, Equestrian
Committee,Antenna Guidelines Sub-
committee, Neighborhood
Compatibility Sub-committee,
Residential Development Standards
Sub-committee,PUMP Committee,
General Plan Update Sub-committee)
13. Reference Maps— Group A LU+2 LU+2 GC 34090 Includes land use reference maps and
Copies of Tract Maps various other study maps that are either
Copies of Parcel Maps duplicates of County records,or cease to
Copies of Record of Surveys have usefulness once replaced with an
Permit History Maps updated map.
14. Reference Maps—Group B P P GC 34090 Includes General Plan Land Use Map,
General Plan Land Use Map and Zoning Map,Coastal Specific Plan Land Use
other document maps Map,aerial maps,composite/topographic
Coastal Specific Plan Map and other maps,and various other maps in
document maps reproducible format
Resolution No.2017-38
Exibit A
Page 20 of 42
KEY:A=Active;AR=Annual Review;AU=Audit; C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
Zoning Map
Address Maps
LA County Zoning Maps
City wide aerial photos
1976 Composite Maps
Archaeology Maps
Topo maps
Land use maps
ESA Maps
15. Budget files(Dept.) S S GC 34090 Information regarding development of
department budget and copies of approved
budget
16. View Restoration Permit,View P P GC 34090 Staff Reports with attachments,adopted
Preservation Permit and City Tree resolutions or conditions of approval,
Review Permit Files memos,correspondence, photographs
17A. Consultant Files(Contracts)—Specific A A+4 A+4 GC 34090 RFQ or RFP,consultant proposals,staff
Tasks reports,copies of approved signed
contracts,regarding consultants who are
hired for a specific task.
17B. Consultant Files(Contracts)— A A+4 A+4 GC 34090 RFQ or RFP,consultant proposals,staff
General Tasks reports,copies of approved signed
contracts, regarding consultants who are
hired on a general basis and perform
ongoing work for City.
Resolution No.2017-38
Exibit A
Page 21 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
17C. Consultant Files—Non-selected 2 2 GC 34090 Proposals for consulting services that were
Proposals not selected.
18A. Litigation Files-Background C C+2 C+2 GC 34090; Attorney-client communications,copies of
34090.7 pleadings,depositions,subpoenas,
discovery,administrative record
18B. Litigation Files-Final Award, P P GC 34090 Final award,judgment,settlement or
Judgment,Settlement similar final document closing out a
litigation matter
19. Animal Control Files 2 2 GC 34090; Correspondence,statements and invoices
34090.7 regarding Los Angeles County Animal
Control. NOTE: Statements and invoices
are duplicates;Originals are in the Finance
Department.
20. Counter Schedules 2 2 GC 34090
** Please Note: The current policy is that most intra-office and interoffice correspondence will not be retained in the ordinary course of business,and this category does not
require the retention of such intra-office and interoffice correspondence,including correspondence with City consultants,provided such correspondence is not retained in the
ordinary course of business.
Resolution No.2017-38
Exibit A
Page 22 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
1. Accounts Payable AU 4 AU+4 GC 34090, Invoices approved for payment
34090.7,CCP Electronic and/or paper Purchase Orders
337 Warrant Registers,AP check copies and
related correspondence; Petty Cash and
related documents.
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. P ! P P GC 34090 Comprehensive Annual Financial Reports
Financial Reports and Audits ! (CAFR) Independent Auditor Reports,
Financial Transactions Report submitted to
State Controller's Office, HCD report,
Special and Single Audits, MTA Audit, IRS
Audit and Auditor's Recommendations
5. Bank Reconciliation AU 5 AU+5 GC 34090;26 Bank Statements, Bank Reconciliation
CFR 16001-1 Worksheets
6. Organization-wide Budget Files 2 2 GC 34090 Organization-wide budget support
documents
7. Business License Applications T 2 T+2 GC 34090 Business License Applications and copies of
business registrations(i.e.,contractor's
licenses),if applicable,and related
correspondence
Resolution No.2017-38
Exibit A
Page 23 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
8. Business License Reports 5 2 7 GC 34090;CCP Yearly report of business licenses issued by
337 the City
9. Regular Cash Receipts at the 3 4 AU+7 GC 34090;CCP Cash Receipt Summary,Cash Register Tape,
Cashier's Desk 337 Bank Deposit Ticket.(Source documents for
cash receipts filed where applicable
including Community Development and
Recreation&Parks.)
10. Special District Files AU+2 AU+2 GC 34090 Includes Miraleste and Ridgecrest
Recreation&Park Districts,ACLAD,
Klondike,and Assessment Districts;
correspondence,and invoices.
11. Detailed&Summary General& P P P GC 34090;CCP Includes capital projects and trust deposit
Subsidiary Ledgers 337 subsidiary ledgers
12. Journal Entries 3 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 5 P P GC 34090 Includes operating and capital budgets
Document
15. Payroll Records 3 4 AU+7 GC 34090;29 Bank Statements and supporting
CFR 516.2, documents,Tax Report Records, Payroll
Resolution No.2017-38
Exibit A
Page 24 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL • CONTENT/NOTES
No.
ACTIVE INAalVE •
• • . Register& Reports,Time Sheets for City
22 • •: personnel, Insurance Records(in City
Manager's office),Vacation Reports,
31.6001-1; IRecords 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.
16. ,
Treasury
-
gulation
31.6001-1
17. •• Check Stubs, EFT,ACH,and other cash
throughOther 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.
Resolution No.2017-38
Exibit A
Page 25 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year;E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
_-_ For ness License&Permit Fees,
accepted
epp teed at CasshierierDesk,see item 10
18. Trust Deposit Records AU+ 4 AU+4 GC 34090 Ledger Sheets for Individual TD's and
related correspondence
19. Finance Advisory Committee Agenda P P P GC 34090, Includes agenda copies and staff reports
Packets 34090.7,40801
20. Finance Advisory Committee Agenda P P P GC 34090
21. Finance Advisory Committee P P P GC 34090, See City Clerk's Department Retention
Minutes 40801 Schedule. Minutes are given to the City
Clerk for permanent retention
22. Storm Drain Oversight Committee P P P GC 34090, Includes agendas and staff reports
Agenda Packets 34090.7,40801
23. Storm Drain Oversight Committee P P P GC 34090
Agenda
24. Storm Drain Oversight Committee P P P GC 34090, See City Clerk's Department Retention
Minutes 40801 Schedule. Minutes are given to the City
Clerk for permanent retention
25. Monthly Cash Balance Reports 2 8 10 GC 34090 Staff Report and attached schedule(s)
presented to the City Council.
26.A Investment Accounts P P P GC 34090 LAIF Investment Statement, Merrill Lynch
CCP 337 Portfolio Report,Trade Confirmation
GC 5360
Resolution No.2017-38
Exibit A
Page 26 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION • • CONTENT/NOTES
No.
TOTALACTIVE INACTIVE
26. B Investment Policy Policy adopted by City Council annually
with the budget. It is a part of the Council
record.
27. Fixed Asset Schedule, Fixed Asset Inventory
28. Vendor Records •• Tax FormsCompleted 1099 forms
337
29. Vendor Records—W-9 AU 4 AU+4 IRC 3402;
Treasury
Regulation
31.6001-1
30. GC 34090(a) Documents relating to the financial
•- 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 GC 34090
32. :• Bonds issued and related records. Retain
while any bonds of a bond issue are
outstanding and during the three-year
period following the final maturity or
redemption of the bond issue or,if later,
Resolution No.2017-38
Exibit A
Page 27 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
while any bonds that refund bonds of that
original issue are outstanding and for the
three-year period following the final
maturity or redemption date of the latest
refunding bond issue.
33. Fee Schedules&Fee Studies S S+7 S+7 Fee schedules approved by City Council;fee
studies prepared by consultant or staff
Resolution No.2017-38
Exibit A
Page 28 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
1. Budget Files S S GC 34090 Information regarding development of
GC 34090.7 department budget and copies of approved
budget.
2. City Council Agendas&Public Works 6 months 6 1 GC 34090.7 (Duplicate record)
Staff Reports months
_ (Duplicate files)
3. Maps and Plans P P GC 4003,4004, I Rights-of-Way
34090(a) Landscape Plans
Drainage Maps
Aerial Maps
Aerial Photographs
City Maps
Maintenance&Improvement Maps
Open Space Maps(Forrestal, Barkentine)
Assessment District Maps
Contour/Topographic Maps
Engineering Drawings
Grading Maps/Plans
Park Plans(Clovercliff; Del Cerro; Founders;
Hesse; Ladera Linda; Marilyn Ryan; Ryan
Park [formerly Rancho Palos Verdes Park];
Sunset)
Civic Center Undergrounding
Traffic Control Devices
Plans&Specifications(Bid Documents)
Resolution No.2017-38
Exibit A
Page 29 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life;P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
4.A Public Works Capital Projects—City- C+1 C+9 C+10 GC 34090, Correspondence with attachments
funded,State-funded, Federally- CCP 337.15 Inter-Office Memos if retained in the
funded,and Mixed-Funding sources 7 CFR 3016.42 ordinary course of business. "i
(federal Staff Agenda Reports
funding) Follow-Up Action
Requests for Proposals(RFPs)
Requests for Qualifications(RFQs)
Complete Bid Package
Successful Proposals and Bid Contracts
Contracts(Note:Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices(Prevailing wages)
Grant files
(including CDBG for ADA Improvements)
4. B Public Works Capital Projects— C 2 C+2 GC 34090d,
Unsuccessful Bidders and Proposers 7 CFR 3016.42
Unsuccessful bids and unsuccessful
proposals responding to RFPs or RFQs
regardless of funding source.
4.C Public Works Capital Projects— C 2 C+2
Preliminary proposals/projects not GC 34090
approved Records related to proposed capital
Resolution No.2017-38
Exibit A
Page 30 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
projects that were not approved for
construction. If any grant funds were used
for preliminary work,retain for minimum
period specified in grant conditions.
4. D Public Works Capital Projects— C+1 C+9 C+10 GC 34090, Correspondence with attachments
Mixed Funding Sources CCP 337.15 Inter-Office Memos if retained in the
ordinary course of business.**
Staff Agenda Reports
Follow-Up Action
Requests for Proposals(RFPs)
Successful Proposals and Bids
Contracts(Note:Contracts are duplicates;
original in City Clerk's Office.)
Contractor and Subcontractor Time Sheets
and invoices(Prevailing wages)
Grant files
4. E Public Works Capital Projects— C 2 C+2 GC 34090, Unsuccessful bids and unsuccessful
Unsuccessful Bidders and Proposers • 7 CFR 3016.42 proposals responding to RFPs,regardless of
funding source.
4. F Public Works Capital Projects— C C+2 GC 34090d Records related to proposed capital
Preliminary proposals/project not projects that were not approved for
approved construction. If any grant funds were used
for preliminary work,retain for minimum
period specified in grant conditions.
Resolution No.2017-38
Exibit A
Page 31 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
5. Chronological Files 1 4 5 GC 34090.7 Copies of all correspondence(Used for
quick reference)(Outgoing mail;staff
reports)
6.A Encroachment Permits P P P GC 34090, H&S Utility and Cellular Permits,dumpster
19850 permits(residents),Contractor permits
6. B Encroachment Permits—Agreements T+1 T+9 T+10 GC 34090,GC Covenants filed with the County for ROW
and Covenants 34090.7 improvements. (Note:Duplicate record;
original in City Clerk's office.)
7. CU 2 CU+2 GC 34090 Correspondence;Work Papers; Reports
Assessment and Maintenance and agreements to participate and
Districts (Undergrounding,Abalone associated documents
Cove Sewer System, Landscaping and
Lighting)
8.A Inventory of Road Infrastructure 10+LU 10+LU GC 34090(a) Road signs and striping; if the last inventory
update is older than the retention period
specified,that inventory should be retained
8. B Inventory of Trees and Sidewalks 10+LU 10+LU GC 34090 Trees and sidewalks inventory;if the last
inventory update is older than the
retention period specified,that inventory
should be retained
9. Los Angeles County Road C+1 1 C+2 GC 34090 Service Request forms and related
Department Service Requests documents(i.e.,catch basin cleaning)
10. Los Angeles County Engineering C+1 1 C+2 GC 34090 Department Service Request Forms and
Service Requests related documents
Resolution No.2017-38
Exibit A
Page 32 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent;LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
11.A Maintenance Records and Non-CIP C+2 C+2 C+2 GC 34090 Streets; Roads;Sidewalks; Playground
Projects Equipment;Traffic Signals(including timing
and repair);Tree removals; Maintenance
Schedules; Maintenance Service Requests;
Summary Reports, Purchase Orders and
Invoices related to the same
11. B Purchase Orders and Invoices—not AU AU+4 AU+4 GC 34090 CCP Office supplies,printing
otherwise scheduled or related to a 337
project
12. Speed Zone Surveys 1 9 10+LU GC 34090 Speed Zone Surveys and Engineering and
Traffic Surveys
VC 22400 et
seq.,40802
13. Accident Reports C+2 5 C+7 GC 34090 Accident Reports from Sheriff's Office
14.A Traffic Safety Committee Agendas P P GC 34090(e)
and Minutes
14. B Traffic Safety Committee Staff P P P GC 34090 Note: Any staff reports relating to specific
Reports public works projects should be filed in 4A-
E as applicable,and retained for the period
specified in that record series.
14.C Traffic Investigations 5 5 10 GC 34090 Informal investigations that generate
reports that have not been addressed by
the Traffic Safety Committee
Resolution No.2017-38
Exibit A
Page 33 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
14. D Oversize Vehicle&Neighborhood C+2 C+2 GC 34090 Includes individual permit applications and
Parking Permits renewals
14. E Neighborhood Parking Permits— 1 T+2 GC 34090 Application and related records to initiate a
Neighborhood Application neighborhood parking permit program
15. Geology Studies(non-project P P GC 34090 General geology for Portuguese Bend,
related) Klondike Canyon,Abalone Cove
16.A AB 939 Annual Reports 1 5 6 GC 34090; PRC AB 939
41821,
42 USC 9601 et
seq. (CERCLA§
101 et seq.)
16. B Quarterly Reports—Commercial and 1 5 6 GC 34090,42 Quarterly reports provided by contractors
Residential Haulers USC 9601 et providing integrated solid waste
seq. (CERCLA§ management services to the City
101 et seq.)
17.A NPDES Permits and Annual Reports P P 40 CFR 122.28 National Pollutant Discharge Elimination
System permits and annual reports
Correspondence with the Regional Water
Quality Board and other agencies
Correspondence with consultant related to
permits/reports
Investigations,violations and site visits
Memorandum of Agreement(s)with other
agencies and related records regarding
joint responses(Note: MOAs are duplicate;
Resolution No.2017-38
Exibit A
Page 34 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION • • CONTENT/NOTES
No.
TOTALACTIVE INACTIVE
original in City Clerk's office)
17. B GC 34090, Consultant RFP
RecordsCCP 337 Contract(Note: Contracts are duplicate;
original in City Clerk's office)
Contract administration correspondence
Invoices(Note: Invoices are duplicates;
original in Finance Department)
18. Pavement Management Systems 10+LU23 USC 119; Pavement Management System report is
Report STIP Guidelines used in obtaining state and federal funding
Chapter 23.2.4 for preventive maintenance projects.
Retain for ten years minimum; retain last
updated report even if older than the
retention period.
Neighborhood Completed grant applications for grants
19.A awarded(from City revenues)and
supplemental data
Neighborhood GC 34090 Completed grant applications but no grant
19. B Not •-• awarded.
19. C GC 34090 Completed winners'entry forms(from City
Awardedrevenues)and supplemental data
Development ApplicationGC 34090, Approved plans,surveys,reports,studies
20. Improvement Plans 65009, (including traffic impact studies), relating to
CCP 318,319, a specific development application.
343,338
Resolution No.2017-38
Exibit A
Page 35 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
21. Development Application— C+1 C+4 C+5 GC 34090, Correspondence exchanged between
Consultant and Interoffice 65009, consultant and staff,and other interoffice
Correspondence CCP 318,319, and intra-office correspondence,if retained
343,338 in the ordinary course of business. **
Vehicle Records(City Vehicles) L+5 L+5 VC 9900 et seq. Repair,maintenance,bids,procurement,
22. research(retain records for 5 years after
sale of vehicle)
Playground Equipment—Inspections 10+LU 10+LU GC 34090 Consultant reports and inspections logs,
23.A and Repair work orders,certifications(including
safety)and audits. Retain for ten years
minimum;retain last updated inspection
report even if older than the retention
period.
23. B Inventory of Playground Equipment T T+5 T+5 Original Equipment Manuals,List of all
playground equipment owned by City
(inventory
Office Space Planning 5 5 GC 34090; RFP for consultant contract(Note:
24. CCP 337 Contracts are duplicate;original in City
Clerk's office)
Correspondence**,Office plans and
related records
Office Equipment T+2 T+2 GC 34090; Records related to purchase and use of
25. CCP 337 office equipment.
26. Easement Working File CU 2 CU+2 CCP319 Note:Copies of final easement are
duplicate;original in City Clerk's office
Resolution No.2017-38
Exibit A
Page 36 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA= Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
27. Preliminary Complaints 2 2 GC 34090 Documentation of complaints that were
dealt with at department level. (Any
complaint for which a claim was filed is
transferred to the City Clerk for retention.)
28. Policies, Practices and Procedures— S S+2 S+2 GC 34090
Public Works Department
29.A CDBG Home Improvement Grants— T T+6 T+6 24 CFR
Loans 570.502(a)
(16);24 CFR
Part 85
29. B CDBG Home Improvement Grants— C 4 C+4 24 CFR
Non Loans 570.502(a)(16);
24 CFR Part 85
29.C CDBG Administrative Grant Files C+2 C+ C+4 24 CFR Annual reports,except those regarding
570.502(a)(16); loans and capital improvements. For loans
24 CFR Part 85 and capital improvements,follow the
specific schedule for CDBG Grants—Loans
or Public Works Capital Projects,as
appropriate.
29. D Liens(Working File)—CDBG Home P P P GC 34090(a); Original liens should be filed with City
Improvement Grants 24 CFR Clerk's office
570.502(a)(16);
24 CFR Part 85
Resolution No.2017-38
Exibit A
Page 37 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
30.A Grants Received (Not CDBG)—Non- T T+6 T+6 7 CFR 3016.42;
CIP and Non-Property Acquisition 29 CFR 97.42
(federal
funding)
30.B Grants Received (Not CDBG)—Real P P P GC 34090(a) Trails,tree planting
Property Acquisition _
30.C Grants-Unsuccessful 2 2 GC 34090 City applied but no money received
30. D Grants—Money Returned T T+6 T+6 7 CFR 3016.42; City applied for grant,received money,but
29 CFR 97.42 money was returned to grantor,or grant
(federal was cancelled by grantor; retain for period
funding) specified in grant documents if longer
retention period is specified T=date
money was returned to grantor or date
grant cancelled,whichever is later.
31. Transit Working File—Agency MOUs T T+4 T+4 GC 34090;CCP Working file,copy of agreement(Note:
for PV Transit and MAX 337 MOUS are duplicate;original in City Clerk's
office)
** Please Note:The current policy is that most intra-office and interoffice correspondence will not be retained in the ordinary course of business,and this category does not
require the retention of such intra-office and interoffice correspondence,including correspondence with City consultant,provided such correspondence is not retained in the
ordinary course of business.
Resolution No.2017-38
Exibit A
Page 38 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA= Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
L ACTIVE INACTIVE TOTAL
1. Budget Files S S GC 34090 Information regarding development of
department budget and copies of
approved budget.
Cash Receipts& Financial AU+2 AU+3 AU+5 GC 34090; Cash Receipts,Credit Card Receipts,
2.A Documents (No Donations) CCP 337 Invoices, Purchase Orders.
2. B Financial Documents- Los AU+2 AU+2 GC 34090 Bank statements (checking and savings)
Serenos Docents and financial reports generated by the
Los Serenos'treasurer.
3.A Project Files 2 2 4 GC 34090 General Correspondence** with
CCP 337 Attachments
Project Reports
Docent Newsletter
REACH Newsletter
Staff Schedules
__ Special Event Related Files
3. B Project Files-Contracts I 2 C+2 GC 34090 Contracts with related documents
CCP 337 (Note: Includes duplicate of approved
contract; Original contract on File in
City Clerk's Office).
4. Recreation & Parks Committee C+2 C+2 GC 34090 Correspondence**i
Files Reports
5. Recreation & Parks Facilities C+2 C+2 GC 34090 Staff Activities
Resolution No.2017-38
Exibit A
Page 39 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration;FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
Operations CCP 338, 343 Daily Park Inspections
Public Works Work Orders
Incident Reports
6. Park Ranger Documents 2 4 6 GC 34090 Activity Reports and Citation-Related
Penal Code Documents
802
7. Recreation and Parks Staff C+2 C+2 Note: Duplicate; Original on File in City
Reports Clerk's Office
8. Committee Minutes P P P GC 34090(e) Official minutes and hearing
proceedings of governing body or
board,commission or committee
including:
Recreation & Parks Committee Minutes
Los Serenos de Point Vicente Board
Minutes
Friends Meeting Minutes
9. Facilities Use Permits&Contracts 2 2 4 GC 34090, Facility Use Permits
34090.7, Facility Rental Contracts
CCP 337,338 Instructor Permits
Instructor Contracts
(Note: Original contracts are retained
by City Clerk's Office.)
Resolution No.2017-38
Exibit A
Page 40 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
ACTIVE INACTIVE TOTAL
Recreational Activity Reports 2 2 GC 34090 Registration Materials for Special
10. CCP 337, 338 Events and Recreational Programming
11.A Timesheets 1 1 2 GC 34090, Permanent and Part-Time Employees
34090.7 Timesheets
(Note: Duplicate; Original on File in the
Finance Department)
11. B Facility Log Books 1 5 6 GC 34090, Facility Log Books
34090.7;
CCP 338, 343
11. C Time Cards 30 days 30 days 60 days GC 34090.7 Pursuant to Records Retention
Resolution,duplicates may be
destroyed. Punch Time Cards for PT
Employees are a duplicate record;
timesheets are the original record.
Punch Time Cards may be destroyed
after 30 days without further action by
City Council.
12. Historical Documents P P P GC 34090 Maps & Plans
Exhibit and Equipment Info/Plans
Park Acquisition Files
Research papers prepared by Docents
Resolution No.2017-38
Exibit A
Page 41 of 42
KEY:A=Active;AR=Annual Review;AU=Audit;C=Completed/Closed;CU=Current Year; E=Expiration; FA=Final Approval; L=Life; P=Permanent; LA=Last Activity;
LU=Last Updated(retain the last updated even if older than the retention period);S=Superseded;T=Termination
RECORDS RETENTION SCHEDULE
RECREATION and PARKS DEPARTMENT
RECORD RECORD SERIES DESCRIPTION TOTAL YEARS RETAINED CITATION CONTENT/NOTES
No.
I ACTIVE INACTIVE TOTAL
City Incorporation - Related Documents
(Note:These are duplicates;originals
are on file in City Clerk's Office)
Exhibit Info. Background
Photos(Historical)
City Anniversary Materials
Measure A and Leases/Transfers/Deeds
(Note:These are duplicates;originals
are on file in City Clerk's Office)
Grant-Related Information
Docent Bylaws Donations and Gifts for
Parks Information
501c3 and 170c Status
Nature Preserve History
PVIC History
13. Computer Training Manuals T+2 T+2 GC 34090 Computer Software Training
Manuals/Reference Materials
** Please Note: The current policy is that most intra-office and interoffice correspondence will not be retained in the ordinary course of business,and this category does not
require the retention of such intra-office and interoffice correspondence,including correspondence with City consultants,provided such correspondence is not retained in the
ordinary course of business.
Resolution No.2017-38
Exibit A
Page 42 of 42
City of Rancho Palos Verdes
Records Retention Program
Inventory and Destruction Disposition Form
Department: Date:
Dept. Head:
Please use the Record Retention Schedule attached to City Council Resolution No. 2017- when completing the columns below.
Records No. Description Destruction No. of Comments
date Boxes
These records are submitted for destruction in accordance with Resolution No. 2017-31, and approved by the City Council on June 20, 2017.
Approved for destruction:
Dept. Head: Date: Records Manager: ' Date:
City Clerk:..................................................................................................................... I Date: 1 City Attorney: Date:
.................................................................................................................................................................................................................... .......... ...
State of Destruction: I hereby certify that the items listed above (or on the attached list) have been destroyed as approved by the City Attorney.
Records destroyed on (date):
Records Administrator:
.............................................................................................................................................................................................................................................
Resolution No.2017-38
Exhibit B
Page 1 of 2
Completing the Inventory and Destruction Form
1. Please print out your department's current Retention schedule and use it as a reference for completing this form.
2. Please enter the Record No., Record Series Description, and the Year(s) of the eligible records you plan to destroy.
3. Enter the number of boxes of records to be destroyed.
4. Ask your Department Head to review the records to be destroyed and sign your Inventory and Destruction Disposition Form
5. Ask the City Clerk and Records Manager to review your records to be destroyed and sign your Inventory and Destruction
Disposition Form
6. Submit the form to the City Clerk's Office for City Attorney review.
7. Records may only be destroyed after the City Attorney's signature is obtained and the form is returned to the department.
Please contact the City Clerk's Office if you have any questions regarding this process.
Resolution No.2017-38
Exhibit B
Page 2 of 2