RPVCCA_IA_SR_2012_02_07_05_Retention_&_Destruction_SchsCITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:.
SUBJECT:
REVIEWED:
Project Manager:
HONORABLE CHAIR &MEMBERS OF THE RANCHO
PALOS VERDES IMPROVEMENT AUTHORITY fIi::).
CARLA MORREALE,COMMISSION SECRETAR~
FEBRUARY 7,2012
RECORDS RETENTION AND DESTRUCTION
SCHEDULES
CAROLYN LEHR,CHIEF ADMINISTRATIVE OFFICE~rc..,
Lorna Cloke,Administrative Analyst II/Records Manager
RECOMMENDATION
Adopt Resolution No.IA 2012-_,a Resolution of the Rancho Palos Verdes
Improvement Authority,adopting a retention schedule for records maintained by the
Commission Secretary,and approving record destruction schedules.
BACKGROUND
The City of Rancho Palos Verdes is one of the signatories to the Rancho Palos Verdes
Improvement Authority joint powers agreement.In 1985,the City of Rancho Palos
Verdes established a Records Retention Program to eliminate the unnecessary build-up
of records and to maintain an inventory of both active and inactive records.The
program was put in place after retention and destruction schedules were devised and
related policies were established to facilitate the orderly and efficient transfer,retention,
and destruction of records.The schedules were developed to satisfy administrative,
legal,State and Federal requirements for records retention and,since their adoption,
have been amended by the City on an as-needed basis.
Staff for some of the City's departments also perform work for the Improvement
Authority and maintain records for the Improvement Authority.To maintain consistency
with the City's practice,the Commission Secretary and the Authority Attorney
recommend that the Commission approve the attached destruction schedules,which
list records that have served their useful life.The destruction schedules were
developed using the same records retention periods adopted by the City so that records
IA 5-1
IA Records Retention and Destruction Schedules
February 7,2012
Page 2 of 3
applicable to the Improvement Authority that are maintained in all City Departments are
also covered by these destruction schedules.
Additionally,the Commission Secretary has developed a records retention schedule for
certain specific Authority records maintained by the Commission Secretary,and is
seeking the Improvement Authority's approval of that schedule.
The Authority Attorney has directed that staff must retain any records that are subject to
a legal hold.These include records that are potentially relevant to any reasonably
anticipated claim or litigation,any ongoing claim or litigation,any pending employee
grievance,any pending governmental investigation or regulatory matter,any pending
Public Records Act request,or any pending audit or other similar legal matter.This
guidance is articulated in the proposed Resolution and is included in the preamble at
the top of each department's proposed Destruction Schedule.
DISCUSSION
Staff recently reviewed the Authority's destruction schedules with the Authority's legal
counsel.By approving those destruction schedules,the Authority's records destruction
will remain consistent with the City's destruction schedule.
Additionally,staff is recommending that the Rancho Palos Verdes Improvement
Authority approve the retention schedule for records maintained by the Commission
Secretary (Exhibit "A"to the attached Resolution).The Commission Secretary has and
would continue to retain the Improvement Authority's Agendas,Minutes,and
Resolutions as permanent records.The Improvement Authority's Agenda Packets
which include agendas,related staff reports,attachments,late correspondence,and the
follow-up agendas would continue to be retained seven years.
CONCLUSIONS
The Improvement Authority's adoption of the proposed Resolution,which adopts the
retention schedule for records maintained by the Commission Secretary and approves
destruction schedules for all departments,will ensure a systematic approach to
managing the life cycle of the Improvement Authority's records and sustain continued
compliance with state and federal laws and other record-keeping guidelines.Staff has
reviewed and approved the retention schedule and the Improvement Authority's legal
counsel has provided legal review of the schedule.Authority Destruction Schedules
(Exhibit "B"to the attached Resolution)list documents that can be destroyed,and the
Resolution authorizes their destruction.However,as noted on each of the attached
departmental Destruction Schedules,the Authority Attorney has directed that any
records contained in the files listed on Exhibit "B"that are subject to a legal hold must
be retained by the Authority and cannot be destroyed.
IA 5-2
IA Records Retention and Destruction Schedules
February 7,2012
Page 3 of 3
Attachments:
Resolution No.IA 2012-
Exhibit A-2012 Secretary to the Improvement Authority Records Retention Schedule
Exhibit B-2012 Department Records Destruction Schedules
IA 5-3
RESOLUTION NO. IA 2012-___
A RESOLUTION OF THE RANCHO PALOS VERDES IMPROVEMENT
AUTHORITY AMENDING THE IMPROVEMENT AUTHORITY RECORD
RETENTION SCHEDULES AND AUTHORIZING THE DESTRUCTION
OF CERTAIN IMPROVEMENT AUTHORITY RECORDS AS PROVIDED
BY STATE LAW
WHEREAS, the retention of numerous obsolete records is unnecessary for the
effective and efficient operation of the government of the Rancho Palos Verdes
Improvement Authority; and
WHEREAS, the approval of guidelines for the ongoing disposition of obsolete
Improvement Authority records will assist the Commission in the effective management
of records, as well as provide for the efficient review of records proposed for disposal;
and
WHEREAS, Government Code Section 34090 provides a procedure for the
destruction of any Improvement Authority record that has served its purpose and is no
longer required; 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 policies 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 Rancho Palos Verdes
Improvement Authority as follows:
Section 1. Definitions. For purposes of this Resolution and the attached
Exhibits, the following definitions shall apply:
(a) “Improvement Authority Records”: 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,
optical media, electronically transmitted mail (e-mail), facsimile, or electronic file), 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
IA 5-4
duties and was made or retained for the purpose of preserving its informational content
for future reference.
(b) “Non-Records”: Anything which constitutes an objective lasting indication
of a writing, event or other information that does not fall under the definition of a
Improvement Authority 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 Improvement Authority in the ordinary
course of business even if they contain information relating to the conduct of the
Commission'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 Commission’s business.
(c) “Legal Hold”: the duty of the Rancho Palos Verdes Improvement Authority
to preserve and not destroy any records that are potentially relevant to any of the
following in which the Commission may be involved: a reasonably anticipated claim or
litigation; an ongoing claim or litigation; a pending employee grievance; a pending
regulatory or governmental investigation; a pending subpoena; a pending Public
Records Act request; a pending audit or other similar legal matter. Any records subject
to a Legal Hold must be preserved in all forms in which the record exists, including both
paper and electronic format.
Section 2. Retention Schedule.
(a) The attached Records Retention Schedule for the Rancho Palos Verdes
Improvement Authority’s Records, which is attached hereto as Exhibit “A” and
incorporated herein by this reference, is hereby approved.
(b) Improvement Authority Records shall be retained for the minimum periods
listed in Exhibit “A” and until approved for destruction in accordance with Government
Code Section 34090.
(c) Non-Records need not be retained in any form, provided, however, that
any Non-Records that are subject to a Legal Hold shall be retained and shall not be
destroyed until notice is provided by the responsible attorney for the Rancho Palos
Verdes Improvement Authority that such Non-Records no longer need be retained.
Section 3. Excepted Records. The provisions of Section 2 above and Section 6
below do not authorize the destruction of:
(a) Records affecting the title to real property or liens thereon.
(b) Court records.
Resolution No. IA 2012-___
Page 2 of 4
IA 5-5
(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, the Improvement Authority, or any City Committee or
Commission.
Section 4. Destruction of Duplicates. Pursuant to Government Code Section
34090.7, the Rancho Palos Verdes Improvement Authority hereby authorizes
destruction of duplicates of Commission Records if such duplicates are no longer
required, provided that the original is retained in accordance with the Records Retention
Schedule and Destruction Schedule.
Section 5. Destruction of E-mail and Electronic Records. Unless retention in
electronic format is otherwise required by law, Exhibit A, or a Legal Hold, the Rancho
Palos Verdes Improvement Authority hereby authorizes destruction of e-mail and
electronic records as duplicates, provided that printed copies are retained as follows:
(a) In lieu of retaining an e-mail in electronic format, an e-mail printed on
paper may be retained as the original Improvement Authority Record in accordance with
its appropriate retention schedule so long as the printed e-mail includes the identity of
the sender and recipient, the date and time of the e-mail, and any attachments. If a
printed e-mail is retained as the original Improvement Authority Record, the electronic
version is deemed to be a duplicate and may be destroyed after the e-mail is printed,
without further approval by the Improvement Authority or the Authority Attorney,
provided, however, that any such e-mail in electronic format that is subject to a Legal
Hold shall not be destroyed until notice is provided by the responsible attorney for the
Commission that such electronic record no longer need be retained.
(b) In lieu of retaining any letter, memorandum or report in electronic format,
the final version of a letter, memorandum or report printed on paper may be retained as
the original Commission Record. If a printed letter, memorandum or report is retained
as the original Commission Record, the electronic version is deemed to be a duplicate
and may be destroyed after the original is printed, without further approval by the
Improvement Authority or the Authority Attorney, provided, however, that any such
electronic record that is subject to a Legal Hold shall not be destroyed until notice is
provided by the responsible attorney for the Commission that such electronic record no
longer need be retained.
(c) The authorization to destroy duplicates provided by this Section shall not
permit the destruction of those electronic files that are routinely used, edited and
updated by the Commission on an on-going basis, such as a financial accounting
database.
Resolution No. IA 2012-___
Page 3 of 4
IA 5-6
Resolution No. IA 2012-___
Page 4 of 4
Section 6. Approval of Destruction of City Records.
(a) The Improvement Authority Records set forth in the departmental
Destruction Schedules attached hereto as Exhibit "B" are hereby authorized to be
destroyed as provided by Section 34090 of the Government Code upon the
Commission Secretary’s receipt of the Authority Attorney’s written consent to such
destruction.
(b) Commission Records that are subject to a Legal Hold shall be retained
and are not authorized for destruction, even if their general category is included on the
“Destruction Schedules” listed in Exhibit “B”, until notice is provided by the responsible
attorney for the Improvement Authority that such Commission Records subject to a
Legal Hold no longer need be retained.
(c) All Improvement Authority Records that are approved for destruction that
are in paper format of a sensitive or confidential nature shall be shredded.
Section 7. Destruction of Records Mandated by Law. If state or federal law
mandates that a Rancho Palos Verdes Improvement Authority Record must be
destroyed within a certain period of time or by a specified date, the Commission
Secretary, with the written consent of the Authority Attorney, is hereby authorized to
destroy such records as required by state law.
PASSED, APPROVED and ADOPTED this 7th day of February 2012.
_____________________
Chair
Attest:
______________________
Commission Secretary
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
I, Carla Morreale, Secretary to the Rancho Palos Verdes Improvement Authority, hereby
certify that the above Resolution No. IA 2012-___ was duly and regularly passed and
adopted by the said Rancho Palos Verdes Improvement Authority at a regular meeting
thereof held on February 7, 2012.
__________________________
Commission Secretary
IA 5-7
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IA 5-8
RESOLUTION NO. IA 2012-__ - EXHIBIT “B”
FEBRUARY 2012
RANCHO PALOS VERDES IMPROVEMENT AUTHORITY
DESTRUCTION SCHEDULE
DEPARTMENT: SECRETARY TO THE IMPROVEMENT AUTHORITY
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule or in the Resolution adopting this
destruction schedule. The written consent of the Authority Attorney to such destruction
must be received by the Commission Secretary before any records on this schedule
may be destroyed. Staff shall review the retention schedule for applicable exceptions
and instructions before destroying any of the records listed below. The Record Number
refers to the Department’s retention schedule and the Series Description refers to the
type of record as it appears on that schedule. Any records contained in the files listed
below that are potentially relevant to any reasonably anticipated claim or litigation, any
ongoing claim or litigation, any pending employee grievance, any pending governmental
investigation or regulatory matter, any pending Public Records Act request, or any
pending audit or other similar legal matter, will be retained by the Improvement
Authority.
Record Number
Record Series Description
Records Eligible for
Destruction
2 Improvement Authority Agenda Packets 2004 and prior
Resolution No. IA 2012-__
Exhibit B
1 of 11
IA 5-9
FEBRUARY 2012
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule or in the Resolution adopting this
destruction schedule. The City Attorney’s written consent to such destruction must be
received by the City Clerk before any records on this schedule may be destroyed. Staff
shall review the retention schedule for applicable exceptions and instructions before
destroying any of the records listed below. The Record Number refers to the
Department’s retention schedule and the Series Description refers to the type of record
as it appears on that schedule. Any records contained in the files listed below that are
potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim
or litigation, any pending employee grievance, any pending governmental investigation
or regulatory matter, any pending Public Records Act request, or any pending audit or
other similar legal matter, will be retained by the City.
Record
Number
Record Series Description
Records Eligible for
Destruction
1 Weekly Administrative Report 2007 and prior
2 Budget Files 2009 and prior
3A Subject Files – General Topics and Unbuilt
Capital Improvements
2005 and prior
3B Subject Files – Capital Improvements Completed in 2001 and
prior
4 Correspondence – Chronological Files 2005 and prior
5 Grant Files Expired in 2005 and
prior
6 Legal Opinions 2001 and prior
8 Proclamations and Certificates of
Recognition/Appreciation
2007 and prior
9 Film Permits 2007 and prior
10 Parking Citation Reports 2009 and prior
12B Workers Compensation Claims Claims closed in 2001
and prior, except
records similar to those
listed under 25B of the
City Clerk’s Schedule
12C Employee Training Records Employment terminated
in 1991 and prior
12D Accident Reports – Non-Employee Injured 2006 and prior
12E Accident Reports and CalOSHA Forms –
Employee Injured
Cases closed in 2001
and prior, but see note
Resolution No. IA 2012-__
Exhibit B
2 of 11
IA 5-10
on Retention Schedule
under 12B
13 Personnel Applications (not hired) 1 2009 and prior
15 Personnel Records, Full-time Employees 1
(except Employee Exposure Record, if any)
Employment terminated
in 1991 and prior
16 Personnel Records, Part-time Employees1
(except Employee Exposure Record, if any)
Employment terminated
in 1991 and prior
17A Health and Benefits Reports 2005 and prior
17B Benefit Policies Superseded in 2004
and prior
18B Employee Relations Correspondence 2005 and prior
19B Cable Television Advisory Board – Staff
Reports
2004 and prior
20B Emergency Preparedness Committee –
Agenda Packets/Staff Reports
2004 and prior
20C Emergency Plans Superseded in 2004
and prior
20E Disaster Council – Agenda Packets/Staff
Reports
2004 and prior
21A Regional Law Enforcement Committee –
Agenda Packets Reports
2004 and prior
Resolution No. IA 2012-__
Exhibit B
3 of 11
1 No relevant personnel file may be destroyed while an employment complaint, grievance or litigation is
pending. Confer with attorney representing City in matter before destroying any personnel files if such a
matter is pending.
IA 5-11
FEBRUARY 2012
DESTRUCTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule or in the Resolution adopting this
destruction schedule. The City Attorney’s written consent to such destruction must be
received by the City Clerk before any records on this schedule may be destroyed. Staff
shall review the retention schedule for applicable exceptions and instructions before
destroying any of the records listed below. The Record Number refers to the
Department’s retention schedule and the Series Description refers to the type of record
as it appears on that schedule. Any records contained in the files listed below that are
potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim
or litigation, any pending employee grievance, any pending governmental investigation
or regulatory matter, any pending Public Records Act request, or any pending audit or
other similar legal matter, will be retained by the City.
Record
Number
Record Series Description
Records Eligible
for Destruction
1, 2, 3
and 4
Notice Envelopes returned by the post office
(obsolete category) in Address and Project Files
2009 and prior
1B Address Files – Residential Plans except
Approved Site Plans and Health & Safety Code
§ 19850
Completed in
2009 and prior
5A Public Notices and Public and Applicant
Correspondence in Address Files, Planning
Application Project Files, Legislative Application
Project Files for Non-City Projects
Completed in
2006 and prior
5B Consultant and other Interoffice Correspondence
in Address Files, Planning Application Project
Files, Legislative Application Project Files for Non-
City Projects.
Completed in
2006 and prior
5C Research, and Preliminary and Administrative
Drafts, in Address Files, Planning Application
Project Files, Legislative Application Project Files
and Subdivision Application Project Files for Non-
City Projects
Completed in
2006 and prior
5D City Projects – Public Notices and Public and
Applicant Correspondence in Address Files,
Planning Application Project Files, and Legislative
Application Project Files
Completed in
2001 and prior
5E City Projects – Consultant and other Interoffice
Correspondence in Address Files, Planning
Application Project Files, and Legislative
Completed in
2001 and prior
Resolution No. IA 2012-__
Exhibit B
4 of 11
IA 5-12
Application Project Files.
5F City Projects - Research and Preliminary and
Administrative Drafts in Address Files, Planning
Application Project Files, Legislative Application
Project Files, and Subdivision Application Project
Files.
Completed in
2001 and prior
6B Environmental Impact Report (EIR) Files - Public
and Applicant Correspondence
Final approval in
2008 and prior
6C Environmental Impact Report (EIR) Files –
Consultant and other Interoffice Correspondence
Final approval in
2008 and prior
6D Environmental Impact Report (EIR) Files –
Preliminary and Administrative Drafts
Final approval in
2008 and prior
7 Chronological Files 2009 and prior
8A Code Enforcement Case Files Completed in
2006 and prior
8C Escort and Massage Permits Terminated in
2009 and prior
11 Miscellaneous City Project Files – Initiated but not
approved
Last activity in
2006 and prior
13 Reference Maps – Group A
Copies of Tract Maps
Copies of Parcel Maps
Copies of Record Surveys
Permit History Maps
2006 and prior
unless no
update; always
RETAIN last
updated map or
survey despite
date
15 Budget Files 2009 and prior
17A Consultant Files (Contracts) – Specific Tasks Completed in
2007 and prior
17B Consultant Files (Contracts) – General Tasks Expired in 2007
and prior
17C Consultant Files - Non-selected Proposals
2009 and prior
18A Litigation Files - Background Case closed in
2009 and prior
19 Animal Control Files 2009 and prior
N/A Planning Commission Agenda Packets (Duplicate
records that are filed with record series 1, 2, 3, 4,
5A, 5B, 5D, 5E, 6, 6A, 6B, 11 and 12A)
2011 and prior
Resolution No. IA 2012-__
Exhibit B
5 of 11
IA 5-13
FEBRUARY 2012
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE AND INFORMATION TECHNOLOGY
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule or in the Resolution adopting this
destruction schedule. The City Attorney’s written consent to such destruction must be
received by the City Clerk before any records on this schedule may be destroyed. Staff
shall review the retention schedule for applicable exceptions and instructions before
destroying any of the records listed below. The Record Number refers to the
Department’s retention schedule and the Series Description refers to the type of record
as it appears on that schedule. Any records contained in the files listed below that are
potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim
or litigation, any pending employee grievance, any pending governmental investigation
or regulatory matter, any pending Public Records Act request, or any pending audit or
other similar legal matter, will be retained by the City.
Record Number
Record Series Description
Records Eligible for
Destruction
1 Accounts Payable Audit finalized in
2004 and prior
2 Accounts Receivable Audit finalized in
2004 and prior
3 Finance & Information Technology
Department Budget Files
2009 and prior
5 Bank Reconciliation
Audit finalized in
2004 and prior
6 Organization-wide Budget Files 2009 and prior
7 Business License Applications Expired in 2006
and prior
8 Business License Reports 2004 and prior
9 Regular Cash Receipts at Cashier’s Desk Audit finalized in
2004 and prior
10 Special District Files 2000 and prior
11 Detailed & Summary General & Subsidiary
Ledgers
2001 and prior
12 Journal Entries 2001 and prior
13 Ledger Reconciliations 2008 and prior
15 Payroll Records Audit finalized in
2004 and prior
16 W-4 Audit finalized in
2004 and prior
17 Non-regular Revenue Receipts through
Other Channels
Audit finalized in
2004 and prior
Resolution No. IA 2012-__
Exhibit B
6 of 11
IA 5-14
18 Trust Deposit Records 2001 and prior
19 Finance Advisory Committee Agenda Packets 2004 and prior
22 Storm Drain Oversight Committee Agenda
Packets
2004 and prior
25 Monthly Cash Balance Reports 2001 and prior
26A Investment Accounts 2001 and prior
27 Fixed Asset System Audit finalized in
2004 and prior
28 Vendor Records – 1099 Tax Forms Audit finalized in
2004 and prior
29 Vendor Records – W-9 Terminated in
2007 and prior
30 CDBG Home Improvement Grant Loans –
Payment Records
Loan terminated in
2005 and prior
32 Bond Issues/Debt Service Terminated in
2008 and prior
33 Fee Schedules & Fee Studies Superseded in
2004 and prior
34 IT Administrative User Manual Superseded in
2009 and prior
35 IT Software Licenses License
terminated, but
retain a minimum
of 2 years
36 IT Software Media and Manuals Use terminated,
but retain a
minimum of 2
years
37 IT Project Files Terminated in
2007 and prior
Resolution No. IA 2012-__
Exhibit B
7 of 11
IA 5-15
FEBRUARY 2012
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule or in the Resolution adopting this
destruction schedule. The City Attorney’s written consent to such destruction must be
received by the City Clerk before any records on this schedule may be destroyed. Staff
shall review the retention schedule for applicable exceptions and instructions before
destroying any of the records listed below. The Record Number refers to the
Department’s retention schedule and the Series Description refers to the type of record
as it appears on that schedule. Any records contained in the files listed below that are
potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim
or litigation, any pending employee grievance, any pending governmental investigation
or regulatory matter, any pending Public Records Act request, or any pending audit or
other similar legal matter, will be retained by the City.
Record Number
Record Series Description
Records Eligible for
Destruction
1 Budget Files 2009 and prior
2 City Council Agendas & Public Works Staff
Reports (Duplicate Files)
2010 and prior
4A Public Works Capital Projects – City-
funded, State-funded, Federally-funded,
and Mixed Funding Sources
Projects completed in
2001 and prior
4B Public Works Capital Projects –
Unsuccessful Bidders and Proposers
Projects completed in
2008 and prior
4C Public Works Capital Projects – Preliminary
proposals / project not approved
Last Activity in 2008
and prior
5 Chronological Files 2006 and prior
6A Encroachment Permits Terminated in 2001
and prior
6B Encroachment Permits – Agreements and
Covenants
Terminated in 2001
and prior
7 Assessment and Maintenance Districts
(Undergrounding, Abalone Cove Sewer
System, Landscaping and Lighting)
2000 and prior
8A Inventory of Road Infrastructure 2001 and prior unless
no update; always
retain last updated
inventory
Resolution No. IA 2012-__
Exhibit B
8 of 11
IA 5-16
8B Inventory of Trees and Sidewalks 2001 and prior unless
no update; always
retain last updated
inventory
9 Los Angeles County Road Department
Service Requests
Completed in 2006 and
prior
10 Los Angeles County Engineering Service
Requests
Completed in 2006 and
prior
11A Maintenance Records and Non-CIP
Projects
2001 and prior
11B Purchase Orders and Invoices – not
otherwise scheduled or related to a project
Terminated in 2007
and prior
12 Speed Zone Surveys 2001 and prior unless
no update; always
retain last updated
survey
13 Accident Reports 2001 and prior
14B Traffic Safety Commission Staff Reports 2004 and prior
14C Traffic Investigations 2001 and prior
14D Oversize Vehicle & Neighborhood Parking
Permits
2005 and prior
14E Neighborhood Parking Permits –
Neighborhood Application
Terminated in 2009
and prior
18 Pavement Management Systems Report 2001 and prior unless
no update; always
retain last updated
report
19A Neighborhood Beautification Grants –
Awarded
2005 and prior
19B Neighborhood Beautification Grants – Not
Awarded
2009 and prior
19C Recyclers of the Month Grants - Awarded 2005 and prior
21 Development Application – Consultant and
Interoffice Correspondence
Completed in 2006 and
prior
22 Vehicle Records (City Vehicles) Vehicle disposed of in
2006 and prior
23 Playground Equipment – Inspections 2001 and prior unless
no update; always
retain last updated
inspection report
24 Office Space Planning 2006 and prior
25 Office Equipment Terminated in 2009
and prior
Resolution No. IA 2012-__
Exhibit B
9 of 11
IA 5-17
26 Easement Working File 2006 and prior
27 Preliminary Complaints 2009 and prior
28 Policies, Practices and Procedures – Public
Works Department
Superseded in 2009
and prior
29A CDBG Home Improvement Grants – Loans Loans terminated in
2005 and prior
29B CDBG Home Improvement Grants – Non-
Loans
2005 and prior
29C CDBG Administrative Grant Files 2005 and prior
30A Grants Received (Not CDBG) – Non-CIP
and Non-Property Acquisition
Terminated in 2005
and prior
30C Grants - Unsuccessful 2009 and prior
30D Grants – Money Returned Terminated in 2005
and prior
31 Transit Working File – Agency MOUs for
PV Transit and MAX
Terminated in 2007
and prior
Resolution No. IA 2012-__
Exhibit B
10 of 11
IA 5-18
Resolution No. IA 2012-__
Exhibit B
11 of 11
FEBRUARY 2012
DESTRUCTION SCHEDULE
DEPARTMENT: RECREATION AND PARKS
The following list of official record series is eligible for destruction, subject to any
exceptions noted on the retention schedule or in the Resolution adopting this
destruction schedule. The City Attorney’s written consent to such destruction must be
received by the City Clerk before any records on this schedule may be destroyed. Staff
shall review the retention schedule for applicable exceptions and instructions before
destroying any of the records listed below. The Record Number refers to the
Department’s retention schedule and the Series Description refers to the type of record
as it appears on that schedule. Any records contained in the files listed below that are
potentially relevant to any reasonably anticipated claim or litigation, any ongoing claim
or litigation, any pending employee grievance, any pending governmental investigation
or regulatory matter, any pending Public Records Act request, or any pending audit or
other similar legal matter, will be retained by the City.
Record Number
Record Series Description
Records Eligible for
Destruction
1 Activity Reports (Duplicate Record) 2009 and prior
2 Budget Files 2009 and prior
3A Cash Receipts and Financial Documents
(No Donations)
2006 and prior
3B Financial Documents – Los Serenos
Docents
2001 and prior
4A Project Files 2007 and prior
4B Project Files – Contracts Completed in 2007
and prior
5 Recreation and Parks Committee Files 2004 and prior
6 Recreation and Parks Facilities
Operations
2005 and prior
7 Park Ranger Documents 2005 and prior
8 Recreation and Parks Staff Reports 2007 and prior
10 Facilities Use Permits and Contracts 2007 and prior
11A Inventory of Playground Equipment Terminated in
2006 and prior
11B Playground Equipment – Inspection and
Repair
2001 and prior
12 Recreational Activity Reports 2007 and prior
13A Timesheets 2009 and prior
13B Facility Log Books 2005 and prior
15 Computer Training Manuals Terminated in
2009 and prior
IA 5-19