Resolution — Alameda City Council, December 17, 2024

CITY OF ALAMEDA RESOLUTION NO. ______

APPROVING THE RECORDS RETENTION SCHEDULE
WHEREAS, the destruction of certain public records is authorized by State law under Government Code section 34090, et seq. with the approval of the City Council by resolution and the written consent of the City Attorney; and WHEREAS, the City Council believes there are benefits of ease of administration to adopting a Records Retention Schedule governing the disposition and destruction of official City records in accordance with state and federal laws, and records management best practices; and
WHEREAS, on February 19, 2013, and March 20, 2018, the City Council adopted a records retention schedule for all documents; and
WHEREAS, on December 2, 2024, the Open Government Commission reviewed a revised records retention schedule and recommended the City Council adopt the revised schedule.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Alameda, California as follows:

SECTION 1. The Records Retention Schedule, attached hereto as Exhibit A and incorporated as part of the Resolution, is hereby adopted.

SECTION 2. The Department Head of each department is authorized to maintain and destroy records in accordance with the respective department Retention Schedules, subject to written approval of the City Manager and the City Attorney prior to any proposed destruction as required by Government Code section 34090.

SECTION 3. Any changes to City of Alameda Records Retention Schedule shall be approved by the City Council.

Retention Codes Department Codes
AA = After Audit ACT = Active ATTY = City Attorney CD = Community Development AE = After Expiration AP = After Payoff CLK = City Clerk CM = City Manager AT = After Termination AS = After Settlement FIN = Finance FIRE = Fire & EMS CL = Close/Completion AV = Administrative Value LBR = Library HRD = Human Resources EL = Election CYE = Current Year End IT = Information Technology MYR = Mayor & Council FYE = Fiscal Year End PERM = Permanent PARK = Recreation & Parks PD = Police US = Until Superseded PWKS = Public Works
City of Alameda – Records Index and Retention Schedule Revised January 2018

Exhibit A
RECORDS RETENTION SCHEDULE – GENERAL (All Departments)

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATION

ACCIDENT/INCIDENT REPORTS
Reports of accidents to persons on City property or in any other situation in which the City could be a party to a lawsuit
CYE+5 GC 34090
BUDGET DOCUMENTATION – DEPARTMENT WORK PAPERS
Records used exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents
FYE+5 GC34090

BUDGET DOCUMENTATION
Fund encumbrance and expenditure reports. Status report showing expenditures and encumbrances against a budget, i.e., Budget Performance Report
FYE+5 GC 34090

CERTIFICATES AND LICENSES
Certificates, licenses, or permits required for employees to qualify for or remain eligible to hold a position requiring rectification or licensing
US+5 GC34090

CITIZEN COMPLAINTS
Complaints, other than those noted elsewhere in this schedule, received from the public by a governing body or any officer or employee relating to City policy
CYE+5 GC34090,
Dept. Policy

CONTRACTS, LEASES, MOU'S, AND AGREEMENTS
Includes contracts for services, equipment, supplies, contracts which could result in future City liability, contracts with County, State, or Federal government funding sources, contracts for the sale or purchase of real property (Department Copy)
AE+5 GC34090

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

CORESPONDENCE AND INTERNAL MEMORANDA - POLICY AND PROGRAM DEVELOPMENT Records pertaining to the formulation, research, planning, modification, implementation, or redefinition of City policies, programs, services, or projects.

US+2 Dept. Policy
CORRESPONDENCE AND INTERNAL MEMORANDA – ADMINISTRATIVE
Documents pertaining to or arising from routine administration or operation of City policies, programs, services, and projects (includes both incoming and outgoing documents) CYE+3 Dept. Policy

CORRESPONDENCE AND INTERNAL MEMORANDA - CHRONOLOGICAL FILES Copies of correspondence and/or reports arranged in chronological order (by date issued) for quick reference CYE+3 Dept. Policy FINANCIAL REPORTS – PERIODIC
Monthly, bimonthly, quarterly, or semi -annual financial reporting on accounts, funds, or projects of the City created either for internal use or submission to State agencies, except specific reports of similar types noted in this or other schedules
CYE+5 GC 34090

GOALS AND OBJECTIVES
Department Performance measures, goals, and objectives CYE+5 GC 34090 NEWS RELEASES, NEWSLETTERS, AND PRESS RELEASES CYE+7 Dept. Policy

ORGANIZATIONAL CHARTS
See Bi-Annual Budget for official organization charts. US Dept. Policy

PHOTOGRAPHS, RECORDINGS, AND NONTEXTUAL MEDIA
Photographs, scrapbooks, slides, sound recordings, videotapes, posters, and other non -textual media that document the history and activities of the City or any of its departments, programs, or projects except such records noted elsewhere in this or other schedules.

PERM Dept. Policy

POLICY AND PROCEDURE DOCUMENTATION
Executive orders, directives, manuals, and similar documents issued by the City, for the City US+5 Dept. Policy

PUBLICATIONS-PROMOTIONAL AND MARKETING MATERIALS
Pamphlets, reports, studies, proposals, and similar material printed by or for the City or any department, division, or program and distributed, or intended for distribution on request to City staff or to the public.

CYE+7 Dept. Policy

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

PURCHASING RECORDS
Departmental requisitions, purchase orders, requests for encumbrance (FN-024), warehouse requisitions FYE+5 GC 34090 INCOMING PAYMENTS AV Dept. Policy
PUBLIC RECORDS REQUESTS CEY+5 GC 34090

REPORTS AND STUDIES (NON-FISCAL) - ANNUAL REPORTS
Reports, performance audits, or planning studies submitted to the Council, City Manager, Mayor, or State agency, on the performance of a department, program, or project, or for planning purposes. Includes those prepared by consultants under contract with the City
PERM Dept. Policy

REPORTS AND STUDIES (NON-FISCAL)
Reports or studies prepared by order or request of a governing body (as reflected in its minutes), or ordered or requested by a Federal or State agency or court
PERM Dept. Policy

REPORTS AND STUDIES (NON-FISCAL)
Special reports or studies prepared by order or request of the City Manager 5 Dept. Policy

REPORTS AND STUDIES (NON-FISCAL)
Routine monthly, bimonthly, quarterly or semi-annual reports CYE+5 GC 34090 TRAVEL RECORDS CYE+5 GC 34090

CITY OWNED FACILITY RENTAL RECORDS
Records associated with rental of City -owned facilities, including parks, senior centers, and recreation rooms.

Record types include applications, special event permits, deposits, receipts, and associated documentation. 10 Dept. Policy

BOARDS AND COMMISSIONS

AGENDAS - BOARDS AND COMMISSIONS
Published meeting agendas and/or notices CYE+8 GC 34090

AGENDAS - BOARDS AND COMMISSIONS AGENDA PACKETS AND SUPPORTING DOCUMENTATION Retain one copy of each document submitted to a meeting of a governing body for consideration, approval, or action, if such action is reflected in minutes of the meeting. Includes appeals

CYE+15 GC 34090

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

MINUTES - BOARDS AND COMMISSIONS
Audio and/or video tapes of meetings for which written minutes are prepared. PERM AMC Section 2-91.14(b) COMMISSIONER ATTENDANCE RECORDS 10 GC 34090
GRANTS

GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS
Successful grant applications and proposals CL+5 GC 34090

GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS
Records relating to unsuccessful grant proposals CYE+2 GC34090

PERSONNEL AND PAYROLL

EMPLOYEE TIME SHEETS/CARDS - DEPARTMENT COPIES
Includes application for leave of absence - leave requests. Retain for grant fund audit and FEMA reports. AA+6 GC34090,
29CFR516.2,
26CFR31.6001
(e)(2)

EMPLOYEE PERSONNEL FILES
Department copy of personnel documents, including performance evaluations and goals. Human Resources retains official record copy of all personnel records.

CYE+5 GC 34090
GC06250

EMPLOYEE SECURITY RECORDS - IDENTIFICATION AND ACCESS
Records created to control and monitor the issuance of keys, ID cards, passes, or similar instruments of identification and access to controlled spaces
AE+5 GC 34090
EMPLOYEE SECURITY RECORDS - PARKING US GC 34090
EMPLOYEE REPORTS AND RELATED RECORDS FYE+5 GC 34090

RECORDS RETENTION SCHEDULE – BASE REUSE AND ECONOMIC DEVELOPMENT

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE BUDGET DOCUMENTATION – DEPARTMENT WORKING PAPERS
Records used exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents
FYE+5 GC34090

CONTRACTS

CONTRACTS
Includes contracts for services, equipment, supplies, contracts which could result in future City liability, contracts with County, State, or Federal government funding sources, contracts for the sale or purchase of real property (originals)
PERM Dept. Policy
DEEDS

DEEDS AND OTHER RECORDED INSTRUMENTS
Original recorded Deeds and other recorded documents related to City-owned property PERM Dept. Policy GRANTS

GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS
Successful grant applications and proposals CL+5 GC 34090

GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS
Records relating to unsuccessful grant proposals CYE+2 GC34090

RECORDS RETENTION SCHEDULE – CITY ATTORNEY AND PROSECUTION

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADVICE (LEGAL OPINIONS)
Copies of all opinions issued by the City Attorney’s office 2 GC 34090 GC 7927
LITIGATION CASE FILES AS+2 42 USC s1983
GC 7927
RISK

CLAIM FILES
Denied, denied late, paid claims CL+2 Dept. Policy
INSURANCE POLICIES CYE+2 Dept. Policy

WORKERS COMPENSATION CLAIM FILES
Initial and supplemental reports of accidents to or job-related illnesses of employees 2 29 CFR 1904.06 CA Labor
Code 110-139.6 Dept.

Policy

MEDICAL AND EXPOSURE REPORTS
Health or physical certificates of all job applicants if physical condition is a factor in hiring decisions. Access is restricted 2 CCR, Title 8, Section
3204(d)
Health or physical certificates of employees for whom periodic monitoring of health or fitness is required AT+30 CCR, Title 8, Section 3204(d)
Environmental, biological, and material safety monitoring reports concerning toxic substances and harmful physical agents in the workplace 30 CCR, Title 8, Section
3204(d)

RECORDS RETENTION SCHEDULE – CITY CLERK

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATIVE FILES
CERTIFICATE OF APPOINTMENT OF DEPUTY AND OATH OF OFFICE PERM Dept. Policy GC40813

OATH OF OFFICE FOR APPOINTED CITY STAFF
PERM Dept. Policy

BOARDS, COMMISSIONS, COMMITTEES

BOARD-COMMISSION GUIDE
US Dept. Policy

MEMBERSHIP
Historical data relating to appointments and termination PERM Dept. Policy

BOARD COMMISSION FILES
Contains original applications and correspondence related to appointment, service and termination AT+10 Dept. Policy

DEEDS, FRANCHISES, (REVOCABLE PERMITS WITH PUBLIC WORKS) DEEDS
Original deeds to City-owned property PERM Dept. Policy

FRANCHISE AGREEMENTS
Original agreements authorizing franchises and related ordinances PERM Dept. Policy

LOAN DOCUMENTS, PROMISSORY NOTES, AND DEEDS OF TRUST
Original promissory notes submitted to the City Clerk in connection with Council authorized loans, includes deeds of trust when applicable
CL+10 Dept. Policy

SPECIAL TAX DISTRICT PROPERTY DOCUMENTS
Includes staff reports and formation records CL Dept. Policy

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

CHARTER

ORIGINAL CHARTER AND AMENDMENTS
Chapter designations by the Secretary of State; see Elections PERM GC34090,
GC 34458-
GC 34460,
Dept. Policy
OUTDATED CHARTERS PERM Dept. Policy

CONFLICT OF INTEREST - ECONOMIC INTEREST STATEMENTS
CANDIDATES FOR ELECTIVE OFFICE - FORM 700 – MAYOR, COUNCIL AND TREASURER Prior to election, candidates' conflict of interest statements are filed with candidates' election forms (see Elections).

Once elected, forms are filed separately from the official election files. 5 GC81009 (f)
AUDITOR, EMPLOYEES, CONSULTANTS, BOARDS AND COMMISSION MEMBERS - FORM 700 Applies to all those commissions and job classifications designated in the City's Conflict of Interest Code. Includes designated employees, consultants, board, committee, and commission members, Rent Board, and, Auditor. 7 GC 81009 (e)
CITY MANAGER, CITY ATTORNEY AND PLANNING BOARD - FORM 700 5 GC 81009 (e)

CONFLICT OF INTEREST ADMINISTRATION FILES
Annual statement processing, code updates, master FPPC forms, tracking database, and reference files 7 Dept. Policy

CONTRACTS

EASEMENTS
To be retained as long as the easement is effective; most easements are granted in perpetuity PERM GC 34090

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

LOAN AGREEMENT
With fixed maturity date AT+5
GC 34090 2 yrs,
5 yrs Dept.

Policy

CITY COUNCIL AND OTHER LEGISLATIVE BODIES COMPRISED OF THE FULL CITY COUNCIL COUNCIL MEETING MINUTES PERM GC 34090
DVD PERM GC 34090

MINUTES - CLOSED SESSIONS
Confidential closed session minutes per AMC 2.04.025 PERM GC 34090

AGENDA PACKETS
Agenda items and background materials, including Council reports, follow-up correspondence, communications to Council, and land use appeal records
PERM Dept. Policy

OFF-AGENDA REPORTS
Reports and correspondence to Mayor and Council not on agenda from various departments and outside sources 5 GC 34090 ORDINANCES PERM GC 34090

MUNICIPAL CODE
Codification of the City’s general ordinances US GC 34090

RESOLUTIONS
Includes Resolutions of Intent PERM GC 34090

ELECTIONS

CANDIDATE FILING FORMS AND NOMINATION DOCUMENTS
Submitted in order to qualify for candidacy; includes declaration of candidacy and nomination papers AT+5 BMC 2.12.045,
EC 17100, FCPC
R2.12.045(b)

ELECTION FILES
Notices and affidavits, ballot measures files – arguments, authorization forms, City Attorney analysis, sample ballot pamphlets, certification documents, oaths of office, correspondence PERM DEPT. Policy

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE PETITIONS – CONFIDENTIAL
Initiative, referendum, charter amendment, and recall petitions with original signatures 1 GC 6253.5,
EC 17200,
EC 17400
PLACED ON BALLOT EL+5
NOT PLACED ON BALLOT 5
ADMINISTRATIVE FILE 5

MUNICIPAL ASSESSMENT DISTRICT ELECTIONS
Elections affecting real property, i.e., Undergrounding Utility Districts, Fire Assessment, and Lighting. Includes Engineers report.
5 GC 53753(e)(2)

BUSINESS IMPROVEMENT
Includes staff reports EL+10 Dept. Policy

FAIR POLITICAL PRACTICES COMMISSION (FPPC)

CAMPAIGN STATEMENTS FILED BY CANDIDATES FOR MAYOR AND CITY COUNCIL, COMMITTEES SUPPORTING

ANY OFFICEHOLDER OR CANDIDATE OR MEASURES
Includes all pre-election statements, semiannual, and statements of termination CU+5 Fair Political Practices
Commission Opinions

CAMPAIGN STATEMENTS FILED BY PROPONENTS/OPPONENTS OF MEASURES Includes all pre-election statements, semiannual, and statements of termination EL+7 GC 81009(c) ELECTED CANDIDATES PERM GC 81009(b), BMC

2.12.045
NON-ELECTED CANDIDATES EL+5 GC 81009(b), BMC

2.12.045
FORM 801- GIFTS TO AGENCY
Includes log 5 FPPC Regulation 18944.2
AB1234 – ETHICS TRAINING
Includes certificates and correspondence 5 GC 53235.2

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE AGENCY REPORT OF PUBLIC OFFICIAL APPOINTMENTS US+5 GC 34090

RECORDS MANAGEMENT

RECORDS TRANSFER LIST
Inventory of boxed records transferred by departments to off-site storage AE Dept. Policy AE move to CLK1103

RECORDS DESTRUCTION CERTIFICATES, DESTRUCTION DOCUMENTATION, AND DEPARTMENT DESTRUCTION LOGS
Destruction certificates and logs of all records destroyed by the records center. Each department/division will also maintain a permanent file of destruction certificates and destruction logs.

PERM Dept. Policy

RECORDS RETENTION SCHEDULE
The retention schedule is adopted by resolution PERM Dept. Policy

ARCHIVAL MATERIAL

MISCELLANEOUS HISTORICAL RECORDS
Includes City seal and incorporation papers, annexation record PERM Dept. Policy

OPEN GOVERNMENT COMMISSION (OGC)
Complaints of violations of the Open Government Ordinance and investigations of complaints CL+5 GC 34090

RECORDS RETENTION SCHEDULE – CITY MANAGER

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATION
GRANTS
Correspondence on all grants, to be destroyed 5 years after completion of grants CL+5 GC 34090 is 2 yrs, 5 by Dept.

Policy

CITIZEN ISSUE TRACKING SYSTEM
Automated database for creating, tracking, reviewing, locating, routing, analyzing, filing, and storing case files, correspondence, inquires, and reports from the citizens of Alameda to the City Manager AS+5 GC 34090

ADMINISTRATIVE HEARING USE FILES
Includes hearing request, decision, notes, evidence and tapes 5 GC 34090 BUDGET
BUDGET
Proposed, summary and approved budget books. Annual/bi-annual operating budget approved by the City Council, published and distributed by the Budget Office.

PERM GC 34090

BUDGET MODIFICATION WORKSHEETS
Reallocation of line item amounts by departments during budget year 5 GC 34090

BUDGET INSTRUCTIONS TO DEPARTMENTS
Training procedures/instructions for data input and preparation of department budgets 5 GC 34090

BUDGET REQUESTS
Budget proposals submitted by departments prior to budget preparation. Used for planning purposes only. 5 GC 34090

ECONOMIC DEVELOPMENT ADMINISTRATIVE (EDA)
Semi-annual report 10 GC 34090 is 2 yrs, 10 by
Dept. Policy

MEMORANDA FROM MAYOR AND CITY COUNCIL
Correspondence – consent, action, and resolutions 5 GC 34090 CULTURAL SERVICE AND PUBLIC ART CONTRACTS AT+5 Dept. Policy

RECORDS RETENTION SCHEDULE - FINANCE

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATION
FINANCE CONTRACTS/CONTRACT AMENDMENTS AT/AE +5 GC 34090

ACCOUNTS PAYABLE / CONTRACTS / PURCHASING
1099-MISCS, 1099-G AND W-9 TAX RETURNS 7
GC 34090, 29USC 436

ACCOUNTS PAYABLE INVOICES
Paper
Version 2
years,
Laserfiche
Version 7
years
GC 34090
ACCOUNTS PAYABLE INVOICES – GRANT RELATED ITEMS
Paper
Version 2
years,
Laserfiche
Version
Grant
Completion
+3
GC 34090
ACCOUNTS PAYABLE INVOICES – PAID FROM BOND PROCEEDS Life of Bond +3 GC 34090

VEHICLE AND FLEET TITLES / REGISTRATION DOCUMENTS
Length of
City
Ownership
VC 990 et seq.

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE INDEPENDENT CONTRACTOR REPORTS TO STATE (DE 542) 7
GC 34090, 29USC 436
PETTY CASH REIMBURSEMENTS 5 GC 34090
PURCHASING CARDS RECORDS 5 GC 34090
PURCHASE ORDERS, BIDS, RFPS AND REQUISITIONS AND RELATED CONTRACTS 5 GC 34090, CCP 337 WARRANT REGISTERS 5 GC 34090.7
UNDERGROUND TANK / DIESEL FUEL TAX FILINGS 7 GC 34090
STATE BOARD OF EQUALIZATION (ANNUAL SALES TAX RETURNS) 7 GC 34090 AUDIT
AUDIT WORKPAPERS 5 GC 34090
AUDIT REPORTS, INCLUDING CAFRS PERM GC 34090

FIXED ASSET REPORTS (ADDITIONS, DISPOSALS, TRANSFERS, BALANCES) 5 GC 34090 26 CFR 301 65-1
(F)
SURPLUS PROPERTY (LISTINGS OF PROPERTIES FOR AUCTION, SALES LISTINGS) 5 GC 34090; CCP 337

BONDS / ASSESSMENT DISTRICTS
BOND AND LEASE RECORDS AND COLLECTION INFORMATION PERM GC 34090, CCP 337.5 BOND AND LEASE STATEMENTS Life of Bonds GC 34090, 53921 CCP 337.5
OFFICIAL STATEMENTS FOR BONDS PERM GC 34090, CCP 337.5

BUDGET AND CIP
PROPOSED BUDGET AND CIP DOCUMENTS 5 GC 34090
ADOPTED BUDGET AND CIP DOCUMENTS PERM GC 34090
BUDGET AND CIP WORKING PAPERS 5 GC 34090

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE BUDGET ADJUSTMENT JOURNAL ENTRIES 5 GC 34090

BUSINESS LICENSES
APPLICATIONS, RENEWALS, OTHER RECORDS 5 GC 34090
BUSINESS LICENSE DATABASE PERM GC 34090, CCP 337

CASH AND INVESTMENTS
BANK RECONCILIATIONS 5 GC 34090, 26 CFR 16001-1
BANK AND INVESTMENT STATEMENTS 5 GC 34090, 30210:

GC 43900 et seq.

OUTSTANDING CHECK LISTINGS / UNCASHED CHECKS 5 GC 34090

INVESTMENT REPORTS TO COUNCIL
2 Years -
Finance -
Permanent
in City Clerk's
office
GC 34090

COST ALLOCATION AND FEE STUDY WORKSHEETS AND REPORTS
COST ALLOCATION REPORTS AND WORKSHEETS 5 GC 34090
FEE STUDY REPORTS AND WORKSHEETS 5 GC 34090

MAIL / STORES REPORTS AND RECORDS
STORES ENTRIES 5 GC 34090
REPORTS PERM GC 34090
WORKPAPERS 6 GC 34090

PAYROLL
DEFERRED COMPENSATION RECORDS AND REPORTS PERM GC 34090, 26 CFR 16001-1

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE OPEB/PENSION/HEALTH 5
ORDERS TO WITHHOLD (LEVIES) 7 GC 34090
PERSONNEL ADJUSTMENT FORMS - COPIES - ORIGINALS ISSUED BY HR 7 GC 34090, 29 CFR 516.5- 516.6
TIMESHEETS 7 GC 34090 29 CFR 516.2
PAYROLL TAX RETURNS (W-2S, DE-6 & 941) 7 GC 34090, 29USC 436 PERS EMPLOYEE DEDUCTION REPORTS PERM GC 34090 CAC 22-1085-2 PAYROLL REGISTERS AND RECORDS PERM GC 34090, GC37207, 29 CFR 516.2
INCOME TAX WITHHOLDINGS, FEDERAL AND STATE 7 GC 34090, 29USC 436 PAYROLL EDIT LISTS / LABOR DISTRIBUTION REPORTS 7 GC 34090 PROCEDURES/POLICIES/TRAINING US GC 34090

FINANCIAL REPORTS
STATE CONTROLLER’S REPORTS
Paper
Version 2
Years,
PDF copies
Permanent
GC 34090
QUARTERLY FINANCIAL REPORTS 5 GC 34090
YEAREND FINANCIAL REPORTS PERM GC 34090, GC 34090.7
APPROPRIATIONS LIMIT 5 GC 34090
JOURNAL ENTRIES AND EDIT LISTS/POSTING REGISTERS 7 GC 34090, CCP 337 ACCOUNTING SYSTEM DATABASE PERM GC 34090

REVENUES

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE REPORTS (INCLUDING ACCOUNTS RECEIVABLE) 5 GC 34090
BILLING AND INVOICE RECORDS (INCLUDING DELINQUENT ACCOUNTS) 5 GC 34090 TRANSIENT OCCUPANCY REPORTS 5 GC 34090
RECORDS / APPEALS / PASS THROUGH AGREEMENTS 5 GC 34090

PROPERTY AND SALES TAX REPORTS
5 for
Quarterly
Reports,
Permanent
for Annual
GC 34090
STATE MANDATED COST CLAIMS (SB 90) RECORDS AND REPORTS 5 GC 34090 UTILITY USER TAX RETURNS 5 GC 34090
SUCCESSOR AGENCY REPORTS AND WORKSHEETS 5 GC 34090

RECORDS RETENTION SCHEDULE – FIRE

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

FIRE DEPARTMENT EMPLOYEE FILES - CURRENT
Current employees - Human Resources maintains employee transactions AT+5 GC 12946 Dept. Policy

FIRE DEPARTMENT EMPLOYEE FILES - RETIRED
Files of employees retired from the Alameda Fire Department - Human Resources maintain employee transactions 5 GC 12946 Dept. Policy
FIRE CHIEF’S OFFICE (FCO)
Various operational forms PERM Dept. Policy
GRIEVANCE FILES – LABOR RELATIONS AS+5 Dept. Policy
GC 12946

POLICY AND PROCEDURE RECORDS
General orders and rules and regulations of the Alameda Fire Department PERM Dept. Policy

TRAINING MANUALS
International Fire Study/Training Association (IFSTA) PERM Dept. Policy PERSONNEL – EXPOSURE RECORDS
Sampling results, collection methodology, background reports, lab reports, and worksheets AT+30 29 CFR 1910.1020
PERSONNEL – MEDICAL RECORDS AT+30 29 CFR
1910.1020
FIRE DEPARTMENT WORKER’S COMPENSATION FILES AT+30 Dept. Policy

EMERGENCY PREPAREDNESS
MUTUAL AID, STRATEGIC PLANS US+5 GC 34090
REGISTRATION FORMS – CERT CLASSES
Community Emergency Response Training CYE+5 GC 34090

LIABILITY WAIVER FORMS
Waivers for participants in hands-on disaster and first aid training programs CYE+3 GC 34090

FINANCIAL SERVICES

AMBULANCE BILLING
All aspects of accounts receivable 5 GC 34090(c)

AMBULANCE BILLING CORRESPONDENCE
Letters of patients and replies, copies of subpoenas for medical records, etc. 5 GC 34090(c)

FIRE INSPECTION FEE/FALSE ALARM
Proof of payments 5 GC 34090(c)

HISTORICAL PICTURES
Pictures of fires, buildings, and equipment PERM Dept. Policy

PURCHASING RECORDS
Records of items purchased from outside vendors for the Fire Department 5 Dept. Policy

TREASURY RECEIPTS
Records of deposits for ambulance billing 5 Dept. Policy

BILLING ADJUSTMENTS
Complaints and adjustments of billing records 5 GC 34090

DEPUTY CHIEF - OPERATIONS

INVENTORY
Equipment and supplies CYE+5 GC 34090

FIRE PREVENTION

FIRE ORDINANCES, RESOLUTIONS, AND INTERPRETATIONS
City, County, State PERM Dept. Policy

FIRE PREVENTION OPERATIONAL REPORTS
Minutes of meetings, bulletins, memos, and budget 6 Dept. Policy

FIRE PREVENTION OCCUPANCY FILES FIRE INSPECTION REPORTS Notification of inspection on property/premises and related reports; alarm and sprinkler systems; window bar, hazardous materials report, vegetation inspections, permits, plan reviews, incident reports, tank removals, and other prevention efforts
PERM 2010 CFC 104.6

CITATIONS
Notice to appear in court for FEMIS violation PERM Dept. Policy

WEED ABATEMENT
Reports, hearings, assessments, resolutions, and documentation PERM Dept. Policy CITIZEN COMPLAINTS (FIRE) CL+5 Dept. Policy
FIRE PREVENTION MONTHLY AND ANNUAL REPORTS 5 Dept. Policy

FIRE DEPARTMENT REFERRALS
Responses to City Manager, City Council, and the public CYE+5 Dept. Policy

SUPPRESSION AND RESCUE SERVICES

FIRE INVESTIGATION REPORTS

INCIDENT REPORTS
Dispatch and daily logs CL+5 GC 34090, CCP 338

HAZARDOUS WASTE DISPOSAL
Documentation regarding handling and disposal of hazardous waste CYE+10 CAL OSHA, 40CFR122.21

TRAINING AND EMERGENCY MEDICAL SERVICES

PERSONNEL FILES
Probationary employees (JAC – Joint Apprenticeship Committee) CL+5 GC 12946

CERTIFICATE OF COURSE COMPLETION
See Personnel Files – Current AT+5 Dept. Policy

RECORDS RETENTION SCHEDULE – HOUSING AND HUMAN SERVICES

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

HOUSING DEVELOPMENT PROJECT FILES (HOUSING TRUST FUND)
Deed of trust, promissory note, project summary sheet, relocation files if applicable, monitoring reports and environmental reviews, disposition agreements, loan and grant agreements PERM Dept. Policy, HUD (CDBG and/or HOME)
and State Redevelopment Law

HOUSING DEVELOPMENT PROJECT FILES (HOUSING TRUST FUND) - CONSTRUCTION FILE Site acquisition, feasibility analysis, construction documents, consultant contracts, and correspondence
CL+15 Dept. Policy

HOUSING DEVELOPMENT PROJECT FILES (HOUSING TRUST FUND)
Applications of projects not funded CYE+5 Dept. Policy

INCLUSIONARY FILES
Agreements and monitoring files PERM Dept. Policy
HOUSING REHABILITATION PROGRAMS – RENTAL REHAB ROGRAM
Client's Financial Folder Finance documents, notes, environmental reviews and deeds of grant; retained in office until construction is completed
PERM
OMB Circular
A-110, 2 CFR
215.53, 24 CFR
570.490

HOUSING REHABILITATION LOAN PROGRAMS - SINGLE FAMILY
Client's Master/Field Folder , Housing rehabilitation contract documents, promissory note, deed of trust, summary sheet, contract with owner (scope of work), and environmental review PERM
OMB Circular
A-110, 2 CFR
215.53, 24 CFR
570.490

HOUSING REHABILITATION LOAN PROGRAMS - SINGLE FAMILY
Field Folder, Housing rehabilitation construction documents CL+7 OMB Circular
A-110, 2 CFR
215.53, 24 CFR
570.490

COMMUNITY SERVICES

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
Applications/Allocations 5
A-110, 2 CFR
215.53, 24 CFR
570.490

COMMUNITY AGENCY CONTRACTS (CDBG AND OTHER FUNDS)
Contract files, monitoring reports, environmental reviews, and correspondence AT+5 A-110, 2 CFR
215.53, 24 CFR
570.490

COMMUNITY SERVICES BLOCK GRANT (CSBG) FILES
State assistance to low income persons, line item budget cost categories, budget and expenditure plan, enrollment/termination placement plan
AT+5
A-110, 2 CFR
215.53, 24 CFR
570.490
FEDERAL CONTRACTS/GRANTS (CDBG; ESG AND HOME) 5 Dept. Policy

PROGRAMS RECORDS
CDBG projects 7 A-110, 2CFR 215.53, 24 CFR 570.490

RECORDS RETENTION SCHEDULE – HUMAN RESOURCES

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATION

DEPARTMENT OF TRANSPORTATION (DOT) DRUG & ALCOHOL TESTING Records documenting testing program administration, test results, and return-to-duty process administration.

CL+5
DOT
49 CFR § 382.401
49 CFR § 390.31

NEGOTIATIONS
Notes, correspondence, contracts, and Memorandums of Understanding regarding labor negotiations between City and unions. Access is restricted to Human Resource Staff, and City Attorney for HR.

PERM Dept. Policy
MOTOR VEHICLE PULLS (DMV) CL+7 GC 12946

SALARY SCHEDULE
Public salary schedule.

Minimum
CYE+5
Dept. Policy
CalPERS
CCR tit 2, §§ 570.5
ADA: REASONABLE ACCOMMODATION ACTIONS 7 29 CFR 1602.31

EQUAL EMPLOYMENT OPPORTINUITY (EEO) RECORDS/REPORTS
EEO-4 reports, analyses, or statistical data compiled from source documents used to complete EEO reports. CL+3 29 CFR 1602.30 29 CFR 1602.32

EQUAL EMPLOYMENT OPPORTINUITY (EEO) RECORDS/REPORTS
Case files relating to discrimination complaints, including complaints, legal and investigative documents, exhibits, related correspondence, withdrawal notices, and decisions or judgments CL+5 29 CFR 1602.30
29 CFR 1602.31

EMPLOYEE BENEFITS

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

EMPLOYEE BENEFITS RECORDS
Employee benefit plans such as life and deferred compensation plans, including amendments PERM GC 6250 et seq,
OMB A-129,
29 CFR 1602.30,
29 CFP 1602.32,
Lab Rel §1174

RECRUITMENT/EXAMINATION

EMPLOYMENT APPLICATIONS
Access is restricted to Human Resources staff and authorized department users only CL+4 GC 12946,
GC 6250 et seq,
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.30

ELIGIBILITY LISTS
Access is restricted to Human Resources staff and authorized department users only CL+4 GC 12946;
GC 6250 et seq;
29 CFR 1602 et seq;
29 CFR 1607;
29 CFR 1627.3

CLASSIFICATION SPECIFICATIONS FILES
Documentation concerning development and analysis of job descriptions and classification specifications PERM GC 12946,
GC 34090,
29 CFR 516.6(2),
29 CFR 1602.14

EMPLOYMENT ANNOUNCEMENTS
Postings related to job openings and promotions CL+4
GC 12946;
GC 6250 et seq;
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.3

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

APPLICANT EXAMINATIONS
Records relating to tests required of job applicants or of current personnel to qualify for promotion. Access is restricted to Human Resources staff and authorized departments only.

CL+4
GC 12946,
GC 6250 et seq,
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.3
TESTS Minimum
CL+4
GC 12946,
GC 6250 et seq,
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.3
TEST PAPERS OF PERSONS TAKING TESTS CL+$
GC 12946,
GC 6250 et seq,
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.3

EMPLOYEE RELATIONS

GRIEVANCE RECORDS
Records relating to the review of employee grievances against personnel policies, working conditions, etc.

Access is restricted to the Human Resource Director, Human Resources HR Analyst and City Attorney assigned to HR.

AS+12 Dept. Policy

DISCIPLINARY AND ADVERSE ACTION RECORDS
Records created by Civil Service Board or by Human Resources or supervisory officers in considering or reconsidering an appeal, an adverse action against an employee (e.g., demotion, probation, termination, suspension, leave without pay). Due process prior to disciplinary action. Access is restricted to: Human Resources Analyst, City Attorney for Human Resources, Human Resources Director, and other staff as may be designated by the HR Manager.

AT+5
29 CFR 1602.30,
29 CFR 1602.31,
29 CFR 1607.4,
29 CFR 1627.3,
GC 6250 et seq,
GC 12946,
GC 34090,
CCR §1174

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

TRANSACTIONS
EMPLOYEE I-9 RECORDS
Completed Form I-9, and documents used to complete the employee’s Form I-9. AT+3 USCIS 8 CFR 274a.2(b)(3)

EMPLOYEE SERVICE RECORD
"Employee Kardex File" - Employment history summary for each employee. Contains: name; date of birth; social security number; positions held, with dates of hire, promotion, transfer, or demotion; wage or salary rate for each position held, including step or merit increases within grades; and date of separation. Access is restricted to Human Resources Staff.

PERM
29 CFR 1627.3,
29 CFR 1602.30,
29 CFR 1602.32,
GC 6250 et seq,
GC 12946,
GC 34090,
CCR § 1174

MEDICAL LEAVE RECORDS
May include family leave records, certifications, notices and disputes CL+3 FMLA 1993,
29 CFR 1910.20
29 CFR 1910.30
29 CFR 1910.32

EMPLOYEE MEDICAL FILES
Access is restricted to Human Recourses Manager and Human Resources Staff AT+15 GC 34090, GC 6250

EMPLOYEE PERSONNEL FILES
Includes Personnel Action/Information forms used to create/change information in the personnel records of individual employees regarding hiring, termination, transfer, performance evaluations, pay grade, position/job title, leaves of absence, name changes, and similar actions except those noted elsewhere in this schedule.

Access is restricted to the individual employee, Human Resources Staff.

AT+15
GC34090,
GC6250,

RECORDS RETENTION SCHEDULE – INFORMATION TECHNOLOGY

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

BACKUPS
Production data from all operational systems required for business continuity in the event of accidental data loss, equipment failure, or disaster. User files from network drives such as spreadsheets and documents. System logs and operating system settings.

Up to 7 years
Dept. Policy (Length of
storage depends upon
legal and operational
requirements
RFPS/PURCHASING DOCUMENTS AE+5 Dept. Policy

TECHNICAL DOCUMENTATION
Documentation, procedures, policies, network diagrams and other related reference materials needed to maintain and support all enterprise systems and/or resume necessary business activities in response to a disaster.

US Dept. Policy

SECURITY AND SYSTEM ACTIVITY DOCUMENTATION
Security configurations, log files, user account information and other information related to security administration and system monitoring.

AE Dept. Policy

RECORDS RETENTION SCHEDULE – LIBRARY

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

BORROW REGISTRATION RECORDS
Records documenting the registration of authorized borrowers. US Gov. Code 7928.10

CASH RECEIPTS
(for daily deposit of monies from Library) 5 Dept. Policy

CIRCULATION RECORDS
Records documenting the circulation of the library materials to individual borrowers US Gov. Code 7928.10 CIRCULATION STATISTICAL REPORTS 5 Dept. Policy
LIBRARY CATALOG US Dept. Policy

LOST AND PAID RECEIPTS
Copies of receipts issued when patron pays for a lost book 5 Dept. Policy

OVERDUE RECORDS
Library Fines Information 5 Dept. Policy
PURCHASE ORDERS 5 Dept. Policy

RECORDS RETENTION SCHEDULE – PLANNING, BUILDING AND TRANSPORTATION

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATION

PLANNING DIRECTOR'S FILES
Working files on active problems; reference files. US GC 34090

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

CURRENT PLANNING

ADMINISTRATIVE USE PERMITS
Chronological record of AUPs PERM Dept. Policy

ENVIRONMENTAL REVIEW PROJECT FILES
Project files by address; traffic/hazardous materials/groundwater/soil studies PERM Dept. Policy ZONING CERTIFICATES FOR: HOME OCCUPATION PERMITS, BUSINESS LICENSES, BUILDING PERMITS, ETC.

One time issue permit, no renewal required PERM Dept. Policy HISTORIC ADVISORY BOARD – PROJECT FILES BY ADDRESS AND CORRESPONDENCE PERM Dept. Policy HISTORIC ADVISORY BOARD – NOTICES OR DECISION OF LANDMARK DESIGNATION OF PROPERTY PERM Dept. Policy HISTORIC ADVISORY BOARD – LIST OF HISTORIC SITES PERM Dept. Policy

MASTER BOOK
Masters of current planning handouts, updated/purged as needed by the department US Dept. Policy

SUBDIVISION FILES
Lot splits/condo conversions PERM Dept. Policy
USE PERMITS PERM Dept. Policy
VARIANCE PERM Dept. Policy
ZONING ADMINSTRATIVE HEARING – NOTICES OF DECISION PERM Dept. Policy

ZONING ORDINANCE
Changes in the Zoning Ordinance PERM Dept. Policy

PERMIT HISTORY
Complete zoning files by address, including UP, AUP, LPC, DRC, variance, subdivisions, condo conversions, etc. PERM Dept. Policy

GENERAL PLAN AND OTHER AREA PLANS
Special and/or long-range program planning for coordination of services and strategic planning for the City PERM GC 34090,
GC 65103,
GC 50110,
Dept. Policy

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

BUILDING AND SAFETY
INSPECTION RECORD FOR ISSUED PERMITS 5 Dept. Policy
PERMITS AND ASSOCIATED DOCUMENTS PERM H&S 19850 et seq and Dept.

Policy
PLANS – BUILDING (CONSTRUCTION PLANS)
All buildings of any construction type, excluding schools, hospitals PERM H&S 19850 et seq and Dept.

Policy

REPORTS WITH HOUSING DATA
Census Bureau – report of new privately-owned residential buildings or zoning permits issued. State Dept. of Finance – Housing Unit Change form.

PERM Dept. Policy

PERMIT CENTER RECEIPTS
Cash receipt reports and credit card slips 7 Dept. Policy

RECORDS RETENTION SCHEDULE – POLICE

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

PROFESSIONAL STANDARDS DIVISION
ALAMEDA POLICE - TRAINING AND INFORMATION BULLETINS PERM Dept. Policy GENERAL ORDERS PERM Dept. Policy
PERSONAL FILES AT+5 GC 12946, PC 832.5(b)

OFFICE OF THE CHIEF
INTERNAL AFFAIRS INVESTIGATIONS CL+7 PC 832.5(b)

INTERNAL AFFAIRS COMPLAINT FILE
CL+9 PC 832.S(b),
PC832.7, PC832.8
INVESTIGATIONS DIVISION - SPECIAL ENFORCEMENT CYE+5
CONFIDENTIAL INVESTIGATIONS PERM Dept. Policy

SUPPORT SERVICES

CALL HISTORY LOG
File log of every police call for service PERM Dept. Policy

FINGERPRINT FILE
Original fingerprint cards and inked palm cards PERM Dept. Policy

POLICE REPORT FILES
Official criminal offense investigative reports, accident reports, non-criminal, and miscellaneous CYE+5
(except
major cases
which are
kept
permanently)
Dept. Policy
RECORD SEALING – NON-FACTUAL INNOCENCE
Arrest records and narrative reports CYE+5 Dept. Policy

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE RECORD SEALING – INNOCENT BY TRIAL CYE+5 PC 851.8

SUPPORT SERVICES - COMMUNICATIONS CENTER

TOWED VEHICLE FILES
Notification letters, receipt of release for towed/stored vehicles CYE+5 GC 34090, GC 14755(a) & (b)

REGISTRANT FORMS
Sex, arson, drugs, gangs PERM Dept. Policy

INVESTIGATIONS - DETECTIVE BUREAU/CRIME SCENE UNIT

CRIME REPORTS
All crime reports, including all attachments and photographs, are kept for CYE+5 except major cases (e.g. homicides, sexual assaults, etc.)
CYE+5 Dept. Policy
CRIME REPORTS – MAJOR CASES PERM Dept. Policy
PHOTOGRAPHS AND PHOTOGRAPHIC NEGATIVES – NON CASE-RELATED Public relations, promotions, events, ceremonies, staff photos PERM Dept. Policy

SUPPORT SERVICES - WARRANT DETAIL

WARRANT FILES
Copies of original warrants, warrant service cards, and warrant tracking information CYE+7 Dept. Policy CONSOLIDATED ARREST REPORTS – CAR’S
CYE+5
(unless major
case)
Dept. Policy

INVESTIGATIONS - SPECIAL VICTIMS

JUVENILE FIRST OFFENDER RECORDS
Record of juveniles who have committed one misdemeanor offense and are tracked for a two-year period. If no other offenses are committed within the two-year period, their record is purged.

CYE+5 Dept. Policy

SEALED JUVENILE RECORDS
Prior arrest record sealed by court order CYE+5 Court Order

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

INVESTIGATIONS - TRAFFIC/PARKING
ACCIDENT RECORDS CYE+5 GC 34090
CITATION – MONTHLY SUMMARY
Recap of number of tickets issued in a particular month 5 GC 34090 CITATIONS – VOID
Parking tickets issued in error or incorrectly 5 Dept. Policy

TICKET COUNTER SHEET
Used to record start/end number of tickets used CYE+5 GC 34090

OPERATIONS - COMMUNITY SERVICES

CITIZEN VISITS
Record of citizens participating in a Ride-A-Long program and other visitation 5 GC 34090 Dept. Policy

NEIGHBORHOOD WATCH
Records of neighborhood watch groups, containing names, addresses, and particular concerns 5 Dept. Policy

SECURITY CHECKS
Record receipt of homes and businesses surveyed to indicate areas to improve or repair to prevent burglaries and other crime
CYE+5 GC 34090
Dept. Policy

ANIMAL CONTROL

ANIMAL COMPLAINT RECORDS
Citizen’s complaints on animals and the shelter’s response 5 Dept. Policy

BITE REPORT
Monthly Bite Report 5 Dept. Policy
CITATIONS 5 Dept. Policy
DAILY LOGS – ANIMAL CONTROL OFFICER
Daily log of calls 5 Dept. Policy
SPAY AND NEUTER REFUNDS 5 Dept. Policy

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE IMPOUND RECORDS 5 Dept. Policy

RECORDS RETENTION SCHEDULE – PUBLIC WORKS

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATION

BUDGET WORK PAPERS
Budget information for past projected budgets 5 Dept. Policy

COMPLAINT FILES
Requests to remedy infrastructure problems 8 Dept. Policy

HISTORICAL FILES
Studies and reports relating to the City's infrastructure. PERM Dept. Policy VEHICLE REPLACEMENT 5 Dept. Policy

PRE-TRIP REPORTS
Transfer Station vehicles 5 Dept. Policy
MATERIAL SAFETY DATA SHEETS PERM Cal OSHA

CAPITAL IMPROVEMENTS

CAPITAL IMPROVEMENTS - PROJECT FILES
Documents that support process and progress of project to completion; including bidders list, specifications, reports, plans, work orders, schedules, ordinances and resolutions, board and commission minutes, weekly project minutes, etc.

PERM CCP 337.15
CAPITAL IMPROVEMENTS – CONSTRUCTION FILES
Planning, design, construction, conversion or modification of City-owned facilities, structures and systems PERM GC 34090, GC 4004, H&S 19850
CAPITAL IMPORVEMENTS – AGREEMENTS PERM GC 34090, GC 4004, H&S 19850

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

CAPITAL IMPROVEMENT PROGRAM FILES
Major construction projects – streets, buildings, sewers, irrigations, storm drains 5 Dept. Policy

ENGINEERING
ANNUAL ENGINEER’S REPORTS
Street lighting, landscaping and park maintenance and streetlight underground assessment districts PERM Dept. Policy REVOCABLE PERMITS – ENCROACHMENT PERMITS
Request to encroach into public right-of-way (fences, banners, etc.) PERM Dept. Policy

UTILITY AND TRANSPORTATION FILES
Franchise agreements and correspondence dealing with utility and transportation issues and agencies PERM Dept. Policy SEWER LATERAL CERTIFICATE 5 Dept. Policy

EQUIPMENT MAINTENANCE
FUEL MASTER PERM Dept. Policy

FACILITIES ELECTRICAL

EMERGENCY GENERATOR TEST
Marina lift stations, lift station test log book 5 BAAQMD Regulation

RADIO MAINTENANCE RECORDS
Maintenance records of mobile and dash-mounted radios 5 Dept. Policy

FACILITIES MAINTENANCE

SAFETY TAILGATE DOCUMENTS
Signatures of crew and safety subjects PERM Dept. Policy ELEVATOR CERTIFICATIONS US Dept. Policy
FIRE SUPPRESSION SYSTEMS US Dept. Policy
REPAIR AND MAINTENANCE OF FIRE EXTINGUISHERS US Dept. Policy

PROPERTY MANAGEMENT

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE LEASES PERM Dept. Policy
APPRAISALS PERM Dept. Policy
PROJECT FILES PERM Dept. Policy

MAINTENANCE REQUEST

CLAIMS FILES
Includes documents that are not in City Attorney files 5 Dept. Policy, GC 12946

COMPLAINT FILES
Requests to remedy infrastructure problems – sewers, sidewalks, storm drains 8 Dept. Policy

CLEAN CITIES
Includes mechanical sweeper record 5 Dept. Policy
SEWER MAINTENANCE REPORTS PERM Dept. Policy
STREET MAINTENANCE 10 Dept. Policy

SIDEWALK AND POTHOLE REPAIR
Requests for sidewalk repair and work orders 5 Dept. Policy STORM MAINTENANCE 5 Dept. Policy

TRAFFIC MAINTENANCE WORK ORDERS
Generated by Traffic Engineering or public 5 Dept. Policy METER MAINTENANCE 5 Dept. Policy

TRANSPORTATION

AREA PLANS PERM
GC 34090,
GC 65103,
GC 50110

TRAFFIC ENGINEER WORK ORDERS

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

CURB PAINTING
Location and specifications of parking restrictions PERM Dept. Policy

PAVEMENT MARKINGS
Location and specifications for traffic control striping and legends PERM Dept. Policy

SIGN LOCATION FILES
Location and specifications of traffic signs PERM Dept. Policy

RED CURB PERMITS
Legacy files of permits that were issued to homeowners PERM Dept. Policy

SIGNAL PRIORITY RATING
Numerical rating of City street intersections 20 Dept. Policy

SPEED STUDIES
Radar speed studies 5 Dept. Policy

TRAFFIC VOLUME COUNTS
Traffic count on City streets 15 Dept. Policy

AREA TRAFFIC MANAGEMENT
Studies, reports, surveys (Neighborhood Traffic Management Plans) 10 Dept. Policy

GARAGE ACTIVITY REPORTS
Daily reconciliation reports, ticket batches, accounting of money City-owned garages recover on a daily basis 5 Dept. Policy

ENVIRONMENTAL COMPLIANCE

NON POINT DISCHARGE ELIMINATION
SYSTEM PERMIT/STORMWATER Sampling, records, compliance, monthly inspections, Storm Water Pollution Prevention Plan and updates
US+5
State Water
Resource
Control Board Order 97-03-
DWQ

BAY AREA AIR QUALITY MANAGEMENT DISTRICT (BAAQMD)
Permit to operate US+5 BAAQMD Regulation 8 Rule
7 Retention Codes Department Codes
AA = After Audit ACT = Active ATTY = City Attorney CD = Community Development AE = After Expiration AP = After Payoff CLK = City Clerk CM = City Manager AT = After Termination AS = After Settlement FIN = Finance FIRE = Fire & EMS CL = Close/Completion AV = Administrative Value LBR = Library HRD = Human Resources EL = Election CYE = Current Year End IT = Information Technology MYR = Mayor & Council FYE = Fiscal Year End PERM = Permanent PARK = Recreation & Parks PD = Police US = Until Superseded PWKS = Public Works
City of Alameda – Records Index and Retention Schedule Revised January 2018

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

EAST BAY MUNICIPAL UTILITY DISTRICT (EBMUD)
Permits, monitoring, discharge reports, relevant correspondence 6 EBMUD Ordinance No. 311A-03

RECORDS RETENTION SCHEDULE –RECREATION & PARKS

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

ADMINISTRATION

PLANS, PROPOSED-UNBUILT
Expansion and future site; studies and plans 5 GC 34090

CAPITAL IMPROVEMENT PROJECT FILES
Park construction projects PERM Dept. Policy

HISTORICAL FILE-BY PARK
Includes newspapers, news releases, and photos PERM Dept. Policy PLANNING STUDIES 10 Dept. Policy

PARK EVALUATIONS AND ASSESSMENTS
Safety and accessibility 10 Dept. Policy

PARKS (FACILITIES MAINTENANCE, FORESTRY, LANDSCAPE MAINTENANCE)

PARKS INSPECTION CHECK LISTS
Quarterly park inspection sheets completed by landscape maintenance crews 10 Dept. Policy LANDSCAPE MAINTENANCE – WORK MANAGEMENT TIME SHEETS
Daily, Weekly, monthly reports 5 Dept. Policy

MAPS AND BLUEPRINTS
As-built plans: irrigation, etc. PERM GC 34090
PHOTOGRAPHS 5 GC 34090

SCHEDULES, CLASSES AND EVENTS
Enrollment, liability releases, evaluations, attendance, flyers, etc. 5 GC 34090

INVENTORIES, EQUIPMENT
Includes warranties, purchase orders, etc. 5 GC 34090

RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE

MAINTENANCE OPERATION FILES
Work orders, inspections, repairs, cleaning, reports and complaints 5 GC 34090

RECREATION
DAILY ATTENDANCE FORMS 5 Dept. Policy

DROP-IN WAIVER
Adventure playground, pools, recreation centers 5 Dept. Policy HEALTH HISTORY FORMS 5 Dept. Policy

LIABILITY RELEASE FORMS
Volunteers and participants 5 Dept. Policy

LOG BOOKS
Log of operation forms, maintenance records and check-offs PERM Dept. Policy PARK USE PERMITS/FACILITY USE PERMITS 5 Dept. Policy

REGISTRATION FORM
Camps, classes, programs, special events, sports leagues. May include scholarship application. 5 Dept. Policy

URBAN PARK AND RECREATION RECOVERY PROGRAM (UPARR)
Park management plans PERM Dept. Policy

YOUTH WITH SPECIAL NEEDS
Purchase of services authorization, evaluation, and intake screening reports 5 Dept. Policy

* * * * *

I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly adopted and passed by the Council of the City of Alameda in a regular meeting assembled on the 17th day of December, 2024, by the following vote to wit:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the official seal of said City this 18th day of December, 2024.

_______________________
Lara Weisiger, City Clerk
City of Alameda

APPROVED AS TO FORM:

______________________
Yibin Shen, City Attorney
City of Alameda

Alameda City CouncilDecember 17, 2024

Alameda City Council
December 17, 2024