RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended
Retention Retention
Period Period
Agreements Original contracts and agreements and GC 34090 2 years 5 years after tcrmination back- up materials CCP 337 of agreement/contract
Anncxations / Notices, Resolutions, Certificatcs of GC 34090 Permanent Pcrmanent Reorganizations Complction
Appraisals For Real Propcrty Owned by City or GC 34090 Permanent Pcrmanent Redevelopment Agency B GC 6254( h)
Not a public record
Audit Reports Financial Scrvices GC 34090 2 years Permanent for historic value
A wards Awards given to or by thc City ( special Nonc Rctain sclcctcd awards honors) deemed to be historically
significant permancntly
Bank Account Statcments, canceled checks, certificates IRC 6001 3 years 15 years Reconciliations of deposit IRS Rcg. 1. 6001-
I( c)
Bids, Accepted Includcs plan and specifications; GC 34090 2 ycars 5 years after tcrmination notices/ affidavits. CCP 337 of contract/ agrcement
Bids, Unacccptcd Unaccepted bid packages only GC 34090 2 years 2 years RVPUB\NGS\ 565290
RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIlJIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended
Retention Retention
Pcriod Period
Bonds Finance - authorization/ public hearing GC 34090 Permanent Permanent records/ prospectus/
proposals/ certificates/ noti ces
transcri pts )/regi sters/ statements.
Paid Bonds; warrant certificates; interest GC 34090 2 years ( City 2 years coupons GC 53921 Treasurer may set
conditions for
destruction)
Unsold Bonds GC 34090 2 years ( must give 2 years
GC 43900 et seq, public notice before
destruction)
Brochures/ Retain selected documents only for GC 34090 2 years Permanent Publications historic value,
Budget Annual budget documents GC 34090 2 years Permanent Building Plans Not to be reproduced until authority is GC 34090 2 years Permanent obtained from architect of record.
Business License Annual Finance GC 34090 2 years Permanent Reports
Business Licenses/Permits City issued GC 34090 While current plus While current plus 4 2 years years
Cal- OSHA Personnel- Logs, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary ( Federal & State) 6410; 8 CCR 14307
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RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attomey Record Dcscription Authority Legal Recommcnded
Retcntion Rctcntion
Pcriod Period
California Income Tax R& TC 19704 6 years 6 years
Records
Campaign Statements - Original statements of elected candidates GC 81009( b) Permanent ( can Permanent Mayor, City Council - and committees supporting elected GC 81 009( g) microfilm after 2 elected ( originals) candidates for Mayor, City Council years) Campaign Statements - Original statements of candidates and GC 81009( b) 5 years ( can 5 years candidates for Mayor, City supporting committees for candidates not GC 81 009( g) microfilm after 2 Council - not elected elected for Mayor, City Council years) originals)
Campaign Statements for Original statements of all other persons GC 81009( c), ( e) 7 years ( can 7 years other than Mayor, City and committees; other original reports and GC 81 009( g) microfilm after 2 Council; other campaign statements years)
reports ( originals)
Copies of Campaign Copies of reports/ statements ( if filing GC 81009( f) 4 years ( can 4 years Statements/Reports - officer is not required to keep more than GC 81009( g) microfilm after 2 one copy) years)
Certificates of Compliance Building department documents GC 34090 2 years Permanent Citizen Feedback General correspondence. GC 34090 2 years 2 years Claims Against the City Risk Management GC 34090 Until settled 10 years after settled Collective Bargaining 29 CFR 516. 5 3 years 3 years
Agreements
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Pagc 4
RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHII3IT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Legal Recommended
Retention Retention
Period Period
Community Surveys Review final survey reports for historic GC 34090 2 years * only documents deemed significance significant will be
imaged and maintained
permanently.*
Complaints/ Requests Various files, non- code enforcement, not GC 34090 2 years 2 years related to specific cases and not otherwise
specifically covered by the retention
schedule.
Complaints Against Police Complaints by members of the public PC 832. 5( b) 5 years 5 years Personnel
Comprehensive Annual Finance GC 34090 2 years Permanent Financial Reports ( CAFR)
Conflict of Interest Originals - Fair Political Practices GC 81009( e), ( g) 7 years ( can 7 years Statements - Form 700 Commission. microfilm after 2
years)
Contracts, City Original contracts and agreements and CCP 337 5 years after Permanent for historic/ back- up materials. termination! evidential value
completion
Correspondence General administrative; GC 34090 2 years 2 years Various files, not rclatcd to specific cases
and not otherwise specifically covered by
the retention schedule,
Deeds, Real Property File with recorded documents; originals GC 34090 Permanent Permanent may not be destroyed.
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RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended
Retention Retention
Period Period
Deferred Compensation Finance - pension/retirement funds 29CFR 516. 5 3 years 3 years Reports
Demographic/ Retain for historical purposes. GC 34090 2 years Permanent Statistical Data
DMV Driver Information PersonnelnNot a public record, GC 34090 Until Superseded Until Superseded Reports GC 6254( c)
Easements, Real Property File with recorded documents; originals GC 34090 Permanent Permanent rnay not be destroyed.
Economic Development Administrative records/ Staff GC 34090 2 years Permanent Projects reports/ Project files
Economic Interest Copies of statements forwarded to Fair GC 81009( f), ( g) 4 years ( can 4 years Statements - Form 700 Political Practices Commission. microfilm after 2 copies) years)
Economic Interest Originals of statements of designated GC 81009( e), ( g) 7 years ( can 7 years Statements - Form 700 employees microfilm after 2
originals) years)
Election - Administrative Not ballot cards or absentee voter GC 34090 2 years Permanent Documents lists/ applications.
Election - Ballots and All ballot cards ( voted, spoilcd, canceled) EC 17302, 17306, 6 months 6 months Related Documents arranged by precinct, unused absentee 17505 ballots, ballot receipts, absent votcr
identification envelopes, absentee voter
applications. May be destroyed subject to
any pending contest.
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RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHII3IT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended
Rctcntion Retention
Pcriod Period
Election - Election Package of2 tally sheets, copy of index, EC 17304 6 months 6 months Official= s Package of challenge lists, assisted voters list.
Documents Public record - all voters may inspect after
commencement of official canvass of
voters
Election - Nomination All nomination documents and signatures EC 17100 during term and 4 during term and 4 years Documents in lieu of filing petitions years after after Election Petitions - Not a public record - documents resulting EC 17200, 17400 8 months 8 months InitiativeIRecalllRef. in an election - retention is from election GC 6253. 5 certification.
Election Petitions - No Not a public record. Not resulting in an EC 17200, 17400 8 months 8 months election election. Retention is from final GC 6253, 5
examination.
Employee Files Personnel-- Not a public record. GC 12946 minimum 2 years 5 years after termination GC 6254( c)
CCP 337
Employee Information - PersonnelnCalifornia Employer 2 CCR 7287( a), 2 years 2 years CEIR Information Report 2 CCR 7287( c)( I)
for employers of 100 or more employees) GC 12946
Employee Information - Personnel-- Data regarding race, sex, 2 CCR 7287( b), 2 years 2 years Applicant Identification national origin of applicants ( c )( 2) Records
Employment Applications Personnel
n
Not a public record, GC 12946 minimum 2 years 2 ycars
Not Hired GC 6254( c)
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RECOIms RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended
Retention Retention
Period Period
Employment Eligibility Federal Immigration and Nationality Act 8 USC 1324a ( b)( 3) 3 years after date of 3 years after date of hire, Verification ( I- 9 Forms) hire, or 1 year after or I year after date of date of termination, termination, whichever is
whichever is later later
ERISA Records Employee Retirement Income Security
Act of 1974
plan reports, certified information filed 29 USC 1027 6 years 6 years records of benefits due 29 USC 1059 Indefinitely Indefinitely Events Planning, Review for historic significance GC 34090 2 years * only documents deemed Community significant will be
imaged and maintained
permanently*
Family and Medical Leave Records of leave taken, City policies 29 CFR 825, 500 3 years ( federal) 3 years ( federal) Act ( federal); relating to leave, notices, communications GC 12946 2 years ( state) 2 years ( state) Family Rights Act relating to taking leave
California)
Federal Income Tax IRS Reg. 3 years 15 years
Records 301. 650( a)- 1
Fee Schedules/ Studies Considered by the City Council GC 34090 2 years Permanent Fire Protection District Administrative documents. GC 34090 2 years Permanent Administration
Flood Plain Maps FEMA - not a City record, for information Until Superseded Until Superseded only,
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RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommcnded
Retention Retention
Period Period
Forms Administrative - blank Until Superseded Until Superseded Fund Transfers Internal; bank transfers & wires GC 34090 2 years 7 After Audit General Ledgers All annual financial summaries--all GC 34090 2 years Permanent agencies
General Plan Image on completion. GC 34090 Permanent Permanent General Plan Amendments Image on completion. GC 34090 Permanent Permanent
Gifts/Bequests Finance - to the City ( kept with cash GC 34090 2 years 7 After Audit receipts)
Grading Permits GC 34090 1 year Permanent
Grading Variances GC 34090 Until Completed Permanent
Grants Administration Grants to the City. GC 34090 Until Completed 3 years After Audit Historic Preservation e. g.; Historical landmarks, historic GC 34090 2 years Permanent register
Historical Records Records deemed historically valuable. GC 34090 2 years Permanent History, City Review for historic significance GC 34090 Until Superseded * only documents deemed Organizational significant will be
imagcd and maintained
permancntly*
Home Occupation Permits Business license related GC 34090 While Current 4 years after expiration Housing Programs Planning! GC 34090 2 years Pernlanent
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RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Rccord Description Authority Legal Rccommended
Retention Retention
Period Period
Redevelopment Agency files.
Insurance Personnel related. GC 34090 Until Superseded Permanent Insurance Certificates, City e. g.; liability, performance bonds, GC 34090 Until Superseded Until Superseded plus 2 employee bonds, property years
Land Use and GC 34090 Until Superseded Permanent
Development Code
Law Enforcement Records * Governed by separate Police Records * * * Retention Schedule. Documcnts presented
to Council are permanent records to be
imaged and maintained as part of
Administration records.
Legal Notices/ Affidavits of GC 34090 2 years Permanent Publication
Licenses/Permits City issued e, g, solicitation, special GC 34090 While Current 4 years after expiration events. This category DOES NOT
include business licenses/ permits
Litigation Case files GC 34090 Until settled 8 years after settlement Lot Line Adjustments Land use - case files. GC 34090 Permanent Permanent Maintenance Manuals Equipment service/ maintenance GC 34090 Until Superseded Until Superseded Maintenance/ Repair Equipment GC 34090 2 years 2 years
Records
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RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Rccommended
Retention Retention
Pcriod Period
Materials Board, PlanninglEngineering GC 34090 2 years 2 years Renderings Boards &
Photographs
Media Relations Review for historic significance, only GC 34090 2 years Permanent documents deemed significant will be
imaged and maintained permanently, *
Medical Files, Employee Personnelunot a public record 8 CCR 3204 duration of duration of employment GC 6254( c) employment plus plus 30 years
30 years
Membership Applications/ Other agencies, organizations, GC 34090 Until Terminated Until Terminated Renewals associations
Minutes Council/Redevelopment GC 34090 Permanent Permanent Agency/ Commissions. Documents are to
be imaged immediately, Paper records are
to be maintained permanently by the City
Clerk Division.
Municipal Code Retain old versions for historic value. GC 34090 Until Superseded Permanent Neighborhood Planning Area and neighborhood Planning case GC 34090 Until Completed Permanent records.
Newsletter, City Rctain permanently for historic reference. GC 34090 2 years Permanent Nuisance Abatement Includes citations ( not police), nuisancc GC 34090 Until Settled Until Settled plus 2 years abatement, and liens resulting from
nuisance abatement.
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Page II
RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended
Retention Retention
Period Period
Oaths of Office Personnel/ Council/ GC 34090 While Current plus Permanent Commission 2 years
Offers of Dedication Kept even though some may not occur. GC 34090 Until Completed Permanent Opinions, City Attorney GC 34090 2 years Permanent
Ordinances Vital records - originals may never be GC 34090 Permanent Permanent destroyed. Image immediately. .
Organizations, Outside General correspondence, This category is GC 34090 2 years 2 years inclusive of all outside organizations,
community groups, other governmental
agencies, etc.
OSHA OSHA Log 200, Supplementary Record, 29 USC 651; LC 5 years 5 years Annual Summary ( Federal & State- Cal- 6410; 8 CCR 14307 OSHA) 29 CFR 1904. 2 -
1904. 6
OSHA ( Accident/Illness Personnel - Employee Exposure Records 29 USC 651; LC Duration of Duration of employment Reports) & Employee Medical Records 6410; 8 CCR 14307; employment plus plus 30 years Not a public record 8 CCR. 3204; GC 30 years
6254( c)
Paramedic Services Documents other than original contracts, GC 34090 2 years Permanent Parcel Map Waivers Land use - planning case files GC 34090 Until Completed Permanent Parcel Maps Land usc - planning/ engineering case filcs GC 34090 Until Completed Permanent Parking Studies Engincering GC 34090 2 ycars Permanent
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RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA
EXHIBIT A
Deslruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Lcgal Rccommended
Retention Retention
Period Period
Payroll - Federal/ State Annual W- 2' s, quarterly and year- end IRC 600 I 3 years 15 years Reports reports IRS Reg.
301. 6501( a)- 1
Payroll Deduction! Finance 29 CFR 516, 6( c) While Current 5 years after termination Authorizations
Payroll, registers Finance 29 CFR 516. 5( a) 3 years Permanent LC I I 74( d) .
Payroll records, terminated Finance files 29 CFR 516, 5 3 years from date of 7 years after audit employees last entry
Payroll, time cards/ sheets Employee 8 CCR 11000- 11150 3 years 7 years after audit 29 CFR 516, 6( a)( I)
LC I 174( d)
PERS - Employee Benefits Retirement Plan 29 USC 1027 6 years 6 years Personnel Records Records relating to promotion, demotion, 29 CFR 1627. 3 3 years 3 years transfer, lay-off, termination
Personnel Rules and Including employee handbook GC 34090 Until Superseded Permanent Regulations
Planning Commissioners Applications and other documents relating GC 34090 Until Superseded Until Superseded + 2 to commissioners, years
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RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Managcr approval and consent of City Attorney Record Description Authority Legal Recommcnded
Retcntion Retention
Period , Period
Police Records * Govemed by separate Police Records * * * Retention Schedule. Documents presented
to Council are permanent records to be
imaged and maintained as part of
Administration records.
Policies, Administrative GC 34090 Until Superseded Until Superseded Policies, Council! Original policies adopted by the City GC 34090 Until Superseded Permanent CRAlCommission Council! CRA/
Commission. Imaged immediately as part
of Council packet or minutes,
Political Related to legislation. GC 34090 2 years 2 years Support/Opposition,
Requests & Responses
Polygraph tests Records relating to the administration of a 29 CFR 801. 30 3 years after test 3 years after test polygraph examination
Press Releases City related. GC 34090 2 years 2 years
Procedure Manuals Administrative, GC 34090 Until Superseded Until Superseded Proclamations City issued proclamations GC 34090 2 years 2 years Property Acquisition! City and CRA owned. GC 34090 2 years Permanent Disposition
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RECORI> S RETENTION SCIIEI> ULE FOR CITY OF ARCAI> IA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Anomey Record Description Authority Legal Recommended
Retention Retention
Period Period
Public Relations Review for historic significance, GC 34090 2 years * only documents deemed significant will be
imaged and maintained
permanently*
Recordings - audiotaped CounciVCommission/ GC 34090 Until no longer Until minutes are for preparation of meeting Redevelopment Agency meetings 640ps. Atty. Gen required for approved minutes) 317 preparation of
minutes
Recordings - routine video Routine daily taping/ recording of GC 34090, 34090, 6 Videos - I year; Videos - I year; monitoring, telephone, and telephone communications & radio Phone & Radio Phone & Radio radio communications communications; routine video communications - communications - 100 monitoring including in- car video 100 days days ( destruction must systems, jail observation/ monitoring ( destruction must have approval of City systems, building security systems have approval of Council & written City Council & consent of City Attorney)
written consent of
City Attorney)
Recordings, videotaped Council/ Commission/ Redevelopment GC 34090, 34090. 7 90 days after event 90 days after event Agency meetings recorded and recorded and minutes
minutes approved approved
Recordings, videotaped PromotionallEducational videos broadcast GC 34090 Until no longer Until no longer required on local cable access channel, not required
generally considered as official records of
City business
Recruitments and Selection Records relating to hiring, promotion, 29 CFR 1627, 3 3 years 3 ycars selection for training
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RECORDS RETENTION SCIIEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Dcscription Authority Legal Rccommended
Retention Retention
Period Period
Refuse Collection General administrative records GC 34090 2 years 2 years Registration Forms Human Services Recreation Programs GC 34090 2 years 2 years Release Forms/ Waivers Human Services Recreation Programs GC 34090 2 years 2 years Reports - Agenda reports, Council/Redevelopment GC 34090 2 years Permanent staff reports Agency/ Commission. All staff reports and GC 34090, 5 correspondence presented as part of a
meeting are pcrmanent records. Paper
copies of CounciVCRA packcts will be
maintaincd for I year as complctc
packcts. Originals are imaged
immediately for pcrmanent rctention.
Paper records will be maintained I year
in thc City Clerk Division as part of a
complete copy ofthc agenda packet
materials). The filmed record shall serve
as thc permanent record.
Resolutions Vital records - originals may ncver be GC 34090 Permanent Pcrmanent destroyed. Image immediatcly,
Returned Chccks Financc- NSF ( not City checks) GC 34090 2 years after audit 2 ycars aftcr audit Salary Surveys GC 34090 2 years 2 years
Sewer Construction! Administrative records. GC 34090 2 ycars Permanent Improvcment!
Maintenance
Sister Citics Retain permancntly for historic refercnce. GC 34090 2 ycars Pcrmanent R VPVB\NGS\ 565290
RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXH1I31T A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended
Retention Retention
Period Period
Social Events/ Celebrations Review for historic significance, only GC 34090 2 years Permanent* documents deemed significant will be
imaged and maintained permanently. *
SpeedSurveys Engineering GC 34090 Until Superseded Until Superseded plus 6 plus 2 years years
State Controller Annual reports. GC 34090 2 years 7 years after audit Stop Payments Finance - bank statements GC 34090 2 years 7 years after audit Storm Drain Construction! Administrative records. GC 34090 2 years Permanent Improvement!
Maintenance
Strect Construction! Administrative records GC 34090 2 years Permanent Improvements
Studies, Various City Various file number locations, GC 34090 2 years Permanent Subdivision! Tract Files PlanninglEngineering GC 34090 Until Completed Permanent Surplus Property Administration relating to auctions. GC 34090 2 years 2 years Tax Administration Includes Tax & Revenues Anticipation GC 34090 While Current 7 years After Audit Notes, Utility User= s Tax and related
documents,
Telephone Reports Finance - monthly sumrnary and detail GC 34090 2 years 2 years reports,
Treasurer= s Report GC 34090 2 years Permanent
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RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Record Description Authority Legal Recommended
Retention Retention
Period Period
Unemployment Insurance IRC 3301- 3311 4 years 4 years
Records
Vacations Street; offers to dedicate; drainage; access GC 34090 2 years Permanent rights, etc.
Wage and Hour Records- For covered employees and other records 41 USC 35- 45 3 years 3 years federal requirements for employees under 19 years old
Wage Rates / Job Employee records LC 1197, 5( d) 2 years 2 years Classifications LC I I 74( d)
Warrant Registers Finance - list of demands ( retain as part of GC 34090 Permanent Permanent agendapacket information)
Waste Management Solid Waste - Administrative GC 34090 2 years Permanent Water System records Sampling data, analyses, reports, surveys, 22 CCR 64692 12 years I 2 years letters, evaluations, schedules,
Department determinations
Wires Finance - fund transfers GC 34090 2 years 7 After Audit Work Orders Community Services GC 34090 2 years 2 years Workers Compensation Work- injury claims ( including denied 8 CCR 10102 5 years 5 years Files claims)
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RECORDS RETENTION SCHEDULE FOR CITY OF ARCADIA
EXHIBIT A
Destruction of any City record must have City Manager approval and consent of City Attorney Legal Authoritv Abbreviations
CCP
CCR
CFR
EC
GC
IRC
Code of Civil Procedure ( California)
California Code of Regulations
Code of Federal Regulations
Elections Code ( California)
Government Code ( California)
Internal Revenue Code
IRS
LC
PC
R& TC
USC
RVPUB\NGS\565290
Internal Revenue Service
Labor Code ( California)
Penal Code ( California)
Revenue & Taxation Code ( California)
United States Code