City_Council_Agenda_for_July_20_2022_-_Item_No._9 — Calexico City Council, July 20, 2022

AGENDA
ITEM
9 AGENDA STAFF REPORT
BAB

CALEXICO
DATE: July 20, 2022
TO: Mayor and City Council
APPROVED BY: Esperanza Colio Warren, City Manager
PREPARED BY: Gabriela T. Garcia, City Clerk
SUBJECT: Approval of a Resolution Authorizing the Destruction of Certain Departmental Records as per the City's Records Retention and Destruction Policy
=== =======
Recommendation:

Staff recommends that the City Council adopt the Resolution relating to the destruction of certain records listed on the attached Exhibit "A"
Background:

Government Code §34090 provides a procedure whereby any city record which has served its purpose and is no longer required may be destroyed, as long as the destruction of said records will not interfere with the services and functions of the City.

Records include documents, instruments, books, microfilm, images, video, audio or papers. The purpose of this procedure was to provide a rational and responsible way to maintain critical documents while purging and streamlining the agencies' files of non- essential paperwork.

On December 15, 2015, the City Council approved Resolution No. 2015-75 - Adopting a Records Retention and Destruction Policy setting in place the regulations covering the retention and destruction of citywide records.

Discussion & Analysis:

Destruction of records is determined upon the written request by the Department Director and the consent of the City Attorney. Once approved by City Council, the City Clerk will assist with the destruction of those records that the AGENDA State and the City's Records Retention and Destruction Policy no ITEM longer deems necessary to be retained. All records being recommended for destruction have been digitized and are available in the City Clerk's Office through the Laserfiche Document Management System.

The attached lists of records has been reviewed by the Department Director and approved by the City Attorney. The City Clerk will oversee the destruction of the records and maintain a permanent master log of all destroyed documents.

Fiscal Impact:

There is no fiscal impact associated with this action. The City contracts with a shredding company and the destruction will be coordinated with the normal cycle of service.

Coordinated With:

None.

Attachments:

1. Resolution No. 2015-75 - A Resolution of the City Council of the City of Calexico Adopting a Records Retention and Destruction Policy and Records Retention Schedule.

2. Draft Resolution 2022- - A Resolution of the City Council of the City of Calexico Authorizing the Destruction of Certain Departmental Records as per the City's Records Retention and Destruction Policy with Exhibit "A" - List of records for destruction for the Calexico City Clerk's Office.

ATTACHMENT 1
Resolution No. 2015-75 - A Resolution of the City Council of the City of Calexico Adopting a Records Retention and Destruction Policy and Records Retention Schedule.

RESOLUTION NO. 2015-75

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALEXICO ADOPTING

A RECORDS RETENTION AND DESTRUCTION POLICY AND RECORDS

RETENTION SCHEDULE
WHEREAS, the California Government Code, beginning with Section 34090, provides records are exempt from such destruction; and
WHEREAS, in order to stay current with continuing changes in the law, the City desires to adopt a records retention policy and records retention schedule ("Records Retention Policy") for the orderly retention of City records and the proper destruction of obsolete records.

NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CALEXICO as follows:

Section 1. The Records Retention Policy, attached hereto as Exhibit "A," incorporated herein by reference and made a part hereof, is hereby adopted as the records retention policy of the City of Calexico.

The City Council hereby finds that the Records Retention Policy complies Records Policy will not adversely affect the City or the public.

Section 3. The City Manager and/or his designee are authorized to do any and all acts necessary to give effect to and comply with the terms and intent of the Records Retention Policy The City Manager and/or his designec shall be responsible for the administration of the retention of records and the destruction of obsolete records pursuant to the Records Retention Policy. In addition, the City Manager and/or his designee are authorized to update or amend the Records Retention Policy as needed, without further approval from the City Council, in order to stay current with federal and State laws, as well as any other regulations, regarding records retention.

Pursuant to Government Code section 34090.7, the City Council hereby authorizes the City Manager and/or his designee to destroy at any time any duplicate record, paper or document of the City, while the original, whether in paper or electronic format, is retained for the legally required time period by the City.

Section 5. The City Manager and/or his designee shall have ongoing authority, without further approval needed from the City Council and with the approval of the City Attorney provided herein, to authorize destruction of obsolete City records in accordance with the Records Retention Policy,
Resolution No. 2015-75

Page 2 ends

Section 6. The City Clerk shall certify to the passage and adoption of this Resolution.

Section 7. This Resolution shall become effective immediately upon its passage and adoption.

ADOPTED this 15"h day of December, 2015.

Foong s. Kim, Mayor
ATTEST:

Gabricia T. Garcia, Depuly City Clerk
APPROVED:

Carlos L. Campos, Interim City Attorney
State of California)
County of Imperial) ss.

City of Calexico
I, Gabriela T. Garcia, Deputy City Clerk of the City of Calexico, California do hereby certify that above and foregoing Resolution No. 2015-75 was duly passed, approved and adopted by the City Council at its regular meeting held on the 15th of December, 2015 by the following vote to-wit:

AYES: Kim, Castro, Real, Hurtado, Moreno
NOES: None
ABSENT: None
Gabriela T. Garcia, Deputy City Clerk
SEAL
•
Resolution No. 2015-75

Page 3 ends

EXHIBIT "A"

RECORDS RETENTION AND DESTRUCTION POLICY
[Attached]

CITY OF CALEXICO

RECORDS RETENTION AND DESTRUCTION POLICY

1. PURPOSE
The purpose of this Policy is to provide guidelines to staff regarding the retention and destruction of obsolete and unnecessary records of the City of Calexico ("City"); provide for the . identification, maintenance, safeguarding and destruction of records in the normal course of business; ensure prompt and accurate retrieval of records; and ensure compliance with legal and regulatory requirements.

II. AUTHORIZATION
Pursuant to Government Code section 34090, staff must receive approval from the City Council by resolution and written consent from the City Attorney before destroying any City records.

III. PROCEDURE
A. The Department Head completes and signs a "Request for Destruction of Obsolete Records" form, listing the date and description of each document to be • A sample form is attached to this Policy as Attachment "A" and incorporated herein by reference, and the City Clerk or her designee shall have the authority to make all changes to this form which she deems necessary from time to time. The Department Head submits the form to the City Clerk.

B. The City Clerk checks the documents listed on the submitted form to confirm that each document is: (1) not required to be permanently retained, or (2) has been retained for the legally required period of time. The City Clerk also confirms that any applicable reproduction requirements (i.e., electronic imaging, etc.) for each document are complete. The City Clerk also verifies that the documents are not relevant to a lawsuit, administrative charge or investigation, or similar proceeding, which is in progress or which can reasonably be anticipated.

C. The City Clerk submits the form to the City Attorney, who reviews and signs the form and then returns the signed form to the City Clerk.

D. After receiving the signed form, the City Clerk submits the form and a resolution to the City Council for approval to destroy the documents.

After the City Council approves destruction, the City Clerk oversees the destruction of the documents, indicates the method of destruction on the form and signs the form.

The City Clerk will retain all original signed forms requesting destruction of records for a minimum period of two (2) years.

PAGE 1 OF 11
The City Clerk will create and permanently retain a master log of all destroyed documents which includes the titles or brief descriptions of the documents that were destroyed, the method of destruction and the date of destruction.

GENERAL GUIDELINES
A. Unless otherwise provided by law or this Policy, the obsolete and unnecessary records of the City are authorized to be destroyed as provided by Government Code sections 34090 - 34090.7 and as those sections may be added to and amended from time to time by the California Legislature. However, the following conditions apply to all City records: (1) no record may be destroyed without prior approval of the City Council and the City Attorney, and (2) no record may be destroyed if it is relevant to: (a) a lawsuit, administrative charge or investigation, or similar proceeding which is in progress or which can reasonably be anticipated; (b) a pending subpoena; (c) a pending request for records made under the Public Records Act; or (d) an active litigation hold.

B. The City Clerk shall be responsible for the administration of this Policy and shall assist all City personnel to comply with the provisions of this Policy and with the Records Retention Schedule, set forth in Attachment "B" attached hereto and incorporated herein by reference. The City Council shall approve all substantial changes to the Records Retention Schedule; provided, however, that the City Manager and/or City Attorney shall have ongoing authority, without further approval by the City Council, to make minor amendments from time to time, in accordance with changes to State and federal laws and regulations which may affect retention periods for City records.

C. The following general guidelines apply to all City records:

1. Pursuant to Government Code section 34090, the City shall not destroy any of the following records:
(a) Records affecting the title to real property of liens thereon. (b) Court records.
(c) Records required to be kept by statute.
(d) Records less than two years old
(e) The minutes, ordinances, or resolutions of the City or of a City board or commission.

2. The City Clerk is authorized to destroy any duplicate records less than two (2) years old at any time, pursuant to the procedures listed in this Policy. (Gov. Code § 34090.7.)

3. Unless otherwise provided by State or federal law, the City may authorize the destruction of any original document which is more than two (2) years Dan-garet
old, with the approval of the City. Council and written consent from the City Attorney, without retaining a copy of the document as long as the retention and destruction of the document complies with the retention schedule as set forth in this Policy (Gov. Code § 34090.)

4. The City Clerk may authorize the destruction of City records upon complying with all of the requirements of Government Code section 34090.5, including having the records reproduced either: (i) electronically, (ii) recorded on optical disk, (iii) reproduced on film or other medium that Is a trusted system and that does not permit additions, deletions, or changes to the original document, (iv) reproduced on film, optical disk, or other medium complying with standards found in Government Code section 12168.7 for recording permanent and nonpermanent documents in electronic media.

5. The records preserved pursuant to Government Code section 34090.5 shall be made accessible for public reference. A true copy of archival quality of the electronic medium reproductions shall be kept in a safe and separate place for security purposes. Any page of a record that cannot be reproduced electronically with full legibility shall be permanently preserved in a manner that will afford easy reference.

6. The reproduction of an original record made in accordance with Government Code section 34090.5 shall be deemed to be an original record and a transcript, exemplification, or certified copy of such reproduction shall be deemed to be a transcript, exemplification, or certified copy of the original.

7. In addition to the retention period required under this Policy, the City shall retain original administrative, legal, fiscal and/or historical records with continued value (i.e., records for long-term transactions and/or special projects) until all matters pertaining to such records are completely resolved or the time for appeals has expired.

IV. SPECIFIC GUIDELINES
A. Accounting Records

1. Accounting Records include, but are not limited to, the following:
(a) Source Documents
• Invoices
• Warrants
• Vouchers
• Requisitions/Purchase Orders (attached to invoices)
Cash Receipts
• Claims (attached to warrants in place of invoices)
• Bank Statements
•• Bank Deposits
• Checks
• Bills
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Various accounting authorizations taken from City Counci meeting or City commission meeting minutes, resolutions or contracts.
(b) Journals
• Cash Receipts
Accounts Receivable or Payable Register
Check or Warrant Register
General Journal
(c) Ledgers
Expenditure
Revenue
Accounts Payable or Receivable Ledger
arts Is preciation
Construction
General ledger
(d) Trial Balance
(e) Adjusting Entries
(f) Statements (Interim or Certified - Individual or All Fund) • Balance Sheet
• Analysis of Changes in Available Fund Balance
Cash Receipts and Disbursements
Inventory of Fixed Assets (Purchasing)
(g) Closing Entries
(h) Reversing Entries
(i) Other
• Inventory Records (Purchasing)
• Capital Asset Records (Purchasing)
• Depreciation Schedule
Cost Accounting Records

2. General ledgers must be kept a minimum of four (4) years after audited. (Code Civ. Proc. § 337.) The Secretary of State Local Government Records Management Guidelines recommends permanent retention.

3. In general, the City should retain original source documents that are detailed in a register, journal, ledger or statement until audited plus four Certain source documents may be retained for a shorter
period of time. Refer to the Records Retention Schedule for specific accounting documents.
-

4. The City may destroy at any time rough drafts, notes, working papers (except audit papers), and similar transitory documents that are not kept in the ordinary course of business, after the same have fulfilled theil purpose and are no longer required.

5. In addition to any required legal retention period, the City shall not authorize the destruction of any record subject to audit until it has been determined that the audit has been performed. (Gov. Code § 34090.) B. Long-Term Debt Records
The City Clerk shall retain the original records of proceedings for the authorization of long-term debt, bonds, warrants, loans, etc. after issuance execution. Original records may be reproduced
electronically, or as otherwise described in Government Code section 34090.5. (Gov. Code, §§ 34090, 34090.5.)

2. The City Clerk shall retain permanently the original records of the terms and conditions of bonds, including authorization, public hearing records, prospectus, proposals, notices, transcripts, etc. Original records may be reproduced electronically, or as otherwise described in Government Code section 34090.5. (Gov. Code, §§ 34090, 34090.5.)

3. Upon such conditions as the City Treasurer may set, the City Clerk may destroy paid or canceled bonds, warrant certificates and interest coupons

4. For bonds issued by the State of California, final bond documentation, including monthly statements of transactions and other supporting documents must be retained for 10 years. (Code Civ. Pro. § 337.5.) Minutes, Ordinances, Resolutions
The City shall retain original records of the minutes of meetings of the City Council and City commissions indefinitely. (Gov. Code § 34090, subd. (e).)
The City shall retain original ordinances and resolutions indefinitely. (Gov. Code § 34090, subd. (e).)
D. Statements and Reports Filed Pursuant to the Political Reform Act

1. The City Clerk shall permanently retain original campaign statements of the elected Mayor, City Council members, and Committees supporting such officeholders. Such statements may be imaged as described in Government Code section 34090.5 after two (2) years. (Gov. Code, § 81009, subds.(b), (g).)
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The City Clerk shall retain original campaign statements of candidates NOT elected to Mayor or City Council and the Committees supporting such candidates for five (5) years. Such statements may be imaged as described in Government Code section 34090.5 after two (2) years. (Gov. Code, §81009, subds. (b), (g).)

3. The City Clerk shall retain original campaign statements and reports for persons and committees other than Mayor and City Council for seven (7) years. (Gov. Code § 81009 (c), (e).)

4. The City Clerk shall retain copies of campaign statements or reports for four (4) years. The officer does not have to keep more than one copy of a statement or report. (Gov. Code § 81009 (f).)|

5. The City Clerk, as Filling Officer, shall retain copies of the original Statements of Economic Interests that are forwarded to the Fair Political Practices Commission for the Mayor, City Council, Planning Commission, City Manager, City Attorney, City Treasurer and all other City officials who manage public investments, as defined by 2 Cal. Code of Regs § 18701(b), and are subject to the disclosure requirements of Government Code § 87200. City Clerk retains the copies for four (4) years, provided there are no requirements to keep more than one copy. Such copies may be imaged as described in Government Code section 34090.5 after two (2) years. (Gov. Code § 81009, subds. (f), (g).)

6. The City Clerk, as Filing Officer, shall retain original Statements of Economic Interests for other City employees designated in the City's Conflict of Interest Code as defined in Government Code section 82019.

The City Clerk shall retain such originals for seven (7) years. Such statements may be electronically reproduced or as otherwise described in Government Code section 34090.5 after two (2) years. (Gov. Code § 81009, subds. (e), (g).)
E. Contracts

1. The City shall retain original contracts/agreements and any back-up materials for four (4) years after termination/completion of the contracts. (Code Civ. Proc. § 337.)
The City shall retain original contracts/agreements and any back-up materials with any person or entity who develops real property or furnishes the design, specifications, surveying, planning, supervision, tes i observation construal cor ipon of the development or F. Property Records.

The City shall retain original property records, such as title documents, indefinitely, or until the property is transferred or otherwise no longer owned by the City. (Gov. Code § G. Payroll and Personnel Records.

1. Payroll and personnel records include, but are not limited to, the following:
• Accident reports, injury claims and settiements
Applications, changes or terminations of employees
Earnings records and summaries
Fidelity bonds
Garnishments
Injury frequency charts
Insurance records of employees
Job descriptions
• Medical histories
• Retirements
Time cards or time sheets

2. The City shall retain personnel files for three (3) years after an individual's employment terminates. (29 CFR 1627.3.)

3. The City shall retain medical records of employees who have been exposed to toxic substances or harmful physical agents for thirty (30) years beyond the length of employment. Such medical records shall include records maintained by a physician, nurse, or other health care personnel or technician pertaining to exposure to hazardous substances. (8 Cal. Code Regs. § 3204 (d) (1)(A)(B).)
For employees who are employed by the City for less than one year, the City does not need to retain the employee's medical records regarding exposure to hazardous substances if the City provides the employee with such records upon termination of employment. (Ibid.)
Routine medical records such as first aid records for one-time treatment, observation of minor injuries, records relating to medical leave taken by, employees, burns, splinters, etc., should be kept for the length of employment plus three (3) years. (Gov. Code §§ 12946, 34090; 29 CFR 1627.3.)

4. The City may destroy fidelity bonds two (2) years after termination and garnishments four (4) years after garnishment is satisfied and after audit.

5. The City shall retain payroll records containing the name, address, date of birth, gender, job classification, hours worked, and regular and overtime wages for each employee for three (3) years beyond the length of employment. (29 CFR Part 516.5(a); Labor Code §§ 1174, 1197.5) The Secretary of State Local Government Records Management Guidelines recommends permanently retaining payroll registers listing labor costs by employee and program
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6. The City shall retain time cards or time sheets on which are entered daily starting and stopping time of individual employees for two (2) years. (29 CFR Part 516.6(a) (1).)

7. The City shall retain employment applications for persons not hired and employment referral records and files for two (2) years after such records or files are created. (Gov. Code § 12946; 29 CFR 1627.3.)

8. The City shall retain records regarding the race, gender, and national origin of each applicant and the job for which such applicant applied for two (2) years from the date of the making of the record or the date of the personnel action involved, whichever occurs later. The City may either retain the original documents used to identify applicants, or keep statistical summaries of the collected information. (2 CCR § 11013.)

9. The City shall retain any records pertaining to any payments, loans, promises or agreements by the City to any labor organization or representative of a labor organization for five (5) years. (29 USC § 436.) H. Construction and Engineering Records.

The City shall retain certain original construction records, such as bids, the guarantee or grant plus four (4) years.

2. The City shall retain during the life of the building an official copy of all building plans filed with the City and for which the City issued a building permit. This retention requirement does not include any building containing a financial institution or a public utility. (Health & Saf. Code §S 19850 - 19853.)

3. The City shall retain supporting documents on capital improvement projects, including bidders lists, specifications, reports, plans, work orders, schedules, etc., for ten (10) years after project completion. (Code Civ. Proc. § 337.15.)

1. Exposure/Safety Records and Material Safety Data Sheets (MSDS).

1. The City shall retain records of employee exposure to toxic substances and/or harmful physical agents, and exposure assessment records, for at least thirty (30) years. Such records should reveal the identity of the toxic substance or harmful physical agent and where and when such substance or agent was used. (8 CCR § 3204.)

2. The City may destroy the material safety data sheet (MSDS) for a hazardous substance after the City stops using the hazardous substance, provided it keeps a record of the substance (chemical name if known) and when and where it was used, for thirty (30) years (8 CCR § 3204(d)(1)(B)(2).)
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Video Monitoring, Telephone and Radio Communications; Other Video and Audio Recordings
The City shall retain recordings of routine video monitoring (e.g., building security recording systems) for at least one (1) year. After the one year retention period, the City may destroy the video recording pursuant to the procedure stated in this Policy. (Gov. Code § 34090.6.) If the recordings are evidence in any claim filed or pending litigation, they shall be preserved until the claim or pending litigation is resolved.

2. Upon authorization of the City, recordings of telephone and radio communications maintained by the City may be destroyed after 100 days pursuant to the procedure stated in this Policy. (Gov. Code § 34090.6.) If the recordings are evidence in any claim filed or pending litigation, they shall be preserved until the claim or pending litigation is resolved

3. Video or digital recordings of City meetings, made at the direction of the City, must be retained for at least 30 days after the meeting. (Gov. Code § 54953.5.)

4. If the City keeps another record, such as written minutes, of an event (other than City meetings) that is recorded on video or digitally recorded, the City must keep the video recording of the event for at least 90 days after the event. After 90 days, the video may be destroyed or erased, pursuant to the procedure stated in this Policy. (Gov. Code § 34090.7.)

5. When an audio recording of a meeting is made "for whatever purpose by or at the direction of the local agency" (e.g., to assist with preparation of the meeting minutes),, the recording must be retained a minimum of 30 days. (Gov. Code §§ 34090; 54935.5(b).)
V. RECORDS RETENTION SCHEDULE
The "Records Retention Schedule" is 'attached to this Policy as Attachment "B" and is incorporated herein by reference.

Attachments:

Attachment "A" - Request for Destruction of Obsolete Records (sample form) Attachment "B" - Records Retention Schedule
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ATTACHMENT "A"

REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS
[See Attached Form]

CITY OF CALEXICO
To: City Clerk
From: Department Head
Subject: Request for Destruction of Obsolete Records
I am requesting approval to destroy the obsolete records listed below.

Department Head Date

DATE OF RECORD DESCRIPTION OF RECORD
(If additional space is needed to describe records, please attach additional pages)

APPROVED
City Attorney Date
The obsolete records described above (and on any attached pages) were approved by the City Council for destruction on:

Date: Resolution No. _
The obsolete records described above (and on any attached pages) were destroyed under my supervision using the following method:

L Shredding • Burning • Other (specify method)
I certify that such destruction meets the requirements of the City's Records Retention and Destruction Policy and all applicable requirements of State and federal law.

City Clerk Date of Records Destruction
81211.00101121677098.1
ATTACHMENT "B"

RECORDS RETENTION SCHEDULE
[See Attached Schedule]
PagE 11 oF 11

RECORDS RETENTION SCHEDULE FOR CITIES
CALEXICO Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov. Code § 34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Not a public record
For Employee Medical Records & Employee
Exposure Records regarding exposure to toxic
substances or harmful physical agents GC 6254(c)
--Includes Material Safety Data Sheets (MSDS)
Accident/Illness Reports Does NOT include: records of health insurance 8 CCR Length of employment + 30 years claims maintained separate from employer's 3204(d) (1) (A)(B) records; first aid records of one-time treatments
for minor injuries; records of employees who
worked less than one (1) year if records are
given to employee upon termination
GC 34090
Accidents/Damage to City Property Risk management administration CCP 337.15 10 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) Updated November 2015
09977.0000I\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Until audited + 4 years
Accounting Records - General GC 34090 Published articles show 4 - 7 years Ledger General Ledger CCP 337 retention as typical
Sec. of State Guidelines
recommends permanent retention.

Accounting Records - Records showing items of gross income, 26 CFR 1.6001- - Permanent Books of Accounts receipts and disbursement (including 1(c) & (e) Permanent inventories, per IRS regulations)
CCP 337
Journals, statements, asset inventories, account 26 CFR 31.6001- postings with supporting documents, vouchers, 1(e)(2); Sec. of Accounts Payable investments, invoices and back-up documents, State Local purchase orders, travel expense Gor't. Records Until audited + 4 years reimbursements, petty cash, postage, PERS Mgmt.
reports, check requests, etc. Guidelines
recommendation
CCP 337
26 CFR 31.6001-
checks received, reports, investments, receipt 1(e) (2); Sec. of Accounts Receivable books, cash receipts, cash register tapes, State Local Until audited + 4 years payments for building permits/parking Gov't. Records
permits/Transient Occupancy Tax, etc. Mgmt.

Guidelines
recommendation
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Current + 2 years, unless part of a
Affidavits of Publication / Posting Legal notices for public hearings, publication of GC 34090 project or matter that requires ordinances, etc. longer retention (i.e., CEQA
documents)
Report of additional compensation received by
agency officials when appointing themselves to Recommended retention: Keep a Agency Report of Public Official committees, boards or commissions of other 2 CCR paper copy of report for 2 years
Appointments (FPPC Form 806) public agencies, special districts, joint powers 18702.5(b)(3); after removal from the City's agencies or joint powers authorities. Current GC 34090 website report must be posted on the City's website.

City Council, Successor Agency, Commissions
Agenda / Agenda Packets - agendas and packets can be imaged GC 34090 2 years immediately for retention, if desired. GC 34090.5
Council/Successor Agency/Commissions -
Agenda reports (staff reports) Originals can be imaged immediately for retention, if desired. The imaged record can GC 34090.5 2 years serve as the "original" record, if desired.

Notices, Resolutions, Certificates of Permanent
Annexations / Reorganizations Completion GC 34090
Until audited + 2 years
Sec. of State Guidelines
Annual Financial Report May include independent auditor analysis GC 34090 recommends while current + 7
years
Commissions Commites Not selected GC 34090 2 years
GC 34090
Applications for Boards, Selected Sec. of State Current + 5 years Commissions, Committees Guidelines
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) Updated November 2015
09977.0000111466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention For Real Property Owned by City - Not a
Appraisals public record until real estate transaction is GC 34090 GC 6254(h) 2 years
complete
Articles of Incorporation GC 34090 Permanent
Assessment Districts Original Documentation GC 34090 Permanent Documentation created and or received in 2 years
Audit Hearing or Review GC 34090
GC 34090 Current + 4 years
Financial services; internal and/or exteral CCP 337 Sec. of State Guidelines Audit Reports reports
CCP 343 recommends permanent retention
Backflow Test Reports Reports of testing and maintenance - water 17 CCR § 7605 3 years supply
Bank statements, receipts, certificates of 4 years
Bank Account Reconciliations deposit, etc.
1(e) (2) resco of sade Guietion: until
audited + 5 years)
Bids, Successful Includes plan and specifications;
notices/affidavits. CCP 337, 337.1 4 years
Bids, Unsuccessful Unsuccessful bid packages only GC 34090 2 years Billing Records Utility bill stubs - submitted with payment GC 34090 Current + 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) Updated November 2015
09977.0000111466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Authorization/public hearing
Bonds records/prospectus/proposals/certificates/notices ССР 33ба, 337.5 Upon cancellation, redemption or (transcripts)/registers/statements. maturity + 10 years Bonds, Development Housing; Industrial Development CCP 337.5 10 years Form of insurance that covers employer (City)
Bonds, Employee (Fidelity Bonds) for losses resulting from fraudulent acts of GC 34090 Length of employment + 2 years frei bode plumentation; monthly statement GC 34090 Upon cancellation, redemption or Bonds - Final
of transactions; supporting documents CCP 337.5 maturity +10 years Bonds - Paid/Cancelled Paid or cancelled bonds; warrant certificates; GC 34090 interest coupons GC 53921 2 years
Bonds, Surety CCP 337 4 years
and subdivision work
Bonds - Unsold/Unused Unsold/unused bonds GC 34090 2 years (specific requirements for GC 43900 et seq. disposal of unused bonds)
Brochures/ Informational/promotional documents created
Publications for or by the City GC 34090 2 years
GC 34090 Current + 2 years
Budget, Annual Annual operating budget approved by City Council Sec. of State Local Gov't. Records
Mgmt. Guidelines recommends
permanent retention.

Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR Califoria Code of Regulations R&TC Revenue & Taxation Code (California) H&s Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) Updated November 2015
09977.0000111466276.5
Category of Record Legal Authority Minimum Legal Retention Description or Example of Record
Copies submitted by contractors with
Building, Blueprints/ Specifications application for building permit or Certificate of GC 34090 Current + 2 years Occupancy
Building, Certificates Compliance, elevation, occupancy - affecting GC 34090 Permanent title to real property or liens on real property
New commercial and residential construction,
tenant improvements, room additions, spas, CCP 337.15
Building, Construction (Approved) signs, block wall, remodel (including security 10 years GC 34090
bonds)
Building, Inspection Correspondence, fees, appeal requests, reports GC 34090 2 years Building, Permits Permits for buildings; signs; grading; GC 34090 Until completed + 2 years encroachment permits
Official copy - Not to be reproduced until
written permission is obtained from architect of GC 34090 record and current building owner (Retention
Building Plans H&S 19850, For the life of the building
requirement not applicable to buildings
19851
containing a financial institution or public
utility.)
Building, Signs (temporary) Home occupation, off-premise signs GC 34090 2 years Business License Annual Reports Finance GC 34090 2 years Business Licenses/Permits City issued GC 34090 While current plus 2 years Cal-OSHA Personnel-Logs, Supplementary Record, LC 6410; 8 CCR Annual Summary (Federal & State-Cal OSHA) 14307 5 years Legal Authority Abbreviations
CCP Code of Civil Procedure (Califomia) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) Labor Code (California)
Updated November 2015
09977.00001\1466276.5
Category of Record Legal Authority Minimum Legal Retention Description or Example of Record
Forms filed annually; quarterly and year-end R&TC 19530 California State Tax Records 6 years
reports R&TC 19704
Campaign Statements - Mayor, City Original statements of elected candidates and GC 81009(b) Permanent (can image after 2 committees supporting elected candidates for
Council - elected (originals) Mayor, City Council GC 81009(g) years) Campaign Statements - candidates for Original statements of candidates and GC 81009(b) Mayor, City Council - not elected supporting committees for candidates not 5 years (can image after 2 years) (originals) elected for Mayor, City Council GC 81009(g) Campaign Statements for other than Original statements of all other persons and GC 81009(c), (e) Mayor, City Council; other campaign committees; other original reports and GC 81009(g) 7 years (can image after 2 years) reports (originals) statements
Campaign Statements/Reports -- Copies of reports/statements (if filing officer is 4 years (can image after 2 years) Copies not required to keep more than one copy) GC 81009(g) Certificates of Compliance Building department documents GC 34090 2 years GC 34090 Until audited +4 years
Includes payroll checks; canceled or voided CCP 337
checks; copies of checks; electronic versions of (Sec. of State Guidelines - Checks (City-issued)
checks recommended retention: until
1(e) (2) audited + 5 years)
Citizen Feedback General correspondence. GC 34090 2 years Claims Against the City Paid/Denied GC 34090 Until settled + 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Goverment Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) Updated November 2015
09977.00001\1466276.5
Category of Record Legal Authority Minimum Legal Retention Description or Example of Record
Building, housing and mobile home code
Code Enforcement, violation records including inspections; public Case files (see Nuisance Abatement) nuisance rubbish and weed abatement, citations GC 34090 Until closed ÷ 2 years [records on vehicle abatement/abandoned
vehicles are generally Police Records]
Code Enforcement, Current + 2 years
Liens & Releases Utilities, abatement, licenses GC 34090 Keep recorded liens until lien is
paid/satisfied
Code Enforcement - Logs Documentation of investigations and follow-up GC 34090| Current + 2 years Code Enforcement Other than regulations in City's Municipal Regulations Code GC 34090 2 years
Code Enforcement Code enforcement statistics
Reports, Federal and State GC 34090 Current ÷ 2 years
Collective Bargaining Agreements Memoranda of Understanding (MOUs) with 29 CFR 516.5 3 years employee unions; represented employee groups
Community Surveys Review final survey reports for historic GC 34090 2 years significance
Miscellaneous complaints, non-code
Complaints - Miscellaneous enforcement, not related to specific lawsuits GC 34090 involving the City and not otherwise 2 years
specifically covered by the Retention Schedule.

Comprehensive Annual Financial GC 34090
Reports (CAFR) Finance Until audited + 4 years
CCP 337
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) Updated November 2015
09977.00001\1466276.5
Category of Record Legal Authority Minimum Legal Retention Description or Example of Record
Conflict of Interest Code - required under
Conflict of Interest Code Political Reform Act; must be reviewed by July GC 87300 et seq.

Ist of every even-numbered year and amended Permanent
Original contracts and agreements and back-up
4 years after termination/
materials, including leases, license agreements, CCP 337 completion service/maintenance contracts, etc.

CCP 337.2
CCP 343
developm contact reements regardines the
Contracts, City (see also Agreements)
specifications, surveying, planning, supervision,
testing, or observation of construction or CCP 337.15 10 years after improvement to real property; may include termination/completion records of retention releases, retention withheld,
change orders, etc.

General correspondence, including letters and e-
Correspondence mail; Various files, not related to specific cases GC 34090 2 years and not otherwise specifically covered by the
retention schedule.

Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (Califomia) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 10 Updated November 2015
09977.0000111466276.5
Category of Record Minimum Legal Retention
Description or Example of Record Legal Authority
Credit card bills or statements and related
receipts. 26 CFR 31.6001- Until audited + 4 years
1(e) (2)
Credit Cards, City-owned
Other records related to use of City-owned GC 34090 Current + 2 years credit cards (policies, correspondence, etc.)
File with recorded documents; originals may GC 34090 Permanent Deeds, Real Property (Grant Deeds) not be destroyed.
29 CFR 516.5
Deferred Compensation Reports Finance - pension/retirement funds 29 CFR 1627.3 3 years Demographic/ GC 34090 Current +2 years
Statistical Data
Agreements for development of real property; Permanent
Development and Disposition Agreements CCP 337, 337.1,
CCP 337.15 (Sec. of State Guidelines
Development Agreements (DDAs); May include infrastructure contracts GC 34090 recommends retaining paper
(ic, rahite, cament plans, wily lines, 48 CFR 4.703 original for minimum 7 years) Development Conditions Mitigation measures; filed with project files GC 34090 For the life of the project Development, General Subject Files Internal working files including correspondence GC 34090 2 years Development, Incident Files Emergency Call Outs GC 34090 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (Califomia) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 11 Updated November 2015
09977.0000I\1466276.5
Legal Authority Minimum Legal Retention
Category of Record Description or Example of Record
Logs, registers or similar records listing GC 34090(a)
GC 4003, GC
Development Logs intuite inspirin, of cing ancy yel, plan. 4004 5 years check, utility H&S 19850 -
19853
Development, Photographs Aerial Photographs GC 30490 Current + 2 years Development, Projects-Not Building, engineering, planning GC 34090 2 years completed or denied
Development, Reports Activity, Periodic GC 34090 2 years For the life of the building;
Development, Seismic Retrofit GC 34090
Program Includes Certificates of Compliance Sec.of State Guidelines H&S 19850 recommends permanent retention
GC 34090
Development Standards parkway landscape development, public works Sec. of State Permanent construction Guidelines
GC 34090
Development, Street Names and Includes street dedications, street Permanent House Numbers vacations/closings, address assignment/changes Sec. of State Development, Studies, Special Engineering, joint powers, noise, transportation GC 34090 2 years Projects & Areas
Development, Surveys Recording data and maps Permanent
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Goverment Code (California) PC Penal Code (California) CCR Califomia Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 12 Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention GC 34090
DMV Drivers' Records Reports Motor Vehicle Pulls; Personnel record - not a GC 6254(c) Until superseded (should receive (DMV Pull-Notice System) public record new report every 12 months) VC 1808.1 (c)
Drawings, Project Plan Does not include those usually filed with case GC 34090 or project. 2 years
Easements, Real Property File with recorded documents; originals may GC 34090 Permanent not be destroyed.

Economic Development Projects Administrative records/Staff reports/Project GC 34090 2 years EEOC Records Records, reports showing compliance with
(Equal Employment Opportunity federal equal employment requirements (EEO-4 29 CFR 1602.30 3 years Commission) Reports, etc.)
Not ballot cards or absentee voter GC 34090
Election - Administrative Documents 2 years
lists/applications.

Election - Affidavit Index Voter registration index EC 17001 5 years
Sards (voted, spoiled, canceled arang ballot
Election - Ballots and Related precinct, unused absentee ballots, ballot Documents receipts, absent voter identification envelopes, 6 months 17306, 17505
absentee voter applications. May be destroyed
subject to any pending contest.

Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 13 Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Election - Ballots and identification For elections to Federal office (President, Vice EC 17301 22 months envelopes - Federal offices President, US Senator, US Representative) Ballots - Property related fees (Assessment
Election - Ballots - Prop. 218 Ballot proceeding) GC 53755(b)(4) 2 years (Assessment Districts) [Ballots are disclosable public records during and after tabulation]
Notifications and Publication of Election
Records used to compile final election results,
Election - Canvass including tally sheets, voting machine EC 17304 6 months tabulation, detailed breakdown of results;
special election results
Package of 2 tally sheets, copy of index,
Election - Election Official's Package challenge lists, assisted voters list. EC 17304 6 months of Documents Public record - all voters may inspect after commencement of official canvass of voters
Election - Nomination Documents - All nomination documents and signatures in Until term expires + 4 years lieu of filing petitions EC 17100
successful
Election - Nomination Documents - GC 81009(b) 5 years
unsuccessful
Election Petitions - Not a public record - documents resulting in EC 17200, 17400 Initiative/Recall/Referendum; an election - retention is from election GC 6253.5; 8 months Charter Amendments certification. EC 17400;
GC 34458-60
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 14 Updated November 2015
09977.0000111466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Election Petitions - No election Not a public record. Not resulting in an EC 17200, 17400 8 months election. Retention is from final examination. GC 6253.5 From date of election: Precinct official
material; declaration of intention; precinct
Election - Precinct Records board member applications; orders appointing EC 17503 5 months members of precinct boards and designating
polling places includes notice of appointment of
office and record of service
From date of election; initiative; referendum
Election - Roster of Voters recall; general municipal election; Charter EC 17300 5 years Amendments
Election - Voter Affidavits Affidavits of registration retained by the EC 17000 elections official 5 years
Benefit plans (including "cafeteria" and other 29 USC 1027 plans); health insurance programs; records 28 CCR
Employee Benefits regarding COBRA - extension of benefits for 1300.85.1 separated employees, insurance policies (health, 11 CCR 560 For life of plan/policy + 6 years vision, dental, deferred compensation, etc.) 29 CFR
Form of insurance that covers employer (City)
Employee Bonds (Fidelity) for losses resulting from fraudulent acts of GC 34090 While current + 2 years specified employees
GC 12946
Employee Files Personnel files -Not a public record. GC 6254(c) While current + 3 years 29 CFR 1627.3
Legal Authority Abbreviations
CCP Code of Civil Proceduro (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenuc & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 15 Updated November 2015
09977.0000I11466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Name, address, date of birth, occupation, rate of GC 12946 Employee Information, General pay and weekly compensation earned 29 CFR 1627.3 3 years LC 1174
Personnel--California Employer Information 2 CCR 11013
Employee Information - CEIR Report (c)(1) Received ÷ 2 years (for employers of 100 or more employees) GC 12946
Employee Information - Applicant Personnel--Data regarding race, gender, 2 CCR 11013 Identification Records national origin of applicants (c)(2) Received ÷ 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 16 Updated November 2015
09977.00001N1466276.5
Category of Record Minimum Legal Retention
Description or Example of Record Legal Authority
Medical records are part of personnel file --not
a public record. GC 6254(c)
Includes medical records made or maintained by 29 CFR
a physician, nurse, or other health care 1910.1020 Length of employment + 30 years personnel, or technician pertaining to employees
exposed to toxic substances or harmful physical 8 CCR 3204 agents. (d) (1)(A)(B)
Does not include first-aid records of one-time
Employee, Medical & Exposure treatment made on-site by a non-physician or Records (toxic substances or harmful
physical agents) observation of minor scratches, cuts, burns, splinters, etc., which do not involve medical
treatment, loss of consciousness, restriction of
work or motion, or transfer to another job.
(For employees of less than I year, no need to
retain medical records regarding exposure to
toxic substances/harmful physical agents if they
are returned to employee upon termination)
Records of first aid treatment for minor injuries GC 12946, Eroployee, Medical Records (routine) (burns, splinters, etc.); records relating to 34090| Length of employment + 3 years medical leave taken, etc. 29 CFR 1627.3
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Codc (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 17 Updated November 2015
09977.00001\1466276.5
Minimum Legal Retention
Category of Record Description or Example of Record Legal Authority Employee, Noise Exposure Noise exposure measurement records 8 CCR 5100 Current + 2 years Employee audiometric test records 8 CCR 5100 Length of employment Non-safety employee records may include
release authorizations: certifications: 29 CFR 1627.3
reassignments; outside employment; LC 1174
Employee, Non-safety commendations, disciplinary actions; GC 12946 Length of employment + 3 years terminations; oaths of office; pre-employment
medical evaluations; fingerprints; identification
cards (ID's)
May include Employee Assistance Program GC 34090
Employee Programs (EAP), Employee Recognition program, etc. GC 12946 2 years Alternate lists/logs, ethnicity disclosures, GC 34090
Employee, Recruitment examination materials, examination answer 2 years 29 CFR 1602.31
sheets, job bulletins
29 CFR 1627.3
Employee, Reports Employee statistics, benefit activity, liability GC 34090 2 years loss
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Reited Seat Tacation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC
EC Elections Code (California) LC Labor Code (California) 18 Updated Novembor 2015
09977.0000111466276.5
Legal Authority Minimum Legal Retention
Category of Record Description or Example of Record
29 CFR 1627.3
29 CFR 1602.31
Police department employees (except for peace
officers), fire, emergency employees-- records seq.
may include release authorizations; Length of employment + 3 years LC 1174
certifications; reassignments; outside GC 34090
employment; commendations; disciplinary GC 12946
Employee, Safety actions; terminations; oaths of office; pre- employment medical evaluations
Op. Atty. Gen. Length of employment + 5 years
No. 99-1111
Peace officer personnel records [May 2, 2000]
GC 12946 Length of employment + 2 years
Employee Rights - General 29 CFR 1602.14
Employment Agreements - At-Will Original agreements/contracts for at-will CCP 337 Length of employment + 4 years Employees; Temporary Employees CCP 343
Applications submitted for existing or GC 34090
Employment Applications - Not anticipated job openings, including any records GC 12946 Hired 2 years
pertaining to failure or refusal to hire applicant 29 CFR 1627.3 8 USC 1324a 3 years after date of hire, or 1 year
Employment Eligibility Verification Federal Immigration and Nationality Act; (b) (3) after date of termination,
(1-9 Forms) Immigration Reform/Control Act 1986 Pub. Law 99-603 whichever is later Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 19 Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Employment - Public Safety Certification/designations GC 34090 Length of employment + 2 years certifications
Employment - Surveys and Studies Includes classification, wage rates GC 34090 2 years 29 CFR 516.6
Paperwork documenting internal and external
Employment - Training Records, training for non-safety employees; includes any Length of employment + 2 years Non-Safety volunteer program training - class training GC 12946 materials, internships
Employment - Vehicle Mileage
Annual mileage reimbursement rates GC 34090 Until superseded ÷ 2 years Reimbursement Rates
Supporting documentation including bidders GC 34090, CCP *Cape improvement Projects list, specifications, reports, plans, work orders, 337.15 Project completion + 10 years schedules, etc.

Engineering
Construction Tracking, Daily/weekly logs; daily/weekly reports, etc. CCP 337.15 Project completion + 10 years Daily
Engineering
Drawings, Traffic Signs, signing and striping, road construction GC 34090 Permanent Control Plan
Engineering
Flood Control Storm Drains GC 34090 Permanent
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 20 Updated November 2015
09977.00001\1466276.5
Minimum Legal Retention
Category of Record Description or Example of Record Legal Authority Supporting documents regarding improvement
Engineering GC 34090
Special Districts districts, lighting districts, underground utility Permanent districts, etc.

Engineering
Street/Alley (Abandonment/ Relinquishment of rights and fee title GC 34090 Permanent Vacation)
Engineering
Counts, collisions, accidents GC 34090 Completion + 2 years Traffic Signals
Catalog of software applications, computer Must be completed by 7/1/2016, Enterprise Systems Catalog systems used by the City. Due 7/1/2016, per GC6270.5 (BA. posted on City website and Senate Bill 272 (2015 Statutes). updated annually
Environmental Quality Participants/ voucher logs, Total Daily Mileage Air Quality (AQMD) Survey (TDM); various local authorities; CCP 338(k); 3 years GC 34090
Commute Alternative
Environmental Quality Documents, abatement projects, public Asbestos buildings GC 34090 Permanent
Exemptions, Environmental Impact Report,
Environmental Quality Mitigation monitoring, negative declaration, GC 34090 California Environmental Quality notices of completion and determination, CEQA Permanent Act (CEQA) comments, statements of overriding Guidelines Environmental Quality
Congestion Management Ride sharing, trip management GC 34090 Completion + 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 21|
Updated November 2015
09977.0000111466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Environmental Quality Correspondence, consultants, issues, Environmental Review conservation GC 34090 Completion + 2 years Environmental Quality Pesticide applications, inspections and GC 34090 Completion + 2 years Pest Control sampling, documents
Environmental Quality Analysis, construction recommendations Soil GC 34090 Completion + 2 years
Environmental Quality Final Reports Permanent
Soil Reports GC 34090
ERISA Records Employee Retirement Income Security Act of 29 USC 1027 6 years
(Employee Retirement Security Act) - Plan reports, certified information filed; 29 USC 1059 records of benefits due
Records required to be kept under Gov. Code
Ethics Training Records (AB 1234; section 53235.2. Records must show dates that effective 1/1/06) local officials satisfied the training requirements GC 53235.2 5 years after receipt of training and the entity that provided the training
Events Planning, Community Review for historic significance GC 34090 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 22 Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention 3 years (federal)
Family and Medical Leave Act Records of leave taken, City policies relating to 29 CFR 825.500 2 vears (State) leave, notices, communications relating to
(federal) taking leave GC 12946
26 CFR 31.6001-
1(e)
Federal Tax Records May include Forms 1096, 1099, W-4 and W-2 Current + 4 years 29 CFR 516.5-
516.6
Fee Schedules/Studies Considered by the City Council GC 34090 2 years Fire Protection District
Administration Administrative documents. GC 34090 2 years General orders, policies & procedures GC 34090 Until superseded + 2 years Fixed Assets
Inventory Reflects purchase date, cost, account number GC 34090 Until audited + 2 years Fixed Assets Auction; disposal -
Surplus Property Listing of property; sealed bid sales of GC 34090 equipment CCP 337 Until audited + 4 years
Fixed Assets Title transfers when vehicle is sold.

Vehicle Ownership & Title VC 9900 et. seq. Until sold
Flood Plain Maps FEMA - not a City record, for information only. Until Superseded Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 23 Updated November 2015
09977.0000111466276.5
Legal Authority Minimum Legal Retention
Category of Record Description or Example of Record
Forms Adminstrative - blank Until Superseded
Fund Transfers Internal; bank transfers & wires GC 34090 Until audited + 2 years Until audited + 4 years
GC 34090 Published articles show 4 - 7 years
General Ledgers All annual financial summaries-all agencies retention as typical CCP 337
Sec. of State Guidelines
recommends permanent retention
General Plan GC 34090 Permanent
General Plan Amendments GC 34090| Permanent
2 CCR
FPPC form showing payment or donation made 18944(c)(3)(F), Gift to Agency Report to the City or to a City official and which can be (G); FPPC Fact Must be posted on City website for (FPPC Form 801) accepted as being made to the City Sheet: "Gifts to 4 years (per FPPC Fact Sheet) an Agency - Part
Gifts/Bequests Finance - to the City (kept with cash receipts) GC 34090 2 years Grading Permits GC 34090 Until completed + 2 years
Grading Variances GC 34090 Until completed + 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (Califomia) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 24 Updated November 2015
09977.0000111466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Grants Grant documents and all supporting documents:
applications, reports, contracts, project files, GC 34090 Community Development Block • proposals, statements, sub-recipient dockets, 24 CFR 570.502 Until completed +4 years Grant (CDBG); Urban Development; 24 CFR 85.42
other Federal and State grants environmental review, inventory, consolidated plan, etc.

Grants - Unsuccessful Applications not entitled GC 34090 2 years H&S 117945
H&S 118165
Hazardous Materials & Examples of hazardous materials/hazardous 3 years Hazardous Waste Disposal Records waste: medical waste; used oil; pesticides 22 CCR 66279.91
3 CCR 6624(g)
While current + 2 years
Hazardous Materials - [Permanent retention of documents GC 34090 regarding environmentally
Permits, Hazardous Materials Storage sensitive materials is recommended]
Hazardous Materials - Documents regarding federal, State or local Programs, Household Hazardous programs on disposal of household hazardous GC 34090 Until superseded + 2 years Waste waste
Hazardous Materials - Employee exposure records; name/identity of 8 CCR 3204(d) chemical substance used; when & where Length of employment + 30 years Exposure Records, etc. chemical substance was used et. seq.

Insurance Personnel related GC 34090 While current, + 2 years Insurance, Joint Powers Agreement Accreditation, MOU, agreements and agendas GC 34090 Current + 2 years Liability, performance bonds, employee bonds,
Insurance Certificates, City property; Insurance certificates filed separately GC 34090 While current + 2 years from contracts, includes insurance filed by
licensees.

May include liability, property, Certificates of
Insurance, Liability/Property Participation, deferred, use of facilities GC 34090 While current + 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 26 Updated November 2015
09977.0000I\1466276.5
Category of Record Minimum Legal Retention
Description or Example of Record Legal Authority
Insurance, Risk Management Reports Federal OSHA Forms; Loss Analysis Report; 29 CFR 1904.44 5 years (Federal) Safety Reports; Actuarial Studies 2 years (State)
Investment Reports, Transactions Summary of transactions, inventory and GC 34090 Until audited + 4 years earnings report CCP 337
Invoices Copies sent for fees owed, billing, related
documents GC 34090 Until audited + 2 years
Descriptions of duties, qualifications,
Job Descriptions responsibilities for each 29 CFR 1627.3 While current + 3 years position/classification/job title
Records of payments, loans, promises or
Labor Organizations agreements by City to any labor organization or 29 USC 436 5 years Land Use and Development Code GC 34090 Until superseded CCP 337
Lease Agreement Property or equipment CCP 337.2 Until terminated + 4 years CCP 343
Examples: Notices of public hearings, notices Current + 2 years, unless part of a Legal Notices / Affidavits of GC 34090 project or matter that requires Publication or Posting note, repot of posing of bicion of longer retention (i.e., CEQA documents)
Confidential - not for public disclosure
Legal Opinions (attorney-client privilege) GC 34090 Until superseded + 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Goverment Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 27 Upciated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Licenses/Permits - Special (Events; This category DOES NOT include business Solicitation) licenses/permits GC 34090 Current 2 years Litigation Case files GC 34090 Until settled + 2 years
FPPC Form 602 - Lobbying Firm Activity
Lobbying or Lobbyist Forms (FPPC Authorization; FPPC Form 635 - Report of FPPC Reg. forms) Lobbyist Employer & Report of Lobbying 18615(d)| 5 years Coalition - forms used when employing or
contracting with a lobbying firm
List of all regular and ongoing boards,
Local Appointments List commissions, and committees appointed by the GC 54970 Until superseded (new list ("Maddy List") City Council - pursuant to the Maddy Local GC 34090 prepared each Dec. 315) Appointive List Act
Lot Line Adjustments Land use - case files. GC 34090 Permanent Maintenance Manuals Equipment service/maintenance GC 34090 Until superseded Maintenance/Repair Records Equipment GC 34090 2 years
Engineering & field notes and profiles; cross
section of roads, streets, right-of-way, bridges;
Maps & Plats may include annexations, parks, tracts, block, GC 34090 Permanent storm drains, water easements, bench marks,
trees, grading, landfill, fire hydrants, base maps,
etc.

Marketing, Promotional Brochures, announcements, etc. GC 34090 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (Califomia) LC Labor Code (California) 28 Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Special or long range program plan for
Master Plans, Annual municipalities - coordination of services: GC 34090 2 years strategic planning
Materials Board, Renderings Boards
& Photographs Planning/Engineering GC 34090 2 years
GC 34090; Current + 3 years
29 USC 211(c)
29 CFR 516.5
Memoranda of Understanding (MOU) Personnel related; agreements with employee bargaining units resulting from negotiations Sec. of State Local Gov't.

Records Mgmt. Sec. of State recommends
Guidelines permanent retention
Minutes Council/Successor Agency/Commissions. GC 34090(e) Permanent Municipal Code GC 34090 Permanent
Contains records of plans, design, construction, GC 34090 Municipal Facilities conversion or modification of local Construction H&S 19850 For the life of the building
government-owned facilities, structures and
systems_
Municipal Facilities Permits, contracts, diagrams, schedules, GC 34090 Facility Rentals; Use insurance binders Current + 2 years Service requests, invoices supporting
Municipal Facilities doginening, on, bi licities inciding work GC 34090 Maintenance and Operations 2 years
orders and graffiti removal
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 29 Updated November 2015
09977.0000111466276.5
Minimum Legal Retention
Category of Record Description or Example of Record Legal Authority Neighborhood Planning Area and neighborhood Planning case records. GC 34090 Until Completed May wish to retain permanently for historic
Newsletter, City GC 34090 2 years
reference.

Notices - Public Meetings Special Meetings GC 34090 2 years National Pollutant Discharge Elimination
NDES Permits - sewage/sludge System (NPDES) - permit - sewage sludge use 40 CFR 503.17 5 years and disposal - monitoring records
NDES permit - monitoring information,
including calibration and maintenance records,
NPDES Permits - original strip chart recordings, required reports 40 CFR 122.41 3 years and all data used to complete the permit
application
Includes citations (not police), nuisance
Nuisance Abatement abatement, and liens resulting from nuisance GC 34090 Until settled + two years abatement.

GC 34090
Oaths of Office Elected and public officials (i.e., Council 29 USC 1113 members; commissioners; etc.) Current plus 6 years
See or sere
Offers of Dedication GC 34090 Until Completed
Ordinances Ordinances adopted by City Council GC 34090(e) Permanent Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 30 Upcatcd November 2015
09977.0000I\1466276.5
Legal Authority Minimum Legal Retention
Category of Record Description or Example of Record
OSHA Log 200, Supplementary Record, LC 6410; 8 CCR
OSHA Annual Summary (Federal & State-Cal-OSHA); 14300.33 5 years OSHA 300 Log, privacy case list, annual 29 CFR 1904.2 - summary, OSHA 301 incident report forms 1904.6, 1904.33 Personnel - Employee Exposure Records & LC 6410; 8 CCR
OSHA (Accident/Illness Reports) Employee Medical Records regarding exposure 14300.33; 8 Duration of employment plus 30 to toxic substances CCR. 3204; GC years
Not a public record 6254(c)
Paramedic Services Documents other than original contracts. GC 34090 2 years Parcel Map Waivers Land use - planning case files GC 34090 Permanent Parcel Maps Land use - planning/engineering case files GC 34090 Permanent Includes administrative parking citations and
Parking Citations GC 34090 Until settled/adjudicated + 2 years appeals
Parking Studies Engineering GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Rited Sat Taxation Code (Califormia) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC
EC Elections Code (California) LC Labor Code (California) 31 Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention 29 USC 436
26 CFR 31.6001-
R&TC 19530
R&TC 19704
Annual W-2's, W-4's, Form 1099s, etc.; 26 USC 6001
Payroll - Federal/State Reports quarterly and year-end reports 26 CFR 6 years 301.6501(a)-1
26 CFR 31.6001-
1(e)
29 CFR 516.5 -
516.6
Payroll Deduction/ Finance 29 CFR 516.6(c) While Current + 2 years Authorizations
29 CFR 516.5
Payroll records (employee Records showing employee information/data - IC 1174(d), information) names, addresses, etc.; hours worked; regular 1197.5 Length of employment + 3 years and overtime wages, etc.
29 CFR 516.5 (a) 3 years
LC 1174(d)
Finance
Payroll, registers Labor costs by employee & program (Sec. of State Guidelines - recommended permanent
retention)
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 32 Updated November 2015
09977.0000111466276.5
Category of Record Legal Authority Minimum Legal Retention Description or Example of Record
29 CFR 2 years
Payroll, time cards/sheets Employee 516.6(a)(1) (Sec. of State guidelines - recommends retention: until
LC 1174(d) audited + 6 years)
LC 1197.5(d)
LC 1174(d)
GC 34090
Payroll - Wage Rates / Job Employee records GC 12946 While current + 3 years Classifications 29 CFR 516.6
29 CFR 1602.4
29 CFR 1627.3
Other than building permits - For signs,
GC 34090
Permits, Construction grading, encroachment, including copies of Until completed + 2 years blueprints and specifications
Alterations, encroachment, excavations, road,
Permits, Other street sidewalks & curb alterations, GC 34090 Until completed + 2 years transportation, swimming pool drainage,
temporary uses, etc.
29 USC 1027 6 years
Aled under FRas-annual reports required to be
PERS - Employee Benefits 29 CFR
PERS Employee Benefit Plan - original 1627.3(b)(2)
document, or copies GC 34090 Current + 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 33 Updated November 2015
09977.0000111466276.5
Legal Authority Minimum Legal Retention
Category of Record Description or Example of Record
29 CFR 516.6
Personnel Policies -- Rules and Including employee handbooks, employee 29 CFR Regulations manuals, and other policies/procedures 1627.3(a) Current + 3 years Payroll or other records containing name,
Personnel Records address, date of birth, occupation, rate of pay, 29 CFR 1627.3 3 years etc., including records relating to promotion,
demotion, transfer, lay-off, termination
Petitions Submitted to legislative bodies GC 34090 Current + 2 years GC 34090
Planning Commissioners Applications and other documents relating to Term of office + 5 years commissioners. Sec. of State
Guidelines
Initiated by citizen complaints or internally
initiated; includes complaints, reports, findings,
Police - administrative reviews regarding use of force, Administration etc. PC 832.5
Investigations EVC 1045 Until closed + 5 years
Administrative/Internal [Detailed listings of retention periods for police PC 801.5 Administrative reviews and other public safety records should be governed by a separate records retention
All policies and procedures, directives rendered GC 34090 Until Superseded + 2 years Policies, Administrative by Council not assigned a resolution or ordinance number
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 34 Updatcd November 2015
09977.0000111466276.5
Legal Authority Minimum Legal Retention
Category of Record Description or Example of Record
Original policies adopted by the City
Policies, Council/ Council/Successor Agency/ GC 34090 Until Superseded Successor Agency/Commissions Commissions.

Political Support/Opposition, Related to legislation. GC 34090 Requests & Responses 2 years
Press Releases GC 34090 2 years
Procedure Manuals Administrative. GC 34090 Until superseded + 2 years 2 years; if done by City Council
Proclamations City issued proclamations GC 34090 Resolution, then permanent retention
Property, Abandonment Buildings, condemnation, demolition GC 34090 Permanent Property Acquisition/ CCP 337.15 10 years
Disposition
Public Records Act Request Requests from the public to inspect or copy public documents GC 34090 2 years
Purchasing Requests for Qualifications; Requests for
Proposals regarding goods and services GC 34090 Current + 2 years RFQ's, RFP's
Purchasing, Requisitions, Purchase GC 34090
Original Documents Until audited + 4 years
Orders CCP 337
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 35 Updated November 2015
09977.0000111466276.5
Minimum Legal Retention
Category of Record Description or Example of Record Legal Authority Council/Commission/ GC 34090;
Recordings - audio (e.g., for Successor Agency meetings -- audio recording 54935.5(b) Minimum 30 days
preparation of meeting minutes) "made for whatever purpose by or at the direction of the local agency"
Routine daily recording of telephone & radio
communications; routine video monitoring Videos - 1 year; Phone & Radio Recordings - routine video including in-car video systems, jail GC 34090, communications - 100 days monitoring, telephone, and radio
communications observation/monitoring systems, building 34090.6 (destruction must be approved by security systems. [Includes automated license City Council & City Attorney) plate reader (ALPR) video recordings/data]
Recordings, video or digitally Videos or digital recordings of public meetings made by or at the direction of the city (e.g.,
recorded - meetings of legislative Council/Commission/Successor Agency GC 54953.5 Minimum 30 days bodies
meetings)
GC 34090,
Other than videos or digital recordings of public 34090.7 Recordings, video or digitally Minimum 90 days after event is recorded (Duplicate - see Description meetings; Considered duplicate records if another record of the same event is kept (i.e., 85 Ops. Cal. Iccorded or Example of Record) written minutes) Atty. Gen. 256
(2002)
Records Management Disposition Documentation of final disposition of records GC 34090 Permanent Certification
Records Retention Schedules GC 34090 Current + 2 years
Records relating to hiring, promotion, selection
Recruitments and Selection for training 29 CFR 1627.3 3 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California)| CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 36 Updated November 2015
09977.00001\1466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Refuse Collection General administrative records GC 34090 2 years Registration Forms Human Services Recreation Programs GC 34090 2 years Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years Resolutions adopted by the City Council and GC 34090(e) Resolutions Permanent
City Commissions
Returned Checks Finance-NSF (not City checks) GC 34090 2 years after audit Salary/Compensation Studies, Studies o surveys of'other agencies regarding wages, salaries and other compensation or GC 34090
Surveys benefits While current + 2 years
Sewer Construction/
Improvement/ Administrative records. GC 34090 2 years
Maintenance
Speed Surveys Engineering GC 34090 Until superseded plus 2 years State Controller Annual reports. GC 34090 2 years
Copies of original statements of elected officials
Statements of Economic Interest -
forwarded to Fair Political Practices GC 81009(Đ), (g) 4 years (can image after 2 years) Form 700 (copies) (elected officials)
Commission (FPPC)
Statements of Economic Interest - Originals of statements of designated Form 700 (originals) (non-elected) GC 81009(e), (g) 7 years (can image after 2 years) Stop Payments Finance - bank statements GC 34090 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) Labor Code (California)
37 Updated November 2015
09977.0000111466276.5
Category of Record Legal Authority Minimum Legal Retention Description or Example of Record
Storm Drain Construction/
Improvement/ Administrative records. GC 34090 2 years
Maintenance
Street Construction/ Administrative records GC 34090 2 years Improvements
Street Vacations Offers to dedicate; drainage; access rights, etc. GC 34090 Permanent Studies, Various City GC 34090 While current + 2 years
Taxes, Special Special tax levied by a local agency on a per CCP 338 Until audited + 3 years parcel basis
26 USC 3301-
Records relating to unemployment insurance - 3311; Calif.

Unemployment Insurance Records claims, payments, correspondence, etc. Unemployment While current + 4 years CСР3А Code;
GC 34090; Sec.

Utility Services - Applications for utility connections, of State Applications disconnects, registers, service Guidelines Current + 2 years recommendation
GC 34090; Sec.

Utility Services - Customer name, service address, meter reading, of State Until audited + 2 years Billing Records usage, payments, applications/cancellations Guidelines recommendation
Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (Califomia) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 38 Updated November 2015
09977.00001\1466276.5
Category of Record Minimum Legal Retention
Description or Example of Record Legal Authority
GC 34090; Sec.

Utility Services - Billing including monthly activity of State Current + 2 years Journals, Utility Billing Guidelines
recommendation
GC 34090; Sec.

Utility Services - Maps, water line connections of State Permanent Connection Records Guidelines
recommendation
GC 34090; Sec.
of State
Meter Reading: Reports Guidelines Current + 2 years
recommendation
Utility Services - GC 34090 Current + 2 years
Utility Rebates, Reports
GC 34090
Vouchers - Payments Account postings with supporting documents Until audited + 4 years CCP 337
Wage Garnishment Wage or salary garnishment CCP 337 Active until garnishment is satisfied; then retain until audited
+4 years
Record of checks issued; approved by
Warrant Register/Check Register legislative body (copy is normally retained as GC 34090 Until audited + 2 years part of agenda packet information)
Waste Management Solid Waste - Administrative documents GC 34090 2 years Legal Authority Abbreviations
CCP Code of Civil Procedure (California) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (California) 39 Lipdated November 2015
09977.0000I11466276.5
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Workers Compensation Files Work-injury claims (including denied claims); 8 CCR 10102 Until settled + 5 years claim files, reports, etc. 8 CCR 15400.2
Legal Authority Abbreviations
CCP Code of Civil Procedure (Califomia) GC Government Code (California) PC Penal Code (California) CCR California Code of Regulations R&TC Revenue & Taxation Code (California) H&S Health & Safety Code (California) CFR Code of Federal Regulations USC United States Code
EC Elections Code (California) LC Labor Code (Califomia) Updated November 2015
09977.00001\1466276.5
ATTACHMENT 2
Draft Resolution 2022- - A Resolution of the City Council of the City of Calexico Authorizing the Destruction of Certain Departmental Records as per the City's Records Retention and Destruction Policy with Exhibit "A" - List of records for destruction for the Calexico City Clerk's Office.

RESOLUTION NO. 2022-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CALEXICO,

CALIFORNIA, AUTHORIZING THE DESTRUCTION OF CERTAIN

DEPARTMENTAL RECORDS AS PER THE CITY'S RECORDS RETENTION AND

DESTRUCTION POLICY
WHEREAS, Section 34090 et seq. of the California Government Code authorizes the destruction of City records upon approval of the legislative body of the City and with the written consent of the City Attorney, provided that the records do not fall within certain specified categories and are not less than two years old; and
WHEREAS, City staff has presented a report to the City Council describing certain records, the destruction of which is authorized under California law and the City's Records Retention and Destruction Policy, such records being described in the lists attached hereto as Exhibit "A" and incorporated herein by this reference; and WHEREAS, the records described in Exhibit "A" are more than two (2) years old and are not otherwise required to be kept by the City;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CALEXICO, CALIFORNIA DOES RESOLVE AS FOLLOWS:

Section 1. The City Clerk is authorized to destroy the records described In Exhibit "A".

Section 2. The City Attorney's signature on this Resolution shall evidence his written consent to the destruction of said records.

Section 3. The City Clerk shall certify to the passage and adoption of this resolution and shall enter the same in the Book of Resolutions of the City of Calexico.

PASSED, APPROVED and ADOPTED this 20th day of July, 2022.

Javier Moreno, Mayor
ATTEST:

Gabriela T. Garcia, City Clerk
APPROVED AS TO FORM:

Carlos Campos, City Attorney
Resolution No. 2022-

Page 2 ends

State of California )
County of Imperial ) SS.

City of Calexico
I, Gabriela T. Garcia, City Clerk of the City of Calexico, California, do hereby certify that the above and foregoing Resolution No. 2022- was duly passed, approved and adopted by the City Council at its regular meeting held on the 20# day of July, 2022, by the following vote, to- wit:

AYES:

NOES:

ABSENT:

ABSTAIN:

Gabriela T. Garcia, City Clerk
EXHIBIT "A"
EXHIBIT "A" RECORDS FOR DESTRUCTION FOR THE CITY CLERK OFFICE

MINIMUM
LEGAL

DESCRIPTION OF RECORD TO BE DESTROYED LEGAL

AUTHORITY

RESTRICTIONS

CATEGORY OF RECORD
City Council Agendas and Back-up Documents for the Following Meeting Dates: 10- 02-1990; 10-16-1990;12-18-1990; 01-16-1991; 07-02-1991; 11-06-1991; 12-04-1991; 12-19-1991; 01-09-1992;01-27-1992; 02-27-1992; 02-06-1992; 03-09-1992; 03-17- 1992; 06-03-1992; 06-16-1992; 07-07-1992; 07-09-1992; 08-04-1992; 08-18-1992; 09- 01-1992; 09-14-1992; 09-29-1992; 10-06-1992; 10-20-1992; 11-04-1992; 12-01-1992; 12-15-1992; 01-05-1993; 02-16-1993; 02-18-1992;03-02-1993; 03-16-1993; 03-18- 1993;04-12-1993;04-20-1993;05-18-1993; 05-19-1993; 06-01-1993; 06-08-1993;06- 15-1993; 06-22-1993;07-06-1993; 07-20-1993; 07-27-1993; 07-29-1993; 08-03-1993; 08-10-1993; 08-17-1993; 09-14-1993; 09-21-1993;10-1993; 01-04-1994; 02-01-1994; GC 34090 Agenda/Agenda Packets 2 Years
02-15-1994; 04-13-1994;04-19-1994; 05-03-1994; 05-17-1994; 06-08-1994;06-27- GC 34090.5 1994;07-12-1994; 07-13-1994; 07-14-1994; 07-19-1994; 08-16-1994;08-23-1994;09- 06-1994; 09-21-1994; 09-23-1994; 11-01-1994; 11-15-1994; 12-06-1994; 02-21- 1995; 04-04-1995; 05-02-1995; 05-16-1995; 11-06-2001; 11-07-2001; 11-20-2001; 11-27-2001; 12-04-2001; 12-11-2001;12-18-2001; 01-02-2002; 01-15-2002; 01-22- 2002; 02-05-2002; 02-19-2002; 02-28-2002; 03-04-2002; 03-07-2002; 03-12-2002; 03- 19-2002; 03-25-2002; 04-02-2002; 04-09-2002; 04-15-2002; 04-16-2002; 05-07-2002; 05-21-2002; 05-28-2002; 06-04-2002; 06-11-2002; 01-29-1992; 06-18-2002; 07-02- 2002; 07-09-2002; 07-16-2002; 08-06-2002; 08-20-2002; 01-04-2005; 01-18-2005; 01- 20-2005; 02-01-2005; 02-15-2000; 03-01-2005; 03-08-2005; 03-15-2005; 04-05-2005; 07-05-2005; 07-31-2012.

City Council/Community Redevelopment Agency Agendas and Back-up Documents for the Following Meeting Dates: 02-02-1993; 08-17-1993; 04-05-1994; 07-19-1994; 11-20-2001; 04-12-2005; 04-19-2005; 05-03-2005; 05-17-2005; 06-08-2005; 06-21- GC 34090 Agenda/Agenda Packets 2 Years
2005; 06-27-2005; 07-05-2005; 07-19-2005; 08-02-2005; 08-16-2005; 08-29-2005; 09- GC 34090.5 27-2005; 10-04-2005; 10-18-2005; 10-21-2005; 11-01-2005; 11-15-2005; 11-22-2005; 12-06-2005; 12-20-2005; 03-06-2006; 12-02-2008; 06-29-2010.

City Council/Calexico Community Redevelopment Agency Successor GC 34090 Agenda/Agenda Packets Agency/Calexico Financing Authority ,Agendas and Back-up Documents for GC 34090.5 2 Years Following Meeting Dates: 06-29-2011; 07-30-2013; 08-08-20013;11-25-2013

Calexico City CouncilJuly 20, 2022

Calexico City Council
July 20, 2022