RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
BUILDING
DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 1
BUILDING INSPECTION AND PLAN CHECKS
1 Backup files CL+2 - CL+2 n/a copies
2 Building Calculations L - L P Filed with Permit and/or Plan 3 Building Code
Review, Compliance S+2 - S+2
Minimum
While
Ordinance
is in Force
4 Building Inspection Reports
City Projects
Other Inspections
CL+2 - CL+2
n/a Part of Permit
5 Field Books - Surveys P - P n/a Building does not do surveys 6 Miscellaneous Drawings, Maps, Mylars, Blueprints,
and Specifications
CL+2 - CL+2 P
Guessing this is was intended to be Building
Plans
7 Permits P - P P
8 Plans L - L P
9 Plan Check
Commercial/Industrial
Single Family
P - P
n/a These are drafts; retain the final
10 Photographs S+2 - S+2 When No
Longer
Required
Preliminary Drafts; destroy unnecessary
photograph
11 Receipt Books CL+4 - CL+4 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
BUILDING
DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 2 12 Reports/Studies
CL+2 - CL+2 10 years On City-wide
LEGAL RECORDS
13 Appeals (Copies) CL+3 - CL+3 n/a
14 City Attorney memoranda and legal opinions S+2 - S+2 n/a 15 Citizen Complaints (See Correspondence under
ADMINISTRATIVE
2 years Correspondence – On City-Wide (may become
a Work Order / Service Request)
16 California State CU+2 - CU+2 n/a
ADMINISTRATIVE and MISCELLANEOUS RECORDS
17 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints;
Subject Files
Reproduction/printing requests; and
Correspondence not attached to
agreement or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
18 Departmental Policies and Procedures S + 2 - S + 2 Min, 2 years On City-Wide (some may not be superseded) 19 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+2 - CU+2 Min, 2 years On City-Wide
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
BUILDING
DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 3 20 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the
records series (e.g. a Harassment compliant
would be sent to HR, and kept for the retention
period of a Harassment Complaint.
If Content NOT Substantive, When No Longer
Required
On City-Wide, Correspondence
21 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs;
Purchase Information
T+2 - T+2
Disposal of
Vehicle or
Equipment
+ 2 years
22 Federal Agencies CU+2 - CU+2 n/a
23 Local Government Agencies CU+2 - CU+2 n/a
24 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2 n/a
25 Riverside County CU+2 - CU+2 n/a
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