RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 1 CITY COUNCIL and CITY COMMISSIONS'
MEETINGS, MINUTES, and NOTICE
RECORDS
1 Advertising (Legal) CU+4 - CU+4 2 years
2 City Council Meetings - Notices:
Notices of adjournment;
Notices of special meetings;
Notices of rescheduled meetings;
Notices of continuation;
Declarations of posting
CU+2 - CU+2 2 years
3 City Council Meetings - Original Agenda Packets P - P P 4 City Commissions & Committees - Original
Agendas
CU +2 - CU+2 P
5 City Council and City Commission Minutes P - P P
6 City Council Meetings - Audio and Video Tapes P - P Minimum 2 years
7 City Commissions & Committees - Applications
Applications including unsuccessful
applicants
T+5 - T+5 2 years
8 Public Hearings Notices:
Proof of publication
Mailing lists
Certified mail receipts
CU+2 - CU+2 2 years
LEGISLATIVE RECORDS
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 2 9 City Council Resolutions and Proclamations P - P P
10 Municipal Code P - P n/a Compilation of Ordinances; publish 11 Ordinances - Adopted
Not adopted
P
CU+2
-
-
P
CU+2
P
BIDS and AGREEMENTS
12 Agreements, Contracts & Leases
Executed documents
Amendments
Attached exhibits
CL+1 9 CL+10 Completio
n + 10
years
City-Wide, CW-002 & CW-003 (Lead Department is OFR)
13 Bids/Proposals Files (Successful Bidders)
Requests for bids/proposals
Specifications & backup data
Bids/proposals received
CL+1 9 CL+10 Completio
n + 10
years
Kept with Agreement / Contract
14 Bids/Proposals Files (Unsuccessful Bidders)
Unaccepted bids/proposals received on
any building, structure, or other public
work
CL+2 - CL+2 2 years City-Wide, CW-004 (Lead Department is OFR)
FPPC FILINGS
15 Candidate Statements and other Mandated
Filings
For offices per GC87200: Mayor, City
Council members, and of Committees
-
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 3 supporting such candidates, Committees
of statewide measures
If elected
If not elected
Not Candidate Controlled
P
EL + 5
EL + 7
P
EL + 5
EL + 7
P
5 years
7 years
16 Statements of Economic Interest -
Assuming/Initial, Annual, Leaving Office, and
Other Mandated Filings and Amendments
(Copies)
Elected officials per GC87200: Mayor,
City Council members, Committees
CU+4 - CU+4
7 years
17 Statements of Economic Interest for Persons
Appointed/Nominated per GC87200 (Copies):
City Manager
City Attorney
City Treasurer
Planning Commissioners
Official Managing Public Investments
CU+4 - CU+4
7 years
18 Statements of Economic Interest-
(Form 700) For Designated City
Employees/Conflict of Interest Code Filers
(Original)
CU+7 - CU+7
7 years
19 Gift to Agency Report (Form 801) CU + 5 CU + 5 7 years 20 Tickets Provided by Agency (Form 802) CU + 5 CU + 5 7 years RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 4
ELECTIONS RECORDS
21 Affidavits of Registration - Canceled Originals
and Copies of Index to Affidavits of Registration
EL+5 - EL+5 n/a County ROV
22 Canvass P - P n/a County ROV
23 Census - Federal, State, Special CU+2 - CU+2 n/a County ROV 24 Certificates of Election T+4 - T+4 n/a County ROV
25 Election – History P - P P
26 Election Records - Packages and Identification
Envelopes (Not Federal Elections as per Elections
Code 17301(a))
Voted polling place ballots
Voted absent voter ballots
Spoiled ballots
Canceled ballots
Unused ballots surrendered by the voter
per Elections Code Section 3015
Ballot receipts
Applications for absent voter ballots
EL+6mos. - EL+6mos. n/a County ROV
27 Election Records and Supplies - Contested
Elections
See
Descriptor
- See
Descriptor
n/a County ROV
28 Federal Office Elections Where Candidates are:
President, VP, US Senator, and US
Representative
Ballot packages of:
Voted poling places
Voted absent voters
Spoiled ballots
EL+22
mos.
- EL+22
mos
n/a County ROV
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 5 Canceled ballots
Unused absentee ballots surrendered by
voter per Elections Code 3105
Ballot receipts
29 Initiative and Referendum Petitions CL+8mos. - Results + 8 months,
30 Nomination papers & signatures T+4 - Term of
Office + 4
years
31 Notifications and Publications re: Elections EL+2 - 2 years 32 Oaths of Office T+6 - Separatio
n + 4
years
33 Rosters of Voters or Combined Rosters & Indexes EL+5 - n/a County ROV 34 Tally Sheets and Ballot Cards - Federal Elections
(President, VP, US Senator, US Representative)
Packages contain:
Two tally sheets, copy of index used as
voting record, challenge lists, assisted
voter lists
Ballots Cards
EL+22
mos.
- n/a County ROV
35 Tally Sheets and Ballot Cards- State/Local and
NOT Federal Offices as per Elections Code
17303(a)
Packages contain:
Two tally sheets, copy of index used as
voting record, challenge lists, assisted
voter lists
Ballot Cards
EL+6 mos. - n/a County ROV
REAL PROPERTY RECORDS
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 6 36 Assessment District P - P
37 CEQA Legal Notices:
Notices of exemption;
Notices of completion;
Notices of preparation;
Notices of determination;
Environmental Impact Report;
Mitigation monitoring;
Negative declaration;
Comments; and
Statements of overriding considerations
P - P n/a Planning keeps originals
38 Real Property - Certificates of Compliance (Lot
Line Adjustments):
Certificates & supporting data
P - P P City Clerk only retains recorded documents
39 Real Property - Dedications Files:
Offers of dedication & exhibits;
Resolutions (file copies); and
Correspondence & supporting data
P - P P City Clerk only retains recorded documents
40 Real Property - Detachments/Withdrawals Files:
Maps & drawings;
Studies & reports;
Agreements; and
Correspondence & supporting data
P - P P City Clerk only retains recorded documents
41 Real Property Files:
Deeds & supporting data;
Quitclaims & supporting data; and
Easements & supporting data
P - P P City Clerk only retains recorded documents
42 Subdivision Tracts
Lot Splits - Mergers
P - P P City Clerk only retains recorded documents
LEGAL RECORDS
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 7 43 Appeals CL+3 - CL+3 n/a
44 Bankruptcy - related
Hearing notices and motions
Notices of Default
Election to Surrender Deed of Trust.
CL+2 CL+2 n/a
45 City Attorney (Copy)
General
Opinions
AR+2
S+2
-
- AR+2
S+2
n/a
46 Claims Against City (Copies) CL+5 - CL+5 n/a
47 Litigation Files (Copies) CL+5 - CL+5 n/a
48 Petitions to City CU+2 - CU+2 Results +
8 months
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 8 ADMINISTRATIVE and MISCELLANEOUS
RECORDS
49 City Clerk and City Council Correspondence
Files:
Incoming correspondence;
Outgoing correspondence
CU+2 - CU+2 2 years On City-wide, Correspondence
50 City Clerk Memos
Includes Conventions, Seminars, etc.
CU+2 - CU+2 2 years On City-wide, Correspondence
51 City History Files:
Selected historical records, including:
Maps & drawings;
Photographs;
Reports & studies;
Articles & news-clippings;
City publications;
City newsletters; and
Press releases
P P P P CC-027
52 City Incorporation Documents P - P P CC-027
53 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
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 9 54 Equipment Files:
Owners manuals;
Service/ maintenance information;
Purchase information; and
Correspondence & backup data
T+2 - T+2 n/a
55 Insurance
Liability/Property
P - P n/a
56 Licenses CU+2 - CU+2 n/a
57 Organizations Files - Civic Organizations:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a
58 Organizations Files - Federal, State, County,
Local Government Agencies and Indian Tribes:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a
59 Organizations Files - Professional Organizations:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a n/a
60 Permits CU+2 - CU+2
61 Records Management - City Retention Schedules S+2 - S+2 P 62 Records Management - Destroyed Records Lists
& Approvals
P - P 10 years
63 Riverside County
Board of Supervisors
S+2 - S+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:
CITY CLERK
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 E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 10 Flood Control
Health Department/AQMD
Planning
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