RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
ADMINISTRATIVE AND MISCELLANEOUS RECORDS
1 Community Pride Property Evaluation CU+2 - CU+2
n/a
2 Complaint Form CU+2 - CU+2 Minimum 2
years
3 Correspondence
Chron Files;
General/Public;
Reports;
Citizen Complaints;
Subject Files;
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2
Minimum 2
years
4 Daily Progress Journals CU+2 - CU+2
When No
Longer
Required
City-wide, CW-013
5 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 CODE COMPLIANCE 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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
6 Equipment/vehicle Files:
Owners manuals;
Service/ maintenance information;
Purchase information; and
Correspondence & backup data
* -
*
n/a
7 Events CU+2 - CU+2 n/a
8 Fire Code; All Uniform/Adopted Codes P -
P n/a Reference
9 Garage Sale Permits CL+2 - CL+2 2 years
10 Inventory, Equipment & Supplies CU+2 - CU+2 When No
Longer
Required
City-wide, CW-013
11 Licenses CU+2 - CU+2 n/a
12 Log of Investigation and Enforcement Actions CU+2 CU+2 When No Longer
Required
City-wide, CW-013
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
13 Organizations Files - Civic Organizations:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a Not City Records
14 Organizations Files - Federal, State, County, Local
Government Agencies and Indian Tribes:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a Not City Records
15 Organizations Files - Professional Organizations:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a Not City Records
16 Petty Cash Receipts/Requisitions CU+2 - CU+2 n/a Finance keeps originals RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
17 Records Management - Destroyed Records Lists &
Approvals (Duplicate)
When no
longer
required
- When no
longer
required
n/a copies
18 Records Management - Retention Schedules
(Duplicate)
S+2 - S+2 n/a copies
19 Revenue Collection
Receipt books
CU+2 - CU+2 n/a copies
20 Smoke Detector Inspection Forms CL+3 - CL+3
Minimum 2
years
Part of Code Enforcement Case Files
LEGAL RECORDS
21 Appeals (Copies) CL+2 - CL+2 n/a
22 Claims (Copies) CL+2 - CL+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
23 General Orders, Policies/Procedures S+2 - S+2 Minimum 2 years
City Wide, CW-026
24 Legal/City Attorney (Copies)
General
Opinions
P -
-
P
n/a copies
25 Legislation When no
longer
required
- When no
longer
required
n/a Not city records
26 Litigation Files (Copies) P -
P
n/a copies
27 Petitions CU+2 - CU+2 n/a copies
28 Small Claims (Includes Complaint, Proofs of Service, Notices, Other Pleadings, Judgments)
P - P
Minimum 2
years
Part of Code Enforcement Case Files
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
TITLE 13 RECORDS
29 Abatement Cost Report (Open cases) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
30 Advertising (Legal) (Open cases) CL+2 - CL+2
2 years On City Wide
31 Administrative Citation (Open cases) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
32 Administrative Hearing Packet (Open cases) CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files
33 Administration Inspection Warrant CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
34 Appeal of Administrative Citation (Open cases) CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
35 Notice of Public Nuisance and Order to Abate
Other related Code Compliance-issued
notices to real property owners
Non-real property related
P
CU+2
-
-
P
CU+2
Minimum 2
years
Part of Code Enforcement Case Files
36 Building Permits; Conditional Use Permits – not
issued by Code Compliance (Copies)
CL+2
-
CL+2
n/a
copies
37 Certificate of Occupancy P - P n/a
copies
38 Compliance Order P - P
Minimum 2
years
Part of Code Enforcement Case Files
39 Criminal Misdemeanor Complaint (Copies) P - P
Minimum 2
years
Part of Code Enforcement Case Files
40 Declarations (Open cases) P - P
Minimum 2
years
Part of Code Enforcement Case Files
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
41 Demand for Payment Cl+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
42 Field Citations (Open cases) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
43 Inspection Warrant (copies) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
44 Licenses (Copies) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
45 Notice of Action Recommended CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
46 Notice of Compliance CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
47 Notice of Decision (Appeals Officer)
CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
48 Notice of Hearing (All Types of Hearings; includes
Notice of Administrative Appeals Hearing) (Open
cases)
CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
49 Notice of Violation CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
50 Order to Abate CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
51 Proof of Service CL+2 - CL+2
Minimum 2 years Part of Code Enforcement Case Files
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
52 Property/case files and attachments therein CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files
53 Permits, Conditional Use Permit - issued by Code
Compliance and affecting title to real property P P
Minimum 2
years
Part of Code Enforcement Case Files
54 Weed Abatement CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files
PERSONNEL RELATED
55 Exposure
Background data
Material safety data sheets
T+30
CU+1
*
-
-
-
T+30
CU+1
*
n/a
n/a
30 years
HR keeps originals
HR keeps originals
On City-Wide, CW-030
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE 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/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
Biological monitoring results
Analyses using exposure or medical records
*
T+30
-
-
*
T+30
n/a
n/a
HR keeps originals
HR keeps originals
56 Staff Meeting Minutes
Action items
CU+2 - CU+2 2 years City0-wide, CW-009
57 Timesheets CU+3 - CU+3 n/a copies
58 Training Conference Minutes CU+2 - CU+2 n/a
59 Training Folders
Certifications
Designations
Continuing Education
CU+2 - CU+2 n/a HR keeps originals
60 Travel Reimbursement CU+2 - CU+2 n/a Finance keeps originals \\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Code Compliance Records Retention Schedule (06.17.15).doc