RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
ENGINEERING
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CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life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
PERMITS AND PLANS
1 Certificates of Insurance P - P Completion
+ 10 years Filed and Retained with Agreement or Contract 2 Construction (Approved) P - P Perm or
Completion
+ 10 years
See ENG-003 & ENG-004
3 Field Books - Surveys P - P P ENG-009
4 Miscellaneous Drawings, Blueprints, and
Specifications
CL+2 - CL+2
P
Drawings, Maps, Plans and Record Drawings, Large-
Format Drawings, Survey Record Maps, Capital
Improvement Project "As-Built"
5 Permits P - P P ENG-011
6 Plans (General/Building) L - L n/a Building is OFR
7 Plans, Capital Improvement, Projects
Includes: Street and Drainage Plans
P - P P
8 Grading Plans
Permit (only)
P
CL+2
-
-
P
CL+2
P
STREETS/ALLEYS
9 Traffic Engineering/Street Improvements Related
Includes:
Abandonment/Vacations/Lot-line
P
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
ENGINEERING
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CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life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 adjustments
Closures/Mergers
Easements, Dedications, Rights-of-Way
Field Books/Survey/Subdivision Map
Naming and Numbering (Block/House)
Intersection Records
Development Conditions
Record Map Checking
Improvement Plan Checking and Review
Inventory, Traffic Control Device
P
P
P
P
P
P
CU+2*
P
P
P
S+2*
-
-
-
-
-
-
-
-
-
-
-
P
P
P
P
P
P
CU+2*
P
P
P
S+2*
10 Parking (Traffic Engineering Related)
Lots
Regulations/Zones
CU+2
S+2
-
-
CU+2
S+2
n/a
11 Photographs S+2 - S+2 When No
Longer
Required
Preliminary Drafts; destroy unnecessary photographs – On City-Wide
12 Reports/Studies
Includes Traffic Safety Survey Related
CL+2 - CL+2 10 years On City-wide
13 Routes, School Bus & Truck, Bike Paths (Traffic
Engineering Related)
S+2 - S+2 n/a
14 Signage L+2 - L+2 n/a
15 Traffic Signals
Includes: Traffic Control Plan
L+2 - L+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
ENGINEERING
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 16 Soil CL+2 - CL+2
LEGAL RECORDS
17 Appeals (Copies) CL+3 - CL+3 n/a
18 City Attorney memoranda and legal opinions S+2 - S+2 n/a 19 Citizen Complaints (See Correspondence under
ADMINISTRATIVE
2 years Correspondence
20 California State CU+2 - CU+2 n/a
TRANSPORTATION COMMISSION and RELATED COMMITTEES
21 Commission and Committees Notices of Meetings CU+2 - CU+2 2 years
22 Certificate of Posting and other Legal Advertising CU+4 - CU+4 2 years 23 Agendas and Staff Reports CU+2 - CU+2 P City Clerk keeps originals 24 Minutes P - P P City Clerk keeps originals
25 Transportation Commission Meetings - Video
Tapes
90 days - 90 days Min. 2 years City Clerk keeps originals 26 Transportation Commission - Commissioner and T+2 - T+2 2 years City Clerk keeps original applications & Oaths RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
ENGINEERING
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 4 Other Committee Members Files
Applications;
Letters of Appointment;
Letters of Resignation;
Certificates; and
Oaths
Separation
+ 4 years
ADMINISTRATIVE and MISCELLANEOUS RECORDS
27 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
28 Departmental Policies and Procedures S + 5 - S + 5 Min, 2 years On City-Wide (some may not be superseded) 29 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+5 - CU+5
Min, 2 years On City-Wide
30 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
ENGINEERING
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 5 31 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs;
Purchase Information
T+2 - T+2
n/a
32 Federal Agencies CU+2 - CU+2 n/a
33 Local Government Agencies CU+2 - CU+2 n/a
34 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2
n/a
35 Riverside County CU+2 - CU+2 n/a
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