RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
FINANCIAL
1 Agreements, Contracts & Leases
Executed documents, amendments &
exhibits
Non-infrastructure
Infrastructure (DDA, OPA, MOU, MOA)
CL
CL
10 P
CL+10
P
Completion +
10 years
City-wide, CW-002 & CW-003
2 Assessment District P - P 5 years FIN-025 Tax - Annual Tax Roll and Special Assessments:
Landscape and Lighting Districts, etc.
3 Audit & Tax Reports to State Agencies:
Final reports;
Source materials and backup data;
Procedures for preparation;
CU+10 - CU+10 5 years
4 Bids/Proposals Files (Successful Bidders)
Requests for bids/proposals;
Specifications & backup data;
Agreements/contracts; and
Bids/proposals received
CL+1 9 CL+10 Completion +
10 years
Kept with Agreement / Contract
5 Bonds CL 10 CL+10 Fully
Defeased +
10 years
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
6 Budgets
Final budget documents
Operating
P
S+2
P
-
P
S+2
5 years FIN-015
7 Franchise Files
Agreements;
Bonds/Certificates of insurance;
Statements & reports; and
FCC forms
CL P P Completion +
10 years
City-wide, CW-002 & CW-003 (another type of
Agreement / Contract)
8 Property Taxes Records
Assessed values total statements;
Reports & studies;
P - P When No
Longer
Required
FIN-026; Tax - Sales Tax Reports (HdL); Compilation of
Non-Records / Preliminary drafts used to project revenue 9 Revenues Files:
Revenues reports & studies;
Correspondence & backup data
P P P 5 years FIN-005 (Accounts Receivable / Revenue)
10 Sales Tax Records
Sales tax revenue reports
P P P When No
Longer
Required
FIN-026; Tax - Sales Tax Reports (HdL); Compilation of
Non-Records / Preliminary drafts used to project revenue RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
11 Special Assessment Districts Files:
Includes the Public hearings documentation
P - P 5 years FIN-025, Tax - Annual Tax Roll and Special Assessments:
Landscape and Lighting Districts, etc.
RISK MANAGEMENT (NOW SEPARATE FROM FINANCE)
12 Certificates of Insurance P - P Completion +
10 years
Filed with Agreement / Contract
13 Certificates of Liability E+1 P P Completion +
10 years
Filed with Agreement / Contract
14 Claims (Against the City) Files CU+2 - CU+2 Resolution + 5 years
15 Claims Loss Runs (Fiscal Year End) CU+5 - CU+5 n/a From their Portal 16 Claims Loss Runs (Monthly) CU+2 - CU+2 n/a From their Portal 17 Insurance Certificates (Businesses Operating in the
City)
E+2 - E+2 Completion +
10 years
Filed with Agreement / Contract
18 Insurance - Other
Liability/Property
Workers Compensation
P
P
P
-
-
-
P
P
P
Completion +
10 years
Filed with Agreement / Contract
19 Letters of Credit T+5 - T+5 n/a Engineering keeps originals, ENG-001 20 Reports/Studies CL+2 - CL+2 10 years City-wide, CW-029 21 Tort Claim Administrative Files CU+5 - CU+5
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
Budgets and financial statements;
Reports & studies;
Bulletins & publications; and
Meetings agendas
22 Workers Compensation Insurance Policies S P P Completion + 10 years
Filed with Agreement / Contract
23 Workers Compensation Insurance Administration
Records:
Loss analysis; and
Statements
CU+5 - CU+5 n/a From their Portal
PERSONNEL
24 Action Requests/ Grievances CU+2 - CU+2 Separation + 6 years
25 Applications and Referral Records
Background (non-hired employees)
Psychological and polygraph examination reports on
candidates not hired by Police Department
CU+2*
CL+2
CU+2
-
-
-
CU+2*
CL+2
CU+2
Separation +
6 years
26 Awards, Commendations, Superior Accomplishments CU+3 - CU+3 Separation + 6 years
27 Compliance Requirements S+2 - S+2 Separation +
6 years
28 Duty Statements S+2 - S+2 Separation +
6 years
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
29 Employee Benefits Administration Records
Plan documents; and
Enrollment forms
P P P Completion +
10 years
Filed with Agreement / Contract
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
30 Employee Records CL+2* - CL+2* Separation +
6 years
31 Human Resources Policies S+7 - S+7 Minimum 2
years
On City-wide, CW-026
32 MOU Agreements
Includes certificates, agreements, plans,
notices, memoranda summarizing terms of
oral agreements
CL+3 - CL+3 Completion +
10 years
City-wide, CW-002 (another type of Agreement / Contract) 33 Organization Charts S+2 - S+2 n/a Usually in budget
34 Procedures (Including Emergency Preparedness) S+2 - S+2 Minimum 2 years
On City-wide, CW-026
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
35 Toxic Exposure Reports S+2 - S+2 Separation +
30 years
36 Training CU+3 - CU+3 5 years City-wide, CW-035
PURCHASING
37 Checks/Registers/Ledgers CU+7 - CU+7 5 years
38 Fees/Receipts CU+7 - CU+7 5 years
39 Grants S+2 - S+2 After Funding
Agency Audit,
if required -
Minimum 5
years
City-wide, CW-017 (Lead Department is OFR)
40 Invoices CU+7 - CU+7 5 years
41 Purchasing - Other
General
Purchase Orders
Requisitions
Vendor Register
AR+2
A+4
A+2
P
-
-
-
-
AR+2
A+4
A+2
P
5 years
LICENSE
42 Business T+4 - T+4 5 years
PAYROLL
43 Adjustments A+4 - A+4 5 years
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
44 Earnings Records
Includes PERS Employee Deduction Reports,
Wage Rate Tables, Earning Cards or Sheets,
and Additions to and Deductions from Wages
Paid
CL+4* - CL+4* 5 years
45 Register P - P 5 years
46 Salary Records T+3 - T+3 n/a These are Resolutions
LEGAL RECORDS
47 Appeals (Copies) CU+3 - CU+3 n/a
48 Claims Against City CL+2 - CL+2 n/a
49 City Attorney memoranda and legal opinions S+2 - S+2 n/a 50 Citizen Complaints (See Correspondence under
ADMINISTRATIVE)
2 years
51 Legislation (affecting municipalities) S - S n/a
52 Litigation Files (Copies) S+2 - S+2 n/a
ADMINISTRATIVE and MISCELLANEOUS RECORDS
53 California State CU+2 - CU+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
54 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints [against non-safety
personnel; refer to Police Department Record
Retention Schedule for record retention of
complaints /reports against peace officers]
Subject Files
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2 2 years On City-Wide
55 Departmental Policies and Procedures S + 5 - S + 5 Minimum 2 years
On City-Wide
56 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+5 - CU+5 Minimum 2
years
On City-Wide
57 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 FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and
HUMAN RESOURCES
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 CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES:V = Vital H = Historical C = Confidential
58 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
59 Federal Agencies CU+2 - CU+2 n/a
60 Local Government Agencies CU+2 - CU+2 n/a
61 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2
n/a
62 Riverside County CU+2 - CU+2 n/a
63 Service Requests:
White & pink copies of service requests
CU+2 - CU+2 n/a
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