RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PLANNING
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
LAND USE and PLANNING RECORDS
1 Annexations (LAFCO) 2 P P P
2 Case Files, Planning and Zoning
Pertains to real property. May include:
blueprints, drawings, maps, plans, reports,
evaluations, uses, compliance certificates,
lot line adjustments, or other planning-
related matters brought before legislative
body
P - P
P
3 CEQA Documents
Exemptions;
Environmental Impact Report;
Mitigation monitoring;
Negative Declaration;
Notices of Completion and Determination;
Comments; and
Statements of Overriding Considerations
P - P
P Plus Golden Door Decision (Staff Note &
Correspondence)
4 Flood Records CU + 2 - CU + 2 n/a
5 Interpretations CU + 2 - CU + 2 n/a
6 Lot Split Cases P - P P
7 Maps - City Boundaries P - P P
8 Original Zoning Maps P - P P
9 Plans
General Plan and Elements P - P
P
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PLANNING
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
10 General Plan Amendments
Approved
Denied
CL+2
CU+3
-
- CL+2
CU+3
P
11 Street Name Changes P - P P
12 Studies, Fees Studies, Special Projects and Areas CL+2 - CL+2 13 Variances P - P P
14 Zoning P - P P
15 Conditional Use Permits CU+2 - CU+2 P
16 Permits, Other C+2 - C+2
17 Photographs P - P When No
Longer
Required
Preliminary Drafts; destroy unnecessary photographs –
On City-Wide
PLANNING COMMISSION and RELATED COMMITTEES
18 Planning Commission and Committees Notices of
Meetings
CU+2 - CU+2 2 years
19 Certificate of Posting and other Legal Advertising
Proof of Publications
CU+4 - CU+4 2 years
20 Agendas and Staff Reports CU+2 - CU+2 n/a City Clerk keeps originals 21 Minutes P - P n/a City Clerk keeps originals
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PLANNING
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 A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
22 Meetings - Audio and Video Tapes 6 months - 6 months Min. 2 years City Clerk keeps originals RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PLANNING
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 A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
23 Planning Commissioner and Other Committee
Members Files
Applications;
Letters of Appointment;
Letters of Resignation;
Certificates; and
Oaths
T+2 - T+2
2 years
Separation +
4 years
City Clerk keeps original applications & Oaths
LEGAL RECORDS
24 City Attorney memoranda and legal opinions S+2 - S+2 n/a 25 Appeals (Copies) CL+3 - CL+3 P Goes in Entitlement Project Folder 26 Litigation Files (Copies) CL+2 - CL+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PLANNING
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 A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
ADMINISTRATIVE and MISCELLANEOUS RECORDS
27 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
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
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
31 Equipment Files
Owners Manuals;
Service/Maintenance;
Purchase Information; and
Correspondence/Back-up Data
T+2 - T+2
n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PLANNING
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 A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential
32 California State
Governor's Office/Planning and Research
Other State Agencies
CU+2 - CU+2
n/a
33 Riverside County CU+2 - CU+2 n/a
34 Local Government Agencies including Indian Tribes CU+2 - CU+2 n/a 35 Federal Agencies CU+2 - CU+2 n/a
36 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2 n/a
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