RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 1 RDA MEETINGS, MINUTES, and NOTICE RECORDS
1 Successor Agency Meetings - Audio and Video Tapes CL+2 - CL+2 Minimum 2 years
City Clerk keeps Originals
2 Meetings - Minutes P - P P City Clerk keeps Originals 3 Meetings - Notices:
Notices of adjournment;
Notices of special meetings;
Notices of rescheduled meetings;
Notices of continuation; and
Declarations of posting
CU+2 - CU+2 2 years City Clerk keeps Originals
4 Meetings - Original Agenda Packets CU+2 - CU+2 P City Clerk keeps Originals 5 Public Hearings Notices:
Proof of publication;
Mailing lists; and
Certified mail receipts
CU+2 - CU+2 2 years City Clerk keeps Originals
REAL PROPERTY
6 Assessment District P - P n/a
7 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
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 2 8 Certificates of Insurance P - P Completion +
10 years
City-Wide – Kept with Agreement or Contract
9 Maps - Commercial, Apartments, Development
Projects; and
Topographical
P - P n/a
10 Miscellaneous Drawings, Blueprints, and
Specifications
C+2 - C+2 n/a
11 Parcel Maps P - P n/a
12 Permits P - P n/a
13 Real Property - Certificates of Compliance (Lot Line Adjustments):
Certificates & supporting data
P - P n/a
14 Real Property - Dedications Files:
Offers of dedication & exhibits;
Resolutions (file copies); and
Correspondence & supporting data
P - P n/a City Clerk keeps all recorded documents
15 Real Property - Detachments/Withdrawals Files:
Maps & drawings;
Studies & reports;
Agreements; and
Correspondence & supporting data
P - P n/a City Clerk keeps all recorded documents
16 Real Property Files:
Deeds & supporting data;
Quitclaims & supporting data; and
Easements & supporting data
P - P n/a City Clerk keeps all recorded documents
17 Signage L+2 - L+2 n/a
18 Subdivision Tracts P - P n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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 L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 3 Lot Splits - Mergers
19 Tentative Tract Maps P - P n/a
20 Tracts
Specifications, soil reports
C+2 - C+2 n/a
PROJECTS
21 Photographs S+2 - S+2 When No
Longer
Required
On City-wide
22 Plans, Capital Improvement, Projects P - P n/a Engineering keeps originals 23 Project Area Committee
Notice of meetings
Minutes
Membership selection
Correspondence (for email - see Row 46)
Candidate statements
FPPC Filings
Ballots
Tally sheets
CU+2
P
CU+2
CU+2
See Row
52 See Rows
52-53
See Row
62 See Row
-
-
-
-
-
-
-
-
CU+2
P
CU+2
CU+2
See Row
52 See Rows
52-53
See Row
62 See Row
n/a City Clerk retains these
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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 L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 4 62 62
24 Reports/Studies CL+2 - CL+2 10 years City-wide
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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 L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 5 25 Specific Plans CL+2 - CL+2 n/a
BIDS and AGREEMENTS
26 Agreements, Contracts & Leases
Executed documents;
Amendments; and
Attached exhibits
CL+1 9 CL+10 Completion
+ 10 years
City-Wide – CW-002 & CW-003
27 Bids/Proposals Files (Successful Bidders)
Requests for bids/proposals;
Specifications & backup data; and
Bids/proposals received
CL+1 9 CL+10 Completion
+ 10 years
City-Wide – Kept with Agreement or Contract
28 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
COMMISSIONS AND COMMITTEES
29 Agendas and Staff Reports CU+2 - CU+2 P City Clerk keeps originals 30 Audio and Video Tapes (Recordings of Committee
Meetings)
CL+2 - CL+2 Min. 2 years City Clerk keeps originals
31 Certificate of Posting and other Legal Advertising
Proof of Publications
CU+2 - CU+2 2 years City Clerk keeps originals
32 Commission and Committees Notices CU+2 - CU+2 2 years City Clerk keeps originals 33 Commissioner/Committee Member Files
Applications;
Letters of Appointment;
T+2 - T+2 2 years City Clerk keeps originals
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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 L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 6 Letters of Resignation;
Certificates; and
Oaths
34 Minutes of Commission/Committee Meeting P - P P City Clerk keeps originals
LEGISLATIVE RECORDS
35 Municipal Code 5 P P n/a
36 Ordinances - Adopted
Not adopted
P
2 -
-
P
2 n/a
37 Redevelopment Resolutions and Proclamations P - P P City Clerk keeps originals
LEGAL RECORDS
38 Appeals (Copies) CU+3 - CU+3 n/a
39 Citizen Complaints (Not Legal Pleadings; see
Correspondence under ADMINISTRATIVE and
MISCELLANEOUS records)
2 years
40 General Counsel memoranda and legal opinions S+2 - S+2 n/a 41 Litigation Files (Copies) S+2 - S+2 n/a
ADMINISTRATIVE and MISCELLANEOUS RECORDS
42 California State CU+2 - CU+2 n/a
43 Correspondence to Successor Agency, Executive
Director
CU+2 - CU+2 2 years City-wide
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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 L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 7 Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints;
Subject Files;
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
44 Departmental Policies and Procedures S+5 - S+5 Min, 2 years On City-Wide (some may not be superseded) 45 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+5 - CU+5
Min, 2 years
On City-Wide
46 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
47 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs; and
Purchase Information
T+2 - T+2
Disposal of
Vehicle or
Equipment
+ 2 years
48 Federal Agencies CU+2 - CU+2 n/a
n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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 L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 8 49 Local Government Agencies Including Indian Tribes CU+2 - CU+2 50 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2 n/a
51 Riverside County CU+2 - CU+2 n/a
FPPC FILINGS
52 Statements of Economic Interest - Assuming/Initial,
Annual, Leaving Office, and Other Mandated Filings
and Amendments (Copies)
CU+4 - CU+4 n/a City Clerk keeps originals
53 Statements of Economic Interest-
(Form 700) For Designated City Employees/Conflict of
Interest Code Filers (Original)
CU+2 5 CU+7 n/a City Clerk keeps originals
ELECTIONS RECORDS
54 Affidavits of Registration - Canceled Originals and
Copies of Index to Affidavits of Registration
EL+5 - EL+5 n/a
55 Canvass P - P n/a
56 Certificates of Election T+4 - T+4 n/a
57 Election - History 4 P P n/a
Election Records - Packages and Identification
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
SUCCESSOR AGENCY
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 L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 9 58 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
6 mos. - 6 mos.
n/a
59 Nomination papers & signatures T+4 - T+4 n/a
60 Notifications and Publications re: Elections EL+2 - EL+2 n/a 61 Oaths of Office P - P n/a
62 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. - EL+6 mos. n/a
63 Voter Qualification Form
Voter eligibility statement
EL+2 - EL+2 n/a
P:\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2009 - RDA RECORDS RETENTIONS SCHEDULE.doc