Staff Report re Records Retention Schedule and Amendment to CAC Subchapter 1.07 P age 1 of 2
STAFF REPORT
TO
: Mayor and Members of the City Council
FROM: Michelle Estabillo, City Clerk
VIA: Dan Barros, City Manager
MEETING DATE: November 13, 2024
SUBJECT: Records Retention Schedule Update
RECOMMENDATION
Staff recommends that the City Council adopt the following:
RESOLUTION APPROVING AND UPDATING THE RECORDS RETENTION SCHEDULE AND AMENDING COLMA ADMINISTRATIVE CODE SUBCHAPTER 1.07 RELATING TO THE RECORDS RETENTION POLICY PURSUANT TO CEQA GUIDELINE 15378
COUNCIL ADOPTED VALUES
This recommendation is consistent with Council Adopted Value honesty and integrity as updating the Town’s Retention Schedule is being open, honest and transparent.
BAC
KGROUND
On September 10, 2008, the City Council adopted Resolution No. 2008-51 to amend the Town’s records retention schedule. Typically per leading best practices, many agencies review their records retention schedule every five to seven years to ensure retention periods are consistent with state law and code citations are accurate. It has been approximately 16 years since the Town’s retention schedule has been reviewed.
ANALYSIS
The City Clerk worked with the City Attorney’s Office to update the retention schedule and one of the additional tasks on the City Clerk workload is to overhaul the Town’s Records Management Program to ensure that specified records are retained and/or destroyed per the Town’s records retention schedule. State law authorizes the destruction of City records based on an adopted schedule or policy of the City Council and with the City Attorney’s written sign off (Attachment B).
In consultation with the City Attorney’s Office, the Town updated the Town’s records retention schedule to ensure that the retention periods align with current legal and legislative ITEM #4
Staff Report re Records Retention Schedule and Amendment to CAC Subchapter 1.07 P age 2 of 2
requirements. The Town’s current records retention schedule is consistent with these standards; however, a few key areas required attention and modification. Specifically, the retention periods related to Internal Affairs Investigation on sworn personnel. The current retention periods specified for these records do not fully align with the evolving legal standards for managing these records. It is crucial that the retention periods for these records are updated to reflect the latest regulatory requirements. Additionally, staff have identified several minor adjustments and suggestions throughout the current retention schedule. These suggestions relate to certain legislative references and guidelines in the schedule that need updating to reflect recent changes in the law or for clarity in the language provided. The City Attorney’s Office suggested including the minimum two-year retention requirement (GC 34090) to sections where no legal citation is given.
FISCAL IMPACT
This agenda item has been included in the Fiscal Year 2024-25 budget for the Town’s Records Management program which includes off-site storage of permanent Town records. This budgeted line-item is overseen by the City Clerk.
ENVIRONMENTAL
The City Council’s action in adopting the resolution to approve and update the Town’s records retention schedule and amend Colma Administrative Code Subchapter 1.07 is not a project subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15378 as it is more akin to an administrative or organizational activity of the Town that will not result in direct or indirect physical changes in the environment.
CONCLUSION
Staff recommends that the City Council adopt the resolution approving and updating the records retention schedule and amending Colma Administrative Code Subchapter 1.07, relating to Records Retention Policies Pursuant to CEQA Guideline 15378.
ATTACHMENTS
A. Resolution Approving and Updating the Records Retention Schedule and Amending Colma Administrative Code Subchapter 1.07
B. Request to Destroy Records
Res 2024-__, Records Retention Schedule and Amendment to CAC Subchapter 1.07 Page 1 of 7 RESOLUTION 2024-XX
OF THE CITY COUNCIL OF THE TOWN OF COLMA
RESOLUTION APPROVING AND UPDATING THE RECORDS RETENTION SCHEDULE AN
D AMENDING COLMA ADMINISTRATIVE CODE SUBCHAPTER 1.07 RELATING TO THE RECORDS RETENTION POLICY, PURSUANT TO CEQA GUIDELINE 15378 The City Council of the Town of Colma does hereby resolve as follows:
1. B
ackground.
(a) The City Clerk’s Office worked with the City Attorney’s Office to update the Town’s records retention schedule.
(b) In doing so, certain updates were made and the schedule was generally updated to comply with state law record retention requirements.
(c) Staff is now recommending that the City Council approve and update the Town’s records retention schedule by adoption of this resolution, and that the City Council amend subchapter
1.07 of the Colma Administrative Code to update the current records retention policy.
2. Order.
(a) The City Council hereby approves the u pdates the Town’s records retention schedule as attached hereto as Exhibit “A”.
(b) The City Council hereby amends Subchapter 1.07 of the Colma Administrative Code as follows:
Subchapter 1.07: Records Retention Policy
1.07.010 Background and Findings
(a) California Government Code Section 34090, et seq., authorizes the destruction of certain public records;
(b) Record-keeping requirements are set forth in a number of different, federal and state laws regulating, for example, employment, taxes, insurance, occupational safety, public works, police, worker's compensation injuries or illnesses, and individual rights of privacy; and
(c) The retention of obsolete or useless records is an unnecessary cost and burden to the Town; and
(d) The City Council desires to establish a process and schedule for maintaining and retaining records; and
(e) The City Council also desires to establish a process and system for routine destruction of records and working papers that are no longer needed for administrative, legal, fiscal, historical or research purposes.
ATTACHMENT A
Res 2024-__, Records Retention Schedule and Amendment to CAC Subchapter 1.07 Page 2 of 7 [History. Res. 2003-17, 4/16/03]
1.07.020 Purpose and Use
A retention schedule is the Town's legal authority to receive, create, retain, and dispose of official public records. It assists the Town by documenting which records require office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have any administrative, fiscal, or legal value. A retention schedule sets forth the Town's "normal course of doing business".
[History: Res. 2003-17, 4/16/03; Res. 2008-51, 9/10/08]
1.07.030 Definitions
As used in this subchapter, the following terms shall have the respective meanings shown.
"Non-record" means material not usually included within the definition of a public record, such as copies of documents kept only for convenience or reference, working papers and drafts where a final version exists, stocks of publications and processed documents, and library or museum material intended solely for reference or exhibition.
"Public record" means any writing or record relating to the conduct of the public's business that was prepared, owned, used, or retained by the Town, regardless of form or physical characteristics. Email and tape recordings are considered public records.
"Record" means any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing, any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.
"Retention Schedule" means a list of all records produced or maintained by an agency and the actions taken with regards to those records. The Retention Schedule identifies the types of records used and managed by a particular department, how long that information needs to be retained in the office and/or offsite, and when, if ever, it may be destroyed.
[History. Res. 2008-51, 9/10/08]
1.07.040 Retention Schedule
(a) The City Manager shall be responsible for the City Records Management Program.
The City Manager may amend any Retention Schedule identified in this resolution by re- assigning a series of records to a different section or department, provided that the retention periods are not altered.
(b) The head of each department shall be and hereby is instructed to maintain and destroy public records in accordance with their respective departmental Retention Schedules listed in the next paragraph. A public record may not be destroyed without the prior written approval of the City Attorney.
Res 2024-__, Records Retention Schedule and Amendment to CAC Subchapter 1.07 Page 3 of 7
(c) The following Record Retention Schedules, which are attached to this Subchapter and incorporated by this reference, are hereby approved and adopted:
(1) All Departments, 11/13/2024;
(2) City Clerk, 11/13/2024 ;
(3) City Attorney, 11/13/2024;
(4) City Manager, 11/13/2024;
(5) Human Resources, 11/13/2024;
(6) Finance, 11/13/2024;
(7) Planning, 11/13/2024;
(8) Police, 11/23/2024;
(9) Public Works, 11/13/2024; and
(10) Recreation, 11/13/2024.
[History. Res. 2003-17, 4/16/03; Res. 2008-51, 9/10/08; Res. 2024-XX, 11/13/24]
1.07.050 Exceptions
This Resolution does not authorize the destruction of:
(a) Records affecting title to real property or liens thereon; (b) Court records;
(c) Records required to be kept by statute;
(d) Records less than two years old;
(e) Minutes, ordinances, or resolutions of the city council or of any city board or commission;
(f) Records relevant to any civil or criminal litigation pending, threatened or anticipated at the time of the proposed destruction.
[History. Res. 2003-17, 4/16/03]
1.07.060 Procedure for Destroying Records
(a) Before destroying any records, the Department Head shall submit a written request to the City Attorney describing the specific records to be destroyed and the citation to the Retention Schedule authorizing destruction. The City Attorney shall withhold consent to the destruction of any record which the City Attorney believes in good faith may be relevant evidence in any litigation or investigation which is pending, threatened or anticipated at the time of the request for destruction or which may be protected from destruction by the provisions of this resolution.
Res 2024-__, Records Retention Schedule and Amendment to CAC Subchapter 1.07 Page 4 of 7
(b) Any exceptions for destroying records that are not in accordance with the approved Retention Schedules are subject to approval by the City Council.
[History. Res. 2003-17, 4/16/03]
1.07.070 Biennial Review
The Retention Schedules are to be reviewed every even-numbered year by the City Manager and City Attorney and they shall submit any proposed changes to the City Council for approval.
[History. Res. 2003-17, 4/16/03; Res. 2008-51, 9/10/08]
1.07.080 Council Members' and Treasurer's Records
(a) Copies of public records maintained by Council members and the City Treasurer to assist them in performing their job functions are convenience copies of public records maintained by the Town, and are deemed to be "non-records" under these policies.
(b) Each public record that is maintained by an individual Council member or by the City Treasurer, including communications addressed to an individual Council member or group of members or to the City Treasurer, but excluding non-records and documents which do not meet the definition of a public record, shall be subject to the retention policies set forth in the Colma Administrative Code, subchapter 1.07.
(c) On leaving office, a Council Member or the City Treasurer shall deliver all public records, other than convenience copies, to the City Clerk for retention or disposition in accordance with Colma Administrative Code, subchapter 1.07, and shall destroy, or deliver to the City Clerk for destruction, all convenience copies of public records.
[History. Res. 2003-17, 4/16/03; Res. 2008-51, 9/10/08]
1.07.090 Using Retention Schedules
(a) Each row of the Retention Schedule describes the retention for a particular record series. When reading a Schedule, the reader should move one row, or series, at a time from left to right across the table. The column titles are defined and explained as follows:
SERIES NO. means a unique letter and number code assigned to each group of records with similar business functions and retention requirements (series) within a department. They aid in researching information and may be used as a tool to cross reference data in an active file database. Grouping several file types with similar business functions and retention will aid in transferring files to offsite storage.
The numbering system includes an abbreviation of the department name and record series number within the department.
SECTION means a functional area of the Department holding the record. It could be a division.
Res 2024-__, Records Retention Schedule and Amendment to CAC Subchapter 1.07 Page 5 of 7 CATEGORY/DESCRIPTION means the general description of a group of records with similar business functions and retention requirements. As records are generated, they may not be listed separately by document name; they should fit into the series as listed in the Schedule. The first line is the category of the group of records, for example: logs, reports, employee files. The following line(s) list the type(s) of the records covered by the series, if applicable. If the series represents a file that contains different kinds of records, the following lines list the kinds of records that a file might contain.
OFFICE means the required amount of time a record is to be maintained in the office or site for business purposes. After that amount of time, the record may be transferred to inactive offsite storage. OFFSITE means the required amount of time that the records in the series be retained in offsite storage which is in addition to the office storage time.
TOTAL RETENTION PERIOD means the total legally required (by approval of the Retention Schedule) amount of time to retain the records in the series. The total retention period is the sum of the Office and Offsite columns. Records may move from the office to offsite storage sooner than recommended, but the information must be retained for the total time.
HISTORICAL indicates whether or not the records of the series are historical. Yes means that the information is historical: No means that it is not historical. Historical records typically provide documentation of significant historical events. Examples include documentation of the City's origin, policies, photographs and other material that may be valuable to researchers. In some instances, a sample will be taken to demonstrate the history rather the inclusive record. If a record series is historical, the retention period should be permanent or PERM. Review for Historical Value indicates that it is allowable to keep some of the records for historical reasons, for example, a particular contract or study.
VITAL indicates whether or not the records of the series are vital. Yes means that the information is vital: No means that it is not vital. Vital records contain information necessary for the continuation of the City's day-to-day operations in the event of a disaster or provide the legal basis for the City's existence and establish the policies that direct its operation. If it is vital, then a duplicate copy must be stored offsite as a backup in the event of a disaster. The Vital Records Program will indicate how to protect the vital record.
REGULATION refers to the law, regulation or policy that determines how long the records in the series are to be kept. Most commonly, GC 34090 (Section 34090 of the California Government Code), which specifies a minimum of two years, governs the retention of City records. If the Department's decision is to keep the record longer than the legal requirement, Department Policy is listed. The Department should be able to make a good business case for why any records should be retained longer.
Attorney Opinion indicates that the retention requirement was established pursuant to the opinion of the City Attorney based on research, past litigation history, and/or the potential for future litigation.
REMARKS means general comments about the information in the series. If the Res 2024-__, Records Retention Schedule and Amendment to CAC Subchapter 1.07 Page 6 of 7 remarks indicate that the records in the series are confidential, they should be clearly marked as such and treated in a manner that protects the information from disclosure. This information is protected throughout its life cycle, from creation through disposition and should be shredded when destroyed.
(b) Here are the definitions and explanations of the retention terminology used in the Office, Offsite and Total Retention Period columns:
CUR + means to retain for the current calendar year plus the number of years indicated. The retention period begins the first day of the following calendar year. for example, Cur+2 means that any record created within the year 2000 is kept for the rest of that year (2000) and the following two years, 2001 and 2002. The record would be eligible for disposal on January 1, 2003.
PERM means to retain the record permanently, usually for legal or historical reasons.
TERM means to retain for the term of the document or transaction (often contracts or permits).
SUPERSEDE to retain until the record in the series is replaced by a newer version.
(c) All Departments Retention Schedule
The All Departments Records Retention Schedule has been developed for departments to retain common records used throughout the City for a consistent period of time. These Town-wide records deal with departmental issues concerning staff or support functions such as administration, management, accounting and personnel records.
(d) Department Retention Schedules
Every Town department has its own Retention Schedule that defines the parameters for the records that it generates or retains as the legally responsible custodian or record owner.
Retention Schedules are created and revised in conjunction with the RIM Program and departmental representatives, and approved by the City Attorney and the City Council.
The Retention Schedule becomes the legal basis for the maintenance of the departmental records and must be adhered to. Should the departmental need change, then the schedule should be revised; individuals should not keep records longer than required. If an exception such as a court case arises, the department head will request an official extension of the retention on a specified group of records.
[History. Res. 2008-51, 9/10/08]
1.07.100 Non-Records
(a) The City Manager may prepare Non-Records Guidelines to serve as a reference tool listing common duplicate documents and other types of non-records.
(b) Duplicate copies of public records may be retained only as long as needed in day-to- day business, but no longer than the retention period given to the official copy. An employee should destroy duplicate copies of public records when no longer needed.
Res 2024-__, Records Retention Schedule and Amendment to CAC Subchapter 1.07 Page 7 of 7 (c) A Department Director may authorize destruction of other types of non-records at any time without approval of the City Attorney
[History. Res. 2008-51, 9/10/08]
Ce
rtification of Adoption
I certify that the foregoing Resolution No. 2024 -__ was duly adopted at a regular meeting of said City Council held November 13, 2024 by the following vote:
Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
John Irish Goodwin, Mayor
Ken Gonzalez, Vice Mayor
Helen Fisicaro, Councilmember
Joanne F. del Rosario,
Councilmember
Carrie Slaughter,
Councilmember
Voting Tally
Da
ted ______________________ ___________________________________ John Irish Goodwin, Mayor
Attest: ____________________________
Michelle Estabillo, City Clerk
A II • I
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
ALL - 01 POLICIES
Type(s): Departmental
Contains: Policies, Procedures, Standards, Forms
(Blank), Safety Rules & Regulations
Superseded+2 Review for
Historical
Value
No GC 34090
ALL - 02 CORRESPONDENCE
Type(s): Departmental - To/from Outside Parties,
To Parties within Town of Colma Government
Contains: Correspondence, Memos, E-mail
Correspondence, Petitions (Non-election Related),
Public Records Requests, Subpoenas (not for
personnel records)
Cur+2 No No GC 34090 E-mail is considered transient
information unless moved to a
f
ile. Sender is record owner for
correspondence within the Town
of
Colma Government.
ALL - 03 COMPLAINTS
Contains: Complaints, Responses
Closed+7 No No GC 34090;
42 USC 1983
ALL - 04 MEETINGS
Type(s): Departmental Staff Meetings & Retreats
Contains: Agendas, Minutes
Cur+2 No No GC 34090
ALL - 05 ASSOCIATIONS & MEMBERSHIPS
Type(s): All Professional Organizations
Contains: Minutes, Notes, Correspondence,
Newsletters, Conference Material, Memberships
Cur+2 No No GC 34090
ALL - 06 REPORTS & STUDIES
Type(s): Produced / Commissioned by the Town
Cur+5 Review for
Historical
Value
No GC 34090 & Town
Policy
The minimum amount of time that
a study or report is to be held by
the Town. It may be overridden
by a department's Retention
Schedule
ALL - 07 COMPETITIVE BIDDING
Contains: Unsuccessful Bids & Proposals,
Requisitions, Unawarded RFPs
Cur+2 No No GC 34090
ALL-1
EXHIBIT A
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
ALL - 08(a) GRANTS
Type(s): Outside Agency Issued - Funded
Contains: Applications, Supporting
Documentation, Reports
Final Report+5 No Yes State Audit;
44 CFR 13.42;
*grant application close-
out procedures may
provide for longer
retention.
2 CFR 200.333
24 CFR 570.502
29 CFR 97 42ALL - 08(b) GRANTS
Type(s): Outside Agency Issued - Not Funded
Contains: Applications, Supporting Documentation
Cur+2 No Yes GC 34090
ALL - 09 PUBLIC RELATIONS
Contains: Town Produced Publications, Press
Releases, Photos
Cur+2 Review for
Historical
Value
No GC 34090 Originator is the owning
department. (does not include
public noticing)
ALL - 10 AWARDS & CERTIFICATES TO THE TOWN Up to Cur+2 Yes - Transfer to
the City
Clerk
No Town Policy;
GC 34090
The City Clerk is responsible for
keeping the awards permanently.
Transfer to the City Clerk after
two years.
ALL - 11 PUBLIC RELATIONS
Type(s): Articles About Colma
Up to Cur+2 Review for
Historical
Value
No Town Policy;
GC 34090
Review for historical significance.
Give to Clerk for transfer to
Colma Historical Association.
ALL - 12 CONTRACT IMPLEMENTATION FILES
Type(s): Service, Equipment, Maintenance, Joint
Power Agreements (JPA)
Contains: Contract Implementation File including
RFPs, Successful Bids, Specifications,
Correspondence
Minimum Cur+4,
Maximum Term of
Agreement+5
No No Town Policy;
GC 39040;
CCP 337;
CCP 343
All original contracts and
agreements are held by the City
Clerk.
Statutes of limitations is 4 years
suggest maintaining for life of
contract +5
ALL - 13 LEGAL OPINIONS
Contains: Department Legal Opinions, Code
Interpretations
Minimum
Superseded+2,
Maximum Cur+10
Review for
Historical
Value
No Town Policy;
GC 34090
ALL-2
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
ALL - 14 COMMITTEES
Type(s): Department Advisory
Contains: Agendas, Minutes, Rosters, Packets,
Correspondence, Memos
Cur+5 No No Town Policy;
GC 34090
ALL - 15 SURVEYS & QUESTIONNAIRES Cur+2 Review for
Historical
Value
No GC 34090 Paper copy can be destroyed if
all data is entered into a
database.
ALL - 16 LEGISLATIVE
Type(s): Development Files for Specific
Ordinances & Resolutions
Until Passed or
Cur+5
No No Town Policy;
GC 34090
ALL - 17 PROJECTS/PROGRAMS
Type(s): One Time
Contains: Project Plan, Implementation Files
Term of Project+4 No No Town Policy;
GC 34090
ALL - 18(a) PROJECTS/PROGRAMS
Type(s): Ongoing
Contains: Project Plan
Superseded+2 No No GC 34090
ALL - 18(b) PROJECTS/PROGRAMS
Type(s): Ongoing
Contains: Implementation Files
Cur+2 No No GC 34090
ALL - 19 SURPLUS PROPERTY
Contains: Declaration as Surplus, Inventory, Bids,
Logs, Receipts, Reports, Advertisements
Cur+4 No No GC 34090;
CCP 337
ALL - 20 MISCELLANEOUS
Contains: Records not otherwise specifically
covered by the Colma Retention Schedule
Cur+2 No No GC 34090
ATT - 01 LEGISLATIVE
Contains: Development of Ordinances &
Resolutions
Closed+7 No No Department Policy;
GC 34090
ALL-3
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
ATT - 02 LEGAL OPINIONS
Contains: Development Files
Cur+7 No No Department Policy;
GC 34090;
Maintained as
confidential
ATT - 03 LITIGATION
Contains: Working Files, Tolling Agreements
Case Closed+7 No No Department Policy;
GC 34090
ATT - 04 PROJECTS/PROGRAMS
Contains: Implementation Files
Completion of
Project+7
No No Department Policy;
GC 34090
ATT - 05 REAL PROPERTY
Type(s): Negotiations
Closure+7 No No Department Policy;
Does not include any
recorded documents
such as deeds,
easements, quitclaims,
etc.
CLK - 01 City Council LEGISLATIVE HISTORY
Type(s): Ordinances, Resolutions
PERM Yes Yes GC 34090(e);
GC 40806
Duplicate copy of record should
be stored offsite for vital records
protection.
CLK - 02 City Council CODE
Type(s): Municipal Code, Administrative Code
Superseded No No Department Policy
CLK - 03(a) City Council MEETINGS
Type(s): Council Regular, Council Study Sessions
Contains: Council Minutes
PERM Yes Yes GC 34090;
GC 34090.7;
GC 40801
Duplicate copy of record should
be stored offsite for vital records
protection. Tapes of meetings
and speaker slips to be kept 90
days or until minutes are
approved, whichever is later.
Copies held by other departments
are reference only.
CLK - 03(b) City Council MEETINGS
Type(s): Council Closed Sessions
Contains: Minutes
PERM Yes Yes GC 34090 Confidential.
ALL-4
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
CLK - 04 City Council MEETINGS
Type(s): Council Regular, Council Study Sessions,
Council Closed Sessions
Contains: Agendas, Staff Reports & Exhibits
Cur+15 Review for
Historical
Value
No Department Policy;
GC 34090
Staff reports filed by other
departments are duplicates for
the department. Clerk keeps
official record. Staff reports
identified as historical will be kept
permanently
CLK - 05 History ELECTED OFFICIALS
Contains: Roster, Biographies
PERM Yes No Department Policy;
GC 34090
CLK - 06 RESERVED
CLK - 07 City Governance ELECTED OFFICIALS
Contains: Council Calendar, Correspondence
Cur+2 No No Department Policy;
GC 34090
CLK - 08 City Governance OATHS OF OFFICE
Type(s): Members of Council, Treasurer,
Commissions, Committees
Term+6 No No 29 USC 1113;
GC 34090
CLK - 09 City Governance NOTICING
Type(s): Public Notices, Certificates of Posting,
Affidavits of Posting, Proofs of Publication
Cur+2 No No GC 34090;
GC 40801
CLK - 10 History COLMA HISTORY
Contains: Council Organization, Gifts, Logo, Seal,
Flag, Awards & Certificates to the Town, Deeds of
Gift to Outside Agencies (e.g. Historical
Association)
PERM Yes No Department Policy;
GC 34090
CLK - 11 History COLMA HISTORY
Type(s): Proclamations, Certificates Given by the
Town
Cur+5 Review for
Historical
Value
No Department Policy;
GC 34090
CLK - 12(a) City Governance COMMISSIONS & COMMITTEES
Type(s): Council, Council Appointed
Contains: Minutes, Rosters
PERM Yes No Department Policy;
GC 30490(e)
ALL-5
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
CLK - 12(b) City Governance COMMISSIONS & COMMITTEES
Type(s): Council, Council Appointed
Contains: Agendas, Staff Reports, Exhibits,
Studies, Correspondence, Memos
Cur+5 No No Department Policy;
GC 34090
CLK - 12(c) City Governance COMMISSIONS & COMMITTEES
Type(s): Council, Council Appointed
Contains: Applications for Appointment - Selected
Term of
Appointment+2
No No GC 34090
CLK - 12(d) City Governance COMMISSIONS & COMMITTEES
Type(s): Council, Council Appointed
Contains: Applications for Appointment - Not
Selected
Cur+2 No No GC 34090
CLK - 13 Legal CONTRACTS / AGREEMENTS
Type(s): Joint Power Authority (JPA), Mutual Aid
Contains: Contracts, Amendments
Term of
Agreement+5
Review for
Historical
Value
Yes While
Active
Department Policy;
CCP 337
Once contract has terminated it is
no longer vital. Duplicate copy is
to be stored as vital backup.
CLK - 14 Legal CONTRACTS / AGREEMENTS
Type(s): Construction, CIP
Contains: Contracts, Amendments, Certificates of
Insurance
Notice of
Completion+10
Review for
Historical
Value
Yes While
Active
CCP 337.15 Once contract has terminated it is
no longer vital. Duplicate copy is
to be stored as vital backup.
CLK - 15(a) Legal CONTRACTS / AGREEMENTS
Type(s): Service, Equipment, Maintenance,
Leases, MOUs (except Labor), Personnel,
Licenses, Relocation Assistance
Contains: Contracts, Amendments, Certificates of
Insurance, Oaths of Office
Term of
Agreement+5
Review for
Historical
Value
No Dapartment Policy;
CCP 337;
CCP 343
CLK - 15(b) Legal CONTRACTS / AGREEMENTS
Type(s): Labor MOUs
Contains: Contracts, Amendments
Term of
Agreement+10
Review for
Historical
Value
Yes While
Active
Department Policy;
29 CFR 516.5
Duplicate copy of record should
be stored offsite for vital records
protection.
ALL-6
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
CLK - 16(a) Legal CONTRACTS / AGREEMENTS
Type(s): Franchise Agreements
Contains: Contracts, Amendments
PERM Yes Yes While
Active
Department Policy;
CCP 337.2
CCP 343
48 CFR 4 (excess of
25k for procurement)
Duplicate copy of record should
be stored offsite for vital records
protection.
CLK - 16(b) Legal CONTRACTS / AGREEMENTS
Type(s): Franchise Agreements
Contains: Certificates of Insurance
Term of
Agreement+5
No Yes While
Active
Department Policy;
CCP 337
CLK - 17 Elections CANDIDATES
Type(s): Successful & Unsuccessful Candidates
Contains: Nomination Papers
Term of Office+4 No No Department Policy;
EC 17100
CLK - 18 Elections BALLOT INFORMATION
Contains: Candidate Statements, Ballot
Arguments, Impartial Analysis, Sample Ballots
PERM Yes No Department Policy;
EC 1700-1
CLK - 19 Elections ELECTION INFORMATION
Contains: Correspondence, Calendar, Voter
Information, Precinct Maps, Candidate Guides,
Voter Rosters, Tally Sheets
Election+5 No No Department Policy;
EC 17300
CLK - 20 Elections CERTIFICATES OF ELECTION (Results) PERM Yes No Department Policy; GC 34090
CLK - 21 Elections PETITIONS
Type(s): Initiative, Referendum, Recall
Election Results+8
Months
No No EC 17200;
EC 17400
Confidential. Restricted Access.
CLK - 22 FPPC FPPC
Contains: Correspondence, Lobbyist Reports, List
of Filers
Cur+5 No No GC 81010(d);
FPPC Opinion &
Department Policy
ALL-7
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
CLK - 23 FPPC STATEMENT OF ECONOMIC INTEREST
Type(s): Candidates, Elected Officials,
Commissioners, Staff
Contains: Statement of Economic Interest Forms,
Logs
Cur+7 No No Department Policy;
GC 81009(e)
CLK - 24(a) FPPC CANDIDATES & THEIR COMMITTEES
Type(s): Successful Candidates
Contains: Campaign Disclosure Reports
(Campaign Statements), Statements of
Organization
PERM Yes No Department Policy;
GC 81009(b)
CLK - 24(b) FPPC CANDIDATES & THEIR COMMITTEES
Type(s): Unsuccessful Candidates
Contains: Campaign Disclosure Reports
(Campaign Statements), Statements of
Organization
Election+5 No No GC 81009(b)
CLK - 25 FPPC MEASURES
Type(s): Successful & Unsuccessful Measures
Contains: Campaign Disclosure Reports
(Campaign Statements), Statements of
Organization
Election+10 No No Department Policy;
GC 81009(e)
CLK - 26(a) Legal REAL PROPERTY
Type(s): Deeds, Perpetual Easements, Vacations,
Land Use, Assessment Districts, Lot Line Mergers
& Adjustments, Parcel Map Approvals, Permits
from Corps of Engineers, Annexations,
Detachments, Abandonments
PERM Yes Yes GC 34090;
GC 65869.5
Duplicate copy of record should
be stored offsite for vital records
protection.
CLK - 26(b) Legal REAL PROPERTY
Type(s): Temporary Easements & Subdivision
Agreements
Term of
Agreement+2
No Yes While
Active
GC 34090 Duplicate copy of record should
be stored offsite for vital records
protection.
CLK - 26(c) Legal REAL PROPERTY
Type(s): Acquisitions & Dispositions
Contains: Final Title Report, Contract of Purchase
& Sale, Escrow Instructions
PERM Yes Yes Department Policy;
GC 34090
Duplicate copy of record should
be stored offsite for vital records
protection.
ALL-8
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
CLK - 26(d) Legal REAL PROPERTY
Type(s): Acquisitions & Dispositions
Contains: Notices, Letters of Intent, Preliminary
Documents, Natural Hazard Disclosure Reports,
Correspondence
Cur+10 No No CCP 337.15;
GC 34090
Duplicate copy of record should
be stored offsite for vital records
protection.
CLK - 26(e) Legal REAL PROPERTY
Type(s): Town-Owned Condominiums
Contains: Condominium Association By-laws
Superseded+2 No No GC 34090
CLK - 27 Records
Management
DESTRUCTION
Contains: Retention Schedules, Destruction Lists
& Related Documentation
PERM No No Department Policy;
GC 34090
CLK - 28(a) Records
Management
POLICIES
Contains: Records Manual
Superseded+2 No No GC 34090
CLK - 28(b) Records
Management
INVENTORIES
Type(s): Active Records, Inactive Records
Superseded No No GC 34090
CLK - 29 Administration EVENTS
Type(s): Town Ceremonies, Town Sponsored (Non-
Recreational) Events
Contains: Invitations, Invite List, Event Support
Documents, Invoice Copies
Cur+2 Review for
Historical
Value
No GC 34090
CLK - 30 Administration FORMS
Type(s): Council Chambers Reservation Forms
Cur+2 No No GC 34090
CLK - 31(a) Legal LITIGATION
Type(s): Non-Employee
Contains: Settlement Agreements & Judgments
Term of
Agreement+4
No No CCP 337 Case file held with City Attorney.
CLK - 31(b) Legal LITIGATION
Type(s): Employee
Contains: Settlement Agreements & Judgments
Term of
Employment+5
No No Department Policy;
CCP 337
Case file held with City Attorney.
ALL-9
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
CLK - 32 City Governance ARTICLES OF INCORPORATION PERM Yes Yes GC 34090 .
CLK - 33 City Governance TRAINING
Type(s): Ethics
Contains: Records must include dates of training &
entity providing training
Cur+5 No No GC 34090;
GC 53235.2
.
CLK - 34 Finance REPORTS
Type(s): Treasurer Investment Reports
Cur+4 No No Department Policy;
GC 40804
.
CLK - 35 Finance SECURITY INSTRUMENTS
Type(s): Performance Bonds, Letters of Credit
Closed No Yes Department Policy;
GC 34090
.
MGR - 01 Administration NEWSLETTER
Type(s): Town (LiveWire)
PERM Yes No Department Policy;
GC 34090
2 copies of each publication
should be retained for historical
purposes.
MGR - 02 Administration POLICIES
Type(s): Town-wide
Contains: Policies, Procedures, Standards, Forms
(Blank)
Superseded+2 Review for
Historical
Value
No GC 34090
MGR - 03 Administration LOGS
Type(s): Pool Vehicle
Cur+2 No No GC 34090
MGR - 04 Administration MEETINGS
Type(s): Executive Team
Contains: Agendas
Cur+2 No No GC 34090
MGR - 05 Legal EXTERNAL LEGISLATION
Contains: Tracking of Bills & Pending Legislation
Until Passed or
Cur+5
No No Department Policy;
GC 34090
MGR - 06(a) Legal REAL PROPERTY
Type(s): Negotiations
Acquisition or
Disposition
No No Department Policy;
GC 34090
Negotiations file held by City
Attorney. City Manager can
dispose of the file when the
negotiations are completed.
ALL-10
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
MGR - 06(b) Legal REAL PROPERTY
Type(s): Appraisals of Town-owned Property, Fixed
Asset Inventories
Superseded+2 No No GC 34090 Appraisal of property not owned by the Town are treated as Town
commissioned reports.
MGR - 07 RESERVED
MGR - 08 RESERVED
MGR - 09(a) Legal CONTRACT IMPLEMENTATION FILES
Type(s): Franchises
Contains: Correspondence
Minimum Cur+2,
Maximum Term of
Franchise+4
No No Department Policy;
GC 34090;
CCP 337
For example: Cable
MGR - 09(b) Legal CONTRACT IMPLEMENTATION FILES
Type(s): Franchises
Contains: Reports
Cur+4 No No CCP 337 For example: Cable
MGR - 10 Legal LITIGATION WORKING FILES Case Closed No No Department Policy; Original case file held by City Attorney. City Manager copies
can be disposed of when the
case is closed.
MGR - 11(a) Risk
Management
INSURANCE POLICIES & ENDORSEMENTS
Type(s): All Except Occurrences-Based Liability
Term of Policy+4 No Yes While
Active
CCP 337 Duplicate and store current
version offsite for vital records
protection.
MGR - 11(b) Risk
Management
INSURANCE POLICIES & ENDORSEMENTS
Type(s): Occurrences-Based Liability
PERM No Yes While
Active
Department Policy;
GC 34090
Duplicate and store offsite for
vital records protection.
MGR - 12 RESERVED
MGR - 13 Finance BUDGET
Contains: Adopted Budget
PERM Yes Yes Current
Year
Department Policy;
GC 53901
MGR - 14 RESERVED
MGR - 15 Finance CREDIT CARDS
Type(s): Documentation on Credit Cards Issued,
Renewal Dates
Term of Use+2 No No GC 34090
ALL-11
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
MGR - 16 Finance BANKING SIGNATURE AUTHORIZATIONS Superseded+2 No No GC 34090 Bank has originals.
MGR - 17 Risk
Management
CLAIMS
Type(s): Claims Against the Town, Claims by the
Town
Claim Closed+2 No No GC 34090;
29 USC 113 (6 years
after date of last action)
MGR - 18 Risk
Management
REPORTS
Type(s): ABAG Claim Summary Reports
Cur+2 No No GC 34090
MGR - 19 Risk
Management
REPORTS
Type(s): General Liability Risk Assessment
Reports, Actuarial Studies (Not Benefit-Related)
Cur+5 No No 29 CFR 190.44
MGR - 20 Risk
Management
CERTIFICATES OF INSURANCE
Type(s): Property, Events
Term of
Certificate+4
No No CCP 337
MGR - 21(a) Finance AUDITS
Type(s): Cardroom Performance
Contains: Audit, Related Documents
Superseded+2 Review for
Historical
Value
No GC 34090
MGR - 21(b) Finance AUDITS
Type(s): Operation Outside Audits including IRS,
PERS, FLSA, Workers' Compensation
Contains: Audit, Related Documents
Cur+5 No No Department Policy;
Published Audit
standards = 4-7 years
MGR - 21(c) Finance AUDITS
Type(s): Operation Self-Audits including FLSA
Contains: Audit, Related Documents
Cur+2 No No GC 34090;
Published Audit
standards = 4-7 years
MGR - 22(a) Finance GRANTS
Type(s): Town Issued - Funded
Contains: Applications, Supporting
Documentation, Reports
Funding Date+4 No No CCP 337
ALL-12
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
MGR - 22(b) Finance GRANTS
Type(s): Town Issued - Not Funded
Contains: Applications, Supporting Documentation
Cur+2 No No GC 34090
MGR - 23 Emergency
Operations
Center
PLANS
Type(s): Emergency Operations Plan, FEMA Local
Hazard Mitigation Plan, Pandemic Flu
Superseded+2 No Yes While
Current
GC 34090
MGR - 24 Emergency
Operations
Center
REPORTS
Type(s): Yearly Exercises
Cur+2 No Yes GC 34090
MGR - 25 Information
Technology
COMPUTER HARDWARE
Contains: Licenses, Documentation, Warranties,
Hardware Configurations, Maintenance Records
Until Data Migrated
or System
Obsolete -
Minimum Cur+2
No No GC 34090 If electronic records are retained
using this hardware, the hardware
documentation needed must be
retained for the same period.
MGR - 26 Information
Technology
NETWORK IMPLEMENTATION
Contains: Plans, Reports, Diagrams, Wiring
Schematics
Superseded -
Minimum Cur+2
No Yes GC 34090 Duplicate and store offsite for
vital records protection.
MGR - 27 Information
Technology
WEBSITE
Contains: Snapshots of webpage design & layout
PERM Yes No Department Policy;
GC 34090
Print and retain a snapshot of
each webpage design and layout
for historical purposes.
MGR - 28 Information
Technology
COMPUTER SOFTWARE
Type(s): All Software including Operating Systems
Contains: Licenses, Warranties, Installation Media
Until No Longer
Used - Minimum
Cur+2
No Yes While In
Use
GC 34090 Duplicate and store offsite for
vital records protection.
If electronic records are retained
using this software, the software
program must be retained for the
same period.
FIN - 01 Financial System
Data
DATABASE
Type(s): Eden Accounting
Contains: Chart of Accounts, Revenue, Payables,
Payroll, General Ledger, Vendor Information
Indefinite No Yes Department Policy;
GC 34090
Information in database starts
with fiscal year 2000.
Duplicate and store offsite for
vital records protection.
FIN - 02 Accounts
Payable
INVOICES
Contains: Authorized Invoices, Check Copies,
Warrants, Correspondence
Cur+4 No No CCP 337 This includes employee
reimbursements, credit card
transactions and refunds.
ALL-13
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
FIN - 03 Accounts
Payable
REPORTS
Type(s): Accounts Payable Weekly Posting Runs
Cur+4 No No CCP 337
FIN - 04 Accounts
Payable
VENDORS
Contains: 1096 Forms, 1099 Forms
Cur+4 No No 26 CFR 31.6001-
1(e)(2); R&T 19530
FIN - 05 Accounts
Payable
VENDORS
Contains: W-9s
Cur+4 No No Department Policy;
GC 34090
FIN - 06(a) Revenue BUSINESS LICENSES
Contains: Applications, Licenses
Term of License+2 No No GC 34090
FIN - 06(b) Revenue BUSINESS LICENSES
Contains: Master Renewal Letter, Master Lists
Cur+2 No No GC 34090
FIN - 07 Revenue REPORTS
Type(s): Month End, Weekly Posting Runs
Cur+7 No No Department Policy;
GC 34090;
Published Audit
standards = 4-7 years
FIN - 08(a) Revenue BY ACCOUNT
Type(s): Card Room Tax, Property Tax Report,
Sales Tax, Revenue Accounts
Contains: Supporting Documentation
Cur+7 No No Department Policy;
GC 34090;
Published Audit
standards = 4-7 years
Source documents associated
with deposits.
FIN - 08(b) Revenue AUDITS
Type(s): Cardroom Audits
Cur+7 No No Department Policy;
GC 34090;
Published Audit
standards = 4-7 years
FIN - 08(c) Revenue REPORTS
Type(s): HdL Sales Tax & Property Tax Reports
Contains: Property Data Review, Sales Tax
Updates, Summary Year Reports, Midyear Reports
Cur+7 No No Department Policy;
GC 34090;
Published Audit
standards = 4-7 years
FIN - 08(d) Revenue REPORTS
Type(s): Sales Business Registration Control
Records
Cur+2 No No GC 34090
ALL-14
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
FIN - 09 Revenue STATE MANDATED COSTS
Contains: Application, Reports, Supporting
Documentation
Receipt of
Payment+2
No No Department Policy;
GC 34090
FIN - 10 RESERVED
FIN - 11 Payroll
PAYROLL DOCUMENTATION
Contains: Time Sheets, Payroll Check Copies,
Direct Deposit Applications, Withholding, W-4s,
Leave Requests, Adjustments, Garnishment
Records
Cur+10 No Yes Current
Year
Department Policy;
29 CFR 516.2;
29 CFR 516.5;
29 CFR 516.6
FIN - 12 Payroll TAXES
Type(s): Quarterly, Year-End, Tax Tables, W-2s,
Unemployment Insurance, Payroll Reconciliations
Cur+5 No Yes Current
Year
26 CFR 31.6001-1
FIN - 13 RESERVED
FIN - 14 Payroll REPORTS
Type(s): Payroll Reports, Registers
Cur+30 No Yes Current
Year
Department Policy;
22 CCR 1085-2(b)
FIN - 15 Retirement CAL/PERS
Contains: Cal/PERS Records
Cur+30 No Yes Department Policy;
GC 34090
Duplicate and store offsite for
vital records protection.
FIN - 16 RESERVED
FIN - 17 Revenue INVESTMENTS
Type(s): LAIF & San Mateo County Pool
Contains: Transactions and Reports
Cur+5 No Yes Department Policy;
CCP 337
FIN - 18 RESERVED
ALL-15
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
FIN - 19 General Ledger REPORTS
Type(s): Year-End Expenditure & Revenue
General Ledger Reports, Chart of Accounts,
Adjusting Journal Entries
PERM Yes No Department Policy;
Secretary of State
Guidelines
Up until 2000, retain hard copy as
historical copy.
FIN - 20 General Ledger REPORTS
Type(s): General Journals, Trial Balances
Cur+4 No No Department Policy;
GC 34090
FIN - 21 General
Accounting
REPORTS
Type(s): Month End Expenditure & Revenue
Reports
Cur+5 No No 26 CFR 1.312-15
FIN - 22 General
Accounting
AUDITS
Type(s): Year-End
Contains: Audited Financial Statements
PERM Yes No Department Policy;
GC 34090
Retain hard copy as historical
copy.
FIN - 23 General
Accounting
REPORTS
Type(s): State Year End Reports - State Controller,
State Street Reports, Gas Tax, County Possessory
Interest, Single Audit Act
Cur+5 No No Department Policy;
GC 34090
FIN - 24 General
Accounting
BANKING RECORDS
Contains: Statements, Stop Payments,
Reconciliations, Bounced Voided & Cancelled
Checks, Wire Transfers, Correspondence, Deposit
Slips & Deposit Supporting Documentation,
Receipts
Cur+5 No No Department Policy;
CCP 337
FIN - 25 RESERVED
FIN - 26 General
Accounting
BANKRUPTCY NOTICES Cur+2 No No GC 34090 Duplicate of Bank FIN - 27(a) Debt Service GENERAL OBLIGATION BONDS &
CERTIFICATES OF PARTICIPATION
Type(s): Issued
Contains: Underwriting, Tax Allocation, Certificate
of Participation, Bank Records, Reports
Term of Bond+10 No No CCP 337.5;
GC 34090
ALL-16
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
FIN - 27(b) Debt Service GENERAL OBLIGATION BONDS &
CERTIFICATES OF PARTICIPATION
Type(s): Issued
Contains: Official Statements
PERM Yes No Department Policy;
GC 34090
FIN - 28 Debt Service GENERAL OBLIGATION BONDS &
CERTIFICATES OF PARTICIPATION
Type(s): Canceled, Unsold or Refunded
Cur+2 No No GC 34090
HR - 01(a) Administration POLICIES
Type(s): Personnel
Superseded+5 No No Department Policy;
GC 34090
Starting in 2007, the Personnel
Policies are part of the
Administrative Code.
HR - 01(b) Administration POLICIES
Type(s): Employee Manual
Superseded+2 No No GC 34090
HR - 02(a) Employee EMPLOYEE FILES
Type(s): Active
Contains: Benefits, Evaluations, Commendations,
Personnel Action Forms, Leaves of Absences,
Training Certificates & Licenses, COBRA Tracking,
Oaths of Office, I-9, Direct Deposits, DE-4s,
Unemployment Claims, Subpoenas
Term of
Employment+5
No Yes While
Employed
Department Policy;
29 CFR 1627.3;
29 CFR 1627.3 - 4; 3
years after termination
29 CFR 1602.30 - 32; 2
- 3 years after
termination
29 CFR 516.5 - 6; 3
years after action
29 USC 1113; 6 years
after date of last action
GC 12946; 2 years
after termination or
action
State of California
Guidelines; 3 years
after termination for non-
The Police Department transfers
evaluations, commendations and
training certificates at Term of
Employment to Human
Resources. Duplicate and store
offsite for vital records protection.
Confidential. Restricted access.ALL-17
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
HR - 02(b) Employee EMPLOYEE FILES
Type(s): Pre-employment
Contains: Resumes, Applications, Pre-hire Drug
Testing & Background Investigations, Medical
Exams
Term of
Employment+5
No No Department Policy;
GC 34090;
29 CFR 1627.3 - 4; 3
years after termination
29 CFR 1602.30 - 32; 2
- 3 years after
termination
29 CFR 516.5 - 6; 3
years after action
29 USC 1113; 6 years
after date of last action
GC 12946; 2 years
after termination or
action
State of California
Guidelines; 3 years
after termination for non-
The Police Department transfers
their pre-employment records at
Term of Employment to Human
Resources.
Confidential. Restricted access.
HR - 02(c) Employee EMPLOYEE FILES
Type(s): Retired with Health Benefits
Contains: Separation Personnel Action Form,
Benefit Enrollment Forms from Time of Retirement
Term of Benefits+2 No Yes While
Covered
Department Policy;
29 CFR 1627.3
Term of Benefits is dependent
upon the date of death of
employee and dependent
eligibility.
Duplicate and store offsite for
vital records protection.
Confidential. Restricted access.
HR - 03(a) Employee EMPLOYEE DISCIPLINE
Contains: Written Reprimands
Minimum Cur+3,
Maximum Term of
Employment+5
No No Department Policy;
Colma Personnel
Policies; GC 34090
The Police Department holds
their own written reprimand
records.
After three years, the employee
may ask for the reprimand to be
destroyed
HR - 03(b) Employee EMPLOYEE DISCIPLINE
Contains: Intent to Discipline, Notice of
Disciplinary Action, Appeals, All Documents
Relating to Suspension, Salary Step Reduction,
Demotion & Dismissal
Term of
Employment+5
No No Department Policy;
29 CFR 1602.31
The Police Department transfers
their employee discipline records
at Term of Employment to
Human Resources.
ALL-18
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
HR - 04 Benefits REPORTS
Type(s): Colma-Specific Annual Reports including
Deferred Compensation, PERS, FlexPlan
Cur+4 No No CCP 337;
29 CFR 516.5;
GC 34090
HR - 05 Benefits PLANS
Type(s): Flexible Accounts, Section 457 Plans,
Pension Plans, Retirement, Life Insurance, Health
Plans, Dental & Vision, Long Term Disability,
Deferred Compensation, Employee Assistance
Program
Term of Plan+4 No Yes Department Policy;
29 CFR 1627.3
Duplicate and store offsite for
vital records protection. Benefit
plans are filed with City Clerk
contracts. Retention supports
payables.
HR - 06 Benefits REPORTS
Type(s): Actuarial Studies
Cur+4 No No Department Policy;
GC 34090
HR - 07 RESERVED
HR - 08 RESERVED
HR - 09 Employee FORMS
Type(s): Employee Employment Verification I-9
Forms
Later of Hire
Date+3 or Term of
Employment+1
No No 8 USC 1324a
HR - 10 Labor Relations BARGAINING UNITS
Contains: Bargaining Unit Certification,
Decertification
Decertification+5 No No Department Policy;
GC 34090
HR - 11 Labor Relations BARGAINING UNITS
Contains: MOU Supporting Documents
Term of MOU+2 No Yes Until
Term of
MOU
GC 34090
HR - 12 Labor Relations GRIEVANCES Cur+5 No No Department Policy; GC 34090
Departments have working files.
Official files is maintained in
Human Resources.
HR - 13 Labor Relations BARGAINING UNITS
Contains: Bargaining Unit Information,
Correspondence
Cur+2 No No GC 34090
ALL-19
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
HR - 14(a) Administration ADMINISTRATIVE INVESTIGATIONS Type(s): Discrimination, Harassment & Hostile
Work Environment - Employee Sustained
Term of
Employment+5
No No 42 USC 2000e;
Liebert Cassidy
Whitmore
Recommendation
HR - 14(b) Administration ADMINISTRATIVE INVESTIGATIONS Type(s): Discrimination, Harassment & Hostile
Work Environment - Non-Employee Sustained &
Employee Non-Sustained
Closed+5 No No Liebert Cassidy
Whitmore
Recommendation
HR - 15 Risk
Management
INSPECTIONS
Type(s): IIPP
Contains: IIPP Inspections, Citations, Noise
Exposure Surveys
Cur+7 No No Department Policy;
8 CCR 5100(d)
Note: Employee audiometric test
records are held by the testing
agency permanently.
HR - 16 Risk
Management
HEALTH & SAFETY
Type(s): Incidents
Contains: Industrial Accident & Injury Logs
(Cal/OSHA), Citations, Investigations
Cur+7 No No Department Policy;
8 CCR 14300.33;
29 CFR 1904.44
HR - 17 Risk
Management
POLICIES
Type(s): Health & Safety
Contains: Injury & Illness Protection Plan, Safety
Manual
Superseded+2 No No GC 34090
HR - 18 Risk
Management
TRAINING
Type(s): Safety Training
Contains: Training Materials, Safety Training
Rosters
Cur+5 No No Department Policy;
GC 34090
HR - 19 Risk
Management
EMPLOYEE FILES
Type(s): Medical
Contains: Medical Files of Employees Exposed to
Toxic Substances or Harmful Agents
Term of
Employment+30
No No 8 CCR 3204(d)(1)(a);
GC 6254(c)
Confidential. Restricted access.
HR - 20 Risk
Management
HEALTH & SAFETY
Type(s): DMV Employer Pull Program
Term of
Employment
No No Employer Pull Program
Requirement
Confidential. Restricted access.
ALL-20
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
HR - 21 Administration CLASSIFICATION
Contains: Job Descriptions, Job Classes & Job
Histories, Classification Studies, Salary Surveys
Superseded+4 No No Department Policy;
LC 1197.5(d);
29 CFR 516.6
HR - 22 Administration NEWSLETTER
Type(s): Employee
Cur+2 No No GC 34090
HR - 23 Administration NEW EMPLOYEE ORIENTATION
Contains: Packet, Presentation
Superseded+2 No No GC 34090
HR - 24 Administration RECRUITMENT
Type(s): Position-Related
Contains: Job Postings, Notices, Descriptions,
Oral Boards & Tests, Eligibility Lists
Cur+3 No No Department Policy;
GC 12946;
29 CFR 1602.31;
29 CFR 1627.3
Confidential. Restricted access.
HR - 25 Administration RECRUITMENT
Type(s): Applicants Not-hired
Contains: Applications, Resumes, Testing,
Reference Checks, Pre-hire Drug Testing &
Background Investigations, Medical Exams
Cur+3 No No Department Policy;
GC 12946;
29 CFR 1602.31;
29 CFR 1627.3
Except Police Department.
Confidential. Restricted access.
HR - 26 RESERVED
HR - 27(a) Risk
Management
CLAIMS
Type(s): Workers' Compensation
Contains: Claims, Payment Records, Release to
Work, Health Exams, Future Medical Liabilities
Latest of Closed+5
& Last Payment+5
No No 8 CCR 10102 &
8 CCR 15400.2
Confidential. Restricted access.
HR - 27(b) Risk
Management
REPORTS
Type(s): Workers' Compensation
Contains: Loss Analysis Reports
Cur+10 No No Department Policy Confidential. Restricted access.
HR - 28 RESERVED
ALL-21
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
HR - 29 Employee FORMS
Type(s): Department of Justice Subsequent Arrest
Records No Longer Interested Forms
Cur+2 No No GC 34090
HR - 30 Employee TRAINING
Type(s): All Except Safety
Contains: Class Materials, Rosters
Cur+2 No No GC 34090
PLN - 01(a) Code
Enforcement
CODE ENFORCEMENT ACTIONS
Type(s): Litigated Cases
Closed+5 No No Department Policy;
GC 34090
PLN - 01(b) Code
Enforcement
CODE ENFORCEMENT ACTIONS
Type(s): Non-Litigated
Contains: Complaints, Correspondence, Reports
Upon Knowledge
of Transfer of
Property+2
No No Department Policy;
GC 34090
PLN - 02 Code
Enforcement
LOGS
Type(s): Master Log
Superseded No No Department Policy;
GC 34090
Electronic log that is constantly
being updated.
PLN - 03 Economic
Development
PROPERTY DEVELOPMENT SHEETS Superseded No No GC 34090
PLN - 04(a) Project APPLICATIONS
Type(s): Denied Applications
PERM No No Department Policy;
GC 34090
Approved applications are moved
to project address file.
PLN - 04(b) Project APPLICATIONS
Type(s): Withdrawn Applications
Decision+5 No No Department Policy;
GC 34090
Approved applications are moved
to project address file.
PLN - 05 Resources ASSESSOR PARCEL INFORMATION Superseded No No Department Policy; GC 34090
Duplicate of San Mateo County.
PLN - 06 Resources DEMOGRAPHICS
Contains: Census Data, Community Profiles
PERM Yes No Department Policy;
GC 34090
PLN - 07 Resources CHRONOLOGICAL INDEX (Electronic) Current Version No Yes Department Policy; GC 34090
Duplicate copy of record should
be stored offsite for vital records
protection.
PLN - 08 Resources CODE INTERPRETATIONS Superseded+2 No No GC 34090 ALL-22
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
PLN - 09 Resources DESIGN GUIDELINES Superseded+2 No No GC 34090 PLN - 10 Resources HISTORIC RESOURCES INVENTORY PERM Yes No Department Policy; GC 34090
PLN - 11 Resources LAFCO
Contains: Sphere of Influence Studies, Municipal
Services Review
PERM Yes No GC 34090
PLN - 12(a) Landfill REPORTS
Type(s): Landfill Quarterly Reports
Cur+5 No No Department Policy;
GC 34090
PLN - 12(b) Landfill REPORTS
Type(s): Landfill Technical Reports
PERM No No Department Policy;
GC 34090
PLN - 13 Resources MAPS
Type(s): Zoning, Contour, General Plan, USGS,
Alquist-Priolo
PERM Yes No GC 34090
PLN - 14 Project PERMITS
Type(s): Retail, Merchandising Unit, Sign,
Temporary Use
Term of Permit+2 No No GC 34090
PLN - 15 Resources PHOTOS
Type(s): Aerial, Project
PERM Yes No Department Policy;
GC 34090
PLN - 16(a) Plans PLANS
Type(s): General Plan
PERM Yes No Department Policy;
GC 34090
Supporting documents are kept
until the next revision is
approved.
PLN - 16(b) Plans PLANS
Type(s): Specific Plans
PERM Yes Yes Department Policy;
GC 34090
Duplicate copy of record should
be stored offsite for vital records
protection.
PLN - 16(c) Plans PLANS
Type(s): Other Plans & Studies
Superseded+2 Review for
Historical
Value
No GC 34090 For example, local hazard
mitigation plan
ALL-23
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
PLN - 16(d) Plans PLANS
Type(s): California Environmental Quality Act
(CEQA) Documents Related to Plans
Superseded+2 No No GC 34090
PLN - 17 Project PRELIMINARY REVIEWS Cur+5 No No Department Policy; GC 34090
PLN - 18(a) Project PROJECT FILES BY ADDRESS
Type(s): Site-Related
Contains: CEQA Documents (EIRs, Notices of
Exemption, Negative Declarations, Initial Studies),
Subdivision Applications, Tentative Maps, Site
Plans, Permits, Variances, Staff Reports, Photos,
Traffic Studies
PERM Yes Yes GC 34090 Duplicate copy of record should
be stored offsite for vital records
protection.
PLN - 18(b) Project PROJECT FILES BY ADDRESS
Type(s): Building-Related
Contains: Plan Checks, Landscape Plans. CC&Rs,
Correspondence & Memos (Dated after Decision),
Samples & Colorboards, Notices of Decisions
Life of Structure+2 Review for
Historical
Value
Yes GC 34090 Duplicate copy of record should
be stored offsite for vital records
protection.
PLN - 18(c) Project PROJECT FILES BY ADDRESS
Type(s): Decision-Related
Contains: Applications, Public Notices, Proofs of
Publication & Service, Certificates of Posting,
Correspondence & Memos (dated before decision),
Action Letters, CEQA Notices (Intent, Preparation,
Determination, Completion)
Decision+2 No No GC 34090
POL - 01 RESERVED
POL - 02 Administration CARDS
Type(s): Daily Activity (Blue), Field Interview
Cur+2 No No GC 34090
POL - 03 Administration FORMS
Type(s): Business Emergency Contact Forms,
Civilian Observer Release & Waiver Forms
Cur+2 No No GC 34090
ALL-24
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
POL - 04 Administration INSPECTIONS
Type(s): Annual Fire Marshal, Juvenile Detention,
Temporary Holding Cell
Cur+2 No No GC 34090
POL - 05 Administration INVENTORIES
Type(s): Firearms, Personal Safety Equipment
Superseded+2 No No GC 34090
POL - 06(a) Administration LICENSES & PERMITS
Type(s): Alcohol Beverage, Massage Technician,
Parking, Solicitor
Contains: Applications, Permits
Term of Permit+2 No Yes Until
Expired
GC 34090
POL - 06(b) Administration LICENSES & PERMITS
Type(s): Cardroom Work Permits
Contains: Applications, Background Checks
Term of
Employment+2
No No Department Policy;
GC 34090
POL - 07 Administration LOGS
Type(s): Criminal History, Court, Daily Activity,
Guest Permit, Report to Press, Juvenile Detention,
Portable Alcohol Screening (PAS), Subpoena, Tow,
Warrant, Accident, Alcohol Beverage Control
(ABC)
Cur+2 No No GC 34090
POL - 08 Administration NOTICES OF CONSENT Superseded+2 No No GC 34090 Consent for other police to enter Town.
POL - 09(a) Administration EMPLOYEE FILES
Type(s): Active
Contains: Background Files, Evaluations,
Commendations, Intent to Discipline, Notices of
Disciplinary Action, Appeals, Secondary
Employment Permits, Signed Training Bulletins,
Training Certificates, Training Rosters
Term of
Employment+6
No No Department Policy;
GC 34090;
GC 12946;
PC 832.5;
29 CFR 1627.3 (3
years) required for
employees);
EEOC/FLSA/ADEA
(Age) require 3 years
29 USC 1113 (6 years)
Transfer to Human Resources
upon termination or transfer.
POL - 09(b) Administration EMPLOYEE FILES
Type(s): Active
Contains: Grievances
Closed+2 No No GC 34090;
GC 12946
ALL-25
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
POL - 09(c) Administration SHIFT ROSTERS Cur+2 No No GC 34090 Shift rosters are electronic starting in 2004.
POL - 10 Administration RECRUITMENT
Type(s): Applicants Not-hired
Contains: Applications, Resumes, Reference
Checks, Pre-hire Drug Testing & Background
Investigations, Medical Exams
Cur+3 No No Department Policy
29 CFR 1602.31;
29 CFR 1627.3
POL - 11 Administration REPORTS
Type(s): Range Noise Studies
Life of Range No Yes Department Policy;
GC 34090
POL - 12 Administration TRAINING MATERIALS
Contains: Tests, Bulletins that Officers had to
Sign, Course of Fire (Range), Colma-Hosted
Training Outlines
Superseded+5 No No Department Policy;
CCP 337;
CCP 343
POL - 13 RESERVED
POL - 14(a) Records CASE FILES
Type(s): All Felonies & Misdemeanors except
those otherwise specifically mentioned in this
retention schedule (see POL-15 through POL-19)
provided that there are no outstanding warrants or
unrecovered weapons in AFS or DNA evidence
Cur+6 Review for
Historical
Value
Yes PC 800 Statute of limitations is 6 years.
AFS is Automated Firearm
System
POL - 14(b) Records CASE FILES
Type(s): All Felonies & Misdemeanors except
those otherwise specifically mentioned in this
retention schedule (see POL-15 through POL-19)
provided that there is DNA evidence and there are
no outstanding warrants or unrecovered weapons
in AFS
Suspect
Identified+6
Review for
Historical
Value
Yes District Attorney
Recommendation
Statute of limitations is 6 years.
AFS is Automated Firearm
System
ALL-26
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
POL - 15 Records CASE FILES
Type(s): Homicides, Attempted Homicides,
Suicides, Manslaughter, Fatal Traffic Collisions,
Suspicious Deaths, Kidnapping, Substantiated
Child/Elder Abuse, Sexual Assaults, Rapes, Arson,
Bank Robberies, Falsification of Public Records,
Misuse of Public Funds, Train-wrecking, Treason
PERM No Yes Department Policy;
GC 34090
PC 261;
PC 286;
PC 288;
PC 288.5
PC 289
PC 289.5
PC 799
Most have no statute of
limitations.
POL - 16 Records CASE FILES
Type(s): Marijuana Misdemeanor
Maximum of
Closed+2 and 18th
Birthday
No Yes H&S 11361.6
POL - 17(a) Records CASE FILES
Type(s): Missing Persons - Closed
Closed+2 No No GC 34090
POL - 17(b) Records CASE FILES
Type(s): Missing Persons - Open
Until Located No Yes Department Policy;
GC 34090
POL - 18(a) Records CASE FILES, SEALED
Type(s): Factually Innocent
Date of Arrest+3 No No PC 851.8;
WIC 781.5
Restricted Access.
POL - 18(b) Records CASE FILES, SEALED
Type(s): Not Factually Innocent & Juvenile
Sealed+5 or Court
Order
No No WIC 781(d) Restricted Access.
POL - 19 Records CASE FILES, NOT COLMA JURISDICTION
Type(s): Outside Assists, Recovered Property
including Vehicles
Cur+2 No No GC 34090
POL - 20 Administration POLICIES
Type(s): Departmental Policies Manual including
General Orders
Superseded+4 No Yes While
Current
Department Policy;
GC 34090
POL - 21 Administration REPORTS
Type(s): Statistical Uniform Crime Reports
Cur+5 No No Department Policy;
GC 34090
POL - 22(a) Communications RECORDINGS, NOT EVIDENCE
Type(s): Routine Telephone & Radio
Communications
100 Days No Yes GC 34090.6
ALL-27
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
POL - 22(b) Communications RECORDINGS, NOT EVIDENCE
Type(s): Routine In Car Audio/Video, Routine
Building Video
365 Days No No GC 34090.6
POL - 23 RESERVED
POL - 24 Administration EQUIPMENT
Type(s): Non-Vehicle
Contains: Warranties, Repair History, Licensing,
Manuals
Life of Equipment No No GC 34090 Vehicle information held by the automobile dealer.
POL - 25 Administration EVIDENCE
Type(s): Evidence Sheets
Disposition+5 No Yes Department Policy
POL - 26(a) Internal Affairs EMPLOYEE DISCIPLINE
Contains: Reports, Interviews, Studies, Written
Reprimands
Minimum
Closed+3,
Maximum Term of
Employment+5
No No Colma Personnel
Policies;
GC 34090
After three years, the employee
may ask for the reprimand to be
destroyed.
POL - 26(b) Internal Affairs ADMINISTRATIVE INVESTIGATIONS Type(s): Complaints Against Department Members
Contains: Complaints, Interviews, Reports,
Findings
Closed+5*
(see notes for
specific retention
requirements)
No No PC 832.5(b) *The Chief of Police may
determine the need to retain a
sustained complaint or internal
investigation past the statuary
time limit if in his/her opinion it is
necessary to show a current or
ongoing pattern of behavior.
For records existing as of
January 1, 2022, no sustained
findings destruction eligibility is
January 1, 2027; for sustained
findings destruction eligibility is
January 1, 2037; All other
records use the following: no
sustained findings destruction
eligibility is 5 years following the
determination, sustained findings
destruction eligibility is 15 years
following the determination
ALL-28
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
POL - 26(c) Internal Affairs ADMINISTRATIVE INVESTIGATIONS Type(s): Officer Involved Shootings
Contains: Reports, Interviews, Studies
Closed+25 No No Department Policy;
GC 34090
POL - 27(a) Administration K-9
Type(s): Dog
Contains: Training Records, Certificates, Bite
Memos, Medical Records
Retired+2 No Yes GC 34090
POL - 27(b) Administration K-9
Type(s): Program
Contains: Monthly Training Files, Schedules
Cur+2 No No GC 34090
POL - 28(a) Records INDIVIDUAL
Type(s): Arrest ID Jackets, Index Cards for all but
Suspects
When all related
case files
destroyed
No No Department Policy;
GC 34090
POL - 28(b) Records INDIVIDUAL
Type(s): Suspect & Alias Index Cards
No Criminal
Activity+10 years &
After all related
case files
destroyed
No No Department Policy;
GC 34090
POL - 29(a) Records REPORTS, NON CRIMINAL
Type(s): Civil Matters, Suspicious Circumstances,
Lost & Found Property, Destruction of Property,
Welfare Checks, Vehicles (Stored, Impounded)
Cur+2 Review for
Historical
Value
No GC 34090
POL - 29(b) Records REPORTS, NON-CRIMINAL
Type(s): Natural Death
Closed+2 No No GC 34090
POL - 29(c) Records REPORTS, NON-CRIMINAL
Type(s): Traffic Accidents & Incidents
Cur+3 No No CCP 338 Non-criminal only.
ALL-29
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
POL - 30 Records ORDERS
Type(s): Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders, Legal
Stipulations, Orders After Hearing
Term of Order No No PC 13710 Superior Court is office of record.
POL - 31 Records PAWNBROKER
Contains: Receipts & Tickets
Cur+2 No No GC 34090
POL - 32 Records REGISTRATIONS
Type(s): Sex, Arson, Narcotics
PERM No Yes PC 290;
PC 457.1;
H&S 11590
POL - 33 Records WARRANTS Inactive+2 No No GC 34090 Warrants become inactive when served, recalled or cleared.
POL - 34 Records TRAFFIC CITATIONS
Type(s): Moving, Parking
Cur+3 No No Department Policy
GC 34090
Court has original records.
POL - 35(a) Traffic RADAR CALIBRATION CERTIFICATES Term of Certification+2
No Yes GC 34090
POL - 35(b) Traffic REPORTS
Type(s): Radar Surveys, State Wide Integrated
Traffic Reporting System (SWITRS) Reports
Cur+10 No No Department Policy;
GC 34090
PW - 01 Administration HAZARDOUS MATERIALS MANAGEMENT
Contains: Material Safety Data Sheets (MSDS)
Cur+30 No No 29 CFR 1910.1200;
8 CCR 5194
PW - 02(a) Administration NATIONAL POLLUTANT DISCHARGE
ELIMINATION SYSTEM (NPDES)
Contains: Permits
PERM No Yes Department Policy;
GC 34090;
GC 4003;
GC 4004 (Maintain);
CCP 337.15 (Cur +10
years);
Perm per CA
Guidelines
Duplicate copy of record should
be stored offsite for vital records
protection.
ALL-30
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
PW - 02(b) Administration NATIONAL POLLUTANT DISCHARGE
ELIMINATION SYSTEM (NPDES)
Contains: Meeting Minutes, Reports,
Correspondence
Cur+3 No No Department Policy;
GC 34090
PW - 03(a) Administration EMPLOYEE
Type(s): Scheduling
Contains: Work Schedules, Assignments
Cur+2 No No GC 34090
PW - 03(b) Administration EMPLOYEE
Type(s): Training
Contains: Class Materials, Rosters
Cur+2 No No GC 34090
PW - 04 Administration UNDERGROUND SERVICE ALERTS Cur+3 No No CCP 338 PW - 05(a) Building ADDRESS FILES
Type(s): Approved Applications
Contains: Approved Applications, Permits
(Grading, Occupancy, Building, Encroachment),
Plans, Soil Reports
Life of Structure No No Department Policy;
GC 34090;
H&S 19850
PW - 05(b) Building ADDRESS FILES
Type(s): Correspondence
Contains: Correspondence, Correction Notices
Cur+5 No No Department Policy;
GC 34090
PW - 05(c) Building ADDRESS FILES
Type(s): Inspections
Contains: Reports, Photos
Cur+4 No No CCP 337
PW - 06 Building APPLICATIONS
Type(s): Denied
Cur+3 No No CCP 338
PW - 07 Building INSPECTIONS
Type(s): Building
Contains: Reports, Ledgers, Violations, Correction
Notices
Cur+5 No No Department Policy;
GC 34090
How different from PW-05(c)?
ALL-31
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
PW - 08 Building PERMIT FEE SPREADSHEET Superseded No No Department Policy; GC 34090
PW - 09 Building PLAN CHECKS
Type(s): Unapproved
Cur+2 No No GC 34090
PW - 10 Building REPORTS
Type(s): Activity, Administrative
Cur+2 No No GC 34090
PW - 11 Building UNIFORM BUILDING CODE PERM Yes No Department Policy; GC 34090
Retain one copy of each year's
code.
PW - 12 Engineering PLANS
Type(s): ADA Transitioning Plan
Superseded+3 No No CCP 338
PW - 13 Engineering ASSESSMENT DISTRICTS
Type(s): 280 Metro, Undergrounding
Contains: Maps, Engineer's Reports, Improvement
Plans
PERM No No GC 34090
PW - 14 Engineering INSPECTIONS
Type(s): Right-of-way Offsite
Contains: Reports, Photos
Cur+4 No No CCP 337
PW - 15 Engineering MAPS/SURVEYING
Contains: Detail Drawings, Site Drawings -
Seismic Hazards, Town Facilities, Parcel,
Subdivision, Utility (Sewer, Storm Drain, Street
Light, Water)
PERM Yes Yes Department Policy;
GC 34090
Duplicate copy of record should
be stored offsite for vital records
protection.
PW - 16 Engineering PERMITS
Type(s): Right of Way, Encroachment
Term of Permit+2 No No GC 34090
PW - 17 Engineering PLANS
Type(s): Five Year CIP Plan
Cur+6 Review for
Historical
Value
No Department Policy;
GC 34090
ALL-32
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
PW - 18(a) Engineering PROJECTS
Type(s): CIP Approved
Contains: Contracts, Amendments, Winning Bids,
Change Orders, Progress Payments, Purchase
Records, Calculations, Inspections, Permits,
Schedules, Correspondence, Material Samples,
Traffic Control Plan, Stop & Preliminary Notices
Notice of
Completion+10
No No CCP 337.15
PW - 18(b) Engineering PROJECTS
Type(s): CIP Approved
Contains: Final Specifications & Plans, EIRs
PERM Yes No GC 34090
PW - 18(c) Engineering PROJECTS
Type(s): CIP Unapproved
Cur+2 No No GC 34090 Review for historical value
PW - 19 Engineering PROJECTS
Type(s): Non-CIP (For example, Curb Repairs,
Slurry Seal, Street Paving)
Contains: Contracts, Specifications, Winning Bids,
Correspondence, Permits, Payment Schedules,
Change Orders
Notice of
Completion+10
No No CCP 337.15
PW - 20 Engineering REAL PROPERTY
Type(s): Annexations, Detachments, Deeds,
Easements, Vacations, Abandonments
Superseded No No GC 34090 Official record held by City Clerk.
PW - 21(a) Engineering SOLID WASTE
Type(s): California Integrated Waste Management
Board (CIWMB)
Contains: Integrated Waste Management Annual
Reports
Cur+5 No No Department Policy;
GC 34090
PW - 21(b) Engineering SOLID WASTE
Type(s): Recycling
Contains: SRRE, Reports, Reduction History
Cur+10 No No Department Policy;
GC 34090
ALL-33
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
PW - 22 Engineering STANDARD SPECIFICATIONS Superseded No No Department Policy; GC 34090
PW - 23(a) Engineering TRAFFIC
Contains: Counts
PERM Yes No Department Policy;
GC 34090
PW - 23(b) Engineering TRAFFIC
Contains: Speed Surveys, Studies
Superseded+5 No No Department Policy;
GC 34090
PW - 24 Engineering UNDERGROUND STORAGE TANKS
Contains: Removal
PERM No No Department Policy
40 CFR 280.74
PW - 25 Maintenance BUILDINGS
Contains: Cleaning Schedule, Work Orders,
Maintenance Reports, HVAC Data, Daily Work
Logs
Cur+2 No No GC 34090
PW - 26(a) Maintenance EQUIPMENT
Contains: Replacement Schedules, Maintenance
Schedules
Cur+2 No No GC 34090
PW - 26(b) Maintenance EQUIPMENT
Contains: Warranties, Repair History, Inspections
Life of Equipment No No GC 34090
PW - 27 Maintenance FUEL
Contains: Usage, Gas Receipts, Gas Tags, Fuel
Calibrations
Cur+2 No No GC 34090
PW - 28 Maintenance SEWERS
Contains: Maintenance, Cleaning, Repairs,
Stoppage Calls, Spills, Line Replacement Schedule
Cur+5 No No Department Policy;
GC 34090;
40 CFR 61.54 (pre-
treatment records)
PW - 29 Maintenance STREET LOGS
Type(s): Cleaning, Street Sweeping, Storm Drain
Cleaning
Cur+2 No No GC 34090
PW - 30(a) Maintenance STREET LIGHTS
Contains: Installation, Repair Records
Life of Equipment No No Department Policy;
GC 34090
ALL-34
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
PW - 30(b) Maintenance STREET LIGHTS
Contains: Locations, Replacement Schedule
Superseded+2 No No Department Policy;
GC 34090
PW - 31 Maintenance DATABASE
Type(s): Pavement Maintenance System
Indefinite Yes No Department Policy;
GC 34090
PW - 32(a) Maintenance STREETS
Type(s): Traffic Control (Signs & Signals)
Contains: Installation, Repair Records
Life of Equipment No No GC 34090
PW - 32(b) Maintenance STREETS
Type(s): Traffic Control (Signs & Signals)
Contains: Locations, Replacement Schedule
Superseded+2 No No Department Policy;
GC 34090
PW - 33 Maintenance TREES
Contains: Inventory, Maintenance Schedules
Cur+5 No No Department Policy;
GC 34090
PW - 34(a) Maintenance VEHICLES
Contains: Inventory, Replacement Schedules
Superseded+2 No No GC 34090
PW - 34(b) Maintenance VEHICLES
Contains: Warranties, Inspection Reports, Service
Records, Registrations
Life of Vehicle No No GC 34090
PW - 34(c) Maintenance VEHICLES
Contains: Inspections
Cur+2 No No GC 34090
PW - 35 Maintenance INVENTORIES
Type(s): Water Meters
Superseded+2 No No GC 34090
REC - 01 Administration PLANS
Type(s): Project, Program
Superseded+2 No No GC 34090
REC - 02 Administration EMPLOYEE FILES
Contains: Rosters, Training, Work Schedules
Cur+2 No No GC 34090
ALL-35
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
REC - 03 Finance REVENUES
Contains: Receipts, Revenue Log Sheets,
Deposits, Refunds
Cur+5 No No Department Policy;
CCP 337
REC - 04 Activities IN-HOUSE ACTIVITIES
Contains: Registrations, Evaluations, Sign-Ins,
Rosters of Attendees, Schedules of Events, Parent
Release Forms, Waivers
Cur+2 No No GC 34090
REC - 05 RESERVED
REC - 06 Activities EVENTS
Type(s): Cultural, Sporting & Special Events; Trips
Contains: Reservations, Expenses, Contracts,
Insurance, Correspondence, Notes
Cur+2 No No GC 34090
REC - 07 Activities RECREATION CLASSES
Contains: Registrations, Announcements & Flyers,
Class Schedules, Evaluations, Attendance Forms,
Rosters of Attendees, Waivers
Cur+2 No No GC 34090
REC - 08 Facilities RENTALS
Contains: Rental Agreements, Scheduling, Check
Out Forms
Cur+2 No No GC 34090
REC - 09 RESERVED
REC - 10 Activities DATABASE
Type(s): Recreation Program CLASS System
Indefinite No No Department Policy;
GC 34090
REC - 11 Administration FORMS
Type(s): Colma Resident Identification Card
Applications
Expired+2 No No GC 34090
ALL-36
COLMA RETENTION SCHEDULE
SERIES
NO SECTION
CATEGORY
DESCRIPTION
TOTAL
RETENTION
PERIOD HISTORIC VITAL REGULATION NOTES/REMARKS
REC - 12 Administration FORMS
Type(s): Medical Release Forms, Medication Log
Forms
Cur+4 No No CCP 337
REC - 13 Facilities MAINTENANCE
Contains: Routine Building & Equipment
Inspections, Key Logs, Equipment Inventories,
Facility Closing Checklists
Cur+2 No No GC 34090
REC - 14 Risk
Management
REPORTS
Type(s): Accident & Incident Reports
Cur+5 No No 29 CFR 1904.5;
8 CCR 14307
REC - 15 Facilities INSPECTIONS
Contains: Inspection Checklists, Weekend
Maintenance Checklists
Cur+2 No No GC 34090
ALL-37
A II • I
TOWN OF COLMA
RECORDS AND INFORMATION MANAGEMENT PROGRAM
Requ
est for Destruction of
Obsolete Records
DEPARTMEN
T: _____________________ Date: _________________
CONTACT: _______________________________
BATCH NO: ________________________________
Pursuant to California Government Code section 34090 and the Town of Colma’s Records and Information Management Program Policy and Guidelines, request is made to destroy the above-identified records on the ground that they no longer have any administrative, fiscal, or legal value, and are past their respective retention periods.
In the event of litigation or an audit, it is the responsibility of the reviewing parties to notify the City Clerk in order to suspend the destruction of any records that may be involved in the process.
Sign and date where indicated and return this form and the signed Consent to Destroy Certain Obsolete Records to the City Clerk.
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____________________ _____________________________
Michelle Estabillo, City Clerk Dan Barros, City Manager Date: ________________________ Date: ________________________ Author
ization to Destroy Records
Consen
t is hereby given for the destruction of the above-identified records, except for those records marked HOLD and initialed by me, in which case destruction for those records will be postponed until the next destruction cycle. .
Date: ____________________ _____________________________ Christopher Diaz, City Attorney
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